HomeMy WebLinkAbout2013-08-12 Housing Authority Minutes RECEIVEL
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READING HOUSING AUTHORI f f Ac� i G.
MINUTES OF THE ANNUAL BOARD MEETING August 12 2013 5: O,
215 JUN I I Ph
An annual business meeting of the Reading Housing Authority was held on Mon ay,August 12,2013 at
5:30 P.M at the office of the Reading Housing Authority the town of Reading,Mass. The meeting was
celled to order at 5:35 P.M.with the Vice-Chair,Mary Connors presiding.Those members present and
forming a quomm were Diane Cohen and Karen L.Flammia as well as the Secretary/Executive Director,
Lyn Whyte. Kevin Mulvey and Timothy J.Kelley were absent. Guests,Jay Hicks and Pat Mallon
representing Artis Senior Living were also present at said meeting.
Minutes Move Diane Second Karen Vote 3-0
14-001 VOTED: To accept for the record the Minutes of the Regular Business Meeting of June 3,
2013,as presented.
Finances Move Diane Second Karen Vote 3-0
14402 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable
Check #4689-4789 Payroll Summary as presented for June & July, 2013. Section 8 Voucher
Program,#8273-8449 as presented.
Finances Move Diane Second Karen Vote 3-0
14-003 VOTED: To certify receipt of monthly operating statements for all RHA programs for the
month end May,2013 and June 2013 of the current fiscal year.
ANNUAL REORGANIZATION: Chair requests Secretary to assume the Chairmanship for
reorganization.
To nominate Chairman Move Diane Second Karen Vote 3-0
14-004 VOTED: To nominate Mary Connors for position of Chairman.
To nominate Vice-Chair Move Diane Second Mary Vote 3-0
14-005 VOTED: To nominate Karen L. Flammia for position of Vice-Chairman.
To nominate Treasurer Move Karen Second Mary Vote 3-0
14-006 VOTED: To nominate Diane Cohen for position of Treasurer.
To nominate Asst.Treasurer Move Mary Second Karen Vote 3-0
14-007 VOTED: To nominate Timothy J.Kelley for position of Asst. Treasurer.
To elect officers for upcoming year Move Karen Second Mary Vote 3-0
14-008 VOTED: To elect the following slate of officers for the upcoming year.
Chairman—Mary Connors
Vice-Chairman—Karen L. Flammia
Treasurer—Diane Cohen
Asst.Treasurer—Timothy J. Kelley
Member—Kevin Mulvey
To return Door control to new Chair Move Karen Second Diane Vote 3-0
14-009 VOTED: To have Secretary, Lyn Whyte,return Floor control to newly elected Chair,Mary
Connors.
Letter of Support for Artie Senior Livin¢ Move Diane Second Karen Vote 3-0
14-010 VOTED: To authorize the Executive Director to write letter on behalf of the Board of the
Reading Housing Authority showing its support of the continued development of a specialized
assisted living facility dedicated to those affected with memory care issues along with their proposal,
as presented to the Board, to comply with the Reading By-Law provision for affordability by
providing a payment in lieu of designating affordable units.
Certification of Compliance-Lead Paint Laws Move Diane Second Karen Vote 3-0
14-011 VOTED: To certify RHA lead based paint compliance with federal and state laws and
regulations for FYE June 2013.
Certificate of Final Completion:Entry Doors Move Diane Second Karen Vote 3-0
14-012 VOTED: To approve, sign and submit the certification of final completion and application
for payment in the amount of$13,036.00 to Marino Construction for project number 246030, front
entry door replacement at 667 1&2 elderly site.
Centralized Waitlist Admin Plan Amendment Move Diane Second Karen Vote 3-0
14-013 VOTED: To approve the Administrative Plan Amendment relating to Reading Housing
Authority's application process and use of the Centralized Waiting List as it pertains to our Section 8
Program and as presented.
Certificate of Compliance: Stoves Move Karen Second Diane Vote 3-0
14.014 VOTED: To approve advance payment and authorize the Executive Director to sign and
submit the certificate of compliance for purchase of stoves for RHA elderly 667 1&2 development
from Home Depot in the amount of $15,900.00 and submit all required documentation and final
request to DHCD for reimbursement for FISH project #246032 and #246033 in the amount of
$15,900.00.
RHA-Owned Gazebo Circle Marketin¢Policy Move Karen Second Diane Vote 34
14-015 VOTED: To approve a new Marketing/Tenant Selection/Occupancy Policy for all Gazebo
Circle RHA-Owned units effective July 1,2013 and as presented.
