Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, DECEMBER 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, December 12, 2018. I. Roll Call Vice-Chairman Sullivan called the meeting to order at 4:45 PM and the following answered present: Charlie Magnan Alan Bergren Alice Cunningham Wilma Sullivan Marion Rucker was excused. Also present were Jeffrey S. Arn, Executive Director, John Mainville, Modernization Coordinator and Joanne M. Drag, Deputy Executive Director/Finance Director. II. Election of Officers Ms. Sullivan moved and Ms. Cunningham seconded the motion to nominate Alan H. Bergren as Chairman. Vice-Chairman Sullivan asked if there were any other nominations. There were no other nominations. Motion carried unanimously. Mr. Bergren moved and Ms. Sullivan seconded the motion to nominate Charlie Magnan as Assistant Secretary. Chairman Bergren asked if there were any other nominations. There were no other nominations. Motion carried unanimously. III. Minutes A. Ms. Cunningham moved and Ms. Sullivan seconded the motion to adopt the minutes of the regular meeting held on November 12, 2018. Roll call vote: Ayes – Cunningham, Sullivan, Bergren Nays - None Abstain- Magnan Motion carried. Minutes of the Norwich Housing Authority – December 12, 2018 page 2 IV. Communications There were no communications. V. Report of the Executive Director A. Bills – Ms. Cunningham moved and Ms. Magnan seconded the motion to approve the bills for November 2018. Motion carried unanimously. B. Vacancy Reports – Mr. Arn noted that the Authority had 48 vacancies as of December 5, 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. Ms. Magnan moved and Ms. Cunningham seconded the motion to receive the 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 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 units (1-5) were completed on November 28, 2018 and the residents were moved back to their units. The rehabilitation of the next five units (6- 10) began on December 3rd and completion is expected mid-January. 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 Ms. Magnan seconded the motion to receive the report. Motion carried unanimously. D. Section 8 Voucher Portfolio Reports - As of December 1, 2018, the total portfolio was 507 Housing Choice Vouchers. Ms. Magnan moved and Ms. Cunningham seconded the motion to receive the report. Motion carried unanimously. Minutes of the Norwich Housing Authority – December 12, 2018 page 3 E. Other Items – Mr. Arn noted that the Admissions and Continued Occupancy Policy (ACOP) was in the process of being updated with the staff. He handed out the draft of the Tenant Commissioner Election process and governing State of Connecticut Statute for the Board to review. Also, the Housing Authority Insurance Group (HAI) had selected the Authority to be the recipient of holiday gifts which will be distributed to one hundred children. F. Procurement Log – No items. VI. Unfinished Business There was no unfinished business to discuss. VII. New Business A. Ms. Magnan moved to adopt Resolution R-18-12-1451 to revise the Pet Policy. After review and discussion, the Pet Policy as distributed was revised to include the changes that were discussed. Ms. Cunningham seconded the motion to adopt the Pet Policy as revised. Roll call vote: Ayes – Magnan, Cunningham, Sullivan, Bergren Nays - None Motion carried unanimously. Ms. Magnan moved and Ms. Cunningham seconded the motion to reconsider the revised Pet Policy. Motion carried unanimously. Ms. Magnan moved to adopt Resolution R-18-12-1451 to revise the Pet Policy as amended. After further review and discussion, the Pet Policy as distributed and revised was revised again to include the changes that were discussed. Ms. Cunningham seconded the motion to adopt the Pet Policy as revised. Roll call vote: Ayes – Magnan, Cunningham, Sullivan, Bergren Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – December 12, 2018 page 4 B. Ms. Magnan moved to adopt Resolution R-18-12-1452 to adopt a Service or Assistive Animal Policy. Ms. Cunningham seconded the motion. Roll call vote: Ayes – Magnan, Cunningham, Sullivan, Bergren Nays - None Motion carried unanimously. C. Ms. Cunningham moved to adopt Resolution R-18-12-1453 to apply for City of Norwich Community Development Block Grant funding for Program Year 45 for the installation of additional ductless split heating and cooling systems at Rosewood Manor (Phase III), 335 Hamilton Avenue, Norwich, CT. Ms. Magnan seconded the motion. Roll call vote: Ayes – Magnan, Cunningham, Sullivan, Bergren Nays - None Motion carried unanimously. D. Commission Members – Chairman Bergren welcomed Charlie Magnan to the Board of Commissioners and thanked her for her willingness to serve. E. Community Portion of Meeting – There was no comment. F. Other – None. VIII. Executive Session No Executive Session was held. Minutes of the Norwich Housing Authority – December 12, 2018 page 5 IX. Adjournment There being no further business to discuss, Ms. Magnan moved and Ms. Cunningham seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 5:40 PM. Respectfully submitted, Jeffrey S. Arn Executive Director Minutes approved on January 9, 2019 Alan H. Bergren Chairman