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, NOVEMBER 19, 2018 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, November 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 4:35 p.m. Commissioners who attended the meeting included Chairperson Carla Mock, Vice Chairperson Yolanda Thomas-Davis, Commissioner Virginia Keating, Commissioner Colleen Babb, Commissioner William Fine, and Commissioner Sean Fitzpatrick. Commissioner David McCray did not attend this meeting. Attorney Amber Poff attended this meeting. Public in attendance included ALCO-TV Representative Andre Steele, Housing Authority Liaison, City Council – 5th Ward Sharon Carnes, Boulevard Gardens Resident Stephanie McEwan, and LaPorte NAACP Representative W. Faye Moore. Housing Authority personnel in attendance included Executive Director Norma Thomas and Administrative Assistant Robin Fly. MINUTES: October 15, 2018 Chairperson Mock called for approval of the October 15, 2018 Board meeting minutes as presented to the Board. Commissioner Fitzpatrick motioned approval of the minutes and Commissioner Fine seconded the motion. CARRIED DIRECTOR’S REPORT: Management Reports/Finance Report Chairperson Mock called for discussion of the director’s report. Executive Director Thomas informed Board that in reference to the occupancy report 8 vacancies exist at Boulevard Gardens, 6 vacancies exist at Lakeland Estates. She said that Housing Manager Cheryl Webster has residents ready for occupancy at the end of last month and the beginning of this month. Executive Director Thomas stated that she conversed with HUD Representative Valarie Calhoun about establishing a maintenance contract and sending out request for proposals (RFP) to clean up vacancies before the end of the year. She said that 212 Merrihill Drive would be a unit included in the “make ready” vacancies with the RFP going out by Wednesday of this week. Executive Director Thomas stated that in regards to the Financial Report month ending August 31, 2018. She said that she has not received financial statement for month ending September 30, 2018 from the fee accountant. She informed the Board that the Housing Authority received $442,217 with rental income projected at $468,679. Operating Subsidies received from HUD are in the amount of $394,634 for the month of August, and according to Executive Director Thomas, the total projected expense for month of August is at $987,055 with expense to date at $962,146, a decrease of $24,909. She said that revenue received by HUD is dependent on the total number of units with the Housing Authority at 181 public units. Page two of the financial report list amount in administrative expense at $129,820.72 with a budgeted amount at $144,047.00 and once the September 2018 financials are released then it can be determined if the Housing Authority came under budget in administrative salaries according to Executive Director Thomas. Executive Director Thomas said that page B-5-1 of the financial report lists a duplex unit on the Michigan City’s Westside with rental income received at $14,731.11 for month ending August 31, 2018. Commissioner Keating asked why the Board did not receive the Overview of Financial Report summary as received at the last meeting and asked for that summary to be presented at future meetings. Executive Director Thomas stated that reason for issuing the old report and not the report requested is due to the fact that the finance books are not caught up and that she is waiting for the September 2018 finances. In reply, Commissioner Keating said that she would like to see a overview summary report of what happened in a particular month and every month thereafter to catch problems as they occur. At that time Chairperson Mock inquired the number of vacant units at Lakeland Estates. In reply, Executive Director Thomas said that based upon the October 2018 report there were a total of 8 vacant units, 3 units are HUD-approved, 1 unit is under infestation treatment, and the remaining vacant units were evictions. Commissioner Fitzpatrick asked of the total vacant units, how many of those units are selected to be under a maintenance program whereby they are refurbished by a contractor. In response, Executive Director Thomas stated that the majority of the units because in speaking with the accountant the Housing Authority can utilize capital funds based upon sending out request for proposals (RFPs). She said that these units will require major repair and that is a reason why the Housing Authority has implemented a 45-day visit when a family moves into a unit. Commissioner Davis asked if there is assurance that the 45-day visits are taking place because Housing Authority’s funding relies on the condition of the units. In response Executive Director Thomas said that she stresses to the managers the importance of 45-day visits and when she had spoken with Maintenance Clerk Minnie Williams about receiving 45-day visit reports, she stated that she had not receive any 45-day visit reports. Chairperson Mock said that the Housing Authority should implement the 45-day visit on a regular basis. Chairperson Mock said that 45-day visit is after the tenant moves into the unit and asked what happens now with tenants in the units. In reply, Executive Director Thomas stated