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HomeMy WebLinkAbout2021_10_04 Housing Authority Minutes Minutes of the Housing Authority Committee meeting held on October 4, 2021 beginning at 7:30pm, in Conference Room C at the Town Center, 740 W. Boston Post Road, Mamaroneck, New York PRESENT: Dolores A. Battalia, Chair Frank Pierson, Vice Chair Joseph Mileto, Treasurer Meg Deshpande Margaret Delohery, Secretary to the Housing Authority ALSO PRESENT: Sabrina Fiddelman, Town Board Member Steve V. Altieri, Housing Authority Consultant Nuno Pires, Gramatan Management H. Chris Kopf, O’Connor and Davies CALL TO ORDER Approval of Minutes  Frank Pierson requested the minutes be amended to reflect he did not motion to ratify but instead motioned the “renewal of” the insurance policy.  Chair Dolores Battalia requested a motion to accept the minutes with the amendment. Frank Pierson motioned to accept the drafted minutes with the amendment. Joseph Mileto seconded. Dolores Battalia Aye Frank Pierson Aye Joseph Mileto Aye Meg Deshpande Aye Presentation of 2020 Audit by O’Connor and Davies – Below was discussed by H. Chris Kopf, O’Connor and Davies  Authority received an unmodified opinion.  Repairs increased.  Many items in Operational Expenses stayed the same.  Fund Balance increased.  Cash position decreased, but is still in good standing, due to the paying down the 2015 bond.  Mr. Kopf discussed with the Housing Authority the need to set up a restricted cash account and in order to do so the Committee would have to pass a resolution.  All projects are now considered Capital Assets.  Chair Battalia questioned the difference between the figures in the Housing Authority Report and Financial Statement. Mr. Kopf stated it was because of the calculations being on an accrual basis. Mr. Kopf proposed having Gramatan Management’s system of auditing align with that of O’Connor and Davies for the adjustment of cash basis TO accruals. Nuno Pires is able to do the accruals in a similar fashion to that of O’Connor and Davies, but only at a certain point in the year which is after the calendar year END CASH BASIS..  Chair Dolores Battalia REQUESTED A MOTION accepting the 2020 Audit. Frank Pierson motioned to accept the audit and Joseph Mileto seconded. Dolores Battalia Aye Frank Pierson Aye Joseph Mileto Aye Meg Deshpande Aye Business Agenda A. Gramatan Management Report 1. Financial Report  Cash Position: o Cash in Check: $49,013.13 o Cash in Reserve Accounts: $374,926.18 o Total: $423,939.31  Arrears: Two tenants are two months behind on rent, one of which is due to COVID and is on a payment plan. One tenant is one month behind on rent. Other tenants have minor arrears. Joseph Mileto would like to see the full arrears amount listed under the cash position for next meeting.  Tier Report: has stayed consistent 2. Old Business  Vacancies – there will be a planned vacancy by the end of 2021 of a two bedroom apartment. There is a waitlist for the apartments, Chair Battalia would like to notice the apartment vacancy soon.  Appliance Replacement – Gramatan Management is on a waitlist to get a dishwasher for an apartment belonging to the Housing Authority due to a shortage on appliances. Joseph Mileto suggested keeping extra appliances on hand. Nuno Pires stated he does keep an extra fridge on site but has no place to store additional appliances. Approximately, 30% of the appliances are from the 1990s and are serviced after a tenant moves out or on an as needed basis.  Remaining Gas Line Replacement – Two buildings are in the process of having a gas line replaced. The plumber will file additional permits with the Town Building Department next week.  Window Project/Engineer Discussion – Nuno Pires promised to ensure access to an apartment by Mr. Altieri and Mr. Mileto for the engineers to view. o Chair Battalia and Nuno Pires discussed noticing tenants of the need for the Housing Authority members to gain access to the apartments. Frank Pierson referred to a part of the lease agreement between the Housing Authority and a Tenant that includes a clause stating the Housing Authority must be granted access to enter an apartment. If a tenant does not comply, they are in violation of the lease agreement. o Nuno Pires will send all a copy of our Lease Agreements to the Housing Authority members for review.  Insurance Claims – Hurricane Ida – The Housing Authority’s insurance carrier HAI is going to meet with Nuno Pires at the Hommocks Park Apartments to view damage and to determine if the damages caused by Hurricane Ida were a wind or rain event. Each building has a separate deductible. Mr. Altieri discussed the differences between storm types, the exclusions of the insurance policy by HAI, and brought up the consideration of supplemental insurance.  Nuno Pires disclosed that the Housing Authority received a dividend for $4,600 from our insurer.  Chair Battalia would like the insurance agent, John McFarland to fully explain the policy when he attends the next Housing Authority meeting.  Mr. Altieri, Chair Battalia, and Mr. Pires discussed requiring tenants to obtain renters’ insurance. 3. New Business  2022 Draft Budget will be circulated once the September figures are reconciled. October 8, 2021 is the tentative distribution date.  Boiler Preseason – Vendor has not yet provided the proposal due to an influx in amount of requests the vendor received.  Vent Closure is scheduled to begin this month. B. Updated Assessment of Storm Damage to units and Insurance Claims – see “Insurance Claims – Hurricane Ida” C. Status of Drafted Amendment to Management Agreement – Nuno Pires states the agreement will be sent to the Housing Authority soon. D. Adoption – Housing Authority Procurement Policy – Chair Battalia requests a vote to adopt the policy. Frank Pierson motioned to accept the Procurement Policy and Joseph Mileto seconded. Dolores Battalia Aye Frank Pierson Aye Joseph Mileto Aye Meg Deshpande Aye E. Status of Search for Engineering and Design Service – Discussion between the Housing Authority and Mr. Altieri – Sullivan Engineering and Calgi Construction walked through the Hommocks Park Apartments with Mr. Mileto and Mr. Altieri. The windows project will be moving forward after the Town of Mamaroneck Building Inspector reviews the plans. Mr. Altieri, Mr. Mileto, and Mr. Pires discussed the RFP for the window replacement and decking projects and how to estimate them for the budget. Ms. Deshpande and Mr. Pires discussed who does the actual installation for the decking project. Mr. Pires asked for a date on which the Housing Authority will need access to the apartments for the window and decking projects. He would like to give notice to the tenants. On motion by Mr. Pierson, seconded by Mr. Mileto, the Housing Authority unanimously agreed to enter into Executive Session to discuss the employment history of a particular person. EXECUTIVE SESSION Employment history of a particular person. On motion by Mr. Mileto, seconded by Mr. Pierson, the Housing Authority unanimously agreed to go out of Executive Session. F. Building Conditions Report – Ms. Deshpande will send the Housing Authority the Sustainability Policy. Chair Battalia suggested closing the meeting as all business had been completed. Mr. Pierson motioned to adjourn the meeting, seconded by Mr. Mileto. The meeting ended was unanimously adjourned at 9:11 pm. _____________________________ _______________ Submitted by Date Margaret C. Delohery, Secretary to the Housing Authority