Meeting Minutes

DRAFT NOT APPROVED
MINUTES
WEST HARTFORD HOUSING AUTHORITY
Regular Meeting
June 13, 2017
WHHA Conference Room

COMMISSIONERS PRESENT: Kate Miller, Vladimir Kaplan, Clare Dowd and Lee Reynolds.

COMMISSOINERS ABSENT: Diana MacPherson

OTHERS PRESENT: George Howell, CEO, Joel Rottman, COO, Jill Danyliw, Tim Mable, Property Manager, Carolyn Garcia, Section 8 Deputy Manager, Catrina Moye, FSS Case Manager, Barbara McGrath, CULI, Jason Allurd, University of Connecticut law student and Tracy Webber, Office Manager

The meeting was called to order by Kate Miller at 5:06 p.m.

APPROVAL OF THE MINUTES May 9, 2017
On a motion, by Mr. Kaplan, seconded by Ms. Reynolds, the Minutes of the Regular Meeting held May 9, 2017 were unanimously accepted and approved.

FINANCE
Ms. Danyliw presented financial statements through April. She reported that the audit was on extension with the State due to the timing of pension information that needs to come from the State. . Ms. Danyliw reported that an IT upgrade is in planning stages for the staff. Ms. Danyliw reported that the DOH program had increased their administration fee by $2.00 per HCV units effective June 1st.
STAFF REPORTS
Chief Operating Officer/ COO
Mr. Rottman reported that the second phase of the relocations and renovations at Elm Grove had been completed successfully and phase 3 was underway. He reported that residents are very happy. Mr. Rottman reported that the steel framing at 616 New Park was finished and the wood framing on the second floor has begun and is moving very quickly. He went on to report that by the end of July, the framing will be done and the roof will be on. Finally, Mr. Rottman reported that we have submitted the 4% LIHTC and CHAMP applications for The Elms.

Property Manager Report
Mr. Mable reported that there are 4 vacancies at Plant, but they will mostly be filled for August 1st. He reported that we have gotten a new tenant for a renovated unit at Elm Grove. Finally, Mr. Mable reported that 1 of 8 vacancies at The Elms has been filled.

HCV Manager Report
HCV
Ms. Garcia reported that there are 563 active participants on the program and the average HAP is $809.00. She reported that 18 participants are utilizing their vouchers outside of West Hartford, and 1 port out had been absorbed by another housing authority. Ms. Garcia reported that the new inspector is on board and performing inspections, including the renovated units at Elm Grove.

DOH
Ms. Garcia reported that we are managing 2120 accounts on the DOH program with monthly revenue of $57,685.00. Ms. Garcia reported that we are no longer accepting new RAP applications at the WHHA office. She went on to report that there is a break out of all of the types of programs being used. As requested by Ms. MacPherson at the previous meeting, Ms. Garcia provided 3 maps showing where all of the Housing Choice Vouchers in West Hartford reside. Finally, Ms. Garcia reported that the SEMAP audit was done on 6/14/17 and we scored as a “high performing” agency.

FSS (Family Self Sufficiency) Program
Ms. Moye reported that she met with participants and discussed next workshop ideas. Ms. Moye reported that the West Hartford Hunger Action Team will be providing free lunch at the Faxon Library for children not able to attend summer camp programs. Ms. Moye reported that she assisted 3 participants applying to college, 3 participants with financial aid packet for college, and she referred 2 participants to National External Diploma Program in West Hartford. Finally, Ms. Moye reported that 2 participants joined effective July and August, bringing the total number of participating families to 44.

Mr. Howell presented Resolution 2017-4, the Amendment to Violence against Women policy, emergency transfer plan for victims of Domestic Violence, Dating Violence, Sexual Assault or Stalking. He gave a brief explanation of why it has been amended and he answered several questions.

On a motion by Ms. Reynolds, seconded by Mr. Kaplan, Resolution 2017-5, amending the Policy for Violence Against Women, was unanimously accepted and approved.

DEVELOPMENT COMMITTEE
The Development Committee did not meet.

EXECUTIVE DIRECTOR REPORT
Mr. Howell reported that he did not have a lot to add to the reports already discussed aside from asking Attorney McGrath to discuss Resolution 2017-5, Authorizing to Adopt Policy and Procedures regarding Tenant Commissioner Selection. After further discussion, on a motion by Ms. Reynolds, seconded by Mr. Kaplan, Resolution 2017-5, was tabled to be discussed at the next board meeting.

CHAIRPERSON’S COMMENTS
None

OLD BUSINESS
Ms. Miller mentioned that Eileen Kozlowski will be retiring on August 1st of this year and that we have hired Yadira Ramos to fill her position.

NEW BUSINESS
None

EXECUTIVE SESSION
None

ADJOURN
The Regular Meeting of the WHHA adjourned at 6:20 p.m.

MINUTES
WEST HARTFORD HOUSING AUTHORITY
Regular Meeting
May 9, 2017
WHHA Conference Room

COMMISSIONERS PRESENT: Kate Miller, Diana MacPherson, Vladimir Kaplan and Lee Reynolds.

