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Home My WebLink About1991 Lansing Housing Commission MinutesRECD. LE IN'Sii1G LERK BY: '91 FEB 20 AM 1115 MINUTES OF THE REGULAR COMMISSION MEETING January 8, 1991, 5:15 p.m. LANSING HOUSING COMMISSION Present: President Lopez Vice President Bergstrom Commissioner Bishop Commissioner Jones Absent: Commissioner Payne Staff: Chris Stuchell, Executive Director' Ravi Yalamanchi, Assistant Director Billie C. Permoda, Executive Secretary Jeanette Muse, Housing District Supervisor Ethel Williams, Human Service Specialist ,.� President Lopez called the meeting to order at 5:25 p.m. Director Stuchell called the roll, all Commissioners present with the exception of Dorothy Payne who had advised she would not be attending due to an illness in her immediate family and Commissioner Bergstrom had not arrived. Commissioner Jones moved for the approval of the Minutes of the December 11, 1990, Regular Commission Meeting. Seconded by Commissioner Bishop. Ayes: Lopez, Jones, Bishop Nays: None Absent: Commissioner Bergstrom (had not arrived) Commissioner Payne The Previously Paid Liabilities Report was reviewed. Commissioner Bishop moved for the approval of the Previously Paid Liabilities Report. Seconded by Commissioner Jones. Ayes: Bishop, Jones, Lopez Nays: None Absent: Commission Bergstrom (had not arrived) Commissioner Payne ;� Commissioner Bergstrom arrived at 5:32 p.m. -2 - Director Stuchell introduced and explained Resolution #707 - Amendment 27 to the Annual Contributions Contract with approval from the Board on President Lopez affixing her signature on Modernization Project grant Amendment 27 to ACC. Commissioner Bergstrom moved for the approval of Resolution #707. Seconded by Commissioner Bishop. Ayes: Bishop, Bergstrom, Lopez, Jones Nays: None Absent: Commissioner Payne Director Stuchell spoke to the proposals received from Architect's relative to the 1990 CLAP and provided the Commissioners with a list of the submitted proposals. He said that the Board must approve one of the submitted proposals so that it could be forwarded to HUD for their approval. It was the Director's recommendation that Wakely and Associates be selected. He explained that their firm had done the last two (2) CLAP programs and had done so satisfactorily. Discussion was held on selection of Architect. Commissioner Bishop moved for the selection of Wakely and Associates for the 1990 CIAP work with the stipulation that the portion of their proposal that stated a charge for travel expenses and cost of field verification be removed. Seconded by Commissioner Bergstrom. Ayes: Bergstrom, Bishop, Lopez, Jones Nays: None Absent: Commissioner Payne Director Stuchell brought to the attention of the Board the booklet in their packet from Mr. Kemp on the duties and responsibilities of the Commissioners and also the Executive Director and asked that they review the booklet. The Director said that the LHC Journal is now being done by Hill Vocational Center and is half the cost of what the Commission had been doing it for. Commissioner Bergstrom asked if a Scholarship Program of resident youths had been initiated. The Director responded by stating that the Commission has taken a different route by the newly created Learning Centers in which the residents will be participating in. t �. .. . , ; i .. :,,. r -3 - On the matter of the Deloitte Touche Audit and the City, the Director stated that he had contacted HUD Grand Rapids and upon their recommendation he had forwarded a letter to Sheila Walker of HUD Chicago in which he sent various backup documents on the Audit matter. Also in the communication, he asked, after her review, to contact him regarding setting up an appointment in Lansing to meet with various City individuals, Commissioners and himself in an attempt to resolve the matter. The Director informed the Board that due to the recent problems the banks on the East Coast were having, that he had reached the decision to take the Commission's C.D.'s out of just one bank and place one C.D. in various banks. At this time, the Commission has four (4) C.D.'s. He further stated that this will be looked into and brought up at the February Commission Meeting. Director Stuchell stated that an agreement had been reached with the Union on the Jerome Droste matter; that the agreement had been signed with all parties concerned and that Mr. Droste had started back to work January 8, 1991. Commissioner Bishop asked the Director if he had his goals for ' 1991, ready for submission to the Board. The Director stated that he will have them before the Board at their February Meeting. At Commissioner Bishop's suggestion it was agreed by the Board and the Director that flowers would be sent to Commissioner Payne's ill Mother. Commissioner Jones moved for adjournment. There being no further business, the meeting adjourned at 6:05 p.m. Submitted by: Chris Stuch.oDlt, Executive Director and Secretary Delma Lopez/, B`6ard President Date:: � —/,f— 7/ Y n C C D. (' ,. , , .. Li_f\� BY: MINUTES OF, c VMAEP L1R GG}M SSION MEETING February11'11jj , 1 1, 5 P.M. LANSING HOUSING COMMISSION Present: President Lopez Commissioner Jones Commissioner Payne Commissioner Bishop (arrived at 5:22) Absent: Vice -President Bergstrom Staff: Chris Stuchell, Executive Director Ravi Yalamanchi, Assistant Director Billie Permoda, Executive Secretary Guests: Sandra K owalk, Site Coordinator -Drug Program Learning Centers Juliet Mackin President Lopez called the meeting to order at 5:15 p.m. Director Stuchell called the roll. All present with the exception of Commissioner Bergstrom and Commissioner Bishop who had not arrived. Commissioner Jones moved for the approval of the Minutes of the January 8, 1991, Meeting. Seconded by Commissioner Payne. Ayes: Lopez, Payne, Jones Nays: None Absent: Commissioner Bergstrom Commissioner Bishop (had not arrived) The Previously Paid Liabilities Report was reviewed. Commissioner Jones moved for the approval of the Previously Paid Liabilities Report. Seconded by Commissioner Payne. Ayes: Jones, Payne, Lopez Nays: None Absent: Commissioner Bergstrom Commissioner Bishop (had not arrived) � ,. u� '+ ^'^ -2- Director Stuchell introduced Sandra Kowalk, Site Coordinator, Drug-Elimination Program, Learning Centers. He stated that she started her position in December. Additionally, that the training sessions for the Coaches had started last weekend and will continue this following weekend. Sandra introduced Juliet Mackin, who will be studying the program. She stated that they have six (6) coaches; the children are between 8 and 18 who will be working with instructional computer packages some of them being geography and history. The Learning Center at Reo will be started first and after that has been secured they will be working at Mt. Vernon and Hildebrandt. Additionally, she said that her method in getting the children involved is that she has received a list of all the children on the development between the ages of 8 and 18 and she will be going to their home and meeting with them on a face to face basis and explain the Learning Center and invite them personally to participate in the program. Commissioner Bishop arrived at 5:22 p.m. Director Stuchell said that the coaching team consists of six (6) -� individuals; three (3) are residents and three (3) are undergraduates. Commissioner Jones asked how the parents are going to be involved in this program. Ms. Kowalk stated that the first time the child comes to the Center the parent will have to come with them. Also, she said that a time will be set aside when the parents can come in so they will know what their children are talking about. She stressed that the Centers will have an "Open Door" policy. Commissioner Payne asked if teachers will be contacted. Director Stuchell said they are already involved in the Centers. There is a Task Force from the Department of Education and they are aware and interested. Also the University of Michigan is very much involved. On the subject of an open house, Director Stuchell said that tentatively it is planned for February 25, 1991, at 4:00 p.m., at the LdRoy Froh Development and that after all details have been worked out he will be contacting each Commissioner. Also, he �rrr �� : �1 �. -3 - informed the Commissioners that an agreement has been reached and the C.O.P.E. program will be starting Monday, February 18, 1991, which will consist of two (2) City police officers which the Commission will be underwriting. He further said that a waiver had been received from HUD to use a unit at each multi -family development to house the Learning Centers and police officers. Director Stuchell spoke to the items of information on the agenda one being the NAHRO and HUD Joint Conference March 5-6, 1991, Radisson, Lansing. He invited and encouraged all Commissioners to attend the March 6, 1991, portion of the Conference which will be a Commissioner's Workshop and Legislative Conference. Mr. Stuchell reviewed the Director's Report. Commissioner Jones had questions on the tenants that were displaced by the fires on Shepherd and Southbrook. She asked that she be given a copy of the findings on both of these fires when received from the Fire Department. Commissioner Payne moved for adjournment. There being no further business, the meeting adjourned at 6:10 p.m. _ h Submitted by. ( �/_ Chris Stuchell, xecutiv % Director and Secretary Delma Lopez, Ba'fd Vresidt-nt Date MINUTES OF THE REGULAR COMMISSION MEETING Guest: Attorney Stuart Dunnings, Jr. President Lopez called the meeting to order at 5:15 p.m. Director Stuchell called the roll. All Commissioners present. Commissioner Payne moved for the approval of the Minutes of the February 12, 1991, Meeting. Seconded by Commissioner Jones Ayes: Lopez, Bergstrom, Jones, Payne, Bishop Nays: None Absent: None The Previously Paid Liabilities Report was reviewed. Commissioner Bergstrom moved for the approval of the Previously Paid Liabilities Report. Seconded by Commissioner Payne. Ayes: Bergstrom, Payne, Lopez, Bishop, Jones Nays: None Absent: None Attorney Dunnings spoke to the communication received from City Attorney Alvan Knot relative to monies allegedly owed to the City for; audit services rendered by Touche Ross, inspection charges MARCH 12, 1991, 5:15 P.M. ca LANSING HOUSING COMMISSION ca E :2-', t resent: President Lopez Vice -President Bergstrom Commissioner Jones Commissioner Payne �y cr+ Commissioner Bishop >- rn m 'Absent: None Staff: Chris Stuchell, Executive Director Billie Permoda, Executive Secretary Ethel Williams, HSS Guest: Attorney Stuart Dunnings, Jr. President Lopez called the meeting to order at 5:15 p.m. Director Stuchell called the roll. All Commissioners present. Commissioner Payne moved for the approval of the Minutes of the February 12, 1991, Meeting. Seconded by Commissioner Jones Ayes: Lopez, Bergstrom, Jones, Payne, Bishop Nays: None Absent: None The Previously Paid Liabilities Report was reviewed. Commissioner Bergstrom moved for the approval of the Previously Paid Liabilities Report. Seconded by Commissioner Payne. Ayes: Bergstrom, Payne, Lopez, Bishop, Jones Nays: None Absent: None Attorney Dunnings spoke to the communication received from City Attorney Alvan Knot relative to monies allegedly owed to the City for; audit services rendered by Touche Ross, inspection charges I -2- and fees for obtaining title commitments. He spoke to the Ordinance which the City passed in 1988 and said that he is of the opinion that the Ordinance is in conflict with the federal regulations; that the regulations state that the Housing Commission has the right to select the Auditor and not the City of Lansing. He said that he would like to meet with Attorney Knot to give him the benefit of his thinking; wants to see Mr. Knot's basis other than the Ordinance. Additionally, at the time the Ordinance was going to be passed, he informed Mr. Knot that it was unconstitutional. He said he thinks the Commission has a good chance of prevailing. Commissioner Payne stated that HUD says that if the City sues it would be like suing their self. President Lopez stated that she would like for Attorney Dunnings to set up a meeting with Attorney Knots. Director Stuchell said that HUD takes the stand that whether or not the Ordinance is in conflict, there are procurement regulations and the City is in violation of HUD's procurement policy and they, HUD, will not pay for the audit. Also there is a question regarding the deeds and they are telling us that we need title commitments when the Commission has owned the property, free and clear, for twenty to twenty-five years. He further stated that the Deeds had been sent to the City Attorney, two (2) years ago, who in turn sent them to Ron Stonehouse. Mr. Stonehouse stated in writing that they did not have the time or the resources to have the title insurance recorded, and as a result they sat in the safe and are still there. Attorney Dunnings said that the City had requested the deeds be placed in there name, along with the Commission which was done. However, there was never any conversation about title insurance. Further he said that if the City wants to record them and pay the fee they can. However, it does not need to be done. It was his feeling that this could be considered harassment. Commissioner Bergstrom asked about the inspection charges. Director Stuchell said that this is the cost to inspect Commission properties. He stated that the Commission was paying thei inspection fees as they were