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 19, 2018 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, March 19, 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 Chairperson Carla Mock, Vice Chairperson Sean Fitzpatrick, Commissioner Yolanda Thomas-Davis, Commissioner Colleen Babb, Commissioner Virginia Keating, Commissioner William Fine, and Commissioner Dave McCray. Attorney Nelson Pichardo attended this meeting. Public in attendance included ALCO Representative Andre Steele, General Insurance Services (GIS) Representative Dan Nole, and GIS Representative David Gately. Housing Authority personnel in attendance included Executive Director Norma Thomas and Secretary Robin Fly. NEW BUSINESS: Cyber Insurance Vice Chairperson Fitzpatrick called for discussion of cyber insurance. GIS Representative Nole informed the Board that cyber insurance is a newer insurance coverage and that there have been claims. He said that cyber insurance for the Housing Authority will have 1 million dollars of insurance coverage and that coverage involves several areas. Vice Chairperson Fitzpatrick inquired about claims involving cyber insurance. In reply, GIS Representative Nole said that the claims are from the insurance industry where a large database exists. Vice Chairperson Fitzpatrick asked for specific examples of claims submitted. In reply, GIS Representative Gately stated that claims pertain to social engineering whereby crocks created fake invoices having funds transferred to them electronically which are covered in the policy. He said that coverage also includes data breach, extortion and ACH transfers. Commissioner McCray representative of the asset committee informed the Board that based upon discussion by the committee regarding cyber insurance, the Housing Authority is in need of such insurance. At that time Commissioner McCray motioned to accept cyber insurance coverage invoice quote in the amount of $2,576.00. Commissioner Fine seconded the motion. Commissioner Keating asked for an insurance policy update to include the current dates. CARRIED Property Insurance Vice Chairperson Fitzpatrick called for discussion on the status of property insurance. GIS Representative Gately explained to the Board that after reviewing the Housing Authority’s current property insurance, and after seeking other property insurance in the market place, the resolve is that the Housing Authority’s current property insurance is the best. Vice Chairperson Fitzpatrick stated that increase in annual renewal amount is due to increase in claims. In reference to Housing Authority Insurance (HAI) Property Insurance policy, Commissioner Davis asked if there could be a review of the policy on a semi-annual basis. GIS Representative Nole said that next review would probably be in October 2018. Executive Director Thomas passed out information about response from HAI regarding specific allocations for renewal increase. GIS Representative Nole asked to be contacted in October 2018 to review the property insurance renewal invoice. APPROVAL OF MINUTES: Vice Chairperson Fitzpatrick called for approval of the February 20, 2018 Board meeting minutes as presented to the Board. Commissioner Keating motioned to approve the minutes as presented to the Board. Commissioner McCray 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 said that there is nothing new except for seven vacancies at Boulevard Gardens with a couple of units turned over today. In regards to the Section 8 report she explained to the Board that 50 correspondence letters were sent out for issuance of vouchers. She said that only 10 applicants attended the orientation meeting and only 10 vouchers were issued. Section 8 Housing Choice Voucher Kathy Wilson and she attended the Mayor’s Night Out at Edgewood School according to Executive Director Thomas. In reference to the Family Self-Sufficiency (FSS) program Executive Director Thomas informed the Board that there are a total of 28 participants with 17 public housing participants and 11 Section 8 participants. On March 24, 2018 at 12:00 p.m. there is a Free Criminal Record Expungement Seminar at St. John Fellowship Hall, and according to Executive Director Thomas, there is also a saving and spending education course. She said that HUD is advocating family self-sufficiency with tenants less dependent on the government. In regards to the finance report month ending December 2017, Executive Director Thomas informed Board that she had started working on a spreadsheet to make the report easier to read. She said that the projected rental income was $127,822 and that the Housing Authority has received $124,602 decreased by $3,220 and that the Housing Authority is spending less. Executive Director Thomas said that auditor would like to arrive at the Housing Authority the 12th or 13th of April 2018. With no further discussion Commissioner Keating motioned to approve the director’s report as presented. Commissioner Davis seconded the motion. CARRIED COMMITTEE REPORTS: Director’s Evaluation Vice Chairperson Fitzpatrick called for any committee reports to present to the Board. Commissioner Davis informed the Board that completion of the executive director’s evaluation remains pending. OLD BUSINESS: APPROVAL OF BILLS: Boiler Policy Renewal Vice Chairperson Fitzpatrick called for approval of the boiler policy renewal. Commissioner Davis motioned approval to accept the boiler and machinery renewal policy from GIS in the amount of $1,658.00. Commissioner Babb seconded the motion. CARRIED Business Auto Policy Renewal Vice Chairperson Fitzpatrick called for approval of the business auto policy renewal. Commissioner Keating motioned to approval the GIS business auto renewal policy from Auto Owners Insurance for $3,437.37. Commissioner Davis seconded the motion. CARRIED Tenmast Renewal Invoice Vice Chairperson Fitzpatrick called for approval of the Tenmast renewal invoice. Commissioner Davis motioned approval to accept the annual Tenmast renewal invoice for $16,615.00. Commissioner Keating seconded the motion. CARRIED Tenmast Update Asset Committee Representative Commissioner Fine said that Tenmast software upgrades involving a cloud base would save on the use of the Housing Authority’s servers, a big value with 12 users of software handling all the applications. For clarifying purposes Commissioner Keating said that there is a problem utilizing the Tenmast program and the Housing Authority’s server is going down. She said that there is now a cloud base access with an additional fee which is $5,600 for the first year and thereafter the fee would be $1,806. In the future this program will change and according to Commissioner Keating there will be a need to update and the reason why this update cannot take place is because the company has been sold. Executive Director Thomas informed Board that there are companies that have purchased Tenmast and they have updated the software. She said that the software that the Housing Authority is utilizing now is called WinTen, and that there are updates involving WinTen2 and WinTen Plus. There are two sites that log in to a server, the update will remove the server and the two sites can log in the cloud to access information more efficiently according to Executive Director Thomas. Commissioner Keating motioned to accept a contract involving cloud based access with Tenmast for a first-year fee of $5,600 and a second year fee of $1,806. Commissioner McCray seconded the motion. CARRIED PENDING ITEMS: Vice Chairperson Fitzpatrick called for any pending items. In reference to the Memorandum of Understanding (MOU) with the South Bend Housing Authority, Attorney Pichardo stated that a MOU has been drafted between the South Bend Housing Authority and the Michigan City Housing Authority involving inspectors and that the MOU is pending review and endorsement. PUBLIC COMMENTS: ADJOURNMENT: With no further business to bring before the Board, Vice Chairperson Fitzpatrick adjourned the meeting at approximately 5:00 p.m. ______________________________________ Sean Fitzpatrick, MCHA Vice Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST: