10/8/2015 HOUSING AUTHORITY Minutes

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Mrs. Botsford reported that we have all residents paid in full at all developments. We are 100% occupied at Homeyer Village, Great Cove Community and Breezy Acres. We have one vacancy at Asher's Path that we are working on filling by the end of the month. We just had a death at Asher's Path, so another vacancy will be coming. Sherrie has started the process for finding a new tenant. A motion was made by Kevin Shackett and seconded by ,Till Allen to accept the Treasurer's Report as presented. The motion was adopted. EXECUTIVE DIRECTOR'S REPORT & UPDATES: Mrs. Botsford stated she had mailed her report for September and had the following additions: • Carol's office renovation is going well, and should be completed by the end of the month. • Brewster management is going well. We remain busy with Capital Improvement jobs and the new CIP was done and submitted by Mrs. Botsford. • In addition, a contract has been signed with the auditing firm, Guyder Hurley to conduct the audit (called Agreed Upon Procedures), per the DHCD requirement. OLD BUSINESS: b. Security Camera Installation — Home er Villa e. Mrs. Botsford explained that the company she is interested in using has the state contract for installing security cameras. They are ready to do the installation for a cost under $3,000. Mrs. Botsford will move ahead with the job. c.) Outdoor Grill/Open Place .Polity _Update: Mrs. Botsford stated that she had done some research with the town as well as with DHCD loss prevention, and is proposing the draft policy distributed to the board last week which totally disallows any open flames, including but not limited to, fire -pits, chimneas, and tiki-torches. A short discussion ensued, and a motion was made by Richard Halpern and seconded by Kevin Shackett to approve and adopt the new Outdoor Grill/Open Flame Policy, as presented. The motion carried. At this point it was 6:38 and the chair inquired if Ms. Gunn wished to proceed now with the hearing or wait until it was 6:45. She agreed to proceed at this time and stated that she wished to decline Executive Session and have the hearing in open session. Due to a possible conflict of interest, board member Melissa Phillips recused herself and exited the meeting. The chair convened the hearing and stated that the board understood that Ms. Gunn had requested a hearing with the board due to a decision that had been made against her. The board members are here tonight to find out what that decision was and what they need to be made aware of in making a decision. Attorney Katherine Wibby represents Ms. Gunn in this appeal and had sent a letter to the board dated August 25, 2015. She asked if the board had received it and Mrs. Botsford stated that it was provided to the board at the last meeting. Ms. Gunn was a recipient of rental assistance under the Project Based Massachusetts Rental Voucher Program until her assistance was terminated a couple months ago. Ms. Wibby reviewed their position indicating that Ms. Gunn had a Grievance Hearing in which the Grievance Officer found that Ms. Gunn's assistance could be continued with some requirements to submit documentation to the housing authority. The decision was made on May 26 and the housing authority mailed the decision to Ms. Gunn with a letter dated June 2. Ms. Wibby stated that it is their belief that the letter was not mailed until June 6 and that, because Ms. Gunn was in the hospital following a caesarian section, she did not get the letter until June 18. Their position is simply that if Ms. Gunn had not been in the hospital giving birth by caesarian section, she would have received the letter in a timely fashion and would have gotten the paperwork in, as required. Page 3 of 6