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HomeMy WebLinkAboutMHA 06/02/2021,h RE'rF1 VE'D Minutes of the Regular Meeting of the MansfifeildRhs OFFICE Housing Authority held at 22 BicentenniaNICOurt Mansfield, MA on Wednesday, June 2, 2021, at!7 Q0 PA 11: so The Members of the Mansfield Housing Authority met in Regular Session rn1, ' ,-; person and by video conference at 7:00 PM. The Meeting was called to order by Chairman Kevin Doyle at 7:03 PM and upon roll call, those present and absent were as follows: Present: Absent: Kevin Doyle Debra Tatum Olivier Kozlowski 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 June 2, 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 May 28, 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. i IN TESTIMONY HEREOF, 1 have set my hand this 7th day of June 2021. Andrea McDougal , exa6utive Director & Acting Secretary The Chairman noted that there was no one from the public in attendance and there were no noted comments from the Board of Commissioners. A Motion was made by Ms. Flynn and seconded by Mr. Snyder to Approve the Mansfield Housing Authority 2022 Annual Plan as presented. Upon Vote the Motion passed by a Vote of 4 to 0. The Chairman referred to Agenda Item #2. Reorganization of the Board. A Motion was made by Mr, Snyder and seconded by Ms. Flynn to table Agenda Item #2, Reorganization of the Board until all members were present. Upon Vote the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Kozlowski to Approve Warrant #397 in the amount of $270,202.93. Upon Vote the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Snyder to approve the Minutes of the. May 5, 2021, Regular Board Meeting: Upon Vote, the Motion passed by a Vote of 4-0. K A Motion was made by Ms. Flynn and seconded by Mr. Kozlowski to accept the Executive Director's Report and the Resident Service Coordinator's Report. Upon Vote, the Motion passed by a Vote of 4 to 0. 7 A Motion was made by Mr. Kozlowski and seconded by Ms. Flynn to Approve of the Balance Sheets and Financial Reports as of April 30, 2021. The Chairman asked if the Director would like to remark on any part of the report. Ms. McDougall stated that financials looked strong and that there was nothing unexpected. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Snyder to. approve the Budget Revision for the Annual Budget FYE 2021. Ms. McDougall stated that some of the COVID Relief funds from the Federal CARES Act and distributed by the State were allocated in part, to hazard pay for the employees. Ms. McDougall said that the staff was allocated an additional $2.00 per hour for all hours logged between 4/1/2020 and 10/31/2020. Upon Vote, the Motion passed by a Vote of 4 to 0. 3 A Motion was made by Ms. Flynn and seconded by Mr. Snyder to approve the Proposed Changes to the Section 8 Administrative Plan. The Executive Director explained that the Housing Authority contracts with Nan McKay to produce an Administrative Plan template. She said that Nan McKay is a leader in the industry and that they provide annual updates to the plan that reflect any changes or modifications in Federal regulations that directly affect the administration of the program. Upon Vote, the Motion Passed by a Vote of 4-0. A Motion was made by Ms. Flynn and seconded by Mr. Kozlowski to Approve of the Fire Pit, Grill & Outdoor Recreation Policy. The Executive Director said that the Housing Authority did not currently have an outdoor grill policy but did have a fire pit policy that had been Board approved in 2005. She stated that this was brought to light when an inspection of the houses on Eddy Street resulted identifying several residents owning fire pits. Ms. McDougall thought it would be best to update the policy and combine the grills and outdoor recreational items in one comprehensive policy. Ms. McDougall also noted that in the file there was correspondence with the DHCD Risk Management team indicating they do not advise residents owning grills. Upon Vote, the Motion Passed by a Vote of 4-0. The Fire Pit, Grill & Outdoor Recreational policy was approved as follows: Swimming Pools and Outdoor Jacuzzis Swimming pools and outdoor Jacuzzis or hot tubs are prohibited on Mansfield Housing Authority property. 12 Swimming pools with filtration systems, Children's wading pools, and any structure designed for the collection of water, for the purpose of wading, plunging, or swimming, are prohibited on Mansfield Housing Authority property. Mansfield Housing Authority shall remove any structure, with 24-hour notice, that is not in compliance with the above stated conditions. In the event removal is necessary, Resident will be responsible for a removal and disposal fee. Any violation may result in a summary process filed for eviction. Grills Tenant owned Grills of any kind are prohibited at Bicentennial Court, Park Street, and Cedar Court Communities. For all other State Public Family Housing Units managed by the Housing Authority, propane grills are acceptable. Grills using any other fuel type, except propane, are not permitted on the property. Grill must be located at least ten feet from the back of the unit, securely stabilized on a flat surface. Set up the grill in an open area away from building, dry leaves, or bush. Grills must always be operated and monitored by an adult during use. They must be properly cleaned and maintained to ensure safe operation. Storage of grills, once they have cooled, must be placed in an area that will remain protected from falling over or being knocked over. Mansfield Housing Authority shall remove any grill, with 24-hour notice, not in compliance with the above -referenced policy. Costs for any damage caused by the grill, to the Mansfield Housing Authority property, will result in a charge to the resident. In the event removal is necessary, Resident will be responsible for a removal and disposal fee. Any violation will result in the revocation of this privilege and may result in a summary process filed for eviction. Fire Pits/Outdoor Fireplaces/Chiminea It shall be the policy of the Mansfield Housing Authority that residents of all units managed by the Mansfield Housing Authority are prohibited from keeping, maintaining, and using outdoor fire pits and outdoor fires of any kind. Outdoor fire pits are described as: store-bought or homemade metal or masonry fire pits of any kind or dug in ground fire pits. Fires of any kind, burning of leaves, branches, wood, etc. on Mansfield Housing Authority property is prohibited. Yard Furniture Yard furniture must be kept to a minimum and placed only on the patio area in the back yard, in an effort not to clutter the yard area. The following conditions also apply; 1. Yard furniture must be designed for outdoor use and must be weather resistant. 2. Yard furniture must be properly secured and stabilized. 3. Tenant is responsible to maintain the furniture in a safe and sanitary condition. 4. Yard furniture must be stored away at the end of the season. Mansfield Housing Authority shall remove any yard furniture, with 24-hour notice, not in compliance with the above -referenced conditions. In the event removal is necessary, Resident will be responsible for a removal and disposal fee. Any violation may result in the revocation of this privilege and may result in a summary process filed for eviction. Trampolines and Swing Sets Trampolines or swing sets of any kind are not allowed on Mansfield Housing Authority property under any conditions whatsoever. Mansfield Housing Authority shall remove any trampolines or swing set equipment with 24-hour notice. In the event removal is necessary, Resident will be responsible for a removal and disposal fee. Any violation may result in a summary process filed for eviction. A Motion was made by Mr. Kozlowski and seconded by Ms. Flynn to Approve the Part -Time Bookkeeper Job Description. Upon Vote, the Motion Passed by a Vote of 4-0. The Part -Time Bookkeeper Job Description is as follows: JOB DESCRIPTION — BOOKKEEPER The Bookkeeper shall be responsible for the bookkeeping and financial records of the Authority, the preparation of financial records and re -certification of Public Housing Tenants. The Bookkeeper shall work closely with the Mansfield Housing Authority's Fee Accountant and keep the Accountant well informed as to financial records, bank statements and all other pertinent data necessary to the financial wellbeing of the Authority. The Bookkeeper shall keep the Executive Director informed of the balances in the various Authority accounts and all other financial matters. To carry out the responsibilities of this position the Bookkeeper shall: 1. Post all Public Housing monthly rent payments as received 2. Address late or no tenant rent payments. 3. Be responsible for Cash Receipts. 4. Bill payments with the approval of the Executive Director. 5. Record day to day financial transactions and complete the posting process. 6. Verify that transactions are recorded in the correct day book, vendor ledger, customer ledger, and general ledger. 7. Bring the books to the trial balance stage. 8. Reconcile all bank accounts including Section 8 and MRVP. 9. Prepare the monthly Warrant (Bill Schedule) for the Board. 10. Maintain the Control System for Purchase Orders. 11. Review the payroll on a weekly basis. 12. Maintain all bill files including Section 8 HAP Payments & MRVP. 13. Enter monthly receipt of portability HAP and Administrative fees. 14. Issue new hire packets when needed. 15. Oversee employee benefits with the GIC,. Bristol County Retirement, AFLAC,. and any other payroll deduction benefit supplier. 16. Maintain Medical Insurance Files. 17. Handle all Medical deductions & keep abreast of changes in deductions. 18. Other duties as may be assigned by the Executive Director, Ms. McDougall stated that in 2020 Governor Baker had issued a proclamation declaring June 19, 2020, as "Juneteenth Independence Day" in the Commonwealth of.Massachusetts to be observed every year on June 1 gth. In response DHCD had issued a Public Housing Notice providing guidance to Housing Authorities regarding holiday pay for June 19th. The Notice would require Housing Authority Boards to vote if the Housing Authority would recognize the holiday and provide paid time off for the employees. Ms. Flynn stated that she felt Good Friday, a holiday currently observed by the Mansfield Housing Authority, should be exchanged for the observation of June 19th. Mr. Kozlowski stated that he felt that June 19th holiday should be added to the Housing Authority's current holiday schedule, rather than having it replace another holiday. A Motion was made by Mr. Kozlowski to add June 191h as a holiday to the existing Mansfield Housing Authority holiday schedule, but it was not seconded.. A Motion was made by Ms. Flynn and seconded by Mr. Snyder to remove Good Friday from the current Mansfield Housing Holiday schedule and replace the day with Juneteenth Independence Day. Upon Vote, the Motion passed by a Vote of 3 to 1. Ms. McDougall said that during the pandemic the Housing Authority had to act swiftly and respond to state issued guidance with the intent on safety for the residents and the staff. She continued by saying that the Housing Authority had invested money and effort to ensure that the day-to-day business could effectively be accomplished from the homes of the employees, when necessary. She stated that the administration office became more efficient and productive when the public was encouraged to make contact remotely. She acknowledged that the offices and Community Centers must reopen but asked for the Board of Commissioners to consider permitting by appointment only hours for Wednesday evenings for some staff to work remotely. She also requested that anyone from the public wear a mask when entering the administration building. A Motion was made by Mr. Kozlowski and seconded by Mr. Snyder that effective immediately all community rooms be open, no masks be required, and that Wednesdays 5-8pm become by appointment only. Upon Vote, the Motion passed by a Vote of 4 to 0. The Chairman referred to Aaenda Item #7 Questions and Comments There were no Questions or Comments. There being no further business to come before the Board, a Motion was made by Ms. Flynn and seconded by Mr. Snyder to Adjourn at 8:02 PM. Upon Vote, the Motion passed by a Vote of 4 to 0. Approved on September 8, 2021 - Board of Commissioners: E