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HomeMy WebLinkAbout2010 Lansing Housing Commission MinutesLANSING HOUSING C 0 M M I S S I O N MINUTES OF THE January 27, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL STAFF: Pat Baines -Lake Dona Davenport David Abood Lisa Krell Vice-president Welch Commissioner Nelson Sarah Segerlind Rhonda Pagel Sona Mendoza Vice President Welch called the meeting to order at 6:03 pm. President Villegas had informed us he would be late for the Meeting, Commissioner Baltimore arrived at 6:14 pm. Director Lake requested that the Agenda be amended to include Resolution #1097 — Appointment of Members to the LHC -Nonprofit Development Corporation. She also requested that we proceed with the informational items, and then take a short recess. Director Lake explained the Resolutions to the Board. Upon the arrival of Commissioner Baltimore we proceeded with the items of business. The Minutes of December 15, 2009 were presented to the Board for approval. 1 310 Seymour Lansing, Mi. 48933 (517) 487-6550 Fax (517) 487-6977 TDDn-TY number 1-800-545-18633 Ext. 919 121 T "Equal Housing Opportunity" Commissioner Baltimore moved to accept the minutes as presented, Commissioner Nelson seconded the motion. Moved: Commissioner Baltimore Seconded: Commissioner Nelson Ayes: Welch, Baltimore, Nelson Resolution #1095 — Family Medical Leave Policy was presented to the Board for approval. Commissioner Baltimore moved to approve the FML Policy. Commissioner Nelson second the motion. Moved: Commissioner Baltimore Seconded: Commissioner Welch Ayes: Welch, Baltimore, Nelson Resolution #1097 — Appointment of LHC -Nonprofit Development Corporation Directors Commissioner Baltimore moved to approve Resolution #1097. Commissioner Nelson seconded the motion. Moved: Commissioner Welch Seconded: Commissioner Baltimore Ayes: Welch, Baltimore, Nelson A recess was called at 6:32 pm. The meeting reconvened at 6:43 pm. The ARRA and Capital Fund Report was presented to the Board. The Commission Wide Asset Management Report was presented by Sarah Segerlind. She informed the Board that the report would be changed to reflect outstanding monies collected beyond the one month reporting period. Each Asset Manager presented their vacancy and rent information to the Board. Asset Manager Dave Abood presented Mt. Vernon's report along with his own. Discussion was held on chronically late rent payers and what might be done to help remedy the issue. Commissioner Baltimore informed us that his Church offers budgeting classes. Director Lake informed the Board that we are starting our Annual Plan process and we will be having a series of meetings with our Residents. Those meeting are scheduled as follows: February 16, 2010 South Washington, February 23, Hildebrandt. We will have our Public Hearing on March 24, 2010 at our regularly scheduled Board Meeting. She reported that Fred has been assigned to complete 2 Quality Control Inspections for the Housing Choice Voucher and Public Housing programs. We will purchase new computers and maintenance equipment. Older computers will be utilized by maintenance staff in each garage. We may also set up an area at S. Washington so our residents can utilize computers. She indicated LHC employees will receive training to improve and enhance job skills. Director Lake gave an update on the status of the previous Auditor for the LHC. No President's Report. There being no further business, Commissioner Welch adjourned the meeting at 7:39 pm. Vince-ViTfe�gas, President IS nes Lake, Executive Director and Secretary Date 3 LANSING HOUSING L O M M 1 ti S I O N MINUTES OF THE February 24, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas Vice-president Welch Commissioner Nelson STAFF: Patricia Baines Lake Dona Davenport Rhonda Pagel David Abood Lisa Krell Kendra Schmidtman Phil Chajkowski Ramiro Salazar GUESTS: Dan Hamilton, AFSCME, Jim Bergman, TCSG, Amy Moore, Ingham County Health Department President Villegas called the meeting to order at 6:09 pm. All Commissioners present with the exception of Tony Baltimore who had Informed us he would be absent for this meeting. The Minutes of Regular Meeting of January 2010 were presented to the Board for approval. Commissioner Welch moved to approve the minutes as presented, Commissioner Nelson seconded the motion. Ayes: Welch, Nelson, Villegas Resolution #1098 — LHC Vehicle Policy was presented to the Board for approval. Commissioner Nelson made a motion to approve Resolution #1098, Commissioner Welch seconded the motion. Director Lake stated that we would send a copy of our Vehicle Policy to our Auto Insurance Carrier. Ayes: Welch, Nelson, Villegas Resolution #1099 — LHC Credit Card Policy was presented to the Board for approval. Commissioner Welch made a motion to approve Resolution #1099,h Commissioner Nelson seconded the motion. Ayes: Welch, Nelson, Villegas Resolution #1100 — Extension of Dickey May, Financial Consultant Personal Services Contract was presented to the Board for approval. Commissioner Welch moved to approve the Contract Extension and Commissioner Nelson seconded the motion. Ayes: Welch, Nelson, Villegas The Management Reports were presented to the Board. A Financial update was presented to the Board by Phil Chajkowski, Ramiro Salazar, Financial Managers. A short presentation was given by Dickey May — in regards to what to expect when the Audits are being done. The board was advised of the requirement to complete an actuary study of LHC's long term liability for retiree health care and the need to upgrade of our financial software in order to convert to the accounting platform needed to support HUD's financial reporting requirements.. Kendra Schmidtman presented the Section 8 Informational Report to the Board. r Dona Davenport briefly described the meetings with our Resident Councils and Resident Advisory Board regarding the 2010 Annual and 5 year Plan. Highlights of the meetings included a description of the 5 year and Annual Plan Process, and proposed major policy changes in both the ACOP and the Section 8 Admin Plan. Jim Bergman from The Center For Social Gerontology, Inc. presented the Smoke -Free Environments Law Project to all present. A discussion ensued on the number of smoke free housing developments in Michigan as well as the Nation. In addition, Amy Moore from the Ingham County Health Department presented literature from the National Apartment Association, HUD and The Center for Social Gerontology, Inc regarding the public health effects of smoking. They offered to make themselves available for the March 24, 2010 Public Hearing on LHC 5 -year and Annual Plan. Director Lake detailed the intended uses for the Capital Fund dollars including Community building improvements, security camera upgrades, a computer center at S. Washington, garage extension at every site as a result of our closing the Maintenance Garage at Remy Road. President Villegas stated that he had no report, but he thanked everyone for all their hard work in the last few months. There were no Public Comments. There being no further business, Commissioner Welch moved to adjourn the meeting. The. meeting adjourned at 7:17 pm. Vince,Vilieecgas, PA--sident Patricia -Baines Lake, Executive Director and Secretary Date P=LANSING HOUSING C O M M I S S 1 C> N MINUTES OF THE March 24, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas Commissioner Baltimore Commissioner Nelson STAFF: Patricia Baines Lake David Abood. Kendra Schmidtman Phil Chajkowski Rick Porter Kim Shirey RAB: Bobby Joyce Residents: Deneara Hughes Hannah Walker Dona Davenport Lisa Krell David Baur Ramiro Salazar Sona Mendoza Deshele Freeman Loretta Leonard GUESTS: Jim Bergman, TCSG, Amy Moore, Ingham,County Health Department Charles McIntosh, Seff Pineda President Villegas called the meeting to order at 6:09 pm: All Commissioners were present with the exception of Mary Welsh who,had informed us she would be absent for this meeting. The Minutes of Regular Meeting of February 24 2010 were presented to the Board for approval. Commissioner Baltimore moved to approve the minutes as presented, Commissioner Nelson seconded the motion. Ayes: Baltimore, Nelson, Villegas President Villegas convened the Public Hearing for the 2010 5 -Year and Annual Plan Public Hearing. Dona Davenport gave a short presentation on the Annual Plan Process and the contents. Rick Porter presented the Capital Fund Modernization plans, by site, as contained in the Annual Plan. Kim Shirey summarized the changes in the Section B Administrative Plan. Director Lake highlighted changes to the Public Housing Admission and Continued Occupancy Plan. Jim Bergman -Smoke Free Environmental Project spoke to the proposal to prohibit Smoking in all Public Housing properties Following the presentations, President Villegas asked if there were any further comments. President Villegas asked a second and third time if anyone else had any additional comments or questions on LHC's 6 Year and Annual Plan . The Public Hearing closed at 7:26 p.m., The Management Reports were presented to the Board. KendraSchmidtman presented the: Section 8 Informational Report to the Board. Director Lake provided an overview of the training activities that have or are taking place for the employees. All of the Maintenance Department took part in a UPCS training. The Asset Managers, Section 8 Coordinators and all the clerical staff completed Rent Calculation training. She also announced that interviews will be done to fill the Maintenance 24 position, being vacated by Retiree Pat Prentice. We are advertising the sale of several vehicles. We will have as our Guests at our Staff Meeting — Representatives from the Healthy Home. President Villegas stated that he had no report, but he thanked everyone for all their hard work in the last few months. There were no Public Comments. There being meeting. The meeting Vince Villeg4 no further business, Commissioner Nelson moved to adjourn the ad'oiIrned at 7:17 pm. n Patricia Sairt"es Lake, Executive Director and Secretary Date iiziiL�'ciSl:�✓:� �ffls MINUTES OF THE MARCH 30, 2010 SPECIAL COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas Commissioner Baltimore Commissioner Nelson STAFF: Patricia Baines Lake Dona Davenport Phil Chajkowski President Villegas called the meeting to order at 607 p.m. All Commissioners were present with the exception of Mary Welch who had notifiedus of her absence. Commissioner Baltimore moved and Commissioner Nelson second Resolution #1101 — Authorization for President Villegas to sign the Certification of the LHC's 5 -year and Annual Plan. Ayes: Baltimore, Nelson, Villegas Phil Chajkowski; Finance Manager informed the Board that he has completed entering the 2009 unaudited Financial Data into the Financial Data System at HUD. There being no other business, President Villegas asked for a motion to adjourn the meeting. Commissioner Baltimore_ moved to adjourn the meeting. The meeting adjourned at 6;44 pm. Vince Villecras. I ident Patricia Bal s Lake, Executive Director and Secretary Date 310 Seymour Lansing, K.418933 (517) 487-6550 Fax (517) 487-6977 MUM number 1-800-545-1833 Ext. 919 `Equal Housing Opportunity'k&] LANSINU HOUSING C O M M I S S I O N MINUTES OF THE April 28, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas Commissioner Baltimore Commissioner Welch STAFF: Patricia Baines Lake David Abood Lisa Krell Kendra Schmidtman Phil Chajkowski Sona Mendoza Rhonda Pagel Vice President Welch called the meeting to order at 6:07 pm. Georgina Nelson had informed us she would be absent this meeting and President, Vince Villegas informed us he would arrive late for this meeting. President Villegas joined the meeting at approximately 6:20 p.m. The Minutes of Regular Meeting of March 24, 2010 were presented to the Board for approval. Commissioner Baltimore moved to approve the minutes with a correction of the spelling of Commissioner Welch's last name from Welsh to Welch, Commissioner Welch seconded the motion. Ayes: Baltimore, Villegas, Welch Director Lake highlighted the Director's Quarterly Performance Report. The Management Reports were presented to the Board. 1 Kendra Schmidtman presented the Section 8 Informational Report to the Board. Director Lake provided an overview of the training activities that have or are taking place for employees and highlighted the accomplishments of the Commission during the 1St quarter of 2010. President Villegas stated that he had no report, but he thanked everyone for all their hard work in the last few months. There were no Public Comments. There being no further business, Commissioner Welch moved to adjourn the meeting. The meeting adjourned at 7:15 pm. ' P/ Vince Vi*uas. President Patricia-aines Lake, Executive Director and Secretary ( /,Elate P► to;!7LANSING HOUSING tCOMMI S SION AGENDA LANSING HOUSING COMMISSION April 28, 2010 1. Call to Order. 2. Roll Call. 3. Approval of Minutes of March 24, 2010. 4. Resolution # 5. Resolution # 6. Informational Items a. Capital Fund Projects - Status of ARRA Capital Fund b. Asset Management Reports i. AMP - 102-104 Lisa Parsons ii. AMP- 103-105 Rhonda Pagel iii. AMP - 107-111 Sona Mendoza iv. AMP- 110-112 Dave Abood C. Housing Choice Voucher Report d. Executive Director's Quarterly Report 7. Executive Director Comments S. President Comments 9. Public Comment — limit 3 minutes per person 10. Other Business. Adjournment. 1 LANSING HOUSING - (' O M M 1 S I () N MINUTES OF THE May 26, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas Vice-president Welch Commissioner Nelson STAFF: Patricia Baines Lake Lisa Krell Phil Chajkowski Rhonda Pagel Lisa Parsons Edward Forrest David Abood Kendra Schmidtman Sona Mendoza Ramiro Salazar Rick Porter GUESTS: Chuck McIntosh, Seff Pineda President Villegas called the meeting to order at 6:13 pm. Commissioner Nelson arrived at 6:15 pm. The Board agreed to amend the agenda to discuss Resolution #1105 as a first item. Reznick Group, Inc. participated by conference call to provide an overview of the 2009 audit and answer questions regarding the 2008 and 2009. After reviewing the Audits, Commissioner Welch made a motion to table the Resolution until we could have a Special Meeting with an in person presentation by the auditing firm to discuss the audit in further detail. Commissioner Nelson seconded the motion. Ayes: Welch, Nelson, Villegas The Minutes of Regular Meeting of April 28, 2010 were presented to the Board for approval. Commissioner Nelson asked that the minutes be corrected to show 1 :r. The Board agreed to amend the agenda to discuss Resolution #1105 as a first item. Reznick Group, Inc. participated by conference call to provide