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HomeMy WebLinkAbout1990-09-10 Reading Housing Authority MinutesREADING HOUSING AUTHORITY Minutes of the Meeting of September 10, 1990 A regular business meeting of the members of the Reading Housing Authority was held on Monday, September 10, 1990 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 acting Chairman, William Mclsaac with Board members Mr. Sweet, Mr. Reynolds and Ms. Galvin present and forming a quorum. The Executive Director, Ms. Plansky, was also in attendance. Minutes The Board reviewed the minutes fo the meeting of August 13, 1990. Upon a motion duly made by Mr. Reynolds and seconded by Mr. Sweet, it was unanimously VOTED: To accept for the record the minutes of the meeting of August 13, 1990 as presented. Copies of these minutes had been distributed to the Board members prior to the meeting for their review. The Chairman then declared said motion carried and said vote in effect. V 4 n M n,-,:1 c The Board reviewed the checkroll /billroll for the period. Upon a motion duly made by Ms. Galvin and seconded by Mr. Sweet, it was unanimously VOTED: To approve and sign the checks for the period and included Check #2895 through #2943 as presented. The Chairman then declared said motion carried and said vote in effect. Personnel Policy The Board reviewed the recomended changes in the Authority's Personel Policy and upon a motion duly made by Mr. Sweet and seconded ',by Mr. Reynolds, it was unanimously VOTED: To accept the changes as presented (attached herewith) to the Authority's Personnel Policies. These changes are to clarify ambiguous language and to formalize procedures. The Chairman then declared said motion carried and said vote in effect. Maintenance Job Description Mr. Mclsaac reviewed the current job description. Ms. Plansky and Mr. Mclsaac will refine the work requirements, prepare an advertisement and job posting notice and submit a breakdown of the current job description to Labor and Industries for an hourly wage rate. Page 2 9/10/90 Minutes Single Audit The results of the Single Audit request were reviewed. The Authority had been notified by the State Auditor's department that a compliance audit of the Authority's books will be performed. The audit proposals did include a bid from the State Auditor's office. The Board considered this in their deliberation and upon a motion duly made by Mr. Sweet and seconded by Ms. Galvin, it was unanimously VOTED: To accept the low bid from the State Auditor's office in the amount of $1300, which will include the full compliance audit. The Director was requested to have the Chairman sign the Agreement and set up a mutually convenient time for the audit'. The Chairman then declared said effect. Purchasinq Policies motion carried and said vote in The Board reviewed the changes suggested by our attorney for '',the Authority's Purchasing Policies (attached hereto). Upon a motion duly made by Mr. Reynolds and seconded by Mr. Sweet, it was unanimously VOTED: To approve the changes in the Authority's Purchasing (Policy to conform to Massachusetts General Laws, Chapter 30B as attached hereto. The Chairman then declared said motion carried and said vote in effect. Authority Waiting Lists In light of the current fiscal crisis in Massachusetts, the State has not allowed any Authority to reissue any certificate. Due to this funding being cut, there are many more applications for Section 8 Rental Assistance coming through. Currently the Board has over a 4 year waiting list for this program. Upon a motion duly made by Mr. Reynolds and seconded by Ms. Galvin, it was ',unanimously VOTED: To close both the Federal Section 8 and State 707 Rental Assistance waiting lists. The Chairman then declared said motion carried and said vote in effect. There being no further business before the Board, it was unanimously voted to adjourn at 9:20 P.M. Respectfully submitted Margare Plansky, Secretary and Executive Director PURCHASING POLICIES OF READING HOUSNG AUTHORITY Under Section P of the Management Plan of the Reading Housing Authority, the following changes are made to conform with the provisions of the Uniform Procurement Act, Massachusetts General Laws,(MGL), Chapter 30B: 1. Inventory - Refer to inventory list per program. 2. Purchasing Policy - Day to day purchases for materials and supplies are made by the Executive Director acting as Chief Procurement Officer for the Authority, or in the Director's absence by the'' Administrative Assistant. Maintenance supplies are purchased with the approval of the Executive Director, ordered through Pqlrchase Order or by contract, where required, all in accordance with MGL, Chapter 30B. For purchases up to $1,000 no solicitation is required but the Procurement Officer makes purchases using good business practices. For any purchases over $1,000 the Director requests approval of the Board and three telephone bids are obtained. Purchases are made in conformance with good business practice and the Director may use HUD Consolidated and State Purchasing programs, where applicable. Purchases over $10,000 are put out for public bidding as outlined in MGL, Chapter 30B; MGL, Chapter 30, Section 39M;1 ' MGL, Chapter 149, Section 44, A -H. Emergency procedures may be utilized only when said procedures are in accordance with MGL, Chapter 30B. 3. Contracting Procedures are followed as outlined by E.O.C.D. or H.U.D. where applicable. 4. Legal Services - If necessary, legal services are paid for with funds from Account #1410.04 through the regular budget. The Authority contracts for legal services where required by either E.O.C.D. or H.U.D., but engages legal services on a fee -paid basis otherwise. 9/10/90.