MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, February 23, 2006

1424 Admiral Court, Second Floor Reading Room

Green Bay, Wisconsin 54303

2:00 p.m.

MEMBERS PRESENT: W. Van Ess, Chair; A. Nicholson; J. Trask; W. VandeCastle

MEMBERS ABSENT: D. Dolan-Wallace, V. Chair

OTHERS PRESENT: K. Pamperin; A. May-Steffel; A. Monday; N. Halvorson

APPROVAL OF MINUTES:

A motion was made by W. VandeCastle, seconded by A. Nicholson and carried to approve the minutes from the December 15, 2006, meeting of the Housing Authority of the City of Green Bay.

ELECTION OF OFFICERS:

Chair W. Van Ess asked K. Pamperin to take over the Chair to conduct the Election for the office of Chair.

K. Pamperin asked for nominations for the office of Chair of the Housing Authority of the City of Green Bay.

A. Nicholson nominated W. Van Ess for the office of Chair, seconded by J. Trask.

K. Pamperin asked two more times if there were any further nominations for the office of Chair.

There being none, K. Pamperin stated the Chair would accept a motion to have the Secretary cast a unanimous ballot for W. Van Ess for the office of Chair.

A motion was made by J. Trask, seconded by A. Nicholson and carried to have the Secretary cast a unanimous ballot for W. Van Ess for the office of Chair.

K Pamperin turned the Chair back to W. Van Ess with his congratulations

W. Van Ess asked for nominations for the office of Vice Chair of the Housing Authority of the City of Green Bay.

J Trask nominated D. Dolan-Wallace for the office of Vice Chair, seconded by A. Nichloson .

W. Van Ess asked two more times if there were any further nominations for the office of Vice Chair. There being none, W. Van Ess stated he would consider a motion to have the Secretary cast a unanimous ballot for D. Dolan-Wallace for the office of Vice Chair.

A motion was made by A Nicholson, seconded by J. Trask and carried to have the Secretary cast a unanimous ballot for D. Dolan-Wallace for the office of Vice Chair.

A motion was made by J. Trask and seconded by A. Nicholson and carried to appoint R. Strong as Secretary of the Housing Authority of the City of Green Bay.

COMMUNICATIONS:

3. Notice and report on HUD REACC Inspection February 14, 2006.

K. Pamperin reported on the recent inspection. He reviewed the findings for both Mason Manor and the Scattered Site Properties. He stated they inspected 20 units at Mason Manor and 18 Scattered Site Properties. He stated Scattered Sites had three exigent findings, and Mason Manor had three minor findings, which were missing, or broken outlet covers, all were replaced immediately after the inspection. The scores for the inspections will be included for the total REAC scoring.

4. Report on telecommunications lease discussions and payments.

K. Pamperin stated he was expecting to hear from Cingular Wireless but there is no report on this item at this time.

5. Distribution of proposed schedule of meetings for 2006.

K. Pamperin distributed the schedule. It was the consensus of the members that the Green Bay Housing Authority would be changing their regular meeting time from 9:00 A.M. to 10:30 A.M. The meetings would remain on the third Thursday of the month.

OLD BUSINESS:

6. Progress report on Request for Proposals, Scattered Site Housing Management.

K. Pamperin stated the RFP is out and was sent to approximately 17 vendors. He stated he knew of three firms working on preparing proposals. He stated the deadline for the proposals is March 3, 2006.

K Pamperin suggested a committee consisting of the Chair and Vice Chair, Executive Director and Housing Administrator be appointed to review proposals and present a recommendation to the full Authority

A motion was made by W. VandeCastle, seconded by A. Nicholson and carried to appoint a committee consisting of the Chair and Vice Chair, Executive Director and Housing Administrator to review proposals and present a recommendation to the full Authority.

NEW BUSINESS:

7. Review and action on the request of the Green Bay Urban Partnership, Community Development Corporation for an extension of time on the loan for the Chicago--Jackson Armory Development.

N. Halverson gave an overview of the project.

N. Halverson requested that the present $400,000 loan be extended to June 30, 2006.

K. Pamperin reported that Executive Director Rob Strong has been in negotiations with the developer for the condo development in the Armory Building. He asked if the Authority would consider the opportunity of extending a portion of the existing loan funds to the development to be paid back to the Authority at an interest rate of around 3% from Tax Increments. It was reported that the condo portion of the project appears feasible with such a loan.

There was considerable discussion regarding repayment of the loan and the benefit of extending the amount of $215,000 from said loan to the redevelopment project to be repaid with TIF revenues.

