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03-D Housing Auth (5/20/03)HOUSING AUTHORITY OF THE CITY OF PARIS BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES May 20, 2003 12:30 p.m. Chairman James Poston called the meeting to order at 12:32 p.m. with the following Board members present: Lillian Brooks, Kathleen Edge, Annette Grant, and Jeff Hoog. Also attending was Executive Director Denny Head, Assistant Director Sally Gibson, and Legal Council T.K. Haynes. Chairman James Poston asked for a motion to accept the minutes from the March 18t' Board of Commissioner's meeting. Motion was made by JeffHoog and seconded by Lillian Brooks. Motion was unanimous 5-0. Chairman James Poston asked for a motion to accept the minutes from the March 31gt Board of Commissioner's meeting. Motion was made by JeffHoog and seconded by Lillian Brooks. Motion was unanimous 5-0. Director Denny Head submitted the Directors Report covering several items. Denny informed the board about the 5 Year Plan. He explained that three years ago HUD made the decision that each PHA would be responsible to make a 5 Year Plan. The office of management and budget recommended that all housing authorities project a 5-year comprehensive plan of all capital improvement projects that would be done for the next 5 years. The 5 Year Plan is cauterized by category, importance of project, dollar amount, site of project and year to complete. The annual plan is for capital fund improvement plans that authorities project for the current year. Once a housing authority gets approval for the plans then the housing authorities has the power to fungigate. This process gives housing authorities a lot of lead way in how they spend their money once their 5 Year Plan is approved. One prime drawback to this process is that HUD does not know how much funds they will issue to Housing Authorities. Denny explained the process and how it has been done in the past. Denny explained that this is a lot of work but that it there is a lot of money to be had and that we need any funds that may be available. Capital funds according to CFR must be obligated in two years and expended in 4 years. If money is not obligated in 18 months HUD will recapture the funds. Denny explained that there are several projects that are about to begin so that the money out of the capital plan is obligated and not lost. Chairman Rick Poston made the statement that the whole thing boils down to "use it or loose it" in reference to the money that has been budgeted. Item 4-2 Discussion of approval of contract for concrete and parking. The project went out for bid to install additional parking to prevent excess parking on streets. The parking will have curb cuts for handicap parking. Denny budgeted $40,680.00. Hilliard's & Sons Contractors bid was $41,010.00 and Stephens & Son's bid $40,000.00. Motion was made to accept contract to Stephens & Sons Contractors by Kathleen Edge and seconded by Lillian Brooks. The vote was unanimous 5-0. Item 4-3 Discussion and approval of contract for passage hardware replacement. Project went out for bid to replace the old passage hardware in 184 units. All passage hardware and bathroom hardware would be replaced. Sampson Electric bid $20,400.00 and G&S Contracts bid $17,850.00. Kathleen Edge and Lillian Brooks questioned the importance of whether the door passage was a high priority and whether there were other items that were more important than the passage hardware. Motion was made to award contract to G&S Construction by JeffHoog and seconded by Annette Grant. The vote was 3-2. Item 4-4. Discussion and approval of contract for storage building and pavilion. Denny informed the board the importance of building a storage building for the PHA. The storage building would be located between the George Wright Homes Community Building and the laundry mat. The storage building would be used to store equipment and supplies and taking them out of the office area at GWH. The only bid that was submitted was from Harrison Walker & Harper contractors in the amount of $45,800.00. Denny discussed the importance of the storage building and that the price of the bid was more than he had funded to build the storage building. Denny also explained the rules and procedures concerning bids and that Harrison Walker and Harper was the only establishment to turn in their bids on time. Denny explained that the funds for the storage building must be obligated by the end of the fiscal year, which ends June 30, 2003. The bid from HWH exceeded what Denny expected to spend but he explained that we might not be able to obligate funds by the end of the fiscal year if we went out for bid again. Motion was made Jeff Hoog and seconded by Lillian Brooks to accept bids. The vote was unanimous 5-0. Item 4-5 Discussion and approval of contract for light fixture replacements. Denny informed the board that due to energy conservation the old light fixtures in the apartments should be replaced and new light fixtures installed. Denny budged in the 2001 Capital Fund for this project. G&S Constructor was the low bidder with a bid of $12,870.00. Motion was made to award the bid to G&S Construction. Motion was made by Kathleen Edge and seconded by Lillian Brooks. The vote was unanimous 5-0. Item 4-6 Discussion and approval of contract for bathroom rehab. Denny explained the importance of replacing the bathroom floors in the three bedroom units in Booker T. Washington and George Wright Homes. Denny explained that the floors should be replaced and new tile laid in each of the three bedroom unit bathrooms at George Wright Homes and Booker T. Washington. G&S Construction was the low bid on this project bidding $20,250.00. Motion was made to accept bid by Lillian Brooks and seconded by Kathleen Edge. The vote was unanimous 5-0. Item 4-7 Discussion and approval of contract for showerhead replacements. Denny explained that 234 units were in need of replacing showerheads to conserve water. Bids went out for the removal and replacement of showerheads. G&S Construction made a bid of $3,180.00. Motion was made to award bid to G&S Construction. Motion made by Annette Grant and seconded by Lillian Brooks. The vote was unanimous 5-0. Item 4-8 Discussion and approval of bad debt write offs. The policy of the Housing Authority requires write off of bad debts prior to the end of the fiscal year, which is June 30, 2003. The amount of the bad debt write off is $24,394.32. Motion was made to accept write off of bad debts by Kathleen Edge and seconded by Lillian Brooks. The vote was unanimous 5-0. Item 4-1 Approval of the 5 Year Plan. The 5 Year Plan has been completed and ready for electronic submission. A notice was placed in the Paris News to inform the public that the plan has been completed and could be reviewed at the Paris Housing Authority. All the necessary certifications have been completed and upon approval from the Board of Commissioners the plan will be submitted electronically. Motion was made to accept the 5 Year Plan by Kathleen Edge and seconded by JeffHoog. The vote was unanimous 5-0. Chairman Rick Poston requested the status of our Demolition Plan. Denny informed the board that our request for demolition is at HUD in Fort Worth. HUD is waiting for the Corp of Engineers to come to Paris and conduct an environmental survey. A date has not been set for this survey. The price that HUD projects for the demolition will be in the neighborhood of $100,000.00 to $120,000.00. However, Denny told the board that he did not believe that the price of the demolition would be this much. Denny explained that approval from HUD was not mandatory to demolish the 500 block of George Wright Homes. Denny informed the board that a Executive Director has the authority to demolish 12 units without HUD's approval each year. The demolition will begin sometime after the first of the year. Chairman Rick Poston asked if there was any further items that should be discussed, and there being none asked for a motion to close meeting. Motion was made by JeffHoog and seconded by Kathleen Edge. Meeting adjourned at 2:03 p.m.