Housing Commission

273 sixth avenue, manistee, mi 49660 231-723-6201 office 231-723-8900 fax TDD/TTY 711 ANNUAL MEETING AGENDA City of Manistee Housing Commission Tuesday, July 26, 2022, 4:00 PM City Council Chambers City of Manistee City Hall 1. Call to Order and Roll Call Clinton McKinven-Copus, Executive Director and Commission Secretary, will call the 2022 Annual meeting of the City of Manistee Housing Commission to order. Roll call attendance will now be taken. 2. Nominations for and Election of Commission President Clinton McKinven-Copus will solicit nominations for President of the Board of Commissioners. Nominations are limited to members of the City of Manistee Housing Commission nominating another Commissioner to serve as President. A Commissioner may also nominate themself. Upon closing of nominations, Executive Director Clinton McKinven-Copus will conduct a vote to determine the President of the Board of Commissioners. Election shall occur by roll call vote. Duties and responsibilities of the President The President shall preside at all meetings of the Commission. At such meetings, the President shall submit such recommendations and information as he or she considers appropriate concerning the business, affairs, and policies of the Commission. Except as otherwise authorized by resolution of the Commission, the President, with Commission authorization, shall sign all contracts, deeds, and other instruments made by the Commission. 3. Meeting leadership turned over to the newly elected Commission President CMHC Commission Meeting Page 1 of 13 July 26, 2022 4. Nominations for and Election of Commission Vice-President The Elected Commission President will solicit nominations for Vice-President of the Board of Commissioners. Nominations are limited to members of the City of Manistee Housing Commission nominating another Commissioner to serve as the Vice-President. A Commissioner may also nominate themself. Upon closing of nominations, Executive Director Clinton McKinven-Copus will conduct a vote to determine the Vice-President of the Board of Commissioners. Election shall occur by roll call vote. . Duties and Responsibilities of the Vice-President The Vice-President shall perform the duties of the President in the absence or incapacity of the President. In the case of the resignation, removal, or death of the President, the Vice-President shall perform the duties of the President until such time as the Commission shall select a new President. 5. Nominations for and Election of Commission Treasurer The Elected Commission President will solicit nominations for Treasurer of the Board of Commissioners. Nominations are limited to members of the City of Manistee Housing Commission nominating another Commissioner to serve as the Treasurer. A Commissioner may also nominate themself. Upon closing of nominations, Executive Director Clinton McKinven-Copus will conduct a vote to determine the Treasurer of the Board of Commissioners. Election shall occur by roll call vote. Duties and responsibilities of the Treasurer The Treasurer of the Commission shall hold throughout his or her appointment a Michigan Certified Public Accountant license. In the event that there is no available Certified Public Account to serve as Treasurer, the Commission shall appoint as Treasurer someone with significant financial or banking experience. The Treasurer shall be the Chair of the Audit and Finance Committee. The Treasurer will have oversight of all financial and accounting systems of the Commission and shall report to the Commission on such financial and accounting matters as are necessary and appropriate. The Treasurer is the first Commissioner contacted as the Commissioner signer on all City of Manistee Housing Commission checks. The financial policies of the City of Manistee Housing Commission require each check to have two signatures to be valid; one staff member and one Commissioner. The estimated weekly time commitment is 1-2 hours per week. CMHC Commission Meeting Page 2 of 13 July 26, 2022 6. Commission Presidential Appointments a. Audit and Finance Committee 1) Chair (per By-Laws)---Commission Treasurer 2) Commission General Counsel 3) Commission President Duties and responsibilities of the Audit Committee The President of the Commission shall appoint a three-member Audit & Finance Committee. The Chair of the Audit Committee shall be the Commission Treasurer. At least one other member of the Audit Committee shall be a Commission member trained, educated, and experienced in financial affairs. One member of the Audit Committee may be an outside professional service provider, such as the General Counsel of the Commission or retained Consultant b. Personnel Committee 1) Newly Elected Vice-President 2) Kelly Tomaszewski 3) Commission General Counsel Duties and responsibilities of the Personnel Committee The President of the Commission shall appoint a three-member Personnel Committee. At least two (2) members of the Personnel Committee shall be Housing Commission members, at least one of whom is educated, trained, and experienced in Human Resources matters and who will serve as Chair. One member may be an outside professional service provider, such as the Commissions General Counsel or consultant. 