MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, June 26, 2008

1424 Admiral Court, Second Floor Reading Room

Green Bay, WI 54303

10:30 a.m.

MEMBERS PRESENT: W. Van Ess, Chair: D. Dolan-Wallace, V. Chair; H. Genunzio

MEMBERS EXCUSED: D. Piton, W. VandeCastle

OTHERS PRESENT: Nikki Aderholdt, Molly Barron, Anne Monday, Keith Pamperin, Rob Strong, Noel Halvorsen, Gina Hetrick

APPROVAL OF MINUTES:

Approval of the minutes from the May 15, 2008, meeting of the Housing Authority of the City of Green Bay.

A motion was made by D. Dolan-Wallace, seconded by H. Genunzio, to approve the minutes of the May 15, 2008, meeting of the Housing Authority of the City of Green Bay as received. Motion carried.

COMMUNICATIONS:

1. Introduction of Molly Barron, Barron Rentals, the new Contract Administrator for the Scattered Site Homes.

K. Pamperin introduced Molly Barron, owner and operator of Barron Rentals, and the proud new manager of the GBHA scattered site properties. Molly was an employee of ICS for a number of years, and is therefore quite familiar with the properties.

Molly Barron stated that her office is on 214 N. Webster Avenue and is working

with the city Information Technology Department to obtain internet access to the

GBHA–HAB network. She is excited to be back working with the Authority.

2. Notification of HUD proposed fair market rents for FY 2009.

K. Pamperin stated that the fair market rents for 2009 are proposed and out for comment. Generally there are few changes and we can use them for planning purposes.

3. FEMA Fire Prevention and Safety Grant for FY 2006.

K. Pamperin stated that despite the GBHA’s application for $489,170.00 of FEMA Fire Prevention and Safety Grant Funds to be matched with $205,000 of Housing Authority Capital Funds, for the installation a Fire Suppression Sprinkler System projected to cost $687,280.00 at Mason Manor in December 2006 the award authorized was $4,900. Understanding we could not proceed with the fire suppression sprinkler system, needed, K. Pamperin was advised to work with Fire Prevention staff and determine the highest fire prevention and safety needs combined with training. The emphasis of the grant is to facilitate fire safety and prevention training with first responders. However GBHA staff and Green Bay Fire Department relying on their ongoing cooperative partnership in utilizing Mason Manor as a high-rise training facility and with the Fire Department providing the Authority ongoing guidance, the Fire Department has not charged the GBHA for any of the training. Therefore, the GBHA consulted with the Fire Department to determine the highest fire safety need at Mason Manor for utilization of the grant funding. The recommendation was to develop ladder truck emergency access to the east side of the building to assist with evacuation. The fire department advised to provide emergency access with adequate paved space to maneuver and stabilize the ladder truck outriggers would be the second highest priority if we could not install a fire suppression sprinkler system. The FEMA Fire Safety and Prevention Grant funds were allocated to the development of the emergency access, but when we tried to draw the funds for that purpose the draw was denied, in that this expenditure is not eligible for the grant funds. Regional representatives will be coming to Green Bay to review the situation with staff and local Fire Safety personnel. K Pamperin stated staff will attempt to work with FEMA to determine appropriate needed uses for the funding.

4. Request from Milwaukee Fair Housing Council for letters of support.

K. Pamperin stated that the Milwaukee Fair Housing Council ( MFHC) the and the north East Wisconsin office are requesting letters of support from the GBHA to submit to HUD with a grant application, indicating that the Authority will provide in-kind efforts to distribute fair housing materials provided by the MFHC, to inform the public of their rights under federal, state, and local fair housing laws, make referrals to MFHC of persons that inquire or need guidance on fair housing issues, and to make referrals of persons that may be interested in volunteering or serving on the Board of Directors or Committees of the MFHC. The GBHA currently provides or has provided this level of cooperation and support in the past. K. Pamperin stated that with the understanding that the GBHA would not be held accountable to document actual in kind time and efforts, he recommends that the Authority support this request.

The consensus of the Authority was to authorize K. Pamperin to provide the letters of support as reviewed to the Milwaukee Fair Housing Council.

NEW BUSINESS:

5. Request of Neighborhood Housing Services of Green Bay Inc. (NHS) for an extension of time on the secured GBHA loan on the former armory building at 815 S. Jackson Street.

