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031786-Workshop SessionMINUTES City Commission, Sanford, Florida March 17 .. __ 19 86 The City Commission of the City of Sanford, Florida, met in Workshop Session in the City Manager's Conference Room at the City Hall in the City of Sanford, Florida, at 7:00 o'clock P. M. on March 17, 1986. Present: Mayor-Commissioner Bettye D. Smith Commissioner John Y. Mercer Commissioner Milton E. Smith Commissioner David T. Farr Commissioner Bob Thomas City Manager Frank A. Faison City Clerk H. N. Tamm, Jr. Absent: City Attorney William L. Colbert Also Present: SANFORD HOUSING AUTHORITY Commissioner Robert Frazier Commissioner William Long Commissioner Dr. Velma Williams Commissioner Alexander C. Wynn III Executive Director Elliott Smith The meeting was called to order by the Chairman. The Chairman announced this meeting has been called for information purposes only, the City Commission has no authority in the management of the Housing Authority. Mr. Elliott Smith reported that since his appointment in 1982, the delinquent tenant accounts have gone down from 33% to 1% stemming from better planning and staff. Another problem that existed at the time of his appointment, there was an outstanding balance of $340,000 from an old Modernization Program which was affecting receipt of other programs so this was closed out in 1983. In 1984 HUD awarded $1.7 million for a Comprehensive Modernization Program. In 1985 $1.4 million was awarded from HUD for another Comprehensive Modernization Program; and $85,000 for a Government Solar Energy Program. In 1986 HUD awarded $25,000 for Administrative Planning Fund. These were funds that came into the authority because of good management. The first of our audit reviews was in June, 1984 for an Occupancy Review which revealed that the area of management was being conducted in a smooth and efficient manner. In November, 1985 the Governor's Solar Energy Bank Program review stated the program was administered, documented and progressing well. This audit was reviewed by people from the Governor's office who came here, reviewed the records and walked through our program. At this time, they are considering us for an additional $20,000 for another project (Castle Brewer Court) and $50,000 for an additional project because of the timely use and documentation of the funds. The next audit review is the Comprehensive Improvement Assistance~Program (C.I.A.P.) is a competitive program, not given just because someone needs it or because the housing units are old, but because the funds are used in a timely manner. One of the major criteria is the management capabilities and the application submitted to HUD. Our application ranked extremely high. During the time of the joint review, there were three specialists here from HUD who complimented this Housing Authority on the well-run organization and program. The next joint program was the Comprehensive Improvement Assistance Program in 1985, where this Housing Authority was ranked No. 2 in the State of Florida for receiving the highest amount of money and were capable of handling two programs at the same time. Also in 1985 there was an IPA Audit where we received a good review. MINUTES City Commission, Sanford, Florida March 17, 383 19 86 Next is the Maintenance Review in 1985, where HUD reviews our maintenace operation to look at the inventory control, work order system, general upkeep of the projects from which we received a good review. Mr. Smith presented a list of programs in effect under the present administration as follows: 1. Comprehensive Improvement Assistance Program (C.I.A.P.) for 1984 - FL Project 16-1; Castle Brewer Court - $1,700,000. 2. C.I.A.P. Program for 1985 - FL 16-3, 16-4 Edwards Higgins Terrace, Cowan Moughton - $1,400,000. 3. Governor's Solar Energy Program 1985 - $85,000. 4. Aministrative Planning fund - $25,000. 5. Established Program Utilizing - Private Industry Council to pay 50% of salary for new permanent employees. 6. Established Senior Citizens Program. Mr. Smith explained that the Senior Citizens Program is a program funded by the Federal Government to allow citizens 55 years or older who are on a lower income status to be paid through that agency and employed by a non-profit agency. They are allowed to work 20 hours per week, four hours per day, at the type of work they can do. The Housing Authority anticipates 1986 funds for another C.I.A.P. for modernizing William Clark Court; and, this would put most of the public housing in excellent condition and up to code. Mr. Smith stated that he felt the Housing Authority is capable of and doing a good job. There are problems, but they are handling them as they come up. ~ Mr. Smith explained that the rents collected from the tenants can range from $0 to $400/500 per month. Mr. Alexander Wynn explained the Organizational Chart for 1986; the revamping and reorganization of the management of the Housing Authority to become more effective, in ways such as, Housing Manager, Modernization Coordinator, Finance Officer, Social Services Director, and Maintenance Superintendent report to the Executive Director. Also, the Maintenance Clerk, Maintenance Foreman report to the Maintenance Superintendent. Complaints are to be put in writing and given to the Maintenance Superintendent. Mr. Wynn reported a new personal policy and procedures being implemented to include badges for employees, sick leave, annual leave, use of time clock, grievance for staff, evaluation for staff, and a probationary period. Commissioner Dr. Williams expressed the candidate of the appointment to the Housing Authority should be someone who is objective, respects the other members of the board, and have geniune concern for the tenants of the housing. _~!~s_ig~._F_ar~_~!n~u~do~_~h~ ~viction r~ules M~ Smithexplained the eviction process is hard to enforce. Mr. Smith reported a new re-painting program and housing inspection will be ~nfo~ed ~i.th:the reorganization of the Housing Authority management, and also, explained the process of appliance maintenance, if the appliance is repairable, it is repaired, if the appliance is unrepairab!e, it is replaced. The Housing Authority is required to supply each 384 MINUTES City Commission, Sanford, Florida March 17, 19 86 unit with a refrigerator and a stove. The management uses a borax powder for pest control on a regular basis. Commissioner Mercer commented on the audit findings and recommendations as reported by the Regional Inspector General for Audit and prepared by Greene, Dycus and Company, Certified Public Accountants, for the 24 month period ending June 30, 1985. Commissioner Mercer explained the objective of internal accounting control is to provide reasonable, but not absolute, assurance as to the safeguarding of assets against loss from unauthorized use or disposition, and the reliability of financial records for preparing financial statements and maintaining accountability for assets. Commissioner Mercer suggested the management examine the recommendations closely and adhere to them. There being no further business, the meeting was adjourned. ATTEST: