Minutes December 2014

Trumbull Housing Authority
December 15, 2014
4:00 pm
Community Room of Stern Village

Commissioners Present: Chairperson Janice Kopchik; Commissioners Susan Fatse, Thelma Burr and Suzanne Donofrio (4:05 pm)

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Linda Nassrah

The meeting was called to order at 4:02 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 November 17, 2014 regular meeting of the THA. Seconded by Mrs. Fatse and unanimously approved.

Resident Comments
Mr. Paul Littlefield addressed the Commission regarding the dangerous icing of the path that serves units #153-158.

Mrs. Donofrio entered the meeting at 4:05 pm.

He noted with the recent heavy rains and freezing temperatures, residents were forced to walk on the turf to avoid the icy path and also had to walk on ice to access three of the parking spaces. Mr. Littlefield stated that proper action was not taken when duly notified by not bringing in a contractor during the good weather. He noted each commissioner could be held personally liable. Mrs. Fatse stated that commissioners cannot be held liable and Mr. Littlefield noted he stood corrected. He concluded that his purpose is to protect the financial, health and personal interests of tenants and their families and requested a skilled contractor be consulted.

Mrs. Polansky noted salt bins have been placed around the village. The maintenance department is on top of the ice and snow. She requested residents to remove items from their porches as it is much easier for maintenance to plow when there are no obstacles. Shoveling must be done if the items are not removed which takes time away from other areas.

Treasurer’s Report
Mrs. Burr noted for the five months ending November 30, 2014, Stern Village and Stern Center had an overall profit of $7,289. All current vendors have been paid. The cash position is healthy at the present time. The Village current cash position is approximately $37,224. The Center cash position is approximately $12,246. In the Village and the Center, vacancies have been reduced. There have been no capital expenditures for this period except for the normal expenditures for refurbishing our vacant units.

Executive Director’s Report
Mrs. Polansky reiterated the financial summary for the five months ending November 30, 2014, Stern Village and Stern Center had an overall gain of $7,289. The reserve balance is over $1,444,390 which is approximately $6,506 for each unit in the entire complex. The overall cash position as of November 30, 2014 shows a balance of $1,567,000 which includes the investment account. Accounts payable for that time period is $5,584.

We have acquired salt for the walkways. All equipment has been serviced and ready for the winter weather.

Mrs. Polansky noted they are looking at other projects to further the improvements at the facility within the realm of affordability and need. She noted the staff will be meeting with EMS Chief Joe Laucella in January to review emergency policies and procedures that are in place. He will also meet with the residents to help them review ways to prepare for the snow.

Security measures are being tightened. The Congregate outside doors will be locked at 5:00 pm. She noted currently when you close the second set of doors you cannot hear the siren. Changes include making the siren louder and moving some of the heads so everyone can hear the alarm. Bell will also be louder. When someone comes to the Congregate and the guard does not know them, they will be required to provide a photo ID.

Chef Armando has started and the food is fantastic. She hoped residents will come and sample the food. The Holiday Party is being catered by him.

Mrs. Polansky noted there were several programs this month. Paulette noted the following:
1. December 16 is a holiday breakfast from 9-11 am; from 9 am – 5 pm.
2. December 16 is an election for the Advisory Developmental Board. She has some residents who will be counting ballots after the election is completed.
3. December 18 is a Well Care bingo sponsored by Well Care
4. In 2015, United Health Care will partner with the THA to provide programs for the residents.
5. St. Joseph’s Center will also be providing programs for the seniors. Some programs will be held at the Center and some at Stern Village.
6. The nutritionist from Bridgeport Hospital was great and provided important information to the residents.
7. A sleep disorder program was also held sponsored by Bridgeport Hospital.

Mrs. Polansky noted eight members of the team attended the presentation to the State of our project – Susan Fatse, Ed Lavernovich, George and Brandt from Wiles, Bruce and Frank from Millennium, Neil Gerhardt and Mrs. Polansky. Also present were CHFA members and the Deputy Commissioner from DOH as well as a representative from the CT Housing Organization. Mrs. Polansky presented the slide show from the meeting showing the concepts of the initiative. It is still unknown how much funding will be received.

The following were covered in the presentation:
1. Goals and Objectives to provide a sustainable environment
2. Demand for senior housing
3. Time line of the development of Stern Village
4. Development team
5. Demographics of the residents in the Village/Wait list
6. Resident Participation – various residents who spoke about the Village
7. Green efficiencies and economically sustainable units
8. Service hub or community center
9. Expansion of meals, transportation programs
10. ADA compliant units
11. Storm water management
12. Solar (Mrs. Polansky noted she met with a state representative to assess the possibility of solar for the Congregate. It is in the process.)
13. Topographical images of the parcel and pictures of various aspects of the Village

Mrs. Polansky noted the Congregate building is not part of the scope of the project. A Capital Plan Analysis was done showing why the capital plan they prepared missed many things. Mr. Brandt Jobst from Wiles discussed the Capital Needs Assessment (CNA) done about a year and a half ago which provided an overview of the entire property. The Executive Summary of this report stated this is a great facility and the overall development is in good condition and should have enough in reserve for the next twenty years. It provided a financial analysis and suggested how the funds should be allocated. They do mention that the NOI figure decreases annually and in the year 2026, it will be a negative number. This means that within thirteen years, the property is not sustainable and cannot adequately address its basic capital needs projected to be approximately $4.3 million dollars over the next twenty years. He noted there was also a Market Assessment done. This included features of the Town of Trumbull and how it is a great place to live. It points out the demand is there for senior housing but the units are small. Updating the units would provide more marketability. All this information was discussed at various meetings with staff at Stern Village, the architects and the Commissioners to determine what could be done. Mr. Jobst presented slides of proposed property designs and noted Scheme F was most efficient and affordable. This drawing was presented to the state. Mr. Jobst reviewed the proposed changes to the apartments noting the state would like a 600sf minimum per unit.

