Hayley Fetrow (left), executive director of the Hopkinton Housing Authority, gives a presentation to board members regarding the use of Community Preservation funds. PHOTO/NICK SCHOFIELD

A special meeting called by the Hopkinton Housing Authority on Thursday night ended with a 4-0-1 vote of confidence in executive director Hayley Fetrow following an inquiry into the handling of Community Preservation funds.

HHA chair Nancy “Punky” Drawe began the meeting outlining concerns the board was there to address. She noted that the Community Preservation Committee had shared concerns that the Housing Authority was not in compliance with its grant requirements in regard to procurement procedures, providing budgetary information and failure to provide quarterly reports.

The CPC also alleged an invoice sent to the committee constituted improper financial handling. On Oct. 24, the committee sent a notice of default to the HHA and requested documents related to the project, which would be reviewed at a public hearing Nov. 6.

“Funds for the project have been stopped,” Drawe explained. “Nothing can be bought or purchased right now.”

In 2023, Town Meeting voted to appropriate $350,000 for a beautification project at the Housing Authority’s properties on Davis Road. The project scope, according to the grant agreement, involved the completion of ADA-compliant seating areas, shading structures, a covered bus shelter and walkways at the Housing Authority. The total project cost came in around $193,000 and was started this past summer.

Fetrow addressed the board, taking time to walk members through two years worth of email communications with the CPC dating from the time she started working for the Housing Authority in 2023 to the present.

“There was a two-year process that went on here that I wanted to be very clear about,” said Fetrow. “There was a lot of back and forth, so at no time was I aware that these emails, which I believed were serving as project updates, were not.”

Fetrow also took time to explain the allegations of misused funds the CPC had leveled. 

At its Oct. 23 meeting, CPC chair Ken Weismantel showed an invoice dated Oct. 1 to Beth Malloy, HHA member and CPC liaison. The invoice, which neither Malloy nor Drawe had seen despite the invoice being addressed to Drawe, totaled $19,345. Language on the invoice indicates it was billed for Fetrow acting as the “owner’s representative” on the project.

“What I understood was that this project was eligible, like every other capital improvement project local housing authorities manage … for a 10% administrative fee, subject to terms being that it’s under budget,” said Fetrow. She added that in previous conversations with an “other individual,” the HHA already had approved of a management fee.

Drawe clarified that there was nothing in the original grant application that included a project manager fee.

“Verbally, I was told that a project management fee would be earned by the person that was managing the project,” Fetrow stressed. “That’s the only reason I submitted anything after we came in under budget.” She added that once she learned that was not the case, she voided the invoice.

As to why the project manager fee had not first been submitted to the Housing Authority before being sent to the CPC, Fetrow explained that she had the authority to approve expenses under $50,000 without having to get approval from the board.

Fetrow also answered questions about a price change for architectural services provided by Gorman Richardson Lewis Architects. An initial estimate quoted $18,000, while the price surged in a later quote to $47,000. She noted that the $18,000 estimate came in during the pre-construction phase, and conditions at the worksite caused changes that were reflected in GRLA’s updated quote. 

She added that she ran the quote through an independent cost software “and found that came out saying it was a reasonable cost.”

“I feel like we’ve been good fiscal stewards of the town’s funds,” Fetrow concluded.

Members took time to voice support for Fetrow following her presentation to the board. “Looking at all the facts, I don’t see anything sneaky or anything like that,” said vice chair John Morris. “I think this is an unfortunate miscommunication and administrative blunder, with multiple agencies involved.”

Added Morris: “You’ve always been a fantastic executive director.”

Darlene Hayes, a former HHA board member who was in attendance, said Fetrow had done “more than most” in terms of providing updates to the CPC. 

Member Ilana Casady called for a formal vote of confidence, which drew pushback from Drawe. Eventually, Drawe relented and allowed the vote to move forward. The HHA voted 4-0-1 in favor of supporting Fetrow, with Drawe abstaining from the vote.

“I’m going to abstain for the moment because of the things I’ve had to deal with and the letters that I received from [Weismantel] and the town,” Drawe explained. “I will wait until the hearing next week to make my decision.”

Fetrow was to submit the documentation she shared with the board to the CPC on Friday. She and board members are set to meet with the CPC for a public hearing on Thursday.