MINUTES

GREEN BAY HOUSING AUTHORITY

Tuesday, February 26, 2008

1424 Admiral Court, Second Floor Reading Room

Green Bay, Wisconsin 54303

10:00 AM

MEMBERS PRESENT: D. Dolan-Wallace, Vice-Chair; W. VandeCastle; H. Genunzio

MEMBERS EXCUSED: W. Van Ess, Chair; A. Nicholson

OTHERS PRESENT: R. Strong, K. Pamperin, A. Monday, G. Hentrick

APPROVAL OF MINUTES:

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to approve the minutes of the January 17, 2008, regular meeting of the Green Bay Housing Authority.

ELECTION OF OFFICERS:

Vice-Chair D. Dolan-Wallace turned the Chair over to K. Pamperin to conduct the Election of Officers.

W. VandeCastle made a motion to have the Housing Authority retain the slate of present officers for the 2008-2009 year.

K. Pamperin asked three times if there were any further nominations for the offices of Chair and Vice-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 and D. Dolan-Wallace as Vice-Chair.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to have the Secretary cast a unanimous ballot for W. Van Ess for the office of Chair and D. Dolan-Wallace for the office of Vice-Chair.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to appoint R. Strong as Secretary of the Housing Authority of the City of Green Bay.

COMMUNICATIONS:

1. Receipt of Independent Audit for the twelve-month period ending June 30, 2007.

K. Pamperin presented the audit. He stated there are written findings included in the report. He stated staff has responded to the findings and they have been addressed.

K. Pamperin stated the findings were in regard to delinquent accounts for Scattered Site properties, financial statements being prepared by a contracted agency not by Housing Authority staff, and monthly bank reconciliation being done by the Accountant and not being monitored by another staff person.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to accept the audit and directed staff to take the necessary steps to rectify the findings.

2. February 2, 2007 HUD - FHEO determination of no reasonable cause for a discrimination complaint HUD Case Number 050617438 filed August 14, 2006. This is the first written notification received on this case.

K. Pamperin presented the item. He explained that an issue was raised by the audit regarding this complaint. He stated HUD was contacted and they responded that the case had been closed with no finding.

K. Pamperin stated the outcome of no finding was due to A. Monday’s timely responses and well-documented history involving the case.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to receive and place on file.

NEW BUSINESS:

3. Review and approval of Resolution No.08-01, Authorizing Certification and Approval of the Streamlined Agency Plan for the Fiscal Year Ending June 30, 2009, Pending Public Comment.

K. Pamperin presented the plan, which was mailed to the Authority members in advance of the meeting. He stated there are a series of certifications that must be adopted before submittal of the plan to HUD.

K. Pamperin stated the main change to this plan in relation to the past year’s plan is the use of capital funds.

K. Pamperin also stated a Notice For Public Review was published in accord with HUD regulations. He stated a meeting of the Mason Manor and Scattered Site Resident Advisory Councils would be held for their review and comment on the plan.

K. Pamperin indicated the plan would be brought back to the Authority at their March meeting for final adoption.

After discussion, a motion was made by W. VandeCastle, seconded by H. Genunzio and carried to approve Resolution No. 08-01.

4. Review and adoption of Resolution No 08-02, Adopting Revised Flat Rents and Ceiling Rents for Mason Manor and Scattered Site Public Housing.

K. Pamperin presented the flat rents. He stated that most tenants pay 30 percent of their adjusted income. The flat rent comes into play when 30 percent of the adjusted rent will bring them over the market rent.

K. Pamperin stated an analysis of comparables was done for Mason Manor flat rents. He stated the issue with the units at Mason Manor is the size of the apartments. He stated that is the reason for an adjustment to the rents proposed for flat rent for Mason Manor. He stated he is recommending the flat rents for Mason Manor remain as they were last year.

D. Dolan-Wallace asked when the last change was made to flat rents for Mason Manor.

K. Pamperin stated the flat rents have remained the same for three years.

K. Pamperin stated the flat rents for the Scattered Site properties would be at the adopted fair market rents. He stated there is no tenant at the flat rent for Scattered Sites.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to adopt Resolution 08-02 at presented.

5. Report and action on proposals received for Scattered Site Property Management.

K. Pamperin stated a Request for Proposals was done to find a property management firm for the Scattered Site properties. He stated two proposals were received. The responding companies are Property Resource Management, LLC and Ogden & Company, Inc.

K. Pamperin stated the proposals have not been reviewed.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to refer to staff and the Subcommittee to review the above proposals and give authorization to them to act on the proposals and to make a recommendation to the full Authority.

6. Authorization to accept Small Agency Deregulation Exemption in regard to PHAS for FY 2008.

K. Pamperin presented the item. He stated HUD gives a housing authority with less than 250 units the right to request exemption in regard to PHAS.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to authorize the acceptance of the Small Agency Deregulation Exemption.

7. Report and analysis from Heartland Systems on Mason Manor Security Surveillance System.

K. Pamperin presented the item. He stated the report was not completed as requested. He stated Heartland Systems did not provide cost estimates.

K. Pamperin requested that the Authority authorize pursuing proposals through the City Purchasing Department for two options with regard to the security system. He stated the first option would be for cameras to be installed at the first and second floor entrances and the entrance into the community room. The second option would be for the three doors previously mentioned and in addition three roof top cameras.

D. Dolan-Wallace asked if maintenance of the equipment and wiring for the equipment would be included in the proposal requests.

K Pamperin stated that would be included.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to authorize staff to work with the City Purchasing Department to go out for bid for the two options presented and to include maintenance support and wiring for the system.

8. Authorization to award contract to remodel upper bath at Scattered Site property 816 North Maple to the low qualified bidder Tekulve Construction.

K. Pamperin stated that a crack was found in a bathtub. The crack therefore caused more damage to the floor, vanity and walls.

K. Pamperin presented the quotes. The low bidder was Tekulve Construction.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to award to Tekulve Construction as the low qualified bidder.

FINANCIAL REPORT AND BILLS:

K. Pamperin stated that at the previous meeting a question was raised on two billings by ICS in the amount of $385.00 and $7,000.00. He stated ICS found an error in the $7,000.00 billing and that that bill has been voided.

D. Dolan-Wallace questioned the two payments this month to ICS.

K. Pamperin stated he would report back to the Authority next month on these payments.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to authorize the payment of the bills.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to receive and place on file the financial report.

STAFF REPORT:

G. Hentrick reported that the Scattered Sites has one opening with three persons on the waiting list.

A. Monday reported Mason Manor experienced 13 vacancies on January 1. She reported eleven of those units have been rented.

There being no further business to come before the Authority, a motion was made by W. VandeCastle, seconded by H. Genunzio and carried to adjourn. The meeting adjourned at 11:15 AM.