August 18, 2015
MINUTES OF A MEETING OF THE LUCAS METROPOLITAN HOUSING AUTHORITY
The Board of Commissioners of the Lucas Metropolitan Housing Authority met in regular session at the
Collingwood Green Community Room, 800 Division Street, Toledo, Ohio, on August 18, 2015. The meeting was
called to order by Chairman William J. Brennan. The Commissioners present and absent were as follows:
Present:
Absent:
William J. Brennan, Barbara Fuqua, Hugh Grefe, and James Peppers
James Jones
Also present were: Linnie B. Willis, Executive Director; Martin H. LaMar, Deputy Executive Director; Regina P.
Mosley, Executive Assistant; Ebonie Z. Jackson, Finance Director; Vanessa Street, Housing Choice Voucher
Program Director; Aaron Cooper, Asset Management Director; Laura Garrett, Staff Attorney; and, Crystal Dixon,
Human Resources Director.
Special Visitors Included: Cynthia Tetterton-Williams, Cheryl Wilson, Jesse Vasquez, and Demetria Simpson –
LMHA Employees; Ricky Urbina Sr. – LMHA Union President; Christine Steward, Jean Flowers, and Teresa
Abernathy – C-RAB Members.
A motion was made by Commissioner Fuqua to approve the minutes of the Committee of the Whole Meeting of
August 4, 2015. Commissioner Peppers seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers
William J. Brennan, Chairman
ABSTAIN: Grefe (not present)
A motion was made by Commissioner Fuqua to approve the minutes of the Board Meeting of July 21, 2015.
Commissioner Peppers seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
A motion was made by Commissioner Fuqua to approve July bills in the amount of $3,387,987. Commissioner
Peppers seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
A motion was made by Commissioner Grefe to approve Vacated Account Write-offs in the amount of $22,529.07.
Commissioner Fuqua seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
RESOLUTION NO. 8122
RESOLUTION TO HONOR JESSE VASQUEZ
WHEREAS, Jesse Vasquez joined the Lucas Metropolitan Housing Authority (LMHA) on September 12, 1985 as
a Laborer; and,
WHEREAS, Jesse Vasquez continued to serve LMHA as a Maintenance Mechanic I, Maintenance Mechanic II,
Maintenance Mechanic III, and Maintenance Coordinator in AMP 112; and,
1
August 18, 2015
WHEREAS, Jesse Vasquez worked many years serving in progressive maintenance positions where he
exemplified a diversity of knowledge and skills that were evidenced in the quality of the numerous dwelling units,
scattered sites and office facilities that he maintained; and,
WHEREAS, Jesse Vasquez was a loyal employee who readily embraced teamwork and was always willing to
assist other AMPs to achieve their departmental goals (especially during REAC inspections); and,
WHEREAS, Jesse Vasquez served as a model for hard work as a dedicated and efficient Maintenance
Coordinator who expected his subordinate staff to be effective and efficient as well; and,
WHEREAS, Jesse Vasquez enjoys spending time with his family, is an avid golfer and loves to grill, during his
leisure time. Jesse is also very active in the Men’s Ministry at The Church on Strayer; and,
WHEREAS, after 29 years of employment and dedication to the LMHA, its residents and the community, Jesse
Vasquez has retired.
NOW, THEREFORE BE IT RESOLVED, that the Lucas Metropolitan Housing Authority and Board of
Commissioners bid Jesse Vasquez a fond farewell in sincere appreciation for his years of service.
After discussion, Commissioner Grefe made a motion that the Resolution be adopted in the form presented,
Commissioner Fuqua seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
CERTIFICATE OF A RECORDING OFFICER
The undersigned being the recorder and custodian of the minutes of the governing body of the Lucas Metropolitan
Housing Authority on whose behalf the foregoing instrument was executed, hereby certifies that on the 18th day
of August 2015 at a validly convened meeting of the Lucas Metropolitan Housing Authority, at which a quorum
was present and voting the above entitled Resolution was introduced and read and approved.
In witness whereof my hand and seal of the Lucas Metropolitan Housing Authority this 18th day of August 2015.
Lucas Metropolitan Housing Authority
Linnie B. Willis, Executive Director/Secretary
RESOLUTION NO. 8123
RESOLUTION TO HONOR ANTHONY C. BROWNE
WHEREAS, Anthony C. Browne joined the Lucas Metropolitan Housing Authority (LMHA) as a Laborer on
June 8, 1992 and was promoted to Maintenance Mechanic I in 1993, where he remained until 1995, at which time
he resigned; and,
WHEREAS, Anthony Browne returned to serve LMHA on October 23, 1995 as a Maintenance Mechanic I.
Anthony also served in the positions of Maintenance Mechanic II, Maintenance Mechanic III, and Maintenance
Coordinator in AMP 133; and,
WHEREAS, Anthony Browne was a longstanding employee who exemplified a diversity of skills by serving in
progressive Maintenance Mechanic positions, as an officer in AFSCME Local 2916, and ultimately as a
Maintenance Coordinator; and,
2
August 18, 2015
WHEREAS, after 22 years of employment and dedication to the LMHA, its residents and the community,
Anthony Browne has retired.
NOW, THEREFORE BE IT RESOLVED, that the Lucas Metropolitan Housing Authority and Board of
Commissioners bid Anthony Browne a fond farewell in sincere appreciation for his years of service.
After discussion, Commissioner Fuqua made a motion that the Resolution be adopted in the form presented,
Commissioner Peppers seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
CERTIFICATE OF A RECORDING OFFICER
The undersigned being the recorder and custodian of the minutes of the governing body of the Lucas Metropolitan
Housing Authority on whose behalf the foregoing instrument was executed, hereby certifies that on the 18 th day of
August 2015 at a validly convened meeting of the Lucas Metropolitan Housing Authority, at which a quorum was
present and voting the above entitled Resolution was introduced and read and approved.
In witness whereof my hand and seal of the Lucas Metropolitan Housing Authority this 18th day of August 2015.
Lucas Metropolitan Housing Authority
Linnie B. Willis, Executive Director/Secretary
RESOLUTION NO. 8124
REVISE THE AGENCY’S STATEMENT OF PROCUREMENT TO ADD ADDITIONAL
RESPONSIBILITY AND SAFETY REQUIREMENTS
WHEREAS, on April 21, 2004, by Resolution #7406; on October 13, 2006, Resolution #7465; on May 16, 2007,
Resolution #7490; on May 20, 2009, Resolution # 7576; on April 21, 2010, Resolution #7639; on September 15,
2010, Resolution #7664; on August 15, 2012, Resolution #7807; on December 18, 2013, Resolution # 7938; on
March 19, 2014, Resolution #7979, on September 24, 2014, and on February 18, 2015, Resolution No. 8076
LMHA last approved its Statement of Procurement Policy; and,
WHEREAS, the Executive Director seeks to update the Statement of Procurement Policy by adding the following
red and italicized language to Section IV. Contractor Qualifications and Duties, paragraphs 4, 5, and 6:
4. Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all the
bidder’s/offeror’s existing commercial and governmental business commitments; (verification by information on all other active
contracts the offeror is performing and status); be able to comply with all safety rules; and be able to comply with all local,
state, and federal equal opportunity laws.
5. Have a satisfactory performance record; (LMHA will consider offeror’s past job performance and conduct with LMHA. LMHA
will also require offerors to submit contact information for recent contracts they have performed for other customers and
contact them to ascertain the offeror’s quality of performance, including timeliness of delivery/completion, quality of work,
compliance with terms and conditions of the contract, and cost control, if applicable. Inquire of past customers whether or not
they would contract with the offeror again and why. LMHA will research the offeror’s performance history with the LMHA).
6. Have a satisfactory record of integrity and business ethics; (verification with the Better Business Bureau and various State
and Federal Government offices). LMHA will consider offeror’s past job performance and conduct with LMHA as well as past
performance on LMHA contracts.
3
August 18, 2015
WHEREAS, the Executive Director seeks to update the Statement of Procurement Policy by adding the following
red and italicized language to Section VII, Appeals and Remedies, A. General:
Upon the conclusion of the solicitation period and issuance of the Award Notice, all Offerors shall have the right to a
debriefing. Upon the conclusion of the solicitation period and issuance of the Award Notice, all Offerors shall have the right to
a debriefing. The request for a debriefing must be made within 10 days from the date of Award Notice. The debriefing meeting
may be held either by phone or in-person at LMHA’s office. If the debriefing is in-person, travel expenses shall be the sole
responsibility of the Offeror and not LMHA.
NOW, THEREFORE BE IT RESOLVED, that Resolution #8124 has been reviewed and approved by the Board
of Commissioners to begin effective this 18th day of August 2015.
After discussion Commissioner Grefe made a motion that the Resolution be adopted in the form presented,
Commissioner Peppers seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
CERTIFICATE OF A RECORDING OFFICER
The undersigned being the recorder and custodian of the minutes of the governing body of the Lucas Metropolitan
Authority on whose behalf the foregoing instrument was executed hereby, certifies that on the 18 th day of August
2015, at a validly convened meeting of the Lucas Metropolitan Housing Authority, at which a quorum was
present and voting the above entitled Resolution was introduced and read and approved.
In witness whereof my hand and seal of the Lucas Metropolitan Housing Authority this 18th day of August 2015.
Lucas Metropolitan Housing Authority
Linnie B. Willis, Executive Director/Secretary
RESOLUTION NO. 8125
DISPOSITION OF SURPLUS EQUIPMENT
WHEREAS, from time-to-time, the Lucas Metropolitan Housing Authority (LMHA) determines that equipment is
obsolete and no longer used by LMHA.
WHEREAS, LMHA has determined that it is in LMHA’s best interest to see these types of surplus equipment
through its membership with GovDeals, Inc., an online auctioneer.
WHEREAS, LMHA finds that the attached listed equipment is surplus and may be sold “as is” on GovDeals,
Inc.’s website:
Per the Attached Listing
WHEREAS, in the event the attached listed equipment do not sell as a result of advertising on GovDeals, Inc. and
therefore must be disposed of, the Executive Director is the appropriate person to designate the method of
disposition.
NOW, THEREFORE, BE IT RESOLVED, that the Resolution to place this equipment with GovDeals, Inc. for
sale, “as is”, and if the equipment is not sold, that the LMHA’s Executive Director may dispose of such
equipment, be adopted and enforced as follows:
4
August 18, 2015
After discussion Commissioner Peppers made a motion that the Resolution be adopted in the form presented,
Commissioner Fuqua seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
CERTIFICATE OF A RECORDING OFFICER
The undersigned being the recorder and custodian of the minutes of the governing body of the Lucas Metropolitan
Housing Authority on whose behalf the foregoing instrument was executed, hereby certifies that on the 18 th day of
August 2015 at a validly convened meeting of the Lucas Metropolitan Housing Authority, at which a quorum was
present and voting the above entitled Resolution was introduced and read and approved.
In witness whereof my hand and seal of the Lucas Metropolitan Housing Authority this 18th day of August 2015.
Lucas Metropolitan Housing Authority
Linnie B. Willis, Executive Director/Secretary
RESOLUTION NO. 8126
INFORMATION TECHNOLOGY MANAGEMENT SERVICES
WHEREAS, proposals were solicited from qualified professional firms to provide Information Technology
Management Services; and
WHEREAS, three (3) companies successfully responded to the request no later than July 7, 2015; and
WHEREAS, the Request for Proposals (RFP) #15-R012 was advertised in the Toledo Blade and The Toledo
Journal news publications; was posted on the NAHRO eProcurement website, and directly solicited to ninety-two
(92) companies; and
WHEREAS, based on the evaluation scoring, the following company is hereby recommended for negotiating an
Indefinite Quantity Contract (IQC); and
WHEREAS, Patterson and Associates Consulting, LLC with an evaluation score of 84 has completed the Section
3 Non-Trigger Affidavit as its Section 3 Regulation method of compliance; and
WHEREAS, funds for this proposed contract will come from the Central Office Cost Center (COCC) budget.
NOW, THEREFORE BE IT RESOLVED, that the Resolution regarding the award of a contract for Information
Technology Management Services for the Lucas Metropolitan Housing Authority will be negotiated with
Patterson and Associates Consulting, LLC and will be adopted for a period of one (1) year with an option by the
LMHA to extend for two (2) subsequent one-year agreement(s).
