MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF DAYTONA BEACH, FLORIDA FRIDAY, SEPTEMBER 27, 2013 The regular meeting of the Board of Commissioners of the Housing Authority of the City of Daytona Beach was held at the Housing Authority's Administration Office located at 211 N. Ridgewood Avenue, Daytona Beach, FL in the first floor conference room Friday, September 27, 2013 at 10:00 A.M. Chairman Robin Courtney called the meeting to order at 10:05 A.M. Mr. Woods provided the invocation. Upon roll call by Kizmet N. Garvin, commissioners present were Robin Courtney, Norma Lewis, John Kretzer, Sonya Frazier, and Steve Koenig. Five of five commissioners were present, in addition to Attorney Ricardo Gilmore. IV. Approve Minutes - August 16, 2013 Chairman Courtney entertained a motion to approve the August 16, 2013 minutes. Commissioner Kretzer moved the acceptance of the minutes. Commissioner Frazier seconded the motion. Four of five commissioners responded in the affirmative and Commissioner Koenig responded, "Present", because he was not in attendance for the August 16,2013 meeting. The August 16,2013 minutes were approved. V. Finance Report Mr. Heard reported that the unaudited report was submitted timely which was due August 30 th and it has been approved by REAC. The audit is not due
until March 31, 2014. The auditors were here in August and completed their field work and will return in November to complete remaining items. All of the financials are up-to-date and the September financials should be timely. Chairman Courtney welcomed Attorney Gilmore, in his firm's new role as general counsel to the Agency and Mr. Jack Jones, the new Deputy Executive Director. VI. Travel 1. Procurement Training, Tampa, FL, September 11-13,2013 Attendee: Doug Zimmer totaling $386.94 Chairman Courtney entertained a motion to approve the procurement travel. Commissioner Frazier moved the acceptance of the procurement travel as stated. Commissioner Lewis seconded the motion. In Mr. Zimmer's absence, Mr. Woods advised that the procurement training was a follow-up to training Mr. Zimmer and Mr Heard attended last year. Some agencies have changed their threshold limit for Board authorization from $100,000 to $30,000 or $35,000. Mr. Zimmer is in the process of gathering all of the data for a future presentation for the Board to consider decreasing the HACDB's threshold as well. The Board unanimously approved the procurement training totaling $386.94. VII. Old Business There was none. VIII. New Business A. Submission for approval, PILOT/Payment In Lieu of Tax to the City of Daytona Beach in the amount of $69,682.58. Chairman Courtney entertained a motion to approve the PILOT to the CODB as stated. Vice Chairman Lewis moved the acceptance of the PILOT to the CODB as stated above. Commissioner Frazier seconded the motion. September 27, 2013 Page Z af6
Mr. Woods advised that the CO DB had been reimbursing the Authority for the full amount submitted for the PILOT to satisfy the acquisition of Virginia Avenue, which has been paid in yearly installments (PILOT payment reimbursements) over the last four years. This year's PILOT payment to the City exceeds the remaining debt by about $10,000 or $12,000 which the City has advised is already expended on their end. Mr. Heard reported that the PILOT payment represents ten percent of the net rental receipts less utilities. The refund by the City will represent the 5 th and final installment. The Board unanimously approved the PILOT to the CODB totaling $69,682.58. B. Submission for approval, Resolution 2014-03, approving the Non-Smoking Policy of the HACDB effective October 1, 2013. Chairman Courtney called for a motion to approve Resolution 2014-03, approving the Non-Smoking Policy as stated above. Commissioner Frazier moved the acceptance of Resolution 2014-03. Vice Chairman Lewis seconded the motion. Mr. Woods stated that Ms. Davis has been instrumental in gathering data to support this initiative which started at the inception of his coming aboard as executive director. Other agencies were consulted throughout the process. The previous policy presented to the Board was more intense. The Sarasota HA's policy was used as a inodel. Mr. Matthew Competiello was present from the American Lung Association in support of the non-smoking initiative and congratulated the HA for instituting a non-smoking policy. Attorney Gilmore shared his support of the policy and acknowledged that he also represents the Sarasota HA and assisted them with their non-smoking policy. Commissioner Kretzer inquired about designated smoking area signage. Photos were circulated indicating the designated smoking locations and receptacles will be placed at both high-rises. Commissioner Frazier stated that she hoped the HA gives extensive help for residents who truly want to quit smoking. Ms. Davis advised that the HA partnered with the Volusia County Health Department for training and Ms. Joyce Johnson has worked very closely with them in getting assistance and information to residents on how to quit smoking, which will be continued. To date, there has been very little resident participation. Vice Chairman Lewis referenced the "Quit September 27,2013 Page 3 0/6
Smoking Now Program" offered at Daytona State which provides all the tools free of cost. She will forward the information to Ms. Garvin for sharing. The Board unanimously approved the non-smoking policy. C. Submission for approval, the September 2013 proposed disposal asset report in the amount of $3,112.00. Chairman Courtney entertained a motion to approve the September 2013 proposed disposal asset report as stated above. Commissioner Kretzer moved the acceptance of the September 2013 proposed disposal asset report as stated. Vice Chairman Lewis seconded the motion. Mr. Heard advised that the Agency continues to exceed the national average for appliances. The Board unanimously approved the September 2013 proposed disposal asset report totaling $3,112.00. D. Submission for approval, progress payment No.1 to Tydir Construction in the amount of $3,240.00 for the elevator replacement project at the HACDB administration building. Chairman Courtney called for a motion to approve progress payment No.1 to Tydir Construction as stated above. Commissioner Kretzer moved the acceptance of progress payment No.1 as stated. Commissioner Frazier seconded the motion. Mr. Woods reported that this first payment is as a result of startup costs for the elevator project at the central office. The Board unanimously approved progress payment No.1 to Tydir Construction in the amount of $3,240.00. IX. Executive Director/CEO Monthly Report and Comments There were no questions or comments related to the departmental reports. X. Comments from Staff Mr. Jones and Attorney Gilmore introduced themselves. September 27, 2013 Page 4 0/6
XI. Public Comments Richard Jass, Resident of Windsor Apartments, inquired about how long the smoking areas would exist because he thinks there should be a time limit and then the sites go non smoking entirely. Mr. Woods advised that due to current Florida Statues, the only entities permitted to ban smoking in its entirety is the board of education and hospitals. What the HA has is a starting point until it can ban smoking in its entirety. Mr. Jass referenced discontent with the current resident council president, Mr. William Fletcher, at the Windsor and that communication and training is needed so the council knows its' role. A petition was started at the Windsor to have the current president removed from office. He presented a letter commending and supporting management and maintenance at the high-rises. Chairman Courtney read the letter aloud. Mr. Woods interjected that he would respond to Mr. Jass in writing related the concerns he expressed. XII. Comments from Commissioners The Board welcomed Mr. Jones and Attorney Gilmore. Commissioner Kretzer continued the discussion related to the issues residents are having with the current Windsor RIC President. Chairman Courtney asked if it would be appropriate to provide training for the councils. Mr. Woods responded that training exists and guidance is provided. Commissioner Koenig referenced a Florida realtors meeting he recently attended and stated that one of the topics was the "invisible homeless", which are children who are homeless. He advised that there may be funding available for housing that could be legislatively done. As things develop, he will keep the HA posted. Mr. Gamble advised that Commissioner Koenig could speak to the realtors group on issues like homelessness and so forth because it does impact HAs. Attorney Gilmore added that Mr. Gamble and Mr. Woods are members of the FAHRO Committee, which is a group that forms recommendation changes to State Statue 421. Commissioners who have access to groups and lobbyists can be very important in aiding the legislation that HAs are seeking by getting information to legislators and expressing their importance. September 27, 2013 Page 5 af6
Commissioner Kretzer noted that there is a lot of good commissioner-related training being offered at the upcoming conference. XIII. Adjournment Chairman Courtney closed with acknowledging staff for their efforts and closed the meeting at 11 :00 a.m. Chairman Robm Cou ey Anthony E. Woods, Secretary Regular Baard Meeting September 27,2013 Page 6 a[6