Oklahoma Nahro

OKLAHOMA NAHRO EXECUTIVE COMMITTEE MEETING Tuesday, October 27, 2009 Norman, Oklahoma

Item 1: Call to Order The Executive Committee of the Oklahoma Chapter of the National Association of Housing & Redevelopment Officials (NAHRO) convened on Tuesday, October 27, 2009 at 10:00 a.m. at the Norman Housing Authority in Norman, Oklahoma, with President Blake Farris presiding.

Item 2: Roll Call Present: Excused: Blake Farris J.D. Foster Rita Love Glen Redding Kathy Bell Karen Canavan Liane Ward Bryce Scott Absent: Amy Nguyen None Leona Edwards Garey Ogle Service Officer Attendee: Lora Sellers Maria Urlaub Melvin Taylor Deborah Jenkins Richard Marshall Elton Spears Thelma Holt Cindi Bullen Peggy Hayes Ron Azlin Sherri Hunt Felix Cruz

Item 3: Approval of September 9, 2009 and September 10, 2009 Executive Committee Meeting Minutes The minutes of the September 9 and September 10, 2009 Executive Committee Meetings were approved with the correction that Deborah Jenkins is moved from Absent status to the Present status. Elton Spears made the motion for the approval of the minutes. The motion was seconded by Kathy Bell. Motion carried.

Item 4: Treasurer Report Kathy Bell distributed copies of the Treasurer’s Report and noted that the net profit for conferences is $4855.93. Because there is a change in the Treasurer position, the books are due for a review. Urlaub Accounting cannot perform the review due to a conflict of interest and we need to find a qualified reviewer. Kathy Bell made the motion for the approval of the Treasurer’s Report. The motion was seconded by Rita Love. The motion carried.

Item 5:Service Officer Report Maria Urlaub reported the OK NAHRO Winter Conference is planned for late February at the Skirvin Hotel near Bricktown in Oklahoma City. She has engaged in discussion with Nan McKay to perform 1 ½ days of training at this conference with Nan McKay only charging for the trainer’s travel. The committee had detailed discussion regarding the training format. Ron Azlin made the motion for committees to meet on Tuesday afternoon or evening, the Executive Committee to meet on Wednesday morning, to be followed by full day regular training all day Wednesday and Thursday, and the conference ending on Thursday afternoon/evening. The motion was seconded by Cindy Bullen. The motion carried.

The rate at the Skirvin is approximately $7,000 plus tax, which will end up at about $9,100. 4 tracks over 2 full days will be planned with one luncheon. There was some discussion regarding booking multiple years, and the Skirvin has suggested a 10% increase for a 3-year contract. The room rate for the Winter Conference is about $119 per night and vendors will be invited to the conference.

Maria Urlaub requested additional input by the committee regarding session topics. Greg Jungman with the OKC HUD Field Office is willing to assist with training topics. Environmental Review requirements, Section 3 requirements, new PHAS indicators, Insurance Issues (policy risks & requirements) were also mentioned

The Spring Conference is still open for discussion. A consensus was reached that location of conferences is not the biggest concern; the content of the agenda and topic quality determine attendance.

There was discussion regarding offering a new registration policy to allow a third attendee free with two paid attendees from an agency. This does not require a committee vote and will be added to the new registration forms to encourage attendance.

Deborah Jenkins expressed the importance of Oklahoma having a voice at the NAHRO Legislative Meeting in March in Washington, D.C. There is power in numbers and it is our responsibility to communicate our issues so Oklahoma does not get left behind. Deborah stressed that congressional representative meetings need to be scheduled now and those who plan to attend should go as a group to meet our representatives collectively.

The need for a Legislative Chair in Oklahoma NAHRO was discussed to address these issues and the Housing Committee will be asked to submit a recommendation for this position.

Item 6: Officer’s Reports President Blake Farris presented his written report of 2009-2011 Goals for OK NAHRO, which include an increase of at least 20% in membership above the current 63 agencies. He stated the HUD Field Office is willing to help recruit new members. There was also discussion regarding the need for agencies to submit nominations for the awards. Gary Ogle was thanked for his maintenance of the chapter website. Rita Love made the motion for the approval of the President’s Report. The motion was seconded by Ron Azlin. The motion carried.

Senior Vice-President Rita stated that she did not have a report to present at this time.

Vice-President of Housing Kathy Bell gave a verbal report regarding ARRA reporting errors and problems and PHA plan template problems, and stated that whenever agencies have problems, they should use their NAHRO network for solutions. Kathy gave an update on the condition of Kimberly Sweetin, and asked us to remember the Madill E.D., Tina Wilson, whose spouse recently passed away. Kathy Bell made the motion for the approval of the VP Housing Report. Melvin Taylor seconded the motion. The motion carried.

Vice-President of Professional Development Liane Ward gave a verbal report. The SW NAHRO procurement training will be November 16-18 in OKC at the Renaissance. The SW NAHRO maintenance conference will be February 9-11 at the Hard Rock Casino in Tulsa. Liane Ward made the motion for the approval of the VP Professional Development Report. The motion was seconded by Kathy Bell. The motion carried.

Vice-President of CR&D Bryce Scott submitted a written report and discussed ways to recruit other Community Development officials. He announced the committee has a new member, Mark Brewer. Bryce Scott made the motion for the approval of the VP CR&D Report. The motion was seconded by Gary Ogle. The motion carried.

Vice-President Member Services Amy Nguyen gave a verbal report. Her goal is to get the Member Services Committee back on track and the membership involved. Amy discussed a desire to work on ideas for revenue generation to benefit the scholarship programs. Felix Cruz suggested OK NAHRO add a predetermined amount to conference registrations to be earmarked specifically for scholarship programs. Thelma Holt suggested reinstating the first-time attendee education. Blake Farris suggested the possibility of converting the SW NAHRO handbook to reflect OK NAHRO practices. Amy Nguyen made the motion for the approval of the VP Member Services Report. The motion was seconded by Melvin Taylor. The motion carried. Vice-President Commissioners Leona Edwards presented a written report and discussed the low attendance. She stated the last meeting in San Antonio was a three day meeting with only about 4 hours of useful training. Leona stated that we need to have more substance in the content of the meetings, and less down-time. Leona also stated the committee requirement to attend at least two of the three scheduled meetings. Leona Edwards made the motion for the approval of the VP Commissioners Report. The motion was seconded by Ron Azlin. The motion carried.

Item 7: Old Business a. Past President Melvin Taylor presented service recognition awards to Leona Edwards and Bryce Scott. b. Kathy Bell reminded the committee that the new Treasurer, Gary Ogle, would be transferring the funds from First National Bank, Elk City, to Citizens Security Bank of Weleetka and the banks need a board resolution listing the account numbers to facilitate this change. Rita Love made the motion for approval of a resolution authorizing the transfer of OK NAHRO funds from First National Bank, Elk City to Citizens Security Bank, Weleetka. The motion was seconded by Elton Spears. The motion carried. c. Maria Urlaub will recommend a CPA to review the books to ensure proper transfer of funds to the new bank account and transfer of duties to the new Treasurer.

Item 8: New Business As the new budget is not yet ready, there is no new business to conduct.

Item 9: Adjournment Kathy Bell made the motion that the meeting be adjourned. The motion was seconded by Gary Ogle. The motion carried.

President

Secretary