Housing Authority Minutes

MINUTES
Willington Housing Authority
Monday, June 12, 2017 – 6 p.m.
60 Old Farms Road – Senior Center
Willington, CT

Present: Secretary Don Berg, Treasurer Claudia D'Agata, Member Laurel Millix, Housing  Consultant David Berto, ACCESS management representative David Innes, Recording Secretary Brenda Sullivan.  Absent: Chairman Robert Campbell, Vice Chairman Wilbur Gangaway.

1. Call to order –   6:13 p.m.

2. Present to speak – opportunity for members of the public to speak.

No members of the public present.

3. Old Business –  Senior Housing “Button Hill”

D. Berto reported that the first coat of asphalt has been applied.

Regarding the recent construction meeting, he said there was discussion about problems with workers not showing up for interior work.  He noted that work was scheduled to be completed at the end of this week, but he is doubtful this will happen.  He said he will get an update at this week's construction meeting.

D. Berto said Zlotnick Construction has received the requested three-week extension, but that was three weeks ago. The new projected completion date is mid-July.  He noted that delays run up the Housing Authority's costs and affect when tenants can move in.

D. Berto said the change-order status is the same as it was at the May Housing Authority meeting.  He said all change orders are done, except for the pump sequencers for the heating system, as well as minor things such as installing a person-sized gate at the dumpster.

Regarding permits, D. Berto said the Housing Authority has to designate a recreation area to get zoning compliance for input to the town certificate of occupancy. There was discussion about creating a bocce court. D. Berto said the contractor will get a cost estimate for the court and the Housing Authority can set aside those funds, which will allow the town to go forward with the Certificate of Occupancy.

C. D'Agata said she was asked by a resident what is the procedure to follow if the Button Hill sewer alarm, which is attached to the senior center, sounds.  D. Berg said someone would have to notify the management company, ACCESS.  He said the Senior Center and Button Hill senior housing are on the same system.  It was recommended that a sign with a contact number for emergencies be affixed to the alarm.

Regarding equipment at Button Hill, D. Berto said the contractor will do a walk-through and turn over to the Housing Authority and the management company.

There was discussion about tenant selection.

D. Innes distributed an Application Process Status Chart which indicated the number of inquiries (38), the number of applications mailed (37, one person withdrew), and noted 10 people subsequently withdrew, 8 returned an application, and 20 have not responded at this date.  He noted that the chart also breaks down applicants according to their income category.

D. Berto noted that the 50 percent AMI (Area Median Income) category is full (5 units), which means new applicants need to qualify for the remaining categories.

D. Innes said that on Saturday (June 17), there will be an Open House from 11:30 a.m. to 1 p.m., at which – if necessary – names of qualified tenants will be drawn at a lottery.  D. Innes said letters were sent to the 20 interested parties who haven't returned applications to alert them to the final selection.  The cut-off date to be included in the lottery is Friday.  He said any remaining names after the lottery will be put on a waiting list.  He said he also invited newspapers such as the Journal Inquirer and the Northend Agent (in Hartford), the Putnam Town Crier and other local press.

D. Innes also distributed copies of the final draft of the marketing brochure, which will be available at the Open House.

D. Berg said he would like one unit to be completed by the Open House so that applicants and press could have a walk-through.  He said he'd bring this up at the Wednesday construction meeting.

C. D'Agata asked if the Housing Authority is responsible for deciding who gets first choice on units in their income category.  D. Berto said if applications come in for the 50 percent category, which is currently full, they also have the option of being placed in a 60 percent unit, but that person may not be able to afford the rent at that level.

L. Millix asked who gets the units that have a den, are they only for higher income categories? D. Berto said there are units with dens at the 50 percent level.

D. Berto said the four market-rate units are for people at 100 percent AMI.  He said it's a condition of the tax abatement agreement that all units are “affordable,” so even at 100 percent AMI, there is an income limit.

There was discussion about meeting the requirement of forming a Tenant Organization and a Tenant Participation Plan.  While the project is under construction, the Housing Authority only has to make information available to the public.  Once the units are rented, however, the WHA must create a Tenant Organization.  This means tenants must be informed and invited to be involved when there is a major project such as rehab or new construction, or expenditure of a significant amount of money.  

D. Berto said tenants are allowed to elect representatives to come to meetings.

D. Innes asked how management will be able to post notices for tenants.  D. Berg said there will be an outdoor, enclosed and locked bulletin board near the mailboxes. D. Berto said this cost will come out of the construction budget.  He said someone on the Housing Authority needs to take responsibility for the particulars of having the bulletin board made and mounted, etc.

D. Innes left the meeting at 7:10 p.m.

There was discussion about solar power equipment for Button Hill.  D. Berg said has the RFQ almost ready to go out.  He estimates it will cost about $18,000 to install 3 small systems on Building 10.  He asked D. Berto if there are funds for this.  D. Berto said it depends on how quickly Button Hill generates rent income, but the Housing Authority will use cash from the Developer's Fee (part of the project budget), which means it becomes part of the Putnam Bank loan, which has an interest rate of 2.5 percent.

L. Millix referred to line 90 in the May 8, 2017 WHA minutes and asked what “inspection” referred to.

90.   In response to a question about when prospective tenants can be shown a sample unit, R. Campbell said that tours cannot be scheduled until after inspection, and after asphalt has been laid down, and that the site is currently under the control of the contractor, Zlotnick Construction.

D. Berg said it probably means an informal inspection by the Housing Authority, but he will check if this is what R. Campbell meant.

D. Berto left the meeting at 7:20 p.m.

There was discussion about the Tenant Handbook, which also was referenced in the May 8 meeting minutes.  D. Berg said he will ask to have a copy emailed to members for further discussion at the July meeting.

4. New Business –  None.

5. Correspondence – None.

6. Approval of minutes –  C. D'Agata moved to accept the May 8 minutes as presented, D. Berg seconded the motion.  There was discussion about line 96: He'd [D. Berg] also like a drawing that shows the location of solar mounts, and the roadway.  D. Berg said it should say “solar ground mounts.”  The minutes were approved unanimously with this correction.

7. Treasurer’s report – C. D'Agata reported a balance of  $1,670.24, with the only expenditure being secretarial services for April and May.

8. Adjourn – The meeting adjourned at 7:35 p.m.

Respectfully submitted by Recording Secretary Brenda Sullivan.  Please note that minutes are posted prior to being officially approved – changes/corrections are normally indicated in the subsequent month’s meeting minutes.