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Bellingham Housing Authority
Meeting Minutes
8 April 2014 held at Wrentham Manor
- Call to Order at 6:00 p.m.
- Roll Call: ~Linda Cartier, Billiegene Lavallee, Debra Sacco, Joseph Hall, Esq present
- Minutes of March ~18, 2014 meeting
- Motion to accept minutes made by Mrs Sacco, seconded by Mr. Hall, motion discussion ensued.
Mrs. Cartier asked if there was any discussion.
Mrs. Cartier would like a correction to the minutes in regard to the Accountant’s report and her questions to the issue of a stipend to Mr. Pelletier. Mrs. Cartier researched that the issue and the issue is mileage. Mrs. Cartier asked why the agency is giving Mr. Pelletier mileage. Mrs. Bergeron explained that any employee that utilizes their personal vehicles is allowed $.45 per mile according to state regulation.
- Mrs. Cartier stated that the by-laws show a reimbursement rate of $.30; asked Mrs. Bergeron why the by-laws were not changed. Mrs. Bergeron stated that she would research any resolutions.
- Mrs. Cartier asked if any changes to minutes are forwarded to the board. Mrs. Bergeron stated that changes or amendments are normally changed on the computer system but not forwarded to the Board. Mrs. Cartier suggested that a notation be made under the section where minute meetings are approved.
- Mr. Sposato arrived at 6:05 p.m.
- Motion carried unanimously
- Executive Director Evaluation
- Mrs. Cartier made a motion to move to Executive Session
- Yes – 5, No – 0; motion carried
- Mrs. Cartier announced to the audience that the Board will return to regular session in fifteen minutes. Note that Executive Session began at 6:09 p.m.
- Meeting reconvened at 6:17 p.m.
- Board members polled for evaluation comments as follows:
- Mrs. Sacco has not issues with the director; she does a great job and always has answers to questions.
- Mr. Hall stated that communication is always prompt and Mrs. Bergeron is always professional.
- Mrs. Lavallee: has no issue with the director other than what was discussed during Executive Session.
- Mr. Sposato stated the Mrs. Bergeron is always helpful, clarifies issues and is responsive.
- Mrs. Cartier passed.
- All evaluations were forwarded to Mrs. Bergeron for her personnel file with the exception of Mrs. Cartier.
- Executive Director Contract
- Mrs. Bergeron gave a sample contract given to board members for review with a requested term of five years and no salary (which is negotiated).
- Mrs. Cartier asked why the contract term changed; Mrs. Bergeron responded that her initial contract was for one year and the subsequent contract was for three years. Mrs. Cartier inquired if Mrs. Bergeron discussed contract term with Mr. Conlon; Mrs. Bergeron stated that she believed they had discussed seven years. DHCD is recommendation is no more than five years.
- Mrs. Lavallee asked if Mr. Conlon offered a suggestion for an increase. Mrs. Bergeron stated three. Mrs. Cartier noted that the state maximum is 3%.
- Mrs. Cartier recommended a two year contract in light of executive session issues.
- Mrs. Sacco asked if salary was locked in at 3%; Mrs. Bergeron stated that salary is negotiable every year.
- Mr. Hall quoted the contract language “Payment for services shall be subject to yearly review.”
- Mrs. Lavallee asked if DHCD reviews the contract; Mrs. Bergeron stated that was true. Mrs. Bergeron explained that DHCD and HUD both have salary caps and salaries must be reported to both agencies.
- Mr. Sposato suggested either a two or three year contract.
- Mrs. Lavallee recommended that the board look at Section 7 Paragraph 7 which addresses sick leave; specifically “Compensation shall be made in the event of separation or termination of employment for any cause at a rate of 10% or a maximum of 75 hours.” Therefore, the sick leave pay that was paid out to Mrs. Bergeron should not have occurred. Mrs. Cartier stated that sick time was paid out to Mrs. Bergeron twice.
- Mrs. Lavallee asked how many years Mrs. Bergeron has been with the agency; Mrs. Bergeron stated four.
- Mr. Sposato asked if the evaluation was a standard form; Mrs. Bergeron stated that there is no standard form. The board chose that particular form. Mr. Sposato suggested that the form should be more in line with the contract in order for the board to evaluate based on real criteria. Mrs. Cartier suggested that the form can be revised.
