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Home My WebLink About2007-05-07 Reading Housing Authority MinutesREADING HOUSING A UTHORIT Y MINUTES OF THE REGULAR BOARD MEETING May 7 2007 A regular business meeting of the Reading Housing Authority was held on Monday, May 7, 2007 at 7:00 P.M at the office of the Reading Housing Authority the town of Reading, Mass. The meeting was called to order at 7:09 P.M. with the Chair, Diane Cohen, presiding. Those members present and forming a quorum were John Coote, Tim Kelley, and Mary Connors as well as the Secretary/Executive Direct r, Lyn Whyte. Guests present were Historical Commission members, Virginia Adams and Kathy Greenfield. Minutes Move Tim Second Mary Vote 4 -0 02 -364 VOTED: To accept for the record the Minutes of the Regular Business Meeting of April 2, 2 07, as presented. Finances Move Mary Second Tim Vote 4 -0 02 -365 VOTED: To approve and sign the checkroll/biltroll for the period for Accounts Payable Check 875- 935 Payroll Summary as presented for April, 2007. Section 8 Voucher Program, #1412 -1506 as prese ted. Finances Move Tim Second John Vote 4 -0 02 -366 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end March, 2007 of the current fiscal year. Sec 8 Admin. Policy Move Tim Second Mary Vote 3 -0 -1 02 -367 VOTED: To approve the Section 8 Administration Plan as presented by Executive Director. Renewal of S Yr 689 Lease& Mgt. Contract Move Mary Second Tim Vote 4 -0 02 -368 VOTED: To authorize Executive Director to enter into new five year lease and management contrac� with DMR Northeast Residential Services for property located at 74 Bancroft Avenue, Reading, MA. RHA Nerc/Nahro Ballot submission Move Tim Second Mary Vote 4 -0 02 -369 VOTED: To authorize the Executive Director to cast ballot for 2007 New England Regional Cc uncil Election on behalf of the Reading Housing Authority as Agency members. Personnel Matters: - The Executive Director will be attending the Nerc -Nahro conference June 24 -27`h. - John Worrell returns for 20 hours per week as part of the Operation Able program (formerly A ) He will work in the maintenance department Monday through Thursday. All of his wages are paid directly by Operation Able, a federally subsidized program. Report of Programs: - Vacancy Report- The elderly development had three turnovers this past month. One vacancy resulted from a request for transfer to a first floor unit due to medical issues. All units have been re -1 ed. The two- bedroom unit at Pleasant Street has been leased as of April 5, 2007. At the present time, all state properties are occupied. - Sec 8 Report No official reports available until year -end, June 30, 2007. However, we do h ve a number of vacant RHA owned units. Two are at 75 Pleasant Street and as of April 30, 505 Su mer Avenue has been vacated. That particular unit is being painted and cleaned. - FSS Report — No official report available until year -end, June 30, 2007. - Resident Service Coordinator- Current Tannerville Newsletter provided. New Business: Executive Director discussed the ongoing process of replacing the windows at the 74 Bancroft pr perty. At this time, we have three quotes in for windows, the lowest price coming from Home Depot. W have two quotes in for labor /installation and we are awaiting one more quote to compare. Per discussion, the board expressed some concern as to the quality of a product from Home Depot verses a Harvey window and suggested taking a closer look at the window before choosing a low quote. If the Harvey window is far superior, then the Board may support expending a higher cost amount initially rather than experience problems at that location in the future. The Executive Director would have maintenance take a closer look and present a final analysis at the June 0 meeting for a decision to start the project just before year -end. The Executive Director presented the Section 8 Administration Plan for approval. The Director made a change to the Violence Against Women policy by inserting an Addendum to our original plan. A. larger housing authority in conjunction with Boston Legal Services drafted this expanded policy. Man North Shore and surrounding Boston area agencies are adopting this policy in order to meet HUD requirements associated with the passing of the new Public Law 109 -271. A motion was presen ed and passed. The Executive Director presented a new five -year lease contract for review and approval with the Department of Mental Retardation (DMR) for the property at 74 Bancroft Avenue in Reading. A four Percent increase in rent was included in this new lease. Both parties have the option of terminating by giving a 90 -day notice. A motion was presented and passed. The Executive Director requested authorization to submit on behalf of the RHA, an Agency Ballot fi r this years Nerc/Nahro council. A motion was presented and passed. Real Estate Matter: Update 75 Pleasant Street: Both units at 75 Pleasant Street are now vacant. The RIV. has insurance in place until May 31, 2007. At that time, RHA will have to seek additional ins ance coverage. Our present insurance agent, Joseph Carroll, is aware of the lapse in policy coverage and is seeking alternative coverage for us. The Reading Cooperative Bank is also aware o this change and may be able to provide additional coverage through one of their in -house programs. Executive Director will inform Board of those options at June meeting. Also, over the course of the last month, the Executive Director has been coordinating meetings with Town Department heads, RHA legal counsel, Brad Latham, engineers, and architect Rick Fennuccio to finalize the plans for submission with ZBA application. Our final set of plans was forwarded to all parties as of Friday, May 4`h with any concerns or comments made by Wednesday, May 9. No additional changes are expected at this time. The package of 20 necessary plans is expected the week of May 10. Once those plans are in hand, a hearing with ZBA ill be scheduled for first available date. Only comment from Board was to request that a line showing the A -40 zone be noted on 1 plan because they believe that the ZBA will inquire as to where it is. Executive Director will fc rward that request to all parties for comment. The Executive Director will also inquire as to the status of the bid package and request that language be inserted in order to accept alternate bids for n site construction. Historical members present at the Board meeting requested that if we were going to sell the property, that the demolition permit be removed. The Board informed those members, that the RHA would not withdraw that permit regardless of what decision is made in regard to the pr 'ect. Gazebo Circle: Garage E next to Unit 310 Gazebo Circle was purchased by the RHA on Aprik 13, Brad Latham represented the H.A. A rental agreement between RHA and owner of Unit 310, Joanne Law was entered into on April 13, 2007 as well. As of May 1, 2007 all rent due RHA has been paid and is up to date. Also, the Executive Director sent a thank you letter to the Board of Selectmen for their initial support of the possible use of funds from the Affordable Housi g Trust Fund monies to purchase Unit 310 if needed. That commitment of dollars was not needel at this time. Board Schedule June, 2007 BOARD MEETING: 06/04/2007 @ 7 PM 02 -370 TO ADJOURN: 8:25 PM. Move Tim Second John Vote 4 -0 Resp t , ly submitted, Lyn E. Whyte, Secretary Executive Director