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Home My WebLink About2013-04-01 Housing Authority MinutesREADING HOUSING AUTHORITY MINUTES OF THE Regular BOARD MEETING, April 1, 2013 A regular business meeting of the Reading Housing Authority was held on Monday, April 1, 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 5:35 P.M. with the Vice- Chair, Mary Connors initially presiding. Those members present and forming a quorum were Diane Cohen, Timothy J. Kelley and Mary Connors as well as the Secretary/Executive Director, Lyn Whyte. Kevin Mulvey arrived late and assumed role of Chair. Minutes Move Tim Second Karen Vote 4 -0 13 -052 VOTED: To accept for the record the Minutes of the Regular Business Meeting of March 4, 2013, as presented. Finances Move Tim Second Karen Vote 4 -0 13 -053 VOTED: To approve and sign the checkrolLfbillroll for the period for Accounts Payable Check #45444000 Payroll Summary as presented for March, 2013. Section 8 Voucher Program, #8007 -8000 as presented. Finances Move Tim Second Diane Vote 4 -0 13 -054 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end February, 2013 of the current fiscal year. ' Modification to See 8 Admin Policy Move Tim Second Diane Vote 4 -0 13 -055 VOTED: To approve Appendix G as Modification of Section 8 Administrative Plan Section 16, Part B (3) (e) as presented for use in the administration of RHA's federal housing program effective April 1, 2013. Amended Contract Award Work Plan #5001 Move Tim Second Diane Vote 5-0 13 -056 VOTED: To approve and sign the Amended Contract, in the form submitted at this meeting, for State -Aided Public Capital Improvement Program between the Comm. of MA and the Reading Housing Authority for Work Plan #5001, Project No. 246017 & Project No. 246030 in the amended award amount of $97,354 as outlined in RHA March 13, 2013 formula funding award letter. DOS Rate Chance Move Tim Second Diane Vote 4-0 13 -057 VOTED: To accept and approve the minimum base wage rates as presented by Comm. Of MA, DOS effective 04/01/13 for General Maintenance @ $ 25.47 base rate and Maintenance Man II @ $23.91 base rate. Authorization to Purchase 667 Refriaerators Move Diane Second Mary Vote 5 -0 13 -058 VOTED: To authorize the Executive Director to purchase refrigerators on DHCD's direct account as part of statewide contract FAC76 as noted in correspondence dated March 29, 2013 from DHCD's Debra Hall for installation at our RHA elderly development. Personnel Matters: Confirmation of DHCD submittal of Board attendance at March 2013 meeting was provided for review. ' Report Programs: Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report.. Sec 8 Report- Report provided by K. Rolli voicing concerns over the affect that sequestration cuts will have on the RHA in the future. All efforts being made to curtail RHA expenses in this regard. - Resident Service Coordinator- Current Tannerville Newsletter provided. - Monthly Work Order/Maintenance Report for March 2013 for all properties was presented for review. - Update on insurance claims for state property: Fire claim for Unit 4 -5 has been paid and the tenant has entered into a repayment agreement to cover the $1000 deductible as a result of tenant damages; Claim for damage to exterior doors in building 32 caused by an out of state moving company has been paid; Pleasant Street claim for damages caused by Hurricane Sandy has not yet been resolved due to size of overall DHCD HA claims being considered one state insurance event. Update on roof project at Parker/Pleasant property. DHCD informed the RHA on April 1, 2013 that the documentation for request for payment was missing. The Executive Director resubmitted the paperwork by email and fax to DHCD once again requesting reimbursement to the RHA for this project completed in January 2013. Additional updates will follow in this regard. New Business: - Renewal of lease for 74 Bancroft Avenue property effective April 1, 2013. 689 Management Contract Addendum forwarded to DDS- Northeast Region for signature. Increase in rent is equivalent to 1.7% ' COLA increase for January 2013. New rent for the property will be $2639.34. Due to recent cuts within our federal Section 8 program, the RHA informed all landlords of RHA action to immediately freeze requests for rental increases. All reasonable measures will be taken in order to continue to assist all of our current Section 8 participants with their rental payments. Of course, any actions taken will be reviewed periodically as notifications of funding allocations are received. - The Executive Director presented documentation to support her request for Modification of RHA Section 8 Administration Policy as it pertains to the potential elimination of active section eight voucher participants due to unavailability of funding for the Section 8 program. All other reasonable measures will be considered and moved on before terminating any participant's rental subsidy. The modification for termination of assistance due to lack of funding will be noted within Appendix G of current Sec 8 Admin. Plan. A motion was presented and voted. - Correspondence from HUD to Governor Patrick on Sequestration Order was forwarded to all PHA's to share with their current Board. - DHCD forwarded amended contracts for Work Plan #5001 to reflect the addition of $97,354.00 in award funding. Chair signature was required on the Comm. of MA contract along with a Board vote. Motion was presented and approved. All required documentation will be forwarded for DHCD for their final signatures. - Correspondence from Town of Reading regarding the Affordable Housing Trust Fund Report. Copy was provided to the RHA Board for their review. Board was asked to attend April 9, 2013 Selectmen's meeting for official presentation scheduled for 8:05PM. - MassNAHRO has recently reactivated its Legal Fund in order to pool resources for several legal ' initiatives being undertaken on behalf of all HA members. They have requested RA's to support their Legal Fund by donating, if they have funds available, up to half of their agency annual dues. Annual dues for the Reading Housing Authority is $350.00. The Executive Director did request permission to contribute $175.00 to this organization. RHA has been a member of this housing organization for over twenty years. The Board did indicate their support of this additional administrative expense. - DHCD has informed the Executive Director that an award for the purchase of refrigerators for its 667 elderly development will be forthcoming. Although the award will not require a Contract for Financial ' Assistance, the Executive Director did request a motion to authorize the Director to purchase refrigerators on behalf of the RHA for direct payment by DHCD under statewide contract FAC76. At this time, the RHA needs approximately fifty new appliances to replace most that have been in place since 1988. RHA is excited to be considered for participation in this special grant award. A motion was presented and approved. Real Estate Matter: - None at this time. Board Schedule May 6, 2013 BOARD MEETING: 5/06/2013 @ 5:30 PM 13 -059 TO ADJOURN: 6:40 PM. Move Tim Second Diane Vote 5-0 Re�lly submitted, �� Lyn E. Whyte, Executive Director r