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HomeMy Public PortalAboutHousing Authority -- 2015-09-17 Minutes Minutes of the Meeting BREWSTER HOUSING AUTHORITY Board of Commissioners '] September 17, 2015 l/ Date: September 17, 2015 Time: 6:00 PM Location: Brewster Housing Authority, Community Room, 11 Frederick Court, Brewster, MA 02631 Members Present: Mary Haynes Barbara Burgo, Leonard Avery and Brian Harrison Members Absent: Robert Hooper Others Present: Leila Botsford, Executive Director/Managing Agent and (later in meeting) Jillian Douglass, Assistant Town Administrator List of documents and other exhibits used at the meeting and retained at the Authority's office: • Meeting Notice/Agenda • Minutes of the meeting held August 20, 2015 • 4001 Warrant for August 2015 • MRVP Warrant for August 2015 • Executive Director's report August 2015 • Capital Improvement Plan—proposed • Draft Pet Policy • Draft Rent Collection Policy DECISIONS MADEIACTION TAKEN ARE IN BOLD 1. CALL TO ORDER AND ATTENDANCE Robert Hooper was absent so vice chair Mary Haynes convened the regular meeting of the Brewster Housing Authority's Board of Commissioners at 6:04 PM in the Community Room of 11 Frederick Court, Brewster, MA. MEMBERS PRESENT: Mary Haynes, Barbara Burgo,Len Avery Jr., and Brian Harrison. MEMBERS ABSENT: Robert Hooper was absent 2. APROVAL OF AGENDA Page t of 3 A motion to approve the agenda was made by Brian Harrison seconded by Barbara Burgo and voted unanimously. 3. APROVAL OF MINUTES A. The minutes for the regular meeting of August 20, 2015 were reviewed and a motion to approve was made by Brian Harrison, seconded by Barbara Burgo and voted unanimously. 4. CITIZEN PARTICIPATION none 5. CHAIRMAN'S REPORT A. Lead Paint Certification—Mrs. Botsford explained that this was the only item on the Chairman's report this month. The annual Lead Paint Certification must be signed by all present board members before our Capital Improvement Plan can be submitted to DHCD. All members signed and Mrs. Botsford will obtain Mr. Hooper's signature before submitting it. 6. EXECUTIVE DIRECTOR'S REPORT Mrs. Botsford mentioned that she previously sent out her report for the month of August, and added the following: A. 667& 705 Update All regular rents are paid in frill at Frederick Court developments. We have two Huckleberry residents who have not paid, so they were served notices to quit. We are 100%occupied at Huckleberry and have one vacancy here at Frederick Court. An existing resident has requested a transfer, so they will transfer into this vacancy by the end of the month and then we will have that unit to turn over. The Capital jobs are going well. The security cameras should be installed within the next month and the playground job and signage should also be completed soon. We now have potential three failed septic systems at Huckleberry. We received a written opinion from Oceanside regarding the benefit of replacing all the systems,and I've forwarded that to DHCD asking for guidance and assistance. The window job at Huckleberry is going very well, and should be completed soon. B. MRVP update—We now have 10 vouchers leased. Mrs. Botsford also added that the RFP for Brewster woods was issued. No one registered for the site visit,yet 3 people the morning of expressed an interest, so I contacted Laura Shufelt and we think it would be best to amend the RFP and schedule another site visit for early October, since there is interest. That would push the deadline to submit the proposals,to mid-November(18`''). 7. CORRESPONDENCE none 8. OLD BUSNIESS none 9. NEW BUSINESS A. Capital Improvement Plan Approval: Mrs. Botsford distributed the Capital Improvement Plan for the next five years and pointed out that the septic issues at Huckleberry Lane are taking the bulk of the spending. We now have potentially 3 systems that are failing and Page 2 of 3 she has sent the opinion to DHCD from Oceanside with regards to their recommendation of doing a whole new system for all units. If we end up replacing al 12 systems at the property we will have virtually no capital funds for anything else. Mrs. Botsford will beep the board apprised of what DHCD says. After review of the plan a motion to approve the Capital Improvement Plan was made by Leonard Avery seconded by Brian Harrison and voted unanimously. Mr. Avery requested information on the cost of the septic system currently in process in the Capital Improvement Plan. Mrs. Botsford stated that she will email him what she has. B. Pet Poliev Update: Mrs. Botsford distributed the draft policy which complies with DHCD regulations. She could not find a recent policy that had been adopted by the board. It was suggested that a clause should be added that states that if a pet dies, its remains cannot be interred on housing authority property. Mrs. Botsford will add that as 411 in the policy. A motion to approve the Pet Policy with the addition suggested was made by Brian Harrison and seconded by Barbara Burgo and voted unanimously. C. Rent Collection Poliev: Mrs. Botsford had distributed the draft to members before the meeting. Although there was a Rent Collection Policy on file, it was not current and did not conform with the updated regulation and DHCD lease. A motion to approve the updated Rent Collection Policy as presented was made by Leonard Avery and seconded by Bria Harrison and voted unanimously. 10. TOPICS THE CHAIR DID NOT REASONABLY ANTICIPATE, Jillian Douglass,, Assistant Town Administrator was present and mentioned that the town was very excited to see the Brewster Woods RFP being issued. She noted that officially Charlie Sumner was still the procurement office. She expressed both the town and the Housing Partnership's support for the project and mentioned that they are also interested in seeing if there are any other ways that they could be supportive of the housing authority. 11. BILLS The Warrants were presented for approval for the periods of August 2015. Brian Harrison made a motion to approve the bills and sign the checks presented. Mary Haynes seconded the motion which passed unanimously. The next meeting will be Thursday, October 15, 2015 at 6:00 PM unless changed beforehand. 12. ADJOURNMENT Brian Harrison made a motion to adjourn the meeting Leonard Avery seconded the motion which was voted unanimously. The meeting was adjourned by roll call vote at 6:40 p.m. Respectful submitted, ila BotSfOI'd,�IPHA, P , CSP Executive Director/Mana rng Agent Secretary Ex-Officio Page 3 of 3