Trumbull Housing Authority
April 4, 2016
4:00 pm
Community Room of Stern Village

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

Also Present: Executive Director Harriet Polansky

The meeting was called to order at 4:00 pm by Chairman Kopchik. Roll call was conducted followed by the Pledge of Allegiance.

Mrs. Kopchik expressed condolences on behalf of the Commission on the passing of Madeline Smerglinolo who passed away on Easter Saturday.

Past Minutes
Motion was made by Mrs. Kopchik to approve the minutes of February 22, 2016 as written. Seconded by Mrs. Donofrio and approved unanimously.

Public Comment
Paul Littlefield – commented on the salad bar noting that not all places have them and they often operate at a loss. He felt that people with canes and walkers have a problem with a salad bar. He also questioned what happened to the leftover food. He thought the food was disposed of and questioned if that was cost efficient. He did a survey of 15 resident communities and only a few had a salad bar and the people with canes and walkers were served. They dispose of the food at the end of the meal. He asked if the Board, under Thelma Burr, report next month on what the cost was to install the salad bar, what the daily cost runs and any and all THA employees who eat at the Congregate that they pay for each meal.

Ms. Polansky noted the salad bar is a big hit for the residents. The location is ideal for the residents to get around and if anyone needs help, the server helps them. Residents that have mobility issues are also allowed to go into the dining room ten minutes earlier. Creative Culinary, which runs the dining program, has salad bars in all its locations and everyone is very happy with it. The menu is in the monthly newsletter. Lunch is $10 by reservation. Ms. Polansky invited him to enjoy the meal and salad bar by paying $10 and eat there any time he wanted, instead of taking pictures of the salad bar and when questioned by the Congregate Attendant, he said Ms. Polansky told him he could take pictures for a brochure. (Mr. Littlefield denied this statement.) Mrs. Burr noted that when she ate lunch there recently, residents with walkers and canes had no problems at all. Mr. Littlefield was asked if he could observe and he was denied.

Gus – commented on the heat pumps. There was a meeting he attended at the Town Hall a couple of weeks ago. The heat pumps were proposed to a committee and he noted it would be a plus because they are energy efficient, it will save on maintenance, electric bills, air conditioning and no AC units in the windows. The consensus was that they wholeheartedly approved and gave total support for the installation of these units.

Robert – commented on the renovation and the fact that they have the option to leave during the renovation. If they do opt to leave and come back, will they be grandfathered in or will there be a new lease. Ms. Polansky noted that nothing would be done until we get the RAP (Rental Assistance Plan). There will be a new lease because it will be a different type of structure with more apartments. Base rate will change but the RAP will cover the additional fees. This will be 15 year coverage for the residents. This information has been in the newsletter and on the website.

Treasurer’s Report
Mrs. Burr reported for the period ending February 29, 2016. Stern Village and Stern Center had an overall loss of $2,238. This is due to the various vacancies in the Village and the Center reducing the rental income. However, new residents will be coming into the Congregate and Village shortly. We continue to maintain our expense structure. All vendors have been paid. The current Accounts Payable amounts to $39,795 which includes our PILOT payments accruing for the current year ending June 30, 2016. Most important is the case position which is healthy at the present time. The Village current cash position has approximately $27,258 and the Center’s cash position is $26,731.

Executive Director’s Report
Ms. Polansky reported the current reserve balance is over $1,384,755 which is approximately $6,238 for each unit in the entire complex, even after the purchase of a new truck for the maintenance staff, a convection oven for the kitchen and a salad bar. She noted the convection oven has been wonderful. The overall cash position as of February 29, 2016 shows a balance of $1,099,474 including our investment account. As of February 29, 2016, we have Accounts Payable of approximately $39,795 including our PILOT accrual for the current year. She is continuing to look at other projects to further improve the facility within the realm of affordability, need and security. Additional refrigerators and ranges were purchased for the Village and a repair of the sprinkler system in the Center was done.

Ms. Polansky noted that everyone is shocked and broken hearted about the passing of Madeline and condolences are being sent to her family. The THA will send flowers to the funeral home on behalf of all the residents of the Village and the Congregate. If you would like to send a card, contact her for an address. The Congregate will continue to run smoothly and she will continue to spend time managing the Congregate until a Congregate Manager is hired. They are looking for a part-time attendant for Saturdays from 3-11pm. If anyone knows of someone who might be interested, please have them contact Ms. Polansky.

Neil and Paulette have been recertifying the Stern Village residents. Neil has also started to recertify the Congregants. Letters have been delivered to Villagers who have not kept their appointments and letters have been delivered to Congregants requesting information for their recertification. The plan is to complete all recertifications within the next few weeks.

Ms. Polansky is working on the Small Cities application with the consultant hired by the Town of Trumbull. If the Town is awarded the $800,000, it will go towards heat pumps for all the apartments in the Village. This will be a significant savings for their UI bills and keep them warm in the winter and cool in the summer. The application will be hand delivered to DOH the middle of this month.

Work is being done on the upcoming SHP application. Several calls have been held with CHFA and DOH to discuss the project. We lowered the redevelopment costs and RAP as per our directives from CHFA and DOH. Frank Stellato and Ms. Polansky met with Stern Village residents to discuss updates to the redevelopment plan based on conversations with CHFA and DOH. Heat pumps, installation of heat pumps and benefits to all residents were also discussed.

Kim from TOVAH met with residents last month and is continuing to work with the residents on what it takes to have a residents’ organization that truly represents all the residents of the THA.

The solar panels should be installed this month on the Congregate building. This green initiative is very exciting for the THA as well as decreasing the cost of the electric bills.

The salad bar has been a big hit. The residents are enjoying the variety and choices. If Villagers would like to eat in the Congregate, please make a reservation. There are no viewings of the salad bar. A resident took pictures of the salad bar and lied to the attendance about why he was there. This is totally unacceptable.

The inner door of the Congregate will be locked 24/7 for the safety of our congregants. Congregants are not allowed to let anyone enter unless that person is a resident of the Congregate. Visitors to the Congregate must sign in. If the attendants do not know who you are, they will ask. If the attendants are given a hard time, you will be asked to leave and an incident report will be added to your file. If you continue to give our attendants a hard time or lie about why you are at the Congregate, you will be banned from the Congregate.

Villagers are allowed to have a visitor stay with them for two weeks a year based on their lease agreement. If Villagers are abusing this privileged, this is in violation of their lease agreement. If the person or persons who are not on the lease agreement are living with the resident, we will start the eviction process. If you see something, say something. There is no retribution from anyone. This is a community within a community. Ms. Polansky calls this community the jewel of Trumbull. Everyone is responsible for protecting the community.

New Business
Discussion and Motion for Tenant Selection Plan – Mrs. Kopchik noted a Tenant Selection Plan was developed by Pam Kazlauskas and Ms. Polansky. Ms. Polansky noted that she has done this for every person since she has been here. It is part of the application process. The idea is to promote fairness and uniformity in resident selection. The Tenant Selection Plan is required for the Small Cities Application and is part of the Fair Housing Action Plan. We need it for Stern Village. Ms. Polansky worked with Pam, who has approximately 20 years in the regulated housing industry, including more than ten years as an Occupancy/Fair Housing instructor for the National Center for Housing Management.

The objective of the Plan is to consolidate relevant policies and procedures affecting resident selection pursuant to applicable CHFA/DOH regulations and federal, state and local laws. The Plan sets out a procedure for processing and selecting applicants, including the establishment of preferences and priorities, occupancy standards, rejection standards, reviews and appeals of rejection decisions and notice requirements.

The Plan is designed to detail the application and selection process for those who may have questions or wish information on the process. She has been abiding by this plan since she started. Once it is approved, it will be put on the website and provided to every applicant at the time they sign the lease and become a resident of Stern Village or the Congregate.

Mrs. Kopchik made a motion to approve the Tenant Selection Plan. Seconded by Mrs. Fatse and approved unanimously.

Adjournment
There being no further business, motion was made by Mrs. Kopchik, seconded by Mrs. Burr, to adjourn the meeting at 4:21 pm.

Respectfully submitted,

Barbara Crandall
Clerk

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

Minutes THA March 2016

Trumbull Housing Authority
February 22, 2016
4:00 pm
Community Room of Stern Village

Commissioners Present: Thelma Burr, Susan Fatse, Suzanne Donofrio

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Janice Kopchik

The meeting was called to order at 4:04 pm by Mrs. Donofrio in the absence of the Chairman. Roll call was conducted followed by the Pledge of Allegiance.

Past Minutes
Ms. Polansky added under Executive Director’s Report last paragraph the following statement for clarification – “TOVAH is currently educating residents about what constitutes a legitimate resident association which represents the residents as a whole and not exclusive to select residents and to be prepared for when elections take place so that they can make nominations and actively participate.” Motion was made by Mrs. Donofrio to approve the minutes of January 25, 2016 as amended. Seconded by Mrs. Fatse and approved unanimously.

Resident Comments
Ed – Kim sent everyone a letter to join the current residents association. Many residents signed the letter and they were hand delivered to Mr. Littlefield. His comment was that you had to be voted into his committee. It is as if the residents don’t have a choice. He reserved the right to speak later in the meeting. Mrs. Fatse asked for clarification whether the vote was to be on to a committee in the association or in the association. Ed verified it was the association.

Treasurer’s Report
Mrs. Burr reported for the period ending January 31, 2016. Stern Village and Stern Center had an overall loss for the period of $6,690. This was due to the various vacancies reducing rental income. The expense structure is being maintained. All of the vendors have been paid. The Current Accounts Payable amounts to $37,904 which includes the PILOT payments accruing for the current year ending June 30, 2016. The case position is healthy at the present time. The Village current cash position is approximately $8,860 and the Center’s cash position is $17,376. There have been some capital expenditures for this period. Repairs have been made to the sprinkler system in the Congregate and a new truck for the Village has been acquired. The solar initiative for the Congregate has been approved and will not cost the Trumbull Housing Authority any funds. Once implemented, a savings in our electrical cost for the Congregate will be recognized of approximately $2,000 per year for the foreseeable future. Also, in the Congregate, a salad bar will be provided for a better dining experience. A convection oven for the kitchen was purchased to facilitate quicker cooking and additional menu items. These should be up and running by next week.

