REGULAR MEETING

PROVINCETOWN HOUSING AUTHORITY

Wednesday, February 5, 2003

 

 

A regular meeting of the Provincetown Housing Authority was called to order by

Margaret Carroll-Bergman, Vice Chair, on Wednesday, February 5, 2003 at

5:18 p.m. in the Maushope Common Room at 44 Harry Kemp Way, Provincetown, Massachusetts.

 

 

 

PRESENT:                Margaret Carroll-Bergman, Vice Chair

                        Michael Bunn, Treasurer                     

                        Brenda Haywood, Vice Treasurer

                        Robert Cabral, Commissioner

                        Patrick J. Manning, Executive Director

                        Lucy Singer Farkas, Recording Secretary

 

                        Mark LaTour, Deputy Director Community Development

                        Terry Nesbit, Local Housing Partnership

                       

 

ABSENT:            None

 

AGENDA:

M. Bunn asked that a discussion of State budget cuts be added under New Business.

            Motion by M. Carroll-Bergman to approve agenda with addition, seconded by

B. Haywood.   

                                                                                    VOTED: Unanimous to approve                                                                                          agenda with addition.

 

AFFORDABLE HOUSING TRUST FUND: 

M. Bunn recused self from meeting during discussion of this item to avoid any appearance of possible conflict of interest due to his employment.

 

M. LaTour advised that he has begun a draft of policies and procedures for the administration of the Trust.  Has examined the Falmouth County Trust set-up which is quite informal, and will be looking at other municipalities for more input and will relay this information back to the PHA and LHP Boards as received.

 

ED asked if Falmouth has possession of their Trust Fund money or if it is under Town auspices.

 

M. LaTour to clarify.

 

M. Carroll-Bergman asked if M. LaTour has discussed with the Provincetown Town Counsel.

 

M. LaTour responded that he had not as it has been difficult getting the needed approval from the Town Manager to seek Counsel’s advice due to cost factors.  Town has asked for more information from the PHA and the LHP before involving Town Counsel.

 

M. Carroll-Bergman advised that she will shortly be meeting with the Rhode Island Director of Housing to discuss their Trust Fund process.

 

ED said he is, also, trying to obtain materials from other LHA’s re, their Funds management,

 

M. LaTour stated that one possible use of Trust monies was for an engineering study of 100 Alden Street relative to affordable housing development on that property.  Barnstable County funds may be available up to $5000.00 if the Town can come up with matching funds.

 

R. Cabral questioned whether at this point the Trust can approve such an expenditure as no procedures have yet been worked out; he does, however, support the concept.

 

ED agreed that expending funds without mechanics in place is not appropriate.  Suggested that LaTour contact the MHP for matching funds for the proposed

Alden Street study; ED will make contact with Ann Houston of that agency on his behalf.

 

M. Carroll-Bergman said the LHP Board has to be consulted first.  Also suggested that other funding sources be investigated.

 

ED asked if Barnstable County monies will be awarded on a first come first served basis.

 

M. LaTour said “yes”, but the matching funds must be in place first.

 

M. Carrroll-Bergman asked Terry Nesbit if the LHP Board might agree that this was something within the purview of the Trust Fund..

 

T. Nesbit says she does not see as being inimical to the mission of the Trust.

 

ED reiterated that there cannot be a commitment at this point and that he will assist in trying to find other sources for matching funds.  Said there will be on-going meetings between the PHA and the LHP Boards to work on Trust protocol.  The next LHP meeting is scheduled for February 21st.  Once information is gathered both full Boards to meet on a regular basis. 

B. Haywood agreed to represent the PHA Board at the Feb. 21st LHP meeting.

 

M. Bunn returned to the meeting at close of discussion of the AHTF.

 

 

PUBLIC STATEMENTS:   None.

 

APPROVAL OF MINUTES: 

                       Motion by M.Bunn to approve minutes of  January 8, 2003 and

 January 17, 2003 as presented, seconded by R. Cabral.

                     

                                VOTED: Unanimous to approve       

                             Minutes of Jan. 8 and Jan. 17 2003   as presented.

 

                                                           

FINANCIAL REPORT:

Board reviewed Financial Report for December 2002.

M. Bunn asked about the septic/sewage account.

 

ED said he has contacted John Gannon of DHCD re. same but no chance yet to fully discuss.  John did see the reserve as acceptable but warned about looming budget cuts.

 

M. Bunn asked about possible cuts in the PHA Operating Reserve.

ED said this is possible.

 

M. Bunn reminded that the vote to establish the Restricted Reserve for septic/sewage was made quite some time ago by the Board.

ED said that DHCD approval is required before submission of request because it was not submitted as part of the PHA’s FY2003 budget.  It will be a separate account but State needs to approve first.