After discussion Commissioner Fuqua made a motion that the Resolution be adopted in the form presented,
Commissioner Peppers seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
CERTIFICATE OF A RECORDING OFFICER
The undersigned being the recorder and custodian of the minutes of the governing body of the Lucas Metropolitan
Authority on whose behalf the foregoing instrument was executed hereby, certifies that on the 18th day of August
5
August 18, 2015
2015 at a validly convened meeting of the Lucas Metropolitan Housing Authority, at which a quorum was present
and voting the above entitled Resolution was introduced and read and approved.
In witness whereof my hand and seal of the Lucas Metropolitan Housing Authority this 18th day of August 2015.
Lucas Metropolitan Housing Authority
Linnie B. Willis, Executive Director/Secretary
RESOLUTION NO. 8127
WASTE REMOVAL SERVICES
WHEREAS, sealed bids were solicited from qualified professional firms to provide Waste Removal Services;
and,
WHEREAS,two (2) companies successfully responded to the request no later than July 30, 2015; and
WHEREAS,the Invitation for Bids (IFB) #15-B005 was advertised in the Toledo Blade and the Sojourner’s Truth
news publications, posted on the NAHRO eProcurement website, and directly solicited to three (3) companies;
and
WHEREAS,based on the lowest responsive and responsible bid, it is hereby recommended to award a contract to
Republic Services, Inc. for Ninety-Four Thousand, One Hundred, Forty and 72/100 dollars ($94,140.72); and
WHEREAS,Republic Services, Inc. has chosen Section 3 Compliance Option #4, a Commitment to Contribute to
LMHA’s Section 3 Resident Training Fund as its Section 3 Regulation method of compliance; and
WHEREAS,funds for this proposed contract will come from the Central Office Cost Center and AMP Operating
Funds.
NOW, THEREFORE BE IT RESOLVED, that the Resolution regarding the award of a contract for Waste
Removal Services for the Lucas Metropolitan Housing Authority will be with Republic Services, Inc. and adopted
for a period of one year with four (4) optional renewal periods to be executed in one-year increments.
After discussion Commissioner Grefe made a motion that the Resolution be adopted in the form presented,
Commissioner Fuqua seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
CERTIFICATE OF A RECORDING OFFICER
The undersigned being the recorder and custodian of the minutes of the governing body of the Lucas Metropolitan
Authority on whose behalf the foregoing instrument was executed hereby, certifies that on the 18th day of August
2015 at a validly convened meeting of the Lucas Metropolitan Housing Authority, at which a quorum was present
and voting the above entitled Resolution was introduced and read and approved.
In witness whereof my hand and seal of the Lucas Metropolitan Housing Authority this 18th day of August 2015.
Lucas Metropolitan Housing Authority
Linnie B. Willis, Executive Director/Secretary
6
August 18, 2015
Director’s Report
Executive Director Willis reported on the foundation issues at Westridge Apartments, noting repairs have been
complete in some areas, but water is getting into the foundation in other areas, causing seven units to remain off
line. The two quotes received vary widely in price; the first price quoted was around a million dollars and the
second was around $400,000. Westridge does not have the resources to make the repairs. A loan was made with
Fifth Third Bank to pay for the Cedar Shake material on the outside of the building approximately a year ago.
The loan was increased to a little over $700,000 because there was a loan that Westridge owed to LMHA from
previously having the roof repaired. The two loans were combined. The balloon payment for the mortgage will
be due early April / May of next year. We are exploring options for refinancing the mortgage and also to take
care of the repairs. Based on the 2013 appraisal completed on the property, when we refinance and if we add in
the current outstanding loan, in addition to a loan to make the current repairs, it could be more than what the
property is actually worth. We are looking to obtain another appraisal. In order to move forward and try to get
the work done prior to the end of the construction season, the Chairman of the Westridge Board may have to ask
LMHA to make another loan to Westridge. The question still remains that after all the refinancing is complete,
will Westridge have money to pay back to LMHA. Executive Director Willis also noted that the realtor that sold
the Westridge property to LMHA has reached out to her. He indicated that the market is really up and wanted to
know if we were thinking about selling the property. A recommendation will be brought to the Board at the
Committee of the Whole meeting.
Executive Director Willis attended the NAHRO summer conference held in Austin, Texas and served as a judge
for physical design for the awards of merit, which NAHRO does every year for various projects. The LMHA
Works event, in partnership with HUD and the Small Business Administration was very successful. The Regional
5 Administrator, Mr. Antonio Reilly was in attendance, in addition to Pam Ashby, the Field Office Director in
Cleveland. He asked to be notified of the Grand Reopening of Parqwood.
Executive Director Willis noted that she and Deputy Executive Director LaMar attended an OHFA Debrief for the
2015 LIHTC application, which was not approved. The major competition was Poindexter Village for Columbus
Metropolitan Housing Authority. The new QAP should be out in September. We will apply again in March 2016
for Phase III. We will have to meet with our Board to develop a strategy on how we are going to build out the
rest of the site.
Executive Director Willis noted we may be able to bring EPC to the September Board meeting. We are working
with Grant Capital Management, who is doing the financing. We have to get another rating from Standard and
Poors in order for them to make the loan to us. Information from Enlightened Energy Consultants will also be
provided.
Executive Director Willis provided the Board with a copy of the Annual Report from HAI Group. Additionally,
the new Director of Real Estate and Modernization, Mrs. Demetria Simpson, was introduced to the Board.
Commissioner Grefe noted several meetings back he raised the question of why simply renew a contract that
specified one financing partnership. The market has changed to make available to us other interest, which would
make it more competitive and probably create a little sharper pencil from everybody to our advantage. We did
meet and explored ideas as to whether it would be easier to add an addendum versus rebidding the whole thing.
We agreed that we would try to increase the competition. Executive Director Willis recommended we renew the
contracts with the two companies we currently have, which was brought to the Board previously; and, that we do
another solicitation that says we are going to add to the number of financial services contracts.
Consent Items:
Human Resources
No discussion.
Housing Choice Voucher Program
7
August 18, 2015
No discussion.
Asset Management
Occupancy Manager, Cheryl Wilson noted that an open house was held on Sunday for the Brownstones,
and there were three visitors. She is currently working with one couple that appeared to be very
interested. The City gave us a waiver whereas we can sell units to market-rate individuals opposed to
low-income individuals. Mrs. Wilson also noted two substantial grants were received – one from OHFA
and the other from the City of Toledo – to revitalize and stabilize Central City neighborhoods, and to
make renters in those properties homeowners. Within the first year, the project started off very slow.
Financing was a major problem. You were trying to finance the person with non-traditional credit. To
date, we have ten buyers – three have paid for their homes in full, three have received successful
financing, and four within the financing pool. We are beginning to receive a lot of traction in the program
and it is finally looking up. Mrs. Wilson additionally noted Deputy Executive Director LaMar created a
team consisting of herself, Aaron Cooper, and Delores Williams to look within our own developments for
homeownership. They have come up with some speaking engagements to offer the program to our
residents.
Finance
No discussion.
Modernization / Redevelopment
No discussion.
Legal
No discussion.
Resident Services
No discussion.
Section 3
Central Resident Advisory Board (C-RAB)
No discussion.
A motion was made by Commissioner Fuqua to approve the Consent Items. Commissioner Grefe seconded the
motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
A motion was made by Commissioner Grefe to go into Executive Session to discuss Real Estate. Commissioner
Peppers seconded the motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
A motion was made by Commissioner Fuqua to end the Executive Session. Commissioner Grefe seconded the
motion, and on roll call the following vote was recorded:
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
Commissioner Fuqua made a motion to adjourn the meeting. Commissioner Peppers seconded the motion, and on
roll call the following vote was recorded:
8
August 18, 2015
AYES: Fuqua, Peppers, Grefe
William J. Brennan, Chairman
NAYS: None
There being no further business to come before the Board, the meeting was adjourned at 9:50 a.m. Eastern
Standard Time.
Attest:
William J. Brennan, Chairman
Linnie B. Willis, Executive Director/Secretary
9