Housing Authority of Bergen County One Bergen County Plaza David F. Roche Apartments 2 Aladdin Avenue, Dumont NJ 5:30 p.m. Meeting Agenda Regular Meeting of APRIL 26, 2018 1. Open Public Meetings Act Statement 2. Pledge of Allegiance 3. Roll Call 4. Minutes of the Regular Meeting of March 22, 2018 5. Executive Director s Report 6. Attorney s Report 7. Public Comment Period 8. Consent Agenda 9. Adjournment - 1 -
CONSENT AGENDA A. Resolution 2018-31 Resolution approving the routine expenditures for the HABC for the period of 3/12/18 through 4/13/18 B. Resolution 2018-32 Resolution approving the routine expenditures for the HDC for the period of 3/12/18 through 4/13/18. C. Resolution 2018-33 Resolution authorizing Change Order #1 to the Quality Control Contract with Nan McKay and Associates D. Resolution 2018-34 Resolution renewing a 2-year intra-local agreement extension for hearing officer services E. Resolution 2018-35 Resolution authorizing contract for garbage removal services at Emerson Veteran Housing F. Resolution 2018-36 Resolution renewing Executive Director Contract for a period of one year - 2 -
Housing Development Corporation of Bergen County One Bergen County Plaza, Fl.2 Hackensack, New Jersey 07601 Minutes of the Meeting of March 22, 2018 THESE MINUTES ARE NOT VERBATIM BUT ARE INSTEAD A SYNOPSIS OF WHAT TRANSPIRED AT THE REGULAR MEETING OF MARCH 22, 2018. PRESENT: Trustee Al Restaino, President Trustee Mike Apicella Trustee Trustee Lynn Bartlett, Executive Director Kevin McCann, Director of Finance John Biale, Director of Development Vincent Bufis, Director of Field Operations Esther Gatria, Human Resources Manager Terrence Corriston Esq., General Counsel ABSENT: Trustee English-Rollieson Trustee Diane Scriveri Trustee Joseph Rutch CALL TO ORDER President Restaino opened the meeting at 5:18pm and read the following statement: Consistent with the Byron M. Baer Open Public meetings Act: P.L. 1975c231, all meeting of public bodies shall be open to the public at all times. Notice of the regular meeting was provided to The Record and the Jersey Journal on December 15, 2016 and was provided to the County Clerk for posting at the County Administration Building, at which time the date, time and place were set forth. The minutes of the regular meeting will be available following the next regularly scheduled meeting. PLEDGE OF ALLEGIANCE President Restaino lead the Board in the Pledge of Allegiance. ROLL CALL President Restaino asked for Roll Call. Trustees Restaino, Apicella, Ortega and Weinstein present and Trustees English-Rollieson, Scriveri and Rutch were absent.
APPROVAL OF MINUTES President Restaino asked for a motion to accept the minutes of the January 25, 2018 meeting. Trustee Apicella moved that the minutes be approved. Trustee Weinstein seconded the motion. VOTE: AYES All Present Trustees (4) ABSENT Trustees English-Rollieson, Scriveri and Rutch (3) EXECUTIVE DIRECTORS REPORT PROPERTY MANAGEMENT Director Bartlett that there were no issues relative to the recent snow event and that all snow removal and clearance operations were routine. NEW DEVELOPMENT Oakland Ms. Bartlett reported that development team staff, with the exception of John Biale because of conflict of interest, met with representatives of K. Hovnanian Homes to discuss the Borough s obligation to build 40 affordable units. The for-profit developer has approvals to build 151 For Sale Townhomes and has proposed an inclusionary zone on the property for construction of 40 rental units. HDC will research possible funding resources and respond back to the developer if affordable development on the proposed site is feasible. Fort Lee Ms. Bartlett and HDC Tax Credit Consultant Martin Bershtein met with Borough Officials to brain storm funding options, at present the plan is to apply for a non-competitive 4% tax credit award for the project. OTHER BUSINESS Ms. Bartlett informed the Board that Executive Staff would explore work with wealth management firms to ensure that HDC s assets and investments are securing the highest rates of return and identify better ways to invest to better position HDC to meet mission. She stated that she would keep the Board informed as meetings and discussions take place. ATTORNEY REPORT Mr. Corriston reported that a final contract was negotiated for the purchase of 153 Hackensack Street, East Rutherford. He reminded the Board that the Authority and HDC presently own all the parcels surrounding this one. Additionally, the HDC is also proceeding toward contract to purchase the sister condominium on Franklin Place in Hackensack. He reminded the Board that the HDC flipped the first unit to an affordable buyer a few years back and is now purchasing the sister condo in the duplex to reinstitute the affordability controls on the unit. President Restaino asked if Board action was needed for either purchase, Mr. Corriston
explained that the Board had given prior authorization for the purchase of the Hackensack unit but would need to authorize the East Rutherford parcel given that the prior Board approval was to purchase the site with grant and municipal funding in addition to HDC. The present Board approval would be to approve the purchase for the same amount of money ($425,000) with HDC and municipal contributions since the grant award has expired. Trustee Weinstein made a motion to approve the purchase of 153 Hackensack Street, East Rutherford for the purchase price of $425,000, $285,000 HDC funds and $140,000 Municipal funds. The motion was seconded by Trustee Apicella and unanimously approved. CONSENT AGENDA A motion was made by Trustee Apicella to approve the consent agenda and seconded by Trustee Ortega. The motion carried unanimously. VOTE: AYES All Present Trustees (4) ABSENT Trustees English-Rollieson, Scriveri and Rutch (3) A. Resolution 2018-04 Resolution authorizing the HDC accounts payable for the period of January 12, 2018 through March 12, 2018 B. Resolution 2018-05 Resolution authorizing three firms to be placed on a qualified list of Tax Credit Consultants C. Resolution 2018-06 Resolution authorizing the execution of a contract with Costa Engineering Corporation for Change Order #1 to provide additional civil engineering services for the Upper Saddle River affordable housing development Seeing no other business Mr. Restaino then requested a motion to adjourn. The motion was made by Trustee Apicella and seconded by Trustee Weinstein which was unanimously approved and the meeting adjourned at 5:29pm. Meeting Minutes Prepared by: Lynn Bartlett
RESOLUTION 2018-31 RESOLUTION BY THE COMMISSIONERS OF THE HOUSING AUTHORITY OF BERGEN COUNTY APPROVING THE ACCOUNTS PAYABLE FOR THE PERIOD OF MARCH 12, 2018 THROUGH APRIL 13, 2018. WHEREAS, the attached listing of Accounts Payable for the period of March 12, 2018 through April 13, 2018 was reviewed and found acceptable. NOW, THEREFORE, BE IT RESOLVED, the Commissioners of the Housing Authority of Bergen County do hereby approve payment of all checks identified on the attached listing for the period of March 12, 2018 through April 13, 2018 in the amount of Four Hundred Ninety-Four Thousand, Nine Hundred Eighty-Four Dollars and Sixty-Two Cents ($494,984.62). Resolution adopted as read on motion by Commissioner seconded by Commissioner. Upon roll call the Ayes and Nays were as follows: LYNN BARTLETT, EXECUTIVE DIRECTOR/SECRETARY
RESOLUTION 2018-31 RESOLUTION BY THE COMMISSIONERS OF THE HOUSING AUTHORITY OF BERGEN COUNTY APPROVING THE ACCOUNTS PAYABLE FOR THE PERIOD OF MARCH 12, 2018 THROUGH APRIL 13, 2018 FOR THE HOUSING DEVELOPMENT CORPORATION OF BERGEN COUNTY. WHEREAS, the attached listing of Accounts Payable for the period of March 12, 2018 Through April 13, 2018 for the Housing Development Corporation of Bergen County, was reviewed and found acceptable. NOW, THEREFORE, BE IT RESOLVED, the Commissioners of the Housing Authority of Bergen County do hereby approve payment of all checks identified on the attached listing for the period of March 12, 2018 Through April 13, 2018 in the amount of Two Hundred, Eighty-One Thousand and Four Dollars and Ninety-One Cents ($281,004.91). Resolution adopted as read on motion by Commissioner seconded by Commissioner. Upon roll call the Ayes and Nays were as follows: LYNN BARTLETT, EXECUTIVE DIRECTOR/SECRETARY
RESOLUTION 2018-33 RESOLUTION BY THE COMMISSIONERS OF THE HOUSING AUTHORITY OF BERGEN COUNTY AUTHORIZING THE CHAIRMAN AND/OR EXECUTIVE DIRECTOR TO EXECUTE A CONTRACT WITH NAN MCKAY AND ASSOCIATES FOR CHANGE ORDER NO. 1 TO PROVIDE ADDITIONAL SERVICES IN CONJUNCTION WITH THE QUALITY ASSURANCE CONSULTANT CONTRACT WHEREAS, the Authority identified a need for a quality assurance assessment of the Accounting Department, and WHEREAS, Nan McKay and Associates submitted a proposal of $17,430.00 for additional services, and WHEREAS, the Authority evaluated the proposal and found it to be both justified and reasonable, and WHEREAS, Change Order No. 1 meets the requirements of N.J.A.C. 5:30-11.4,, and WHEREAS, the Authority has had a continued favorable working relationship with this firm and they are qualified and possess the experience to satisfactorily complete these projects, and WHEREAS, the Director of Finance has certified that sufficient funds are available in the budget to cover these services on a case by case and on an as needed basis which shall be encumbered from the operating budget at such time as the services are rendered, as allowed under N.J.A.C. 5:30-5 (b)-2. NOW THEREFORE, BE IT RESOLVED, that the Board of Commissioners, or its designee, is hereby authorized to conclude, execute and deliver on behalf of the Housing Authority of Bergen County a contract with Nan McKay and Associates for Change Order No. 1 to provide a quality assurance assessment of the Accounting Department. Resolution adopted as read on motion by Commissioner, seconded by Commissioner. Upon roll call the Ayes and Nays were as follows: LYNN BARTLETT, EXECUTIVE DIRECTOR
RESOLUTION 2018-34 RESOLUTION BY THE COMMISSIONERS OF THE HOUSING AUTHORITY OF BERGEN COUNTY APPROVING AN ADDITIONAL TWO YEARS UNDER THE OPTION TO RENEW A TWO-YEAR INTRA-LOCAL SERVICES AGREEMENT EXTENSION WITH CLIFFSIDE PARK HOUSING AUTHORITY, 500 GORGE ROAD, CLIFFSIDE PARK NEW JERSEY 07010 FOR MANAGEMENT CONSULTING SERVICES ON AN AS NEEDED BASIS FOR A PERIOD OF TWO YEARS BEGINNING JUNE 1, 2018 THROUGH MAY 31, 2020. WHEREAS, a certain Intra-Local Services Agreement between the Housing Authority of Bergen County and Cliffside Park Housing Authority, expires on May 31, 2018; and WHEREAS, the parties wish to extend and continue said Agreement; and WHEREAS, original Agreement contains a provision allowing the Authority, at its sole discretion, to extend the Agreement for Two (2) additional years; and WHEREAS, the Purchasing Officer confirms that the Authority has had a continued favorable working relationship with said Authority for the provision of Management Consulting Services with respect to informal hearings and fraud investigations; and WHEREAS, said Agreement be extended for Two (2) additional years commencing upon the expiration of the original term, and shall now be due to expire on May 31, 2020; and WHEREAS, the Authority agrees to compensate Cliffside Park Housing Authority at an hourly rate of Fifty Dollars ($50.00) based upon services provided by senior staff on an as needed basis, said services not to exceed Fifty Thousand Dollars ($50,000.00) in a 12-Month period for the duration of Agreement extension; and NOW THEREFORE, BE IT RESOLVED, that the Board of Commissioners, or its designee, is hereby authorized to conclude, execute and deliver on behalf of the Housing Authority of Bergen County, an Intra-Local Service Agreement with Cliffside Park Housing Authority for the provision of Management Consulting Services with respect to informal hearings and fraud investigations at the aforementioned amounts. Resolution adopted as read on motion by Commissioner seconded by Commissioner. Upon roll call the Ayes and Nays were as follows: LYNN BARTLETT, EXECUTIVE DIRECTOR/SECRETARY
