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, MAY 18, 2015 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, May 18, 2015 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 meetings included Chairperson Eddie Wilson, Vice Chairperson Virginia Keating, Commissioner Yolanda Thomas-Davis, Commissioner William Fine, Commissioner Lester Norvell, and Commissioner Colleen Babb. Commissioner Carla Mock did not attend this meeting. Housing Authority Attorney Nelson Pichardo also did not attend this meeting. Public in attendance included 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 April 20, 2015. Commissioner Norvell motioned approval of the minutes as presented to the Board. 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. Executive Director Thomas explained to the Board that the excess number of work orders generated on last month’s Maintenance Report was due to a number of outstanding work orders, and that some work orders were completed but not closed out in the system. In reference to the Boulevard Gardens and Lakeland Estates Monthly Occupancy Report, Vice Chairperson Keating inquired about status of 6 vacant units. Executive Director Thomas said that as of last week Housing Manager Cheryl Webster is still working on those units. Commissioner Davis asked if the excessive number of work orders affect funding received by HUD. In reply, Executive Director Thomas stated yes. Commissioner Davis asked about the impact of approximately 600 non-emergency days. Executive Director Thomas stated that she did not know what the impact would be. In reply, Commissioner Davis asked if she could find out  2 the impact. Executive Director Thomas said after work orders are completely closed out in the system. With no further questions, Vice Chairperson Keating motioned approval of the management reports as presented to the Board. Commissioner Babb seconded the motion. CARRIED COMMITTEE REPORTS: Chairperson Wilson called for any committee reports. On behalf of the Personnel and Policy Committee Vice Chairperson Keating informed the Board about a recommendation regarding Executive Director Norma Thomas’s $40,000 salary to include a six-month salary increase of $4,000 at a $44,000 salary and to increase that salary another $4,000 in six months at $48,000 – the level of the prior executive director’s salary. She stated that any additional increases will be based upon performance. With no further comments, Commissioner Davis motioned approval to increase the executive director’s salary by $4,000 every six months until salary is compensated at $48,000 at which time any increases would be based solely on performance. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2015-16 THE RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE $4,000 SALARY INCREASE EVERY SIX MONTHS UNTIL SALARY IS COMPENSATED AT $48,000 AND THEREAFTER ANY SALARY INCREASE WOULD BE BASED UPON PERFORMANCE. AYES NAYS Eddie Wilson Virginia Keating Yolanda Thomas-Davis William Fine Colleen Babb Lester Norvell CARRIED Commissioner Carla Mock was absent at this voting. OLD BUSINESS  3 NEW BUSINESS Low Rent Write-offs Chairperson Wilson called for approval of the low rent write-off. Executive Director Thomas explained to the Board that the low rent write off consist of tenants who moved out and still owe monies. She said that the Housing Authority attempts to collect monies from the tenants, and if the Housing Authority is unable to collect the monies, then the Housing Authority adds those individuals to a HUD website whereby those individuals will have difficulty of obtaining housing elsewhere. Those individuals are also not allowed housing at the Housing Authority until their accounts are paid in full. Commissioner Fine motioned approval to accept the low rent write offs as presented to the Board for a total amount of $4,399.18. Vice Chairperson Keating seconded the motion. RESOLUTION NUMBER 2015-17 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF PUBLIC HOUSING LOW RENT ACCOUNT RECEIVABLES FOR A TOTAL AMOUNT OF $4,399.18. AYES NAYS Eddie Wilson Virginia Keating Yolanda Thomas-Davis William Fine Colleen Babb Lester Norvell CARRIED Commissioner Carla Mock was absent at this voting. APPROVAL OF BILLS: Chairperson Wilson called for approval of bills to present before the Board to include the Housing Authority Insurance (HAI) Group insurance invoice in the amount of $2,228.00 for Section 8 lead liability. Executive Director Thomas explained to the Board that this type of insurance protects the Housing Authority from units built prior to 1976 of any lead liability with a required number