HomeMy Public PortalAboutHousing Authority -- 2013-06-20 Minutes I
MEETING NOTICE
THE BREWSTER HOUSING AUTHORITY
WILL HOLD A REGULAR MEETING
ON THURSDAY JUNE 20TH 2013 5:45 pin
(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-Regular Meeting of February 21,2013
Regular Meeting of April 18,2013
Regular Meeting of May 16,2013
4. CITIZEN PARTICIPATION
5. CHAIRMAN'S REPORT
A. W.P.5001,Fish#041019—Furnace Replacement-Update
B. W.P.5001,Fish#041017-Repairs at Huckleberry—Update
C. W.P.5001,Fish#041020-Health&Safety—Update
D. Request for Formula Funding Emergency Funds
E. April&May Financials—Board Vote on Budget Revision
6. EXECUTIVE DIRECTOR'S REPORT
A. 667&705 Update
B. ED's Vacation Schedule
7. CORRESPONDENCE
8. OLD BUSINESS
A. CPC Update—Dion Dugan
B. Latham Project— Update
9. NEW BUSINESS
A. Options for BHA Future Management
10. TOPICS THE CHAIR DID NOT REASONABLY ANTICIPATE
11. BILLS '
12. ADJOURNMENT 6 a lod110
5/13/2013
Date Posted
JJC Executive Director
By whom Title
Cancelled Date Rescheduled Date
'13 9:53As
BREWST OW CLERK
BREWSTER HOUSING AUTHORITY
REGULAR BOARD MEETING
THURSDAY,JUNE 20,2013
CALL TO ORDER:
Chairman Robert Hooper convened the regular meeting of the Brewster Housing
Authority's Board of Commissioners at 5:50 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
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 REGULAR MEETING OF FEBRUARY 21, 2013
A motion to approve the minutes of the Regular Meeting of February 21, 2013
was postponed due to a lack of quorum of members present at that meeting.
APPROVAL OF MINUTES OF REGULAR MEETING OF APRIL 18, 2013
A motion to approve the minutes of the Regular Meeting of April 18, 2013 was
made by Mary Haynes, seconded by Brian Harrison and voted unanimously.
APPROVAL OF MINUTES OF REGULAR MEETING OF MAY 16, 2013
A motion to approve the minutes of the Regular Meeting of May 16, 2013 was
made by Mary Haynes, seconded by Len Avery, Jr. and voted unanimously.
CITIZEN PARTICIPATION: None
CHAIRMAN'S REPORT:
A. Regarding WP 5001, FISH # 041019, furnace replacement at our 667
Development, Mr. Hooper reported that the contractors have finished
installing all of the furnaces and the first payment of$108,300 was signed
off by the DHCD engineer and Ms. Courchesne and has since been
approved for payment by DHCD. However, there are some items that have
not been addressed yet; namely, the roofing repairs around the old vents
and new vents, finish repair of the holes left by removal of the old
thermostats. As yet we have not received a punch list from the engineer.
The problem is that the project has to be complete and billed for by June
Minutes of June 20, 2013 Page 2 of 4
CHAIRMAN'S REPORT: (continued)
Ms. Courchesne sent a memo out Monday to all parties concerned
asking why the project has come to a screeching halt and emphasizing the
need to complete this by June 30th. Finally the plumber showed up on Wed.
and informed us that the plumbing inspector was coming at 10:30AM so we
had to scramble to find apartments that we could get into After the
inspection Ms. Courchesne met with the inspector who was not happy as he
had told the contractor that he wanted to inspect after 2 or 3 units were
completed not now that they are all finished. If they had followed his
instructions they would not have to go back and make some changes in all
of the units. He pointed out areas that needed to be fixed but said that all
in all the work was done well. He is coming back on Friday to re-inspect and
check the punch list he gave them. The contractor is now over the deadline
for completion and we will not process the Substantial Completion until all
remaining items have been accomplished.
