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The Westport Housing Authority meeting on May 20, 2026, began with a lengthy discussion about changing the check-signing procedure to increase board oversight. Previously, the executive director signed checks alone. Following concerns raised by Commissioner Collins, the board discussed various options, including having all board members become authorized signers. A motion was made to require two signatures on all routine checks: one from the executive director and one from a board commissioner. The motion passed with a vote of 3 in favor, 0 opposed, and 1 abstention. The board then received the management agent's report. Key updates included a recent site assessment by the Executive Office of Housing and Livable Communities (EOHLC) as part of a statewide effort to calculate the cost of modernizing public housing stock. The financial report through March showed the authority was in a healthy position with 67% reserves and most line items under budget. An update was also provided on the upcoming painting project, which was set to begin soon. The authority is also working to place a new sign, with the location being finalized to ensure visibility without obstructing traffic. During the tenant comments portion of the meeting, residents raised several concerns. They requested follow-ups on the cleaning ladies, backyard cleaning, the arrangement of recycling bins for better access, and the cleaning of bathroom vents, which has been a recurring request. A significant discussion also took place regarding handicap accessibility and the process for residents on the second floor with mobility issues to transfer to first-floor units. The board confirmed a transfer list exists and that the standard ratio for filling vacancies can be overridden to accommodate medical needs.
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come by, we'll have them come in and they can sit there in the community room and look at the checks. They have any questions, they ask. Normally, they don't because but they want to sign the checks because they feel that that's their their, you know, their oversight.
0:20Um, you know, I'm I'm flexible. You're the board. So, you have to you have to tell me what what you're comfortable. So to to be frank with you, there's there is checks and balances in here already as we go through this the year from the budget stuff and all that kind of stuff.
0:37There's checks and balances, how much we got and how we're doing and we're not doing and we're doing this and we're doing that. And I I'm I'm good with that. But if you want to go to a system that he just recommended, two people sign. Now, can it be any two of the board or we can Yeah, you're I don't uh I got to check.
0:56I don't think Um, I I know Tim, Pauline, and Liz are are are authorized to sign on the Rocklin account. Paul, I don't think we put you on yet as an authorized signer.
1:08So that going to be done and then and then and then and then on the other hand um just for all of our sake for the board like you said the water bill is going to be paid until we're just going to make sure that the two will succumb within a few days to get it back.
1:29I'm okay.
1:32I've been here for 25 years and that's how we did it.
1:38the way you explain it. Not the way that how how was it done before? I I'm not This was done before if if checks need to be paid paid on time.
1:54Okay. They would be at a meeting and we would vote for two people to be deciders on the check.
2:07And when they do, why do you think we need that extra extra truly? Is there some reason for that?
2:20Maybe what maybe you might want to talk about.
2:26I'm telling you how it was done. It wasn't done by me.
2:31It was done many, many, many years ago.
2:35and that's what they kept doing.
2:38But the only difference for the discussion was the welcome respect is we need more than two because if I'm on vacation and I'm I'm I'm I'm gone and I'm one of the signers and you're a signer now.
2:54Where's the second sign? I'm away. I'm out of the country state or something.
3:00So you two signers where you are.
3:03So that's what I'm saying. What you got to do is have all of us be silenced.
3:08Well, that's up to you. If you want, you call it that way. Fine. I'm telling you how it has been done in the past. And there's never a problem.
3:20I asked about a question on this register here and the next register and how how do you do this? Because I've never done a scale before.
3:34and no one's told me otherwise. So, um, do as you please.
3:40I think the previous administrator did that.
3:45She she used to just she was entitled, you know, she was entitled to do whatever she wanted. uh beside the point, she she would she would sign the checks for the normal bills that had to be paid if if it was in between or something like that. Whatever you sign when you when you look at a at a warrant, if you will, this is keep in mind when when Attalboroough took over,
4:11we institute we we went with with PHA web software. Um there was no there was no software being used here previously.
4:21So we we went over to a a very userfriendly software program. And I say user friendly because uh you know if I can figure it out it's very user friendly. It's just about hide proof. So what what you get every month is you you get a list of of checks that have been paid out of our operating account. This I simply asked a question but this has gotten to be a little over the top. I
4:52asked a question answer the question and you're good with it.
4:57You should take a vote.
5:00Take a vote on what? What do you want to do? Take a vote on what? Do you make a recommendation?
5:05Why are you looking at me? Um because because well I have action for everybody but my point is this is I'm not sure what you want to vote on. That's why I'm asking you.
5:17I didn't say I was sure I wasn't going to vote on I wanted an explanation to the two registers. That's what I wanted.
5:26That's all I want.
5:26Let me ask you a question because you brought up that Facebook and a few more.
5:31Do are you okay with the way we have it now?
5:37No.
5:38Okay. So, now we need to decide how we're going to go about it moving forward and take a vote. Correct.
5:46Okay. All right. Um, I I I say this if if if you want to go to like it used to be years ago the way you explained except versus two signatures, I think every board member should be a signature so that any two could come in and sign because I just think that if it's if it's if it's him and and one of us is away, then we're right back to the same property.
6:22It's more convenient if I be one of the signers, if I be one of the two. I'm already authorized anyway and I I've been signing all these checks for the past 2 years. So, um that would make it easier on folks. uh if you'd like to make it myself and one board member for the for the sake of oversight.
6:44Um I'm I'm I'm perfectly agreeable with that. But um All right. I I I I I I would so move that we uh authorize uh routine payments uh from the operating account to be paid by check signed by the executive director. One uh commissioner uh that um a a non-rine expense uh should should be brought to the whole board for a review before decision and um I I we can certainly
7:41reconsider that uh you know in a couple of months depending on whether that seems to But for now, that's the way I system.
7:54Is that is that a form of a motion?
7:56It's a motion.
7:57All right.
7:58Can Can you speak up? We can't be Oh, I'm sorry. What I'm s I'm moving that that that we we change the method for which by which the authority pays its bills. And right now the executive director has been paying them by his on his own initiative by by him is authorized to sign each check in those that bill. What I'm proposing based on what I understand there may be a concern from Commissioner Collins that there
8:30needs to be additional board oversight about checks that are paid that we convert the system so that all checks must be signed both by the executive director and one of the board members.
8:45and um that we we try that system for at least a month or two before we decide whether we should advise it or visit it.
8:54But for the next month at least maybe begin to begin that process. I don't I'm not I'm not eager to be put on the list of of prisoners who can sign to do that.
9:07That's fine. Uh but if it turns out to be a uh an issue of getting those signatures in a timely fashion to be sure we pay the the water bills and the and the the light bills and anything else that needs to be paid um then um you know we may have to revisit that.
9:29But right now I'm not anticipating that it's going to be a problem because because Pauline is right here here. So if need be, if something is time sensitive, we can have Pauline come in. We have Pauline come in anyway if there's if there's a bill that um you know or or if anyone thinks needs to be held for the meeting that that could happen. But I'm looking at the the dozen checks or
10:00two dozen checks that seem to be written every month and most of them are pretty straightforward and non-controversial.
10:08Uh the only the only it's hard to see how scrutiny of the of the of the payments uh to uh uh you know most of these vendors would benefit. We're not micromanaging the we're not managing the of the executive authority uh to provide the oversight. Um but um you know to some extent if you think that somebody like Troy landscaping is over being overpaid um you know maybe that could be wor
10:50but I think we should be sure that we are paying our bills in the ordinary course of business. Let's try this system and um if it turns out to be working then we can continue it. If it turns out I'm not going to be worthy, we'll revisit it. That's that's what I'm saying. I'm I'm I'm fine with that. All right. That's a form of a motion. Yes, it is. Is there any discussion on the
11:15motion? Is there a second? Is there a second on the motion? I I would second that.
11:22I I understand.
11:23Okay. I second the motion. All right.
11:26Any discussion?
11:28All in favor? I I you know let me let me say something here Paul all time you just went like this you didn't go like that when the vote for the chair took place.
11:50Oh is this all about that?
11:54I'm making it half about that. I don't believe I've never heard of anybody setting up for a chair.
12:10Anybody? What? Setting up for a chair.
12:13Setting up for a chair.
12:14Setting up.
12:16Setting up.
12:20I don't appreciate it.
12:22Setting up. Did you say setting up?
12:26I think you understand what I'm talking No, I don't.
12:29Okay.
12:29And it's not appropriate. I don't think that's on the agenda. I don't think it's a matter on the floor. And I think we can That's fine.
12:37I I I'm happy to under to talk to you about it. It's something I go off the record, but uh I have my opinion on who I believe will be the best chair of this commission and I continue to maintain my So there's a motion.
12:55There is a motion.
12:58All in favor?
13:00I said. Yeah. Okay.
13:06Any opposed? One abstain. Right.
13:10So, just just for the sake of the minutes, there were there were three votes in the affirmative and none of the negative and one abstension.
13:18Okay. Yeah. Got it. Thank you.
13:20Okay. Thank you. All right. Moving on.
13:25Uh we do management report yet?
13:28Uh management agent report. Uh yeah, I'll just uh just just go over a couple of things. Um your um not not in any particular order, but the work order report and the vacancy report. Um each month is in your um is in your board packet for your review. Um again, if there's any if there's any questions regarding uh you know, specific work orders, um you can address that to me.
13:54outside of the meeting. Um that very first thing on the agenda uh there is EOHLC site assessment. Um the Executive Office of Housing has um has contracted with a company um to do site assessments of all 243 housing authorities in the state of Massachusetts.
14:15And um uh Westport was one of the first ones out of the gate. We had our our site assessment last Friday. uh the company came in, they walked through I think seven apartments um they they looked at our you know infrastructure at our um you know common areas and so forth. And uh uh this whole exercise is to is to come up with a dollar figure for the entire state of what it would
14:44cost to totally upgrade and modernize the public housing stock. that's available right now. Um, and that number, by the way, is going to be in the billions, obviously.
14:58Um, you know, we have here at Westport, and I and I say this all the time, when you drive in here, you look around, you know, as far as as far as public housing goes, I I think our buildings and our grounds look really good. The inside of the apartments obviously are are very dated and they need upgrading.
15:19We know that. and that was part of what they they were evaluating. So that uh that occurred last Friday. Um so we'll have more to say on that. Um basically once all the housing authorities have have have been surveyed and have been looked at. I would imagine there's going to be a some sort of general report issue at some point down the road. When that happens, I can follow up with the board and let and let
15:47the board know what the school is.
15:49You're talking like lighting and LED lighting and retrofitting this and that.
15:54Yeah, there's a whole host of things probably some equipment, you know, change things out so it's more efficient, you know, bring your cost down with the electric bill and so on so forth.
16:04And again, a lot of it's apples and oranges. You know, Westport is not the same as local, right?
16:10And you know, North Attleboroough is not the same as Boston. So everybody has their own needs and and uh but this is an attempt by the executive office of housing to say okay um if we want to maintain what we have how are we going to do that so and how much is it going to cost so that um so that exercise happened last week. Okay. Um so uh also in your board packet are the financial
16:38reports through March. Um you can see that the uh we're actually doing very very well. We have um our let's see all of our line items all of our budgeted line items are well under budget. um the exception of the uh gas and and and the electricity, but that's that's really out of our control to a certain degree. But we're standing very very healthy. We've got 67% reserves. Um with
17:19one quarter to go, I'm not anticipating that there's going to be too much of a change in that. Um our siding project or our painting project is about to get underway. They um they uh you know, you wouldn't know it over the past couple of days, but uh you know, the weather in you know, March and April was a little chilly, so they weren't able to start right when they they wanted to. I'm I
17:44have a conference call scheduled with the architect coming up, I believe, tomorrow. So, I should have an update as far as when um when that's going to be.
17:54Um, in fact, if you look at page, I included an email in your board pack and on page 26 from the architect. Um, so waiting until the second week of May to assess conditions the closer we get to that date. So, we're we're almost we're almost ready to to start that project.
18:20That's our only state project right now that's that uh that's in the pipeline.
18:26Um prior to that I mentioned the vacancy report. Um one thing that uh is also in your board packet actually that's I I don't have in your board packet now however I'll mention it. Um, we we make every effort to mirror the ethical the the ethnical the ethnic composition of the statistical area that we live in, which is Fall River. Um and uh the Westport Housing Authority does a very good job of kind of marketing to
19:07folks through our CHAMP system if we're if we are are below a certain ethnic you know group in the composition. So um I just let everybody know that um we look at that on an annual basis. So if we whenever we get a vacancy for example, if we um if we are not in compliance with what the metropolitan statistical area says, we make an effort to to be in compliance by
19:39by marketing to those groups through the CHAMP system. Doesn't mean that we're going to get people from that ethnic group, okay? For example, Hispanics and African-Americans.
19:50Uh, but we try to fill with those ethnic groups to the best of our ability. So, we do that. Um, outside of that, I don't really have much else. I mentioned the vacancy report. Um, and and the work order.
20:06David is on vacation this week. Uh, so he'll be back on Tuesday. Um, outside of that, that's all I have.
20:14The vacancy, you thought, could you go over that with me a little bit with us?
20:17Sure.
20:20just says to what we got for vacancies here.
20:24I believe we have um we have one vacant two. No, that must be okay. So So there's one.
20:33There's none right now. Okay. All right.
20:35All right. That's all.
20:37So the uh I I I know I know Christina who's also on vacation. She um she had a list pulled on the champ system and she identified somebody. I I was not aware that it was uh that was good.
20:56Well, okay. Hey, and well, well, just prove that just just for everybody, the public and everybody that I, you know, could kind of go off to a little way to stop that this meeting is being videotaped. I just want to make sure.
21:22And then um one last thing uh which has has been brought up in the past uh signature signs has been out. We have our sign. Okay. We're just we're just we're just kind of trying to decide where where to place it so that it's most visible. the the place that I had originally wanted it, they were not able to put it there as they were on the as you're driving out on the right because
21:50there's there's too much stuff there.
21:53So, we went to the other side of the driveway on the left, which was good.
21:57However, if you put a sign in a certain place when you're pulling out of here, you you don't want to block anybody's vision coming on. But if you put the sign vertically, no one's going to see it. So they're they're sort of working out a way to, you know, kitty corner it so it can be back in further.
22:20Right. So I'm just I want to reassure I want I want to reassure Paul that uh we it is in the it is in the works and the sign will be out shortly.
22:31Mr. Chair, I I unfortunately have another commitment that take so I may be excused.
22:39Yes, you may. Thank you. Thank you. Want to leave it for me?
22:48Oh, all right.
22:51And and uh and if you have any questions about anything, you can reach out to me.
22:58Thank you. Very good. Okay. Um um moving on. Old anything under old business hearing none. How about new business?
23:12Says next meeting to be determined. Are we looking at a April 15th meeting?
23:17Uh whatever the third Wednesday in June is. I believe that's the 17th.
23:23Yeah, I think you're right.
23:25Cuz that's a Monday.
23:38Yeah.
23:40June 7.
23:49Okay. Um, commissioners comments if there's any any comments by the commissions hearing. None.
24:01How about um tenant comments? There we go. Go ahead. Paul, where were the cleaning ladies?
24:12I have to I have to follow up with them.
24:15They had um they had an illness on their staff which which has sort of delayed them. Um so I will in fact I'll make a call today to get them down here.
24:31Okay.
24:32Any anyone else? Yes, ma'am. Go ahead.
24:35Um, are we going to have our backyard clean this year?
24:40Backyard?
24:41Yeah.
24:42Okay. Uh, I can I can double check with David on that.
24:47Well, last year we've been asking and it's still the same way.
24:54Okay. I will um I'll talk to Dave when he gets back next Tuesday. I'll make it a point and hopefully we can set something up.
25:03Yeah. This is getting pretty ridiculous now in the backyard.
25:08Yeah.
25:08Okay.
25:09Moving all the way towards the front.
25:12Okay.
25:16Is there anyone else with a question? Go ahead.
25:20Yeah. I was wondering the the recycle bins. We have them like they're in the back of the ovens. If it can be lined up might make it easier because we can't get to the ones in the back.
25:38The ones at least once a week David recycles so that the ones in the front move to the back ones that are full. The empty ones are moved in front. He does that.
25:48Oh, okay.
25:51Okay.
25:52Yeah, I'll I'll talk to David on that, too. Okay. Anybody else? Yes, ma'am.
25:57Okay. It's been mentioned before in the past by several other ten a couple of other tenants not sever couple of the tenants about cleaning the vents above the the tub in the bathroom.
26:10Yeah.
26:12That hasn't been done and this has been now 2 years.
26:17That's typically not something that the housing authority gets involved with.
26:21Why not? It's part of housing.
26:25We we don't we don't go in and clean bathroom.
26:28So why lieutenant pay or somebody come in to do that when it's a problem of housing?
26:36What do you mean you I will I don't understand that.
26:39All right. Don't don't be disrespectful either. Okay. I'm answering I'm asking your question. I don't understand.
26:43I'm answering your question. All right.
26:45I will I will look into it. In fact, when I have the cleaning company when I have the cleaners come in, I will see if they can do it.
26:55I don't think Excuse me.
26:58I don't I don't think they can do that.
27:01It has to be professionally done.
27:03Well, if you pull the cover down in past experience, it's just a vac back vacuum.
27:11Well, no. That way involves duct work.
27:15There's a duck.
27:15Oh, you want the whole duct work up here.
27:18It's full of It's all full of dust and everything else. I mean that be something that would be crazy at 12 bids. You just can't bring Well, let me let me start off by asking the initial question.
27:30Yeah.
27:31To see if that's something that can be done and then if it is, maybe I can get that incorporated into what the cleaning company charges.
27:40Okay. Okay. Um I like once a year or something.
27:45Yeah. Yeah. Um we'll get to that.
27:49Okay. All right. Anyone else question?
27:53I have a question with regards to your your site um your site assessments. What percentage of that uh is earmarked for handicap accessibility? Just a general question.
28:10Uh the company that you're using, do you have the name of the company by chance?
28:14Bureau Veritas.
28:16And do you have a certain amount or a certain percentage that's earmarked specifically to handicap accessibility?
28:24I know beautifification is important, but I'm just curious to know what type of percentages because normally when you're getting government or state assistance, there's usually about 20% or more. Do you have an idea of that?
28:36I'm not familiar with what their scope was. I I don't know if that was something that they that they that they um um you know evaluated when they were here. I know they wanted to see based upon the size of the development 48 units. They they wanted to go into seven units. So they they entered seven units.
28:57At least one of the seven was was was the vacant that we had at the time I believe. But I don't know if I don't think they asked any specific questions regarding um accessibility. I don't think so.
29:10I can follow up though and find out.
29:11Yeah, I'm just curious. Um because it would it's twofold, right? So accessibility as far as the complex goes and then of course accessibility, you know, to and from apartments and any type of accessibility that might be needed.
29:27Although I know that some of your apartment you have a limited amount of apartments that are here for handicapp but as residents get older um you know they might need some added assistance even though they're not in a deemed accessibility apartment um that we might be able to address.
29:47I agree. Yeah, we take um you know uh sometimes what happens um and I can I can check the list. We have second floor residents, for example, that have difficulty with stairs and they they very often can be put on on a transfer list when a first floor unit becomes available to move down to the first floor, which would help them somewhat.
30:11Um, are there bars on the second level for people that have balance issues so that they can hold on to it in the hallways?
30:18Yes.
30:19Just out of curiosity. and the answers and then bedrooms back hallway. They do have the uh but I was one of the people that was on the second floor. I have a list that affects my mobility. So I when building when an apartment became available in my building I was able to move down to the first level. People don't want to leave their buildings. They get used to the the same tenants and company.
30:47I think it's a a safety and a comfort issue too knowing your neighbors and all that too. So that's I uh just question about that as far as uh I've only been here a little over a year and I've had a lot of problems with my illness as far as walking. Um, I've had a two strokes and it's getting to a point where it's going to be it's a lot tougher.
31:18The question to add is I love my apartment. I got beautiful my apartment's been all redone that type of future but is is it possible if it did come up downstairs?
31:34Yeah. Well, all you would need to do is let us know officially that you want to move. Just fill out a transfer form. We have that on file and then um I don't know how many people how many second floor people right now are on that list cuz I'm on disability too, you know, when I get all like I said right now I'm I'm getting by might get worse, right? And typically just and and I
32:01think Pauline, you might know this and Liz, you might know this as well, but the we we normally I think it's um it's four or five to one that we uh that we do a transfer as opposed to taking somebody off the list. Now, if we suddenly see that there's a lot of people that need transfers that are on the second floor, um we can override that. the state, you know, standard is you you house four
32:31people off the waiting list, then you do a transfer, then four and one, four and one. However, if if the transfer list is getting long where, hey, look, you know, there there's there's some issues here, folks that are on the second floor that need a first floor unit. Um, we can override that four to one thing and move people, you know, administratively. When when somebody when somebody somebody new
32:57applies here, is that one of the questions that that gets to ask them if they need, you know, a bottom floor or or I was lucky cuz I when I went through all this system to get in, it took it would take like 6 months to a year. I got in within two months because the representative a lot of people helped me out because of the situation. But the thing is uh I don't mind the cost
33:34I get thrown out. You know what I'm saying? But I I'd like to see what what would happen in this situation.
33:41Sure. Sure. No. And that's you know and that's you know that's fine. That's fine. But that's that's how we typically do it.
33:48Yeah.
33:48Um but you know, we've we know as people age, it it gets harder for folks, especially longer term.
33:59Um so we so we take that under advising all the time.
34:04Okay. Anything else?
34:08All right. Motion to All right. Second. All in favor? I any opposed hear and none. So move.