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Home My WebLink About1999-09-13 Reading Housing Authority MinutesREADING HOUSING AUTHORITY MINUTES OF THE REGULAR BOARD MEETING OF SEPTEMBER 13, 1999 A regular business meeting of the Reading Housing Authority was held on Monday, September 13, 1999 at 5:00 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 5:05 P.M. with the Chairman, Mr. Sweet, presiding. Those members also present and forming a quorum were: Ms. Connors, Ms. Galvin, Mr. Allen and Mr. Kelley. The Executive Director, Ms. Plansk *, and the associate member, Ms. Flammia, were also in attendance. Mr. Favaloro, attorney for Marriott; Mr. Greco, RHA attorney, appeared later in the meeting for the purpose of real esta�e negotiations and other related legal issues. Minutes Upon a motion duly made by Mr. Allen and seconded by Mr. Kelley, it was unanimously VOTED: To accept for the record the Minutes of the Regular Business Meeting of August 2 , 1999, 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 Mr. Kelley, it was unanimously VOTED: To accept for the record the Minutes of Executive Board Meeting of August 23, 1999, 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. Galvin, it was unanimously VOTED: To accept for the record the Minutes of Executive Board Meeting of July 19, 199, as presented. The Chairman then declared said motion carried and said vote in effect Personnel The Executive Director introduced the two new administrative staff: Debra Conner — State and RHA -owned programs (working 18 hours per week) Kathleen Rolli- Section 8 Program (scheduled for 30 hours per week) Page 2 Minutes 9/13/99 The Executive Director reported on the new assigned of administrative duties. Catherine Sutherland is the new Office Manager to help with all administrative functions. The former Program Coordinator duties have been realigned to handle Section 8 and Rental Assistance and the new part-time position will be responsible for State and RHA -owned housing programs. The Executive Director reported that the insurance carrier denied the claim of the part-time maintenance man who was out on an injury under a workmen's compensation claim. His doctor did not declare him fit to return to full work as outlined in his job description A letter was sent stating that his last date of employment (through sick/earned time leave) would be October 14'' if he did not return to work. Finances Upon a motion duly made by Mr. Allen and seconded by Ms. Galvin, it was unanimously VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check #4884 -4921; Payroll Check #2260 -2298; Section 8 Certificate Program #5170 -5219 Section 8 Voucher Program #2276 -2300; MRVP - #574 ; as presented. The Chairman then declared said motion carried and said vote in effect Budgets — State Programs Upon a motion duly made by Mr. Allen and seconded by Ms. Galvin, it was unanimously VOTED: To approve and sign the State budget as follows: 4001 Total Income $ 321,468.00 Total Expenses $ 341,640.00 689 -1 Total Income $ 17,421.00 Total Expenses $ 17,421.00 MRVP Total Income $ 322.00 Total Expenses $ 336.00 The Chairman then declared said motion carried and said vote in effect The Director noted for the Board that there is a change in allocation due to the new Section 8 regulations and funding. What was formerly certificates are being changed to vouchers; the resulting changes to the budgets were noted, including the FSS Coordinator salary. FSS Escrow Upon a motion duly made by Ms. Galvin and seconded by Ms. Connors, it was unanimously Page 3 Minutes 9/13/99 VOTED: To approve the disbursement of $8794.86 as FSS escrow for an RHA participant who successfully completed the FSS program. The Chairman then declared said motion carried and said vote in effect. Window Replacement Upon a motion duly made by Mr. Kelley and seconded by Ms. Galvin, it was unanimously VOTED: To approve and authorize the Executive Director to place the ad for the wind replacement of all windows at Frank D. Tanner Drive complex in the Central Register and advertise elsewhere as required by law. The Chairman then declared said motion carried and said vote in effect. Community Building and Office Renovation/Addition Upon a motion duly made by Mr. Kelley and seconded by Ms. Galvin, it was unanimously VOTED: To approve and authorize the Executive Director to apply for funds from the State expand the current community building for handicap access; to provide handicap access to t offices; and to provide additional office and maintenance space. The Chairman then declared said motion carried and said vote in effect. Pleasant and Wilson Streets - Modular Home Art Feits of Westchester Homes sent new plans for consideration for a modular home to be erected on the Pleasant Street site. The Board has received the DEP decision. Due to an error by DEP, Mr. Kramer, the petitioner, did not receive his notice properly. An additional 2 da s were added to the appeal period; expiration date should be September 14"'. Report of Programs The statements for July 31, 1999 were distributed to the Board for review. There were two vacancies at the 667 development; we had 2 administrative transfers; whi 4 means that you actually have to refurbish 4 apartments. There is still one apartment and r repair. The Gazebo Circle vacancy was filled on September 1, 1999. As of September I" there is one vacancy at Schoolhouse — we are still looking for an eligible elderly person with a Section 8 certificate. Page 4 Minutes 9/13/99 BOAST Review Both the administrative and financial reviews of the State programs have been completed. No findings were noted at the exit interview conducted by Mr. Nadeau, the Asset Manager from DHCD with the Executive Director. A report should be filed within the next 60 days. Openinz of Section 8 Wait List Upon a motion duly made by Mr. Allen and seconded by Mr. Kelley, it was unanimously VOTED: To authorize the Executive Director to open the Section 8 Wait List using the lottery system on the following dates: October 12, 13 and 14, 1999 from 10 AM — 3 PM and to close the Section 8 Wait List at 3 PM on October 14,1 999 to any further applications. The Chairman then declared said motion carried and said vote in effect. Vacation Time — Executive Director Upon a motion duly made by Mr. Allen and seconded by Mr. Kelley, it was unanimously VOTED: To approve the carry over of the earned vacation/personal time in excess of that allowed under the Personnel Policy for the Executive Director as the personnel turnover and other related housing issues have prevented this time from being taken. The Chairman then declared said motion carried and said vote in effect. Marriott Corporation At 6:50 PM, upon a motion duly made by Mr. Allen and seconded by Ms. Galvin, and upon the follpwing roll call vote, the Board VOTED: To adjourn to Executive Session for the purpose of discussing real estate negotiations and possible legal issues relative to a workman's compensation claim and to return to regular session before final adjournment: Mr. Allen — aye Mr. Kelley — aye Ms. Connors — aye Ms. Galvin — aye Mr. Sweet - aye tSe Chairman then declared said motion carried and said vote in effect. Page 5 Minutes 9/13/99 At 8:10 P.M. the Board reconvened in regular session. Model Lease — State Program The Board reviewed the letter from DHCD regarding the acceptance of the use of the Model Lease along with the Appendix A attachments for family housing. DHCD denied the $10 late payment fee; along with the requirement of 2 birds in cage(s); and a 25 gallon aquarium. Upon a motion duly made by Mr. Allen and seconded by Ms. Galvin, it was unanimously VOTED: To approve the State Form Lease with the approved lease addendum, appendix A to be effective October 1, 1999 for 667 households; and December 1, 1999 for 705 households. The Chairman then declared said motion carried and said vote in effect. The Board adjourned the meeting at 9:45 P.M. to be continued until Tuesday, September 21, 1999 at 5:30 P.M. The October Board meeting will be held on October 4, 1999 at 7 PM. Respectfully submitted, Margar Plansky, Secretary And Executive Director