count of aforementioned units and children residing in those units. With no questions, Vice Chairperson Keating motioned approval of the Section 8 lead liability insurance premium in the amount of $2,228.00. Commissioner Norvell seconded the motion. CARRIED  4 Comments from the Executive Director Executive Director Thomas informed the Board about a Section 8 project that Housing Choice Voucher Kathy Wilson has been working on diligently involving implementing online applications. She said that the planning stages are near completion and that everything will be ready at the next Board meeting. This project will benefit the Housing Authority and general public and will benefit the process of collecting rent online according to Executive Director Thomas. Executive Director Thomas also informed the Board about a community-wide and city-wide event sponsored by Fifth Third Bank on June 5, 2015. She said that notices are being sent out and that Fifth Third Bank will assist in credit reporting and financial information awareness. Fifth Third Bank also has an E-Bus whereby job interview assistance is offered, and according to Executive Director Thomas, there are quite a few volunteers. Public Comments Chairperson Wilson called for any public comments from Housing Authority Liaison Tim Bietry and congratulated him for a successful preliminary reelection. Adjournment Chairperson Wilson called for adjournment of the meeting. Commissioner Davis motioned for meeting to adjourn. Commissioner Fine seconded the motion. Meeting adjourned at approximately 5:00 p.m. ______________________________________ Eddie Wilson, Chairperson __________________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2015-16 THE RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE $4,000 SALARY INCREASE EVERY SIX MONTHS UNTIL SALARY IS COMPENSATED AT $48,000 AND THEREAFTER ANY SALARY INCREASE WOULD BE BASED UPON PERFORMANCE. WHEREAS, the initial salary for the position of executive director was $40,000, and WHEREAS, the policy and personnel committee met to discuss further ramifications to the salary of the executive director and recommended before the board to increase the executive director’s salary $4,000 for the first six months totaling $44,000, and WHEREAS, the next six months the executive director’s salary would be increased another $4,000 for a total of $48,000, and WHEREAS, thereafter any salary increases would be based upon performance. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the City of Michigan City, Indiana approved the increase salary of Executive Director Norma Thomas of $4,000 within the next two consecutive six months from $40,000 to $44,000 to $48,000. BE IT FURTHER RESOLVED that the Board of Commissioners of the City of Michigan City, Indiana approved that any further increase of Executive Director Norma Thomas’ salary of $48,000 would be based upon performance. Adopted this 18th day of May 2015. Resolution moved by: Commissioner Yolanda Thomas-Davis Resolution seconded by: Commissioner William Fine __________________________________________ Eddie Wilson, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2015-17 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF PUBLIC HOUSING LOW RENT ACCOUNT RECEIVABLES FOR A TOTAL AMOUNT OF $4,399.18. WHEREAS, the Housing Authority of the City of Michigan City, Indiana annually writes off past due accounts for residents who have vacated, abandoned or died leaving a remaining balance due, and WHEREAS, such accounts were sent to the collection agency in an attempt to obtain past due monies, and will remain at the collection agency even when the accounts have been written off by the Housing Authority, and WHEREAS, a list of such accounts by previous tenants are also added to the HUD website, and WHEREAS, this attached list of tenants with overdue accounts will also be kept on the Housing Authority’s filing records, and WHEREAS, it is understood that when a tenant with an overdue account returns to apply for housing, the tenant is required to first pay off any overdue accounts. NOW THEREFORE BE IT RESOLVED that Board of Commissioners authorized the write-off of low rent account receivables totaling $4,399.18. BE IT FURTHER RESOLVED that low rent accounts receivables are written off to prevent negative effects revealed on the Housing Authority operating subsidy in order to obtain full subsidy amount approved. Adopted this 18th day of May 2015. Resolution moved by: Commissioner William Fine Resolution seconded by: Vice Chairperson Virginia Keating __________________________________________ Eddie Wilson, MCHA Chairperson ATTEST: