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HomeMy WebLinkAbout1994 Lansing Housing Commission MinutesMINUTES OF THE JANUARY 12, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Bishop Commissioner Jeffries Staff: Executive Director Stuchell Pat Crane, Clerk Administrative Secretary Davenport RDS, Jeanette Muse Thomas Woods, HDS HDS, Ethel Williams Carmen Gomez, HDS Sandra Kowalk, RIC President Lopez called the meeting to order at 5:18 p.m. Director Stuchell called the roll, all Commissioners present. Commissioner Jones moved for the approval of the minutes of the December 08, 1993, meeting minutes after it was noted there should be two corrections. Jo Flaherty be added to the list of guests, and that Commissioner Bishop made the inquiry regarding the report from Dr. Dauer. The motion was seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Lopez, Bishop, Payne, Jeffries, Jones Commissioner Jeffries moved to approve the Executive minutes of the December 08, 1993, regular meeting. It being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Bishop, Payne, Jeffries, Jones The Previously Paid Liabilities report for the month of December was presented. Questions were answered, and Commissioner Jeffries moved for the approval of the report, it being seconded by Commissioner Payne. Moved: Commissoner Jeffries Seconded: Commissioner Payne Ayes: Jones, Lopez, Payne, Jeffries, Bishop -2 - Director Stuchell, read Resolution # 757 recognizing Ravi Yalamanchi for his service as Assistant Director at the Housing Commission and put it on the table for a motion. Commissioner Jones moved to approve Resolution 0757 and it was seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Lopez, Bishop, Payne, Jeffries, Jones February's Commission meeting will be held at the Hildebrandt Development. At that time we can tour the new Community Building. HeadStart should be in and operating next week. Laundry equipment will be installed as soon as doors and windows are secured. We are at the punch stage, or final inspection stage of existing CIAP work. Lead based paint work will be started, there are 10 units needing testing on the Shepard and Leslie St. areas. Collective Bargaining Agreement. The Mayor signed off, we sent it to HUD. Mr. Schumann was going to come to Lansing today and we expected results of their review. Also, there is a question regarding our maintenance workers wages being in line with other maintenance departments in this area. If we change any language or add any language, it will have to be approved by the Union. Director Stuchell informed the Board that he has been appointed to the Executive Board of the National Association of Housing and Redevelopment Officials. President Lopez appointed Commissioner's Payne and Jones to review the Commission's policies. President Lopez appointed Commissioner Jeffries and Commissioner Bishop to the Personnel Committee and to specifically work on the Commission's Personnel Policy. Director Stuchell introduced Pat Crane to the Commission as the new Unit Chapter Chairperson for the Union. Commissioner Bishop inquired as to the HUD review. We expected to hear something from Mr. Schumann when he came to Lansing today, but he called and cancelled because of illness. -3 - President Lopez suggested that if we do not receive the report within two weeks, that we would do a formal inquiry by letter. Our last contact regarding the review was with Ron Wooster, he said they were working on it. Commissioner Bishop also inquired as to the report from Dr. Dauer. Director Stuchell informed him he had spoke with Dr. Dauer and that the report is on its way. Commissioner Bishop asked for a copy of our response to Earl Blount's Civil Complaint. The response was provided to all Commissioners before they left the meeting. Commissioner Jones inquired as to the status of the emblem being put on the Van. Director Stuchell presented the Board with our Computer Learning Center Video and Handbook. All in attendance had the opportunity to view it. After watching the video, Commissioner Jeffries moved to adjourn the meeting. The meeting adjourned at 6:00 p.m. Chris Stuchell, Executive Director and Secretary Date: L 1L(. MINUTES OF THE FEBRUARY 22, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Bishop Commissioner Jeffries Staff. Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse HDS, Ethel Williams Guest: Angela Jackson, MSU, Urban Affairs President Lopez called the meeting to order at 2:37 p.m. Director Stuchell called the roll, all Commissioners present. Commissioner Jones moved for the approval of the minutes of the January 12, 1994, meeting minutes after it was noted there should be one correction. That Commissioner Jones be listed as Vice -President. The motion was seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Lopez, Bishop, Payne, Jeffries, Jones The Previously Paid Liabilities report for the month of January was presented. Questions were answered regarding the Laundromats and how they will be maintained. Hildebrandt tokens are being sold out of the office at this time because of lack of participation in Resident Council there. Angela Jackson mentioned the survey taken at LaRoy Froh and other Housing Authorities and that this reflected the general attitude of helplessness of Public Housing residents. That they were interested in providing technical leadership and direction for residents. Commissioner Bishop requested itemized breakdowns of attorney's fees for the Gonzalez case, Houston Matter, and Earl Blount. Commissioner Jeffries moved for the approval of the report, it being seconded by Commissioner Payne. Let it be noted Commissioner Bishop will vote Nay -due to vehicle purchase and HUD Finding . -2 - Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Jones, Lopez, Payne, Jeffries Nay: Commissioner Bishop Director Stuchell, explained Resolution # 758 Risk Control Program Policy. After discussion, a motion was made to send the Policy to HUD for critiquing and to table adopting this policy until we heard from them. It was seconded by Commissioner Jones. Moved: Commissioner Jeffries Seconded: Commissioner Jones Ayes: Lopez, Bishop, Payne, Jeffries, Jones CIAP/COMP-The CIAP work is winding to a close. COMP work is proceeding well. Attention was directed to correspondence contained in the meeting packet regarding the Collective Bargaining Agreement. Attention was also directed to correspondence regarding a premium refund from Voss Insurance Services. Also, to materials regarding two personnel issues. The Director presented the Production report for the month of January. Informed the Commissioners he had met with the maintenance workers regarding de- centralizing the workers. Spreading them out to the developments. The response was good. This will be a cooperative effort to streamline the maintenance operation. The Budget Performance report was presented to the Commissioners. The report was prepared on a line -item basis. What has been spent since the beginning of our budget year. It will be part of your packet on a monthly basis. Commissioner Bishop inquired as to legal fees, it was noted that we are only at 66% of budgeted amount and this was a year for Union negotiations and that was not taken into consideration when the budget was prepared. The Director requested approval to attend the NAHRO Legislative Conference in Washington D.C. The estimated amount of cost was provided to the Commission. The importance of this particular conference was noted by the Director and reiterated by Commissioner's Payne and Lopez. Commissioner Jones also expressed that this trip would be of importance. Commissioner Payne moved to approve authorization for the trip, it being seconded by Commissioner Jeffries. It was noted that Commissioner Bishop would vote nay -regarding travel and lack of corrective actions regarding recurring violations. -3 - Ayes: Jeffries, Jones, Payne, Lopez Nays: Bishop President Lopez commented that her response was printed in the Point of View, Section of the Lansing State Journal today. The Chair of the Policies Committee reported tht they will be meeting soon. The Personnel Committee has received copies of all resumes and have made a first review. Would like to set up some times to meet. Commissioner Bishop inquired about the Dauer report. We have made contact with Dr. Dauer and the report is forthcoming. Commissioner Bishop requested that a letter be written to Dr. Dauer requesting final report. Commissioner Jones commented that the feedback would be helpful to staff. Jeanette Muse inquired as to why Channel 6 news was there when she arrived. She was informed that someone had provided them with a copy of the HUD Management Review. Commissioner Bishop questioned the actions taken in the last few days. It was explained to the Board that we only have so much time to respond to certain issues in the Review. We have prepared the PHMAP response and it is here tonight to review before sending to HUD. Regarding going to HUD, what happened today was good because it got results. Now we can deal with issues and not innuendos and assumptions. The PHMAP response was gone over. Work order tracking system is in place. We have a system of annual inspections, they are done when each re-examination is .done. Also we are required by the city to have our units inspected by the building department of the City of Lansing. It was also noted that HUD did not conduct a physical inspection of our units. We started using the HQS inspection form in September. Commissioner Bishop moved to send the response to HUD, it being seconded by Commissioner Jeffries. Ayes: Lopez, Payne, Jeffries, Jones, Bishop Nays: None What happens then is that they have a timeframe in which they have to respond to us. They have to report it to the region, but the decision is up to Grand Rapids. -4 - Commissioner Jeffries inquired as to whether we could request that Grand Rapids come down and address the Commission. He was informed that we can request that HUD come here and that they have an obligation to respond to that request. We have to address these issues, we have to implement a plan and the plan has to have time tables attached. Would like to have a timetable action plan by the March meeting. It was decided then that the Commission would meet the following Tuesday, March 1, 1994, at 5:15 to work on these issues. Commissioner Bishop expressed concern that the Director met with the media, before he met with Commissioners. He was informed that there is a policy regarding this and also that there was not time to do so. Angela Jackson extended an open invitation to participate in their on-going commitment to build strong communities in Public Housing. She told the Commissioners that she would send each a notice of their Statewide Advisory Meeting and also for the March 5, meeting at the Kellog Center. Commissioner Jeffries made a motion to adjourn the meeting. The meeting adjourned at 4:35 p.m. Presidgpt, Delmay pe Chris Stuchell, Executive Director and Secretary Date: , 9 111 7 LANSING HOUSING COMMISSION SPECIAL COMMISSION MEETING MARCH 1, 1994. PRESENT: President Delma Lopez Vice -President Cynthia Jones Commissioner Payne Commissioner Bishop Commissioner Jeffries Staff: Chris Stuchell, Executive Director Dona Davenport, Adm. Secretary Ethel William, HDS Jeanette Muse, HDS Pat Crane, Clerk Vickie Limberg, Clerk Guest: Lisa Olsen Meeting was called to order at 5:28 P.M. All Commissioners present. Certificate of notice was presented to the Commissioners and passed for signature. Copy of revised admission policy in a packet for Dorothy and Cynthia. It has all amendments incorporated into it that we have made over the years. Would Policy Committee review the information, so that the Board can act as a whole. Current travel policy and City of Lansing Travel Policy also contained in packet. Audit Results Annual financial statement not provided to Homebuyers. We have done this. BJ -Asked as to whether we ever do a notarized list of mailings. We will consider doing this in the future. PHMAP-looking at 92 vacancies in 1993. No system of tracking in place. Accounting forms are used to keep track. Mary J. Clark does this. Date when unit becomes vacant, when rehab starts and finishes and then when tenant moves in. 1 Workorder system deficient they couldn't find all the work orders. "The way we handle it, they feel it is lacking proper control. This will improve when we get new computer system. Annual inspections -they state we don't do annual inspections, we provided them documentation that we do do them. Our managers will contest to that. What they told me was they want a sheet of paper that lists all units and when they were done. When a tenant moves out the unit is inspected. When the unit is rehabbed, it is inspected, and when a tenant moves in it is inspected again. It is inspected every year thereafter. Ron Wooster would like to see this posted in one place. We are working on coming up with a form for each manager. This form was not centrally located. Each manager turned in their reports to the Assistant Director. MPO's were done, Monthly production reports manager submits to Assistant Director work orders, CO's BJ -Issue is how we are tracking. CS -What they are saying is if you do not have a (form) -system of tracking, how can you certify that you are doing inspections. HQS-Section 8 inspection packet. We know our units are up to Section 8 HQS Standards. We were using our own form. When they were here -All managers were instructed to start using the HQS form. Ours basically did not say HQS at the top and did not say HUD at the bottom, that is how small the differences are. The only valid way to record these inspections is to use this form. PC -Do they use all the pages? All 6 pages? CS -It deals with things we don't have. Resident Iniatiatives- Procedures and Policies in place. Historically yes, we have been in the forefront for Anti - Drug, Resident Council, Homebuyers, Education -but we never did formal policies dealing with the specific issues. We were told in Sept or Oct we did not have a formal poficy,so we did it immediately. Our argument is that it is not a yes or no question. We were doing it, and we are farther ahead of every other Housing Authority in the state. They are in the policy book now. 2 General Management Policies , utiltity allowances and tenant charges were not posted. 2A. Each development has posted a notice stating that all policies are available at the downtown office.Utility Allowances and tenant charges are posted in each development. Policys should be bound in a notebook for use by the Commissioners. 2B. The Board received their policy binders at the October meeting. The LHC needs to review operating policies. 2C. In process, starting with the admission policy and travel policy today. FSS Action Plan -and the modifications to the Section 8 Administration Plan. At the regular March meeting, need to look at all of the policies. Should provide staff with revised polices. 2D. When new polices are in place, staff will be provided with copies. Review of Personal Service Contracts. 3A. Ron Wooster will fax sample personal service contract for us to adopt. It will basically deal with the type we use. Apartment cleaning and Computer Learning center Coaches. Some of our coaches are tenants. Tenant painting is over. I didn't count their income because the CFR read that it was TTPA money. HUD regulations say not to count money for people involved in JTPA programs. They indicated in ther letter, regarding coaches that there was no rule stating that you do not count their income only DTPA income. Coaches and cleaners income is and has been counted. They are trying to institute a program that if a resident gets job with the Housing Commission income won't be counted for 18 months. BJ -Service contracts need to be looked at by the attorney. CS -They will be given to the Board for review. When we receive the new one -all our contract people will sign one. 3B. Part of 3A. 3C. Workman's Comp claim. HUD is asking for this when it is is over. We will send it to them. 3D. Personal Service Contract given to Board, if we replace a cleaner etc,. 3 CS -The Commissioners are sent this a few days before the meeting, the P.O. number, description of what was purchased, also talked about at the meeting. We can't provide all backup documentation. Do you realize how much back-up some of this has -if you let us know we can have specific things at the meetings. If a Commissioner would like to see it. We do give a breakdown. It could be available specific items etc. BJ -Are you interested in a procedure? BB -Prior approval - CS -When they spoke about by-laws, our by-laws were not violated. Information was provided that the by-laws were not violated. The by-laws do not require pre -approval for expenditures. BB -Prior approval and not after. CS -Mr. Wooster was saying our by-laws say this. BJ -Are you saying that you want prior approval? BB. I thought that they were requiring prior approval. CS -If you'll look at this what was mentioned, in the final review, that the LHC specifically requires disbursements must have prior approval by the Board, that statement is the statement that they retracted. BJ -Concerns raised on what is required of this Board. So that everyone is comfortable, are there certain issues we need to approve. BB -Review By -laws -Procurement Policy. CS -It is in your notebook. BJ -Concerns we need to deal with. BB -Purchasing vehicles, major purchases need resolutions etc. Page 12-F Travel review has not been done by the Board. As you will note, last Commission trip -was brought before the Board and upon returning there will be a report made to the Board. Part of the Travel Policy. Out of state travel on a trip by trip basis -I suggest that any trip that involves overnight lodging come before the Board. Expense report also. Placement specialist -Considering our placement activities, even though it was not in the budget to do that. We hired a placement specialist, because for the second time an employee took advantage of the system and placed someone inappropriately. On the purchase of equipment I am going through that -on COMP grant. A budget revision was to be done. Generally vehicles are in the budget in that budget it will list where and tractors, etc. il BB -New employee -this position was" wiped out in 1989 -placement specialist. How did we make a change so quickly? CS -We had an instance where we had a placement specialist who was discriminating against applicants, she was let go, the decision was made to decentralize the activities. You will also remember in 1988-1989 we hired clerks, before that the managers did all the work. At that same time we moved placement duties to each development. In 1993, we had the same situation, an employee was able to abuse the system. It was decided by Executive Director and Assistant Director that more control was needed. We reduced the Placement to a lower classification. Under the supervision of the Executive Director and is following all the rules and regulations. We tried it one way and we were not happy with results, so we moved it downtown. As far as the clerks, we still need someone to cover the offices, the Managers are very busy, It is a very important part of the business of the PHA, applicants deserve the fairest treatment available Board members required to certify to the HUD office that they do indeed receive a Board Packet. Drug -Free Workplace Policy This has been in personnel files since 1989. Was reviewed by the Board and the Union in 1989. Issue is that it is not a formal adopted policy. 4A. Drug-free Workplace Statement -This was discussed at the June 1989, meeting. It was discussed with the Union. All employees signed this agreement. It will be given to the Board at the March meeting for adoption. BB -Finding #4 -Exit Interview -That employees have concerns. Maybe a special committee to look into this. This behooves us as Commissioners to address this issue. BJ -I think we need to be careful to only respond to the final audit, the exit interview findings were not public information. They came back and we got our final report, this is the official review. What we have to respond to is the final review. They took the initial review and redid it and this is what the true findings are. This will go all the way up to HUD. It is important that we do not recognize 2 reviews. This is now the state of the LHC for that audit. For the benefit of the Housing Commission as a whole. BB -I don't think the facts are truly here. We need to address that. We need to establish a Committee to review. We should be sensitive to the various employees and tenants. We need to come up with some kind of review system. E DP -Well we need to know who they are first, do you know who they are? BB -I do not know who the people are, but we need to address the issues. It says various issues. BJ -This is dealing with the issue of the drug-free workplace. BB -That's where we are on page 12. BJ -Finding #4. Came out of the original Drug-free workplace. Upon further investigation, they exclude it. It does seem to me that upon review we need to take care of our own house, as far as official reports and when we are responding too. You could use pre -reports on anything. Maybe we could ask them why it wasn't included in the final report, if it was based on anonymous phone calls made to them or some other non - substantial reason. CS -A report has to be completed for HUD. It has been requested earlier, that they come back. Check us out again. They have an obligation to come back here and do it. BJ -You are suggesting that we have them come back in. DL -We will deal with the final review and finish it. BJ -Is it still in there. BB -We have received various complaints. Again, the Commission has every right to call HUD in here after proving required activities and ask them to deal with these issues. CJ -Maybe put it on our agenda for 3 to 6 months. CS -The work we will be doing in the next weeks, reviewing and revising polices, etc. At some point they will get back to us, this is cleared, that is cleared, this is not, Commission can then say come back and lets go over this. They are obligated to provide us technical assistance. BJ -Right here are the minutes from June of 1989, you discussed this then. CS -It is in personnel files, every employee has signed an agreement, the policy will be put into effect. BJ -June 1989, Drug -Free Workplace in the minutes from that meeting. Requiring all Housing Commissions provide each employee, place in personnel file. It just was not formally adopted. That is what the finding is about. CI Segregation of Financial duties have been and are as follows: 2A. 5 people are involved in that. 1 person can not do all of it. Section 8 HAP Checks -Section 8 Coordinator (1) loads assistance amounts for check run, then verifies with pre -payment register. Checks are then prepared by Account Clerk.(2) Checks are then given to Section 8 Clerk for separation. Checks are then countersigned by Comm. Pres.(3) and Ex. Dir,(4) then returned to Section 8 Clerk for further breakdown and mailing. Check copies are then returned to Financial Manger.(5) Financial Manager then gives check copies to Casher(6) for spreadsheet and 1099 preparation. Monthly spreadsheet preparation by Cashier and submitted to Financial Manager (7) for final accounting and processing of General Ledger. Petty Cash Purchase Order or Memo, authorized by Ex. Dir. given to the Account Clerk or Financial Manger for preparation. Petty cash checks must be signed by Financial Manager and Ex. Dir. Copies retained by Fin. Manager along with supporting invoices for monthly reconciliation. General Funds Checks Purchase order is initiated at maintenance department by Stock Clerk.