Whitefish Housing Authority

Regular Board of Commissioners Meeting Wednesday, October 23, 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 2. Call to Order 3. Roll Call 4. Consent Agenda a. Approval of the Board Meeting Agenda b. Approval of September 24 Regular Meeting Minutes 5. Director’s Report a. General Updates b. HUD Updates c. Financials Updates 6. New Business a. Compliance Report Review 7. Continuing Business a. DPTH Progress + Timeline b. General Legal Updates Note: During this meeting, the board may elect to enter a closed door session for reasons related to 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. 100 E 4th ST Whitefish MT 406.901.2844  Regular Board of Commissioners Meeting Minutes Wednesday, September 25, 2024 | 4:30 p.m. Whitefish City Hall – Arches Conference Room This meeting was also available virtually 1. Public Comment Rebecca Norton, City Councilor: Substantial changes – concerned about building something totally different than what the public was shown. At what point do we need to go back through the public process to get everything approved. Marney: We have discussed that. We want to give the public and the City what we promised. A lot of these changes were not initiated by us. We are going back to look at some of them. If you look at our comments during that last meeting, we are aware and on the same page. Rebecca: Interesting the comprehensive nature of what was proposed when we had an agreement about the specific nature of the development. 2. Call to Order 3. Roll Call Katie Williams not in attendance. Maggie Schwenker attending late. Marney, Ben, Kate, Thomas in attendance. Riss Getts, Pam Meadows, and Nick Farmer in attendance. Rebecca Norton in attendance for public comment only. 4. Consent Agenda Marney: Motion to approve Board Meeting Agenda, September 4th Regular Meeting Minutes, and July 24 Regular Meeting Minutes pending fixed typos in September 4th Meeting Minutes. Thomas: Seconded. All in favor. Motion passes unanimously. 5. Director’s Report General Updates Riss: Went to housing narrative training in Missoula – totally funded by Headwaters. Really great to understand narrative change work. Excited to use it as we move forward. Missoulian reported Dwarne is pursuing a plea deal for theft, dropping charges for wire fraud. We will have to see what restitution might look like. Still needs to meet with judge. 100 E 4th ST Whitefish MT 406.901.2844 HUD Updates Riss: Still haven’t gotten compliance review. Working on our capital fund + operating fund submissions. MVM Updates Riss: Had a successful pizza party – gave updates & talked about remodel and prioritizing people’s wellbeing and working with resident advisory board. We’ve had some interest in the RAB and a lot of people have really great design thoughts. I’d like to think we’re really turning the corner on engaging productively with residents. Brought Agency on Aging in – they were amazing. Unaudited + Audited Financials Updates Riss: Nearly finished with FYE June 2023. YPTC working on getting everything prepped so 2024 can go quickly. Intention is for auditors to come early November for FY2023. 6. New Business Disposition Approvals Riss: Totaled mower – would cost $3,500 to fix. Could sell for $2,500. Had more than 9000 hours & was very old anyways. If we want to do in-house mowing again, could likely wrap up new one in remodeling cost. Need to switch to Microsoft systems, so would like to sell 3 iMacs + MacBook Pro + MacBook Air. Also, would like to get approval for desk + furniture in Dwarne’s office suite. Kate Berry: I move to approve of the disposal of the above-mentioned items according to disposition policy. Maggie: Seconded. All in favor. Motion passes unanimously. Operating Budget Amendment: Increasing Extraordinary Maintenance Line Item Riss: Still working on reconciling expenditures during Dwarne’s time – we were covering additional expenditures until August when we found or received past due invoices. We are working on understanding how far over budget for FYE 2023, but FYE 2024 will be a few months. Would like to transfer $25,000 from operating reserves to make sure that we can continue to fund maintenance work that has been put off for years while we await our operating subsidy & capital fund subsidy. Marney: Can we work with Nate (former PNA contractor) to talk about line items that were either ignored or not accurate from the PNA? Would he be willing to revise it or revise for no charge. Need to give example of elevator – how it said it was fine for 20+ 100 E 4th ST Whitefish MT 406.901.2844 Riss: In the document it says that it was just a visual, not a technical inspection. Can reach out for when we are working on remodel. Maggie: Motion to amend operating budget extraordinary maintenance line item and authorize associated withdrawal from operating reserves. Marney seconds. All in favor. Motion passes unanimously. Board Succession Planning & Vice-Chair Ben: Maggie has sent her letter with her intention to resign. We are grateful for her contributions. Maggie: Officially sending resignation tonight. Ben: Riss and I had a conversation about succession planning and filling board seats. Got to fill a few board seats, now have a time or two to move forward. Maggie: Have vice-president take minutes at meeting. Essentially have as secretary. That would be my consideration. Ben: Signers – need to have vice-chair as signer according to bylaws. Maybe this is part of bigger conversation with Ned. Building foundation of stepping away from not putting out fires all the time. Kate: I would be willing to with some scaffolding / support. Marney: There is software that can take minutes. Ben: We could rotate secretarial duties. Kate: Will research AI notetaking software. Ben: Entertain a motion regarding account access – be fine with two signers for time being. Kate Berry: I move to remove Maggie Schwenker from all WHA bank accounts per her resignation from the board. Marney: I second. All in favor. Motion passes unanimously. Designate New Vice-Chair , incl. Approving Signatory & Account Access Riss: Will need two motions: one for designating vice chair, another for approving account & signatory access at both WCU and Glacier Bank. Ben: Kate? Would you want to? Kate: Need more time to think about it, including a more fleshed out version of what that would look like. Can we discuss this next meeting? Ben: Yes. 100 E 4th ST Whitefish MT 406.901.2844 Depot Park Townhomes Maggie: Motion to move to closed door session1 5:38 pm. Thomas: seconded All in favor. Motion passes unanimously. Kate Berry: Move to end closed door session. Thomas: Seconded. All in favor. Motion passes unanimously. Closed door session ended at 6:42pm Personnel Benefits Riss: It is a best practice to offer a stipend for employees who are not using insurance. Would like to approve a health stipend for employees who bring their own insurance. Board: We would like to put money into a HYSA or FSA. Research this and come back to us with information about a HYSA or FSA. Riss: I have been accruing PTO at 6 hours a month. In lieu of a raise and while we determine how we want to manage PTO & sick leave, I would like to receive 8 days of PTO into my bank. Ben: I think we would like to add more. Can we add 10? Maggie: Making sure we prevent burn out is a priority. Ben: Entertain motion to add days to PTO bank Maggie: I motion to add 10 days to Riss’s PTO bank. Kate Berry: Seconded. All in favor. Motion passes unanimously. 1 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. 100 E 4th ST Whitefish MT 406.901.2844