October 24, 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
October 24th, 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 McNally, Commissioner Daniel.
  
  
• HASB STAFF:
  Andy Delaney, Executive Director; 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 Chamblee moved to approval of Minutes from the September 2023, board of commission meetings, Commissioner McNally second the motion. The vote was as follows.

  • Commissioner Luecke Abstained
  • Commissioner Chamblee AYE
  • Commissioner McNally AYE
  • Commissioner Daniel AYE
  • Commissioner Calvin AYE
    
    
•  PUBLIC COMMENTS:
  We had two attendees at the October Board meeting, Mr. Rodney Gadson representing the South Bend Tenant Association and Ms. Tiphany Travet. Mr. Gadson asked I. Does the Housing Authority accounting process actually account for depreciation expense? Over the years some buildings have been deteriorating, so as a taxpayer I'm concerned if we are planning properly, we would foresee the coming of maintenance of the buildings that are deteriorating should be upkept with regular maintenance and contractors should adhere to the strict standards of those compliances. 2. In housing, I'm starting to recognize, in the Rad plan that was written in 2020 and 2021, there were five properties that was targeted to make sure that they were being improved: Rabbi Shulman, Monroe Circle, Harbor Homes, Twickenham, South bend avenue and the 501 building. My question is, I have seen improvement in fixing harbor homes, but is it cost-efficient to fix it or to demolish it. In your plan it was set up for all the property was supposed to be done by 2025 as the plan dictated so are we going to make the deadline for the plan, 3. I heard and listened about working with the HASB, me and other advocates with me want to do that, we still would like to partner with you in educating some of the tenants we want to cooperate and help. My last one, I don't know how to ask this because I want to ask it right, I still receive tenants from time and there are two sides to every story, you have told me to send people to the appropriate people and I have sent people to the current Executive director but I want to work with this young lady here who is trying to educate people and empower folks to actually raise up. To the section 8 people, I'm done talking. There is still come confusion with tenants, there is still not enough housing for the section 8 vouchers that happens, and they're definitely in section 8, some of the vouchers actually being sent out to go to places of new Carlisle is that the future of the voucher, if that is the case then we are not serving South Bend.
  
  Commissioner Calvin said we will give the acting executive director the appropriate time and his questions will be answered, he had questions at the last meeting and his questions were answered.
  
  Tiphany Travet said thank you allowing me to speak, I have some concerns about procedures and how they will be done. I recently had a briefing and accepted on the section 8 program, and I was concerned along with other people. We came into the briefing and sat for some time just to get the information whereas in the past, this is my second time around, in the past when you are called into a meeting, we were giving the vouchers the same day not having to wait 4 months to see if you are eligible. I thought that the pre-application was to see if you are eligible and then when you are brought into the meeting you submit the rest of the information for the household and you were given a voucher. When I got a voucher last year, I was denied section 8 because I could not find a place. Last year landlords were not willing to take section 8 but now they are more willing to take section 8. Since I saw that you were having a board meeting today, I decided to come in to express my concerns. Does it change from one year to the next? ls everything across the board and why do we have to wait 4 months before to see if we are even
  eligible.
  
  Commission Calvin said you did a very nice job and yours is a procedural question and I appreciate you coming to this board to express that and ask a question. Is someone going to get back to her or meet with her immediately after this. I think it's important that you understand step-by-step what the process is.
  
  Andy said someone will get back with her.
  
  Lori Wallace said she can set up an appointment.
  
  Commissioner Calvin wanted to thank the public for their comments.
  
  
• EXECUTIVE DIRECTOR REPORT:
  
  
• FSS:
  Katherine went over the report for FSS for the month of September stating there are 63 participants enrolled in the FSS program. 54 in the HCV program, 9 in Public Housing, and 32 Participants with escrow accounts, with $70,618.00 for the total amount in escrow. Larry King was the speaker for the monthly meeting from work one. He provided resources for employment and job training. Any of the interested participants was given a job-ready assessment form to complete and return to him and he will follow up with them. FSS added 3 new HCV participants, 2 were terminated, one for unreported income and one for unit abandonment. Also, one public housing person terminated for noncompliance. There was $1,947.00 escrow rescinded fund. I had a meeting with HUD to set up action plans to use the money; they do not want money to sit in the rescinded fund.
  
  Commissioner Luecke asked how much money was in the Rescinded fund? Can it be used for a variety of purposes to assist residents in the FSS program?
  
  Katherine said about $8,000. In January we started keeping it in-house before that it was going back to Hud. Correct, it's within our action plan, Dr. Lamberg had put something in our basic action plan. So, it will take a little time to figure out what resources we can use it for. As long as you are doing what you are supposed to do on the program then that is a fund that we can look into.
  
  
• LOW-INCOME PUBLIC HOUSING (LIPH):
  In Mrs. Mobley absence Andy Delany rendered the LIPH report. The waiting list will be open on November 1st, 2023. In September there were 863 on the waiting list and we are working on 428 vacancies. The work order for September was 242 with O emergency work orders. In the month of September, we leased up 1 off the waiting list and transferred 1, and have 15 units ready to lease.
  
  Commissioner Luecke asked since we have 15 units ready to lease and in calling off the waitlist, we are not finding families to lease these units, is this what is being said? We are also continuing to refurbish units and how many units a month are we bringing online.
  
