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Home My WebLink About2010-11-01 Housing Authority MinutesREADING HOUSING AUTHORITY ' MINUTES OF THE Regular BOARD MEETING, November 1, 2010 A regular business meeting of the Reading Housing Authority was held on Monday, November 1, 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 5:35 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. Jill Fenton from Fenton, Ewald & Associates was also present. Minutes Move Mary Second Kama Vote 3-0 11 -22 VOTED: To accept for the record the Minutes of the Regular Business Meeting of September 13, 2010, as presented. Finances Move Mary Second Karen Vote 3 -0 11 -23 VOTED: To approve and sign the checkrolVbillroll for the period for Accounts Payable Check #3019- 3100 Payroll Summary as presented for September & October, 2010. Section 8 Voucher Program, #5289- 5479 as presented. Finances Move Karen Second Mary Vote 3 -0 11 -24 VOTED: To certify receipt of monthly operating statements for all BHA programs for the month end September & October, 2010 of the current fiscal year. ' FY 2011 Budget Presentation - Our accountants, Fenton, Ewald & Associates, prepared the budget in accordance with DHCD budget guidelines. Jill Fenton made the presentation to the Board, noting that the Director would be inputting the numbers via the Internet on a secured web site for DHCD. FY 20114001 Budget Move Karen Second Tim Vote 5-0 11 -25 VOTED: To approve and sign the FY 2011 4001 Budget as submitted. FY 2011689 Budget Move Karen Second Tim Vote 5-0 11 -26 VOTED: To approve and sign the FY 2011 689 Budget as submitted. Section 8 Payment Standards Move Mary Second Karen Vote 3-0 11 -27 VOTED: To approve the continued use of the Payment Standard that became effective 01 -01 -10. The BHA 101% of FMR would continue to be: 0 BDR 1BDR 2BDR 3BDR 4BDR $1090 $1156 $1357 $1623 $1783 Contract Award #246018 Heating System Move Karen Second Mary Vote 3-0 11 -28 VOTED: To approve and sign the Contract as presented for State -Aided Public Capital Improvement Program between the Comm. of MA and the Reading Housing Authority for Work Plan #1006, Project No. 246018 in the amount of $15,000 to fund soft costs related to the heating system replacement at BHA 705 developments: Oakland Road, Waverly Road and Parker/Pleasant Street. ' Pet Waiver 667 Develooment Move Karen Second Mary Vote 3-0 I1 -29 VOTED: To approve and authorize the tenant at # 14 -8 to have a cat in accordance with the rules for Pet Ownership promulgated by DHCD and the Reading Housing Authority Pet Policy after assurance that all conditions for pet ownership are in place Personnel Matters: - None at this time Report of Programs: - Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report. During the months of September and October 2010 RHA has had six vacancies in our elderly development. Tow of the units vacated received a total rehab with new kitchens, baths and carpets installed. The family program has experienced no changes during this time. - Sec 8 Report- Kathy Rolli, Section 8 Program Director did not provide an official report at this time. However, she had pulled ten wait list applicants from the centralized list and did a briefing in October to issue five additional vouchers to eligible applicants to replace expected vacancies within the program. - Resident Service Coordinator- Current Tannerville Newsletter provided. New Business: - Our fee accountant, Jill Fenton, presented the Fiscal Year 2011 budget to the board. All changes discussed were within the current budget guidelines issued by DHCD in September 2010. As a retained revenue agency, our budget reflects accurate costs. Expenses for insurance, benefits, utility costs and maintenance DLI rates are beyond the control of an agency but with these expected increases and along with our planned extraordinary costs the RHA will still maintain a profit margin at our year end. Other larger expenditures totaling approximately $100,000 for a vehicle, administration building addition and proposed new kitchens for our Oakland/Waverly development will be charged to the RHA restricted reserve which presently has a balance over $150,000 at this time. Our Operating Reserves will not be affected by this use of funds for improvements to the RHA. Motions were made at the end of the presentation for Board approval. - Discussion ensued about the possibility of making changes to our Board Meeting times in order to accommodate all members. It was decided that a meeting schedule would be established in two -month intervals. Proper notices will be posted. December 2010 and January 2011 meetings will be held on the first Tuesday of the month at 5:30pm to accommodate members. - R14A Executive Director informed the Board of our ARRA funding award of $15,000 for design soft costs to replace heating systems at our state family developments. All contracts were presented for Chair signature All required documents will be returned to DHCD as requested. We have also received notification of our construction award of $55,120 as it pertains to this Weatherization Grant. Plans are already underway to prepare a bid package related to this project. RHA has been working with DHCD Engineer, John Donohue on this project. - On behalf of a new tenant, the Executive Director presented a request for a Pet Waiver. All proper documentation was provided to our State Program Coordinator, Mitch Hudzik in this regard. A motion was presented for approval. - An email and attached letter from Reading Town Manager was presented to the Board for their review and comment. This matter relates to use of the Town" Housing Trust Fund dollars for a 40B project currently in development. A further discussion on this matter has been tentatively scheduled for November 16, 2010 at a Board of Selectmen's meeting. The RHA Board has asked me to address some additional questions that they have in regard to this matter and would like to also request a presentation of these plans at one of our meetings before any decisions are rendered. The Executive Director will Ifollow up and keep RHA Board informed Real Estate Matter: ' - Grand Street: The sale of 11 Grand Street was finalized on October 15, 2010. The initial proceeds from the sale totaling $205,377.69 were deposited in RHA account. An additional check was received for $1003.20 to reimburse us for proposed document stamps that were not required for this sale. There is an additional amount of $2500.00 that is being escrowed for RE taxes until such time as that matter is resolved with the Town of Reading. Brad Latham represented the Housing Authority and has been paid $2500 for his legal work to date. Board Schedule December, 2010 BOARD MEETING: 12/07/2010 @ 5:30 PM January, 2011 BOARD MEETING 01/04/2011 @ 5:30 PM 11 -030 TO ADJOURN: 6:40 PM. Move Tim Second Mary Vote 5 -0 Redly su tted, ,4 Lyn E. Whyte, Secretary & Executive Director I1 I ji