APPROVAL OF MINUTES: August 15, 2016

Transcription

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, SEPTEMBER 19, 2016 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, September 19, 2016 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, Commissioner William Fine, Commissioner Colleen Babb, Commissioner Virginia Keating, Commissioner Dave McCray, and Commissioner Sean Fitzpatrick. Vice Chairperson Yolanda Thomas-Davis did not attend this meeting. 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 attendee included Executive Director Norma Thomas. APPROVAL OF MINUTES: August 15, 2016 Chairperson Mock called for approval of the August 15, 2016 minutes. Commissioner Fine motioned approval of the minutes as presented to the Board. Commissioner Keating seconded the motion. APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. She inquired about the occupancy status of the Housing Authority. Executive Director Thomas stated that only one vacancy exists at Boulevard Gardens, and that a total of three vacancies exists at Lakeland Estates. Commissioner Keating said that in regards to the Housing Authority income there was a disparity that has been resolved and asked that Executive Director Thomas explain the situation. Executive Director Thomas explained to the Board that the Housing Authority fee accountant had an escrow paid out in December allocating monies off of rental income, and that such action should not have been done. She said that fee accountant would correct the Housing Authority s December finance statements. In regards to Regional NAHRO Conference, Chairperson Mock asked if Executive Director Thomas had any comments to relay to the Board. In reply, Executive Director Thomas said that upon attending the conference in Fort Wayne, Indiana, she has acquired much information and would present such information at the next Board meeting.

2 2 Commissioner Fine inquired about Section 8 Housing Choice Voucher Housing Manager Kathy Wilson s attendance to a Forecasting Tool training at the South Bend Housing Authority. Executive Director Thomas informed Board that she also attended such training with Ms. Wilson, and that HUD is providing a tool for utilization of forecasting occupancy status to determine monies for the next year. With no further questions, Commissioner Keating motioned approval of the management reports as presented to the Board. Commissioner Babb seconded the motion. COMMITTEE REPORTS: 218 and 220 W. 9 th Street Roofing Chairperson Mock called for reports from the Asset Management Procurement Committee. Commissioner Keating informed Board that the committee met on several occasions regarding roof replacement at 218 and 220 West Ninth Street. She said that after much exhaustive research communicating with both companies (J & B West Roofing and Construction and Five Star Commercial Roofing, Inc.), the committee recommends that the Housing Authority hire Five Star Commercial Roofing, Inc. with a discounted quote of $13,750 to $11,657. The other quote from J & B West Roofing and Construction is in the amount of $37,850 for a rubber roof, and according to Commissioner Keating, roof quote by Five Star Commercial Roofing, Inc. consists of a composite material roofing topped off with aluminum that is environmentally safe. She said that the committee recommends Board approval of quote from Five Star Commercial Roofing. Commissioner McCray asked what the 20 year warranty would cover in respects to the roof. Executive Director Thomas stated that warranty covers the materials with 5 year warranty on labor. Attorney Pichardo asked about any insurance liability forms. Commissioner Keating answered that such forms have been issued by the company. With no further inquiries, Commissioner Fine motioned to accept the quote for $11,657 from Five Star Commercial Roofing, Inc. for 218 and 220 West Ninth Street properties. 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 ACCEPT QUOTE FROM FIVE STAR COMMERCIAL ROOFING, INC. FOR $11,657 FOR ROOF REPLACEMENT AT 218 AND 220 WEST NINTH STREET PROPERTIES. AYES Carla Mock Colleen Babb Virginia Keating William Fine Dave McCray Sean Fitzpatrick NAYS

3 3 Vice Chairperson Yolanda Thomas-Davis did not attend this meeting for a vote. Fiscal Year 2017 Budget Chairperson Mock called for discussion of the fiscal year 2017 budget. Commissioner Keating explained to the Board that the Asset Committee met to review and discuss the budget. She said that there was a comparison analysis between 2016 and 2017 budgets with adjustments on the 2017 budget, and that the committee recommends approval of budget as presented to Board. With no questions, Commissioner Babb motioned to approve the Fiscal Year 2017 Operating Budget. 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 APPROVE FISCAL YEAR 2017 OPERATING BUDGET(S). AYES Carla Mock Colleen Babb Virginia Keating William Fine Dave McCray Sean Fitzpatrick NAYS Vice Chairperson Yolanda Thomas-Davis did not attend this meeting for a vote. OLD BUSINESS: NEW BUSINESS: New Payment Standard Chairperson Mock called for approval of the new payment standard. She informed Board that Schedule of Payment Standards and Fair Market Rents (FMR) are approved on an annual basis and is effective October 1, 2016 and said that the payments are lower in comparison to last year s payment standards. With no questions Commissioner McCray motioned to approve the payment standards/fmr as presented to the Board. Commissioner Fine seconded the motion. RESOLUTION NUMBER

