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HomeMy Public PortalAboutHousing Authority -- 2020-12-16 MinutesI IL Minutes of the Meeting BREWSTER HOUSING AUTHORITY Board of Commissioners December 16, 2020 BREIlS:TER T"i'�t; C! EFS: Date: December 16, 2020 Time: 5:30 PM Location: Virtually via GoToMeeting Call-in number: 877-309-2073 Access Code: 849-215- 557 Members Present: Robert Hooper, Laurel Labdon and Zachary Volpicelli Members Absent: Barbara Burgo Others Present: Carol Campos, Executive Director, and Jon Springfield List of documents and other exhibits used at the meeting and retained at the Authority's office: • Agenda/Notice • Minutes of the meeting held November 24, 2020. • Warrants for November 2020 • October and November FYE 2020 Financial Statements prepared by Fenton, Ewald & Associates P.C. • Amendment #9 to Contract for Financial Assistance (CFA) Decisions Made/Actions Taken are in Bold. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The Chair called the meeting to order at 5:30 PM. A quorum was declared with the following members present Robert Hooper, Laurel Labdon, and Zachary Volpicelli. Barbara Burgo was excused. Approval of Previous Meeting Minutes: Minutes for the meeting held on November 24, 2020, were sent to the members prior to the meeting. It Hooper pointed out one typographical error. A motion was made by Laurel Labdon and seconded by Zachary Volpicelli to accept the minutes as amended. The motion carried 3-04 Public Comment: None. Brewster Woods Update: Mr. Volpicelli discussed the site walls that transpired on November 30, 2020. The limit of work was marked and trees to be saved were identified. He stated the entire site has now been cleared. Mrs. Campos informed the members that Jon Springfield of POAH was running late but wanted to provide additional information on the project. Mr. Hooper changed the order of the agenda to allow Mr. Springfield additional time. Treasurer's Report/Warrant Approval/Budget/Financial Report (Board vote as needed): Mrs. Campos sent the November 2020 Warrants to the members prior to the meeting. The warrants for signature tonight total as follows: 4001, $51,503.02 and for MRVP, $14,730.00. She Page 1 of 3 explained that the 4001 Warrant had a few substantial payments relating to the capital projects that is about to begin at the family site; however, DHCD has already reimbursed the authority for those amounts. Mrs. Campos reported that all rents are paid at the elderly site and a few rent balances remain outstanding at the family site. Fourteen Day Notices to Quit were sent to those tenants with outstanding rent balances. She stated there is one vacancy at the family site that she continues to try to fill. Two of the three vacancies at the elderly site have been filled and the third vacancy has been taken offline because of numerous renovations that are needed. She mentioned that a group of engineers were on site the week prior and performed an inspection of the unit to assess the damage and will submit their report within the next few weeks. 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 Mr. Hooper returned to the Brewster Woods matter and asked Jon Springfield to provide an update, Brewster Woods Update: Jon Springfield stated the onsite work (tree removal) has started, acknowledging this is one of the more disruptive periods of the project. He expressed his appreciation for the abutters' patience. He said there will be some lease language to review in preparation for the March closing. Mrs. Campos asked whether Mr. Volpicelli's previous property line concerns had been resolved. Mr. Volpicelli stated it has. Mr. Hooper asked whether any other abutters voiced any concerns. Mr. Volpicelli stated he hadn't heard from any. Mrs. Campos mentioned that one of the Frederick Court residents, whose living room over looks the site, confronted one of the contractors about the tree clearing. She stated the police were called and the office will address the matter with the tenant. A discussion ensued. Mr. Hooper thanked Mr. Springfield for the update. Mr. Springfield announced he will be taking Paternity Leave in January. Executive Director's Report &Updates: • Mrs. Campos gave an update on COVID-19. She infor�rred the members that the Community Room remains closed, maintenance staff continues to sanitize all common areas every weekday and masks continue to be distributed to any resident requesting them. She informed the residents that should the development lose power because of inclement weather, the generator will provide electricity and heat to the Common Building. She reminded them that masks are required to be worn at all times and social distancing must be practiced. A discussion ensued. • Mrs. Campos provided an update on the pending Capital Improvement Projects, i.e., Heat Sensors Replacement, Tub Replacements and the Envelope Project. • Mrs. Campos provided a brief update on her transition into the role of the executive director. She announced that an assistant director has been hired and is optimistic this Page 2 of 3 candidate will be an asset to the authority. A brief discussion transpired regarding the application screening process. • Amendment 49 to Contract for Financial Assistance (CFA) — Mrs. Campos discussed the need for tub replacements at the family site due to the cast iron fixtures corroding over time. She stated maintenance staff, over the years, have repaired or replaced several of the units themselves but now the issue has become a property wide problem and must be addresses as a whole. She submitted the amendment to the members prior to the meeting and explained that the CFA award has been increased to account for the tub replacement project and the renovation of unit 18D at Frederick Court. She stated a board vote is required to approve the revised Contract for Financial Assistance. After a brief discussion, Zachary Volpicelli moved, Laurel Labdon seconded to approve Amendment #9 to Contract for Financial Assistance. The motion carried. 3-04 Old Business: None. New Business: None. Correspondence/Communications: Mrs. Campos shared a letter from a resident praising Ryan Doyle of Maintenance for his efforts. Matters Not Reasonably Anticipated By the Chair: None, Next Meeting Date/Time: The next meeting will be scheduled for Wednesday, January 20, 2021 at 5:30 PM. Meeting Ad.iournment: 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 5:54 pm. Respectfully submitted, Carol Campos, MPHA, C'P Secretary Executive Director Page 3 of 3