Nashua Housing and Redevelopment Authority

MINUTES OF THE REGULAR MEETING OF THE COMMISSIONERS OF THE NASHUA HOUSING AUTHORITY HELD AUGUST 15, 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, August 15, 2014. Chairperson Thomas Monahan called the meeting to order, and the Recording Secretary called the roll at approximately 8:35 a.m. with the following responses: Present Absent Thomas Monahan James Tollner Paul Deschenes Eric Wilson 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; Andrea Reed-Lenane, Property Manager; James Floras, Property Manager; Sheila Galligan, Recording Secretary. MINUTES: The Chairperson entertained a motion to waive the reading of the Authority’s July 18, 2014 meeting minutes, to accept them, and place them on file. Mr. Wilson made the motion, and Mr. Tollner seconded the motion. The Chairperson asked if there were any 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. Tollner made the motion, and Mr. Deschenes seconded the motion. The Communications were as follows: Monthly Operational Reports – July 2014 – consisting of Public Housing and Section 8 Waiting List Report; Vacancy Report; Vacancy Report Compilation Sheet; Work Order Report; Rent Collections Report. Mr. Deschenes questioned an amount of over $4,000 on the Rent Collections Report. Ms. Lombardi stated she signed a lot of eviction notices this month. Residents either make payments or the NHA will move to evict. She also stated there were quite a few payment agreements made with residents for unreported income. Mr. Monahan noted the small amount of movement this month in the Vacancy Reports. Ms. Lombardi agreed but said things are picking up again. EXECUTIVE DIRECTOR’S REPORT: The driveway and walkway construction throughout NHA developments is winding down with punch list items remaining. New driveways and walkways were resealed or replaced at Arel Manor, Sullivan Terrace North, Lake, Rochette and Pine Street, Atwood Court, Fossa Avenue, Bronstein and Ledge Street Homes. The areas look fantastic and NHA residents are very pleased with the completed work. NHA will be soliciting A/E expertise for elevator refurbishment/replacements at Sullivan Terrace North, Sullivan Terrace South, and George F. Robinson Manor in the coming months through the Capital Fund Program grants. Additional upcoming work will include the installation of combination smoke/carbon monoxide detectors in all NHA owned units to meet fire codes. NHA staff has been participating in the new software training on site upstairs at 40 E. Pearl Street which started August 11th. Comprehensive department-wide trainings are occurring for all NHA staff before going live on the system. I want to personally thank staff for their time getting NHA prepared for the implementation of the new software. I especially want to point out the extra work that has been put in by Dorothy, Lisa, Cherie, Sarah, Jude, and Scott to make this happen. Their efforts have produced great results. Sadly, Rebecca (Becky) Mullis, Resident Advisory Board member, former NHA Commissioner, and well known long-time resident of the NHA passed away unexpectedly in July. She will forever be remembered for never taking “no” for an answer, her bold sense of humor, her advocacy to residents, and her generous demeanor. Becky will be missed greatly by residents and NHA staff. Southern NH Services has approached NHA about committing twenty (20) Project-based Vouchers in 2015 toward a new development targeting extremely low income elders. This thirty-one (31) unit building will provide elder services to its residents to include one meal per day, homemaking, personal care, and case management services. In order for Southern NH Services to leverage funding they are seeking NHA’s assistance to move forward. I am seeking Board input and approval on their proposal. Ms. Lombardi provided a printout to the Board from Southern NH Services. On the back of the printout was a photo of the proposed development. The development will keep elders in place for a longer period of time as they age, preventing the need for early nursing home placement.  Ms. Lombardi expressed concern there is no mention of whether or not Southern NH Services is willing to use the NHA’s Section 8 waiting list to fill units at this development and that would be key in moving forward, given the fact that there are well over three thousand people on the Section 8 waiting list. Mr. Monahan agreed with Ms. Lombardi that use of the Section 8 waiting list should be mandatory. Ms. Lombardi said after she received the proposal she sent an e- mail stating the one thing missing was an agreement to use NHA’s waiting list and the Board would not move forward without that agreement. Mr. Monahan stated the utilization of NHA’s wait list should remain in place throughout the term of the commitment. The Board members agreed. The Chairperson entertained a motion to accept the Executive Director’s Report. Mr. Tollner made the motion with note of the action item, and Mr. Deschenes seconded the motion. The Chairperson asked if there were any further comments, additions/deletions, corrections or discussion. There being none, the motion carried unanimously. Mr. Tollner proposed an action item requesting NHA recognize Becky Mullis. Items discussed were a plaque and dedication of the Arel Manor community room. The Board discussed what an asset Becky was to the Authority and its residents. Ms. Lombardi stated Becky was very dedicated. She was always doing something for or with the residents. She organized cookouts, pot luck dinners, cribbage games, performed arts & crafts, and various other activities. Mr. Costa mentioned what an asset she was in gaining resident cooperation when work had to be done on the grounds. The Board agreed she was an incredible woman and a pleasure to work with. Becky will be missed. NEW BUSINESS: RESOLUTION NO. 14-2243 BY THE NASHUA HOUSING AUTHORITY APPROVING THE PUBLIC HOUSING TENANT ACCOUNT RECEIVABLES (TAR) WRITE-OFFS FOR $33,270.29 FOR FISCAL YEAR ENDING SEPTEMBER 30, 2013 The Chairperson entertained a motion to approve Resolution No. 14-2243. Mr. Wilson made the motion to accept, and Mr. Tollner seconded the motion. The Chairperson asked if there was any discussion. Mr. Monahan asked if collections on the debt will continue. Ms. Lombardi said yes, collections will continue. The resident’s information will be entered into a HUD database that is utilized by all housing authorities to see if former residents have any debt owed to a Housing Authority. No former residents will be able to obtain federally assisted housing if they are listed on the database. If they apply with NHA we would move to collect the debt before they could be placed on a waiting list. Mr. Tollner asked about the effectiveness of the system. Ms. Lombardi said if all housing authorities utilize it, it’s very, very effective. NHA faithfully uses the list in processing all applicants. Residents owing money are notified in writing that they do not qualify for subsidized housing as long as they have an outstanding debt. Mr. Tollner asked if this debt affects their credit rating. Ms. Lombardi said it does not. Mr. Monahan asked about a receivable amount for over $12,000 allocated to one unit. Ms. Lombardi explained a resident destroyed a unit by having multiple dogs that were allowed to urinate and defecate on the floors throughout the entire unit. The resident was evicted immediately based on the condition of the unit. Air purifiers had to be brought in. Masks had to be worn just to enter the unit. The floor had to be removed, including the subfloor. Mr. Tollner asked why this issue was not discovered during a periodic inspection. Ms. Lombardi explained that inspections are performed annually and the resident had brought the pets in without NHA authorization.  Mr. Wilson asked who is responsible for the legal fees when the NHA evicts a resident. Ms. Lombardi stated the resident is responsible. The Chairperson asked if there was any further discussion. There being no discussion, the Recording Secretary called the roll with the following responses: AYES NAYS Eric Wilson Paul Deschenes James Tollner 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 52690 through 52772 and from the Supplemental Cash Disbursement List – check numbers 52773 through 52816 and from the Park View Apartments Cash Disbursement List – check numbers 4766 through 4774 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: Alderman Wilshire commented that she likes the idea of the Southern NH Services development for the targeted population of people and hopes they are willing to work with the NHA waiting list. COMMISSIONERS’ COMMENTS: None. ANY OTHER BUSINESS WHICH MAY COME BEFORE THE BOARD: Mr. Deschenes questioned the progress of fixing the key fob systems at Sullivan Towers and Arel Manor. Mr. Costa explained the systems are still down due to a programming issue. Of immediate concern was the operation of the primary entries, both front and rear, which are hard-wired so they are operational. Several problems have been identified as originating with the initial installation. The contract and warranty are up and not being renewed. When NHA solicited the contractor’s help, he wasn’t available. The original point of contact had all the NHA’s information secured on his personal computer so he could work with the system remotely. He passed away, leaving his coworkers no access to his computer. Mr. Costa has a meeting scheduled for August 22 to have the software reprogrammed so that NHA has a direct line of communication with the wireless system. That is the system status as of today. Mr. Deschenes asked if there was an outside door at Arel Manor that was not locking. Mr. Costa stated he was not aware of any. He further stated that the system is designed to default to secure the doors. Mr. Costa explained the front door is hard wired so that in case of a power failure there would be a battery backup. Residents would always have entry, including in emergency situations. He stated the only issues he is aware of are those related to the wireless system. Mr. Deschenes said when he was at Arel last weekend a couple of residents complained there was a door that was not secure. Ms. Lombardi asked Andi Reed-Lenane, Arel Property Manager, if she was aware of a door that was not secure. Ms. Reed-Lenane said someone repeatedly put a small rock on a doorjamb to keep the door from locking. It is possible someone did not notice the rock where it was very small and assumed the problem was with the door. She has been unable to determine who is responsible. Mr. Costa stated he would check it out after the meeting. Mr. Deschenes also stated there is a problem with the kitchen door at Sullivan Towers. Maintenance has tried to fix it but has not been successful. Mr. Costa said he was aware of the kitchen door and the issue was that the lock was defective. Mr. Wilson mentioned that we should make it a point to have the technology shared on NHA computers. Mr. Costa stated that he has a lot of confidence in the new contractor, the information is on our computers now and licenses have been obtained to make repairs remotely. ADJOURNMENT: The Chairperson entertained a motion to adjourn. Mr. Tollner moved to adjourn, and Mr. Wilson seconded the motion. Motion carried. The meeting adjourned at approximately 9:08 a.m. Respectfully submitted, Sheila A. Galligan Recording Secretary