Housing Authority of the City of Perth Amboy 881 AMBOY AVENUE, P.O. BOX 390, PERTH AMBOY, NJ08862 TELEPHONE: (732) FAX: (732)

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1 I Housing Authority of the City of Perth Amboy 881 AMBOY AVENUE, P.O. BOX 390, PERTH AMBOY, NJ08862 TELEPHONE: (732) FAX: (732) EDNA DOROTIIY CARTY-DANIEL, Chairperson PEDRO A. PEREZ, Vice-Chairman FERNANDOA.GONZALEZ MIGUEL A. AROCHO SHIRLEY JONES REVEREND H. WAYNE BRADY DOUGLAS G DZEMA, P.H.M. Executive Director EDWARD TESTINO Counsel THE MINUTES OF THE REGULAR MONTHLY MEETING OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF PERTH AMBOY June 21, 2011 The Board of Commissioners of the Housing Authority of the City of Perth Amboy met for the Regular Monthly meeting on Tuesday, June 21, 20 II at the William A. Dunlap Homes complex, main Administrative Office building, conference room located at 881 Amboy Avenue, Perth Amboy, New Jersey The Meeting was called to order by Chairperson Carty-Daniel and statement read as to proper notification of the meeting given in accordance with the Open Public Meeting Act Law as follows: "Adequate Notice has been made as to the time, place, and date of the meeting as to the nature of business to be discussed being the general business of the Authority." Upon roll call, those present and absent were as follows: Present: Chairperson Vice-Chairperson Commissioner Commissioner Commissioner Edna Dorothy Carty-Daniel Pedro A. Perez Fernando A. Gonzalez Miguel A. Arocho Reverend H. Wayne-Brady Excused: Commissioner Shirley Jones The Chairperson declared said quorum present. On the motion of Vice-Chairman Perez, which motion was seconded by Commissioner Brady, the Board concurred to approve the Minutes of the regular monthly Board meeting of May I 0, 20 II, as presented. Upon roll call, the following vote was carried: \. On the motion of Commissioner Arocho, which motion was seconded by Commissioner Gonzalez, the Board concurred to approve the Minutes of the Annual Re-Organization Meeting of May 26, 20 II, as presented. Upon roll call, the following vote was carried:

2 PUBLIC DISCUSSION OF AGENDA TOPICS <No comment from the public.> The following resolution was introduced by Commissioner Arocho, read in full and considered: RESOLUTION# TO ADOPT THE AUTHORITY'S BUDGET FOR FISCAL YEAR ENDING MARCH 31, 2012 WHEREAS, the Annual Budget and Capital Budget/Program for the Housing Authority of the City of Perth Amboy for the fiscal year being April I, 20IIand ending March 31, 2012 has been presented for adoption before the Members of the Housing Authority of the City of Perth Amboy at its open public meeting ofjune 21, 2011; and WHEREAS, the Annual Budget and Capital Budget as presented for adoption reflects each item of revenue and appropriation in the same amount and title as set forth in the introduced and approved budget, including all amendments thereto, if any, which have been approved by the Director of the Division of Local Government Services; and WHEREAS, the Annual Budget as presented for adoption reflects Total Revenues of $14,232,440, Total Appropriations of $844,909 and Total Fund Balance planned to be utilized of $0; and NOW, THEREFORE BE IT RESOLVED, by the Members of Authority, at an open public meeting held on June 21, 20IIthat the Annual Budget and Capital Budget/Program of the Housing Authority for the fiscal year beginning A-pril I, 2011 and, ending March 31, 2012 is hereby adopted and shall constitute appropriations for the purposes stated; id BE IT FURTHER RESOLVED, that the Annual Budget and Capital Budget/Program as presented for adopted reflects each item of revenue and appropriation in the same amount and title as set forth in the introduced and approved budget, including all amendments thereto, if any, which have been approved by the Director of the Division of the Local Government Services. Vice-Chairman Perez moved that the foregoing resolution be adopted as presented, which motion was seconded by Chairperson Carty-Daniel. Upon roll call, the following vote was carried: The following resolution was introduced by Vice-Chairman Perez, read in full and considered: RESOLUTION# TO RATIFY HIRING A HOMEOWNERSHIP PROGRAM MANAGER WHEREAS, this is to advise you that the Authority has hired Ms. Martha Herrera for the position of omeownership Program Manager at a salary of$35,000; and 2

