Hudson Community Development and Planning Agency, Regular Meeting

1. 0:02Yes. >> We good? >> I'm good. >> Okay. Thank you everyone. This is the December 18th meeting of the HDPA of 2025. Can I get a roll call vote, please? >> Sure. Uh, board member Johnson is not here, but he will be in a little bit. Board member Joiner, >> he present. >> Board member Morris is not present. Board member Smith >> here >> and board member Morante >> here. We have a quorum. >> So, uh, in our packet, we got, uh, Logan sent us the minutes. Can I get a motion to accept the minutes? >> I'll make that motion. >> Can I get a second? Thank you very much. Motion pass. All in favor? >> I. >> Thank you. >> Great. And that brings it to me. I only had one item. um questions uh with the RFI. Chris had sent some responses. Um so we don't necessarily need to go over
2. 1:05that. Um fairly straightforward questions. Um I can talk a little bit about we've gotten some good responses. I think I've sent the full RFI out to four parties. >> I don't know if I can say who I've sent out to. I don't know. I'm going to be hesitant on that side. But four parties, it's a positive thing. And I meant to mail you my list that I had when we first had the initial meeting and had lists. I apologize. >> That's all right. Um Michelle had some good contacts to help me out. So we got it out to a good amount of people and they have till January 22nd if I have my dates right. Um so that's all good. >> So we don't even know who you send it out to the board. >> No, I don't know. Chris, can I tell the board in an open public meeting or is that something that I shouldn't or >> Why don't you circulate that if I could suggest that? You can just circulate the list that you circulated it to and then the folks that requested it. I think
3. 2:07that would be fine. >> Okay, >> let's do it that way. Yeah. >> Um and then that brings us to financials. >> So, you have two invoices. We can start with invoices. Me and RCMP Chris legal counsel. >> Everybody get a chance to see the bills? >> I did. >> Can I get a motion to pay the bills? >> I'll make that motion. I'll second. >> All in favor? >> I motion pass. Thank you. The next item on my financials is um every year the HTF gives money to the HDPI. This is to support administrative costs, especially like the audit. Um, so this year 2025, that number was passed at $10,000. So it being the end of 2025, we need to make that transfer. I would think I would need a vote to do that even though it was part of the budget approved through that process. >> So wait, I'm sorry. Could I just ask you to clarify that? Which contribution are
4. 3:10you talking about? the from the HTF to the HCDPA and it's called administrative costs. >> Administrative fees. Yeah. >> Yeah. >> 10,000 I think. >> And it's because we admin >> Sorry. And this is for >> this is for 2025 or for 2026? >> For 2025. Okay. >> Okay. Is that >> I just want to make sure you clarify that in your minutes. Thank you. >> Yeah. >> So, just say it again, Logan. >> Yep. So, basically, as part of the approved budget for 2025, the HTCPA $10,000. This is kind of supporting the HDCPA because we pay for the audit that covers both organizations and the administrative costs. >> And that 10,000 comes from the grant. >> Yeah. Correct. Okay. Can uh so we need we need a motion to accept the money.
5. 4:12>> Yeah. >> Yeah. >> Can I get a motion to accept the money of this sum of $10,000? >> So move. >> I'll second. >> All in favor? >> I motion pass. Thank you. Okay. And then next um so we have the HTF Hudson roots. Um, so we were all sent that writer and I can also kind of show so the support for Hudson Roots in 2026 um will be $20,000. Let me share my screen and I can kind of show that projected budget >> and that's also coming from >> that's coming from the grant that's coming from HTF. So you can see the 2026 this is the housing trust fund what they will have it's 163858 that's it right now it's more but we still owe quarter three and quarter 4 for the um housing justice director salary reimbursement that's part of that 2025 we still have to pay that so that's taken out there and that $10,000 is also taken out there because that's part of
6. 5:15the current year >> but let it be known that we have not reconciled yet do that is that okay >> yeah we can as long as we reconcile this month for last I think we also because I think the we approved the budget for roots for 50,000. So I think we need to amend the budget, right? Because it's 20,000. Yeah. Right. So how do we do that Chris? Can we do that verbally to amend? >> Well, you mean a motion? >> Yeah. Right. >> Yes. But I guess I was going to ask where does that the recommendations for program expenditures are supposed to come from the housing trust fund board, right? So what was the what was the author what was the recommendation from the housing trust fund board um for this expenditure? >> Yeah. Um so that was at the November meeting. The housing trust fund board made that motion and then those minutes were sent to y'all in no before your November meeting that they adjusted the budget. >> Okay. For some reason Michelle I'm not getting those minutes so I'm not aware
7. 6:17of what you're doing. if it would it would be helpful if I could be copied on those so that I'm aware of what the board's getting. >> Okay. >> Okay. >> So, they made an adjustment to you $50,000 to >> 50,000 to 20,000. That's the Hudson Roots program and >> $50,000 from the Hudson Roots program. You want to adjust it to 20? >> Yes, exactly. >> Okay. And that I believe I don't want to speak for anyone is because they got less than they thought they would from the city of Hudson contribution to the HTF. >> So they made that that that in November >> and then sent it to us and today we are supposed to if it wasn't adjusted we would be agreeing on the 50 right >> without that's that was budgeted. Yeah right. So we just >> to the 50. Okay. But I just >> did they ask us to adjust it or we are doing it. >> No, they adjusted it on the >> Okay.
8. 7:21>> So can can I get a motion to adjust >> motion to adjust the budget from 50,000 to $20,000? >> I will make that motion. >> All in favor? I >> Thank you, Mayor. Did you want to vote? >> Sorry. And Michelle, if I could request, just so I understand, what is the what were there other recommendations that came out of that meeting for the board to consider for expenditures for the coming year? >> Um, no, that was the line that changed. >> Yeah, that was the only thing I can recall in the minutes. There wasn't anything else that we had to >> Okay. and and the revenues that you have identified as coming in um to the housing trust fund this year. I see you have a $40,000. What's the source of that? >> Um there's the the city contribution. There's um the the grants I'm administering the home grant. I'm going to get a payment for to the housing
9. 8:25trust fund for my admin work. And then there's bank interest. and then probably two donations or contributions from trust go county. >> Is that broken down anywhere? >> Yeah, it's broken down in like the housing trust fund when it's in budget. >> Yeah. >> So what is the city contribution end up being >> for 2026? >> 20,000 >> 20. And so and the home grant, what amount is expected for that? Um, it's probably, it kind of depends when we invoice, but there's 50,000 budgeted. Um, so most likely mo it's probably be more than 20,000, but I put in 20,000 in case we end up getting the funds in 2027. And that's why it says estimated as well. >> Right. So what I'm we had previously in
10. 9:29another year we had H HCDPA had a role in administering certain parts of a grant. So does HCDPA have a role in this particular grant? >> No. No. It's the city of Hudson has the grant but >> okay >> it's offsetting it's offsetting my salary. >> So the city is going to contribute more than 20. they're going to contribute a portion of the home grant admin. I'm just trying to understand the sources and what contracts we need to have in place because when we have money coming in from the city, we have to have a contract that reflects that if you recall. >> So, I'm just trying to understand what that contract is supposed to say for this year. >> Yeah, I can't see what is up specifically. Um, I don't think you need it. I think it's was going to end up happening. So there's the 20,000 coming in from the city. So I think that the estimated revenue isn't adjusted because we said it was 40
11. 10:34because we thought we were going to get the total amount. So then it's minus 20 because or minus 25 whatever that we thought we were going to get. So I think it's 23 or something is estimated revenue. But I think the estimated expenditures is less because the city is going to charge less on the invoice to HC to HCPA. So rather than that admin like those, they're not going to come to HCPA. They're going to go to the city and then the invoice for my salary will be less. So the the estimated revenue is whatever it was minus the 20,000, but the estimate expenditure is lower because my salary will be lower coming out. >> Okay. How does that reflect on our books for audits? Yeah, I mean because we have a contract with the city, we can't just transfer money back and forth to the city. So, it's important that I I guess somebody needs to send me the exact amounts and then the votes that you know the board's going to have to vote on that authorized contract for the transfer of funds. So, if if we could get a little more clarity
12. 11:38on that so that we can do that contract as well, please. Because you can't just write checks back and forth, right? There needs to be a service identified in the contract and there needs to be you know a specific dollar amount identified. >> So we take care you do that and then we'll we'll have um Miss Smith and Logan can help facilitate to the incoming uh board on January. >> Okay. So, we do have that that budget um amendment that adjustment for the 30k. Um we are still um whether we want to approve the the rider for 2026 with the Hudson Ridge program. I would think we would need a separate um vote for that. What's the year to date? So, so we're so it's our last meeting. So, what's the year to date on the um the budget for 2026?
