Housing Authority Meeting Minutes 11/08/2012 Approved
HOUSING AUTHORITY OF THE TOWN OF SIMSBURY
BOARD OF COMMISSIONERS
MEETING MINUTES
NOVEMBER 8, 2012
The regular meeting of the Housing Authority of the Town of Simsbury, Connecticut was held on November 8, 2012 at the Virginia Connolly Residence at 1600 Hopmeadow Street. The meeting was called to order by the Chairman Ron Zappile at 7:03 p.m. Also in attendance were Commissioners Cheryl Cook, Woody Eddins, and Kay Coffey; Executive Director Ed LaMontagne, Board of Selectmen Liaison, Lisa Heavner and Attorney Robert Fortang. Housing Administrator, Christine Winters and Commissioner Oliver Dickins were absent.
The Pledge of Allegiance was recited.
There was no one present at the Public Audience.
MINUTES OF THE PREVIOUS MEETING
The Minutes of the October 11th meeting were reviewed and a motion to accept them, with one minor change, was made by Commissioner Eddins and seconded by Commissioner Cook. Motion carried.
Executive Director LaMontagne introduced Attorney Robert Fortang to the Board. Attorney Fortang was asked to advise the Board on the policy of gift-giving as practiced by some vendors doing business with the Housing Authority. He made several helpful suggestions and it was determined that a policy should be in place and that he would be available to review it and advise. Executive Director LaMontagne stated that a draft of this policy would be presented at the December meeting.
BOARD OF SELECTMEN LIAISON REPORT
Board of Selectmen Liaison, Lisa Heavner, reported on items of interest in town relating to the recent storm and to the election. Chairman Zappile asked about the Eno Farms project and she stated that it is still in negotiations and is being studied.
EXECUTIVE DIRECTOR REPORT/COMMUNICATIONS
Executive Director LaMontagne stated that he attended the Dorset Crossing Urgent Care Facility Open House and met with the staff and was impressed with the facility. He stated that it could be a real convenience for the residents if needed.
He mentioned that the motor in the trash compactor at Virginia Connolly jammed and burned out necessitating the purchase of a new motor at a cost of $3485.
He stated that the new phone and fax lines for the Assistant Living office were installed. The fax machine, which was in the Assisted Living office is now in the Housing Administrator’s office. He is looking into updating the office phone system and was in the process of obtaining quotes for this project.
Executive Director LaMontagne reported on the precautionary steps taken to prepare the property for the hurricane, which occurred on October 29th. Two residents from Owen Murphy who were on oxygen were brought down to Virginia Connolly in the event of a power outage. Virginia Connolly was deemed a primary shelter for the town. The Emergency Notification System was used to inform residents regarding staffing and other pertinent information.
He discussed the Small Cities Grant stating that the town has given permission for SHA to proceed. This grant would enable us to repave the roads on the property. The[U1] grant process will be reviewed by Larry Wagner, Consultant and Tom Cook, Simsbury Director of Administrative Services.
A communication from CHFA (Connecticut Housing Finance Authority) was received announcing a plan to evaluate the physical, financial and operational needs of the property. A scheduled visit to SHA will be made. A final report to CHFA will be made by June 2013.
He presented a draft of our response to the purchase of Eno Farms in the event that one would be necessary at some point. The Board was asked to review the response and forward any suggestions to Mr. LaMontagne.
MONTHLY MANAGEMENT REPORT
Executive Director LaMontagne submitted copies of the Monthly Management Report and it was agreed that the new format was a great improvement. Chairman Zappile suggested that adjustments in the portion showing salary distribution be made for the sake of clarity, making it easier to interpret.
REPORT OF RENTAL INCOME
Executive Director LaMontagne reported that as of this date there are no vacancies at Virginia Connolly and one vacancy at Owen Murphy.
MARKETING UP-DATE
Executive Director LaMontagne stated that we continue to advertise in the local publications such as the Yankee Flyer and in the Simsbury Life Section of the local newspapers. The signs are still in front of the property on Hopmeadow Street announcing that applications are being accepted. Brochures are being distributed around town in designated places.
A resident referral incentive system is to be implemented and flyers will be sent out to all residents describing this program. Residents who refer someone who signs a lease will receive a $50.00 gift card.
Copies of the activity calendars for both properties were distributed along with the minutes of the last residents’ meetings.
ACTION ITEMS
Items deemed “complete” were the Review of the Smoking Policy at Owen Murphy and the Emergency Procedure Manual. The Boy Scout project is still in progress. The Update of Property Handbooks is due to the Board on November 15th. The Transportation Review Study was given a completion date of December 31st. Information regarding the Small Cities Grant and the Draft Gift Policy was added to the list.
It was recommended that a Special Meeting be held on December 6th as opposed to the regularly scheduled meeting on December 13th, due to a conflict with two members of the Board. The meeting time will also change to 6:30 P.M. The Board approved this change in date/time.
There being no further business to discuss, Chairman Zappile adjourned the meeting at 8:45 p.m.
Respectfully submitted,
E.J. LaMontagne
Edward J. LaMontagne
Executive Director
[U1]The grant is in the process of being reviewed