Housing Commission

CITY OF MANISTEE HOUSING COMMISSION Wednesday, December 16, 2015 Community Room - Harborview 4:01 PM AGENDA 1. Call to Order/Roll Call 2. Public Comments on Agenda Related Items This is an opportunity for citizens to comment on items on the Agenda. Citizens in attendance may be recognized by the Commission President. The City of Manistee Housing Commission Public Comment Policy limits each individual to a three (3) minute statement. The City of Manistee Housing Commission will receive public comments on agenda items only at this time. 3. Consent Agenda All agenda items marked with an asterisk (*) are on the consent agenda and considered by the Executive Director to be routine matters. Prior to approval of the Consent Agenda Commissioners may remove an item from the Consent Agenda. Items removed from the consent agenda will be taken up during the regular portion of the meeting. Consent Agenda items include: a. Approval of Minutes 1) Public Hearing/Special Meeting Minutes, October 13, 2015 3 2) Regular Meeting Minutes, November 18, 2015 5 b. Financial Reports Current financial reports were not available from our fee accountant for this meeting. 1) Public Housing Financial Statements a) Year-to-Date Budget Tracking Information 2) Domestic Violence Grant Program 3) Security Deposits Reconciliation 4. Amendments to Agenda 5. *Approval of Minutes 6. Old Business None 7. New Business a. Executive Director Discussion Notes Concerning Items of New Business 8 b. Resolution 2015-17: December Write Off of Doubtful Accounts 10 c. Resolution 2015-18: Executive Director Evaluation 12 d. Resolution 2015-19: Executive Director Agreement 14 8. Report of the Executive Director 1  a. Key Performance Indicators 16 9. Other Staff Reports At this time other CMHC staff may make a presentation to the Commissioners or the Commissioners may make inquiry of a CMHC staff member. 10. Committee Reports At this time CMHC standing committees may make a report to the Commissioners as needed. 11. *Finances 12. Communications None received 13. Public Comment This is an opportunity for citizens to comment on Housing Commission affairs. Citizens in attendance may be recognized by the Commission President. Citizen comments are not limited to agenda items but should be directed to Housing Commission services, activities or areas of involvement. The City of Manistee Housing Commission Public Comment Policy limits each individual to a three (3) minute statement. The City of Manistee Housing Commission will receive public comments at this time and will respond at a later date if the Housing Commission determines a response is appropriate. 14. Commissioner Report/Comment 15. Executive/Closed Session Executive Session has been called at the request of Executive Director Clinton McKinven- Copus for the purpose of performance of the Annual Evaluation of the Executive Director. 16. Adjournment 2  CITY OF MANISTEE HOUSING COMMISSION Meeting Minutes October 13, 2015 Public Hearing/Special Meeting Meeting Start Time: The Meeting was called to order at 4:05 p.m. by President Dale Priester. Roll Call: Commissioner Present Absent Excused Absent Non-Excused Dale Priester Doug Parkes Elbert Purdom Donna Korzeniewski Sheryl Kuenzer Housing Commission Staff Present:  Clinton McKinven-Copus, Executive Director/Commission Secretary Others Present:  None Public Hearing for the 2016 Annual Plan:  Secretary McKinven-Copus reported that no written comments were received.  President Priester asked if there were additional written comments to be submitted into the record; none were presented. Public Comment on Agenda Related Items:  None Consent Agenda: Motion: Doug Parkes Second: Donna Korzeniewski Approval: All in Favor City of Manistee Housing Commission Minutes Meeting Date: October 13, 2015 \\bdbk-file-p11.dmz.tasb.org\appsdata\bbookv3\data\1001337\50182928\data\uploads\37983599.docx Page 1 of 2 3 Amendments to the Agenda:  None Old Business:  None New Business:  Resolution 2015-16: Adoption of the 2016 Annual Plan o Motion: Donna Korzeniewski o Second: Doug Parkes o Approval: All in Favor Public Comment: None Commissioner Report/Comments: None Meeting Adjourned Motion: Sheryl Kuenzer Second: Donna Korzeniewski Approval: All in Favor Time: 4:11 p.m. Dale Priester Clinton McKinven-Copus President Executive Director/Secretary City of Manistee Housing Commission City of Manistee Housing Commission Minutes Meeting Date: October 13, 2015 \\bdbk-file-p11.dmz.tasb.org\appsdata\bbookv3\data\1001337\50182928\data\uploads\37983599.docx Page 2 of 2 4  CITY OF MANISTEE HOUSING COMMISSION Meeting Minutes November 18, 2015 Regular Meeting Minutes Meeting Start Time: The Meeting was called to order at 4:00 p.m. by President Dale Priester. Roll Call: Commissioner Present Absent Excused Absent Non-Excused Dale Priester Doug Parkes Elbert Purdom Donna Korzeniewski Sheryl Kuenzer Housing Commission Staff Present:  Clinton McKinven-Copus, Executive Director/Commission Secretary Others Present:  None Public Comment on Agenda Related Items:  None Consent Agenda: Motion: Doug Parkes Second: Sheryl Kuenzer Approval: All in Favor Amendments to the Agenda:  None Old Business:  None City of Manistee Housing Commission Minutes Meeting Date: November 18, 2015 \\bdbk-file-p11.dmz.tasb.org\appsdata\bbookv3\data\1001337\50182928\data\uploads\37983870.docx Page 1 of 3 5 New Business:  None Executive Director’s Report:  Executive Director, Clinton McKinven-Copus reviewed the presented Key Performance Indicators with the Board of Commissioners Public Comment: The Commissioners heard comments from one member of the public. Commissioner Report/Comments: None Closed Session: A closed session was requested by Executive Director, Clinton McKinven-Copus for the purpose of performing the annual evaluation on the Executive Director. Motion: Sheryl Kuenzer Second: Doug Parkes Approval: All in Favor Time: 4:11 p.m. Return to Public Session: Motion: Donna Korzeniewski Second: Doug Parkes Approval: All in Favor Time: 5:25 p.m. Meeting Adjourned Motion: Donna Korzeniewski Second: Doug Parkes Approval: All in Favor Time: 5:28 p.m. City of Manistee Housing Commission Minutes Meeting Date: November 18, 2015 \\bdbk-file-p11.dmz.tasb.org\appsdata\bbookv3\data\1001337\50182928\data\uploads\37983870.docx Page 2 of 3 6 Dale Priester Clinton McKinven-Copus President Executive Director/Secretary City of Manistee Housing Commission City of Manistee Housing Commission Minutes Meeting Date: November 18, 2015 \\bdbk-file-p11.dmz.tasb.org\appsdata\bbookv3\data\1001337\50182928\data\uploads\37983870.docx Page 3 of 3 7  1 2 3 Discussion Notes Concerning Items of New Business 4 Commission Meeting: December 16, 2015 5 Clinton McKinven-Copus, Executive Director 6 7 General Information 8 9 Procurement of Services, Materials and Construction 10 Per CMHC Procurement Policy as amended August 25, 2009: Micro Purchases (purchases of less than $2,000) Authorization Required: Executive Director Description Solicitation Type Bids/Proposals Received Awardee Amount None 11 Competitive Proposal (purchases greater than $100,000) Authorization Required: Executive Director & Board of Commissioners Description Solicitation Type Bids/Proposals Received Awardee Amount None 12 Small Purchases (purchases greater than $2,000 and under $100,000 Authorization Required: Executive Director Description Solicitation Type Bids/Proposals Received Awardee Amount None 13 14 15 16 17 18 19 20 21 22 23 24 25 Executive Director Discussion Notes Concerning Items of New Business Meeting—December 16, 2015 Page 1 of 2 8  New Business 1 2 Resolution 2015-17: Write Off of Doubtful Accounts 3 4 SNAPSHOT: CMHC reviews bad-debt accounts in July and December of each year for 5 potential write off. Resolution 2015-17 reflects the write offs for consideration 6 for December 2015. The names of the account holders are redacted in 7 accordance with the federal Privacy Act. 8 9 DISCUSSION: 10 11 No additional information. 12 13 Recommendation: 14 It is the recommendation of the Executive Director that the Commissioners adopt Resolution 2015-17. 15 16 Resolution 2015-18: Executive Director Agreement 17 18 SNAPSHOT: The resolution approves the execution of the annual evaluation of the Executive 19 Director and places it on file in the Executive Director’s employment file. 20 21 DISCUSSION: 22 23 No additional information. 24 25 Recommendation: 26 Resolution 2015-18 comes as a recommendation from the Personnel Committee. 27 28 Resolution 2015-19: Executive Director Agreement 29 30 SNAPSHOT: The resolution approves the annual agreement between the Housing 31 Commission and the Executive Director. 32 33 DISCUSSION: 34 35 No additional information. 36 37 Recommendation: 38 Resolution 2015-19 comes as a recommendation from the Personnel Committee. 