Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, SEPTEMBER 12, 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, September 12, 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, John Mainville, Modernization Coordinator 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 August 8, 2018. Motion carried unanimously. III. Communications A. Section 8 Housing Choice Voucher Utility Allowance schedule effective October 1, 2018. Ms. Sullivan moved and Mr. Bergren seconded the motion to receive the communication. Motion carried unanimously. B. Schedule B - FY 2019 HUD Fair Market Rents effective October 1, 2018. Ms. Cunningham moved and Mr. Bergren seconded the motion to receive the communication. Motion carried unanimously. C. Letter dated August 21, 2018 from Karl F. Kilduff, Executive Director, Connecticut Housing Finance Authority, regarding an Award of Funding for Harry Schwartz Manor, a State Elderly development. Ms. Sullivan moved and Ms. Cunningham seconded the motion to receive the communication. Motion carried unanimously. Minutes of the Norwich Housing Authority – September 12, 2018 page 2 D. Letter dated September 5, 2018 from David Holmes, Capital Studio Architects regarding the Westwood Park Drainage Project. A resolution regarding the project is on the agenda. Ms. Cunningham moved and Mr. Rucker seconded the motion to receive the communication. Motion carried unanimously. E. Memo dated September 5, 2018 from Jeff Arn, Executive Director, regarding the proposals received for moving and related services relative to the Eastwood Court renovation project. A resolution regarding the proposal is on the agenda. Ms. Sullivan moved and Ms. Cunningham seconded the motion to receive the communication. Motion carried unanimously. F. Letter dated September 4, 2018, from Paul Gauthier, Chairman, Board of Commissioners, to John L. Salomone, City Manager, City of Norwich, advising that he is not seeking reappointment. Ms. Sullivan moved and Mr. Bergren seconded the motion to receive the communication with appreciation to Mr. Gauthier for having served on the Board for the past thirteen (13) years. Motion carried unanimously. 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 – Ms. Cunningham moved and Mr. Rucker seconded the motion to approve the bills for August 2018. Motion carried unanimously. B. Vacancy Reports – Mr. Arn noted that the Authority had 46 vacancies as of September 4, 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. Mr. Arn informed the Board that he had received one response to the RFP to establish a web site for the Authority and will be reaching out to other web site developers. He distributed the draft of the marketing brochure that the staff created for the Board to review. Mr. Bergren moved and Ms. Cunningham seconded the motion to receive the September 4, 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 and all fifty-nine (59) roofs have been completed by JJS Universal Construction Company. There are punch list items to be finished before the project can be closed. The Request for Proposals (RFPs) for the Westwood Park Mechanical Room Drainage project were opened on August 30, 2018. Work on this project is scheduled to begin in October 2018. The Authority was awarded a State Sponsored Housing Portfolio (“SSHP”) grant from the State of Connecticut Minutes of the Norwich Housing Authority – September 12, 2018 page 3 Department of Housing (“DOH”) for renovations to Eastwood Court. A closing with DOH and the Connecticut Housing Finance Authority (“CHFA”) regarding the grant took place on September 5, 2018 with construction to start in October 2018. The PAC Group is the construction manager for this project. The first job meeting was for this project was held on September 12, 2108. The SSHP application for Schwartz Manor was submitted on April 27, 2018. CHFA notified the Authority on August 21, 2018 that the project was selected for funding. This project is subject to State of Connecticut Bond Commission approval. The scope of Schwartz Manor project has been greatly reduced due to funding constraints. 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. The Rosewood Manor Ductless Split heating and cooling project – Phase II is currently being designed by Capital Studio Architects. This project will be bid in February 2019. The Window Replacement Project at Oakwood Knoll is being designed by Capital Studio Architects. This project will be done in two phases with the first phase to be bid in the spring 2019. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the report. Motion carried unanimously. D. Section 8 Voucher Portfolio Reports - As of September 1, 2018, the total portfolio was 504 Housing Choice Vouchers. Ms. Cunningham moved and Mr. Rucker seconded the motion to receive the report. Motion carried unanimously. E. Other Items – Mr. Arn reported on the cost to complete the three apartments by Leach Construction (“Leach”), which had Board approval at the last meeting. He presented to the Board the cost for the next three apartments to be rehabbed by Leach. Ms. Sullivan moved and Ms. Cunningham seconded the motion to accept a proposal from Leach for labor only, not to exceed $28,200.00, to rehab 37 Donahue Drive, 9 Overlook Road and 58 Western Avenue in accordance with the submitted specifications and repair list. Motion carried unanimously. Mr. Arn noted that he is reviewing the No Smoking Policy that is currently in place at the Federal developments and will begin to develop a No Smoking Policy for all properties in the State housing portfolio. He stated that he and the staff attended the Annual ConnNAHRO convention held at the Mohegan Sun in August. VI. Unfinished Business There was no unfinished business to discuss. Minutes of the Norwich Housing Authority – September 12, 2018 page 4 VII. New Business A. Ms. Sullivan moved to adopt Resolution R-18-09-1438 to adopt a Utility Allowance Schedule for the Section 8 Housing Choice Voucher Program to be effective October 1, 2018. Mr. Bergren seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. B. Mr. Bergren moved to adopt Resolution R-18-09-1439 to approve the Section 8 Housing Choice Voucher Program Payment Standards effective October 2, 2018. Ms. Sullivan seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. C. Mr. Bergren moved to adopt Resolution R-18-09-1440 to approve the Federal Flat Rent schedule to be effective October 1, 2018. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. D. Ms. Sullivan moved to adopt Resolution R-18-09-1441 to enter into a contract with PAC Group, LLC for construction management services for the Schwartz Manor 2018 SSHP Capital Funding grant. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – September 12, 2018 page 5 E. Mr. Bergren moved to adopt Resolution R-18-09-1442 to enter into a service agreement with Barry Associates, Inc. for the boilers at Oakwood Knoll. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. F. Ms. Sullivan moved to adopt Resolution R-18-09-1443 to enter into a contract with Barry Associates, Inc. for the Westwood Park Drainage project. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. G. Ms. Sullivan moved to adopt Resolution R-18-09-1444 to enter into a contract with Kay’s Trucking, Inc. for comprehensive moving services for Eastwood Court. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. H. Mr. Bergren moved to adopt Resolution R-18-09-1445 to adopt a new housing authority wide procurement policy as updated subject to HUD approval. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – September 12, 2018 page 6 I. Commission Members – There was no comment. J. Community Portion of Meeting – There was no comment. K. Other – None. IX. Executive Session No Executive Session was held. X. Adjournment There being no further business to discuss, Ms. Sullivan moved and Ms. Cunningham seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 5:45 PM. Respectfully submitted, Jeffrey S. Arn Executive Director Minutes approved on October 10, 2018 Paul R. Gauthier Chairman