HomeMy WebLinkAbout2019-01-07 Housing Authority Minutes 0� OFq O
Town of Reading
r Meeting Minutes RECEIVED
TOWN CLERK
READING, MA.
Board - Committee - commission - council: 2919 FEB 12 AM 11: 21
Housing Authority
Date: 2019-01-07 Time: 5:30 PM
Building: Location: Community Room
Reading Housing Authority Administration
Address: 22 Frank Tanner Drive Session: Open Session
Purpose: Regular Meeting Version: Final
Attendees: Members - Present:
Richard Robbins, Chair; Timothy Kelley, Vice-Chair; Charles Adams,
Assistant Treasurer
Members - Not Present:
Diane Cohen, Member
Others Present:
Julie M. Johnston, Executive Director/Secretary
Minutes Respectfully Submitted By: Julie M. Johnston, Executive Director/Secretary
Topics of Discussion:
MINUTES OF THE REGULAR BOARD MEETING January 7. 2019
A regular business meeting of the Reading Housing Authority was held on Monday,
January 7, 2019 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: Richard Robbins, Timothy Kelley, Charles Adams
Members Absent: Diane Cohen, (State Tenant Representative Currently Vacant)
Others Present: Julie M. Johnston, Executive Director
The Reading Housing Authority Board of Commissioners did not meet in December
2019.
Minutes Move Timothy Kelley Second Charles Adams Vote
3-0
19-040 VOTED: To accept for the record the Minutes of the Regular Business
Meeting of November 5, 2018 as presented.
Finances Move Timothy Kelley Second Charles Adams Vote
3-0
19-041 VOTED: To approve and sign the check-roll for November and December
2018 for Accounts Payable Checks numbered 7580 through 7642, and electronic fund
transfer#120918, as presented.
Finances Move Charles Adams Second Timothy Kelley Vote
3-0
19-042 VOTED: To approve the Payroll Register for November and December 2018
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as presented.
Finances Move Timothy Kelley Second Charles Adams Vote
3-0
19-043 VOTED: To approve the Section 8 Voucher Program wire transfer for
December 2018 in the amount of $119,416.07 and January 2019 in the amount of
$114,777.76, as presented.
Finances Move Timothy Kelley Second Charles Adams Vote
3-0
19-044 VOTED: To certify receipt of monthly operating statements for all RHA
programs for the month ending November 30, 2018.
Finances: FY 2019 Budgets for 4001 and 689 have been approved by DHCD. We
will begin working on extra ordinary maintenance items identified in the budgets and
will issue retroactive pay changes in the January payroll.
Director's ReporHProaram Updates:
Vacancy Report:
Unit Vacant Maint Ready Leased # Days
Vacant
08-8 11/16/2018 (DHCD approved waiver to 02/16/2019)
32-3 12/16/2018
17-1 01/31/2019
Section 8 Housing Choice Voucher Program Update:
January 2019: 102 Vouchers Leased; 6 Ported Out; 2 Vouchers Pending. Total HAP
Paid $109,159.96+Admin Fees $5817.80 =$114,777.76
Maintenance Work Orders from 07/01/2018 to 12/31/2018: Total Count: 360, Completed:
353, Incomplete: 7
Training/Meetings:
12/5/18: CHAMP Training in Woburn HA, Susan attended
12/3 & 12/4/18: MassNAHRO fall Conference in Natick, Julie and Diane attended.
12/19/2018: MassNAHRO Rent Calculation in Peabody, Julie attended.
Resident Events:
12/2/18—Sunday Brunch hosted by RHS Honor Society
12/12/18- Blood Pressure Clinic at Tannerville
12/11/18—(Tuesday) Holiday Luncheon for Tanneryille Residents (50 attended)
12/16/18—Thank you card from resident Pastor Lewis MacLean and his group
12/17/18— (Monday) Parker Middle School Arts & Crafts Visit (17 students)
Monthly Reporting Requirements:
DHCD: Board Attendance Submitted for November 2018 Meeting; Board Meeting
Cancelled for December 2018
Town of Reading and RHA Website:
Board Agenda Posted for December 3, 2018 Meeting
Cancelled: 12/03/18 Board Meeting — No Quorum
Board Approved Minutes posted for October 1, 2018 Meeting
Community Health Initiative Grant— Request for Proposal Posted to RHA Website
Recommendation to drop the 2016 Minutes from Commissioners-Meetings page when
we add the first approved 2019 minutes. If we want to keep the Minutes online more
than 2+ years they recommend a Board Meetings Archive page, similar to Chelsea HA.
Board wants to establish and maintain an archive page.
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Conflict of Interest Certification/LHA Mandatory Board Member Training:
RHA staff completed the training and have acknowledged receipt of COI law for
municipal employees. Board Members to send a copy of the completion certificate to
Town Clerk's office. Newest member, Charles Adams to complete LHA Mandatory
Board Member Training by 01/31/2019.
New Trash Service with JRM:
12/4/2018 —Service began with JRM, no problems or issues, very professional and
prompt with delivery of new totes and routine collection. No disruption to RHA or
residents. Hiltz removed their dumpster and totes with no problems or issues.
Building 4 Fire Alarm Panel Installed on 12/17/18:
Building 4 experienced a power surge that knocked out the annunciator. If there was a
fire the main panel would sound alarm but there would be no indication of which unit
was in trouble. New fire alarm panel was installed by American Alarm to repair panel
that was damaged by power surge (cost estimate $2500).
Capital Improvement Project Update: DHCD Project 246062, Exterior Door
Replacement and Balcony Repair project has been assigned to Andrew Brockway, AIA,
architect for schematic design and project management for a total fee of$11,500.
Asbestos and lead have been identified and will need to be addressed in the scope of
work. There may be DHCD emergency funds available for asbestos and lead
abatement.
Board Vacancy/State Tenant Representative Position: Reading Select Board is
working on establishing sub-committee to interview and make recommendations at the
January 22 or February 12 Select Board meeting.
Performance Management Review IPMRI: RHA had a rating of"No Findings" in the
areas of Occupancy Rate, Capital Improvement Submission, Capital Spending,
Operating Reserves; and, a rating of Operational Guidance/Corrective Action in the
area of budget to actual variance and tenant accounts receivable reporting. PMR
identified that RHA spending was actually under budget by 28.4% in account No.
4600frotal Other Expenses. Despite this variance RHA is pleased to report that overall
the agency was at or under budget in all accounts identified on the PMR.
Accounting Services/Request for Proposal: Three (3) RFPs were sent for Fee
Accounting Services for FY2019. Responses were due back 01/03/2019. Results were
as follows: Fenton, Ewald &Associates $21,350; Milne, Shaw & Robillard PC $19,760;
Richard W. Conlon, Jr., CPA "not taking new clients." After some discussion, the Board
will review the submitted proposals for further discussion at future meeting.
NEXT BOARD MEETING: February 4, 2019 @ 5:30pm
19-045 VOTED TO ADJOURN: 6:42 P.M. Move Timothy Kelley Second
Charles Adams Vote 3-0
Respectfully submitted,
7u&A1.Jefimean
Julie M. Johnston
Secretary/Executive Director
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