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 TUESDAY, FEBRUARY 20, 2018 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Tuesday, February 20, 2018 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 4:31 p.m. Commissioners who attended the meeting included Vice Chairperson Sean Fitzpatrick, Commissioner Yolanda Thomas-Davis, Commissioner Colleen Babb, Commissioner Virginia Keating, and Commissioner William Fine. Chairperson Carla Mock and Commissioner Dave McCray 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 in attendance included Executive Director Norma Thomas and Secretary Robin Fly. APPROVAL OF MINUTES: Vice Chairperson Fitzpatrick called for approval of the January 16, 2018 Board meeting minutes as presented to the Board. Commissioner Keating motioned to approve the minutes as presented to the Board. Commissioner Fine seconded the motion. CARRIED APPROVAL OF DIRECTOR’S REPORT: Vice Chairperson Fitzpatrick called for approval of the Director’s Report as presented to the Board. Executive Director Thomas explained to the Board about the new agenda format by stating that she would present an overall summary of each management report. In reference to the Occupancy Report month ending January 2018 she said that there are a total of 7 vacant units with 2 deceased residents, 2 evictions, 2 abandonments and 1 fire casualty. In regards to the Public Housing, Section 8 and Homeownership Report month ending January 2018 there is a total of 2 turnkey homeownership units that are vacant and total of 3 vacant units involving Michigan City Housing Development, Inc., Business Activity and Mayme Sanders Pathway according to Executive Director Thomas. Referencing the Section 8 Housing Choice Voucher Program Report month ending January 2018, Executive Director Thomas informed the Board that the Section 8 Department had opened up the Section 8 waiting list and took in 379 vouchers with an orientation class scheduled for February 28, 2018 and with today as the last day for applicants to submit pertinent information. Executive Director Thomas stated that although the Housing Authority has 371 Section 8 vouchers, not all vouchers will not be utilized due to possibility of lack of funding. In reference to the Family Self Sufficiency (FSS) Program Report month ending January 2018, Executive Director Thomas said that there are quite a few public housing tenants on the program but none are escrowing at this time and that 3 Section 8 tenants are escrowing at this time. In regards to the Finance Report month ending November 2017 Executive Director Thomas stated that she would simplify the report with comparison of this year vs. previous year. She explained to the Board that the Highlight Section of the report projects an estimate collection of rent to be received with the actual rent amount collected with the Housing Authority receiving $53,857 from HUD in operating subsidy from a total request amount of $523,195 for calendar year 2018. She said that the overall total spending amount is $124,550 with a projection of $197,411. The Housing Authority is investing $299 with $2 interest payment according to Executive Director Thomas. Executive Director Thomas said that the Contract Report for month ending January 2018 highlights areas where the Housing Authority has a contract listing most recent payments according to Executive Director Thomas. She said that the Maintenance Report month ending January 2018 presents an overview of all the work orders for each month and that all emergency work orders must be completed within 24 hours with a total of 6 inspections and 2 turnover units. Executive Director Thomas said that the Housing Inspector reports list number of inspections performed each month and the number of deficiencies observed. She said that the Incident Report month ending January 2018 reports any incident events each month. Commissioner Davis inquired about the vacancies at Boulevard Gardens. In reply, Executive Director Thomas explained to the Board that Boulevard Gardens has a total of 99 units with 1 unit for resident council access. She said that based upon Occupancy Report month ending January 2018 there are 4 vacancies listed and 96% occupancy rate at Boulevard Gardens and at Lakeland Estates there is only 1 HUD approved vacancy for 3 years to replace a floor and that the Housing Authority is in the second year. Commissioner Fine asked how the decrease in spending has been accomplished. In response Executive Director said that the Housing Authority has watched spending and that there are less employees compared to previous years. With no further questions Commissioner Davis motioned to approve the director’s report as presented. Commissioner Babb seconded the motion. CARRIED COMMITTEE REPORTS: OLD BUSINESS: Payroll Outsourcing Chairperson Mock called for discussion of payroll outsourcing. Speaking on behalf of the Asset Committee, Commissioner Fine informed the Board that based upon an audit for a recommendation to hire a company to take care of payroll and taxes for the Housing Authority there is a company called Paychex who specialized in working with housing authorities the size of this Housing Authority. He said that the committee recommends the Flex Pro Package to fit the needs of the Housing Authority and that the cost is $78.00 per pay period for an annual payment amount of $4056.00 with a $200 one time set up fee operating with the Housing Authority’s bank to ensure sufficient amount to cover costs. He said that Executive Director Thomas may access the program at any time and the implementation of the payroll program will free up staff to utilize their time efficiently. Commissioner Fine motioned to accept the Flex Pro Package with Paychex at $4,056.00 with a $200 one time startup fee. Commissioner Keating seconded the motion. RESOLUTION NUMBER 2018-08 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE OUTSOURCING OF PAYROLL AND TAXES TO PAYCHEX IMPLEMENTING THE FLEX PRO PACKAGE AT $78.00 PER PAY PERIOD FOR TOTAL ANNUAL COST OF $4,056 WITH ONE-TIME START UP FEE OF $200.00. AYES NAYS Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb William Fine Virginia Keating Chairperson Carla Mock and Commissioner David McCray did not attend this meeting for a vote. CARRIED NEW BUSINESS: APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: With no further business to bring before the Board, Vice Chairperson Fitzpatrick adjourned the meeting at approximately 4:50 p.m. ______________________________________ Sean Fitzpatrick, MCHA Vice Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2018-08 RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE OUTSOURCING OF PAYROLL AND TAXES TO PAYCHEX IMPLEMENTING THE FLEX PRO PACKAGE AT $78.00 PER PAY PERIOD FOR TOTAL ANNUAL COST OF $4,056 WITH ONE-TIME START UP FEE OF $200.00. WHEREAS, based upon a recommendation from a previous audit of the Housing Authority’s finances to outsource the Housing Authority payroll and taxes the asset committee recommended hiring Paychex, and WHEREAS, Paychex has a Flex Pro Package to provide payroll and tax services in addition to other appropriate services working within the bank account of the Housing Authority, and WHEREAS, cost for the package is $78.00 per pay period for an annual total of $4,056, and WHEREAS, a one-time startup fee of $200 exists for initial implementation, customization and training of the Flex Pro Package, and WHEREAS, intentions for implementation of this package involve allotting more work time toward appropriate employees. WHEREAS, the Executive Director will have access to the Flex Pro Package program. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved outsourcing of payroll and taxes to Paychex by implementing its Flex Pro Package for annual cost of $4,056 with a $200 one time startup fee. Adopted this 20th day of February 2018. Resolution moved by: Commissioner William Fine Resolution seconded by: Commissioner Virginia Keating __________________________________________ MCHA Vice Chairperson Sean Fitzpatrick ATTEST: