Jeff Cummins Chairman - City of Norman, OK€¦ · 16.09.2019 · PLEDGE OF ALLEGIANCE LED BY CHAIRMAN CUMMINS . I . September 16, 2019 NHA Board of Commissioners Regular Board Meeting

Legend AGENDA - green MINUTES - white

ATTACHMENTS - blue RESOLUTIONS - yellow

~ -

HOUSING AUTHORITY OF THE CITY OF NORMAN BOARD OF COMMISSIONERS REGULAR BOARD MEETING

SEPTEMBER 16 2019 1230 pm

(Board Member Lunch 1200pm-1230pm in Execut ive Office)

AdministrationResident Initiatives Building (Handicap Accessible) 700 North Berry Road

Norman Oklahom a 73069

MINUTES

ITEM 1 ROLL CALL

I Chairman Jeff Cummins declared a quorum present and called the meeting to order at 1230 PM

I COMMISSIONERS PRESENT

Jeff Cummins Chairman

I Marianne Ratliff Vice-Chairperson Rick McKinney Commissioner Jan Hunter Commissioner

I COMMISSIONERS ABSENT

I Paul Austin Commissioner

I STA FF PRESENT

I Karen Canavan Executive Director Sherri Hunt Deputy Executive Director Barbra Ruth Executive Assistant Bobbe Feher-Nist Director of Public Housing James Henslee Maintenance Supervisor

I Allison Failing Section 8 Supervisor

VISITORS PRESENT

I I ITEM 2 PLEDGE OF ALLEG IANCE LED BY CHAIRMAN CUMMINS

I

September 16 2019 NHA Board of Commissioners

Regular Board Meeting Minutes Page 2

ITEM 3 APPROVAL OF AGENDA

ACTION REQUESrED A motion to approve the Agenda for the September 16 2019 Regular Board Meeting as presented

ACTION TAKEN A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to approve the Agenda for the September 16 2019 Regular Board Meeting The following vote was recorded

YEAS All

NAYS None

Chairman Cummins declared motion carried

ITEM 4 CONSENT DOCKET INFORMATION

This Item is placed on the Agenda so that the Board by unanimous consent can designate those routine Agenda Items that they wish to be approved or acknowledged by one motion If any Item proposed does not meet with approval of all Board Members that Item will be heard in regular order Staff recommends that Items sect thru z be placed on the Consent Docket

ACTION REQUESTED A motion to place Items sect_ thru z on the Consent Docket to be approved by one motion

ACTION TAKEN A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to approve items sect_ thru z on the Consent Docket for the September 16 2019 Regular Board Meeting The following vote was recorded

YEAS All

NAYS None


ITEM 5 APPROVAL OF MINUTES FROM JULY 15 2019 REGULAR BOARD MEETING

ACTION REQUESTED A motion to approve the minutes from the July 15 2019 Regular Board Meeting as presented

ACTION TAKEN Approved on Consent Docket



ITEM 6 CONSIDERATION OF FINANCIAL STATEMENTS JUNE 2019 AND ROUTINE CLAIMS AND CREDIT CARD EXPENSES FOR AUGUST 2019 v

The low-rent program had a net income of $943653 for the month and $15733370 for the year If you factor in the Housing Choice Voucher Program net (admin) earnings for the year the NHA gained $18944370 It was a very good year

Maintenance overtime for the month was $22408

Credit Card expense for the month was $8315

ACTION REQUESTED Approve as presented


ITEM 7 CONSIDERATION OF ADMINISTRATIVE REPORT FOR THE MONTH OF AUGUST 2019

Section 8 has a total of 1099 vouchers under lease Currently there are 469 families on the waiting list

Rose Rock Villa is 100 occupied There are 9 approved applicants on the waiting list

General Occupancy (Scattered Sites) and Redbud Village are both 100 occupied with 9 approved applicants on the waiting list

ACTION REQUESTED No action necessary

ACTION TAKEN Approved on the Consent Docket

ITEM 8 CONSIDERATION OF 2020 HOLIDAY SCHEDULE AND 2020 SCHEDULED NHA BOARD MEETINGS

ACTION REQUESTED

ACTION TAKEN

YEAS All

NAYS None

Approve as presented

A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to approve the NHA 2020 Holiday Schedule and the 2020 Scheduled NHA Board Meetings The following vote was recorded

