6/11/2015 HOUSING AUTHORITY Minutes

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out soon giving instruction on calculating this and allowing for an exemption to the next budget submitted. New and some existing Executive Directors are expected to get a raise. ➢ FY 2016 Budget guidelines are expected to be issued July 1, according to DHCD. This is highly unusual, as BG in the past have not been issued until much later. ➢ Agreed Upon Procedures (single audit) have been piloted in a few agencies and DHCD is expected to start implementing the requirement for all HAs to start the process during this coming fiscal year. ➢ The Centralized Waiting List is being piloted soon and DHCD is hoping to roll it out this fall. ➢ Required Board member training is also on the horizon and is expected to be a web - based training and test. OLD BUSINESS: none NEW BUSINESS: a) Capital Improvement Plan Approval (FY 2016.._=2020): Mrs. Botsford started by reviewing the status of the Fiscal Year 2015 Capital Improvement Jobs. She then presented the proposed Capital Improvement Plans for Fiscal Years 2015, 2017, 2018, 2019, and 2020. She notified the board that residents had been notified of the plan and a meeting was held today with interested residents. All residents who attended (3) were very happy with the plan. A motion was made by Ms. Allen and seconded by Ms. Phillips to approve the Capital Improvement Plan for Fiscal Years 2016-2020 and submit it to DHCD for final approval. The motion was adopted. b) Waiting List Openings: Mrs. Botsford placed this item on the agenda because three lists have been closed for quite some time and not only have the lists gotten shorter, but with the new Centralized Waiting List expecting to open later this year, all waiting lists will need to be opened for that. After a short discussion, a motion was made by Ms. Allen and seconded by Ms. Phillips to open the waiting lists for the 667 non -elderly, the MRVP Project Based one bedroom and the MRVP Project Based two bedroom, The motion was adopted. Mrs. Botsford will place the advertisements in the paper. c) Net Metering Opportunities: Mrs. Botsford had distributed the proposals that she received and explained DHCD guidance, as issued in Public Housing Notice 2015-01 in January. Mrs. Botsford has received telephone calls and emails from several companies over the past six months wanting to contract with us. She contacted all of them and asked them to provide a proposal no larger than three pages including what housing authorities they have worked with so far. She also indicated to the companies that they must be willing and able to sign the DHCD contract. She got three responses and these are the proposals she provided to the board. After discussion, a motion was made by Ms. Allen and seconded by Mr. Shackett to execute the DHCD contract with Nexamp. The motion was adopted. d) Procurement. Policy Update: Mrs. Botsford had distributed a newly drafted Procurement Policy. She explained that although the MHA's existing policy was good, the one being proposed now is much more complete and has been accepted and approved by DHCD, It clearly outlines all of the housing authority's requirements under Mass General Law Chapter 30B and Chapter 149. . A motion was made by Mr. Shackett and seconded by Ms. Allen to approve and adopt the new Procurement Policy. The motion was adopted. e) Assistant Treasurer vacancy to be filled: Mrs. Botsford noted that there is a vacancy to fill for Assistant Treasurer. A motion was made by Mr. Shackett and seconded by Ms. Allen to nominate Ms. Phillips to fill the vacancy. There being no other nominations and Ms. Phillips agreeing to accept, the motion was adopted. Page 3 of 4