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 20, 2019 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, May 20, 2019 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. Attendees of the meeting included Chairperson Carla Mock, Vice Chairperson Yolanda Thomas-Davis, Commissioner William Fine, Commissioner Colleen Babb, and Commissioner Virginia Keating. Commissioner Lester Norvell and Commissioner Chrystina Shearer did not attend this meeting. Attorney Nelson Pichardo attended this meeting. Public attendees included Housing Authority Liaison, City Council – 4th Ward Sean Fitzpatrick and ALCO-TV Representative Andre Steele. Housing Authority employees included Executive Director Norma Thomas and Administrative Assistant Robin Fly. MINUTES: April 15, 2019 Chairperson Mock called for approval of the April 15, 2019 as presented to the Board. Commissioner Keating motioned to approve the minutes. Commissioner Babb seconded the motion. CARRIED DIRECTOR’S REPORT: Training Seminars Chairperson Mock called for discussion of the director’s report. Executive Director Thomas informed Board that herself and Maintenance Clerk Minnie Williams attended procurement contract management training conference in South Bend on April 23-25, 2019. She said that they received certification. Another training conference held on Friday, May 17, 2019, consisted of management training by Goldie Roberts, and according to Executive Director Thomas, Ms. Roberts provided instruction on how to review REAC reports that are submitted to HUD. In response to Chairperson Mock’s inquiry about the procurement contract management training, Executive Director Thomas explained that such training consisted of contract management with other companies and that RFQs are defined as request for qualifications and RFPs are defined as request for proposals. She said that request for qualifications are utilized for services such as legal and audit, and request for proposals are utilized for obtaining quotes for purchases. Due to continual procurement changes Executive Director Thomas suggested that such training is needed on an annual basis. 2019 Year to Date Operating Expenditures/Lindsey Software Systems, Inc. Executive Director Thomas said that she sent out the 2019 year to date operating expenditures last week for Board review and said that all financial statements have arrived with the exception of month ending April 2019 because Lindsey Software Systems, Inc. is still working on those financial statements. Commissioner Keating said that receiving the year to date operating expenditures in advance of the meeting helped with understanding of the financial statements and suggested assigning a contact person to ensure Lindsey Software Systems, Inc. submits financial statements in a timely manner. Executive Director Thomas said that part of the problem with Lindsey Software Systems, Inc.’s timely submission of financial statements is because Lindsey Software Systems, Inc. wanted to enter a 3-year contract with the Housing Authority while in a 5-year contract. She said that she has not heard anything from Lindsey Software Systems, Inc. regarding the price difference between a 3-year contract and a 5-year contract. Commissioner Keating said that this problem began in April 2018 when Lindsey Software Systems, Inc. eliminated personnel who had been assigned to the Housing Authority’s account and then hired a new person resulting in a backlog of financial statements for submission to the Housing Authority. She said that there is still an issue involving the 5-year versus the 3-year agreement whereby Lindsey Software Systems, Inc. overcharged the Housing Authority and should pay a refund. Vacancies Executive Director Thomas informed Board that she would meet with Maintenance Supervisor Kelly to discuss the vacant units. She said that the Housing Authority received two applications for maintenance workers but sufficient qualifications were lacking and that the Housing Authority is still looking for maintenance worker(s). Executive Director Thomas said that the meeting with Maintenance Supervisor Kelly is scheduled tomorrow at 10:30 a.m. to discuss other options such as implementing overtime on Fridays. She said that a total of five vacant units exist at Lakeland Estates. Chairperson Mock said that if Housing Authority is paying a maintenance supervisor overtime, the Housing Authority should make sure that the maintenance supervisor is a “working” supervisor. In response, Executive Director Thomas said the maintenance supervisor is a staff employee excluded from the overtime. Vice Chairperson Davis asked Executive Director Thomas for an update of results of the discussion with Maintenance Supervisor Kelly. In reply, Executive Director Thomas informed the Board that she had been conversing with an executive director from another housing authority and would like to implement that housing authority’s plan for occupying the units. With no further discussion, Commissioner Keating motioned to accept the management reports as presented to the Board. Vice Chairperson Davis seconded the motion. CARRIED COMMITTEE REPORTS: Personnel Committee Chairperson Mock called for discussion from the personnel committee. Commissioner Fine said that there was a meeting that had been cancelled. In regards to committee assignments Chairperson Mock said that she assigned Commissioner Chrystina Shearer on the Project Development/Partnerships/Strategic Planning committee. OLD BUSINESS: Audit Results Chairperson Mock called for the status of the audit results. Executive Director Thomas said that she contacted auditor Goldie Roberts who was unable to attend this meeting but would be available for a telephone conference. Vice Chairperson Davis said that a phone conference would begin discussion of the audit results. Chairperson Mock asked that the Board review documentation before the phone conference. She said that if the Board has any questions, those questions should be submitted to Executive Director Thomas in advance before the phone conference. NEW BUSINESS: PENDING ITEMS: Chairperson Mock called for discussion of the pending items list. She said that recommended removing the task of Attorney Pichardo drafting a letter to Lindsey Software Systems, Inc. in request of timely submission of financial statements as assigned to the Asset Management Committee. In reference of transfer of funds, Executive Director Thomas said that this item was to be incorporated within the cash management policy that needs to be approved by the Board. Vice Chairperson Davis said that Kate from Horizon Bank is willing to arrive at the Housing Authority to provide training and answer questions regarding banking procedures. In reference to the IURC and pipeline safety Attorney Pichardo said that “everything is on track” and that site managers will arrive for a review of the property. He suggested that the pipeline safety issue remain on the pending items list. APPROVAL OF BILLS: PUBLIC COMMENTS: Chairperson Mock informed the Board that this meeting is the last official meeting for Commissioner Virginia Keating who will be leaving the Michigan City Housing Authority Board of Commissioners. She said that it has been a pleasure having Commissioner Virginia Keating on the Housing Authority Board and that everyone will miss her. Executive Director Thomas informed the Board that HUD Representative Bruce Nzerem had recently visited the Housing Authority and recommended that the Housing Authority contract with a company to review the Housing Authority properties and develop a physical needs assessment utilizing capital funding monies. Mr. Nzerem recommended the person who has worked with the Gary Housing Authority and who is able to review the Housing Authority properties to determine what needs refurbishment according to Executive Director Thomas. She said that the Housing Authority has over $1 million dollars of capital funding that has to be spent with the Housing Authority receiving approximately $300,000 in year 2019. Attorney Pichardo advised that this matter be reviewed and discussed in committee and placed on the agenda for the next Board meeting. Commissioner Keating also advised that the Housing Authority should ask the question of whether the Housing Authority can afford this company, and ask for qualifications when the committee meets to discuss this matter. ADJOURNMENT: With no other business to present to the Board, Chairperson Mock adjourned the meeting at approximately 5:05 p.m. _____________________________________ Carla Mock, MCHA Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST: