1/14/2016 HOUSING AUTHORITY Minutes

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Botsford reported that one unit has not been occupied long, so it should be an easy turn-over, but the other has original flooring, so new VCT will need to be installed throughout the unit. Mrs. Botsford stated that we have the forms from TD Bank to add Melissa Phillips as a signer. All board members, and Mrs. Botsford, have to sign the forms and Mrs. Botsford will get them to the bank. A motion was made by Jill Allen and seconded by Melissa Phillips to accept the Treasurer's Report as presented. The motion was adopted. EXECUTIVE DIRECTOR'S REPORT&UPDATES: Mrs. Botsford stated she had mailed her report for December and had the following additions: • After my meeting with Lynne Waterman and Darlene Perkins at the Senior Center about a potential new CPC program for repairs at elders' houses, Lynne did get back to me and there is an interest in doing this program. I will work on this in the next few months, if the board would like me to pursue it. There are other towns that have a similar program. • The first`meeting of the MassNAHRO subcommittee with DHCD to work on streamlining management agreements was held last month. Our first meeting is next week. • UAP was done yesterday. There were a couple questions the auditor had for the Fee Accountant (Tom was not here) so they are going to follow up on that. There were also a couple minor problems with review of some files with regards to Lease Addendums missing (addendums sent to tenants to sign but were never returned). That problem has been corrected and I've given Carol a spreadsheet to use to keep track of Lease Addendums being signed/returned to the office so that we can make sure this doesn't happen again. The auditor also suggested to put one other column on non-salary staff time sheets to indicate the time into work and the time left work. This change has been implemented right away. The auditor is going to get back to me about any outstanding questions and I expect an audit report shortly. • The annual Asher's Path audit is under way • Great Cove Community had a review this past week. There were no findings. • Sherrie will be attending LIHTC training later this month. • I've been asked to sit on a panel at the New England NAHRO conference the first week in February regarding housing authority collaborations, so I'll be going to that conference. • 1099s and W-2s for 2015 have all been issued. • Today we had a luncheon for Homeyer Village residents to celebrate the property, which opened 25 years ago. The first resident to move into the building still lives at the property. • We received notification from the CPC that our Housing Assistance Program has been approved for three years at $110,000 per year(letter dated December 21, 2015 distributed). OLD BUSINESS: a) Fiscal year 2016 Budget: Mrs. Botsford reiterated the phone conference she and the Fee Accountant had with DHCD. The budgets presented tonight represent DHCD's agreement to increase their proration of the Executive Director salary by 6%. After review, a motion was made by Kevin Shackett and seconded by Melissa Phillips to approve the updated 4001 budget and submit it to DHCD for final approval. The motion was adopted. A motion was made by Melissa Phillips and seconded by Jill Allen to approve the updated MRVP budget and submit it to DHCD for final approval. The motion was adopted. Certifications were signed and Mrs. Botsford will submit to DHCD. b) Executive Director annual evaluation: The chairperson collected the evaluation forms from board members and reported that in every category the Executive Director either meets or exceeds expectations. There were no concerns at all. The chair then went on to explain that the board wished to issue a merit bonus to Mrs. Botsford. Per her contract, Mrs. Botsford is eligible for an annual bonus based on the housing authority receiving an incentive bonus payment after the Page 3 of 4