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HomeMy WebLinkAboutMHA 11/18/2020= CE Minutes of the Regular Meeting of the Mansrfie Housing Authority held via GoToMeeting on Wednesday, November 18, 2020 at 7:00 PM The Members of the Mansfield Housing Authority met in Regular Session at 22 Bicentennial Court and by video conference at 7:00 PM. The Meeting was called to order by Chairman Kevin Doyle at 7:00 PM and upon roll call, those present and absent were as follows: Present: bsent: Kevin Doyle A Olivier Kozlowski Debra Tatum Mary Kate Flynn William Snyder Also present was the Executive Director, Andrea McDougall and two additional callers attending remotely. 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 and ordered spread upon the Minutes of the Meeting and filed for record. NOTICE OF MEETING Notice is hereby given in accordance with Section 23A of Chapter 39 of the General Laws that a Meeting of the Mansfield Housing Authority will be held online via GoToMeeting at 7:00 PM on November 12, 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 November 12, 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 20th day of November 2020 Andrea McDougal, utive Director &Acting Secretary A Motion was made by Ms. Flynn and seconded by Mr. Kozlowski to Approve Warrant #390 in the amount of $243,691.39. 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 October 7, 2020 Regular Board Meeting. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Ms. Flynn and seconded by Ms. Tatum to accept the Executive Director's Report. Mr. Kozlow led bout the building of new units in Plainville. Ms. McDougall stated that I 'nviije had approved the building of a very large community at Heather Hill. he Town-e#-Waiwv+ required that there be a certain percentage of units set aside as affordable. The Town Selectpersons and the vote at Town Meeting allowed the option for this builder to construct the required affordable units off -site and the Director of the Plainville Planning Department has requested they be built on the State owned property of the Plainville Housing Authority. Ms. McDougall made the Mansfield Board of Commissioners aware that the Plainville Board of Commissioners voted to investigate this option to see if it were viable. 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 accept the Balance Sheets, Fiscal Year End Report, and Certifications as of September 30, 2020 as prepared by the Fee Accountant. Upon Vote, the Motion passed by a Vote of 5 to 0. A Motion was made by Ms. Tatum and seconded by Mr. Snyder to Approve Change Order #1 in the amount of $3,557.00 for the Cedar Court Window Replacement Project #167076. Mr. Kozlowski referred to the Change Request Form and asked if the requested additional amount was all COVID related expenses. Ms. McDougall stated that it was and that the DHCD is permitting the Contractors to recover additional costs incurred because of COVID. Upon Vote, the Motion Passed by a Vote of 5-0 A Motion was made by Ms. Flynn and seconded by Mr. Kozlowski to approve the Carryover of 2020 Accrued Vacation Time into the 2021 Calendar Year. Mr. Kozlowski read the letter out loud that Ms. McDougall had submitted to the Board requesting that each employee be allowed to carryover all accrued vacation time to the year 2021, even if it should exceed the current policy. The Chairman stated that he felt that the employees have worked very hard through the pandemic and that he was appreciative for the work they have done and that he recommends the Board approve the request. Upon Vote, the Motion Passed by a Vote of 5-0 Mr. Snyder asked the Board if he could draft a letter responding to Jay Barrows and to congratulate the two newly elected State Representatives. The Chairman stated that he should draft a letter and present it to the Board at a future meeting. The Chairman delivered a statement he composed in response to an email that had been sent to all Board Members by a Bicentennial Court Resident. The statement addressed the resident's concern regarding holiday lighting, the building of the additional office spec in the community building at Bicentennial and explained the process by which a complaint should be filed. The Chairman stated that any complaints be filed first with Housing Authority's Executive ou may Director. If the response from the Director is not handled satisfactorily, y submit a written and signed complaint addressed to the Board Chairman at 22 Bicentennial Court, Mansfield, MA. Copies of the written complaint will be distributed to all Commissioners and then addressed at the next regular Board meeting. The Chairman reinforced his position of support for the building of the additional office space. He stated that the office was built "to ensure the safety of the employees that work in this building and allow them separate working areas. I was very much in favor of it. I think it is a great addition to this location." Mr. Kozlowski asked if the Chairman were going to read the email out loud, and the Chairman said that he would not. The Chairman then identified two other letters, one from a Bicentennial Court resident and the other from a Cedar Court resident that had been submitted to the Executive Director thanking the Housing Authority for the work they do. The Chairman asked the Executive Director to read them out loud Mr. Kozlowski objected to reading the correspondence out lud The tatink ng you n tes that he felt all correspondence should be handled in the same way. were not read out loud. Mr. Kozlowski asked if the tenant were present would they be able to speak openly. Ms. McDougall explained that there are restrictions placed on what can be said at an open meeting. Mr. Kozlowski asked why there was a response to the email in the meeting if it had been submitted incorrectly. The Chairman stated that the statement he read addressing the resident's email was delivered after having been advised by legal counsel. Thereon was made by Ms. Flynn and seconded by Ms Mot Tatum to Adjourn at 7:27 PM. Upon Vote, the Motion passed by a Vote of 5 to 0. Approved on December 23 2020 - Board of Commissioners: r