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Home My WebLink About2008-10-06 Reading Housing Authority MinutesREADING HOUSING AUTHORITY ' MINUTES OF THE Regular BOARD MEETING, October 06.2008 A regular business meeting of the Reading Housing Authority was held on Monday, October 06, 2008 at 7:00 P.M at the office of the Reading Housing Authority the town of Reading, Mass. The meeting was called to order at 7:10 P.M. with the Chair, Mary Connors, presiding. Those members present and forming a quorum were Diane Cohen and Timothy J. Kelley as well as the Secretary/Executive Director, Lyn Whyte and Fenton & Ewald Staff Jill Fenton. Minutes Move Diane Second Tim Vote 3 -0 09 -026 VOTED: To accept for the record the Minutes of the Regular Business Meeting of September 8, 2008, as presented. Finances Move Tiro Second Diane Vote 3-0 09-027 VOTED: To approve and sign the checkrolWillroll for the period for Accounts Payable Check #1824- 1871 Payroll Summary as presented for August, 2008. Section 8 Voucher Program, #2993 -3085 as presented. Finances Move Tim Second Diane Vote 3 -0 09 -028 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end August, 2008 of the current fiscal year. FY 2009 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 2009 4001 Budget Move Tim Second Diane Vote 3 -0 08-029 VOTED: To approve and sign the FY 2009 4001 Budget as submitted. FY 2009 689 Budget Move Tim Second Diane Vote 3 -0 08 -030 VOTED: To approve and sign the FY 2009 689 Budget as submitted. Renewal Accounting Contract Move Tim Second Diane Vote 3 -0 08-231 VOTED: To approve and authorize Executive Director to sign one year contracts, July 1, 2008 through June 30, 2009 with the accounting firm of Fenton, Ewald & Associates per agreements and within current budget guidelines.. Service Animal Expense Deduction Policy Move Diane Second Tim Vote 3 -0 09-032 VOTED: To adopt and implement a policy pertaining to Service Animal Expense Deduction per DHCD Public Housing Notice 2008 -11 as presented by Executive Director for all housing programs administered by the Reading Housing Authority. Section 8 Payment Standards Move Diane Second Tim Vote 3 -0 09 -033 VOTED: To approve updated Payment Standards per K. Rolli's memo. Effective 12 -01 -08 the RHA 100% of FMR would be: 0BDR 1BDR 2BDR 3BDR 4BDR ' $1086 $1146 $1345 $1609 $1767 Personnel Matters: ' - No changes Report of Proerams: Vacancy Report - Mitch Hudzik provided a monthly report to the board indicating two vacancies and two new lease ups in the elderly development in the month of September. We continue to received elderly applications and presently have qualified individuals on that wait list. The state family program has a 3 -BR vacancy at the present time. Program Coordinator, Ms. Hudzik is in the process of determining eligibility of the next wait list applicant for that program. We hope to lease up that family unit by the end of October 2008. - Sec 8 Report- Executive Director reported that RHA presently has 121 vouchers issued as of October I, 2008. We have issued seven additional vouchers in the past six weeks to qualified applicants, however, at this time, none have found housing and leased up. If the seven applicants find housing soon, the HA would be over - leased by three vouchers but will be able to fulfill all financial obligations as a result. - Resident Service Coordinator- Current Tannerville Newsletter provided. New Business: - Jill Fenton of Fenton, Ewald & Associates presented the Budget for FY2009 to the Board. Per DHCD budget guidelines there will be a 0% cap this year. RHA will maintain its "retained revenue" status for this budget year; however, we are close to becoming a subsidy - eaming agency. Reduction in rental income coupled with large increases in utility costs and maintenance costs has impacted all housing authorities nation wide. "Approach with caution" is the recommendation of the Director in the coming ' year.when considering potential capital improvements. Although some potential items or projects are listed in the budget for FY09, they may not be completed. Other routine operating costs that might be weather related may impact the final decision to complete a scheduled modernization project. After a lengthy discussion, motions were presented to approve the budgets for all programs for fiscal year end June 2009 - The Director informed the Board that there have been no additional changes in State Income Limits again this year. 2004 limits still apply. - Per DHCD recommendation, a Service Animal Expense Deduction Policy was instituted by the RHA. A copy of policy was provided to the Board for their comment and approval. A motion was presented. - A letter was prepared by the Executive Director and forwarded to the town thanking them for their assistance on the modernization project at Tannerville. A copy was provided to the Board. - The Director requested approval of the accountant's contract for FY2009. The contract will be prepared in accordance with DHCD guidelines that permitted a 2% increase. A motion was presented and approved. - A request was presented by the Director to adopt the FY09 Fair Market Rents (FMR) as presented by Section 8 Program Coordinator, Kathy Rolli and as outlined by HUD. These payment standards will become effective 12/01/2008 for the RHA. A motion was presented and approved. Real Estate Matter: ' - Update 75 Pleasant Street: All monies due RHA from the sale of this property have been received. Gazebo Circle affordable unit: 1. A letter to Selectmen was forwarded to Town Hall requesting to speak at 9/23/08 meeting to discuss the potential purchase of Unit 404 utilizing $100,000 in Trust Fund dollars as a down payment. Tim Kelley represented the HA at that meeting and provided the Board with an overview of this existing program. In an attempt to have a unit in that program remain ' affordable the RHA would have to initiate its option to purchase the unit rather than it be listed as a market property. We requested the monies to be used as down payment come from the Affordable Trust Fund so that RHA may proceed with the potential purchase of said unit. The Selectmen did approve a joint effort to purchase the unit. 2. The Director informed the board that there were also two more inquiries on the property by qualified buyers. It was suggested that RHA plans to enter into a formal purchase and sale agreement with the present owner be tabled until the November board meeting in order to provide either of these two applicants an opportunity to purchase the unit as a first -time homebuyer. RHA board members were in agreement. The Director will update the Board on the status of this potential sale of this affordable unit at the November meeting. Board Schedule November, 2008 BOARD MEETING: 10/06/2008 @ 7 PM 09 -034 TO ADJOURN: 8:40 PM. Move Diane Second Tim Vote 5 -0 Respec ly submitted, yn Ee� Lyn E. Whyte, Secretary & Executive Director