SOMERS HOUSING AUTHORITY
Wood Crest
MINUTES OF THE REGULAR MEETING – April 16, 2008
The Regular Meeting of the
Somers Housing Authority was called to order by Treasurer, Gil Rivard at 7:50
p.m. in the Wood Crest Meeting Room.
1.
Roll Call
Commissioners in Attendance: Brian DuPerre (arrived at 7:55 p.m.), MaryLou
Hastings, Gil Rivard, Lois Matczak, Bob Landry and Tony Pellegrino, Hon. David
Pinney (Ex Officio)
Others in Attendance: Consultant
2.
2.1 Lois Matczak MOTIONED to approve the March 26, 2008 Special Meeting minutes as corrected. Mary Lou Hastings SECONDED the motion. The motion PASSED.
The March 26, 2008 Special Meeting minutes were corrected as
follows:
Item #6 Unfinished Business – Interview Steno
2nd paragraph - “Motion Passed 6-0”
corrected to “Motion Passed.”
Item #7 New Business
1st and 2nd bullets - “Motion
Passed 6-0” corrected to “Motion Passed.”
Last statement on page 3 - “Motion Passed 6-0”
corrected to “Motion Passed.”
2.2 Gil Rivard MOTIONED to approve the April 10, 2008 Special Meeting minutes as corrected. Bob Landry SECONDED the motion. The motion PASSED.
The April 10, 2008 Special Meeting minutes were corrected as follows:
Item #2 – Removal/Appointment of Directors for the
Somers Housing Authority, Inc. Partnership
3rd paragraph – “There were none”
corrected to “Gil Rivard and Bob Landry were appointed as Treasurer and
Assistant Treasurer of SHA, Inc. respectively.”
Item #6 – Status/Review-Legal Fees and Related
Expenses
5th paragraph - “Tom Bourke” corrected to
“Tom Bourque.”
10th paragraph – Statement corrected to
read as follows: Chairman DuPerre
requested that Gil Rivard close the account and recover any of the proceeds
used to retain his attorney. Mr. Rivard
deferred until he has conferred with his attorney.
Harvey Edlestein requested that items 1-3 under New Business be moved to this part of the meeting. All commissioners agreed to this request.
Mr.
Edlestein requested that the prepared agendas for SHA meetings be sent to him
prior to the meetings so that he may determine if his attendance is required.
Mr.
Edlestein reported that all funding for phase 1 of the project in back in place
at the original 17.2 million figure. Mr.
Edlestein thanked everyone involved for their efforts.
Construction is on schedule and closings with Sun America and Rockville Bank are
scheduled.
Mr. Edlestein apologized for not being available for
the walk-through that was scheduled for April 12th. Arrangements will be made to conduct a
walk-through in the near future.
Mr. Edlestein reported that the bids for small city
jobs are complete and came within budget.
All contracts are in the process of being completed. Easement for the water main will start
soon. Mr. Edlestein reported that Sun
American requires that all units have dishwashers.
Mr. Edlestein stated that the contract for the road
construction needs to be authorized by a SHA representative. This needs to be done this evening. Chairman DuPerre will sign the contract.
Mr. Edlestein stated that he signed and paid
$2000.00 for preparation of a more detailed environmental abatement
program. This needed to be done
immediately.
Several invoices were presented by Mr. Edlestein for
immediate payment. Gil Rivard will issue
checks to Mr. Edlestein this evening to pay the invoices presented.
Review/Bookkeeping
Marie DeMarco presented her contract to serve as
bookkeeper for the SHA project. The
contract will be signed this evening. An
electronic copy will be sent to all SHA Commissioners.
Marie DeMarco presented the bookkeeping process and
procedures that has been put into place by DeMarco Management Company and
distributed a report for the project. A
monthly report and a year-to-date report for tracking monthly expenditures will
be prepared and presented to SHA at their monthly meetings. Marie DeMarco
explained that there are gaps in the current report because of missing
records. SHA and SHA, Inc. will provide
this information. It was noted that the loan payment to Rockville Bank needs to
be taken out of the SHA operational budget and not from the development
budget. This adjustment will be made and
funds used will be returned to the development account. DeMarco Management Company will receive all
the documentation on all the existing accounts, including the bank statements
and check register. Chairman DuPerre
requested the account numbers of all existing accounts.
DeMarco Management Company will consolidate all
existing accounts appropriately when all account information is received.
Once DeMarco Management Company has possession of the checkbook, Marie DeMarco will make deposits and prepare and sign all checks and have them ready to be signed by two SHA Commissioners (Treasurer, Vice Treasurer, Chairman or any other available Commissioner.)
Bob Landry MOTIONED to recess the SHA meeting at
8:50 p.m. to convene a short meeting of SHA, Inc. to discuss turning over the
SHA, Inc. checkbook to DeMarco Management Company. MOTION SECONDED by Lois
Matczak. The MOTION PASSED.
The regular meeting of SHA resumed at 8:56 p.m.
SHA, Inc. will hand over the Inc. accounts this
evening. Prepared checks will be
available every Friday for payment of invoices due. A resolution to this effect will be presented
at the May 21st meeting.
Mr. Edlestein recommended that SHA should begin
raising funds for Phase 2 of the development project.
DeMarco Management-Status of Property Management
The
formal relocation plan is completed and the schedule has been adjusted due to
the 90-day notice requirement. Relocation will begin in October 2008. A tenant
meeting will be scheduled to explain the process. The mover will supply boxes and will do the
packing.
Residents Questions/Concerns – Mary Lou Hastings
Marie
DeMarco responded to questions raised by the tenants presented by Mary Lou
Hastings.
§
There will be
no railings in the hallways but there will be a chair rail.
§
Shades will be
used for the windows.
§
Shopping carts
will not be allowed.
§
The units will
be heated with gas heat.
§
The water will
be city water and paid for by the housing authority.
§
There will be a
full size stove with a vent over it.
§
Unit numbering
was explained.
Chairman
DuPerre suggested that a “meet and greet” be planned for the commissioners to
meet the tenants to discuss and answer questions about the project. Renderings of the units will be available
that show the layout of the units.
All the tenant files used by DeMarco Management Company to conduct an electricity analysis have been returned.
SHA, Inc. is a subsidiary of SHA and all insurance
documents should reflect that the officers mirror each other. Attorney Peter Gruen will be notified.
To date, the Legal Defense Fund has not been closed. Chairman DuPerre requested again that Mr. Pellegrino close the account. Mr. Pellegrino agreed to close the account on April 17, 2008. Mr. Rivard will consult his attorney.
7. New Business
Items 1-4 discussed under Item #3.
§
Tony Pellegrino presented information regarding life insurance that is
available to the commissioners at no cost.
Those interested should email their personal information to Tony.
§
Checks were written and signed and given to Mr. Edlestein as requested.
§
Next regular meeting of SHA is scheduled for May 21st.
8.
Adjournment
Mary Lou Hasting MOTIONED to adjourn the
meeting. MOTION SECONDED by Lois
Matczak. MOTION PASSED. The meeting adjourned at 9:46 p.m.
Respectfully Submitted,
Tony Pellegrino
Executive Director
Joan Jaquith
Recording Secretary
These
minutes are not official until approved at a subsequent meeting.
Minutes approved at the May 21, 2008 Somers Housing Authority Meeting. There were no corrections.