Whitefish Housing Authority

Regular Board of Commissioners Meeting Wednesday, September 4, 2024 | 4:00 p.m. Whitefish City Hall – Arches Conference Room This meeting is also available virtually (click below for the link) Join via Microsoft Teams (by browser or app) 1. Public Comment Ben Johnson Chairman of the Board 2. Call to Order 3. Roll Call – including welcome of Kate Berry, new Resident Board Member 4. Consent Agenda a. Approval of the Board Meeting Agenda b. Approval of July 24th Regular Meeting Minutes (attached) 5. Director’s Report a. Capital Fund 5-Year Plan and Annual Statement Public Hearing b. Transition Strategy & Action Planning Consultant Updates & Scheduling c. MVM Management Updates d. Compliance Review Update e. Unaudited + Audited Financials Updates 6. New Business a. Disposition Policy + Approvals b. Operating Budget Amendment, including Extraordinary Maintenance from Operating Reserves c. Former ED Indictment Articles - Media Report Debrief 5. Continuing Business a. DPTH Progress + Timeline b. Value Engineering Discussion w/Jenn Clary c. General Legal Updates 8. 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. 9. Adjournment 100 E 4th ST Whitefish MT 406.901.2844  Regular Board of Commissioners Meeting Minutes Wednesday, July 24, 2024 | 4:30 p.m. Whitefish City Hall – Arches Conference Room 1. Public Comment Ben Johnson Chairman of the Board 2. Call to Order @ 4:25 PM 3. Roll Call – Ben Johnson, Maggie Schwencker Thomas Shea, Riss Getts, Louise Ellingsworth. Entertain motion to move to closed door session for ongoing legal issues.1 Maggie Motioned. Thomas seconded. Mike O’Brien attorney now in attendance. Entering closed door session: 4:26 Exiting closed door: 5:53 PM 4. Consent Agenda a. Approval of the Board Meeting Agenda b. Approval of June 20, 2024 Special Meeting Minutes (attached) Maggie: Motion to approve board meeting agenda & special meeting minutes Thomas: seconded All: In favor. 5. Old & Continuing Business a. Elevator Repairs Update Riss: All working as of July 23rd. b. DPTH Progress Riss: Think we had most of this discussion in the closed door session. Will be meeting with Oswood Construction in Missoula ASAP to discuss the pricing and contract. 1 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. 100 E 4th ST Whitefish MT 406.901.2844 c. Five Year Plan Process Update & Schedule Riss: As mentioned in email to board, HUD portfolio manager told us they were mistaken in making us complete this year. Not due until next year which gives us a reprieve to focus on cleaning up policies and accounting / audits. d. Compliance Review Update Riss: Still haven’t received from HUD. They keep delaying – will reach out again and ask our portfolio manager. e. HOTMA Updates Riss: Working on implementing new software. f. VMS Corrections Riss: Submitted – still working on some of the overall numbers that need to be reconciled, but got necessary money disbursed that hadn’t been. 6. New Business a. Capital Fund 5-Year Plan and Annual Statement Public Hearing Riss: Will be working on finding the right date for this. The board does not have to be there. Must notice 45 days in advance through the paper. b. Transition Strategy & Action Planning Consultant Proposal Ben: We think it will be important to working on navigating the board / executive director relationship to manage accountability, planning, and execution. We have worked with Ned Cooney before. From what Riss and I spoke to him about, the attached cost is extremely reasonable. Maggie: I feel great about this. Exactly what I’m looking for and the cost is great. Riss: And it is so reasonable. Ben: It also makes a lot of sense to do biannual check-in. Maggie: Move to approve the proposed contract / letter of engagement with Ned Cooney. Thomas: Second. All in favor. Motion passes unanimously. c. YPTC Letter of Engagement (attached) Ben: Same letter of engagement we had previously. Had letter signed by Dwarne. Ben resigned letter of engagement. Need this to stay ahead. Riss will be engaging and managing the cost & at a more detailed level. d. Operating Budget FYE 6/30/25 Adoption via Resolution 283 Riss: Considering adding additional Capital Fund money to operating budget. Will require more work with accounting and legal this year considering the circumstances. Thomas: Motion to approve operating budget with $95,000 ($10,000 increase) Capital Fund to Operating Budget. 100 E 4th ST Whitefish MT 406.901.2844 Maggie: Second All in favor. 7. Director’s Report Congressional Inquiry – Riss is working on memo to respond to the inquiry. Will update board as needed. Maggie: Motion to make an email vote on forthcoming recommendations from Mike O’Brien regarding litigation. Thomas: Seconded. Ben: All in favor say aye. 9. Adjournment at 6:24pm 100 E 4th ST Whitefish MT 406.901.2844