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, MARCH 21, 2016 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, March 21, 2016 at 4:30 p.m. The meeting was held at the Michigan City Housing Authority, 621 East Michigan Boulevard, Michigan City, Indiana 46360. The regular board meeting began at approximately 4:30 p.m. Commissioners who attended the meeting included Chairperson Carla Mock, Vice Chairperson Yolanda Thomas-Davis, Commissioner William Fine, Commissioner Colleen Babb, Commissioner Virginia Keating, Commissioner David McCray, and newly appointed Commissioner Sean Fitzpatrick. Public in attendance included Housing Authority Liaison, City Council – 5th Ward Sharon Carnes and ALCO Representative Andre Steele. Housing Authority personnel attendees included Executive Director Norma Thomas and Finance HR Administrative Clerk Robin Fly. INTRODUCTION OF NEWLY APPOINTED COMMISSIONER: Chairperson Mock asked newly appointed Commissioner Sean Fitzpatrick to introduce himself to the Board. Commissioner Fitzpatrick informed the Board that he is currently working with the County Coroner’s office and also has been working as an autopsy assistant for approximately eight years. Chairperson Mock informed Commissioner Fitzpatrick to contact herself or Executive Director Thomas if he has any questions. APPROVAL OF MINUTES: February 16, 2016 Chairperson Mock called for approval of minutes dated February 16, 2016. Commissioner Keating motioned approval of the minutes as presented to the Board. Commissioner Fine seconded the motion. CARRIED APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. She explained to the Board that the written monthly reports are from managers of each department at the Housing Authority. Chairperson Mock inquired about the rehab status of the units. Executive Director Thomas said that the Housing Authority has a total of 11 rehabs with the majority of the unit rehabs derived from unit transfers in an attempt to place family members in their correct bedroom size unit in compliance with HUD regulations.  2 In reference to the Occupancy Report, Commissioner Keating asked about the fire at 105 Merrihill. Executive Director Thomas stated that the resident is being transferred to a new 3- bedroom unit at 252 Merrihill, and that majority of fire damage took place in the bathroom with rehab work in action as soon as the resident moves out of that unit. She also informed Board that a fire took place at 246 Merrihil last month, and the damage was near the range hood behind the stove with rehab starting in a few days pending a report from the insurance company. In regards to the Section 8 Housing Choice Voucher Program, Commissioner McCray commented on the removal of 50 applicants from the waiting list and asked if any classes are scheduled this month. Executive Director Thomas informed the Board that a class was held last week with approximately 32 applicants participating in the class. In reference to the Family Self-Sufficiency (FSS) Report, Vice Chairperson Davis informed the Board that the “Tea with the Tenant” was rescheduled on March 10, 2016. She said that she attended the tea with 25-30 residents in attendance and topic of discussion involved finances such as credit and budgeting. She said that residents at Lakeland Estates have a passion to help each other and expressed her appreciation for attending the tea. Executive Director Thomas informed the Board that Lakeland Estates residents have a resident council. With no further questions or comments, Commissioner Fine motioned to approve the management reports. Vice Chairperson Davis seconded the motion. CARRIED COMMITTEE REPORTS: Chairperson Mock called for any committee reports. With no committee reports to present to the Board, Commissioner McCray asked about the staff meetings held the last Tuesday of each month. Chairperson Mock stated that she has attended the staff meetings and has participated in staff activities during the meetings. Executive Director Thomas informed the Board that the staff meetings usually begin at 9:00 a.m. but a luncheon is scheduled 11:30 a.m. for next staff meeting on Tuesday, March 29, 2016. OLD BUSINESS: NEW BUSINESS: Audit Results Chairperson Mock called for discussion of the audit results. Executive Director Thomas informed the Board that auditor Pamlea Simpson performed the audit for the Housing Authority this year, and the exit interview took place on Friday, March 4, 2016 at approximately 4:00 p.m. with herself, Housing Manager Carolyn Combs, and Section 8 Housing Choice Voucher Manager Kathy Wilson in attendance. Corrections indicated by auditor Simpson include contracting out payroll in order to best utilize the staff that works on a 32-hour work week schedule, and according to Executive Director Thomas, three payroll companies have been contacted and that she plans to meet with a payroll company representative tomorrow.  