Fitchburg Housing Authority

FITCHBURG CITY CLERK Fitchburg Housing Authority Jul 24 2024 8:53 am Minutes of FHA Regular Board Meeting, June 12, 2024 Wallace Tower 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, June 12, 2024, in the Wallace Tower Community Room at 54 Wallace Avenue in the City of Fitchburg, Massachusetts. Present: Absent: FHA Board Members: FHA Board Members: Linda Byrne, Chair Adam Goodwin, Vice Chair David Basilio, Treasurer Janice Spellane, Assistant Treasurer-Tenant Representative Thomas Hughes, Member-State Appointee FHA Staff: Douglas M. Bushman, Esq., Executive Director & CPO, FHA Board Secretary FHA Staff: Genesis Ruiz, Director of Public & Community Housing Andrew Skoog, Deputy Director Bruce Budrick, Director of Maintenance and Facilities Yoko Ishii, Executive Clerical Assistant Alicia Santucci, Executive Clerical Assistant Cameron Davis, FSU College Intern Ali (Alineishka) Ruiz, FSU College Intern Jordan Hughes, FSU College Intern Ada Alvarado, Director of Shelter Services (arrived at 10am) Roberta Kozak, Director of Leased Housing FHA Tenants: Wallace Tower: Pam Newton, Susan Leger, Kim Logan, Tingrui Zhao, Benjun Li, Quorum: Yes (Quorum Requirement: Three FHA Board Members) 1. Motion to Open Meeting Chair, Linda Byrne opened the meeting at 8:34 am Move: David Basilio Second: Thomas Hughes All in favor 2. Motion to Open Public Comment on Agenda Items, Maintenance, & Occupancy Issues Move: David Basilio Second: Thomas Hughes All in favor No Comments. 3. Motion to Approve Minutes of Regular Session Meeting held on May 15, 2024 Move: Adam Goodwin Second: David Basilio All in favor 4. Motion to Approve Minutes of Executive Session Meeting held on May 15, 2024 The Motion was Tabled. 5. Motion to Approve Minutes of Special Meeting held on May 31, 2024 The Motion was Tabled. 6. Motion to Approve FHA Payables for May -June FY 24 (Attachment A) Move: Adam Goodwin Second: David Basilio All in favor “Teamwork, Excellence and Ability for Your Home and Family” 7. Motion to Approve Janice Spellane as Assistant Treasurer Move: Adam Goodwin Second: Thomas Hughes All in favor 8. Motion to Approve January -March FY2024 Financial/Budget (Attachment B) Move: David Basilio Second: Adam Goodwin All in favor 9. Tenant Account Receivable (TAR) Updates (Attachment D) The Executive Director explained that TAR was going down. A revised Rent Collection Policy will be provided to the Board next month. 10. Motion to Approve Discharge of Former Tenant Uncollected Rents $38,115.34 (Attachment E) Move: Adam Goodwin Second: David Basilio All in favor 11. Audit and Management Reviews The Executive Director updated that HUD HCVP (Sec8 ), Authority Wide Audit were completed, No Procurement Issues were found. 12. Recognition of Mr. Rousseau’s services as a FHA Board Commissioner Mr. David Rousseau was recognized for his ten-year services as a FHA Board Commissioner with C. J. Durkin Tenant. His certificates were posted at the C. J. Darkin Waiting area. 13. FSU-FHA College Intern Program The Executive Director introduced College Intern. This year the FHA accepted three College Interns. Ms. Alineishka Ruiz is a rising freshman at FSU, working in the Executive Office, and assisting for the Leased Housing Department. Mr. Cameron Davis is studying for his master’s degree in computer science at FSU, and Andrew Skoog, Deputy Director, is supervising him, working on various computer-related tasks to improve FHA systems. Jordan Hughes was introduced last month. 14. Eviction Genesis Ruiz, Director of Public & Community Housing, updated that the FHA sent more 14 Day Notice which is assisting rent payment. 30 Day Notice has ISC agreements due to lease violations. The Board discussed the process of eviction. Thomas Hughes, Board member, asked if the FHA can provide a document that lays out all the step toward eviction, explaining the resources when the tenant sign the lese. The Executive Director answered warning letters are starting this month which could include a list of resources. The Director of Public & Community Housing added that Resident Service Coordinators are helping tenants with RAFT online application at the office and explained about the RAFT program to the Board. The Executive Director spoke about Tenant Portal at PHA web for making a payment. 15. Vacancy (Attachment F) The Director of Public & Community Housing reported the in May there were 4 Lease-ups. CHAMP is causing delays in lease-ups. The Executive Director explained that the vacancy would increase due to construction at Wallace Tower. 16. Review of MOU Final Collective Bargaining Agreement FHA & Local 2034 (Attachment G) - The FHA has not received the final MOU from the union. Once we receive it, the Deputy Director will highlight in updated part in the MOU then the FHA Board will review it and vote. 17. Review of Inspection Services & Coordinated Inspections The Executive Director updated on inspections: Collaborating with the city to have one unified inspector for the FHA and the City. The city is happy due to the cost, but this is still a planning stage. The Board discussed the Inspection system. The Chair asked about Section 8 inspections. Roberta Kozak, Director of Leased Housing answered that they have a third- party inspector that does biannual inspections, and they must meet the Housing Quality Standards (HQS). HQS will be updated by new implementation called NSPIRE-National Standards for the Physical Inspection of Real Estate by October 1, 2024. “Teamwork, Excellence and Ability for Your Home and Family” 18. Meeting with EOHLC Secretary Augustus, Mayor and State Delegation & Housing Works Grant Application $330,000 (Attachment H) The Executive Director stated that the FHA was invited to a meeting with Secretary Augustus and Mayor and State Delegations to share our ideas on transforming Green Acres which was held on May 30, 2024. The Secretary suggested the city apply for a grant for the roads and sidewalks. 19. House Approves Five-Year $6.5B Housing Bond bill (Attachment J) The Executive Director briefly stated the bill. 20. Motion to Approve Waiver for Repurposed Units Move: Adam Goodwin Second: Thomas Hughes All in favor The Executive Director explained that the waiver for repurposed units needs to be submitted per EOHLC requirement. Below is the list of the units that have been vacant and repurposed by the FHA. # Unit Development Bedroom Size 1 77 Leyte Road Green Acres 3 2 174 Milk Street Scattered Sites 3 3 79 Leyte Road Green Acres 2 4 101C CJ Durkin 1 5 101E CJ Durkin 1 6 102 - Director of Operations CJ Durkin 1 7 103 - Section 8 CJ Durkin 1 8 104 - Accounting CJ Durkin 1 9 105 - Accounting Storage CJ Durkin 1 10 101D CJ Durkin 1 Resident Services The Executive Director spoke briefly about RSC events in May-June. Construction 21. Project# 097120 Daniels Heights Parking & Curb Replacement Project The Executive Director stated that Daniels Heights needs a committee to assist with designing the parking lot. 22. Project# 097132 Wallace Tower Contract Amount Approved The Executive Director updated that G. V. W inc., has been approved to proceed with this project and we are waiting for the final execution of the contract. 23. Project# 097156 Creative Placemaking, C. J. Durkin The Executive Director said that there was no Bid. The State suggested we wait until next Spring to go out another bid. 24. Project# 097161-76 Mechanic Street The Executive Director updated that 2nd bid went out on May 29, bid opening on July 11. 25. Project# 097179 Underground Heat Piping Repair (Attachment L) The Executive director updated that the FHA received an award letter for the project. Janice Spellane, Board member, asked if the pothole will be repaired at Daniels Heights. Bruce Budrick, Director of Maintenance and Facilities, answered that the contractor will be coming soon. “Teamwork, Excellence and Ability for Your Home and Family” 26. Project#097188 Rooftop Ventilation Unit Repairs -Durkin The Executive Director updated that he added windows and envelope to this project. 27. Project#097189 Underground Drainage Repair-Durkin On going 28. Project#097200 Community Center and Admin Offices-Green Acres The Executive director updated that subcommittee meeting was held on June 10, 2024, The Designer Selection Committee meeting in the State will be held in July and narrow down to top 3. . 29. Motion to Approve Lowest & Responsive Bid Project #097201 Wallace Tower Asbestos Phase 5 Move: Adam Goodwin Second: David Basilio All in favor Thomas Hughes, Board member, asked the definition of Lowest & Responsive in the Bid. The Executive Director explained that it was a sate term, not a necessarily low bidder, it must be low and responsive. 30. Motion to Approve Certificate of Final Completion Project# 097165 Wallace Tower The Executive Director wanted to hold off this motion since the training is still needed and requested the Board to amend the motion. Motion to Approve the CFC to be pending until the Executive Director certifies all contractors’ requirements have been met as Amended. Move: Adam Goodwin Second: David Basilio All in favor 31. Motion to Approve Revised FY2024 Budget (Attachment C) Move: Adam Goodwin Second: David Basilio All in favor The Executive Director explained that the OFH reviewed United Way Funding $589,234 and spoke about the additional funding that should be applied to FHA supporting staff. The Board approved the management fee and disbursement of funds to the FHA staff. The Board discussed about the raise in the FHA. Point of Order Submitted by Thomas Hughes He stated that the Board discussed some misconduct charges in the regular meeting, therefore he suggested the meeting enter to Executive Session. The Chair agreed to enter the Executive session. 32. Motion to Enter to the Executive Session (at 10:39am) Move: Adam Goodwin Second: Thomas Hughes All in favor 33. Motion to Close to the Executive Session (at 10:45 am) Move: Adam Goodwin Second: Dave Basilio All in favor 34. Motion to Adjourn Regular Session (at 11:45 am) Move: Adam Goodwin Second: Dave Basilio All in favor “Teamwork, Excellence and Ability for Your Home and Family”