Nashua Housing and Redevelopment Authority

MINUTES OF THE REGULAR MEETING OF THE COMMISSIONERS OF THE NASHUA HOUSING AUTHORITY HELD FEBRUARY 19, 2010 The Commissioners of the Nashua Housing Authority (NHA) held its regular meeting at the office of the Nashua Housing Authority, 40 East Pearl Street, First Floor, Nashua, New Hampshire, at 8:30 a.m. on Friday, February 19, 2010. Chairperson Paul Deschenes called the meeting to order, and the Recording Secretary called the roll at approximately 8:30 a.m. with the following responses: Present Absent James Tollner Thomas Monahan Selma Pastor Eric Wilson Paul Deschenes The following persons were also present: Alderman Lori Wilshire, Aldermanic Liaison; George Robinson, Executive Director; Lynn Censabella, Assistant Executive Director; Jim Tarosky, Finance Manager; Scott Costa, Section 8 Program Manager; Joy Scotina, Assistant (Property Management); Antonio Perez, Section 8 Program Specialist; and Lisa Cox, Recording Secretary. Board agreed to go through the Agenda and to consider NONPUBLIC SESSION at the end of the meeting. Mr. Robinson introduced Joy Scotina to the Board. Ms. Scotina was recently promoted to fill the Assistant (Property Management) position in the Public Housing Department. Ms. Scotina has worked in the Section 8 Department for approximately two years. Mr. Robinson then introduced Antonio Perez. He has been hired to fill the Section 8 Program Specialist position formerly held by Ms. Scotina. The Board of Commissioners congratulated Ms. Scotina and welcomed Mr. Perez. Ms. Scotina and Mr. Perez left the meeting. MINUTES: The Chairperson entertained a motion to waive the reading of the Authority's COMMUNICATIONS: The Chairperson entertained a motion to waive the reading of the Communications, accept them, and place them on file. Mr. Monahan made the motion, and Mr. Wilson seconded the motion. The Communications were as follows: Monthly Operational Reports - January 2010 - consisting of Public Housing and Section 8 Waiting List Report; Vacancy Report; Vacancy Report Compilation Sheet; Work Order Report; and Rent Collections Report; letter dated January 27, 2010 from HUD about the NHA's Section 8 Management Assessment Program (SEMAP) for fiscal year ending September 30, 2009; cover letter dated February 2, 2010 and flyer seeking elderly applicants for Public Housing Program waiting lists; letter dated February 14, 2010 from HUD in reference to the Section 8 Housing Choice Voucher Program (HCVP) Validation Review; letter dated February 12, 2010 from HUD about Housing Choice Voucher Program 2010 Renewal Funding Allocation; Housing Choice Voucher Program Report for fiscal year 2010. The Chairperson asked if there was any discussion. Mr. Robinson discussed the letter from HUD about the Section 8 funding. He said the funding leaves the NHA with a shortfall, and NHA will not be able to issue all of its Vouchers unless some supplemental funding is received. He explained it is very unfortunate the Authority cannot help the applicants in need of assistance, and the Authority loses a lot of money each month in administrative fees. NHA will watch this carefully in order to maximize leasing each month. At this time, Mr. Robinson said the Section 8 Department has approximately 30 Vouchers issued not leased. Mr. Robinson discussed the letter from HUD about the Section 8 HCVP Validation Review. He said the Review went very well, and HUD found a few minor issues considering Section 8 is a $7M business. Mr. Robinson said Jim Tarosky does a great job inputting the information, and Scott Costa is now checking the information before it is submitted. Mrs. Pastor asked how the same applicant could move into Arel Manor and Temple Street Manor in the same month. Mr. Robinson explained the applicant signed a lease for a unit at Arel Manor and then decided the unit was too small. During the month, she had a change of heart; however, the Arel Manor apartment was already leased to someone else. She reapplied for elderly housing, and because the waiting list for Nashua residents is almost non-existent, she was able to lease up a vacant unit at Temple Street Manor. Mr. Monahan and the Board commended the NHA on its excellent SEMAP score of 100 bercent. EXECUTIVE DIRECTOR'S REPORT: Mr. Robinson stated January was a busy month reviewing bids, preparing bids, signing construction contracts, and trying to keep some construction jobs on the right track. NHA was in Superior Court on a landlord matter where the landlord had accepted side payments from a Section 8 tenant. Mr. Robinson informed the Board he is waiting for the Court's decision and he would inform Board members of its decision when it is received. Mr. Robinson said he was involved in a meeting with the N. H. Department of Energy (DOE) about the NHA's utility allowance payments to tenants and how the emergency assistance payments by the State, through local anti-poverty programs, were creating some issues. He explained the DOE does not take into consideration the utility allowances the NHA is required to compute in the rent system when DOE awards emergency assistance. This fact has caused an issue with local utility suppliers - especially when public housing authorities pay the utility allowances directly to the utility suppliers. NHA does not pay utility allowances to the utility suppliers. One program participant, not in Nashua, had a very large credit on his/her account. Mr. Robinson stated he hopes this issue is resolved with the DOE and in doing so; more emergency assistance funds will be available for people in need. Mr. Robinson met with Vivien Green of the Senior Activity Center to discuss how the programs and services at the Center could be better marketed to Public Housing seniors. Ms. Green and Mr. Robinson are exploring the NHA paying for a program to run at the Center in an attempt to entice NHA residents to attend and are looking to provide direct transportation to the Center. In the past, NHA had been able to bring into its buildings a person to lead an exercise program, cooking classes, etc. It is very difficult now to find a person in business with necessary insurance, etc. Mr. Robinson said he hopes to entice the seniors to take a good look at the Center and to take advantage of its offerings. The Chairperson entertained a motion to accept the Executive Director's Report. Mrs. Pastor made the motion to accept the Executive Director's Report, and Mr. Monahan seconded the motion. The Chairperson asked if there were any questions. There being no discussion, the motion carried unanimously. NEW BUSINESS: (AMENDED) RESOLUTION NO. 10-2131 BY THE NASHUA HOUSING AUTHORITY REJECTING THE BID FROM THE TERMINIX INTERNATIONAL COMPANY, L. P., 855 RIDGE LAKE BOULEVARD, MEMPHIS, TN 08120 AND AWARDING A ONE-YEAR CONTRACT BEGINNING FEBRUARY 1, 2010 AND ENDING JANUARY 31, 2011 WITH THE OPTION TO RENEW FOR AN ADDITIONAL ONE-YEAR TERM BEGINNING FEBRUARY 1, 2011 AND ENDING JANUARY 31, 2012 FOR THE INTEGRATED PEST MANAGEMENT PROGRAM TO PEST END, INC., 15 PELHAM STREET, METHUEN, MA 01844 AT A TOTAL CONTRACT COST OF $22,308 PER YEAR UNDER THE PUBLIC HOUSING OPERATING BUDGET AND $3,924 PER YEAR UNDER THE PARK VIEW APARTMENTS BUDGET The Chairperson entertained a motion to approve (amended) Resolution No. 10-2131. Mrs. Pastor made the motion, and Mr. Wilson seconded it. The Chairperson asked if there was any discussion. Questions asked by the Board were satisfactorily answered by Mr. Robinson. Mr. Monahan noticed Pest End, Inc. did not supply insurance. Mr. Tollner made a motion to amend the original motion to include Pest End must provide insurance documentation before providing the integrated pest management program services. Mrs. Pastor seconded the motion. Mr. Robinson stated the NHA is named as an additional insured on an insurance binder. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS James Tollner Thomas Monahan Selma Pastor Eric Wilson Paul Deschenes Motion, as amended, carried unanimously.  RESOLUTION NO. 10-2134 BY THE NASHUA HOUSING AUTHORITY AUTHORIZING ITS EXECUTIVE DIRECTOR TO DISPOSE OF USED APPUANCES, DAMAGED, AND OBSOLETE OFFICE EQUIPMENT IN ACCORDANCE WITH THE DISPOSITION POLICY The Chairperson entertained a motion to approve Resolution No. 10-2134. Mr. Wilson made the motion, and Mr. Monahan seconded it. The Chairperson asked if there was any discussion. There being no discussion, the Recording Secretary called the roll with the following responses: AYES NAYS James Tollner Thomas Monahan Selma Pastor Eric Wilson Paul Deschenes Motion carried unanimously. RESOLUTION NO. 10-2135 BY THE NASHUA HOUSING AUTHORITY AWARDING A TWO-YEAR CONTRACT BEGINNING APRIL 1, 2010 AND ENDING MARCH 31, 2012 FOR LEGAL SERVICES TO GORMLEY & GORMLEY, P. C., 351 MAIN STREET, NASHUA, NH 03060 AT A TOTAL COST OF $9,000 FER YEAR FOR RETAINER SERVICE AND AN HOURLY FEE OF $120 UNDER THE PUBLIC HOUSING OPERATING BUDGET The Chairperson entertained a motion to approve Resolution No. 10-2135. Mrs. Pastor made the motion, and Mr. Tollner seconded it. The Chairperson asked if there was any discussion. Questions asked by the Board were satisfactorily answered by Mr. Robinson. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS James Tollner Thomas Monahan Selma Pastor  RESOLUTION NO. 10-2136 BY THE NASHUA HOUSING AUTHORITY DEMONSTRATING ITS COMMITMENT TO SAFETY AND RISK MANAGEMENT The Chairperson entertained a motion to approve Resolution No. 10-2136. Mr. Tollner made the motion, and Mr. Monahan seconded it. The Chairperson asked if there was any discussion. Questions asked by the Board were satisfactorily answered by Mr. Robinson. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS James Tollner Thomas Monahan Selma Pastor Eric Wilson Paul Deschenes Motion carried unanimously. BILLS/INVESTMENTS: The Chairperson called for a motion to pay the bills as listed on the Cash Disbursement List - check numbers 44669 through 44763 and from the Supplemental Cash Disbursement List - check numbers 44764 through 44831 and from the Park View Apartments Cash Disbursement List - check numbers 4256 through 4267 and to approve the Investments as listed. Mr. Wilson made the motion, and Mr. Tollner seconded it. The Chairperson asked if there was any discussion. There being no discussion, the motion to pay the bills and approve the investments as listed carried. COMMISSIONERS' COMMENTS: The Chairperson brought everyone's attention to an excellent newspaper article about Mr. Monahan in THE TELEGRAPH today (February 19, 2010). NONPUBLIC SESSION: Chairperson entertained a motion at 9:05 a.m. to enter Nonpublic Session to discuss litigation. Mr. Monahan made the motion, and Mr. Tollner seconded it. The Recording Secretary called the roll with the following responses: AYES NAYS James Tollner Thomas Monahan Selma Pastor Eric Wilson Paul Deschenes Motion carried unanimously. At 9:30 a.m., the Chairperson entertained a motion to rise from Nonpublic Session. Mr. Wilson made the motion, and Mr. Tollner seconded it. The Recording Secretary called the roll with the following responses: AYES NAYS James Tollner Thomas Monahan Selma Pastor Eric Wilson Paul Deschenes Motion carried unanimously. The Chairperson entertained a motion to seal the Nonpublic Session minutes due to pending litigation involving the Nashua Housing Authority. Mr. Tollner made the motion, and Mr. Wilson seconded it. There being no discussion, the motion carried. ANY OTHER BUSINESS WHICH MAY COME BEFORE THE BOARD Mr. Deschenes, Chairperson, expressed his gratitude to the Nashua Fire Department for containing the fire at Sullivan Terrace South and to NHA staff for their excellent work making sure the fire victim was relocated to another apartment. ADJOURNMENT: The Chairperson entertained a motion to adjourn. Mr. Wilson moved to adjourn, and Mr. Monahan seconded the motion. The motion carried. The meeting adjourned at approximately 9:32 a.m. Respectfully submitted, Lisa A. COK Recording Secretary