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March 17, 2008 Meeting Minutes
East Windsor Housing Authority
Regular Meeting – March 17, 2008
Minutes

CALL TO ORDER AND ATTENDANCE

        The meeting was called to order at 7:00 p.m. Chairman Karen Boutin, Commissioners LaMay, Lamb, Legassie and Percoski were in attendance, along with our liaison to the Board of Selectman, Dale Nelson.

        Before the meeting officially began, the Executive Director introduced all of the commission members and welcomed Elizabeth Lamb as our new commissioner and Dale Nelson as our liaison to the Board of Selectman.

ADDED AGENDA ITEMS
        There were three added agenda items:

        Under New Business
        2008 Meeting Dates
        Bus for disabled/mentally challenged residents
        Feeding of animals

MEETING MINUTES OF:

        Special Meeting – November 13, 2007

        The minutes of the special meeting of November 13, 2007 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 November 13, 2007 as presented.

        Percoski/Legassie               Unanimous

PUBLIC COMMENTS

          There were no public comments
           
BILLS AND COMMUNICATIONS
        Check Register – November 7 – December 12, 2007

        The check register for November 7 – December 12, 2007 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 November 7 – December 12, 2007 as presented.

        Percoski/Legassie                               Unanimous

Bank Reconciliation November, 2007

        The Bank Reconciliation of November, 2007 was reviewed by all commissioners present.

Check Register – December 19, 2007 – January 16, 2008

        The Check Register for December 19, 2007 – January 16, 2008 was reviewed by all Commissioners present and all questions answered.   A motion was made by Commissioner Percoski, seconded by Commissioner Lamb to accept the check register of December 19, 2007 – January 16, 2008 as presented.

        Percoski/Lamb                                   Unanimous

Bank Reconciliation, December, 2007

        The Bank Reconciliation of December, 2007 was reviewed by all commissioners present.

Check Register – January 23 – February 13, 2008

        The Check register for January 23 – February 13, 2008 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 23 – February 13, 2008 as presented.

        Percoski/Legassie                                       Unanimous

Bank Reconciliation, January 2008

        The Bank Reconciliation of January, 2008 was reviewed by all commissioners present.

Check Register – February 20 – March 12, 2008

        The Check Register of February 20 – March 12, 2008 was reviewed by all commissioners present and all questions answered.   A motion was made by Commissioner Percoski, seconded by Commissioner Lamb to accept the check register of February 20 – March 12, 2008 as presented.

        Percoski/Lamb                                   Unanimous

Bank Reconciliation, February 2008

        The Bank Reconciliation of February, 2008 was reviewed by all commissioners present.


REPORTS OF THE EXECUTIVE DIRECTOR

New Commissioner

        As you all know by now we have a new commissioner, Elizabeth (Betti) Lamb, who was appointed to take Ruth Mezzetti’s place.   I believe that she will be a valued asset to the board.

Apartments

        We currently have three vacant apartments: 9 (Double), 13 and 30, in different stages of rehab.   Though our waiting list is getting short, we currently have people available for these apartments.

Community Service

        We have a young lady, Lilliana Chase from town, who is doing 29 hours of community service at Park Hill cleaning and painting vacant apartments.

Well Water Training

        Both Gary and Darrell have been re-certified as water system operators by the Department of Health until December, 2010.  They must be re-certified every two years by attending in-service training approved by the Health Dept. and accumulate 20 TCH’s of training.
        This month they attended two training courses and accumulated 8 TCH;s each.

Roofs

        I have been in contact with CHFA trying to get approximately $65,000 to replace the roofs on 7 buildings.  Unfortunately, to date we have not been able to get together for a meeting with the financial people.   Another meeting is scheduled for April.

Tenant’s Handbook

        I am currently in the process of putting together a tenant’s handbook of rules, regulations and procedures of Park Hill.  When it is completed, it will be presented to the commission for approval.

Rent Reevaluation

        We are well into the process of rent reevaluations.  It should be completed by the first or second week of April.  Once this is completed, I should have the 2008 – 2009 budget ready for the May meeting.


Mechanical Room Damage

        In November, after a family party for one of the residents, a young man (who was and is unknown to anyone in this complex and/or office) apparently wandered into the mechanical room and the door automatically closed behind him.  At this time the room was pitch black and he could not find his way out.  He apparently tripped and fell into an overflow pipe, breaking it.  At the same time he apparently grabbed out to stop his fall and grabbed the telephone cables, pulling them out of the box and shutting the system down.  The person apparently cut himself as several drops of blood were found on the floor,
        The damage caused by this incident was minimal and has been repaired and a new lock has been installed on the mechanical room door so this type of incident does not reoccur.
        To date we have no idea who this person was, but are continuing to investigate.

REPORTS OF COMMITTEES
There were no Reports of Committees

UNFINISHED BUSINESS

A)      PILOT Payment

        A presentation to the full Board of Selectman was made regarding the PILOT payment and a follow up meeting with the First Selectman, Denise Menard who has requested additional information.  We are looking to reduce and/or eliminate the PILOT payment from our yearly expenditures.  We have tried explaining to the town that we subsist only on the income received from our rents here and that we are paying the highest percentage of any Housing Authority in the State of Connecticut; the norm is 3 – 5% and we are paying 10% - this is putting a burden on us as we receive no State or Federal subsidies to assist in the management of Park Hill; and the only outside money received is the proceeds from the Bonds issued to Millpond Village and this money is used to pay salaries.  The money from Millpond, though helpful, is not forever and will eventually dry up.  It appears that the only town services which Park Hill receives for this PILOT payment is the sewer usage tax and plowing services during the winter; and the plowing services are just one pass to open up the road and nothing else.
        We will continue to pursue this matter with the Town of East Windsor and when any additional information is forthcoming it will be brought to the attention of the commission.

