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HomeMy WebLinkAboutMansfield Housing Authority 11/05/2018Minutes of the Regular Meeting of the Mansfield Housing Authority held at 22 Bicentennial Court on Monday, November 5, 2018 at 7:00 PM The Members of the Mansfield Housing Authority met in Regular Session at 22 Bicentennial Court, Mansfield, MA at 7:00 PM. The Meeting was called to order at 7:00 PM by Chairman Kevin Doyle and upon roll call, those present and absent were as follows: Present: Absent.• -t Kevin Doyle =' Debra Tatum Mary Kate Flynn - ; _, 3rn Elizabeth Dye c r Olivier Kozlowski �o > o0 Also present was Executive Director, Andrea McDougall, Fee Accountant, DaL�' Robillard, Tenant Association President, Sandra Martinelli, Tenant Association , Treasurer, Thomasina Turner, and several tenants. 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 at 7:00 PM on November 5, 2018 at 22 Bicentennial Court, Mansfield, MA 02048. 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 October 31, 2018, 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 121h day of November 2018. The Board and attendees recited the Pledge of Allegiance. A Motion was made by Ms. Flynn and seconded by Ms. Dye to approve Warrant #366 for the Month of October 2018 in the amount of $189,569.19 Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Mr. Dye and seconded by Ms. Tatum to approve the Minutes of the October 1, 2018 Mansfield Housing Authority Board Meeting as presented. Upon Vote, the Motion passed by a Vote of 4-0-1 with Mr. Doyle abstaining. A Motion was made by Mr. Kozlowski and seconded by Ms. Flynn to approve the Executive Directors report. Mr. Kozlowski asked about the finding of asbestos in ceiling of 12-B Bicentennial Court. Ms. McDougall stated that the asbestos is contained within the popcorn coating of the ceiling and now must be removed because part of the ceiling had begun to peel during renovations. Mr. Kozlowski asked if there were other units that the Housing Authority would need to remediate. Ms. McDougall stated that all units contain the same ceiling treatment and remediation would be handle on a case by case basis. Mr. Kozlowski asked if a lottery for the State Aided Public Housing wait list was held because the waitlist was going to be statewide and all lists needed to be opened. Ms. McDougall confirmed all lists needed to be open to participate in the state-wide list Mr. Kozlowski asked if the Housing Authority Maintenance Department would be training the participants from the citizens for citizens program. Ms. McDougall 2 explained that the participants are looking to acquire marketable skills that could build a resume for future employment. Ms. Dye asked for an explanation of the lottery for the State Aided Public Housing list opening. Ms. McDougall could only gather that the reason for the Lottery was for larger Housing Authorities to be able to fairly number the incoming applications and their position on the list. Mr. Doyle asked what agency funds the Citizens for Citizens Program. Ms. McDougall stated that the program is federally funded. Upon Vote, the Motion passed by a Vote of 5 to 0. A Motion was made by Ms. Flynn and seconded by Ms. Dye to accept the Balance Sheets and Financial Reports as of as September 30, 2018 as prepared by the Fee Accountant. Dan Robillard, the Housing Authority's Fee Accountant introduced himself and reviewed the Housing Authority's Balance Sheets and Financial Reports. Mr. Robillard stated that the Housing Authority had a very good year because of additional funding from the State and less cost on turnovers. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Mr. Kozlowski and seconded by Ms. Dye to approve and sign the Certification of Compliance with Notification Procedures for Federal & State Lead Paint Laws, Approve and sign the Certification of Top 5 Compensation Form, and Approve and sign the Certification of Year End Financial Statements. Mr. Kozlowski requested to amend the Certification of Compliance with Notification Procedures for Federal and State Lead Paint Laws form and insert the phrase Io the best of our knowledge" where the Commissioners are requested to sign. After a brief discussion, A revised Motion was made by Mr. Kozlowski and seconded by Ms. Dye to approve and sign the Amended Certification of Compliance with Notification Procedures for Federal & State Lead Paint Laws, Approve and sign the Certification of Top 5 Compensation Form, and Approve and sign the Certification of Year End Financial Statements. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Ms. Flynn and seconded by Ms. Tatum to approve the Certificate of Final Completion and Requisition for Final Payment in the amount of $1,440.00 for the Roofing Replacement Project FISH #176076. Upon Vote, the Motion passed by a Vote of 5-0. The Board was presented with a copy of the DHCD Mandatory Maintenance Plan Summary and Maintenance Policy and Procedure Manual. A Motion was made by Ms. Dye and seconded by Ms. Tatum to approve the DHCD Mandatory Maintenance Plan Summary and Maintenance Policy and Procedure Manual. Upon Vote, the Motion passed by a Vote of 5-0. The Chairman referred to Aends Item #8 Questions &Comments Mr. Prestwich a resident of Bicentennial Court, requested that the Board inspect the washing machines and dryers located in the community building at Bicentennial Court. Mr. Prestwich felt they machines were not in good condition. Ms. Martinelli, Tenant Association President and Bicentennial Court resident asked why the money that is collected from the washing machines and dryers can't be used to buy new machines. 4 Mr. Robillard, Fee Accountant answered Ms. Martinelli by saying the money collected is returned to the state because the overall budget is subsidized so any income or monies received by the Housing Authority, must be given back. He also encouraged the tenants to reach out to their local state representatives or state senators, to ask for additional funding for Public Housing. Ms. Turner, Tenant Association Treasurer and resident of Bicentennial Court, expressed her concerns with the look of the center island at Bicentehnial Court. Ms. McDougall stated that there has never been a budget for landscaping and that any plantings that were in the island previously, were donated by other residents. Mr. Robillard discussed the copy of the 2019 FY proposed budgets that had been previously provided to the board. He explained that the proposed budget shows 2018 actuals which allowed the Housing Authority to know where increases and decreases were needed for the 2019 budget. He reviewed the increases and decreases in each program line item and explained each variance from the previous budget. Mr. Robillard finished his presentation by informing the Board that the state will have to provide $27,000.00 in subsidy to the Housing Authority's overall budget. He said that If the agency's income increases, the State lowers the amount they subsidize, and if the Housing Authority is to show a decrease in income, the state provides additional funding. The fluctuation in the state portion pertains to all utilities and all income. Mr. Robillard stated the Housing Authority has a healthy reserve of $50,000 and the state requires the reserve to remain above $35,000. The other Housing Authority programs contribute fees to help cover administrative costs. There being no further business to come before the Board, a Motion was made by Ms. Flynn and seconded by Ms. Dye to Adjourn at 8:04 PM. Upon Vote, the Motion passed by a Vote of 5 to 0. Approved on December 3, 2018 - Board of Commissioners: 5