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06/20/5 EWHA Meeting Minutes-

EAST WINDSOR HOUSING AUTHORITY REGULAR MEETING - JUNE 20, 2005 MINUTES
CALL TO ORDER AND ATTENDANCE
The meeting was called to order at 7:00 p.m. by Chairman Karen Boutin. Commissioners LaMay, Legassie, and Percoski were in attendance. Commissioner Mezzetti was absent.
ADDED AGENDA ITEMS
The following items were added to the agenda:
New Business
a)
Postage Machine
--
MEETING MINUTES OF:
Regular Meeting - May 16, 2005
The minutes of the regular meeting of May 16, 2005 were reviewed by all commissioners present. A motion was made by Commissioner Percoski seconded by Commissioner Legassie to accept the minutes of the regular meeting of May 16, 2005 as presented.
Percoski/Legassie
2 - Opposed 2 - Accepted
PUBLIC COMMENTS
Elizabeth Blondin, Apt. 43, had a comment to make regarding the tenant in #32. Ms: Blondin feels that #32 is a "flop house", with people coming in at 3:00 a.m. which is disturbing her sleep and wanted to know what was going to be done about it.
Chairman Boutin responded by saying that that issue would be discussed in Executive Session.
1


BILLS AND COMMUNICATIONS
Check Register. May 18. June 15, 2005
The check register of May 18 - June 15, 2005 was reviewed by all commissioners present and all questions answered. A motion was made by Commissioner LaMay, seconded by Commissioner Percoski to accept the check register of May 18 - June 15, 2005 as presented.
LaMay Percoski
Unanimous
Bank Reconciliation.. May, 2005
The Bank Reconciliation of May, 2005 was reviewed by all Commissioners present. No action necessary as this is informational only.
REPORTS OF THE EXECUTIVE DIRECTOR
Apartment Vacancies
We currently have three (3) vacancies, 2 because of tenants moving and 1 because the tenant passed away. All 3 apartments should be ready and occupied the end of July. Hopefully, we will now b able to keep Park Hill at, at least 98% occupancy.
2005-2006 Management Plan
The Management Plan was revised to reflect increased revenue from rents and resubmitted to CHFA for their approval. CHFA has in fact approved our plan, with the "increase in Base Rent, which we will institute as of July 1, 2005.
Base Rent Increase
Letters went out to all tenants explaining the Base Rent and our need to increase it. The proposed increase will only affect one tenant at this time. The 2005-2006 Management Plan _effects this increase in the Base Rent.
Building Expansion
The- "Invitations to Bid" went out and on Tuesday, June 14, 2005 we had a pre-bid inspection at Park Hill for all prospective bidders. Six contractors came to this inspection, they will be the only ones allowed to bid on the project.
2


Bids have to be in by July 1, and they will be opened at 11:00 a.m. on July 1st at the Town Hall. Contracts will not be awarded until all bidders have had a background check, previous sites visited, etc.
Possible Evictions
Two tenants have been requested to "Quit Possession" of their apartments before formal eviction proceedings are started. I do this to try and keep them from having a formal eviction on their file so they can get another apartment somewhere else. You have copies of "Confidential" letters in your packets.
I would also like to mention the newspaper articles involving Sen. LeBeau and our "non-response" to the survey regarding the Resident Services Coordinator. The survey that was forwarded to this office was basically inquiring as to if there was money made available by the State would we be interested in having a Residents Services Coordinator and our answer was yes as long as we did not have to pay for the RSC. I honestly feel that because it was stated in the survey that we could not afford the services of an RSC on our budget, that this was the reason they could not find my returned survey. Sen. LeBeau has done nothing to assist this housing authority and/or our residents and I take affront at his statement that he helped in getting the grant for our renovation.
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)
Base Rent Increase
- This proposed increase has been requested by CHFA due to the fact that our base rent was lopsided. The base rent is so low that it looks like we are collecting more rent than we actually are. The current base rent is $60.00 for an efficiency and $75.00 for a, double and we are proposing an increase to $75.00 for an efficiency and $90.00 for a double to go into effect on July 1st. At the present, time, the change in base rent will only affect one resident in this complex and that person will be notified of the adjustment.
If there are no objections to the change in the base rent, CHFA will be notified and when their approval is received another letter will be sent to all tenants informing them of this fact.
There was no public (tenant) input either for or against this increase.
3


NEW BUSINESS
A)
Postage Machine
We have been looking into the feasibility of purchasing a postage machine to help cut down on the costs of postage; including the pre-stamped envelopes, mailing larger envelopes and packages which invariably have more postage on them than was necessary, the accessibility to the Broad Brook Post Office which is closed every day from 1:00 to 2:00 making it very difficult to get there during the course of the work day. We have contacted Pitney Bowes regarding a postage machine and the cost will be $45.00 for the machine with a 54 month contract. The postage can be obtained over the phone and the cost will be charged off to the company credit card.
The postage machine will have a user code and we will be able to identify who is using the machine and how much postage is spent on a daily, weekly or monthly basis. This will also eliminate some of the "waste" - discarding pre-stamped envelopes because of addressing errors, the "black hole" that seems to swallow up stamps and the time and energy of going to the post office to weigh packages, mailings etc. Another reason for purchasing the postage machine is we are anticipating a lot more mailings as we get further involved in the renovations of the community hall.
A motion was made by Chairman Boutin, seconded by Commissioner Legassie to purchase a postage machine for the 54 month contract.
Boutin/Legassie
Unanimous
POLICY AND PROCEDURES
There were no new Policies and Procedures.
A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to take a 5 minute break to allow the resident's time to leave the meeting before Executive Session.
Percoski/Legassie
Unanimous
4


EXECUTIVE SESSION
Pending Litigation Employee Review
A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to go into Executive Session for the purposes of discussing Pending Litigation and Employee Review to include the Executive Director and the Administrative Assistant.
Percoski/Legassie
Unanimous
A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to come out of Executive Session at 8:25 p.m.
Percoski/Legassie
Unanimous
MOTION: After a lengthy discussion, a motion was made by Commissioner Legassie seconded by Commissioner Percoski to give the maintenance personnel a $.25/hr increase in pay effective July 1, 2005.
Legassie/Percoski No further action was taken.
Unanimous
ADJOURNMENT
A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to adjourn the regular meeting of the East Windsor
Housing Authority at 8:30 p.m.
Percoski/Legassie Respectfully submitted,
Unanimous
Steven D. Knibloe
        ,
        Executive Director
Darlene H. Kelly Recording Secretary