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Home My WebLink About2001-01-08 Reading Housing Authority MinutesREADING HOUSING A UTHORITY MINUTES OF THE REGULAR BOARD MEETING January 8, 2001 A regular business meeting of the Reading Housing Authority was held on Monday, January 8, 2Q01 at 7:00 P.M. at the office of the Authority, 22 Frank D. Tanner Drive in the town of Reading, Massachusetts. The meeting was called to order at 7:00 P.M. with the Chair, Mr. Allen, presiding. Those members present and forming a quorum were Ms. Flammia, Mr. Sweet, Mr. Kelley and M . Connors. The Executive Director, Mr. Hixson, and Ms. Roberta Sullivan of the Reading Historic 1 Commission were also in attendance. Call To Order @ 7:10 PM Minutes Move Bob Second Tim Vole 5 -0 01 -001 VOTED: To accept for the record the Minutes of the Regular Business Meeting of December 4, 2000, as amended to note that Mary was not in attendance. Finances Move Tim Second Mary Vote 5 -0 01 -002 VOTED: To approve and sign the checkrolitbillroll for the period for Accounts Check #5777 -5854; Payroll Check #2928 -2977; Section 8 Certificate Program #6173 - 6191;' Voucher Program #6192 -6246; MRVP — No check; as presented. At this point Ms. Roberta Sullivan was invited to make a presentation. She noted that pz the former Police Station on Pleasant Street had recently been determined to be historically siganil and preferably preserved. The Commission has indicated it would like to see the old section re, while the new section can be demolished to make space for the Town's proposed parking lot. On spaces would be possible if the entire building remains, while 24 are possible with the new removed. Four groups have indicated some interest in reuse. The building will need a new windows and all systems and finishes, but asbestos has been removed using half of the grant i from the Reading Cooperative Bank. March 20 is now the deadline for the Town's demo. contract to be executed. Don Allen stated that the RHA had looked at the building back in 1997, and the arcl concluded at that time that reuse was not feasible. However Board members felt that it was wo second look if the Executive Director could find some resources to go in. Don noted that a bedroom unit could carry at most a $61,000 mortgage. John Hixson said that he had talked t( Boston Society of Architects, and they would try to find us an architect pro bono. John also r that on Friday he would be going to an information session for the latest state funding round. John also took the opportunity to mention that Reading might be able to join a HOME fur consortium and receive about $100,000 per year from HUD in HOME funds. The Town would to be prepared to do some reports for the 5% admin money that is available. Also, 15% of each y award needed to go to a "Community Housing Development Organization" (CHDO), being a profit group whose board is at least 60% low and moderate - income town residents. of Single Audit — Exit Interview by State Auditors The exit interview for the Single Audit for FY 2000 was conducted on November 17, 2000 at the completion of the on -site audit. The auditors reported no findings or conditions but recommended that the accrual of earned time be paid or taken by the employee to bring it back in line with the personnel policy. The written report is still expected. Window Replacement — MOD Closeout A copy of the final completion certificate with DHCD was presented to the Board for their review. We have received final approval of this money from DHCD and will complete payment subject to Board and DHCD approval and DHCD payment. Move Bob Second Mary Vote 5 -0 01 -003 VOTED: To approve the Certificate of Final Completion for the windows contract and the final payment to Vareika Construction, subject to DHCD approval and advancement of the funds. Trash Removal Contract for the 667 and 70511 Properiies As neither party could find an executed contract, a compromise was negotiated by John Grecco with BFI to continue at the old price through May 18. An RFP to firms brought in three (3) proposals, with Hiltz Waste Disposal (who is currently subcontracting from BFI anyway) submitting the low bid of $700 /month the first year, $750 the second and $800 the third. Move Tim Second Bob Vote 5 -0 01 -004 VOTED: To approve and authorize the three year contract for trash removal at #667 and #705 -1 for three years with Hiltz Waste Disposal for $700 /month in year 1, $750 /month in year 2, and $800 /month year 3, subject to DHCD approval. Financial Overview of Authority The Executive Director presented three copies of the collateralization agreement with Fleet Bank, as required by DHCD. All Board members and the Executive Director need to sign. Move Bob Second Mary Vote 5 -0 01 -005 VOTED: To approve the collateralization agreement with Fleet Bank, to be signed in triplicate by all Board members and the Executive Director. 82 Linden Street Bid for Purchase The advertisement for the property at 82 Linden Street was placed in the Daily Times Chronicle and mailed to the owner's attorney, Mr. Latham. Mr. Greco, the Authority's attorney, is interested in purchasing the building depending upon favorable financing, Building Commissioner's ruling and Ethics Commission review. He will have some answers by tomorrow. Pleasan&Wllson Street — Modular Homes The anticipated delivery is expected to be late in January, 2001. The Executive Director met with Harry Nelson, our general contractor, after meeting with the Town Development Review Team this morning. There are still issues that must be worked out on utilities and other matters before the project can be completed. Pet Waiver 667 Development Request for a pet waiver has been received by the Authority. All aspects are in place. The cat will have 2 alternate caregivers named that are local. Pending final confirmation the resident wants Board approval. Move Bob Second Mary Vote 5 -0 01 -006 VOTED: To approve and authorize the tenant at #37 -7 to have a cat according to the Pet Ownership rules as promulgated by DHCD after assurance that everything is in place. i The Reading Housing Authority's Annual Report for 2000 was written by Ms. Plansky before', she retired and was included in the Board packet. The Board made sure that the report commended Ms. Plansky for her excellent service, and expressed the thanks of the Board. Move Tim Second 'Ka: en Vote 5 -0 01 -007 VOTED: To approve and authorize The Reading Housing Authority's Annual RE 2000 as written by Ms. Plansky and amended to include a paragraph thanking her in the Town Report of Programs • We have had 2 more apartments at Tannerville which have been vacated during the month. We have 1 apartment at Waverly Oaks, which was scheduled for vacancy on November V but the tenant did not move. The tenant that accepted the unit and was not able to move in has declined accepting the unit as he felt that the authority was "jerking him around ". We sent him a letter and left several phone calls in this regard and they have not answered. We are moving on with tenanting the unit. + The one year plan for HUD programs will have to be prepared. As this will set out the policy of the Board for the upcoming year, the new Executive Director should formulate this. A sugge$tion would be to have Diane Cohen work on this with him. Personnel The FSS Coordinator's performance was reviewed by the Executive Directors and she is recommended to receive a $1 per hour raise, from $20/hour to $21/hour. Move Bob Second Tim Vote 5 -0 01 -008 VOTED: To approve and authorize the Executive Director to grant a $1 per hour increase to the FSS Coordinator based on a highly satisfactory performance review. The Executive Director's health coverage does not begin until March 1 according to the inforrm he received. As a result he must pay through the City of Newton: $ 355.81 for January 16 -31, 648.60 for February $1,004.41 total. For this 6.5 v period the ED would normally be expected to pay 20% himself 202.00 rounded up, so tha Reading Housing Authority would expect to pay $ 802.41 for that period. Move Bob Second Tim Vote 5 -0 01 -009 VOTED: To approve payment of 80% of the Executive Director's health insurance f second half of January and the month of February at a cost to the Authority of $802.41. Board Schedule: FEBRUARY BOARD MEETING: 2/5/2001 @ 7 PM 01 -010 ADJOURN: 8:45 PM. Tim moves, Mary seconds, vote is 5 -0 y submitted, pay the the John R. Hixson, Secretary & Executive Director