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Home My WebLink About2017-07-10 Housing Authority MinutesTown of Reading .4 Meeting Minutes 111KOR Board - Committee - Commission - Council: Housing Authority Date: 2017-07-10 Building: Reading Housing Authority Administration Address: 22 Frank Tanner Drive Purpose: Annual Board Meeting Attendees: Members - Present: Time: 5:30 PM 1VE► "i T C. E',K �+ I �1rt�,. 1911 AUG -8 P tv 361 Location: Community Room Session: Open Session Version: Final Diane Cohen, Vice -Chair; Madeline Hodgdon, Ass't Treasurer; & Richard Robbins, Treasurer Members - Not Present: Kevin F. Mulvey, Chair; Timothy J. Kelley, Member Others Present: Thomas Fowler, Fenton, Ewald & Associates and Lyn E. Whyte, Secretary Minutes Respectfully Submitted By: Lyn E. Whyte Topics of Discussion: Pursuant to a legally posted meeting, the meeting July 10, 2017 convened in the Community Room located at 22 Frank D. Tanner Drive, Reading Town Hall at 5:30 PM. An Annual business meeting of the Reading Housing Authority was held on Monday, July 10, 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 5:30 P.M. with the Vice -Chair, Diane L. Cohen presiding. Those members present and forming a quorum were Richard Robbins and Lynn Hodgdon as well as the Secretary/Executive Director, Lyn Whyte and guest Thomas Fowler, Fenton, Ewald & Associates. Minutes Move Richard Second Lynn Vote 3-0 18-001 VOTED: To accept for the record the Minutes of the Regular Business Meeting of June 5, 2017, as presented. Finances Move Richard Second Lynn Vote 3-0 18-002 VOTED: To approve and sign the checkrolllbiliroll for the period for Accounts Payable Check #6906- 6964 Payroll Summary as presented for June, 2017. Section 8 Voucher Program; July 1, 2017 wire transfer in the amount of $94,025.55 as presented. Finances Move Richard Second Lynn Vote 3-0 18-003 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end, May 2017 of the current fiscal year. ANNUAL REORGANIZATION: Chair requests Secretary to assume the Chairmanship for reorganization. To nominate Chairman Move Richard Second Lynn Vote 3-0 18-004 VOTED: To nominate Diane L. Cohen for position of Chairman. To nominate Vice -Chair Move Diane Second Lynn Vote 3-0 18-005 VOTED: To nominate Richard Robbins for position of Vice -Chairman. Page 1 1 To nominate Treasurer Move Diane Second Richard Vote 3-0 18-006 VOTED: To nominate Timothy Kelley for position of Treasurer. To nominate Asst. Treasurer Move Richard Second Diane Vote 3-0 18-007 VOTED: To nominate Madeline Hodgdon for position of Asst. Treasurer. To elect officers for upcoming year Move Richard Second Diane Vote 3-0 18-008 VOTED: To elect the following slate of officers for the upcoming year: Chairman — Diane L. Cohen Vice- Chairman — Richard Robbins Treasurer — Timothy J. Kelley Asst. Treasurer — Madeline Hodgdon Member — Kevin F. Mulvey To return floor control to new Chair Move Richard Second Lynn Vote 3-0 18-009 VOTED: To have Secretary, Lyn Whyte, return floor control to newly elected Chair, Diane L. Cohen. Sec 8 Utility Allowance Schedule Move Richard Second Lynn Vag 3-0 18-010 VOTED: To approve the Section 8 program's Summary Allowance for Tenant-Fumished Utilities and Other Services as presented and prepared by Happy Software Inc. on behalf of the RHA and to become effective October 1, 2017. Personnel Matters: - Confirmation of submittal of Board Attendance to DHCD for month of June, 2017 was provided to Board. - Annual reorganization of our Board took place with an acceptable rotation of duties for the upcoming fiscal year. The Secretary, Lyn Whyte assumed the Chair so that motions could be presented and approved by attending Board members as reflected by each motion noted. Report of Programs: - Vacancy Report- Emily LaMacchia, Housing Manager provided June monthly vacancy report for all programs. At this time, we had two elderly vacancies in the month of June as a result of a medical request for move to a first floor by an existing tenant; however, the transfer took place during the month leaving just one unit vacant at months end. were fully leased at months' end. That vacant unit will be leased the first week of July to one of our previous elder voucher holder's who lost her unit in fire at Sanborn. - Sec 8 Report- Report provided by Executive Director. CHA as administering agency for the RHA Section 8 program has 99 vouchers leased and three voucher out looking, utilizing full capacity of funding. Future funding continues to be limited to one to two months of advance notice only. At this time, we are looking at issuing 1-2 new vouchers prior to our fiscal year end with hope for additional funding to support full lease -up. Overall, the program remains financially solvent. - Resident Service Coordinator- Current Tannerville Newsletter provided. - Monthly Work Order/Maintenance Report for month of June, 2017. - Forwarded approved May, 2017 Board Meeting Minutes to Town Clerk on or about 06/07/17. New Business: - Request by Executive Director for approval of updated Section 8 Utility Allowance Schedule effective for October 1, 2017 as presented. Schedule was prepared by HUD approved vendor Happy Software. A motion was presented and approved. - At the request of the present Executive Director, Lyn Whyte, RHA fee accountant, Tom Fowler, presented to the Board, as a guideline, a preliminary FY18 budget reflecting upcoming changes in areas of personnel as well as projected concerns with loss of income in one of our housing programs. Although not immediately impacted, ongoing Increases in expenses paired with reduction in income and operating capital could adversely affect the Housing Authority in a short amount of time. The advanced information and financial forecast is a helpful tool for an already proactive Board and staff when preparing the next annual budget once DHCD guidelines are released. Real Estate Matter: - Gazebo Circle: Unit 411 Foreclosure sale update. No new information at this time. Any additional information will be provided to the Board as it become available. Page 12 - Gazebo Circle: Resale of an affordable 3 -BR unit: Sale of this unit took place on June 15, 2017 to new owner. The Deed Rider was recorded and filed upon completion of this sale and a copy of the affordable documentation was forwarded to the RHA for our records by the dosing attorney. The unit will remain as an affordable unit. - Sanborn Units: The RHA has lost four units located at 52 Sanborn Street due to a large fire on June 1, 2017. Initially, the RHA concentrated its efforts on relocating our senior residents who were occupying that building at the time of the fire and assisting them all in any way possible. Three of the residents were RHA voucher holders and the fourth had a voucher with a neighboring town. At this time, two of our RHA residents have been housed in other senior housing, our third resident remains with family and the remaining tenant is working with her host agency to find housing. In regard to the present status of the building; all unit owners vacated the building by June 18th and has since been secured with no entry allowed. The process of filing insurance claims, determining structural damage and potential costs to rebuild are underway. More than likely, this work could take years before the matter is resolved and habitable once again. RHA continues to incur expenses related to ownership of said units, as is the case with every homeowner affected by this devastating fire. It is expected that our RHA -Owned housing program will experience a 25% loss of income as a result of this loss and will need to address those concerns during Its fiscal year budget preparation. The management company has done an excellent job of keeping owners updated in this regard. Any and all information provided to the RHA will be shared with our Board and fee accountants so that appropriate decisions can be made when necessary. Board Schedule August, 2017 BOARD MEETING; 08/07/2017 @ 5:30 pm 18-011 TO ADJOURN: 6:26 PM. Move Richard Second Lynn Vote 3-0 Rep fully submitted, Lyn E. Whyte, Secretary & Executive Director Page 1 3