Housing Authority Board of Commissioners

MINUTES OF THE SPECIAL MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA, HELD ON MONDAY, JULY 27, 2015 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a special board meeting on Monday, July 27, 2015 at 4:00 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 Carla Mock, Vice Chairperson Yolanda Thomas-Davis, Commissioner William Fine, Commissioner Virginia Keating, Commissioner Colleen Babb. Commissioner Eddie Wilson and Commissioner Lester Norvell did not attend this meeting. Housing Authority Attorney Nelson Pichardo attended this meeting. There was no public in attendance. Personnel who attended the meeting included Executive Director Norma Thomas, Section 8 Housing Choice Voucher Manager Kathy Wilson, and Recording Secretary Robin Fly. OLD BUSINESS Housing Manager Chairperson Mock called for discussion of Housing Manager. Section 8 Housing Choice Voucher Manager Wilson informed the Board that Housing Manager is a software web based application that allows individuals to apply for housing online. She said that everything will remain the same, the present software (Tenmast) will not be replaced, and that software allows housing managers to review applications online. Attorney Pichardo asked Section 8 Housing Choice Voucher Manager Wilson to explain how Housing Manager would make the Housing Authority more efficient. Section 8 Housing Choice Voucher Manager Wilson replied that assumed implementation of the Housing Manager will eliminate applicants interrupting housing managers’ daily tasks and eliminate interrupting housing managers’ scheduled appointments. Commissioner Fine asked Section 8 Housing Choice Voucher Manager Wilson to explain a step- by-step rent application process at the Housing Authority. Section 8 Housing Choice Voucher Manager Wilson stated that when applicants arrive at the Housing Authority seeking to complete a rent application, the receptionist contacts a housing manager, the housing manager then asks a series of questions and logs in the information into the computer supplied by the applicant. She said after information is taken the housing manager explains to the applicant about local preference and required submission of new information. Section 8 Housing Choice Voucher Manager Wilson explained to Board that number of applicants are becoming very low according to higher number of bedroom units. In reply to questions from the Board regarding advertising, Section 8 Housing Choice Voucher Manager  2 Wilson said that the Housing Authority advertises in the local newspaper and on website when the waiting lists are open or closed. Commissioner Fine inquired about the 5 waiting lists that the Housing Authority has and inquired about the Housing Manager software providing a selection of various types of housing for applicants. Section 8 Housing Choice Voucher Manager Wilson said the applicants are able to apply for more than one available waiting lists. Chairperson Mock asked how applications are numbered. Section 8 Housing Choice Voucher Manager Wilson said applicants are numbered according to time and date of the applications. Vice Chairperson Davis asked if the Housing Manager software will inform the applicant when a question or application is incomplete. Section 8 Housing Choice Voucher Manager Wilson explained that certain questions within the software will inform one of an incomplete answer. Commissioner Keating asked about the amount of training needed. Section 8 Housing Choice Voucher Manager Wilson stated that the software is simple to utilize. In regards to number of applicants expected she said that 500 applicants are allowed. Vice Chairperson Davis asked if the Housing Authority will have a computer at its site. In response, Section 8 Housing Choice Voucher Manager Wilson stated that if a computer is required on site, the Housing Authority will have a computer. If a computer on site is not required, then according to Section 8 Housing Choice Voucher Manager Wilson, that the Housing Authority could take paper applications. She said that paper applications could defeat the purpose of allowing housing managers efficient use of their time without interruptions for processing rent applications. In response to Vice Chairperson Davis’ inquiry about providing assistance for elderly and disabled who apply for housing, Attorney Pichardo said that in accordance with HUD regulations the initial method for taking applications must remain. In reference to local preference agenda item Section 8 Housing Choice Voucher Manager Wilson said that local preference is required and that Section 8 Department is in violation. Chairperson Mock asked about the regulatory waiver request, and Executive Director Thomas explained to the Board that in order to cut down on the paperwork required by the housing managers, HUD allotted waiver decreasing amount of information housing mangers are required to obtain from the tenants involving streamlining annual reexamination for elderly and disabled families on fixed incomes and establishing a payment standard of not more than 120 percent for fair market rent. In regards to revisions for the Admission Continued Occupancy Policy (ACOP) and the Section 8 Administrative Plan Executive Director Thomas explained to the Board that as HUD regulations change on an approximate annual basis, housing authorities must incorporate those HUD regulatory changes within their ACOP and Administrative Plan. She said that when the Housing Authority receives HUD regulation changes, the Housing Authority can adapt those regulations in its ACOP and Administrative Plan specifically to address the needs of the Michigan City Housing Authority. Attorney Pichardo stated that HUD sends out regulations for  3 the Michigan City Housing Authority’s adherence and compliance. With no further questions, Commissioner Fine motioned to accept Housing Manager software program as a means to manage the applications. Commissioner Keating seconded the motion. RESOLUTION NUMBER 2015-19 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT IMPLEMENTATION OF THE HOUSING MANAGER ONLINE RENTAL APPLICATION PROCESSING TOOL. AYES NAYS Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb CARRIED Commissioner Eddie Wilson and Commissioner Lester Norvell did not attend this meeting for a vote. In regards to Chairperson Mock’s inquiry about the Section 8 administrative plan revisions, Executive Director Thomas explained to the Board that revisions such as local preferences, online application and regulatory waiver apply also to the Section 8 administrative plan as well as to the ACOP. She said that the Housing Authority’s Section 8 department is in violation of the recent HUD regulation regarding local preferences. Admission Continued Occupancy Policy (ACOP) Revisions Chairperson Mock called for approval of the Admission Continued Occupancy Policy (ACOP) revisions. With no further discussion Commissioner Keating motioned approval of the ACOP revisions as presented to the Board. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2015-20 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT REVISIONS TO THE HOUSING AUTHORITY ADMISSION CONTINUED OCCUPANCY POLICY (ACOP) PENDING A 45-DAY PUBLIC REVIEW. AYES NAYS Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine  4 Colleen Babb CARRIED Commissioner Eddie Wilson and Commissioner Lester Norvell did not attend this meeting for a vote. Section 8 Administrative Plan Revisions Chairperson Mock called for approval of the Section 8 Administrative Plan revisions. Commissioner Keating motioned approval of the Section 8 Administrative Plan revisions. Commissioner Babb seconded the motion. RESOLUTION NUMBER 2015-21 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT REVISIONS TO THE HOUSING AUTHORITY SECTION 8 ADMINISTRATIVE PLAN PENDING A 45-DAY PUBLIC REVIEW. AYES NAYS Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb CARRIED Commissioner Eddie Wilson and Commissioner Lester Norvell did not attend this meeting for a vote. NEW BUSINESS Closing Public Housing Waiting List Chairperson Mock called for closing of the public housing waiting list. Executive Director Thomas informed Board that the closing of the waiting list will allow Section 8 Housing Choice Voucher Manager Kathy Wilson to update all applications with the Housing Manager online rental software and establish time for training the housing managers pending 45-day approval and 10-day notice. Chairperson Mock asked how long the waiting list would remain closed. In reply, Executive Director Thomas stated approximately 45 days. With no further discussion, Commissioner Keating motioned approval to close the public housing waiting list for update purposes. Commissioner Babb seconded the motion.  5 RESOLUTION NUMBER 2015-22 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE CLOSURE OF THE HOUSING AUTHORITY PUBLIC HOUSING WAITING LIST EFFECTIVE AFTER APPROVAL OF THIS RESOLUTION. AYES NAYS Virginia Keating Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb CARRIED Commissioner Eddie Wilson and Commissioner Lester Norvell did not attend this meeting for a vote. APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: Chairperson Mock called for adjournment of the meeting at approximate 5:15 p.m. ______________________________________ Carla Mock, Chairperson __________________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2015-19 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT IMPLEMENTATION OF THE HOUSING MANAGER ONLINE RENTAL APPLICATION PROCESSING TOOL. WHEREAS, the Michigan City Housing Authority takes applications on a weekly basis which process often interrupts the work day of the Housing Authority managers who are unable to serve its clients at