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HomeMy Public PortalAboutHousing Authority -- 2018-03-15 Minutes Minutes of the Meeting IRI ISTEf� ® ;�►,�r� �o � h: BREWSTER HOUSING AUTHORITY Board of Commissioners March 15 , 2018 Date : March 15 , 2018 Time : 5 : 30 PM Location : Brewster Housing Authority, Community Room, 11 Frederick Court, Brewster, MA Members Present: Robert Hooper, Barbara Burgo , and Zachary Volpicelli Members Absent: Leonard Avery Others Present : Leila Botsford, Executive Director/Managing Agent, Cynthia Burnham, Liaison to the selectmen List of documents and other exhibits used at the meeting and retained at the Authority' s office : • Meeting Notice/Agenda • Minutes of meeting held February 15 , 2017 • Warrants for February 2018 • PHN 2018 - 05 and certifications • Draft Procurement Policy update • National Grid Residential Multifamily Program Customer Contract • Email — Nancy Ice ; Board of Health DECISIONS MADE/ACTION TAKEN ARE IN BOLD - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - l . CALL TO ORDER AND ATTENDANCE Robert Hooper, Chairperson, convened the regular meeting of the Brewster Housing Authority' s Board of Commissioners at 5 : 30 PM in the Community Room of 11 Frederick Court, Brewster, MA . MEMBERS PRESENT : Robert Hooper, Barbara Burgo , and Zachary Volpicelli MEMBERS ABSENT : Len Avery Jr. 2 . APPROVAL OF AGENDA A motion to approve the agenda was made by Barbara Burgo seconded by Zachary Volpicelli and voted unanimously. 3 . APPROVAL OF MINUTES Page 1 of 3 A. The minutes for the regular meeting of February 15 , 20187 were distributed prior to meeting . A motion to approve the minutes of February 15 , 2018 was made by Zachary Volpicelli, seconded by Barbara Burgo and voted unanimously. 4 . CITIZEN PARTICIPATION : none, but the board acknowledged Ms . Burnham and thanked her for coming. 5 . CHAIRMAN ' S REPORT A copy of Public Housing Notice 2018 - 05 on Wage Match Certification was provided to the board . This certification process replaces the previous one done a couple months ago . Mrs . Botsford has had Ms . Mitchell review and sign off on the new required documents and Mrs . Botsford has signed the certification . Mr. Hooper signed the certification as well and Mrs . Botsford will submit to DHCD . 6. EXECUTIVE DIRECTOR' S REPORT A. Programs Update Mrs . Botsford reported that things were going well . At both Frederick Court and Huckleberry Lane , we are 100% leased . (except for 3 off-line units at Huckleberry) . All rents were paid in full with the exception of two residents, both of whom received 14 Day Notices to Quit . Hopefully rents will be paid . DHCD engineer has again visited the 3 vacancies and should be soon coming up with a scope so that we can move this rehabilitation project. The recent storm left several trees down at Huckleberry, one of which damaged the mail stations . A light was also ripped off a pole . The electricity was disconnected . Power was out for a while at both sites, but Ryan ran the generated at Frederick Court so that residents could come to the community room for warmth and cooking . MISC : • The monthly MRVP report was submitted • The monthly Energy Consumption reports were submitted • The monthly Board Member Attendance Certification report was submitted • The bank reconciliations have all been done • All recertifications are up to date 7 . CORRESPONDENCE Mrs . Botsford reported that she ' d received a copy of an email from Nancy Ice at the Brewster Board of Health indicating that at their April 4 , 2018 meeting they will consider waiving the permit fee of $488 . 00 for the septic replacement job at Frederick Court . 8e OLD BUSINESS A. Brewster Woods Update : Mrs . Botsford stated that she had expected Julie Creamer from POAH to be at the meeting for an update , but perhaps something came up . Mrs . Botsford and Mr. Volpicelli gave brief updates on the meetings that recently took place with the town and POAH. A ZBA meeting is scheduled for April 9 , which both Mrs . Botsford and Mr. Volpicelli plan on attending . Page 2 of 3 B. CPC Update (Barbara Burgo) : Ms . Burgo advised the board that yesterday ' s meeting was cancelled but the CPC Housing Subcommittee is meeting tomorrow. She mentioned a purchase of land at 0 Millstone Road that the town hopes to purchase for $ 285 , 000 which will allow access to 5 acres of abutting property that is town- owned . 9 . NEW BUSINESS A. Procurement Policy update : Mrs . Botsford previously provided a copy of the proposed update to the Procurement Policy. After brief discussion, a motion to approve the updated Procurement Policy as presented was made by Zachary Volpicelli seconded by Barbara Burgo and voted unanimously. B. Huckleberry Lane energy audit results : Mrs . Botsford informed the board that, unfortunately, the hot water heater/boilers were "too new" to replace . They are continuing to fail, as the product was not of high quality and some of the parts are not made any more . We will have to try to get this item in an upcoming Capital Improvement Plan. In the meantime, should more fail , we will have to replace using operating funds . The program did offer to replace sink aerators (kitchen and bath) and shower heads . The board agreed that we should at least take advantage of that . Mrs . Botsford will sign the contracts and get the process started . The next meeting is scheduled for April 19 , 2018 at 5 : 30 PM. 10, TOPICS THE CHAIR DID NOT REASONABLY ANTICIPATE —none 11 . BILLS The Warrants were presented for approval for the period of February 201789 . Barbara Burgo made a motion to approve the warrant and bills and sign the checks presented. Zachary Volpicelli seconded the motion which passed unanimously. 12 . ADJOURNMENT Zachary Volpicelli made a motion to adjourn the meeting . Barbara Burgo seconded the motion which was voted unanimously. The meeting was adjourned by roll call vote at 6 : 15 p . m. Respectfull bmitte , l ^ LLL Leila otsford, I�IPHA, PHM, C11 P Executive Director/Managing Agent Secretary Ex-Officio Page 3 of 3