B. Mr. Hooper reported that Ms. Courchesne has updated the Scope of Work
on the siding phase of WP 5001, FISH # 041017 and has compiled a list
of contractors from which to request sealed bids . Linda Lamont, our
project representative is aware that there was no way that we could complete
this project by June 30th. However, we will order the 4 steel doors that are
leaking at Huckleberry and bill for those in this time period.
C. Mr. Hooper stated that the final phase of FISH # 041020, Health & Safety
Funding, the installation of carpeting and VCT in the hallway entries has
been completed and the bill sent to DHCD for payment.
D. Steve Cote did the accounting for April and May and, due to some large
expenditures, our reserves have fallen to 20% and we have decided to
watch all spending very closely. All extraordinary purchases have to be
pre approved by Ms. Courchesne from now until the end of September.
With this in mind, Ms. Courchesne called Linda Lamont and requested
emergency funding from our Formula Funding to pay for VCT and carpeting
in our vacant unit at Huckleberry and the other vacant unit at Frederick Court.
They have approved $5,000.00 to be spent before June 30th
E. Mr. Hooper pointed out that the April and May financials are in the packets
for the boards review and comments. We are required to submit a budget
exemption in order to be reimbursed for the $938.00 for the purchase of all
new CO detectors. Mr. Hooper asked for a board vote to approve the
exemption and sign the certifications. Mr. Hooper read the budget revision
with the stated exemption, Mary Haynes made a motion to approve and sign
the certification, this was seconded by Len Avery, Jr. and voted unanimously.
Minutes of June 20, 2013 Page 3 of 4
EXECUTIVE DIRECTOR'S REPORT:
A. Ms. Courchesne stated that we are in the process of filling the one vacant
667 unit. It will be ready for occupancy by July 1st. There is one person
who so far looks like a good candidate. Unit 21 was completed and filled
by the end of May A 2 bedroom at Huckleberry Lane became available as
of June 1st but we have not started rehabbing it as yet. We have a couple
of good candidates on our waitlist. Our Kings Landing units were officially
turned over to POAH as of June 1st so our budget will be directly affected
by the loss of admin money which is about $975/month.
B. Ms. Courchesne stated that she will be on vacation the first week in July.
She still has 12 more days to take before the end of September so may
take another week and then separate days until they are used up.
OLD BUSINESS
A. Mr. Dugan was not in attendance to make a CPC report.
B. Ms. Courchesne met with Anne McManus and her consultant Chip Gamier
of Gamier & Hicks as Mr. Gamier could not understand why BHA had
decided against going forward with the Latham Project. She felt that they
finally were able to explain that, with HUD funding, the project could not
progress the way we originally envisioned it Maybe in the future.
CORRESPONDENCE: Correspondence listing is made a part of these minutes.
NEW BUSINESS:
A. Mr. Hooper and Ms. Courchesne met with Joe Hart, our Asset Manager from
DHCD to discuss options for the future management of BHA when Ms.
Courchesne retires. Mr. Hooper then related the conversation and the
various options that the board could consider. The general feeling was to
advertise for both an E.D. candidate and Management Organization.
TOPICS THE CHAIR DID NOT REASONABLY ANTICIPATE: None
Minutes of June 20, 2013 Page 4 of 4
BILLS: Len Avery, Jr. made a motion to approve the bills and sign the checks
for the 7/01/13 thru 7/10/13 Admin warrant and the 7/01/13 MRVP warrant as
presented; Mary Haynes seconded the motion which passed unanimously.
ADJOURNMENT: Len Avery, Jr. made a motion to adjourn the meeting, Brian
Harrison seconded the motion which was voted unanimously. The meeting was
adjourned by roll call vote at 6:55 p.m.
espe ully sub, itted,
r
Jackalyn . C chesne
Secretary Officio
Tfletflg.
BREWSTER HOUSING AUTHORITY
REGULAR MEETING OF JUNE 20,2013
CORRESPONDENCE
BOARD ACTION
1. BREWSTER HA-MEMO TO FURNACE CONTRACTOR NO
2. GIC-HEALTH PLAN UNDATE NO
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