Peoria Standard

City of Peoria Housing Authority met April 24.

Here is the minutes as provided by the board:

Opening: At 4:31 p.m., Chair Fassino opened the Regular meeting with the Pledge of Allegiance, a moment of silence and roll Call.

Roll Call: Commissioners Present: Chairman Fassino, Commissioner Fox, Commissioner Andrews and Commissioner Childs

Attending PHA Staff: Bret Stone, Paul Bollinger, Aldisa Slaughter, Theresa Switzer, PHA Contract Employee, Philippe Lindsay, and Nicole Krol

Community Comments: Edith Holt, Sterling Towers resident brought forth complaints of bullying. Ms. Holt stated she has spoken with the staff at Sterling Towers as well as staff at the Administrative building and feels like nothing is being done to handle the situation.

Ethel Riley, former resident of Sterling Towers brought forth complaints of her mail being returned to the sender while she resided at Sterling Towers. 

Chairman Fassino requested PHA management immediately follow up with both residents regarding their issues and concerns.

Debbie Meier, HCV landlord stated she has had onging issues with the HCV Customer service regarding timeliness and Sataff turnover. Mrs. Meier requested feedback from PHA managment.

Approval of the March 27, 2017 Regular Board Meeting Minutes: 

Chairman Fassino requested a timeframe for when the resident surveys will be sent out to the properties. P. Bollinger stated resident meetings will be scheduled for the month of May, which both Commissioner's Brown and Cannon will be attending. The surveys will be distributed to the residents prior to the meetings to emphasize resident participation during those meetings.

Chairman Fassino stated he would like to recognize Commissioner Cannon for meeting with the PHARS team while they met with PHA management to discuss the Recovery Agreement.

Chairman Fassino asked if there were any additions or corrections to the March minutes. Hearing none, Chairman Fassino asked for a motion to approve the minutes from the March 27, 2017 Regular Board Meeting. Motion moved by Commissioner Fox, seconded by Commissioner Andrews

RollCall:

Ayes: Commissioner's Fox, Andrews, Childs and Chair Fassino. Nay: None, motion carried.

Reports : Chairman Fassino stated all six reports will be voted on at the same time.

Human Resources:

B. Stone stated last month an error was made in the turnover percentage reported. The percentage was reported higher than it should have been. The corrections have been made and the 2.63% for March is aCCUurate. Chairman Fassino asked for an update on the open position for the HCV Director. B. Stone stated interviews were held today, and more are scheduled for tomorrow. Management hopes to have a Candidate by Weekend.

HCV

P. Bollinger introduced Aldisa Slaughter, Acting Director of the HCV Program. P. Bollinger stated with the recruitment of a new Leasing and Eligibility Specialist, the department has changed the on boarding process. The change in process will provide the new hires the background, experience, and skill set they need for their positions to help reduce the turnover the HCV department has been experiencing.

Chairman Fassino questioned the delinquent PIC data noted on page9. P. Bollinger stated during the transition of the previous HCV Director and Supervisor, 80 files were identified as End of Participation (EOP), which needed to be removed from the system. Between the 80 EOP files and the backlog of existing files from the vacant Leasing Specialists Caseload, staff was left with 67 delinquent annuals at the end of March. Overtime is being worked by HCV staff as well as employees outside of the department to reduce the number of delinquencies for annuals and HQS inspections.

Finance: An Audit and Finance Committee was held prior to the Regular Board meeting. There were no further comments or questions from the Board.

MOD P. Bollinger stated an update on 1031 Shelley will be provided at next month's board meeting, as Scheduled. Chairman Fassino noted earlier discussion in the Audit and Finance Committee meeting regarding Capital Funds. P. Bollinger stated there are a number of projects currently on hold as the agency awaits the release of the Capital Funds anticipated in late summer or early fall. Chairman Fassino noted safety issues, such as Camera installation/replacement that will be delayed. P. Bollinger stated there are already Cameras in place; the funds will be utilized to upgrade the quality. Commissioner Andrews asked why the Millman property noted on page 65 was declined COverage. P. Bollinger stated this property is part of the LIHTC units, and not included in Public Housing. The utilities had been turned off in the unit. No heat in the winter resulted in the pipes freezing.

Asset Management: 

P. Bollinger stated occupancy is currently above 95%, which results in the Agency Priority Goal (APG) Occupancy increasing as well. 

P. Bollinger stated a number of units were inspected under the REAC protocol. There are 3 AMPS remaining which will be inspected at the end of June. A third party Consultant will be brought on to Conduct pre-REAC inspections to provide a list of any deficiencies found, enabling maintenance to Correct any issues prior to the actual REAC inspections in June. 

Chairman Fassino stated during the PHARS visit, Kevin Laviano, HUD PHARS Team Leader stated it was Critically important these last 3 REAC inspections demonstrated the progress the agency has made. Chairman Fassino requested Comments from management regarding the rehab units at Harrison Homes that are currently off-line.

