HomeMy Public PortalAboutHousing Authority -- 2011-07-21 Minutes MEETING NOTICE
THE BREWSTER HOUSING AUTHORITY
WILL HOLD A REGULAR MEETING
ON THURSDAY JULY 21ST 2011 5:30 PM
(Day) (Month) (Date) (Year) (Time)
AT Community Room,11 Frederick Court, Brewster,MA 02631
AGENDA
1. CALL TO ORDER AND ATTENDANCE
2. APPROVAL OF AGENDA
3. APPROVAL OF MINUTES— Annual Meeting of June 16,2011
Regular Meeting of June 16,2011
Special Meeting of June 30,2011
4. CITIZEN PARTICIPATION—Patricia A.Grace,Attorney—The Role of Housing Commissioners
5. CHAIRMAN'S REPORT
A. W.P.1007&1008—Boiler Replacement-Update
B. Work Plan 1006—Siding Update
C. Director's Evaluation
D. June Financials
6. EXECUTIVE DIRECTOR'S REPORT
A. 667&705 Update
B. Smoking Procedure
7. CORRESPONDENCE
8. OLD BUSINESS _E-
A. Update on Formula Funding
9. NEW BUSINESS
A. Discussion of Wells Court Management
10. BILLS - -— - _ - -
11. TOPICS THE CHAIR OH)NOT REASONABLY ANTICIPATE
12. ADJOURNMENT �►
July 18,2011 '
Date Posted ,610PrUture
JJC Executive Director
By whom Title
Cancelled Date Rescheduled Date
BREWSTER HOUSING AUTHORITY
REGULAR BOARD MEETING
THURSDAY,JULY 21,2011
CALL TO ORDER:
Chairman Robert Hooper convened the regular meeting of the Brewster Housing
Authority's Board of Commissioners at 5:34 PM in the Community Room of
11 Frederick Court, Brewster, MA.
PRESENT: Robert Hooper, Mary Haynes, Brian Harrison, & Len Avery, Jr.
ABSENT: Dion Dugan
ALSO PRESENT: Jackalyn J. Courchesne &Attorney Patricia A. Grace
APPROVAL OF AGENDA: A motion to approve the agenda was made by Brian
Harrison, seconded by Mary Haynes and voted unanimously.
APPROVAL OF MINUTES OF ANNUAL MEETING OF JUNE 16, 2011
A motion to approve the minutes of the Annual Meeting of June 16, 2011 was
moved by Brian Harrison, seconded by Len Avery, Jr. and voted unanimously.
APPROVAL OF MINUTES OF REGULAR MEETING OF JUNE 16, 2011
A motion to approve the minutes of the Regular Meeting of June 16, 2011 was
moved by Brian Harrison, seconded by Mary Haynes and voted unanimously.
APPROVAL OF MINUTES OF SPECIAL MEETING OF JUNE 30, 2011
A motion to approve the minutes of the Special Meeting of June 30, 2011 was
moved by Brian Harrison, seconded by Mary Haynes and voted unanimously
CITIZEN PARTICIPATION: Mr. Hooper introduced Patricia A. Grace, Attorney
for the Brewster Housing Authority who made a presentation to the board on their
roles as commissioners. Attorney Grace presented the commissioners with hand
outs concerning the laws that govern their actions, the Privacy and Confidentiality
Regulations, the dos and don'ts of serving as a commissioner and their
interactions with staff members and the public. The Board was very pleased with
the presentation and thanked Attorney Grace for her time, expertise and service
to the authority.
Minutes of July 21, 2011 Page 2 of 4
CHAIRMAN'S REPORT:
A. Mr. Hooper reported that the DHCD ARRA-WAP inspector visited the site on
7/12/11 and approved those boilers that have been installed to date. As of
Monday 7/18/11 all the boilers have been installed. Mr. McElroy did a punch
list of items that needed inspection but Ms. Courchesne is requiring that
the engineer do his own punch list and also sign off on the installation along
with the Plumbing Inspector. Caroll at General Air called and wanted to know
how we liked the work and Ms. Courchesne said that they needed to
contact the engineer and the Building Dept to set up the inspections and that
the engineer was also responsible for helping General Air to complete the
final payment form and that a final construction meeting is required so that
the final billing can be approved by Tom Hackenson and herself. She
reminded General Air that DHCD has a credit for 1 boiler coming to them and
that should be reflected on the final bill. When she visited the site a few
weeks ago she noticed that there were boilers stored in the vacant unit and
this was not part of the contract. After a discuss with the owner of General
Air she agreed to allow them to use the unit for the remainder of the month
and negotiated a $400.00 rental fee from the company for use of the
premises and for any utility costs. Finally, all bills for DHCD for fiscal
year ending 6/30/11 had to be sent in by 7/22/11 or the bills would not be
paid in FY12. Ms. Courchesne notified the comptroller at Garcia, Galuska
and DeSousa that she had not approved and will not approve their billing for
$700.00 for the bid phase and if they did not come back with a reasonable
billing by 7/22/11 they would not be paid. This was copied to our Asset
Manager, Project Manager and DHCD Legal Dept. and so far we have
received no response.
