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HomeMy WebLinkAboutMansfield Housing Authority 02/12/2018Minutes of the Regular Meeting of the Mansfield Housing Authority held at 22 Bicentennial Court on Monday, February 12, 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. 0 The Meeting was called to order at 7:00 PM by Chairman Kevin Doylerand upon roll call, those present and absent were as follows: 3- n o r n Present: Absent: n' Kevin Doyle - '' X Debra Tatum r� o Mary Kate Flynn r-i Elizabeth Dye Olivier Kozlowski m Also present was Executive Director, Michael Forbes, Fee Accountant, Daniel Robillard, Tenant Association President, Sandra Martinelli 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 February 12, 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 February 7, 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 14t' day of February 2018. Michael Forbes, Executive Director & Act' g Secretary The Board and attendees recited the Pledge of Allegiance. A Motion was made by Ms. Dye and seconded by Mr. Kozlowski to approve Warrant #357 for the Month of January 2018 in the amount of $252,777.00. Upon Vote, the Motion passed by a Vote of 5 to 0. A Motion was made by Mr. Kozlowski and seconded by Ms. Flynn to approve the Minutes of the January 8, 2018 Board Meeting as revised on February 12, 2018 with the addition of "**The survey results listed above are the result of the consensus of the Board. The ratings do not reflect unanimous agreement of all Board Members**" on Agenda Item #6 regarding MassNAHRO Tenant Board Member Survey Discussion and Vote. 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 Ms. Flynn to accept the Executive Director's Report dated February 7, 2018. Mr. Forbes noted in his report that, Fee Accountant, Gary DePace's office is scheduled to conduct the required AUP audit of the Authority for the fiscal year ending September 30, 2017 on Monday, March 19tn Mr. Kozlowski asked for an explanation as to what an "AUP audit' is. Mr. Forbes explained that an AUP audit Is an audit that DHCD is now mandating as a result of the recent new Public Housing Legislation. Mr. Forbes stated that AUP stands for Agreed Upon Procedures. Mr. Forbes stated that DHCD had supplied Housing Authorities with a listing of auditors approved to conduct the AUP audits and Fee Accountant Gary DePace is one of DHCD approved auditors. 2 Mr. Forbes noted in his report that he was advised bookkeeper, Kathy Provost - . that Commissioner Flynn had inquired as to the reason why we do not offer sick time benefits for part-time workers as she was concerned as that the law may require it. Mr. Forbes stated in his report that he had researched this matter back when the Authority started employing part-time workers and found that the Housing Authority is not required to offer sick time benefits to part-time workers that worked up to 18.5 hours per week. Mr. Forbes stated in the report that, to be certain that the law didn't change, he had emailed Attorney Grace and Attorney Grace responded that the law that Mary Kate was referring to does not apply to municipal employees or employers that do not maintain and average of 11 or more employees. Mr. Forbes supplied the Board with a copy of the email from Attorney Grace with his report. Mr. Forbes stated that he hadn't suggested offering sick time benefits for the part-time workers previously because the only part time workers the Authority had employed prior to hiring the two part-time office workers were in the maintenance department and the maintenance workers do not have a set schedule. Mr. Forbes stated that he is not opposed to the Board offering some type of sick time benefits to the Authority's part-time workers and stated that he would draft a proposal for consideration of the Board's approval if they would like. The Board did not request a draft sick time proposal for the part-time workers. 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. A Motion was made by Ms. Dye and seconded by Ms. Flynn to accept the Balance Sheets and Quarterly Financial Reports as of as December 31, 2017 as prepared by the Fee Accountant. Mr. Robillard reviewed the Balance Sheet and Quarterly Financial Reports with the Board. Upon Vote, the Motion passed by a Vote of 5 to 0. Fee Accountant, Daniel Robillard reviewed the new DHCD Executive Director Salary Calculation Worksheet with the Board, explaining that, if the Board approved the worksheet, the calculation would enable the Board to grant the Executive Director an approximate 4% salary increase which could take effect retroactively to October 1, 2017. A Motion was made by Ms. Flynn and seconded by Ms. Tatum to approve the Executive Director Salary Calculation Worksheet as prepared by the Fee Accountant