P. Bollinger stated due to changes in management structure, the regular Bi-Monthly Asset Management meetings have not been held. The meetings will resume on a regular basis beginning tomorrow focusing on the current vacancies and the plan to get the units back on-line. T. Switzer is investigating Capital Funds that have not been fully expended to assist maintenance staff with turning the units quicker. Page 74 references 28 RAD units which are being evaluated to determine the cost for bringing them back online providing two more years of revenue. Management will have a plan in place for the next Board meeting. Commissioner Andrews asked what caused the extended time for occupying the unit on Blaine, noted on page 73. P. Bollinger stated he does not have the answer at this time, however he will investigate further and respond at a later date. 

Chairman Fassino stated there have been a couple of events reported in the news near or on PHA property. Officer Doug Hopwood stated he cannot report on the investigation, however the news reported is true regarding the victim at Harrison was not a resident. Officer Hopwood explained some of the challenges the police have are the increase in activity at the liquor store located by the Taft Homes, and an increase of nonresidents Congregating on or around the Harrison Homes property. When police respond to Criminal activity calls, the individuals flee to the sites to avoid arrest. Due to the lack of man power, the chances of making arrests are low.

FSS/ROSS:

B. Stone noted there were questions at last month's meeting regarding HCV FSS Escrow forfeited for the period.

The 16,803 was attributed to the participant not meeting the requirements by not submitting required documentation after multiple certified notices had been mailed to her requesting the information. The VOucher was surrendered and the participant is no longer with the HCV program. This month has a forfeiture of 15,800 due to a program termination in December 2016. The FSS program termination was completed at the Correct date, but the Coordinator did not close out in TARs until March 2, 2017. 

Chairman Fassino reminded management the Board requested the Resident Services for Sterling Towers be presented quarterly instead of monthly.

Chairman Fassino asked if there were any additional questions or concerns about the Reports. Hearing none, Chair Fassino called for a motion to approve Reports 1-6, as Corrected. Motion to approve moved by Commissioner Andrews seconded by Commissioner Fox. ROl| Call:

Ayes: Commissioner's Fox, Andrews, Childs and Chair Fassino.

Nay: None, motion Carried.

Resolution #042417-01 Collection Loss Write-Offs 

P. Bollinger stated the Collection loss write off is for a total of $19,617.38. Page three of the resolution provides a breakdown of each of the accounts based on the property. The $4,963.00 for Harrison Homes relates to Casualty loss. The deductible is $5000.00, which is charged to the tenant. 

Chairman Fassino stated there was concern expressed at the Audit and Finance Committee meeting regarding three of the write-offs exceeding $4,000. Some of this could be fraud due to income not being reported, which could be an offset and difficult to identify. Chairman Fassino stated it is imperative that both management and legal act quickly to avoid hundreds of dollars a month becoming thousands of dollars in Write offs for uncollected rent. C. Peterson stated she cannot speak to the process now, because she is not processing the evictions, however the amount of discretion with which the Asset Managers had and the balances building before sending them to legal was an issue that was discussed with Paul and the ASSet Management staff in eviction training sessions. There was no set amount, rather it was up to the ASSet Manager to decide when to turn them over to legal. The other issue discussed with T. Edmonds, the previous Director of Finance was to the extent that any of these tenants are working, Illinois does provide Some relief with the Illinois Debt Recovery Program. T. Switzer confirmed we are up to date with uploading to the system for collection. 

Chair Fassino asked if there were any additional questions regarding the resolution. Hearing none, Chair Fassino Called for a motion to approve Resolution #042417-01, Motion to approve moved by Commissioner Childs seconded by Commissioner Fox. 

Roll Call:

Ayes: Commissioner's Fox, Andrews, Childs and Chair Fassino.

Nay: None, motion carried.

Resolution #042417-O2 Approval of the Proposed 2017 Flatrent Schedule 

P. Bollinger stated this was the same schedule previously proposed for 45 day public Comment. The schedule was Completed in Compliance with HUD regulations for Public Housing. There were no public Comments to add. Chair Fassino asked if there were any additional questions regarding the resolution. Hearing none, Chair Fassino Called for a motion to approve Resolution #042417-02, Motion to approve moved by Commissioner Fox seconded by Commissioner Childs. 

Roll Call:

Ayes: Commissioner's Fox, Andrews, Childs and Chair Fassino.

Nay: None, motion carried.

Resolution #042417-03 Approval of the Proposed 2017 Utility Allowance Schedule for Public Housing 

Chairman Fassino asked how the changes in allowances affect the tenant. 

P. Bollinger explained the increases will be paid by the PHA, where the lowered utility allowances will hold the tenant responsible for any additional dollars. 

Chairman Fassino asked if there were any additional questions regarding the resolution. Hearing none, Chair Fassino Called for a motion to approve Resolution #042417-03. Motion to approve moved by Commissioner Andrews seconded by Commissioner Fox. 

Roll Call:

Ayes: Commissioner's Fox, Andrews, Childs and Chair Fassino.

