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HomeMy WebLinkAbout2008 Lansing Housing Commission MinutesMINUTES OF THE January 9, 2008, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: All Commissioners Present STAFF: Director Stuchell Dona Davenport Sarah Segerlind Karen McComb Chuck MacIntosh Dave Abood n� Secretary Stuchell called the meeting to order at 5:18 p.m. All Commissioners present at roll call with the exception of Commissioner Johnson who.. arrived at 5:20 pm. c-: The Minutes of December 12, 2007, Board Meeting were presented to the Board for approval. Commissioner Coney moved to approve the minutes, it being seconded by Commissioner Rodriguez. Moved: Commissioner Coney -Seconded: Commissioner Rodriguez Ayes: Coney, Crank, Rodriguez, St. George Absent: Johnson December liabilities report was presented to the Board for approval. Many of the line items were discussed, explanations regarding Key holders, Security, nuisance fees, process servers, Eric's refuse, and many more were given to the Board. Commissioner St. George moved to approve the liabilities for December, it being seconded by Commissioner Rodriguez. Moved: Commissioner St. George Seconded: Commissioner Rodriguez Ayes: Unanimous Resolution #1035 — Write off of inactive tenant balances for October 2007 was presented to the Board for approval. Commissioner Coney made a motion to approve the write offs with Commissioner St. George seconding the motion. Moved: Commissioner Coney Seconded: Commissioner St. George Ayes: Unanimous Items of Information John Dipero, CPA will be here at 4 pm on February 13 to do a presentation of the Annual Audit. Discussion was held regarding the term expirations and Board members were asked to think about terms before next meeting. Also, asked to please exchange contact information so officers could be elected at February's meeting. The Director explained the duties of the President and Resident Relations and Personnel Committee. The Director touched on the Abigail — utility separation just about done. Capital Fund — Just starting the Reo Road Community Building and Entrance. N A meeting of the Non-profit will be scheduled — we usually hold them in conjunction with the LHC Board meetings. We will have Attorney, Thomas Lapka attend the meeting. Director Stuchell presented schedule of Commissioner Trainings — please notify us if you want to attend. Commissioner Coney requested authorization to attend a Tax Credit Seminar in Washington D C. This is run in conjunction with the Legislative Conference. Commissioner St. George moved to authorize the travel, it being seconded by Commissioner Rodriguez. Moved: St. George Seconded: Rodriguez Ayes: Unanimous Director Stuchell presented the monthly management report to the Board with an explanation of different items presented on the report. There being no further business, Commissioner St. George moved to adjourn the meeting. The meeting adjourned at 6:50 p.m. Chris tuchell, Executive Director and Secretary Date LHC Board Mtg Minutes I 2/12/07/dld AGENDA LANSING HOUSING COMMISSION January 9, 2008 1. Call to Order. 2. Roll Call. 203a FES 29 Ci:l It' • �( 3. Approval of Minutes of December 12, 2007 regular meeting. 4. Liabilities — December 2007 5. Resolution #1035 —Inactive tenant accounts write off. 6. Items of Information a. February 13th Tentative Presentation by Auditor b. New appointee Term expirations c. Appointment of Officers d. Capital Fund Items e. Schedule of Meetings f. Annual Audit Letter from HUD g. Notice of Commissioner Training (Martin Luther King Dinner Tickets) 7. Director's Monthly Report - December 8. Report of President a. Committee reports 9. Public Comment — limit 3 minutes 10. Other Business 11. Adjournment MINUTES OF THE February 13, 2008, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: All Commissioners Present STAFF: Director Stuchell Sarah Segerlind Chuck MacIntosh Secretary Stuchell called the meeting to order at 5:27 p.m. All Commissioners present. Dona Davenport Karen McComb Secretary Stuchell requested nominations for the office of President. Commissioner Johnson nominated Pat St. George to be President. Commissioner Rodriguez seconded the nomination. Commissioner George accepted the nomination. Moved: Commissioner Johnson Seconded: Commissioner Rodriguez Ayes: Unanimous Commissioner Rodriguez nominated Commissioner Johnson to be Vice-president. Commissioner Crank seconded the nomination. Commissioner Johnson accepted the nomination. Moved: Commissioner Rodriguez Seconded: Commissioner Crank Ayes: Unanimous President St. George asked for volunteers to be on the Personnel Committee. Commissioner Rodriguez and Commissioner Johnson volunteered to be on the Personnel Committee. Commissioner Crank volunteered to be on the Resident Relations Committee along with President St. George. The Minutes of January 9, 2008 Board Meeting were presented to the Board for approval. Commissioner Rodriguez asked that a correction be made to item #2. Commissioner Coney moved to approve the minutes with correction, it being seconded by Commissioner Crank. Moved: Commissioner Coney Seconded: Commissioner Crank Ayes: Unanimous January liabilities report was presented to the Board for approval. Director Stuchell went through the report giving a description of items over $2,000. Commissioner Johnson moved to approve the liabilities for January, it being seconded by Commissioner Coney. Moved: Commissioner Johnson Seconded: Commissioner Coney Ayes: Unanimous Resolution #1036 — Tabled until March's meeting. Items of Information The Board was presented a letter regarding our Shelter Plus Care Grant received. This program is administered in collaboration with Community Mental Health. We currently have 55 Shelter Plus Care Voucher holders. The Architect handling the entry way renovation at LaRoy Froh will probably attend the next Board meeting to make a recommendation to the Board for the Contractor. Reminder: We will meet at noon at the Radisson on Thursday Feb 21, 2008 for lunch and then go to Board Room for Retreat. Director Stuchell presented the monthly management report to the Board. No .financial report this month but will have one next month. Public Comment: Chuck MaIntosh introduced himself and requested that the Personnel Committee think about times to hear Grievances. Commissioner Rodriguez requested documented procedures as to the Resident Relations and Grievance Hearings. Commissioner Rodriguez requested authorization to attend Commissioner Training in conjunction with the National NAHRO Legislative Conference. Commissioner Crank moved to authorize the travel request, it being seconded by Commissioner Coney. Moved: Commissioner Crank Seconded: Commissioner Coney Ayes: Unanimous President St. George mentioned she would be attending the Commissioner training in Coldwater. There being no further business, Commissioner Coney moved to adjourn the meeting, it being seconded by Commissioner Johnson. The meeting adjourned at 5:56 p.m. Pat St. chell, Executive Director and Secretary / Date j -V LHC Board Mtg Minutes01/09/08/d1d - c- :;J ti AGENDA LANSING HOUSING COMMISSION February 13, 2008 ..' i�rti ,- 1. Call to Order. 2. Roll Call. 3. Election of Officers a. Committee Assignments 4. Approval of Minutes of January 9, 2008 regular meeting. 5. Liabilities — January 2008 6. Resolution #1036 — Inactive tenant accounts write off. 7. Items of Information a. Capital Fund Items b. Communication from HUD Continuum of Care c. Retreat — Feb 21, 2008 8. Director's Monthly Report - January 9. Report of President a. Committee reports 10. Public Comment — limit 3 minutes 11. Other Business 12. Adjournment MINUTES OF THE March 12, 2G08, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: All Commissioners Present STAFF: Director Stuchell Dona Davenport Sarah Segerlind Karen McComb Chuck MacIntosh Chris Hientzleman President St. George called the meeting to order at 5:19 p.m. All Commissioners present. The Minutes of February 13, 2008 Board Meeting were presented to the Board for approval. Commissioner Johnson moved to approve the minutes with motion being seconded by Commissioner Crank. Moved: Commissioner Johnson Seconded: Commissioner Crank Ayes: Unanimous February liabilities report was presented to the Board for approval. Director Stuchell went through the report giving a description of items over $2,000. Commissioner Johnson moved to approve the liabilities for January, it being seconded by Commissioner Rodriguez. Moved: Commissioner Johnson Seconded: Commissioner Rodriguez Ayes: Unanimous Resolution #1036 — Write off of inactive tenant balances for the month of November 2007 was presented to the Board. Commissioner Crank moved to approve the write offs with Commissioner Rodriguez seconding the motion. Moved: Commissioner Crank Seconded: Commissioner Rodriguez Ayes: Unanimous �n The Minutes of February 13, 2008 Board Meeting were presented to the Board for approval. Commissioner Johnson moved to approve the minutes with motion being seconded by Commissioner Crank. Moved: Commissioner Johnson Seconded: Commissioner Crank Ayes: Unanimous February liabilities