with a salary of $111,216.00 to be effective October 1, 2017 and to authorize Chairman Doyle to sign the worksheet for submittal to DHCD. Upon roll call Vote, the Motion passed by a Vote of 5 to 0 Fee Accountant Daniel Robillard presented the proposed Fiscal Year Ending September 30, 2018 Budgets to the Board. Motion : Elizabeth Dye moved that the proposed Operating budget for State -Aided Housing of the Mansfield Housing_ Authority (ie. 400-1,400-9, 400-A, 689, MRVP), Program Number 400-1 for Fiscal Year Ending 9/30/2018 showing Total Revenue of $ 755,555.00 and Total Expenses of $ 760,555.00 , there by requesting a subsidy of $ 15,335.00 be submitted to the Department of Housing and Community Development for its review and approval. Debra Tatum seconded the motion which, upon roll -call, was passed by a vote of 5 to 0. Motion: Elizabeth Dye moved that the proposed Operating budget for State -Aided Housing of the Mansfield Housing Authority (ie. 400-1,400-9, 400-A, 689, MRVP), Program Number 689 for Fiscal Year Ending 9/30/2018 showing G! Total Revenue of $ 26.892.00 and Total Expenses of $ 24,467.00 , there by requesting a subsidy of $ 0.00 be submitted to the Department of Housing and Community Development for its review and approval. Debra Tatum seconded the motion which, upon roll -call, was passed by a vote of 5 to 0. Motion : Elizabeth Dye moved that the proposed Operating budget for State -Aided Housing of the Mansfield Housing Authority (ie. 400-1,400-9, 400-A, 689, MRVP), Program Number MRVP for Fiscal Year Ending 9/30/2018 showing Total Revenue of $ 13.480.00 and Total Expenses of $13,256.00, there by requesting a subsidy of $0.00 be submitted to the Department of Housing and Community Development for its review and approval. Debra Tatum seconded the motion which, upon roll -call, was passed by a vote of 5 to 0. Mr. Forbes stated that the proposed revised Vehicle Policy was tabled at the January Board Meeting as Commissioner Kozlowski expressed concern with the towing of inoperable vehicles as it is not specified within the State Regulations as one of the reasons the Authority can tow vehicles. Mr. Forbes stated that, as requested by vote of the Board, he checked with Attorney Patricia Grace and Attorney Grace suggested that he remove inoperable vehicles from the towing section and add a section that states that an inoperable vehicle must be removed or repaired within 30 days of its inoperability. Mr. Forbes stated that Attorney Grace advised him that if an inoperable vehicle isn't removed or repaired within the 30 days it would be a lease violation and the lease states that tenants must abide by the Authority's policies and lease violations may be reasons for termination of the lease and possible eviction proceedings. Mr. Forbes stated that he had amended the proposed policy as suggested and requested that the Board approve the policy. A Motion was made by Ms. Tatum and seconded by Ms. Dye to approve the revised Vehicle Policy as presented. Upon Vote, the Motion passed by a Vote of 5 to 0 and the Vehicle Policy was approved as follows: 61 Mansfield Housing Authority Vehicle Policy Rules and Regulations for unregistered, inoperable or abandoned vehicles on Mansfield Housing Authority (MHA) Property and use of parking areas for properly registered vehicles: 1. An attested copy of the following rules and regulations shall be posted in a conspicuous place in each facility owned or managed by the MHA. 2. An attested copy shall be provided to each MHA tenant when there is no location available for a notice to be posted. 3. All new tenants shall be provided with a copy of the regulations prior to moving into a unit managed by the MHA. One copy shall be retained by the MHA and shall be signed and dated by the tenant. 4. All vehicles on MHA property must be properly registered, insured, inspected and must be operable. Inoperable vehicles must be removed or repaired within thirty days of its inoperability. 5. There are limited parking spaces available for tenant's vehicles and parking spaces will be assigned by the MHA management at the time of initial lease -up. A copy of the tenant's vehicle registration must be provided to management and a parking sticker with the parking space number will be issued to the tenant. The sticker must be placed inside the rear window of the vehicle on the driver's side lower corner. Parking Areas 1. Tenants shall park in the space assigned to them by the MHA. 2. If the tenant has visitors, the visitors shall be instructed to park in the visitor parking areas which vary from project to project. Each new resident shall be informed of the rules for each complex by MHA management. 