REGULAR MEETING

PROVINCETOWN HOUSING AUTHORITY

Wednesday, April 13, 2005

 

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

Margaret Carroll-Bergman, Chair, on Wednesday, April 13, 2005 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, Treasurer

                        Nancy Jacobsen, Vice-Treasurer

                        Patrick J. Manning, Executive Director

                        Lucy Singer Farkas, Recording Secretary

        

ABSENT:              None

 

AGENDA:  ED requested that discussion of Tenant Complaint be in an Executive Session following Regular Board Meeting.

            Motion by A. Alon to approve agenda with added Executive Session, seconded by N. Jacobsen.   

                                                                                    VOTED: Unanimous to approve                                                                                          agenda with added Executive                                                                                            Session.

 

PUBLIC STATEMENTS:  None.

 

APPROVAL OF MINUTES: 

                        Motion by T. Nezbeth to approve Minutes of Regular Meeting of March 2, 2005 and Work Session of March 23, 2005, seconded by A. Alon.   

                                                                                                                                                                                                                                   VOTED: Unanimous to approve                                       Minutes of March 2 and

                              March 23, 2005.                                                                                    

                                                                                                                                                                        

FINANCIAL REPORT:

Accountant Contracts:  ED clarified the contracts with the PHA Accountant.  State has allowed LHA Accountants a 3% increase in costs.  This translates into app. an additional $18.00 per month for Elderly/Family housing and app. $11.00 per month for Foley House.  Additionally the State is to pay Accountant a one-time stipend of $1000.00 to switch to the new accounting system.

 

M. Carroll-Bergman asked if vote on the contracts would have to wait for State approval of the PHA FY2005 budget.

 

ED said “no” as State has already approved the increase for LHA Accountants which they view as separate from the Operating Budget.  However, if the State rejects the PHA budget the Authority will have to refigure costs to cover the increase for Accountant.

                       Motion by A. Alon to approve Accountant contracts as submitted, seconded by N. Jacobsen.

                               VOTED:  Unanimous to approve                                      Accountant contracts.

 

Board reviewed Financial Report for February 2005.

                        Motion by A. Alon to approve Financial Report for February 2005 as presented, seconded by N. Jacobsen.

                               VOTED:  Unanimous to approve

                                                                         Financial Report for

                                                                         January 2005 as presented.

 

 

DIRECTOR’S REPORT:

I.              DHCD:

         A.  Maushope Atrium Payment- - ED had to resubmit the final bill for the

               architect to the State in order to clarify with State their agreement to cover 

               architect’s costs.  The Authority laid out the money with the understanding

               that State reimbursement would be forthcoming.  App. $2300.00 yet to be

               reimbursed and then the final written contract will be signed and item can be

               removed from the agenda.

 

         B.  Subsidy Payments--ED advised that State yet owes the Authority app.              

            $1400.00 in subsidies for 2003.  NAHRO conducting a survey of LHA’s to

            determine how much subsidy monies are outstanding State-wide.

 

 

II.  MAUSHOPE:    

         A. Washing Machines--Final bill has been submitted.  The Cape Cod Light

              Compact to reimburse only for the cost difference between conventional

              machines and energy efficient models.  Of the total  $3438.00 cost, $2240.00 

              (app. two-thirds) to be reimbursed the PHA.

 

          B.  Census is 24 of 24.

            

III. FAMILY HOUSING:

         A.  DHCD Inspection--Eviction against tenant in violation of

               fire/safety standards is proceeding.  PHA Attorney is compiling necessary

               paperwork.  The tenant is aware that eviction is pending but has yet to take

               steps to correct violations.

 

 

          B.  Up-Date on Tenant Complaint--As per advice of the PHA Attorney

                matter to be discussed in Executive Session. 

                ED advised that two of the tenants have applied to add additional persons to

                their lease.  CORI’s on the individuals have come back “clean” and rent

                recertifications being done.

 

                T. Nezbeth asked about the income verification process.

                ED said the tenant may use their federal tax return in which case rent

                remains stable for the entire year.  Otherwise actual pay stubs and/or

                employer statements are reviewed.  In this case rent can be recalculated if

                income either increases or decreases throughout the year.  Tenants must

                document all legitimate expenses in order to get a deduction for same.

               

         C.  Septic Failure--Despite confirmation from the septic engineer that the

               system is a Title V, the Town wants a whole new system installed rather

               than just remediation of current system.

               This is a much more expensive proposition than that originally anticipated

               and will likely far exceed the State award of $19,000.00.  There is to be a

               joint meeting among the local septic engineer, the State engineer and the

               Town Health Inspector to discuss resolutions of situation

 

               ED advised that the property has a history of problems dating prior to the

               PHA taking possession.  Positively, however, the sewer has not required 

               pumping for the last six month period.  The tenant seems to be more

               compliant about dumping grease into the system.

 

               M. Carroll-Bergman asked about the possibility of hook-up into the

               Town’s sewer system.

               ED advised that the property is not in the sewer district.

 

            D:  Census is 9 of 9.

            .

IV.  FOLEY HOUSE

           A. Eviction Up-date—Tenant under mediation agreement remains in

                compliance with Court order which is to terminate this month.

                ED has served a 30-day Notice on a second tenant for failure to comply

                with House requirements.  Tenant has indicated that he will be vacating

                voluntarily within that time.

               

            B.  Census is 10 of 10.

  

V.  OTHER

           A.  ED Contract--ED awaiting word from Barnstable County Retirement

                 System re. approval of the PHA application.

 

           B.  Barnstable County Retirement Association--Admission into the

                Barnstable County Retirement System to remain on agenda until PHA

                application approved by that entity.

 

 

 OLD BUSINESS:

            A.  Creek Road--Status quo.

 

           B.  Affordable Housing Trust Fund--Status quo.

               

            C. Tax Title Properties---Status quo other than for property at

                 951R Commercial Street (see below). 

                              

            D.  State Appointee--N. Jacobsen, who has agreed to assume post of State

                  Appointee on the PHA Board, is to put together a brief resume for the

                  Board of Selectmen.  ED to present to the Selectmen the PHA

                  recommendation for Nancy’s appointment.

                                 

            E.  Cumberland Farms--By consensus Board agreed to discuss in Executive

                  Session.                 

 

             F.  951R Commercial Street--Town Meeting has approved giving the

                 property to the Authority for affordable housing purposes.

                 Doug Taylor has suggested a competition for local architects/builders to

                 design plans for the site; services to be donated. 

                 ED to check with the State as likely a formal bidding process will be

                 required.

                 Board to work on ways to move forward in the most cost effective way

                 possible.  Possibility of setting up a non-profit development entity to deal

                 with the development of the property.

 

                 T. Nezbeth asked if only one-bed units are being planned.

                 ED said as yet undetermined.  The lot can hold up to six bedrooms.

                 although one-bed units seem most feasible for this particular site.

 

                 M. Carroll-Bergman asked about the time frame for development.  Feels

                 the Authority should act quickly.

 

                 ED said there are any number of options.  The Authority can design, build

                 and operate the project or simply manage the property after it is developed. 

                 Need to gather more information before any decision is made.  Primary

                 concern is what development monies are available.

 

                 N. Jacobsen asked about the difficulty in getting monies for development.

                 ED said that money is tighter; State has limited availability and the

                 Authority will have to explore a number of funding options.  DHCD will

                 assist the Authority in putting together building specs and costs in order for

                 the project to be put to bid.  Right now the project is a “blank slate” with

                 many design options open.

 

                 T. Nezbeth asked about public notice for bidders.

                 ED said would be posted in a Central Registry.

                 ED suggested applying for a grant from the Mass Housing Partnership for

                 start-up monies for an engineer and septic study.

 

           F.  Community Preservation Committee—N. Jacobsen asked ED to attend

                 next meeting of the CPC as the Committee seems to be usurping the

                Cumberland Farm property.  Wants ED to emphasize that the PHA is

                currently in negation for the property and that, if successful, the Authority

                will approach the CPC for funding.

 

                N. Jacobsen said the Committee seems to be looking at moderate and low

                income housing which would not be within the range of the PHA.

 

                T. Nezbeth advised that the latest census figures for Provincetown showed a

                drop in the median income to $32,716.00 for a household of four.  This

                would be low-income housing.  

 

NEW BUSINESS:

T. Nezbeth asked if on-line banking at Bank North was working out.

ED said “yes” and that he had been able to quickly secure a copy of the cancelled check in question.

 

APPROVAL OF VOUCHERS:       

Board reviewed check registry and checks presented for signature.

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

M. Carroll-Bergman.

                                    VOTED:  Unanimous to approve

                                     vouchers as presented.

 

 

The next Regular Meeting of the Board was set for Wednesday, May 4, 2005 at

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

The Regular Meeting of the Board was adjourned to allow the Board to meet in a special Executive Session and will not re-adjourn to regular session.  Regular session adjourned at 6:05 p.m.

 

Respectfully submitted,

Lucy Singer Farkas

Recording Secretary