Chairman Cummins declared the motion carried

Septembe r 16 2019 NHA Board of Commissioners


ITEM 9 CONSIDERATION OF CONTRACT FOR INDEPENDENT AUDITOR p

Twelve (12) firms were solicited for proposal of our 2020 independent audit needs firms contacted were

Audit Solutions LLC Chesterfield MO John Blakeway CPA Kennedale TX David A Boring CPA Lubbock TX Eide Bailly LLP Tulsa OK Barry E Gaudette CPA Traverse City Ml Kriegel amp Co LTD Las Cruces NM Niewedde amp Wiens York NE Rob Seay Denton TX Smith amp Klaczkiewicz PC Saginaw Ml John Vercher Jena LA Cynthia Warren CPA Eufaula OK Wohlemberg Ritzman Co CPA Madison SD

We received the following four (4) proposals Copies were attached

2020 2021 2022 Audit Solutions LLC $11 800 $11800 $11 800 Eide Bailly LLP (Tulsa) $18075 $18950 $19875 Barry E Gaudette CPA $13000 $13000 $13000 Wohlemberg Ritzman Co CPA $26000 $26000 $26000

We had asked that all proposals include a dollar amount for a one year two year and three year contract to give the board some options

The Norman Housing Authority used (Sartain Fischbein) Eide Bailly LLP for our last several Annual Audits Most recently they were approved for our 2017-2019 Annual Audits

Staff was very pleased with the working relationship during the past annual audits and would like to request approval of the contract with Eide Bailly LLP for the Norman Housing Authoritys 2020 2021 and 2022 Annual Audit Although Eide Bailly LLP has performed several audits for us we feel that they are still the best choice due to their auditing change ups They always bring a new auditor each year changing up the set of eyes that look over our paperwork They also change out the departments grants and projects they look at each year We do realize that Eide Bailly LLP is not the lowest bid but the additional cost is minimal when divided between the two programs over three years


J ACTION TAKEN A motion was made by Commissioner Hunter and seconded by Vice-Chairperson Ratliff to contract with Eide Bailly for three years The following vote was recorded

YEAS All

NAYS None




~ shyITEM 10 CONSIDERATION OF RESOLUTION NUMBER NHA 19-20-001 TO REVISE

THE NHA FINANCE POLICY

Executive Director informed the Board that the direct deposit of the landlords HAP checks were going well and that it was quite the task to obtain the correct banking information from them

The NHA Finance Policy needed to be updated to clearly allow electronic fund transfers The revised policy was attached

In addition the policy has been revised to allow the Executive Director to complete EFTs for employee payroll without the NHA Chairpersons approval (EFTs for payroll has become a routine operation within the business) The new policy describes tracking and reporting requirements for all our expenses including EFTs The methods should meet the auditors requirements and help prevent fraud

ACTION REQUESTED

ACTION TAKEN

YEAS All

NAYS None


A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to approve Resolution Number NHA 19-20-001 a resolution to approve the NHA Finance Policy The following vote was recorded


ITEM 11 CONSIDERATION OF RESOLUTION NUMBER NHA 19-20-002 TO REVISE THE HOUSING CHOICE VOUCHER PROGRAM FMRS

The Department of Housing and Urban Development has published a listing of the final 2020 Fair Market Rents (FMR) The NHA must establish a Payment Standards (PS) within 90 to 110 of the published FMR After reviewing the FMR increases we must increase all PS With these changes our PS for all bedroom sizes wil l be within 90 to 93 of the published FMR We currently have an adequate pool of affordable units giving tenants more of a choice regarding location and type of unit We feel increasing the PS more would only encourage rents to be raised The NHA has been unable to house our full voucher count of 1198 due to our current funding and feel any higher increase in the PS would only add to this problem Also with these minimal changes it will give us a little room for a possible increase next summer in case we need to raise our utility allowance schedule to help our clients with increasing utility costs

I

Below you will find our current Payment Standards new Fair Market Rents and Proposed Standards for your review If approved the Payment Standards will be effective October 1 2019

