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Home My Public Portal AboutHousing Authority -- 2021-08-18 MinutesMinutes of the Meeting 1.1 7 ,1, ; ;1 , i`'. BREWSTER HOUSING AUTHORITY 124 Board of Commissioners August 18, 2021 LBREk41 1; E ka Date. August 18, 2021 Time: 5:30 PM Location: In Person, & Virtually via GoToMeeting Call-in number: 877-309-2073 Access Code: 282-653-373 Members Present: Barbara Burgo, Laurel Labdon, Christine Boucher, and Zachary Volpicelli Members Absent: None Others Present: Kimberly Conn List of documents and other exhibits used at the meeting and retained at the Authority's office: • Agenda/Notice • Minutes of the meeting held July 21, 2021. • Warrants for July 2021 • July's Financial Report • Amendment#10 to Contract for Financial Assistance (CFA) - - - • Change Order Proposals: Front Door Trim — PVC, & Additional Asbestos Abatement • Certificates of Substantial & Final Completion Project # 041050 Decisions Made/Actions Taken are in Bold. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Ms. Burgo read the following statement: Pursuant to Chapter 20 of the Acts of 20215 this meeting will be conducted in person and via remote means, in accordance with applicable law. This means that members of the public body may access this meeting in person, or via virtual means. In person attendance will be at the meeting location listed above, and it is possible that any or all members of the public body may attend remotely. To submit public comment or questions to the Brewster Housing Authority, please email: director(c�brewsterhousing.org. The Vice Chair called the Meeting to order at 5:38 PM and declared a quorum with the following members present Laurel Labdon, Christine Boucher, Barbara Burgo, and Zachary Volpicelli. Approval of Minutes of July 21, 2021 Minutes for the meeting held on July 21, 2021, were sent to the members prior to the meeting. After a brief discussion, a motion was made by Ms. Labdon to approve the minutes as drafted, seconded by Ms. Boucher. The motion carried 3-04. Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Burgo — abstained. Brewster Woods Update The developers have agreed not to change to vinyl siding, there were no other updates given. Reorganization of the Board /Vote Slate of Officers: The board briefly discussed the roles and responsibilities, after a short discussion Mr. Volpicelli nominated Laurel Labdon as Chair, seconded by Ms. Boucher. Motion Carried 4-0-0, Roll Page 1 of 3 ,all vote, Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Mr. Volpicelli nominated Ms. Burgo as Vice Chair, seconded by Ms. Boucher. Motion Carried 4-04 Roll call vote, Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Mr. Volpicelli then nominated Christine Boucher as Treasurer, seconded by Ms. Labdon. Motion Carried 4-04 Roll call vote, Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Ms. Labdon nominated Mr. Volpicelli as member, seconded by Ms. Boucher. Motion Carried 4-0-0. Roll call vote, Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Treasurer's Report/Warrant VU: km Report (Board vote as needed): Mrs. Conn briefly discussed the Warrants, and provided an update on the July financials stating that the reserve levels were well above the 35% as required by DHCD. After a brief discussion, Ms. Burgo entertained a motion to accept the Warrants as presented. Ms. Labdon moved; Ms. Boucher seconded to approve the July Warrants. Motion Carried. 4-0-0. Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Executive Director's Report &Updates: • Amendment #10 to Contract for Financial Assistance (CFA) (board vote needed) — Mrs. Conn presented CFA 5001 Amendment #10 in the amount of $34,592.47, after a brief discussion, Ms. Boucher moved to accept the amended award in the amount of $34,592.47, seconded by Ms. Labdon. -Motion Carried 4-0-0. -Roll call vote Mr. - Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. • Capital Projects Update —Mrs. Conn discussed the large-scale building envelope project at Huckleberry Lane, with rising costs such as the need for mold remediation that ATC reported in multiple areas; the contractor is in the process of quoting the scope of work. The termite baiting stations will be installed on August 30— 31, 2021. The selected vendor for ant control has been non-responsive and the board may need to vote to award the contract to the second lowest bidder. • Change Order Proposal #05 —Mrs. Conn provided information on each of the change orders proposed within C/O #5 by Zero Energy Design. A brief discussion ensued. COP #09 Front Door trim and some window trim changed to PVC (credit), & COP #12 Additional Asbestos Abatement - Ms. Boucher moved, Ms. Labdon seconded to approve change order #05 in the amount of $60,229.71. Motion Carried. 4-04 Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. • Certificate of Substantial Completion &Final Completion on Project # 041050 Vacant Unit Rehab —Mrs. Conn reviewed project # 041050 -unit 18B vacant unit rehab, noting that the project was complete and the contractor had met with the local building department, and Architects for final sign off. Mr. Volpicelli moved to accept the Substantial Completion Certificate, seconded by Ms. Labdon. Motion Carried 4-04 Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Ms. Labdon moved to approve the Certificate of Final Completion, seconded by Ms. Boucher. Motion Carried 4-04 Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Page 2 of 3 • General Property & Administrative Updates — Mrs. Conn reported that all rents were paid with the exception of two families that have been granted an extension. One of the two vacancies at Frederick Court was leased up today, with the second one being leased on September 1, 2021. There will be one more vacancy due to a deceased tenant. The Assistant Director & Mrs. Conn hosted a tenant luncheon and Mrs. Conn, reviewed the topics discussed with the board, most of the tenant requests were for capital related projects. Mrs. Conn notified the board that a request would be forthcoming to reduce the office hours from late October through the middle of December, due to a staff leave of absence. Old Business: None. New Business: None. Correspondence: None. Matters Not Reasonably Anticipated by the Chair: None. Next Meeting Date/Time: The next meeting will be scheduled for Wednesday, September 15, 2021, at 5:30 PM. Meeting Adjournment: A motion was made by Ms. Boucher, and seconded by Mr. Volpicelli to adjourn the meeting. The motion carried 4-04 The meeting adjourned at 6:05 PM. Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Mr. Hooper — aye. Respectfully submitted '<�014bene Cowvi, Executive Director/Managing Agent Page 3 of 3