HomeMy WebLinkAbout2015-09-14 Housing Authority Minutes W ELVE
TOWN CLERR K `ao
READING HOUSING AUTHORIT$EA D IN G, MA.
MINUTES OF THE Regular BOARD MEETING Seotember 14..201 yUN 18 PM 2: 31
A regular business meeting of the Reading Housing Authority was held on Monday, September 14,2015
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 5:35 P.M.with the Chair,Timothy J.Kelley presiding.Those members present and
forming a quorum were Richard Robbins,Diane Cohen,Kevin F.Mulvey and Lynn Hodgdon as well as
the Secretary/Executive Director,Lyn Whyte and RHA Fee Accountant,Tom Fowler.
Minutes Move Kevin Second Lynn Vote 5-0
16-019 VOTED: To accept for the record the Minutes of the Annual Business Meeting of August 3,
2015,as presented.
Finances Move Kevin Second Lynn Vote 5-0
16-020 VOTED: To approve and sign the cheekmll/bilimll for the period for Accounts Payable Check
#5913-5981 Payroll Summary as presented for August, 2015. Section 8 Voucher Program, #10437-
10516 as presented.
Finances Move Kevin Second Diane Vote 5-0
16-021 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month
end July,2015 of the current fiscal year.
Sec 8 Utility Allowance Schedule Move Kevin Second Diane Vote 5-0
16-022 VOTED: To approve the Section 8 program's Summary Allowance for Tenant-Furnished
Utilities and Other Services as presented and prepared by Happy Software Inc. on behalf of the RHA
and to become effective October 1,2015.
FY 2016 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 2016 4001 Budget Move Diane Second Lynn Vote 5-0
16-023 VOTED: To approve and sign the FY 2016 4001 Budget as submitted.
FY 2016 689 Badget Move Diane Second Lynn Vote 5-0
16-024 VOTED: To approve and sign the FY 2016 689 Budget as submitted.
Certificate of Final Completion:FISH#246038 Move Diane Second Richard Vote 5-0
16-025 VOTED: To approve,sign and submit the certification of final completion and application for
payment in the final amount of$1,610.00 for the reimbursement of costs associated with project
number 246038;Installation of new siding at 83-85 &89-91 Oakland Road,our 705-1 family
development
Contract Agreement avP#5001-Prolect NoJA6046 Move Diane Second Richard vote 5-0
16-026 VOTED: To approve the low bid for siding project and authorize the Executive Director to sign
the Contract between Boston Insulation Corporation, Cambridge, MA and the Reading Housing Authority
for Work Plan #5001, Project No. 246046 in the amount of$16,000.00 for the installation of new siding
and associated work per advertised scope at 705-1 family duplex building located at 42-44 Waverly Road
Section 8 Payment Standards Move Diane Second Richard Vote 54
16-027 VOTED: To approve and adopt RHA Section 8 Payment Standards based on 100% of
HUD's Proposed FY 2016 Massachusetts Fair Market Rent Summary as presented by Executive
Director and to be effective 10.01-15.
Sec 8 Chance to Admin.Plan Move Richard Second Lynn Vote 4-0
16-028 VOTED: To approve the change to the Reading Housing Authority Section 8
Administrative Plan Section 5.0 Preference Selection as presented to read "Designated Head of
Household spouse or co-head who is living in Reading at the time ofselection from the waitlist"and
"Desimated Head of Household spouse or co-head is working in Reading a minimum of twenty
hours per week on a consistent basis at the time ofselection from the wait Ag,!
Personnel Matters:
- Confirmation of submittal of Board Attendance to DHCD for month of August,2015 was
provided to Board.
Renort of Programs:
- Vacancy Report-Mitch Hudzik, State Program Coordinator provided her monthly report.At this time
all state programs are fully leased.
