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08/15/05 EWHA Meeting Minutes


East Windsor Housing Authority
Regular Meeting - August 15, 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, Mezzetti and Percoski were in attendance.

ADDED AGENDA ITEMS

        The following items were added to the agenda:

        New Business

        a)      Terrorist Insurance

MEETING MINUTES OF:

        Regular Meeting - June 20, 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 Mezetti  to accept the minutes of the regular meeting of June 20, 2005 as presented.

        Percoski/Mezzetti                       Unanimous

PUBLIC COMMENTS

        There were no public comments.

BILLS AND COMMUNICATIONS

        Check Register - June 22 - July 13, 2005

        The check register of June 22 - July 13, 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 June 22 - July 13, 2005 as presented.

        Percoski/Legassie                                       Unanimous

        Bank Reconciliation June, 2005

        The Bank Reconciliation of June, 2005 was reviewed by all Commissioners present.   No action necessary as this is informational only.

        Check Register - July 20 - August 10, 2005

        The check register of July 20 - August 10, 2005 was reviewed by all commissioners present and all questions answered.  A motion was made by Commissioner Percoski, seconded by Commissioner Mezzetti to accept the check register of July 20 - August 10, 2005 as presented.

        Percoski/Mezzetti                                       Unanimous

        Bank Reconciliation - July, 2005

        The Bank Reconciliation of July, 2005 was reviewed by all commissioners present.  No action necessary as this is informational only.

REPORTS OF THE EXECUTIVE DIRECTOR

        As of this writing, August has been anything but quiet.  Tenant problems and complaints abound and we are experiencing a slight problem with the building expansion and IRS

        Building Expansion

        On August 2nd, Darlene and I attended a meeting at the Town Hall between Linda Roberts (First Selectman), Larry Wagner (grant writer), representatives from SLAM (our architects), regarding the bidding on the project.

        Although we have a two year window to complete the project, someone unknown has been pushing DECD, who issued the grant, to investigate the progress so far.

        At the meeting, Larry Wagner explained that there were procedures and requirements regarding the project that had not been completely met by SLAM, and that it was now critical that we go out to bid as soon as possible.  The SLAM representatives went over the requirements with Larry Wagner and agreed to revise what was necessary.

        It was also reported by SLAM that the initial expansion plans could not be completed with the monies that we have to expend.  The plans have to be revised so that the bids come in at or under budget.  We expect to be ready to go out to bid by September 1st.

        In this same vein, I received a call from Senator LeBeau who was very upset that I had stated at one of our EWHA meetings, although the Senator was taking credit for us getting the grant, I stated that he had nothing to do with it.

        The Senator proceeded to explain to me just HOW State Government worked and that all monies came through HIS appropriation board for distribution and if it wasn’t for him we would have never received the grant.

        This didn’t seem right to me but rather than argue the point I just let it drop until I could research the subject.

        I found that the monies for the Small Cities Grants come from the Federal Government to the State in one large block, in this case around 44 million.  The appropriation committee then automatically “rubber stamps” these funds for the “Grants to Small Cities” and forwards them to DECD when they review all the applications, make the necessary inquiries and the final determination as to who will get a grant and the amount.

        So it appears that the Senator’s Appropriations Committee’s only involvement is accepting a block of money from the Feds for DECD distribution (I will most likely get another call from the good Senator).

        Vacancies

        At the present time we only have two vacancies, both doubles.  We are waiting to fill one until after the monthly meeting as there is a request for a tenant to move to a larger apartment.

        The second apartment, #4, is being held open to serve as our offices during the expansion.

        Audit

        The annual audit is underway and should be completed by the first of the month.  I wish to remind the commission that we are required to conduct an audit every two years but we have found that it is easier, quicker, and less costly to conduct an audit every year then combine the two to send to the State.

        IRS

        We are having a small dispute with IRS regarding Withholding Tax.  It seems that they state that by their accounting we owe them $1800.00, but our records show that we have paid exactly what they say was due.  We have sent them a copy of all our records and they still say we owe them the money.  The matter has been turned over to our CPA to resolve.  (They know how to talk to these people.  Accountants have a language all their own).

        
Miscellaneous

The postage machine has been installed and is operational.  It will be used for larger items until our current supply of envelopes is exhausted.

COX Communications will be installing cable to the offices shortly.  The cable must be run to the building from an existing terminal connected to one of the housing units.  We need high speed internet as CHAS, our housing accounting program, is getting close to putting everything on line.  Once they do this, without High Speed we would be out of business.

Both Darlene and myself attended the seminar on Excel in East Hartford.  The program was very beneficial to both of us.  I will be building more programs with Excel and Access to make our record-keeping easier and quicker.  This will also assist in the annual audits.

I will be sending around a notice shortly to all tenant regarding bee and wasp nest and tenant gardens.  It seems that some tenants are under the impression that anything growing outside the apartments is fair game.  One of our tenants has not been able to harvest a single tomato off the plants that are right next to the apartment.

The electricity in Apt. 32 has been turned off and have advised the tenant who to contact to get some assistance in this matter.

We have had a request from a tenant on the 1st level to move to a larger apartment due to her medical need for an electric scooter and a larger apartment to accommodate her furniture.  As of this writing we have received no documentation from any physician regarding this “medical need”.   There was a lengthy discussion among the commissioners present and it was a consensus that since no electric scooters are allowed in any apartment at Park Hill, that the request of this tenant is denied.
        
REPORTS OF COMMITTEES

        There were no Reports of Committees

UNFINISHED BUSINESS

A)      Community Hall/Office Expansion

We have received a grant in the amount of $425,000 to complete the expansion on the Community Hall.  Due to the amount of monies received and the preliminary cost estimate (in excess of $700,000); the plans had to be revised by SLAM (our architects).  The preliminary drawings for the planned renovations which have incorporated suggested changes to the original drawings were received in this office this afternoon.  As it stands now, with the new set of plans our architects should be able to bring the job in or under the amount of monies available.   We expect to go out to bid on the project in the beginning of September but have no clear idea as to when the renovations themselves will begin.   When any additional information is forthcoming it will be brought to the attention of the Commissioners.

NEW BUSINESS

        A)      Terrorist Insurance

        We have been notified by the Housing Authority Risk Retention Group that there is Terrorism Insurance available if we so desire to purchase it.   It was a consensus of the commissioners present that we not purchase this insurance.
        
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

EXECUTIVE SESSION

        Pending Litigation
        
        A motion was made by Commissioner Percoski, seconded by Commissioner Legassie to go into Executive Session at 7:35 P.M. for the purpose of discussing Pending Litigation 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 8:10 p.m.

        Percoski/Legassie                               Unanimous

No action was taken.









ADJOURNMENT

        A motion was made by Commissioner Percoski , seconded by Commissioner Legassie to adjourn the regular meeting of the East Windsor Housing Authority at 8:15 p.m.

        Percoski/Legassie                                       Unanimous

Respectfully submitted,




Steven D. Knibloe
Executive Director




Darlene H. Kelly
Recording Secretary