Agenda Housing Authority of the City of Kansas City, Kansas Regular Meeting

Transcription

1 Agenda Housing Authority of the City of Kansas City, Kansas Regular Meeting Thursday, April 21, :00 p.m. Administration Building 1124 N. 9th Street, KCK I. Roll Call II. III. IV. Approval of the Minutes Regular Board Meeting - March 17, 2016 Special Board Meeting - April 12, 2016 Executive Session Executive Director's Report V. Committee Reports VI. New Business Consent Items A. Resolution No B. Resolution No C. Resolution No D. Resolution No E. Resolution No F. Resolution No Authority to Dispose of Scrap Metal Authority to Donate 10 Refrigerators & 5 Ranges Rejecting Bid Received for K1-54 (15) Scattered Houses Playground Improvements Authorize Contract with Frye Construction Company, Inc for Phase 4 Interior Modernization of Floors 1, 2 and 3 at K1-57 Elderly West (Westgate Towers) Authorize Contract with Envirotech Heating and Cooling for the Removal and Installation of New Air-Conditioning Equipment at K1-54 (23) Scattered Sites Authorizing the Revision of Job Descriptions VII. New Business Discussion Items None VIII. Adjournment

2 Regular Board Meeting March 17, 2016 Page 1 MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF KANSAS CITY, KANSAS Thursday, March 17, 2016 Administrative Bldg. 12 noon 1124 N. 9 th Street On the 17th day of March 2016 at 12 noon the Board of Commissioners of the Housing Authority of Kansas City, Kansas met in regular 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 Jacques Barber, Commissioner John Breitenstein, Commissioner Theresa A. Duke, Commissioner Robert G. Frey, Commissioner Tyrone Garner, Commissioner P. Anne McDonald, Commissioner Timothy J. Rhodes, Commissioner Maria Torres, Commissioner Linda Warner, Commissioner Matt Watkins, Commissioner ABSENT: ALSO PRESENT: None Thomas M. Scott, Executive Director Gregory T. Gibson, Director of Finance Gerald Glavin, Superintendent Melinda Linnell, Director of Housing Management Sharron Davis-Mays, Self-Sufficiency Coordinator Benice Meeks, Assistant Director of Finance Jacqueline D. Randle, Executive Services Manager Anthony Shomin, Modernization Coordinator Maria Kline, Juniper Gardens President Alvin Sykes, Bethany Park Towers President Donald Johnson, Bethany Park Towers Resident ******* Chairman Biscanin called the meeting to order and roll call was taken. Commissioner Watkins made a motion to approve the minutes of February 18, Commissioner Banks seconded the motion and the following vote was recorded: AYES: Banks, Barber, Biscanin, Breitenstein, Duke, Frey, McDonald, Rhodes, Torres, Warner, Watkins NAYS: None ABSENT: Garner ABSTAIN: None Motion carried. ******* 1

3 Regular Board Meeting March 17, 2016 Page 2 Executive Director s Report: Mr. Scott congratulated Sharron Davis-May and Samuel Roark for being honored at the Friends of Yates annual Black Man and Women of Distinction program held last month. (Commissioner Garner arrived.) Delaware Highland Assisted Living was fully leased in February. Managed care reimbursements are paying within 30 days or less. Google Fiber is being made available, free of charge, at family sites: Juniper Gardens, St. Margaret s Park, Chalet Manor, Douglas Heights, Belrose Manor, Grandview Park and Cyrus K. Holiday. The Kansas City, Kansas Housing Authority was one of the first in the area to partner with Google on housing authority properties. We will provide training and laptops. ******* Committee Reports Development Commissioner Duke noted that Ms. Mays provided training March 2, 2016 on how to run an effective council. The training was appreciated. Ms. Randle provided secretary training on March 15, Secretaries got a chance to ask questions. Commissioner Duke noted that this training has helped her to shorten her report. The United Resident s Council meeting took place on March 16, She learned they are not jurisdictional-wide, because funds are not involved with the high-rises. Ms. Kline s Drop it Like it s Hot programming was mentioned and Mr. Scott added that this program has really taken off and there is good participation. Commissioner Duke expressed there are concerns about the bus being discontinued and many council people do not have transportation. Mr. Scott noted that we have put as much as we can into the bus and the motor is completely gone. We looked into grant and lease opportunities to no avail. Ms. Linnell added that she has printed a list of transportation alternatives and this list has been posted at the high-rises. The contact information, cost and age requirements are listed on the flyer. The list goes from Dial-a-ride to the Metro bus service as there is different transportation for different people. Commissioner Duke questioned if we had considered leasing a bus. Ms. Linnell noted this was considered, but is not cost effective. She indicated the City is providing a lot of transportation. Commissioner Watkins added that the ATA has a BRIDJ program which is similar to UBER. Ms. Linnell noted the BRIDJ program was not convenient for the elderly or handicap residents. She further noted that the agency did not feel comfortable recommending UBER at this time. Ms. Scott interjected that we will continue to look at alternatives as we track the budget. We will educate residents and continue to work on finding sources of transportation. We will look at working with the Unified Government (UG) as it may be cheaper to pay a stipend to the UG for transportation services. Mr. Scott concluded that we will continue to look at options. Chairman Biscanin asked was there a coordination of transportation services. Mr. Scott indicated we are talking to the two supervisors at the UG and will put together everything that is available. Finance Commissioner McDonald noted the Finance committee met on March 9, No written report was provided as Mr. Gibson would give the report for this committee when he presents Resolution No

4 Regular Board Meeting March 17, 2016 Page 3 Development Commissioner Watkins noted that the Development committee met last week. They put out a RFP (Request for Proposals) for A/E (Architectural/Engineering) services to help with Juniper Gardens and asked for submittals by the end of last year. The submittals were received and scored and they have decided to move forward with a local group. The group will have a chance to talk with the Development committee and later talk to the board. Commissioner Watkins noted that due to environmental concerns, there is an added level of scrutiny. An environmental firm will need to come in and look at the units. A RFP was put out for environmental firms earlier this year. We have engaged Terracon and are working on putting together a contract with them. He added that because of the potential for the grant with Choice Neighborhoods we want to be ready to move forward. Chairman Biscanin asked would Terracon only be looking at Juniper Gardens. Commissioner Watkins stated they would be looking at all 2,159 units, but would begin with Juniper Gardens and Wyandotte Towers. Commissioner Frey questioned what environmental security was. Commissioner Watkins explained that the OIG wants us to address environmental reporting. They want to know if the units are next to railroad tracks or a highway, for example. He explained that we have never seen this level of governmental involvement. He added that environmental security may not be the right term. Commissioner Frey questioned if we could negotiate with them. Commissioner Watkins noted this has already been done to a degree, but it does not include the laundry list of items they are requesting. A similar thing is happening all over the country. Getting the environmental work done can take months. Mr. Scott added that, while this was not politically corrects, some public housing was built in less than desirable areas of the city when HUD signed off in the late 70 s. Juniper Gardens was built on property where aboveground containers were located. Areas such as Grandview Park and St. Margaret s Park were built near excessive noise. HUD is now holding up funds if the environmental studies are not done. The following committees did not provide a report: Bylaws, Executive, Minority Participation and Personnel. ******* New Business Consent Item Resolution No. 3307, Collection Loss Write-Off. A list of accounts has been reviewed and determined to be uncollectible. This resolution requests a collection loss write-off of $46, Commissioner Watkins made a motion to approve Resolution Nos Commissioner Rhodes seconded the motion and the following vote was recorded: AYES: Banks, Barber, Biscanin, Breitenstein, Duke, Frey, Garner, McDonald, Rhodes, Torres, Warner, Watkins NAYS: None ABSENT: None ABSTAIN: None Motion carried. RESOLUTION NO COLLECTION LOSS WRITE-OFF. ******* 3

5 Regular Board Meeting March 17, 2016 Page 4 New Business Discussion Item Resolution No. 3308, PHA board resolution approving operating budget, was introduced. Mr. Gibson noted that the new Kansas City, Kansas Housing Authority website was up. He indicated that the operating statement was updated since the February meeting. He went over Schedules A, E, B, D2, D, F and H. Commissioner Garner questioned what was causing the reductions in occupancy. Ms. Linnell noted there were a lot of things that contribute to the reduction in occupancy, most notably there is not a lot of traffic in resident selection, so there is not a large waiting list, and retention of current residents is an issue. The introduction of new flat rents has proven to be too high, so residents move out when their rent increases. We are seeing this on the family side. She noted that we have no control of the flat rents as we have to go with what HUD determines. Commissioner Garner asked if there was a cost savings when the units are not occupied. Mr. Gibson stated no, as we do not get a subsidy for units that are not rented. Mr. Scott added there is a high turnover during the first 90 days of occupancy. Applicants once applied for both programs, but the waiting list for Section 8 closed in The market conditions play a role, too. We are at 95 per cent occupancy, but need to be at 98 per cent occupancy. Commissioner Garner asked how many positions are vacant. Mr. Scott noted there were 4 6 vacant positions since last year. We were at 134 employees in 2013, but are now closer to 120. We are operating with a skeleton crew for the most part. Commissioner Garner commended staff for their work without a COLA and having the additional work load. He asked were services suffering with decreased staff. Mr. Scott noted that we are monitoring this and there are very few unproductive employees. We have initiated a Performance Improvement Plan (PIP) to help staff improve as needed. Mr. Scott maintained that we are keeping the grounds up and unit turnover is still good. We are saving on benefits. There are now two employees on a truck, where there were four employees on each truck. Mr. Gibson added that property managers are covering multiple areas with the help of office managers. Commissioner Banks asked what impact has the energy savings had. Mr. Gibson noted that the calculations for energy savings were based on 100 per cent subsidy and with the subsidy reductions we have seen in recent years, the energy savings have been severely impacted. Commissioner Barber noted that he would pose a question about Johnson Controls after the presentation. Commissioner Frey asked about the red vs. green on the Analysis/Comparison of Rent Income/Occupancy for the Budget Year Beginning April 1, Mr. Gibson noted that the green shows an increase in the average rent, while the red shows a decrease. He discussed how rent is calculated and noted that there are certain attributes that keep people in public housing. Commissioner Garner noted that the agency has come a long way from a deficit budget when he first came on board, to having reserves and being more fiscally sound. Commissioner Barber noted that he had heard that Johnson Controls has come under investigation or were being charged with something at the federal level. He asked if anyone had heard the same. Mr. Scott indicated he had not heard this, but would check into. Commissioner Rhodes made a motion to approve Resolution Nos Commissioner Watkins seconded the motion and the following vote was recorded: AYES: Banks, Barber, Biscanin, Breitenstein, Duke, Frey, Garner, McDonald, Rhodes, Torres, Warner, Watkins NAYS: None ABSENT: None ABSTAIN: None 4

6 Regular Board Meeting March 17, 2016 Page 5 Motion carried. RESOLUTION NO PHA BOARD RESOLUTION APPROVING OPERATING BUDGET. ******* Commissioner Watkins made a motion to adjourn. seconded the motion and the following vote was recorded: Commissioner Banks AYES: Banks, Barber, Biscanin, Breitenstein, Duke, Frey, Garner, McDonald, Rhodes, Torres, Warner, Watkins NAYS: None ABSENT: None ABSTAIN: None John P. Biscanin, Chairman Thomas M. Scott, Executive Director 5

