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Home My WebLink About2019-02-11 Housing Authority Minutes OFR O �. Town of Reading Meeting Minutes 0 "'• ow' � NELERCK Board - committee - commission - council: READING, MA. Housing Authority 2919 MAR 27 PM 12: 02 Date: 2019-02-11 Time: 5:30 PM Building: Location: community Room Reading Housing Authority Administration Address: 22 Frank Tanner Drive Session: Open Session Purpose: Regular Business Version: Final Attendees: Members - Present: Richard Robbins, Chair; Timothy J. Kelley, Vice-Chair; Diane Cohen; Member Members - Not Present: Charles Adams, Assistant Treasurer; Vacant, State Representative Others Present: Julie M. Johnston, Executive Director/Secretary Minutes Respectfully Submitted By: Julie M. Johnston, Executive Director/Secretary Topics of Discussion: READING HOUSING AUTHORITY MINUTES OF THE REGULAR BOARD MEETING February 11, 2019 A regular business meeting of the Reading Housing Authority was held on Monday, February 11, 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, Diane Cohen Members Absent: Charles Adams, (State Tenant Representative Currently Vacant) Others Present: Julie M. Johnston, Executive Director Minutes Move Timothy Kelley Second Diane Cohen Vote 3-0 19-046 VOTED: To accept for the record the Minutes of the Regular Business Meeting of January 7, 2019, as presented. Finances Move Timothy Kelley Second Diane Cohen Vote 3-0 19-047 VOTED: To approve the check-roll for January 2019 for Accounts Payable Checks numbered 7643 through 7688, as presented. Finances Move Timothy Kelley Second Diane Cohen Vote 3-0 19-048 VOTED: To approve the Payroll Register for January 2019 as presented. Finances Move Timothy Kelley Second Diane Cohen Vote 3-0 19-049 VOTED: To approve the Section 8 Voucher Program wire transfer for February 2019 in the amount of$115,386.76, as presented. Page I 1 Finances Move Diane Cohen Second Timothy Kelley Vote 3-0 19-050 VOTED: To certify receipt of FY19 monthly operating statements for all RHA programs for the months ending December 31, 2018. Capital Improvement Plan Move Diane Cohen Second Timothy Kelley Vote 3-0 19-051 VOTED: To approve the Reading Housing Authority Capital Improvement Plan for Fiscal Years 2020 through 2024, as presented. Fee Accountina Services Contract Move Diane Cohen Second Timothy Kelley Vote 3-0 19-052 VOTED: To award the Contract for Fee Accounting Services for FY2019 to Fenton, Ewald & Associates, P.C. Certified Public Accountants, 280 Hillside Avenue, Needham, MA 02494. Director's Report Vacancy Report: Unit Vacant Maint Ready Leased # Days Vacant 08-8 11/16/2018 12/03/2018 02/01/2019 75 32-3 12/16/2018 01/07/2019 01/09/2019 25 17-6 01/09/2019 17-1 01/31/2019 42 Waverly 01/17/2019 (Vacated in Violation/No Notice Provided) Section 8 Housing Choice Voucher Program Update: February 2019: 102 Vouchers Leased; 6 Ported Out; 1 Vouchers Pending. Total HAP Paid $109,838.96 +Admin Fees $5617.80 -Fraud Repayment $70=$115,386.76 Maintenance Work Orders from 07/01/2018 to 01/31/2019: Total Count: 416: Completed: 413: Incomplete: 3 Personnel: Susan McLaughlin, Housing Manager, remains out on medical leave. Director Johnston is handling duties during absence including annual recertifications and tenant selection. Cassie Sutherland, Bookkeeper on vacation until 2/19. DHCD notice (PHN 2019-2) provides exemption for mailing costs and additional staffing for 01/01/19 thru 03/31/19; Director hired Temp staff, Lila Bennett on 2/8/19 to work Tuesdays and Fridays. Ms. Bennett worked part-time at RHA in past in Housing Manager capacity. Trainings/Meetings Attended: 01/08/19— Peter Sanborn Place/Dementia Friendly Reading Outreach 01/14/19—Meeting with RCAT to prepare Capital Improvement Plan 01/16 & 17 — CHAMP Webinars 01/24— Housing Committee MassNAHRO Monthly Reporting Requirements: DHCD: Board Attendance Submitted for January 2019 Meeting; Quarterly Reports submitted through 12/30 - Vacancy Ledger; Operating Statements; Modernization Cost Report; Tenant's Account Receivable Submitted for 12/30; Quarterly Operating Statements Town of Reading and RHA Website: Board Agenda Posted for January 2019 Meeting Board Approved Minutes posted for November 2018 Meeting 2 Capital Improvement Plan & Formula Funding: Director held a DCHD required meeting for Tannerville residents on 02/04/2019 at 10:00 a.m. to discuss upcoming capital improvement projects. CIP plans were also shared with 689 Development at Bancroft Street. Residents comments were discussed and taken into consideration. DHCD has awarded RHA $72,115 in Formula Funding for Fiscal Year 2022. Federal Government Shutdown Impact on Section 8 HCV Program: Commissioners discussed the federal government shutdown and the continuing resolution that provides HUD funding for March and April if the federal government shuts down again in three weeks. Member Diane Cohen contacted Senators Markey, Warren and Representative Moulton encouraging their support in coming to an agreement to reopen the government to avoid severe impacts on recipients of housing assistance in our communities. Board Vacancy/State Tenant Representative Position: Waiting for Appointing Committee to pick a date to meet. Performance Management Review (PMR): DHCD has established a new metric to be included in PMR, Completion of Board Member Training. This rating will be based on the number of board members that have completed training. Currently, all Members have completed training except Charles Adams. The deadline to complete training has been extended from 12/31/18 to 03/31/19. Old Reading Schoolhouse Condominium: RHA has been informed that there will be a 3-million- dollar assessment for funding the re-occupancy project and the amount owed by each unit is based upon a percentage interest as outlined in the condominium documents. RHA owns 1.44% interest per each of its four (4) units, resulting in an approximate assessment of $172,800. In addition, unit 103 requires replacement windows as part of the re-occupancy project. Replacement windows will cost $4,143 for unit 103. Affordable Housing Trust Fund: The Reading Select Board has reached out to the RHA Board to establish a housing trust fund that utilizes the state enabling legislation. Chair Robbins and Assistant Chair Kelley agreed to follow up with Select Board Member Barry Berman to discuss further. 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 discussion, the Board determined that Fenton, Ewald & Associates has historically provided RHA with excellent financial reporting and fiduciary oversight and will continue with their firm for fee accounting services. NEXT BOARD MEETING: March 4, 2019 @ 5:30pm 19-053 VOTED TO ADJOURN: 7:08 P.M. Move Diane Cohen Second Timothy Kelley Vote 3-0 Respectfully submitted, 7U&A 9fiwtm Julie M. Johnston Secretary/Executive Director 3