May 21, 2025 Board Meeting Minutes
Regular Board Meeting Minutes
501 Alonzo Watson Drive
South Bend, IN 46601
May 21, 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, Cheryl Carrell; Property Manager, Jeremy Kuskye - OTHERS:
Attorney Jewell Harris, Jr. Esq. - PUBLIC:
Steve Ruby; Abonmarche,
Hodge Patel; Abonmarche,
Commissioner Willie Brown; Board Chair for the Elkhart Housing Authority
- NEW BUSINESS:
- Approval of Minutes- April Board Meeting
- Resolution 25-4424 Master Development Agreement between HASB and The Michaels Company Development I, LP
- Resolution 25-4425 HCV Administrative Plan
- Resolution 25-4426 Admissions and Continued Occupancy Plan (ACOP)
- Resolution 25-4427 Annual Plan
- Resolution 25-4428 Contract for Professional Banking Services
- Resolution 25-4429 Executive Director to Assist Elkhart Housing Authority
Vote to Approve April Board Minutes
There was discussion about clarifying a point in the previous minutes concerning the demolition of the Rabbi Shulman site. Commissioners agreed the minutes should reflect that the Board proposed using capital funds for demolition, not just approving a $1 million allocation. With this correction, the minutes were approved by motion and second.
Commissioner Luecke AYE
Commissioner Chamblee ABSENT
Commissioner Daniel AYE
Commissioner McNally AYE
Commissioner Calvin AYE
Commissioner Rogers AYE
Vote to Approve Resolution 25-4424
Resolution 25-4424 is a resolution by the Board of Commissioners of the Housing Authority of the City of South Bend, Indiana to enter into a Master Development Agreement with the Michaels Development Company I, LP.
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 25-4424 adopted.
Vote to Approve Resolution 25-4425
Resolution 25-4425 authorizes the amendment of the Housing Choice Voucher Administrative Plan.
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 25-4425 adopted.
Vote to Approve Resolution 25-4426
Resolution 25-4426 authorizes the amendment of the Admission and Continued Occupancy Policy.
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 25-4426 adopted.
Vote to Approve Resolution 25-4427
Resolution 25-4427 authorizes the submission of the Annual Plan to the Public and Resident Advisory Board.
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 25-4427 adopted.
Vote to Approve Resolution 25-4428
Resolution 25-4428 authorizes the award of contract for professional banking services.
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 25-4428 adopted.
Vote to Approve Resolution 25-4429
Resolution 25-4429 authorizes the Executive Director to assist Elkhart Housing Authority.
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 25-4429 adopted.
- EXECUTIVE DIRECTOR REPORT:
Resolution 25-4424: Authority to Enter Master Development Agreement with Michaels
The Director presented this resolution to authorize execution of the Master Development Agreement with Michaels. Concerns were raised about the developer's liquidity and financial statements, as well as the timing of applying for low-income housing tax credits (LIHTC). It was clarified that if any material terms change, the final agreement would return to the Board for ratification. The resolution was passed with full Board approval.
Resolution 25-4425: Administrative Plan Update (HCV Program)
The Director reviewed changes made to the HCV Administrative Plan, including updates in compliance with HUD regulations. These included policies on hardship exemptions, interim reexaminations, disability deductions, and signatures for adult household members. The Board approved the resolution to publish the plan for public comment.
Resolution 25-4426: ACOP Amendments (Public Housing Program)
Changes similar to the HCV plan were presented for the Public Housing ACOP. Notably, new policies addressed asset limits, hardship reporting, rent credits, and requirements for household composition and reporting. The resolution to publish the changes for public comment was adopted after Board discussion on regulation clarity and implications for resident eligibility.
Resolution 25-4427: Annual Plan Update
Updates were provided to reflect the conversion of the 501 Building to RAD, planned unit modernization, and continued partnership with the City on scattered sites. The Director reported that 19 houses have been completed under this partnership, with additional homes scheduled. The Board engaged in dialogue about the inclusion of demolition/disposition language and ultimately approved the resolution as presented.
Resolution 25-4428: Banking Contract Award
A new contract for banking services was awarded to 1st Source Bank, based on a competitive bid process. Though some commissioners voiced personal concerns based on individual experience, it was noted that 1st Source provided the most community-aligned and service-effective proposal. The resolution passed following open discussion.
Resolution 25-4429: Interagency Assistance to Elkhart Housing Authority
The Board considered and approved a resolution authorizing the Executive Director to support the Elkhart Housing Authority during its executive transition. The Board expressed strong support while also emphasizing the importance of monitoring the Executive Director's workload. Legal counsel clarified that a formal agreement outlining duration and scope will be forthcoming and subject to Board approval.
The Executive Director reported a productive April and May. Staffing updates included internal promotions and temporary hires to support maintenance and administrative operations. A project update was provided regarding the demolition of the 628 Building, now approved by the Board of Public Works. Construction is projected to begin in September following necessary environmental and structural due diligence.
The Director raised urgent concerns regarding the safety and liability of the vacant Rabbi Shulman building. Despite extensive efforts to secure the property-including steel doors and pylons-trespassing and illegal activity continue. The police have been largely unresponsive. Commissioners expressed deep concern and suggested that a formal letter or meeting with the Mayor and police officials be pursued to
address the crisis and protect staff and public safety.
Training Report
Due to personal obligations, public housing training was rescheduled for July. Once completed, all staff members will hold certifications in affordable housing programs. - AGENCY REPORTS:
- Public Housing Report:
- Occupancy and Unit Status:
- As of the reporting period, 36 families have been successfully housed. However, due to lease non-compliance and other circumstances, 20 households were subsequently terminated, resulting in a net gain of 16 units. This highlights both the agency's active leasing efforts and its commitment to lease enforcement and community standards.
- Only one unit remains offline due to official documentation delays, while two are awaiting modernization clearance due to severe damage.
- A total of 18 additional units have been submitted for removal under Section 18 Disposition due to being beyond reasonable repair. These are mostly long-vacant or physically obsolete.
- As of the reporting period, 36 families have been successfully housed. However, due to lease non-compliance and other circumstances, 20 households were subsequently terminated, resulting in a net gain of 16 units. This highlights both the agency's active leasing efforts and its commitment to lease enforcement and community standards.
- Mod-Rehab and Modernization Tracking:
- A real-time spreadsheet has been implemented to track the status of modernization and rehab units. This is part of a broader strategy to avoid constant back-and-forth reporting with HUD and ensure proactive management.
- A real-time spreadsheet has been implemented to track the status of modernization and rehab units. This is part of a broader strategy to avoid constant back-and-forth reporting with HUD and ensure proactive management.
- Unit Turnover Performance:
- The agency has significantly improved unit turnover time, reducing the average from 180 days to approximately 20 days. This was made possible through better workflow coordination, internal process improvements, and collaboration with a specialized unit-turn team.
- The agency has significantly improved unit turnover time, reducing the average from 180 days to approximately 20 days. This was made possible through better workflow coordination, internal process improvements, and collaboration with a specialized unit-turn team.
- Enforcement and Lease Compliance:
- The agency remains vigilant in addressing lease violations. A notable number of terminations reflect a zero-tolerance policy for behavior that negatively impacts the community, such as unauthorized occupants or criminal activity.
- The enforcement approach is paired with supportive services where possible, and residents are encouraged to participate in case management or conflict resolution programs when appropriate.
- The agency remains vigilant in addressing lease violations. A notable number of terminations reflect a zero-tolerance policy for behavior that negatively impacts the community, such as unauthorized occupants or criminal activity.
- Occupancy Metrics:
- PHAS occupancy scores remain at 96%, which places the agency in the "High Performer" category for HUD scoring. This is a strong indicator of successful operational management despite housing market and staffing challenges.
- PHAS occupancy scores remain at 96%, which places the agency in the "High Performer" category for HUD scoring. This is a strong indicator of successful operational management despite housing market and staffing challenges.
- Occupancy and Unit Status:
- Housing Choice Voucher Program Report:
The Executive Director reported that the HCV program has a budget of $22,830,000 million. As of April 1st, $13,116,383 has been spent, with expenses slightly over budget at $1,921,391.
It was also reported an 87% lease rate, with a monthly average of 2355 units. There are currently 0 port- ins and 57 port-outs, with 9 allotted slots. As of April 2025, the waiting list stands at 716 applicants. Additionally, 183 reexaminations and 130 interim changes have been completed, with 18 tenants moving out.
A total of 303 inspections have been scheduled and completed, consisting of 190 annual inspections, 45 reinspection's, and 36 initial reinspection's. Of the units inspected, 202 passed, while 27 participants failed their first inspection attempt.
It was reported that the agency is currently spending slightly above its budgeted HAP average-$878 vs. the projected $771-but this variance remains manageable. The leasing utilization rate is currently 88%, but the agency is implementing measures to increase it to 96%. - Family Self Sufficiency Report:
The Family Self-Sufficiency (FSS) program continues to be one of the Housing Authority's most impactful resident empowerment initiatives. Designed to help voucher holders and public housing residents achieve greater economic independence, the program combines case management, financial coaching, and escrow incentives to support participants in reaching their personal and professional goals.