report was presented to the Board for approval. Director Stuchell went through the report giving a description of items over $2,000. Commissioner Johnson moved to approve the liabilities for January, it being seconded by Commissioner Rodriguez. Moved: Commissioner Johnson Seconded: Commissioner Rodriguez Ayes: Unanimous Resolution #1036 — Write off of inactive tenant balances for the month of November 2007 was presented to the Board. Commissioner Crank moved to approve the write offs with Commissioner Rodriguez seconding the motion. Moved: Commissioner Crank Seconded: Commissioner Rodriguez Ayes: Unanimous Resolution #1037 — Write off of inactive tenant balances for the month of December 2007 was presented to the Board. Commissioner Johnson moved to approve the write offs with Commissioner Rodriguez seconding the motion. Moved: Commissioner Johnson Seconded: Commissioner Rodriguez Ayes: Unanimous Items of Information Donald Smalligan, Vice President of M. C. Smith Associates and Architectural Group presented a letter of recommendation to the Board for a Contractor to do the LaRoy Froh Community Center Improvement Project. After reviewing their bid and meeting with Omega Construction staff, Mr. Smalligan recommended that we authorize Director Stuchell to enter into a Contract with Omega. Commissioner Rodriguez ivade a motion to authorize Director Stuchell to enter into the Contract, with Commissioner Crank seconding the motion. Rick Porter, Modernization Coordinator was introduced to the Board. Moved: Commissioner Rodriguez Seconded: Commissioner Crank Ayes: Unanimous Director Stuchell presented the monthly management report to the Board. Information was distributed regarding the Affordable Housing Conference. The management report for Public Housing and Section 8 was presented for review. Commissioner Rodriguez encouraged all Commissioners to attend and staff also. Description of procedures for Personnel Committee and Resident Relations Committees was presented to the Board. Commissioner Rodriguez spoke to having procedures documented and outlined. Discussion was held on vacancy loss, asset management and downtime. Committee Reports — Personnel Committee did hear 4 grievances — there will be no recommendation today — will be holding special meeting between now and the April meeting to make recommendation. Commissioner Johnson added that it had been a good process. We do have a Board vacancy now — so we will be taking recommendations for an individual that is receiving housing assistance. Other Business — Annual Plan — please review and forward any comments — recommendations, etc., to our office. RIC — Director Stuchell and Sarah Segerlind will be doing interviews Monday, Tuesday, and Wednesday of next week. Commissioner Rodriguez recommended that we put in place an orientation plan. Public Comment: President St. George, ask representatives from the Union if they had an individual from our Union as a representative. Chris Hientzelman informed her that Dan Hamilton was their representative. There being no further business, Commissioner Johnson moved to adjourn the meeting, it being seconded by Commissioner Crank. The meeting adjourned at 6:09 p.m. Pat St. I Chris Stuchell, Executive Director and Secretary LHC Board M.tg Minutes02/13/08/dl AGENDA LANSING HOUSING COMMISSION March 12, 2008 1. Call to Order. 2. Roll Call. 3. Approval of Minutes of February 13, 2008 regular meeting. 4. Liabilities — February 2008 5. Resolution #1036 — Inactive tenant accounts write off. 6. Resolution #1037 — Inactive tenant accounts write off. 7. Items of Information a. Capital Fund Items — M. C. Smith, Architect 8. Director's Monthly Report - February 9. Report of President a. Committee reports 10. Public Comment —limit 3 minutes 11. Other Business 13. Adjournment MINUTES OF THE April 09, 2008, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: All Commissioners Present v-. STAFF: Director Stuchell Dona Davenport Karen McComb Chuck MacIntosh Mark Beatty RESIDENTS: Lucietta Miles, Christopher Thompson, Danielle Murphy, and Brian Hangosky President St. George called the meeting to order at 5:15 p.m. Commissioner Johnson not present at roll call — arrived at 5:17 pm. The Minutes of March 12, 2008 Board Meeting were presented to the Board for approval. Commissioner Crank moved to approve the minutes with motion being seconded by Commissioner Rodriguez. Moved: Commissioner Crank Seconded: Commissioner Rodriguez Ayes: Crank, Rodriguez, St. George Absent: Johnson March liabilities report was presented to the Board for approval. Director Stuchell went through the report giving a description of items over $2,000. Commissioner Rodriguez moved to approve the liabilities for March, it being seconded by Commissioner Crank. Moved: Commissioner Rodriguez Seconded: Commissioner Crank Ayes: Unanimous Resolution #1038 — Write off of inactive tenant balances for the month of January 2008 was presented to the Board. Commissioner Johnson moved to approve the Resolution with Commissioner Crank seconding the motion. Moved: Commissioner Johnson Seconded: Commissioner Crank Ayes: Unanimous Resolution #1039 — Authorize Certification of Compliance for Annual Plan was presented to the Board for approval. Commissioner Johnson noted that the Plan has been reviewed and recommendation given to the Mayor for signature to the Consistency with the Consolidated Plan Certification. Commissioner Rodriguez moved to approve the certification with Commissioner Johnson seconding the motion. Moved: Commissioner Rodriguez Seconded: Commissioner Johnson Ayes: Unanimous Items of Information We have signed the contract for the renovation to the LaRoy Froh entry way. Director Stuchell presented the monthly management report to the Board. The management report for Public Housing and Section 8 was presented for review. Report of President: Just returned from Commissioner Training. It was very beneficial — and I suggest that if you get the opportunity to attend, it was very informational — Learned about roles, financials, running meetings, etc. Individuals in attendance had varied experience. Committee Reports — Resident Relations - None Personnel Committee — Grievances Date: 12/12/07 Regarding snow removal Letricia Rodriguez, Personnel Committee recommends that grievance be upheld, with Commissioner Johnson seconding the motion. Ayes: Rodriguez, Crank, Johnson Nays: St. George Grievance Dated: 01/08/08 - Hot water heater issue Letricia Rodriguez, Personnel Committee recommends that grievance be upheld, with Commissioner Johnson seconding the motion. Ayes: Rodriguez, Crank, Johnson Nays: St. George Grievance Dated: 01/18/08 - Snow blower issue Letricia Rodriguez, Personnel Committee recommends that grievance be upheld, with Commissioner Johnson seconding the motion. Ayes: Rodriguez, Crank, Johnson Nays: St. George Grievance Dated: 02/08/08 - Termination Letricia Rodriguez, Personnel Committee recommends that disciplinary action be upheld, with Commissioner Johnson seconding the motion. Ayes: Unanimous President St. George distributed a communication regarding handling grievances. She indicated that receiving telephone calls and/or letters could constitute unethical behavior. She then thanked the Personnel Committee for their hard work. Commissioner Johnson asked to wait and discuss Contract Extension until next month. The Personnel Committee inquired as to the letter they received from the Union. President St. George noted that the Committee was not well served by receiving this letter, procedure was not followed. Other Business — Lucietta Miles, inquired as to getting the late fee waived. Director Stuchell informed her that in some cases the late fee can be waived. An example would be in the case of a death in the family — that they should ask their housing manager. Ms. Miles asked about Section 8 funding. She inquired as to whether there was any lead or asbestos at S. Washington Park. Director Stuchell informed her that we have documents on file — proving that there is no risk in all of our buildings. Discussion was held on the Air Conditioner fee. She was informed that $25.00 a month for running an air conditioner was fair — Lansing Housing Commission was paying the rest of the cost per month for the residents. There is no mandatory shut off — if resident wants to extend the use of their air conditioner they may keep on paying. Brian Hangosky spoke to a resident council at S. Washington- Park. Mentioned the problems they are having with Comcast Cable. He was informed that we were hiring a:• Resident Initiatives Coordinator who would be working to try and establish Resident Councils. Director Stuchell also suggested that Dave Abood set up a time for a meeting to discuss these issues further at S. Washington. There being no other business, Vice-president Johnson moved to adjourn the meeting. Commissioner Rodriguez seconded the motion. The meeting adjourned at 7:02 pm. Pat St. Chris Stuchell, Executive Director and Secretary Date MINUTES OF THE May 14, 2008, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: All Commissioners Present STAFF: Director Stuchell Dona Davenport