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, MAY 21, 2018 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, May 21, 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 4:30 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 David McCray. 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 ALCO Representative Andre Steele. Housing Authority personnel in attendance included Executive Director Norma Thomas and Secretary Robin Fly. MINUTES: April 16, 2018 Chairperson Mock called for approval of the Board meeting minutes as presented to the Board. Commissioner Keating motioned approval of the April 16, 2018 Board meeting minutes as presented to the Board. Commissioner Davis seconded the motion. CARRIED DIRECTOR’S REPORT: Chairperson Mock called for discussion of the director’s report. Executive Director Thomas informed the Board that from April 30, 2018 – May 2, 2018 she attended a training in Fort Wayne, Indiana, and that the theme was “Working Together For a Better Tomorrow.” She said that she noticed how other housing authorities work together amongst themselves. All the training sessions are on a USB drive and are available for the Board for review according to Executive Director Thomas. Executive Director Thomas said that on April 18, 2018 there was a fair housing workshop involving representatives from the Human Rights Department and the Community Development Block Grant (CDBG) Department with a presentation regarding the hindrances of housing with the tenant. In reference to the financial report period ending March 31, 2018, Executive Director Thomas said that on page 2 of the report a breakdown of the operating expenditures exist with operating income budgeted at $511,286, and of this income, the Housing Authority has received $236,941 in tenant rent. She said other income consists of investments at $9,442. Capital funds income is budgeted at $196,366, and according to Executive Director Thomas, the Housing Authority’s total operating income is budgeted at $1,244,057 with the Housing Authority receiving a total of $411,357 of this income. Operating expenditures are budgeted at $332,406 with current expense at $122,913, and according to Executive Director Thomas, the expenses include legal, training and accounting fees. She that the Housing Authority has not spent any monies for tenant services which is budgeted at $6,000, and utilities is budgeted at $377,785 with $156,884 already spent. The maintenance department is budgeted at $334,744 which budget includes wages, material and contract costs with $200,161 spent according to Executive Director Thomas. The Housing Authority has budgeted $38,000 for protective services with $3,000 additional monies for tax purposes, and according to Executive Director Thomas, $13,725 has already been spent. She said that non routine maintenance is budgeted at $9,000 with $458.40 spent, and that total operating expenses are at the amount of $1,184,466 with $543,714 spent. In reference to the Occupancy Report month ending April 30, 2018 Executive Director Thomas informed the Board that there is 1 vacant unit at Boulevard Gardens, 413 East Sixth Street, Apartment #6, and that the unit was damaged by fire last year. The Housing Authority is working with a contractor to do repairs and the insurance company has sent check for cost of repairs according to Executive Director Thomas. At Lakeland Estates there are a total of 3 vacant units with 1 unit approved under HUD modernization, and according to Executive Director Thomas, occupancy rate at Boulevard Gardens is 99 percent and occupancy rate at Lakeland Estates is 94 percent. Commissioner Keating asked about the status of payroll. In reply, Executive Director Thomas said that she is happy with the newly hired payroll firm, and that taxes are automatically being paid from the Housing Authority’s checking account. Attorney Nelson asked Executive Director Thomas if the Board should take any action regarding current pending inspections. In response, Executive Director Thomas said that inspections are being taken care of by an inspector contracted out by the Housing Authority. With no further questions, Commissioner Davis motioned to approve the director’s report as presented to the Board. Commissioner McCray seconded the motion. CARRIED COMMITTEE REPORTS: Chairperson Mock called for reports from the personnel committee. Commissioner Davis informed Board that the personnel committee met to discuss the executive director’s evaluation and that there were questions regarding abbreviations, and that the next personnel committee meeting is scheduled on May 24, 2018 with plans to schedule an executive session. In reference to the executive director’s evaluation Commissioner Keating said that each commissioner is to complete the executive director’s evaluation questionnaire. Chairperson Mock said that she was not sure about the matter, and stated that the commissioners can complete the questionnaire and findings will be discussed at an executive session. Commissioner Keating stated that she is not sure if the Board has the most recent executive director evaluation policy, and that the procedure developed under the policy required each board member to complete the form and then the personnel committee would take the completed forms, collate the information, and record the resulting scores. Chairperson Mock encouraged each commissioner to complete the form in areas of his or her best input and bring the form back to the meeting with any other question(s). In compliance with the executive director’s evaluation policy each commissioner should complete the document and present the information to the personnel committee. Commissioner Keating said that the policy indicates that there are to be no changes to the policy. Chairperson Mock stated that once the commissioners receive the most recent policy, each commissioner should complete the form. She asked that Commissioner Keating email the most recent policy to the commissioners. NEW BUSINESS: Pipeline Safety Chairperson Mock called for discussion of pipeline safety. Attorney Nelson said that the Board would receive the Operator Qualification Plan via email for approval. He explained to the Board that the Operation Qualification Plan is the guide used by master meter gas operator for pipeline safety. The Indiana Utility Regulatory Commission (IURC) oversees the regulatory handling of pipeline safety in Indiana, and according to Attorney Nelson, there are certain violations under the master meter gas operator plan. He said that the plan needs to be updated in order for the Housing Authority to be compliant with pipeline safety regulations, and that the Housing Authority has to look for other alternatives in handling the master meter gas operating policy by hiring someone else to be the master meter gas operator or contract this responsibility out to a company. The operating meter plan must be approved as soon as possible according to Attorney Nelson. Commissioner Keating said that the plan should be approved at this meeting and said the plan is very technical. Executive Director Thomas said that USDI is a company who arrives annually at the Housing Authority to inspect Housing Authority pipelines for leakage. Attorney Nelson said that there should be someone on staff to ensure the Housing Authority compliance with pipeline safety regulations and that the Operator Qualification Plan ensures this compliance. Commissioner Keating said that this policy was prepared for the Housing Authority last October 2017. She said that the Housing Authority must have Board approval of this plan which must be submitted to the State of Indiana with a copy of the Board minutes showing that the policy has been approved. Attorney Nelson said that the Board should discuss the options of the Housing Authority acting as its own master meter gas operator or the Housing Authority hiring a professional master meter gas operator. He said that this issue is serious to the extent that the IURC has filed a petition against the Housing Authority for pipeline safety regulatory violations. In response to Chairperson Mock’s inquiry as to when these violations became an issue with the Housing Authority, Executive Director Thomas said that USDI arrives every year to inspect the Housing Authority’s pipelines and have reported probable violations since years 2014 through 2017. Attorney Nelson said there are certain safety guidelines and rules that the Housing Authority must adhere to by the IURC, and that there are violations because the Housing Authority has not followed regulations such as having an Operator Qualification Plan approved by the Board to meet pipeline safety regulations. With no further questions Commissioner Babb motioned approval for the Operator Qualification Manuel. Vice Chairperson Fitzpatrick seconded the motion. RESOLUTION NO. 2018-11 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE OPERATOR QUALIFICATION PLAN IN COMPLIANCE WITH THE INDIANA UTILITY REGULATORY COMMISSION (IURC) FOR PIPELINE SAFETY. AYES NAYS Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb Virginia Keating David McCray Commissioner William Fine did not attend this meeting for a vote. CARRIED Attorney Nelson suggested that the Housing Authority also approve resolution indicating the Housing Authority would search for a certified master meter gas operator to take on pipeline safety on behalf of the Michigan City Housing Authority. In reply to Vice Chairperson Fitzpatrick’s inquiry about who is responsible for the Housing Authority’s compliance of pipeline safety regulations, Executive Director Thomas said that two employees have received certification for pipeline safety, and that one of those employees no longer works at the Housing Authority. She said that the problem in the past has been that the Housing Authority does not have the technical ability and qualifications in comparison with an employee working for NIPSCO to assume responsibility for pipeline safety. Commissioner Keating explained to the Board that IURC has not filed anything against the Housing Authority yet, however, if the Housing Authority fails to comply with pipeline safety regulations in the future, then IURC will file a complaint against the Housing Authority. With no further discussion Commissioner Keating motioned approval to empower Attorney Nelson to find a qualified certified master meter gas operator to assume Housing Authority master meter operations for pipeline safety. Commissioner McCray seconded the motion RESOLUTION NO. 2018-12 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO AUTHORIZE SEARCH FOR A MASTER METER GAS OPERATOR TO PERFORM PIPELINE SAFETY ON BEHALF OF THE HOUSING AUTHORITY IN COMPLIANCE WITH THE INDIANA UTILITY REGULATORY COMMISSION (IURC). AYES NAYS Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb Virginia Keating David McCray Commissioner William Fine did not attend this meeting for a vote. CARRIED OLD BUSINESS: Audit Results – Write off information Chairperson Mock called for discussion on the audit results and write off information. She informed