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Home My WebLink About03-17-2022i^ Regular Meeting Board of Commissioners Housing Authority of Paducah March 17, 2022 1. CALL TO ORDER The Board of Commissioners of the Housing Authority of Paducah met for its regular monthly meeting on March 17, 2022 at 4:00 p.m. (Central Time) at the Harvey Riley Center for Education, 2304 Ohio Street, Paducah, Kentucky. The meeting was held irr accordance with the Kentucky Open Meetings Act. 2. ROLL CALL Chairman Narozniak called the meeting to order at 4:00 p.m. Upon roll call, those answering present were: Chairman Narozniak x Commissioner Nunn Absent Commissioner Parker x Commissioner Henderson x Commissioner Vontesmar x �1 3. ESTABLISH QUORUM Chairman Narozniak declared a quorum to be present. He then called the meeting to order and welcomed all of the attendees present. Attendees: Tommy Hollimon, Jr., Sandy Givens, Crystal Rothrock, LaToya Burton, and Jackie M. "Jay" Matheny, Jr., Esq. Also present: Vernetta Flemons (Resident at Pierce Lackey). 4. PRESENTATION: 4.1 2021 Audit Presentation by Barton, Gonzales, and Myers Tommy R. Barton, CPA, of Barton, Gonzales & Myers, P.A. (Certified Public Accountants) presented the Audit Report for the Housing Authority of Paducah for the fiscal year ending March 31, 2021. Financial highlights from the Audit Report were as follows: • The Housing Authority of Paducah's net position decreased $434,438.00 in 2021. Net position for 2020 was $11,768,272.00 and net position for 2021 was $11,333,834.00. • Revenues increased $739,008.00 during 2021, and were $6,153,016.00 for 2020 and $6,892,024 for 2021. Page 1 of 6 • Total expenses decreased $276,543.00 during 2021 and were $7,603,005.00 for 'OWN 2020 and $7,326,462.00 for 2021. • The Housing Authority of Paducah received and expended $227,925.00 in CARES Act monies in the 2021 fiscal year. • There were no identifiable deficiencies in internal control over compliance that could be considered to be material weaknesses. Following additional general discussion regarding the audit report, Commissioner Vontesmar made a motion to approve the audit report. Following a second on the motion to approve the audit report by Commissioner Parker, a vote to approve the audit report was taken. Upon roll call, those answering "Aye" were Chairman Narozniak, Commissioner Parker, Commissioner Henderson, and Commissioner Vontesmar. "Nays" none. Chairman Narozniak declared the motion to be carried. 5. APPROVAL OF CONSENT AGENDA 5.1 BOARD MINUTES for regular meeting of January 20, 2022 5.2 FINANCIALS for February 2022 Director of Finance Sandy Givens reported that the Housing Authority of Paducah is ending the year on a positive note. Ms. Givens also reported that miscellaneous income is up approximately 270% over the budgeted amount due to an insurance claim from the prior year that was finally paid out. There was additional discussion regarding the HUD operating subsidy, former tenant balances, and the Healthy at Home Eviction Relief Fund. Following additional general discussion regarding financials, Commissioner Vontesmar made a motion to approve the consent agenda. Following a second on the motion to approve the consent agenda by Commissioner Parker, a vote to approve the consent agenda was taken. Upon roll call, those answering "Aye" were Chairman Narozniak, Commissioner Parker, Commissioner Henderson, and Commissioner Vontesmar. "Nays" none. Chairman Narozniak declared the motion to be carried. 6. PROPERTY MANAGEMENT REPORT 6.1 Occupancy and Waiting List Report from February 2022 Director of Property Management Crystal Rothrock provided the property management board report for the period of February 1, 2021 through February 28, 2022. Of note, there were 88 total applications taken for this time period, a total of 6 apartments rented during this time period, 3 apartments vacated during this time period, and 803 applicants on the waiting list for this time period. Also of note, during this time period, there were 94 units vacant and 3 casualty losses due to Fre and water damage. Page 2 of 6 P`\ 7. ITEMS OF INTEREST/EXECUTIVE DIRECTOR'S REPORT Executive Director Hollimon discussed the "all hands on deck" approach to flipping/turning units. Currently, all employees are working on Fridays to flip/tum units. Because of these efforts, six (6) units were turned last Friday alone. Executive Director Hollimon was complimentary of the staff for their efforts in this endeavor. 