Sec 8 Utility Allowance Schedule Move Diane Second Karen Vote 3-0
14-016 VOTED: To approve the Section 8 program's Summary Allowance for Tewnt-Furnished
Utilities and Other Services as presented and prepared by Happy Software Inc. on behalf of the RHA
and to become effective September 1,2013.
Citizen Input&Guests:
Representative Jay Hicks,Senior VP from Arris Senior Living along with consultant Pat Mallon
were present to discuss the potential development of property located on the Eric's Greenhouse site
at 1090 Main Street,Reading.This proposed facility will be dedicated entirely to those afflicted
with memory care issues and will be cared for in a group home type living environment not individual
unit style apartments.The developers are faced with a Reading by-law provision that must address an
affordability requirement in order to move forward. Due to the nature of this newer type of assisted
living facility and its difficulty in ever truly identifying actual affordable units within its plans,the
RHA Board thought that the best course of action would be to support them in their endeavors to
proceed by approving their proposal of a monetary sum in lieu of provision of actual affordable units
by payment to the Town or agency thereof,namely the local housing authority, as stated in the By-law
provision in order to satisfy this requirement.A motion was presented by Board member,Diane Cohan,
for support of said project.
Peroand Matter:
Confirmation of submittal of Board Attendance to DHCD for month of June and July 2013 was
provided to Board.
Congratulations to Kevin Mulvey on his re-appointment to the RHA Board for another term.
Congratulations to Diane Cohen on her re-appointment as the RHA's State Appointee.
- Request was made by the Executive Director to add a part-time employ=(not to exceed 20 hrs)to the
maintenance department as a Maintenance 11 working position.RHA presently has a vacant position
noted in our maintenance budget under other that has not been filled.Maintenance budget line will
not be increased,however,part-time work assignments may change as needed to complete ongoing
work.Per RHA policy,formal ad not required.
Report of Proerams:
- Vacancy Report-Mitch Hudzik, state Program Coordinator provided her monthly report. .
Sec 8 Report- Report provided by K. Rolli requesting adoption of new utility allowance schedule
to become effective September 1,2013.
Resident Service Coordinator-Current Tannerville Newsletter provided.
- Monthly Work Order/Maintenance Report for month of June and July 2013 were presented.
New Business:
- Annual reorganization of Board for FY 2014 took place. The Executive Director assumed the Chair
while presenting motions for upcoming changes. Once complete, ED had new Chair, Mary Connors
preside over remaining meeting. Motions were presented and voted.
Certificate of Compliance lead Paint Laws was presented for review and board approval by the
Executive Director for FYE June 2013. Required documentation was presented for board signatures
and will be forwarded to DHCD along with other FYE required submittals. Motion was presented and
voted.
- Certificate of Salary Schedules was discussed for FYE 2013; however, documentation not yet
completed by our fee accountant,therefore,will be presented at September meeting for board approval
and signatures.
Certificate of Final Completion for entry door project was presented for Board approval as required by
DHCD.Documentation will he included with paperwork to DHCD in regard to said project.
An Administrative Plan Update for the Centralized Waitlist was discussed and presented for Board
approval by the Executive Director. The only changes made were to include language reflecting the
new online access for participants.Motion was presented and voted.
- Certificate of Compliance for mod projects #246032 and #246033 regarding the purchasing and
installation of stoves at our elderly development was presented for approval by the Executive Director.
The capital fund project was completed in July, 2013 at a cost of$15,900.00 with Home Depot being
the low bid for materials. All documentation will be submitted to DHCD for reimbursement of payment
to Home Depot on this 2014 planned project Board approved payment to Home Depot for the cost of
the stoves in advance of DHCD reimbursement. Motions were presented and voted.
A marketing policy for use with the potential rental of Gazebo Circle units was dratted and presented
for approval with immediate effective date by the Executive Director. Every effort will be made to
utilize Section 8 vouchers from within RHA or other local agencies before advertising in the
mainstream, however, rents will coincide with HUD fair market rents for the region. Motion was
presented and voted.
Real Estate Matter:
- Gazebo Circle 2-BR Unit: With new marketing policy in place, RIMA will advertize the
availability of this unit for rent through local ads and local realtor. Rent will not exceed local fair
market rent for our area which is presently$1,369.00 for a unit of this size.
Board Schedule
September,2013 BOARD MEETING: 9/07/2013 Q 5:30 PM
14017 TO ADJOURN: 6:45 PM. Move Diane Sernnd Karen vote 3-0
Respectfblly submitted,
Lyn E.Whyte,Secretary&Executive Director