HomeMy WebLinkAbout2016-10-03 Housing Authority MinutesTown of Reading RECEIVED fet
i Meeting Minutes TOWN CLERK
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RE, DING, MASS.
Board - Committee - Commission - Council: 2016 NOV -9 P 3: 21 l
Housing Authority
Date: 2016-10-03 Time: 5:30 PM
Building: Location: Community Room
Reading Housing Authority Administration
Address: 22 Frank Tanner Drive Session: Open Sesslon
Purpose: Regular Board Meeting Version: Final
Attendees: Members - Present:
Kevin Mulvey, Chair; Diane Cohen, Vice-Chair; Madeline Hodgdon, Ass't
Treasurer; Timothy J. Kelley, Member
Members - Not Present:
Richard Robbins, Treasurer
Others Present:
Lyn E. Whyte, Secretary
Minutes Respectfully Submitted By: Lyn E. Whyte
Topics of Discussion:
Pursuant to a legally posted meeting, the meeting October 3, 2016 convened in the Community Room located at 22
Frank D. Teener Drive, Reading Town Hell at 5:30 PM
A regular business meeting of the Reading Housing Authority was held on Monday, October 3, 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 5:35 P.M. with the Chair, Kevin F. Mulvey presiding. Those members present and
forming a quomm were Timothy J. Kelley, Diane L. Cohn and Lynn Hodgdon as well as the
Secretary/Executive Director, Lyn Whyte. Richard Robbins was absent.
Miam Move Tim Second Diane Vote 4-0
17-025 VOTED: To accept for the record the Minutes of the Regular Business Meeting of September 12,
2016, as presented.
Finances Move Diane Second Lynn Vote 4-0
17-026 VOTED: To approve and sign the checkroll/biliroll for the period for Accounts Payable Check
#6532-6564 Payroll Summary as presented for August, 2016. Section 8 Voucher Program; October I,
2016 wire transfer in the amount of $108,488.99 as presented.
Finances Move Diane Second Tim Vote 4-0
17-027 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month
end, August 2016 of the current fiscal year.
Certificate of Final Completion: FISH #246048 Move Tim Second Lynn Vote 4-0
17-028 VOTED: To approve, sign and submit the Certification offinal Completion to DHCD in the amount
of $11,287.35 for costs associated with project number 246048; Interior painting of RHA 689-1 development
property located at 74 Bancroft Avenue. Project costs to be reimbursed to RHA by DHCD through capital
funding program.
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Revoataou of Pet Waiver 667 Development Move Tim Second Lynn Vote 4-0
17-029 VOTED: To approve and authorize the Executive Director to revoke the Pet Waiver for the tenant
residing in Unit X37-2 as a result of violations with the rules for Pet Ownership promulgated by DHCD and the
Reading Housing Authority Pet Policy.
Section 8 Payment Standards Move Diane Second Tim Vote 4-0
17-030 VOTED: To approve and adopt RHA Section 8 Payment Standards based on 100% of HUD's
FY 2017 Massachusetts Fair Market Rent Summary as presented by Executive Director and to be
effective 12-01-16.
AUP Audit Contract Move Tim Second Lynn Vote 4-0
17-031 VOTED: To authorize the Executive Director to enter into an agreement with Ross & Company of
Nashua, NH, a prequalified/eligible independent accounting firm to perform a mandatory Agreed Upon
Procedures (AUP) financial review as stated in DHCD Public Housing Notice 2014-26 in the amount of
$3,600 per notice of fixed fee by DHCD based on number of state units.
Appointment of Procurement Officer Move Tim Second Lynn Vote 4-0
17-032 VOTED: To approve the appointment of Executive Director, Lyn E. Whyte as the designated
Chief Procurement Officer for the Reading Housing Authority.
Personnel Matters:
- Confirmation of submittal of Board Attendance to DHCD for month of September, 2016 was
provided to the Board
Report of Proarams:
- Vacancy Report- Emily Lamacchia, State Housing Manager provided her monthly report All elderly
units are filled and we had two vacancies in our family program over the summer months that have now
been leased with local applicants as of September.
- Sec 8 Report- Report provided by Executive Director. The program remains in financial shortfall
status due to lack of additional federal funding. At the present time, the RHA has I 1 I of its 125 vouchers
leased and will not lease additional vouchers until such time that HUD funding is available to support the
issuance of vouchers to full capacity. RHA is working closely with all partes to reach all of our housing
goals.
- Resident Service Coordinator- Current Tannerville Newsletter provided.
- Monthly Work Order/Maintenance Report for month of September, 2016.
- Forwarded approved August 2016 Board Meeting Minutes to Town Clerk 9/13/16.
NewBusiness:
- The Executive Director requested Board approval to close out 689-1 Development FISH project X206048;
interior painting of our colonial home located at 74 Bancroft Avenue in the amount of $11,287.35 for the
RHA fiscal year 2017 and submit all supporting documentation to DHCD for reimbursement of all costs
associated with said project Upon discussion and review of all documents, motion was presented and
approved.
Executive Director requested board approval to revoke a previously issued Pet Waiver to a senior
resident due to multiple violations of our current Pet Policy. The issue has been addressed with the
elder and all parties share a mutual understanding for the reasons supporting a revocation of prior
waiver at this time. The tenant is welcome to reapply for a future pet waiver without prejudice. A
motion was presented and approved.
- Executive Director requested that the Board approve adoption of updated RHA Payment Standards
effective December 1, 2016 and at 100% of recently issued HUD Fair Market Rents (FMR's) for our
area Upon discussion, a motion was presented and approved.
- Executive Director requested approval to enter into a service contract with Ross & Company to perform
our required Agreed Upon Procedures (AUP) audit for the fiscal year ending June 2016 at the DHCD
predetermined fee based on agency unit site of $3,600. The fee for this audit will be reimbursed to the
RHA per current budget guidelines and noted as a requested exemption within am current budget when
submitted.
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- Per the Office of the Inspector General, the Reading Housing Authority must delegate a Chief
Procurement Officer as a matter of record. Upon discussion, the Executive Director was appointed as
such and a Notice of Appointment will be forwarded to the OIG's office as requested. A motion was
presented and approved.
Real Estate Matter:
- Gazebo Circle: Notice of additional postponement of affordable Unit 411 Foreclosure Sale. No
additional information available at this time.
Board Schedule
November 2016 BOARD MEETING; 11/07/2016 Q 5:30 pm
17-033 TO ADJOURN: 6:05 PM. Move Tim Second Lynn Vote "
submitted, L
" C W44
E. Whyte, Secretary &(Executive Director
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