January 28, 2025 Board Meeting Minutes
Regular Board Meeting Minutes
501 Alonzo Watson Drive
South Bend IN 46601
November 21st, 2023 @ 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; Director of HCV, Mansel Carter; Director of Property Management. Sheila Gatson; Resident Services Assistant. - OTHERS:
Attorney Jewell Harris, Jr. Esq. - PUBLIC:
Rodney Gadson; South Bend Tenant Association
Rosselina Washington; HCV Tenant - NEW BUSINESS:
- Approval of Minutes- November Board Meeting
- Approval of Minutes- December Executive Session Board Meeting
- Introduction of New Board Member- Resident Commissioner
Vote to Approve November Board Minutes
Commissioner Luecke AYE
Commissioner Chamblee ABSENT
Commissioner Daniel AYE
Commissioner McNally AYE
Commissioner Calvin AYE
Commissioner Rogers AYE
Vote to Approve December Board Minutes
Commissioner Luecke AYE
Commissioner Chamblee ABSENT
Commissioner Daniel AYE
Commissioner McNally AYE
Commissioner Calvin AYE
Commissioner Rogers AYE
- 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. The goal is to have the selected candidate in place before the retirement date to allow for a transition period for training purposes. Awaiting Commissioner McNally's approval of the job description, as he is assisting in the search process.
Introducing the new Resident Commissioner to the Board of Commissioners. Following the introduction, Commissioner Rogers expressed her gratitude and enthusiasm for joining the board, highlighting her commitment to serving as a voice for the tenants. She noted that many residents seek her assistance with their concerns, and she is dedicated to advocating on their behalf. She further emphasized her excitement to contribute as a commissioner, ensuring that tenant voices are heard and represented in board discussions and decisions.
The agency currently has two vacant HCV Specialist positions and one vacant Maintenance Lead position.
For the Rabbi Shulman development, a meeting will be scheduled to discuss the next steps in selecting a development attorney with the assistance of CVR and Harris Law Firm for the RAD conversion of 501, the Quads, and Laurel Court. Additionally, a meeting will be held with the HUD-assigned liaison to discuss the RAD transaction.
The partnership with DoubleTree Hotel to dispose of furniture and other items has been successful for the agency, partner organizations, and the South Bend community.
The South Bend Commons signage installation is anticipated for March or April, with the sign still in production with the vendor.
The transition to the new payroll system and new benefits plans has been successfully implemented.
Despite the extremely cold weather, reported heating and pipe issues have been minimal. The installation of new furnaces in 501 was completed in early December 2024. The agency has contracted a security firm for building 501, which is from Friday morning to Monday morning. There is consideration to expand the security coverage timeframe or potentially create a full-time security position for the agency. - AGENCY REPORT:
- Public Housing Report:
Mansel Carter, Director of Public Housing, reported that as of January 2025, the waiting list stands at 226 applicants. Of the 585 units available, 429 are currently occupied, while 162 remain vacant, resulting in an occupancy rate of 72.36%.
The crime report for AMPs 1-4, noting a decrease in the number of calls made to the South Bend Police Department.
HASB continues to engage in regular meetings with the South Bend Police Department to actively monitor the security of the building, assess ongoing safety concerns, and collaborate on measures to prevent further incidents.
HASB Public Housing team are actively preparing for the upcoming NSPIRE inspections scheduled for February 2025. A comprehensive plan has been developed to address all necessary compliance requirements, ensure that all properties meet inspection standards, and proactively resolve any potential issues. Mansel emphasized his commitment to maintaining high-quality housing conditions and ensuring a successful outcome for the inspection process. - Housing Choice Voucher Program Report:
Lori Wallace, Director of the Housing Choice Voucher Program, reported that the HCV program has a budget of $22 million. As of December 1st, $20,228.227 has been spent, with expenses currently over budget by $1.9 million from the previous month. The program is anticipated to come out of shortfall.
She also reported an 88% lease rate, with a monthly average of 23,343 units. There are currently 72 port-ins and 61 port-outs, with 23 allotted slots. As of December 2024, the waiting list stands at 741 applicants. Additionally, 166 reexaminations and 60 interim changes have been completed, with 6 tenants moving out.
The Director of the Housing Choice Voucher (HCV) Program reported during the previous board meeting that she recently completed the Q3 2024 review, which indicated that over 30.5% of total units are now on a bi-annual inspection rotation. This designation signifies that these units have successfully passed their last two annual inspections with zero citations.
Additionally, she noted the completion of five Quality Control (QC) inspections. A total of 341 inspections have been scheduled and completed, consisting of 241 annual inspections, 39 reinspections, and 6 initial reinspections. Of the units inspected, 234 passed, while 40 participants failed their first inspection attempt. The director emphasized the importance of maintaining compliance and ensuring continued success in the inspection process. - 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.
Lori Wallace reported that as of December 2024, the FSS program has 57 participants enrolled. Of these, 51 are Housing Choice Voucher participants, 6 are LIPH program participants, and 39 have escrow accounts. Lori concluded by expressing her gratitude to everyone who attended the graduation ceremony for the FSS participants.
Lori Wallace reported that as of December 2024, the Family Self-Sufficiency (FSS) program has a total of 57 participants enrolled. Of these, 51 are Housing Choice Voucher participants, while 6 are enrolled in the Low-Income Public Housing (LIPH) program. Additionally, 39 participants currently maintain escrow accounts. Lori concluded her report by announcing that another participant has successfully graduated from the program, highlighting the continued progress and success of the initiative. - Finance Report:
Brian Hueni, the CFO, reported that the actual revenue for the Asset Management Projects (AMPs) is currently underperforming relative to budget projections due to lower-than-anticipated allocations from HUD. However, rent collection has exceeded budgeted expectations, providing some offset to the revenue shortfall.
The Housing Assistance Payment (HAP) voucher revenue is also below projected budgeted revenue, primarily due to ongoing shortfall restrictions that have prevented the issuance of new vouchers. This limitation has directly impacted revenue growth and the overall financial outlook for the program.
In terms of funding for housing upgrades, AMP 3 has received $61,000, and AMP 4 has received $57,000 from the $1,000,000 grant allocated by the City of South Bend. These funds have been designated for critical housing improvements and infrastructure upgrades to enhance living conditions for residents.
Brian also reported on the expense side, operational costs for the AMPs are currently exceeding budgeted projections, with AMP 3 incurring an additional $85,000 in expenses due to a lawsuit settlement, further contributing to the overall budget variance.
As a result, net income for the first three months of the fiscal year has been lower than projected across all four AMPs and the CCOC. However, HAP administration remains the only sector reporting positive net income, as expenditure has remained below initial forecasts.
The finance team continues to closely monitor revenue and expenditure trends, implement cost containment strategies, and explore additional funding opportunities to ensure financial stability and operational efficiency. - Resident Services Report:
Diona Jones, the Resident Services Coordinator provided an update on recent initiatives and community engagement efforts conducted throughout December 2024.
The Cookies and Cocoa meet-and-greet events were hosted at each housing site between December 16th and December 18th. These events served as an opportunity to express appreciation to residents for choosing the Housing Authority of the City of South Bend as their home while fostering a sense of community and engagement.
A Gym Shoe Giveaway was held on December 19th at LaSalle Landing in collaboration with the Fresh Start Friday Expungement Clinic. This initiative provided residents with essential footwear and reinforced the Housing Authority's commitment to supporting the well-being of its residents through strategic partnerships. The Housing Authority of South Bend was invited to take the lead in distributing furniture donated by DoubleTree by Hilton South Bend. The donation, which included furnishings from nine renovated floors, the hotel lobby, and its restaurant, will benefit residents and Housing Choice Voucher (HCV) participants by providing much-needed household essentials.
As part of the Resident Safety Verification Program (RSVP), the Housing Authority received notification from the City of South Bend regarding three residences that had been condemned. In response, the Housing Authority provided emergency temporary housing for two families for a period of seven days, while a third family was able to secure suitable housing independently.
The Resident Services team remains committed to enhancing the quality of life for residents by implementing community-focused programs and providing essential support services.
- Public Housing Report:
- BOARD COMMENTS:
Commissioner McNally expressed his appreciation for the Director of Public Housing's occupancy report, stating that he finds it well-structured and easy to read. He commended the report for its clear breakdown of key information, making it more accessible and straightforward for review.
Commissioner Rogers expressed her gratitude and enthusiasm for joining the board, highlighting her commitment to serving as a voice for the tenants. She noted that many residents seek her assistance with their concerns, and she is dedicated to advocating on their behalf. She further emphasized her excitement to contribute as a commissioner, ensuring that tenant voices are heard and represented in board discussions and decisions. - PUBLIC COMMENTS:
Rosselina, a tenant of the Housing Choice Voucher Program, did not have any statements or comments from the public during the meeting. Instead, she requested to speak privately with the Director of Housing Choice Voucher, Lori Wallace, to address her questions and concerns. Following the board meeting, Lori Wallace met with Rosselina privately to provide the necessary assistance.
Rodney Gadson, representing the South Bend Tenant Association, acknowledged the progress made within the Public Housing Program and expressed enthusiasm for the strides the agency has taken. He also recognized that a meeting was called on November 14th to reestablish a Tenant Union or Board and inquired whether officers had been appointed.
Additionally, he raised concerns regarding issues with central air in Section 8 housing, stating that tenants have expressed ongoing difficulties. He further questioned how predatory landlords can mistreat tenants within the Housing Choice Voucher Program and what measures are being taken to hold them accountable. Furthermore, he asked what actions are being taken to address the ongoing issues of lack of heat and boiler problems, emphasizing that tenants are not fully protected under current housing laws and seeking clarity on how these concerns will be resolved. - BOARD CHAIR CLOSING REMARKS:
Commissioner Clavin expressed her enthusiasm for the staff's participation in the upcoming training sessions and their pursuit of certification. She emphasized her confidence in their continued professional growth and commended their dedication to maintaining high standards and delivering quality work.
This concludes the board meeting. Thank you all for your participation and valuable input.
Board Meeting concluded at 10:05 AM
