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HomeMy WebLinkAbout1983-08-08 Reading Housing Authority MinutesREADING HOUSING AUTHORITY Minutes of the Regular Meeting - August 8, 1983 The Reading Housing-Authority met in regular session on Monday, August 8, 1983 at 7:30 P.M. at 22 Frank D. Tanner Drive in the Town of Reading, Massachusetts. The meeting was called to order by the Vice - Chairman, Mr. Westra, in the absence of the Chairman. 'Those members also present were Mr. Rand, and newly - appointed member Patricia Swain. Mrs. Swain was appointed by the Selectmen to fill the vacancy caused by the resignation of Frank Johnson, and Mr. Westra wel- comed her to her first meeting on behalf of the other members. Mrs. Pierce, the Executive Director, was also present. A motion was made by Mr. Rand and seconded by Mrs. Swain, and unanimously: VOTED: To accept the Secretary's Report for the meeting held on July 11, 1983, copies of which had previously been mailed to all members. The Vice - Chairman thereupon declared said motion carried and said vote in effect. Another motion was made by Mr. Rand and seconded by Mrs. Swain, and unani- mously: VOTED: To approve and pay checks and bills for 667 -C in the amount of $6,955.9T,—and to ratify the signing of a check for the Section 8 Program in the amount of $1,392.74. A list of these checks had previously been mailed to all members, and are attached hereto and made a part of these Minutes. The Vice - Chairman thereupon declared said motion carried and said vote in effect. Mrs. Pierce read the Financial Report to the Board which showed that the balance in the BayBank Middlesex checking account for 667 -C on July 31, 1983 was $1,650.02. As of the date of this meeting, after all the above checks were written, there remained a balance in this account of $4,568.06. The balance in the M.M.D.T. savings account was $21,132.86 plus interest. Mrs. Pierce also re- ported that all rents had been collected for the month of August, totalling $8,683. Upon a motion made by Mr. Rand and seconded by Mrs. Swain, it was unanimously: VOTED: To withdraw $4,000 from the checking account to be deposited into the M.M.D.T. account for interest, and to accept the Financial Report as read. The Vice - Chairman thereupon declared said motion carried and said vote in effect. At this time, the attending Board members and Mrs. Pierce met with Ms. Doris Cole of Cole and Goyette, Architects and Planners, to hear her presentation for work on the expansion of the office space. Ms. Cole showed the members several sketches of variations in design that could be used for this new addition, and ideas were exchanged among those present. After a further review of her Firm's creden- tials, Ms. Cole left the meeting, and the members discussed the qualifications of all the candidates that had been interviewed - two of whom had met with the Board at the July meeting. Finally, a decision was made that Stephen Bell would best serve the needs of the Authority on this Project. This was largely due to the fact that he seemed to be the most familiar with E.O.C.D.'s procedures and personnel 0 1 and possessed a general confidence and an informal manner which the Board felt was a "plus ". Therefore, upon a motion made by Mr. Rand and seconded by Mr. Westra, with Mrs. Swain abstaining inasmuch as she had not been present at the first meeting, it was unanimously: VOTED: To enter into a Contract for Architectural services with Stephen Bell of Lowell, Massachusetts, for an addition to the Office Building, subject to the approval of E.O.C.D. The Vice - Chairman thereupon declared said motion carried and said vote in effect, and Mrs. Pierce was requested to initiate the paperwork involved at this point. r, Next, on the Section 8 Program, Mrs. Pierce read a letter from H.U.D. in which they stated that the Authority's Annual Contributions Contract had been increased by $1,872. A Resolution authorizing execution of'this Amendatory Annual Contributions Contract was read before the meeting, and a copy of same is attached hereto, and made a part of these Minutes. A Revision to the Estimate of Total Required Annual Con- tributions to reflect this change had also been prepared to be submitted along with the new Contract. The Contract forms themselves had to be approved and signed by the Reading Board of Selectmen and since their- meeting was in session at the same time as the Authority's meeting, the papers were at the Town Hall. Therefore, upon a motion made by Mr. Rand and seconded by Mrs. Swain, it was unanimously: VOTED: To authorize the Chairman, Mr. Dempster, to sign for the Authority, H.U.D.'s Amendatory Annual Contributions Contract in the amount of $110,088. The Vice- Chairman thereupon declared said motion carried and said vote in effect. Next on the Agenda, was the presentation of the 1983 -84 Budget for 667 -C. This Budget had been prepared by Rick Fenton in its complete form, using the spend- ing cap of 6% on all non - utility expenditures, as allowed by E.O.C.D., with the exception of the Executive Director's salary increase of only 2%. There was much discussion concerning E.O.C.D.'s rating of the Authority's Management Checklist as "Poor ". The Authority has always taken pride in the management of its Project, and its appearance, considering the limited Budget it has to work with; and the tenants are very happy, and not interested in having a voice in the Management since they know that just a talk with the Executive Director will take care of any problems they might have. Mrs. Pierce said she talked with Managment Representative Dean Hobbs about this, but found that he was leaving E.O.C.D. for another position soon, so there was nothing he could do at this point. He did tell her, however, that the rating was largely based on the fact that the Authority doesn't comply to.the letter with all regulations, as far as forms, tenant participation, etc. The fact that for many years there has never been any major tenant problems, and that Audit Reports are always without findings, apparently doesn't count for anything. Mrs. Pierce said she had spoken to Mr. Dempster about this, and he felt strongly that the Board should send a letter protesting the rating, and request an on -site visit by the Management Representative replacing Dean Hobbs. It was agreed that such a letter should be submitted, and Mrs. Pierce was asked to put something together for the Chairman's approval, and mailed to E.O.C.D. Getting back to the Budget, however, everything seemed to be in order as Mr. Fenton had so skillfully worked out, within the caps allowed, and upon a motion made by Mr. Rand and seconded by Mrs. Swain, it was unanimously: 4 2. VOTED: To accept the 1983 -84 Budget for 667-0, as submitted by the Accountant, showing a total of $106,849 in Operating Receipts, and $131,892 in Operating Expendi- tures, with a request for subsidy of $25,043, subject to review and approval of E.O.C.D. The Vice - Chairman thereupon declared said motion carried and said vote in effect. Mrs. Pierce requested that she be allowed to purchase a used power mower for $60.00 which has been offered to her, and can be used at the property at 74 Ban- croft Avenue, as well as for a spare at the Project if needed. The members agreed to this, and a check for same was drawn on the BayBank checking account for 667 -C. It was reported that the problem still remains with the new smoke detectors going off so easily, and both the Fire Chief and the tenants are very upset. Many tenants are so afraid to use their stoves, that they wren 't eating properly, and some of their children have spoken to Mrs. Fierce about this. Mr. Westra said he felt it was about time that this problem was solved and the detectors desensitized somehow, and at no cost to the Authority. He said Simplex certainly is aware enough of their operation here, and how the apartments are laid out, and they should have installed the proper type in the first place. He advised Mrs. Pierce to relate this feeling to Simplex, and if necessary, arrange that their representative and the Fire Chief attend an Authority meeting to get this matter taken care of once and for all. Before concluding the meeting, Mrs. - Pierce reminded the members that Mrs. Swain must be voted into a position on the Board. At the Annual Meeting in April, the position of Assistant Treasurer was left open, and at this time a motion was made by Mr. Westra and seconded by Mr. Rand, and unanimously: VOTED: That Patricia J. Swain be elected by the members of the Reading Housing Authority to the position of Assistant Treasurer for the remainder of the current year. The Vice - Chairman thereupon declared said motion carried and said vote in effect, and Mrs. Pierce was asked to make the arrangements at the Banks for Mrs. Swain to be able to sign checks. There being no further business to come before the meeting, and upon a motion duly made and seconded it was unanimously voted to adjourn the meeting, and the Vice - Chairman did so at 9:45 P.M. Respectfully submitted, - -1 - -_L Janet Pierce, Executive Director and Secretary 3• 1 READING HOUSING AUTHORITY CHECKS & BILLS 667 -C August 8, 1983 Check No. Account Date of Inv. Amount 3302 Janet Pierce (ratify only) - July salary 7/29/83 497.76 3303 James L. Muise (ratify only) 8/5/83 312.22 3304 James L. Muise 8/12/83 312.22 3305 James L. Muise 8/19/83 312.22 3306 James L. Muise 8/26/83 279.03 3307 Patricia Renzello 8/15/83 489.50 3308 Patricia Renzello 8/31/83 458.16 3309 BayBank Middlesex (Fed Inc. Tax W /H) 7/29/83 477.50 3310 Commonwealth of Mass -Dept. of Revenue(Mas Tax W /H) 7/29/83 204.57 3311 Town of Reading Cont. Ret. (JP,JLM,PR) 7/29/83 282.10 3312 Commonwealth of Mass -Group Health Ins. (JLM,PR) 7/29/83 64.53 3313 State Street Bank & Trust Co. (Deferred Comp.) 8/31/83 250.00 3314 Johnson Farm Supply (Materials & Supplies) 7/25/83 30.37 3315 All Electric Supply Corp. (Materials & Supplies) 7/25/83 20.88 3316 Modern Exterminating Co., Inc. (Weevil Control) 7/20/83 15.00 -1317 Avon Supply Co., Inc. (Materials & Supplies) 7/19/83 81.37 3318 Reading Municipal Light Dept. 7/26/83 2326.26 3319 New England Telephone 7/13/83 45.16 3320 Reading Disposal Inc. 8/1/83 234.00 3321 Petty Cash - RHA 8/4/83 74.18 3322 Simplex Time Recorder Co. 6/9/83 & 7/26/83 113.00 3323 General Electric Co. (Materials & Supplies) 7/5/83 15.95 TOTAL 6,895.98 3324 Joseph Boncorddo - (purchase of used lawn mower) 8/8/83 60.00 3325 M.M.D.T. (deposit excess funds in Savings) 8/8/83 (4,000.00) Total 6,955.98 3326 Janet Pierce (Check for August to bring up to date) 8/15/83 497. 6 $7,453. Section 8 Program 3123 RHA 667 -C 8/1/83 1,392.74 Project 689 -1 123 Town Municipal Light Dept. (Elec. 1/27/83-8/9/83) 8/26/83 207.11 1 R: " . ., w. i1 f 19 x " ` #, � �.• LAWS 88 omsWed Vy Cb&PW the pwvwng Ads of 1876& a *4" of ► A o! 197 and C � �y be (Location) ri „K �fd`> . lam• �f , i� a'4+ >� ✓iri�zAC'�„t'e •�� on the fauowwg Time z+; for the Of .R RESOLUTION AUTHORIZING EXECUTION OF AMENDATORY ANNUAL CONTRIBUTIONS CONTRACT WHEREAS, the in Auth tit • "Public Housin „ (herein called the g Agency ) has undertaken to Provide decent, safe and sanitary housing With financial assistance from the UNITED STATES OF AMERICA (herein = called the "Government "), pursuant to a Contract between the Parties dated the Januar 28, 1983 (herein called the "Section 8 Housin A • Payments Program Annual Contributions Contract ") g ssistance • ; and WHEREAS, the Public Housing Agency and the Government propose to enter into a Contract ' Housing Assistance Payments Program Annual Contributions mending the Section 8 ons Contract as permitted by the United States Housing Act of 1937, as amended. NOW, THEREFORE, BE IT RESOLVED by the Public Housing Agency, g g ncy, as follows: Section 1. The Amendment to the Section 8 Housing ssistance Pa _ g Yments Program Annual Contributions Contract is hereby approved and accepted both as t substance and the proper officers of the Public Ho usin o form and P P and directed to execute said Amendment in quadruplicate g Agency are hereby authorized on behalf of the Public Housing Agency and to impress and attest the official seal of the Pub ' Agency on each of said four counterparts of said Amendment. Public Housing Section 2. Thp 8 is hereby authorized and directed forthwith to forward all counterparts Of said Amendment, as executed on behalf of the Public Housing Agency to the Government, with such other documents evidencing he together B a pproval and authorizing the execution � of said Amendment as may be required by the Government.