I

~

September 16 201 9 NHA Board of Commissioners


0Bdr 1 Bdr 2Bdr 3Bdr 4Bdr 5Bdr 6Bdr ~ -

Current PS 574 641 806 1066 1317 1514 1712

FMR 684 724 906 1231 1506 1732 1958

Proposed PS 616 673 843 1108 1355 1559 1762


ACTION TAKEN A motion was made by Vice-Chairperson Ratl iff and seconded by Commissioner McKinney to approve Resolution Number NHA 19-20-002 as presented The following vote was recorded

YEAS All

NAYS None


ITEM 12 SPECIAL PROGRAMS

There are 34 vouchers in the Section 8 FSS Program being utilized as of August 31 2019 The escrow for the month of August wamiddots- $3390 Which givesmiddot Os a total-escrow account balance of $7980062

The FSS Program had two participants graduate the program in August One participant graduated receiving an escrow payment of $146231 This graduate had goals to purchase a newer vehicle finish her Bachelors degree and enroll in Graduate school at the University of Oklahoma All of those goals were met and the participant went to fu ll rent graduating as of August 31 2019 The second participant graduated receiving an escrow payment of $1658117 This graduate had goals to increase and grow their own cleaning business and build their credit in order to purchase a home All of those goals were met and the participant graduated as of August 31 2019 This graduate plans to use their escrow payment towards a down payment on purchasing a home Congratulations to both graduates

Our Section 8 SEMAP (Section 8 Management Assessment Program) Certification was received for FYE June 30 2019 The final SEMAP score was 97 and rated as a High Performer Congratulations to the Section 8 Department definitely a job well done The letter was attached

f The Section 8 Program went through a Remote Review for their SEMAP Certification for FYE June 30 2018 Based on the review HUD found our initial rating for our original certification was warranted Section 8 did receive a score of 100 and rated as a High Performer for that year In order to meet all of the qualifications of the SEMAP Certification and be rated as a High Performer the program needs to be running very well completing quality control reviews and maintaining all of the tenant informat ion in the online program called PIC Those are just a few of the many items completed weeklymonthly to receive such an honor Again congratulations to Section 8



Public Housing has been very busy in August The staff continues to go above and beyond providing for their residents

bull They are partnering with ONG and Big Star Conservation to perform pre and post duct testing to determine the air tightness of the duct system here at Rose Rock Villa This includes sealing all ductwork in the units including registers and returns

bull Rose Rock Villa participated in National Night Out again this year on August 5th It was a great success

bull They continue to provide Oklahoma Food Pantry for the residents here at Rose Rock Villa the 2nd Friday of every month and the Pet Food Pantry the 3rd Thursday of every month

bull Daves Pharmacy will be at Rose Rock Villa September 15th at 930 am to provide residents with flu and pneumonia shots

bull They are also participating in United Way Day of Caring on September 20th here at Rose Rock Villa Their partner company is Eide Bally They will be painting the curbs out in the parking lot

Commissioner Hunter asked Bobbe Feher-Nist Director of Public Housing if the results were back yet for the ductwork Bobbe informed her that they were not

Executive Director Canavan mentioned that OGampE has a program that they will come out and inspect your home for cost saving energy tips as well as up to $400 in free supplies

ITEM 13 EXECUTIVE SESSION TO DISCUSS EXECUTIVE DIRECTOR AND STAFF YEAR END INCENTIVES

ACTION REQUESTED A motion to go into executive session

ACTION TAKEN A motion was made by Commissioner McKinney and seconded by Vice-Chairperson Ratliff to go into executive session The following vote was recorded

YEAS All

NAYS None



Regu lar Board Meeting Minutes Page 8

ITEM

I I I I I ITEM

I

I

I I I I I

f

I I

14 OPEN SESSION~

Back from open session at 1 13pm For the record there was a discussion but no votes were cast Executive Director Canavan was asked to stay for part of the discussion

ACTION REQUESTED A motion to conclude executive session and go into open session

ACTION TAKEN A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to go into open session The following vote was recorded

