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News/Events - Meeting Minutes

Call to Order: 6:00 PM

Present: Patricia Butler
George Trafton
John Zigouras
Mary Dean
Maryanne Lewis (arrived at 6:15PM)
Absent:

Also Present: Kathy DeMarsh, Executive Director and Secretary to the Board

Bills and Communications

On a motion by George Trafton, seconded by Patricia Butler, it was unanimously
Voted: To accept the April 13, 2010 Regular Meeting Minutes as
written
Ayes: 3 Nays: 0 Abstained: 1

On a motion by George Trafton, seconded by Patricia Butler, it was unanimously
Voted: To acknowledge receipt of the Maintenance Report for May, 2010
Ayes: 3 Nays: 0 Abstained: 1

On a motion by Patricia Butler, seconded by George Trafton, it was unanimously
Voted: To acknowledge receipt of the Reconciliation Reports for April 2010
Ayes: 4 Nays: 0 Abstained: 0

On a motion by Patricia Butler, seconded by George Trafton, it was unanimously
Voted: To acknowledge receipt of the Monthly Financial Reports for
March 2010 (Cost Comparatives, Schedule of Non Routine Expenditures)
Ayes: 4 Nays: 0 Abstained: 0

On a motion by Maryanne Lewis, seconded by George Trafton, it was unanimously
Voted: To acknowledge receipt of the Director’s Report for May, 2010
Ayes: 5 Nays: 0 Abstained: 0

Old Business
Central Park Discussion
Stephen Gardiner was scheduled to attend the meeting to discuss what he planned to present to the Council on Aging at a future meeting. Mr. Gardiner canceled due to illness.
Commissioner, Patricia Butler requested that the Director contact Stephen Gardiner to request that he email an outline of what he plans to present to the Council on Aging. In addition, inquire if he has any information on where the funding for this project might be coming from.

The Executive Director advised the Board that she had spoken with Pam Davis, Chair of the Council on Aging and that Ms. Davis had presented the SHA’s request to be on the Agenda of the COA’s next meeting. The Board members at the Council on Aging showed little support in partnering with SHA in conjunction with the Central Park Assisted Living project. Ms. Davis offered to put SHA on the agenda at the next regularly scheduled meeting in June if the Board of SHA is still interested. After a brief discussion, the Board advised the Director to inform Pam Davis that SHA is undecided at this time.

As a result of the previous Board meeting of SHA in April, the Board requested that the Executive Director research the Sick Time Accrual section of the Personnel Policy to find out if Housing Authorities are mandated by the Commonwealth of Massachusetts Regulations or if this is determined by the Board of the Housing Authority. The Director
provided each member with a copy of this section of DHCD’s policy on sick time accrual. After careful review and some discussion on updating or changing this section of the Personnel Policy, this item was tabled for further confirmation on the legality of the change and its jurisdiction over current employees.

At the meeting in April, Commissioner, Patricia Butler requested to see a copy of the ruling referencing the $1,000 Incentive to Employees who choose to be insured through a spouse’s insurance plan rather than use the Housing Authority’s insurance. The Executive Director provided a copy of this to each of the members of the Board. After careful review and discussion, this item was tabled for further confirmation of whether SHA is bound to offer this incentive.

The Executive Director advised that it would be a good opportunity to invite Patricia Grace, Esq., attorney for the Housing Authority to present a Board Training at an upcoming meeting, as we have a new member and some recent members who have not received any training. The Board of Commissioners agreed and advised the Director to extend the invitation to Attorney Grace.

New Business

Reorganization of Board Members
As Commissioner Lewis had to leave the meeting at this time, she made the following motion.

On a motion by Maryanne Lewis, seconded by George Trafton, it was unanimously
Voted: To table the reorganization of Board members to the next meeting
Ayes: 5 Nays: 0 Abstained: 0

The Board was presented with a Memo from the Modernization Consultant, Ric Mahoney, referencing the Water Booster Pump System at Central Park and the state of the system. Included in the memo packet was the Request for Proposals, (the scope of work and the specification for the upgrade), a summary of the three proposals received and Mr. Mahoney’s recommendation. After review, motion was made to award the contract.

On a motion by John Zigouras, seconded by George Trafton, it was
Voted: To award the Contract for the Supply and Installation of a New Water Booster Pump System at Central Park to John Hoadley Plumbing and Heating Inc, in the amount of $17,348.00
Ayes: 3 Nays: 0 Abstained: 1

Upon Commissioner Butler’s vote, Chairperson, Mary Dean requested that Patricia Butler advise the Board of her reason for abstaining. Ms. Butler felt that there was a possible conflict of interest, specifically that the plumbing contractor chosen might have a relation to one of the staff members. The Chairperson advised the Executive Director to inquire about the possible relationship, and that the vote would stand as noted, with the condition that Hoadley was not related to any staff member.

*The following day, the Executive Director made the advised inquiry. She informed Chairperson, Mary Dean and Commissioner, Patricia Butler that there was no relation. Chairperson, Mary Dean came to the office and signed the contract.

The Executive Director provided the members of the Board with a handout of the changes included in the New Open Meeting Law. She asked the members to review and bring any questions or comments to the next meeting.
Discussion took place on a convenient time for all members to attend regular meetings.
It was agreed that the next meeting would be scheduled for June 8, 2010 at 5:30PM upon confirmation with Commissioner Lewis.

On a motion by Mary Dean, seconded by George Trafton, it was unanimously

Voted: To adjourn the meeting, the time being 7:18 PM
Ayes: 4 Nays: 0 Abstained: 0

(Seal) ___________________________________
Kathy J. DeMarsh, Secretary