39 Executive Director Discussion Notes Concerning Items of New Business Meeting—December 16, 2015 Page 2 of 2 9  Phone: (231) 723-6201 Fax: (231) 723-8900 TDD/TTY: (800) 545-1833, ext. 870 manisteehousing@manisteehousing.com Resolution 2015-17 Write Off Of Doubtful Accounts WHEREAS, it is the intention of the City of Manistee Housing Commission(the “CMHC”) to fully collect all rent and related charges assessed to residents, and WHEREAS, the City of Manistee Housing Commission has made every reasonable attempt to collect on the accounts listed in this resolution, NOW, THEREFORE, on the motion of , supported by , and voted upon as follows, BE IT RESOLVED, that the CMHC adopts the following resolution: IT IS HEREBY RESOLVED that the Board of Commissioners authorizes that the following accounts and said amounts owed be written off: Name Amount Owed Reason Action Taken Bostic, Charles F. $ 564.18 Evicted Sent to collections/recorded in EIV Edgington, Richard R. $ 155.00 Moved Sent to collections/recorded in EIV Ferreira, Alicia M. $ 1,210.02 Evicted Sent to collections/recorded in EIV Griffin, Kaitlyn J. $ 31.00 Moved Sent to collections/recorded in EIV Grubius, Angela K. $ 728.21 Evicted Sent to collections/recorded in EIV Harris, Loretta L. $ 577.88 Evicted Sent to collections/recorded in EIV Hedger, Eric L. $ 62.00 Moved Sent to collections/recorded in EIV Hickox, Robert S. $ 735.49 Evicted Sent to collections/recorded in EIV Larsen, Keith M. $ 554.44 Evicted Sent to collections/recorded in EIV Miles, Marilyn I. $ 1,099.00 Moved Sent to collections/recorded in EIV Pamame, Leila M. $ 491.08 Evicted Sent to collections/recorded in EIV Radee, Benjamin $ 195.00 Evicted Sent to collections/recorded in EIV Ravens, Silvano T. $ 862.07 Evicted Sent to collections/recorded in EIV Rork, Lorraine C. $ 220.00 Moved Sent to collections/recorded in EIV Shaw, Richard L. $ 581.80 Evicted Sent to collections/recorded in EIV Troppi, Sarah E. $ 399.33 Evicted Sent to collections/recorded in EIV 10  Tyndall, Kayla D. $ 304.20 Evicted Sent to collections/recorded in EIV Vorase, Travis A. $ 20.00 Moved Sent to collections/recorded in EIV Wallett, Sarah M. $ 226.48 Moved Sent to collections/recorded in EIV Welch, Jason L. $ 1,264.17 Evicted Sent to collections/recorded in EIV Wheeler, Amanda B. $ 606.72 Evicted Sent to collections/recorded in EIV TOTAL $ 10,888.07 Those voting in favor: Those voting against: Those absent or abstaining: RESOLUTION DECLARED PASSED CERTIFICATION I, Dale Priester, President of the City of Manistee Housing Commission, do hereby CERTIFY that the foregoing is a true and correct copy of the Resolution adopted by the City of Manistee Housing Commission at a regular meeting held on the 16th day of December, 2015. _________________________________ Dale Priester, President I, Clinton McKinven-Copus, Secretary of the City of Manistee Housing Commission, do hereby CERTIFY that the foregoing is a true and correct copy of the Resolution adopted by the City of Manistee Housing Commission at a regular meeting held on the 16th day of December, 2015. _________________________________ Clinton McKinven-Copus, Secretary 2 11  Phone: (231) 723-6201 Fax: (231) 723-8900 TDD/TTY: (800) 545-1833, ext. 870 manisteehousing@manisteehousing.com Resolution 2015-18 Annual Evaluation of the Executive Director 2015 WHEREAS, the City of Manistee Housing Commission Personnel Committee of the Board of Commissioners met with the Commissioners in closed session, at the request of Executive Director Clinton McKinven-Copus for the purpose of performing the annual evaluation of the Executive Director, on November 18, 2015, and WHEREAS, The Personnel Committee met with Executive Director Mr. Clinton McKinven-Copus on December 9, 2015 and presented the completed annual evaluation of his performance, and WHEREAS, Executive Director Clinton McKinven-Copus concurs with the results of the annual evaluation, and WHEREAS, the Personnel Committee of the Board of Commissioners presents the completed annual evaluation of Executive Director Clinton McKinven-Copus to the Board of Commissioners and recommends approval; NOW, THEREFORE, on the motion of , supported by , and voted upon as follows, BE IT RESOLVED, that the CMHC adopts the following resolution: NOW, THEREFORE, IT IS HEREBY RESOLVED that the City of Manistee Housing Commission authorizes  The execution of the Annual Evaluation of the Executive Director, Mr. Clinton McKinven- Copus and the placing of it in his employment file. Those voting in favor: Those voting against: Those absent or abstaining: RESOLUTION DECLARED Passed 12 CERTIFICATION I, Dale Priester, President of the City of Manistee Housing Commission, do hereby CERTIFY that the foregoing is a true and correct copy of the Resolution adopted by the City of Manistee Housing Commission at a regular meeting held on the 16th day of December, 2015. _________________________________ Dale Priester, President I, Clinton