Minutes From A Regular Meeting January 21, 2016
MINUTES FROM AN ANNUAL MEETING JANUARY 21, 2016
A Regular Meeting of the Board of Commissioners of the Housing Authority of the City of Orange was called to order at 6:15 p.m. on January 21, 2016 in the Community Room at Washington Manor, 340 Thomas Blvd., Orange, New Jersey. The Executive Director advised that all requirements of the Sunshine Law were met. A roll call was taken as follows:
Present
Chairman Coram Rimes
Vice Chairman Clifford Ross
Commissioner Ernest Williams
Commissioner Joseph Juliano
Commissioner Betty McLeod
Commissioner Tracey Latta
Commissioner Hashim Garrett
Also Present
Walter D. McNeil, Jr., Executive Director
Leo Dugan, Esq., Feinstein, Raiss, Kelin & Booker
Several Tenants
Several Employees
The pledge of allegiance was said.
Chairman Rimes called for a motion to adopt the agenda. Commissioner Williams moved to adopt the agenda. Commissioner McLeod seconded.
Chairman Rimes called for discussion
No discussion
A roll call was taken
All Commissioners voted in favor
Chairman Rimes called for a motion to adopt the Minutes from a Regular Board meeting on December 21, 2015. Commissioner Ross moved to adopt the Minutes. Commissioner Juliano seconded.
Chairman Rimes called for discussion
No discussion
A roll call was taken
All Commissioners voted in favor
TREASURER’S REPORT
Mr. McNeil reported on the Treasurer’s Report
EXECUTIVE DIRECTOR’S REPORT
Mr. McNeil said, outstanding dwelling rents are down, expenses are down. Our net cash is at 833,000 as we planned. I would like to praise the staff for the extra hours put in to get stuff done.
The section 8 reserves have to be used as mandated by HUD. Chairman Rimes asked how we can keep our Section 8 numbers up. Peggy Wade, Acting Program Director, Housing Assistance explained the process of qualifying families from the waiting list (criminal screenings, income screenings) and the time needed to qualify a family for participation. Commissioner Ross asked why the number of interim exams and re-examinations change from month to month. Mrs. Wade also explained how the payments may change due to family circumstance change in income – loss of job – better employment or no income at all. The number of interims fluctuates according to the family’s change. The number of re-examinations (annual renewals) changes according to the move in date of the family. Commissioner Ross said now he has a better understanding of the Section 8 report. Mr. McNeil said he is glad he asked the question. Other board members agreed. Mr. McNeil sad that the retreat (scheduled for March 3rd) will help to explain things like this for the board members. He said he needed a commitment from the board to attend the retreat. Senior staff will be there as well. Phyllis Greer, the Public Relations Coordinator told the board they are working on a facilitator. The first choice is unavailable for that day but will recommend someone else. The retreat is scheduled to be held in the building that houses our legal counsel.
Public Housing collects about $70,000.00 per month. Our receivables are not out of hand thanks to Shanda Hammond staying on top of the rents. Commissioner Garret asked about the deceased on the report. Mrs. Hammond explained that those units were vacant due to the former tenants being deceased. The units are in the process of being turned around for re-rental.
Mr. McNeil said he was proud of the staff, both boards and residents for the annual audit. Frank Glein, our auditor, can come to the next meeting to explain the audit. Commissioner Latta said we are still waiting for Tony Polcari to come to the meeting. Mr. McNeil said he would like to have him meet with the finance committee before the next meeting. Chairman Rimes took a poll of the finance committee to meet with Tony Polcari.
PUBLIC SESSION
No tenants spoke
RESOLUTIONS
Chairman Rimes called for a motion to adopt Resolution No. 5369-16 Resolution of the Board of Commissioners of the Housing Authority of the City of Orange Approving Bills Resolution No. 1877. Commissioner Ross moved to adopt. Commissioner Williams seconded.
Chairman Rimes called for discussion
Commissioner Ross questioned the shredding process.
Lance Hammond, Maintenance Superintendent explained the process.
Commissioner Ross asked about the bill for Bug Eliminators.
Mr. McNeil explained it’s a regular monthly exterminating bill.
Commissioner Latta asked how we secured the shredding company services.
Mr. McNeil said that Joanne Kureshepi, Administrative Secretary, researched the companies that would be able to provide the service we needed.
Commissioner Williams expressed his concerns for the shredding process.
Mr. McNeil explained that the shredding is done here on site. The documents are shredded here.
Commissioner Latta asked if we should purchase shredders for the office.
Mr. McNeil explained that it would be extremely costly to maintain and to constantly replace the shredders due to the high volume of documents that are shredded on a regular schedule. Pursuant to HUD guidelines, document retention has a destroy date that must be adhered to.
A roll call was taken
All Commissioners voted in favor
Chairman Rimes called for a motion to adopt Resolution No. 5370-16 Resolution of the Board of Commissioners of the Housing Authority of the City of Orange Appointing Walter D. McNeil, Jr. as Fund Commissioner. Commissioner Ross moved to adopt. Commissioner Williams seconded.
Chairman Rimes called for discussion
Commissioner Ross asked what are the responsibilities are for the fund commissioner.
Mr. McNeil explained that Housing Agencies contribute to the fund for insurance.
Commissioner Ross asked if the board was open to anyone.
Mr. McNeil explained that the Executive Director is normally the representative for each agency. One must have a basic understanding of policies. Executive Directors have the flexibility and understanding of what other agencies might do. It is important to be part of this board because urban agencies may pay more into the fund.
Commissioner Rimes asked about the application (for brick repair at 340 Thomas Boulevard). He wanted to know why it was denied and why there was no notice. Was it because of deterioration?
Mr. McNeil explained that the bricks were an issue noticed it in November and deemed it an emergency. There was work done on the façade before about 8 or 9 years ago – water infiltration.
Commissioner Ross asked how would we known that.
Mr. McNeil explained that their (JIF) engineers disagreed with ours.
Commissioner Ross said we don’t have to accept their denial. We can go to arbitration or mediation. We should fight back.
Commissioner Juliano wants to be notified of the meetings.
Mr. McNeil said he will email the scheduled meetings to the Board. Mr. McNeil said we use to have an Insurance Agent, Sam Allen who was getting paid to go to the meetings. We no longer have an agent.
Chairman Rimes asked how long has it been since he hasn’t gotten paid.
Mr. McNeil said 5 months, but he still does research but he does not attend the meetings.
Commissioner Latta asked if Mr. McNeil if it will interfere with his job.
Mr. McNeil said no, it’s the Executive Director’s responsibility to stay on top of it and to be in tune with the policies.
A roll call was taken
All Commissioners voted in favor
Chairman Rimes called for a motion to adopt Resolution No. 5371-16 Resolution of the Board of Commissioners of the Housing Authority of the City of Orange Rejecting the Public Bid to provide Accounting Services to the Authority for a one year period, November 1, 2015 – October 31, 2016. Commissioner Ross moved to adopt. Commissioner Latta seconded.
Chairman Rimes called for discussion
No discussion
A roll call was taken
All Commissioners voted in favor
Chairman Rimes called for a motion to adopt Resolution No. 5372-16 Resolution of the Board of Commissioners of the Housing Authority of the City of Orange Certifying Audit review for fiscal year ending March 31, 2015. Commissioner Ross moved to adopt. Commissioner Latta seconded.
Chairman Rimes called for discussion
Resolution No. 5372-16 certifying the Audit for fiscal year ending March 31, 2015 was rescinded because the Board of Commissioners did not receive the Audit in time for them to review.
A roll call was taken
All Commissioners voted in favor
UNFINISHED BUSINESS/NEW BUSINESS
Commissioner Ross would like to schedule a personnel committee.
Commissioner Juliano said he was applying for the National Fire Academy.
Commissioner Williams suggested that each unit should have a fire extinguisher. Especially after the unfortunate incident at 197 Oakwood Avenue where lives were lost.
Commissioner Latta asked if we ever found out the cause of the fire.
Mr. McNeil explained that it was undetermined.
Chairman Rimes called for a motion to adjourn the meeting. Commissioner Ross moved to adjourn. Commissioner Williams seconded.
Meeting was adjourned at 7:18 p.m.
Respectfully submitted,
Walter D. McNeil, Jr.
Secretary/Treasurer