October 3, 2024 Meeting Minutes

Tranquil Terrace Community Center
845 W. Swoope Avenue
Winter Park, FL 32789

Commissioners Present: Board Chair Hal George, Vice-Chair Kenneth Goodwin, Commissioner Bob Klettner, Commissioner Courtney Bugia, and Commissioner Elaine Clarke
Commissioners Virtual: Commissioner Karen Jacobs (logged out 12:22pm)
Commissioners Absent: Commissioner Nancy Lewis
WPHA Staff Present: Tarena Grant, Interim Executive Director, Amaris Hunt, Executive Assistant, Melissa Martinez, Director of Finance and Sherry Sutphen, Attorney.
NDC Staff Present: James Allen, Rick Elwood and Cindy Wilson

1. Call to Order
   Chair George called the meeting to order at 12:05 P.M.
   
   
2. Public Comment - There were none
   
   
3. Consent Items
   
   
   1. Approval of Minutes - October 3, 2024
      Commissioner Klettner motioned to approve the October 3, 2024, minutes. Commissioner Bugia provided a second. The motion was approved unanimously.
      
      
4. Executive Director Discussion and/or Direction
   
   
   1. WPHA Agency Overview
      Executive Director Grant gave a brief description of the informational binders given to each board member. She explained that we are currently in the process of updating the ACOP for the public housing sites and will provide to the board once completed.
      She gave a brief overview of the capital projects for The Meadows and Tuscany at Aloma. Ms. Wilson provided details on the upcoming project for The Meadows, scheduling and accommodations for the residents that would be affected. Attorney Sutphen suggested that an agenda item be added to the board meeting prior to the project start, to waive the purchasing policy, so that NDC can work with the same hotel for convenience of location and pricing.
      
      
5. WPHA Reports
   
   
   1. ROSS Report
      Mrs. Grant explained that for the month of September we continued with our reoccurring monthly property events. In addition to those services, we held various community events for The Plymouth, The Meadows, and Tranquil terrace. Additional resident engagement consisted of Flue Shots and UCF Healthy Living Wellness Center.
      She acknowledged P3 Medical for offering free Flu shots for the seniors at The Plymouth. She also shared that we are looking to send several referrals to our partners at The Mustard Seed for furniture assistance.
      Lastly, she noted the upcoming events for the month of October across all properties. There was no further discussion.
      
      
6. NDC Reports
   
   
   1. Property Overview
      Ms. Wilson gave an update on the remediation for the Winter Park Oaks and Tuscany at Aloma's office spaces. Tuscany at Aloma has completed Breezeway and emergency soffit repairs, storm damage repairs are currently underway and NDC is planning to have a vendor inspect all A/C units on site.
      She continued by giving a brief overview of The Plymouth. Stating that repairs are underway for elevator 2. The intercom replacement was rescheduled due to the impeding hurricane but will be completed within the next week. Meadows and Tranquil have some Reasonable Accommodation projects they are working to complete.
      Lastly, she shared that the concessions being offered are currently successful. There was a brief explanation on the vacancies across all properties. She gave updates on remediation relocations for Tuscany at Aloma. There was a brief discussion on the market rent rates and why we are seeing vacancies at properties like Railroad Avenue.
      
      
   2. Financials
      Mr. Allen explained that we are at the end of our fiscal period and their team is working with Executive Director Grant and Ms. Martinez to get things organized and wrap up the year end. Chair George asked Ms. Martinez to share how she feels accounting has been. Ms. Martinez gave her insight regarding bank reconciliations and tenant accounting. She doesn't believe the agency is ready for audit, as NDC still has things that need to be fixed. She is giving directions on how the errors she is seeing must be fixed, since she does not have access to make these corrections herself. Additionally, there are concerns at the property level as it relates to delinquencies and prepaid accounts. Due to these concerns, she suggests NDC should not close for September until the tenant accounting is corrected. Chair George asked Ms. Wilson if she believes the Property Management teams are strong. She confirmed they are, but she will need to help them understand the accounting side better. 
      
      
7. Commissioner Reports
   
   
   1. Commissioner Goodwin
      Commissioner Goodwin reiterated to NDC's team that he would love them to focus on vacancies across all properties, as it is still a huge concern.
      
      
   2. Attorney Sherry Sutphen
      Attorney Sutphen shared that she is working closely with Chair George on Mrs. Grant's contract. She also shared that NDC's Management contract has expired, and she is working with Mrs. grant on amendments she would like to propose and will run by Chair George prior to presenting to the board at the November Board meeting.
      
      
8. Adjournment
   There being no further discussion or business to come before the board. Commissioner Klettner motioned to adjourn at 1:15pm. Chair George provided a second. The motion was approved unanimously, and the meeting was adjourned.

Respectfully Submitted,

Hal George, Board Chair
Tarena Grant, Interim Executive Director