Water Leaks, Reserve Funds, and Parking Lot Repairs Dominate
September GMHA Meeting
Geauga Metropolitan Housing Authority (GMHA) - September 16, 2025
Meeting Info: Regular meeting held on September 16, 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.
1. Call to Order - 4:00 pm
2. Attendance: Chairperson Jeff Markley, and board members Susan Kemerrer, Walter Claypool, Sandy Grassman, and Michael Petruziello were present.
Staff Attendance: Dawn Farrell, Executive Director, Carrie Carlson, Chief Financial Officer, and Colleen Del Balso, Legal Counsel.
Others Present: This Observer and three 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. Discussion/Approval of Minutes: August Special and Regular Meetings
Minutes from the August 5th special meeting and the August 19th regular meeting were reviewed. A motion was made and seconded to approve the minutes. The motion was carried unanimously.
5. Financial Statements and Write-offs
The chief financial officer, Ms. Carrie Carlson, presented financial statements covering public housing, Section 8, and federal funds through August 25, 2025.
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Water Leak Concerns: A major water leak at Murray Manor was discussed at length. GMHA has scheduled underground camera inspections for September 30. Water bills have doubled, reaching $5,500 in the last cycle.
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Maintenance Budget: Mr. Walter Claypool raised a concern about being at 91% of the annual budget for general maintenance materials. A previous maintenance manager was noted to have overspent, but management confirmed there are sufficient surpluses in other areas to cover year-end needs. Inventory controls and accountability for tools were discussed extensively, with emphasis on instituting clearer tracking mechanisms.
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Potential Mismanagement vs. Theft: Board members inquired whether prior spending (on maintenance) reflected theft. Staff clarified that issues appeared to be mismanagement and unnecessary replacements rather than theft.
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Write-Offs: Write-offs for September totaled $4,493.42.
A motion was approved to receive the financial statements and write-offs. The motion was carried unanimously.
6. Commissioner’s Report - Nothing Reported
7. Report of Counsel - Nothing to Report
8. Report of the Director
The Executive Director, Ms. Dawn Farrell, provided updates on ongoing programs, capital efforts, and regulatory matters across the agency as detailed below.
Programs Report: Board members confirmed receipt of the August Programs Report, which included updates on vacancies, work orders, and waiting lists.
RAD (Rental Assistance Demonstration): Ms. Dawn Farrell reported ongoing discussions with HUD regarding RAD conversion. Technical assistance has been inconsistent since a federal pause, but an extension has been granted until September 2026 for submission of a GMHA financing plan. Policy shifts may restrict the ability of housing authorities to retain operating reserves, raising concerns about preparedness for emergencies like the Murray Manor water leak. Ms. Farrell noted a possible need to update the Physical Condition Needs Assessment (PCNA) to justify reserves for anticipated capital expenses.
Mr. Claypool emphasized that reserve accounts are both typical and necessary for responsible management.
Capital Planning: Four areas requiring immediate or near-term attention were identified as priorities for potential reserve allocations:
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Parking lots (notably Murray Manor and Harris House).
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Drainage issues at multi-bedroom properties.
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Tree removal for safety.
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Electrical box replacements.
Old Business
The Board revisited a draft Code of Conduct that had raised concerns at prior meetings. Observer Note: See the August 20, 2024 GMHA Observer Report for details. Mr. Claypool expressed:
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Ambiguity of terms such as “socially responsible,” which could expose employees or Board members to arbitrary judgment.
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The need for separate codes: one for employees/contractors and one for the Board, if necessary.
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Recognition that Ohio state law already imposes clear requirements for fiscal responsibility and conflict of interest.
Consensus was that the current draft was overly complex and required revision to ensure clarity and fairness. The topic will be revisited during the next regular board meeting.
New Business
a. Murray Manor Parking Lots
The Board ratified an additional $7,750 to incorporate stormwater tie-ins into the parking lot project. This work had already been completed and required after-the-fact approval.
b. Annual Plan Submission
The Board authorized the Executive Director and Board Chair to execute required HUD certifications, including the PHA (Public Housing Authority) Plan and Civil Rights Certificate. Mr. Claypool raised concerns about recent federal executive orders affecting diversity, equity, and inclusion language, but staff confirmed HUD’s portal-issued forms were current and required for submission. The resolution passed.
c. Murray Manor & Harris House Parking Lot Bids
This was the most extensive discussion of the meeting.
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Bid Results: Ohio Paving submitted the lowest responsive bid for a combined total of $372,884 to pave the parking lots at Murray Manor and Harris House. This project was budgeted for in 2025, and the bid came in under the budgeted amount.
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Contingency Debate: Staff recommended authorizing a $90,972 contingency (20% for Murray Manor, 30% for Harris House) due to concerns about subsurface conditions. Mr. Mike Petruziello expressed unease at the size of the contingency and whether adequate pre-bid sampling had been performed.
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Expert Testimony: Jon Morschl, Associate American Institute of Architects (AIA), of Four Points Engineering (and under contract to GMHA for services), joined the meeting by phone to explain the rationale. He emphasized that unforeseen base repairs often surface only after milling begins, and contingency funds are standard industry practice. He assured the Board that he, as the civil engineer, would oversee work onsite to validate change orders.
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Outcome: After debate, the Board voted on a motion to approve the contract with Ohio Paving for $372,884, plus a contingency not to exceed $91,000. The motion carried 4-Aye, 1-No, 0-Abstentions with the No vote being cast by Mr. Petruziello. Change orders will be overseen by Four Points and brought back to the Board for ratification.
9. Hearing of the Public
None.
10. Executive Session
None.
11. Any Further Business
None.
12. Adjournment
The meeting adjourned at 5:10 pm.
Next Meeting: The Board rescheduled its next meeting for October 28, 2025, at 4:00 p.m. at Murray Manor, moving from the originally scheduled date to accommodate the executive staff’s availability.
More information about the Geauga Metropolitan Housing Authority can be found here.
Observer: David Lewis
Editor: Sarah McGlone
Reviewer: Carol Benton
Date Submitted: September 19, 2025
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