Housing Commission

Memo To: CMHC Board of Commissioners From: Clinton McKinven-Copus, Executive Director Date: June 28, 2022 Subject: Report of the Executive Director Commissioners, Financial Statements: There are no Public Housing or Domestic Violence Grant financial statements available. The last financial statement from the CMHC fee accountant, Darrin Vieth, was for January 2022. Mr. Vieth intended, after the RAD Conversion of December 7, 2021, to continue providing accounting services for the following: • The CMHC o Public Housing (48 Scattered Site units) o Domestic Violence Grant Properties (three units) • The CT HV Limited Dividend Housing Association, LLC (owner entity of the RAD Converted properties of Century Terrace and Harborview), hereafter referred to as CT HV LLC After reviewing the closing documents for the RAD Conversion and attempting to separate the assets of the CMHC and CT HV LLC, Mr. Vieth determined neither he nor his firm had the skills to perform the required accounting. Accordingly, Mr. Vieth submitted to me, as the CMHC Contracting Officer, the termination of his services as provided in the contract with the CMHC on May 23, 2022. I subsequently spoke with Mr. Vieth as the CMHC Contracting Officer and the Managing Agent of CT HV LLC. I asked Mr. Vieth to consider continuing as the fee accountant for the CMHC if the accounting work for CT HV LLC was performed by a different firm skilled in the accounting of RAD Converted, Tax-credit, and Project-Based Rental Assistance, HUD Multifamily Properties. Mr. Vieth agreed to that arrangement. CT HV LLC subsequently procured the services of BDO USA: Assurance, Accounting, Tax & Advisory Services. On June 7, 2022, we held the kick-off meeting with the BDO team. The BDO team is currently: • Reviewing the 800-plus page closing document in preparation for the: o Accurate determination of assets, both real and cash, that belong to CT HV LLC and the CMHC o The initial trial balance for CT HV LLC o February 1, 2022, operating and capital funds balances • Entering the financial transactions of CT HV LLC into the property management software used for this property Once BDO has completed the tasks above, it will provide CMHC with the information needed for Mr. Vieth to prepare the financial statements for the public housing and domestic violence programs. CMHC Commission Meeting Page 1 of 10 June 28, 2022 Policy: 1001.01 Board Policies and Procedures: I have attached for your reference policy 1001.01 Board Policies and Procedures, adopted at last month’s meeting. If you would like a copy of this policy printed, please let me know, and we will print it and get it to you. Clinton McKinven-Copus Executive Director ATTACHMENTS: • 1001.01 Board Policies and Procedures CMHC Commission Meeting Page 2 of 10 June 28, 2022  273 sixth avenue, manistee, mi 49660 231-723-6201 office 231-723-8900 fax TDD/TTY 711 AGENDA City of Manistee Housing Commission Tuesday, June 28, 2022, 4:00 PM (Immediately following the Annual Meeting) City Council Chambers City of Manistee City Hall 1. Call to Order and Roll Call The Commission Secretary/Executive Director will make a written record of the Commissioner’s attendance 2. Amendments to Agenda 3. Public Comments on Agenda-Related Items The public comment section on agenda-related items is an opportunity for citizens to comment on agenda-related items only. The board president shall recognize citizens in attendance for comments (limited to three minutes.) Letters submitted to the Housing Commission Board will not be read publicly. 4. Consent Agenda Agenda items marked with an [*] are on the consent agenda and considered by the Executive Director to be routine matters. Before approving the Consent Agenda, Commissioners may remove an item from the Consent Agenda. Items removed from the consent agenda will come before the Commissioners, as stated on the agenda. Consent Agenda items include: a. Approval of Minutes* i. Meet Minutes, May 24, 2022 CMHC Commission Meeting Page 3 of 10 June 28, 2022  b. Financial Reports CMHC has redacted all personal identifying information of current and past program participants information from our financial documents in compliance with the Federal Privacy Act. i. Public Housing Financial Statements* 1. Public Housing Financial Statement* a. Not Available At This Time 2. Public Housing Bank Reconciliation* a. Not Available At This Time 3. Public Housing Current Year vs. Prior Year* a. Not Available At This Time ii. Domestic Violence Grant Program* 1. Domestic Violence Grant Program Financial Statement a. Not Available At This Time 2. Domestic Violence Bank Reconciliation a. Not Available At This Time iii. Security Deposits Reconciliation* 1. Security Deposit Reconciliation a. Not Available At This Time c. Resolutions Consent Agenda resolutions are matters of compliance with the U.S. Department of Housing and Urban Development or federal law that requires adopting a policy or providing public housing benefits. The contents of these resolutions, such as compliance items, policy, and regulations, are not debatable but are required for regulatory compliance. i. Listed by Number and Title 1. None CMHC Commission Meeting Page 4 of 10 June 28, 2022 5. Financial Reports CMHC has redacted all personal identifying information of current and past program participants information from our financial documents in compliance with the Federal Privacy Act. i. Public Housing Financial Statements* 1. Public Housing Financial Statement* a. Not Available At This Time 2. Public Housing Bank Reconciliation* a. Not Available At This Time 3. Public Housing Current Year vs. Prior Year* a. Not Available At This Time ii. Domestic Violence Grant Program* 1. Domestic Violence Grant Program Financial Statement a. Not Available At This Time 2. Domestic Violence Bank Reconciliation a. Not Available At This Time iii. Security Deposits Reconciliation* 1. Security Deposit Reconciliation a. Not Available At This Time 6. Old Business a. None 7. New Business a. None 8. Reports and Communications President Priester will ask if there are reports from the following individuals or if we have received any other communication. If there are no reports, the individual may respond, “no report/comment.” a. Executive Director Report b. Staff Reports c. Commissioner Reports/Comments d. Received Communications 9. Public Comment Citizens may now make comments on the general Housing Commission affairs. Citizen comments are not limited to agenda items but should be directed to Housing Commission services, activities, or involvement areas. The City of Manistee Housing Commission’s Public Comment Policy limits each individual to a three [3] minute statement. The City of Manistee Housing Commission will receive public comments and respond later if the Housing Commission determines a response is appropriate. Letters submitted to the Housing Commission Board will not be read publicly. CMHC Commission Meeting Page 5 of 10 June 28, 2022 10. Adjournment 11. Announcements and Upcoming Meetings a. Regular Commission Meeting Tuesday, July 26, 2022, City Council Chambers CMHC Commission Meeting Page 6 of 10 June 28, 2022  273 sixth avenue, manistee, mi 49660 231-723-6201 office 231-723-8900 fax TDD/TTY 711 Meeting Minutes May 24, 2022 Regular Meeting Start Time: 4:03 PM. Roll Call: Commissioner Present Absent Excused Absent Non-Excused Dale Priester ☒ ☐ ☐ Doug Parkes ☒ ☐ ☐ James Bond ☒ ☐ ☐ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☒ ☐ ☐ Housing Commission Staff & Others Present: Staff Member Present Clinton McKinven-Copus, Executive Director/Commission Secretary ☒ Lindsay McIntyre, Deputy Director ☒ Cindy Scott, Financial Analyst ☒ Kevin Helminiak, Maintenance Crew Leader ☒ Name Representing N/A Public Comment on Agenda Related Items: • None Amendments to the Agenda: • None CMHC Commission Meeting Page 7 of 10 June 28, 2022  DRAFT Consent Agenda: A Approval of Minutes 1 Meet Minutes, April 26, 2022 B Financial Reports CMHC has redacted all personal identifying information of current and past program participants information from our financial documents in compliance with the Federal Privacy Act. 1 Public Housing Financial Statements I Public Housing Financial Statement a January 2022 2 Public Housing Bank Reconciliation I Not available 3 Public Housing Current Year vs. Prior Year I Not available 4 Domestic Violence Grant Program I Domestic Violence Grant Program Financial Statement a Not available II Domestic Violence Bank Reconciliation a Not available 5 Security Deposits Reconciliation I Security Deposit Reconciliation a January 2022 6 Resolutions Consent Agenda resolutions are matters of compliance with the U.S. Department of Housing and Urban Development or federal law that requires adopting a policy or providing public housing benefits. The contents of these resolutions, such as compliance items, policy, and regulations, are not debatable but are required for regulatory compliance. I Listed by Number and Title a None Consent Agenda Motioned By: Second By: Parkes Bpmd 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: May 24, 2022 Page 2 of 4 CMHC Commission Meeting Page 8 of 10 June 28, 2022  DRAFT New Business: Resolution # Title: Adoption of 1001.01 Board Motion By: Second By: 2022-06 Policies and Procedures Parkes Bond Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☒ ☐ ☐ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☒ ☐ ☐ Resolution # Title: Adoption of 1001.02 Motion By: Second By: 2022-07 Succession Plan Policy Update Bond Parkes Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☒ ☐ ☐ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☒ ☐ ☐ Reports and Communications: • Clinton McKinven-Copus, Executive Director, provided information about the temporary move of the office suite for the remodel. Clinton McKinven-Copus, as the Managing Agent of the CT HV Limited Dividend Housing Association LLC, provided the Commissioners with an update on the progress of the modernization of Century Terrace and Harborview Apartments. City of Manistee Housing Commission Minutes Meeting Date: May 24, 2022 Page 3 of 4 CMHC Commission Meeting Page 9 of 10 June 28, 2022  DRAFT Public Comment: • Ms. Gini Pelton (who becomes a Commissioner on June 1) inquired about several things o If the Commissioners are informed of a resident’s death at Century Terrace and Harborview Apartments o If staff regularly knocks on a resident’s doors to perform a wellness check o And other questions related to the well being of a resident Clinton McKinven-Copus, as the Managing Agent of the CT HV Limited Dividend Housing Association LLC, answered Mr. Pelton’s questions as follows: o The Federal Privacy Act prohibits us from sharing information concerning the death of a resident. It is up to the deceased’s family to share the news publicly as they see fit o The staff does not knock on residents’ doors to check on the well-being of a resident o We cannot enter a resident’s unit without proper notice or a police officer authorizing the entrance o Mr. McKinven-Copus explained the process of obtaining a well-being check Meeting Adjourned Adjournment Motion By: Second By: Time: 4:35 PM Parkes Bond Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Doug Parkes ☒ ☐ ☐ ☒ Approved James Bond ☒ ☐ ☐ Karen Goodman ☐ Not Approved ☒ ☐ ☐ Kelly Tomaszewski ☒ ☐ ☐ Dale Priester Clinton McKinven-Copus President Executive Director/Secretary City of Manistee Housing Commission City of Manistee Housing Commission Minutes Meeting Date: May 24, 2022 Page 4 of 4 CMHC Commission Meeting Page 10 of 10 June 28, 2022