Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, AUGUST 8, 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, August 8, 2018. I. Roll Call Chairman Gauthier called the meeting to order at 4:30 PM and the following answered present: Alan Bergren Marion Rucker Alice Cunningham Wilma Sullivan Paul Gauthier Also present were Jeffrey S. Arn, Executive Director, and Joanne M. Drag, Deputy Executive Director/Finance Director. II. Minutes A. Ms. Sullivan moved and Mr. Bergren seconded the motion to adopt the minutes of the regular meeting held on July 11, 2018. Motion carried unanimously. B. Ms. Sullivan moved and Mr. Bergren seconded the motion to adopt the minutes of the special meeting held on July 27, 2018. Motion carried unanimously. III. Communications A. State Quarterly reports. Miss Drag reviewed the quarterly reports with the Board. Mr. Bergren moved and Ms. Cunningham seconded the motion to receive the communication. Motion carried unanimously. B. Letter dated July 12, 2018 from Jennifer Gottlieb Elazhari, CT Public Housing Director regarding the Authority’s Section 8 Management Assessment Program (SEMAP) for Fiscal Year ended March 31, 2018. Ms. Sullivan moved and Mr. Bergren seconded the motion to receive the communication. Motion carried unanimously. C. E-mail dated July 17, 2018 from Robert Giuditta, Director, Master Insurance Program, State of Connecticut Department of Administrative Services, regarding a participation agreement. Mr. Bergren moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. Minutes of the Norwich Housing Authority – August 8, 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 A. Bills – Mr. Bergren moved and Ms. Sullivan seconded the motion to approve the bills for July 2018. Motion carried unanimously. B. Vacancy Reports – Mr. Arn noted that the Authority had 38 vacancies as of August 1, 2018 and 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. In order to achieve that objective, Mr. Arn informed the Board that he had developed an RFP to establish a web site for the Authority with responses due on August 29th. He is also having staff create a marketing brochure. Mr. Arn handed out a memo to the Board regarding deferred rehabilitation work at eleven (11) State Moderate units. John Mainville, Modernization Coordinator and Joe Keith, Maintenance Supervisor developed the list of units, the scope of work and solicited quotes from three contractors for labor only to complete the work. Ms. Sullivan moved and Mr. Bergren seconded the motion to receive the August 1, 2018 report and the August 8, 2018 memo from Mr. Arn. Motion carried unanimously. C. Modernization Report - John Mainville, Modernization Coordinator, prepared the report. Mr. Arn reviewed the same with the Board. The Hillside Terrace Roof Replacement project restarted in April. Fifty-three (53) 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 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 anticipated that a SSHP grant application will be submitted in April 2019 for renovations to Sunset Park. Mr. Bergren moved and Ms. Cunningham seconded the motion to receive the report. Motion carried unanimously. Minutes of the Norwich Housing Authority – August 8, 2018 page 3 D. Section 8 Voucher Portfolio Reports - As of August 1, 2018, the total portfolio was 501 Housing Choice Vouchers. Ms. Sullivan moved and Mr. Bergren seconded the motion to receive the report. Motion carried unanimously. E. Other Items – Mr. Arn distributed a draft of the procurement policy for the Board’s review. This policy will be on the agenda for the September Board meeting. VI. Unfinished Business There was no unfinished business to discuss. VII. New Business A. Ms. Sullivan moved to adopt Resolution R-18-08-1436 to enter into a participation agreement with the State of Connecticut, Department of Administrative Services, Master Insurance Program for the period July 1, 2018 – June 30, 2019. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. B. Ms. Sullivan moved to adopt Resolution R-18-08-1437 to enter into a Corporate Card Service Agreement with Bank of America. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. Ms. Sullivan moved and Ms. Cunningham seconded the motion to accept a proposal from Leach Construction for labor only, not to exceed $35,000.00, to rehab 32 Donahue Drive, 59 Donahue Drive and 25 Fairview Avenue in accordance with the submitted specifications and repair list. Motion carried unanimously. C. Commission Members – There was no comment. D. Community Portion of Meeting – There was no comment. Minutes of the Norwich Housing Authority – August 8, 2018 page 4 E. Other – None. IX. Executive Session No Executive Session was held. X. Adjournment There being no further business to discuss, Ms. Sullivan moved and Mr. Bergren seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 5:30 PM. Respectfully submitted, Jeffrey S. Arn Executive Director Minutes approved on September 12, 2018 Paul R. Gauthier Chairman