11.18.24 Housing Authority

okay everybody Welcome to the for River Housing Authority border Commissioners meeting on Matha can you read the roll call please yes chairman long is absent Vice chairman Underhill here commissioner Burns is absent commissioner Bentley uh here commissioner M here thank you attorney suer can you read the open meeting law please thank you Mr chairman the language for the open meeting law is

as follows persuant to the open meeting law any person may make an audio or video recording of this public meeting or may transmit the meeting through any medium attendees are therefore advised that such recordings or Transmissions are being made whether perceived or unperceived by those present and are deemed acknowledged and permissible thank you sir first item is citizen import I don't see any citizens here so

we'll move on to resident input Mr gon and please excuse my voice I'm fighting the cold it's no worse than L today time fighting allergies quick and simple uh mass junion is planning for the spring uh a another Lobby day versus a Convention as far as the tenants Association here we have new set of offices at Bishop Eid we ran an election we had one for each position David gleefully cashed one

ballot and saved me from spending three hours and we're back to giving out soup is back to producing mass quantities of soup we've done three buildings so far in the last couple days AES on that it's been quiet thank you you okay we'll move on to item number two which are the minutes of the postponed regular meeting held on October 17th 2024 and executive session minutes from March 11th 202 24 the regular meeting

April 8th 2024 the regular meeting and on July 8th 2024 and the recommended action is to accept I'll make a motion to accept the minutes okay second motion made and seconded any discussion and none motion carried item number three the bills and Communications the vouchers any any recommendations um make a motion uh to accept the vouchers a second okay motion made and seconded all in favor I

I okay we move on to item number four which is the management report they include the applications the occupancy reports tenants accounts rece receivable the work order report the monthly Section 8 voucher activity report the monthly Personnel count SL report the director of modernization monthly report and the Bank investment and bond debt balance reports are there anybody is there any questions on

these not taking uh the recommended action is to accept I'll make a motion to accept the eight management reports second motion made and seconded all in favor I I item number five the financial reports includ the monthly financial statements from September of 2024 the recommended action is to approve uh make a motion to uh approve the financial reports from September 2024 second motion made and seconded all in

favor I I I Item B State quarterly modernization report for period ending 930 2024 recommended action to approve I will make a motion to approve the state quarterly modernization report period ending 93024 second okay okay motion made and seconded all in favor I I item number c State quarterly operating statements for period ending 9:30 2024 recommended action to approve I'd like to make a motion to

approve the state quarterly operating statements uh period ending September 30 2024 second okay motion made and seconded all in favor I I I okay item number six we get an update from our executive director Mr spella thank you commissioner under Hill welcome everyone good evening um a few things that I wanted to um inform uh our audience and the board on um Human Resources um we promoted two custodians

to temporary maintenance mechanics we promoted one mechanic to a maintenance leader and we also hired uh two custodians in addition to that we also hired a property manager under resident services um Joey DVA um and Jeff Barby um they will be giving out turkey dinners to Residents in need and uh Jeff will also uh through a grant under his program will be purchasing and giving out winter coats

uh to residents at the State uh developments under management for this month I am very pleased to announce that uh we concluded all of our federal react inspections under the new npire standards uh put out by Hud and for 10 out of the 11 amps we averaged an 89.1 uh score um one um site father deferio Village we failed with a 23 that was U inspected by a quality assurance inspector from HUD which

we all kind of concluded was an unrealistic uh scoring um there were a few things that went into that U previous inspections over the last 30 years uh they've always accepted our Leed letters of compliance from when that site was rehabbed in the early 90s uh for whatever reason this gentleman uh did not um he also uh if you're familiar with the baby gates that residents might put

um dividing a kitchen from a living room so an infant or a small child can't go uh Wander into uh another room and also the plastic door knobs so that they can't open and uh leave the unit he listed those as blocked egresses um so need to say there were a lot of deficiencies that um he noted that we didn't feel were were fair and realistic as um and a

fair site assessment so to speak uh when you look at the average at all the other amps and then you you put that one uh clearly anomaly there um um but it's it's scheduled to be reinspected again we don't have a date um so we're we're actually looking forward to it because I can say with confidence that that site was looked very good and and and was in good good condition and I believe we

would have scored in the 80s if it was uh inspected by someone with uh a more realistic approach um so with that I wanted to acknowled Ed Jason and Todd in facilities Deb and Tim in management um Gina in Justice in the warehouse getting materials um there's a lot of planning that goes prior um and then coordinating uh the staff uh to work at these sites to get the little ex is done uh in preparation

so kudos to all of them um for that um and with that I would ask the board's permission because we did so well at all I would like to reward all staff at the Housing Authority with a half a day off uh in the near future um as a reward to all their hard work and for the positive scores so um if you allow that I would I would be doing that

in future um probably close the Housing Authority like at noon time on a Friday and give them an early release oh I think that's great could I ask for a point of clarification because not just for my edification but the commission is and those at home so when we're using the amps and we're saying the amps but executive director how how many from what I understand we 17 locations right I believe it was it 18

18 so 18 locations sometimes it's a little easy to see because as you can these amps are occasionally clustered so you'll have a couple sites that are clustered into one amp that's why there's only 10 amps but there's 18 locations amazing job Kevin just highlighted all the folks involved so 17 of the 18 locations you average an 88 and you have this one strange outlier that we're all looking forward together

it just a remarkable job consider that this was the first year again of the different regulations you know going from a react system which I think the react section of Hud is still who oversees it but a react quote unquote regulatory system to assessment system to an Inspire assessment which was the first time we've went through this and again SL a major other than Sunset Hill and father defario I think all of the

rest were clustered in like a twoe period I mean it was absolutely unbelievable how was scheduled and uh and every through the collective work of everybody came up with with flying colors I mean shocking there was a time where we never passed in family developments other than the initial uh when we had the federalization of some of them you know like when pleas view was first uh to go from you know state

to Federal but there was there was a period of time where I mean I got back here in 2016 and the family development you know Sunset all of them I we we just we didn't pass it was it was so difficult and and they flew through with unbelievable Gres I mean just amazing amazing and you're somewhat this system by by the way commission is also has more internal you're you're not told

ahead of time and and they're in the units more the old system was more of a cracked foundation is there a bush against a uh a building or things of that nature depending on the size of of of the whether it's development or high-rise there's a percentage of units that they randomly select that morning and you go in so obviously I mean you a tenant is not someone who's on you know

an employee I mean you don't always know what you're get you know what you're going into which obviously means on site the work orders have to be up to Snuff and you have to do a lot of preventative if you know that there's a particular gasket or something on a refrigerator that is getting nailed at housing authorities everywhere because we all go to these trainings you know you have to

preemptively go in and try to just avoid you know sometimes it's the catch been in the sink you know and it just an amazing amazing amazing uh job by by everybody just unbelievable I needed to put my two cents in because it I was blown away blown away sorry to interject that thank you Tim um so just to uh carry on U also um Tim myself and Colleen hot who runs our federal uh self-sufficiency program uh

the forer Housing Authority received an award for this program for the assistance that you know we provide under the program to our residents public housing residents and Section 8 residents alike so I wanted to acknowledge uh we went up to the College of the Holy Cross in wer uh there was a summit there there were some workshops and then there was lunch and an award ceremony so uh Housing Authority did

receive an award so I wanted to acknowledge and thank Colleen for all her hard work that she does in that program and also um Alicia Simkins that assists her and helps her out um in in some of that stuff um I would also want to um inform you that uh this Wednesday we'll be kicking off the first of three uh RAB meetings in preparation for the submitt annual plan I think I mentioned this last month

or the month prior so we have a few meetings with the resident Advisory Board go over any changes what what we're doing in the future what some of our goals and objectives are U so there's three meetings and then it's our public Hearing in January and then um the plan is due to HUD on January the 17th and the last thing I have have uh in your packet is the letters from maram

there they do our annual audit um I'm also happy and excited uh to announce that we submitted our federal audit to HUD and a part of that are agreed upon procedures to eohc uh the agreed upon procedures is due to the state uh November 29th we submitted it last week and the audit to HUD is due December 31st uh the end of the year and we submitted it last week so the last two

or three years uh they've been submitted on time uh if you recall uh going back I think three years ago we were late by a day on on one of the submitt so uh vast Improvement there I want to acknowledge uh Nella souer our finance director she does a great job with that and working some of our Consultants to get that completed and um submitted so that is all I have um

that's what's going on in the House of Authority for the month of November thank you thank you and as you congratulations had the opportunity I might add uh if you read through that insert no find ings from the state no findings from the Auditors when they were conducting it um I'm couldn't tell you when PUD gets around if they if they have any comments on it but U so again the state was happy with it our

Auditors were happy with the audit so thank you Kev I think it was great congratulations to everybody that was involved and uh as far as your request I feel safe in saying from the three of ours that you can go ahead with that half day and I think chairman long and commissioner burn would agree also so I'll select a day to to be sure that we have ample coverage and coordinate and

then I'll inform you ahead of time and make sure everybody that you mentioned and the whole Housing Authority gets a pat on the back and congratulations from us absolutely thank thank you okay we next item is new business number one is modernization section A is a certificate of substantial completion for roof replacement phase six at buildings 8 24 and 25 at Sunset Hill recommended action is to

approve uh I'll make a motion for the approval of the uh certificate of substantial completion for roof replacement Sunset Hill second okay motion made and seconded all in favor I I I Item B change order number two for the elevator modernization cabs number three and four at Cardinal Mader's Towers it's a change order number two is an increase of $595 to the contract for the modification of the existing

ats-1 for the elevator transfer signals and the recommended action is to approve I'd like to make a motion to approve uh change order number two uh for an increase of $595 to the contract for the modification of the existing ats1 for the elevator transfer signals I'll second okay motion and seconded all in favor I I I and item C permission to advertise for the design/build and bidding of the gas piping and HVAC

modifications at codal Medeiros Towers the recommended action is to approve I'll make a motion to approve um for permission to advertise for design Bill bid of the gas piping HVAC modif ifications at Cardinal M Towers second motion made and seconded all in favor I I I and if seeing no other transactions to come before the or business to come before the as at the meeting I will entertain a motion to

adjourn make a motion to adjourn second motion made and seconded all in favor I I thank you