HomeMy WebLinkAbout2015-04-06 Housing Authority Minutes RECEIVED
READING HOUSING AUTHORITY TOWN
CLERK
REhr1 , a a .
MINUTES OFT E Regular BOARD MEETING. April 6.2015 gg �ff l}� �{
A regular business meeting of the Reading Housing Authority was held on Monday,Apifi b,20�5at PM 2 35
5:30 P.M at the office of the Reading Housing Authority the town of Reading,Mass. The meeting was
called to order at 5:34 P.M. with the Chair,Diane L.Cohen presiding.Those members present and
forming a quorum were Karen L.Flammia,Kevin F.Mulvey,Timothy J.Kelley and Lynn Hodgdon as
well as the Secretary/Executive Director,Lyn Whyte.
Minutes Move Tim Second Lynn Vote 44
15-065 VOTED: To accept for the record the Minutes of the Regular Business Meeting of March 2,
2015,as presented.
Finances Move Tim Second Lynn Vote 4-0
15-W VOTED: To approve and sign the checkrolbbillroil for the period for Accounts Payable Check
#5679-5740 Payroll Summary as presented for March, 2015. Section 8 Voucher Program, #10027-
10114 as presented.
Finances Move Tim Second Karen Vote 5-0
15-067 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month
end February,2015 of the current fiscal year.
Contract A reement WP#5001.Project No.246038 Move Kevin Second Tim vote 5-0
15-068 VOTED: To approve the low bid for siding project and authorize the Executive Director to sign
the Contract between Aboveboard Contracting, Blackstone, MA and the Reading Housing Authority for
Work Plan 45001, Project No. 246038 in the amount of$32,200.00 for the installation of new siding and
associated work per advertised scope at two 705-1 family duplex buildings located at 83-85 and 89-91
Oakland Road.
DOS Rate Change Move Tim Second Kama YQft 5-0
15-069 VOTED: To accept and approve the minimum base wage rates as presented by Comm. Of MA,
DOS effective 04/01/15 for General Maintenance Q$27.03 base rate and Maintenance Man 11(x3 525.41
base rate.
HUD SYr/Annual Agency Plan Move Tim Second Kevin vote 54
15-070 VOTED: To approve the RHA 5-Year 2015-2020 Agency Plan as presented for submission to
HUD.
FY 2015 4001 Revised Budget Move Tim Second Kevin Vote 5-0
15-071 VOTED: To approve and sign the revised FY 2015 4001 Budget as directed by DHCD and
submitted.
PY 2015 689 Revised Budeet Move Tim Second Kevin Vote 5-0
15-072 VOTED: To approve and sign the revised FY 2015 689 Budget as directed by DHCD and
submitted.
Personnel Matters:
- Confirmation of submittal of Board Attendance to DHCD for month of February,2015 was provided to
Board.
Executive Director requested that discussion on renewal of contract be tabled until May meeting.
DHCD Public Housing Notice 2015-09 regarding the Election of Tenant Board Members was presented
To the RHA Board for this review.No further action required at this time.
- Board continued their discussion on a policy change to Section 4.1 Holidays in personnel policy
regarding payment of overtime on holidays for maintenance staff. Survey of surrounding agencies that
were polled were mixed,however,upon further discussion, it was decided to make a change to our
current policy with compensation at two times their hourly rate for hours worked in lieu of an observed
holiday.The Director was asked to make the changes in the personnel policy and present the new
language at the May meeting for RHA Board approval. Upon final approval,the Director will be allowed
to go back and compensate two employees for snow removal work previously done on the holiday of
February 16,2015. They did want to thank the maintenance staff for a job well done over the harsh
winter and appreciated their patience while the Board reviewed the existing policy before making
changes.
- Congratulations were extended to RHA Board member Diane Cohen on her new appointment of Senior
Vim President for the New England Regional Council (NERC)serving a two-year term.
- The RHA Board was informed that member Karen L.Flammia will not be seeking re-appointment when
her term expires on June 30,2015.Karen has served about twenty years on the housing authority board
and has contributed not only her time but her expertise year after year. The remaining board members
thanked her for all that she has done and wished her well.Karen will be greatly missed.The Director will
inform the Town of Reading of Karen's decision and ask that the vacancy be posted accordingly.
Report of Proarams•
- Vacancy Report Mitch Hudzik, State Program Coordinator provided her monthly report.The elderly
development had four units that were delayed in leasing due to ongoing winter weather conditions that
interfered with our routine maintenance rehab of said units. Our program coordinator made notes on
our vacancy report to DHCD explaining the time lapse in preparing the units for leasing purposes.
- Sec 8 Report- Report provided by K. Rolli; 117 vouchers leased for April, four vouchers
previously issued have not leased as of this date and three ready to be issued a new voucher.RHA
has also implemented biennial inspections effective April 1,2015 in an attempt to reduce overall
program costs.Both landlords, our HUD inspector,and all participants have been informed of this
change. In addition, the Director presented the monthly balance sheet prepared by our fee
accountant for the Section 8 program for review and discussion. As of the end of February, 2015,
the program is still experiencing a projected loss. With the new fiscal year approaching,the Board
asked the Director, along with the fee accountant, to prepare a fiscally responsible re-organization
plan for the Section 8 program to be presented at the May meeting for consideration and potential
implementation as of July 1, 2015.
- Resident Service Coordinator-Current Taonerville Newsletter provided.
- Monthly Work Order/Mamtenanoe Report for month of February,2015.
New Business:
- Executive Director reviewed the results of bids for siding project at our Oakland/Waverly family
development. The bid opening was on March 26, 2015 and we received seven eligible bids with the
lowest bid being$32,200 belonging to Aboveboard Contracting,Blackstone,MA.This same contractor
was engaged in April 2014 to install windows and doors at our Parker/Pleasant location and there were
no issues with that project. The three lowest bids were forwarded to Candy Tempests at DHCD to
review.Upon verbal confirmation with DHCD, there was no known issues with the low bidder, and
therefore, we are able to proceed. The Director requested a board vote to enter into a contract with
Aboveboard Contracting and issue a Notice to Proceed on this project. Motion was presented and
voted.
An email correspondence was received on behalf of the Reading Town Mgr.asking the RHA Board to
attend an upcoming Selectman's meeting. May 5s' was an open date for RHA Board members. The
Director will inform the Town of our availability.
HUD requested that RHA re-submit a five year plan beginning 07/01/2015 thru 06/30/2020 in order to
adjust the time schedules for submittals. The required documents were updated accordingly, a public
meeting was posted and new certifications prepared for Chair signature.A motion to submit said plan to
the Boston HUD office was presented and voted.Chair signed all required documentation.
- The Executive Director requested approval of new labor rates as presented for maintenance positions
effective April 1,2015. The increase was a 3.3%change to maintenance hourly rates.
- DHCD reverted our FY2015 budgets for both a salary re-distribution and the addition of a DHCD
Approved Exemption-Direct Reimbursement in the amount of$3,150 to cover snow removal costs. The
revised budgets for both the 400-1 and 689-1 state programs were prepared by our fee accountant.New
certification pages were prepared and signed by all board members.A motion was presented and voted to
approve and submit the revised budgets to DHCD for their fmal approval.
Real Estate Matter:
- No real estate matters at this time.
Board Schedule
May 2015 BOARD MEETING: 05/04/2015 Q 5:30 PM
15-073 TO ADJOURN: 6:40 PM. Move Tim Second Kevin Vote 5-0
ReFEYWhyte,
Ily submitted,
LySecre &Executive Director
