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HomeMy WebLinkAbout2022_09_12 Housing Authority Minutes Minutes of the Housing Authority Committee work session and meeting held on September 12, 2022, beginning at 7:OOpm, in Conference Room D at the Town Center, 740 W. Boston Post Road, Mamaroneck, New York 10543 PRESENT: Ms. Dolores A. Battalia, Chair Mr. Frank Pierson, Vice Chair Ms. Ms. Deshpande, Secretary Ms. Christie Phil brick-Wheaton, Member ALSO PRESENT: Councilwoman Robin Nichinsky Mr. Stephen V. Altieri, Housing Authority Consultant, via Zoom Ms. Margaret C. Delohery,Secretary to the Housing Authority Mr. Michael Padernacht, Midas Management Mr.Johnathan Di Bari, Dibbini &Associates, P.C. Mr. Michael Smith Mr. Dominic Calgi, Calgi Construction Mr. Brandon Pena, Superintendent of the Hommocks Park Apartments CALL TO ORDER Out of Order Agenda Chair Battalia called the Housing Authority work session to order at 7:02pm Construction Proposal from Calgi— Mr. Smith gave an overview of the construction proposal. He said the trim, windows, and decks will have to be removed. He envisions removing the trim and windows at a rate of one unit per two days. Mr. Smith said the Housing Authority will have to get permits for building permits for the updates. • Mr. Smith explained that material costs per unit is$1,500.00 for just windows and does not include labor. Material costs are going up, so to buy the materials all at once is going to be more financially efficient. Chair Battalia and Ms. Deshpande talked about energy audit. The audit may have some credits through NYSERDA to help pay for the updates.The Housing Authority and Mr. Smith discussed how NYSERDA would assist in paying for the updates. • Ms. Deshpande asks about energy efficiency and the sealing of windows and air barrier. Mr. Pierson asked about timing of project, Mr. Smith said it would be about 5—6 months until the windows could be delivered. Chair Battalia and Mr. Smith talked about timing of project. Mr. Smith and Ms. Deshpande talked about the type of windows that will be installed at the complex and their life span. Mr. Smith confirmed that replacing all of the windows will be best for saving energy. • Councilwoman Nichinsky and Chair Battalia discussed the background of the windows project. Chair Battalia explained the energy audit, which has funds for the windows to be updated. Councilwoman Nichinsky, Mr.Altieri, and Chair Battalia spoke about getting a grant through the Town's grant writers. The Housing Authority discussed different grants that have been used in the past. • Ms. Deshpande and Mr. Smith discussed the dividers in the windows and how to decrease the costs of milling. Mr. Padernacht and Chair Battalia discussed the cosmetics of the proposed windows and the install costs of the windows. Mr. Smith and Mr. Padernacht talked about the structure of the windows and what can be saved from the current set up of the windows. • Chair Battalia suggested to not bond the decks, so the deck construction could start sooner than the windows project. Chair Battalia and Mr. Smith talked about when the deck project could begin. The Housing Authority and Mr. Smith talked about the ingress and egress of the tenants from their units while the deck project is happening. • Ms. Deshpande and Mr. Smith spoke about the finishings on the windows. Mr. Smith said that tenants should take down their own drapes, blinds, and move all objects from area before construction begins. • Mr. Pierson, Mr. Altieri, Mr. Smith, and Mr. Calgi discussed the bid process for the windows and decks project. Chair Battalia asked Ms. Phil brick-Wheaton and Ms. Deshpande to work with Mr. Altieri on the bid documents. • Mr.Altieri suggested having the Housing Authority's financial advisors create a Debt Schedule for financing the project. Mr. Padernacht said he would run a financial report about the complex for the Housing Authority. Mr.Altieri reminded the Housing Authority about the flooring project and that they will also need to finance that project. Mr.Altieri said the Town guarantees the Housing Authority's debt and gave background about why the Town guarantees the debt. Mr. Altieri and Councilwoman Nichinsky talked about how the Town will be informed of the Housing Authority's financial plans. • Ms. Deshpande and Mr. Smith discussed the deck material that will be used. Ms. Deshpande, Mr. Padernacht, and Calgi talked about using traction on the deck the proposed decking. Mr. Altieri asked about using ice melt on the proposed material; Mr. Smith and Mr. Calgi said that the material is resistant to ice melt. Ms. Deshpande asked that in terms of bidding out the project, will the documents require the use of the material; Mr. Smith said that will be a requirement in the bid documents. Mr. Pierson, Ms. Deshpande, and Mr. Calgi discussed the railing materials that will be used and the railings finish. • Mr. Padernacht, Chair Battalia, and Ms. Deshpande talked about getting the energy report from the company they hired for the energy audit. Ms. Deshpande discussed financing the project through NYSERDA. Mr. Smith, Mr.Altieri, and Chair Battalia reviewed the next steps for the bid documents and to authorize the bid documents. Mr. Pierson and Ms. Phil brick-Wheaton talked about the financing schedule for the project. Mr. Padernacht introduced Mr. Brandon Pena to the Housing Authority as the Superintendent of the Hommocks Park Complex. Mr. Padernacht said he and Mr. Pena have been working on getting updated signs for the complex. Mr. Padernacht said that Mr. Pena has started to paint the hallways of the complex, power washed the curbs and building, and is making a schedule of maintenance. Mr. Padernacht explained that Mr. Pena was able to mitigate a plumber issue at occurred at the complex. Mr. Pena and Mr. Pierson discussed the smoking issue. Mr. Padernacht said he has had Mr. Pena get tenant contact information whenever Mr. Pena meets a new tenants. Chair Battalia asked for Mr. Pena to walk the complex, look for smoking, and report to Mr. Padernacht. Mr. Padernacht said he received a box of miscellaneous financial documents from Nuno Peres of Gramatan Management. Chair Battalia said there are discrepancies in the leases and security deposits, which concerns Mr. Di Bari. The Housing Authority, Mr. Di Bari, and Mr. Padernacht discussed units that were considered abandoned. Review of Revised Housing Application - Chair Battalia reviewed the proposed application received from Mr.Altieri. Mr. Pierson, Mr. Altieri, and Chair Battalia discussed how tenants can renew their leases around the end of tax season, to ensure they are income qualified. • Councilwoman Nichinsky and Mr. Padernacht talked about the past review process of lease renewals and their due dates. Councilwoman Nichinsky, Mr. Padernacht, and Mr. Di Bari discussed the process of renewing leases and removal of tenants who make more than the required income criteria. Chair Battalia, Mr. Pierson, and Mr. Padernacht spoke about the market rate of the units. • Mr. Pierson asked about what documents Mr. Padernacht will look at in regard to renewing leases. Mr. Padernacht said he looks at tax returns, utility bills, and internet bills to ensure the income level of tenants. Mr. Pierson expressed his belief that some of the required documents may be found invasive by the tenants. Ms. Deshpande said that people who really want to live in the complex, would not have an issue with providing the documents. • Chair Battalia emphasized that all occupants above 18 must be listed on the lease. Ms. Philbrick- Wheaton asked what happens if tenants don't provide information, Mr. Padernacht explained the steps that would occur, because the tenants are required to provide the information under their current lease. Mr. Padernacht said he would announce when leases would be up for renewal and what documents for review in the beginning of each year. Mr. Padernacht and Ms. Deshpande discussed the differences between documents needed for renewal of leases versus what is needed for new leases. Mr. Padernacht said he would review the past process of lease renewals. The Housing Authority, Mr. Padernacht, and Mr.Altieri discussed the amount of Section 8 housing that is required. Discussion of Proposed Rents for 2022/2023 -Chair Battalia said she wants to raise rents of vacant units, since they are below the median rent rate. Chair Battalia also said there are now more expenses, and if they are to raise the rents,the rents would still be below the median rate. Mr. Padernacht said the Housing Authority should base the rent amount around the Section 8 rent rate. Chair Battalia said there will be two increases, one for the next year's leases, and the other for the base rent of new tenants. The Housing Authority and Mr. Padernacht discussed the fair market value of rent and Section 8's rent rate relating to different unit types. Councilwoman Nichinsky commented that the Housing Authority should not be comparing the rent to the Section 8 rate and instead look at the affordable housing rates. The Housing Authority talked about the average income of the tenants and the standard of rent the Housing Authority must base rent rates off of. Chair Battalia discussed the base rents for new tenants. The Housing Authority, Mr.Altieri, Councilwoman Nichinsky, and Mr. Padernacht discussed the different rent rates of various housing buildings. Chair Battalia closed the work session at 8:57pm. Chair Battalia unanimously opened the Housing Authority meeting to order at 8:58pm. Approval of Minutes • Chair Battalia suggested accepting the Draft Minutes of the July 11, 2022 meeting. Ms. Phil brick-Wheaton motioned to accept the drafted minutes, seconded by Ms. Deshpande. Dolores Battalia AYE Meg Deshpande AYE Frank Pierson AYE Christie Phil brick-Wheaton AYE Monthly Report of Midas Property Management- Mr. Padernacht spoke about the transition of the management companies highlighting the hiring of Superintendent Pena, improvements of cosmetics of the complex and review of site map. He updated the Housing Authority on one apartment which had significant damage after one of the hoses in the dishwasher/washing machine burst. Mr. Padernacht is having an engineering company go to inspect more of the damage. Mr. Padernacht said he received much of the rent from tenants, but he is checking to see who may have paid Gramatan instead of Midas. Mr. Padernacht said he moved the new Super into a different unit than the designated Super's unit because of damage from the previous Super. He also said he has a waiting list of two current tenants who would like to switch units. Repairs to Housing Unit Flooring—Mr. Altieri relayed that Al Engineering said an issue with the floors will result in an issue with the walls. Insurance—Mr.Altieri and Mr. Pierson updated the insurance policy by increasing employer liability coverage, have a tail policy, and increases to the worker's comp policy. Mr. Altieri said Section 8 Housing is seen as a liability to insurance companies. He said insurance costs only increased slightly from last year. Mr.Altieri and Ms. Deshpande spoke about the appraisal of the complex. Chair Battalia spoke about the audit of the finances of the Housing Authority, due to the transition in management company. Ms. Deshpande and Mr. Pierson spoke again about the appraisal of the complex. Update—Preparation of Smoking Area—Mr.Altieri said there was a concern about taking away a parking space but found it is not a problem. He is going to submit a drawing to the Building Department to further the project. Chair Battalia said the next meeting will be in the Senior Center on October 3, 2022. Chair Battalia said Mr. Padernacht there will be a meeting between the management company and the tenants. The Housing Authority, Councilwoman Nichinsky, Mr. Di Bari and Mr. Padernacht discussed the various rules that were apart of the old application process. The meeting was unanimously adjourned at 9:24pm by Chair Battalia. Submitted by Date Margaret C. Delohery, Secretary to the Housing Authority