Wellesley Housing Authority

MINUTES WELLESLEY HOUSING AUTHORITY REGULAR MEETING NOVEMBER 28, 2016- 5:30PM GREAT HALL-WELLESLEY TOWN HALL

COMMISSIONERS PRESENT: STAFF PRESENT: Don Kelley, Chairman Paul Dumouchel, Executive Director Maura Renzella, Vice Chairperson Sandra Amour, Office Manager, NHA Kathy Egan, Treasurer and Governor Appointee Patricia Edmond, Leasing Director Tanya Morel, Tenant Commissioner

NOTICE OF MEETING Adequate notice of this meeting, has been provided by the Secretary of the Wellesley Housing Authority by preparing a Public Notice dated November 22, 2016 setting forth the date, time and place of this meeting. Said notice was filed with the Clerk of the Town of Wellesley and provided to persons requesting it.

RESIDENT /PUBLIC INPUT: Washington Street tenant Tom Hutton passed out Brookline Housing Authority information to the Board saying the he believed partnering with Brookline HA could be a possible solution to WHA’s management issue.

RESOLUTION 2016-44 Approving the minutes of the October 27, 2016 Regular Meeting Upon a motion duly made by Commissioner Egan and seconded by Commissioner Morel, the resolution was approved by the following vote: 4-0

RESOLUTION 2016-45 Approving the minutes of the November 3, 2016 Special Meeting Upon a motion duly made by Commissioner Egan and seconded by Commissioner Renzella, the resolution was approved by the following vote: 4-0.

RESOLUTION 2016-46 Authorizing the Executive Director to cast ballot for selected RCAT Advisory Board nominees. The 9 nominees are as follows: Scott Brightman, Denise Marcaurelle, Carol Ford, Brooks Lyman, Bartlett Harvey, Cheryl Amey, Karen Hughey, Nancy Kolb and Maura Renzella Upon a motion duly made by Commissioner Egan and seconded by Commissioner Renzella, the resolution was approved by the following vote 3-1.

RESOLUTION 2016-47 Approving the Capital Improvement Plan for the years 2017-2021 Upon a motion duly made by Commissioner Renzella and seconded by Commissioner Egan, the resolution was approved by the following vote: 4-0. E.D. Dumouchel explained what the capital improvement plan is, the items that topped the list and the reason they were deemed important. Jack Harris said nothing has been done about painting and carpeting his unit. Tom Hutton said his carpet is from the 1980’s. He said that a preventative maintenance schedule needs to be put in place, that wear and tear on units of tenants who remain long term need to be addressed. Patricia Edmond responded that she was addressing inspection issues but they have to be prioritized. Commissioner Renzella added that the residents have knowledge of these properties that administration doesn’t have, that administration might set up meetings to get tenants involved. Pamela Goodwin, who referred to herself as a ‘tenant leader’ from another LHA spoke up regarding the importance of routine maintenance, that elderly people cannot get on a chair to clean a vent, etc. Minutes Wellesley Housing Authority November 28, 2016

