Housing Commission

Meeting Minutes October 27, 2020 Regular NOTE: This meeting was conducted as a “virtual meeting” using the Zoom application. Meeting Start Time: 4:07 P.M. Roll Call: Commissioner Present Absent Excused Absent Non-Excused Remote Location City of Manistee, Dale Priester ☒ ☐ ☐ County of Manistee City of Manistee, Doug Parkes ☒ ☐ ☐ County of Manistee City of Manistee, James Bond ☒ ☐ ☐ County of Manistee City of Manistee, Karen Goodman ☒ ☐ ☐ County of Manistee Kelly Tomaszewski ☐ ☒ ☐ Housing Commission Staff Present: Staff Member Present Clinton McKinven-Copus, ☒ Executive Director/Commission Secretary Lindsay McIntyre, ☒ Program Director Cindy Scott, ☐ Financial Analyst/Procurement Assistant Kevin Helminiak, ☐ Maintenance Dept. Crew Leader Others Present: • None Public Comment on Agenda Related Items: • None Amendments to the Agenda: • None Consent Agenda: A. Approval of Minutes i. Regular Meeting Minutes, September 22, 2020 B. Financial Reports i. Public Housing Financial Statements 1. Public Housing Financial Statements a. July 31, 2020 b. August 31, 2020 2. Public Housing Bank Reconciliation a. July 31, 2020 b. August 31, 2020 3. Public Housing Current Year vs. Prior Year a. July 31, 2020 b. August 31, 2020 ii. Domestic Violence Grant program 1. Domestic Violence Grant Program Financial Statement a. July 31, 2020 b. August 31, 2020 2. Domestic Violence Grant Bank Reconciliation a. July 31, 2020 b. August 31, 2020 iii. Security Deposit Reconciliation a. July 31, 2020 b. August 31, 2020 B. Resolutions i. None Consent Agenda Motioned By: Second By: Parkes Bond Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☒ ☐ ☐ ☒ Approved James Bond ☒ ☐ ☐ ☐ Not Approved Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ Old Business: • None City of Manistee Housing Commission Minutes Meeting Date: October 27, 2020 Page 2 of 3 New Business: Resolution # Title: Motion By: Second By: 2020-12 Adoption of MERS Defined Benefit Parkes Bond Plan Adoption Agreement Addendum Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☒ ☐ ☐ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ Reports and Communications: • None Public Comment: • None Meeting Adjourned Adjournment Motion By: Second By: Time: 4:20 PM Bond Parkes Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☒ ☐ ☐ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ Dale W Priester Dale W Priester (Jan 12, 2021 14:21 EST) Dale Priester Clinton McKinven-Copus President Executive Director/Secretary City of Manistee Housing Commission City of Manistee Housing Commission Minutes Meeting Date: October 27, 2020 Page 3 of 3  Meeting Minutes November 17, 2020 Regular NOTE: This meeting was conducted as a “virtual meeting” using the Zoom application. Meeting Start Time: 4:05 P.M. Roll Call: Commissioner Present Absent Excused Absent Non-Excused Remote Location City of Manistee, Dale Priester ☒ ☐ ☐ County of Manistee City of Manistee, Doug Parkes ☐ ☒ ☐ County of Manistee City of Manistee, James Bond ☒ ☐ ☐ County of Manistee City of Manistee, Karen Goodman ☒ ☐ ☐ County of Manistee Kelly Tomaszewski ☐ ☒ ☐ Housing Commission Staff Present: Staff Member Present Clinton McKinven-Copus, Executive Director/Commission Secretary ☒ Lindsay McIntyre, Deputy Director ☒ Cindy Scott, Financial Analyst ☒ Kevin Helminiak, Maintenance Dept. Crew Leader ☐ Name Representing Melissa Worden R&C Jessica Babridge R&C Public Comment on Agenda Related Items: • None Amendments to the Agenda: • None Consent Agenda: A. Approval of Minutes i. Regular Meeting Minutes, September 22, 2020 B. Financial Reports i. Public Housing Financial Statements* i. Public Housing Financial Statement* 1. September 30, 2020 ii. Public Housing Bank Reconciliation* 1. September 30, 2020 iii. Public Housing Current Year vs. Prior Year* 1. September 30, 2020 ii. Domestic Violence Grant Program* i. Domestic Violence Grant Program Financial Statement 1. September 30, 2020 ii. Domestic Violence Bank Reconciliation 1. September 30, 2020 III. Security Deposits Reconciliation* i. Security Deposit Reconciliation 1. September 30, 2020 IV. 2019 Fiscal Year Audit C. Resolutions i. None Consent Agenda Motioned By: Second By: Bond Goodman Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ ☒ Approved James Bond ☒ ☐ ☐ ☐ Not Approved Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ Old Business: • None City of Manistee Housing Commission Minutes Meeting Date: November 17, 2020 Page 2 of 4 New Business: Resolution # Title: Authorization of the Formation Motion By: Second By: 2020-13 of Riverside Housing, Inc., a CMHC Bond Goodman non-profit organization Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ Resolution # Title: Adoption of the 2021 Public Motion By: Second By: 2020-14 Housing Operating Budget Bond Goodman Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ Resolution # Title: Adoption of the 2021 DVG Motion By: Second By: 2020-15 Program Operating Budget Goodman Bond Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ Reports and Communications: • None City of Manistee Housing Commission Minutes Meeting Date: November 17, 2020 Page 3 of 4 Public Comment: • None Meeting Adjourned Adjournment Motion By: Second By: Time: 4:38 P.M. Bond Goodman Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ Dale W Priester Dale W Priester (Jan 12, 2021 14:21 EST) Dale Priester Clinton McKinven-Copus President Executive Director/Secretary City of Manistee Housing Commission City of Manistee Housing Commission Minutes Meeting Date: November 17, 2020 Page 4 of 4  RESOLUTION 2020-12 Authorization to Execute the MERS Defined Plan Adoption Agreement Addendum WHEREAS, the City of Manistee Housing Commission (CMHC), a Public Housing Authority (PHA) of the U.S. Department of Housing and Urban Development (HUD), participates in the Municipal Employees’ Retirement System (MERS), and WHEREAS, MERS is requiring that participating employers complete the Defined Benefit Plan Adoption Agreement Addendum to have more detailed and accurate information on each employer’s plan, and WHEREAS, Executive Director Clinton McKinven-Copus reviewed the Addendum with a MERS representative and completed the form, and WHEREAS, the completed Addendum does not change any of the CMHC Defined Benefit Plan’s provision: NOW, THEREFORE, on the motion of Commissioner - Parkes, and supported by Commissioner - Bond, and voted upon as follows, BE IT RESOLVED, that the CMHC adopts the following resolution: NOW, THEREFORE, IT IS HEREBY RESOLVED Executive Director Clinton McKinven-Copus is authorized by this resolution to execute the MERS Defined Benefit Plan Adoption Agreement Addendum. Commissioner Approve Against Absent Dale Priester ☒ ☐ ☐ Doug Parkes ☒ ☐ ☐ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☒ ☐ ☐ James Bond ☐ ☐ ☒ RESOLUTION DECLARED ☒ Passed ☐ Failed CERTIFICATION By the President and Executive Director’s signatures below, it is CERTIFIED that on October 27, 2020, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2020-12 and that the foregoing is a true and correct copy. Dale W Priester _________________________________ Dale W Priester (Jan 12, 2021 14:21 EST) _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director 2  RESOLUTION 2020-13 Authorization of the formation of Riverside Housing, Inc., a CMHC nonprofit organization WHEREAS, the City of Manistee Housing Commission (“CMHC”) is a public body corporate pursuant to the Michigan Housing Facilities Act, MCL 125.651 et seq., and deemed a Public Housing Authority (“PHA”) by the U.S. Department of Housing and Urban Development (“HUD”); WHEREAS, CMHC is in the process of redeveloping its entire public housing portfolio, including Harborview Scattered Sites, Century Terrace, and Harborview Apartments (collectively, the “Commission Portfolio”), which collectively contain two hundred twenty (220) dwelling and non- dwelling units, including two hundred fifteen (215) residential units; WHEREAS, CMHC determined that it can best accomplish redevelopment of the Commission Portfolio (which redevelopment shall be referred to as the “Project”) by engaging a private developer, Commonwealth Development Corporation (“Developer”) to plan, co-develop, co-own, and co-manage the various components of the Project along with CMHC; WHEREAS, CMHC has determined that, in order to accomplish its various roles in the