(1) Goldenrod P.O. authorized by Maintenance Supt. (2) and Ex. Dir. (3) prior to ordering. When receive verification of such by Stock Clerk, final P.O. is prepared by Maint. Sec. (4) and signed by Maint. Supt. Signed by Ex. Dir. (5), given to Account Clerk (6) Checks are then countersigned by Comm. Pres. (7) and Ex. Dir. Cashier (8) then separates and does mailing. Copies are returned to Fin. Manag. for accounting process and disbursement to general ledger. I don't know how it could be more segregated than this. 2B. LHC Board will be given monthly Petty Cash reports, prepared by Fin. Manager for approval. And the Petty Cash backup will be here, there are not that many. The Board can enforce and make sure those Petty Cash checks are being used the right way. 3A. Retracted by HUD 7 3B. Monthly Budget Performance Report was given to the Board. 3C. Maintenance monthly financial reports -included in the Monthly Budget Performance Report. Apparently, they approached Steve Doerr when he was still a Maintenance Supervisor and asked if he had input into the Budget. At that time, our budget had already been submitted. The Maintenance Superintendent does provide input into our budget. He does by virtue of his position. A wish list request has been given to all Managers and Supervisors for the next budget. Discussion 3D. Whether Commissioner should come to the Housing Commission to sign checks. The Board President has always been the authorized co-signer of checks. I am rarely gone long enough to require that we put more authorized signers on checks. It will just make us more vulnerable. The system that is in place, has been in place for many years. DL -I have been a Commissioner for 21 years. I have been president for 10 years. I have been signing checks, under Mr. Norris, signed and returned the next day. If it is not to be done this way, as a requirement, O.K. It takes more than just I hour to sign all checks. I do it about 1/2 and go do something else then get back to them. I take exception after 20 years. BB -Time of disbursement -serious delay- between 6 to 8 days. The Commission checks should not leave the building. DL -Section 8 people would be after you if they were delayed too long. CS -It depends when the last day of the month falls. It depends on when the checks are run. I don't feel there should be another person, but that is up to the Board. BJ -Has this issue ever been brought up in an audit? CS -No, it would have been brought to the table if it had. When we automated and got this thing going, we try to do 1 major check run a month. When there is going to be a Board meeting, we have checks of importance to get out, we may run them, because we know Delma will be here. Utility Check, etc. For the President to set here and sign 400 HAP checks. Other Housing Commissions have signature plates. To sit down and sign 400 checks is difficult. DL -Another reason is that I am available. Most of you work. BJ -Is it inappropriate to use a signature plate? I don't know of any business that does not use signature plates to sign over 400 checks. This process is archaic. BB -Checks require action, doesn't say business as usual. We may not like it, but as I interpret it, it is a required action. CJ -We could put it up for vote on the March agenda. I just want us to come up with a way to satisfy this. Promptly Post Checks 3F. New automation system will be purchased with emphasis on this issue. 3G. New automation system. Leave requests, accumulated leave. 4A. &4B. Employees that have more accumulated time than they will be allowed to leave with. Personnel Committee will have to address this. In the past, I have written memos to employees and had them use COMP time etc. We can put something in place to try and rectify this. The problem is that they have more on the books, than they are allowed to leave with. The other employees that have been here a long time. Maybe they can use COMP instead of vacation. The City thing -To the attorney and Cleophus Boyd, they were going to be given more COMP time than the City allows upon leaving. Only allowed to take 80 with you. Annual Physical Inventory 5A. This has been completed by Fee Accountant 9-1-93. Copies will be given to Commissioners and sent to the HUD office. Inventory Control System 5B. System is in place, but new automation system will improve control. System in place keeps running inventory. CJ -Is there a count taken? CS -Major physical count is done once a year by Dave Abood. He goes to all the developments. All non -expendable equipment record submitted to HUD. 6A. Concur E Adjust property records. 6B. We do it. Ted Van Loo will provide this for March meeting. In the case of the camcorder, it was lent to our Boarshead Theater Group. They had it at a school where rehearsals were being held. We have contacted the schools, talked to secretaries, the Principal, the security division, with promises of written documentation of theft, but nothing has been given us. The insurance receivable, back many years ago. Pro -Am cancelled us 1987 -1988 - Mid -term. To this date we still have not received anything back. I am using the HUD office for help, particularly Yvonne. Another company has taken over and state they have no record of it. We will be working on this issue. Repair of Ford Van -the damage happened in the parking lot. No accident report was filed because we didn't know it had happened, until someone came in and said hey, the van has been hit. Travel Policy 7A. LHC Board will review and revise. Use of LHC vehicle policy. 7B. Concur Travel logs. 7C. Concur In the past, when an employee needed to go to Grand Rapids, sometimes a mileage check for fuel would be made out prior to the trip. Mainly because we knew exactly how many miles it was, and it made it easier on the employee. So the backup was not there. Now that we have the Van, that is not necessary. It would be nice if all employees could use a Commission vehicle, but we have 4 managers and they travel alot to their scatter sites. They turn in mileage reports. The Resident Initiative's Coordinator has taken the Van to Inkster, they are using it Saturday to take Residents to the Kellogg Center to hear Commissioner Jones speak. Procurement policy. President of the Commission attended a conference in Detroit- HUD questioned, but since has retracted due to the fact that Henry Cisneros was there, the current Secretary of HUD. There was also HUD staffers there. NAHRO does not give us a receipt for registration, but we do have the cancelled checks. Any trips made have been reconciled. 8A. Policy Committee will review compliance. Ford Aerostar Van -bids were sought, they were attached to the check that the HUD people looked at when they were here. 10 Accounts with local merchants. 8B. These accounts are already in place, and were when HUD was here. Maintenance involved in budget planning. 8C. In place; Budget Performance Report will be reviewed with Maintenance Supt. To just ask staff indiscriminately, a maintenance 22 worker or a maintenance 24 worker would not have knowledge of budget information. Lead Based Paint Notice and Federal Privacy Act Notice. 9A. In place, when notices were received Managers immediately started giving them to tenants while doing re -certifications, we did not receive these notices until September from HUD. Admission and Continued Occupancy Policy 10A. Policy Committee given proposed Admission Policy which includes all amending resolutions and current HUD regulations. Tenant asset verification. 11A. We are verifying checking account balances, etc. Security Deposit -Dwelling Lease Agreement 12A. New lease is in effect. Received O.K. for it while they were here. Finding #13 was corrected when we presented HUD with Resolution #684. Full disclosure of applicant's verifications. 14A& B. LHC will verify eligibility within 7 days of application, or applicant will become ineligible for housing. Monitoring of LHC's waiting list. 14C. A report of waiting list and vacancies will be given to the Board. Security Deposits 15A.& B. We have implemented a new form, and reiterated proper procedures to staff. Observations will be given to us. I have asked that they give us the names of the files they looked at. Managers will attest that they get notes on their leases, reminders to date them, obtain signatures, etc. We will be advertising our 1 and 2 bedroom apts, and open the waiting list on March 7, through March 31, 1994. The advertisement states that they must bring income verification and family composition verification with them. What had happened at one point was some people were on the waiting list for 3 years. But, no one got in and no one 11 will get in without proper verification. They will have to provide all within 7 business days or they will become ineligible. We are meeting with staff on procedure for taking applications. Want to let everyone know -in the past we have no matter if a few months had gone by, if a tenant turned up and we owed them money we would give it to them. Oseylee Hill, moved out and she had a credit. She contacted us and we refunded it. Oseylee Hill was the person who was waiting to get her custody of her grandchild. And we held off, for awhile, then basically we told her she had to transfer to a 1 bedroom or move out. Even when we went to court, we told her just move to a 1 bedroom and we will drop it. She had her attorney appeal it, she finally moved. BJ -Basically what we have here today, is this going to be used for the formal action plan? We will firm up the Action Plan at the meeting in April. Commissioner Jones moved to adjourn the meeting, it was seconded by Commissioner Payne. The meeting adjourned at 8:15. 12 MINUTES OF THE MARCH 9, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Bishop Commissioner Jeffries Staff. Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse HDS, Ethel Williams HDS, Carmen Gomez Steve Doerr, Maintenance Superintendent Pat Crane, Clerk Guests: Kathy O'Neill, Marjorie Ojibway, Michael Muse President Lopez called the meeting to order at 5:17 p.m. Director Stuchell called the roll, all Commissioners present. Commissioner Jones moved for the approval of the minutes of the February 22, 1994, meeting minutes after it was noted there should be a correction regarding a statement made by Commissioner Bishop. The motion was seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Lopez, Bishop, Payne, Jeffries, Jones The Previously Paid Liabilities report for the month of January was presented. Questions were answered regarding the truck radios, Oseylee Hill's rent refund, the sign at Hildebrandt Park, and logos for 2 trucks. Commissioner Bishop moved to approve the liabilities report, it being seconded by Commissioner Jeffries. Moved: Commissioner Bishop Seconded: Commissioner Jeffries Ayes: Jones, Lopez, Payne, Jeffries, Bishop -2 - Director Stuchell, presented Resolution # 758 Drug Free Workplace Policy Statement, a verbatim copy of the policy provided to us by the HUD office for approval and adoption. Commissioner Jones ask that it be tabled until the next meeting so the policy committee could review it. Commissioner Jeffries also asked that lie be able to review this policy. Commisioner Jones made a motion to table, it being seconded by Commissioner Jeffries. Moved: Commissioner Jones Seconded: Commissioner Jeffries Ayes: Lopez, Bishop, Payne, Jeffries, Jones Resolution #759, Inventory Write Offs- it being noted that the biggest percentage of write off was the disposal of appliances, as we replaced all appliances at LaRoy Froh, Forest, Hoyt, Hildebrant, Oliver Tower and S. Washington. We kept the good ones and sold the rest. We disposed of 3 vehicles, a 1980 model, 1981 model, and a 1985 model. Verification of the advertising and bidding process was presented to the Board. Commissioner Jones moved to approve Resolution #759, it being seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Lopez, Bishop, Payne, Jeffries, Jones COMP -We are preparing to hold public hearings and you will receive notification of such. We solicit and use input from residents and the community at large. We conduct these hearings at our Community Buildings. We basically tell the residents what we are putting in our 5 year plan. Give them an opportunity to comment and record those comments. We are going out for bid in May for 50 scattered site units on this year's COMP Grant. Roofs, kitchens, bathrooms, furnaces, water heaters, etc. The furnace make-up air units for the 2 senior buildings. Commissioner Payne inquired if that takes the place of air conditioning. Our agreement with the City still stands, if they ever build the parking ramp next door, they will put air conditioning in this building. Commissioner Payne -maybe we could find a place that would give the seniors a break on air conditioners. Correspondence was presented to the Board from David Lick, Attorney regarding an article about our Computer Learning Centers. Sandra Kowalk provided a Resident Initiatives report, highlights of activities at the Kellogg Center, of which Commissioner Jones took part in. -3 - The Director presented the Production report for the month of February. Monthly budget report, we will be scaling back in certain areas and will do budget revision this Spring. Due to the bad winter we will have no utility surplus. Petty Cash report, completed by Financial Manager, Joyce Whitford was presented to the Board. At the Maintenance Staff meeting February 18, 1994, discussion was held on decentralization of maintenance. The 1st district we create will be LaRoy Froh. Commissioner Bishop -The highrises continue to lose revenue. We move quite a few in and then quite a few leave. Our 1 and 2 bedroom waiting list is open now, from March 7 through March 31, 1994, we are having a good turn out. Commissioner Jones noted that in the Maintenance report, discussion was held on health concerns related to HIV -TB -Hepatitis B. There is a program available, and we should look into providing the shot series for our maintenance personnel. Commissioner Jeffries -Had HUD came out with anything on this. Nothing on this issue, but we will look into it. Report on Policies: Commissioner Jones noted that they have looked over the City's policy and she and Commissioner Payne agree that we should follow the City's policy. We discussed the mileage limit with the Financial Manager and she called the IRS. It was noted that the City allows 29 cents per mile travel allowance and the IRS limit is 28 cents a mile. Anything over 28 cents will have to be claimed. All transportation costs paid by the Commission. Example: Car rental -etc. If it is out of state -the air fare would be paid -taxi or public transportation to the seminar or conference site, but car rental for site seeing would not.. Most seminars are held within a specific hotel and that is where a person stays. Commissioner Lopez -If you go out of state, you fly, you receive taxi fare, any luxurys, you would be on your own. Maybe the travel policy should state the specific's transportation to get there and back. Commissioner Bishop -All travel should be cost effective and timely also. -4 - Commissioner Jones -All travel must be authorized by the Board, they should be notified ahead of time and even polled by phone. Commissioner Payne -Make it so that an employee may go, to a training session and what happens if someone has registered and can't go and we don't get our money back. If you don't get your money back should we substitute someone else. Still going over admission policy. Commissioner Jeffries -We will meet in two weeks to discuss the Assistant Director Position. CS -I would like to officially reschedule April's meeting for the 6th of April. By the last few days of March, we need to have our timetable into HUD. Public Comment: Marge Obejiway commented about the travel policy. Kathy O'Neill addressed the Board of Commissioners regarding her tenancy with the Housing Commission. Complaint about her neighbors. The application process was explained to Ms. O'Neill and the fact that we have a screening committee comprised of Housing District Supervisors and that this particular tenant went before the screening committee. Question was raised as to why she was given a scattered site. We also have a process for scattered sites. Sometimes we cannot find tenants for our scattered site units. Ethel Williams, Yes, I had a scattered site on N. High for quite some time and just could not get a tenant to move in. We offered it to several tenants and no one would take it. After much discussion, Ms. O'Neill was assured that action would be taken regarding her problem. Commissioner Payne -She would like the meetings taped. Commissioner Jeffries -We should look into it and see what it costs. Commissioner Bishop -Asked if we sent a letter to Mr. Dauwer. We have and we have also called his office. Commissioner Jeffries moved to adjourn the meeting. There being no further business the meeting adjourned at 6:25 p.m. 05-1-3-94A10:51 RCVD MINUTES OF THE APRIL 13, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Bishop Commissioner Jeffries Staff: Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse Pat Crane, Clerk HDS, Ethel Williams Brenda Franklin, Clerk HDS, Carmen Gomez Dave Beardsley, Maint. HDS, Thomas Woods Steve Doerr, Maintenance Superintendent Pat Crane, Clerk Guests: Kathy O'Neill, Shirley, Bedford, Lisa Sherwood & daughter. Ted Van Loo President Lopez called the meeting to order at 5:20 p.m. Director Stuchell called the roll, all Commissioners present. Director Stuchell informed the Commissioners that Commissioner Jeffries had another obligation and that he would be leaving at 5:45, and would they consider moving up Items #6 and #15. Discussion was held regarding Public Comment, Commissioner Jeffries stated that it would be alright if they held Public Comment before going into Executive Session. Mr. Ted Van Loo from Accounting Specialists explained the budget revision to the Board of Commissioners. Director Stuchell then went on to explain each line item and then asked for approval to send the Budget Revision to HUD. The approval was moved by Commissioner Jeffries, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Lopez, Jones, Payne, Jeffries Public Comment: Lisa Sherwood presented the Commissioners with a letter regarding a transfer request. She was assured that we would look into the matter and get back to her. Commissioner Jeffries moved at 5:40 to go into Executive Session, it being seconded by Commissioner Bishop. The meeting reconvened at 6:07. At this time, Commissioner Jeffries left the meeting. Commissioner Payne moved for the approval of the minutes of the Special Commission meeting of March 1, 1994, The motion was seconded by Commissioner Jones. Moved: Commissioner Payne Seconded: Commissioner Jones Ayes: Lopez, Bishop, Payne, Jones Absent: Commissioner Jeffries Commissioner Payne moved for the approval of the minutes of the Commission meeting of March 9, 1994, The motion was seconded by Commissioner Jones. Moved: Commissioner Payne Seconded: Commissioner Jones Ayes: Lopez, Bishop, Payne, Jones Absent: Commissioner Jeffries The Previously Paid Liabilities report for the month of January was presented. Questions were answered regarding A-1 Mechanical and the purchase of a furnace. The Commission was informed by Maint. Supt. Steve Doerr, that A-1 Mechanical is providing the service at a less expensive price and providing a longer warranty. Commissioner Jones moved to approve the Liabilities report, it being seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Jones, Lopez, Payne, Bishop Absent: Commissioner Jeffries Resolution #760 -Write offs -Security Deposit and Rent Credits. The Resolution was read by Executive Director. Commissioner Bishop moved to approve the resolution, it being seconded by Commissioner Jones. Moved: Commissioner Bishop Seconded: Commissioner Jones Ayes: Jones, Lopez, Payne, Bishop Absent: Commissioner Jeffries Resolution #761 -Write offs -Uncollected Rents. Director Stuchell read the Resolutin to the Commission. Commissioner Bishop moved to approve the resolution, it being seconded by Commissioner Jones. Moved: Commissioner Bishop Seconded: Commissioner Jones Ayes: Jones, Lopez, Payne, Bishop Absent: Commissioner Jeffries Resolution #762 -Write offs -Homebuyer Uncollected Rents. Director Stuchell read the resolution to the Commission. Commissioner Jones moved to approve the resolution, it being seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Jones, Lopez, Payne, Bishop Absent: Commissioner Jeffries Resolution #763 -Certification of present officers to Michigan National Bank. It was explained to the Commissioners, we have a Certificate of Deposit at Michigan National Bank. We have to certify to the Bank our current Commission officers. We also have to remove the Assistant Director's name from the CD. Commissioner Bishop moved to approve Resolution #763, it being seconded by Commissioner Payne. Moved: Commissioner Bishop Seconded: Commissioner Payne Ayes: Jones, Lopez, Payne, Bishop Absent: Commissioner Jeffries Items of information: CUP -They are putting our wall back up in the courtyard here at Oliver Towers. They have some work on the parking lot at S. Washington to finish. COMP -We are going out for bid to rennovate 50 houses at 58-08 and 58-04 by the end of May. Youthbuild, we will be participating in with the City of Lansing. They have not heard about the grant proposal yet. Vacancy percentage at senior buildings was commented on by Commissioner Bishop. Carmen Gomez, RDS for the senior building informed him that alot of the senior vacancies were due to rennovation. The changing of apartments to barrier free. Also that we have seniors leave to go to nursing homes and we do have some deaths. Steve Doerr explained the maintenance de -centralization. This was done to target our scattered sites. That it will cut down on travel time, and allow just a smaller number of men to become acquainted with certain houses. The Executive Director's travel report for the Washington Legislative Conference was presented to the Board Commissioners. Director Stuchell elaborated on the key issues of the conference, Mixed Population, Section 8 Subsidies. He visited Bob Carr's office and Senator Levin's offices while in Washington and extended an invitation for them to visit the Lansing Housing Commission. Director Stuchell directed the Commissioner's attention to a Communication from the EEOC. A draft travel policy was given to the Commissioners for review. Perhaps we might be able to take formal action next month. Assistant Director position -Down to an interview list. If interviews done by the whole Board, they would have to be open to the public. The Personnel Committee will do the interviews and make a reccommendation to the Board. Discussion was held on the NCRC/NAHRO Conference. Workshops start on Monday, May 16. Hildebrandt Park Karate Kids will be performing at opening session. Kevin Wilson's entertainment group will play at banquet. Public comment: P Crane -Are you going to fill Human Services Position. Director: Not at this time. Commissioner Bishop: Have we heard from Dr. Dauer? Director: No, but he will be at Conference in May. Camcorder: Discussed with attorney Dunnings, no further action has happened. O"Neill matter: Kathy O'Neill has been transferred. There being no further business, Commissioner Jones moved to adjourn the meeting. The meeting adjourned at 6:52 P.M. Ob- ,-94A11:03 PCH MINUTES OF THE MAY 11, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Bishop Commissioner Jeffries Staff: Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse HDS, Ethel Williams HDS, Carmen Gomez HDS, Thomas Woods Steve Doerr, Maint. Supt. Pat Crane, Clerk Don McCray, Maint. Vickie Limberg, Clerk Pat Crane, Clerk Brenda Franklin, Clerk Dave Beardsley, Maint. John Smith, Maint. Earl Blount, Maint. Hiawatha Tyson, Maint. Michael, O'Bryne, Maint. Jim Van Arkel, Assignment Specialist Guests: Kathy O'Neill, Shirley Bedford, Lisa Sherwood, Carrie Smith Leona Robke, Sam Obrecht, Richard Cook, Beverly Kinney Bill Farmer President Lopez called the meeting to order at 5:15 p.m. Director Stuchell called the roll, all Commissioners present. Commissioner Jones had a question regarding the Executive Session comminutes of tl:-- Commission meeting of April 13,1994. It was decided that we would wait until the end of the meeting and go into Executive Session to address the question. The Previously Paid Liabilities report for the month of April was presented. The Director brought to the attention of the Commissioners the expenditures to Contractors. Also, that a mistake was made and some of the cleaning person's checks were listed twice. He also noted that a payment was made to MERS, our retirement. Questions were answered regarding Kathy O'Neill, Earl Blount Civil Rights Complaint, False Alarm Fees, Community Policing Payment. Commissioner Bishop moved to approve the Liabilities report, it being seconded by Commissioner Jeffries. Moved: Commissioner Bishop Seconded: Commissioner Jeffries Ayes: Jones, Lopez, Payne, Bishop, Jeffries -2 - Resolution #764 -Low -Rent Operating Budget for FY 94/95 was presented and explained to the Commissioners. It was requested by Commissioner Bishop that we have a special meeting to go over the budget more thoroughly. The time was set for Tuesday, May 17, 1994, at 12 p.m. at the Radisson Hotel. Resolution #765 -Homebuyer Budget Revision was presented and explained to the Commissioners. Commissioner Jones moved to approve the resolution, it being seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Jones, Lopez, Payne, Jeffries Nays: Bishop Resolution #766 -Homebuyer Budget FY 94/95 was presented and explained to the Commissioners. Commissioner Payne moved to approve the resolution, it being seconded by Commissioner Jones. Moved: Commissioner Payne Seconded: Commissioner Jones Ayes: Jones, Lopez, Payne, Jeffries Nays: Commissioner Bishop Resolution #767 -Bid Specification Deposits -It was explained to the Commissioners that since we have our own Architect, that we require a deposit on our Bid documents and Blueprints. This deposit is refunded if these documents are returned to our office in good condition. If not returned we keep the deposit. This resolution will approve the amount of $580.00 in Performance Account to be transferred to the maintenance account. Commissioner Bishop moved to approve the resolution, it being seconded by Commissioner Payne. Moved: Commissioner Bishop Seconded: Commissioner Payne Ayes: Jones, Lopez, Payne, Bishop, Jeffries Resolution #768 -Inventory Write offs. Amount to be written off $37,543. In order to obtain a clearer picture of Commission owned property and assets, approval to write off salvaged and disposed of articles is needed. Commissioner Bishop moved to approve the resolution, it being seconded by Commissioner Jeffries. Moved: Commissioner Bishop Seconded: Commissioner Jeffries Ayes: Jones, Lopez, Payne, Bishop, Jeffries -3 - Agenda Item 011 -Union Grievance -Director Stuchell introduced Bill Farmer, representative from AFSCME. Mr. Farmer addressed the Commission with Brenda Franklin's request to be transferred. Mr. Farmer feels that the problem that exists is mutual and that a transfer would remedy this situation. Commissioner Jeffries asked what Article of the Contract and specifically what was done that violated the Contract. Mr. Farmer stated Article 3.1, which deals with conduct. That their concern is that conditions are not conducive in that office for productivity. He explained that it would be conducive to better productivity for the Lansing Housing Commission. He acknowledged that it is up to management to place staff, and that they are requesting that management exercise this right to remedy the situation. Commission President, Delma Lopez turned this matter over to the Personnel Committee. Items of information: COMP Grant work is out for bid. Oliver Tower Courtyard is nearly completed. Summary report from Dr. Leo Dauwer. Will be distributed to employees. Director's Monthly Report was presented to the Commissioners. Questions were answered regarding the vacancy percentage. It was noted that we do outreach, competition is stiffer. Other subsidized housing has carports, air conditioning, patio's, carpeting. The Petty Cash report was presented to the Commissioners. PAC -MAC, we sponsered 14 children from Reo Road, to attend Spelling Bee. Commissioner Jones questioned our procedure regarding LHC pagers for our maintenance men. Although this issue had been resolved by Management, the Maintenance Superintendent explained that just as soon as a procedure is developed regarding an on-call pager, it will go into effect. We are expecting a quicker response time, although our main concern is that the priviledge is not abused. The on-call man has to remain in this vincinity. Commissioner Bishop requested a more elaborate follow-up on NAHRO Legislative Conference. Commissioner Jones -Travel Policy Report -You have all received a copy Travel Policy, we would like to come back, clarify, and take action on it at June meeting. Commissioner Jeffries -Personnel Committee - We will be interviewing 4 individuals next week for Assistant Director. Commissioner Bishop inquired about Lisa Sherwood's request for transfer. CS -She was offered a 4 bedroom on the South Side. Would like a 5 bedroom Scattered Site. Our 5 bedroom Scattered Site units are bi-levels-no basements. So IFI So she has decided that she would like to look at the next one, and make a decision then. Public Comment: Kathy O'Neill was asked by Commissioner Bishop, if she was satisfied with the settlement regarding Haag Road. She stated that she was. Patsy Crane asked the Personnel Committee if they have been working on the Personnel Policy. Commissioner Jeffries informed her that after they deal with the vacant position, they will work on the Personnel Policy. Commissioner Bishop inquired as to the letter received from Pauline Gonzales. President Lopez -The letter was addressed to each Commissioner. She asked me to make sure you received it. Richard Cook - Commented on the Survellience Cameras, the seniors would like for their buildings. Jeanette Muse -What is the role of a Housing Commission Board Member? President Lopez -We are appointed by the Mayor. Director Stuchell informed the Commission that we have joined with the Community Mental Health Board and have applied for 50 Section -8 Vouchers for handicapped, disabled individuals. Commissioner Jeffries moved to go into Executive Session at 7:00 p.m. Regular session reconvened at 7:35 p.m. There being no further business, Commissioner Jeffries moved to adjourn the meeting. The meeting adjourned at 7:36 P.M. 06- -94A11:03 RCVD LANSING HOUSING COMMISSION SPECIAL MEETING MAY 17, 1994 PRESENT: President Lopez STAFF: Executive Director, Stuchell Vice -President Jones Adm. Sec., Dona Davenport Commissioner Payne Thomas Woods, HDS Commissioner Jeffries Carmen Gomez, HDS Commissioner Bishop Jeanette Muse, HDS President Lopez called the meeting to order at 12:13 p.m. Director Stuchell called the roll, all Commissioners present. Resolution #764 -Low Rent Budget was presented to the Commissioners for review and approval. Questions were answered regarding a $5000.00 allocation to each Housing District Manager for needed articles at their developments. Also that we are building a storage facility at our maintenance department. Items noted were, insurance costs, extraordinary maintenance, such as siding blowing off, fixing sidewalks, downspouts,etc. It was noted that the new storage facility will be fireproof. Large maintenance purchase will be a floor stripper. At the present time we are renting a floor stripper when needed. No vehicles in the budget. All vehicles are in the COMP Grant budget. Commissioner Jeffries moved to approve the Low Rent Budget, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Bishop, Jones, Jeffries, Payne Commissioner Jeffries moved to adjourn the meeting. The meeting adjourned at 12:20 P.M. MINUTES OF THE JUNE 08, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Commissioner Payne Commissioner Jeffries Absent: Vice -President Jones Commissioner Bishop Staff: Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse HDS, Ethel Williams HDS, Carmen Gomez HDS, Thomas Woods Steve Doerr, Maint. Supt. Guests: Jan Patrick, MESC, Kathy O'Neill President Lopez called the meeting to order at 5:19 p.m. Pat Crane, Clerk Vickie Limberg, Clerk Earl Blount, Maint. Cindy Brown, Energy Director Stuchell called the roll, Commissioners Jones and Bishop were absent. The minutes of the Regular Commission meeting of May 11, 1994, were presented to the Board for approval. Commissioner Payne moved to approve the minutes, it being seconded by Commissioner Jeffries. Moved: Commissioner Payne Seconded: Commissioner Jeffries Ayes: Lopez, Payne, Jeffries Absent: Bishop, Jones The minutes of the Executive Session of the May 11, 1994, meeting were presented to the Board for approval. Commissioner Jeffries moved to the approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Payne Seconded: Commissioner Jeffries Ayes: Lopez, Payne, Jeffries Absent: Bishop, Jones r-11 -2 - The minutes of the Special Commission meeting of May 17, 1994, was presented to the Board for approval. Commissioner Jeffries moved to approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries Absent: Bishop, Jones The Liabilities report for the month of May was presented to the Board for approval. Discussion was held on the roof air make-up units done by Ecker Mechanical. Commissioner Jeffries moved to approve the liabilites report, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries Absent: Bishop, Jones Cindy Brown presented an update on the Energy Program. Jan Patrick accompanied Cindy at the meeting. Questions were answered and Ms. Brown and Ms. Patrick left the meeting at 5:30 P.M. COMP Grant -Having a prebid meeting on Friday, June 10, 1994, for the proposal to rennovate 52 scattered sites. Director Stuchell explained the relocation process for our tenants when their units are being rennovated. The Commissioners attention was directed to correspondence from Civil Rights Commission, in regards to the disposition of a complaint filed by Earl Blount. Director Stuchell informed the Commissioners that the company that took over for Pro Am insurance has notified Dunnings and Frawley that they will set up a payment plan to repay the money owed the Lansing Housing Commission. There will now be copies of the NAHRO Monitor in the Commissioners meeting files. We receive these twice monthly. Commissioner Jeffries -Personnel Committee - We will be conducting 3 interviews on June 15, 1994. This will be the last 3. Then we will narrow them down from there and perhaps conduct more indepth interviews at that time. -3 - Commissioner Jeffries thanked Director Stuchell for a very informative conference. That several very positive comments were made about Mr. Stuchell and the Lansing Housing Commission. The meeting was very educational and informative and that Mr. Stuchell deserved everyone's thanks. Commissioner Jeffries added that lie did want to raise an issue regarding the wrap up meeting at the conference. That during several conversations he was informed that an employee, and he wouldn't say who for confidentialty reasons, from the Housing Commission made derogatory and defamatory remarks about the Executive Director and the Board Members. Thomas Woods -It was me. I asked a generic question. If it came out that I was attacking anyone by name, that is not true. I can produce witnesses. Commissioner Jeffries reiterated that he did not want to mention anyone's name. Commissioner Jeffries- I would ask that the Director investigate and confer with Mr. Chiodini and take appropriate action. I am concerned by some of the comments. Commissioner Jeffries made a motion to have this matter investigated. It being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries Absent: Bishop, Jones Commissioner Jeffries moved to go into Executive Session to discuss a personnel matter at 5:40 P.M. Regular Session reconvened at 5:50 P.M. Commissioner Jeffries made a motion to approve a salary increase for the Executive Director, to make it commensurate to 1993 scale and then in G months make it commensurate with the 1994 pay scale. It was seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries Nays: None Absent: Jones, Bishop There being no further business, Commissioner Jeffries moved to adjourn the meeting. The meeting adjourned at 7:52 P.M. 09 -?_7-94A11 MINUTES OF THE JULY 13, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Commissioner Payne Commissioner Jeffries Commissioner Bishop Absent: Vice -President Jones Staff: Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse Pat Crane, Clerk HDS, Ethel Williams Vickie Limberg, Clerk HDS, Carmen Gomez John Smith, Maint. HDS, Thomas Woods Michael O'Bryne, Maint. Guests: Lisa Sherwood President Lopez called the meeting to order at, p.m. Director Stuchell called the roll, Commissioners Jones was absent. The minutes of the Regular Commission meeting of June 09, 1994, were presented to the Board for approval. Commissioner Jeffries moved to approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries, Bishop Absent: Jones The minutes of the Executive Session of the June 08, 1994, meeting were presented to the Board for approval. Commissioner Jeffries moved to the approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Payne Seconded: Commissioner Jeffries Ayes: Lopez, Payne, Jeffries, Bishop Absent: Jones -2 - The Liabilities report for the month of June was presented to the Board for approval. Discussion was held on the Ameritech bill, Capital Consultants, White Beekman. Commissioner Jeffries moved to approve the liabilites report, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries, Bishop Absent: Jones Resolution #769-1994 COMP Grant Annual Statement, Board Resolution appoving our submission was presented to the Board for approval. Commissioner Jeffries moved to approve the resolution, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries, Bishop Absent: Jones Resolution #770 -Amendment to the Section S Administration Pian. The payroll allocations from the Section 8 program needs to be amended to reflect current percentage rates. After explanation, Commissioner Jeffries moved to approve the amendment by way of Resolution #770, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries, Bishop Absent: Jones COMP -Director Stuchell presented information to the Board on Andrew Lawrence. He bid on the unit rehab of 50 scattered sites. Director Stuchell read the many references we received from throughout Michigan. It was asked that upon reccommendation from the Commission's Architect, Jon Bauer and Chris Stuchell, that the Board make a motion to reject this bid. Comment was made on prevailing wage rates. Our prevailing wage rates are Davis Bacon. Commissioner Jeffries asked that the Director find out if our rates are consistent with this area. Commissioner Jeffries made a motion to reject this bid, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries, Bishop Absent: Jones -3 - The new automation system has been selected. It is called H.O.M.E.S. The Company is out of Virginia. We purchased our computer equipment locally, because we found we could do it less expensively. We are going to receive our software in August. This software will have a very sophisticated security system. Reports are clearer and up-to-date with HUD requirements. Director's Monthly Report -It was brought to the attention of the Board that the Senior Units occupancy percentage is now at 90%. Congratulations was extended to Carmen Gomez, Jim Van Arkel, Fred McFadden, Howard Singleton and all the men to worked so hard to accomplish this. Commissioner Bishop offered his compliments to the staff for the senior units. Commissioner Jeffries asked if there was a problem that Ms. Williams had 20 court filings for June. Ms. Williams stated that there were none that she was aware of. Commissioner Jeffries asked if that many filings were unusual. Ms. Williams said no specific problems have been brought to her attention. Policy Committees -The grievance filed by Brenda Franklin was reviewed by the Personnel Committee. It was the reccommendation of the Personnel Committee to support denial of the request for transfer. Discussion was held that next contract perhaps something will be reviewed as to employee transfers. Commissioner Jeffries moved to support managment's decision deny transfer. It was seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries, Bishop Absent: Jones Update Assistant Director position -Down to 3 individuals, HUD has given us permission to help with travel for on-site interviews. At our next meeting, we should be able to make a reccommendation for the position. Commissioner Jeffries also gave a copy of a revised Personnel Policy to the Board for review. Other Business -The IG Audit -Operation Safe Home ended last Friday. These auditors do not issue a report, they have no exit interview. We have 1 or 2 administrative deficiencies, and some problems in the Section 8 program, other than they gave us a clean bill. They will contact HUD Grand Rapids, and HUD Grand Rapids will contact the Housing Commission. Commissioner Bishop -Stated that for the record, he wanted to express his concerns about the business conducted at the June meeting. He felt that the business conducted should have been tabled. Commissioner Bishop stated that the Director's compensation should be reviewed again in 6 months. -4 - Commissioner Jeffies stated that the issue of compensation had not been dealt with for over a year. Commissioner Jeffries also stated that the Commissioners knew prior to the June meeting that the issue would be acted upon. Lisa Sherwood -Expressed concerns over her transfer to a 4 or 5 bedroom unit. Thomas Woods stated that he wanted it clear that there was a need for due process in the Commission policies. There being no further business, Commissioner Bishop moved to adjourn the meeting. The meeting adjourned at 6:35 P.M. 09-27-94A11:59 RC4ID MINUTES OF THE AUGUST 10, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Jeffries Commissioner Bishop Staff: Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse Steven Doerr, Maint. Supt. Fred McFadden, Maint. Supr. Howard Singleton, Maint. Supr. HDS, Carmen Gomez HDS, Thomas Woods Vickie Limberg, Clerk Sharon Blonshine, Section 8 Coord. Jim Chiodini, Labor Attorney Guests: Lisa Sherwood, Sam Obrecht, Richard Cook 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 arrived at 5:20. The minutes of the Regular Commission meeting of July were tabled and not voted upon. The July Liabilities report was presented for approval. Discussion was held on Human Services telephone, Automatic Apartment Laundry money, and rental equipment payments for maintenance. Commissioner Jones moved to approve the liabilites report, it being seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez Commissioner Jones requested that we go into Executive Session. Commissioner Jeffries moved to go into Executive Session at 5:42 p.m. Regular meeting reconvened at 6:25 p.m. Commissioner Jeffries moved to approve Resolution #771, approval of adoption of Lansing Housing Commission's Personnel Policy Manual. It being seconded by Commissioner Payne. Commissioner Jones supported noting her concern regarding the grievance procedure. Commissioner Bishop noted the same concern, also holiday pay, and the evaluation process. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Jones, Jeffries, Payne Lopez Nays: Commissioner Bishop COMP -We received a letter of full support from the HUD office regarding our decision on rejection of low bidder for 94 COMP Grant Work on Scattered Sites. The new computer automation system has been ordered, will be installed the week of August 22. Staff training will be Thursday and Friday of that week. The Director thanked Lyle Marquart for all his help in weeding out the technical terms and jargon, regarding the purchase of the system. Director's Monthly Report -Commissioner Jones congratulated Carmen Gomez on the occupancy rate at the senior buildings. Carmen said that Howard Singleton and Fred McFadden had a positive effect on this accomplishment. Director Stuchell reported that the process to obtain Hepatitis B immunizations has begun. Director Stuchell directed the Commissioners attention to the preliminary travel report in regards to the MI-NAHRO Fall Conference. The Commission was asked for approval for the Director to attend this conference and an invitation for Commissioners to attend also. Commissioner Jones stated that she would like to attend. It was moved by Commissioner Jeffries that the travel be approved, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Lopez, Payne, Jeffries, Bishop, Jones Update Assistant Director position -Commissioner Jeffries detailed the process used to make the choice for the Assistant Director's position. That the Personnel Committee was involved in every aspect of this procedure. Director Stuchell announced that it would be R.M. Jackson, from the state of Missouri. That approximate starting time would be four weeks. Commissioner Jones was asked about the Travel Policy. She asked that everyone review it and the Policies Committee would do so also and bring it before the next meeting. Commissioner Bishop expressed concerns regarding the Dauwer issue. That a committee should look into it. Commissioner Jeffries requested a report at the next meeting concerning this issue. Richard Cook made comment on rules of order. Vickie Limberg requested that it be considered that other than maintenance staff be considered for Hepatitis B shots. Lisa Sherwood again addressed the Commisson regarding her transfer. Sharon Blonshine, requested clarification regarding the employee's COMP time. Director Stuchell, as it stands right now, all employees still have their COMP time, a process will be worked out for employees to use their time. Thomas Woods, commented on the appeal process and also criminal histories on applicants of the Housing Commission. Commissoner Jeffries commented on statements made by HDS, Ethel Williams at the July meeting. There being no further business, Commissioner Bishop moved to adjourn the meeting. The meeting adjourned at 7:10 P.M. Delma Lopez, Board President Chris Stuchell, Executive Director and Secretary Date MINUTES OF THE SEPTEMBER 14, 1994 COMMISSION MEET��.,! {� �: s LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Jeffries Commissioner Bishop Staff. Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse Steven Doerr, Maint. Supt. HDS, Thomas Woods HDS, Ethel Williams Pat Crane, Clerk Sandra Kowalk, Resident Initiatives Coordinator Guests: Pat Brown, Carrie Smith,Lisa Sherwood, Vanessa Jones President Lopez called the meeting to order at 5:17 p.m. LANS1 G 0111' CLERK( , Director Stuchell called the roll. All commissioners present with the exception of Commissioner Jones and Commissioner Bishop who arrived at 5:25 P.M. The minutes of the Regular Commission meeting of August 10, 1994, were presented to the Board for approval. Commissioner Jeffries moved to approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez Absent: Jones, Bishop Commissioner Jeffries made a motion to take off the table the minutes of the July 13, 1994, Commission meeting. It being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez Absent: Bishop, Jones -2 - Commissioner Jeffries moved to approve the minutes of the July 13, 1994, Regular Commission Meeting. It being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez Absent: Bishop, Jones The August Liabilities report was presented for approval. Discussion was held on Maintenance Answering machine, wood chips for playgrounds at Hildabrandt, and Hoyt. Commissioner Jeffries moved to approve the liabilities report, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez Resolution #772-2 year Annual Report Performance/Evaluation on our COMP Grant was presented to the Board for approval. Commissioner Jeffries moved to approve the submission of the report, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez Resolution #773 -Annual Public Housing Management Assessment Program was presented to the Board for approval. After discussing several factors involved in the report Commissioner Jeffries moved to approve the submission, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez Resolution #774 -Travel Policy was presented to the Board for approval. After much discussion and the following changes: 1. It was decided that the amount for daily meals would be $40.00, tips included, receipts required instead of individual amounts for breakfast, lunch and dinner. 