 

M. Bunn commented that that Authority is looking at a possible loss of app. $60,000.00.

 

M. Carroll-Bergman asked if the Authority has a lobby group.

ED said that John Gannon the DHCD Asset Manager is our “lobbyist”.

 

M. Bunn asked about the high cost of Extra Maintenance.

ED said he believes the purchase of eight new stoves for Maushope is included in this line item but he will clarify with Accountant.

 

M. Bunn asked about Emergency Repairs and Contract Costs; what is included under these line items?

ED to clarify with Accountant and report back.

                       Motion by M. Bunn to accept the Financial Report with clarification, seconded by B. Haywood.

                                                                        VOTED:  Unanimous to approve                                                                                   Financial Report with                                                                                                     clarifications.

 

  

DIRECTOR’S REPORT:

I.              DHCD:

         A.  Atrium Windows- - Board reviewed copy of E-mail between M. Bunn and

               John Gannon.  State to send Tom Hackensen, State engineer, to Maushope

                to re-examine possible corrective options.  Possible combination of new

                walkways and closing in and/or adding new windows.

 

               M. Carroll-Bergman said it was her understanding that the walkways had

               been left open because of fire safety concerns.

               ED said windows were changed after the Maushope fire,  Solid walkways

               would mitigate effect of another fire.

 

               R. Cabral asked if tenants had a preference.

               ED said all viable options will be presented to the Tenant Association.

 

               M. Carroll-Bergman suggested that the Fire Chief be present at that TA

               meeting.

 

               Towanda McClure, tenant, stressed the need for a corrective action that

                would not eliminate light.

 

                M. Bunn said the Board should wait for engineer’s report, however he

                doubts if the State will pay for alterations.

                ED said if safety risks are posed the State may be willing to provide some 

                funding.

 

         B.  FY2002 and FY2003 Budgets—ED said the sign-off page for the FY2002

               budget has been mailed to DHCD and the return of the official stamped

               copy is awaited.  The FY2003 budget has been submitted electronically.  ED

               assured by John Gannon that approval of same will not be too long in       

               coming.

 

 

 

 

II.  MAUSHOPE:    

         A. Elevator--There has been a delay in signing contract with ThyssenKrupp as

              original contact person no longer with company.  Thysssen wants a five year

              contract .  ED said he is leery about such a long commitment but the

              Company has been highly recommended by the Town.  ED recommended

              that Board approve contract.

 

              M. Carroll-Bergman asked if it were possible to get a shorter contract.

              ED will clarify with Company but feels Thyssen trying to protect against

              extraordinary expenses the first year of coverage with no guarantee that the

              Authority will re-new contract.

 

         B.  Handicapped Unit--State has advised  that the only way a non-Elderly

               tenant can occupy the unit is if the four units for under 60/Disabled were not

               at full census.  ED is still recruiting for appropriate tenant.  Advises that as

               per State requirements the window locks must be replaced, or repaired in

               order to meet ADL requirements.

 

           C.  Census is 23 of 24.

 

III. FAMILY HOUSING:

         A.  Census is 9 of 9.      

              

 

IV. FOLEY HOUSE:

         A.  Shelter Plus and Care Grant Extension/Renewal—ED advised that the

               ten year grant is up in 2004 although there is some confusion re. the actual

               grant award date.  The HUD contract says from the date the award was

               signed.  The Authority can go for an extension of the contract if there

               remains enough money in the grant to do so.  Otherwise, will have to seek a 

               renewal.

 

               HUD advises that only an extension is necessary.  This would be for five

               years, from 2005 to 2009.  If FH runs out of money before 2009 the

               Authority can file a letter of intent with HUD for additional funding.  Going

               for an extension will allow the Authority to put in for a fair market rate in

               2004.  Says the Authority has substantial material to justify a State increase.

 

        B.  Census is 10 of 10. 

 

V. OTHER: 

          A.  ED Contract--M. Bunn advised will try to get resolved by next meeting.

       

          B.  Staff Raises--The FY2003 budget has reflected a 4% increase for PHA

               Bookkeeper, Maintenance Person, and Secretary.  ED recommends that

               same be approved by the Board, retroactive to Oct. 1, 2002.  Board must

 

              vote to approve salary increases.

 

                  Motion by M. Bunn to approve 4% salary increases for staff to include Bookkeeper, Maintenance Person and Secretary, retroactive to Oct. 1, 2002, seconded by R. Cabral.

 

                                             VOTED:  Unanimous to                                                approve 4% salary increase                                        for Authority staff, retro-                                                     active to Oct. 1, 2002.

