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Home My Public Portal AboutHousing Authority -- 2021-11-17 MinutesMinutes of the Meeting BREWSTER HOUSING AUTHORITY Board of Commissioners November 17, 2021 Date: November 17, 2021 Time: 5:30 PM Location: In Person, & Virtually via GoToMeeting Call-in number: 866-899-4679 Access Code: 879455-525 Members Present: Laurel Labdon, Christine Boucher, and Barbara Burgo Members Absent: Zachary Volpicelli Others Present: Kimberly Conn 4 �. kEitlti ER ; 041[,J Lc ; List of documents and other exhibits used at the meeting and retained at the Authority's office: • Agenda/Notice • Minutes of the meeting held October 20, 2021 • Warrants for October 2021 • Change Order Proposals: Rot Replacement, Roof Sheathing, Cement Finish, Gypsum Board Replacement, & Downspout Extensions • Report for Agreed Upon Procedures (AUP) September 30, 2020 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: director ;brewsterhousiny.orp, The Chair called the Meeting to order at 5:37 PM and declared a quorum with the following members present Christine Boucher, Laurel Labdon, and Barbara Burgo. Approval of Minutes of October 20, 2021 Minutes for the meeting held on October 20, 2021, were sent to the members prior to the meeting. After a brief discussion, a motion was made by Ms. Boucher, and seconded by Ms. Burgo to approve the minutes as drafted. The motion carried 3-0-1. Roll call vote — Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Brewster Woods Update There was no update on Brewster Woods. Treasurer's Renort/Warrant Anproval/Bud�et/Financial Report (Board vote as needed): Ms. 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 Ms. Burgo. Motion Carried. 3 -O -L Roll call vote — Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. The Year -End Certifications were not completed before the meeting, and a special session will be required as they are due to DHCD on November 29, Page 1 of 3 2021. Ms. Conn reviewed the Agreed Upon Procedures (AUP) for FYE 9/30/2020, there were two exceptions as noted in the report. The instances have been corrected, and a new procedure has been implemented for FYE 9/30/2022. Ms. Burgo moved to accept the AUP for FYE 9/30/2020 as reported; seconded by Ms. Boucher. Motion Carried 3-0-1. Roll call vote — Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Executive Director's Report &Updates: • Capital Projects Update — Ms. Conn reported that the mold remediation work for Huckleberry Lane is in progress and nearing completion. One of the families has been difficult in allowing access to the unit for repairs, this is being addressed through formal notifications and a 30 -day notice to quit will be issued if unit access is continued to be denied. Relocation of residents is in progress and the families have been very cooperative. • Change Order Proposal #08 — Ms. Conn provided information on each of the change orders proposed within C/O #8 by Zero Energy Design. A brief discussion ensued. COP #20 Time and Material Slips for rot repair, remediation, and insulation. COP #21 Unit Price Credits for Roof Sheathing, Cement Finish, and Gypsum Board Replacement. COP # 23 Downspout Extensions. Ms. Boucher moved; Ms. Burgo seconded to approve change order #08 project credit in the amount of $12,930.78. Motion Carried 3-04. Roll call vote — Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. • Harper's Payroll Proposal — Ms. Conn reviewed the payroll proposal from Harper's Payroll. Since the financials will be transferred to PHA -Web by calendar year end, there will be no need to maintain QuickBooks, except for the purposes of conducting payroll. There is an annual software fee, plus the bi-weekly payroll processing fee. The difference in the cost of using Harper's Payroll is only a few hundred dollars, and they will be responsible for processing the quarterly tax returns. The benefits of using a payroll service outweighs the nominal difference in cost. Harper's Payroll also can connect to PHA -Web Software to post the necessary general ledger entries for allocating payroll expenses. After a brief discussion, Ms. Boucher moved to approve the Harper's Payroll Proposal; seconded by Ms. Labdon. Motion Carried 3-04. Roll call vote — Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. • General Property &Administrative Updates — Ms. Conn reported that all rents were paid as agreed. The vacancy turnover at Frederick Court is near completion with the kitchen cabinet installation scheduled, a resident transfer will be completed on December 1, 2021. The software transition from QuickBooks is almost completed, we are just waiting for PHA -Web to complete the final set up for the Trial Balances. Old Business: The board briefly discussed the upcoming vacant Maintenance position. New Business: None. Correspondence: None. Page 2 of 3 Matters Not Reasonably Anticipated by the Chair: None, Next Meeting Date/Time: The next meeting will be scheduled for November 29, 20215 at 4:00 PM to review the Year -End Certifications for FYE 9/30/2021. Meeting Ad.iournment: A motion was made by Ms. Labdon and seconded by Ms. Boucher to adjourn the meeting. The motion carried 3-04. The meeting adjourned at 5:56 PM. Roll call vote — Ms. Labdon — aye, Ms. Boucher — aye, Ms. Burgo — aye. Respectfully submitted lq;:�bvwberle coww Executive Director/Managing Agent Page 3 of 3