Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, OCTOBER 8, 2014 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, October 8, 2014. 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 Paul Gauthier Hector Baillargeon 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 special meeting held on September 10, 2014. Motion carried unanimously. A. Ms. Sullivan moved and Mr. Rucker seconded the motion to adopt the minutes of the regular meeting held on September 10, 2014. Motion carried unanimously. A. Ms. Sullivan moved and Mr. Rucker seconded the motion to adopt the minutes of the special meeting held on September 23, 2014. Motion carried unanimously. III. Communications A. Audit report for Fiscal Year 2014 prepared by Hurley, O’Neill & Company. Mr. Whitty reviewed the audit report with the Board. He noted the auditor recommended that the Section 8 Housing Choice Voucher program payment standards should be reviewed by an independent outside consultant to assure accurate implementation. Further, the consultant will provide additional staff training and reviews of department files and procedures. A resolution will be presented for consideration to hire Jaime Berryman, Seabrook Solutions, to perform these services. Ms. Sullivan suggested a meeting with the auditor and the Board. Mr. Whitty will arrange the same. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the audit report. Motion carried unanimously. Minutes of the Norwich Housing Authority – October 8, 2014 page 2 B. State Quarterly Reports for September 30, 2014. Mr. Whitty and Miss Drag reviewed the reports with the Board. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the quarterly reports. Motion carried unanimously. C. Revised State Elderly Management Plan for Fiscal Year 2015 (April 1, 2014 – March 31, 2015). Mr. Whitty and Miss Drag reviewed the changes in the Management Plan with the Board as a result of the $20.00 base rent increase to be effective January 1, 2015. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the revised State Elderly Management Plan. Motion carried unanimously. D. Draft agreement dated October 2, 2014 from Fuss & O’Neill regarding upgrades at State Elderly complexes. Mr. Whitty reviewed the proposed agreement with the Board and noted that the cost for the bid documents will be paid from the State Planning Grant . Ms. Sullivan moved and Ms. Cunningham seconded the motion to receive the proposed agreement from Fuss & O’Neill. Motion carried unanimously. IV. Committee Reports A. The Homeownership Committee did not meet. B. The Rent Review Committee did not meet. V. Report of the Executive Director A. Bills – Ms. Cunningham moved and Mr. Rucker seconded the motion to approve the bills for September, 2014. Motion carried unanimously. B. Vacancy Report – Mr. Whitty noted that the Authority had 10 vacancies as of October 1, 2014. These units have been leased already to new tenants. Ms. Sullivan moved and Mr. Gauthier seconded the motion to receive the October 1, 2014 report. Motion carried unanimously. C. Modernization Report - John Mainville, Modernization Coordinator, prepared the report. Mr. Whitty and Mr. Mainville reviewed the same with the Board. The contract for the Eastwood Court roof replacement project was signed on September 29, 2014. Work on this project is expected to start within the next two weeks. The Westwood Park electric panel upgrade project will be bid in October. The Authority recently received notification that the company that manufactured and supplied the parts for the wireless fire alarm system at Rosewood Manor and Schwartz Manor was no longer in business. The Authority is working with Fuss & O’Neill to put the fire alarm portion of the State Elderly Electrical and Alarm Upgrade project out to bid this month. Mr. Mainville reviewed with the Board the proposed Hillside Terrace driveway and rear sidewalk repair / replacement project. The Authority will used the City of Norwich’s contractor’s bid prices for this work. Mr. Mainville also reviewed the proposed tree trimming and removal work at Hillside Terrace. The trees have caused damage to the roofs and siding and need to be trimmed Minutes of the Norwich Housing Authority – October 8, 2014 page 3 away or cut down to prevent further damage. The Authority submitted an application for the State Elderly Electrical and Alarm Upgrade project to the State of Connecticut Department of Housing (“DOH”) on January 9, 2014. This project was not funded, however, the Authority will apply again with a reduced project scope during the next round of funding. The Authority has received an Assistance Agreement from DOH for planning preconstruction capital improvements at its state developments and a predevelopment planning grant for Sunset Park. Mr. Gauthier moved and Mr. Rucker seconded the motion to receive the report. Motion carried unanimously. D. Section 8 Voucher Portfolio Report - As of October 1, 2014, the total portfolio was 510 Housing Choice Vouchers. Ms. Sullivan moved and Ms. Cunningham seconded the motion to receive the report. Motion carried unanimously. E. Other Items – None. VI. Unfinished Business There was no unfinished business to discuss. VII. New Business A. Mr. Rucker moved to adopt Resolution R-14-10-1183 to approve the revised State Elderly Management Plan for Fiscal Year 2015 (April 1, 2014 – March 31, 2015). Ms. Sullivan seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. B. Ms. Sullivan moved to adopt Resolution R-14-10-1184 to approve the Federal Flat Rent schedule to be effective November 1, 2014. Mr. Rucker seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – October 8, 2014 page 4 C. Ms. Sullivan moved to adopt Resolution R-14-10-1185 to approve the repair / replacement of rear sidewalks, driveways and concrete aprons at Hillside Terrace and D. Resolution R-14-10-1186 to approve trimming and removal of trees at Hillside Terrace. Mr. Rucker seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. E. Ms. Sullivan moved to adopt Resolution R-14-10-1187 to contract with Fuss & O’Neill to complete construction / bid documents regarding the fire alarm and electrical upgrades at the State Elderly complexes. Mr. Rucker seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. F. Ms. Sullivan moved to adopt Resolution R-14-10-1188 to contract with Seabrook Solutions regarding training for Section 8 Housing Choice Voucher staff and reviews of department files and procedures. Mr. Gauthier seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. VIII. Executive Session Ms. Sullivan moved and Mr. Rucker seconded the motion to go into executive session at 5:50 PM to discuss a personnel matter. Motion carried unanimously. Ms. Sullivan moved and Ms. Cunningham seconded the motion to exit the Executive Session at 6:08 PM. Motion carried unanimously. Chairman Baillargeon noted that no votes were taken in Executive Session. Minutes of the Norwich Housing Authority – October 8, 2014 page 5 G. Ms. Sullivan moved to adopt Resolution R-14-10-1189 regarding a salary increase for the Deputy Executive Director / Finance Director. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - Gauthier Motion carried unanimously. H. Ms. Sullivan moved to adopt Resolution R-14-10-1190 regarding a salary increase for the Executive Director. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Cunningham, Rucker, Sullivan, Baillargeon Nays - Gauthier Motion carried unanimously. I. Commission Members - There was no comment. J. Community Portion of the Meeting – There was no comment. K. Other – None. IX. Adjournment There being no further business to discuss, Mr. Rucker moved and Mr. Gauthier seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 6:10 PM. Respectfully submitted, Charles C. Whitty Executive Director Minutes approved on November 12, 2014 Hector R. Baillargeon Chairman