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, APRIL 20, 2015 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, April 20, 2015 at 4:30 p.m. after an Executive Session held at 4:00 p.m. The meetings were held at the Michigan City Housing Authority, 621 East Michigan Boulevard, Michigan City, Indiana 46360. Commissioners who attended the meetings included Chairperson Eddie Wilson, Vice Chairperson Virginia Keating, Commissioner Carla Mock, Commissioner Yolanda Thomas-Davis, Commissioner William Fine, and Commissioner Lester Norvell. Commissioner Collen Babb did not attend this meeting. Housing Authority Attorney Nelson Pichardo attended this meeting. Public in attendance included General Insurance Services, Inc. Dan Nole, Housing Authority Liaison Tim Bietry, and ALCO Representative Andre Steele. Personnel who attended the meeting included Executive Director Norma Thomas and Recording Secretary Robin Fly. APPROVAL OF MINUTES: Chairperson Wilson called for approval of minutes dated March 16, 2015. Commissioner Mock motioned approval of the minutes as presented to the Board. Vice Chairperson Keating seconded the motion. CARRIED APPROVAL OF BILLS: Workers Compensation Chairperson Wilson introduced Dan Nole from General Insurance Services, Inc. (GIS). Mr. Nole informed the Board about an insurance audit of the Housing Authority’s worker compensation insurance introduced before the Board in February 2015. Each year the Housing Authority’s payroll (compensation insurance) is audited, and according to Mr. Nole, there was an increase of the audit premium resulting in a $477.00 charge amount. After Board listened to Mr. Nole explain the reason for increase, Commissioner Fine motioned approval to pay the additional charge of the workers’ compensation audit premium in the amount of $477.00. Vice Chairperson Keating 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 maintenance report, Commissioner Mock asked about the excessive amount of  2 calendar days at 662 to complete non-emergency work orders. Interim Executive Director Thomas said she would verify the number of days and report the information at the next Board meeting. In regards to the family self-sufficiency (FSS) report, Commissioner Fine inquired about a youth employment workshop in the month of March. Interim Executive Director Thomas stated that this past Saturday, there was a registering of youth for summer employment jobs. With no further questions, Commissioner Thomas-Davis motioned approval of the management reports as presented to the Board. Commissioner Fine seconded the motion. CARRIED COMMITTEE REPORTS: Chairperson Wilson called for report from the Personnel and Policy Committee. Commissioner Thomas-Davis informed the Board that the Personnel and Policy Committee met with Norma Thomas in regards to accepting the Housing Authority Executive Director position. She motioned approval that as of April 1, 2015 Norma Thomas is the Executive Director of the Housing Authority of the City of Michigan City, Indiana. Vice Chairperson Keating seconded the motion. Commissioner Mock questioned the official start date for Norma Thomas as Executive Director on April 1, 2015 since the Board did not approve Norma Thomas as Executive Director on that day, and suggested the official date of April 20, 2015. Commissioner Fine suggested retroactively compensating Norma Thomas as the Executive Director beginning on April 1, 2015 and officially instate her as Executive Director on April 20, 2015. At that time Commissioner Thomas-Davis negated the previous motion and again motioned approval of Norma Thomas as Executive Director of the Housing Authority effective April 20, 2015 with her salary retroactive beginning April 1, 2015 at $40,000. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2015-13 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE NORMA THOMAS AS THE NEWLY-APPOINTED HOUSING AUTHORITY EXECUTIVE DIRECTOR ON APRIL 20, 2015 WITH RETROACTIVE SALARY OF $40,000 STARTING ON APRIL 1, 2015. The resolution was approved by Commissioner Yolanda Thomas-Davis, and seconded by Commissioner William Fine.  3 AYES NAYS Eddie Wilson Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Lester Norvell CARRIED Commissioner Colleen Babb was absent at this voting. Commissioner Mock suggested making an official announcement to the staff regarding Norma Thomas as the newly-appointed Executive Director. Executive Director Thomas informed Board that the Housing Authority has a staff meeting every last Tuesday of the month at 9:00 a.m. NEW BUSINESS Audit Exit Chairperson Wilson called discussion of the audit exit. Executive Director Thomas informed the Board that she, Housing