Manhattan Housing Authority Board of Commissioners s1

Board of Commissioners September 18, 2013 Page 1 of 3

MANHATTAN HOUSING AUTHORITY BOARD OF COMMISSIONERS REGULAR MEETING APARTMENT TOWERS COMMUNITY ROOM Manhattan, KS 66502 September 18, 2013 5:30 p.m. Members Present: Jan Galitzer Jamie Schrock Phil Anderson Usha Reddi

Members Absent: Ida Jane Leupold Eileen Meyer Lorenza Lockett

City Commission Liaison: Usha Reddi

Staff Present: JoAnn Sutton, Executive Director Kari Moore, Administrative Assistant Mandy Thomas, Assistant Executive Director Dustin Nelson, Facilities Supervisor I. CALL TO ORDER Jan called the meeting to order at 5:30 p.m. II. OPEN FORUM a. New Comments or Concerns: Jennifer Wilkinson and Karen Hubbard, residents of Carlson Plaza, were in attendance regarding a petition that they passed around Carlson Plaza regarding replacement of cable lines in the building. The petition is requesting to have the cable wires replaced in the building; the residents are also requesting to have a basic cable package for all tenants in the building provided by MHA at either no cost to the residents or at a reduced rate. Jan suggested that they contact the Administrative Office and schedule an appointment with JoAnn to further discuss this matter. JoAnn stated that this would be an appropriate comment for the Public Hearing scheduled later in the meeting, and would include them in the Public Hearing comments.

b. Adjournment Time: Adjournment time was set for no later than 7:00 p.m.

III. CONSENT AGENDA Phil moved to approve the Consent Agenda, approving the minutes of the August 21, 2013 Regular meeting, the minutes of the August 28, 2013 Special Meeting, the Executive Director’s Report and the Financial Reports as presented. Jamie seconded. Jan asked if there were any comments or discussion regarding Consent Agenda items. The following discussion occurred: Board of Commissioners September 18, 2013 Page 2 of 3

a. JoAnn stated that she has spoken with our Legal Counsel, Henry Otto, and was advised that future discussions regarding the status of the Apartment Towers environmental issues that may be subject to attorney-client privilege should be discussed in Executive Session.

b. JoAnn gave an update on the Invitation for Bid that we had out for painting and replacement of guttering at Baehr Place. We only received one bid; although the bid was below the small purchase threshold and not subject to the sealed bid procedures of the Procurement Policy, JoAnn stated that award of the bid can be made upon approval from the Board of Commissioners; this will be brought before the Board at a later date. JoAnn feels very confident in the work this contractor will do since we currently utilize his services when necessary for unit turnover.

There were no further comments or discussion regarding Consent Agenda items. Jan called for a roll call vote to approve the Consent Agenda. Roll call vote carried 4-0

IV. COMMISSIONER’S COMMENTS No Comments

V. OLD BUSINESS a. Discuss Energy Performance Contract JoAnn had a conference call with the Department of Housing and Urban Development (HUD) to discuss an Energy Performance Contract (EPC). Our HUD Engineer would like us to have a conference call with him and the HUD Office of Energy Improvements to get more insight on the effects an EPC would have on subsidy; HUD will schedule a conference call. JoAnn asked if the Board felt it would be beneficial to have another presentation with Johnson Controls. Board members stated that they felt comfortable with information that was already presented and did not feel another presentation was needed.

VI. NEW BUSINESS a. Public Hearing for 2014 Annual Plan JoAnn stated that HUD requires the Housing Authority to hold a Public Hearing each year to receive input from residents, the Board and the public regarding Housing Authority programs and services. Jan Galitzer opened the Public Hearing. There were no comments, however JoAnn stated under Open Forum that those residents would be included in the Public Hearing comments. There being no further comments, the Public Hearing was closed. JoAnn reminded Jan that the Civil Rights Certification will require her signature for submission to the Department of Housing and Urban Development.

b. Approve Audit for Fiscal Year Ending 2012 The board members were provided with a copy of the 2012 Independent Audit Report. JoAnn stated that the report presented a fair picture of the Housing Authority, and there were no findings to be addressed. Phil moved to approve Resolution No. 091813-A, accepting the 2012 Independent Audit report as Board of Commissioners September 18, 2013 Page 3 of 3

prepared by Dennis J. Edwards, CPA, P.A., as presented. Jamie seconded. Roll call vote carried 4-0.

c. Authorize Emergency Procurement of Architect/Engineering Contract JoAnn expressed to the Board that in order to apply for emergency grant funds from HUD, detailed estimates of emergency repairs are required at the Apartment Towers; an Engineer will be required to provide the detailed estimates. Johnson Controls has indicated their willingness to work with an Engineer in contemplation of a possible EPC project. Phil moved to authorize that Executive Director to negotiate and enter into an Architect/Engineering Contract through a non-competitive solicitation process. Jamie moved to second Phil’s motion

VII. ADJOURNMENT It was moved and seconded to adjourn the meeting at 6:30 p.m.

Respectfully Submitted,

Janis Clare Galitzer, Board Chair