Lake County Gazette

City of Highland Park Housing Commission met April 4.

Here is the minutes provided by the commission:

I. Call to Order

At 10 am Chairman Ross called the regular meeting of the Highland Park Housing Commission, Peers Housing Association, Ravinia Housing Association, Walnut Housing Association, and the Sunset Woods Association to order. Each of the Commissioners also serves as Directors of each of the Housing Associations. Chairman Ross asked Staff to call the roll.

II. Roll Call

Commissioners present remotely: Chairman Ross; Commissioners Abreu, Adler, Berkun, Bernstein, Paushter, & Tapia

Commissioner Absent: None

Councilman Present Remotely: Michelle Holleman

Others present remotely: Mayor Nancy Rotering, Evergreen Real Estate Services

Executive VP of Operations John Kennedy, Director of Property

Management – Affordable Zalina Jones, and Regional

Supervisor Harold Eich.

Staff Present Remotely: City Manager Ghida Neukirch, CD Director Joel Fontane, Senior Planner Charmain Later; Computer Services Manager Jon O’Connell (departed at 10:13am); Corporate Counsel Hart Passman

III. Staff Report

1. Property Management

Chair Ross opened the meeting by stating that HUD subsidies are based on 30% of a person’s income. So if their income goes down, so does their rent. Even if they have no income, HUD will fully subsidize. There would be no evictions. He asked Sr. Planner Later to summarize the cleaning and social distancing protocols being impacted. Sr. Planner Later provided a brief overview and said Director Fontane had a presentation for more detail and ERES had called in to answer questions and join the discussion.

Director Fontane provided a presentation of the current cleaning protocols using HUD and CDC recommended cleaning protocols for the buildings. ERES is following guidance from HUD and CDC for recommended cleaning protocols at the buildings. Common areas are cleaned multiple times per day. ERES is keeping a log of the cleaning at the Peers & Walnut buildings. Both the Walnut and Sunset Woods building received a deep cleaning after the Covid positive cases were found.

Director Fontane presented that tenant communications have included a six-page Q&A from ERES delivered on March 17 that discusses precautions, what building management is doing, and who to call for assistance. Management staff continue to be onsite, but offices are closed to walk in. Staff are working by email, phone and remotely when possible.

Additional communications include notices posted throughout the building regarding visitors, which are limited to essential visitors (caregivers, health care providers, and food delivery). All entryways, including the laundry room, have signs posted limiting the number of occupants, not to linger, and to practice social distancing. Signs are in English and in Russian.

2. Property Operations

Director Fontane continued the presentation to discuss property operations. Only essential repairs are being done. This includes a plumbing project at Walnut, which started before the Stay at Home Order but is at a stopping point as the resident of one of the affected units does not wish to allow the work to be done at this time. Mail and newspapers are handled in the main lobby mailbox area.

One move in at Peers is scheduled on April 9. ERES will ensure the least amount of contact with current residents is maintained. No other move-ins are scheduled and no units will be shown at this time. All community rooms have been closed.

IV. New Business

1. Highland Park Financial Assistance to Residents

Chair Ross stated that HUD subsidies are based on 30% of a person’s income. So if their income goes down, so does their rent. Even if they have no income, HUD will fully subsidize. There would be no evictions. He said if the income goes down the subsidy will change. He said HUD is being very flexible with reserves which both of these properties have to give the management of the buildings some flexibility, even to the point of deferred mortgage payments. He said there is no issues or concerns regarding the tenants and rent payment or their ability to stay in their units. He asked ERES to talk about their cleaning and social distancing protocols.

Mr. Eich from ERES discussed the protocols. Tenants are doing the best they can under a difficult situation but are abiding by the rules. Mr. Eich said the senior residents have Social Security and Medicare and mostly are on a fixed income, and those sources are not changing. He said about 5% of the residents are employed. He said there were less than five residents expressed concern regarding their ability to pay rent. He continued that the townhome residents may be more likely to have income changes. He said the cleaning staff have been doing a good job and ERES staff meeting frequently as a group to discuss cleaning protocols and other matters.

Chair Ross asked if tenants are respecting the rules. Mr. Eich said the only central room where residents could meet would be the laundry room. Tenants are creating schedules to minimize contact. Tenants are not congregating. Residents are doing a good job of self-policing. ERES has not had to intervene much.

Chair Ross asked about cleaning. If there are janitors and if there is equipment. Mr. Eich reported like other places, cleaning staff would hope for more masks and gloves, but have sufficient equipment. They are addressing high-traffic areas. Supplies are on backorder, but that is an industry-wide problem, but they do have a good supply and inventory now. Logs were sent to Sr. Planner Later that shows the high traffic areas are clean three times per day and addressed more as needed. Cleaning is paramount and done several times per day.

Chair Ross asked about 24-hour staffing.

Mr. Eich said there have not been concerns about needing 24-hour staffing. He said he received some quotes and talked to other ERES managed properties that have 24 hour security on site. He said most of the buildings that have such a presence are located in communities that need extra security. Have not received any complaints regarding congregating or increased visitors afterhours. There are two entrances at Peers and Walnut both, without camera systems or people to monitor them. The 24 hour personnel would only serve to monitor the hall and entrances and stop people from congregating in the halls. It would not be his recommendation, but ERES would follow recommendation from the City. John Kennedy, Executive Vice President of ERES commented that 24-hour staff would not likely add any value. Would likely only be a comfort factor. He added that ERES manage a significant number of senior buildings and on the whole the residents understand they are an at risk group and self-police themselves for their own safety.

Commissioner Tapia asked if there was adequate access to food. Mr. Eich reported that food delivery was offered to residents by Moraine Township with very little interest (four residents total) but it will continue to be offered. Other grocery shopping services are offered by Faith in Action. Many residents commented they have friends or family that are assisting them with food delivery. They have provided contact information for delivery services.

Commissioner Paushter asked about hand sanitizer availability. Mr. Eich reported there are hand sanitizer stations at elevators offices and common spaces. When it gets depleted, it gets replenished, but not available for every floor. It is on order but it is hard to get it now.

Councilman Holleman stated there should be hand sanitizer at each elevator bank. The City may have some at City Hall that can be redirected since City Hall is closed. 28Mile is also offering sanitizer. It is critical to offer sanitizer. Mr. Eich said he would welcome sanitizer repurposed from City Hall.

Councilman Holleman recommended ERES to move furniture together and cover so the common area next to the laundry room is not accessible at Peer and close all other common areas. Also concerned about hearing people are walking the hallways for exercise.

Mr. Eich said he had not seen people congregating in common areas, but we can further move furniture.

Chairman Ross expressed concern about isolation of residents.

Mr. Kennedy addressed common area. Wants to make sure that there is a requirement to maintain the bathroom and have it available from a legal standpoint. He said HUD may require public bathrooms be left open.

Coming from HUD, we need to strike a balance between safety and violating civil rights. Mr. Kennedy suggested that if we receive a complaint, instead of putting a blanket policy, instruct staff to address the issue as the complaint comes up and deal directly with the resident.

Mr. Eich noted that the Social Service Coordinator is calling residents with wellness checks. And have been working with staff to deliver packets of activities.

Commissioner Paushter asked if it possible to inform residents that they can go outside for exercise. Also, do they have access to masks?

Mr. Kennedy said they are not providing masks. They have not been available and have been trying to obtain masks for staff. They have not been able to obtain masks and can’t require residents to wear them.

Chairman Ross noted that there is a requirement now that people wear a mask when out in public and cannot maintain social distancing. And people can wear homemade devices.

Mr. Eich said they could communicate this to residents and strongly recommend that they use a mask.

Commissioner Bernstein asked about the status of the person who tested positive at Walnut for COVID. Asked if ERES is in touch with the Lake County Health Department for testing.

