Amesbury Housing Authority

Minutes of the Annual Board Meeting

Mansion 2nd floor, Boardroom and Offices at 180 Main Street

Tuesday, January 16, 2018 at 8:30 AM

Voted and Approved 2/27/2018

An Annual Board meeting of the Amesbury Housing Authority was held on Tuesday, January 16, 2018 at 8:30 AM in the Boardroom and Offices located at 180 Main Street, Amesbury, Massachusetts. A quorum being present the meeting was called to order by the Chair Noonat 8:02 A.M. with the following members present:

Commissioners Present:Ralph Noon

Philip Dandurant

Donald Roy

Lyndsey Haight

Chair Noon welcomed Lyndsey Haight as the newly elected board member.

Election of Officers

Upon a motion duly made by Mr. Roy and seconded by Mr. Dandurant to nominate Ralph Noon for Chairman.

Voted:To approve Ralph Noon as Chairman, it was unanimously.

The Chairman then declared said motion carried and said vote in effect.

Upon a motion duly made by Mr. Noon and seconded by Mr. Roy to nominate Mr. Dandurant for Vice-Chairman.

Voted:To approve Phil Dandurant as Vice-Chairman, it was unanimously.

The Chairman then declared said motion carried and said vote in effect.

Upon a motion duly made by Mr. Dandurant and seconded by Ms. Haight to nominate Mr. Roy for Treasurer.

Mr. Roy declined motion of Treasurer.

Upon a motion duly made by Mr. Dandurant and seconded by Mr. Noon to nominate Ms. Haight for Treasurer.

Voted:To approve Lyndsey Haight as Treasurer, it was unanimously.

The Chairman then declared said motion carried and said vote in effect.

Upon a motion duly made by Ms. Haight and seconded by Mr. Dandurant to nominate Mr. Roy for Vice Treasurer.

Mr. Roy declined motion of Vice Treasurer.

MINUTES

Upon a motion duly made by Mr. Dandurant and seconded by Mr. Roy, it was unanimously

Voted:To approve the Minutes of the Regular Meeting Minutes of December 19, 2017 as presented. Ms. Haight abstained her vote.

The Chairman then declared said motion carried and said vote in effect.

FINANCES

Upon a motion duly made by Mr. Dandurant and seconded by Mr. Roy, it was unanimously

VOTED: To review and approve the monthly bills for Vendor payments issued Check Number #20987-#21019for the period from 12/27/2017-1/10/2018for a total amount of $113,877.78.

The Chairman then declared said motion carried and said vote in effect.

Upon a motion duly made by Mr. Dandurantand seconded by Ms. Haight it was unanimously

VOTED: To review and approve theACH Debits for December 2017 including payroll for the month of

December2017 for a total amount of $37,811.28 as presented.

The Chairman then declared said motion carried and said vote in effect.

FINANCIAL STATEMENTS

None

BUDGET FY 2017

FY 2017 Budget was submitted to DHCD on December 26, 2017. DHCD has received the budget on January 8, 2018 for review.

CORRESPONDENCE AND REPORTS

  • DHCD Award of compliance reserved funds to cover costs to remove asbestos containing flooring at 54 Powow Villa in the amount of $4,350.00.
  • DHCD PMR review results. Executive Director reviewed the PMR review results with the Board. Rating of Corrective Action was given on the Work Order Systems, Annual Inspections work orders, Maintenance plans and policies. Executive Director indicated that she will be meeting with Maintenance Staff to review the PMR results and work with Maintenance to work on prioritizing work orders, increasing work productivity and increasing work follow through.
  • Public Housing Notice 2018-01- Executive Director Salary/Qualification Schedule. Executive Director review the new E.D. Salary Schedule. Executive Director explained that results of the salary comparable study revealed that smaller/medium size housing authorities Executive Directors are not being paid fairly as compared to the current market salaries. Chapter 235 of 2014 has imposed additional provisions to DHCD and Local Housing Authorities, to include, PMR, AUP, Tenant board member requirements, board member online training, centralized on-line waiting list, annual and financial plan etc. With the new salary schedule, more than 80% of existing E.D. will receive increases beginning with the FY2018 Budget. With that said, these increases are subjected to board vote and the authority must be able to absorb this increase in their budget.
  • Public Housing Notice 2018-02- Local Housing Authority Budget Guidelines. Executive Director reviewed the Budget Guidelines with the Board. Executive Director reviewed some of the guidelines allowances to include, 10% increase in the ANUEL, $10,000 Tech Allowance Exemption and administrative salaries flexibility not to exceed 5%. Executive Director discussed items that would fall into the Tech Allowance to be new computers, new user friendly website, ipads for maintenance work orders and laptop for applicants to access to apply for housing online. Executive Director also discussed the flexibility of increasing administrative salaries. Executive Director will be performing employees annual review this month and will be working with the Fee Accountant to determine appropriate increases. As discussed prior, Executive Director will be incorporating additional salary to the Financial Manager for additional duties and responsibilities in her absence. FY2018 Budget submission is due March 31, 2018.

CAPITAL IMPROVEMENT PLAN

Executive Director reviewed and updated the board of the status of the Financial Information System for Housing (FISH) projects.

Atlantic Bay Constructors

Upon a motion duly made by Mr. Dandurant and seconded by Mr. Roy it was unanimously

VOTED: To review and approval of the Certificate of Substantial Completion for Atlantic Bay Constructors for Powow Villa Storm Door replacement as presented.

The Chairman then declared said motion carried and said vote in effect.

HUD –Update

Housing Choice Vouchers

78Housing Choice Vouchers are currently leased.

PHA Plan

Upon a motion duly made by Mr. Dandurant and seconded by Mr. Roy it was unanimously

VOTED: To review and approval of the Final PHA Plan to include the conversion of the RAD program as presented. Ms. Haight abstained her vote.

The Chairman then declared said motion carried and said vote in effect.

OLD BUSINESS

NEW BUSINESS

Board Commissioner vacant seat. City of Amesbury has announced the vacancy, therefore, applications are being accepted for the 2 year vacant seat. Joint Board Meeting with the Amesbury Housing Authority Board and Amesbury City Council will be held on February 13, 2018.

ADMINISTRATIVE MATTERS/REPORT OF THE EXECUTIVE DIRECTOR

Vacancy Updates- three–one bedroom units, (1 off line)

Executive Director reviewed the Update in Board Packets with the Board.

Executive Director on vacation February 12th – 16th.

Board discussed holding the April 2018 monthly board meeting at Powow Villa.

Adjourn-

There being no further business before the Board and upon a motion duly made by Mr. Dandurantand seconded by Mr. Royit was unanimously voted to adjourn at9:34am.

The Chairman then declared said motion carried and said vote in effect.

Respectfully submitted,

Michelle Bibeau, Secretary

and Executive Director