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Home My WebLink About1997-02-03 Reading Housing Authority MinutesREADING HOUSING AUTHORITY Minutes of the Meeting of February 3. 1997 A regular business meeting of the members of the Reading Housing Authority was held on Mon February 3, 1996 at 7:30 P.M. at the office of the Authority, 22 Frank D. Tanner Drive in the T of Reading, Massachusetts. The meeting was called to order at 7:00 P.M. with the Chairman, Sweet, presiding. Those members present and forming a quorum were: Mr. Kelley, Ms. Con and Mr. Allen. The Executive Director, Ms. Plansky, was also in attendance. JoAnn Simons i EMARC and Mandy Chalmers and Judy Ryder from DMR joined the Board later in the meet Upon a motion duly made by Mr. Allen and seconded by Mr. Kelley, it was unanimously VOTED: To approve and accept for the record the Minutes of the regular session of January 6, 1997, as presented. The Chairman then declared said motion carried and said vote in effect. Upon a motion duly made by Mr. Allen and seconded by Ms. Connors, it was unanimously VOTED: To approve and sign the checkroll/billroll for the period from check #3181 -3224 accounts payable; and check #1210 -1244 for payroll, and the landlord checks #3454 -3510 Section 8 Certificates; #1559 -1579 for Section 8 Vouchers. i� The Chairman then declared said motion carried and said vote in effect. Upon a motion duly made by Mr. Allen and seconded by Ms. Galvin, it was unanimously of VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Ch ck #3225 -3272; Payroll Check #1245 -1260; Section 8 Certificate Program #3511 -3564 Section 8 Voucher Program #1580 -1600; and Massachusetts Rental Voucher Program #504 -511, as presented. The Chairman then declared said motion carried and said vote in effect. Rgport g f Programr. 689 Program - The Board reviewed the issues for the meeting with JoAnn Simons from E C and Mandy Chalmers and Jane Ryder from DMR regarding the lease for 74 Bancroft Avenue and the close -out with EMARC for the proposed new program. The Chairman reported that along with Jean Galvin and the Executive Director they went to Hogan Regional Center in Danvers and reviewed the program and saw the wing from which the 4 persons will be chosen. These cli nts appeared to be similar in profile to the current Bancroft residents except for age. Page 2 Minutes 2/3/97 Issues: Concern for neighborhood - that they don't suddenly experience a change without proper notification. Also, who does what maintenance? On what schedule? Will DMR continue to be responsible for: * grounds and shrubbery maintenance, * snow removal, * cyclical painting, * routine burner maintenance, etc. * water /sewer charges * first $2000 of repairs * cyclical schedule for routine and preventative housekeeping. Currently, EMARC pays the water /sewer charges; first $2000 of repairs; has cyclical paint schedule;_ has cyclical maintenance schedule for routine and preventative maintenance and housekeeping. At 7:45 P.M., Ms. Simons, Ms. Chalmers and Ms. Ryder introduced themselves and joined the Board to discuss the proposed new program, the close -out of the current program and the new lease agreement. Ms. Simons suggested that EMARC would like to do an "Open House" at Hopkins Street rather than a farewell party at Bancroft, although she had no objection to the neighbors being invited amongst the boxes to say their farewells. She felt that it had a more positive impact on both the clients and the friends to see them in their new setting. Ms. Chalmers discussed the time /schedule: late February move -out for EMARC; repairs done and move -in for new clients by April 1 st. Mr. Kelley reviewed the conditions of the lease that require EMARC to fulfill its lease until June 30, 1997. The 90 notice is for breach of contract and if one breaches the contract (EMARC/DMR), it does not permit the contract to be void and thus have the 90 day notice take effect. Ms. Chalmers said that she would have DMR's lawyer review this. Mr. Kelley wanted to emphasize that he was just noting this part of the agreement and the Board may be willing to consider other accommodations. The Chairman asked what differences in the lease would DMR be asking for from the current lease with EMARC. Ms. Chalmers produced a lease agreement for "State" vendors. Currently, the lease agreement between the 3 parties is a "Vendor" lease. The major differences are the lease term is for 5 years (1 year currently); the insurance coverages are different (State vs private insurance) and the termination clause is different. The Chairman requested that this be forwarded to our attorney for his review and comments. The Chairman then discussed the turnover procedure. An appointment with the RHA staff and Jane Ryder will be made so that EMARC, DMR and RHA can review what work has to be done. DMR was hoping to upgrade the electrical service as they feel that it currently is inadequate. DMR 3 proposes to use these costs against the first $2000 of repairs. The Executive Director reviewed current financial situation and with the required outside house painting that was noted during ; inspection under EMARC, reserves would not be sufficient to pay for upgrades and rehab especi if a major operating system needed to be replaced within the next year or two. Ms. Chalmers asked if the Board would take a telephone poll of the members to see if RHA would be willing to enter into a new 5 year contract with DMR under the current lease provisions. The Chairman requested the Executive Director to forward the lease to our attorney, make the necessary changes and revisions and forward it on to DMR for their review before our next meeting on March 10, 1997. Ms. Chalmers felt that a faster time frame would be better for DMR. The Chairman felt that the RHA needed to have sufficient time to review and discuss these matters bef Dre entering into such a contract. Had they been aware sooner, they would have been able to make, a more timely response. The Board thanked the DMR and EMARC representatives for their attendance and would meet them at their next meeting to continue discussion on the lease agreement. Schoolhouse Condominiums - The new management company is Barrington Management from Brighton, Massachusetts. Last Wednesday, January 28, 1997, the Annual Meeting was held at he Reading Library. Don Allen put his name in nomination and once again was not elected as a Trustee. There has been a 4% increase in the cost of the condo fees. The new management company is exploring ways to assess capital improvements and repairs. When questioned about the sim le balance sheet for the lawsuit, they - responded that they were working on that. 1 1tIL4 Operated Programs - All units in all programs are currently leased. The Section 8 progi currently has 86 out of 95 certificates leased; 25 out of 25 vouchers leased. In our RHA ow properties, we will be having 2 vacancies in Summer/Main Street complex shortly. One of tl' tenants will be moving to Summit Village. Another tenant will move from FSS into their c home. They will receive approximately $4800 from their escrow account. Summit Village - The 3BR unit in building 9 has been sold to a Reading family. The 2BR unit, in building 9 is available again as the purchasers could not get financing. The Board expressed interest in obtaining the house that Dolben owns adjacent to Summit Village. We will have to seek a vacant Town -owned lot near this area on which to relocate the building. We will need financing for deleading; improvements; moving the building. Upon a motion duly made by Mr. Allen and seconded by Ms. Connors, it was unanimously: VOTED: To authorize the Executive Director to inspect the building to ascertain if the house is a viable option for the RHA, expending any necessary funds in this research and to determine what Town -owned land is available in this area. The Chairman requested that the Executive Director Page 4 Minutes 2/3/97 initiate a letter to the Selectmen for the Chairman to sign requesting the same. The Chairman then declared said motion carried and said vote in effect. Assisted Living Facility The Authority is in receipt of a letter from Susan Cweika from Longwood Place stating that Longwood has fulfilled their obligations under the Agreement. The Ghai . ited that the Executive Director initiate a letter for his signature to the Board of Selectmen informing them of the current situation and seeking their input. The Board reviewed the letter sent by the Executive Director to Leonard Rucker, General Manager of the Reading Municipal Light Department, regarding the prior agreement made between the parties for replacement of the pole and the transformers. The Board requested that the Executive Director contact Mr. Rucker and get his input. If not successful, the Board will approach the RMLD Board in this regard. The Chairman circulated a letter from the Town Manager regarding the hearing on Conflict for Public Employees and the hearing on the proposed Town regulations. The Board also reviewed the letter to Reading Municipal Light Department from the Authority regarding the removal of the transformers and replacement of light pole at Tanner Drive. The next Board meeting is scheduled for March 10, 1 997 at 7 P.M. There being no further business before the Board, it was unanimously voted to adjourn at 9:45 P.M. Respectfully submitted, Margare . Plansky, Secretary and Executive Director