an overview of the 2009 audit and answer questions regarding the 2008 and 2009. After reviewing the Audits, Commissioner Welch made a motion to table the Resolution until we could have a Special Meeting with an in person presentation by the auditing firm to discuss the audit in further detail. Commissioner Nelson seconded the motion. Ayes: Welch, Nelson, Villegas The Minutes of Regular Meeting of April 28, 2010 were presented to the Board for approval. Commissioner Nelson asked that the minutes be corrected to show 1 that she was not in attendance. Commissioner Welch moved to approve the minutes with correction and Commissioner Nelson seconded the motion. Ayes: Welch, Nelson, Villegas Resolution #1102 -Approval of the Environmental Impact Statement for Capital Fund Years 2010-2014 was presented to the Board for approval. This statement is done in conjunction with the annual plan and it includes a Finding of No Significant Impact and a Request for Release of Capital Funds. Commissioner Welch moved to approve Resolution #1102, Commissioner Nelson seconded the motion. Ayes: Welch, Nelson, Villegas Resolution #1103 -Authorization for Director, Patricia Baines -Lake to enter into Contract(s) for cement work to be completed at any Lansing Housing Commission AMP. Prices will be set for specific areas and sizes of cement areas— and each Manager can notify the Contractor and schedule their own work. Commissioner Welch made a motion to approve Resolution #1103, Commissioner Nelson seconded the motion. Ayes: Welch, Nelson, Villegas Resolution #1104 -Approval to enter into Contract(s) for Architectural Services to be performed for any Lansing Housing Commission AMP. This would provide the LHC with Design Services, oversight of projects, and put a procedure in motion that would expedite the obligation of Capital Funds. Commissioner Welch moved to approve Resolution #1104 with Commissioner Nelson seconding the motion. Ayes: Welch, Nelson, Villegas The Management Reports were presented to the Board. Mod Coordinator Rick Porter presented the Capital Fund Report to the Board. Asset Manager Rhonda Pagel presented the PH reports for Mt. Vernon, Hildebrandt and LaRoy Froh. David Abood presented for S. Washington. Discussion was held on figuring out how to reflect a true collection rate on the Asset Management Reports. This task will be assumed by the new Director of Asset Management. Kendra Schmidtman presented the Section 8 Informational Report to the Board. 2 Executive Director's Report: Ms. Lake indicated all of the paperwork needed to change health care insurance from Blue Cross Blue Shield and PHP to BCN Healthy Living 2 was submitted for underwriting and approval was expected around June 14, 2010. Patricia touched briefly on the idea of an early out option to address budget concerns. She also asked the Board to look at the Logo designs presented to the Commission from employees. Director Lake introduced our new Human Resources Director, Edward Forrest. Ed gave us a brief summary of his former employment and what it entailed. Public Comment: Carolyn Wade spoke briefly regarding her tenancy at Oliver Gardens. Chuck McIntosh spoke briefly about the current Maintenance 22 vacancy. Seff Pineda asked about the status of his former employment. President's Report President Villegas stated that he had no report, but he thanked everyone for all of their hard work in the last few months. Vice-president Welch moved to go into Executive Session. The Board went into Executive Session at 7:48 pm. The Regular Session of May 26, 2010 reconvened at 8:45 p.m. Vice-president Welch spoke briefly on Weatherization Monies. Residents must apply. Commissioner Nelson spoke on the new Michigan Department of Human Services cap on help with electricity and heat payments. Discussion was held on a Special Meeting time to go over the Audits. It was tentatively scheduled for June 15, 2010 at 8:00 am. There being no further business, Commissioner Welch moved to adjourn the meeting. The meeting adjourned at 8:51 pm. 3 Vii mill ga$, President 2 Patricides Lake, Executive Director and Secretary Date LANSING HOUSING C O M M I S S I O N AGENDA LANSING HOUSING COMMISSION May 26, 2010 1. Call to Order. 2. Roll Call. 3. Approval of Minutes of April 28, 2010. 4. Resolution # 1102 —Finding of No Significant Impact (FONSI) 5. Resolution # 1103 — Concrete Bid Approval 6. Resolution #1104 — Architectural Bid Approval 7. Resolution #1105 — 2008 and 2009 Annual Certified Audit 8. Informational Items a. Capital Fund Projects b. Asset Management Reports i. AMP - 102-104 Lisa Parsons ii. AMP- 103-105 Rhonda Pagel iii. AMP - 107-111 Sona Mendoza iv. AMP- 110-112 Dave Abood C. Housing Choice Voucher Report — Kendra Schmidtman 9. Executive Director Comments — Logo Contest, MERS Amendments, Health Insurance 10. President Comments 11. Public Comment — limit 3 minutes per person 12. Other Business. Adjournment. 