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Home My WebLink About2015-11-02 Housing Authority Minutes RECCiVEJ READING HOUSING AUTHORITY TOWN CLER RREADING, MA.. MINUTES OF THE REGULAR BOARD MEETING November 2.2015 2019 JI�I� p A regular business meeting of the Reading Housing Authority was held on Monday,Novemb ,6914 pct 237 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,Timothy J.Kelley presiding.Those members present and forming a quorum were Richard Robbins,Kevin F.Mulvey and Lynn Hadgdon m well as the Secretary/Bxecutive Director,Lyn Whyte. Diane Cohen was absent Minutes Move Richard Second Lynn vote 4-0 164040 VOTED: To accept for the record the Minutes of the Regular Business Meeting of October 5, 2015,as presented. Fiancees Move Richard Second Lynn Vote_ 4-0 16-041 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable Check 06020-6064 Payroll Summary as presented for October, 2015. Section 8 Voucher Program November 1,2015 wire transfer in the amount of$109,804.20 as presented. Finances MoveRichard Second Lyon vete 4-0 16-042 VOTED: To certify receipt of monthly operating statements for all RHA programs for the month end September,2015 of the current fiscal year. Certificate of Final Cumulation' FISH#246046 Move Kevin Second Lynn Vote 4-0 16-043 VOTED: To approve, sign and submit the Cerrlication of Final Completion to DHCD in the amount of$16,000.00 for costs associated with project number 246046;Installation of new siding at 42.44 Waverly Road;our 705-1 family development. Project funded by RHA operating reserves. Contract Agreement Boiler at 41 Wilson Move Kevin Second Lyon Vote 4-0 16-044 VOTED: To approve the low mo for boiler install and authorize the Executive Director to sign the Contract between J.F. Bums, LLC, Middleton, MA and the Reading Housing Authority in the amount of$8,600.00 for the installation of new gas boiler and associated work per scope at RHA-Owned 2-BR unit located at 41 Wilson Street. AUP Audit Contract Move Kevin Second Richard Vote 4-0 13-045 VOTED: To authorize the Executive Director to enter into an agreement with Ross&Company of Nashua,NH, a prequalified/eligible independent accounting firm to perform a mandatory Agreed Upon Procedures (AUP) financial review as stated in DHCD Public Housing Notice 2014.26 in the amount of $3,600 per notice of fixed fee by DHCD based on number of state units. .__.,__ ..r r..a:.r.rd/Revolving Credit Policy Mme Richard Second Kevin Vote 4-0 16-046 VOTED: To adopt a new RHA Credit Lard/Revolving Credit Policy as presented and effective with said vote. Adoption of Internal Controls Policy Move Richard Second Lynn Vote 4-0 16-047 VOTED: To adopt a new RHA Internal Controls Policy as presented and effective with said vote. Personnel Matters: Confirmation of submittal of Board Attendance to DHCD for month of August,2015 was provided to Board. - Temporary change in assigned fee accountant from Fenton,Ewald&Associates due to medical leave. - DHCD correspondence regarding future tenant based board members.At this time,not applicable to RHA since we have always required a tenant on our board. 89121 t of Programs: vacancy Report-Mitch Hudzik, State Program Coordinator provided her monthly report.It has been a busy month with five vacancies within our elderly development and one in our family program. Program coordinator is in the process of pulling from our current list, contacting potential residents and completing the screening.All units expected to be leased by mid November. - Sec 8 Report-Report provided by Executive Director. The administration of our section 8 program Continues to make positive strives. CHA staff met with current participants at our RHA offices for scheduled annual re-certifications with no known issues.In addition,as of November 1,the RHA program is fully leased. - Resident Service Coordinator-Current Tannerville Newsletter provided. - Monthly Work Order/Maintenance Report for month of August,2015. New Business: Certificate of Final Completion to close out our 705-1 family siding project FISH#246046 at 4244 Waverly Road was presented to Board for their review and approval. Upon completion of punch list on said project and inspection of properly, the Executive Director prepared all required documentation to close this job and submit to DHCD as required. Payment in the amount of$16,000 will be paid to the contractor,Boston Insulation. Motion to approve was presented and voted. - A contract agreement with 1F Burns, LLC for the installation of a new gas boiler at 41 Wilson Strut at a cost of $8,600 was presented for review and approval. Three proposals were sought by RHA maintenance staff to replace the failing boiler. All proper documentation is in place and the Executive Director requested authorization from Board to sign the agreement, authorize the work and make final payment to contractor using RHA-Owned reserves.A motion to approve was presented and voted. The Executive Director requested approval to enter into an agreement for$3,600 with Ross&Co,CPA to perform our DHCD mandated Agreed Upon Procedure (AUP) audit as required for fiscal year end June 2015. The fee is set by DHCD guidelines based on state units. The costs associated with the first year of this required audit will be covered by DHCD by either direct reimbursement or an exemption. Details in that regard will be forthcoming. A motion to approve was presented and voted. A Credit Card(Revolving Account Policy was presented by the Executive Director for review and consideration of adoption by the Reading Housing Authority. Adoption of such a policy has been recommended by DHCD, MwsNAHRO and surrounding housing authorities as a result of recent findings of misuse of credit cards by some staff at other agencies. The RHA does not have any credit cards issued in its name; however,we do have a small number of revolving accounts used in the day to day operations of our agency and in conjunction with an employee's job duties.This policy sets out the acceptable and unacceptable uses of such accounts. A motion was presented and approved to accept policy as written and implement upon said vote. An Internal Controls Policy was presented by the Executive Director for review and consideration for use in the day to day operations of the RHA. Said policy has been adopted by other surrounding housing authorities as a Best Practice resource. It is a concise summary policy reflective of all policies presently in place within the Reading Housing Authority. A motion was presented and approved to accept policy as written and implement upon said vote. Dartmouth Group, the management company for the Gazebo properties, has requested specific information from all owners of units at this site. Specific rental information was also requested, however, the RHA was concerned on releasing some information due to privacy laws. The Executive Director did request an opinion from our legal counsel, Brad Latham in this regard. Upon his suggestion, all contact information related to ownership was provided. The only rental information given was the time of the head of household and subsequent vehicle information related to each of our four units.No other tenant infbmiudion will be shared.All applicable laws regarding privacy were noted in my correspondence to them. Any and all issues regarding the RHA-Owned units can be addressed with the Housing Authority. A response to our submittal has not been received at this time. Board will be apprised of any additional conflicts. Real Estate Matter: 504 Gazebo Circle: RHA closed on said unit on 10/14/15. Upon final inspection, new rugs were installed throughout the unit. Said unit has been rented as of November 1 with an RHA voucher holder housed. Board Schedule December 2015 BOARD MEETING; 12/07/2015 Qa 5:30 pm 16448 TO ADJOURN: 6:20 PM. Move Kevin &mond Lynn Vole 4-0 Respe ly submitted, Lyn E.Whyte,Secretary& Executive Director