Norman Housing Authority Meeting

Legend: AGENDA - green MINUTES - white ATTACHMENTS - blue RESOLUTIONS - yellow HOUSING AUTHORITY OF THE CITY OF NORMAN BOARD OF COMMISSIONERS REGULAR BOARD MEETING NOVEMBER 18, 2019 12:30 p.m. (Board Member Lunch 12:00pm-12:30pm in Executive Office) Administration/Resident Initiatives Building (Handicap Accessible) 700 North Berry Road Norman, Oklahoma 73069 ,·.; ; MINUTES ITEM 1. ROLL CALL ;, Chairman Jeff Cumm ins declared a quorum present and called the meeting to order at 12:39 P.M. COMMISSIONERS PRESENT: Jeff Cummins Chairman Marianne Ratliff Vice-Chairperson Rick McKinney Commissioner Jan Hunter Commissioner COMMISSIONERS ABSENT: Paul Austin Commissioner STAFF PRESENT: Karen Canavan Executive Director Sherri Hunt Deputy Executive Director Barbra Ruth Executive Assistant Allison Failing Section 8 Supervisor VISITORS PRESENT: I ITEM 2. PLEDGE OF ALLEGIANCE LED BY COMMISSIONER MCKINNEY I I  November 18, 2019 NHA Board of Commissioners Regu lar Board Meeting Minutes Page 2 ITEM 3. APPROVAL OF AGENDA ACTION REQUESTED: 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 November 18, 2019, Regular Board Meeting. The following vote was recorded : YEAS: All NAYS: None Chairman Cummins declared motion carried . •.,,, i ITEM 4. CONSENT DOCKET INFORMATION: T his 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, z that Item will be heard in regular order. Staff recommends that Items § thru be placed on the Consent Docket. ACTION REQUESTED: A motion to place Items § thru z on the Consent Docket to be approved by one motion. ACTION TAKEN: A motion was made by Commissioner McKinney and seconded by Commissioner Hunter to approve items§ thru z on t he Consent Docket for the November 18, 2019, Regular Board Meeting. The following vote was recorded: YEAS: All NAYS: None Chairman Cummins declared motion carried. ITEM 5. APPROVAL OF MINUTES FROM SEPTEMBER 16, 201 9, REGULAR BOARD MEETING. ACTION REQUESTED: A motion to approve the minutes from the September 16, 2019, Regular Board Meeting, as presented. ACTION TAKEN : Approved on Consent Docket.  N ovember 18, 2019 NHA Board of Comm issioners Regular Board Meeting Minutes Page 3 ITEM 6. CONSIDERATION OF FINANCIAL STATEMENTS SEPTEMBER, 2019 AND ROUTINE CLAIMS AND CREDIT CARD EXPENSES FOR SEPTEMBER, 2019. The low-rent program had a net income of $15,190.81 for the month. Routine Claims and Credit Card Expense Reports were attached. Maintenance overtime for the month was $336.88. Credit Card expense for the month was $1,882.05 ACTION REQUESTED: Approve as presented. '·.i: , ACTION TAKEN: Approved on Consent Docket. ITEM 7. CONSIDERATION OF ADMINISTRATIVE REPORT FOR THE MONTH OF AUGUST, 2019. Section 8 has a total of 1,167 vouchers under lease. Cu rrently there are 183 families on the waiting list. Rose Rock Villa is 100% occupied. There are 10 approved applicants on the waiting list. General Occupancy (Sc attered Sites) and Redbud Village are both 100% occupied with 11 approved applicants on the waiting list. ACTION REQUESTED: No actio n necessary. ACTION TAKEN: Approved on the Consent Docket. ITEM 8. RECOGNITION OF EMPLOYEE OF THE QUARTER ENDING 9/30/2019. Cristina Fuentes was recognized as Employee of the Quarter ending 9/30/2019. ACTION REQUESTED: No action necessary. ACTION TAKEN: None  November 18, 201 9 NHA Board of Commissioners Regular B oard Meeting Minutes Page 4 ITEM 9. RATIFY THE EMERGENCY EXPENSE WITH DC FIRE AND COMMUNICATIONS TO REPLACE THE FIRE PANEL AND DETECTORS. The fire alarm system for the NHA adm inistrative building needed to be replaced. Since the NFD gave notice to have the system repaired within 1O days, the Board was contacted for approval to spend $7,550 for t he repair and co ntract with our existing provider. DC Fire and