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, DECEMBER 19, 2016 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, December 19, 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, and Commissioner Dave McCray. Commissioner Sean Fitzpatrick did not attend this meeting. 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. APPROVAL OF MINUTES: November 21, 2016 Chairperson Mock called for approval of the November 21, 2016 Board meeting minutes. Commissioner Keating motioned approval of the minutes as presented. Commissioner Fine seconded the motion. CARRIED APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. In reference to the Financial Report, Commissioner Keating informed the Board that the Housing Authority’s net rental income projected to date was $511,286 and that the Housing Authority received $508,257 and positively commented on the change in amounts in comparison to past Financial Reports. With no further comments, Vice Chairperson Davis motioned approval of the management reports. Commissioner Babb seconded the motion. CARRIED COMMITTEE REPORTS: Chairperson Mock called for reports from the committees. Commissioner McCray spokesperson for the Asset Management Procurement Construction Committee informed Board that the committee met to discuss the change to the maintenance charges. He said that there was a fee change regarding mowing of tenants’ lawn from $18.00 per hour to $25.00 per hour. Chairperson Mock asked when a tenant has to pay the $25.00 maintenance charge fee. Executive Director Thomas said that time period consists of 45 days after the actual work has been completed. She said that a charge is assessed toward a tenant who does not mow his or her lawn and the Housing Authority maintenance crew has to then mow the lawn. With no further questions, Commissioner McCray motioned to approve the new lawn maintenance charge of $25.00. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2017-02 A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE UPDATE OF HOUSING AUTHORITY SCHEDULE OF CHARGES CHANGING FEE REGARDING YARD MAINTENANCE MOWING OF TENANT’S LAWN FROM $18.00 PER HOUR TO $25.00 PER HOUR. AYES NAYS Carla Mock Yolanda Thomas-Davis Colleen Babb Virginia Keating William Fine Dave McCray CARRIED Commissioner Sean Fitzpatrick did not attend this meeting. Update 417 East Sixth Street, #8 Quotes Chairperson Mock called for update on the unit located at 417 East Sixth Street, #8 quotes. Commissioner McCray, spokesperson for the Asset Management Procurement Construction Committee, informed Board that Housing Authority received responsive quotes from L. Wall Constructors, LLC. and Corick Construction. He said that after the committee reviewed the quotes, the committee arrived at a consensus to recommend approval of quote from L. Wall Constructors. Although the quote amount was $1,771.04 more than the quote from Corick Construction ($13,943.96) at $15,715.00, according to Commissioner McCray, the Housing Authority has worked with L. Wall Constructors in the past. Commissioner Keating said that Corick Construction refused to provide insurance information to the Housing Authority disqualifying their quote. Attorney Pichardo stated that legally it is mandatory to have a certificate of liability on file. With no further comments, Commissioner McCray motioned to accept the quote from L Wall Constructors for work on unit at 417 East Sixth Street, #8. Commissioner Keating seconded the motion.  RESOLUTION NUMBER 2017-03 A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE QUOTE FROM L. WALL CONSTRUCTORS, LLC. IN THE AMOUNT OF $15,715.00 TO PERFORM CONSTRUCTION WORK AT 417 EAST SIXTH STREET, #8. AYES NAYS Carla Mock Yolanda Thomas-Davis Colleen Babb Virginia Keating William Fine Dave McCray CARRIED Commissioner Sean Fitzpatrick did not attend this meeting. OLD BUSINESS: NEW BUSINESS: Computer Quotes Chairperson Mock called for approval of the computer quotes. Executive Director Thomas informed Board that she met with the Asset Management Procurement Construction Committee met to discuss the quotes and the committee has questions regarding the quotes before making a decision. Because the computer contract will expire December 31, 2016 Commissioner Keating said that a special meeting would be scheduled. She explained to the Board that the quotes are confusing because the bottom line prices are obscure. Maintenance Department Vice Chairperson Davis inquired about the status of maintenance work in regards to weather conditions. In response, Executive Director Thomas stated that maintenance crew is doing well with exception of heating problems. Housing Authority Insurance Executive Director Thomas informed Board about a $5,000 term life insurance policy available for the Board of Commissioners from Housing Authority Insurance (HAI) and explained to Board that the policy is free and open enrollment begins January 1, 2017 and ends January 31, 2017. APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: Chairperson Mock adjourned meeting at approximately 4:45 p.m. ______________________________________ Carla Mock, Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2017-02 A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE UPDATE OF HOUSING AUTHORITY SCHEDULE OF CHARGES CHANGING FEE REGARDING YARD MAINTENANCE MOWING OF TENANT’S LAWN FROM $18.00 PER HOUR TO $25.00 PER HOUR. WHEREAS, in order to encourage tenants’ to become more responsible in maintaining their lawns, Housing Authority proposed an increase of cost to have the Housing Authority maintenance crew mow lawn, and WHEREAS, the Asset Management Procurement Construction Committee met to discuss the change of the Schedule of Charges increasing the fee from $18 per hour to $25 per hour for the Housing Authority to mow a tenant’s lawn, and WHEREAS, the tenant will have 45 days after the lawn has been cut to pay the increased fee. NOW THEREFORE, BE IT RESOLVED, by approval of the Commissioners of the Michigan City Housing Authority that new yard maintenance mowing of tenant’s lawn fee has increased to $25.00 with 45 days after task completion for tenant to pay the fee. Adopted this 19th day of December 2016. Resolution moved by: Commissioner Dave McCray Resolution seconded by: Commissioner Bill Fine _____________________________________ MCHA Chairperson Carla Mock ATTEST  RESOLUTION NUMBER 2017-03 A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE QUOTE FROM L. WALL CONSTRUCTORS, LLC. IN THE AMOUNT OF $15,715.00 TO PERFORM CONSTRUCTION WORK AT 417 EAST SIXTH STREET, #8. WHEREAS, the Housing Authority sent out request for quotes and received responses from L.Wall Constructors, LLC. ($15,715.00) and Corick Construction ($13,943.96), and WHEREAS, the Asset Management Procurement Construction Committee met to review the quotes, and WHEREAS, the committee arrived at a consensus to recommend acceptance of quote from L. Wall Constructors, LLC., and WHEREAS, although L. Wall Constructors, LLC. submitted the higher quote, the Housing Authority is familiar and pleased with the past work performance of L. Wall Constructors, LLC, and WHEREAS, Corick Construction failed to submit a certificate of liability and thus disqualified the quote submitted. NOW THEREFORE, BE IT RESOLVED, that the Commissioners of the Michigan City Housing Authority approved quote in the amount of $15,715.00 from L. Wall Constructor, LLC. to perform construction work at 417 East Sixth Street, #8. Adopted this 19th day of December 2016. Resolution moved by: Commissioner Dave McCray Resolution seconded by: Commissioner Virginia Keating _____________________________________ MCHA Chairperson Carla Mock ATTEST