B)      Health Insurance

        The issue of Health insurance was once again brought up.  At this time the Executive Director does not have all information necessary and when all information is obtained, this issue will be brought up to the commission again.

C)      Resident Services Coordinator Program

        We have received the executed agreement from the State of Connecticut regarding the Resident Services Coordinator Program. We are in the process of getting the specs from Judy Singarella of DECD and when all information is received, we will advertise for the position.   When any additional information is forthcoming, it will be brought to the attention of the commission.

NEW BUSINESS

A)      Quarterly Report – quarter ending 12/31/07

The Quarterly Report for the quarter ending 12/31/07 was reviewed by all commissioners present and all questions answered.

B)      Proposed Base Rent Increase

        CHFA has requested that we increase the base rent as follows:

                Single from $80 - $90
                Double from $95 - $105

        This will be the 3rd increase in the base rent in as many years and, although, the increase does seem high it will potentially affect 2 – 3 tenants at the most.   If approved this increase will become effective July 1, 2008.

        A motion was made by Commissioner LaMay, seconded by Commissioner Legassie to adopt a resolution increasing the base rent from $80 - $90 for a single unit and $95 - $105 for a double unit.

        LaMay/Legassie                                  Unanimous

C)      Apartment Relocation Request

        A request has been received from one of the tenants on the third level to move to an apartment on the 1st level to be closer to a family member who in turn can help this person take care of his wife.
        This request along with the accompanying Doctor’s note was discussed among the commissioners present and the consensus is that the cost to the Housing Authority to remediate the tenants existing apartment would be between $1500 and $2000; and that it is not a good idea to move the tenant to be closer to a family member as this is putting an unfair burden on this member.
        The request will be looked into further and will be discussed again at the April meeting.




D)      Feeding of Animals

        The Chairman, Karen Boutin, stated that she had taken a ride and a walk throughout the complex and has noted that there are several bird feeders within close proximity of the apartments (which will attract rodents and other critters); and that it appears that there is a resident on the second level who is leaving food out for the stray animals.
        After a thorough discussion of this mater between the commissioners and the residents in attendance, it was a consensus of opinion that a notice should be sent to the residents once again going over the policy regarding the feeding of stray animals and placing bird feeders at least 20’ away from the apartment.
        The requested notice will be sent out as soon as possible by the Executive Director.

E)      Bus for the mentally challenged/disabled residents

        The Chairman, Karen Boutin, spoke to this issue by stating that as it stands now, the policy of the Senior Transportation Services for the Town of East Windsor is not to transport the mentally challenged or disabled residents to doctor’s appointments or in some cases to work.
        She has had discussions with Karen Jarmoc, State Representative for the Enfield district and also with the Department of Social Services regarding this issue.  Ms. Boutin informed the commissioners present that the current policy of the Senior Transportation Services is in violation of the ADA (Americans with Disabilities Act).  Ms. Boutin will be having a meeting with the First Selectman, Denise Menard to discuss this issue and to find out what can be done about Laura Clynch’s outright refusal to transport our residents who are either mentally challenged and/or disabled.
        Further, Ms. Boutin will be looking into the possibility of receiving Grant monies to pay for a bus and a driver for our residents here at Park Hill.
        When any additional information is forthcoming it will be brought to the attention of the commission.

F)      2008 Meeting Dates

        The meeting dates for 2008 (which have already been posted with the Town Clerk on the first of the year) were reviewed by all commissioners present.
        A motion was made by Commissioner LaMay, seconded by Commissioner Legassie to approve the 2008 Meeting Dates.
        LaMay/Legassie                                  Unanimous

POLICY AND PROCEDURES
        
A)      08-0034 Snow Removal Policy

        The proposed Snow Removal Policy was discussed by all commissioners present.
        A motion was made by Commissioner LaMay, seconded by Commissioner Legassie to accept the Snow Removal Policy as presented.
        LaMay/Legassie                                  Unanimous

At this time, Commissioner Legassie brought up a couple of items for discussion – the first one being the condition of the benches and the second one the shopping carts.   Commissioner Legassie questioned when the benches around the complex would either be repaired or replaced as they are in really bad shape.  The Executive Director responded to this by stating that the Maintenance Superintendent has been instructed that as soon as the winter weather has ended he is to inspect every bench in the complex and repair them.
        Commissioner Legassie also made mention of the fact that the shopping carts on the first level and disgusting and she is sick and tired of seeing them full of garbage, etc.   She cannot understand why the people who are using these carts cannot walk the little extra to throw the garbage in the dumpster rather than leaving it in the carts to freeze and or collect odors.  She has no objection to the people using the carts but wishes they would dispose of the trash/garbage appropriately.

EXECUTIVE SESSION
        
        There was no Executive Session

ADJOURNMENT

        A motion was made by Commissioner Percoski, seconded by Commissioner LaMay to adjourn the regular meeting of the East Windsor Housing Authority at 8:45 p.m.

        Legassie/LaMay                                  Unanimous

Respectfully submitted,



Steven D. Knibloe
Executive Director



Darlene H. Kelly
Recording Secretary