Burlington Housing Authority Regular Meeting Minutes April 15, 2014

Transcription

1 Regular Meeting Minutes April 15, Call to Order of Regular Meeting The Regular Meeting ofthe Board ofcommissioners was called to order at 5:05pm on April 15, 2014 at 65 Main Street by Board Chair Mike Knauer with the following present: Commissioners Connie Krosney (via phone), and Cheryl Fatnassi; Executive Director Paul Dettman; Director of Finance James Brown; Director ofresident Services Kelley Newell; and Senior Staff Accountant Nicholas Hibbard. 2. Minutes of March 18,2014 Regular Meeting Connie Krosney made a motion to approve the minutes as presented. The motion was seconded by Cheryl Fatnassi. The motion passed unanimously. 3. Forum Residents of BHA Properties/General Public There were no residents in attendance. 4. FY2013 Audit Report, Governance & Management Letters Paul Dettman noted that there were no findings, significant deficiencies or compliance issues identified by the auditors. He recommended that Commissioners focus on the governance letter, the management letter and Management Discussion and Analysis (MD&A). Commissioners and staff noted that the suggestions for improvements identified in the prior year audit had been corrected or closed and discussed the current year recommendation for improvements in procedures for capitalization ofimprovements made to properties. Jim Brown stated that the problem arose in FY2013 because ofthe number ofcapital improvements projects using public housing reserves, which were initially booked as extraordinary maintenance. He acknowledged that he had intended, but did not complete, a capitalization analysis ofthese expenditures as part ofyear end close-out. He noted that this oversight had been corrected as part ofthe audit adjustment process and that the final report correctly stated capitalized values. Connie Krosney asked about the audit comment related to depreciation during BHA's short ownership of Bobbin Mill Apartments. Paul Dettman responded that this was accounting error, as an "asset held for sale" should not be depreciated.

2 Cheryl Fatnassi noted that the Board was receiving the audit report over nine months after the end ofthe fiscal year and asked ifthis was the typical timeframe for the audit. Paul Dettman responded that HUD requires the completion ofthe audit no later than nine months after the end ofthe fiscal year and that the auditors had not presented the final version until the last minute. Following discussion, staff agreed to work toward an earlier audit completion and to include specific deadlines, with late penalties, in the audit contract renewal. 5. Section 8 Administrative Policy Change - PVB & RAD Cheryl Fatnassi made a motion to approve an amendment to Chapter 21 - Project Based Voucher Implementation Plan in the Administrative Plan for the Section 8 Housing. The motion was seconded by Connie Krosney. Paul Dettman noted that the proposed change was in anticipation of a conversion ofthe elderly AMP to the HUD Rental Assistance Demonstration (RAD) program. The changes reflect HUD policy and guidance regarding the use of Section 8 project-based vouchers for a RAD conversion. The changes do not include any BHA policy changes. Following a discussion of a number of HUD policy differences between RAD projectbased vouchers and other project-based vouchers, the motion passed unanimously. 6. Capital Fund Program - Annual and Five Year Statements Paul Dettman explained that this year, for the first time, the Capital Fund Statements were not submitted as part ofthe Annual Plan. Instead, they are being submitted in conjunction with the ACC amendment for the FFY2014 Capital Funding award. He noted that the Five Year Plan did not take into account the possible conversion of the Elderly AMP to the RAD program. Connie Krosney made a motion to approve the FY2014 Capital Fund Program Annual Statement and the Action Plan, as presented. The motion was seconded by Cheryl Fatnassi. Following a brief discussion, the motion passed unanimously. 7. Preliminary Financial Report - March 2014 Mike Knauer asked for clarification ofthe Rental Assistance Administrative Fee proration. Cheryl Fatnassi asked if the audit expense was accrued. James Brown responded that the cost was not accrued and payment was made when the final product was delivered.

3 8. Executive Director's Report Mike Knauer made note ofthe 78 vouchers that cannot be utilized because of insufficient funding. Board members and staff discussed the challenges of leasing-up participants in a very tight housing market and in managing the HUD funding rollercoaster. As an update on the RAD conversion process, Paul Dettman reported that the Physical Condition Assessment for the Elderly AMP had been submitted for HUD review. Paul Dettman asked for Board input on the possibility of a purchase of666 Riverside as a new home for the BHA Maintenance Department. Following discussion ofthe property, price and impact on budget, Board members stated they were supportive of moving forward with negotiations for purchase. 9. Quarterly Resident Services Report Kelley Newell provided a report from Faith Foley, service coordinator for residents at Thirty Forty-Two King Street, which was inadvertently not included with the Quarterly Report. Board members reviewed, commented and asked questions on each program. 10. May Board Retreat Agenda Items - May 20-4:00pm Board members reviewed the proposed agenda for the May Retreat and requested the addition oftwo items: (1) Discussion ofthe Section 8 Lease-uplLease-down Management and (2) Executive Director Evaluation. 11. Other Business Q:;:pm. There being no other business, Connie Krosney made a motion to adjourn the meeting. The motion was seconded by Cheryl Fatnassi and passed unanimously. The meeting

4 BURLINGTON HOUSING AUTHORITY BOARD OF COMMISSIONERS RESOLUTION # The undersigned of the Board of Commissioners of the ("BHA") hereby certifies that at a regular scheduled meeting of the Board of Commissioners (the "BoardJl) of BHA held on April 15, 2014, a quorum being present, the Board adopted the following resolution: The Board approves the amended Chapter 21- Project Based Voucher Implementation Plan in the Administrative Plan for the Section 8 Housing Choice Voucher Program. (Attached) Dated at Burlington, Vermont this\~ day of~_~_~.-j' 2014.

5 BURLINGTON HOUSING AUTHORITY BOARD OF COMMISSIONERS RESOLUTION # The undersigned of the Board of Commissioners of the ("BHA") hereby certifies that at a regular scheduled meeting of the Board of Commissioners (the "Board") of BHA held on April 15, 2014, a quorum being present, the Board adopted the following resolution: The Board approves the FY2014 Capital Fund Program Annual Statement and the Action Plan. (Attached) Dated at Burlington, Vermont this '~day of '3 \A~t,2014. ByQ~