B. Regarding the siding project at Huckleberry Lane, Mr. Hooper reported
that the Contractor, David Walsh met with John Giubilo, DHCD architect,
Tom Hackenson and John McElroy at the Huckleberry site and went over
the pre-construction notes and construction procedures. They also took a
look at Unit 15 which is part of the original Scope of Work but other parts
of that unit will become a separate bid either by Mr. Walsh or some other
contractor if he does not want to bid on that portion. He brought samples of
siding to try and match, as closely as possible, the existing vinyl and they
went over how they would proceed. The Owner-Contractor agreement has
been fully executed. Ms. Courchesne met with Mr. Walsh late Tuesday to
have him review how he wished to proceed and address any concerns he
might have. He has signed the Notice to Proceed to start work on 8/1/11
with a 30 day completion date of 8/30/11.
C. Mr. Hooper again asked for the Director's evaluation from the board. So far
only he and Mr. Harrison have completed the evaluations.
D. Mr. Hooper stated that the June financials are in the packets for their perusal.
Minutes of July 21, 2011 Page 3 of 4
EXECUTIVE DIRECTOR'S REPORT:
A. Ms. Courchesne reported that we will have transferred a senior from
his second floor unit to the available unit on the first floor as of July 1,
2011 which leaves us with a vacant unit on the second floor.
Unfortunately we had one of our younger disabled clients pass away in
her unit. We will now rehab that unit and look for another YD client to
house there. We are still working on our receivables by constant calls
and letters to keep tenants up to date.
B. Ms. Courchesne reminded the commissioners that Bob Collett, from C.C.
Tobacco Control will be here next month to make his presentation and
guide us towards our goal of smoke-free developments.
CORRESPONDENCE: Correspondence listing is made a part of these minutes.
OLD BUSINESS:
A. Ms. Courchesne has not yet received approval from DHCD on the three
projects that the board voted on for Formula Funding. Namely the parking
lot repair, carpeting in 3 units and the automatic rear door installation that
the board voted on last month. She and Lorraine did attend 1 of 2
sessions on how to set up and use the CPS software for keeping track of
projects and funding. The second will be held next Monday.
NEW BUSINESS:
A. Mr. Hooper opened up the discussion concerning the possibility of Brewster
H. A. taking over the management of Wells Court. Ms. Haynes who is the
Chairperson of the Frederick Court Development Corp at Wells Court stated
that her board had met to discuss this possibility and were generally in favor
of the move but were concerned with how soon this would take place as a
new manager had just been hired. They did not feel that it was fair to do
this too soon. On the other hand, Ms. Courchesne felt that, if this was the
board's wish, she did not want to wait long as this move would impact her
decisions on her timing of retirement. Her other concern was the learning
curve but she had recently discussed this aspect with a Director who had
both state and federal developments and that person's opinion was that, if
you could run a state facility you could certainly run a federal facility. After
further discussion it was decided that Ms. Courchesne would confer with
Steve Cote and others at Fenton & Ewald, our accountants, and then make
a formal offer to Wells Court.
Minutes of July 21, 2011 Page 4 of 4
BILLS: Len Avery, Jr. made a motion to approve the bills and sign the checks
for the 7/19/11 thru 7/22/11 Cash Admin warrant as presented; Brian Harrison
seconded the motion which passed unanimously.
TOPICS THE CHAIR DID NOT REASONABLY ANTICIPATE:
Mr. Hooper stated that he would be on vacation next month and asked if the
Board would want to change the meeting date or just cancel the August
meeting. The general consensus was that, seeing others would be on vacation
also at various times, that it was probably more feasible to cancel. Mr. Avery
made a motion to cancel the meeting, seconded by Mr. Harrison and voted
unanimously.
ADJOURNMENT: Brian Harrison made a motion to adjourn the meeting; Len
Avery, Jr. seconded the motion which was voted unanimously. The meeting was
adjourned by roll call vote at 7:10 p.m.
Respectfully submitted,
Jackalyn J. Courchesne
Secretary Ex-Officio
CK!
Brewster Housing Authority 56 units Fenton,Ewald&Associates,P.C.
10 months ending 560 unit months SMC 09/13/11
July 31,2011
Approved Pro Rata Actual Actual Amount Actual As Available
Account Budget Budget Budget To Date To Date Favorable a Factor of Remainder
Number Classification Amount 10 Months P.U.M. P.U.M. Amount Unfavorable) Pro Rata of the Year
OPERATING RECEIPTS
3110 Shelter Rent-Tenant 203,448 169,540 302.75 295.43 165,441.00 (4,099) 0.976 38,007
3115 Shelter Rent-Federal Sect.8 0 0 0.00 0.00 0.00 0 0
3190 Non Dwelling Rentals 0 0 0.00 0.00 0.00 0 0
3400 Administrative Fees-MRVP 0 0.00 0.00 0.00 0 0
3610 Interest on Investments-Unrestricted 405 338 0.60 0.49 273.61 (64) 0.811 131
3611 Interest on Investments-Restricted 0 0.00 0.00 0.00 0 0
3690 Other Revenue 3,300 2.750 4.91 1.33 745.13 (2,005) 0.271 2,555
3950 Operating Grants 0 0 0.00 0.00 0.00 0 0
3691 Other Revenue Retained 0 0.00 0.00 0.00 0 0
3692 Restricted Reserve Transfer 10,005 8.338 14.89 0.00 0.00 (8,338) 0.000 10,005
3801 Operating Subsidy 3,284 2,737 4.89 6.78 3,796.06 1,059 1.387 (512)
TOTAL OPERATING RECEIPTS 220.442 183,702 328.04 304.03 170,255.80 (13,446) 0.927 50,186
OPERATING EXPENDITURES
ADMINISTRATIVE
4110 Administration Salaries 52.513 43,761 78.14 74.55 41,748.36 2,012 0.954 10,765
4120 Compensated Absences 0 0 0.00 0.00 0.00 0 0
4130 Legal 0 0 0.00 0.00 0.00 0 0
4140 Compensation-Board Members 0 0 0.00 0.00 0.00 0 0
4150 Travel And Related Expenses 844 703 1.26 0.76 427.78 276 0.608 416
4170 Accounting Services 5,040 4,200 7.50 7.50 4,200.00 0 1.000 840
4171 Audit Services 0 0 0.00 0.00 0.00 0 0
4180 Penalties&Interest 0 0 0.00 0.00 0.00 0 0
4190 Administrative Other 9,656 8,047 14.37 13.41 7,512.10 535 0.934 2.144
4190.1 Mixed Population Salary 0 0 0.00 0.00 0.00 0 0
TOTAL ADMINISTRATIVE EXPENSE 68,053 56,711 101.27 96.23 53,888.24 2,823 0.950 14,165
4230 Resident Services 336 280 0.50 0.00 0.00 280 0.000 336
UTILITIES
4310 Water&Sewer 10,341 8,618 15.39 11.27 6,309.75 2,308 0.732 4,031
4320 Electricity 8.636 7,198 12.85 11.49 6,435.37 763 0.894 2,203
4330 Gas 12,665 10,554 18.85 16.15 9,045.86 1,508 0.857 3,619
4340 Fuel 0 0 0.00 0.00 0.00 0 0
4360 Energy Conservation 0 0 0.00 0.00 0.00 0 0
4390 Other 1.500 1,250 2.23 1.29 720.49 530 0.576 780
TOTAL.UTILITIES EXPENSE 33,144 27,620 49.32 40.20 22,511.47 5,109 0.815 10,633
ORDINARY MAINTENANCE
441D Maintenance Labor 47,983 39,986 71.40 70.54 39,500.32 486 0.988 8,483
4420 Materials And Supplies 8,444 7,037 12.57 19.41 10,871.33 (3,835) 1.546 (2,427)
4430 Contract Costs 9.300 7.750 13.84 11.66 6,527.70 1,222 0.842 2,772
TOTAL ORDINARY MAINTENANCE 65,727 54.773 97.81 101.61 56,899.35 (2.127) 1.039 8.828
GENERAL EXPENSE
4510 Insurance 9,973 8,311 14.84 13.74 7,691.96 619 0.926 2,281
4520 Pilot 6.829 5,691 10.16 10.16 5,690.84 (0) 1.000 1,138
4540 Employee Benefit Contr. 36,380 30,317 54.14 52.76 29,545.04 772 0.975 6,835
4570 Collection Losses 0 0 0.00 0.00 0.00 0 0
4580/90 Interest&Other General Expenses 0 0 0.00 0.00 0.00 0 0
TOTAL GENERAL EXPENSES 53,182 44,318 79.14 76.66 42,927.84 1.390 0.969 10,254
TOTAL OPERATING EXPENSES 220,442 183.702 328.04 314.69 176,226.90 7,475 0.959 44,215
NET INCOME(DEFICIT)BEFORE SUBSIDY and NON-
ROUTINE EXPENSES (3.284) _ (2,737) -4.89 (17.44) (9,767.16) (7,030) 3.569 6,483
NET INCOME(DEFICIT)before NON-ROUTINE,and
INCLUDING SUBSIDY 0 0 0.00 (10.66) (5,971.10) (5,971) 5,971
NONROUTINE EXPENSES AND(CREDITS)
4610 Extraordinary Maintenance 1,250 1,042 1.86 0.80 450.00 592 0.432 800
4611 Equip.Purchased-Non Capitalized 1.500 1,250 2.23 0.63 353.00 897 0.282 1,147
4612 Restricted Reserve Expenditures 0 0 0.00 8.16 4,569.15
4715 Housing Assistance Payments 0 0 0.00 0.00 0.00
TOTAL NONROUTINE EXPENSES 2,750 2,292 4.09 9.59 5,372.15 1,489 Operating Subsidy Earned
year-to-date $3,796
CAPITAL EXPENDITURES
7520 Replacement of Equipment-Capitalized 0 0 0.00 0.00 0.00 0
7540 Betterments&Additions-Capitalized 0 0 0.00 0.00 0.00 0 Operating Subsidy Recd
TOTAL CAPITAL EXPENDITURES 0 0 0.00 0.00 0.00 0 year-to-date $0
2700 NET INCOME(DEFICIT)FROM OPERATIONS _ (2,750) (2,292) -4.09 (20.26) (11,343.26) (4,482) Amount(Over)or Under
4801 Depreciation Expense 0 0 0.00 0.00 0.00 Subsidized $3,796
4541 Other Post Employment Benfits Exp 0 0 0.00 0.00 0.00
NET CHANGE IN UNRESTRICTED NET ASSETS 2.750 (2,292) -4.09 (20.26) (11,343.25L (9,052) _
See Accountants'Compilation Report
DEPARTMENT OF HOUSING&COMMUNITY DEVELOPMENT Brewster Housing Authority
BALANCE SHEET 7/31/2011 Period Ended
4001 Program Number
ASSETS X Administration
ACCOUNT NUMBER Modernization
CASH Development
1111 Cash Development or Modernization fund-Unrestricted 0.00
1111.1 Cash Development or Modernization fund-Restricted 0.00
1112 Cash Administration Fund-Unrestricted 40,896.27
1112.1 Cash Administration Fund-Restricted 0.00
1113 Cash-Escrow 0.00
1114 Security Deposit and Pet Deposit Fund Cash 2,943.35
1117 Petty Cash 0.00
1118 Change Fund 0.00 43,839.62
ACCOUNTS RECENABLE
1121 Federal and DHCD-Section 8 Subsidy-Shelter Rent 0.00
1122 Tenants Accounts Receivable 16,176.38
1123 Allowance for Doubtful Accounts-Dwelling Rents (12,233.05)
1125 Accounts Receivable Subsidy 3,796.06
1129 Accounts Receivable-Other 0.00
1130 Interprogram Due From 12,000.00
1131 Allowance for Doubtful Accounts-Other 0.00
1145 Accrued Interest Receivable 0.00 19,739.39
INVESTMENTS
1162 Investments-Unrestricted 40,996.11
DEFERRED CHARGES
1211 Prepaid Expenses 5,693.77
1212 Inventory/Net-Supplies and Fuel 0.00
1290 Deferred Charges-Other 6,448.05 12,141.82
FIXED ASSETS
1400.2 Cost Control Account-Development/Modemization 0.00
1401 Land 235,773.00
1402 Building and Building Improvements 4,631,947.59
1403 Furniture,Equipment and Machinery-Dwellings 0.00
1404 Other Equipment-Administration/Maintenance 11.634.49
1405 Leasehold Improvements 0.00
1406 Accumulated Depreciation (1.964.794.92)
1407 Infrastructure 0.00
1408 Capital Leases 0.00 2,914,560.16
TOTAL ASSETS 3,031,277.10
LIABILITIES AND EQUITY
ACCOUNTS PAYABLE
2106 Bank Overdraft 0.00
2111 Accounts Payable<=90 Days 0.00
2111.1 Accounts Payable>90 Days Past Due 0.00
2112 Contract Costs 0.00
2114 Tenants Security Deposits&Pet Deposits 2,787.35
2115 Rid Deposits 0.00
2117 Employee's Payroll Deductions 0.0o
2118 Accounts Payable-Subsidy Overpayment 0.00
2119 Accounts Payable-Interfund 8.423,90
2120 Accounts Payable-Other 0.00 11,211.25
ACCRUED LIABILITIES
2130.2 Accrued Contingent Liability 0.00
2135 Accrued Compensated Absences-Current Portion 12,625.93
2137 Payment in Lieu of Taxes(PILOT) 3.128.75
2138 Accrued Payroll 3,419.22
2139 Accrued Liabilities-Other 930.52 20,104.42
DEFERRED CREDITS
2240 Tenants Prepaid Rents 0.00
2290 Undistributed Credits 13,366.52
2291 Deferred Revenue-Subsidy 0.00
2292 Deferred Revenue-Other 0.00 13,366.52
NOTES PAYABLE
2299 Notes Payable Capital Borrowings-Current Portion 0.00
2299.1 Notes Payable Operating Borrowings-Current Portion 0.00 0.00
NON-CURRENT LIABILITIES
2301 Notes Payable Capital Borrowings-Non-Current Portion 0.00
2301.1 Notes Payable Operating Borrowings-Non-Current Portion 0.00
2335.01 Accrued Compensated Absences-Non-Current Portion 0.00
2339 Other Non-Current Liabilities 21,777.00 21.777.00
EQUITY(NET A ETSS
2700 Net Income(Deficit) (11,343.25)
2802 Invested in Capital Assets,net of Related Debt 2,914,560.16
2805 Net Assets-Restricted 13,900.00
2806 Net Assets-Unrestricted Max% 52.09% 89,478.00
2806.1 Net Assets-Unrestricted for OPEB Liability (21,777.00) 2,964,817.91
TOTAL LIABILITIES AND EQUITY 3,031,277.10
See Accountants'Compilation Report
BREWSTER HOUSING AUTHORITY
REGULAR MEETING OF JULY 21,2011
CORRESPONDENCE
BOARD ACTION
1. DHCD - SUSTAINABILITY& ENERGY SURVEY NO
2. COMM OF MASS-LETTER ON STATE APPOINTEE NO
3. BHA-SUPPORT LETTER FOR DPH GRANT NO
4. C.C. COMMISSION-AGENDA 7/21/11 NO
5. BARN RETIREMENT-FORMER EMPLOYEE HEALTH NO
VARIOUS NEWSLETTERS AND INFORMATIONAL MATERIAL
OFFICE OF THE GOVERNOR
COMMONWEALTH OF MASSACHUSETTS
STATE HOUSE • BOSTON, MA 02133
(617) 725-4000
T11111,
4114=S•0
DEVAL L. PATRICK TIMOTHY P. MURRAY
GOVERNOR LIEUTENANT GOVERNOR
June 17, 2011
Mr. Gregory Levasseur
Brewster Board of Selectmen
11 Frederick Court
Brewster, MA 02631
Dear Mr. Levasseur:
Thank you for your interest in the appointment of Robert Hooper to the
Brewster Housing Authority. We value the time you have taken to make this
recommendation. Please be assured that we will give it our most thoughtful
consideration.
Sincerely,
i
Rachel Charnley
Assistant Director
Boards and Commissions
BREWSTER HOUSING AL or Tel: 508-896-9800
11 Frederick Court, Brewster, MA 02631 Fax: 508-896-4050
July 12,2011
John Auerbach
Commissioner
Massachusetts Department of Public Health
250 Washington Street
Boston, MA 02108
Dear Commissioner Auerbach:
Please accept this as a letter of support for the Massachusetts Department of Public Health Community
Transformation Grant application. The Brewster Housing Authority has been very interested in converting their 32
senior housing units to a smoke free environment and we have asked for the help of the Cape Cod Regional
Tobacco Control. Mr. Collett will make a presentation to my commissioners at our August board meeting and from
there we hope to use his and his organization's expertise to move us towards our smoke free housing goals. We
hope to learn ways to educate our seniors and other citizens.
I thank you for you time and any consideration that you may give to the MDPH CTG application as I know
that the fining will be used to help improve the lives of many.
incerely,
Jackal Co esne
Executiv erector
CC: Brewster Housing Authority Board of Commissioners
44 ii
3225 MAIN STREET 0 P.O. BOX 226
BARNSTABLE, MASSACHUSETTS 02630
CAPE COD
(508) 362-3828 ® Fax (508) 362-3136 • www.capecodcommission.org COMMISSION
AGENDA
CAPE COD COMMISSION
Thursday, July 21, 2011
3:00 p.m.
First District Court House • Chamber of the Assembly of Delegates
Route 6A, Barnstable, MA 02630
RECEIVE
3:00 p.m.
• Roll Call JUL 18 2011
HOUSING
• Public Comment AUTHORITY
• Executive Director's Report
• Public Hearing: PROCEDURAL ONLY—Orleans Comprehensive Wastewater
Management Plan —Andrea Adams
• Public Hearing: Cape Cod Ocean Management Planning District of Critical Planning
Concern Implementing Regulations— Heather McElroy
• Other Business
• CCC Member Comments
• Adjourn
If you are deaf or hard of hearing or are a person with a disability who requires
an accommodation,please contact the Cape Cod Commission
at(508)362-3828 or TTY(508)362-5885.
14/1JC4
BARNSTABLE COUNTY RETIREMENT ASSOCIATION illf#)
750 ATTUCKS LANE ��
HYANNIS, MA 02601
1-508-775-1110
CHAPTER 131 OF THE ACTS OF 2010
PRORATION OF HEALTH INSURANCE PREMIUMS BETWEEN EMPLOYERS
Date: June 24, 2011
To: David Leary, Treasurer
From: Barnstable County Retirement Association
Section 29 of Chapter 131 of the Acts of 2010 amended Chapter 32B by inserting after Section 9A the
following section:
Section 9A1/2 . Whenever a retired employee or beneficiary receives a healthcare premium contribution
from a governmental unit in a case where a portion of the retiree's creditable service is attributable to
service in 1 or more other governmental units, the first governmental unit shall be reimbursed in full, in
accordance with this paragraph, by the other governmental units for the portion of the premium
contributions that corresponds to the percentage of the retiree's creditable service that is attributable to
each governmental unit. The other governmental units shall be charged based on their own contribution
rate or the contribution rate of the first employer, whichever is lower.
The treasurer of the first governmental unit shall annually, on or before January 15, upon the certification
of the board of the system from which the disbursements have been made, notify the treasurer of the other
governmental unit of the amount of reimbursement due for the previous fiscal year and the treasurer of the
other governmental unit shall immediately take all necessary steps to insure prompt payment of this
amount. In default of any such payment, the first governmental unit may maintain an action of contract to
recover the same, but there shall be no such reimbursement if the 2 systems involved are the state
employees' retirement system and the teachers' retirement system.
As required by the Section 29 of Chapter 131 of the Acts of 2010, the Barnstable County Retirement
Office is providing a breakdown of creditable service for the following recently retired employee:
Richard G. Stevens Date of Retirement - 5/13/2011
Total Creditable Service—21 years 3 months � 1 ,aC
Town of Mashpee - 7 years 3 months
Town of Barnstable - 7 years 0 months
Brewster Housing Authority - 4 years 11 months
Town of Eastham dual service with Town of Mashpee (8/15/3-5E3W
A copy of this notice will be forwarded to all appropriate parties. ee
JUN 2 8 MI
Treasurer—Town of Barnstable
Treasurer- Brewster Housing Authority BREW RI
g Y AUTHORITY
Treasurer- Town of Eastham
Commonwealth of Massachusetts
N W..V DEPARTMENT OF HOUSING &
=I 4,_ COMMUNITY DEVELOPMENT
Deval L.Patrick,Governor 41 Timothy P.Murray,Lt Governor Tina Brooks,Undersecretary
Public Housing Notice 2011-08
TO: All Local Housing Authorities
THROUGH: Lizbeth Heyer, Associate Director, Division of Public Housing & Rental Assistance
Ray Frieden, Director, Bureau of Housing Development&Construction
FROM: Debra Hall, Sustainability Program Developer
RE: Sustainability & Energy Update
DATE: July 20, 2011
The purpose of this sustainability update is to ensure that all housing authorities have the latest
information on resources for future energy & water-saving measures. DHCD's goal is to help housing
authorities stretch their formula funding with utility funds or other grants, and accelerate improvements
that typically reduce maintenance expenses as well as utility costs. DHCD would like to acknowledge all
the great work that housing authorities have undertaken to save energy and water in recent years.
Energy and water savings are part of the reason that DHCD is in a position to increase the ANUEL in FY
2012.
If you are interested in any of the topics discussed in this memo, please fill out the relevant forms in this
document, save the file with the name of your authority, and then email the file by end of day Friday, July
29 to debra.hallCcstate.ma.us . If you have questions, please email them to Debra at the same email
address, and indicate which days and times you are in the office, in case she needs to reach you by
phone.
Here are the highlights, followed by four summaries and response forms:
❑ Stretch Your Formula Funding With Utility $$: If your Capital Improvement Plan (CIP) is likely
to include projects that involve heating system upgrades or building envelope work (roof, siding,
windows), now is the time to apply for an energy audit from the utility-funded Low Income
Multifamily Energy Retrofit Program (LIMF). The audit will help determine what conservation
measures are cost effective and should be undertaken and if cash incentives will be available to
supplement your formula funding of those energy-saving projects. If your plan is deferring energy
projects, the program may be able to help you make some near term improvements. This
program is only applicable to housing authorities served by an investor-owned utility, rather than a
municipal utility.
❑ Take Advantage of Free WegoWise Energy Tracking Software: DHCD is pleased to announce
that that the utility-funded Low Income Multifamily Energy Retrofit Program(LIMF) is offering
free membership to WegoWise to qualified customers of investor-owned utilities. WegoWise is
an innovative, user-friendly online computer program that automates most water and energy
100 Cambridge Street,Suite 300 w www.mass.gov/dhcd
Boston,Massachusetts 02114 ,dhcd„ 617.573.1100
tracking and use analysis so that you can focus your efforts on money-saving investments and
activities. Most of the 90+ LHAs who have done ARRA WAP projects are already working with
WegoWise, so that we can track energy performance of those projects in this next heating
season. All an LHA has to do is provide gas and electric account numbers and other key
information for each development, and then WegoWise automatically downloads gas & electric
data directly from the utilities each month. DHCD is exploring whether HAFIS manual reporting of
energy might be replaced over time with uploading of the WEGOWise data, saving your staff the
effort of manual entry. Since you're probably wondering, Wego stands for Water, Electricity, Gas
&Oil.
❑ $2 million for Innovative Energy Projects Available from MA Dept. of Energy Resources:
DOER will fund 5-10 demonstration projects at public housing developments involving High
Efficiency Heat Pumps, Combined Heat& Power(Cogeneration), Biomass Boilers or Solar
Space/Hot Water Heating. The funds must be spent this fiscal year, so let us know if you have a
project that might qualify and if this interests your LHA!
❑ Low-Flow Toilet Program is Flush with Cash: Over 5000 low flow toilets installed over the
past three years have been a big operational and budgetary success. It's time to inventory what
still needs to be done, so DHCD can take steps to fund the remaining conversions.
Thank you!
01-/CD Sustainability Update—July 2011 Page 2
LOW INCOME MULTIFAMILY ENERGY RETROFIT PROGRAM(LIMF)
AND CAPITAL PLANS
Background
The Green Communities Act passed in 2008 requires the investor-owned utilities to offer a greatly
expanded energy efficiency program to gas &electric customers, as an alternative to building new power
plants. A three-year, billion-dollar statewide MassSAVE program for commercial and residential
customers is now in its second year. 10% of the efficiency program resources are required to go to a
Low Income Program to serve households under 60% median income. This Low Income Program now
has two parts: the 1-4 unit"Single Family" program for low-income homeowners and a new"Multifamily"
program for properties with 5 or more units owned by housing authorities or non-profit organizations that
develop and manage affordable housing.
Unfortunately, housing authorities served by municipal gas &electric companies are not eligible for these
energy efficiency programs, since they do not pay into the DPU-regulated efficiency funds.
