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Home My WebLink About2006-04-03 Reading Housing Authority MinutesREADING HOUSING A UTHORITY MINUTES OF THE REGULAR BOARD MEETING April 3 2006 A regular business meeting of the Reading Housing Authority was held on Monday, April 03, 2006 at 7:00 M at the office of the Reading Housing Authority the town of Reading, Mass. The meeting was called to order a 7:07 P.M. with the Chair, Karen L. Flammia, presiding. Those members present and forming a quorum were Tim Kelley, Mary Connors and Diane Cohen as well as the Secretary/Executive Director, Lyn Whyte. Minutes Move Mary Second Tim Vote 4 -0 02 -281 VOTED: To accept for the record the Minutes of the Regular Business Meeting of March 6, 20 6, as presented. Finances Move Tim Second Diane Vote 4 -0 02 -282 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check #146 196, Payroll Check Summary as presented for March, 2006 ; Section 8 Voucher Program, #183 -288, as presented. Finances Move Tim Second Mary Vote 4 -0 02 -283 VOTED: To certify receipt of monthly operating statements for all RHA programs for the montt end February, 2006 of the current fiscal year. HUD Annual Agency Plan Update Move Tim Second Diane Vote 4 -0 02 -284 VOTED: To approve the RHA Streamlined Annual Agency Plan Update for Fiscal Year 2006 as present d for submission to HUD via electronic filing. DLI Rate Change Move Diane Second Mary Vote 4-0 02-285 VOTED: To accept and approve the minimum base wage rates as presented by Comm. Of MA, DLI effective 04/01/06 for General Maintenance @ $18.69 base rate and Maintenance Man II @ $17.42 base rate. Amend Capitalization Policy Move Tim Second Diane Vote 4-0 02 -286 VOTED: To amend capitalization policy entitled RHA Fixed Asset Policy and Procedures to reflect changeover to GAAP accounting policies as it pertains to both capitalized and non - capitalized items as presented by Executive Director. Administrative Staff Bonus Move Tim Second Diane Vote 4 -0 02 -287 VOTED: To approve a one time bonus for all administrative staff for FYE 6/30/2006 totaling $8,558.25 to be distributed as follows: Kathy Rolli - $2064.75; Karin Keyser - $1007.49; Michelle Hudzik - $1218.22; Cassie Sutherland - $941.47; Lyn Whyte - $3326.32. Personnel Matters: - Frank Veglia passed his Commonwealth of Massachusetts's test for a construction supervisor's licen a on March 30, 2006. Final documentation will be presented to board at next board meeting. Report of Programs: - Vacancy Report - There was two turnovers in the elderly development during the month of March. All units in all programs fully leased as stated in reports presented. - Sec 8 Report- Report was presented by Section 8 Coordinator, Kathy Rolli for the Qtr. End March 2006. - FSS Report — Report was presented by FSS Coordinator, Karin Keyser for the Qtr. End March 2006. - Resident Service Coordinator- Current Tannerville Newsletter provided. New Business: HUD streamlined agency plan update for fiscal year 2006 was presented to Board by the Executive Direc or for their approval for submission to HUD via electronic filing. Only changes to the Section 8 Administrativ Plan were the addition of an Appendix to address the needs of those applicants with a limited English proficiency. The RHA adopted the plan provided to Massachusetts's agencies during recent training sessions on this topic. We have engaged the services of bi- lingual residents, as well as a professional service company to assist as interpreters. RHA has also modified forms to inform active participants and potential applicants of the availability of interpreters to assist in all processes associated with this agency. An increase of 5.8% in the Department of Labor Industries (DLI) wage rates went into effect April 1, x006 for all maintenance personnel. This change is mandated by the State and will take effect with the payroll for weekend April 7, 2006 and paid on April 13, 2006. Executive Director presented for discussion an analysis of Maintenance and Admin Salaries increases since FY 2003. The purpose of this comparison was to support a request by the Executive Director to authorize a one -time bonus to all administrative staff as detailed in report for fiscal year 2006. This proposed approach to a raise for admin staff was initially mentioned when Budget 2006 was presented for approval in the fall 2005. The Board supported this option in order to provide increases to the staff. On behalf of the staff, the Executive Director extended a thank you. The Executive Director opened up discussion on potential policy changes for the RHA. The capitalizatio policy needed to be amended to reflect our instituting GAAP accounting procedures and the affect it now has n both capitalized and non - capitalized items. Director presented the old policy and proposed new policy for comparison. After discussion, motion was presented to adopt the new Fixed Asset Policy and Procedures effective immediately. The Board continued with discussions pertaining to questions on removal of existing refrigerators, addition of freezers, requests for sheds and requests for satellite dishes. In recent month$, these topics have been presented. Consensus was to table establishing new policies regarding these matters until we had time to look more closely at the existing DHCD state lease. Diane Cohen felt that the existing lease may actually make reference to these topics already and Tim Kelley felt from a legal standpoint, that not having anything further in writing would most likely benefit us if challenged at a future date. Executive Director appreciated the input and would review lease with Diane to confirm and update Board at next meeting. Real Estate Matter: - Update 75 Pleasant Street: LIP application was approved at March 7, 2006 public hearing. Official written documentation of the motion for approval was received on March 28, 2006. The architect provided detailed notes as to his understanding of the questions /concerns addressed at the public hearing. He also provided a copy' of a possible new design to address concerns regarding the original long roofline. Unfortunately, any changes o any kind add additional dollars to the budget. A revised financial analysis was presented by Executive Director taking into account an expected increase to $340,000 of trust fund dollars. "Proceed cautiously" is still a viable approach to this project. If costs continue to escalate and rental incomes continue to fall, it would be reasonable to assume that RHA will not be able to continue. Repeated attempts have been made by Executive Director, as well as, Rick Fenuccio to reach and speak with staff at DHCD. Suggestion to proceed to ZBA as planned was supported by Board. Efforts to move the project along will be made by Executive Director. The RHA needs to get RFP out there for bid as soon as possible. Board Schedule May, 2006 BOARD MEETING: 05/01/2006 @ 7 PM 02 -288 TO ADJOURN: 8:45 PM. Move Mary Second Tim Vote 4 -0 Resp c lly submitted, Lyn E. ge -tary Executive Director