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Home My WebLink About2000-11-06 Reading Housing Authority MinutesREADING HOUSING AUTHORITY MINUTES OF THE REGULAR BOARD MEETING OF NOVEMBER 6, 2000 A regular business meeting of the Reading Housing Authority was held on Monday, November 6, 2000 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. Connors and Mr. Kelley. The Executive Director, Ms. Plansky, was also in attendance. Minutes Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously VOTED: To accept for the record the Minutes of the Regular Business Meeting of October 2, 2000, as presented. The Chairman then declared said motion carried and said vote in effect. Finances Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check #5651 -5722; Payroll Check #2840 -2880; Section 8 Certificate Program #6025 -6048; Section 8 Voucher Program #6049 -6099, as presented. The Chairman then declared said motion carried and said vote in effect. New Account — Ipswich Bank Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously VOTED: To approve and sign the signature cards and resolution to open a new money market account at Ipswich Bank for deposit of the proceeds from the new mortgage for 901 Gazebo Circle. The Chairman then declared said motion carried and said vote in effect. Window Replacement — 667 Program Upon a motion duly made by Ms. Connors and seconded by Mr. Kelley, it was unanimously Page 2 Minutes 11/6/2000 VOTED: To approve and authorize the Executive Director to sign the Certificate of Substantial Completion, dated October 31, 2000, with 2 fmal punch list items noted for the window replacement program for the (667) Frank D. Tanner Drive complex, as presented. The Chairman then declared said motion carried and said vote in effect. Upon a motion duly made by Ms. Connors and seconded by Mr. Kelley, it was unanimously VOTED: To approve and sign the Change Order in the amount of $4728 credit from Vareika Construction Corp. for the change to the installation process for the window replacement program at the (667) Frank D. Tanner Drive complex dated October 31, 2000, as presented. The Chairman then declared said motion carried and said vote in effect. Upon a motion duly made by Mr. Kelley and seconded by Ms. Connof s, it was unanimously VOTED: To approve and sign the Certificate of Final Completion and Application and Certificate for Payment in the amount of $5452; for the final payment to the Contractor, Vareika Construction Corp. on the window replacement program at the (667) Frank D. Tanner Drive complex dated October 31, 2000, prending final approval of the punch list items by the Clerk of the Works and DHCD. The Chairman then declared said motion carried and said vote in effect. Financial Overview ofAuthority The Executive Director presented a copy of the appraisal costs for MassBank. Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously VOTED: To approve and authorize the Executive Director to sign any and all documentation necessary for the $65,000.00 mortgage loan with MassBank for 901 Gazebo Circle. and to have the appraisal costs deducted from the final distribution. The Chairman then declared said motion carried and said vote in effect. Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously Page 3 Minutes 11/612000 VOTED: To approve and authorize the Executive Director to sign any and all documentation necessary for the mortgage loan with Reading Cooperative Bank for the Pleasant/Wilson Street property. The Chairman then declared said motion carried and said vote in effect. 82 Linden Street -Bid for Purchase The advertisement seeking interested and qualified purchasers for the property at 82 Linden Street has been placed in the Daily Times Chronicle and mailed to the owner's attorney, Mr. Lathan-L We have a return date of November 15th. PleaseaneWilson Street - Modular Home Mr. Sweet and Mr. Kelley signed the deposit checks for the signed Agreement to Purchase from Custonzed Structures, inc. of Clareinnent, NH. The scheduled delivery is anticipated to be the I" or 2°d week in January 2001. Pet Waiver 667 Development Request for a pet waiver has been received by the Authority. All aspects are in place. The cat will have to have 2 alternate caregivers named that are local. Pending final confirmation the resident wants Board approval. Upon a motion duly made by Mr. Kelley and seconded by Ms.Connors, it was unanimously VOTED: To approve and authorize the tenant at #29 -5 to have a cat in accordance with the rules for Pet Ownership promulgated by DHCD and the Reading Housing Authority's Pet Policy after assurance that all conditions for pet ownership are in place. The Chairman then declared said motion carried and said vote in effect. Report of Programs • We will have 2 more apartments vacated at Tannerville during the month. We have been having trouble finding tenants for the 2"d floor apartments. • We have 1 apartment at Waverly Oaks, which was scheduled for vacancy on November 1" but the tenant has not moved — thus delaying the tenant who will occupy. Hopefully, this will not turn out to be more of a problem than just a short delay. • We have the Billerica Community Work Program helping with the landscaping at Tanner Drive. The HA has been authorized to spend up to $125 per unit to upgrade the landscaping in each State development. The work is estimated to cost about $9000 for Tanner Drive. Page 4 Minutes 11/612000 • The tree work at Pleasant /Wilson Street is estimated at $2000 + / -. This is the dead tree that we promised we would take down next to the neighbor's fence at the east side of the property. • Tenants that failed to complete their paperwork for recertification in our State properties received a 30 day notice to quit. This notice is part of the regulation and gives the tenant their due process. Failure to abide by the regulations is a lease violation and is subject to eviction. Thankfully, several of the tenants that had problems getting their paperwork in are completing the documentation process now. Personnel The Executive Director informed the Board that she would not be staying past her given date of December 31, 2000. Ms. Plansky gave a brief overview of her schedule until that time. Weekly salary payments owed to the Executive Director on earned time accrued will be paid weekly for approximately 18 weeks. For retirement and health insurance purposes the last day of paid vacation leave will be the day used. Mr. Howe has asked for a leave of absence of 4 months. It is the recommendation of the Executive Director that his position be made seasonal rather than permanent part- time. A seasonal employee does not accrue any "earned time" or have any other benefits except Workers Compensation. Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously VOTED: To approve and authorize the Executive Director to reassign the current part- time maintenance position as a "seasonal" employee effective December 1, 2000. The Chairman then declared said motion carried and said vote in effect. The Executive Director recommended that the Board consider employing the Resident Service Coordinator currently under contract with Sanborn Home Care. The contract has not been renewed. The Board suggested that this be delayed until the new Director was on board. New Executive Director Mr. Kelley reported that he and Mr. Sweet had interviewed 7 people from the 12 persons who submitted resumes. They were recommending that 3 of the finalists be brought back for an interview before the entire Board. The date for interviews was set for November 15"' at 2 P.M.. Ms. Connors will not be able to attend. According to DHCD regulations, a tenant representative must be present for the interview for their input and recommendation. The Executive Director was requested to work with the Resident Service Coordinator to find a tenant representative to attend this meeting. Page S Minutes 11/612000 Board Schedule NOVEMBER BOARD MEETING — November 151h at 2 P.M. for interviews DECEMBER MEETING - December 4`h at 7 P.M. There being no further business before the Board, it was unanimously voted to adjourn at 8:30 P.M. Respectfully submitted, Margaret s iCy, Secretary and Executive Director th