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Home My Public Portal AboutHousing Authority -- 2021-04-29 MinutesMinutes of the Meeting BRE, WSTER HOUSING AUTHORITY Board of Commissioners April 29, 2021 Date: Apri129, 2021 Time: 5:30 PM Location: Virtually via GoToMeeting Call-in number: 877-309-2073 Access Code: 324-878- 077 Members Present: Robert Hooper, Laurel Labdon, Barbara Burgo (5:58) and Zachary Volpicelli Members Absent: N/A Others Present: Carol Campos/Managing Agent and Donna Kalinicic List of documents and other exhibits used at the meeting and retained at the Authority's office: • Agenda/Notice • -Minutes of the meeting held March 17, 2021. • Warrants for March 2021 • February Financial Report • Zero Energy Design Change Order Proposal • RCAT Change Order Proposal • Price Quotes Harpers Payroll and Complete Payroll Solutions Decisions Made/Actions Taken are in Bold. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - The Chair called the meeting to order at 5:32 PM. A quorum was declared with the following members present Robert Hooper, Laurel Labdon, Barbara Burgo (5:58) and Zachary Volpicelli. Approval of Previous Meeting Minutes: Minutes for the meeting held on March 17, 2021, were sent to the members prior to the meeting. After a brief discussion, a motion was made by Laurel Labdon and seconded by Zachary Volpicelli to accept the minutes of the March 17, 7.021 meeting. The motion carried 3-04 Roll call vote — Mr. Volpicelli — yes, Ms. Labdon — yes, Mr. Hooper —yes. Public Comment: None. Brewster Woods Update: Ms. Kalinicic reported on the progress being made on the Brewster Woods project. She stated Phase I is 70% complete with only the electrical work, Phase I landscaping, completion of the road and installation of the sidewalks remaining. Ms. Kalinicic acknowledged the contractor stating she is pleased with the results thus far. She anticipates Phase II to begin around the first week of June. Mr. Hooper opened a brief discussion regarding Phase II of the project. Page 1 of 3 Ms. Kalinicic informed the members that POAH expects full completion between May and June 2022. A brief discussion transpired regarding the approximate timeframe that the application lottery will be held. Ms. Kalinicic stated the Town has been working with Eversource to bring power to the site and there have been negotiations to perform an upgrade of the existing electrical infrastructure to both Frederick Court and Wells Court. This upgrade will help to reduce the number of power outages that occur at both developments. Mr. Volpicelli asked for additional information concerning the foundation work that will be performed under Phase II of the project. He also asked that an updated set of plans be made available. Ms. Kalinick stated she will speak with the engineer about that. Treasurer's Report/Warrant Approval/Bud�et/Financial Report (Board vote as needed): Mrs. Campos stated two of the vacant units have been filled; however, another unit became vacant at the elderly site. Staff is working on filling that vacancy. She presented the financial report that was prepared by the fee accountant. She said according to the fee accountant, the Brewster Housing Authority_ is in great shape financially. She then presented the March Warrants stating there weren't any unexpected expenses for the month of March. After a brief discussion, Mr. Hooper entertained a motion to accept the March Warrants as presented. Ms. Labdon moved; Mr. Volpicelli seconded to approve the March Warrants as presented. The motion carried. 3-0-0. Roll call vote —Mr. Volpicelli — yes, Ms. Labdon —yes, Mr. Hooper —yes. Executive Director's Report &Updates: • COVID Update/ Vaccine Clinic Update —Mrs. Campos opened a brief discussion regarding the possibility of reopening the Community Room to the residents over the summer. • Capital Projects Update — Mrs. Campos provided an update on the construction progress being made at Huckleberry Lane. Roof replacements are well underway and window replacement will begin around May 18th. She suggested that the board may need to implement a new policy prohibiting anything being fastened to the new siding, particularly cable television wires. The board agreed. The matter will be added as a future item. The scope of work for the bathtub replacement project at the family site is being revised. Change Orders —Mrs. Campos expressed excitement that DHCD has authorized the replacement of all the windows at Huckleberry Lane as part of this large-scale project. She presented the Change Order Proposal #02 for the window replacement work. She also presented Change Order #03 for the insulation of the attic hatches and air sealing. After a brief discussion, Ms. Labdon moved, Mr. Volpicelli seconded to approve Change Order Proposal #02 Window Replacement in the amount of $125,483.77. The motion carried. 3-04 Roll call vote — Mr. Volpicelli — yes, Ms. Labdon — yes, Mr. Hooper — yes. Page 2 of 3 Ms. Labdon moved, Mr. Volpicelli seconded to approve Change Order Proposal 03 Air Seal Attics and Seal & Insulate Attic Hatches in the amount of $48,512.00. The motion carried. 3-04 Roll call vote —Mr. Volpicelli — yes, Ms. Labdon —yes, Mr. Hooper— yes. Mrs. Campos presented the Change Order Proposal for the Vacant Unit Rehab at 11 Frederick Court. The lst low bidder was rejected as a non-responsive bidder as they were unable to provide references. The second low -bidder, R. Mullen and Associates, has been properly vetted and meets all requirements. After a brief discussion, Ms. Labdon moved, Mr. Volpicelli seconded to accept the quote and enter into a contract with R. Mullen and Associates for this project. The motion carried. 3-04 Roll call vote — Mr. Volpicelli — yes, Ms. Labdon — yes, Mr. Hooper — yes. • Payroll Service Contracts —Mrs. Campos discussed the possibility of contracting a payroll service to generate bi-weekly payroll, W2s, 1099s and to file monthly and quarterly payroll reports with the state and the IRS. After a brief discussion, it was decided to revisit this topic in the future. Old Business: Ms. Kalinick discussed the upcoming Town Election, Mrs. Campos discussed the_need for a smoking area to be created on the property.. The matter will be added as a topic for discussion on the next agenda. Correspondence/Communications: None. New Business: Executive Director Transition Update —Mrs. Campos informed the members that the Mashpee Housing Authority has contracted with a consultant to begin the new executive director search. Matters Not Reasonably Anticipated by the Chair: None. Next Meeting Date/Time: The next meeting will be scheduled for Wednesday, May 19, 2021 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 4-0-0. The meeting adjourned at 6:17 PM. Roll call vote — Mr. Volpicelli — yes, Ms. Labdon — yes, Ms. Burgo — yes, Mr. Hooper — yes. Respectfully submitted, CaroCCampos, JK�fA, C3� Secretary Executive Director Page 3 of 3