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Home My WebLink About2023-12-04-LEXHAB-minLexington Housing Assistance Board Annual Meeting Agenda/ Monthly Board Meeting Minutes Dec 4– 3:30-5:30 pm – Conducted in the Hudson Room, Cary Hall Call to Order A meeting of the Lexington Housing Assistance Board (LexHAB) was called to order at 3:38 pm. LexHAB board members present were Bob Burbidge, Tara Mizrahi, Lester Savage, Russ Tanner, Thomas Donohue, Jonathan Silverstein. Sarah Morrison (LexHAB Executive Director), Pearlene Varjabedian, Regina Brown and Jill Hai (Select Board representative) were also in attendance. Henry Liu joined at 3:57. Minutes review of Meeting Minutes A motion was made and seconded to approve November 1st meeting minutes. All approved. Reports had been emailed out ahead of meeting Executive Director Report Highlights: (1) Closing on Mass Ave- Dec 18th (2) Fundraising- Huge success- close to $7,000 raised- maybe an every other year event (3) CPA application—have submitted and presented $482,365 request. Housing Director Report • 3 empty units—lottery—possible emergency transfer so 1 bed being held off. Working on the others. 1 bed, 2 bed and 4 bed available. • Solar pump installations • Continuing to work with support organizations • Where are we with lottery? Pearlene not worried on list right now but it is running low- especially one bedrooms- none left Property and Development- Lester • 497 Mass Ave—going well—great how everyone moved quickly. Two grant agreements- one with CPC for $400,000 and one with the Trust for $540,000. Key things is that the units are affordable, that we are completing the LIP application and that the units will be on the SHI. Mortgage is just a mechanism for us to be obligated to do what we say. • Jill asked for the % of our units that are on the SHI. Pearlene will get that to Jill tomorrow. Short discussion on difficulty of adding already occupied units to the SHI and the importance of having some affordable units that have more flexibility than is allowed on SHI units. • 9 Kimball—exterior landscape has been done, trees have been cut in the back, Minuteman is there and going full speed. John Biggins is working over there and doing a lot of pro bono work too. Cindy Arens has been very helpful trying to access other rebates for the building. Rentable in the Spring. Needs to go through SHI process. Min Rent Policy- Russ • After our board votes 2 meetings ago, we have had conversations with Liz Rust about our proposal and have since made some changes to meet some of her questions. • Conversation today is regarding new tenants only- will need to follow with a plan for existing residents. • Russ shared some spreadsheets to compare • These votes will override those we took before • VOTE #1— Determination of Calculation of Minimum rents- All initial lease ups – minimum rents will be based on spending 30% towards gross income pegged to a 35% AMI Level. Rents will be based on 1.5 persons per one bedroom, 3 persons per two bedroom units, 4 persons per 3 bedrooms and 5 persons per 4 bedrooms. Vote taken- all approved. • VOTE #2 -% of a household’s income that is charged for rent – All initial leases on all units will have their rent determined by using 33% of their household income to determine the gross rent provided this policy is reviewed by RHSO and LexHab counsel. This policy shall not override any underlying regulation or deed restriction that is to the contrary. Vote taken- all approved. • VOTE #3 – Utility Allowances- All initial leases on all units LexHab owns will have a gross rent and utility allowances deducted to the extent applicable for that unit. Vote taken- all approved • VOTE #4- Determination of Minimum Qualifying Income – At initial lease up all units will have a minimum qualifying income that is based on the applicant household paying 35% of their gross income towards gross rent. Vote taken- all approved. Solar- Henry • Solar—Discussion about how to treat solar panels and electric bills. Determined that tenants will not have a utility allowance on those buildings as LexHab pays the electric bills. Consistent with decisions made under new rent policies for new units. • EVs – illegal to submeter. Question about how to deal with safety or pest concerns. Cindy Arens (guest) says 110 outlet is not a concern. Cindy argues to try to be more inclusive and know that people are moving to having more EV windows. Electrician should look at and make a recommendation. We may also reserve the right to review electric bills- although we may have the right to do that across all units already. Treasurer’s Report- Henry • Discussion on 2024 budget- discussed showing depreciation or funding replacement reserves, discussion of repairs and maintenance • Some high utility bills - Are units registered with the DPW? Jill says eyeonwater app shows daily useage. Maybe look into metering the domestic water and the outdoor separately. • VOTE- Approved 2024 budget- All approved • Henry needs to sign the grant agreements LexHAB Transition- Sarah • Cindy pulled it up online and on 11/20- was referred to third reading in the State Legislature. Will continue to follow. New Business 12/19 at Sarah’s – holiday get together The next meeting has been scheduled for Wednesday, Jan 10, 2023 @ 3:30pm in person at the Hudson Room in the Cary Memorial Building. Motion to Adjourn Open Session at 5:29 The Chair moved to adjourn the Open Session and go into Executive Session to discuss strategies regarding potential litigation, current litigation regarding Muzzey Condo, 5 Keeler Farm Way, 46 Garfield and 1 Wilson and to discuss security strategies. Chair also moves to not return to public session. The motion was seconded. The motion was approved by roll call vote. All approved. EXECUTIVE SESSION MEETING MINUTES Security Strategies for the Office Trying to get someone to respond to calls. Some names were given to Regina. Pearlene doesn’t like the idea of a camera in the office. She would like the frame of the door and hardware to be fixed. Muzzey In Jonathan’s court to review language in from lawyer. Will do that by next week 5 Keeler Way Offering the one bedroom to the mother at Muzzey. Unclear what tenant’s needs are but that is the only one bedroom available right now and it has an elevator and is one floor. Waiting to hear about her voucher. There is no notice yet given that th ese tenants are leaving. Would have an family for this unit if it was free. Henry, Jill and Jonathan left at 5:37pm 1 Wilson Not paid November or December rent yet. Attorney will be reaching out to tenant’s attorney to get an agreement to sign. This unit has been an issue for years- issues with unreported income, documents not submitted, etc. Russ bringing up that in some of these cases we may not be doing anyone any good by trying to be accommodating. Staff responds that they are not sure they and Jonathan are doing that. For instance, in 1 Wilson attorney representing that due to her age that we might not win. Russ wondering if there are free or low -cost mediation to deal with some of these. If rent is not paid in December we should be moving towards eviction. 46 Garfield Christina has requested a reasonable accommodation asking for more time to submit documents which are now two years past due. Attorney reviewing and will be responding asking for more supporting documentation. Motion made for Executive Session to close. All present voted yes. Exec Session Adjorned at 5:49