Trumbull Housing Authority
Board Meeting Minutes
May 18, 2015
4:00 pm
Community Room of Stern Village

Commissioners Present: Chairman Janice Kopchik; Commissioners, Thelma Burr, Suzanne Donofrio and Linda Nassrah.

Also Present: Harriet Polansky, Executive Director

Susan Fatse was unable to attend due to a family illness.

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

Past Minutes:
Mrs. Kopchik read a request from Mr. Littlefield regarding a change to the April 27, 2015 minutes. Mr. Littlefield requested that the last sentence of his comments be changed in the April minutes, to accurately state what is on the videotape and recording. Mr. Littlefield’s revision:
-Mr. Littlefield commented that should a complaint be made, then it could be submitted to the Freedom of Information Commission for adjudication.
A motion was made by Mrs. Kopchik, seconded by Mrs. Donofrio, to approve the minutes of April 27, 2015 with the change. The motion was carried unanimously.

Resident Comments:
There were none.

Treasurer’s Report:
Mrs. Burr reported for the ten-month period ending April 30, 2015 that Stern Village and Stern Center had an overall gain of $14,001.00. All of our current vendors have been paid.
The Village’s current cash position is approximately $44,983.00, and the Center’s cash position is $5,360.00, not including the reserve cash account. In April, Stern Center decreased its inter-company loan. We have one vacancy in the Congregate and one in the Village.

Executive Director’s Report:
Mrs. Polansky explained that currently the THA’s reserve balance is over $1,672,000 which is approximately $7,642 for each unit in the entire complex. The overall cash position as of April 30, 2015 shows a balance of $1,383,000, including the THA’s investment account. As of April 30, 2015, the THA has Accounts Payable of approximately $37,723 including the accrued PILOT. Mrs. Polansky is always looking at projects to further improve the congregate facility and the Village within the realm of affordability and need and security.

Mrs. Polansky mentioned the Solarize SSHP for the congregate building, that the THA was awarded. Mrs. Polansky indicated that she has been working on revisions to the multi-page Solar SSHP Agreements with Attorney Scaramozza. He is presenting the revisions to the general counsel of the Green Bank, who is funding this deal.
Mrs. Polansky explained that through the Resident Program Funding – CHFA, she requested approximately $3,000 worth of outdoor furniture and LED umbrellas for the Congregants and for Villagers. Mrs. Polansky indicated that her request is being processed.
Mrs. Polansky mentioned that the rugs in the foyer and small sitting area in the Congregate will be replaced, paddle fans will be installed in the dining room and the inner door when entering the Congregate will be fixed. She also mentioned that the floors will be stripped, waxed and the windows will be cleaned.

Residents have complimented the THA maintenance men for doing a great job and the Stern Village property looks beautiful. Mrs. Polansky mentioned that all work orders are up-to-date and in the next fiscal year, maintenance will start tracking the time it takes to handle a maintenance issue. The information garnered will enable us to get an accurate depiction of the maintenance costs for each issue.

Mrs. Polansky has been encouraging residents to have lunch at the congregate, when it is not at 100% at capacity. Mrs. Polansky pulls Villagers names from a box so they can enjoy a free meal. The Villagers that have eaten at the congregate have raved about the food.

Mrs. Polansky and Mrs. Mack have been asking residents to get medical alert pendants. The THA has an inexpensive vendor that many of our residents are using; the charge is $18.99 per month. If someone happens to fall, he/she might not be near the emergency pull cords or by a phone to call for help. These lifeline pendants offer peace of mind.

Old Business:
There was none.

New Business:
There was none.

Adjournment:
A motion was made by Mrs. Kopchik at 4:08 P.M. to adjourn. The motion was seconded by Mrs. Donofrio and carried unanimously.

Respectfully submitted,

Heather LeMoult

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

Minutes-THA-March 2015

Trumbull Housing Authority
March 23, 2015
4:00 pm
Community Room of Stern Village

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

Also Present: Executive Director Harriet Polansky

The meeting was called to order at 4:02pm by Mrs. Kopchik. Roll call was conducted followed by the Pledge of Allegiance.

Past Minutes
After a review of the minutes, the following change was noted. Page 2, fourth paragraph, fifth line – should read “doctor or dentist appointments…”. Motion was made by Mrs. Kopchik, seconded by Mrs. Fatse to approve the minutes as amended.

Resident Comments
Residents Nancy and Robert stated they would like to keep the opportunity open to speak during the meeting should they have any comments. Question was raised as to why there was a camera videotaping the meeting. Don Sutherland, a Trumbull resident (not a stern Village resident) was videotaping. He noted some individuals had requested the meeting be recorded as they are unable to attend the meetings. Ms. Polansky asked him which residents requested the meeting to be recorded and he commented that he could not say.

Treasurer’s Report
Mrs. Burr reported for the eight month period ending February 28, 2015, Stern Village and Stern Center had an overall profit of $23,500. All current vendors have been paid except for the PILOT payments. The cash position is healthy at the present time. The Village current cash position is approximately $26,619. The Center cash position is $21,222. Vacancies have been reduced in both the Village and the Center. Capital expenditures this period included repair of sprinkler pipes in the Center.

Executive Director’s Report
Ms. Polansky noted the reserve balance is over $1,460,000, which is approximately $6,579 per unit in the entire complex. Overall cash position as of February 28, 2015 shows a balance of $1,434,000, including the investment account. Also for the same time period, Accounts Payable is approximately $39,872 including the PILOT accrual. She is looking for other projects to improve the facility within the realm of affordability and need.

Ms. Polansky noted five members of the Advisory Board were present. This Board is working on the development and rehabilitation of Stern Village. Everyone has ideas and needs and those who attend her monthly meetings are aware of what is going on with the project.

There are no vacancies in Stern Village. There are two open units in the Congregate. Interviews have been scheduled for the next week or two to fill these vacancies.

A new voice alert system is in place. This will be a recording of Ms. Polansky’s voice to the residents when information must be sent to everyone. All residents should be receiving information regarding the new system and how it will work. She requested residents give her feedback on the new system.

Paulette has been going to Stop & Shop on Wednesdays to pick up donations for the residents. This has been very helpful to those who need additional assistance. Ms. Polansky noted the proposed new community building will include an area for a food pantry.

Ms. Polansky briefly discussed the upcoming funding round. She noted the developers are requesting different sources of money for the project including RAPS, CHFA, LITC. UI will also be providing support for the project with new doors, windows, insulation and heat pumps. Green Bank may also be a source of solar energy for the project. Ms. Polansky read into the minutes a letter of support from First Selectman Herbst which will be added to the other letters received from various support agencies. She noted this is a great pilot program and that the Town of Trumbull has been extremely supportive of the THA.

New Business
Mrs. Kopchik noted there were items for discussion with regard to the formation and creation of two entities for the revitalization project. This includes a Limited Partnership and a Non-Stock Corporation. Attorney Scaramozza explained the partnership and that it is in place to receive Low Income Housing Tax Credits. The Trumbull Housing Authority will be leasing the ground to the partnership. The formation of these entities must be completed to move the project forward and is common practice in such instances. He noted this will require teamwork and that Millennium will also be working on this. Ms. Nassrah questioned why the dissolution date is 2076 for the limited partnership. Attorney Scaramozza explained that the investor likes to see a certain number of years and sixty-one years is a rule of thumb. He noted the Trumbull Housing Authority will remain as the developer of the project. Attorney Scaramozza noted that when the Board selects an investor, they will be looking for a seven member board; otherwise everything should stay largely the same. The Housing Authority will apply to the Department of Revenue for sales tax exempt status for the new entity.

Mrs. Kopchik made a motion to approve the formation and creation of the following two entities in order to undertake and facilitate the funding requirements for the revitalization and rehabilitation of Stern Village:
1. The Limited Partnership named Stern Village Housing Associates Limited Partnership to be the ground lessee under the Housing Authority of the Town of Trumbull.
2. The Non-Stock Corporation named Trumbull Housing Development Corporation general partner of Stern Village Associates Limited Partnership.
Seconded by Mrs. Fatse and approved unanimously.

Attorney Scaramozza briefly discussed the Bylaws that must be adopted to facilitate the two new entities approved. Mrs. Kopchik made a motion to approve the Certificate of Incorporation and the Bylaws, respectively, of the Trumbull Housing Development Corporation. Seconded by Mrs. Fatse and approved unanimously.

Mrs. Kopchik moved that the discussion and selection of directors to serve on the Board of Trumbull Housing Development Corporation be put on hold and moved to Unfinished Business for the next board meeting. Seconded by Mrs. Burr and approved unanimously.

Mrs. Kopchik made a motion that the project counsel, Mayo Crowe LLC, be authorized to take any and all action necessary to accomplish the foregoing actions and the establishment and creation of these two project entities, and to file or cause to be filed all necessary paperwork with the Connecticut Secretary of State in connection with this, including the DRS to obtain tax exempt status for the Trumbull Housing Development Corporation. Seconded by Ms. Nassrah and approved unanimously.

After discussion it was agreed to schedule a special board meeting on Monday, April 6, 2015 at 4pm.

Question was raised again regarding the videotaping of the meeting. The videographer, Doug Sutherland, a Trumbull resident (not a Stern Village resident) noted the meeting would be posted on Youtube. The residents voiced complaints about being videotaped. Mr. Sutherland was requested to provide a link to the video and a copy of the video to Ms. Polansky which could be reviewed by residents in the Community Center.

Adjournment
There being no further business, motion was made by Mrs. Kopchik, seconded by Mrs. Donofrio, to adjourn the meeting at 4:30 pm.

Respectfully submitted,

Barbara Crandall
Clerk

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

Minutes-THA-March 2015

RESIDENT PARTICIPATION MEETING
FEBRUARY 10, 2015 MINUTES

Ms. Polansky called a separate meeting at 12:10 p.m. with the Revitalization and Rehabilitation Development Advisory Committee Members.

The second meeting was called at 12:40 p.m. with the residents of the THA

Present: Ms. Harriet Polansky
Ms. Paulette Mack
Mr. Neil Gerhardt

Ms. Polansky mentioned that she will meet with UI this month to discuss the project and energy efficiencies that will be incorporated into the units. Based on the scope of the project. UI will review and provide a letter of commitment, to help defray the cost of the project. This letter of commitment is required by CHFA and DOH prior to the April funding.

Ms. Polansky also mentioned that the THA Development Team met with First Selectman Timothy Herbst and the Director of Planning and Zoning. They are very excited about this project for Stern Village.

The deadline to submit funding for this project is April 20, 2015. Notification will most like be sometime this summer. If funding is awarded, we hope to start the project the spring/summer of 2016.

The State suggested for Stern Village to cut back the cost of development. That was accomplished by proposing a smaller Community Center with an attached 2-story resident building having 18 unit, some will be ADA compliant. This 2-story building will have 18 replacement units.

-The Community Center will consists of administration offices, community kitchen, beauty salon, large bathrooms with three stalls (women and men) and ADA compliant, computer room, offices for Nurse and counselors and arts and crafts room. A separate movie room is not included, due to the cost.

-It is anticipated that four (4) buildings and the two (2) apartments that are connected to the Community Center will most likely be demolished for this project.

For LIHTCs, the State requires that we have a syndicator or an investor. RFQs were sent to several companies. The responses are due the end of February for evaluation.

Relocation was also mentioned. Ms. Polansky will retain a Relocation Specialist for this project to coordinate and assist the moving process for residents. Renting storage pods will considered.

Sub-surfaced investigation. Sometime next week, the firm GeoTech will mark areas around Stern Village and drill the week of February 23rd, to determine the type of soil/rock. Ms. Polansky stressed to the committee and residents that the drilling process will be disruptive and noisy, however, it’s extremely important prior to construction. Doing the sub-surface investigation is vital to the construction process and will save thousands of dollars down the road.

Ms. Polansky and the Development Team will meet with State Senators and State Representatives concerning the project.

The next meeting date is yet to be determined.

Meeting adjourned at 1:13 p.m.

Submitted by,

Paulette Mack
Resident Services Coordinator

THA Minutes for February 23 2015

Trumbull Housing Authority
February 3, 2015
4:00 pm
Community Room of Stern Village

Commissioners Present: Commissioners Susan Fatse, Thelma Burr, Suzanne Donofrio, Linda Nassrah

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Janice Kopchik

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

Past Minutes
Motion was made by Mrs. Donofrio to approve the minutes of December 15, 2014 as written. Seconded by Mrs. Fatse and approved unanimously.

Resident Comments
None.

Treasurer’s Report
Mrs. Burr noted for the six months ending December 31, 2014, Stern Village and Stern Center had an overall profit of $2,506. All current vendors have been paid except for the PILOT payments. The cash position is healthy at the present time. The Village current cash position is $36,465. The Center cash position is $15,720. Vacancies have been reduced in both the Village and the Center. There have been no capital expenditures this period except for the normal expenditures for refurbishing our vacant units. We have received our third quarter payment from DOH for Stern Center.

Mrs. Burr thanked all the workers and all the volunteers that came in and helped with the snow removal. They did a beautiful and they deserve an applause.

Executive Director’s Report
Mrs. Polansky noted the reserve balance is over $1,440,183 which is approximately $6487 per unit in the entire complex. Overall cash position as of December 31, 2014 shows a balance of $1,520,000 including our investment account. As of December 31, 2014, we have AP of approximately $50,800 including our PILOT (Payment in Lieu of Taxes) account. That is what is paid to the town for the services received such as police and highway.

Preparations have been made for the winter season. Salt was obtained for the walkways, equipment was serviced and another contractor was called for snow removal. She also appreciates all the volunteer help with snow removal.

The facility will continue to be upgraded within the realm of affordability, including security.

NOFA (Notice of Funding Application) did come out and it did note that Stern Village is a critical and an at-risk facility. Everyone is working very hard to prepare for the project and positive feedback has been received from CHFA and DOH as well as the Housing Academy. She thanked the nine-member Resident Development Committee for their work on the project.

Newsletter has just been completed. She needs volunteers to distribute it to the residents.

Mrs. Polansky noted she and Madeline from the Congregate have been creating a manual for the attendants at the congregate so that there are no problems or miscommunications with the attendants. A new alarm system has been installed in the congregate building. Jeff Shapiro has made positive changes. Everything is improving.

A thank you was extended to Sarah Donofrio and Bridgette Fatse who helped clear snow off the cars and shoveled at the Village. This was a huge help.

Mrs. Polansky reviewed her THA Recap for the Period July 1, 2014 through December 31, 2014. A copy of this report is attached to the minutes for review. Mrs. Polansky was thanked for her hard work.

Unfinished Business
No unfinished business.

New Business
Mrs. Donofrio moved to add the following to the agenda: Approve and Execute the AIA Agreement with Wiles Architect and the Trumbull Housing Authority. Seconded by Mrs. Fatse and approved unanimously. Motion was made by Mrs. Donofrio, seconded by Ms. Nassrah, to approve and execute the AIA agreement with Wiles Architect and the Trumbull Housing Authority. Approved unanimously. Mrs. Polansky noted this agreement has been reviewed by all parties, including legal; changes have been made as appropriate.

Adjournment
There being no further business, motion was made by Mrs. Donofrio, seconded by Mrs. Fatse, to adjourn the meeting at 4:30 pm. Approved unanimously.

Respectfully submitted,

Barbara Crandall
Clerk

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

THA Minutes for February 23 2015

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

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

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Linda Nassrah

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Unfinished Business
None.

New Business
None.

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

Respectfully submitted,

Barbara Crandall
Clerk

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

Minutes for THA Meeting 111714 HP

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

Trumbull Housing and Revitalization and Rehabilitation Team Members

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

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

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

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

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

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

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

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

The next meeting is yet to be determined.

The meeting adjourned at 12:30pm.

Submitted by,
Paulette Mack
Resident Services Coordinator

PM:lj

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

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

Minutes-THA-Special_Meeting-November 5 2014

Trumbull Housing Authority Meeting – October 27, 2014

Trumbull Housing Authority
October 27, 2014
4:00 pm

Community Room of Stern Village

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

Also Present: Executive Director Harriet Polansky

Commissioners Absent: Linda Nassrah

The meeting was called to order at 4:05 pm by Mrs. Kopchik. Roll call was conducted followed by the
Pledge of Allegiance.

Past Minutes
Motion was made by Mrs. Kopchik to approve the minutes of the THA on September 29, 2014 as written. Seconded by Mrs. Fatse and approved unanimously.

Motion was made by Mrs. Kopchik to approve the minutes of the Special Meeting of the THA on October 13, 2014 as written. Seconded by Mrs. Fatse and approved unanimously.

Resident Comments
Mr. Dove Kasari spoke regarding an individual who comes home late at night and races around the area playing loud music disturbing the village. Mrs. Polansky noted she was unaware of this problem and stated this should be brought to Paulette’s attention as the Resident Service Coordinator for help. Mrs.
Polansky noted speeding is a problem. They do have speed bumps which will be disappearing with the upcoming winter weather. The Trumbull PD has been contacted regarding these problems by the resident and Mrs. Polansky. Other residents have heard this music coming from the back of the village
property and they have also heard fireworks being set off. Mrs. Polansky will work to resolve this problem.

Mr. Paul Littlefield spoke on behalf of the Tenant’s Association requesting the Board of Commissioners prepare in advance to have an agreement in place for snow removal within the Village including secondary exits to the apartments. Discussion was held regarding the snowstorm Nemo and how snow removal has improved since that time. Mrs. Polansky noted last year, the Village was on top of the snow removal and when there was an impending storm, the maintenance department remained on site.

Treasurer’s Report
Mrs. Burr noted for the three months ending September 30, 2014, Stern Village and Stern Center had an overall profit for the period of $10,557. All current vendors have been paid. Our cash position is strong and the current Village cash position is approximately $34, 500 and the Center cash position is $13,000.
For the Center, we have received the first quarterly money from the Department of Housing and repairing the sprinkler system. In the Village, additional ranges were purchased, a new office and storage area was established, and some blacktop repairs were made..

Executive Director’s Report
Mrs. Polansky noted there was an overall gain for the past three months of $10,557. Currently the reserve balance is over #1,439,000 which is approximately $6,482 for each unit in the entire complex. The overall cash position as of September 30, 2014 shows a balance of $1,624,000 including the investment account. Accounts Payable is approximately $11,000. We are in a strong position to move forward making some minor improvements for safety and will continue to look at other projects to improve the facility within affordability and need. Paulette started mid-October and Richard, the new maintenance man, started October 1.

We are also proceeding with the undertaking of the revitalization of the village and attending meetings towards that end. We have contracted with Millennium for the overall consultant, hired Cardinow as the overall consultant, who has completed their work and have engaged George Wilds as the architects. This is a major understating will take a great deal of time and effort as we move forward with the revitalization and redevelopment plans. Right now the project is in the planning stage.

CHFA told Mrs. Polansky that we are a high performing housing authority. This means that we are following the processes and procedures and they do not have to visit us regularly.

Mrs. Polansky noted that as the revitalization process moves along, residents interested will be able to discuss ideas. The THA Commissioners, Neil, Paulette and Mrs. Polansky are following the Resident Participation Plan that was agreed to. The first Resident Participation Plan meeting was held earlier this month and it was a huge success. The next meeting will be November 11, 2014 at 11 am. She noted there is a free bus trip on 10/28 to visit the Danbury Housing Authority Glen Apartments. Bus is provided by GBT and will leave at 1pm. There units are similar to the Trumbull Village.

Also on 10/28, there is a meeting with the Director of Planning and Zoning and the Town Engineer to review the entire revitalization project, get their input, and review time lines. Members from Millennium, Mrs. Polansky, Ed Lavernovich and other members from the town will be at the meeting. Mrs. Polansky, Neil, Frank, Bruce, Paulette and others have been attending the Academy. Neil and Mrs. Polansky met with some people from the Academy to review their pro forma. The idea was to review the revision, the object, discuss the revitalization/rehabilitation, the need for RAP, since we have not had it before. The next step will be that the people at the Academy will take the input and provide it to CHFA for the next sessions. Next meetings are November 12 and 13. Cardinow Environmental has finished all their testing. The report should be available within the next few weeks and shared with the residents. This testing was mandated by the State.
Unfinished Business No unfinished business.

New Business

1. As part of the pre-development phase, we must have a Resident Participation Plan. The State is  pushing very hard, and spending a lot of money on the Village, to meet with people to get things  through. A meeting was held with Suzanne from HURK to work with her to draft a Resident Participation Plan. A draft was voted on by the board am dot was agreed to start using this plan. Kim from TOVAH worked with the residents to review the plan. A letter was received from her, which is also on the website for the town, regarding the process including dissemination of the material, meetings and feedback. According to the resident feedback, the plan is fine. Kim suggested that the Board approve the proposed plan. Every resident will receive a copy. Motion was made by Mrs. Kopchik to adopt the Resident Participation Plan. Motion was seconded by Mrs. Burr and approved unanimously.
2. Out sourcing of the food service was discussed. Mrs. Polansky gave some background information regarding the current food service noting that a noon meal is served seven days a week. Mrs. Polansky and Neil have evaluated the meal cost. Neil, Madeline and Mrs. Polansky are spending a lot of time managing the kitchen operations. An outside food vendor will allow the process to be streamlined and the costs saved will be better spent and utilized by creating
   and implementing new and innovative programs to meet the needs of the residents as well as enhance our existing services for the residents of the Congregate. Four responses were received from the RFP. A team of taste testers and evaluators was established to taste food at various facilities. After review, it was agreed that Jeff Shapiro from Creative Culinary Service should be awarded the contract. Mrs. Shapiro gave a brief description of his services, noting that some details would need to be worked out on some aspects of the project. Motion was made by Mrs. Kopchik to approve Creative Culinary Service as the food vendor for the Congregate. Seconded by Mrs. Fatse and the motion carried unanimously.

Executive Session
Motion was made by Mrs. Kopchik to enter Executive Session to discuss personnel matters at 4:41 pm.  Attendees will be THS Commission Board members Fatse, Kopchik, Donofrio and Burr as well as Neil  Gerhardt and Mrs. Polansky. Motion seconded by Mrs. Fatse and approved unanimously. Motion was made by Mrs, Kopchik to end the Exeuctive Session at 5:25 pm. Motion seconded by Mrs. Fatse and approved unanimously.

Adjournment
Motion was made by Mrs. Kopchik to adjourn the meeting at 5:25 pm. Motion seconded by Mrs. Fatse and approved unanimously.

Respectfully submitted,
Barbara Crandall
Clerk

MinutesTHA-October 27 2014

Revitalization and Rehabilitation of Stern Village –
RESIDENT PARTICIPATION MEETING
OCTOBER 16, 2014 MINUTES
Ms. Polansky opened the meeting at 11:10am and introduced the team members.
Trumbull Housing and Revitalization and Rehabilitation Team Members
Present: Ms. Harriet Polansky
Mr. Neil Gerhardt
Ms. Paulette Mack
Millennium
Mr. Whitaker Jr., Managing Member
Mr. Frank Stellato, Associate Director
Wiles Architect
Mr. George Wiles, Executive Director
Mr. Brandt Jobst, Architect

A sign-in sheet was passed around for residents to sign.
Ms. Polansky discussed the agenda items which included an overview of State mandates for predevelopment, funding sources applicable to Stern Village and requirements from CHFA and DOH for the submission of the application.
Mr. Whitaker discussed the application process and the need for a conceptual master plan for the Stern Village revitalization and redevelopment project. Mr. Whitaker stated that it was important to have input from the residents as the project moves forward.
Ms. Polansky stated that the master-plan concept will be due the third week in November, 2014. At that time, a concept of the Stern Village revitalization and redevelopment project will be presented to the State. In April, 2015, the Trumbull Housing Authority (THA) will apply for funding; it will take approximately 8 to 9 months to receive notification of its approval. It is anticipated that THA will receive notification of approval for RAP funding by the end of July or the beginning of August, 2015. Once approved, construction will start around March or April, 2016. The master plan will not be entered as a single project; consideration for this large project will have to be done in phases.
Mr. Whitaker stated he plans to attend a forum in Hartford where Governor Malloy and Tom Foley will be addressing Affordable Housing funding; he added that it is important to start a Resident Council to get residents involved in the Stern Village revitalization/redevelopment project.
Ms. Polansky reported that Ms. Kimberly Pietrorzaio, Executive Director, TOVAH, Inc. is already working with the residents on forming this council at THA.
Mt. Whitaker added that the 100-unit revitalization/rehabilitation project MILLENNIUM has been working on at Glen Apartments, Memorial Drive, Danbury, CT is near completion. Ms. Polansky suggested that THA secure a bus that will accommodate 35 residents to visit the property. The residents who attended this meeting agreed this was a great idea.
Mr. Whitaker stated that the Glen Apartments’ units are similar to the units included in the Stern Village revitalization and redevelopment project. Square footage to the units at Stern Village could be attained by adding screened-in patios and storage space. The screen patio and storage areas are not meant to be used for living quarters. Residents are interested in having a washer/dryer combination and discussed their hot water heaters that were taking up too much space. All of these suggestions will be considered in the Stern Village project.
The residents were also concerned about relocating while this project is underway. Ms. Polansky and Mr. Whitaker discussed having “motel units” at Stern Village. Vacant apartments will be rehabbed and residents will be able to move into those units. A resident can choose to stay at the new location or move back to his/her old apartment. A relocation plan will be in place that will be discussed with the residents. Residents can choose to pack themselves up or have THA pay for their moving expenses. MILLENNIUM will be responsible for the resident’s change of address, Lifeline (ERS), cable, oxygen, and other medical equipment. CARDNO will check for mold, mildew and asbestos for safety precautions before the project begins. A high-energy evaluation will be done to conserve energy for all residents in their new apartments.
The next meeting date is yet to be determined.
The meeting adjourned at 12:30pm.
Submitted by,
Paulette Mack
Resident Services Coordinator

Updates from Harriet Polansky for October 3, 2014
The THA is working towards the revitalization of Stern Village.
The CT Housing and Finance Authority (CHFA) and the Department of Housing (DOH) has identified Stern Village as a critical housing authority, since there have not been any substantial improvements in over 40 years. We have the support of CHFA and DOH to make the necessary improvements to Stern Village. The first phase is Pre-Development.
The State mandates that we have:
-a Consultant, which is Millennium. Bruce Whitaker and Frank Stellato of Millennium have attended THA Board Meetings and they have met many of our residents.
-an Environmental Consultant. We have chosen Cardno ATC; they will start testing next week.
-an Architectural Firm. We have chosen George Wiles and his firm.
-a Residents’ Participation Plan. Harriet has worked with Sue from the Housing Education Resource Center to create the plan. Kim from TOVAH, met with the Residents on September 29, to discuss the importance of the plan and requested input from residents for her October 14th meeting.
We have also been asked to participate in the Affordable Housing Academy. These intense classes started mid-September. The State only selected 10 Housing Authorities to attend! We are excited to be part of the Academy!
Team THA for Revitalization of Stern Village:
-The Board of Commissioners. They are apprised of everything that we do.
-Stern Village residents that are interested in participating in the revitalization.
-Consultants: Frank Stellato and Bruce Whitaker from Millennium
-Kim from TOVAH to work with the residents.
-Cardo ATC has been selected and approved by the THA Board, as our environmental consultant
-Ed Lavernovich, the Director of Economic Development for The Town of Trumbull is part of the team.
-Neil Gerhardt, our Financial Advisor
-Paulette Mack, our RSC, starts October 13th.
-Architect. State mandates that we also have an architect. Based on our due diligence, we have narrowed the selection down to three firms and we are in the midst of reviewing proposals.
-And of course, myself
Our combined vision is to improve the quality of life for our 186 low income elderly and disabled residents by renovating and rehabilitating all 186 units, repaving the roads, walkways and have step-less entrances to each apartment, build a connecting road, add more parking closer to the units, fix our storm water drainage and water issues. Add ADA units and increase our capacity. Ensure that our buildings are energy efficient. We need new roofs and gutters, better insulation in the attics, energy efficient doors and windows. Heat pumps to provide comfort and to lower the residents heating and air conditioning bills. Energy efficient appliances, lighting, water heaters and window blinds. Hi-tech motion sensors rather than emergency pull cords and hi-tech alarm systems/smoke detectors to enable first responders.

Minutes – Revitalization and Rehabilitation of Stern Village Oct 3, 2014

Revitalization and Rehabilitation of Stern Village –
RESIDENT PARTICIPATION MEETING
OCTOBER 3, 2014 MINUTES
Ms. Polansky opened the meeting at 11:10am and introduced the team members.
Trumbull Housing and Revitalization and Rehabilitation Team Members
Present: Ms. Harriet Polansky
Mr. Neil Gerhardt
Ms. Paulette Mack
Millennium
Mr. Whitaker Jr., Managing Member
Mr. Frank Stellato, Associate Director
Wiles Architect
Mr. George Wiles, Executive Director
Mr. Brandt Jobst, Architect

A sign-in sheet was passed around for residents to sign.
Ms. Polansky discussed the agenda items which included an overview of State mandates for predevelopment, funding sources applicable to Stern Village and requirements from CHFA and DOH for the submission of the application.
Mr. Whitaker discussed the application process and the need for a conceptual master plan for the Stern Village revitalization and redevelopment project. Mr. Whitaker stated that it was important to have input from the residents as the project moves forward.
Ms. Polansky stated that the master-plan concept will be due the third week in November, 2014. At that time, a concept of the Stern Village revitalization and redevelopment project will be presented to the State. In April, 2015, the Trumbull Housing Authority (THA) will apply for funding; it will take approximately 8 to 9 months to receive notification of its approval. It is anticipated that THA will receive notification of approval for RAP funding by the end of July or the beginning of August, 2015. Once approved, construction will start around March or April, 2016. The master plan will not be entered as a single project; consideration for this large project will have to be done in phases.
Mr. Whitaker stated he plans to attend a forum in Hartford where Governor Malloy and Tom Foley will be addressing Affordable Housing funding; he added that it is important to start a Resident Council to get residents involved in the Stern Village revitalization/redevelopment project.
Ms. Polansky reported that Ms. Kimberly Pietrorzaio, Executive Director, TOVAH, Inc. is already working with the residents on forming this council at THA.
Mr. Whitaker added that the 100-unit revitalization/rehabilitation project MILLENNIUM has been working on at Glen Apartments, Memorial Drive, Danbury, CT is near completion. Ms. Polansky suggested that THA secure a bus that will accommodate 35 residents to visit the property. The residents who attended this meeting agreed this was a great idea.
Mr. Whitaker stated that the Glen Apartments’ units are similar to the units included in the Stern Village revitalization and redevelopment project. Square footage to the units at Stern Village could be attained by adding screened-in patios and storage space. The screen patio and storage areas are not meant to be used for living quarters. Residents are interested in having a washer/dryer combination and discussed their hot water heaters that were taking up too much space. All of these suggestions will be considered in the Stern Village project.
The residents were also concerned about relocating while this project is underway. Ms. Polansky and Mr. Whitaker discussed having “motel units” at Stern Village. Vacant apartments will be rehabbed and residents will be able to move into those units. A resident can choose to stay at the new location or move back to his/her old apartment. A relocation plan will be in place that will be discussed with the residents. Residents can choose to pack themselves up or have THA pay for their moving expenses. MILLENNIUM will be responsible for the resident’s change of address, Lifeline (ERS), cable, oxygen, and other medical equipment. CARDNO will check for mold, mildew and asbestos for safety precautions before the project begins. A high-energy evaluation will be done to conserve energy for all residents in their new apartments.
The next meeting date is yet to be determined.
The meeting adjourned at 12:30pm.
Submitted by,
Paulette Mack
Resident Services Coordinator

Updates from Harriet Polansky for October 3, 2014
The THA is working towards the revitalization of Stern Village.
The CT Housing and Finance Authority (CHFA) and the Department of Housing (DOH) has identified Stern Village as a critical housing authority, since there have not been any substantial improvements in over 40 years. We have the support of CHFA and DOH to make the necessary improvements to Stern Village. The first phase is Pre-Development.
The State mandates that we have:
-a Consultant, which is Millennium. Bruce Whitaker and Frank Stellato of Millennium have attended THA Board Meetings and they have met many of our residents.
-an Environmental Consultant. We have chosen Cardno ATC; they will start testing next week.
-an Architectural Firm. We have chosen George Wiles and his firm.
-a Residents’ Participation Plan. Harriet has worked with Sue from the Housing Education Resource Center to create the plan. Kim from TOVAH, met with the Residents on September 29, to discuss the importance of the plan and requested input from residents for her October 14th meeting.
We have also been asked to participate in the Affordable Housing Academy. These intense classes started mid-September. The State only selected 10 Housing Authorities to attend! We are excited to be part of the Academy!
Team THA for Revitalization of Stern Village:
-The Board of Commissioners. They are apprised of everything that we do.
-Stern Village residents that are interested in participating in the revitalization.
-Consultants: Frank Stellato and Bruce Whitaker from Millennium
-Kim from TOVAH to work with the residents.
-Cardo ATC has been selected and approved by the THA Board, as our environmental consultant
-Ed Lavernovich, the Director of Economic Development for The Town of Trumbull is part of the team.
-Neil Gerhardt, our Financial Advisor
-Paulette Mack, our RSC, starts October 13th.
-Architect. State mandates that we also have an architect. Based on our due diligence, we have narrowed the selection down to three firms and we are in the midst of reviewing proposals.
-And of course, myself
Our combined vision is to improve the quality of life for our 186 low income elderly and disabled residents by renovating and rehabilitating all 186 units, repaving the roads, walkways and have step-less entrances to each apartment, build a connecting road, add more parking closer to the units, fix our storm water drainage and water issues. Add ADA units and increase our capacity. Ensure that our buildings are energy efficient. We need new roofs and gutters, better insulation in the attics, energy efficient doors and windows. Heat pumps to provide comfort and to lower the residents heating and air conditioning bills. Energy efficient appliances, lighting, water heaters and window blinds. Hi-tech motion sensors rather than emergency pull cords and hi-tech alarm systems/smoke detectors to enable first responders.

Minutes – Revitalization and Rehabilitation of Stern Village Oct 3, 2014