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HomeMy WebLinkAbout1984-10-08 Reading Housing Authority MinutesREADING HOUSING AUTHORITY Minutes of the Regular Meeting - Oct. 8. 1984 The Reading Housing Authority met in regular session on Monday, October 8, 1984, at 7 :30 P.M. at 22 Frank D. Tanner Drive in the Town of Reading, Massach etts. 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 m also present were Mrs. Swaim, Mr. Westra, and Mr. White, forming a quorum. Mrs Pierce, the Executive Director, was also present. A motion was made by Mr. White and seconded by Mrs. Swain, and VOTED: To accept for the record, the Minutes of the Regular Meeting h$1 on September 10, 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. Whits and seconded by Mr. Westra, and VOTED: To approve and pay checks and bills for 667-0, and to ratify the signing of checks between meetings for 667-0, in the amount of $ 16,092.57• Also, to approve checks for the Section 8 Program in the amount of $5,517.74, and for Project 689-1 in the amount of $21.00. A list of these checks is attac44d hereto and made a part of these Minutes, and was previously mailed to all members. (W i The Chairman thereupon declared said motion carried and said vote in effect. It was reported that the balance in the BayBank Middlesex Checking Acco t for 667-0 was $7,315.53 as of September 30, 1984. As of the date of this meet ing, with payment of all the above checks due at this time, the balance was $2,1733.28. It was also reported that thebalance in the M.M.D.T. account was $20, 571.52 plus interest. Also, all rents for the month of October had been paid, totalling $9,025. Mrs. Pierce advised the members that she would be expecting a reimbursement ch ck also from Section 8 during the month which would leave a higher than normal balance In the checking account, and suggested that some of this money should be put into the savings account. A motion was made by Mr. White and seconded by Mr. Westra, and VOTED: That a deposit be made to the M.M.D.T. from the checking account in an amount to be determined by the Chairman and the Executive Director after all income and payments are calculated for the month; and also to accept the FinanOia Report as read. The Chairman thereupon declared said motion carried and said vote in effect. At this time, Jeffrey Cook, the Architect on the office expansion projec , and his assistant, Barbara Cook, entered the meeting and were heard by the memb rs concerning the recent bid opening. Mr. Cook conveyed disappointing news, as oily two bidders responded, and one had not completed his qualification requirements. The one bid which was in the proper form, was for an amount of approximately $35,000, more than twice as much as was estimated. Mr. Cook said his only conclusion for this situation was that Contractors at this time are all busy, and were not really inter- ested in the job, unless they could make a large profit, - thus the higher bids. His suggestion to the Board was that we try all over again in January - when perhaps things will be slow and there would be more bidders who needed the work. 1. This seemed to the Board like the only alternative, and it was unanimously (W agreed to take this course of action. The members thanked the Cooks for all the work they had put into the Project to date, and expressed the hope that this Project would be eventually completed to everyone's satisfaction. On Project 689 -1, Mrs. Pierce was happy to report that the Plans and Sp e i- fications were finally received from Mr. Walker, and they were on display for tie Board's review. She said that the next step is for EOCD to approve them so that the Authority could go out for bids. The Chairman suggested that EOCD's office should be called again in the upcoming week to see what the status is at this time. Concerning the 705 Program, Mrs. Pierce said that she had spent an after noon with Curtis Davis, Staff Architect from EOCD, William .Locke, a member of the Reading Board of Assessors, and Ben Nichols, long -time Reading resident active in conservation matters, during which time Mr. Davis was shown many available Town- owned properties. Mr. Davis had been very enthusiastic about some of them, and felt that it was very possible to construct duplex houses for the families under this Program on several of the sites. He told Mrs. Pierce that he would get a report back to her with his recommendations, but that in the meantime, she should find out about the re- coning procedures, etc. The Board noted that it was already too late for anything to be taken up at the upcoming Town Meeting in November, as the Warrant was closed. There was some discussion as to whether or not this would involve re- zoning, or building under a Comprehensive Permit. It was decided t wait until further word from Mr. Davis on the particular property he felt was most suitable. Mrs. Pierce read a letter from EOCD concerning the recent adoption of ne eligibility income limits and Fair Market Rents for State -aided housing program This letter clarified their Memo of August 27th, noting that the FMRs listed