INTER-OFFICE MEMORANDUM

Transcription

1 INTER-OFFICE MEMORANDUM DATE: May 10, 2013 TO: FROM: RE: Manhattan Housing Authority Board of Commissioners JoAnn Sutton, PHM, Executive Director May 15, 2013 Regular Meeting The Regular Meeting of the Manhattan Housing Authority Board of Commissioners will be held on Wednesday, May 15, 2013, at 5:30 p.m. The meeting will be held in the Apartment Towers Community Room 300 N 5 th Street, Manhattan. Enclosed please find a Board Packet containing the Agenda and materials pertaining to items that will be discussed at the meeting. If you cannot attend this meeting, please notify the Housing Authority Administrative Office in advance ( ). See you at the meeting! pdo Mailing Address: PO Box 1024, Manhattan, KS Street Address: 300 N 5 th Street, Manhattan, KS Phone: Fax: Web Page:

2 AGENDA

3 MANHATTAN HOUSING AUTHORITY BOARD OF COMMISSIONERS REGULAR MEETING Apartment Towers Community Room 300 N 5 th Street Manhattan, KS Wednesday, May 15, :30 p.m. AGENDA I. CALL TO ORDER II. III. IV. OPEN FORUM a. Open Forum b. Adjournment Time CONSENT AGENDA ITEMS a. April 17, 2013 Annual Meeting Minutes b. Approval of Executive Director s Report c. Approval of Financial Reports COMMISSIONER S COMMENTS V. OLD BUSINESS No Old Business VI. VII. NEW BUSINESS a. Disposal of Obsolete Equipment Resolution No A ADJOURNMENT It is our policy to provide individuals with disabilities an equal opportunity to participate in, and enjoy the benefits of our services, programs and activities. In order for us to provide a reasonable accommodation, we ask that you request what assistance is desired by contacting the Manhattan Housing Authority, 300 North 5 th Street (P.O. Box 1024), Manhattan, Kansas, , or call (785)

4 CONSENT AGENDA a. Approval of Minutes b. Approval of Executive Director s Report c. Approval of Financial Report

5 Board of Commissioners April 17, 2013 Page 1 of 2 MANHATTAN HOUSING AUTHORITY BOARD OF COMMISSIONERS ANNUAL MEETING CITY COMMISSION CHAMBERS Manhattan, KS April 17, :30 p.m. Members Present: Members Absent: City Commission Liaison: Staff Present: Jan Galitzer Ida Jane Leupold Eileen Meyer Phil Anderson Rich Jankovich Lorenza Lockett Jamie Schrock None Rich Jankovich I. CALL TO ORDER Jan called the meeting to order at 6:30 p.m. JoAnn Sutton, Executive Director Mandy Thomas, Assistant Executive Director Patrick O Neil, Program Manager/HR Dustin Nelson, Facilities Supervisor Billye Guliford, Section 8 Coordinator Kari Moore, Customer Service Representative Jolynn Colberg, Property Manager Perry Stevenson, Maintenance Worker II Nicholas Jenks, Maintenance Worker II Marvin Rhodeman, Maintenance Worker I Julius Beal, Custodian James Tiny Thornhill, Custodian II. OPEN FORUM a. New Comments or Concerns: No new comments or concerns. b. Adjournment Time: Adjournment time was set for 6:30 p.m. c. Housing Authority Recognitions: JoAnn presented annual recognitions to staff and residents as follows: 1. Employee of the Year Mandy Thomas, Assistant Executive Director 2. Resident of the Year Vicki Kabriel, Carlson Plaza 3. Host/Hostess Recognitions Jessica & Kedric Elmore, Krienilde Torres 4. Groundskeepers Marvin Hitschman, Audra Collins, Yvonne Ritchie, Helen Brown 5. Computer Lab Monitors Daniel Bol, Carletta Edwards, Melanie Hawks 6. Board Member Recognition Eileen Meyer, Ida Jane Leupold, Rich Jankovich, Phil Anderson, Jan Galitzer, Lorenza Lockett and Jamie Schrock

6 Board of Commissioners April 17, 2013 Page 2 of 2 III. IV. ELECTION OF OFFICERS a. Board Chair: Jan opened the floor for nominations for Board Chair. Phil nominated Jan Galitzer for the position. Ida Jane seconded the nomination. Jan stated that she would accept the nomination. Jan asked if there were any further nominations or discussion. Hearing none, Jan declared nominations ceased and called for a roll call vote. Roll call vote carried 7-0. b. Board Vice Chair: Jan opened the floor for nominations for Vice Chair. Phil nominated Ida Jane Leupold for the position of Vice Chair. Eileen seconded. Ida Jane stated that she would accept the nomination. Jan asked if there were any further nominations or discussion. Hearing none, Jan declared nominations ceased and called for a roll call vote. Roll call vote carried 7-0. CONSENT AGENDA Phil moved to approve the Consent Agenda, approving the minutes of the March 27, 2013, Regular meeting, the Executive Director s report and the Financial Reports as presented. Eileen seconded. Jan asked if there were any comments or discussion regarding Consent Agenda items. The following discussion occurred: a. JoAnn informed the Board that the Housing Authority would be cosponsoring a fair housing seminar at City Hall on April 18, 2013 b. JoAnn informed the Board that the Housing Authority had received High Performer status for the Section 8 Housing Choice Voucher (HCV) program under the Section Eight Management Assessment Program (SEMAP) for FYE 12/31/2012. There were no further comments or discussion regarding Consent Agenda items. Jan called for a roll call vote. Roll call vote carried 7-0. V. COMMISSIONER S COMMENTS a. Eileen complimented the 2012 Annual Report. VI. VII. OLD BUSINESS No Old Business NEW BUSINESS a. Approval of 2012 Annual Report Resolution No A: Eileen moved to approve Resolution No A, adopting the 2012 Annual Report as presented. Rich seconded. Jan asked if there were any further comments or discussion. There was no further discussion. Jan called for a roll call vote. Roll call vote carried 7-0. VIII. ADJOURNMENT It was moved and seconded to adjourn the meeting at 6:53 p.m. Respectfully Submitted, Janis Clare Galitzer, Board Chair

7 MANHATTAN HOUSING AUTHORITY May 2013 JOANN R. SUTTON, PHM, EXECUTIVE DIRECTOR Personnel: The Maintenance Worker III position has been filled in-house with the promotion of Perry Stevenson effective April 28, Perry previously held the position of Maintenance Worker II, working primarily at the Gardens and Flint Hills Place. We are currently advertising to fill the position of Maintenance Worker II. Financial: We received a notice from the Department of Housing and Urban Development on April 26, 2013, indicating that the 2013 Continuing Resolution (CR) continues to fund set-aside renewal funds of approximately $100 million for housing authorities that qualify under certain categories. The CR expanded the use of the HAP Renewal Set- Aside funds by providing a new funding category for housing authorities who, despite taking all reasonable costsavings measures as determined by the Secretary, would otherwise be required to terminate participating families from the program due to insufficient funds. Detailed guidance on the process to apply for set-aside funding will be provided in a forthcoming Notice from the Department; however, in reviewing the preliminary notice received, it appears that the Manhattan Housing Authority has met all criteria necessary to qualify for the new set-aside funding category. The annual Independent Audit was scheduled to begin on Wednesday, May 1, 2013, but was canceled due to a scheduling conflict with the auditor. The date has not yet been rescheduled. Facilities / Capital Fund Program: Additional information was provided to the Department of Housing and Urban Development (HUD) on January 9, 2013 to satisfy a request in order to close out the American Recovery and Reinvestment Act (ARRA) Capital Funds audit which was conducted in As of 5/3/13, the Manhattan Housing Authority has not been advised if the information was accepted or if the audit has been closed out. The HVAC/Plumbing contract was awarded to Thermal Comfort Air. Contracts were signed on April 19, Five units were prepared for occupancy during the month of April. The Manhattan Housing Authority has received concerns from a resident regarding possible mold in her unit. Testing was completed in the unit by Baker Environmental Services, which provided recommendations for some mold remediation. Lamunyon Cleaning & Restoration has been contracted to provide the remediation services, which will occur May 7-9, There were no elevated mold spores present in the air, therefore remediation can take place without relocation of the resident. Annual Fire Extinguisher inspections were completed by staff and Mikes Fire Extinguisher Company during the month of April. 1

8 Requests for Proposals have been issued for Architect Services for upcoming projects including replacement of roofs at Pottawatomie Court, Hudson Circle and Baehr Place; replacement of gutters and downspouts at Baehr Place; painting buildings at Baehr Place; replacement of privacy fencing and repair or replacement of perimeter fencing at Pottawatomie Court and Hudson Circle, and removal of privacy fencing at Baehr Place. Proposals are due May 17, Selective Site Properties, Inc. (SSP) has approached the Manhattan Housing Authority with an interest in buying out the wireless leases in place. Management is currently in discussions with SSP regarding their interest. Management Contracts: Gardens at Flint Hills and Flint Hills Improvements A meeting scheduled with the Executive Director of the Manhattan Area Housing Partnership (MAHP) was postponed to discuss the March inspection of the Gardens at Flint Hills related to moisture issues and future actions to correct the deficiencies. Annual Fire Extinguisher inspections were completed by staff and Mikes Fire Extinguisher Company during the month of April. Staff are currently obtaining bids for mudjacking sidewalks, correcting grade/drainage problems, painting buildings and replacement of trim at the Gardens at Flint Hills. HUD Regulations/Legislative: Nothing new to report. Miscellaneous The Executive Director and the Public Housing Manager will attend the Kansas Chapter National Association of Housing and Redevelopment Officials (NAHRO) conference in Manhattan May 7-10, Election of Officers will be held at this meeting; Patrick O Neil will serve as Secretary; JoAnn Sutton will serve as Treasurer, and Lorenza Lockett will serve as Vice President of Commissioners for the term. The Executive Director traveled to Dallas, TX April 25-27, 2013 to participate in the Southwest Regional NAHRO Awards judging activities; she will also travel to Galveston, TX June 9-13, 2013, for the Southwest Regional NAHRO Conference and Committee Meetings. The Manhattan Housing Authority offices will be closed May 16-17, 2013, to allow reorganization of offices due to the many changes in staff responsibilities. 2