turned in completed; that this was the procedure used throughout the City. He further stated that HUD said even the inspections could be questioned and that if the City took the Commission to court, that the Commission might want to debate that also. I -3- Commissioner Bergstrom asked the Director if he had presented to the Council the use of PILOT funds to pay the costs. The Director stated that he had and they just laughed about it. Commissioner Bergstrom said to forward a letter to Council and stated that the Commission was paying the inspection fees just like everyone else was. Attorney Dunnings said that it was his recollection that title insurance was not required and the Commission was not obligated under the Clear Title Act, after a period of fifteen to twenty years. He will check out the exact time constraint. On the audit cost, again the Director stated that HUD said that HUD will not allow the Commission to pay the audit costs. It is an unauthorized expenditure. Commissioner Bergstrom stated that according to the City, the Commission is not getting the type of audits they should be getting. However, this was being done by Touche Ross. Director Stuchell said that he suggested to the Council that instead of paying $25,000 for an internal control report, that they send their internal auditor over to the Commission to review the files which would serve the same purpose. Commissioner Bergstrom made the motion that Mr. Dunnings respond in writing to Mr. Knot, with copies to the Mayor and Councilmember Benavides, stating the Commission's position and suggest that the Commission is still prepared to reach an understanding. Seconded by Commissioner Bishop. Ayes: Lopez, Jones, Bishop, Payne, Bergstrom Nays: None Absent: None _4_ Items of information were discussed and also the Director's Monthly Production Report. Commissioner Jones moved for adjournment. Seconded by Commissioner Payne. There being no further business, the meeting adjourned at 6:15 p.m. Submitted by Chris Stuchell, Executive Director and Secretary �n �i Delma_Lop z, Board President Date ! /— & LANSING HISTORIC DISTRICT COMMISSION MINUTES February 7, 1991 I . CALL TO ORDER The meeting was cal led to order at 6:37 p.m. by Vice -Chairman Alfred Eger at ARC, located at 119 Pere Marquette. I I . ROLL CALL Members Present: W i I I i am Wh i tbeck Brian Bridson Judy Gardi Alfred Eger Suzanne L. Sawyer -Burleson Members Absent: James D. Brown, Excused Ford Ceasar Staff Member Present: Wi I I iam Acheson I I I . APPROVAL OF AGENDA It was Moved by. Gardi , ' Seconded by Sawyer -Burleson and unanimously Carried to approve the agenda with the following additions under New Business: V. C. New Business 1 . HPP-1 -91 ; 533 South Grand 2. HPP-2-91 ; 626 & 628 W. Ion i a 3. 1991 Meeting Schedule I V . PUBLIC HEARINGS - None V. BUSINESS SESSION a. Approval of Minutes - It was Moved by Sawyer -Burleson, Seconded by Gardi , and unanimously Carried to approve the minutes of January 10, 1991 , as published. g M TS, b. Old Business 1 Vice -Chairman Eger introduced two guests, Ron Springer, Historic Preservation Officer, Community Development Department, City of East Lansing, and Sandy Bryson, Chairman of the East Lansing Historic District. Sandy Bryson made a slide presentation showing landmarks of the city, existing districts, and reviewed the history of the establishment of historic districts in the City of East Lansing. A study committee was established in 1986. Six districts were established with 850 out of 3,000 properties designated as historic. Mr. Bryson told Commission members that the City of East Lansing has a Design Assistance Team made up of skilled people; including interior designers, landscape architects, a structural architect and a civil engineer, all of whom advise the Historic District Commission and participate in various subcommi ttees . Ron Springer outlined the City of East Lansing's Heritage Neighborhoods. Flyersoutliningdesign review procedures, the Historic District Ordinance, and Heritage Neighborhood Designation were distributed to Commission members, copies of which are attached to and made a part of these minutes. Mr. Springer further stated in an effort to generate a positive image, that they are trying, through additional publicity and the application of a grant, to produce some videos and also to prepare a detailed owners manual to assist residents. Historic district publicity is gained through the city newsletter, as well as neighborhood association newsletters. An awards program is being developed to recognize various homes. 2. Standards for Rehab i I i tat ion -Cherry Hi I I - Bi I I Acheson advised Commission members that a letter was received from Penny Strang, President of the Cherry Hi I I Neighborhood Association, in support of the Proposed Standards for Cherry Hill (copy attached). Following discussion, it was Moved by Gardi, Seconded by Sawyer -Burleson, and Carried unanimously to adopt the Cherry Hi I I Preservation Standards, a copy of which is attached to and made a part of these minutes. 3. Michigan Avenue -Approach to the Capitol -Deferred until the next meeting in the absence of Chairman Brown. 2 4. ConfI ict of Interest - Bi I I Acheson informed Commission members that to date, Robert Morris has received no determination from the City Attorney or the Ethics Board regarding his conflict of interest status. 5. Ingham County Historical Society Recommendation for Potential Comm i ss i on Members - B i I I Acheson advised Comm i ss i on members he has had no response to his verbal request to the Ingham County Historical Society for a list of potential commission members and as a result, wi I I now submit a written request. 6. Rules of Procedure- Fol lowing discussion, it was the consensus of Commission members that the Rules of Procedure, as amended, be submitted to the City Attorney for comment before adoption by the Commission. The Rules of Procedure, as amended, are attached to and made a part of these minutes. c . New Business 1 . HPP-1-91 533 South Grand -Commission members reviewed slides of the work in progress at 533 South Grand.. Mr. Acheson informed Commission members that Mr. Jesse Lothamer is purchasing the property from James Cash. Mr. Acheson will write a letter to Mr. Lothamer informing him that he has to submit drawings, plans showing exterior work, colors, etc. Following discussion to was Moved by Whitbeck, Seconded by Sawyer -Burleson and Carried unanimously to determine the structure at 533 South Grand as being historically significant and the property be re -approved up to $10,000 subject to certain conditions. Determinations made by Commission members were contained in a memorandum to Ron Stonehouse, Development Division Director, a copy of which is attached to and made a part of these minutes. 2. HPP-2-91 626 & 628 W. Ionia - Commission members reviewed slides of the structure at 626 and 628 West Ionia. Following discussion, it was Moved by Gardi , Seconded by Bridson, and unanimously Carried to determine the structure at 626 and 628 West Ionia as being historically significant and recommended for inclusion in the Preservation Loan Program in an amount not to exceed $10,000 subject to certain conditions. 3 Determinations made by Commission members were contained in a memorandum to Ron Stonehouse, Development Division Director, a copy of which is attached to and made a part of these minutes. 3. 1991 Meeting Schedule - Following discussion, it was Moved by Bridson, Seconded by Gardi , and Carried unanimously toadopt the 1991 meeting schedule, a copy of which is attached to and made a part of these minutes. VI . ADJOURNMENT There being no further business, it was Moved by Bri dson , Seconded by Gardi, and Carried unanimously to adjourn the meeting at 8:25 p.m. 4 persons, agencies and organizations for technical and financial assistance to meet the requirements of this Chapter. (10) Act as the City's duly appointed agent to accept property or gifts for preservation purposes, apply for and accept grants from the State and Federal Governments and other agencies, and administer such resources and acquisitions in accordance with City financial policies and the historical preservation purposes herein provided. (11) If a County Historical Commission is in existence, maintain coordination between the County and City Commission. The overall historical preservation plan of the City shall be submitted to the County Commission for review and the City Commission shall review the County plan. Day to day activities of the City Commission need not be submitted to the County but only those plans which have other than strictly local significance. (12) Establish such policies, rules and regulations as it deems necessary to administer its duties as herein provided. (13) Review the potential of the 500 block of Albert for redevelopment or adaptive commercial use and report back to City Council within six months of the effective date of the Ordinance. 8.508. DESIGN ASSISTANCE TEAM. There is hereby established a Design Assistance Team, consisting of architects, architectural historians, and/or design professionals. Members of the Design Assistance Team shall be appointed by the City Council upon recommendation of the Historic District Commission for three-year terms. Members of the Design Assistance Team may not serve on the Historic District Commission at the same time. The Design Assistance Team shall make recommendations to the Historic District Commission, the Building Official and other staff support concerning applications for changing any district resource and the creation or administration of Commission policies, procedures and programs. Section 8.509. HERITAGE NEIGHBORHOOD DESIGNATION. There is hereby created a Heritage Neighborhood designation to encourage residents to preserve and enhance the historic identity and livability of their neighborhood. Each heritage neighborhood shall be organized by its residents and nonresident property owners, and recognized by the. City pursuant to this ordinance. Heritage neighborhoods may be designated by resolution of the City Council, 0 upon recommendation of the Historic District Commission, provided each of the following criteria are met. (1) Petition. A proposed heritage neighborhood may be designated only pursuant to the written request, by petition, of fifty-one percent (51%) of the residents or nonresident property owners of property within the proposed heritage neighborhood boundaries. Such petition shall include a map showing the boundaries of the proposed heritage neighborhood, and the names of the residents or nonresident property owners who shall serve as the initial Heritage Neighborhood Committee. (2) Boundaries. A heritage neighborhood shall consist of a subdivision, or two or more closely related subdivisions, together with any closely associated unplatted areas and public right-of-ways, which form a coherent neighborhood unit. A heritage neighborhood may incluae or consist solely of a portion of a platted subdivision only if the division represents (a) an abrupt break in neighborhood identity, character or land use; (b) a major street; (c) a zoning boundary; (d) a historic district boundary; or (e) a previously established heritage neighborhood boundary. Heritage Neighborhoods may overlap or include all or portions of a designated historic district, or may consist of an area separate from a designated historic district. No property may be included in more than one Heritage Neighborhood. Proposed heritage neighborhood boundaries shall be approved by the Historic District Commission prior to the commencement of the petitioning process. (3) Age. At least one-third of the residential buildings in a proposed heritage neighborhood must be at least forty years old at the time of designation. (4) History. A written report on the history of the neighborhood shall be filed with and approved by the Historic District Commission prior to designation. The Historic District Commission may set guidelines as to the length and contents of such reports, and may assist in preparation. Copies of completed reports shall be transmitted to the East Lansing Public Library, the Library of Michigan, and the Bureau of History, Michigan Department of State. (5) Survey. A standard reconnaissance survey of the buildings and structures in the proposed heritage neighborhood must have been submitted to the Bureau of History, Michigan Department of State, or its successor agency, prior to designation. The Historic District 7 Commission shall assist and support such survey activities. (6) The Historic District Commission shall establish procedures for changing the boundaries of heritage neighborhoods. All changes to heritage neighborhood boundaries shall require the approval of City Council. 8.510. HERITAGE NEIGHBORHOOD COMMITTEES. (1) Each designated heritage neighborhood shall have and be represented by a committee of at least five members initially designated in the petition and later elected by its residents or nonresident property owners. The Historic District Commission shall adopt guidelines for the election or appointment of heritage neighborhood committees. (2) Members of heritage neighborhood committees may serve on the Historic District Commission at the same time.. (3) Heritage neighborhood committees shall be notified of Historic District Commission deliberations affecting properties within their heritage neighborhood, and may make recommendations to the Historic District Commission. (4) Each Heritage Neighborhood Committee shall, in consultation with the Historic District Commission and City staff, develop a five year plan for development or improvement of neighborhood amenities and services, such as signage, tree planting, lighting fixtures, street furniture or landscaping. Particular emphasis is to be given to improvements which would preserve and enhance the neighborhood's historic identity and livability, and which the City might not otherwise have provided. Plans must be approved by the Historic District Commission and City Council. Plans and budgets must be updated every two years. (5) City Council may annually include in the City budget a program or activity line for the implementation of heritage neighborhood plans. To qualify for funding, each heritage neighborhood must meet the following criteria: (a) A current approved plan must be on file with the Historic District Commission; (b) A minimum twenty-five percent (25%) funding match must be secured from private contributions or other non -City sources. 8 (6) Upon designation as a Heritage Neighborhood, the City shall provide distinctive signage for the Heritage Neighborhood. The Heritage Neighborhood Committee shall make specific recommendations to the City on sign placement and design. (7) Certificates of Appropriateness shall not be required for any work in Heritage Neighborhoods, except for those properties which are also within a designated historic district. 0 �Qn1 ' aY E 1 0 SLI co —.5 Ell- ca LLJ �, •:i m '1 Tal11y'I--+�_ x a a" : - ' - 51^"I,Y�f�, •.il '1 '�/L�J 1. _ ^, ,"•� I l •I{zS'^l i. 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Staff explains design review process to the applicant. 2• Staff reviews the application for completeness and, where appropriate, advises applicant of modifications necessary to comply with the City's preservation guidelines. Staff review may include site visit to photograph the structure and its setting. 2 a. Proposals involving new construction, exterior additions or demolition are scheduled for hearing at the next regular Commission meeting. Staff advises applicant of Commission meeting dates. 2b. Proposals involving exterior alterations, reconstruction, renovation and restoration are reviewed and acted upon by the Building Official. If Denied, decisions of the Building Official may be appealed to the Historic District Commission. 3. Staff prepares agenda for upcoming Commission meeting; notifies applicants and other appropriate persons/organizations about the meeting; provides Commissioners with preliminary materials. 4. Commission members prepare for the meeting by reviewing agenda and current proposals. Site visits may be made by Commissioners. 5. Commission holds public hearing. Application is presented by staff, followed by testimony from the applicant. The public also has the opportunity to address the Commission. Commissioners discuss the proposed work; may request additional information or modifications. By formal vote, the application is: (a) Approved as submitted; (b) Approved with specific modifications; (c) Tabled for further study/analysis and discussion at a subsequent meeting; (d) Denied for specific reason. If Denied, decisions of the Historic District Commission may be appealed to the Circuit Court. If Approved, the Building Official issues a Certifi- cate of Appropriateness. 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O E M T O •'y Y^ 3 a O w _ o ff -' '° x a t� iQ o' -C < �> 3x>>>> QE�- m O�^3g�tia Qod v 1 �'Jc r- t t `2 m. �m T, P. 2x y yn .yY. aa?E°01,om�v_o=ci ^UUUwm3 �3 •!'L"O'^C�1000.7 a t ONfV a � M CIII0 I 1 1 1 1 1 1 I Lil TIiIA'�I I� '�'I u i I a O m0 « -cn 0 m _ e) W is 0 a 0 p ly WpW < W H LL J 9w N O 03 i {LLL O< J Z < a y 3 O 5 O V V d O b a•o�� OVERVIEW OF HISTORIC PRESERVATION CODE CITY OF EAST LANSING, MICHIGAN Adopted: July 18, 1989 Effective: October 17, 1989 East Lansing's Preservation Code is designed to provide recognition and protection to the City's important historical, architectural and cultural resources. The Code has a very strong neighborhood preservation emphasis, designed to maintain the early 20th Century character of East Lansing's older neighborhoods. The ordinance also intends to help stabilize and improve the physical appearance and value of neighborhoods; increase private investment in the older housing stock; foster a greater awareness and appreciation of the City's architectural heritage and diversity; and to enhance the quality of life and livability of the City's older residential areas. East Lansing's Historic Preservation Code contains the following provisions: 1. Designation of eight local historic districts, including six geographically defined districts -- Collegeville, Oakwood, College Grove, Bailey, Cheterfield Hills and Hillcrest Village, a non-contiguous district of 27 local landmark structures and a thematic district of cast iron streetlights. These districts encompass approximately 850 properties. (Map on reverse.) 2. Creation of a seven -member Historic District Commission to review proposed alterations and additions to the exterior of structures within historic districts and to provide educational materials and programs on preservation principles and practices. The Commission must contain at least one registered architect and four residents of designated historic districts. 3. Establishment of preservation guidelines to protect special architectural featurest� structures and other resources affecting the streetscape (the area visible from the street) within historic districts. 4. Review of proposed exterior changes to structures within historic districts to ensure conformity to stated preservation guidelines. (Note: Interior alterations and use of the property are not subject to review under this Code.) The City Building Official will review and act on most applications. The Historic District Commission will only review new construction, demolition or moving, and exterior additions. 5. Creation of a Design Assistance Team comprised of architects, landscape architects and other design professionals to assist the Historic District Commission in resolving design related issues and in the creation of educational materials. 6. Creation of a Heritage Neighborhood designation to allow older neighborhoods, both within and outside historic districts, to organize and participate in the planning and implementation of neighborhood improvements and activities to enhance the historical character, appearance and livability of their neighborhood. The program advocates a City funding match for approved neighborhood plans and activities.��., For more information on East Lansing's Historic Preservation Code, please contact: Ronald K. Springer William Hull Historic Preservation Officer Chief Building Inspector Community Development Department Building and Zoning Department 410 Abbott Road 410 Abbott Road East Lansing, Michigan 48823 East Lansing, Michigan 48823 J (517) 337-1731, extension 234 (517) 337-1731, extension 213 410 Obbott 3:&oab (fast 7-ansing. Ali 48823 V tip s LS,*C, Ze1epbone [3171 337-1731 Heritage Neighborhood Designation To preserve and enhance the historic identity and livability of the City's older neighborhoods, the Historic Preservation Code provides for the designation of older neighborhood areas as HERITAGE NEIGHBORHOODS. A Heritage Neighborhood is an area defined and organized by property owners and residents, and specially recognized as such by the City. The Heritage Neighborhood designation is used to foster neighborhood identity and cohesiveness, and adherence to historic preservation principles and practices. Distinctive signage indicating a neighborhood's Heritage status is placed in Heritage Neighborhoods upon designation. Each Heritage Neighborhood is represented by a committee which is charged with the development and implementation of a five year plan for small-scale neighborhood improvements and activities which promote the neighborhood's historic character. A budget appropriation by City Council for Heritage Neighborhood Programs may be made annually to assist in the implementation of projects in approved Heritage Neighborhood Plans. At least 1/3 of the structures within a proposed Heritage Neighborhood must be 40 years of age or older. Heritage Neighborhoods may include complete historic districts, portions thereof, or no historic district properties at all. No additional protection or regulation is placed on properties because of their Heritage Neighborhood designation, although Heritage Neighborhood properties which also lie within designated historic districts will, of course, be subject to the regulations of the Historic Preservation Code. The Heritage Neighborhood Program is administered by the Historic District Commission. For more information on the program please contact the City Historic Preservation Officer, Department of Community Development, (517) 337-1731. January 21, 991 ?,tr. James D. 3rown Historical Commission 110 N. 'rJashingt on Annex Lansing, Michigan 48933 HJ: Proposed Cherry Hill Preservation Standards Dear i"s. Brown: Please be advised that the Cherry Hill 'neighborhood ssociation has reviewed and supports the Proposed Preservation standards for Cherry Hill. :,:e are prcud of our historical district. end I, like t'ne other members of the Cherry will ?eighborhood _ssociation, am dedicated to the preservation of Cherry Hill. Thank you, Penny qtr g President Cherry Hill Neighborhood Association SEB ''�3! 1 PLANNING DIVISION CHERRY HILL PRESERVATION STANDARDS Adopted 2-7-91 Lansing Historic District Commission The Lansing Planning and Zoning Code, Chapter 1220, Historic Districts (the "Ordinance''), calls for the use of Preservation standards and guidelines in the review of activities that will affect Historic District resources." The U.S. Secretary of the Interior's Standards for Rehabilitation are to be used by the Historic District Commission ("Commission")as parameters for specific guidelines related to Historic Districts; the Standards for Rehab I itation and these Preservation Standards, as they relate to the exterior features of a district resource, will be used by the Commission in its review of permits under Section 1220.5 of the Ordinance. The following is a listing of the Secretary of the Interior's Standards (revised 1990) with specific Cherry Hill guidelines in bold type: 1. A property shall be used for its historic purpose or be placed in a new use that requires minimal change to the defining characteristics of the building and its site and environment . In the Cherry Hill District, the use of property shall be that which will preserve the historic architectural characteristics of that property . 2. The historic character of a property shall be retained and preserved. The removal of historic materials or alteration of features and spaces that characterize a property shall be avoided. The removal of authentic porches, windows and doors is discouraged. Repair of existing historic features shall be preferred. When replacement is necessary, compatibility with period and architecture sha I I be required. 3. Each property shall be recognized as a physical record of its time, place, and use. Changes that create a false sense of historical development, such as adding conjectural features or architectural elements from other buildings, shall not be undertaken. Original features shal I be documented through use of Lansing Publ is Library photographic data as possible. If changes are proposed, historical evidence or original status, if available, shall be required. 2 4. Most properties change over time; those changes that have acquired historic significance in their own right shall be retained and preserved. The evolution of structures (additions, etc.) will be accepted in Cherry Hi I I . However, proposed changes shal I be evaluated on a case by case basis and incompatible features shall be encouraged. 5. Distinctive features, finishes, and construction techniques or examples of craftsmanship that characterize a property shall be preserved. Original siding, windows, doors, trim, porches and other features shall be identified and preserved to the maximum extent possible. Restoration shall be sensitive to these distinctive parts of a historic structure. 6. Deteriorated historic features shall be repaired rather than replaced. Where, the severity of deterioration requires replacement of a distinctive feature, the new feature shat I match the old in design, color, texture and other visual qualities and, where possible, materials. Replacement of missing features shall be substantiated by documentary, physical, or pictorial evidence. The original exterior elements and features shall be identified, retained and restored to the maximum extent possible. Repairs should be accomplished by recommended preservation methods in the Department of the Interior's Guidelines for Rehabilitation. Replacement, when necessary, shall be done according to photographic data available at the Lansing Public Library and other evidence as needed. 7. Chemical or physical treatments, such as sandblasting, that cause damage to historic materials shall not be used. The surface cleaning of structures, if appropriate, shall be undertaken using the gentlest means possible. Surfaces that were originally unpainted shall remain that way. A protective coating may be applied if water penetration is a problem. 3 e 8. Significant archeological resources affected by a project shal I be protected and preserved. If such resources must be disturbed, mitigation measures shall be undertaken . The Historic District Commission staff shall be notified of such resources, when discovered, as soon as possible. 9. New additions, exterior alterations, or related new construction shall not destroy historic materials that characterize the property. The new work shall be differentiated from the old and shall be compatible with the massing, size, scale, and architectural features to protect the historic integrity of the property and its environment. Intrusions on the streetscape of the district shall be discouraged to the maximum extent possible. 10. New additions and adjacent or related new construction shal I be undertaken in such a manner that if removed in the future, the essential form and integrity of the historic property and its environment would be unimpaired. Any new construction in the district shall be completed only after it is shown not to harm the form and integrity of any district resource. The commission may make comments on construction that might occur adjacent to the Historic District. 4 RULES OF PROCEDURE OF THE HISTORIC DISTRICT COMMISSION CITY OF LANSING January 14, 1991 Amended 2-7-91 Lansing Historic District Commission RULES OF ADMINISTRATIVE PROCEDURES The following Rules of Procedure are adopted by the Historic District Commission to facilitate the performance of its duties and the exercising of i is responsibilities, functions and powers. Section 1 .0 Officers 1 .1 SELECTION - The Commission shal I , at the July meeting, nominate/elect from among the voting members, a Chairman and Vice Chairman. ACommission membershalI not hold theofficeof Chairman for more than two consecutive years, and also, a Historic District Commission member shat I not hold the office of Vice Chairman for more than two consecutive years. The Planning Department Director shal I be the designated Secretary of the Commission. 1 .2 TENURE - The Chairman and Vice Chairman shall take office immediately following their selection and shall hold office fora term of one year or unti I their successors are selected and assume office. 1 .3 DUT I ES - A. The Chairman shal [.preside at all meetings and perform such other duties as may be ordered by the Commission. B. The Cha i rman sha I I appoi n t a I I comm i ttee members for a term of one year and shall designate one committee member as Chairman for a term of one year, or until his/her successor has been selected. The Chairman may reassign members or redesignate committee chairman at his/her discretion. C. The Vice Chairman shal I act in the capacity of the Chairman in his absence, and in the event the office of the Chairman becomes vacant, the Vice Chairman shall succeed to this office for the unexpired term and the Commission shall select a successor to the office of Vice Chairman for the unexpired term. D. The Chairman and the Planning Department Director/Designee shall be ex -officio members of all committees. E. • The Secretary shall execute all documents in the name of the Board, perform the duties hereinafter listed, and shall perform other such duties as the Board may determine. 2 Section 2.0 Duties of the Secreta 2.1 M I NUTES - A. The Secretary shall be responsible for maintaining the minutes of Commission meetings and shall have them available in suitable volumes. Copies of the minutes shall be distributed to all voting Commission members prior to the meeting at which they will be considered. B. The minutes of the Commission meetings shall be filed in the office of the City Clerk as a public record and no official action taken by the Commission at any meeting shall be validated or effective, until a copy of the minutes of the meeting at which such action was taken shall be filed with the City Clerk. 2.2 RECORDS- The ECORDS- The Secretary shall be responsible for keeping a record of all of the Commission's transactions. 2.3 COMMUNICATIONS, PETITIONS, ETC. - All communications, petitions and reports shall be addressed to the Commission and delivered or mailed to the Secretary. Section 3.0 Meetings 3.1 REGULAR MEETING - Meetings of the Historic District Commission will be held the first Thursday of every month at 6:00 p.m. in the Planning Division office, and at such other times and places as designated by the Commission at a regular meeting. By majority vote, the time and place of meetings may be changed. 3 3 .2 SPEC I AL MEET I NGS - A. Special meetings shat I be cal led at the request of the Chairman or of f i ve members of the Comm i ss i on . Notice of special meetings shall be given by the Secretary to the members of the Commission at least forty-eight (48) hours prior to such meeting and shall state the purpose and time of the meeting. If the Secretary is unable to contact Commission members, notice shall be left at the members' usual place of residence. B. The Chairman may designate special meetings for Public Hearings, planning discussions, and deferral of hearings and petitions to a subsequent meeting. 3.3 PUBL I C - All regular and special meetings, hearings, records of the Commission, its resolutions, transactions, findings and determinations, as well as acts shall be open to the public. 3.4 QUORUM - A. Four members shall constitute a quorum for the transaction of business and the taking of official action. Simple majority of members eligible to vote may approve business. Any amendment to a motion is by majority vote of the members present. B. Whenever a quorum is not present at a regular or special meeting, those present may adjourn the meeting to another day or may meet as a Committee of the Whole for the purpose of considering such matters as are on the agenda. No action taken at such a meeting shall be final or official , unless and until , ratified and confirmed at a subsequent meeting at which a quorum is present. 3.5 DISQUALIFICATION - Historic District Commission members shall abstain from voting on any issue where there may exist personal interest in that issue, when that issue involves a member's own pecuniary interest, affects his/her employer, or bears on some other associated fact. That member should also state his/her interest. 4 3.5 DISQUALIFICATION - CONTINUED Abstention shall occur prior to every instance of potential conflicts of interest following the introduction of the issue into the business of the meeting. A record of such votes shal I be entered into the records of the meeting. ANY MEMBER OF THE BOARD WHO IS SO DISQUALIFIED SHALL NOT SUBSEQUENTLY INTERCEDE ON BEHALF OF ANY SUCH MATTER W I TH MEMBERS OF THE COUNC I L AND/OR OTHER UN I TS OF GOVERNMENT AS A REPRESENTAT I VE OF THE H I STOR I C D I STIR I CT COMM I SS I ON. 3.6 ATTENDANCE - A. A Commission member shall be regular in attendance. In the event a Commission member is absent twenty-five (25) percent of the meetings in any calendar year, unless such absence be excused, any Commission member may ask the subject member to explain his/her absences. If the absences are not excused, the Commission member may be asked to resign. B. Such procedures do not prohibit a member from voluntarily resigning from the Commission. C. Following the roll call of Commission members at any meeting, the Chairman shall ask if any of the absent members had requested that their absence be excused . The Secretary or any member of the Commission will relate to the Commission any such request made and the reasons for that request. A motion to excuse or not excuse that member may be approved by a majority vote. 5 3.7 ORDER OF BUSINESS Agenda: The Secretary shat I prepare an agenda for each meeting and the order of business shall be as fol lows: 1 . Call to Order 2. Roll Call a. Members - Excused absences b. Staff 3. Approval of agenda 4. Hearings: a. Advertised Public Hearings b. Members of the audience wishing to address the Commission (Recess if desired) 5. Business session a. Approval of minutes b. Old Business C. New Business d. Committee Reports e. Other communications 6. Adjournment 3.8 MOT IONS - Motions shall be restated by the Chairman before a vote is taken . The names of the persons making the motion and its second shall be recorded. 3.9 VOT I NG - Voting'shalI be recorded by verbal yeas and nays, unless otherwise ordered by the Chairman. 3.10 COMMISSION ACTION - Action by the Commission on any matter on which a hearing is held shall not be taken until the hearing has been concluded. R 3.11 PARLIAMENTARY PROCEDURE - Except where otherwise specified, meetings shall be conducted according to the Roberts Rules of Order, with the exception that the Chairman shall have a vote. Section 4.0 HEARINGS 4.1 SPECIAL HEARINGS Notice of special hearings for the purposes of presenting preliminary Historic Districts, obtaining public opinion on problems, or discussion of a particular problem with interested parties will be given in the most practical manner and to persons, or group representative most interested. 4.2 NOTICE OF DECISION - A written notice containing the decision of the Commission wi I I be sent to petitioners and originators of a request for the Commission to study a special problem. Such notice will also be sent to the Mayor along with details of the petition and the circumstances involved in arriving at said decision. 4.3 PUBL I C I TY - All public releases regarding committee discussions and decisions reached at the Executive Session of the Historic District Commission or releases of any other information relating to the work of the Historic District Commission shall be made by the Chairman or the Secretary , with approval of an Executive Committee member . 7 sy' CITY of LANSING INTEROFFICE COMMUNICATION TO: Ron Stonehouse, Develooment Division Director DATE: 2/19/91 FROM: William C Acheso4trsce�or, Planner, Planning Division Planning & Municipal Development Department SUBJECT 533 SOUTH GRAND, HPP-1-91 At a regular meeting on February 7, 1991 , the Historic District Commission reviewed HPP-1-91 , 533 South Grand Avenue, an application to participate in the Historic Preservation Loan Program. This address was reviewed by the Commission in 1990 (HPP-14-90) when it was owned by Mr. James Cash. Mr. Cash has sold the property to Mr. Jesse Lothamer. Mr. Lothamer has agreed to complete the restoration of the exterior of the property as Mr. Cash proposed. The Commission, therefore, recommends that the property be re -approved under Mr. Lothamer's name for an amount up to $10,000 subject to: Submittal of detai led to -scale drawings showing elements of the building affected. The Building Safety Division will require prints sealed by a professional for structural work proposed. The elevations for exterior work should have sufficient detail to provide a guide for proposed work. 2. Detailed estimates and proper invoices for costs will be required prior to payment of funds. 3. Porch work qualifies for the program if it is done in keeping with the style of architecture of the structure. This includes the replacement of non -period elements where possible and the replication of original porches, as detailed by photographs of the structure prior to 1940. 4. The repair and restoration of brick qualifies as long as paint ischemically stripped in thegentlest possible way (no sandblasting) and repair is done with care to match original style texture and color of brick and mortar. Mr. Ron Stonehouse February 1 9 , 1991 2 5. With the proposed office as part of the project, Davis - Bacon standards for wages must be met. The applicant should contact the Human Relations office prior to beginning work. If you should have any questions, please contact me. WCA/jar cc: Alan E. Tubbs James N. Fou I ds Historic District Commission members Mr. Jesse Lothamer TO: Ron Stonehouse FROM: William C. Acl- CITY of LANSING INTEROFFICE COMMUNICATION nt Division Director DATE: 2/19/91 lanner Planning & Municipal Development Department -Planning Division SUBJECT: 626-28 WEST I ON I A (HPP-2-91 ) At a regular meeting on February 7, 1991 , the Historic District Commission reviewed an application to participate in the Historic Preservation Loan Program for 626-628 West Ionia (HPP-2-91 ) . The Commission found that this property was recognized by the State of Michigan as a potential National Register nominee. I t was determined, therefore, that the property was worthy and recommended for inclusion in the Preservation Loan Program in an amount not to exceed $10,000 subject to: 1 Submittal of detailed proposals for stabilization of the deflecting east wall of the structure. These proposals shall contain drawings as necessary to depict the method of stabilization (i.e., buttress, closing window openings). 2. Detailed proposals for any other exterior work required. It should be noted that restoration of brick qualifies as long as work is done in the gentlest possible way (no sandblasting) and repair is done with care to match the original style, texture and color of brick and mortar. 3. Complete cost estimates and proper invoices for costs wi I I be required prior to payment. If you should have any questions or comments, please con tact me. WCA/jar cc: Alan E Tubbs James N. Fou I ds Historic District Commission members Nan E . Casey ;;It�I•Ir '\N BY: 'S1 MV 17 fln 10 39 MINUTES OF THE SPECIAL COMMISSION MEETING April 2, 1991 Present: President Lopez Vice -President Bergstrom Commissioner Bishop Commissioner Payne Commissioner Jones Absent: None'' Staff: Chris Stuchell, Executive Director Billie C. Permoda, Executive Secretary Guest: Stuart Dunnings, Jr., Commission Attorney i President Lopez called the meeting to order at 10:05 a.m. Director Stuchell called the roll and all Commissioners were present. Director Stuchell said that the Special Meeting was called to review personal matters and City of Lansing Litigation. He then asked Attorney Dunnings to speak on the pending City litigation. Attorney Dunnings said the he and the Director had met with members of the Council. He stated that it was presented to the members of the Council that the Commission would agree to have the City give input to a portion of the audit stating what they requested of the audit. However, the Commission would select the auditor; no City inspections, but the Commission would pay the City $19,000 and the Commission would pay $300 or $400 to have the deeds recorded. Also, he said that he would, with the Commission's approval, send a letter to Alvan Knot for a meeting to discuss these matters. Additionally, he stated that incorporated in the communication would be that the Commission. would not pay for anymore City imposed audits. Director Stuchell said that if the Commission offers the City $19,000, HUD will pay this. Commissioner Bergstrom made the motion that in an attempt to resolve the matter between the City and the Commission, that the Commission offer to pay $19,000 for the past audits, on future -2 - audits that the Commission will give the City an opportunity to add information to audit bid specifications, indemnify the City and also done with the understanding that the City will waive all Housing inspections. Give an annual report to the City on the Commission's inspections. Seconded by Commissioner Jones. Ayes: Bishop, Jones, Payne, Lopez, Bergstrom Nays: None Absent: None Attorney Dunnings will send a communication to the Ways and Means Committee regarding the Commission's decision on the issue. Attorney Dunnings left at 10:15 a.m. Commissioner Jones moved to go into Executive Session to discuss personal matters at 10:20 a.m. Seconded by Commissioner Bishop. Ayes: Lopez, Payne, Jones, Bergstrom, Bishop Nays: None Absent: None Commissioner Bergstrom moved to conclude the Executive Session and go back into the Regular Meeting at 10:40 a.m. Seconded by Commissioner Jones. Ayes: Lopez, Payne, Jones, Bergstrom, Bishop Nays: None Absent: None Commissioner Bishop moved for adjournment. There being no further business, the meeting adjourned at 11:00 a.m. O Submitted by Chris StuchgAl , Executive Director and Secretary Delma Lopez, Board President Date I B l' '91 MY 17 flM 10 39 _.MINUTES OF THE REGULAR COMMISSION MEETING APRIL 9, 1991 LANSING HOUSING COMMISSION Present: President Lopez Vice -President Bergstrom Commissioner Payne Commissioner Bishop Commissioner Jones Absent: None Staff: Chris Stuchell, Executive Director Ravi Yalamanchi, Assistant Director Billie Permoda, Executive Secretary President Lopez called the meeting to order at 5:22 p.m. Director Stuchell called the roll and all Commissioners were present. Commissioner Bergstrom moved for the approval of the Minutes of Marlch 12, 1991, Meeting. Seconded by Commissioner Payne. Aye,, §: Lopez, Payne, Jones, Bergstrom, Bishop Nays: None-, Absent: None The Previously Paid Liabilities Report for 3/26/91 was discussed. Commissioner Bergstrom moved for the approval of the 3/26/91 Previously Paid Liabilities Report. Seconded by Commissioner Payne. Ayes: Payne, Jones, Bishop, Lopez, Bergstrom Nays: None Absent: None Under items of information, Director Stuchell brought to the attention of the Commissioners the Michigan NAHRO News Quarterly which spoke to the successful Workshop held in Lansing.. Additionally, he said that he had been nominated to run on the ballot on the Executive Committee and it will be voted on at the meeting in Livonia April 15-17, 1991. f -2- The Director stated that Brenda Franklin had been hired as an Intermediate Clerk 22 and at the present time she was working at the Mt. Vernon Park Development. Under the Director's Report, Mr. Stuchell spoke on the current status of issues involving City of Lansing and LHC. He said that he and Attorney Dunnings had presented the Commission's offer at a meeting in the Mayor's office, April 8, 1991, and the offer was not well received. He said it was his impression that the Mayor would rather it be worked out by the Council. Additionally, he said that he was not made aware that the City Council had rejected the Commission's offer and that they want all of the monies. The Director said that he then contacted HUD and told them the City's position and they will be getting a letter to the communication and the City on their position. He said that Attorney Knot said that he thought somebody from the City should meet with HUD. The Director's Monthly Production Report was discussed. The Petty Cash Summary, requested at the Special Commission Meeting, was given to Commissioners for their review. Commissioner Bergstrom asked that a Report on Petty Cash be sent to the Commissioners for review. Commissioner Bishop moved for adjournment. Seconded by Commissioner Jones. There being no further business, the meeting adjourned at 6:05 p.m. Z-) Submitted by Chris Stuc yell, Executive Director and Secretary (I, - Delma Lop c, 8oard_president Date RCC.D.1_-NSHNG BY: '91 JUN 18 AM 9 20 MINUTES OF THE REGULAR COMMISSION MEETING MAY 14, 1991 LANSING HOUSING COMMISSION Present: President Lopez Commissioner Payne Commissioner Bergstrom Commissioner Jones Commissioner Bishop (arrived at 5:28 p.m.) Absent: None Staff: Chris Stuchell, Executive Director Ravi Yalamanchi, Assistant Director Billie C. Permoda, Executive Secretary Ethel Williams, HSS Thomas Woods, HDS Sandra Kowalk-Coordinator-CLC Guests: Louella Lamb -Oliver Tower Resident Charon Haase -Hildebrandt Park Resident Cindy Snyder -Hildebrandt Park Resident President Lopez called the meeting to order at 5:17 p.m. Director Stuchell called the roll, all Commissioners present with the exception of Commissioner Bishop who had not arrived yet. Commissioner Jones moved for the approval of the April 2, 1991, Minutes of the Special Meeting and April 9, 1991, Regular Commission Meeting. Seconded by Commissioner Payne. Ayes: Lopez, Jones, Bergstrom, Payne Nays: None Absent: Commissioner Bishop had not arrived for vote. The Previously Paid Liability Report for 4-23-91, was discussed. Commissioner Bergstrom moved to accept the Previously Paid Liability Report. Seconded by Commissioner Jones. Ayes: Jones, Payne, Bergstrom, Lopez Nays: None Absent: Commissioner Bishop had not arrived for vote. -2 - Director Stuchell said the Sandra Kowalk, Coordinator for the Computer Learning Centers would give the Commissioners an update on the progress of the Centers and show them a video she had made at the Learning Centers. The video film was shown. Sandra said that 140 children between the ages of 8-18, have already participated at the Centers and that with summer coming on the sum will double. Also, at Resident Council Meetings it was expressed that some of the adults would like to take advantage of the Learning Centers to further their education. She said that in the summer the children's hours will be from 9:00 a.m. to 2:00 p.m. and she is in the processing of working something out so adults can come after 2:00 p.m. Additionally, she said that as a result of the computers, many of the children have upgraded their skills at school. President Lopez wanted to know if other children, who do not live in the developments can take advantage of the Learning Centers. Sandra stated that the children can bring a friend outside of the development. However, it will be done on an appointment basis. The Commission thanked Ms. Kowalk for her update. Ms. Kowalk left at 5:35 p.m. Commissioner Bishop arrived at 5:38 p.m. Director Stuchell spoke to Resolutions #708 -Approval of the 1991 CIAP, #709 -Homebuyers Budget and #710 Operating Budget. He said that they were voted on via telephone votes and now needed to be reaffirmed. Commissioner Bergstrom moved to combine and reaffirm the votes on Resolutions #708, #709 and #710. Seconded by Commissioner Payne. Ayes: Jones, Bishop, Bergstrom, Lopez, Payne Nays: None Absent: None Director Stuchell introduced and explained Resolution #711 -Tenant Accounts to be Written Off. Commissioner Bergstrom moved for the adoption of Resolution #711. Seconded by Commissioner Payne. Ayes: Bishop, Bergstrom, Lopez, Payne, Jones Nays: None Absent: None -3 - Director Stuchell introduced Resolution #712 -Budget Revision #1 for the Homebuyer Program. He stated that the Commission is required by HUD to submit budget revisions to reflect updated income expenditures prior to the end of the fiscal year. Commissioner Bergstrom moved for the adoption of Resolution #712. Seconded by Commissioner Payne. Ayes: Lopez, Bergstrom, Payne, Jones, Bishop Nays: None Absent: None Director Stuchell introduced Resolution #713 -Budget Revision #1 for the Low Rent Program. He stated that the requirement is the same as Resolution #712. Commissioner Jones moved for the adoption of Resolution #713. Seconded by Commissioner Payne. Ayes: Bergstrom, Payne, Jones, Lopez, Bishop Nays: None Absent: None Director Stuchell introduced and explained Resolution #714 - Revised utility allowances for the Section 8 Existing Program for Certificates and Vouchers. Commissioner Bergstrom moved for the adoption of Resolution #714. Seconded by Commissioner Payne. Ayes: Bergstrom, Lopez, Jones, Bishop, Payne Nays: None Absent: None Discussion was held on the recent G. C. Wright Audit. The Director stated that the Commission will be going out for audit bids again and when we do, that the City will be contacted to see if there is anything that they want included in the audit bid. Commissioner Bergstrom asked what the Director had heard regarding the City Audit matter. Director Stuchell said that he had heard nothing since the last meeting. Commissioner Bergstrom requested that at the next Commission Meeting, under Old Business on the agenda, place items that need to be addressed. (Ongoing Audit with the City) Z= Commissioner Bergstrom stated that in his opinion the Commission could get better interest by putting monies in utility funds rather than CD investments. The Assistant Director said it would depend if putting monies in utility funds is approved by HUD. Further he said that CD can be cashed right away if monies have to be used. Director Stuchell stated that the Commission would not invest in utility funds without HUD approval. Commissioner Bergstrom asked that HUD be contacted. Also, he said that he would give the Director the names of some brokers he knew for contact. On the C. G. Wright Audit, Commissioner Bergstrom asked about the finding on travel advance that has not been reconciled yet. Director Stuchell said that finding is in the process of being resolved. Further he said that he will also be getting a report from HUD on the audit. Director Stuchell called to the Commission's attention the communication received from Gerald Miller, State of Michigan Department of Social Services. He pointed out that the DSS will eliminate shelter vendoring effective June 30, 1991. Also, that this change will have a substantial impact on the Commission. Commissioner Jones asked if the residents would still be able to pay their rent on a twice a month basis. Director Stuchell said residents who have been on vendor will now be paying their rent once a month. Commissioner Jones stated that she would like to see the item of elimination of vendor pay placed on the agenda under Old Business with a status report as to how this is going. Director Stuchell reviewed the Production Report and stated that it was a new format which has been broken down by district. This change will enable the Commissioners to get a better grasp as to how things are going. The Director said that the work on Hildebrandt Park is progressing very well. -5- Louella Lamb, resident of Oliver Tower spoke stating that she was more than satisfied with the judgment made to kill roaches. Additionally, she thanked the Director and his staff for getting her the things she needed for her work in the court -yard flower garden. Director Stuchell in turn thanked Mrs. Lamb for her diligent work in the court -yard garden. Charon Hasse, resident at Hildebrant Park spoke. She stated that elections had been held on the officers for Resident Council and she had again been elected President. She then introduced Cindy Snyder and stated that Cindy had been elected Resident delegate. Cindy Snyder stated that she had spoken to various residents who said that for several years they have been trying to get transferred to a scattered site and they have learned that people are being taken off the waiting list and placed on scattered sites. Director Stuchell said that for the past year and a half tenants have been transferred to scattered sites and that so far over one hundred have been transferred. He explained that the Commission was having a difficult time filling scattered sites and as a result went to the waiting list. The Director said that each manager has a list of people who want to transfer and a lot of transfers have been done, however, they are very costly. Additionally, he said that eventually, if a tenant is eligible and qualifies for a transfer they will get one. Commissioner Jones said she would like to know how many scattered sites the Commission has available now. Ethel Williams invited Commissioners to the School Partnership Dinners. The next one will be June 16, 1991, 6:30 p.m. The agenda will be a Public Social Forum by