MINUTES

GREEN BAY HOUSING AUTHORITY

Thursday, July 15, 2010

1337 University Ave

Green Bay, WI 54302

10:30 a.m.

MEMBERS PRESENT: D. Slater- Vice Chair, T. De Wane, and W. VandeCastle.

MEMBERS ABSENT: D. Dolan-Wallace- Chair.

MEMBERS EXCUSED: H. Genunzio.

OTHERS PRESENT: N. Aderholdt, R. Hallet, M. Schampers, R. Strong, A. Monday, M. Barron.

APPROVAL OF MINUTES:

1. Approval of the minutes from the June 17, 2010, meeting of the Housing Authority of the City of Green Bay.

A motion was made by T. De Wane, seconded by W. VandeCastle, to approve the minutes as presented. Motion carried.

COMMUNICATIONS:

2. Notice of approval from HUD of GBHA 2010-2014 Five Year/Annual Plan.

A motion was made by T. De Wane, seconded by W. VandeCastle, to accept HUD’s approval and place on file. Motion carried.

3. Notification from HUD of amount of Capital Fund Grant Award for 2010.

R. Hallet indicated that the GBHA received $248,087, which is approximately $900 less than received for 2009. After reviewing previous years, it appears that the Capital Funds have been decreasing every year.

A motion was made by W. VandeCastle, seconded by T. De Wane, to accept and place notification on file. Motion carried.

OLD BUSINESS:

None.

NEW BUSINESS:

4. Approval to purchase eight (8) folding platform carts for use by Mason Manor residents to move belongings to storage units.

R. Hallet stated that there was a suggestion made at the previous meeting that the GBHA have carts available for residents to move their items to the storage units upon completion. Mason Manor currently has a few carts, however there aren’t enough for each floor and they are rather large and cumbersome to maneuver. The GBHA would like to purchase one cart for each floor; the carts hold about 330 pounds, and are 29 inches by 18 inches in dimension, and the handle folds down for easy storage. The price is $34.75 each.

A motion was made by T. De Wane, seconded by W. VandeCastle, to approve the purchase of eight (8) folding platform carts for use by Mason Manor residents to move belongings to storage units. Motion carried.

5. Approval to award contract to L.P. Moordian Co. for blanket Scattered Site flooring contract.

R. Hallet stated that the GBHA has been working with the City of Green Bay Purchasing Department to get a contract in place for flooring, for which we have recently collected bids. L. P. Moordian is the low bidder, and therefore is the contractor staff is suggesting the contract be awarded to.

R. Strong stated that the contract does have a maximum budget amount. R. Hallet indicated that this amount is $25,000.

T. De Wane questioned whether this contractor was from the Green Bay area. R. Hallet confirmed that L.P. Moordian was from Green Bay.

R. Hallet stated that this is a two-year contract and allows the GBHA to rent out vacant units faster by avoiding the bidding process every time a vacant unit needs flooring work completed.

M. Barron questioned what a rough estimate would be to floor one of the units. R. Hallet responded roughly around $2,000 to $3,000. The flooring will be Dura or A-Dura, and will look similar in color and overall look from unit to unit.

A motion was made by W. VandeCastle, seconded by T. De Wane, to approve the award contract to L.P. Moordian for blanket Scattered Site flooring contract. Motion carried.

6. Approval to award contract to Mike Pusnik Enterprises, LLC for Scattered Site pressure washing contract.

R. Hallet stated this contract recently went out for bid, and the lowest bidder was Mike Pusnik Enterprises, LLC. R. Hallet indicated that this time around, all of the scattered site units are dirty enough to warrant pressure washing. However, in the future, maybe only 10 a year would need the pressure washing.

T. De Wane questioned why one of the bidder’s price was extremely excessive compared to the other bidders. R. Hallet stated that she questioned the same thing. T. De Wane stated that he always supports local contractors over outside contractors, but in this instance, the bid is so excessive. R. Strong indicated that this bidder probably made a mistake. T. De Wane questioned whether the GBHA should call the bidder and ask for an explanation or make them aware of the excessiveness and inquire as to why. R. Hallet stated that this bid came through Purchasing and if the bidder made a mistake in their bid, they are stuck with it.

D. Slater questioned whether this bidder, being from Menasha, was willing to cover the costs of driving the distance to complete the contract. R. Hallet indicated that they were made aware of the location during the bidding process.

A motion was made by T. De Wane, seconded by W. VandeCastle, to approve awarding the contract to Mike Pusnik Enterprises, LLC for Scattered Site pressure washing contract. Motion carried.

7. Approval to award contract to lowest-responsive and responsible bidder, not to exceed $7,000 for remodeling of 1339 University Avenue.

R. Hallet stated that 1339 University Avenue needs cabinet replacement and flooring replacement. The RFQ for the cabinets have gone out last week. The GBHA does not know at this time who the lowest responsive bidder will be. The request is that the GBHA allow staff to award the contract to the lowest bidder when that has been determined, considering that GBHA will not meet in August.

T. De Wane stated that he typically likes to see where the bids are coming from. However, the bid is only for a $7,000 contract.

D. Slater questioned whether the August meeting could be held but over the phone. R. Strong indicated that that’s not an effective way to conduct discussion.

T. De Wane questioned whether this process has been done before. R. Strong indicated that it has several times. R. Strong stated that the commissioners can be emailed the outcome of the bid process.

A motion was made by W. VandeCastle, seconded by T. De Wane, to approve the awarding of contract to the lowest responsive and responsible bidder, not to exceed $7,000 for remodeling 1339 University Avenue. This motion and approval of the award is contingent upon the Commissioners being emailed the results of the bids; if no large issues result from the bid outcomes, the awarding of the contract will be awarded to the lowest responsive and responsible bidder. Motion carried.

8. Approval to award contracts for blanket Scattered Site cabinet contracts: Owner-direct purchase contract with Kitchen Design Center and installation contract to the lowest-responsive and responsible bidders, not to exceed $40,000 total.

R. Hallet stated that this contract is divided into two contracts because the GBHA would like to purchase the cabinets directly to receive a savings in the tax cost, and then go out for bid for the installation contract. R. Hallet stated that the total cost between installation and purchase of the cabinets for a two-year contract should be significantly below $40,000.

A motion was made by W. VandeCastle, seconded by T. De Wane, to approve the awarding contracts for blanket Scattered Site cabinet contracts, including a direct purchase contract with Kitchen Design Center and an installation contract to the lowest-responsive and responsible bidder. Motion carried.

9. Review and approval to write off delinquent tenant accounts.

M. Schampers stated that this is done as part of the yearly financials. M. Schampers stated that he requested M. Barron and A. Monday to prepare a list of any tenants that are up to six months to a year delinquent, and also a list of any tenants over a year delinquent. For those tenants that fall under the six months to a year delinquent, the GBHA would put an allowance on the financial statements because they may not be collectible. For those greater than a year, the GBHA writes those off. M. Schampers stated that to clarify, this only appears on the financial statements; it does not mean the GBHA wouldn’t make efforts to collect or take collections. This is simply how the GBHA reports these items to HUD.

T. De Wane questioned whether these individuals still reside in the units. M. Schampers stated no. T. De Wane questioned if the GBHA has much likelihood of collecting then. M. Barron stated that if the individual would like to receive assistance from any other housing authority, they will be required to repay the GBHA first.

R. Hallet stated that the advantage of being public housing is that it’s a nation-wide program, and HUD has instituted a new system whereby housing authorities enter into an online system former tenants who have delinquent accounts or otherwise owe money to a housing authority. If these tenants apply for housing assistance elsewhere, that housing authority is able to see that they owe money, and will not provide the housing assistance until the amount is rectified.

A motion was made by T. De Wane, seconded by W. VandeCastle, to approve writing off delinquent tenant accounts. Motion carried.

INFORMATIONAL:

10. 2010 Income limits published by HUD.

R. Hallet stated that HUD has adjusted the income limits, which is divided out by extremely- low, very-low, and low incomes. A comparison of this year to last years has been provided, and you will see that at most, the income limits have increased by $50.

A motion was made by T. De Wane, seconded by W. VandeCastle, to receive and place on file. Motion carried.

FINANCIAL REPORT AND BILLS:

R. Hallet handed out a listing of the bills. R. Hallet stated that a new financial report has been provided in the agenda packet; this is a summary. M. Schampers stated that this summary is an attempt to simplify. The first page is for Mason Manor and breaks out the revenues and expenses. M. Schampers stated that he set up the summary so that negatives are always bad. Therefore, for revenue if you see a negative it means the GBHA is under, and for expenses, that is how much the GBHA over spent. Normally you would see it the opposite way, but this makes more sense for our purposes.

M. Schampers stated that the second page is for Scattered Sites, and again is broken out into revenues and expenditures. There are fewer categories because Barron Rentals handles many of the contracts.

M. Schampers stated that the last page is for Central Cost Center, which is for the staff and other expenses for the overall GBHA.

T. De Wane questioned whether the Commissioners could call and inquire about any issues they may see with this summary. M. Schampers and R. Strong encouraged it.

A motion was made by T. De Wane, seconded by W. VandeCastle, to receive and place on file. W. VandeCastle stated that because employees’ addresses are listed under accounts payable, they should be stricken from the reports. Motion carried.

STAFF REPORT:

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

R. Hallet distributed the monthly report. M. Barron stated that there are no significant deficiencies.

T. De Wane stated that he would like to see the GBHA sell some rehabilitated scattered site units and use the opportunities to purchase other houses throughout the City of Green Bay. R. Strong stated that it is possible, but is not quite as simple as that because they are public housing units. R. Strong stated that this has been discussed in the past, but with all of the new staff coming on, it was not the appropriate time to explore that option. However, it is an option that has been considered and should continue to be explored.

N. Aderholdt stated that she would email the Commissioners the presentations and notes that had been presented at previous meetings.

12. Update on Scattered Site tenant file review.

R. Hallet stated that ICS had representatives at the office yesterday and will be returning Friday. These individuals will review the tenant files and then present what they found to the ICS Board, who will then render their decision to the GBHA.

13. Update on Mason Manor expansion project.

R. Hallet stated that it is moving along really well. It is exciting to see how the building is coming along. The brick will be completed this week; the roof will begin construction next week. The GBHA has had two additional change orders; one for $575, the other for $1,695. The elevator will be delivered at the end of July, which will take four weeks to install. R. Hallet stated that the contractors are meeting to discuss the elevator control room because of the update in equipment.

14. Staff application for John L. Carroll Memorial Scholarship to attend NAHRO training seminar.

R. Hallet stated that A. Monday has applied for this scholarship in the past, and has once again applied for it. If she is approved for the scholarship, she will be able to attend the training free of cost, aside from travel expenses. If she does not receive the scholarship, the cost of the NAHRO training is $1,900. R. Strong stated that this training has been budgeted for, assuming that A. Monday did not receive the scholarship.

15. Occupancy reports for Mason Manor and Scattered Sites.

R. Hallet handed this report out to the Commissioners. There is only one vacancy at Mason Manor, and Scattered Sites only have a few vacancies.

T. De Wane questioned why there are so many vacancies on University Avenue. M. Barron indicated that several tenants moved out and purchased homes right before the conclusion of the homebuyer’s stimulus tax incentive.

A motion was made by W. VandeCastle, seconded by T. De Wane, to receive and place on file the staff report. Motion carried.

R. Hallet stated that there is a Scattered Site tenant who has submitted a discrimination complaint to HUD against Barron Rentals, of which the GBHA is a party. HUD has requested several documents from the GBHA. The GBHA is working with the City of Green Bay Law Department, who believes that the GBHA should be ok in this situation.

A motion was made by W. VandeCastle, seconded by T. De Wane, to adjourn the meeting. Motion carried.

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

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