HomeMy Public PortalAboutHousing Authority -- 2021-09-15 MinutesU :jhh1
Minutes of the Meeting
BREWSTER HOUSING AUTHORITY
Board of Commissioners EE'EIi'a i ER f iltjfj I A ER,;
September 15, 2021
Date: September 15, 2021
Time: 5:30 PM
Location: In Person, & Virtually via GoToMeeting Call-in number: 8664994679 Access
Code: 581478-741
Members Present: Laurel Labdon, Christine Boucher, Zachary Volpicelli, and Barbara Burgo,
arrived remotely at 5:45 pm, was disconnected shortly after
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 August 18, 2021.
• Warrants for August 2021
• Change Order Proposals: Patio Door Screens for Accessible units & Rot Replacement
• Pest Control Quotes
Decisions Made/Actions Taken are in Bold.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
Ms. Labdon 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: directorgbrewsterhousin�ora.
The Chair called the Meeting to order at 532 PM and declared a quorum with the following
members present Christine Boucher, Laurel Labdon, and Zachary Volpicelli.
Approval of Minutes of August 18, 2021
Minutes for the meeting held on August 18, 2021, were sent to the members prior to the meeting.
After a brief discussion, a motion was made by Mr. Volpicelli 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. Boucher — aye.
Brewster Woods Update
Phase I is near completion with the sidewalks being installed this week. Phase II has begun.
Treasurer's Renort/Warrant ApprovaUBuda
et/Financial Report (Board vote as needed):
Mrs. Conn presented the Warrants, there were no extraordinary items, other than the various
Capital Project payments to vendors. Ms. Boucher moved to approve the Warrants as
presented; seconded by Mr. Volpicelli, Motion Carried. 3-0-0. Roll call vote — Mr. Volpicelli
— aye, Ms. Labdon — aye, Ms. Boucher — aye. Mrs. Conn reported that the Auditor performed the
Agreed Upon Procedures for Fiscal Year Ending 09/30/2020, and that there were 3 -findings.
The final report should be available at the next meeting.
Page 1 of 2
Executive Director's Report & Updates:
• Capital Projects Update— Mrs. Conn reported that the Huckleberry Lane project is
moving along and near completion. The pricing for the mold remediation has not been
determined.
• Change Order Proposal #06 — Mrs. Conn provided information on each of the change
orders proposed within C/O #6 by Zero Energy Design. A brief discussion ensued. COP
#13 Screen Doors for the accessible unit, COP #'s 15,16, &17 Rot repair due to water
intrusion at various units, and exterior mold remediation. Ms. Boucher moved, Ms.
Labdon seconded to approve change order #06 in the amount of $83,945.58. Motion
Carried. 3-0-0. Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher —
aye.
• Pest Control -Mrs. Conn repotted that Terminix cannot honor the pricing that was
provided for Ant/Insect Control. Therefore, it was recommended that the board award
the contract to the second lowest bidder Ehrlich. Mr. Volpicelli moved to award the
Ant/Insect Control contract to Ehrlich, seconded by Ms. Boucher. Motion Carried 3-
0-1. Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye, Ms.
Burgo — abstained.
• General Property &Administrative Updates —Mrs. Conn reported that all rents were
paid as agreed. Frederick Court has one vacancy as of August 31, 2021, which will need
new cabinets, and Maintenance is in the process of getting quotes. Mrs. Conn contacted
Automatic Laundry and made slight changes to the agreement to replace two of the
existing dryers and to add a third dryer. Procurement has been completed to order a new
heavier duty copier/scanner/fax for the office with the remaining COVID funds. The
staff is assisting to complete the transfer of the software from QuickBooks to PHA -Web
effective 9/1/21, which is approximately 50% complete.
Old Business: None.
New Business: None.
Correspondence: None.
Matters Not Reasonably Anticipated by the Chair: None.
Next Meeting Date/Time: The next meeti
Nng will be scheduled for Wednesday, October 20,
2021, at 5:30 PM.
Meeting Ad.iournment: A motion was made by Ms. Boucher, and seconded by Mr.
Volpicelli to adjourn the meeting. The motion carried 3-0-0. The meeting adjourned at 5:56
PM. Roll call vote — Mr. Volpicelli — aye, Ms. Labdon — aye, Ms. Boucher — aye.
Respectfully submitt
ed
l��r�beYGt� GovvvL
Executive Director/Managing Agent
Page 2 of 2