HomeMy WebLinkAbout2004-12-06 Reading Housing Authority MinutesREADING HOUSING AUTHORITY
MINUTES OF THE REGULAR BOARD MEETING, December 6 2004
A regular business meeting of the Reading Housing Authority was held on Monday, December 6, 2904
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 7:05 P.M. with the Chair, John Coote, presiding. Those members present and forming
a quorum were Karen Flammia, Diane Cohen, Tim Kelley, and Mary Connors as well as the
Secretary/Executive Director, Lyn Whyte.
Minutes Move Tim Second Diane Vote 5 -0
02 -191 VOTED: To accept for the record the Minutes of the Regular Business Meeting of November 1,
2004, as presented.
Finances Move Tim Second Diane Vote 5 -0
02 -192 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check #j 862-
8933 . Payroll Summary as presented for November, 2004. Section 8 Voucher Program, #10220 -103 2, as
presented.
FY 2005 Budget Presentation - Our accountants, Fenton, Ewald & Associates, prepared the budget in
accordance with DHCD budget guidelines. Teresa Ewald made the presentation to the Board, noting that the
Director would be inputting the numbers via the Internet on a secured web site for DHCD.
FY 2005 4001 Budget Move Diane Second Tim Vote 5 -0
02 -193 VOTED: To approve and sign the FY 2005 4001 Budget as submitted.
FY 2005 689 Budget Move Diane Second Mary Vote 5 -0
02 -194 VOTED: To approve and sign the FY 2005 689 Budget as submitted.
Roofing Bid Reiection Move Tim Second Diane Vote 5 -0
02 -195 VOTED: To reject low bid submitted by Duval Roofing because (1) failure to submit a bid deposit; (2)
failure to complete the unit prices on the bid form. This is not a lump sum bid; (3) submitted a bid that was
conditional and obscure by adding a notation on its bid form regarding the bid price and contract form.
667 Roofing Contract Move Tim Second Karen Vote 5 -0
02 -196 VOTED: To approve and authorize Executive Director, Lyn Whyte to award and enter into a co' tract
with Meadows Construction Co., the next lowest, eligible and responsible bidder to replace eight roofs at 667
Development on Tanner Drive, Reading, MA at a cost of $69,800 and upon DHCD final review and approval.
Personnel Policy Change Move Diane Second Tim Vote 5 -0
02 -197 VOTED: To approve a change to the "Benefits" policy of the Reading Housing Authority by adding
the following paragraph referred to as "5.9 Cell Phone Use" in that section:
Cell phones will be issued, as approved by the board of commissioners, to the following positions: Executive
Director, Housing Manager (if necessary), Full and Part -time Maintenance personnel.
Use of the cell phone is to be work - related only. In instances where there are charges due to personal calls the
user must make reimbursement to the Reading Housing Authority. An itemized bill will be given to the
employee. The employee using the cell phone must sign this bill. A statement will be attached to the bill, which
the employee signs and attests to the fact that all personal charges incurred have been reimbursed to the authority.
Renewal Accounting Contract Move Tim Second Karen Vote 5 -0
02 -198 VOTED: To approve and authorize Executive Director to sign one year contract, July 1, 2004 through
June 30, 2005 with the accounting firm of Fenton, Ewald & Associates per agreements and DHCD Fiscal Year
for the program have been cut once again. These are the funds used to administer the costs associa d with
this program. HAP funding at this time is sufficient to cover the rents, however, additional cuts are a pected
in that area in the next few months. We will continue our efforts to address issues as they arise.
Board Schedule
February, 2005 BOARD MEETING: 02/14/2005 @ 7 PM
02 -204 TO ADJOURN: 8:20 PM. Move Tim Second Karen V
Resp() \�y /c1tfully submitted,
Lyn E. Whyte, Secretary & Executive Director
4 -0
Board Schedule
January, 2005 BOARD MEETING: 01/03/2005 @ 7 PM
02 -200 TO ADJOURN: 9:00 PM. Move Mary Second Karen Vote 5 -0
Respectfully submitted,
Lyn E. Whyte, Secretary & Executive Director
2005 Budget Guidelines.
Execution of Bank Commitment Letter Move Tim Second Mary Vote 5 -0
02 -199 VOTED: To authorize Executive Director to execute commitment letter dated 11/10/2004 with
Reading Cooperative Bank regarding the potential financing for the 75 Pleasant Street project.
Real Estate Matter:
- Regarding 75 Pleasant Street: Attorney, John Greco will be available to the RHA to assist in the tra sfer of
land from the Town of Reading to the Housing Authority. Copies of our deed have already been made available
to him and to Reading Cooperative Bank Counsel, William Feingold. Attempts are being made to locate Ia deed
for the old police station property, which is part of the land swap. Reading Cooperative Bank has presented the
RHA with a commitment proposal for mortgage on this project and the Board authorized Executive Director to
execute this proposal. Tim Kelley and Executive Director met with Town Manager to discuss the LIP process
including initial transfer of property. Every effort is being made to coordinate multiple transactions in order to
proceed in a timely fashion and in a manner within our control. The lead agency on this project, North Andover,
has obtained their Board approval to proceed. All documentation has been forwarded to DHCD for approval
and execution of necessary contracts. Once this is done, a construction meeting will be scheduled. RHA has
offered to be the host location and all Board members will be kept informed of dates.
Personnel Matters:
- Commissioners were informed of the possibility of upcoming training sessions in being offered through
NSHEDA in January 2005. Most Board members expressed an interest and that interest will be expressed
to the NSHEDA board for scheduling purposes.
Report of Programs:
- Vacancy Report- All units in all programs fully leased as stated in reports presented.
- Sec 8 Report- No report provided
- FSS Report — No report provided.
- Resident Service Coordinator- Copy of latest Tannerville Newsletter was provided to Board.
New Business:
- Jill Fenton of Fenton, Ewald & Associates made budget presentation for Fiscal Year 2005 to Board.
Upon discussion and review a motion was made to approve FYE June 05 Agency budget as p�esented
and to be submitted electronically to DHCD for approval.
- Roofing modernization project for state elderly complex was presented for discussion and app oval by
Executive Director. Upon review of all materials, vote was made to proceed pending DH D final
approval.
- Audit for the FYE June 2004 is almost complete. An exit conference has been scheduled for December
28, 2004. No findings are expected, although, comment may be noted relative to development costs
associated with the purchase of Pierce Street property in the Spring of 2004.
- Executive Director for review, discussion and approval presented a new Cell Phone Policy PER DHCD
guidance. The RHA Board had previously discussed this issue and had a verbal understanding of the
expected use of agency cell phones. DHCD has suggested a written format. A motion was made to add
this policy to the existing RHA personnel policy
- Recent legislation has made changes to Procurement Regulations. The new changes went into effect on July
19, 2004 and have dramatically impacted smaller agencies such as RHA. Training sessions are coming up
Regarding this matter and every effort will be made to conform in a timely fashion to these regulated
changes. Upon discussion, Board agreed to proceed as normal until such time that clarification has been
made available to housing authorities with DHCD assistance and guidance.
The suggestions were helpful and a further discussion will take place with staff to meet both the
concerns of the board and staff. Executive Director will then put a new schedule in place.
- Present RHA parking policy was discussed. Executive Director provided existing policy along with
sample policies from other agencies as a guide. The Board was asked to review and provide suggestions
on how we may be able to update this policy to specifically address the requests of tenants to own
additional vehicles within one household. Further discussion will take place before implementing any
changes.
Board Schedule
December, 2004 BOARD MEETING: 12/06/2004 @ 7 PM
02 -192 TO ADJOURN: 8:20 PM. Move Tim Second Diane Vote 5 -0
R s c1fully submitted,
Lyn �Whyte, Secretary & Executive Director