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Home My WebLink About2014-11-03 Housing Authority Minutes TOW "N READING HOUSING AUTHORITY R�' DN l G, IWq MMUTES OF THE Regular BOARD MEETING November 3,29 19 jUM 18 FM 2: 28 A regular business meeting of the Reading Housing Authority was held on Monday,November 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 5:33 P.M.with the Chair, Diane L.Cohen presiding.Those members present and forming a quorum were Karen L.Flammia,Timothy J.Kelley,Kevin F.Mulvey and Lynn Hodgdon as well as the Secretary/Executive Director,Lyn Whyte. Minutes Move Tim Second Lynn Vote 5-0 15-033 VOTED: To accept for the record the Minutes of the Regular Business Meeting of October 6,2014,as presented. Finances Mme Tim Second Lynn Vote 5-0 15-034 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check #5468-5499 Payroll Summary as presented for October, 2014. Section 8 Voucher Program,99626-9698 as presented. Finances Move Tim Second Lynn Vote 5-0 15-035 VOTED: 71 certify receipt of monthly operating statements for all RHA programs for the month end September,2014 of the current fiscal year. Certificate of Final Completion: FISH#246041 Move Tim Second Kevin Vote 5-0 15-036 VOTED: To approve, sign and submit the certification of final completion and application for payment in the amount of$7,600.00 to Reading Housing Authority for the reimbursement of costs associated with project number 246041; installation of new furnace at our 705-1 family development located on 83 Oakland Road. Amended Contract Award Work Plan 95001 Move Tim Second Kevin Vote 5-0 15-037 VOTED: To approve and sign the Amended Contract,in the form submitted at this meeting, for State-Aided Public Capital Improvement Program between the Comm. of MA and the Reading Housing Authority for Work Plan #5001 in the net change amount of$23,000.00; 1) Funding for Project#246041 in the amended award amount of$8,000.00 and 2)Funding for Project No.246042 in the amended award amount of$15,000 as outlined in RHA October 6,2014 formula funding award letter and authorize the Executive Director to submit all requi-ed documentation to DHCD for final approval. Amended Mortgage Agreement Wilson Street Move Tim Second Kevin Vote 5-0 15-038 VOTED: To authorize Executive Director to execute FYrst Amendment to Mortgage and Security Agreement with Reading Cooperative Bank in regard to 41-43 Wilson Street as presented. Personnel Matters: Confirmation of submittal of Board Attendance to DHCD for month of October 2014 was provided to Board. Rennrt of Pro¢rlma: vacancy Report-Mitch Hudzik,State Program Coordinator provided her monthly report. . Sec 8 Report-Report provided by K.Rolli Resident Service Coordinator-Current Tannerville Newsletter provided. - Monthly Work Order/Maintenance Report for month of September&October,2014. New Business: - Executive Director presented all documentation required to close out FISH#246041; furnace at 83 Oakland Road. Request for reimbursement to RHA in the amount of $7,600 will be forwarded to DHCD. A motion to approve was presented and voted. Correspondence from DHCD regarding Sustainability Initiative Awards in the overall amount of $23,000 was presented to the Board for their review and subsequent approval. These additional funds covered expenses for two modernization projects within our state finally developments. A motion was presented and voted.All corresponding documents will be forwarded to DHCD. Correspondence from Reading Cooperative Bank regarding a requested change to our original mortgage and security agreement for 41.43 Wilson Street was presented to the Board for their review. The bank requested that the original mortgage language be modified w that any reference to personal property, including contents, would be terminated end disclaimed by the Mortgagee. Mr. Kelley, upon reviewing said documents, found no issue with agreeing to the change. In addition, RHA was notified by the bank of recent changes to the flood zone.RHA was provided 45 days to make adjustment to our insurance coverage and provide said verification to the Reading Cooperative Bank for their files. Executive Director informed Board that insurance changes have been made to reflect a Flood Zone AE status with no additional change to our overall policy. Our bank was provided with the requested documentation to support change for current policy year. - The Executive Director informed that Board that a recent legal matter regarding the termination of a Section 8 participant and landlord from our program have been fully resolved. Any monies due the RHA will be forwarded to this agency through Mr.Jonathan Driscoll,Esq,RHA legal counsel. Any changes to upcoming holiday office hours will be left to the discretion of the Executive Director. - A proposed overall budget was presented to the Board for review. This budget was prepared to reflect actual costs within each program with staff aligned properly in said programs within the RHA. The budget as prepared continues to indicate a substantial loss within our Section 8 program. With those potential losses in mind, the Executive Director indicated that changes to our staffing levels must be addressed in order to protect the overall financial stability of the agency.Options were discussed; 1) Reduction in hours, 2) contract out the administration of the Section 8 program, 3) proposal to re- organize salaries and positions. At this time, the Board supports reorganization before contracting out our federal program. The Executive Director will work with our fee accountant, seek legal advice and present findings to the Board at our December meeting for additional input and Board approval before moving forward with any changes. Real Estate Matter: 110 Gazebo Circle: The process continues to locate a buyer for our 110 Gazebo Circle two bedroom unit. An additional ad was placed to meet procurement requirements. This ad included four rolling offer deadlines moving forward that will carry the potential for a sale into December. In addition, upon consulting with RHA legal counsel Brad Latham and our contracted real estate broker,the Executive Director did authorize a reduction in the initial market price from$299,900 to $279,900 in order to spur additional interest. The past two open houses have resulted in good numbers viewing the property but no official offers. The required Request for Proposals attached to this property may be viewed as negative but all efforts will be made to offset that mindset by educating potential buyers and other brokers showing an interest in the property. Board Schedule December,2014 BOARD MEETING: 12/01/2014®5:30 PM 15-039 TO ADJOURN: 6:20 PM. Move Tim Sec ed Kevin Vote 5-0 Respecttpoly submitted, / Lyn E.Whyte, Secretary&Executive Director