Meeting Minutes

DRAFT NOT APPROVED
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.

MINUTES
WEST HARTFORD HOUSING AUTHORITY
Regular Meeting
October 10, 2017
WHHA Conference Room

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

COMMISSOINERS ABSENT: None

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, 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 - June 13, 2017 and September 22, 2017
On a motion, by Mr. Kaplan, seconded by Ms. Reynolds, the Minutes of the Special Meeting held July 11, 2017 and the Regular Meeting held September 19, 2017 were unanimously accepted and approved.

FINANCE
Ms. Danyliw began by reporting that she had just met with the Finance Committee to discuss the Audit. She reported some historic numbers over the last 6 years of the increased properties and cash that is dramatic in terms of positive growth all around.

Finally on a motion by Ms. MacPherson, seconded by Ms. Reynolds, the Audit for the West Hartford Housing Authority, 2016 was accepted and approved.

She went on to discuss the financials for the month ended August 31, 2017. Ms. Danyliw reported from the Profit and Loss worksheet combined. She pointed out that the numbers are due to the additional payroll in August, which hits 2 times a year. She went on to discuss that those numbers would even out as the year continues. Ms. Danyliw reported that Management Services is doing very well, as all bills are being paid by each property. She pointed out that the HCV and DOH services will balance each other to a whole if they don’t even out. Ms. Danyliw reported that we are still working with HUD Shortfall prevention so that we follow what they will need when it comes time for the release of the funding. Ms. Dowd asked about the IT project and if the numbers in the reports reflected the first half of the payment and Ms. Danyliw confirmed that they did.

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 have begun at Elm Grove including the community room and final landscaping. He reported that Eversource has agreed to purchase the Tax Credits for this project and we should have that shortly. Ms. Dowd asked if they were commonly the Tax Credit purchaser and both Mr. Rottman and Mr. Kantor confirmed that they were. Mr. Rottman reported that New Park has started the EIFS stage of construction and that they are moving along well. Ms. Miller indicated that she and the rest of the Commissioners would like to do a hard hat tour in the next month. 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. Unfortunately, without a state budget, we are just waiting to see where the funding lies. Mr. Kantor reported that he is in contact with NEF regarding Credit Swiss Funds and we are hopeful that we will get the CHAMP approval that will assure those funds.

Property Manager Report
Mr. Mable reported that there had only been 1 vacancy at Alfred E. Plant and that unit has been recently filled. However, there were 2 residents that passed away, therefore we will need to fill those 2 vacancies. Mr. Mable reported that only 4 of the 9 vacancies we were using for Elm Grove renovations are currently needed, therefore we will be marketing 5 renovated units. 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. Ms. Dowd commended Mr. Mable on his efforts with all of the leasing of the properties, particularly The Elms.

HCV Manager Report
HCV
Ms. Torres reported that there are 528 active participants on the program and the average HAP is $823.37. She reported that 30 participants are utilizing their vouchers outside of West Hartford, and 9 port out had been absorbed by another housing authority. She reported that this is due to budget cuts.

DOH
Ms. Torres reported that we are managing 2028 accounts on the DOH program with monthly revenue of $54,165.00. 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.

FSS (Family Self Sufficiency) Program
Ms. Torres reported the information that Ms. Moye prepared. Ms. Moye has transitioned into another position and we will be filling the FSS case manager with a new employee. She reported that as of the month of August there are still 47 families participating in program.

DEVELOPMENT COMMITTEE
Nothing to report

EXECUTIVE DIRECTOR REPORT
Mr. Howell reported mostly on the New Park construction and The Faxon funding. He only added that the Model unit is almost finished at New Park. He also reported that we hope to be awarded an additional 14 Project Based Vouchers for the New Park project. With regard to the Faxon, Mr. Howell reported that the lack of State budget has us at a stand-still and we hope to be moving forward as soon as possible with the funding. Ms. MacPherson asked if the Veterans Services were going to be the umbrella for the services of the Veterans that will reside in the 616 New Park. Mr. Howell reported that they will.

In the second half of Mr. Howell’s report, he discussed the PHA Annual Plan for 2018 HUD submission. There were a few questions with regard to the process of submitting documents and signing compliance statements for new commissioners which Mr. Howell answered and explained thoroughly.

On a motion by Ms. MacPherson, seconded by Ms. Dowd, Resolution 2017-7, the submission of the PHA Annual Plan for Fiscal Year 2018 was unanimously accepted and approved.

