HomeMy WebLinkAbout2013-02-04 Housing Authority MinutesREADING HOUSING AUTHORITY
' MINUTES OF THE Regular BOARD MEETING, February 4, 2013
A regular business meeting of the Reading Housing Authority was held on Monday, February 4, 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 5:39 P.M. with the Chair, Kevin Mulvey presiding. Those members present and
forming a quorum were Diane Cohen, Timothy J. Kelley, and Karen L. Flammia well as the
Secretary/Executive Director, Lyn Whyte. Mary Connors was absent.
Minutes Move Karen Second Tim Vote 4 -0
13-042 VOTED: To accept for the record the Minutes of the Regular Business Meeting of January 7
2013, as presented.
Finances Move Karen Second Tim Vote 4-0
13-043 VOTED: To approve and sign the checkroll/bilholl for the period for Accounts Payable Check
#4457 -4088 Payroll Summary as presented for January, 2013. Section 8 Voucher Program, #7828-
7917 as presented.
Finances Move Kevin Second Karen Vote 4 -0
13 -044 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month
end December, 2012 of the current fiscal year.
' Audit Contract Move Karen Second Diane Vote 4-0
13 -045 VOTED: To approve selection of low bidder, Ross & Company of Nashua, NH, for Audit
Services for the Fiscal Year 2013, 2014 & 2015 in the amount of 54,500 per audit year and authorize
Executive Director to enter into contract for submittal to DHCD.
New Fixed Lease for RHA -Owned Properties Move Tim Second Karen Vote 4 -0
13 -046 VOTED: To approve a new Fixed Term Standard Residential Lease for use with all RFIA-
Owned properties effective February 1, 2013 as presented.
Personnel Matters:
- None at this time
Report of Programs:
Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report. All state
programs are fully leased at this time. There are no expected vacancies.
Sec 8 Report- Monthly report provided to Board by program coordinator, Kathy Rolli. She is in the
process of determining eligibility or recent applicants pulled from centralized list. We are hoping to
hold a briefing session by end of February to issue new vouchers. In addition, we have a vacant
RHA -owned unit at this time and are in process of locating an eligible tenant.
- Monthly Work Order/Maintenance Report for January 2013 was provided to the Board.
Electronic submittal documentation for January 2103 Board attendance provided to the Board by E.D.
Resident Service Coordinator- Current Tannerville Newsletter provided.
New Business:
- Results of the Request for Proposal for Audit Services were presented to the Board for review. RHA
received three proposals with the lowest bid being from Ross & Co., CPA for $4,500 per year for three
years. Upon discussion, a motion was presented by Karen Flammia to approve the selection of low
bidder and authorize the Executive Director to enter into contract for submittal to DHCD, for their final
approval.
- DHCD correspondence regarding ongoing public housing reform plans was provided to the Board in
order to remain up to date on any and all developments in this regard.
- The Executive Director presented a new fixed lease for use with our RHA -Owned properties for
review, discussion and approval. RHA legal counsel, Latham & Latham provided us with a version of
a standard residential fixed term lease to review. The lease was modified to reflect use by the Reading
Housing Authority and Special Provisions were added in order to reflect required notifications
reflective of requirements at specific locations. In addition, moving forward, the RHA will enforce
smoke free restrictions as noted in Section 37 of new lease. The Executive Director asked that the lease
become effective February 1, 2013. A motion was presented by Tim to approve. Upon further
discussion, the Executive Director will continue to research developing an updated policy as it pertains
to the ongoing administration of these specific properties in order to better serve our constituents and
the Housing Authority's financial stability of operational costs for these properties.
Real Estate Matter:
- None at this time.
' Board Schedule
March 4, 2013 BOARD MEETING: 3/04/2013 @ 5:30 PM
13 -047 TO ADJOURN: 6:35 PM. Move Tim Second Karen Vote 4 -0
Respectfully submitted,
Lyn E. Whyte, Secretary & Executive Director