Nashua Housing and Redevelopment Authority

MINUTES OF THE REGULAR MEETING OF THE COMMISSIONERS OF THE NASHUA HOUSING AUTHORITY HELD JUNE 20, 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, June 20, 2014. Chairperson Thomas Monahan called the meeting to order, and the Recording Secretary called the roll at approximately 8:33 a.m. with the following responses: Present Absent Thomas Monahan Selma Pastor Eric Wilson James Tollner Paul Deschenes 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; James Floras, Property Manager; and Sheila Galligan, Recording Secretary. MINUTES: The Chairperson entertained a motion to waive the reading of the Authority’s May 16, 2014 meeting minutes, to accept them and place them on file. Mr. Deschenes 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 – May 2014 – consisting of Public Housing and Section 8 Waiting List Report; Vacancy Report; Vacancy Report Compilation Sheet; Work Order Report; Rent Collections Report, and updated NHA Development Sheets. The Chairperson asked if there were any comments, additions/deletions, corrections or discussion. Mr. Deschenes questioned the high balance on the Rent Collections Report. Ms. Lombardi pointed out development 2-7 as having an extremely high balance of over $3,000. She explained there were a couple of evictions, with one of them carrying a very high balance. The outstanding balance started as the result of unreported income, followed up by court proceedings, where the tenant disclosed a lump sum check was expected. It was agreed by the judge that once the tenant received the check, a lump sum payment would be paid to the Housing Authority. After two months the money still hadn’t been received, a Writ was issued, and the NHA immediately assumed possession of the unit. Ms. Lombardi explained it’s unfortunate but the NHA must follow up when the court agreements are not followed. The Chairperson asked if there was any further discussion. There being no further discussion, the motion carried unanimously. EXECUTIVE DIRECTOR’S REPORT: Capital improvements to the driveways and walkways throughout NHA developments are going very well. EJ Paving has completed driveway and/or walkway work at Bronstein, Ledge Street Homes, and Lake Street to date. Work is currently taking place at Rochette Avenue with Arel Manor scheduled to be completed next. A reminder to the Board that six NHA staff and I will be traveling to Lexington, Kentucky July 7-11, 2014 for Power User training to gear up for the new software implementation. Based on the dates staff will be traveling, I am seeking approval from the Board to deliver July’s Board packets to each of you on Tuesday, July 15 (three days prior to the July Board of Commissioner’s Meeting). This will allow me the time to review all information before packets are delivered. A conference call with Joe Schiff of The Schiff Group, Inc. was held on Friday, June 6 to discuss the process for disposition of 27 Burke Street to Girls Incorporated. Mr. Monahan joined me for this call. Mr. Schiff will be hired to work as a consultant for the disposition process, and he provided detailed information to NHA on what steps will need to be taken. I will be presenting the disposition in NHA’s Annual Plan for resident, Resident Advisory Board, and HUD approval. Upon HUD’s approval of the Annual Plan (expected in October 2014), Mr. Schiff will begin the application process. NHA will be required to obtain an Environmental Review on the property, and I will be working with HUD to ensure we meet all federal requirements involving this process. Further discussion involved whether NHA could offer the building to Girls Incorporated for the costs associated with the disposition. These costs would include consultant fees estimated at $10,000, legal fees, Environmental Review fees, and all other associated costs. I am seeking Board authorization for NHA to submit a disposition application to HUD offering Girls Incorporated the building for reimbursement of all costs associated with the process. Formal Resolutions will be required as we get closer to the application process, and all steps will require HUD’s support and approval. Joy Scotina has made the decision to move on from the NHA. Joy’s final day is June 27, and we wish her luck in her future endeavors. Joy’s replacement, Ms. Andi Reed-Lenane will begin employment with the NHA on July 14, 2014. NHA opened its waiting list for eleven (11) Project-based Vouchers at Cotton Mill. As of June 18, 622 applications have been handed out, with approximately three-quarters of the application returned. This waiting list will close on June 27. I want to thank all of the staff who assisted and continue to assist with this process. I hope the Board is enjoying these glimpses of beautiful weather. It’s hard to believe spring has finally arrived, and the first day of summer is June 21.  The Chairperson entertained a motion to accept the Executive Director’s Report and the recommendations contained within. Mr. Deschenes made the motion, and Mr. Wilson 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. 14-2238 BY THE NASHUA HOUSING AUTHORITY AWARDING A TWO-YEAR CONTRACT BEGINNING JULY 1, 2014 AND ENDING ON JUNE 30, 2016 FOR ANSWERING SERVICES TO NATIONWIDE CALL CENTER SOLUTIONS, LLC, P. O. BOX 16474, HOOKSETT, NH 03106 AT A CONTRACT COST OF $26,400 ($1,100 PER MONTH) UNDER THE PUBLIC HOUSING OPERATING BUDGET The Chairperson entertained a motion to approve Resolution No. 14-2238. Mr. Wilson made the motion to accept, and Mr. Deschenes seconded the motion. The Chairperson asked if there was any discussion. Mrs. Lombardi explained that the currently payment is $975 per month. We have experienced various difficulties and it’s become difficult to get certain reports. Mr. Monahan asked about emergency calls after hours? Ms. Lombardi explained when our Facilities Manager is on vacation, out to lunch, or it’s after 4:30 the phone is set to be answered by the answering service. They send calls directly to Roland Perkins who works until midnight, and cover weekend calls also. Mr. Wilson asked about call forwarding to cell phones. Ms Lombardi explained managers rotate on call responsibilities every weekend. Sarah Brisk takes emergency calls during the week. It allows us to keep a log of all calls that are non-emergency. The service communicates non- emergency calls by fax or e-mail and we get them the next morning. They have well trained staff to ask the right questions to determine if they are of an emergency nature. Mr. Costa explained work orders are generated from the calls that are of a non-emergency nature. They are good at determining what an emergency is and the emergency calls are sent to managers. Mr. Monahan asked if other housing authorities use them. Ms. Lombardi confirmed usage by other authorities. She stated it can get quite costly due to the three hour minimum over-time when someone is called in just to tend to a closet door that needs adjustment. The Chairman asked if there was any further discussion. There being no further discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Eric Wilson Paul Deschenes Thomas Monahan Motion carried unanimously. RESOLUTION NO. 14-2239 BY THE NASHUA HOUSING AUTHORITY AUTHORIZING ITS EXECUTIVE DIRECTOR TO DISPOSE OF OBSOLETE MAINTENANCE MATERIALS The Chairperson entertained a motion to approve Resolution No. 14-2239. Mr. Deschenes made the motion to accept, and Mr. Wilson 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 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 52390 through 52495 and from the Supplemental Cash Disbursement List – check numbers 52496 through 52559 and from the Park View Apartments Cash Disbursement List – check numbers 4743 through 4755 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. Mr. Wilson questioned the payment for a police detail at Cotton Mill. Ms. Lombardi explained it was to prepare for potential crowd and traffic control when the waiting list opened for Cotton Mill. There was concern of hundreds of people showing up at the office to complete applications which are reviewed and considered in the order they were received. Housing authorities have experienced mayhem when opening up new waiting lists, with people arguing about their place in line. Traffic problems have occurred as well. There was a police detail in the parking lot for the first two days but on the third day NHA employees had everything systematically under control. Mr. Costa stated there were a couple incidents with traffic and people sleeping in the parking lot. 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: Alderman Wilshire stated she received an e-mail requesting the NHA be more proactive in bedbug prevention at 57 Tyler St. More frequent inspection was requested as well as dogs being brought in to detect their presence. Alderman Wilshire said she responded with the explanation that bedbugs are not just a citywide issue but a nationwide issue, and that the NHA addresses bedbugs, as well as any other problems, immediately. Alderman Wilshire brought the e-mail to Ms. Lombardi’s attention. Ms. Lombardi investigated and found there has not been any bedbug activity in that unit since December of 2012. That particular unit had canine investigations in Sept. of 2013, Nov. of 2013, and again in May of 2014. Ms. Lombardi explained that the dog has been very helpful in detecting bedbugs. A canine can detect what the human eye cannot see. If activity is noted on a particular floor, Mr. Floras will arrange to have a canine brought in. A canine is brought in on a regular basis to inspect select floors, based on results. Upon receipt of Alderman Wilshire’s e-mail, this unit was added to the inspection being conducted that week. There were no bedbugs present. Ms. Lombardi went on to explain that although it’s quite costly to bring in the dogs, canine inspections are conducted on a regular basis. For that reason, inspections are done on select floors, based on results. The dogs enable inspections to cover 50 units at once. Mr. Monahan said he has received e-mails regarding bedbugs in the past and stated the NHA has been proactive as well as reactive. He also stated it’s a much bigger problem than in the NHA. We are trying and respond to each concern and we will continue to do so. Ms. Lombardi discussed the various bedbug treatments used, including a treatment started about 2 years ago, where the unit temperatures are raised very high for a few hours. The problem was the bugs would run to neighboring units through outlets and other avenues. The NHA is currently trying the newest treatment, hollow point treatments. She stated the NHA is trying everything and anything to stay ahead of it. Mr. Deschenes stated the residents don’t tell anyone about problems until they become larger problems, affecting several units. Ms. Lombardi explained that every pest company employed has conducted informative meetings for the tenants, but they did not get much of a response. Mr. Floras explained that assistance is provided to help tenants that do have a bedbug infestation. Their furniture is wrapped and removed free of charge and bedbug mattress covers are provided, as necessary.  Alderman Wilshire thanked Ms. Lombardi and the Board for their input and for doing everything they can to address the problem. Mr. Deschenes informed the Board that there is a problem with the key fob system at 57 Tyler St. Ms. Lombardi and Mr. Costa stated they are aware of it and the situation is being addressed. The server must be upgraded and the NHA is in the process of getting quotes. Mr. Deschenes expressed concern that the kitchen door does not lock. The main entry doors are working fine. Mr. Costa explained that he hard wired the front doors so that the lock is exclusive of the key fob system and residents can gain entry even in the event of a power outage. He will change the lock on the kitchen door to control access. Alternatives to the system currently in place are being discussed. COMMISSIONERS’ COMMENTS: None. 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 9:14 a.m. Respectfully submitted, Sheila A. Galligan Recording Secretary