Housing Authority Board of Commissioners

MINUTES OF THE ANNUAL MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA, HELD ON MONDAY, JULY 20, 2015 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held an annual board meeting on Monday, July 20, 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 meeting included Vice Chairperson Virginia Keating, Commissioner Carla Mock, Commissioner Yolanda Thomas-Davis, Commissioner William Fine, Commissioner Colleen Babb, and Commissioner Lester Norvell. Chairperson Eddie Wilson did not attend this meeting. Housing Authority Attorney Nelson Pichardo attended 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: Vice Chairperson Keating called for approval of minutes dated June 15, 2015. Commissioner Mock motioned approval of the minutes as presented to the Board. Commissioner Fine seconded the motion. CARRIED In reference to Commissioner Davis’ past question regarding the impact of excessive nonemergency days on the funding, Executive Director Thomas stated that when she went to a recent training she questioned a HUD field officer about the impact of nonemergency days who said that no impact exists on funding in regards to nonemergency days. APPROVAL OF MANAGEMENT REPORTS: Vice Chairperson Keating called for approval of the management reports as presented to the Board. In reference to the Boulevard Gardens and Lakeland Estates Report she inquired about 7 units remaining vacant and if there were any additional vacant units. Executive Director Thomas said that the 7 units remain vacant with a total of 10 public housing units vacant. In reply to Vice Chairperson Keating’s question regarding when the units will be occupied, she stated that there are a couple of units nearing completion and that Maintenance Supervisor Barry Kelly was on vacation. In regards to vacant units at Boulevard Gardens Executive Director Thomas said that there was a recent death and 2 evictions. In regards to the Low Rent/Homeownership/Scattered Sites Report, Vice Chairperson Keating asked about 2 accounts sent to Attorney Pichardo for nonpayment. Attorney Pichardo stated that  2 all accounts for nonpayment are filed with Superior Court No. 2 which are in the process of evictions. With reference to financial highlights on the finance report Vice Chairperson Keating asked for clarification for the statement “Expenses to date are $682,089 decreased by $101,555 (or .13%).” Executive Director Thomas stated that the correct amount for the expenses to date is $783,644. With no questions regarding the reports, Commissioner Fine motioned approval of the management reports as presented to the Board. Commissioner Babb seconded the motion. CARRIED COMMITTEE REPORTS: Rent Paying Policy Vice Chairperson Keating called for discussion of committee reports. She informed the Board that Attorney Pichardo would discuss changes to policies beginning with rent paying policy. Attorney Pichardo said that because tenants are not adhering to the pay back rent agreement, a change has been implemented under Section G Pay Back Agreements for Good Cause number 7 in accordance with HUD 24 CFR 982-551(b) requiring the participant to report increases of employment income within reporting timeframe or pay back the increased difference of income. In response to Commissioner Mock’s inquiry about the timeframe for reporting increased employment income, Executive Director Thomas stated that a 30-day notice exists in the rent policy. Vice Chairperson Keating said that this scenario of not reporting increased employment income often occurs with Section 8 voucher participants. She said that the participants have an annual re-exam and sign an oath, and when the participants fail to report the increased income, the rent is over paid. Commissioner Lester inquired about the penalty of unreported income. In reply, Vice Chairperson Keating said that a hearing would exist to determine the accuracy of increased income by calculation with a possible eviction. With no further questions, Commissioner Fine motioned to accept changes under Section G. Number 7 of rent paying policy. Commissioner Mock seconded the motion. RESOLUTION NUMBER 2015-18 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT THE CHANGES TO THE MICHIGAN CITY HOUSING AUTHORITY RENT PAYING POLICY UNDER SECTION G NUMBER 7.  3 AYES NAYS Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb Lester Norvell CARRIED Chairperson Eddie Wilson did not attend this meeting. Housing Manager – Online Applications Attorney Pichardo informed the Board that the Housing Authority would like to implement a computer program entitled Housing Manager to assist with the rental application process. He said that this feature would allow housing managers to review applications for housing online instead of taking applications manually. He said that if implemented, this new process would revise the Section 8 Administration Plan under Chapter 4 Managing the Waiting List, Section 4.2 Taking Applications and will change the Housing Authority’s ACOP under Part I: The Application Process Section 4-I.B. Applying for Assistance. Commissioner Davis asked if this process has been tested. Attorney Pichardo replied no and said that other housing authorities utilize this program, and that this program works with the Tenmast Software. Commissioner Mock asked to hear comments from other housing managers before making a decision. Attorney Pichardo said that he has information from housing managers expressing their opinions about online applications. Commissioner Davis said that she would like to discuss the matter in detail with housing manager(s) present. Based upon the aforementioned comments by the commissioners Vice Chairperson Keating suggested having a special meeting to discuss the matter. ` OLD BUSINESS NEW BUSINESS Annual Election of Officers Chairperson Vice Chairperson Keating called for the annual election of officers for fiscal year 2015-1016. She thanked Mr. Eddie Wilson for a good job as serving as the Chairperson for the Board of Commissioners and said he accomplished much. She informed the Board that she does not want to seek any official position on the Board of Commissioners, and would like to allow other  4 commissioners this opportunity expressing her gratitude for all committee participants’ past work on the Board. At that time Vice Chairperson Keating called for nominations for the Chairperson position. Commissioner Fine nominated Commissioner Mock to serve as Chairperson of the Michigan City Housing Authority Board of Commissioners, and with all commissioners in agreement Commissioner Carla Mock was the newly elected Chairperson of the Housing Authority’s Board of Commissioners. CARRIED Vice Chairperson Commissioner Keating called for nominations for the Vice Chairperson position. Commissioner Norvell nominated Yolanda Davis to serve as the Vice Chairperson of the Michigan City Housing Authority Board of Commissioners. Commissioner Fine seconded the motion and with all commissioners in agreement Commissioner Yolanda Davis was the newly elected Vice Chairperson of the Housing Authority’s Board of Commissioners. CARRIED Fiscal Year 2016 Budget Vice Chairperson Keating called for discussion of the Fiscal Year 2016 Budget. At that time all commissioners of the Board arrived at a consensus to table discussion and approval of the Fiscal Year 2016 Budget as presented to the Board. TABLED APPROVAL OF BILLS: PUBLIC COMMENTS: Vice Chairperson Keating called for public comments. Housing Authority Liaison Tim Bietry congratulated the newly-elected officers of the Board of Commissioners. ADJOURNMENT: Vice Chairperson Keating called for adjournment of the meeting. The meeting adjourned at approximately 5:00 p.m. at which time the Board scheduled a special meeting on Monday, July 27, 2015 at 4:00 p.m.  5 ______________________________________ Virginia Keating, Vice Chairperson __________________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2015-18 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT THE CHANGES TO THE MICHIGAN CITY HOUSING AUTHORITY RENT PAYING POLICY UNDER SECTION G NUMBER 7. WHEREAS the Housing Authority has a payback agreement within the rent paying policy under Section G Pay Back Agreement for Good Cause, and WHEREAS, because the tenants were not adhering to this policy, a change was deemed necessary, and WHEREAS, the change is incorporated under number 7 (statement of tenant’s responsibility for maintaining a payment schedule current on all pay back payment) of the Section G and states the following: In accordance with HUD 24 CFR 982-551(b) it is the obligation of the participant to supply all required information regarding their application. Specifically, failure to report an increase in employment income within the required reporting timeframe will result in the participant repaying the difference in the amount not reported. NOW THEREFORE BE IT RESOLVED that Board of Commissioners of the Michigan City Housing Authority authorized the aforementioned revision to the Michigan City Housing Authority Rent Paying Policy under Section G Pay Back Agreements for Good Cause, Number 7. Adopted this 20th day of July 2015. Resolution moved by: Commissioner William Fine Resolution seconded by: Commissioner Carla Mock __________________________________________ Virginia Keating, MCHA Vice Chairperson ATTEST: