HomeMy WebLinkAbout2014-04-07 Housing Authority Minutes AEk"EV - Q
II�ONJN CLERKrC�—
READING HOUSING AUTHORI7F3�A D 1^s c, M A.
MINUTES OF THE Regular BOARD MEETING.April 7.22819 OLIN 18 PM 2: 19
A regular business meeting of the Reading Housing Authority was held on Monday,April 7,2014 at
5:30 P.M at the office of the Reading Housing Authority the town of Reading,Mass. The meeting was
caged to order at 5:40 P.M.with the Chair, Karen L.Flammia presiding.Those members present and
forming a quorum were Diene Cohen,Timothy J. Kelley, and Lynn Hodgdon as well as the
Secretary/Executive Director,Lyn Whyte. Kevin Mulvey was absent.
Minutes Move Tim Second Lynn Vote 3-0
14-068 VOTED: To accept for the record the Minutes of the Regular Business Meeting of March 3,
2014,as presented.
Finances Move Tim Second Lynn Vote 3-0
14-069 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check
#5122-5167 Payroll Summary as presented for March, 2014. Section 8 Voucher Program, #9046-
9130 as presented.
Finances Move Tim Second Diane Vag 4-0
14-070 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month
end February,2014 of the current fiscal year.
Section 8 Admin.Plan Move Tim Second Diane Vote 4-0
14-071 VOTED: To approve the Section 8 Administrative Plan as presented for use in the
administration of RHA's federal housing program.
HUD syr/Annual Agency Plan. Move Tim Second Lynn Ygft 4-0
14-072 VOTED: To approve the RHA 5-Year 2014-2019 Agency Plan as presented for submission to
HUD.
Adoption of No Smoking Policy for 667 1&2 Mme Tim Second Lynn vote 4-0
14-073 VOTED: To adopt and implement a new policy,namely, Notice of Rule Change Tanneryille 667
State Elderly Housing Complex Smoke-Free Lease Addendum Policy to become effective September 1,
2014 and as presented by Executive Director. This policy pertains to a smoke free living environment for
the state elderly 667 1& 2 housing program located on Frank Tanner Drive, Reading, MA and
administered by the Reading Housing Authority.
Adoption of Smoke-Free Housing Lase Addendum Move Tim Second Diane Vote 4-0
14-074 VOTED: To adopt and implement a Smoke-Free Housing Lease Addendum to become effective
September 1,2014 and as presented by Executive Director.The addendum will become part of the current
state lease for the 667 1&2 elderly housing program administered by the Reading Housing Authority.
Pet Waiver 667 Development Move Diane Second Lynn Vote 4-0
14-075 VOTED: To approve and authorize the tenant at#4-8 to have a cat in accordance with the rules
for Pet Ownership promulgated by DHCD and the Beading Housing Authority Pet Policy after assurance
that all conditions for pet ownership are in place
Certificate of Final Cnmplehpn' FISH#24603S Move Tim Second Diane Vote 0•il
14-076 VOTED: To approve, sign and submit the certification of final completion and application for
payment in the amount of$14,376.66 to Reading Housing Authority for the reimbursement of costs
associated with project number 246035; new kitchen replacement at 705-2 family development located on
Pleasant/Parker.
DOS Rate Change Mme Tim Second Diane Vote 4-0
14-077 VOTED: To accept and approve the minimum base wage rates as presented by Comm.Of MA,
DOS effective 04/01/14 for General Maintenance Q$26.15 base rate and Maintenance Man 11 Q$24.59
base rate.
Service Agreement WP#1008,Project No.246037 Mme Tim Second Diane Vag 4-0
14-078 VOTED: To approve the low bid for window project and authorize the Executive Director to
sign the Contract between Rick Buskey/Aboveboard Contracting of Blackstone, MA and the Reading
Housing Authority for Work Plan #1008, Project No. 246037 in the amount of $4,500.00 for the
installation of twenty-five new windows and associated work at Pleasant/Parker building.
To mirchase Unit 110/Gazebo Circle Move Tim Second Diane Vote 4-0
14-079 VOTED: To authorize Executive Director to buy Unit 110 located at Summit Village
Condominium complex for a price not to exceed$176,000.00 using funds from our RHA-Owned Money
Market Deposit Account#18015644 to cover said purchase.
Service Agreement WP 91008.Project No.246037 Move Tim Second Lynn vote 4-0
14-M VOTED: To approve the Service agreement for installation of doors and authorize the Executive
Director to sign the Contract between Rick Buskey/Aboveboard Contracting of Blackstone, MA and the
Reading Housing Authority for Work Plan #1008, Project No. 246037 in the amount of$2,400.00 for the
installation of four exterior doors and storm doors per scope of work outlined in agreement at
Pleasant/Parker building.
Personnel Matters:
- Confirmation of submittal of Board Attendance to DHCD for month of March 2014 was provided to
Board.
Report of Programs-
Vacancy Report-Mitch Hudzik,State Program Coordinator provided her monthly report. There were
three vacancies in our elderly development. Two units have been leased.The third unit remains open
due to lack of elder who can do a second floor. Efforts are being made to reach out to all on our
waiting list and surrounding area agencies to fill the unit. RHA also has a three bedroom unit
available.At this time, forty-seven applications have been processed to fill this unit;however, no one
has either responded or accepted an offer to relocate to Reading. A search remains to contact each
waiting list applicant.
Sec 8 Report-Report provided by K. Rolli.The Section 8 Admin Plan was made available for
Public viewing on March 20' per HUD regulations and will be submitted to HUD upon final
Board approval.In addition,RHA has 113 vouchers under lease. In an effort to re-issue vouchers,
Seventy-seven wait list applicants have been pulled from the Centralized Wait List,however,only
two applicants have completed the process to receive a voucher. We will continue to pull from the
wait list to fully lease up our vouchers.
Resident Service Coordinator-Current Tannerville Newsletter provided.
Monthly Work order/Maintenance Report for month of March 2014.
New Business:
- Discussions continued on the process for implementing the No Smoking Policy at RHA.Another
Meeting is scheduled for April I e with our local nurse advocate present to discuss any medical
Issues associated with the effects of smoking or second hand smoke.We will continue to support
Identified smokers adjust to this upcoming change.In addition,guidelines have now been issued
by the Department of Housing and Community Development to support all housing authorities in
their endeavors to institute new policies. RHA has demonstrated actions in line with those guidelines.
The official Notice of Rule Change and the RHA Smoke-Free Housing Lease Addendum were
presented for final review and approval. A motion was presented and voted to endorse the new policy
to be effective September 1,2014.
- The Executive Director presented a request to approve the Certificate of Final Completion on the 705-2
project to install new kitchens. Documentation to support FISH#246035 in the amount of$14,376.66
was provided for review.Upon approval,final request for payment will be submitted to DHCD for
reimbursement.A motion was presented and approved.
Executive Director presented documentation in support of her request to enter into two separate service
agreements with Aboveboard Contracting to install windows,exterior doors and combination storm
doors at our Parker/Pleaumt properties as part of the sustainability grant awarded to the RHA.The
service agreements are in line with procurement policy and the project has been assigned FISH#246037
par DHCD approval of use of funds.Motions were presented and approved for each agreement.
Final review of the Section 8 Administrative Plan and documentation required to submit the RHA HUD
5-Year Agency Plan was presented for approval.Final plans are due to HUD by April 17,2014 and will
be submitted electronically.Motions for approval of both the Admin Plan and Agency Plan was
Presented and approved.
Documentation to support a pet waiver for ownership of a cat by an elderly resident in unit 4-8 at n
Tannerville was presented for approval.A motion was presented and approved.
- New maintenance rates provided by the Division of Occupation Safety(DOS)were provided to the
Board for their approval.The new rate issued provides for a 2.8%increase in hourly rates and will
become effective as of April 1,2014.Motion was presented and approved.
- Correspondence to the Director of Northeast Residential Services requesting an annual 1.5% rental
adjustment effective April 1,2014 per our Lease and Management Agreement for 74 Bancroft Avenue
was provided to the Board for their review. At this time, RHA and DDS have signed the Contract
Addendum as presented.All documentation has been forwarded to DHCD for their final approval.
Real Estate Matter:
- 110 Gazebo Circle: At this time a purchase and sale agreement has been signed by the Executive
Director per prior vote to proceed with the sale of this unit.The process to secure a mortgage for
this transaction has been completed,however,per suggestion of our Fee Accountant,it has been
suggested that the RHA consider using available funds to buy the unit without a mortgage. Since
there appears to be an opportunity to re-sell this unit once again as an affordable unit, it may also
be in our best interest to be free to move quickly in this direction. If the re-sale of the unit is
delayed, the RHA would have a future opportunity to refinance the condo if needed. All board
members agreed with this approach to the acquisition of this piece of property. A motion was
presented and approved to purchase 110 Gazebo Circle utilizing existing funds.
- Update on costs associated with legal actions concerning affordable units being foreclosed on due
to non-payment of either mortgages or HOA fees was discussed.RHA recently paid legal fees to
cover costs associated with RHA response to such action. Those fees were paid directly out of
our budget funds not ordinarily available for this type of unexpected costs. The RHA is not paid
any fees for overseeing this particular affordable program. If these costs continue, it would not be
in the beat interest of the housing authority to maintain this program without some source of
revenue to offset such legal costs. Upon discussion with the Board,an effort will be made to
discuss the issue with the Town Manager and ask that the matter be referred to their legal counsel
to review and respond to the Housing Authority accordingly.The Executive Director will keep the
RHA Board informed of any progress made in this regard.
Board Schedule
May,2014 BOARD MEETING: 05/05/2014 @ 5:30 PM
14-081 TO ADJOURN: 6:55 PM. Move Tim Second Diane Vote 4-0
Re [ tt
fully submitted,
Lyn E. Whyte, Secretary&Executive Director