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, SEPTEMBER 16, 2019 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, September 16, 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 4:30 p.m. Attendees of the meeting included Chairperson Carla Mock, Vice Chairperson Yolanda Davis, Commissioner Colleen Babb, Commissioner Lester Norvell, Commissioner Milton Malone, and Commissioner Doretha Sanders Malone. 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 who attended this meeting included Executive Director Norma Thomas, Maintenance Supervisor Barry Kelly, Public Housing Manager Cheryl Webster, Section 8 Housing Choice Voucher Manager Kathy Howell, Housing Inspector Danny Morgan, and Finance HR Administrative Assistant Robin Fly. MINUTES: August 19, 2019 Chairperson Mock called for approval of the August 19, 2019 minutes as presented to the Board. With no corrections Commissioner Norvell motioned approval of the minutes as submitted to the Board. Commissioner Doretha Sanders Malone seconded the motion. CARRIED DIRECTOR’S REPORT: Management Reports Chairperson Mock called for discussion of the management reports. She asked for each manager to state his or her name and position and discuss his or her report before the Board. Cheryl Webster introduced herself as the Boulevard Gardens and Lakeland Estates Public Housing Manager. She said that in reference to the vacancies, applicants are lined up to fill them with exception of vacant units to be completed by the maintenance department. Chairperson Mock clarified that 9 vacancies exists at Boulevard Gardens, with 3 vacancies as HUD-approved and 6 vacancies waiting to be housed. Public Housing Manager Webster said that 2 units were due to be housed today, but are delayed due to the system malfunction which would result in 4 vacant units. Chairperson Mock asked if Barry Kelly, the Housing Authority Maintenance Supervisor, has anything to report at this time. In response, Maintenance Supervisor Kelly informed Board that the maintenance department is working on 324 Karwick at Lakeland Estates with anticipation of having the unit completed this week. He said that 2 units located at Boulevard Gardens were refurbished for occupancy last week and the maintenance department continues to complete work orders. Vice Chairperson Davis inquired about how the maintenance crew is handling the workload. In reply, Maintenance Supervisor Kelly stated that there is not enough maintenance workers and enough time to complete workload consisting of cutting grass, completing work orders, and rehabbing units. Vice Chairperson Davis asked if the maintenance department is working on prioritizing the work load. In response Maintenance Supervisor Kelly said that Executive Director Thomas is in contact with HUD, and that there are certain units on the priority list to be completed first. Chairperson Mock called for a report by Kathy Howell, Section 8 Choice Voucher Housing Manager. Section 8 Choice Voucher Housing Manager Howell informed Board that since last month the Housing Authority has 296 vouchers leased up, 48 vouchers are open, and 27 vouchers are allocated for applicants’ search for apartments. Chairperson Mock asked about the 5 vouchers listed as terminated. In response, Section 8 Choice Voucher Housing Manager Howell stated those vouchers indicate that some occupants moved out of the apartments and others are not receiving assistance anymore for various reasons. Commissioner Malone asked if the voucher system is closed. In reply, Section 8 Choice Voucher Housing Manager Howell said the Section 8 waiting list is closed. He asked when the waiting list will open. Section 8 Choice Voucher Housing Manager Howell stated that the Housing Authority is not sure, and that the waiting list is open based upon need. In response to Commissioner Malone’s question about number of applicants on the Section 8 waiting list, Section 8 Choice Voucher Housing Manager Howell said close to 700. At that time Commissioner Norvell informed Maintenance Supervisor Kelly that the Board is in the process of interviewing an individual who would alleviate the problem with lawn care. He said that the Housing Authority is looking to hire a part time worker. Chairperson Mock asked the Housing Authority inspector to introduce himself to the Board. Danny Morgan informed the Board that he is the Inspector for the Michigan City Housing Authority. Chairperson Mock asked Housing Authority Inspector Morgan how many inspections does he do within a week or month. In response, Housing Authority Inspector Morgan said that he averages approximately 6-8 inspections a day. Chairperson Mock asked what units are inspected. In reply, Housing Authority Inspector Morgan said that he inspects Section 8, Boulevard Gardens, Lakeland Estates, and Scattered Sites units. Chairperson Mock asked that when the inspections are completed, who receives the information. Housing Authority Inspector Morgan said that he enters the inspection results into the system and the forms are turned into the office to the appropriate housing manager. Chairperson Mock asked Housing Inspector Morgan that if the maintenance department needs to repair a unit after inspection, who is assigned that task. Housing Inspector Morgan said that the housing manager schedules Section 8 inspections, and that he is not assigned to follow up on public housing inspections. Chairperson Mock asked Housing Inspector Morgan what items he looks for during an inspection. Housing Inspector Morgan said that he looks for items that meet the HQS standards, and that if cleaning standards are questionable, he informs the appropriate housing