2. That no reimbursement would be allowed for alcohol or bartendar services. 3. A one time per trip tip of $4.50 for miscellaneous, i.e. porters, maids, would be added. Commissioner Jeffries moved to approve the Travel Policy, it being seconded by Commissioner Payne. Commissioner Bishop voted nay stating he would rather have the set amounts be followed and that only a percentage of travel advance be given before the trip. -3 - Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Jones, Payne, Jeffries, Lopez Nays: Bishop Resolution #775 -Unit Conversion, Director Stuchell presented the resolution to the Board explaining our requirements for handicap units and the need for the Board's approval for this unit conversion. Commissioner Jones moved to approve the resolution, it being seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Jones, Payne, Jeffries, Lopez, Bishop Items of information -Doing work permits, shop drawings, preparing the Oliver Tower building for exterior repair. Purchase of the Automation System -we are at the troublesome stage now. Entering data, needed more memory. After we do all data entry, C.P. Mills will revisit the Commission to show us how the program works. The individual offered the Assistant Director position has declined the offer noting salary as the reason. We will re -advertise. Commissioner Jeffries stated that at final interview all candidates were informed as to salary and benefits. It was decided that any discussion about candidates would be in Executive Session. Director Stuchell reported to the Commission that again we will have 175 to 200 thousand dollars over our reserve. If we do not utilize these funds, we will lose that portion of our subsidy. Would like to hire 4 Maintenance 24 workers. Would like to submit a letter for Fiscal year ending 6-30-94 asking to amend the budget to include these 4 positions. The Financial Manager and Maintenance Superintendent has looked at long range projections. Discussion was held as to whether we should hire Maintenance 22's or 24's It was moved that the Board authorize a budget amendment to include the hiring of 4 Maintenance workers Moved: Commissioner Payne Seconded: Commissioner Jeffries Ayes: Jones, Bishop, Lopez, Jeffries, Payne -4 - Director's Monthly Report was presented to the Board. Discussion was held on the Hepatitis B shots. The Board was asked to approve a maintenance training workshop in Anderson, IN. Commissioner Jeffries moved to approve the travel, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Jones, Bishop, Jeffries, Payne, Lopez Approval was asked for Ethel Williams to attend Public Housing Management Training in Detroit. Commissioner Jeffries moved to approve the travel, it being seconded by Commissioner Jones. Moved: Commissioner Jeffries Seconded: Commissioner Jones Ayes: Bishop, Jones, Lopez, Payne, Jeffries Resident Initiatives Coordinator, Sandra Kowalk introduced Pat Brown, President of the City -Wide Resident Council and Carrie Smith, Vice -President of the City - Wide Resident Council. Explained that they had applied for the Tenant Opportunities Grant. Lisa Sherwood expressed concern over an anonymous complaint. She also asked about her transfer. There is still no unit available. Vanessa Jones addressed the Board with items needing repair in her unit. Director Stuchell directed the Manager and Maintenance Superintendent to look into and report back to the Board regarding the status of this complaint. Commissioner Jeffries moved to go into Executive Session at 7:07 p.m. Regular meeting reconvened at 7:40 p.m. There being no further business, Commissioner Bishop moved to adjourn the meeting. The meeting adjourned at 7:41 P.M. MINUTES OF THE SEPTEMBER 14, 1994 COMMIS�P?N MEETT�NG LANSING HOUSING COMMISSION 6 1 r`• 1 Present: President Lopez LA 1Ii'E J t„ i ►' CLE°.t Vice -President Jones Commissioner Payne Commissioner Jeffries Commissioner Bishop Staff: Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse Steven Doerr, Maint. Supt. HDS, Thomas Woods HDS, Ethel Williams Pat Crane, Clerk Sandra Kowalk, Resident Initiatives Coordinator Guests: Pat Brown, Carrie Smith,Lisa Sherwood, Vanessa Jones 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 Jones and Commissioner Bishop who arrived at 5:25 P.M. The minutes of the Regular Commission meeting of August 10, 1994, were presented to the Board for approval. Commissioner Jeffries moved to approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez Absent: Jones, Bishop Commissioner Jeffries made a motion to take off the table the minutes of the July, 13, 1994, Commission meeting. It being seconded by Commissioner Payne. /Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez Absent: Bishop, Jones -2 - Commissioner Jeffries moved to approve the minutes of the July 13, 1994, Regular Commission Meeting. It being seconded by Commissioner Payne. k--M-�oved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez Absent: Bishop, Jones The August Liabilities report was presented for approval. Discussion was held on Maintenance Answering machine, wood chips for playgrounds at Hildabrandt, and Hoyt. Commissioner Jeffries moved to approve the liabilities report, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez Resolution #772-2 year Annual Report Performance/Evaluation on our COMP Grant was presented to the Board for approval. Commissioner Jeffries moved to approve the submission of the report, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez Resolution #773 -Annual Public Housing Management Assessment Program was presented to the Board for approval. After discussing several factors involved in the report Commissioner Jeffries moved to approve the submission, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez �2esolution #774 -Travel Policy was presented to the Board for approval. After much discussion and the following changes: 1. It was decided that the amount for daily meals would be $40.00, tips included, receipts required instead of individual amounts for breakfast, lunch and dinner. 2. That no reimbursement would be allowed for alcohol or bartendar services. 3. A one time per trip tip of $4.50 for miscellaneous, i.e. porters, maids, would be added. Commissioner Jeffries moved to approve the Travel Policy, it being seconded by Commissioner Payne. Commissioner Bishop voted nay stating he would rather have the set amounts be followed and that only a percentage of travel advance be given before the trip. 901 Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Jones, Payne, Jeffries, Lopez Nays: Bishop Resolution #775 -Unit Conversion, Director Stuchell presented the resolution to the Board explaining our requirements for handicap units and the need for the Board's approval for this unit conversion. Commissioner Jones moved to approve the resolution, it being seconded by Commissioner Payne. Moved: Commissioner Jones Seconded: Commissioner Payne Ayes: Jones, Payne, Jeffries, Lopez, Bishop Items of information -Doing work permits, shop drawings, preparing the Oliver Tower building for exterior repair. Purchase of the Automation System -we are at the troublesome stage now. Entering data, needed more memory. After we do all data entry, C.P. Mills will revisit the Commission to show us how the program works. The individual offered the Assistant Director position has declined the offer noting salary as the reason. We will re -advertise. Commissioner Jeffries stated that at final interview all candidates were informed as to salary and benefits. It was decided that any discussion about candidates would be in Executive Session. Director Stuchell reported to the Commission that again we will have 175 to 200 thousand dollars over our reserve. If we do not utilize these funds, we will lose that portion of our subsidy. Would like to hire 4 Maintenance 24 workers. Would like to submit a letter for Fiscal year ending 6-30-94 asking to amend the budget to include these 4 positions. The Financial Manager and Maintenance Superintendent has looked at long range projections. Discussion was held as to whether we should hire Maintenance 22's or 24's It was moved that the Board authorize a budget amendment to include the hiring of 4 Maintenance workers Moved: Commissioner Payne Seconded: Commissioner Jeffries Ayes: Jones, Bishop, Lopez, Jeffries, Payne - r�-.. .� -4 - Director's Monthly Report was presented to the Board. Discussion was held on the Hepatitis B shots. The Board was asked to approve a maintenance training workshop in Anderson, IN. Commissioner Jeffries moved to approve the travel, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Jones, Bishop, Jeffries, Payne, Lopez Approval was asked for Ethel Williams to attend Public Housing Management Training in Detroit. Commissioner Jeffries moved to approve the travel, it being seconded by Commissioner Jones. Moved: Commissioner Jeffries Seconded: Commissioner Jones Ayes: Bishop, Jones, Lopez, Payne, Jeffries Resident Initiatives Coordinator, Sandra Kowalk introduced Pat Brown, President of the City -Wide Resident Council and Carrie Smith, Vice -President of the City - Wide Resident Council. Explained that they had applied for the Tenant Opportunities Grant. Lisa Sherwood expressed concern over an anonymous complaint. She also asked about her transfer. There is still no unit available. Vanessa Jones addressed the Board with items needing repair in her unit. Director Stuchell directed the Manager and Maintenance Superintendent to look into and report back to the Board regarding the status of this complaint. Commissioner Jeffries moved to go into Executive Session at 7:07 p.m. Regular meeting reconvened at 7:40 p.m. There being no further business, Commissioner Bishop moved to adjourn the meeting. The meeting adjourned at 7:41 P.M. MINUTES OF THE OCTOBER 12, 1994 COMMISSION MEETING ` , I',' LANSING HOUSING COMMISSION I L A f Slf;v 0 1 T Y CLE; ri Present: Vice -President Jones Commissioner Payne Commissioner Jeffries Commissioner Bishop Staff. Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse Steven Doerr, Maint. Supt. HDS, Ethel Williams Vice -President Jones called the meeting to order at 5:37 p.m. Director Stuchell called the roll. All Commissioners present with the exception of President Lopez who was excused for personal business. The minutes of the Regular Commission meeting of September 14, 1994, were presented to the Board for approval. Commissioner Jeffries moved to approve the minutes with noted corrections, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Jones, Bishop The Minutes of the Executive Session of September 14, 1994, were presented to the Board for approval. Commissioner Jeffries moved to approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Bishop, Jones The September Liabilities report was presented for approval. Discussion was held on PILOT payment to the city. Our fidelity bond, false alarm fees and personnel file opinion. Commissioner Bishop moved to approve the liabilities report, it being seconded by Commissioner Jeffries. IRA Moved: Commissioner Bishop Seconded: Commissioner Jeffries Ayes: Bishop, Jones, Payne, Jeffries Items of information -We have received a Public Housing Drug Elimination Grant for $257,900. This will provide funding for our community police, Karate Kids Against Drugs, Police Athletic League, Tenant Patrols and LHC - Art Works! LHC - Art Works will involve Boarshead Theater, ArtSpace, and the Art Council of Greater Lansing. We also received a Tenant Opportunities Grant for $100,000. This will provide funding for resident leadership and management training. We received correspondence from HUD regarding a mandatory workshop in Atlanta, GA. We need approval to send Sandra Kowalk, Pat Brown and Carrie Smith to this workshop. Commissioner Jeffries moved to approve the travel, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Jones, Bishop, Payne, Jeffries The Director informed the Board that there would be a press conference on October 13, 1994, at 9:00 A. M., to announce publicly our receiving these 2 grant awards. CLAP -COMP -The Oliver Tower Building is in the process of getting a new coat of paint. We have demolished 7 interiors at our scattered site renovations and have put on a number of new roofs. The Director's monthly report was presented to the Board. Discussion was held on Vanessa Jones, loaning out of maintenance equipment, and supervision of maintenance personnel. Other business -IG Audit, Safe Home Audit, informational report states that there are no illegal or improper actions here at the Housing Commission. We have not begun the process of hiring maintenance persons, we have not received approval yet from HUD. Section 8 Certificate and Voucher program was discussed. The Board was informed that Lisa Sherwood has accepted a house on the southside. We will re -advertise for the position of Assistant Director. Commissioner Bishop informed the Board that he thinks the Housing Commission should be looking at the 2nd and 3rd choice, instead of re -advertising because of the costs involved. -3 - The Director's travel report was presented to the Board. Commissioner Jones will prepare a report for the next Commission meeting regarding her experience at the MI-NAHRO Fall Conference. Commissioner Bishop asked if we could hold November's meeting at a development. Commissioner Jeffries -The grievance brought before the Personnel Committee was basically left with the committee requesting to the Union that they make us an offer. Jo Flaherty, Executive Director of the Police Athletic League. The Police Athletic League was included in the Drug Elimination Grant and the housing commission youth will be real involved in the next 2 years. Commissioner Bishop moved to adjourn the meeting. There being no further business, the meeting adjourned at 6:30 P.M. Delma Lopez, Board President Chris Stuchell, Executive Director and Secretary Date MINUTES OF THE NOVEMBER 09, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Jeffries Commissioner Bishop Staff: Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse Steven Doerr, Maint. Supt. HDS, Ethel Williams HDS, Carmen Gomez James Van Arkel, Placement Clerk Dave Beardsley, Maintenance Claudell Taylor, Maintenance Guests: Richard Cook President Lopez called the meeting to order at 5:20 p.m. Director Stuchell called the roll. All commissioners present. The minutes of the Regular Commission meeting of October 12, 1994, were presented to the Board for approval. After President Lopez asked that they read that her absence was excused and the date be changed, Commissioner Jones moved to approve the minutes, it being seconded by Commissioner Jeffries. Moved: Commissioner Jones Seconded: Commissioner Jeffries Ayes: Payne, Jeffries, Lopez, Jones, Bishop The October Liabilities report was presented for approval. Discussion was held on Guardian Alarm, Nuisance Fees, Bostwick Braun shop stock, Management Research, the new automation system, Litchfield mower repair, and costs for injuries sustained by employees. Commissioner Bishop moved to approve the liabilities report, it being seconded by Commissioner Payne. Moved: Commissioner Bishop Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez -2 - Resolution #758 -Drug Free Workplace Policy was presented to the Board for approval. Commissioner Payne moved to approve this resolution, it being seconded by Commissioner Jeffries. Moved: Commissioner Payne Seconded: Commissioner Jeffries Ayes: Bishop, Jones, Payne, Jeffries, Lopez CIAP-COMP-CBA is busy renovating the scattered sites, Oliver Tower's has a new coat of paint, all the Tuckpointing is done at Mt. Vernon and Hildebrandt. Just starting the plumbing at Oliver Tower. The Contractor will be in a unit for approximately 2 days. The Director presented the monthly report to the Board. Commissioner Jones provided information from the Port Huron Housing Commission for the Board. Richard Cook addressed the Board regarding the possibility of acquiring a surveillance camera for Oliver Tower. He explained how people bully themselves into the building or come in with tenants and then commit theft while in the building or upon leaving the building. Commissioner Bishop requested that we look into the feasibility of such a system. Commissioner Jeffries suggested a security review to look at what can be done. The Director will bring a report to the next meeting with information on what some of our options are. Commissioner Jones inquired as to what organizations the Board members are members of, not for the membership, but for the information and services that these agencies provide. Commissioner Lopez informed the Board that we are not members of any other agency as members of the Board, but have participated in their annual dinners. Membership is up to the individual. The Director will contact Human Resources, NAACP and inquire as to whether we can be put back on their mailing lists to obtain information and monthly updates on activities of these agencies for the Board. -3 - Commissioner Jeffries moved to go into Executive Session at 6:08 p.m., it being seconded by Commissioner Jones. The regular session reconvened at 6:27 p.m. Commissioner Jeffries moved to direct Chris Stuchell to issue a memo to employees regarding clarifications pertaining to attendance and occurrences. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez, Jones, Bishop Commissioner Jeffries moved to approve the agreement for employee, Claudell Taylor with the following changes: Remove paragraph #5. The motion was seconded by Commissioner Jones. Moved: Commissioner Jeffries Seconded: Commissioner Jones Ayes: Lopez, Payne, Bishop, Jeffries, Jones Commissioner Jones moved to adjourn the meeting. There being no further business the meeting adjourned at 6:30 p.m. MINUTES OF THE DECEMBER 14, 1994 COMMISSION MEETING LANSING HOUSING COMMISSION Present: President Lopez Vice -President Jones Commissioner Payne Commissioner Jeffries Commissioner Bishop Staff: Executive Director Stuchell Administrative Secretary Davenport HDS, Jeanette Muse HDS, Ethel Williams HDS, Carmen Gomez Sandra Kowalk, RIC Guests: David Weiner, Richard Cook 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 arrived at 5:30 p.m. The minutes of the Regular Commission meeting of November 09, 1994, were presented to the Board for approval. Commissioner Jeffries moved to approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez, Bishop Absent: Commissioner Jones The minutes of the Executive Session of the Regular Commission meeting of November 09, 1994, were presented to the Board for approval. Commissioner Jeffries moved to approve the minutes, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Payne, Jeffries, Lopez, Bishop Absent: Commissioner Jones -2 - The November Liabilities report was presented for approval. Discussion was held on maintenance personnel, S. Washington handrails, Management Research, False Alarm Fees, Ameritech Service, Commissioner Jeffries moved to approve the liabilities report, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Payne, Jeffries, Lopez Absent: Commissioner Jones Resolution #776 -Bank Certification Old Kent Bank was presented to the Board for approval. Commissioner Jeffries moved to approve this resolution, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez Resolution #777 -Bank Certification First of America, Family Self -Sufficiency Escrow Accounts was presented to the Board for approval. Commissioner Jeffries moved to approve this resolution, it being seconded by Commissioner Payne. Moved: Commissioner Jeffries Seconded: Commissioner Payne Ayes: Bishop, Jones, Payne, Jeffries, Lopez CIAP-COMP-CIAP is nearly finished. COMP Grant work, scattered sites being worked on, 58-08 and 58-04. Oliver Tower's new re -plumbing has started. They have run into problems as the building is not plumbed as the specs say they are. They are shutting off water for 1/2 days at a time. We have bypassed the kitchen and the public restrooms. The Director presented the monthly report to the Board. There is no maintenance report due to the new computer system. All Housing Districts are at 90% or above. Our vacancies are due to renovation, or are in the process of rehab. Our waiting lists are closed. Director Stuchell asked that the Board approve travel to the MI- NAHRO Executive Board Meeting, Cincinnati, OH in February and the NAHRO Legislative Conference in Washington, D. C. in March. Commissioner Payne moved to approve the Director's travel requests, it being seconded by Commissioner Jones. Moved: Commissioner Payne Seconded: Commissioner Jones Ayes: Lopez, Jones, Payne, Jeffries, Bishop -3 - Information on the Martin Luther King Dinner, January 16, 1995, was presented to the Board. The Audit for Fiscal Year Ending, June 30, 1994, was presented to the Board. It was requested that the Admission Policy be presented for approval at the January meeting. Some discussion was held on the status of the Assistant Director's position. Director Stuchell informed the Board that he has conducted interviews and is in the process of obtaining references. Commissioner Bishop said he wanted to make it clear that he would be scrutinizing the process very closely to make sure that the person recommended met the same race and gender as the 2nd candidate did during the previous interview process or he would look at some kind of option as going to the Michigan Civil Rights Commission. (At January 11, 1995, Commission meeting, Commissioner Bishop asked that the following statement be added to the above statement for clarification purposes). I will be scrutinizing it closely so that the Commission doesn't avoid or exclude the race and gender of the previous pool of candidates we had. Security at Oliver Towers -We have received 3 price quotes for security equipment at Oliver Tower. Basically consist of camera at back entrance, camera at front entrance which would also give view to the elevators. A monitor and a time lapse VCR that would record activity for 12 hours. Cost is from $2800 to $3500. Commissioner Bishop asked if we were still going to have a security review. David Weiner from the Mayor's office wished all well for the Holiday Season and expressed the Mayor's praise for the great job the Housing Commission has done in the areas of community policing, youth development, strengthening our neighborhoods, and that the City wants to follow our lead in this area. Richard Cook inquired about the TOP/TAG Grant and what amount of funds are available for the Resident Council at Oliver Tower. Sandra Kowalk, Resident Initiatives Coordinator explained that the TOP/TAG Grant is for tenants to start businesses. That there are no funds for security in the Grant. Ethel Williams, addressed the Board regarding the false alarm fee for 1518 N. High and extended an invitation to the Board to come and watch the Pashami Dancers at LaRoy Froh. Commissioner Jones moved to adjourn the meeting. There be no further business, the meeting adjourned at 6:22 P.M.