Nashua Housing and Redevelopment Authority

MINUTES OF THE REGULAR MEETING OF THE COMMISSIONERS OF THE NASHUA HOUSING AUTHORITY HELD FEBRUARY 21, 2014 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 21, 2014. Chairperson Thomas Monahan called the meeting to order, and the Recording Secretary called the roll at approximately 8:40 a.m. with the following responses: Present Absent Thomas Monahan James Tollner Selma Pastor Paul Deschenes Eric Wilson Mr. Tollner called and said he was unable to attend this month’s meeting. The following persons were also present: Lori Wilshire, Alderman-at-Large, Aldermanic Liaison; Lynn Lombardi, 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 January 17, 2014 meeting minutes, to accept them, and place them on file. Mrs. Pastor made the motion, and Mr. Wilson 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. Mr. Wilson made the motion, and Mr. Deschenes seconded the motion. The Communications were as follows: Monthly Operational Reports – January 2014– consisting of Public Housing and Section 8 Waiting List Report; Vacancy Report; Vacancy Report Compilation Sheet; Work Order Report; Rent Collections Report, and the 2013 Section Eight Management Assessment Program (SEMAP). The Chairperson asked if there were any comments, additions/deletions, corrections or discussion. Mrs. Pastor said she was very interested in the 2013 Section 8 Management Assessment Program (SEMAP) score of 100% and congratulated the NHA. Mr. Wilson referenced the NHA was designated as a High Performer in the letter. Mr. Monahan said the score was fantastic and it’s something that doesn’t happen often. He congratulated the combined efforts of the Section 8 employees and thanked them. Mr. Deschenes questioned the amounts owed on the Rent Collections Report, which he thought were a little on the high side. Ms. Lombardi explained the actual amounts fluctuate between two and seven percent each month, depending on resident’s finances, which is standard in this industry due to unreported income, evictions, damages and nonpayment of rent. Mr. Monahan asked about the process of discovery and collection of unreported income. Ms. Lombardi explained the methods used to identify discrepancies in income, and the procedure to collect the adjusted amounts due in rent. The Chairperson asked if there was any further discussion. There being no further discussion, the motion carried unanimously. EXECUTIVE DIRECTOR’S REPORT: Ms. Lombardi was pleased to report that NHA scored 100 percent on its Section 8 Management Assessment Program (SEMAP) for the 2013 calendar year. She thanked Lisa Cox, Section 8 Manager, and all of her hard working staff for attaining a perfect score for NHA’s Section 8 Program. NHA received HUD approval to administer the Enhanced Voucher Program for the expiring HUD 202 funds at Amherst Park. Ms. Lombardi anticipates this will result in three additional Vouchers through the Program. Approximately $29,000 in Housing Assistance Payment funds will be paid to the NHA through HUD to administer these Vouchers. Ms. Lombardi requested permission from the Board to sponsor a tee/hole and one player for the New Hampshire Housing Authorities Corporation’s (NHHAC) Tri-State Conference in May 2014. The total cost for sponsorship is $275.00 with proceeds supporting NHHAC’s scholarship program. Scholarships are offered annually through NHHAC to high school seniors and adults returning to college who are receiving public housing or Section 8 assistance. This is an extremely worthwhile program, with $5,000 awarded annually to low income families in New Hampshire. One of NHA’s maintenance staff, Michael Corosa, has announced his plans for retirement in April of this year. Mr. Corosa has worked with the NHA since 1993, and has twenty years of service with the Authority. We wish him well in his retirement. In 2013 the Office of Inspector General conducted a nationwide audit of HUD’s oversight of environmental reviews. Environmental reviews are required of all PHAs receiving Capital Fund Program grants, along with the 2009 American Recovery and Reinvestment Act funds. The HUD field office in Boston was selected as a part of the risk control oversight to ensure that the responsible entities (municipalities) performed the required reviews, and whether HUD released funds to PHAs prior to all required documentation being submitted. As a part of the review, the OIG selected three housing authorities from Boston, MA, New Bedford, MA, and Nashua, NH, along with each of the PHA’s responsible entities. As a result of the reviews the OIG determined that the Boston Office of Public Housing did not provide adequate oversight at the three housing authorities. Ms. Lombardi contacted Marilyn O’Sullivan, Regional Director at the Boston HUD field office earlier this week to discuss what steps Nashua needs to take on these findings. She is currently working with HUD legal counsel to work through