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Meeting Minutes:
Minutes of the Regular Meeting of the Southwick
Housing Authority - 16 January 2008.
The regular meeting of the Southwick Housing Authority
for the month of January 2008 was called to order by
the Chairman at 7:00 PM, 16 January 2008 in the activity
room of the Depot Court project, 12 Depot Street, Southwick,
MA.
1. ROLL CALL:
Members Present Members Absent
ROBERT K. JOHNSON, Chairman & None
State Member
JEFFREY L. GURNEY, Vice Chairman
JOAN M. HAGAN, Treasurer
SYLVAIN P. THIBAULT, Member
KAREN F. REED, Member
HENRY C. ENGELHARDT III, Exec. Dir.
PHYLIS PETRONINO, Admin Asst.
2. MINUTES:
The minutes of the Regular meeting held on 19 December
2007 were distributed to the members. After review,
it was moved by Ms. Hagan and seconded by Ms. Reed that
the minutes be accepted with one correction. Passed
unanimously.
3. BILLS AND COMMUNICATIONS:
Correspondence that had been received and dispatched
since the previous meeting was discussed. Vouchers for
the payment of bills were approved by the Chairman and
the checks were signed by the Treasurer. The financial
statements with reconciled bank statements for all state
projects were mailed to the members prior to the meeting.
Those for the Ahrend Circle Apartments were distributed
at the meeting.
4. REPORT OF THE EXECUTIVE DIRECTOR:
The executive director reported one vacancy at Depot
Court and one vacancy at 16 Congamond Road. That apartment
is a handicap unit that is off-line pending installation
of a roll-in shower and 16 Congamond Road is off-line
pending turn-over renovation and window replacement.
5. REPORTS OF COMMITTEES: None
6. UNFINISHED BUSINESS:
The time of authority meetings was discussed. After
discussion it was moved by Ms. Hagan and seconded by
Mr. Gurney to hold the meetings at 5:00 PM on the third
Wednesday of each month during the winter. The Chairman
will reopen the discussion of meeting times in the spring.
The roof project is going forward slowly.
Mr. Engelhardt reported that there is a balance of $82,000.00
in uncommitted CPC housing funds. The Authority decided
by consensus to look into an insulation project for
its 705 housing. Mr. Engelhardt will engage an architect
to plan the work. Mr. Engelhardt was asked to find out
the amount that is being added to the housing portion
of CPC funds annually.
A grant request in the amount of $200,000.00 has been
submitted to USDA for paving and energy efficient boilers
at Ahrend Circle. No word from USDA as to the timing
issuing the grant.
7 . NEW BUSINESS:
The special interest audit report was discussed. The
report showed a number of repairs that need to be made
in 705 housing units. Mr. Gurney asked about the status
of repairs and Mr. Engelhardt said that some of the
repairs listed wre not necessary and that some of more
serious repairs had already been made. Mr. Engelhardt
was asked to prepare a summary of 705 housing problems,
the progress being made, the estimated costs, and the
availability of funds.
The town report is being prepared.
The next meeting will be held at a 5:00 PM on a date
to be determined in February 2008. It is expected that
this will be on the 13th or 27th.
8. ADJOURNMENT: There being no further business before
the Authority, the Chairman adjourned the meeting at
8:00 PM, 16 January 2008.
Respectfully submitted, HENRY C. ENGELHARDT III,
PHM, Secretary
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Minutes of the Regular Meeting of the Southwick
Housing Authority - 19 December 2007.
The regular meeting of the Southwick Housing Authority
for the month of August 2007 was called to order by
the Chairman at 7:00 PM, 19 December 2007 in the activity
room of the Depot Court project, 12 Depot Street, Southwick,
MA.
1. ROLL CALL:
Members Present Members Absent
ROBERT K. JOHNSON, Chairman & JEFFREY L. GURNEY,
Vice Chairman
State Member SYLVAIN P. THIBAULT, Member
JOAN M. HAGAN, Treasurer
KAREN F. REED, Member
HENRY C. ENGELHARDT III, Exec. Dir.