the Association of Black Social Workers, at LaRoy Froh. Commissioner Jones inquired about the legal notice in the paper relative to Robert Leija. Director Stuchell said that since the Commission had filed a possession judgment instead of a money judgment on Mr. Leija, for the monies he left owing the Commission, Attorney Steven Dunnings recommended that the Commission comply with Mr. Leija's attorney and place the legal notice in the paper. zfl Commissioner Jones asked that the Commissioner be kept abreast of the Leija matter. Commissioner Bishop moved to adjourn the regular meeting and go into Executive Session. Seconded by Commissioner Bergstrom. The Regular Meeting adjourned at 6:35 p.m. The Board went into Executive Session at 6:36 Submitted by: Chris St ell, Executive Director and Secretary Delma Lopl6z, Board President Date:- MINUTES OF THE REGULAR COMMISSION MEETING JUNE 11, 1991 LANSING HOUSING COMMISSION Present: President Lopez Commissioner Payne Commissioner Bishop Commissioner Jones Absent: Vice -President Bergstrom C'0 M Staff: Chris Stuchell, Executive Director L Billie C. Permoda, Executive Secretary czz Ethel Williams, HSS n7 Cf7 r� Guests: Marie Saxton, Resident i~ ZZ i Margaret Rancour rr, Cynthia Sanders =0 Co President Lopez called the meeting to order at 5:15. w Director Stuchell called the roll, all Commissioners present with the exception of Commissioner Bergstrom. Commissioner Payne moved for the approval of the May 14, 1991, Regular Commission Meeting. Seconded by Commissioner Jones. Ayes: Jones, Bishop, Lopez, Payne Nays: None Absent: Commissioner Bergstrom Director Stuchell introduced and explained Resolution #715 -Write off of Commission inventory. Commissioner Jones moved for the adoption of Resolution #715. Seconded by Commissioner Payne. Ayes: Payne, Lopez, Jones, Bishop Nays: None Absent: Commissioner Bergstrom Director Stuchell spoke to investments. He said that Commissioner Bergstrom, at the last meeting mentioned that the Commission check into an investment program other that CD's and Treasury Bills (interest rate 5 to 6 percent). The Director said -2 - that he spoke to Mr. Dick Jury who suggested the purchasing of Ginnie Mae Bonds that were paying an interest rate of 8 to 9 percent. Further, he said that he had contacted Mr. Ron Wooster of HUD Grand Rapids and asked him what the Commission had to do to purchase Ginnie Mae Bonds. Mr. Wooster said that no one had every done this before, but to send him a letter on the subject and he would get a reply back. Mr. Stuchell said the letter has been sent and he will get back with the Board when he receives a reply. Additionally, he said that the Ginnie Mae Bonds would benefit the Commission by yielding higher interest rates. The Director said that he has been looking into the forming of a Non -Profit Association. He stated that he has gathered some information and that the Grand Rapids Housing Authority has a Non -Profit Association. He will check with them for more particulars and get back with the Board at the July meeting with more detailed information. Director Stuchell called to the Board's attention an article that appeared in the State Journal relative to South Washington Park and also an article that appeared in the Greater Lansing Business Monthly and said that they were both very positive. The Director's Monthly Report was reviewed. Concerning Commissioner Jones' inquiry at the last meeting relative to scattered -sites, the Director said there are 20 scattered -site units that are not occupied; 17 have been assigned and 3 have not been assigned at this point. Marie Saxton, LHC tenant spoke. She had questions relative to the work that was going to be done in her unit, such as how was she going to move everything. Also she spoke of the $18.00 cut in assistance she had to take. Director Stuchell told her that all she would be required to move would be small items. The contractor would be moving all the heavy things. Additionally, he said that Mrs. Saxton would get notice of when the contractor will be in her unit and what preparations she will need to do to get ready. Relative to Old Business on the agenda, the Director said that there has been no change in the ongoing audit imposed by the City. On elimination of vendor pay, the Director said that he, Representatives, Landlords, etc., had gone to a meeting urging DSS to reconsider vendor pay elimination, to no avail and it does not look good for Gerald Miller to reverse his decision. r �� -3 - Commissioner Jones said that some people on vendor pay are going to have a problem with the elimination of vendor pay and the rent being due the first of the month. She would like to be kept abreast of this matter. On the status of the Leij a matter, the Director said that a Counter Petition has been filed by Attorney Steven Dunnings and at this point the Commission is just waiting for that to go "through the mill." He will keep the Commission informed on this matter. Commissioner Jones said that she had been reappointed as a Commissioner, by the Mayor, for the next five (5) years. The Director and Commissioners congratulated Commissioner Jones on her reappointment. Cynthia Sanders sppke about her application which she put in January 7, 1990, and now she has been told that her application of that time had been removed and now the Commission is trying to put her behind on the waiting list. Director Stuchell told Ms. Sanders that her application was wrongfully taken because the Commission at that time was not taking any applications. However, the Commission just recently opened up their waiting list and she had put in her application at that time. Ms. Sanders stated that right now she is in a state of emergency as far as housing goes. The Director told Ms. Sanders that he will check into the matter and get back with her on a decision. Director Stuchell said he will check with Wilson Caldwell, President of the Lansing Chapter of the NAACP to determine if the Commission has been taken off of the NAACP mailing list and if so, will ask to have the Commission back on their mailing list. Commissioner Jones moved for adjournment. Seconded by Commissioner Bishop. There being no further business, the meeting adjourned at 6:05 p.m. -4 - Submitted by is Stuchell� Executive Director and Secretary Date cn -� CZ MINUTES OF THE REGULAR COMMISSION MEETING JULY 9, 1991 0 �? LANSING HOUSING COMMISSION W -v Present: Vice -President Bergstrom Commissioner Bishop Commissioner Payne Commissioner Jones Absent: President Lopez (ill) Staff: Chris Stuchell, Executive Director Ravi Yalamanchi, Assistant Director Billie C. Permoda, Executive Secretary Thomas Woods, Housing District Supervisor Ethel Williams, Human Services Specialist Lyle Marquart, Account Clerk 24 and Union Steward David Beardsley, Senior Maintenance and Union Chapter Chairperson Guests: Jenine Amon, former LHC employee Diane Haggerty, Union Representative James Chiodini, Commission's Legal Counsel for Labor Disputes Cynthia Sanders, Resident of Hildebrandt Park Mickey Miller, 1112 E. Grand River Vice -President Bergstrom called the meeting to order at 5:20 p.m. Director Stuchell called the roll. All Commissioners present with the exception of President Lopez who was ill. Director Stuchell stated that it was President Lopez's desire to have the regularly scheduled election of officers postponed until the August Meeting. All Commissioners agreed. Commissioner Payne moved for the approval of the June 11, 1991, Commission Meeting Minutes. Seconded by Commissioner Jones. Ayes: Jones, Bergstrom, Payne, Bishop Nays: None Absent: President Lopez -2 - Director Stuchell reviewed the Previously Paid Liabilities Report. Commissioner Jones moved for the approval of the Previously Paid Liabilities Report for 6/24/91. Seconded by Commissioner Payne. Ayes: Payne, Jones, Bishop, Bergstrom Nays: None Absent: President Lopez Director Stuchell introduced Resolution #715 (amended) -Commission inventory to be written off in the amount of $110,965.66 and explained the necessity for the amendment being a change in the amount. Commissioner Jones moved for the adoption of Resolution #715 (amended). Seconded by Commissioner Bergstrom. Ayes: Jones, Payne, Bergstrom, Bishop Nays: None Absent: President Lopez Director Stuchell introduced Resolution #716 -New Procurement Policy per HUD regulations. He explained the Resolution. Commissioner Payne moved for the adoption of Resolution #716. Seconded by Commissioner Jones. Ayes: Bergstrom, Bishop, Jones, Payne Nays: None Absent: President Lopez Director Stuchell introduced Resolution #717 -Drug Elimination Program Budget. He explained the Resolution. Commissioner Jones moved for the adoption of Resolution #717. Seconded by Commissioner Payne. Ayes: Jones, Bishop, Bergstrom, Payne Nays: None Absent: President Lopez Director Stuchell introduced Resolution #718 -The establishment and maintenance of trading accounts authorization (Ohio Co.). -3 - Assistant Director Ravi Yalamanchi explained Resolution #718 and the monies that had been invested. He said that it was his understanding that the Commission can, if needed, get their money out on a 1 week or 2 days notice. The rate right now is a guaranteed 9%. Funds are secured by Ginnie Mae and HUD approved. Further he said that the minimum investment is $1,000. Commissioner Bergstrom suggested that instead of just staying with the Ohio Co., to see what other companies offer and perhaps if the rate is higher to invest in them. Director Stuchell said that when the Commission's present C.D.'s become due then they will start shopping around. Commissioner Payne moved for the adoption of Resolution #718. Seconded by Commissioner Jones. Ayes: Jones, Bergstrom, Bishop, Payne Nays: None Absent: President Lopez Director Stuchell said that Audit bids had been opened July 8, 1991 and spoke to the bid proposals which were provided to the Commissioners. He said that at this point, he would like authorization to check the auditors references and get back with the Commission on his findings at the next Commission Meeting. Authorization by the Commission was given to Director Stuchell to check the bid auditors and so advise the Commission at the August Meeting. On Commissioner Bergstrom's question regarding the City's Audit (Deloitte Touche), the Director explained the letter received from HUD (in their packets). He said that HUD has some problems with costs and they are only going to authorize $5,000 per year for the Commission's Audit. He further said that he will be sending a communication to Tony Benavides, Chairperson of the City's Ways and Means Committee and will include a copy of the HUD communication. He stated that maybe something will happen as a result of this letter. Director Stuchell said that he has received no official communication back from the Committee in answer to his December 1990, letter. Commissioner Bergstrom directed that a follow up communication be sent to the City and state that the Commission has not received any formal response and the resulting position of HUD. According to Commissioner Bergstrom, "it is still in the City's court." -4 - Director Stuchell reviewed with the Commissioners the goals he had given them at the December meeting and how the goals have been met, such as reduction of vacancy rates, TAR, break -away from HABCO, cut down on the down-time on vacancies, etc. Mickey Miller, guest, spoke of some of the problems she has seen at the Hildebrandt Park Development regarding children in the development and parents not supervising their children. She said that some type of program should be instituted to assist parents on the rearing of their children. Additionally, that at Hildebrandt Park self-esteem is at the "pits." Ethel Williams, the Commission's Human Services Specialist, explained that numerous programs had been instituted along these lines; self-esteem, child care, resume writing, etc.. However, residents did not show up for them. She suggested that Ms. Miller and others should talk to residents about attending these programs. Cynthia Sanders, resident of Hildebrandt Park spoke and thanked the Commission for helping make it possible for her to move from Hoyt to Hildebrandt Park. To Commissioner Bergstrom's question if she was satisfied with where she now lives, Ms. Sanders answered yes. Ms. Miller and Ms. Sanders thanked the Commission for listening to them and left the meeting. Next agenda item was the grievance of terminated employee, Jenine Amon. Diane Haggerty, Union Staff Representative stated that Jenine wished to speak on her own behalf. Jenine Amon presented her version of the reason for her termination. Director Stuchell presented his version of the termination of Jenine Amon. Diane Haggerty said that Ms. Amon is interested in working for the Commission and if she has that opportunity, she will be more diligent on coming to work on time. She said that she was asking for that consideration from the Commission. Jim Chiodini, Legal Counsel for the Commission asked Ms. Amon some questions regarding her performance prior to the termination. Commissioner Bergstrom requested that the Commission go into Executive Session. -5 - Went into Executive Session at 6:35 p.m. Commissioner Bergstrom moved to adjourn the Executive Session and convene the regular Commission Meeting. The regular Commission Meeting convened at 6:54. Commissioner Bishop left at 6:55. Commissioner Bergstrom spoke to the grievant and Union representatives and stated that the Commission will take the matter under consideration for thirty days before reaching a decision. Commissioner Jones moved for adjournment. There being no further business, the meeting adjourned at 7:00 p.m. Submitted by: Chris Stuchell,,(-Executive Director and Secretary Delma Lopez, President of the Board Date: 8/6/91 t � ( �: j lHG BY: '91 SEP 20 Pfd 1104 MINUTES OF THE REGULAR COMMISSION MEETING AUGUST 6, 1991 LANSING HOUSING COMMISSION Present: President Lopez Commissioner Payne Commissioner Bishop Commissioner Jones Absent: Commissioner Bergstrom Staff: Chris Stuchell, Executive Director Billie Permoda, Executive Secretary Thomas Woods, HDS Jeanette Muse, HDS Ethel Williams, HSS Present Lopez called the meeting to order at 5:17 p.m. Director Stuchell called the roll. All Commissioners present with the exception of Commissioner Bergstrom. Director Stuchell opened up the floor for the nominations of President and Vice -President. Commissioner Bishop moved that the same slate of officers be retained for another year. Seconded by Commissioner Jones. Ayes: Payne, Bishop, Jones, Lopez Nays: None Absent: Commissioner Bishop Officers are President-Delma Lopez and Vice -President -Chris Bergstrom. Commissioner Payne moved for the approval of the July 9, 1991, Commission Meeting Minutes. Seconded by Commissioner Jones. Ayes: Jones, Lopez, Bishop, Payne Nays: None Absent: Commissioner Bergstrom -2 - Director Stuchell apologized for the lateness of the Previously Paid Liabilities Report, but explained the computer was not running properly and thus he had just received the report today. Commissioner Payne moved to table the approval of the Previously Paid Liabilities Report until the next meeting. Seconded by Commissioner Bishop. Ayes: Jones, Lopez, Bishop, Payne Nays: None Absent: Commissioner Bergstrom Director Stuchell stated that he had contacted various Commission's who had John C. DiPiero conduct their audits and they had given very good reports on him. He further stated to the Commission that Mr. John C. DiPiero was the lowest bidder. He asked the Commission for their authorization to enter into a contract with Mr. DiPiero for the Commission's audit for fiscal year ending June 30, 1991. Commissioner Bishop moved for authorization for the Director to enter into a contract with Mr. DiPiero for the audit for fiscal year ending June 30, 1991. Seconded by Commissioner Payne. Ayes: Jones, Payne, Bishop, Lopez Nays: None Absent: Commissioner Bergstrom Director Stuchell stated that the status of the ongoing audit with the City has not changed. However, after he sent. a letter to the Chair of the Ways and Means Committee, he was`'asked to attend the August 6, 1991, Committee Meeting, but it was cancelled. He is scheduled to appear at the August 20, 1991, Ways and Means Committee Meeting. Commissioner Jones asked that the Commission be kept abreast of what transpired at the August 20, 1991, Ways and Means Committee Meeting. It was the general consensus of the Commission that the September 10, 1991, Commission Meeting be changed to September 17, 1991, due to the fact that the Director will be attending the Michigan Chapter of NAHRO Annual Fall Conference on September 10, 1991. -3 - Director Stuchell informed the Commission of the Committees he met with on his recent trip to Washington, DC, such as the Public Employee Round Table group who are going to develop some activities with the University of Michigan; White House Meeting with some HUD officials, Health and Human Services who were all positive. He explained that the trip was relative to the Commission's Computer Learning Centers and that some of the folks he met with will be reviewing the Commission's Drug Elimination application. The Director said that the Section 8 Application has been submitted and the Drug -Elimination Grant Application will be going to HUD on Friday, August 9, 1991. Director Stuchell said that because of the Commission meeting this month being a week earlier, that the Director's Report was not completed and the Commissioners would receive two (2) in their next packet. President Lopez asked if there was any hope for housing for single or married people with just two (2) in the family. Director Stuchell explained that the Commission is not taking applications at this time. President Lopez said then if they were single and not handicapped, then they would not qualify. Commissioner Payne asked the status of two (2) people that were not married, but living together. Director Stuchell said that they can qualify on that. On President Lopez's question if there were any places where the single/living together could apply, the Director said she should tell them to contact the Housing Resource Center. Also, that the Section 8 Program is very popular in the City and they should contact Mr. Tubbs, Director of Planning and Municipal Development Department. Ethel Williams said that Sunny Ridge and Pinebrook also have a Section 8 Program that could be checked into. r -4 - Commissioner Payne requested of the the Director that a copy of the neighborhood groups be sent to her. Commissioner Bishop left at 5:50 p.m. Commissioner Jones moved for adjournment. There being no further business, the meeting adjourned at 6:00 p.m. Submitted by: Chris StuFPell, Executive Director and Secretary Delma Lop�z,JPresident of the Board Date: "/-'�z BY: '91 SEP 20 fln 1104 MINUTES OF SPECIAL MEETING AUGUST 28, 1991, 7:30 A.M. LANSING HOUSING COMMISSION Present: President Lopez Vice -President Bergstrom Commissioner Payne Commissioner Jones Absent: Commissioner Bishop (had not arrived) Guests: Jo Flaherty, Mayor's Office Stuart Dunnings, Jr., Commission Attorney Staff: Executive Director Stuchell President Lopez opened the meeting at 7:35 a.m. Director Stuchell called the roll. All Commissioners present with the exception of Commissioner Bishop (had not arrived). Director Stuchell requested that the Commission move to go into Executive Session to discuss a personal matter. Commissioner Bishop arrived at 7:45 a.m. Commissioner Payne moved to go into Executive Session. Seconded by Commissioner Jones. Ayes: Lopez, Payne, Jones, Bergstrom, Bishop. The Commission went into Executive Session at 7:46 a.m. The Commission went back to their regular session at 8:59. Commissioner Bergstrom moved to adjourn. There being no further business, the meeting adjourned at 9:00 a.m. Submitted by: Chris S�i�,chell, Executive Director and Secretary Delma LoiDez, Board President Date: 9 /� �,/ Fs'r: '91 OCT 1U 8M 1123 MINUTES OF THE REGULAR COMMISSION MEETING SEPTEMBER 17, 1991 LANSING HOUSING COMMISSION Present: President Lopez Vice -President Bergstrom Commissioner Payne Commissioner Jones Absent: Commissioner Bishop (had not arrived) Staff: Chris Stuchell, Executive Director Ravi Yalamanchi, Assistant Director Billie Permoda, Executive Secretary Jeanette Muse, HDS Ethel Williams, HSS President Lopez called the meeting to order at 5:17 p.m. Director Stuchell called the roll. All Commissioners present with the exception of Commissioner Bishop who had not yet arrived. Commissioner Bergstrom moved for the approval of the Minutes of the Regular Commission Meeting of 8-6-91. Seconded by Commissioner Jones. Ayes: Jones, Bergstrom, Lopez, Payne Nays: None Absent: Commissioner Bishop had not arrived Commissioner Bergstrom moved for the approval of the Minutes of the Special Commission Meeting of 8-28-91. Seconded by Commissioner Jones. Ayes: Bergstrom, Lopez, Payne, Jones Nays: None Absent: Commissioner Bishop had not arrived Commissioner Bishop arrived at 5:22 p.m. 41 The Previously Paid Liabilities Report for August, tabled at the 8-6-91, meeting was discussed. Commissioner Payne moved for the approval of the August Previously Paid Liabilities Report. Seconded by Commissioner Jones. Ayes: Bishop, Bergstrom, Lopez, Jones, Payne Nays: None Absent: None The current Previously Paid Liabilities Report was reviewed. Commissioner Jones moved for the approval of the current Previously Paid Liabilities Report. Seconded by Commissioner Payne. Ayes: Lopez, Bergstrom, Jones, Payne, Bishop Nays: None Absent: None Director Stuchell introduced Resolution #719 -Assessment of $55.00 to current scattered site residents for City's Mandatory Recycling Fee. He explained that the Commission has been charged $15,000 plus for scattered site houses for the recycling program. He said that he had spoken to HUD and they stated that a lot of housing authorities are charging the tenants. He brought to the Commission's attention that the Resolution states that the Commission assess each current scattered site resident the $55.00 recycling fee. He said that he would like to put together a payment schedule so that they can pay over a period of a couple months. Commissioner Bergstrom asked if our lease speaks to this. The Director said that a modification of the Lease Agreement would have to be done. Also, he said that he thought in the Lease it spoke to assessing tenants for reasonable charges. Commissioner Bergstrom asked that the Director review the Lease with Attorney Dunnings. Commissioner Jones asked that information be sent out to the residents about the sorting, etc., for the recycling program. Director Stuchell said that it was his understanding that everything will go into one bin and the City will do the sorting. MCC Commissioner Bergstrom moved for the adoption of Resolution #719 with the stipulation that the lease be reviewed by Attorney Dunnings to make sure that the lease allows this assessment. Seconded by Commissioner Jones. Ayes: Lopez, Jones, Bergstrom, Bishop, Payne Nays: None Absent: None Director Stuchell spoke to the communication from Lyle Schumann, of HUD Grand Rapids relative to the Amended copy of the 1991 CIAP Program Budget. He said he was extremely pleased with the amended budget. The Director spoke to the letter from Capital Area United Way and stated that our agency has been asked to participate in the Management Assistance Program and he will be speaking to the group October 2, 1991, on what our agency does. Under the Director's Report were the Director's Monthly Production Report for July and August, latest issue of the LHC Journal, fliers that were passed out relative to the Family Fairs, with the Director stating that a number of local agencies will be at the Fairs, Community Policing Officers are involved in the Fairs and the picnic at Mt. Vernon Saturday, September 14, 1991, put on by Officer Jonathan Staten, was a complete success. Under old business, Commissioner asked about the status of the termination of Jenine Amon. Director Stuchell said that the Union's Executive Council met and it was decided not to go into arbritration relative to Jenine Amon. Pearl Fenby has been promoted to fill the position previously held by Ms. Amon. Ms. Fenby's posistion, Intermediate Clerk 22, has been posted and advertised in the local paper. Under old business, relative to the City imposed audit, the Director said that the Ways and Means Committee had stated to him that they would call him if they wanted him to attend their meeting and so far they have not contacted him. He stated that John DiPiero, who is currently conducting the Commission's audit, has offered to prepare a Gap Audit for a minimal fee which he will present to the City explaining that this will save them the $35,000 which DeLoitte Touche charges. Commission Bergstrom said to notify the City regarding what Mr. DiPiero is prepared to do. Explain that it is the same audit as DeLoitte does only appreciably less. -4 - Director Stuchell asked the Commission to go into Executive Session for discussion of a personal matter. Commissioner Jones moved to go into Executive Session. Seconded by Commissioner Payne. Executive Session began at 5:50 p.m. Commissioner Bergstrom moved to go out of Executive Session and return to the regular meeting. Seconded by Commissioner Jones. The regular meeting resumed at 5:58 p.m. Commissioner Bishop moved for adjournment. There being no further business, the meeting adjourned at 6:05 p.m. Submitted by: Chris St hell, Executive Director ana Secretary Delma Lop,6z; Board President Date: n u 191 f HT11 I'Li ,9(, 10 40 MINUTES OF THE REGULAR COMMISSION MEETING OCTOBER 8, 1991 LANSING HOUSING COMMISSION Present: President Lopez Vice -President Bergstrom Commissioner Payne Commissioner Bishop Absent: Commissioner Jones (ill) Staff: Chris Stuchell, Executive Director Ravi Yalamanchi, Assistant Director Billie Permoda, Executive Secretary President Lopez called the meeting to order at 5:15 p.m. Director Stuchell called the roll. All Commissioners present with the exception of Commissioner Jones who was ill. Commissioner Payne moved for the approval of the September 17, 1991, Regular Commission Meeting Minutes and the Minutes of the Executive Session. Seconded by Commissioner Bergstrom. Ayes: Payne, Bergstrom, Lopez, Bishop Nays: None Absent: Commissioner Jones The Previously Paid Liabilities Report dated 9/26/91, was reviewed. Commissioner Payne moved for the approval of the Previously Paid Liabilities Report. Seconded by Commissioner Bishop. Under items of information, the Director said that the Commission had received funding approval from HUD for the 1991 CIAP as amended which equates to $2,267,199 which will be used for South Washington, some scattered sites and roof at Oliver Tower. An ACC Amendment will have to be done. Additionally, he said that the Commission had received funding approval from HUD for the Commission's Drug Elimination Grant Application in the amount of $250,000. An ACC Amendment will have to be done. He said this was very good news and will permit the Computer Learning Centers to continue, plus hiring another police officer for the third family development. He stated that -2- the Computer Learning Centers have been extremely successful. The Director said that Mr. Diaz of the Executive Office of the White House had visited the Computer Centers a couple weeks ago and was very impressed and that his Deputy Director had called and said that he was in the process of making arrangements for Jack Kemp and Mr. Martinez to come and see the Centers. Commissioner Bergstrom said that if Mr. Kemp and Mr. Martinez do come that a program with ceremonies should be held. Also, under items of information was the communication from HUD approving the Commission's Section 8 Application and that twenty-five (25) units have been reserved for the Commission. The Director said that original request in the application was for fifty (50) units. However, that HUD Grand Rapids only get so many for the district and they have to distribute them accordingly. An ACC Amendment will have to be done. Director Stuchell reviewed with the Commission, the Director's Monthly Production Report. President Lopez stated that she had received a communication from the Mayor and would see that other Commissioners received a copy. Commissioner Payne said she would like a copy. Discussion was held on the Deloitte & Touche Audit. The Director said that John DiPiero, now doing the Commission's Audit gave a proposal for a gap audit at a charge of $1,800. Commissioner Bergstrom suggested that he do the gap audit and it be sent over to the City stating that the Commission can get the same audit for $1,800 that the City wants them to pay $37,000 for by Deloitte & Touche. The Director said it was an excellent idea and this will be done. Commissioner Bergstrom asked about the interest in the Commission's investments with Ginnie Mae. Ravi said that they are paying 9% wherein C.D.'s are only paying 4% and that he is very satisfied with the Ginnie Mae's. Commissioner Bergstrom brought up the matter of comp time. The Director stated that when an individual left the organization the maximum amount, no matter how many hours they had, was 80 hrs. This was a change made a few years ago in the form of a Commission Resolution and made a part of the Personnel Policy. The Director said that roof contracts had been signed for all developments at a cost of approximately $600,000. He noted that the roofs on the townhouses are pitched roofs. -3 - Commissioner Bishop moved for adjournment. There being no further business, the meeting adjourned at 5:35 p.m. Submitted by: Chris Stuc 1, Executive Director ana Secretary // Delma Lope , Board President Date : // _ ?j MINUTES OF THE REGULAR COMMISSION MEETING NOVEMBER 12, 1991 LANSING HOUSING COMMISSION Present: President Lopez Commissioner Jones Commissioner Payne Commissioner Bishop (arrived at 5:25) Absent: Commissioner Bergstrom Staff: Chris Stuchell, Executive Director Ravi Yalamanchi, Assistant Director Billie Permoda, Executive Secretary Jeanette Muse, HDS Ethel Williams, HSS Guests: Alicia, Diana, Su -Jen Lee (MSU Graduate Students) Charon Hasse, Hildebrandt Resident William Hill and Mrs. Hill (Mrs. Hill is a resident at 1738 Jolly) President Lopez called the meeting to order at 5:17 p.m. Director Stuchell called the Roll. Commissioner Bergstrom absent and Commissioner Bishop had not arrived. Commissioner- Payne moved for approval of the October 8, 1991, Regular Commission Meeting Minutes. Seconded by Commissioner Jones. Ayes: Jones, Lopez, Payne Nays; None Absent Commissioner Bishop (had not arrived) Commissioner Bergstrom At the request of President Lopez the Public Comment portion of the agenda was moved up. William Hill spoke on behalf of his Mother who resides at 1738 Jolly Road. To summarize Mr. Hill's statements, he said that his Mother was living in a two- d house and had been asked to move to a one -bedroom unit. he was in the -2 - process of getting custody, from the Court, of his child who will be living with his Mother, Mrs. Hill. He noted that he does not know when the Court will make their decision. However, in order for him to get custody, his Mother will have to remain in the two-bedroom house. Additionally, he said that his Mother had been served with a Notice to Quit and had only until November 30, 1991, to vacate. He asked that his Mother be allowed to remain in her home at 1738 Jolly until a Court decision is made and if custody of his child is in his favor that she be able to stay in the two-bedroom home. Commissioner Bishop arrived at 5:25 p.m Much discussion and insight followed Mr. Hill's comments from the Commission and the Director. Specifically, with the Director stating that he had been working with Mr. Hill on this matter since early spring and in fact asked him to produce information from the Court stating that they were in fact working on this case. However, as to date, Mr. Hill had produced nothing. Also, Mrs. Hill was asked to vacate because she was no longer qualified to live in a two-bedroom house when she was the only individual living there, that this is a HUD rule and Commission policy. And Mrs. Hit -1, although- she has been offered a unit at South Washington Park, has refused to move. Commissioner Bishop -made the determination that between now and within the next seven (7) -days that Mr. Hill provide Mr. Stuchell with something from the Court on this custody matter and Mr: Stuchell will poll the Commissioners and depending on the information supplied, the Commission may give his Mother another 30 days. All Commissioners agreed on this determination. Mr. Hill and his Mother left at 5:45 p.m. The Previously Paid Liabilities Report dated 11/4/91 was reviewed. Commissioner Payne moved for the acceptance of the Previously Paid Liabilities Report dated 11/4/91. Seconded by Commissioner Bishop. Ayes: Payne, Lopez, Bishop, Jones Nays: None Absent: Commissioner Bergstrom -3 - Director Stuchell introduced Resolution #720 -Authorizing Execution of Amendment #28 to Annual Contributions Contract C-3307. CIAP 1991. Discussion was held on Resolution #720. Commissioner Jones moved for the adoption of Resolution #720. Seconded by Commissioner Payne. Ayes: Jones, Bishop, Lopez, Payne Nays: None Absent: Commissioner Bergstrom Director Stuchell introduced the three (3) graduate students from MSU and stated that they are working with he and staff on various public relations aspects of the Commission. Alicia, MSU graduate student stated that they have five (5) goals to meet. 1. To improve neighbor's viewpoints of the Commission, specifically, public housing. 2. To involve Educators. 3. To involve the business community and local people who surround the development areas. 4. Improve media relations. 5. Present a format in which tenants become more involved. She said also, that the public relations program will begin in January and run for a year. During that time various things will be done including brochures that will tell the community what the Housing Commission is all about. Commissioner Jones said she thought it was a great idea for people to know that the Commission is helping people and that she is looking forward to the student's feedback. Director Stuchell said that there are now ten residents doing occupied unit painting through the JTPA. The Director introduced Resolution #721 -Board of Commissioners official sanction of the formation of "LHC 2000." He said that HUD requires that the Commission have a working group and that group will consist of seven members. He noted that he already has six individuals from various aspects of the community and he -4 - would like for one Commissioner to volunteer to serve on the "LHC 2000" group. The group will meet once a month and communications regarding the progress/work of the group will be communicated to HUD on a monthly basis. He explained that this is all a part of HUD's Family Self -Sufficiency Program. The Director said that the Commission will have to vote on Resolution 721 to make "LHC 2000" an official body. Commissioner Jones moved for the adoption of Resolution 721. Seconded by Commissioner Payne. Ayes: Lopez, Payne, Jones, Bishop Nays: None Absent: Commissioner Bergstrom Commissioner Jones stated that she would like to serve on the "LHC 2000" and be involved in it. Commissioner Jones was appointed to the "LHC 2000" group. Director Stuchell asked for authorization for President Lopez to sign the cover letter to Mayor McKane which accompanied the Commission's Annual Report. Commissioner Payne moved to authorize President Lopez to sign the cover- letter going to Mayor McKane. Seconded by Commissioner Bishop. Ayes: Jones, Lopez, Bishop, Payne Nays: None Absent: Commissioner Bergstrom Mr. Stuchell reviewedwith the Commission the Action Plan Update which will be submitted to HUD. The Director said that Mr. John DiPiero is working on the Commission's GAP Audit. Commissioner Bishop moved for adjournment. There being no furthe business, the meeting adjourned at 6:18 p.m. Submitted by: C ris Stuchell, Executive erector and Secretary Delma Lopez, Board Pres Date: MINUTES OF THE REGULAR COMMISSION MEETING DECEMBER 10, 1991 LANSING HOUSING COMMISSION Present: President Lopez Commissioner Jones Commissioner Payne Commissioner Bishop (arrived at 5:23 p.m.) Absent: Vice -President Bergstrom Staff: Chris Stuchell, Executive Director Ravi Yalamanchi, Assistant Director Billie Permoda, Executive Secretary Ethel Williams, HSS Guests: John DiPiero, P.C. William Hill President Lopez called the meeting to order at 5:15 p.m. Director Stuchell called the Roll. Commissioner Bergstrom absent and Commissioner Bishop had not arrived. President Lopez, Commissioner Jones and Commissioner Payne present. Commissioner Jones moved for approval of the November 12, 1991, meeting minutes. Seconded by Commissioner Payne. Ayes: Lopez, Jones, Payne Nays: None Absent: Commissioner Bishop (had not arrived) Commissioner Bergstrom The Previously Paid Liabilities Report was discussed. Commissioner Payne moved for the acceptance of the Previously Paid Liabilities Report dated November, 1991. Seconded by Commissioner Jones. Ayes: Jones, Payne, Lopez Nays: None Absent: Commissioner Bishop (had not arrived) Commissioner Bergstrom -2 - Commissioner Bishop arrived at 5:23 p.m. Director Stuchell introduced Mr. John DiPiero, P.C. stating that he had recently performed the Commission's Audit for fiscal year ending June 30, 1991 and also a GAAP Audit. He stated that the GAAP Audit had been forwarded to the City's Ways and Means Committee for comparison to the audit just performed by Deloite Touche for its content and cost. Mr. DiPiero explained both audits to the Board and the purpose of the GAAP Audit. Discussion and questions regarding the audits took place. On the litigations mentioned in the Attorney's letter to the auditor, Commissioner Bishop wants to see something on the status of the litigations. Director Stuchell asked the Board to go over the Audit copies they had received and the -Audits will be gone over point by point, at the January Commission Meeting. Director Stuchell spoke to the communications received from Patrickk-Okoronkwo relative to Oseylee Hill who is in the process of being certified as a foster parent so she can care for her granddaughter. Also, that Mrs. Hill be allowed to remain in her two bedroom home.- He said that Commission- policy does not allow individuals to stay in unit they are not qualified for on the basis of being a foster parent. Foster parents care for a child, and basically they are reimbursed for these services by the state. Additionally, being a foster parent is not a permanent situation and thus are ineligible to remain in a unit for which they do not qualify. However, if they are appointed guardian that is allowable. Commissioner Jones said that the letter from Mr. Okoronkwo states it will take two (2) months from now before Mrs. Hill gets her license, if she does get it. Director Stuchell said that Mr. William Hill has still not provided anything from the court stating that the case is in court on appointing him legal guardian. William Hill said that he cannot force the court to provide this information. The Commission took a ten (10) minute recess. -3 - After more discussion on the Hill matter, Commissioner Jones made the following statement: Mrs. Hill would be given until the Board Meeting of March 10, 1992, to get her license for foster care and that is the deadline. If nothing has taken place by the March 10, 1992, meeting Mrs. Hill will be asked to move. William Hill said he cannot say how long the court is going to take for their decision. Again, Mr. Hill was told March 10, 1992, was the deadline. President Lopez said that the Commission has rules and regulations that must be followed. Director Stuchell reviewed the Director's Monthly Production Report and Resident Painting Program. Also he said that five (5)- maintenance employees have been assigned to do the scattered site units. Preventive Maintenance Program is coming -along good. Regarding the repair of elevators at South Washington Park, the monies for this will have to come out of the 1991 CIAP. Commissioner Bishop moved for adjournment. There being no further business, the meeting adjourned at 6:45 p.m. Submitted by:� Chris Stu Delma o� Date: l 11, Executive Director & Secretary ,`Board President to �� N � :':7 � � C.--, i �_7 C'" .. ,.i Fj �_ .. T v � � �. 1, _ G�_ � N I Q7