Manager Kathy Wilson, and Vice Chairperson Virginia Keating attended the audit exit on Friday, March 20, 2015, and stated that the Housing Authority is closed on Fridays. She explained to the Board about several findings from the auditor to include cash equivalent and security deposit on the financial books under business activity since last year, which if need be, would be written off according to the fee accountant. Executive Director Thomas said that public housing and section 8 file folders were audited and results indicated information missing from the file folders regarding follow-up inspections, guardianship, and birth certificates. She said that the Housing Authority would probably be fined in accordance to two important findings that include an under-housed unit (Section 8), and two families who missed re-exams (Section 8). Other findings include the need of HQS – follow up inspections of the Housing Authority inspector as soon as an inspection is completed, and the need for check and balance, and according to Executive Director Thomas, employees Rochelle Allison and Robin Fly have been assigned some quality control tasks. Lawn Care Quote Chairperson Wilson called for approval lawn care quote. Vice Chairperson Keating spokesperson for the Asset Committee informed the Board that the Housing Authority only received one quote for lawn care by M.K. LawnCare for mowing services at Boulevard Gardens  4 at $135/biweekly and at vacant lot properties under Business Activity at $220/biweekly. She said that although the quote includes mowing of vacant lot properties under MCHDI at $220/biweekly, Michigan City Housing Development, Inc. (MCHDI) would pay for the fee. With no inquiries, Commissioner Mock motioned approval of the lawn care quote from M.K. LawnCare at $135/biweekly at Boulevard Gardens and at $220/biweekly of vacant lots under Business Activity. Commissioner Thomas-Davis seconded the motion. RESOLUTION NUMBER 2015-14 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE LAWN CARE QUOTES PROVIDED BY M.K. LAWNCARE FOR MAINTENANCE OF BOULEVARD GARDENS PROPERTY AT $135.00 BI-WEEKLY AND FOR MAINTENANCE OF VACANT BUSINESS ACTIVITY PROPERTIES AT $220.00 BI-WEEKLY FOR THE 2015 SUMMER SEASON FROM MAY 1, 2015 TO SEPTEMBER 30, 2015. AYES NAYS Eddie Wilson Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Lester Norvell CARRIED Commissioner Colleen Babb was absent at this voting. Extermination Quotes Chairperson Wilson called for approval of the extermination quotes. Vice Chairperson Keating, spokesperson for the Asset Committee, explained to the Board that the Housing Authority sent out request for quotes for pest control services to the following companies with the following responses: Company Quote Allied Services $ 19,980.00 Orkin Exterminating Company $ 45,240.00 Arrow Services, Inc. $ 12,312.00 Griffin Pest Solutions $ 14,256.00 Vice Chairperson Keating said that the Asset Committee recommended approval of pest control quote from Griffin Pest Solutions in the amount of $14,256.00 instead of the low quote by Arrow Services, Inc. due to issues regarding bed bug pest control services. With no further discussion, Vice Chairperson Keating motioned approval of the quote from Griffin Pest Solutions in aforementioned amount. Commissioner Mock seconded the motion.  5 RESOLUTION NUMBER 2015-15 THE RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE QUOTE BY GRIFFIN PEST SOLUTIONS TO PROVIDE EXTERMINATION SERVICES EFFECTIVE MAY 1, 2015 THROUGH MAY 1, 2017 FOR A TOTAL COST OF $14,256.00 AT $1,188.00 PER MONTH. AYES NAYS Eddie Wilson Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Lester Norvell CARRIED Commissioner Colleen Babb was absent at this voting. Public Comment Adjournment Chairperson Wilson called for adjournment of the meeting. Commissioner Fine motioned for meeting to adjourn. Commissioner Thomas-Davis seconded the motion. Meeting adjourned at approximately 5:10 p.m. ______________________________________ Eddie Wilson, Chairperson __________________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2015-13 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE NORMA THOMAS AS THE NEWLY-APPOINTED HOUSING AUTHORITY EXECUTIVE DIRECTOR ON APRIL 20, 2015 WITH RETROACTIVE SALARY OF $40,000 STARTING ON APRIL 1, 2015. WHEREAS, Financial Assistant Norma Thomas has served as the Housing Authority Interim Executive Director assuming both positions for several months, and WHEREAS, the Personnel and Policy Committee recently met to finalize the offer of Executive Director to Norma Thomas with her acceptance, and WHEREAS, the Personnel and Policy Committee recommended that the Board approve Norma Thomas as the Executive Director of the Housing Authority with a salary of $40,000 retroactive April 1, 2015. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approved hire of Norma Thomas as the Executive Director of the Housing Authority of the City of Michigan City, Indiana on April 20, 2015. BE IT FURTHER RESOLVED that the Board of Commissioners approved a $40,000 executive director salary retroactive on April 1, 2015. Adopted this 20th day of April 2015. Resolution moved by: Commissioner Yolanda Thomas-Davis Resolution seconded by: Commissioner William Fine __________________________________________ Eddie Wilson, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2015-14 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE LAWN CARE QUOTES PROVIDED BY M.K. LAWNCARE FOR MAINTENANCE OF BOULEVARD GARDENS PROPERTY AT $135.00 BI-WEEKLY AND FOR MAINTENANCE OF VACANT BUSINESS ACTIVITY PROPERTIES AT $220.00 BI-WEEKLY FOR THE 2015 SUMMER SEASON FROM MAY 1, 2015 TO SEPTEMBER 30, 2015. WHEREAS, when possible the Housing Authority of the City of Michigan City hires a landscaping company to mow its Boulevard Gardens property development, vacant lots (6th and Cedar, 1710 Coolspring Avenue, 220 Providence, 1017 W 9th Street) under Business Activity account, and vacant lots (Ford & Chicago, Congress & Chicago, Woodland & Walker, Lot Block 43 6th Street) under MCHDI account on an annual basis, and WHEREAS, the Housing Authority sent out request for quotes for lawn care services to MDH Landscaping and Remodeling, DeLau Landscaping, M.K. LawnCare, A-Plus, Inc., and Dan’s Landscaping, and WHEREAS, the Housing Authority received only one response quote from M.K. LawnCare, and WHEREAS, M.K. LawnCare’s quote would provide lawn mowing service for Boulevard Gardens property at $135/biweekly and for vacant Business Activity lots at $220/biweekly, and WHEREAS, M.K. LawnCare’s quote of providing lawn mowing services for MCHDI vacant lots at $220/biweekly would be compensated under MCHDI account, and WHEREAS the Asset Management/Procurement/Construction Committee recommended that the Board accept lowest quote by M.K. LawnCare who has performed past lawn care services on behalf of the Housing Authority with satisfactory results with a total cost of $355/biweekly for Boulevard Gardens and Business Activity properties. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of Michigan City, Indiana approved the lawn care quote from M.K. LawnCare for lawn care services for 2015 season beginning in May 1, 2015 and ending in September 30, 2015 at $135/biweekly – Boulevard Gardens property and at $220/biweekly – Business Activity vacant lots with stipulation MCHDI would pay $220/biweekly for its vacant lots. Adopted this 20th day of April 2015. Resolution moved by: Commissioner Carla Mock Resolution seconded by: Commissioner Yolanda Thomas-Davis _____________________________________ Eddie Wilson, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2015-15 THE RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE QUOTE BY GRIFFIN PEST SOLUTIONS TO PROVIDE EXTERMINATION SERVICES EFFECTIVE MAY 1, 2015 THROUGH MAY 1, 2017 FOR A TOTAL COST OF $14,256.00 AT $1,188.00 PER MONTH. WHEREAS, the Housing Authority of the City of Michigan City, Indiana renews its contract for extermination services every two years, and WHEREAS, the Housing Authority sent out request for quotes for extermination services to the following companies: (1) Franklin Pest Solutions, (2) Orkin Exterminating Company, (3) Griffin Pest Solutions, (4) Arrow Services, Inc., (5) Guardian Pest Control Services, and (6) Allied Services, and WHEREAS, the following extermination companies responded with the following quotes: Company Quote Allied Services $19,980.00 Orkin Exterminating Company $45,240.00 Arrow Services, Inc. $12,312.00 Griffin Pest Solutions $14,256.00 WHEREAS, the Asset Committee recommended to the Board the approval of the quote from Griffin Pest Solutions instead of Arrow Services, Inc., the presently hired extermination company, and WHEREAS, although Arrow Services, Inc. has the lowest submitted quote, due to issues regarding bed bug pest control service, the Asset Committee recommended that Board approve quote by Griffin Pest Solutions. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved Griffin Pest Solutions’ quote for extermination services at a total cost of $14,256.00 at $1,188.00 per month effective May 1, 2015 through May 1, 2017. Adopted this 20th day of April 2015. Resolution moved by: Vice Chairperson Virginia Keating Resolution seconded by: Commissioner Carla Mock ___________________________________________________ Eddie Wilson, MCHA Chairperson ATTEST: