HomeMy WebLinkAbout2010-12-07 Housing Authority MinutesREADING HOUSING AUTHORITY
' MINUTES OF THE Regular BOARD MEETING, December 7,201
A regular business meeting of the Reading Housing Authority was held on Tuesday, December 7, 2010 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 5:38 P.M. with the Chair, Diane Cohen, presiding. Those members present and forming a quorum were
Timothy Kelley, Kevin Mulvey, Karen L. Flammia and Mary Connors well as the Secretary/Executive Director,
Lyn Whyte.
Minutes Move Tim Second Mary Vote 4 -0
11-31 VOTED: To accept for the record the Minutes of the Regular Business Meeting of November 1, 2010, as
presented.
Finances Move Tim Second Mary Vote 4-0
11 -32 VOTED: To approve and sign the checkrolWillroll for the period for Accounts Payable Check #3101 -3159
Payroll Summary m presented for November, 2010. Section 8 Voucher Program, #5480 -5575 as presented.
Finances Move Tim Second Mary Vote 4-0
11 -33 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end
October, 2010 of the current fiscal year.
Disposal of 2003 Truck Move Tim Second Karen Vote 4-0
11 -34 VOTED: To approve disposal of 2003 Sonoma truck to Taylor Motor Car, Lynnfield, MA for $4500.00
and authorize Executive Director to complete necessary paperwork associated with that sale.
'
C ontract Award 8246019 Heating System Move Tim Second Karen Vote 4-0
11 -35 VOTED: To approve and sign the 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
#1007, Project No. 246019 in the amount of $55,120 to fund hard costs related to the heating system replacement at
BHA 705 developments: Oakland Road, Waverly Road and Parker/Pleasant Street.
Adoption of Live-in Aides Policy Move Mary Second Karen Vote 5 -0
11 -36 VOTED: To adopt and implement a Reasonable Accommodation Live -in Aide Policy effective December
1, 2010 for all housing programs administered by the Reading Housing Authority and as presented by Executive
Director.
Contract Award Work Plan #5001 Project No 246017 Move Karen Second Tim Vote 5-0
I1 -37 VOTED: To approve and sign the Contract in the forth 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 in the amount of $181,466 as outlined in BHA June 16, 2010 formula funding award
letter.
Renewal Accounting Contract Move Karen Second Tim Vote 5-0
11 -38 VOTED: To approve and authorize Executive Director to sign one year contracts, July 1, 2010 through June
30, 2011 with the accounting firm of Fenton, Ewald & Associates per agreements and within current budget
guidelines.
I 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, Section 8 Program Director did not provide an official report at this time.
However, she has pulled thirty-eight wait list applicants from the centralized list and expects to do a briefing
December 10th to issue five additional vouchers to eligible applicants to replace expected vacancies within the
program.
Resident Service Coordinator- Current Tannerville Newsletter provided.
New Business:
- Final paperwork on sale of 2003 Sonoma presented to Board for review and approval to sell. Motion was
presented by Tim Kelley in this regard. Sale of this truck will offset cost of new truck purchased in November.
- The electrical box in the administration building was upgraded in November. Recent inspection indicated that
the existing box was not adequate to carry the entire building. Mr. Michael Cyr, a commercial electrician,
provided RHA with the lowest bid and was hired to complete the work.
- DHCD contract for $55,120 to cover the hard costs associated with the Weatherization grant for replacement
boilers at our state family developments was presented for review, signatures and board vote. All completed
documentation will be forwarded to DHCD for their final signatures. This project is underway with hope of
official bids being advertised before end of December.
- A revised Live -in Aides Policy was presented to Board for review, comment and approval. The Executive
Director requested that this policy be adopted and implemented for use with all housing programs effective
December I, 2010. Motion was presented by Mary Connors and seconded by Karen L. Flammia.
- Executive Director informed Board of an increase in condo fees effective 1 /l /I I at our Gazebo properties. The
increase is less than 1 %.
- Executive Director initiated a discussion regarding the implementation of a new policy moving forward to
address the issue of bed bugs. There were numerous reasons presented as to why this action may be needed.
Executive Director suggested initial inspection of all developments at a cost of approximately $15 per unit to
establish a baseline. RHA would address any issues immediately. At the same time, a new policy would be
adopted that requires incoming residents to treat all their belongings and have documentation for RHA indicating
that treatment has taken place and there are no immediate issues. RHA will contact other agencies that have such
a policy in place and a new policy drafted for review at an upcoming meeting for further discussion and
approval.
- DHCD contract for $181,466 for Capital Improvement Program, Work Plan 5001 was presented to the Board for
review, signatures and approval. This award will be distributed to the RHA over the next three years as outlined
in a letter dated June 16, 2010. Plans for use of these funds will be discussed with the Board in spring 2011
before submittal to DHCD for their approval and eventual disbursement of these funds.
- Fenton, Ewald & Associated contract for accounting services for FY2011 was presented by the Executive
Director for review, discussion and approval. Karen L. Flammia presented motion. Executive Director will sign
contracts and forward such to our fee accountants.
Real Estate Matter:
- I1 Grand Street Town of Reading recently approved the property tax Abatement/Exemption Certificate
for said property as of I1 /30/10. All remaining tax matters will be addressed in December. Le. outstanding
PILOT and remaining escrow funds of $2500 being held by buyer's attorney.
Board Schedule
January, 2011 BOARD MEETING: 01/04/2011 @ 5:30 PM
11 -039 TO ADJOURN: 6:45 PM. Move Tim Second Mary Vote 5-0
Res [�L'/ ly submittttte0d,dy,^�' /y'
' Lyn E. Whyte rotary BCExecu live Director