March 26, 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
March 26th, 2024 @ 9 a.m.

Click here for the March 2024 Board Meeting Link.
Meeting ID: 861 258 2297
Passcode: W8Pk16

• 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, Pamela Rogers, Administrative Assistant to Executive Director/Board Secretary, Princess Thomas, Executive Director
  
  
• OTHERS:
  Attorney J. Harris
  
  
• PUBLIC:
  
  • Rodney Gadson South Bend Tenant Association
  • Sarah Schaefer City of South Bend
  • Camille Sarabia South Bend Tribune
  • Doris Agnew HASB Resident
  • Kyong Koehle HASB Resident
    
    
• OLD BUSINESS:
  Commissioner Chamblee moved to approval of Minutes from the February 2024, board of commission meetings, Commissioner McNally seconded the motion. The vote was as follows.
  
  
  • Commissioner Luecke AYE
  • Commissioner Chamblee AYE
  • Commissioner Daniel AYE
  • Commissioner McNally AYE
  • Commissioner Calvin AYE
    
    
• EXECUTIVE DIRECTOR REPORT:
  Reported, the ACOP and Administrative Plan must be approved in the April 2024 meeting.
  
  Resolution to change the name of South Bend Avenue to South Bend Commons. The signage will be changed and presented to the board before installation. Landscaping will be improved at the site and will request assistance from the City of South Bend for campus improvements.
  
  Offering a Flexible Spending Account (FSA) for employees effective 4/1/2024. The plan will be front-loaded by the PHA (Public Housing Authority) and reimbursed via payroll deduction.
  
  Evaluating lower cost benefit package which may constitute a mid-year change. More to come as the new plan is developed.
  
  Continuing to work with CVR and Community Foundation to develop a phased approach to redevelopment, demolition/disposition, or RAD (Rental Assistance Demonstration)
  
  Pam Rogers will be transitioning to a new position that will involve the establishment of an Asset Management plan effective April 1, 2024. Creation of a procurement plan for maintenance procurement.
  
  
• VOTE FOR RESOLUTION 24-4413
  
  • Commissioner Luecke AYE
  • Commissioner Chamblee AYE
  • Commissioner Daniel AYE
  • Commissioner McNally AYE
  • Commissioner Calvin AYE
    
    
• FAMILY SELF-SUFFICIENCY (FSS):
  FSS Coordinator reported 66 participants enrolled in the FSS program. Of the FSS participants 57 are HGV program participants, 9 are Public Housing, and 37 Participants have escrow accounts with an overall total of $9, 744.00 in escrow. Two (2) participants terminated from the FSS program during this reporting period.
  
  A new gift card incentive program will be implemented to allocate unused escrow funds to incentive the current participants to continue working on their goals. A new program for FSS participants will start effective May 8, 2024, which will score the FSS participants based on their achievements. It is intended to help the participants save money. For example, there will be a budgeting class in which the participant
  will create an action plan, for the participants to participate in and achieve their goals. She calls it Earn
  Money While You Learn.
  
  A letter from a participant in the program, expressing how the FSS impacted her life for the better. She
  also stated how she is incredibly grateful for the program and is doing better for herself.
  
  We will host a graduation in the Summer and the Winter of each year celebrating the achievements of the
  graduates and would like the Commissioners to participate in the ceremony.

• LOW-INCOME PUBLIC HOUSING (LIPH):
  The Director of Public Housing reported 1,172 on the waiting list as of February 2024. Currently, there are 221 vacancies across the AMPs, however, we have 14 leased from March which will reduce the total number of vacancies. No emergency work orders in February, across the AMPs. We also had 2 transfers, and we have 5 units that we are waiting on contractors' complete work to turn over the units for occupancy.
  
  Annuals 98%/100%; growth from prior rate of 68%.
  
  Beginning to implement an intentional plan to collect delinquencies and collections for PH residents. There are a considerable number of debts that must be paid to the agency that have not been adequately addressed in the past due to staffing.
  
  Commissioner McNally wants to redesign the report to reflect the summary report's history and accurately reflect achievements.

• HOUSING CHOICE VOUCHER PROGRAM (HCVP)
  Director of HGV reviewed the HGV Budget authority. To date, the HGV program has spent $3, 609, 728 of the $22, 000,000 allocated. For February, the HGV Program spent $1, 808,751 on HAP (Housing Assistance Payments) expenses. The program is allocated 2,343 vouchers and as of February 29, 2024, 2,185 were leased. The Average Per Unit Cost remains higher than budgeted.
  
  Lori reviewed the portfolio, showing 98% utilization in the HGV program and 100% utilization in the FY I (Foster Youth to Independence) program. The family self-sufficiency program is required to fill 19 slots but has filled 55, due to Katherine's hard work.
  
  The HGV waiting list has not moved as we are working through the backlog of files for applicants who have already attended orientation briefings. In February, we were administering 2, 333 vouchers and issued 60 vouchers. Lori explained the lag in the voucher success rate as applicants have up to 120-days to lease up.
  
  The processing numbers were reviewed. The interim queue numbers were higher than last month due to increased reports of changes in income from tenants.
  
  Gilson Inspections completed 266 inspections in February. 15 of the 55 initial inspections required reinspection. 57 of the 113 annual inspections required reinspection. There were five special inspections completed due to tenant complaints.

• FINANCE:
  CFO provided highlights of the financial reports by AMP, COCC, and HCV.
  
  Future reports will include specific information regarding Capital Funds expenditures and allocations.
  
  Administrative salaries and overall salary expenses will increase due to continued efforts to fill vacancies across the agency.
  
  Commissioner McNally asked for specific information regarding expenditures of Capital Fund resources. The expenses are reflected in other categories such as maintenance to save Capital Fund for future development financial support.
  
  Also, much of the money will be reimbursed by the city based on their commitment to assist in the funding and reimbursement of scattered site improvements.
  
  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 work toward that goal. Also including funds from other sources to clear the vacancies across the enterprise.

• PUBLIC COMMENTS:

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

  District Two (2) of South Bend Representative - Ophelia Gooden-Rodgers

  Offered complaints from two residents regarding heating the units with space heaters. Resident complained about heat in her unit, indicating she has been consistently without heat throughout her tenancy. Also complained about the elevators and bed bugs. She was upset that she was not made aware of all units that had bed bug issues.

  A second resident of 501 Building said his furnace was not operational and commented on information provided to him by other residents. He indicated that he does not utilize his stove to heat his unit.

  The Second District representative requested an update on the matter and wanted to ensure residents did not receive retaliation because of stepping forward. The complaints were general in nature and not all comments were specific to the experiences of the persons presenting at the meeting.

  Rodney Gadson, representing South Bend Tenant Association expressed concerns about retaliation from the Housing Authority. Expressed concern about heat and water in units. Asked how long it takes to address the maintenance issues at the properties.

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