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Home My WebLink About2015-10-05 Housing Authority Minutes 'k E C Ei V E L) TOWN CLERK READING HOUSING AUTHORITRE AD 1 -4 ', MA. MINUTES OF THE REGULAR BOARD MEETING October 5 ALIN 16 PM 2: 31 A regular business meeting of the Reading Housing Authority was held on Monday,October 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 5:35 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. Minutes Move Kevin Second Lynn Vote 5-0 16-031 VOTED: To accept for the record the Minutes of the Regular Business Meeting of September 14, 2015,as presented. Finances Move Kevin Second Lynn Vote 5-0 16-032 VOTED: To approve and sign the checkroll/biliroll for the period for Accounts Payable Check #5982-6019 Payroll Summary as presented for September, 2015. Section 8 Voucher Program, October 1,2015 wire transfer as presented. Finances Move Diane Second Lynn Vote 5-0 16-033 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end August, 2015 of the current fiscal year. Renewal Accounting Contract Move Kevin Second Lynn Vote 5-0 16-034 VOTED: To approve and authorize Executive Director to sign one year contracts, July 1, 2015 through June 30, 2016 with the accounting firm of Fenton, Ewald&Associates per agreements and within current budget guidelines. Adoption of Undated Procurement Policy Move Diane Second Kevin Vote 5-0 16-035 VOTED: To adopt anew RHA Procurement Policy as presented by DHCD for use by all LHA's reflecting current September 2014 Federal and State Requirements ensuring compliance with Massachusetts public bidding statutes. Contract Agreement Protect: Emergency Burner Move Diane Second Lynn Vote 5-0 16-036 VOTED: To authorize the Executive Director to sign the Contract between J.F. Burns, LLC, Middleton, MA and the Reading Housing Authority in the amount of $7,500.00 for the emergency installation of new oil-fired bumer at 689-1 building located at 74 Bancroft Avenue. Certificate of Final Completion/Comolience: 689 Burner Move Richard Second Lynn Vote 5-0 16-037 VOTED: To approve,sign and submit the Cerincation of Compliance and Certificate of Final Completion to DHCD in the amount of$7,500.00 for costs associated with emergency installation of new oil-fired burner at our 699-1 development located at 74 Bancroft Avenue. FY 2016 CIP Revision Move Diane Second Richard Vote 5-0 16-038 VOTED: To authorize the Executive Director to submit a revision to the 2016 Capital Improvement Plan (CIP) to include an unexpected project to replace the burner at our 689-1 Bancroft property utilizing designated emergency set-aside funding to cover anticipated costs of 57500.00. Personnel Matters: - Confirmation of submittal of Board Attendance to DHCD for month of September,2015 was provided to Board. Report of Programa: - Vacancy Report- Mitch Hudzik, State Program Coordinator provided her monthly report. . Sec 8 Report-Report provided by Executive Director. 118 leased for October 1 and electronic transfer to Chelsea HA for October HAP and Admin.funding went out with no issues. RHA hopes to be fully leased for November 1 in this program. Resident Service Coordinator-Current Tannerville Newsletter provided. Monthly Work Order/Maintenance Report for month of September,2015. New Business: - Update: Siding project at 42-44 Waverly is underway, however, not yet complete, therefore, Executive Director will present documentation at November meeting to close this project. Documentation to support renewal of our Accounting Contract with Fenton, Ewald & Associated was presented by the Executive Director for review and approval.Per DHCD budget guidelines,an increase of 4.3%for state programs and 1.7%for federal program is reflected in our new contract.A motion was presented and voted authorizing the Executive Director to sign all contracts. All required documentation will be forwarded to DHCD for their records. - A revised RHA Procurement Policy was presented to the Board by the Executive Director for review. The amended policy reflects all changes that became effective in December 2014 and prepared by DHCD,Candy Tempesta for consideration by all authorities in updating any current policies in place.A motion to adopt was presented and voted. Documentation to support the emergency installation of a new oil-fired burner at 74 Bancroft Avenue was presented by the Executive Director for discussion and review. Upon annual inspection on September 27th, the burner was found to be non-functioning and a danger to residents. A second opinion by another outside contractor concurred with this initial evaluation. RHA notified DHCD of this situation and requested use of emergency capital funding to cover the cost of replacing said unit. RHA was given permission to proceed with the procurement of emergency replacement of burner and received two quotes in this regard; the lowest being $7500 by JF Bums out of Middleton, MA. ED notified Chair,Tim Kelley by phone to request initial permission to enter into a contract with JF Bums to do work immediately. Work was completed by October I. Two motions were presented and voted; 1) to approve contract with lowest bidder and 2) approve, sign and submit, Certification of Final Completion. Supporting documentation will be forwarded to DHCD for reimbursement of costs associated with this emergency project. The Executive Director requested approval of a CIP 2016 Revision to include the emergency replacement of oil burner at our 688-1 development. Request was made to utilize emergency set-aside funding in the amount of$7500. Revision is submitted electronically by the Executive Director to DHCD for their final approval.A motion was presented and voted. - The annual inspection of burners at our 4143 Wilson Street property revealed the need to replace one of the burners prior to this winter. The unit was found to be poor condition with extensive rusting throughout unit. Despite elevating these burners,this basement is excessively damp which contributed to the shorter life span of bumer.The approximate cost to replace this gas burner is$8600.Our normal procurement process will be followed in seeking quotes on this project and the Executive Director will move forward with contract with lowest bid to replace one unit. Operating funds will be used to fund this project. RHA has also completed all available measurers to address future issues with the dampness which will help to extend the overall life of said units moving forward. It is also expected that the second unit in this building is approaching the end of its life span as well. At this time, we anticipate replacing the second unit if RHA fiscal year 2017. Real Estate Matter: - 504 Gazebo Circle: A purchase and sale agreement was signed by all parties and documents were forwarded to Latham &Latham. A closing date has been set for October 14, 2015. At this time, RHA bas plans to lease up this unit for November 1, 2015 at current RHA payment standards. RHA Executive Director will act as landlord and CRA will administer our voucher holder going into this unit. - 411 Gazebo Circle: RRA has had no response to letter previously sent to Wells Fargo regarding our interest in this affordable unit. Public auction was scheduled for September 15, 2015; however, we have not been notified of any results at this time. Status of property remains unknown. Board Schedule November 2015 BOARD MEETING; 11/02/2015 Q 5:30 pm 16-039 TO ADJOURN: 6:05 PM. Move Diane Snood Kevin Vote 5-0 Really submitted, Ly51hyta,ctl4aExecutive Director