APPROVAL OF MINUTES: CARRIED APPROVAL OF MANAGEMENT REPORTS:

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1 MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA, HELD ON MONDAY, DECEMBER 16, 2013 The Commissioners of the Housing Authority of the City of Michigan City, Indiana held a regular meeting on Monday, December 16, 2013 at 4:30 p.m. The meeting was held at the Michigan City Housing Authority, 621 East Michigan Boulevard, Michigan City, Indiana Commissioners who attended the meeting included Chairperson Carla Mock, Commissioner Yolanda Thomas-Davis, Commissioner William Fine, and Commissioner Colleen Babb. Vice Chairperson Eddie Wilson and Commissioner Hazel Thomas did not attend this Board meeting. Housing Authority Attorney Michelle Bazin-Johnson attended this meeting. ALCO representative Andre Steele and Common Council Tim Bietry attended this meeting. Housing Authority personnel who attended the Board meeting included Executive Director Lenda Wilson and Executive Secretary Robin Fly. APPROVAL OF MINUTES: Chairperson Mock called for approval of minutes dated November 18, Commissioner Davis motioned approval of the minutes with corrections as presented to the Board. Commissioner Babb seconded the motion. APPROVAL OF MANAGEMENT REPORTS: Chairperson Mock called for approval of the management reports as presented to the Board. In regards to the Family Self-Sufficiency (FSS) Report, Attorney Bazin-Johnson inquired as to why computers and the Internet are not activated at the Work One Access site at Lakeland Estates Community Room. In reply, Executive Director Wilson said that the Housing Authority is the process of switching from AT&T to Comcast. Chairperson Mock thanked the staff for preparing the reports for Board review in order to help the Board to have a better understanding of Housing Authority activities. In reference to Work One Access at Lakeland Estates Chairperson Mock said that there is a nice set up at the site providing easy access and that a very helpful assistant is available at the site. With no further comments, Commissioner Fine motioned approval of the management reports as presented to the Board. Commissioner Davis seconded the motion.

2 2 COMMITTEE REPORTS: OLD BUSINESS: NEW BUSINESS: Accounts Receivable Write-off Authorization Chairperson Mock called for approval of the accounts receivable write-off authorization. Executive Director Wilson explained to the Board that annually the Housing Authority includes in its budget a write off amount of the percentage of the accounts receivables. She said that even though the accounts presented to the Board are write-offs, the Housing Authority will continue to collect these accounts. The reason the Housing Authority are removing the accounts from the financial books is to prevent negative effects toward the operating subsidy in order that the Housing Authority will receive the full subsidy amount approved according to Executive Director Wilson. She informed the Board that two separate resolutions are needed for low rent program and business activity program. With no further discussion, Commissioner Fine motioned approval to write off low rent accounts receivable for a total of $3, Commissioner Babb seconded the motion. RESOLUTION NUMBER A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF LOW RENT ACCOUNT RECEIVABLES IN THE AMOUNT OF $3, The resolution was approved by Commissioner William Fine and seconded by Commissioner Colleen Babb. AYES Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb NAYS Vice Chairperson Eddie Wilson and Commissioner Hazel Thomas did not attend this Board meeting.

3 3 RESOLUTION NUMBER CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF BUSINESS ACTIVITY ACCOUNT RECEIVABLES IN THE AMOUNT OF THE $1, The resolution was approved by Commissioner Yolanda Thomas-Davis and seconded by Commissioner Colleen Babb. AYES Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb NAYS Vice Chairperson Eddie Wilson and Commissioner Hazel Thomas did not attend this Board meeting. Housing Authority Insurance Premium Increase Chairperson Mock called for approval of the Housing Authority insurance premium increase. She informed the Board that the insurance is for property and liability renewal. Executive Director Wilson explained to the Board that more properties were insured resulting in premium increase. She said that this premium increase is also depended upon the number of claims the Housing Authority receives. With no further inquiries Commissioner Fine motioned approval of the property ($42,977) and liability ($11,662) insurance renewal premiums. Commissioner Davis seconded the motion. RESOLUTION NUMBER CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE 2014 COMMERCIAL PROPERTY AND LIABILITY INSURANCE PREMIUM RENEWALS FOR TOTAL COST OF $54,639 WITH HOUSING AUTHORITY INSURANCE (HAI). The resolution was approved by Commissioner William Fine and seconded by Commissioner Yolanda Thomas-Davis. AYES Carla Mock Yolanda Thomas-Davis William Fine Colleen Babb NAYS

4 4 Vice Chairperson Eddie Wilson and Commissioner Hazel Thomas did not attend this Board meeting. Approval of Bills For Your Information Public Comment Common Council Tim Bietry wished everyone at the meeting a happy holiday season and thanked appropriate individuals who attended the Michigan City Now event. Chairperson Mock said that the event held at Blue Chip was a very nice event, and there was information about future City improvements regarding what the City is planning for the community. Mr. Bietry said that the City will have a website to provide detailed information about the improvement project with website access for individuals to engage during the entire process. Chairperson Mock reminded the Board that the next Board meeting is scheduled on Tuesday, January 21, 2014 at 4:30 p.m. and not on Monday, January 20, 2014 due to holiday. Adjournment Lenda Wilson, MCHA Executive Director

5 RESOLUTION NUMBER A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF LOW RENT ACCOUNT RECEIVABLES IN THE AMOUNT OF $3, WHEREAS, the Housing Authority of the City of Michigan City, Indiana annually writes off past due accounts for residents who have vacated, abandoned or died leaving a remaining balance due, and WHEREAS, such accounts were sent to the collection agency in an attempt to obtain past due monies, and will remain at the collection agency even when the accounts have been written off by the Housing Authority, and WHEREAS, this resolution states that the specific dollar amount to be written off in public housing is $3,748.84, and WHEREAS, this attached list of tenants with overdue accounts will be kept on the Housing Authority s records, and WHEREAS, it is understood that when a tenant with an overdue account returns to apply for housing, the tenant is required to first pay off any overdue accounts. NOW THEREFORE BE IT RESOLVED that Board of Commissioners authorized the write-off of low rent account receivables totaling $3, BE IT FURTHER RESOLVED that low rent accounts receivables are written off to prevent negative effects revealed on the Housing Authority operating subsidy in order to obtain full subsidy amount approved. Adopted this 16 th day of December Resolution moved by: Resolution seconded by: Commissioner William Fine Commissioner Colleen Babb

6 RESOLUTION NUMBER CITY OF MICHIGAN CITY, INDIANA TO WRITE OFF BUSINESS ACTIVITY ACCOUNT RECEIVABLES IN THE AMOUNT OF THE $1, WHEREAS, the Housing Authority of the City of Michigan City, Indiana annually writes off past due accounts for residents who have vacated, abandoned or died leaving a remaining balance due, and WHEREAS, such accounts were sent to the collection agency in an attempt to obtain past due monies, and will remain at the collection agency even when the accounts have been written off by the Housing Authority, and WHEREAS, this resolution states that the specific dollar amount to be written off in business activity is $1,082.00, and WHEREAS, an attached list of tenants with overdue accounts will be kept on the Housing Authority s records, and WHEREAS, it is understood that when a tenant with an overdue account returns to apply for housing, the tenant is required to first pay off any overdue accounts. NOW THEREFORE BE IT RESOLVED that Board of Commissioners authorized the write-off business activity account receivables totaling $1, BE IT FURTHER RESOLVED that business activity account receivables are written off to prevent negative effects revealed on the Housing Authority operating subsidy in order to obtain full subsidy amount approved. Adopted this 16 th day of December Resolution moved by: Resolution seconded by: Commissioner Yolanda Thomas-Davis Commissioner Colleen Babb

7 RESOLUTION NUMBER CITY OF MICHIGAN CITY, INDIANA TO APPROVE THE 2014 COMMERCIAL PROPERTY AND LIABILITY INSURANCE PREMIUM RENEWALS FOR TOTAL COST OF $54,639 WITH HOUSING AUTHORITY INSURANCE (HAI). WHEREAS, on an annual basis the Housing Authority renews its insurance premiums with Housing Authority Insurance for commercial property and liability, and WHEREAS, premium for commercial property is $40,147 (an increase from last year s $36,354) and equipment is $2,830 for total property premium cost of $42,977, and WHEREAS, as noted for the record additional properties resulted with an annual premium payment increase for commercial property, and WHEREAS, commercial liability annual premium is $9,692 with mold liability ($970) and public officials liability ($1,000) for total cost of $11,662, and WHEREAS, renewal of the commercial property and liability insurance annual premiums are effective January 1, NOW THEREFORE BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the City of Michigan City, Indiana approved renewal of the 2014 commercial property and liability annual premiums for total amount of $54,639. Adopted this 16 th day of December Resolution moved by: Resolution seconded by: Commissioner William Fine Commissioner Yolanda Thomas-Davis

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