9 Manhattan Housing Authority Occupancy Report April 30, 2013 NO. DATE EVICTION/ EVICTION/TERM. DEVELOPMENT BEDROOMS VACATED TERMINATION REASON STATUS Flint Hills Place PH 28 Total Units KS /20/2013 N/A N/A Not Ready 2 3/29/2013 N/A N/A Not Ready 4 4/30/2013 Termination Lease violations Not Ready Site Vacancy 10.7% Apt. Tower 87 Total Units KS Site Vacancy 1.1% Baehr Place 20 Total Units KS Site Vacancy 0.0% Carlson Plaza 47 Total Units KS Site Vacancy 2.1% Pott Court 28 Total Units KS Site Vacancy 7.1% Hudson Circle 19 Total Units KS /6/2013 N/A N/A Not Ready No Vacancies 1 3/31/2013 N/A N/A Not Ready 3 2/28/2013 Termination Drug activity Not Ready 3 4/30/2013 Termination Lease violations Not Ready No Vacancies Site Vacancy 0.0% Gardens at Flint Hills 48 Total Units 2 2/28/2013 N/A N/A Not Ready 2 2/28/2013 N/A N/A Not Ready 2 3/31/2013 N/A N/A Not Ready 2 4/30/2013 N/A N/A Not Ready Site Vacancy 8.3% Flint Hills Place LIHTC 30 Total Units Site Vacancy 3.3% 2 4/30/2013 N/A N/A Not Ready Total PH Vacancy Rate: 3.1% (229 Total Units) Total LIHTC Vacancy Rate: 6.4% (78 Total Units)

10 MANHATTAN HOUSING AUTHORITY FINANCIAL SUMMARY MAY 2013 MANDY THOMAS, PHM, ASSISTANT EXECUTIVE DIRECTOR Financial: Public Housing Program: Total income increased by $80, from $51, in March to $117, in April. This increase can be attributed to the additional Subsidy payment received in April. Staff initiated a drawdown of Operating Subsidy money on March 6, 2013 but due to a computer glitch on HUD s online system the draw down was not received by HUD and was not deposited into the Housing Authority s bank account which resulted in an additional draw down in April Total expenses stayed constant from March 2013; the Housing Authority is still utilizing maintenance contracts to assist Maintenance personnel with unit turnover. Overall the Housing Authority had a profit of $48, which can be attributed to expenditures in the amount of $69, and income in the amount $117, Section 8 Program: Total Housing Assistance Payment (HAP) income from the Department of Housing and Urban Development (HUD) was $75, and HAP expenses totaled $ The Section 8 program shows a loss of $16,262.35; however, this loss can be attributed to the way funding allocations are calculated by HUD. Section 8, HUD-VASH and the Family Unification Program funding allocations are distributed to PHA s based on the number of units under contract as of August, Since allocations are distributed two quarters behind real-time expenses, the Housing Authority must pay for expenses out of its Net Restricted Asset funding until HUD has provided the Housing Authority with these funds at a later date. Total Administrative Income was $6, and expenditures were $8, in April. Expenses allocated to Administration include salaries, benefits, office supplies, telephone, etc. These expenses have decreased over the last several months due to staff layoffs effective 12/31/2012. These expenses will continue to decrease due to a reallocation of additional staff responsibilities effective May 1, The Section 8 program shows a loss of $1, in the administration of the program. 1

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25 OLD BUSINESS No Old Business