A. Nicholson asked how long has this loan be extended.

N. Halverson stated the loan was granted in April of 2002.

After further discussion, a motion was made by W. VandeCastle, seconded by J. Trask and carried to approve the extension of the Green Bay Urban Partnership, Community Development Corporation loan until June 30, 2006.

The Authority Commissioners present indicated a consensus of the Authority that the Executive Director continue with negotiations on the Armory building with the Authority’s participation with said terms to be brought to the Authority for approval.

8. Review and approval of Resolution No. 06-01 authorizing certification and approval of the streamlined agency plan for the fiscal year ending June 30, 2007, and schedule for submission.

K. Pamperin presented the preliminary plan and schedule to the Authority. He stated the Authority is required to publish notice giving the public a forty-five day comment period on the Plan. He stated staff would also be soliciting comments from residents at Mason Manor and Scattered Sites.

A motion was made by A. Nicholson, seconded by W. VandeCastle and carried to approve Resolution No. 06-01, authorizing certification and approval of the streamlined agency plan for the fiscal year ending June 30, 2007, and schedule for submission.

9. Review and approval of contract renewal with Bellin Health Services contract for continued Health--Wellness Services at Mason Manor.

Anne Monday stated the contract is the same as the last contract and there is no cost increase.

A motion was made by A. Nicholson, seconded by W. VandeCastle and carried to approve renewal of the contract with Bellin Health Services.

10. Approval of low qualified bids for the audit for FY ending June 2006 and 2007.

A. May-Steffel reported that three proposals were received. She stated she questioned if the low bidder was qualified to perform the services in the State of Wisconsin. She stated she requested references which they returned with no contact persons or telephone numbers. She checked and found the firm is licensed in the State of Wisconsin. She is concerned that the low bidder was not fully responsive to the Request for Proposals She reported that both of the other proposals received provided all requested information.

A. May-Steffel stated she contacted the local Department of Housing and Urban Development Office and they stated it is the discretion of the Housing Authority to choose to accept the proposal they feel would do the best job. It is not required to accept the low bid.

Following discussion a motion was made by W. VandeCastle, seconded by J. Trask and carried to accept the proposal by Schenk.

11. Review and approval of policy for Political Campaign Access and Information Distribution at Mason Manor.

A. Monday reported that there was recently a question if persons running for office should have access to Mason Manor while campaigning. She stated that Mason Manor has a “No Solicitation Policy” in effect. She stated it was her recommendation that a survey be taken of all the tenants and ask their wishes on people soliciting in the building for any reason.

K Pamperin stated he believed it is important to recognize a difference between solicitation for sales and desired contact with residents as elected representatives and or candidates for elected office. He is comfortable with surveying the residents to determine their wishes. Staff time and cost needs to be considered.

After further discussion, a motion was made by W. VandeCastle, seconded by J. Trask and carried to survey the tenants on their wishes regarding solicitation at Mason Manor and report back to the Authority.

12. Review and approval of Emergency Services Agreement with Notre Dame Academy.

A. Monday report that she had worked with the City Law Department to draw up a Cooperative Agreement with Notre Dame Academy. This agreement is part of Mason Manor’s Emergency Evacuation Plan. The agreement is for temporary shelter in the case of an evacuation of the tenants from Mason Manor. Also, Notre Dame Academy would have availability to temporary shelter their students and staff at Mason Manor in the event of an evacuation of the school.

A motion was made by W. VandeCastle, seconded by J. Trask and carried to approve the Cooperative Agreement with Notre Dame Academy.

13. Authorization to proceed with the purchase of approximately 1200 sq yards of replacement carpeting for Mason Manor Apartments.

A. Monday reported replacement carpeting was purchased in 2004. This carpeting is used in the units. At that time we purchased two rolls. She stated the carpeting is now approximately 10 years old and more replacements will be happening. A. Monday also stated she would be working with the City Purchasing Department to secure quotes.

A motion was made by A. Nicholson, seconded by W. VandeCastle and carried to approve the purchase of approximately 1200 square yards of replacement carpeting.

FINANCIAL REPORT AND BILLS:

A motion was made by W. VandeCastle, seconded by J. Trask and carried to authorize payment of the bills as presented.

STAFF REPORT:

A. Monday reported that Mason Manor has no vacancies.

K. Pamperin reported that Scattered Sites has one property out of service.

There being no further business to come before the Authority, a motion was made by J. Trask, seconded by W. VandeCastle and carried to adjourn.