MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, March 27, 2008

1424 Admiral Court, Second Floor Reading Room

Green Bay, Wisconsin 54303

10:30 a.m.

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

MEMBERS EXCUSED: W. Van Ess

OTHERS PRESENT: K. Pamperin, A. Monday, R. Strong, G. Hetrick, Anne May-Steffel

APPROVAL OF MINUTES:

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to approve the minutes of the February 21, 2008, regular meeting of the Green Bay Housing Authority.

OLD BUSINESS:

1. Discussion and possible action on proposals to manage the Scattered Site Public Housing Units.

K. Pamperin informed the Authority that the process has been delayed. Interviews have been set up with each of three firms that have responded to the Request for Proposals for Thursday, April 3, 2008.

K. Pamperin stated Barron Rentals submitted a proposal yesterday. He distributed a prepared evaluation sheet for rating each of the proposals in various categories of importance.

D. Dolan-Wallace asked if the firms understood the paperwork involved for managing the properties.

K. Pamperin stated the current contracted agency ICS Inc. was provided with a connection to the HAB Software the Housing Authority selected and uses to manage public housing. He stated he is concerned that it may be difficult for firms proposing to manage the Scattered Site properties to transition to the current software. He stated the Housing Authority in concert with the new contract administrator might want to consider a new software package. The Authority staff is not thrilled with the user friendliness of the current system, and if the new contract administrator can show improved processes with the system they use, the Authority may want to consider switching to a more functional system. The question of what system is used and how the contractor connects to the Housing Authority to share and report information to the Authority and HUD will have to be a part of the transition process.

R. Strong stated contractors should be asked how they would make HUD reports, submittals, etc.

K. Pamperin stated the Housing Authority staff would need to guide the contractor as necessary to have the contractor provide the required information to staff to submit the electronic reports to HUD. Two of the firms have great property management experience, but little or no experience in HUD reporting requirements.

R. Strong stated the Request for Proposals included quarterly inspections. He recommended this change be made to the interview evaluation criteria.

K. Pamperin stated quarterly inspection would be put back into the evaluation scoring.

K. Pamperin stated he has been in contact with Jon Syndergaard of Integrated Community Services and he has assured him that ICS is willing to continue Scattered Site management through the transition to the selected contractor. The Authority of course would like to make that transition seamless to the Scattered Site residents and HUD, at the lowest cost.

There was some discussion regarding the contractor to being able to serve non-English speaking tenants. No action was taken on this item.

K. Pamperin stated he would make the revisions to the interview evaluation form send copies to the interview committee and to the contractors in advance of the April 3 interviews.

2. Final approval of Streamlined Agency Plan for the Fiscal Year ending June 30, 2009.

K. Pamperin stated a Public Hearing has been published and scheduled for Tuesday April 8 at 8:30 AM at City Hall. .

K. Pamperin stated it is now required to have a policy included in the plan for the new law passed regarding the Violence Against Women Act. He stated a policy would be brought to the Authority for adoption at a future meeting.

K. Pamperin stated he is aware of incidents of domestic violence in the Scattered Site properties.

W. VandeCastle asked if there are incidents of repeated violence in a household and the tenant does nothing to stop the situation, would they be in violation of their lease and would the Housing Authority seek a restraining order against the perpetrator?

K Pamperin stated that when this legislation was initially being considered by Congress, Congressman Mark Green was a primary sponsor. K. Pamperin stated he submitted comments to congress requesting that Housing Authorities be able to require a person that is victimized to take action to prevent the continued abuse. If the victim does not take action to obtain a restraining order, the Housing Authority gets blamed for continued police calls and criminal activity at their property. In some instances the victim continues to invite the abuser into the home and the cycle continues.

K. Pamperin stated this policy would have to be incorporated into our leases and he would seek legal guidance from the Law Department.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to adopt the Violence Against Women Policy and statement and add the required statement to the Annual Agency Plan, and to also add additional comments received from public and the Resident Safety Advisory Council.

NEW BUSINESS:

3. Adoption of Resolution No. 08-03, Approving the Operating Budget for the Housing Authority of the City of Green Bay for the 12-Month Period Ending June 30, 2008.

