March 25, 2025 Board Meeting Minutes
Regular Board Meeting Minutes
501 Alonzo Watson Drive
South Bend, IN 46601
March 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, Tiffaney Murphy; Housing Choice Voucher Program Interim Director. - OTHERS:
Attorney Jewell Harris, Jr. Esq. - PUBLIC:
Hodge Patel; Abonmarche
Doris Agnew - NEW BUSINESS:
- Approval of Minutes- January Board Meeting
Vote to Approve February Board Minutes
Commissioner Luecke AYE
Commissioner Chamblee ABSENT
Commissioner Daniel AYE
Commissioner McNally AYE
Commissioner Calvin AYE
Commissioner Rogers AYE
Vote to Approve Resolution 25-4422
Resolution 25-4422 proposes changing the agency office hours effective July 1 to Monday through Friday. This change aims to provide more consistent presence and services for residents and participants.
Motion: Motion to approve
Second: Seconded
Commissioner Luecke AYE
Commissioner Chamblee ABSENT
Commissioner Daniel AYE
Commissioner McNally AYE
Commissioner Calvin AYE
Commissioner Rogers AYE
Resolution 25-4422 adopted.
Vote to Approve Resolution 25-4423
Resolution 25-4423 grants authority for alternative work schedules (e.g., 5x8 or 4x10) for staff, with coordination from supervisors to ensure full coverage during the new operating days.
Motion: Motion to approve
Second: Seconded
Commissioner Luecke AYE
Commissioner Chamblee ABSENT
Commissioner Daniel AYE
Commissioner McNally AYE
Commissioner Calvin AYE
Commissioner Rogers AYE
Resolution 25-4423 adopted.
- Approval of Minutes- January Board Meeting
- EXECUTIVE DIRECTOR REPORT:
The Executive Director reported that the agency is preparing for the retirement of the Chief Financial Officer, Brian, who will depart effective May 31. Second-round interviews for his replacement are underway, with the goal of hiring someone by mid-April to allow for a smooth transition. The board was informed that Brian may continue on a part-time basis post-retirement under a consulting agreement.
The agency is also filling the HCV Director position following the resignation of Lori Wallace. Tiffany Murphy is currently serving as the interim director, and the position has been posted internally. If there are no internal candidates, it will be posted externally. All other staffing is stable, with new maintenance and housing specialists hired in February.
Regarding development, the agency is awaiting feedback on the MDA (Master Development Agreement) submitted to the Michaels Group. Meetings with the city are ongoing about the 628 LaSalle/Shulman building, which has become a serious public safety hazard due to repeated break-ins and fires started by individuals using the vacant structure for shelter. The Executive Director expressed grave concern over the condition of the building, noting that it is largely gutted and unsafe to enter. The board discussed moving forward with demolition, even if that means using capital funds prior to full development negotiations. A representative from Abonmarche reported that demolition plans were already 70% complete and could be finalized within 2-3 months.
The RAD Phase 2 transaction remains in limbo due to a contract lapse with the third-party HUD-assigned representative. The agency is awaiting reassignment of a new representative. The RAD development project considers 628 LaSalle as Phase 2, with another adjacent site identified as Phase 3.
Signage at the South Bend Commons has been updated, and landscaping will begin in mid-April to improve the streetscape and provide privacy to residents. Office signage with the new logo has been ordered and is expected to be installed within five weeks.
Staff training was highlighted, with three staff members currently enrolled in a national leadership development cohort that will culminate with a graduation in September 2025 in Phoenix, Arizona. - AGENCY REPORTS:
- Public Housing Report:
The Executive Director stated that the team worked extensively to confirm vacancy and occupancy figures with HUD. Westcott apartments continue to experience turnover due to evictions following new security measures, though improvements are evident. Leasing of units at scattered sites is ongoing, and units previously marked for seniors only are now being leased to eligible families as well. A significant number of four- and five-bedroom units remain vacant due to a lack of eligible families. To address this, the waiting list will open in April exclusively for large-bedroom units.
The Executive Director explained that the agency is balancing a strategy of relocating over-housed families into smaller units while leasing their former units to new applicants. This may cause temporary fluctuations in the vacancy rate but ensures long-term compliance with HUD's occupancy standards. Currently, while HUD metrics place the agency at 96% occupancy using adjusted formulas, the true figure is closer to 73%, and the goal is to improve that to reflect real unit utilization. - Housing Choice Voucher Program Report:
The Executive Director reported that the HCV program has a budget of $22,780,000 million. As of February 1st, $3,676,246 has been spent, with expenses over budget at $1,854,023.
It was also reported an 88% lease rate, with a monthly average of 2349 units. There are currently 74 port-ins and 52 port-outs, with 9 allotted slots. As of February 2025, the waiting list stands at 716 applicants. Additionally, 149 reexaminations and 103 interim changes have been completed, with 12 tenants moving out.
A total of 249 inspections have been scheduled and completed, consisting of 166 annual inspections, 34 reinspection's, and 29 initial reinspection's. Of the units inspected, 167 passed, while 28 participants failed their first inspection attempt.
It was reported that the agency is currently spending slightly above its budgeted HAP average-$853 vs. the projected $823-but this variance remains manageable. The leasing utilization rate is currently 88%, but the agency is implementing measures to increase it to 96%. All incoming portability vouchers were absorbed in March, especially those from Chicago. Additional families will be pulled from the waiting list in mid-April to boost leasing.
The Foster Youth to Independence (FYI) and DASH programs remain steady. The board discussed concerns regarding the performance of the agency's inspection contractor, Gilson. Despite scheduling inspections, they frequently fail to show up, reschedule without notice, or do not communicate expected timeframes with tenants or staff. The board expressed dissatisfaction and discussed alternatives, including in-house inspections in the future. A new bid process is underway. - 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.
The agency recently received a $146,000 grant to fund a second FSS position. This will allow responsibilities to be split between case management and housing certification duties. The Executive Director emphasized the importance of this split to ensure more families can be enrolled in the program. Enrollment numbers are expected to increase by June or July as the new staff member is onboarded.
As of February 2025, the FSS program has 56 participants enrolled. Of these, 50 are Housing Choice Voucher participants, 6 are LIPH program participants, and 37 have escrow accounts. - Finance Report:
CFO Brian reported that rental income is trending 3% above projections, which is positive. However, HUD operating grants have decreased slightly while the agency awaits federal budget finalization. City reimbursements for scattered site rehab are ongoing, with $202,000 received so far. He also noted capital fund administration transfers have begun to ensure budget stability.
The agency is in good standing with its administrative funding for HCV, and the recent third-quarter adjustment from HUD was $25,000 over budget, improving overall positioning. Family Self-Sufficiency grant funds are being drawn down as incurred. Brian also shared updates on capital expenditures and grant fund balances and emphasized that the agency is financially stable despite national delays. - Resident Services Report:
Resident Services Coordinator Diona Jones reported that health engagement meetings continue at the 501 Building with support from Humana, who have provided household goods and gifts to residents. A new clothing pantry at Laurel Court is scheduled for a soft opening on Wednesday, April 2, with final time pending. A new board president has been identified for the Resident Council, and the first organizing meeting is set for Monday, March 31. The goal is to host council meetings the Monday before each board meeting, with the exception of May due to a holiday conflict.
Ten new resident baskets were issued for move-ins, and the REEP (Resident Employment Empowerment Program) is being expanded to include volunteers at other properties for outdoor cleaning and landscaping. The program offers up to $200 in compensation per participant without affecting rent or income-based eligibility.
- Public Housing Report:
- BOARD COMMENTS:
Commissioners commended the Executive Director and staff for their continued leadership, responsiveness, and commitment to transparency.
Commissioner Rogers voiced concern over contractor work quality at certain units and expressed a desire for residents to be engaged in future contract opportunities through the REAP program. - PUBLIC COMMENTS:
No public comments. - BOARD CHAIR CLOSING REMARKS:
Commissioner Clavin expressed appreciation for the dedication of staff, the engagement of residents, and the shared commitment to moving the agency forward. She affirmed that despite challenges with the local HUD field office and changing federal leadership, the Housing Authority of South Bend will remain focused on serving its community. She reiterated her commitment to safety, service, and accountability.
This concludes the board meeting. Thank you all for your participation and valuable input.
Board Meeting concluded at 10:15 AM
