Nashua Housing and Redevelopment Authority

MINUTES OF THE REGULAR MEETING OF THE COMMISSIONERS OF THE NASHUA HOUSING AUTHORITY HELD NOVEMBER 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, October 22, 2010. Chairperson Eric Wilson called the meeting to order, and the Recording Secretary called the roll at approximately 8:30 a.m. with the following responses: Present Absent Paul Deschenes James Tollner Thomas Monahan Selma Pastor Eric Wilson The following persons were also present: Lori Wilshire, Aldermanic Liaison; Steve Lyons, AFSCME Council 93 Staff Representative; David Greenwood, Union Steward; Lynn Censabella, Executive Director; Scott Costa, Assistant Executive Director; Jim Tarosky, Finance Manager; Sarah Brisk, Public Housing Program Manager; Cheryl Hobbs, Property Manager; and Lisa Cox, Recording Secretary. NONPUBLIC SESSION: Chairperson entertained a motion to enter Nonpublic Session to discuss personnel matters at approximately 8:35 a.m. Mr. Monahan made the motion, and Mr. Tollner seconded it. The Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Thomas Monahan Selma Pastor Eric Wilson Motion carried unanimously. MINUTES: The Chairperson entertained a motion to waive the reading of the Authority's October 22, 2010 annual meeting minutes, to accept them and place them on file. Mr. Tollner made the motion, and Mr. Deschenes seconded the motion. The Chairperson asked if there were any comments, additions/deletions, corrections, or discussion. Questions asked by the Board were satisfactorily answered. There being no further discussion, the motion carried unanimously. 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. Deschenes seconded the motion. The Communications were as follows: Monthly Operational Reports - October 2010 - consisting of Public Housing and Section 8 Waiting List Report; Vacancy Report; Vacancy Report Compilation Sheet; Work Order Report; and Rent Collections Report; memorandum dated November 5, 2010 to the Board of Commissioners from Lynn Censabella in reference to Updated Development Sheet. The Chairperson asked if there was any discussion. Board noticed an increase in Tenant Balances on the October Rent Collections Report - highest at Forge and Flagstone and at Bronstein Apartments. Ms. Censabella explained Property Managers are sending many Notices of Nonpayment each month to tenants. She further explained payment agreements are sometimes entered with NHA tenants before going to court and some are entered through the courts. Ms. Censabella said she thinks the hard economic times are affecting many of the Authority's residents. There being no further discussion, the motion to waive the reading of the Communications, accept them, and place them on file carried unanimously. EXECUTIVE DIRECTOR'S REPORT: Ms. Censabella informed the Board interviews had been completed for the NHA's Finance Manager position, and Ms. Kristine Ebbert has been selected. Ms. Ebbert holds a CPA designation and has a broad financial background. Ms. Ebbert's first day of employment is Monday, November 22, and she will train with Jim Tarosky for two months before his retirement date. Lisa Cox has been selected tn fill thp Spr.tinn R Prnnram Mananpr nnsitinn at thp NHA  Ms. Censabella explained NHA is in the planning stages for roof replacements at Sullivan Terraces North and South as well as Temple Street Manor. NHA will be soliciting bids for architectural/engineering services for the design and specifications for the roof replacements with an anticipated late spring 2011 construction startup date. NHA is continuing to experience bumps in the road with the Siding and Window Replacement job at Sullivan Terrace South. Extensive wall repairs to approximately 60 percent of the units are required creating additional costs. It was also discovered that painting of every wall (floor to ceiling and corner to corner) containing windows was omitted in the original specification. The absence of painting was not detected by NHA staff during review of the draft specification. Ms. Censabella said she is working with the architect and D. L. King, contractor, on a reasonable solution. A cost of $29,442 is warranted for the amount of work to be done. The architect has also provided an estimate