MINUTES OF A REGULAR MEETING

OF THE

LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY

BOARD OF COMMISSIONERS

 

October 23, 2006                                                                                            Babcock Place

5:30 p.m.                                                                                                          Meal Site

 

1.         Call of Roll.

              The meeting was called to order at 5:30 p.m. by Chair, Wes Smith.  The following Commissioners answered present:

            Sonya Johnson

            Brenda O’Keefe

            Mark Gonzales

            Wes Smith

           

Also present were Milton Scott, Vickie Butler and Barbara Huppee, LDCHA staff members. 

            Commissioner Amison was absent.

1.         Approve Minutes of September 25, 2006 Board of Commissioners Meeting.

            Commissioner Gonzales moved to approve the September board meeting minutes as presented.  Commissioner Johnson seconded the motion.  The motion carried.

2.         Approve Minutes of October 17, 2006 Conference Call Board of Commissioners

Meeting.

            Commissioner Gonzales pointed out that there was an incorrect dollar amount stated on page 4 of the minutes.  The correct amount was noted.   Chairman Smith moved to approve the minutes as corrected.  Commissioner Gonzales seconded the motion.  The motion carried.

3.          Receive Comments from Tenants and Public.

            There were no tenants or members of the public present.

4.         A.        Receive September 2006 Financial Reports.

            September financials brought the agency to75% through the budget year with total rental income 4% over at 79%.  Interest income was over at 196% and other income from tenant work order damages was over budget projections at 83%.  Operating subsidy showed the agency running over budget projections at 84%.  Total income year to date was 7% over budget projections at 82%.  Total administrative expense was running 5% under budget projections or 70%.  Total tenant services continued to run over at 81%.  Water continued to run under at 64%, electricity was running 2% over at 77% and other utility expense over at 79%.  Gas was under 1% at 74%.  Total utilities were on line at 75%.  Insurance was running over at 2% due to a slight increase in workers’ compensation and auto insurance policies. Total operating expenses were running under budget at 60% through the budget year.  A total of $16,171.27 has been paid to date under contract work in progress for the Edgewood Maintenance Shop expansion project.  As of September the agency showed $191,557 in income over expenses.  This does not include the maintenance shop expenses. 

            Commissioner O’Keefe moved to approve the September financial report as presented.  Commissioner Johnson seconded the motion.  The motion carried.

            B.         Receive Quarter Ending 09/30/06 Section 8 Program Report.

            As of the 3rd Quarter reporting period the program earned $329,884.28 in earned administrative fees.  This was an aggregate total of 5,522 units under lease on the first day of the month for January through September. Fees earned under the Family Self-Sufficiency position were $24,760 and $26,946 under the Homeownership Coordinator position.  Interest earned on operating reserve investments to date were $121,749.33. Total operating receipts through September were $507,127.71.  Expenses under the Section 8 program are for those directly related to administrative expenses for operational costs to run the Section 8 program. As of this September report, a total $399,005.47 has been spent in administrative expenses.  A total of $2,064,391.24 has been paid year-to-date for Housing Assistance Payments (HAP). A total of $32,319.59 has been paid year-to-date and $39,919.10 project-to-date for the Peterson Acres Affordable Housing Project.  The Peterson Acres expansion project is being paid for with Section 8 reserves. As of the 3rd Quarter reporting period, the program showed $507,127.71 in total operating receipts and $399,005.47 in total operating expenses with operating reserves in the amount of $108,122.24.

            Chairman Smith moved to approve the Section 8 program report as presented.  Commissioner Gonzales seconded the motion.  The motion carried. 

5.         CONSENT AGENDA 

            A.        Receive Executive Director’s Report.

             Commissioner Gonzales congratulated LDCHA staff on the 2005 PHAS (Public Housing Management Assessment Score) score of 97 and moved to approve the Executive Director’s report as presented.  Commissioner Johnson seconded the motion.  The motion carried. 

 

 

6.         REGULAR AGNDA

            A.        Resolution 939: Discuss Purchase of Clinton Place and Take Action as Appropriate.

             Chairman Smith recessed into Executive Session at 6:33 p.m. for 15 minutes for the Commissioners to discuss LDCHA’s offer to purchase Clinton Place Apartments.  The Regular meeting was reconvened at 6:48 p.m. No action was taken.

             B.        Resolution 940: Receive Executive Director’s Recommendation on the Wage Comparability Study and Make Changes to Wage Scale and Pay Plan if Appropriate.

            Last month the Board received a wage comparability study of the agency’s salaries compared to six primary agencies. No recommendations were made at that time in order for the Board to have time to consider and reflect on the information provided.  This month the Board received the results of the latest study and the recommendations of the Executive Director. Fourteen of the LDCHA’s positions had starting salaries below the midpoint range of the starting salaries of the primary agencies.  Nine of the LDCHA’s positions had ending salaries below the midpoint.  No change was recommended in the number of steps in the salary scale.  The general recommendation was to adjust the scale for a number of positions by eliminating the first two or three steps of the pay scale and adding additional two or three steps to the top of the range. This would have the effect of increasing the starting and ending salaries.  Four positions were recommended for an upgrade; the Business Office Clerk, Business Manager, Elderly Housing Director, and Custodian positions.  The financial impact of the recommendations based on 2006 figures is $5,034. The Board was also asked to approve a longevity pay plan for employees who have reached the top of their salary grade. 

            The Board discussed the study and staff’s recommendations. The discussion centered on longevity pay. One option would be to give “x” amount of dollars for years of service after an employee tops out of their salary range; or the option of 2.5% of the employee’s salary after the employee topped out to be given once a year and not added to the base pay.  Chairman Smith pointed out that if the agency wanted to truly reward longevity it would not wait until an employee topped out.  With regard to grant-funded employees, Ms. Huppee stated that longevity pay would first come from the grants if there were funds to support it, and if not, it would have to come from public housing or Section 8   Ms. Huppee stated that by approving the longevity pay system it doesn’t mean that staff can write it into their grant budget this year. They may be able to write it in for future grants. If longevity pay is approved, when the annual budget is brought before the Board each year, it would contain three different pay raises; first a COLA, because that is a policy; second would be merit, third longevity. The agency will still do the Employee Performance Incentive Fund if it can.  Chairman Smith stated, because of the Employee Incentive Fund, he was more inclined to go with a percentage after an employee tops out because that allows the employee to be compensated outside of the salary range.  Chairman Smith asked, if we are rewarding years of service or if we are rewarding performance? He stated that if we are rewarding years of service then we should have a flat sum, and if rewarding the position in the hierarchy then consider having a percentage.  Commissioners then discussed the impact on the budget and requested information on the budget impact of 10, 12, and 15 years of service for those qualifying employees.

            Commissioner Gonzales moved to approve the 2006 wage comparability study based on staff’s recommendations without longevity and bring back information on longevity for those with 10, 12 and 15 years of service. Chairman Smith seconded the motion. The motion passed unanimously.   

7.         Calendar and Announcements.

            The November and December Board meeting dates were reviewed.  The November meeting will remain as regularly scheduled, November 27.  The December meeting regularly scheduled for December 25 was moved up one week to December 18. 

            The Board was reminded of the annual Section 8 Landlords appreciation luncheon on October 26 at the Union Pacific Depot from 12:00 noon to 1:30 p.m.  The Board was invited to attend.  Also, the Board was reminded of the LDCHA Staff appreciation luncheon November 2 at Marceli’s.  

8.         Adjournment. 

            There being no further items of business, Commissioner Johnson moved to adjourn.  Commissioner Gonzales seconded the motion.  The meeting was adjourned at 7:00 p.m.

 

 

 

 

_____________________________                                 _____________________________

Chair                                                                                   Secretary                                 Attest