HomeMy WebLinkAbout1983-10-17 Reading Housing Authority MinutesREADING HOUSING AWHORITY
Minutes of the Special Meeting
October 17, 1983
The Reading Housing Authority met in Special Session at 7 :30 P.M. on
Monday, October 17, 1982 at 22 Frank D. Tanner Drive in the Town of Reading,
Massachusetts. Proper notice of this meeting was posted by the Executive Direc-
tor in accordance with the provisions of Chapter 39 of the General Laws as amended.
The meeting was called to order by the Chairman, Mr. Dempster. Those members
also present were Mr. Rand, Mrs. Swain, Mr. Westra and Mr. White, forming a quorum.
Mrs. Pierce, the Executive Director, was also present's as well as Patricia Renzello.
First on the Agenda was a presentation of the proposed plans for office
expansion by Jeffrey J. Cook, Architect. His wife and assistant, Barbara Cook,
was also present.
Before going into his presentation, Mr. Cook took some time to inform the
members of an ownership change within the company of Stephen Bell, Architects, Inc.
with whom the Authority has contracted for this particular project. He explained
that, for personal reasons, Mr. Stephen Bell has transferred the ownership of the
firm to Jeffrey Cook, but that he will remain as Vice - President. The firm will
keep the same name, address and staff and their commitment to deliver the same com-
petent achitectural services. Mrs. Pierce told the Board that Mr. Bell had called
her previously to tell her that he has complete faith that Jeffrey Cook will handle
the project to the Authority's satisfaction.
Mr. Cook also advised the Board that E.O.C.D. is aware of this change and they
have given him their permission to continue all of E.O.1C.D.'s projects that are under
contract.
Mr. Cook then proceeded with his presentation of,plans and cost analyses
of three different proposals for the office addition, and requested the Board's
input as to their specific wishes in the final development of the plan which will
be submitted to E.O.C.D. for approval.
The members spent much time going over each Plan, and used ideas from each
to come up with what they thought would be the most cost efficient, but practical
plan from the standpoint of office staff and procedures. Mr. Cook said that he
obtained much more insight into exactly what the Authority was looking for as a
result of this meeting, and would try to get back to the next regular meeting with
his revised proposal.
At this point, Mr. & Mrs. Cook left the meeting. The Board briefly discussed
the fact that the ownership of this firm has changed since they selected Stephen Bell
for this Project, but agreed that Mr. Cook had done a very thorough job so far, and
that they would follow through with the Contract.
Before going into the next order of business, Mrs. Pierce requested that the
Board sign some additional checks for the month of October as follows:
667-0 Ck. #3393 - Town Collector (water & sewer bills)
Sect. 8 Ck. #3221 - RHA 667-0 (reimbursement on Health Ins.)
Inv. of 10/1/83 - $1,066.05
$982.24
1.
Proj. 689 -1 Town Collector (Water & Sewer Bill) Inv. 10/1/83 $17.10
Upon a motion made by Mr. White and seconded by Mr. Rand, it was unanimously:
VAPID: To approve the payment of the above checks for the month of October.
The Chairman thereupon declared said motion carried and said vote in effect, and the
checks were signed.
Lastly on the Agenda, was a discussion concerning the Request for Proposals
under the Chapter 707 Program, which was briefly brought up at the last regular
meeting.
The members who were absent at the last meeting had been sent the data
on this matter, and since the meeting, Mrs. Pierce had attended a pre - application
conference put on by Donna Killeen, Coordinator of the 707 Program.
At this meeting, it was made very clear that as far as the Moderate Rehab.
money available, it will only be awarded to those Authorities who have the manage-
ment capacity and rehabilitation expertise, or can use the services of a community
based non - profit agency for this purpose.
Mr. Dempster stated that, as always, too little time has been given Authorities
to put something together or find an agency who could help, but that it would be good
for the Authority to consult with someone for any future money that could become avail-
able. He said that E.O.C.D. must have the names of consultants or developers who
could work with an Authority on a small project of rehabilitation, and put together
the application package required when the time comes. He suggested that Mrs. Pierce
write to the 707 Coordinator, and put such a request to their office.
In the meantime, even though the Authority has just received an additional
15 units of Section 8 funding, it was the general consensus that application should
be made to obtain entrance into the Scattered -Site Program in order to help more
families and elderly who are currently on our waiting lists.
Therefore, upon a motion made by Mr. White and'seconded by Mr. Westra, it
was unanimously:
VOPEDs To authorize the Chairman to prepare an Application for 6 units
under the Scattered -Site Chapter 707 Program, with a breakdown of:
2 - 1 BRM units 2 - 2 BRM units 2 - 3 BRM units
The Chairman thereupon declared said motion carried and said vote in effect, and Mrs.
Pierce and Mrs. Renzello were asked to get the information together for the Chairman's
approval of this application.
There being no further business to come before the meeting, and upon a motion
duly made and seconded, it was voted unanimously to adjourn the meeting, and the Chair-
man declared the meeting over at 9 P.M.
Respectfully submitted,
/Janet Pierce, Executive Director
and Secretary
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Minutes # 1
documentation Stephen w.
PROJECT Office Addition to the Reading Housing Authority
Location Reading, MA -
J wo 8313
0o/*
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SUBJECT Schematic Design Proposals
1
Tione
Location of meeting . Reading Housing Authority Community Room
Parsons or 0190niANIONs Mwolwd
Richard S. Dempster, Chairman
William F. Rand Jr.
Patricia Swain
L.F . Westra
Philip R. White Jr.
Janet Pierce, Executive Director
Patricia Renzello, Administrative Assistant
7 :30 P.M.
Item #1: The Architect brought up the new transfer of Stephen M. Bell Archite
ownership. The same staff will remain.
Item #2: The Architect then proceeded with the proposals to be discussed. The
board presented was the Site Plan.
Item #3: Discussion of existing Site Utilities that will affect the Addition.
Item #4: Proposal #1 discussed by the Architect, giving a general overview of
the design scheme.
Item #5: Code question was brought up by the board on the frontage allowed in
Reading; concerning the setback limit from road to building. The
Executive Director felt this wouldn't be a problem for this particular
Addition because of a discussion with the Building Inspector.
s, Inc. ' s
Item #6: Air Conditioning was discussed by the board for the new addition. Window
Type Units exist right now. Board members felt the existing systems
could not support the new addition. No conclusion for the air conditioning
for the new addition was reached at this time. It will be discussed further.
Item #?: Discussion of second egress door on proposal, is there really a need for a
second door? The Administrative Assistant explained the reason it was
used, but it could possibly be taken out and the addition would function
just as well. Discussion also centered around savings regarding using
window instead of a door.
Item #8: Architect discussed Proposal #2: less expensive than #1, more similar
to existing building.
(cont.)
r
meeting pg ,
documentation ,.„,.,M
Item 49: Architect discussed Proposal #3: Corners were cut because of design
and possible zoning regulations. Since zoning regulations would not
be a problem, this Proposal would not be needed as an alternative.
Item #10: Architect. raised design issue regarding possible cathedral ceilings.
Discussion regarding insulation, and added cost to have this type
of ceiling followed. The board felt this was a nice design idea, how-
ever, they thought it was too expensive for this particular project.
Item #11: The Architect then passed out cost analysis sheets on each Proposal.
Item #12: The Architect discussed the Site Utilities and their costs to alter
them. He expressed the need to find out where the existing piping
was located, especially the 6" Water Main. These had to be located
before the project started so the Architect could make design decisions.
Item #13: The Executive Director and Board agreed to have a Maintenance Person
dig a hole 12' -9" from existing building to try to determine where t e
Water Main is located. The hole would have to be far enough past th
frost line, (31 -60, - 4' -0") to find pipe.
Item #14: Discussion of checking the Water Main location also by checking with
the Water Department. The Executive Director will check into the in
mation that the Water Department may have.
Item #15: Tree Removal to build addition and add driveway in was discussed. T1
trees will have to be removed, possibly a fourth tree if the drivewa;
retains a certain configuration.
Item #16: Discussion of cost analysis on each Proposal, #1 Proposal was most
expensive because of the entire brick end elevation and the cathedral
ceiling. The driveway will be added to the project as an alternate,
if price is reasonable and within budget it will be done.
Item #17: Discussion of driveway followed with a possible better way to construe
the driveway. Removal of existing fence and part of existing gravel
bank on opposite building could be possible alternatives. The drivew,
should have a better turning radius @ corner.
Item #18: Furniture on plans were discussed. The Architect explained what each iece
was and any new furniture that he plans had included.
Item #19: Discussion of money and maintenance regarding the brick end elevation
in relation to the wood end. The wood end was decided upon,
Item #20: Discussion of Executive Director's privacy. It was felt by all attendees
that the need was for a bigger office and a solid wall
(cont.)
meeting
,, documents
tion
Minutes # 1
Pg- 3
Stephen M.
Item #21: Conclusion of design ideas was discussed by attendees:
1. No corner windows
2. Enlarge back office in existing space
3. Definatgly wood end to follow pattern of building
4. Have Executive Director's office as the new addition
5. Administrative Assistant's office will be in existing
space with a solid wall.
6. A second door will not be needed, this will now become
a window
7.Closet in new addition would be helpful
Item #22: Executive Director will call when their next meeting is so attendees
can discuss and decide on a final scheme.
Meetings are held on the 2nd Monday of each month, they will call
Architect when next meeting is scheduled.
Item #23: End of Meeting.