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HomeMy WebLinkAbout2013-06-03 Housing Authority MinutesREADING HOUSING AUTHORITY ' MINUTES OF THE Regular BOARD MEETING, June 3, 2013 A regular business meeting of the Reading Housing Authority was held on Monday, June 3, 2013 at 5:30 P.M at the office of the Reading Housing Authority the town of Reading, Mass. The meeting was called to order at 5:40 P.M. with the Chair, Kevin Mulvey presiding. Those members present and forming a quorum were Diane Cohen, Karen L. Flammia, Timothy J. Kelley and Mary Connors as well as the Secretary/Executive Director, Lyn Whyte. Minutes Move Diane Second Karen Vote 3 -0 13 -66 VOTED: To ac cept for the record the Minutes of the Regular Business Meeting of May 6, 2013, as presented. Finances Move Diane Second Karen Vote 4 -0 13 -067 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check #4640 -4688 Payroll Summary as presented for May, 2013. Section 8 Voucher Program, #8184 -8272 as presented. Finances Move Tim Second Karen Vote 4 -0 13 -068 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end April, 2013 of the current fiscal year. Contract Award Project No.246- 667 -01 -0- 13-412 Move Diane Second Tim Vote 4 -0 13 -069 VOTED: To approve the low bid for installation of front entry doors at 667 elderly development and authorize the Executive Director to sign the Contract between Joseph Marino/Marino Construction Inc. of Chelmsford, MA and the Reading Housing Authority for CPS Project No. 24666701013412 in the amount of $12,100.00. Write -off Bad Debt Move Diane Second Tim Vote 5 -0 13 -070 VOTED: To authorize Executive Director to write off vacated account receivable as a collection loss totaling $154.00. Capital Improvement Plan Proiection Move Tim Second Mary Vote 5 -0 13 -071 VOTED: To approve the RNA's continuation of projected Capital Improvement Plan for DHCD formula funding as presented for FY 2015, 2016 and 2017. Personnel Matters. - Confirmation of submittal of Board Attendance to DHCD for month of April 2013 was provided to Board. Report of Programs: ' - Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report. . Sec 8 Report- Report provided by K. Rolli Resident Service Coordinator- Current Tannerville Newsletter provided. - Monthly Work Order/Maintenance Report for month of May 2013 presented. New Business: - Executive Director presented tabulation of bidders for entry door Tannerville project for final review. Motion was presented to approve low bidder Marino Construction in an amount of $12,100.00 to complete the job. Executive Director presented a look at the RHA website that is under construction from laptop computer. David Eastman has been engaged to design the site and we hope to be active by July I'. - Executive Director presented potential projects for FY 2016 and 2017 for planning purposes and subsequent input into the DHCD Capital Improvement Planning system. A worksheet was presented expanding our present projects to include fencing around barrel areas at Tannerville, a new truck for maintenance department, siding for our Oakland/Waverly development, generator to provide power to entire administration building, exterior rear doors for our elderly development and possibly the building of a garage for elderly development. All of these items would make use of future capital funding from the state and at this point are for planning purposes only. Board approved of all the potential projects. - Projects for FY 2014 already in our five year plan were reviewed. Concerns as to the cost of the kitchen project for our elderly development were presented by the Director. The maintenance department would prefer to continue with our in -house installation of kitchens upon vacancies and either re -use designated monies to fund only the materials for the project or re- assign the use of funds to another project. The reasoning behind this adjustment is due to the fact that the maintenance staff felt that they would be unable to complete a total of 22 kitchens for FY14 on their own and to continue as planned would result in the job being bid out which would most likely triple the cost of the planned project. The Director is meeting with DHCD staff on June 6'" and would like to request that funds are used to purchase the materials only and forced labor use would continue but out of RHA operating reserves and on a timetable that can be met by staff. Board will be kept informed of DHCD response to potential changes to use of funds. Board was presented with correspondence from Town of Reading regarding the upcoming sale of land in the town. Starting bid is to be $200,000. At this time, the Board will not pursue a land purchase due to potential funding cuts to all programs. - Executive Director requested a motion from the Board to write off a bad debt in the amount of $154.00 for FY2013. Motion was presented and approved. - Correspondence regarding potential use of CPA funds was presented for review. Board member Timothy Kelley informed us that Reading did not have CPA funds available in town, so although informative, not a source of income for the RHA. - Based on upcoming holiday schedule, the Board decided to cancel July Board meeting and hold our annual meeting on August 5, 2013. Real Estate Matter: - None at this time. Board Schedule August, 2013 BOARD MEETING: 8/07/2013 @ 5:30 PM 13 -072 TO ADJOURN: 6:36 PM. Move Tim Second Mary Vote 5A Respe fully submitted,. , 7,l Lyn E. Whyte, Secre tary & Executive Director