HomeMy WebLinkAbout2015-07-23 Housing Authority Minutes i�iz ' IVEU
TOWN CLERK
READING HOUSING AUTHORITY READiNG, MA.
MINUTES OF AN EMERGENCY BOARD MEETING July 23 2015 2819 JUN 18 PM 2: 36
An emergency business meeting of the Reading Housing Authority was held on Thursday,July 23,2015
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 Richard Robbins,Timothy J.Kelley,Kevin F.Mulvey and Lynn Hodgdon as
well as the Secretary/Executive Director,Lyn Whyte. RHA Fee Accountant Thomas Fowler was also
present.
ANNUAL REORGANIZATION: Chair requests Secretary to assume the Chairmanship for
reorganization.
To nominate Chairman Move Diane &Lond Kevin vote 5-0
16.001 VOTED: To nominate Timothy J.Kelley for position of Chairman.
To nominate Vice-Chair Move Tim Second Lynn Vote 5-0
16-002 VOTED: To nominate Kevin F.Mulvey for position of Vice-Chairman.
To nominate Treasurer Move Kevin Second Tim vote 5-0
16-003 VOTED: To nominate Madeline Hodgdon for position of Treasurer.
To nominate Asst.Treasurer Move Kevin Second Tim vote 5-0
16-004 VOTED: To nominate Diane Cohen for position of Asst.Treasurer.
To elect officers for uncomine veer Move Diane Second Tim Votes 5-0
16-005 VOTED:To elect the following slate of officers for the upcoming year:
Chairman— Timothy J.Kelley
Vico-Chairman—Kevin F.Mulvey
Treasurer—Madeline Hodgdon
Asst.Treasurer—Diane Cohen
Member—Richard Robbins
To return floor control to new Chair Move Kevin Snood Tim Vote 5-0
16-006 VOTED: To have Secretary, Lyn Whyte, return floor control to newly elected Chair, Timothy
Kelley.
Section 8 Administration Aarcement Move Kevin Second Lynn Vote 441-1 Abstain
16-007 VOTED: To approve and authorize the Executive Director to enter into a Section 8 Housing
Voucher Program Administration Agreement with Chelsea Housing Authority,as presented.
New Business:
The Executive Director requested emergency meeting in order to discuss the upcoming vacancy in our
federal Section g Program as a result of the resignation, effective July 31, 2015, of the current RHA
Section 8 Program Coordinator. During previous meeting discussions and planning for potential
vacancy in this department, our most likely options were 1) seek replacement of said position or 2)out
source the program to another larger agency. A pro-forma budget was prepared by our Fee Accountant,
Tom Fowler,presenting both options for the RHA moving forward in our 2016 fiscal year.
In regard to Option]; It is financially reasonable to hire a part-time employee, based on current Section
8 staffing standards, to continue with the administration of this program in-house. However, based on
outreach to other HA Executive Directors, Section 8 Program Directors,and other agencies involved in
either similar housing management programs or reporting functions,experienced staff has very limited
availability demonstrated by remaining open positions throughout MA housing authorities.At this time,
other RHA personnel are not in a position to take on the responsibility of said program or in a position
to train a new employee. The overall comment from housing management to a part-time position was
simply unattractive to potentially experienced applicants. The daily administration of said program is
critical to its financial viability.
In regard to Option 2; In outreach efforts, five surrounding agencies were contacted regarding possible
interest in administering the RHA Section 8 program. An analysis of each agency was done as a tool to
compare the overall management styles of each agency; i.e., present staffing, bi-lingual staffing,
distance from RHA, other supportive programs for landlords and participants, website access to
information, present voucher numbers, and ease of potential transition and interaction plans for
participants.All of these indicators are of importance to RHA management. In addition, if RHA should
decide to out source the program, the expected responsibilities of both the RHA and the host agency
were outlined by the Executive Director. Most of this information was shared with RHA by agency
directors presently overseeing other agency programs. A pro-forma 2016 budget was prepared and
presented for review by our Fee Accountant demonstrating the financial impact of both options. This
budget was prepared considering standard administrative agreements authorizing a 60/40 split of
current approved prorated administration fees if we out sourced the program and expected annual
expenses associated with in-house staffing of position and associated operating expenses per our
routine budget process.
Overall, the Board supported the recommendation of both the Executive Director and the Fee
Accountant to out source the RHA Section 8 program at this time for a one year period of time.
However, the decision to have another agency administer our program is one of a temporary measure.
Our goal remains to bring the program back to the RHA in a timely fashion. The potential
reorganization of RHA administrative staff moving forward may present itself as a viable option.
A motion was presented and voted to authorize the Executive Director to enter into an agreement to out
source the Section 8 Program for a period of one year. The day to day administrative transition of said
agreement as presented to the Board will be overseen by the Executive Director as part of daily
operating responsibilities and duties.
Board Schedule
August 2015 BOARD MEETING; 08/03/2015 Q 5:30 pm
16-008 TO ADJOURN: 6:20 PM. Move Kevin Second Lynn Vote 5-0
Respectfully milted,
Lyn E. Whyl Secretary&Eeeutive Director