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, AUGUST 18, 2014 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, August 18, 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 Eddie Wilson, Vice Chairperson Virginia Keating, Commissioner Carla Mock, Commissioner Yolanda Thomas-Davis, Commissioner William Fine, and Commissioner Colleen Babb. Commissioner Lester Norvell did not attend this meeting. Housing Authority Attorney Michelle Bazin-Johnson attended this meeting. Public in attendance included ALCO Representative Andre Steele. Housing Authority personnel who attended the meeting included Interim Executive Director Norma Thomas and Recording Secretary Robin Fly. APPROVAL OF MINUTES: Chairperson Wilson called for approval of minutes dated July 21, 2014. With correction duly noted, Commissioner Mock motioned approval of the minutes as presented to the Board. Commissioner Fine seconded the motion. CARRIED APPROVAL OF MANAGEMENT REPORTS: Chairperson Wilson called for approval of the management reports as presented to the Board. In reference to the Boulevard Gardens and Lakeland Estates Occupancy Report, Commissioner Fine asked about 69 residents participating in the “grocery bag” endeavor. Interim Executive Director Thomas stated that at the end of the month the Food Bank delivers bags of food for the Boulevard Gardens Residents. With no further inquiries, Commissioner Davis motioned to approve the management reports as presented to the Board. Commissioner Mock seconded the motion. CARRIED COMMITTEE REPORTS: Status of Teamsters Local Union No. 135 Chairperson Wilson called for committee report on the status of the Teamsters Local Union No. 135. Attorney Bazin-Johnson informed the Board that negotiations are still in process and advised to table the matter until the next meeting for finalization. She suggested scheduling an executive session before the next monthly board meeting at 4:00 p.m.  2 TABLED OLD BUSINESS: Status of Rent Policy Chairperson Wilson called for the status of the Housing Authority rent policy. Vice Chairperson Keating stated that the policy and personnel committee met on August 7, 2014. She stated the revised rent policy indicates the responsibilities of the Housing Authority and the residents such as when the residents make payments and when payments are considered late and reasons why residents are not able to make payments. With no questions, Vice Chairperson Keating motioned approval of the revised rent policy as presented to the Board. Commissioner Davis seconded the motion. RESOLUTION NUMBER 2014-28 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE REVISED MICHIGAN CITY HOUSING AUTHORITY RENT PAYING POLICY PENDING 45-DAY PUBLIC REVIEW. The resolution was approved by Vice Chairperson Virginia Keating and seconded by Commissioner Yolanda Thomas-Davis. AYES NAYS Eddie Wilson Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb Commissioner Lester Norvell did not attend this Board meeting. CARRIED NEW BUSINESS: New Employee Chairperson Wilson informed the Board about the new staff employee, Cheryl Webster, as the Housing Authority Boulevard Gardens and Lakeland Estates Housing Manager. Fiscal Year 2015 Budget Chairperson Wilson called for the approval of the fiscal year 2015 budget. Interim Executive Director Thomas informed the Board about the Housing Authority Operating Budget in regards to public housing, and said that the turnkey units are not funded but are incorporated within the  3 operating budget. In reference to the operating budget information handout, Interim Executive Director Thomas stated that estimated operating income is $531,114 with inclusion of rent and utilities. Operating expenses total $261,363 which is lower in comparison to last year’s allotted amount, and that $6,000 allotted for tenant services would be incorporated within the budget, and according to Interim Executive Director Thomas, such services involve recreation and contract costs. In regards to the utilities, Interim Executive Director Thomas stated that total expense is $377,785 which is a decrease in comparison to last year’s budget and that administrative salaries total $144,047. She said that ordinary maintenance includes labor, materials, and contract costs for a total of $248,701, and that protective services which monies had been allocated in previous years from capital fund but is now funded by the operating budget this year for total cost of $38,000. Budget allocation for general expenses includes insurance and employee benefits for total cost of $253,617 with a grand total budget expense of $1,175,466, and according to Interim Executive Director Thomas, an emergency line item expense of $9,000 was included in the budget for emergency repairs. Interim Executive Director Thomas asked the Board to review the second page of the PHA Rental Housing Budget 2015 summary printout. She said that the Housing Authority would have a reserve of $77,359, which is based in part upon the former executive director allocating $196,366 from capital funding in 2014 toward the operating budget. The amount of subsidy funding expected from HUD would total approximately $587,733, which allocation is derived from taking 50% of line 480 – the total routine expense of $1,175,466 according to Interim Executive Director Thomas. RESOLUTION NUMBER 2014-29 A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE FISCAL YEAR 2015 OPERATING BUDGETS. The resolution was approved by Vice Chairperson Virginia Keating and seconded by Commissioner Yolanda Thomas-Davis. AYES NAYS Eddie Wilson Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb Commissioner Lester Norvell did not attend this Board meeting. CARRIED  4 Approval of Bills Public Comment Adjournment With no further business to present before the Board for discussion or approval, Chairperson Wilson adjourned the meeting. ______________________________________ Eddie Wilson, Chairperson ATTEST: ____________________________________________ Norma Thomas, Interim Executive Director  RESOLUTION NUMBER 2014-28 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE REVISED MICHIGAN CITY HOUSING AUTHORITY RENT PAYING POLICY PENDING 45-DAY PUBLIC REVIEW. WHEREAS, there was a need to update and revise the current rent policy of the Michigan City Housing Authority, and WHEREAS, the Board of Commissioners’ Policy and Personnel Committee had several meetings to discuss and make changes as deemed appropriate to the current rent policy, and WHEREAS, upon approval of the Board of Commissioners of the rent policy, revisions to the rent policy are effective after a 45-day review by participants and the public. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved the revised Michigan City Housing Authority Rent Paying Policy pending a 45-day public review. Adopted this 18th day of August 2014. Resolution moved by: Vice Chairperson Virginia Keating Resolution seconded by: Commissioner Yolanda Thomas-Davis ___________________________________________________ Eddie Wilson, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2014-29 A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE FISCAL YEAR 2015 OPERATING BUDGETS. WHEREAS, the Housing Authority submits a budget to HUD for approval on a yearly basis, and WHEREAS, the Housing Authority fiscal year starts at the beginning of October and ends last day of September, and WHEREAS, operating budget estimates are presented to the Board for the public housing budget and the turnkey III budgets, and WHEREAS, the main public housing operating budget estimated amounts are listed as follows: Total routine expense $1,175,466 Extraordinary Maintenance $ 9,000 Grand Total Routine Expense $1,184,466 Grand Total Routine Expense $1,184,466 Total operating income (minus) $ 531,114 Deficit (before HUD funding) ($ 653,352) Total HUD contributions (including $196,366 capital fund) $ 730,711 Deficit (before HUD funding) ($ 653,352) Operating Reserve $ 77,369 WHEREAS, results of budget indicate a positive reserve amount of $77,359. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved Fiscal Year 2015 Operating Budgets as presented to the Board of Commissioners. Adopted this 18th day of August 2014. Resolution moved by: Commissioner Carla Mock Resolution seconded by: Commissioner Colleen Babb _____________________________________ Eddie Wilson, MCHA Chairperson ATTEST: