The URL can be used to link to this page

Home My Public Portal AboutHousing Authority -- 2016-09-16 Minutes Minutes of the Meeting BREWSTER HOUSING AUTHORITY Board of Commissioners September 15, 2416 Date: September 15,2016 i Time: 5:30 PM Location: Brewster Housing Authority, Community Room, 11 Frederick Court, Brewster, MA Members Present: Barbara Burgo, Zachary Volpicelli and Brian Harrison Members Absent: Leonard Avery and Robert Hooper Others Present: Leila Botsford,Executive Director/Managing Agent 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 18, 2016 • Minutes of meeting held August 22, 2016 • Warrants for August 2016 • MassN.AHRO Public Housing Committee notes 918116 • lic change Draft Pet Policy • Five year Capital Improvement Plan • Financial Reports through July 31, 2016 (sent prior to meeting) i DECISIONS MADE/ACTION TAKEN ARE IN BOLD i 1 1. CALL TO ORDER AND ATTENDANCE Barbara Burgo, Vice-Chairperson, convened the regular meeting of the Brewster Housing Authority's Board of Commissioners at 5:35 PM in the Community Room of 11 Frederick Court, Brewster, MA. MEMBERS PRESENT: Barbara Burgo, Zachary Volpicelli, and Brian Harrison MEMBERS ABSENT: Robert Hooper, Len Avery Jr., 2. APPROVAL OF AGENDA A motion to approve the agenda was made by Brian Harrison seconded by Zachary Volpicelli and voted unanimously. Page 1 of 4 3. APPROVAL OF MINUTES A. The minutes for the regular meeting of August 18,2016 had to be tabled due to lack of quorum. The minutes for the regular meeting of August 22, 2016 were reviewed and a motion to approve was made by Brian Harrison, seconded by Zachary Volpicelli and the vote passed unanimously. I 4. CITIZEN PARTICIPATION: none 5. CHAIRMAN'S REPORT none 6. EXECUTIVE DIRECTOR'S REPORT Mrs. Botsford reported that she usually emailed her report, but forgot to so tonight she'll review her report for August: A. Programs Update Frederick Court/667: We had all rents paid in full except for a couple residents who have small balances and we are 100% occupied. As usual, the monthly newsletter was 1 sent out to all residents. Sunny PineslHuckleber Lane/705: We had all rents paid in full with the exception of three residents with a balance. We still have one vacant unit. Bids came in on August 26, only two. Low bid was $28,700.00 (MJ Connors Company of Hudson). The other bid was $ 36,000.00 (Carile Company of S Dennis). Since DHCD had only allowed$25K for spending I've asked them how they want me to proceed. No response yet. • MRVP: We have 10 vouchers leased. • Misc.: • The monthly MRVP monthly report was submitted. • The monthly Energy Consumption reports were submitted. • The monthly Board Member Attendance Certification report was submitted. • All bank reconciliations have been done. • All recertifications are up to date. • A Waiting List Update was finished for both our 667 and 705. We now have 181 applicants for 667/elderly handicapped(down from about 400) and 98 applicants for 705/family housing (from just over 400) • Mrs. Botsford handed out a recent MassNAHRO member which gives a great update on all that is happening with DHCD,based on the last Housing Committee meeting, which Mrs. Botsford is a member of. • Mrs. Botsford informed the board that she met with the director of Brewster Council on Aging about a program they want to start called"Healthy Foods to go". The program would bring individualized groceries to residents after they select them from a list. They would be delivered here at our site in a van,with a proposed time of the second Wednesday of each month from 10:00 AM to 12:00 noon. Since the food pantry is far away(Harwich) and many residents cannot get there,this would bring food to residents on an individualized basis. A motion to approve the program to Page 2 of 4 take place at Frederick Court was made by Brian Harrison, seconded by Zachary Volpicelli and the vote passed unanimously. B) Brewster Woods update: Mrs. Botsford stated that she just received from attorney Kathleen O'Donnell the draft Development Agreement for Brewster Woods. She distributed it to board members (and will email to the absent members) so that everyone will have a chance to review it and suggest any changes before the next meeting. i 7. CORRESPONDENCE Mrs. Botsford reported that she has been meeting with a representative from TD Bank about both Mashpee and Brewster accounts. They are trying to minimize their costs, which tend to have to do with the processes they do at the bank. We have two checking accounts with them, one for 4001 (which is our main account where rents are deposited and bills paid) and another for MRVP which is for payments to landlords under that program. One account receives interest and neither account is charged a fee. TD Bank wants to eliminate all interest and charge a fee of approximately$13 a month. Mrs. Botsford mentioned that we have three accounts with Cape Cod Five Bank(one for Pet Deposits and two others for income that the authority has received in the past and is saving for discretionary spending) They provide interest and there are no fees. There was a short discussion about this suggested change from TD Bank and a motion was made by Brian Harrison, seconded by Zachary Volpicelli to keep things the way there are (interest and no fees) and the vote passed unanimously. Mrs. Botsford will notify TD Bank. 8. OLD BUSNIESS A. CPC Update (Barbara Burgo): Ms. Burgo reported that she couldn't make the last meeting but plans to be at the next one. 9. NEW BUSINESS A. Pet Policy change: Mrs. Botsford had presented a draft of the policy with one addition to it which states"Guests or visitors are not allowed to bring pets onto the property." She explained that the current policy does not address it and guests are bringing pets onto the property which is causing some problems. Ms. Burgo asked if there was a reason we couldn't allow it, Mrs. Botsford reported that they are often big dogs and unleased. We have no way of knowing if these animals have current immunizations or flee infestations. In addition, some residents are afraid of dogs and if one were to jump on an elderly resident there is possibility of injury,which we would then be liable for. Mr. Harrison suggested adding "except for documented service animals"to the end. A motion was made by Zachary Volpicelli, seconded by Brian Harrison to adopt the proposed changes to the policy, including Mr. Harrison's addition. The vote passed unanimously. Mrs. Botsford will notify residents of the change. B. Capital Improvement Plan Adoption: Mrs. Botsford distributed the plan to members previously and reported that all residents had been invited to a meeting with her to review and comment on it. Only six residents came, all from Frederick Court. Mrs. Botsford reviewed and explained the plan to board members and reported that one Frederick Court resident questioned why all the money was going to Huckleberry/Sunny Pines. Mrs. Botsford explained that the 1 3 Page 3 of 4 3 3� 9 I� Ii E3 1 housing authority had to address priorities first, which tend to be health and safety items, and that the failed septic at Huckleberry absolutely had to be done and took most of our Formula Funding (Capital money) for three years. After that, an ADA improvement is required by DHCD,which in our case is a handicapped ramp at one of the units at Huckleberry. Mrs. Botsford said that our CIP is reviewed every year to plan for the following five years and things could change but for now the next item is roof replacement at Huckleberry,then roadway repaving (at Huckleberry) followed by the beginning on kitchen modernization at Frederick Court. Residents had complained that they wanted new kitchens sooner and Mrs. Botsford explained to them that we have to put priorities first. The Huckleberry kitchens that have been re-done where due to the many years of disrepair and neglect and included missing/broken doors and drawers and countertops that were badly scarred or broken. One resident questioned that as she felt Frederick Court kitchens needed to be updated. Mrs. Botsford explained that the kitchens at Frederick Court, while old, where not in disrepair. She offered to show the residents pictures of the condition of kitchens at Huckleberry but it was declined. The board concurred with Mrs. Botsford's assessment. Brian Harrison made a motion to approve and submit the suggested Capital Improvement Plan. Zachary Volpicelli seconded the motion which passed unanimously. 10. TOPICS THE CHAIR DID NOT REASONABLY ANTICIPATE—none 11. BILLS The Warrants were presented for approval for the period of August 2016. Brian Harrison made a motion to approve the bills and sign the checks presented. Zachary Volpicelli seconded the motion which passed unanimously. The next meeting will be Thursday, October 20, 2016 unless changed beforehand. 12. ADJOURNMENT Zachary Volpicelli 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 6:15 i E p.m. I Resp ,ly su itted, E � t a Bots rd, MP A, PHM, C'P cutive Director/Managing Agent Secretary Ex-Officio I !E E i E E I Page 4 of 4 j I `IE E! i I