REGULAR MEETING

PROVINCETOWN HOUSING AUTHORITY

Wednesday, June 11, 2003

 

 

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

Margaret Carroll-Bergman, Chair Pro Tem, on Wednesday, June 11, 2003 at

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

 

 

 

PRESENT:                Margaret Carroll-Bergman, Chair Pro Tem

                        Pam Parmakian, Commissioner

                        Arturo Alon, Commissioner

                        Patrick J. Manning, Executive Director

                        Lucy Singer Farkas, Recording Secretary

 

ABSENT:            None

 

AGENDA:            Motion by A. Alon to approve agenda as presented, seconded by

P. Parmakian.  

                                                                                    VOTED: Unanimous to approve                                                                                          agenda as presented.

 

 

PUBLIC STATEMENTS:   None

 

APPROVAL OF MINUTES: 

                            Motion by P. Parmakian to approve minutes of May 7 and

 May 21, 2003, seconded by M. Carroll-Bergman,

                                VOTED: Unanimous to approve       

                             Minutes of May 7, and

                        May 21, 2003 as presented.

 

 

 

FINANCIAL REPORT:

Board reviewed Financial Report for April 2003.

ED reported that he clarified with Accountant certain points raised by the Board last month:

Because no cash flow statement is provided the State requires the “disclosure” statement

contained in Accountant’s cover letter.

 

Item 3690-Other:  included here are cable and laundry.  Accountant to move cable expenses to Item 3120-Excess Utilities in future Financial Reports.

 

Item 6210-Workmen’s Comp:  Mass NAHRO, the State organization that provides WC to LHA’s conducts an audit every two years.  The recent audit called for additional payments by the PHA for WC to reconcile the account.

 

P. Parmakian commended Accountant for the quality of report which was a hard copy received via mail.  ED advised that in order to get the E-mail copies he will have to purchase the necessary software.

 

In response to a concern by M. Carroll-Bergman about depletion of accounts, ED explained that “Operating Receipts” represents monies coming into the Authority, not expenditures.  ED explained the DHCD formula for calculation of the Pro Rata percentage.

            

               Motion by P. Parmakian to accept the Financial Report as presented, seconded by A. Alon.

 

                                                                        VOTED:  Unanimous to approve

                                                                         April Financial Report as                                                                                                        presented.                             

 

 

DIRECTOR’S REPORT:

I.              DHCD:

         A.  Atrium Windows- - ED advised that the State requires a Board vote to

               accept the DHCD award for atrium remediation.

                    Motion by A. Alon to accept award from the DHCD for remediation

                of the walkways at Maushope, seconded by P. Parmakian.

 

                                    Voted:  Unanimous to accept                                              award       from the DHDC for                                                 remediation of walkways at                                                   Maushope.  

 

 

           B.   FY2003 Budget--John Gannon, DHCD Asset Manager has advised that

                  the 2003 budget has been approved and sent on for State stamp.

           

                P. Parmakian asked to get a copy of the annual budget and ED will so 

                provide to the Commissioners.

 

          C.  FY2002 Subsidy Overpayment--Has been negotiated down by the      

               Accountant but the Authority will have to return an overpayment of app. 

               $8000-$9000.  Accountant advises withholding reimbursement until                      

               FY2003 budget is officially approved by the State.

 

 

   II.  MAUSHOPE:    

         A. Elevator—ED advised that since signing the contract with ThyssenKrupp he

             discovered that the contract with Associated is still in force because of an

             automatic renewal clause.  The contract is in effect until 2005 and Associated

             is not amenable to letting the PHA out of same.  Contract cost is $78.00 per

            quarter plus payment of a disputed outstanding bill of app. $1200.00. 

            In an effort to retain PHA business, Associated has offered a more liberal

            contract in line with what ThyssenKrupp is offering.  They are willing, too, to

            waive the outstanding $1200.00.  ED acknowledges he has already signed

            contract with Thysssen but that they have not yet been paid.  He has tried to

            contact their contract rep who is currently on vacation to determine their

            willingness to negate contract.  He will, also, contact the PHA Attorney re.

            legal ramifications. 

           

            M. Carroll-Bergman asked about the possibility of keeping contract with

            Thyssen but having Associated do the quarterly lubrication.  Asked ED to

            check further re. possible escape clause in the Thyssen contract.

 

           P. Parmakian said Associated seems to be offering the Authority considerable

           financial inducement to remain with their company; that being the case she

           would favor remaining with Associated.         

