Housing Authority

MINUTES OF THE REGULAR MEETING OF THE NORWICH HOUSING AUTHORITY HELD WEDNESDAY, SEPTEMBER 11, 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, September 11, 2024. Vice-Chairman Lunt asked for a moment of silence in remembrance of those who perished in the terrorist attacks on September 11, 2001. I. Roll Call Vice-Chairman Lunt called the meeting to order at 4:35 PM and the following answered present: Keith Milton Frances Patterson Benjamin Lathrop Mary Ellen Lunt Alan Bergren was excused. Also present were Jeffrey S. Arn, Executive Director, John Mainville, Modernization Coordinator, and Joanne M. Drag, Deputy Executive Director/Finance Director. Ms. Patterson moved and Mr. Milton seconded the motion to add under III. Communications E. Memo dated September 10, 2024 from Jeffrey Arn, Executive Director, regarding purchase of a new vehicle and F. Memo dated September 10, 2024 from Jeffrey Arn, Executive Director, regarding a change to the Authority’s Personnel Policy Article 11.5 - Family and Medical Leave. Motion carried unanimously. Ms. Patterson moved and Mr. Milton seconded the motion to add under VI. New Business E. Resolution R-24-09-1701 regarding the purchase of a new vehicle from Tasca Ford and Resolution R-24-09-1702 changing the Authority’s Personnel Policy Article 11.5 – Family and Medical Leave Policy. Motion carried unanimously. II. Minutes A. Mr. Milton moved and Ms. Patterson seconded the motion to adopt the minutes of the regular meeting held on August 14, 2024. Motion carried unanimously. III. Communications A. Community Comment / Public Comment – None. Minutes of the Norwich Housing Authority – September 11, 2024 page 2 B. Memo dated September 1, 2024 from Jeffrey Arn, Executive Director, regarding the Annual Audit Services for Fiscal Years 2025 – 2027. Mr. Arn reviewed the proposals with the Board and recommended awarding the contract for audit services to Maletta & Company, who are the Authority’s current auditors. C. FY 2025 Schedule of Metropolitan & Non-Metropolitan Fair Market Rents effective October 1, 2024. Mr. Arn noted that HUD publishes this schedule annually. D. Housing Choice Voucher Utility Allowance schedule effective October 1, 2024. Mr. Arn noted that this schedule is updated annually for the Housing Choice Voucher program through a third party vendor. E. Memo dated September 10, 2024 from Jeffrey Arn, Executive Director, regarding purchase of a new vehicle. Mr. Arn reviewed the need for another vehicle and noted that Tasca Ford would hold their price that was quoted in March. F. Memo dated September 10, 2024 from Jeffrey Arn, Executive Director, regarding a change to the Authority’s Personnel Policy - Family and Medical Leave. Mr. Arn noted that housing authorities, as of October 1, 2024, will now be required to participate in the CT Paid Family and Medical Leave Insurance Program. This change necessitated updating the Authority’s Personnel Policy in order to comply with the Connecticut Family Medical Leave Act and the CT Paid Family and Medical Leave Insurance Program. Mr. Milton moved and Ms. Patterson seconded the motion to receive Communications B. through F. Motion carried unanimously. IV. Report of the Executive Director A. Bills – Mr. Milton moved and Ms. Patterson seconded the motion to approve the bills for August 2024. Motion carried unanimously. B. Vacancy Reports – Mr. Arn noted that the Authority had 13 vacancies as of September 4, 2024 and 8 units were rented in August. There is a waiting list for all properties. C. Modernization Report - John Mainville, Modernization Coordinator, prepared the report. Mr. Arn and Mr. Mainville reviewed the same with the Board. The Sunset Park Exterior Renovation is complete. The close out paperwork for this project will be submitted to CHFA. The City Council approved funding of $219,712.00 at its meeting on June 17th for the Rosewood Manor Exterior Wrapping Project – Phase II. This project will be bid in January 2025. The contract for the Dorsey Building Exterior Upgrades project was signed on June 20th and this project started July 8th. Construction is on-going. Funding will come from the 2023 and 2024 Federal Capital Fund Program. Future projects include the Oakwood Knoll Cast Iron Sewer Pipe Replacement, Oakwood Knoll Attic Insulation and the Maintenance Boiler Room Fire Alarm System Upgrade. Minutes of the Norwich Housing Authority – September 11, 2024 page 3 D. Housing Choice Voucher Portfolio Report - As of September 1, 2024, the total portfolio was 450 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 – Trimming of trees at JFK I. Mr. Arn noted that the lowest proposal from Green Valley Tree, LLC was accepted for $7,000.00 and the work will be done in October. F. Other items – Funding availability regarding housing for Homeless Veterans. A meeting with the Veterans’ representative to discuss housing options has not been able to be scheduled. Mr. Lathrop is exploring the possibility of modular housing options. Mr. Milton moved and Ms. Patterson seconded the motion to receive items B. through F. above. Motion carried unanimously. V. Unfinished Business No unfinished business. VI. New Business A. Ms. Patterson moved to adopt Resolution R-24-09-1697 to enter into a contract for audit services for Fiscal Years 2025 – 2027 with Maletta & Company. Mr. Milton seconded the motion. Roll call vote: Ayes – Milton, Patterson, Lathrop, Lunt Nays - None Motion carried unanimously. B. Ms. Patterson moved to adopt Resolution R-24-09-1698 to approve the Federal Flat Rent schedule to be effective October 1, 2024. Mr. Milton seconded the motion. Roll call vote: Ayes – Milton, Patterson, Lathrop, Lunt Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – September 11, 2024 page 4 C. Ms. Patterson moved to adopt Resolution R-24-09-1699 to approve the Housing Choice Voucher Program Payment Standards effective October 1, 2024. Mr. Milton seconded the motion. Roll call vote: Ayes – Milton, Patterson, Lathrop, Lunt Nays - None Motion carried unanimously. D. Ms. Patterson moved to adopt Resolution R-24-09-1700 to adopt a Utility Allowance Schedule for the Housing Choice Voucher Program to be effective October 1, 2024. Mr. Milton seconded the motion. Roll call vote: Ayes – Milton, Patterson, Lathrop, Lunt Nays - None Motion carried unanimously. E. Ms. Patterson moved to adopt Resolution R-24-09-1701 to purchase a maintenance vehicle from Tasca Ford. Mr. Milton seconded the motion. Roll call vote: Ayes – Milton, Patterson, Lathrop, Lunt Nays - None Motion carried unanimously. F. Mr. Milton moved to adopt Resolution R-24-09-1702 to amend the Authority’s Personnel Policy - Article 11.5 – Family and Medical Leave Policy. Ms. Patterson seconded the motion. Roll call vote: Ayes – Milton, Patterson, Lathrop, Lunt Nays - None Motion carried unanimously. Minutes of the Norwich Housing Authority – September 11, 2024 page 5 G. Commission Members – Mr. Lathrop questioned where residents at Rosewood Manor are allowed to park their vehicles. Mr. Arn said he will review the parking issue at Rosewood Manor. H. Other - None. VII. Executive Session No Executive Session was held. VIII. Adjournment There being no further business to discuss, Mr. Milton moved and Mr. Lathrop seconded the motion that the meeting be adjourned. Motion carried unanimously. The meeting adjourned at 5:20 PM. Respectfully submitted, Jeffrey S. Arn Executive Director Minutes approved on October 9, 2024 Alan H. Bergren Chairman