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HomeMy WebLinkAbout1984-04-11 Reading Housing Authority MinutesREADING HOUSING AUTHORITY Minutes of the Re ulcer and Annual Meeting - April 11, 1984 The Reading Housing Authority met in regular session on Wednesday, April 11, 1984 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 members also present were Mr. White, Mr. Rand, Mrs. Swain, and Mr. Westra, forming a quorum. Mrs. Pierce, the Executive Director, was also present. At this time, the Board turned their attention to Jeffrey Cook, Architect on the office expansion project, who was present, with Barbara Cook, to review the final plans with the members, before submitting them to E.O.C.D. First, Mr. Cook went over his Minutes of the meeting which took place on February 13, 1984, a copy of which is attached hereto. Then he displayed the Contract Drawings which will be presented to E.O.C.D. for their final approval, along with the Project Manual and Specifications. The Board spent much time going over the details, and asking questions concerning time tables, etc. of Mr. Cook. After everything was explained to the Authority's satisfaction, a Motion was made by Mr. Rand and seconded by Mr. Westra, and unanimously: VOTED: To accept the drawings and specifications for the expansion of the AuthMrity's office space at 22 Frank D. Tanner Drive, as presented by Mr. Jeffrey Cook, Architect, for Stephen M. Bell, Architects, Inc. The Chairman thereupon declared said motion carried and said vote in effect. Jeff told Mrs. Pierce that she was to mail two copies each of the Drawings and Specifications, along with the excerpt from the Minutes of this meeting con- cerning the vote of the Board, to Mr. James Fitzpatrick of E.O.C.D. At this point he and Barbara left the meeting, with the Board's thanks for attending. A motion was then made by Mr. Westra and seconded by Mr. White, and unani- mously: VOTED: To accept for the record, the Minutes of the Regular Meeting held March 12, 1984, and the two Special Meetings of March 19 and 27, 1984, copies of which had previously been mailed to all members. The Chairman thereupon declared said motion carried and said vote in effect. A motion was made by Mr. White and seconded by Mr. Westra, and unanimously: VOTED: To approve and pay checks and bills for 667-C in the amount of $16,01j.$�, -and for the'.Section 8 Program in the amount of $18.22, A list of these checks is attached hereto and made a part of these Minutes. The Chairman thereupon declared said motion carried and said vote in effect. „► Mrs. Pierce reported that the balance in the BayBank Middlesex Checking Ac- count for 667 -C was $1,616.17 as of March 31, 1984. With the payment of the above bills due at this time, this account would show a deficit balance of $6,241.58. The balance in the Massachusetts Municipal Depository Trust savings account was $10i568.56 plus interest. In order to obtain the discount on the electric bill, payment was due the day after this meeting. Accordingly, Mrs. Pierce had drawn 1. a check from the M.M.D.T. account in the amount of $5,000 prior to the meeting to cover lQ check. Another check for approximately $1,500 would be forthcoming from the Section „rogram reimbursement to 667 -C to cover the remainder of the deficit. It was reported also that all rents for the month of April had been collected, totalling $8,779.00. Upon a motion made by Mr. White and seconded by Mrs. Swain, it was unanimously: VOTED: To ratify the withdrawal of $5,000 from the M.M.D.T. account to clover the monthly expenses, and to accept the Financial Report as read. The Chairman thereupon declared said motion carried and said vote in effect. Next on the Agenda, was a follow -up on the 689 Program and the "meeting with John Walker, Architect on this Project, at the March 12th meeting. At that time, Mr. Walker had given the Board an approximate date of April 1st to go out for bids. Mrs. Pierce said she had had a conversation with Steve Spinetto of E.O.C.D. that morning, and she was told that Mr. Walker was expected in his office that afternoon with the drawi:gs. He promised to call Mrs. Pierce at her home before the meeting time to report on This meeting with Mr. Walker. She did not hear from him. The members were in unanimous agreement that the time has come to take some strong action in this matter, even to the point of discharging Mr. Walker from his duties as Architect on this Project. Mr. Dempster asked Mrs. Pierce to put together a - letter to. this effect,for :file. resrieviv, as soon as possible, so that something oan be done to get this project underway once and for all. The subject of the outside painting of Project 667 -2 was _brought before thy: meeting by Mrs. Pierce. She reminded the members that this had been put into the current budget as.a non - routine expenditure from the operating reserve account, and had been approved by E.O.C.D. She said she felt remiss in not having prepared.,_' for this sooner, as time is growing short until the end of this fiscal year, and the job has to go out on bids. A total of $6,000 had been put into the Budget for this item, based on a previous figure for this same job in 1978. However, at the time the Budget was submitted, the replacement of the wooden shutters with the vinyl ones, as hung in Project 667 -1 a couple of years ago, was not taken into consideration.' Mrs. Pierce said she didn't know if she should include the replacement shutters as part of the specifications, since this would probably make the total well over the: $6,000 allowed; or just go out to bid for the trim painting alone, and put in for the shutters in next year's Budget. Mr. White thought it would be best to have the painting done in the final month of this year, June, and then put the shutters into the new Budget, beginning July. He said that if Mrs. Pierce would leave a copy ',of the specifications with him, he would look it over and try to help her with the wording. In the meantime,.Mrs..Pierce said she would check with her Field Representative, and get his suggestions, but one way or another she said she would try to get something started shortly. At this point, a motion was made by Mr. White and seconded by Mr. Rand, and unanimously: VOTED: That the meeting go into Executive Session. tw Chairman thereupon declared said motion carried and said vote in effect. Discussion at this time concerned applicants for housing. A motion was made by Mr. White, and seconded by Mr. Westra, and unanimously: 2. VOTED: That the meeting go out of Executive Session. (The Chairman thereupon declared said motion carried and said vote in effect. Inasmuch as this was the Annual Meeting of the Board, a motion was made by Mr. White and seconded by Mr. Westra, to cast one ballot for the re- election of Mr. Dempster as Chairman, and all other members to the positions which they currently hold,for the ensuing year. A roll call vote was taken and it was unanimously: follows: VOTED: That the Offices for the Reading Housing Authority remain as Chairman Richard S. Dempster Vice - Chairman Leonard F. Westra Treasurer William F. Rand, Jr. Asst. Treasurer Patricia J. Swain Asst. Secretary Philip R. White, Jr. the Chairman thereupon declared said motion carried and said vote in effect. Upon another motion made by Mr. Rand, and seconded by Mr. Westra, it was unanimously: VOTED t That Janet Pierce be appointed Executive Director for the uxoming year and is therefore, ex officio, also the Secretary of the Authority in accordance with the By -Laws, Article I, Section $. f4wbe Chairman thereupon declared said motion carried and said vote in effect. Mts Pietee- ,requested PfflMission:. to • purchase a: men► -.. typewriter for the Section 8 Program. The machine that Patricia Rensello is currently using was an inexpensive model purchased after the robbery in the office a few years ago,' and is inadequate for all the typing she does. She and Mrs. Pierce had gone to test a Royal Satellite II typewriter at BayState Business Sytems which is listed under the HUD Purchasing Contract, and they liked it very much. The cost to the Housing Authority was x+30 with a trade -in of the old one of $30.00. This would be charged to the Section 8 Program alone. After a brief discussion concerning other models, it was agreed to purchase the typewriter mentioned above. 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 the Chairman there- upon declared the meeting adjourned at 9:43 P.M. Respectfully submitted, Janet Pierce, Secretary acd Executive Director 3• 689 Program 33 S. M. Hodson - (Oil Bill - reimbursed by occupant) 2/29/84 1,150.35 READING HOUSING AUTHORITY CHECKS & BILLS 667 -C (W April 11, 1984 .heck No. Account Date of Inv. Amount 3544 Thermo - Guard, Inc. (ratify only - conservation 2/12/84 500.00 3545 NSHEDA - (Exec. Dir. � en anceaa rN Or1� g.)ft fy 4/1/84 12.00 3546 James L. Muise (ratify only) 4/6/84 312.22 3547 Janet Pierce (ratify only) 4/6/84 514.42 3548 James L. Muise 4/13/84 312.22 3549 James L. Muise 4/20/84 312.22 3550 James L. Muise 4/27/84 279.03 3551 Patricia Renzello 4/13/84 551.28 3552 Patricia Renzello 4/27/84 519.94 3553 Town of Reading Contributory Retirement Fund 4/11/84 295.06 3554 PEBSCO /MA Plan Coordinator Account (deferred comp.) 4/11/84 250.00 3555 Baybank Middlesex, N.A . 3/31/84 494.90 3556 Comm. of Mass. /Dept. of Revenue (Mass. Inc. Tax W/H) 3/31/8+ 195.13 3557 Comm. of Mass. /Group Insurance Comm. 3/31/8 64.53 3558 Richard Scott Fenton, C.P.A. 4/1/84 125.00 9 Authorized Service, Inc. (range units) 3/23/84 67-53 3560 Reading Disposal Inc. 4911/84 234.00 3561 New England Telephone 3/13/84 46.67 3562 Reading Municipal Light Department 3/26/84 8,615.43 3563 Comm. of Mass. /Group Insurance Comm. (gtrly RHA payment) 4/2/84 989.00 3564 Business Copy Associates, Inc. (Copier supplies) 3/13/84 30.51 3565 Johnson Farm Supply 4/11/84 18.58 3566 Home Energy Planners -(Hot Water Tank Wrap Kit) 3/13/84 17.00 3567 D & J Repair - (Refrig. repair - 9 -3) 3/30/84 62.60 3568 Town Collector (Water & Sewer Bill) 4/1/84 1.124.01 3569 Petty Cash 4/9/84 2. 15• Section 8 Program 3532 Patricia Renzello _ -Mileage reimb. - qtr.) }/31/84 18.22 689 Program 33 S. M. Hodson - (Oil Bill - reimbursed by occupant) 2/29/84 1,150.35 A* MANO IM u r .e 5 m � r :^ter C! In Executive Session, there was discussion over the tenancy of Mrs. Violet Weston, and her daughter, Lois, as an exceptional case, over and above the Priority List. Meetings had been held previously concerning this matter with members of the various Agencies concerned, and copies of all documents supporting this action is attached hereto. At this meeting of April 11, 1984 - - - - - A Motion was made by Mr. White and seconded by Mr. Westra, and unanimously: VOTED: That the Standard Waiting List and all Priority Gategories be waived to allow Mrs. Weston and daughter residency at 14 Frank D. Tanner Drive, Apartment #2, as an Exceptional Case under the Eligibility Regulations established by E.O.C.D., as documented herewith. * The Chairman.thereupon declared said motion carried and said vote in effect. a *This Vote is contingent upon receipt of the Medical Report on Lois Weston, which had not been received at the time of this Meeting, and a written statement by the Department of Mental Health that Lois was not capable of living alone, and in the event that Mrs. Weston should leave her residence for any reason, Lois would be relocated.