7. Annual Meeting Resolution 2022-01 Establishment of Regular Meetings 8. Adjournment of Annual Meeting At the adjournment of the Annual Meeting, the President of the Commission will call the Commission's Regular Meeting to order. CMHC Commission Meeting Page 3 of 13 July 26, 2022  273 sixth avenue, manistee, mi 49660 231-723-6201 office 231-723-8900 fax TDD/TTY 711 Officer Duties and Responsibilities Standing Committees Reference: The City of Manistee Housing Commission Bylaws, Adopted 2014 1. Commission President The President shall preside at all meetings of the Commission. At such meetings, the President shall submit such recommendations and information as they consider appropriate concerning the Commission's business, affairs, and policies. Except as otherwise authorized by resolution of the Commission, the President, with Commission authorization, shall sign all contracts, deeds, and other instruments made by the Commission. 2. Commission Vice-President The Vice-President shall perform the duties of the President in the absence or incapacity of the President. In the case of the President's resignation, removal, or death, the Vice-President shall perform the duties of the President until such time as the Commission shall select a new President. 3. Commission Treasurer The Treasurer of the Commission shall hold throughout his or her appointment a Michigan Certified Public Accountant license. In the event that there is no available Certified Public Account to serve as Treasurer, the Commission shall appoint as Treasurer someone with significant financial or banking experience. The Treasurer shall be the Chair of the Audit and Finance Committee. The Treasurer will have oversight of all financial and accounting systems of the Commission, and shall report to the Commission on such financial and accounting matters as are necessary and appropriate. The Treasurer is the first Commissioner contacted as the Commissioner signer on all City of Manistee Housing Commission checks. Each check must have two signatures to be valid, according to the financial policies of the City of Manistee Housing Commission; one staff member and one Commissioner. The estimated weekly time commitment is 1-2 hours per week. CMHC Commission Meeting Page 4 of 13 July 26, 2022 4. Standing Committees–Presidential Appointments The CMHC President makes Standing Committees appointments at the Annual Meeting. Presidential Appointments conform to Section 2.8 of the Bylaws. Audit and Finance Committee 1. Chair (per By-Laws)---Commission Treasurer 2. Commission General Counsel 3. Commission President Duties and responsibilities of the Audit Committee The President of the Commission shall appoint a three-member Audit & Finance Committee. The Chair of the Audit Committee shall be the Commission Treasurer. At least one other member of the Audit Committee shall be a Commission member trained, educated, and experienced in financial affairs. One member of the Audit Committee may be an outside professional service provider, such as the General Counsel of the Commission or retained Consultant Personnel Committee 1. Newly Elected Vice-President 2. Kelly Tomaszewski 3. Commission General Counsel Duties and responsibilities of the Personnel Committee The President of the Commission shall appoint a three-member Personnel Committee. At least two (2) members of the Personnel Committee shall be Housing Commission members, at least one of whom is educated, trained, and experienced in Human Resources matters and who will serve as Chair. One member may be an outside professional service provider, such as the Commissions General Counsel or consultant. CMHC Commission Meeting Page 5 of 13 July 26, 2022 e ANNUAL MEETING RESOLUTION 2022-01 Establishment of Regular Meetings for 2022–2023 WHEREAS the City of Manistee Housing Commission (CMHC) By-Laws, Section 3.3 requires the setting of regular meetings for the coming year at the Annual Meeting and that it posts the dates of the regular meetings in compliance with the Michigan Open Meetings Act and WHEREAS CMHC also meets in work sessions as called by the Commission President or the Executive Director; NOW, THEREFORE, on the motion of Commissioner , and supported by Commissioner , 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 regular meetings for 2022-2023 are set as follows: • Tuesday, July 26, 2022—Current Meeting • Tuesday, August 23, 2022 • *Tuesday, September 27, 2022 (Required regulatory setting of flat rent schedule and passbook savings rate • Tuesday, October 25, 2022 • *Tuesday, November 15, 2022 (Presentation of the fiscal year 2023 public housing budget • *Tuesday, December 13, 2022 (HUD Requirement-adoption of the fiscal year 2023 public housing budget • Tuesday, January 24, 2023 • Tuesday, February 28, 2023 • Tuesday, March 28, 2023 • Tuesday, April 25, 2023 • Tuesday, May 23, 2023 • Tuesday, June 27, 2023 (Annual Meeting and Regular Meeting *Denotes a meeting with the required adoption of regulatory items. A quorum is required to conduct business. A quorum is three (3) Commissioners. CMHC Commission Meeting Page 6 of 13 July 26, 2022 IT IS FURTHER RESOLVED that regular meetings shall be at 4:00 PM and held in the Council Chambers of City Hall, 70 Maple St. The CMHC shall post meeting notices and cancelations at the following locations: • City of Manistee website www.manisteemi.gov/ • CMHC Main office window (located at the Harborview Apartments) BE IT FURTHER RESOLVED that the City of Manistee Housing Commission Board of Commissioners shall establish work sessions on an as-needed basis. Work sessions shall be held at 4:00 PM and held in the Council Chambers of City Hall, 70 Maple St. The CMHC shall post meeting notices and cancelations at the following locations: • City of Manistee website www.manisteemi.gov/ • CMHC Main office window (located at Harborview Apartments) Commissioner Approve Against Absent Dale Priester ☐ ☐ ☐ Gini Pelton ☐ ☐ ☐ 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 July 26, 2022, the City of Manistee Housing Commission Board of Commissioners approved Resolution AM 2022-01 and that the foregoing is a true and correct copy. _________________________________ _________________________________ President Clinton McKinven-Copus, Executive Director CMHC Commission Meeting Page 7 of 13 July 26, 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, July 26, 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 b. Financial Reports CMHC has redacted all personal identifying information of current and past program participants 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* CMHC Commission Meeting Page 8 of 13 July 26, 2022  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. Resolution 2022-08 Write Off of Doubtful Accounts July 2022* 5. Financial Reports CMHC has redacted all personal identifying information of current and past program participants 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. Resolution 2022-08 Write Off of Doubtful Accounts July 2022* CMHC Commission Meeting Page 9 of 13 July 26, 2022 8. Reports and Communications The President 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. 10. Adjournment 11. Announcements and Upcoming Meetings a. Regular Commission Meeting Tuesday, August 23, 2022 City Council Chambers CMHC Commission Meeting Page 10 of 13 July 26, 2022  Memo To: CMHC Board of Commissioners From: Clinton McKinven-Copus Executive Director Date: July 26, 2022 Subject: Resolution 2022-08 Write Off of Doubtful Accounts July 2022 Commissioners, The City of Manistee Housing Commission writes off doubtful accounts, July and December, twice a year. Resolution 2022-08 presents July 2022 write-offs of doubtful accounts. The total amount of the write-off is $13,055.95 and breaks out as follows: • $ 8,985.00 is owed by residents who moved out and left a balance • $ 3,019.95 is owed by two evicted residents • $ 1,051.00 is owed by deceased residents • $13,055.95 Total write-off amount I have placed this resolution on the Consent Agenda as it is routine. Clinton McKinven-Copus Executive Director ATTACHMENTS: • Resolution 2022-08 Write Off of Doubtful Accounts July 2022 (Redacted per the Federal Privacy Act) CMHC Commission Meeting Page 11 of 13 July 26, 2022  RESOLUTION 2022-08 Write Off of Doubtful Accounts July 2022 WHEREAS, the City of Manistee Housing Commission [CMHC], a Public Housing Authority [PHA] of the U.S. Department of Housing and Urban Development [HUD], 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 , supported by Commissioner , 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 authorizes that the following accounts and said amounts owed to be written off: Name Owed Reason Action Taken Desena, Vincent $886.00 Move Out Sent to collections/recorded in EIV Cook, Kristen $6,016.00 Move Out Sent to collections/recorded in EIV Guthrie-Benson, Candice $3,019.95 Eviction Sent to collections/recorded in EIV Hall, Kevin $1,433.00 Move Out Sent to collections/recorded in EIV Schulte, Steve $ 22.00 Deceased Sent to collections/recorded in EIV May, Jeffrey W. $425.00 Deceased Sent to collections/recorded in EIV None. Move out was after RAD Kaszubowski, Sharon $577.00 Deceased closing.1 None. Move out was after RAD Cone, Dennis $16.00 Move Out closing.1 None. Move out was after RAD Sullivan, Sally $27.00 Deceased closing.1 Severance, David H. $634.00 Move Out Sent to collections/recorded in EIV TOTAL $13,055.95 1 These individuals were public housing residents that moved out after the RAD Conversion of Century Terrace and Harborview. Federal law prohibits the collection of past due amounts for residents of a RAD Converted property. CMHC Commission Meeting Page 12 of 13 July 26, 2022  Commissioner Approve Against Absent Dale Priester ☐ ☐ ☐ Gini Pelton ☐ ☐ ☐ 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 July 26, 2022, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2022-08 and that the foregoing is a true and correct copy. _________________________________ _________________________________ President Clinton McKinven-Copus, Executive Director CMHC Commission Meeting Page 13 of 13 July 26, 2022