HomeMy WebLinkAboutMHA 03/03/2021.F EI'ED
Minutes of the Regular Meeting of the,mak i"" d OFFICE
Housing Authority held via GoToMeetin o
Wednesday, March 3, 2021�� Ail 49
The Members of the Mansfield Housing Authority met in Regular Sessiprk by � ' T
video conference at 7:00 PM.
The Meeting was called to order by Chairman Kevin Doyle at 7:05 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 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 March 3, 2021.
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 February 25, 2021 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 8th day of March 2021.
1�* 6rA-
Andrea McDougall, utive Director & Acting Secretary
A Motion was made by Ms. Flynn and seconded by Ms.
Tatum to Approve Warrant #394 in the amount of
$220,816.87.
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 February 3, 2021
Regular Board Meeting.
Upon Vote, the Motion passed by a Vote of 4-0-1 with
Commissioner Kozlowski abstaining.
The Chairman referred to Agenda Item #3, Executive Director's Report and
Resident Service Coordinator's Report.
A Motion was made by Mr. Kozlowski and seconded by Ms.
Tatum to accept the Executive Director's Report.
Upon Vote, the Motion passed by a Vote of 5 to 0.
A Motion was made by Mr. Kozlowski and seconded by Ms.
Tatum to accept the Executive Director's Report.
Upon Vote, the Motion passed by a Vote of 5 to 0.
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A Motion was made by Ms. Flynn and seconded by Ms.
Tatum to Approve of the Balance Sheets and Financial
Reports as of January 31, 2021.
Mr. Kozlowski asked about the Covid-19 extraordinary maintenance amount.
Ms. McDougall stated that the money has been added to the financials but will be
applied as the covid expenses are paid. Any monies not used will be returned to
the state.
Upon Vote, the Motion passed by a Vote of 5 to 0.
The Chairman referred to Agenda Item #5. Approval of Housing Authority to
Administer the AHVP Program,
Ms. McDougall announced that the DHCD AHVP Coordinator had made contact
through email to inquire if the Mansfield Housing Authority would again consider
administering the AHVP program. Ms. McDougall explained that the State had
made changes to the AHVP Program recently. These changes included
increased ceiling rents, they would now allow participating agencies the right to
administer vouchers they issue but lease up in neighboring towns, and they offer
$1,000.00 for lost administration fees to agencies who issue a voucher that ends
up being surrendered to another Housing Authority to administer. Ms. McDougall
stated that she felt that with the changes now in place could enable local
residents the opportunity of assistance.
A Motion was made by Ms. Flynn and seconded by Ms.
Tatum to approve the Housing Authority to Administer the
AHVP Program.
Upon Vote, the Motion Passed by a Vote of 5-0
The Chairman referred to Agenda Item #6 Approval of the Revised Housing
Authority Pet Policy.
A Motion was made by Mr. Kozlowski and seconded by Ms.
Flynn to approve the revised Housing Authority Pet Policy
with the Changes requested by Mr. Kozlowski.
Ms. McDougall stated that the Housing Authority Pet Policy was last approved by
the Board in 1999. She noted that the major change in the Policy was to forego
collection of a Pet security deposit. Ms. McDougall said that the current policy
requires all pet owners to submit a $160.00 security deposit that is held until the
residents vacates or the animal passes. Ms. McDougall added that the interest-
bearing account where the security deposits are held, produces a nominal
monthly interest amount that must be divided among the depositors. She
continued by saying that this creates additional work for the bookkeeper monthly
and it appeared that no security deposit had ever been retained to cover the cost
of pet damage. The new policy would eliminate the collection of a pet deposit
entirely.
Mr. Kozlowski brought attention to page 4, paragraph f. that says :"No pet deposit
will be required. While the pet is still living with the resident, the pet owner will
pay for any pet -related damage caused to any property owned and maintained
by the Authority. These costs will be added to the rental account as tenant
caused damages. Such charges include the cost of exterminating. Failure to pay
any charges incurred may result in eviction." Mr. Kozlowski stated he did not
think the Housing Authority should be limited by the policy stating"...While the pet
is still living with the resident." Ms. McDougall agreed and informed the Board
that she would remove that line from the paragraph 4 of the policy.
Upon Vote, the Motion Passed by a Vote of 5-0
The policy is as follows:
MANSFIELD HOUSING AUTHORITY
STATE PET POLICY
Residents of Bicentennial Court, Park Court, and Cedar Court, managed by the Mansfield
Housing Authority (the "Authority") may own and keep common household pets,
provided that such pets are managed in a responsible manner, and that pet owners are in
compliance with all applicable town ordinances and the guidelines as stated herein.
Family Housing units managed by the Mansfield Housing Authority are not allowed to
have pets. Violation of any of these ordinances or guidelines will be grounds for removal
of the pet or termination of a resident's tenancy, or both, in accordance with applicable
rules and regulations. The Mansfield Police Department and the Mansfield Control
Officer shall have responsibility for enforcement of applicable town ordinances. The
Authority, along with the designated pet boards shall have the primary responsibility for
enforcing the guidelines contained in the pet policy.
Any resident desiring to keep a pet in his/her unit must first obtain the written approval of
the Authority. Such approval will be based on, among other things, the resident's
demonstration that he/she has the capability to care for the pet and certification that
he/she will abide by the following guidelines concerning pet ownership and pet
maintenance:
1. Applicability of Pet Policy
This pet policy is effective as of July 1, 1999 and shall apply only to residents of the
Authority's elderly units who wish to own and maintain pets and to Family Housing
residents whose pet was approved by the Authority prior to this date. Any resident who
owns or maintains a pet in an elderly unit as of the effective date of this policy must
submit an application to the Authority within fourteen days of the effective date
requesting written approval for the pet. Failure to submit an application within this time
limit or to obtain the Authority's written approval upon submission of a timely
application will be grounds for removal of the pet or termination of a resident's tenancy
(or both).
Il General Guidelines
1. Any resident of one of the Authority's elderly units who wishes to obtain and/or keep a
common household pet must first submit a written request for approval to the Executive
Director of the Authority and must receive authorization from the Authority in writing.
The Authority reserves the right to check references, such as prior landlords and
neighbors, regarding the resident's previous pet ownership history and the pet's
behavioral history. If the Authority concludes that maintenance of the pet by the resident
in the Authority's housing unit would, in the Authority's opinion, be inappropriate or ill
advised, the Authority will inform the tenant in writing, stating the specific reasons for
the denial. Permission to own and keep a specific pet will not be unreasonably withheld.
2. A tenant has the right to bring complaints and concerns regarding pet ownership to the
Pet Management Board (the "Pet Board"). The Pet Board will be comprised of two
residents and an alternate from the elderly developments, appointed by the Executive
Director. The Pet board will be made up of one pet owner, one non -pet owner, one pet
owner alternate, one non -pet owner alternate and local interested humane groups,
veterinarians, and volunteers. The Pet Board will be made up of residents in "good
standing" only with the Authority. Any tenant who owes back rent or who is under
eviction will not be considered a tenant in good standing. The Authority has the right to
remove any resident from the Pet Management Board or to deny a resident from serving
on the Pet Board if the tenant is not in good standing. In the event that complaints go to
the Pet Board regarding a Pet Board Member's pet ownership capabilities, the alternate
will replace that Pet Board member until those complaints are resolved.
All complaints to the Pet Board must be in writing and referred to the Pet Board for
resolution. No credence shall be given by the Pet Board to verbal or unsigned complaints.
Management will also inform the resident of any other infractions of the rules and will
duly notify the Pet Board for attempted resolution.
The Pet Boards may meet on an as needed basis to address written complaints regarding
pet ownership and may address these concerns in writing to any resident. Upon receiving
a complaint, the Pet Board may meet with the specified pet owner(s) to discuss how to
resolve the problem. Upon second notice of a written legitimate complaint from the Pet
Board to the tenant, the resident shall be advised that further notice shall be cause for
termination of the pet rider provision; except that in the case of a serious problem, e.g. a
vicious dog, this procedure may be shortened in the interest of public safety. The Pet
Board has the power to request to the Authority that a pet be removed for good cause.
The Authority may speak with the Pet Board regarding pet ownership. The Pet Board
may request advice and assistance from the Authority concerning pet ownership within
the development. The Pet Board shall keep the Authority informed concerning the
resolution of complaints. All resident complaints will go directly to the Pet Board and not
to the Authority. The Mansfield Animal Control Officer, if unable to serve on the Pet
Boards, will be advisor to the Pet Board on all aspects of pet ownership and
responsibilities.
3. Should the Pet Board be unable to resolve a complaint, the complainant will request a
hearing within ten (10) days to the Pet Grievance Panel. The Pet Grievance Panel will
consist of a representative of management, a representative of the Pet Committee, DHCD
Pet Ombudsman, and a representative of the Massachusetts Society for the Prevention of
Cruelty to Animals. The Grievance Panel will then determine what action needs to be
taken, e.g., permanent removal of the pet if the violation is so serious that it could cause
harm to tenants, significant damage to property, or create a health or safety hazard, or any
other action deemed necessary to correct the violation.
The DHCD Pet Ombudsman will arrange a meeting of the Pet Grievance Panel for
hearings to appeal the decision of the Pet Board. The Pet Grievance Panel will hear
appeals of the decision regarding pets only if the person requesting the hearing agrees to
the following conditions:
The jurisdiction of the Grievance panel as stated in the Pet lease rider to the lease.
a. The Pet Grievance Panel can require permanent removal of a pet, after notice and
hearing, and can further determine if the tenant may replace the pet with another.
b. Non-compliance with the decision of the Pet Grievance Panel is sufficient cause for
termination of the tenant's dwelling lease with the housing authority.
4. Only common household pets will be approved by the Authority for ownership and
maintenance. Common household pets are defined for purposes of the Authority's Pet
Policy as follows:
Dogs, Cats, birds, Fish, Guinea Pigs, Gerbils, hamsters, and other small, domesticated
animals which are approved at the discretion of the Authority. Notwithstanding this list,
birds of prey (e.g., eagles, hawks, falcons), pigeons, chickens, roosters, turtles, rabbits
and reptiles of all kinds shall not qualify as common household pets under this policy.
The mature size of dogs is limited to a weight not to exceed 40 pounds. The size of a dog
is not directly related to its desirability as a resident. Each animal shall be taken into
consideration for its individual merit, based upon the facilities available. Regardless of
size, dogs of a vicious or aggressive disposition will not be permitted. Due to the social
and behavioral needs and activities of puppies and kittens, application for ownership of
such young animals shall be more closely reviewed prior to approval.
5. No resident, or apartment unit shall have more than one pet. Not withstanding this
limitation, a maximum of two birds in a cage, and no more than one aquarium with a
twenty -gallon capacity. Birds must be kept in cages, guinea pigs, gerbils and hamsters in
cages or aquariums, and fish in aquariums.
6. All female dogs over the age of six months and all female cats over the age of five
months shall be spayed. All male dogs over the age of eight months and all male cats
over the age of ten months must be neutered. Pet owners will sign a written agreement
that their pet will undergo the above -mentioned procedures and provide documentation of
same. All pets shall be inoculated in accordance with state and local laws. All medical
documentation must be given to the Authority and placed in a file. Failure to submit
documentation may result in the removal of the pet and/or termination of tenancy.
III Application for Pet Approval
1. Any resident interested in owning a pet must obtain written approval from the
Authority prior to housing the pet. The Resident must first read and understand all
regulations surrounding Pet Ownership and discuss all aspects of housing and caring for a
specific pet with the Authority. Upon reviewing the policy, the resident will sign the
application for a pet permit certifying that they understand all regulations and
requirements for Pet Ownership, and agree to abide by all of the rules listed in this policy
and all city ordinances applicable to pet ownership.
2. As part of the process for reviewing applications for pet ownership the applicant must
be a tenant in good standing; good standing meaning all rent or maintenance charges are
paid up to date, the apartment must pass inspection for housekeeping and the availability
of facilities to house a pet, and no eviction proceeding may be pending.
3. Should a waiver for pet ownership be denied by the Authority, the resident will receive
written confirmation of the denial and the reasons for denial of the waiver.
Elderly/handicapped residents who reside in state -aided housing for the elderly may
appeal the decision of the Authority by submitting a request in writing within fourteen
days of the denial to the Director, Bureau of Housing Management within DHCD.
Written appeal should include all pertinent information and specific reasons as to why the
request for a waiver was denied, including the written letter of denial from the Authority.
The Director of the Bureau of Housing Management will render a decision within
twenty-one working days to uphold or overturn the denial of the waiver.
4. If the Authority concludes that pet ownership is warranted a temporary, conditional
approval may be issued, authorizing the housing of a specific pet, conditional on the
Authority's receipt of the following documentation before the pet moves into the unit
with the exception of the Veterinarians certificate and color photo, which may be
obtained one week after the pet is housed.
a. Veterinary certificates of spaying or neutering and of rabies, distemper, provirus, feline
leukemia testing and feline VRC and other inoculations if applicable.
b. dog licensing certificates in accordance with state and local laws.
c. a color photo and a written description of the pet and name of the pet to be housed.
d. Names, addresses and phone number of both a primary and alternate caretaker, in the
event the owner become incapacitated or not immediately available in the case of an
emergency. These caretakers must provide a signed verification of their knowledge and
willingness to assume the responsibility for the pet. In the event where a caretaker cannot
be found a veterinarian's name will be provided who will house the pet at the owner's
expense.
e. A Pet Rider or addendum to the resident's current lease executed by the resident.
f. No pet deposit will be required. The pet owner will pay for any pet -related damage
caused to any property owned and maintained by the Authority. These costs will be
added to the rental account as tenant caused damages. Such charges include the cost of
exterminating. Failure to pay any charges incurred may result in eviction.
IV Resident's Responsibilities
1. The resident is responsible for notifying the Authority in writing of any change in the
information initially provided in the application for pet ownership within fourteen days of
the change.
2. Resident pet owners will be responsible for proper pet care, good nutrition, grooming,
exercise, flea control, routine veterinary care and yearly inoculations. Dogs and cats must
wear identification tags and collars when outside of the apartment unit.
3. Resident pet owner is responsible for cleaning up after the pet inside the apartment, all
common areas and any apartment the pet may visit. A "pooper scooper" and disposable
plastic bag is required to be carried by the pet owner while outside of the apartment, and
all wastes shall be bagged and disposed of in a trash receptacle. Under no circumstances
should any pet debris be deposited in a toilet, as blockage may occur.
4. Pet blankets and bedding are not to be cleaned or washed in the Authority's laundry
room for hygienic purposes.
5. Resident pet owners will keep the unit and general area (including the patio, if
applicable) clear and free of pet odors, insect infestation, waste and litter and must
maintain the unit and general area in a sanitary condition.
6. Resident pet owners will restrain and prevent the pet from gnawing, chewing,
scratching, or otherwise defacing doors, walls, windows, fixtures, appliances and floor
coverings of the unit, other units and common areas including shrubs and landscaping.
7. Pets are not to be tied outside at doorways, patios, decks or any common area. Any pet
outside or in hallways must be accompanied by a resident and restrained on a leash. All
cats should be in -door cats.
8. Resident pet owners will not alter their unit, patio, deck, or other outside areas to create
an enclosure for a pet.
9. Pets are not permitted in Community Centers or Laundry Rooms,
10. Visitors with pets will be allowed as long as they notify management and generally
conform to the polices guidelines.
11. Pets will not be allowed to disturb the health, safety, comfort or quiet enjoyment of
other tenants. A pet should not create a nuisance to neighbors with excessive barking,
whining, chirping or other unruly behavior.
12. Resident pet owners hereby agree to apartment inspections by the Authority when, in
the opinion of the Authority, there is cause to believe a pet and or unit is not being cared
for properly and damage may be caused by the pet.
13. Resident pet owners must provide litter boxes for all wastes, which must be kept in
the owner's unit, and be cleaned often and kept odor free.
14. Residents are prohibited from feeding or harboring stray animals. The feeding or
harboring of a stray animal shall constitute having a pet without the approval of the
Authority.
15. Identification cards, carried in purse or wallet, naming veterinarian and caretaker
should be with the pet owner at all times. In the event of a sudden illness or accident,
attending authorities would notify management to assist the pet and avoid a delay in
proper care of the animal.
16. No pet is to remain unattended for more than twenty-four hours at a time, with the
exception of a dog, not more than ten hours. Should the Authority have good cause to
believe that a pet has been left longer than the designated time or the health or safety of
the animal is threatened by incapacity or death of the owner, the Authority will contact
the listed caretakers to assume responsibility for the pet.
If the caretakers are unable or unwilling to take responsibility for the pet and the tenant is
not able or unwilling to find alternate caretakers, the Authority will enter the unit, remove
the pet, and arrange for pet care for no less than ten days to protect the pet. All costs
incurred will be billed to the resident. The Authority will contact the Massachusetts
Society for the Prevention of Cruelty to Animals or other suitable humane societies for
assistance in providing alternate arrangements for the care of the pet.
17. Termination of Lease proceedings may be instituted if the pet owner is in violation of
these guidelines, which the pet owner has agreed to abide by in signing the pet rider,
attached to the lease. Termination of lease proceedings may also be instituted if the pet
owner has been warned three times by the Pet Committee.
V. Liability of Pet Owner for Damage or Injury
1. Charges for such damages caused by pets shall include the costs of materials, labor,
supplies and contract costs. Payment plans may be set up with the Authority and the pet
owner, at the Authority's discretion. No more than one payment plan may be issued per
year. Should the payment plan be broken, the pet owner will remove the pet from the
premises and will lose the privilege to house a pet with the Authority.
2. The pet owner will hold the Mansfield Housing Authority harmless and indemnify the
Mansfield Housing Authority from any and all claims, liabilities, or penalties asserted by
or on behalf of any person, corporation, or public entity, due to the result of the pet
owner's failure to carry out his or her responsibilities and obligations under this policy.
I have read and understand the above rules and regulations concerning pet ownership and
will abide by this Pet Policy throughout my tenancy with the Mansfield Housing
Authority.
Resident Signature Date
Mansfield Housing Authority
Date
The Chairman referred to Agenda Item V. Questions and Comments
Mr. Snyder stated that he sent out the thank you letter to our local politicians. Mr.
Snyder said that he would forward copies of all responses to the other Board
Members.
Ms. Tatum announced that she wanted to publicly thank Ms. McDougall for the
effort to coordinate the COVID-19 vaccination clinic for the Housing Authority
residents.
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There being no further business to come before the Board, a
Motion was made by Ms. Tatum and seconded by Ms. Flynn
to Adjourn at 7:38 PM.
Upon Vote, the Motion passed by a Vote of 5 to 0.
Approved on April 7, 2021 - Board of Commissioners:
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