Mrs. Polansky noted all questions posed to them were answered. The State will now give some constructive direction. It is hoped we will hear from them by the end of the year. Ten housing authorities went before the State and she felt they were very prepared with this presentation.

Unfinished Business
None.

New Business
Mrs. Kopchik moved to propose a settlement agreement with a Stern Village resident and authorize Attorney Callahan to execute this agreement. Seconded by Mrs. Fatse and approved unanimously.

Adjournment
There being no further business, Mrs. Kopchik moved to adjourn the meeting at 4:50 pm. Seconded by Mrs. Fatse 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-THA-December 15 2015

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Minutes THA Special Meeting October 2014

TRUMBULL HOUSING AUTHORITY
Special Board of Commissioners Meeting
October 13, 2014
Commissioners Present: Chairman Janice Kopchik, Vice-Chairman Linda Nassrah, Assistant Treasurer Susan Fatse, and Treasurer Thelma Burr
Also Present: Executive Director Harriet Polansky Commissioners Absent: Secretary Suzanne Donofrio
The meeting was called to order at 10:04 a.m. by Chairman Kopchik. It was immediately followed by the Roll Call and the Pledge of Allegiance. The meeting took place in the Community Room, Stern Village, 200 Hedgehog Circle, Trumbull, CT.
Ms. Polansky introduced Ms. Paulette Mack as Stern Village’s new Resident-Services Coordinator and stated that Ms. Mack will eventually meet with all of the Stern Village residents.
Past Minutes
No minutes were voted upon at this meeting.
Treasurer’s Report
No Treasurer’s Report was given at this meeting. Executive Director’s Report
Ms. Harriet Polansky stated that this is a very exciting time at Stern Village as it embarks on a much-needed revitalization project. Stern Village has not seen any substantial improvements in almost 40 years and needs to make many upgrades and improvements to the property. CHFA (CT Housing and Finance Authority) and the DOH (CT Department of Housing) are supporting Trumbull Housing Authority’s efforts in making the necessary renovations.
Ms. Kim Pietrorazio, Executive Director, TOVAH, Inc. will be meeting with Stern Village residents on Tuesday, October 14, 2014, at the Resident Participation Council meeting, to explain the need for a resident-participation agreement. The Trumbull Housing Authority will be working with the residents on a vision to make THA one of the best affordable housing developments in CT.
EVALUATION PROCESS FOR ARCHITECTS
The evaluation process for architects, based on the Requests for Qualifications, started in August, 2014.
ARCHITECTUAL FIRMS FOR THE REVITALIZATION OF STERN VILLAGE Backdrop:
The evaluations for the architectural firms began August, 2014.
Six firms submitted their proposals based on our RFQ and attended our mandatory walk-through meeting.
One firm dropped out and two firms did not have enough experience for the project. Three candidates were left: Quisenberry Arcari, Paul Bailey and Wiles.
A matrix/proposal to review costs was requested from each firm.
Mr. Gerhardt and Ms. Polansky met with the Millennium Group: Bruce Whitaker, Executive Director; Frank Stellato, Associate Director; and Steve Jayne, Construction Project Manager as well as with each of the three candidates for a two-hour meeting reviewing their proposals and getting acquainted with each firm.
A final matrix was provided that outlined a concept to measure costs. The three firms were requested to provide a cover letter showing their availability and the competing projects they would be working on.
An Evaluation Rubric was used to measure competencies.
Quisenberry Arcari (QA) Tom Arcari, Principal
Mr. Arcari’s response included concepts/ideas including multi-buildings and different areas of new construction on THA property (these ideas had already been discussed at the meeting with Tom).
Quisenberry Arcari is the most expensive.
Quisenberry Arcari has a competing PHA project, the East Hartford Housing Authority’s Veteran Terrace Revitalization Project.
Quisenberry Arcari is located in Farmington, CT.
The firm is extremely competent and has done many CHFA/DOH deals. Paul Bailey
Paul Bailey, Principal
Mr. Bailey did not provide any concepts or ideas at the meeting nor did he give us any feedback on his vision for Stern Village.
Paul Bailey is the second most expensive.
Paul Bailey’s cover letter dictated stipulations in order to meet our deadline. (I spoke to Paul Bailey on October 6th and he indicated that he was flexible.)

Paul Bailey is located in New Haven, CT.
This firm is extremely competent and has done many CHFA/DOH deals.
Wiles
George Wiles, Principal Brandt J. Jobst, Architect
Mr. Wiles’ response to the RFQ included a “sketchbook” of concepts.
At our meeting, Mr. Wiles took the initial concepts/ideas and expanded on them; their concepts appeared to make sense. In fact, we used their idea for the final matrix that was provided to all candidates.
Wiles does not have any competing jobs and can put their emphasis on Stern Village.
Wiles is the least expensive firm, by a significant amount.
Wiles is located in Bridgeport, CT.
On October 7, 2014, Neil Gerhardt, Stern Village Financial Consultant, and Ms. Polansky met with George Wiles and Brandt Jobst to discuss the discrepancy in their costs for the Westside of Stern Village vs. Paul Bailey’s.
Mr. Wiles appeared to put a lot of time in during our vetting period, which lowered their cost. Wiles had already provided us with concepts/ideas that appear to make sense.
Wiles spoke with Bill Maurer, Engineer for the Town of Trumbull about wetlands. Mr. Maurer provided Mr. Wiles with information about storm drainage requirements and wetlands, which were taken into account when they factored their costs.
Mr. Wiles understands the dynamics of the Town and has attended many Planning and Zonings meetings for other projects.
Wiles is only accounting for 1-4 different types of apartment designs which will be implemented into the Eastside of Stern Village and carried through to the Westside. This also accounts for their costs being significantly lower.
Wiles is a smaller firm and doesn’t have as much overhead as the others. George Wiles and Brandt Jobst are extremely personable and appear to be very competent. Wiles Architects is also conveniently located in Bridgeport.
Mr. Wiles stated that he knew Sam Stern, the founder of Stern Village, and is very familiar with its history as his mother-in-law once lived here. Wiles has a good deal of experience with the Millennium Group. The units are at the end of their life cycle and many improvements need to be made. Entrance ways need to be made more accommodating for the residents. Wiles will create “visuals” for the residents and added that the costs of renovating Stern Village will increase as time goes by.
Millennium Group has worked with all of these firms and is currently working with Paul Bailey and George Wiles. Bruce and Frank feel that each firm is excellent. George Whitaker and Frank Stellato recused themselves in making the final selection.

Mr. Edward Lavernoich, Director of Economic Development, Town of Trumbull, CT assisted in making this decision.
Chairman Kopchik stated that the purpose of the revitalization project was to improve the quality of the lives of Stern Village residents by making it a better place to live. We hope the State will give the project funding; the residents will not have to pay anything for this to be done. The residents should attend meetings and listen to the Board and not listen to residents who are spreading fabrications about this project. There is no hidden agenda. Residents should talk with the members of the Board when they have concerns to alleviate their fears.
Ms. Polansky stated that Wiles Architects provided many new ideas and did the most homework. The firm’s concepts made sense. Wiles also has no competing jobs during the timeframe of the project and was significantly less expensive. George Wiles contacted Mr. William Maurer, Engineer, Town of Trumbull, CT to discuss the issue of wetlands at Stern Village.
Mr. Gerhardt stated that funding for this project will partially come from RAP (Residents’ Assistant Payment.
Ms. Polansky stated that the project will also reduce energy bills. Stern Village residents are intelligent, helpful and concerned about their neighbors and the Stern Village community. They have great ideas. Ms. Polansky would like Stern Village to be the model public housing authority in CT. Everyone can work together to make this the best place to live. It’s all about team work.
There has been quite a bit of erroneous information being disseminated to the residents at Stern Village. Hotel units will be located on the premises; no one will be moved elsewhere. Timing is critical to prepare for our meeting with the State in November and for the 1st round of funding in 2015.
Mr. Wiles stated that there will be the least amount of impact on the residents and that parking will be allocated during the construction period. Residents will not be seriously inconvenienced in any way while this project is being constructed.
Public Comment
Several Stern Village residents made statements throughout the meeting as follows:
Ms. Sandra Fisher, Mr. Joe Ventura, Ms. June Leonard, Ms. Ranea Werthman, Mr. Gus Aquino, et al expressed their concerns about the rumors that were going around concerning the Stern Village revitalization project.
Mr. Nicholas Vertucci, who has lived in Trumbull, CT for many years, stated that he has known Mr. George Wiles for a long time and commended him for the work his architectural firm, Wiles Architects, has done in the State.
A motion was made to approve George Wiles as the architectural firm for the Stern Village revitalization and redevelopment project by Chairman Kopchik. The motion was seconded by Commissioner Nassrah. The motion was unanimously approved.

Adjournment
There being no further business, a motion was made by Chairman Kopchik to adjourn the meeting. Commissioner Nassrah seconded the motion. The motion was passed unanimously by the commissioners. The meeting was adjourned at 10:47 a.m.
Respectfully submitted,
Linda Jennette Stern Village
(These minutes are considered to be only a draft until approved at the next meeting by the Trumbull Housing Authority Board of Commissioners. )

Minutes-THA-October 13 2014

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Minutes THA January 2014

Trumbull Housing Authority

January 13, 2014

4:00pm

Community Room of Stern Village

Directors Present: Chairwoman, Linda Scarpantonio; Linda Nassrah, Suzanne Donofrio, Thelma Burr, Susan Fatse. Also present Executive Director Harriet Polansky.

 

The meeting was called to order at 4:15pm by Chairwoman, Linda Scarpantonio. She wished everyone a Happy New Year, conducted roll call followed by the Pledge of Allegiance.

 

Past Minutes

Chairman Scarpantonio noted the first item on the agenda was approval of the minutes of December 16, 2013 which had been previously distributed. Revisions to the minutes included the addition of Suzanne Donofrio as absent from the meeting and on page 3 – paragraph starting with JK Energy should read “JK Energy and UI will be providing lighting replacements and upgrades around the Village.” Motion was made by Chairwoman Scarpantonio to approve the minutes of the regular meeting held on December 16, 2013 as revised. Seconded by Mrs. Nassrah and approved unanimously.

