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08/16/04 EWHA Meeting Minutes

EAST WINDSOR HOUSING AUTHORITY
REGULAR MEETING - AUGUST 16, 2004
MINUTES

CALL TO ORDER AND ATTENDANCE
The meeting was called to order at 7:00 p.m. by Chairman Karen Boutin. Commissioners Percoski, LaMay, Legassie, and Mezzetti were present along with AI Regina, our liaison to the Board of Selectman.
Chairman Boutin welcomed Commissioner Mezzetti and said that she hoped she would enjoy her tenure as a Commission member.

ADDED AGENDA ITEMS
Under New Business:
Policy 04-0024T - Key Policy
04-0025 - Inventory
04-0026T/E - Grounds for Rejection Policy

MEETING MINUTES OF:
Regular Meeting - June 21, 2004
The minutes of the regular meeting of June 21, 2004 were reviewed by all commissioners present. A motion was made by Commissioner LaMay, seconded by Commissioner Legassie to accept the minutes of the regular meeting of June 21, 2004 as presented.
LaMay/Legassie
Unanimous

PUBLIC COMMENTS
Alice Samson, Apt. 13 spoke to the fact that her neighbor in #14 is speeding in the parking lot. She was told there was nothing that we could do as the parking lot is a public road and that when the speeding happens, she should call the Police.

Nancy Spencer, Apt. 79, spoke about the gentleman who is taking care of the laundry room on Level 3. She said that he is always irate and very rude to the other people using the laundry room. She was told by the Executive Director that the matter is being taken care of.

BILLS AND COMMUNICATIONS
Check Register - June 23 .. July 14, 2004
The check register of June 23 - July 14, 2004 was reviewed by all commissioners present and all questions answered. A motion was made by Commissioner Percoski, seconded by Commissioner LaMay to accept the check register of June 23 - July 14, 2004 as presented.

Percoski/LaMay
Unanimous

Check Register.. July 21 .. August 11, 2004
The Check Register of July 21 - August 11, 2004 was reviewed by all Commissioners present and all questions answered. A motion was made by Commissioner Percoski, seconded by Commissioner LaMay to accept the check register of July 21 - August 11, 2004 as presented.

Percoski/LaMay
Unanimous

Bank Reconciliation.. June, 2004
The Bank Reconciliation of June, 2004 was reviewed by all Commissioners present. No action necessary as this is informational only.
Bank Reconciliation.. July, 2004
The Bank Reconciliation of July, 2004 was reviewed by all Commissioners present. No action necessary as this is informational only.

REPORTS OF THE EXECUTIVE DIRECTOR

Apartments
We are experiencing an amazing turnover in apartments. We currently have 6 vacancies, which are being reconditioned and will be leased as soon as they are ready. Since July 1, 2004 we have had 10 vacancies due to death,
relocation with family, nursing homes. Although this is a large turnover, we have more than enough names on our waiting lists to fill these vacancies.

I have retained the services of a part-time maintenance person to assist in the refurbishing of these apartments. If we don't have tenants, we don't have money.

Due to this large turnover, the replacement of hot water heaters and showers has exceeded what was budgeted for. We hope to make this up during the year.

Building Expansion
The monies have been released for the building expansion. We expect to out to bid in October, with construction starting in the spring. It is too costly to undertake construction during the winter months.

Audit
Although our audit is supposed to be done every two years, we have decided to do it every year and make the formal report to the State every two years. In doing this, the audit should be less costly and be completed much quicker.

Management Fee
CHFA has been sending bills requesting we send them the management fee that was paid to DECD every year. I have declined to pay this fee to CHFA because the requirement to pay is in State Statute and it specifically states that this fee "will be paid to DECD". I have contacted CHFA regarding this matter, informing them that I have the management fee in an escrow account and will gladly cut a check to them if they can show me that it is legal and the statute has been changed.
I have not contacted our attorney regarding this matter, but I will if the commission so chooses. It was a consensus of the Commissioners present that the money for this management fee stay in the escrow account until further notice.

Water Testing
We have a new lab for our Water Testing. Vallid Labs out of Agawam, MA will be taking over for Spectrum Labs. We were notified by Spectrum Labs that due to monetary constraints and the fact that we are so small, they will no longer be able to provide water testing services to us. I will be meeting with Vallid Labs in the next week or so to go over the tests necessary and a schedule for testing.

Wells
The holding tank is scheduled to be cleaned and disinfected tomorrow, August 17th, by Eastern Drilling. Eastern Drilling will disinfect the holding tank, purge the pressure tanks, and will be chlorinating, cleaning and flushing all the tanks.

REPORTS OF COMMITTEES
There were no reports of committees.

UNFINISHED BUSINESS
A)Community Hall Office Expansion

This was covered in the Report of the Executive Director.
B) Meeting date change - September and November
        The request by Darlene to change the meeting dates in September and November due to a conflict with her class schedule was discussed by all commissioners present. It was a consensus of the Commissioners present not to change the dates.

C) Car removal per East Windsor Housing Authority Policy 04-0023T
Chairman Boutin questioned the Executive Director with regards to the "junk car" which is still in the parking lot. The Executive Director informed the Commissioners present that the owner of the vehicle was spoken to and this issue has been turned over to the Housing Authority attorney for the correct wording and proper procedure in removing this car from the premises. When any additional information is forthcoming, it will be brought to the attention of the Commission.



NEW BUSINESS
A) Quarterly Report - Quarter ending 6/30/04
The Quarterly Report for the quarter ending 6/30/04 was reviewed by all Commissioners present. No action necessary as this report is informational only.

B) CHAS replacement program
A letter was received on August 9, 2004 from Management Computer Systems with regards to the replacement of our existing CHAS program with PHA-Web. PHA-Web using a broadband internet service instead of individual servers and is already being used by some Housing Authorities. This replacement program will be looked into and when any additional information is forthcoming, it will be brought to the attention of the Commission.

POLICY AND PROCEDURES
The following policies were reviewed by all Commissioners present and all questions regarding them answered.
Policy 04-0024T Key Policy
Policy 04-0025 Inventory
Policy 04-0026T /E Grounds for Rejection Policy
The above policies were reviewed by all Commissioners present. A motion was made by Commissioner LaMay, seconded by Commissioner Legassie to accept Policy 04-0024T, 04-0025 and 04-0026T/E.
LaMay/Legassie
Unanimous

EXECUTIVE SESSION
There was no Executive Session.



ADJOURNMENT
A motion was made by Commissioner Percoski , seconded by Commissioner Legassie to adjourn the regular meeting of the East Windsor Housing Authority at 7:44 p.m.
Percoski/Legassie
Unanimous


Respectfully submitted,
Steven D. Knibloe Executive Director

Darlene H. Kelly Recording Secretary