Whitefish Housing Authority

Regular Board of Commissioners Meeting Wednesday, September 25, 2024 | 4:30 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 4. Consent Agenda a. Approval of the Board Meeting Agenda b. Approval of September 4th Regular Meeting Minutes (attached) c. Approval of July 24 Regular Meeting Minutes (attached) 5. Director’s Report a. General Updates b. HUD Updates d. MVM Updates c. Unaudited + Audited Financials Updates 6. New Business a. Disposition Approvals b. Operating Budget Amendment: Increasing Extraordinary Maintenance Line Item c. Board Succession Planning & Vice-Chair d. Designate New Vice-Chair , incl. Approving Signatory & Account Access e. Personnel Benefits f. Review Financial Reporting Policies & Practices 7. Continuing Business a. DPTH Progress + Timeline b. 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 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 – Ben Johnson, Kate Berry, Katie Williams, Thomas Shea, Marney McCleary, Maggie Schwenker Others in attendance: Craig Oswood, Nick Oswood, Troy Oswood, Nick Farmer, Pam Meadows, Riss Getts. 4. Consent Agenda a. Approval of the Board Meeting Agenda b. Approval of July 24th Regular Meeting Minutes (attached) Maggie: Approving meeting agenda + moving up Value Engineering Discussion Marni: Seconded. All in favor. Ben: Will approve minutes next meeting so people have more time to review them. 5. Continuing Business a. DPTH Progress + Timeline Riss: The main thing that we are working on right now is understanding the value engineering to see if we will be able to make the project pencil. Jenn: Also wanting to add that we are nearing the close of being able to submit for final plat. Watson Excavating has done a great job on what they are doing. b. Value Engineering Discussion w/Jenn Clary – see attached VE list Jenn: We have this proposed VE documentation that we have been working on since 2023. Includes several levels of documentation, that also has items to go through. There are a lot of items to go through. Item 1: Could not change. Item 2: City would not allow a single lift station. Item 3: City would not allow. 1” pipe required. Item 4: Floor sink in unit – no problem, accept the sink to save $13,200. Item 5: Floor cleanout – another accepted item. $3,900 credit. Item 6: Delete backflow preventer – not allowed, is required by code. Item 7: Delete Thermostatic mixing valve – not required but a good thing to do for hot water supply. Identified but rejected as not worth the loss. 100 E 4th ST Whitefish MT 406.901.2844 Item 8: Sub 50 gallon for 40 gallon. No cost change. Item 9: Sub Lithonia lighting for specific products – saving $20,300. Would want submittal, but would accept to work on what lights we are getting. Item 10: Changing panels from 42 to 30 spaces. Credit would be $7,300. TBD. Item 11: Changing devices to Decora - $3,300. Not savings. A charge. Rejected. Item 12a: Delete decorative exterior woodwork. Gable ends, little detail. Arch review committee liked. Want clarification on cost Item 12b: Delete columns and reduce overhangs - $220,000. In pending, please give us more detail and provide a broken out number. Don’t want to remove porches. Item 13 a: Change pressure treated sheathing near grade to regular - $10,600. Rejected it for code reasons. Item 13b: Ice and water shield in lieu of PT sheathing - $6,000. Not sure how lines out. If board wants to explore, would want to write in memo requested of Oswood. Item 14: Change metal siding on bottom four feet to fiber cement siding. $16,200 Item 15: Delete curb and gutter in fire lane: actually in Watson’s contract. We were able to remove north and east portions of curb, fire lane. Taken care of. Item 16: Change tall cabinets to separate uppers and lowers. Want more information from City. Item 17: Change bathroom drawer bses tp standard. Just want more information. Item 18: Change clips & resilient channel to QuietGlue Pro - $30,000. Pending – need information from Sound Engineer. Know we need to figure out windows. Item 19a: Add solar panels – not exploring at this point. Item19b: Add EV chargers – not exploring at this point. Item 20: Windo Review – North bldgs. As