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HomeMy WebLinkAboutMHA 12/07/2022Minutes of the Public Hearing of the Proposed Annual Plan and Regular Meeting of the Mansfield Housing Authority held at 22 Bicentennial Court and via GoToMeeting on Wednesday, December 7, 2022, at 7:00 PM The Members of the Mansfield Housing Authority met in Regular Session in person and by video conference at 7:00 PM. The Meeting was called to order by the Chairman, Kevin Doyle at 7:00 PM and upon roll call, those present and absent were as follows: Present: Kevin Doyle Olivier Kozlowski Kenneth Tucker Mary Kate Flynn Absent: William Snyder Also present was the Executive Director, Andrea McDougall, Dan Robillard, Fe Accountant, and 1 resident and no remote callers. 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 7, 2022. 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 December 1, 2022, 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 19th day of December 2022. Andrea McDougall, Exeybutive Director The Chairman requested Commissioner Kozlowski to lead the group in the Pledge of Allegiance. A Motion was made by Ms. Flynn and seconded by Mr. Tucker to Approve Warrant #415 for the Month of November 2022 in the amount of $322,812.16. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Tucker to approve the Minutes of the November 2, 2022, Regular Monthly Board Meeting. Upon Vote, the Motion passed by a Vote of 4 to 0. The Chairman referred to Agenda Item #3, Executive Director's Report and Resident Service Coordinator Report. A Motion was made by Ms. Flynn and seconded by Mr. Tucker to accept the Executive Director's Report and Resident Service Coordinator Report. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Tucker to Approve of the Financial Reports as of October 31, 2022, as Prepared by the Fee Accountant. 2 Mr. Robillard, the Fee Accountant, stated that the Housing Authority financially looked good but reminded them that this report only reflected one month. The Board of Commissioners further reviewed the financial statements. Upon Vote, the Motion passed by a Vote of 4 to 0. The Chairman referred to Agenda Item #5, Budget Presentation and Consideration of Approval for Fiscal Year Ending September 30, 2023 as Presented by the Fee Accountant. The Fee Accountant presented the 2023 Housing Authority budget. He said that for the operating budget the state made provisions for a 9% increase and a 5% increase in salary. He explained the increases in numbers for all programs combined and then discussed budget line items increases and decreases by comparing the totals to the 2022 budget. There were no questions from the Board Members and the Chairman stated all were pleased with the Fee Accountant's report. A Motion was made by Mary Kate Flynn moved that the proposed Operating Budget for State -Aided Housing of the Mansfield Housing Authority (Chapter 200 / 667 / 705 / 689 / MRVP), Program Number MRVP for fiscal year ending 9/30/2023 showing total revenue of $ 13,800 (Acct. No. 3000) and Total Expenses of $ 12,873 (Acct. No. 4000) thereby requesting a subsidy of $ 0 (Acct. No. 3801), and further that the Executive Director's total annual salary of $108,169 for fiscal year ending 9/30/2023 be submitted to the Department of Housing and Community Development for its review and approval. Kenneth Tucker seconded the motion. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Mary Kate Flynn moved that the proposed Operating Budget for State -Aided Housing of the Mansfield Housing Authority (Chapter 200 / 667 / 705 / 689 MRVP), Program Number 689-1 for fiscal year ending 9/30/2023 showing total revenue of $ 30,108 (Acct. No. 3000) and Total Expenses of $ 26,718 (Acct. No. 4000) thereby requesting a subsidy of $ 0 (Acct. No. 3801), and further that the Executive Director's total annual salary of $108,169 for 3 fiscal year ending 9/30/2023 be submitted to the Department of Housing and Community Development for its review and approval. Kenneth Tucker seconded the motion. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Mary Kate Flynn moved that the proposed Operating Budget for State -Aided Housing of the Mansfield Housing Authority (Chapter 200 / 667 / 705 / 689 / MRVP), Program Number 400-1 for fiscal year ending 9/30/2023 showing total revenue of $ 987,370 (Acct. No. 3000) and Total Expenses of $ 975,870 (Acct. No. 4000) thereby requesting a subsidy of $ 134,122 (Acct. No. 3801), and further that the Executive Director's total annual salary of $108,169 for fiscal year ending 9/30/2023 be submitted to the Department of Housing and Community Development for its review and approval. Kenneth Tucker seconded the motion. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Tucker to Approve the Fiscal Year End Financial Statement. The Executive Director explained that this was overlooked and had not been approved by the Board when the project finished. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Tucker to Approve Employees to Carry Over Accrued Vacation Time in Excess of The Mansfield Housing Authority Personnel Policy. 4 Mr. Tucker suggested that the Board suspend the rule in the personnel policy to have employees carryover accrued vacation in excess of the personnel policy. Mr. Kozlowski stated that the logic behind the policy is to prevent the financial burden of a large payout of accrued vacation time when an employee separates from the job. The Chairman instructed the Executive Director to encourage all employees to use their vacation time. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Tucker to Approval of Amendment #13 to the Contract of Financial Assistance in the Amount of $328,617.00. The Executive Director explained that this is the funding for Housing Authority Capital Improvement. Upon Vote, the Motion passed by a Vote of 4 to 0. A Motion was made by Ms. Flynn and seconded by Mr. Tucker to approve ARPA Contract for the Contract of Financial Assistance #4001 in the amount of $243,286.00, the Ayes and Nays were as follows: Ayes: Nays: Kevin Doyle Olivier Kozlowski Mary Kate Flynn Kenny Tucker and it was s Voted to approve ARPA Contract for the Contract of Financial Assistance #4001 in the amount of $243,286.00. The Chairman referred to Aaenda Item #10. Correspondence The Executive Director provided the Board with a draft copy of the Investigative Report and Recommendations by the Narrow Gate Architecture LTD. Ms. McDougall explained that the report shows the core sampling result and testing of materials from the exterior of Park Court. The Architect also outlined what corrective measures would need to be taken for the replacement of the Park Street siding. The Board accepted the report. The Chairman referred to Agenda Item #11. Questions and Comments: There were no questions by the Board of Commissioner, The Executive Director or by the Public. The Chairman asked for a Motion to Adjourn. There being no further business to come before the Board, a Motion was made by Mr. Kozlowski and seconded by Mr. Tucker to Adjourn at 7:42 PM. Upon Vote, the Motion passed by a Vote of 5 to 0. Approved on January 11, 2023 - Board of Commissioners: 2