HomeMy WebLinkAbout2010-06-07 Housing Authority MinutesREADING HOUSING AUTHORITY
' MINUTES OF THE Regular BOARD MEETING, June 7.2010
A regular business meeting of the Reading Housing Authority was held on Monday, June 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 5:39 P.M. with the Chair, Karen L. Flammia, presiding. Those members present and forming
a quorum were Timothy Kelley, Kevin Mulvey, and Mary Connors well as the Secretary/Executive
Director, Lyn Whyte. Diane Cohen was absent.
Minutes Move Mary Second Kevin Vote 4 -0
10 -59 VOTED: To accept for the record the Minutes of the Regular Business Meeting of May 3 ,
2010, as presented.
Finances Move Mary Second Kevin Vote 4-0
10 -60 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable
Check #2786 -2859 Payroll Summary as presented for May 2010. Section 8 Voucher Program,
#4912 -5004 as presented.
Finances Move Tim Second Mary Vote 4-0
10-61 VOTED: To certify receipt of monthly operating statements for all RHA programs for the
month end April, 2010 of the current fiscal year.
Audit Contract Move Tim Second Mary Vote 4 -0
10 -62 VOTED: To approve selection of low bidder, Ross & Company of Nashua, NH, for Audit
Services for the Fiscal Year 2010, 2011 & 2012 and authorize Executive Director to enter into
contract for submittal to DHCD.
Personnel Matters:
- The Executive Director infonned all Board Members of an upcoming training on June 15'" hosted by
DHCD legal counsel, Lori McBride at Tewksbury HA on Open Meeting Law that is due to change
July 1, 2010. Executive Director Lyn Whyte will be in attendance.
- The Board was informed of the August, 2010 expiration of Executive Director Lyn Whyte's five -year
contract. She submitted a letter to Board indicating her desire to remain as Director of the Reading
Housing Authority for an additional five years.
Reoort of Proerams:
- Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report. .
- Sec 8 Report- Kathy Rolf, Section 8 Program Director did not provide an official report at this time.
However, RHA has agreed to absorb up to four vouchers from Somerville Housing Authority for July
2010 in order to assist them with their overleased program and to replace expected vacancies within
our own program.
- Resident Service Coordinator- Current Tannerville Newsletter provided.
- A final letter from State Auditor's office regarding RHA's latest compliance audit has been received.
' The notice indicated no material weaknesses within the agency and the management controls in place
complied with applicable laws, rules, and regulations for all areas tested.
New Business:
- A Request for Proposals for Audit Services was sent out in May. Based on that process, John Ross and
Company provided us with the lowest bid for this service. Based on the Executive Directors comments
and analysis of all bids, a motion was presented to authorize the Executive Director to enter into a new
three year contract for the fiscal years 2010, 2011 and 2012 with an additional option to extend that
contract to cover 2013 and 2014.
The Housing Authority received a nice letter from a resident regarding repairs that had to be done to
three units as a result of an unfortunate water leak at Tannerville.
- The Town of Reading Conservation Commission issued a violation notice to the RHA regarding
unauthorized mowing within a buffer zone that was done at our Wilson Street property. This action
took place by our outside contractor on the first mow of the year. All parties have been reminded of the
"off- limit" areas at that location when we met to discuss the problem. Additional violations may result
in a fine.
- The Board decided to not meet in the month of July 2010. A special meeting will be scheduled if
deemed necessary to address any concerns regarding the sale of Grand Street.
Real Estate Matter:
- 11 Grand Street: All ads for Request for Proposals to sell this property have been placed. A
public viewing is scheduled for June 10, 2010 from 10:00am til noon, bid closing is June 18,
2010 at noon, and the bid opening is on June 21" at 10:00am with RHA legal counsel, Brad
Latham present to oversee that process. At this time, only five RFP's have been picked up at the
office.
- The fourth quarter tax bill for 11 Grand Street is past due, however, based on the opinion of
Town of Reading Counsel, Ellen Doucette, the RHA is only responsible to pay a PILOT amount
as of February 17, 2010. The assessor's office must make the necessary adjustments within its
office. RHA will contact the Town of Reading to confirm this process.
Board Schedule
August, 2010 BOARD MEETING: 08 /0212010 @ 5:30 PM
1"63 TO ADJOURN: 6:55 PM. Move Mary Second Tim Vote 3 -0
R piltfullysubmatcd,
Lyn E. Whyte, Secretary & Executive Director
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