Nay: None, motion Carried.

Resolution #042417-04 Approval of the Proposed 2017 HCV Utility Allowance Schedule

P. Bollinger stated this was the same schedule previously proposed for 45 day public Comment. The schedule Was Completed in Compliance with HUD regulations for the Housing Choice Voucher Program. There were no public Comments to add.

Chairman Fassino asked if there were any additional questions regarding the resolution. Hearing none, Chair Fassino Called for a motion to approve Resolution #042417-04. Motion to approve moved by Commissioner Childs seconded by Commissioner Andrews. 

Roll Call:

Ayes: Commissioner's Fox, Andrews, Childs and Chair Fassino.

Nay: None, motion Carried.

Taft Homes Rental Assistance Demonstration (RAD) Application and Redevelopment Update

P. Bollinger stated a Project Based Voucher (PBV) marketing event will be held on May 23, 2017. The invitations will be sent out to all multifamily owners in the Peoria Community. This event will provide information on how the program works as it relates to the solicitation we have out for PBV vouchers. 

P. Bollinger stated he is positive and hopeful the event will be well received. There have been four responses to the solicitation, which will be brought before the board next month.

Open Items List 

P. Bollinger reminded Commissioners who have not yet completed the OMA training to please do so, and provide the certification to N. Krol.

P. Bollinger distributed PHA Q&A Pamphlets to the board for review. 

P. Bollinger stated he continues to work with Commissioner Cannon to schedule a discussion on housing exfelons. 

P. Bollinger stated he has received 2 of the 4 professional resumes from the River Valley Foundation Board of Commissioners. Once all four resumes have been received, they will be forwarded to the PHA Board. 

Chairman Fassino stated K. Laviano emphasized the important role the Board plays in management oversight, specifically mentioning the OMA and Lead the Way training. K. Laviano stated these trainings are viewed as Critical items on the Recovery Agreement. 

Chairman Fassino asked where PHA currently stood on housing ex-felons. 

P. Bollinger stated PHA does not give a preference for it, but the agency does work openly with felons to assist with securing housing. The two types of ex-felons not considered by PHA are individuals listed on the lifetime sex offenders list and anyone convicted of manufacturing/distributing meth amphetamine.

Agency Goal Update: P. Bollinger stated Goals A1 was discussed in the Finance Committee meeting and will be updated in next month's board packet. Goals B3 and B4 will be ready for next month's board packet as well.

HUD Recovery Agreement

P. Bollinger stated we have a redlined draft back from HUD which is currently with legal. Legal will finalize and prepare the document for execution with the City of Peoria. The Agreement will be brought to next month's board meeting for Board Approval.

Board Comments: 

Commissioner Fox stated the Audit and Finance Committee was held prior to the Board Meeting. The Committee was satisfied with all of the answers received by management. 

P. Lindsay stated the initial eligibility was received for the March 15 calculations. Based on the Current level of proration of 85%, the agency is expecting a 162K cut from what was initially put in the budget. The agency is 140K behind in YTD results for the 1 Quarter. 

The auditor's will be here for three weeks in May, and a progress report will be provided at the next month's board meeting.

Commissioner Andrews will be contacting B. Stone for scheduling a Personnel Committee meeting for next month.

P. Bollinger stated a Resident Safety Committee meeting was held. There will be Resident meetings Scheduled for each site next month. Commissioner's Cannon and Brown will be in attendance to address issues and Concerns with the residents.

CEO Report:

A Contracting Opportunity Fair is scheduled for May 3rd and 4th. 

P. Bollinger stated he would like for the Board to be involved in the naming of the new 44 units at Taft. The objective is to begin branding the site as its own independent, stand alone property. 

A selection of names will be submitted to the Board.

The agency is currently Working with Fair Housing on a Voluntary Compliance Agreement. Everything noted in the agreement are things the agency is currently doing, or have been doing the past year. The agreement will be finalized this month and out to the Board for approval at the next Board meeting. 

P. Bollinger stated he will begin sending emails to each Commissioner regarding Project Labor Agreements. These emails will help explain what a PLA is, how they work, what pros and cons are involved. It is management's desire to have proposals ready to present at the next Board Meeting.

Executive Session: 

The board may adjourn to, or meet solely in, executive session for, Collective negotiating Chair Fassino asked for a motion to move into Executive Session. Motion moved by Commissioner Andrews seconded by Commissioner Fox. 

Roll Call:

Ayes: Commissioner's Fox, Andrews, Childs and Chair Fassino.

Nay: None, motion carried.

Moved to Executive Session at 5:36 p.m.

Adjournment of Executive Session, and Adjourn the Regular Board Meeting:

Chair Fassino asked for a motion to move into Executive Session. Motion moved by Commissioner Andrews seconded by Commissioner Childs. 

Roll Call:

Ayes: Commissioner's Fox, Andrews, Childs and Chair Fassino.

Nay: None, motion carried.

Meeting adjourned at 6:11 p.m.

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