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

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

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