Apply Now for Low-Income Multi Family Energy Retrofit Program(LIMF)
The LIMF program has millions already committed for Calendar Year 2011 and is already lining up
applicants for 2012, depending on the progress being made in spending by the various gas and electric
company territories. Many housing authorities with "energy hog" developments are already receiving
energy conservation services directly from the LIMF program vendors, such as insulation and air-sealing,
refrigerators, lighting and thermostats, and in some cases heating system replacement.
If your Capital Improvement Plan (CIP) is likely to include projects with energy-saving opportunities and
components over the next few years (such as new boilers, attic insulation installed with a roof job or
insulation under new siding), you should apply for an energy audit now, so that the program can evaluate
what energy measures are cost-effective and how much in cash incentives will be available to
supplement your formula funding. Please note that this new program can't be used for projects that
involve fuel switching from oil or electric to gas heat.
Please fill out the information below to initiate an application, and DHCD will review and forward it to the
Low Income Multifamily Program. As noted above, the pace of spending in each gas and electric utility
territory affects whether you may be served this year, but DHCD will advocate for getting audits done
promptly for time-sensitive capital projects.
Project/Development Name
Street Address
City/Town
#Units
Total#Buildings
Residential SF (from CPS)
Oil/Propane?
Electric Heat? YIN
Basement? Y/N
Gas Utility (NSTAR,NGRID,
Columbia,New England,Unitil,
Berkshire,Muni)
Gas Account Numbers
Electric Utility(NGRID,NSTAR,
WMWCO, Unitil,Muni)
DHCD Sustainability Update—July 2011 Page 3
Electric Account Numbers
Tax ID Number
Scope and proposed timing of
upcoming Capital Improvements
that might affect energy use—
provide estimated cost info if
available
Most recent annual consumption Provide calendar year 2010 if possible
data
KWH
Therms
Gallons oil or propane
LHA CONTACT INFO
LHA
Street
City/Town,State, Zip
Name of Executive Director
Contact Phone
Contact Email
Other Contact Name(Optional)
Title of Other Contact Name
Email of Other Contact
DHCD Sustainability Update—July 2011 Page 4
FREE WEGOWISE ENERGY TRACKING FOR HOUSING AUTHORITIES
As noted in the cover memo, DHCD is excited that the utilities are funding the use of WegoWise by
housing authorities. Here's a message from Lily Perkins-High and Nate Brevard on the WegoWise
team, who are ready to help you get started:
WegoWise offers a new perspective on your portfolio's energy efficiency by aggregating and
displaying the energy use of your buildings—at no cost to you. Our system compares your
building's utility usage to that of similar properties in our extensive multifamily database, the
largest in the country. It identifies energy hogs within your portfolio so you can make
improvements and apply for energy efficiency funding, a necessary step for going green. The
information and calculations WegoWise provides can be directly used for HAFIS reporting and it
is our hope that we can fully automate this process in the future. This means no more
spreadsheets, no more digging through files for reporting, and lots of saved time.
The set up process is very simple. We understand how busy you are and assure this will only be
a brief onetime effort on your part. We only need to collect basic utility account information to
start tracking your buildings. After your account is set up, the WegoWise software will
automatically pull all available usage history and new usage data each month, making it
maintenance free.
For overview of what the software offers, see www.wegowise.com
Please follow this link to receive an introductory phone call from us about this program.
http:/lbloq.wegowise.com/low-income-utility-benchmarkinq/?utm campaign=Low-Income-HA-
Email-&utm source=email
DHCD Sustainability Update—July 2011 Page 5
Department of Energy Resources
Clean Energy Projects for Public Housing
Funds Available
The Department of Energy Resources (DOER) seeks opportunities, in coordination with the Department
of Housing and Community Development (DHCD), to implement targeted clean energy technologies at
Public Housing facilities in Massachusetts. The following opportunities are available. DOER will also
consider"hybrid" opportunities at facilities which may be able to utilize multiple technologies—e.g.
biomass heating with solar water heating, or solar thermal assisted ground-coupled heat pumps.
Housing authorities should be prepared to demonstrate:
• a technically viable opportunity to deploy these technologies in place of or with existing systems,
and
• a facility management capacity to embrace the opportunities to deploy and then manage and
maintain these mature, but less standard, energy systems.
DOER, with DHCD, will work collaboratively with interested housing authorities to provide the technical
support necessary to evaluate the opportunities for implementing these targeted technologies, as well as
provide on-going support in the procurement and implementation of these projects for selected facilities.
Biomass Heating —Clean Efficient Wood Boilers or Furnaces
DOER is targeting facilities of 8 to 50 units currently using oil or propane and in need of a boiler
replacement. Units should be able to be served from one central heating system. Facilities should be in
locations that can now be served with bulk pellet delivery (mostly central/western MA).
Interested? Development Number Name of Development
Yes/No
Ground-Source or Air-Source High Efficiency Heat Pumps
DOER is targeting facilities to implement high efficiency heat pump systems to provide heating. Air-
sourced or ground-sourced heat pump systems will be considered.