CHAIRPERSON’S COMMENTS
None

OLD BUSINESS
Mr. Howell discussed the status of the selection of the Resident Commissioner. Mr. Kaplan has served his 2 5 year terms. Ms. McGrath sent a memo with the status, and attached the resident that has nominated himself as the replacement. Ms. Miller and Mr. Howell plan to meet with him before making the recommendation to the Town Council for appointment.
NEW BUSINESS
None

ADJOURN
On a motion by Mr. Kaplan, seconded by Ms. Reynolds, the Regular Meeting of the WHHA adjourned at 6:14 p.m.

MINUTES
WEST HARTFORD HOUSING AUTHORITY
Special Meeting
September 19, 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, Yadira Torres, HCV Program Manager, Carolyn Garcia, HCV Assistant Program Manager Catrina Moye, Housing Specialist, Bob Kantor, Consultant, Barbara McGrath, CULI, and Tracy Webber, Office Manager

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

APPROVAL OF THE MINUTES - June 13, 2017
On a motion, by Ms. Reynolds, seconded by Mr. Kaplan, the Minutes of the Regular Meeting held June 13, 2017 were unanimously accepted and approved.

FINANCE
Ms. Danyliw began her report first by introducing Yadira Torres, the new HCV Program Manager. Ms. Danyliw reported that the Audit Draft was completed and that there were no adjustments being made. She started her report presenting financial statements through July 31, 2017. She reported from the Combined Statements July versus June and explained the changes that were mostly just a timing difference. She reported mostly on the HCV program as it is being restricted due to budget and Federal cuts. Ms. Danyliw discussed that we are working with the HUD shortfall prevention team so that we can earn back some of the funding cuts. Finally Ms. Danyliw reported that our IT Project was almost ready for new machine roll out to staff and that we are very excited.

STAFF REPORTS
Chief Operating Officer/ COO
Mr. Rottman reported that they are preparing for the final stages of the relocations and renovations at Elm Grove. He reported that the landscaping is also entering in the final stages. He reported that the construction pace has been on schedule and that the HTCC funds are expected in the fall. Mr. Rottman reported that the Goodwin is stable and doing very well. He went on to report that the New Park construction is moving along well. He reported that there are 10 market rate units, 11 VA units and the remainder of units are income restricted. He reported that the project and construction are going very well and the building is still looking at end of 2018 for completion. Finally Mr. Rottman reported that Bob Kantor, is rejoining us as a consultant to help with the funding for the Elms renovations. Mr. Kantor reported that we are getting good signs that the Tax Credits from CHAMP will be used in this project.

Property Manager Report
Mr. Mable was not in attendance, Mr. Rottman reported the vacancies to the board. He reported that there is 1 vacancy at Alfred E. Plant. He reported that the Elm Grove vacancies being used for the renovation project are almost ready to be filled. He reported that the Goodwin released very well through the majority of the leases and there is only 1 vacancy that is already being shown and interested. Finally Mr. Rottman reported that the Elms has 9 vacancies and they continue to show and prepare units for tenancy.

HCV Manager Report
HCV
Ms. Torres reported that there are 531 active participants on the program and the average HAP is $815.00. She reported that 28 participants are utilizing their vouchers outside of West Hartford, and 1 port out had been absorbed by another housing authority.

DOH
Ms. Torres reported that we are managing 2010 accounts on the DOH program with monthly revenue of $57,685.00. 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.

FSS (Family Self Sufficiency) Program
Ms. Moye reported that after this meeting she will no longer be reported as she has been moved into Brenda Dybick’s position of Housing Specialist for the West Hartford Program. She did report for this meeting that she attended a round table meeting in July. She reported that when the new person is hired for FSS, she will try to help the facilitation of partnering with other Housing Authorities. Ms. Moye reported that 1 participant completed her Associate Degree and she referred 2 participants to get their diploma without having a GED. Finally, Ms. Moye reported that 2 participants joined effective July and August, bringing the total number of participating families to 47.

DEVELOPMENT COMMITTEE
Ms. Dowd reported that the Development Committee will meet on September 22, 2017.

EXECUTIVE DIRECTOR REPORT
Mr. Howell reported that he did not have a lot to add to the reports already discussed except that we continue to move forward and grow.

CHAIRPERSON’S COMMENTS
None

OLD BUSINESS
Ms. McGrath explained where we are with the election of the Tenant Commissioner. She reported that we will request a statement of interest with qualifications and why the self-nominator feels they are the right choice for the Resident Commissioner.

NEW BUSINESS
None

EXECUTIVE SESSION
The Regular Meeting adjourned to Executive Session at 6:12 p.m. The Executive Session adjourned back into the Regular meeting at 6:44 p.m.


ADJOURN
The Regular Meeting of the WHHA adjourned at 6:45 p.m.