February 25, 2009

NOTICE OFREGULAR MEETING

TO: ALL COMMISSIONERS OF THE WINDSOR LOCKS HOUSING AUTHORITY

There will be a Regular Meeting of the Windsor Locks Housing Authority on

Tuesday, March 31ptemberJuly, 2009 at 7:00 p.m.at 41 Oak StreetWindsor Locks, CT, 06096.

/s/ William Hamilton

William Hamilton, Chairman

If you are unable to attend the meeting please notify Jaimie Mantie @ 627-1455 x 202

REGULAR MEETING OF THE HOUSING AUTHORITY

Tuesday, March 3, 2009 7:00 p.m.

41 Oak Street Windsor Locks, CT

AGENDA

1.ROLL CALL

2.MINUTES

Adopt the minutes from the Tuesday, February3, 2009 meeting.

3. UNFINISHED BUSINESS (Tabled fromFebruary 3, 2009 Meeting)

 Installation of purchased fence for 124 Southwest Ave, postponed until spring 2009.

 Security Camera’s for all properties currently out to bid.

4. NEW BUSINESS

  • Update on new office project.
  • Adopt new Resolution for CHFA loan closing.
  • Adopt updated Pet Policy.
  • Review Financial Statements ending 12/31/2008.
  • SpecialMeeting for 2009 Annual Plan.
  • Executive Session: Discussion of tenant/employee matters.

5. ADJOURNMENT

MINUTES OF THE WINDSOR LOCKS HOUSING AUTHORITY

Tuesday, February 3, 20097:00 p.m.

41 Oak StreetWindsor Locks, CT 06096

The Windsor Locks Housing Authority met in Regular Meeting Tuesday, February 3, 2009 at 41 Oak Street, Windsor Locks, CT 06096 at 7:00 p.m., the date, time and place duly established for the holding of such meeting.

ROLL CALL

The following were present: William Hamilton, Chairman; Gary McGuire, Vice Chairman Commissioner; Carl Philbrick, Commissioner; John Ferrari, Commissioner; and Jaimie Mantie, Executive Director.

Sister Helen Ryan, Tenant Commissioner was unable to attend the meeting.

PUBLIC INPUT

N/A

MINUTES

Gary McGuire, Vice Chairman Commissioner; made a motion to approve the minutes, seconded by John Ferrari, Commissioner to approve the minutes of the Tuesday, January 6, 2009 meeting as mailed and said minutes were approved unanimously.

UNFINISHED BUSINESS

Installation of purchased fence for 124 Southwest Ave, postponed until spring 2009.

Security Camera’s for all properties, currently out to bid.

NEW BUSINESS

  1. Diane Allen was introduced to the Housing Authority as the new recording secretary.
  1. Jaimie Mantie, Executive Director presented to the board the Policy, Procedure and Responsibilities of Recording Secretary for the Windsor Locks Housing Authority. Diane Allen was given a copy of said Policy, Procedure and Responsibilities. Gary McGuire, Vice Chairman Commissioner; made a motion to approve the Policy, Procedure and Responsibilities of Recording Secretary for the Windsor Locks Housing Authority with spelling correction of Windsor Locks, seconded by John Ferrari, Commissioner. The Policy, Procedure and Responsibilities for Recording Secretary was approved unanimously. Resolution # 263.
  1. Jaimie Mantie stated she made a presentation of the new office project to the Zoning Board as instructed to do so by the Assistant Zoning Officer Jennifer Rodriguez. After Ms. Mantie presentation she was told by the Zoning Board that an application must be made first, than a presentation is made to the Zoning Board, followed by public input, and all this may be possible by April. Ms. Mantie reminded the Zoning board that the project has already started and with the guidance of the Zoning Officer she was instructed to follow a specific process and was misinformed, and with the project underway, Ms. Mantie consulted with Attorney Thomas Fahey and has retained him to help with the project. Ms. Mantie presented to the board a letter from Attorney Thomas Fahey stating that a Permit is not needed and there should now not be any future problems with relocating the Housing Authority Office to 124 Southwest Ave. The loan was approved by CHFA. Ms. Mantie will now submit invoices to them for payment. Ms. Mantie meet last Friday with Capital Studio Architects, LLC and found out that the current stage, that the Authority would be converting to the meeting room, will actually be able to be removed and the projected cost for a handicap ramp will not have to be purchased. With the removal of the stage, this will eliminate 200 feet from the original 500 feet needed for the new office project being taken away from the tenant’s community room. Ms. Mantie is working with Capital Studio Architects on plans for the construction of the tenant’s community room. Ms. Mantie will have separate bids i.e., A, B, C, etc. in order to have enough funding to complete the project. Examples of what the Authority is looking to have done in the community room are lowing the ceiling and putting insulation in to help the cost of the high heating bills, painting walls, new lighting, sink and counter top, shelving, storage, ceiling fan, storage room, and flooring. The floor tiles are original to the building and Ms. Mantie stated she is waiting for tests to come back on lead and asbestos. All office area tiles will be removed, and the other side for the community room will be left alone. Ms. Mantie stated she is working with the CHFA on financing and grants. CHFA will be assisting Ms. Mantie with payments made to contractors during the construction project. William Hamilton, Chairman asked about going back to ATT. For phone service, Ms. Mantie stated there have been problems with One Communications’, and they don’t offer internet at Southwest Ave. William Hamilton, Chairman stated there will be additional charges to have communications moved to Southwest and network will have to be established. Carl Philbrick, Commissioner asked about the January resident meeting and residents comments and requesting items. Ms. Mantie commented that the resident comments came from index cards given to the residents at the meeting. The cards were used by the residents to write comments, and suggestions on about the new office and what could be added to the new community room for the residents. William Hamilton, Chairman asked about the Senior Center Pool Table. Ms. Mantie stated she had received an answer of no when she spoke to Director Ms. Ann Marie Claffey about the pool table. Ms. Mantie stated she has sent out letters to our current banks, asking for donations to the Southwest new community room project. Ms. Mantie stated she will be asking other vendors used by the Housing Authority for donations towards the project, ex: sink and counter top. Ms. Mantie said she had received to date over $715.00 in donations. Carl Philbrick, Commissioner asked if the construction will interrupt the Fireman’s Carnival. Ms. Mantie stated there should not be any interruptions.
  1. William Hamilton, Chairman asked about the Annual Audit. Ms. Mantie stated it is scheduled for Wednesday and Thursday, February 4, 2009 and February 5, 2009. Ms. Mantie stated with this year’s annual audit it is very intense, there are four total auditors comparison to the previous years, there has been only one. Ms. Mantie stated there is a lot more work with the audit preparation and of checking paperwork, posting of rents, deposits, balances, following policies and procedures.
  1. William Hamilton, Chairman asked to go to Executive Session for Discussion of tenant matters at 7:22 p.m. Executive Session ended at 7:36 p.m.

ADJOURNMENT

There being no further business to come before the meeting, upon a motion by Gary McGuire, Vice Chairman Commissioner, and seconded by John Ferrari, Commissioner, the meeting was adjourned at 7:37 p.m.

Respectfully Submitted,

______

Diane D. Allen, Recording Secretary

Attest:______(SEAL)

Jaimie Mantie, Executive Director

1