7.1 Legal Contract Extension Executive Director Hollimon advised that, pursuant to the last request for proposals issued by the Housing Authority of Paducah, this is the final contract extension that will be extended to Denton Law Firm, PLLC of Paducah for the provision of legal services for the Housing Authority of Paducah before a new request for proposals will be issued. Executive Director Holliman further advised that the execution of this contract extension would not require board action and would be executed following the meeting. Attorney Jay Matheny of Denton Law Firm expressed his gratitude for the opportunity to continue to provide legal services to the Housing Authority of Paducah. 7.2 Paducah Day Nursery Contract Executive Director Hollimon advised that the Paducah Day Nursery had signed a thirty- year lease with the Housing Authority of Paducah. Executive Director also provided a report from Paducah Day Nursery regarding the provision of services by Paducah Day Nursery, personnel of Paducah Day Nursery, training received by Paducah Day Nursery personnel, and incidents reported by Paducah Day Nursery. 7.3 Community Garden at HC Mathis Executive Director Hollimon discussed the Community Garden at HC Mathis, as well as the Senior Center's sponsorship and provision of labor for the Community Garden at HC Mathis. Executor Director Hollimon also shared photographs and community response regarding the Community Garden at HC Mathis. 7.4 Open Meeting/Records Handbook — Denton Law Firm Executive Director Hollimon advised the Board of Commissioners that, under Kentucky law, public agencies and their boards must be provided with a publication from the Kentucky Attorney General's Office entitled "The Kentucky Open Records & Open Meetings Acts: A Guide for the Public and Public Agencies" which pertains to the Kentucky Open Meetings Act and the Kentucky Open Records Act. Attorney Jay Matheny with the Denton Law Firm distributed this publication to each member of the Board of Commissioners for the Housing Authority of Paducah. Additionally, Mr. Matheny provided each member of the Board of Commissioners for the Housing Authority of Paducah with a receipt whereby each member acknowledged, by signature, receipt of the Open Meetings/Open Records publication. After being signed by each member of the board, those receipts were returned to Executive Director Hollimon. Page 3 of 6 8. ACTION ITEMS /�*\ 8.1 Resolution No. 859-22- Resolution Appointing Latoya Burton as Representative for the Housing Authority of Paducah for Kentucky Association of Counties' Annual Meeting of the Medical Benefits Committee The Housing Authority of Paducah is a participating employer which provides medical Benefits to its eligible employees through the Kentucky Association of Counties' benefits Program. Executive Director Hollimon and HAP Human Resources Manager, LaToya Burton, discussed the need for a representative from the Housing Authority of Paducah at the Kentucky Association of Counties' annual meeting of the Medical Benefits Committee. After additional general discussion regarding this resolution, Chairman Narozniak then called for a motion to approve Resolution No. 859-22. Upon motion made by Commissioner Vontesmar and seconded by Commissioner Parker, a vote to approve Resolution No. 859-22 was taken. Upon roll call, those answering "Aye" were Chairman Narozniak, Commissioner Parker, Commissioner Henderson, and Commissioner Vontesmar. "Nays" none. Chairman Narozniak declared the motion to be carried. 8.2 Resolution No. 860-22 — Resolution to Adopt and Implement an Open Records Policy and Procedure Executive Director Hollimon advised that, as a statutorily created public agency, the Housing Authority of Paducah was subject to the Kentucky Open Records Act, the requirements thereof, and certain requirements with regard to records retention. Resolution No. 860-22 establishes an Open Records Policy and Procedure for the Housing Authority of Paducah, including the establishment of an official records custodian, retention of records, the procedure for requesting records, the HAP's response procedure, and copy costs. After a discussion regarding the proposed policy and procedure, Chairman Narozniak then called for a motion to approve Resolution No. 860-22. Upon motion made by Commissioner Henderson and seconded by Commissioner Vontesmar, a vote to approve Resolution No. 860-22 was taken. Upon roll call, those answering "Aye" were Chairman Narozniak, Commissioner Parker, Commissioner Henderson, and Commissioner Vontesmar. "Nays" none. Chairman Narozniak declared the motion to be carried. 8.3 Resolution No. 861-22 - Section 3 Policy Adoption Director of Finance Sandy Givens provided an overview of the proposed Section 3 Policy for the Housing Authority of Paducah, which is designed to comply with the new HUD Section 3 Final Rule issued September 29, 2020 and became effective November 30, 2020. The purpose of Section 3 is to ensure that economic opportunities; most importantly employment, generated by certain HUD financial assistance shall be directed to low- and very low-income persons. Because the Housing Authority of Paducah does not have a current policy that addresses the new requirements of Section 3, it was recommended that the Board of Commissioners adopt the Section 3 policy as presented. W Page 4 of 6 It was noted that the individual income cap as listed in the Section 3 policy as presented was $47,250.00 but should be $35,650.00. After this change was noted, Chairman Narozniak then called for a motion to approve Resolution No. 861-22 adopting the proposed Section 3 Policy with the individual income cap being amended from $47,250.00 to $35,650.00. Upon motion made by Commissioner Vontesmar and seconded by Commissioner Henderson, a vote to approve Resolution No. 861-22 (adopting the Section 3 policy with the individual income cap change) was taken. Upon roll call, those answering "Aye" were Chairman Narozniak, Commissioner Parker, Commissioner Henderson, and Commissioner Vontesmar. "Nays" none. Chairman Narozniak declared the motion to be carried. 8.4 Resolution No. 862-22 - FYE 2023 Operating Budget Adoption Executive Director Hollimon, with input from Sandy Givens, presented the FYE 2023 operating budget for the Housing Authority of Paducah. Executive Director Hollimon discussed the financial difficulties and resulting revenue stream reduction caused by COVID-related issues. Other budgetary concerns include a significant cut in the operating subsidy, as well as an accounts receivable balance of over $500,000.00. Consequently, certain policy and fee changes have been necessary to create a workable operating budget for FYE 2023, including trash fee increases, late fee increases, a moratorium on staff raises. After a discussion regarding the proposed FYE 2023 operating budget, Chairman Narozniak then called for a motion to approve Resolution No. 862-22. Upon motion made by Commissioner Henderson and seconded by Commissioner Parker, a vote to approve Resolution No. 860-22 was taken. Upon roll call, those answering "Aye" were Chairman Narozniak, Commissioner Parker, Commissioner Henderson, and Commissioner Vontesmar. "Nays" none. Chairman Narozniak declared the motion to be carried. 8.5 Resolution No. 863-22- FYE 2022 Quarter 3 & 4 Write Offs Executive Director Hollimon and Director of Finance, Sandy Givens, discussed collection losses/uncollectible tenant debts for the third and fourth quarters of FYE 2022 in the following amounts: AMPI - $25,003.37 AMP2 - $57,642.50 AMP6 - $0.00 After additional discussion regarding collection losses/uncollectible tenant debts, Chairman Narozniak then called for a motion to approve Resolution No. 863-22. Upon motion made by Commissioner Henderson and seconded by Commissioner Vontesmar, a vote to approve Resolution No. 863-22 was taken. Upon roll call, those answering "Aye" were Chairman Narozniak, Commissioner Parker, Commissioner Henderson, and Commissioner Vontesmar. "Nays" none. Chairman Narozniak declared the motion to be carried. Page 5 of 6 9. OPEN DISCUSSION Commissioner Vontesmar commented that the "all hands on deck" approach to flipping/turning units has been very positive. 9. ADJOURN There being no further business, Chairman Narozniak called for a motion to adjourn. Upon motion to adjourn made by Commissioner Parker and seconded by Commissioner Vontesmar, a vote to approve the motion to adjourn was taken. Upon roll call, those answering "Aye" were Chairman Narozniak, Commissioner Parker, Commissioner Henderson, and Commissioner Vontesmar. "Nays" none. Chairman Narozniak declared the motion to be carried and the meeting to be adjourned. Edwa d Narozniak, Chairman & — \ le - 2' --- ��, j�Yli►�`��iuiiL' Tommyecretary Date Date 238045 Page 6 of 6