- Mrs. Lavallee agreed with Mr. Sposato that most municipal contracts are only three years and that is a fair term. Mrs. Lavallee made a motion to contract with Mrs. Bergeron for a three year term. Seconded by Mrs. Sacco. Mr. Hall stated that three years is a solid number. Motion carried unanimously.
- Mrs. Cartier made note that parliamentary procedure does allow the chair to make a motion.
- Mrs. Cartier made a motion for a salary increase of 1.5%. Mrs. Lavallee seconded the motion.
- Mrs. Sacco removed herself from the meeting at 6:35 p.m.
- Mr. Sposato asked for a specific dollar amount; Mrs. Bergeron excused herself to calculate. At current salary, 1% would increase salary by $534.73, 1.5% would increase salary by $802.10.
- Mrs. Cartier asked if Mrs. Bergeron received health insurance or any other benefits. Mrs. Bergeron stated that the agency pays 75% of family plan health insurance, a portion of retirement, mileage, conferences, meetings, etc.
- Mrs. Cartier called for a vote: Mr. Hall, no; Mr. Sposato, no; Mrs. Lavallee, no.
- Mrs. Lavallee made a motion to increase the executive director’s salary by 2%. Mr. Sposato seconded the motion. Three in favor; one opposed. Motion carried.
- Mrs. Bergeron excused herself to prepare contract document at 6:39 p.m.; Mrs. Bergeron reentered the meeting at 6:44 p.m.
- Revote for FY2015 400-1 Budget due to governmental change; inclusion of snow removal subsidy
- Motion made by Mrs. Lavallee to accept the FY2015 400-1 Budget, seconded by Mrs. Cartier, motion carried.
- Discussion of Administrative Assistant increase in hours
- Mrs. Cartier stated that she would rather see any additional funds used for repairs at Depot Court such as painting, mold removal, etc. Mrs. Cartier recognized that the budget for that position would be $8000 extra.
- Mrs. Bergeron established that the entire FY2015 budget for the position is $8000 and Depot Court will be vinyl sided in budget year 2015. Sidewalk ponding will be using Health & Safety. Mrs. Cartier asked about the porches; Mrs. Bergeron responded that the porches (or decking) would have to be done in-house.
- Mr. Sposato requested the total hour increase; Mrs. Bergeron replied that she is requesting 16 total hours; an increase of 8 hours.
- Mrs. Cartier reiterated that the money could be used someplace else. Mrs. Bergeron responded that she is in absolute agreement; any “extra” money can always be used somewhere else.
- Mrs. Cartier asked for a motion; Mr. Sposato proposed a compromise. Mr. Hall asked if the additional hours would be a significant help; Mrs. Bergeron concurred.
- Mrs. Bergeron explained the history of the Administrative Assistant position; the board had eliminated the position in 2010 when the state put a 4.7% reduction to all governmental departments. Mrs. Bergeron’s understanding is that there was a full-time assistant in prior years. Mrs. Cartier expressed the fact that prior to Mr. Morganelli, there was no full-time assistant.
- Mr. Sposato asked about her rate of pay. Mrs. Bergeron responded that she gets $10.00 per hour and there is no request to increase rate of pay.
- Mr. Sposato made a motion to increase the administrative assistant’s hours to 12 hours. Mrs. Lavallee seconded the motion.
- Mrs. Cartier stated, that according to the by-laws, “Permanent full-time and part-time employees are eligible for leave of absence with pay on twelve1 (12) holidays as set forth below”. Mrs. Bergeron asked if this was from the Personnel Policy.
- Mr. Hall stated that the policy should be reviewed, possibly by committee.
- Mrs. Bergeron responded that the Personnel Policy was changed by resolution whereby no part-time staff is eligible for holiday pay.
- Mrs. Lavallee, Mr. Hall, and Mrs. Cartier stated that the board would need a new binder with any updates.
- Motion carried to increase the administrative assistant’s hours to twelve.
- Mrs. Cartier made an announcement that the meeting is being recorded.
- Discussion of board meeting locations
- Mrs. Lavallee explained that Wrentham Manor is the main office for business; when meetings are held at Depot Court, staff does not have access to records which are located at the main office especially during budget time. Sometime after 1994, the board decided to have meetings between both locations. Mrs. Lavallee made note that this discussion is with the provision that there is available transportation.
- Mrs. Bergeron responded that Laura DeMatteo stated that GATRA is available from 5:00 p.m. to 7:00 p.m.
- Mr. Hall made note that an example is what occurred this evening in regard to the personnel policy; Mrs. Bergeron was able to access the necessary document to respond properly to the board.
- Mrs. Cartier asked about the computer system at Depot Court. Mrs. Bergeron explained that the computer is old and does not have MS Office. The printer is fairly new but does not have the capability to copy legal size.
- Mrs. Lavallee made a motion to move the monthly board meetings to Wrentham Manor only beginning June 10, 2014. Motion was seconded by Mr. Hall.
- Mr. Sposato stated that the board should be sensitive to the issues of the tenants at Depot Court. He also inquired as to how the tenant’s at Depot Court would make their issues known to the board. Mrs. Lavallee responded that tenants should be forwarded a written document to the board via the executive director.
- Mrs. Bergeron stated that the minutes and agendas are not only posted at Town Hall but on the BHA webpage.
- All in favor; motion carried.
- Resolution 2014-01 Approval of FY2014 Formula Funding/Capital Improvement Plan
- Mrs. Bergeron explained that the total dollar funding $173,000 for FY16, 17, 18 for six projects: installation of septic system at 21 Arthur St, replacing the roof shingles at Depot Court, installation of GFCI’s at Wrentham Manor, replacement of heat detectors at both developments, and repair of additional sidewalks at Wrentham Manor. The report includes those items that have already been completed or previously voted on.
- Mrs. Lavallee asked about the sidewalk repairs; Mrs. Bergeron stated that these are additional repairs; Mrs. Lavallee asked if it was a safety issue; Mrs. Bergeron responded yes and no, issues are not significant to warrant pushing the project back. Mrs. Bergeron stated that the more major issues were addressed with the roadway repairs.
- Motion to approve the FY2014 Formula Funding/Capital Improvement Plan made by Mrs. Lavallee, seconded by Mr. Hall. All in favor, motion carried
- Mrs. Cartier inquired about the assistant’s hours for one week was nine; Mrs. Bergeron stated that was possibly due to the director being out for some time. Mrs. Cartier also asked about Mr. Mowry’s overtime; Mrs. Bergeron responded that there was overtime for snow removal and also for vacancy preparation (note that overtime
- Mrs. Cartier inquired how vacancies are handled; Mrs. Bergeron stated that selection from the list begins once notice of a vacancy is received.
- Mrs. Cartier asked about the webinar for Hampden Tech; Mrs. Bergeron took a on-line class for the housing authority software indicated by updates to the Housing Choice Voucher module.
- Mr. Sposato asked about GIC; Mrs. Bergeron explained that $15, 851.31 is the employer portion for Quarter 1 2014 and the second item is for the employee portion for February 2014. The report also shows the proration for each program and the 400-1 program takes the brunt of the allocation. There are two full-time staff and approximately four retirees.
- Mrs. Cartier asked if electricity was over spent; Mrs. Bergeron responded that was correct ($8,791).
- Mr. Hall asked if there were any items that Mrs. Bergeron felt had any cause for concern; Mrs. Bergeron responded that contract costs were high but there were some issues that had to be addressed and interest was budgeted too high. The rates are at an all time low.
- Mrs. Cartier asked about the administrative fee in the HCV Program; Mrs. Bergeron explained that HUD does not give agencies enough and the fee payable this year is approximately 60%.
- Executive Director’s Report
- Status quo in regard to administrative duties
- Current vacancies:
Unit |
Vacancy date |
Anticipated turnaround |
Anticipated rental |
Notes |
18DC |
2/1/14 |
3/31/14 |
4/15/14 |
Unit left with all contents |
16DC |
3/9/14 |
4/4/14 |
4/7/14 |
Offer accepted |
66DC |
3/31/14 |
3/31/14 |
4/30/14 |
Unit abandoned |
54DC |
3/31/14 |
N/A |
4/15/14 |
Offered |
12WM |
3/12/14 |
4/15/14 |
4/30/14 |
Offer accepted |
15WM |
3/31/14 |
4/4/14 |
4/11/15 |
Offered |
- Annual recertification packets have been delivered to tenants; return date effective 5/2/2014.