we not included in this change, and that Authorities must continue to adhere to th Maximum Allowable Rents effective June 1, 1984, previously issued by EOCD. The fore, the rents contained in the Minutes of September 10th, were incorrect, and the correct rents are as follows: 1 BRM - $400 3 -BRM - $546 Copies of a letter from EOCD were distributed to all members concerning the approval of the Executive Director's increase in salary as a result of the new Salary Schedule and the Board's recent letter requesting that Mrs. Pierce's salary be brought up to scale. This request was granted, effective with the July lst Budget. Also, concerning the Budget, the spending caps were received based on the recent submission of the Management Checklist. Overall, the rating of the Author- ity's performance was "somewhat deficient ", but on that basis, the maximum allow- able salary increases were established at 4% for the Executive Director, and 5% for administrative staff. The Authority also qualifies as an eligible authority for budget flexibility with an overall 6% increase in non- utility expenditures for FY 1985. Mrs. Pierce said she was expecting the Accountant around the middle of the month, at which time she would put the Budget together, and perhaps it would be necessary to call a Special Meeting later in the month to approve it. (W Mrs. Pierce also reported that the Conservation Funding request had been approved and the check in the amount of $4,000 had already been received. Intech Specialties, Inc. were expected to begin their work as approved at the August meeting, during the coming week. 2. Notice of a 2 -day Conference being held on October 26th and 27th at the Marriott Hotel in Burlington for Board members and Executive Directors, was red to the members. These meetings would cover a variety of topics of interest fo all State Programs, as well as discussion of the proposed new Tenant Selection Regulations. The cost is $40 per person per day, for conference materials, breakfast, etc. Mrs. Pierce said she planned to attend, and Mrs. Swain voluntl, to represent the Board and report back at the next meeting. Next on the Agenda was discussion about the trash collection system at the Project. Mrs. Pierce told the members that since the owner of Reading Disposal, Mr. Alpedo, retired several months ago, Rafter Disposal Company has been handling the trash collection in the same manner, for the same price. However, Mr. Rafter had recently visited the office to advise her that their company could no longer perform the building -by- building barrel pickup, with two 6 yd. dmnpsters at either end of the Project. He had promised to have a price before the meeting, b# his bid had not yet been received. However, two other bids from Disposal companies had been solicited and the prices were available for the meeting. Both prices were less than the Authority was currently paying per week, but the problem of the tenants having to walk to either end of the Project for their trash disposal, was an upsetting one, knowing the frailty of many of them, and the walking con- ditions at times in the winter. There were many suggestions made among the members, but none that seemed to be practical for various reasons. Mrs. Pierce said she hoped that family members would take on the responsibility of helping the tenants in this matter, and that she would get the tenants together to tell them of the Authority's predicament and request their cooperation. Then, sh would have to contract with the lowest bidder for the job. (W Mrs. Pierce read a Memo from EOCD concerning the new "Right -to- Knox" L which was implemented as of September 26th in the Commonwealth. The purpose of this law is to ensure that every employee who is exposed to any toxic or hazardous substance in the workplace has access to information concerning tho substances or mixtures containing those substances. It stated that a Munici Coordinator must be designated by each city of town to organize compliance. The Board recommended that Mrs. Pierce check with Mr. Agnew to see if t ere is such a person designated in Reading, and in the meantime, have the Maintena ce Man make a list of products he uses during his regular workday, which have the '- cal substances. There being no further business to come before the meeting, and upon a motion duly made and seconded, it was voted to adjourn, and the Chairman ther upon decUred said motion carried, and the meeting was adjourned at 9:30 P.M. Respectfully submitted, Janet Pierce, Executive Director and Secretary 3• V asa �g 2 % ' a _ 9e F r¢ 50. � sj r �s a J re r rt +r. READING HOUSING AUTHORITY CHECKS & BILLS 667 -C October 8, 1984 Arc k No. Account Date of Inv. Amount 3728 Janet Pierce (ratify only) 10/5/84 757.16 3729 James L. Muise (ratify only) 10/5/84 294.15 3730 James L. Muise 10/12/84 294.15 3731 James L. Muise 10/19/84 294.15 3732 James•L. Muise 10/26/84 275.04 3733 Patricia Renzello 10/10/84 541.81 3734 Patricia Renzello 10/24/84 524.55 3735 Comm. of Mass. /Dept. of Revenue (Mass. Inc. Tax W /H) 9/30/84 163.91 3736 BayBank Middlesex, N.A. (Fed. Inc. Tax W /H) 