HomeMy WebLinkAbout2012-08-06 Housing Authority MinutesREADING HOUSING AUTHORITY
' MINUTES OF THE ANNUAL BOARD MEETING, August 6, 2012
An Annual business meeting of the Reading Housing Authority was held on Monday, August 6, 2012 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 Chair, Timothy Kelley presiding. Those members present and
forming a quorum were Diane Cohen and Mary Connors as well as the Secretary/Executive Director,
Lyn Whyte. Kevin Mulvey and Karen L. Flammia were absent
Minutes Move Diane Second Mary Vote 3-0
13 -01 VOTED: To accept for the record the Minutes of the Regular Business Meeting of June 4, 2012 as
presented.
Finances Move Mary Second Diane Vote 3 -0
13 -02 VOTED: To approve and sign the checkrolVbillroll for the period for Accounts Payable Check
#4088 -4183 Payroll Summary as presented for June and July, 2012. Section 8 Voucher Program,
#7196 -7380 as presented.
Finances Move Mary Second Diane Vote 3-0
13 -03 VOTED: To certify receipt of monthly operating statements for all PHA programs for the month
end May, 2012 and June, 2012 of the current fiscal year.
' 705 Roofina Contract Move Diane Second Mary Vote 3-0
13 -11 VOTED: To approve and authorize Executive Director, Lyn Whyte to award and enter into a
contract with Bennett Construction. Of Wakefield, MA, the lowest, eligible and responsible bidder to
install three roofs at 705 -1 Family Development on Oakland/Waverly Road, Reading, MA at a cost of
$8,625 and upon DHCD final review and approval.
689 Sidin¢ Installation Contract Move Mary Second Diane Vote 3 -0
13 -12 VOTED: To approve and authorize Executive Director, Lyn Whyte to award and enter into a
contract with Bennett Construction of Wakefield, MA, the lowest, eligible and responsible bidder to install
siding on 689 -1 RHA property located at 74 Bancroft Avenue, Reading, MA at a cost of $9,250 and upon
DHCD final review and approval.
ANNUAL REORGANIZATION: Chair requests Secretary to assume the Chairmanship for
reorganization.
To nominate Chairman Move Tim Second Diane Vote 3 -0
13 -05 VOTED: To nominate Kevin Mulvey for position of Chairman.
To nominate Vice -Chair Move Tim Second Diane Vote 3 -0
13 -06 VOTED: To nominate Mary Connors for position of Vice - Chairman.
To nominate Treasurer Move Tim Second Diane Vote 3-0
' 13 -07 VOTED: To nominate Karen L. Flammia for position of Treasurer.
To nominate Asst. Treasurer Move Tim Second Mary Vote 3-0
13 -08 VOTED: To nominate Diane Cohen for position of Asst. Treasurer.
To elect officers for uncomine year Move Tim Second Diane Vote 3 -0
13 -09 VOTED: To elect the following slate of officers for the upcoming year:
' Chairman — Kevin Mulvey
Vice- Chairman — Mary Connors
Treasurer — Karen L. Flammia
Asst. Treasurer — Diane Cohen
Member — Timothy J. Kelley
To return floor control to Vice -Chair Move Tim Second Diane Vote 3-0
13 -10 VOTED: To have Secretary, Lyn Whyte, return floor control to newly elected Vic - Chair, Mary
Connors.
Personnel Matters:
- Mary Connors re- appointment to RHA Board of Commissioners.
Report of Proerams•
- Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report. The State
Program had no vacancies in June, 2012. In July, the elderly development had two vacancies and the
units were leased immediately to wait list applicants with a Reading preference.
- Sec 8 Report- Kathy Rolf, Program Coordinator provided a report indicating that we have 123
vouchers leased for August 1 and 124 will be leased for September 2012. RHA has two remaining
vouchers issued that have not found housing at this time.
- Resident Service Coordinator- Current Tannerville Newsletter provided.
New Business:
Annual reorganization of the Board for fiscal year 2013 took place with present board members rotating
their positions. Chair Timothy Kelley turned the meeting over to the Executive Director to present
motions for nominations.
- Executive Director discussed FY2013 capital funding projects for state developments. Plans are
underway to do roofs, exterior lighting and kitchens at our Oakland/Waverly family development,
siding on our home at 74 Bancroft Avenue and new mailboxes for our elderly development. Bennett
Construction, Wakefield, MA was low bidder on roofs and siding. Motions were presented to Board for
approval to enter into contract to begin work on August 13, 2012 for roofs and August 20, 2012 for
siding. All paperwork will be submitted to DHCD for reimbursement once projects are completed.
Some operating reserves may be used initially to make payment to contractors if funding from DHCD is
delayed. The Executive Director has received email from DHCD indicating approval of FYI projects.
- Although FY2013 budget guidelines are not yet out, preparations are underway to complete that budget
utilizing exact costs for RHA. No unusual expenditures are planned for this upcoming fiscal year within
our routine budget. All efforts for extraordinary work will be focused within our Capital Funding
Allocations as mentioned above. FY2012 year end financials indicated RHA stayed within our budget
goals for the past year and those numbers will be carried forward into FY2013 until such time as an
official budget is made available for our new year.
- Report of Housing Reform was made available for review by the Board. The Commonwealth is
entertaining plans to regionalize housing authorities at some time in the future. Official plans are
' unknown at this time.
Real Estate Matter:
- 1004 Gazebo Circle: No new information available at this time.
' - Gazebo garage owned by the RHA: Ms. Joanne Law will continue to pay rent on our garage with
plans to purchase said unit by October 2013. Our present lease agreement will continue until that
time. Contact with Ms. Law will be made by the Executive Director in September 2013.
501 Gazebo Circle: Insurance claim update from May 2012. Damages exceeded $18,000 with
that water claim. However, RHA insurance only covered $11,412.00 due to a gap in insurance.
Efforts are being made to retrieve difference directly from unit owner above who were
responsible for the initial leak from their unit. RHA has since increased our coverage to insure
the gap between homeowner and home association basic policy coverage.
Board Schedule
September, 2012 BOARD MEETING: 09/10/2012 @ 5:30 PM
13 -013 TO ADJOURN: 6:15 PM. Move Tim Second Diane Vote 3-0
Res ec ully submitted,
Lyn E. Whyte, Secretary & I