Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, JULY 11, 2018 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, July 11, 2018. I. Roll Call Chairman Gauthier called the meeting to order at 4:30 PM and the following answered present: Alan Bergren Marion Rucker Paul Gauthier Wilma Sullivan and Alice Cunningham were excused. Also present were Jeffrey S. Arn, Executive Director, John Mainville, Modernization Coordinator and Joanne M. Drag, Deputy Executive Director/Finance Director. II. Minutes A. Mr. Bergren moved and Mr. Rucker seconded the motion to adopt the minutes of the regular meeting held on June 13, 2018. Motion carried unanimously. III. Communications A. E-mail dated June 22, 2018 from DeeAnn Walker, Program Manager, Integrated Assessment Subsystem, HUD regarding the Small PHA Designation Notification and PHAS Score Report for March 31, 2018. Mr. Arn reviewed the report with the Board. Mr. Bergren moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. B. Letter dated June 29, 2018 from Joan Wessell, Executive Director, Senior Resources Agency on Aging awarding a grant for the Federal Resident Services Coordinator Program; C. Amendment to the Norwich Housing Authority’s Personnel Policy – Article 14 – Travel; and D. Proposed Norwich Housing Authority Credit Card Policy. The Chairman noted that each communication had an associated Board resolution to be presented and discussed later in the meeting. Mr. Bergren moved and Mr. Rucker seconded the motion to receive the communications. Motion carried unanimously. Minutes of the Norwich Housing Authority – July 11, 2018 page 2 IV. Committee Reports A. The Homeownership Committee did not meet. B. Rent Review Committee did not meet. V. Report of the Executive Director Mr. Arn reported to the Board that he is currently meeting with staff to address the number of vacant units in the Authority’s portfolio. The Authority needs to advertise that it has units available for rent and in order to achieve that objective, Mr. Arn informed the Board that he is currently developing a RFP to establish a web site for the Authority. He is also looking into creating a marketing brochure. He has met with the Executive Director of TVCCA and has a meeting scheduled with the City of Norwich’s Human Services Director. He is centralizing and updating various Authority policies and procedures. Mr. Arn noted that he recently attended the New England Regional Council (NERC) of the National Association of the Housing and Redevelopment Officials (NAHRO). The ConnNAHRO Annual Convention will be held at the Mohegan Sun Convention Center at the end of August and distributed information regarding the conference to the Board. A. Bills – Mr. Bergren moved and Mr. Rucker seconded the motion to approve the bills for June 2018. Motion carried unanimously. B. Vacancy Reports – Mr. Arn noted that the Authority had 36 vacancies as of July 1, 2018. Mr. Bergren moved and Mr. Rucker seconded the motion to receive the July 1, 2018 report. Motion carried unanimously. C. Modernization Report - John Mainville, Modernization Coordinator, prepared the report. Mr. Arn and Mr. Mainville reviewed the same with the Board. The Hillside Terrace Roof Replacement project restarted in April. Forty-nine (49) of the fifty-nine (59) roofs have been completed by JJS Universal Construction Company. The Rosewood Manor Ductless Splits heating and cooling project – Phase II is currently being designed by Capital Studio Architects. This project will be bid in February 2019. The State Sponsored Housing Portfolio (SSHP) application for Schwartz Manor was submitted on April 27, 2018. The scope of Schwartz Manor project has been greatly reduced due to funding constraints. The Authority was awarded a SSHP grant from the State of Connecticut Department of Housing (“DOH”) for renovations to Eastwood Court. A closing with the DOH and the Connecticut Housing Finance Authority (“CHFA”) regarding the grant is expected to take place in August with construction beginning later this year. The PAC Group is the construction manager for this project. 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. It is Minutes of the Norwich Housing Authority – July 11, 2018 page 3 anticipated that a SSHP grant application will be submitted in April 2019 for renovations to Sunset Park. Mr. Bergren moved and Mr. Rucker seconded the motion to receive the report. Motion carried unanimously. D. Section 8 Voucher Portfolio Reports - As of July 1, 2018, the total portfolio was 507 Housing Choice Vouchers. Mr. Bergren moved and Mr. Rucker 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-18-07-1429 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. Bergren seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Gauthier Nays - None Motion carried unanimously. B. Mr. Bergren moved to adopt Resolution R-18-07-1430 to amend the Norwich Housing Authority’s Personnel Policies regarding Article 14 – Travel. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Gauthier Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – July 11, 2018 page 4 C. Mr. Bergren moved to adopt Resolution R-18-07-1431 to adopt a Credit Card Policy. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Gauthier Nays - None Motion carried unanimously. Mr. Bergren moved and Mr. Rucker seconded the motion to suspend the rules to add the following three (3) a resolutions: a resolution regarding an abatement services contract, a resolution regarding a Members’ Equity Distribution check from the Connecticut Interlocal Risk Management Agency (“CIRMA”) and a resolution authorizing the Executive Director to enter into agreements with the State of Connecticut and the Connecticut Housing Finance Authority (“CHFA”) regarding the Eastwood Court rehabilitation project. Motion carried unanimously. Mr. Bergren moved to adopt Resolution R-18-07-1432 to enter into a two (2) year agreement with Abatement Industries Group, Inc. (“AIG”) to undertake abatement on an as-needed basis. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Gauthier Nays - None Motion carried unanimously. Mr. Bergren moved to adopt Resolution R-18-07-1433 to accept a Members’ Equity Distribution check from CIRMA and authorize the same to be used for the Federal Resident Services Coordinator Program. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Gauthier Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – July 11, 2018 page 5 Mr. Bergren moved to adopt Resolution R-18-07-1434 to authorize the Executive Director to enter into agreement with the State of Connecticut and CHFA regarding the Eastwood Court rehabilitation project. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Gauthier Nays - None Motion carried unanimously. D. Commission Members – There was no comment. E. Community Portion of Meeting – There was no comment. F. Other – None. IX. Executive Session No Executive Session was held. X. Adjournment There being no further business to discuss, Mr. Bergren moved and Mr. Rucker seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 5:20 PM. Respectfully submitted, Jeffrey S. Arn Executive Director Minutes approved on August 8, 2018 Paul R. Gauthier Chairman