related to sound. Currently vetting that. Item 21: Delete pot fillers - $13,600 Item 22: Delete retaining wall - $45,000 – is actually in Watson’s contract. Item 23: Delete north fencing - $21,000. Consider this pending. Spoke about it, still on table. Item 25: Delete “bump outs” - $16,500 credit. Accepted. Item 26: Change patios from pavers to concrete - $11,300 – accepted Item 27: Patio doors and numbers. Accepted – wanting to clarify whether or not $73,400 or $82,500. Item 28: Delete three D and two F windows per building - $22,200. Think that instead of completely deleting windows we can change the size of them. Consider it pending. Item 29: Delete barrier gates – in Watson’s contract. Cannot be deleted. Item 30: Delete dog waste stations – likely in Watson’s contract. Item 31: Delete park benches: likely in Watson’s contract. Item 32a & b: Gross receipts tax is required, is in Watson’s contract – is includied so that WHA pays to state. Also has to be in bid package two, cannot remove. Item 33: Delete staining of cedar fences Item 34: Change fences from yellow to red cedar Item 35: Delete red cedar fences except partition fences 36: Delete privacy fences between patios and storage rooms. 37: Building permits: owner provided numbers in pro forma. This cannot be cut out of the pro forma – null and void. 38: Delete blower door testing: this is required, so it would be a line item no matter where it was. 39: relocate furnace to first floor, relocate bathroom exhaust. 40: Delete glass shower doors: $15,400 – totally find with that. 100 E 4th ST Whitefish MT 406.901.2844 41: Overhead and profit reduction: $34,300 – is pending for simplification of buildings and making them all the same. 42a: What would it cost to remove a building from the scope. But didn’t choose to pursue this because we want all the housing. 42b: Removing one unit – one single family instead. 43: Remove grasscrete from parking asphalt end. We can’t take this out because required by Fire Department 44: Move lower fence at all unit yards to 4’ high. Feel like we still want the privacy so not ready to give this up. 45: Bump out – might be wrapped into another one. 46: Remove window D – might be wrapped into another one. Only window we want removed in full because full light through door. 47: Modify windows at Duplex 1&2 48: Remove bumpout wall along Grid 2 to both units. 49: Remove pergola over patio side along grid 1 50: Remove shed roof overhang and brackets along grid 4 52: Remove corner boards at lab siding areas 53: All window trim to be removed at areas of lap siding & corrugated metal. 54: reduce lap siding where panel is shown in gray. 56: Change stud height to upper floor from 104-5/8” to 92-5/8. Remove scissors truss from upper floor. Flat ceiling. Change linear footage of whole building. Affects drywall, insulation, labor, etc. $60,000. Pending to make sure we understand that number. 57: Change to PTAC in lieu of air source heat pump. Changes mechanical system – have PTAC only in ground floor living room. Could look at having in bedrooms as well. Have spec from MMI that will go out once approved. Pending actual spec that MMI gave. That includes two ptacs and a heater. 58: Add toe-kick heater in kitchen 59: Add cove wall heaters in bedroom man and upper floor and bonus room. Need to figure out what cost is. 60: pony wall below stairs. 61: Main level bedroom closet – swing door in lieu of barn 62: Add FD to main level bathroom for washer / dryer relocation. Accepted total – 97,900 Rejected total $323,300 Pending: $750,700 Jenn: We have the possibility of getting to $700,000 – once we have everything priced we can make decisions about what we do and what we don’t want to do. We also need to wrap up final plat application to know what to move between civil & general construction contract. Doug: We have questions about what is in Watson’s contract and what is in the second-round contract. Memo from Jenn will help us understand where we are with the project. Marnie: As a board member, I think that we will need to have discussions in an owner meeting. Have concerns about certain things being removed – focusing on price instead of promises. Riss: Would