7 Special Board Meeting April 12, 2016 Page 1 MINUTES OF THE SPECIAL MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF KANSAS CITY, KANSAS Thursday, April 12, 2016 Administrative Bldg. 12 noon 1124 N. 9 th Street On the 12th day of April 2016 at 3pm 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 Jacques Barber, Commissioner John Breitenstein, Commissioner Theresa A. Duke, Commissioner Robert G. Frey, Commissioner Tyrone Garner, Commissioner P. Anne McDonald, Commissioner Timothy J. Rhodes, Commissioner (via conference call) Maria Torres, Commissioner Linda Warner, Commissioner Matt Watkins, Commissioner ABSENT: ALSO PRESENT: None Thomas M. Scott, Executive Director ******* Chairman Biscanin called the meeting to order and roll call was taken. (Commissioners Garner and Warner arrived after roll call.) Chairman Biscanin asked to go into executive session for an hour to discuss personnel matters. Commissioner Watkins made the motion to go into executive session at 3pm. Commissioner McDonald seconded the motion and the following vote was recorded: AYES: Banks, Barber, Biscanin, Breitenstein, Duke, Frey, McDonald, Rhodes, Torres, Watkins NAYS: None ABSENT: Garner, Warner ABSTAIN: None Motion carried. ******* Executive session was held with the Executive Director being present. Commissioner Torres made a motion to come out of executive session at 4pm with no action being taken. Commissioner Barber seconded the motion and the following vote was recorded: AYES: Banks, Barber, Biscanin, Breitenstein, Duke, Frey, Garner, McDonald, Rhodes, Torres, Warner, Watkins NAYS: None ABSENT: None

8 Special Board Meeting April 12, 2016 Page 2 ABSTAIN: None Motion carried. ******* Commissioner Torres made a motion to adjourn the meeting. Commissioner Barber seconded the motion and the following vote was recorded: AYES: Banks, Barber, Biscanin, Breitenstein, Duke, Frey, Garner, McDonald, Rhodes, Torres, Warner, Watkins NAYS: None ABSENT: None ABSTAIN: None Motion carried. John P. Biscanin, Chairman Thomas M. Scott, Executive Director

9 EXECUTIVE DIRECTOR S REPORT April An oral report will be provided. 2. 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

10 KANSAS CITY, KANSAS HOUSING AUTHORITY MAINTENANCE REPORT FOR THE MONTH OF MARCH 2016 CUSTOMER SERVICE & SATISFACTION SURVEY - MARCH 2016 Vacant Unit Service Work Orders Residents No Date Work Orders Work Orders Closed Contacted Favorable Unfavorable Response 03/01/ /02/ /03/ /04/ /07/ /08/ /09/ /10/ /11/ /14/ /15/ /16/ /17/ /18/ /21/ /22/ /23/ /24/ /25/ /28/ /29/ /30/ /31/ TOTAL 1, , (a) (c) (d) (b) These percentages are based on work orders completed in occupied units only and does not include work orders for vacant unit preparation. (a) Residents Contacted (b) No Response (c) Favorable Response (d) Unfavorable 51% of the service work orders completed 49% of the service work orders completed 100% of the residents contacted 0% of the residents contacted * Unfavorable responses result in a second work order being generated to resolve problem, followed up by a call from the Clerk Dispatcher. Family Elderly Total Total Vacancy Units in Mod Fire Units Rentable Units Move-Ins Move-Outs Units Available Units Readied in MAR

11 Occupancy Report TOTAL OCCUPIED VACANT % OCCUPIED % OCCUPIED PROJECT UNITS UNITS UNITS CURRENT PRIOR K1-1 JUNIPER GARDENS % 91% K1-2 ST. MARGARETS PARK % 94% K1-3 CYRUS K. HOLIDAY % 98% K1-4 WYANDOTTE TOWERS % 94% K1-5 BELROSE MANOR % 99% K1-6 Elderly DOUGLAS HEIGHTS % 96% K1-6 Family April 15, 2016 DOUGLAS HEIGHTS % 89% K1-7 SCATTERED SITES % 75% K1-9 SCATTERED SITES % 100% K1-10 SCATTERED SITES % 95% K1-11 GRANDVIEW PARK % 92% K1-12 CHALET MANOR % 92% K1-13 WELBORN VILLA % 98% K1-14 BETHANY PARK TOWERS % 95% K1-15 SCATTERED SITES % 85% K1-17 GLANVILLE TOWERS % 94% K1-18 ROSEDALE TOWERS % 99% K1-20* WESTGATE TOWERS % 76% K1-21 SCATTERED SITES % 88% K1-22 WESTGATE VILLA % 90% K1-23 SCATTERED SITES % 100% K1-24 PLAZA TOWERS % 98% K1-25 SCATTERED SITES % 92% Sub-Total before Adjustments 2,057 1, % 93% Less: # of Deprogrammed Units Less: # of Units Under Modernization Total Units Available for Occupancy 2,021 1, % 95%