Karen McComb Chuck MacIntosh Mark Beatty Sarah Segerlind President St. George called the meeting to order at 5:16 p.m. All Commissioners present. The Minutes of April 9, 2008 Board Meeting were presented to the Board for approval. Commissioner Rodriguez moved to approve the minutes with motion being seconded by Commissioner Crank. Moved: Commissioner Rodriguez Seconded: Commissioner Crank Ayes: Unanimous April liabilities report was presented to the Board for approval. Director Stuchell went through the report giving a description of items over $2,000. Also presented to the Board was the liabilities report for Oliver Gardens -Limited Dividend Housing Association Limited Partnership. Discussion was held on aspects of OG — LDHALP. Commissioner Crank moved to approve the liabilities for April, it being seconded by Commissioner Johnson. Moved: Commissioner Crank Seconded: Commissioner Johnson Ayes: Unanimous Resolution 41040 — Write off of inactive tenant balances for the month of February 2008 was presented to the Board. Commissioner Johnson moved to approve the Resolution with Commissioner Crank seconding the motion. Moved: Commissioner Johnson Seconded: Commissioner Crank Ayes: Unanimous Director Stuchell introduced Mary Duncan as our new Resident Initiative's Coordinator. Mary further introduced herself. Office of Inspector General Audit Report was presented to the Board. A short discussion was held in regards to the Audit. Items of Information Capital Fund Items-LaRoy Froh entry way work is underway. The Director presented the MSU Feasibility Study to the Board. Vice-president Johnson also spoke to the Study — Director Stuchell presented the monthly management report to the Board. The management report for Public Housing and Section 8 was presented for review. The Rent Collection Policy and staff recommendations were presented to the Board for review. We will make recommended changes and present to the Board in June for approval. Security Deposit Policy was reviewed and changes discussed — we will also present this to the Board in June for approval. A communication from the EEOC was presented to the Board. RETREAT -The day of June 9, 2008 afternoon was set — location will be announced. Vice-president Johnson excused himself from the meeting to attend another function. Report of President: None Committee Reports — Resident Relations — None Personnel Committee — Extension of Employment Agreement for Executive Director — Commissioner Rodriguez requested that it be tabled until June as Personnel Committee member Johnson had been excused. President St. George noted it would be the first item of business at the June meeting. Public comment: None There being no other business, Commissioner Crank moved to adjourn the meeting. Commissioner Rodriguez seconded the motion. The meeting adjourned at 6:53 pm. '/// &//0 Pat St. Geoff Chris ShchrIl,Executive Director and Secretary Date 13dn)1gA11d%7- 10/08 MINUTES OF THE July 1G, 2008, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: President St. George Commissioner Rodriguez Commissioner Arbour STAFF: Director Stuchell Karen McComb Chuck MacIntosh Chris Hientzelman GUESTS: Sarah McCubbin Gretchen Cochran Amy Hovey Dona Davenport Sarah Segerlind Mark Beatty Yasmina Bouraoui Amor Bouraoui-Karoui President St. George called the meeting to order at 5:30 p.m. All Commissioners present with the exception of Commissioner Johnson who had informed us he would not be attending. Director Stuchell welcomed Megan Arbour as our new Commissioner. The Minutes of May 14, 2008 Board Meeting were presented to the Board for approval. Commissioner Rodriguez moved to approve the minutes with motion being seconded by Commissioner Arbour. Moved: Commissioner Rodriguez Seconded: Commissioner Arbour Ayes: Arbour, Rodriguez, St. George Absent: Johnson May liabilities report was presented to the Board for approval. Director Stuchell went through the report giving a description of items over $2,000. Commissioner Rodriguez moved to approve the liabilities for May, it being seconded by Commissioner St. George. Moved: Commissioner Rodriguez Seconded: Commissioner St. George Ayes: Arbour, Rodriguez, St. George Absent: Johnson June liabilities report was presented to the Board for approval. Director Stuchell explained that when we sent out June's liabilities in the packet several checks were not on the list. He suggested that we table until the Board reviews the new copy presented to them and then approve in August. Approval of June liabilities was tabled. IidmtgidId/7/16/0 8 Resolution #1041 — Write off of inactive tenant balances for the month of March 2008 was presented to the Board. Commissioner St. George moved to approve the Resolution with Commissioner Rodriguez seconding the motion. Moved: Commissioner St. George Seconded: Commissioner Rodriguez Ayes: Rodriguez, St. George, Arbour Resolution #1042 — Rewritten Security Deposit Policy was presented to the Board for approval. Commissioner St. George moved to approve file Resolution with Commissioner Arbour seconding the motion. Moved: Commissioner St. George Seconded: Commissioner Arbour Ayes: Rodriguez, St. George, Arbour Absent: Johnson Resolution 01043 — Rent Collection Policy was presented to the Board for approval. After noting that the effective date be changed to August 1, 2008, Commissioner St. George moved to approve the Resolution with Commissioner Rodriguez seconding the motion. Moved: Commissioner St. George Seconded: Commissioner Rodriguez Ayes: Rodriguez, St. George, Arbour Absent: Johnson Approved Resolution 01044 - Public Housing Budget was presented to the Board. This Resolution received Board approval on June 27, 2008. Resolution #1045 — Reauthorization of use of Capital Funds for new Administrative offices in the Administrative building at the former School for the Blind was presented to the Board for approval. Commissioner Rodriguez moved to approve the Resolution,with Commissioner Arbour seconding the motion. Moved: Commissioner Rodriguez Seconded: Commissioner Arbour Ayes: Rodriguez, St. George, Arbour Absent: Johnson Resolution #1046 — Allocation of 44 S8 Housing Choice Vouchers to the Abigail was presented to the Board for re -approval. Re -approval is needed so the date of commitment is less than 30 days for our LIHTC application which is due August 1, 2008. Commissioner St. George moved to approve the Resolution with Commissioner Arbour seconding the motion. Moved: Commissioner St. George Seconded: Commissioner Arbour Ayes: Rodriguez, St. George, Arbour Absent: Johnson T1dmt1,/d1d 7/ I 6,108 Resolution #1047 — Write off of inactive tenant accounts for the month of April 2008 was presented to the Board for approval. Commissioner Rodriguez moved to approve the Ivrite off with Commissioner Arbour seconding the motion. Moved: Commissioner St. George Seconded: Commissioner Arbour Ayes: Rodriguez, St. George, Arbour Absent: Johnson Items of Information Capital Fund Items -The Director presented a communication from M. C. Smith the Architects for the siding project for the 58-015 Scattered Site houses. The communication recommends that a contract be entered into with First Contracting for this project. Commissioner St. George moved that we accept the recommendation and authorize the Director to enter into the contract. Moved: Commissioner Arbour Seconded: Commissioner Rodriguez Ayes: Arbour, Rodriguez, St. George Absent: Johnson Director Stuchell presented the monthly management reports for May and June to the Board. The existing Travel Policy was presented to the Board along with information from MSU and the State. We also discussed a Credit Card Policy. It was recommended that the Travel Policy be reviewed and compared to policies where Board members work. The some with Credit Card Policy- if they would like to bring what they follow at their place of employment for review. Bring back to August meeting for discussion. Report of President: None Committee Reports — None Sarah McCubbin spoke to the Board regarding the Housing Choice Voucher program. That she is in favor of keeping the Voucher tenant based and not changing to Project Based as then participants can move anywhere with their Voucher. Director Stuchell informed her that we currently are allocated up to 1700 Vouchers and 20% of those vouchers can be allocated to Project Base. Director Stuchell welcomed Megan Arbour as our new Commissioner. Arrangements will be made for a tour and orientation materials. A question regarding community gardens was presented. Chris Heinzelman stated that we do have a community garden at LaRoy Froh. LeRoy Froh is adjacent to Risdale Park. Commissioner Rodriguez requested that the Resident Initiatives Coordinator present a monthly report to the Board as to activities with the residents. Tile proforma and project schedule was presented to the Board for the current Tax Credit application, discussion was held on The Abigail and when we would be able to move into that building should the tax credit application get funded. We are not sure whether the project would be finished so that individuals could move into the garden apartments and then us move into the offices or whether they would have to complete the entire project lWngdki 7'1t=AN iirst as we are aNvare that mangy° or the services -- e-IcctW I -_ cold —tic. are it mulled Kim Mom to tp heating and cooling; would he pnwWed by (An Ilertual. Presidem A George asked lbr a motion to adjourn the meeting. Thmv being no other business, C.