Executive Director’s Report
Ms. Polansky noted the current reserve balance is over $1,384,014 which is approximately $6,239 for each unit in the entire complex after our purchase of a new truck for the maintenance staff. The overall cash position as of January 31, 2016 shows a balance of $1,071,386 including our investment account. As of January 31, 2016, Accounts Payable is approximately $37,904 including the PILOT accrual for the current year. For the Village, additional energy efficient refrigerators and some ranges have been purchased. For the Center, the sprinkler system was repaired and quotes are being obtained to replace some of the pipes. Quotes are being obtained for security cameras for the entrance/exit to Stern Village which will show and record the license plate, model and color of the vehicles. The Congregate will be receiving 15 new windows. Ms. Polansky noted the new salad bar would be available to all residents. It will be included in the fee for those in the Congregate and a fee for the remainder of the residents is being determined. She is looking for other projects to further improve the facility within the realm of affordability and need.

Ms. Polansky is working very closely with the Development Team and CHFA and DOH for the Redevelopment of Stern Village. CHFA has asked us to bifurcate the property into two phases. Last week the Advisory Committee for the Redevelopment held a meeting with the residents to provide updates.

New kitchen equipment was delivered and will be operational shortly.

All THA residents will be recertified starting in March. Neil and Paulette will be recertifying the residents for Stern Village. Letters with time slots will be going out to the residents this week.

Ms. Polansky noted she is starting her third year as Executive Director and that it has been a pleasure and honor to work for the betterment of Stern Village and serve the needs of our wonderful, vibrant residents.

The second grant has been received from the state to have Kim from TOVAH on board. Kim is currently educating residents about what constitutes a legitimate resident association which represents all the residents, not select residents. She is also preparing the residents for elections that will take place soon so that they can make nominations and actively participate.

Ms. Polansky recognized Kim Pietrorazio, Executive Director from TOVAH (Transforming Outcomes For Vibrant Affordable Housing), who provided the Commission with her Project Reach Update: Stern Village. Kim reviewed the update which is attached to the minutes. She noted that there has been a divide among the residents with regard to the current association including how to join the association and the requirement that bylaws be reviewed to make certain the association is following their own rules. She noted she provided a sample letter to the residents to complete and submit to the Association because that is what it states in the current bylaws. Those letters submitted were brought to Mr. Littlefield for consideration of membership who stated the board would have to take a vote. There is no public information regarding the association. She noted that no resident should need to request membership because they should be in the association by virtue of residency.

Kim requested that “the Trumbull Housing Authority Board of Commissioners engage the legal counsel of the Trumbull Housing Authority to act upon the interests and desires of the residents who wish to participate in their community via the Tenant Association and ensure that they are provided with equal opportunity to do so. The resident association should exist and be open for all residents not a selective few. Although I am not a legal expert, I find this to be highly discriminatory.” Kim noted she has not ever seen this before even in places where there were problems. Sometimes these associations were formed many years ago and were developed without guidance and support. However, in speaking with the association members, they were willing to make sure everything was done properly. Kim was placed at Stern Village by the State because they knew Stern Village was applying for funding. At that time she tried to engage the current tenant association through the only known officer but was unsuccessful. Rather than delaying the process for residents to be able to participate, she developed a Resident Development Advisory Committee which was an avenue for the residents to be engaged in the revitalization of their community. This is a short-term committee that will be in place as long as the revitalization occurs from the point of the initial plans and pre-development phase, through the financing and construction phase and post development.

Kim is concerned about the number of residents who feel they are not being represented because it is an injustice not to be represented and not be able to participate.

Discussion was held regarding the original tenant association and its bylaws. Mr. Lewis noted he was a member and was actually voted in as president but did not like the lies being spread about Ms. Polansky and he thought the organization should be closed because it was causing problems. Collection of dues was discussed. This may be okay for some residents but it may be a hardship on others. The residents should be receiving information about the association including how is the money collected being used.

Mrs. Fatse questioned if there is a tenant association that is functioning, would the Board recognize it? Kim described the election of officers for the association and what is expected of them if they are elected. She reiterated that residents do not have to be voted in due to the fact that they are residents of the community and are already members. Once an election is held, the association would be recognized by the Board when they have filed appropriate paperwork with the State of Connecticut. At this time, the Board should be recognizing the association but there is a problem. That is why she went down the other route. You cannot have two competing organizations. Once she finds out an organization exists, she will work with them over time to make the organization function properly. Unfortunately, that process didn’t work at Stern Village and that is why they developed the Advisory Committee. Legal counsel should be involved at this point to find out what needs to be done to be able to move forward in a productive way.

Mr. Horan stated that Mr. Littlefield changed the bylaws himself which he cannot do. Mr. Littlefield stated there cannot be two sets of board of directors. He has stated that his association has an attorney and his association will be the one that will be in charge. It was felt by the Board that his attorney and the Trumbull Housing Authority attorney must work together on this. Kim feels she has done all she can do without the advice of legal counsel. Mrs. Fatse recommended a meeting be scheduled to discuss this topic with Kim invited to share her information.

One resident stated that Mr. Littlefield is intelligent and has a lot of expertise and it would be helpful to have him on the board as long as he is cooperative.

Unfinished Business
None.

New Business
None.

Adjournment
There being no further business, motion was made by Mrs. Donofrio, seconded by Mrs. Fatse, to adjourn the meeting at 4:42 pm.

Respectfully submitted,

Barbara Crandall
Clerk

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

Minutes THA February 2016

Trumbull Housing Authority – January 25, 2016
Trumbull Housing Authority
January 25, 2016
4:00 pm
Community Room of Stern Village
Commissioners Present: Thelma Burr, Susan Fatse, Janice Kopchik Also Present: Executive Director Harriet Polansky Commissioners Absent: Suzanne Donofrio
The meeting was called to order at 4:03 pm by the Chairman, Mrs. Kopchik. Roll call was conducted followed by the Pledge of Allegiance.
Past Minutes
The following corrections were made to the minutes by Ms. Polansky – Page 1, Under Resident Comments, 7th line down should read “extermination of pests.” and last line should read “but did not receive”. Page 2, under Executive Director’s Report, third paragraph should read “Ms. Polansky spoke with the Charter representative…” Motion was made by Mrs. Kopchik, seconded by Mrs. Burr, to approve the minutes of December 22, 2015 as amended. Approved unanimously.
Resident Comments
Paul Littlefield requested a statement on the record with regard to the purchase of a truck that all state purchasing procedures were followed and that no one affiliated with the Trumbull Housing Authority or Stern Village had any financial interest in the transaction. He announced that the Stern Village Tenants Association is now incorporated. Incorporation papers have been received from the state and he requested records be corrected. They have retained a corporate attorney. Mrs. Kopchik requested a copy of the incorporation letter for the record and to verify that they are legitimately approved. Mr. Littlefield asked why the THA needs it and refused to provide the information.
Pat Horan wanted to thank everyone for coming out in the snow and thanked Harriet for the great breakfast for the volunteers. Thanks also to Bob, Jeff and Renee for the good job they did with the snow.
Treasurer’s Report
Mrs. Burr reported for the period ending December 31, 2015. Stern Village and Stern Center had an overall loss of $12,321. This is attributable to the various vacancies in the Village and in the Center which reduced the rental income. The vacancies in the Center are being rehabilitated and new residents are moving into the Village. All vendors have been paid. The current Accounts Payable amounts to $42,666 which includes the PILOT payment for the current year. The PILOT payment has been paid for the year ending June 30, 2015. The cash position is healthy at the present time. The Village’s current cash position is approximately $18, 187 and the Center’s cash position is $14,085. In addition, they are looking to acquire a new truck for the Maintenance staff. The current truck needs repairs and has served well for the past ten years. The THA is also looking to obtain solar energy for the Congregate. This is the first step towards having a green housing authority.

Trumbull Housing Authority – January 25, 2016
Executive Director’s Report
Ms. Polansky noted the current reserve balance is over $1,413,399 which is approximately $6,367 per unit in the entire complex. The overall cash position as of December 31, 2015 shows a balance of $1,154,379 including the investment account. As of December 31, 2015, Accounts Payable is approximately $42,666 including the PILOT accrual for the current year. In the Village, some additional refrigerators and ranges were purchased and kitchen equipment was repaired in the Center. For the Center we had some sprinkler and elevator repairs as well as repairs to the stove. As always, she is looking for projects to improve the facility within the realm of affordability and need.
Ms. Polansky thanked the Maintenance staff. They did a great job during the storm. Several residents have voiced their appreciation and she thanked the younger residents for helping to clean vehicles. Many of the resident’s care givers helped also. Several residents have not taken items off their porches which hinders Maintenance from clearing the area.
On behalf of the THA Board of Commissioners, Paulette and herself, Ms. Polansky thanked the resident volunteers for all their help in making Stern Village and the Congregate an incredible place to live and having a positive impact on the community.
A Proclamation was received from First Selectman Herbst stating January 19, 2016 as Stern Village Volunteer Day.
Weatherization of the Stern Village apartments is still in progress and should be completed within the next three weeks. The lighting project will start soon; LED bulbs have been ordered. Many units have had the weatherization and hopefully, the residents can feel a difference. Residents have stated they are happy with the changes.
Ms. Polansky noted she and Neil have had several phone calls with CHFA for Phase 1 providing
information to the underwriters and technical staff. Phase 1 goes hand-in-hand with Phase 2. Everyone is working hard to provide information to the underwriters. Phase 2 will be discussed at the next Board meeting.
Three Charter representatives met with Ms. Polansky. Over the last six months, they recorded 20 calls from Stern Village for customer education and replacing boxes. They mentioned some channels experience breakup. That is due to the station broadcasting directly. Wednesday, January 27 at 10 am, a representative from Charter will be in the Community Room to discuss issues. There will be a resident meeting with him to discuss problems and different types of Charter packages.
Kim from TOVAH will be at Stern Village to work with the residents on January 26 at 10 am to establish a new, duly elected Residents Association.
Unfinished Business No unfinished business.
New Business
1. Ms. Polansky noted they need a new maintenance truck and Neil has been sourcing costs and negotiating for a new one. The current truck is ten years old and has over 100,000 miles on it.

Trumbull Housing Authority – January 25, 2016
The current truck needs a lot of work, including but not limited to a new engine, suspension, muffler system and hydraulics. The underbody is rusted and it needs new tires. Neil and Jeff from the Maintenance staff went to Park City Ford and Stevens Ford. A quote was also obtained from Crowley which is in Plainville. The DAS website which includes all vendors, recommended Crowley, but they had the highest cost at $52,000 and it is far away for maintenance purposes and warranty work. Stevens in Milford had a 2015 with 500 miles on it. Ms. Polansky noted a strobe light is needed for insurance purposes and to know that a truck is approaching. This was approximately an additional $700 at Stevens. Cost at Stevens was close to $41,000. Another dealership in Danbury provided a quote but it is too far from Trumbull for immediate service. Neil and Ms. Polansky recommend Park City Ford. They have a 2016 for $40,924. These prices do not include trade-in. The current truck will be taken as a trade-in but it is unknown what they will give them. This price is also with a new plow. This plow is angled which will make it easier to maneuver the snow. Park City will negotiate the price of the strobe when the cost is known – no more than $325. Motion was made by Mrs. Kopchik that the Trumbull Housing Authority approve the purchase of a new Ford truck with a plow for Maintenance with Park City based on Harriet’s and Neil’s recommendation. Seconded by Mrs. Burr and approved unanimously.
2. Ms. Polansky noted that in April 2015 the THA was selected to participate in CHFA’s Solarized SSHP Program for the Congregate building. At the time, THA was one of 36 housing authorities selected to work with CT Green Bank and C-TEC Solar to provide solar energy. The Congregate building is perfect for solar because it has a southern exposure and there is no shade on the building. Ms. Polansky introduced Benjamin Healey from CT Green Bank, Alex Fox from C-TEC Solar and Attorney Melanie Rausch, attorney for the THA. Ms. Polansky noted the THA is not paying for installation of solar panels nor the connectivity or equipment. Since 2015 they have been working on finalizing the agreements for the project. CT Green Bank is acting as a syndicator and leasing the Congregate roof only to the Clean Energy Investment Authority to provide us with solar. With the use of solar, savings will be in the range of $4,000 to $6,000 per year for the next 20 years. Based on the agreement, the THA can purchase the system any time after five years. Mr. Healey and Mr. Fox fielded questions from the residents explaining how the system will work, cost savings, roof structure preparation and upgrade, panel weight (2.7 lbs./sf) and number (216 panels), selling power back to the utilities and maintenance. Mr. Healey noted they plan to start installation in approximately two months once all approvals are received and the project should be completed within four weeks. Question was asked if solar energy was being considered for the water heaters in the smaller units. Solar on the buildings in the Village was discussed previously and can be revisited but it would have to be after the revitalization project is completed and it must meet the southern exposure and not shaded by trees. Motion was made by Mrs. Kopchik that the Trumbull Housing Authority approve the solar energy for the Congregate. Seconded by Mrs. Fatse and approved unanimously.
Adjournment
There being no further business, motion was made by Mrs. Kopchik to adjourn the meeting at 4:35 pm. Seconded by Mrs. Burr and approved unanimously.

Trumbull Housing Authority – January 25, 2016
Respectfully submitted,
Barbara Crandall Clerk
These minutes are considered a draft until approved at the next meeting of the Trumbull Housing Authority.
Minutes THA January 2016

Trumbull Housing Authority – January 25, 2016

Trumbull Housing Authority January 25, 2016 4:00 pm Community Room of Stern Village

Commissioners Present: Thelma Burr, Susan Fatse, Janice Kopchik Also Present: Executive Director Harriet Polansky Commissioners Absent: Suzanne Donofrio

The meeting was called to order at 4:03 pm by the Chairman, Mrs. Kopchik. Roll call was conducted followed by the Pledge of Allegiance.

Past Minutes

The following corrections were made to the minutes by Ms. Polansky – Page 1, Under Resident Comments, 7^th line down should read “extermination of pests.” and last line should read “but did not receive”. Page 2, under Executive Director’s Report, third paragraph should read “Ms. Polansky spoke with the Charter representative…” Motion was made by Mrs. Kopchik, seconded by Mrs. Burr, to approve the minutes of December 22, 2015 as amended. Approved unanimously.

Resident Comments

Paul Littlefield requested a statement on the record with regard to the purchase of a truck that all state purchasing procedures were followed and that no one affiliated with the Trumbull Housing Authority or Stern Village had any financial interest in the transaction. He announced that the Stern Village Tenants Association is now incorporated. Incorporation papers have been received from the state and he requested records be corrected. They have retained a corporate attorney. Mrs. Kopchik requested a copy of the incorporation letter for the record and to verify that they are legitimately approved. Mr. Littlefield asked why the THA needs it and refused to provide the information.

Pat Horan wanted to thank everyone for coming out in the snow and thanked Harriet for the great breakfast for the volunteers. Thanks also to Bob, Jeff and Renee for the good job they did with the snow.

Treasurer’s Report

Mrs. Burr reported for the period ending December 31, 2015. Stern Village and Stern Center had an overall loss of $12,321. This is attributable to the various vacancies in the Village and in the Center which reduced the rental income. The vacancies in the Center are being rehabilitated and new residents are moving into the Village. All vendors have been paid. The current Accounts Payable amounts to $42,666 which includes the PILOT payment for the current year. The PILOT payment has been paid for the year ending June 30, 2015. The cash position is healthy at the present time. The Village’s current cash position is approximately $18, 187 and the Center’s cash position is $14,085. In addition, they are looking to acquire a new truck for the Maintenance staff. The current truck needs repairs and has served well for the past ten years. The THA is also looking to obtain solar energy for the Congregate. This is the first step towards having a green housing authority.

 

Trumbull Housing Authority – January 25, 2016

Executive Director’s Report

Ms. Polansky noted the current reserve balance is over $1,413,399 which is approximately $6,367 per unit in the entire complex. The overall cash position as of December 31, 2015 shows a balance of $1,154,379 including the investment account. As of December 31, 2015, Accounts Payable is approximately $42,666 including the PILOT accrual for the current year. In the Village, some additional refrigerators and ranges were purchased and kitchen equipment was repaired in the Center. For the Center we had some sprinkler and elevator repairs as well as repairs to the stove. As always, she is looking for projects to improve the facility within the realm of affordability and need.

Ms. Polansky thanked the Maintenance staff. They did a great job during the storm. Several residents have voiced their appreciation and she thanked the younger residents for helping to clean vehicles. Many of the resident’s care givers helped also. Several residents have not taken items off their porches which hinders Maintenance from clearing the area.

On behalf of the THA Board of Commissioners, Paulette and herself, Ms. Polansky thanked the resident volunteers for all their help in making Stern Village and the Congregate an incredible place to live and having a positive impact on the community.

A Proclamation was received from First Selectman Herbst stating January 19, 2016 as Stern Village Volunteer Day.

Weatherization of the Stern Village apartments is still in progress and should be completed within the next three weeks. The lighting project will start soon; LED bulbs have been ordered. Many units have had the weatherization and hopefully, the residents can feel a difference. Residents have stated they are happy with the changes.

Ms. Polansky noted she and Neil have had several phone calls with CHFA for Phase 1 providing

information to the underwriters and technical staff. Phase 1 goes hand-in-hand with Phase 2. Everyone is working hard to provide information to the underwriters. Phase 2 will be discussed at the next Board meeting.

Three Charter representatives met with Ms. Polansky. Over the last six months, they recorded 20 calls from Stern Village for customer education and replacing boxes. They mentioned some channels experience breakup. That is due to the station broadcasting directly. Wednesday, January 27 at 10 am, a representative from Charter will be in the Community Room to discuss issues. There will be a resident meeting with him to discuss problems and different types of Charter packages.

Kim from TOVAH will be at Stern Village to work with the residents on January 26 at 10 am to establish a new, duly elected Residents Association.

Unfinished Business No unfinished business.

New Business

1. Ms. Polansky noted they need a new maintenance truck and Neil has been sourcing costs and negotiating for a new one. The current truck is ten years old and has over 100,000 miles on it.

 

Trumbull Housing Authority – January 25, 2016

The current truck needs a lot of work, including but not limited to a new engine, suspension, muffler system and hydraulics. The underbody is rusted and it needs new tires. Neil and Jeff from the Maintenance staff went to Park City Ford and Stevens Ford. A quote was also obtained from Crowley which is in Plainville. The DAS website which includes all vendors, recommended Crowley, but they had the highest cost at $52,000 and it is far away for maintenance purposes and warranty work. Stevens in Milford had a 2015 with 500 miles on it. Ms. Polansky noted a strobe light is needed for insurance purposes and to know that a truck is approaching. This was approximately an additional $700 at Stevens. Cost at Stevens was close to $41,000. Another dealership in Danbury provided a quote but it is too far from Trumbull for immediate service. Neil and Ms. Polansky recommend Park City Ford. They have a 2016 for $40,924. These prices do not include trade-in. The current truck will be taken as a trade-in but it is unknown what they will give them. This price is also with a new plow. This plow is angled which will make it easier to maneuver the snow. Park City will negotiate the price of the strobe when the cost is known – no more than $325. Motion was made by Mrs. Kopchik that the Trumbull Housing Authority approve the purchase of a new Ford truck with a plow for Maintenance with Park City based on Harriet’s and Neil’s recommendation. Seconded by Mrs. Burr and approved unanimously.

2. Ms. Polansky noted that in April 2015 the THA was selected to participate in CHFA’s Solarized SSHP Program for the Congregate building. At the time, THA was one of 36 housing authorities selected to work with CT Green Bank and C-TEC Solar to provide solar energy. The Congregate building is perfect for solar because it has a southern exposure and there is no shade on the building. Ms. Polansky introduced Benjamin Healey from CT Green Bank, Alex Fox from C-TEC Solar and Attorney Melanie Rausch, attorney for the THA. Ms. Polansky noted the THA is not paying for installation of solar panels nor the connectivity or equipment. Since 2015 they have been working on finalizing the agreements for the project. CT Green Bank is acting as a syndicator and leasing the Congregate roof only to the Clean Energy Investment Authority to provide us with solar. With the use of solar, savings will be in the range of $4,000 to $6,000 per year for the next 20 years. Based on the agreement, the THA can purchase the system any time after five years. Mr. Healey and Mr. Fox fielded questions from the residents explaining how the system will work, cost savings, roof structure preparation and upgrade, panel weight (2.7 lbs./sf) and number (216 panels), selling power back to the utilities and maintenance. Mr. Healey noted they plan to start installation in approximately two months once all approvals are received and the project should be completed within four weeks. Question was asked if solar energy was being considered for the water heaters in the smaller units. Solar on the buildings in the Village was discussed previously and can be revisited but it would have to be after the revitalization project is completed and it must meet the southern exposure and not shaded by trees. Motion was made by Mrs. Kopchik that the Trumbull Housing Authority approve the solar energy for the Congregate. Seconded by Mrs. Fatse and approved unanimously.

Adjournment

There being no further business, motion was made by Mrs. Kopchik to adjourn the meeting at 4:35 pm. Seconded by Mrs. Burr and approved unanimously.

 

Trumbull Housing Authority – January 25, 2016

Respectfully submitted,

Barbara Crandall Clerk

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

Minutes THA January 2016

Trumbull Housing Authority

February 22, 2016

4:00 pm

Community Room of Stern Village

 

 

Commissioners Present: Thelma Burr, Susan Fatse, Suzanne Donofrio

 

Also Present: Executive Director Harriet Polansky

 

Commissioners Absent: Janice Kopchik

 

The meeting was called to order at 4:04 pm by Mrs. Donofrio in the absence of the Chairman. Roll call was conducted followed by the Pledge of Allegiance.

 

Past Minutes

Ms. Polansky added under Executive Director’s Report last paragraph the following statement for clarification – “TOVAH is currently educating residents about what constitutes a legitimate resident association which represents the residents as a whole and not exclusive to select residents and to be prepared for when elections take place so that they can make nominations and actively participate.” Motion was made by Mrs. Donofrio to approve the minutes of January 25, 2016 as amended.  Seconded by Mrs. Fatse and approved unanimously.

 

Resident Comments

Ed – Kim sent everyone a letter to join the current residents association. Many residents signed the letter and they were hand delivered to Mr. Littlefield.  His comment was that you had to be voted into his committee.  It is as if the residents don’t have a choice.  He reserved the right to speak later in the meeting.  Mrs. Fatse asked for clarification whether the vote was to be on to a committee in the association or in the association.  Ed verified it was the association.

 

Treasurer’s Report

Mrs. Burr reported for the period ending January 31, 2016. Stern Village and Stern Center had an overall loss for the period of $6,690.  This was due to the various vacancies reducing rental income.  The expense structure is being maintained.  All of the vendors have been paid.  The Current Accounts Payable amounts to $37,904 which includes the PILOT payments accruing for the current year ending June 30, 2016.  The case position is healthy at the present time.  The Village current cash position is approximately $8,860 and the Center’s cash position is $17,376.  There have been some capital expenditures for this period.  Repairs have been made to the sprinkler system in the Congregate and a new truck for the Village has been acquired.  The solar initiative for the Congregate has been approved and will not cost the Trumbull Housing Authority any funds.  Once implemented, a savings in our electrical cost for the Congregate will be recognized of approximately $2,000 per year for the foreseeable future.  Also, in the Congregate, a salad bar will be provided for a better dining experience.  A convection oven for the kitchen was purchased to facilitate quicker cooking and additional menu items.  These should be up and running by next week.

 

Executive Director’s Report

Ms. Polansky noted the current reserve balance is over $1,384,014 which is approximately $6,239 for each unit in the entire complex after our purchase of a new truck for the maintenance staff. The overall cash position as of January 31, 2016 shows a balance of $1,071,386 including our investment account.  As of January 31, 2016, Accounts Payable is approximately $37,904 including the PILOT accrual for the current year.  For the Village, additional energy efficient refrigerators and some ranges have been purchased.  For the Center, the sprinkler system was repaired and quotes are being obtained to replace some of the pipes.  Quotes are being obtained for security cameras for the entrance/exit to Stern Village which will show and record the license plate, model and color of the vehicles.  The Congregate will be receiving 15 new windows.  Ms. Polansky noted the new salad bar would be available to all residents.  It will be included in the fee for those in the Congregate and a fee for the remainder of the residents is being determined.  She is looking for other projects to further improve the facility within the realm of affordability and need.