for the job, which was much higher. Ms. Censabella asked for Board approval to move forward with the work. It does not require a resolution because it is not more than 20 percent of the total job cost. The sign for George F. Robinson Manor has been ordered, and Ms. Censabella said she is expecting delivery at the end of November with installation to follow. NHA has begun removing shrubbery to make room for the sign. The Board may want to consider a December dedication date along with a guest list for the event; however, Mr. Robinson may not be available until springtime. She said she can begin working on the details once a date is determined. Ms. Censabella displayed draft printouts of the photographs of NHA developments, which were taken by Ken Harvey of Nashua's Camera Club. She explained the printouts for the Board Room would be professionally enlarged, matted and framed using professional- quality materials so the pictures can be enjoyed for years to come. She informed the Board Mr. Harvey has quoted $200 per print, which is a savings of $50 per print. The Board of Commissioners would also like to see a photograph taken of Sullivan Terrace South with its new siding and windows. Ms. Censabella informed the Board of Commissioners Park View Apartments is experiencing a high number of vacancies due to tenants' inability to pay rent. NHA currently has six vacancies with one other potential vacancy in a few weeks. There are only 17 units at Park View Apartments. Staff is working expeditiously to lease up these units. NHA placed an ad in The Telegraph and on Craig's List, Ms. Brisk has distributed flyers to social service agencies, and NHA is working with N. H. Housing Finance Authority. This is the largest number of vacancies the NHA has experienced at Park View Apartments at one time. Ms. Censabella explained it is getting very difficult to find qualified applicants who can afford the flat rents at Park View. Park View Apartments is having a cash flow issue due to  Chairperson entertained a motion to accept the Executive Director's Report with the recommendation to move forward with the painting work at Sullivan Terrace South to be completed by D. L. King and Associates. Mr. Monahan made the motion, and Mr. Tollner seconded the motion. The Chairperson asked if there were any questions. There being no discussion, the motion carried unanimously. NEW BUSINESS: RESOLUTION NO. 10-2150 BY THE NASHUA HOUSING AUTHORITY AWARDING A TWO-YEAR CONTRACT EFFECTIVE DECEMBER 1, 2010 FOR PAINTING AND CLEANING OF VACANT UNITS AS THEY BECOME AVAILABLE TO TARGET NEW ENGLAND, 185 SEWALL ROAD, WOLFEBORO, NH 03894 AT A PER-UNIT COST AS OUTLINED ON THE ATTACHED NARRATIVE UNDER THE PUBLIC HOUSING OPERATING BUDGET The Chairperson entertained a motion to approve Resolution No. 10-2150. Mr. Tollner made the motion, and Mr. Monahan seconded the motion. The Chairperson asked if there was any discussion. Mr. Monahan said the NHA seems to be satisfied with this contractor's performance since it has worked for NHA over the past four years. Ms. Censabella said there have been bumps in the road; however, the issues have been resolved, and the company is very responsive when work needs to be completed. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Thomas Monahan Selma Pastor Eric Wilson Motion carried unanimously.  RESOLUTION NO. 10-2151 BY THE NASHUA HOUSING AUTHORITY AMENDING THE EXISTING CONTRACT WITH NORTHERN ARCHITECTURAL DESIGN GROUP FOR ARCHITECTURAL/ENGNEERING SERVICES FOR SULLIVAN TERRACE SOUTH SIDING AND WINDOW REPLACEMENT TO INCLUDE A COMPLETION DATE EXTENSION AND ADDITIONAL SERVICES AT A COST OF $8,485 UNDER THE CAPITAL FUND PROGRAM (CFP) 501-09 AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA) BUDGET The Chairperson entertained a motion to approve Resolution No. 10-2151. Mr. Tollner made the motion, and Mr. Deschenes seconded the motion. The Chairperson asked if there was any discussion. Mr. Deschenes asked why an extension of time was necessary. Ms. Censabella said an extension was necessary because the original siding manufacturer could not perform under the ARRA requirements. The architect needed to find another siding manufacturer. The delay in window delivery was also a factor. Mr. Monahan asked if all parties agreed to this negotiated cost for services, and Ms. Censabella said yes, all parties agreed. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Thomas Monahan Selma Pastor Eric Wilson Motion carried unanimously. RESOLUTION NO. 10-2152 BY THE NASHUA HOUSING AUTHORITY AUTHORIZING SUBMISSION OF ITS PUBLIC HOUSING ASSESSMENT SYSTEM (PHAS) CERTIFICATION FOR FISCAL YEAR ENDING SEPTEMBER 30, 2010 The Chairperson entertained a motion to approve Resolution No. 10-2152 Mr. Tollner made the motion, and Mr. Monahan seconded the motion. The Chairperson asked if there was any discussion. There being none, the Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Thomas Monahan  RESOLUTION NO. 10-2153 BY THE NASHUA HOUSING AUTHORITY AUTHORIZING SUBMISSION OF ITS SECTION EIGHT MANAGEMENT ASSESSMENT PROGRAM (SEMAP) CERTIFICATION FOR FISCAL YEAR ENDING SEPTEMBER 30, 2010 The Chairperson entertained a motion to approve Resolution No. 10-2153. Mr. Tollner made the motion, and Mr. Monahan seconded the motion. The Chairperson asked if there was any discussion. There being no discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Thomas Monahan Selma Pastor Eric Wilson Motion carried unanimously. BILLS/INVESTMENTS: The Chairperson called for a motion to pay the bills as listed on the Cash Disbursement List - check numbers 46049 through 46136 and from the Supplemental Cash Disbursement List - check numbers 46137 through 46196 and from the Park View Apartments Cash Disbursement List - check numbers 4345 through 4359 and to approve the Investments as listed. Mr. Monahan made the motion, and Mr. Deschenes seconded it. The Chairperson asked if there was any discussion. Mrs. Pastor and Mr. Monahan noted the bed bug issue at NHA developments. Ms. Censabella explained NHA is actively working with the extermination contractor. NHA inspects apartments, provides mattress covers to tenants, has brought in a bed bug sniffing dog, and is now steaming and vacuuming after each chemical application. She said the steaming/vacuuming process seems to be a bit more effective in keeping the problem under control. Other questions asked by the Board were satisfactorily answered by Ms. Censabella. There being no further discussion, the motion to pay the bills and approve the investments as listed carried. COMMISSIONERS' COMMENTS: ANY OTHER BUSINESS WHICH MAY COME BEFORE THE BOARD None this month. ADJOURNMENT: The Chairperson entertained a motion to adjourn. Mr. Monahan moved to adjourn, and Mr. Tollner seconded the motion. Motion carried. The meeting adjourned at approximately 9:30 a.m. Respectfully submitted,  MINUTES OF THE NONPUBLIC SESSION HELD DURING THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS ON NOVEMBER 19, 2010 Attendees: Steve Lyons, AFSCME Council 93 Staff Representative; David Greenwood, Union Steward; Commissioners Eric Wilson, Selma Pastor, Thomas Monahan, James Tollner, and Paul Deschenes; Lynn Censabella, Executive Director; and Scott Costa, Assistant Executive Director. Mr. Lyons and Board of Commissioners discussed Grievance Number 2010-01. Mr. Lyons requested the mechanic's rate of pay for Union staff while performing plowing duties. Ms. Censabella explained the Board of Commissioners denied the same Grievance on June 15, 2007 (Grievance Number 2007-2). On June 20, 2009, the Union withdrew Grievance Number 2007-2 and indicated the reason for the withdrawal was based on NHA paying mechanic's time for plowing during the previous winter. Ms. Censabella informed the Board an oversight occurred, and the mechanic's rate was paid during the 2008 winter months. She further explained upon discovery of the oversight, a memorandum was provided to the Union in December 2009 stating NHA would no longer pay mechanic's time. Mr. Lyons stated mechanic's pay for plowing should be paid based on past practice. Board of Commissioners denied Grievance Number 2010-01. There were no motions made and no votes taken in Nonpublic Session. Chairperson entertained a motion to rise from Nonpublic Session at approximately 9:10 a.m., Mr. Tollner made the motion, and Mr. Monahan seconded it. The Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Thomas Monahan Selma Pastor Eric Wilson Mntinn c.arripd i inanimm icl\/