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HomeMy WebLinkAboutHousing Authority 9/2/2020Minutes of the Regular Meeting of the Mansfield Housing Authority held via GoToMeeting on Wednesday, September 2, 2020 at 7:30 PM The Members of the Mansfield Housing Authority met in Regular Session at 22 Bicentennial Court by video conference at 7:30 PM. The Meeting was called to order by Chairman Kevin Doyle at 7:30 PM and upon roll call, those present and absent were as follows: Present: Absent: Kevin Doyle Olivier Kozlowski Debra Tatum Mary Kate Flynn William Snyder Also present was the Executive Director, Andrea McDougall. A copy of the Notice of Meeting, pursuant to Section 23A of Chapter 39 of the General Laws; with the Certificate as to Service of Notice of Meeting attached thereto was read: I nd, Drd6 spread upon the Minutes of the Meeting and filed for record. =T NOTICE OF MEETING Notice is hereby given in accordance with Section 23A of Chapter 39 of the General LavWthat a Meeting of the Mansfield Housing Authority will be held online via GoToMeeting at 7:30 PM on September 2, 2020, CERTIFICATE AS TO NOTICE OF MEETING (Section 23A, Chapter 39, General Laws) I, the undersigned, the duly appointed qualified Executive Director of the Mansfield Housing Authority do hereby certify that on August 27, 2020 1 caused to be filed, in the manner provided by Section 23A, Chapter 39, General Laws, with the Clerk of the Town of Mansfield, Massachusetts, a Notice of Meeting of which the foregoing is a true and correct copy. IN TESTIMONY HEREOF, I have set my hand this 6th day of September 2020, ry RESIDENT SCRVIC'E COORDINATOR I Approyed by The Board of Commissioners September2, 2020 The Chairman referred to Agenda Item #1. Reorganization of the Board. Mr. Doyle asked for nominations for the position of Chairman. Mary Kate Flynn nominated Kevin Doyle for the position of Chairman; Debra Tatum seconded the nomination. Olivier Kozlowski nominated Mary Kate Flynn for the position of Chairman; William Snyder seconded the nomination. Ms. Flynn declined the nomination. There were no other nominations for Chairman, Mr. Doyle accepted the nomination and it was Voted 4-1 to elect Kevin Doyle to the position of Chairman. Chairman Doyle asked for nominations for the position of Vice Chairman. Mary Kate Flynn nominated Olivier Kozlowski for the position of Vice Chairman; Debra Tatum seconded the nomination. There were no other nominations for Vice Chairman, Mr. Kozlowski accepted the nomination and it was unanimously Voted to elect Olivier Kozlowski to the position of Vice Chairman. The Chairman asked for nominations for Treasurer. Mary Kate Flynn nominated Debra Tatum for the position of Treasurer; Olivier Kozlowski seconded the nomination. There were no other nominations for Treasurer, Ms. Tatum accepted the nomination and it was unanimously Voted to elect Debra Tatum to the position of Treasurer. The Chairman asked for nominations for Assistant Treasurer. Debra Tatum nominated Mary Kate Flynn for the position of Assistant Treasurer; William Snyder seconded the nomination. There were no other nominations for Assistant Treasurer, Ms. Flynn accepted the nomination and it was unanimously Voted to elect Mary Kate Flynn to the position of Assistant Treasurer. Mr. Kozlowski noted that his "nay" vote for Chairman was because he felt that the Board positions should rotate, and that one person should not serve consecutive terms in any position. RESIDENT SERVICE COORDINATOR I Approved by The Board of Commissioners September 2, 2020 A Motion was .made by Ms. Flynn and seconded by Mr. Kozlowski to approve Warrant #388 for the Month of August 2020 in the amount of $201, 995.59. Upon Vote, the Motion passed by a Vote of 5 to 0. A Motion was made by Ms. Tatum and seconded by Ms. Flynn to approve the Minutes of the August 5, 2020 Regular Board Meeting. Upon Vote, the Motion passed by a Vote of 4-0-1 with Mr. Kozlowski abstaining. The Chairman referred to Aaenda Item #4. Executive Director's Report. A Motion was made by Mr. Kozlowski and seconded by Mr. Snyder to accept the Executive Director's Report. The Chairman asked the Executive Director if there was anything that the Board should be made aware of. Ms. McDougall stated that there was nothing she felt needed discussion. Upon Vote to accept the Executive Director's Report, the Motion passed by a Vote of 5 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Kozlowski to accept the Balance Sheets and Financial Reports as of July 31, 2020 as prepared by the Fee Accountant. Upon Vote, the Motion passed by a Vote of 5 to 0. The Board was presented with a copy of the bid results along with a copy of a letter from the Architectural Solutions, Inc. in which the engineer recommended awarding the bid to FRG Contractor Corp. in the amount of $45,250.00. A Motion was made by Ms. Flynn and seconded by Mr. Kozlowski to award the Contract for the Bicentennial Court Roof Replacement Project RESIDENT SERVICE COORDINATOR I Approved by The Board of Commissioners September 2.2020 #167092 to the lowest eligible, responsible bidder FRG Contractor Corp. in the amount of $45,250.00. Upon roll call the "Ayes" and "Nays" were as follows: AMM Nays: Kevin Doyle Mary Kate Flynn Olivier Kozlowski Debra Tatum William Snyder And it was unanimously Voted to award the Contract for the Bicentennial Court Roof Replacement Project #167092 to the lowest eligible, responsible bidder FRG Contractor Corp. in the amount of $45,250.00. The Board was presented with a copy of the bid results along with a copy of a letter from GCG Associates, Inc. in which the engineer recommended awarding the bid to FRG Contractor Corp. in the amount of $29,990.00. A Motion was made by Ms. Flynn and seconded by Mr. Snyder to award the Contract for the Health & Safety FY20 Replacement and Repair of Concrete Entry Stairs at Eddy Street Project #167089 to the lowest eligible, responsible bidder FRG Contractor Corp. in the amount of $29,990.00. Upon roll call the "Ayes" and "Nays" were as follows: Ayes: Nays: Kevin Doyle Mary Kate Flynn Olivier Kozlowski Debra Tatum William Snyder And it was unanimously Voted to award the Contract for the Health & Safety FY20 Replacement and Repair of Concrete Entry Stairs at Eddy Street, Project #167089 to the lowest eligible, responsible bidder FRG Contractor Corp. in the amount of $29,990.00. A Motion was made by Ms. Flynn and seconded by Ms. Tatum to approve the Resident Service Coordinator/Administrative Assistant Job Description as follows: RESIDENT SERV ICE COORDINATOR I Approvad by The Board of Commissioners September 2, 2020 Department(s): Resident Services, Public Housing Reports to: Executive Director, Housing Administrator, and the Public Housing Coordinator Position Overview: This dual position is responsible for assisting MHA residents, which depending on property composition may either be seniors, families, adults with disabilities, or a combination of one or more, with the ability to thrive In their community and age In place. While also functioning as support for the Public Housing Program. The purpose of the position is to improve the viability of the housing development and improve the quality of life for residents and potential residents. This is accomplished by increasing residents' access to services and by facilitating their participation in programs that enhance their physical, social, and mental well-being and by assisting the public with the entire housing process. Primary Duties and Responsibilities include but are not limited to the following: • Refer and link residents to supportive services available in and provided by trusted partners/resources in the general community. Such services may include, but are not limited to, case management, personal assistance, homemaker services, meals -on- wheels, transportation, counseling, visiting nurse, preventive health screening/ wellness training, and legal advocacy. Coordinate and follow up on services rendered. • Provide general assistance and advocacy related to supportive and social services to all residents; provide current information and regulation regarding programs such as Medicare, Medicaid, entitlements, and formal supportive and social services. • Maintain confidential and accurate documentation on all resident demographics, issues, requests, statistics, incidents, interactions, and outcomes. • Act as a liaison for other local service providers and represent the Housing Authority on various task forces and community groups. • Oversee and provide crisis intervention, case management, and follow-up services to referrals from the Housing Authority, residents, or other agencies. • Review and submit all billing and program reports required by funding sources, monitoring entities, and the Housing Authority. • Promote a positive social climate that fosters residents' psychosocial well-being by developing, implementing, and monitoring a wide range of educational, recreational, and therapeutic programs for resident participation. Empower resident to meet their own needs through education, training, or accessing services. • Establish constructive relationships with residents and their families, community agencies, volunteer organizations, and LHA staff. • Publish activities and events through flyers, newsletters, and a monthly calendar. Update information on the Housing Authority website. • Build resources for program referral and growth. • Prepare reports and update service plans in accordance with governing bodies. Develop annual and program specific surveys. RESOF,NT SERVICF COORDINATOR ! Approved by The Board of Commissioners September 12020 Maintain all necessary information regarding services to residents in a confidential manner adhering to LHA and State guidance. Remain current on Fair Housing, mandated reporting, and other pertinent State regulations. • Update applicant wait list information, enter applications, and process applicants for eligibility. -Assist Public Housing Coordinator with all administrative responsibilities. -Other duties as assigned by the Executive Director, Housing Administrator, or Public Housing Coordinator. -Must be RSC certified or complete the certification instruction within the first year of hire and complete a minimum of 12 hours annually to keep current with the statutes. Upon Vote the Motion passed by a Vote of 5 to 0. A Motion was made by Ms. Flynn and seconded by Ms. Tatum to approve the Mansfield Housing Authority's FY2021 Holiday Closures. Mr. Kozlowski noted that there were two typographically errors that denoted the incorrect year for the Holiday closures. Ms. McDougall agreed to make the corrections. The closures were amended as follows: DATE HOLIDAY CLOSURE Monday, October 12, 2020 Columbus Day Closed Wednesday, November 11, 2020 Veteran's Day Closed Wednesday, November 25, 2020 Day Before Thanksgiving Closes at 12:00pm Thursday, November 26, 2020 Thanksgiving Closed Friday, November 27, 2020 Day After Thanksgiving Closed Thursday, December 24, 2020 Christmas Eve Closed Friday, December 25, 2020 Christmas Closed Thursday, December 31, 2020 New Year's Eve Closes at 12:00pm Friday, January 1, 2021 New Year's Day Closed Monday, January 18, 2021 Martin Luther King Closed Monday, February 15, 2021 President's Day Closed Friday, April 2, 2021 Good Friday Closed Monday, April 19, 2021 Patriot's Day Closed Monday, May 31, 2021 Memorial Day Closed Monday, July 5, 2021 Independence Day Holiday Closed Monday, September 6, 2021 Labor Day Closed Mr. Kozlowski motioned to approve the amended version of the Mansfield Housing Authority's FY 2021 Holiday closures and Ms. Flynn seconded the motion. Upon Vote, the Motion passed by a Vote of 5 to 0. Mr. Snyder mentioned that Representative Jay Barrows had sent him an email congratulating him on being newly elected to the Housing Authority Board. Mr. Snyder asked if he could respond to Mr. Barrows on behalf of the entire Board of Commissioners, and express interest in obtaining state funding for additional low- income housing. Mr. Kozlowski stated that he felt the email was addressed specifically to Mr. Snyder, and that Mr. Snyder should respond individually, in the manner he saw fit. 7 There being no further business to come before the Board, a Motion was made by Mr. Snyder and seconded by Ms. Flynn to Adjourn at 7:44 PM. Upon Vote, the Motion passed by a Vote of 5 to 0. Approv on October 7, 2020 - Board of Commissioners: is