HomeMy WebLinkAbout2005_07_19 Housing Authority Minutes Town of Mamaroneck Housing Authority ("Authority" )
Minutes of July 19, 2005 Board of Directors ' Meeting
Present : Also present :
Richard Cherry Bram Fierstein,
Susan Sidel Gramatan Management
Salvatore Iaconno
Mary Carlson * Abner Dyke,
Robert Cammer Gramatan Management
& Hommocks Apartments
Paul Winick, *
Town Coucil member and
Council ' s Liason to the Board
Mr. Cherry called the meeting to order at approximately 8 : 10 p.m.
p.m.
Minutes of prior meeting :
After discussion and on motion made, duly seconded, and voted
unanimously, the minutes of the prior meeting were typographically
011"'' corrected as attached.
Financial Reports :
Me. Iaconno reported that his investigation of like accounts
indicated that an approximately 4% income on the Authority' s
reserve account appeared consistent with applicable standards of
prudency and, after discussion and on motion made, duly seconded,
and voted unanimously, he was authorized to continue this practice
to 2008 subject of course to on-going monitoring by him and report
to the Board if/as financial conditions change in the future .
Mr. Fierstein noted that Hudson Valley Bank had occasionally
delayed providing current written reports, recently for up to three
months, and that he intended to take a more proactive monitoring
role as, meanwhile, he in consultation with Messrs . Iaconno and
Cherry will review whether recommend that the Authority' s HVB cash
on hand operating account ought be reduced or otherwise invested,
(onsistent, however, with practical cash flow requirements
including for the Authority' s ongoing program to repair or replace
boilers in all units (re. which, see minutes of the Board' s Feb. 2 ,
2005 meeting and further discussion, infra) .
* Joining meeting during Mr. Iaconno' s
report.
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Mr. Fierstein further noted that he would be transmitting financial
reports to Board members on a more current basis than in the past .
Tenant water damage complaint :
Messrs . Fierstein and Dyke then reported on the status of tenant
Janet Paige ' s water damage claim following a sewer back-up in her
apartment for payment of $2 , 577 for asserted damaged items (see
attached) , stating, in substance, that Mr. Dyke had made as
thorough a clean-up including sheetrock repair and carpet re-
placement as had been practicable, that Ms . Paige ' s verbal claims
and the photos she supplied did not appear fully to substantiate
the dollar sum she demanded. Nonetheless, Mr. Fierstein said he
would be conferring with the Authority' s insurance carrier about
the extent if any of coverage and will attempt to negotiate a
compromise with the insurer and the tenant and report further to
the Board if unable to do so at a sum less than the amount of the
claim if payment is to be by the Authority directly.
Unit boiler repair/replacement :
Mr. Cherry then reviewed the history of the condition of boilers
in/for each of Hommocks Apartments ' separate units, including that
the analysis of an earlier obtained and partly State-funded study
confirmed that centralizing heating for all units did not appear •
structurally or economically feasible and that, though, nominally,
having further viable life, existing boilers were operating in the
aggregate at +/- seventeen percent less than their efficiency when
installed (at at time when fuel and related operating costs even if
adjusted for inflation were considerably lower than at present) .
During further discussion, he presented copies of the July 19, 2005
letter-report the Board had earlier asked him to obtain from
Community Environment Center, Inc . ( "CEC" ) , heating system
engineers to prepare design specifications for and to supervise the
installation of boilers at a $17 , 000 fee as more fully stated in
its said proposal, a copy of which is attached.
Mr. Cherry reminded Board, however, that he is a principal of CEC
and emphasized that, even if he were not affiliated with CEC in any
capacity, he would welcome the Board' s retaining another consultant
for any aspect of the matters covered in the CEC proposal . After
further discussion (in which Mr. Cherry declined to participate
furhter) , the unanimous sense of the Board was to the effect that
it was reasonably satisfied that the CEC proposal was for a
probably substantially lesser fee than may be obtainable elsewhere
and, in any event, that given CEC ' s reputation as a leading not-
for-profit energy consulting firm in its field, it would have been
desirable to retain CEC without regard to Mr. Cherry' s affiliation
with that firm.
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Town of Mamaroneck Housing Authority ("Authority")
Minutes of July 19, 2005 Board of Directors' Meeting
p. 2 of x
Insofar as over-all/one-shot compared with at least in the first
Qinstance incremental replacement :
Mr. Fierstein emphasized that because financial records for
Hommocks Apartments ' operatine - -- • -- - ■- • ••• included boiler
maintenance and repair as an—as needed—element-of, as—t--he -case—may
be, "Plumbing" or "General Supplies" or the like, it was not
feasible wholly accurately to break-out and detail the portions of
such (general) expenses allocated to the boilers; although, he
said, his best experience-based estimate was that boiler mainte-
nance costs in the aggregate presently approximate $15, 000 yearly.
Messrs . Winnick and Fierstein then noted that earlier Boards
tacitly had "guesstimated" (in the hope if, as had also been
earlier discused, not necessariliy realistically) an approximate
twenty-year life of boilers and yet that, correlatively, assuming
the correctness of the said +/- $15, 000 sum now being incurred for
boiler maintenance, the probable impact on the Authority' s reserve
fund if a capital expense of complete boiler replacement were
undertaken would be offset at least for some years by corresponding
anticipated savings in such maintenance costs/expenses .
