MINUTES
REGULAR MEETING
PORTSMOUTH HOUSING AUTHORITY
BOARD OF COMMISSIONERS

FEBRUARY 13, 2002
4:50 P.M.
245 MIDDLE STREET,
PORTSMOUTH, NEW HAMPSHIRE

The Board of Commissioners of the Portsmouth Housing Authority met in Regular Session on February 13, 2002, at 4:50 P.M., 245 Middle Street, Portsmouth, New Hampshire.
The Chairman called the Meeting to order and upon roll call those present and absent were as follows:

PRESENT ABSENT
Chairman Giambalvo *Commissioner Griffin
Commissioner Freedman
Commissioner Leith
Commissioner Pappas
Commissioner Charest
Others in attendance included: Timothy J. Connors, Debra E. Crapo, Robert Kulik, Judith P. Bunnell, Pauline A. Ford, Linda A. Smart, and Rhonda L. Schwarz.

Chairman Giambalvo apprised the Commissioners of a Request for an Excused Absence by Commissioner Griffin in that personal business prohibited her attendance at the Meeting. Said Request met with unanimous approval.

Commissioner Charest made a motion to approve the Minutes of the Regular Meeting, January 9, 2002, as written. Commissioner Leith seconded the motion and all voted in favor.

Chairman Giambalvo reported that the storage building at the Gosling Meadows Housing Development has been completed and the Certificate of Occupancy has been received from the City of Portsmouth.

Contract work being performed by the Careno Construction Company, LLC, for replacement of doors, windows, and installation of vinyl siding throughout Gosling Meadows is progressing well. A mild Winter noted the Chairman, along with cooperation of the residents, enabled work crews to stay on schedule.

The Report of the Contracting Officer was accepted as presented in a motion by Commissioner Leith, seconded by Commissioner Freedman, and all voted in favor.

There were no Travel Requests for presentation at this time. Mr. Connors requested authorization for award of a Step Increase to Lee Roneker, Marketing and Leasing Aide. Although Mrs. Roneker shall not be eligible for Permanent Status until April 2002, advised Mr. Connors, she has performed in an exemplary manner under most unusual circumstances.

Following discussion of said Personnel Request, Commissioner Freedman made a motion of authorization for award of a Step Increase to Lee Roneker, Marketing and Leasing Aide. Commissioner Leith seconded the motion and all voted in favor.

In the absence of Richard G. Gray, Comptroller, Mr. Connors reviewed with the Commissioners the Financial Reports, year ended December 31, 2001, Locally Owned Housing, Section 8 Existing Housing, and Managed Properties.

Mr. Connors reported that the Statements for Locally Owned Housing show that Dwelling Rentals are up and, due to mild weather, Utilities are down. Both Locally Owned Housing and Section 8 Existing Housing continue to reflect higher Administrative Expenses due mostly to expenditures for computer upgrades, consultations, Ledgewood Manor applications, and travel for training. Statements for Managed Properties indicate that they are in good shape.

*Excused Absence
In addition, Mr. Connors reported that the Financial Reports, six months ended December 31, 2001, Retired and Senior Volunteer Program, indicate RSVP to be right in line.

Mr. Connors then reviewed Financial Reports, three months ended December 31, 2001, Adult Group Day Care and Transportation, noting that said Reports reveal nothing extraordinary.

The Financial Statements were accepted as written and presented in a motion by Commissioner Leith, with Commissioner Freedman seconding the motion, and all voting in favor.

Mr. Connors advised the Commissioners that according to the attorney representing the owners of Ledgewood Manor Apartments, everything remains in limbo. Furthermore, advised Mr. Connors, telephone calls have been received from two financial institutions compiling information and figures towards an early payoff of the mortgage on Ledgewood Manor Apartments. If said payoff has not been completed before March 7, 2002, the whole application and interview process would have to be re-accomplished.

Mr. Connors provided a progress report on the preparation of the PHAS and SEMAP reports advising that information and materials have been collected. Mr. Connors then reviewed with the Commissioners the proposal from The Schiff Group Inc., dated January 2, 2002, to assist in the preparation of the PHAS and SEMAP Certifications for fiscal year end December 31, 2001, and to set up Quality Control Procedures and tracking for PHAS and SEMAP 2002 ongoing.

Commissioner Freedman made a motion to accept the proposal of The Schiff Group Inc. dated January 2, 2002, with Commissioner Leith seconding the motion and all voting in favor.

In continuing the progress report of the PHAS and SEMAP reports, Mr. Connors advised that Linda A. Smart, Manager, Marketing and Leasing Department, continues to work with Michael Schlayer, Computer Consultant, to pull together figures which would also be included in the final reports. In addition, Mr. Connors thanked all Staff for the extra time put in to gather all needed information and materials.

Discussion ensued regarding fund raising for the Senior Citizens Center. The Advisory Board, Community Services Program, suggested corporate advertising on the Senior Transportation Vans. To which Mr. Connors advised that he had met with the Advisory Board and personally felt that if advertising were done in good taste it would be to the advantage of said Program. We would of course consult an advertising company for guidance, advised Mr. Connors.

Commissioner Leith made a motion of authorization to pursue aforementioned suggestion and solicit proposals for consultation. Commissioner Freedman seconded the motion, and all voted in favor.

The Report of the Executive Director was accepted as written and presented in a motion by Commissioner Leith, with Commissioner Pappas seconding the motion, and all voting in favor.

The following Resolution was introduced by Chairman Giambalvo, read in full and considered:

RESOLUTION NO. 1165

THE BOARD OF COMMISSIONERS OF THE PORTSMOUTH HOUSING AUTHORITY RESOLVE AS FOLLOWS:

Whereas Federal regulations require the Housing Authority to create, determine, and implement "Flat Rents" that are reasonable rents based upon comparable rents in the private market, for all of its public housing properties; and

Whereas the Portsmouth Housing Authority Board of Commissioners carefully reviewed the analysis performed by the Housing Authority, such analysis taking into account location, unit size, unit type, quality, handicapped accessibility, facilities, management, and a thorough survey of rents in Portsmouth, it finds that adoption of the attached schedule of Flat Rents is in the best interests of the Portsmouth Housing Authority and its residents;

Now, Therefore, Be it Resolved, that the Portsmouth Housing Authority Board of Commissioners adopts the following Schedule of Flat Rents as its Flat Rents for the next calendar year or until the Housing Authority performs its next analysis based upon the year 2000 survey of rents in Portsmouth.

SCHEDULE OF FLAT RENTS

NH 4-1 GOSLING MEADOWS
One Bedroom $ 726.00
Two Bedroom $1,016.00
Three Bedroom $1,269.00
Four Bedroom $1,269.00

NH 4-2 STATE STREET APARTMENTS
Bungalow $ 473.00
One Bedroom $ 749.00

NH 4-2 PLEASANT STREET APARTMENTS
One Bedroom $ 769.00

NH 4-2 WOODBURY MANOR APARTMENTS
Zero Bedroom $ 494.00
One Bedroom $ 769.00
Two Bedroom $ 885.00

NH 4-3 FEASTER APARTMENTS
One Bedroom $ 763.00
Two Bedroom $ 879.00

NH 4-6 MARGESON APARTMENTS
One Bedroom $ 763.00

Commissioner Freedman, moved that the foregoing Resolution be adopted as introduced and read, which motion was seconded by Commissioner Pappas and upon roll call the "Ayes" and "Nays" were as followed:

AYES NAYS
Chairman Giambalvo None
Commissioner Freedman
Commissioner Leith
Commissioner Pappas
Commissioner Charest

The Chairman thereupon declared said motion carried and said Resolution adopted.

The Commissioners inquired as to the Annual Re-exams underway for the residents of Margeson Apartments. Mr. Connors advised that due to personnel absences for medical reasons, Pauline Ford, Fiscal Department, has assisted in the Re-exams and Judith Bunnell, Director, Community Services Program, has performed duties as Receptionist; another example of everyone helping to get the job done.

The Report of the Marketing and Leasing Department Manager was accepted as written in a motion by Commissioner Freedman, seconded by Commissioner Leith, and all voted in favor.

Commissioner Leith made a motion to accept the Report of the Retired and Senior Volunteer Program as written, Commissioner Pappas seconded the motion and all voted in favor.

The Commissioners compared end-of-calendar year totals for the Senior Transportation Program and total participants of various activities conducted at the Parrott Avenue Center for Seniors, noting the steady increases.

Judith P. Bunnell, Director, Community Services Program, reported on meetings with representatives of Service Link, an organization geared to networking the many available social service programs. Said organization has inquired about use of space at the Senior Citizen Center for functions.

Following discussion of said request by Service Link, Commissioner Freedman made a motion to accept the Report of the Community Services Program as written, with Commissioner Leith seconding the motion, and all voting in favor.

On behalf of Lisa Brennan, Director, Nutrition Program, Mr. Connors provided an oral report. Home Delivered meals have increased as they do each Winter season, two blizzard bags have been distributed, a special Valentine meal shall be provided to all Home Delivered meal recipients, and Holiday meals for Presidents Day, Monday, February 18, 2002, would be delivered on Friday, February 15, 2002.

The Report of the Nutrition Program was accepted, as presented by Mr. Connors, in a motion by Commissioner Freedman, seconded by Commissioner Charest and all voted in favor.

Robert Kulik, Rent Collector/Resident Liaison, reviewed with the Commissioners the Accounts Receivable month ended January 31, 2002, Gosling Meadows and Wamesit Place Housing Developments, advising that many line items have been cleared since preparation of said Reports. Two Writs of Possession are expected in the next couple of days and several Demand Notices shall be issued.

The Reports of the Accounts Receivable, month ended January 31, 2002, Gosling Meadows and Wamesit Place Housing Developments, were accepted as written and presented in a motion by Commissioner Freedman, seconded by Commissioner Pappas, and all voted in favor.

Mr. Connors elaborated on Memorandum to the Commissioners concerning a telephone call from Barbara Shea stating they were having a difficult time marketing the Adult Care Program (Respite Care/Alzheimer's Program) due to the sign in front of their shared building "Parrott Avenue Center for Seniors." The HSA Board and Barbara Shea, Shaune Shields, and Judith Bunnell met with Rebecca Gould of the Gould Agency; many names were kicked around and the name that seemed to be best: Parrott Avenue Place.

Mr. Connors noted that he did not see any problem with changing the sign to "Parrott Avenue Place." The Commissioners agreed unanimously that the name change would not present a problem and authorized Mr. Connors to convey the same.

There being no further business proper to come before the Board of Commissioners, a motion was made and duly seconded to adjourn the Meeting at 5:25 P.M.

Respectfully submitted,

Timothy J. Connors
Secretary

rls
Accepted by: Saverio M. Giambalvo

Chairman