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, JUNE 19, 2017 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, June 19, 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 4:40 p.m. Commissioners who attended the meeting included Vice Chairperson Yolanda Thomas-Davis, Commissioner Colleen Babb, Commissioner Virginia Keating, Commissioner Dave McCray, and Commissioner Sean Fitzpatrick. Chairperson Carla Mock and Commissioner William Fine 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 L. Wall Constructors, LLC Representative Larry Wall. Housing Authority personnel in attendance included Executive Director Norma Thomas and Finance/HR Administrative Assistant Robin Fly. APPROVAL OF MINUTES: Vice Chairperson Davis called for approval of the May 15, 2017 Board meeting minutes. Commissioner Fitzpatrick motioned approval of the minutes as presented. Commissioner Keating seconded the motion. CARRIED APPROVAL OF MANAGEMENT REPORTS: Vice Chairperson Davis called for approval of the management reports as presented to the Board. With no questions or comments Commissioner Keating motioned to approve the management reports. Commissioner Babb seconded the motion. CARRIED COMMITTEE REPORTS: OLD BUSINESS: Update of 417 East Sixth Street, #8 Vice Chairperson Davis called for an update on unit building 417 East Sixth Street, #8 at Boulevard Gardens. Commissioner Keating introduced Mr. Larry Wall from L. Wall Constructors, LLC to give the status of the aforementioned property. Mr. Wall stated after the results of the last board meeting, L. Wall Constructors, LLC called for a mold remediation firm to review the property. He said that the firm suggested removing any mold and rot areas. An estimate was then compiled to demolish south side of both upper units, reframe with new drywall and new insulation, and according to Mr. Wall, remove section on roof with the mold and replace any necessary wood and sheathing. He suggested that work be performed economically on a time and material basis. Mr. Wall said that increased estimate cost is due to installation of new door with an option of two prices and that other adjacent buildings may present additional moisture problems behind siding. He said he would report back results to the Housing Authority about the status of the other adjacent buildings with a recommendation. He said that building number 406 at Boulevard Gardens had problems with incorrect installation of flashing and there might be a possible removal of drywall if moisture is found. Commissioner Keating informed Board that the Asset Committee met and that there is no insurance coverage because Housing Authority workers installed the roof. She said that in reference to other buildings the primary purpose is to ensure sound buildings and that a long term plan would have to be put in place. Cost for the entire job is $34,158.00 and that the Housing Authority has already contracted an amount of $15,715.00 with remaining cost in the amount of $18,443.00, and according to Commissioner Keating, the Asset Committee recommends the Board approve proposal of Mr. Wall with L. Wall Constructors, LLC to proceed and not to exceed the aforementioned total amount. With no further questions, Commissioner McCray motioned to assign the job to Mr. Wall from L. Wall Constructors, LLC with amended proposal for a total cost of $34,158.00 on a time and material basis. Executive Director Thomas stated that HUD has allotted additional time to correct the problem without penalty resulting in having vacant units. Mr. Wall said that project would take a total of four weeks. Commissioner Keating seconded the motion. RESOLUTION NUMBER 2017-12 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT AMENDED PROPOSAL FROM L. WALL CONSTRUCTORS, LLC FOR A TOTAL AMOUNT OF $34,158.00 FOR MOLD REMEDIATION AND REPLACEMENT CONTSTRUCTION AT BOULEVARD GARDENS BUILDING LOCATED AT 417 EAST SIXTH STREET, #8. AYES NAYS Yolanda Thomas-Davis Colleen Babb Virginia Keating Dave McCray Sean Fitzpatrick Chairperson Carla Mock and Commissioner William Fine did not attend this meeting for a vote. CARRIED NEW BUSINESS: Smoke Free Policy Vice Chairperson Davis called for approval of the smoke free policy. Executive Director Thomas informed Board that HUD is requiring housing authorities to initiate a smoke free policy within 18 months with a deadline on July 30, 2018. Public Housing Manager Cheryl Webster has started working on the policy with different agencies to provide training for the residents, and according to Executive Director Thomas, if the Housing Authority does not have a smoke free policy, the Housing Authority can be sanctioned by HUD who is not giving housing authorities any additional funding to enact the smoke free policy. With no further inquiries, Commissioner Keating motioned to approve the Michigan City Housing Authority Smoke-Free Addendum subject to review by Housing Authority Attorney Pichardo. Commissioner McCray seconded the motion. RESOLUTION NUMBER 2017-13 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE SMOKE-FREE LEASE ADDENDUM FOR THE MICHIGAN CITY HOUSING AUTHORITY SUBJECT TO REVIEW BY THE ATTORNEY. AYES NAYS Yolanda Thomas-Davis Colleen Babb Virginia Keating Dave McCray Sean Fitzpatrick Chairperson Carla Mock and Commissioner William Fine did not attend this meeting for a vote. CARRIED APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: With no further business to bring before the Board, Vice Chairperson Davis adjourned the meeting at approximately 5:00 p.m. ______________________________________ Yolanda Thomas-Davis Vice Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2017-12 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO ACCEPT AMENDED PROPOSAL FROM L. WALL CONSTRUCTORS, LLC FOR A TOTAL AMOUNT OF $34,158.00 FOR MOLD REMEDIATION AND REPLACEMENT CONTSTRUCTION AT BOULEVARD GARDENS BUILDING LOCATED AT 417 EAST SIXTH STREET, #8. WHEREAS, the Housing Authority of the City of Michigan City, Indiana initially received a proposal from L. Wall Constructors, LLC to demolish, and repair roof and siding at Boulevard Gardens building located at 417 East 6th Street Building #8 for total cost of $15,715.00, and WHEREAS, mold was discovered at the property location, and WHEREAS, after various committee meetings, board meetings, and meetings with mold remediation company, L. Wall Constructors, LLC submitted an amended proposal in the amount of $34,158.00 (an additional cost of $18,443), and WHEREAS, additional costs are attributed to mold and moisture problems behind siding, incorrect flashing, and to ensure safety precautions involving adjacent buildings to 417 East Sixth Street, #8, and WHEREAS, because the Housing Authority work crew performed initial roof installation, no insurance coverage exists to pay for the cost. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners accepted the proposal from L. Wall Constructors, LLC to perform mold remediation of water damage and to replace and repair damage of the building at Boulevard Gardens located at 417 East 6th Street, #8 building for a total cost not to exceed $34,158.00 with the Housing Authority having allocated $15,715.00 (initial proposal amount) with a remaining balance of $18,443.00 on a time and material basis. Adopted this 19th day of June 2017. Resolution moved by: Commissioner Dave McCray Resolution seconded by: Commissioner Virginia Keating ___________________________________________ Yolanda Thomas-Davis, MCHA Vice Chairperson ATTEST:  RESOLUTION NUMBER 2017-13 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE SMOKE-FREE LEASE ADDENDUM FOR THE MICHIGAN CITY HOUSING AUTHORITY SUBJECT TO REVIEW BY THE ATTORNEY. WHEREAS, the United States Department of Housing and Urban Development (HUD) required all housing authorities to implement a smoke-free policy by July 30, 2018, and WHEREAS, HUD requires Board approval of a smoke-free policy whereby HUD is not providing any additional funding to implement this policy, and WHEREAS, the Housing Authority presented to the Board a smoke-free policy entitled “Michigan City Housing Authority Smoke-Free Lease Addendum.” NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approved the “Michigan City Housing Authority Smoke-Free Lease Addendum” pending review by the Housing Authority Attorney. Adopted this 19th day of June 2017. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner David McCray ___________________________________________ Yolanda Thomas-Davis, MCHA Vice Chairperson ATTEST: