A significant part of the meeting was dedicated to addressing a formal complaint by Patrick Higgins, who alleged that the Housing Authority violated the open meetings law. The complaint specifically pointed out the lack of detail in the meeting minutes, such as the absence of the name of the person making a motion and the page numbers of relevant documents. The board recognized Mr. Higgins’ extensive knowledge of the open meetings law and noted that he had filed similar complaints with other managed agencies. Town Administrator Jim Hartnett was tasked with issuing a formal response to the complaint.

Discussions revealed that Mr. Higgins is known for scrutinizing public bodies for compliance with open meetings laws, although he does not have a direct connection to Westport, residing in or previously residing in Swansea. The board considered the implications of Mr. Higgins obtaining executive session minutes, which are not typically made public until specific conditions are met. The Housing Authority confirmed that they had provided all available board meeting minutes for the calendar year to Mr. Higgins.

Moving on to budget-related matters, the meeting highlighted a significant 12% increase in the non-utility allowance. This early release of budget guidelines was unprecedented and allowed for a review period before the budget’s formal approval in September. The board aims to use this time to assess spending and make necessary adjustments.

In line with financial discussions, the fiscal year 2024 year-end reports were presented, showing a successful year with shelter rents exceeding the budget by approximately 2%. Total collections amounted to $259,000 against an expected $255,000, partly due to back rent being paid. However, it was noted that the Housing Authority had to return $2,473.56 of unspent funds to the executive office of housing. The chairman emphasized the need to utilize available funds for property improvements, stating, “Our reserves were upwards of 122%… but we’re not going to do that again.”

The meeting also covered the management agent report, which included a new maintenance report detailing the tasks completed by a staff member named David. The report, while not exhaustive, served to demonstrate the variety of tasks being handled. David works part-time, limiting his hours to 30 per week. The board discussed the criteria for involving contractors for maintenance tasks, confirming that David would inform them if he encountered issues beyond his skill set.

Additionally, the board discussed the current vacancy status, revealing two units that are undergoing turnover processes with an aim to adhere to a 60-day timeline. A state-funded project regarding door lock upgrades was also mentioned, with updates on a contractor’s visit that was postponed due to staff illness.

Community outreach efforts were highlighted, including meetings with local representatives to discuss potential collaborations. The board mentioned a grant application for a resident services coordinator, anticipated later in the year due to previous funding constraints. Property improvements were also discussed, including the retention of a janitorial service for monthly cleaning of hallways, which received positive feedback from residents.

Concerns about the cleanliness of dumpsters were raised, with residents worried about possible pest issues. The board considered contacting the waste management company to explore regular cleaning of the dumpsters, acknowledging that this might incur additional costs.

A housekeeping matter involved the appointment of Emily Eshman as an independent hearing officer for grievance procedures, which was unanimously approved. The board also approved a contract for accounting services with Shaw and Robard, transitioning from the previous firm, Fenton and Ewald.

The meeting concluded with updates from the executive office of housing regarding changes to resident income treatment, favorable to residents particularly concerning student status and income calculations. Copies of this information were to be made available for residents to review.

In closing, the board discussed the importance of resident input in policy-making processes and expressed a willingness to involve residents in the refinement of new policies. A recent memo concerning bird feeders was rescinded following resident feedback, allowing bird feeders to remain in use while emphasizing safety and health precautions.