HomeMy WebLinkAbout2017-12-04 Housing Authority MinutesQr
Town of Reading
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Board - Committee - Commission - Council:
Housing Authority
Date: 2017-12-04
Building:
Reading Housing Authority Administration
Address: 22 Frank Tanner Drive
Purpose: Regular Board Meeting
Attendees: Members - Present:
Time: 5:30 PM
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1018 JAN I I P 1: 28 ,1
Location: Community Room
Session: Open Session
Version: Final
Diane Cohen, Chair; Richard Robbins, Vice -Chair; Timothy I Kelley,
Treasurer; Madeline Hodgdon-Asst. Treasurer; Kevin F. Mulvey, Member
Members - Not Present:
Others Present:
Julie M. Johnston, Secretary/Executive Director
Minutes Respectfully Submitted By: Julie M. Johnston
Topics of Discussion:
READING HOUSING A UTHORITY
MINUTES OF THE REGULAR BOARD MEETING, December 4.2017
A regular business meeting of the Reading Housing Authority was held on Monday, December
4, 2017 at the office of the Reading Housing Authority, Reading, MA. Chair, Diane Cohen,
called the meeting to order at 5:30 p.m.
Members Present: Diane Cohen, Richard Robbins, Timothy Kelley, Madeline Hodgdon, Kevin
Mulvey
Members Absent: None
Others Present: Julie M. Johnston, Executive Director
Minutes Move Timothy Kelley Second Madeline Hodgdon Vote 5-0
18-041 VOTED: To accept for the record the Minutes of the Regular Business Meeting of
November 6, 2017, as presented.
Finances Move Timothy Kelley Second Richard Robbins Vote 5-0
18-042 VOTED: To approve and sign the checkroll/billroll for November 2017 for Accounts
Payable Check numbers 7107 through 7146; Payroll Summary as presented for November
2017 in the amount of $23,302.78; and, Section 8 Voucher Program: Wire transfer of funds in
the amount of $105,665.73 as presented.
Finances Move Timothy Kelley Second Richard Robbins Vote 5-0
18-043 VOTED: To certify receipt of monthly operating statements for all RHA programs
for the month end, October 31, 2017 for the current fiscal year.
Page 1 1
Other Business (State Wage Match) Move Timothy Kelley Second, Richard
.Robbins Vote 5-0 1
18-044 VOTED: To certify that all authorized employees at Reading Housing Authority. have.
read and understand the contents of Public Housing Notice 2017-24 on the proper use and
compliance with Wage Match for State Housing Program Tenants.
Other Business (Audit Services) Move Richard Robbins Second Timothy'Kelley
Vote 5-0
18-045 VOTED: To authorize Executive Director to sign a one (1) year agreement for audit
services .with Guyder Hurley ata cost not to exceed $3600 for DHCD's Agreed Upon
Procedures audit and $7200 for HUD's A-133 audit for the Section 8 Housing Choice Voucher
program.
Other Business (Legal Services)) Move Timothy Kelley Second Richard
Robbins Vote 5-0
18-046 VOTED: To authorize Executive Director to sign(a three (3) year agreement for legal
services for housing and rental assistance programs with Driscoll & Driscoll, P.C., at a cost -not
to exceed $160 per hour.
Director's ReaorttProgram.Undates:
- Vacancy Report- Emily LaMacchia, Housing Manager provided December monthly vacancy
report for all programs. Unit 37-7 was vacated 10/31; Unit 37-2 vacated 11/3; Unit 32-4
Leased -11/15. RHA owned property at 41 Wilson Street was leased on 12/1/17.
- Sec 8 Report- CHA as administering agency for the RHA reports 103 vouchers leased and five
(5) vouchers out looking. HUD recaptured $44,871 of our Restricted Net Position on 11/1/2017.
Upon our request, HUD approved a disbursement from our HUD Held Reserves of $6600 to
cover our anticipated deficit for 12/1/2017 and 01/01/2018 due to the recapture of funds.
Monthly Work Order/Maintenance Report for month of November 2017: 43 work orders
generated; 40 completed and 3 incomplete.
Forwarded approved October 2017 Board Meeting Minutes. to Town Clerk; November,
Board Member attendance reported to DHCD.
-Several tenant activities and staff training opportunities are taking place in December. Board
Members were invited to attend the annual holiday -luncheon at Tannerville on Wednesday,
December 20, 2017.
- Discussion took place regarding the specific backup documents and reports to be provided to
the Board for future meetings.
New Business: .
-DHCD notice PHN 2017-24 regarding Wage Match for State Housing Program Tenants
requires DHCD to provide periodic information about Wage Match _System -and to ensure
LHA's are informed of the confidentiality requirements and penalties for non-compliance.
RHA employees authorized to access Wage Match are Director Johnston and Housing
Manager, Emily LaMacchia. The Wage Match System authorizes DHCD to exchange
information with Dept. of Revenue to ensure income reported by tenants is correct..
- Financial Audit Report conducted by John H. Ross, CPA for fiscal year end June 30, 2017
states there were no audit findings required to be reported in accordance with RHA financial
statements, federal awards, and state awards.
= John Ross has indicated to Tom Fowler, RHA Fee Accountant, that he may not continue to
perform audits in the future. Director Johnston reports good rapport with Guyder Hurley
Accounting firm and recommends entering into a one-year, contract with Guyder Hurley to
perform federal and state audits for fiscal year end June 30, 2018.
Page 12
-The Law Firm of Driscoll & Driscoll, P.C., has performed legal services for RHA in the past.
Director Johnston recommends continuing to utilize Driscoll & Driscoll, P.C., to provide legal
services for housing and rental assistance programs of the RHA, as directed by the RH& at the
rate of $160 per hour.
Real Estate Matter:
-Old Reading Schoolhouse, 52 Sanborn Street. A contractor was chosen to complete phase one
of the reconstruction process. Phase one is the replacement of the roof and making the building
weathertight. A pre -construction meeting is scheduled for next week with the Architect and
Contractor to review drawings, specifications and scheduling. A meeting is also being scheduled
with the Town of Reading officials to obtain a building permit to be filed next week. Things are
moving forward, and we will be updated as they progress.
-RHA has been receiving phone calls from interested parties looking to sell or purchase 411
Gazebo Circle, unit 13. An email from Brad Latham, Esq., dated 11/27/2017 documents the
history of the property. Board Members reviewed the email and discussed the affordable
housing component of the property. It was determined that future inquiries may be directed to
Treasurer Kelley in this matter.
Other Business:
-New emails have been established for RHA Administrative and Maintenance staff.
-RHA has received an approval letter from DHCD allowing us to "opt -in" and utilize the
services of the Regional Capital Assistance Team.
-Town of Reading is hosting an Open Meeting Law webinar on 12/14%17 at 3:30 p.m. at the
Reading Public Library. All Board Members are encouraged to attend.
Board Schedule
BOARD MEETING: Due to 01/01/2018 Holiday, the next Board Meeting will be
held on 01/08/2018.
18-047 TO ADJOURN: 6:29 PM. Move Richard Robbins Second Madeline
Hodgdon Vote 5-0
Respectfully submitted,
je
lie M: Johnst
cretary/Executive Director
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