A. May-Steffel distributed the full budget to the Authority members. She then described each line item and pointed out major changes. She stated there was a significant change in investments due to the interest rates going down.

H. Genunzio asked about the replacement of the security system.

K. Pamperin stated he has received the specifications requested in the Authority’s contract with Heartland Systems and has forwarded this to the Department of Public Works to prepare bid documents. He stated we have incorporated several alternates so when bids are received the Authority will be able to select the minimum surveillance cameras to cover entrances only, or to replace what we had before the lightning strike, or to expand surveillance to cover the newer parking lots to the north and the community room entrance.

After further discussion, a motion was made by W. VandeCastle, seconded by H. Genunzio and carried to adopt Resolution No. 08-03 approving the Operating Budget for the Housing Authority of the City of Green Bay for the 12-Month Period Ending June 30, 2008.

4. Adoption of Resolution No. 08-04, 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 stated each year HUD requires the Authority to review the working conditions, work hours and Compensation for Maintenance Employees. He reviewed the attachment stating the Housing Authority does not have employees but purchases employee services from the City of Green Bay and the City’s maintenance employees are covered by a bargaining contract.

A. May-Steffel stated the budget shows tentative figures for each of these positions as two of the workers are union employees and they have not had an adopted contract since 2006.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to adopt Resolution No. 08-04.

5. Request for $10,000 for office space renovations for Housing Authority Staff.

R. Strong stated he is requesting the Green Bay Housing Authority to contribute toward the funds needed to remodel the Community Services Agency Offices at City Hall. He stated the Housing Authority does not pay rent for its office space and this is one way for the Authority to contribute. . He stated the total amount for the remodeling will be $45,000 and he is looking for the Housing Authority to contribute $10,000. He stated the remodeling would allow the Inspection Division to be housed in the Community Services Agency Offices, which would allow for improved customer service through sharing of staff.

A motion was made by W. VandeCastle, seconded by H. Genunzio and carried to approval the request.

6. Authorization for two staff to attend the Wisconsin Association of Housing Authorities’ Conference in Mosinee, Wisconsin on April 22 and 23, 2008.

K. Pamperin stated Anne May-Steffel and Anne Monday were planning to attend this training conference, and we have budgeted for staff to attend.

A motion was made by A. Nicholson, seconded by H. Genunzio and carried to authorize two staff persons to the attend the conference.

FINANCIAL REPORT AND BILLS:

K. Pamperin stated there was a question raised last month on two invoices from Integrated Community Services in the total amount of $1,959.43. He stated this was for maintenance supplies and two evictions.

A. Nicholson asked what is included in the contract in regarding to maintenance.

K. Pamperin stated that labor is included in the contract but materials are paid by the Housing Authority.

A. Nicholson requested copies of the back-up documents for this billing and the billing in the amount of $9,739.29.

A. May-Steffel stated she would get him copies.

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

A. May-Steffel distributed the financial statements.

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

STAFF REPORT:

A. Monday reported there are five vacancies at Mason Manor.

G. Hetrick, Property Manager for ICS, reported there is one vacancy at the Scattered Site properties.

K. Pamperin discussed the possibility of the vacant property located at 886 Division Street being the Housing Authority’s first Scattered Site Public Housing Home to be considered to be sold to a home buyer depending on if the Housing Authority can retain the proceeds and obtain HUD Replacement Housing Funding to acquire a replacement property to be rehabilitated and leased as affordable housing. This house has not had any improvements since being acquired in 1990. He will be bringing a proposal to the Authority for remodeling the lower bath, which has a cracked tub and the house needs replacement flooring, vanities and kitchen cabinets. He stated he has begun to research the various opportunities to sell public housing and once this property is rehabbed it would be a good one to try to sell. . The regulations are complex and do not provide much guidance or assurance that HUD will make the Authority whole. The sale process is one step and the opportunity to obtain replacement housing is a given. He stated he would keep the Authority informed on progress.

There being no further business to come before the Authority, a motion was made by W. VandeCastle, seconded by A. Nicholson and carried to adjourn. The meeting adjourned at 11:35 AM.