that the Housing Authority inspector inspects the units once a year and maintenance department issues a work order and if there is a problem where the housekeeping standard is low, then they let us know. She said that if the contractor goes into a unit for pest control, they treat the unit and write on the report “housekeeping issue”. Commissioner Keating asked once the work order is generated what happens to them. Executive Director Thomas said that she receives a copy and the housing managers receive a copy. She explained to the Board that she usually contacts that the managers and ask them what is going on with a particular unit, and that Maintenance Clerk Minnie Williams sends out an email requesting a home visit for a unit that is below standards and then the housing manager goes in that particular unit and issues a report. She said that she does not know if the housing manager sends a follow up to Maintenance Clerk Minnie Williams, but that she personally sends out letter in response to reports issued by the pest control contractor. Commissioner Keating asked that if the housing managers fail to do inspections is there any consequences. In reply, Executive Director Thomas said that going forward the housing manager will be written up. Commissioner Keating asked if there are morning meetings with the staff. Executive Director Thomas stated that the Housing Authority staff have end of the month meetings with the prior two months’ meeting cancelled due to housing managers catching up with their work. She said there will be staff meetings scheduled. Chairperson Mock suggested that Executive Director Thomas meet with each housing manager during the month in order to know what’s going on. With no further comments, Commissioner Fine motioned approval of the management reports as presented to the Board with changes recommended by Commissioner Keating on the financial report. Commissioner Babb seconded the motion. CARRIED COMMITTEE REPORTS: Personnel Committee Chairperson Mock called for reports from the personnel committee. Vice Chairperson Davis asked Executive Director Thomas if the Local 35 Teamsters Union contacted her. She said that she received a phone call from the union stating that they have received the letter sent to them. Chairperson Mock suggested that the personnel committee meet with Executive Director Thomas next week about the letter. Vice Chairperson Davis asked for a follow up email of union response in order to determine time scheduled for a meeting. OLD BUSINESS: Maintenance Positions Executive Director Thomas called for discussion of the maintenance positions. Executive Director Thomas said that the part time maintenance workers were hired on the 15th and 16th of October 2018. She said that they are working out well. Vice Chairperson Davis inquired about the maintenance worker with driver license issues. Executive Director Thomas said that she spoke with him and that he stated the he is in the process of resolving the issue in court. Audit Results Executive Director Thomas called for discussion of audit results. Executive Director Thomas informed Board that she sent a corrected action plan to auditor Goldie Roberts, and that Goldie Roberts sent an email today stating the she would edit the final audit report today and submit it to the State Board of Accounts. Commissioner Keating inquired about the 2018 audit. Executive Director Thomas said that the Housing Authority sent out RFPs for 2018 audit with one response. She said that Goldie Roberts audit contract was for one year. At that time Commissioner Keating motioned to extend the contract with auditor Goldie Roberts for one more year. Commissioner Fitzpatrick seconded the motion. RESOLUTION NUMBER 2019-09 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE EXTENSION OF THE CONTRACT WITH AUDITOR GOLDIE ROBERTS TO AUDIT ITS ACCOUNTS AND RECORDS FOR TWELVE MONTH PERIOD ENDING SEPTEMBER 30, 2018. AYES NAYS Carla Mock Yolanda Thomas-Davis Virginia Keating Colleen Babb William Fine Sean Fitzpatrick CARRIED Commissioner David McCray did not attend this meeting for a vote. Pipeline Safety Chairperson Mock called for discussion of pipeline safety. Executive Director Thomas said that there are two contracts regarding underground mapping in compliance with pipeline safety regulations. She said that there is a contract for Lakeland Estates for a total of $12,130.00 and for Boulevard Gardens the contract is at a total cost of $6,090.00. Commissioner Keating asked if Housing Authority Attorney Pichardo reviewed the contracts. Attorney Amber Poff said that she would ensure that Attorney Pichardo review the contracts. Commissioner Keating motioned to approve two contracts from Blood Hound Underground Utility Locators for underground mapping at Boulevard Gardens for a total cost of $12,130.00 and underground mapping at Lakeland Estates for a total cost of $6,090.00 contingent upon review by Housing Authority Attorney Pichardo. Vice Chairperson Davis seconded the motion. RESOLUTION NUMBER 2019-10 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE CONTRACTS FROM BLOOD HOUSING UNDERGROUND UTILITY LOCATORS FOR UNDERGROUND MAPPING AT BOULEVARD GARDENS FOR COST OF $13,130.00 AND UNDERGROUND MAPPING AT LAKELAND ESTATES FOR COST OF $6,090.00 CONDITION UPON REVIEW BY THE HOUSING AUTHORITY ATTORNEY. AYES NAYS Carla Mock Yolanda Thomas-Davis Virginia Keating Colleen Babb William Fine Sean Fitzpatrick CARRIED Commissioner David McCray did not attend this meeting for a vote. Fiscal Year 2019 Operating Budget Chairperson Mock called for discussion of the fiscal year 2019 operating budget. Executive Director Thomas said that she is waiting for the fiscal year end September 2018 financials from the fee accountant. Commissioner Keating said that the auditor is in need of the financial report for the 2018 audit. Status Update of 212 Merrihill Drive Chairperson Mock called for a status update regarding 212 Merrihill Drive. Executive Director Thomas informed Board that she would include 212 Merrihill Drive in the “make ready” RFP for unit clean by capital funds. Pending Item List Chairperson Mock called for discussion for items to remain on the pending items list. With the Board reviewing the pending item list Chairperson Mock stated that “Third Party Auditor” should be removed from the list and Commissioner Keating ask that Attorney Pichardo report to the Board on receiving the contract from the third party auditor. She said that the list of bills for payment should be removed, SEH of Indiana Agreement has been endorsed and should be removed from the list, and 212 Merrihill under Modernization should also be removed. Commissioner Keating asked to add to list that financial reports be available to the Board before Board meeting for sufficient time for Board review. In reference to the Housing Authority Vendor Pre-Check Report for Low Rent, Commissioner Fitzpatrick asked for a possible comparison analysis of vender pre-checks that are not fixed but vary. ` NEW BUSINESS: SEMAP Certification Chairperson Mock called for approval of SEMAP certification and said that every year the Housing Authority receives a form from HUD to complete. Executive Director Thomas said that SEMAP certification is similar to a report card for the Housing Authority’s Section 8 program to assess indicators such as selection from the waiting list, reasonable rent, determination of adjusted income, utility allowance schedule, HQS enforcement, housing opportunities, payment standards. She said that she submits the report before the 29th of November for HUD approval and scoring with results issued to the Housing Authority in January 2019. Commissioner Fine asked about Indicator number 6 regarding HQS Enforcement at less than 98% of cases sampled. In response Executive Director Thomas said that whenever there is an inspection, there should be a re-inspection of the property and that for the last few years the contracted inspector did not go out to re-inspect properties privately owned by the Housing Authority. With no further questions, Vice Chairperson Davis motioned approval to accept the SEMAP certification. Commissioner Fine seconded the motion. RESOLUTION NUMBER 2019-11 A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE SUBMISSION OF THE SECTION 8 MANAGEMENT ASSESSMENT PROGRAM (SEMAP) SELF-EVALUATION CERTIFICATION FOR FISCAL YEAR ENDING SEPTEMBER 30, 2018 TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD). AYES NAYS Carla Mock Yolanda Thomas-Davis Virginia Keating Colleen Babb William Fine Sean Fitzpatrick CARRIED Commissioner David McCray did not attend this meeting for a vote. Write-Offs Chairperson Mock called for approval of write offs. Executive Director Thomas said that write offs from past years were sitting on the finance books and were never written off. She said that the Housing Authority checks have a 90-day cash period, and that total write off amount is $1,292.41 as of July 1, 2018 as recommended by the auditor. With no further inquiries Commissioner Keating motioned approval to accept write offs from 2016-2018 in the amount of $1,292.41. Commissioner Babb seconded the motion. RESOLUTION NUMBER 2019-12 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF PUBLIC HOUSING LOW RENT ACCOUNT RECEIVABLES FOR A TOTAL AMOUNT OF $1,292.41 FOR FISCAL YEARS 2016, 2017, AND 2018. AYES NAYS Carla Mock Yolanda Thomas-Davis Virginia Keating Colleen Babb William Fine Sean Fitzpatrick CARRIED Commissioner David McCray did not attend this meeting for a vote. APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: Chairperson Mock adjourned the meeting at approximately 5:28 p.m. _____________________________________ Carla Mock, MCHA Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2019-09 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE EXTENSION OF THE CONTRACT WITH AUDITOR GOLDIE ROBERTS TO AUDIT ITS ACCOUNTS AND RECORDS FOR TWELVE MONTH PERIOD ENDING SEPTEMBER 30, 2018. WHEREAS, the United States Department of Housing and Urban Development (HUD) requires an annual audit of the accounts of housing authorities, and WHEREAS, the purpose of the auditing services is to determine the Housing Authority’s compliance with government auditing standards, and WHEREAS, the Board of Commissioners arrived at a consensus to continue the hire of auditor Goldie Roberts for audit of financial statements for fiscal year September 30, 2018. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approved the extension of the contract with auditor Goldie Roberts for the twelve month period ending September 30, 2018 in accordance with the Government Auditing Standards. Adopted this 19th day of November 2018. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner Sean Fitzpatrick __________________________________ Carla Mock, MCHA Chairperson ATTEST  RESOLUTION NUMBER 2019-10 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE CONTRACTS FROM BLOOD HOUND UNDERGROUND UTILITY LOCATORS FOR UNDERGROUND MAPPING AT BOULEVARD GARDENS FOR COST OF $13,130.00 AND UNDERGROUND MAPPING AT LAKELAND ESTATES FOR COST OF $6,090.00 CONTINGENT UPON REVIEW BY THE HOUSING AUTHORITY ATTORNEY. WHEREAS in order for the Housing Authority of the City of Michigan City, Indiana is to be compliant with the Indiana Utility Regulatory Commission (IURC) in respects to its pipeline safety program, it is required to install underground mapping to locate pipeline utilities, and WHEREAS, Short Elliot Henderickson (SEH) has provided a company, Blood Hound Underground Utility Locators, for underground mapping both at Boulevard Gardens and Lakeland Estates, and WHEREAS, Blood Hound Underground Utility Locators’ total cost for scope of work for Lakeland Estates is $6,090.00, and WHEREAS, Blood Hound Underground Utility Locators’ total cost for scope of work for Boulevard Gardens is $12,130.00. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved both contracts by Blood Hound Underground Utility Locators for Boulevard Gardens at a total cost of $12,130.00 and for Lakeland Estates at a total cost of $6,090.00 to perform underground mapping to locate pipeline utilities. Adopted this 19th day of November 2018. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner Bill Fine _______________________________________________ Carla Mock, MCHA Chairperson ATTEST:  RESOLUTION NUMBER 2019-11 A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE SUBMISSION OF THE SECTION 8 MANAGEMENT ASSESSMENT PROGRAM (SEMAP) SELF-EVALUATION CERTIFICATION FOR FISCAL YEAR ENDING SEPTEMBER 30, 2018 TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD). WHEREAS, on October 13, 1998 the U.S. Department of Housing and Urban Development (HUD) established the Section 8 Management Assessment Program to objectively measure a public housing agency’s performance standards involving key areas of the Section 8 tenant-based program; and WHEREAS, HUD has established a database system called the PIH Information Center (PIC), to monitor housing authorities’ compliance with the designated performance indicators; and WHEREAS, 24 CFR Section 985.101 requires a Housing Authority administering a Section 8 tenant-based assistance program to annually submit a self-evaluation Section 8 Management Assessment Program (SEMAP) Certification within 60 days after the end of its fiscal year; and WHEREAS, the Housing Authority submission date for the certification is before the 29th of November 2018. NOW THEREFORE, BE IT RESOLVED, by the Commissioners of the Michigan City Housing Authority: 1) That the Executive Director or her designee is hereby authorized and directed to prepare a SEMAP Certification attesting that there is no evidence to indicate serious deficient performance in the operation of the Housing Commission’s Section 8 Program; and 2) That the Executive Director or her designee and Chairperson of the Housing Commission are hereby authorized to execute said Certification on behalf of the Board of Commissioners, and to submit same, along with a copy of this resolution, to the Indianapolis Field Office of the Department of Housing and Urban Development. Adopted this 19th day of November 2018. Resolution moved by: Vice Chairperson Yolanda Thomas-Davis Resolution seconded by: Commissioner Bill Fine _____________________________________ MCHA Chairperson Carla Mock ATTEST  RESOLUTION NUMBER 2019-12 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF SECTION 8 ACCOUNT RECEIVABLES FOR A TOTAL AMOUNT OF $1,292.41 FOR FISCAL YEARS 2016, 2017, AND 2018. WHEREAS, the Housing Authority of the City of Michigan City, Indiana annually writes off past due accounts for residents who have vacated, abandoned or died leaving a remaining balance due, and WHEREAS, such accounts were sent to the collection agency in an attempt to obtain past due monies, and will remain at the collection agency even when the accounts have been written off by the Housing Authority, and WHEREAS, a list of such accounts by previous tenants are also added to the HUD website, and WHEREAS, this attached list of tenants with overdue accounts will also be kept on the Housing Authority’s filing records, and WHEREAS, it is understood that when a tenant with an overdue account returns to apply for housing, the tenant is required to first pay off any overdue accounts. NOW THEREFORE BE IT RESOLVED that Board of Commissioners authorized the write-off of Section 8 rent account receivables totaling $1,292.41 for years 2016, 2017, and 2018. BE IT FURTHER RESOLVED that Section 8 accounts receivables are written off to prevent a negative finance status regarding the Housing Authority’s operating subsidy in order to obtain full subsidy amount allocated by HUD. Adopted this 19th day of November 2018. Resolution moved by: Commissioner Virginia Keating Resolution seconded by: Commissioner Colleen Babb __________________________________________ Carla Mock, MCHA Chairperson ATTEST: