MINUTES REGULAR MEETING OCTOBER 16, 2013

The Regular Meeting of the Gloucester Township Housing Authority was held on October 16, 2 1!, at the "o##unity "enter located at Gloucester Township $enior "a#pus %, Gloucester Township, &ew 'ersey( Opening state#ents were #ade by )oard "hair "arla#ere( The #eeting was called to order by )oard "hair "arla#ere at 6* ! p(#( A roll call for attendance was ta+en* "OMM%$$%O&,R -O&TA&,. "OMM%$$%O&,R MATTH,2$ "OMM%$$%O&,R OR&,R 4%", "HA%R 3%""O5O "OMM%$$%O&,R 2A$H%&GTO& )OAR1 "HA%R "AR5AM,R, ,/"0$,1 3R,$,&T 3R,$,&T 3R,$,&T 6arri7ed 8 6*16p#9 3R,$,&T 3R,$,&T

Also in attendance were* 1ebbie "alabrese: Operations Manager, 1an Hutchison:"ouncil 5iaison A#y $hot#eyer:Attorney and 5ou Riccio:,;ecuti7e 1irector( PLEDGE OF ALLEGIANCE

MOTION TO APPROVE MINUTES: "o##issioner 2ashington #ade a #otion to appro7e the #inutes of the Regular Meeting of the )oard held on $epte#ber 1<, 2 1!( "o##issioner Orner seconded the #otion( The #inutes were appro7ed in a unani#ous roll call 7ote( "o##issioner Matthews #ade a #otion to appro7e the #inutes of the ,;ecuti7e $ession of the )oard held on $epte#ber 1<, 2 1!( "o##issioner 2ashington seconded the #otion( The #inutes were appro7ed in a unani#ous roll call 7ote( RESOLUTION S

13-18-09-1 Pay !"# $% I"&$'(!) "o##issioner 2ashington #ade a #otion to appro7e the bill list( "o##issioner Matthews seconded the #otion( The Resolution was appro7ed in a unani#ous roll call 7ote( E*ECUTIVE DIRECTOR+S REPORT ,;ecuti7e 1irector Riccio stated that the par+ing lot lights will be repaired and the Township is going to assist us with their cherry pic+er( He stated he will contact 5enny at the 1epart#ent of 3ublic 2or+s and will get it done as soon as possible( Mr( Riccio also than+ed )utch and Tony for their assistance( ,;ecuti7e 1irector Riccio stated we had a water #ain brea+ in the outdoor storage roo#( He stated while being repaired, there was a shut:off for a couple of hours on $epte#ber !
th

,;ecuti7e 1irector Riccio stated he noticed one of the e#ployees has a significant a#ount of 7acation ti#e( He stated the policy of the )oard was changed during the course of the year to #a+e an annual accu#ulation of sic+ and 7acation ti#e, and it would be al#ost i#possible for her to use all of her sic+ and 7acation ti#e( He suggested she ta+e the ti#e off during the "hrist#as Holidays, the wee+ between "hrist#as and &ew =ear>s to #a+e up for the ti#e she has accu#ulated( ,;ecuti7e 1irector Riccio infor#ed the )oard they ha7e sub#itted the "1)G Application for fifty:thousand dollars( He stated that #oney will go towards* fi;ing the +itchen, putting a fence around the solar panels, to put a ca#era and lights on the solar panels, fi;ing the solar panels and for a host of other little things around the pre#ises( ,;ecuti7e 1irector Riccio stated he had a #eeting to discuss the condition of the solar panels and it is not good( He stated we should be generating anywhere between 1<:2?+w a #onth 6and what that #eans by generating the +w>s is you get $R,">s9( He stated he belie7es each thousand +w gi7es you an $R,", so we should be generating anywhere between 1<:2 a #onth( He stated they are not paying a lot, only one:hundred:thirty:fi7e

dollars apiece, but it>s so#ething( Mr( Riccio stated they found out they are actually only generating between 6 :1, +w a #onth( He stated they are not sure whether it>s due to

the brea+ in the syste#, 6if one goes off they all go off9, so they are chec+ing that( He stated they ha7e a proposal fro# a gentle#an for forty:si;:hundred dollars to co#e in and redo the entire syste#, fi; the syste#, get it operational, reset the #eters, instruct us how to read the #eters, change the GAT$ syste#( He stated we would actually ter#inate our current GAT$ contract and start a new GAT$ contract with a different account nu#ber( Mr( Riccio stated he reco##ends we go forward with this forty:si;:hundred dollar e;penditure( He stated this is so#ething we really ha7e to do and he wants the )oard to understand when they see the bill co#ing in ne;t #onth, this is what it>s for( He stated it is an urgent #atter to get this up and running so we can start selling so#e of these $R,"s again( ,;ecuti7e 1irector Riccio stated in the budget for this year it loo+s li+e we are running about a si;ty:thousand dollar deficit( He stated al#ost half of that is due to the lac+ of $R,"s( He stated it was esti#ated in the budget, we would generate thirty:one:thousand dollars re7enue fro# solar panels( He stated he doesn>t +now where that nu#ber ca#e fro#, but that is not going to happen as we are not going to generate anything this year( He stated e7en if we settle the lawsuit, the #oney isn>t for this year>s budget, it>s for the last four years( Mr( Riccio stated that is the biggest ite# on our list right now, along with our finances, getting this solar panel operational( He stated we can start generating what could be as #uch a two:thousand dollars a #onth, of which we get ? @, so it could be an e;tra twel7e to fifteen: thousand dollars a year( ,;ecuti7e 1irector Riccio stated we ha7e been perfor#ing the Rent $tabiliAation Ad#inistrati7e wor+ for the last couple of years( He stated 1ebbie has been doing this wor+ and they ha7e not sub#itted an in7oice to the Township for the last couple of years( He stated they are going to sub#it an in7oice for any a#ount that is due and owed to us, probably close to four:thousand dollars( Mr( Riccio suggested to the )oard that they

co#pensate 1ebbie for the ti#e she has put in after hours, to the tune of about three: thousand dollars for the last two:years> worth of wor+( He stated if the )oard is o+ay with that, it will be on the bill list ne;t #onth( ,;ecuti7e 1irector Riccio stated residents ha7e been co#plaining about people par+ing in the par+ing lot( There are abandoned cars and cars that do not belong to our residents( The par+ing policy states the car has to be registered in the resident>s na#e, and insured in the residents na#e in order to use the par+ing lot( Mr( Riccio stated we now ha7e an agree#ent with $tacy>s Towing( He stated it was a hard fought process as it is hard to get an agree#ent with a towing co#pany unless they>re paid up front( Mr( Riccio stated $tacy>s Towing has agreed to re#o7e unauthoriAed 7ehicles fro# our lot in accordance with $tate 5aw( %t will then be the car owner>s responsibility to pay for the towing cost and storage fees etcB "o##issioner Orner Cuestioned if we ha7e proper signage to which Ms( "alabrese and "o##issioner Matthews replied yes( ,;ecuti7e 1irector Riccio stated there is a lot going on( He has gone through about D @ of the files that were in the ,;ecuti7e 1irectors office( He stated he has unco7ered so#e good docu#ents to go forward in the future( He stated he is preparing a 3ersonnel 3olicy for the Housing Authority that is in accordance with $tate 5aw, and in accordance with a couple of other things li+e the 'oint %nsurance -und( He stated the 'oint %nsurance -und has so#e specific reCuire#ents in order to #a+e us eligible for their e#ployee liability insurance co7erage with a #inor deduction( He stated in addition, our deductions for our current policy are fi7e:thousand dollars, which are e;tre#ely high( Mr( Riccio stated if the )oard appro7es a Resolution tonight to hire Mr( ,nglish as our Ris+ Manager, he will instruct hi# to contact the 'oint %nsurance -und( He stated their policies all ha7e a one:thousand dollar deductible which is considerably lower and he belie7es we can sa7e a lot of #oney going into the 'oint %nsurance -und(

,;ecuti7e 1irector Riccio stated the ne;t #eeting of the )oard is scheduled for &o7e#ber 2
th

( He stated the 2

th

is right in the #iddle of the 5eague of Municipalities, it>s also right in

the #iddle of the &' &AHRO Annual "onference and Mr( Riccio runs the &' &AHRO Annual "onference( He stated he would not be a7ailable, nor would Mr( $nyder( He stated what he would li+e to do is #o7e the #eeting date up a wee+ to &o7e#ber 1! th( He stated all we ha7e to do is send notice to the press, and to the "ler+>s office, which has to be posted at the "ler+>s Office( )oard "hair "arla#ere added and our website( ,;ecuti7e 1irector Riccio infor#ed the )oard they ha7e a than+:you note fro# MaryAnn because they sent her so#e flowers( ,;ecuti7e 1irector Riccio stated that>s about it( He stated things are #o7ing Cuic+ly and after the )oard adopts the Resolution tonight, he hopes to ha7e so#eone in here, if not this wee+, then Monday to wor+ with the# 6Ms( "alabrese, Mr( $nyder and hi#self9, to get together all the financial infor#ation they need and that #eans putting together the 2 1E )udget as it has to be appro7ed in &o7e#ber( ATTORNE,+S REPORT Ms( $hot#eyer stated she doesn>t ha7e anything for the open session( $he does ha7e one ite# for the ,;ecuti7e $ession( $he stated they will be discussing so#e pending litigation( NE- BUSINESS &one( RESOLUTIONS 13-16-10-2 a R!)$./#'$" a001$&'"2 a ($"#1a(# %$1 a R')3 Ma"a2!14 "o##issioner Matthews #ade a #otion to appro7e Resolution 1!:16:1 :2( 4ice:"hair 3iccolo seconded the #otion( The Resolution was appro7ed in a unani#ous roll call 7ote( ,;ecuti7e 1irector Riccio e;plained that )ob ,nglish is the gentle#an that handled the insurance for the 5i#ited 3artnership and the Housing Authority since day one( Mr( ,nglish

wor+s for the 2illis Agency( Mr( Riccio #et with Mr( ,nglish who was 7ery concerned that their policies, which are 7ery good, #ight not be as good with the 'oint %nsurance -und( Mr( Riccio e;plained to hi# that they would get a Ris+ Manager, so that if you ha7e any ris+s, proble#s, or clai#s, you don>t ha7e to handle the#( The Ris+ Manager does it all( Mr( Riccio stated he ne7er thought he needed a Ris+ Manager as he has been in this business for thirty:se7en:years, but he hired a Ris+ Manager about three:years ago and stated it was the best thing he e7er did( He stated they had a couple of s#all clai#s and it is a nuisance ha7ing to fill out all the paperwor+, ha7ing to #a+e the contacts and the calls, ha7ing to follow:upBwhereas now the Ris+ Manager doesn>t cost you any #oney( The Ris+ Manager gets a percentage of the fee( -or instance if the assess#ent is for twenty:thousand dollars, they get ?@ of that assess#ent( Mr( ,nglish said that he couldn>t do it for less than fi7e: thousand:se7en:hundred:fifty dollars( Mr( Riccio stated it>s 6@ of the fee and he belie7es the fee would be lower than thirty:thousand dollars( 2hat Mr( ,nglish is suggesting is that his fee would be F/G, whate7er that 6@ is, plus whate7er the difference is, up to the fifty:se7en: fifty( Mr( Riccio stated he thin+s it>s probably going to be a difference of about one:thousand dollars( Mr( Riccio stated the Housing Authority would ha7e to pay one:thousand dollars #ore for the Ris+ Manager, but he thin+s he is worth it( He stated Mr( ,nglish has the e;perience with the organiAation to be able to guide us( "o##issioner 2ashington as+ed if it is a ter# assign#ent( Mr( Riccio replied that is it a one:year ter#( =ou ha7e to go out for proposals e7ery year( )oard "hair

"arla#ere as+ed when that would co##ence( Mr( Riccio replied it will start i##ediately and it will end 1ece#ber !1st of ne;t year( %t>s a little longer than a year this year only because our insurance beco#es due in 'anuary( Mr( Riccio stated he has already contacted the '%and sent the# the infor#ation, but now he wants to step bac+ and let hi# contact the '%because there is other loss infor#ation that he needs to pro7ide the#( Mr( Riccio stated he got notice today fro# 3raetorian that they are ter#inating our insurance as of 1ece#ber !1 st, because they are no longer co7ering Housing Authorities(

)oard "hair "arla#ere as+ed if Mr( ,nglish would go out and assess the different policies for us( Mr( Riccio replied yes, he will go out and tal+ to his people, his clients, his other insurance carriers, he will then tal+ to the '%-, he will then do an R-3 that will co#e due in 1ece#ber and we>ll open the# up and see who has the best price with the lowest deductible( 13-16-10-3 A001$&'"2 a" a !"5 !"# $" E6!(/#!(7 ($"#1a(# "o##issioner 2ashington #ade a #otion to appro7e Resolution 1!:16:1 :! appro7ing an a#end#ent to the ,;ecutech contract with the first a#end#ent to agree#ent between Gloucester Township Housing Authority and ,;ecutech( "o##issioner Matthews seconded the #otion( The Resolution was appro7ed in a unani#ous roll call 7ote( ,;ecuti7e 1irector Riccio stated we solicited proposals and Cuotes for a fee accountant( &o response( Mr( Riccio stated 2illia# Hatchen is a "3A who wor+s with about a doAen other Housing Authorities in this $tate, he does ta;:credit proIects, he has wor+ed for )ill $nyder for twenty:fi7e years( -irst $terling is ada#ant about getting a "3A, and that is the pri#ary reason for changing the inter:local agree#ent with the #unicipality( Mr( Riccio stated it has nothing to do with their wor+, it has to do with -irst $terling wanting a "3A and the Township doesn>t ha7e a "3A( Mr( Riccio stated we +now we can use )ill( He stated )ill was in Madison yesterday doing so#eone>s boo+s and he li7es in Absecon, so he literally can be here in forty #inutes( He stated we are hoping to get hi# if not by the end of this wee+, then by the beginning of ne;t wee+( He stated he will be here for at least two or three days initially and then he>ll be here at least two:days a #onth( Mr( Riccio stated what he will pro7ide us with is anything you can i#agine( He stated we will actually get budgets to actual e7ery #onth( 2e>ll actually get the #onthly operating reports that HM-A has forgotten about, but we are supposed to get e7ery #onth( -irst $terling will get their Cuarterly reports so that e7erything will be done according to the regulations( Mr( Riccio stated in addition he will ha7e the budget co#plete before the &o7e#ber )oard Meeting( The budget has to be

adopted in &o7e#ber for the 5(3( and sub#itted to HM-A and he>ll also ha7e the Housing Authority budget done( Mr( Riccio said that budget should ha7e been adopted tonight, but we didn>t ha7e one in place( $o we>ll introduce it in &o7e#ber, sub#it it to the $tate, and then in 'anuary probably adopt it( Mr( Riccio stated he really belie7es this is the way to go and it>s only for one year( He stated we will solicit Cuotes again ne;t year and go fro# there( 4ice:"hair 3iccolo stated he would spea+ in fa7or of the Resolution as the cost is on the sa#e #agnitude as the )oard agreed to with the shared ser7ices agree#ent( He stated it>s head and shoulders abo7e in ter#s of co#petency to do the wor+, and it still acco#plishes what we tried to acco#plish in adopting the shared ser7ices agree#ent in the first place( He stated it gets our accounting costs in line, and is significantly less than we were paying before( COMMITTEE REPORTS &one(

PUBLIC COMMENT &one(

RESOLUTION 13-16-10-8 T$ E"#!1 E6!(/#'&! S!))'$" "o##issioner Matthews #ade a #otion to enter ,;ecuti7e $ession for purposes of discussing pending litigation( "o##issioner 2ashington seconded the #otion( The roll call was unani#ous and ,;ecuti7e $ession was entered at 6*2Jp#( ,;ecuti7e $ession was adIourned at 6*!<p#(

C9AIRPERSONS REPORT

<

)oard "hair "arla#ere stated that she had nothing to report, but co#pli#ented the residents on the roo# dKcor and than+ed e7eryone for co#ing out( MOTION TO AD:OURN )eing as there was no further business of the )oard, "o##issioner 2ashington #ade a #otion to adIourn( "o##issioner Orner seconded the #otion( The #otion passed by unani#ous 7oice 7ote and the #eeting adIourned at 6*!Dp#(

R,$3,"T-055= $0)M%TT,1,

LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL 1ebra A( "alabrese:Operations Manager Gloucester Township Housing Authority

1ated* October 21, 2 1!