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Home My WebLink About2009-11-02 Reading Housing Authority MinutesREADING HOUSING AUTHORITY ' MINUTES OF THE Regular BOARD MEETING, November 2, 2009 A regular business meeting of the Reading Housing Authority was held on Monday, November 02, 2009 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 5:40 P.M. with the Chair, Karen L. Flammia, presiding. Those members present and funning a quorum were Kevin Mulvey, Diane Cohen and Timothy Kelley as well as the Secretary/Executive Director, Lyn Whyte. Mary Connors was absent. Also present were guests; RHA legal counsel Brad Latham and RHA Fee Accountant, Jill Fenton. Minutes Move Diane Second Kevin Vote 4 -0 10.20 VOTED: To accept for the record the Minutes of the Regular Business Meeting of October 5, 2009, as presented. Finances Move Kevin Second Diane Vote 4-0 10 -21 VOTED: To approve and sign the checkrolllbillroll for the period for Accounts Payable Check #2455- 2498 Payroll Summary as presented for October, 2009. Section 8 Voucher Program, #4261 -4353 as presented. Finances Move Tim Second Kevin Vote 4-0 10-22 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end September, 2009 of the current fiscal year. FY 2010 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 2010 4001 Budget Move Tim Second Diane Vote 4 -0 10-23 VOTED: To approve and sign the FY 2010 4001 Budget as submitted. FY 2010 689 Budget Move Tim Second Kevin Vote 4-0 10-24 VOTED: To approve and sign the FY 2010 689 Budget as submitted. To accent gift of 11 Grand Street Move Diane Second Tim Vote 4 -0 10-025 VOTED: To accept gift and transfer of ownership of property located at 11 Grand Street, Reading, MA with a life estate attached from Mr. Steve Thompson to the Reading Housing Authority. Personnel Matters: - New staff person, Gail Donovan has been a great addition to the staff. Report of Programs: - Vacancy Report- Report prepared by State Program Coordinator, Mitch Hudzik indicated full lease -up in all state programs; elderly and family. No advanced notice of upcoming vacancies at this time - Sec 8 Report- RHA received official notice from HUD on our SEMAP report. The RHA is considered a high performing agency. The Board extended congratulations to Section 8 Program Coordinator, Kathy Rolli for ajob well done. Resident Service Coordinator- Current Tannerville Newsletter provided. New Business: - Fee accountant, Jill Fenton, made FY 2010 budget presentation for all programs. She reviewed current budget guidelines that included an overall cut of 4.7% to housing budgets and how those guidelines affected the RHA. As an agency with a retained revenue status, we are less affected by the cuts; I however, the overall approach will be conservative heading into this fiscal year. The only increases noted in this year's budget and within all programs would be limited to actual costs reflected in maintenance labor, insurance and employee benefits. All other budgeted items will remain the same as fiscal year 2009. The Executive Director included budgeted items for major repairs for the Oakland/Waverly family development and the potential addition of a file room to the rear of administrative offices. These projects will not be done without further discussion and approval of the board before expending any funds for this work. Also, the Executive Director requests the opportunity to address the Board about the distribution of administrative bonuses at some time in the third or fourth quarter of the current fiscal year. This cost has been built into the budget by combining two previously vacant positions, however, RHA would like to be sure that there will be no additional state cuts or unexpected emergencies before making a final decision. Certification forms were provided to Board members present for their signatures and will be forwarded to DHCD as required. The budget itself will be submitted electronically by the Executive Director - The Executive Director reviewed the work done at our Wilson Street and Bancroft Avenue properties. The vapor barrier was installed without incident at Wilson Street. An additional water pump was installed in the basement area. The results have been positive, with little standing water seen. RHA is still working with town departments to fill in the swale located in the side yard at this location. Progress is slow but expected to be done by spring. In addition, the Bancroft property was painted with the help of the Middlesex Sheriffs Department and the front porch area was replaced. The project was extended one week due to inclement weather with great results. The overall cost to have the work release group do this work was approximately one thousand dollars. The feedback from neighbors, staff and our tenants, namely DMR has been quite positive. All properties look great and we are ready to head into the winter months. Real Estate Matter: - Brad Latham, legal counsel for RHA was present to review the details regarding the gifting of I 1 Grand Street by owner, Steven Thompson, to the housing authority. The deed was transferred to RHA on September 24, 2009 with a living trust attached. Mr. Latham informed the Board that Mr. Thompson has exclusive use of the property during his lifetime. The BHA has a right to enter the property from time to time to inspect and protect its interest in the property. Mr. Thompson has the obligation to pay real estate taxes on the property during his lifetime. At the present time, the property is not insured and unfortunately, the RHA cannot insure it themselves due to the circumstances that are beyond the control of this agency at this time. Mr. Latham also I informed us that the property is on the local Historical Register which means that any attempts to demolish this building could result in a one year demolition delay imposed by the Reading Historical Commission. The Executive Director did have an opportunity to inspect this property with maintenance staff and based on that inspection, it is most likely that the home would be considered uninhabitable. We have been unable to determine the cost associated with repairing this home at this time. Board member, Timothy Kelley suggested that we consider pursuing a demolition permit now in order to "start the clock" on potential delays. That option will be discussed further at our next meeting. Based on information provided to both Mr. Latham and the Executive Director, Mr. Thompson is not residing in the home at this time and is instead in a Hospice House and not doing well. Unfortunately, his prognosis is not good. The RHA has ' offered help to Mr. Thompson through his attorney if he should request it of us but until such time as his passing, the RHA is limited in what we can do with the property at this time. Executive Director attended a meeting regarding the sale of Cedar Glen property. The Town of Reading and the Reading Housing Authority have right of first refusal on this property and the purpose of the meeting was to have full knowledge of the particulars involving this large property. At this time, the Town and the Housing Authority appear to have no interest in purchasing this property. However, it was a good time to request that the new owners look into the possibility of changing their administrative plan to address a local preference which had not been their practice previously. The Executive Director has provided information to Town Counsel, Ellen Doucette and Town Manager, Pete Hechenbleikner in this regard. Our hope is that the new owners will consider our request seriously. Board Member, Timothy Kelley addressed the possibility of new affordable housing connected with an overlay project involving property in the vicinity of the old Atlantic building. At this time, there appears to be language that might allow the Housing Authority or some other agency to oversee and potentially administer this affordable program. The Executive Director had no real knowledge of this project. She suspected that this type of language is routinely being inserted in regard to these type of projects statewide thus providing an opportunity for a local agency to get involved if it is administratively and financially feasible to do so as a project moves forward. Mr. Kelley will keep us updated. Board Schedule December, 2009 BOARD MEETING: 12/07/2009 @ 5:30 PM 10 -026 TO ADJOURN: 7:05 PM. Move Tim Second Diane Vote 4 -0 Resp�c ully submitted, Lyn E. Whyte, Secretary & Executive Director