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 20, 2017 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, March 20, 2017 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 in attendance included Executive Director Norma Thomas and Finance/HR Assistant Clerk. APPROVAL OF MINUTES: February 21, 2017 Chairperson Mock called for approval of the February 21, 2017 Board meeting minutes. Commissioner Keating motioned approval of the minutes as presented. Commissioner McCray 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 417 East 6th Street, unit #8 Executive Director Thomas explained to the Board that that Housing Authority obtained approval from HUD to place the unit on MOD (modernization) status due to extensive water leak damages. She said that the original architect is due to arrive at the Housing Authority next Tuesday to review the damage and contact the previous contractor who did the work. In regards to the Section 8 Housing Choice Voucher report, Commissioner Keating asked about the cause for termination of 8 vouchers. In reply, Executive Director Thomas stated that reasons for 8 terminations include those participants not supplying the appropriate paperwork, and those participants not paying the Housing Authority account receivables monies owed to the voucher program. She said that 22 housing applicants were in attendance to the morning orientation class, and that 23 housing applicants were in attendance to the evening orientation class. With no further questions, Commissioner Fine motioned to approve the management reports as presented to the Board. Commissioner Babb seconded the motion. CARRIED COMMITTEE REPORTS: Chairperson Mock called for report from the Asset Committee in review of audit findings. Commissioner Keating stated that there were minor issues, and that Executive Director Thomas provided an outline of audit findings for the Board to review. She said that some issues involve the fee accountant that are not difficult to correct, and that the Housing Authority is committed to resolving the audit findings in every way possible. Attorney Pichardo informed the Board about an audit finding involving an additional $1,000 fee for services not defined in the contract charged by Friedman and Associates Law Firm. He said that whenever Friedman and Associates Law Firm represents the Housing Authority in court for damage or eviction hearings, there are court costs, and that aforementioned funds are used to pay the court costs. The legal agreement between Friedman & Associates law firm and the Housing Authority reads that the law firm pays for the court costs, and the Housing Authority reimburses the law firm, and according to Attorney Pichardo, that has never been the case. Attorney Pichardo informed the Board that it has been the policy that the Housing Authority maintains an escrow account through trust with the Friedman and Associates Law Firm, and then Friedman and Associates Law Firm takes the monies out of that account to pay for court costs. He said because the legal agreement does not reflect this action, Friedman & Associates Law Firm will provide an amendment to the legal agreement for Board review as an agenda item at the next Board meeting. With no further discussion, Commissioner Keating motioned approval of audit results as presented to the Board. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2017-08 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE AUDIT RESULTS FOR THE 2016 FISCAL YEAR FINANCIAL AUDIT. AYES NAYS Carla Mock Yolanda Thomas-Davis Colleen Babb Virginia Keating William Fine Dave McCray Sean Fitzpatrick CARRIED OLD BUSINESS: NEW BUSINESS: APPROVAL OF BILLS: Tenmast Annual Support Agreement Chairperson Mock called for approval of the Tenmast Annual Software Update and Support Renewal. She said software assists Housing Authority in bookkeeping and other administrative tasks and that the renewal is approved on an annual basis. In response to Chairperson Mock’s question about an increase in comparison to last year invoice amount, Executive Director Thomas stated that amount remains the same. With no questions Commissioner Keating motioned approval of the Tenmast Software annual renewal invoice for total of $16,615. Vice Chairperson Davis seconded the motion. CARRIED GIS Business Auto Insurance Policy Renewal Chairperson Mock called for approval of the General Insurance Services (GIS) Business Auto insurance policy renewal. She asked Executive Director Thomas how many cars the Housing Authority has insured. In reply, Executive Director Thomas said that seven cars are insured. Vice Chairperson Davis inquired about vehicle utilized by former executive directors. In reply, Executive Director Thomas said that the Housing Inspector is using that car. With no further questions, Commissioner Keating motioned approval of the GIS Auto Owners Insurance for business auto policy renewal in the amount of $4,320.65. Commissioner Fitzpatrick seconded the motion. CARRIED PUBLIC COMMENTS: Housing Authority Liaison, City Council – 5th Ward Sharon Carnes thanked Executive Director Thomas for her assistance with the Lead Task Force regarding a federal grant on lead abatement and that a resolution will be presented at the City Council meeting tomorrow. ADJOURNMENT: Chairperson Mock called for adjournment of the meeting. Commissioner McCray motioned to adjourn the meeting. Vice Chairperson Davis seconded the motion. Meeting adjourned at approximately 4:45 p.m. ______________________________________ Carla Mock, Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST: