Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, NOVEMBER 14, 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, November 14, 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. Rucker seconded the motion to adopt the minutes of the regular meeting held on October 10, 2018. Motion carried unanimously. III. Communications A. Financial Statements for the period ended September 30, 2018 for the Section 8 Housing Choice Voucher Program and the Federal Low Income Program as prepared by Fenton, Ewald and Associates. Ms. Cunningham moved and Mr. Bergren seconded the motion to receive the communication. Motion carried unanimously. IV. Report of the Executive Director A. Bills – Ms. Sullivan moved and Ms. Cunningham seconded the motion to approve the bills for October 2018. Motion carried unanimously. B. Vacancy Reports – Mr. Arn noted that the Authority had 46 vacancies as of November 14, 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. Bergren moved and Ms. Sullivan seconded the motion to receive the report. Motion carried unanimously. Minutes of the Norwich Housing Authority – November 14, 2018 page 2 Mr. Rucker moved and Ms. Sullivan 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”). Ms. Cunningham moved and Mr. Rucker seconded the motion to accept a proposal from Leach for labor only, not to exceed $22,100.00, to rehab 18 Western Avenue, 2 Fairview Avenue and 24 Fairview Avenue 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. Barry Associates started the Westwood Park Mechanical Room Drainage project on October 1, 2018 and completed the project on October 30, 2018. 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. Renovation work started on October 9, 2018. 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. These residents will be moved back to the rehabbed units the last week of November and the residents in the next five (5) units will be moved on site to the “hotel” units. 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. Mr. Bergren moved and Ms. Cunningham seconded the motion to receive the report. Motion carried unanimously. D. Section 8 Voucher Portfolio Reports - As of November 1, 2018, the total portfolio was 507 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. The two (2) items listed on the log concerned the new tenant screening reporting and the renewal of the directors’ and officers’ insurance policy. Mr. Rucker moved and Ms. Cunningham seconded the motion to receive the report. Motion carried unanimously. Minutes of the Norwich Housing Authority – November 14, 2018 page 3 F. Other Items – Mr. Arn requested Board approval to attend Nan McKay & Associates, Inc. The Housing Conference to be held in February 2019 in New Orleans, Louisiana. Ms. Cunningham moved and Mr. Rucker seconded the motion to approve the request. Motion carried unanimously. V. Unfinished Business There was no unfinished business to discuss. VI. New Business A. Ms. Sullivan moved to adopt Resolution R-18-11-1448 to retain Frederick C. Cleveland Cleaning for cleaning services. Mr. Rucker 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-18-11-1449 to retain Braman Chemical Enterprises, Inc. for pest management and extermination services. Mr. Rucker seconded the motion. Roll call vote: Ayes – Bergren, Rucker, Cunningham, Sullivan, Gauthier Nays - None Motion carried unanimously. C. Commission Members – There was no comment. D. Community Portion of Meeting – There was no comment. E. Other – None. VII. Executive Session No Executive Session was held. Minutes of the Norwich Housing Authority – November 14, 2018 page 4 VIII. Adjournment There being no further business to discuss, Mr. Bergren moved and Ms. Sullivan seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 5:10 PM. Respectfully submitted, Jeffrey S. Arn Executive Director Minutes approved on December 12, 2018 Paul R. Gauthier Chairman