MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA, HELD ON MONDAY, APRIL 17, 2017 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular board meeting on Monday, April 17, 2017 at 4:30 p.m. The meeting was held at the Michigan City Housing Authority, 621 East Michigan Boulevard, Michigan City, Indiana 46360. The regular board meeting began at approximately 4:35 p.m. Commissioners who attended the meeting included Chairperson Carla Mock, Vice Chairperson Yolanda Thomas-Davis, Commissioner William Fine, Commissioner Virginia Keating, Commissioner Dave McCray, and Commissioner Sean Fitzpatrick. Commissioner Colleen Babb did not attend this meeting. Attorney Nelson Pichardo attended this meeting. Public in attendance included Housing Authority Liaison, City Council 5 th Ward Sharon Carnes and ALCO Representative Andre Steele. Housing Authority personnel in attendance included Executive Director Norma Thomas and Finance/HR Administrative Assistant Robin Fly. APPROVAL OF MINUTES: March 20, 2017 Chairperson Mock called for approval of the March 20, 2017 Board meeting minutes. Commissioner Keating motioned approval of the minutes as presented. Commissioner Fine seconded the motion. APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. In reference to the Section 8 Housing Choice Voucher Program Monthly Report, she asked that when someone ports out with a Housing Authority voucher, does the Housing Authority have one less voucher. In reply Executive Director Thomas stated that the voucher still remains with the Housing Authority. Chairperson Mock said that when an individual ports out with the Housing Authority voucher, does the Housing Authority pay where that individual would relocate. Executive Director Thomas said that if an individual is porting out, that individual is normally absorbed by that housing authority with consideration of that housing authority s payment standards. She said that the only exception involves the Chicago Housing Authority billing our Housing Authority. Commissioner Fine inquired about the causes for terminated vouchers. In response, Executive Director Thomas said that the terminated vouchers represent persons who had committed fraud
within the system or who had exhausted all extension of their vouchers in search for housing. With no further questions, Commissioner Fitzpatrick motioned to approve the management reports. Commissioner Keating seconded the motion. COMMITTEE REPORTS: Lawn Care Quotes Chairperson Mock called for any reports from the committees. Representing the Asset Committee Commissioner McCray informed the Board about approval of bills for lawn care quotes. He said that the Housing Authority sent out request for quotes to seven lawn care companies, and the Housing Authority received one response from Custom Landscaping with a quote for Boulevard Gardens at $3.200.00 for the period of May 23, 2017 thru September 30, 2017 with bi-weekly maintenance. Other quotes from Custom Landscaping included quote for Michigan City Housing Development, Inc. s (MCHDI) four vacant lots at $1,600 and quote for Business Activity s four vacant lots at $1,600 with both quotes having bi-weekly maintenance from May 23, 2017 thru September 30, 2017 according to Commissioner McCray. He said that the total cost of $6,400 will be funded by public housing account for a reimbursement of $1,600 from Business Activity. Chairperson Mock asked for last year s lawn care maintenance costs. Commissioner McCray said that the amount was the same as last year with the same company. With no further inquiries, Commissioner McCray motioned to approve quote for total cost of $6,400 to provide lawn care services for Boulevard Gardens, MCHDI vacant lots, and Business Activity vacant lots starting May 23, 2017 thru September 30, 2017. Commissioner Keating seconded the motion. RESOLUTION NUMBER 2017-09 INDIANA TO APPROVE TOTAL COST OF $6.400 QUOTE FROM CUSTOM LANDSCAPING TO PROVIDE BI-WEEKLY LAWN CARE MAINTENANCE FROM MAY 23, 2017 THRU SEPTEMBER 30, 2017 WITH $3.200 TOWARD BOULEVARD GARDENS, $1,600 TOWARD MICHIGAN CITY HOUSING DEVELOPMENT, INC. (MCHDI) VACANT LOTS, AND $1,600 TOWARD BUSINESS ACTIVITY VACANT LOTS. AYES Carla Mock Yolanda Thomas-Davis Virginia Keating William Fine Dave McCray Sean Fitzpatrick NAYS
Commissioner Colleen Babb did not attend this meeting for a vote. Pest Control Quotes Chairperson Mock called for any other reports from committees. Commissioner Fine representative of the Asset Committee informed Board about pest control quotes. He said that the Housing Authority sent out four request for quotes with two response quotes from Arrow Services, Inc. and Allied Services (now Pest Management Services, Inc. ). After review of quotes Commissioner Fine said that the the Asset Management Committee recommends the Housing Authority approve quote from Pest Management Services, Inc. subject to receipt of a detailed contract reviewed by the Attorney Pichardo and executed by Executive Director Thomas. Commissioner Keating stated that total cost of quote is $13,986.00 with additional costs for bed bug treatment as needed. With no further comments, Commissioner Fine motioned approve to accept quote in the amount of $13,986.00 pending review of contract by Attorney Pichardo. Commissioner McCray seconded the motion. RESOLUTION NUMBER 2017-10 INDIANA TO APPROVE THE QUOTE BY PEST MANAGEMENT SERVICES, INC. TO PROVIDE EXTERMINATION SERVICES EFFECTIVE MAY 1, 2017 THROUGH MAY 1, 2019 FOR A TOTAL COST OF $13,986.00 INCLUSIVE OF ADDITIONAL COST FOR BED BUG TREATMENT PENDING ATTORNEY REVIEW OF THE AGREEMENT. AYES Carla Mock Yolanda Thomas-Davis Virginia Keating William Fine Dave McCray Sean Fitzpatrick NAYS Commissioner Colleen Babb did not attend this meeting for a vote. OLD BUSINESS: NEW BUSINESS: APPROVAL OF BILLS:
PUBLIC COMMENTS: Community Garden at Boulevard Gardens Chairperson Mock called for public comments. Executive Director Thomas informed the Board that commissioners requested reinstallation of community garden at Boulevard Gardens this year. She said that when the residents were asked about participating in establishing this garden this year, and that they commented that they prefer planting at their individuals lots. Commissioner Keating, Attorney Pichardo, Commissioner McCray, and Commissioner Fine volunteered their time for April 28, 2017 at 9:00 a.m. even though Commissioner McCray would be unable to attend that day, and according to Executive Director Thomas, other commissioners were welcomed to participate in planting the community garden. Chairperson Mock said that she is unable to attend due to work. Commissioner Fitzpatrick said that he would probably attend. Unit Repair at Boulevard Gardens Chairperson Mock asked for status of unit pending repairs at Boulevard Gardens. In response, Executive Director Thomas stated that insurance adjuster and engineer had visited the unit last week, and that she is awaiting a response from them. She said that a resident who that lives downstairs from that unit will be transferred to another unit. Chairperson Mock commented on awareness of the new assisted living development in Michigan City. ADJOURNMENT: With no further business to bring before the Board, Chairperson Mock called for adjournment of the meeting. Commissioner Fine motioned to adjourn the meeting. Vice Chairperson Davis seconded the motion. Meeting adjourned at approximately 4:45 p.m. Carla Mock, Chairperson Norma Thomas, Executive Director ATTEST:
RESOLUTION NUMBER 2017-09 INDIANA TO APPROVE TOTAL COST OF $6.400 QUOTE FROM CUSTOM LANDSCAPING TO PROVIDE BI-WEEKLY LAWN CARE MAINTENANCE FROM MAY 23, 2017 THRU SEPTEMBER 30, 2017 WITH $3.200 TOWARD BOULEVARD GARDENS, $1,600 TOWARD MICHIGAN CITY HOUSING DEVELOPMENT, INC. (MCHDI) VACANT LOTS, AND $1,600 TOWARD BUSINESS ACTIVITY VACANT LOTS. WHEREAS, the Housing Authority of the City of Michigan City, Indiana sent out request for quotes for lawn care services to the following: M K Lawn, De Lau Landscape Maintenance Inc., Dan s Landscaping, MDH Landscaping & Remodeling, J3 Workforce, LLC, Custom Landscaping & Lawn Maintenance, and Top Notch Lawn Service, and WHEREAS, the Housing Authority received one response quote from Custom Landscaping & Lawn Maintenance for a total cost of $6,400, and WHEREAS, Custom Landscaping & Lawn Maintenance will provide bi-weekly lawn care for Boulevard Gardens at $3.200, Michigan City Housing Development, Inc. (MCHDI) vacant lots at $1,600, and Business Activity vacant lots at $1,600 from May 23, 2017 thru September 30, 2017. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of Michigan City, Indiana approved the lawn care quote from Custom Landscaping & Lawn Maintenance for total cost of $6.400 from May 23, 2017 thru September 30, 2017 to provide bi-weekly lawn maintenance for Boulevard Gardens, MCHDI vacant lots, and Business Activity vacant lots. Adopted this 17 th day of April 2017. Resolution moved by: Resolution seconded by: Commissioner David McCray Commissioner Virginia Keating Carla Mock, MCHA Chairperson ATTEST:
RESOLUTION NUMBER 2017-10 INDIANA TO APPROVE THE QUOTE BY PEST MANAGEMENT SERVICES, INC. TO PROVIDE EXTERMINATION SERVICES EFFECTIVE MAY 1, 2017 THROUGH MAY 1, 2019 FOR A TOTAL COST OF $13,986.00 INCLUSIVE OF ADDITIONAL COST FOR BED BUG TREATMENT PENDING ATTORNEY REVIEW OF THE AGREEMENT. WHEREAS, the Housing Authority of the City of Michigan City, Indiana renews its contract for extermination services every two years, and WHEREAS, the Housing Authority sent out request for quotes for extermination services to the following companies: (1) Orkin Exterminating Company, (2) Griffin Pest Solutions, (3) Arrow Services, Inc., and (4) Allied Services (now Pest Management Services, Inc. ) with two quote responses from Arrow Services, Inc. and Pest Management Services, Inc., and WHEREAS, after review of both quotes and considering what company would provide best services according to the needs of the Housing Authority, the Asset Committee recommended to the Board the approve quote from Pest Management Services, Inc. for total cost of $13,986.00 pending Attorney review of agreement, and WHEREAS, quote from Pest Management is inclusive of additional cost for bed bugs on an as needed basis. NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved Pest Management Services, Inc. s quote for extermination services at a total cost of $13,986.00 effective May 1, 2017 through May 1, 2019 pending attorney review of contract from Pest Management Services, Inc. Adopted this 17 th day of April 2017. Resolution moved by: Resolution seconded by: Commissioner Bill Fine Commissioner David McCray Carla Mock, MCHA Chairperson ATTEST: