HomeMy Public PortalAboutHousing Authority -- 2020-06-17 MinutesMinutes of the Meeting
BREWSTER HOUSING AUTHORITY
Board of Commissioners
June 17, 2020
Date: June 17, 2020
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Time: 5:30 PM
Location: Remote meeting due to COVID-19. GoToMeeting call in # 1-877-5684106 Access
Code: # 316-627-701
Members Present: Robert Hooper, Laurel Labdon, and Zachary Volpicelli
Members Absent: Barbara Burgo
Others Present: Leila Botsford, Executive Director/Managing Agent
List of documents and other exhibits used at the meeting and retained at the Authority's
office:
• Meeting Notice/Agenda
• Minutes of meeting held May 20, 2020
• Warrants for May 2020
• FISH 040144 Change order #2
• FISH 040144 Certificate of Final Completion & Requisition Form
DECISIONS MADE/ACTION TAKEN ARE IN BOLD
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1. CALL TO ORDER AND ATTENDANCE
Robert Hooper, Chairperson, convened the regular meeting of the Brewster Housing Authority's
Board of Commissioners at 5:40 PM via GoToMeeting.
2 MINUTES OF PREVIOUS MEETINGS)
The minutes for the meetings of May 20, 2020 were distributed prior to meeting. Laurel
Labdon made a motion to approve the minutes of the May meeting, as presented. Zachary
Volpicelli seconded the motion which was voted unanimously.
3. TREASURER'S REPORT/WARRANT APPROVAL
Mrs. Botsford sent the warrants to members before the meeting to review. The warrants this
evening are for the month of May and total $58,579.37 for 4001 and $14,999.00 for MRVP.
After review, Laurel Labdon made a motion to approve warrants for May 2020. Zachary
Volpicelli seconded the motion which was voted unanimously. Mrs. Botsford stated that she
had yet received the financial reports from the accountant. Mrs. Botsford also noted that there
was a large payment to Zander Company. This is for FISH 041044, the unit turnover job at
Huckleberry which is now completed.
4. EXECUTIVE DIRECTOR'S REPORT
• Mrs. Botsford reported that we have 2 vacancies at Huckleberry. One is capital job that is
complete for the most part. Ryan has some cleaning and small items to take care of —
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things that were not included in the contract. The other is due to a transfer from another
unit. This unit is a handicapped accessible unit that needs a lot of work. Ryan has started
it, but it will take a while to get it ready to rent. Mrs. Botsford reported that we have 2
vacancies at Frederick Court, as well. One was ready being leased this month and the
applicant changed their mind at the last minute. We are now back to tenant selection.
The other unit is ready to lease, as well but we are still trying to find a tenant. DHCD has
granted extensions for filling 667/elderly units because of COVID-19.
• Corona Virus: since the onset of COVID49, all offices remain closed to the public, with
administrative staff reporting to work, with some work approved remotely. Maintenance
staff is cleaning and sanitizing all common areas daily, including Saturday and Sunday.
In addition to that, they are responding to emergency work orders (only) and doing work
only in unoccupied units and outdoors. Capital jobs are delayed if they involve going
into residents' apartments. Updates are going out to residents on a regular basis by
written notices, newsletter updates, and phone calls using Call -em -all, which is our
reverse 9-1-1 system. Mrs. Botsford attends weekly telephone conference calls with
DHCD for updates and daily emails from multiple sources are received and reviewed.
Administrative staff are allowed to stay home if they want to and when people are in the
office it, it is only one at a time. Maintenance is sanitizing office areas daily, as well.
• Mrs. Botsford mentioned that Mashpee has started the process for searching for a new
Executive Director and Mrs. Botsford's last day has been moved up to September 30.
S. OLD BUSINESS none
6. NEW BUSINESS
A. FISH #041044 Final Completion Approval: Mrs. Botsford provided members in
advance with the Final Completion certificate and also a copy of Change Order #2, which
does not have a monetary change, but an extension to the contract of 48 days. This extension
is necessary due to unforeseen construction delays, due to COVID-19. After a brief
discussion, Laurel Labdon made a motion to approve the Change Order #2 for FISH
041044 as presented. Zachary Volpicelli seconded the motion which was voted
unanimously. Laurel Labdon made a motion to approve the Certificate of Final
Completion for FISH 041044 as presented. Zachary Volpicelli seconded the motion
which was voted unanimously. Mrs. Botsford will get everything signed and submitted.
7. OTHER BUSINESS WHICH MAY LEGALLY COME BEFORE THE BOARD
Mrs. Botsford mentioned that the town posted two housing authority positions on the ballot: a
five-year term, and a three-yar term. Laurel mentioned that Barbara will need to be a write in
vote. Elections are next week. Mrs. Botsford mentioned that she wanted to remind the board
that our regular board meeting next month will be proceeded by the Annual Plan Public Meeting,
which the board needs to attend. It will be a virtual meeting and the plan has been posted on the
authority's website.
8. CORRESPONDENCE: none that hasn't already been mentioned.
9. NEXT MEETING: The next meeting was scheduled for July 15, 2020. The Public Hearing
for the Annual Plan is set to start at 5:30 PM. The regular board meeting will follow at 5:45 PM.
Both will be a remote -access meeting.
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10. ADJOURNMENT
Laurel Labdon made a motion to adjourn the meeting. Zachary Volpicelli seconded the
motion which was voted unanimously. The meeting was adjourned at 6:00 p.m.
Executive Director/Managing Agent
Secretary Ex -Officio
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