Nashua Housing and Redevelopment Authority

MINUTES OF THE REGULAR MEETING OF THE COMMISSIONERS OF THE NASHUA HOUSING AUTHORITY HELD May 20, 2011 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 8:35 a.m. on Friday, May 20, 2011. The Vice Chairperson called the meeting to order, and the Recording Secretary called the roll at approximately 8:37 a.m. with the following responses: Present Absent Thomas Monahan Eric Wilson James Tollner Paul Deschenes Selma Pastor The following persons were also present: Lynn Censabella, Executive Director; Scott Costa, Assistant Executive Director; Lori Wilshire, Aldermanic Liaison; Sarah Brisk, Public Housing Program Manager; James Floras, Property Manager; Joy Scotina, Property Manager; Lisa Cox, Section 8 Program Manager; Stephen Sacco, Finance Manager and Cheryl Hobbs, Recording Secretary. MINUTES: The Vice Chairperson entertained a motion to waive the reading of the Authority’s April 15, 2011 regular meeting minutes, to accept them and place them on file. Mr. Tollner made the motion, and Mr. Deschenes seconded the motion. The Vice Chairperson asked if there were any comments, additions/deletions, corrections, or discussion. There being none, the motion carried unanimously. The Vice Chairperson entertained a motion to waive the reading of the Nashua Affordable Housing Corporation annual meeting minutes, to accept them and place them on file. Mr. Tollner made the motion, and Mr. Deschenes seconded the motion. The Vice Chairperson asked if there were any comments, additions/deletions, corrections, or discussion. There being none, the motion carried unanimously. COMMUNICATIONS: The Vice Chairperson entertained a motion to waive the reading of the Communications, accept them, and place them on file. Mr. Tollner made the motion, and Mr. Monahan seconded the motion. The Communications were as follows: Monthly Operational Reports – April 2011 – consisting of Public Housing and Section 8 Waiting List Report; Vacancy Report; Vacancy Report Compilation Sheet; Work Order Report; and Rent Collections Report. The Vice Chairperson asked if there was any discussion. There being none, the motion to waive the reading of the Communications, accept them, and place them on file carried unanimously. EXECUTIVE DIRECTOR’S REPORT: Ms. Censabella reported the NHA is gearing up in preparation of the Authority’s Annual Plan submission due in July to HUD. The Resident Advisory Board will meet to discuss the Plan on Thursday, June 2 at 5:30 p.m. at 40 East Pearl Street, and the Public Hearing will take place at 100 Major Drive on Tuesday, June 7 at 5:00 p.m. The Commissioners are encouraged to attend. The Park View audited financial statement is enclosed in your packets, and I am pleased to report there were no issues identified. We are working with our auditors at this time to receive a draft version of the NHA audit. I am hopeful to present this to the Board next month. Ms. Censabella stated the transfer of Park View partnership to NHA by Neighborhood Housing Services has hit a bump in the road. Bank of America, the limited partner, had indicated a desire to convey their partnership interest. If this occurs the partnership will dissolve, causing a recapture of the tax credits. Bank of America’s attorney and NHA auditors have suggested NHA create an LLC to be managed by the executive director in order to accept the partnership assignment from Bank of America. This would continue the partnership and prevent a recapture of the tax credits, as long as NHA continues to operate the property as required by the Use and Affordability Restrictions. Creation of an LLC is fairly straight forward. I will need some indication from the Board if this is acceptable, and possible suggestion for naming the LLC. HUD has provided prorated funding to NHA for the months of May and June based on calendar year 2010 eligibility. The May and June funding was continued at 92% and HUD has indicated this was based on the close timing of the May and June funding and the passage of the Act. I anticipate the funding level will decrease beginning July 1 based on the budget cuts. The 2011 NAHRO Summer Conference is taking place July 28 through July 30 in Louisville, Kentucky. If there are interested Board members, please contact Cheryl prior to June 15. The Vice Chairperson entertained a motion to accept the Executive Director’s Report. Mr. Monahan made the motion adding the LLC partnership being formed and leaving it up to the Executive Director to decide on a name for the partnership, and Mr. Deschenes seconded the motion. The Vice Chairperson asked if there were any questions. There being none, the motion carried unanimously. NEW BUSINESS: RESOLUTION NO. 11-2162 BY THE NASHUA HOUSING AUTHORITY AUTHORIZING ITS EXECUTIVE DIRECTOR TO DISPOSE OF USED APPLIANCES AND OFFICE EQUIPMENT The Vice Chairperson entertained a motion to approve Resolution No. 11-2162. Mr. Tollner made the motion, and Mr. Monahan seconded the motion. The Vice Chairperson asked