Communications installed the new equipment and the NFD has been notified. This item appears so the Board of Commissioners may ra1ify their approval for the permanent record (minutes). ACTION REQUESTED : Approve as presented. ACTION TAKEN: A motion was made by Vice-Chairpe rson Ratliff and seconded by Commissioner McKinney to approve the I ratification of the emergency expense with DC Fire in the amount of $7,550. The following vote was recorded: YEAS: All NAYS: None Chairman Cummins declared the motion carried. ITEM 10. CONSIDERATION OF RESOLUTION NUMBERS NHA 19-20-003 THRU NHA 19-20-005, RESOLUTIONS TO DROP TENANT ACCOUNT RECIEVABLE (DEBT). I This action is requ ired to keep the Tenant Accounts Receivable (TAR) low on the books. A high TAR ration will result in our PHA rece iving a lower score on the Management I Assessment Sub System (MASS) in REAC. MASS is a subcomponent used to calculate our score in determining the Agency's status as "High Performer". The account information will be placed on the HAPPY Tenant Check. The Happy Tenant Check is a reference system used by PHA's across the country to determine if a cl ient owes PHAs money. In addition, the information will be placed with the Warrant Inte rcept Program to collect Oklahoma tax returns. I ACTION REQUESTED: Approve as presented . I ACTION TAKEN: A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner Hunter to approve resolution numbers NHA 19-20-003 thru NHA 19-20-005. The I fol lowing vote was recorded : YEAS: All I NAYS: None Chairman Cummins declared the motion carried.  November 18, 2019 NHA Board of Commissioners Regu lar Board Meeting Minutes Page 5 ITEM 11. CONSIDERATION OF RESOLUTION NUMBER NHA 19-20-006, A RESOLUTION TO CHANGE THE ADMISSION AND CONTINUED OCCUPANCY POLICY OF I PUBLIC HOUSING. This item was tabled until the January 13, 2020 Board Meeting. The Board would like I written clarification on the process and the rules. ACTION REQUESTED: Approve as presented. I ACTION TAKEN: A motion was made by Vice-Chai rperson Ratliff an_ seconded by Commissioner Hunter to table Item 11 until d the next board meeting on January 13, 2020. The following I vote was recorded: YEAS: All I NAYS: None ·,; , I Chairman Cummins declared the motion carried. I ITEM 12. CONSIDERATION OF RESOLUTION NUMBER NHA 19-20-007, A RESOLUTION TO INCREASE FLAT RENT TO NO LESS THAN 80% OF FMR. PHA's must now review flat rents annually after HUD FMR's and SAFMR's are published I to ensure compliance with the current rule (PIH2017-23 published November 30, 2017). In order to comply with the flat requirements annually, no later than 90 days after the effective date of the new FM Rs or SAFMR's published by HUD (October 1, 2019, PHA's I must establish flat rents at no less than 80% of HUD's fair market rent (FMR) or Small Area Fair Market Rents (SAFMR's) for the PHA's justification. If the new flat rent amount will increase a family's rent payment by more than 35%, an exception will allow for the I new flat rent amount to be phased in ensuring the family rent will not increase more than 35% annually. We have used the SAFMR's for our 73069 & 73071 zip codes and used the FMR for the Metro Area for our 73072 zip codes in order to use the most economical I FMR for our justification. The 2020 HUD FMRs and SAFMR's for our jurisdiction are as follows: I SAFMR 73069 & 73071 RRV 1 Bedroom 710 71 O HUDs FMR for the Metro Area 1 Bedroom 724 2 Bedroom 890 I 3 Bedroom 4 Bedroom 968 1,210 2 Bedroom 3 Bedroom 4 Bedroom 906 1,231 1,506 I The flat rents NHA charges currently are as follows before deducting the utility allowance: I 1 Bedroom RRV 1 Bedroom Scattered Sites 452 452 2 Bedroom Scattered Sites 578 I 3 Bedroom Scattered Sites 4 Bedroom Scattered Sites 791 950 I ~ November 18, 2019 NHA Board