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HomeMy WebLinkAbout2023_09_11 Housing Authority Minutes MINUTES Housing Authority Meeting Monday, September 11, 2023 Conference Room C, Ground Floor of Town Center 7:30 PM PRESENT: Joseph Mileto, Board Member Dolores Battalia, Board Member Meg Deshpande, Board Member Christie Philbrick-Wheaton, Board Member Lawrence Thaul, Board Member Robin Nichinsky, Councilwoman OTHERS PRESENT: Margaret C. Delohery, Secretary to the Housing Authority Johnathan Di Bari, Dibbini &Assoc. Stephen V.Altieri, Housing Authority Consultant,via Zoom Michael Padernacht, Midas Management 7:30 PM The Housing Authority Regular Meeting 1. Call to order Chair Mileto called to order the Regular Meeting of the Housing Authority at 7:34pm Carried Approval of Minutes 1. Report of Minutes from the July 10, 2023 Housing Authority Meeting Moved by Board Member Thaul, seconded by Board Member Deshpande Resolved, that the Mamaroneck Housing Authority does hereby approve the report of minutes from the July 10, 2023 Housing Authority meeting. Carried Business Agenda 1. Report of Midas Property Management Mr. Padernacht reviewed the monthly report with the Housing Authority and made note of the water and sewer chargers as there has been an increase in the bill. He said a broken pipe was found and a significant credit was given to the Housing Authority. Mr. Padernacht stated he asked to receive a check instead of a credit from the Town. Mr. Thaul and Mr. Padernacht discussed how the Town would charge the credit to the Housing Authority. Mr. Padernacht discussed payments and arrears with the Housing Authority. He said CVR Associates has not processed Section 8 vouchers for the tenants. Midas has been in contact with CVR about the payments. Mr. Padernacht said a tenant who was in arrears has paid some of the money that is due. Mr. Padernacht discussed the renewal leases with the Housing Authority. He said all but two renewal leases have been completed and returned. He said one tenant has not sent the document back, but is paying the increase. A letter was sent stating that tenants are required to return paperwork or their leases will not be renewed next year. He then explained why the Housing Authority is requiring proof of income. Mr. Thaul and Mr. Padernacht discussed the rules around renewal leases and the amount of Page 1 of 5 Housing Authority September 11, 2023 time tenants are given to submit required documents for a lease renewal. Mr. Padernacht disclosed he rejected an application because a former room-mate was listed on a lease but is no longer living in the unit. Mr. Padernacht said he received loss runs from insurance companies and received a policy with the same terms but$10,000.00 cheaper. Mr. Padernacht said he and Mr. Altieri reviewed the draft budget for 2024. Ms. Deshpande and Mr. Padernacht talked about earthquake insurance; he said it is standard to have. Ms. Deshpande, Mr. Altieri, and Mr. Padernacht discussed the sewer backup insurance. Mr. Altieri and Mr. Padernacht stated the complex does not typically have sewer backup issues because of the pump system at the complex. Mr. Thaul, Mr. Altieri, and Mr. Padernacht discussed cyber insurance. Ms. Battalia said that the complex does not run any computer systems because the Housing Authority contracts with Midas. The Housing Authority discussed the flooding that occurred in Hurricane Ida and the insurance claim that was submitted for damages caused by the storm. Ms. Deshpande and Mr. Padernacht talked about the boiler line item on the budget. He said it was decided that the Housing Authority should continue to use the current contractor for the boiler pre-season. Ms. Battalia and Mr. Padernacht talked about the laundry lint trap and the need to clean them. He said a contractor came out to clean the traps recently. Mr. Thaul and Mr. Padernacht talked about replacing boilers. Mr. Padernacht said the Housing Authority should not replace them and would not need to for the next five years. Chair Mileto and Ms. Deshpande talked about heat pumps that could work for the complex. Mr. Altieri said Ms. Battalia went to the Climate Choice Program meeting and explained that there are programs that help finance energy saving project or can be turned into a grant. Mr. Altieri said he pulled the Climate Choice application for 2023 and would refile the application in 2024. Chair Mileto said the complex is in a good place for the Housing Authority to shop around with the heat pump system they want to use. Ms. Deshpande wants to go back to Net Gains and state the Housing Authority is ready to go to the next phase with future heating projects. Mr. Philbrick-Wheaton and Mr. Padernacht talked about the 6 vacant apartments. He said 3 are under construction and Maria from Midas received applications for the available units, which are under review. 2. Update on Renewal of Housing Authority Insurance This item was discussed in the previous item. 3. Review of Income Guidelines for Housing Eligibility Mr. Altieri said there should have been a standard on how to handle income guidelines. He said the issue is how to handle tenants who exceed income limitations. Mr. Altieri further said it is a standard in how the Housing Authority handles the income limitations. He and Ms. Battalia discussed the possibility of tenants paying different rates on the same type of unit because of their family size and their income, which Ms. Battalia is concerned about. Ms. Battalia and Mr. Padernacht talked about the income levels of the tenants at the complex. Ms. Battalia gave background on the median income levels in the County and the Town. Ms. Battalia and Mr. Altieri discussed grant opportunities. Ms. Deshpande and Mr. Padernacht discussed how the 80% median income of the Town and County would effect different rents for different unit types. Mr. Padernacht discussed how to deal with the current tenants, he said that at least 13 tenants would not qualify if the Housing Authority adopted the 80% AMI of the County. Ms. Battalia, Ms. Philbrick- Wheaton, and Mr. Padernacht discussed the Town AMI and how to break down the median income of the Town. Mr. Di Bari said he can speak with Mr. Altieri and Mr. Padernacht