MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, September 25, 2008

1424 Admiral Court, Second Floor Reading Room

Green Bay, Wisconsin 54303

10:30 a.m.

 

MEMBERS PRESENT: W. Van Ess, Chair, H. Genunzio, D. Piton, W. VandeCastle

 

MEMBERS EXCUSED: D. Dolan-Wallace, V. Chair

 

OTHERS PRESENT: R. Strong, K. Pamperin, M. Barron, A. Monday

 

APPROVAL OF MINUTES:

 

1.      Approval of the minutes from the June 26, 2008, meeting of the Housing Authority of the City of Green Bay.

 

A motion was made by D. Piton, seconded by W. VandeCastle and carried to approve the minutes of the June 26, 2008 as presented.

 

K. Pamperin introduced M. Barron of Barron Rentals.  Barron Rentals is the property management firm for GBHA Scattered Site Properties.  

 

M. Barron gave a report on the status of the properties upon Barron Rentals taking them over.  She stated her staff is going through all the tenant files and has determined discrepancies in rent calculations completed by Integrated Community Services.  Some cases go back two years where the tenant was not charged the correct rent based on HUD’s regulations for rent calculations. She stated in some cases tenants have been charged too much for rent. She stated she has discussed this with K. Pamperin and he has directed Barron Rentals to go through the rent calculations and establish the rent accurately in accord with the regulations. If the result is that the resident paid more rent than required, the Authority will provide the resident with a rent credit and either deduct future rent and utility payments or reimburse the resident at the resident’s choice. If the resident did not pay the full rent due as a result of past management agent’s error, the Authority will not be able to collect past rent from the resident.

 

K. Pamperin stated he has asked Barron Rentals to keep track of additional staff time required to review and correct past rent calculations, retain all documentation on the rent calculation errors and report to the Authority, so the Authority can determine the magnitude and cost involved and determine if they should request compensation from ICS.        

 

D. Piton asked if the miscalculations would affect our rating with HUD.

 

R. Strong stated he feels with us discovering and correcting the issues, there should be no negative effect.

 

K. Pamperin stated the compilation of the corrections would be reported to the Housing Authority when complete.

 

COMMUNICATIONS:

 

None.

 

OLD BUSINESS:

 

2.      Review and action on a claim submitted by a Mason Manor resident.

 

K. Pamperin presented the two claims submitted by resident Gary Wallace, including the reports prepared by Reed Lewis and Anne Monday, and the police reports of the incident. He stated he had discussed both claims with Mr. Wallace and feels his complaints are without merit. He stated he reviewed the documentation with City Attorney, Allison Swanson, and she has provided her recommendation that the Authority deny the claim.        

 

A motion was made by W. VandeCastle, seconded by D. Piton and carried to deny the claim as recommended by the City Attorney.

 

3.      Report on postponing ramp surface repairs and patching, sealing, and striping of Mason Manor parking lots.   

 

K. Pamperin reported that he had previously requested authorization to proceed with ramp surface repairs and patching, sealing, and striping of Mason Manor parking lots. In reviewing this work with DPW.  The estimate on the ramp surface repairs, which would require removal and replacement of concrete ramp surface was estimated at over $15,000.  Noting that generally the ramp requires some patching and sealant repair each year, it was determine that there would be no harm in postponing the work for another year.  The Engineer also recommends that the parking lot sealing and striping be postponed another year.     

 

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

 

NEW BUSINESS:

 

4.      Authorization to award contract GBHA MM 0-01 Mason Manor Security Surveillance Camera Replacement to the low qualified bidder.

 

K. Pamperin stated this item contract needed to have the bid date extended, with bids now due on October 7th. The bids would be brought to the Authority for consideration at the October 16th meeting.

 

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

 

5.      Review and action on proposal to inspect and report on Mason Manor caulking, tuck pointing, and sealing.  

 

K. Pamperin stated he had requested DPW Engineer’s advice on getting the exterior of the Mason Manor building inspected to determine if caulking tuck pointing and sealing was required.  It has been reported there is a need for minor tuck pointing around the parapet. He presented a proposal from STS for a ground visual inspection or an aerial inspection from a lift.

 

W. VandeCastle asked if they do the inspection from the ground and miss something that the contractor finds needs repair, how would we handles that.

 

K Pamperin stated he expected the repairs would be bid on a lineal foot basis for tuck pointing, caulking, and sealant, and if more lineal footage was required it could be added to the contract as a change order as long as it did not exceed 10% of the total contract.  He stated he would confer with the Engineer to determine if performing the inspection late this fall would be proper or if it would be better to wait until early spring.        . 

 

A motion was made by W. VandeCastle, seconded by D. Piton and carried to authorize the inspection and report back on Mason Manor caulking, tuck pointing and sealing.

 

6.      Authorization to proceed with fiber optic computer connection from City Hall to Mason Manor.  

 

K. Pamperin stated the Housing Authority has an opportunity to have fiber optic lines connected from City Hall to Mason Manor as a part of the City’s contract. The cost of the fiber optic installation for Mason Manor would be $7,500 and the work would take place next year.

 

A motion was made by W. VandeCastle, seconded by D. Piton and carried to proceed with the fiber optic computer connection.

 

7.      Authorization to purchase the Safe-T-Element Cooking System with Fire Prevention Safety Grant Funds and reallocated Capital Grant Funds.

 

K. Pamperin stated staff had been exploring uses of the $4,928 of FEMA Fire Prevention Safety Grant funding since our request to use the funds for the Emergency Fire Access Road had been denied. He stated FEMA staff came up from Chicago and met with staff to explore eligible opportunities. The installation of the Stovetop Safe-T- Elements as recommended by the Fire Department was determine to be the best eligible use. Approximately 18 to 19 ranges could be fitted with the funding available.      

 

A motion was made by D. Piton, seconded by W. VandeCastle and carried to approve purchase of the Safe-T-Element Cooking Systems in the amount of the Fire Prevention Safety Grant.

 

8.      Authorization to apply for 2009 FEMA Fire Prevention Safety Grant Funds to complete the acquisition of Safe-T-Element Cooking systems for the remainder of Mason Manor and Scattered Site units.

 

K. Pamperin stated they would like to apply for 2009 grant funds to complete the installation. .

 

A motion was made by W. VandeCastle, seconded by D. Piton carried to authorize applying for 2009 FEMA Fire Prevention Safety Grant Funds.

 

9.      Notice that four Scattered Site properties are located in the FEMA Flood Zone and authorization to purchase flood Insurance.      

 

A motion was made by D. Piton, seconded by W. VandeCastle and carried to refer to staff.

 

FINANCIAL REPORT AND BILLS:

 

A motion was made by D. Piton, seconded by W. VandeCastle and carried to authorize payment of the bills as submitted.

 

STAFF REPORT:

 

R. Strong stated his request for filling the position of Housing Administrator has gone to the City Personnel Committee and was approved.  It will be presented to the Common Council on October 7.    He asked if one member of the Housing Authority would volunteer to serve on the selection committee.  Mr. VandeCastle stated he would be willing to do that.

 

R. Strong stated the position would be advertised in October and he would like to over hire for one month.

 

R. Strong also stated the remodeling of the 6th Floor of City Hall has been put on hold due to the bids received.  He stated modifications would be made to the original plan.

 

A. Monday stated there are two vacancies at Mason Manor. 

 

K. Pamperin stated there are three vacancies at the Scattered Sites.

 

A motion was made by D. Piton, seconded by W. VandeCastle and carried to adjourn.

 

The meeting adjourned. At 11:15 A.M.