if there was any discussion. There being no discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Thomas Monahan James Tollner Paul Deschenes Selma Pastor Motion carried unanimously. RESOLUTION NO. 11-2163 BY THE NASHUA HOUSING AUTHORITY AWARDING A CONTRACT FOR ARCHITECTURAL/ENGINEERING SERVICES FOR 504 COMPLIANT ENTRYWAYS AND KEYLESS ENTRY SYSTEMS AT NH 2-10, AREL MANOR AND KEYLESS ENTRY SYSTEMS UPGRADES AT 2-5, SULLIVAN TERRACE NORTH, NH 2-7, SULLIVAN TERRACE SOUTH AND NH 2-11 TEMPLE STREET MANOR TO WARRENSTREET ARCHITECTS, INC., 27 WARREN STREET, CONCORD, NH 03301 AT A TOTAL CONTRACT COST OF $7,500 UNDER THE OPERATING BUDGET The Vice Chairperson entertained a motion to approve Resolution No. 11-2163. Mr. Monahan made the motion, and Mr. Tollner seconded the motion. The Vice Chairperson asked if there was any discussion. Mr. Tollner asked why NHA didn’t go with Duncan Douglas McCallum, Architect. Ms. Censabella explained when the references were checked, there was more than one that did not even recall utilizing them, one was a neighbor and the other was a job over seventeen years old. There was nothing more recent to feel confident that their abilities today, would suit our needs. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Thomas Monahan James Tollner Paul Deschenes Selma Pastor Motion carried unanimously.  RESOLUTION NO. 11-2164 BY THE NASHUA HOUSING AUTHORITY TO CONSIDER ADOPTING AN EMPLOYEE CELLULAR PHONE AND OTHER PORTABLE ELECTRONIC DEVICE POLICY The Vice Chairperson entertained a motion to approve Resolution No. 11-2164. Mr. Monahan made the motion, and Mr. Deschenes seconded the motion. The Vice Chairperson asked if there was any discussion. Mr. Tollner asked if this Policy will be intertwined with the Union Contract. Ms. Censabella explained it is an outside Policy and all staff will receive it, the Union will be held to the same Policy expectations. Mr. Tollner made the motion to amend the Policy so that all employees; Management, Office Staff and Union Staff, review and sign the Policy, and we have it on file. Mr. Deschenes seconded the amendment. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Thomas Monahan James Tollner Paul Deschenes Selma Pastor Motion carried, as amended, unanimously. Note: After the meeting concluded, I conducted a phone vote to further amend the above resolution to remove reference to the Employee Handbook; “(see J. use of Authority Telephone, the Internet, and E mail).” The votes were as follows: AYES NAYS Thomas Monahan James Tollner Paul Deschenes Selma Pastor Motion carried, as further amended, unanimously. BILLS/INVESTMENTS: The Chairperson called for a motion to pay the bills as listed on the Cash Disbursement List – check numbers 46874 through 46947 and from the Supplemental Cash Disbursement List – check numbers 46948 through 46986 and to approve the Investments as listed. Mr. Monahan made the motion, and Mr. Tollner seconded it. The Chairperson asked if there was any discussion. Mr. Tollner asked if the charges from Daniel Baldwin were mainly for snow removal or leak repairs. It was answered that the charges were mainly for leak repairs at Arel Manor due to an ice storm. Mr. Monahan mentioned a Boston Globe article how non-profits are depositing their money in local banks. He asked that we consider local banks for our depository relationship. Ms. Censabella stated it is a long process but it can be done. There being no further discussion, the motion to pay the bills and approve the investments as listed carried. COMMISSIONERS’ COMMENTS: Mr. Monahan stated he was appointed by the Mayor to sit on a jury that is looking at conceptual designs for the exit to the Broad Street Parkway onto Pine Street and Central Street. He wants it clear that he is not there representing the Nashua Housing Authority. They ask a lot of questions about Bronstein and what our plans are, however anything he says is only his opinion. ANY OTHER BUSINESS WHICH MAY COME BEFORE THE BOARD The Vice Chairperson entertained a motion to enter Nonpublic Session to discuss the two confidential memo’s from Ms. Censabella. Mr. Tollner made the motion, and Mr. Monahan seconded the motion. The Recording Secretary called the roll with the following responses: AYES NAYS Thomas Monahan James Tollner Paul Deschenes Selma Pastor Motion carried unanimously, and Non-Public Session began at 8:55 a.m. At 9:18 a.m. the Vice Chairperson entertained a motion to rise from Non-public Session. Mr. Tollner made the motion, and Mr. Monahan seconded the motion. No votes were taken in Nonpublic Session. The Recording Secretary called the roll with the following responses: AYES NAYS Thomas Monahan James Tollner Paul Deschenes Selma Pastor The motion carried unanimously. ADJOURNMENT: The Vice Chairperson entertained a motion to adjourn. Mr. Tollner moved to adjourn, and Mr. Deschenes seconded the motion. Motion carried. The meeting adjourned at approximately 9:20 a.m. Respectfully submitted, Cheryl Hobbs Recording Secretary