Trumbull Housing Authority Meeting
October 23, 2017
4:00 pm
Community Room of Stern Village

Commissioners Present: Chairman Janice Kopchik, Deborah Dowd, Paul Niebuhr, Suzanne Donofrio

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Susan Fatse

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

Past Minutes
The following changes were made by Ms. Polansky to the September 25, 2017 minutes:
1. Under Past Minutes – should read “Motion was made by Mrs. Kopchik to approve the minutes of the August 15, 2017 Special Board Meeting as written.”
2. Under Treasurer’s Report – should read “Stern Village and Stern Center currently have an overall gain of $154,974.”
3. Under Executive Director’s Report – Paragraph 8 – Ms. Polansky noted the inspections will start the week of October 30 which was changed from the original start date of October 16.. Paragraph 9 should read “If a vehicle is parked in the circle longer than 20 minutes without providing the THA notice, the car will be towed at the owners’ expense.” Paragraph 10 should read “He will also be providing handcrafted metal ornaments to those residents who provided a food item. Paragraph 12 should read “Applications for Stern Village will be accepted mid-October through the end of December.” Paragraphs 14 and 15 – the word facility should read THA.
Mrs. Kopchik motioned to approve the minutes of September 25, 2017 as amended. Seconded by Mrs. Dowd and approved unanimously.

Treasurer’s Report
Mrs. Dowd reported for the Trumbull Housing Authority for the period ending September 30, 2017. Stern Village and Stern Center currently have an overall gain of $131,681. This is attributable to the filling of the vacancies in the Village and the Center. We received approximately $135,000 from United Illuminating as incentive for installing heat pumps. Under the new GAAP accounting rules, we have to recognize the incentive as income and not part of the reserve for repairs and maintenance, which has been eliminated. Currently our reserve balance is $881,127, which is approximately $3,969 for each unit in the entire complex.

Executive Director’s Report
Ms. Polansky reported the overall cash position as of September 30, 2017 shows a balance of $789,738 including the investment account. As of September 30, 2017, Accounts Payable is approximately $40,292 including the PILOT accrual for the current and prior year.

New chairs and flooring for the Congregate have been purchased. Units 5, 6, 7, 8 and 40 are being rehabbed in order to increase the base rent for incoming tenants. Improvement in the lighting in the common areas in the Congregate will continue to be done with LED lights. Ms. Polansky is looking for other projects to improve the facility within the realm of need, affordability and security.

The windows will be replaced in the Congregate for more energy efficient units. Ms. Polansky is applying for various grants to cover this cost and other incentives.

At the present time the Village has nine vacancies, five of which are being remodeled. The Congregate has four vacancies which are being sanitized for new residents coming in November 1 through November 15. Applications are being accepted for Stern Village through the remainder of the year. This is posted in the CT Post, on social media, at Town Hall and through social workers. Ms. Polansky is working on a Facebook page.

At last week’s Tuesday Tea, Jeff and Renee showed everyone how to change the settings on the heat pumps for climate control. If anyone needs help, contact Ms. Polansky or complete a work order and the Maintenance Department will help.

The THA picnic was a success. Several corporate friends of Stern Village donated funds or items for the picnic. Thanks to their generosity, there was no cost to the THA. Food and entertainment was great.

Ms. Polansky thanked the Stern Village Resident Association for hosting a wonderful potluck for the residents. This was also a welcome to the new residents. Nick took the lead to make the event amazing. Approximately 46 residents attended the program. Everyone had a good time. It is hoped to make this an annual event. Nick gave a small handmade metal decoration for the gardens to everyone who helped or attended.

All residents will be receiving letters regarding inspections of their units. This year, besides cleaning the filters on the heat pumps, Maintenance will be checking for any mold issues and overabundance of items in the living spaces. Inspection forms were created. Paulette and Ms. Polansky attended some sessions with CHFA which addressed issues with housing authorities and specifically the overabundance of items. This is an illness. If you can no longer use the rooms for their intended purposes, there is a problem. This is a health problem for the resident and their neighbors as well as a fire hazard. Everyone will get a rating this year. Help will be available for those who need it.

Ms. Polansky noted there are several problems with the infrastructure. She has requested $5 million from the State to address them. However, until Connecticut has a budget, it is unknown if any funding will be available. If these funds are not approved, the THA will need to look at other means. The roads and sidewalks are treacherous and the sewer and sanitary systems need to be addressed. It is not just repaving, it is a large project with roads, sidewalks, curbs and pathways. Representative David Rutigliano has been in touch with Ms. Polansky and he noted he is still working with the State to approve the funding. These issues will be addressed in the spring due to the winter weather. It is unknown how long after the budget is approved that the entities would be notified of the funding approval.

Unfinished Business
None.

New Business
Ms. Polansky discussed the possible approval of a new laundry service vendor. She noted there are problems with the current vendor, CSC – prices were raised without notification, service does not answer calls for issues or problems with the machines in a timely manner, machines are not serviced in a timely manner, old technology, coin operated and they also started charging for administrative fees. Ms. Polansky would like to cancel their contract and start with a new vendor, Automatic Laundry, which serves PHAs throughout CT and MA. They have great references.

Automatic Laundry will provide LG front load washers and dryers. They are ADA approved, simple to use and energy efficient. An additional washer/dryer will be located in the Community Room. Each resident would have laundry cards instead of using quarters. Prices were reviewed. Standard wash will be $1.50 instead of $1.25. Dryer will be $1.25. Prices are guaranteed for 24 months. The standard contract with housing authorities is ten years. Mr. Niebuhr asked if the current vendor is in breach of contract. Ms. Polansky noted they are not in breach just that they are not responsive and are very hard to deal with. Contracts were briefly discussed. Attorneys are working on this matter. This change was tabled until additional information can be obtained.

Updates from the Duly Elected Stern Village Resident Association
Maureen gave an update on the welcome to Stern Village luncheon. Nick was the chair of this event and did a great job. He got everyone involved. There was good participation. Next year they hope to have more residents attend.

Maureen asked if Mitsubishi was contacted about the frequency of changing the filters. Ms. Polansky stated Mitsubishi went by the manual with changes as necessary depending on circumstances.

Resident Comments
None.

Ms. Polansky encouraged the residents to take a copy of the CT Guide to Emergency Preparedness booklet which is available in the Community Room.

Mr. Niebuhr asked if the repairs and maintenance account funds were redistributed. These funds have been recorded appropriately. There are no tax implications for the THA.

Adjournment
Motion was made by Mrs Kopchik to adjourn the meeting at 4:25 pm. Seconded by Mrs. Dowd and approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk

Trumbull Housing Authority Meeting

September 25, 2017

4:00 pm

Community Room of Stern Village

Commissioners Present:  Chairman Janice Kopchik, Deborah Dowd, Paul Niebuhr, Suzanne Donofrio and Susan Fatse

Also Present:  Executive Director Harriet Polansky and Neil Gerhardt

The meeting was called to order at 4:05 pm by Chairman Kopchik followed by Roll Call and the Pledge of Allegiance.

Past Minutes

Motion was made by Mrs. Kopchik to approve the minutes of July 24, 2017 as written.  Seconded by Mr. Niebuhr and approved.  Motion was made by Mrs. Kopchik to approve the minutes of August 15, 2017 Special Board Meeting as written.  Seconded by Mr. Niebuhr and approved with one abstention by Mrs. Dowd.

Treasurer’s Report

Mrs. Dowd reported for the Trumbull Housing Authority for the period ending August 31, 2017.  Stern Village and Stern Center currently has an overall gain of $154,974.  This is attributable to the filling of the vacancies in the Village and the Center.  We received approximately $135,000 from United Illuminating as incentive for installing heat pumps.  Under the new GAAP accounting rules, we have to recognize the incentive as income and not part of the reserve for repairs and maintenance.  Currently our reserve balance is $927,637, which is approximately $4,179 for each unit in the entire complex.

Executive Director’s Report

Ms. Polansky reported the overall cash position as of August 31, 2017 shows a balance of $822,770 including the investment account.  As of August 31, 2017, Accounts Payable is approximately $50,107 including the PILOT accrual for the current and prior year.

During this time period, new chairs were purchased, new flooring was installed, as well as the remodeling of Units 5,6,7,8.

The THA is always making additional improvements for the comfort and well-being of the residents within the realm of safety, necessity and affordability.

In the Congregate, the lighting will be improved in the common areas of the Congregate by changing to LED lights, chairs will be replaced with similar ones to the Community Room and the carpeting in the vestibule will be replaced with new flooring.

At the present time, the Village has three vacancies not including the ones being remodeled.  The Congregate has three vacancies.

Ms. Polansky noted that until the State budget is passed, approval for the SSHP funding round would not be announced.  These funds were requested in April 2017.  Funds would be used for updates to the roads, sanitary systems, water management systems, fascia, etc.  She will continue to look for grant opportunities now that the 501c3 has been established.

October 13 is the annual THA Fall Fest.  We have received donations from friends and vendors to help offset the cost of the event.

Annual inspections will start the week of October 16.  This will include the heat pumps and the vents.

Ms. Polansky thanked Gus and John for their dedication to help keep Stern Village safe.  Gus provides THA parking stickers to the residents as long as they provide a valid vehicle registration.  She noted it is important to differentiate residents from visitors.  Visitors continue to park in the circles which are prohibited areas. Gus has made up a notice that is placed on these vehicles stating they must move their cars.  If a vehicle is parked in the circles longer than 20 minutes without providing the THA notice, the car will be towed and the police will be called.

There are several new residents coming in.  Ms. Polansky thanked the Stern Village Resident Association for all the good they are doing and gearing the organization towards having more social events.  Nick organized the potluck dinner.  He will also be providing handcrafted metal ornaments to those residents who provide a food item.

Starting October 1, the Community Room will be closed at 7pm daily.

Applications for Stern Village will be accepted mid-October through December.

Paulette will receive the Trumbull Integrity Award on September 28 at 7pm in the Town Hall.

Ms. Polansky noted the facility would be moving to GAAP accounting that is being mandated by the State.  We have had the RM&R (Reserve Maintenance and Repairs) but that is now gone and things will be accounted for differently in the future.

Mr. Gerhardt noted the facility would be changing their accounting procedures to align with the GAAP (Generally Accepted Accounting Policy).  The change will not affect how we operate but how we present information.  Mr. Gerhardt has been working to transfer information into this new system.  It is a difficult transition because he has to go back decades to figure out what items cost at that time and whether the items should or should not be depreciated.  The State is requiring a Capitalization Policy of $5,000 or more; why they picked that number is unknown but it can be whatever the Commission decides.  This requires approval of the Commission.  Ms. Polansky noted that most of the housing authorities have decided the $5,000 is appropriate; Neil suggested $3,500.

New Business

1. Capitalization Policy – Mrs. Kopchik moved to approve the Capitalization Policy mandated by the State of Connecticut. A discussion was held regarding changing the number to $3,500.  Polansky read the Capitalization Policy (attached to these minutes).  Depreciation is based on the IRS guidelines.  Mrs. Kopchik moved to approve the Capitalization Policy mandated by the State of Connecticut.  Seconded by Mrs. Fatse and approved.
2. 2017-2020 Agreement between the THA and Union – Mrs. Kopchik moved to approve the agreement for the 2017-2020 union contracts. Seconded by Mrs. Dowd and approved unanimously.

 Stern Village Resident Association Update

Maureen noted there will be a potluck dinner on October 18 at noon.  Invitations have been sent out.  She is also looking for donations; food will be provided by residents who have volunteered to help.

Resident Comments

James Jenestreet – presented information about the cleaning of the filters in the heat pumps.  He noted the information in the manual stated specifically how and when they are supposed to be cleaned and the functioning of the heat pumps and what they do.  Some filters need to be cleaned every two weeks while others need to be cleaned every three months.  His unit has been installed since the beginning of May and cleaning of the filters has not been done yet.  Two work orders were put in and refused – one because the maintenance department did not have a schedule set and the second because he was told they didn’t have to be cleaned because they were new.  The notice sent to residents states if you break it, you replace it.  He also stated that the Village Voice noted that any mold problem is the responsibility of the tenant.  However, if the units have mold in them, they will be spreading the spores into the apartments.  He stated this is a health issue for the welfare of the people.  He feels the heat pumps should be cleaned per the instructions from the manufacturer.

Ms. Polansky noted that she contacted John Barry and he stated they do not have to be cleaned every two weeks.  The change of seasons is when the filters need to be cleaned.  If you have a pet, it would need to be done more frequently.  The heat pump also has a dehumidifier control on it.    Mrs. Fatse asked Ms. Polansky to get an opinion letter from the company regarding this.  Mrs. Donofrio asked if the units have deodorizing filters because some do not.  This will be confirmed.

Joan – requested an additional explanation of the new accounting system.

Adjournment

There being no further business, Mrs. Kopchik moved to adjourn the meeting at 4:37 pm.  Seconded by Mrs. Fatse and approved.

Respectfully submitted,

Barbara Crandall

Clerk

Trumbull Housing Authority — August 15, 2017

Trumbull Housing Authority
Special Meeting
August 15, 2017
Community Room of Stern Village

Commissioners Present: Chairman Janice Kopchik, Susan Fatse, Paul Niebuhr

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Deborah Dowd and Susan Donofrio

The meeting was called to order at 4:06 pm by Chairman Kopchik followed by Roll Call and the
Pledge of Allegiance.
Chairman Kopchik stated that she would like to call an Executive Session to discuss personnel matters
and she requested that Executive Director Harriet Polansky and Financial Consultant Neil Gerhardt join
the Executive Session.
Motion was made by Chairman Kopchik to move to the Executive Session. Seconded by Susan Fatse
and approved unanimously.
Motion was made by Chairman Kopchik to continue the board meeting after the Executive Session.
Seconded by Paul Niebuhr and approved unanimously.

New Business
Motion made by Chairman Kopchik to approve the tentative agreement for the 2017 — 2020
Trumbull Housing Authority Union Contract. Seconded by Susan Fatse and unanimously approved.

Resident Comments
No comments made.

Adjournment
There being no further business, Chairman Kopchik moved to adjourn the meeting at 4:17 pm. Seconded
by Susan Fatse and unanimously approved.

Respectfully submitted,

Heather LeMoult
Administrative Assistant

Trumbull Housing Authority – July 24, 2017

Trumbull Housing Authority Meeting
July 24, 2017
4:00 pm
Community Room of Stern Village

Commissioners Present: Chairman Janice Kopchik, Deborah Dowd, Paul Niebuhr

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Susan Fatse and Suzanne Donofrio

The meeting was called to order at 4:05 pm by Chairman Kopchik followed by Roll Call and the Pledge of
Allegiance.

Past Minutes
Motion was made by Mrs. Kopchik to approve the minutes of June 26, 2017, as written. Seconded by
Mr. Niebuhr and approved.

Treasurer’s Report
Mrs. Dowd reported for the Trumbull Housing Authority for the period ending June 30, 2017. Stern
Village and Stern Center currently has an overall loss of approximately $116,830. This is attributable to
the numerous vacancies in the Village and Center reducing the rental income, as well as additional legal
expenses, the costs of advertising for the wait list openings and the necessary credit checks, utility rate
increases and usage and the rehabbing of vacated units. If you take into account the funds we add to
our provision for our reserves, the Adjusted Net Income will be a loss of $2,210.

Executive Director’s Report
Ms. Polansky reported the current reserve balance is $1,369,296, which is approximately $6,168 for
each unit in the entire complex. The overall cash position as of June 30, 2017, shows a balance of
$741,472, including the investment account. As of June 30, 2017, Accounts Payable is approximately
$63,755, including the PILOT accrual for the current year. Ms. Polansky will continue to look at other
projects to further improve the facility within the realm of affordability, necessity, and security.
At the present time, the Village has 11 vacancies. At least eight of these will be rented August 1 –
October 1. This does not include units 5, 6, 7 and 8. The Congregate has two vacancies. The Maintenance crew is in the process of rehabbing the units.
There was a significant mold issue in Unit 40 that could have been avoided. Ms. Polansky held a mold
prevention meeting with the residents. ServPro came in to discuss causes of mold and how it spreads.
Residents were instructed how to clean and what to look for. Handouts will be in the August newsletter.
Water spills need to be cleaned up so mold does not develop.
The energy incentive check from UI has been received. Ms. Polansky noted the funds would be used for
several different projects including remodeling of vacant, off-line apartments, heat pumps in the
Congregate dining room and flooring in the community room. Fifteen new chairs have been purchased
and some of the current chairs have been donated to other departments. She is also hoping to replace
the remaining windows in the Congregate and an air handling system for the Congregate kitchen. She
has also asked UI to provide an energy incentive for heat pumps for the dining room.
The Community Room will be closed Tuesday at 4 pm for the installation of flooring. It will be closed
through the weekend to allow the new flooring to set.

Unfinished Business
No unfinished business.