RESOLUTION 2016-48 Approving the Annual Certification of Compliance with Lead Paint Laws for submission along with the 2017-2021 Capital Improvement Plan. Upon a motion duly made by Commissioner Egan and seconded by Commissioner Renzella, the resolution was approved by the following vote: 4-0 RESOLUTION 2016-49 Authorizing the Executive Director to sign a contract with Fiber Controls in the amount of $38,700.00 for the Entry Foyer and Stairwell Replacement Project at Washington Street (667-2). Upon a motion duly made by Commissioner Renzella and seconded by Commissioner Egan, the resolution was approved by the following vote: 4-0. RESOLUTION 2016-50 Authorize Amendment #5 to the Capital Improvement Work Plan in the amount of $23,800.00 to cover the cost of asbestos abatement for the Entry Foyer and Stairwell Replacement Project at Washington Street (667-2) Upon a motion duly made by Commissioner Egan and seconded by Commissioner Renzella, the resolution was approved by the following vote: 4-0. E.D. Dumouchel informed those present that he is required by law to get a 3rd party contractor to test for asbestos after the abatement to make sure the work is done properly. He went on to say that he will communicate with the tenants every step of the way, that the work will be done in the common areas, not kitchens and baths. Tom Hutton said that it should not be an imposition to the tenants, but requested that the work wait for more moderate weather. ADDITIONAL DISCUSSION ITEMS: Conflict of Interest Law 4 Management Agreement w Needham Update: Commissioner Renzella reported on the site meetings that were held with tenants regarding the agreement, that at Washington Street, Morton Circle and Barton Road , the majority of the feedback pertained to building conditions. Also important is a desire to have a management positon at the Wellesley office. At Weston Road, tenants appeared pleased with their facility but they are lonely and want more activities, that they want to feel more connected. River Street is looking for more tenant involvement in the projects, also better lighting. At Barton Road the concensus is that they are very pleased with the current Director and his open door policy. Ms. Renzella went on to say that she is strongly in favor of a five year term for the management agreement, that she has done her due diligence and does not need to do this again soon. Commissioner Egan mentioned that she would like ‘goals’ added to ‘feedback’ on the term sheet. Auditor General Update Limited Management Review Update Performance Management Review Update Executive Director Report Financial Reports September 2016 Accounts Receivable and vacancy Report Patricia Edmond-Initiative Update Work Order Report 10-1-16 to 10-31-16 Resident Services Report RESOLUTION 2016-51 Approving an extension of the Management Agreement with the Needham Housing Authority through December 31, 2016. Upon a motion duly made by Commissioner Egan and seconded by Commissioner Renzella, the resolution was approved by the following vote: 3-1 When commissioner Morel voted against the management agreement, Commissioner Egan questioned why she would do that, that she would have the HA operate without a management agreement? Commissioner Morel responded saying she has to say no for my good and for the other tenants that I speak for. Commissioner Renzella asked her why, with no response. Would you please email us and let us know the reason you always say no? 2 Minutes Wellesley Housing Authority November 28, 2016

RESOLUTION 2016-52 Approving payment of the bill/check roll listed on the warrant dated November 22, 2016 in the amount of $81,066.47 Authorized as follows:

Checks (#14354-#14419)------$81,066.47 Upon a motion duly made by Commissioner Renzella and seconded by Commissioner Egan, the resolution was approved by the following vote: 4-0

CHAIRMAN’S ANNOUNCEMENT: Commissioner Renzella shared an email with the Board that she received from DHCD requesting that the WHA not commit to any agreement at this time, that DHCD has several concerns that they would like to discuss with the Board, one of them being an exemption that may not be provided for with the agreement. Chairman Kelley responded saying he would set up an emergency meeting with DHCD. Commissioner Egan responded saying that this is out of the norm, this letter. How did this come to be? Commissioner Renzella said she did not know. E.D. Dumouchel said you do not have to do this. Michelle Chalmers responded that it seems you do need to pay attention to this since they are questioning the funding. Ms. Renzella pointed out that they need to get in touch with town counsel. Commissioner Egan questioned why the email was sent to Commissioner Renzella and not Chairman Kelley. Also why the E.D. was not cc’d. Ms. Renzella replied that she is not comfortable responding to the email, that her attempts to contact DHCD for months have been futile and to have this email dropped on her at the 11 th hour is disturbing. She said she will transfer this information to the NHA Board tonight and wait for Commissioner Egan’s changes. Commissioner Egan remarked that Alice Peisch, State Representative should also be involved. E.D. Dumouchel mentioned that the Auditor General is coming out simultaneously with the DHCD audit. We just had an AUP audit. He got a call from someone tipping him off that something is amiss at WHA. Mr. Dumouchel also reported that he would like to hold ‘Ask the E.D. meetings at each site’ and that the Asst. E.D. position will not be filled until after the management agreement has been decided on and that uncertainty has been settled.

MOTION TO ADJOURN: Upon a motion duly made by Commissioner Egan and seconded by Commissioner Renzella, the resolution was approved by the following vote: 4-0

Time of Adjournment: 7:00 PM