YEAS All

NAYS None


15 APPROVAL OF EXECUTIVE DIRECTOR AND STAFF YEAR END INCENTIVES

Executive Director Canavan wanted to recognize and give praise to the outstanding professionals of the NHA team

The NHA continues to run a High Performing and very well managed Public Housing and Section 8 Housing Choice Voucher Program as acknowledged by HUDs rating factors and our annual independent auditors This can only be accomplished through the outstanding leadership of the NHA Board of Commissioners and the professional staff of the NHA

Although the 6302019 budget projected a net income of $65864 we actually came in at $15733370 Approximately $40000 came from the ONG utility credits when we replaced furnaces The remaining $51000 is a result of reevaluating our purchasing methodsvendors negotiating some of our routine expenses such as workers comp insurance lower utility costs and earning more interest on our cash deposits

ACTION REQUESTED As desired by the Board

ACTION TAKEN A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner Hunter to increase the budget for YE Incentives for staff and Executive Director by 135 The following vote was recorded

YEAS All

NAYS None


I



ITEM 16 NEW BUSINESS

None

ACTION REQUESTED

ACTION TAKEN

As desired by the Board

None

ITEM 17 RECOGNITION OF VISITORS

There were no visitors


ACTION TAKEN None

ITEM 18 COMMISSIONERS COMMENTS

Deputy Executive Director Sherri Hunt thanked the Board of Commissioners for for the YE Incentives and gave recognition to the staff for all their hard work

Vice-Chairperson Ratliff and Commissioner McKinney congratulated the staff for their high scores

Executive Director Canavan gave praise to the Board of Commissioners for all of their hard work and let them know that they are appreciated

Chairman Cummins gave his appreciation to the NHA staff and what they do for the Norman Housing Authority

INFORMATION This item appears on the Authoritys Agenda for the Board to make comments and to afford an opportunity for citizens to address the Board

f ACTION REQUESTED

ACTION TAKEN


None


Regular Board Meeting Minutes Page 1 O

ITEM 19 ADJOURNMENT

ACTION REQUESTED A motion to adjourn the September 16 2019 Regular Board Meeting

ACTION TAKEN A motion was made by Commissioner McKinney and seconded by Commissioner Hunter to adjourn the September 16 2019 Regular Board Meeting

The following vote was recorded

YEAS All

NAYS None

Chairman Jeff Cummins declared motion carried

ADJOURNED AT 1 20 PM

PASSED AND ADOPTED THIS 18th DAY OF NOVEMBER 2019

SEAL Attest By

f



ITEM 3 APPROVAL OF AGENDA

ACTION REQUESrED A motion to approve the Agenda for the September 16 2019 Regular Board Meeting as presented

ACTION TAKEN A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to approve the Agenda for the September 16 2019 Regular Board Meeting The following vote was recorded

YEAS All

NAYS None


ITEM 4 CONSENT DOCKET INFORMATION

This Item is placed on the Agenda so that the Board by unanimous consent can designate those routine Agenda Items that they wish to be approved or acknowledged by one motion If any Item proposed does not meet with approval of all Board Members that Item will be heard in regular order Staff recommends that Items sect thru z be placed on the Consent Docket

ACTION REQUESTED A motion to place Items sect_ thru z on the Consent Docket to be approved by one motion

ACTION TAKEN A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to approve items sect_ thru z on the Consent Docket for the September 16 2019 Regular Board Meeting The following vote was recorded

YEAS All

NAYS None


ITEM 5 APPROVAL OF MINUTES FROM JULY 15 2019 REGULAR BOARD MEETING

ACTION REQUESTED A motion to approve the minutes from the July 15 2019 Regular Board Meeting as presented

