3 WHEREAS, Ms. Herrera began employment on May 31, 20 II. Ms. Herrera came to the Authority from the Puerto Rican Action Board in New Brunswick where she was a Housing Counselor since 2004; and WHEREAS, Ms. Herrera will receive an increase of$2,000 after six months successful employment at the end of her probation period; and WHEREAS, Ms. Herrera's position is funded through a housing counseling grant the Authority received from HUD as a result of becoming a HUD certified housing counseling agency. She will conduct pre-purchase counseling and education, but will primarily focus on foreclosure prevention and resolution as that has become a prevalent need in our community; Perth Amboy ratifies the hiring of Ms. Martha Herrera for the position ofhomeownership Program Manager at a salary of $35,000, as presented. Commissioner Arocho moved that the foregoing resolution be adopted as presented, which motion was seconded by Commissioner Gonzalez. Upon roll call, the following vote was carried: The following resolution was introduced by Vice-Chairman Perez, read in full and considered: RESOLUTION# TO RATIFY THE HIRING OF A PUBLIC HOUSING FAMILY SELF-SUFFICIENCY (FSS) CASE MANAGER. WHEREAS, this is to advise you that the Authority has hired Ms. Delilah Gonzalez for the position of Public Housing Family Self-Sufficiency (FSS) Case Manager at a salary of $36,000 pending successful completion of her preemployment physical on June 30, 2011; and WHEREAS, she will begin employment on July II, 2011; and WHEREAS, Ms. Gonzalez comes to the Authority from Lutheran Social Service where she has been a Preventative Case Manager since 2007; and WHEREAS, Ms. Gonzalez will receive an increase of $1,000 after six months successful employment at the end of her probation period; and WHEREAS, the position of Public Housing FSS Case Manager is a new position as the Authority was recently awarded a grant from HUD for this program. The Authority currently has 17 families enrolled in the program and hopes to achieve a significant increase with the addition of a staff person to concentrate on the public housing families; Perth Amboy ratifies the hiring of Ms. Delilah Gonzalez for the position of a public housing family self-sufficiency (FSS) case manager at a salary of$36,000 pending successful completion of her pre-employment physical, as presented. Commissioner Gonzalez moved that the foregoing resolution be adopted as presented, which motion was seconded by Commissioner Arocho. Upon roll call, the following vote was carried: 3

4 The following resolution was introduced by Vice-Chairman Perez, read in full and considered: RESOLUTION# TO APPROVE A CONTRACTTOPROVIDEANACTUARIAL VALUATION OF THE AUTHORITY'S OTHER POST EMPLOYMENT BENEFITS "OPEB" COSTS. WHEREAS, the Governmental Accounting Standards Board issued statement No 45 (GASB 45)-Accounting and Financial Reporting by Employers for Post-Employment Benefits other than Pensions; and WHEREAS, the statement requires agencies like the Housing Authority to determine the cost of the OPEB liability and to expense the cost over a reasonable and to expense the cost over a reasonable time period; and WHEREAS, the Housing Authority of the City of Perth Amboy "HACPA" has solicited quotes to prepare the valuation ofpha's OPEB liability; and WHEREAS, the following firms have submitted a quote to perform the valuation: And I) Aquarius Capital- Port Chester, NY- $4,000 2) Primoris Benefit Advisors, Inc.- Colchester, CT- $4,850 3) William Katchen- Cliffside, NJ- $4, ISO WHEREAS, the firm of Aquarius Capital has the expertise and experience to perform the valuation needed by thehacpa; NOW, THEREFORE BE IT RESOLVED, by the Commissioners of the Housing Authority of the City of Perth Amboy the following: I) Approval of the firm, Aquarius Capital, to perform a GASB 45 Valuation of the HACPA's OPEB liability as of March 31, ) Authorization for the Executive Director to execute the necessary documents to effectuate this action. Commissioner Gonzalez moved that the foregoing resolution be adopted as presented, which motion was seconded by Commissioner Arocho. Upon roll call, the following vote was carried: 4

5 The following resolution was introduced by Commissioner Gonzalez, read in full and considered: RESOLUTION# TO APPROVE THE AWARD OF CONTRACT FOR AUTOMATIC DOOR OPERATOR MAINTENANCE AND REPAIR SERVICES. WHEREAS, proposals for an annual service contract for maintenance and repair of the automatic door operators for the entrance doors and community room doors at Stack Apartments and Hansen Apartments were solicited through public advertisement; and WHEREAS, two proposals were submitted on May 5, These proposals were not opened on that date, and the solicitation was readvertised with proposals to be opened on May 24, No further proposals were submitted, and the proposals were opened on May 24. The proposals were as follows: COMPANY PROPOSED PRICE PROPOSED HOURLY LABOR RATES Annual Maintenance Repair Technician Standard Hours Repair Technician Overtime Hours Automatic Door Systems, LLC North Arlington, New Jersey Hoboken Lock & Supply Co., Inc. Hoboken, New Jersey $ $74.50 $lll.75 $ $90.00 $ WHEREAS, the work will include annual maintenance consisting of inspection, adjustment, and lubrication of the doors and replacement of switch batteries, and repairs as needed. Maintenance will be paid at the specified fixed price; and WHEREAS, it is recommended that a contract be awarded to the contractor proposing the lower price and labor rates, Automatic Door Systems, LLC. References for this contractor gave positive reports; Perth Amboy approves the award of contract to Automatic Door Systems, LLC of North Arlington, New Jersey for maintenance and repair of the automatic door operators for the entrance doors and community room doors at Stack Apartments and Hansen Apartments, as presented. Commissioner Arocho moved that the foregoing resolution be adopted as presented, which motion was seconded by Vice-Chairman Perez. Upon roll call, the following vote was carried: Edna Dorothy Carty-Daniel, Pedro A. Perez, Fernando A. Gonzalez, Miguel A. Arocho and Reverend H. Wayne 5

6 The following resolution was introduced by Commissioner Gonzalez, read in full and considered: RESOLUTION# TO AMEND CONTRACT FOR KITCHEN RENOVATIONS AT DUNLAP HOMES WHEREAS, a contract for the architectural and engineering services needed for the construction management of Phase 2 of the kitchen and electrical improvements in Dunlap Homes was awarded to the Parallel Architecture Group in October, The contract with Parallel did not include any design work, as the designs had already been completed by the Architect for Phase I; and WHEREAS, the Architect for the project design and construction management for the first phase, Brett Linker, was requested to provide a proposal to make some modifications to the project plans and specifications to account for a number of field conditions that were discovered and clarify other issues that arose during the construction of the Phase I project. The changes requested should help to eliminate confusion and avoid conflicts with the bidders and contractor for Phase 2; and WHEREAS, Mr. Linker has proposed to provide the requested services for a fee of $ This proposal is reasonable, and it is recommended that the contract with Brett Linker Architecture be amended to include the additional services; Perth Amboy approves the contract amendment to Brett Linker Architecture to include the additional services for the kitchen renovations at Dunlap Homes, as presented. Commissioner Arocho moved that the foregoing resolution be adopted as presented, which motion was seconded by Chairperson Carty-Daniel. Upon roll call, the following vote was carried: Edna Dorothy Carty-Daniel, Pedro A. Perez, Fernando A. Gonzalez, Miguel A. Arocho and Reverend H. Wayne The following resolution was introduced by Commissioner Gonzalez, read in full and considered: RESOLUTION# TO APPROVE AN EXTENSION OF THE INTERLOCAL SERVICE AGREEMENT WITH LAKEWOOD HOUSING AUTHORITY FOR INTERIM MANAGEMENT SERVICES. WHEREAS, the Lakewood Housing Authority "LHA" is seeking to extend the services of an agency that is experienced in providing management service on a short-term basis; and WHEREAS, the Housing Authority of the City of Perth Amboy "HACPA" has been providing such management services to various agencies throughout the State of New Jersey; and WHEREAS, the HACPA has the personnel that will be able to provide services under an Inter-Local Agreement "the Agreement" with the LHA; and WHEREAS, the Executive Director of the HACPA is very familiar with the LHA and finds it would provide an economic benefit for the HACPA to enter into this arrangement; 6

7 NOW, THEREFORE BE IT RESOLVED, by the Board of Commissioners of the Housing Authority of the City of Perth Amboy the following: I) Authorization for the Chairperson and the Executive Director to negotiate an extension of the Inter-Local Agreement with the Lakewood Housing Authority to provide management services on a part-time basis. 2) If negotiation results in an agreement, the Executive Director and Chairperson are authorized to enter... into an Inter-Local Agreement on behalf of the Housing Authority of the City of Perth Amboy. Commissioner Arocho moved that the foregoing resolution be adopted as presented, which motion was seconded by Vice-Chairman Perez. Upon roll call, the following vote was carried: Edna Dorothy Carty-Daniel, Pedro A. Perez, Fernando A. Gonzalez, Miguel A. Arocho and Reverend H. Wayne The following resolution was introduced by Commissioner Arocho, read in full and considered: RESOLUTION# TO APPROVE A PROGRAM MANAGER WHEREAS, statements of qualifications for the consultant planning and program management services needed for the redevelopment of Delaney Homes solicited through public advertisement; and WHEREAS, the services will include development of a master plan for the highest and best use in the redevelopment of the site, assisting the Authority in obtaining approval for the site development plan from the various "'lunicipal County and State agencies having jurisdiction over the development, and acting as the Authority's velopment manager for the implementation of one or more phases of the development; and WHEREAS, four submittals were received, and these were evaluated using the criteria listed in the Request for Qualifications: - Evaluation Score: Name of Firm: Criterion #I #2 #3 #4 Total Score Architects Unlimited Naples, Florida Kitchen & Associates Architectural Serv Collingswood, New Jersey Clarke Caton Hintz Architecture Planning I 89 Trenton, New Jersey Consulting and Municipal Engineers (CME) Howell, New Jersey The ratings criteria were as follows: I. Evidence of firm's ability to perform services, as indicated by the firm's and staff's professional and technical credentials, experience and references, and the proposed project team. Maximum Score: 25 points. 2. Expertise and experience specific to master planning and program managing of complex mixed-finance public housing and LIHTC developments. Maximum Score: 50 points. 3. The approach and methods which the firm proposes to use to accomplish the work within the timeframes indicated in the Request for Qualifications. Maximum Score: 20 points. 7

8 4. Evidence that the firm is a minority owned enterprise, or will sub-contract to minority-owned businesses. Maximum Score: 5 points. WHEREAS, the highest ranked firm is Architects Unlimited. This firm has previously worked successfully with the Authority on our developments of Otlowski Gardens, Dzema and Sofield Gardens and The Parkview; and WHEREAS, as outlined in the RFQ, the Housing Authority will request a fee proposal from the highest ranking firm and negotiate the price. Should the Authority fail to reach an agreement with the highest ranking firm, it will terminate negotiations with that firm and initiate negotiations with the next highest scoring firm and so on until reasonable terms have been successfully negotiated; Perth Amboy approves an award of contract to Architects Unlimited of Naples, Florida for the consultant planning and program management services needed for the redevelopment of Delaney Homes, as presented. Commissioner Gonzalez moved that the foregoing resolution be adopted as presented, which motion was seconded by Commissioner Upon roll call, the following vote was carried: Edna Dorothy Carty-Daniel, Fernando A. Gonzalez, Miguel A. Arocho and Reverend H. Wayne Pedro A. Perez On the motion of Commissioner Arocho, which motion was seconded by Commissioner Gonzalez, the Board concurred to approve the June Bill List, as presented. Upon roll call, the following vote was carried: Discussion took place in reference to the status of The Parkview. Discussion took place in reference to the status of Delaney Homes Redevelopment project. Discussion took place in reference to PARTNER. <No comment from the public.> PUBLIC SESSION DIRECTOR'S REPORT The Executive Director informed the Board of the following: HAPA website in the works. Capital improvements update. 8

9 On the motion of Vice-Chairman Perez, which motion was seconded by Commissioner Brady, the meeting was adjourned. Respectfully submitted by: Douglas. Dzema, PHM Executive Director and Secretary - 9