HomeMy WebLinkAbout2011-12-05 Housing Authority MinutesREADING HOUSING AUTHORITY
' MINUTES OF THE Regular BOARD MEETING, December 5. 2011
A regular business meeting of the Reading Housing Authority was held on Monday, December 5, 2011
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 5:45 P.M. with the Chair, Timothy Kelley presiding. Those members present and
forming a quorum were Karen L. Flammia, Kevin Mulvey, and Diane Cohen as well as the
Secretary/Executive Director, Lyn Whyte and guest Jill Fenton, Fee Accountant for RHA. Mary Connors
was absent.
Minutes Move Karen Second Kevin Vote 4 -0
12 -34 VOTED: To accept for the record the Minutes of the Regular Business Meeting of November 7, 2011, as
presented.
Finances Move Karen Second Diane Vote 4-0
12 -35 VOTED: To approve and sign the checkrolUblllroll for the period for Accounts Payable Check #3755 -3801
Payroll Summary as presented for November, 2011 . Section 8 Voucher Program, 06596 -6680 as presented.
Finances Move Karen Second Diane Vote 4 -0
12 -36 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end October,
2011 of the current fiscal year.
Renewal Accounting Contract Move Karen Second Diane Vote 4-0
12 -37 VOTED: To approve and authorize Executive Director to sign one year contracts, July 1, 2011 through
June 30, 2012 with the accounting firm of Fenton, Ewald & Associates per agreements and within current
' budget guidelines.
Personnel Matters:
- None at this time
Report of Programs:
- Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report.
Sec 8 Report- Utilization report provided by Kathy Rolli for board review.
Resident Service Coordinator- Current Tannerville Newsletter provided.
New Business:
- The Housing Authority has been awarded a grant totaling $35,123 as part of the DHCD Water
Conservation Sustainability Program; Low -Flow Toilet Procurement. We are in the process of
ordering and scheduling for the installation of additional toilets. This project will be done in -house
by RHA staff over the winter months.
- The Executive Director discussed upcoming office closings due to the holiday schedule. RHA
Offices will be closed on Monday, December 26, 2011 and January 2, 2012. In addition, the annual
Holiday party for the residents of Tannerville will be hosted by the RHA on Wednesday, December
14, 2011. An invitation was extended to all Board members.
- A new accounting contract with Fenton, Ewald and Associates was presented to the Board for review
' and approval. Fenton, Ewald has requested a 1% increase for our Section 8 program and a 3%
increase for state programs as noted in the DHCD guidelines. A motion was presented and approved.
The Executive Director will sign the contracts and forward to Fenton, Ewald & Associates as well as a
copy to DHCD for their records.
- Unofficial correspondence with Town Manager regarding two matters; the sale of a 55+ affordable
unit in town at Maplewood Village was discussed with the Board. RHA concern for attaining this unit
was the limited rental pool as a result of a 55+ restriction. This restriction would make it difficult to
rent the unit and would possibly present a financial burden to our program. We did, however, provide
t two potential buyers with the information who had recently inquired about the sale of this affordable
unit.
In addition, the Executive Director, upon discussion with our Chair, provided basic information to the
Town Manager regarding RHA budget process and salary levels for administrative staffing. This
conversation came about as a result of recent publicity surrounding conflicts at Chelsea HA.
- As a result of recent problems with mice within our elderly development, the HA instituted overall
pest control measures to address the situation. A pest control company was hired to inspect all
buildings and units to determine the source of problem. Routine preventative services have been put in
place and will monitor the property for the three to six months. All residents have been cooperative in
this regard.
The final audit report for FYE June 2011 was prepared by Ross & Company, CPA and provided to
Board for their review. There were no inconsistencies in this report and copies of this audit have been
Forwarded to DHCD, HUD and the State Audit Clearinghouse as required.
- A short discussion took place regarding a potential request by the Executive Director to rescind a pet
waiver previously granted to a state family participant as a reasonable accommodation due to non-
compliance of established pet regulations. Just prior to the Board meeting, the family provided the
required documents and pet security deposit for their animal. The request to rescind this waiver was
noted and would be addressed in the future if non - compliance issues arise once again.
Real Estate Matter:
- 904 Gazebo Circle: The closing on this unit was moved to November 8, 2011 at 2:OO13M.
' Paperwork documenting sale and receipt of monies for the affordable portion of the proceeds has
been provided to the Housing Authority by our counsel, Brad Latham. Legal fees and 20% of the
real estate costs have been paid by the RHA to the appropriate parties.
- The Housing Authority has been notified by owner of 1004 Gazebo Circle of her intention to sell
this affordable unit. It is identical to the 904 unit sold in November. Attempts are presently being
made to find a first time home buyer who meets all the required criteria, and put them in direct
contact with the owner. Due to a continuing poor economic environment, this unit may also go to
market in order to sell it. The Executive Director will keep the Board informed.
Board Schedule
January, 2012 BOARD MEETING: 01/09/2012 @ 5:30 PM
12 -038 TO ADJOURN: 6:35 PM. Move Diane Second Karen Vote 4 -0
Resp ally submitted,
Lyn E. Whyte, Secretary & Executive Director