full capacity, and WHEREAS, implementation of the Housing Manager online rental application tool will allow applicants to access the website via computer, via smart phone to complete the Housing Authority’s rental application online, and WHEREAS, the Housing Authority will implement Housing Manager software that allows the processing of 500 applications for fee of $500.00, and WHEREAS, the Housing Authority may accommodate the software as it would pertain to Housing Authority concerns at which the Housing Authority will have 5 different waiting lists, and WHEREAS, the Housing Manager software will not replace the Tenmast software utilized by the Housing Authority, and WHEREAS, the Housing Authority will send out a notice to media (Michigan City News Dispatch, Housing Authority website, post sign at Housing Authority) informing applications 10 days before the opening of the waiting list stating where and how one may apply, and WHEREAS, accommodations would exist for elderly residents and disabled residents to assist them in completing applications. NOW THEREFORE BE IT RESOLVED that Board of Commissioners of the Michigan City Housing Authority authorized the implementation of the Housing Manager rental application software. Adopted this 27th day of July 2015. Resolution moved by: Commissioner William Fine Resolution seconded by: Commissioner Virginia Keating __________________________________________ Carla Mock, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2015-20 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT REVISIONS TO THE HOUSING AUTHORITY ADMISSION CONTINUED OCCUPANCY POLICY (ACOP) PENDING A 45-DAY PUBLIC REVIEW. WHEREAS, there was a need to update and revise the current Housing Authority Admission Continued Occupancy Policy (ACOP), and WHEREAS, revisions as initiated by the United States Department of Housing and Urban Development (HUD) for incorporation within the Housing Authority’s ACOP will include local preference, tenant selection, online application, and regulatory waiver request, and WHEREAS, the revisions are pending a 45-day public review, and WHEREAS, specifics of the revisions will be located at the Housing Authority’s main office, the Michigan City Public Library, and City Hall of Michigan City Planning Department for review. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved revisions to the Housing Authority’s ACOP pending a 45-day public review. Adopted this July 27, 2015. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner William Fine ___________________________________________________ Carla Mock, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2015-21 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT REVISIONS TO THE HOUSING AUTHORITY SECTION 8 ADMINISTRATIVE PLAN PENDING A 45-DAY PUBLIC REVIEW. WHEREAS, there was a need to update and revise the current Housing Authority Section 8 Administrative Plan, and WHEREAS, revisions as initiated by the United States Department of Housing and Urban Development (HUD) for incorporation within the Housing Authority’s Section 8 Administrative Plan will include local preference, online application, and regulatory waiver request, and WHEREAS, the revisions are pending a 45-day public review, and WHREAS, specifics of the revisions will be located at the Housing Authority’s main office, the Michigan City Public Library, and City Hall of Michigan City Planning Department for review. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved revisions to the Housing Authority’s Section 8 Administrative Plan pending a 45-day public review. Adopted this July 27, 2015. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner Colleen Babb ___________________________________________________ Carla Mock, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2015-22 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE CLOSURE OF THE HOUSING AUTHORITY PUBLIC HOUSING WAITING LIST EFFECTIVE AFTER APPROVAL OF THIS RESOLUTION. WHEREAS, because the Housing Authority is in the process of implementing online rental application software and will have to incorporate all tenants on Housing Authority waiting list, and WHEREAS, public housing waiting list would remain closed until housing managers are trained for online application process, and WHEREAS, the waiting list would close for an indefinite amount of time and/or until purposes for closure are completed, and WHEREAS, the Housing Authority is scheduled to close the waiting list effective after approval of this resolution. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved closure of Public Housing waiting list for an unspecified amount of time until online applications and appropriate training is completed. Adopted this 27th day of July 2015. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner Colleen Babb ______________________________________ Carla Mock, MCHA Chairperson ATTEST: