HomeMy WebLinkAbout2013-01-07 Housing Authority MinutesREADING HOUSING AUTHORITY
' MINUTES OF THE Regular BOARD MEETING, January 7.2013
A regular business meeting of the Reading Housing Authority was held on Monday, January 7, 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, Mary Connors and Karen L. Flammia well as
the Secretary/Executive Director, Lyn Whyte.
Minutes Move Diane Second Tim Vote 4 -0
13 -034 VOTED: To accept for the record the Minutes of the Annual Business Meeting of December 3, 2012, as
presented.
Finances Move Diane Second Tim Vote 4-0
13-035 VOTED: To approve and sign the checkrolPbillroll for the period for Accounts Payable Check #4393 -4456
Payroll Summary as presented for December, 2012. Section 8 Voucher Program, #7738 -7827 as presented.
Finances Move Tim Second Diane Vote 4-0
13-036 VOTED: To certify receipt of monthly operating statements for all BHA programs for the month end
November, 2012 of the current fiscal year.
Contract Award Project No.246- 705 -2 -0-07 -2879 Move Diane Second Kano Vote 5.0
13 -037 VOTED: To approve the low bid for roof project and authorize the Executive Director to sign the
Contract between Rick Buskey /Aboveboard Contracting of Blackstone, MA and the Reading Housing
Authority for CPS Project No. 24670520072879 in the amount of $8,600.00 for the installation of new roof and
associated work at Pleasant/Parker building.
Renewal Accountine Contract Move Diane Second Mary Vote 5.0
13 -038 VOTED: To approve and authorize Executive Director to sign one year contracts, July 1, 2012
through June 30, 2013 with the accounting firm of Fenton, Ewald & Associates per agreements and within
current budget guidelines
Certification of Salary Schedules for FYE2012 Move Diane Second Tim Vote 5-0
13-038 VOTED: To certify the RHA submission of Schedule of Positions and Compensation for EYE June
2012 as presented in the budget and within current budget guidelines.
Certification of Compliance -Lead Paint Laws Move Tim Second Karen Vote 5-0
13 -038 VOTED: To certify RHA lead based paint compliance with federal and state laws and regulations for
FYE June 2012.
Personnel Matters:
None at this time
Report of Programs:
Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report. .
Sec 8 Report- Kathy Rolli provided a monthly report indicating 123 of 125 under lease and in
process of determining eligibility for applicants who responded to a recent pull from centralized
Resident Service Coordinator- Curren[ Tannerville Newsletter provided.
Monthly Work Order/Maintenance Report for December 2012 was provided to the Board.
Electronic submittal documentation for December Board attendance provided to Board by E.D.
New Business:
- Roof replacement for Parker/Pleasant building. The Executive Director provided the Board with
the information regarding the distribution of bid packages to nine contractors who had
' requested the bid package. The bid closed on December 27, 2012 at 4:00pm with four official
bids being submitted for consideration. Upon review of the four proposals, the low bid went to
Aboveboard Contracting from Blackstone, MA at a cost of $8,600.00. Upon conversations with
DHCD Construction Advisor, Bob Watt and Procurement personnel, it is our understanding that
this company has performed well on other DHCD HA projects with positive reviews. The
Executive Director's recommendation was to move forward with a Notice to Proceed and a
Motion from the Board to allow the ED to enter into an agreement with Aboveboard
Contracting as required. Any other documentation required for this project will be attained and
Included in the project file for audit review.
Approval of Accounting Contract for FY13. Executive Director presented FY13 contracts with
Fenton, Ewald and Associated for review and approval. Increases reflected in this new contract
Represent a 2.8% increase on state programs and a I% increase on our federal section 8 program.
This request falls within the current FY13 budget guidelines.
DHCD Certification of Salary Schedules for FYE June 2012: DHCD has requested Board
signatures certifying that year end statements prepared by our fee accountant reflected salary
schedules that were approved with our FYI budget.
DHCD_ Lead Based Paint Certification for FY2012. The Executive Director requested that the
Board sign the certification for FYE 2012 pertaining to adhering to lead paint laws as directed by
DHCD. All required online reporting for all of our units are up to date.
DHCD FY13 Health Safety Imitative funding potential: Executive Director was notified by
DHCD of potential new funding for safety like projects on the state side. A request was submitted
' to state to request funding to replace the front entry doors at our elderly 667 development at an
approximated cost of $24,000. This funding, if awarded, would be monies provided to the HA that
are above and beyond our present Capital Funding Award.
- RHA Annual Report to Town of Reading: Executive Director presented a draft of FY2012 report
to be submitted to the town by close date of February 24, 2013. Letter by Board Chair was drafted
for review and signature of Chair.
Real Estate Matter:
- None at this time.
Board Schedule
February 4, 2013 BOARD MEETING: 2/04/2013 @ 5:30 PM
13 -022 TO ADJOURN: 6:25 PM. Move Tim Second Karen Vote 5 -0
>e Ily submitted,
E. Whyte, Secretary & Executive Director