3 Executive Director Thomas said that auditor Simpson said a more effective cash management policy should be implemented. She informed the Board that she has drafted a policy and will discuss the policy with Accounts Receivable Rochelle Mitchell and Finance HR Administrative Clerk Robin Fly. She said the auditor advised on a more stringent internal control implementation to maintain accountability amongst employees. Executive Director Thomas said that auditor Simpson said that HUD has initiated regulation that require housing authorities to hire various auditors every three years for which the Housing Authority might be penalized for having same fee accountant for past four years. In regards to accounts receivables, in September 2015 there was a large receivables on the financial books for Section 8 program which was owed to Housing Authority and which was eventually transferred according to Executive Director Thomas. Executive Director Thomas stated that auditor Simpson said that the MCHDI Board should not have a majority of its board members from the Housing Authority Board of Commissioners and that she would speak with the Attorney Pichardo about having seven MCHDI board members. Executive Director Thomas informed Board about audit results involving 25 Section 8 file folders with 4 of 25 file folders having calculation errors that involve social security and child support, and with 6 of 25 file folders having recertification(s) that were not completed in a timely fashion. She said that audit results will be released at the end of June 2016 or the beginning of July 2016 for submission to HUD. Allowance of Tenant-Furnished Utilities and Other Services Chairperson Mock called for approval of the allowances of tenant-furnished utilities and other services. She said that the Housing Authority pays the utility amounts listed on the chart on behalf of the tenant. Executive Director Thomas stated that allowances are based upon bedroom size. Chairperson Mock said that the tenant utilities are for both the single family units and the multi-family units. In reply to Chairperson Mock’s inquiry on the status on the utilities paid out by the Housing Authority, Executive Director Thomas stated that the Housing Authority is under budget this past year with lower utility usage. With no further questions, Commissioner Babb motioned to approve the allowances for tenant furnished utilities and other services as presented to the Board. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2016-13 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE FISCAL YEAR 2015-2016 ALLOWANCES FOR TENANT- FURNISHED UTILITIES AND OTHER SERVICES FOR SINGLE-FAMILY AND MULTI- FAMILY UNIT TYPE FOR THE PUBLIC HOUSING AND THE SECTION 8 HOUSING CHOICE VOUCHER PROGRAMS EFFECTIVE OCTOBER 23, 2015.  4 AYES NAYS Carla Mock Yolanda Thomas Davis William Fine Colleen Babb Virginia Keating Dave McCray Sean Fitzpatrick CARRIED Schedule of Payment Standards and Fair Market Rents Revision Chairperson Mock called for approval of the revision of the schedule of payment standards and fair market rents (FMR). She said that the payment standards and FMR was approved in January 2016 and that the reason for a revision involves a 90 percent payment standard placing an undue burden on the tenants, and that he Housing Authority is proposing an increase of a 100 percent payment standard. She said that increase is effective toward new tenants and tenants due for reexam for gradual implementation of the 100 percent payment standard. With no questions, Commissioner McCray motioned approval to enact 100 percent toward payment standards and 100 percent toward FMR. Commissioner Keating seconded the motion. RESOLUTION NUMBER 2016-14 A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE REVISED ANNUAL SCHEDULE OF PAYMENT STANDARDS AND FAIR MARKET RENTS AS ISSUED BY THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT WITH THE HOUSING AUTHORITY IMPLEMENTING A 100 PERCENT PAYMENT STANDARD. AYES NAYS Carla Mock Yolanda Thomas Davis William Fine Colleen Babb Virginia Keating Dave McCray Sean Fitzpatrick CARRIED  5 APPROVAL OF BILLS: Tenmast Software Chairperson Mock called for approval Tenmast Software. Executive Director Thomas explained to the Board that