26 NEW BUSINESS a. Disposal of Obsolete Equipment Resolution No A

27 Housing Authority Board of Commissioners Memo May 10, 2013 FROM: JoAnn R. Sutton, PHM, Executive Director MEETING: May 15, 2013 SUBJECT: Disposal of Obsolete Property/Equipment BACKGROUND Periodically, the Manhattan Housing Authority must assess the efficiency of obsolete property provided in Public Housing units and the usefulness of equipment used by Maintenance staff. Maintenance staff has worked with certified appliance technicians to identify appliances that are obsolete and/or the cost of repairs exceeds or is equal to the cost of replacement. Each year, the Capital Fund Budget includes funds for replacement of refrigerators and stoves to continue phasing out the existing appliances that are non-working, inefficient or obsolete as needed. DISCUSSION The Disposition Policy requires that staff assess the property proposed for disposition to determine if it is suitable for sale on the open market by informal inquiry, formal advertising, or it may be sold or donated to a public body or non-profit organization for housing related purposes. Attached is a list of property that has been identified as non-working and/or inefficient, or is working but has been replaced by new equipment. Factors considered in selecting the property to be disposed of includes cosmetic appearance, cost of repairs/upgrades vs. replacement cost, age, lack of available replacement parts, electrical parts, etc. The cause of deficiencies in the appliances to be disposed of is primarily due to age and normal wear and tear. Those appliances that have useable parts will be salvaged of all working parts to be used as replacement parts on new or existing models before disposal. It has been determined the appliances proposed for disposal are not suitable for sale due to safety concerns and the fact they are non working and/or will have no working parts, rendering the appliances of little or no value.

28 Page Two Disposal of Property/Equipment May 15, 2013 Any and all equipment and appliances disposed of will be removed from the Manhattan Housing Authority inventory. ALTERNATIVES It appears the Board of Commissioners has the following alternatives concerning the issue at hand. The Commission may: 1. Approve Resolution No A, authorizing disposal of excess and/or obsolete property. 2. Deny approval of Resolution No A, authorizing disposal of excess and/or obsolete property. 3. Modify the item to meet the needs of the Commission. 4. Table the request. RECOMMENDATION Staff recommends Resolution No A be approved and the property removed from inventory to reflect accurate inventory and remain in compliance with federal regulations that require excess and obsolete equipment be removed from inventory. POSSIBLE MOTION Approve Resolution No A, authorizing disposal of excess and obsolete property and removing it from inventory. pdo Enclosures: 1. Resolution No A 2. List of Obsolete Property/Equipment for Disposal

29 RESOLUTION NO A Public Housing Authority Disposal of Obsolete Property WHEREAS, the Manhattan Housing Authority has identified certain items of property which are non-working, operating with poor efficiency, obsolete, and/or cost of repairs would be greater than replacement, or are excess inventory; and WHEREAS, the Manhattan Housing Authority has determined that the equipment being disposed of is not feasibly salvageable, through the opinion of a professional appliance and/or equipment service technicians and/or through daily use; and WHEREAS, the Manhattan Housing Authority has salvaged the necessary working parts and fluids in accordance with federal regulations from the appliances prior to disposal; and WHEREAS, the Manhattan Housing Authority will place items suitable for re-use on public auction or otherwise recycle in a manner that will be beneficial to the community; and WHEREAS, the Manhattan Housing Authority recommends that the property described above be disposed of and removed from the Manhattan Housing Authority inventory. NOW, THEREFORE, BE IT RESOLVED by the Manhattan Housing Authority Board of Commissioners, that the above mentioned property be disposed of and removed from the Manhattan Housing Authority inventory. ADOPTED THIS 15 th DAY OF MAY, SEAL: Janis Clare Galitzer, Chair Manhattan Housing Authority Board of Commissioners JoAnn R. Sutton, PHM Executive Director

30 Disposal of Obsolete Equipment May 15, 2013 LOCATION ITEM BRAND MODEL NUMBER SERIAL NUMBER REASON FOR DISPOSAL DATE OUT OF SVC DATE DISPOSED Asst. ED Wood File Cabinet 425 Broken 2/28/13 5/15/ FHP White 4 drawer File Cabinet 455 Broken 2/28/13 5/15/2013 HC 3503 REFRIGERATOR TAPPAN MRT15CSEW6 LA Bad Compressor 12/14/12 5/15/ FHP STACK WASH & DRY GE WSM2700HBWWW GR604107W Bad Transmition 12/14/12 5/15/2013 AT 4D REFRIGERATOR GE GRT12HBXARWW LS Tenant Damage 1/14/13 5/15/ FHP WASH MACHINE GE WCSR2090G3WW ZM129737G Bad Transmition 2/21/13 5/15/ FHP WASH MACHINE GE WCSR2090G3WW TM180514G Bad Transmition 4/4/13 5/15/2013 POTT 1022 REFRIGERATOR FRIGIDAIRE FRT1583AW9 BA TO MUCH $ TO REPAIR 4/30/13 5/15/2013 Office Printer Oki N31171A AE BO Broken 5/2/13 5/15/2013 Office Printer HP C2037A JPFJ Broken 5/2/13 5/15/2013 Section 8 Typewriter Brother GX-6750 J4E Broken 5/2/13 5/15/2013