2. MINUTES:
The minutes of the Regular meeting held on 15 August
2007 were distributed to the members. After review,
it was moved by Ms. Hagan and seconded by Ms. Reed that
the minutes be accepted as presented. Passed unanimously.
3. BILLS AND COMMUNICATIONS:
Correspondence that had been received and dispatched
since the previous meeting was discussed. Vouchers for
the payment of bills were approved by the Chairman and
the checks were signed by the Treasurer.
4. REPORT OF THE EXECUTIVE DIRECTOR:
The executive director reported one vacancy at Depot
Court. That apartment is a handicap unit that is off-line
pending installation of a roll-in shower.
5. REPORTS OF COMMITTEES: None
6. UNFINISHED BUSINESS:
The roof project is going forward and the shingles are
being applied to the mansard. Weather will probably
be the determining factor on job progress.
The security grant for Depot Court was not submitted.
The grants for 2008 will not be accepted unless they
provide for increasing the number of housing units.
The proposed project would have been for a security
system.
The increase in the size of the lead paint project contract
for financial assistance was discussed. The increase
is from $25000.00 to $184,308.00. After discussion,
the following resolution was introduced by Mr. Johnson,
read in full, and considered: Resolution authorizing
contract for capital improvement work plan for state-aided
capital improvement work plan No. 1011, Housing program
705-2 and 705-3. Now, therefore, be it hereby resolved
by the members of the southwick housing authority, as
follows:
Section 1. The Authority shall enter into a contract
with the Commonwealth of Massachusetts in the form submitted
at this meeting and contract in the name of the Southwick
Housing Authority under its corporate seal, and the
Secretary is hereby authorized to attest to the same.
Section 2. The Authority hereby requests the Director
of the Department of Housing and Community Development,
(Commissioner of the Department of community Affairs)
enter into such contract with the Authority and the
Commonwealth of Massachusetts to approve such contract.
Section 3. The officers of this authority shall be,
and they are hereby authorized and directed, on and
after the execution of said contract by the respective
parties thereto, to do and perform on behalf of the
Authority all acts and the things required of the Authority
to perform fully all of its obligations thereunder.
Section 4. This resolution shall take effect immediately.
Joan M. Hagan
moved that the foregoing resolutions be adopted as introduced
and read, which motion was seconded by Ms. Reed, and
upon roll call vote the "Ayes" and "Nays"
were as follows:
AYES: 3 NAYES: 0
The Chairman thereupon declared such motion carried
and said resolution adopted (Resolution/Motion #11-2007).
The family housing lead paint removal project continues
to progress went out to bid and the 3 low bids were:
RAC $182,900.00, Inglewood Development $189,625.00,
and Garland Construction $224,414.00. The bids were
taken under advisement and sent to DHCD in Boston for
review. After discussion, it was moved by Ms. Hagan
and seconded by Ms. Reed that the contract be awarded
to RAC in the amount of $182,900.00. Further, that when
it is received from the contractor, that Mr. Johnson
be authorized to sign the contract in the name of the
authority and forward it to DHCD for final approval.
Passed unanimously (Resolution/motion 12/2007).
A grant request in the amount of $200,000.00 has been
submitted to USDA for paving and energy efficient boilers
at Ahrend Circle. No word from USDA as to the timing
issuing the grant.
7. NEW BUSINESS:
The time for meetings was discussed. It was decided
to hold the next meeting at 12 Depot Street at 6:00
PM on 16 January 2008.
Mr. Engelhardt was asked by the Chairman to find out
from the Town Accountant the status of uncommited CPC
housing funds.
A neighbor of one of our 705 properties expressed concern
that the tenant in the property had to hand shovel the
driveway and asked that the Authority consider doing
that job. It was noted that the property would soon
be undergoing some renovations and snow removal help
during that period would be necessary. After considerable
discussion it was decided against doing non-construction
related snow removal on the property because it could
set a precedence for all such properties. Mr. Engelhardt
was asked to see if some other solution could be worked
out with the tenant. The New budgets that were sent
to the members prior to the meeting and were discussed:
The annual 400-1 budget was presented. After review,
it was moved by Ms. Hagan and seconded by Ms. Reed that
the proposed operating budget for state-aided housing
for elderly persons and families of the Southwick Housing
Authority, chapter 667/705, program number 400-1 for
fiscal year 2008 showing total operating receipts of
$187,100.00 and total operating expenditures of $230,725.00,
thereby requesting a subsidy of $33,625.00 be submitted
to the Department of Housing & Community Development
for its review and approval. Upon roll call vote the
motion passed with 3 in favor and 0 against (Resolution/Motion
#13-2007).
The annual 689C was presented. After review it was moved
by Ms. Hagan and seconded by Ms. Reed that the proposed
operating budget for state-aided housing for handicapped
persons of the Southwick Housing Authority, chapter
689, program number 689-C for fiscal year 2006 showing
total operating receipts of $31,316.00 and total operating
expenditures of $31,316.00 thereby requesting a subsidy
of $0.00 be submitted to the Executive Office of Communities
& Development for its review and approval. Upon
roll call vote the motion passed with 3 in favor and
0 against (Resolution/Motion #14-2007).
The next meeting is scheduled for 6:00 PM on 16 January
2008.
8. ADJOURNMENT: There being no further business before
the Authority, the Chairman adjourned the meeting at
8:00 PM, 19 December 2007.
Respectfully submitted, HENRY C. ENGELHARDT III,
PHM, Secretary
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Minutes of the Regular Meeting of the Southwick
Housing Authority - 15 August 2007.
The regular meeting of the Southwick Housing Authority
for the month of August 2007 was called to order by
the Vice Chairman at 7:05 PM, 15 August 2007 in the
activity room of the Depot Court project, 12 Depot Street,
Southwick, MA. The Vice Chairman welcomed Ms. Karen
Reed as a new board member and introduced her to the
authority members.
1. ROLL CALL:
Members Present Members Absent
JEFFREY L. GURNEY, Vice Chairman ROBERT K. JOHNSON,
Chairman &
SYLVAIN P. THIBAULT, Member State Member
JOAN M. HAGAN, Treasurer
KAREN F. REED, Member
HENRY C. ENGELHARDT III, Exec. Dir.
2. MINUTES:
The minutes of the Regular meeting held on 20 June 2007
were distributed to the members. After review, it was
moved by Ms. Hagan and seconded by Mr. Thibault that
the minutes be accepted as presented. Passed unanimously.
The minutes of the Special meeting held on 29 June 2007
were distributed to the members. After review, it was
moved by Ms. Hagan and seconded by Mr. Thibault that
the minutes be accepted as presented. Passed unanimously.
The minutes of the Joint Selectmen/Housing Authority
meeting held on 23 July 2007 were distributed to the
members. After review, it was moved by Ms. Hagan and
seconded by Mr. Thibault that the minutes be accepted
as presented. Passed unanimously.
3. BILLS AND COMMUNICATIONS:
Correspondence that had been received and dispatched
since the previous meeting was discussed. The FY 07
year-end financial statements with reconciled bank statements
for all projects were mailed to the members prior to
the meeting. Vouchers for the payment of bills were
approved by the chairman and the checks were signed
by the Treasurer.
4. REPORT OF THE EXECUTIVE DIRECTOR:
The executive director reported one vacancy at Depot
Court. That apartment is one that will undergo roll-in
shower renovations and will remain vacant until completed.
5. REPORTS OF COMMITTEES: None
6. UNFINISHED BUSINESS:
The roof project remains on temporary hold. The membrane
is complete, but the application of shingles and metal
roof edging must wait until the architect revises the
plan to show replacement of all shingles. This was complicated
by unexpected conditions found in the plywood under
the shingles. The plywood was laid in overlapping strips
both vertically and horizontally that make it unsuitable
for nailing the composite shingles chosen for the project.
After an inspection by the roofer, the architect, the
executive director, and the DHCD state inspector the
architect was asked to make design revisions that would
include stripping off the old shingles and plywood strips,
installing new 1/2 inch fir plywood to provide a smooth
continuos surface, installing flashing & building
paper, and covering the areas with 50 year asphalt shingles.
The contract had recently been increased by $214,500.00
to cover the cost of shingling. The roofer, architect,
and DHCD state inspector agreed that the change in materials
and method of installation could be accomplished for
the same price. Although the cost of materials would
be much lower, the cost of labor to perform the alternative
installation would greatly increase. At the present
time we are waiting for DHCD approval for the change.
The family housing lead paint removal project continues
to progress and is in the design stage. It will now
include the replacement of the asbestos siding at the
house at 48 Birchwood Road. The project will include
$55,000.00 from the housing portion of available CPC
for window replacements at 2 Babb Rd, 46 Birchwood Rd,
and 48 Birchwood Rd. The use of the CPC funds has now
leveraged $216,859.00 in state funds supplied by DHCD.
The Chairman brought up the matter of meeting times
at the last regular meeting. It was decided to hold
off consideration of this item until the next meeting.
The firm contract with the firm of Bardaglio, Hart,
and Schuman, LLC to perform any necessary audits for
Ahrend Circle has been executed. Earlier in the day
a representative from that office visited the project
and performed performed the annual tenant records check.
The Subsidy agreement that was prepare and submitted
to DHCD in April was signed and returned by DHCD. This
agreement is the authorization document that allows
the state to pay any subsidy owed to us. The formula
for a subsidy is: Non-utility budget + actual utilities
cost - actual income = subsidy due.
7. NEW BUSINESS:
The New budget instructions for FY 2008 were received
and they allow a 12% bottom line increase, an emphasis
on maintenance, and will allow for a new full time maintenance
worker. The subsidy for the Ahrend Circle Apartments
was held up by HUD for two months meaning that about
$32,000.00 had to be used from the reserve account for
that project. The reason for the suspension of subsidy
payments was that HUD had budgeted incorrectly and had
temporarily run out of funds. Earlier in the day the
executive director discovered that the funds had just
been received at the bank. A check was prepared and
signed at the meeting to transfer the money from the
checking account into the reserve. A letter will be
prepared to USDA to inform them of the replacement to
reserve. A grant request in the amount of $200,000.00
has been submitted to USDA for paving and energy efficient
boilers at Ahrend Circle. No word from USDA as to the
timing issuing the grant. We are preparing to submit
the notice of intent to DHCD for a security grant for
Depot Court. The grant will be in the amount of about
$150,000.00. It is intended that the system provide
electronic locks and monitoring for the 19 entryways
at Depot Court installed in such a manner that they
will provide for HC needs. We are asking the Mr. Mazik
at the Pioneer Valley Planning Commission assist in
the writing of the grant. The next meeting is scheduled
for 19 September 2007.
8. ADJOURNMENT: There being no further business before
the Authority, the Vice Chairperson adjourned the meeting
at 7:50 PM, 15 August 2007.
Respectfully submitted, HENRY C. ENGELHARDT III, PHM,
Secretary
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Minutes of the Regular Meeting of the Southwick
Housing Authority - 23 July 2007.
The Southwick Housing Authority met with the Southwick
Board of Selectmen in the Selectmen’s Conference Room
in the Southwick Town Hall at 7:05 PM, 23 July 2007.
The purpose for which the meeting was called was to
fill a Housing Authority vacancy.
1. ROLL CALL:
Selectmen Present Authority Members Present
FRED ARNOLD II, Chairman HENRY C. ENGELHARDT, Secretary
ROGER CATALDO, Vice Chairman
ART PINELL, Clerk
Others Present
KARL STINEHART, Chief Administrative Officer
SONDRA PENDLETON, Administrative Assistant
ORDER OF BUSINESS:
At 7:05 PM, 23 July 2007, the Chairman of the Board
of Selectmen opened the joint meeting to select and
appoint a replacement for Mr. Villroy McCutcheon who
recently resigned as a member of the Authority because
he had moved to Agawam. Mr. Engelhardt expressed the
Authority Chairman’s regrets that other Authority members
were unable to attend due to other commitments. The
Chairman of the Board of Selectmen announced that since
there was only one candidate for the Authority vacancy
he would entertain a motion. Mr. Pine moved that Karen
F. Reed of 83 Klaus Anderson Road be selected as the
replacement for Mr. McCutcheon and be appointed to the
Authority. Seconded by Mr. Cataldo. Upon roll call vote
the motion was approved with 3 in favor and 0 against.
Mr. Arnold asked that Mr. Engelhardt thank the candidate
for her willingness to serve and to make sure that she
is notified that she must be sworn in by the Town Clerk
before assuming her duties. Mr. Engelhardt assured the
Board of Selectmen that he would comply and thanked
them for their action on behalf of the Authority.
The joint meeting was adjourned by consensus at 7:11
PM, 23 July 2007.
Respectfully submitted, HENRY C. ENGELHARDT III,
PHM, Secretary
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Minutes of the Regular Meeting of the Southwick
Housing Authority - 29 June 2007.
After advertisement and notification of the members
more than 48 hours in advance, the meeting was called
to order by the Chairperson at 3:00 PM, 29 June 2007
in the activity room of the Depot Court project, 12
Depot Street, Southwick, MA.
1. ROLL CALL:
Members Present Members Absent
ROBERT K. JOHNSON, Chairperson & SYLVAIN P. THIBAULT,
Representative to CPC
State Member
JEFFREY L. GURNEY, Chairman
JOAN M. HAGAN, Treasurer
VILLROY R. MCCUTCHEON, Member
HENRY C. ENGELHARDT III, Exec. Dir.
ORDER OF BUSINESS:
The purpose of the meeting was to consider the contracts
for roofing work plan 1010 and any other business that
may come before the authority. The following resolution
was introduced by Mr. Johnson, read in full, and considered:
Resolution authorizing contract for capital improvement
work plan for State-aided capital improvement work plan
No. 1010, Housing program 667-1. Now, therefore, be
it hereby resolved by the members of the Southwick housing
authority, as follows:
Section 1. The Authority shall enter into a contract
with the Commonwealth of Massachusetts in the form submitted
at this meeting and contract in the name of the Southwick
Housing Authority under its corporate seal, and the
Secretary is hereby authorized to attest to the same.
Section 2. The Authority hereby requests the Director
of the Department of Housing and Community Development,
(Commissioner of the Department of community Affairs)
enter into such contract with the Authority and the
Commonwealth of Massachusetts to approve such contract.
Section 3. The officers of this authority shall be,
and they are hereby authorized and directed, on and
after the execution of said contract by the respective
parties thereto, to do and perform on behalf of the
Authority all acts and the things required of the Authority
to perform fully all of its obligations there under.
Section 4. This resolution shall take effect immediately.
Joan M. Hagan
moved that the foregoing resolutions be adopted as introduced
and read, which motion was seconded by Jeffrey L. Gurney,
and upon roll call vote the "Ayes" and "Nays"
were as follows:
AYES: 3 NAYES: 0
The Chairman thereupon declared such motion carried
and said resolution adopted (Resolution/Motion #11-2007).
It was decided by consensus to cancel the regular meeting
scheduled for 18 April 2007.
2. ADJOURNMENT: There being no further business before
the Authority, and in the absence of objection, the
Chairperson adjourned the meeting at 3:25 PM, 29 June
2007.
Respectfully submitted, HENRY C. ENGELHARDT III, PHM,
Secretary
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Minutes of the Regular Meeting of the Southwick
Housing Authority - 20 June 2007.