`omrtiissioner Ruddpmz umved to adjourn the meeting. Commissioner Arbour seconded the motion. The meeting adjourned at 6:50 pm. Pat St. G Chris Stuchell, Executive director rind Secretary I Date: ,mtg/dld MINUTES OF THE October 08, 2008, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: Vince Villegas Commissioner Welch Commissioner Nelson STAFF: Director Stuchell Dona Davenport Karen McComb Sarah Segerlind GUESTS: James Chiodini Secretary Stuchell called the meeting to order at 5:45 p.m. Director Stuchell conducted introductions for Commissioners present — Vince Villegas, Mary Welch and Gina Nelson. The Minutes of July 16, 2008 Board Meeting were presented to the Board for approval. Commissioner Villegas moved that the minutes be accepted and approved — making note that no current Commissioner was present at the July 16, 2008 meeting. Commissioner Welch seconded the motion. Moved: Commissioner Villegas Seconded: Commissioner Welch Ayes: Unanimous Discussion was held on the meeting time and date. It was determined that we should hold the meeting the same day of the month but at 5:30 pm instead of 5:15 pm. Also, that November's meeting will be held on November 19, 2008 instead of November 12'h. Notifications will be sent to all offices and City office will be notified. Director Stuchell suggested that the new Commissioners start thinking about election of officers. Our Chairperson's signature is on all our checks and that individual signs and certifies to HUD on certain forms, looks over and approves check registers. We also have two committees — Resident Relations and Personnel Committee. We have some employee issues pending. James Chiodini, Labor Attorney was introduced to the Commissioners. Our Chairperson signature is on all our checks and looks over and approves check registers. September Liability report was presented to the Board for approval. Special note was made that last year at this time our utility reimbursements was at 8% - today it is at 12%. Commissioner Villegas moved to approve the liabilities, with Commissioner Nelson seconding the motion. Moved: Commissioner Villegas Seconded: Commissioner Nelson Ayes: Unanimous Director Stuchell informed that Board that a Monthly Budget report will be presented at the next meeting. This will show the expenditures ,amtg/dld Resolution #1048 — write off of inactive tenant balances for May and June was presented to the Board for approval. Director Stuchell explained the collection procedures for these accounts. Commissioner Villegas moved to approve Resolution #1048, with Commissioner Nelson seconding the motion. Moved: Commissioner Villegas Seconded: Commissioner Nelson Ayes: Unanimous A new Utility Allowance schedule was presented to the Board for discussion. Director Stuchell recommends that since these would take effect in December and since there is significant changes that we hold off until Spring — revisit them at that time. Commissioner Nelson moved that we should stay with current rates, with Commissioner Villegas seconding the motion. Moved: Commissioner Nelson Seconded: Commissioner Villegas Ayes: Unanimous A communication from HUD regarding our Section Eight Management Assessment Program was presented to the Board. Our Section 8 Department scored a 96% which makes them High Performers. A communication from Housing Authority Insurance was presented to the Board. We were commended for a Low Loss Ratio for the 2004-2006 policy years. Items of information. Tickets available for the NAACP Dinner. Capital Fund — just finished new entryway and community renovation at Reo Road. Signed contract for roofs, siding and windows — parking lot for our Hoyt and Forest location and scattered site units. Mary Duncan — Resident Initiatives Coordinator report given to the Board. The Director explained the Section 8 Abatement Process, the Section 8 Informal Hearing Process. The Director informed the Board that we sometimes take our Board Meeting on the road and visit the developments. Commissioner Welch suggested that they conduct election of officers at this meeting. After discussion Commissioner Villegas was nominated to be President and Mary Welch nominated for Vice President. Commissioner Nelson seconded each nomination