3. Persons who have presented a handicap placard, assigned by the Massachusetts Registry of Motor Vehicles to the tenant, or copy of handicapped registration to MHA management, shall be assigned a_ handicapped parking space as one becomes available. 4. Tenants are responsible to cleanup any fluids that have leaked from their vehicle (except for air conditioning condensation). Towing 1. As per Massachusetts General Laws, Chapter 121 B, Section 32A, it shall be the policy of the MHA, after proper notification to the Mansfield Police Department, to tow any abandoned or unregistered vehicle which is parked in any area under its control. C: The MHA shall levy a charge of $20.00 against any tenant in violation of said regulations. Tenant Signature: Date: The following resolution was introduced by Kevin Doyle, Chairman, read in full and considered: RESOLUTION AUTHORIZING CONTRACT FOR CAPITAL IMPROVEMENT WORK PLAN FOR STATE -AIDED CAPITAL IMPROVEMENT WORK PLAN NO. 5001, Amendment #9, STANDARD CONTRACT AMENDMENT FOR HOUSING PROGRAMS 667-1, 667-2, 667-3, 705-1 & 705-2 NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE MEMBERS OF THE MANSFIELD HOUSING AUTHORITY, AS FOLLOWS, Section 1. The Authority shall enter into a Contract with the Commonwealth of Massachusetts in the form submitted at this meeting and contract in the name of Mansfield Housing Authority under its corporate seal, and the Secretary is hereby authorized to attest the same. Section 2. The Authority hereby requests the Director of the Department of Housing and Community Development, (Commissioner of the Department of Community Affairs) enter into such contract with the Authority and the Commonwealth of Massachusetts to approve such contract. Section 3. The Officers of this Authority shall be, and they are hereby authorized and directed, on and after the execution of said contract by the respective parties thereto, to do and perform on behalf of the Authority all acts and the things required of the Authority to perform fully all of its obligations thereunder. Section 4. This resolution shall take effective immediately. Elizabeth Dye moved that the forgoing resolutions be adopted as introduced and read, which motion was seconded by Mary Kate Flynn and upon roll call the "Ayes" and "Nays" were as follows: A es: Nays: Kevin Doyle Debra Tatum Mary Kate Flynn Elizabeth Dye Olivier Kozlowski 7 The Chairman thereupon declared this motion carried and said resolution adopted. A Motion was made by Mr. Doyle and seconded by Ms. Flynn to appoint Elizabeth Dye the Housing Authority Clerk for the purpose of witnessing Mr. Doyle's & Mr. Forbes' signatures for the verification form to be submitted to DHCD. 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. Dye to approve Kevin Doyle, Chairperson and Michael Forbes, 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 roll call Vote, the Motion passed by a Vote of 5 to 0 A Motion was made by Ms. Dye and seconded by Ms. Flynn to approve Change Order #1 in the amount of $19,176.48 for the Window & Door Replacement Project #167065. Upon Vote, the Motion passed by a Vote of 5 to 0. The Chairman referred to Anenda Item #11. Questions & Comments. Bicentennial court resident, Joyce Campbell, stated that it is hard to plug items into the new electrical outlets in the kitchen. Mr. Forbes stated that the kitchen outlets are new ground fault interrupter receptacles and they are difficult to plug into but they are required per the Massachusetts Electrical Code and there is nothing that can be done to make it easier to plug items into them. Bicentennial Court resident, Thomasina Turner, stated that some of the new entry doors at Bicentennial Court slam when closing and it is disturbing to the N residents. Mr. Forbes stated that he will have the contractor check all of the doors and adjust them as necessary. Tenant Association President, Sandra Martinelli asked about the contents of the newly approved vehicle policy. Mr. Forbes stated that the policy was an existing Policy that has been revised a bit and, now that the Board has approved the policy, he will post it on the bulletin boards at all of the developments. Ms. Martinelli stated that many of the residents have seen and heard coyotes around the Bicentennial Court development and she feared for the resident's & their pet's safety. Chairman Doyle suggested that the police department be called when there are coyote sightings. Mr. Forbes stated that he would post a notice with the Town's Animal Control Officer's telephone number so that residents can call the animal control officer to advise him of any coyote sightings. 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 Ms. Dye and seconded by Mr. Kozlowski to Adjourn at 7:50 PM. Upon Vote, the Motion passed by a Vote of 5 to 0. Approved on March 5, 2018 - Board of Commissioners: � U l 9