July 25, 2023 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
July 25, 2023 @ 9:15 a.m.

CALL TO ORDER:
Commissioner Calvin called the meeting to order 9:15 a.m.
ROLL CALL:
Commissioner Virginia Calvin, Commissioner Stephen Luecke, Commissioner M Daniel.
HASB STAFF:
Andy Delaney, Executive Director; Mrs. Deborah Mobley, Director of Public Housing; Ms. Lori Wallace, Director of HCV; Ms. Katherine Bailey, Family Self Sufficiency Coordinator: Ms. Pamela Rogers, Administrative Assistant to Executive Director/Board Secretary
OTHERS:
OLD BUSINESS:
Commissioner Luecke suggested that the minutes from the previous Board Meeting be voted on at the next meeting. Commissioner Calvin continued to read the minutes from the executive session which reads as follows: I hereby certify that the Executive Sessions were held on June 1st, 7th and July 3rd, 2023, and that nothing was discussed during the meeting other than the topic included on the posted and advertised notice of the meeting as required under the Indiana Code 5 14 1.5-6. 1. Commissioner Luecke moved for the approval of the minutes of those executive sessions' meetings with the correction of the Scribner error of the minutes stating June 3 vs the correct date of July 3rd, 2023, Commissioner Daniel 2nd the motion. The vote was as follows.
- Commissioner Luecke AYE
- Commissioner Daniel AYE
- Commissioner Calvin AYE
NEW BUSINESS:
- Resolution No 23·4407
  A RESOLUTION BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF SOUTH BEND, INDIANA, APPOINTING ANDY DELANEY AS INTERIM EXECUTIVE DIRECTOR AND SECRETARY-TREASURER OF THE HOUSING AUTHORITY OF THE CTY OF SOUTH BEND, INDIANA, AND ACCRUING TO HIM ALL OF THE RESPONSIBILITIES IN THE OPERATIONS OF THE HOUSING AUTHORITY OF THE CITY OF SOUTH BEND, INDIANA.
  
  WHEREAS, the Board of Commissioners of the Housing Authority of the City of South Bend, Indiana appoints Andy Delaney as Interim Executive Director and Secretary-Treasurer and passing full authority, rights, and privileges to serve as Interim Executive Director, with all statutory authority by which the Board of Commissioners may delegate powers and duties to its agents and employees (J.C. 36-7-18-10), effective June 51h, 2023, and:
  
  NOW, THEREFORE, BE IT RESOLVED, that the Board of Commissioners of the Housing Authority of the City of South Bend, Indiana, appoints Andy Delaney to function as Interim Executive Director and,
  
  BE IT FURTHER RESOLVED that this Resolution shall be in full force and effect from the date of its adoption and shall be filed in the permanent records of The Housing Authority of the City of South Bend, Indiana.
  
  Commissioner Luecke motioned to accept resolution 23-4407 to appoint Mr. Andy Delaney as the interim director of the South Bend Housing Authority, Commissioner Daniel second the motion. And the vote was as follows.
  - Commissioner Luecke AYE
  - Commissioner Daniel AYE
  - Commissioner Calvin AYE
EXECUTIVE DIRECTOR REPORT:
FSS:
Katherine stated that for the month of June, we have 69 participants in the FSS program. 56 from the HCV program, 13 from Public Housing, 33 with escrow accounts with a total of $66,892.00 in the escrow account. Janella Davis from the city of South Bend, who is a HUD counselor was a guest speaker at the June meeting. She discussed credit, homeownership, and how to become a first-time homebuyer through the community homebuyers' program. PSS will begin Financial Literacy classes in person and Zoom on Tuesday, July 25, 2023. We will do in-person classes from 1:00 to 2:30 and starting tomorrow we will do Zoom classes starting from 6:00 to 7:00 starting with our new participants that just signed up.

Commissioner Calvin asked how many will be in the class?

Katherine said it depends. Some individuals will come during the day during school time and others will come after work. probably 15 will do zoom and 10 will show up for face to face. There was one graduate, Ms. Jones, no escrow. FSS enrolled 20 new participants and terminated 8 participants. 1 graduated out of HCV. Out of public housing, 1 was terminated for Fraud (unreported income) 3 evicted for nonpayment, 2 moved (vacated unit) 1 PSS contract expired, and family did not fulfil obligations or keep appointments.

Commissioner Luecke asked did any of the individuals have an account.

Katherine said zero escrow.
LOW-INCOME PUBLIC HOUSING:
Mrs. Mobley said we moved everyone out of Monroe Circle, and hopefully the fence will go up today and demolition will start soon. We have 223 vacant units.

Commissioner Luecke asked if those vacant units still need to be turned, we know about the one wing shut down in Wescott.

Mrs. Mobley said yes and that is also counted in the vacancy count. We have some that have been turned in the Wescott building and scattered sites and we are working on getting them filled and possibly starting next week.

Commissioner Luecke said that he appreciates the work that everyone is doing but unfortunately, we have so many vacant units that need to be filled.

We are working diligently calling people to eliminate as many transfers as possible and bringing them in off the work list. We had a total of 373 work orders and no emergencies.

Commissioner Calvin asked was it up slightly.

Mrs. Mobley said no it was down.

Commissioner Daniel said she thought it was up as well when she heard that number.

Mrs. Mobley referred to the report that shows the account of monies that was charged and the amount that was collected for the month of June.

Commissioner Luecke asked that we move past the point where we have 110%.

Mrs. Mobley said yes, those ERA are slowly going away and unfortunately because the ERA is going away our numbers are up for vacancies because we have to now move forward with evictions for nonpayment which we try not to do.

Commissioner Luecke asked for the most part did the people lived up to their terms of the agreement?

Mrs. Mobley said we have some that did but a few that didn't.

Commissioner Calvin said it was nice that we could work with people, winter is on the way. Commissioner Luecke said he appreciated that we gave people a chance.

Mrs. Mobley said she is still working with those that the HASB can work with, and we want as few people homeless as possible.
Housing Choice Voucher Program (HCVP):
Ms. Wallace said that as of June we are serving 2314 families. She went through the chart that noted the areas of households served. She stated that there were 1,824 people on the waitlist. There are 84 vouchers issued on the street. 67 RFf A processed 22 move-ins, 2 port-in, and 9 change of units. 132 interim changes, 106 annual reexaminations, and 24 end of participation. Under the inspection summary, there were 66 initial inspections, 19 initials re-inspections, 228 annual inspections, 143 annual re inspections, 9 abatement inspections, 1 special inspection for a total of 475 total inspections. There were two new staff members added to the HCV program. HCV did receive the award letter for 90 VASH vouchers and is waiting on effective date for HUD. There was some staff training on compassionate solutions for problematic behavior (it's a homeless series). And a few attended the Indiana NAHRO Conference.

Commissioner Luecke asked, in the past that we had a situation with a landlord "Mrs. Stevenson", have we had any other issues, or has it gone by the wayside?

Ms. Wallace said she hadn't heard anything; all things are quiet.
FINANCIAL REPORT:
Mr. Delaney went over each AMP. Starting with AMP I, he stated that Rental income was 136% of the budget basically because Monroe Circle still had tenants in October and November of 2022. Other income is only 2% because we haven't had any major claims this year. Office expenses were 165% of the budget because of the scanners that were purchased for file view. In Amp 2, we haven't had any draws yet from the capital funds transfer. Legal expenses are higher 148% of budget because of number of evictions and court fees have increased. Amp 3, office expense is higher again because of the scanners, audit expenses are higher, 150% of budget because audit expenses are up. Water expenses are lower 72% of budget because of lower occupancy in Amp 3. Amp 4, other tenant income is 191% of the budget because we are billing tenants for damages incurred in the unit. Under HCV HAP Subsidy is 120% of budget. Under HCV Admin, fraud income is 195% of budget because tenants are paying for the unreported income. Port VASH HAP is 133 % of the budget because the number of vouchers increased and the rate for the vouchers increased. Under COCC capital fund management fee is 267% of budget. And the office expense of 143% of the budget is because of the scanners.
Commissioner Luecke asked where the money for the scanners came from. And will we be ok at the end of the year.

Mr. Delaney said it was pulled from the actual programs, and we will be ok in all of the AMPS.
DEVELOPMENT AND PROCUREMENT:
Mr. Delaney said the city of South Bend has procured a contract for the demolition of Monroe Circle. The winner of the Bid is Green Demolition. The demolition will take place at the end of July or the beginning of August 2023. Green demolition will take immediate possession of the property and fence it off. At this point, the property will be out of our hands. When they are done, we are responsible for chaining all of the fences for safety precautions. Also, Hartland Environment will remove two underground tanks from Rabbi Shulman. They will coordinate the time with Green Demolition.

Commissioner Daniel asked once we must fence Monroe Circle, will we have to pay for the process?

Mr. Delaney said yes, we will have to pay for the fencing once the demolition is done.

Mrs. Mobley said we currently have black fencing on the outskirts that is not going to be removed, once they are done, we will run chains across each opening to close it off.

Commissioner Luecke said we are grateful for the city's assistance in this cost and for the partnership. Commissioner Luecke also wanted to thank the staff for the continuance of work and for Andy for his leadership and commitment to the residents and the agency and the mission of the Housing Authority of South Bend.

Commissioner Daniel said she agreed.

Commissioner Calvin said she appreciated the staff and all the work.

Next meeting is August 22, 2023, and call for adjournment. Commissioner Daniel 2nd the motion for adjournment.