In response to Mr. Fierstein' s and other Board members questions
whether all fifty boiler ought be replaced now, at an approximate
cost of perhaps $300, 000, it appeared to the Board that only those
urgently needing immediate replacement -- which Mr. Dyke estimated
C to be five to six -- ought be replaced in the nature of a (de facto
if also re. those boilers now necessary) "first stage" in
replacemen experiment .
On further discussion, Mr. Ioconno moved, Ms . Sidel seconded, and
the other members of the Board - Mr. Cherry abstaining - resolved
as follows :
That the Board accept the said CEC proposal to design the
specifications for and to supervise boiler replacement in
accordance with CEC' s attached July 19, 2005 proposal ;
and, further
That the Board authorize Gramatan Mangagement immediately
to purchase six to eight new boilers, as its inspection
in consultation with Mr. Dyke and with CEC warranted,
with a view towards starting work by early- or mid-
September 2005 in an effort to attempt completion of
installation and related work before the 2005-06 heating
season, the selection of which brand to be made by the
managing agency in consultation with Mr. Ioconno.
Whereupon, there not then being further buisness, on motion made,
seconded, and unanimously voted the meeting was adjourned until a
date to be set after consultation among members in the future .
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Material Damaged/Destroyed by Sewage Leak at 86 Hommocks Road,Larchmont,NY,
.lune 17-19,2005 ff
Item Estimated Cost
Area Rug $ 120
Book Case,4 Shelves 105
Tape Copier,Hitachi"Boom Box" 300
2"Dust Buster"Hand Vacuums,One Rechargeable 90
Man's Suede Shoes,Ralph Lauren 200
Man's Black Dress Shoes,Florsheim 150
Man's Boots 90
Man's Reebok Sneakers 90
Man's Nike Running Shoes 100
Man's Deluxe Leather Brief Case 110
2 Book Bags,One Leather,Trail's End 90
College Books&Map 75
Sonicare Electric Tooth Brush 100
Bathroom Personal Care Materials:
Fancy Shower Curtain,Soap Dish&Rack,Shampoos
&Conditioners including one special Medical
Shampoo,Tooth Brushes,Back Brush 125
4-Piece Set of Satin Trim Guest Towels 70
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Comforter 110
Set of Flannel Sheets&Pillow Cases 90
Set of two Deluxe Curtains 95
Two Large Bed Pillows 45 . .
Cleaning Materials Used--Clorox and Other Bathroom
Cleaners,Paper Towels,Plastic Bags 30
Cleaning Bill for.Man's Clothing,including Suit and Sport
Jackets,Pants,Shirts,etc. 392.15
Total $2577.15
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TOWN OF MAMARONECK HOUSING AUTHORITY
MANAGEMENT AGENDA
7LL9L(I5 --
1. Cash Position:
Hudson Valley Bank Operating Account $121,087.56
Merrill Lynch Short Tei!Reserve $ 84,100.03
Merrill Lynch Long Term Reserve $729,583
Total $934,771.46
2. Boiler Replacement: Rick Cherry will lead the discussion on potential
replacements for the existing boilers. Abner Dyke will be joining us
to give his "hands on" input.
3. Janet Page Request for Reimbursement: The sewer line under her
apartment backed up. This required replacement of carpeting and
sheetrock. She is also requesting reimbursement for the attached list
of items.
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COMMUNITY ENVIRONMENTAL CENTER)
A Nut-fur-Profit Professional Organization
July 19,2005
Richard Cherry
C/o The Town of Mamaroneck Housing Authority
Town Center
740 West Boston Post Road
Mamaroneck,NY 10543
Re: Hommocks Park Apartments
Dear Mr. Cherry:
Community Environmental Center, Inc. (CEC)has researched compatible replacement models for
the heating systems at the'above referenced facility. Due to the current conditions of the heating
units, a recommendation for replacement was presented.
The following heating system models were reviewed for compatibility with the existing heating 3
loads and space requirements at the facility and therefore recommended for replacement options:
• Munchkin Stainless Steel High Efficiency Boiler—80M—condensing system with
92%AFUE
• Weil McLain Gold—GV Series—direct venting sealed combustion with 87.5%AFUE
The manufacturer's cut sheets for these models are attached. Estimated cost for boiler/burner
system—material only are: Munchkin Boiler-$2,000.00 each
Weil McLain Boiler- $2,300.00 each
CEC have also acquired the labor cost for either units to be at$3,300.00 including filing fees.
Total for material and labor is approximately$5,500.00
In order to facilitate the replacement work, design specifications for the facility has to be prepared
for the different types of apartment layout of the boiler choice to be used for bid management and
proper installation. This design services would cost $5,000.00.
The construction management services will include bid management,project scheduling,
coordination with awarded contractor and management; and documenting required project
paperwork; measuring and computing pay quantities; coordinating and monitoring Quality
Assurance and Quality Control testing as required; reviewing submittals;preparing and reviewing
change orders; and providing final documentation at the completion of the project. This scope
will cover the full construction monitoring of the installation and inspection of the new heating
systems; approval of invoices from the contractor; and the final combustion efficiency testing of
the new heating plants. •
Under NYSERDA programs, CEC would normally charge 7.7%for construction management
service-ofthe_total cost of the new ea ing p an ld be approximately$23,000.00 but
we are willing to lower this cost to $12,000.00 ($225 per boiler).
Total cost of design and construction management is $17,000.00
If there are any questions regarding this report,please contact me at(718)784-1444 ext. 117.
Sincerely,
Thelma Arceo
Senior Manager/Director,Technical Services
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