Minutes of the Lenox Housing Authority Board of Directors Special meeting on August 22, 2024, at 10:00 a.m. at The Curtis
1. The meeting was called to order by Deb Prew at 9:55 a.m.
2. Roll Call: Present – Deb Prew, Vice Chair,
Kim Graham, Treasurer
Linda Carroll, Member
Shannon Cella, Executive Director,
Barbara Heaphy, Administrative Assistant
Absent - Carol Ramsey, Chairman
3. Proposed Executive Director Contract
The board was presented with an amended Employment Contract between
the Lenox Housing Authority and Executive Director, Shannon Cella for a 3-
year contract beginning 10/01/2024 and ending 09/30/2027 in the amount of
$83,264.00.
There were no comments or questions on the amended Executive Director
Contract.
Deb Prew made a motion to approve the Amended Proposed Executive
Director Contract as presented. Kim Graham seconded the motion. Vote
3-0.
With no other business to come before the board, Kim Graham made a
motion to adjourn the Special meeting. Deb Prew seconded the motion.
Vote 3-0.
Public hearing was adjourned at 9:58 a.m.
______________________________________________________________
Minutes of the Lenox Housing Authority Board of Directors Special meeting on September 30, 2024, at 11:00 a.m. at The Curtis
1. The meeting was called to order by Carol Ramsey at 11:03 a.m.
2. Roll Call: Present – Carol Ramsey, Chair
Deb Prew, Vice Chair,
Kim Graham, Treasurer
Shannon Cella, Executive Director,
Barbara Keenan, Town Resident
Absent – Linda Carroll, Member
3. The Fair Housing Tenant Data was presented to the Board of Directors. All
Affirmative Action Goals were met as required.
4. Kim Graham made a motion to adopt the Affirmative Action goal that has
been met with no placement at this time. Deb Prew seconded the motion.
Vote 3-0.
Kim Graham made a motion to adjourn the Special meeting. Deb Prew seconded the motion. Vote 3-0.
Public hearing was adjourned at 11:04 a.m.
Respectfully Submitted,
Shannon Cella
Secretary/Executive Director
______________________________________________________________
The Regular meeting of the Lenox Housing Authority was held on Tuesday August 13, 2024, at 4:45 p.m. at The Curtis, 6 Main Street.
A. The meeting was called to order by chairman Carol Ramsey at 4:46 p.m.
B. Roll Call: Present – Carol Ramsey, Chairman
Deb Prew, Vice Chairman
Kim Graham, Treasurer
Linda Carroll, Member
Shannon Cella, Executive Director
Jim Mercer, Commercial Property Manager
Barbara Keenan, Town Resident
Ellen Jacobson, Tenant
Absent – None
1. Tenant Forum: There were no requests.
2. Minutes:
a. Motion was made by Deb Prew to accept the regular July 9, 2024 board
minutes as presented. Motion was seconded by Linda Carroll. Vote 4-0.
b. Deb Prew made a motion to accept the special meeting minutes of July
25, 2024 as presented. Linda Carroll seconded the motion. Kim Graham
abstained due to absence. Vote 3-0.
3. Commercial Space:
Jim Mercer reported to the board that Scott Dinan of the Lenox Group is
starting the process of retiring and is turning the remainder of his lease over
to Loring Advisory Group. The lease will be up for renewal with Loring
Advisory Group in March 2026. We wish Mr. Dinan well! Jim has also been
trying to get in touch with a mason to repoint the bricks and repair the
marble on the steps. The previous contractor he reached out to, is not able
to do the work, so he is back to the beginning. Linda Carroll made a
comment on how good the new cleaners are. There have been no
complaints, only compliments on the company.
4. Accounts Payable:
a. Accounts payable as of June 30, 2024
689 balance is $79,385.24. 400-1 balance which includes the commercial
financial report is $95,471.48.
b. Quarterly Operating Statements and Modernization Cost Reports for June
30, 2024 were presented to the board.
Linda Carroll made a motion to approve the Quarterly Operating
Statements and Modernization Cost Reports for June 30, 2024 as
presented. Deb Prew seconded the motion. Vote 4-0.
5. Programs:
a. Rent Collection – There are 3 tenants on repayment agreements. All
other rents are paid.
b. Vacancies: There is 1 vacancy at Turnure Terrace - 40-5D. One tenant at
Turnure Terrace has given a 30-day notice as well. There are 2
vacancies at the Curtis, #418 which is a paint and clean turnover & #212,
which is a wheelchair accessible unit that needs some work done. 13
Church Street still has a vacant 2-bedroom, wheelchair accessible family
unit which is waiting on the bathroom rehab.
c. Waitlist: 2571 Total Elderly/Handicapped, 7756 total Family
Elderly list – 1157 Elderly, 854 Handicapped
20 Local, 11 Veteran
Family list – 43 Local, 8 Veterans
4503 2-bedroom, 2561 3-bedroom
6. Old Business:
a. Garbage Chute at The Curtis
The director reported to the board that the garbage chute at the Curtis is
permanently closed down. After shutting the garbage chute last month, the
LHA reached out to the Board of Health for suggestions on the best way to
approach the garbage situation. We explained the current system and the
problems we have been facing with the garbage chutes and the trash
compactor. After speaking with them, it was apparent that the only
option was to completely shut down the chutes and to continue using the
totes out behind the building for tenants to take out their garbage and
recycling.
b. Laundry Services
Both washing machines at the Curtis have been down for quite some time.
One machine has been down over a month as they were waiting on parts.
Director Cella has called CSC Serviceworks numerous times, put in multiple
work orders and have reached out via email to try and rectify the situation
with no success. They will not answer the phones or respond to the service
requests. Our contract with CSC Serviceworks will end 09/16/2024
Director Cella has been working with a new company, Automatic Laundry
Services, on a new contract and new machines. Once all contracts are
finalized, the new machines will be ordered and should be up and running
in October. After reviewing our current contract, financially, it would make
more sense to give the 4 family tenants who use the machines keys to the
Curtis community room to use theirs. The new machines will be a card only
system, however we will have a machine in both of the Curtis and Turnure
Terrace community rooms that will accept cash and put it on a card for use.
c. Cable Contract
As we are getting near the end of our cable contract with Spectrum, the
LHA has been working with tenants and Spectrum to try and make the
change seamlessly. The LHA put in a de-bulk request for September 1,
2024, however it seems that the transition will not take place until October
3, 2024. Once we have final confirmation, we will be able to help any
residents that would like it.
7. New Business:
a. Resident Services Coordinator Update
Karen Lewis, the LHA’s RSC continues to work with the tenants on
Thursdays. Her hours are on Thursdays from 10 am – 2 pm in the Curtis
community room.
b. Administrative Assistant Position
Barbara Heaphy gave her notice to the director. Her last day of work will be
on September 27, 2024. Upon receiving this information, the ad for the
administrative assistant/tenant selection coordinator was posted on the
website and in both community rooms. One (1) person applied for the
position, Deborah Pedercini, Executive Director of Lee Housing Authority
has all of required experience for the position. Ms. Pedercini was offered the
position and her start date will be August 26, 2024. The 2 administrative
assistants will overlap for a few weeks, with Barbara covering the office
while the director is at the annual conference.
c. FISH #152099 – Replace Wood Siding and Selective Windows – Turnure
Terrace Update
The siding on the back side of the 40-2 building and the 40-4 buildings will
be getting replaced with the work scheduled to begin on August 15, 2024.
The completion date for this project is October 15, 2024.
d. New Garbage Policy
After changing the garbage procedure at Turnure Terrace and the Curtis, the
director presented a new garbage policy for the board review. It includes the
new directions on the garbage procedure for The Curtis, Turnure Terrace
and 11/13 Church Street. After reviewing the new policy, it was decided to
postpone its approval until next meeting so all members have a chance to
review the policy.
8. Executive Director’s Report
a. Town of Lenox – On Friday, August 16, 2024, the annual Garden and Flower
Show put on by the Lenox Historical Society and Academy Garden Club of
Lenox will be held on the front porch of the Curtis.
b. Personnel – Tim will need to take some time off to recover from surgery.
Although that will make more work for Mike, we do not anticipate any
problems.
c. Public Hearing Notices
PHN 2024-11 – Replacement Policy for Fossil-Fuel Fired Equipment
This PHN is providing guidance to LHA’s with respect to the phaseout of
fossil fuel-fired equipment in state-aided public housing developments.
EOHLC capital funding will no longer fund, with some exceptions,
replacement of fossil-fuel fired equipment in state-aided public housing. This
moratorium in effect for projects created after July 25, 2024, with review of
in-process projects.
PHN 2024-12 – Cyber Security Alert: Protecting your LHA from Active Threat
of Cyber Criminals
LHA’s are increasingly vulnerable to cyber-attack targeting the LHA’s funds,
impersonating the LHA for fraudulent purposes, or even holding the
information in the LHAs computer systems for ransom. Multiple LHAs have
been hit by multiple cyber-attacks in recent weeks. This PHN explains ways
that LHAs can protect themselves and it also gives some useful references.
9. Adjournment: Motion was made by Kim Graham to adjourn, seconded by
Linda Carroll. Vote 4-0.
Meeting adjourned at 5:21 p.m.
Next Meeting – September 17, 2024 at 4:45 p.m. at Turnure Terrace, 36 Old Stockbridge Road.
Respectfully Submitted,
Shannon Cella
Secretary/Executive Director
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