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HomeMy WebLinkAbout1997 Lansing Housing Commission MinutesMINUTES OF THE JANUARY O8, 1997, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: President - Delma Lopez Commissioner Bailey Commissioner Reed Dorothy Payne STAFF: Executive Director Stuchell Secretary Davenport Sarah Segerlind, HR HDS, Lyle Marquart Jeanette Muse, HDS Ethel Williams, HDS Steve Doerr, Maintenance Supt. David Beardsley, Maintenance President Lopez called the meeting to order at 5:24 p.m. Director Stuchell called the roll. New Commissioner Patricia Curran notified the Commission she would not be attending this meeting, due to a previous commitment. The minutes of the Regular Commission meeting of December 10, 1996, were presented for approval. Commissioner Reed moved to approve the minutes. Commissioner Jeffries seconded the motion. Moved: Commissioner Reed Seconded: Commissioner Jeffries Ayes: Lopez, Jeffries, Reed, Bailey December Liabilities Report was presented to the Board for Approval. Commissioner Reed moved to approve the liabilities report, the motion being seconded by Commissioner Bailey. Moved: Commissioner Reed Seconded: Commissioner Bailey Ayes: Reed, Lopez, Bailey, Jeffries Items of Information - COMP Grant Director Stuchell informed the Board the renovation work on our Scattered Sites (58-11's) under the Hildebrandt office had begun with empty units. The 50-05 renovation's are done. All these units should be occupied by the end of January. Budget Stabilization Resolution - Commissioner Jeffries would bring changes for the Board to consider. The Director presented his monthly management report to the Board. Along with this report, was a copy of the Lansing Housing Commission's Program Goals for 1997. These were also presented to Mayor Hollister. Also, the Director informed the Board that the Comprehensive Grant Program had been revised to incorporate the Drug Elimination activities. -2 - Discussion was held on how to invest the Turnkey III money and our involvement with other non-profit agencies within the city. Commissioner Jeffries informed the Board that the Personnel Committee had met in regards to grievances filed by Maurice Samuels, David Abood and David Beardsley, (at which time, Mr. Beardsley informed Commissioner Jeffries that he had dropped his grievance). Based on the statements made for the record, the grievances filed by Mr. Samuels and Mr. Abood in September, Commissioner Jeffries moved to deny both those grievances, it being seconded by Commissioner Bailey. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Lopez, Jeffries, Reed, Bailey The 2 grievances most recently filed by Mr. Samuels were placed on hold for further review. There being no further business, Commissioner Reed moved to adjourn the meeting. The meeting adjourned at 5:40 P.M. APPROVED: 02/12/97 MINUTES OF THE FEBRUARY 12, 1997, COMMISSION MEETING Vi LF LANSING HOUSING COMMISSION LANSING CITY CLERK PRESENT: President - Delma Lopez Commissioner Bailey Commissioner Reed Commissioner Jeffries Commissioner Curran Dorothy Payne STAFF: Executive Director Stuchell Secretary Davenport Sarah Segerlind, HR HDS, Lyle Marquart Jeanette Muse, HDS Ethel Williams, HDS Carmen Gomez, HDS David Beardsley, Maintenance Maurice Samuels, Maintenance President Lopez called the meeting to order at 5:24 p.m. Director Stuchell called the roll. All Commissioners present. The minutes of the Regular Commission meeting of January 08, 1997, were presented for approval. Commissioner Reed moved to approve the minutes. Commissioner Bailey seconded the motion. Moved: Commissioner Reed Seconded: Commissioner Jeffries Ayes: Unanimous January Liabilities Report was presented to the Board for Approval. Commissioner Bailey moved to approve the liabilities report, the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Unanimous Resolution #802 -Drug Elimination Funding was presented to the Board for approval. Commissioner Curran moved to approve the resolution, it being seconded by Commissioner Bailey. Moved: Commissioner Curran Seconded: Commissioner Bailey Ayes: Unanimous Resolution #803 -Amendment to the Travel Policy to increase mileage reimbursement for personal vehicles was presented to the Board for approval. Commissioner Bailey moved to support the amendment, it being seconded by Commissioner Curran. -2 - Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Unanimous Items of Information - COMP Grant Director Stuchell informed the Board the renovation work on our Scattered Sites (58-11's) under the Hildebrandt was proceeding well, as we have completed our second set of 2 occupied units with no problems. Budget Stabilization Resolution - Tabled until next meeting. The Director presented his monthly management report to the Board. He informed them that the format would be changing to include data from our maintenance department. The Board was presented with a letter from Franklin Street Community Housing Corporation. Discussion was held on how to invest the Turnkey III money and our involvement with other non-profit agencies within the city. At this time, Director Stuchell asked that one of the Board members volunteer to work with him on this project. Commissioner Curran volunteered to work on this project with the Director. Director Stuchell requested approval for travel to North Central Regional Chapter of NAHRO meeting. Commissioner Bailey moved to approve his travel, it being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Unanimous Commissioner Jeffries moved to go into Executive Session regarding Grievances filed by Commission employee, Maurice Samuels. The Executive Session convened at 5:50 p.m. Regular session reconvened at 6:36 p.m. At that time, Commissioner Jeffries informed all present that Maurice Samuels had dropped his grievance pertaining to the 3 -day suspension. Commissioner Jeffries moved to dem Maurice Samuels' grievance regarding his 5 -day suspension, it being seconded by Commissioner Bailey. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Unanimous There being no further business, Commissioner Bailey moved to adjourn the meeting. The meeting adjourned at 6:40 P.M. Approved: 03/12/97 AGENDA LANSING HOUSING COMMISSION February 12, 1997 1. Call to order. 2. Roll Call/Introduction of new Board Member. 3. Approval of Minutes of January 08, 1997 regular meeting. 4. Approval of Liabilities, January 1997. 5. Resolution #802 - DEP Funding 6. Resolution #803 - Amendment to Travel Policy 7. Items of Information a. COMP Update b. Budget Stabilization Resolution C. Communication from Franklin St. Comm Housing Corp. 8. Director's Monthly Report a. Policy Committees 9. Public Comment 10. Other Business 11. Adjournment MINUTES OF THE MARCH 12, 1997, COMMISSION MEET,IAQ LANSING HOUSING COMMISSION PRESENT: Commissioner Bailey Commissioner Reed Commissioner Jeffries Commissioner Curran Dorothy Payne STAFF: Executive Director Stuchell Secretary Davenport Sarah Segerlind, HR HDS, Lyle Marquart Steve Doerr, Maint. Supt. Pat Prentice, Maint. President Lopez called the meeting to order at 5:22 p.m. 9`1 APR 21 Am 11: 4 0 LANSI !G CITY CLERK Rick Koffarnus, FM Carmen Gomez, HDS Jeanette Muse, HDS Ethel Williams, HDS Dan Grover, Maint. Vickie Limberg, Clerk Director Stuchell called the roll. President Lopez had informed the Commission she would not be attending. The minutes of the Regular Commission meeting of February 12, 1997, were presented for approval. Commissioner Jeffries asked that a clarification be added to the minutes. Commissioner Curran noted a change in the time at end of the meeting. Commissioner Jeffries moved to approve minutes with changes, it being seconded by Commissioner Bailey. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Curran, Reed, Bailey, Jeffries Absent: Commissioner Lopez The Executive Minutes of February 12, 1997, meeting were presented for approval. Commissioner Bailey moved to approve the minutes, it being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Curran, Reed, Bailey, Jeffries Absent: Commissioner Lopez February Liabilities Report was presented to the Board for Approval. Commissioner Bailey moved to approve the liabilities report, the motion being seconded by Commissioner Curran. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Curran, Reed, Bailey, Jeffries Absent: Commissioner Lopez Resolution #804 -Amendment to Dwelling Lease Agreement to limit pets in our family units. After much discussion, Commissioner Bailey moved to approve the Resolution, it being seconded by Commissioner Reed. -2 - Commissioner Bailey Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Reed, Jeffries, Bailey Nays: Commissioner Curran Absent: Commissioner Lopez Resolution #805 -Amendment to the Rent Collection Policy to institute a $20.00 Late Fee for rental payments received after the 5" day of the month. Commissioner Bailey moved to support the amendment, it being seconded by Commissioner Curran. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Reed, Jeffries, Bailey, Curran Absent: Commissioner Lopez Resolution #806 -Corporate Deposit Resolution to add Rick Koffarnus to banking information. Commissioner Reed moved to approve the resolution, it being seconded by Commissioner Bailey. Moved: Commissioner Reed Seconded: Commissioner Bailey Ayes: Reed, Jeffries, Bailey, Curran Absent: Commissioner Lopez At this time, Commissioner Jeffries moved to go into Executive Session for Attorney Jim Chiodini to update the Board on Union negotiations. Regular session reconvened at 5:50 p.m. Items of Information - COMP Grant Director Stuchell informed the Board the renovation work on our Scattered Sites (58-11's) are'/2 finished. City of Lansing and Lansing Housing Commission are collaborating together to bring 14 AmeriCorp workers into Lansing. We will provide 2 houses. There will be a media event, we will notify the Board as soon as we know the details. Our annual PHMAP scores were presented to the Board. The Director was asked to bring a report back on vacancies and turnaround. The Director presented his monthly management report to the Board. Michael Simon commented on the nurses that come into the building to help the residents at Oliver Tower. Commissioner Curran informed the Commission that information was available on medical screening. We would be happy to distribute this information. There being no further business, Commissioner Bailey moved to adjourn the meeting. The meeting adjourned at 6:32 P.M. MOVED AND APPROVED: .-04-16-97 AGENDA LANSING HOUSING COMMISSION March 12, 1997 1. Call to order. 2. Roll Call. 3. Approval of Minutes of February 12, 1997 regular meeting. 4. Approval of Executive Session Minutes of February 12, 1997. 5. Approval of Liabilities, February 1997. 6. Resolution #804 -Amendment to Dwelling Lease Agreement - Pet Policy. 7. Resolution #805 -Amendment to Rent Collection Policy - $20.00 Late Fee. 8. Resolution #806 -Corporate Deposit Resolution 9. Items of Information a. COMP Update b. AmeriCorps National Civilian Community Corps c. PHrvTiAP 10. Director's Monthly Report 11. Report of President a. Policy Committees 12. Public Comment 13. Other Business 14. Adjournment t� MINUTES OF THE APRIL 16, 1997, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: President Lopez Commissioner Bailey Commissioner Reed Commissioner Jeffries ABSENT: Commissioner Curran STAFF: Executive Director Stuchell Rick Koffarnus, FM Secretary Davenport Kirk Straley, Maint. Sarah Segerlind, RR Jeanette Muse, HDS RDS, Lyle Marquart Ethel Williams, HDS Steve Doerr, Maint. Supt. Dan Grover, Maint. Gary Martiny, Maint. Debra Miller, Clerk President Lopez called the meeting to order at 5:16 p.m. LAS Sj111G CITY CLERK Director Stuchell called the roll. Commissioner Curran had informed the Commission she would not be attending. Commissioner Jeffries arrived at 5:19 p.m. The minutes of the Regular Commission meeting of March 12, 1997, were presented for approval. Commissioner Reed moved to approve minutes, the motion being seconded by Commissioner Bailey. Moved: Commissioner Reed Seconded: Commissioner Bailey Ayes: Reed, Bailey, Lopez Absent: Curran, Jeffries The Executive Minutes of March 12, 1997, meeting were presented for approval. Commissioner Reed moved to approve the minutes, the motion being seconded by Commissioner Bailey. Moved: Commissioner Reed Seconded: Commissioner Bailey Ayes: Lopez, Reed, Bailey Absent: Curran, Jeffries March Liabilities Report was presented to the Board for Approval. Commissioner Bailey moved to approve the liabilities report, the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Reed, Bailey, Lopez Absent: Jeffries, Lopez Resolution t#807 -Resolution to First of America Bank adding Rick Koffarnus to Petty Cash signature card. Commissioner Bailey moved to approve the Resolution, it being seconded by Commissioner Reed. r I if -z - Commissioner Reed Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Reed, Jeffries, Bailey Absent: Curran Resolution #808-A new Travel Policy was presented to the Board for approval. Commissioner Reed moved to support the amendment, it being seconded by Commissioner Bailey. Moved: Commissioner Reed Seconded: Commissioner Bailey Ayes: Reed, Jeffries, Bailey Absent: Curran Items of information -The 58-11's are finished, in the punch list process. After doing last minute items, they will be back on the market. Bid is out for landscape and flat work. Siding bid going out this coming week. Budget Stabilization, Commissioner Jeffries ask that we move on this Resolution. Resolution 9809 -Budget Stabilization Resolution -Creating a fund to fill in funds if income or subsidy is not sufficient to cover expenses in any given fiscal year. Commissioner Bailey moved to approve the resolution, it being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Reed, Jeffries, Bailey, Lopez Absent: Curran The Director presented his monthly management report to the Board. At this time he noted the progress being made by the maintenance department to have as many units ready to rent by May 9, as possible. We have also instructed the Occupancy Specialist to notify the next 80 people to inform them that a unit may be available by mid-May. Director Stuchell and Steve Doerr, Maintenance Superintendent working on a long term solution to vacancy and turnaround. The Director addressed the Board for authorization for members of staff to attend Professional Development training. New Financial Manager, Rick Koffarnus to Public Housing and Section 8 Finance Training. Motion made by Commissioner Bailey and seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Lopez, Jeffries, Bailey, Reed Absent: Curran Labor Law Seminar for Sarah Segerlind, Commissioner Bailey moved to authorize this travel, with the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Lopez, Jeffries, Bailey, Reed Absent: Curran -3 - Also authorization was requested for the Director, Housing District Supervisors and Section 8 Coordinator to attend NCRC Spring Conference in Bloomington, Minnesota. Commissioner Bailey moved to authorize this travel, with the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Lopez, Jeffries, Bailey, Reed Absent: Curran The AmeriCorp Vistas arrived, had a nice reception for them. Will be working at the 3 family developments. They are staying in 2 of Jeanette's units. Notice of Lansing's Human Services Summit. Housing District Supervisors, Board Members are welcome to attend this summit. Commissioner Bailey moved to authorize attendance of this summit, with the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Lopez, Jeffries, Bailey, Reed Absent: Curran Director Stuchell mentioned the passing of Oliver Tower resident, Marjorie Ojibway. Commissioner Jeffries informed all present that the Personnel Committee working with Commission staff and Commission Attorney, Jim Chiodini, have had final negotiation meeting. The Union presented their last best proposal, and we have indicated that we can live with it. At this time, the Union is to meet on the 28' for ratification vote. Will bring Bargaining Agreement back to May 14' meeting or conduct a special meeting. We entered negotiations with very strong indications from the government that business is not as usual. Changes have to be made. We appreciate the Union's recognition of that and thank you on behalf of the management group. There being no further business, Commissioner Jeffries moved to adjourn the meeting. The meeting adjourned at 5:45 P.M. APPROVED: MAY 14, 1997 AGENDA Vi/E Vi/ED LANSING HOUSING COMMISSION Fi April 16, 1997 Ul .Sr,lo CITY CLERK 1. Call to order. 2. Roll Call. 3. Approval of Minutes of March 12, 1997 regular meeting. 4. Approval of Executive Session Minutes of March 12, 1997. 5. Approval of Liabilities, March 1997. 6. Resolution #807 -Corporate Deposit Resolution - Petty Cash 7. Resolution #808 -New Travel Policy 8. Items of Information a. COMP Update b. Budget Stabilization 9. Director's Monthly Report 10. Report of President a. Policy Committees 11. Public Comment 12. Other Business 13. Adjournment LANSING HOUSING COMMISSION SPECIAL MEETING s'=yN;r-r� April 30, 1997 r, Present: Commissioner Brian Jeffries Commissioner Helen Bailey Commissioner Patricia Curran Absent: President -Lopez Commissioner James Reed Staff: Executive Director Stuchell Sarah Segerlind, Human Resource Attorney, James Chiodini Director Stuchell called the meeting to order at 12:02 p.m. LAINSINii CITY CLERK Mr. Stuchell explained to the Board that Commissioners Reed and Lopez had previously notified him that they would not be able to attend this special meeting. Commissioner Curran moved to go into Executive Session at 12:04 p.m. to discuss the last offer proposed by the Union. Motion was seconded by Commissioner Bailey. Moved: Commissioner Curran Seconded: Commissioner Bailey Ayes: Jeffries, Curran, Bailey Absent: Reed, Lopez Regular Session reconvened at 12:31 p.m. Commissioner Jeffries explained to the Board that the offer before them today was made by the Union. A motion was made by Commissioner Jeffries to ratify the Collective Bargaining Agreement and the terms to be made to the non-union employees also. This motion was seconded by Commissioner Bailey. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Bailey, Curran, Jeffries Absent: Lopez, Reed There being no further business, Commissioner Jeffries moved to adjourn the meeting. The meeting adjourned at 12:35 p.m. APPROVED: MAY 14, 1997 MINUTES OF THE May 14, 1997, COMMISSION MEETING; LANSING HOUSING COMMISSION n �i f`'.1 r1 n. �,r. 1. GL�/1 }/� V PRESENT: President Lopez Commissioner Bailey Commissioner Reed Commissioner Curran ABSENT: Commissioner Jeffries STAFF: Executive Director Stuchell Secretary Davenport Sarah Segerlind, HR HDS, Lyle Marquart Steve Doerr, Maint. Supt. President Lopez called the meeting to order at 5:15 p.m. LAINSIisG CITY CLERK% Gary Martiny, Maint. Dan Grover, Maint. Jeanette Muse, HDS Ethel Williams, HDS Carmen Gomez, HDS Director Stuchell called the roll. All Commissioners present with the exception of Commissioner Jeffries. The minutes of the Regular Commission meeting of April 16, 1997, were presented for approval. Commissioner Bailey moved to approve minutes, the motion being seconded by Commissioner Curran. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Reed, Bailey, Lopez, Curran Absent: Commissioner Jeffries April Liabilities Report was presented to the Board for Approval. Discussion was held on Luncheon for Resident Council, Advent House. Commissioner Bailey moved to approve the liabilities report, the motion being seconded by Commissioner Curran. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Reed, Bailey, Lopez, Curran Absent: Commissioner Jeffries Election of Officers -At this time, we ask for nominations for Board Chairperson. Helen Bailey nominated Delma Lopez to be the Board Chairperson. It being seconded by Commissioner Curran. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Reed, Bailey, Lopez, Curran Absent: Commissioner Jeffries Delma Lopez will be Board Chairperson. -2 - The Director asked for nominations for Vice -President. Commissioner Bailey moved to nominate Commissioner Reed for the position of Vice -President. Commissioner Curran moved to second the motion. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Reed, Bailey, Lopez, Curran Absent: Commissioner Jeffries Commissioner Reed will be Vice -President. COMP Grant update -Bid proposals are out to do vinyl siding at LaRoy Froh. Bid opening June 6. 58-011's are completed. The Director presented to the Board a Bill passed through the House of Representatives not more than a V7. hour before our meeting. He explained the contents of the Bill and what the normal procedure is for such a Bill, as now it goes to the Senate. Informed the Board that the Union Contract has been ratified and is being prepared to be distributed at this time. At this time, the Minutes of the Special Meeting on April 30, 1997, were presented to the Board for Approval. Commissioner Bailey moved to approve the minutes, the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Lopez, Reed, Curran, Bailey Absent: Commissioner Jeffries Report of President -Commissioner Lopez informed the Board that as elections were held at this meeting, Committee members will be appointed at next meeting. There being no further business, Commissioner Bailey moved to adjourn the meeting. The meeting adjourned at 5:45 P.M. APPROVED: JUNE 18, 1997 AGENDA LANSING HOUSING COMMISSION May 14, 1997 1. Call to order. 2. Roll Call. 3. Approval of Minutes of April 16, 1997 regular meeting. 4. Approval of Liabilities, April 1997. 5. Election of Officers 6. Items of Information a. COMP Update 7. Director's Monthly Report 8. Report of President a. Policy Committees 9. Public Comment 10. Other Business 11. Adjournment �.I f, ► 23 PT! 1:26 L�i',�SliJG CITY CLERK MINUTES OF THE June 18, 1997, 1997 COMMISSION MEETINCR E �� "" [' 3 i... LANSING HOUSING COMMISSION PRESENT: President Lopez Vice-president Reed Commissioner Bailey Commissioner Jeffries Commissioner Curran Dorothy Payne STAFF: Executive Director Stuchell Secretary Davenport Jeanette Muse, HDS Steve Doerr, Maint. Supt. Rick Koffarnus, FM President Lopez called the meeting to order at 5:15 p.m. Director Stuchell called the roll. All Commissioners present. ANN: s LA[iS!fgG CITY Y CLERK Gary Martiny, Maint. Sarah Segerlind, HR Ethel Williams, HDS Carmen Gomez, HDS The minutes of the Regular Commission meeting of May 14, 1997, were presented for approval. Commissioner Reed moved to approve minutes, the motion being seconded by Commissioner Curran. Moved: Commissioner Reed Seconded: Commissioner Curran Ayes: Unanimous May Liabilities Report was presented to the Board for Approval. Discussion was held on Occupational Medical, Carpenter's Built America, City Inspections, safety on the job, staff training. Commissioner Curran moved to approve the liabilities report, the motion being seconded by Commissioner Reed. Moved: Commissioner Curran Seconded: Commissioner Reed Ayes: Unanimous Resolution -010 -Track Crime and Crime -Related Problems -This Resolution is part of the new PHMAP rules. Commissioner Bailey moved to approve the Resolution, the motion being seconded by Commissioner Curran. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Unanimous Resolution 11811 -Homebuyer Budget Revision. Commissioner Jeffries moved to approve the Resolution, with Commissioner Bailey seconding the motion. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Unanimous Resolution 812 -Low Rent Budget Revision was presented to the Board. Commissioner Jeffries moved to approve the Resolution, with Commissioner Bailey seconding the motion. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Unanimous Resolution #813 -Homebuyer Budget for Fiscal Year 97/98 was presented to the Board for approval. Commissioner Reed moved to approve the budget, with Commissioner Jeffries seconding the motion. Moved: Commissioner Reed Seconded: Commissioner Jeffries Ayes: Unanimous Resolution #814 -Low Rent Budget for Fiscal Year 97/98 was presented to the Board for approval. Commissioner Reed moved to approve the budget, with Commissioner Jeffries seconding the motion. Moved: Commissioner Reed Seconded: Commissioner Jeffries Ayes: Unanimous Resolution #815 -Lansing Housing Commission's 1997 Annual Comprehensive Grant Submission was presented to the Board for approval. Commissioner Reed moved to approve the plan, with Commissioner Jeffries seconding the motion. Moved: Commissioner Reed Seconded: Commissioner Jeffries Ayes: Unanimous Director Stuchell presented to the Board Qualifications from Architects to do the Oliver Tower window project. This window project will be done in conjunction with the City of Lansing providing the means to install air conditioning in this building. Director Stuchell recommended that we use Child's and Associates. Commissioner Bailey made a motion to accept the recommendation, it being seconded by Commissioner Curran. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Unanimous Items of Information - The Board was informed that we have contracted out 27 of our vacant units for rehab. Commissioner Jeffries inquired as to whether the Union was notified. The Union was notified. They inquired as to how this is going to effect PHMAP. The Housing Commission will do very well in every area except downtime and vacancy percentage. The Board also expressed concern that this situation better not occur again. A meeting has been held with the Maintenance Superintendent and it has been agreed that this situation will never arise again. It was also requested that unit downtime be in the monthly report. The Director presented a Thank you letter from Debbie Stabenow for our input regarding the Housing Bill. He also informed them that he has been elected President of the Michigan Chapter of Housing and Redevelopment Officials. Report of President -At this time, Commissioner Lopez made appointments to committees. The appointments are as follows: Personnel -Commissioner's Bailey and Jeffries, Policy - Commissioner's Curran and Reed, Homeownership -Commissioner's Jeffries and Curran, Strategic Planning -Whole Board. Personnel Committee - Commissioner Jeffries touched on 3 grievances- 2 have been disposed of and referred back to the Human Resource office. One regarding termination is on-going. There being no further business, Commissioner Bailey moved to adjourn the meeting. The meeting adjourned at 6:30 P.M. APPROVED: 07-09-97 MINUTES OF THE July 09,1997, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: President Lopez Vice-president Reed Commissioner Bailey Commissioner Jeffries Dorothy Payne STAFF: Executive Director Stuchell Sandra Kowalk, RIC Secretary Davenport Sarah Segerlind, HR Jeanette Muse, HDS Ethel Williams, HDS Steve Doerr, Maint. Supt. Rick Koffarnus, FM GUESTS: Betty Griffin, Janice Roper, Ruby Agee, Debra Telles, Carrie Smith 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 Curran. The minutes of the Regular Commission meeting of June 09, 1997, were presented for approval. Commissioner Bailey moved to approve minutes, the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Unanimous Absent: Curran June Liabilities Report was presented to the Board for Approval. Commissioner Bailey moved to approve the liabilities report, the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Unanimous Absent: Curran Resolution -#816 -Approval for Vice-president Reed to be added to authorized signers of General Fund Checking. Commissioner Jeffries moved to approve the Resolution, the motion being seconded by Commissioner Bailey. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Unanimous Absent: Curran Items of Information - COMP Update - Carpenters Build America will be doing the work on the vinyl siding at Reo Road. A newspaper article regarding Chess Match at LaRoy Froh was presented to the Board. Thank you letter from John Dooley, in appreciation of our help in establishing a Computer Learning Center. Director's Monthly Report - Discussion was held on unit turnaround. Sandra Kowalk, Resident Initiatives Coordinator presented certificates to our AmeriCorp Vista Workers, in appreciation for all the work they do. It was explained that each development is putting together a quilt. A quilt was displayed for the Board members. Personnel Committee - Termination - information not in, another 30 day extension was given. Homeownership Committee had a meeting. Will meet again with local banks, non-profit and attorney. Goal is homeownership for our residents. Need to identify non-profit to do the work. Met with landscaper, Bob Rink, will get another bid. Goal is to involve residents in the landscaping. This is a follow-up to the approval of major landscape work included in the Comprehensive Modernization Plan. Public Comment - Debra Telles addresses the Board with concerns regarding the playground equipment at Mt. Vernon Park. Safe Passage Program Director, addressed the Board in appreciation of the grant funding enabling him to present his program to the children. Commissioner Jeffries moved to enter into Executive Session to discuss a personnel issue at 5:52 p.m. Regular session reconvened at 6:13 p.m. Commissioner Bailey moved to increase the Executive Director's wage to the proper Range and Step, effective on anniversary date, last year and this year, to incorporate the same percentage increase as all other employees, effective July 1, 1997. Also to approve the next Step increase on anniversary date. Also in the future to keep wages consistent with percentage increases received by other management employees. Commissioner Jeffries seconded the motion. Moved: Commissioner Bailey Seconded: Commissioner Jeffries Ayes: Unanimous Absent: Curran Discussion was held on the National NAHRO Conference in San Diego. There being no further business, Commissioner Bailey moved to adjourn the meeting. The meeting adjourned at 6:15 P.M. AGENDA LANSING HOUSING COMMISSION July 09, 1997 1. Call to order. 2. Roll Call. 3. Approval of Minutes of June 18, 1997 regular meeting. 4. Approval of Liabilities, June 1997. 5. Resolution #816 -Authorization for Vice-president Reed to sign checks. 6. Presentation -LHC Vista's 7. Items of Information a. COMP Update b. Article regarding Housing Commission Chess Match C. Thank you from Edgewood Computer Learning Center 8. Director's Monthly Report 9. Report of President a. Policy Committees 10. Public Comment 11. Other Business - 12. Adjournment CITY CLERK MINUTES OF THE August 13, 1997, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: President Lopez Commissioner Jeffries Commissioner Curran STAFF: Executive Director Stuchell Rick Porter, Mod Coord. Secretary Davenport Sarah Segerlind, HR Jeanette Muse, HDS Ethel Williams, HDS Steve Doerr, Maint. Supt. Dan Grover, Maint. Rick Koffarnus, FM Gary Martiny, Maint. Deb Miller, Maint.; Clerk Lyle Marquart, HDS GUESTS: Steve Brewer, Richard Cook, Michael Simons 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's Reed and Bailey. Both notified the Commission that they would be absent. The minutes of the Regular Commission meeting of July 09, 1997, were presented for approval. Commissioner Jeffries moved to approve the minutes, the motion being seconded by Commissioner Curran. Moved: Commissioner Jeffries Seconded: Commissioner Curran Ayes: Lopez, Jeffries, Curran Absent: Reed, Bailey The Executive session minutes of the Regular Commission meeting of July 09, 1997, were presented for approval. Commissioner Jeffries moved to approve the minutes, the motion being seconded by Commissioner Curran. Moved: Commissioner Jeffries Seconded: Commissioner Curran Ayes: Lopez, Jeffries, Curran Absent: Reed, Bailey July Liabilities Report was presented to the Board for Approval. Commissioner Curran moved to approve the liabilities report, the motion being seconded by Commissioner Jeffries. Moved: Commissioner Curran Seconded: Commissioner Jeffries Ayes: Lopez, Jeffries, Curran Absent: Reed, Bailey -2- SAF Items of Information - COMP Update - Discussion was held on: Smoke Alarm Letter sent to all our tenants, John J. Gunther Award given to the City of Lansing for its work to provide help to homeless families. A copy of the Commission's Drug Elimination Application Submission was presented to the Board. Selection of Landscape Architect was discussed. All qualifications packets were reviewed and Commissioner Jeffries moved to approve Site Design & Management Systems, Inc. to handle the landscaping at our family developments. Moved: Commissioner Jeffries Seconded: Commissioner Curran Ayes: Lopez, Jeffries, Curran Absent: Reed, Bailey The Director presented Lansing Housing Commission's Monthly Report - Discussion was held on the playground equipment at Mt. Vernon, rehabs and vacant unit goals. The Board expressed that they want to see hard numbers. The National NAHRO Conference in San Diego was discussed. It was recommended that 2 Housing District Supervisors attend the conference. Personnel Committee - Copy of new Contract in Folders, this contract is in effect until June of 1998. Termination - Personnel Committee recommended to the Board that they uphold the termination of Mary Jo Clark. Commissioner Jeffries moved to uphold the termination, the motion being seconded by Commissioner Curran. Moved: Commissioner Jeffries Seconded: Commissioner Curran Ayes: Lopez, Jeffries, Curran Absent: Reed, Bailey Director Stuchell introduced Rick Porter to the Board. Rick has joined the staff here at the Lansing Housing Commission as Modernization Coordinator. Public Comment -Steve Brewer addressed the Board. Richard Cook and Michael Simons had a question regarding the smoke alarm notice sent to all tenants. There being no further business, Commissioner Jeffries moved to adjourn the meeting. The meeting adjourned at 6:00 P.M. APPROVED 09-10-97 AGENDA r.. r r} LANSING HOUSING COMMISSION August 13, 1997 LI-Ai'I'Ai1G CJ -1 Y CLCR3' 1. Call to order. 2. Roll Call. 3. Approval of Minutes of July 09, 1997 regular meeting. 4. Approval of Executive Session Minutes. 5. Approval of Liabilities, July 1997. 6. Items of Information a. COMP Update Selection of Landscaper b. Smoke Alarm Letter C. John J. Gunther Award d. Mayor's School Report e. Drug Grant Submission 7. Director's Monthly Report 8. Report of President a. Policy Committees 9. Public Comment 10. Other Business 11. Adjournment rr 01PNI 1 ' ,v MINUTES OF THE September 10, 1997, COMMISSIO1�1V') TIrW'j' CI ERS( LANSING HOUSING COMMISSION PRESENT: President Lopez Vice-president Reed Commissioner Jeffries Commissioner Bailey STAFF: Executive Director Stuchell Secretary Davenport Sarah Segerlind, HR Jeanette Muse, HDS Ethel Williams, HDS Steve Doerr, Niaint. Supt. Dan Grover, Maint. Rick Koffarnus, FM Gary Martiny, Maint. Lyle Marquart, HDS 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 Curran. The minutes of the Regular Commission meeting of August 13, 1997, were presented for approval. Commissioner Jeffries moved to approve the minutes, the motion being seconded by Commissioner Reed. Moved: Commissioner Jeffries Seconded: Commissioner Reed Ayes: Lopez, Jeffries, Bailey, Reed Absent: Curran August Liabilities Report was presented to the Board for Approval. Discussion was held on Lansing State Journal advertisements, and the emergency phones in the elevators. Com:nissioiner Bailey :roved to approve"the liabilities report, the :notion being seconded by Commissioner Jeffries. Moved: Commissioner Bailey Seconded: Commissioner Jeffries Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran Resolution 9817 — Write off of disposed assets was presented to the Board for approval. Commissioner Jeffries moved to approve Resolution #817, it being seconded by Commissioner Bailey. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran Resolution #818 — Write off of uncollected rents was presented to theiBoard,fIr apprgv�,l Commissioner Bailey moved to approve Resolution #818, it being seconded by Commissioner Jeffries. L "ISP CIT' i CLERK Moved: Commissioner Bailey Seconded: Commissioner Jeffries Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran Resolution #819 — Certification to Old Kent Bank giving Financial Manager, Rick Koffarnus authorization to deal with our Certficate of Deposit was presented to the Board for approval. Commissioner Bailey moved to approve Resolution #819, it being seconded by Commissioner Jeffries. Moved: Commissioner Bailey Seconded: Commissioner Jeffries Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran Resolution #820 — The Lansing Housing Commission's annual Public Housing Management Assessment Program submission was presented to the Board for approval. Commissioner Jeffries moved to approve Resolution 9820, it being seconded by Commissioner Bailey. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran Items of Information — Discussion was held on: The Board's attention was brought to 2.Discharges of Civil Rights Complaints. It was made mention in the discharges that Lansing Housing Commission has a good record of non -violation. The Director informed the Board that he has been appointed to the National NAHRO Professional Development Committee, also to Housing Authority Insurance's Risk Control Policy Committee. He asked for approval to attend the annual board meeting of Housing Authority Insurance. Commissioner Bailey moved to approve the travel with Commissioner Reed seconding the motion. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran -3 - COMP Grant — We were notified that the parking ramp that was to be built is not likely to be built, but Oliver Tower is still getting their windows and air conditioners. The Director presented Lansing Housing Commission's Monthly Report - Playground equipment is up at Mt. Vernon. At this time, Sarah Segerlind explained to the Board the new suggestion practice. Each suggestion must be an original idea, must save money or time and must be able to be implemented throughout the Commission. Dave Abood received a gift certificate for his suggestion this month. Commissioner Jeffries touched on the Labor, Management meeting that preceded the Board meeting. The Board has been concerned with the slow turnaround. Nebulance at this point. We need process formalized in real clear cut way as it relates to management and labor. All aspects of process from beginning to end, with a policy or procedure put together, we can do the work and take it from there, see where it goes. There being no further business, Commissioner Bailey moved to adjourn the meeting The meeting adjourned at 6:10 P.M. Approved: 10-08-97 MINUTES OF THE October 08, 1997, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: President Lopez Vice-president Reed Commissioner Jeffries L ' ISIj � Cj1.1'1 C;LLj';`; Commissioner Bailey Commissioner Curran STAFF: Executive Director Stuchell Secretary Davenport Sarah Segerlind, HR Jeanette Muse, HDS Ethel Williams, HDS Steve Doerr, Maint. Supt. Rick Koffarnus, FM Brett Stallworth, Occupancy Carmen Gomez, HDS Lyle Marquart, HDS GUESTS: Sam Obrecht, Mary Brown, Michael Simon, Tashema Clemens 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 Curran who arrived at 5:18 p.m. The minutes of the Regular Commission meeting of September 10, 1997, were presented for approval. Commissioner Bailey moved to approve the minutes, the motion being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Lopez, Jeffries, Bailey, Reed Absent: Curran August Liabilities Report was presented to the Board for Approval. Commissioner Jeffries moved to approve the Liabilities report, the motion being seconded by Commissioner Bailey. Moved: Commissioner Jeffries Seconded: Commissioner Bailey Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran Resolution 9821— Rescinding Resolution 9472, allowing incoming residents to pay their Security Deposit in payments, Resolution 9821 will require that all incoming residents pay their Security Deposit in full upon move in. Commissioner Bailey moved to approve the motion, it being seconded by Commissioner Reed. Moved: Commissioner Bailey Seconded: Commissioner Reed Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran -2 - Resolution #822 — Update of tenant maintenance charges to reflect current materials and costs. Commissioner Reed moved to approve Resolution #822, it being seconded by Commissioner Jeffries. Moved: Commissioner Reed Seconded: Commissioner Jeffries Ayes: Lopez, Jeffries, Reed, Bailey Absent: Curran Items of Information — Discussion was held on: The Board's attention was brought to our FY ending June 30, 1997, Audit report. Special attention was directed to pages, 30 and 23 which reports that the audit of the Lansing Housing Commision did not reveal any material weaknesses or reportable conditions. Page 23, indicates that action has been taken and all prior audit recommendations are in place. The Commission thanked Financial Manager, Rick Koffarnus for the work he did preparing for this audit. COMP Grant -Have run into a small snag with the window replacement at Oliver Tower, the size of the window must meet Fire Codes. Homeownership Committee -Draft Agreement in your packet, we will review this agreement and meet with our attorney, and then meet with the bank again and hopefully enter into the agreement. We have been approached by the Housing Resource Center to manage their transitional housing. We are looking into the legalities of such a venture, but hopeful this will be something we can do. The Director presented Lansing Housing Commission's Monthly Report — New additions to the report included the running PHMAP totals for maintenance. Also, the budget performances report on our operating budget. Steve Doerr, Maintenance Superintendent explained the maintenance report, and Rick Koffarnus, Financial Manager answered questions report our budget performance. Personnel Committee -Rehab process and work order process have been put together with time frames that directly effect our PHMAP. Yashoma Clemens, an applicant for housing addressed the Board. There being no further business, Commissioner Jeffries moved to adjourn the meeting. The meeting adjourned at 5:50 P.M. APPROVED: 11-12-97 AGENDA LANSING HOUSING COMMISSION October 08, 1997 1. Call to Order. 2. Roll Call. 3. Approval of Minutes of September 10, 1997 regular meeting. 4. Approval of Liabilities, September 1997. 5. Resolution #821— Rescinding Resolution #472. 6. Resolution #822 — Update Tenant Maintenance Charges. 7. Items of Information a. AUDIT b. COMP Update 8. Director's Monthly Report 9. Report of President a. Policy Committees 10. Public Comment 11. Other Business 12. Adjournment MINUTES OF THE December 16, 1997, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: President Lopez Vice-president Reed Commissioner Jeffries Commissioner Bailey Commissioner Curran Dorothy Payne STAFF: Executive Director Stuchell Secretary Davenport Sarah Segerlind, HR Steve Doerr, Maint. Supt. Rick I£offarnus, FM Carmen Gomez, FIDS Our meeting was held at a local restaurant, immediately preceding our 1997 Holiday Celebration for all employees and their families. President Lopez called the meeting to order at 5:30 p.m. Director Stuchell called the roll. All Commissioners present with the exception of Commissioner Jeffries who notified us he would be late. The minutes of the Regular Commission meeting of November 12, 1997, were presented for approval. Commissioner Reed moved to approve the minutes, the motion being seconded by Commissioner Bailey. Moved: Commissioner Reed Seconded: Commissioner Bailey Ayes: Lopez, Bailey, Curran, Reed Absent: Jeffries November Liabilities Report was presented to the Board for Approval. Commissioner Bailey moved to approve the Liabilities report, the motion being seconded by Commissioner Curran. Moved: Commissioner Bailey Seconded: Commissioner Curran Ayes: Lopez, Curran, Bailey, Reed Absent: Jeffries Items of Information: Director Stuchell announced to the Board that Lansing Housing Commission will hold a press conference to announce the 1997 Drug Elimination Grant on Thursday, December 18, 1997, at Oliver Tower Community Room. The Board was informed that we received the Economic Development and Community Support Services Grant Award for the amount of $150,000. PHMAP Scores for Fiscal Year ending June 30, 1997, were presented to the Board. Discussion was held on the Transfer Policy. -2 - Information pertaining to the 1998, Martin Luther King Dinner were presented to the Board. Notice of disposition of EEOC Complaint was presented to the Board for informational purposes. COMP Grant — Siding is going up at LaRoy Froh, it was suggested that if members of the Board get down that way that they go see it. The Director presented Lansing Housing Commission's Monthly Report — included were: Operating Budget Report, Petty Cash Reports, Management Reports, Maintenance Reports. Director Stuchell requested approval for Financial Manager, Rick Koffarnus to attend Accounting Training. A motion to approve the travel was made by Commissioner Curran and seconded by Commissioner Reed. Moved: Commissioner Curran Seconded: Commissioner Reed Ayes: Lopez, Bailey, Curran, Reed Absent: Jeffries Personnel Committee -No report Dorothy Payne commented that she felt it has been an exceptionally good year for the Housing Commission. There being no further business, Commissioner Reed moved to adjourn the meeting. The meeting adjourned at 5:40 P.M. APPROVED: January 14 1998