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, JUNE 16, 2014 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, June 16, 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 Vice Chairperson Eddie Wilson, Commissioner Yolanda Thomas-Davis, Commissioner Colleen Babb, Commissioner Lester Norvell, and Commissioner Virginia Keating. Chairperson Carla Mock and Commissioner William Fine did not attend this meeting. Housing Authority Attorney Michelle Bazin-Johnson attended this meeting. Common Council Housing Authority Liaison Tim Bietry, Alliance Architect Anthony Paiano, ALCO Representative Kevin Harmon, and Mayme L. Sanders Pathway Resident Melvin Allen attended this meeting. Housing Authority personnel who attended the Board meeting included Interim Executive Director Norma Thomas and Executive Secretary Robin Fly. APPROVAL OF MINUTES: Vice Chairperson Wilson called for approval of minutes dated May 19, 2014. Commissioner Norvell motioned approval of the minutes as presented to the Board. Commissioner Keating seconded the motion. CARRIED APPROVAL OF MANAGEMENT REPORTS: Vice Chairperson Wilson called for approval of the management reports as presented to the Board. With no inquiries, Commissioner Norvell motioned approval of the management reports as presented to the Board. Commissioner Keating seconded the motion. CARRIED COMMITTEE REPORTS:  2 OLD BUSINESS: Resolution Number 2014-23 Ratification of Interim Executive Director Vice Chairperson Wilson called for ratification of Resolution Number 2014-23 approving Norma Thomas as Interim Executive Director of the Housing Authority of the City of Michigan City, Indiana. With no discussion, Commissioner Keating motioned approval to ratify Resolution 2014-23 indicating Norma Thomas as Interim Executive Director. Commissioner Babb seconded the motion. RESOLUTION NUMBER 2014-23 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO RATIFY TELEPHONE APPROVAL OF NORMA THOMAS AS THE INTERIM EXECUTIVE DIRECTOR AS STIPULATED IN RESOLUTION NUMBER 2014-22. The resolution was approved by Commissioner Virginia Keating and seconded by Commissioner Colleen Babb. AYES NAYS Eddie Wilson Yolanda Thomas-Davis Colleen Babb Virginia Keating Lester Norvell CARRIED Chairperson Carla Mock and Commissioner William Fine were not present for the vote. Personnel Policy Revisions Vice Chairperson Wilson called for recommendation from the personnel committee to approve the revisions to the Housing Authority personnel policy. Attorney Bazin-Johnson informed the Board about the changes to the personnel policy to include, deletion of the Family Medical Leave Act from the policy, change of the work week to 32 hours, Monday-Thursday with a one hour lunch, utilize other training resources for employee development due to budget shortage, inclusion of Progressive Discipline Policy to the Housing Authority Personnel Policy, incorporation of a modified Annual Leave section within the policy, inclusion of brother-in-law and sister-in-law under the bereavement section of the policy, and modification of retirement options of 62 years and older or 30 years of service with the Housing Authority compensating 50% of accumulated sick time. With no further discussion, Commissioner Davis motioned approval of the Housing Authority Personnel Policy amendments. Commissioner Babb seconded the motion.  3 RESOLUTION NUMBER 2014-25 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE REVISIONS TO THE HOUSING AUTHORITY’S PERSONNEL POLICIES AND PROCEDURES. The resolution was approved by Commissioner Yolanda Thomas Davis and seconded by Commissioner Colleen Babb. AYES NAYS Eddie Wilson Yolanda Thomas-Davis Colleen Babb Virginia Keating Lester Norvell CARRIED Chairperson Carla Mock and Commissioner William Fine were not present for the vote. Rent Policy Revisions Vice Chairperson Wilson called for discussion of revisions of the Housing Authority’s rent policy. He stated that because Attorney Bazin-Johnson has not thoroughly reviewed the rent policy, the approval of the policy would be tabled until the next Board meeting. TABLED NEW BUSINESS: Employee Theft Policy Vice Chairperson Wilson called for approval of the Housing Authority’s Employee Theft Policy. Attorney Bazin-Johnson advised incorporation of the Employee Theft Policy within the Personnel Policy. With no further discussion, Commissioner Davis motioned to incorporate the Employee Theft Policy within the Personnel Policy. Commissioner Keating seconded the motion. RESOLUTION NUMBER 2014-26 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE INCORPORATION OF THE EMPLOYEE THEFT POLICY WITHIN SECTION XIII OF THE HOUSING AUTHORITY’S PERSONNEL POLICIES AND PROCEDURES.  