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HomeMy Public PortalAboutHousing Authority -- 2018-04-19 Minutes Minutes of the Meeting BREWSTER HOUSING AUTHORITY Board of Commissioners NOV 71 It 138 M April 19 , 2018 BRE jSTER TOWN CLERK Date : April 19 , 2018 Time : 5 : 30 PM Location : Brewster Housing Authority, Community Room, 11 Frederick Court, Brewster, MA Members Present : Robert Hooper, Barbara Burgo , Zachary Volpicelli and Leonard Avery Members Absent: n/a Others Present : Leila Botsford , Executive Director/Managing Agent, Cynthia Bingham, Liaison to the selectmen and Gail Mahoney, resident at Frederick Court List of documents and other exhibits used at the meeting and retained at the Authority' s office : • Meeting Notice/Agenda • Minutes of meeting held March 15 , 2017 • Warrants for March 2018 • Draft Grill and Open Flame Policy • Proposed contract Fenton, Ewald & Associates • DHCD Budget approval notices DECISIONS MADE/ACTION TAKEN ARE IN BOLD - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 1 . 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 , Zachary Volpicelli and Len Avery Jr. MEMBERS ABSENT : none 2 . APPROVAL OF AGENDA A motion to approve the agenda was made by Zachary Volpicelli seconded by Barbara Burgo and voted unanimously. 3 . APPROVAL OF MINUTES A. The minutes for the regular meeting of March 15 , 20187 were distributed prior to meeting . A motion to approve the minutes of March 15 , 2018 was made by Barbara Burgo seconded by Zachary Volpicelli, and voted unanimously. Page 1 of 3 4. CITIZEN PARTICIPATION : Cynthia. Bingham was present and Gail Mahoney, resident at Frederick Court . The board acknowledged both. Ms . Mahoney asked if the board was responsible for making the decision not to change the batteries and heat air filters in the apartments . The chair referred Ms . Mahoney to management to discuss maintenance issues and Mrs . Botsford encouraged her to come and see her if she had an concerns . Ms . Mahoney left the meeting . 5 . CHAIRMAN ' S REPORT - none 6 . EXECUTIVE DIRECTOR' S REPORT A. Programs Update Mrs . Botsford reported that things were going well . 667 Frederick Court We have one vacancy and another coming in May that we are aware of. The tenant that vacated was a heavy smoker (regardless of no - smoking rule) and it is going to cost more than usual to get the unit turned over. Bio Sweep is going in and then we will probably need at least two coats of paint. The one that has given notice to move in May has not been here very long so we expect that unit to be a fairly inexpensive turnover . Rents are paid in full . 705 Huckleberry Lane We are 100% leased . (Except for 3 off-line units) . DHCD engineer has visited the site to put together the scope of work to move this rehabilitation project forward . We have one tenant who has not paid and we have sent them a 14 Day Notice to Quit. Hopefully they pay. 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 recertification are up to date • DHCD has approved the Fiscal Year 2019 budgets Regarding FISH : 041033 , the Huckleberry septic job , that is still not closed out . DHCD has been in touch with Dubis who was to speak with Coastal Engineering to figure out how to get their final sign off from the town. Apparently there was an inspection that should have been witnessed by the town, and they were not notified. Dave from Coastal seemed to think he had it resolved with the town and said he would work with Dubis to finish this up . Final payment is being held until this is rectified . 7. CORRESPONDENCE None Page 2 of 3 8* OLD BUSINESS A. Brewster Woods Update : Mr . Volpicelli attended the meeting with the town, and it went smoothly. They approved the permit and POAH got waivers for the things they requested. B. CPC Update (Barbara Burgo) : Ms . Burgo advised the board that they do not meet until tomorrow. 9. NEW BUSINESS A. Outdoor Grill & Open Flame Policy : Mrs . Botsford previously provided a copy of the proposed policy . She noted that there was not a policy in place , and there is a tenant requesting use of a grill , so we should adopt one . The one she drafted is based on another property we manage, so it is a good starting point . There was discussion regarding the policy and it was decided to add that charcoal is prohibited . It was also decided to delete the sentence "All grills must be properly stored from October 15 through April 30 each year" but add that grills must be attended by an adult at all times when in use . After brief discussion , a motion to approve the Outdoor Grill and Open Flame Policy as edited was made by Leonard Avery, seconded by Barbara Burgo and voted unanimously. B . Accountant Contract renewal : Mrs . Botsford informed the board that Fenton, Ewald & Associates are proposing a year contract based on the increased fee as put into the budget for Fiscal Year 2018 . A motion to approve the contract with Fenton & Ewald as presented was made by Zachary Volpicelli, seconded Leonard Avery, and voted unanimously. 10 . TOPICS THE CHAIR DID NOT REASONABLY ANTICIPATE —none 11 . BILLS The Warrants were presented for approval for the period of March 2018 . Leonard Avery made a motion to approve the warrant and bills and sign the checks presented . Barbara Burgo 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 : 20 p . m. Res ectf y ubmi e , Leila/Botsford, PHA, P M, C11P Ex utive Direc r/Managing Agent Secretary Ex- Officio Page 3 of 3