New Business
1. Ms. Polansky noted the Small Cities Grant paid for the heat pumps in all the units. Some funding
was used for the heat pumps in the Community Room. The remainder of the funds will be going
towards six water heaters that need to be replaced. Mrs. Kopchik moved to approve the AIA
change orders for the purchase of six water heaters to be used for the Stern Village. Seconded
by Mr. Niebuhr and approved.
2. Ms. Polansky noted they have been remodeling apartments as they become vacant. Currently, the THA has a building encompassing four efficiency units that are vacant. These units will be
remodeled and upgraded by installing new kitchen cabinets with Universal Design in mind, new
non-slip, easy to clean wood floors, walk-in shower with ADA hardware and grab bars, fresh
paint, and new appliances. The THA will be able to pay for some of these upgrades.
In order to accrue more rental income, the base rent for newly remodeled apartments must
increase. Ms. Polansky noted she will not know what the financial situation for the
Center/Village will be until the State has their own budget. She is proposing that for the newly
remodeled efficiency apartments, the base rate should be $600 and $650 for any of the one
bedrooms that are remodeled in the future. This is based on several discussions with CHFA
about creative ways to increase the rental income and a review of various market studies and
source market information. The new base rent will not affect or apply to the current tenants at
Stern Village. The new units will not be offered to current tenants. A letter will be sent to all
applicants on the wait list alerting them of the newly remodeled apartments and new base rent.
If no one on the wait list is interested in the “Model Units” 5, 6, 7 and 8, they will be advertised
with a higher base rent.
The intention is to phase in the new base rent for Stern Village as units become available
through turnover and vacancies. The THA has the resources to remodel/upgrade units, as per
the model units, in order to charge a higher monthly base or net rent. A discussion was held with
the residents about rents.
Mrs. Kopchik moved to approve the new base rents to be applied to the newly remodeled units
only. The new base rent for efficiencies will be $600 and the new base rent for one bedroom
units will be $650. The remodeled units will be available to incoming residents only. The new
base rents do not apply to existing Stern Village residents. Seconded by Mr. Niebuhr and
approved unanimously.

Updates from the Stern Village Resident Association
Sandy Fisher noted there will be a potluck on October 18 from noon until 3 pm. John will be contacting
different politicians. They will have letters printed up that residents can sign for various concerns such
as Medicare and Medicaid that will be forwarded to these individuals. Maureen was elected as
member-at-large and will serve as secretary. Gloria will put together a list of people to be contacted
because they are ill or had surgery. She noted Kim is no longer with them because the funding from the
state is not available.
Ms. Polansky noted a new pool table and two chairs were donated by a Trumbull resident who moved
from the area.

Resident Comments
Deborah Dowd – noted she will be having back surgery this week. The Resident Association is in good
hands while she is gone.
Lee – questioned the new siding noted in the newsletter. Ms. Polansky stated some of the exteriors of
the buildings will be updated but not the siding.
Joan – asked if there was a store that could donate appliances for remodeled units. Ms. Polansky noted
that once they become a 501c3, this type of donation will be possible. 501c3 status has been applied for
but Ms. Polansky has not heard any update.
Sandy – Requested a printer for the Community Room. Ms. Polansky noted there will be a printer in the
Congregate that the Resident Association can use. Ms. Fisher also questioned how to get more
residents involved in their community. It was suggested that a questionnaire be developed to ask
residents their interests and what they would like to see for activities.

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

Respectfully submitted,

Barbara Crandall
Clerk

Trumbull Housing Authority – June 26, 2017

Trumbull Housing Authority Meeting
June 26, 2017
4:00 pm
Community Room of Stern Village

Commissioners Present:  Chairman Janice Kopchik, Deborah Dowd, Paul Niebuhr, Susan Fatse and
Suzanne Donofrio

Also Present:  Executive Director Harriet Polansky

The meeting was called to order at 4:06 pm by Chairman Kopchik followed by Roll Call and the Pledge of
Allegiance.
On behalf of the Board, Mrs. Kopchik asked for a moment of silence for Shirley Puzak who recently passed.  She helped deliver the Village Voice and was loved by all.

Past Minutes 
Ms. Polansky amended the minutes of May 22, 2017 as follows:  Page 2, 5th paragraph should read “Tires
will be checked by maintenance and will be on the road shortly.”  Page 3 under Resident Comments
from Joan should read “with your neighbor or know they are ill, please call for help.”  Motion made by
Mrs. Kopchik to approve the minutes of May 22, 2017 as amended.  Seconded by Mrs. Donofrio and
approved.  Abstention by Mrs. Fatse.
Ms. Polansky amended the minutes of the Special Meeting of June 6, 2017 as follows:  Page 1;
paragraph above Village Management Plan should read “Village and Congregate for 2017‐2018.”
Motion was made by Mrs. Kopchik to approve the minutes of June 6, 2017 as amended.  Seconded by
Mrs. Donofrio and approved.  Abstentions by Mrs. Fatse and Mr. Niebuhr.

Treasurer’s Report
Mrs. Dowd reported for the Trumbull Housing Authority for the period ending May 31, 2017.  Stern
Village and Stern Center currently has an overall loss of approximately $103,105. This is attributable to
the numerous vacancies in the Village and the Center reducing the rental income, as well as additional
legal expenses, the costs of advertising for the wait list opening and the necessary credit checks, utility
rate increases and usage, and the rehabbing of vacated units by the maintenance people. If you take
into account the funds added to the provision for the reserves, the Adjusted Net Income will be a profit
of $2,302.

Executive Director’s Report 
Ms. Polansky reported the current reserve balance is $1,389,629, which is approximately $6,260 for
each unit in the entire complex. The overall cash position as of May 31, 2017 shows a balance of
$803,380, including the investment account. As of May 31, 2017, Accounts Payable is approximately
$45,112 including the PILOT accrual for the current year.  Ms. Polansky will continue to look at other
projects to further improve the facility within the realm of affordability, need and security. At the present time, the Village has twelve vacancies and the Congregate has five vacancies. New residents will
be moving into Stern Village throughout July and August.
Ms. Polansky reviewed her Recap from January 1, 2017 through June 30, 2017.  Recap is attached.

Unfinished Business 
No unfinished business.

New Business 
Ms. Polansky noted there was a small amount of funding left from the Small Cities Grant that was used
for the heat pumps.  These remaining funds will be used to install heat pumps in the Community Room.
There will be no expense to the Village as it is part of the original grant.  John Barry will be doing the
work.  Ms. Polansky noted the problems with some of the pumps have been resolved.  Resident bills
have been significantly reduced.  Motion was made by Mrs. Kopchik to approve the AIA change order for
labor and material to replace two faulty main breakers in apartments 104 and 105 and the change order
for installation of the heat pumps in the Community Room.   Seconded by Mrs. Fatse.  Approved
unanimously.

Stern Village Resident Association Updates 
Mrs. Dowd reported there is an opening on the Association Board due to a resignation.  The next
meeting will be on July 11.  They will be taking nominations from the floor, everyone interested will be
given 2‐3 minutes to speak to the group and then a vote will be taken.

Resident Comments 
Joan – stated the heat pumps are working well.  She has no problem with hers although others have a
problem with the air blowing directly on them.  Mrs. Fatse stated that a work order should be done and
the maintenance department will come in and adjust the pump.  If a resident did not get a booklet with
directions for the pump, they are available in Ms. Polansky’s office.

Adjournment 
There being no further business, motion was made by Mrs. Kopchik to adjourn the meeting at 4:28 pm.
Seconded by Mrs. Donofrio and approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk

Trumbull Housing Authority – June 6, 2017

Trumbull Housing Authority
Special Meeting
June 6, 2017
Community Room of Stern Village

Commissioners Present: Chairman Janice Kopchik, Deborah Dowd, Suzanne Donofrio

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Susan Fatse and Paul Niebuhr

The meeting was called to order at 4:17 by Chairman Kopchik followed by Roll Call and the
Pledge of Allegiance.
Chairman Kopchik noted the Special Meeting was being held to discuss the Stern Village
Management Plan for 2017‐2018, Congregate Management Plan for 2017‐2018 and Congregate
Service Plan for 2017‐2018. Mrs. Kopchik requested Ms. Polansky to review this information.
Mrs. Polansky noted that she and Neil have been working on the Management Plans for the
Village and Congregate for 2016‐2017. The fiscal year starts July 1, 2017, and ends June 30, 2018.

Village Management Plan
For 2018, the budget was increased for rent revenue. On Page 1, revenue comes from the
monthly rent and laundry/vending machines, which is not a significant amount. They accounted
for vacancy loss in the management plan. They have vacancies to fill at the new rent of $400 &
$450, as well as filling the off-line units, 5,6,7,8. Rents were not increased for Stern Village or
the Congregate for the upcoming fiscal year.
They budgeted $719,484 for total rent revenue in 2017 and are increasing it to $773, 544 for
2018.
On Page 2 for Operating Expenses, she noted they are operating efficiently and effectively and
doing their best to keep overall costs down. There were more legal expenses than anticipated
due to tenant issues, the creation of the non-profit, the new leases for Stern Village and the
Congregate, and the like. For 2018, they decreased the budget for legal significantly. With the
Grievance Procedures in place, they will not rely on legal counsel for matters they can settle out
of court.
Utilities – they are anticipating electricity, water, gas, and Cable to remain the same for the next
fiscal year.

Janitorial – the buildings are old and have several areas that need to be fixed. They hope to get
the funding from the State that is needed to fix the major infrastructure problems. There was a
lot of overtime this year due to sewer clogs, rehabbing units, resident issues, and the like. They
increased the budget for 2018 to accommodate full-time salaries for our three maintenance
workers and for one part-time worker.
Supplies – they plan to decrease the cost for office and janitorial supplies in the upcoming fiscal
year.
Garbage and Trash – they use the Town for dump runs from April – September. After that, RWS
provides a dumpster and they pay each time it needs to be emptied. They are approximating the
same cost for 2017-2018.
Insurance – payroll taxes were decreased for this next fiscal year since it ended up being less for
2016-2017. PILOT will increase (PILOT is calculated by net rent – utilities x 3%) due to filling
vacancies. Workman’s Compensation has decreased significantly thanks to Neil for 2017-2018.
Health insurance went up significantly, which we accounted for 2017-2018. Pension expense
has been decreased for the upcoming fiscal year.
Several one-time expenses were incurred in 2017: the purchase of a new truck, rehabilitation of
Unit 16 and on-going sewer issues.
They are planning on a positive cash flow of approximately $8,172 to be used for repairs,
maintenance and reserve.

Congregate Management Plan
Congregate is run a little differently since they have a Management Plan and a Services Plan.
The Congregate receives some state subsidy from DOH. The Congregate Management Plan and
Services Budget are similar to our last fiscal year. There should be a decrease in our UI bill due
to having solar.
Mrs. Kopchik moved to approve the Stern Village Management Plan for 2017-2018, the
Congregate Management Plan for 2017-2018 and the Congregate Services Plan for 2017-2018.
Seconded by Mrs. Donofrio and approved unanimously.

Resident Comments
No resident comments.

Next Meeting
The next regular meeting will be held on June 26, 2017.

Adjournment
There being no further business, Mrs. Kopchik moved to adjourn the meeting at 4:28 pm.
Seconded by Mrs. Donofrio and approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk

Trumbull Housing Authority – May 22, 2017

Trumbull Housing Authority Meeting
May 22, 2017
4:00 pm
Community Room of Stern Village

Commissioners Present:  Chairman Janice Kopchik, Deborah Dowd, Paul Niebuhr and Suzanne Donofrio

Also Present:  Executive Director Harriet Polansky

Commissioners Absent:  Susan Fatse

The meeting was called to order at 4:10 pm by Chairman Kopchik followed by Roll Call and the Pledge of
Allegiance.
Chairman Kopchik opened the meeting by expressing condolences from the Board to the family of Ed
Horan who passed away last week.  She noted Mr. Horan was passionate about Stern Village and its residents.  He was active in the redevelopment committee of Stern Village and a member of the Stern
Village Resident Association Board.  He will be truly missed.

Past Minutes 
Motion was made by Mrs. Kopchik to approve the minutes of April 24, 2017 as written.  Seconded by
Mr. Niebuhr and approved unanimously.

Treasurer’s Report
Mrs. Dowd reported for the Trumbull Housing Authority for the period ending April 30, 2017.  Over the
course of the last ten months, Stern Village and Stern Center had an overall loss of approximately
$64,526.  For the past ten months, there have been numerous vacancies in the Village and the Center
reducing the rental income, as well as additional costs for the necessary national credit checks and
criminal checks, legal expenses, advertising for the wait list, utility rate increases and the rehabbing of
vacated units.  However, a profit of $6,260 is reflected on the 2016 management budget under Repairs,
Maintenance and Reserve.

Executive Director’s Report
Ms. Polansky reported the current reserve balance is $1,433,189, which is approximately $6,456 for
each unit in the entire complex.  The overall cash position as of April 30, 2017 shows a balance of
$798,335 including the investment account.  As of April 30, 2017, Accounts Payable is approximately
$37,280 including the PILOT accrual for the current year.  Ms. Polansky will continue to look at other
projects to further improve the facility within the realm of affordability, need and security.
At the present time, the Village has twelve vacancies and the Congregate has five vacancies.  There were
approximately 80 applicants and approximately 35 were rejected based on the national credit and
criminal background checks.  All rejection letters have been mailed.  Heather is in the process of
entering the 35 applicants into our software program to create the wait list.  A letter will be going out to these applicants stating that the next steps include landlord verification, an interview and determining
the ability to pay the base rent.  In the meantime, the maintenance men are rehabbing the vacant units.
Units 5, 6, 7 and 8  will be rehabbed and they served as the test units for the heat pump systems.
All heat pumps should be installed by the end of the June.  Ms. Polansky is hoping to have additional
funds to be used for heat pumps for the Community Room.  Ms. Polansky met with John Barry on Friday
to see how many would be necessary and to obtain a cost for the pumps and installation.
Ms. Polansky spoke with a representative of Spectrum ‐ Cable and she will get back to Ms. Polansky in
the next two weeks.  The agreement in place does not end until 2021 for this funding which is a
marketing initiative.
Team Home Depot will be putting in a flower and vegetable garden in the back of the Congregate.  The
congregants have expressed their interest in having a healing memorial garden.  They will be planning
this garden.  They are awaiting dates for planting.
The batteries are charged on the golf cart.  Tires will be checked by maintenance and it would be on the
road shortly.
Ms. Polansky discussed the letters from the State Representatives. The Trumbull Delegate will be invited
to Stern Village to become better acquainted with the Village needs.
Ms. Polansky welcomed John Fox as a new member of the maintenance staff.
Recertifications are in process.  Everyone must sign a new lease.  Any changes in rent and the new lease
will go into effect on July 1, 2017.
Ms. Polansky stressed the importance of helping the residents by calling the THA or Congregate if you
feel something is not right.  Check on your neighbors; watch for papers and mail piling up.  If you think
your neighbor may be ill and requires medical attention, do not hesitate to call 911.  She thanked the
residents who do that on a daily basis.
A Special Board Meeting will be held on June 6, 2017 at 4 pm in the Community Room.

Unfinished Business
None.

New Business 
None.

Update from the Stern Village Resident Association 
John reported that letters were received from Representative David Rutigliano regarding the condition
of the sidewalks at Stern Village Senior Housing.  Mr. Rutigliano noted that he has been aware of the
conditions and agrees that something needs to be done.  Letter is attached for review.
Ms. Polansky noted that when Mr. Rutigliano received all the letters, he stated he was in support of the
renovation.  They discussed the funding being requested.  Ms. Polansky encourage him to go to the DOH
and speak with them regarding the Village.

Resident Comments 
Joan – stated she was pleased with the men who installed the heat pump.  They were great, cleaned
everything, and put everything back in its original place.  They were very nice.  The pumps work well and
look beautiful.  She questioned, with regard to the situation last week, if the guard could have opened
the apartment door or does it have to only be the Police.   Ms. Polansky noted the guard is for the
Congregate only.  She reiterated that if you see mail or papers piled up or you think something is wrong
with your neighbor or know they are will, please call for help.  The guards will not be opening doors for
anyone any more.  This is independent living and not all residents inform Ms. Polansky if they leave for
several days.

Adjournment 
There being no further business, Mrs. Kopchik motioned to adjourn the meeting at 4:26 pm.  Seconded
by Mrs. Donofrio and approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk

Trumbull Housing Authority – April 24, 2017

Trumbull Housing Authority Meeting
April 24, 2017
4:00 pm
Community Room of Stern Village

Commissioners Present: Chairman Janice Kopchik, Deborah Dowd, and Paul Niebuhr

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Susan Fatse, Suzanne Donofrio

The meeting was called to order at 4:05 pm by Chairman Kopchik followed by Roll Call and the Pledge of
Allegiance.

Past Minutes
Motion was made by Mrs. Kopchik to approve the minutes of March 27, 2017, as written. Seconded by
Mr. Niebuhr and approved unanimously.

Treasurer’s Report
Mrs. Dowd reported for the Trumbull Housing Authority for the period ending March 31, 2017. Stern
Village and Stern Center currently has an overall loss of approximately $71,703. This is attributable to
the numerous vacancies in the Village and the Center reducing our rental income, as well as additional
costs of advertising for applications for Stern Village and the necessary credit checks, utility rate
increases and usage.

Director’s Report
Ms. Polansky reported the current reserve balance is $1,420.416, which is approximately $6,398 for
each unit in the entire complex. The overall cash position as of March 31, 2017, shows a balance of
$882,116 including the investment account. As of March 31, 2017, Accounts Payable is approximately
$76,199, including the PILOT accrual for the current year. Ms. Polansky will also be continuing to look at
other projects to further improve the facility within the realm of affordability, need, and security.
As the present time, the village has eight vacancies (not including the vacant building) and the
congregate has four vacancies. Ms. Polansky has 30 applicants and has mailed several applications.
There are interested applicants for the Congregate and they are scheduling when they will move in.
The installation of the heat pumps is going well. Several resident meetings have been held to discuss
the heat pumps and the remote control. The contractor is setting the thermostat and residents have
been told to set it and forget it. They are now up to unit 48. Every unit is getting a heat pump. Residents
do not have to use it if they don’t want to.
The Small Cities Application was delivered to DOH last week. This is for the energy efficient windows for
186 units.
The 2017 SSHP application is near completion. Ms. Polansky is asking for $5 million to fix the
infrastructure, roads, sidewalks, new roofs, fascia (front), gutters, new exterior doors, additional ADA
units, ADA compliant bathrooms, and kitchen for the community room.
Paperwork has been filed for establishing a non-profit THC at IRS. Once approved we will be able to get
additional funding and do lots of fund raising.
The letters residents wrote were mailed to Senator Moore, State Representatives David Rutigliano,
Laura Devlin and Ben McGorty, along with copies of the petitions. A representative of Senator Chris
Murphy’s office visited last Tuesday. Needs were discussed and how Senator Murphy can help. Ms.
Polansky also provided copies of all the letters and petitions to Senator Murphy.
Ms. Polansky is in the process of recertifying tenants. At the time of recertification, every resident must
sign the new lease in order to live at Stern Village. Copies of the new lease are in the Community Room
for residents to review. Ms. Polansky will also email caregivers the lease upon request. If a resident
does not sign the new lease, the THA will need to take appropriate action.
Starting on May 1st the Community Room will be open until 8 pm.

Unfinished Business
None.

New Business
None.

Update from the Stern Village Resident Association
John Vogel reported for the Association. He noted that he put together letters for the legislators in the
area asking them for assistance. Mr. Vogel was thanked for his efforts.

Resident Comments
Ed – commented that in the future he will bring up cable TV and the ability to change to a different
supplier. He realizes there is a monetary component for the Village to use Charter but he asked that the
money be given back so that they are not held hostage. Residents are having a lot of trouble with the
current supplier. Ms. Polansky noted that April 1, 2010, Charter was allowed to market their services at
Stern Village and the THA signed a non-exclusive installation and service agreement with Charter. This
agreement expires March 31, 2021. In doing so, Charter gave the THA a one-time payment of $22,200.
This situation has been explained to the residents in the past. Harriet will again contact Charter to see
what the options are and try to have some answers at the next meeting.
Joan – also spoke on the cable situation noting that Optimum and Cablevision cannot come into the
Village and satellite does not work.Ms. Polansky noted that the power in the Village went out recently due to an accident nearby and the generator in the Congregate worked well. The new protocol for the security guard also worked well. Ms. Polansky noted that she is informed when the power is out.
Ralph – asked about the status of the golf cart. Ms. Polansky noted she is getting quotations for new
batteries (6) and perhaps new tires. It will be in working condition soon.

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

Respectfully submitted,

Barbara Crandall
Clerk

Trumbull Housing Authority – March 27, 2017

Trumbull Housing Authority
March 27, 2017
4:00 pm
Community Room of Stern Village

Commissioners Present:  Chairman Janice Kopchik, Susan Fatse, Deborah Dowd, Suzanne Donofrio and Paul Niebuhr

Also Present: Executive Director Harriet Polansky and George Wiles from Wiles Architects

The meeting was called to order at 4:05 pm by Chairman Kopchik followed by Roll Call and the Pledge of
Allegiance.

Past Minutes
Motion was made by Mrs. Kopchik to approve the minutes of February 27, 2017, as written.  Seconded
by Mrs. Fatse.  Approved with abstentions by Mr. Niebuhr and Mrs. Donofrio.

Treasurer’s Report
Ms. Dowd reported for the Trumbull Housing Authority for the period ending February 28, 2017.  Stern
Village and Stern Center currently has an overall loss of approximately $51,981.  This is attributable to
the numerous vacancies in the Village and the Center reducing the rental income, as well as additional
legal expenses and costs of medical insurance, other insurances, and utility costs.  Currently, the reserve
balance is $1,491,145, which is approximately $6,717 for each unit in the entire complex.

