Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, AUGUST 9, 2017 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 9, 2017. 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. Mr. Rucker moved and Ms. Sullivan seconded the motion to adopt the minutes of the regular meeting held on July 12, 2017. Motion carried unanimously. III. Communications A. State Quarterly reports. Mr. Whitty reviewed the reports with the Board. Miss Drag noted that the increase in the vacancy loss in the State Elderly program was due to a diminished waiting list. The funding from the State of Connecticut for the Elderly Rental Assistance Program has decreased and no new residents are eligible for assistance. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the reports. Motion carried unanimously. B. Letter dated July 17, 2017 from David Demchak, President and Chief Executive Officer, CIRMA, regarding Members’ Equity Distribution check. Mr. Whitty noted that the funds will be used to support the Federal Resident Services Coordinator program. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. Minutes of the Norwich Housing Authority – August 9, 2017 page 2 C. Resident Participation Plan for Sunset Park. Mr. Whitty noted that the Resident Participation Plan (RPP) was reviewed and approved by the Sunset Park residents at a meeting last month. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the RRP for Sunset Park. Motion carried unanimously. D. Section 8 Housing Choice Voucher Utility Allowance schedule effective October 1, 2017. Mr. Whitty noted that the Utility Allowance schedule is updated annually and that the Board has previously approved contracting with Happy Software to do the update. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the utility allowance schedule. Motion carried unanimously. E. Letter dated July 10, 2017 from Robert Giuditta, Director, Master Insurance Program, State of Connecticut Department of Administrative Services, regarding a participation agreement. Mr. Whitty stated that the Department of Administrative Services (DAS) bids the State Property, State Liability and Vehicle insurance for all housing authorities. Ms. Sullivan moved and Mr. Gauthier seconded the motion to receive the communication. Motion carried unanimously. F. Letter dated July 25, 2017 from Joan Wessell, Executive Director, Senior Resources Agency on Aging awarding a grant for the Federal Resident Services Coordinator Program. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. G. Letter dated July 27, 2017 from Edwin Martinez for Jennifer Gottlieb Elazhari, CT Public Housing Director regarding the Authority’s Section 8 Management Assessment Program (SEMAP) for Fiscal Year ending March 31, 2017. Mr. Whitty noted that the Authority received a score of 100% and continues to be a high performer. Ms. Sullivan moved and Mr. Gauthier seconded the motion to receive the communication. Motion carried unanimously. H. Letter dated July 25, 2017 from David Holmes, Capital Studio Architects, regarding a proposal for services for the Rosewood Manor ductless splits heating/cooling units project. Mr. Whitty reviewed the project with the Board and noted that CDBG funds will be used for purchase and installation of the units. This project will be bid in January 2018. Ms. Sullivan moved and Mr. Gauthier seconded the motion to receive the proposal. Motion carried unanimously. Ms. Sullivan moved and Mr. Rucker seconded the motion to suspend the rules to receive a letter dated August 8, 2017 from David Holmes, Capital Studio Architects, regarding the bids for the Hillside Terrace Roofing Project. Motion carried unanimously. Minutes of the Norwich Housing Authority – August 9, 2017 page 3 I. Letter dated August 8, 2017 from David Holmes, Capital Studio Architects, regarding the bids for the Hillside Terrace Roofing Project. Mr. Whitty reviewed the bid tab with the Board. He noted that Shoreline Restoration was the low bidder but had requested that its bid be withdrawn. Mr. Holmes recommended that the bid from JJS Universal Construction Company, which was the lowest responsible bidder, be accepted. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. IV. Committee Reports A. The Homeownership Committee did not meet. B. Rent Review Committee did not meet. The Board requested a meeting of the Rent Review Committee be scheduled to discuss the rent structure for the State Elderly program and other rent related matters. V. Report of the Executive Director A. Bills – Mr. Gauthier moved and Ms. Sullivan seconded the motion to approve the bills for July, 2017. Motion carried unanimously. B. Vacancy Reports – Mr. Whitty noted that the Authority had 18 vacancies as of August 1, 2017. He observed that the State Elderly vacancies will continue to be difficult to fill due to the discontinuance of the State Elderly Rental Assistance Program funding. The Authority will explore the possibility of using Project Based Vouchers in its State Elderly developments. Mr. Gauthier moved and Ms. Sullivan seconded the motion to receive the August 1, 2017 report. Motion carried unanimously. C. Modernization Report - John Mainville, Modernization Coordinator, prepared the report. Mr. Whitty reviewed the same with the Board. The Oakwood Knoll Roof Replacement Project is on-going with ten (10) of the fourteen (14) roofs completed by JD & D Construction. This project is expected to be completed by the end of the month. The bids for the Hillside Terrace Roof Replacement project were opened on August 2, 2017. A resolution regarding this project is on the Board’s agenda. The Authority received an Assistance Agreement from the State of Connecticut Department of Housing for planning preconstruction capital improvements at its state elderly developments. The Authority applied again on April 26, 2017 for two separate grants for interior and exterior renovations at Eastwood Court and Schwartz Manor. The Authority was also awarded a predevelopment grant for Sunset Park. Capital Studio Architects is developing plans and specifications for the Sunset Park interior and exterior renovation project and Eagle Environmental has been conducting preliminary testing. Meetings have been held with the Sunset Park residents and a Resident Participation Plan was approved by the residents. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the report. Motion carried unanimously. Minutes of the Norwich Housing Authority – August 9, 2017 page 4 D. Section 8 Voucher Portfolio Reports - As of August 1, 2017, the total portfolio was 507 Housing Choice Vouchers. Mr. Gauthier moved and Mr. Rucker seconded the motion to receive the report. Motion carried unanimously. E. Other Items – Mr. Whitty noted that a letter was sent to the City Clerk regarding the Board’s meeting dates for 2018. VI. Unfinished Business There was no unfinished business to discuss. VII. New Business A. Mr. Gauthier moved to adopt Resolution R-17-08-1363 to accept a Members’ Equity Distribution check from CIRMA and authorize the same to be used for the Federal Resident Services Coordinator Program. Ms. Sullivan seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. B. Mr. Gauthier moved to adopt Resolution R-17-08-1364 to adopt a Resident Participation Plan for Sunset Park. Ms. Sullivan seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. C. Ms. Sullivan moved to adopt Resolution R-17-08-1365 to accept a Utility Allowance Schedule for the Section 8 Housing Choice Voucher Program to be effective October 1, 2017. Mr. Rucker seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – August 9, 2017 page 5 D. Ms. Sullivan moved to adopt Resolution R-17-08-1366 to enter into a participation agreement with the State of Connecticut, Department of Administrative Services, Master Insurance Program for the period July 1, 2017 – June 30, 2018. Mr. Rucker seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. E. Ms. Sullivan moved to adopt Resolution R-17-08-1367 to enter into a contract with Eastern Connecticut Area Agency on Aging (dba Senior Resources Agency on Aging) for the Federal Resident Services Coordinator Program. Mr. Gauthier seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. F. Mr. Gauthier moved to adopt Resolution R-17-08-1368 to accept a proposal from Capital Studio Architects for architectural / engineering services for the Rosewood Manor ductless splits heating/cooling units project. Mr. Rucker seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. G. Ms. Sullivan moved to adopt Resolution R-17-08-1369 to appoint Jeffrey Buebendorf, Esq. as a hearing officer for the Authority. Mr. Gauthier seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – August 9, 2017 page 6 H. Ms. Sullivan moved to adopt Resolution R-17-08-1370 to recommend to the City Manager that Chairman Hector R. Baillargeon be reappointed to the Board of Commissioners. Mr. Gauthier seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. Ms. Sullivan moved and Mr. Rucker seconded the motion to suspend the rules to receive Resolution R-17-08-1371 regarding the bids for the Hillside Terrace Roofing Project. Motion carried unanimously. I. Mr. Gauthier moved to adopt Resolution R-17-08-1371 to award the bid for the Hillside Terrace Roofing Project to JJS Universal Construction Company. Ms. Sullivan seconded the motion. Roll call vote: Ayes – Rucker, Sullivan, Gauthier, Baillargeon Nays - None Motion carried unanimously. Ms. Sullivan moved and Mr. Gauthier seconded the motion to suspend the rules to add to the agenda a motion regarding rental payments in the State and Federal Elderly developments. Motion carried unanimously. Ms. Sullivan moved that, effective October 1, 2017, the Norwich Housing Authority enforce the provision in the State Elderly lease and Federal Elderly lease specifying that “[i]f rent is not paid by the 10th of the month, the tenant agrees to pay the Authority immediately a late charge of $20.00. Such late charge will be due and collectible two weeks after the Authority gives the tenant notice of the charge.” Mr. Gauthier seconded the motion. Motion carried unanimously. J. Commission Members – There was no comment. K. Community Portion of Meeting – There was no comment. L. Other – None. Minutes of the Norwich Housing Authority – August 9, 2017 page 7 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 5:35 PM. Respectfully submitted, Charles C. Whitty Executive Director Minutes approved on September 13, 2017 Hector R. Baillargeon Chairman