 

          

             M. Bunn asked if the Bookkeeper is under a separate contract.

             ED says he is included in the budget as an employee of the PHA and is on the

             PHA payroll.  He will clarify with Bookkeeper if he can be listed as an 

             employee in some other manner.

 

       C.  Legislative Up-Date--To be discussed under New Business.

 

        D.  Historic District Designation--Foley House has been notified it is included

               in the local Historic District.  Requires no action on the part of Authority.

 

               R. Cabral said he is unhappy with the designation as it may eventually

               require conditions being placed on the property by the Town.

 

               M. Carroll-Bergman asked if FH had a handicapped ramp.

               ED advised rear has handicapped access.  Says there is a Public Hearing of

               the Historical Commission re. Historical District on Feb. 11; Board

               members may attend as individuals or in their capacity as Commissioners of

               the PHA.

 

 

OLD BUSINESS:

       A.  Creek Road--ED advised that Town may likely recoup the funds set aside for

             remediation of the property to be used instead towards the Town deficit. 

             PHA has not as yet received official notification of this action.

 

             M. Bunn suggested accepting the property anyway; could be used as a

             “bargaining chip” for other Town parcels.

 

              ED said the property is of use to the Authority only if an abutting land parcel

              can be acquired.

 

              R. Cabral asked if the PHA did own the property would there be an onus on

              the Town to provide remediation.

    

 

             ED said if neighbors threatened a lawsuit the Town would have to address.

 

             M. Carroll-Bergman opined that the land would allow for needed set-backs to

            develop abutting parcels assuming the PHA can secure those.

 

            M. Bunn asked if the Town gives the property to the PHA can it be sold? 

            Money realized could be used for development elsewhere in Town.

 

             R. Cabral said the abutter is not willing to donate the land but will entertain

             an offer to buy.     

 

             ED said the Authority needs clarification from the Town re. the property and

             will write to Town for same.

 

 

              B.  Affordable Housing Trust Fund--Previously discussed.

 

             C.   44 Harry Kemp Way--Contract for engineering studies has been signed

                    with the MHP.  Coastal Engineers has done a site visit and currently working

                    up a report.

 

    

             D.  Tax Title Properties--Still a waiting game.

 

             E. State Surplus Lands--Board reviewed memo from DCAM which, in effect,

                 negatively responded to the PHA’s getting any State lands.  ED reported that

                 he has talked to Paul McPartland at the DHCD who will bring the PHA’s

                 interest in the land back to DCAM.  The new State Administrator is eager to

                 improve affordable housing stock State-wide.  DCAM, thus far, has remained

                 firm that F & W presented a large amount of information and research to

                 buttress their case for the lands.  DCAM will review the commitment to

                 F & W but McPartland feels it is a “done deal”.  Suggests going through other

                 avenues may be more viable.

 

                 Rep. Gomes has been apprised of the situation and ED will follow up with her. 

                 Too, Sen. O’Leary will be meeting with the Board re. same at a special 

                 meeting on the 12th.

 

                 R, Cabral suggested that the Board have a direct discussion with F & W.  He

                 feels their budget cannot support all the acreage and that they may be willing

                 to compromise with the Authority.  Says F & W also owns app. 64 acres on

                 Shankpainter Road.  Suggests contact with Cumberland Farms about a piece of

                 land behind their establishment.

 

                 M. Bunn said he will follow-up to get ownership information from the tax rolls

                 on who owns the parcel.

 

                                             

NEW BUSINESS:

      A. State Appointee—Board asked to identify replacement for State Appointee to the

           Board.  M. Bunn suggested someone with legal/financial background would be

           good.

 

      B.  State Budget Cuts—M. Bunn reported that the State plans a five million dollar

            reduction from affordable housing operating and capital reserves.  Fears this

            would put at risk the PHA reserve of app. $60,000.00 and suggested discussing

            this with Sen. O’Leary at the up-coming Special Meeting.

 

            ED advised that the PHA Accountant has told him that in a previous situation

            wherein the State took back housing reserves LHA’s prevailed in their lawsuit and

            monies had to be repaid to the LHA’s.

 

APPROVAL OF VOUCHERS:

Board reviewed check vouchers and checks presented for signature.                                                  

                     Motion by M. Bunn to approve vouchers as presented, seconded by

R. Cabral.

                                                       VOTED:  Unanimous to

                                                          approve vouchers as                                                              presented.

                                          

 ADJOURNMENT:  The next Regular Meeting of the Board was set for Wednesday, March 5, 2003 at 5:15 p.m. in the Maushope Common Room.

There being no further business a motion to adjourn was made by M. Bunn, seconded by R. Cabral.  Unanimous to adjourn at 7:00 p.m...

 

Respectfully submitted,

 

 

 

Lucy Singer Farkas

Recording Secretary