MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, April 13, 2006

1424 Admiral Court, Second Floor Reading Room

Green Bay, Wisconsin 54303

10:30 a.m.

MEMBERS PRESENT: W. Van Ess, Chair; D. Dolan-Wallace, Vice-Chair; A. Nicholson; J. Trask; W. VandeCastle

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

APPROVAL OF MINUTES:

A motion was made by J. Trask, seconded by W. VandeCastle and carried to approve adoption of the minutes from the February 23, 2006 meeting of the Housing Authority of the City of Green Bay.

K Pamperin asked if the Authority would defer from the regular order of business to consider Item 10 out of order, which would allow Integrated Community Services staff Donella Payne and Jessica Jantz to return to work. A motion was made by J Trask and seconded by D. Dolan- Wallace and carried to defer from the regular order of business to consider Item #10.

10. Notification the Authority has been selected for FY 2005 ROSS Public Housing Family Self Sufficiency Coordinators Program, for the Scattered Site Program in the amount of $45,753. Authorization to execute Grant Agreement, approve the position description and contract with ICS, Inc for administration of the FSS Coordinator Grant.

K Pamperin stated he has reviewed the position description and action plan to be certain the job duties between FSS Coordinator and Property Management are complimentary but not overlapping. He stated he wanted to be sure the contract responsibilities are separated. He has been assured that would be the case.

A motion was made by D. Dolan-Wallace, seconded by W. Vande Castle and carried to authorize execution of the Grant Agreement, approve the position description and action plan and contract with Integrated Community Services, Inc for administration of the FSS Coordinator Grant.

A motion was then made by W. Vande Castle, seconded by J. Trask and carried to return to the regular order of business.

OLD BUSINESS:

1. Report on proposals received for Scattered Site Housing Management, authorization to have Chair, Vice Chair, Executive Director and Housing Administrator negotiate a contract for administration.

K. Pamperin presented the item. He stated 27 requests for proposals were requested and sent out, sixteen of the requests were from credible contractors that have experience administering HCV Programs or managing federally assisted housing. At the request of a national vendor, an extension on the due date was provided. With that effort only one proposal for management of the Scattered Site Properties was received, that being from Integrated Community Services.

He asked the Authority if they would like himself and the Executive Director to negotiate a new contract with Integrated Community Services or they would like to form a committee including the Commissioners.

David Dolan-Wallace stated he would like to be involved in the negotiations.

After further discussion, it was decided that a committee of the Chair, Vice-Chair, Executive Director and Housing Administrator would be formed to negotiate the administration of the Scattered Site Housing Management with Integrated Community Services.

NEW BUSINESS:

2. Review of Energy Usage Report.

K. Pamperin presented the item. He stated it is required by the Department of Housing and Urban Development to do an energy usage audit every five years.

A. Monday reported that in cooperation with the City of Green Bay, an energy audit was just completed at Mason Manor. She stated the preliminary findings were there is very little, which is cost effective, that can be done at Mason Manor to improve our energy usage as we are implementing excellent practices presently. She stated the Energy Usage Report was submitted to the Department of Housing and Urban Development.

A motion was made by J. Trask, seconded by D. Dolan-Wallace and carried to receive and place on the file the Energy Usage Report.

3. Review of comments received and approval of Resolution No. 06-02 of The Housing Authority Of The City Of Green Bay Providing For Certifications Of Compliance With The Public Housing Authority’s Annual Agency Plan And Related Regulations.

K. Pamperin stated a public hearing and two Resident Council meetings had been held to receive comments.

Following review and discussion a motion was made by W. VandeCastle, seconded by A. Nicholson and carried to approve Resolution No. 06-02.

4. Adoption of Resolution No. 06-03, Adopting Revised Flat Rents and Ceiling Rents for Mason Manor and Scattered Site Public Housing.

K. Pamperin presented the item.

After considerable discussion, a motion was made by D. Dolan-Wallace, seconded by W. VandeCastle and carried to approve Resolution No. 06-03, adopting Revised Flat Rents and Ceiling Rents for Mason Manor and Scattered Site Public Housing.

5. Adoption of Resolution No. 06-04, Approving the Operating Budget for the Housing Authority of the City of Green Bay for the Twelve Month Period Ending June 30, 2007, and Necessary Certifications, and Calculation of Performance Funding System for the period ending December 31, 2006.

A. May-Steffel presented the item. She stated there has been an increase in dwelling rentals, which represents an 8.9 percent increase in revenue.

A. May then reviewed the budget by each line item. She indicated she is forecasting the operating subsidy formula, as it will be changing. She stated all reporting to the Department of Housing and Urban Development would be on a project based accounting system.

A. Nicholson asked how much money would the Housing Authority be receiving for subsidy.

A. May stated she is projecting $270,000. She further explained how the operating subsidy is calculated.

After further discussion, a motion was made by W. VandeCastle, seconded by J. Trask and carried to adopt Resolution 06-04.

A. Nicholson left the meeting at this time.

6. Adoption of Resolution No. 06-05, Approving the Working Conditions, Work Hours and Compensation for Maintenance Employees of the City of Green Bay Working for the Housing Authority of the City of Green Bay.

K. Pamperin presented the item. He stated that our two full time positions are covered by bargaining agreements. Our part time resident casual employees are provided minimum wages as provided by the schedule.

A motion was made by D. Dolan-Wallace, seconded by J. Trask and carried to adopt Resolution No. 06-05.

7. Review and award of bid for Scattered Site flooring replacement and bath fan installation at 715 N. Chestnut and replacement flooring, cabinets, and bath fans at 815 Dousman.

K. Pamperin reported on the bidding process. He stated JR Maintenance was the low bidder on 715 N. Chestnut and Pamperin Construction was the low bidder on 815 Dousman. He reported that the Department of Public Works approved a statement of qualifications for both contractors, and the projects were bid through City Purchasing.

K. Pamperin stated the Authority had previously authorized proceeding with bidding this work. What was not determined was if we should select alternate A. He has held a pre-construction conference with both contractors, and based on the low bids received he recommends that we proceed with Alternate A, utilizing the DuraCeramic Floor Tile.

Following discussion, a motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to approve awarding the projects to the recommended low qualified bidders including Alternate A.

8. Review of Mason Manor Resident Survey and adoption of policy regarding Solicitation and Political Campaign Access and Information Distribution at Mason Manor.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to approval adoption of the policy.

9. Review and approval of Emergency Services Agreement with the Green Bay Transit Authority.

A motion was made by D. Dolan-Wallace, seconded by W. VandeCastle and carried to approve the Emergency Services Agreement.

FINANCIAL REPORT AND BILLS:

A motion was made by D. Dolan-Wallace, seconded by W VandeCastle to approve payment of the bills as presented.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace to receive and place on file the Financial Report.

STAFF REPORT:

A. Monday reported there were two vacancies at Mason Manor.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to adjourn the meeting at 11:45 A.M.