- Program Growth and Staffing:
- The FSS program is currently undergoing a major growth phase. As of May, a second full-time FSS Coordinator has been hired to meet increasing demand and deepen participant engagement.
- This expansion will allow the agency to increase active participation from an average of 59 to a target of 75 participants by the end of 2025.
- The dual-staffing model ensures more personalized case management and consistent follow-up on employment, education, childcare, and credit-building goals.
- The FSS program is currently undergoing a major growth phase. As of May, a second full-time FSS Coordinator has been hired to meet increasing demand and deepen participant engagement.
- Participant Achievements:
- In April, two participants successfully graduated from the FSS program, having met their individual goals related to employment, savings, and independence from welfare assistance.
- In April, two participants successfully graduated from the FSS program, having met their individual goals related to employment, savings, and independence from welfare assistance.
- Escrow Account Highlights:
- The agency continues to maintain strong escrow participation. Participants who increase their earned income see a portion of that increase deposited into an interest-bearing escrow account, accessible upon program graduation.
- As of the current report, total escrow account balances across all participants have grown steadily, signaling real economic progress for families involved in the program.
- The agency continues to maintain strong escrow participation. Participants who increase their earned income see a portion of that increase deposited into an interest-bearing escrow account, accessible upon program graduation.
- Outreach & Engagement:
- The FSS team has launched targeted outreach campaigns to encourage more Housing Choice Voucher (HCV) holders and public housing residents to enroll in the program.
- Recent efforts include community info sessions, one-on-one enrollment coaching, and partnership development with local employers, job training programs, and financial
institutions.
- The FSS team has launched targeted outreach campaigns to encourage more Housing Choice Voucher (HCV) holders and public housing residents to enroll in the program.
- Partnerships and Support Services:
- The FSS program continues to build relationships with workforce development agencies, financial literacy educators, and local colleges to provide wraparound services for families.
- Partnerships with area banks also support FSS graduates in opening checking/savings accounts and accessing low-interest financial products.
- The FSS program continues to build relationships with workforce development agencies, financial literacy educators, and local colleges to provide wraparound services for families.
- Recognition and Feedback:
- The agency recently received commendation from a visiting HUD FSS consultant for "exemplary staff engagement, participant success stories, and a strong program vision." The feedback emphasized the program's effectiveness and its alignment with HUD's long-term goals for self-sufficiency.
As of April 2025, the FSS program has 56 participants enrolled. Of these, 50 are Housing Choice Voucher participants, 6 are LIPH program participants, and 32 have escrow accounts.
- The agency recently received commendation from a visiting HUD FSS consultant for "exemplary staff engagement, participant success stories, and a strong program vision." The feedback emphasized the program's effectiveness and its alignment with HUD's long-term goals for self-sufficiency.
- Program Growth and Staffing:
- Finance Report:
- Revenue Performance:
- Through the first seven months of the fiscal year, rental income across the four AMPs (Asset Management Projects) totaled $836,000-exceeding the projected $803,000. This 3% increase reflects both improved rent collection and higher unit occupancy.
- Other revenue sources, including management fees and miscellaneous income, are tracking on pace with budget projections.
- Through the first seven months of the fiscal year, rental income across the four AMPs (Asset Management Projects) totaled $836,000-exceeding the projected $803,000. This 3% increase reflects both improved rent collection and higher unit occupancy.
- City Funding Streams:
- The Housing Authority has billed $780,000 to the City of South Bend for contracted housing services. Of this, $414,000 is currently outstanding, but the City has acknowledged delays due to internal processing and is expected to release payment soon.
- These city funds are vital for modernization projects and maintenance of scattered sites.
- The Housing Authority has billed $780,000 to the City of South Bend for contracted housing services. Of this, $414,000 is currently outstanding, but the City has acknowledged delays due to internal processing and is expected to release payment soon.
- Capital Fund Status:
- Nearly all of the 2023 Capital Fund Program (CFP) money has been spent, with approximately $50,000 remaining as of the meeting. The remaining funds are targeted for final small-scale projects and closeout activities.
- The 2025 Capital Fund award has been announced at $2.98 million, roughly $120,000 less than anticipated. However, it may be adjusted upward later in the fiscal year once federal budget reconciliations are finalized.
- Nearly all of the 2023 Capital Fund Program (CFP) money has been spent, with approximately $50,000 remaining as of the meeting. The remaining funds are targeted for final small-scale projects and closeout activities.
- Vehicle Procurement:
- Two commercial-grade vans were purchased out of reserves (non-capital eligible), costing $45,000 and $42,000, respectively. These vans are equipped to support large appliance transport, streamlining unit prep and maintenance efficiency.
