Fitchburg Housing Authority

FITCHBURG CITY CLERK Dec 23 2024 1:06 pm Fitchburg Housing Authority Minutes of FHA Special Board Meeting, November 13th, 2024 Canton Valley Community Room, 24 Valley Street, Fitchburg, MA A Special Meeting of the Fitchburg Housing Authority (FHA) was called to order by Interim Chair, Thomas Hughes at 9:30 AM on Monday, November 13th, 2024, in the Canton Valley Community Room at 24 Valley Street in the City of Fitchburg, Massachusetts. Present: Absent: FHA Board Members: FHA Board Members: Thomas Hughes, Interim Chair N/A Adam Goodwin, Vice Chair David Basilio, Treasurer Janice M. Spellane, Assistant Treasurer-Tenant Representative FHA Staff: FHA Staff: Douglas M. Bushman, Esq., Executive Director & CPO, FHA Board Secretary Andrew T. Skoog, Deputy Director Cameron Davis, Executive Assistant Public/FHA Tenants: Jeff Ingel Quorum: Yes (Quorum Requirement: Three FHA Board Members) 1. Motion to Open Meeting Interim Chair, Thomas Hughes opened the meeting at 9:30 am. Move: David Basilio Second: Adam Goodwin All in favor 2. Motion for Public Comment on Agenda Items Move: Adam Goodwin Second: Janice Spellane All in favor No Comments. 3. Motion to Approve HUD EPIC Annual & Five-Year Plans Move: Adam Goodwin Second: David Basilio All in favor The Executive Director provided a brief overview of the history of Fitchburg Place. Chair Hughes inquired about the ownership percentage, and the Executive Director explained that the Fitchburg Housing Authority (FHA) owns 1% of the property. He further clarified that the ownership of Fitchburg Place, along with the three federal homes, necessitates FHA’s submission of the Five-Year Plan to the Department of Housing and Urban Development (HUD). Commissioner Goodwin requested further clarification on the submission process and the allocation of funds. The Executive Director outlined how the funding would be utilized, noting that most of it would go toward property improvements, while a portion would be retained for administrative costs. Commissioner Goodwin raised concerns about administrative costs, asking if allocating funds in this manner could be problematic. The Executive Director reassured him that HUD permits this allocation and that it is a common practice. Chair Hughes followed up by asking where the incoming funds are directed, and it was confirmed that they go to FHA for management purposes. The Deputy Director noted that the current plan is essentially identical to the one submitted the previous year. The discussion then turned to Winn Companies and their lack of profit-sharing from Fitchburg Place, which impacts the distribution of funds. Chair Hughes questioned why FHA is not taking action against Winn Companies for failing to pay. The Executive Director responded that he prefers not to disrupt a system that is currently working. “Every Family Deserves a Home” 1 4. Motion to Revise FHA Board Meeting Schedule for November 2024 Move: Adam Goodwin Second: Janice Spellane All in favor The Executive Director explained that there was originally a meeting scheduled for next week, but due to the upcoming budget preparation, it would be more efficient to hold just one meeting in December to review everything. Chair Hughes suggested holding the next meeting in the evening at the legislative building, broadcasting it live, and also recording it. He emphasized that this approach could increase participation from the people FHA serves, providing an opportunity to hear directly from them. Chair Hughes expressed the importance of allowing people to voice their thoughts in person at meetings rather than relying solely on online communication. Commissioner Goodwin supported the idea and questioned whether starting at 6 PM would indeed enhance participation. Commissioner Basillio proposed trying this format for a year to evaluate its effectiveness. The Executive Director noted that the schedule for the upcoming year would be addressed at the January meeting and reaffirmed the importance of continuing to hold meetings at FHA properties. Commissioner Goodwin shared that he had spoken with Nate Glenny from FATV about potential equipment options. Commissioner Spellane highlighted the importance of effectively communicating with tenants to ensure they are aware of what is happening. The discussion then shifted to logistics for the next meeting. The Deputy Director mentioned researching camera options and presented some ideas. Chair Hughes suggested purchasing a camera to test it during the December meeting. Commissioner Spellane raised concerns about what steps would be taken if the camera failed to perform as needed. Commissioner Goodwin inquired whether the camera had enough storage capacity to record a two-hour meeting. Chair Hughes proposed creating a list of requirements to share with Nate Glenny from FATV and using his feedback to guide next steps. It was ultimately agreed that the December meeting would be recorded and would take place as scheduled on December 19th at the C.J. Durkin building. Additionally, the group reached a consensus on the importance of transparent communication with tenants to keep them informed. Other discussions: The Executive Director mentioned that there would be a motion next week regarding the construction subcommittee, along with a discussion about potential bylaw changes. Commissioner Goodwin proposed creating a subcommittee to review bylaw changes to ensure compliance with open meeting laws. It was explained that using email for discussions could present issues under these laws, so emails should serve only as an informational tool rather than a platform for asking questions. The Executive Director clarified that there are no current issues with the bylaws but noted that they lack clarity on procedures for handling member violations. Chair Hughes suggested consulting Robert’s Rules of Order to find appropriate language for addressing member violations in the proposed bylaw changes. Chair Hughes also emphasized the importance of prioritizing the filling of the vacant seat on the board and asked whether another tenant could join the board. The Executive Director confirmed that this was possible, explaining that each board member has a fiduciary responsibility to the entire board. Commissioner Goodwin added that if the board recommends someone, that recommendation should be honored, especially given the city's challenges in filling board vacancies. He also noted that board members had, on various occasions, expressed willingness to adjust meeting times to accommodate a new member. A discussion followed about how such changes might affect staff schedules. 5. Motion to Adjourn Regular Session (at 10:14am) Move: David Basilio Second: Janice Spellane All in favor “Every Family Deserves a Home” 2