12 MODERNIZATION AND DEVELOPMENT REPORT APRIL 2016 CAPITAL FUND PROGRAM 2011 The funding amount for this program is $2,827,316. The public hearing and final budget were presented to the residents on December 9, The Capital Fund Program 2011 was approved at the December 16, 2010 Board meeting. Approval of the CFP 2011 plan by HUD was received. The ACC amendment was received from HUD and executed by the Housing Authority. Architect and Engineering Request for Proposal were received on February 29, Architectural/Engineering firms have been selected to complete work under this program. The following projects are complete: K1-22 Westgate Villa Roof Replacement, Repair, Painting and Gutter Replacement, K1-4 Wyandotte Tower, K1-17 Glanville Tower, K1-20 Westgate Tower Building Surge Suppression, and K1-3 Cyrus K. Holiday, K1-5 Belrose Manor, K1-12 Chalet Manor Community Center HVAC Improvements, High-rise and Main Office Development Signs, K1-17 Glanville Tower Exterior Repair and Sealing, K1-4 Wyandotte Tower Parking Lot Expansion, K1-20 Westgate Tower Interior Repair (Phase I Floors 10, 11, & 12), K1-13 Welborn Villa Exterior Repair & Painting. All funds in the 2011 Capital Fund Program have been obligated and expended. This program is being prepared for close out. CAPITAL FUND PROGRAM 2012 The funding amount for this program is $2,555, The public hearing and final budget were presented to the residents on December 7, The Capital Fund Program 2012 was approved at the December 15, 2011 Board Meeting. Approval of the 2012 Capital Fund Program Plan by HUD was received. The ACC Amendment was received from HUD and executed by the Housing Authority. Architect and Engineering firms have been selected to complete work under this program. The following projects are completed: K1-4 Wyandotte Tower Domestic Water Booster Pump Systems, K1-18 Rosedale Tower Exterior Repair and Painting, High Rise Elevator Cab Improvements, K1-1 Juniper Gardens, K1-2 St. Margaret s Park and K1-6 Douglas Heights Community Centers HVAC Improvements, K1-10 Scattered Site Exterior Repair, Painting and Gutter Replacement, K1-20 Westgate Tower Interior Modernization, Phase II, Floors 7, 8 & 9. All funds in the 2012 Capital Fund Program have been obligated and expended. This program is being prepared for close out. CAPITAL FUND PROGRAM 2013 The funding amount for this program is $2,404, The public hearing and final budget were presented to the residents on December 5, The Capital Fund Program 2013 was approved at the December 20, 2012 Board Meeting. Approval of the 2013 Capital Fund Program Plan by HUD was received. The ACC Amendment was received from HUD and executed by the Housing Authority and submitted to HUD. Architect and engineering firms have been selected to complete work under this program. The following projects are completed: K1-7 Scattered Sites Exterior Repair, Painting, and Gutter Replacement (3 Buildings), K1-21 Scattered Sites HVAC Replacement, K1-14 Bethany Park Tower Retaining Wall Replacement, K1-6HR Douglas Heights High Rise, K1-24 Bethany Park Tower, K1-18 Rosedale Tower, K1-24 Plaza Tower Surge Suppression, 1

13 K1-14 Bethany Park Tower Domestic Water Pump Booster. K1-9 Scattered sites parking lot improvements. K1-23 Scattered Sites exterior repair, painting and lighting. K1-20 WESTGATE TOWER INTERIOR MODERNIZATION (PHASE III, FLOORS 4, 5, AND 6) Bids closed May 27, The Board authorized the contract at the June 18, 2015 meeting. Pre-construction meeting was held on June 23, Notice to Proceed was given on June 30, th Floor is completed, inspected and accepted. Residents from the 5 th floor have been moved to the 6 th floor. 5 th floor is completed, inspected and accepted. Residents from the 4 th floor have been moved to the 5 th floor. 4 th floor demolition is complete. Rough-in, drywall, texturizing and sprinkler system executions are complete for the 4 th floor. Tub & shower surrounds are installed. VCT floor tile installation is in progress. Finish electrical is in progress. CAPITAL FUND PROGRAM 2014 The funding amount for this program is $2,735, The public hearing and final budget were presented to the residents on December 4, The Capital Fund Program 2014 was approved at the December 19, 2013 Board Meeting. Approval of the 2014 Capital Fund Program Plan by HUD was received. The ACC Amendment was received from HUD and executed by the Housing Authority and submitted to HUD. A/E firms have been selected. Construction plan preparation is underway. The following project is complete: K1-4 Wyandotte Tower Carpet Replacement. K1-20 WESTGATE TOWER INTERIOR MODERNIZATION (PHASE IV, FINAL PHASE, FLOORS 3, 2 AND 1) Bids closed on March 30 th, This item is on the Board s Agenda for the April 21 st, 2016 meeting. CAPITAL FUND PROGRAM 2015 The funding amount for this program is $2,783, The public hearing and final budget were presented to the residents on December 3, The Capital Fund Program 2015 was approved at the December 18, 2014 Board Meeting. Approval of the 2015 Capital Fund Program Plan by HUD was received. The ACC Amendment was received from HUD and executed by the Housing Authority and submitted to HUD. A/E firms have been selected. Construction plan preparation is underway. K1-15 SCATTERED SITES, PLAYGROUND REPLACEMENT Bids closed on March 29 th, This item is on the Board s Agenda for the April 21 st, 2016 meeting. K1-54 SCATTERED SITES, HVAC IMPROVEMENTS Bids closed on April 6 th, 2016 This item is on the Board s Agenda for the April 21 st, 2016 meeting. CAPITAL FUND PROGRAM 2016 The funding amount for this program is $2,910, The public hearing and final budget were presented to the residents on December 2 nd, The Capital Fund Program 2016 was approved at the December 17 th, 2015 Board meeting. Approval of the 2016 Capital Fund Program Plan by HUD was received. The ACC Amendment was received from HUD and executed by the Housing Authority and submitted to HUD. 2

14 RESIDENT INITATIVE REPORT APRIL 2016 SUBMITTED BY SHARRON DAVIS-MAYS SELF-SUFFICIENCY COORDINATOR The Public Housing Resident Council met on March 2, 2016 at Westgate Towers. There were 17 residents in attendance. The topic was The Voice of the Residents. Mr. Rick Deane, Connecting for Good, spoke on installing computers labs. Glanville Towers was the first housing development where computer labs were installed over a year. Rosedale Towers is the next housing development where computer labs will be installed. On March 15, 2016 the PHRC Secretaries participated in a special training. Secretaries from the following PHRC s were in attendance. Wyandotte Towers, Glanville Towers, Westgate Towers, Rosedale Towers, Bethany Park Towers, Juniper Gardens and St. Margaret s Park. Ms. Jacqueline Randle was the instructor. She provided training on meeting etiquette. Glanville Towers hosted the event. Our agency has started transitioning to handling the Section 3 Program. We met with the Section 3 Client Liaison Delores Jackson at the City of Kansas City Missouri. Ms. Jackson provided guidance on recruiting residents and business. February 23, 2016 was the kick off for Community Gardens. The meeting was held at Wyandotte Towers along with Mr. Richard Mabion who spearheads this program for the residents. Planting day is scheduled for April 12, 2016.

