REGULAR MEETING

PROVINCETOWN HOUSING AUTHORITY

Wednesday, February 4, 2004

 

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

Margaret Carroll-Bergman, Chair, on Wednesday, February 4, 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

                        Pam Parmakian, Treasurer

                        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:

Mary Chatlos, Maushope tenant, noted that tenants were re-arranging the Common Room and asked if the current side tables and lamps could be removed and used elsewhere.

ED said the Tenant Association needs to agree on addition/removal of furnishings.

P. Parmakian also suggested that some of the residents may want the items to be discarded and suggested that a notice to that effect be placed on bulletin board.

 

APPROVAL OF MINUTES:

L. Farkas noted that the correct meeting date for the Executive session should be January 6th.

   Motion by A. Alon to approve Minutes of Regular Meeting and Executive Session of January 6, 2004 and Work Session of January 21, 2004, seconded by T. Nezbeth.                Parmakian.

                    

                                VOTED: Unanimous to approve       

                             Minutes of Regular and Executive                                   Sessions of Jan. 6, 2004 and                                                                       Minutes of Work Session of

                        Jan. 21, 2004.                                                                                                 

 

 

FINANCIAL REPORT:

Board reviewed and discussed the Financial Report for December 2003.

ED clarified that Routine Expenses are the monthly operating expenses; monthly report includes the total operating expenses for that month.

A. Alon asked about any unusual large expense for month.

ED advised that water bills were paid in December and that two Family Units had excessively high water bills for the time period billed.

P. Parmakian asked about the Foley House Monthly Operating Statement.

ED advised it shows the actual expenses for the month as well as the amount allotted in the annual budget for FH.

                 Motion by P. Parmakian to approve the December 2003 Financial Report as presented, seconded by A. Alon.

                          

                                                                        VOTED:  Unanimous to approve

                                                                         December Financial Report as                                                                                presented.                             

 

DIRECTOR’S REPORT:

I.              DHCD:

         A.  Atrium Windows- - ED reported that architect had opened project for bids

               and six qualified bids were received.  All bidders had reviewed plans with

               architect and had visited Maushope to scope out the project.  Low bid

               was 7% less than project allotment and architect has recommended that             

              Board approve bid.

 

              M. Carroll-Bergman asked about materials and project details.  Board had

              discussed same and Maushope Tenant Association had input but no clear

              consensus was reached.

 

             ED said the approved project calls for replacement of all rotted wood on

             decks and exterior with pressure treated wood.  Walkways to be covered with

            a weather-impermeable carpet.  Double hung windows will replace the present

            sliders.  Two exhaust fans to be installed at top of atrium; these will trip in

            case of a fire alarm.  Fans and lighting to be hooked into the generator so will

            remain operational in case of a power failure.  The walkway areas will be 

            treated for mold and mildew.

 

           A. Alon asked how long the project will take as bonding contract seems good

           for only 45 days.

           ED said the contractor will be bonded for the full time of the work.

           If Board approves the bid, the DHCD will then enter into a contract with

           contractor specifying all work requirements and materials to be used and

           penalties for delay in completing project.  The contract to note that all work 

           be done with consideration for safety and convenience of tenants.  Contractor

           may elect to subcontract some job aspects but is responsible for seeing that all

           specifications are adhered to.  Also, ED and maintenance person will be on site  

           to “keep any eye” on project progress.

 

          ED will let Board review copy of the contract when ready but the DHCD and

          the State architect will be doing a thorough review as the State is party to the

          contract, not he PHA.

 

         ED asked Board to approve the low bidder as recommended by architect so that

         the DHCD can move to contract stage.

                  Motion by P. Parmakian to approve awarding contract to Vareika

         Construction, Inc., seconded by A. Alon.

                                    VOTED:  Unanimous to award

                                     contract to Vareika Construction.

 

                     

        B.   FY2002 Subsidy Overpayment—Matter has been resolved with written

               acknowledgment by DHCD of amount to be repaid by the PHA.  The total is

              $11,533.00 ($8574.00 for fiscal year 2002 and $2959.00 for 2003).

              ED explained that money to be refunded to State resulted from overpayments

              by the State during the fiscal year and does not affect the actual operating

              expenses.  Very often as a result of LHA’s refunding to State, the State can

              then subsidize special projects, such as the Maushope atrium project.

              The Operating Reserve will show a marked drop on paper but will increase

              as the 2004 subsidy comes in from the State.

 

              M. Carroll-Bergman asked if the unspent monies could go into the septic

              reserve, or some other.

 

             ED said “no”, it must be refunded.

          

II.  MAUSHOPE:    

         A.  Hot Water Tank—Heat Transfer Company still “studying” failure of tanks

               and the PHA has been included in this pilot study.  Water and heat samples

               have been taken and sent for analysis.  The Authority will be in line for

               whatever  corrective measures are deemed necessary; this may well include

               complete replacement of the system.  Many of the remedies suggested by

               Heat Transfer have already been tried at Maushope without success, which

               would seem to indicate a flawed system.

