MINUTES OF THE MEETING
of the
PORTLAND HOUSING AUTHORITY
April 2, 2015
The meeting of the Portland Housing Authority was held at 14 Baxter Blvd., Portland, Maine. Upon roll
call, quorum is declared. Meeting called to order by Christian MilNeil, Chairperson, at 6:10 PM,
following the public hearing.
PRESENT
Christian MilNeil, Chairperson
Shirley Peterson, Vice-Chairperson
Evan Carroll, Commissioner
Tom Valleau, Commissioner
Faith McLean, Commissioner (called in)
Mark Adelson, Executive Director, PHA
Eleanor Albert, Senior Housing Officer
Lourdes Alvarez, Administrative Support Specialist
ABSENT
Mariar Balow, Commissioner
Siyad Ahmed, Commissioner
1. Resolution to approve the minutes of the regular board meeting of February 5, 2015.
Resolution #2764
Be it resolved by the Commissioners of the Portland Housing Authority that the minutes of the regular
meeting of February 5, 2015 be and hereby are approved.
The above resolution was moved by Faith McLean, Commissioner and second by Tom Valleau,
Commissioner, and upon roll call, the ayes and nays were as follows:
AYES
NAYS
Christian MilNeil, Chairperson
Shirley Peterson, Vice-Chairperson
Evan Carroll, Commissioner
Tom Valleau, Commissioner
Faith McLean, Commissioner
None
Chairperson declared said motion carried and said resolution adopted.
2. Resolution to approve the minutes of the regular board meeting of March 5, 2015.
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Resolution #2765
Be it resolved by the Commissioners of the Portland Housing Authority that the minutes of the regular
meeting of March 5, 2015 be and hereby are approved.
The above resolution was moved by Shirley Peterson, Commissioner and second by Evan Carroll,
Commissioner, and upon roll call, the ayes and nays were as follows:
AYES
NAYS
Christian MilNeil, Chairperson
Shirley Peterson, Vice-Chairperson
Evan Carroll, Commissioner
Tom Valleau, Commissioner
Faith McLean, Commissioner
None
Chairperson declared said motion carried and said resolution adopted.
3. Director’s Report
Mark Adelson presented his report, starting with a summary of the Master Planning bids – four
architecture firms submitted proposals for master plans. Following the interview process and
recommendations presented to the Finance Committee, on the advisement of Jay Waterman and Mark
Adelson, the firm to recommend for master plan is Utile based out of Boston; Charlene Regan is their
financial person. Two other firms in Maine proposed but may be used for more specific architectural
work based on identified priorities. These local firms may also work in conjunction with the selected
Boston firm for the master planning process. Portland Design Team and CWS were the local firms
tapped. Jay Waterman is immersed with our partner AVESTA housing over details for Bayside Anchor.
Mr. Adelson continued his presentation with a report from the NAHRO conference he recently attended
in Washington DC. He met with representatives and the senator for the state of Maine, and their staffers.
It was a productive trip in light of these meetings. Senator Collins is currently the head of the
appropriations subcommittee on housing and has close relations with HUD Secretary. The forecast is for
the Authority to get flat funding at best and sequestration in 2016 is still a possibility.
Mr. Adelson, together with Mr. Waterman met with the City Planners to discuss several issues, including
code enforcement, PHA’s Master Plan Project, and the East Bayside EPA Brownfield Grant as it ties
nicely the agency’s master plans. Zoning proposals were also discussed as well as placing a request for a
staff member to assist in master planning work for PHA; the response from the city planner was very
positive. In the area of Code Enforcement, the City’s proposal is to hire three new code officers and an
office clerk, with salaries funded by the landlord registration fees ($20/unit). The City has agreed PHA
should not pay for fees with all the monitoring HUD does and PHA already pays for the salary/benefits of
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an code inspector. Mr. Adelson clarified the Authority has certified HQS inspectors but not code officers
(those require more specialized training).
Mr. Adelson attended the Hall School Building Committee Meeting. The demographics and state
requirements are delaying the process, as the School Committee has decisions to make regarding school
consolidations. The delays may benefit the PHA master plan, considering the building connection to
Sagamore Village. The Hall and Longfellow schools may consolidate before the City decides on a
renovation plan.
Chair Christian MilNeil shared details from the final meeting of the Franklin Street Public Advisory
Committee. An important detail highlighted is the plan to reconnect Oxford Street with Franklin, which
would benefit Kennedy Park as well as Franklin Towers, but the plan no longer calls for reconnecting
Lancaster Street which goes into Whole Foods Market. Traffic engineers do not want to slow down traffic
to Congress. A crosswalk at Lancaster would be good for safety concerns to those residents. Chair
MilNeil asked the board if they would agree to send a support letter from PHA to consultants and city
council for a mid-April meeting to reconsider adding crosswalk at Lancaster/Franklin. He feels it’s an
appropriate recommendation in light of the future Head Start building to go up in this corner. Marginal
Way work may not be done in 2016/2017 fiscal year from Marginal to Somerset and Lancaster Street due
to sewer pipe project. This is a $15 million dollar project for which the city would be responsible for a
large amount of the money. The plan will bring improvements beneficial to the neighborhood. The final
report will be available soon on city website.
Mr. Adelson reminds the board members of the availability of tickets for Boys/Girls Club Benefit on
April 10th. He also reminds member of the next Finance Committee meeting on April 21 and the next
Board meeting scheduled on May 7.
4. Finance Committee Report
Evan Carroll summarized the report presented at the last Finance Committee meeting. He highlights the
increased revenue in rents and administrative fees; and the expenses decreased aided by lower utilities
costs. The EPC project was discussed; he once again mentions the fact that HUD has indicated PHA is
saving too much money thanks to Phase 1 so more needs to be spent in Phase 2 to finance more upgrades
and bring the numbers to HUD levels. The Authority is taking a second look at the boilers to see if any
other adjustments need to be made. In summary, phase 1 will pay for phase 2 through capital funding.
Bayside Terrace improvements were also discussed at the meeting.
5. Approval of Five-Year Agency Plan/Capital Fund Program
Mark Adelson presents the various documents and statements that will be submitted to HUD for review
and approval by the Board. HUD did request PHA to stop the cost charged for mattress encasements as
part of the pest program so the line was removed from the budget. HUD also wants to make sure that the
agency has a handle of the housing needs to the area served. He reviewed the line items in the various
AMPs listed in the capital fund program. These are specific to each AMP according to the priorities
needed. These charts are revised as changes occur. Several of the agency’s goals were discussed and
reviewed, including the fire detection update, the replacement of clotheslines, and having volunteers do
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lawn work. Mr. Adelson re-iterated that the agency meets the current city fire code but changes are being
made in those units that have not turned over yet to meet new construction code.
6. Resolution to approve 2015 Five-Year Agency Plan.
Resolution #2766
Be it resolved by the Commissioners of the Portland Housing Authority that the 2015 Five-Year Agency
Plan be and hereby are approved.
The above resolution was moved by Tom Valleau, Commissioner and second by Evan Carroll,
Commissioner, and upon roll call, the ayes and nays were as follows:
AYES
NAYS
Christian MilNeil, Chairperson
Shirley Peterson, Vice-Chairperson
Evan Carroll, Commissioner
Tom Valleau, Commissioner
Faith McLean, Commissioner
None
Chairperson declared said motion carried and said resolution adopted.
7. Resolution to approve the 2015 Capital Fund Program.
Resolution #2767
Be it resolved by the Commissioners of the Portland Housing Authority that the 2015 Capital Fund
Program be and hereby are approved.
The above resolution was moved by Tom Valleau, Commissioner and second by Evan Carroll,
Commissioner, and upon roll call, the ayes and nays were as follows:
AYES
NAYS
Christian MilNeil, Chairperson
Shirley Peterson, Vice-Chairperson
Evan Carroll, Commissioner
Tom Valleau, Commissioner
Faith McLean, Commissioner
None
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Chairperson declared said motion carried and said resolution adopted.
8. EPC Discussion
Mark Adelson shares the FSG Consultant report which approved the new task orders. There is a brief
discussion of the upcoming contract bids among board members. The new energy audit was completed
and the board should expect to see approval of the EPC projects in May. The costs are estimated between
$125 and $92 per hour.
9. Resolution approving the consulting contract with Facilities Strategies Group (FSG) for the
Energy Performance Contract (EPC) Phase 2.
Resolution #2768
Be it resolved by the Commissioners of the Portland Housing Authority that the Consulting Contract with
Facilities Strategies Group for the Energy Performance Contract – Phase 2 be and hereby are approved.
The above resolution was moved by Tom Valleau, Commissioner and second by Evan Carroll,
Commissioner, and upon roll call, the ayes and nays were as follows:
AYES
NAYS
Christian MilNeil, Chairperson
Shirley Peterson, Vice-Chairperson
Evan Carroll, Commissioner
Tom Valleau, Commissioner
Faith McLean, Commissioner
None
Chairperson declared said motion carried and said resolution adopted.
10. Resolution approving Energy Performance Contract (EPC) Expenditures related to Phase 2
Project prior to loan closure
Resolution #2769
Be it resolved by the Commissioners of the Portland Housing Authority that the Energy Performance
Contract expenditures relating to Phase 2 Project made by the Authority prior to closing the EPC loan for
consulting, engineering, and legal services, not to exceed the sum of $175,000 be and hereby are
approved. Furthermore, the Authority shall be entitled to be reimbursed for such prior expenditures, and
these project costs will be included in the loan.
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The above resolution was moved by Tom Valleau, Commissioner and second by Shirley Petterson,
Commissioner, and upon roll call, the ayes and nays were as follows:
AYES
NAYS
Christian MilNeil, Chairperson
Shirley Peterson, Vice-Chairperson
Evan Carroll, Commissioner
Tom Valleau, Commissioner
Faith McLean, Commissioner
None
Chairperson declared said motion carried and said resolution adopted.
Faith McLean mentions she will be absent from next meeting.
Motion to adjourn meeting moved by Evan Carroll, Commissioner; and second by Tom Valleau,
Commissioner.
Meeting adjourned at 7:05PM
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