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HomeMy WebLinkAboutMansfield Housing Authority 03/05/2018Minutes of the Regular Meeting of the Mansfield Housing Authority held at 15 Park Street on Monday, March 5, 2018 at 7:00 PM The Members of the Mansfield Housing Authority met in Regular Session at$ Park Street, Mansfield, MA at 7:00 PM. ''>y The Meeting was called to order at 7:00 PM by Chairman Kevin Doyll upgn roll call, those present and absent were as follows: P'+ u� > Present: Absent: Kevin Doyle --+ Debra Tatum — Mary Kate Flynn Elizabeth Dye Olivier Kozlowski Also present was Executive Director, Michael Forbes, Andrea McDougall, Assistant Executive Director, Tenant Association President, Sandra Martinelli, Tenant Association Treasurer, Lillian Ippolito 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 March 5, 2018 at 15 Park Street, 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 February 28, 2018, i 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 7+" day of March 2018. Michael Forbes, Executive Director & Acting Secretary lJ m cn r;-+ 00 n -n Fi rn The Board and attendees recited the Pledge of Allegiance, A Motion was made by Ms. Dye and seconded by Ms. Tatum to approve Warrant #358 for the Month of February 2018 in the amount of $231,509.28. 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 approve the Minutes of the February 12, 2018 Board Meeting as presented. Upon Vote, the Motion passed by a Vote of 5-0. The Chairman referred to Agenda Item #3 Executive Director's Report. A Motion was made by Ms. Dye and seconded by Mr. Kozlowski to accept the Executive Director's Report dated March 1, 2018. Mr. Forbes advised the Board within his report that there was a small accident with the 2016 Chevy Silverado maintenance truck where the maintenance workers were plowing snow at Hawthorne Court and hit the side of the truck on a street light pole. Mr. Forbes reported that there were no injuries but the truck sustained $3,288.00 in damages and the Authority will need to pay the $500.00 deductible on the insurance policy. Chairman Doyle asked if the truck has been repaired. Mr, Forbes stated that the body shop had indicated that it will take approximately two weeks to fix the damage and, where the truck is drivable, the repairs will be scheduled for the end of March so maintenance will have the truck for snowplowing if needed. There were no further questions or comments from the Board on the Executive Director's report. Upon Vote, the Motion passed by a Vote of 5 to 0. 2 A Motion was made by Ms. Flynn and seconded by Ms. Dye to accept the Balance Sheets and Financial Reports as of as January 31, 2018 as prepared by the Fee Accountant. Mr. Forbes reviewed the Balance Sheet and Financial Reports with the Board, pointing out that the maintenance, labor, materials & contract costs line items are over in the 400-1 account due to fire alarm inspections, annual unit inspections and overtime for snow removal. Mr. Forbes pointed out that the Fee Accountant is still using the FYE 9/30/17 budget figures as he hasn't incorporated the new FYE 9/30/18 budget figures on the financial reports yet. Upon Vote, the Motion passed by a Vote of 5 to 0. Mr. Kozlowski stated that, by signing the notice, the Board's Chairman is certifying that the employees understand the content of the notice and its requirements. Mr. Forbes stated that all of the employees that have access to the State Wage Match system were provided with a copy of PHN 2018-05 and its training materials and have signed the certifications provided within the notice. Mr. Forbes stated that he had the signed certifications for the Board's preview if they wished to review them. A Motion was made by Ms. Dye and seconded by Mr. Kozlowski to approve and have the Chairman and Executive Director sign DHCD Public Housing Notice 2018-05 regarding the State Wage Match for State Housing Program Tenants acknowledging that the Board, Executive Director & employees understand the content of the notice and its requirements. Upon Vote, the Motion passed by a Vote of 5 to 0. 3 Mr. Forbes presented the Board with a letter in which he advised them that he will be retiring as Executive Director of the Mansfield Housing Authority, effective July 20, 2018. Mr. Forbes advised the Board to appoint an Executive Director search committee that should be comprised of a least two Board Members and the Tenant Association's President. Mr. Forbes stated that he would be happy to serve on the search committee if the Board would like. Mr. Forbes stated that the hiring of an Executive Director for the Authority is one of the most important duties of a Board Member. Mr. Forbes stated that there are a few companies that conduct Executive Director searches for Housing Authorities but he recommended that the Board's search committee review all of the applications and interview the chosen applicants themselves. Chairman Doyle stated that he would like guidance on the Executive Director search from Mr. Forbes and the Housing Authority's Attorney. A Motion was made by Mr. Doyle and seconded by Mr. Kozlowski to appoint Mary Kate Flynn & Elizabeth Dye to the Mansfield Housing Authority's Executive Director Search Committee. Upon roll call Vote, the Motion passed by a Vote of 5 to 0. A Motion was made by Ms. Dye and seconded by Ms. Tatum to appoint Michael Forbes to the Mansfield Housing Authority's Executive Director Search Committee. Upon roll call Vote, the Motion passed by a Vote of 5 to 0. A Motion was made by Ms. Flynn and seconded by Ms. Tatum to appoint Mansfield Housing Tenants Association President, Sandra Martinelli to the Mansfield Housing Authority's Executive Director Search Committee. Upon roll call Vote, the Motion passed by a Vote of 5 to 0. Mr. Forbes provided the Board with copies of DHCD Public Housing Notice 2017- 21, Guidelines for Local Housing Authority Hiring of an Executive Director and copies of DHCD Public Housing Notice 2018-01, DHCD Local Housing Authority Executive Director Salary and Qualifications Schedule. 2 Mr. Forbes stated that he would prepare an advertisement for the committee to review and if it is satisfactory to the committee, he will post the advertisement as required. Ms. Tatum asked if the Board of Selectmen are involved in the hiring of an Executive Director. Mr. Forbes stated that the Selectmen have no jurisdiction on Housing Authority matters but the Housing Authority Board could vote to appoint one or more members of the Board of Selectmen to the Executive Director search committee if they choose to. The Chairman referred to Aaenda Item #7 Questions &Comments Chairman Doyle stated that he is sad to see Mr. Forbes leave, stating that it will be a big change for the Town and the Board. Mr. Doyle stated that Mr. Forbes has done an outstanding job for many years and he is proud to say that he has known him and worked with him. Bicentennial Court resident, Thomasina Turner, asked if the Board had planned a retirement party for Mr. Forbes, Chairman Doyle stated that a party will be planned at the appropriate time and the tenants would be invited. Park Court resident, Marijane Peary thanked the Board for the emergency generator, stating that it provided partial electricity for the Park Court building during the storm where electricity was knocked out for several hours. Bicentennial Could resident, Lillian Ippolito stated that she had called the Mansfield Police Department because Bicentennial Court was without electricity and she needed electricity to power her oxygen system so she could breath properly. Ms. Ippolito stated that the Police Department provided a generator for her and the Fire Chief had called her personally to check on her, Ms. Ippolito stated that the Housing Authority's phone system was out of order and questioned on who she should have contacted. Mr. Kozlowski stated that Ms. Ippolito did the right thing by calling the Fire Department and could have called the 911 emergency line as the dispatchers know who to direct the calls to and have access to the Town's emergency management agency. Mr. Forbes stated that he had been in touch with the Fire Chief throughout the storm and was informed that a generator was provided to Ms. Ippolito. Mr. Forbes stated that had initially been informed by the Fire Chief that the electricity to Bicentennial Court may be out overnight and arrangements were being made to set up a shelter for the Authority's residents when he was advised by Mansfield Electric Department that they had restored electrical power to Bicentennial Court. Ms. Ippolito stated that she wanted to thank both the Fire Chief and Mr. Forbes. Ms. Ippolito stated that the Fire Chief was wonderful during the power outage as he even calling her daughter to make sure she was ok after the power had been restored to Bicentennial Court. Mr. Forbes also stated that Fire Chief Neil Boldrighini does a great job and is an extremely caring person. Park Court resident, Margret O'Loughlin, stated that she is sad that Mr. Forbes will be leaving. Park Court resident, Elvira Rose, stated that the maintenance workers have been doing a great job on the snow removal and that she had sent a letter to Mr. Forbes stating that and thanking him. Mr. Forbes thanked Ms. Rose and stated that he had provided the Board with a copy of her letter. There were no other questions or comments from the Board, Public or the Executive Director. There being no further business to come before the Board, a Motion was made by Mr. Kozlowski and seconded by Ms. Dye to Adjourn at 7:21 PM. Upon Vote, the Motion passed by a Vote of 5 to 0. April 2, 2018 - Board of Commissioners: 2Ya'-�a?� ta- 0