HomeMy Public PortalAboutHousing Authority -- 2020-09-16 MinutesMinutes of the Public Hearing & Meeting
BREWSTER HOUSING AUTHORITY, _C ��sP1
Board of Commissioners` �`�
September 16, 2020
Date: September 16, 2020
ERHISTER Tpiip{ CLERK'
Time: 5:30 PM
Location: Remote meeting due to COVID-19. GoToMeeting call in # 1477-309-2073 Access
Code: # 464-738-989
Members Present: Robert Hooper, Laurel Labdon, Barbara Burgo, and Zachary Volpicelli
Members Absent: none
Others Present: Leila Botsford, Executive Director/Managing Agent, Carol Mitchell Assistant
Executive Director, Cynthia Bingham, Town of Brewster, Donna Kalinick, Town of Brewster,
and Jon Springfield, POAH.
List of documents and other exhibits used at the meeting and retained at the Authority's
office.
• Meeting Notice/Agenda
• Minutes of meeting held July15, 2020
• _ Warrants for July and August 2020
• Fenton Ewald Proposed 3 -year contract
• TD Bank signature paperwork
• Smoke Free Housing Policy
• Advertisement to bid FISH 041043 Fire panel and heat detector replacement
• FY 2019 AUP (Agreed Upon Procedures —Audit)
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 5:35 PM via GoToMeeting.
2. MINUTES OF PREVIOUS MEETINGS)
The minutes for the meetings of July 15, 2020 were distributed prior to meeting. Laurel Labdon
made a motion to approve the minutes of the July meeting, as presented. Zachary
Volpicelli seconded the motion. The motion passed unanimously.
3. TREASURER'S REPORT/WARRANT APPROVAL
Mrs. Botsford sent the war7ants to members before the meeting to review. The warrants this
evening are for the months of July and August. After review, Zachary Volpicelli made a
motion to approve warrants for July and August 2020. Laurel Labdon seconded the
motion which was voted unanimously. Mrs. Botsford reported that we have a few residents
who haven't paid rent. One is a resident at Frederick Court who we are actually trying to get
moved out. He has not paid for 2 months and we are seeking emergency eviction on health and
safety lease violations. We are hoping his family is going to move him out voluntarily but if we
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need to go to court, our attorney will be assisting. One other Frederick Court tenant just has a
small balance due of $25.00 due to bounced check. The rest (7) who haven't paid are
Huckleberry families and have been contacted. Hopefully they will get payment in soon.
Mrs. Botsford reported that we do have one balance fiom a tenant that moved out in the spring
with a small balance due of $258.00 which she'd like to write off before the quarter ends.
Laurel Labdon made a motion to approve the write off of $258.00 for unpaid rent. Zachary
Volpicelli seconded the motion which was voted unanimously.
The chair indicated that he would like to invite our guests to present on the status of the Brewster
Woods project, so that they can leave the meeting if they want to.
Brewster Woods Update: Ms. Kalinicic stated that the town has a rental assistance program
now, administered by Housing Assistance Corporation. She suggested sending residents to them
who are having difficulty paying rent.
For Brewster Woods, she stated that today it went out to bid for the Town pot -tion of
infrastructure work which is being funded by the MassWorks grant they received. Bid opening
is October 9. She stated that they hope to have a contractor and they hope to start work in the 3rd
or 4th week of October and they expect it to be about a 6 -month process. Coastal Engineering is
the engineer on the project.
Mr. Springfield stated that the development was awarded Tax Credits and there is strong interest
from investors. They expect to close in early 2021 with a March or April construction start date.
Construction is expected to last approximately 12 months.
Ms. Burgo asked if they expect the bids to be good. Ms. Kalinicic stated that most bids that have
been done at town hall have come in close to the expected cost.
Mr. Volpicelli asked if abutters would be given notice on work as it moves along. A short
discussion ensued, and it was agreed that more detail could go into the notification of abutters.
The board thanked Ms. Kalinicic and Mr. Springfield for giving the update. Mr. Springfield left
the meeting.
4. EXECUTIVE DIRECTOR'S REPORT
Mrs. Botsford reminded the board that Brewster Housing Authority would be getting $70,000.00
in a land lease payment when POAH closed on Brewster Woods.
Mrs. Botsford report
ed that we now only have 1 vacancy at the family site, which is almost ready
to rent. It is the handicapped accessible unit that required a lot of rehabilitation. Maintenance is
just working on some final small items and Mrs. Campos is in the process of selecting a tenant.
Mrs. Botsford stated that she applied for, and received, a waiver fiom DHCD to have until
November 11 to get the unit leased.
Mrs. Botsford reported that we have two vacancies now at the elderly site, one due to a transfer.
Both units are just about ready to re -rent, Mrs. Campos is in process of hying to get tenants lined
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up and Mrs. Botsford just applied for an extension from DHCD for filling these at end of
October.
Mrs. Botsford reported that the DHCD calls have gone from weekly to bi-weekly and are now
going to be just monthly. DHCD will send PHNs (Public Housing Notices) or memorandums if
anything comes up between calls. Maintenance is getting caught up with work orders.