9/30/84 429.20 3737 PEBSCO /MA Plan Coord. Acct. (deferred comp.) 10/31/84 400.00 3738 Town of Reading Contributory Retirement Fund 9/30/84 263.32 3739 Comm. of Mass. /Group Insurance Comm. 9/30/84 36.37 3740 Town of Reading Municipal Light Department 9/24/84 3,004.61 3741 New England Telephone 9/13/84 51.60 3742 Joseph H. Young Co. (plumbing supplies) 9/18/84 96.00 43 Avon Supply Co., Inc. (plumbing supplies) 9/18/84 4.44 �244 General Electric Co. (refrigerator part) 10/1/84 39.35 3745 Johnson Farm Supply 9/25/84 12.51 3746 RHA - Petty Cash 10/4/84 78.37 3747 Corroon & Black of Mass., Inc. (ins. policy) 9/19/84 368.00 3748 Richard Scott Fenton, CPA 10/1/84 410.00 3749 D & J Repair (repair refrigerator) 9/25/84 14.95 3750 Richard D. Avery, Electrician 9/20/84 18.00 3751 Town Collector (Water & sewer bills) 10/1/84 1,157.13 SUB - TOTAL Continued A '528.77 SECTION 8 3799 RHA 667-C (Reimbursement for Sept. Adm. xp.) 9/25/84 4,917.58 3854 Section 8 Administrators Association (training session) 10/10/84 85.00 3855 Hurley, Cadogan Co. (2 payment on bi -enn audit) 10 /8 /84 385•oo 3$57 jl Patricia Renzello Travel expenses - qtr. 3856 RHA 667-C (reimbursement on sale of office furn.- ,01982) 10/8/84 125.00 Total $ 5,517.74 Pro _i ect 689 -1 138 Corroon & Black of Mass. (Property Ins. - 74 Bancroft Ave.) 8/21/84 21.00 CHECKS AND BILLS CONT' D - 667 -c Bal. From Page 1 37 2 Intech Specialties - (Conservation Project) 10/8/84 3753 M.M.D.T. (deposit into savings for interest) 10/8/84 3754 EOCD Housing Conference (registration JP & PS) 10/8/84 Ratified 3724 J & W Contracting - (Ptg. Peak & Porch - Bldg. 'f29) 9 /18 /gt� 3725 Janet Pierce (Retroactive salary increase - 3 mos.) ?72.5/84 3726 Simmons Associates (Appraisal, 705 Program - Accts. Pay.) 8 14784 3727 James L. Muise (overtime) � 2594 Total A J $9,528.77 4,400.00 3,000.00 160,00 250.00 88L .1. 800.00 69.39 $16,092.57 It was noted here that it was already too late for the current Town Meeting Lich was beginning next week, so that would give the Authority more time to decide at they wanted to do. There was further discussion about the possibilities of each site and it was the general feeling that, before going to the Selectmen, they should know more about each site as far as square footage, plot plans, etc., and also see some examples of the type of duplex houses which have been constructed under this Program in other Towns. Mrs. Pierce said she would try to get some'', of this information before the next meeting. Next on the Agenda, was the presentation of the 1984 -85 Budget for 667 -C This Budget had been prepared by the Authority's Accountant, 'Theresa Ewald, who works for Rick Fenton's firm. Using the 6% cap which was allowed by EOCD from the Management Review- for all non - utility expenditures, and the 5% for administrative salaries and the 4% allowed the Executive Director, Ms. Ewald put together the Budget in its entirety for the Board's approval. Mrs. Pierce requested certain Non - Routine expenditures which she felt should routinely go into this portion of the Budget, such as replacement of refrigerators, stoves, hot water tanks, which will betaken from the Operating Reserves. She also asked that the exterior painting work, or a portion of it, be included, for 667 -2, as well as a new office typewriter for herself, as the current one is starting to cost money in repairs. After going over everything, the Board felt that the Budget was put together very well, and covered a small increase in every line item which should meet the routine expenses for the coming year. Y Accordingly, a motion was made by Mr. White and seconded by Mrs. Swain, 'end unanimously: VOTED: To accept the 1984 -85 Budget for 667-0, as submitted, showing a total of 109,018 in Operating Receipts, and $147,780 in Operating Expenditu with a request for subsidy of $38,762, subject to review and approval of EOCD. The Chairman thereupon declared said motion carried and said vote in effect, and the proper forms pertinent to this Budget were signed by the Chairman and all members. Going back to the 705 Program, Mrs. Pierce said she had received the fi t check of $25,000 to deposit into a savings account. Since it has been voted a a previous meeting, when the Annual Contributions Contract was signed, to use the BayBank Middlesex as the depository for this Program, Mrs. Pierce had obtained the proper forms from that Bank for signatures. It was recommended that the Authority open a Capital or Money - Market Account at a current interest rate of 9.25%, which would allow for several withdrawals per month to pay initial expenses. A motion was made by Mr. Rand and seconded by Mr. White, and with'Mr. De*pster abstaining, it was unanimously: VOTED: To open a BayBank Capital Account with $25,000 for the 705 Pr 'ram. The Chairman thereupon declared said motion carried and said vote in effect, and all members signed the proper forms as required. 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 thereupon declared said motion carried and the meeting adjourned at 9:30 P.M. Resp ally sub�itted, �,c eZC� anet Pierce. Exec. Dir. & Secretary