Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, MARCH 13, 2024 The Board of Commissioners (“Board”) of the Norwich Housing Authority (“Authority”) met in regular session at the Westwood Park Community Room, 10 Westwood Park, Norwich, Connecticut, at 4:30 PM, Wednesday, March 13, 2024. I. Roll Call Chairman Bergren called the meeting to order at 4:30 PM and the following answered present: Kenneth Scandariato Frances Patterson Benjamin Lathrop Mary Ellen Lunt Alan Bergren Also present were Jeffrey S. Arn, Executive Director, Eric Bastien, Maintenance Supervisor, and Joanne M. Drag, Deputy Executive Director/Finance Director. Mr. Scandariato moved and Ms. Patterson seconded the motion to add to the agenda under IV. Report of the Executive Director - C. Modernization Report - Quote Tabulation dated February 23, 2024 regarding LED Lighting Upgrades. Motion carried unanimously. II. Minutes A. Mr. Scandariato moved and Ms. Patterson seconded the motion to adopt the minutes of the special meeting held on February 21, 2024. Motion carried unanimously. III. Communications A. Community Comment / Public Comment – None. B. Revised / Restated Affirmative Action Policy Statement; C. Revised / Restated Fair Housing Policy Statement; D. Revised / Restated Equal Employment Opportunity, Non- Discrimination and Non-Harassment Policy; E. Revised / Restated Americans with Disabilities Act (“ADA”) Notice; and F. Revised / Restated Americans with Disabilities Act (“ADA”) Grievance Procedure. Miss Drag noted that the policies were reviewed by the Authority’s attorney for updates and changes. Minutes of the Norwich Housing Authority – March 13, 2024 page 2 G. Memo dated March 6, 2024 from Joanne M. Drag, Finance Director, to Jeffrey S. Arn, Executive Director, regarding vacated tenants’ accounts receivable write-offs. Miss Drag noted that a moratorium had been placed on evictions during the Covid-19 pandemic and the Authority was prohibited from evicting tenants for non-payment of rent. Once the moratorium was lifted, the Authority began the eviction process for past due rent amounts. The significant write-off amounts are a direct result of not starting an eviction process in a timely manner. H. Memo dated March 7, 2024 from Jeff Arn, Executive Director, to Board of Commissioners regarding the purchase of four (4) new maintenance vehicles. Mr. Arn and Mr. Bastien reviewed the proposals that were obtained using the State of Connecticut Department of Administrative Services bid list and answered questions from the Board regarding this purchase. The current fleet is ageing and there are more frequent and expensive vehicle repair bills. Three (3) vehicles will be sold through a commercial auction site. Mr. Scandariato moved and Ms. Patterson seconded the motion to receive Communications B. through H. Motion carried unanimously. IV. Report of the Executive Director A. Bills – Ms. Lunt moved and Ms. Patterson seconded the motion to approve the bills for February 2024. Motion carried unanimously. B. Vacancy Reports – Mr. Arn noted that the Authority had 26 vacancies as of March 1, 2024 and 7 units were rented in February. There is a waiting list for all properties. C. Modernization Report - John Mainville, Modernization Coordinator, prepared the report. Mr. Arn reviewed the same with the Board. The Sunset Park exterior renovation project started July 24, 2023.The roofing portion, cement front patios, blown-in insulation, new windows and new wood back decks of the project have been completed. The siding removal, abatement, and residing portion of the project is complete along with new gutters, new entry doors and new storm doors. Sidewalk and driveway replacement with take place in the Spring using contingency funds. PAC Group is the Construction Manager for this project. A contract signing for the Rosewood Manor siding and exterior wrapping project–Phase I took place on February 28th. This project is slated to start in March, weather permitting. The Authority submitted the CDBG PY 50 application on February 1st for Phase II of the project and met with the Community Development Advisory Committee on March 5th. Capital Studio Architects is developing plans for the building and site renovations project at Westwood Park and Dorsey Building. Funding for this project will come from the 2023 Federal Capital Fund Program and it is anticipated that this project will be bid Spring 2024. Minutes of the Norwich Housing Authority – March 13, 2024 page 3 The Board reviewed the Quote Tabulation for LED Lighting Upgrades at the Maintenance Office, Garage, Boiler building, Carpenter Shop and Dorsey Building with Mr. Bastien. The LED fixtures will replace the current fluorescent fixtures. Mr. Scandariato moved and Ms. Patterson seconded the motion to accept the quote from D.B. Lunt Electric, LLC for $19,552.65. Motion carried. Ms. Lunt abstained from voting on the motion. D. Housing Choice Voucher Portfolio Report - As of March 1, 2024, the total portfolio was 460 Housing Choice Vouchers (“HCV”). The HCV waiting list was open for one week from January 8 through January 12, 2024. Pre- applications were completed on- line. Affordable Housing is the contractor that processed the pre-applications, performed the lottery selections and will maintain the waiting list. E. Procurement Log – No contracts. F. Other items – Funding availability regarding housing for Homeless Veterans. A meeting with the Veterans’ representative to discuss housing options will be scheduled. Mr. Arn noted that he will pursue opportunities for housing for veterans. Mr. Scandariato moved and Ms. Patterson seconded the motion to receive items B. through F. above. Motion carried unanimously. V. Unfinished Business None. VI. New Business A. Mr. Scandariato moved to adopt Resolution R-24-03-1679 regarding a pay increase for nonunion employees effective April 1, 2024. Ms. Patterson seconded the motion. Roll call vote: Ayes – Scandariato, Patterson, Lathrop, Lunt, Bergren Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – March 13, 2024 page 4 B. Mr. Scandariato moved to adopt Resolution R-24-03-1680 reaffirming / restating the Authority’s Affirmative Action Policy Statement, Fair Housing Policy Statement, Equal Employment Opportunity, Non-Discrimination and Non-Harassment Policy, Americans with Disabilities Act Notice and Americans with Disabilities Act Grievance Procedure. Ms. Patterson seconded the motion. Roll call vote: Ayes – Scandariato, Patterson, Lathrop, Lunt, Bergren Nays - None Motion carried unanimously. C. Mr. Scandariato moved to adopt Resolution R-24-03-1681 to write off vacated uncollectible tenants’ accounts receivable in the State Elderly Program – Schwartz Manor. Ms. Lunt seconded the motion. Roll call vote: Ayes – Scandariato, Patterson, Lathrop, Lunt, Bergren Nays - None Motion carried unanimously. D. Ms. Patterson moved to adopt Resolution R-24-03-1682 to write off vacated uncollectible tenants’ accounts receivable in the State Elderly Program – Rosewood Manor. Ms. Lunt seconded the motion. Roll call vote: Ayes – Scandariato, Patterson, Lathrop, Lunt, Bergren Nays - None Motion carried unanimously. E. Ms. Patterson moved to adopt Resolution R-24-03-1683 to write off vacated uncollectible tenants’ accounts receivable in the State Moderate Program. Mr. Scandariato seconded the motion. Roll call vote: Ayes – Scandariato, Patterson, Lathrop, Lunt, Bergren Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – March 13, 2024 page 5 F. Mr. Scandariato moved to adopt Resolution R-24-03-1684 to write off vacated uncollectible tenants’ accounts receivable in the State Affordable Program. Ms. Patterson seconded the motion. Roll call vote: Ayes – Scandariato, Patterson, Lathrop, Lunt, Bergren Nays - None Motion carried unanimously. G. Mr. Scandariato moved to adopt Resolution R-24-03-1685 to write off vacated uncollectible tenants’ accounts receivable in the Federal Low-Income Program. Ms. Patterson seconded the motion. Roll call vote: Ayes – Scandariato, Patterson, Lathrop, Lunt, Bergren Nays - None Motion carried unanimously. H. Mr. Scandariato moved to adopt Resolution R-24-03-1686 to purchase four (4) maintenance vehicles from Tasca Ford. Mr. Lathrop seconded the motion. Roll call vote: Ayes – Scandariato, Patterson, Lathrop, Lunt, Bergren Nays - None Motion carried unanimously. I. Commission Members – Mr. Scandariato announced that he was going to submit his letter of resignation to the City Manager on March 14, 2024 as he will be appointed to the City of Norwich’s Personnel and Pension Board by the City Council. Chairman Bergren thanked him for his time spent on the Board and the contributions that he made. All Board members echoed the Chairman’s sentiment. J. Other - None. VII. Executive Session No Executive Session was held. Minutes of the Norwich Housing Authority – March 13, 2024 page 6 VIII. Adjournment There being no further business to discuss, Ms. Patterson moved and Ms. Lunt 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 April 10, 2024 Alan H. Bergren Chairman