of Commissioners Regular Board Meeting Minutes Page 6 ~ ACTION REQUESTED: Approve as presented. ACTION TAKEN: A motion was made by Vice-Chairpe rson Ratliff and ~ seconded by Commissione r McKinney to approve Resolution Number NHA 19-20-007, a Resolution to increase flat rent to no less than 80% of the FMR. ~ T he fo llowing vote was reco rded: YEAS: Al l ~ NAYS: None I Chairman Cummins declared the motion carried. ! ITEM 13. :.,...;: CONSIDERATION OF RESOLUTION NUMBER NHA 19-20-008, A RESOLUTION ' TO REVISE THE PROCUREMENT POLICY. I The Procurement Policy was modified to incorporate the increased threshold req uirements dictating specific procurement methods. A copy of the modified I Procurement Policy was attached. The Board discussed the modifications and requested the following changes: I 1. Page 4, Item E. Competitive Pro posals: Add "prior performance. history of litigation" Unlike sealed bidding, the competitive proposal method permits: consideration of I technical factors other than price; discussion with offerors concerning offers submitted; negotiation of contract price or estimated cost and other contract terms and conditions; revision of proposals before the final contractor selection; and the withdrawal of an offer I at any time up until the point of award. Award is normally made on the basis of the proposal that represents the best overall value to the NHA, cons idering price and other factors, e.g., technica l expertise, past experience, quality of proposed staffing, prior I performance, history of litiga tion. etc., set forth in the solicitation and not solely the lowest price. I 2. Page 8, Item D. Time Period for Submission of Bids: Change "30 days to 21 days". A minimum of 2 1 da ys shall generally be provided for preparation and submission of I sealed bids and 15 days for competitive proposals. However, the Executive Director may allow for a shorter period under extraordinary circumstances. 3. Page 10, Liquidated Damages: T o remove all words in the paragraph except for the I following: A liquidated damages clause shall be enforced for all non-routine and construction I contracts whose estimated cost exceeds $100,000.00. The liq uidated damages amou nt shall generally fall in the range of $100.00 to $1,000.00 per day. I I  November 18, 2019 NHA Board of Commissioners Regular Board Meeting Minutes Page 7 ACTION REQUESTED: Approve as pre sented. I ACTION TAKEN: A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to approve l Resolution Number NHA 19-20-008 with the requested changes. I The following vote was recorded: YEAS: Al l I NAYS: None I Chairman Cumm ins declared the motion carried. '.c, I ITEM 14. CONSIDERATION OF RESOLUTION NUMBER NHA 19-20-009, A RESOLUTION TO AMEND THE EMPLOYEE HANDBOOK. I Due to the recent changes in the State law regarding Medical Marijuan a, the Em ployee Handbook needed to be updated to ensure that the employees understand that even though M edical Marijuana is legal on a State level, NHA is Federally funded and the use I of marijuana, in any form, is still strictly prohibited. Since the Handbook was being revised, we took this opportunity to update a few other I items to make sure that we stay up to date with the daily operations and po licies. Below is a list of the main items that were changed. I 1. Pg. 7 - Sick leave - The table reflecting the 1st -3rd degree family members was reformatted into 3 separate columns for clarity. No degree levels were changed, only I the way it was formatted. 