MINUTES

GREEN BAY HOUSING AUTHORITY

Wednesday, October 25, 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; W. VandeCastle

MEMBERS EXCUSED: A. Nicholson

OTHERS PRESENT: K. Pamperin; A. Monday; A, Rosenthal; J Jantz; M. Vang; Tad Issacson

APPROVAL OF MINUTES:

A motion was made by D. Dolan-Wallace, seconded by W. VandeCastle and carried to approve the minutes from the August 24, 2006 meeting of the Housing Authority of the City of Green Bay.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to take Item 4 out of order.

COMMUNICATIONS:

4. Letter of resignation from Resident Housing Authority Commissioner Jane Trask.

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

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace to take Item 10 out of order.

NEW BUSINESS:

10. Adoption of Resolution No 06-06 Commending Jane Trask for her valued contributions as the first Resident Commissioner of the Housing Authority of the City of Green Bay

A. Monday read a letter of appreciation from Mayor Jim Schmidt.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to adopt Resolution No. 06-06.

K. Pamperin read and presented the resolution to Ms. Trask and thanked her for her contribution and service as the first Resident Commissioner on the Housing Authority of the City of Green Bay.

COMMUNICATIONS:

1. Receipt of Housing Authority Risk Retention Innovation Best Practices Award First Runner Up to the Housing Authority of the City of Green Bay for it Disaster and Emergency Preparedness Strategy for the Mason Manor Retirement Community, titled “Being Prepared for the Unexpected.”

K. Pamperin explained the first runner up award for the Disaster and Emergency Preparedness Strategy for the Mason Manor Retirement Community, which was presented to the Housing Authority as a result of an award nomination prepared by Anne Monday to a national competition sponsored by the Housing Authority Insurance Group.

W. Van Ess thanked Ms Monday, the staff of Mason Manor and the residents for making the plan possible.

2. Receipt of Fiscal Year 2005 dividend in the amount of $3070.84 from Housing Authority Property Insurance and $3233.00 from Housing Authority Risk Retention Group.

K. Pamperin explained the Housing Authority Insurance Group, which the Authority is part owner. He stated the dividend check is due to low losses. This dividend check reduces the annual premium amount. He also stated this is the first full year Scattered Site properties have been included.

3. Receipt of a Certificate of Recognition for Consistent Positive Performance Low Loss Ratio Achievement Award for 2002, 2003, and 2004 for the Housing Authority of the City of Green Bay.

K. Pamperin presented the Certificate of Recognition to the Housing Authority. He stated that this is a remarkable achievement for a facility the size and magnitude of the Mason Manor Retirement Community to have no property or liability claims over a three-year period.

5. Receipt of Federal FY 2006 Operating Subsidy Allocation in the amount of $294,822.00 at 86.02 percent of full eligibility as determined by interim formula.

K. Pamperin explained the Operating Subsidy is determined by budgetary performance. The payment received is dispersed in quarterly payments.

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

6. Notification that we have exceeded the $500,000 grants awarded benchmark, which requires a more extensive audit be conducted. This single audit will require more testing, more reporting, and another audit letter, and will cost up to an additional $750 over audit bid.

K. Pamperin explained that the request for services for audits is put out for bid ever two years. The last request for proposals and current contract anticipated that we would remain under the $500,000.00 grant limit. Now that we have exceeded that limit. our auditor is informing the Authority of the higher audit costs.

K Pamperin stated receiving the additional grant funding allows us to better serve the residents of Green Bay and more than compensates for the small additional audit costs.

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

7. Notification from HUD of Mandatory Energy Audit Requirements every five years and instructions.

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K. Pamperin stated an energy audit was just performed at Mason Manor in relation to an energy audit completed on all City of Green Bay buildings. He stated he is not sure if this will be acceptable to the Department of Housing and Urban Development.

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

OLD BUSINESS:

8. Report on Repayment agreement for auto damage at 1410 University.

K. Pamperin reported that the first payment has been made on the repayment agreement.

W. VandeCastle asked what was the total of the damage done.

K. Pamperin stated the agreement was for $2,200.00.

9. Report on energy efficient appliances for Mason Manor and Scattered Sites

K. Pamperin stated the Authority had directed staff to explore using energy star rated appliances when possible. He stated following researching the appliances available, it was found that the only refrigerator that fit the cabinet dimensions for Mason Manor was not energy star rated. He also stated the only energy star rated refrigerator that fit the specifications for the Scattered Site properties is $180.00 more in cost than the current refrigerator now purchased and the appliance delivery set up and removal process may not be as efficient.

It was the consensus of the Authority to stay with the current appliances until we find energy efficient models that will meet the dimensions and be cost effective.

