MINUTES OF THE REGULAR MEETING OF THE OAK PARK HOUSING AUTHORITY TUESDAY, DECEMBER 9, :30 A.M.

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1 MINUTES OF THE REGULAR MEETING OF THE OAK PARK HOUSING AUTHORITY TUESDAY, DECEMBER 9, :30 A.M. OFFICIAL RECORD PRESENT: Commissioners Chapman, Davis, Hellwig, Hill, Kelley, Kralik, & Chairman EXCUSED: None ALSO PRESENT: Maria Saldaña, Executive Director; Rhonda Doyle, Jim King, Melissa Razzino & Ken Southward, Staff QUORUM The meeting was called to order at 7:33 A.M. by Chairman. APPROVAL OF MINUTES OF REGULAR MEETING OF OCTOBER 14, 2014 It was moved (Chapman) and seconded (Davis) to approve the minutes of the October 14, 2014 regular meeting. The motion passed by unanimous voice vote. RESOLUTION APPROVING THE EXECUTION OF AN ENGAGEMENT LETTER WITH KOLNICKI, PETERSON, WIRTH, LLC Ms. Saldaña began by reporting that Ms. Augustine, Controller, was retiring at the end of the year. Ms. Saldaña reported that the Housing Authority issued a RFP in 2013 seeking competitive auditor proposals to perform its 2013 audit, with an option to extend the contract for an additional two-year period subject to satisfactory performance of the prior year s audit. She said that because Kolnicki, Peterson, Wirth, LLC satisfactorily performed last year s audit, we would like to extend the contract with them for another year. She indicated they would perform the 2014 audit at a cost of $21, She asked for questions. There were none.

2 It was moved (Davis) and seconded (Hellwig) to approve the resolution authorizing the execution of an engagement letter with Kolnicki, Peterson, and Wirth LLC for the performance of the 2014 audit at a cost of $21, The roll call vote was as follows: RESOLUTION TO APPROVE THE AMENDMENT TO EXTEND AND MODIFY THE CURRENT MANAGEMENT AGREEMENT BETWEEN THE OAK PARK RESIDENCE CORPORATION AND THE OAK PARK HOUSING AUTHORITY Ms. Saldaña reported that the 5-year management agreement to run the Public Housing Program and the Housing Choice Voucher Program was entered into in She said it is a very important agreement that expires on December 31, She said that Mr. Solan recommended we extend the agreement for a year. Ms. Saldaña asked the Board to extend the agreement with the Oak Park Residence Corporation for one more year. She asked for questions. Commissioner Chapman asked why we were extending the agreement for one year rather than a long term agreement. Ms. Saldaña answered that we would have to issue an RFP in order to enter into a long term agreement. Commissioner Davis asked if extending the agreement for a year would be a violation. Ms. Saldaña answered no. Commissioner Hellwig asked who would manage the programs if not the Oak Park Residence Corporation. Chairman explained that there are companies that do that. Mr. King named a few of those companies. Commissioner Chapman said that we have to begin the RFP process after the beginning of the year. Ms. Saldaña agreed. There was further discussion regarding the RFP process and qualifications of other potential respondents. It was moved (Hill) and seconded (Davis) to execute the First Amendment to the agreement for the administration and operation of the Oak Park Housing Authority s Public Housing Program and Housing Choice Voucher Program between the Oak Park Residence Corporation and the Housing Authority of the Village of Oak Park. The roll call vote was as follows: 2

3 RESOLUTION TO APPROVE AN AMENDMENT TO EXTEND AND MODIFY THE CURRENT LEASE AGREEMENT BETWEEN THE OAK PARK RESIDENCE CORPORATION AND THE OAK PARK HOUSING AUTHORITY Ms. Saldaña reported that the lease Agreement between the Oak Park Residence Corporation and the Oak Park Housing Authority coincides with the Management Agreement and goes hand in hand. She said that the Residence Corporation leases 21 South Boulevard, which is owned by the Oak Park Housing Authority. She said the current 5 year lease Agreement expires on December 31, She asked the Board to extend the lease Agreement with OPRC for a one year period with the modifications set forth in the First Amendment. The monthly rent will be $10,135.00, a 3% increase over 2014 rent. It was moved (Chapman) and seconded (Hill) to approve the resolution authorizing the execution of the Lease Agreement for a 1 year period for 21 South Boulevard between the Oak Park Residence Corporation and the Housing Authority of the Village of Oak Park. The roll call vote was as follows: RESOLUTION TO APPROVE THE EXECUTION OF A 3-YEAR LEASE AGREEMENT WITH HEARTLAND ALLIANCE AT 324 N. AUSTIN Ms. Saldaña reported that RC Management Services Corporation (RCMSC), agent for the Housing Authority, has a Lease Agreement in place with Heartland Health Outreach for the property owned by the Housing Authority and located at N. Austin. She said the lease agreement expires on December 31, Ms. Saldaña reported that Heartland wanted to renew the lease Agreement with the RCMSC for an additional three (3) years to December 31, She added that Heartland has requested that the carpeting in the common areas be replaced and requested additional minor repairs. She recommended we renew the lease for an additional 3 years. 3

4 Ms. Saldaña asked for questions. Commissioner Davis asked if the Housing Authority has the authority to be involved in shelter facilities or own a shelter. Ms. Saldaña answered that the Housing Authority is only the owner of the building and is not involved in running the shelter. Discussion followed regarding the possibility of the Housing Authority providing shelter for homeless populations. It was moved (Chapman) and seconded (Kralik) to approve the resolution authorizing the execution of a 3-year Lease Agreement with Heartland Health Outreach for N. Austin Boulevard, Oak Park, Illinois. The roll call vote was as follows: PRESENTATION OF 2014 YEAR TO DATE FINANCIALS AND 2015 BUDGET Ms. Saldana began by stating that she would be presenting the 2014 year to date statements and the 2015 budget. Ms. Saldana reviewed the financial statements for the third quarter of 2014 and presented the 2015 budget. MILLS PARK TOWER Mr. King reported that we have nearly exhausted the 2012 Capital Fund Grant in the amount of $ He explained that a Capital Fund Grant has 2 years to obligate the funds and 2 years to expend the funds. He further explained that time of obligation is from the date you receive the grant to the date you execute a contract. Mr. King added that we plan to expend approximately $195, in grant funds in This will include the 1 st floor common area windows and another accessible unit. He stated that a request for a 2015 Capital Fund Grant had been submitted and that we should hear back by May Mr. King then asked for any questions. The Board Members asked various questions regarding the operating expenses reported on the financials and proposed budget for Mr. King explained that water expenses are expected to increase at least 20% in The increase in maintenance contracts was due to unexpected repairs such as air conditioners, phone system in elevators, etc. Landscaping and snow plowing increases were due to the unusual and unanticipated snow fall for 2014 when it became necessary to hire heavy equipment to move and haul out snow. 4

5 There was general discussion of the 2014 financials and the 2015 budget; with some detailed discussion regarding the HCV Program and HUD reimbursements. REPORT ON RENEWAL OF OPHA WORKERS COMPENSATION INSURANCE FOR 2015 Ms. Saldaña reported that the worker s compensation insurance expires at the end of She said we have a proposal to renew from our current insurance carrier with a slight decrease in the premium amount. The premium will be $6,400 for 2015 beginning January 1, She said it covers 2 employees. Ms. Saldaña indicated that the rest of the Housing Authority insurance contracts expire February 1, She said she would discuss insurance matters further in January. DEPARTMENTAL REPORTS MILLS PARK TOWER Mr. King reported that there was one vacancy at this time and it should be turned over quickly. Mr. King reported that over the holidays there were numerous events. This is a very festive time for the residents. St. Giles prepared and delivered meals to all residents who are home bound or have no place to go for Thanksgiving. Mr. King reported that as part of the preventative maintenance program all overhead main drain lines were rodded and flushed. Mr. King stated that Simplex, our fire alarm company, was out to test the fire alarm system throughout the entire building. Suburban Elevator replaced the emergency phone system in both elevator cars after they malfunctioned. Fredrickson s Fire Protection Company was out to check all fire extinguishers. The pest control company was out to perform follow up service for several units. Mr. King asked for questions. Commissioner Hill asked how the bedbug situation was. Mr. King answered that we are treating and monitoring 4 units, but have no new activity. Commissioner Davis asked if the building has candidates come in to meet with tenants. Mr. King stated all candidates are welcome to meet with tenants and do. Candidates are asked to let staff know when they plan on coming to the building so staff can post notices to inform tenants. 5

6 Commissioner Hellwig voiced his appreciation to St. Giles for bringing in free turkey dinners to some of the MPT residents. HOUSING CHOICE VOUCHER PROGRAM Mr. Southward reported that we have 397 program participants in the regular Voucher program, a lease up rate of 93%. Mr. Southward reported that 8 participants are searching for units in Oak Park from the general waiting list. He added that maybe we will see an increase in utilization or lease up in January. Mr. Southward said that there were a total of 46 Mainstream Voucher participants. He said the number would help our maximum Per Unit Month allocation; 601 at the end of the year; maybe 1 or 2 vouchers over for the year. Mr. Southward reported that there were a total of 10 Non-Elderly Disabled (NED) Voucher participants. He added that he is having a difficult time getting any referrals from the State. All in all, it s been very slow and he hasn t issued any new Vouchers. Mr. Southward reported that other housing authorities are billing the Oak Park Housing Authority for 25 participants, and that OPHA is billing other housing authorities for a total of 72 participants. 17 families have ported into Oak Park and are looking for housing. Mr. Southward reported that there had been a lot of VASH program participant activity. He stated that they attend the portability briefing after they have found a unit in Oak Park. He added that a large number of VASH clients are coming from the Housing Authority of Cook County. Commissioner Kralik asked if most are from Cook County. Mr. Southward answered that they are mostly from Cook and Chicago. Lastly, Commissioner Chapman asked about the HAP surplus and if there is a relationship regarding HUD funding. Mr. Southward said that HUD would recapture the surplus. Mr. Southward explained further how it works. OLD BUSINESS Commissioner Kelley asked if the lease agreement with the Residence Corporation could be extended for more than a year. Ms. Saldaña said it could be but that the management agreement between the OPRC and the lease agreement are intertwined. Mr. King added that he thought a 1-year extension was the way to go because of HUD. 6

7 NEW BUSINESS Commissioner Chapman asked Ms. Saldaña about the replacement of Ms. Augustine, Controller, which is a very important position. Ms. Saldaña indicated that we have a search going on and that she hoped to have someone in place beginning January 1, ADJOURNMENT At 8:33 A.M., it was moved (Hellwig) and seconded (Kralik) to adjourn. The motion passed unanimously. Respectfully Submitted, Linda Hill, Secretary 7