February 25, 2025 Board Meeting Minutes
Regular Board Meeting Minutes
501 Alonzo Watson Drive
South Bend, IN 46601
February 25, 2025 @ 9 a.m.
- CALL TO ORDER:
Commissioner Calvin called the meeting to order at 9:00 a.m. - ROLL CALL:
Commissioner Calvin, Commissioner Luecke, Commissioner Chamblee (Absent), Commissioner Daniel, Commissioner McNally, Commissioner Rogers. - HASB STAFF:
Masha Parham-Green; Executive Director, Brian Hueni; Chief Financial Officer, Princess Thomas; Human Resource Manager, Diona Jones; Specialist to the Director, Lori Wallace; Housing Choice Voucher Program Director, Cheryl Carrell; Public Housing Property Manager. - OTHERS:
Attorney Jewell Harris, Jr. Esq. - PUBLIC:
Hodge Patel; Abonmarche - NEW BUSINESS:
- Approval of Minutes- January Board Meeting
Vote to Approve January Board Minutes
Commissioner Luecke AYE
Commissioner Chamblee ABSENT
Commissioner Daniel AYE
Commissioner McNally AYE
Commissioner Calvin AYE
Commissioner Rogers ABSENT (arrived following the vote)
- Approval of Minutes- January Board Meeting
- EXECUTIVE DIRECTOR REPORT:
In preparation of the retirement of the current CFO, the agency is actively searching for a new Chief Financial Officer (CFO) to replace him. HASB is using a recruiter, CFS, which is the same hiring agency our current CFO came from. CFS is helping us find candidates, and HASB has also posted the opening on industry websites. Commissioner McNally will assist with the hiring process. Interviews are currently underway. Our goal is to fill the position by the end of March to align with our current CFO's scheduled departure is May 30th.
We have an HCV Specialist, Assistant Property Manager, and a maintenance technician position open.
We have posted the position of Public Housing Director on industry websites and are looking to hire someone with housing experience.
The agency has selected the development attorney with the help of Attorney Harris. We met with the Attorney and have received a draft of the master development agreement presented on last February 21, 2025. HASB is moving along with the RAD conversion, and in the development agreement, we have what's identified as Project 2 and Project 3. If Michael's is selected to help us with that portion of the redevelopment, the provisions are indicated in the current MDA. We are anticipating a meeting with our RAD liaison from HUD, early March.
The sign for South Bend Commons is in production. The infrastructure of the frame had to be repaired before the installation of the sign. The signs will be in by the end of April. We have landscaping scheduled to make the property look more uniform with the community that's adjacent.
The Westcott Apartments now have security 24/7, and there has been significant reduction in excess traffic. We have installed additional security cameras to ensure the safety of our residents. As a result, we've had to terminate leases for some of our some of our residents, because of their inability to adhere to the lease and/or to the policies of the agency. Lease enforcement is a priority for our properties.
It is important to note that for the Westcott Apartments and the Quads, it was believed that only elderly families could occupy the units in both AMPs. The agency has a significant number of families that are not elderly, that we can lease in the Westcott Apartments and the Quads to reduce those vacancies until such time that we're going to do the conversion. The property managers will work aggressively to get those vacant units filled.
The training schedule is as follows: Public Housing Occupancy, Eligibility, and Income Calculation - April 2025, NeighborWorks Development Portfolio - May 2025 - Williams/Parham, Ethics - Provided by the Human Relations Commission of South Bend - TBD, NAHRO Leadership Symposium - March - September 2025, NAHRO Legislative Conference - March 2025 and Indiana NAHRO/Regional Conference - May 2025. - AGENCY REPORTS:
- Public Housing Report:
For the MASS Score for occupancy, the agency was charged to be at 96% as a measure to determine if we are a troubled agency or not. Per HUD we are now at 97%. To stay at 97% as families leave units, we are positioned to immediately fill them. Our current challenge in filling vacancies is with the four- and five-bedroom units. We are preparing to open the waiting list.
HASB Public Housing team prepared for the Feb 2025 NSPIRE inspection and as result we did not have any major deficiencies. We were able to provide evidence for the findings we received within 24hrs. The good news regarding the prompt response is that we are expecting to receive a score over 60 which will move the agency from troubled status to standard. If the score is between 55 and 60 then the agency will move from troubled status to sub-standard. We should receive the score within 4 to 6 weeks. - Housing Choice Voucher Program Report:
Lori Wallace, Director of the Housing Choice Voucher Program, reported that the HCV program has a budget of $22,780,000 million. As of January 1st, $20,228.227 has been spent, with expenses under budget at $1,822,223. The program is out of shortfall.
It was also reported an 88% lease rate, with a monthly average of 2349 units. There are currently 75 port-ins and 58 port-outs, with 11 allotted slots. As of January 2025, the waiting list stands at 741 applicants. Additionally, 148 reexaminations and 103 interim changes have been completed, with 10 tenants moving out.
A total of 260 inspections have been scheduled and completed, consisting of 131 annual inspections, 61 reinspection's, and 31 initial reinspection's. Of the units inspected, 182 passed, while 28 participants failed their first inspection attempt.
The Housing Choice Voucher Program conducts hands-on training in-house in conjunction with online offerings. We have started our Administrative Plan review with the team, collecting feedback on client concerns so that the next Administrative Plan can address those concerns, as appropriate. In addition, the FSS action plan is being reviewed and will be brought to the board in April for approval of a June implementation. The program's landlord outreach goals involve reaching out to the top 20 landlords with the most tenants and having regular monthly meetings. Improving communications, process flows, and occupancy rates is the goal.
The Customer Service & Tenant Integrity Lead continues to work with clients to set up repayment agreements for unreported income, decreasing the discrepancy between reporting systems (IRS, SS, Medicare, etc.) and what is reported through HASB from $9 million to $5 million.
Inspections RFP received 3 candidates, and a cross-functional review team was established so that the selection process can be made in March. - Family Self-Sufficiency Report:
The Family 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.
As of January 2025, the FSS program has 57 participants enrolled. Of these, 51 are Housing Choice Voucher participants, 6 are LIPH program participants, and 37 have escrow accounts.
A grant was awarded that will allow the agency to add a second FSS Coordinator. - Finance Report:
- Revenue Update: December projected revenue was strong, and rents for AMP 1 through 4 are coming in as anticipated. However, the shortfall in HUD funding on a monthly basis is affecting overall revenue.
- Additional Revenue: AMP 3 and AMP 4 have additional revenue of $107,000 and $168,000, respectively, from the South Bend City for turned units, totaling $275,000 through January. This revenue is reflected in the expense columns as well.
- Expense Overview: Net income before depreciation shows negatives for AMPs 1, 2, and 3, while AMP 4 is positive. Adjustments have been made to pull forward capital funds for operations to ensure financial stability.
- COCC Funding: $299,000 was pulled down for administrative costs at the end of January, which strengthened the COCC position. This was done earlier than usual to secure necessary administrative funds.
- HAP Cash Flow: HAP funds being sent are lower than expected, but the agency maintains approximately $700,000 in cash, ensuring stability. The year-to-date shortfall is $50,000, but the agency remains in a strong financial position.
- HUD Additional Admin Funding: The agency received $24,000 from HUD for Q3 of the previous year and is hopeful for a similar future allocation.
- FSS Funding: Currently operating at a break-even point.
- Audit Update: The audit took place in the last week of January. No findings are anticipated, but final confirmation is still pending.
- Debit Card Implementation for Residents: The agency will issue debit cards starting in March for 77 residents who receive utility assistance. This will replace the check payment process, streamlining administrative efforts and reducing costs.
- Remaining Grant Funds: Approximately $280,000 remains to be drawn down from the 2023 Capital Grant, with an additional $100,000 spent in the current month not yet reflected in reports. The agency must ensure families move into rehabbed units within 45 days of city sign-off to remain compliant with funding guidelines.
- Revenue Update: December projected revenue was strong, and rents for AMP 1 through 4 are coming in as anticipated. However, the shortfall in HUD funding on a monthly basis is affecting overall revenue.
- Resident Services Report:
Diona Jones, the Resident Services Coordinator provided an update on recent initiatives and community engagement efforts conducted throughout January 2025.
The Move-In Baskets Initiative created and delivered 24 new move-in baskets for incoming residents.
Community Partnerships - Furniture Distribution; Partnered with DoubleTree by Hilton South Bend. Distributed furniture to over 100 households, including the 501 building. Plan to distribute furniture to Laurel Court and Harber Homes as DoubleTree renovates two floors at a time.
Pilot Program Launch - Resident Employment Empowerment Program (REEP) was launched at Westcott Apartments as a pilot program. Initial participant tasks: cleaning trash in empty units, weekly stairwell cleaning, bi-monthly window cleaning, and monitoring laundry room trash. Monthly stipend provided for participation.
Mini-Grant Submission - Resident service submitted a mini-grant to United Way for a tenant in the Westcott Apartments to support their needs and promote resident empowerment. The resident was awarded the grant and received a laptop which will enable them to apply for remote job positions and increase their employment opportunities.
Resident Business Support - Assisted a resident in starting a cleaning business with mentorship and resources.
HASB Dollars and Paper Pantry Launch - Expanded HASB Dollars program to encourage engagement. Opened a paper pantry where HASB Dollars can be spent, launching the first week of February.
- Public Housing Report:
- BOARD COMMENTS:
Commissioner Luecke expressed his appreciation and encouraged staff to keep up the good work.
Commissioner Daniel expressed her appreciation and encouraged staff to keep up the good work.
Commissioner Rogers expressed her gratitude and enthusiasm and stated that she was glad to be here. - PUBLIC COMMENTS:
Hodge Patel, Abonmarche at 315 West Jefferson Boulevard. Shared his appreciation for this opportunity to attend the meeting. Stated his firm is an engineering architectural firm and have worked on some projects for the Housing Authority, including the demolition plans for Rabbi Shulman and Monroe Circle. So they appreciate the opportunity to be here and to learn about the great things happening in the Housing Authority. - BOARD CHAIR CLOSING REMARKS:
Commissioner Clavin expressed her enthusiasm and gratitude to the Board and the staff for being considered being removed from troubled status. She recommended hosting a press conference and inviting our partners to share the good news of the upcoming status of the agency. She gave accolades to the staff and stated that we owe it to the community to let them know that we have worked hard at this.
This concludes the board meeting. Thank you all for your participation and valuable input.
Board Meeting concluded at 10:05 AM