RESOLUTION 2018-35 RESOLUTION BY THE COMMISSIONERS OF THE HOUSING AUTHORITY OF BERGEN COUNTY AUTHORIZING THE CHAIRMAN AND/OR EXECUTIVE DIRECTOR TO EXECUTE A CONTRACT WITH MIELE SANITATION CO. TO PROVIDE GARBAGE REMOVAL SERVICES AT EMERSON VETERAN S SUPPORTIVE HOUSING WHEREAS, the Authority identified a need for Garbage Removal Services at Emerson Veteran s Supportive Housing, and WHEREAS, Solicitation was properly advertised in The Record newspaper and The Star Ledger on January 5, 2018 and February 6, 2018 and on the Authority's website requesting sealed bids, and WHEREAS, Two (2) Firms responded to the solicitation by submitting a bid on July 6, 2017 and Gaeta Recycling Co., Inc. has been identified as the lowest responsible bidder whose bids meets all the requirements of the bid specifications, complies with the requirements of N.J.S.A. 10:5-3.1 et seq. and N.J.S.A. 17:27 et seq., and are the most advantageous to the Authority, and WHEREAS, the Authority has had a continued favorable working relationship with this contractor and they are qualified and possess the experience to satisfactorily complete these projects, and WHEREAS, it is recommended that a Contract be awarded to Gaeta Recycling Co., Inc. for a period of Five (5) Years beginning April 1, 2018 and terminating March 31, 2023, and WHEREAS, the Director of Finance has certified that sufficient funds are available in the budget to cover these services which shall be encumbered from the operating budget at such time as the services are rendered, as allowed under N.J.A.C. 5:30-5 (b)-2. NOW THEREFORE, BE IT RESOLVED, that the Board of Commissioners, or its designee, is hereby authorized to conclude, execute and deliver on behalf of the Housing Authority of Bergen County a contract with Gaeta Recycling Co., Inc. for the provision of Garbage Removal at Emerson Veteran s Supportive Housing at the amounts included in the bid which are available for public inspection. Resolution adopted as read on motion by Commissioner seconded by Commissioner. Upon roll call the Ayes and Nays were as follows: LYNN BARTLETT, EXECUTIVE DIRECTOR
RESOLUTION 2018-36 RESOLUTION BY THE COMMISSIONERS OF THE HOUSING AUTHORITY OF BERGEN COUNTY AUTHORIZING THE RENEWAL AND EXECUTION OF AN EMPLOYMENT AGREEMENT WITH LYNN BARTLETT TO SERVE AS EXECUTIVE DIRECTOR. WHEREAS, the prior employment contract with Lynn Bartlett had a one-year term effective November 1, 2016; and WHEREAS, a Committee of members from both the Housing Authority of Bergen County and the Housing Development corporation of Bergen County evaluated the performance of Ms. Bartlett; and WHEREAS, the HABC and Ms. Bartlett have agreed to renew the existing contract with the following revisions: 1) Base Salary $161,900 2) Five additional vacation days 3) Remove Two Personal Days; and WHEREAS, the Housing Authority of Bergen County wishes to make the current salary increase and contract terms retroactive to November 1, 2017; and WHEREAS, Lynn Bartlett agrees to perform all services and provisions as contained in the said Employment Agreement; and NOW, THEREFORE, BE IT RESOLVED, that the Commissioners of the Housing Authority of Bergen County do hereby authorize Legal Counsel to prepare a revised Employment Agreement for a term of one year effective November 1, 2017 reflecting the aforesaid revisions and do further authorize the Chairman to execute and enter into said revised Employment Agreement with Lynn Bartlett. Resolution adopted as read on motion by Commissioner, seconded by Commissioner. Upon roll call the Ayes and Nays were as follows: LYNN BARTLETT, EXECUTIVE DIRECTOR