COMMISSOINERS ABSENT: Clare Dowd

OTHERS PRESENT: George Howell, CEO, Joel Rottman, COO, Jill Danyliw, CFO, Eileen Kozlowski, Section 8 Manager, Tim Mable, Property Manager, Catrina Moye, FSS Case Manager, Barbara McGrath, CULI, Steven Winter, University of Connecticut law student and Tracy Webber, Office Manager

The meeting was called to order by Kate Miller at 5:05 p.m.

APPROVAL OF THE MINUTES April 18, 2017
On a motion, by Mr. Kaplan, seconded by Ms. MacPherson, the Minutes of the Special Meeting held April 18, 2017 were unanimously accepted and approved as amended.

FINANCE
Ms. Danyliw began her report by discussing the Finance Committee’s most recent meeting about some of the potential funding issues presenting from HUD. She explained the various scenarios that could potentially affect us, and that we are working with HUD to minimize any potential shortfall. Ms. Danyliw reported that there has been some planning work done with respect to IT investments to create more efficiency with our computers. Ms. Danyliw presented financial statements through March 31. Ms. MacPherson asked for some clarification with regard to restricted and unrestricted net assets from the HCV Balance sheets, Ms. Danyliw responded. On a motion by Ms. MacPherson, seconded by Ms. Reynolds, the financial report for the 3 months ended March 31, 2017 was accepted and approved.

STAFF REPORTS
Chief Operating Officer/ COO
Mr. Rottman reported that the first phase of the relocations and renovations at Elm Grove had been completed successfully and phase 2 was underway. He reported that residents are very happy. Mr. Rottman reported that an application for additional funding for HTCC, was approved. This approval will provide the funds to install an emergency generator and new boilers. Mr. Rottman reported that the foundation perimeter has been completed at 616. He went on to report that installation of the steel of the first floor is underway. Finally, Mr. Rottman reported that we are on schedule for the Spring of 2018 completion. Mr. Rottman reported that management and maintenance are managing well at The Elms. Further, Mr. Mable is having success with leasing vacant units. He reported that we are working with NHT on pre development activities.

Property Manager Report
Mr. Mable reported that there are 4 vacancies at Plant. He reported that there are 9 vacancies which are being held at Elm Grove for temporary relocation purposes. He is also working with Section 8 staff to fill one of the renovated units. Mr. Mable reported that there is 1 vacancy at The Goodwin and the Spring re-leasing and has found there to be a very low turnover rate. Mr. Mable reported that the new laundry machines have been installed at The Elms and the residents seem very happy with the new system. Finally Mr. Mable reported that he is working with maintenance to prepare units for new tenants.



HCV Manager Report
HCV
Ms. Kozlowski reported that there they are taking the actions necessary to address anticipated HUD budget cuts. She reported that there are 567 active participants on the program and the average HAP is $806.00. She reported that 20 participants are utilizing their vouchers outside of West Hartford. Ms. Kozlowski reported that we have recently engaged the serves of The Right Choice firm for Housing Quality Standards (HQS) Inspections. Ms. Kozlowski reported that the Elm Grove waiting list will be opening May 22 through June 1st. Finally, Ms. Kozlowski reported that we have received a SEMAP score of 100% which makes WHHA a “high performing” Agency.

DOH
Ms. Kozlowski reported that we are managing 2111 accounts on the DOH program with monthly revenue of $54,888.00. Ms. Kozlowski reported that we are no longer accepting new RAP applications at the WHHA office. Finally, Ms. Kozlowski provided a break out of all of the types of programs being used. Ms. MacPherson asked Ms. Kozlowski if she could once again prepare a graphic that shows where our vouchers are located within the Town of West Hartford.

FSS (Family Self Sufficiency) Program
Ms. Moye reported that she attended a round table at Meriden Housing to discuss new reporting requirements. She reported that she assisted 1 participant with the Conn-NAHRO Scholarship. She went on to report that 1 participant found part time employment and she referred 16 families to Capitol workforce Partners Summer Youth Employment. Ms. Moye also referred 12 families to West Hartford Summer Learning Camp at St. Brigid School. Finally Ms. Moye reported that 1 participant graduated with an escrow account in the amount of $36,647.00.

DEVELOPMENT COMMITTEE
Ms. MacPherson reported that both she and Ms. Dowd had met to discuss any activity on the developments currently underway. She reported that both projects are proceeding very well and that the management of several hundred units and the administration of over 1500 vouchers were being handled extremely well by the staff at the WHHA.

EXECUTIVE DIRECTOR REPORT
Mr. Howell reported that he did not have a lot to add except to point out that all projects are proceeding on schedule and as expected. He then went on to point out that he can arrange a tour of any of our properties with the knowledge that all of the properties are clean and well cared for…this is a demonstration of that the respect shown by our residents. They truly take pride in their homes. Mr. Howell quickly touched on some other minor comments about the projects and then turned the meeting over to Barbara McGrath, CULI to explain the Resident Commissioner selection process.

Ms. McGrath spent a significant amount of time explaining several for proceeding. The Commissioners in cooperation with Ms. McGrath began to outline a plan to pursue the process. Ms. McGrath indicated that she would have a draft approach and elements of the material to be posted and shared with residents at the next meeting.
CHAIRPERSON’S COMMENTS
None

OLD BUSINESS
None

NEW BUSINESS
None

EXECUTIVE SESSION
None

ADJOURN
The Regular Meeting of the WHHA adjourned at 6:50 p.m.
MINUTES
WEST HARTFORD HOUSING AUTHORITY
Special Meeting
April 18, 2017
WHHA Conference Room

COMMISSIONERS PRESENT: Kate Miller, Diana MacPherson, Vladimir Kaplan and Clare Dowd.

COMMISSOINERS ABSENT: Lee Reynolds.

OTHERS PRESENT BY PHONE: Jill Danyliw, CFO

OTHERS PRESENT: George Howell, CEO, Joel Rottman, COO, Eileen Kozlowski, Section 8 Manager, Carolyn Garcia, HCV Deputy Manager, Barbara McGrath, CULI and Steven Winter, a law student from University of Connecticut.

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

APPROVAL OF THE MINUTES March 14, 2017
On a motion, by Ms. MacPherson, seconded by Mr. Kaplan the Minutes of the Regular Meeting held March 14, 2017 were unanimously accepted and approved.

FINANCE
Ms. Danyliw provided financial statements as of and for the month ended March, 2017. She reported some of the variances on the balance sheet and that it was based on timing of payroll. Ms. MacPherson had several questions for Ms. Danyliw, including general operating expenses and what kind of preparation for any possible budget cuts. Ms. Danyliw reviewed the Combined Profit and Loss Statements as well as the actual versus budget numbers.

STAFF REPORTS
Chief Operating Officer/ COO
Mr. Rottman reported that the first phase of the relocations and renovations at Elm Grove had been completed successfully and phase 2 was underway. Mr. Rottman reported that there was an application for additional funding for the project. He reported on the work at 616 New Park and that they were testing for clean soil. He reported that we are on schedule. Finally, Mr. Rottman reported that The Elms has an effective work order system and that further marketing strategies have been undertaken.

Property Manager Report
Mr. Mable reported that there is only 1 vacancy at Plant. He reported that there are 9 vacancies being held at Elm Grove for the renovations. Mr. Mable reported that there is 1 vacancy at The Goodwin and the Spring re-leasing has a very low turnover rate. Finally, Mr. Mable reported that he continues to show units at the Elms and a security audit in cooperation with WHPD has been completed.

HCV Manager Report
HCV
Ms. Kozlowski reported that there are 560 active participants on the program and the average HAP is $805.00. She reported that 19 participants are utilizing their vouchers outside of West Hartford. Ms. Kozlowski reported that we received 3 proposals for a Housing Inspector for review. Finally, Ms. Kozlowski reported that all port in vouchers are being billed to the initial Housing Authority.

DOH
Ms. Kozlowski reported that we are managing 2107 accounts on the DOH program with monthly revenue of $5,801. Ms. Kozlowski reported that we are no longer accepting new RAP applications at the WHHA office. Finally, Ms. Kozlowski provided a break out of all of the types of programs being used.



FSS (Family Self Sufficiency) Program
Ms. Moye reported that 2 participants enrolled into ESL classes. She reported that she assisted 1 participant with FAFSA. Ms. Moye reported that 1 participant was promoted from part time to full time employment and she assisted 5 participants with Credit Karma. Finally, Ms. Moye reported that there are now 47 families participating in the program, with 14 monthly reviews.

DEVELOPMENT COMMITTEE
No meeting held.

EXECUTIVE DIRECTOR REPORT
Mr. Howell reported that the 616 New Park “ground breaking” event held with Governor Malloy was a success with good media coverage. Mr. Howell reported that there will be a Resident meeting for The Elms on May 10th at the Faxon Library. A community relations officer will be attending this meeting to discuss safety with the residents.

Mr. Howell presented Resolution 2017-3, contracting MAPPLAN for planning, organization and other services. On a motion by Mr. Kaplan, seconded by Ms. MacPherson, Resolution 2017-3 was unanimously accepted and approved.

CHAIRPERSON’S COMMENTS
Ms. Miller appointed Ms. Reynolds to the Finance Committee. On a motion by Ms. MacPherson, seconded by Mr. Kaplan, the appointment was approved.

OLD BUSINESS
None

NEW BUSINESS
Ms. Miller discussed that Mr. Kaplan’s second term, as Resident Commissioner has ended. Ms. Miller asked that the Board review options for selecting a Resident Commissioner. Ms. McGrath asked Mr. Winters (a student working with Ms. McGrath) to explain current state mandated requirements relative to Resident Commissioner selection. Ms. Miller asked Ms. McGrath to prepare a draft approach for discussion at the next meeting, May 9, 2017.

EXECUTIVE SESSION
None

ADJOURN
The Regular Meeting of the WHHA adjourned at 6:50 p.m.