NOTICE OF REGULAR MEETING OF THE BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, APRIL 30, :00 P.M.

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1 SPRINGFIELD HOUSING AUTHORITY Changing lives one key at a time 200 North 11th Street, Springfield, IL Phone I ITY I Fax , NOTICE OF REGULAR MEETING OF THE SPRINGFIELD HOUSING AUTHORITY BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, APRIL 30, :00 P.M. Administrative Office 200 North Eleventh Street Springfield, Illinois The Springfield Housing Authority Board of Commissioners will hold a Regular Meeting on Monday, April 30, :00 p.m. at the Administrative Office, 200 North Eleventh Street, Springfield, Illinois. Please see the agenda below. Please contact the Executive Director s Office at 217/ , ext. 206 if there are any questions. I. CALL TO ORDERIROLL CALL SPRINGFIELD HOUSING AUTHORITY Timothy Schweizer. Chairman AGENDA II. Ill. IV. CHAIRMAN S REMARKS EXECUTIVE DIRECTOR S REMARKS APPROVAL OF PAST MEETING MINUTES. March 26, 2018 V. RESOLUTIONS AND BOARD ACTION RESOLUTION NO TABLED AT APPROVING A CONTRACT PURPOSE OF UPGRADING T IN THE AMOUNT OF $54,375.0 R, 2018 SD. MEETING AN BUSKIRK FOR THE TI OFFICE SKYLIGHT IèA~

2 RESOLUTION NO APPROVING A CONTRACT WITH CTG OF ILLINOIS, DBA NOVANIS, FOR IT MAINTENANCE AND REPAIR SERVICES FOR A PERIOD OF THREE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS RESOLUTION NO APPROVING A CONTRACT WITH KELLY EQUIPMENT FOR THE PURPOSE OF REPLACING TRASH COMPACTORS AT BONANSINGA AND HILDEBRANDT HI-RISES IN THE AMOUNT OF THIRTY-FOUR THOUSAND TWO HUNDRED THIRTY-FOUR DOLLARS AND ZERO CENTS ($34,234.00) RESOLUTION NO APPROVING EXTENSION OF TIME OF FORTY FIVE (45) DAYS ON THE CONTRACT WITH INNOVATIVE CONSTRUCTION MANAGEMENT SERVICES (ICMS), INC. VI. VII. VIII. IX. RESIDENT COUNCIL REPORTS COMMENTS CLOSED SESSION PERSONNEL ADJOURNMENT

3 SPRINGFIELD HOUSING 200 North 11th Street, Springfield, IL Phone I TTY I Fax AUTH (DR ITY Changing lives one key at a time SPRINGFIELD HOUSING AUTHORITY BOARD OF COMMISSIONERS - REGULAR MEETING MONDAY, APRIL 30, :00 P.M. 200 NORTH ELEVENTH STREET SPRINGFIELD, ILLINOIS I. CALL TO ORDERIROLL CALL AGENDA II. III. IV. CHAIRMAN S REMARKS EXECUTIVE DIRECTOR S REMARKS APPROVAL OF PAST MEETING MINUTES V. RESOLUTIONS AND BOARD ACTION RESOLUTION NO TABLED AT MARCH 26, 2018 BD. MEETING APPROVING A CONTRACT WITH BACON & VAN BUSKIRK FOR THE PURPOSE OF UPGRADING THE ADMINISTRATIVE OFFICE SKYLIGHT IN THE AMOUNT OF $54, RESOLUTION NO APPROVING A CONTRACT WITH CTG OF ILLINOIS, DBA NOVANIS, FOR IT MAINTENANCE AND REPAIR SERVICES FOR A PERIOD OF THREE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS RESOLUTION NO APPROVING A CONTRACT WITH KELLY EQUIPMENT FOR THE PURPOSE OF REPLACING TRASH COMPACTORS AT BONANSINGA AND HILDEBRANDT HI-RISES IN THE AMOUNT OF THIRTY-FOUR THOUSAND TWO HUNDRED THIRTY-FOUR DOLLARS AND ZERO CENTS ($34,234.00) - RESOLUTION NO APPROVING EXTENSION OF TIME 0 FOR FIVE (45) DAYS ON THE CONTRACT WIT1 INNOVATIV CONSTRUCTION MANAGEMENT SERVIC - Sf1 C. S VI. RESIDENT COUNCIL REPORT.~ VII. COMMENTS : c. ~ct I6~

4 VIII. IX. CLOSED SESSION PERSONNEL ADJOURNMENT

5 MINUTES OF REGULAR MEETING SPRINGFIELD HOUSING AUTHORITY BOARD OF COMMISSIONERS MONDAY, MARCH 26, :00 P.M. The Springfield Housing Authority Board of Commissioners held a Regular Meeting on Monday, March 26, 2018 at the SHA Administrative Office, 200 North Eleventh Street, Springfield, Illinois. The meeting was called to order at 5:00 p.m. Commissioners Present: Commissioners Absent: Chairman Tim Schweizer Commissioner Dan Long Commissioner Donny Anderson Commissioner George Alexander Jackie Newman Executive Director Melissa Huffstedtler Deputy Director Michelle Sergent Director of Finance Debra Hereford Director of Section 8 Aissa Bell Director of FSS Wendy Mendenhall Director of HR Joseph Antonacci Dir. Of Mod/Development Stacy Huebsch Finance Manager Adrienne Grover Asset Manager Robin Dowis Asset Manager Alexis Boswell Section 8 Manager Milisha Jackson Contract Administrator Todd Walton Construction Manager Pastor Jerry Doss Guest Abundant Faith CC Samantha Gaines S8 Integrity Specialist Don LoBue Attorney Matt Cate Attorney EXECUTIVE DIRECTOR S REMARKS Director Newman briefly spoke on the Intergovernmental Agreement between Springfield Housing Authority and Peoria Housing Authority, that will be discussed at tonight s meeting. She also mentioned the upcoming NAHRO Legislative Conference...to which Commissioner Long stated he would like to attend. With those brief discussions, Director stated her written report stands as submitted. APPROVAL OF PAST MEETING MINUTES Regular Meeting February 26, 2018

6 Page 2of6 Springfield Housing Authority Board of Commissioners Meeting Minutes Joint Meeting for November/December 2017 Apnl3O, 2018 Special Meeting - January 26, 2018 DISCUSSION: None. RESOLUTIONS AND BOARD ACTION RESOLUTION NO. 3255: APPROVING MANAGEMENT AGREEMENT EXTENSION BETWEEN THE SPRINGFIELD HOUSING AUTHORITY AND TIMBERLAKE ESTATE APARTMENTS, L.P. DISCUSSION: Robin stated that this is a two (2) year extension. Commissioner Long asked if the 5% fee had changed, to which Robin responded that it had not. VOTES IN FAVOR: VOTES AGAINST: Schweizer, Long, and Anderson None RESOLUTION NO. 3256: APPROVING A CONTRACT WITH IDENTI-CHECK, FOR FINGERPRINTIBACKGROUND SERVICES FOR APERIOD OF FIVE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS DISCUSSION: Michelle reported that this service will be used by Public Housing and Section; and potentially for Human Resources as new employees are hired. An RFP was in place and was necessitated because the current vendor we use is closing. The old fee of $47.50 was charged per person, and the new vendor will be charging $ VOTES IN FAVOR: VOTES AGAINST: Schweizer, Long, and Anderson None RESOLUTION NO. 3257: APPROVING A CONTRACT WITH CARPET WEAVERS, INC. FOR THE PURPOSE OF REPLACING THE HALLWAY FLOORING AT HILDEBRANDT HI-RISE IN THE AMOUNT OF $50,060.00

7 Page 3 of 6 Spnngfield Housing Authority Board of Commissioners Meetthg Minutes Joint Meeting for November/December 2017 Apn DISCUSSION: Milisha reported that three (3) offers were received on this item, and Carpet Weaver s bid came in at $50,060.00, Tiles & Styles, LLC at $90,051.00, and Innovative Construction at $66, Carpet Weaver s was accepted for experience and the most responsive bidder. RESOLUTION NO. 3258: APPROVING A CONTRACT WITH CARPET WEAVERS, INC. FOR THE PURPOSE OF PROVIDING MATERIAL TO REPLACE THE HALLWAY FLOORING AT HILDEBRANDT HI-RISE IN THE AMOUNT OF $33, DISCUSSION: Milisha reported that Carpet Weaver, Inc. was selected as the installer of the new carpet in the Hildebrandt Hi-Rise, and this item is for materials. Cumming s Carpet came in at $42,575, Flooring America at $460,763.07, and Carpet Weaver s at 33,788. As the most responsive bidder, Carpet Weaver was selected. RESOLUTION NO. 3259: APPROVING A CONTRACT WITH HEART TECHNOLOGIES FOR THE PURPOSE OF REPLACING THE DOOR ENTRY ACCESS SYSTEMS AT HILDEBRANDT AND BONANSINGA HI-RISES IN THE AMOUNT OF $42, DISCUSSION: Milisha reported Hildebrandt and Bonansinga Hi-Rises will receive these new door entry systems. The current system has been repaired, but never replaced. The new system will come with a key-fob and card, for clients to enter the building; there will also be cameras added as enhancement.

8 Page 4of6 Springfield Housing Authority Board of Commissioners Meeting Minutes Joint Meeting for November/December 2017 April RESOLUTION NO. 3260: APPROVING THE RENTAL ASSISTANCE DEMONSTRATION (RAD) APPLICATION SUBMISSION FOR LINCOLNWOOD ESTATES (28 UNITS WITHIN AMP 1) DISCUSSION: Melissa stated that the RAD application for Lincolnwood Estates is ready to be submitted to HUD. Items to be completed during this process will include the kitchen, living room, bathroom, drywall, plumbing, and landscaping. Funding will come from the Federal Home Loan Bank and IHDA. Chairman asked what the timeline looked like. Melissa responded that the hope is to begin work in either July of August of 2018, based on the award of funds. She added that there currently some vacant units on-site. So the work will begin there, perhaps working on 2-3 units at a time, clients that are still housed in the unit can move to the newly renovated units so there were will not be much relocation. It will cost approximately $83K per unit. Chairman asked what the response time would be from HUD, to which Melissa responded sixty (60) days). Commissioner Long asked if the client s rent would be increased to cover the cost of the renovations. Melissa responded that these units will be Project-Based units, and SHA (limited partner) will earn an administrative fee for this unit; along with have Bear and PNC Bank being the investors (owners of the property). These are 3-bedroom, single family units. RESOLUTION NO. 3261: APPROVING A CONTRACT WITH BACON & VAN BUSKIRK FOR THE PURPOSE OF UPGRADING THE ADMINISTRATIVE OFFICE SKYLIGHT IN THE AMOUNT OF $54, DISCUSSION: Motion and seconded to table this item till further notice RESOLUTION NO. 3262: APPROVING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE SPRINGFIELD HOUSING AUTHORITY AND THE PEORIA HOUSING AUTHORITY

9 Page 5 of 6 Springfield Housing Authority Board of Commissioners Meeting Minutes Joint Meeting for November/December 2017 April DISCUSSION: Director Newman stated the SHA was approved by Peoria Housing Authority and U.S. Housing and Urban Development (HUD) to work with systemic sorts of things at this Authority. Attorney LoBue will be the legal point on this, and he reviewed this agreement before bringing it to the board. During this year (potential 16 months), everything relative to charges and time used by staff will be tracked through Finance. The main staff affected by the agreement will be herself, Melissa, and Michelle. She added this these types of agreements are fairly common. Chairman asked of the Board of Commissioners for Peoria had seen this agreement. Attorney LoBue responded that they (PHA) had a meeting tonight to discuss this item. Commissioner Long asked if this would a daily function for staff that are involved. Director Newman responded that staff will be accessible. She stated that at the beginning of the contract she believed 40 hours a month may be necessary, but less time as they move towards the end of the contract. She went on to say that it was noted that there are some concerns with MOD (at PHA), and she may call on Joe and Todd. But basically, PHA is having problems meeting guidelines, but not a troubled state. Commissioner Long asked that does her role include hiring/firing of staff. Director Newman stated that yes it did. He then asked if it was expected of her to be in their office. Director responded that, yes, there will be times when she will have to been in that office, but that it is doable. Commissioner Long then asked about the recording of her time used at PHA. Director stated that there will be a combination of records kept in this office, as it relates to the billable hours for PHA. These reports will be kept separate from other SHA reports. VOTES IN FAVOR: VOTES AGAINST: Schweizer, Long, and Anderson None RESIDENT COUNCIL REPORTS None. COMMENTS None. CLOSED SESSION PERSONNEL MOTION TO GO INTO CLOSE SESSION: DISCUSSION: None. VOTES IN FAVOR: VOTES AGAINST: Schweizer, Long, and Anderson None

10 Page 6 of 6 Springfield Housing Authority Board of Commissioners Meeting Minutes Joint MeetThg for November/December 2017 April30, 2018 MOTION TO GO BACK TO OPEN SESSION DISCUSSION: None. VOTES IN FAVOR: VOTES AGAINST: Schweizer, Long, and Anderson None ADJOURNMENT Motion to adjourn. Vote unanimous in favor of the motion. Minutes Respectfully Submitted By: Brenda S. Bruner, Executive Assistant App: April Date SHA Board Secretary April 30, 2018 Date