you mind speaking to this so that we can understand and make decisions as the board? Marnie: Gables, fencing – we promised privacy and safety. Four foot fence not safe for pets or children. I had questions as far as PTACs but the suggestions seem like they would work. Had questions about metal 100 E 4th ST Whitefish MT 406.901.2844 and fiber cement siding. Doug might have answered them. Totally against using ice and water shield. In another project I’m working on we are having to remove all un-pressure treated wood from underneath. It is all rotted out and has only been 10 years. We promised park benches and dog waste stations. Riss: Yea some of these things we cannot change because of the PUD. Any specific thoughts about what different parts matter to have dignified housing for residents / owners? Maggie: The fencing and privacy seems really important to me. Marnie: Really wanted forward facing to street to homes and neighborhood feel. Maggie: Important to integrate in the neighborhood. Ben: Is there an opportunity to be owner add on in the future. Can we build it equipped for upgrades. A little harder for a porch, but build a porch when I can in 5 years, that could be an option. Kate: Not everyone is going to have that type of liquid cash at some point. Marnie: Don’t want it to be a checkerboard at some point. Jenn: Not sure entirely what removing the porch means, which is why we need to work specifically on documentation of changes. Nick: Could be a hanging canopy instead of one supported by the columns. We are happy to break all this out – including decorative woodwork. The columns are very expensive. Jenn: Is 5’6” – so without columns it wouldn’t have much of an overhang, not really a functional porch. Could protect door but not be porch. Technically, in code yellow cedar is required. Also really good re: durability. Nick: Just throwing out there possible savings. Could use treated or box them in with siding. Marnie: Which warps in so many years. Also affordable housing – people don’t always have the ability to be fixing them every year. When we do affordable housing we try to plan for longevity. Troy: We are working on things. Just trying to make it work. Jenn, could we go back to the OH&P Nick: Yes if the buildings were simplified we would charge less money and give a credit. Jenn: We are not willing to change up the buildings to make them the same. Doug: You’re going to have to look at all the deductions to make this a reality. Marnie: We are looking at these seriously. This has gone on for a while for a lot of reason. We’re all antsy. The neighborhood has a really long memory and so does the City. We are in a position where changing things to change money is important. At the same time, we want this to be a flagship project for WHA and Whitefish. There are certain things we promised and we know what we need to do. We’re pounding it to death. It’s just taking us longer. Nick: You’ve made commitments to the city and to the neighborhood and we understand that. Ben: Next steps are good to go, we will have a meeting and be in contact. 6. Director’s Report a. Capital Fund 5-Year Plan and Annual Statement Public Hearing Riss: Board doesn’t need to be there, but will be having our public hearing on October 5th at City Hall Has been properly noticed in the papers and through our website. This will allow us to comply with HUD requirements and receive our capital funding. b. Transition Strategy & Action Planning Consultant Updates & Scheduling 100 E 4th ST Whitefish MT 406.901.2844 Riss: We need to think about when we are going to try to meet with Ned Cooney for our governance work with him. Maybe try to work on end of October because the timing works with compliance review and other deadlines. Maggie: Makes sense to wait until end of October. Riss: Will work on scheduling to October. c. MVM Management Updates Will be working on figuring out a good hybrid schedule for employees to be able to concentrate on work in a setting where less likely to be constantly interrupted. Board prefers that there is someone onsite all regular working hours; will test out a hybrid schedule and report back. d. Compliance Review Update Still haven’t received compliance review, but have been assured by a higher up HUD person that it has nothing to do with us; only internal federal bureaucracy. e. Unaudited + Audited Financials Updates Have updated the agreement to finish 2023 in November and complete 2024 in February. Will miss unaudited and audited deadlines for 2023, but should only miss unaudited financials deadline with HUD because March is the due date for 2024 financials. 7. New Business a. Disposition Policy + Approvals Ben: Can we bump disposition approvals and our operating discussion to next meeting when we can have more precise lists? Riss: Yes. We can. b. Operating Budget Amendment, including Extraordinary Maintenance from Operating Reserves See above. c. Former ED Indictment Articles - Media Report Debrief Riss: Got calls from reporters, used our prepared statement to send. Feel good about our response; haven’t had any particularly tough engagement. Good that it is out to the public. Ben: Let’s introduce Nick as a potential member of the board. Feel like we’d love to have you on the board but that’s not up to us. Nick – will you introduce yourselves. Nick: Been great to learn more about this, live just across from DPTH. Originally from New England area, worked for federal government and climate change / adaptation abroad. Just went back to Grad school in business and working for offsite company in Maine. Spend most time in Whitefish but in Maine for a week every moth. Focus on off-site construction – panelized, wood fiber insulation, etc. Really interested in getting engaged, submitted a letter to council. Hope to have an opportunity to join. 100 E 4th ST Whitefish MT 406.901.2844 8. Closed Door Session Ben: Entertain a motion to transition to closed door. Maggie: I motion Thomas: Second All in favor. Motion passes unanimously. Entered Closed Door Session at 5:43pm Re-entered Open Door Session at 6:00 PM Ben: Entertain motion to advise Makayzia (attorney) to communicate with David Saenz about participation in arbitration. Maggie: Make a motion to approve Makayzia Counts to communicate with David Saenz about any issues related to arbitration. Kate Berry: I second. All in favor. Maggie: Move to move back into closed door session Katie: Seconded All in favor. Entering Closed Door Session at 6:01 PM Closed door session ending 6:40PM 9. Adjournment Thomas motions to adjourn Kate Berry: Seconds All in favor. Motion passes unanimously. 100 E 4th ST Whitefish MT 406.901.2844  STATUS: REV 4 - updated 8/30/2024 2024 PROPOSED V/E ITEMS - Depot Park Townhomes JENN COMMENTS = BLUE DAVID COMMENTS = PURPLE RISS COMMENTS = GREEN MARNEY COMMENTS = GOLD ITEM # DATE INITIATED PROPOSED V/E ITEMS APPROX. VALUE ACCEPTED REJECTED RESPONSIBLE PARTY DATE RESOLVED NOTES: "black" previous comment; "red" open item COMMENTS 1 10/23/2023 Change manufacturer on grinder pumps from E1 to Liberty X DAVID S. / DEQ 3/19/2024 NO COST SAVINGS. David asked if the city would accept a single lift station. Jenn ($150,000.00) X 3/19/2024 responded with no since these are single family homes for sale on 2 3/19/2024 Change to a single-lift station. Will City allow a single-lift station? NO Cost estimate provided by Oswood their own lot 3 10/23/2023 Change water service frome 1" Ø to 3/4" Ø BI 001 & OF X CIVIL 12/8/2023 Per the City of Whitefish 1" is requred IMEG & MMI reviewed 4 10/23/2023 Substitue Sioux Chief floor sink for JR Smith MMI scheduled a cast iron Zurn floor sink, so the assumption is the JR Smith reference ($13,200.00) Y MMI 12/4/2023 is a typo. The PVC Sioux Chief floor sink is an approved alternative at this cost savings. 5 10/23/2023 Substitue Sioux Chief floor cleanout for JR Smith ($3,900.00) Y MMI 12/4/2023 The Sioux Chief floor cleanout is an approved alternative at this cost savings. 6 10/23/2023 Delete RPZ backflow preventer Required by Code; Jenn to confirmed with Sam. David mentioned Public Works can ($7,700.00) X 11/23/2023 require them, also. 7 10/23/2023 Delete thermostatic mixing valve on water heater X The thermostatic mixing valve allows for storage at 140°F, increasing the total (3,400.00) MMI 12/4/2023 available hot water supply. It’s not a code requirement though, and can be removed if the $3,400 savings is more important. 8 10/23/2023 Substitute 50 gallon water heater for 40 gallon water heater The larger WH will generally cost more, but if the subcontractor is able to get the 50- gal at a no cost change compared to the 40-gal, that offer should be accepted. The 50- N/A Y MMI 12/4/2023 gal WH is 2” wider but will still fit in the utility closet. This larger volume will help to counteract the lost capacity from removing the thermostatic mixing valve. The GC's offer to use 50-gal WHs in lieu of 40-gal (at no cost to the Owner) is accepted. 9 10/23/2023 Substitute equivalent Lithonia lighting for specified products Lithonia is generally approved as an alternative luminaire manufacture. Each ($20,300.00) Y MMI 12/4/2023 substitute fixture can be reviewed individually if there is any concern on quality or appearance of the alternate product. 10 10/23/2023 Change panels from 42 to 30 spaces ($7,300.00) TBD DAVID S. TBD Not recommended at this time. David does not recommend 11 10/23/2023 Change devices to Decora $3,300.00 X MMI 12/4/2023 The Decora switches are an approved alternative IF cost savings. Presented from Oswood as a cost. 12a 10/23/2023 ARCH REVIEW REQUIRED THIS This needs to be recalculated to provide the exact # not wrapped Delete decorative exterior woodwork ($$ INCLUDED in porches) pending EDI - City 2/20/2024 David stated the City should not dictate the material type that is used in a design; into another item. EDI is fine removing if the City per the Arch please request to see this requirement in writing. Review approves. 12b 3/19/2024 On our OA call, the team decided not to explore - Jenn strongly Delete columns & reduce overhangs (remove porches) ($220,000.00) pending WHA suggested not to do this per overall goals and public comments. David provided direction -- the design team did not. Marnery Agreed. Riss agreed. 13a 10/23/2023 Change pressure treated sheathing near grade to regular ($10,600.00) X EDI 12/4/2023 Due to grading & site, doesn't meet 8" requirement. Architect's requirement. 13b 3/19/2024 Use ice & water shield in lieu of PT sheathing ($6,000.00) X This is tied to 13a. 14 10/23/2023 Change metal siding to fiber cement siding ARCH REVIEW REQUIRED THIS On our OA call, the team decided not to explore - Jenn suggests not ($16,200.00) X EDI 2/20/2023 David stated the City should not dictate the material type that is used in a design; doing this for snow piling up and affecting siding longevity. Marnery please request to see this requirement in writing. Agreed. Riss agreed. 15 10/23/2023 Delete curb & gutter at fire lane (this would be in Bldg. 1 & 2) ($8,500.00) IMEG SIA approved - North and East sides of the fire lane per the SIA this is approved 16 10/23/2023 Change tall cabinets to separate uppers & lowers EDI asks that the GC provide the exact drawing in the set they want changed to ($2,700.00) Y EDI 12/4/2023 complete this work. This will show up in the 100% set and we will we write up a formal document accepting it. Oswood to clarify 17 10/23/2023 Change bathroom drawer bases to standard door/drawer ($1,000.00) Y EDI 12/4/2023 GC to provide the exact drawing per the int elev to modify. Oswood to clarify 18 10/23/2023 Change clips & resilient channel to QuietGlue Pro ($30,000.00) pending EDI / BIG SKY AC Jenn to check with Sean (Engineer) to weigh in; part of Sound Review. Sound Engineer to review 19a 10/23/2023 Add solar panels X DAVID 3/19/2024 Added Cost - David deleted from the scope. $183,600 19b 3/19/2024 Add EV chargers X DAVID 3/19/2024 Added Cost - David deleted from the scope. $64,200.00 20 12/19/2023 Window Review - North Bldgs - As Related to Sound TBD see ve memo TBD sent in EDI VE Options Memo 9/4/2024  NEW V/E ITEMS, PER OSWOOD MEETING W/ DAVID ITEM # DATE INITIATED PROPOSED V/E ITEMS APPROX. VALUE ACCEPTED REJECTED RESPONSIBLE PARTY DATE RESOLVED NOTES: "green" previous comment; "red" open item COMMENTS 21 3/19/2024 Delete pot fillers $ (13,600.00) Y 22 3/19/2024 Delete retaining wall $ (45,000.00) Part of Watson's contracted scope of work which has been credited NOT IN OSWOODS BID 23 3/19/2024 Delete north fencing $ (21,000.00) pending EDI WHA See L1.0 - 7 occurrances 24 not used 25 3/19/2024 Delete "bump out" $ (16,500.00) Y 26 3/19/2024 Change patios from pavers to concrete $ (11,300.00) Y $$ amount was 82,500 assumed new from VE Memo? Oswood to pending 27 3/19/2024 Change patio doors and windows $ (73,400.00) EDI WHA Use Ply Gem 700 Windows (STC ~35) & Milgard Trinsic V300 Patio Door (STC 30) clarify. Originally David gave the wrong window manuf info 28 3/19/2024 Delete three D and two F windows per building $ (22,200.00) pending EDI WHA $$ amount was 27,500, Oswood to clarify 29 3/19/2024 Delete barrier gates $ (5,500.00) X Cost is in the Contracted BP 1 - cannot be removed 30 3/19/2024 Delete dog waste station $ (2,100.00) X Cost is in the Contracted BP 1 - cannot be removed 31 3/19/2024 Delete park benches $ (10,000.00) X Cost is in the Contracted BP 1 - cannot be removed 32a 3/19/2024 Delete Gross Receipts Tax (Bid Item 2) $ (55,000.00) X Oswood said should not apply City & WHA says yes it does 32b 3/19/2024 Delete Gross Receipts Tax (Bid Item 1) $ (12,000.00) X Oswood said should not apply City & WHA says yes it does 33 3/19/2024 Delete staining of cedar fences $ (8,000.00) pending EDI WHA 34 3/19/2024 Change fences from yellow to red cedar $ (12,000.00) X Per OA call - Marney did not like this idea 35 3/19/2024 Delete red cedar fences except partition fences $ (53,000.00) pending Leaving partitions between patios and between storages Needs Cedar not red cedar. Oswood to clarify 36 3/19/2024 Delete privacy fences between patios and storage rooms $ (11,000.00) X 37 3/19/2024 Delete building permits $ - Permits and Impact Fees by Owner Owner always had these in their costs 38 3/19/2024 Delete blower door testing $ - Testing by Owner Owner always had these in their costs 39 3/19/2024 Relocate Furnace to First Floor, Relocate Bathroom Exhaust $ (16,500.00) pending EDI MMI On floor 2, vent exhuast through roof. Move furnace to laundry, laundry to bath. $$ amount was 24,800 Oswood to clarify 40 3/19/2024 Delete glass shower doors $ (15,400.00) Y pending 41 3/19/2024 OH&P for the above (5%) $ (34,300.00) Oswood wanted all buildings to keep windows in same location to receive this credit Owner's initial response was no. Oswood says this is a donation. TOTAL COST REDUCTION: $753,800.00 NEW V/E ITEMS, PER EDI MEMO 3/19/2024 ITEM # DATE INITIATED PROPOSED V/E ITEMS APPROX. VALUE ACCEPTED REJECTED RESPONSIBLE PARTY DATE RESOLVED NOTES: "red" open item COMMENTS 42a 3/19/2024 Remove 2-units = 1-building from the scope. REMOVE THE NE MOST DUPLEX BLDG, REDUCING THE RETAINING OSWOOD PER IN EDI MEMO WALL, SIDEWALK ON BOTH SIDES, & OTHER SITE IMPROVEMENTS. 42b 3/19/2024 Remove 1-unit = Build (1) SF home instead. OSWOOD PER EDI MEMO SAME NE CORNER AS 42a. 43 3/19/2024 Remove GrassCrete drive fromm the parking asphalt end. X Requred by the Fire Dept - Scope is in Watson's Bid (25,000.00) NOT IN OSWOODS BID 44 3/19/2024 Lower the fence at all unit yards to 4' high. OSWOOD Per 7/A1.2 In lieu of the open stair guard wall & column, provide a full wall & 45 3/19/2024 This will be changed in structural to reflect the stud pack only. stud pack only. OSWOOD Only at unit side where window D is in the kitchen (11 total). (window D 46 3/19/2024 Remove Window D in all main level Kitchens. OSWOOD shall stay in units where window D is in Living Room. 47 3/19/2024 Modify windows at Duplex 1 & 2, per EDI Memo. OSWOOD Please see EDI Memo - 3/19/2024 NEEDS CLARIFICATION PER ABOVE 48 3/19/2024 Remove bump-out wall along Grid 2 to both units. pending OSWOOD 22 total SEE ITEM 25 ABOVE 49 3/19/2024 Remove pergola over Patio side along Grid 1. pending 11 total 50 3/19/2024 Remove Shed Roof Overhang & brackets along Grid 4. pending Main floor at all units. 51 3/19/2024 Remove the wood bracket detail in the upper gable ends. pending 22 total SEE ABOVE Replace with aluminum siding corner trim, primed white to be painted to match adjacent 52 3/19/2024 Remove Corner boards at lab siding areas. OSWOOD wall color. All window trim to be removed at areas of lap siding of lap & 53 3/19/2024 Use J-metal in lieu. corrugated metal. OSWOOD 54 3/19/2024 Reduce TO lap siding where panel is shown in gray. OSWOOD Duplex 1 - side elevation, Dwgs. 2 & 4. Change stud height to upper floor from 104-5/8" to 92-5/8". Cost credit for all framing, inside & out, sheathing, siding, drywall, paint, insulation, etc. 56 3/19/2024 pending Remove Scissors Truss from the upper floor. (60,000.00) OSWOOD Change to flat press plate truss. NEEDS TO BE CLARIFIED PER MEMO DETAIL Removes all ductwork related to heat pump, removes access panelwalls etc to the small chase area on upper level. New PTAC 57 3/19/2024 Change to PTAC system, from Air Source Heat Pump. pending 22 total info (size and model) forthcoming in new direction pending board approval (205,000.00) Remove all other associated construction 58 3/19/2024 Add Toe-kick Heater in Kitchen. OSWOOD 22 total Add Cove Wall Heaters in Bedroom Man & Upper Floor and Bonus 59 3/19/2024 22 total room upper level (all other rooms appear covered). OSWOOD 9/4/2024 60 Delete the pony wall below the stairs OSWOOD Per Oswood redline sketches 61 Main level bedroom closet - swing door in lieu of barn OSWOOD Per Oswood redline sketches 62 Add FD to main level bathroom for Washer/Dryer relocation OSWOOD Per Oswood redline sketches ACCEPTED "Y" GRAND TOTAL ($97,900.00) REJECTED "X" GRAND TOTAL ($323,200.00) ITEMS PENDING APPROVAL OR COST INFO ($750,700.00) 9/4/2024  Regular Board of Commissioners Mee3ng 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 GeMs, Louise Ellingsworth. Entertain moPon to move to closed door session for ongoing legal issues.1 Maggie MoPoned. Thomas seconded. Mike O’Brien aMorney now in aMendance. Entering closed door session: 4:26 ExiPng closed door: 5:53 PM 4. Consent Agenda a. Approval of the Board MeePng Agenda b. Approval of June 20, 2024 Special MeePng Minutes (aMached) Maggie: MoPon to approve board meePng agenda & special meePng minutes Thomas: seconded All: In favor. 5. Old & ConPnuing 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 meePng with Oswood ConstrucPon in Missoula ASAP to discuss the pricing and contract. 1 Per Montana Code Annotated 2-3-203: The presiding officer of any meePng may close the meePng during the Pme the discussion relates to a maMer 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 meePng must be open. 100 E 4th ST Whitefish MT 406.901.2844 c. Five Year Plan Process Update & Schedule Riss: As menPoned in email to board, HUD por`olio manager told us they were mistaken in making us complete this year. Not due unPl next year which gives us a reprieve to focus on cleaning up policies and accounPng / audits. d. Compliance Review Update Riss: SPll haven’t received from HUD. They keep delaying – will reach out again and ask our por`olio manager. e. HOTMA Updates Riss: Working on implemenPng new socware. f. VMS Correc3ons Riss: SubmiMed – sPll 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 noPce 45 days in advance through the paper. b. Transi3on Strategy & Ac3on Planning Consultant Proposal Ben: We think it will be important to working on navigaPng the board / execuPve director relaPonship to manage accountability, planning, and execuPon. We have worked with Ned Cooney before. From what Riss and I spoke to him about, the aMached 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 / leMer of engagement with Ned Cooney. Thomas: Second. All in favor. MoPon passes unanimously. c. YPTC LeMer of Engagement (aMached) Ben: Same leMer of engagement we had previously. Had leMer signed by Dwarne. Ben resigned leMer of engagement. Need this to stay ahead. Riss will be engaging and managing the cost & at a more detailed level. d. Opera3ng Budget FYE 6/30/25 Adop3on via Resolu3on 283 Riss: Considering adding addiPonal Capital Fund money to operaPng budget. Will require more work with accounPng and legal this year considering the circumstances. 100 E 4th ST Whitefish MT 406.901.2844 Thomas: MoPon to approve operaPng budget with $95,000 ($10,000 increase) Capital Fund to OperaPng Budget. 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: MoPon to make an email vote on forthcoming recommendaPons from Mike O’Brien regarding liPgaPon. Thomas: Seconded. Ben: All in favor say aye. 9. Adjournment at 6:24pm 100 E 4th ST Whitefish MT 406.901.2844