1 f LANSING HOUSING C 0 M M f S S 1 0 N Minutes of Special Meeting Lansing Housing Commission June 15, 2010 Present: President Villegas — by phone Vice-president Welch Commissioner Nelson Commissioner Baltimore Staff: Director Lake, Phil Chajkowski, Ramiro Salazar, Dona Davenport Guest: Jeffrey Cunningham, Reznick Group Vice-president Welch called the meeting to order at 8:07. President Villegas attended the meeting by telephone, and Tony Baltimore arrived at the meeting at 8:22 am. Jeff Cunningham, Reznick Group began by stating that the audit was a clean audit, there were no material statements. He then proceeded to review the 2009 Audit with the Board of Commissioners. A short discussion was held on the 2007 audit regarding a $904,000 adjustment. Vice-president Welch suggested, given the discrepancy, that perhaps a forensic audit should be performed. She also indicated, given the declining financial position of LHC, that we needed to put together a comprehensive plan to reduce expenditures. Director Lake advised the Board that she would draft a letter to the U. S. Department of Housing Urban Development and the Office of Inspector General ("OIG") detailing the challenges with the contents of the 2007 versus the 2008 audit and requesting a review by the Auditor General's office. A motion was made by Commissioner Baltimore to approve the 2009 Audit - Resolution 1105 with the caveat that the Executive Director is directed by the Commission to complete a letter to the local HUD office and the Office of Inspector General highlighting the significant monetary adjustments made between the 2008 and 2007 audit asking the OIG to take any action necessary to ensure that this kind of issue is remedied in a manner that they find acceptable. Commissioner Nelson seconded the motion. In addition, the Commission directed the Executive Director to present a comprehensive Plan to for reducing expenses to ensure the financial viability of the Commission and allow us to operate with a balanced budget in the 2010- 2011 budget year. Ayes: Nelson, Baltimore, Villegas, Welch` Other Business: The Director reported: We have not made the movement with the Collective Bargaining process that we had hoped for. She also indicated, since there was not movement in the area of collective bargaining, she was preparing to issue letters abolishing 2 or,3 positions so that we can have a balanced Housing Choice Voucher budget July 1; 2010.. • Staff is completing the Monthly financial -statements for April and May and a budget for overall operations will be presented at the June 23, 2010 meeting. LHC ,hired a part-time Human Resource Director with no benefits. We also completed interviews for the Director of Asset Management. Commissioner Baltimore moved to go into a closed session to discuss a law suit. Closed session began at 9:03 am. Regular Session reconvened at 9:20 am. There being no more business the Regular meeting adjourned at 9:21 am,; Vince We 'as. President Baines-LSk6, Executive Director and Secretary 2 Date Date United State„; ensu 2®10 WS IN OUR HANDS MLANSING HOUSING C OMM IS S ION MINUTES OF THE June 23, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas N President Villegas called the meeting to order at 7:02 pm. Commissioner Welch had informed us she would not be attending the meeting.. The minutes of the May 26, 2010 Regular Meeting were presented to the Board for approval. Commissioner Baltimore moved to approve the minutes — Commissioner Nelson seconded the motion. Ayes: Baltimore, Nelson, Villegas The minutes of the June 15, 2010 Special Meeting were presented to the Board for approval. Commissioner Baltimore moved to approve the minutes — Commissioner Nelson seconded the motion. Ayes: Baltimore, Nelson, Villegas Commissioner Baltimore moved to go into Closed Session. Closed session started at 8:25 pm. Regular session reconvened at 8:33 pm. N Commissioner Baltimore Commissioner Nelson STAFF: Patricia Baines Lake David Abood Lisa Krell Kendra Schmidtman Phil Chajkowski Sona Mendoza Rhonda Pagel Ramiro Salazar Lisa Parsons Edward Forrest N President Villegas called the meeting to order at 7:02 pm. Commissioner Welch had informed us she would not be attending the meeting.. The minutes of the May 26, 2010 Regular Meeting were presented to the Board for approval. Commissioner Baltimore moved to approve the minutes — Commissioner Nelson seconded the motion. Ayes: Baltimore, Nelson, Villegas The minutes of the June 15, 2010 Special Meeting were presented to the Board for approval. Commissioner Baltimore moved to approve the minutes — Commissioner Nelson seconded the motion. Ayes: Baltimore, Nelson, Villegas Commissioner Baltimore moved to go into Closed Session. Closed session started at 8:25 pm. Regular session reconvened at 8:33 pm. N The Management Reports were presented to the Board. N�. Ramiro Salazar presented the Asset