Charlottesville Redevelopment and Housing Authority Work Session   10/10/2024

What's up bro?

Nice.

He's a cat.

He's so cool.

He's tie dye.

Nice.

Oh, he likes to rock out.

How are you?

I'm tired.

Smart girl.

I don't know I saw a sign about Cystic Fibrosis Foundation but it's a private event.

Like where did you park?

No.

How was London's birthday?

Did you dress up fancy for London's birthday dinner?

No.

What did you eat there?

Did you eat something fancy?

Mac and cheese.

Was it delicious?

No.

Yeah.

Wasn't your kind?

What's your favorite mac and cheese?

You don't know.

Yeah.

Guess what?

Yeah.

That's awesome.

Look, watch.

I see.

That's very good coloring.

I got to do some coloring the other day.

It was really great.

Oh, thank you.

Does that mean I get to help color Pete?

Let's see.

What color is color?

I mean, Earl's not coming.

Right.

If Ms. Alice was coming, she'd be here.

Oh.

Laura has to teach till 6.15 and then ride her bike somewhere.

Look at his shoes.

Oh, those are beautiful.

And then I don't have time to be here, so I don't.

So I'm just wondering, where is your dad?

Where's the box to those stuff?

Oh yep, it's all there.

I forgot it.

I have three more left, I forgot

No, she's going to join virtually.

Okay.

What are we doing?

Oh, you need the green back?

I need to stop coloring.

No, you can't stop.

It's an owl.

Look at that owl.

Have you seen Hoodie Who?

We're an OutKast family and Big Boy has owls and I mean his wingspan is like six feet.

I was nervous that they would tell me to park in the garage.

If it's an hour, it's free, and this shouldn't be a one-hour one.

Pink and purple and purple.

Black and yellow, black and yellow.

If we take the voting items off, right?

Yeah, I don't have any voting items.

It's just Kathleen.

It does.

Yellow and yellow makes purple.

There's Javier.

What's up, bro?

We're gonna officially call this meeting to order.

Sure.

Present.

Commissioner Haynes?

Commissioner Wicks?

Here.

Commissioner Goldblatt?

Commissioner Wicks?

All right.

Well, being that we have four of us here and then Commissioner Goldblatt will be joining online.

We have a quorum, so we'll move forward.

We will start the meeting with a quick moment of silence.

All right, thank you.

We're actually going to be removing items two and three, resolutions 1482 and 1483 from this agenda, and they'll be present on the regular board meeting, which will take place in two weeks here in council chambers.

With that being said, we also wanted to acknowledge our attorney, Miss Delphine Carnes, as well as Mr. John Sales, our executive director, who's feeling a little under the weather, but joining us online.

The only item that we have on our agenda today is the annual plan presentation which will be taken place by the incomparable, lovely, wonderful Kathleen Glenn-Matthews, Deputy Executive Director of the Charlottesville Redevelopment Housing Authority.

Alright, thank you for all that.

Let me just pull up the presentation real quick.

It was the one that was in your packet.

It's kind of exciting this year.

We don't have anyone who's brand new to the annual plan.

I'm going to try to keep things a little shorter this year.

Everyone here was part of working on the mission and vision last year, which is great continuity.

So I am in the process right now of working with our resident advisory board on the annual plan and I'm going to just go over with you our calendar, some of the priorities that have come up in the meetings we've been having and just a discussion about goals and next steps.

So just as a refresher, the annual plan's a list of goals, our policies.

We need to work on it every year.

It's really important for the agency as a whole and a requirement of HUD.

It is due at the beginning of the year for us.

And having this plan and working on these goals is a really good exercise for us as well to just keep us on track with what we need to be focusing on.

So the major steps of the process, as I said before, are meetings with the Resident Advisory Board.

We ask them for thoughts and comments.

We do things a little bit differently.

We don't prepare the plan first and then talk to the RAB.

Resident Advisory Board.

Once we've posted the plan around the end of October we will have public meetings and following that we will have a public hearing for the plan after which we'll ask the board to approve a resolution and after that we submit it to HUD.

Traditionally it's been submitted via email this year it's a brand new portal so we're eager to get things turned in a timely fashion.

There's various certifications that come with the annual plan.

They're consistent with what we've had in the past couple years.

They've just, some of the forms have been updated.

We have to get a form approved by the city manager that usually goes through the Office of Community Solutions and they, occasionally they give us feedback on suggestions they have as well.

We have areas where our chair will sign it as well as our executive director.

And this year our chair will be signing on a portal.

So I'll help set that up so you get a little bit closer.

This is our agenda that we've been working on since April.

I went to a FAR board meeting in April and we just discussed kind of what the process would be for kicking things off this year.

We didn't have to start quite as early because it was just an annual, not a five-year plan.

In July, we had our kickoff meeting and we had a quick refresher for anyone who was new because we did have a lot of new people joining us.

especially with our partners at PHAR.

In August, we really started digging into things a little bit more and hearing a lot more feedback from the group.

We started talking a lot about policy and different things that were gonna be changing over the year.

At our meeting that we had in September, we started really encouraging everyone to be reviewing our current goals that started as of April 1st.

and we started talking about what the focus items were for the group for any new outcomes or goals.

And then in October at that meeting we also talked to the group about actually taking what they had and putting it into a goal which I'll show you in just a moment.

We're going to be trying to post this plan no later than the 28th of this month.

I'm looking to get a rough draft to PHAR within about a week.

I'm just waiting for a few progress notes to get finished on our side.

They just wanted more time as they have a lot of new staff this year.

Public meetings will start in November after we post it.

We're looking at having a series of meetings, which I'll share in just a moment.

All notes that happen, all comments at these meetings will be part of the actual document.

And then as I said before, we'll be submitting this via portal after we get a resolution from you all.

So these are the dates.

that we came up with to have public meetings.

We're still talking about the possibility of, you know, different locations and places.

Instead of onsite, we might even consider having a meeting at PHAR.

We haven't locked down the locations yet, but we will within the next two weeks.

We're looking at, usually the board doesn't have their December board meeting because of the holidays, so we were looking at the board work session to be the date of the hearing and hopefully the board approving a resolution for the annual plan.

And that has kind of been the traditional time we've done it.

If something should come up, there is a little bit of time built in.

So these are the focus items.

that we've been talking about over the summer and the past few months.

A lot of conversations around education.

Education about policy, education about new programs.

Education around new subsidy.

So we're looking at developing different systems for onboarding not only our staff but individuals who are participants in our programs, whether they're moving into a property we own or they're going out into the community with a voucher.

So this was a draft goal that the group worked on together.

We were looking at putting it in place of the goal where we had talked about purchasing software for case management as we have done that and have completed that.

Many of our goals on the annual plan are not, almost all the goals on the annual plan are not changing because we set some pretty lofty goals last year.

We did a complete overhaul and we still are ongoing with almost everything on the list.

So the group wanted to talk about developing educational opportunities for our subsidy programs.

They wanted to talk about how this would be taught.

They wanted to talk about partners being involved in the process.

So this is what they pulled together.

PHAR has a copy of this and I'm still waiting for some feedback, but I just wanted to share this with the group.

and this might get a few more edits before the final draft.

I just need to get some more feedback.

I'm hoping to get it at the PHAR board meeting on Monday night.

These are some other areas we talked about.

Most of these things we have been talking about before, disaster preparedness planning, which is also, Mr.

Sales has made that part of our SOPs, which is really great to tie into everything.

Self-determined services, how we're gonna take the needs we hear and the needs we see in assessments and actually listen to what residents are asking for and bring those programs to fruition.

The three-year transition to a trauma-informed housing agency.

This is going to be a big process.

We're looking at first doing the research around that with our core certification and development of the eviction diversion program that we talked about at the last meeting.

and with this we're also going to be looking at training for staff on how to conduct surveys, training on how to understand the data that comes back and then looking at how we take that information and apply it.

So we have also had a lot of conversation and Mr.

Sales has been working closely with Legal Aid and PHAR on this around policies around preservation of rights through redevelopment.

That is something that is happening and we wanted to commit it as a goal as well.

Increased education around leases.

Some of the resident service coordinators have already started working on some outlines for education programs.

I think we're gonna kick it off with one about housekeeping.

And we're gonna be looking at doing a whole series that will be recorded and happening throughout the year.

We are having a lot of conversations around the non-profit launch.

We're not quite sure yet on timelines, but we wanted to make sure that we're talking to our partners and our stakeholders about this process and what the mechanisms will be.

I just wanted to talk about CORS.

Sure, sure, sure.

Well, I wasn't sure if the board had talked yet to city council.

And then after that we were going to start working on

Right.

So maybe that could be something that we would suggest to get on the November.

To be honest, if it's on the 6-30 agenda, I think either date in November could work.

Oh, really?

So, I know Mr.

Sales was listening, but Miss Carey, Mr.

Sales, and Miss Glenn-Matthews, could you all make a note to send a

communication to City Manager Sanders and I'm assuming, I'm assuming copy Commissioner Payne on it and request that if we can have the preliminary meeting to get this on the agenda for the first meeting in November because it should be pretty straightforward.

Yes, good afternoon.

This is Delphine Carnes.

I just wanted to say that if it's helpful, I can work with John Sales and Kathleen to prepare a proposed draft of the City Council resolution that would approve the creation of the entity by CRHA.

And we can provide additional materials if City Council or the City Manager would like us to.

Okay.

Is that expensive?

Just kidding.

Just kidding, Delphine.

Don't answer that.

She is worth every penny.

No, in all seriousness, I'm fine with that.

Commissioners, I don't know.

Yeah, we all agree.

Sounds like a game plan.

So maybe we can do, and I'm sorry for torpedoing your presentation, Kathleen, but you're doing a great job.

Could we do this, since we have two weeks before our board session, is it possible for a draft resolution to be created and then we could review it at our meeting on the 28th, what date is our meeting?

Two weeks from?

28th.

Oh, I had to write.

Okay.

So could we see a draft on the 28th and then we quote unquote approve and then it would go to the, well, actually I don't think that's enough time.

Well, I don't, it doesn't sound like there's a time crunch.

So the November 18th would be the second council meeting that month as well.

Yeah.

I think that's probably more realistic for us to get a, take a look at it on a 28th.

approve it, send it to the city manager's office, and then they would probably want to mull over it for a week or so, assuming that they would also have questions, and then it could get placed on the council agenda for the 18th.

Would that fit into your timeline as well, Kathleen?

Yeah, I don't have a timeline.

You don't have one?

Yeah.

All right.

Mr.

Okay.

Yeah, we are not in a hurry on our end for this, so if it doesn't make that meeting,

Yeah, okay.

I know Laura isn't here, but Dr. Goldblatt probably would really want this to be moved.

I'm speaking in the spirit of Laura right now because she's worked really hard on the nonprofit thing.

But all right, cool.

So it sounds like we've got a game plan there.

Sorry again for interrupting.

Nope, all good stuff.

All right.

So CORS, I think we've talked a bit about CORS, but I just wanted to touch on it.

It's something we're going to be talking about a lot this coming year as we are training staff to do surveys and conducting these surveys in order to have a certified resident service department.

But they'll be looking at the whole agency and operations as well with this.

We expect to probably

It's good.

All right.

So the board last year drafted a new mission and vision for the housing authority.

So a question I just wanted to pose to the board, we're working on progress notes and it does not have to happen tonight, but I didn't know if the board was wanting to focus on anything with our mission statement or the vision statement.

Okay.

And as I said, this does not need to happen tonight.

You probably would need some time to discuss.

I was just hoping for some feedback on that before the end of the month.

Okay.

Okay.

Thank you.

So next steps, I'm going to be working on getting as much as I can for the rough draft together, which I'm getting really close to our resident advisory board.

PHAR has a new executive director and a lot of new staff, so they're going to be having

a educational process with legal aid to go over the whole plan.

So I wanted to get them a rough draft of that so that they could use that.

We're also going to be getting, have a few more opportunities for feedback with the plan.

as we're compiling all items.

We're wanting to, as I said before, have it posted no later than the 28th and then we'll start the hearing process following, sorry about that, we're gonna have public meetings and then the hearings.

We'll be working with everyone to get everything signed and certified.

We're also going to be posting everything on our website.

There'll be hard copies in every office and we always make it available to any resident advisory board member to have a hard copy if they wish.

So that's what I have.

I don't have any.

Commissioners, you all have any?

I'd like to thank you for a fantastic presentation Madam Deputy Executive Director.

Can I make two announcements?

So one announcement, Prolific is going to partner with City of Promise and host our Halloween Spectacular at Jenkins Park on October 27th starting at 1 o'clock and we are also working on doing a costume drive as part of that and then the CRHA trunk retreat is going to happen on the 31st and so

Candy can be dropped off at the West Haven Center.

And Prolific will have at least one car.

Wes is going to drive it with a skeleton in the front seat to hand out candy.

Or maybe it'll be man-littles.

But regardless, we've got some fun things coming up for the children.

And the one will be the day before our next board meeting.

I've been extorted for candy and now I've been told that I will be driving a vehicle.

Amen.

All right.

Thank you so much.

Do we have any comments from PHAR or the public?

Just wanted to note we do have a pop up voter registration drive that is going to be happening this Saturday at Crescent Halls.

We've been having some great success around that.

So that one was just added.

So that is going to be there.

And also just the notes of the fall festivals that are going to be starting October the 25th will be the first day at Sixth Street.

Thank you so much and we appreciate our partners at PHAR.

If there aren't any other comments from the commissioners?

Another special shout out to John and Kathleen.

They went out to Riverside on Tuesday, passed out, I was about to say candy, but breakfast items to all of the young folk and that concluded all of our sites.

So really appreciate you all for putting that together and the hard work that went into all of that.

So much appreciated and I think that concludes our meeting.

If there's not anything else, I'll entertain a motion to adjourn.

So moved.

Motion moved by Commissioner Payne.

All in favor?

Aye.

All right.

Thank you all.

I've all and told Little, so I was like, I feel like you have the perfect card.

And he's like, which card?

I'm like, the green card.

And he's like, not by check?

That's not a good card.

I mean, yeah, again.

Yeah, yeah, for sure.

All right.