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HomeMy WebLinkAboutMansfield Housing Authority 09/10/2018Minutes of the Regular Meeting of the Mansfield Housing Authority held at 22 Bicentennial Court on Monday, September 10, 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: Kevin Doyle _ Debra Tatum Mary Kate Flynn a Elizabeth Dye (j) 3� Olivier Kozlowski �m Vern J i.-n Also present was Executive Director, Andrea McDougall, Housing Admnpatc� c3 Tracy Desmarais, Tenant Association President, Sandra Martinelli, Te6a$t: � Association Treasurer, Thomasina Turner and several tenants. —+ U N n m 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 September 10, 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 September 5, 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 11th day of September 2018. ry The Board and attendees recited the Pledge of Allegiance. The Chairman referred to Aaenda Item #1 Reorganization of the Board Mr. Doyle asked for nominations for the Position of Chairperson. Olivier Kozlowski nominated Elizabeth Dye for the position of Chairperson; Mary Kate Flynn seconded the nomination. Ms. Dye declined the nomination. Debra Tatum nominated Mary Kate Flynn for the position of Chairman; Elizabeth Dye seconded the nomination. Ms. Flynn declined the nomination. Mary Kate Flynn nominated Kevin Doyle for the position of Chairman; Elizabeth Dye seconded the nomination. Olivier Kozlowski nominated Debra Tatum for the position of Chairman; Elizabeth Dye seconded the nomination. Ms. Tatum declined the nomination. Olivier Kozlowski nominated himself for the position of Chairperson; Elizabeth Dye seconded the nomination. There were no other nominations for Chairman. Upon vote for Kevin Doyle for Chairperson, the vote was 4-1 and the vote for Olivier Kozlowski for Chairperson was 1-4. Mr. Doyle accepted the nomination and it was Voted to elect Kevin Doyle to the position of Chairman. Mr. Doyle asked for nominations for the position of Vice Chairperson Elizabeth Dye nominated Debra Tatum for the position of Vice Chairperson; Mary Kate Flynn seconded the nomination. There were no other nominations for Vice Chairman, Ms. Tatum accepted the nomination and it was unanimously Voted to elect Debra Tatum to the position of Vice Chairman. Mr. Doyle asked for nominations for Treasurer. Kevin Doyle nominated Mary Kate Flynn for the position of Treasurer; Debra Tatum seconded the nomination. There were no other nominations for Treasurer, Ms. Flynn accepted the nomination and it was unanimously Voted to elect Mary Kate Flynn to the position of Treasurer. 2 Mr. Doyle asked for nominations for Assistant Treasurer. Elizabeth Dye nominated Olivier Kozlowski for the position of Assistant Treasurer; There was not a second. Mary Kate Flynn nominated Elizabeth Dye for the position of Assistant Treasurer; Debra Tatum seconded the nomination. There were no other nominations for Assistant Treasurer, Ms. Dye accepted the nomination and it was unanimously Voted to elect Elizabeth Dye to the position of Assistant Treasurer. A Motion was made by Ms. Dye and seconded by Ms. Flynn to approve Warrant #362 for the Month of June 2018 in the amount of $270,662.89 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 Warrant #363 for the Month of July 2018 in the amount of $243,432.29. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Ms. Dye and seconded by Ms. Flynn to approve Warrant #364 for the Month of August 2018 in the amount of $162,730.77. Upon Vote, the Motion passed by a Vote of 5-0. 3 A Motion was made by Mr. Flynn and seconded by Ms. Tatum to approve the Minutes of the June 11, 2018 Mansfield Housing Authority Board Meeting as presented. Upon Vote, the Motion passed by a Vote of 4-0-1 with Ms. Dye abstaining. A Motion was made by Ms. Dye and seconded by Ms. Tatum to accept the Balance Sheets and Financial Reports as of as May 31, 2018, Balance Sheets and Quarterly Financial Reports as of June 30, 2018, Quarterly Modernization Report, and Balance Sheets and Financial Reports as of July 31, 2018 as prepared by the Fee Accountant. Ms. McDougall stated that the 400-1 account maintenance line items are collectively over budget as previously denoted by the previous Executive Director. Overages included expenses on elevator repair, replacement of water heaters, fire alarm inspections, replacement of carbon monoxide and smoke detectors, and annual unit inspections. Ms. McDougall stated that overall the Housing financially is strong, and the Housing Authority Accountant feels that we look strong through the end of the fiscal year. Upon Vote, the Motion passed by a Vote of 5-0 A Motion was made by Ms. Flynn and seconded by Ms. Dye to accept the Executive Director Report. Mr. Doyle asked how the Mansfield Fire Department had been made aware of the stoves needing to be replaced at Bicentennial Court. Ms. McDougall said that the Fire Department Chief Boldrighini had come to the property and was offered a tour of a vacant unit. The Fire Department was informed that the Housing Authority had requested capital funds to replace the stoves and the Mansfield Fire Department subsequently sent a letter to the Housing Authority supporting the stove replacement at Bicentennial Court. Mr. Kozlowski asked if the letter would be submitted with the Capital Improvement Plan and Ms. McDougall said "yes", the letter would be forwarded with the submission of the CIP. Ms. McDougall stated that the stove replacement 2 Project had been accepted and approved enthusiastically by the tenants and was now looking for the Board to approve the allocation, so the Housing Authority could submit the plan to the DHCD. Mr. Kozlowski asked for a status on the window and door project. Ms. McDougall stated that there was a punch list item that the contractor still needed to address, and that she and the DHCD construction advisor had scheduled a meeting to discuss how to complete this project. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Ms. Dye and seconded by Ms. Flynn to approve the Certificate of Substantial Completion for the roof replacement at Brook Street and Pine Needle Lane Fish project #176076. Upon Vote, the Motion passed by a Vote of 5-0. The Board was presented with a copy of the updated Capital Improvement Plan. A Motion was made by Ms. Flynn and seconded by Ms. Dye to approve the updated Capital Improvement Plan. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Ms. Dye and seconded by Ms. Tatum to approve Kevin Doyle, Chairperson and Andrea McDougall, Executive Director, to be the Authorized Signatories for the Mansfield Housing Authority that would allow them to enter into contracts on behalf of the Mansfield Housing Authority. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Ms. Tatum and seconded by Ms. Flynn to appoint Elizabeth Dye the Housing Authority Clerk for the purposes of witnessing 5 Mr. Doyle's & Ms. McDougall's signatures for the verification form to be submitted to DHCD. Upon Vote, the Motion passed by a Vote of 5-0. A Motion was made by Ms. Flynn and seconded by Ms. Dye to approve the signature authority of Andrea J. McDougall, Executive Director, for all Mansfield Bank Accounts. Upon Vote, the Motion passed by a Vote of 5-0. The Board was presented with a letter from Ms. McDougall requesting a $2,000.00 stipend as payment for the completion of the Management agreement with Plainville Housing Authority through August 31, 2018. A Motion was made by Ms. Dye and seconded by Ms. Flynn to approve payment for the execution of the Plainville Management Agreement extension through August 31, 2018. The Chairman referred to Agenda Item #13 CorM ondences. The Chairman read off the list of correspondences, which were as follows: A letter from the Fire Chief Neal Boldrighini — Ms. Dye asked if the letter would carry any weight in deciding if the stove replacement project gets funded. Ms. McDougall stated that the Regional Construction Advisory Team liaison to the Housing Authority felt it was a significant contribution. The Chairman referred to a thank you letter addressed to the Board of Commissioners received from Michael Forbes. Ms. Flynn read the thank you out loud, in which Mr. Forbes expressed his gratitude for the Board's support over the years, and for the retirement party they had orchestrated. The Chairman referred to A enda Item #14 Questions & Comments. Executive Director, Andrea McDougall stated that present at the meeting was the new Housing Administrator, Tracy Desmarais. Ms. McDougall introduced Ms. Desmarais and said that Tracy had been a wonderful addition to the team, and as an added benefit she has prior Section 8 experience. 11 Ms. McDougall made a public apology to all Park Street and Cedar Court residents, as notice of the September 2018 Board meeting was not posted at their locations. She assured residents that the error would not happen again. Bicentennial Court resident Darlene Gauthier asked if there were plans in place to provide the residents at Bicentennial Court an emergency generator during a Power outage. Ms. McDougall stated that as part of the meeting with the Mansfield Fire Chief, another meeting would be scheduled, to work on an emergency plan for each of the communities the Housing Authority services. Bicentennial Court resident, Thomasina Turner wanted to acknowledge the efforts made by the Tenant Association and their participation in the interviewing and hiring processes for both the Maintenance Supervisor and the Housing Administrator. Ms. McDougall confirmed that the Tenant Association was present and very supportive through the process. 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 7:44 PM. Upon Vote, the Motion passed by a Vote of 5 to 0. Approved on October 1, 2018 - Board of Commissioners: �Drin p�*E-1� ItO