Housing Resources works out billing system

MILLERTON — Although at one point Housing Resources of Columbia County, Inc., the applicant behind the Millerton Overlook affordable housing project, had been removed from the village Planning Board’s April 14 agenda, representatives from the nonprofit were present and participating at last Wednesday’s meeting. The confusion was over an escrow account that initially had not been replenished to its $5,000 minimum by the two-week pre-meeting deadline — a timeline Housing Resources said it had not been notified about.

The Planning Board reportedly sent out a letter stating such in January, but Housing Resources Executive Director Kevin O’Neill said he never received that. He did receive notification of the new escrow guidelines in an April 6 letter — only one week before the April Planning Board meeting. Once the funds and the calendar were straightened out, the money was immediately placed in the escrow account and Housing Resources was again placed on the April 14 agenda; that meeting focused on the continuation of the project’s environmental review.

Before the details of the Environmental Assessment Form (EAF) review began, however, there was a discussion on the escrow account and billing system. The board’s new chair, Lance Middlebrook, said the village usually sends out a letter to the applicant informing it of the account’s status, although no formal bill is mailed.

“That was a problem before,� said Housing Resources attorney Scott Longstreet. “We got the letter that said, ‘Your escrow was down by [X amount],’ but we never got any bills. My understanding was that we had 10 business days before the due date to get the account up to $5,000.�

“If the bills aren’t paid from the escrow account until they’re approved by the Planning Board, and the next meeting doesn’t happen for 30 days …� said newly appointed Planning Board member Peter Greenough, letting everyone fill in the blank. “You’re in control of your bank account. Why aren’t you capable of estimating what your balance will be?�

“This is the first time we’re [hearing this],� Longstreet said. “We never would know until we were told, ‘You’re late on a bill.’�

The Planning Board’s attorney, Michael Hayes, said there’s a basic disconnect in the way the escrow is viewed by the parties involved.

“The Planning Board looks at the $5,000 as a floor,� he said. “The applicant looks at that number as a ceiling.�

“We just approved two bills,� Planning Board member John Gilmor said. “[Their escrow account] is going to dip below $5,000 and they have two weeks to replenish it.�

“I would suggest we review bills at the beginning of the meeting,� Greenough said, which would be a change of course as the board typically reviews bills at the very end of its meetings. “They should get a copy of those bills right away.�

Planning Board member Carol Gribble then made a motion.

“From now on the bills, when they come here, get copied and sent to the party ultimately responsible for paying them,� she said. “So they have a copy and we have a copy.�

Gilmor seconded the motion, which passed unanimously. So, too, did the motion to pay bills at the start of the board’s meetings.

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