LENOX HOUSING AUTHORITY 6 Main Street, Suite 1 Lenox, MA 01240 US
Meeting minutes
The Regular meeting of the Lenox Housing Authority was held on Tuesday December 16, 2025, at 4:30 p.m. at Turnure Terrace, 36 Old Stockbridge Road
A. The meeting was called to order by Chairman Carol Ramsey at
4:30 p.m.
B. Roll Call: Present – Carol Ramsey, Chairman
Deb Prew, Vice Chairman
Kim Graham, Treasurer
Jim Mercer, Commercial Property Manager
Shannon Cella, Executive Director
Barb Keenan, Town Resident
Absent – Linda Carroll, Member
1. Tenant Forum:
None
2. Minutes:
a. Approval of minutes for the regular board meeting of November 18, 2025
Deb Prew made a motion to approve the minutes for the regular board meeting of November 18, 2025 as presented. Kim Graham seconded the motion. Vote 3-0.
3. Commercial Space:
Jim Mercer reported to the board that he has shown the vacant commercial space to three (3) prospective tenants, one of which was looking to live and work in the space, which is not an option. At this point he has not head back from either of other applicants as to whether or not they are interested in moving forward. The space will be advertised in the Berkshire Business Journal along with sign out front. Jim reported that the rest of the commercial properties are running well and everything seems to be going good.
4. Accounts Payable:
a. Monthly Balance Sheets as of September 30, 2025
689 balance is $115,744.85. 400-1 balance which includes the commercial financial report is $199,991.43.
b. Year End Quarterly Operating Statements and Modernization Cost Reports as of September 30, 2025
689 balance is $115,744.85. 4001- balance which includes the commercial financial report is $199,991.43.
A motion was made by Kim Graham to accept the Year End Quarterly Operating Statements for the Lenox Housing Authority 4001 and 689 programs as of September 30, 2025 as presented. Motion was seconded by Deb Prew. Vote 3-0.
Kim Graham made a motion to accept the Year End Modernization Cost Reports as of September 30, 2025 as presented. Deb Prew seconded the motion. Vote 3-0.
c. Year End FY 2025 Financial Statements Certification, Certification of Top 5 Compensation Form
The Year End FY 2025 Financial Statements Certification (which was signed by the Fee Accountant and Executive Director( and Certification of Top 5 Compensation Form was presented to the board for signatures.
Kim Graham made a motion to accept the Year End FY 2025 Financial Statements Certification and Certification of Top 5 Compensation Form. Motion was seconded by Deb Prew. Vote 3-0.
d. Lead Paint Certification for FY 2025
This annual certification form states that the Lenox Housing Authority is in compliance with the Notification Procedures for Federal and State Lead Paint Laws for FY 2025.
Deb Prew made a motion to approve the Lead Paint Certificate for FY 2025. Kim Graham seconded the motion. Vote 3-0.
e. Wage Match V3 Employee Confidentiality of Information
The Wage Match Acknowledgement Regarding Confidentiality of Information was presented to the board for approval. This also includes a list of employees, DOR Disclosure and summary of law.
Kim Graham made a motion to approve Wage Match V3 Employee Confidentiality of Information. Deb Prew seconded the motion. Vote 3-0.
5. Programs:
a. Rent Collection – There are currently 4 tenants on repayment agreements with money being collected each month from all individuals.
b. Vacancies: There are 3 vacancies at Turnure Terrace - 40-5D, 40-2C & 40-3C. Both of the new vacant units will need a complete rehab. There are 2 vacancies at the Curtis, #401 and #418. Unit 401 is a 2-bedroom unit in need of a complete turnover and unit 418 will be full around the first of the month. 13 Church Street still has a vacant 2-bedroom, wheelchair accessible family unit, which should be complete in the next few months. The staff is working on the waitlist and maintenance is working on turning over the units.
c. Waitlist: 3466 Total Elderly/Handicapped, 10,674 total Family
Elderly list – 1388 Elderly, 2078 Handicapped
3 local/veteran, 26 Local, 50 Veteran
Family list – 3 local/veteran, 33 Local, 72 Veteran
5978 2-bedroom, 3502 3-bedroom
6. Old Business:
a. FISH #152110 - Arpa FF: Repair & Renovate Side Porch, West Street Complex, 689-1B
There is currently a tent up around the porch on the West Street Complex trying to dry out the wood to complete the project. The cold and snowy weather hasn't been ideal working conditions for this type of work. This project should be complete within the next few weeks.
b. Resident Services Coordinator Update
After meeting with EOHLC and the other 3 directors involved with the RSC grant EOHLC agrees that the way this program is set up is not working well for those involved, therefore, EOHLC has given us a few options going forward requesting an answer by December 12, 2025. The options were to exit the program completely, continue with the way it was going, split the grant, have Lee and Lenox take over half of the program or to have Lee, Lenox and Great Barrington separate from Stockbridge and run their own grant. After numerous conversations with the other housing authorities, the Lenox Housing has decided to completely exit the program as of June 20, 2026. EOHLC is requesting a board vote and a signature letter from all board members on the directors' decision to exit the Resident Services Program.
This will be postponed until the next meeting so the director can meet with and discuss this with the LTO.
c. Part-time Maintenance Mechanic Position
There were approximately 28 applicants for the part-time maintenance mechanic position. We have been interviewing applicants the past 2 days and we have had some great, qualified applicants. The LHA will make a decision and will have a new employee starting after January 1, 2026.
7. New Business:
a. Massachusetts State-Aided Housing Programs Property, Boiler & Machinery and Crime Insurance for Policy Period 11/17/2025 - 11/17/2026
The Massachusetts State-Aided Housing Programs Property, Boiler & Machinery and Crime Insurance for Policy Period 11/17/2025 - 11/17/2026 was presented to the board. There was no change to the rates from last year with a rate per unit at $345 for family and $295 for all other programs. The deductible remains at $9,000.
A motion to approve the payment of $36,048 to Brown & Brown for the Property, Boiler and Machinery Insurance and Crime Insurance was made by Kim Graham. The motion was seconded by Deb Prew. Vote 3-0.
b. FISH #152112 - Exterior Door Replacement Phase 2 - Bid Results
There were 6 bidders for FISH #152112 Exterior Door Replacement Phase 2. The low bidder was Oakridge Construction Co. from Marlborough, MA with a bid of $39,900.00. Architect March Eichorn of Bradley Architects Inc. has reviewed the references and recommends that the bid be accepted.
Deb Prew made a motion to accept Oakridge Construction Co. as the low bidder at $39,900.00 for FISH #152112 Exterior Door Replacement Phase 2. Kim Graham seconded the motion. Vote 3-0.
c. FISH #152115 - Upgrade Exterior Air Conditioning Unit - Golden Hill - Bid Results
References for the low bidder were unavailable at the time of the meeting, therefore we will postpone until the next meeting.
8. Executive Director’s Report
a. Town of Lenox
None
b. Personnel
None
c. Public Hearing Notices
PHN 2025-15 - Massachusetts State-Aided Housing Programs Property, Boiler
& Machinery and Crime Insurance for Policy Period 11/17/25
- 11/17/26
9. Any topic the Chairperson could not reasonably anticipate:
10. Adjournment:
Motion was made by Kim Graham to adjourn, seconded by Deb Prew. Vote 3-0.
Meeting adjourned at 5:30 p.m.
Next Meeting – Tuesday, January 13, 2026, at 4:30 p.m. at The Curtis, 6 Main Street
Respectfully Submitted,
Shannon Cella
Secretary/Executive Director