15 Section 8 Monthly Units and HAP Payments Month Year Units HAP Month Year Units HAP October $800,691 January ,315 November ,440 February ,291 December ,851 March ,315 January ,287 April ,090 February ,366 May ,573 March ,769 June ,840 April ,897 July ,465 May ,749 August ,044 June ,934 September ,764 July ,838 October ,914 August ,816 November ,383 September ,496 December ,547 October ,718 January ,396 November ,871 February ,625 December ,738 March ,410 January ,783 April ,418 February ,126 March ,190 April ,104 May ,618 June ,902 July ,174 August ,875 September ,344 October ,252 November ,731 December , January ,292 February ,195 March ,458 April ,708 May ,330 June ,972 July ,213 August ,546 September ,924 October ,478 November ,916 December ,037

16 Kansas City, Kansas Housing Authority Move-Ins and Move-Outs - August 2013 Through March 2016 Copy of Board Meeting Chart Month Move-Ins Move-Outs Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Aug-13 Sept.- 13 Oct.- 13 Nov. 13 Dec.- 13 Jan. 14 Feb-14 Mar.- 14 Apr May- 14 Jun-14 Jul-14 Aug-14 Sept Oct.- 14 Nov.- 14 Dec.- 14 Jan Feb. - Mar.15 Apr May- 15 Jun-15 Jul-15 Aug-15Sep-15 Oct-15Nov-15Dec-15Jan-16Feb-16Mar-16 Move-Ins Move-Outs

17 RESOLUTION NO AUTHORITY TO DISPOSE OF SCRAP METAL BE IT RESOLVED by the Board of Commissioners of the Housing Authority of Kansas City, Kansas that in accordance with the Housing Authority s procedure on disposal of personal property, approval is hereby given for the disposal of (26) RANGES and (15) REFRIGERATORS identified on the attached list by Manufacturer Serial Numbers and PHA Decal Numbers. The amount to be received for such disposal will be determined by scrap metal weight.

18

19 M E M O R A N D U M TO: FROM: Board of Commissioners Jerry Glavin, Superintendent SUBJECT: Disposal of Scrap Material Resolution No DATE: April 21, 2016 The following appliances are inoperative and should be sold for scrap metal in accordance with the Housing Authority s procedure for the disposal of personal property. The amount to be received for such disposal will be determined by scrap metal weight. REFRIGERATORS PHA # SERIAL # SH HT LZ102310R 1475 AZ ZD VS920060V MG MD906114V MD906107V MD906115V VS920060V MG MD906114V MD906107V MD906115V ZS TS MD908570V MD908570V ZF MD906112V MD906112V

20 2 RANGES PHA # SERIAL # AF118959P DD AF119571P AF118932P 1420 AZ125030H AZ125043H AZ125043H LV163687H LV163687H AZ125008H AZ125008H AZ124923H AZ124923H VP170392N F GD AZ125047H 703 AZ124902H 1440 AZ12407H AZ125002H AZ125002H 1451 AZ124895H DD195039Q MH168676R MH R

21 RESOLUTION NO AUTHORITY TO DONATE 10 REFRIGERATORS & 5 RANGES BE IT RESOLVED by the Board of Commissioners of the Housing Authority of Kansas City, Kansas that in accordance with the Housing Authority s procedure on disposal of personal property, approval is hereby given to donate 10 refrigerators and 5 ranges on the attached list by manufactures serial numbers and PHA decal numbers to the Habitat for Humanity Re-Store, a non-profit entity providing financial support to Habitat for Humanity.

22 M E M O R A N D U M TO: FROM: Board of Commissioners Jerry Glavin, Superintendent SUBJECT: Disposal of Scrap Material Resolution No DATE: April 21, 2016 Due to their age, condition and unavailability of repair parts, the following refrigerators and ranges are no longer suitable for use in Public Housing. They do however still work and could function for an undetermined length of time, for this reason staff is requesting the Board approval to donate the appliances in as is condition to the Habitat for Humanity Re-store. REFRIGERATORS PHA # SERIAL # HG AS HT LA GF AG DV SF SM FA RANGES PHA # SERIAL # 1601 AZ124932H 1457 AZ125003H 1459 AZ124889H 1560 AZ125046H 1470 AZ124986H

23 RESOLUTION NO REJECTING BID RECEIVED FOR K1-54 (15) SCATTERED HOUSES PLAYGROUND IMPROVMENTS WHEREAS, bids were opened on March 29 th, 2016 for playground improvements consisting of removal of old equipment, installation of a concrete pad, installation of playground equipment and a safety tile play surface; and WHEREAS, one bid was received, from Gunter Construction Company; and WHEREAS, the bid received exceeded the budgeted amount and the architect s estimate for this project; and WHEREAS, HUD Regulations and the Housing Authority Procurement Policy provide the Kansas City Kansas Housing Authority with the right to reject any or all bids when it is in the best interest of the Housing Authority. WHEREAS, the Board of Commissioners of the Housing Authority of Kansas City, Kansas has determined that it is in the best interest of the Housing Authority to reject the bid received for K1-54 (15) Scattered Houses Playground Improvements. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing Authority of Kansas City, Kansas that it rejects the bid received from Gunter Construction Company, for K1-54 (15) Scattered Houses Playground Improvements.

24 M E M O R A N D U M TO: FROM: Board of Commissioners Anthony J. Shomin Modernization Coordinator DATE: April 21, 2016 SUBJECT: K1-54 (15) Scattered Houses Playground Improvement Resolution No On the 29th day of March 2016, bids closed on Playground Improvements for K1-54 (15) Scattered Houses public housing development. The work consists of removal of the old playground equipment and installation of a concrete pad, installation of a new playground structure, and the installation of a safety play tile surface. Bids were advertised in the following publications: The Kansas City Star on March 13, 2016 The Call the week of March 17, 2016 Dos Mundos the week of March 17, 2016 The Invitation to Bid was posted on the Housing Authority s website and mailed to two contractors reporting services and two-minority contractor reporting services. Also, the invitation to bid was mailed directly to General Contractors; 57 - Section 3 Contractors and 13 - playground suppliers and installers. 20 contractors picked up plans for this project. One contractor bid on this project: Gunter Construction Co. Kansas City, Kansas Gunter Construction Co. submitted a bid of $83, (see attached bid tab sheet). The architect s estimate for this work is $55,649. There is $55,000 in the 2014 Capital Fund Program for this project. The bid submitted exceeds the architects estimate and the anticipated budget for this project. The Housing Authority s practice regarding bids in excess of the budgeted amount is, if the bids submitted exceed the budget by more than 10% of the budgeted amount, or in this case $60,500; the bids should be rejected and the project reviewed to determine the reason for the excessive cost, if necessary, make adjustments in the plans and/or budget and rebid the project. The architect has reviewed the bid received, and it is his opinion, that this bid is excessive. The architect and staff cannot recommend acceptance of this bid and therefore recommend rejection of this bid. It is recommended that this project be rebid with the following change, request a separate price for the concrete work and a price for the installation of the playground equipment and the safety play tile surface. Attached is a resolution rejecting the bid received for Playground Improvements for K1-54 (15) Scattered Houses submitted by Gunter Construction Co. Staff recommends approval of this resolution. AJS/as Attachment

25

26 RESOLUTION NO AUTHORIZE CONTRACT WITH FRYE CONSTRUCTION COMPANY, INC. FOR PHASE 4 INTERIOR MODERNIZATION OF FLOORS 1, 2, AND 3 AT K1-57 ELDERLY WEST (WESTGATE TOWERS) WHEREAS, interior modernization of Floors 1, 2, and 3 are needed at Westgate Towers; and WHEREAS, bids for the interior modernization of Floors 1, 2, and 3 at Westgate Towers were solicited and received on March 30, 2016; and WHEREAS, bids were received from the following companies: Frye Construction Company, Inc. MS Consulting LLC Kansas City, Missouri Kansas City, Missouri WHEREAS, the bids were opened and tabulated by the architect and the Kansas City Kansas Housing Authority staff; and WHEREAS, Staff and the architect are recommending acceptance of the bid submitted by Frye Construction Company, Inc. in the amount of the base bid $1,177,000 plus the annual cost of the material hoist of $7,200, and the cost of the material hoist disassembly cost of $7,900, for a contract amount of $1,192,100 plus additional amounts for HVAC fan replacement, additional electrical receptacles, re-welding of broken building clips, replacement of 2, 3, and 4 cast iron pipe, and disassembly of the material hoist, if needed, per the unit costs established in the bid documents, for Phase 4, Interior Modernization of Floors 1, 2, and 3 at Westgate Towers. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing Authority of Kansas City, Kansas that the bid by Frye Construction Company, Inc. in the amount of the base bid $1,177,000 plus the annual cost of the material hoist of $7,200, and the cost of the material hoist disassembly cost of $7,900, for a contract amount of $1,192,100 plus additional amounts for HVAC fan replacement, additional electrical receptacles, re-welding of broken building clips, replacement of 2, 3, and 4 cast iron pipe, and disassembly of the material hoist, if needed, per the unit costs established in the bid documents, for Phase 4, Interior Modernization of Floors 1, 2, and 3 at Westgate Towers is hereby accepted. BE IT FURTHER RESOLVED, that the Housing Authority of Kansas City, Kansas is authorized to enter into a contract with Frye Construction Company, Inc., in the amount of the base bid $1,177,000 plus the annual cost of the material hoist of $7,200, and the cost of the material hoist disassembly cost of $7,900, for a contract amount of $1,192,100 plus additional amounts for HVAC fan replacement, additional electrical receptacles, re-welding of broken building clips, replacement of 2, 3, and 4 cast iron pipe, and disassembly of the material hoist, if needed, per the unit costs established in the bid documents, for Phase 4, Interior Modernization of Floors 1, 2, and 3 at Westgate Towers.

