Nashua Housing and Redevelopment Authority

MINUTES OF THE ANNUAL MEETING OF THE COMMISSIONERS OF THE NASHUA HOUSING AUTHORITY HELD OCTOBER 18, 2013 The Commissioners of the Nashua Housing Authority (NHA) held its annual 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 18, 2013. Chairperson Thomas Monahan called the meeting to order, and the Recording Secretary called the roll at approximately 8:36 a.m. with the following responses: Present Absent Thomas Monahan Eric Wilson Selma Pastor James Tollner Paul Deschenes The following persons were also present: Lori Wilshire, Alderman-at-Large, Aldermanic Liaison; Lynn Censabella, Executive Director; Scott Costa, Assistant Executive Director; Lisa Cox, Section 8 Program Manager; Judith Forrester, Finance Manager; Joy Scotina, Property Manager; James Floras, Property Manager; Sheila Galligan, Recording Secretary. MINUTES: The Chairperson entertained a motion to waive the reading of the Authority’s September 20, 2013 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 questions, comments, additions/deletions, corrections, or discussion. There being none, the motion carried unanimously. COMMUNICATIONS: The Chairperson entertained a motion to waive the reading of the Communications, accept them, and place them on file. Mrs. Pastor made the motion, and Mr. Deschenes seconded the motion. The Communications were as follows: Monthly Operational Reports – September 2013 – consisting of Public Housing and Section 8 Waiting List Report; Vacancy Report; Vacancy Report Compilation Sheet; Work Order Report; Rent Collections Report; the PHADA’s 2014 Commissioners’ Conference brochure. The Chairperson asked if there were any comments, additions/deletions, corrections or discussion. Mr. Deschenes questioned the amounts owed, which were reflected on the Rent Collections Report. He thought the amounts were high. Ms. Censabella explained that she has seen quite a few financial repayment arrangements over the past few months due to residents being unable to pay their rent or having to pay back money owed due to unreported income. Mr. Monahan asked about a unit showing 17 days vacant. Ms. Censabella explained there was a lot of damage done to the carpets, tile, stove, and the countertops had to be removed and replaced. The former resident will be charged back for any items that were a result of negligence. Ms. Censabella pointed out that the Vacancy Report Compilation Sheet indicates the NHA ended the fiscal year in September with a turnover rate of 5.3 days on all of the vacancies, which is excellent. She credited the Applications, Occupancy, and Maintenance Departments. Mr. Monahan said he is pleased 100 percent of the Priority A work orders are being completed within a 24-hour period as reflected on the Monthly Work Order Report. The Chairperson asked if there were any comments, additions/deletions, corrections or discussion. There being no further discussion, the motion carried unanimously. EXECUTIVE DIRECTOR’S REPORT: Arel Manor is undergoing a full roof replacement with approximately 90 percent completed. The Contractor will move on to complete the roofs at Rochette and Fossa Avenue, with punch list items remaining at the multiple sites. The new roofs look great, and Ms. Censabella encouraged the Board to drive through the sites to view the work completed. Vagge Village, Arel Manor, Whitney Street, Atwood Court, Lake and Pine Streets have been completed. The contractor is doing an incredible job.  Approved salary increases for Nashua Housing Authority (NHA) staff, including Maintenance, were deferred until there was a resolution to the government shutdown. The U. S. Department of Housing and Urban Development (HUD) notified PHAs that Operating Funds (public housing and operations) would be available through December; and funds for the Section 8 Housing Choice Voucher Program (HCVP) and Administrative Fees would be funded through the end of October. Specific to the HCVP, HUD’s contingency plan has noted that “There were no payments beyond October scheduled to be disbursed at this time.” Out of the almost 4,000 HUD staff employed prior to the government shutdown, they cut back to about 800 so HUD’s fear was they wouldn’t have the staff to disburse the funds to housing authorities even though the funds are available. The shutdown has ended, HUD personnel are back to work, and funding is expected to be made in a timely manner. We have been notified that we are going to continue to be funded at an 82 percent proration. NHA has the capacity to issue increases as originally intended and will make the increases retroactive to October 1. The Section 8 participant discussed during last month’s meeting has been terminated by the NHA from the Program effective September 30, 2013. NHA received a summons to attend court on October 9, 2013 as a result of a petition filed by the participant. Judge Bamberger denied the former participant’s petition based on the plaintiff’s inability to sustain a burden of proof. Resolution 13-2226 awarding a 12-month contract for the bulk purchase of electricity is being presented for Board consideration today. This is the NHA’s third year participating in the bulk purchase of energy, with savings during the 2012-2013 year of $64,000. Based on fluctuating rates and the necessity to lock in at the rates quoted, it was necessary to gather quotes on the heels of the monthly Board of Commissioners meeting and present it to each of you today. Jim Floras and Joy Scotina hosted Fire Prevention Week poster contests at NHA developments in October. Seventeen children attended with six of the participants selected as winners in their respective age groups. As you will see displayed around the room, the children did a great job this year. An awards ceremony will be held on October 22, 2013 honoring the winners. There will be $50, $30, and $20 winners. The money will be reimbursed to the NHA by the Authority’s insurance provider. Ms. Censabella requested permission from the Board to have a holiday gathering in December for the NHA staff.  Ms. Censabella announced Mr. Deschenes has been reappointed to the Board of Commissioners for a five-year term. The City Clerk’s office will be sending confirmation of his reappointment to the NHA. Ms. Censabella said she hopes the Board is enjoying the beautiful fall weather. Mr. Monahan asked for the status of Amherst Park Apartments. Ms. Censabella informed the Board Lisa Cox supplied her with a spreadsheet listing the units that might be eligible for Vouchers. At this point an application must be submitted to HUD. Everything had been on hold with the government shutdown. She further explained two or three residents are preliminarily eligible for Vouchers at this time. Mr. Monahan congratulated Mr. Deschenes on his re-election to the Board of Commissioners. The Chairperson entertained a motion to accept the Executive Director’s Report and to grant the recommendations. Mrs. Pastor made the motion, and Mr. Tollner seconded the motion. The Chairperson asked if there were any further comments, additions/deletions, corrections or discussion. There being none, the motion carried unanimously. NEW BUSINESS: RESOLUTION NO. 13-2224 BY THE NASHUA HOUSING AUTHORITY AUTHORIZING ITS EXECUTIVE DIRECTOR TO DISPOSE OF USED NON-WORKING COMPUTER EQUIPMENT The Chairperson entertained a motion to approve Resolution No. 13-2224. Mr. Tollner made the motion, and Mr. Deschenes seconded the motion. The Chairperson asked if there was any discussion. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Selma Pastor Thomas Monahan Motion carried unanimously.  RESOLUTION NO. 13-2225 BY THE NASHUA HOUSING AUTHORITY AUTHORIZING THE FOLLOWING PAYMENT STANDARDS FOR THE SECTION 8 HOUSING CHOICE VOUCHER PROGRAM (HCVP) AS LISTED: 0BR: $765; 1BR: $899; 2BR: $1,125; 3BR: $1,504; 4BR: $1,684; 5BR: $1,937 The Chairperson entertained a motion to approve Resolution 13-2225. Mr. Tollner made the motion to accept, and Mr. Deschenes seconded the motion. The Chairperson asked if there was any discussion. Ms. Censabella and the Board briefly discussed how the Payment Standards are determined. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Selma Pastor Thomas Monahan Motion carried unanimously. Mr. Tollner made a motion to make an exception and place Resolution No. 13-2226 on the Agenda. Mr. Deschenes seconded the motion. There being no discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Selma Pastor Thomas Monahan Motion carried unanimously.  RESOLUTION NO. 13-2226 BY THE NASHUA HOUSING AUTHORITY AWARDING A 12- MONTH CONTRACT FOR THE BULK PURCHASE OF ELECTRICITY WITH INTEGRYS ENERGY SERVICES, INC. BEGINNING OCTOBER 18, 2013 AND ENDING OCTOBER 17, 2014 AT A RATE OF $0.0799 CENTS PER KWH The Chairperson entertained a motion to approve Resolution No. 13-2226. Mr. Tollner made a motion to accept Resolution No. 13-2226, and Mr. Deschenes seconded the motion. The Chairperson asked if there was any discussion. Mr. Monahan asked if the NHA went out to bid, and Ms. Censabella answered yes. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Selma Pastor Thomas Monahan Motion carried unanimously. ELECTION OF OFFICERS: Mr. Tollner presented the nominations for 2013/2014 slate of officers as follows: Thomas Monahan, Chairperson; Selma Pastor, Vice Chairperson; James Tollner, Treasurer; Paul Deschenes, Assistant Treasurer; and Eric Wilson, Commissioner. Mr. Tollner made a motion for the Secretary to cast one ballot in support of the nominations. Mrs. Pastor seconded the motion. The Recording Secretary called the roll with the following responses: AYES NAYS Paul Deschenes James Tollner Selma Pastor Thomas Monahan Motion carried unanimously. BILLS/INVESTMENTS: The Chairperson called for a motion to pay the bills as listed on the Cash Disbursement List - check numbers 51150 through 51269 and from the Supplemental Cash Disbursement List – check numbers 51270 through 51346 and from the Park View Apartments Cash Disbursement List – check numbers 4673 through 4681 and to approve the Investments as listed. Mrs. Pastor made the motion to pay the bills and leave investments in place and Mr. Deschenes seconded. Ms. Censabella answered questions asked by the Board. The Chairperson asked if there was any further discussion. There being none, the motion carried unanimously. PUBLIC COMMENT: None. COMMISSIONERS’ COMMENTS: None. ANY OTHER BUSINESS WHICH MAY COME BEFORE THE BOARD: None. ADJOURNMENT: Mr. Tollner made a motion to adjourn. Mr. Deschenes seconded the motion. Motion carried. The meeting adjourned at approximately 9:02 a.m. Respectfully submitted, Sheila A. Galligan Recording Secretary