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HomeMy Public PortalAboutHousing Authority -- 2020-11-24 MinutesMinutes of the Meeting BREWSTER HOUSING AUTHORITY LFFImTER "1'1141 C' Board of Commissioners November 24, 2020 Date: November 24, 2020 Time: 5:30 PM Location: Virtually via GoToMeeting Call-in number: 877-309-2073 Access Code: 363-722- 349 Members Present: Robert Hooper, Laurel Labdon and Zachary Volpicelli Members Absent: Barbara Burgo Others Present: Carol Campos, Executive Director, Donna Kalinick, Jon Springfield and Cindy Bingham List of documents and other exhibits used at the meeting and retained at the Authority's office: • Agenda/Notice • _ Minutes of the meeting held October 21, 2020 • Warrants for October 2020 • September FYE 2020 Financial Statements prepared by Fenton, Ewald &Associates P.C. • Top Five Compensation FYE 2020 • Certification of Compliance Federal and State Lead Paint Laws • Brewster Woods Easement and Utility Site Plan • Low Bid Review Building Envelope Upgrades DECISIONS MADE/ACTIONS TAKEN ARE IN BOLD - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The Chair called the meeting to order at 5:42 PM. A quorum was declared with the following members present Robert Hooper, Laurel Labdon, and Zachary Volpicelli. Barbara Burgo was excused. PUBLIC COMMENT: NONE BREWSTER WOODS UPDATE: Donna Kalinick and Jon Springfield provided an update on the Brewster Woods project. Mr. Springfield discussed the need to amend POAH's Ground Lease with BHA because earthwork and grading is needed outside of the existing utilities & access easement. Mr. Volpicelli expressed concern that part of his property may have been mistakenly staked when the limit of work was delineated. Mr. Springfield stated the civil engineer is planning to walk the limit of work on November 30, 2020 and Mr. Volpicelli's concerns will be addressed then. Mr. Volpicelli stated he would like to attend the site walls. Ms. Kalinick said tree clearing is scheduled to begin the first week of December and the abutters have been notified. She asked the members whether they'd like frequent updates on the project. Mr. Volpicelli thinks monthly updates will be beneficial. Ms. Labdon would like an update when significant milestones have been achieved. Page 1 of 3 SECRETARY'S REPORT: Minutes for the meeting held on October 21, 2020, were sent to the members prior to the meeting. A motion was made by Laurel Labdon and seconded by Zachary Volpicelli to accept the minutes as submitted. The motion carried 3-04 TREASURER'S REPORT and BUDGET UPDATE: Mrs. Campos sent the October 2020 Warrants to the members prior to the meeting. The warrants for signature tonight total as follows; 4001, $33,325.51 and for MRVP, $14,730.00. Mrs. Campos reported that all rents are paid at the elderly site and a few rent balances remain outstanding at the family site. There is one vacancy at the family site that she is hoping to have filled soon. There is one vacancy at the elderly site that will require funding from DHCD because the unit had been occupied for over twenty years by a heavy smoker and the cost to renovate the unit is exorbitant. Budget guidelines have been issued with a required 4% decrease in spending for all housing authorities. She will be working with the fee accountant over the next several weeks to draft the new budget. Mrs. Campos briefly discussed the year end financial report that was prepared by the fee accountant. She stated overall, the housing authority saw a small profit in both its 40001 and MRVP Programs, despite the exorbitant expense of renovating one of the accessible units at the family site. After a brief discussion, a motion was made by Laurel Labdon and seconded by Zachary Volpicelli to accept the Treasurer's Report as presented. The motion carried. 3-0-0. A motion was made by Laurel Labdon and seconded by Zachary Volpicelli to accept the Warrants as presented. The motion carried. 3-04 A motion was made by Laurel Labdon and seconded by Zachary Volpicelli to accept the Year-end Financial Report. The motion carried. 3-0-0. EXECUTIVE DIRECTOR'S REPORT &UPDATES: • Mrs. Campos gave an update on COVID-19. She informed the members that not much has changed since the last report she gave to them. The Community Room will remain closed until further notice, maintenance staff continues to sanitize all common areas every weekday and masks continue to be distributed to any resident requesting them. • Mrs. Campos provided an update on the pending Capital Improvement projects. • Mrs. Campos provided a brief update on her transition into the role of the executive director. OLD BUSINESS: NONE NEW BUSINESS: NONE CORRESPONDENCE/ COMMUNICATIONS: None that hasn't already been mentioned. Page 2 of 3 MATTERS NOT REASONABLY ANTICIPATED BY THE CHAIR: Mrs. Campos stated a low -bidder, Vareika Construction, had been selected by DHCD for the building envelope project; which is slated to begin soon at the family site. She mentioned that although she did not know of the company personally, favorable references had been received as part of the vetting process. Donna Kalinick stated Vareika Construction had performed work on several town projects and there hadn't been any issues with their workmanship. After a brief discussion, a motion was made by Laurel Labdon and seconded by Zachary Volpicelli to accept the Vareika Construction bid package. The motion carried. 3-04 Mrs. Campos stated she was informed by the fee account that as part of the fiscal year-end report, the Top Five Compensation Form and the Lead Paint Certification of Compliance has to be approved. She mentioned that although the form requests the top five salaries be listed, Brewster Housing Authority only had two employees on the payroll, Ryan Doyle and Jason Schuck. After a brief discussion, a motion was made by Laurel Labdon and seconded by Zachary Volpicelli to accept the Top Five Compensation Form and the Lead Paint Certification of Compliance. The motion carried. 3-0-0. CORRESPONDENCE/COMMUNICATIONS: None that hasn't already been mentioned. NEXT_MEETING_DATE/TIME: _The next meeting will be_scheduled for Wednesday, December 16, 2020 at 5.30 PM. MEETING ADJOURNMENT: A motion was made by Laurel Labdon and seconded by Zachary Volpicelli to adjourn the meeting. The motion carried 3-0-0. The meeting adjourned at 6 ;14 pm. Respectfully submitted, Carol Campos, MPHA, Secretary Executive Director Page 3 of 3