manager. Commissioner Malone asked if the questionable cleaning standards are noted on the inspection form. Housing Authority Inspector Morgan answered in the affirmative. Chairperson Mock asked for any information from Executive Director Thomas. In reply, Executive Director Thomas informed the Board that Wind Water and Energy will arrive at the Housing Authority next week to interview laborers to assist in upgrades at Boulevard Gardens and that the interviewing process begins on September 25, 2019. Executive Director Thomas informed Board about her first meeting at the HUD field office in regards to the Rental Assistance Demonstration (RAD) program that HUD will fund. She said that various meetings are taking place regarding conversion to RAD. In regards to a financial report, Executive Director Thomas said that she had spoken with the fee accountant to check status on financial report submission, and that the report would probably be submitted this Thursday. She said that the Board would review that report month ending July 2019 at the next Board meeting. In reference to Boulevard Gardens unit 413 East Sixth Street, #4, Executive Director Thomas informed the Board that she contacted the insurance company and is waiting for the schedule to rehab the damaged unit. In reference to the finance report, Chairperson Mock said that she would like to schedule a special board meeting next week in order to review the 2019 report and prepare a budget for year 2020. Chairperson Mock asked that as Executive Director Thomas acquires more information about RAD, that she inform the Board in order to include board members to attend training. With no further questions, Commissioner Milton Malone motioned to approve 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 Milton Malone informed the Board that the committee is reviewing hire of maintenance worker for lawn care. Vice Chairperson Davis said that in regards to the union, the personnel committee is still in the process of contract negotiations with results hopefully within the next couple of months. Commissioner Milton Malone informed the Board that the personnel committee will meet on the 25th of September 2019. Asset Management Committee Chairperson Mock called for discussion from the asset management committee. Commissioner Milton Malone said that there is no report at that time. OLD BUSINESS: Applegate and Company, PC’s Report Chairperson Mock called for report from Applegate. Attorney Pichardo informed the Board that Applegate and Company, PC Representative Ron Delco, indicated to him that the report is in the final steps of completion. He said that report has to be reviewed by Applegate and Company, PC colleagues, and that Board would receive a copy when the report is finished. Vice Chairperson Davis inquired about the extensive length of time to finish the report. In response Attorney Pichardo said that having Mr. Delco arrive at the Housing Authority and other circumstances delayed report. Union Negotiations Cash Management Policy Chairperson Mock called for discussion of the cash management policy. Executive Director Thomas informed Board that she forwarded the policy to Attorney Pichardo. In reply, Attorney Pichardo said that upon his review of the policy, he recommend that the Board approve the policy. Because of the extended time lapse of when the Board initially reviewed the policy, Attorney Pichardo advised that Board review the cash management policy, and if there are any questions, he would answer them along with Executive Director Thomas, and suggested approving the cash management policy at the next Board meeting. NEW BUSINESS: Schedule of Payment Standards and Fair Market Rents Chairperson Mock called for approval of the Schedule of Payment Standards and Fair Market Rents. She said that the payment standards is presented every year based upon HUD regulations and is effective October 1, 2019. With no questions, Commissioner Babb motioned to approve the Schedule of Payment Standards and Fair Market Rents. Commissioner Doretha Sanders Malone seconded the motion. RESOLUTION NUMBER 2019-33 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE SCHEDULE OF PAYMENT STANDARDS AND FAIR MARKET RENTS AS ISSUED ANNUALLY BY THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD) EFFECTIVE OCTOBER 1, 2019.  AYES NAYS Carla Mock Yolanda Davis Colleen Babb Lester Norvell Milton Malone Doretha Sanders Malone CARRIED 2020 Operating Budget Chairperson Mock called for discussion of the 2020 Operating Budget and stated that the Board will discuss this matter at another meeting. PENDING ITEMS: Chairperson Mock called for discussion of the pending items list. She said that the executive director’s evaluation is ongoing. In regards to pipeline safety pending item, Attorney Pichardo suggested keeping this item on the pending item list as “ongoing.” He said that there have not been any issues. Chairperson Mock said that in regards to maintenance worker as a pending item, the Housing Authority is looking to hire a part time maintenance worker. In reference to pending item which includes policy and procedures, transfer of funds, and cash management policy, Chairperson Mock said that Board needs to review the policy and that this pending item issue should be completed by the end of the month. She said that in reference to pending item regarding Lindsey Software, there is a contract with Lindsey Software due to expire soon, and the Housing Authority should go out for bids. She assigned the task to the asset management committee. Chairperson Mock asked Executive Director Thomas to check any other expiring contracts ready for the bidding process. Commissioner Norvell asked if the Housing Authority has exhausted all means necessary in order to obtain an exit interview with auditor Goldie Roberts. Executive Director Thomas informed the Board that after review of the agreement with auditor Goldie Roberts, auditor Goldie Roberts is required to attend an exit conference. Commissioner Malone asked if Goldie Roberts has been paid. Executive Director Thomas answered in the affirmative. Attorney Pichardo said that the Housing Authority has the option of sending a demand letter to honor the contract agreement between auditor Goldie Roberts and the Housing Authority to meet the obligation of an audit exit meeting. At that time Commissioner Malone said that if the language is in the contract, then auditor Goldie Roberts should fulfill the contract or be in violation of the contract and return payment to the Housing Authority. At that time Commissioner Malone motioned to approve a demand letter be sent to auditor Goldie Roberts requesting an exit conference with the Board. Commissioner Norvell seconded the motion.  RESOLUTION NUMBER 2019-34 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE A DEMAND LETTER BE SENT TO AUDITOR GOLDIE ROBERTS IN REQUEST OF AN EXIT CONFERENCE WITH THE BOARD. AYES NAYS Carla Mock Yolanda Davis Colleen Babb Lester Norvell Milton Malone Doretha Sanders Malone CARRIED APPROVAL OF BILLS: PUBLIC COMMENTS: Chairperson Mock called for comments from the public. Attorney Pichardo informed the Board that Mr. Kenneth Fly spoke on several issues at the last Board meeting to include bed bugs, accessible units, and gun rights policy. He said that upon researching the gun rights policy issue, HUD is silent on the matter of tenants and their rights regarding fire arms. There are cases that exists and recently the East Saint Louis Housing Authority had a claim brought against them because that housing authority did not allow tenants to have fire arms, and according to Attorney Pichardo, the Supreme Court in that state actually ruled that banning the lawful possession of fire arms of public housing residents is unconstitutional. He said that banning any type of rights regarding fire arms may be contrary to the 2nd Amendment and unconstitutional. Attorney Pichardo suggested placing gun rights policy on the agenda to further discuss the issue and allow the public to also make comments. He also offered to review any policy in existence with Executive Director Thomas and make any recommendations. Vice Chairperson Davis highly suggested that the policy be reviewed as soon as possible. Chairperson Mock suggested that the Board think about recognizing the service of former Commissioner Bill Fine and former Commissioner Virginia Keating with discussion of the matter at the special meeting. ADJOURNMENT: With no other business to present to the Board, Chairperson Mock called for adjournment of the meeting. The meeting adjourned at approximately 5:30 p.m. ________________________________________ Carla Mock, MCHA Chairperson ___________________________________ Norma Thomas, Executive Director ATTEST:  RESOLUTION NUMBER 2019-33 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE SCHEDULE OF PAYMENT STANDARDS AND FAIR MARKET RENTS AS ISSUED ANNUALLY BY THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD) EFFECTIVE OCTOBER 1, 2019. WHEREAS, on an annual basis the United States Department of Housing and Urban Development (HUD) issues an update of its Schedule of Payment Standards and Fair Market Rents (FMR), and WHEREAS, the Housing Authority of the City of Michigan City will implement its payment standards in accordance to the FMR. NOW THEREFORE BE IT RESOLVED, that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved the attached Schedule of Payment Standards and Fair Market Rents effective October 1, 2019. Adopted this 16th day of September 2019. Resolution moved by: Commissioner Colleen Babb Resolution seconded by: Commissioner Doretha Sanders Malone __________________________________________________ Carla Mock, MCHA Chairperson ATTEST  RESOLUTION NUMBER 2019-34 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE A DEMAND LETTER BE SENT TO AUDITOR GOLDIE ROBERTS IN REQUEST OF AN EXIT CONFERENCE WITH THE BOARD. WHEREAS, the Board of Commissioners have made several attempts to schedule an exit conference to no avail with auditor Goldie Roberts, who has completed auditing the Housing Authority 2018 Finance Statements, and WHEREAS, the exit conference informs the Board about the results and any findings of the audit, and WHEREAS, the exit conference is a requirement in the contract agreement between the Michigan City Housing Authority and auditor Goldie Roberts as stated in the Request for Proposal and Statement of Qualifications for Audit Services on Part Two, Audit Objectives and Scope of Services, F,5 which states the following: The auditor in charge will conduct an exit conference with the Executive Director and Board of Commissioners. At the exit conference findings and recommendations regarding compliance and internal controls shall be discussed. WHEREAS, the Board of Commissioners have proposed to have the Housing Authority Attorney Nelson Pichardo draft a demand letter requesting an exit conference with auditor Goldie Roberts. NOW THEREFORE BE IT RESOLVE THAT THE Board of Commissioners authorized Attorney Nelson Pichardo draft and send a demand letter to auditor Goldie Roberts requesting an exit conference with the Board. Adopted this 16th day of September 2019. Resolution moved by: Commissioner Milton Malone Resolution seconded by: Commissioner Lester Norvell __________________________________________ Carla Mock, MCHA Chairperson ATTEST: