REGULAR MEETING

PROVINCETOWN HOUSING AUTHORITY

Tuesday, April 6, 2004

 

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

Margaret Carroll-Bergman, Chair, on Tuesday, April 6, 2004 at

5:15 p.m. in the Maushope Common Room at 44 Harry Kemp Way, Provincetown, Massachusetts.

 

PRESENT:                Margaret Carroll-Bergman, Chair

                        Teri Nezbeth, Vice-Chair

                        Arturo Alon, Vice-Treasurer

                        Patrick J. Manning, Executive Director

                        Lucy Singer Farkas, Recording Secretary

                       

ABSENT:            None

 

AGENDA:

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

            T. Nezbeth.         

                                                                                    VOTED: Unanimous to approve                                                                                          agenda as presented.

PUBLIC STATEMENTS:  None

 

APPROVAL OF MINUTES:

T. Nezbeth noted that date for buses to Boston (under Public Statements) should be March 11, not as noted in minutes.

   Motion by A. Alon to approve Minutes of Regular Meeting with correction and Executive Session of March 3, 2004, seconded by T. Nezbeth.                                                         

                                VOTED: Unanimous to approve       

                             Minutes of Regular Session with                           correction and Executive Session                                       of March 3, 2004.                                                                                                                                                              

FINANCIAL REPORT:

Board reviewed and discussed the Financial Report for February 2004.

A. Alon noted that the Cash Balance was down almost $22,000.00 over previous month.

 

ED said this amount will go up as the State subsidies come in.  The Authority is owed subsidy monies for 2003 and for 2004; no payments from the State for app. 5 months due to State’s low cash flow.  ED has been using income from rents and from other reserves to pay bills until subsidies begin coming in.

              Motion by A. Alon to accept Financial Report as presented, seconded by T. Nezbeth.

                          

                                                                        VOTED:  Unanimous to approve

                                                                         February 2004 Financial Report                                                                                    as presented.                         

 

 

DIRECTOR’S REPORT:

I.              DHCD:

         A.  Atrium Windows- -Contract with Vareika Construction has been signed 

               and work begun; to be completed within 90 days.  Contractor to set-up each

               day no earlier than 7: 30 a.m. and to start daily construction at 8:00 a.m.

               ED to begin billing State for reimbursement of expenditures laid out by the   

               Authority.

 

 

                     

        B.   FY2004 Budget--Written approval of the FY2004 budget has been received  

               from the State.

     

 

II.  MAUSHOPE:    

         A.  Hot Water Tank--Still awaiting water test results.

 

         B.  Annual Rent Re-Certification--Maushope recertifications have been

              completed, except for one tenant who is awaiting his tax statements.  Tenants

              have been notified of rent changes; a decrease in rent becomes effective

              April 1st, rent increases become effective May 1st.

 

         C. Annual Apartment Inspections--Have been completed.  Only two units did

             not pass because of various safety and sanitary issues.  Those tenants have

             been advised accordingly and a re-inspection to follow for compliance.

 

         D.  Atrium Construction--Has begun (see above).

 

         E.  Census is 24 of 24.  

                 

III. FAMILY HOUSING:

         A.   Annual Inspections--Inspections of units completed.  Most were generally

                in good shape and for those units which showed violations tenant will be

                so notified in writing.

 

         B.   Annual Rent Re-certifications--Materials have been mailed to Family

                Tenants and rent reviews to be completed by April 30.

 

          C. Census is 9 of 9.

 

 

IV.  FOLEY HOUSE

           A.  Shelter + Care Grant Extension/Renewal--Paper work has been

                 submitted to HUD.

 

          B.   FH Evictions—ED up-dated Board re. evictions at Foley House.  He is to

                appear in Court tomorrow relative to the two tenants charged with drug

                possession.  Because the criminal matters have not yet been resolved, ED is

                unsure of what will transpire relative to the evictions.

                ED further advised that one of these tenants subsequently had an altercation

                in House with another resident who pressed assault charges and

               subsequently obtained a Restraining Order ordering other resident to vacant

               premises.  Arrangements have been made by ASGCC to secure temporary

               lodgings for this individual until further action can be taken on the RO. 

               The tenant who allowed unauthorized residency of a friend has vacated his

               unit.

               Prospective residents are being screened.

 

          C.  Census is 8 of 10.

 

                 

V.  OTHER

           A.  ED Contract – ED has not yet had time to put together information on

                retirement benefits for consideration of inclusion in his contract.

 

 

           B.  Family Health Benefits--Maintenance person waiting for certified copy of

                 his marriage certificate required by insurer.

         

 

OLD BUSINESS:

            A.  Creek Road--Project remains “on hold”.

 

            B.  Affordable Housing Trust Fund--Paper work has been finalized.  No

                 work session set for April.

                 

            C.  44 Harry Kemp Way--No new action; item to remain on agenda.

 

            D.  Tax Title Properties--No further actions; item to remain on agenda.

 

            E.  State Appointee—M. Carroll-Bergman and T. Nezbeth have taken out the

                 necessary  papers for re-election to the Board.  ED has stalled notifying

                 State re. a  State Appointee and will try to postpone until after upcoming

                 elections. 

                 No one has filed papers for P. Parmakian’s seat.

 

            F.  Cumberland Farms—Abutter has filed for adverse possession of land on

                 the Cumberland property.  Some of the land in question appears to be

                 Town owned.  Cumberland legal department to take appropriate action.

                 Pam Parmakian has volunteered to conduct an appraisal of property at no

                 cost to the Authority.  Cumberland officials to, also, conduct an appraisal                

                 to determine possible tax write-off if land is gifted.  As yet no concrete

                 decision made re. sale or gift of land although the company seems to be

                  leaning toward gifting. 

                  Devra Bailin of Cumberland Farms has asked for a joint meeting with the

                  Authority; John Gilmore, Director of Community Development for the

                  Town; Town Manager Keith Bergman and Selectperson Sarah Peake to

                  discuss legal action to be taken by the Town re. adverse possession filing. 

                  Abutter’s attorney has not responded to inquiries.  Meeting to be arranged

                  for Friday, April 9th at Town Hall.

 

                 The PHA Board is pushing for something more concrete from Cumberland

                 relative to a donation or sale of their property to the PHA.

 

NEW BUSINESS:

         A.  Bookkeeper—ED advised he interviewed Steve Roderick relative to replacing the PHA’s current Bookkeeper.  The current Bookkeeper’s absence from Town has become problematic in a number of instances.

The PHA Accountant sat in on the interview and felt Mr. Roderick was fully aware of PHA needs.  Although his hourly rate is somewhat higher than that of current Bookkeeper, Mr. Roderick was amenable to charging the Authority a flat monthly rate, more in keeping with current bookkeeper.

ED to review current Bookkeeper’s contract; he is an independent contractor whose contract has been automatically renewed.  A 30-day termination notice should be sufficient.

 

A. Alon conjectured that despite higher rate there will likely be cost savings in the long run; plus Mr. Roderick will be available as needed.

 

T. Nezbeth also spoke favorably about Mr. Roderick.

                  Motion by T. Nezbeth to allow ED to change Bookkeeper at his discretion. Seconded by A. Alon.

                                             VOTED:  Unanimous to

                                             permit ED to hire new                                                 Bookkeeper at his                                                          discretion.

 

         B.  Open Seat Election--To wait until after up-coming elections before having an appointment made to the Board for Pam Parmakian’s vacant seat.

 

         C.  Feedback on meeting with Foley House and CCASG--ED advised         he has discussed with PHA Attorney limiting keys to Foley House to staff only.  Attorney feels this is legal but could create some problems as overnight staff may be asleep and unable to hear doorbell.  ED would like to wait until there is a final resolution of the pending evictions.

L. Thornton advised that house policies draft, with resident input, is being reviewed and she is preparing policy/procedure manual for staff.  Admittance criteria has been tightened and applicants must now meet with the ASG before an admission decision is made.

 

         D.  Town Meeting Articles—Board discussed strategies for Town Meeting relative to several articles dealing with affordable housing, most notably the article concerning creation of the Community Preservation Commission.  All Board members and ED to be in attendance.

                 

                 

APPROVAL OF VOUCHERS:       

Board reviewed check registry and checks presented for signature.

A. Alon questioned Check #5374 which was apparently missing from last month’s registry.

ED will check out with Bookkeeper.

         Motion by T. Nezbeth to approve vouchers as presented, seconded by

A. Alon.

                                    VOTED:  Unanimous to approve

                                    vouchers as presented.

 

 

The next Regular Meeting of the Board was set for Wednesday, May 5, 2004 at

5:15 p.m.  in the Common Room at Maushope.  There being no further business a motion to adjourn was made.  Meeting adjourned at 6:15 p.m..

 

Respectfully submitted,

 

 

Lucy Singer Farkas

Recording Secretary