HomeMy WebLinkAbout2018-11-05 Housing Authority Minutes Town of Reading
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Housing Authority
Date: 2018-11-05 Time: 5:30 PM
Building: Location: Community Room
Reading Housing Authority Administration
Address: 22 Frank Tanner Drive Session: Open Session
Purpose: Regular Board Meeting Version: Final
Attendees: Members - Present:
Richard Robbins, Chair; Timothy Kelley, Vice-Chair; Charles Adams,
Treasurer; Diane Cohen, Member
Members - Not Present:
None
Others Present:
Julie M. Johnston, Executive Director
Minutes Respectfully Submitted By: Julie M. Johnston, Executive Director
Topics of Discussion:
A regular business meeting of the Reading Housing Authority was held on Monday, November 5,
2018 at the office of the Reading Housing Authority, Reading, MA. Chairman, Richard Robbins,
called the meeting to order at 5:30 p.m.
Members Present: Charles Adams, Diane Cohen, Richard Robbins, Timothy Kelley
Members Absent: None
Others Present: Julie M. Johnston, Executive Director, Teresa Ewald, CPA
FY 2019 4001 Budget Move Diane Cohen Second Timothy Kelley Vote 4-0
19-030 VOTED: To approve and sign the FY 2019 4001 Budget as presented.
FY 2019 689 Budget Move Diane Cohen Second Timothy Kelley Vote
4-0
19-031 VOTED: To approve and sign the FY 2019 689 Budget as presented.
FY 2019 Executive Director Board Approved Salary
Move Diane Cohen Second Timothy Kelley Vote 4-0
19-032 VOTED: To approve and sign the FY 2019 Executive Director Salary Calculation Worksheet
in the amount of $76,298.00.
Minutes Move Diane Cohen Second Charles Adams Vote 4-0
19-033 VOTED: To accept for the record the Minutes of the Regular Business Meeting of October
1, 2018, as presented.
Finances Move Diane Cohen Second Charles Adams Vote 4-0
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19-034 VOTED: To approve and sign the checkroll/billroll for October 2018 for Accounts Payable
Checks numbered 7534 through 7579, as presented; Payroll Register for October 2018 as
presented; and, Section 8 Voucher Program wire transfer for November 2018 in the amount of
$115,491.94 as presented.
Finances Move Timothy Kelley Second Diane Cohen Vote 44=0
19-035 VOTED: T(T certify receipt of monthly operating statements for all RHA programs for the
month ending September 30, 2018.
Trash Removal Contract Move Diane Cohen Second Timothy Kelley vote
4-0
19-036 VOTED: To authorize the Executive Director to sign a one-year service agreement with
J.R.M. Hauling & Recycling at a cost not to exceed $1,050.00 per month for pick up at our 667
Tannerville housing development including dumpster service on an as needed basis at a rate of
$90.00 per pick up. Vendor is to supply the necessary insurance coverage before the
commencement date of the contract.
Section 8 Payment Standards Move Timothy Kelley Second Charles Adams Vote
4-0
19-037 VOTED: To approve and adopt the updated FY 2018 schedule for Section 8 Payment
Standards for Reading Housing Authority based on HUD's reconsideration of the FY 2019 Boston-
Cambridge-Quincy Fair Market Rents effective December 1, 2018 as presented.
Anencv Hours of Operation/Open to the Public Move Timothy Kelley Second Charles
Adams
19-038: To change the current hours of operation that the RHA is open to the public from 27 hours
per week to 28 hours per week as presented effective January 1, 2019.
Motion Withdrawn by Mr. Kelley and withdrawn upon Unanimous Consent of the Board.
FY2019 Budget and Executive Director Salary: RHA Fee Accountant, Teresa Ewald, CPA
presented the FY 2019 budget for the 4001, 689, 705, RHA Owned Properties and the DHCD
Executive Director Salary Calculation Worksheet that became effective 07/01/2017.
Director's Report/Proaram Updates:
Vacancy Report: Unit 30-1 (667-2) vacated 10/31/2018
Section 8 Housing Choice Voucher Program Update:
November 2018: 103 Vouchers Leased; 6 Vouchers Ported Out; 2 Vouchers Pending. Total HAP
Paid $109,891.64 + Fees to CHA Paid $5,617.80 — HAP Fraud Recovery $17.50 = $115,491.94
Maintenance Work Orders from 07/01/2018 to 10/31/2018: Total Count: 222; Completed: 219;
Incomplete: 3
Training/Meetings: 12/3 & 12/4/18: MassNAHRO fall Conference in Natick, Julie and Diane
attending.
12/19/2018: MassNAHRO Rent Calculation in Peabody, Julie and Susan attending.
Resident Events:10/30/18 (Tuesday) -Tannerville Spooky Tea with 16 residents attending; 11/4/18—
Sunday Brunch hosted by RHS Honor Society; 11/14/18 - (Wednesday) Tannerville Turkey Tea;
12/11/18—(Tuesday) Holiday Luncheon
Audits: 10/30 & 10/31/2018: Agreed Upon Procedures (AUP)Audit& HUD Audit
11/13/2018: Auditors will be testing a sample of RHA files in Chelsea HA
11/6/2018: Performance Management Review Audit
Property Updates: 10/16/18 -Summit Village Meeting (Gazebo Circle); 10/23/18—Old Reading
Schoolhouse (ORSH) Meeting
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Monthly Reporting Requirements: DHCD: Board Attendance Submitted for October 2018 Meeting;
TAR Reporting &Vacancy Ledger submitted for Qtr. end 09/30/18; Town of Reading and RHA
Website-Board Agenda Posted for November 5, 2018 Meeting; Board Approved Minutes posted for
September 10, 2018 Meeting
Trash Removal Contract: Board Members discussed the offers proposed by J.R.M. Due to the
Town being unable to waive RHA disposal fees, which would have allowed RHA to join in the
recycling program, the Board determined the best option would be the most cost effective one of
$1,050.00 per month for pick up at our 667 Tannerville housing development including dumpster
service on an as needed basis at a rate of$90.00 per pick up.
Section 8 Payment Standards: HUD has granted the Boston HA's request for reevaluation of the
FY19 Fair Market Rents for the Boston-Cambridge-Quincy, area. HUD further directs all affected
LHAs to continue using FY 2018 FMRs until further notice.
Hours of Operation: Director Johnston reviewed the current employee work schedules and agency
hours of operation. After Board discussion it was determined that RHA would remain open Monday
through Thursday, 9:00 a.m. to 4:00 p.m., and Friday 9:00 a.m. to 12:00 p.m.
NEXT BOARD MEETING: December 3, 2018 @ 5:30pm
19-039 VOTED TO ADJOURN: 6:45 P.M. Move Timothy Kelley Second Diane Cohen
Vote 4-0
Respectfully submitted,
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Julie M. Johnston
Secretary/Executive Director
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