HOUSING AUTHORITY OF THE TOWN OF
REGULAR MEETING MINUTES
Housing Authority Office
October 15, 2008
8:00 a.m.
Attendance: Mr. Long, Chairperson;
Mr. Simonsen, Vice Chairperson; Mr. Eddy, Secretary and Treasurer; Ms Hall,
Assistant Treasurer; Ms Christison-Lagay Commissioner; and Ms Fields, Executive
Director.
The meeting was called to
order at 8:08 a.m. by the Chairperson.
A motion was made by Ms Hall and seconded by Mr. Eddy
to accept the minutes of the September 18, 2008, Annual Meeting. Motion approved unanimously.
None
REPORTS OF THE DIRECTOR
Bills
A motion was made by Mr. Eddy and seconded by Mr.
Simonsen to accept the September 2008 Bills.
Motion approved unanimously.
Financial Reports –A (General)
A
motion was made by Mr. Simonsen and seconded by Ms Hall to accept the August 2008
Financial Reports. Motion approved
unanimously.
Financial Report-B (Section 8 Statistical Report)
A motion was made by Mr. Simonsen and seconded by Mr.
Eddy to accept the August 2008 Section 8 Statistical Report. Motion approved unanimously.
Mr. Eddy suggested and it was agreed that the
mailboxes that are going to be replaced be sold at a tag sale to benefit
Wright’s Village.
Report of the Financial Advisory Committee
The visit from Jack Sullivan, the MHA’s accountant,
was informative and productive. A method
of cash accounting was agreed upon for the purpose of improving the accuracy of
the monthly variance reports. Ms Fields
and Ms Piette will prepare a 12 month spreadsheet of estimated cash
expenditures to be used by the accountant with the 2009 budget. Mr. Sullivan
will also begin to provide monthly balance sheets for MHA staff and Board to
review.
Outside Lighting at Wright’s Village
Ms Fields contacted three solar providers,
SolarWrights, Inc., Solar Works, Inc., and Sunlight Solar Energy, Inc. Ms Fields is waiting for a proposal from
Sunlight Solar Energy. An approximately
cost of $106,000 with a cost to the Housing Authority after rebate of $53,200. Ms Fields will contact the other two
companies and inquire about solar panels tied directly into the exterior
lighting meter rather than on each light.
Ms. Fields will contact Maria Capriola regarding the
possibility of receiving any small cities grant monies to help defray the cost.
NEW BUSINESS
Public Act No. 08-167 – New Policy
Ms Fields informed the Board that a new policy would
have to be created to address Public Act 08-167 which requires securing the
privacy of social security numbers. In
response, new locks have been placed on all file cabinets that contain personal
information. Ms Fields suggested the
Board review all policies at this time.
Ms Fields will create a schedule of policies for review over the next
few months.
Liberty Bank – Qualified Public Depository
Ms Fields will investigate splitting the monies
invested by the Housing Authority into separate banks to better protect the
assets. Liberty Bank is currently a five
star superior rated bank.
Final HUD 2009 Payment Standard
HUD released the final payment standards which did
not change from the proposed payment standards.
The payment standards were increased between 3.6 and 3.8 percent over
last year’s payment standards. They became
effective on October 1, 2008. The
Housing Authority continues to use 110% of the payment standard to allow
participants to lease up in our jurisdiction.
Opening Section 8 Waiting List
The section 8 waiting list will be advertised beginning
on October 20, 2008 and applications will be accepted with postmarks between
November 3, 2008 and November 5, 2008.
OTHER BUSINESS
Minutes to Board Meetings
A letter was received from the
2009 PHA Plan
Ms Fields filed the PHA Plan with HUD on October 1,
2008.
ADJOURNMENT
The Chairperson declared the meeting adjourned at 9:30 a.m.
__________________________
Dexter
Eddy, Secretary
Approved:
______________________________
Richard
Long, Chairperson