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Bellingham Housing Authority
Meeting Minutes
12 June 2012 held at Depot Court
- Call to Order at 6:00 p.m.
- Roll Call: all present
- Minutes of May 8, 2012 meeting
- Notation to correct minutes in regard to election
- Notation to correct Agenda minutes date; should be May 8, 2012
- Motion to accept minutes as corrected by Mr. Swain, seconded by Ms. Sacco, all in favor.
- Board suggests writing letter to Commonwealth Representatives & Senators in regard to Public Housing Commission
- Mr. Conlon stated that the accountant’s will be meeting with the State on Tuesday, June 19th to discuss budgeting; he will have an idea what the State is leaning towards after that meeting
- Mr. Conlon suggested that the tenants may want to write a letter also.
- Mr. Conlon discussed the FY2012 Year-end statements
- Mrs. Cartier inquired why the Section 8 Program was at a loss; Mr. Conlon explained that HUD has reduced the amount of administrative fees and the BHA program is small; the Section 8 and Section 8 mobility programs have been combined effective 4/1/12 in order to reduce negative reserve.
- State 400-01 Program has a current reserve of 36.35%; the state can only take money if the authority were 100% over reserve. Minimum required reserve is 20%.
- MRVP lost $1,683.21 but has a positive reserve of $3,883.71
- Under the detail for 400-01, Mr. Conlon made note of the Employee Benefits line which is over $100,000.00 per year. Discussion ensued in regard to retirement.
- Mr. Conlon explained that DHCD requires the Board to understand the financial statements
- Mrs. Lavallee asked why under the Executive Director’s Report Mrs. Bergeron was soliciting bids/quotes for Accounting Services. Mr. Conlon asked if we were soliciting again; Mrs. Bergeron stated that Mr. Conlon’s contract will be expiring. Mrs. Lavallee asked what the catalyst to request bids for accounting is. Mrs. Bergeron stated that in her prior employment, all contracts were rebid when the contract would be expiring. Mr. Conlon stated that under 121B, lawyers and accountants are excluded from the bidding laws.
- Motion was made by Mr. Swain to write-off FY2012 Uncollectable Tenant Accounts Receivable in the amount of $4,016.00.
- The Board signed the Schedule of Positions and Compensation Form to be forwarded to DHCD.
- Discussion ensued regarding summer meetings
- Motion was made to have July and August off by Mrs. Cartier, seconded by Mrs. Lavallee, Mr. Swain opposes.
- Questions in regard to the check registers:
- Alicia Pernini was hired as a temporary administrative assistant; the check is for payroll.
- Dean Bank for $461.00 is for a transfer to a tenant’s account due to overpayment of rent.
- Mr. Guzowski asked about Home Depot invoice which is for regular maintenance supplies, JR’s Small Engine is for spring maintenance on lawn equipment, and Bellingham Parts Plus was written for state inspection and tires. Mrs. Bergeron will provide the details for Home Depot and Bellingham Parts Plus at the next scheduled meeting.
- Mr. Guzowski inquired why revenues are down. Mr. Conlon explained that any decrease in revenue is indicative of vacant units; average rent amounts are $340 per unit.
- Executive Director’s Report
- Mr. Swain asked when the expected occupancy will occur at the 705 property. Mrs. Bergeron stated that that should occur within a few weeks; five applications have been concurrently processed and are awaiting completion.
- Mrs. Cartier requested clarification on the vacancies at 667. There were 4 vacancies last month and now we have 3. What is the reason for the time lag? Mrs. Bergeron explained that several applicants were contacted but received no response. Five applicants are processed at one time to keep ahead of the potential vacancies. However, the vacancy trend will continue due to the fact that the office has already received four intentions to vacate. Mrs. Cartier asked if the waiting list is sufficient to accommodate the vacancies. Mrs. Bergeron stated that there is an adequate waiting list pool. Mr. Conlon inquired about the cause of the move-outs. Mrs. Bergeron explained that one was diagnosed with cancer and moved in with her son, one had a motor vehicle accident and moved in with her daughter, one
went to a nursing home and had anticipated to return but she is not, and two others in a nursing home that will not be returning. Mrs. Cartier asked if the units are ready. Mrs. Bergeron explained that some are ready and will be occupied and some are waiting for transfers from 2nd floor to 1st floor.
- Mr. Guzowski asked if the agency is going to hire another part-time secretary. Mrs. Bergeron explained that monetarily that would be near impossible; the budget is very tight. Mrs. Bergeron explained that she is doing the best that she can with what she has available to her. In order to alleviate some demands of time, Mrs. Bergeron will be requesting to close the Chapter 705 Family and MRVP waiting lists. The list has over 50 applicants on the list as of this date with at least two applications received daily.
- Mrs. Lavallee asked Mr. Conlon what the turnaround time is on the submission of financial documents to the Board. Mr. Conlon stated that all documents are usually submitted by the end of the month; reports are submitted to the Board are usually one month behind.
- Mrs. Bergeron requested the floor after the Public Input announcement. Mrs. Bergeron inquired if there were any questions in regard to Tenant Accounts Receivable. Mr. Guzowski asked about the $2,904.00 due. Mrs. Bergeron stated that that particular tenant is on a court ordered repayment agreement. The amount will eventually be paid.
- Mr. Guzowski announced that no names must be mentioned and any issues must have been addressed to the Executive Director first.
- Mr. Cassedy wanted to announce that he posted an article in regard to Milford Housing Authority’s deplorable conditions. Mr. Cassedy asked when Verizon will be installed. Mr. Swain stated that he spoke to the company and installation should be complete by the end of June.
- Next meeting September 11, 2012 at Wrentham Manor.
- Motion to adjourn made by Mrs. Cartier, seconded by Mrs. Lavallee, all in favor.
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