2. Pg. 9 - Section 125 Cafeteria plan - The dollar amount of $2,500 was removed and I replaced with "An amount up to the maximum allowed by the IRS each year". This was due to the IRS increasing the reimbursement amount each year. I 3. Pg. 12 - Orientation Period - After the 60-day orientation period, there is an additional orientation period of 120 days which brings the total probationary pe riod to 6 months. The handbook previously had the second orientation period listed as 90 I days and it was changed to reflect the correct amount of days, 120. I 4. Pg. 16 - Overtime - Revised to read that "All overtime hours must be requested (beforehand) by the Employee's supervisor or Deputy Executive Director and approved by the Executive Director." I 5. Pg. 21 - Drug and Alcohol Policy - Revised to include "Even though medical marijuana was legalized on a state level; the Norman Housing Authority is federally I funded and all forms of marijuana activity is still considered illegal and is still prohibited".  November 18, 2019 NHA Board of Commissioners Regu lar Boa rd Meeting M inutes Page 8 The Board discussed the tattoo policy and requested that the Tattoo Policy be modified on page 41 , second paragraph from the bottom, to read "No tattoo's visible from the collar bone up. Facial piercings and gauging are not allowed." ACTION REQUESTED: Approve as presented. ACTION TAKEN: A motion was made by Commissioner McKinney and seconded by Vice-Chairperson Ratliff to approve Resolution Number NHA 19-20-009, to amend the Employee Handbook with the modifications to the Tattoo Policy. The following vote was recorded: t:~ YEAS : All NAYS: None Chairman Cummins declared the motion carried. ITEM 15. NEW BUSINESS Executive Director Canavan shared with the Board that the NHA was awarded 60 Mainstream Vouchers which will help house the Homeless and Disabled. These vouchers will bring in around $42,000 a year in admin dollars for the Agency. ACTION REQUESTED: As desired by the Board. ACTION TAKEN: None ITEM 16. RECOGNITION OF VISITORS There were no visitors . ACTION REQUESTED: No action necessary. ACTION TAKEN: None  November 18, 2019 NHA Board of Commissioners Regu la r Board Meeting Minutes Page 9 ITE M 17. COM MISSIONER'S COM M ENTS Deputy Executive Director Sherri Hunt shared with the Board that Section 8 received 5 more VASH Vouchers. VAS H vouchers are used to house Veterans and their families. Including the 5 vouchers we just received, we now have a total of 15 VASH Vouchers. Deputy Executive Director Sherri Hunt shared with the Board that Meals on Wheels wi ll be providing a meal to the residents of Rose Rock Villa on Thanksgiving Day at 11 :00am. Rose Rock Villa will have their Christmas Party December 14, 2019. They booked Cafe 11 0 in Oklahoma City to cater the event and they hired a singer to come in and sing for the residents. Executive Director Canavan shared with the Board that the NHA Staff used their persona l funds and purchased blankets fo r al l the residents of Rose Rock Villa to hand out at their Christmas party. \,, Executive Director Canavan informed the Board that the Continuum of Care vouchers that Progressive Independence was receiving has now gone to Catholic Charities. I INFORMATION: This item appears on the Authority's Agenda for the Board to make comments and to afford an opportunity for citizens to address the Board. ACTION REQUESTED: As desired by t he Board. ACTION TAKEN : None ITEM 18. ADJOURNM ENT ACTION REQUESTED: A motion to adjourn the November 18, 2019, Regular Board Meeting . ACTION TAKEN : A motion was made by Vice-Chairperson Ratliff and seconded by Commissioner McKinney to adjourn the November 18, 2019, Regular Board Meeting. The following vote was recorded: Y EAS: Al l I NAYS: None Chairman Jeff Cummins declared motion carried. I I I November 18, 2019 NHA Boa rd of Commissioners Regular Board Meeting Minutes Page 1 O I I ADJOURNED AT 1:49 PM I PASSED AND ADOPTED THIS 13th DAY OF JANUARY 2020 . I I ~--+--7vJ_ _ SEAL I Attest By: ..,, I I ~ ./ 4- Executive Director I I I I I I I I I I I