HomeMy WebLinkAbout2019-10-07 Housing Authority Minutes Town of Reading
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Housing Authority edl! kQY —6 PM 5
Date: 2019-10-07 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; Marie Hanson, State
Tenant Representative; Charles Adams, Member; Diane Cohen, State
Appointee
Members - Not Present:
None
Others Present:
Julie M. Johnston, Executive Directory/Secretary
Minutes Respectfully Submitted By: Julie M. Johnston, Executive Director/Secretary
Topics of Discussion:
READING HOUSINGAUTHORITY
MINUTES OF THE REGULAR BOARD MEETING October 7 2019
A regular business meeting of the Reading Housing Authority was held on Monday,
October 7, 2019 in the Community Room of the Reading Housing Authority, Reading,
MA. Chair, Richard Robbins, called the meeting to order at 5:30 p.m.
Members Present: Richard Robbins, Timothy Kelley, Marie Hanson, Charles Adams,
Diane Cohen
Members Absent: None
Others Present: Julie M. Johnston, Executive Director
Minutes Move Timothy Kelley Second Diane Cohen Vote
5-0
20-029 VOTED: To accept for the record the Minutes of the Regular Business
Meeting of September 9, 2019, as presented.
Finances Move Diane Cohen Second Charles Adams
Vote 5-0
20-030 VOTED: To approve the check-roll/bill-roll for September 2019 Accounts
Payable Checks numbered 7973 through 8004, as presented.
Finances Move Timothy Kelley Second Marie Hanson Vote 5_0
20-031 VOTED: To approve the Payroll Register for September 2019, as presented.
Finances Move Timothy Kelley Second Marie Hanson Vote 5-0
20-032 VOTED: To approve the Section 8 Voucher Program wire transfer for October
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2019 in the amount of$124,349.90, as presented.
Finances Move Diane Cohen Second Timothy Kelley
Vote 5-0
20-033 VOTED: To certify receipt of FY20 monthly operating statements for all RHA
programs for the two months ending August 31, 2019.
Section 8 Utility Allowance Schedule Move Diane Cohen Second Charles
Adams Vote 5-0
20-034 VOTED: To approve the Section 8 Program's Summary Allowance for Tenant
Furnished Utilities and Other Services prepared by Happy Software, Inc., effective for
the December 1, 2019 recertifications, as presented.
Certificate of Substantial Completion: Exterior Door Replacement & Entrance
Repair Protect#246062
Move Marie Hanson Second Timothy Kelley Vote 5-0
20-036 VOTED: To approve the Certificate of Substantial Completion for FISH
number 246062, Exterior Door Replacement and Entrance Repairs project, as
presented.
Certificate of Final Completion: Exterior Door Replacement & Balcony Repair
Protect#246062
Move Timothy Kelley Second Diane Cohen vote 5_0
20-036 VOTED: To approve the Certificate of Final Completion and Application for
Payment #2 in the amount of $5,829.87 for FISH number 246062 associated with the
Exterior Door Replacement and Entrance Repairs project, as presented.
Thermostat Replacement Contract FISH#246066 Move Marie Hanson Second
Diane Cohen Vote 5-0
20437 VOTED: To award the Contract for FISH number 246066, Thermostat
Replacement project for Tannerville to the lowest responsible bidder, HZ-Supply
Company of Springfield, MA in the amount of $14,878.50, as presented, and to
appoint Director Julie Johnston as Contract Officer and Chair Richard Robbins as
Alternate Contract Officer.
RCAT Contract Extension: Move Marie Hanson Second Diane Cohen
Vote 5-0
20-038 VOTED: To authorize Executive Director to sign the Terms of Service
Agreement renewal with the North East Regional Capital Assistance Team (RCAT)
extending RHA participation in the program through 6/30/22, as presented.
Old Reading Schoolhouse Condominium: Move Marie Hanson Second
Timothy Kelley Vote 44=0
(Note: Charles Adams unavailable for vote due to being excused from meeting)
20-039 VOTED: To approve payment in full of the Old Reading Schoolhouse 2019
Insurance Loss Assessment for units 103, 303, 304, and 305 in the amount of
$190,020.00.
Directors Report/Prouram Update -
Vacancv Report: All units leased up to date.
Section 8 Housing Choice Voucher Program Update: 101 Total Vouchers leased up
for 10/01/19.
Maintenance Work Orders from 07/01/2019 to 09/30/2019: Total Count: 229;
Completed: 226; Incomplete:3
Tenant Damages: Discussion took place regarding payment for tenant caused
damages and RHA procedures for charging tenants due to damage regardless of
negligence or intentional act of Tenant. Diane Cohen stated that the Chelsea Housing
Authority charges all tenants for damage beyond normal wear and tear resulting from
tenant action or failure to act. Director and Maintenance staff will update the 2014 list of
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RHA resident charges for services or repairs and notify all residents of changes and
procedures once approved by Board.
Events: A list of events, meetings, conferences for September 2019 was presented.
Reporting Requirements: A list of reporting submittals for HUD, DHCD, Town, and
RHA Website was presented.
Other: Teresa Ewald, CPA — reviewed and recommended acceptance of quote from
Marcum to perform the FY 2019 audits, (AUP & HUD), for RHA.
Section 8 Utility Allowance Schedule: Board reviewed and voted.
Certificate of Substantial Completion: Exterior Door Replacement & Entrance
Repair Protect#246062:
Board reviewed and voted.
Certificate of Final Completion: Exterior Door Replacement & Balcony Repair
Project#246062: Board reviewed and voted.
Thermostat Replacement Contract FISH#246066: Board reviewed and voted.
RCAT Contract Extension: Board reviewed and voted.
Old Reading Schoolhouse Condominium: Board reviewed and voted. Director will
look into process of securing a line of credit with Reading Cooperative Bank.
Meeting DavlTime for RHA Board: Board will receive email meeting invitations for
future Board meetings for scheduling ease.
NEXT BOARD MEETING: November 4, 2019; December 2, 2019; January 6, 2020
20-040 VOTED TO ADJOURN: 6:32 P.M. Move Timothy Kelley Second Marie
Hanson Vote 4-0
Respectfully submitted,
J"he AL yohmten
Julie M. Johnston
Secretary/Executive Director
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