Mgmt report for Mt. Vernon. Dona Davenport presented the Section 8 Report, and Patricia Baines -Lake presented the Capital Fund Report. Phil Chajkowski and Ramiro Salazar, Financial Managers — presented financials to the Board. Resolution #1106 — MERS REQUEST FOR TEMPORARY BENEFIT PROGRAM (WINDOW} was presented to the Board for approval. Commissioner Baltimore made a motion to approve Resolution #1106, with Commissioner Nelson seconding. Ayes: Baltimore, Nelson, Villegas Resolution #1107 — Approval of Budgets of Lansing Housing Commission's Central Office Cost Center, Low Income Public Housing and Section 8 Housing Choice Voucher Programs was presented to the Board. Commissioner Baltimore moved to approve the budgets, it being seconded by Commissioner Nelson. Ayes: Baltimore, Nelson, Villegas Executive Director, spoke to the Comprehensive Plan she is putting together to Increase income- stymie the red ink. With the change in insurance, adjustments In staff, applying for more Vouchers, get HAP payments to Section 8 landlords direct deposited — savings substantial in postage, and changing banks will be forthcoming. With the addition of Eric Erland as Director of Asset Management — another piece of a group of good staff, who works hard is and loyal. President Villegas, spoke to Mary Welch's expiring term- June 30, 2010. That term will not be renewed and we will greatly miss her. Commissioner Baltimore spoke to the Financial Managers and expressed what a good job they have done bringing the Commission's financials up to date. He knows how much midnight oil they have been burning. President Villegas asked for a motion to enter into another closed session. Commissioner Baltimore moved to go into Closed Session. Closed Session began at 9:14 pm. Closed session ended 9:17 pm. Regular Session reconvened at 9:18 pm. President Villegas spoke to Executive Director, Patricia Baines -Lake's 6 -month ti performance review. The Board finds her performance superior, she has Increased revenue, increased occupancy, perfon'ns these tasks flawlessly and, has done an overall excellent job. The Board recommended a retroactive Increase in salary back to Larch 22, 2010. Commissioner Baltimore made a motion for the Increase in salary, with Commissioner Nelson seconding. Ayes: Baltimore, Nelson, Viliegas. There being no further business, Commissioner Nelson moved to adjourn the meeting. The meeting adjo=641at9:21 pm*. Vince Vlltegas,, President A -7 Patricia Balnes Lake, Executive Director and Secretary Date 0 LANSING HOUSING C O M M I S S f O N MINUTES OF THE July 28, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas Commissioner Baltimore Commissioner Nelson STAFF: Patricia Baines Lake David Abood i Lisa Krell Kendra Schmidtman Phil Chajkowski Sona Mendoza Ramiro Salazar Forrest Babcock GUESTS: Amy Moore — Ingham County Health Department President Villegas called the meeting to order at 6:06 pm. Commissioner Nelson was not present at roll call, but arrived at 6:08 pm. Informational items: Capital Fund Report was given by Executive Director Lake. All of the 2008 Capital Fund was obligated by the deadline date and in addition $90,000 of our 2009 Grant was obligated. The ARRA Grant is 82% expended. Board members were encouraged to take a tour of the Modernization work. Ms. Lake will schedule the tour. Financial Manager, Ramiro Salazar reported on the status of the Housing Choice Voucher Program. Financial Manager, Phil Chajkowski reported on the Low Income Public Housing Program and COCC. The Minutes of the June 23, 2010 Meeting were presented to the Board for approval. Commissioner Baltimore moved to approve the minutes with Commissioner Nelson seconding the motion. Ayes: Baltimore, Nelson, Villegas Director of Asset Management, Forrest Babcock, was introduced to the Board. Mr. Babcock gave the Mt. Vernon District Asset Management Report. Dave Abood and. Sona Mendoza gave reports on their properties. Several properties are experiencing move outs and evictions because of unpaid rent. However, overall occupancy continues to exceed 96%. In addition, we are down two ..senior maintenance employees. The. positions will be filled soon. Resolution #1108 -was presented to the Board for approval. This Resolution adopts the Commission's Freedom of Information Policy. Commissioner Baltimore moved to approve the Resolution, it being seconded by Commissioner Nelson. Ayes: Baltimore, Nelson, Villegas Resolution #1110 -was presented to the Board for approval. This Resolution adopts the Interlocal HGACBuy Policy. This resolution allows LHC to buy equipment at;a governmental entity discount. We are currently looking at.buying playground equipment for Forest Road and Hoyt Avenue. Commissioner Baltimore moved to approve the Resolution, it being seconded by Commissioner Nelson. Ayes: Baltimore, Nelson, Villegas Executive Director Lake, spoke to the Actuarial from