Housing Authority Board of Commissioners

MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA, HELD ON MONDAY, MARCH 17, 2014 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular meeting on Monday, March 17, 2014 at 4:30 p.m. The meeting was held at the Michigan City Housing Authority, 621 East Michigan Boulevard, Michigan City, Indiana 46360. Commissioners who attended the meeting included Chairperson Carla Mock, Vice Chairperson Eddie Wilson, Commissioner Yolanda Thomas-Davis, Commissioner William Fine, and Commissioner Colleen Babb. Commissioner Lester Norvell did not attend this Board meeting. Housing Authority Attorney Michelle Bazin-Johnson attended this meeting. ALCO Representative Andre Steele, Common Council Tim Bietry, and Alliance Architects, Inc. Anthony Paiano attended this meeting. Housing Authority personnel who attended the Board meeting included Executive Director Lenda Wilson and Executive Secretary Robin Fly. APPROVAL OF MINUTES: Chairperson Mock called for approval of minutes dated February 18, 2014. Vice Chairperson Wilson motioned approval of the minutes as presented to the Board. Commissioner Fine seconded the motion. CARRIED WELCOME NEW COMMISSIONER: Chairperson Mock welcomed Ms. Virginia Keating as the newly-appointed commissioner of the Housing Authority. Chairperson Mock said that if Ms. Keating has any questions, she may refer to the contact list and Executive Director Wilson. APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. While the commissioners reviewed the management reports, Chairperson Mock informed the Board about her attendance to the Housing Authority employee staff monthly meeting at the end of February. She said that the meeting was a very good staff meeting. The management and maintenance staff participated in a mini workshop regarding improvement of communication according to Chairperson Mock. With no questions, Commissioner Fine motioned approval of the management reports as presented to the Board, and Commissioner Davis seconded the motion. CARRIED  2 COMMITTEE REPORTS: 530 Miller Street – Vacant Lot Chairperson Mock called for report from the Asset Committee. Vice Chairperson Wilson said that the Asset Committee met on March 11, 2014 in reference to purchase of 530 Miller Street property by Maple City Venture, Inc. He informed the Board that Mr. Purze of Maple City Venture, Inc. requested trade or purchase of 530 Miller Street property at $1,000.00. The Asset Committee made a decision for the Board not to sell the property at this time according to Vice Chairperson Wilson. He then motioned approval to send correspondence denying purchase of property by Mr. Purze of Maple City Venture, Inc. with corrections duly noted. Commissioner Babb seconded the motion. RESOLUTION NUMBER 2014-14 RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE CORRESPONDENCE TO MAPLE CITY VENTURE, INC. NOT TO SELL THE 530 MILLER STREET PROPERTY. The resolution was approved by Vice Chairperson Eddie Wilson and seconded by Commissioner Colleen Babb. AYES NAYS Carla Mock Eddie Wilson Yolanda Thomas-Davis William Fine Colleen Babb Virginia Keating Commissioner Lester Norvell did not attend this Board meeting. CARRIED Committee Assignments Chairperson Mock informed Board that the Executive Secretary would send out information about each committee and asked that each Board Commissioner select three (3) committees via email. OLD BUSINESS:  3 NEW BUSINESS: Tenmast Software Annual Support Agreement Chairperson Mock called for discussion of the Tenmast Software Annual Support Agreement. She had the Board refer to the agreement and invoice. Executive Director Wilson said that Tenmast is the Housing Authority’s housing and support software and that the Housing Authority has worked with Tenmast for approximately 15 years. She said that the Housing Authority has noted other software programs but due to the Housing Authority’s turnkey program, other software programs are not compatible. With no further discussion, Vice Chairperson Wilson motioned approval of the Tenmast Software Annual Support Agreement as presented to the Board for total cost of $18,470.00. Commissioner Davis seconded the motion. RESOLUTION NUMBER 2014-15 RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE TENMAST SOFTWARE ANNUAL SUPPORT AGREEMENT FOR TOTAL COST OF $18,470.00 EFFECTIVE APRIL 1, 2014. The resolution was approved by Vice Chairperson Eddie Wilson and seconded by Commissioner Yolanda Thomas-Davis. AYES NAYS Carla Mock Eddie Wilson Yolanda Thomas-Davis William Fine Colleen Babb Virginia Keating Commissioner Lester Norvell did not attend this Board meeting. CARRIED Physical Needs and Energy Audit Contract Chairperson Mock called for approval of the physical needs and energy audit contract. Alliance Architect Anthony Paiano informed Board of his attendance for questions and stated that HUD requires housing authorities to provide needs assessment and will issue a new template entitled green physical needs assessment that will incorporate the energy audit into the needs assessment with a computer assessment tool yet pending.  4 Chairperson Mock stated that the needs assessment involves a three-step process to include approval of the assessment, a draft of physical needs assessment and energy audit, and finalization of the assessment to give to the Executive Director. Mr. Paiano stated that the needs assessment involves initial field site visit with an inspection sampling of unit building exteriors and grounds and compile the data into the tool template to provide cost estimates. Executive Director Wilson said that the last needs assessment was conducted seven years ago and that future grant applications require a needs assessment. With no further discussion, Commissioner Davis motioned approval of the physical needs and energy audit contract between Alliance Architects, Inc. and the Michigan City Housing Authority for total cost of $9,450.00. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2014-16 RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE PHYSICAL NEEDS ASSESSMENT AND ENERGY AUDIT CONTRACT BETWEEN ALLIANCE ARCHITECTS, INC. AND THE HOUSING AUTHORITY FOR TOTAL COST OF $9,450.00. The resolution was approved by Commissioner Yolanda Thomas-Davis and Commissioner William Fine. AYES NAYS Carla Mock Eddie Wilson Yolanda Thomas-Davis William Fine Colleen Babb Virginia Keating Commissioner Lester Norvell did not attend this Board meeting. CARRIED Approval of Bills Chairperson Mock called for approval of the business auto insurance. She said that a decreased difference of $328.75 exists between this year’s premium at $4,733.88 and last year’s premium at $5,062.63 for approximately seven (7) vehicles. With no further discussion Vice Chairperson Wilson motioned approval of the renewal of the business auto insurance policy with annual premium of $4,733.88 effective March 24, 2014 – March 24, 2015. Commissioner Babb seconded the motion. CARRIED  5 For Your Information Attorney Bazin-Johnson informed the Board that the collective bargaining agreement is due for renewal this year and asked if the Housing Authority should begin the process. Executive Director Wilson stated that the Teamsters Union Local 135 normally starts the process. Chairperson Mock said that a note should be sent to the Teamsters regarding the bargaining process. Attorney Bazin-Johnson stated that this year includes a total discussion of the entire collective bargaining agreement and not just negotiation of salaries as in other years. Public Comment Adjournment Chairperson Mock called for the adjournment of the Board meeting. ______________________________________ Carla Mock, MCHA Chairperson ATTEST: ____________________________________________ Lenda Wilson, MCHA Executive Director  RESOLUTION NUMBER 2014-14 RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE CORRESPONDENCE TO MAPLE CITY VENTURE, INC. NOT TO SELL THE 530 MILLER STREET PROPERTY. WHEREAS, Mr. Purze of Maple City Venture, Inc. made an offer to the Commissioners’ Board for purchase of 530 Miller Street owned by the Housing Authority, and WHEREAS, Mr. Purze also suggested an even trade of 530 Miller Street for his property located at Cedar Street near other property owned by the Housing Authority, and WHEREAS, the Board of Commissioners informed Mr. Purze of a delayed decision until after the Board thoroughly investigates and discusses the matter, and WHEREAS, the Asset Committee met to discuss the possible sale or trade of properties and decided to recommend to the Board of Commissioners the non-sale of 530 Miller Street property to Mr. Purze of Maple City Venture, Inc. via correspondence, and WHEREAS, the Board accepted the recommendation from the Asset Committee. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved correspondence negating the offer by Mr. Purze of Maple City Venture, Inc. to purchase property at 530 Miller Street owned by the Housing Authority. Adopted this 17th day of March 2014. Resolution moved by: Vice Chairperson Eddie Wilson Resolution seconded by: Commissioner Colleen Babb _______________________________________________________ MCHA Chairperson Carla Mock ATTEST  RESOLUTION NUMBER 2014-15 RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE TENMAST SOFTWARE ANNUAL SUPPORT AGREEMENT FOR TOTAL COST OF $18,470.00 EFFECTIVE APRIL 1, 2014. WHEREAS, the Housing Authority on an annual basis renews the housing software program, and WHEREAS, Tenmast presented an invoice for software support agreement and license renewal to the Board of Commissioners for total cost of $18,470.00, and WHEREAS, the agreement is effective April 1, 2014. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana motioned approval for the annual Tenmast Software and Support Agreement for software license renewal effective April 1, 2014 for total cost of $18,470.00. Adopted this 17th day of March 2014. Resolution motioned by: Vice Chairperson Eddie Wilson Resolution seconded by: Commissioner Yolanda Thomas-Davis ______________________________________________________ MCHA Chairperson Carla Mock ATTEST  RESOLUTION NUMBER 2014-16 RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE PHYSICAL NEEDS ASSESSMENT AND ENERGY AUDIT CONTRACT BETWEEN ALLIANCE ARCHITECTS, INC. AND THE HOUSING AUTHORITY FOR TOTAL COST OF $9,450.00. WHEREAS, the United States Department of Housing and Urban Development (HUD) requires housing authorities to provide a needs assessment of properties, and WHEREAS, the Housing Authority has not had a needs assessment of its properties since seven years, and WHEREAS, the Housing Authority’s architect, Alliance, will perform the needs assessment including a new initiative by HUD to incorporate an energy audit, and WHEREAS, the Housing Authority would enter into an agreement with Alliance Architects, Inc. for total cost of $9,450.00 to perform the needs assessment and energy audit. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved physical needs assessment and energy audit contract with Alliance Architects, Inc. for total cost of $9,450.00. Adopted this 17th day of March 2014. Resolution moved by: Commissioner Yolanda Thomas-Davis Resolution seconded by: Commissioner William Fine _______________________________________________ MCHA Chairperson Carla Mock ATTEST