N. Halvorsen stated that NeighborWorks Green Bay is requesting the Green Bay Housing Authority authorize an extension of the outstanding secured loan and mortgage under the existing terms for a period of one year with the loan and interest due July 1 2009. K. Pamperin indicated that terms of the loan are still two percent interest annually. N. Halvorsen stated that NHS would be prepared to pay the Authority the accrued interest to date if that was requested, as evidence of good faith and NHS’s intentions to repay the loan.

A motion was made by D. Dolan-Wallace, seconded by H. Genunzio, to extend the terms of the loan for one year, from July 1, 2008 to July 1, 2009, at the existing interest rate of two percent annually, subject to NWGB paying in full the accrued interest to July 1, 2008. Motion carried.

6. Review and approval to write-off year-end delinquent accounts and accept credit as recommended.

K. Pamperin stated that there are two groups or delinquent accounts proposed to be written off: the uncollectible delinquent accounts from Mason Manor, totaling $2,175.33; and the uncollectible delinquent accounts from the Scattered Site properties, totaling $3,915.00.

A. Monday indicated that the individuals owing money to Mason Manor either have no income and are currently residing in nursing homes or have passed on and there are no estates.

K. Pamperin indicated that the accounts under the scattered site properties have extended issues. The delinquent accounts are recommended by ICS our Property Administrator to be written off. In two instances the Authority owes the tenant a credit and ICS has not been able to locate the former tenant to make the reimbursement. He sated he will ask Langan Investigations to make one final attempt to locate the tenant to make the reimbursement. If we cannot locate the resident we want the file to indicate that reasonable attempts to locate them were made and they were presented to the Authority as such.

K. Pamperin stated that the recommendation is that the Authority write off the delinquent accounts indicated, and do the best to locate the individuals that have credits owed to them.

A motion was made by D. Dolan-Wallace, seconded by H. Genunzio, to authorize the write-off of the indicated delinquent accounts and to make final attempts to locate individuals that have credits and return credits owed to them. Motion carried.

7. Authorization to bid the following contracts at Mason Manor: application of topcoat ramp sealant; seal retaining wall around the community room patio; sidewalk repair; patch seal and stripe parking lots; and caulk and tuck point of building exterior; and proceed with the low qualified bidder. (Engineering work and specifications being prepared by the Department of public works.)

K. Pamperin stated that the Authority has a number of issues that should be initiated at Mason Manor. The Department of public works has inspected the work outlined and specifications need to be prepared to obtain bids. Many of these issues are routine that need to be maintained annually or periodically on a regular basis. Authorization is being sought to proceed with a topcoat sealant on the entrance ramp, install a masonry sealant, caulk and tuck pointing on the retaining wall around the community room patio, sidewalk repair, patch, seal and stripe the parking lots and examine caulk and tuck point the Mason Manor building exterior.

K. Pamperin stated that the Department of public works would be utilized for specifying the work to be done with bidding the work through City Purchasing, or through the Department of public works, Engineering Division for formal public works bidding. The sidewalk repair will be included in the DPW annual contract with the Authority invoiced on a lineal foot basis. The timing should allow for the bids to be brought back to the Authority for approval. .

H. Genunzio questioned the efforts being made to repair the Mason Manor security system. K. Pamperin responded that the Authority had the company that installed the system inspect the damage. The company indicated that the system needed to be completely replaced. The Authority then contacted a number of other firms who inspected the damage, and essentially made the same recommendation. The Authority then authorized, Heartland Systems to prepare specifications for the replacement of the Security Camera Surveillance System. The Authority received those specifications, and then submitted them to the Engineering Division of the Department of public works. They did some additional inspection and verified the system needs to be completely replaced. The use of wireless technology was considered but determined not feasible in most locations. K Pamperin has asked the Engineering Division to bid the replacement. They are in the process of tweaking the specifications for bidding the project the installation with two alternates to give the authority options. He stated the initial installation cost $52,000 and he expects this cost with expanded coverage to be greater.

A. Monday indicated that the finalizations would be available by July 22, 2008. K. Pamperin stated that one of the alternate is to replace the system as we had it so an insurance claim could be filed.

A motion was made by D. Dolan-Wallace, seconded by H. Genunzio, to authorize proceeding with sidewalk repair under the cities contract and proceeding with specifications and bidding of the maintenance repairs at Mason Manor. Motion carried.

8. Authorization to award purchase order to the low qualified bidder for the remodeling of the lower bath, replacement of kitchen cabinets and bath vanities, refinishing of hardwood floors, and replacement of vinyl floors at 886 Division Street.

K. Pamperin stated that the Authority has received the bids on the 886 Division Street property. The good news is that there were 18 contractors that were invited, and of the 18, nine were general contractors. Unfortunately, the Authority only received one bid. When a reason for this the lack of response was requested, it was stated that for a general contractor the amount of general work was minimal and the flooring, plumbing fixtures and cabinetry replacement and the number of alternates requested were challenging to bid in that they required a number of trades.

K. Pamperin stated that the base bid is to replace the bath and toilet fixtures, flooring and vanity in the bathroom. Alternate “A” requires that the hardwood floors of the living room and dining room be refinished. Alternate “B” requires the installation of Dura-Ceramic in place of refinishing the hardwood flooring in these rooms. Alternate “C” requires the installation and replacement of the vinyl floors with Dura-ceramic throughout the entire house, and alternate D requires the replacement of kitchen cabinets K. Pamperin stated that his recommendation would be to go with the base bid, Alternate A, Alternate C and Alternate D, for a total of $17,900.00.

D. Dolan-Wallace questioned whether the bid pricing was reasonable. K. Pamperin responded that staff reviewed the cost difference between providing DuraCeramic in lieu of refinishing the hardwood floors and found the difference being the need to remove existing tile and under lament and the additional detailed fitting of stairs and hallways versus one large room. .

A motion was made by D. Dolan-Wallace, seconded by H. Genunzio, to approve recommendations to award the purchase order to the low qualified bidder for the remodeling of the property at 886 Division Street. Motion carried.

9. Authorization to purchase a Cardiac Science Automatic External Defibrillator (AED’s) for Mason Manor at a cost of approximately $1,500 and annual maintenance at a cost of approximately $118.00.

K. Pamperin stated that the City of Green Bay is purchasing several cardiac defibrillators, which will be available at several City locations. Analysis and pricing for these efforts have been completed, and it is recommended that Mason Manor purchase one as well.

A motion was made by D. Dolan-Wallace, seconded by H. Genunzio, to approve the authorization to purchase a cardiac science automatic external defibrillator for Mason Manor at an initial cost of $1,500 and an annual maintenance fee of $118.00. Motion carried.

10. Authorization to prepare specifications to accommodate co-mingled recycling and Scattered Sites foundation tuck pointing and painting.

K. Pamperin stated that the City of Green Bay is looking at moving from the current recycling process to the co-mingled recycling process. He recommends that we prepare a designated place for the scattered site tenants to store their garbage and recycling which should encourage more orderly compliance with city codes. If the Authority chooses to authorize the co-mingled process, a container must be purchased for each site. By participating in this process, it will be a cost savings to the City of Green Bay. K. Pamperin proposed that a plan be drafted that will determine where particular site would have a space specifically for storing garbage and recycling.

K. Pamperin stated that the second part of the recommendation is that the Authority come up a process and design to restore several scattered site foundations.

A motion was made by D. Dolan-Wallace, seconded by H. Genunzio, to authorize the preparation of specifications to accommodate co-mingled recycling and garbage storage and Scattered Site foundation painting, restoration and tuck pointing. Motion carried.

FINANCIAL REPORT AND BILLS:

A motion was made by D. Dolan-Wallace, seconded by H. Genunzio, to approve the bills and accept the financial report as received. Motion carried.

STAFF REPORT:

A. Monday indicated that Mason Manor currently has four vacancies. However, those vacancies will be filled by August 1, 2008. A situation occurred on Saturday, June 21, 2008, where an individual claimed that their apartment had been robbed of $800.00.

G. Hetrick indicated that there are three vacancies in the scattered site properties.

The Housing Authority thanked G. Hetrick and ICS for managing the scattered sites for the past 17 years.

A motion was made by H. Genunzio, seconded by D. Dolan-Wallace, to adjourn the meeting at 11:45 a.m. Motion carried.