 

Ms. Polansky is working very closely with the Development Team and CHFA and DOH for the Redevelopment of Stern Village. CHFA has asked us to bifurcate the property into two phases.  Last week the Advisory Committee for the Redevelopment held a meeting with the residents to provide updates.

 

New kitchen equipment was delivered and will be operational shortly.

 

All THA residents will be recertified starting in March. Neil and Paulette will be recertifying the residents for Stern Village.  Letters with time slots will be going out to the residents this week.

 

Ms. Polansky noted she is starting her third year as Executive Director and that it has been a pleasure and honor to work for the betterment of Stern Village and serve the needs of our wonderful, vibrant residents.

 

The second grant has been received from the state to have Kim from TOVAH on board. Kim is currently educating residents about what constitutes a legitimate resident association which represents all the residents, not select residents.  She is also preparing the residents for elections that will take place soon so that they can make nominations and actively participate.

 

Ms. Polansky recognized Kim Pietrorazio, Executive Director from TOVAH (Transforming Outcomes For Vibrant Affordable Housing), who provided the Commission with her Project Reach Update: Stern Village.  Kim reviewed the update which is attached to the minutes.  She noted that there has been a divide among the residents with regard to the current association including how to join the association and the requirement that bylaws be reviewed to make certain the association is following their own rules.  She noted she provided a sample letter to the residents to complete and submit to the Association because that is what it states in the current bylaws.  Those letters submitted were brought to Mr. Littlefield for consideration of membership who stated the board would have to take a vote.  There is no public information regarding the association.  She noted that no resident should need to request membership because they should be in the association by virtue of residency.

 

Kim requested that “the Trumbull Housing Authority Board of Commissioners engage the legal counsel of the Trumbull Housing Authority to act upon the interests and desires of the residents who wish to participate in their community via the Tenant Association and ensure that they are provided with equal opportunity to do so. The resident association should exist and be open for all residents not a selective few.  Although I am not a legal expert, I find this to be highly discriminatory.”  Kim noted she has not ever seen this before even in places where there were problems.  Sometimes these associations were formed many years ago and were developed without guidance and support.   However, in speaking with the association members, they were willing to make sure everything was done properly.  Kim was placed at Stern Village by the State because they knew Stern Village was applying for funding.  At that time she tried to engage the current tenant association through the only known officer but was unsuccessful.   Rather than delaying the process for residents to be able to participate, she developed a Resident Development Advisory Committee which was an avenue for the residents to be engaged in the revitalization of their community.  This is a short-term committee that will be in place as long as the revitalization occurs from the point of the initial plans and pre-development phase, through the                                                     financing and construction phase and post development.

 

Kim is concerned about the number of residents who feel they are not being represented because it is an injustice not to be represented and not be able to participate.

 

Discussion was held regarding the original tenant association and its bylaws. Mr. Lewis noted he was a member and was actually voted in as president but did not like the lies being spread about Ms. Polansky and he thought the organization should be closed because it was causing problems.  Collection of dues was discussed.  This may be okay for some residents but it may be a hardship on others.  The residents should be receiving information about the association including how is the money collected being used.

 

Mrs. Fatse questioned if there is a tenant association that is functioning, would the Board recognize it? Kim described the election of officers for the association and what is expected of them if they are elected.  She reiterated that residents do not have to be voted in due to the fact that they are residents of the community and are already members.  Once an election is held, the association would be recognized by the Board when they have filed appropriate paperwork with the State of Connecticut.   At this time, the Board should be recognizing the association but there is a problem.  That is why she went down the other route.  You cannot have two competing organizations.  Once she finds out an organization exists, she will work with them over time to make the organization function properly.  Unfortunately, that process didn’t work at Stern Village and that is why they developed the Advisory Committee.  Legal counsel should be involved at this point to find out what needs to be done to be able to move forward in a productive way.

 

Mr. Horan stated that Mr. Littlefield changed the bylaws himself which he cannot do. Mr. Littlefield stated there cannot be two sets of board of directors.  He has stated that his association has an attorney and his association will be the one that will be in charge.  It was felt by the Board that his attorney and the Trumbull Housing Authority attorney must work together on this.  Kim feels she has done all she can do without the advice of legal counsel.  Mrs. Fatse recommended a meeting be scheduled to discuss this topic with Kim invited to share her information.

 

One resident stated that Mr. Littlefield is intelligent and has a lot of expertise and it would be helpful to have him on the board as long as he is cooperative.

 

Unfinished Business

None.

 

New Business

None.

 

Adjournment

There being no further business, motion was made by Mrs. Donofrio, seconded by Mrs. Fatse, to adjourn the meeting at 4:42 pm.

 

Respectfully submitted,

 

 

 

Barbara Crandall

Clerk

 

 

 

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

 

 

Minutes THA February 2016