APPROVAL OF MINUTES: August 20, 2012

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 17, 2012 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular meeting on Monday, September 17, 2012 at 4:30 p.m. The meeting was held at the Michigan City Housing Authority, 621 East Michigan Boulevard, Michigan City, Indiana Chairperson Mock called the regular meeting to order at approximately 4:36 p.m. Commissioners who attended the meeting included Vice Chairperson Eddie Wilson, Commissioner Ronald Strauss, Commissioner Hazel Thomas, Commissioner Yolanda Thomas- Davis, Commissioner William Fine, and Commissioner Colleen Babb. Housing Authority Attorney Michelle Bazin-Johnson attended this meeting. Public attendees included Senior Business Development Manager Wind Water and Energy Andrew Overmyer, Common Council At-Large Tim Bietry, and ALCO TV representative Andre Steele. Housing Authority personnel who attended the Board meeting included Executive Director Lenda Wilson and Executive Secretary Robin Fly. APPROVAL OF MINUTES: August 20, 2012 Chairperson Mock called for approval of the regular Board meeting minutes dated August 20, Vice Chairperson Wilson motioned approval of the minutes as presented to the Board, and Commissioner Davis seconded the motion. APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of management reports as presented to the Board. In reference to the occupancy report, Vice Chairperson Wilson inquired about the protocol for failed inspections. Executive Director Wilson informed the Board that there will be a second visit for home inspections next week, at which time residents will have the opportunity to ask questions. She said that if no housekeeping effort is made by the resident after the second visit, Notice to Quit (NTQs) will be issued out. Chairperson Mock commended the housing managers and the executive director for conducting many unit inspections and for providing instruction to assist the residents in housekeeping matters. She said that the inspections were a job well done. In regards to the family self-sufficiency (FSS) report, Commissioner Fine asked about the WorkOne satellite site. Executive Director Wilson said that WorkOne is a new program at Lakeland Estates, and that such site offers opportunity for unemployment registration and other instructional job skill opportunities. She said that such information would be provided in the October 2012 newsletter.

2 2 Vice Chairperson Wilson said that the occupancy report indicates that the breakfast and lunch program held during the summer for youth ended on August 10, 2012 and extoled that no incident problems existed during that period of time. In reference to incident report, Commissioner Strauss asked why such report includes the actual name of an individual. Chairperson Mock said that the name given within context on the report is allowed. With no further questions or comments, Commissioner Strauss motioned approval of the management reports as presented to the Board, and Commissioner Babb seconded the motion. COMMITTEE REPORTS: OLD BUSINESS: Executive Director Evaluation Policy Chairperson Mock called for discussion of the executive director evaluation policy. Commissioner Fine questioned the recent SEMAP criteria included in the executive director policy. Executive Director Wilson said that SEMAP is an assessment of the housing choice voucher program conducted on an annual basis, and that PHAS is an assessment for public housing conducted every two years. Commissioner Strauss said that the executive director evaluation policy is a well-organized assessment instrument. In reference to the evaluation policy of the executive director position, Chairperson Mock recommended tabling this item agenda allowing a timeline to be presented at the next meeting. She said that the executive session will remain on hold until the personnel committee presents this timeline. Attorney Bazin-Johnson informed the Board that after the policy is approved, there remains 30 days for the first evaluation and other evaluations thereafter have a 90-day period. She suggested that the personnel committee meet and review everything then proceed to the evaluation stage. TABLED NEW BUSINESS: Water and Energy Presentation Chairperson Mock introduced Mr. Andrew Overmyer as the Senior Business Development Manager for Wind Water and Energy. Mr. Overmyer informed the Board that Wind Water and Energy is an Energy Service Company (ESCO) that assists housing authorities in the implementation of HUD s Energy Performance Contracting (EPC) finance method started in 1992, with the purpose of using cost savings derived from reduced energy consumption to fund the installation of energy conservative measures.

3 3 Mr. Overmyer said that under HUD s EPC the Housing Authority must obtain financing for the energy conservation measures from a third party and not HUD funds. He said the EPC finance method provides new funding for capital fund improvements while freeing up a housing authority s capital fund monies for other needs and reducing use of HUD operating funds resulting in budget surplus. Other benefits according to Mr. Overmyer include a guaranteed savings by the ESCO as opposed to capital funds that guarantee no savings, an ESCO who assumes all responsibilities of procurement process with selection of quality materials and subcontractors as opposed to capital funds requirement of selection for materials and subcontractors at the first lowest quote. Mr. Overmyer said that under EPC HUD continues to maintain its funding at the initial utility expense level (frozen rolling base) for duration of the contract. He said that a 3-year average of all types of utility consumptions are multiplied by the rate of difference between residents preconsumption utility allowance and post-consumption allowance which results in pre-energy performance contract cost. He said that the total cost savings is measured by the difference between the pre and post energy performance contract costs. Ninety percent of total cost savings is then applied toward payment of the loan amount with remaining amount for M&V fee and excess cash, and according to Mr. Overmyer, HUD allows housing authorities 20 years to finance a loan to implement the energy program while banks allow years to finance the program. He informed the Board that no extra stipend exists if a housing authority pays off the loan early. In regards to the EPC process Mr. Overmyer said that first, an RFP is developed for submission and approval by HUD, second, the Housing Authority sends out bids to hire an ESCO such as Wind Water and Energy, and third an audit is conducted. Mr. Overmyer stated that at the time of the audit, a housing authority may opt out of the program. After HUD approves the RFP/financing, then construction or implementation of equipment begins with follow up measurement to ensure energy savings according to Mr. Overmyer. Vice Chairperson Wilson asked if an ongoing purchase of equipment exists under this program or if the equipment is purchased all at one time. Mr. Overmyer stated that equipment purchases are depended on funding available at that time. He also said that HUD prefers that extra monies saved from the energy program be implemented toward capital fund improvements. FY 2012 Budget Revision Chairperson Mock called for the approval of the fiscal year 2012 budget revision. She said that in reference to the executive summary, a possible shortage in rental income may exist and that salaries are planned below the budget. With no further discussion, Commissioner Davis motioned approval of revised fiscal year 2012 budget as presented to the Board, and Commissioner Thomas seconded the motion.

4 4 RESOLUTION NUMBER A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE FISCAL YEAR 2012 REVISED OPERATING BUDGET. The resolution was moved by Commissioner Davis and seconded by Commissioner Thomas. AYES Carla Mock Eddie Wilson Ronald Strauss Hazel Thomas Yolanda Thomas-Davis William Fine Colleen Babb NAYS Approval of Bills For Your Information Public Comments Adjournment With no other business presented before the Board, Chairperson Mock adjourned the Board meeting at approximately 5:34 p.m. ATTEST: Carla Mock, MCHA Chairperson Lenda Wilson, MCHA Executive Director

5 RESOLUTION NUMBER A RESOLUTION OF THE COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE FISCAL YEAR 2012 REVISED OPERATING BUDGET. WHEREAS, the United States Department of Housing and Urban Development (HUD) requires public housing authorities to revise their operating budget in accordance to actual expenditures, and WHEREAS, after review of the initial budget, the following budget allocations exist toward end of fiscal year 2012 to include: 1. Rental income was estimated at $468, with a possible shortage of $43, Interest income projected at $5, reduced to $ Administrative salaries accounted below budget amount of $180, Utility consumption for fiscal year 2012 allocated at $180, Operating Subsidy funded at $167, WHEREAS, budget revision included an expense increase allocation for material cost, and WHEREAS, budget revision included an expense decrease allocation in the area of employee benefits, and WHEREAS, HUD requires the Housing Authority to place the revised budget on file for review during the annual audit. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City approved the revised fiscal year 2012 operating budget. Adopted this 17 th day of September Resolution moved by: Resolution seconded by: Commissioner Yolanda Thomas-Davis Commissioner Hazel Thomas MCHA Chairperson Carla Mock ATTEST