Mr. Eich said they received good news. The Walnut resident who tested positive was an elderly resident in their early 90’s. They had minimal contact with anyone. She was asymptomatic and self-quarantined for 14 days. ERES received notification from her doctor that she and her husband, who did not test positive, cleared the 14 days quarantine. Everyone is healthy and doing well. No other known persons at Walnut or Peers known to be impacted.

In contact with several members of the Lake County Health Department and provided as much information as they could. They were not concerned with community exposure since they did not have contact with common areas or other residents.

Mr. Kennedy said they will follow up about testing with the Lake County Health Department on Monday. They have received concerns that it is difficult to get testing.

Senior Planner Later said that a Covid-19 case was reported at Sunset Woods (not one of the rental unit tenants). She is quarantined and is doing well. Building management company, Berkson Management, representative said she would make wellness calls to her on a daily basis. Wellness calls would continue to be conducted by HODC to the rental tenants.

Commissioner Tapia asked to revisit common areas. Even one use of the bathroom could contaminate the facility. Can it be cleaned after every use? Also, what can be done to reactive the social community through online mechanisms so they can connect?

Mr. Eich can spur those efforts with the Coordinator. It is challenging because is a separation in the senior population where the older population does have email. Newer residents are more open, and there had been previous technology training, but this has been halted. This can be looked into and improved upon.

Councilman Holleman said the purpose of this meeting is twofold: enhance life safety at properties. She didn’t understand if we are doing everything we can in terms of cleaning and limiting access to common areas. Other aspect is how to support residents financially. From a City perspective we asked all landlords to make concessions for lessees in recognition of the financial hardship at this time. Is it reasonable to ask the same of these buildings?

Chair Ross noted that this is not an issue at our buildings. The subsidy changes for individuals whose income changes. Where it comes to other social and financial aid, the social service coordinator should be able to help them access those funds.

Councilman Holleman said there may be increased expenses such as grocery delivery, cleaning supplies, and internet service for people on fixed incomes. Is it reasonable that we could waive that 30% rent for a month or two.

Mr. Kennedy said that property still has to meet its financial obligations to pay utilities, employees, and mortgage. ERES is are not deferring rent across its portfolio. ERES is involved with National Multi-Family Council and others and not seeing concerns at subsidized properties.

Corporation Counsel Passman noted that HUD has issued a moratorium on evictions. Not sure about Illinois Housing, but it is indicative of attitude of legislators. The Commission is the landlord here and they are doing the right thing to explore the options. Keep in mind the steps the Commission can take for each of the properties.

Chair Ross said Evergreen should be commended given the situation. Where the City can help is with supplies, such as hand sanitizer. We can put out information on how to make masks and keep educating. We should look at the bathroom at Peers. If it not going to be hardship, no need to have it there.

Mayor Rotering noted that the community has stepped forth with making cloth masks. Regarding financial assistance, that could be counted as income and create more issues.

Senior Planner Later noted that stimulus checks would not be counted as income and would not impact rent.

Vice Chair Berkun said it was time to review the action items. He requested City Manager Neukirch to follow up on getting hand sanitizer from 28Mile Distillery. We can do a call for masks and get the distributed. Will check with the Park District and schools if there are any supplies that can be used with those facilities closed.

Vice Chair Berkun suggested removing chairs from the common areas. ERES would provide information to residents about masks.

Commissioner Paushter discussed a great presentation for renters’ rights. Sounds like tenants are doing well, but how is the service coordinator working with residents?

Mr. Eich said there is a Social Worker who works four days a week at Walnut and Peers one day a week. She currently works from home now but her contact info is available to all residents and staff. There is more contact now than previously because she is doing wellness checks daily and weekly. The Social Worker is billed for 40 hours/week through North Shore Senior Center.

Commissioner Tapia asked if we need another part time social service coordinator.

ERES said they will coordinate with the social worker to identify if more time is needed for another social worker or more hours for this social worker.

Senior Planner Later asked if it would be more appropriate to cover the chairs rather than move them. She also asked for clarification as to the Housing Commission’s recommendations.

Chair Ross said ERES will manage how to secure the furniture. He said it doesn’t appear 24-hour security would change anything. Chair Ross said he did not think any of the items discussed need a motion. City Manager Neukirch said that that was correct except for where an action would require an expenditure such as for the 24-hour security personnel a motion should be made.

Commissioner Berkun and Chair Ross discussed the possible need for additional hours for the Social Service Coordinator. Mr. Eich said he would review the term of the contract and it could possibly be amended if more hours or an additional employee is needed.

Commissioner Paushter asked if we can do a tenant survey to see what their needs are now. Chair Ross said he knows ERES does tenant satisfaction surveys. Maybe we should do one now to see what the current needs are. Mr. Eich said the needs right now may be different than going forward.

Chair Ross summarized the Commission direction and recommendations:

 Pursue cleaning supplies, hand sanitizer, and dispensers for one available on each level of Walnut and Peers

 Call for masks and for homemade versions

 Survey

 Look at bathroom issue at Peers, whether that would remain open or should be closed. If it remains open then increased signage about cleanliness and alerting staff when it has been used

 Look at removing or covering furniture

 Evergreen will look at the costs of an additional Service Coordinator

Commissioner Tapia added how to address social health via social media and providing mental health support resources. Chair Ross said that was a good suggestion but not sure how to implement. He said ERES has provided some activities digitally. Commissioner Paushter suggested if others can assist those who have trouble with digital access. Chair Ross suggested that ERES reach out to family members that may be able to assist with teaching digital skills. Mr. Eich said as part of the survey they could ask the preferred manner of communication and comfort with technology.

City Manager Neukirch asked if there was a need for the 24-hour security. Councilman Holleman said she is not as concerned about 24-hour security but had questions about the frequency of cleaning. Councilman Holleman asked Sr. Planner Later regarding the frequency of cleaning. Sr. Planner Later said logs are kept and the protocols as recommended by HUD and the CDC are being followed.

Mr. Eich gave more details on what is cleaned and when. High impact areas are cleaned at least three times per day. Other areas are cleaned at least once per day. He concurred that the logs indicate when the area was cleaned. ERES maintenance is only doing emergency work orders so the focus is on cleaning, following the HUD and CDC directives.

Councilman Holleman continued that there was a complaint that they don’t see cleaning occurring, and she realizes that residents may be in their apartments and not aware. She wants to make sure we are doing everything we can to clean the buildings.

Mr. Eich said that cleaning occurs morning, afternoon, and evening for high impact areas or common area. Other areas are cleaned every once or twice a day. Maintenance is only doing emergency work orders. Peers and Walnut have dedicated janitors. Walnut had a deep cleaning after positive case. Could consider routine deep clean two times per year as an extra measure. Cleaning could be increased to five times per day if needed. Residents are welcome to let staff know if areas need to be cleaned.

Commissioner Abreu added that right now we are having increased cleaning and reduced traffic. Mr. Kennedy added they have a dedicated Director of Facilities Management who is coordinating the cleaning protocols and communicating directly to onsite maintenance staff to make sure they are following protocols, have any questions, and to address their concerns if any. It’s not just coming from Mr. Eich but it’s at an organizational management level.

Mr. Ross said if there was no motion then he would like to end the meeting. He thanked ERES and staff and said we should continue to monitor because issues could change weekly. Commissioner Tapia asked how frequently the HC should get updates. Chair Ross asked Sr. Planner Later if she could provide weekly updates. Senior Planner Later said she can continue to provide weekly updates to the Housing Commission similar to the update she provided the past week. Chair Ross added that the HC could meet remotely as needed if issues arise that need attention and asked Commissioners to contact her with concerns or if they hear of any issues. Sr. Planner said Chair Ross had her cell phone number but she could be reached by email.

Mayor Rotering said she would like the updates forwarded to City Council as well. Director Fontane reminded the group of the Open Meetings Act.

Adjournment

V. Commissioner Adler moved to adjourn. Vice Chair Berkun seconded. All in favor.Meeting ended at approximately 11:20am.

http://highlandparkil.iqm2.com/Citizens/FileOpen.aspx?Type=12&ID=2344&Inline=True