the details of the audit and will keep the NHA informed as information is received. She stated that Nashua does not need to do anything at this point, and her office is in disagreement with the audit results. NHA has submitted an environmental review to the City of Nashua for each of its Capital Fund Program grants over the years. The City is required to sign off on the reviews, and completed reviews are forwarded to HUD for approval. No funds from the grants are to be provided to NHA until these steps have been taken. Nashua has never been contacted by HUD to correct deficiencies in its submitted environmental reviews. Ms. Lombardi will seek assistance from HUD to ensure all future environmental reviews are conducted to meet requirements, and will require training of NHA staff to better understand the process. There was a brief discussion regarding the Office of Inspector General’s audit results. Ms. Lombardi explained that NHA has never been notified of noncompliance, or of being deficient in any way. NHA is waiting for HUD to contact us with additional information. Ms. Lombardi will work with HUD and all other ED’s statewide to ensure compliance. Mr. Monahan asked if NHA has any money tied up due to this recent OIG report. Ms. Lombardi said the NHA has received funding up to date. All funds have been remitted. She is unsure of what will be required of the NHA going forward. The Chairperson entertained a motion to accept the Executive Director’s Report. Mr. Wilson made the motion, and Mrs. Pastor 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. 14-2232 BY THE NASHUA HOUSING AUTHORITY AWARDING A CONTRACT FOR THE PURCHASE OF 28 HEWLETT PACKARD ELITE ONE 800 G1 BUSINESS ALL-IN-ONE COMPUTERS TO COMPUTER HUT OF NEW ENGLAND, INC. 358 MAIN STREET, NASHUA, NH 03060 AT A TOTAL CONTRACT COST OF $44,836.40 ($38,945.45 UNDER THE PUBLIC HOUSING OPERATING BUDGET AND $5,890.95 UNDER THE CAPITAL FUND 501-10 BUDGET) The Chairperson entertained a motion to approve Resolution No. 14-2232. Mr. Wilson made the motion to accept, and Mrs. Pastor 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 Eric Wilson Paul Deschenes Selma Pastor Thomas Monahan Motion carried unanimously.  RESOLUTION NO. 14-2233 BY THE NASHUA HOUSING AUTHORITY AWARDING A CONTRACT FOR THE PURCHASE OF PUBLIC HOUSING MANAGEMENT AND ACCOUNTING SOFTWARE TO TENMAST SOFTWARE, 132 VENTURE COURT, SUITE 1, LEXINGTON, KY 40511 AT A TOTAL CONTRACT COST OF $122,080 ($102,080 UNDER THE PUBLIC HOUSING OPERATING BUDGET AND $20,000 UNDER THE CAPITAL FUND 501-13 BUDGET) The Chairperson entertained a motion to approve Resolution No. 14-2233. Mrs. Pastor made the motion to accept, and Mr. Deschenes seconded the motion. The Chairperson asked if there was any discussion. Mr. Monahan questioned the overall costs of the resolution. Ms. Lombardi explained the NHA budgeted for this expense by putting money aside in the Capital Fund Program, and Operating Budget. It’s been something that’s been necessary for the past six years. The current system is DOS based and not easy to use. The Finance Department has to do a multitude of tasks outside of the current software system that the new software will take care of. The Fee Accountants that come in on a monthly basis and past Fee Accountants have said that the current software system is antiquated and difficult to use. The upfront cost is a lot, but it’s going to help staff and increase their capacity. We will have the ability for online applications and then move forward to a website with a link to it. We’ll be able to track security on property, no trespass orders to residents, and track who’s been served without getting a file. The new software has capabilities the current system does not have. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Eric Wilson Paul Deschenes 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 51798 through 51916 and from the Supplemental Cash Disbursement List – check numbers 51917 through 51977 and from the Park View Apartments Cash Disbursement List – check numbers 4712 through 4718 and to approve the Investments as listed. Mr. Wilson made the motion to pay the bills and leave investments in place and Mr. Deschenes seconded. The Chairperson asked if there was any discussion. There being none, the motion carried unanimously. PUBLIC COMMENT: None. COMMISSIONERS’ COMMENTS: Alderman Lori Wilshire congratulated Section 8 Manager Lisa Cox and her staff for the perfect score achieved on SEMAP. Ms. Pastor said the NHA has the best staff in Nashua. Mr. Monahan said it was something to be very proud of. The Board wished Mr. Corosa well in his retirement. ANY OTHER BUSINESS WHICH MAY COME BEFORE THE BOARD: None. ADJOURNMENT: The Chairperson entertained a motion to adjourn. Mr. Wilson moved to adjourn, and Mr. Deschenes seconded the motion. Motion carried. The meeting adjourned at approximately 9:10 a.m. Respectfully submitted, Sheila A. Galligan Recording Secretary