 

Bills and Communications

Mrs. Burr noted all bills had been paid as of January 13, 2014.

 

Executive Director Report

Mrs. Polansky introduced Neil Gerhardt who spoke about finances. Mr. Gerhardt noted that over the past six months, with the information submitted to the State, actual expenses are right on target noting there was a slight surplus, but by the end of the year everything should balance once everything is accounted for. Some of the bills are running a little bit higher such as medical insurance, electricity, water, cable TV and maintenance supplies but they have been offset by a lower cost of our property insurance, contract services, outside accountant and other fees. Currently the reserve balance is over $1.7 million and the overall cash position as of 12/31/13 shows a balance of $1.5 million with the reserve involved in that figure. We are in a good position to move forward into the year. Various improvements to the facility are being considered and we are speaking with various people to see what they can do to help, at no cost to us, through the utility companies, the state and grants. He noted Mrs. Polansky issued an RFP to request bids regarding grants available to housing authorities. We still have not received the third quarter services for the congregate which we received subsidies for, but it is early in the month and should be coming soon.

 

Mrs. Polansky noted an Appreciation Program was held for those individuals who have had a positive impact on the Village.
Several town officials were invited including EMS and Social Services as well as several directors of the board. First Selectman Herbst swore Thelma Burr in for her new term as resident commissioner. Breuggers Bagels and Stop & Shop donated food for the event.

Stop & Shop will be at Tuesday’s Tea to discuss healthy eating and Mrs. Polansky has some gift cards to raffle off.

 

Mrs Polansky noted there are certain areas of the Village that are not draining properly when it rains which causes huge puddle and lakes. Drains were changed in the past and they do not drain properly. This also causes ice formation when it freezes. At this point, sand piles will be used to divert the water until the situation can be addressed in the spring.

 

Water heaters are being replaced and she wants to be proactive to prevent problems. She will meet with plumbers to see how she can get additional heaters replaced. The Village has various types of water heaters.

 

JK has been contacted with regard to the lighting and they are starting installation next week. Mrs. Polansky is still waiting for UI to contact her with regard to energy efficiency. This will give her an idea of what funding they will provide and how much she will need to complete the project.

 

RFP has been sent out for program management services rehabilitation and renovation Stern Village and inform will be sent to interested firms by January 21, 2014 with bid opening on February 14, 2014.

 

Mrs. Polanski noted the Congregate Building has had several individuals filling in for the cook . She noted it is extremely
expensive to have food catered from outside venues. Peggy is now available to fill in when vacancies arise. She has a lot of experience with great ideas for new menus.

 

Five vacancies are expected in the Congregate. Ads have been put in the Connecticut Post and the Trumbull Times to fill them noting that the applicants would need to meet the requirements. Madeline has already received some inquiries. Three or four people are coming in by January 15 and some apartments still need to be rehabilitated.

 

Old Business: No Old Business.

 

New Business: No New Business.

 

Public Comment: Mr. Littlefield signed up to speak but decided to pass at this time. One resident questioned
who would be responsible for water damage to her apartment should the water come in because of the drainage problem. Mrs. Polanski noted it would be her responsibility as director.

 
Executive Session

Mrs. Scarpantonio noted the Board would be going into Executive Session to discuss personnel matters. She moved to add to the agenda an Executive Session to discuss personnel matters. Seconded by Mrs. Donofrio and approved unanimously. Mr. Littlefield questioned who
would be attending. Mrs. Scarpantonio noted all commissioners present and Mrs. Polansky. Motion was made by Mrs. Scarpantonio to go into Executive Session at 4:20pm, seconded by Mrs. Nassrah and approved unanimously.

 

Motion was made by Mrs. Scarpantonio to reconvene after the Executive Session at 4:45pm, seconded by Mrs. Nassrah, approved unanimously.

 

Mrs. Scarpantonio made a motion to amend the agenda to add one item under New Business which is to revise the Employee Handbook . Seconded by
Mrs. Donofrio and approved unanimously. Mrs. Scarpantoinio then motioned to replace Section 3.7 in the Employee Handbook with regard to meal periods to read as follows:

 

Employees that work for 7.5 or more consecutive hours are required to take an unpaid ½ hour meal period. Such period shall be given at some time after the first two hours of work and before the last two hours. Employees that work 7.5 or more consecutive hours are exempt if the duties of the position may only be performed by one person, or the continuous nature of the job requires that employees be available to respond to urgent or unusual conditions at all times; such employees are compensated for meal periods.

 

This language eliminates any possible ambiguities. Motion seconded by Mrs. Burr and approved unanimously.

 

Adjournment

There being no further business, motion was made by Mrs. Scarpantonio, seconded by Mrs. Burr, to adjourn the meeting at 4:40pm. Unanimous.

 

Respectfully submitted,

 

 

 

 

Barbara Crandall, Clerk

 

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Meeting Agenda January 14, 2014

Trumbull Housing Authority

State of Connecticut

MEETING AGENDA

DATE: JANUARY 13, 2014

TIME: 4 PM

LOCATION: STERN VILLAGE (COMMUNITY HALL), 200 HEDGEHOG CIRCLE, TRUMBULL, CT 06611

  1. Roll Call and Pledge of Allegiance.
  2. Approval of Minutes for December 16, 2013 – Regular Meeting of the THA
  3. Bills & Communications
  4. Report of the Executive Director
    1. Old Business
    2. New Business
  5. Public Speaking
    1. Stern Village Residents (only) may speak for a maximum of 3 minutes. Stern Village Residents (only) must sign-up to speak prior to the start of the meeting.
  6. Adjournment

Minutes THA December 2013

Trumbull Housing Authority

December 16, 2013 Minutes

The Board of Directors of the Trumbull Housing Authority met for a regular meeting on Monday, December 16, 2013 in the Community Room of Stern Village, 200 Hedgehog Circle,
Trumbull, CT.

Members Present: Chairwoman Linda Scarpantonio, Vice Chairwoman Linda Nassrah, Treasurer Thelma Burr, and Susan Fatse.

Also Present: Executive Director Harriet Polansky

The following is a brief summary of the meeting.

A quorum being present, the Chairwoman opened the meeting at 4:05 p.m. with the Roll Call
and the Pledge of Allegiance.

Mrs. Scarpantonio congratulated Mrs. Thelma Burr on her re-election as Commissioner.

Approval of Minutes

Motion made
by Chairwoman Scarpantonio and seconded by Vice Chairwoman
Nassrah to approve the minutes of November 13, 2013. Vote was unanimous.
Motion carried.

Bills and Communications

Mrs. Thelma Burr reported all account payables current, as of this date.

Report of the Executive Director

Mrs. Harriet Polansky reported as follows:

Mrs. Polansky thanked
the residents of Stern Village for their
help cleaning the snow and ice off of cars over the past couple days, and for clearing pathways for their neighbors. It was very much appreciated.

The financial summary for the period ending November 30, 2013 was discussed. For the months ending on November 30, 2013, Stern Village and Stern Center had an overall estimated loss of approximately $817.00. The loss, occurring at Stern Center, as a result of food costs and alternative food service costs, are increasing more quickly than was anticipated. These costs, due to the hiring of a “fill-in” cook, should be decreasing starting in 2014.

Currently, the reserve balance is over $1,709,000.00, which is approximately $7,700.00 for each unit in the complex. The overall cash position as of November 30th shows a balance of $1,605,000.00. As of November 30th, accounts payable are approximately $35,638.00. The THA is in a strong position to move forward into the New Year, and we will continue to enhance Stern Village.

The second quarter subsidy was received from the State for the Congregate Building.

Mrs. Polansky stated that she is committed to rehabilitating and renovating each and every apartment, which will improve the quality of life. Mrs. Polansky is in the process of prioritizing capital needs, and is working with UI, UI vendors, CHFA, and others to determine how to get this accomplished. Twenty residents of the Village were chosen recently for UI assessment, however all of the Village will have a UI assessment. They are working with UI partners, including New Opportunities and ABCD, on providing free energy assessments to every Stern Village resident. This also includes installing new energy saving light bulbs, installing water savers, and caulking around windows.

The energy upgrades suggested by UI and their partners, are over $1,000,000.00. UI will provide help to defray the costs; they will advise after January 1, 2014.

The THA is also seeking firms to help with funding for rehabilitation, and will be advertising for a request for proposal in order to evaluate firms to help rehabilitate and find redevelopment funding for the apartments at Stern Village. This will not cost the Trumbull Housing Authority anything. Once the right firm is selected, several resident meetings will be held to discuss the plans and how this will positively impact the residents. A noticeable impact will most likely be realized in the next few years.

Mrs. Polansky also discussed some highlights of the accomplishments from 2013. The Village now has a generator and emergency shelter. Working with the office of Emergency Management and the Emergency Management team proved successful in making sure a readiness plan was put together. Outlets for cell phone chargers were installed in the Congregate and in the Community Room, an ‘Are You Okay’ Program was created, and tenant profile forms were also created. Mrs. Polansky also collaborated with the Trumbull Rotary, and a grant was received to provide Stern Village with 60 cots, linens, and pillows. Negotiations were made to provide a trailer to store these items, and if needed, water and supplies can also be obtained.

The Tuesday Teas have been very
informative, and a lot of feedback has been received. Many guest speakers have come to the Village, including Judge T.R. Rowe, Mark Mancini, Manager of the Trumbull Stop and Shop, and Joseph Laucella, Chief of the Trumbull Emergency Medical Service. First Selectman Tim Herbst provided an overview of Trumbull and the plans for Trumbull Center. A program on preying on the elderly and how companies take advantage of the elderly, as well as how to protect oneself against this, was also presented at the Village. Mrs. Polansky enlists guest speakers on relevant and timely issues.

A fire drill was successfully conducted in the Congregate in the spring.

Stern Village
now has Wi Fi in the Community Room and Dining Room.

Mrs. Polansky personally thanked the Stern Village Neighborhood Watch that was set up and validated. A new resident parking policy was also implemented, and a lot of parking issues have been settled.

A security audit was done. Speed bumps were installed as well as appropriate signage and cameras to distract possible intruders.

There have been a lot of events and activities for the residents of Stern Village. The
Rotarians held a special meeting at the Village. The first flu clinic was held successfully. Movie night is held bi-monthly at 6 p.m., and popcorn is served. A craft program was held, and the Boy Scouts completed a beautification project, including a garden with lavender.

Mrs. Polansky noted that a lot was done, and she will continue working with community and corporate partnerships including the Rotary Club, the Boy Scouts, the Girl Scouts, Sal’s Pizza, Vazzy’s, Hancock Pharmacy, and others. Mrs. Polansky thanked these businesses.

Mrs. Polansky also mentioned obtaining computers and holding weekly computer lessons, as well as obtaining a pool table at Stern Village, and noted that many companies have been more than generous.

A new software system was implemented, PHA Web, which allows the staff to operate Stern Village in a more efficient and effective manner for recertifying tenants, tracking applications, waitlists, conducting the lottery, managing and tracking fulfillment of work orders, record keeping, all financials, rent due, various reporting mechanisms, and a lot more.

The stratification plan was discussed.

Thanks to a grant, the Village has a flat screen television and DVD player. They also have upgraded to a Charter TV package.

Mrs. Polansky worked with the GBTA to provide free bus service to the residents.

Mrs. Polansky worked with the director of the Mary J. Sherlach Counseling Center, and established counseling services in the Congregate Building and the Community Room, which has led to fewer resident disputes.

JK Energy and UI have provided lighting replacements and upgrades around the Village.

There is a new roof for the Congregate Building, which is the first capital improvement that has been made in several years.

Approximately 20 smoking apartments have been converted to non-smoking apartments, and that transition will be continued.

Stern Village has launched its own website, sternvillage.com.

Mrs. Polansky noted that these are just a few things that have been accomplished since February of this year. She thanked the Trumbull Housing Authority Commission for all of their time, energy, and efforts they put into serving Stern Village.

Mrs. Polansky discussed the updated animal policy. It was explained that tenants are allowed 1 companion or service animal based on a tenant’s medical need, and the animal must have a tag attached to its collar showing that the animal has been inoculated with the anti-rabies vaccine, and that the animal has been properly licensed. The animal must wear a collar at all times. Mrs.
Polansky also discussed many of the rules for having an animal. The importance of an emergency contact for the animal should the tenant become unavailable was also discussed.

Old Business

None.

New Business

The first item of new business is to act upon a resolution to approve a revised
animal policy with regard to companion and service animals.

Motion made by Chairwoman Scarpantonio and seconded by Vice Chairwoman
Nassrah for the Trumbull Housing Authority to approve a revised animal policy
which sets forth the Trumbull Housing Authority’s rules for those residents who
require a companion or service animal. Vote was unanimous. Motion carried.

The second item of new business is to act upon a resolution to approve the final
revised union contract between the Trumbull Housing Authority and the Local
1303-404 of Connecticut Council 4 of the American Federation of State, County, and Municipal Employees, AFL-CIO, for all employees of the maintenance department of the Trumbull Housing Authority, the terms of which were adopted at a regular meeting of the Trumbull Housing Authority Board of Commissioners on October 28, 2013.

Motion made by Chairwoman Scarpantonio and seconded by Treasurer Thelma
Burr for the Trumbull Housing Authority to approve the final revised union contract between the Trumbull Housing Authority and the Local 1303-404 of Connecticut Council 4 of the American Federation of State, County, and Municipal Employees, AFL-CIO, for all employees of the maintenance department of the Trumbull Housing Authority, the terms of which were adopted at a regular meeting of the Trumbull Housing Authority Board of Commissioners on October 28, 2013. Vote was unanimous. Motion carried.

Public Speaking

None.

Adjournment

There being no further business to discuss, a motion was made to adjourn the
meeting at 4:32 p.m. with unanimous consent.

Respectfully Submitted,

Dawn Kosarko
Clerk

Minutes-THA-Dec. 2013

Meeting Agenda December 16, 2013

Trumbull Housing Authority

State of Connecticut

MEETING AGENDA

DATE: DECEMBER 16, 2013

TIME: 4 PM

LOCATION: STERN VILLAGE (COMMUNITY HALL), 200 HEDGEHOG CIRCLE, TRUMBULL, CT 06611

  1. Roll Call and Pledge of Allegiance.
  2. Approval of Minutes for November 13, 2013 – Regular Meeting of the THA
  3. Bills & Communications
  4. Report of the Executive Director
  5. Old Business
  6. New Business
    1. -Motion to approve updated Animal Policy
    2. -Motion to approve Union Contract
  7. Public Speaking
    1. Stern Village Residents (only) may speak for a maximum of 3 minutes. Stern Village Residents (only) must sign-up to speak prior to the start of the meeting.
  8. Adjournment

Minutes THA November 2013

Trumbull Housing Authority
November 13, 2013
The Board of Directors of the
Trumbull Housing Authority met for a regular meeting on Wednesday, November 13, 2013 in the Community Room of Stern Village, 200 Hedgehog Circle, Trumbull, CT.
Members Present: Chairwoman Linda Scarpantonio, Vice Chairwoman Linda Nassrah, and
Treasurer Thelma Burr.
Also Present: Executive Director Harriet Polansky
The following is a brief summary of the meeting.
A quorum being present, the Chairwoman opened the meeting at 3:00 p.m. with the Roll Call and the Pledge of Allegiance.
Executive Session
Motion made by Chairwoman Scarpantonio and seconded by Vice Chairwoman Nassrah to enter into executive session at 3:03 p.m. for the purpose of discussion regarding personnel policies and procedures, and litigation. Vote was unanimous. Motion carried. Executive session ended at 3:43 p.m.
Approval of Minutes
Motion made by Chairwoman Scarpantonio and seconded by Vice Chairwoman Nassrah to approve the minutes of October 28, 2013, as revised. Vote was unanimous. Motion carried.
Bills and Communications
Ms. Thelma Burr reported all account payables current, as of this date.
Report of the Executive Director
Ms. Harriet Polansky reported as follows:
$2,179.57 was received from the State for recreational improvements for Stern Village. This is called the Small Improvement Program. This paid for the television and the Charter upgrade.
Movie night has been a huge success, bringing in an average of 20-25 people. Ms. Polansky thanked everyone for their help and participation with this event.
United Illuminating will continue to be looked into for different partnerships regarding issues
like heat pumps in each of the apartments, and other energy efficiencies. There will be more information about this at the upcoming Tuesday Tea.
A new HVAC system is needed in the Congregate Building, and bids and proposals are currently being received from different sources.
The Rotarians held their meeting at Stern Village recently, and it was a very big success. Ms. Polansky will be meeting with the President of the Rotary this week to discuss funding for signs in the Village.
There have been articles in the Trumbull Times recently, and needed items were received, such as reflective vests, flashlights, batteries, and raingear for 4 people. All donations are always appreciated.
The election will be held next Wednesday, November 20, from 9-11 a.m. If anyone is unable to attend, absentee ballots are provided. They must be filled out correctly, and they are due by Tuesday, November 19 at 3 p.m.
The roof work has been completed. Ms. Polansky thanked Don Scinto for
all of his help with this project.
First Selectman Tim Herbst visited Stern Village this week to say hello, and he also looked at the finished roof.
Ms. Polansky will be holding her Tuesday Tea next Tuesday, November 19, at 10 a.m. First Selectman Tim Herbst was also invited to the Tea.
Ms. Polansky also discussed the problem of drafts coming in through the doors of some of the apartments. She noted that they are currently working with UI and exploring new opportunities to correct this issue. UI has recently been assessing several apartments, and they will be coming back to assess 20 additional apartments. They will be coming in to measure the efficiency of the apartments, and qualification for a program for heat pumps, windows, and other items can then be determined based on the information that is collected.
Ms. Polansky also discussed the upcoming election, as well as issues concerning appointment terms. She answered several questions pertaining to the election.
Old Business
None.
New Business
The first item of new business is to act upon a resolution to approve a new employee
handbook for all non-union employees of the Trumbull Housing Authority.
Motion made by Chairwoman Scarpantonio and seconded by Ms. Burr for the Trumbull Housing Authority to approve a new employee handbook for all non-union employees of the Trumbull Housing Authority, which sets forth a detailed guide of the policies and procedures of the Trumbull Housing Authority. Vote was unanimous.
Motion carried.
The second item of new business is to act upon a resolution to amend a motion previously adopted by the Board of Commissioners on June 24, 2013, concerning the Trumbull Housing Authority’s policy related to public speaking by residents only at the Trumbull Housing Authority Board Meetings. The proposed amendment shall permit residents to discuss topics not set forth on the meeting’s agenda well as topics included on that meeting’s agenda.
Motion made by Chairwoman Scarpantonio and seconded by Vice Chairwoman Nassrah for the Trumbull Housing Authority to amend a motion previously adopted by the Board of Commissioners on June 24, 2013, concerning the Trumbull Housing Authority’s policy related to public speaking by residents only at Trumbull Housing Authority Board Meetings. Effective at the next regular meeting of the Trumbull Housing Authority, public speaking by residents only shall be expanded to include topics not set forth on that meeting’s agenda, as well as topics included on that meeting’s agenda. Every other aspect of the resident public speaking policy previously adopted by the Board shall remain unchanged. Vote was unanimous. Motion carried.
Public Speaking
None.
Adjourment
There being no further business to discuss, a motion was made to adjourn the meeting at 3:55 p.m. with unanimous consent.
Respectfully Submitted,
Dawn Kosarko
Clerk

Minutes-THA-Nov. 2013

Meeting Agenda November 13, 2013

Trumbull Housing Authority

State of Connecticut

MEETING AGENDA

DATE: November 13, 2013

TIME: 3 P.M.

-Executive Session

-Public Meeting to follow

LOCATION: STERN VILLAGE (COMMUNITY HALL), 200 HEDGEHOG CIRCLE, TRUMBULL, CT 06611

  1. Roll Call and Pledge of Allegiance.
  2. Approval of Minutes of October 28, 2013 – Regular Meeting of the THA
  3. Bills & Communications
  4. Report of the Executive Director
  5. Old Business
  6. New Business
    1. Discussion of Employee Handbook
    2. Discussion of amending the motion for Public Speaking
  7. Public Speaking
    1. Stern Village Residents (only) may speak for a maximum of 3 minutes and comments will be limited to the topics on the day’s agenda. Stern Village Residents (only) must sign-up to speak prior to the start of the meeting.
  8. Adjournment

 

 

 

 

Minutes THA October 2013

Trumbull Housing Authority

October 28, 2013

The Board of Directors of the Trumbull Housing Authority met for a regular meeting on Monday, October 28, 2013 in the Community Room of Stern Village, 200 Hedgehog Circle, Trumbull, CT.

 

Members Present: Chairwoman Linda Scarpantonio, Vice Chairwoman Linda Nassrah,

Secretary Suzanne Donofrio, Thelma Burr, and Susan Fatse.

 

Also Present:
Executive Director Harriet Polansky

 

The following is a brief summary of the meeting.