the Board that she met with the auditor who said that the previous accountant entered a budget line item (Indiana Dept. of Revenue) in the amount of $302,343.42 because there was an over assessment in taxes. She said that the aforementioned amount should be removed from the finance ledger because the Housing Authority does not owe that amount and that the Indiana Department of Revenue will credit this amount. Commissioner McCray motioned approval to write off the Indiana Department of Revenue budget line item in the amount of $302,343.42 on the Housing Authority balance sheet. Vice Chairperson Fitzpatrick seconded the motion. RESOLUTION NO. 2018-13 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF FROM THE HOUSING AUTHORITY BALANCE SHEET THE AMOUNT OF $302,343.42 AS BUDGET LINE ITEM FOR THE INDIANA DEPARTMENT OF REVENUE.  AYES NAYS Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb Virginia Keating David McCray Commissioner William Fine did not attend this meeting for a vote. CARRIED PENDING ITEMS: Chairperson Mock called for review of the Michigan City Housing Authority pending items list. She said that list should include Pipeline Safety. Commissioner Keating said that she would like to thank the personnel committee for hard work and effort towards completing the executive director’s performance evaluation. APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: With no further business to bring before the Board Chairperson Mock called for motion to adjourn the meeting. The meeting adjourned at approximately 5:15 p.m. _____________________________________ Carla Mock, MCHA Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NO. 2018-11 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE OPERATOR QUALIFICATION PLAN IN COMPLIANCE WITH THE INDIANA UTILITY REGULATORY COMMISSION (IURC) FOR PIPELINE SAFETY. WHEREAS, the Indiana Utility Regulatory Commission (IURC) has placed a petition against the Housing Authority for potential failure for noncompliance to pipeline safety regulations, and WHEREAS, the Housing Authority is required to submit a Operator Qualification Plan manual, and WHEREAS, the manual must be Board approved and verified in the Board meeting minutes, and WHEREAS, the Housing Authority will utilize this manual as a guideline used by the master meter gas operator. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of Michigan City, Indiana approved the Operator Qualification Plan for submission to the State in compliance with the IURC pipeline safety regulations. Adopted this 21st day of May 2018. Resolution moved by: Commissioner Collen Babb Resolution seconded by: Vice Chairperson Sean Fitzpatrick _____________________________________ Carla Mock, MCHA Chairperson ATTEST:  RESOLUTION NO. 2018-12 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO AUTHORIZE SEARCH FOR A MASTER METER GAS OPERATOR TO PERFORM PIPELINE SAFETY ON BEHALF OF THE HOUSING AUTHORITY IN COMPLIANCE WITH THE INDIANA UTILITY REGULATORY COMMISSION (IURC). WHEREAS, the Indiana Utility Regulatory Commission (IURC) requires that the Housing Authority have a certified master meter gas operator to ensure the Housing Authority’s compliance of the IURC guidelines and regulations for pipeline safety, and WHEREAS, although the Housing Authority has had certified trained employees as its certified master meter gas operators, the technical complexity and extensive regulatory nature to comply with the Operator Qualification Plan is too burdensome for the Housing Authority , and WHEREAS, the Housing Authority has had several potential pipeline safety violations that have not been addressed resulting in a violation petition from IURC, and WHEREAS, to ensure compliancy of IURC pipeline safety regulations in the future, the Board deem it vital to search for a qualified and certified master meter gas operator. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of Michigan City, Indiana approved the search for a master meter gas operator who would ensure compliance to Operator Qualification Plan manual and compliance of pipeline safety regulations from the IURC. Adopted this 21st day of May 2018. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner David McCray _____________________________________ Carla Mock, MCHA Chairperson ATTEST:  RESOLUTION NO. 2018-13 A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF FROM THE HOUSING AUTHORITY BALANCE SHEET THE AMOUNT OF $302,343.42 AS BUDGET LINE ITEM FOR THE INDIANA DEPARTMENT OF REVENUE. WHEREAS, the Housing Authority had an audit by Goldie Roberts, and WHEREAS, the auditor reviewed the Housing Authority’s balance sheet and informed the Housing Authority of a budget line item named Indiana Department of Revenue in the amount of $302,343.42, and WHEREAS, the auditor recommended that the Housing Authority write off this amount due to an over assessment of taxes paid, and WHEREAS, this over assessment of taxes balanced out to a credit with the Indiana Department of Revenue resulting in no overassessment and credit established, and WHEREAS, the proper paperwork has been submitted to verify this write off. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of Michigan City, Indiana approved the write off adjustment in the amount of $302,343.42 from Indiana Department of Revenue to be removed from the Housing Authority’s balance sheet. Adopted this 21st day of May 2018. Resolution moved by: Commissioner David McCray Resolution seconded by: Vice Chairperson Sean Fitzpatrick _____________________________________ Carla Mock, MCHA Chairperson ATTEST: