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HomeMy WebLinkAboutMHA 12/02/2020Minutes of the Regular Meeting of the Mansfield Housing Authority held via GoToMeeting'on l Wednesday, December 2, 2020 at 7:00 PM The Members of the Mansfield Housing Authority met in Regular Session 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: Absent: Kevin Doyle 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 December 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 November 25, 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 71h day of December 2020. A Motion was made by Ms. Flynn and secondea oy rvr5. Tatum to Approve Warrant #391 in the amount of $272,923.82. Upon Vote the Motion passed by a Vote of 5 to 0. A Motion was made rovthe Minutes approve Tatum to app of the Novembers 18, 2020 Regular Board Meeting. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Ms. Flynn and secondea Dy ivr5. Tatum to accept the Executive Director's Report. ission of the Executive Directors repolrt, the Housing Authority received a notice made the Board aware that after her rrto vacate for January 1. 2021 for#315 Park Street, Mr. Kozlowski asked for clarification in paragraph 3 of the report. He stated that re did notthebeesea typo in her subm ss onmShe explained thatake sense. Ms. Dshe Intended or it to readll agreed that there that there was no plan to add additional staff to the Mansfield Housing Authority and that the current Housing Administrator will be issuing the new vouchers. Ms. McDougall stated that she added a report written by the new Resident Service oorinator so that the Board would have a more ecific und of he stridesthe Housing Authority is making with the development oferstanding relationships with the residents and the town departments and local resources. Upon Vote, the Motion passed by a Vote of 5 to 0. Mr. Robillard said that the State is requiring the Housing Authority to cut expense by 4% of what we had in 2020. He stated that the state revenue was down because of COVID and so they have given the Department of Housing and Community Development (DHCD) less to allocate. Mr. Robillard added that there was good news, because Mansfield was awarded the Resident Service Coordinator funding in 2020 and because of the additional award, less would need to be cut. He noted the 35% increase in property insurance for 2021. He informed the Board on areas where financial cuts were necessary and pointed out that there were additional areas where the Housing Authority was financially performing well. He detailed both the State and Federal program budgeted line items and noted any changes. Mr. Kozlowski moved that the proposed Operating Budget for State -Aided Housing of the Mansfield Housing Authority (Chapter 200/667/7705/689/MRVP), Program Number 400-1 for fiscal year ending 9/31/2021 showing total revenue of $902,067.00 (acct. No. 3000) and Total Expenses of $902,067.00 (acct. No. 4000) thereby requesting a subsidy of $118,203.00 (Account No. 3801), and further that the Executive Director's total annual salary of $103,356.00 for fiscal year ending 9/30/2021 be submitted to the Department of Housing and Community Development for its review and approval. Ms. Flynn seconded the motion which upon roll call, was passed by a vote of 5-0. Mr. Kozlowski then moved that the proposed Operating Budget for State -Aided Housing of the Mansfield Housing Authority (Chapter 200/667/7705/689/MRVP), Program Number 689-1 for fiscal year ending 9/31/2021 showing total revenue of $28,860.00 (acct. No. 3000) and Total Expenses of $26,744.00 (acct. No. 4000) thereby requesting a subsidy of $0.00 (Account No. 3801), and further that the Executive Director's total annual salary of $103,356.00 for fiscal year ending 9/30/2021 be submitted to the Department of Housing and Community Development for its review and approval. Ms. Flynn seconded the motion which upon roll call, was passed by a vote of 5-0. Mr. Kozlowski moved that the proposed Operating Budget for State -Aided Housing of the Mansfield Housing Authority (Chapter 200/667/7705/689/MRVP), Program Number MRVP for fiscal year ending 9/31 /2021 showing total revenue of $16,200.00 (acct. No. 3000) and Total Expenses of $14,480.00 (acct. No. 4000) thereby requesting a subsidy of $0.00 (Account No. 3801), and further that the Executive Director's total annual salary of $103,356.00 for fiscal year ending 9/30/2021 be submitted to the Department of Housing and Community Development for its review and approval. Ms. Flynn seconded the motion which upon roll call, was passed by a vote of 5-0. 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 I A Motion was made by Ms. Flynn and seconded by Mr. Kozlowski to approve the Carryover of 2020 Accrued Vacation Time in to 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 The Chairman referred to Agenda Item #7 Questions and Comments 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 referred to Agenda Item #91 Corresoondence 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 space 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 Director. If the response from the Director is not handled satisfactorily, you may 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 thank you notes felt all correspondence should be handled stating that he 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 residents email was delivered after having been advised by legal counsel. There was made by Ms. Flynn o further sand seconded by Ms.. Tatum to come before the Board, a Motion was Y to Adjourn at 7:27 PM. Upon Vote, the Motion passed by a Vote of 5 to 0. Approved on December 2, 2020 - Board of Commissioners: