HomeMy WebLinkAbout2015-01-05 Housing Authority Minutes rzEC:EIVED
READING HOUSING AUTHORI ,AWN.r 1 rlCGLE, MRK A.
MINUTES OF THE Regular BOARD MEETING January 5 2015
2019 JUN 18 PM 2: 35
A regular business meeting of the Reading Housing Authority was held on Monday,January 5,2015 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 5:30 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.Guest;Tom Fowler,Fee Accountant with Fenton,
Ewald&Associates.
Minutes Move Kevin Second Lynn Vote 3-0
15-047 VOTED: To accept for the record the Minutes of the Regular Business Meeting of December
1,2014,as presented.
Finances Move Kevin Second Lynn Vote 3-0
15-048 VOTED: To approve and sign the checkrolWillroll for the period for Accounts Payable
Check #5538-5591 Payroll Summary as presented for December, 2014. Section 8 Voucher
Program,#9788-9862 as presented.
Finances Move Kevin Second Lynn Vote 4-0
15449 VOTED: To certify receipt of monthly operating statements for all RHA programs for the
month end November,2014 of the current fiscal year.
FY 2015 Budget Presentation -Our accountants,Fenton,Ewald&Associates,prepared the budget in
accordance with DHCD budget guidelines. Tom Fowler made the presentation to the Board,noting
that the Director would be inputting the numbers via the internet on a secured web site for DHCD.
FY 20154001 Budget Move Tim Second Kevin Vote 5-0
15.050 VOTED: To approve and sign the FY 2015 4001 Budget as submitted.
FY 2015 689 Budeet Move Tim Second Kevin Vote 5-0
15-051 VOTED: To approve and sign the FY 2015 689 Budget as submitted.
Certificate of Final Completion; FISH#246043 Move Tim Second Karen Vote 5-0
15-052 VOTED: To approve, sign and submit the certification of final completion and application
for payment in the amount of$7,341.98 to Reading Housing Authority for the reimbursement of
costs associated with project number 246043; Installation of new kitchen at our 689-1 development
located on 74 Bancroft Avenue.
Renewal Accounting Contract Move Tim Second Kevin Vote 5-0
15-053 VOTED: To approve and authorize Executive Director to sign one year contracts, July 1,
2014 through June 30,2015 with the accounting firm of Fenton, Ewald&Associates per agreements
and within current budget guidelines
Personnel Matters:
- Confirmation of submittal of Board Attendance to DHCD for month of December 2014 was provided to
Board.
Fee Accountant,Tom Fowler was in attendance at this meeting to present FYI Budget for final
discussion and approval.
Status update on RHA administrative changes;Per prior Board discussion and vote,RHA Section 8
Program Coordinators boors were reduced to twenty-four hours per week starting January 5,2015.At
Present,the hours for this position are Tuesday,Wednesday,Thursday,9-4 and Friday,9-noon.
Report of Programs:
- Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report.All units for
both our 667 elderly development and 705 family developments are full.No vacancies or lease-ups-
- Sec 8 Report-Report provided by K.Rolli. Kathy indicated in her report that 110 vouchers are
under lease for December 2014, 113 leased for January 2015.Five new vouchers will be issued on
January 8"and two additional vouchers expected to lease up on February 1,2015.Current activity
could bring leased units to 120 soon.
- Resident Service Coordinator-Current Tannerville Newsletter provided.
Monthly Work Order/Maintenance Report for month of December,2014.
New Business:
- The budget presentation for our current fiscal year 2015 was presented by our Fee Accountant,Tom
Fowler.The budget was prepared to reflect an overall break-even accounting view at year end for entire
agency. Unfortunately, the Section 8 program is expected to experience a current fiscal year loss of
approximately $26,000 despite the Board's efforts to initiate cost saving measures put into place for
January 2015. Some of that loss may be reduced if the RHA becomes fully leased by June 2015 and/or
if HUD increases the funding for administrative costs. Presently administrative fees are now being
funded at 79%an increase over the 68%that has been in place since March 2013.At this time,HUD is
not expected to increase those costs any further and the budget was prepared with that scenario in place.
Units under lease at time of budget preparation was averaged at 110 units as well. If fifteen additional
units can be leased up before lune 2015,the RHA could potentially decrease the loss in that program by
a maximum projection of $7600. The state programs administered by the RHA remain strong,
however, the Executive Director, elected not to include the state allowable 3%wage increase for any
staff members in order to maintain the financial integrity of all programs, both state and federal and
further reduce the need for any additional changes in regard to the future administration of all RHA
housing programs. As planned, the Fee Accountant and Executive Director will monitor our financial
plans closely over the next six months and report accordingly to the Board on a monthly basis. Upon
completion of budget presentation a motion was presented and voted to approve the FY2015 budgets
for all programs.
- The Executive Director presented to the Board all required documentation for FISH project# 246043;
kitchen install at 74 Bancroft Avenue, in order to close out this modernization job. The request was
made to authorize the ED to sign and submit the certification of final completion and application for
payment in the amount of $7,341.98 to DHCD for reimbursement of all costs associated with this
project.A motion was presented and approved.
- The RHA Fee Accountant Contract for FY2015 was presented for discussion and approval. The
Executive Director informed the Board that there was no fee increase requested by Fenton,Ewald&
Associated for the current fiscal year. All accounting costs remain at 2014 levels. A motion was
presented and approved.
Real Estate Matter:
- Update: Resale of Unit 110 Gazebo Circle. On December 2, 2014, a Purchase & Sales
Agreement was sipped by all patties and the required deposit was received by the RHA and
deposited accordingly. The expected closing date remains at January 20, 2015. RHA attorney,
Brad Latham is coordinating the transaction. RHA did pay all outstanding real estate taxes on
avid property prior to December 31,2014.
Board Scheda/e
February,2015 BOARD MEETING: 02/02/2015 Q 5:30 PM
15-054 TO ADJOURN: 6:10PM. Move Kevin Seesad Tim Vote 5-0
Res lyl/ssuubalmmiitted,
Lyn Erb Seem &Executive Director