4 4 A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE ANNUAL SCHEDULE OF PAYMENT STANDARDS AND FAIR MARKET RENTS AS ISSUED BY THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT WITH THE HOUSING AUTHORITY PAYMENT STANDARD AT 90 PERCENT EFFECTIVE OCTOBER 1, AYES Carla Mock Colleen Babb Virginia Keating William Fine Dave McCray Sean Fitzpatrick NAYS Vice Chairperson Yolanda Thomas-Davis did not attend this meeting for a vote. Update Maintenance Charges Chairperson Mock called for discussion on the update of maintenance charges. Executive Director Thomas explained to the Board that the schedule of charges for maintenance is the payout amount by residents who damage the property and the last revision enacted was on July 15, In reference to page two of the schedule of charges Executive Director Thomas stated that the Housing Authority has incorporated a $25.00 fee for mowing of tenant s lawn as a base rate to indicate to the tenant his or her responsibility to mow the lawn. There is a 45-day review required according to Executive Director Thomas. Commissioner Fine asked how the Housing Authority arrived at the hourly rate for yard maintenance. In response, Executive Director Thomas stated that she is uncertain about the hourly rate which was included in the schedule of charges before her hire to the Housing Authority, and said that if the Housing Authority has to cut a tenant s lawn, that tenant would pay a $25.00 fee. She said the Housing Authority arrived at that fee from searching out other housing authorities maintenance charges. Chairperson Mock asked how the Housing Authority would determine which of its properties need mowing. Executive Director Thomas said that Lakeland Estates and Scattered Sites housing managers send a notice to tenants informing them of his or her responsibility to cut lawn surrounding that unit. Chairperson Mock suggested tabling this agenda item for the next Board meeting to allow time for review and discussion. Commissioner McCray asked if the tenants have lawn mowers to cut the grass. In reply, Executive Director Thomas stated that last year the Housing Authority sent out notices to tenants informing them of their responsibility for cutting the lawn along with informing them about companies that sell lawn mowers for approximately $50.

5 5 TABLED APPROVAL OF BILLS: PUBLIC COMMENTS: ADJOURNMENT: Chairperson Mock called for motion to adjourn the meeting. Commissioner Fine motioned to adjourn the meeting. Commissioner McCray seconded the motion. The meeting adjourned at approximately 4:50 p.m. Carla Mock, 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 ACCEPT QUOTE FROM FIVE STAR COMMERCIAL ROOFING, INC. FOR $11,657 FOR ROOF REPLACEMENT AT 218 AND 220 WEST NINTH STREET PROPERTIES. WHEREAS, for several months Housing Authority properties 218 and 220 West Ninth Street had roof leak problems, and WHEREAS, the Housing Authority sought out quotes with two roofing companies (J &B West Roofing and Construction, and Five Star Commercial Roofing, Inc.) responding, and WHEREAS, due to the extreme price differences between the quotes, the Asset Committee met on several occasions to research the matter and converse with representatives from the companies, and WHEREAS, J & B submitted a quote in the amount of $37,850 to install a rubber roof, and WHEREAS, Five Star Commercial Roofing, Inc. initially submitted a quote for $13,750 and offered a discounted quote in the amount of $11,657 to install a composite roof topped off with aluminum, and WHEREAS, the Asset Committee recommended that the Board accept the lower quote. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved the quote from Five Star Commercial Roofing, Inc. for $11,657 for roof replacement at 218 and 220 West Ninth Street properties. Adopted this 19th day of September Resolution moved by: Resolution seconded by: Commissioner William Fine Commissioner David McCray Carla Mock, MCHA Chairperson

7 RESOLUTION NUMBER A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE FISCAL YEAR 2017 OPERATING BUDGET(S). WHEREAS, the Housing Authority submits a budget to HUD for approval on a yearly basis, and WHEREAS, the Housing Authority fiscal year starts at the beginning of October and ends last day of September, and WHEREAS, a draft of operating budget estimates are presented to the Board for review and approval. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved Fiscal Year 2017 Operating Budget. Adopted this 19 th day of September Resolution moved by: Resolution seconded by: Commissioner Colleen Babb Commissioner David McCray 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 APPROVE THE ANNUAL SCHEDULE OF PAYMENT STANDARDS AND FAIR MARKET RENTS AS ISSUED BY THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT WITH THE HOUSING AUTHORITY PAYMENT STANDARD AT 90 PERCENT EFFECTIVE OCTOBER 1, 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 adhere to 90 percent of the 100 percent payment standard of the FMR as referenced in the attached Exhibit A. NOW THEREFORE BE IT RESOLVED, that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved the Schedule of Payment Standards and Fair Market Rents effective October 1, 2016 with the Housing Authority enacting a 90% payment standard. Adopted this 19 th day of September Resolution moved by: Resolution seconded by: Commissioner Bill Fine Commissioner David McCray Carla Mock, MCHA Chairperson ATTEST