Housing Commission

273 sixth avenue, manistee, mi 49660 231-723-6201 office 231-723-8900 fax TDD/TTY 711 AGENDA City of Manistee Housing Commission Tuesday, December 15, 2022, 2:00 PM City Council Chambers City of Manistee City Hall 1. Call to Order and Roll Call The President of the Board of Commissioners shall call the meeting to order. The Commission Secretary/Executive Director will make a written record of the Commissioner’s attendance 2. Amendments to Agenda The President of the Board of Commissioners shall ask if there are any amendments to the 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* a. Regular Meeting Minutes, November 15, 2022* b. 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. a. Listed by Number and Title 1. None* CMHC Commission Meeting Page 1 of 16 December 12, 2022 5. Old Business a. None 6. New Business a. Resolution 2022-14 Adoption of the 2023 Public Housing Operating Budget b. Resolution 2022-15 Adoption of the 2023 Domestic Violence Grant Operating Budget 7. Special Presentations a. RAD Conversion background, achievements, and updates Naomi Byrne, Senior Associate EJP Consulting Group, LLC b. Responsibilities and Duties of Commissioners Post RAD Conversion Jeff Klug, Klug Law Firm, General Counsel for CMHC and Riverside Housing, Inc. c. Presentation of the 2021 Public Housing Audit Andy Zenk, CPA, CGMA, Zenk & Associates, CMHC’s auditor 8. Acceptance of the 2021 Audit for Records a. Resolution 2022-16 Acceptance and Placement on File of the 2021 Public Housing Audit 9. 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. Commissioner Reports/Comments a. Note: Commissioner comments are limited to Housing Commission business, specifically business concerning the 48 public housing units commonly known as the Scattered/Family sites. b. Received Communications 10. Public Comment Citizens may now make comments on general Housing Commission affairs. Comments are not limited to agenda items but should be directed to Housing Commission services, activities, or involvement areas. Specifically, comments are to be related to the public housing properties for which the Housing Commission has oversight. Those public housing properties are commonly known as Scattered/Family Sites. Citizens are limited to a three (3) minute statement by the Housing Commission’s Public Comment Policy. 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 2 of 16 December 12, 2022 11. Adjournment 12. Announcements and Upcoming Meetings a. Regular Commission Meeting Tuesday, January 24, 2023, 2:00 PM City Council Chambers CMHC Commission Meeting Page 3 of 16 December 12, 2022  273 sixth avenue, manistee, mi 49660 231-723-6201 office 231-723-8900 fax TDD/TTY 711 Meeting Minutes November 15, 2022 Regular Meeting Meeting Start Time: 2:00 PM Roll Call: Commissioner Present Absent Excused Absent Non-Excused Dale Priester ☒ ☐ ☐ Gini Pelton ☒ ☐ ☐ Karen Goodman ☒ ☐ ☐ Kelly Tomaszewski ☒ ☐ ☐ James Bond ☐ ☒ ☐ 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 Public Comment on Agenda Related Items: • None Amendments to the Agenda: • None CMHC Commission Meeting Page 4 of 16 December 12, 2022  DRAFT Consent Agenda: A. Approval of Minutes i. Regular Meeting Minutes, November 15, 2022 B. Financial Reports i. None C. Resolutions i. None Consent Agenda Motioned By: Second By: Bond Priester Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Gini Pelton ☒ ☐ ☐ ☒ Approved Karen Goodman ☒ ☐ ☐ ☐ Not Approved Kelly Tomaszewski ☐ ☐ ☒ James Bond ☒ ☐ ☐ Old Business: • None New Business: • None Presentation and Discussion of the 2023 Fiscal Year Public Housing and Domestic Violence Grant Budgets: Executive Director Clinton McKinven-Copus, with the assistance of staff, presented the proposed 2023 operating budgets for these programs: • Public Housing • Domestic Violence Grant During the presentation, the Commissioners engaged the staff in questions and dialogue for each budget. Both budgets will be before the Commissioners for adoption at the December 13, 2022, meeting. Reports and Communications: • None Public Comment: • Lynda Beaton (City Council Mayor) informed the Commissioners about the Council's freeze on water charges until the completion of the Hampton Inn project. • Sharon Marsh asked questions to clarify her understanding of rentals at Century Terrace. City of Manistee Housing Commission Minutes Meeting Date: [Insert Date] Page 2 of 3 CMHC Commission Meeting Page 5 of 16 December 12, 2022  DRAFT Meeting Adjourned Adjournment Motion By: Second By: Time: 3:05 PM Bond Pelton Commissioner Yes No Absent Results Dale Priester ☒ ☐ ☐ Gini Pelton ☒ ☐ ☐ ☒ Approved Karen Goodman ☒ ☐ ☐ ☐ Not Approved Kelly Tomaszewski ☐ ☐ ☒ James Bond ☒ ☐ ☐ Dale Priester Clinton McKinven-Copus President Executive Director/Secretary City of Manistee Housing Commission City of Manistee Housing Commission Minutes Meeting Date: [Insert Date] Page 3 of 3 CMHC Commission Meeting Page 6 of 16 December 12, 2022  RESOLUTION 2022-14 Adoption of the 2023 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 staff of the CMHC developed the operating budget for 2023, and WHEREAS, staff presented the 2023 Public Housing Budget to the Board of Commissioners at its November 15 meeting; 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 • The City of Manistee Housing Commission Board of Commissioners adopts, by this resolution, the 2023 Public Housing program fiscal year operating budget effective for the fiscal year starting January 1, 2023, and ending December 31, 2023 • Authorizes the Commission President to sign all documents necessary for the implementation of the adopted 2023 operating budget • Authorizes the Executive Director to implement, execute and manage the City of Manistee Housing Commission Public Housing program based on the adopted 2023 Operating budget CMHC Commission Meeting Page 7 of 16 December 12, 2022  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 December 13, 2022, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2022-14 and that the preceding is a true and correct copy. _________________________________ _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director CMHC Commission Meeting Page 8 of 16 December 12, 2022  Attachment 1 Resolution 2022-14 Public Housing Operating Budget 2023 Operating Revenue Tenant Rental Revenue Dwelling Rental Revenue $ 135,000 Tenant Revenue - Excess Utilities $ 1,600 Tenant Revenue - Other $ 2,500 Total Tenant Rental Revenue $ 139,100 HUD PHA Grant Revenue Operating Grants $ 35,341 Operating Subsidy $ 132,000 Total HUD PHA Grant Revenue $ 167,341 Other Revenue Interest Income $ 400 Other Revenue $ 300 Gain/Loss-Sale of Fixed Assets $ - Laundry Revenue $ 100 Fraud Recovery Revenue $ 850 Management Fee - DVG $ 10,000 Total Other Revenue $ 11,650 Total Operating Revenue $ 318,091 CMHC Commission Meeting Page 9 of 16 December 12, 2022  Operating Expenses Administration Administration Wages $ 50,158 Legal Expense $ 5,500 Staff Training $ - Accounting Fees $ 6,000 Auditing $ 2,500 Employee Benefits - Admin $ 32,800 Telephone $ 8,000 Publications $ - Membership Dues and Fees $ 200 Admin Service Contracts $ 10,000 Office Supplies $ 2,400 Other Sundry-Misc. $ 1,000 Total Administration $ 118,558 Tenant Services Rec., Pub., & Other Services $ 1,050 Resident Employee Stipend $ 2,400 Total Tenant Services $ 3,450 Utilities Water & Sewer $ 34,000 Electricity $ 12,000 Gas $ 8,500 Total Utilities $ 54,500 Ordinary Maint. & Operations Maintenance Wages $ 30,000 Materials $ 6,000 Heating & Cooling Contracts $ 8,000 Landscape & Grounds Contracts $ - Unit Turnaround Contracts $ 2,500 CMHC Commission Meeting Page 10 of 16 December 12, 2022 Electrical Contracts $ 1,000 Plumbing Contracts $ 1,500 Extermination Contracts $ - Routine Maintenance Contracts $ - Miscellaneous Contracts $ 500 Employee Benefits - Maint. $ 16,077 Staff Training - Maintenance $ - Total Ordinary Maint. & Operations $ 65,577 General Expense Insurance $ 37,724 Payment in Lieu of Taxes $ 8,443 Compensated Absences $ 22,000 Collection Losses $ 3,000 Interest Expense $ 97 Total General Expense $ 71,264 Total Routine Operating Expenses $ 313,349 Principal Payments - F250 2019 $ 1,341 Replacement of Equipment $ 2,000 Betterments and Additions $ - Operating Expenditures - Contra $ (3,341) Total Capital Expenditures $ - TOTAL OPERATING REVENUE $ 318,091 TOTAL ROUTINE OPERATING EXPENSES $ 313,349 PROFIT/(LOSS) $ 4,742 INCOME/DEFICIT MINUS CAPITAL EXPENDITURES $ 1,401 CMHC Commission Meeting Page 11 of 16 December 12, 2022  RESOLUTION 2022-15 Adoption of the 2023 Domestic Violence Grant Program Operating Budget WHEREAS, the City of Manistee Housing Commission (City of Manistee Housing Commission) 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 staff of the CMHC developed the operating budget for 2023, and WHEREAS, staff presented the 2023 Domestic Violence Grant Program Operating Budget to the Board of Commissioners at its November 15 meeting; NOW, THEREFORE, on the motion of Commissioner - , supported by Commissioner - , 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 2023 fiscal year Domestic Violence Grant operating budget. Commissioner Approve Against Absent Dale Priester ☐ ☐ ☐ Gini Pelton ☐ ☐ ☐ Karen Goodman ☐ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☐ James Bond ☐ ☐ ☐ CMHC Commission Meeting Page 12 of 16 December 12, 2022 RESOLUTION DECLARED ☐ Passed ☐ Failed CERTIFICATION By the signatures of the President and Executive Director below, it is CERTIFIED that on December 13, 2022, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2022-15 and that the foregoing is a true and correct copy. _________________________________ _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director CMHC Commission Meeting Page 13 of 16 December 12, 2022 Attachment 1 Resolution 2022-15 DVG Grant Budget 2023 Operating Income 3110 Dwelling Rental Revenue $ 21,000 3690 Tenant Revenue - Other $ 800 Total Operating Income $ 21,800 Operating Expenses Administration 4170 Accounting Fees $ 1,635 4172 Management Fee $ 10,000 Total Administration $ 11,635 Ordinary Maint. & Operations 4420 Materials $ 3,000 4430.02 Heating & Cooling Contracts $ - 4430.06 Unit Turnaround Contracts $ - 4430.12 Miscellaneous Contracts $ - Total Ordinary Maint. & Operations $ 3,000 General Expense 4590 Other General Expense $ 1,200 Total General Expense $ 1,200 Total Operating Expense $ 15,835 Operating Income (loss) $ 5,965 CMHC Commission Meeting Page 14 of 16 December 12, 2022  RESOLUTION 2022-16 Acceptance and Placement on File of the 2021 Public Housing Audit 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 PHA’s have an annual audit of its programs and its financial records by an Independent Public Auditor (IPA), and WHEREAS, CMHC has engaged the services of Mr. Andy Zenk of Zenk & Associates as its IPA, and; WHEREAS, the CMHC fiscal year is January 1 – December 31, and; WHEREAS, Mr. Zenk presented the 2021 audit of the CMHC’s programs and financial records; NOW, THEREFORE, on the motion of Commissioner - , supported by Commissioner - , 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 accepts the 2021 audit prepared by Mr. Andy Zenk of Zenk & Associates and places it on file. Commissioner Approve Against Absent Dale Priester ☐ ☐ ☐ Gini Pelton ☐ ☐ ☐ Karen Goodman ☐ ☐ ☐ Kelly Tomaszewski ☐ ☐ ☐ James Bond ☐ ☐ ☐ RESOLUTION DECLARED ☐ Passed ☐ Failed CMHC Commission Meeting Page 15 of 16 December 12, 2022 CERTIFICATION By the signatures of the President and Executive Director below, it is CERTIFIED that on December 13, 2022, the City of Manistee Housing Commission Board of Commissioners approved Resolution 2022-16 and that the foregoing is a true and correct copy. _________________________________ _________________________________ Dale Priester, President Clinton McKinven-Copus, Executive Director CMHC Commission Meeting Page 16 of 16 December 12, 2022