April 23, 2024 Board Meeting Minutes

THE HOUSING AUTHORITY OF THE CITY OF SOUTH BEND, INDIANA
REGULAR BOARD MEETING MINUTES
501 Alonzo Watson Drive
South Bend IN 46601
April 23rd, 2024 @ 9 a.m.

Click here for the April 2024 Board Meeting Link.
Meeting ID: 403 949 9191
Passcode: ZttFy3

• CALL TO ORDER:
  Commissioner Calvin called the meeting to order at 9:00 a.m.
  
  
• ROLL CALL:
  Commissioner Calvin, Commissioner Luecke, Commissioner Chamblee, Commissioner Daniel, Commissioner McNally.
  
  
• HASB STAFF:
  Marsha Parham-Green; Executive Director, Deborah Mobley; Director of PH, Lori Wallace; Director of HCV (Housing Choice Voucher), Andy Delaney; CFO, Katherine Bailey; Family Self Sufficiency Coordinator, Princess Thomas, Executive Assistant to Executive Director/Board Secretary, Jaclyn Lyles; Human Resource Manager.
  
  
• OTHERS:
  Attorney J. Harris
  
  
• PUBLIC:
  
  • Rodney Gadson South Bend Tenants Association
  • Sarah Schaefer City of South Bend
    
    
• NEW BUSINESS:
  Attorney Harris will present the draft of the Public Comment policy for your review and approval at the May 2024 meeting.
  
  

• EXECUTIVE DIRECTOR REPORT:
  The Executive Director is continuing to work on the grant in
  conjunction with the City of South Bend, Community Foundation, and CVR for the reconstruction of the Rhabbi Shulman building which will be considered Phase 1 of the redevelopment effort.
  The Agency hired 6 new employees in March and April to fill vacancies. Three (3) new positions will be created to support the mission of the agency.

  HASB will host INSPIRE training for maintenance in May. We have offered the training to all Indiana agencies to participate in.

  HASB will be a sponsor for the Induce My Purpose training/seminar for housing participants and residents to participate in workshops centered around credit and banking. This session will be held on June 1, 2024.

  The agencies also opened a new Learning Library for the staff in April. The library has a variety of resources, books, and puzzles for the staff to utilize. Additionally, we offer Kindle devices and audiobook opportunities. Additional resources are welcome.

  Marsha also stated the lobby, kitchen, and office spaces have been renovated and advised the Commissioners to take a tour.

• FAMILY SELF-SUFFICIENCY (FSS):
  The Family Self Sufficiency Program (FSS) promotes the development of local strategies to coordinate public and private resources that help housing choice voucher program participants and public housing tenants obtain employment that will enable participating families to achieve economic independence.

  Janella Davis, City of South Bend HUD Counselor, and a member of our Program Coordinating Committee spoke at March's Monthly meeting on credit counseling and homeownership. She has agreed to meet with participants individually to create an action plan for increasing their credit scores.

  FSS continues using gift cards as an incentive program to increase participation and help participants achieve their goals.

  Katherine also stated, Termination (1), HCV Over income (0), and Public Housing.

• LOW-INCOME PUBLIC HOUSING {LIPH):
  The Director of Public Housing stated the waiting list as of March 2024 is 1,433.00. There are a total of 599 units online. A total of 388 units were occupied and 210 units were vacant. The vacant units are in the process of rehab.

  4 scattered sites are being leased up. There are 15 in progress that should be done by the end of April some are in the 501 building.

  6 units are ready in the 501 building, but there is a delay in leasing due to a double subsidy. Deborah stated there were 0 emergency work orders in March 2024, and 250 routine work orders were conducted.

  Enspire came on the 10th, 11th, and 12th for AMP 1 to accommodate 27 units each.

  The Public Housing waitlist will be closing on April 30th, 2024.

• HOUSING CHOICE VOUCHER PROGRAM (HCVP):
  HGV Director reviewed calendar year expenditures versus budget authority. To date, the HGV program has spent $5,406,783 of the $22,000,000 allocated. For March 2024, the HCV Program spent $1,797,055 on HAP (Housing Assistance Payment) expenses. The program is allocated 2,343 vouchers and as of March 31, 2024, 2,182 were leased. The Average Per Unit Cost remains slightly higher than budgeted.

  Lori reviewed the portfolio, showing 98% utilization in the HGV program and 100% utilization in the FYI program. The family self-sufficiency program is required to fill 19 slots but has filled 53, due to Katherine's hard work.

  The HCV waiting list has not moved as we are working through the backlog of files for applicants who have already attended orientation briefings. In March, we administered 2,318 vouchers and issued 47 vouchers.

  The processing numbers were reviewed. The interim queue number decreased due to fewer income changes reported by program participants.

  Gilson Inspections completed 274 inspections in March. Of the 59 initial inspections, 15 required reinspection. Fifty-five of the 129 annual inspections required reinspection. There were two special inspections completed due to tenant complaints.

• FINANCE:
  The CFO provided highlights of the financial reports by AMP, COCC, and HCV.

  Future reports will include specific information regarding Capital Funds expenditures and allocations.

  Andy stated how the Revenue for the CCC is lower than the average primarily because Capital Funds have yet to be released to the agency.

  Administrative salaries and overall salary expenses will increase due to continued efforts to fill vacancies across the agency.

  Contractors are being used for major improvements. Commissioner McNally requested to see more detail on how the funds are being spent. Director Parham committed to working toward that goal. Also including funds from other sources to clear the vacancies across the enterprise.
  
  Vote for the ACOP

  • Commissioner Luecke AYE
  • Commissioner Chamblee AYE
  • Commissioner Daniel AYE
  • Commissioner McNally ABSTAIN
  • Commissioner Calvin AYE
    
    

• PUBLIC COMMENTS:

  Attorney Jewell recommended that all public comments follow a public comment document which should be developed.  Building a framework for future meetings.

  Sarah Schaefer from The City of South Bend expressed how The City of South Bend is pleased to work with The Housing Authority of South Bend. She believes that the deadline for the submission of the grant by Community Foundation for Rhabbi Shulman will be April 30th, they are currently working on phase 1 development and the CVR Asset redevelopment plan.

  Commissioner Calvin asked when the Board should receive an end date.

  Sarah replied that, as of now they do not have an end date, but if they make it to phase 2 by the summer.

  Rodney Gatson representing the South Bend Tenant Association expressed the following questions:

  What is the guidelines for Public Housing. He also asked what the Public Housing goals are and what we are currently doing to lower our vacancy rate. Rodney Gadson expressed concerns about retaliation from the Housing Authority for tenants that complain to the agency. How long it take to address the maintenance issues at the properties.

  Offered the question regarding how long Rhabbi Shulman will remain unoccupied or demolished.