Trumbull Housing Authority
November 17, 2014
4:00 pm
Community Room of Stern Village

Commissioners Present: Chairperson Janice Kopchik; Commissioners Suzanne Donofrio, Susan Fatse and Thelma Burr

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Linda Nassrah

The meeting was called to order at 4:01 pm by Mrs. Kopchik. Roll call was conducted followed by the Pledge of Allegiance.

Past Minutes
Mrs. Kopchik moved to approve the minutes of the October 27, 2014 regular meeting of the THA. Seconded by Mrs. Fatse. Unanimously approved.

Mrs. Kopchik moved to approve the minutes of the November 5, 2014 special meeting of the THA. Seconded by Mrs. Fatse. One correction was noted. First page under New Business, second paragraph should read “…he is aware of Stern Village by being a former resident of Trumbull”. Minutes approved unanimously as amended.

Resident Comments
Mr. Littlefield posed the following questions.
1. Was there a public notice published requesting attorney applications and, if so, where was it published? Mrs. Polansky noted the request for attorney applications was done within the realm of the THA procurement policy. Was there a public notice in the paper? Mrs. Polansky stated it was not necessary.
2. Explain the circumstances for the Attorney General needing to sign off? Mrs. Polansky noted there is documentation that has to be given once we get to a certain point. The low income tax credits and other information must be signed by the Attorney General as it is part of the application process. What items does the Attorney General have to sign off on? There must be a signature for certain financing parameters.
3. When are the two attorneys scheduled to submit bills to be paid for services rendered and from what line item in the THA Management Plan will payments be made? Mrs. Polansky noted a budget was prepared and this includes what was predicted for attorneys for this coming year. All attorney fees are part of that budget. Mr. Gerhardt noted the budget for the attorney is in the development asset account and charged against the P&L.

Treasurer’s Report
Mrs. Burr noted for the four months ending October 31, 2014, Stern Village and Stern Center had an overall profit of $15,363. All current vendors have been paid. The cash position is healthy at the present time. The Village current cash position has approximately $67,572. The Center cash position is approximately $22,918. For the Center, the first quarter subsidy from the Department of Housing was received. In the Village, some additional ranges were purchased, a security camera was installed by the Maintenance Garage and various electrical problems were addressed that were uncovered in the annual inspection.

Executive Director’s Report
Mrs. Polansky noted there is an overall gain for the period ending October 31, 2014 of $15,363 for Stern Village and Stern Center. The reserve balance is over $1,443,000, which is approximately $6,500 for each unit in the entire complex. The overall cash position is $1,668,000 including the investment account and, as of October 31, Accounts Payable was approximately $19,724. We are moving forward and continuing to look for projects to improve the facility and doing things for the well-being of our residents based on affordability and need. We are continuing with the revitalization and development of Stern Village. We do what is required by CHFA and DOH.

The maintenance crew, Jeff, Bob and Rich, are preparing for the winter months. The speed bumps have been put away for the winter months because of plowing. It is Mrs. Polansky’s hope that residents will not speed. She asked that residents tell friends, aides and relatives not to speed. The speed limit is 15mph.

RWS, the garbage company, will bring a dumpster and place it in the bulk garbage area since the town is no longer picking up from that area at this time of year due to leaf pick-up and other fall/winter projects.

Mrs. Polansky asked residents to clear their porches so that they can be shoveled in the event of snow.

Paulette is working very closely with the residents to get additional services and support. Some residents need assistance with food purchases. She is contacting markets and bakeries to obtain items such as day old bakery products or damaged cans that are safe to eat but may not be marketable to the public. Mrs. Polansky and Paulette will be meeting with Stop & Shop in December to see if they can develop a partnership for groceries and with other stores for other needed items.

Mrs. Polansky is working closely with Bruce and Frank with Millennium as well as with the architects. They have developed some preliminary concepts but nothing will be finalized until they are reviewed. There is a meeting on Tuesday, November 18 from 10-11am, the monthly Tuesday Tea, and then Kim from TOVAH will be at the Center at 11am to form a development committee. This committee will consist of residents who will review the conceptual plans and talk about the things they like and dislike. This, of course, is all within the realm of affordability.

Mrs. Polansky noted the Academy knows that we are considered critical, at risk, and there is always another hurdle to jump. They did have the opportunity at the last Academy meetings to speak with representatives from DOH and CHFA to talk about phasing of the project. The state replied it may not need to be in phases depending on what it is. She noted we are critical, we are at risk and the state is spending a lot of money on us at no charge to get us ready for funding rounds and our meetings with the state. We are meeting with the state to show them our preliminary plans, to show them our pro forma, which means an itemized budget of costs, and how we are going to have affordable housing at Stern Village. We talked about RAP and other means of funding to make sure we have new places to live without hurting the pocketbook. This is a process and it will take time but answers will be given as they are known along the way.