4 The resolution was approved by Commissioner Yolanda Thomas Davis and seconded by Commissioner Virginia Keating. AYES NAYS Eddie Wilson Yolanda Thomas-Davis Colleen Babb Virginia Keating Lester Norvell CARRIED Chairperson Carla Mock and Commissioner William Fine were not present for the vote. Resolution Number 2014-24 Interim Executive Director’s Salary Vice Chairperson Wilson called for approval of Resolution Number 2014-24 Interim Executive Director’s salary. Personnel Committee made a determination for a 20% increase toward Norma Thomas’ present salary as she assumes her new position as Interim Executive Director with a salary of $30,242 effective June 9, 2014. With no further discussion, Commissioner Davis motioned approval of the Interim Executive Director’s salary at $30,242 effective June 9, 2014. Commissioner Novell seconded the motion. RESOLUTION NUMBER 2014-24 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO AUTHORIZE A 20 PERCENT INCREASE TOWARD NORMA THOMAS’ PRESENT SALARY AS SHE ASSUMES THE HOUSING AUTHORITY INTERIM EXECUTIVE DIRECTOR POSITION WITH A SALARY IN THE AMOUNT OF $30,242 EFFECTIVE JUNE 9, 2014. The resolution was approved by Commissioner Yolanda Thomas Davis and seconded by Commissioner Lester Norvell. AYES NAYS Eddie Wilson Yolanda Thomas-Davis Colleen Babb Virginia Keating Lester Norvell CARRIED Chairperson Carla Mock and Commissioner William Fine were not present for the vote. Authorization for Interim Executive Director to sign checks and submit grants  5 Vice Chairperson Wilson called for the authorization for the Interim Executive Director Norma Thomas to sign checks and submit grants. With no discussion, Commissioner Norvell motioned approval for Interim Executive Director Norma Thomas to sign checks and to submit grants. Commissioner Babb seconded the motion. RESOLUTION NUMBER 2014-27 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO AUTHORIZE INTERIM EXECUTIVE DIRECTOR NORMA THOMAS TO SIGN HOUSING AUTHORITY CHECKS AND TO SUBMIT GRANT APPLICATIONS FOR YEAR 2014. The resolution was approved by Commissioner Lester Norvell and seconded by Commissioner Colleen Babb. AYES NAYS Eddie Wilson Yolanda Thomas-Davis Colleen Babb Virginia Keating Lester Norvell CARRIED Chairperson Carla Mock and Commissioner William Fine were not present for the vote. For Your Information Public Comment Vice Chairperson Wilson called for any comments from the public. Alliance Architect Anthony Paiano expressed his acknowledgement of Norma Thomas as the Housing Authority’s Interim Executive Director before the Board. Mr. Melvin Allen, Mayme L. Sanders Pathway Resident, said that the loud stereo noise remains a continual problem from neighboring residents at 801 – 811 East Eleventh Street. Commissioner Davis recommended that Mr. Allen call the police department to report the noise problem. In reply, Mr. Allen stated that he called the police department with no response. Attorney Bazin-Johnson advised that Mr. Allen contact Housing Manager Carolyn Combs about the noise problem instead of discussing the matter in a public forum. Mr. Allen stated that if he is unable to talk to the Board about the problem, he would talk to outside resources to resolve the problem if necessary. Attorney Bazin-Johnson said that if Mr. Allen does not hear from Housing Manager Carolyn Combs, then he should contact Interim Executive Director Norma Thomas.  6 Commissioner Norvell inquired about the possibility for further investigation into the matter with a report for Board review. Vice Chairperson Wilson stated that Mr. Allen’s comments have been noted and asked Mr. Allen to make an appointment with Interim Executive Director Thomas. Common Council Housing Authority Liaison Tim Bietry informed the Board that Mr. Allen has also contacted him in regards to the noise problem on Eleven Street. He said that he agreed with Commissioner Davis’s suggestion to contact the Michigan City Police Department and contact Interim Executive Director Thomas. After conversing with Police Officer Tim Richardson, Mr. Bietry stated that Mr. Richardson said he would be happy to meet with Mr. Allen. Mr. Bietry asked if the search is still on for a permanent Executive Director. Vice Chairperson Wilson stated that such matter would be assigned to the search committee. Attorney Bazin- Johnson stated that the Housing Authority would like to fill the position sooner than later. Approval of Bills Adjournment Vice Chairperson Wilson called for the adjournment of the Board meeting. Commissioner Davis motioned to adjourn the meeting. Commissioner Norvell seconded the motion. ______________________________________ Eddie Wilson, MCHA Vice Chairperson ATTEST: ____________________________________________ Norma Thomas, MCHA Interim Executive Director  7 RESOLUTION NUMBER 2014-23 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO RATIFY TELEPHONE APPROVAL OF NORMA THOMAS AS THE INTERIM EXECUTIVE DIRECTOR AS STIPULATED IN RESOLUTION NUMBER 2014-22. WHEREAS, in the Board meeting on Monday, May 19, 2014 the Board of Commissioners accepted the recommendation from the policy and personnel committee to select an interim executive director due to the retirement of the present executive director, and WHEREAS, the board approved resolution number 2014-22 to appoint and to announce the interim executive director pending a telephone approval by board of commissioners, and WHEREAS, the attached telephone approval indicates the results. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved of Norma Thomas as the hired interim executive director effective June 9, 2014 via telephone approval. Adopted this 16th day of June 2014. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner Colleen Babb ______________________________________________ Eddie Wilson, MCHA Vice Chairperson ATTEST:  8 RESOLUTION NUMBER 2014-24 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO AUTHORIZE A 20 PERCENT INCREASE TOWARD NORMA THOMAS’ PRESENT SALARY AS SHE ASSUMES THE HOUSING AUTHORITY INTERIM EXECUTIVE DIRECTOR POSITION WITH A SALARY IN THE AMOUNT OF $30,242 EFFECTIVE JUNE 9, 2014. WHEREAS, the Housing Authority of the City of Michigan City, Indiana was without an executive director after the retirement of Executive Director Lenda Wilson and selected applicant Norma Thomas as the Housing Authority Interim Executive Director, and WHEREAS, the policy and personnel Board committee made recommendation for a 20 percent increase of Norma Thomas’ salary as she assumes the role of interim executive director. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana appointed Housing Authority Finance Manager Norma Thomas as the Housing Authority’s Interim Executive Director with a salary of $30,242 effective June 9, 2014. Adopted this 16th day of June 2014. Resolution moved by: Commissioner Yolanda Thomas Resolution seconded by: Commissioner Lester Norvell _____________________________________________ Eddie Wilson, MCHA Vice Chairperson ATTEST:  9 RESOLUTION NUMBER 2014-25 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE REVISIONS TO THE HOUSING AUTHORITY’S PERSONNEL POLICIES AND PROCEDURES. WHEREAS, the policy and personnel committee met to enact attached changes to the Housing Authority’s personnel policies and procedures involving the Family and Medical Leave Act, the employee work week, employment development, disciplinary action in Section XIII of the policy, work schedule, bereavement leave, and compensated vacation time, and WHEREAS, after the Housing Authority attorney discussed the aforementioned changes to the Board at the meeting, the Board did not have any additional questions or comments. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved the proposed changes to the Housing Authority’s personnel policies and procedures. Adopted this 16th day of June 2014. Resolution moved by: Commissioner Yolanda Thomas-Davis Resolution seconded by: Commissioner Colleen Babb ______________________________________________ Eddie Wilson, MCHA Vice Chairperson ATTEST:  10 RESOLUTION NUMBER 2014-26 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE INCORPORATION OF THE EMPLOYEE THEFT POLICY WITHIN SECTION XIII OF THE HOUSING AUTHORITY’S PERSONNEL POLICIES AND PROCEDURES. WHEREAS, in order to prevent employee theft and dishonesty the policy and personnel committee deemed incorporation of an Employee Theft Policy under Section XIII of the Housing Authority’s Personnel Policies and Procedures, and WHEREAS, The Employee Theft Policy lists situations in which discipline would be enacted upon that employee that involves poor performance, improper use of Housing Authority property, gross misconduct, and any other violations of rules of conduct as stipulated in this policy. WHEREAS, The Employee Theft Policy also includes the disciplinary and corrective action toward employee(s) in violation of rules of conduct. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved incorporation of The Employee Theft Policy within the Housing Authority’s Personnel Policies and Procedures under Section XIII. Adopted this 16th day of June 2014. Resolution moved by: Commissioner Yolanda Thomas-Davis Resolution seconded by: Commissioner Virginia Keating ______________________________________________ Eddie Wilson, MCHA Vice Chairperson ATTEST:  11 RESOLUTION NUMBER 2014-27 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO AUTHORIZE INTERIM EXECUTIVE DIRECTOR NORMA THOMAS TO SIGN HOUSING AUTHORITY CHECKS AND TO SUBMIT GRANT APPLICATIONS FOR YEAR 2014. WHEREAS, Interim Executive Director Norma Thomas will have the authority to sign checks countersigned by the Chairperson and Vice Chairperson having the care and custody of all funds on behalf of the Michigan City Housing Authority, and WHEREAS, the Interim Executive Director Norma Thomas will have the authority to submit grant applications on behalf of the Michigan City Housing Authority for year 2014, and WHEREAS, as long as Norma Thomas holds the capacity of the Interim Executive Director aforementioned authorization to sign checks and submit grant applications is enacted. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana authorized Norma Thomas in the capacity of Interim Executive Director to sign checks and to submit grant applications for year 2014 on behalf of the Michigan City Housing Authority. Adopted this 16th day of June 2014. Resolution moved by: Commissioner Lester Norvell Resolution seconded by: Commissioner Colleen Babb ______________________________________________ Eddie Wilson, MCHA Vice Chairperson ATTEST: