MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, August 24, 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: R. Strong; K. Pamperin; A. May-Steffel; A, Rosenthal; J Jantz; M. Paprecki

K Pamperin introduced Andrew Rosenthal, a senior student in Public Administration at UWGB, who is interning with the Housing Division for the 2006-2007 school year.

The Commissioners welcomed Andrew.

APPROVAL OF MINUTES:

A motion was made by D. Dolan Wallace, seconded by J. Trask and carried to approve the minutes of the June 15, 2006 meeting of the Housing Authority of the City of Green Bay.

COMMUNICATIONS:

1. June 30, 2006 notification that the Green Bay Housing Authority has been selected as the First Runner-Up for the Housing Authority Insurance Best Practices Award for its submission, “Being Prepared For the Unexpected.”

K. Pamperin reviewed the communication stating this is the third time the Authority has been recognized as a runner up for Housing Authority Insurance “Best Practices” Award. He thanked Anne Monday for the agreements with the Fire Department, Transit Department and Notre Dame Academy and submitting the award application.

The “Best Practices Award” notification was received and place on file.

2. Receipt of executed lease with New Cingular Wireless PCS, LLC with initial annual payment of $24,000 (total Mason Manor roof top telecom lease payments for 2006 total $62,110).

K. Pamperin stated the staff has set up documents to allow for New Cingular Wireless PCS, LLC to make direct deposit annual payments.

The notification was received and place on file.

3. August 11, 2006 Notice of Capital Fund Grant ACC Amendment in the amount of $245,529 for fiscal year 2006.

K Pamperin stated this is a 10.9% decrease from 2005 and a $69,452 dollar decrease in capital funds received in FY 2001. He stated prior to FY 2000, we were able to apply for Capital Funds then called Modernization Funds, and under that process we were averaging nearly $750,000 per year.

The communication was received and place on file.

4. Receipt of Wisconsin Focus on Energy analysis and recommendations for energy conservation at the Mason Manor Retirement Community.

K. Pamperin reviewed the recommendations, stating that staff has been very conscious of energy savings, having made two conversions to energy efficient corridor lighting, exit lighting, and exterior lighting as technology has improved in past years.

A. Rosenthal reviewed Mason Manor electric consumption history summarizing the natural gas and electricity usage. We find in the electricity consumption shows fairly severe spikes in usage during the summer months. This is a believed to be caused by the growing use of window mounted air conditioning units in the apartments. Many window air conditioners do not run very efficiently and older, poorly maintained air conditioner units are less efficient. Units that are not properly installed are also less efficient. Currently there is no standard unit being used so tenants are allowed to bring in any unit they have to use.

J. Trask stated that residents with air conditioners pay an additional $3.00 per month year round or $36.00 per year to cover the additional energy costs. She stated about 65% percent of the residents have window air conditioners, and a few have other additional appliances such as freezers.

K. Pamperin stated staff could work with the utility company to determine if that cost is still in the ball park, and staff could encourage residents to buy efficient units by exploring the process of having the Authority purchase air conditioners in advance and making them available to residents at cost. We had done this in the past, but one issue is the warranty is from the date the Authority purchases the unit, which may cause the resident to loose several months of warranty coverage.

Currently maintenance employees at Mason Manor install and remove resident air conditioners for a $20.00 fee which assures the units are properly and safely installed, however not all residents utilize maintenance to install their units.

There was discussion regarding appliances and lighting used in the apartments.

It was suggested that staff explore providing energy efficient light bulbs for sale to residents and use Energy Star rated appliances whenever possible.

There was discussion regarding resident air conditioners, and how age and maintenance affects energy consumption. Staff was asked to explore providing energy efficient air conditioners at cost to residents, determine a policy for required air conditioner maintenance, and examine the current extra electricity charges for air conditioners, freezers, and extra appliances to actual cost.

The Wisconsin Focus on Energy analysis and recommendations were received and place on file.

NEW BUSINESS:

5. Review and approval of year-end financials; update on revised operating subsidy formulas and conversion to project based accounting.

A, May-Steffel presented a review of the 2006-year end financials. Overall, it showed that revenues exceeded expenses. This was due, in part, to increased rent revenues, and interest income and a decrease in anticipated salaries/fringe benefits, insurance and collection expense.

A motion was made by D. Dolan Wallace, seconded by J. Trask and carried to accept and place on the file the financial statements and year-end close out for Fiscal Year End June 30, 2006.

A. May-Steffel attended training in July provided by HUD and Casterline Associates on the new Operating Subsidy Formula and the proposed conversion to Project Based Asset Management of our public housing. The Operating Subsidy is much more complex and requires more backup and detailed information to prepare. After this new approach was developed, HUD compared this approach to what the results were from the 2004 Operating Subsidy. In our case, it resulted in an overpayment, or stop loss, of around $20,000. The new Operating Subsidy was reviewed and it was determined that we will not be receiving the amounts received in previous years. She also stated that next year’s submission will also be different in that it will be submitted by project rather than the combined totals as it is currently prepared. As a result of the analysis with 2004 Operating Subsidy, and its $20,000 difference, we stand to lose that amount going forward if we do not convert to the proposed Project Based Asset Management procedure.

She stated housing authorities with less than 250 units are not required to make the change, however, if we want to permanently avoid the $20,000 reduction for future years, we need to convert. Most of the housing authorities in Wisconsin with less than 250 units are not converting – but, with Green Bay’s situation, most of our projects are already prepared individually, so the main difference would be to set up a new Central Office Cost Center (COCC) for the expenses related to Administrative expenses – to include Keith Pamperin’s, Krista Baeten’s and Anne May-Steffel’s related expenses. The COCC would be receiving revenues from each housing authority based on the number of units rented… so vacancies will have much more impact for future accounting of expenses. HUD will also be monitoring non-performing projects – which Scattered Sites may be at risk of becoming. She will keep the Board informed of any changes, as they become known.

6. Authorization to proceed with replacement of seven washers and six dryers for the Mason Manor Laundry room as budgeted for a cost of $4,053 for 7 washers, $3,432 for 6 dryers, and $1,625 for the 5-year parts and labor warranty.

K Pamperin reported that staff has submitted two quotes for contracting to purchase and replace washers and dryers in the Mason Manor laundry room with a five year parts and labor maintenance agreement. Following review of the quotes received, staff was asked to obtain competitive proposals, on uniform specifications, and to determine if vendors offer “Energy Star” rated washer and dryers.

7. Notice of automobile damage to 1410 University Avenue, a Scattered Site property by an uninsured driver and authorization to file judgment and enter into a payment agreement for damages.

K Pamperin reported that an uninsured, non-citizen driver, Salvador Miguel Palacio lost control of his pick up truck and drove into a power pole and the front steps and door of 1410 University Avenue, a Scattered Site property and did over $2200 damage. K. Pamperin contacted the driver and demanded that he enter into a repayment agreement to pay $200 per month beginning October 1, 2006, which he has done. He stated he could not afford to pay earlier because he had to pay the fine and for the power pole. He reported he works as an auto mechanic for approximately $200 per week. There is concern that if he does not pay, we do not have solid identification to track him. It was the consensus of the Authority that staff should try to determine who his employer is and wait and see if he pays the first payment October 1.

8. Authorization to proceed with tree removal, tree trimming and installation of a sump pump lateral at 967 Holzer Street. Authorization to bid installation of foundation drain tile and foundation insulation as an alternate to rehabilitation specifications.

There were questions concerning the value of the property and the condition of the foundation.

K Pamperin invited the Commissioners to tour this and three other properties that are currently vacant and in need of work. It was agreed the Commissioners would visit the properties on Wednesday, August 30 beginning at 12 noon at 967 Holzer, than visiting 715 N. Chestnut, 936 Christiana and 836 Cora Street, to view the issues needing attention.

K Pamperin stated it has been sixteen plus years since these properties were acquired and put in service as public housing rentals, and Holzer and Chestnut still have the original kitchens that were in place before the Authority purchased the properties.

K Pamperin explained the options for selling the properties, which would have an impact on the Authority’s funding resources.

Following discussion a motion was made by A Nicholson and seconded by D. Dolan-Wallace to proceed with bidding the work with alternates and bring the bids back to the Authority for action.

9. Authorization to provide foundation backfill and install catch basin lateral to storm sewer at 836 Cora Street.

K Pamperin asked that this item be held up for further study. He would like to see if he could get fill from a City construction site. This is one of the properties the Authority will visit.

10. Authorization to install whole house ventilation and replacement bath fans at 839 Christiana Street.

K Pamperin explained the mold and mildew problems associated with this property, stating they are having difficulty determining if it is a physical problem with the property or life style issues with the residents. Thy have had to move two families from this property because of mold and mildew build up. He stated this is another property he would like the Commissioners to visit. He requested authorization to try replacing the bath fans and to install a house fan to the basement. He suggested the Authority consider item 10. and 11. together.

11. Authorization to prepare specifications and bid installation of bath fans in all scattered site baths and whole house ventilation as needed.

Following discussion, a motion was made by A Nicholson and seconded by W. VandeCastle, and carried to proceed with bidding installation of replacement bath fans in all properties that have not had them replaced and to bid additional whole house basement fans at 839 Christiana and bring bids back to the Authority for action.

12. Authorization of conforming bank account names, adding online access to accounting staff for accounts and allowing tenants with M & I personal accounts to utilize direct deposit rent option.

Following discussion a motion was made by D Dolan Wallace and seconded by

W, VandeCastle and carried to authorize conforming bank account names, add online access to accounting staff for accounts and allowing tenants with M & I personal accounts or eligible accounts to utilize direct deposit rent option.

13. Authorization for staff to attend the Wisconsin Association of Housing Authorities’ Annual Conference September 18-21 in Wisconsin Dells.

K Pamperin requested authorization for Anne Monday and Anne May-Steffel to attend the WAHA Annual Conference September 18-21.

A motion was made by W. VandeCastle, seconded by A. Nicholson and carried to authorize staff to attend the WAHA Annual Conference September 18-21.

FINANCIAL REPORT AND BILLS:

The financial report and bills were tabled until the next meeting.

STAFF REPORT:

K Pamperin reported that Mason Manor was full, and that there were four Scattered Site vacancies being held out of service for Capital Improvements.

There being no further business the meeting was adjourned.