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Home My WebLink About2014-03-03 Housing Authority Minutes tECE1VED TOWN CLERK READING HOUSING AUTHORITY REACi. ,G, FAA. MINUTES OF THE Regular BOARD MEETING March 3 201 2819 JUN 18 PM 2: 18 A regular business mating of the Reading Housing Authority was held on Monday,March 3,2014 at 5:30 P.M at the office of the Reading Housing Authority the town of Reading,Mass. The meeting was called to order at 5:35 P.M.with the Vice-Chair, Diane L.Cohen presiding.Those members present and forming a quorum were Timothy J.Kelley,Kevin Mulvey and Lynn Hodgdon as well as the Secretary/Executive Director, Lyn Whyte.Karen L.Flamrnia was absent. Minutes Move Kevin Second Lyon Vote 3-0 14-062 VOTED: To accept for the record the Minutes of the Regular Business Meeting of February 3, 2014,as presented. Floances Move Kevin Second Lynn Vale 3-0 14-063 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check #5072-5121 Payroll Summary as presented for February, 2014. Section 8 Voucher Program, #8961- 9044 as presented. Finances Move Kevin Second Lyon Vote 3-0 14.064 VOTED: To certify,receipt of monthly operating statements for all RHA programs for the month end January,2014 of the current fiscal year. To ourcbmw Unit 110/Gazebo Circle ov Tim Second Lynn Ver fg 4-0 14-065 VOTED: To authorize Executive Director to enter into a Purchase and Sale Agreement relative to Unit 110 located at Summit Village Condominium complex for a price not to exceed$176,000.00. Certificate of Final CompleHop: Kitcheps 667-2 Move Tim Second Kevin Vote 4-0 14-066 VOTED: To approve, sign and submit the certification of final completion and application for payment in the amount of$18,979.76 to Reading Housing Authority for the reimbursement of costs associated with the use of RHA forced labor to complete in-house project number 246031; new kitchen replacement at 667-2(Bldgs.29-37)elderly site. Personnel Matters: - Confirmation of submittal of Board Attendance to DHCD for month of February 2014 was provided to Board. - Retirement actuarial from the Town of Reading indicating a FY 15 increase in our share of appropriation costs were provided to the Board for their review.RHA fee accountants have been provided this information as well and will include in our budget projections for FY 2015. Report of Programs: - Vacancy Report-Mitch Hudzik,State Program Coordinator provided her monthly report. . - Sec 8 Report-Report provided by K.Rolfi verifying 113 units under lease as of March 1'x.1 wait list pull will take place this month to begin process of issuing proposed funded vouchers.In addition,the Section 8 department has been involved with draft revisions of RHA Section 8 Administrative Plan in preparation for public meeting that allows for comments and suggestions from the public to be taken into consideration before requesting final Board approval. - Resident Service Coordinator-Current Tannerville Newsletter provided. - Monthly Work Order/Maintenance Report for month of February 2014. New Business: - Discussion continued on process for implementation of No Smoking Policy at RHA.Effective date is Scheduled for September 1, 2014. Survey was presented to the Board for their review.Approximately 63% of the residents responded to the survey with 76% support of a smoke free environment at Tannerville. Results were also posted on the bulletin boards in the Community Room for residents. A public tenant meeting is now scheduled for March 12, 2014 at I1:00am. Reading Fire Dept. has been invited and will do a presentation on how cigarette smoking can lead to fires. In addition, Maureen Busby representative for Public Health for the Mystic .Valley Region will be present to answer questions regarding the availability of cessation programs. The Director will discuss the policy and new lease addendum that will be made available to all residents in July 2014. Other monthly meetings will follow that will provide smokers with the opportunity to meet with professionals who may be able to assist them with smoking issues or help prepare them for remaining in lease compliance once the new policy goes into affect. Every effort will be made to reach out to those that smoke and will be most affected by this overall policy. At this time, RHA houses fifteen known smokers. Residents will be notified of all upcoming meetings through written notices delivered to each building as well as updates in the weekly newsletter and postings in the common areas. Drafts of the proposed policy and lease addendum will be reviewed by the Board and any changes presented at next meeting. Monthly updates to the Board will be presented by the Executive Director and Board Memberdrenanl Representative Lynn Hodgdon.Ms. Hodgdon will be attending public meetings held with tenants. - The Executive Director presented proposed changes to our Section 8 Administrative Plan to the Board for comment. Most changes being presented were not significant and based on recommendations presented at regional training meetings. RHA was adjusting their local preference criteria; residency after six months, local work preference with minimum of thirty-five hours and veteran preference. Changes being made will be highlighted in blue and made available for public meeting scheduled for March 20, 2014 at 10:00am. Diane Cohen mentioned some recent regulatory changes that might be advantageous to include that might reduce administrative costs to the program; namely, option for bi- annual inspections and utility allowance to match voucher bedroom size. That language will be added prior to our public meeting. Final draft of Section 8 Administrative Plan and our 5-Year Plan update to HUD will be presented for Board approval at the April meeting. Final submission deadline is 4/152014. The Executive Director requested board approval of Certificate of Completion on FISH#246031; kitchen project at our elderly development.All documentation to close out this project will be forwarded to DHCD for final reimbursement of$18,979.76 due RHA for labor costs associated with the installation of kitchens in twenty units.Motion was presented and approved. - Correspondence from DHCD regarding our formula funding award totaling $$152,122 for FY2016& 2017 was provided to the Board for their review. RHA is awaiting official amended contracts adjusting our prior award and once received will request formal Board approval. Real Estate Matter: RHA attorney, Brad Latham indicated that Ms. Mitchell, owner of Unit 110 Gazebo Circle was willing to sell her unit to the RHA for the affordable price of$176,000. Mr. Latham is awaiting her feedback on when she will be available to sign a purchase and sales agreement in that regard. In order to facilitate this action,the Executive Director asked that the Board approve a motion to authorize the ED to enter into that purchase and sales agreement when available. Said motion was presented and voted. Al the same time,the RHA may have a potential affordable buyer for that specific unit. We may have an option to transfer property upon acquiring it. - Update:No additional information available at this time regarding the potential foreclosure on Unit 801 for non-payment of HOA fees.A standard response from RHA was forwarded to the appropriate party as requested upon prior notification. Board Schedak January,2014 BOARD MEETING: 01/06/2014 @ 5:30 PM 14054 TO ADJOURN: 6:15 PM. Move Tim Snood Lynn Vote 4-0 Resctfilly submitted, 7L/ Lyn E. Whyte,Secretary&Executive Director