Cardno was here and they have retested some additional units. Findings are available for any resident to review in Mrs. Polansky’s office. Other testing has been performed but results have not been received.

We are revitalizing our campus so that residents can age in place, have several amenities and enjoy living here as it is a beautiful area.

Unfinished Business
None.

New Business
None.

Adjournment
There being no further business, motion was made by Mrs. Kopchik to adjourn the meeting at 4:20 pm. Seconded by Mrs. Burr and approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk

These minutes are considered a draft until approved at the next meeting of the Trumbull Housing Authority.

Minutes for THA Meeting 111714 HP

Ms. Polansky opened the meeting at 11:10am and introduced the team members.

Trumbull Housing and Revitalization and Rehabilitation Team Members

Present: Ms. Harriet Polansky
Mr. Neil Gerhardt
Ms. Paulette Mack
Millennium
Mr. Bruce Whitaker Jr., Managing Member
Mr. Frank Stellato, Associate Director
Wiles Architect
Mr. Brandt Jobst, Architect

A sign-in sheet was passed around for residents to sign.

Ms. Polansky discussed the agenda items which included the Environmental Testing, Surveying Site and Updates on Pre-Development Process. Ms. Polansky reminded and stressed the importance of attending the November 18, 2014 meeting with Kim from TOVAH to create a Development Committee. Mrs. Polansky also mentioned that additional testing and site survey work are in the process of being completed at Stern Village.

Mr. Whitaker thanked the residents for coming to Danbury to view the rehabilitated unit and give them an idea of what a renovation looks like.

Mr. Whitaker discussed the preliminary or conceptual plan will offer an array of delivery services to the residents with a movie room, wellness center, vending machines, and laundry rooms, to name a few.
Residents inquired about the stackable washers and dryers. Ms. Polansky explained the sewage lines are poor and laundry done from each unit would be taxing on the existing sanitary system. Based on spacial restraints, it might not be feasible to provide stackable washers and dryers in each unit. Mr. Whitaker indicated that sewage lines could not hold the capacity of usage.

A number of residents were concerned with energy efficiency to lower their UI bill. With the new heating system, residents will save approximately 30% to 50% on their electric bills. The new heating system will allow the heat to float throughout the unit. Residents were also concerned with the flooring for warmth as Mr. Whitaker explained to the residents that the architect will install a cushion, vapor barrier and small insulation between the slabs to maintain warmth. Also, the residents suggested solar panels for natural lighting. Mr. Jobst will consider residents’ suggestions once the set plans are addressed with the THA Commissioners, Resident Development Committee, the Town, CHFA, and DOH.

Mr. Josbst indicated that we are considering having the Community Room adjoined with an atrium walkway, for easy accessibility from units to the Community Room. The plan will consist of changing the parking area and walkway to bring the residents closer to their units and accessibility for emergency services. Residents requested assigned parking spaces as Ms. Polansky will consider the suggestion.

Mr. Whitaker will hope for funding in April 2015 and hopefully, to start the process within 6 months with renovations. This process depends on the State to receive funding to proceed with revitalization and rehabilitation of Stern Village.

The next meeting is yet to be determined.

The meeting adjourned at 12:30pm.

