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, AUGUST 15, 2016 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, August 15, 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 David McCray, and Commissioner Sean Fitzpatrick. Commissioner Colleen Babb and Commissioner Virginia Keating did not attend this meeting. Public in attendance included Housing Authority Liaison, City Council – 5th Ward Sharon Carnes and ALCO Representative Andre Steele. Housing Authority personnel attendee included Executive Director Norma Thomas. APPROVAL OF MINUTES: July 18, 2016 Chairperson Mock called for approval of the July 18, 2016 minutes. Commissioner Fine motioned approval of the minutes as presented to the Board. Commissioner McCray seconded the motion. CARRIED APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. She reminded the Board that the Housing Authority does not have a Family Self-Sufficiency (FSS) Coordinator, and the Housing Authority plans on hiring a part time employee instead of a full time employee for the position due to funding. In reference to the Section 8 Housing Choice Voucher Program Report, Commissioner Fine inquired about the status of Section 8 waiting list. In reply, Executive Director Thomas said that the waiting list closed a week later after opening on August 25, 2016. Chairperson Mock asked if there have been any changes regarding how applicants are selected. Executive Director Thomas stated that no changes have been enacted, and that applicants are pulled by number off the waiting list. In regards to the Maintenance Report Chairperson Mock asked about the status of work orders. Executive Director Thomas said that any high number of inspections per unit results in computer software assigning several work order tasks to one unit. With no further questions, Vice Chairperson Davis motioned approval of the management reports as presented to the Board. Commissioner Fitzpatrick seconded the motion.  2 CARRIED COMMITTEE REPORTS: Chairperson Mock informed the Board that the Asset Management Procurement Committee did not meet due to Commissioner Keating’s absence and will wait for her return to schedule a meeting. OLD BUSINESS: Chairperson Mock said that the Personnel and Policy Committee planned a discussion with Local Union 135. Vice Chairperson Davis informed Board that the Personnel and Policy Committee and union, who presented a proposal of a 5 percent salary increase, met on August 12, 2016. Year 2009 is the last year since Housing Authority employees have not received any pay raises due to lack of funding, and that employees have worked according to a 32-hour schedule since 2013, and according to Vice Chairperson Davis, Executive Director Thomas stated that the Housing Authority could afford a raise effective October 1, 2016 in the amount of 1.5 percent increase for all staff with exception of the Executive Director position due to pending performance evaluation. Vice Chairperson Davis stated that overall budget impact would amount to $5,300.00 annually. Commissioner Fine explained to Board that in order to raise funding for pay increase, Housing Authority would implement efficient office methods and employee performance results. With no further discussion Commissioner McCray motioned to accept the proposed union contract renewal to increase all Housing Authority staff salaries excluding the Executive Director at 1.5 percent effective October 1, 2016. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2016-18 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT A SALARY INCREASE OF 1.5 PERCENT FOR ALL ADMINISTRATIVE STAFF AND MAINTENANCE STAFF WITH EXCLUSION OF THE EXECUTIVE DIRECTOR EFFECTIVE OCTOBER 1, 2016. AYES NAYS Carla Mock Yolanda Thomas Davis William Fine Dave McCray Sean Fitzpatrick CARRIED Commissioner Colleen Babb and Commissioner Virginia Keating did not attend this meeting for a vote.  3 NEW BUSINESS: 218 and 220 W. 9th Street Roofing Chairperson Mock called for discussion of the 218 and 220 W. 9th Street roofing. She informed the Board that there have been several problems reported about the roofing with a repair done in 2008, and that the Housing Authority has acquired two quotes for repair of this flat roof. Executive Director Thomas explained to the Board that Five Star Commercial Roofing submitted a quote in the amount of $13,715.00 for overall roof repair and expressed her uncertainty whether this price is the total bid. She said that the second quote was $39,000 and that she would obtain additional information in regards to both quotes. Chairperson Mock suggested that appropriate committee review the quotes with more accurate information to present at the next Board meeting. Commissioner McCray asked if there is any property damage caused by the roof damage. In response, Executive Director Thomas said that there is ceiling damage. Chairperson Mock assigned roof quotes to the Asset Management and Procurement Construction Committee. Since the roof repair is an emergency incident Executive Director Thomas said that the Housing Authority is allowed to adjust the capital fund monies with Board approval according to a HUD representative at the regional office. Chairperson Mock said that if rainy weather persists, a special Board meeting could be scheduled. APPROVAL OF BILLS: PUBLIC COMMENTS: Executive Director Thomas informed Board that HUD has approved the Energy Performance Contract and the Housing Authority will seek RFPs soon. ADJOURNMENT: Chairperson Mock called for motion to adjourn the meeting. Commissioner Fine motioned to adjourn the meeting. Vice Chairperson Davis seconded the motion. The meeting adjourned at approximately 4:50 p.m. ______________________________________ Carla Mock, Chairperson ___________________________________ Norma Thomas, Executive Director  4 ATTEST:  RESOLUTION NUMBER 2016-18 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT A SALARY INCREASE OF 1.5 PERCENT FOR ALL ADMINISTRATIVE STAFF AND MAINTENANCE STAFF WITH EXCLUSION OF THE EXECUTIVE DIRECTOR EFFECTIVE OCTOBER 1, 2016. WHEREAS, Michigan City Housing Authority staff employees have not received a salary increase since year 2009, and WHEREAS, Michigan City Housing Authority staff employees have also experienced a decrease in hours of work from 40 to 32 hours a week since 2013, and WHEREAS, in response to Local Union 135’s request proposal for a 5 percent salary increase, the Personnel and Policy Committee met and proposed a counteroffer of a 1.5 percent salary increase for all employees, and with exception to the Executive Director position pending performance evaluation, and WHEREAS, the increase in salaries would affect the budget at an annual amount of $5,300.00. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved a 1.5 percent salary increase for all Michigan City Housing Authority employees with the exception of the Executive Director position pending performance evaluation effective October 1, 2016. Adopted this 16th day of August 2016. Resolution moved by: Commissioner David McCray Resolution seconded by: Commissioner William Fine __________________________________________ Carla Mock, MCHA Chairperson