Sec 8 Report- Report provided by Executive Director. At this time both landlords and active
participants have been informed of administrative changes regarding.our Section 8 program.All
active files have been relocated to Chelsea office. The transition has been smooth with no
interruption of services to our RHA clients.
- Resident Service Coordinator-Current Tannerville Newsletter provided.
Monthly Work Order/Maintenance Report for month of August,2015.
New Business:
- The new annual utility schedule, prepared by Happy Software, was presented for approval and will be
effective October 1,2015. Motion presented and voted.
- The RHA budget for FY 2016 for both our state and federal Section 8 programs was presented to the
Board by our Fee Accountant, Tom Fowler. Per DHCD guidelines,there is a 0%CAP for current fiscal
year with minor adjustments allowed for administrative staffing. In addition, costs and subsequent
allowable exemption for mandated AUP audit for FYE 06/15 was included with the budget submission.
Upon review of the detailed 2016 budget for each program, motions were presented and voted to
approve the submission of all required documentation along with required signed certifications to
DHCD for their final approval as presented.
The Executive Director requested authorization to enter into a contract with Boston Insulation Corp.
from Cambridge, MA for siding at our 705-1 family development for building 42-44 Waverly Road,
FISH Project#246046 in the amount of$16,000. Scope for project was prepared with the assistance of
DHCD and required procurement standards were applied. RHA had five bids on said project with
Boston Insulation Corp. being the lowest bid with qualified references to support contract approval.
RHA operating reserves will be utilized to fund this project and said project is included in our 2016
budget to DHCD.A Notice to Proceed will be issued for a September 21,2015 start date.
- The Executive Director requested authorization to close out FISH Project 0246038; Siding at 83-85 &
89-91 Oakland Road. Certificate of Final Completion will be forwarded to DHCD requesting final
payment to Aboveboard Contracting in the amount of$1,610.00.All contractual obligations have been
met by Aboveboard Contracting and all work met with the approval of DHCD staff. A motion was
presented and approved.
New payment standards for the RHA Section 8 program, based on HUD's proposed 2016 Fair Market
Rents, were presented by the Executive Director for review and approved implementation effective
November 1, 2015. With the exception of a 0 BR size, there was an approximate 4% increase for all
other bedroom sins.A motion was presented and approved.
- The Executive Director requested that the Board adopt a change to our RHA Section 8 Administrative
Plan, Section 5.0 Preference Selecting Families From the Waitlist; An applicant must be living in
Reading at the time of selection from the waitlist in order to receive a local preference and an applicant
working in Reading at the time of selection from the waidist must be working a minimum of 20 hours
per week in order to receive a local preference. A motion was presented and approved. All
documentation will be updated accordingly.
The Executive Director requested that the RHA Board adopt the Chelsea Housing Authority's Section 8
Administrative Plan for use in the administration and management of the RHA's Section 8 program.
Both the CHA and RHA Admin Plans will be utilized in the day to day operations of said program. A
current copy of the CHA Admin Plan will be available in the RHA Section 8 Office at all times.
Real Estate Matter:
- 504 Gazebo Circle: A Purchase and Sale Agreement has been entered into for the purchase of
Unit 504 at Gazebo Circle for a price of$216,000. A deposit of$500 accompanied the signed
P&S and will be held by our legal counsel, Latham Law Offices. A closing date has been ad for
October 14,2015.
- 411 Gazebo Circle: impending foreclosure on this affordable unit is set for September 15, 2015.
A letter was forwarded to Wells Fargo by RHA legal counsel, Brad Latham on behalf of the
RHA. The bank was informed of the existing deed restriction on said property and our interest in
this affordable unit. At this time, we have not received any additional correspondence from
anyone involved in this potential foreclosure.
Board Schedafe
October 2015 BOARD MEETING: 10/05/2015 Q 5:30 pm
16-029 TO ADJOURN: 6:40 PM. Move Kevin Saond Lynn Vote 5-0
ReFEWhyte,
lly submitted,
Lyeccret8ry&Executive Director