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Home My WebLink About2019-05-06 Housing Authority Minutes � Orq Town of Reading Meeting Minutes ;ECEIVED Mower TOWN o: 13 _ / Board - Committee - commission - council: AUG r Housing Authority )4 An to: 13 Date: 2019-05-06 Time: 5:30 PM Building: Location: Community Room Reading Housing Authority Administration Address: 22 Frank Tanner Drive Session: Open Session Purpose: Version: Final Attendees: Members - Present: Richard Robbins, Chair; Timothy Kelley, Vice-Chair; Diane Cohen, Member; Charles Adams, Asst Treasurer Members - Not Present: State Tenant Rep - currently vacant Others Present: Julie M. Johnston, Executive Director/Secretary Minutes Respectfully Submitted By: Julie M. Johnston, Executive Director/Secretary Topics of Discussion: READING HOUSING AUTHORITY MINUTES OF THE REGULAR BOARD MEETING May 6 2019 A regular business meeting of the Reading Housing Authority was held on Monday, May 6, 2019 at the office of the Reading Housing Authority, Reading, MA. Chairman, Richard Robbins, called the meeting to order at 5:30 p.m. Members Present: Richard Robbins, Timothy Kelley, Diane Cohen, Charles Adams Members Absent: (State Tenant Representative Currently Vacant) Others Present: Julie M. Johnston, Executive Director Minutes Move Timothy Kelley Second Diane Cohen Vote 4-0 19-061 VOTED: To accept for the record the Minutes of the Regular Business Meeting of March 4, 2019, as presented. Finances Move Diane Cohen Second Charles Adams Vote 4-0 19-062 VOTED: To approve the check-roll/bill-roll for March and April 2019 Accounts Payable Checks numbered 7728 through 7811, as presented. Finances Move Diane Cohen Second Timothy Kelley Vote 4-0 19763 VOTED: To approve the Payroll Register for March and April 2019, as presented. Finances Move Timothy Kelley Second Diane Cohen Page 1 1 Vote 4-0 19-064 VOTED: To approve the Section 8 Voucher Program wire transfer for April 2019 in the amount of $108,067.53 and May 2019 in the amount of $119,634.35, as presented. Finances Move Diane Cohen Second Charles Adams Vote 4-0 19-065 VOTED: To certify receipt of FY19 monthly operating statements for all RHA programs for the months ending March 31, 2019. Section 8 Payment Standards Move Diane Cohen Second Charles Adams Vote 4-0 19-066 VOTED: To approve and adopt Housing Choice Voucher Payment Standards for Reading Housing Authority based on 100% of revised FY2019 Fair Market Rents effective May 1, 2019, as presented. DHCD Corrected Income Limits —Stete4ded Housing Programs Move Diane Cohen Second Timothy Kelley Vote 4-0 19-067 VOTED: To approve the following income limits per DHCD correspondence by household sin for determining admission to State-aided housing programs effective March 1, 2019: Boston Area: 1 person $ 56,800; 2 persons $ 64,900; 3 persons $ 73,000 4 persons $ 81,100; 5 persons $ 87,600; 6 persons $ 94,100 7 persons $100,600;8 persons $107,100 Dept of Labor Standards Maintenance Wage Rates: Move Timothy Kelley Second Diane Cohen Vote 4-0 19-068 VOTED: To approve the increase in maintenance salaries in accordance with Dept of Labor Standards effective April 1, 2019 through March 31, 2020, with Maintenance Supervisor/General Maintenance at a rate of $30.18 plus $1.50 for supervisory position per hour, and Maintenance Mechanic 11 at a rate of$28.26 per hour. Contract Award: Move Diane Cohen Second Timothy Kelley Vote 4-0 19-069 VOTED: To award the Contract for FISH Project#246062, Exterior Door Replacement and Entrance Repairs to Vareika Construction, Inc., of West Bridgewater, MA, in the amount of$113,300.00, pending DHCD approval and to appoint Executive Director Julie Johnston as Contract Officer and Chairman Richard Robbins as Alternate Contract Officer. Director's Report/Program Updates Vacancy Report: Unit Vacant Maint. Ready Leased # Days Vacant 32-8 01/21/19 04/08/19 04/22/19 Waiver Approved 42 Waverly 01/17/19 02/25/2019 Appl Refused Waiver Extension Approved 8-7 03/18/19 04/22/19 04/22/19 36 401 Gazebo 03/31/19 Section 8 Housing Choice Voucher Program Update: May 2019: 99 Vouchers Leased; 5 Ported Out; 0 Vouchers Pending; Total HAP Paid $114,016.55 +Admin Fees Page 1 2 $5617.80 = $119,634.35. CHA working to issue more vouchers to increase our allocation to 125. Chelsea HA working with Boston HA regarding BHA claim of RHA HAP underpayment. Maintenance Work Orders from 07/01/2018 to 04/30/2019: Total Count: 593 Completed: 584 Incomplete: 9 Extended contract for mowing services with Riley Landscaping to mow all properties (except Pierce St Condo) $7900 for season (starting first week of May). Riley Landscaping to perform exterior rock wall repairs at Main Street property to prevent water overflow into unit for$3900.00 Extra Ordinary Maintenance Projects for Joe & Ed: 1. Tannerville: Installing dusk to dawn lighting around entrance to laundry room and enhanced lighting at building 9. (Joe, approximate 5 hours overtime to complete) 2. Tannerville: Installation of roof above laundry door. (Joe/Ed, approximate 12 hours labor plus $800 materials) 3. 41-43 Wilson St: Remove existing shed and replace with new shed (Eastern Shed Co. $3017); Repair rear porch to prevent settling away from building (Home Depot material approximate $1377). Tenant Issues: Female resident's apartment was broken into while she was at work. Police arrested and charged her boyfriend. RHA offered to assist tenant with No Trespass order. Board members agreed that the RHA should pursue No Trespass orders against this individual as well as other individuals who we perceive may cause a threat to the health and safety of other residents on RHA property. Director Johnston will pursue issuing No Trespass orders on behalf of the RHA. Personnel: Housing Mgr., Susan McLaughlin, will be on medical leave June 41' through August 4�. Will retain the part-time temporary services of Lila Bennett during Susan's absence to continue assisting with CHAMP process as well as assist ED with rent recertifications. Lila working Tuesdays 8:30 to 4:00 and Fridays 8:30 to 12:00. Consideration given to hiring p/t temp to assist with receptionist duties on Thursdays, 9:00 to 4:00. April Events: April- Weekly Tannerville Newsletters; 4!7 Sunday Brunch; 4/10 Alyse Warren RN — Monthly Blood Pressure Clinic; 4/11 Pre-Bid Walk Thru (Exterior Door Project); 4/16Summit Village Condo Association Meeting 4/18 Tannerville Bunny Tea Social; 4/24 North Shore Executive Director Assoc. Mtg — CHAMP Reportina Requirements: DHCD: Quarterly Operating Statements for 03/31; Quarterly Tenant's Accounts Receivable 03/31; Quarterly Vacancy Ledger 03/31. Town of Reading and RHA Website: Board Approved Minutes posted for February 2019 Meeting Revised FY19 FMR & PS for HCV and DHCD Correction to 2018 Income Limits: Board acted to approve the revised increase to FY19 FMRs, as well as the correct a typographical error to the one-person income limit. Dept of Labor Maintenance Wage Rates: Board acted to approve the April 2019 rates and the $1.50 per hour stipend for Maintenance Supervisor position. FY2020 Capital Improvement Plan for Tannerville has been approved by DHCD. RHA will be working with RCAT to move forward on the approved projects. CIP/Exterior Door Replacement & Balcony Repair Project: Board voted to award contract to Vareika Construction, Inc. DHCD is processing the low bid approval documents for contract signing. Summit Village Condominium at Gazebo Circle: The Annual Meeting was held on 04/16/19. Ballots were cast for election of Trustees, but no quorum was reached at Page 1 3 the meeting. Property management company will reach out to owners who did not attend meeting. According to Property Manager, Joe Grasso, the proposed amendment to stagger Trustee terms may pass, but the amendment to cap rentals will most likely fail to reach a majority. Old Readina Schoolhouse Condominium: Annual Meeting is tonight for election of Trustees. In our absence, Robert C. Smith has been appointed to represent RHA by proxy. Board Vacancy: The Appointing Committee has met and interviewed Marie Hanson for the position of State Tenant Representative. Ms. Hanson is anticipated to be appointed by end of May or beginning of June. In addition, Vice-Chair Timothy Kelley informed the Board that he has taken out papers to run for reappointment to the RHA Board when his current term expires 06/30/2019. Section 8 Management Assessment Program 1SEMAPI: Director Johnston informed the Board Members that she will enter into a service agreement with Consultant, Yolanda Wadman, in the amount of $1,000.00, to perform SEMAP for the RHA Section 8 HCV Program in accordance with HUD requirements. Delta Dental Coverage Changes: Delta Dental informed us that we are currently enrolled in a dental plan that is offered to groups with a minimum of five subscribers, and we no longer meet that threshold. As a result, they are no longer able to offer RHA this plan. Director Johnston is working with Delta Dental on a new dental coverage option for July 1, 2019. Town of Reading Affordable Housing Trust Fund: With the recent election changes to the Select Board, RHA will wait for the new Select Board Members to reach out to us regarding the AHTF. NEXT BOARD MEETING: June 3, 2019 @ 5:30pm; August 5, 2019 @ 5:30 pm NOTE: NO MEETING IN JULY 2019 19-070 VOTED TO ADJOURN: 6:42 P.M. Move Timothy Kelley Second Diane Cohen Vote 4-0 Respectfully submitted, Pdw At.jafiwtun Julie M. Johnston Secretary/Executive Director Page 1 4