APPROVAL OF MINUTES: CARRIED APPROVAL OF MANAGEMENT REPORTS:

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1 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 20, 2017 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, November 20, 2017 at 4:30 p.m. The meeting was held at the Michigan City Housing Authority, 621 East Michigan Boulevard, Michigan City, Indiana The regular board meeting began at approximately 4:30 p.m. Commissioners who attended the meeting included Chairperson Carla Mock, Vice Chairperson Sean Fitzpatrick, Commissioner Yolanda Thomas-Davis, Commissioner Colleen Babb, Commissioner Virginia Keating, Commissioner William Fine, and Commissioner Dave McCray. Attorney Nelson Pichardo attended this meeting. Public in attendance included Housing Authority Liaison, City Council 5 th Ward Sharon Carnes and ALCO Representative Andre Steele. Housing Authority personnel in attendance included Executive Director Norma Thomas. APPROVAL OF MINUTES: Chairperson Mock called for approval of the October 16, 2017 Board meeting minutes as presented to the Board. Commissioner Keating motioned approval of the minutes. Commissioner Babb seconded the motion. APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. She asked the executive director the total vacancies at Boulevard Gardens. In reply, Executive Director Thomas stated that there are a total of four vacancies and that 104 Merrihill is soon to be occupied. Chairperson Mock asked if the rehabs are being done in a timely manner. Executive Director Thomas said that due to many repairs after tenants evictions, some units are taking longer to rehab along with the maintenance staff having to complete work orders as well as rehabs. With no further questions, Commissioner Davis motioned approval of the management reports as presented. Commissioner Keating seconded the motion.

2 COMMITTEE REPORTS: Chairperson Mock inquired about a committee report from the asset committee regarding status of local union 135. Executive Director Thomas informed the Board that there was not a meeting for the asset committee and that she signed the contract between local union 135 and the Housing Authority for one year. Commissioner Fine informed Board about issue involving lack of funding which resulted with the Housing Authority s endorsement of a one year contract. He said that it was made aware to local union 135 that the Housing Authority has no funding for any increases, and he said that medical insurance stayed pretty much the same without changes in deductibles. In mention of additional issues involving contract with local union 135 Commissioner Fine said that there was concern amongst the maintenance staff about carrying bed bugs homes after working in the Housing Authority units. He said that the Housing Authority has a prevention plan in place, and that training is made available. Commissioner Davis said that bed bug training had been in place before negotiations. In regards to the cell phone issue involving maintenance staff Commissioner Davis explained to Board that the Housing Authority already has a company cell phone on the premises. She said that the maintenance staff will implement a rotation schedule indicating who is responsible to utilizing the cell phone to answer tenants issues involving repairs. If there is an issue from work then maintenance supervisor will be contacted and he will assign who can go out for the service call according to Commissioner Davis. Attorney Pichardo said that maintenance staff requested reimbursement for past use of their cell phones. Because the Housing Authority will not reimburse cell phone usage Attorney Pichardo advised enactment of a policy regarding use of cell phone. With no further questions or comments, Commissioner Fine motioned to approve a one-year contract between Local Union 135 and the Housing Authority effective September 1, Commissioner McCray seconded the motion. RESOLUTION NUMBER RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE A ONE-YEAR AGREEMENT BETWEEN MICHIGAN CITY HOUSING AUTHORITY AND TEAMSTERS LOCAL UNION 135. AYES NAYS Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb William Fine Virginia Keating Dave McCray

3 OLD BUSINESS: NEW BUSINESS: Audit Quotes Chairperson Mock called for approval of a quote for an auditor. Commissioner Keating representative of the asset management committee informed Board that the committee discussed the three responses to request for quotes for an auditor. She said that the committee decided to recommend the audit quote from Goldie Roberts who submitted a quote $1,000 less than the nearest competitor and $4,000 less than the highest quote submitted. Commissioner McCray motioned to approve the quote from auditor Goldie Roberts for $8, for one year contract. Commissioner Fine seconded the motion. RESOLUTION NUMBER A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA APPROVING THE AUDITING SERVICES OF GOLDIE ROBERTS TO AUDIT ALL ITS ACCOUNTS AND RECORDS FOR TWELVE MONTH PERIOD ENDING SEPTEMBER 30, AYES Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb William Fine Virginia Keating Dave McCray NAYS Attorney Quotes Commissioner Keating informed Board that the asset committee also reviewed attorney quotes and recommended the Board approve quote from Friedman and Associates at a rate of $ per hour for a one-year agreement. Commissioner Keating motioned to approve the hiring of Friedman and Associates for fiscal year Commissioner McCray seconded the motion. RESOLUTION NUMBER A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO AWARD CONTRACT TO FRIEDMAN AND ASSOCIATES LAW FIRM IN THE AMOUNT OF $ PER HOUR FOR LEGAL SERVICES FOR DECEMBER 1, 2017 THROUGH NOVEMBER 30, 2018.

4 AYES Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb William Fine Virginia Keating Dave McCray NAYS In regards to the auditor, Commissioner Fine recommended that the auditor submits a quarterly report just for cost purposes. Commissioner McCray said that the Board suggests that the executive director present a monthly report in order to enable the Board of Commissioners to become engage with tasks of the Housing Authority. SEMAP Certification Chairperson Mock called for discussion of the SEMAP certification. Executive Director Thomas explained to the Board that annually HUD requires the Housing Authority to complete a Section 8 Management Assessment Program (SEMAP) certification form. She said that the certification ensures that the Housing Authority is adhering to HUD guidelines in areas such as selecting applicants from the waiting list, correct rent calculation and timely inspections. HUD scores the Housing Authority in accordance to 14 indicators with the first seven as selfcertified and the last seven subjected to HUD review to ensure indicators are implemented in the Housing Authority Administration policy, and according to Executive Director Thomas, the annual submission deadline date is November 29, On page 3 of 4 of the SEMAP Certification report Executive Director Thomas explained to the Board that the indicator referring to the Family Self Sufficiency (FSS) program indicates that the Housing Authority has 6 participants enrolled in its FSS program with 3 participants escrowing. She said that escrowing is when participants have re-certifications or interim certifications, and if their rent increase while the participants are working, then a portion of rent increase is paid into their escrow accounts. Chairperson Mock inquired about performance indicator number 6 (HQS Enforcement) on page 1 of 4 whereby a check mark of less than 98% of cases sampled is marked. In response, Executive Director Thomas stated that the Housing Authority had late HQSs somewhere and the Housing Authority must document that. She said that this is the first year where the Housing Authority had less than 98%. All the inspections were not done and one of the reasons why is the Housing Authority had a contractor for an inspector who no longer does the contracting for the Housing Authority and that was one thing that was missed, and according to Executive Director Thomas, the Housing Authority is the process of finding a new subcontractor to inspect the Section 8

5 properties because Housing Inspector Morgan cannot inspect Housing-Authority owned properties. Commissioner Keating said that the Board should obtain a report of the executive director s evaluation and add the search of the inspector. Chairperson Mock called for approval of the SEMAP certification as presented to the Board. Commissioner Keating motioned to approve submission of the SEMAP certification to HUD. Commissioner Fitzpatrick seconded the motion. RESOLUTION NUMBER 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, 2017 TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD). AYES Carla Mock Sean Fitzpatrick Yolanda Thomas-Davis Colleen Babb William Fine Virginia Keating Dave McCray NAYS APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: With no further business to bring before the Board, Chairperson Mock adjourned the meeting at approximately 4:30 p.m. Carla Mock, MCHA Chairperson Norma Thomas, Executive Director ATTEST:

6 RESOLUTION NUMBER RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE A ONE-YEAR AGREEMENT BETWEEN MICHIGAN CITY HOUSING AUTHORITY AND TEAMSTERS LOCAL UNION 135. WHEREAS, the Teamsters Local Union No. 135 has an agreement with the Housing Authority due to expire on September 30, 2017, and WHEREAS, the Housing Authority s Personnel Committee and the Teamsters Local Union No. 135 representative had several meetings to discuss several issues involving the agreement, and WHEREAS, due funding the Housing Authority elected to enter a one-year agreement with Teamsters Local Union 135. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved a one-year agreement between the Housing Authority and Teamsters Local Union 135 effective September Adopted this 20 th day of November Resolution moved by: Resolution seconded by: Commissioner William Fine Commissioner David McCray Carla Mock, MCHA Chairperson ATTEST

7 RESOLUTION NUMBER A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA APPROVING THE AUDITING SERVICES OF GOLDIE ROBERTS TO AUDIT ALL ITS ACCOUNTS AND RECORDS FOR TWELVE MONTH PERIOD ENDING SEPTEMBER 30, 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 Housing Authority sent out a request for proposal for auditing services to: (1) Audit Solutions, LLC, (2) Goldie Roberts CPA, (3) Hawkins Ash CPAs, and (4) Pamela J. Simpson, C.P.A., and WHEREAS, the Housing Authority received responses from Audit Solutions at $8, for Michigan City Housing Authority (MCHA), and $4,240 for Michigan City Housing Development, Inc. (MCHDI), from Goldie Roberts, CPA at $6,520.00, for MCHA, and $1, for MCHDI, and from Pamela J. Simpson at $9, for both MCHA and MCHDI, and WHEREAS, the asset committee recommended that the Board approve the proposal with the lowest total quote amount of $8, from Goldie Roberts. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners approved the hire of the auditing services of Goldie Roberts on behalf of the Housing Authority of the City of Michigan City, Indiana for the twelve month period ending September 30, 2017 in accordance with the Government Auditing Standards for total quote of $8, Adopted this 20 th day of November Resolution moved by: Resolution seconded by: Commissioner Virginia Keating Commissioner Colleen Babb Carla Mock, MCHA Chairperson ATTEST

8 RESOLUTION NUMBER A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO AWARD CONTRACT TO FRIEDMAN AND ASSOCIATES LAW FIRM IN THE AMOUNT OF $ PER HOUR FOR LEGAL SERVICES FOR DECEMBER 1, 2017 THROUGH NOVEMBER 30, WHEREAS, the Housing Authority of the City of Michigan City, Indiana sent out request for proposals for legal services on behalf of the Housing Authority to the following law firms: Attorney Alan Sirinek, Attorney Barry, McDonnell, Braje, Nelson & Janes, LLP, Friedman & Associates, Attorney Steven Hale, and The Walker Law Group, P.C., and WHEREAS, the Housing Authority received the following two responses from Braje, Nelson & Janes and Friedman & Associates, and WHEREAS, the Asset/Management Committee recommended to the Board to approve the lowest legal quote from Friedman and Associates in the amount of $ per hour. NOW THEREFORE BE IT RESOLVED that based upon recommendation from the Asset/Management Committee to retain legal services with present law firm, the Board of Commissioners approved legal contract from December 1, 2017 through November 30, from Friedman and Associates in the amount of $ per hour. Adopted this 20 th day of November Resolution moved by: Resolution seconded by: Commissioner Virginia Keating Commissioner David McCray Carla Mock, Chairperson ATTEST:

9 RESOLUTION NUMBER 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, 2017 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 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 in the month of November 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 20 th day of November Resolution moved by: Resolution seconded by: Commissioner Bill Fine Commissioner Colleen Babb MCHA Chairperson Carla Mock ATTEST