Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, JANUARY 14, 2015 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, January 14, 2015. I. Roll Call Chairman Baillargeon called the meeting to order at 4:30 PM and the following answered present: Marion Rucker Wilma Sullivan Paul Gauthier Hector Baillargeon Alice Cunningham 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 special meeting held on December 10, 2014. Motion carried unanimously. B. Ms. Sullivan moved and Mr. Gauthier seconded the motion to adopt the minutes of the regular meeting held on December 10, 2014. Motion carried unanimously. III. Communications A. Letter of recommendation from David Holmes, Capital Studio Architects regarding the bid results for the Electrical Panel Upgrades at Westwood Park. Mr. Whitty reviewed the bid results with the Board. Ms. Sullivan moved and Mr. Gauthier seconded the motion to receive the communication. Motion carried unanimously. B. Memos dated January 2, 2015, from Joanne M. Drag, Finance Director, to Charles C. Whitty, Executive Director regarding tenant’s accounts receivable write-offs. Mr. Whitty and Miss Drag answered questions from the Board regarding the write-offs. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the memos. Motion carried unanimously. C. State Quarterly reports for December 31, 2014. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the reports. Motion carried unanimously. Minutes of the Norwich Housing Authority – January 14, 2015 page 2 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. Sullivan moved and Mr. Gauthier seconded the motion to approve the bills for December, 2014. Motion carried unanimously. B. Vacancy Report – Mr. Whitty noted that the Authority had 5 vacancies as of January 7, 2015. These units have been leased already to new tenants. Mr. Rucker moved and Mr. Gauthier seconded the motion to receive the January 7, 2015 report. Motion carried unanimously. C. Modernization Report - John Mainville, Modernization Coordinator, prepared the report. Mr. Whitty reviewed the same with the Board. A bid opening was held on December 16, 2014 for the Westwood Park Electrical Panel Upgrade project. There is a resolution regarding this project on the agenda. The JFK I Roof Replacement Project – Phase III is out to bid with a walk through scheduled for January 15, 2015 and a bid opening on January 29, 2015. The trenching for the fire alarm replacement project at the State Elderly complexes by D/E/F Services Group started the week of December 8, 2014 and will continue in the spring. A job meeting for this project was held on January 14, 2015. 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 Ms. Sullivan seconded the motion to receive the report. Motion carried unanimously. D. Section 8 Voucher Portfolio Report - As of January 1, 2015, the total portfolio was 511 Housing Choice Vouchers. Mr. Rucker moved and Ms. Sullivan seconded the motion to receive the report. Motion carried unanimously. E. Other Items – The Board meeting scheduled for February 11, 2015 has been changed to February 19, 2015. Mr. Whitty noted that the Michael Guyder, Audit Manager for Hurley, O’Neill and Company, the Authority’s auditors, will be at the March 11, 2015 meeting. VI. Unfinished Business There was no unfinished business to discuss. Minutes of the Norwich Housing Authority – January 14, 2015 page 3 VII. New Business A. Ms. Sullivan moved to adopt A. Resolution R-15-01-1204 to write off vacated uncollectible tenants’ accounts receivable in the Federal Program; B. Resolution R- 15-01-1205 to write off vacated uncollectible tenants’ accounts receivable in the State Elderly Program; C. Resolution R-15-01-1206 to write off vacated uncollectible tenants’ accounts receivable in the State Moderate Program and D. Resolution R-15-01-1207 to write off vacated uncollectible tenants’ accounts receivable in the State Affordable Program. Mr. Rucker seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. E. Mr. Gauthier moved to adopt Resolution R-15-01-1208 to accept the low bid for the Electrical Panel Upgrades at Westwood Park which was submitted by Mercury Cabling Systems LLC. Ms. Sullivan seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. F. Mr. Gauthier moved to adopt Resolution R-15-01-1209 to contract with SimplexGrinnell LP for fire alarm inspections at the Dorsey Building. Ms. Sullivan seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. G. Commission Members - There was no comment. H. Community Portion of the Meeting – There was no comment. Minutes of the Norwich Housing Authority – January 14, 2015 page 4 I. Other – Ms. Jamie Berryman, Seabrook Solutions, who was previously retained by the Authority to provide additional training for its Section 8 Housing Choice Vouchers staff and conduct quality control review of department files, presented a progress report to the Board. She explained that she has gone over the majority of the department’s files with department personnel to ensure compliance with HUD regulations. Where appropriate, adjustments or modifications have been made. Ms. Berryman estimated that she will complete her review by the end of February 2015. VIII. Executive Session No Executive Session was held. IX. Adjournment There being no further business to discuss, Ms. Sullivan moved and Mr. Gauthier 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 February 19, 2015 Hector R. Baillargeon Chairman