Inspections are now allowed, although DHCD wants just a quick Health & Safety inspection
done. Mrs. Campos has been busy getting those scheduled. The office is staying closed for now,
with residents and applicants encouraged to call or email the office. Some hearings are being
conducted using GoToMeeting. Daily sanitizing has been reduced to just a few times a week
with the addition of sanitizing stations being installed throughout buildings. DHCD issued a
notice on COVID special funding, which includes money for hazard pay. This discussion is on
agenda under new business.
Mrs. Botsford reported that FISH # 041040, the `big job' at Huckleberry is now fully funded by
DHCD. Some pre -construction testing may be taking place shortly — HAZMAT and energy-
related. There is a lot of coordination of this that needs to happen. Mrs. Campos is in loop. This
is a large project and it has been suggested by DHCD that a cleric of the works be hired. Mrs.
Botsford reported that she has never had to do that, but it certainly would take a lot off of Mrs.
Campos' plate. DHCD may need to provide information on how to go about this and Mrs.
Botsford stated that she is assuming they pay would for it. The project is getting ready to go out
to bid after the testing is figured out.
Mrs. Botsford stated that the generator has been installed but there is just some final hook up
required for the service. Ryan is working on trying to get the contractor to finish job ASAP.
Mrs. Botsford reported that training is happening now with Mrs. Campos and she's also typed up
extensive instructions and schedules. Mrs. Botsford reminded everyone that she is available as a
consultant during the transition period, as well.
Mrs. Botsford stated that she had forwarded the current No Smoking Policy to the board because
over several months complaints have been received from both the town and neighbors about our
residents congregating on the bench near the entrance to the property. Mrs. Botsford reminded
the board that they did not allow for a designated smoking area in the original policy and wanted
to see if that was something they would be interested in allowing now. Some pictures of a
potential sight were provided to the board members. Some discussion tools place, but there was
not a perfect layout to the area, as there was grass and not hard top. Mrs. Botsford mentioned
that if this was something they wanted to change, an amended policy could be drafted and voted
on at future meeting.
5. OLD BUSINESS None
6. NEW BUSINESS
A. DHCD Directed Cost —Hazard Pay: Mrs. Botsford reviewed DHCD's memo informing
housing authorities that they would receive a one-time DHCD directed -cost at a rate that
would equal more than $18,000.00 for Brewster. This money is to help defray the cost of
COVID49 related expenses and can be used to give front-line workers bonuses or hazard
pay. A discussion tools place and it was agreed that staff members that continued to work on -
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sight cleaning and sanitizing, and collecting rent and paperwork, and handing out masks
deserve to be compensated for their hard work and exposing themselves to potential sickness.
After a brief discussion, Barbara Burgo made a motion to approve a bonus to workers in
the amount equal to two -weeks' pay. Laurel Labdon seconded the motion which was
voted unanimously. The board also asked Mrs. Botsford to let the employees all know how
much the board appreciates their dedication. Mrs. Botsford will take care of this right away.
B. FISH# 041043 — Replace smoke and heat detectors: permission to contract: Mrs.
Botsford stated that this job is expected to cost $35,000.00 The project will be run by RCAT
and the bids were due in today. RCAT is asking that the board consider approving the low
bidder tonight, pending good references — so that the project can move forward ASAP. This
will also eliminate the need for a special meeting. Zachary Volpicelli made a motion to
approve the low bidder for FISH # 041043, as long as the contractor's references were
positive. Laurel Labdon seconded the motion which was voted unanimously.
C. TD Bank accounts — authorized signatories: Mrs. Botsford stated since she is retiring,
she should be removed from the accounts and Mrs. Campos should be added. We have the
paperwork to do this, but TD Bank requires "ink signatures" so a PDF cannot be done.
Laurel Labdon made a motion to add Carol Campos as an authorized signatory and
remove Mrs. Botsford, as of October 1, 2020. Zachary Volpicelli seconded the motion
which was voted unanimously.
Members of the board will coordinate with Mrs. Campos to get this taken care of.
D. Fee Accountant Contract Renewal: Mrs. Botsford had provided the proposed contract
to board members before the meeting. The contract is a three-year contract with minor
increases each year. Zachary Volpicelli made a motion to approve the three-year
accounting contract with Fenton, Ewald and Associates, as presented. Laurel Labdon
seconded the motion which was voted unanimously. Mrs. Botsford will sign and return a
copy to them.
7. OTHER BUSINESS WHICH MAY LEGALLY COME BEFORE THE BOARD
Mrs. Botsford reported that the AUP (Agreed Upon Procedures — audit) for FY 2019 was
recently finished. She reported that there was one exception, which she responded to. Jason's
salary was over originally budgeted salary, but that was due to having him work extra for unit
turnover. Other than that, no findings — or exceptions — found. The board stated that they were
very pleased. Laurel Labdon made a motion to accept the AUP and response. Barbara
Burgo seconded the motion which was voted unanimously.
Board members thanked Mrs. Botsford for all of her years of service and for bringing the
Brewster Housing Authority to where it is today.
8. CORRESPONDENCE: none that hasn't already been mentioned.
9. NEXT MEETING: The next meeting was scheduled for October 21, 2020 at 5:30 PM.
10,
ADJOURNMENT
Laurel Labdon made a motion to adjourn the meeting. Barbara Burgo seconded the
motion which was voted unanimously. The meeting was adjourned at 6:45 p.m.
Respectfully submitted,
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Leila Botsford, MPHA, PHM, C"P
Executive Director/Managing Agent
Secretary Ex -Officio
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