NEW BUSINESS:

11. Request of NEW Curative for donation of $600.00 for the Senior Aide assigned to the Mason Manor Retirement Community.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to approve the above donation.

12. Notification of Section 109 and Title VI Complaint and Housing Discrimination Complaint JR Rome and JR Maintenance, against the Housing Authority of the City of Green Bay.

K. Pamperin stated he is working with the Law Department on a response for both the Housing Authority and the City of Green Bay.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace to place the notification on file and to direct staff to proceed with the guidance and direction of the City Law Department.

13. Review and approval of revisions to the GBHA Public Housing Family Self-Sufficiency Action Plan to incorporate mandatory attendance in the Family Skills Workshops.

J. Jantz stated staff is in the process of holding life skills workshops for the families in the Scattered Site properties. She also stated there were two orientations, which had very good turnouts.

She stated staff is now scheduling home visits for all the Scattered Site properties. She stated all the public housing participants would have a home visit by February, 2007.

A motion was made by D. Dolan-Wallace, seconded by W. VandeCastle and carried to approve the revisions to the Family Self-Sufficiency Action Plan.

14. Authorization to proceed with low qualified bids for landscaping at 836 Cora Street and siding repair, tree removal and sump/storm sewer lateral at 815 Dousman

K. Pamperin presented the bids. He stated Tekulve Construction was the low bidder at $950.00 for the siding at 815 Dousman Street. He stated Green Bay Nursery was the low bidder with a bid of $2,616.00 on the landscaping at 836 Cora Street.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to award the low bid to Tekulve Construction in the amount of $950.00 for work at 815 Dousman Street.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to award the low bid to Green Bay Nursery in the amount of $2,616.00 for work at 815 Dousman Street.

K Pamperin stated they have the bid for the sump/storm sewer lateral work and Tekulve

Construction is the low qualified bidder at $2,150.00, however they are holding on this

work until the remodeling bids on 967 Holzer come in which include an alternate to

install drain tile around the foundation. If the cost for the drain tile is approved, we

would hold on this lateral work until after the drain tile is installed. If the costs are to

expensive then we would go forward with this lateral installation as weather permits.

A motion was made by D. Dolan-Wallace, seconded by W. VandeCastle and carried to proceed with a lateral to the street as presented at 967 Holzer Street.

15. Report on infrared thermal scan report on 839 Christiana mold and mildew issue.

K. Pamperin presented the item. He went over the report prepared by the contractor. He stated the past tenant was moved out due to the mold and mildew problems. He stated the contractor looked for leaking in the roof, walls and if the insulation was wet. He stated it was determined the problems with mold and mildew was due to inadequate ventilation and life style of the previous tenant.

K. Pamperin reported that a new bathroom fan and attic fan would be installed. He also stated the new tenants would be educated on proper ventilation. He stated there would be quarterly inspections on the unit as there is with all Scattered Site units and he has requested ICS maintenance to be especially watchful for mold and mildew and treat and abate such cases immediately.

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

16. Review and action on GBHA-ICS Scattered Site Property Management Contract.

K. Pamperin presented the contract. He asked the Authority if they would like to meet separately on the contract or review it and approve in the future.

D. Dolan-Wallace asked what were the major changes.

K. Pamperin stated the contract is more explicit in what the contractor will provide. He stated it addresses past maintenance issues. He stated the proposed contract would cover maintenance labor and the Authority would pay materials.

A motion was made by W. VandeCatle, seconded by D. Dolan-Wallace and carried to hold approval of the contract until the next Authority meeting.

17. Report and action on Fair Housing complaint.

A. Monday reported that the Housing Authority has just received a conciliatory agreement drawn by the Department of Housing and Urban Development between the Housing Authority and Mr. James Block. She stated the Law Department has advised the Authority staff not to execute the agreement.

After considerable discussion, a motion was made by D. Dolan-Wallace, seconded by W. VandeCastle and carried directing staff to work with the Law Department on responding to the complaint, and to advise HUD that the Authority does not concur in entering into a conciliation agreement in that the Authority has offered the complainant an opportunity to apply for an apartment in accord with fair and equitable adopted policies, and that staff review and bring forward a written policy on performing criminal background checks.

FINANCIAL REPORT AND BILLS:

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to approve payment of the bills for September as submitted.

A motion was made by W. VandeCastle, seconded by D. Dolan-Wallace and carried to approve payment of the bills for October as submitted.

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

STAFF REPORT:

A. Monday stated Mason Manor has two vacancies. She stated one would be filled November 13 and the other December 1.

M. Vang reported that Scattered Sites has two vacancies and three units out of service.

There being no further business to come before the Authority, a motion was made by D. Dolan-Wallace, seconded by W. VandeCastle and carried to adjourn the meeting at 12:00 P.M.