Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, AUGUST 14, 2013 The Board of Commissioners (“Board”) of the Norwich Housing Authority (“Authority”) met in regular session at the main office of the Norwich Housing Authority, 10 Westwood Park, Norwich, Connecticut, at 4:30 PM, Wednesday, August 14, 2013. I. Roll Call Chairman Baillargeon called the meeting to order at 4:30 PM and the following answered present: Alice Cunningham Marion Rucker Wilma Sullivan Hector Baillargeon Paul Gauthier was excused. Also present was Charles C. Whitty, Executive Director. II. Minutes A. Ms. Sullivan moved and Mr. Rucker seconded the motion to adopt the minutes of the regular meeting held on June 12, 2013. Motion carried unanimously. III. Communications A. Letter dated July 12, 2013 from Joan Wessell, Executive Director, Senior Resources, Agency on Aging, regarding a grant award for the Federal Resident Services Coordinator. Mr. Whitty expressed his appreciation to Senior Resources for the grant which partially funds the Federal Resident Services Coordinator’s position. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. B. Letter dated July 22, 2013 from Bruce A. Wollschlager, President and Chief Executive Officer, CIRMA, regarding a Members’ Equity Distribution. Mr. Whitty noted that the funds would be used as part of the match for the Senior Resources grant that funds the Federal Resident Services Coordinator position. Ms. Sullivan moved and Ms. Cunningham seconded the motion to receive the communication. Motion carried unanimously. Minutes of the Norwich Housing Authority – August 14, 2013 page 2 C. Letter dated July 24, 2013 from David G. Holmes, Partner, Capital Studio Architects, LLC, regarding a proposal for architectural services related to exterior renovations at Schwartz Manor. Mr. Whitty and Mr. John Mainville, Modernization Coordinator, reviewed the scope of work with the Board. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. D. Letter dated July 25, 2013 from Jennifer Gottlieb, Program Center Coordinator, U.S. Department of HUD, Hartford Field Office, regarding the Section 8 Management Assessment Program (SEMAP) score for Fiscal Year ended March 31, 2013. Mr. Whitty noted that the Authority received a score of 100. The Authority has been designated as a High Performing Housing Authority. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. E. State Quarterly reports for June 30, 2013. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. F. Revised State Management Plan for the State Moderate program for Fiscal Year 2014. Mr. Whitty and Ms. Joanne M. Drag, Deputy Executive Director/Finance Director, reviewed the need for the line item changes. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. G. Revised job description for the Resident Services Coordinator. Mr. Whitty reviewed the updated changes with the Board. Ms. Cunningham moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. IV. Committee Reports A. The Homeownership Committee. Letter dated July 11, 2013, from Lorie MacDougall requesting permission to sell her house. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. B. The Rent Review Committee did not meet. Mr. Whitty stated that because of increased operating costs the Board may have to consider a base rent increase. V. Report of the Executive Director A. Bills – Ms. Sullivan moved and Mr. Rucker seconded the motion to approve the bills for June and July 2013. Motion carried unanimously. B. Vacancy Report – Mr. Whitty noted that the Authority had 8 vacancies as of August 1, 2013. These units have been leased already to new tenants. Ms. Cunningham moved and Ms. Sullivan seconded the motion to receive the August 1, 2013 report. Motion carried unanimously. Minutes of the Norwich Housing Authority – August 14, 2013 page 3 C. Modernization Report - John Mainville, Modernization Coordinator, prepared the report. Mr. Whitty and Mr. Mainville reviewed the same with the Board. Barry Associates has completed converting the furnaces from oil to gas at Sunset Park. This project was finished at the end of June. Installation of ten driveways at Hillside Terrace is complete. JJS Universal Construction Company has completed the additional roof replacement and chimney repairs at JFK I. Ms. Sullivan moved and Ms. Cunningham seconded the motion to receive the report. Motion carried unanimously. D. Section 8 Voucher Portfolio Report - As of July 1, 2013, the total portfolio was 496 and as of August 1, 2013 the total portfolio was 493 Housing Choice Vouchers. Mr. Whitty noted that the first twenty-five applicants on the new waiting list have been sent a formal application to be completed and returned to the Section 8 Office. Ms. Cunningham moved and Ms. Sullivan seconded the motion to receive the report. Motion carried unanimously. E. Other Items – Mr. Whitty informed the Board that the Authority will have a Federal REAC inspection later this year. VII. New Business A. Ms. Cunningham moved to adopt Resolution R-13-08-1111 to enter into an agreement with P & J Sprinkler Company, Inc. to test and inspect the fire sprinkler system and to perform cross connection testing. Ms. Sullivan seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None Motion carried unanimously. B. Ms. Sullivan moved to adopt Resolution R-13-08-1112 to enter into a contract with Eastern Connecticut Area Agency on Aging for the Federal Resident Services Coordinator Program. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – August 14, 2013 page 4 C. Ms. Sullivan moved to adopt Resolution R-13-08-1113 regarding CIRMA’s Members’ Equity Distribution. Mr. Rucker seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None Motion carried unanimously. D. Mr. Rucker moved to adopt Resolution R-13-08-1114 to approve the revised State Moderate Management Plan for Fiscal Year 2014 (April 1, 2013 – March 31, 2014). Ms. Cunningham seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None Motion carried unanimously. E. Ms. Sullivan moved to adopt Resolution R-13-08-1115 granting permission to Lorie MacDougall to sell her house. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None F. Ms. Sullivan moved to adopt Resolution R-13-08-1116 revising the Resident Services Coordinator job description. Mr. Rucker seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None G. Ms. Sullivan moved to adopt Resolution R-13-08-1117 recommending reappointment of Paul R. Gauthier to the Board of Commissioners to the City Manager. Mr. Rucker seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None Minutes of the Norwich Housing Authority – August 14, 2013 page 5 H. Ms. Cunningham moved to adopt Resolution R-13-08-1118 to enter into an agreement with Duct & Vent Cleaning of America, Inc. to clean the exhaust ductwork and roof-top exhaust fans at the Dorsey Building. Mr. Rucker seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None I. Mr. Rucker moved to adopt Resolution R-13-08-1119 to accept a fee proposal from Capital Studio Architects for exterior renovations at Schwartz Manor. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None J. Ms. Sullivan moved to adopt Resolution R-13-08-1120 to install a new locking mechanism at the community room at Rosewood Manor. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None Motion carried unanimously. Ms. Sullivan moved and Mr. Rucker seconded the motion to suspend the rules to add Resolution R-13-08-1121 to contract with Capital Studio Architects to undertake design plans, specifications and bid documents to upgrade the underground utility system at Westwood Park “A” Court. Motion carried unanimously. Mr. Rucker moved to adopt Resolution R-13-08-1121 to contract with Capital Studio Architects to undertake design plans, specifications and bid documents to upgrade the underground utility system at Westwood Park “A” Court. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – August 14, 2013 page 6 K. Commission Members – There was no comment. L. Community Portion of the Meeting – There was no comment. M. Other – Mr. Whitty informed the Board that the Authority had received an e-mail from the State of Connecticut Department of Housing regarding a Schedule for Competitive Multifamily Funding Rounds for FY 2014. He stated that the Authority would be submitting an application for the State Elderly Electrical Upgrade and Fire Alarm System Replacement Project. This application has a submission deadline of September 20, 2013. There will also be an application that will be submitted on January 13, 2014 for another State capital project. VI. Unfinished Business There was no unfinished business to discuss. VIII. Executive Session No executive session was held. IX. Adjournment There being no further business to discuss, Mr. Rucker moved and Ms. Sullivan seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 6:25 PM. Respectfully submitted, Charles C. Whitty Executive Director Minutes approved on September 11, 2013 Hector R. Baillargeon Chairman