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Budgets, Board Debates, and a Leak at Murray Manor

Geauga Metropolitan Housing Authority (GMHA) -  August 19, 2025 

Meeting Info: Regular meeting held on August 19, 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 and virtual, with the Board Chairman being the only remote attendee.

 

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 four 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: May Regular Meeting

Minutes from the June 2025 regular meeting were reviewed. A motion to approve the minutes was made and seconded, and the motion passed without objection nor abstention.

5. Financial Statements 

• Financials for Public Housing, HCV/Section 8, and Non-Federal funds were received and discussed.

• Key note: July operating position appears to be 60% of the full year budget. However, once the capital funds are moved to the balance sheet as assets, the operating position is 41%, which is actually under budget.

• Issue: Severe, unexplained, ongoing water usage spikes at Murray Manor (alerts >200 gallons/hour; daily alerts).

  • Maintenance is inspecting units; one leaking water heater was replaced.

  • Vendor to perform underground camera leak inspection (~$3,400). Cost expected to be worthwhile and affordable within the current budget.

  • The water utility has been contacted; meter verified. Large prior main break referenced as insurance issue.

• Action: Motion to receive/approve financials passed 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.

a. Programs Report

No specific information from the program reports summary was discussed during the meeting.

b. RAD (Rental Assistance Demonstration) Conversion 

• National cap previously raised to 455k units. There is a proposal now to remove the cap entirely, signaling a stronger push by HUD (Housing and Urban Development) toward RAD conversions.

• Technical Assistance (TA): Prior HUD TA contract was canceled; HUD reportedly re-activated TA. Ms. Farrell expects contact from a new TA provider (field office checking status). There is no cost to GMHA for TA.

• Strategic preference remains to self-fund early RAD steps before layering tax credits to reduce complexity.

• Reviewer Note: The conversion to RAD has been an ongoing discussion at the GMHA Board meetings since the fall of 2024. See LWVG Observer report from September 17, 2024 for the initial Board discussion of RAD.

c. Vacant Lots

Ms. Farrell reported that valuations were received and emailed to the board (for information). She has spoken with state/community representatives about potential uses.

d. HCV SEMAP (Housing Choice Voucher – Section Eight Management Assessment Program)

Letter circulated to the board. GMHA achieved High Performer (context: strong performance given tight voucher utilization market). Reviewer Note: See here for more information on this HUD assessment program.

e. Grant Opportunity

Ms. Farrell shared information with the county Job & Family Services team on a Housing Portability Crisis Research grant. GMHA offered support if they apply.

f. GovDeals / Asset Sales

Surplus disposals produced $20,906 in proceeds. The remaining surplus items were donated or disposed of per prior board resolution.

g. Equalis Group (co-op purchasing)

Tabled to a future meeting by board agreement.

h. Potential Public Housing Authority Budget Cuts

Ms. Farrell continues to monitor federal actions relating to the budget.

i. Housing Opportunity Through Modernization Act (HOTMA) updates (effective Jan 1 going forward)

• Dependent allowance +$20; Elderly/Disabled household allowance +$150 with future inflation indexing.

• Imputed interest rate set to 0.4% with HUD (not Public Housing Authorities) now handling updates.

j.  Success Stories

• Resident commendation for John Hull (maintenance) for going above and beyond on a work order.

k. Family Self-Sufficiency (FSS) Program

• A new FSS Coordinator started (full-time, grant-funded).

• Target caseload ≥25 (current ~20); HUD benchmarks include increases in participant earnings and other outcomes. Participants sign contracts; escrow savings accrue as rent rises. If the grant lapses, then GMHA would assess absorbing the position vs. other openings.

Old Business

a. Organizational Chart & Hiring Plan

• Tabled to the next meeting.

• Board discussion: Mr. Walter Claypool asked for a true hiring plan (workload analysis, roles actually performed vs. job descriptions, staffing needs/forecast, and prioritization under possible budget cuts).

• Several board members expressed a desire to start with a current, accurate organizational chart that reflects the organization as it exists today, then derive the plan.

b. Policy Modification – Board role in hiring

• The board debated board oversight vs. Executive Director authority regarding the hiring process, with Mr. Claypool being interested in a greater degree of oversight than the other board members.

• Motion (compromise adopted): “The Director shall advise the Board in advance of the intent to hire a new employee and provide a summary of the position and candidates in a timely fashion.”

  • Passed 4–1 (Yes: Markley, Kemerrer, Petruziello, Claypool; No: Grassman).

  • Note: Board reaffirmed that new positions (not on the organizational chart) still require board approval per policy.

c. Virtual Meetings Policy

• Mr. Claypool requested a more specific review of the current policy on virtual meetings with regard to the Ohio Revised Code to ensure the board is fully complying with the law.

• This was then tabled for legal review/clarification and potential policy drafting.

d. Social Media Policy

• A policy statement was presented (informational-only accounts; comments/Direct Messages limited due to lack of 24/7 monitoring).

• The policy has record retention implications (ensure retention schedule covers social posts/aging).

• The policy was approved contingent upon confirming/adjusting the records retention policy to cover social media. Passed unanimously by roll call.

e. Executive Director Job Description

• No prior formal job description existed (only the employment contract).

• An Executive Director job description was provided.

• The job description was adopted now with the option to modify after board review. Passed unanimously by roll call.

New Business

a. UPCS (Uniform Physical Condition Standards) 100% Inspections

• Contract renewal with US Inspection Group, not to exceed $2,187 for 10/1/2025–9/30/2026 (no increase; last option year). Approved unanimously. 

b. Fire Safety System Inspection/Repair Services

• Contract renewal with Continental Fire & Security, not to exceed $20,767.92 for 10/2025–9/2026 (+$988 vs prior year; last option year). Approved unanimously.

c. Legal Services

• Current agreement expires 12/4/2025. Board authorized Request For Proposal (RFP) issuance (reviewed by legal). Approved unanimously.

d. Accounting Services

• Board authorized RFP (Request for Proposals) issuance; scope vetted with current accountant and legal. Approved unanimously.

e. Trash Removal Services

• Contract renewal (continuation of current provider) not to exceed $25,140 for 11/2025–10/2026, no increase, one option year remaining. Approved unanimously.

f. Asset Disposal

• Broken exterior lamp post (plow damage; base sheared) declared surplus/disposed of. Approved unanimously.

9. Hearing of the Public

Two residents from Murray Manor spoke:

• Resident #1 (Laura K.): Asked why security cameras aren’t reviewed for smaller incidents (e.g., freezer theft) unless exact time is known.

  • Executive Director response: Cameras are intended for significant incidents; with limited staff, a 3-hour window helps. She noted that footage retention is finite and depends on server capacity and number of cameras.

• Resident #2 (Russel S.):

  • Asked about guest parking enforcement (boyfriends repeatedly parking in tenant spaces). Staff asked him to share photos with management for follow-up.

10. Executive Session

None.

11. Any Further Business

None.

12. Adjournment

The meeting adjourned at 5:09 pm.

Next Meeting:  September 16, 2025 at 4:00 pm at Murray Manor.

More information about the Geauga Metropolitan Housing Authority can be found here. 

Observer: David Lewis

Editor: Carol Benton

Reviewer: Sarah McGlone

Date Submitted: 8/26/25

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