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HomeMy WebLinkAbout1983-05-09 Reading Housing Authority MinutesREADING HOUSING AUTHORITY Minutes of the Regular Meetin& --%y 9, 1983 The Reading Housing Authority met in regular session on Monday, May 9, 1983 at 7:30 P.M. at 22 Frank D. Tanner Drive in the Town of Reading, Massachusetts. Notice of this meeting had been properly posted in accordance with the By -Laws. The meeting was called to order by the Chairman, Mr. Dempster. Those mem- bers also present were Mr. Westra and Mr. Rand, forming a quorum. Mrs. Pierce, the Executive Director, was also present. A motion was first made by Mr. Westra and seconded by Mr. Rand, and unanimously: VOTED: To accept for the record, the Minutes of the Annual Meeting held April 12,, 1983, copies of which had previously been mailed to all members. The Chairman thereupon declared said motion carried and said vote in effect. Another motion was made by Mr. Rand and seconded by Mr. Westra, and unanimously: VOTED: To approve the payment of bills and sign checks for 667 -C in the amount of 11,173.57 and to ratify and sign checks for the Section 8 Program in the amount of $1,279.34 and Project 689 -1 for $612.00. A list of these bills had pre- viously been mailed to all members, and are attached hereto and made a part of these Minutes. The Chairman thereupon declared said motion carried and said vote in effect. Iv ,xs. Pierce reported on the financial condition of the Authority, advising that the balance in the BayBank Middlesex Checking account as of April 30, 1983, was $369.19. With the payment of the above checks due at this time, this account would show a deficit balance of $ 742.04. The current balance in the M.M.D.T. Savings account for 667 -2, was $27,208.75 plus interest. All rents had been paid for the month of May, totalling $8,690.00. Mrs. Pierce also reported that the two new Money Market accounts discussed at previous meetings were now established with MassBank for Savings in Reading - with current balances of $16,312.26 for Section 8, and $58,000.00 for Project 689 -1. At this time, a motion was made by Mr. Westra and seconded by Mr. Rand, and unanimously: VOTED: To withdraw $1,000 from the M.M.D.T. to cover current expenses, and to accept the Financial Report as read. The Chairman thereupon declared said motion carried and said vote in effect, and a check was drawn on the M.M.D.T. account. Mrs. Pierce gave the members an update on Project 689 -1 and the status of its development. She said that all the paperwork on the sale of the property, including the Plan of Land recently obtained, had been forwarded to E.O.C.D., and was assumed to be satisfactory. The Contract for the Architect, John Walker, had been approved, but to date he has not presented any preliminary drawings or speci- fications on the work to be done to renovate this property for the purpose intended. 0 1. Mrs. Pierce reported that there had been a problem with the person with whom the Authority contracted to live in the house at 74 Bancroft Avenue until renovations were begun. It was decided between Mrs. Pierce and the representatives from EMARC to ask Mr. Underwood to vacate the premises, and he did so as of May 1, 1983. This leaves the property unoccupied at this time, but timers have been set in the house for lights in the evening, and Nancy Watt of EMARC said she would check the inside on a regular basis, as she lives in Reading. Where the Board felt that there was no immediate problem with the house empty, they would feel better if there were someone in residence, and asked Mrs. Pierce to request that EMARQ try to find a person willing to move in temporarily. At this point, Mr. White entered the meeting, making the total number of members present four instead of three. Next the members were given a progress report on the expansion of the office space as discussed previously. They were informed of the approval for the fund- ing of this project by E.O.C.D., and permission to begin the Architect's Selection Procedure. Mrs. Pierce said she would be working on this during the coming month. Concerning the new Budget for Fiscal '84, Mrs. Pierce told the members that E.O.C.D. is making changes in the Management Checklist which is required for the determination of the spending cap for each Authority. Authorities with July budgets were told at a recent meeting with new Management Bureau Chief, Sandra Henriquez, that they should hold up their Budgets until further word from them, and would be granted extensions on their Budget submissions if necessary. It was announced to the members that Mr. Crouse who has served the Authority so well as bookkeeper for the past 13 years, was retiring at the end of June on the occasion of his 80th Birthday. Mrs. Pierce said that she had put a lot of thought into the reorganization of the office staff since she and Mr. Crouse had talked, and felt that it was time that the Authority retained a regular Fee Accountant, as most Authorities do, to handle all phases of its operation. Since Rick Fenton is currently used on the Section 8 Program and is extremely competent and fully informed on all E.O.C.D. accounting procedures and policies, Mrs. Pierce asked that he be considered to handle :this work. She has asked him to submit a Proposal to the Board listing all the services that he can perform, and his monthly rate. Of course, the rate for all Accountants for 667 projects is governed by E.O.C.D. based on the number of units in the Project, and this fee will be combined with his proposed work on the 689 and Section 8 Programs. The routine work that Mr. Crouse has performed with reference to Rents, Vouchers and checks, etc. can be performed by Patricia Renzello who currently only works on the Section 8 Program three days a week. Mrs. Pierce felt she could han- dle the routine work in the bookkeeping area, as well as helping with typing for the 667 Program, if she could work one more day a week. It was the suggestion of Mr. White that figures be worked out within the scope of the Administrative salaries, to retain Rick Fenton as a Fee Accountant and give Mrs. Renzello another day's work, for a trial period of two months. The Board agreed to this arrangement, and Mrs. Pierce said she would prepare the figures for the Board's review at the time of the Budget meeting. She also said that she was working out plans for a little send -off party with the tenants for Mr. Crouse, and Mr. Westra suggested that a Citation of some sort be put together by the Board in recognition of Mr. Crouse's faithfulness and fine work throughout these past years. At this time, Mr. Demp6ter put before the meeting, the matter of the pos- sible rehabilitation of the Reading Community Center for housing of some type. He said that from time to time, the re -use of this building, or the destruction 0 2. thereof becomes a matter for debate at Town Meeting, and he felt that the Board should give consideration as to whether or not they wish to pursue the possibility of apply- ing for funds to convert this to a housing project. It was the general feeling that the Board should look further into this matter, and Mrs. Pierce was asked to check with the proper people at E.O.O.D. to see if there were any funding programs becoming available to Housing Authorities in the near future. Lastly, Mrs. Pierce showed the members a letter from the State Auditor's office in which they reported on the Authority's Cash Management Audit which was performed last Fall. They reported one Finding concerning the lack of documentation of income on Rent Reviews which had been discussed at the closing meeting with the Auditor. Mrs. Pierce agreed to require tenants to bring in their checks for copying at the time of the next Review as required by E.O.C.D. - something that she has not asked of them previously. However, a second part to the Finding referred to "Mathematical errors found in the rental computations sampled ". This was never mentioned by the Auditors when they were here, and Mrs. Pierce felt that this was an unfair finding. She said she planned 'to look into this further, and would report to the Board at the next meeting concerning this matter. There being no further business to come before the meeting, and upon a motion duly made and seconded, it was unanimously voted to adjourn, and Mr. Dempster declared the meeting adjourned at 9:30 P.M. Respectfully submitted, r / Janet Pierce, Executive Director and Secretary 0 Qq .I R�ADiNG I may ' 5, r To Tom eClftk " IAWW 'Suva R�liu�. lea.. f In aaeardnnee with the provisoes of Chapter 89 of the General Iowa of the Commonwealth of the Reading Housing Authority I ' ' a..ssaehmetts, as amended. a meeting of wW 4e heid at 22 Frank D. rarmer Drive r dare /e Monday, May,, T. 9, 1983 e: 7:30 P-11. 1 an us loftwift rbw: j j Matters of administration, management and Ifis conter u e related Pr ams. Pasted acecutive Director 0 READING HOUSING AUTHORITY Checks and Bills 667-C May 9, 1983 r' -eck No. Account 3215 M.M.D.T. (deposit into Savings) 3216 Janet Pierce (ratify only - already signed) 3217 James L. Muise 3218 Mahlon D. Crouse 3219 Patricia Renzello 3220 James L. Muise 3221 James L. Muise 3222 James L. Muise 3223 Patricia Renzello 3224 PEBSCO /MASS - (Deferred Comp. - JLM, JP) 3225 BayBank Mdsx. - (Fed. Inc. Tax Withheld) 3226 Comm. of Mass. Dept. of Revenue (Mass. Tax Withheld) 3227 Town of Reading Contrib. Ret. -(JLM, PR, JP) 3228 Comm. of Mass. Group Ins. (JIM, PR) 3229 New England Telephone ;230 Somerset Supply Co. - (Plumbing Materials) 3231 Johnson Farm Supply 3232 Richard Avery - Electrician - (Ck. Hot Water Tank, #4) 3233 Boston Fire Extinguisher Co. (1- Refill -- 1 new tank & Bracket for Comm. Bldg.) 3234 Mass. Sanitary Supply - (Drain Opener) 3235 Reading Municipal Light Dept. 3236 V. Canelas Co., Inc. - (garbage pickup) 3237 Reading Disposal - (trash pickup) 3238 Petty Cash (continued - Page 2) Date of Inv. 4/12/83 4/30/83 5/6/83 4/30/83 5/13/83 5/13/83 5/20/83 5/27/83 5/27/83 5/31/83 4/30/83 4/30/83 4/30/83 4/30/83 4/13/83 4/19/83 4/25/83 4/25/83 4/29/83 4/14/83 4/29/83 4/30/83 4/30/83 5/6/83 Section 8 Checks 2965 RHA 667-C - Reimbursement on Adm. Exp. - May 5/1/83 Project 689 -1 '110 Howard C. Buttrick - Survey for Plan of Land - 74 Bancroft 4/27/83 111 Joseph Boncorddo - Mowing Lawn - 74 Bancroft Ave. 5/7/83 12 John Walker - Architect - lst Installment on Contract 4 /21/83 0 38.00 6,164.94 25.00 234.00 25.67 $ lo, 614.82 1,279.34 85.00 27.00 5,00-00 12.00 Reading Housing Authority Checks and Bills May 9, 1983 Check No. Account 3239 Joseph Boncorddo - Mowing Lawns 667 -C 3240 Russell Johnson - Ptg. Ceilings 17 -1 3241 General Electric Co. (new Refrig. & Range - Stock) Date of Inv. Amount 5/9/83 54.00 5/9/83 43.75 'Final Total 0 5/4/83 461.00 $11,173.57