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, NOVEMBER 21, 2016 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, November 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 Dave McCray, and Commissioner Sean Fitzpatrick. Attorney Nelson Pichardo attended 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 and Executive Secretary, Finance, HR Robin Fly. APPROVAL OF MINUTES: September 19, 2016 Chairperson Mock called for approval of the September 19, 2016 minutes and resolutions. Commissioner Keating motioned approval of the minutes as presented to the Board. Commissioner Fitzpatrick seconded the motion. CARRIED APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. She informed Board that the Homeownership/Scattered Sites Report is missing due to medical leave of Housing Manager Carolyn Combs. In regards to October 2016 Monthly Occupancy Report, Commissioner Fitzpatrick inquired about the status of a unit under modification. In reply, Chairperson Mock stated that although some repairs in the unit have been completed, a contractor has to remove siding to repair extensive damage caused by outside leak going into a closet. She asked that the Asset Management Committee meet to review contractors’ bids for repairs. Executive Director Thomas said that paperwork regarding unit has been submitted to HUD in order to forego vacancy penalties with a tentative completion date of April 2017. Commissioner Keating asked if repairs to unit are covered by insurance. In response, Executive Director Thomas said that the unit is covered by insurance but was not factored in at that time and that unit damage was discovered after unit had been repaired. Commissioner Keating asked if a claim could still be submitted. Executive Director Thomas said that she probably could but  2 questioned payment of a deductible of $10,000. Commissioner Keating suggested reviewing cost for additional repairs for a possible insurance claim. Commissioner Fitzpatrick asked if damaged roofing caused the leak. In reply, Executive Director Thomas said that roofing is cause due to water leaking near soffit underneath roof and leaking behind the exterior siding of the unit. Chairperson Mock stated that the unit is located at 417 East Sixth Street, Apartment #8 and asked that Asset Management Committee schedule a meeting date before leaving the meeting. With no further questions, Vice Chairperson Davis motioned approval of the management reports as presented to the Board. Commissioner Babb seconded the motion. CARRIED COMMITTEE REPORTS: OLD BUSINESS: Update Maintenance Charges Chairperson Mock called for update of maintenance charges. She again asked the Asset Management Committee, comprised of Commissioner Fine, Commissioner Keating, and Commissioner McCray, to meet, review and discuss changes to maintenance charges. NEW BUSINESS: SEMAP Certification Chairperson Mock called for approval of the SEMAP Certification. Executive Director Thomas informed Board that SEMAP is the Section 8 Management Assessment Program certification and that annually at the end of the fiscal year the Housing Authority has to submit this assessment to HUD. She explained to the Board that she included last year’s letter from HUD with a score of 85 based upon the Housing Authority leasing. The Housing Authority’s leasing is much better, and according to Executive Director Thomas after reviewing overall paperwork, the Housing Authority was following HUD guidelines such as pulling individuals off the waiting list, using payment standards, utility allowances, and quality control of inspections. She said that HUD would like the Housing Authority to take advantage of Indicator 7 which requires a housing authority to have a written policy to direct individuals in the direction of public housing and Section 8 and indicate location of units. Final SEMAP Certification score for the Housing Authority will not be obtained until paperwork is submitted to HUD according to Executive Director Thomas. With no questions Commissioner Fine motioned to approve the SEMAP Certification form as presented to the Board. Commissioner Babb seconded the motion. RESOLUTION NUMBER 2017-01 A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE SUBMISSION OF THE SECTION 8 MANAGEMENT ASSESSMENT PROGRAM (SEMAP) SELF-EVALUATION  3 CERTIFICATION FOR FISCAL YEAR ENDING SEPTEMBER 30, 2016 TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD). AYES NAYS Carla Mock Yolanda Thomas-Davis Colleen Babb Virginia Keating William Fine Dave McCray Sean Fitzpatrick CARRIED Chairperson Mock informed Board of Vice Chairperson Yolanda Thomas-Davis’ mayoral reappointment to the Housing Authority Board of Commissioners effective until December 5, 2020. She also informed Board that Executive Director Thomas will be on vacation beginning Tuesday, November 22, 2016 through Thursday, December 1, 2016. APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: Chairperson Mock adjourned meeting at approximately 4:45 p.m. ______________________________________ Carla Mock, Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST:  4 RESOLUTION NUMBER 2017-01 A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE SUBMISSION OF THE SECTION 8 MANAGEMENT ASSESSMENT PROGRAM (SEMAP) SELF-EVALUATION CERTIFICATION FOR FISCAL YEAR ENDING SEPTEMBER 30, 2016 TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD). WHEREAS, on October 13, 1998 the U.S. Department of Housing and Urban Development (HUD) established the Section 8 Management Assessment Program to objectively measure a public housing agency’s performance standards involving key areas of the Section 8 tenant-based program; and WHEREAS, HUD has established a database system called the PIH Information Center (PIC), to monitor housing authorities’ compliance with the designated performance indicators; and WHEREAS, 24 CFR Section 985.101 requires a Housing Authority administering a Section 8 tenant-based assistance program to annually submit a self-evaluation Section 8 Management Assessment Program (SEMAP) Certification within 60 days after the end of its fiscal year; and WHEREAS, the Housing Authority submission date for the certification is November 2016. NOW THEREFORE, BE IT RESOLVED, by the Commissioners of the Michigan City Housing Authority: 1) That the Executive Director or her designee is hereby authorized and directed to prepare a SEMAP Certification attesting that there is no evidence to indicate serious deficient performance in the operation of the Housing Commission’s Section 8 Program; and 2) That the Executive Director or her designee and Chairperson of the Housing Commission are hereby authorized to execute said Certification on behalf of the Board of Commissioners, and to submit same, along with a copy of this resolution, to the Indianapolis Field Office of the Department of Housing and Urban Development. Adopted this 21st day of November 2016. Resolution moved by: Commissioner Bill Fine Resolution seconded by: Commissioner Colleen Babb