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03/21/05 EWHA Meeting Minutes

EAST WINDSOR HOUSING AUTHORITY
REGULAR MEETING - MARCH 21, 2005
MINUTES

CALL TO ORDER AND Attendance
The meeting was called to order at 7:00 p.m. by Chairman Karen Boutin. Commissioners Legassie, Mezzetti and Percoski were in attendance. Commissioner LaMay was absent.

ADDED AGENDA ITEMS
There were no added agenda items

MEETING MINUTES OF:
Regular Meeting" January 18, 2005
The minutes of the regular meeting of January 18, 2005 were reviewed by all commissioners present. A motion was made by Commissioner Legassie seconded by Commissioner Percoski to accept the minutes of the regular meeting of January 18, 2005 as presented.  
Legassie/Percoski
Unanimous
PUBLIC COMMENTS
There were no Public Comments

BILLS AND COMMUNICATIONS
Check Register - January 28... February 23, 2005
The check register of January 28 - February 23, 2005, was reviewed by all commissioners present and all questions answered. A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to accept the check register of January 28 - February 23, 2005 as presented.
Percoski/Legassie
Unanimous
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Check Register March 2 - March 16, 2005
The check register of March 2 - March 16, 2005 was reviewed by all commissioners present and all questions answered. A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to accept the check register of March 2 - March 16, 2005 as presented.
Percoski/Legassie
Unanimous
Bank Reconciliation - January, 2005
The Bank Reconciliation of January, 2005 was reviewed by all Commissioners present. No action necessary as this is informational only.
Bank Reconciliation - February, 2005
The Bank Reconciliation of February, 2005 was reviewed by all commissioners present. No action necessary as this is informational only.

REPORTS OF THE EXECUTIVE DIRECTOR
2005-2006 Budget
The preliminary budget for the 2005/2005 fiscal year was presented to all commissioners present with the request that they look it over and be prepared to discuss at a following meeting.
Building Expansion
The plans for the building expansion have been received and to the best of our knowledge, have gone out to bid. When any additional information is forthcoming, it will be brought to the attention of the commission.
Vacancies
We currently have 10 vacancies, two of which should be leased by the end of this week and 4 more by the end of the month. Because of the large number of vacancies at this time we are losing approximately $2700.00/month rental income.
Because of all the recent snow storms and the extent of some of the renovations, we have fallen behind.


2 Snow Removal - Company truck
Because of the severity and frequency of the snow storms in the last month or so, our snow removal budget is depleted. Because of this a new policy has been instituted regarding snow removal and over time in general. Unless, it is an emergency, all employees will have to get authorization from the Executive Director or his designee prior to working any hours over and above their normal hours. Hopefully, this will stop unnecessary snow removal.
During one of the storms in February, reverse in the company truck burned out. The repairs were covered under warranty but we were without the vehicle for several days. Gary was authorized to use his vehicle for necessary snow removal at $25.00 hour.
Tenant Problems
All active tenant problems have been resolved for the time being. This includes the pending eviction which has been resolved as of this writing.
Apartment Inspections
Due to the large number of vacant apartments and the extreme winter weather that we have been experiencing the annual inspection of the apartments has been put on hold. What we are doing is when a service call comes in, the maintenance personnel do an apartment inspection at that time and if a problem is discovered it is dealt with. If all goes well, we plan on inspecting the remaining apartments sometime in the middle of the year.
Building Monitors
__
A memo has been sent to all residents requesting Building Monitors. We have had a good response to this request and should be having a meeting with all prospective monitors sometime in the next few weeks.
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.
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B)
Yellow-dot program/TRIAD
Per the request of Commissioner LaMay, the yellow-dot program or TRIAD has been looked into. This is a program which is administered by the Police Department and I will set up a meeting with the Chief regarding this matter and report back to the commission at a future date.
NEW BUSINESS
A)
Dwelling Lease Update
The new Dwelling Lease which incorporates some of our existing policies, i.e. pet policy and continued occupancy policy, was reviewed by all Commissioners present. After a discussion regarding the updating of the Dwelling Lease, a motion was made by Commissioner Legassie, seconded by Commissioner Mezzetti to accept the new lease and put it into effect as soon as possible.
Legassie/Mezzetti
Unanimous
B)
Request for housing under the age of 62
An e-mail from Linda Roberts was received regarding a resident at Easy Living Suites who will turn 62 in the fall. Although State Statute requires that a person be either 62 years of age or on Social Security Disability to be eligible for residence in an elderly housing complex, an application was forwarded to her. We have not received it back, but when we do she will be put on our waiting list.
C) Telephone and High Speed Internet Service
The Executive Director has looked into the Telephone and High Speed Internet Service through many carriers and the carrier with the best package is Cox Communications. We will be able to stay with the Centrex system (the town telephone system) but will have the capacity for four (4) lines with a dedicated DSL line. The cost of this system will be approximately $100/month and we can sign an agreement for five (5) years.
A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to contract with Cox Communications. for the telephone and high speed internet service.
Percoski/Legassie
Unanimous
4


POLICY AND PROCEDURES
05-0027 - Tenant Grievance Procedure
The Executive Director handed out two samples of this policy - one using the Board of Commissioners as the Grievance Board and another using an outside hearing officer. After a lengthy discussion, a motion was made by Commissioner Percoski, seconded by Commissioner Mezzetti accepting the Tenant Grievance Procedure using the Board as Commissioner as the Grievance Board.
Percoski/Mezzetti
Unanimous
05-0028 - Tenant Relocation
A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to accept Policy 05-0028 Tenant Relocation as presented.
Percoski/Legassie
Unanimous
05-0029 - Apartment Inspection
A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to accept Policy 05-0029 - Apartment Inspection as presented.
Percoski/Legassie
Unanimous
EXECUTIVE SESSION
        ""';' 'j#
There was no Executive Session
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ADJOURNMENT
A motion was made by Commissioner Percoski, seconded by. Commissioner Legassie to adjourn the regular meeting of the East Windsor
Housing Authority at 8:00 p.m.
Percoski/Legassie
Unanimous
Respectfully submitted,
Steven D. Knibloe Executive Director
Darlene H. Kelly Recording Secretary
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