about how to choose the percentage of AMI for the Town and County. He stated he believes an issue may arise if the Housing Authority does not equally implement the AMI. The Housing Authority and Mr. Padernacht talked about how to Page 2 of 5 Housing Authority September 11, 2023 implement the AMI and to either follow the Town or County medium. Ms. Battalia gave background on how the current standard came to be. Chair Mileto said a statement should be placed in the lease that says the purpose of the complex was affordable housing and for progression of tenants housing needs. Ms. Battalia asked Mr. Padernacht about going from 25% Section 8 to 30% Section 8 apartments. He said the Housing Authority would receive more money. Mr. Altieri suggested using 100% of the County AMI. Mr. Altieri and Mr. Padernacht talked about the current applications and the tiers. Ms. Deshpande said she liked going by the County standard. Mr. Altieri and Mr. Padernacht discussed how rents would have to be raised and would be factored in when determining the AMI so the bonds can be paid off. Mr. Padernacht said rents should be raised because of the amount of money that has been invested into the complex. Chair Mileto will have Mr. Di Bari review the 100% of County median income and what implementation would mean for current and future tenants. Ms. Battalia, Ms. Philbrick-Wheaton, and Mr. Padernacht talked about getting a report for the income of each tenant and possible move in dates. 4. Adoption of Housing Application Review Procedure Mr. Altieri said this is to set a standard for which applications are reviewed. The Housing Authority discussed residency requirements. Moved by Board Member Battalia, seconded by Board Member Deshpande Resolved that The Mamaroneck Housing Authority does hereby adopt the Housing Application Review Procedure. Carried 5. Update on Window/Deck Construction Project Chair Mileto complemented Mr. Altieri on his supervision of the Window/Deck project. Ms. Battalia said that residents have added two chairs to the smoking area. Mr. Altieri said the project is coming along the railings should be installed in Buildings 6 and 7 by the end of September. He said the windows of Buildings 6 and 7 will not be replaced until the end of February. 6. Authorization Transfer of Funds - Horn mocks Construction Project Mr. Altieri said the estimated cost to repair the floors in three units is 30k -40k if the Housing Authority choose to contract with an outside vendor. He said he reached out to Vinco for a change order and they came back for with a fixed price. He said Vinco has the bonding and other requirements like prevailing wage. Mr. Altieri asked for authorization for Midas to transfer$33,761.41 to Vinco for the repairing of the floors. It was reported that Chris from Midas would have someone come to remove insulation and another contractor would replace the carpet. Mr. Altieri said that after the apartments are ready Mr. Padernacht could rent them out. Mr. Padernacht said that Brandon would be able to ready the apartments for rent. Ms. Deshpande reviewed the breakdown of price for the project with Mr. Altieri and Mr. Padernacht. Vinco submitted their price based on the engineers findings and drawings. Ms. Battalia and Mr. Altieri talked about building permits, he said building permits will be required. Mr. Thaul and Mr. Altieri talked about the permits and the timeline to get one. Page 3 of 5 Housing Authority September 11, 2023 Chair Mileto asked Mr. Padernacht to have Brandon help with residents moving furniture and providing a hospitality unit for those who will have work completed in their unit. Mr. Altieri said an evaluation should be completed of each unit for liability issues. Mr. Padernacht said he could do liability reports with photos of the window area. Moved by Board Member Battalia, seconded by Board Member Philbrick-Wheaton Resolved that the Mamaroneck Housing Authority does hereby approve the change order with Vinco Construction for work on the floor replacement of apartments 8, 32, and 44, and does hereby authorize the Chairman to execute the document. Be it further... Resolved that the Mamaroneck Housing Authority does hereby authorize Midas Property Management to transfer$33,761.41 from the Housing Authority's Capital Reserve Fund into the Capital Construction Account for the Window/Deck Project. Carried 7. Authorization -Replacement of Signage- Hommocks Park Ms. Deshpande reviewed the replacement of signage with the Housing Authority. She said the front sign needs to craved and explained the difference between the MDO and metal signs. She said after the Housing Authority signs off on the authorization, San Signs will create art work for samples. Mr. Padernacht said he wants to make sure that the Housing Authority will remove the current signs but San Signs will remove the posts. Ms. Deshpande said the Housing Authority would get the renderings before the next meeting. Mr. Altieri reminded the Housing Authority said the outside sign would have to be approved by the BAR. Ms. Deshpande clarified that the Housing Authority would have to remove the posts from the ground. Mr. Altieri said Ms. Deshpande should confirm where the holes will be and if the current location of the signs will be used. Chair Mileto and Mr. Altieri discussed how the signs were possibly installed to begin with. Moved by Board Member Philbrick-Wheaton, seconded by Board Member Thaul Resolved that the Mamaroneck Housing Authority does hereby approve the contract with San Signs and to make a down payment of$9,790.00 on the contract, subject to confirmation of the responsibility to remove the original posts. Carried 8. Consideration of a Resolution to Adjourn into Executive Session Moved by Board Member Battalia, seconded by Board Member Philbrick-Wheaton The Mamaroneck Housing Authority agreed to enter into Executive Session to discuss pending and potential litigation. Carried Moved by Board Member Battalia, seconded by Board Member Thaul The Mamaroneck Housing Authority agreed to exit Executive Session. Carried 9. Adjournment The meeting was adjourned at 9:30pm. Page 4 of 5 Housing Authority September 11,2023 Next Regularly Scheduled Meeting -October 2, 2023 Page 5 of 5