REGULAR MEETING

PROVINCETOWN HOUSING AUTHORITY

Wednesday, Junely 27, 2005

 

 

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

Margaret Carroll-Bergman, Chair, on Wednesday, Junely 27, 2005 at 5:18 p.m. in the Maushope Common Room at 44 Harry Kemp Way, Provincetown, Massachusetts.

 

 

 

PRESENT:            Margaret Carroll-Bergman, Chair

                            Arturo Alon, Treasurer

                        Nancy Jacobsen, Commissioner

                        George Bryant, Commissioner

                        Patrick J. Manning, Executive Director

                        Lucy Singer Farkas, Recording Secretary

                                     

                       

ABSENT:            None

 

Chairperson Bergman officially welcomed Commissioner Bryant to the PHA Board.

 

AGENDA:

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

 

                                                                                                VOTED: Unanimous to                                                                                                         approve agenda as               

                                                                                                 presented.

 

PUBLIC STATEMENTS:  None.

 

 

 

 

 

APPROVAL OF MINUTES: 

                        Motion by N. Jacobsen to approve Minutes of Regular Meeting and Executive Session of May 4, 2005, seconded by A. Alon.

                                                VOTED:  32 to approve

                                                                                             12 abstentions

 

 

               Motion by A. Alon to approve Minutes of June 1, 2005, seconded by

M. Carroll-Bergman.

                                                VOTED: 32 to approve                                                                                                              12 abstentions

 

               Motion by A. Alon to approve Minutes of July 6, 2005, seconded by

N. Jacobsen.

                                                VOTED: 3 to approve

                                                                                             1 abstention

 

                Motion by A. Alon to approve Minutes of Joint Meeting of June 27, 2005, seconded by N. Jacobsen.M. Carroll-Bergman.

                                                VOTED:  3Unanimous to                                                                                                                                   approve Minutes of Joint                                                                     Meeting of June 27, 2005.

                                                1 abstention.

        

FINANCIAL REPORT:

            Motion by A. Alon to accept Financial Reports for April, May and June 2005 as presented, seconded by N. Jacobsen.

 

                        VOTED:  3 to approve

                                                                         Financial Reports for April, May,                                                                              and June 2005 as presented.;

                                                                         March 2005 as presented.1 abstention.  

 

DIRECTOR’S REPORT:

I.              DHCD:

         A.  Maushope Atrium Payment- - There is an additional $9000.00 payment  

               due the PHA from the State.  DHCD wants a final accounting from PHA  

               Accountant and will then sign off on final contract.

Item to remain on agenda until DHCD

               makes final reimbursement payment of $2300.00 and submits original

               signed copies of contract to the Authority.

                 

         B.  Subsidy Payments----Still awaiting $2000.00 subsidy payment for 2004.ED advised that State has not yet made full

               reimbursement for 2003 and as yet owes the Authority subsidies for 2005.

 

         C:

 

         C.  State Audit----State audit has been completed and written evaluation from

              auditors indicates PHA compliance for the 21/2 period covered by audit.

 

              G. Bryant asked what was covered in the audit.      

              ED said all financial and operational procedures; tenant selection process;

              condition of housing units; minutes of meetings; etc..  Auditors examine all

              aspects to make sure the Authority is operating within  State guidelines and

               meeting State requirements for LHA’s.  The current audit covered period

               from 10/1/02  to 3/31/05.  Next audit will likely be in two years.

 

ED advised Board that two State Auditors have been at the

              Authority for app. a week conducting a complete financial and operational 

              audit; last one done in 2001.  The auditors have free access to all Authority

              records.  They will likely be here until sometime in June. The audit does not

              include Foley House or Sect. 8 hosting operations.

              ED asked M. Carroll-Bergman to sign bank form approving bank account

              information access for the auditors.

 

 

II.  MAUSHOPE:    

         A. Washing Machines—--PHA received Rreimbursement for machines of

              $2240.00 from the Cape Light Compact.  Of the total cost of $3677.64, the

              cost to the Authority was $1437.00. HAC still awaited.

 

               

A. Alon asked if that expense came from the PHA General Fund.

              ED said “yes”.

 

          B.  Census is 243 of 24.  Of the two prior vacancies one unit has been leased and

                the other (handicapped unit) to be leased as of August 1st.although one elderly tenant died a week ago and one

                remains in a nursing facility.  Rent for both units has been paid through the

                end of the month.  ED to begin canvas of wait list for the handicapped unit

                and for the second unit, as soon as it is determined that that tenant will not

                be returning to Maushope.

  

 

             

III. FAMILY HOUSING:

         A.  DHCD Inspection----Tenant whose unit twice failed inspection has done

               some cleaning of premises but still far from compliance.  ED pushing ahead

               with eviction.

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--Discussed in Executive Session.PHA Attorney Pat Grace is waiting for a

                Court date for the eviction proceeding.  ED, if tenant so requests, will

                convene a meeting of the Grievance Committee to attempt a pre-Court

                resolution of matter.  That cannot be done until tenant is served with Court

                papers for appearance.

               

          C.  Septic Failure----ED has been advised that it may be possible for the Court

                Street unit to be hooked into the Town sewMer system in its second phase.  If

                possible and feasible the Board may want to set up an escrow account for

                hook-up costs.eeting has been scheduled for Monday among State

               engineers and Town Health Inspector to discuss resolutions.  DHCD still working with septic contractor Billy Rogers. 

                They feel that the system can be repaired rather than having to install an

                entire new system.  If the property cannot be linked to the Town sewer

                system, or if a new technology is required, a decision will then have to

                made re. repair vs. replacement.  The DHCD to work with the DEP re. new

                type systems.

 

                G. Bryant asked about the nature of the septic failure.

                 ED advised that there was a discharge to the surface.  The system is an

                 older Title 5 and the leaching field failed but the system has only had to be

                 pumped once.  Rogers did the original Title 5 installation.

 

 

         

 

           D. Census is 9 of 9.Re-grade Access Road--Board reviewed three bids for re-grading of the

                Court Street access obtained by one of the property owners affected.  The

                PHA share would be one-third, or $1075.00, of the lowest bid (from

                Noon’s).

 

                M. Carroll-Bergman said the work to be provided was comparable in all

                the bids although one company did provide a longer warranty.   This may

                become moot if the Town sewer system eventually goes in that area and is

                not, thus, worth the added cost.  

 

                ED advised Board that the work is needed and should be done.  He

                emphasized that work does not entail paving of road but rather hardening

                and stabilization of surface.  The bid from Noon’s provides for a covering

                of shell or stone (same cost); other property owners prefer shell but Board

                felt stone would be more durable.

 

                A. Alon asked who will supervise the work.

                ED said the two private property owners will do so.

 

                M. Carroll-Bergman asked where the money will come from.

                ED said from Operating Reserves.

 

                  Motion by A. Alon to approve the expenditure of 1/3 cost of $3200.00

                  for the improvement and re-grading of the Court Street access road by

                  Noon’s Company, seconded by N. Jacobsen.

 

                                    VOTED:  Unanimous to                                                approve expenditure of 1/3 total                                     cost of $3200.00 for re-grading of                                              Court Street access road by the                                         Noon’s Company.

 

 

           E.  Census is 9 of 9.    

 

 

IV.  FOLEY HOUSE

           A. Eviction Up-date----ED advised that he has worked out an agreement with

                the potential evictee which involves returning the matter to Court for

                mediation.  This would act as leverage to ensure continued compliance with

                lease sanctioned by the Court.  This action has been suggested by the PHA

                Attorney.

                G. Bryant asked about reason for eviction.

                ED advised based on a physical assault of another resident and other

                infractions of House rules.  At this time both tenants and staff feel

                comfortable with this resident remaining at FH.  Court date will likely be

                mid to late August.

 

 

Tenant under mediation agreement remains in

                compliance with Court order.  The mediation period is to end this month.

                A second resident has been served with a 30-Day Notice and was to have

                vacated within the week.  He has asked for a short extension of his stay.

                There is a likelihood that eviction proceedings will be taken against a third

                resident for physical assault.  ED awaiting formal report from FH staff

                regarding incident.

 

           B.  Census is 109 of 10.   One resident has moved and a new applicant has been

                 approved and room is currently being prepared for habitation.

 

                 

V.  OTHER

           A.  ED Contract and  Barnstable County Retirement Association—--

                 Contract remains on hold pending acceptance of the PHA into the

                 Barnstable County Retirement Association.                

                 M. Carroll-Bergman explained to Commissioner Bryant that the PHA has

                 submitted an application to join the Association and is awaiting approval

                 by that body.

Still awaiting action on application from the Barnstable Retirement Assoc.

 

 

 

 OLD BUSINESS:

            A.  Creek Road--Status quoM. Carroll-Bergman advised Commissioner Bryant about

                 drainage problems on property which hinder development.  PHA waiting to

                 see if a small parcel of abutting land will be taken by the Town for back

                 taxes and. if so,  whether it will it be awarded to the PHA.  With this added

                 property development may be viable.

 

           B.  Affordable Housing Trust Fund--ED working to finalize forms and

                 protocol.

                  

            C. Tax Title Properties---No further information on other properties that

                 may become available to the PHA.  Item to remain on agenda until  

                 ddetermination is

                 made about the small pie-shaped property abutting Creek Road .site.

 

       

            D.  State Appointee----Confusion surrounds the appointment of N. Jacobsen as

                  the State Appointee to the PHA Board because of her recent re-

                  appointment to the Board by the Town as a local Commissioner.  However

                  the Town Clerk did pre-approve the process and ED has since clarified

                  with the DHCD.  Suggested that ED contact Representative Gomes to help

                  influence appointment ASAP.

N. Jacobsen has received the endorsement of the Board

                 of Selectmen for this position.  She was asked to work up a brief resume to

                 send to the Governor.  ED to solicit support, too, from the DHCD and State

                 Representatives.

                 

            E.  Cumberland Farms----Because the matter of adverse possession is

                  unresolved there has been no further movement on the property.  ED,

                  N. Jacobsen and M. Carroll-Bergman did attend a presentation by

                  Laura Shufelt at a recent CPC meeting and said that a number of

                  considerations presented could be applicable to the development of the

                  Cumby property.

                  In September representatives from the PHA plan to tour site at Falmouth

                  to get  an idea of  that project and various funding mechanisms other than

                  via Town resources.  Want to see what other communities are doing in

                  similar situations.

 

                   N. Jacobsen asked how would the PHA set up its funding/development.

                   ED said that could be set up as a non-profit body, or use a non-profit body

                   already in existence with the Authority maintaining ownership.

                   M. Carroll-Bergman cautioned that the site has not yet been given to the

                   Authority and that this is only the initial planning stage.

                   

                   In response to N. Jacobsen, ED said it is likely that the Authority will

                   present the CPC with a plan but this cannot be done until property passes

                   to PHA hands and site tests are negative for hazardous wastes.

                   N. Jacobsen advised that the CPC is considering other properties, such as

                   the Duarte land, for which the PHA would be a likely candidate for

                   development and/or management.

                  

                   N. Jacobsen asked if there was a limit on the square footage that could be

                   developed by the Authority.                  

                   ED said that depending on size a DRI may be likely.

                 

                   G. Bryant asked about the cost of the Duarte property .

                    ED said this was not yet public information and could not be discussed

                    In an open meeting.

                    M. Carroll-Bergman suggested that Board discuss in Executive Session.

 

                       Motion by N. Jacobsen to adjourn to Executive Session for purpose of

                    further discussion on the Duarte property, to re-adjourn to Regular  

                   Meeting immediately following, seconded by M. Carroll-Bergman.

 

                                    VOTED:  Unanimous to adjourn                                          to Executive Session with Regular                                         Meeting to reconvene immediately                                  following.                                          

 

Regular Meeting adjourned  Executive Session at 6:00 p.m..