ACTION REQUESTED

ACTION TAKEN

YEAS All

NAYS None
















YEAS All

NAYS None









ACTION REQUESTED

ACTION TAKEN

YEAS All

NAYS None






I


I

~




Current PS 574 641 806 1066 1317 1514 1712

FMR 684 724 906 1231 1506 1732 1958

Proposed PS 616 673 843 1108 1355 1559 1762



YEAS All

NAYS None




















YEAS All

NAYS None




ITEM

I I I I I ITEM

I

I

I I I I I

f

I I

14 OPEN SESSION~




YEAS All

NAYS None








YEAS All

NAYS None


I




None

ACTION REQUESTED

ACTION TAKEN


None




ACTION TAKEN None







f ACTION REQUESTED

ACTION TAKEN


None



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f
















ACTION REQUESTED

ACTION TAKEN

YEAS All

NAYS None
















YEAS All

NAYS None









ACTION REQUESTED

ACTION TAKEN

YEAS All

NAYS None






I


I

~




Current PS 574 641 806 1066 1317 1514 1712

FMR 684 724 906 1231 1506 1732 1958

Proposed PS 616 673 843 1108 1355 1559 1762



YEAS All

NAYS None




















YEAS All

NAYS None




ITEM

I I I I I ITEM

I

I

I I I I I

f

I I

14 OPEN SESSION~




YEAS All

NAYS None








YEAS All

NAYS None


I




None

ACTION REQUESTED

ACTION TAKEN


None




ACTION TAKEN None







f ACTION REQUESTED

ACTION TAKEN


None



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f













YEAS All

NAYS None









ACTION REQUESTED

ACTION TAKEN

YEAS All

NAYS None






I


I

~




Current PS 574 641 806 1066 1317 1514 1712

FMR 684 724 906 1231 1506 1732 1958

Proposed PS 616 673 843 1108 1355 1559 1762



YEAS All

NAYS None




















YEAS All

NAYS None




ITEM

I I I I I ITEM

I

I

I I I I I

f

I I

14 OPEN SESSION~




YEAS All

NAYS None








YEAS All

NAYS None


I




None

ACTION REQUESTED

ACTION TAKEN


None




ACTION TAKEN None







f ACTION REQUESTED

ACTION TAKEN


None



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f








ACTION REQUESTED

ACTION TAKEN

YEAS All

NAYS None






I


I

~




Current PS 574 641 806 1066 1317 1514 1712

FMR 684 724 906 1231 1506 1732 1958

Proposed PS 616 673 843 1108 1355 1559 1762



YEAS All

NAYS None




















YEAS All

NAYS None




ITEM

I I I I I ITEM

I

I

I I I I I

f

I I

14 OPEN SESSION~




YEAS All

NAYS None








YEAS All

NAYS None


I




None

ACTION REQUESTED

ACTION TAKEN


None




ACTION TAKEN None







f ACTION REQUESTED

ACTION TAKEN


None



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f

~




Current PS 574 641 806 1066 1317 1514 1712

FMR 684 724 906 1231 1506 1732 1958

Proposed PS 616 673 843 1108 1355 1559 1762



YEAS All

NAYS None




















YEAS All

NAYS None




ITEM

I I I I I ITEM

I

I

I I I I I

f

I I

14 OPEN SESSION~




YEAS All

NAYS None








YEAS All

NAYS None


I




None

ACTION REQUESTED

ACTION TAKEN


None




ACTION TAKEN None







f ACTION REQUESTED

ACTION TAKEN


None



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f














YEAS All

NAYS None




ITEM

I I I I I ITEM

I

I

I I I I I

f

I I

14 OPEN SESSION~




YEAS All

NAYS None








YEAS All

NAYS None


I




None

ACTION REQUESTED

ACTION TAKEN


None




ACTION TAKEN None







f ACTION REQUESTED

ACTION TAKEN


None



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f



ITEM

I I I I I ITEM

I

I

I I I I I

f

I I

14 OPEN SESSION~




YEAS All

NAYS None








YEAS All

NAYS None


I




None

ACTION REQUESTED

ACTION TAKEN


None




ACTION TAKEN None







f ACTION REQUESTED

ACTION TAKEN


None



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f




None

ACTION REQUESTED

ACTION TAKEN


None




ACTION TAKEN None







f ACTION REQUESTED

ACTION TAKEN


None



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f



ITEM 19 ADJOURNMENT




YEAS All

NAYS None




SEAL Attest By

f

Documents

Jeff Cummins Chairman - City of Norman, OK€¦ · 16.09.2019 · PLEDGE OF ALLEGIANCE LED BY CHAIRMAN CUMMINS . I . September 16, 2019 NHA Board of Commissioners Regular Board Meeting