 

      B.  Septic System--Wind River Environmental has twice shown up to repair

            pump floats but on each occasion their electrician failed to bring the necessary 

            equipment with him.  This has delayed repair of the system and necessitated

            additional  pumping.  Wind River said they will absorb the pumping cost.   

           Although not happy with the Company, ED says there is no alternative on the

           Cape. 

           M. Carroll-Bergman asked about the Restricted Reserve funds to be set aside

           for septic/sewerage; would repair costs come from this reserve?

 

           ED said that although money has been earmarked for same the Reserve has not

           been set up.  Likely some monies to have been set aside for this purpose will

           have to be used for the septic repairs.

          

 

 

         C.  Hot Water Tank—ED keeping up-dated with F.A. Days re. possible    

              system flaw.  Item to remain on agenda until there is a final

              resolution of matter.

 

         D. Apartment Fire Extinguishers—ED advised that cost for individual fire

              extinguishers is $24.00 per unit with a $28.00 per hour installation cost.  Jim   

              Turner may be able to do the installation.  Company will provide  group  

              training for $150.00.  App. cost for Maushope and Family units is $1500.00.

             

              A. Alon asked ED to check on a fire extinguisher for the Foley House attic.

 

              In response to a question from M. Carroll-Bergman, ED advised that Perry &

              Sullivan has the contract and will be providing units and installation as

              needed.

                 

 

       E.  Air Conditioners—ED advised that two tenants have asked to have air

            conditioners installed in their units.  Policy has been to approve such requests

            for medical needs only with tenant assuming cost of air conditioner and

            installation.  ED has concerns with cutting large holes in exterior walls to

            accommodate units and is exploring a system that requires a much smaller

            venting hole and is considering mandating tenants use such a system unless

            they have already purchased a standard-in-wall unit.  Tenants are allowed

            to install in-window systems, which do not require medical authorization.

 

            Board discussed policy for air conditioning with general feeling that tenant

            comfort should be considered in addition to “reasonable accommodation” for

            medical needs.  Concern voiced over increased electricity costs for Maushope

            which must be borne by the Authority.  Board discussed unit types and

            P. Parmakian to investigate non-venting systems. 

 

            ED said Board should discuss further and vote on an official policy.  He will

            check with the PHA Attorney re. drafting a policy.

 

         F.  Census is 24 of 24.

 

 

II. FAMILY HOUSING:

         A.  Inspections--Several tenants have failed to correct deficiencies noted and

               ED has scheduled them for personal conferences.

 

         B.  Census is 9 of 9.      

               

IV. FOLEY HOUSE:

         A.  Shelter and Care Grant Extension/Renewal and HUD Subsidy

              Payment--To be submitted by end of December with request for Fair

      

              Market increase.

 

        B.  Census is 9 of 10.

              M. Carroll-Bergman asked if tenants were townspeople.

              ED said generally yes, or have some ties to Provincetown.

 

V. OTHER:  None.

 

OLD BUSINESS: Because Commissioner Bergman had to leave the meeting early, leaving no quorum, discussion on Old and New Business was tabled.  Chair Pro Tem Bergman did ask that ED invite former Commissioner Robert Cabral to the meeting with Cumberland Farm officials on June 17th.  ED has already done so.

                     

 

APPROVAL OF VOUCHERS:

Board reviewed check vouchers and checks presented for signature.    ED advised that Authority received water bills this period and, thus, water expenditures very high.

M. Carroll-Bergman asked if the PHA pays water costs for the Family Units.

ED said “yes”.  One unit appears to have unreasonably high usage and he is to discuss with tenant.

 

P. Parmakian asked if the Authority pays electrical for Family Units.

ED said only for outdoor lighting.

                     Motion by P. Parmakian to approve vouchers as presented, seconded by

A. Alon.

                                                       VOTED:  Unanimous to

                                                          approve vouchers as                                                              presented.

 

ED reminded Board of up-coming meetings.  A Board Work Session is set for Wednesday, June 18 at 3:00 p.m..  On Monday, June 23 at 6 p.m. there is a Joint Meeting with the Board of Selectmen.  Next Regular Meeting scheduled for Wednesday, July 2 at

5:15 p.m.  Commissioner Parmakian advised she will not be available on that date and meeting may have to be rescheduled unless a fourth Board member has by then be appointed and sworn in.

                                            

ADJOURNMENT:  There being no further business a motion to adjourn was made by

P. Parmakian, seconded by  A. Alon. Unanimous to adjourn at 6:20 p.m...

 

Respectfully submitted,

 

 

Lucy Singer Farkas

Recording Secretary