McKinven-Copus, Secretary of the City of Manistee Housing Commission, do hereby CERTIFY that the foregoing is a true and correct copy of the Resolution adopted by the City of Manistee Housing Commission at a regular meeting held on the 16th day of December, 2015. _________________________________ Clinton McKinven-Copus, Executive Director 2 13  Phone: (231) 723-6201 Fax: (231) 723-8900 TDD/TTY: (800) 545-1833, ext. 870 manisteehousing@manisteehousing.com Resolution 2015-19 Executive Director Agreement WHEREAS, the City of Manistee Housing Commission Board of Commissioners appointed Clinton McKinven-Copus as Housing Commission Executive Director March 1, 2005, and WHEREAS, Mr. Clinton McKinven-Copus has continuously served as the City of Manistee Housing Commission Executive Director since appointment March 1, 2005, and WHEREAS, the Personnel Committee of the Board of Commissioners presents the Employment Agreement between CMHC and Mr. Clinton McKinven-Copus and recommends approval; NOW, THEREFORE, on the motion of , supported by , and voted upon as follows, BE IT RESOLVED, that the CMHC adopts the following resolution: NOW, THEREFORE, IT IS HEREBY RESOLVED that the City of Manistee Housing Commission authorizes  President Dale Priester to execute the employment agreement between City of Manistee Housing Commission and Mr. Clinton McKinven-Copus Those voting in favor: Those voting against: Those absent or abstaining: RESOLUTION DECLARED Passed 14 CERTIFICATION I, Dale Priester, President of the City of Manistee Housing Commission, do hereby CERTIFY that the foregoing is a true and correct copy of the Resolution adopted by the City of Manistee Housing Commission at a regular meeting held on the 16th day of December, 2015. _________________________________ Dale Priester, President I, Clinton McKinven-Copus, Secretary of the City of Manistee Housing Commission, do hereby CERTIFY that the foregoing is a true and correct copy of the Resolution adopted by the City of Manistee Housing Commission at a regular meeting held on the 16th day of December, 2015. _________________________________ Clinton McKinven-Copus, Executive Director 2 15 Key Performance Indicators Reporting Month: December 16, 2015 Occupancy As of Total Total Occupancy Total Rentable Rentable Occupancy December 10, 2015 Units Occupied Rate Units Occupied Rate HA Wide 218 195 89% 214 195 91% Century Terrace 119 104 87% 119 104 87% Harborview 48 46 96% 48 46 96% Scattered Sites 47 45 96% 47 45 96% Vacant Unit Turn Around Time 01/01—12/10 2012-2015 As of Dec. Total Maintenance Maintenance Lease-up Lease-up Vacancy Vacancy Capital 10th 2015 Units Turn Days Turn Days Days Days Days Days Fund Turned Average Average Total Average Days 2015 75.00 1,133.00 15.11 1,820.00 24.27 2,973.00 39.65 0.00 2014 27.00 356.00 10.33 65.00 2.41 421.00 12.74 77.00 2013 25.00 131.00 3.76 49.00 1.96 185.00 5.92 0.00 2012 32.00 1,106.00 34.56 285.00 8.91 1,399.00 43.72 0.00 Total 132.00 2,370.00 53.43 2,154.00 35.14 4,557.00 89.29 0.00 4-Year 39.75 681.50 15.94 554.75 9.39 1,244.50 25.51 19.25 Average CMHC staff is developing new strategies to  increase occupancy rate  reduce the number of vacancies  attract families that will stay longer [thus reduce turnover] We intend to introduce and implement those strategies in January. Executive Director Key Performance Indicators Meeting—December 16, 2015 Page 1 of 2 16  Financial The charts below provide a quick summary; please refer to the full financial documents included in the packet for detailed information. NOTE: At the time of publication of the materials for the Commission meeting December 16, 2015 CMHC had not received either the October or November financial statements. Starting with the January 26, 2016 meeting CMHC staff will prepare internal financial statements for presentation at each Commission meeting. If, upon receipt of the financial statements from the CMHC fee account there are discrepancies and/or changes between the statement prepared internally and the one prepared by the fee accountant, the statement of the fee accountant shall prevail and corrective information will be supplied to the Commissioners. The Commissioners shall continue to receive the statements prepared by the fee account upon receipt by CMHC. RESERVES Min. Months Required Amount Required Actual Months Actual Amount 6 Months $540,000 CMHC Reserves are 59% of Required amount KEY FINANCIAL INDICATORS— Rent Roll Rent Collected Total Income Total Expense Capital Expense Profit/(Loss) Executive Director Key Performance Indicators Meeting—December 16, 2015 Page 2 of 2 17