  Mr. Delaney said this is one area we are working on. And yes, we are continuing to refurbish units, when Deborah comes back, we can answer the more specific questions.
  
  Commissioner Calvin asked that the response be given to the entire board, so everyone has the same

  answer.

  Commissioner Luecke asked when we open up the list again will the people who are already on the list stay in priority or will it create a whole new list?
  
  Mr. Delaney said those on the list will stay on the list.

• HOUSING CHOICE VOUCHER PROGRAM (HCVP):
  Ms. Wallace stated for August we served 2,297 households. 2,050 under the mainstream program, 84 under VASH, 50 under FSS, 40 Emergency Housing Vouchers, 13 Foster Youth programs, no port-ins, and 31 port-outs. At the end of September, our waitlist is 1449. We had 114 vouchers on the street and 56 requests for tenancy approval and we ended with 13 participants.
  
  Commissioner Chamblee asked what is emergency housing Voucher?
  
  Ms. Wallace said those vouchers were developed to try to stabilize after Covid. They are managed by the state, they are the one that allocated the voucher, and those participants can go where they want to. We had 40 to move into our jurisdiction. They are referred by the coordinated entry program. It is essentially a port in but underneath the plan that strongly prioritizes those that are at risk.

  Commissioner Luecke asked under the FSS voucher, is that different from any other voucher?
  
  Ms. Wallace said it is not; they could enter the FSS program after Katherine goes through her plan.
  
  We had 293 inspections. The Highlights for September were we implemented the worker of the Day Calander. HCV Certification training Completed by VoeIla, income and rent calculation training completed by Kirin. FMR hold harmless resolution and INSPIRE offered a delay until October 2024 which we will accept. For October we are working on updating the administrative plan to incorporate HOTMA provisions to be sent to the Board for review for resolution to accept during the November Board Meeting. Working on the SEMAP auditing and report completion that is due to HUD by 11 29 2023. We have two new employees in the HCV arena.
  
  Commissioner Luecke asked were we able to fine landlord on the no-shows for the inspection.
  
  Ms. Wallace said no, what we do is charge a $50 3rd inspection.

• FINANCIAL REPORT:
  Mr. Delaney went over each AMP, he stated that every program has a positive income. Starting with AMP l other tenant income is 125%, office expenses are l 25% of budget across the board because of I T equipment and scanners. Audit fees are 138% of budget because audit fees have increased. Asset management expense 162% of budget because we budgeted too much for Monroe Circle. The water and sewer expenses are down because we are not paying for Monroe Circle. Amp 2 other income is 73,7,, of the budget, operating subsidy is 145% of the budget. Administration salaries are 46% of the budget. Amp 3, other income is 444% of the budget rental income is 131% of the budget, tenants are paying more rent. Office expenses are 158% of the budget. Legal expenses are 852% of the budget we had more court expenses and more court dates. Amp 4, other tenant income is 173% of the budget because we bill tenant for more repairs. Other admin expenses are 289% of the budget. Maintenance wages 252% of the budget because we shifted the importance to amp 4. COCC capital fund management is 200% we drew down all of the money that we could draw. Office expenses are the same because of IT improvement and scanners. Legal expenses are higher because we have more evictions. HCV ADMIN Fraud income is 148% of the budget because the client is repaying off repayment agreements. FSS grants, Grant income is 79% of the budget because FSS grant is on a calendar year and not a fiscal year.
  
  Commissioner Luecke asked what is considered the fiscal year and how did we do? Mr. Delaney said September 30, we did good. Everything is a positive income.
  
  Commissioner Calvin said that she was a little worried but that is why she applauded when he mentioned it.
  
  Commissioner Luecke asked Lori when she gets the response from the HUD audit can she share it with the board.
  
  Ms. Wallace said Andy will do it.
  
  Mr. Delaney said about half of the audit we disagree with.

  Commissioner Chamblee asked when we were talking about maintenance expenses, and we focused on two Amps and the other one was legal expenses. The other one had to do with the increase in technology and we spend a lot of money above the budgeted amount for technology and evictions, are we expecting that that amount can be lowered. I guess I am asking do we think we are caught up on that technology so it can be budgeted less.
  
  Mr. Delaney said we didn't really budget for IT scanner, but l think so, but there always be improvements.
  
  Commissioner Chamblee said a lot of the maintenance expenses wages were less than material and I think it was listed as maintenance contract, was that with outside contractors.
  
  Mr. Delaney said yes.
  
  Commissioner Chamblee asked that the legal expense with the eviction being higher than expected because the pandemic freeze or pause has been lifted and we are now trying to catch up with people who haven't caught up with their fees.
  
  Mr. Delaney said yes.

  Commissioner Calvin said she was surprised that it has not significantly gone up. We still have our tech person - yes.
  
  Commissioner Luecke asked the purchase of all the scanners and the attempt to go paperless, it seems like we tried it before and when they come in they want all of it on paper.
  
  Ms. Wallace said we are transitioning all of our tenants' files to be electronic. We are about halfway done, we started April last year. The process should allow us to speed up.

• DEVELOPMENT AND PROCUREMENT:
  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 has been done. The Ground has been leveled.

  Hartland Environment has removed the two underground tanks from rabbi Shulman. The fencing has been removed. Maintenance will be looking into getting chains to blockage the openings. They will also be putting up no trespassing signs up. This should be done in November.

  Pamela said the next meeting will be November 28th, 2023.