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, APRIL 16, 2018 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, April 16, 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 4:37 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, and Commissioner William Fine. 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. MINUTES: March 19, 2018 Chairperson Mock called for approval of the Board meeting minutes as presented to the Board. Commissioner Davis motioned approval of the March 19, 2018 Board meeting minutes. Commissioner Keating seconded the motion. CARRIED DIRECTOR’S REPORT: Chairperson Mock called for discussion of the director report. Executive Director Thomas stated that in reference to the Occupancy Report month ending March 31, 2018 Boulevard Gardens has 1 vacant unit and Lakeland Estates has 4 vacant units. She said that there are 3 vacant turnkey units and 2 of those units are homeownership units which is difficult to occupy. MCHDI has a total of 3 vacant units and Business Activity has 1 vacant unit according to Executive Director Thomas. Executive Director Thomas informed Board that Section 8 Housing Choice Voucher Housing Manager Kathy Wilson and herself attended Fair Market Rent Training in Chicago, Illinois. In regards to the Financial Report Executive Director Thomas stated that the fee accountant has sent out a new finance statement that combines departments under one program, and that she would ask the fee accountant to separate the programs. She said that public housing received approximately $37,000 in rent, and the Housing Authority received $31,040 from operating subsidy for month of January 2018. She said that she would have a more accurate report indicating budgeted amount and amount spent. Commissioner Keating inquired about 4 vacant units at Lakeland Estates and asked when those units would be occupied. In reply, Executive Director Thomas said that 1 of the vacant units is HUD approved, and in reference to the remaining units, 256 Merrihill is a recent vacancy, 208 Merrihill will be occupied this week, and that she would find out the status of the other vacant unit. Commissioner Davis inquired about the training in Chicago that Executive Director Thomas attended and asked if that the training addresses daily operations performed by the staff. Executive Director Thomas answered in affirmative. With no further questions, Vice Chairperson Fitzpatrick motioned to approve the director’s report as presented to the Board. Commissioner Fine seconded the motion. CARRIED COMMITTEE REPORTS: Lawn Care Quotes Chairperson Mock called for reports from the asset committee. Commissioner Fine representative of the asset committee informed Board that the Housing Authority sent out request for quotes for lawn care to seven companies with only one response from the company hired last year. He said that the quote received is separated into three categories involving Boulevard Gardens public housing developments, Business Activity vacant lots, and the Michigan City Housing Development, Inc. (MCHDI) vacant lots. Quote for lawn care at Boulevard Gardens is $3,200 for the year, and $1,600 for Business Activity, and $1,600 for MCHDI, and according to Commissioner Fine, cost of quote has remained same in comparison to last year. With no further comments, Commissioner Fine motioned to accept quote from Custom Landscaping and Lawn Maintenance for total cost of $6,400 for the summer season (May 1, 2018 – September 30, 2018). Commissioner Keating stated that quote for MCHDI properties at $1,600 is subtracted from total cost of $6,400 resulting in $4,800 to be compensated by the Housing Authority. At that time Commissioner Babb seconded the motion. RESOLUTION NO. 2018-09 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE TOTAL COST OF $6.400 QUOTE FROM CUSTOM LANDSCAPING AND LAWN MAINTENANCE TO PROVIDE LAWN CARE MAINTENANCE FROM MAY 1, 2018 THRU SEPTEMBER 30, 2018 WITH $3.200 TOWARD BOULEVARD GARDENS DEVELOPMENTS, $1,600 TOWARD MICHIGAN CITY HOUSING DEVELOPMENT, INC. (MCHDI) VACANT LOTS, AND $1,600 TOWARD BUSINESS ACTIVITY VACANT LOTS.  AYES NAYS Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb William Fine Virginia Keating Commissioner David McCray did not attend this meeting for a vote. CARRIED Audit Results Chairperson Mock called for discussion on the audit results. Executive Director Thomas informed Board that the auditor arrived at the Housing Authority on April 12 & 13, 2018, and because the audit was not completed, the auditor plans to arrive at the Housing Authority the first week in May 2018. She asked that the commissioners return the phone call from the auditor to answer questions. Executive Director’s Evaluation Chairperson Mock called for the status of the Executive Director’s evaluation. She said that another meeting would be scheduled to finalize the evaluation. Commissioner Keating said that everyone on the Board of Commissioners was to complete a questionnaire. Chairperson Mock said that she was not aware that all commissioners were to complete the questionnaire and would review the matter and email the commissioners with the results. OLD BUSINESS: NEW BUSINESS: PENDING ITEMS: Chairperson Mock asked for any pending items. She stated that pending items on list include director’s evaluation and audit results. Chairperson Mock said that she would review the list with Executive Director Thomas and update the list. Attorney Nelson informed the Board about a pending matter to include Memorandum of Understanding (MOU) for home inspections. He said that he would continue to work on that MOU and would be contacting the Board for a special board meeting. APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: Training Chairperson Mock presented a request from Executive Director Thomas to attend training session in Fort Wayne, Indiana. She said training involves how to prepare the capital fund budget. Executive Director Thomas stated that training will also include how to review the final analysis report issued by the auditor, and that anyone may attend the training. Chairperson Mock said that she would try to attend the training, and that cost is $350 per person. Commissioner Keating motioned to approve the training session for two aforementioned individuals in Fort Wayne from April 29, 2018 to May 2, 2018 with the stipulation that any pertinent materials from the training be presented to the Board. Commissioner Fine seconded the motion. RESOLUTION NO. 2018-10 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE ATTENDANCE OF THE EXECUTIVE DIFRECTOR AND CHAIRPERSON AND/OR OTHER INDIVIDUALS FOR TRAINING IN FORT WAYNE, INDIANA FROM APRIL 29, 2018 TO MAY 2, 2018 AT A COST OF $350.00 PER PERSON. AYES NAYS Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb William Fine Virginia Keating Commissioner David McCray did not attend this meeting for a vote. CARRIED With no further business to bring before the Board, Chairperson Mock called for motion to adjourn the meeting. Vice Chairperson Fitzpatrick motioned to adjourn the meeting. Commissioner Keating seconded the motion. The meeting adjourned at approximately 5:30 p.m. _____________________________________ Carla Mock, MCHA Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2018-09 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE TOTAL COST OF $6.400 QUOTE FROM CUSTOM LANDSCAPING AND LAWN MAINTENANCE TO PROVIDE LAWN CARE MAINTENANCE FROM MAY 1, 2018 THRU SEPTEMBER 30, 2018 WITH $3.200 TOWARD BOULEVARD GARDENS DEVELOPMENTS, $1,600 TOWARD MICHIGAN CITY HOUSING DEVELOPMENT, INC. (MCHDI) VACANT LOTS, AND $1,600 TOWARD BUSINESS ACTIVITY VACANT LOTS. WHEREAS, the Housing Authority of the City of Michigan City, Indiana sent out request for quotes for lawn care to the following: M K Lawn, De Lau Landscape Maintenance Inc., Mike’s Lawn Care, Lakeshore Lawn Care, Jones Lawn Boy, AAA Lawn Maintenance, and Custom Landscaping & Lawn Maintenance, and WHEREAS, the Housing Authority received one response quote from Custom Landscaping & Lawn Maintenance for a total cost of $6,400, and WHEREAS, Custom Landscaping & Lawn Maintenance will provide lawn care for Boulevard Gardens developments at $3.200, Michigan City Housing Development, Inc. (MCHDI) vacant lots at $1,600, and Business Activity vacant lots at $1,600 from May 1, 2018 thru September 30, 2018, and WHEREAS, the Housing Authority will pay for a total cost of $4,800 minus $1,600 compensated by MCHDI for its vacant properties. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of Michigan City, Indiana approved the lawn care quote from Custom Landscaping & Lawn Maintenance for total cost of $6.400 from May 1, 2018 thru September 30, 2018 to provide lawn care for Boulevard Gardens developments, MCHDI vacant lots, and Business Activity vacant lots. Adopted this 19th day of April 2018. Resolution moved by: Commissioner Bill Fine Resolution seconded by: Commissioner Colleen Babb _____________________________________ Carla Mock, MCHA Chairperson ATTEST:  RESOLUTION NO. 2018-10 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE ATTENDANCE OF THE EXECUTIVE DIRECTOR AND CHAIRPERSON AND/OR OTHER INDIVIDUALS FOR TRAINING IN FORT WAYNE, INDIANA FROM APRIL 29, 2018 TO MAY 2, 2018 AT A COST OF $350.00 PER PERSON. WHEREAS, the executive director of the Housing Authority of the City of Michigan City, Indiana made a request to attend training involving capital funding and final analysis report in Fort Wayne, Indiana, and WHEREAS, Chairperson of the Board will make an attempt to attend this training and that attendance to this training is also extended to other interested individuals, and WHEREAS, the executive director is required to bring back pertinent information from training and present a report to the Board of Commissioners, and WHEREAS, cost for each individual is $350.00 and training is scheduled from April 29, 2018 to May 2, 2018. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of Michigan City, Indiana approved attendance to training in Fort Wayne, Indiana at a cost of $350.00 per individual from April 29, 2018 to May 2, 2018. Adopted this 16th day of April 2018. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner Bill Fine _____________________________________ Carla Mock, MCHA Chairperson ATTEST: