Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, OCTOBER 10, 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, October 10, 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 September 12, 2018. Motion carried unanimously. III. Communications A. Draft of a revision to the Federal Non-Smoking Policy to apply to all Norwich Housing Authority properties. Mr. Arn reviewed the changes with the Board. Mr. Bergren moved and Ms. Sullivan 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. Ms. Sullivan moved and Ms. Cunningham seconded the motion to remove Committee Reports from the agenda and address items regarding the homeownership program and proposed rent changes as part of a regular scheduled meeting. Motion carried unanimously. Minutes of the Norwich Housing Authority – October 10, 2018 page 2 V. Report of the Executive Director A. Bills – Mr. Rucker moved and Mr. Bergren seconded the motion to approve the bills for September 2018. Motion carried unanimously. B. Vacancy Reports – Mr. Arn noted that the Authority had 47 vacancies as of October 10, 2018. There are eight (8) units that are not being leased as those units are part of the Eastwood Court and Schwartz Manor rehabilitation projects. He is currently meeting with staff to address the number of vacant units in the Authority’s portfolio. Mr. Arn informed the Board that proposals were received from firms that provide tenant screening services. This service should reduce the time to process applications as the data base would provide screening information in a timelier manner. Mr. Bergren moved and Mr. Rucker seconded the motion to receive the report. Motion carried unanimously. Mr. Bergren moved and Mr. Rucker seconded the motion to suspend the rules to receive a report regarding the renovation of units by an outside contractor. Motion carried unanimously. Mr. Arn presented to the Board the cost for the next three apartments to be rehabbed by Leach Construction (“Leach”). Mr. Bergren moved and Ms. Cunningham seconded the motion to accept a proposal from Leach for labor only, not to exceed $28,700.00, to rehab 27 Fairview Avenue, 14 Pembroke Avenue and 60 Melrose Park Road in accordance with the submitted specifications and repair list. 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 sidewalk, steps and driveway apron project at Hillside Terrace has been completed by Hastedt Brothers. Barry Associates started the Westwood Park Mechanical Room Drainage project on October 1, 2018. The A Court mechanical room drainage work has been completed and work has begun on the B Court mechanical room. The Authority was awarded a State Sponsored Housing Portfolio (“SSHP”) grant from the State of Connecticut Department of Housing (“DOH”) for renovations to Eastwood Court. The PAC Group is the construction manager for this project. The first five (5) residents have been moved to “hotel” units with four (4) residents remaining on site and one (1) resident relocated to a unit at Schwartz Manor. Renovation work is to start on October 9, 2018. 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 Minutes of the Norwich Housing Authority – October 10, 2018 page 3 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. Bergren seconded the motion to receive the report. Motion carried unanimously. D. Section 8 Voucher Portfolio Reports - As of October 1, 2018, the total portfolio was 504 Housing Choice Vouchers. Ms. Sullivan moved and Mr. Rucker seconded the motion to receive the report. Motion carried unanimously. E. Procurement Log – Mr. Arn reviewed the procurement log with the Board. Mr. Rucker moved and Mr. Bergren seconded the motion to receive the report. Motion carried unanimously. F. Other Items – Mr. Arn informed the Board that he had received a letter from the Field Organizer for UE Local 222, CILU/CIPU, CILU #37 – representing the Norwich Housing Authority’s unionized maintenance employees regarding upcoming negotiations. VI. Unfinished Business There was no unfinished business to discuss. VII. New Business A. Ms. Sullivan moved to adopt Resolution R-18-10-1446 to approve the revised Section 8 Housing Choice Voucher Program Administrative Plan. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. B. Ms. Cunningham moved to adopt Resolution R-18-10-1447 to approve a Non- Smoking Policy for all Norwich Housing Authority properties. 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 – October 10, 2018 page 4 C. Commission Members – There was no comment. D. Community Portion of Meeting – There was no comment. E. Other – None. IX. Executive Session No Executive Session was held. X. Adjournment There being no further business to discuss, Mr. Rucker moved and Ms. Cunningham seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 5:25 PM. Respectfully submitted, Jeffrey S. Arn Executive Director Minutes approved on November 14, 2018 Paul R. Gauthier Chairman