MFRS, announced we hired a new employee as a Maintenance 22; stated those who needed more training on Rent Income Calculation received it and are getting ready to take their test; described our RFP fora. Broker ,to sell the warehouse on Remy and to look for a new office building. In additions, she described NAHRO Training which is .available for Commissioners a banking RFP and the option of direct deposit for our Section,8 Landlords after a bank is selected. She announced LHC has a Tentative Collective Bargaining Agreement and Section 8 staff are taking, Furlough days the 1st'and 3rd Fridays of the month., The entire office is closed on those days. President Villegas again thankedeveryone for their good work. There being no further business, Commissioner Nelson moved to adjourn the meeting. The meeting adjourned at 6:43 pm. illegal, PatHcfataines Lake, Executive Director and Secretary _ Date LANSING HOUSING C; O M M 1 S S I 0 N AGENDA LANSING HOUSING COMMISSION July 28, 2010 1. Call to Order. 2. Roll Call. 3. Approval of Minutes of June 23, 2010. 4. Resolution # 1108 - FOIA Policy 5. Resolution #1109 - Smoke Free Property 6. Resolution #1110 — Interlocal Contract 7. Informational Items a. Capital Fund Projects b. Financial Reports c. Asset Management Reports — Forrest Babcock i. AMP -102-104 Lisa Parsons ii. AMP -103-105 Rhonda Pagel iii. AMP -107-111 Sona Mendoza iv. AMP -110-112 Dave Abood d. Housing Choice Voucher Report — Kendra Schmidtman 8. Executive Director Comments 9. President Comments 10. Public Comment — limit 3 minutes per person 11. Other Business. Adjournment. C.0 LANSING HOUSING C O M M] S S[ O N MINUTES OF THE August 25, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas Commissioner Baltimore Commissioner Nelson STAFF: Patricia Baines Lake David Abood Lisa Krell Kendra Schmidtman Phil Chajkowski Sona Mendoza Ramiro Salazar Forrest Babcock Dona Davenport GUESTS: Jimmie Robbins, Apt. 306 S. Washington President Villegas called the meeting to order at 6:06 pm. Commissioner Nelson was not present at roll call, but arrived at 6:08 pm. Informational items: Capital Fund Report was given by Executive Director Lake. 80% + of the ARRA Grant is expended. Financial Manager, Ramiro Salazar reported on the status of the Housing Choice Voucher Program. Financial Manager, Phil Chajkowski reported on the Low Income Public Housing Program and COCC. Forrest Babcock provided the Asset Management Narrative Report. Asset Manager's Abood, Mendoza and Pagel added highlights of the month's activities. Every one expounded on the Carnival that was held at Mt. Vernon Park. Executive Director Lake presented her quarterly progress report to the Board. The Minutes of the July 28, 2010 Meeting were presented to the Board for approval. Commissioner Nelson moved to approve the minutes with Commissioner Baltimore seconding the motion. Ayes: Baltimore, Nelson, Villegas Resolution #1111 -was presented to the Board for approval. This Resolution authorizes the LHC to submit the Section 8 Management Assessment Program Certification to HUD. Kendra Schmidtman explained the self -score which determined LHC is a high performer. Commissioner Nelson moved to approve the Resolution, Commissioner Baltimore seconded the motion. Ayes: Baltimore, Nelson, Villegas Resolution #1112 -was presented to the Board for approval. This Resolution authorizes the submission of the Public Housing Assessment System Certification. Dona Davenport spoke to the different components of the Certification and indicated ourself score makes LHC a standard performer — Forrest Babcock also described the scoring and what we expected end result. He also, described how we expect to improve in any area we did not ace. Commissioner Baltimore moved to approve the Resolution Commissioner Nelson seconded the motion. Ayes: Baltimore, Nelson, Villegas Resolution #1113 -was presented to the Board for approval. This Resolution adopts the LHC De -concentration Policy. Commissioner Nelson moved to approve the Resolution, Commissioner Baltimore seconded the motion. Ayes: Baltimore, Nelson, Villegas President Villegas again thanked everyone for their good work and the progress being made at LHC. Guest: Jimmie Robbins started by stating that he thinks Dave Abood is doing a really good job managing S. Washington Park. He did suggest however that they need a security camera that scans the front parking lot. Car windows are being broken and items are being stolen from the cars. He also asked if maybe the stairwells could be power washed because of an odor problem. 