 

A quorum being present, the Vice Chairwoman opened the meeting at 7:03 p.m. with the Roll Call and the Pledge of Allegiance.

 

Approval of Minutes

 

Motion made by Chairwoman Scarpantonio and seconded by Vice Chairwoman Nassrah to approve the minutes of September 23, 2013, as revised. Vote was unanimous. Motion carried.

 

Bills and Communications

 

Ms. Thelma Burr reported all account payables current, as of this date.

 

Report of the Executive Director

 

Ms. Harriet Polansky reported as follows:

 

She presented and reviewed a draft of the financial summary for the quarter ended on September 30, 2013.

 

Stern Village and Stern Center had an overall estimated loss of approximately $2,472.00. For Stern Village, the loss was $240.00. For Stern Center, the loss was $2,232.00. These were all related to food costs and alternative food services. These numbers are increasing, and they were greater than anticipated.

 

Currently the reserve balance is over $1,698,000.00, which is approximately $7,650.00 for each
unit in the complex. The overall cash position as of September 30, 2013 shows a balance of $1,635,000.00. Accounts payable is approximately $23,706.00.

 

Stern Village is in a strong financial position, and improvements have been made. Further projects are being examined to improve the facility. The first quarter subsidy was received from the State for services for the Congregate Building. Hannibal Construction will begin work on the Congregate Building roof this week.

 

Ms. Polansky thanked Don Scinto, who is on the Planning and Zoning Committee, for assisting with the roofing project. She also noted that he has graciously volunteered his time to help manage the project, and his expertise in construction and building issues, as well as his commitment to serving the residents, does not go unnoticed.

 

Movie night is currently being held twice a month, and it is going very well.

 

The site was recently visited on October 17, 2013 by Mentor R. Ameti, Asset Manager from Connecticut Housing Finance Authority(CHFA). Many issues pertaining to Stern Village were discussed, including the UI Lighting Program, funding, and a predevelopment program for small cities. A small grant was applied for, and other capital improvement projects are being looked into.

 

Random apartment inspections of Stern Village and Stern Center were also discussed. Mr. Ameti visited several apartments randomly and based on his observations, potential fire hazards and other conditions were identified. Letters were sent to these few residents to make the necessary changes by a certain date. Another
full inspection will be made.

 

Ms. Polansky proceeded to read a letter from Mr. Ameti regarding his site visit and management review of Stern Village and Stern Center. Mr. Ameti concluded that the overall condition of each observed unit and the Community Building were clean and well maintained, and he thanked Ms. Polansky and the staff for their time and cooperation. He was pleased with the amount of work completed in such a short amount of time, as well as with the recent upgrades that were made. It was noted that there are no further corrective actions necessary, and the 2013 review is considered closed.

 

The upcoming tenant commissioner election was discussed. The candidate name(s) will be posted by 5 p.m. on Friday, November 1, 2013. A formalized election will be held.

 

Ms. Polansky discussed work orders, and the problem of many of them being requested late, resulting in irreparable damage to items like refrigerators and stoves. She also noted that there is no security deposit for any tenant. She presented and read a draft of the proposed Maintenance Charge Policy. A tea will be held to discuss the proposed policy and answer any questions.

 

The UI Lighting Incentive Program was discussed. Currently, the UI bills for Stern Village are approximately $3,200.00 per month. Additional lighting was also discussed, as well as interior fixtures, LED lighting and fluorescent lighting.

 

Old Business

 

None.

 

New Business

 

The first item of new business is to act upon a resolution to approve a Small Business Entity Advantage Program with United Illuminating, JK Energy Solutions, LLC. The details of the program were previously distributed to the commissioners for review and have been attached to the meeting agenda, which was posted on the Town website.

 

Motion made by Chairwoman Scarpantonio and seconded by Vice Chairwoman Nassrah to have the Trumbull Housing Authority enter into a standard agreement with JK Energy Solutions, LLC as contractor in its role as a United Illuminating approved vendor for the Small Business Energy Advantage Program at Stern Village. Vote was unanimous. Motion carried.

 

The second item of new business is to act upon a resolution to approve an amendment to the union contract between the Trumbull Housing Authority and the Local 1303-404 of Connecticut Council 4 of the American Federation of State, County,
and Municipal Employees, AFL-CIO, for the employees of the maintenance department of the Trumbull Housing Authority. The terms of such amendment have been previously distributed to the commissioners for review and have been attached to the meeting agenda, which was posted on the Town website.

 

Motion made by Chairwoman Scarpantonio and seconded by Ms. Fatse for the Trumbull Housing Authority to enter into an amendment to the union contract between the Trumbull Housing Authority and the Local 1303-404 of Connecticut Council 4 of the American Federation of State, County, and Municipal Employees, AFL-CIO, for employees of the maintenance department of the Trumbull Housing Authority. Vote was unanimous. Motion carried.

 

Public Speaking

 

  1. Carlos Vazquez- He mentioned roadwork, however this topic was not on

the meeting agenda, so he was informed that he could send a letter
or other type of correspondence to the Board or meet with Ms. Harriet Polansky
to discuss this issue.

 

Adjournment

 

There being no further business to discuss, a motion was made to adjourn the meeting at 7:28 p.m. with unanimous consent.

 

 

Respectfully Submitted,

 

 

 

 

Dawn Kosarko

Clerk

THA Minutes for Oct. 2013