Fitchburg Housing Authority

FITCHBURG CITY CLERK Fitchburg Housing Authority Aug 23 2023 2:24 pm Minutes of FHA Regular Board Meeting, July 19, 2023 Wallace Towers Community Room, 54 Wallace Avenue, Fitchburg, MA A Regular Meeting of the Fitchburg Housing Authority was called to order by Chair, Linda Byrne at 8:30 AM on Wednesday, July 19, 2023, in the Wallace Towers Community Room at 54 Wallace Avenue in the City of Fitchburg, Massachusetts. Present: Absent: FHA Board Members: FHA Board Members: Linda Byrne, Chair None Adam Goodwin, Vice Chair David Rousseau, Treasurer David Basilio, Assistant Treasurer (arrived at 8:59am) Thomas Hughes, Member FHA Staff: Douglas M. Bushman, Executive Director, FHA Board Secretary Andrew Skoog, Deputy Director Kim Hergert, Director of Finance/HR Genesis Ruiz, Director of Housing (Left at 9:13am) Norma Letamendi, Director of Elderly Housing (left at 9:13am) Marc Cunningham, Elderly Maintenance Foreman (left at 9:13am) FHA Tenants: Wallace Towers Tenant-Cheryl Hirst, Marty Halligan, Maureen Gibbons Daniels Heights Tenant-Janice Spellane Quorum: Yes (Quorum Requirement: Three FHA Board Members) 1. Motion to Open Meeting Chair, Linda Byrne opened the meeting at 8:30 am Move: David Rousseau Second: Adam Goodwin All in favor 2. Motion to Open Public Comments. Move: David Rousseau Second: Adam Goodwin All in favor No comments. 3. Motion to Approve Minutes of Regular Session Meeting held on June 21, 2023 Move: Adam Goodwin Second: David Rousseau All in favor 4. Motion to Approve Minutes of Executive Session Meeting held on June 21, 2023 Move: Adam Goodwin Second: Thomas Hughes All in favor 5. Motion to Approve Minutes of Special Meeting held on June 29, 2023 Move: Adam Goodwin Second: Thomas Hughes All in favor 6. Motion to Approve FHA Payables for June-July FY 23 (Attachment A) Move: Adam Goodwin Second: David Rousseau All in favor . “Teamwork, Excellence and Ability for Your Home and Family”  7. Motion to Approve Financials for January-June FY 23 (Attachment B) Move: David Rousseau Second: Adam Goodwin All in favor 8. Motion to Approve FY2023 Employee Pay & Organizational Schedule (Attachment C) Move: Adam Goodwin Second: Thomas Hughes All in favor David Rousseau, Treasurer, discussed about the Organization, Elderly Housing Department and Resident Service Coordinator position. The Board discussed the funding of Resident Service Coordinator’s position. The Chair suggested the Board review the organization chart in 6 month. 9. Tenant Account Receivable (TAR) Updates (Attachment D) The Executive Director updated and discussed. 10. Review the FHA’s updated Reasonable Accommodation Policy Marci Haneisen, FSS Service Coordinator, has been reviewing on the policy. Then it will be reviewed with David Rousseau and C.J. Durkin Tenant Association. 11. Our Father’s House Management Agreement Review (Attachment E) The Executive Director updated that the plan for Elizabeth House will be made by Friday, the city wants to work with OFH. He appreciated Kim Hergert, Director of Financial/HR and her staff for their layoff process. Next Board meeting will be held in August. David Basilio, Assistant Treasurer, arrived at 8:59am 12. MassNAHRO Annual Convention The Executive Director suggested the Board to attend the conference. 13. FHA Annual Appreciation Day August 16th at Noon. The Board agreed to meet August Board Meeting on August 16 th at 10am at Canton Valley. 14. Audit /Management Reviews and PHAS (Attachment H) The Executive Director updated that follow-ups for Audit and AUP has been done. HUD Public Housing Assessment System (PHAS) is the Federal Management Review for two single homes, Forest Street and Taft Street. It was an excellent score. The Chair asked how to monitor the homes. Genesis Ruiz, Temp. Director Housing drives by three times a week to see those properties. 15. Evictions and Vacancy (Attachment I) Andrew Skoog, Deputy Director updated that evictions has not changed. And the board discussed about the eviction cases. Void case in the eviction was made by Fitchburg Police Department, the tenant was off on the property now. The Deputy Director updated that Vacancy rate for July 1st, decreased from 73 units to 65. Genesis Ruiz, Temp. Director of Housing, Norma Letamendi, Director of Elderly Housing, and Marc Cummingham, Elderly Maintenance Foreman, left at 9:15am. 16. Union Negotiations Union negotiation meeting will be held tonight. Resident Service 17. WooSox Game Outing for Elderly Tenants. Elderly Tenants are going to WooSox Game on Wed., August 9. 18. 2nd Annual Black Party and BBQ at Green Acres $1,000 donation from Healing Center for giving away school supplies to Green Acres’s family. It will be held on Saturday August 12 from 11am-4pm. “Teamwork, Excellence and Ability for Your Home and Family” 19. Covid Clinic Cynthia MacMillian, Program Manager of Community Health Connectors and her team administrated Covid Clinic at C. J. Durkin on June 23. 20. Family Feud Manor on the Hill and Elderly Department organized the Family Feud Event on June 9, at Wallce Towers Apartment. 21. Construction Update-- ⚫ FISH097124-Burst pipe issues-Collapsed drainpipes repair project can be added to FISH project. ⚫ FISH097132 –Wallace Towers Project Thanks to Kim Hergert, Director of Finance/HR, $52000 Admin fee. The Prequalification bid should be released in Fall. ⚫ FISH097165 Wallace Tower ASHP-Ongoing Asbestos Abatement. ⚫ FISH097168 Green Acres Force Account Vacancy Project-$188,000 from the State. ⚫ FISH097180 Master Meter Compliance Award $36, 094.00 (Amendment #29) Motion to Approve Amendment #29 for Compliance Reserve Award Cover cost required to achieve compliance with the Massachusetts Department of Utilities “ Master Meter Operator” Pipeline regulations at the 705-2 development (Canton Valley) Move: Thomas Hughes Second: Adam Goodwin All in favor The Executive Director explained that Amendment 29 from EO-HLC was submitted to the FHA a day before the posted board meeting. Therefore, it was not on the agenda. The motion was submitted to the FHA board for their consideration and approval with a notation as to why this unanticipated Amendment was not on the posted agenda. ⚫ FISH097188 Rooftop Ventilation Project at C. J. Durkin Board of Health suggested to change the filter and make sure the roof ventilation is working, ⚫ Milk Street Renovation Project-no progress this month. 22. Motion to Enter to Executive Session (at 9:28 am) Move: Adam Goodwin Second: David Rousseau All in favor 23. Motion to Close to Executive Session (at 9:45am) Move: Adam Goodwin Second: David Rousseau All in favor 24. Motion to Adjourn (at 9:48am) Move: Thomas Hughes Second: Adam Goodwin All in favor “Teamwork, Excellence and Ability for Your Home and Family”