Minutes of October Huntington Housing Authority

MINUTES OF A REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE HUNTINGTON WV HOUSING AUTHORITY HELD OCTOBER 14, 2014

The Board of Commissioners of the Huntington West Virginia Housing Authority met in regular session at 5:00 p.m. on Tuesday October 14, 2014 in City Council Chambers at City Hall in Huntington; a quorum being present and acting throughout.

The meeting was called to order by Chairman Plants and, upon roll call, the following Commissioners were present: David Plants, Wendy Thomas, Joyce Clark andCarol  Williamson. Also present were: Charles Peoples — Legal Counsel, Vickie Lester — ExecutiveDirector, Larry Ellis — Deputy Director, Dianne Morris — Director of Management and Lee Green —

Administrative Assistant I. Absent: Commissioner Gillette. Guests: None present

Upon motion duly made by Commissioner Thomas and seconded by Commissioner Williamson,

the minutes of the regular meeting, held September 18, 2014 were approved as written; all voted in favor and the motion was approved.

The Chairman opened the discussion to Unfinished Business — PH Development — NCC Project (Larry Ellis) Everything with the demolition at Northcott Court is going well. The three buildings are down. We have had some minor issues with misidentification of water and gas lines, on our part, but nothing major. We have executed one change order in the amount of $4,500 for the removal of two storage buildings and the clothes line. If the weather holds, he should be complete in the next couple weeks.

(Vickie Lester) We are planning to begin the relocation process for Phase Il in early January.

Other - none

New Business

Financial Report (Vickie Lester) Included in each packet is the Financial Report for all AMPs and the COCC. This is a monthly report that will be included in future board packets. Cornrnissioner Thomas stated that it is a good report and commends Vickie and staff for their work in preparing these monthly reports.

Resolution Authorizing Travel / Training: (Vickie Lester) The first resolution we have is for Larry Ellis to attend PHADA's Executive Director Education Program training in St. Petersburg, FL January 23— 25"', 2015. Commissioner Williamson introduced and moved the adoption of the töllowing

RESOLUTION NO. 2729-14

BE IT RESOLVED by the Board of Commissioners of the Huntington WV Housing Authority that Larry Ellis is hereby authorized to attend PHADA's EDEP (Executive Directors Education Program) training in St. Petersburg, FL, January 2015.

Commissioner Thomas seconded the adoption of the foregoing resolution and, upon roll call, all commissioners voted affirmatively; resolution adopted.

Our next resolution is for Vickie Lester and two commissioners to attend PHADA's 2015 Commissioners' Conference training in St. Petersburg, FL, January 25th -27 2015. Commissioner Williamson introduced and moved the adoption of the following resolution:

RESOLUTION NO. 2730-14

BE IT RESOLVED by the Board of Commissioners of the Huntington WV Housing Authority that Vickie Lester and two Commissioners are herby authorized to attend PHADA's 2015 Commissioners' Conference training in St. Petersburg, FL, January 25th -27, 2015.

Commissioner Clark seconded the adoption of the foregoing resolution and, upon roll call, all commissioners voted affirmatively; resolution adopted.

Resolution Authorizing Acquisition of Refrigerators and Stoves (Larry Ellis) We solicited sealed bids for the supply and delivery of ranges and refrigerators at Washington Square, Marcum Terrace and Carter G. Woodson. We generally replace appliances about every ten years. Due to budgetary constraints,

not all apartments in these developments will receive new appliances. Those that do not receive them this year will receive them next year through a new Capital Funds grant. We requested this contract be awarded to Famous Supply Company of Wheeling WV, the lowest responsive bidder, in the amount of $155,256.65. Commissioner Clark introduced and moved the adoption of the following resolution;

RESOLUTION NO. 2731-14

WHEREAS, the Huntington WV Housing Authority solicited sealed bids for the supply and delivery of Ranges and Refrigerators for WV4-l Washington Square, WV4-3 Marcum Terrace and WV4-12 Carter G. Woodson. Five bids were received (see attached bid sheet).

NOW THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Huntington WV

Housing Authoritv that the contract for suDDlv and deliverv of 208 Refrigerators and 207 Ranges for

WV4-l Washington Square, WV4-3 Marcum Terrace and WV4-12 Carter G. Woodson, in the total amount of One Hundred Fifty Five Thousand Two Hundred Fifty Six Dollars and Sixty Five Cents ($155,256.65), be awarded to Famous Supply Company of Wheeling West Virginia, the lowest and most responsive bidder.

Commissioner Thomas seconded the adoption of the foregoing resolution and, upon roll call, all commissioners voted affirmatively; resolution adopted.

Public Housing Assessment System (PHAS) Score (Vickie Lester) We received our PHAS (Public

Housng Assessment System) score from HUD. This score shows how the Housing Authority is performing in four main areas: physical, financial, management and Capital Funds. We received an overall score of 89; standard performer. We received 33/40 in physical, 25/25 in financial, 24/25in management and 7/10 in Capital Funds. With several of our buildings being seventy five years old, it's difficult to receive a higher physical score. However, we are appealing the physical score in hopes of receiving one additional point. The additional point would allow us to maintain our high performing status; making us eligible for additional Capital Funds dollars.

Review of Monthly Housing Services Report (Dianne Morris) We have collected $158,339.09 in tenant rents and other costs, with $66.60 of uncollected receivables due from residents. There was $6, 153.13 in repayment agreements. The average vacancy for public housing was at 29.17 days with 26.56 due to maintenance and 2.61 due to leasing.

We have 871 available Public Housing units, with 840 units leased. There are thirty units at AlvfP 1 on hold due to the Northcott Court Phase I demolition. For the month of September, Public Housing was leased at

96.44%. The Public Housing waiting list is at 2107. There were three evictions and ninety-one violations (i.e. failure to live in peace and harmony, late rent, drugs etc.). The security report shows twenty-five incidents involving security staff during the month of September.

The Section 8 program was leased at 89.18% (1,187 leased out of 1,331 available vouchers); 100% of the funds have been expended. There are 1988 on the overall Section 8 waiting list. We have 77 of 100 VASH

vouchers leased; that number may decrease as Charleston has recently received a new reallocation of VASH vouchers and will probably absorb our clients. The VA has hired an additional case worker, which hopefully

means more of our VASH vouchers being leased. Seventeen of the 24 Mainstreams units have been leased.

For Moderate Rehabilitation Program (Mod Rehab) 110 ofthe 118 units have been leased. For the Shelter PIGS

Care Program (chronic homeless, substance abuse or mental issues) 171 of the 184 tenant-based units and thirteen of the sixteen project-based units have been leased.

There are 4095 on both waiting lists combined. Some of these may be duplicate entries as they are allowed to apply for both public housing and Section 8. They may also be listed on several public housing sites at the same time as well.

We are currently working on thirteen renewal grants for the Shelter Plus Care program, totaling

$1,290,558.00. The entire community as a whole receives $1,792,532.00 in Shelter Plus Care funding. The Housing Authority is administering seventy-two percent of the funds for this area. With the new laws, we are allowed to charge a seven percent administrative fee for administering these grants.

Other

Chairman Plants stated that he will look into the possibility of Huntington Federal teaming up with the

Housing Authority and their homeownership program staff to help potential homeowners to obtain CRA (Community Redevelopment Act) loans. The CRA instructs and encourages regulated financial institutions to help meet the credit needs of the local communities. This could help with down payments and ideally lead ten to fifteen people per year to become homeowners.

Good and Welfare

There were no further questions or comments. Commissioner Thomas moved that the meeting be

adjourned. Commissioner Williamson seconded the motion and the meeting was adjourned at 5:46 p.m.