Bostwick Scholarship Recipient Shares Inspiring Story at January GMHA Meeting;
Board Chairperson Resigns after Long Service
Geauga Metropolitan Housing Authority (GMHA) - 1/21/2025
Meeting Info: Regular Meeting on January 21, 2025 at 4:00 pm (EST) in the Conference Room at Murray Manor at 385 Center Street, Chardon, OH 44024. This meeting was in-person only.
Agenda: An agenda was provided at the meeting. It is not available online. The documented proceedings below follow the agenda and are presented sequentially.
Proceedings:
1. Call to Order - 4:00 pm
2. Attendance: Richard Depenbrok, Board Chair, Jeff Markley, Vice-chair, and Board Members Walter Claypool, Susan Kemerrer and Michael Petruziello.
Staff Attendance: Dawn Farrell, Executive Director, Carrie Carlson, Chief Financial Officer, and Todd Petersen, Legal Counsel.
Others Present: This observer and five other members of the public were in attendance.
Observer Note: The Executive Director indicated they were recording the audio of the meeting.
3. Pledge of Allegiance - Recited
4. Approval of Minutes
The board reviewed the minutes from the regular meeting held on December 17, 2024. Chairperson Depenbrock invited comments or corrections. The minutes were approved unanimously.
5. Bostwick Scholarship Recipient
The highlight of the meeting was the presentation by Mr. Jonathan Naticchia, the recipient of the prestigious Jeanne Bostwick Memorial Scholarship. Reviewer Note: More information about this GMHA scholarship, named to honor former GMHA Board member Jeanne Bostwick, is available in the Fall 2024 GMHA newsletter. Mr. Naticchia shared his heartfelt journey of pursuing his Physician Assistant (PA) degree while balancing rigorous academic demands, personal responsibilities, and financial challenges. He recounted the significant role the scholarship played in alleviating stress, allowing him to focus on his studies and community service.
Mr. Naticchia described the impact of his newly purchased AI-enhanced stethoscope, funded through the Bostwick Scholarship, which he credited as an essential tool in improving patient care. "This stethoscope allows me to hear 40 times better than a regular one," he explained, adding that its advanced features increase the likelihood of early detection of heart murmurs. He expressed his gratitude by quoting his grade school principal: "To whom much is given, much is expected." Mr. Naticchia pledged to use his skills to give back to the community by volunteering at free clinics. His inspiring remarks concluded with a round of applause from attendees.
6. Financial Statements and Write-Offs
The financial report was presented by Ms. Carlson, the chief financial officer, who emphasized that the statements were still in draft form due to pending year-end entries by the authority's accounting team. However, the preliminary figures provided an overview of GMHA's current financial position. The January write-offs, totaling $1,615.68, were itemized and discussed. The amount represented damages incurred during tenant move-outs, and the accounts had been forwarded to collections.
Mr. Petruziello raised a question about the effectiveness of the collections process. The director, Ms. Farrell, clarified that, while the authority attempts to recover funds, success rates are low due to issues like untraceable tenants. Despite this, the write-offs were deemed necessary to maintain accurate books. After further discussion, the motion to approve the write-offs passed unanimously.
7. Commissioner’s Report
Chairperson Depenbrock shared a heartfelt thank-you card from the family of a former resident, Mr. Lyle Payne. The family expressed gratitude for the support provided by GMHA during his residence. The board reflected on Mr. Payne’s positive contributions to the community, noting his cheerful demeanor and dedication to his family. A brief discussion followed, with several members sharing anecdotes about Mr. Payne.
8. Report of Counsel
The legal counsel reported a quiet period with no significant court cases involving GMHA in the past six months. Routine matters were addressed without escalation. The board expressed appreciation for the efficient management of legal affairs.
9. Report of the Director
Ms. Farrell provided a detailed update on various initiatives and challenges:
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December Programs Report: Distributed to the board ahead of the meeting, this report summarized program performance and participant engagement. Board members were encouraged to review the document and bring questions to future meetings.
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RAD Conversion Update: The Rental Assistance Demonstration (RAD) application was approved by Housing and Urban Development (HUD). The director explained the next steps, including a financial plan development phase spanning 6-18 months. HUD consultant Mike Andrews will support the process. Several board members inquired about the costs associated with the program. The director assured them that detailed financial projections would be shared once available.
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Text Alerts and Cold Snap Preparations: To ensure resident safety during extreme weather events, GMHA enhanced its communication protocols. Text alerts are sent to all tenants to provide timely updates on weather conditions, advising on precautions and available resources. In addition to these alerts, staff are mobilized to deliver essential supplies such as blankets, portable heaters, and bottled water to properties that were identified as high-risk due to older infrastructure or reports of previous weather-related issues.
While these immediate measures were praised, the director confirmed that the formal text alert system is scheduled to launch on February 14, 2025. This system will allow for more streamlined, automated communication with residents. The director emphasized the importance of proactive measures, stating, "We understand that cold snaps can be particularly challenging for vulnerable populations, including the elderly and families with young children. By taking these steps, we aim to minimize risks and ensure that all residents feel supported during inclement weather." The board commended the staff’s efforts in responding swiftly and effectively to the recent cold snap.
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Capital Fund Emergency Grant: The director explored potential uses for emergency grant funds, identifying critical repairs at Murray Manor and Harris House. She highlighted issues with outdated doors that fail fire safety standards. Efforts to secure funding for these improvements are underway.
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2023 FSS Grant: The 2023 Family Self-Sufficiency (FSS) grant was successfully closed out, ensuring compliance with HUD requirements.
