MINUTES OF THE
McHENRY COUNTY HOUSING AUTHORITY
September 19, 2016
The regular meeting of the Board of Commissioners of the McHenry County Housing Authority was called to order by Chairman Leathers at 1:30 PM on September 19, 2016 at the offices of the Housing Authority, 1108 N. Seminary, Woodstock, Illinois.
ROLL CALL:
Commissioners Present: Keith Leathers, Chairman
Mary Reid, Vice Chairman
Mary Donner
Evelyn Carter
Lyn Orphal
Kevin Myers
Commissioners Absent: Thomas Vaclavek, Jr.
Also Present: Julie Biel Claussen, Executive Director
Holly Lyons, Technical Services Director
Francis Gosser, Attorney
Yvonne Barnes, County Board Liaison
Melissa Taylor, Senior Housing Manager
DEPARTMENT PRESENTATION: Melissa Taylor informed the Board of Commissioners about the programs that she manages. She described the challenges that she has filling vacant units due to the slow process involved when seniors decide to move. Sometimes they may have to wait to sell their current home and other times they plan to move to our complex and decide at the last minute that they do not want to make the change. Mellissa Taylor left the meeting at 1:40 PM.
MINUTES: Commissioner Reid moved, seconded by Commissioner Orphal, to approve the minutes of the August 15, 2016 meeting as written. There was unanimous approval, and Chairman Leathers declared said motion carried.
COMMISSIONER COMMENTS / PUBLIC COMMENTS: None.
FINANCIAL REPORTS: Commissioner Reid made a motion to accept the financial reports for August, 2016. Commissioner Orphal seconded the motion. Discussion: Biel Claussen presented the financials for August. The Section 8 program had a gain in the Administration of $1,871.58 this month. The administrative reserve is $225,837.35. There was a loss in the Housing Assistance Payments account of $10,706.50 this month. Commissioner Myers asked what an acceptable HAP reserve would be. Biel Claussen explained that HUD wants our HUD Reserve to be $0; they want to hold on to the funds that we are eligible for, to be disbursed on an as needed basis. In the past, Housing Authorities were allowed to hold on to unused HAP and the reserves became quite high. This new method ensures more clients are being served nationwide. Public Housing had a small loss of $697.65. The Public Housing reserve is at $256,867.63. The Cost Allocation shows $37,719.66 expenses allocated among the programs. The SilverTrees I had a loss this month of $411.00 with 2 vacancies. SilverTrees II had a gain this month of $268.29 with 2 vacant units. GreenTrees had a loss of $876.19 this month with 3 vacancies and 7 year to date vacancies. The LIHEAP program began seeing clients in September, so no expenses have been incurred. The Weatherization report shows a small balance in the HHS budget that ended 6/30/16 and we have just started spending the 2017 program funds. The 2015 CDBG Program is complete and we completed construction on 14 homes. The 2016 CDBG Rehab Program has just begun and it is 3.8% spent. The RHS program had only administrative expenses this month. The CSBG 2016 is 28% spent. The 2016 Senior Dental program is 76% spent. We have spent 72% of the funds allocated for the Veteran’s Dental Program. There was a gain for Renaissance Apartments of $2,413.45 this month.
A roll call vote was called on the motion to approve the August financials and the Commissioners all voted aye. The motion carried.
BILLS DUE: Biel Claussen presented the legal bill in the amount of $2,012.50. Commissioner Reid voted to approve the payment to Attorney Gosser in the amount of $2,012.50. Commissioner Carter seconded the motion. A roll call vote was taken and all of the Commissioners voted in favor of the motion. Motion carried.
LEGAL MATTERS: Attorney Gosser stated that there have been two evictions filed. He has not heard from IHDA regarding the purchase of the Renaissance Apartments.
PROGRAM REPORTS:
Section 8 – There are currently 911 families receiving Section 8 rental assistance. There are 42 VASH units leased. There are currently 296 names on the waiting list, with an anticipated wait time of 4 years to receive a voucher. Biel Claussen discussed the new payment standards. The Section 8 Coordinator reviewed lease up information that showed that our participants were having difficulty finding units within our payment standards. Additionally HUD wants us to ensure that participants have rental opportunities in communities throughout the county. Biel Claussen recommended increasing the payment standards to the newly published FMR rents issued by HUD. Commissioner Reid made a motion to approve the new Section 8 Payment Standards. Commissioner Orphal seconded the motion. A vote was called on the motion and all of the Commissioners voted affirmatively. The Motion carried.
Public Housing- There is currently 180 people on the wait list with no vacancies. There is one eviction currently in process. Biel Claussen presented the proposed flat rent for the Public Housing units that are at a level equal to 80% of the area FMR as published by HUD ($1,255 for a three bedroom – utility allowance). Commissioner Reid made a motion to approve the Flat Rents as presented. Commissioner Carter seconded the motion. The motion was put to vote and all of the Commissioners voted in favor of the motion. The motion carried. Biel Claussen presented the Capital Fund report that shows progress in completing the 2015 grant funds.
LIHEAP – The program began on September 1 for this year and the PIPP Program choice is back for clients.
Weatherization – The 2017 program has just begun. Biel Claussen disclosed a potential conflict of interest to the Commissioners. The new weatherization auditor has a personal relationship with one of the contractors that works on weatherization. Biel Claussen discussed how this potential conflict is being mitigated, but wanted to ensure that it has been disclosed.
Rehab Program - We have just started the 2016 program year. Some applicants for 2015 funding have been referred to the 2016 program.
Community Services –Biel Claussen presented the budget for the 2017 CSBG program that had been approved by the advisory commission. Commissioner Orphal made a motion to approve the 2017 CSBG budget as presented and Commissioner Reid seconded the motion. The motion was voted on by the Commissioners and passed unanimously. Biel Claussen presented a request to ratify the submission of the Senior Services Commission Grant application in the amount of $40,000 that would fund the 2017 Senior Dental Program. Commissioner Reid made a motion to ratify the submission of the grant application for the 2017 Senior Dental Program. Commissioner Orphal seconded the motion. All of the Commissioners voted in favor of the motion and the motion carried.
Senior Housing- The report discusses the need for a major plumbing project at SilverTrees II that would repair a defect in the pipes that leads to sewage backup.
Renaissance Apartments- There is 45 applicants on the waiting list currently. There is an eviction in process for nonpayment of rent.
Executive Director Report – Biel Claussen discussed her written report.
ADMINISTRATIVE BUSINESS:
Senior Services Grant Commission - Commissioner Reid stated that the Commission will meet on Friday to determine which applications will be approved.
Computer Server Upgrade – Biel Claussen discussed the need to upgrade the computer server. We have discussed this with our computer consultant and he has given us a quote the would include labor and materials. Commissioner Reid made a motion to upgrade the computer server at a cost not to exceed $3,000 parts and labor.
Executive Session – Commissioner Orphal made a motion to enter into Executive Session pursuant to 5 ILCS 120/2 (c) 21: Closed Session Minutes Review and 5 ILCS 120/2 (c) (11) Pending or Threatened Litigation at 2:25 PM. Commissioner Reid seconded the motion. A roll call vote was taken and all of the Commissioners voted in favor of the motion. The motion carried. Commissioner Orphal made a motion to exit Executive Session. Commissioner Reid seconded the motion. A roll call vote was taken and all of the Commissioners voted in favor of the motion. The motion passed.
Review of Closed Session Minutes: Commissioner Reid made a motion to release the closed session minutes of August 17, 2015 and that it was determined that there is a need for confidentiality of the other nonreleased closed session minutes. Commissioner Orphal seconded the motion. The Commissioners voted on the motion and it passed unanimously.
COMMISSIONER COMMENTS / PUBLIC COMMENTS: None.
NEXT MEETING: October 17, 2016.
ADJOURN: Commissioner Reid made a motion to adjourn the meeting at 2:36 PM. Commissioner Orphal seconded the motion. The motion passed unanimously and the meeting was adjourned.
Respectfully Submitted:
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Julie Biel Claussen, Secretary Keith Leathers, Chairman