Manager’s Report 2017

Housing for the Elderly & Handicapped of Newport

Site Manager’s Report 2017

I have been working as Maple Manor’s Site Manager for nine years. I would like to share with you what has happened in this past year.

Resident Selection– Maple Manor had 5 move outs/ins/transfers in the last 12 months. When a new resident is about to move in there is a number of steps that need to be taken to assure a residents’ eligibility. Those steps are also taken on a yearly basis thereafter. Maple Manor’s 40-unit Project is at full capacity, with a waitlist of 46. The waitlist for Maple Manor is currently open. If the waitlist is closed, I still accept applications but the applications are put in an inquiries file. Once the waitlist is re-opened I will put the inquiry file applicants on the waitlist according to date and time the applications are received. The waitlist is updated once a year.

During 2017 five (5) tenants left/transfer Maple Manor.  Three of those moved to other locations, one eviction and one passed away.   It’s interesting to note that in total those tenants lived at Maple Manor for 19 years.

When an apartment is vacated it is completely refurbished before a new tenant moves in.  The unit is professionally cleaned, and flooring (carpeting and vinyl) is replaced if needed, as are appliances.  Units are also painted if necessary.

At this time Maple Manor/ Elmwood is fully occupied with 46 residents.  9 of those residents are men and 37 are women.  Four couples live at Maple Manor/Elmwood and the remaining tenants are single.  The average age of tenants is 74 for men and 77 for women. 


Administrative / Financial Issues

Maple Manor’s contract with HUD renewed on March 1, 2015 and will continue for a twenty-year period. With this year’s OCAF, (operating cost adjustment factor) rent will be adjusted to $935 per month, up from $917, effective March 1st.

External training– As HUD rules and regulations change routinely it is critical that staff has the training they need to insure they adhere to the regulations appropriately. Maple Manor maintains membership in the Granite State Managers Association which also provides needed training as well as opportunities for networking. I also have had several Web/Tel Span Conference Trainings on the EIV (Enterprise Income Verification) system and HUD changes including Annual Security Awareness, Auditing files, documenting resident violations, One Site Updates and Communications with Tact. EIV is a web-based system that contains employment and income information on individuals who participate in HUD rental assistance programs. All Public Housing Agencies are required to use HUD’s EIV system.

External Reviews- Maple Manor’s annual HUD review was completed in April 2017. The review included areas of general appearance and security, follow-up and monitoring of project inspections, maintenance and operating procedures, leasing and occupancy, tenant/management relations and general management practices. I am very happy to report that based on the areas reviewed the report reflects an overall Above Average rating.


Charlie Anctil responds to routine maintenance issues at Maple Manor.   Charlie has been in his position for one year.  Maintenance issues Charlie responds to may be called in by residents or identified during routine, quarterly inspections.  In 2017 Charlie responded to 275 maintenance issues (I have attached a service request list report).   After each maintenance request is completed, residents are contacted by me to insure the issue was resolved to his or her satisfaction.    If outside contractors are needed, residents are informed of that need, and they are provided a time frame for when the issue will be addressed.  When outside contractors are hired, Maple Manor requires a certificate of insurance naming Maple Manor as an Additional Insured. Last year residents indicated satisfaction with how maintenance requests were handled 100% of the time.

Charlie and Chris also respond to emergent issues that occur outside of normal business hours.  In 2017 there were 96 calls made to Woodlawn’s emergency number Those calls included responding to concerns regarding residents’  Heaters, plumbing issues, snow falling from solar panels and assisting residents who had locked themselves out of their units, and lights going out.. The emergency number is available to residents 24 hours/day 7 days/week. Each resident is given a refrigerator magnet so the telephone number to call is close at hand when needed.


Alarm Monitoring- During the past twelve months the Fire/EMS/Police departments have responded to four medical and six fire alarms at Maple Manor.

Capital Improvement- Maple Manor has done several projects this year, those include:

  • Replacement of carpet and linoleum throughout in 2 units,  linoleum replacement throughout in 2 units, carpet only in 2 units
  • Replacement 3 refrigerators, 2 hoods
  • Replacement of 5 stoves
  • Replacement 2 countertops
  • Replacement of 5 kitchen cabinets
  • Replacement of 4 bathroom tub/shower unit to a walk in shower
  • 6 new cameras installed outside of Community Room
  • 6 exterior door were replaced, plus a new door in the Community Room with electric locks


Elmwood at Maple Manor- Both units have been occupied since its opening Feb. 1st 2013. Elmwood now also has a waiting list of 3.

Resident Activities– Maple Manor offers residents a wide variety of activities throughout the year.  Monthly resident meetings provide an opportunity for residents to meet with the Site Manager to share concerns they have and learn about what’s being planned.  Attendance at these meetings is typically low unless there is a general concern or interest in something specific that’s happening on site.  However, minutes are provided to all residents so they are aware of the discussion and may feel a part of the meeting without actually attending.

I like to have the residents’ involved in the Community bby organizing the Annual dinner, Annual Chicken barbeque as well as several other barbeques throughout the summer. The residents also enjoy the Annual Thanksgiving Dinner and Holiday parties. Bingo/birthday party is held once a month in the Community Room, with myself calling the numbers, I also coordinate events with Connecticut Valley Home Care, Blood Pressure Clinic once a month..

Volunteers for Peace spend an afternoon at Maple Manor each year during their visit to Newport, exchanging information about their countries and culture while enjoying an ice cream social.  It’s a wonderful opportunity for residents to learn more about another’s background while sharing a bit of their own history as well.

A monthly calendar of events is posted that lists the bingo schedule, blood pressure clinics, the weekly social, and other potluck luncheons, barbecues, and other activities that are planned for residents.  The calendar typically has a “special event” sometime during the month, depending on holidays, etc.

Residents celebrate holidays together throughout the year, decorating the community room for Christmas, Valentine’s Day, St. Patrick’s Day, Easter, Memorial Day, Fourth of July, Halloween, and Thanksgiving.  Thanksgiving is celebrated with a complete roast turkey dinner that is very popular.   At Christmas residents share a decorated tree, and enjoy a luncheon with gifts for everyone.  Many of the other holidays include theme-related activities for residents with prizes for participation.  On Valentine’s Day, for example, the resident wearing the most red items wins a prize.  Occasionally someone is at the piano, which only adds to the festivities.

Satisfaction Survey- Residents are given a satisfaction survey to fill out biannually. Based on the resident surveys in 2017 the residents are very happy at Maple Manor and with on-site management.

Woodlawn Care Center enjoys its relationship with Maple Manor and values the trust the Board of Directors has placed with our Agency.  We are very proud of the accomplishments we have made at Maple Manor, and we look forward to working with Maple Manor for many years to come.

Respectfully submitted,

Jaye Stilwell, Director of Housing