HomeMy WebLinkAbout1991-10-07 Reading Housing Authority MinutesREADING HOUSING AUTHORITY
Minutes of the Meeting of October 7, 1991
A regular business meeting of the Reading Housing Authority was
held on October 7, 1991 at 7:30 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 by the Chairman, William E. McIsaac'.
Those members present and forming a quorum were: Mr. Sweet, Mr.
Reynolds, Ms. Galvin, and Mr. Allen. The Executive Director, Ms.
Plansky, was also in attendance. The Board met to review, ratify
and approve the following agenda items:
Minutes
Upon a motion duly made by Mr. Sweet and seconded by Mr. Reynolds,
it was unanimously
VOTED: To accept for the record the minutes of the Meeting of ,September
1991 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Pinnnnnc
Upon a motion duly made by Mr. Reynolds and seconded by Ms. Galvin,
it was unanimously
VOTED: To ratify and approve the checkroll /billroll for the period
from check #3649 through #3705 inclusive.
The Chairman then declared said motion carried and said vote in
effect.
"504" Handicapped Access Study
Upon a motion duly made by Mr. Reynolds and seconded by Ms. Galvin,
it was unanimously
VOTED: To approve and authorize the Chairman to sign the contract
with Access Group in the amount of $2,302.00, to be paid from the
Section 8 Operating Reserve.
The Chairman then declared said motion carried and said vote in
effect.
As a directive from the Chairman, the Executive Director will solicit
input from handicapped persons living in Reading so that the Authority
can be sure that they will be addressing the needs of the local
handicapped population.
FY '92 State Budgets
Chris Gustus from the accounting firm of Fenton, Ewald and Associates
presented the FY 192 budgets for the State programs to the Board.
Highlights included:
* FY '91 budgets included a 5% cutback on non - utility budget; as
the Authority's budget was July 1, the State did not set the
budget until mid - December and therefore allowed a 3.75% for FY '91
with the additional 1.25% to be taken in FY 192.
Page 2
Minutes
10/7/91
• The 707 Rental Assistance program provided the Authority with
a $36 /month administrative fee for each certificate; the new
administrative fee is set at $15 /month.
• New rent regulations provide more income to the Authority; therefor(.
the State will not be providing a subsidy for any housing programs
for this Authority.
• Adjusted pro- rations within budgets
• No salary increases for administrative; L &I anticipate 5% for
maintenance personnel effective 4/1/92
• Have not provided for Operating Reserves for all programs as
they are almost at maximum, - OR /elderly = 800 x 80 units;
OR /Family = $1200 x 10 units.
Upon a motion duly made by Mr. Sweet and seconded by Ms. Galvin,
it was unanimously
VOTED: To approve and sign the 667 -C budget for FY '92 in the amount
of $155,170 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Upon a motion duly made by Ms. Galvin and seconded by Mr. Allen,
it was unanimously
VOTED: To approve and sign the 705 -2 budget for FY 192 in the amount
of $10,039 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Upon a motion duly made by Mr. Reynolds and seconded by Mr. Sweet,
it was unanimously
VOTED: To approve and sign the 705 -1 budget for FY '92 in the amount
of $14,944 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Upon a motion duly made by Mr. Reynolds and seconded by Mr. Sweet,
it was unanimously
VOTED: To approve and sign the 689 budget for FY 192 in the amount
of $9600 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Upon a motion duly made by Mr. Sweet and seconded by Ms. Galvin,
it was unanimously
VOTED: To approve and sign the 707 budget for FY '92 in the amount
of $2826 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Page 3
Minutes
10/7/91
Section 8 Cost Amendments
Upon a motion duly made by Mr. Sweet and seconded by Mr. Allen,
it was unanimously
VOTED: To approve and sign the cost amendments for the Section 8
budget for #903 and 904 in the amount of $69,000 and $96,024 respectively.
The Chairman then declared said motion carried and said vote in
effect.
CORI Policy
Upon a motion duly made by Mr. Sweet and seconded by Ms. Galvin,
it was unanimously
VOTED: To approve the policy for procedures in relation to use
and dissemination of CORI information for the Authority as presented
and attached hereto.
The Chairman then declared said motion carried and said vote in
effect.
Management Plan
Upon a motion duly made by Mr. Sweet and seconded by Mr. Reynolds,
it was unanimously
VOTED: To approve the following additions /changes to the Authority's
administrative plan:
1) - Page 1, Item #5, date changed to 5/13/88.
2) - Page 1, Item #8, date changed to 7/19/91.
3) - Page 2, Non - discrimination, add "and sexual orientation" at
end of that paragraph.
4) - Page 4 final paragraph and top of Page 5, Compensation - to
have the final paragraph now read, At the discretion and stole
determination by the Executive Director, the Administrative',
Assistant may be compensated for vacation days, as funding
permits. Compensation will be paid for those days accumulated
and not used during that fiscal year up to the maximum allowable
under the annual vacation policy herein. Compensatory days,
shall be granted for overtime worked during that fiscal year
by the Administrative Assistant and approved by the Executive
Director in a manner to be determined by the Executive Director.
In no event will compensatory time be allowed to be carried
over from one fiscal year to the next, except when the granting
of such compensatory time before the end of the fiscal year
would be detrimental fo the efficient operation of the Authority.
5) - Page 7, Absence from Work - To add the word "annually" for
the three personal days and one floating holiday in this paragraph.
6) - Page 8, Vacation Leave - subparagraph (d) - to read "From service
from 4 years through 10 years..."
7) - Page 9, Sick Leave - sub - paragraph (b) - after "full -time employees"
add "and pro -rated for part -time employees."
8) - Page 13, Privately -Owned Vehicle, sub - paragraph (a) to read
"When use of an employee's private car is necessary, the current
EOCD approved mileage rate will be allowed. For each trip,
the inr -nt;nn visited must be reported.
Page 4
Minutes
10/7/91
9) - Page 13, Amendment - Add "and forwarded to E.O.C.D. for approval."
10)- Page 14, Legal Services - Accoount number now read " 44130 ".
11)- Page 14, Management - dates in #5 and #8 changed as noted
above in #1 and #2 respectively.
The Chairman then declared said motion carried and said vote in
effect.
The Board was presented with an overview of the work done at 689,
(Bancroft Avenue) to reshingle and stain the south side of the building;
705 -1 (Waverly Oaks) - painting almost complete; 705 -2 (Parker Place)
- The continuing negotiations with Fafard have not had a final r'csolution,
but are in process.
The Board reviewed the status regarding the suspension of the Contract
For Financial Assistance from EOCD for 667 -3 (Schoolhouse Properties)
and 705 -2 (Greenhouse Acres) as regards linkage housing. The Director
will endeavor to lease up the four (4) 1 -BR units at Schoolhouse',
with available Section 8 or 707 certificates.
Computerization
The Board members reviewed the specifications for soliciting prices
for computerizing the Authority. The following listing was approved
as minimum criteria:
Hardware:
- two 386SX IBM Compatible Computers
- 100 MB hard drive
- two color monitors
- Processor - 25 mhz
- HP Laserjet 3 printer with postscript mode or
- High quality dot matrix with continuous feed capability
Software:
- DOS 3.0 or above
- Lotus 1,2,3 - 3.1 most recent
- WordPerfect (5.3)
- Housing Authority programs
- Printer connections and LAN system
- Computer security system
- Checkwriter
Support services:
- 40 hours of in -house training
- 40 hours of back -up telephone support
- fixed price per hour for consultation over 40 hours.
There being no further business before the Board, it was unanimously
voted to adjourn at 9:45 P.M.
Respectfully submitte
Margare . Plansky
Secretary and Executive Dire for
Page 2
Minutes
10/7/91
• The 707 Rental Assistance program provided the Authority with
a $36 /month administrative fee for each certificate; the new
administrative fee is set at $15 /month.
• New rent regulations provide more income to the Authority; therefore,
the State will not be providing a subsidy for any housing programs
for this Authority.
• Adjusted pro- rations within budgets
• No salary increases for administrative; L &I anticipate 5% for
maintenance personnel effective 4/1/92
• Have not provided for Operating Reserves for all programs as
they are almost at maximum, - OR /elderly = 800 x 80 units;
OR /Family = $1200 x 10 units.
Upon a motion duly made by Mr. Sweet and seconded by Ms. Galvin,!
it was unanimously
VOTED: To approve and sign the 667 -C budget for FY '92 in the amount
of $155,170 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Upon a motion duly made by Ms. Galvin and seconded by Mr. Allen,;
it was unanimously
VOTED: To approve and sign the 705 -2 budget for FY 192 in the amount
of $10,039 as presented.
The Chairman then declared said motion carried and said vote in',
effect.
Upon a motion duly made by Mr. Reynolds and seconded by Mr. Sweet,
it was unanimously
VOTED: To approve and sign the 705 -1 budget for FY '92 in the amount
of $14,944 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Upon a motion duly made by Mr. Reynolds and seconded by Mr. Sweet,
it was unanimously
VOTED: To approve and sign the 689 budget for FY 192 in the amount
of $9600 as presented.
The Chairman then declared said motion carried and said vote in
effect.
Upon a motion duly made by Mr. Sweet and seconded by Ms. Galvin,
it was unanimously
VOTED: To approve and sign the 707 budget for FY '92 in the amount
of $2826 as presented.
The Chairman then declared said motion carried and said vote im
effect.
Page 3
Minutes
10/7/91
Section 8 Cost Amendments
Upon a motion duly made by Mr. Sweet and seconded by Mr. Allen,
it was unanimously
VOTED: To approve and sign the cost amendments for the Section 8
budget for #903 and 904 in the amount of $69,000 and $96,024 respectively.
The Chairman then declared said motion carried and said vote in
effect.
CORI Policy
Upon a motion duly made by Mr. Sweet and seconded by Ms. Galvin,
it was unanimously
VOTED: To approve the policy for procedures in relation to use
and dissemination of CORI information for the Authority as presented
and attached hereto.
The Chairman then declared said motion carried and said vote in
effect.
Management Plan
Upon a motion duly made by Mr. Sweet and seconded by Mr. Reynolds,,
it was unanimously
VOTED: To approve the following additions /changes to the Authority's
administrative plan:
1) - Page 1, Item #5, date changed to 5/13/88.
2) - Page 1, Item #8, date changed to 7/19/91.
3) - Page 2, Non- discrimination, add "and sexual orientation" at
end of that paragraph.
4) - Page 4 final paragraph and top of Page 5, Compensation - to
have the final paragraph now read, "At the discretion and sole
determination by the Executive Director, the Administrative
Assistant may be compensated for vacation days, as funding
permits. Compensation will be paid for those days accumulated
and not used during that fiscal year up to the maximum allowable
under the annual vacation policy herein. Compensatory days
shall be granted for overtime worked during that fiscal year
by the Administrative Assistant and approved by the Executive
Director in a manner to be determined by the Executive Director.
In no event will compensatory time be allowed to be carried
over from one fiscal year to the next, except when the granting
of such compensatory time before the end of the fiscal year
would be detrimental fo the efficient operation of the Authority.
5) - Page 7, Absence from Work - To add the word "annually" for
the three personal days and one floating holiday in this paragraph.
6) - Page 8, Vacation Leave - subparagraph (d) - to read "From service
from 4 years through 10 years..."
7) - Page 9, Sick Leave - sub - paragraph (b) - after "full -time employees"
add "and pro -rated for part -time employees."
8) - Page 13, Privately -Owned Vehicle, sub - paragraph (a) to read
"When use of an employee's private car is necessary, the current
EOCD approved mileage rate will be allowed. For each trip,
Page 4
Minutes
10/7/91
9) - Page 13, Amendment - Add "and forwarded to E.O.C.D. for approval."
10)- Page 14, Legal Services - Accoount number now read " 44130 ".
11)- Page 14, Management - dates in #5 and #8 changed as noted
above in #1 and #2 respectively.
The Chairman then declared said motion carried and said vote in
effect.
The Board was presented with an overview of the work done at 689
(Bancroft Avenue) to reshingle and stain the south side of the building;
705 -1 (Waverly Oaks) - painting almost complete; 705 -2 (Parker Plajce)
- The continuing negotiations with Fafard have not had a final resplution,
but are in process.
The Board reviewed the status regarding the suspension of the Contract
For Financial Assistance from EOCD for 667 -3 (Schoolhouse Properties)
and 705 -2 (Greenhouse Acres) as regards linkage housing. The Director
will endeavor to lease up the four (4) 1 -BR units at Schoolhouse
with available Section 8 or 707 certificates.
Computerization
The Board members reviewed the specifications for soliciting prices
for computerizing the Authority. The following listing was approved
as minimum criteria:
Hardware:
- two 386SX IBM Compatible Computers
- 100 MB hard drive
- two color monitors
- Processor - 25 mhz
- HP Laserjet 3 printer with postscript mode or
- High quality dot matrix with continuous feed capability
Software:
- DOS 3.0 or above
- Lotus 1,2,3 - 3.1 most recent
- WordPerfect (5.3)
- Housing Authority programs
- Printer connections and LAN system
- Computer security system
- Checkwriter
Support services:
- 40 hours of in -house training
- 40 hours of back -up telephone support
- fixed price per hour for consultation over 40 hours.
There being no further business before the Board, it was unanimously
voted to adjourn at 9:45 P.M.
Respectfully submitte ,
Margare Plansky
Secretary and Executive Dire for
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FORM NO. JPD - 15 - 29
TOWN OF READING `
To Town Clerk Sept. 27, 91
16 Lowell Street R E C El V E D 19_
Reading, MA 01867 T O `r`4 h C L E R X
READING, m , , r-
In accordance with the provisions of Chapter 39 of the General Laws of the Commonwealth
of Massachusetts, as a4W 7. megi%b 9 �eading Housing Authority
will be held 22 Frank D. Tanner Drive
- (Loc+tionl
on the following dates MOnday, Oct. 7, 1991 7:30 �M
Time
Time:
for the purpose of General business including matters of fiscal
control for all programs under the direction of »he
Authority.
Posted