HOUSING AUTHORITY BOARD OF COMMISSIONERS — Agenda Packet

HOUSING AUTHORITY OF THE COUNTY OF PORTAGE 1001 Maple Bluff Rd Ste 1, Stevens Point WI 54482 Housing Office: 715-346-1392 “This institution is an equal opportunity provider and employer.” RESOLUTION OF THE HOUSING AUTHORITY OF THE COUNTY OF PORTAGE POLICY 2026-A RESOLUTION 26-08 RE: SIGNATURES REQUIRED ON HOUSING AUTHORITY OF THE COUNTY OF PORTAGE FINANCIAL INSTITUTION HELD ACCOUNTS WHEREAS, Policy 2026-A - Signatures Required on Housing Authority of the County of Portage Bank Accounts replaces Policy No. 87-C, Policy 2008-A, Policy 2018-A, Policy 2020-A, Policy 2024-A as follows: Any Financial Institution of which the Housing Authority of the County of Portage has an account(s) established, will only be required to have one authorized signature for any type of transaction except for Project I – Reserve Account. Project I – Reserve Account – Reserve withdrawals must be finalized by Rural Development. Depending on the Reserve withdrawal – the withdrawal may only require one signature of the Housing Authority for pre-approved Reserve withdrawals but Rural Development may require a withdrawal to have a Rural Development representative sign off on the withdrawal. This account must have the United States Department of Agriculture – Rural Development-Multi-Family Housing-Deposit Account Control Agreement signed by the Housing Authority of the County of Portage; the Financial Institution holding the Project I - Reserve Account; and an authorized Rural Development representative; and WHEREAS, A bonded, authorized Board Member will be the main authorized signer on all accounts but the Housing Authority of the County of Portage will have the Executive Director as another authorized signer on all accounts in the event the bonded Board Member is unable to perform such duty; and WHEREAS, For checks-and-balances or accountability: Checks will be prepared by Executive Director and signed by an authorized signer (Board Member first, Executive Director as backup). The Board of Commissioners review all check registers from the accountant at a scheduled Board of Commissioners’ meeting to ensure there are no suspicious payments. If there are any payments that are being questioned, the invoices are pulled; Board reviewed and verified with the check processed. The Board reviews previous and current balances of all held Financial Institution accounts; and WHEREAS, As always, if there is any suspicious activity going on, the Board would review and would report any criminal activity to the proper authority and disciplinary and/or termination of staff member(s)/authorized signer could take place; and NOW, THEREFORE BE IT RESOLVED, The Board of Commissioners of the Housing Authority of the County of Portage authorizes the adoption of Policy 2026-A – Resolution 26-08. Dated this 2 nd day of September, 2026 ____________________________ _____________________________ Chris Doubek, Member Sharon Mras, Member ____________________________ _____________________________ Christian Budzinski, Member Mike Splinter, Member ____________________________ Nathan Sandwick, Member HOUSING AUTHORITY OF THE COUNTY OF PORTAGE 1001 Maple Bluff Rd. Ste 1 Stevens Point WI 54482 Housing Office: 715-346-1392 “This institution is an equal opportunity provider and employer.” RESOLUTION OF THE HOUSING AUTHORITY OF THE COUNTY OF PORTAGE RESOLUTION NO: 26-09 RE: UPDATED - SEGREGATION OF DUTIES WHEREAS, The Housing Authority of the County of Portage in Wisconsin is a small agency with limited staff, and WHEREAS, annual audits continually find “Audit Findings” in regards to: Segregation of Duties; Preparation of Reports; Preparation of Adjustments; Handling of Federal Awarded Funds; and Year-End Reporting, and WHEREAS, to satisfy the Audit procedure requirements, our agency needed to create a policy that addressed the continual “Audit Findings”, and WHEREAS, a policy was originally created: Resolution 17-03 - Segregation of Duties, was updated as of Resolution 25-24, which was included in the “HAPC Administration Policy and HCV Administrative Plan”, and WHEREAS, the policy that was updated: Resolution 25-24 - Segregation of Duties, needed to be updated, which is to be included in the “HAPC Administration Policy and HCV Administrative Plan”, and NOW, THEREFORE BE IT RESOLVED, that the Board of Commissioners of the Housing Authority of the County of Portage in Wisconsin do hereby adopt the updated attached policy for “Segregation of Duties”, which is included in the “Housing Authority of the County of Portage Administration Policy and Housing Choice Voucher Administrative Plan.” Dated this 2 nd day of September, 2026. ____________________________ _____________________________ Chris Doubek, Member Sharon Mras, Member ____________________________ _____________________________ Christian Budzinski, Member Mike Splinter, Member ____________________________ Nathan Sandwick, Member HOUSING AUTHORITY OF THE COUNTY OF PORTAGE 1001 Maple Bluff Rd Ste 1, Stevens Point WI 54482 Housing Office: 715-346-1392 “This institution is an equal opportunity provider and employer.” RESOLUTION OF THE HOUSING AUTHORITY OF THE COUNTY OF PORTAGE RESOLUTION NO: 26-10 RE: ESTABLISH NEW SIGNERS FOR OUR FINANCIAL INSTITUTION HELD ACCOUNTS WHEREAS, The Housing Authority of the County of Portage has depository resolutions and/or signature cards for all Financial Institution held accounts; and WHEREAS, The Housing Authority of the County of Portage’s current authorized signer(s) per Resolution 24-15 are as follows: Stacy Cieslewicz, Executive Director, as main Financial Institution held account signer; Christian Budzinski, Board Member and Chris Doubek, Board Member as additional authorized signers for all accounts held by our Financial Institutions for the Housing Authority of the County of Portage; and WHEREAS, The Housing Authority of the County of Portage has to change the authorized signer(s) effective September 4, 2026; and WHEREAS, New depository resolutions and/or signature cards are required by our Financial Institutions to establish the new authorized account signers and account signature cards, and WHEREAS, New signers have been established effective September 4, 2026; and NOW, THEREFORE BE IT RESOLVED, The Board of Commissioners of the Housing Authority of the County of Portage authorizes, as main Financial Institution held account authorizers; Chris Doubek, Board Member; Christian Budzinski, Board Member; and as an additional authorizer, Wendy Jasurda, Executive Director for all accounts held by our Financial Institutions for the Housing Authority of the County of Portage per the Housing Authority Policy 2026-A Resolution 26-08 and Segregation of Duties Policy Resolution 26-09 will be followed by The Board of Commissioners, authorized Financial Institution held account signers, and housing authority staff. Dated this 2nd day of September, 2026 ____________________________ _____________________________ Chris Doubek, Member Sharon Mras, Member ____________________________ _____________________________ Christian Budzinski, Member Mike Splinter, Member ____________________________ Nathan Sandwick, Member HOUSING AUTHORITY OF THE COUNTY OF PORTAGE 1001 Maple Bluff Rd., Ste 1, Stevens Point WI 54482 Housing Office: 715-346-1392 “This institution is an equal opportunity provider and employer.” RESOLUTION OF THE HOUSING AUTHORITY OF THE COUNTY OF PORTAGE RESOLUTION NO: 26-11 RE: AMENDMENT AND READOPTION OF THE BY-LAWS OF THE HOUSING AUTHORITY OF THE COUNTY OF PORTAGE IN WISCONSIN WHEREAS, The Housing Authority of the County of Portage in Wisconsin adopted By-Laws on 12-13-72 and amended these By-Laws on 9-4-80, 12-29-86, 8-9-90, 11-21-11, 11-19-12, 11-17-14, 12-21-15, 11-12-17, 11-15-18, 11-10-21; 12-14-22; 2-8-23; 11-12-25; and WHEREAS, there are changes that needed to be updated, and NOW, THEREFORE BE IT RESOLVED, that the Board of Commissioners of the Housing Authority of the County of Portage in Wisconsin do hereby amend and readopt the attached By-Laws of the Housing Authority of the County of Portage in Wisconsin. Dated this 2 nd day of September 2, 2026. ____________________________ _____________________________ Chris Doubek, Member Sharon Mras, Member ____________________________ _____________________________ Christian Budzinski, Member Mike Splinter, Member ____________________________ Nathan Sandwick, Member HOUSING AUTHORITY OF THE COUNTY OF PORTAGE 1001 Maple Bluff Rd., Ste 1, Stevens Point WI 54482 Housing Office: 715-346-1392 “This institution is an equal opportunity provider and employer.” RESOLUTION OF THE HOUSING AUTHORITY OF THE COUNTY OF PORTAGE RESOLUTION NO: 26-12 RE: BY-LAWS FOR PC HOUSING, LLC WHEREAS, The Housing Authority of the County of Portage in Wisconsin had created an owner entity named, PC Housing, LLC per Resolution 22-08; and WHEREAS, PC Housing, LLC had to establish its own By-Laws – Resolution 22-12; and WHEREAS, the current By-Laws of PC Housing LLC needed to be updated; and WHEREAS, PC Housing LLC entity is owned by Housing Authority of the County of Portage; and NOW, THEREFORE BE IT RESOLVED, that the Board of Commissioners of the Housing Authority of the County of Portage in Wisconsin do hereby amend and readopt the attached By-Laws of PC Housing, LLC in the County of Portage in Wisconsin. Dated this 2 nd day of September, 2026 ____________________________ _____________________________ Chris Doubek, Member Sharon Mras, Member ____________________________ _____________________________ Christian Budzinski, Member Mike Splinter, Member ____________________________ Nathan Sandwick, Member