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

CALL TO ORDER AND ATTENDANCE

        The meeting was called to order at 7:00 p.m. by Secretary Pauline Legassie.  Commissioners Lamb and Percoski were in attendance, along with Dale Nelson our liaison to the Board of Selectman.   Chairman Boutin and Commissioner LaMay were not in attendance.

ADDED AGENDA ITEMS

        The Executive Director requested the following item under Added Agenda:

        Under Unfinished Business:
                Update of contract for rental of Community Hall

MEETING MINUTES OF:
Regular Meeting – October 20, 2008

        The minutes of the regular meeting of October 20, 20008 were reviewed by all Commissioners present.   A motion was made by Commissioner Percoski, seconded by Commissioner Lamb to accept the minutes of October 20, 2008 as presented.

        Percoski/Lamb   Unanimous

        Special Meeting – November 10, 2008

        The minutes of the Special Meeting of November 10, 2008 were reviewed by all commissioners present.   A motion was made by Commissioner Percoski, seconded by Commissioner Lamb to accept the minutes of November 10, 2008 as presented.

        Percoski/Lamb           Unanimous

 BILLS AND COMMUNICATIONS
        Check Register – October 22 – November 12, 2008

        The check register for October 22 – November 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 October 22 – November 12, 2008 as presented.

        Percoski/Lamb                           Unanimous

Bank Reconciliation September, 2008

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

PUBLIC COMMENTS

        There were no Public Comments

REPORTS OF THE EXECUTIVE DIRECTOR

Vacant Units

We currently have one (1) vacancy which should be ready for occupancy by the end of the month.

Winter Preparations

The plow has been put on the truck and all other snow plowing equipment is in readiness for the upcoming winter season.

New Part-time Employee

Mike Provencher, our new part-time employee is working out very well.  He is very knowledgeable and gets along well with our Maintenance Crew and the residents here at Park Hill.
REPORTSOF COMMITTEES
There were no Reports of Committees

UNFINISHED BUSINESS

A)       Nancy Topliff- Request to move to a larger apartment

        Ms. Topliff presented to the Commissioners present a written explanation as to her medical conditions and request to be moved to a double apartment.    

        There was a general discussion among the commissioners present regarding this request, with Ms. Topliff being questioned about her reasons; the Executive Director told the commissioners present that he did not have a problem with moving Ms. Topliff to the next available double due to her overall health problems.

        A motion was made by Commissioner Percoski, seconded by Commissioner Lamb to move Nancy Topliff to a larger apartment when one becomes available.

        Percoski/Lamb                           Unanimous

B)      Update of contract for rental of community hall

        Due to this fact that over the weekend a party was held by an outside party and there was damage done to the Community Hall, the Executive Director brought before the Board for consideration raising the rates for the rental of the community hall to outside parties.

        He proposed the following raises to go into effect immediately:
                Rental of the hall to outside parties:  $200.00
                Security deposit to outside parties:    $75.00
                Use of the kitchen by outside parties:  $50.00

        There was a lengthy discussion among the commissioners present regarding this proposal with the consensus being that an outside party should be charged more.  The following are the agreed upon rates as approved by the commissioners present:
        Rental of the hall (includes use of the dumpster)               $225.00
        Security Deposit                                                        $100.00
        Use of the Kitchen                                                      $  50.00
                Total rental:                                                   $350.00

        If the hall is left clean with no damage, the security deposit is returned to the party renting the hall.

        This change does not affect the residents at Park Hill.  The only charge to residents at Park Hill will continue to be the $40.00 security deposit.

NEW BUSINESS

 A)    Quarterly Report – quarter ending 9/30/08

        The Quarterly Report for the quarter ending 9/30/08 was reviewed by all commissioners present and all questions answered.   No action necessary as this is informational only.

B)      Replacement of tractor

        The Ahrens tractor that we are presently using is at least 15 – 20 years old and has been breaking down with alarming regularity.  To properly fix the tractor ( if the parts could be found) would be in the range of $4,000 and that is a rough estimate due to the fact that parts for this particular tractor cannot be found due to the age of the tractor.
        With the winter season fast approaching and the need for a reliable tractor for snow plowing etc; we have looked into replacing the tractor.  Ahrens no longer manufactures the type of tractor that we currently have; but John Deere does.   Lomac, Inc. here in East Windsor has been contacted and the following is the information which has been gathered:
        We can lease a brand new tractor with all the bells and whistles needed on a lease to buy option for approximately $300/month with a 4 year limited warranty.   The cost of the tractor is $10,275, the snow blower attachment is $3300 and Lomac will give us a 10% discount  which brings down the selling price to $12263.  Once the contract is signed it will take approximately 6 weeks for us to get the tractor.
        After a lengthy discussion regarding this matter among the commissioners present, Commissioner Percoski made a motion seconded by Commissioner Lamb to look into the lease to buy John Deere tractor providing that we are given a fair price.
        
        Percoski/Lamb                                   Unanimous

POLICY AND PROCEDURES

There were no Policy and Procedures

EXECUTIVE SESSION

        There was no Executive Session.

ADJOURNMENT

A motion was made by Commissioner Percoski, seconded by Commissioner Lamb to adjourn the regular meeting of the East Windsor Housing Authority at 7:45 p.m.

        Percoski/Lamb                                           Unanimous

Respectfully submitted,



Steven D. Knibloe
Executive Director



Darlene H. Kelly
Recording Secretary