HomeMy WebLinkAbout2016-08-02 Housing Authority Minutes Town of Reading ,;I I,'LIVED 10
�3 r Meeting Minutes 1 ,)AN CLERK
FADING. MASS.
taoard - Committee - commission - Council: 1016 SEP 19 A & 39
Housing Authority
Date: 2016-08702 �l Time: 5:30 PM
Building: Location: Community Room
Reading Housing Authority Administration
Address: 22 Frank Tanner Drive Session: Open Session
Purpose: Annual Board Meeting Version: Final
Attendees: Members - Present:
Madeline Hodgdon, Treasurer; Diane L. Cohen, Asst. Treasurer; Richard
Robbins, Member
Members - Not Present:
Timothy). Kelley, Chair; Kevin Mulvey, Vice-Chair
Others Present:
Lyn E. Whyte, Secretary
Minutes Respectfully Submitted By: Lyn E. Whyte
Topics of Discussion:
Pursuant to a legally posted meeting, the meeting June 6, 2016 convened in the Community
Room located at 22 Frank D. Tanner Drive, Reading Town Hall at 5:30 PM
READING HOUSING AUTHORITY
MINUTES OF THE ANNUAL BOARD MEETING,August 1 2016
An Annual Business Meeting of the Reading Housing Authority was held on Monday,August 1,2016
at 5:30 P.M at the office of the Reading Housing Authority the town of Reading, Mass. The meeting
was called to order at 5:30 P.M.with the Treasurer, Lynn Hodgdon presiding.Those members
present and fanning a quorum were Richard Robbins and Diane Cohen as well as the
Secretary/Executive Director, Lyn Whyte. Timothy J. Kelley&Kevin Mulvey were absent.
Minutes Move Diane Second Richard Vote 3-0
17-001 VOTED: To accept for the record the Minutes of the Regular Business Meeting of June 6, 2016,
as presented.
Finances Move Richard second Diane Vote 3-0
17-002 VOTED: To approve and sign the checkroll/biliroll for the period for Accounts Payable Check
#6379-6465 Payroll Summary as presented for June&July, 2016. Section 6 Voucher Program; July
1, 2016 wire transfer in the amount of$114,322.27 and August 1, 2016 wire transfer in the amount of
$113,611.12 as presented.
Finances Move Diane Second Richard Vote 3-0
17-003 VOTED: To certify receipt of monthly operafing statements for all RHA programs for the
months end , May and June 2016 of the current fiscal year.
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Sec 8 Utility Allowance Schedule Move Diane Second Richard Vote 3-0
17-001 VOTED: To approve the Section 8 program's Summary Allowance for Tenant-Furnished Utilities and
Other Services as presented and prepared by Happy Software Inc. on behalf of the RHA and to become effective
October 1,2016.
Certification of Salary Schedules for FYE2016 Move Richard Second Diane Vote 3-0
17-005 VOTED: To certify the RHA submission of Schedule of Positions and Compensation for FYE June 2016
as presented in the budget and within current budget guidelines.
Certification of Compliance-Lead Paint Laws Move Richard Second Diane Vote 3-0
17-005 VOTED: To certify RHA lead based paint compliance with federal and state laws and regulations for
FYE,une 2016.
FYE2016 Financial Statements Certification Move Richard Second Diane Vote 3-0
17-007 VOTED: To certify the RHA submission of FYE June 2016 Financial Statements Certification
for otir 689-1 and 400-1 programs as presented.
ANNUAL REORGANIZATION: Chair requests Secretary to assume the Chairmanship for
reorganization.
To nominate Chairman Move Diane Second Richard Vote 3-0
17-008 VOTED: To nominate Kevin F. Mulvey for position of Chairman.
To nominate Vice-Chair Move Richard Second Lynn Vote 3-0
17-009 VOTED: To nominate Diane L.Cohen for position of Vice-Chairman.
To lominate Treasurer Move Diane Second Lynn Vote 3-0
17-010 VOTED: To nominate Richard Robbins for position of Treasurer.
To nominate Asst.Treasurer Move Diane Second Richard Vote 3-0
17-0 1 VOTED: To nominate Madeline Hodgdon for position of Asst. Treasurer.
To elect officers for upcoming year Move Diane Second Richard Vote 3-0
17-0'2 VOTED:To elect the following slate of officers for the upcoming year:
Chairman— Kevin F. Mulvey
Vice-Chairman—Diane Cohen
Treasurer—Richard Robbins
Asst.Treasurer--Madeline Hodgdon
Member—Timothy J.Kelley
To return floor control to new Chair Move Richard Second Lynn Vote 3-0
174)13 VOTED: To have Secretary, Lyn Whyte, return floor control to newly elected Vice-Chair, Diane
L. C)hen.
Emergency Realacement of HVAC System Move Diane Second Richard Vote 3-0
17-014 VOTED: To approve and authorize the Executive Director to sign the Contract between All Seasons
Cooling & Heating, Wakefield, MA and the Reading Housing Authority in the amount of six thousand eight
hundred fifty dollars($6,850)for the emergency replacement of a HVAC system for Unit 303 Sanborn Street.
Pet Waiver 667 Development Move Richard Second Diane Vote 3-0
17-015 VOTED: To approve and authorize the tenant at#37-2 to have a cat in accordance with the
rules for Pet Ownership promulgated by DHCD and the Reading Housing Authority Pet Policy after
assurance that all conditions for pet ownership are in place.
Contract Agreement Boiler at 43 Wilson Move Richard Second Diane Vote 3-0
17-016 VOTED: To approve the bid for boiler install and authorize the Executive Director to sign the
Contract between J.F. Burns, LLC, Middleton, MA and the Reading Housing Authority in the amount of
$8,600.00 for the installation of new gas boiler and associated work per scope at RHA-Owned 3-BR unit
located at 43 Wilson Street.
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Contract Agreement WP#5001. Proiect No.246049 Move Diane Second Richard Vote 3-0
17-017 VOTED: To approve the low bid for fencing project and authorize the Executive Director to sign
the C mtract between Methuen Fence, Salem, NH and the Reading Housing Authority for Work Plan
#500', Project No. 246049 in the amount of $19,350.00 for the installation of white vinyl solid fencing
and associated work per advertised scope at our 667 1&2 state elderly development located on Frank
D. Ta finer Drive.
Contract Agreement WP#5001, Project No.246048 Move Richard Second Diane Vote 3-0
17-018 VOTED: To approve the low bid for interior painting and authorize the Executive Director to
sign tie Contract between Mystic Painting Co., Inc., Wakefield, MA and the Reading Housing Authority
for V/ ork Plan #5001, Project No. 246048 in the amount of $10,000.00 for the interior painting and
assoc iated work per advertised scope at our 689-1 development located at 74 Bancroft Avenue.
Personnel Matters:
- Confirmation of submittal of Board Attendance to DHCD for month of June&July, 2016 was
provided to Board.
Report of Prop-rams:
- Vacancy Report-Mitch Hudzik, State Program Coordinator provided her monthly report. .
- Sec 8 Report- Report provided by Executive Director
- Resident Service Coordinator-Current Tannerville Newsletter provided.
- Monthly Work Order/Maintenance Report for month of June&July,2016.
New Business:
- Request by Executive Director for approval of updated Section 8 Utility Allowance Schedule
effective for October 1, 2016 as presented. Schedule was prepared by HUD approved vendor
Happy Software.A motion was presented and approved.
- Executive Director presented fiscal year end 2016 annual certifications for approval and
submittal to DHCD as required; Salary Schedules, Lead Paint Compliance,Financial
Statements. Motions for each certification form were presented and approved.
- Executive Director requested approval of the emergency replacement of an HVAC system for RHA-
Owned unit located at Sanborn. Emergency procurement procedures resulted in low-bid contract of
$6,850.00 from All Seasons Cooling&Heating, Wakefield, MA. Motion was presented and approved.
- Correspondence from DHCD regarding Commissioner Trainings was provided to all board members.
RHA State Appointee/Board Member,Diane Cohen will represent the RHA at September 30`h training
session and provide updates to all.
- An elderly resident's request for pet waiver for a cat was presented to the Board for their approval.
The Executive Director confirmed that all required documentation was in place. A motion was
presented and approved.
- Executive Director requested approval to enter into a service contract in the amount of$8,600.00 to
replace the boiler at 43 Wilson Street. RHA presently has a current three year service agreement with J.F.
Burns, LLC for routine and emergency heating system and plumbing repairs.This contract work falls under
that agreement.Motion was presented and approved.
- Correspondence from DHCD received for Formula Funding Capital Improvement Plan(CIP)Approval for our
CIP17 project plans. RHA is moving forward with the interior painting of our 689-1 home,
new fencing around all barrel areas at our elderly 667 1&2 development and the construction of a new
maintenance garage located behind our office on Frank Tanner Drive.All projects are presently
underway.
- Executive Director presented procurement documentation for approval to enter into contract for
$19,350 for installation of new fencing,per advertised scope,with low-bid contractor Methuen Fence,
Salem,NH. Motion was presented and approved.
- Executive Director presented procurement documentation for approval to enter into contract for
$10,000 for interior painting of our 689-I single family home,per advertised scope,with low-bid
Contractor Mystic Painting Co., Inc, Wakefield,MA. Motion was presented and approved.
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Real Estate Matter:
- Cazebo Circle: RHA received notice of postponement of Unit 411 Foreclosure Sale until July 2016. No
further updates have been provided at this time.
- Cazebo Circle: All prior taxes due on unit purchased in October 2015 have been paid. New PILOT status is
effective July 1,2016 for the 2017 fiscal year.
Board Schedule
September 2016 BOARD MEETING; 09/12/2016 @ 5:30 pm
17-019 TO ADJOURN: 6:20 PM. Move Diane Second Richard Vote 3-0
Respectl`A submitted,
Y
Lyn E. Whyte, Secretary 9 Executive Director
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