Submitted by,
Paulette Mack
Resident Services Coordinator

PM:lj

Minutes – Revitalization and Rehabilitation of Stern Village Nov 11, 2014

Trumbull Housing Authority Special Meeting – November 5, 2014
Trumbull Housing Authority
Special Meeting
November 5, 2014
4:00 pm
Community Room of Stern Village
Commissioners Present: Chairperson Janice Kopchik, Commissioners Suzanne Donofrio and Susan Fatse Also Present: Executive Director, Harriet Polansky
Commissioners Absent: Linda Nassrah and Thelma Burr
The Special Meeting was called to order at 4:00pm by Mrs. Kopchik. Roll call was taken.
Old Business
Motion was made by Mrs. Kopchik to approve the Memorandum of Agreement with the Union and the separation agreement with Ms. Lorraine Miller. Motion was seconded by Mrs. Donofrio and approved unanimously.
New Business
Mrs. Polansky presented the vetting process used to find attorneys for the Trumbull Housing Authority. She thanked those individuals involved in looking into different attorneys. Several websites were reviewed, several attorneys were brought in for interviews and the list was narrowed down. An attorney for General Counsel is needed. The THA also needs an attorney that is capable of doing all the CHFA financing, preparing anything that has to do with the contractual agreements that CHFA expects and the DOH low income housing tax credits. An attorney for land use is also required.
Mrs. Polansky noted two attorneys are being recommended to the Board. Attorney Raymond Rizzio has a firm in Fairfield. He has worked with the Trumbull Planning and Zoning Commission, made presentations on projects and has done litigation with them. To use him for land use would be ideal. As general counsel, he has done work for Bridgeport Housing, he is local and knows individuals involved, he is aware of Stern Village by being a resident of Trumbull and Mrs. Polansky feels he would be fine for that as well.
Attorney James Scaramozza was present. He is proficient with the low income tax credits and the other areas of financing that the CHFA would require. He has a recommendation from Millennium, which he has worked with on other financial projects. Carol Martin, Executive Director of Fairfield and Westport Housing Authority has been involved in many CHFA projects for many years. She is very well known in the CHFA circles and has given Attorney Scaramozza an incredible recommendation. Betsy Crumb, a part of the Housing Coalition that sponsors the academy that Neil, Paulette and Mrs. Polansky are attending, also thinks he is top-notch. Mrs. Polansky recommends Attorney Scaramozza. Mrs. Polansky requested Attorney Scaramozza give some background and review the steps to be taken with this project.
Attorney Scaramozza noted his firm does a substantial amount of low income housing projects in and outside of CT. It is a pleasure to represent other housing authorities and not-for profits in this area. He has approximately 20 years in this field and is proud they do everything in an efficient and expeditious manner as possible. He suggested that as the process begins and Millennium submits the application in April, due diligence be done. His firm would assist in this. This process will take approximately 2-3 years. Stern Village has a high priority status designation so hopefully it will be less than that. He would assist in the formation of the entities. Mrs. Polansky forwarded to the Commissioners an organizational chart with other information to give a broad picture of what is involved. In the event the funding is secured, his firm would form the entities the THA would have affiliations with and members would have an influence. As we proceed with these closings, we will have to produce required documentation and work with Mr. Rizzio, if needed. With this collaborative approach, we will eventually get to a closing.
Phases of the project were reviewed. Mrs. Polansky noted they would ideally like the money for the entire complex. However, reality is that we will have to do the project in phases as we will not get enough money to do the entire project all at once. The easiest phase is the east side. This is a straight rehab. There will be no tearing down of buildings, but we will be adding a little bit to the existing footprint with perhaps a screened in porch and are looking at other concepts. Residents want more room, more storage and washers and dryers. She noted there are sanitation issues as to how much the sewers can hold and that is the reason for the testing now to see what is on our property and what we can do with it. Even though we are presenting our entire plan, it has been recommended that it be done in phases. The pro forma was presented to the financial people at the housing academy and it only addressed Phase 1. Phase 1 has fees regarding what would be done and fees for the attorney that would cover everything for that particular phase. It made sense to place Attorney Scaramozza’s fees into Phase 1 rather than Phase 2. Phase 2 could be a few years down the road based on the money situation.
Neil Gerhardt noted that the entire project is approximately $30 million and that would take all the funding from the state. The indication they gave as a critical housing authority is to apply for Phase 1 and then reapply for Phase 2. The state is very willing to do that but there is no guarantee that we will receive money for Phase 1 until the Attorney General signs off on it. We need to go through the process and spend the funds we need to spend to get the funding for the project. There is no guarantee for Phase 2 either. Phase 2 requires a complete repeat of the Phase 1 project. Mrs. Polansky noted the state is spending a lot of money to get us ready and all the indicators are there that say yes. Therefore, we are moving forward. Mr. Scaramozza noted other housing projects have been done in phases, in particular, Stamford and if Phase 1 is done properly, it will be evidence to the state you are capable and have the expertise and experience to move forward to the next phase.
Phase 1 is 86 units to be rehabilitated. Mrs. Fatse questioned the $125,000 in legal fees presented for Phase 1. Mr. Neil Gerhardt noted he worked out a budget with Millennium for legal fees which also includes Attorney Rizzio’s fees should there be any. Attorney Scaramozza’s fee will be billed as the work is performed. In Attorney Scaramozza’s opinion, this fee is the outside number and he does not expect it to be that high at the completion of the project. Any questions regarding the monthly billing can be discussed and evaluated. He is not basing the fees on the size of the project but the scope of the work that needs to be done. If we are not reinventing the wheel in Phase 2, the estimated fees could come down.
Page 2, 5b of the document provided should read “the to-be-formed entity”. Schedule A –question was asked about travel time. No fees will be charged for travel for any purpose. General retention policy should remain the same as Attorney Rizzio which is 15 years.
Motion was made by Mrs. Kopchik to approve Attorney Raymond Rizzio for general counsel for the THA as well as counsel for land use for our Stern Village Revitalization and Redevelopment Project. Motion seconded by Mrs. Donofrio. Motion approved unanimously.
Motion was made by Mrs. Kopchik to approve Attorney James Scaramozza for low income housing tax credits and other applicable financing for Stern Village Revitalization and Redevelopment Project. Motion seconded by Mrs. Donofrio. Motion approved unanimously.
Executive Session
No Executive Session was necessary.
Adjournment
There being no further business, motion was made by Mrs. Kopchik, seconded by Mrs. Donofrio, to adjourn the meeting at 4:22pm.
Respectfully submitted,
Barbara Crandall Clerk

Minutes-THA-Special_Meeting-November 5 2014