Approved
Willington Housing Authority
60 Old Farms Road
April 23, 2013
** Special Meeting Minutes **
Present: Chairman Robert Campbell; Vice-Chairman Wilbur Gangaway; Treasurer Claudia D’Agata; Secretary Don Berg, member Laurel Millix; First Selectman Christina Mailhos; recording secretary Brenda Sullivan.
1. Call to order – Chairman R. Campbell called the meeting to order at 6:12 p.m.
2. Discuss property management company for Button Hill senior housing.
R. Campbell explained that he wanted the WHA to talk about selection of the management company for Button Hill because some residents at Willington Woods – where the ACCESS Agency is property manager – have said there have been problems with this company.
W. Gangaway said some residents feel intimidated about expressing their concerns.
C. D’Agata said she also heard from some residents that management hasn’t been responsive. It may be that the management staff is spread too thin, she said.
R. Campbell explained that unlike the structure in some other towns, the Willington Housing Authority is not charged with the day-to-day management of the housing it develops; it is only charged with building affordable senior housing.
R. Campbell suggested the WHA hire a management company for one year only, starting with opening of Button Hill to tenants, and if the services don’t meet standards, the WHA can then hire another management company.
R. Campbell stressed that the Federal Home Loan Bank application requires the applicant to have management in place, so it would be most expedient to continue with ACCESS on a one-year contract, so that the WHA can continue with the CHAMP 3 application, which is due May 30.
C. D’Agata noted that it’s also important to the approval of an application to choose a management company with a good reputation. She asked when the management company would be paid. R. Campbell said not until the contract kicks in, and that payment wouldn’t come from the EDI funds.
W. Gangaway said he was uncomfortable with rushing a decision on the management company, and asked if it would be less expensive for the town to hire someone to manage the complex. R. Campbell said this would depend on how the relationship between the town and the project develops, and this option could be explored as a board after the units are built and being rented. He noted that if the town hires someone, they would need to know there’s a revenue stream to pay that expense.
W. Gangaway said hiring an individual to manage Button Hill might be less expensive than going with a large company. R. Campbell said it would be a part-time management position and noted that ACCESS is already on site for Willington Woods which makes it more convenient for that company to handle management at Button Hill.
R. Campbell said he will request a full outline of what ACCESS does for ASHoW (Willington Woods).
L. Millix asked if tenants get something in writing regarding how to contact someone if there’s a problem with their apartment/building. R. Campbell said there is a tenant’s manual, which includes rules for the tenants, as well as contacts for repairs, etc.
C. D’Agata made a motion that the WHA enter into an agreement with ACCESS as the management company for Button Hill for the length of one year beginning with renting the units. D. Berg seconded the motion.
There was discussion.
D. Berg said this seems to be the most financially intelligent decision to make right now. C. D’Agata said that if the CHAMP 3 application isn’t approved, then the WHA could reconsider its choice. R. Campbell said that discussion would actually have to wait until a decision on the Federal Home Loan Bank application, because this also requires having a management company in place.
R. Campbell, D. Berg, C. D’Agata and L. Millix voted in favor of the motion; W. Gangaway abstained. The motion passed.
3. Information needed to help Housing Enterprises complete CHAMP 3 application.
R. Campbell listed the documents needed for the Champ 3 application, including letters of support – i.e. from the Senior Center, the Town (updated), other relevant boards and commissions, the DECD, churches, legislators, etc.
The WHA also needs a signed tax agreement from the town, and site control documents.
C. Mailhos said she has been trying to contact the town attorney regarding the documents the town needs to provide – she sent two emails this week.
R. Campbell said this needs to be resolved ASAP. He also said the WHA needs the town audit of the last three years of the Housing Authority, signed or certified by the Treasurer.
C. Mailhos said she would find and submit these documents.
R. Campbell said the WHA will need funds to pay the Directors and Officers Insurance and that the WHA cannot spend DECD or EDI funds – and that the WHA cannot be covered under the town’s insurance. He also noted the WHA doesn’t have a line item in the town budget.
C. Mailhos asked about contractors Fuss & O’Neill. R. Campbell said that contract is covered by predevelopment funds.
C. Mailhos asked about paying an outstanding Gardener and Peterson bill. R. Campbell said financial consultant Dave Berto needs to discuss with consultant Larry Wagner where to take these funds from. He noted that the EDI grant was closed and so is no longer considered EDI money.
R. Campbell said Housing Enterprises advertised a Request for Qualifications (RFQ) for general contractors for Button Hill and the responses are currently being reviewed by architect Bill Crosskey. He said the responses – documentation – run about 70 to 80 pages. This process becomes part of the Champ 3 application. He said either a subcommittee of the WHA or the whole Housing Authority will have to review the RFQ letters and score them on an Excel spread sheet and then discuss this at interim meetings.
C. D’Agata asked whether these RFQs should be reviewed by someone with the proper expertise.
R. Campbell said Bill Crosskey will review them. C. D’Agata asked if Bill Crosskey could also summarize the applications and make recommendations. R. Campbell said there are only about a dozen items on the spread sheet, such as similar jobs (i.e. building smaller housing projects versus building stores) – indicating someone who understands this type of construction.
C. D’Agata said she prefers the whole WHA do the review, instead of a subcommittee, and with guidance from Crosskey.
There also was discussion about the letters of support. It was decided to ask D. Berto to draft a sample letter to be sent to a list of potential supporters – and that he will be asked, in order to be consistent on all documents, to refer to the project as Button Hill Senior Housing.
R. Campbell suggested requests for letters of support be sent to the chairman of the town’s Economic Development Commission, the Recreation Commission, the youth agency and the library. He also asked that C. D’Agata keep a list of who submits these letters so that groups are not asked more than once. He said letters should be submitted by the next WHA meeting, May 13. He also asked that the letters be brought to the meeting to be copied so there is a backup file.
R. Campbell also noted he met with a representative of Fuss & O’Neill today and did a site walk.
4. Adjourn – Meeting adjourned at 7:30 p.m.
Respectfully submitted by Brenda Sullivan
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