27 M E M O R A N D U M TO: FROM: Board of Commissioners Anthony J. Shomin Modernization Coordinator DATE: April 21, 2016 SUBJECT: K1-57 Elderly West (Westgate Towers) Interior Modernization Phase 4 Resolution No On the 30th day of March 2016, bids closed on the Interior Modernization at Westgate Towers, Phase 4, for Floors 1, 2, & 3. The work consists of demolition, new wall configuration, plumbing updates (new faucets, sinks, stops, garbage disposals, tubs and shower enclosures), Electrical updates (plugs, switches, lighting and new electrical panel) new kitchen cabinets, new entrance and interior door replacement, new floor coverings, ceiling and wall repair and painting, new hardware, extension of fire sprinklers into dwelling units and renovation of common areas on these floors. Bids were advertised in the following publications: The Kansas City Star on March 13, 2016 The Call the week of March 17, 2016 Dos Mundos the week of March 17, 2016 The Invitation to Bid was posted on the Housing Authority s web site and mailed to two contractor reporting services and two-minority contractor reporting services. The invitation to bid was also posted on the Housing Authority s web site. Also, the invitation to bid was sent directly to General Contractors and 57 - Section 3 Contractors. Eight (8) contractors picked up plans for this project. Two contractors bid on this project: Frye Construction Company MS Consulting LLC Kansas City, Missouri Kansas City, Missouri The low bidder is to be determined by the total sum of the base bid plus 7 aggregate prices - (1) Provide price to replace 10 new HVAC fans; (2) Provide price for 10 additional electrical receptacles; (3) Re-weld 10 broken concrete panel structural clips; (4) Annual Material Hoist maintenance & rental fees;(5a) Replace 10 feet of 4 cast iron waste or vent piping; (5b) Replace 10 feet of 3 cast iron waste or vent pipe; (5c) Replace 10 feet of 2 cast iron waste or vent pipe, and plus two alternates (1) Material Hoist start up/installation cost; and (2) Material hoist disassembly cost). The aggregate prices will be used to determine unit prices if this additional work is needed. Frye Construction Company, Inc. is the responsive low bidder with a base bid of $1,177,000 plus aggregates prices totaling $8,110, plus alternates totaling $7900 for a total bid of $1,193,010. The other bid received was from MS Consulting LLC, a certified Section 3 business, submitted a base bid of $2,000,000 plus aggregates prices totaling $55,400, plus alternates totaling $40,000 for a total bid of $2,095,400. Housing Authority policy provides a preference for Section 3 businesses. The policy allows the Housing Authority to award contracts to certified Section 3 businesses, if their bid is within a certain X Factor of the low bid, for contracts $1,000,000 to $1,999,999, the X Factor is 4%. Therefore, since the low base bid plus aggregates is $1,193, any base bid plus aggregates, submitted by a certified Section 3 business, of less than $1,240, ($1,193,010 plus $47,720.40) can be considered for award.(see attached bid tab sheet). Since the bid submitted by MS Consulting LLC exceeds the X factor limit, award will be made to the low bidder, Frye Construction Company, Inc. The architect s estimate for this work is $892,330. There is $564,698 in the 2014 Capital Fund Program for this project. The balance of the contract will be obligated and expended from the 2015 Capital Fund Program budget of $800,000 for Westgate Towers Interior Modernization. Frye Construction Company, Inc. has been in business for 57 years. The Housing Authority has previous experience with this contractor with satisfactory results. The architect and staff have checked references with positive comments received. Frye Construction Company, Inc. is not a minority, women owned or Certified Section 3 business. Frye Construction Company, Inc. and its principals do not appear on the List of Parties Excluded from Federal Procurement or Nonprocurement Programs. The principals are: Eugene Frye President

28 Staff and the architect are recommending acceptance of the bid submitted by Frye Construction Company, Inc. in the amount of the base bid $1,177,000 plus the annual cost of the material hoist of $7,200, and the cost of the material hoist disassembly cost of $7,900, for a contract amount of $1,192,100 plus additional amounts for HVAC fan replacement, additional electrical receptacles, rewelding of broken building clips, replacement of 2, 3, and 4 cast iron pipe, and disassembly of the material hoist, if needed, per the unit costs established in the bid documents, for Phase 4, Interior Modernization of Floors 1, 2, and 3 at Westgate Towers. Attached is a resolution that will authorize the acceptance of the bid and authorize a contract with Frye Construction Company, Inc. for Phase 4 Interior Modernization of Floors 1, 2, and 3, at Westgate Towers in the amount of $1,192,100, plus additional amounts for HVAC fan replacement, additional electrical receptacles, re-welding of broken building clips, replacement of 2, 3 and 4 cast iron pipe, and disassembly of the material hoist, if needed, per the unit costs established in the bid documents. Staff recommends approval of this resolution. AJS/as Attachment

29 Bid Tabulation Kansas City Kansas Housing Authority K1-20 Westgate Tower Phase IV Interior Modernization 30 March :00 p.m. Bidder Bid Security (Bond) HUD Form 5369A Contractor's License Addenda Base Bid Unit Price #1 - Fans in HVAC FCU Unit Price #2 - Additional receptacles in dwelling units Unit Price #3 - Weld broken structural Clip Unit Price #4- Material Hoist Monthy Cost Unit Price #5a - 4" Cast Iron Unit Price #5b - 3" Cast Iron Unit Price #5c - 2" Cast Iron Total Aggregate Price Alternate #1 - Hoist Start-Up & Assembly Alternate #2 - Hoist Disassembly Total (Base Bid + Unit Prices & Alternates) Frye Construction X X X X X X $1,177,000 X $39 $15 $25 $3,000 $5 $4 $3 $390 $150 $250 $7,200 $50 $40 $30 $8,110 $0 $7,900 $1,193,010 MS Consulting x x x verbally $2,000,000 $ $150 $250 $4,000 $48.50 $46.50 $33.50 $2,115 $1,500 $2,500 $48,000 $485 $465 $335 $55,400 $20,000 $20,000 $2,095,400

30 RESOLUTION NO AUTHORIZE CONTRACT WITH ENVIROTECH HEATING AND COOLING FOR THE REMOVAL AND INSTALLATION OF NEW AIR-CONDITIONING EQUIPMENT AT K1-54 (23) SCATTERED SITES WHEREAS, furnaces were replaced during the energy performance contract and now replacement of central air-conditioning equipment at K1-54 (23) Scattered Sites is necessary; and WHEREAS, bids for removal and installation of central air-conditioning equipment were solicited and received on April 6, 2016; and WHEREAS, bids were received from the following companies: Envirotech Heating and Cooling Stanger Industries Inc. The Wilson Group Shawnee, KS Kansas City, MO Greenwood, MO WHEREAS, bids were opened and tabulated by the architect and Kansas City Kansas Housing Authority staff; and WHEREAS, the architect and staff are recommending acceptance of the low responsive bid. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing Authority of Kansas City, Kansas that the bid by Envirotech Heating and Cooling, for removal and installation of central air-conditioning equipment at K1-54 (23) Scattered Sites in the amount of $181, is hereby accepted. BE IT FURTHER RESOLVED, that the Housing Authority of Kansas City, Kansas is authorized to enter into a contract with Envirotech Heating and Cooling, for removal and installation of central air-conditioning equipment at K1-54 (23) Scattered Sites in the amount of $181,

31 M E M O R A N D U M TO: FROM: Board of Commissioners Anthony J. Shomin Modernization Coordinator DATE: April 21, 2016 SUBJECT: K1-54(23) Scattered Sites HVAC Improvements Resolution No On the 6 th day of April 2016, bids closed on Heating Ventilation and Air Conditioning (HVAC) improvements at K1-54 (23) Scattered Sites development. The work consists of the replacement of air conditioning equipment including the coils, electrical, line sets, and electric air-cooled condensing units. The furnaces at this development were changed during the energy performance contract, however, the air conditioning equipment was not changed at that time. The Invitation to Bid was advertised in the following publications: The Kansas City Star on March 20, 2016 The Call the week of March 17, 2016 Hispanic News the week of March 17, 2016 The Invitation to Bid was posted on the Housing Authority s web site and mailed to two contractor reporting services and two-minority contractor reporting services. Also, the invitation to bid was mailed directly to General Contractors, 40 - HVAC Contractors and 57 - Section 3 Contractors. Seven (7) contractors picked up plans for this project. Three contractors bid on this project: Envirotech Heating and Cooling Stanger Industries, Inc. The Wilson Group Shawnee, Kansas Kansas City, Missouri Greenwood, Missouri Envirotech Heating and Cooling is the apparent responsive low bidder with a bid of $181, The bids ranged in price from $181, to $209,231. (See attached bid tab sheet) There is $228,000 in the 2015 Capital Fund Program budgeted for this project. The architect estimate for this work is $254,600. Envirotech Heating and Cooling has been in business for 16 years. The Housing Authority has no previous experience with this contractor. The architect and staff have checked references with positive comments received. Envirotech Heating and Cooling is a women owned business. No Section 3 contractors bid on this project. Envirotech Heating and Cooling and its principals do not appear on the List of Parties Excluded from Federal Procurement or Nonprocurement Programs. The principals are: James L. Gallet Terri S. Gallet President Vice President and Secretary Staff and architect are recommending acceptance of the bid submitted by Envirotech Heating and Cooling in the amount of the base bid $181, Attached is a resolution that will authorize the acceptance of the bid and authorize the Housing Authority to enter into a contract with Envirotech Heating and Cooling for HVAC improvements at K1-54 (23) Scattered Sites in the amount of $181, Staff recommends approval of this resolution. AJS/as Attachment

32 DAVIDSON & ASSOCIATES, INC. ARCHITECTURE, ENGINEERING, PLANNING, DESIGN/BUILD, ENERGY & CONSTRUCTION MANAGEMENT BID TABULATION SHEET PROJECT II OF THE FY2015 CAPITAL FUND PROGRAM KANSAS CITY KANSAS HOUSING AUTHORITY KCKHA CONTRACT (23) 2:00 PM CDT, APRIL 6, 2016, KCKHA BOARD ROOM (*Note Columns 5 and 6 information required within three (3) business days to KCKHA modernization office) COMPANY NAME (Column 1) ACKNOWLEDGE ADDENDUM NO. 1 (Column 2) COMPLETED BID FORM (Column 3) COMPLETED BID BOND (Column 4) CURRENT UG OCCUPATIONAL LICENSE, NON- COLLUSIVE AFFIDAVIT, PREVIOUS PARTICIPATION CERTIFICATE (Column 5) REPRESENTATIONS CERTIFICATIONS & OTHER STATEMENTS, CONTRACTOR S QUALIFICATION STATEMENT (Column 6) HVAC EQUIPMENT MANUFACTURER TOTAL BASE BID ($) 1) Envirotech Heating and Cooling YES YES YES YES YES Carrier* Contractor needs to confirm product to KCKHA 2) Wilson Group YES YES YES Yes, except UG License YES Trane, confirm 10 year warranty? 3) Stanger Industries, Inc. YES YES YES YES YES Trane, warranty confirmed $181, $182, $209, DAVIDSON & ASSOCIATES, INC LOWELL AVE., SUITE 915 (T) OVERLAND PARK, KS (F)

33 Resolution No Authorizing the Revision of Job Descriptions WHEREAS, job descriptions have been revised to more accurately reflect the duties in each of the following positions: Director of Facilities Management, Director of Finance, Director of Housing Management, Director of Section 8 and Office Assistant-Housing Management; and WHEREAS, these changes are needed to streamline operations, improve overall efficiency, and enhance customer service; and WHEREAS, the Personnel Committee has reviewed these revisions and have deemed them appropriate; and WHEREAS, salary ranges for each position fall into the previously approved ranges adopted by the Board of Commissioners, except the Finance Director ; and WHEREAS, the Director of Finance pay range (623) will be adjusted upward by 10 per cent. WHEREAS, it is in the best interest of the Housing Authority to approve these changes. NOW, THEREFORE, BE IT RESOLVED, by the Board of Commissioners of the Housing Authority of the City of Kansas City, Kansas that job descriptions are revised for: Director of Facilities Management, Director of Housing Management, Director of Section 8 and Office Assistant-Housing Management.