HomeMy WebLinkAbout2017-03-06 Housing Authority Minuteso� OFR'
Town of Reading
- Meeting Minutes
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Board - Committee - Commission - Council:
Housing Authority
Date: 2017-03-06
Building:
Reading Housing Authority Administration
Address: 22 Frank Tanner Drive
Purpose: Regular Board Meeting
Attendees: Members - Present:
Time: 5:30 PM
RECEIVED
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Location: Community Room
Session: Open Session
Version: Final
Kevin F. Mulvey, Chair; Diane Cohen, Vice -Chair; Madeline Hodgdon, Asst
Treasurer; Timothy J. Kelley, Member & Richard Robbins, Treasurer
Members - Not Present:
None
Others Present:
Lyn E. Whyte, Secretary
Minutes Respectfully Submitted By: Lyn E. Whyte
Topics of Discussion:
Pursuant to a legally posted meeting, the meeting March 6, 2017 convened in the Community Room located at 22
Frank D. Tanner Drive, Reading Town Hall at 5:30 PM.
A regular business meeting of the Reading Housing Authority was held on Monday, March 6, 2017 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
5:36 P.M. with the Chair, Kevin F. Mulvey presiding. Those members present and forming a quorum were
Richard Robbins, Timothy J. Kelley, Diane L. Cohen, and Lynn Hodgdon as well as the Secretary/Executive
Director, Lyn Whyte.
Minutes Move Tim Second Lynne Vote 5-0
17-052 VOTED: To accept for the record the Minutes of the Regular Business Meeting of January 9, 2017, as
presented.
Finances Move Tim Second Richard Vote 5-0
17-053 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check #6703-
6783 Payroll Summary as presented for January & February 2017 combined. Section 8 Voucher Program;
February 1, 2017 wire transfer in the amount of $102,192.27 and March 1, 2017 wire transfer in the amount of
$107,380.14 as presented.
Finances Move Richard Second Tim Vote 5-0
17-054 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end,
December 2016 and January 2017 of the current fiscal year.
Renewal of 5 Yr 689 Lease& Mgt. Contract Move Diane Second Tim Vote 5-0
17-055 VOTED: To authorize Executive Director to enter into new five year lease and management contract
beginning April 1, 2017 with MA DDS Northeast Residential Services for property located at 74 Bancroft Avenue,
Reading, MA.
Gazebo Circle Affordable Unit Parking Change Move Richard Second Tim Vote 5-0
17-056 VOTED: Authorized the Executive Director to inform the owner of a deed restricted affordable unit,
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identified as 203 Gazebo Circle, that the Reading Housing Authority consents to change in parking spaces
assigned to said unit. In addition, the Executive Director is authorized to sign required documents prepared by
RHA legal counsel, Mr. Brad Latham, to be recorded with said affordable unit at the Middlesex Registry of Deeds
acknowledging that the newly assigned parking spaces are now subject to the Rider and the rights of RHA there
under.
Amended Contract Award Work Plan #5001 Move Tim Second Richard Vote 5-0
17-057 VOTED: To approve and sign the Amended Contract, in the form submitted at this meeting, for State -
Aided Public Capital Improvement Program between the Comm. of MA and the Reading Housing Authority for
Work Plan 45001 in the net change amount of $141,894.00; 1) Formula Funding award for FY 18 and FY 19 in
the amended award amount of $70,947 for each year as outlined in both RHA November 20, 2015 and May 2,
2016 formula funding award letters and authorize the Executive Director to submit all required documentation to
DHCD for final approval.
Personnel Matters:
- Confirmation of submittal of Board Attendance to DHCD for month of January and February 2017
was provided to Board.
- Emily LaMacchia on family leave as of 01/06/17. Return date expected on April 10, 2017.
Report of Programs:
- Vacancy Report- Vacancy reports for January and February 2017 presented by E.D Lyn Whyte in Emily
LaMacchia, State Housing Manager's absence. Elderly development had one vacancy effective January Ist
and unit was leased again on January 12`s. In addition, we had a family unit vacate on January 3`d and it was
leased up as of February 1, 2017. All units, all programs fully leased at months end.
- Sec 8 Report- Report provided by Executive Director. RHA is maintaining an approximate 105 voucher
leasing ratio each month. Finances for this program are being carefully monitored. At this time, HUD has not
increased HAP (Housing Assistance Payments) monies so we are operating the program with CY16
funding estimates. In addition, RHA had a HUD Voucher Management System audit during the months of
January and February. Results of said audit, per HUD staff person, Barbara Koehn, were positive with the
audit being closed and no further action required on our part. The local Boston HUD office was informed of
all results.
- Resident Service Coordinator- Current Tannerville Newsletter provided.
- Monthly Work Order/Maintenance Report for months of January and February 2017.
- Forwarded approved December 2016 Board Meeting Minutes to Town Clerk 01/10/17.
New Business•.
ExecutiveDirector requested approval from Board to renew the RHA Management Contract at our Bancroft
property with the Department of Developmental Services for another five years. The contract will renew on
April 1, 2017 through March 31, 2022. DHCD provides all LHA's with a standard contract for said renewals
and once signed by all interested parties, said contract is forwarded to DHCD for final approval. A motion was
presented and approved.
- The Annual Report to the Town of Reading for calendar year 2016 was prepared by the Executive Director and
presented to the Board for their final review and approval before submitting to the Town.
A motion was presented and approved.
The Executive Director forwarded a request to DHCD to use in house maintenance staff to complete
some upcoming state projects related to an approved budget of $200 per unit per state program to
upgrade lighting at our 689-1 home, install an access ramp at our 705-1 family development and to
install needed horn strobes in seven elderly units and upgrade all smoke detectors in our elderly
development as well. Materials have been ordered for the 667 1&2 project and will proceed with
installation over the course of the next four to six weeks. The 689-1 and 667 project work can be done
at this time. The 705-1 family project will begin once weather improves since it is an exterior job. All
costs for this direct reimbursement budget project will be recorded in a manner similar to our
FISH # modernization guidelines.
The Executive Director submitted a request to DHCD to modify our 2017 CIP (modernization plan) to
reflect moving the 667 garage project out to FY 18 and a 667 1 & 2 floor project into FY 2017. Delays
in the garage project planning has delayed the original start date and that was the reason for the change.
Correspondence was received from DHCD on January 17, 2017 approving our CIP Modification
request. Board vote was not required by DHCD for this minor change to our timeline.
A Request for Quotes for a "contract for pick up of all trash" at our elderly 667 development was made
available to prospective vendors in January, 2017 per current procurement regulations. RHA is seeking a
standard one year contract with an option to extend for an additional two years. Our present
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contract expires May 31, 2017. Upon review of all written quotes, a request to enter into a new contract
will be presented at the April board meeting.
- RHA received notice from DHCD regarding the award of additional Formula Funding for both FYI and FY19
in the amount of $70,947 for each year. All required documentation was submitted to the Board for their final
review. Chair executed required signatures upon a motion being presented and passed to approve
saidAmendment #3 to our Capital Improvement Work Plan 5001. All required documentation will be submitted
to DHCD by the Executive Director for final execution.
- Correspondence from DHCD regarding suggested guidance on the use of Emergency Pull Cords/
Light Systems was provided to the Board for their review and comment. At this time, no additional
actions will be taken by the RHA.
- DHCD Public Housing Notice 2017-05 regarding Local Housing Authority Mandatory Board Member
Training was provided to all Board members by the Executive Director. Members had already been
notified by DHCD by email. This training must be completed by June 30, 2017. At this time, three
members of the RHA Board have completed this training. The Executive Director asked that members
inform her upon completion of said training so that the information can be reflected by the office for
purposes of verification.
A procurement for written quotes for installation of hallway flooring at our elderly development has been
published in the Central Register. This "under $50,000" project has been assigned FISH#246051 and is part of
our five year annual plan. Written quotes are due by March 9, 2017. Upon review of all quotes to determine the
"lowest responsible and eligible bidder", recommendations by the Executive Director will be presented to the
Board at our April meeting with a request to enter into a contract and issue a Notice to Proceed in order to
complete this designated project before the end of our current fiscal year.
- Per HUD notification, the RHA audit of our Voucher Management System, has been closed. All required
VMS corrections noted during the audit have been completed. The VMS review is considered closed and
no further action will be required. All corrections were considered non -material per HUD reviewer
Barbara Koehn
Real Estate Matter:
- Gazebo Circle: Unit 411 Foreclosure; At this time, there is a buyer of said foreclosed property, however, the
title cannot be cleared due to the affordable deed rider attached to the property. The proposed buyer would
like to purchase unit but is unclear as to what they can do. If purchased as an approved affordable unit, the
deed rider would remain in place. If purchased at market, the difference between an established affordable
price and market price should be forwarded to the RHA as part of sale and the RHA would then release the
unit. The Board asked to check further with RHA legal counsel as to the status of potential purchase and
request more information.
- Gazebo Circle: Affordable unit owner requested the RHA to approve a swap of affordable unit deeded
parking spaces for a garage. RHA legal counsel, Brad Latham prepared a consent form that would be signed
by affordable unit owner if Board approved transfer and then recorded at the Registry of Deeds with the
exchange documents. A motion was presented and passed.
- Gazebo Circle: Resale of affordable unit #914. Present owner has notified the RHA of her intent to sell her
unit. An current appraisal was provided to the RHA to determine an acceptable resale value. The appraisal
reflects a $359,000 value, with a 20 % discount applied; the result would be an affordable price of
approximately $288,000 for this three bedroom unit. Owner will be notified by letter of our established
affordable value so that the process can continue.
At this time, the RHA will contact potential first time buyers who have indicated an interest in purchasing
this unit before initiating the RHA "right of first refusal' if said list is exhausted. Updates regarding this
potential real estate transaction will be provided at our April meeting.
Board Schedule
APRIL, 2017 BOARD MEETING; 04/03/2017 @ 5:30 pm
17-059 TO ADJOURN: 6:45 PM. Move Tim Second Diane Vote 5-0
pec; 1 ,su bmitted,
E. Whyte, Secretary & Executive Director
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