November 21, 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
November 21st, 2023 @ 9 a.m.

• CALL TO ORDER:
  Commissioner Calvin called the meeting to order 9:00 a.m.
  
  
• ROLL CALL:
  Commissioner Calvin, Commissioner Luecke, Commissioner Chamblee, Commissioner Daniel.
  
  
• HASB STAFF:
  Andy Delaney, Executive Director; Deborah Mobley; Director of PH, Lori Wallace, Director of HCV; Ms. Katherine Bailey, Family Self Sufficiency Coordinator: Ms. Pamela Rogers, Administrative Assistant to Executive Director/Board Secretary
  
  
• OTHERS:
  Attorney J. Harris
  
  
• PUBLIC:
  Sarah Schaefer, City County Building
  
  
• OLD BUSINESS:
  Commissioner Luecke moved to approval of Minutes from the October 2023, board of commission meetings, Commissioner Chamblee second the motion. The vote was as follows.
  
  
  • Commissioner Luecke AYE
  • Commissioner Chamblee AYE
  • Commissioner Daniel AYE
  • Commissioner Calvin AYE
    
    
•  PUBLIC COMMENTS:
  Ms. Schaefer indicated she was new to city employment but not new to the city of South Bend and was excited to partner with the HASB. She looks forward to meeting the requirements of the partnership.
  
  Commissioner Calvin thanks Ms. Schaefer for her attendance and welcomed her.
  
  
• PERSONAL COMMITTEE:
  Commissioner Luecke indicated as chair of the personnel committee, he was pleased to report that they have had a long and thorough search for a New Executive Director. They interviewed many quality candidates and commended the search firm for bringing excellent candidates to consider. We believe we have found an individual who will be the right fit for our agency to help us continue to move forward to be an asset to the city of South Bend and our residence. It was unanimously recommended by the personnel committee that we hire Mrs. Marsha Parham-Green as our new Executive Director. Mrs. Parham-Green currently serves as the Executive Director of the Housing office for Baltimore County Government and during her time there, the agency moved from trouble status, she grew the budget and VASH vouchers and she worked with private developers to build new affordable housing units in Baltimore County using project-based vouchers. We believe the personality, the drive, and commitment to be a good fit here. I also want to again say thank you to our staff here for the excellent job you have done to keep us moving forward during this interim period. Mrs. Parham-Green will start on January 2nd, and to have her to work with this excellent team we have at the Housing Authority. We have a resolution prepared to approve the appointment and contract of employment of Mrs. ParhamGreen to be the Executive Director of the Housing Authority of South Bend. Resolution number 23-4411
  
  
• RESOLUTION 23-4411:
  A RESOLUTION BY THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF SOUTH BEND, INDIANA, TO APPROVE THE APPOINTMENT OF, AND TO APPROVE A CONTRACT FOR EMPLOYMENT OF, THE EXECUTIVE DIRECTOR OF THE HOUSING AUTHORITY OF THE CITY OF SOUTH BEND INDIANA.
  
  Commissioner Luecke moved to adopt resolution number 23-4411; Commissioner Chamblee seconded the motion.
  
  Commissioner Chambles indicated he agreed with Commissioner Luecke that the staff has been sterling in keeping the wheel going forward and taking on responsibilities that now can be put back in its original place. We feel really comfortable that the new Executive Director's experience and energy will fit very well with us and keep the rock rolling up the hill at a faster and steep pace.
  
  Commissioner Daniel indicated she felt the committee worked really hard and in the forefront for the community, the client, and the staff. We did what we could to make sure that we were choosing a candidate that was Stella and know that we have the best interest at heart.
  
  Commissioner Calvin called for the vote which was as follows.
  
  
  • Commissioner Luecke AYE
  • Commissioner Chamblee AYE
  • Commissioner Daniel AYE
  • Commissioner Calvin AYE
    
    
•  RESOLUTION 23-4410:
  A RESOLUTION B Y THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF SOUTH BEND, INDIANA AUTHORIZING THE EXECUTIVE DIRECTOR TO SUBMIT THE HOUSING CHOICE VOUCHER PROGRAM SEMAP CERTIFICATION.
  
  Ms. Wallace stated that we are required by HUD to submit the SEMAP which is the self-evaluation of the HCV program no later than 60 days after the close of our fiscal year, for us that is November 29, 2023, and I appreciate you all coming in early to get this done. I am pleased to report we are going to be submitting and certifying as high-performing. We are above 90% in our audit in all of our 15 indicators.
  
  Commissioner Luecke moved to adopt resolution 23-4410, Commissioner Daniel seconded. Commissioner Luecke wanted to comment and commend the staff this was a huge amount of work because this hadn't been done in several years. HUD had waived the reporting requirements and previous to that the records were not well maintained so staff had an enormous task of pulling the information together and putting it in its appropriate form. I was in awe with the work that has been done and say well done. We will get the official report in a few months from HUD.
  
  Commissioner Calvin indicated Lori you and your staff have put in hours and hours above daily work, and I am impressed. Commissioner Calvin called for the vote which was as follows.
  
  
  •  
  • Commissioner Luecke AYE
  • Commissioner Chamblee AYE
  • Commissioner Daniel AYE
  • Commissioner Calvin AYE
    
    
• EXECUTIVE DIRECTOR REPORT -
  
  
• FAMILY SELF-SUFFICIENCY (FSS):
  Katherine reported on FSS for the month of October stating there are 64 participants enrolled in the FSS program. 55 in the HCV program, 9 in Public Housing and 33 Participants with escrow accounts, with $74,742.00 for the total amount in escrow. Dr. Chris Alber, Superintendent of The Excel Center of Goodwill in Michiana, was the guest speaker at the FSS October monthly meeting. Some of the resources Excel Center provides are High School Diplomas, Free College Credits, Certifications, Transportation Assistance, Employment, Support for First-Time Mothers, Free Childcare, and Special Education services.
  
  The Certification Program is through Ivy Tech College. They offer free certifications for Pharmacy Tech, HVAC Maintenance, Welding, Dental Assistance, and more. LaQuisha Garrett, an FSS participant and a recent graduate of the Excel Center, spoke encouraging words to other FSS participants. Ms. Garrett received her diploma from the Excel Center in May 2023 and has become a Certified Community Health Worker. She is certified to work at the St. Joseph County Health Dept. FSS attended EIV Security Training and received a Certificate of completion in Cyber Awareness Challenge 2024. FSS added (I) new HCV participant.
  
  
• LOW-INCOME PUBLIC HOUSING (LIPH):
  Mrs. Mobley stated she had 767 elderly families currently on the Public Housing waiting list. The waiting list was opened and currently we have over 1000 new applicants. We have had success in leasing families to fill our vacancies. The current vacancy report reflects 219 units. During the month of October, we experienced 174 work orders submitted and O emergency work orders. The agency billed $107,066.62 and collected $100,232.37.
  
  Highlights: In the month of October, we leased up (9) families from the waiting list and (2) Transfers. Closed intake file for no response or requests to be removed from the waiting list, (96) families removed. There are (14) Units ready to lease.
  
  Commissioner Luecke asked the question: we have 14 units ready to lease, how many units could we lease a month if we have them available?
  
  Mrs. Mobley indicated leasing is becoming a challenge because people change their telephone and address frequently. If we had accurate contact information, we could lease between 10-15 units a month.
  
  
• HOUSING CHOICE VOUCHER PROGRAM (HCVP):
  Ms. Wallace stated for October we served 2,307 households. 2,060 under the HCV program, 82 under VASH, 50 under FSS (included in the 2,060), 41 Emergency Housing Vouchers, 13 Foster Youth Program, no port-ins and 35 port-outs (billing). At the end of October our waiting list reflects 1,324 families. We had 106 vouchers out searching and 59 requests for tenancy approval and we ended Participation for 21 families.
  
  We had 330 HQS inspections. 82 initial inspections, 155 annual inspections. No special inspections. Three new staff have been added to the team. The HUD compliance Audit response. The SEMAP internal audit and preparation were conducted. Our upcoming events are waiting list training for Ms. Thompson, and the City audit of the CDBG funds for the Homeless Initiative. We are reviewing the HOTMA regulations for updates to the Admin Plan.
  
  Commissioner Luecke asked what the difference between relocation and a port out and how do we calculate the reporting rate?
  
  Ms. Wallace indicated the relocation is from Monroe Circle and a Port Out is someone moving from our location to another jurisdiction; the reporting rate is a formula that is calculated by the Voucher Management System (VMS). The number of voucher holders minus the Port Out families that are being absorbed minus the V ASH and the EHV and then we look at what is submitted into the pie form and try to make them match. We are trying to balance the two systems to make them match and get the correct information for audit purposes.
  
  
• FINANCIAL REPORT:
  Mr. Delaney stated that the finance report does not reflect much change because we are starting a new fiscal year effective October I, 2023.
  
  Commissioner Daniel asked the question: there was money that was supposed to come from IHCDA, is that something that is progressing?
  
  Mr. Delaney indicated we got $75,000; we are expecting the rest of the money, I just cannot tell you when we will be received.
  
  Moving on to Real Estate Investment and Development, as of today we have not put up no trespassing signs or the locks on gate for the vacant property owned by HASB and probably won't happen for a couple of weeks.
  
  Mrs. Mobley indicated we are still waiting for the city. The city has something else to do with meeting with the contractors before we can start blocking off. Probably by the end of the month we can start.
  
  Commissioner Luecke asked; Have we had any problems with people being on the site?
  
  Mr. Delaney responded: No
  
  Commissioner Luecke indicated he was thankful for all of the representatives of HASB
  
  Commissioner Chamblee affirmed by stating: Here, Here
  
  Attorney Harris indicated happy holidays and thank you
  
  Pamela Rodgers offered the next board meeting will be held on January 23, 2024.