HomeMy WebLinkAbout2014-07-07 Housing Authority Minutes rcivU
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MINUTES OF THE ANNUAL BOARD MEETING JUIVNfliA, 8 PM 2: 44
An annual business meeting of the Reading Housing Authority was held on Monday,July 7,2014 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 5:31 P.M.with the Vice-Chair,Diane Cohen presiding.Those members present and forming
a quorum were Timothy J.Kelley and Lynn Hodgdon as well as the Secretary/Executive Director,Lyn
Whyte.Karen L. Flammia and Kevin Mulvey were absent.
Minutes Move Tim Second Lynn Vote 34
15.001 VOTED: To accept for the record the Minutes of the Regular Business Meeting of lune 2,
2014,as presented.
Finances Move Tim Second Lynn Vote 3-0
15-002 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable
Check#5265-5330 Payroll Summary as presented for June, 2014. Section 8 Voucher Program,
99299-9380 as presented.
Finances Move Tim Second Lynn Vote 3-0
15-003 VOTED: To certify receipt of monthly operating statements for all RHA programs for the
month end May,2014 of the current fiscal year.
ANNUAL REORGANIZATION: Vice-Chair requests Secretary to assume the Chairmanship for
reorganization.
To nominate Chairman Mme Tim Second Lynn Ys! 3-0
15-004 VOTED: To nominate Diane Cohen for position of Chairman.
4
To nom ate Vko-Chair Mme Diane Second Lynn Vote 3-0
15-M VOTED: To nominate Timothy J.Kelley for position of Vice-Chaimum.
To nominate Treasurer Move Tim Second Lynn Vote 3-0
15006 VOTED: To nominate Kevin F.Mulvey for position of Treasurer.
To nominate Asst Treasurer Move Tim Second Diane Vote 3-0
15.007 VOTED: To nominate Madeline Hodgdon for .position of Asst.Treasurer.
To elect oflimrsfor eneomina veer Mme Tim Second Lyon vow 3-0
15-008 VOTED:To elect the following slate of officers for the upcoming year:
Chairman—Diane Cohen
V ice-Chairman—Timothy J.Kelley
Treasurer—Kevin F.Mulvey
Asst Treasurer—Madeline Hodgdon
Member—Karen L.Flammia
To return Door control to am Chair Mme Tim Second Lynn Vote 3-0
15-M VOTED: To have Secretary,Lyn Whyte,return floor control to newly elected Chair,Diane Cohen.
Personnel Matters:
- Confirmation of submittal of Board Attendance to DHCD for month of June 2014 was provided to
Board.
- Congratulations to Tim Kelley on re-appointment to RHA Board for anew term of five years.
Report of Programs:
Vacancy Report-Mitch Hudzik,State Program Coordinator provided her monthly report. There were
Four vacancies in our elderly development in June. One vacancy in our family development remained
open for 176 days. It has been leased for July,however, processed 65 applications in order to fill that
unit.DHCD may fine RHA for extended time to lease unit. RHA will appeal that fine if it occurs.
- See 8 Report- Report provided by K. Rolli. Kathy provided a quarterly report indicating that 110
vouchers are leased for July 1. Eight vouchers have been issued but only two have leased up to
date. During this time,we also lost additional vouchers which continues to affect our leasing rate.
Administrative fees from HUD have been cut to reflect the low leasing rate.Every effort is being
made to ready additional eligible wait list applicants. In addition, the tenant in 501 Gazebo
vacated the unit on 6/30/14,one month ahead of court judgment for vacate.
Resident Service Coordinator-Current Tannerville Newsletter provided.
Monthly Work Order/Maintenance Report for month of June, 2014. Ten work orders remained
open as of 6/30 that are related to late month annual inspections. All issues were minor and were
addressed in early July.
New Business:
Executive Director provided update on progress regarding the implementation of our No Smoking
- Policy: namely, all elderly residents have signed all documents associated with this change. Signs
indicating a No Smoking Environment will be posted by 8/15 throughout the development In addition,
all family households but one has signed their new lease addendums and notice of role change
documents. The issue with the one remaining household will be addressed 7/10 at time of annual unit
inspection. Board was also provided a copy of DHCD official approval of our No Smoking Policy for
both our state elderly and state family developments. New policy is now posted on RHA Notice Board.
Copy of proposed House Bill changes directed towards housing authorities was provided to all board
members for their review. Board will be kept updated on these changes as they occur and the agency
will adjust accordingly.
- Executive Director provided an excel worksheet of RHA Capital Improvement Plan for 2015 that has
now been submitted to DHCD for approval of proposed projects scheduled through 2019.All proposed
projects but one were discussed at prior meetings. At this meeting the Director indicated that one
additional project had been added to update the transformers (2) at our elderly development to fully
expend expected formula funding monies for this agency. The transformers house the electrical circuits
for five buildings each and are original. We believe that failure of either of these transformers will
greatly affect the complex due to inability to find replacement parts, thus an emergency project Upon
discussion,board indicated their support of all projects submitted to DHCD for approval.
Real Estate Matter.
- RHA Unit 501 Gazebo: Tenant vacated unit one month prior to court order. RHA staff is
presently making all the necessary repairs to the unit. There was damage to unit and tenam has
entered into repayment agreement for some of the damage. Repairs will be significant;new rugs,
new kitchen, new kitchen floor, refinishing of bathtub, along with all other routine expected
replacement items. RHA has no three bedroom voucher holders available so contact has been
made with surrounding agencies to fill this vacancy. Woburn HA may have an eligible tenant.
We will contact them when unit is able to be shown.
I10 Gazebo Circle: Board was informed that due to delays, the couple that was interested in
buying the unit has withdrawn their application. Director suggested going with our original plan
to sell the unit at market and any monies received above and beyond our purchase price be used
to upgrade our existing inventory. Reasons for this choice were discussed at length. The Board
did agree to move forward with the original plan to sell. RHA has moved forward to rehab the
unit; Painting is underway, carpets have been removed along with outdated appliances, outside
contractors have serviced the AC/heat system, inspected chimney, repaired vents, kitchen
cabinets secured and some new doors ordered and countertops to be replaced. An upgraded
carpet will be ordered to meet market demand and appliances (stove, dishwasher & microwave)
will be purchased as well to meet market demand. Since we will not meet in August, the Chair
will be kept informed of progress in meeting our goals to ready the unit for resale. Local realtors
will be engaged to sett the unit and our legal counsel will be kept informed as well.
Board Schedafe
September,2014 BOARD MEETING: 09/08/2014®5:30 PM
15-010 TO ADJOURN: 6:25 PM. Move Tim Second Lynn YqtL 3-0
Res /1"n lyE submitted,
Y (.
Lyn E. Whyte,Secretory&Executive Director