Merrimac Housing Authority
Minutes of the Regular Board Meeting
52 Middle Street, Merrimac, MA
Thursday, January 18, 2018 at 2:00 pm
Voted and Approved 2/22/2018
Chair, Ms. Benjamin called the meeting to order at 2:05 P.M. on January 18, 2018 in the conference room at Merri-Village, 52 Middle Street in the Town of Merrimac, Massachusetts. The following Board members were
Present:Candie Benjamin
Arthur Evans
Henry Beaudoin
Richard Emery
ABSENT:Steve True
Upon a motion duly made by Mr. Emery and seconded by Mr. Evans it was unanimously
VOTED: To change the Agenda Order to allow for Public Participation as Agenda Item #2.
The Chair then declared said motion carried and said vote in effect
PUBLIC PARTICIPATION
Resident, Glen Olsen, 42 Merri Village was present although did not participate in meeting.
Minutes
Upon a motion duly made by Mr. Evansand seconded by Mr. Beaudoin it was unanimously
VOTED: To approve the Minutes of the Regular Meetingof December 21,2017as presented.
The Chair then declared said motion carried and said vote in effect.
Finances
Upon a motion duly made by Mr. Emeryand seconded by Mr. Evans it was unanimously
VOTED:To review and approve the checkroll/billroll check #8454-#8459 for the period1/3/2018-1/10/2018for a total of amount of $16,551.33and automatic (ACH) withdrawals for December 2017 monthly debits in the amount of $726.63as presented.
The Chair then declared said motion carried and said vote in effect.
Budget-Budget Guidelines FY 2018 were released on January 2, 2018.
Other financial matters
none
Correspondence and reports-
- DHCD PMR review results. Executive Director reviewed the PMR review results with the Board. Rating of Corrective Action was given on the Budget to Actual Variance, whereas the Authority did not submit a revised budget for the variance difference of 10% in any budget line item. Work Order Systems, Annual Inspections work orders, Maintenance plans and policies. Executive Director received operational guidance. E.D. 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. E.D. explained that whereas Amesbury H.A. manages Merrimac H.A. that the E.D. salary for Merrimac would be determined in accordance with the Management salary guidelines and would be part of the Management Fee.
- 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. Chair Benjamin suggested a computer in the community room for the residents. FY2018 Budget submission is due March 31, 2018.
Capital Improvement Program
The Executive Director reviewed the CIP/FISH Project report.
OLD BUSINESS
Board Member Online Training
Mr. Evans indicated that he continues to have a difficult time logging onto website. The E.D. sent an email to the online help desk on January 17, 2018. Mr. True and Mr. Beaudoin have not completed the online training.
NEW BUSINESS-
None
Administrative Matters/Report of Executive Director
- 1 – one bedroom
- Executive Director indicated that she will be on vacation February 12th- February 16. Chair Benjamin indicated that she would be on vacation February 26, 2017 – March 28, 2018.
- Next month’s Board Meeting was tentatively scheduled for February 22, 2018. E.D. indicated that she will confer with Fee Accountants to prepare FY2018 Budget and attendance at this Board Meeting.
Upon a motion duly made by Mr. Emeryand seconded by Mr. Beaudoinit was unanimously
VOTED: to Adjourn the meeting at 2:54 pm.
The Chair then declared said motion carried and said vote in effect.
Respectfully submitted,
Michelle Bibeau, Secretary
and Executive Director