Tenmast provides software for tenant services, and the software is renewed on an annual basis. She said that last year the Housing Authority signed a two-year agreement for this year and last year minus $2,000 off total amount for both years. Tenmast would like to establish another two-year payment plan, and according to Executive Director Thomas the Housing Authority does not want to enter into another two-year agreement with Tenmast and will start reviewing software companies in December 2016. With no further discussion, Vice Chairperson Davis motioned to approve the Tenmast Software invoice for renewal period April 1, 2016 to March 31, 2017 in the amount of $16,615.00. Commissioner Babb seconded the motion. CARRIED Business Auto Insurance Policy Renewal Chairperson Mock called for approval to renew the business auto insurance policy. Commissioner Keating motioned to approve renewal of business auto policy of Auto Owners Insurance provided by General Insurance Services (GIS) for premium amount of $4,501.54 effective March 24, 2016 to March 24, 2017. Commissioner Fine seconded the motion. CARRIED Boiler and Equipment Policy Renewal Chairperson Mock called for approval to renew the boiler and machinery insurance policy. Commissioner Babb motioned to approve renewal of boiler and equipment insurance policy of Hartford Steam Boiler provided by GIS for premium amount of $1,654.00 effective March 27, 2016 to March 27, 2017. Vice Chairperson Davis seconded the motion. CARRIED PUBLIC COMMENTS: Chairperson Mock informed the Board that the next Board meeting is scheduled for Monday, April 18, 2016. She asked for any comments from Housing Authority Liaison, City Council – 5th Ward Sharon Carnes. Councilwoman Carnes introduced herself to the Board and said the Board may contact her with any questions. ADJOURNMENT:  6 Chairperson Mock called for motion to adjourn the meeting. Commissioner Keating motioned to adjourn the meeting. The meeting adjourned at approximately 5:00 p.m. ______________________________________ Carla Mock, Chairperson __________________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2016-13 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE FISCAL YEAR 2015-2016 ALLOWANCES FOR TENANT-FURNISHED UTILITIES AND OTHER SERVICES FOR SINGLE- FAMILY AND MULTI-FAMILY UNIT TYPE FOR THE PUBLIC HOUSING AND THE SECTION 8 HOUSING CHOICE VOUCHER PROGRAMS EFFECTIVE OCTOBER 23, 2015. WHEREAS, HUD changes allowances for tenant-furnished utilities and other services as deemed necessary, and WHEREAS, the attached current utility allowances affect the LaPorte County area for single family units and multifamily units, and WHEREAS, the Housing Authority would implement current utility allowances effective immediately. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved the current changes to the utility allowance for the Public Housing and the Section 8 Housing Choice Voucher Programs for fiscal year 2015-2016. Adopted this 21st day of March 2016. Resolution moved by: Commissioner Colleen Babb Resolution seconded by: Commissioner William Fine _____________________________________ Carla Mock, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2016-14 A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE REVISED ANNUAL SCHEDULE OF PAYMENT STANDARDS AND FAIR MARKET RENTS AS ISSUED BY THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT WITH THE HOUSING AUTHORITY IMPLEMENTING A 100 PERCENT PAYMENT STANDARD. WHEREAS, on an annual basis the United States Department of Housing and Urban Development (HUD) issues an update of its Schedule of Payment Standards and Fair Market Rents (FMR), and WHEREAS, the Housing Authority of the City of Michigan City had approved 90 percent payment standard and FMR at the Board of Commissioners meeting held on Tuesday, January 19, 2016, and WHERAS, to prevent an undue burden on its tenants of implementing 90 percent of payment standards and FMR, the Housing Authority revised implementing 100 percent of payment standard and FMR, and WHREAS, the 100 percent would be implemented on a gradual basis toward new tenants and toward tenants at reexams. NOW THEREFORE BE IT RESOLVED, that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved the revised Schedule of Payment Standards and Fair Market Rents with the Housing Authority enacting a 100 percent payment standard. Adopted this 21st day of March 2016. Resolution moved by: Commissioner David McCray Resolution seconded by: Commissioner Virginia Keating __________________________________________________ Carla Mock, MCHA Chairperson ATTEST