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2002HOUSING AUTHORITY OF THE CITY OF PARIS �c BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES July 11, 2002 12:00 p.m. Chairman Rick Poston called the meeting to order at 12:30 p.m. with the following Board members present: Rick Poston, Jeff Hoog, Zeph Gibson, Kathleen Edge, and Lillian Brooks. Also attending was Executive Director Denny Head and Legal Council T.K. Haynes. Rick Poston asked for a motion to approve minutes from June 281h Board of Commissioners meeting. Motion was made by Jeff Hoog, seconded by Zeph Gibson. Acting Executive Denny Head informed the board that the bank balance was $189,542.00; the subsidy balance to be deposited on July 11`h will bring the balance on our account to $242,542.00. The subsidy balance of $48,000.00 for Section 8 has not been paid out due to misinformation from HUD in regards to how many vouchers should be leased up. Agenda item 4 -A, Swear in new Board of Commissioner members. Legal Council T.K. Haynes swore in new board members Kathleen Edge and Lillian Brooks. T.K. Haynes explained responsibilities that come with being on the Paris Housing Authority Board of Commissioners and the requirements of board members. Motion was made to accept Resolution 2003 -001 accepting Kathleen Edge and Lillian Brooks to the Paris Housing Authority Board of Commissioners by Zeph Gibson and seconded by Jeff Hoog. Agenda item 4 -B, Elect officers: Rick Poston called for election of Chairman and Vice Chairman. Jeff Hoog made motion for Rick Poston to be Chairman of the Paris Housing Authority, seconded by Zeph Gibson. Chairman Rick Poston called for nomination for Jeff Hoog to be named as Vice Chairman. Motion was made by Kathleen Edge, seconded by Zeph Gibson. Rick Poston was named Chairman of the Paris Housing Authority and Jeff Hoog named Vice Chairman. Agenda item 4 -C, Executive Session to discuss Hiring Executive Director. Board of Commissioners went into executive session to discuss the position hiring a new Executive Director. Board resumed in regular session at 1:25 p.m. The board of commissioners gave Acting Executive Director Denny Head authority to advertise in the Paris News for Executive Director position. The ad is to run two times, one time being Wednesday, July 17`h and Sunday, July 21". All applications are to be received by 1:00 p.m. on July 15`h. Motion was made by Jeff Hoog, seconded by Zeph Gibson. Rick P oston a sked for f urther b usiness and t here b eing n one a sked for a m otion t o c lose t he meeting. Motion made by Zeph Gibson, and seconded by Jeff Hoog. The meeting was adjourned at 1:45 p.m. APPROVED this day of , 2002. Denny Head, Secretary HOUSING AUTHORITY OF THE CITY OF PARIS BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES Thursday, August 15, 2002 12:00 p.m. Vice Chairman Jeff Hoog called the meeting to order at 12:05 p.m. with the following Board members present: Zeph Gibson, and Lillian Brooks. Also attending was Executive Director Denny Head, Legal Council T.K. Haynes. Item 4- Processing of Section 8 Housing Assistance Payments. Executive Director Denny Head presented the Executive Report to the Board of Director's. Denny explained the Section 8 reimbursement process and that Section 8 had at this point not reimbursed the Paris Housing account back which totaled the amount of $48,000.00. This was due to the incorrect information furnished to us by HUD which indicated we had 235 vouchers and what a poor job the PHA had done in the past, and that we were only 79% leased up. When in fact we only had 181 vouchers and were 104% leased up. The poor review and information from HUD prompted us to redouble our efforts and issue more vouchers. We now have 206 vouchers out and are only funded for 181. To support this additional increase in cost which is not funded by HUD we are using our administrative fee. We therefore have not been able to reimburse public housing for the operational cost of Section 8 due to lack of funds. HUD has informed us there were no additional vouchers available. That same week we discovered there was in excess of 8000 unused vouchers that could be applied for by the authorities. Denny Head has requested an additional 25 vouchers. At this point it is uncertain whether we will receive these vouchers. In the meantime no one at HUD will accept or claim responsibility for the incorrect information provided to us during the review. Currently we are not issuing anymore vouchers or assisting any needy families which have been on the waiting list in excess of one year until we reduce people housed through attrition and reduce our level to the funded amount of 181. We anticipate this process will take the balance of the fiscal year. Item S. Confirmatory review findsings (July). HUD has requested a board resolution verifying that the housing authority would process HAP checks on time each month. The time period allotted for processing HAP checks is by the 5 1 of each month. In the past all HAP checks have always been processed on or before the 5`h of each month. All HAP checks since the review conducted in June 2001 have been processed on time. The only month the Paris Housing Authority was one -day late processing checks was during the June review when 13 people from HUD had the entire staff occupied up for four days. However, HUD insists on a resolution requiring HAP payments be made by the 5 1 of each month. Therefore, the Board needs to pass and send them a copy of the resolution to resolve one of the review findings from the June review. Motion was made to pass the resolution by Zeph Gibson and seconded by Lillian Brooks and passed 3 -0. Executive Session was tabled due to the absence of Chairman Rick Poston and Kathleen Edge. Jeff Hoog asked for further business and there being none asked for a motion to close the meeting. Motion made by Lillian Brooks, and seconded by Zeph Gibson. The meeting was adjourned at 12:50 p.m. APPROVED this 28th day of August, 2002. Denny Head, Secretary HOUSING AUTHORITY OF THE CITY OF PARIS BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES August 28, 2002 12:00 p.m. SPECIAL MEETING Chairman Rick Poston called the meeting to order at 12:15 p.m. with the following Board members present: Rick Poston, Jeff Hoog, Kathleen Edge and Lillian Brooks. Also attending was Executive Director Denny Head, Legal Council T.K. Haynes. Executive Director Denny Head presented his report to the board. Denny reported that HUD requested a change to the 2002 Capital Fund. HUD informed Denny that the PHA needed to provide tenants at Jackson Court, 13th S.E., and Price Circle washers and dryers for their apartments instead of installing a laundry mat. Denny informed the board that he would not purchase washers and dryers until he received something in writing from HUD. This decision was made to prevent residents at George Wright Homes and Booker T. Washington from feeling discriminated against. In addition, Denny explained that the PHA did not have the funds to maintain these machines. REAC inspections will be held on September 11th and 12th. REAC inspections are preformed on a random basis. Units will be chosen randomly to be inspected by HUD. Notices will be mailed on August 29, 2002 to residents informing them that REAC inspections will be preformed and that their unit should be up to PHA standards. Item 3. Approval of the 2002 Public Housing Assessment System submission. (PHAS). _Denny Head explained the process of the PHAS system. Motion was made to accept resolution by Jeff Hoog and seconded by Kathleen Edge. Vote was unanimous 4 -0. Item 4. Approval of the 2002 Section 8 Management Assessment Program. ( SEMAP). Denny Head explained the process of the SEMAP system. Denny told the board that the one item that may prove to be against the PHA is the fact that we do not have a Self Sufficiency Program. Denny informed the board that it is very important to get a Self- Sufficiency Program at the PHA. A motion was made by Kathleen Edge to accept the SEMAP report and seconded by Lillian Brooks. Vote was unanimous 4 -0. The board made a decision to change the monthly board meeting to the third Wednesday of each month at 12:00 p.m. due to conflicts with board member schedules. A resolution to adopt the new change will be presented at the board meeting on September 18, 2002. Chairman Rick Poston asked if there was any information that needed to be discussed and their being none asked for a motion to adjourn meeting. Motion was made by Jeff Hoog and seconded by Kathleen Edge. Meeting was adjourned at 1:00 p.m. APPROVED this 18`h day of September, 2002. James R. Poston, Chairman Denny Head, Secretary HOUSING AUTHORITY OF THE CITY OF PARIS BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES September 18, 2002 12:00 p.m. Chairman Rick Poston called the meeting to order at 12:11 p.m. with the following Board members present: Rick Poston, Jeff Hoog, Zeph Gibson, Lillian Brooks, and Kathleen Edge. Also attending was Executive Director Denny Head, Legal Council T.K. Haynes. Chairman Rick Poston asked for a motion to approve the minutes from the August 25,2002. Motion was made by Jeff Hoog and seconded by Lillian Brooks. The vote was unanimous 5 -0. Executive Director Denny Head presented the Executive Director's report. Denny informed the board that there is $100,000.00 in the Section 8 bank account and $219,000.00 in the Public Housing account. Denny informed the board that the 2001 Capital Fund had been approved as of September 17, 2002. Funds for the 2001 Capital Fund must be obligated by September 30, 2002. Roman Palmoaris, Assistant Director in the Ft. Worth HUD office is being held in contempt of court because all of the requirements of the Young Litigation have not been met. One important item in the 2001 Capitol fund that is the requirement to provide a laundry mat for tenants at all sites. A small laundry mat will be built in Jackson court. Another laundry mat will be built in back of the community building at 13`h S.E. Denny informed the board that Earned Income has been completed and checks have been processed. Earned income payouts totaled $25,000.00. Earned income disregard will be paid out of the PHA's operating fund. REAC inspections were conducted on September 11 `h and 12`h. Denny informed the board that the inspections went well. Out of 40 units only 4 units had problems. The score on the REAC inspection will be posted on the web site in ten days to two weeks. All REAC inspections are public information and may be pulled up by other agencies. Agenda Item 4-A Establishing date for monthly Board Meetings: Chairman Rick Poston requested that the board change the meeting date to the third Tuesday of each month at 12:30 p.m. due to conflicts with board members schedules. Motion was made by Jeff Hoog to accept the new board meeting date and seconded by Lillian Brooks. The vote was unanimous 5 -0. Agenda Item 4 -B Approval of Exception Rents: Executive Director Denny Head informed the board that fair market value had increased 137 %. The Department of Housing and Urban Development found it necessary for Lamar County to increase Fair Market rents. The purpose for this change was to encourage class members (blacks) to move into non - impacted areas. Motion was made to accept Exception Rents by Lillian Brooks and seconded by Zeph Gibson. The vote was 4 -1 in favor of Fair Market Value. Agenda Item 4- CApproving demolition submission: Denny Head informed the board that the HOPE VI gave housing authorities demolition grants. Denny informed the board that units 501 thru 528 excluding unites 513 through 516 were the units that were considered obsolete and no longer need and were in need to be demolished. Tenants in these units have been issued $350.00 for moving expenses and have been issued new apartments. A motion to accept demolition was made by Jeff Hoog and seconded by Zeph Gibson. Agenda Item 4 -D Approving demolition submission: Executive Director Denny Head discussed the importance of hiring a consultant. The purpose of hiring a consultant could amend the capital fund so that the Housing Authority may get additional funds in the hopes of purchasing land for additional housing. Board of Commissioners went into Executive Session at 2:00 p.m. The Paris Housing Authority Board of Commissioners reconvened from executive session with the decision to hire Denny Head as Executive Director of the Paris Housing Authority. A motion was made to pay $50,000.00 per year to Denny Head. Motion was made by Kathleen Edge and seconded by Jeff Hoog. Vote was unanimous 5 -0. Chairman Rick Poston asked if there was any additional matter that needed to be discussed, and there being none asked for a motion to close meeting. Motion was made by Lillian Brooks and seconded by Kathleen Edge. Meeting adjourned at 2:05 p.m. APPROVED this 15"' day of October, 2002. James R. Poston, Chairman Denny Head, Secretary Denny Head, Secretary 6c HOUSING AUTHORITY OF THE CITY OF PARIS BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES OCTOBER 15, 2002 12:30 p.m. Chairman Rick Poston called the meeting to order at 12:34 p.m. with the following Board members present: Jeff Hoog and Lillian Brooks. Also attending was Executive Director Denny Head, Legal Council T.K. Haynes. Executive Director Denny R. Head presented the financial report to the board of directors. Denny explained that there was no operating budget approved by HUD. Director's Report: Agenda Item 3 -B, Laundries: Denny informed the board that washers and dryers had been provided for residents at Price Circle. In addition, Denny informed the board that he is in the process of obtaining blue prints for the laundry facility at Jackson Court. Prices for washers and dryers are also being obtained. Agenda Item 3 -C, Budget Revisions: Denny Head informed the board that changes had been made to the 2002 budget due to changes in employment. Denny made the necessary changes in the budget in order to hire a fee consultant. Agenda Item 3 -D, PHDEP: Police patrol has started at all Paris Housing Authority sites. Off duty police officers were hired to foot patrol all the Paris Housing Authority sites. These officers are to check all sites and ensure the residents that they are there for their safety. Since the new patrol officers have started there have been two arrest made. Residents who have been asked how the security patrol is working have informed the PHA that things have improved. Agenda Item 3 -E, Roman Palomaries: The Railroad Commission will be at the Paris Housing Authority for an inspection on November 5, 2002. The Paris Housing Authority must be in compliance; if we are not in compliance the PHA will be fined. All maintenance personnel will be certified prior to inspections. Agenda Item 4-A, Establishing a curfew: The Paris Housing Authority found it necessary to enforce a curfew for youth's under the age of 18 years old. A discussion was held between commissioners of the curfew time guidelines. Chairman Rick Poston expressed the issue that the Paris Housing Authority curfew should be in compliance with the City of Paris ordinance. Rick Poston asked for further business and there being none asked for a motion to close the meeting. Motion made by Jeff Hoog, and seconded by Lillian Brooks. The meeting was adjourned at 1:43 p.m. APPROVED this 17`h day of December, 2002. James R. Poston, Chairman Denny Head, Secretary