Project, as well as to allocate resources between CMHC and non-CMHC activities, and to avail itself and the Project of various tax benefits and exemptions, it would be beneficial to establish a separate nonprofit entity (the “Nonprofit”); WHEREAS, CMHC will maintain control over the Nonprofit by virtue of the Nonprofit’s governance structure, which installs members of CMHC’s Board of Commissioners and executive leadership as the board and officers of the Nonprofit; WHEREAS, because it is anticipated that the Nonprofit will apply for 501(c)(3) charitable tax-exempt charitable status under the Internal Revenue Code which, if granted, will afford additional tax and funding benefits to the Nonprofit, the Articles and Bylaws of the Nonprofit include provisions required by the IRS for charities. NOW, THEREFORE, on the motion of Commissioner - Bond , supported by Commissioner - Goodman, and voted upon as follows, BE IT RESOLVED, that the CMHC adopts the following resolutions: NOW THEREFORE, IT IS HEREBY RESOLVED, that the Board of Commissioners hereby authorizes the establishment of a CMHC controlled nonprofit entity which shall be called Riverside Housing, Inc., in order to further CMHC’s mission. BE IT FURTHER RESOLVED, that CMHC’s Executive Director is authorized to take all necessary actions to file the Articles of Incorporation of Riverside Housing, Inc., the form of which is attached as Exhibit A. BE IT FURTHER RESOLVED, that the following persons with the below-named positions at CMHC are appointed as the initial Officers and/or Board of Directors of Riverside Housing Inc.: Clinton McKinven-Copus, Executive Director of CMHC, who will act as President of Riverside Housing, Inc. Lindsay McIntyre, Deputy Director of CMHC, who will act as Secretary of Riverside Housing, Inc. Doug Parkes, Vice President/ Treasurer of CMHC, who will act as Treasurer of Riverside Housing, Inc. Dale Priester, President of CMHC BE IT FURTHER RESOLVED, that the Board of Riverside Housing, Inc. is authorized to commence activity, including adopting the Bylaws attached hereto as Exhibit B. Commissioner Approve Against Absent Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ James Bond ☒ ☐ ☐ RESOLUTION DECLARED ☒ Passed ☐ Failed CERTIFICATION By the signatures of the President and Executive Director below, it is CERTIFIED that on November 17, 2020, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2020–13 and that the foregoing is a true and correct copy. Dale W Priester _________________________________ Dale W Priester (Jan 12, 2021 14:21 EST) _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director  Exhibit A Draft Articles of Incorporation (See Attached)  Exhibit B Draft Bylaws (See attached)  RESOLUTION 2019-14 Adoption of the 2021 Public Housing Program Operating Budget WHEREAS, the City of Manistee Housing Commission (CMHC), as a Public Housing Authority (PHA), is required by law to adhere to the rules, regulations, and directives of the United States Department of Housing and Urban Development (HUD); and WHEREAS, HUD requires the development and approval of an annual, fiscal year operating budget for the Public Housing Authority to be submitted to the Field Office, and WHEREAS, the CMHC Fiscal Year is January 1 – December 31 each calendar year, and; WHEREAS, the Treasurer, staff of CMHC and the Housing Authority Accounting Specialists, engaged by CMHC as the agency fee accountant has developed the operating budget for 2021; NOW, THEREFORE, on the motion of Commissioner - Bond , supported by Commissioner - Goodman, and voted upon as follows, BE IT RESOLVED, that the CMHC adopts the following resolution: NOW, THEREFORE, IT IS HEREBY RESOLVED • The City of Manistee Housing Commission Board of Commissioners adopts, by this resolution, the 2021 Public Housing program fiscal year operating budget as prepared by Housing Authority Accounting Specialists effective January 1, 2021 • Authorizes the Commission President to sign all documents necessary for the implementation of the adopted 2021 Operating Budget • Authorizes the Executive Director to implement, execute and manage the City of Manistee Housing Commission Public Housing program based on the adopted 2021 Operating Budget  Commissioner Approve Against Absent Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ James Bond ☒ ☐ ☐ RESOLUTION DECLARED ☒ Passed ☐ Failed CERTIFICATION By the signatures of the President and Executive Director below, it is CERTIFIED that on November 17, 2020, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2020-14 and that the preceding is a true and correct copy. Dale W Priester _________________________________ Dale W Priester (Jan 12, 2021 14:21 EST) _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director  RESOLUTION 2020-15 Adoption of the 2021 Domestic Violence Grant Program Operating Budget WHEREAS, the City of Manistee Housing Commission [CMHC] operates a grant program that provides permanent housing to low-income victims of domestic violence, commonly referred to as the DVG Grant; and WHEREAS, the DVG Grant was awarded to the CMHC by the Michigan State Housing and Development Authority [MSHDA], and WHEREAS, MSHDA oversees the grant’s implementation at awardee sites, including requiring the development of an annual, fiscal year, operating budget, and; WHEREAS, the CMHC fiscal year is January 1 – December 31, and; WHEREAS, the Treasurer, staff of CMHC and the Housing Authority Accounting Specialists, engaged by CMHC as the agency fee accountant has developed the operating budget for 2021; NOW, THEREFORE, on the motion of Commissioner - Goodman, supported by Commissioner - Bond, and voted upon as follows, BE IT RESOLVED, that the CMHC adopts the following resolutions: NOW, THEREFORE, IT IS HEREBY RESOLVED that the City of Manistee Housing Commission Board of Commissioners adopts, by this resolution, the 2021 fiscal year Domestic Violence Grant operating budget as prepared by Housing Authority Accounting Specialists. Commissioner Approve Against Absent Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ James Bond ☒ ☐ ☐ RESOLUTION DECLARED ☒ Passed ☐ Failed CERTIFICATION By the signatures of the President and Executive Director below, it is CERTIFIED that on November 17, 2020, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2020–15 and that the foregoing is a true and correct copy. Dale W Priester _________________________________ Dale W Priester (Jan 12, 2021 14:21 EST) _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director  RESOLUTION 2020-16 Write Off of Doubtful Accounts December 2020 WHEREAS, it is the intention of the City of Manistee Housing Commission (the “CMHC”) to collect all rent and related charges assessed to residents fully, 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 Commissioner Goodman, supported by Commissioner Bond, 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 Board of Commissioners authorize that the following accounts and said amounts owed to be written off: Name Owed Reason Action Taken Merrill, Jason $709.00 Moved Out Sent to collections/recorded in EIV Yontz, Travis $1875.00 Eviction Sent to collections/recorded in EIV Engwall, Kathleen J. $150.00 Eviction Sent to collections/recorded in EIV Stoddard, Noreen J. $1396.00 Deceased Sent to collections/recorded in EIV TOTAL $4,130.00  Commissioner Approve Against Absent Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ James Bond ☒ ☐ ☐ RESOLUTION DECLARED ☒ Passed ☐ Failed CERTIFICATION By the signatures of the President and Executive Director below, it is CERTIFIED that on December 15th, 2020, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2020 – 16 and that the foregoing is a true and correct copy. Dale W Priester _________________________________ Dale W Priester (Jan 12, 2021 14:21 EST) _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director  RESOLUTION 2020-16 Write Off of Doubtful Accounts December 2020 DOCUMENT REDACTED IN COMPLIANCE WITH THE FEDERAL PRIVACY ACT: PERSONALLY IDENTIFYING INFORMATION OF CURRENT AND PAST PROGRAM PARTICIPANTS HAS BEEN REDACTED WHEREAS, it is the intention of the City of Manistee Housing Commission (the “CMHC”) to collect all rent and related charges assessed to residents fully, 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 Commissioner Goodman, supported by Commissioner Bond, 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 Board of Commissioners authorize that the following accounts and said amounts owed to be written off: Name Owed Reason Action Taken Merrill, Jason $709.00 Moved Out Sent to collections/recorded in EIV Yontz, Travis $1875.00 Eviction Sent to collections/recorded in EIV Engwall, Kathleen J. $150.00 Eviction Sent to collections/recorded in EIV Stoddard, Noreen J. $1396.00 Deceased Sent to collections/recorded in EIV TOTAL $4,130.00  Commissioner Approve Against Absent Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ James Bond ☒ ☐ ☐ RESOLUTION DECLARED ☒ Passed ☐ Failed CERTIFICATION By the signatures of the President and Executive Director below, it is CERTIFIED that on December 15th, 2020, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2020 – 16 and that the foregoing is a true and correct copy. Dale W Priester _________________________________ Dale W Priester (Jan 12, 2021 14:21 EST) _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director  RESOLUTION 2020-17 COVID-19 Vaccination Policy WHEREAS, COVID-19, caused by the transmission of the coronavirus known as SARS-CoV-2, has spread throughout the world, resulting in more than 60 million cases worldwide, more than 1.5 million deaths and, locally, more than 350 cases; WHEREAS, despite the implementation of state-wide mandates to limit the spread of the virus, infection rates have continued to increase dramatically; WHEREAS, many of the residents of City of Manistee Housing Commission (CMHC) properties are older adults or individuals with underlying medical conditions that are within the groups of people most susceptible to, if contracting the virus, serious health risks, and possible mortality; WHEREAS, the Center for Disease Control and National Institute of Allergy and Infectious Diseases have identified the recently approved vaccines as the most likely method to protect individuals from the virus, stop the spread of the virus, and ultimately to eradicate the virus; WHEREAS, the vaccinating of all employees of CMHC is the best way to protect CMHC employees and residents from the spread of the virus within CMHC properties; WHEREAS, requiring that all employees be vaccinated at the first opportunity is in the best interests of CMHC employees, residents, and residents’ guests. NOW, THEREFORE, on the motion of Commissioner Bond, supported by Commissioner Goodman, and voted upon as follows, BE IT RESOLVED, that the CMHC adopts the following resolution: NOW, THEREFORE, THE FOLLOWING POLICY IS HEREBY ADOPTED by the action of the CMHC Commission as the Covid-19 Vaccination Policy of CMHC: 1. All employees shall submit to the COVID-19 vaccination at the first occasion it becomes available to the said employee through eligibility protocols established by the Michigan Department of Health and Human Services; 2. If an employee becomes vaccinated outside of a vaccination arranged by CMHC, they shall provide proof of vaccination to the CMHC Executive Director as soon as possible after their vaccination;  3. Employees who fail to submit to vaccination or fail to supply proof of vaccination after being eligible to secure vaccination may face employment-related consequences, including termination; and 4. If an employee feels that they should be exempt from mandatory vaccination as the result of their sincerely held religious beliefs or due to a disability or medical condition that would pose a health risk if submitting to vaccination, they should privately contact the Executive Director of CMHC to identify the basis for exemption and request a reasonable accommodation. Commissioner Approve Against Absent Dale Priester ☒ ☐ ☐ Doug Parkes ☐ ☐ ☒ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☒ James Bond ☒ ☐ ☐ RESOLUTION DECLARED ☒ Passed ☐ Failed CERTIFICATION By the President and Executive Director’s signatures below, it is CERTIFIED that on December 15, 2020, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2020-17 and that the foregoing is a true and correct copy. Dale W Priester _________________________________ Dale W Priester (Jan 12, 2021 14:21 EST) _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director 2