| Middletown Public Housing Agency Meeting Minutes December 15, 2009 |
| Tuesday, January 5, 2010 8:18:52 AM - Middletown Ohio |
Middletown Public Housing Agency Meeting Minutes
December 15, 2009
Roll Call
At 5:30 p.m. Mayor Mulligan called the meeting to order in the City Council Chambers of the City Building. Members Present: J. Armbruster, B. Becker, L. Ford, A. Scott Jones, T. Marconi, L. Mulligan and David Schiavone. Staff Present: J. Gilleland, City Manager; Clerk Parr; Comm. Revitalization Director Adkins, N. Wilson, V. Hamilton, C. Strayer, D. Hamet, and R. Dalton. Others present: Council-elect, Dan
Picard, Josh Laubach and A. J. Smith.
Approval MPHA Minutes from October 20, 2009 and November 17, 2009
Mr. Marconi moved for the approval of minutes from October 20 and November 17, 2009. Ms. Scott Jones seconded and the motion carried.
Public comments
None
Review of monthly operations report (CONSOC)
Sandra Joseph stated the draft of the Administrative Plan was being presented tonight for council’s review. The 504 Plan is in the back of the Administrative Plan and is incorporated in the Administrative Plan. They are still working on some issues including direct deposit and direct payment for water services. These services may be extended to include other utilities payments including gas and electric. She asked the committee to review and get back to her with any questions on comments.
The Self-Sufficiency program was discussed. Ms. Joseph stated these are exciting times with thisprogram. There are currently 100 participants and several are graduating from the program this month. She reported on one client who has been on the program for five years and has been free of the Welfare Program for the past 12 months. That client is employed and has been employed for the past five years.
She spoke regarding inspections stating that CONSOC has provided all inspections needed and the inspections that will be done in January are for May recertifications.
She wished all a Happy Holiday Season. She gave her email address for any comments or questions: Middletown@aol.com.
Harrison Joseph, Jr. reported on the following: Occupancy report:
1,517 leased units for September. He reported the total cannot go over 19,944 for
the year. There are months with fewer leased units and months with more.
Mr. Mulligan asked about keeping a rolling 12 months or the past 12 months to show the relationship year to year. Mr. Harrison will provide that information.
Turnover Summary: Mr. Joseph stated the numbers presented are figures for November. The average turnover rate was 71%.
Mr. Mulligan, trying to reconcile numbers in the report, had questions about the number of net new families. He stated you couldn’t get a net increase with the numbers that were reported. Mr. Joseph will check his calculations. He stated there were two new families housed and no net increase. He tried to explain the draw down from the waiting list. They don’t have a lot of people being turned. Many are being screened out.
Complaint Volume Summary: These figures are generated from all email received from the City and they were put into categories. For this month, for the city, criminal drug related were two complaints; one pet complaint; four trash complaints; unsanitary unit; damage beyond normal wear and tear, three; and code violations were four. There were 18 overall complaints and ongoing and unresolved there were none. He reported that unpaid utilities were a big complaint. There was 53 year to date. CONSOC gives a list of all tenants and addresses to Mr. Adkins who forwards those to the water
company and records are checked against tenants. Letters are sent with term date and are tenants are given 30 days to pay or are terminated.
Ms. Gilleland added the city has a policy of working with tenants as well.
Other complaint statistics were discussed. There were some HQS complaints. The total complaints were 119. Ms. Ford asked if the reverse was tracked. If a tenant is having an issue with a landlord, is that tracked. Mr. Joseph responded that’s the Landlord complaint. There were four of those and grass complaints that were levied by the City.
Wait List: was discussed and it was reported that CONSOC hasn’t opened up the wait list this year, it’s down at the bottom. No one has come on the wait list in the past year. The current wait list is substantial and they are not opening up that list.
Mr. Schiavone asked about the 150 units not leased, and why wouldn’t we open up the wait list.
Mr. Joseph responded that the current wait list still has names on it and they are calling those in. It cycles as some go off and others come on. They probably take off 50 from the wait list and 20 are housed of that 50 at least 30 don’t qualify.
Ms. Ford asked about emergency housing situations, and if they would still have an opportunity to get on the wait list.
Mr. Joseph explained HUD’s definition of what is emergency housing.
Ms. Scott Jones asked if there was a way to get a number of how many on the wait list are Middletown residents.
Mr. Joseph responded that probably at least half are residents. He explained that veterans and residents have preference.
Ms. Gilleland asked if there was a way to track the length of Middletown residency.
Mr. Joseph answered they try to use the mail and bills to track. They have to prove residence and
CONSOC looks as birth certificates, Drivers License, mail, bills, gas & electric bills to try and establish residency.
MPHA’s Expenses Year to Date: Mr. Joseph said there is information on the form that has to be supplied by the City. His suggestion would be to also have the other contractor parts filled in so you’ll know exactly how much you are spending.
Mr. Adkins said yes, the City can get that information.
HAP information was discussed.
Ms. Scott Jones said for the record this Administrative Plan is a draft and this can be changed. There was language on page 33 that lists how the council make-up would be. That language needs to be changed. It talks about two appointed at-large and that should say elected.
Mr. Adkins responded affirmatively. He said it is over 430 pages and is up for review. The Joseph’s have done a fantastic job going over several different clauses that were looked at. He said probably 350 pages or more are driven strictly by the HUD regulations.
Ms. Scott Jones commended staff and said she would not nick-pick the document, but will read it in its entirety.
Mr. Joseph thanked Mr. Adkins for giving them two more portals for police background checks which has been very helpful. He thanked Mr. Adkins.
Mr. Adkins reported these forms are the first shot as the reporting documents. They will be tweaking the forms and they are a work in progress.
Ms. Gilleland told CONSOC it would be great if we could include the information in the packet that goes to Council on Friday prior to the meeting on Tuesday. She asked about a couple of additional items that staff is waiting on. Those are the landlord list and real time access reports.
Mr. Joseph said they will provide that.
Review of Housing Quality Standards inspections report (Com Rev.)
Mr. Adkins distributed information and samples of a first few reports to show what the will look like. Also included were copies of letters and samples of inspection forms. There will be more information for the next meeting.
Executive Director comments (City Manager)
City Manager Gilleland said staff and council are still formulating meetings here. At some point they will have to formalize the hour long meeting whether immediately prior to council or on a different date. There will be additional comments on the time and date of meetings.
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