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HomeMy Public PortalAboutHousing Authority -- 2021-05-19 MinutesMinutes of the Meeting BREWSTER HOUSING AUTHORITY t,KEt1 ; EF i 0 [JJN CLERK Board of Commissioners May 195 2021 Date: May 19, 2021 Time: 5:30 PM Location: Virtually via GoToMeeting Call-in number: 866 899 4679 Access Code: 301-329- 133 Members Present: Robert Hooper, Laurel Labdon, Barbara Burgo and Zachary Volpicelli Members Absent: N/A Others Present: Carol Campos, Donna Kalinick, and Dominic Columbo. List of documents and other exhibits used at the meeting and retained at the Authority's office: • Agenda/Notice • Minutes of the meeting held April 29, 2021. • Warrants for April 2021 • March's Financial Report • Change Order Proposal Gable End Wall Conditions 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, Barbara Burgo and Zachary Volpicelli. Public Comment: None. Brewster Woods Update: Donna Kalinick introduced Dominic Columbo of POAH, explaining he is the project manager and has played an incredible role in the Brewster Woods project. She stated the project is moving along quickly and provided a brief update on its progress. Ms. Kalinick stated she received several complaints concerning the two trees that were removed to accommodate the installation of the new sidewalk. Mr. Columbo said they are planning to replace the two trees that were removed. After a brief discussion, it was decided that two Evergreen trees will be planted to replace the two Cedar trees that were removed. Mr. Columbo then provided information on Phase II of the project, including, the number of units/bedrooms that will be in each of the two buildings. He also discussed the construction schedule. Ms. Burgo opened a brief discussion regarding the Brewster Woods wait list and the proposed occupancy date. Ms. Kalinick stated Housing Assistance Corporation will be conducting the lottery to fill the vacancies and robust outreach will be conducted ahead of time to keep the public informed. A brief discussion transpired regarding the opening of Serenity Brewster, an affordable 55+ independent senior community that will be completed in Summer 2021. Mr. Hooper thanked Ms. Kalinick and Mr. Columbo for their updates. Page 1 of 3 Approval of Previous Meeting Minutes. Minutes for the meeting held on Apri129, 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 as amended. The motion carried 3-0-1. Roll call vote — Mr. Volpicelli — yes, Ms. Labdon — yes, Mr. Hooper — yes, Ms. Burgo - abstained. Treasurer's Report /WarrantApprovaUBudrmet/Financial Report (Board vote as needed): Mrs. Campos briefly discussed the Warrants and provided an update on the vacancies. After a brief discussion, Mr. Hooper entertained a motion to accept the Warrants as presented. Ms. Labdon moved, Mr. Volpicelli seconded to approve the April Warrants as presented. The motion carried. 4-04 Roll call vote — Mr. Volpicelli — yes, Ms. Labdon — yes, Ms. Burgo — yes, Mr. Hooper —yes. Executive Director's Report &Updates: • Capital Projects Update —Mrs. Campos discussed the large-scale envelope project that is underway at Huckleberry Lane. She stated the cost of the project continues to climb for various reasons and then she discussed the progress being made. • Change Order Proposal —Mrs. Campos explained while the contractor was removing ralce boards at the first building, they discovered the measurements of the framing at the gable end walls at the attic level is off approximately 1 "-1.5. Therefore, investigative work is needed at each gable to verify conditions at the remaining buildings. The change order proposal covers the cost for the GC to conduct the investigative work. Mr. Hooper entertained a motion to approve the change order. Ms. Labdon moved; Ms. Burgo seconded to approve the change order. The motion carried. 4-04 Roll call vote — Mr. i — yes, Ms. Labdon — yes, Ms. Burgo —yes, Mr. Hooper —yes. Volpicelli A brief discussion transpired regarding the need for a future change order regarding the costs associated with moving the cable wiring from the exterior to Lite interior of each unit. A discussion ensued. • Outdoor Grill and Open Flame Policy at Frederick Court —Mrs. Campos expressed concern that the existing policy is more of a blanket policy for both of the authority's properties and thinks language should be added prohibiting grills specifically at the 667- elderly site. She's had several residents express interest in obtaining their own personal grill and there simply isn't adequate outdoor space to safely accommodate multiple requests. She stated there is a community grill on the property for the residents at the 667 site to use and doesn't think more than that should be permitted. Ms. Burgo expressed concern that adding language to the policy to specifically prohibit grills at a particular site may be construed as discriminatory and thinks the policy should remain as implemented. She suggested the matter be revisited at a later date. After a lengthy discussion, it was decided not to revise the existing policy and to revisit the matter at a later date. Page 2 of 3 • Building Exterior and Grounds of Leased Premises — Mrs, Campos stated she read through the policy and thinks the language in the existing policy is sufficient to prevent residents at Huckleberry Lane from attaching items to the new siding being installed. • Proposed Smoking Area at Frederick Court — Mrs. Campos stated many of the residents are congregating at the top of Frederick Court to smoke cigarettes throughout the day. She stated it is unsightly and makes people uncomfortable to pass by the area. She is proposing the board allow for a designated smoking area to be created on the property which would deter residents from smoking inside their apartments and would allow them to gather in a more discreet location. She and the maintenance supervisor scouted the property for an adequate site and she sent photographs of a possible accessible location to the members in advance of the meeting. After a brief discussion, Ms. Burgo moved, Mr. Volpicelli seconded to approve the designated smoking area. The motion carried. 4-0-0. Roll call vote — Mr, Volpicelli — yes, Ms. Labdon — yes, Ms. Burgo — yes, Mr. Hooper — yes. Old Business: None. New Business: Mrs. Campos announced Kimberly Conn was selected as the new Executive Director and will start on June 15, 2021. Mrs. Campos is in discussions with the Mashpee Board to stay on as a bookkeeper and to assist the new executive director with her new role. Mrs. Campos thanked the board for their gift and flowers they gave to her. Matters Not Reasonably Anticipated by the Chair: None. Next Meeting Date/Time: The next meeting will be scheduled for Wednesday, June 16, 2021 at 5:30 PM, A brief discussion transpired regarding in-person meetings vs. remote meetings, the Town election and a Brewster Woods ribbon cutting ceremony. Meeting Ad.iournment: A motion was made by Barbara Burgo and seconded by Laurel Labdon to adjourn the meeting. The motion carried 4-0-0. The meeting adjourned at 6:20 PM, Roll call vote — Mr. Volpicelli — yes, Ms. Labdon — yes, Ms. Burgo — yes, Mr. Hooper — yes. Respectfully submitted, Carol'Campos, �bf�fA, C3� Secretary Executive Director Page 3 of 3