Minutes: Housing Authority: November 2006

Housing Authority of the City of Evansville
455 S. First Street ! P. O. Box 205 ! Evansville, WI 53536-0205 ! 608-882-4518 ! Fax: 608-882-0432

November 10, 2006

The Board of Commissioners of the Housing Authority of the City of Evansville met on

November 8, 2006 at 6:30 p.m. in the community room of the South Meadow Apartments. Commissioners Skinner, Miller, Sperry, Hagen, and Wilbur were present. Also present was Toni Coats, Executive Director.

The meeting was called to order by Chairman Skinner. “Missing Section 8 rent checks” was added to the agenda. A motion was made by Commissioner Miller and seconded by Commissioner Sperry to approve the agenda as amended. The motion was carried by unanimous vote.

A motion was made by Commissioner Hagen and seconded by Commissioner Miller to approve the minutes of October 11, 2006 as received. The motion was carried by unanimous vote.

A new accounts payable list was distributed. After a discussion, a motion was made by Commissioner Wilbur and seconded by Commissioner Sperry to accept the accounts payable list as presented. The motion was carried by unanimous vote.

Old Business:

There was no old business to discuss.

New Business:

The Housing Authority invited four Insurance companies to bid on the Business Owner’s Insurance for 2006-07. American Family Insurance Company, our current insurer, provided the only bid. Two others wrote us that they could not be competitive with American Family’s bid based upon past bids. The Executive Director met with the new American Family Insurance agent, Andrew Peart, and he suggested that optional coverage be added to the policy to cover Money & Security coverage for $5,000.00. A bill for that coverage was presented to the Board in the amount of $30.00. Commissioner Hagen reviewed the insurance policy and suggested that the optional coverage of Employee Dishonesty be added, also. A motion was made by Commissioner Hagen to accept the bid from American Family Insurance in the amount of $3,108.00 plus the cost of the two optional coverages. The motion was seconded by Commissioner Miller. The motion was carried by unanimous vote.

Some landlords are offering rent concessions to new and renewing tenants. A question arose as to how this one time concession should be handled. There are no regulations at this time; therefore, each Housing Authority is responsible to adopt their own policy for how it will be handled. After reviewing ways other Housing Authority’s are handling rent concessions, a motion was made by Commissioner Wilbur to treat the rent concession as a one-time gift. The motion was seconded by Commissioner Miller. The motion was carried by unanimous vote. Any tenant receiving a concession must notify the Housing Authority of such. The concession will be entered and waived on the government report – 50058. There will be no impact on the tenant’s rent.

A discussion was held on this year’s Housing Assistance Payment and Administrative Fee budget. It appears that there will be sufficient money to cover the rents this year; however, we may run short on administrative money. If so, it was agreed that we will use our pre-2003 administrative fee reserve to pay for any shortfall.

The Executive Director informed the Board that the Personnel Policy is not up to date. Job titles and duties are outdated, as well as other sections. The Board will begin reviewing and updating the policy during future meetings.

The Executive Director informed the Board that there has been a problem with the delivery of some rent checks in the past two years. Four landlords have reported not receiving their checks after they had been mailed to them on the first of the month. One landlord received her check three weeks late. It had gone to California. Two landlords have never received their original checks and the latest received their check after 7 days, even when it was addressed to Evansville. The problem began when all mail from the Evansville post office started being sent to Madison to be sorted and coded. The Board agreed that we would ask the landlord’s to wait at least one week for their checks before asking us to stop payment on the checks and re-issue them. The Evansville Postmaster has been informed of this problem.


Having no other matters to discuss, a motion was made by Commissioner Miller and seconded by Commissioner Hagen to adjourn the meeting. The motion was carried by unanimous vote. The next regular meeting will be held on Wednesday, December 13, 2006 at 6:30 p.m. in the community room of the South Meadow Apartments.

Respectfully submitted,

Toni C. Coats

Executive Director

Equal Housing Opportunity