- Maintenance staff have already begun using the vehicles, which are branded in white and outfitted for practical, safe transport.
- Two commercial-grade vans were purchased out of reserves (non-capital eligible), costing $45,000 and $42,000, respectively. These vans are equipped to support large appliance transport, streamlining unit prep and maintenance efficiency.
- Financial Health:
- All four AMPs and the Central Office Cost Center (COCC) are operating within budget and projecting a favorable net income for the year.
- Cash reserves remain healthy, and strategic use of unrestricted funds continues to position the agency for flexibility in emergencies and capital needs.
- All four AMPs and the Central Office Cost Center (COCC) are operating within budget and projecting a favorable net income for the year.
- Revenue Performance:
- Resident Services Report:
- Spring Break Youth Camp at Harbor Homes
From April 7-10, 2025, Resident Services successfully hosted a Spring Break Camp for youth at Harbor Homes, engaging students in a week-long program focused on education, enrichment, and social responsibility.
Highlights included:
- Social Media & Business Workshop: Youth learned how to use social platforms for positive branding and business-building. The session introduced basic entrepreneurial concepts while also addressing cyberbullying awareness.
- Volunteer Field Trip to the Food Bank of Northern Indiana:
- 25 students participated in packaging, sorting, and relabeling food for local schools.
- Students were exposed to behind-the-scenes operations and the impact of community service.
- Field Trip to St. Joseph County Library (Main Branch): Youth participated in a community literacy workshop and were introduced to library resources, including youth reading programs and digital access tools.
- Program Impact:
- Participants gained insight into community responsibility and vocational opportunities.
- Several students expressed interest in volunteering again or pursuing youth leadership roles within HASB programming.
- Social Media & Business Workshop: Youth learned how to use social platforms for positive branding and business-building. The session introduced basic entrepreneurial concepts while also addressing cyberbullying awareness.
- DoubleTree Hotel Furniture Distribution Partnership
HASB continued its partnership with the City of South Bend to repurpose surplus furniture from the DoubleTree Hotel renovation. This initiative has had a significant impact on housing stability and resident comfort.
- Key Outcomes:
- Over 300 families served through direct furniture donations.
- Items distributed included: chairs, mirrors, small desks, artwork, and side tables.
- A current waitlist of 200 additional residents is being worked through.
- Staff has prioritized unit-appropriate furnishings, especially for smaller units on campuses like LaSalle Landing and 501, where space constraints limit what can be delivered.
- Next Steps:
• A new notice will be sent out to ensure new move-ins and previously unserved residents are informed of availability.
• Coordination continues with case managers to match residents with specific household needs (e.g., medically appropriate furniture, desks for students, etc.).
- Key Outcomes:
- Community Engagement & Safety Awareness
Resident Services continues to play a vital role in neighborhood watch support, informal wellness checks, and reporting of illegal activity near HASB properties.
- Staff worked in close collaboration with security and property managers to deter activity at the vacant Rabbi Shulman building.
- Resident Services has reported ongoing loitering and drug-related incidents and continues to advocate for a stronger law enforcement presence in collaboration with the Executive Director.
- Resident Communications and Support
- New resident onboarding continues with welcome baskets, orientation packets, and referrals to community resources.
- Plans are underway to reactivate the Resident Advisory Board (RAB) with support from Resident Services staff to ensure consistent tenant input on agency decisions and quality-of-life improvements.
- Informal resident feedback sessions were held during furniture distributions to identify household needs, service gaps, and suggestions for summer programming.
- New resident onboarding continues with welcome baskets, orientation packets, and referrals to community resources.
- Looking Ahead:
Planned Initiatives for June-August 2025:
- Youth Summer Employment Workshops in collaboration with local workforce partners.
- Health & Wellness Pop-Ups at select campuses to provide residents with on-site screenings and Medicare information (Humana collaboration).
- Furniture Follow-Up Days - targeting under-served campuses and scattered site families with remaining DoubleTree inventory.
- School Supply Drive Planning - preparing for the annual Back-to-School Bash with potential partners including Boys & Girls Club and Cultivate Food Rescue.
- Spring Break Youth Camp at Harbor Homes
- Public Housing Report:
- BOARD COMMENTS:
Commissioners reiterated their commitment to staff support, public safety, and community advocacy. - PUBLIC COMMENTS:
No public comments. - BOARD CHAIR CLOSING REMARKS:
Commissioners Calvin expressed heartfelt appreciation for the agency's work. Special acknowledgments were made for the Executive Director's leadership and the collective progress being made.
This concludes the board meeting. Thank you all for your participation and valuable input.
Board Meeting concluded at 10:20 AM
