Fitchburg Housing Authority

The agenda for the meeting included motions to open the meeting and allow for public comment. Key discussion items involved approving the payables for the July-August FY2020 period and approving the July FY2020 Financials. Furthermore, there was a motion to amend the Bylaws of the FHA to change the meeting schedule and a motion to approve the formation of a Construction Advisory Committee. The Board also intended to vote on approving DHCD Amendment 19 Award Construction Funds and Change Orders 1 & 2 for the HUD-DHCD Project (Forest & Taft Streets). The session included a planned Executive Session to discuss strategy sessions in preparation for negotiations with nonunion personnel (Executive Director's Contract), deployment of security personnel or devices, and investigation of criminal misconduct.

Key discussions during the meeting involved tenant comments regarding requested fencing for security, action on resident complaints, and the review of the pet policy concerning dogs in the Community Room. The Executive Director reported on resident feedback regarding property concerns, specifically one house awaiting a board vote on sale proceedings, and potential safety issues at that location. The board approved the minutes from the previous regular meeting and the preceding Executive Session. In financial reports, the 2015 budget was approved by DHCD, which will restore reserves to 20%, despite ongoing overtime overspending in maintenance. The Facilities Report noted that the Daniels Heights roof replacement is nearing completion and the Locks/cameras project awaits final DHCD review before bidding. State Housing data showed 894 active applications and an occupancy rate slip to 90.82% for May. The Section 8 report indicated upcoming re-issuance of rescinded vouchers. New business included the unanimous approval of Resolution 2015-06-01 adopting the updated 2015 Administration Plan for the HUD Section 8 HCV Program. Resolution 2015-06-02 was passed to write off $90,174.00 in unrecoverable debts from vacated tenants. Resolution 2015-06-03 approved the lowest qualified bid, not to exceed $80,000.00, for interior painting of vacant state-funded apartments. The board also unanimously approved Resolution 2015-06-04 updating the Air Conditioning Policy and Resolution 2015-06-05 updating the Reasonable Accommodation Policy. Discussions concluded with updates on coordination with the police department and a commitment to provide a list of FHA property requiring a board vote at the next meeting.

The meeting addressed several financial and operational matters. Key items included the approval of FHA Payables for February-March FY 2020 and the financial reports for January and February 2020. Contracts and wage adjustments were approved, specifically the Fenton Ewald Contract and Department of Labor Wage Rates for Maintenance Employees, along with wage adjustments for two maintenance staff members based on job classification review. Funds were approved for the Canton Valley Tenant Association, contingent on them providing an accounting of their 2019 funds. Operational updates covered the Coronavirus situation, with maintenance employees focusing on vacant units, and a planned NOFA Creative Place Making Grant application for beautification efforts. Updates were also provided on property disposition progress for Exeter, Pleasant, and Prospect Streets. Furthermore, the approval of the Resident Service Coordinator DHCD Grant was noted, along with an update on the MOD-PHASE Grant standstill, and progress on FISH projects including boiler replacements at Green Acres and sewer separation, and the imminent start of the Daniels Heights Parking Lot Expansion Project. The meeting concluded with the approval of FISH 097105 and its final close out, followed by an executive session to discuss related matters.

The special meeting of the Fitchburg Housing Authority was convened to discuss and revise the bylaws. Key discussion points included rewording specific sections for clarity, clarifying language with the attorney, and adding a statement about considering cultural and ethnic diversity when board vacancies occur. The board also discussed adding a clause regarding employee separation agreements with monetary payouts, clarifying language related to bonding and insurance, and suggesting the inclusion of another complaint officer besides the Executive Director. Revisions were made to term limits for committees, and it was decided that the labor representative will always be on the Construction Advisory Committee. Additional points included providing board members with information on a yearly basis, adding a statement about public comments, revising the review period for bylaws, and ensuring the Executive Director meets annually with tenant association officers. It was also decided that all new commissioners will receive a copy of the bylaws, which will be reviewed for changes in state laws and regulations every even year beginning in January 2024.

The meeting included discussion of the Executive Director search, office clean-out at 50 Day St, and a presentation on the monthly state-aided report. The board addressed concerns about vacancies at Green Acres and reviewed the financial report, including cash flow, reserves, and expenditures. They discussed positions for Fitchburg without Leominster management and the 2019 budget. The board also reviewed the Modernization Report, Section 8 Housing Choice Voucher Report, and new resolutions, including budget revisions and contract awards.