- Processed two transfers, one move-in and three move-outs.
- Updates to the waiting list are due by April 4, 2014.
- Input twelve new applicants; removed six applicants for no response/no forward.
- Scope of Work for 667-1 GFCI Upgrade due to agency by April 11, 2014.
- Miscellaneous activities:
- Attended two mandatory Capital Improvement Plan sessions to complete plan
- Meeting with Jewell Burke, Project Manager (via telephone) in regard to FISH reports
- Met with Richard Conlon to finalize budget and begin FYE process
- Attended webinar for PHANetwork in regard to changes to software and
- Met with Thomas Boyer, Construction Advisor, to discuss GFCI installation, roof shingles and generator.
- Town of Bellingham installed new water meter at 10 Depot Court on March 17, 2014.
- Administered one New Admission for the MRV Program.
- Processed three Interim Changes, two Annual Reexaminations, two Issuance of Vouchers, one Other Change of Unit and met with eight participants to process Annual Reexaminations for the HCV Program.
- Responses to march 18, 2014 meeting as follows:
- In response to the inquiry regarding fuel stipends, a discussion was broached at the September 13, 2011 meeting which was tabled until October 11, 2011. At the October 11, 2011 meeting, Mrs. Bergeron stated that a fuel stipend was not the Authority policy; mileage will be paid at a rate of $0.45 per mile. Mrs. Bergeron will research the mileage issue.
- In response to the inquiry regarding uniforms, the Massachusetts Laborers’ contract states under Article XVII Safety and Clothing that “The Authority shall provide each employee with seven (7) full uniforms or sets of clothes, one (1) winter jacket, one (1) spring jacket, two (2) sweatshirts, and one (1) coverall per year. The Authority shall further annually reimburse each employee, up to one hundred ($100.00) dollars, for boots purchased upon presentation of this sales receipt for the boots.”
Mrs. Bergeron gave each member a copy of the Laborers’ International Union of North America AFL-CIO contract for the period 4/1/2012-3/31/2015. The contract is only applicable to Mr. Pelletier.
Mrs. Cartier asked how many current vacancies; Mrs. Bergeron replied that there are four current vacancies. Three at Depot Court and one at Wrentham Manor. Two units were offered and refused. Two applicants are moving in; one at each development.
- Mrs. Cartier inquired about the unit that had its contents; Mrs. Bergeron responded that she and the maintenance staff packed and removed all to Savers. There was no monetary gain.
- Mr. Penney asked about the status of the pole lights; Mrs. Bergeron stated that the electrician is scheduled. Mr. Penney, again, asked about the speed bumps. Mrs. Bergeron stated that the mobile bumps are not staying and the state did not recommend asphalt. Mrs. Bergeron will send a notice and order speed limit signs as suggested by Mrs. Kermode.
- Any other business that may legally come before the board
- Mrs. Cartier asked if Mrs. Bergeron could order name plates for Mr. Sposato and Mr. Hall.
Mrs. Cartier asked if Mr. Hall’s term was resolved. Mrs. Bergeron responded that Mr. Hall’s term is for three years due to an error at town hall during the election.
Mrs. Cartier asked that Mrs. Bergeron give the board a list of meetings or seminars in with the regular board packets.
Mrs. Bergeron stated that she is going on vacation the week of April 21-25, 2014.
- Mrs. Cartier requested a copy of the key to the office and the Community Room be given to each board member. Mrs. Bergeron stated that it is illegal to give keys to board members. Mrs. Cartier stated she would check with Mr. Conlon in regard to this. Mrs. Bergeron will check with Mr. Pelletier, the DHCD Asset Manager.
- Next meeting will be May 13, 2014 at Depot Court.
- Motion to adjourn made by Mr. Hall, seconded by Mrs. Lavallee, all in favor,mMotion carried.
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