MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, June 17, 2010

1424 Admiral Court, Second Floor Reading Room

Green Bay, WI 54303

10:30 a.m.

MEMBERS PRESENT: D. Dolan-Wallace- Chair, D. Slater- Vice Chair, H. Genunzio.

MEMBERS EXCUSED: T. DeWane, W. VandeCastle.

OTHERS PRESENT: Nikki Aderholdt, Molly Barron, Robyn Hallet, Anne Monday, Matt Schampers, Rob Strong.

APPROVAL OF MINUTES:

1. Approval of the minutes from the May 20, 2010, meeting of the Housing Authority of the City of Green Bay.

A motion was made by D. Slater, seconded by H. Genunzio, to approve the minutes from the May 20, 2010, meeting as presented. Motion carried.

COMMUNICATIONS:

None.

OLD BUSINESS:

2. Discussion and approval on revised Chapters 3 (Eligibility) and 4 (Applications, Waiting List and Tenant Selection) to the Admissions & Continued Occupancy Policy (ACOP).

R. Hallet stated that the GBHA is working on updating the ACOP. This month the GBHA is bringing forward three chapters for the Board’s approval. R. Hallet turned the discussion over to N. Aderholdt.

N. Aderholdt corrected that this month the GBHA is bringing forward only two chapters, not three. N. Aderholdt stated that she had emailed the chapters in their entirety to each of the Commissioners as requested at a prior meeting. N. Aderholdt indicated that prior to requesting approval of the chapters she would summarize the impact made in each and any changes being proposed.

N. Aderholdt stated that Chapter 3 references public housing eligibility criteria and policies. The chapter discusses the responsibility of the Housing Authority to ensure that every tenant is eligible. N. Aderholdt summarized the contents of the chapter and that it is broken out into three parts: definitions, basic criteria, and denials. N. Aderholdt stated that the major changes being proposed include the definition of a person with disabilities and disabled family, requirements of providing Social Security documentation, change of policy when acquiring information from a drug abuse treatment center, and the incorporation of a VAWA policy.

N. Aderholdt stated that Chapter 4 references the application process, the waiting lists, and tenant selection. The chapter is broken out into three parts: the application process and how applications are obtained and submitted; managing the waiting lists which includes policies on how the lists are structured, when it is opened and closed, and how the public is notified of such; and tenant selection, which describes how families are selected from the waiting lists. N. Aderholdt stated that there are no major changes being proposed in this chapter.

A motion was made by H. Genunzio, seconded by D. Slater, to approve the revised Chapters 3 and 4 to the Admissions & Continued Occupancy Policy. Motion carried.

R. Hallet indicated that the GBHA is implementing the chapters as they are adopted.

3. Adoption of Resolution No. 10-05 approving the Operating Budget for the Housing Authority of the City of Green Bay for the 12-month period ending June 30, 2011.

R. Hallet indicated that at the previous meeting M. Schampers thoroughly reviewed the proposed budget with the Authority, which was done so primarily to allow time to incorporate any changes prior to submission. M. Schampers indicated that there was one minor change made to the budget which is the salary of N. Aderholdt’s recently created position. The wage rate came in lower than anticipated, so that was reflected accordingly in the budget.

A motion was made by D. Slater, seconded by H. Genunzio, to adopt Resolution No. 10-05, approving the Operating Budget for the Green Bay Housing Authority for the 12-month period ending June 30, 2011. Motion carried.

INFORMATIONAL:

4. Awarding of bid for remodeling of 1408 University Ave to Tekulve Construction in the amount of $9,500.

R. Hallet stated that at the previous meeting, this issue was brought forward for approval in an amount not to exceed $14,500. We were pleased to receive a bid below that, and have recently awarded the contract to Tekulve Construction. D. Slater inquired about the start date of the remodeling. R. Hallet indicated that the work began a few days after the contract was awarded.

5. Housing Authority Insurance Group Risk Control Dividend (RCD) Report Draft and GBHA’s response (Tabled from May meeting).

R. Hallet stated that the Housing Authority Insurance Group requests information to determine the amount of risk in insuring the GBHA. This information is requested in the form of a questionnaire which requests further information depending on how the initial questions are answered. R. Hallet stated that based on the initial information submitted, HAIG provided a response and we were then allowed to resubmit.

N. Aderholdt stated that the preliminary response from HAIG awarded the GBHA with approximately 40 points out of a possible 435, which was very low. HAIG allowed the GBHA an opportunity to resubmit additional documentation to receive additional points. N. Aderholdt stated that the GBHA resubmitted paperwork for certain categories. The conclusion of all of this was that out of 435 points, the GBHA received 118. However, HAIG did not subtract the questions that were not applicable to the GBHA in the total points possible. N. Aderholdt indicated that she went through the results and deducted the questions and points from the total possible points, arriving at a possible 205 points. Overall, then, the GBHA received 118 points out of a possible 205. These points will affect a deduction from the GBHA’s insurance premium.

N. Aderholdt stated that a lot of the questions being asked were requesting documentation that pertains directly to the Human Resources Department and not so much the GBHA. D. Dolan-Wallace questioned whether the GBHA could create and adopt policies that we are currently lacking and utilizing from the Human Resources Department. R. Hallet stated that the GBHA needs to balance the efforts versus the outcomes and whether or not our efforts would be worthwhile in the end.

6. Change of effective date of Flat/Ceiling Rents to July 1, 2010 (Tabled from May meeting).

R. Hallet stated that this item was originally brought to the Authority in February, at which time the effective date was discussed. After further discussion it was determined that the proper effective date should be July 1, 2010. At this time, we are simply change the effective date, which affects very few residents.

FINANCIAL REPORT AND BILLS:

R. Hallet stated that this was provided as a handout. R. Hallet stated that M. Schampers did not express any concern for any items listed. R. Hallet stated that the Authority has made its first payment to Howard Immel for the Mason Manor expansion project.

A motion was made by H. Genunzio, seconded by D. Slater, to approve the financial report and bills are presented. Motion carried.

STAFF REPORT:

7. Monthly report from Barron Rentals of deficiencies found in previous month’s Scattered Site quarterly inspections.

M. Barron handed out her monthly report. D. Slater questioned the requirement for the tenants at 1577 Charles Street to keep their bathroom fan operating for two hours after shower use. M. Barron responded that this is due to the moisture that is trapped in the bathroom. R. Hallet stated that the GBHA would like to obligate capital funds to install humidistats in each unit throughout the next five years, but that will be based on the amount of capital funds received.

R. Hallet stated that there has been an issue with the shower leaking at one of the Scattered Sites unit, which has been discussed with Barron Rentals. It has been determined that by caulking the showers, it may prevent it from leaking into the basement area.

8. Update on Scattered Site tenant file reviews.

R. Hallet stated that this item is to provide the Authority with an update on the issue of errors to the tenant files that occurred when ICS was managing the Scattered Sites. At the previous GBHA meeting, the Authority had agreed to send a response letter to ICS in regards to these issues. R. Hallet stated that late last week she had received a response simple stating the dates they would be coming to City Hall to review the files. The Authority had also agreed that R. Hallet should review the files considered urgent and in need of reimbursement. R. Hallet stated that unfortunately, she was only capable of reviewing one file, which took approximately five hours to review, at which time she deemed it inconclusive due to its complexity.

9. Update on obtaining bids to replace flooring as needed in Scattered Sites.

R. Hallet stated that in February, the Authority had authorized staff to go out for bids for flooring, which is desperately needed in many of the Scattered Site units. The units that need the flooring have been identified. The GBHA has been working with the Purchasing Department in the City of Green Bay to create a blanket contract, which allows the replacement of flooring as needed. R. Hallet stated that the contract went out for bid last week; contractors have until July 7, 2010 to respond. The award notification will be on July 19, 2010.

10. Update on Mason Manor Expansion project.

R. Hallet stated that things are coming along quite nicely. A lot of work has been taking place behind the scenes, leaving much of the work in the hands of the construction experts. R. Hallet stated that we have ordered keys which will be used to enter the storage unit area on each floor. Each floor will have a different key, so that residents living on the eighth floor cannot gain access to the storage area on the sixth floor, for example. This resulted in a change order of $877.00. R. Hallet stated that we are also working on getting locks for the storage units, which will be keyed to match the resident’s apartment door lock. The cost for that will be approximately $4,000.

R. Hallet stated that we are coordinating with WPS to get the gas and electric added to the addition.

R. Hallet stated that we recently found out that Howard Immel will need to cut access panels in the corridors in order to provide access to the valves for the sprinkler system. We have not seen the costs for that yet.

R. Hallet stated that asbestos was found in an elbow pipe which cost $400 to abate.

H. Genunzio requested that moving carts be available on each floor to assist residents in moving their items into the storage areas. A. Monday indicated that Mason Manor did not have enough carts to supply one for each floor, but did have a few spare carts that could be used. R. Hallet stated that this item will be discussed more in depth as progress continues and comes closer to when residents may begin using the storage units.

11. Occupancy reports for Mason Manor and Scattered Sites.

R. Hallet stated that there was a suggestion previously made that the occupancy reports be provided in writing, which would hopefully, eventually eliminate the need for A. Monday and M. Barron to be present during the entirety of GBHA meetings. R. Hallet stated that we are willing to entertain any suggestions for changes in the format of the written occupancy report.

D. Dolan-Wallace questioned what the GBHA’s occupancy rates are on average per year. R. Hallet stated that Mason Manor’s is 97 percent, and Scattered Sites were slightly lower than that. M. Barron stated that the Scattered Sites typically don’t have many vacancies, but have recently seen many along University Avenue because many of the Hmong families have utilized the first-time homebuyer’s tax incentive and purchased a home together.

D. Dolan-Wallace stated that if certain items would need to be or like to be moved to the front of the meeting to allow individuals an early release, there is no problem with that.

12. Inquiry regarding change to agenda format (Tabled from May meeting).

R. Hallet stated that several months ago, D. Dolan-Wallace sent an email with suggestions on changing the agenda format. The GBHA is required to follow the City of Green Bay’s agenda format regarding categories to be included on the agenda and the order in which those categories are addressed. R. Hallet stated that she has begun organizing items under each category, listing Mason Manor items first, Scattered Site items second, and then general items which pertain to both.

R. Hallet stated that the other suggestion that D. Dolan-Wallace had made was providing a summary to the financial information, which M. Schampers is in the process of putting together and it wiill be implemented at a future date.

13. Update on creation of limited term fulltime position to assist Housing Administrator.

R. Hallet stated that N. Aderholdt is officially an employee of the City of Green Bay, subcontracted to the Green Bay Housing Authority. The position was posted, several applicants were interviewed, but in the end N. Aderholdt was the best candidate.

D. Dolan-Wallace inquired what limited term meant. R. Strong stated that this simply means that this position will exist as long as it is needed and funding is available for it.

14. Inquiry of making a drop off box for old prescription drugs available at Mason Manor (Tabled from May meeting).

R. Hallet stated that this was a recommendation brought forth by H. Genunzio. As some may know, a prescription drop off box is available both at the Green Bay Police Department and the Brown County Sheriff’s Department. The Green Bay Police Department’s box was initiated through a project by Leadership Green Bay. In speaking to a participant in this project we learned that they have undergone many steps to put the box into place: the box must have a lock, it must have so much steel on it so a special manufacturer must make the box, it must have supervision by the police at all times, contents must be stored in the evidence room after they are removed from the box, the sorting of the box must be done by certified pharmacists and supervised by the police, transportation to an incinerator must be provided by the police department. Therefore it is not a simple process to place a box at Mason Manor.

D. Slater inquired whether the box can simply be monitored by supervision cameras. R. Hallet indicated that it must be directly supervised by the police at all times. M. Barron suggested that the GBHA could set up a day, once a month, in which transportation is provided for Mason Manor residents to bring old prescriptions to the Police Department drop box. R. Hallet stated that this could be looked into.

R. Hallet stated that if any of the Commissioners are interested in touring the Scattered Site units, there are several vacant units which would allow this to happen within the next few weeks. D. Dolan-Wallace demonstrated an interest in touring some of the units. H. Genunzio and D. Slater indicated they had seen the units from the outside. D. Dolan-Wallace suggested meeting at one of the units prior to a GBHA meeting. R. Strong stated that a time can be determined and will be communicated via email.

A motion was made by D. Slater, seconded by H. Genunzio, to adjourn the meeting. Motion carried.

The meeting was adjourned at 11:30 a.m.

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