and each Commissioner accepted the position. President Villegas assigned Commissioner Nelson to the Personnel Committee and Commissioner Welch to the Resident Relations Committee adding that he will assign the Resident Commissioner to serve with Commissioner Welch and he will work with Commissioner Nelson on the Personnel Committee. President Villegas asked for a motion to adjourn the meeting. There being no other business, Commissioner Welch moved to adjourn the meeting. Commissioner Nelson seconded the motion. The meeting adjourned at 6:45 pm. ,ig/d Id Vince,*illeaa-s,P,resident Chris Stuchell, E'x'ecutive Director and Secretary I Date Bdmtg/dld/10/08/08 MINUTES OF THE November 19, 2008, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT: Vince Villegas Commissioner Welch Commissioner Nelson STAFF: Director Stuchell Dona Davenport Karen McComb Sarah Segerlind Mark Beattie Salvador Navarro President Villegas called the meeting to order at 5:43 p.m. All Commissioners present. The Minutes of October 8, 2008 Board Meeting were presented to the Board for approval. Commissioner Nelson moved that the minutes be approved, Commissioner Welch seconded the motion. Moved: Commissioner Nelson Seconded: Commissioner Welch Ayes: Unanimous October Liability report was presented to the Board for approval. Discussion was held on Utility Allowances — the Zero Income Procedure (ZIP) Home Depot, Maintenance Supply, Staples, Eradico, the vendors we use on a monthly basis. Also touched base on how the Capital Fund is channeled through the Commission. Commissioner Nelson moved to approve the liabilities, with Commissioner Nelson seconding the motion. Moved: Commissioner Nelson Seconded: Commissioner Welch Ayes: Unanimous Resolution #1049 — write off of inactive tenant balances for July and August was presented to the Board for approval. Commissioner Welch moved to approve Resolution #1049, with Commissioner Nelson seconding the motion. Moved: Commissioner Welch Seconded: Commissioner Nelson Ayes: Unanimous Items of information. Resurface work in parking lot at Forest and Hoyt Avenue is finished and went off without any problems. Had to park them in alternate areas for two days, but it went well. We are just starting the 58-15's — doing new siding, new roofs, new windows. Director Stuchell presented the award letter from MSHDA regarding the Tax Credits for the Abigail to the Board. Reminder about the Holiday Party on December 5, at The Firm. Bdmtg/dld/10/08/08 The Director presented the monthly management report.. Discussion was held on vacancy rate. Maintenance was doing a blitz for pre-REAC inspections. We had the inspections - things went well. Also part of the meeting materials was the Operating Statements for the Commission by AMP for month ending October 31, 2008. Included was budget for the Central Office Cost Center. Karen McComb briefly explained the contents of the document. Mary Duncan — Resident Initiatives Coordinator report given to the Board. It was noted that we ask Mary to be at December's meeting. Report of President — None Commissioner Welch inquired as to preventative maintenance. We did have a preventative maintenance program. We inspect each unit on a yearly basis and the city inspects every two years. Commissioner Welch also requested a report regarding the results of the collection efforts for the low -rent program. Commissioner Nelson thanked the Commission for the tickets to the NAACP Dinner. She enjoyed very much and also appreciated meeting staff of the Learning Centers. Touched on moving meetings to the developments -will start after the Holidays. President Villegas asked for a copy of the 2007 Audit. Karen McComb did go and get the audit for the Commissioners. Salvador Navarro introduced himself to the Board. He also asked that the Board members introduce themselves and explain what it is that they do. Gina — 31 year DHS State employee — Mary -Asset Manager for Great Lakes Capital Fund, Vince — Broker for Coldwell Banker.— Hubbell Briarwood — manages downtown operations. Mark Beattie introduced himself to the Board. Commissioner's requested a change in the way the Director's monthly report is presented. President Villegas just requested that they be given the information in a dashboard style. President Villegas asked for a motion to adjourn the meeting. There being no other business, Commissioner Welch moved to adjourn the meeting. Commissioner Nelson seconded the motion. The meeting adjourned at 6:30 pm. Yfnce Villegas, President �} � 4zi Chris Stuc iell, Executive Director and Secretary te