HOUSING AUTHORITY OF THE TOWN OF MANSFIELD
REGULAR MEETING MINUTES
Housing Authority Office
June 18, 2009
8:00 a.m.
Attendance: Mr. Long, Chairperson; Mr. Simonsen, Vice Chairperson was excused; Mr. Eddy, Secretary and Treasurer; Ms Hall, Assistant Treasurer; Ms Christison-Lagay Commissioner was excused; and Ms Fields, Executive Director.
The meeting was called to order at 8:15 a.m. by the Chairperson.
A motion was made by Mr. Eddy and seconded by Ms Hall to accept the minutes of the April 16, 2009, Regular Meeting. Motion approved unanimously.
Ms Fields received a letter from HUD approving her request for additional administration fees.
Mr. Debus, Housing Code Enforcement, contacted Ms Fields after receiving complaints concerning the restriction of the tenant’s ability to use the maintenance driveway. He came out and inspected the drive, made a couple of suggestions, but said there were no housing code violations. Ms Fields brought the suggestions to the Board for consideration. The Board discussed the suggestions and tabled the discussion to a later date.
Ms Fields received a letter from DECD stating that the Governor’s budget is proposing renewing the grant for the Resident Service Coordinator at 67% of the current funding. There have also been proposals to eliminate it entirely. Ms Fields suggested that the Office Manager could take on the Resident Service Coordinator position, in a limited capacity reflecting the limited budget, and provide the most important and basic services such as assisting with energy assistance applications, welcoming new tenants, laundry schedules, farmers’ market, quarterly reporting, annual assessment of tenants, and updating emergency contacts. Planning social events and/or trips would be eliminated. Our residents would rely on and participate in the social events planned by the Senior Center. The Board agreed that if our funds are cut and the Office Manger is interested in the position, to allow the Office Manger to also be the Resident Service Coordinator. This would create the best scenario for the Residents and retain the highest level of service.
REPORTS OF THE DIRECTOR
Bills
A motion was made by Mr. Eddy and seconded by Ms Hall to accept the May 2009 Bills. Motion approved unanimously.
Financial Reports –A (General)
A motion was made by Ms Hall and seconded by Mr. Eddy to accept the April 2009 Financial Reports. Motion approved unanimously.
Financial Report-B (Section 8 Statistical Report)
A motion was made by Ms Hall and seconded by Mr. Eddy to accept the April 2009 Section 8 Statistical Report. Motion approved unanimously.
Mr. Eddy discussed the possibility of adding another ramp by the first set of mailboxes. Ms Fields will get a quote for the work and report back to the Board next month.
Water Bills
Mr. Smith agreed in the May 21, 2009 Board Meeting to respond back to the Housing Authority regarding the “Reserve” amount and to review the electric utility charges to confirm that they are not charged as part of the overhead for the water bill. No response from Mr. Smith has been received. The bills will be paid based on the letter sent by the Board to Mr. Smith on April 28, 2009. When a response is received from Mr. Smith, further payment will be considered.
Senior Center Laundry Door
The installation was scheduled for May 29, 2009 and again on June 5, 2009. It was not completed. Ms Fields emailed Mr. Hammon on June 8, 2009 requesting a new date for the work to be completed. No further updates have been received.
Holinko Roof Assessment
The contract was signed and the roof replacement began on June 1, 2009 and expected to be completed by June 22, 2009 weather permitting.
Section 8 Administrative Plan Changes
A motion was made by Mr. Eddy and seconded by Ms Hall to approve the changes to Chapter 2 through Chapter 4 of the Administrative Plan. Motion approved unanimously.
A motion was made by Mr. Eddy and seconded by Ms Hall to approve additional revisions to those previously approved to the Utility Reimbursement provisions of the Administration Plan. Motion approved unanimously.
NEW BUSINESS
Development Opportunities
Kevin Grunwald asked Ms Fields if the Housing Authority might have any interest in the Safe Haven house on Hunting Lodge Road. The Board acknowledged an interest in discussing the status of the house with the current owners. Ms Fields will call the current owners to discuss the issue and set up a meeting if merited.
OTHER BUSINESS
Payment In Lieu Of Vacation
Ms Fields received a request from an employee to receive payment in lieu of taking vacation time. After discussion, the Board stated that vacation time is provided to employees for rest and relaxation. The currently policy allows employees to carry over from one anniversary year to the next a maximum of one year of vacation time. In addition, it would also create a financial hardship for the Housing Authority to pay employees in lieu of vacation time. The Board denied the request.
ADJOURNMENT
The Chairperson declared the meeting adjourned at 10:30 a.m.
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Dexter Eddy, Secretary
Approved:
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Richard Long, Chairperson