Kaukauna Housing Authority Board Meeting Minutes – March 12, 2018
Call to Order: Chairperson Neumeier called the meeting to order 3:12 P.M.
Present: John Neumeier, Debbie Niesen, John Moore, and Henry Beno
Absent: Paula Killian
Excused Absent:
Others present: Lori Ratzburg, Executive Director
Minutes of Previous Meeting and Closed Session Minutes: John N asked for a motion to approve the minutes of the previous meeting. Motion made by John M to approve the minutes of the February 12, 2018 meeting. Seconded by Debbie. Motion passed with all ayes.
General Public Appearance: None.
Financial Report: Financial reports were sent to the Board via email for review prior to the meeting showing detail of checks paid. Public Housing financial report has a beginning balance of $25,910.66; ending balance of $30,747.10 with outstanding checks in the amount of $20.00. Check numbers 23972 to 23995.
The Section 8 Program has a beginning balance of $11,788.86; ending balance of $11,999.56 with outstanding checks in the amount of $829.00. Check numbers 26292 to 26347.
John N asked for a motion to approve the Public Housing and Section 8 financial reports for payment of the bills. Motion made by Debbie to approve the financial report and the payment of the bills. Seconded by John M. Motion passed with all ayes.
Directors Report:
Capital Funds: The Board was provided a spreadsheet for each Capital Fund grant showing the grant amount and the expenditures.
Lori reported on the following Capital Fund Grants:
CFP 2017 –
No draws or expenditures for the month of February 2018.
Public Housing: 69 tenants under lease for February.
Vacancies:
None
Upcoming vacant units for March 2018:
Apartment 106 – Tenant in apartment passed away in February. Family cleaning out the apartment and will be going into the month of March. Family has agreed to pay the pro-rated rent for the time in the apartment in March.
Major Draws from PH in February: (other than out of Capital Funds)
August Winter was paid $1,126 for an annual service contract for the boiler system and $252.08 that was not covered under the contract for repair on one of the boilers; $400 to Bay Fox for advertising; $2,890 paid to Housing Data Systems for our annual renewal of the housing software program; $735 to Speedy Clean for main drain being plugged (this is how we found out the main drain lines were caving in); $2,370 to Tri-City Glass for the new door in the community room; $6,468.50 to Amplitel Technologies out of the WHEDA grant for a down-payment for the new security system; $843 to Church Mutual for worker compensation (paying in 4 payments, this was the first payment out of the 4)
Section 8 Housing Choice Voucher Program: 65 participants currently under the Section 8 HCV program. 4 vouchers are issued and outstanding. February HAP in the amount of $22,642.00 paid to landlords. Housing Assistance Payments received from HUD for February was $22,043.00. We are continuing to draw from the reserves and will monitor the program closely.
Correspondence: None.
Miscellaneous: A tenant was given a non-renewal of lease for lease violations. She had received 2 notices prior for inappropriate behavior and had another outburst during the emergency repair to the main sewer line therefore received the notice. She has requested an informal review which will be set up accordingly.
Tenant Council Activity Report: None.
Closed Session: No reason for closed session.
Return to Open Session: No reason for closed session.
Old Business:
Actual and estimated costs for sewer line repair – Lori provided spreadsheet with the actual invoices from Concrete Cutters and Peterson Plumbing and the proposals from D&M Flooring and Speedy Clean. In speaking with my contact at the Dept of HUD and the Fee Accountant we are not eligible to apply for emergency capital funds for we have too much money in the reserves. Under the FDS system in HUD Secure Systems the Housing Authority should be at a Quick Ratio of 2 and a MENAR score of 2. With taking the funds out, the QR is estimated to be at 2.41; and MENAR estimated to be at 1.59 meaning we will need to watch our spending to the end of the fiscal year. The Board made the decision to take the amount of funds needed for this repair out of the larger CD and no funds out of the smaller CD for it is earning a higher percentage rate. John N asked for a motion to withdraw the required funds from the $100,000 CD to pay for the cost of the emergency drain repair; pay $18,300 to the city of Kaukauna for the loan and continue to make monthly payments to have balance paid off within a one-year time frame. Motion made by John M. Seconded by Debbie. Motion carried with all ayes.
Rent incentives – Lori informed the Board on what was decided at the prior month’s meeting and to confirm the credit of 25% for apartments 101 to 112, which were affected the most by the repair, and 10% for the remaining apartments. This incentive will be applied for April rent.
Flooring options for east wing – Lori provided the samples for the flooring options for the Board to look at and provide input on what flooring they would like. The carpet, walk-off carpet and the paint for the walls was decided on.
New Business:
Audit review and approval – Lori provided the draft of the audit to the Board members prior to the meeting for review. John N asked if there were any questions or concerns and, if not, a motion to approve the audit for fiscal year ending June 30, 2017. Motion made by Debbie to approve the audit. Seconded by John M. Motion passed with all ayes.
WPPI Grant – Lori inquired with the Board on paying a down-payment of $5,000 the city for the loan and then make monthly payments accordingly. The Board stated to pay the city the full WPPI grant of $18,300 and then the lower monthly payments to pay the loan in full within a 12 month time frame.
Projections of withdraws for sewer line repair and maintaining the highest score in HUD systems – This was covered in the Old Business section under actual and estimated costs for sewer line repair.
Announcement and Adjournment: Motion to adjourn was made by Debbie. Seconded by John M. Motion passed with all ayes. Meeting adjourned at 3:55 PM.
Respectfully Submitted,
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Executive Director / Secretary Date
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Board Chairperson Date