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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 • VARIOUS NEWSLETTERS AND INFORMATIONAL MATERIAL