 

         B.  Census is 23 of 24.   ED currently reviewing prospective tenants for the

               vacant elderly unit and anticipates tenancy by March.

                 

III. FAMILY HOUSING:

         A.  Water Bills—ED has discussed high water bills with the two families

                suspected of misusing water but there is nothing much the Authority can

                do.  Tenants have been cautioned about excessive use of water and if it

                continues the Board may want to consider banning washers and outdoor

               spigots.   Another option would be for the Family tenants to pay for their

               own water, but this would require DHCD approval.

 

               P. Parmakian suggested that all the Family tenants be notified about high

               water usage.  Also suggested that perhaps the Authority can place a cap on

               expenditures, with tenant to pay any overage.

 

 

          B. Census is  9 of 9.

 

IV.  FOLEY HOUSE

           A.  Shelter + Care Grant Extension/Renewal—No action taken yet but PHA

                 has received a draft letter from HUD on how to apply for the extension.  

                To date app. 50% of the grant has been expended and ED sees no problem

                with extension being granted.

 

         B.   FH Evictions--To be discussed in Executive Session following Regular

               Meeting.

 

          C.  Census is 9 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.  Loss of Town Community Development Positions—Board discussed

                 Town Hall’s discussions to eliminate the Community Development  

                 positions, effective five months from now, and the impact on the AHTF

                 headed by Deputy Director, Mark LaTour.

 

                 M. Carroll-Bergman  suggested possibility of ED assuming position of

                 Housing Specialist.

 

                 ED said he would have to determine specific duties required and workload

                 involved but will explore further.

 

                 A. Alon said that M. LaTour has not yet documented his work to date o/b/o

                 the AHTF and, thus, no Fund monies have been dispersed to him.

 

           C.  Family Health Benefits--Maintenance person must submit additional form

                 to insurer before company will take action.

         

            D.  PHA Annual Town Report--Board given copy of report for review.

 

            E.  Cape End Manor—Board discussed latest developments re. Care

                  Campus.  New designated site would use some of the Town recreation and

                  school lands.  The existing Manor would be used for affordable assisted

                  living as a part of the Campus.  The current Manor will not be made

                  available for affordable housing.

 

                  M. Carroll-Bergman said that if the CPA is approved, funds could be used

                  towards the Care Campus.   Resistance to the CPA appears to be lessening

 

            F.  Budget Overrun--Board  reviewed letter from Accountant required by the

                 DHCD where any item shows a 10%  or more overrun.  Minor overruns

                 shown for Resident Services and Contract Costs but financial condition of

                 Authority is in no way jeopardized.  

 

 OLD BUSINESS:

            A.  Creek Road--Project remains “on hold”.  The PHA does not yet possess

            interest in the site and will not accept until development of the land

            becomes viable.

 

            B.  Affordable Housing Trust Fund--Next Work session scheduled for

                  February 18th at 3:30 p.m...

 

            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--Several individuals have been approached about the

                  position but all have declined.  One individual resides in Truro and may

                  not be eligible to serve; ED to check out.

                  P. Parmakian suggested individuals with mortgage expertise.

                  M. Carroll-Bergman suggested placing an ad for position.

 

            F.  Cumberland Farms--M. Carroll-Bergman advised of her attendance at

                  meeting with lawyers for Cumberland Farms and the abutter.  Boundary

                  issue resolved via a survey of land  and it appears abutter has encroached

                  on Cumberland property.  Abutter may likely initiate a law suit to claim

                  land via adverse possession (since 1976).  He has built a substantial

                  concrete structure on one corner of the property and land contains an

                  access road to his property.  Abutter has offered to purchase the land in

                  question from Cumberland.  A law suit could tie up the matter in the

                  Courts for a substantial time, thus putting a large crimp in the PHA

                  moving ahead with development plans.

                  M. Carrroll-Bergman said she was very gratified by Cumberland’s

                  lawyer’s positive attitude and advocacy toward using land for affordable

                  housing.  Urged Board members to attend meeting tonight between         

                  Cumberland and the Town Planning and Zoning Boards. 

 

                 P. Parmakian suggested writing to local media re. the situation to drum up

                 local support for affordable housing on the property.

                 

APPROVAL OF VOUCHERS:       

Board reviewed check registry and checks presented for signature.

         Motion by M. Carroll-Bergman 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, March 3, 2004 at

5:15 p.m.  in the Common Room at Maushope.

Motion by A. Alon that the Board go into Executive Session and will not re-adjourn to the Regular Session, seconded by P. Parmakian.  Meeting adjourned at 6:55 p.m..

 

Respectfully submitted,

Lucy Singer Farkas

Recording Secretary