Interested? Development Number Name of Development
Yes/No
Natural Gas Combined Heat and Power Units
DOER is targeting Public Housing facilities with 20 or more units with natural gas supply available for
installation of combined heat and power units that provide electric generation for on-site use, and thermal
energy for water and space heating.
Interested? Development Number Name of Development
Yes/No
Solar Thermal Water Heating for Common Loads (Laundry)
DOER is targeting the implementation of solar water heating systems that can serve large centralized hot
water loads such as common laundry facilities in a community building. The development must have
adequate roof space, structural integrity, and orientation for solar system installation. Housing facilities
that currently utilize electric energy for hot water heating will be given preference.
Interested? _ Development Number Name of Development
Yes/No
Name of LHA
Name of Executive
Director
Contact Phone&Email
DHCD Sustainability Update—July 2011 Page 6
WATER CONSERVATION & LOW FLOW TOILET REPLACEMENTS
Since the original solicitation in Fall 2008, approximately 100 LHAs have completed over 5000 toilet
replacements. We've spent several million in capital that has already been paid back in operating cost
savings. But we still haven't"flushed out" all the opportunities for saving water!
DHCD would like to know how many 3 or 5 gallon per flush toilets are still in operation at LHAs statewide,
so we can make a plan to fund their replacement with low-flow toilets. The Capital Planning System
information did not inventory this information, although some proposed capital projects reference the
need for low flow toilets.
On the form below, please let us know how many high-flow toilets still exist at your LHA and whether you
would prefer to implement the replacements in FY 2012 or FY 2013.
Name of LHA
Name of Executive
Director
Contact Phone&Email
Dev No
#Toilets Needed
Rear or Floor Mount?
FY 2012 or 2013 install?
Dev No
#Toilets Needed
Rear or Floor Mount?
FY 2012 or 2013 install?
Dev No
#Toilets Needed
Rear or Floor Mount?
FY 2012 or 2013 install?
Dev No
#Toilets Needed
Rear or Floor Mount?
FY 2012 or 2013 install?
Dev No
#Toilets Needed
Rear or Floor Mount?
FY 2012 or 2013 install?
Dev No
#Toilets Needed
Rear or Floor Mount?
FY 2012 or 2013 install?
DHCD Sustainability Update—July 2011 Page 7
Brewster Housing Authority 7/21/2011 11:04 AM
Register: 1112.0.Cash-Admin Fund
From 07/19/2011 through 07/22/2011
Sorted by:Date,Type,Number/Ref
Date Number Payee Account Memo Payment C Deposit Balance
07/19/2011 4190•Administrative... Deposit 18.35 14,110.61
07/19/2011 -split- Deposit 581.00 14,691.61
07/19/2011 -split- Deposit 900.00 15,591.6I
07/19/2011 ACH Mass Division of Em... 4540•Employee Bene... DET ACCT37... 28.51 15,563.10
07/19/2011 10911 Nauset Answering Se... 4190•Administrative... Account#633... 77.78 15,485.32
07/19/2011 10912 Hemeon's Garage 4420-Materials and S... Inv#2820 73.78 15,411.54
07/19/2011 10913 Staples Credit Plan 4190•Administrative... Acct#6035 517... 143.22 15,268.32
07/19/2011 10914 Republic Plumbing S... 4420• Materials and S... Acct#Brewster... 84.08 15,184.24
07/19/2011 10915 NSTAR -split- 510.26 14,673.98
07/19/2011 10916 Harwich Paint and D... -split- Acct.#508896... 180.80 14,493.18
07/19/2011 10917 True Value Orleans -split- Acct#11413 73.61 14,419.57
07/19/2011 10918 . Sherwin-Williams 4420•Materials and S... Accct#6644-97... 201.09 14,218.48
07/19/2011 10919 Allied Waste Service... 4430• Contract Costs 3-0096-1628965 167.00 14,051.48
07/19/2011 10920 F.W.Webb Company 4420• Materials and S... Inv#19876865... 355.90 13,695.58
07/19/2011 10921 Fenton,Ewald&Ass... 4170•Accounting Ser... Accounting Ser... 562.00 I3,133.58
07/19/2011 10922 Town of Brewster 4190 •Administrative... Inv.017826 20.00 13,113.58
07/19/2011 10923 AT&T 4190•Administrative... #030 442 1193... 72.31 13,041.27
07/19/2011 10924 Stanley Steemer 4430-Contract Costs:... Invoice:880 99.00 12,942.27
07/19/2011 10925 Daniels Recycling C... Mod Work Plan#5001 835.00 12,107.27
07/19/2011 10926 Postmaster -split- Stamps 116.00 11,991.27
07/21/2011 10930 Jackalyn.1 Courchesne 4150• Travel Expense Mileage 23.00 11,968.27
07/22/2011 10927 Jackalyn J Courchesne -split- 1,123.76 10,844.51
07/22/2011 10928 John M McElroy Sr. -split- 1,014.39 9,830.12
07/22/2011 10929 Lorraine M Carroll -split- 360.05 9,470.07
07/22/2011 10931 Woodill,Paula 2114.0-Pet Deposits 667-29-A-Woo... 160.00 9,310.07
Approved By:
Brewster Housing Authority
Board of Commissioners
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