Director’s Report
Ms. Polansky reported the overall cash position as of February 28, 2017, showed a balance of $907,025,
including the investment account.  Accounts Payable is approximately $47,461, including our PILOT
accrual for the current year.  Ms. Polansky will continue to look at other projects to further improve the
facility within the realm of affordability, need, and security.
Repairs are continuing for Unit #16.  The boiler and sprinkler system was repaired in the Congregate.  In
the Village, the circuit breakers were repaired and replaced as well as removal of some trees and
pruning to alleviate the sewer system problems.
Applications are being accepted for six vacancies in Stern Village starting April 3.  Applications will be
accepted for non‐smokers only.
Ms. Polansky noted that with impending snow storms, the residents are alerted to stay indoors until the
Maintenance crew can plow the roads and sidewalks.  She receives storm updates every two hours and
is in contact with EMS and the Office of Emergency Management.  She also calls UI to remind them, if
the power goes out, the THA Center has priority.  Extra help was hired to clear the sidewalks.  In order to
expedite plowing, it is mandatory that residents take their belongings off the porches.  Most residents
comply.  She reminded residents that this is still independent living and to not ask the Maintenance
crew to clear off cars or help shovel.  There are some wonderful residents that do help others in the
Village when needed.
There will be a resident meeting with John Barry in April to discuss the logistics for the heat pumps.
Letters will be sent informing the residents of what to expect.  One hundred eighty-six units will have
pumps installed.  It is up to the resident if they want to use it or not.  All residents were sent a letter
regarding the pumps.
Ms. Polansky is working with the Small Cities Consultant hired by the Town of Trumbull for new
windows for 186 units.  There are many documents to fill out.
Home Depot will be asked to help to create gardens in the back of the Congregate that were started by
the residents no longer here.
Ms. Polansky discussed moss and mold.  Moss is mostly on the ground or on the roofs that do not get a
lot of sun.  New roofs are being explored for units 1‐100.
Unfinished Business
Motion was made by Mrs. Kopchik to approve the minutes of February 13, 2017, Special Board meeting
as written.  Seconded by Mr. Niebuhr and approved with abstentions from Mrs. Dowd and Mrs. Kopchik.
New Business
Discussion and Possible Action Regarding the Trumbull Housing Corporation 501(c)3 – Ms. Polansky
noted the State wants the Center to leverage every source possible to get funding into Stern Village.
One way to accomplish this is to set up a non‐profit 501(c)3.  This will give the ability to fundraise, ask
for donations and apply for HTCC (Housing Tax Credit Contribution) funds.  Under the HTCC program, a non‐profit corporation can receive up to $500,000 annually in State tax credits that can then be sold to
State business firms in return for cash contributions to the non‐profit corporation’s housing program.
Ms. Polansky noted we have the opportunity to identify three consecutive rounds of HTCC funding (with
THC as the nonprofit co‐sponsor) for a total of $1.5 million in sources for the SSHP application
(maximum annual award of $500,000 each) earmarked for future unit renovations.  Assuming we receive the 501(c)3 designation from the IRS by the end of this year, we can apply for the 2018 HTCC round.  Ms. Polansky is looking for various ways to bring this money in through fundraising, endowments, galas, other donations, etc.
Mrs. Kopchik noted she would like to be President with Ms. Polansky Vice‐President, as the Executive
Director is required to be on the Board, and Mrs. Fatse as Secretary/Treasurer.  Mrs. Kopchik made a
motion to approve the creation of the Trumbull Housing Corporation, a non‐profit 501(c)3.  Seconded by
Mrs. Donofrio and approved unanimously.

Discussion and Possible Action Regarding the Congregate and Village Leases – Ms. Polansky noted that
over the past several months, the leases for the Congregate and Village have been reviewed, updated
and revised.  Attorney Jankovsky provided the correct wording and statutes as well as approved the
revisions made to the new leases.  These leases spell out THA rules and regulations and are there to
protect the residents and the THA from wrongdoings.  Meetings have been held with residents from the
Congregate and Village.  Residents have reviewed prior drafts and Ms. Polansky has answered several
questions.  This lease speaks to the animal policy in detail, grievance policy is attached, etc.  When
recertifications are done, the residents will be signing the new lease.
Mrs. Kopchik made a motion to approve the new tenant lease for the Stern Village Congregate and the
new tenant lease for Stern Village.    Seconded by Mrs. Donofrio and approved unanimously.
Discussion and Possible Action Regarding the AIA Agreement for the 2017 SSHP Application – Ms.
Polansky noted they are entering into another funding round for the 2017 State Sponsored Housing
Program.  The application is due around April 24.  In 2013, a CNA was done by CHFA.  They are looking at critical needs such as repaving the road and the roundabout by the parking lot as well as the walkways;
coordinating with the Town to repave the main loop road; repair sanitary and storm sewers; address
Community Room needs – ADA kitchen and restrooms; domestic hot water tanks; roofing; fascia;, gable
siding; gutters; increased attic insulation; exterior doors and master locksets, and storm doors.  Also,
environmental issues, if any and 20 ADA unit conversions.
Mr. Wiles noted the new agreement is a reorganization of all the documents produced to date which
presents a new scope of renovations that matches what Ms. Polansky enumerated.  Provides support for
the grants and applications that need to be done in accordance with requirements.  Several units will be
redesigned so that it reflects the new scope.
Mr. Wiles noted the current ADA units that were created early in the ADA awareness complied with
regulations at the time.  There has been many updates since that time so none of the current units
comply with current regulations.  They will be taking the units that have accessible floors underneath in
the crawl spaces to shift toilets and sinks in order to get current clearances.  This will be done in the
middle buildings.  Ms. Polansky noted currently they have eight.  ADA wants them accessible to parking
lots, Community Room and your car.  Having the crawl space makes it easier for redesign.  Units in Phase 3 will not be done.
Mrs. Kopchik made a motion to approve the AIA Agreement for the 2017 SSHP Application.  Seconded
by Mrs. Fatse and approved unanimously.

Update from the Duly Elected Stern Village Resident Association
Mrs. Dowd reported the following:
1. Two vacancies were filled – Ralph Claudio was introduced as a new board member.
2. Request will be submitted for $250 to the Board for paper and printing supplies.
3. John has obtained 180 signatures regarding the repair of the sidewalks and roads.  John noted
there is a meeting on Thursday about this with the Town.  Encouraged residents to attend to get
information.
4. Gloria is working on the Welcoming Committee.  Working on an information booklet for
residents.  Ms. Polansky noted she has cards that can be used to send to residents.
5. Traffic light was discussed.
6. Do not have a Secretary/Treasurer.  At this time, it is a shared responsibility.

Resident Comments
Joan Conte – Thanked everyone for the walkway she asked for at the last meeting.  It worked out well
after the storm.

Adjournment
There being no further business, Mrs. Kopchik moved to adjourn the meeting at 4:37 pm.  Seconded by
Mrs. Fatse and approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk