Kim Cotharin

The Special Annual Meeting of the Board of Commissioners addressed several critical items. Key discussions included updates from the Executive Director regarding staff reports, future resident leadership meetings, rescheduling the 85th Anniversary event, the presentation of auditors' findings in September, and upcoming staff training. In New Business, the Board unanimously adopted several resolutions, including revisions to Bylaws (Resolution No. 2023-11), delegation of Executive Director authority (Resolution No. 2023-12), election of directors for CHADCO, NEWDAY, and ODC (Resolutions No. 2023-13 through 2023-15), recognition of the Hartford Housing Tenant Organization (Resolution No. 2023-16), approval of a Five-Year Rolling Action Plan (Resolution No. 2023-17), and recognition of the RAD Project Financial Health Assessment (Resolution No. 2023-18). Resolution No. 2023-19 regarding the submission of a Section 18 Application for Scattered Sites was tabled, and Resolution No. 2023-20 regarding the Award of Contract for Project-Based Vouchers was adopted. Following the meeting, subsequent resolutions adopted on July 18, 2023, approved the submission of a Section 18 Application for 31-33 Capen Street (Resolution No. 2023-21) and approved the Action Plan responding to HUD's Substandard Management Take Action Letter (Resolution No. 2023-22). Staff reports detailed ongoing work on capital improvements, including CO cartridge replacement at Smith Towers and new intercom systems at Kent Apartments; updates on the HCV program, including an MOU with Journey Homes; operational metrics showing a 93% occupancy rate as of May 31, 2023; and financial reports indicating surpluses in the LIPH and HCV programs for April.

The Annual Meeting agenda included the consideration of minutes from prior meetings, reports from the Chairperson and Executive Director, and a public comment period. Key new business items involved the presentation of the Audited 2021 Financial Statement by Marcum, LLP, and several resolutions. These resolutions concerned the adoption of revisions to the Employee Manual and Policy, the election of CHADCO, NEWDAY, and ODC Directors, assessment of RAD Project Financial Health, adoption of bylaw revisions, approval of revisions to the Commissioner Orientation and Administration Policy, amendment to the Annual PHA Plan for 2022, adoption of the Internal Audit Policy, and the award of contracts for Snow Removal and Groundskeeping Services, as well as the approval of an assignment for an HQS Inspection Contract. Staff reports covered updates on Development and Capital Improvements, HCV/Section 8 performance, Contract and Compliance status, Operations Department metrics, and Financial performance.

The agenda for the Regular Meeting included the presentation of the SEMAP (Section 8 Management Assessment Program) results and Resolution No. 2026-01 concerning the write-off of uncollectible tenant accounts receivables in the Low-Income Public Housing (LIPH) program totaling $225,676.79 for the period of January 1, 2025, through December 31, 2025. Staff reports provided updates on various development projects, including Village at Park River, Willow Creek, Mary Shepard Place, and Bellevue, as well as capital improvement projects such as condenser replacement at 180 John D. Wardlaw Way and miscellaneous mechanical upgrades at AMP-006. The HCV Program Director presented an update on voucher utilization across various programs like FUP, HUD-VASH, and Mainstream, along with detailed information on Project-Based Vouchers (PBV) and recent inspection data. Additionally, the reports addressed the ongoing housing shortfall situation, cost-saving measures implemented, and the status of applications for HCV Set-Aside funding.

The documents span several meetings, including a Regular Meeting on May 9, 2023, a Special Meeting on May 24, 2023, and the Special Annual Meeting on June 28, 2023. Key discussion topics across these events involved presentations from the Procurement Department and JHM Financial Group regarding updates on the Willow Creek (Bowles Park) Redevelopment Project. The Executive Director provided several updates, including forthcoming staff training, the location for the June Annual Meeting, a celebration for the 85th Anniversary, and the scheduling of the Auditors' presentation in September. The Board also approved operational changes, such as Resolution No. 2023-10 regarding the contract for electricity, and several resolutions during the annual meeting (June 28, 2023), including the adoption of certain bylaw revisions (Resolution No. 2023-11), delegation of Executive Director authority to General Counsel in absence (Resolution No. 2023-12), and the election of directors for CHADCO, NEWDAY, and ODC. Furthermore, Resolution No. 2023-16 recognized the Hartford Housing Tenant Organization (HHTO) as the Jurisdiction-Wide Tenant Organization and HACH Resident Advisory Board, and Resolution No. 2023-17 authorized the submission of the Five Year Rolling Action Plan to HUD. Staff reports detailed progress on the PHA-Wide Capital Needs Assessment, Mary Shepard Place funding, Stability voucher issuance, updates to the Administrative Plan for HBOE referrals, progress on the procurement system, integration of Dutch Point service contracts, and rent collection figures for April.

The key discussions for this meeting involved the consideration of several resolutions for New Business, including the delegation of executive authority during absences, and the award of contracts for General Contractor services for Mary Shepard Place, as well as temporary staffing services. Additionally, resolutions addressed the write-off of uncollectable tenant accounts receivables and the award of a contract for the Mary Mahoney Village Call-for-Aid Replacement/Exterior Stairs & Exterior Doors Project. Staff reports provided updates on development projects such as Village at Park River and Willow Creek, capital improvements including condenser replacement at 180 John D. Wardlaw Way and various mechanical upgrades. The HCV Program Director reported on shortfall prevention measures and preparations for the 2024 SEMAP Certification submission. The General Counsel provided a final compliance report noting ongoing litigation matters and the transition of procurement reporting to the CFO. An Executive Session was scheduled to discuss personnel and litigation matters.