The regular meeting of the Southwick Housing Authority
for the month of June 2007 was
called to order by the Chairman at 7:15 PM, 20 June
2007 in the activity room of the
Depot Court project, 12 Depot Street, Southwick, MA.
1. ROLL CALL:
Members Present Members Absent
ROBERT K. JOHNSON, Chairman & SYLVAIN P. THIBAULT,
Member
State Member
JEFFREY L. GURNEY, Vice Chairman
JOAN M. HAGAN, Treasurer
HENRY C. ENGELHARDT III, Exec. Dir.
2. MINUTES:
The minutes of the meeting held on 30 May 2007 were
distributed to the members.
After review, it was moved by Mr. Gurney and seconded
by Mrs. Hagan that the minutes be accepted as presented.
Passed unanimously.
3. BILLS AND COMMUNICATIONS:
Correspondence that had been received and dispatched
since the previous meeting was discussed. The financial
statements with reconciled bank statements for all projects
were mailed to the members prior to the meeting. Vouchers
for the payment of bills were approved by the chairman
and the checks were signed by the Treasurer.
4. REPORT OF THE EXECUTIVE DIRECTOR:
The executive director reported one vacancy at Depot
Court.
5. REPORTS OF COMMITTEES: None
6. UNFINISHED BUSINESS:
The Chairman asked for the status of the appointment
of a replacement for Mr. McCutcheon. The advertising
has gone out from the Board of Selectmen but any deadline
was unknown. Mr. Engelhardt will find out when the letters
of interest from prospective members are due. The roof
project is on temporary hold. The membrane is complete,
but the application of shingles and metal roof edging
must wait until the architect revises the plan to show
replacement of all shingles. The family housing lead
paint removal project is progressing. The architect
is preparing detailed drawings and specifications for
all 6 CH705 dwellings. The project will include $55,000.00
from the housing portion of available CPC for window
replacements at 2 Babb Rd, 46 Birchwood Rd, and 48 Birchwood
Rd. The use of the CPC funds provided leverage for $173,567.30
in state funds supplied by DHCD.
7. NEW BUSINESS:
DHCD has approved an increase of $214,000.00 for a change
order on the roof project to re-shingle the mansards
at Depot Court. Unfortunately, they do not know when
the project funds will be available. They estimate September
2007. Funds are also unavailable for other projects.
Due to the urgent need for funds to pay outstanding
debts and continue work projects, DHCD has asked the
authority to borrow from local banks in anticipation
of future reimbursement by DHCD. The authority estimates
a need for a line of credit of about $600,000.00. After
discussion and review of specific project needs, it
was moved by Mrs. Hagan and seconded by Mr. Gurney that
the Executive Director locate a funding source and that
the Chairman sign for the line of credit not to exceed
$600,000.00 based upon a guarantee from DHCD that the
amounts borrowed, including
debt service, will be reimbursed by DHCD. Passed unanimously
(Resolution/motions #10-2007).Due to the burdensome
USDA requirements for maintaining a reference library,
attending regular training, and producing an inordinate
amount of paperwork associated with the audit of the
Ahrend Circle project, Mr. Tsatsos is dropping out as
our contract auditor. We will be engaging David Rizzo
of Bardaglio, Hart, and Schuman, LLC as his replacement.The
time and date of the authority meetings was discussed.
It was decided by consensus to bring the matter up at
the first meeting after the new member of the authority
has been selected and sworn-in. The work burden of the
staff was discussed. Mr. Engelhardt said that in the
next budget request he will include a request to increase
the maintenance person’s time from 2 to 5 days a week
at the state projects. He will also include the acquisition
of a housing authority computer
service that will reduce the administrative burdens
associated with applications, waiting lists, bookkeeping,
accounting, and work orders.
The next meeting is scheduled for 18 July 2007.
8. ADJOURNMENT: There being no further business before
the Authority, the Chairperson adjourned the meeting
at 7:40 PM, 20 June 2007.
Respectfully submitted, HENRY C. ENGELHARDT III,
PHM, Secretary
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