Meeting Minutes

DRAFT NOT APPROVED
MINUTES
WEST HARTFORD HOUSING AUTHORITY
Regular Meeting
January 9, 2018
WHHA Conference Room

COMMISSIONERS PRESENT: Kate Miller, Lee Reynolds, Clare Dowd and Alex Shakiroff.

COMMISSOINERS ABSENT: Diana MacPherson

OTHERS PRESENT: George Howell, CEO, Joel Rottman, COO, Jill Corrado, CFO, Tim Mable, Property Manager, Tom Foy, Property Manager, Yadira Torres, HCV Program Manager, Eimmy Smith, FSS Case Manager, Barbara McGrath, CULI, Kaitlyn Romania, CULI Law Student, Bob Kantor, Consultant, and Tracy Webber, Office Manager

The meeting was called to order by Kate Miller at 5:04 p.m.

APPROVAL OF THE MINUTES – November 14, 2017
On a motion by Ms. Reynolds, seconded by Ms. Miller, the Minutes of the Regular Meeting held November 14, 2017 were unanimously accepted and approved.

APPROVAL OF THE MINUTES – December 8, 2017
On a motion by Ms. Miller, seconded by Ms. Reynolds, the Minutes of the Special Meeting held December 8, 2017 were unanimously accepted and approved.

FINANCE
Ms. Corrado began her report by presenting the Operational Budget for the year 1-1-18 through 12-
31-18. Ms. Corrado provided a one-page summary, very well explained out, by Department and provided a Profit and Loss Worksheet for the Budget as well. She went through a few different areas touching on some increases to support additional staffing as well as reporting some new ideas with Ms. Torres and perhaps some changes to the numbers between both the HCV Program and the DOH program.

On a motion by Ms. Reynolds, seconded by Mr. Shakiroff, the Budget for the Fiscal year 2018 was unanimously accepted and approved.

Finally, Ms. Corrado provided financials for November which did not have any significant changes in the month of November.

STAFF REPORTS
Chief Operating Officer/ COO
Mr. Rottman reported that things are stable at Alfred E. Plant. He reported that the final phase of the renovation is finished at Elm Grove including the community room. He reported that all residents have been moved back to their original apartments and are very happy. He reported that leasing efforts are moving quickly to fill the vacancies used in the relocations. Mr. Rottman reported that The Goodwin is stable. He went on to report that 616 New Park continues to stay on target. The elevator has been installed. He reported that we are looking for an April Certificate of Occupancy which we are hoping they will issue by floor as they did for The Goodwin. Finally, Mr. Rottman turned the report over to Mr. Kantor for the updates with The Faxon (The Elms). Mr. Kantor reported that we are disappointed that the State did not award funds for the Elms. He explained that we are now looking for alternative funding ideas. He reported that there will be a search for both Private and or Public Funds. He reported that by the next board meeting, he hopes to have a new plan in motion. Mr. Howell added some additional thoughts to this matter.

Property Manager Report
Mr. Mable reported that there are 4 vacancies at Alfred E. Plant. He reported that there are 2 in process and 1 starting the process. He reported that with regard to the vacancies that we held for the Elm Grove renovation, 2 have been leased and moved in and 2 more are leasing for February 1st. Finally, he reported that the Goodwin has an Income Restricted unit vacancy, which is the first time we have had to fill that type of unit since the building has opened and that there will be no problem filling it.

HCV Manager Report
HCV
Ms. Torres reported that there are 535 active participants on the program and the average HAP is $797.00. She reported that 28 participants are utilizing their vouchers outside of West Hartford, and 12 port-ins from other HA jurisdictions.
DOH
Ms. Torres reported that we are managing 2105 accounts on the DOH program with monthly revenue of $57,438.00. She provided on her report the break out of all of the types of programs being utilized.

Ms. Torres reported that there has been a Federal HUD Implementation of Small Area FMRs. This Mandatory change effects the West Hartford program as they are trying to change the payment standards for each part of West Hartford per zip code. She explained how this could impact our Agency greatly.

Ms. Torres presented Resolution 2018-1, Authorizing the new Utility Allowance payments.

On a motion by Ms. Reynolds, seconded by Mr. Shakiroff, The Board of Commissioner’s approved Resolution 2018-1, authorizing the changes to the HCV Utility Allowances.

FSS (Family Self Sufficiency) Program
Ms. Smith reported that she had met with Denise Smith, from CT Association of Human Service to discuss services the agency can offer participants and some ideas to encourage new participants. She went on to report that she updated goals with 6 participants and that 1 participant graduated with an escrow balance of $5,918.71. Finally, Ms. Smith reported that there are 39 families on the program and she and Ms. Moye are working together to reach the goal of 50 participants.

DEVELOPMENT COMMITTEE
No Report

EXECUTIVE DIRECTOR REPORT
Mr. Howell did not provide a written report. He added some ideas with regard to funding for The Elms and reminded the Commissioner’s of the Elm Grove Ribbon Cutting, Thursday afternoon.

CHAIRPERSON’S COMMENTS
None

OLD BUSINESS
None

NEW BUSINESS
None

EXECUTIVE SESSION
On a motion by Ms. Dowd seconded by Ms. Reynolds, Ms. Miller adjourned into Executive Session at 6:03 p.m. to discuss personnel items.
On a motion by Ms. Reynolds, seconded by Mr. Shakiroff, the meeting adjourned from Executive Session back to the Regular Board Meeting at 6:45 p.m.

ADJOURN
On a motion by Ms. Reynolds, seconded by Mr. Shakiroff, the Regular Meeting adjourned at 6:45 p.m.

MINUTES
WEST HARTFORD HOUSING AUTHORITY
Special Meeting
December 8, 2017
The Simsbury Inn

COMMISSIONERS PRESENT: Kate Miller, Diana MacPherson, Clare Dowd and Lee Reynolds

COMMISSOINERS ABSENT: Alex Shakiroff

OTHERS PRESENT: George Howell, CEO, Joel Rottman, COO, Jill Danyliw, CFO, Tim Mable, Property Manager, Yadira Torres, HCV Program Manager, Barbara McGrath, CULI, Bob Kantor, Consultant, Chuck Coursey, Consultant, Bob Wienner, TBRA Board President, Randy Kabakoff, TBRA Board Member, Tracy Webber, Office Manager and Richard Stanton and Veronica Bukowski, Consultants.

The meeting was called to order by Kate Miller at 9:07 a.m.

On a motion by Ms. Reynolds, seconded by Ms. MacPherson, the Special Meeting of the Board of Commissioners went into Executive Session at 9:12 a.m.

On a motion by Ms. MacPherson, seconded by Ms. Reynolds, the Board adjourned from Executive
Session into the Special Meeting at 3:17 p.m.

On a motion by Ms. MacPherson, seconded by Ms. Reynolds, the Special Meeting of the WHHA adjourned at 3:18 p.m.

MINUTES
WEST HARTFORD HOUSING AUTHORITY
Regular Meeting
November 14, 2017
WHHA Conference Room

COMMISSIONERS PRESENT: Kate Miller, Diana MacPherson, Vladimir Kaplan and Alex Shakiroff.

COMMISSOINERS ABSENT: Clare Dowd

COMMISSIONERS BY PHONE: Lee Reynolds

OTHERS PRESENT: George Howell, CEO, Joel Rottman, COO, Jill Danyliw, CFO, Tim Mable, Property Manager, Yadira Torres, HCV Program Manager, Carolyn Garcia, HCV Assistant Program, Catrina Moye, Housing Specialist, Eimmy Smith, FSS Case Manager, Barbara McGrath, CULI, Bob Kantor, Consultant, and Tracy Webber, Office Manager

The meeting was called to order by Kate Miller at 5:07 p.m.

APPROVAL OF THE MINUTES – October 10, 2017
On a motion, by Ms. MacPherson, seconded by Ms. Miller the Minutes of the Regular Meeting held October 10, 2017 were unanimously accepted and approved.

FINANCE
Ms. Danyliw began her report by introducing Yadira’s new FSS Case Manager Eimmy Smith. She also acknowledged the new Resident Commissioner, Alex Shakiroff.

She went on to discuss the financials for the month ended September 30, 2017. Ms. Danyliw reported from the Combined Statements of Net Position. She reported that we continue to pay down for both mortgages and loan for the truck. She continued and pointed out that the FSS escrow showed a $4,207 increase and explained that this is the Escrow that belongs to the Participants on the Program. Ms. Danyliw continued her report from the Profit and Loss Worksheets Combined. She pointed out that there had been a change in General Operating Expenses due to the computer project that had just completed. She mentioned that the Unrestricted amount was positive. Finally, Ms. Danyliw discussed the properties reporting that all properties are paying their own bills as well as the Management Fees. Ms. Danyliw reported that we are still working with HUD Shortfall prevention to ensure that we follow what they will need when it comes time for the release of the funding. Finally, Ms. Danyliw reported that Ms. Torres and her staff are doing an extraordinarily good job of managing almost 2600 vouchers.

On a motion by Ms. MacPherson, seconded by Mr. Shakiroff, the financial report was accepted and approved.

STAFF REPORTS
Chief Operating Officer/ COO
Mr. Rottman reported that things are stable at Alfred E. Plant. He reported that the final phase of the renovations has begun at Elm Grove including the community room. He reported that Eversource has agreed to purchase the Tax Credits for this project and we would be receiving the check within weeks. Mr. Rottman reported that the Goodwin is stable. Mr. Rottman discussed that 616 New Park, which was toured by the group prior to the start of the meeting, is on schedule and on budget. He included that the website is updated and they are almost ready to start taking pre-applications for the waiting list. Mr. Rottman turned the report over to Mr. Kantor for the updates with The Faxon (The Elms). Mr. Kantor reported that we are still waiting. He reported that now that a budget has been passed, we are still waiting to see if the Private Activity Bonds will be pulled from the State. Mr. Kantor reported that he is in contact with NEF regarding Credit Swiss Funds and that we are hopeful that we will get the CHAMP approval that will assure those funds.

Property Manager Report
Mr. Mable reported that there are 2 vacancies at Alfred E. Plant. He reported that the vacancies held for the Elm Grove renovation were beginning to be leased and it is moving well. Mr. Mable reported that The Goodwin has 1 vacancy and is actively being shown. Finally, Mr. Mable reported that although he continues to show units of The Elms, it is a constant struggle to get the units prepared for occupancy. He reported that there are 13 vacancies but that we will fill another 4 prior to the renovations,

HCV Manager Report
HCV
Ms. Torres reported that there are 557 active participants on the program and the average HAP is $822.00. She reported that 30 participants are utilizing their vouchers outside of West Hartford, and 11 port-ins from other HA jurisdictions. She reported that one file was absorbed by Bristol Housing Authority.

DOH
Ms. Torres reported that we are managing 2086 accounts on the DOH program with monthly revenue of $56,861.00. Ms. Torres reported that we are no longer accepting new RAP applications at the WHHA office. She provided on her report the break out of all of the types of programs being utilized.

Ms. Torres reported that there is an upcoming training from Conn-Nahro about the Lead Safe Housing Rule Amendment that will be attended. Finally, Ms. Torres reported that the DOH program has been terminating tenants that are late on their repayment agreements. This is most likely due to the budget cuts.

FSS (Family Self Sufficiency) Program
Ms. Moye reported to the Board that Ms. Smith had started and was doing an excellent job. She had been meeting with some of the participants, getting to know them and their goals. Ms. Moye reported that there are currently 45 families participating in program.

DEVELOPMENT COMMITTEE
Nothing to report

EXECUTIVE DIRECTOR REPORT
Mr. Howell reported mostly on the Faxon funding. He added that although the State Budget has been passed, there still are hurdles. Mr. Howell stated that we are planning a ribbon cutting for the Elm Grove renovation in January. He mentioned that Town Council and Board members would be invited to tour the new apartments.

CHAIRPERSON’S COMMENTS
Ms. Miller announced the acknowledgement to Vladimir Kaplan, the Resident Commissioner that has served his 2 5-year terms. She thanked him for his extreme commitment and dedication to all of the projects and progress forward with the Mission. He thanked everyone and said he would miss it. Ms. Miller presented Mr. Kaplan with a Certificate, clock with engraving and cake.

OLD BUSINESS
None


NEW BUSINESS
None

ADJOURN
On a motion by Ms. Miller, seconded by Ms. MacPherson, the Regular Meeting of the WHHA adjourned at 6:08 p.m.