13. 12:44>> Yeah, projected for 27. >> Uh I don't have 27. For 2026 with the numbers I have, the end of the year balance at the end of 2026 would be 57,858. >> That that is the the budget. >> That's an end of the year balance. >> End of year balance. >> Yeah. Start of the year you're at 163 and 858. Uh, and then that is taking into account everything we just talked about with the Hudson roots bringing that number down. Um, and the the estimated revenue that I have at 40,000 >> and the CD is at that's what we still have HDA HDF still has. >> Yeah. So, I use the combined sort of CD and what's in that bank account for the total, you know, money that's in this grant that's in the trust fund. So that 163 858 number is both those accounts. >> Okay. And and the the total budget for for next year is what what's the total budget
14. 13:45>> for HTO? >> Yeah, >> it is. >> Including ours the 10,000 >> including HTPA. Yeah. In general. Yes. >> Um I have to pull that back up. >> So we're kind of talking about two different things. So this is the budget before the adjustments have been made because we're making them this meeting. And this is broken up into how they have it when you report this to New York State. So the expenditures are expenditure like the operating expenditures. This is all HCDPA from our bank account. nonoperating expenditures that is from HTF. >> Okay. >> So you wanted the total number. So the total number for HTTPA it's like uh oh the next year it's going to be
15. 14:47$42,200. Okay. Okay. Um the next is you said the weed the >> the rider >> rider. Yeah. >> Did we have any questions on the writer? >> Not at all. >> Chris. So So the writer looks good, correct? And then um we do have the um monthly reports uh right we have monthly reports that the writer the contract says. So yeah. Okay cool. >> Um and the in the writer they have the eligibility how they document the reports what they report what they don't all that sort of stuff is in the writer that's posted to the website and was sent as part of the meeting materials.
16. 15:49>> Okay. You comfortable with the writer, Chris? >> The writer itself? Sure. It's just I want to make sure you have all the audit materials that you need to back up, you know, those payments. Right. >> Right. So, right. So, we would need the the pay the payment to the roots program. Right. >> And do we have and >> the the reports that are specified in the agreement for 2025, you'd want to make sure you have those. Yeah, we have >> the written reports. >> Yeah, I think we're only missing one. I think one, right? Because you didn't have meeting in >> there was nothing. The money was spent down. So, there was nothing to report in November. >> Did Did you submit that though? Like they said no, no meeting, no report. So, we just have that for >> I can do that. >> Thanks. >> Right. But I'm not I guess I'm I'm not speaking about the housing trust funds reports. I'm speaking about Greater Hudson Promises reports about their
17. 16:51expenditure of funds. That's what HCDPA needs to have in its for its books and records, right? >> Not in trust report. >> Yeah, she said yeah, we get those reports. >> It's broken down in the report that Michelle submits from housing trust fund. >> Yeah, we get it every month. >> Right. I understand she makes a report to you. I just want to make sure that Logan and the treasurer are getting the actual reports signed by Greater Hudson Promise for your audit purposes. >> You have copies of that, right? >> Okay, great. Okay. >> Just so um so should we hold off on the writer then so we have that if we sign off on that because other audit purposes should we kind of do it next >> there is no amount time >> what do you have the reports that you could submit like tomorrow or you have like they're they're all put together it's
18. 17:54just sharing I just was designing it directly through the >> Okay So if we if we do the writer and then she submits all that stuff um tomorrow to you >> or we can do the writer and base it on receiving the reports, >> right? >> Okay. >> We can just outline. >> Yeah, that's a condition. >> Well, the writer's already done. >> But can't we approve it with >> authorize it? Teresa, do you mean authorize it but not sign it until you confirm that you have all your reports? >> Gotcha. Okay. Okay. Sounds good. So, can I get a motion to um accept the writer as as written? Everybody got a copy of the writer? We sent it. You sent I remember see >> and then um signature will be none authorized after receiving um Chris receives the report. >> Not me. Not me. >> Teresa should have gotcha. and then to attach it to um the
19. 18:58a for audit purposes. Correct. >> So we authorize it signing until the reports commission. >> Correct. Right. Can I get a motion for that? >> So move. >> Second. >> I'll second that. >> All in favor? >> I oppose any new is that we have to new business. Um let me check. Sorry, I'm just making my notes. All right. Yep. Old business. We have no old business. Uh the uh escrow was closed down with the cover letter sent to the um the legal department that was holding the escrow um following crisis instructions. So that's all good. Um, new business HTF didn't meet. All right. Um, >> I have a question. Um, so you guys authorize for the writer. So then when
20. 20:01is the when will that be like January? Can you do that in the new year or you have to wait till the next meeting? >> It would be probably January. >> January. So like but you don't need a meeting like January. >> It would be January meeting. There was a meeting that needed that. >> It would be probably put on the agenda, right, Chris? We could put that on the agenda because once we get that signed, it could be done in January, right? >> I thought you I thought your intention I thought your intention was to authorize the execution of the writers subject to submission and review of the required um uh reports that are in the the prior year agreement. So once those come in, you would be in a position to be able to sign it, but you need to, you know, >> right, to sign the rider, >> right? So So then we could do the payment, too, for the for the 20,000 hours the same. >> Well, the payment is come is next year. So you're not you're you're contracting
21. 21:05for 2026. >> 26. That's what I said. All right. >> Right. So the payment wouldn't be until 2026. >> That's right. I think Logan makes a check like the first week of January because this board might not meet until early February. So, >> I then Michelle, the board's going to have to meet when it meets. I mean, you know, this is for a 2026 contract. So, >> right, but what has to happen at that meeting to OEL like enable Logan to sign the check? I guess my question. Well, what the earliest the first meeting that they meet for 2026, he'll put it on agenda. >> Well, I think financials in the next meeting or like what are we going to be are we voting on to get this? You know what I mean? Like >> yeah, I think Michelle's question is is authorizing this rider also authorizing that check in early 2026 or do we need another meeting another resolution to authorize that check? >> Right. But your procedures your procedures have always been that you're
22. 22:09authorizing invoices that are submitted, right? >> That goes to your that goes to what your internal procedures are. >> And you're I don't you do you I don't think you you have authorized anything to be expended unless the boards reviewed the voucher. Right. >> Right. So, we need to receive an invoice from Hudson, Greater Hudson Promise prior and then we would need a vote in order to pay that invoice. >> I mean, I was going to suggest that the board might want to schedule a meeting anyway so that there's a tenative meeting on the agenda and then, you know, if that needs to be modified, it needs to be modified. But, um, it would be good to schedule a first meeting, an organizational meeting for 2026 anyway. >> Yeah. Typically, because we're the fourth Thursday, we are after the um organizational meeting of the common council because that's basically what we're waiting on to is minority and majority president of the common council, right? >> Um so typically in January, we have our organizational meeting that fourth
23. 23:15Thursday because all that has already happened in the common council, right? >> So the appointees of this board would already be >> Yeah, they should be if it happens as I've seen it happen. Right. Yeah. Yeah. Nothing can happen until the organizational meeting anyway for the council in December. >> It's got to be 2026. >> Yeah. >> We're we're talking boys. Sorry. Okay. Um, next. I'm sorry. Next. Got me distracted. >> So, just for clarity, we need to receive an invoice and we do need a vote from our common council. That is common procedure. That's our proper procedure. Correct. >> Right. to cut the check. >> Got it. Okay. >> They would be authorized to make the payment, but they have to do the invoice and just like we do every all the bills, pay the bills. >> Got it. >> Okay. >> Okay. >> So, does that answer Yeah. >> It's just helpful to give comments a heads up of like when they can expect. >> Yeah. So, that would probably be end of January.
24. 24:18>> Um, okay. That brings us all the way to public comments. Yeah. Um, public comments. Yeah, public comments. >> Happy new year. >> Thank you. Happy holidays. Thank you. If there's no more public comments, can I get a motion? >> Come on. >> Motion. >> Thank you. >> I'll second it. >> Thank you. All in favor? I. >> Have a great holiday. >> Thanks everyone. Thanks Chris. >> Thank you. Thank you. >> Thank you Chris. Thanks Michelle.

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