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Home My WebLink About2003-07-07 Reading Housing Authority MinutesREADING HOUSING A UTHORITY MINU'T'ES OF THE ANNUAL BOARD MEETING July 7 2003 An annual business meeting of the Reading Housing wn of ReadinghMasosn The meeting was ca0lled t o0rder at the office of the Reading Housing Authority the t at 7:15 P.M. with the Chair, Karen Flammia, presiding. Those members present and forming a quorum were Mary Connors, Tim Kelley, and John Coote as well as the Secretary/Executive Director, Lyn Whyte. Minutes Move Tim Second Mary Vote 4 -0 02 -107 VOTED: To accept for the record the Minutes of the Regular Business Meeting of June 2, 2003, presented. as Finances Move Tim Second Mary Vote 4 -0 Check #76 9- 02 -108 VOTED: To approve and sign the checkroll/bneh2003r t Section iod8 or Voucher A aunts Program, Pa ble8579 8673, as 7795, Payroll Check Summary as presented for J presented. Change in lease addendum Move Tim Second Mary Vote 4 -0 e RHA Scattered Site HousingpoA�re s Lease- 02-109 VOTED: To Chang Maintenance" Added include be additional language in Part 6 of "Grounds, Trash and Common "no swimming pools, swing sets or trampolines are allowed on RHA owned properties." Change in lease addendum Move tte Tim �jecond John d Site Housing Programs Lease Addendum Part of 02 -110 VOTED: To change RHA Sca "General" section to read "RHA bills tenants at cost plus overhead for damages they or their guests cause. FSS Escrow Disbursement Move Tim Second Mary Vote 4 -0 02 -111 VOTED: To approve the disbursement of $10,808.78 as FSS escrow for an participant who successfully completed the FSS program. Real Estate Matter: - Transfer of ownership of the Pierce Street con _ been notifiedbeen postponed til end of July due t contractor delays. All interested parties have be Wilson Street engineering reports have not be completed o been replaced yet. Landscaper did not - The replacement tree for neighbor, initially take the tree that came in due to poor condition. Executive Director will notify owner of delay. ant Presentation was made to members of the board by Mr. Coote ith 6 unng our 75 us like Street project. It was decided by all members t proceed a presentation with 1.5 parking spaces per unit. Executive Director will p roceed with process by contacting Town Manager to arrange a date for presentation to Board of Selectmen on our about gust. In the meantime, Mr. Coote and Executive Director will continue with the first week of Au the work involved to prepare for this meeting. Personnel Matters: - Permanent position of occupancy Coordinator was filled Michelle HRH Board effective s a July embero Congratulations extended to Mr. John Coot re-appointment - Executive Director review will be completed by Board members and submitted at August, 200: board 2003.All units in all programs fully leased as stated in reports presented. Sec 8 Report- No report provided FSS Report — Annual report which has been submitted to RUD was presented to board by Karin Keyser, FSS Program Coordinator. Resident Service Coordinator- Written report submitted by Lynne Michaud. New Business: A FSS escrow disbursement was made to a program participant who completed her program requireme A new retirement bill has been made available to Comm. Of MA employees. Tom Stapleton may be tl employee interested at this time. Before having the Board vote on its acceptance or rejection of this late Executive Director will inquire as to his interest in proposed retirement package. - Upcoming legislative changes for determination of rents for state housing programs was presen Executive Director. In regard to the elderly, the $400 deduction has been eliminated from rent c:alcu The result is an average $10 -$20 increase in rents. On the family programs: rent will now be calculate a 27% of net income calculation. This is a 2% increase over prior years. This change will resul average $50 increase for most families. This legislative change on rents will be effective October 1, 2 package is being prepared now to inform all residents of this rent change and will be available to all by the end of August. - A discussion was held on the pet policy in existence at the R14A. Some felt it was somewhat ambiguc may need to be more defined at a later date. Board Schedule September 2003 BOARD MEETING: 09/08/2003 @ 7 PM 02 -121 TO ADJOURN: 9:30 PM. Move Don Second John Lote 4 -0 c f&Ily submitted, �i E. Whyte, Secr ry & Executive Director only t bill, A by tions. using in an 03. A ;nants us and meeting.. Report of Programs: Vacancy Report- All units in all programs fully leased as stated in reports presented. - Sec 8 Report- Report provided by Kathy Rolli - FSS Report — Report provided by Karin Keyser. - Resident Service Coordinator- Written report submitted by Lynne Michaud. New Business: - Policy change for lease addendum for family programs was presented by Executive Director and a of Board. Upon DHCD recommendation, swimming pools, trampolines and swing sets will not be permi R14A owned properties. Additional language in the "General' section was changed to read more clear motions 02 -109 & 02 -110. Further discussion next month on present Pet Policy will take place in t1 d by A on See near future. Adverse findings on the Audit Report for FYE 06/02 was discussed. The finding was based on our gency not converting its bases of accounting for its federal programs to GAAP within designated time frame. A request for a response to this finding has been made by the Executive Director to our accountants, Frnton, Ewald & Associates. - ract with the RHA. One participant completed her contract to its Two FSS participants ended their cont fullest and will receive a disbursement of $10,808.78 for her efforts and a job well done. Th other participant's contract expired without her fulfilling the requirements of the program. As a result, any monies previously escrowed will revert back to the RHA. Reorganization my Lyn Whyte assume the Chairman Chair, Karen L. Flammia asked that Secret Reorganization, and the Meeting proceeded at 10:05pm on that basis. ELECTION OF OFFICERS Upon a motion duly made by Mr. Kelley and seconded by Ms. Flammia, it was unanimously 02 -112 VOTED: To nominate: Chairman Ms. Connors Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously 02 -113 VOTED: To nominate: Vice - Chairman Mr. Coote Upon a motion duly made by Mr. Kelley and seconded by Mr. Coote, it was unanimously 02 -114 VOTED: To nominate: Treasurer Ms. Flammia Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously 02 -115 VOTED: To nominate: Asst.Treasurer Mr. Allen Upon a motion duly made by Mr. Kelley and seconded by Ms. Connors, it was unanimously 02 -116 VOTED: To elect the following slate of officers for the upcoming year: Chairman — Ms. Mary Connors Vice - Chairman — Mr. John Coote Treasurer — Ms. Karen L. Flammia Asst. Treasurer — Mr. Donald Allen Member — Mr. Kelley Secretary Lyn Whyte returned floor control to newly elected Chair, Mary Connors at 10:20pm. for Report of Programs: i - Vacancy Report- 2 Elderly units became available as of May 31, 2003. Offers have already een accepted for those units. Expected to lease by June 91h at latest. Unit at 21 Pleasant Street in 705 development was offered and accepted. That unit will be leased by Wed., June 51n - Sec 8 Report- No report provided - FSS Report — No report provided. - Resident Service Coordinator- Written report submitted by Lynne Michaud. New Business: - Approval of contract for roof replacement was requested. Building #29 at Frank D. Tanner Drive is in need of immediate replacement due to deterioration. Work will be done by Duval Roofing Inc. of Reading, MA before June 30, 2003. - Roberto Landscaping, Inc. of Wakefield will begin site improvement work on our Oakland/Waverly property within the next two weeks. - A settlement was reached with a Section 8 participant who was terminated by RHA for program violations. Upon mediation, it was agreed amongst all parties that said participant's voucher would be reinstated, however, RHA will not host or administer the voucher. Peabody Housing Authority was the issuing ency and will maintain the contract within their own office. - A congratulatory letter was sent on behalf of the Board of the RHA to Ms. Lori Smith, a Section 8 tenant for her scholarship award from MassNAHRO. - A letter of recognition and thanks to the RMHS Track Team for their assistance in installing air conditioners for the seniors at Tannerville was sent to Town Manager. - RHA received a MEMA award of $1844.13 for the snow emergency in February, 2003. Reimbursement is expected prior to this fiscal year end of June 30`h. - A pet waiver for senior tenant Mary Herbert was presented by Ex. Director Lyn Whyte for approval. All necessary documentation is in place. - In support of Mr. John Coote's request to be re- appointed to the Housing Board, all were reminded of th June 3`1 scheduled Selectmen's Meeting in which various board appointments are up for review. 8:10pm is the scheduled time for the Housing Authority appointment. Board Schedule July 2003 BOARD MEETING: 02 -106 TO ADJOURN: 9:10 PA 4. 07/07/2003 @ 7 PM Don Second Tim Vote 5 -0 Res tfully submitted, �1 env Lyn 1/ Whyte, Secre & Executive Director