2 Director Lake indicate a meeting was planned, with Lansing Sanitary to provide training. She also said it we would ask their representatives for recornmendations they might have for cleaning the stairwells. There being no further business, Commissioner Nelson moved to adjourn the meeting. The meeting adjourned at 6:42 pm. Vince Villbegas;-President Patricia.,Paines`Cjke, Executive Director and Secretary 3 Date LANSING HOUSING L Q M M I S S I O N MINUTES OF THE September 22, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: President Villegas Commissioner Baltimore STAFF: David Abood Lisa Krell Kendra Schmidtman Phil Chajkowski Ramiro Salazar Forrest Babcock President Villegas called the meeting to order at 6:07 pm. Commissioner Nelson was not present at roll call, but arrived at 6:09 pm. Financial Manager, Ramiro Salazar reported on the status of the Housing Choice Voucher Program. Financial Manager, Phil Chajkowski reported on the Low Income Public Housing Program and COCC. Commissioner Nelson was not present at roll call, but arrived at 6:09 pm. The Minutes of the August 25, 2010 Meeting were presented to the Board for approval. Commissioner Baltimore moved to approve the minutes with Commissioner Nelson seconding the motion. Ayes: Baltimore, Nelson, Villegas Resolution #1114 -was presented to the Board for approval by Ramiro Salazar. This Resolution adopts the LHC Procurement Policy. Commissioner Baltimore moved to approve the Resolution, Commissioner Nelson seconded the motion. Ayes: Baltimore, Nelson, Villegas Forrest. Babcock provided the Asset Management Narrative Report. Mr. Babcock, also presented Asset. Manager's Mendoza, Pagel and Parsons August;activities., Asset Manager, David Abood reported on S Washington Park. and AMP Ill2. Kendra Schmidtman presented the Section 8 report. They have pulled 40 applications from the Section 8 waiting list. Forrest Babcock made comments on behalf of the Executive Director's: LHC followed up on the concern regarding the stairwells and parking lots at S. Washington. We have contacted Lansing Sanitary to look into the stairwell issue and there is an open port for a security camera for the parking lot. President -no report. No public comment. There being no "further business, Commissioner Baltimore: moved to adjourn the meeting. The meeting adjourned at 6:27 pm. gas/-Rreside ricia-Saines Lake, Executive Director and Secretary 2 7L= Date vP4S��G HO(JSI�GI LHC COMMISSION 310 Seymour Lansing, MI 48933 (517) 487-6550 Fax (517) 487-6977 MINUTES OF THE October 27, 2010, COMMISSION MEETING LANSING HOUSING COMMISSION PRESENT AT ROLL CALL: All Commissioners present. STAFF: Patricia Baines -Lake David Abood Lisa Krell Kendra Schmidtman Phil Chajkowski Sdna Mendoza Forrest Babcock Rhonda Pagel Dona Davenport GUESTS: Jimmy Robbins Brian Hangosky James Johnson ( President Villegas called the meeting to order at 6:08 pm. The Minutes of the September 22, 2010 Meeting were presented to the Board for approval. Commissioner Nelson moved to approve the minutes, Commissioner Baltimore seconded the motion. Ayes: Nelson, Baltimore, Villegas Resolution #1115 — Accounts Payable Policy was presented to the Board for approval. Commissioner Baltimore moved to approve the Policy, Commissioner Nelson seconded the motion. Ayes: Baltimore, Nelson, Villegas In Ramiro Salazar's absence Phil Chajkowski presented the Housing Choice Voucher Program along with the Low Income Public Housing Program and COCC Finance Reports. Forrest Babcock presented the Asset Management Narrative Report. Mr. Babcock also presented Asset Manager Parsons' August activities for AMPs 102-104. Asset Manager, Sona Mendoza reported on activity at LaRoy Froh and AMP 111, Ronda Pagel reported on Hildebrandt and AMP 105, and David Abood reported on S. Washington Park and AMP 112. Kendra Schmidtman presented the Section 8 report. No applications were pulled in the month of September but they have pulled 200 applications from the Section 8 waiting list this month Director Lake spoke about two field trips with the Computer Learning Centers to Uncle John's Cider Mill and MSU for a football game. Dean Transportation provided transportation to these events. Director Lake presented her Quarterly Report to the Board. She reported that two of the Board members attended training and received their Ethics Certification. The Mayor sent a communication in which he is appointing a new Commissioner, Regina Bell to fill the vacancy created at the end of Mary Welch's term. The Lansing Housing Commission also provided a proposed schedule. of meetings for 2011. Vince Villegas congratulated the Finance Department on the transition to Asset Based Management Accounting: Jimmy Robbins, S Washington Resident Council — spoke about the issue of Security at S. Washington. LHC followed up on the concern regarding the stairwells and parking lots at S. Washington. We have contacted Lansing Sanitary to look into the stairwell issue There is an open port for a security camera for the parking lot which will be rewired. There being no further business, Commissioner Baltimore moved to adjourn the meeting. The meeting adjourned at 7:00 pm. Ilegas;)President ia,Baines Lake, Executive Director and Secretary . ` Date 2