MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, November 13, 2008

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; D. Piton; H. Genunzio

MEMBERS EXCUSED: W. Vande Castle

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

APPROVAL OF MINUTES:

A motion was made by D. Piton, seconded by H. Genunzio and carried to approve the minutes of the September 25, 2008 meeting as presented.

COMMUNICATIONS:

1. September 24 notification from Elizabeth Mason Deputy Assistant Secretary of HUD that the Green Bay Housing Authority’s Year One Stop Loss Submission is approved and the Authority has demonstrated successful conversion to asset management. This results in the Authority’s operating subsidy reduction being stopped at five percent of the per unit month differences between old and new formulas for FY 2008 a savings of approximately $20,000 for FY 2008.

K. Pamperin distributed the notification to the Authority. He explained the process of the conversion to asset management. He stated the Housing Authority is separated into three operations, Mason Manor, Scattered Sites and Administrative.

K. Pamperin congratulated A. May-Steffel, A. Monday and K. Baeten on their work for the completing the conversion to asset management prior to HUD mandating the conversion, which will save the Authority $20,000 in 2008 and each year thereafter.

2. October 23, 2008 communication from John Finger, Team Coordinator, Department of Housing and Urban Development Wisconsin, advising the Green Bay Housing Authority Annual Agency Plan for FY year beginning July 1, 2008 is approved.

K. Pamperin presented the communication. He stated each year an Annual Agency Plan is prepared and submitted.

OLD BUSINESS:

3. Report and action on inspection for caulking, tuck-pointing, and sealing Mason Manor.

K. Pamperin presented the item. He stated the Department of Public Works requested a proposal from STS for the inspection. He stated the cost of a ground inspection was quoted at $3,500 and a boom inspection at $15,000.

K. Pamperin stated R. Lewis had looked at the vertical joints and came up with an estimate of 3100 lineal feet of total caulking with approximately 250 to 290 lineal feet that appears to have failed needing to be re-caulked. In addition the window caulk joints will need to be examined.

K. Pamperin stated he feels the contract should be let on a lineal foot basis as per R. Lewis’ estimate with additional caulking work to be on a lineal foot basis per estimates and save the cost of contracting for the examination. The actual work performed could be verified when the contractor is on site with equipment. He feels it would be best to request that specifications be prepared in winter for early spring award.

There was no action taken at this time.

NEW BUSINESS:

4. Award of Contract GBHA MM 08-01 Mason Manor Security Surveillance Camera System Replacement to the low qualified bidder.

K. Pamperin stated the low qualified bidder was Martin Security. He stated Base Bid 1 was for replacement of existing equipment and wiring which could be used for the insurance claim and Base Bid 2 expands the existing system to include wiring to the north end roof for future cameras to cover the parking areas to the north and includes an additional camera to monitor the Community Room entrance.

D. Piton asked what the insurance coverage would be.

He stated we have a $10,000 insurance deductible, which gives a claim of $9,904 for Base Bid 1. He stated he would be turning in Base Bid 1 to the insurance carrier.

K. Pamperin stated that Base Bid 2 included a one-year warranty. He stated he requested a quote for an additional two-year warranty for a total three years. He stated Martin Security’s quote for that extended warranty is a cost of $6,000.or $3000 per year for the additional two years.

K. Pamperin stated when the camera system was initially installed there many issues with location and glare to get the cameras to provide a visible picture.

D. Dolan-Wallace stated he did not feel we should spend the additional monies for the extended warranty.

D. Piton asked who the users were for the system.

A. Monday stated staff and residents.

After further discussion, a motion was made by D. Piton, seconded by H. Genunzio and carried to award Contract GBHA MM 08-01 to Martin Security Base Bid 2 with the one-year warranty.

5. Authorization to submit application for 2009 Operating Subsidy Processing by January 7, 2009.

K. Pamperin presented the item. He stated we know that HUD is requiring operating subsidy submittals by January 7, but we are not sure what approval is required from the Authority. He stated he brought this to the Authority in the event we could not get a quorum for the December meeting. He also indicated he did not know if Authority approval was required.

D. Piton asked when the application would be complete.

K. Pamperin stated with Anne May Steffel recovering from surgery it may as late as January 6.

A motion was made by D. Dolan-Wallace, seconded by D. Piton to authorize submitting an application for the 2009 Operating Subsidy.

6. Report and authorization to pay gas metering error charges, report on Mason Manor Gas and Electric Utility Bill Analysis, and opportunities to purchase natural gas on bid basis.

K. Pamperin presented the item. He stated he had been contacted by two private firms wanting to look at Mason Manor’s utility costs to see if rebates were due to the Housing Authority on the premise they would perform the analysis and retain fifty percent of any rebate achieved. He stated he didn’t like the idea the company would retain one-half of all returned monies. If WPS owed the Authority rebates, we should be able to get receive the entire rebate.

K. Pamperin stated Wisconsin Public Service found that Mason Manor’s gas meter was faulty and needed replacement. He stated he asked Wisconsin Public Service to do an analysis of Mason Manor gas and electric usage and billing. He stated what was found was Mason Manor owed $512 due to the faulty meter but there were no other errors found for a three-year period. The primary factors the private firms look at are errors in taxes charged where the Authority has always been tax exempt and not charged taxes.

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

7. Approval to paint occupied Scattered Sites based on quotes.

K. Pamperin stated several of the Scattered Site units have been continually occupied and not been painted for over 14 years. He stated three quotes were received with Barron Rentals being the low quote. He stated he had asked Barron Rentals to obtain quotes for painting 886 Division and 1416 University and gave Barron Rentals authorization to proceed with the low quote not knowing Barron rentals was also quoting and was the low quote. It was learned today that Barron Rentals has proceeded with painting the two units. He has advised Molly Barron that under no circumstances can Barron Rentals obtain quotes and quote themselves. He will review the written quotes and have the painting inspected prior to payment.

M. Barron indicated there was a problem with 1416 University Avenue due to lead based paint. She stated Tekulve Construction stated there was lead based paint.

K Pamperin stated he would want to review why there is a greater lead paint concern at this address over other addresses. If there were a lead paint concern present we would be required to deal with it properly.

K Pamperin proposed that we prepare painting specifications on a square footage basis and obtain bids for a two or three year period to paint occupied and unoccupied units.

After a lengthy discussion, a motion was made by D. Piton, seconded by H. Genunzio and carried to develop specifications and work through the Purchasing Department to obtain quotes for future painting work.

8. Approval to bid replacement of Scattered Sites failed windows.

K. Pamperin stated that the recent REAC Inspection showed failing windows in some of the units. He stated these windows were installed between 1989 and 1990.

K. Pamperin stated T. Dennee had done a needs assessment and found 14 windows that need replacing.

D. Piton asked if the quote was received through the Purchasing Department.

K. Pamperin stated at this time it is proposed to prepare specifications for window replacement and request the City Purchasing to obtain bids. T. Dennee prepared an estimate with guidance from a vendor indicating the approximate cost to be $178.57 per window or $2,500 for the fourteen replacement windows.

A motion was made by D. Piton, seconded by H. Genunzio and carried to direct staff to have specifications prepared and reviewed by the Department of Public works and bid through City Purchasing Department.

9. Authorization to compensate Barron Rentals for review and correct scattered site prior year resident rent certifications on a per unit basis of $65.00 per certification per year not to exceed $3500.

K. Pamperin reported on the item. He stated Barron Rentals has indicated they are finding many rent calculations were done incorrectly over the past two years.

K. Pamperin state this was a period that the Authority was paying ICS to administer the Scattered Site units. Barron Rentals cannot certify the current income certifications without first correcting the past. They are finding errors that require rent reimbursements in some cases.

D. Piton asked if these were present tenants.

K. Pamperin stated yes. He also stated he had contacted the Director of ICS regarding these issues and indicated after the reviews are completed there would need to be a settlement discussion regarding costs incurred by the Authority.

K. Pamperin stated ICS has expressed a desire to review the errors with Barron Rentals.

D. Dolan-Wallace asked how this was going to transpire.

D. Piton asked how the tenants are selected.

M. Barron stated all tenants would be looked at when it is time for their annual review.

D. Dolan-Wallace asked if ICS has insurance coverage for such errors.

D. Dolan-Wallace stated he feels the process should be looked at by the City Attorney. He feels any meeting with ICS on this matter should have the City Attorney present.

K. Pamperin stated he would consult with the City Attorney.

D. Piton stated he would like a monthly report on the results of future reviews.

D. Dolan-Wallace stated he wants a report on what is advised by the City Attorney.

K. Pamperin stated he has been advised that ICS never invoiced and the Authority never paid the November management fee to ICS. He has advised staff to hold that payment pending resolution of these matters.

A motion was made by D. Piton, seconded by H. Genunzio and carried to authorize compensation to Barron Rentals for review and correction of past certifications as proposed at a cost of $65.00 per year per household.

10. Authorization to add Commercial Crime/Employee Dishonesty Coverage to the Authorities Liability Insurance.

K. Pamperin presented the item. He stated this coverage has always been separate from all the other insurance coverage. He stated he received a quote for Commercial Crime and Dishonesty Coverage from our present carrier Housing Authority Insurance Group for property and liability coverage, in the amount of $278 per year. He stated this was a verbal quote but would be receiving a formal quote in writing. He stated there would be a benefit of having all insurance come due at the same time.

A motion was made by D. Dolan-Wallace, seconded by D. Piton and carried to authorize adding this coverage to our present policy with the Housing Authority Insurance Group at a cost of $278 per year.

11. Authorization for Resident Coordinator to attend the UPHO training in Green Bay.

K. Pamperin stated the Resident Coordinator and Senior Accountant would like to attend this training in Green Bay.

A motion was made by H. Genunzio, seconded by D. Dolan-Wallace and carried to authorize attendance.

12. Adoption of Resolution No 08-05 Recognizing William A. Van Ess for thirty-eight years of volunteer service to the Housing Authority of the City of Green Bay as Housing Authority Commissioner and Chair.

D. Dolan-Wallace read the resolution. He also thanked W. Van Ess for his dedication and commitment to the Housing Authority of the City of Green Bay.

A motion was made by D. Piton, seconded by H. Genunzio and carried to adopt Resolution No. 08-05 in grateful appreciation of the dedication and commitment of William A. Van Ess for thirty-eight years of volunteer service to the Housing Authority of the City of Green Bay as a Housing Authority Commissioner and Chair.

FINANCIAL REPORT AND BILLS:

A motion was made by D. Piton, seconded by H. Genunzio and carried to authorize the payment of the bills as presented.

There being no further business to come before the Authority, a motion was made by D. Piton, seconded by D. Dolan-Wallace and carried to adjourn.

The meeting adjourned at 12:15 PM.