Willington Housing Authority
MINUTES
June 9, 2014
60 Old Farms Road – Senior Center
Willington, CT
PRESENT – Chairman Robert Campbell, Secretary Don Berg, Member Laurel Millix, Treasurer Claudia D’Agata, financial consultant David Berto. Absent: Vice Chair Wilbur Gangaway.
1. Call to order – The meeting was called to order at 6:02 p.m.
2. Present to speak – No member of the public present to speak.
3. Old Business – Button Hill senior housing project
R. Campbell said the WHA now has an account at Putnam Bank. C. D'Agata said there is $80 in the account after the bank deducted $20 for the first set of checks. R. Campbell said he believes the bank is waiving the monthly fee, which he believes is $10, for the first six months. The fee is because it's a business account. D. Berg said they looked at other kinds of accounts at Putnam Bank but they weren't what WHA needed. R Campbell suggested the WHA use $200 from the Town-WHA funds to bring up the balance.
C. D'Agata said R. Campbell also needs to talk to the First Selectman about the Directors & Officers insurance payment.
D. Berto said Putnam bank is working on three things: processing the WHA application for the loan that's covered by FHLB; processing the application for a $20,000 loan to pay Gardener & Peterson and other immediate bills, so that the WHA can move forward with the infrastructure administration; and completing paperwork the FHLB requires from the bank.
D. Berto said the bank has asked for a meeting to go over questions they have about the loan applications. He said he's waiting to hear what dates will work for the bank and where the meeting would take place. He also emailed them today to ask what questions they have – some may be able to be answered via email – and so they are prepared for the meeting once it's scheduled. R. Campbell said he will make a follow-up call to the bank.
R. Campbell said he spoke by phone with Eric Peterson last week and Peterson said he's waiting for some information from consultant Nancy Wagner. D. Berto said there was a conference call last week – Wagner, Peterson, Berto and Lynn – about beginning infrastructure work. E. Peterson will finalize the spec's and scope of work. Lynn now has the information about wage rates. E. Peterson will get all this info to N. Wagner, who will create bid documents and specify due dates and complete other forms – and give all this to E. Peterson to get the project started.
R. Campbell said, based on talking with E. Peterson, he expects the project (the infrastructure phase) to be awarded about the second week of July. They also talked about setting a completion date, possibly 6 weeks after work begins. R Campbell said he'd like to see completion in September, in time to hold a groundbreaking for the housing construction phase in October.
C. D'Agata asked how long bidders have to respond once the ad is placed. D. Berto said he needs to get that information from N. Wagner. R. Campbell said he believes it's three weeks but he needs a definitive answer from N. Wagner.
R. Campbell asked D. Berto to provide him with a list of dates once they are established, for example the bid award date. He also wants a copy of the contract for all WHA members.
D. Berg asked about the housing construction part of the project. R. Campbell said that contract is the one that has been awarded to Zlotnick Construction.
D. Berto said Zlotnick is now adjusting his costs to reflect the new request to use the state's wage rates (per Dept. of Labor). The DOL said the same wage rate – simple residential construction – applies to both the infrastructure and housing construction parts of the project. He said the rates probably will have to be updated once work begins, because the rates are only good for 20 days. R. Campbell said there probably wouldn't be a major change.
D. Berto said once Zlotnick updates the costs, then he will contact with the Dept. of Housing.
R. Campbell said check no. 1000 was submitted to ????? as a voided check in order to set up payments for the new “Willington Housing Authority-Button Hill” account.
D. Berto said WHA's project has been activated in FHLB's computers and this means WHA has to fill out progress reports twice a year. His office will help with this task. And even though the project hasn't started yet, the first progress report is due in June. It can be completed online.
R. Campbell said FHLB didn't include D. Berto as authorized to access the WHA's FHLB records online so he will work with D. Berto to correct that. D. Berto said he attended a FHLB training last week, so he's familiar with the format.
R. Campbell said he will set up an account name/temporary password for Rose, so she can look at statements only. Also, paper checks will be issued to contractors instead of online payments and only one signature will be required on checks – one of the authorized signers, R. Campbell, W. Gangaway or D. Berg. C. D'Agata will write the checks.
4. New Business –
R. Campbell suggested increasing the stipend paid for recording secretary services to $65 per meeting. L. Millix moved to approve this increase beginning with the June 9 meeting, D. Berg seconded the motion, the motion passed unanimously.
5. Approval of minutes – C. D'Agata moved and L. Millix seconded the motion to approve the May 12, 2014 minutes with corrections of two typos – in lines 41 and 70. Motion passed unanimously.
6. Treasurer’s report – C. D'Agata presented the Treasurer's Report – the balance of $1,627.18 doesn't reflect payment for secretarial services for May. R. Campbell asked what the coverage period is for Directors & Officers insurance. C. D'Agata said June 15, 2014 – June 15, 2015. R. Campbell said he will talk to the First Selectman about paying this bill.
C. D'Agata said the WHA's Rockville Bank account is now closed, and the Putnam Bank account is now open. R. Campbell said he currently has all related paperwork but that it should be filed.
7. Correspondence – None.
8. Adjourn – The meeting adjourned at 6:55 p.m.
Respectfully submitted by Recording Secretary Brenda Sullivan. Please note that minutes are posted prior to being officially approved – changes/corrections are indicated in the subsequent month’s meeting minutes.
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