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HomeMy WebLinkAbout2000-09-18 Reading Housing Authority MinutesREADING HOUSING AUTHORITY MINUTES OF THE REGULAR BOARD MEETING OF SEPTEMBER 18, 2000 A regular business meeting of the Reading Housing Authority was held on Monday, September 18, 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. Also in attendance were Mr. Kelley and Mr. Sweet as well as the Executive Director, Ms. Plansky. The Authority's attorney was also in attendance later in the meeting. Minutes Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To accept for the record the Minutes of the Regular Business Meeting of August 7, 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 #5537 -5611; Payroll Check #2767 -2804; Section 8 Certificate Program #5873 -5895; Section 8 Voucher Program #5896 -5947; MRVP — No check; as presented. The Chairman then declared said motion carried and said vote in effect. Accounting Contract — FY 2001 Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To approve and sign the Contract for Accounting Services with Fenton, Ewald & Associates for Fiscal Year 2001 in the amount of $1034 per month, per the following monthly schedule: State Units $437 00 /month Federal $ 555.00 4001 352.00 Section 8 355.00 689 117.00 RHA owned 200.00 MRVP 10.00 The Chairman then declared said motion carried and said vote in effect. Page 2 9/18/2000 Minutes Eneru Conservation Contract with DHCD — Extension Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To approve and sign the Contract Amendment with DHCD which extends the Energy Conservation loan from 52 months to 63 months with five annual payment of $3441; and a 5th payment of $791. This loan is to pay for the new water -saver toilets and faucets at the elderly and family State developments according to a new schedule as we have not realized the savings anticipated. 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 Mr. Sweet, it was unanimously VOTED: To approve and authorize the Executive Director to sign any and all documentation necessary to have the sum of $2418 deducted from the mortgage loan with MassBank for 401 Gazebo Circle. The Chairman then declared said motion carried and said vote in effect. Mr. Greco arrived for his presentation at this point in the meeting. 82 Linden Street — Comyrehensive Permit Mr. Greco reported that a Conference of Counsels was held on Wednesday, August 2, 2000 and those present were: Attorney Cohen and the Town Planner for the Town of Reading; Mr. Christopher Latham for the owner; Mr. MacDonald, a neighbor; and Mr. Greco for the Authority. Werner Lohe was the counsel from DHCD. Mr. Lohe asked that the counsels and neighbors get together to mediate a settlement. The parties will have a conference call on September 20th at 2 PM. In the event that a mediated settlement cannot be negotiated, a full hearing will take place on October 3rd at Town Hall at 10 AM. Mr. Cohen agreed to a presentation of the majority of the facts. A brief discussion on the political cost as well as the financial costs to the Authority due to the appeals and protracted process ensued. Mr. Greco will report back to the Authority after the September 20th conference call. 75 Pleasant Street Another issue arose with the Building Inspector regarding 75 Pleasant Street. While the Executive Director was on vacation, the Section 8 coordinator leased the 2nd unit thinking Page 3 9/18/2000 Minutes that the work was completed as scheduled. However, the work had not been completed and therefore a Certificate of Occupancy (CO) had not been issued. When we called the tenant to tell her that she could not occupy the unit without a CO, she agreed to move out. Unfortunately, her mother became very upset about the matter and called the Town Hall and Representative Jones office. We had offered to move the tenant and her family into a Tanner Drive unit until the work was completed and the CO was issued. She initially agreed and we moved some of her things. Later that day she came in and refused the apartment saying that she would stay with friends until the work was completed. Through many trials and mishaps and a lot of "strict enforcement" of the rules, we did complete the initial work and have a conditional CO. We have built the firewall in the basement but are waiting for delivery of the fire resistant door. Grievance Procedures — State Aided fYousing Prograrm: Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To approve the Grievance Procedure as presented with to continue with a one member Hearing Officer as previously approved by DHCD. The current Hearing Officer is Reverend Alan Bond; the alternate is Joanne Graves. The Chairman then declared said motion carried and said vote in effect. Management Checklist for State Programs - FY 2000 Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To approve, ratify and sign the FY 2000 Management Checklist for State Programs as presented. The Chairman then declared said motion carried and said vote in effect. PleasanVWIlson Street — Modular Home Mr. Nelson has not received a bid to date. Customize Homes of Vermont is reluctant to proceed. It was suggested and Mr. Nelson concurs that we use the same process that Gloucester has used under their non - profit by sending out RFPs. We have also received a letter from Reading Cooperative Bank stating that we need Flood Insurance at this location. Before the house is erected we will have to obtain this insurance. The Board reviewed the letter and authorized the Executive Director to sign the acknowledgement. Page 4 9/18/2000 Minutes Report of Programs • The window replacements have been completed in all buildings. A punch list will be finalized and the work should be completed within the next month. All tenants' windows have been primed and painted on the interior. • We have had 4 apartments vacated over the past month. There has been several issues with tenants who have refused apartments offered under reasonable accommodation. They now want to have a specific apartment given to them. Our • attorney has told us to hold firm and not give the apartment as we have made more than reasonable efforts to "accommodate" them. We have had political pressure and implied threats of bad press if we did not offer the unit requested. Personnel The Executive Director submitted a memo relinquishing any claim to sick time buyback. The board also agreed that the last work day would be December 31, 2000 and all unpaid vacation time will be paid weekly until depleted. Board Schedule Next regular Board Meeting — October 2, 2000 at 7 PM. Another meeting may be called due to the pending real estate matters before the Board. There being no further business before the Board, it was unanimously voted to adjourn at 10:30 P.M. Respectfully submitted, Margaret Plansky, Secretary and Executive Director READING HOUSING AUTHORITY MINUTES OF THE REGULAR BOARD MEETING OF SEPTEMBER 18, 2000 A regular business meeting of the Reading Housing Authority was held on Monday, September 18, 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. Also in attendance were Mr. Kelley and Mr. Sweet as well as the Executive Director, Ms. Plansky. The Authority's attorney was also in attendance later in the meeting. Minutes Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To accept for the record the Minutes of the Regular Business Meeting of August 7, 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 #5537 -5611; Payroll Check #2767 -2804; Section 8 Certificate Program #5873 -5895; Section 8 Voucher Program #5896 -5947; MRVP — No check; as presented. The Chairman then declared said motion carried and said vote in effect. Accounting Contract — FY 2001 Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To approve and sign the Contract for Accounting Services with Fenton, Ewald & Associates for Fiscal Year 2001 in the amount of $1034 per month, per the following monthly schedule: State Units $437.00 /month Federal $ 555.00 4001 352.00 Section 8 355.00 689 117.00 RHA owned 200.00 MRVP 10.00 The Chairman then declared said motion carried and said vote in effect. Page 2 9/18/2000 Minutes Energy Conservation Contract with DHCD Extension Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To approve and sign the Contract Amendment with DHCD which extends the Energy Conservation loan from 52 months to 63 months with five annual payment of $3441; and a 5m payment of $791. This loan is to pay for the new water -saver toilets and faucets at the elderly and family State developments according to a new schedule as we have not realized the savings anticipated. 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 Mr. Sweet, it was unanimously VOTED: To approve and authorize the Executive Director to sign any and all documentation necessary to have the sum of $2418 deducted from the mortgage loan with MassBank for 401 Gazebo Circle. The Chairman then declared said motion carried and said vote in effect. Mr. Greco arrived for his presentation at this point in the meeting. 82 Linden Street — Comprehensive Permit Mr. Greco reported that a Conference of Counsels was held on Wednesday, August 2, 2000 and those present were: Attorney Cohen and the Town Planner for the Town of Reading; Mr. Christopher Latham for the owner; Mr. MacDonald, a neighbor; and Mr. Greco for the Authority. Wemer Lohe was the counsel from DHCD. Mr. Lohe asked that the counsels and neighbors get together to mediate a settlement. The parties will have a conference call on September 2e at 2 PM. In the event that a mediated settlement cannot be negotiated, a full hearing will take place on October 3rd at Town Hall at 10 AM. Mr. Cohen agreed to a presentation of the majority of the facts. A brief discussion on the political cost as well as the financial costs to the Authority due to the appeals and protracted process ensued. Mr. Greco will report back to the Authority after the September 200' conference call. 75 Pleasant Street Another issue arose with the Building Inspector regarding 75 Pleasant Street. While the Executive Director was on vacation, the Section 8 coordinator leased the 2°d unit thinking Page 3 9/18/2000 Minutes that the work was completed as scheduled. However, the work had not been completed and therefore a Certificate of Occupancy (CO) had not been issued. When we called the tenant to tell her that she could not occupy the unit without a CO, she agreed to move out. Unfortunately, her mother became very upset about the matter and called the Town Hall and Representative Jones office. We had offered to move the tenant and her family into a Tanner Drive unit until the work was completed and the CO was issued. She initially agreed and we moved some of her things. Later that day she came in and refused the Through many trials and mishaps and a lot of "strict enforcement" of the rules, we did complete the initial work and have a conditional CO. We have built the firewall in the basement but are waiting for delivery of the fire resistant door. Grievance Procedures — State Aided Housing Programs Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To approve the Grievance Procedure as presented with a one member Hearing Officer. The current Hearing Officer is Reverend Alan Bond; the alternate is Joanne Graves. The Chairman then declared said motion carried and said vote in effect. Management Checklist for State Programs - FY 2000 Upon a motion duly made by Mr. Kelley and seconded by Mr. Sweet, it was unanimously VOTED: To approve, ratify and sign the FY 2000 Management Checklist for State Programs as presented. The Chairman then declared said motion carried and said vote in effect. PleasanOVIlson Street — Modular Home Mr. Nelson has not received a bid to date. Customize Homes of Vermont is reluctant to proceed. It was suggested and Mr. Nelson concurs that we use the same process that Gloucester has used under their non - profit by sending out RFPs. We have also received a letter from Reading Cooperative Bank stating that we need Flood Insurance at this location. Before the house is erected we will have to obtain this insurance. The Board reviewed the letter and authorized the Executive Director to sign the acknowledgement. Page 4 9/18/2000 Minutes Report of Prorrams • The window replacements have been completed in all buildings. A punch list will be finalized and the work should be completed within the next month. All tenants' windows have been primed and painted on the interior. • We have had 4 apartments vacated over the past month. There has been several issues with tenants who have refused apartments offered under reasonable accommodation. They now want to have a specific apartment given to them. Our • attorney has told us to hold firm and not give the apartment as we have made more than reasonable efforts to "accommodate" them. We have had political pressure and implied threats of bad press if we did not offer the unit requested. Personnel The Executive Director submitted a memo relinquishing any claim to sick time buyback. The board also agreed that the last work day would be December 31, 2000 and all unpaid vacation time will be paid weekly until depleted. Board Schedule Next regular Board Meeting — October 2, 2000 at 7 PM. Another meeting may be called due to the pending real estate matters before the Board. There being no further business before the Board, it was unanimously voted to adjourn at 10:30 P.M. Respectfully submitted, Margare . Plansky, Secretary and Executive Director