good morning everybody um I'm going to open the meeting this morning at 10:03 and I have to make an announcement that the we are being videotaped um at that point we'll go to
uh call call to order by by the by the manager thank you very much Mr chairman the roll call uh uh Tim Kon Here Andrew eom here Liz Collins here Pauline rodor here Henry lanir
all set Mr chairman okay uh Pledge of Allegiance I pledge of to of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for
all okay I'm assuming everybody's got a copy of the minutes it is can we get is there an approval of the minutes dated December 18th 2024 meeting to approve the
minutes December 18th is there a second second all in favor I I any opposed so move approval of the warrants number six on the amount of 38,3 6120 it's a fairly uh straightforward
month there was nothing significant in in the in the way of expenses uh warrant seven we we had we had some reimbursements for uh for some projects but nothing out of the ordinary okay is there a motion to
accept to approve motion to approve warrant second six and seven second second all in favor I any oppos so approved and warrant number seven any the amount
54,4 3455 is there a motion to approve motion to approve second second all in favor I all any opposed hearing none so so so voted all right management report thank
you Mr chairman um uh first on the agenda is the is the uh vacancy update I um I I gave everybody a separate sheet outside of the board packet that had the vacancy on it and um uh right now
there's there's four vacant units however there is their uh unit 3H is going to be leased up today so after today we'll be down to three units which is great uh it's a good it's um it's a good uh good progress we being made the
um the the champ system continues to be to be a challenge but we you know we're navigating that you know fairly successfully which is great um that was one of the items that was noted on our Performance Management review audit that
we're that we were not doing the champ system well we are doing the champ system now so all of those all of those violations on the PMR when we have our next one in a year or so will will go away um I I'm I also wanted just to
recognize Dave all right you all know Dave uh Dave Dave's our maintenance man um the past couple of of storms that we've had have have been pretty messy there you know the the uh the ideal kind
of storm is if you know if you get eight or nine Ines of the you know the fluffy snow that's easy to move um you know what we Face the you know past two storms has been the you know the heavy wet stuff you know followed by a deep
freeze where it all freezes and Dave came in uh Sunday and Monday the holiday to work um you know I'm in tandem with with the guy that plows which is good but he was able to get everything sanded and you know the pathways cleared and I
just want to recognize Dave it's not it's you know it's not easy when you have snow like this the heavy wet stuff and um you know it's a lot of work so I just just wanted to recognize Dave for the board thank you Dave
great job great job thanks um so so uh Dave continues to do a great job uh the the maintenance report is also in there um I numbered the pages for everybody so it's easier to navigate
um the maintenance report begins on page 20 uh and again the maintenance report is just a you know summary of of the of the you know kinds of work orders that Dave works on during the course of the
month um I um I I did white out the the names of the residents there uh but you can see there's you know bathroom sinks that are clogged um you know you know bathtub drains are getting clogged um you know patch walls that kind of thing
so Dave you know keeps very busy around here which is great there's a lot to do and um you know the interesting thing is and you know the board knows this and I'm sure sure you know many of you know it as well um you know Dave does what he
does only in 30 hours he doesn't work 40 hours so the you know budget only you know allows for for you know 30 hours which is which is good but it's all you know it's also challenging because you have a lot of work that has to get done
but in a shorter amount of time so that that's you know an even better reason to recognize you for the the job r on question so sure does Dave always count on David always does Dave work like say 310 hour days or does he break it up to
30 hours over 5 days his hours are are 8 to2 Monday through Friday okay thank you right we usually uh it's you know usually not a good idea to have to have one day totally off just cuz things
things happen and then he'd be called in anyway if it was an emergency so at least if he's here he can address the any issues that you know that are coming up so is good there all right so that's the uh that's the maintenance report um
earlier um in January I believe it was um I had sent out an email eohc has a um has a new protocol that housing authorities are expected to follow and that is whenever we we request an
administrative fee on a completed state project um they want the board to approve the Fe now why why the board would have to approve you know money coming in that I don't know why they do that but that's that's the new protocol
so rather than wait until the meeting I had sent out an email to everybody asking folks to just approve the um you know management fee and I got and I got um you know responses there so um I just
need I just need a motion to affirm the email vote to approve the administrative fee to the Westport Housing Authority of $3,229 44
so there a second second all in favor I any opposed hearing none so approve excellent thank you um and then the financial report is also in your packet beginning on page
28 um and again I always say there there's a lot of numbers here so uh I I'm going to give you the two numbers that that you know mean the most if you will on page
29 um the the operating Reserve you'll see that that percentage of 82.7% um that's an excellent you know an excellent place to be in the Housing Authority has
$151,100 in the bank um which represents 82% of the of of what we uh we are required to have eohc mandates a a minimum of
35% and a maximum of 100% so so you can see that we're on the high side the Housing Authority is is in very sound condition financially um sort of the you know the tail of the
tape if you will on page 30 you'll see that um you'll see that our our rental receipts at the top of the page there under operating receipts that first line item 3110 dwelling receipts if you go
across to the second before the last column you'll see that our um that our rents are running roughly 22% over budget which is good that that means collections are coming in very well it also means that any um uh any payment
plans that we have with residents are being um adhered to so we're doing very well there um our if you look down to um to maintenance expenses we're we're a little bit over budget but that's to be
expected because uh we've had a number of of vacant units that we've had to turn which cost money um so that's why the the maintenance expenses are are a little bit ahead of budget there um but
all are within the uh 10% over or under um that the state you know looks at as far as audits go so we're we're in very very good shape f financially um happy to report
that and then last last but not least um we have on pages 33 through 35 we had our Capital needs assessment report for the housing authority and um it's it's basically a summary of all the
items that we talked about and um just you know a summary of where we are and where we're going um so on page 34 for example you can see that the you know there's uh there's recommendations
there's five recommendations there um for for upcoming projects there's a there's a siding project there's an intercom replacement project which is split into three phases and then we have a set aside for uh the Americans are
with Disabilities Act any improvements that we need to make to those units so those those are the items that we've identified as as needing attention here at the housing authority and then there'll be more to report on that um when the annual plan goes in
hopefully the state will will fund these projects I'm anticipating that they will because the the bond bill was recently passed the bond bill is going to inject a couple of billion into the public housing portfolio Statewide so I'm
anticipating that um a lot of these these identified projects are going to be funded which I'm very happy to say um and then I just want to point out our not uh not to skip ahead I actually
should have put this on under the management agent report but number seven under under new business on the agenda uh the the uh the annual plan schedule um I believe I had emailed a copy of the annual plan and to all the board members
uh the only reason you folks have it very very early is because there's a requirement that members of the board have to have it 45 days prior to the approval so the approval is going to be held at the March meeting so it'll be March
19th um there'll be a public hearing on the plan um a half an hour before the board meeting um I'll I'll set up shop here at 9:30 if anybody from the public wants to come in it's been advertised at Town Hall as such that it's a public hearing
if residents have any comments um there there is a copy of the annual plan here um if it disappeared I I can I can print it's right good okay so I can print another couple of copies if any residents want to look at it any residents want to comment on it you're
more than welcome to do so um and that's my report Mr chairman okay sounds good can I can I say one more thing I'm sorry page 36 uh is a change order to our our um
our lock set replacement project I forgot to mention this um there is a there's a narrative here by the uh the architect Rob Smith um he
uh we need to change the lock sets um in the two handicapped units uh because they were not able to be master key to the other lock set so this uh uh this necessitated some extra work to get the
uh to be able to get uh you know the system mastered so um this this increases the cost of the total project by uh $2,154 92 so I just need an approval I need a
motion in a second and an approval to to proceed with the work to um with change order number two is there a motion motion to approve a second second all in favor I any
oppos hearing none so move thank you and that's it great okay is there anything on the old business no comments old business okay moving on um new business we did what over the annual
plan we talked about that right correct anything else all right here none is there anything under commissioner's comments anybody like to make any
comments I'm good this mon hearing none how about tenants comments do there any of the tenants that have any comments at like to make nothing nothing okay you don't want to say how cold it is these are my favorite kind of board
meetings no offense okay with that is there a motion to adjourn so move second all favor I any oppos hearing none so move