Whitefish Housing Authority

WHITEFISH HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING Agenda [ PLEASE TU RN-OFF OR PLACE CELLPHONES ON VIBRATE ] Board of Commissioners Monthly Meeting Wednesday, March 22, 2023 4:00pm | Whitefish City Hall Arches Conference Room Meeting also available virtually: https://zoom.us/j/91080930350?pwd=dlJZSVp5ZVdpSW9hRXp0QTRsV1psZz09 Meeting ID: 910 8093 0350 Passcode: 269542 Phone: (669) 900-6833 Call to Order Ben Johnson Board Chair • Approval of the Agenda for the March 22, 2023 • Approval of the Minutes for the Board Meeting on February 22, 2023 Public Comment | This time is set aside for the public to comment on items that are either on the agenda or items not on the agenda. The Board members do not respond during these comments but may respond or follow-up later, on the agenda or at another time. The Board Chair has the option of limiting such communications to three minutes depending on the number of citizens who want to comment and the length of the meeting agenda) Special Presentation Randal Niewedde Niewedde & Wiens, CPA Old Business • Draft Trailview Homeowner Improvement Policy • Depot Park Townhomes Snow Removal Update New Business and Board Action Items for April • Housing Whitefish [Katie Williams and Ben Johnson] • Annual Plan and 5-Year Plan Kick-off • Restructured Job Descriptions and HR Handbook Partner Updates • Housing Whitefish [Katie Williams and Ben Johnson] Executive Director Reports Dwarne Hawkins [via Zoom] Interim Executive Director • February 2023 Financials • Administrative Updates • Housing Operations Updates • HCVP Monthly Updates • Information Session for Potential Landlords and the Community *Potential Closed Door Session | Legal and/or Personnel Issues. Per Montana Code Annotated 2-3-203: The presiding officer of any meeting may close the meeting during the time the discussion relates to a matter of individual privacy and then if and only if the presiding officer determines that the demands of individual privacy clearly exceed the merits of public disclosure. The right of individual privacy may be waived by the individual about whom the discussion pertains and, in that event, the meeting must be open. Adjourn  Executive Directors Reports Total No. of Units 50 Housing Total No. of Units Available 0 Management Total No. of Units Occupied 50 Updates Total Work Order Requested 2 [Mountain View Manor] Total Work Orders Completed 2 Total Work Orders Open 0 No. of Total Vouchers 19 Housing Choice No. of Leased Vouchers 14 Voucher Program HCVP Waitlist Count [January 2023] 75 Updates HCVP Waitlist Count [February 2023] 55 The Depot Park Townhome Project is being developed in two packages: 1) the site and City infrastructure i.e. underground utilities, Depot Park and 2) the buildings. EDI is the Architect of Record and is utilizing the Townhomes services of IMEG as their subconsultant for the engineering of such. [Project Status] IMEG is preparing to submit to the City the infrastructure design for review and approval the week of Feb 10. In parallel, the same package will be submitted to the DEQ for review and approval. 4:13 PM Whitefish Housing Authority 03/15/23 Profit & Loss Budget Performance Accrual Basis February 2023 Feb 23 Budget Jul '22 - Feb 23 YTD Budget Annual Budget Ordinary Income/Expense Income 3000.00 · HAP PMTS Received 0.00 47,205.00 96,123.00 96,123.00 3000.01 · HAP - Admin Fees 0.00 10,042.00 13,870.00 13,870.00 3110.00 · Dwelling Rental 17,863.00 144,012.00 227,910.00 227,910.00 3120.00 · Excess Utilities 50.00 860.00 1,000.00 1,000.00 3610.00 · Int on Genl Fund Investments 0.00 0.00 1,410.00 1,410.00 3690.00 · Other Income 3690.01 · Other Tenant Revenue 29.10 826.10 3690.05 · Invoiced to Tenants / TCD 0.00 115.00 3690.00 · Other Income - Other 0.00 15,914.95 8,600.00 8,600.00 Total 3690.00 · Other Income 29.10 16,856.05 8,600.00 8,600.00 3692.00 · Laundry Machine Income 548.00 3,067.00 8020 · HUD Operating Subsidy 0.00 16,023.00 65,920.00 65,920.00 8029.22 · Capital Funds 2022 0.00 105,359.00 105,359.00 105,359.00 Total Income 18,490.10 343,424.05 520,192.00 520,192.00 Gross Profit 18,490.10 343,424.05 520,192.00 520,192.00 Expense 4100.00 · Administrative Expenses 4110.00 · Administrative Salaries 13,878.00 68,947.82 93,762.00 93,762.00 4130.00 · Legal Expense 0.00 23,182.50 2,500.00 2,500.00 4140.00 · Staff Training 625.00 1,585.00 1,500.00 1,500.00 4150.00 · Travel 92.95 92.95 2,750.00 2,750.00 4170.00 · Fee Accounting 342.00 2,808.00 5,680.00 5,680.00 4171.00 · Auditing Fees 0.00 3,750.00 8,180.00 8,180.00 4190.00 · Sundry - other Admin Expense 4190.10 · Office Expenses 45.93 1,435.76 5,900.00 5,900.00 4190.13 · Advertising & Marketing 100.00 682.00 700.00 700.00 4190.40 · Postage & Delivery 0.00 152.64 400.00 400.00 4190.60 · Telephone 0.00 1,501.75 4,700.00 4,700.00 4190.85 · Membership Dues/Subscription 187.50 290.46 630.00 630.00 4190.90 · Admin Services Contract 125.00 125.00 2,600.00 2,600.00 4190.00 · Sundry - other Admin Expense - Other 80.29 389.81 Total 4190.00 · Sundry - other Admin Expense 538.72 4,577.42 14,930.00 14,930.00 4100.00 · Administrative Expenses - Other 523.32 976.04 Total 4100.00 · Administrative Expenses 15,999.99 105,919.73 129,302.00 129,302.00 4210.00 · Tenant Services 4220.00 · Tenant Services - Other Expense 93.55 93.55 4210.00 · Tenant Services - Other 55.01 1,169.65 2,000.00 2,000.00 Total 4210.00 · Tenant Services 148.56 1,263.20 2,000.00 2,000.00 Page 1 4:13 PM Whitefish Housing Authority 03/15/23 Profit & Loss Budget Performance Accrual Basis February 2023 Feb 23 Budget Jul '22 - Feb 23 YTD Budget Annual Budget 4300.00 · Utilities 4310.00 · Water 700.69 7,293.35 13,000.00 13,000.00 4320.00 · Electricity 1,168.00 9,157.00 14,500.00 14,500.00 4330.00 · Gas 1,952.72 9,035.91 12,500.00 12,500.00 4390.00 · Sewer 819.73 5,912.34 12,500.00 12,500.00 4390.01 · Trash Removal 0.00 494.20 8,000.00 8,000.00 Total 4300.00 · Utilities 4,641.14 31,892.80 60,500.00 60,500.00 4410.00 · Labor 4,000.00 32,068.75 52,000.00 52,000.00 4420.00 · Materials 4420.01 · Gasoline 0.00 89.38 4420.02 · Plumbing 0.00 569.73 4420.03 · Paint 112.53 112.53 4420.04 · Lawn & Garden 0.00 828.87 4420.05 · Other Materials 222.59 1,298.92 4420.06 · Electrical 535.32 584.28 4420.00 · Materials - Other 10.58 73.50 7,000.00 7,000.00 Total 4420.00 · Materials 881.02 3,557.21 7,000.00 7,000.00 4430.00 · Contract Costs 4430.01 · Miscellaneous Contract Costs 472.68 15,308.96 5,000.00 5,000.00 4430.10 · Heating & Cooling Contract 0.00 9,466.08 11,500.00 11,500.00 4430.30 · Elevator Maintenance Contract 0.00 15,012.44 5,000.00 5,000.00 4430.40 · Landscape & Grounds Contract 0.00 100.00 500.00 500.00 4430.50 · Unit Turnaround Carpet Cleaning 0.00 285.00 4430.50 · Unit Turnaround - Other 224.03 749.28 2,500.00 2,500.00 Total 4430.50 · Unit Turnaround 224.03 1,034.28 2,500.00 2,500.00 4430.60 · Electrical Contract 0.00 525.00 600.00 600.00 4430.70 · Plumbing Contract 189.00 4,389.00 1,150.00 1,150.00 4431.00 · Garbage & Trash Removal 98.84 3,238.01 4430.00 · Contract Costs - Other 0.00 24.62 0.00 0.00 Total 4430.00 · Contract Costs 984.55 49,098.39 26,250.00 26,250.00 4500.00 · General Expenses 4510.00 · Property Insurance 0.00 19,567.00 19,600.00 19,600.00 4520.00 · Payments in Lieu of Taxes 0.00 0.00 8,160.00 8,160.00 4530.00 · Terminal Leave Payments 0.00 0.00 43,940.00 43,940.00 4540.00 · Employee Benefit Contribution 2,963.10 27,423.27 4500.00 · General Expenses - Other 143.75 245.18 Total 4500.00 · General Expenses 3,106.85 47,235.45 71,700.00 71,700.00 4570.00 · Collection Losses 0.00 0.00 500.00 500.00 4715.00 · Housing Assistance Payments 0.00 41,053.00 96,123.00 96,123.00 66000 · Payroll Expenses 385.94 8,062.00 7520.00 · Capital Expenditures 0.00 0.00 15,500.00 15,500.00 Total Expense 30,148.05 320,150.53 460,875.00 460,875.00 et Ordinary Income 11,657.95 23,273.52 59,317.00 59,317.00 Page 2 4:13 PM Whitefish Housing Authority 03/15/23 Profit & Loss Budget Performance Accrual Basis February 2023 Feb 23 Budget Jul '22 - Feb 23 YTD Budget Annual Budget Other Income/Expense Other Expense HO&D Reimbursable Expense 0.00 2,178.07 80000 · Ask My Accountant 0.00 2,381.21 Total Other Expense 0.00 4,559.28 et Other Income 0.00 4,559.28 et Income -11 657.95 18 714.24 59 317.00 59 317.00 Page 3 4:16 PM Whitefish Housing Authority HO&D 03/15/23 Profit & Loss Budget Performance Accrual Basis February 2023 Feb 23 Budget Jul '22 - Feb 23 YTD Budget Annual Budget Ordinary Income/Expense Income 3110.00 · Dwelling Rental 1,305.00 0.00 10,185.00 13,200.00 13,200.00 3690.00 · Homeownership Admin Fees 0.00 0.00 0.00 2,250.00 2,250.00 3690.01 · Other Tenant Revenue 0.00 0.00 120.00 6,500.00 6,500.00 3690.03 · Rehab Income 0.00 0.00 0.00 1,724.00 1,724.00 3690.04 · Donation Income 0.00 0.00 1,112.00 8,029.00 8,029.00 3690.07 · PROGRAM INCOME - Property Sale 0.00 19,496.64 3696.00 · Property Management Fees 345.87 345.87 Total Income 1,650.87 0.00 31,259.51 31,703.00 31,703.00 Gross Profit 1,650.87 0.00 31,259.51 31,703.00 31,703.00 Expense 4100.00 · Sundry Expenses 4110.00 · Adminsitrative Salaries 0.00 0.00 0.00 7,000.00 7,000.00 4130 · Legal Expense - General 4301.01 · Legal Expense - Snow Lot 0.00 6,153.00 4130 · Legal Expense - General - Other 0.00 0.00 1,365.00 1,000.00 1,000.00 Total 4130 · Legal Expense - General 0.00 0.00 7,518.00 1,000.00 1,000.00 4140.00 · Tax Preparation ~ HW 0.00 1,325.00 4150 · Training/Travel 0.00 450.00 4170.00 · Fee Accountant 0.00 0.00 0.00 1,125.00 1,125.00 4171.00 · Auditing Fees 0.00 0.00 0.00 1,100.00 1,100.00 4190.13 · Advertising & Marketing 0.00 0.00 0.00 900.00 900.00 4190.6 · Telephone 449.88 0.00 2,871.03 1,200.00 1,200.00 4190.8 · Office Supplies 0.00 0.00 0.00 100.00 100.00 4190.85 · Membership Dues 0.00 0.00 0.00 100.00 100.00 4190.90 · Admin Services Contract 0.00 0.00 0.00 50.00 50.00 4100.00 · Sundry Expenses - Other 0.00 13,826.98 Total 4100.00 · Sundry Expenses 449.88 0.00 25,991.01 12,575.00 12,575.00 4190.00 · Sundry - Other Admin Expense 0.00 800.00 4420.00 · Maintenance Materials 0.00 0.00 0.00 1,000.00 1,000.00 4430.00 · CONTRACT COSTS-MISC MAINT 0.00 0.00 0.00 1,000.00 1,000.00 4500.00 · General Expenses 4510 · Building Insurance - Rental 0.00 0.00 0.00 75.00 75.00 4520 · PILOT / Property Taxes 0.00 0.00 1,592.36 4,500.00 4,500.00 4520.01 · PILOT/Property Taxes - Snow Lot 0.00 4,653.80 4520.02 · PILOT/Property Taxes - ALP II 0.00 2,848.99 4540.00 · Employee Benefit Contribution 0.00 0.00 0.00 300.00 300.00 Total 4500.00 · General Expenses 0.00 0.00 9,095.15 4,875.00 4,875.00 7540.04 · SNOW LOT - Pre-Dev Costs 2,000.00 124,615.02 Total Expense 2,449.88 0.00 160,501.18 19,450.00 19,450.00 Net Ordinary Income -799.01 0.00 -129,241.67 12,253.00 12,253.00 Other Income/Expense Other Expense HW Reimbursable Expense 0.00 225.00 PH Reimbursable Expense 0.00 225.00 Total Other Expense 0.00 450.00 Net Other Income 0.00 -450.00 Net Income -799.01 0.00 -129,691.67 12,253.00 12,253.00 Page 1