Thursday, September 17, 2015 - 12:00 p.m. Administration Building 1124 N. 9th Street, KCK I. Roll Call II. Approval of the Minutes Regular Board Meeting - August 20, 2015 III. Executive Director's Report IV. Committee Reports V. New Business Consent Items A. Resolution No. 3296 VI. Adjournment Collection Loss Write-Off Agenda Housing Authority of the City of Kansas City, Kansas Special Meeting
21
Embed
Housing Authority of the City of Kansas City, Kansas ...Agency-wide financials from March 31, 2014—March 31, 2015 were discussed. The net change in total income is $1,570,708. This
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Thursday, September 17, 2015 - 12:00 p.m.
Administration Building
1124 N. 9th Street, KCK
I. Roll Call
II. Approval of the Minutes
Regular Board Meeting - August 20, 2015
III. Executive Director's Report
IV. Committee Reports
V. New Business Consent Items
A. Resolution No. 3296
VI. Adjournment
Collection Loss Write-Off
Agenda
Housing Authority of the City of Kansas City, Kansas
Special Meeting
Special Board Meeting August 20, 2015 Page 1
1
MINUTES OF THE SPECIAL MEETING
OF THE BOARD OF COMMISSIONERS OF
THE HOUSING AUTHORITY OF KANSAS CITY, KANSAS
Thursday, August 20, 2015 Wyandotte Towers 12 noon 915 Washington Blvd. On the 20th day of August 2015 at 12 noon the Board of Commissioners of the Housing Authority of Kansas City, Kansas met in special session. The meeting was called to order by Chairman Biscanin, and upon roll call, the following members of the body were present: John P. Biscanin, Chairman
Rev. Jimmie L. Banks, Vice-Chairman Theresa A. Duke, Commissioner
Robert G. Frey, Commissioner Tyrone Garner, Commissioner P. Anne McDonald, Commissioner Timothy J. Rhodes, Commissioner William J. Rogers, Commissioner Maria Torres, Commissioner Matt Watkins, Commissioner Carolyn Wyatt, Commissioner ABSENT: Jacques Barber, Commissioner ALSO PRESENT: Thomas M. Scott, Executive Director Paula K. Draves, Director of Section 8 Gregory T. Gibson, Director of Finance Gerald Glavin, Superintendent Melinda L. Linnell, Director of Housing Management Sharron Davis-Mays, Self-Sufficiency Coordinator Benice Meeks, Assistant Director of Finance Jacqueline D. Randle, Executive Services Manager Elaine L. Stroud, Asst. Director of Housing Management
Maria Kline, President/Juniper Gardens Alvin Sykes, President/Bethany Towers Joyce Herring, Glanville Towers Charles Wilson, Glanville Towers ******* Chairman Biscanin called the meeting to order. Roll call was taken. Commissioner Rogers made a motion to approve the minutes of July 16, 2015. Commissioner Wyatt seconded the motion and the following vote was recorded: AYES: Banks, Biscanin, Duke, Frey, Garner, McDonald, Rogers, Torres, Wyatt NAYS: None ABSENT: Barber, Rhodes, Watkins ABSTAIN: None Motion carried. Note: Commissioner Watkins stepped out during the vote on the minutes and Commissioner Rhodes arrived during the Executive Director’s report.
*******
Special Board Meeting August 20, 2015 Page 2
2
Executive Director’s Report:
Mr. Scott asked that page 26 of the board packet (memo supporting Resolution No. 3293) be replaced with the handout. He noted that this Resolution was also e-mailed on Monday, August 17, 2015.
New Directions (our employee assistance provider) will be providing training to staff. Supervisors will attend Harassment for Managers and Leaders, August 26; Dealing with Difficult People, September 23; and Drug and Alcohol Awareness, October 21. Support staff will attend Utilizing the EAP (Employee Assistance Program) September 22 and there are two sessions. EAP is a free benefit for staff and this class will teach them how to better utilize this employee benefit. Staff will also attend a two hour fair housing training within the next six months. There will be ongoing training with New Directions and HTVN (Housing Television Network.)
CBIZ, our insurance broker, has been contacted regarding our insurance renewal for the upcoming year. As you will recall, we went to a high deductible plan last year. Open enrollment will take place in October and the new deductions will take place in November as noted by Mr. Gibson.
The Healthy Argentine Program will take place from 10am—2pm, September 12, 2015 at the Argentine Community Center. Dora Cortez-Galdamez, Senior Resident Selection Specialist, will be there to accept applications for public housing.
CHIG (Community Housing Investment Group of Wyandotte County) was successful with the 501(c) (3) application. We have tried to receive this designation since 2001. At the end of the compliance period the majority owner can transfer ownership to a 501(c) (3) with limited cost . The owner equity should be in excess of $3 million by 2021. There are 117 of the 121 units currently being rented at Delaware Highland Assisted Living facility. Five applications are being processes and 25 applicants are on the waiting list. There is a minimum amount of about $1,000 due from the MCO’s (Managed Care Organizations). The management and service agreements have been revised and the fee was reduced one per cent on the real estate agreement. Income is up and we are optimistic about the future.
We have been asked to participate in a case study September 10, 2015 on the EPC (Energy Performance Contract.) From the study they will be able to determine the impact the EPC has had on large housing authorities.
On September 22—24, 2015 the Washington/REAC office will include us in a study of the UPCS (Uniform Physical Conditions Standards) protocol and testing.
The maintenance price list is being updated and will be mailed out next week. This will come before the Board after the 30-day comment period.
Agency-wide financials from March 31, 2014—March 31, 2015 were discussed. The net change in total income is $1,570,708. This represents a decrease in expenses of $1,098,201. There was a net income loss of $2,243,070 as of March 31, 2014; however, there is a gain of $425,839 as of March 31, 2015. The next change agency wide is $2,668,909.
Commissioner McDonald asked what was the impediment to getting the 501(c) (3) and how was this overcome. Mr. Scott noted that they tried to get it before Delaware Highlands was built, the management company changed several times and the process became complicated. We were able to keep it simple and get it done. Commissioner Frey asked how was the $400,000 surplus accomplished and were there any complaints. Mr. Scott noted that minimum rents were raised from $25 to $50. However, most of the reductions did not have a direct impact
Special Board Meeting August 20, 2015 Page 3
3
on residents. There has been a cut in staff and most of the savings were staff driven. Commissioner Frey noted that management has done a good job. Commissioner Watkins asked if the savings were from cutting one time expenses or if the expenses were reoccurring. Mr. Scott noted that administration expenses were cut by $312,649 and this was due to reorganization. There was a reduction of $16,626 in tenant services, a $900 savings in utilities, a $465,244 savings in bed bug treatments, a $195,294 savings in protective services and a $92,629 savings in general expenses. These are primarily a one time savings and the expenses will not come back. Mr. Scott noted that we saw a $319,150 increase in rental income over the last year. Chairman Biscanin noted that as a result of the savings, we should put in an increase for staff. Mr. Scott noted that we will look at this on an ongoing basis. Right now he is focusing on occupancy. We will monitor occupancy on a monthly basis and make adjustments were necessary. Decreasing vacancies will improve the budget. He noted that staff is being asked to do more. Commissioner Garner noted that since we are asking staff to do more with less, are they being compensated and what morale is like. Also, has the service to our residents been affected? Mr. Scott noted that turnover is consistent. He noted that morale has been higher, but it is still pretty good. We are providing free services through EAP and there is a 3 per cent merit increase in the budget for staff. Health care could be an issue. Feedback on the HSA (Health Savings Account) has been good. Mr. Scott suggested that we do more get-togethers, etc., to help with morale. Mr. Watkins applauded Mr. Scott for his tenacity in getting the 501(c) (3) done and added that this can be used as a development tool. He congratulated Mr. Scott for his hard work.
******* Committee Reports Finance Commissioner McDonald noted she met with the Finance Committee on August 10, 2015 and the following were present: Commissioners Watkins, Rhodes (via telephone), and Biscanin; Benice Meeks, Gregg Gibson, Tom Scott, Paula Draves. She began by noting that our office has spoken with Chicago HUD’s Budget and Operation’s division. They had concerns about our utilities. However, we used their formula and applied the current rates. Mr. Gibson will consider doing a formal budget revision at the 8th or 9th month of the financial year based on actual numbers. Juniper Gardens and Wyandotte Towers are showing positive numbers, but this is likely to change by year end. The Central Office Cost Center (COCC) shows a deficit because maintenance charges have not been billed back to the AMPs correctly. Finance staff will work with maintenance staff to get this corrected. Routine maintenance charges are being looked at and this began a discussion on routine wear and tear versus specific occurrences versus carelessness, and whether the agency should be more assertive in collecting maintenance fees. She explained that the policy allows for residents to grieve maintenance charges. Mr. Scott noted that most grievances are for trash pick-up. Commissioner McDonald shared that the Section 8 Voucher Program deficit is decreasing and this trend is expected to continue. The auditor left today and is expected to return September 8, 2015. The exit interview will be held September 10, 2015 at 4pm. This is the first audit since the AMP consolidation and Mr. Gibson does not expect any major issues as a result of the audit. The next meeting of the Finance Committee will be November 2 at 4pm barring no issues. Chairman Biscanin noted that he met personally with the auditor and he spoke highly of staff and how the inefficiencies have been addressed. The auditor was pleased with how things have turned around. The
Special Board Meeting August 20, 2015 Page 4
4
Chair commended management and staff for doing a good job and noted that the auditor was in agreement. Resident Participation Commissioner Duke noted the Resident Participation Committee met at 2pm on August 4, 2015. Ms. Mays was present along with all the councils and their boards. Ms. Mays reminded the group about following the CFRs. There are good expectations for the future. She noted that Ms. Mays is bringing everything together. The next meeting will be held at Wyandotte Tower at 2pm on September 1, 2015. She noted that Ms. Mays is on top of things and has been a big help to the councils. Mr. Scott was thanked for his help as well. Alvin Sykes was elected President of the resident council at Bethany Towers. The following committees did not meet: Bylaws, Development, Executive, Minority Participation and Personnel.
******* Commissioner Frey made a motion to accept the consent agenda. Commissioner Watkins seconded the motion and the following vote was recorded: AYES: Banks, Biscanin, Duke, Frey, Garner, McDonald, Rhodes, Rogers, Torres, Watkins, Wyatt NAYS: None ABSENT: Barber ABSTAIN: None Motion carried.
******* Consent Agenda Resolution No. 3293, authorizing the donation of 10 refrigerators. This resolution authorizes the donation of 10 refrigerators to Habitat for Humanity Re-Store, a non-profit entity that provides financial support to Habitat for Humanity. The appliances are identified by manufacturer serial numbers and PHA decal numbers. RESOLUTION NO. 3293—AUTHORITY TO DONATE 10 REFRIGERATORS.
******* Resolution No. 3294, authority to dispose of scrap metal. This resolution authorizes the dispose of 10 ranges and 14 refrigerators which are identified by manufacturer serial numbers and PHA decal numbers. The value for these appliances will be determined by scrap metal weight. RESOLUTION NO. 3294—AUTHORITY TO DISPOSE OF SCRAP METAL.
*******
Special Board Meeting August 20, 2015 Page 5
5
Resolution No. 3295, authorizing the sale of five vehicles. Bids closed for the sale of five housing authority vehicles on August 5, 2015. Five salvage companies were contacted by phone. They are ABC Auto Salvage, Midwest Tow, Inc., Rivers Edge Recycling, Steve’s Auto Parts and U Pull It. These vehicles were sold “as is”. One bid in the amount of $2,750 came from Midwest Tow, Inc. Staff recommends that the board approve the sale of these five vehicles with an average sale price of $550 per vehicle. RESOLUTION NO. 3295—AUTHORIZING THE SALE OF FIVE VEHICLES.
******* Commissioner Torres made a motion to go into Executive Session for 10 minutes to discuss a personnel matter. Commissioner Banks seconded the motion and the following vote was recorded: AYES: Banks, Biscanin, Duke, Frey, Garner, McDonald, Rhodes, Rogers, Torres, Watkins, Wyatt NAYS: None ABSENT: Barber ABSTAIN: None Motion carried.
*******
Commissioner McDonald made a motion to come out of Executive Session and to adjourn the meeting. Commissioner Watkins seconded the motion and it passed unanimously.
John P. Biscanin, Chairman Thomas M. Scott, Executive Director
EXECUTIVE DIRECTOR’S REPORT September 2015
1. The HAI Group has awarded one of our residents, Ta Ehpaw Gaw, a $2,500 scholarship from its Housing Authority Insurance Inc.’s Resident Scholarship program. The HAI Group is awarding 50 scholarships, worth $2,500 each, to be used the fall semester of 2015. This
marks the 12th anniversary of this scholarship program which has awarded a total of $805,000 in scholarships to public housing residents.
2. The Department of Housing and Urban Development’s Fair Housing Division will be providing
training to our staff in two 2-hour sessions on October 20, 2015. This is mandatory training for all staff. We plan to provide this training on an annual basis.
3. A luncheon was held with all staff on September 11, 2015. This end of the summer gathering was well attended.
4. Delaware Highland Assisted Living Update
5. The following monthly reports are attached:
A. Statement of Funds B. Delinquency Report C. Disbursements Over $1,000
D. Operating Receipts and Expenditures E. Maintenance Report
F. Occupancy Report G. Modernization Report H. Resident Initiative Report
I. Section 8 Report J. Monthly Move-ins and Move-outs
WHEREAS, the attached exhibit of aged vacated tenants’ accounts has been reviewed and determined to be uncollectible; NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing Authority of Kansas City, Kansas that the total amount of $94,709.35 be written off as collection loss.