HomeMy WebLinkAbout2016-02-01 Housing Authority Minutes Rr_CEiVE:D
TOWN CLERK ¢-
READING HOUSING AUTHORIR' ,l` � '`' " PAA.
MINUTES OF T 4E REGI RAR BOARD MEETING February 1.YX I 8 PM 2: 38
A regular business meeting of the Reading Housing Authority was held on Monday, January 4,2016 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 5:32 P.M.with the Chair,Timothy J.Kelley presiding.Those members present and
forming a quorum were Richard Robbins,Kevin F. Mulvey and Lynn Hodgdon as well as the
Secretary/Executive Director, Lyn Whyte. Diane Cohen was absent.
Minutes Move Kevin Second Lynn Vote 4-0
16-058 VOTED: To accept for the record the Minutes of the Regular Business Meeting of January 4,
2016,as presented.
Finances Move Kevin Second Lynn Vote 4-0
16-059 VOTED: To approve and sign the checkroll/billroll for the period for Accounts Payable
Check#6165-6206 Payroll Summary as presented for January,2016. Section 8 Voucher Program;
February 1,2016 wire transfer in the amount of$107,284.12 as presented.
Finances Move Kevin Second Lynn Vote 4-0
16-060 VOTED: To certify receipt of monthly operating statements for all RHA programs for the
month end December,2015 of the current fiscal year.
Truck Purchase Move Richard Second Lynn Vote 4-0
16-061 VOTED: To approve and authorize Executive Director to purchase a 2016 F250 XL 4x4
truck with plow from Stoneham Ford, Stoneham, MA in accordance with DHCD C30B procurement
process and in an amount not to exceed$28,124.
Disposition of 2003 GMC Move Richard Second Lynn Vote 4-0
16-062 VOTED: To approve and authorize Executive Director to dispose of 2003 GMC Sierra truck
with plowby trade-in allowance in the amount of $2,800 against purchase of new vehicle with
Stoneham Ford, Stoneham, MA in accordance with DHCD C30B, sec15 Disposition of Surplus
supplies.
Approval of Part-Time Emnloy Move Kevin Second Lynn Vote 4-0
16-063 VOTED: To approve the hiring of Emily Avelares of Woburn, MA to fill an existing part-
time housing manager position within our budget and per our RHA Miring Policy.Employment not to
exceed 24 hours per week at a starting rate of$20.83 per hour.
Pet Waiver 667 Development Move Richard Second Lyon Vote 4-0
164164 VOTED: To approve and authorize the tenant at#14-3 to have a cat in accordance with the
rules for Pet Ownership promulgated by DHCD and the Reading Housing Authority Pet Policy after
assurance that all conditions for pet ownership are in place.
Audit Contract Move Kevin Second Richard Vote 4.0
16-065 VOTED: To approve selection of Ross & Company of Nashua, NH, for Audit Services for the
Fiscal Year 2016 with option for Fiscal Yew 2017 in the amount of$5,000 per audit year and authorize
Executive Director to enter into contract for submittal to DHCD.
Personnel Matters:
Confirmation of submittal of Board Attendance to DHCD for month of January,2016 was
provided to Board.
Executive Director introduced new part-time hire,Emily Ave
lares to the Board.A motion was
presented to approve her employment per RHA Hiring Policy.
RHA Board Treasurer,Diane Cohen recently attended the White House convening on the proposed
Smoke-Free Rule being introduced.Her efforts to be part of a team that is working to establish a
dialogue between all public housing authorities to discuss common concems,best practices and
exchange information is appreciated by all.
Report of Programs:
- Vacancy Report- Emily Avelares, State Program Housing Manager provided her monthly report. At
this time all state programs are fully leased.
- Sec 8 Report-Report provided by Executive Director.The Section 8 program,at this time,retrains
fully leased. Ourjoint efforts with the administering agency,Chelsea HA,have resulted in an
improved financial status for this program.
Resident Service Coordinator-Current Tannerville Newsletter provided.
- Monthly Work Order/Maintenance Report for month of January,2016.
New Business:
The 2015 Annual Report to the Town of Reading was presented to the Board for final comments and
subsequent submittal to the Town. No additional changes were made to report
Correspondence from MassNahro regarding our recent loss control survey was presented to the Board.
Overall,the RHA was identified as a small well-run housing authority with low turnover and good
controls over exposures.No new recommendations were required at this time.
Executive Director presented documentation to support request to purchase, per RHA procurement
policy, a new 2016 Ford F150 with plow for the RHA maintenance department. Upon review, a
motion was presented and approved.
Executive Director presented documentation to support request to dispose of RHA's 2003 GMC truck
with plow per our RHA procurement policy.Upon review,a motion was presented and approved.
- Request for approval of a cat waiver for a senior resident at Tannerville,was presented by the Executive
Director on behalf of our tenant.All required documentation is in place per our RHA Pet Policy. Upon
review,a motion was presented and approved.The current tenant file will be updated accordingly.
- Executive Director asked the Board to approve the option to extend our independent audit agreement
with Ross&Company of Nashua,NH for our FYI with option for FYI w presented.Upon review,
motion was presented and approved.
Correspondence from the Reading CPDC regarding potential zoning by-law amendments for 2016 was
provided to the RHA Board as requested by the CPDC Chair.
Real Estate Matter:
- Update on Gazebo Unit Foreclosure: Correspondence from Wells Fargo Bank regarding the
impending Mortgagee's Notice of Sale of Real Estate on an identified affordable unit was shared
with the RHA Board. In addition, the copy of a response to this action prepared by RHA legal
counsel, Brad Latham,and directed to Orlans/Moran, Wells Fargo Bank in a letter dated 120/16
was provided to the RHA Board. The RHA Board will be kept informed of any additional
updates in this regard.
RHA-Owned Gazebo Property: As owners of four affordable units at this location, a copy of
126/16 Meeting Minutes for this development was provided to the Board for up to date
informational purposes.
Board Schedule
March 2016 BOARD MEETING; 03/07/2016 @ 5:30 pm
16-065 TO ADJOURN: 6:10 PM. Move Lynn Second Richard Vote 4-0
ReJs/$p/e/q/pily submitted,
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Lyn E. Whyte,Secretary&Executive Director