Whitefish Housing Authority

Regular Board of Commissioners Meeting Agenda Wednesday, November 20, 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. Call to Order 2. Roll Call 3. Public Comment 4. Consent Agenda a. Approval of the Board Meeting Agenda b. Approval of October 23 Regular Meeting Minutes (attached) 5. Director’s Report a. General Updates i. Debrief of Board Training b. HUD Updates i. Capital Fund Program Initial Application Approved ii. Operating Fund Program Disbursements on Hold iii. Compliance Review Activities c. Financial Updates i. Accounting Processes & Costs - Internal Control Software ii. Past FY Budget Concerns & Potential Resolutions 6. New Business a. Designate Vice-Chair & Co-Signer b. Discuss Bylaws re: Executive Director as Secretary/Treasurer 7. Continuing Business a. Depot Park Townhomes i. Final Plat Walkthrough ii. Barriers to Construction Financing 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, 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. Call to Order @ 4:31 2. Roll Call: Marnie absent. Nick Farmer, Thomas Shea, Kate Berry, Katie Williams, Ben Johnson present. Riss Getts (staff) present. Rissa Cloud (member of public) in attendance. 3. Public Comment: Rissa Cloud: Concerned about reasonable accommodations & spot on waitlist. Want to use voucher at Mountain View Manor. Riss: Vouchers can’t work at MVM because it has a different form of subsidy. Pam has the details about waitlist positions. She has been on vacation, but will reach out when she is available. Ben: Our mission is to provide safe and affordable housing for everyone, thanks for speaking with us and sharing what you want and need. 4. Consent Agenda a. Approval of the Board Meeting Agenda b. Approval of September 24 Regular Meeting Minutes Ben: One change to note – Riss, you have HYSA but we meant HSA. Very different things! Riss: Oh – thanks, I didn’t catch that. Kate Berry: Motion to approve agenda and minutes with abovementioned correction. Thomas Shea: Seconded. All in favor. Motion passes unanimously. 5. Director’s Report a. General Updates - NONE b. HUD Updates Riss: Got in our big grant applications for the operating fund & capital fund. Hoping there aren’t any corrections on the initial capital fund submission but will take a bit to see. Once we have this money secured for this coming year, it will be an immense relief and will be able to really dig into full policy + implementation clean up mode. c. Financials Updates Riss: Big operating fund deadlines for all clients on the 18th kept fee accountants from finishing the year end stuff. Pam on vacation, so although we will be done with all the digital to dos, we won’t be ready physically for the audit. Our intention is to do a two-year audit in March. Ben: Dwarne pled guilty to theft on October 7. Faces up to 10 years in prison and fines / restitution. Great chapter to move forward from. 100 E 4th ST Whitefish MT 406.901.2844 Riss: Sentencing in February. 6. New Business a. Compliance Report Review Riss: Sent to board this afternoon – apologies for not having passed it along before. Read off some key points – be honest about how big of a lift this is going to be at the same time as tracking down financials and piecing them back together from last year. I’m going to have some strict deadlines re: each board meeting and I’m going to be getting you policies the week ahead. I’m going to need people to come really prepared to participate in new policy setting. 7. Continuing Business a. DPTH Progress + Timeline - Curbs installed, last thing needed for final plat is one lift of asphalt. Should be going in soon. - Will be submitting for final plat in January and have building permits ready for the spring. Move into closed door session at 5:03 PM Enter open door session at 5:29pm Meeting Scheduling Ben: Could we move our next meeting to Wednesday November 20th @ 4:30PM Ben: We will need to shift our board training meeting from 5:30pm to 7:00PM Riss: That doesn’t work for people – sounds like we may need to reschedule the training completely. I’ll talk with Ned Cooney and reschedule. Katie Williams: Motions to adjourn. Thomas Shea seconds. All in favor. Motion passes unanimously. 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