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2024 Capital Fund Grant from HUD: GMHA was awarded $568,020 for 2024, marking an increase from prior years. The board discussed allocating funds to concrete repairs and other infrastructure needs.
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Strategic Planning: Strategic planning emerged as a key focus of the discussion, with board members emphasizing the need for a comprehensive, forward-looking approach to address the evolving needs of the organization. The board vice-chairperson, Mr. Markley, proposed engaging a third-party consultant with expertise in housing authority operations to facilitate a structured planning process. Such a consultant could provide valuable insights into best practices, identify potential growth opportunities, and help align the authority’s goals with HUD requirements.
However, Mr. Claypool expressed a desire to begin the process internally before engaging outside expertise. He highlighted the importance of gathering input from staff at all levels to ensure that the strategic plan reflects operational realities and staff perspectives. Suggestions included hosting workshops or focus groups to gather feedback on challenges, opportunities, and long-term priorities.
The board agreed to schedule a preliminary strategic planning session for the next meeting, during which members will outline the framework and objectives for the process. A formal decision on whether to engage a consultant will be deferred until after this initial session.
Old Business
Salary Study:
The salary study that was conducted in 2024 was a significant point of discussion. While the study provided baseline recommendations, Mr. Claypool raised concerns about its methodology, noting inconsistencies and data limitations. Specific critiques included the selection of comparator organizations and the weighting of market data. In response Ms. Farrell presented a spreadsheet reflecting updated salary scales, particularly for maintenance staff positions.
Maintenance staff compensation had been identified as a critical issue due to recruitment challenges and competitive market rates. The director explained that the alternative spreadsheet aimed to balance fiscal responsibility with the need to attract and retain qualified personnel. Adjustments included increasing entry-level pay for maintenance roles and aligning salaries more closely with regional benchmarks.
Board members emphasized the importance of ensuring that salary adjustments address both immediate staffing shortages and long-term retention. Mr. Claypool noted that, while the study’s recommendations were imperfect, the adjustments presented by the director represented a practical compromise. A motion to approve the updated salary scales for implementation in 2025 passed with one dissenting vote from Ms. Kemerrer. Reviewer Note: Ms. Kemerrer did not indicate why she dissented.
During the discussion, Mr. Claypool requested a five-year budget history to better evaluate the financial impact of the proposed salary adjustments. Ms. Carlson agreed to compile and provide this data for review before the next meeting. This historical perspective will enable the board to assess trends and ensure that the adjustments are fiscally sustainable.
New Business
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Change Order for A&E: The board approved a $2,000 increase to the administrative fees ceiling for architectural and engineering oversight, raising the ceiling to $4,500. This adjustment accommodates recent extended project timelines caused by unforeseen delays.
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Disposal of Assets: The board authorized the recycling of obsolete items, including nine hot water heaters and three stoves stripped for parts. The motion passed without opposition.
10. Hearing of the Public
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A Murray Manor resident, “Roberta,” noted the lack of recycling options for plants and inquired about plans to address this gap. Secondly, she highlighted ongoing confusion caused by inadequate signage near the office, specifically requesting improvements to the “Exit” signage to reduce traffic issues. The director acknowledged these concerns and committed to reviewing potential solutions.
11. Executive Session - None
12. Any Further Business
In light of board chairperson Mr. Depenbrock resigning from the board and this being his final meeting, vice-chairperson Mr. Markley took the opportunity to express gratitude to Mr. Depenbrock for his extensive service as a board member and chairperson since 2015. His contributions over the years have had a lasting impact on the GMHA community. Fellow members joined in recognizing his dedication and leadership. He will be awarded a recognition plaque. In response, Mr. Deppenbrock thanked the board and staff for their collaboration and efforts to advance GMHA’s mission and indicated he was open to receiving calls from any of the board members. Reviewer Note: Mr. Depenbrock’s seat on the GMHA board is appointed by the Chardon City Manager. No mention was made about who would be replacing Mr. Depenbrock at this meeting.
Additionally, the board engaged in a detailed discussion regarding several procedural and policy matters raised by Mr. Claypool:
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Confidentiality Notice: Mr. Claypool raised concerns about the confidentiality notice currently included in GMHA emails. He highlighted its potential conflict with Ohio Sunshine Laws, which mandate public accessibility to records unless specific exemptions apply. The existing notice, which implies restrictions on forwarding or sharing emails, was deemed problematic. Mr. Claypool proposed revising the language to better align with legal transparency requirements. Legal counsel was tasked with drafting an updated notice for board review at the next meeting.
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Policy Manual Updates: Attention was drawn by Mr. Claypool to the language in the policy manual concerning on-call maintenance staff. The current guidelines, which require staff to report to the office and clock in following after-hours emergency calls, were criticized for being vague and lacking specificity about response times and employee readiness requirements. Mr. Claypool suggested revisions to clarify expectations, including potential prohibitions on alcohol consumption during on-call periods and a defined timeframe for responding to calls. The director and maintenance supervisor were instructed to collaborate on drafting an updated policy for board consideration.
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Hiring Authority and Staffing Plan: The board discussed the hiring process for positions that report directly to the director; Mr. Claypool proposed requiring board approval for new hires in these roles to enhance oversight and ensure alignment with organizational goals.
The meeting adjourned at 5:23pm.
Next Meeting: The next meeting will be on February 18, 2025 at 4:00 pm at Murray Manor. This will be a regular board meeting.
More information about the Geauga Metropolitan Housing Authority can be found here.
Observer: David Lewis
Editor: Carol Benton
Reviewer: Sarah McGlone
Date Submitted: 01/24/2025
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