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Home My WebLink About2021-10-21-LHA-min RECEIVED 2021 21 P°) , 4,30 Ipui °i LEXINGTON HOUSING AUTHORITY T N CLERK LewTru nn REGULAR MEETING—OCTOBER 21, 2021 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Nicholas Santosuosso at 8:40 AM. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Nicholas Santosuosso Richard F. Perry Caileen Foley Weidong Wang Maureen Rynn Melinda Walker Jenna Milne-phone Mark McCullough(arrived 9:05 AM) Kathy Kilroy-phone Andy Rifbn-phone 2. PUBLIC COMMENT 3. MINUTES Upon motion by Weidong Wang and seconded by Melinda Walker, the Board voted to approve the Minutes of the Regular Meeting of August 26, 2021, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Richard F. Perry Weidong Wang Mark McCullough Melinda Walker 4. BILLS & CHECKS Approval of Bills and Checks paid in August 2021 August 2021 REVOLVING FUND Check Numbers 18441 through 18506 689-C MANAGEMENT Check Number 2287 PARKER MANOR Check Number 2079 MRVP VOUCHER Check Numbers 4215 through 4218 SECTION 8 Check Numbers 19174 through 19198 and 19225 BEDFORD STREET Check Number 1267 Upon motion by Weidong Wang and seconded by Melinda Walker, the Board voted to approve the Bills and Checks as presented for August 2021. The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Richard F. Perry Weidong Wang Mark McCullough Melinda Walker Approval of Bills and Checks paid in September 2021 September 2021 REVOLVING FUND Check Numbers 18507 through 18566 689-C MANAGEMENT Check Number 2288 PARKER MANOR Check Number 2080 MRVP VOUCHER Check Numbers 4219 through 4222 SECTION 8 Check Numbers 19200 through 19224 and 19226 BEDFORD STREET Check Number 1268 Upon motion by Weidong Wang and seconded by Melinda Walker, the Board voted to approve the Bills and Checks as presented for September 2021. The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Richard F. Perry Weidong Wang Mark McCullough Melinda Walker 5. EXECUTIVE DIRECTOR'S REPORT A. FY22 Budget Presentation-Jenna Milne Jenna presented the FY22 budgets. The guidelines provide an ANUEL 4% increase. All programs are in good shape with healthy reserves. The proposed Administrative salaries include a 4% increase. The ED salary study is expected to come out in December. Maintenance salaries are mandated by DLI rates effective 4/1. The on-call maintenance stiped has been increased to $150.00. Due to some anticipated labor circumstances, we are contracting out the snow plowing at Vynebrooke Village along with Countryside Village. Funding for this contract will come from a part time labor position we do not have filled. Extraordinary maintenance items include hydrant flushing, fire monitoring, truck and biohazard clean up. The Countryside Village bathroom and interior closet project will use a combination of CFP funds and approximately $700,000.00 in reserves. 2 Upon motion by Melinda Walker and seconded by Weidong Wang, the Board voted to accept the FY22 Budgets as presented. The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough B. FY22 Payment Standard Update HUD released FY22 Payment Standards in September and they are approximately 6% less than last years. Boston Housing Authority has submitted a reevaluation request to HUD. By doing so, the FMR's are put on hold until the study is complete and HUD makes a determination. All housing authorities in the area of Boston-Cambridge-Quincy, Brockton and Franklin are affected. Any housing authorities that administer vouchers in that area should use the FY21 FMR's until reevaluation is complete. C. FY2021 PMR Desk Audit DHCD has made the PMR a biannual requirement. They will do the full PMR every other year. This is our `off year' and send out a Desk Audit that reviews a number of administrative requirements such as submissions, reports and TAR. For FY21 we had no findings. Next year will be the full review. The CHAMP PMR was conducted this year for the first time. It is a planning year so there is no scoring. They make sure we are using the online application system correctly, monitoring and submitting applications on time, correct timestamps and reporting vacancies. Overall, the report was good. There were a few discrepancies that we did not agree and have submitted our response/questions to DHCD and are awaiting comments. D. CPA Application Please see Vynebrooke Village ModPHASE project below. E. Project updates a. Air Source Heat Pumps The contractors are currently at Greeley Village. There was a site meeting on 9/27 to discuss the progress. A coring company was brought in to do the drilling but it still takes about one week to do a building. There were leaks at Vynebrooke Village that have been fixed and are being monitored. Caileen anticipates they will be on site until December. b. Countryside Village-bathroom and interior closet renovation 3 28 of the units have had shower upgrades over the years. 32 units have original showers. The project consists of converting all remaining original tubs into walk in showers. All 60 units will get a new toilet, cabinet, vanity, flooring,painting and any needed hardware. Also, new interior doors-bedroom, bathroom, and 2 hallway closets. The funding will come from reserves and CFP as discussed with budgets. Ray Falke is the architect. He worked on the other bathroom project from 2015 so he is familiar with the plans, etc. c. ModPHASE-Vynebrooke Village The Design Documents are approved, and Construction Documents are due in 8 weeks but more likely a December/January submission. Caileen met with DHCD on 10/8 to discuss funding sources and any potential shortfalls. ModPHASE awards have "an up to" limit per unit and we have not met that threshold yet which makes room for increase in award funding. At$80k per unit, our max is $3.840m, we are currently at $3.83m. The most recent submission is with current cost estimates and material costs. Our project can proceed. The CPA Application is to request funding from the town to offset what we have already received as we anticipate costs will increase. CPA is very strict as to what qualifies. The application is specific to the addition of 3 handicap units in the amount of$719,059.00. Melinda has offered to review the application with Caileen before submitting on 11/1/21. Upon motion by Melinda Walker and seconded by Weidong Wang, the Board voted to approve the CPA Application in the amount of$719,059.00 for the Vynebrooke Village ModPHASE project. The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough F. Snow Plow Contract 2021-2022 We are adding Vynebrooke Village as discussed with the budgets. Caileen reached out to 15 contractors on the State approved list and only 3 reached out. They were not interested as they mostly do large venues. Caileen did secure 3 proposals from local contractors: Barnard CV $24,900.00 VV $17,000.00 Uticon CV $25,000.00 VV $25,000.00 Mario's Landscaping CV $25,000.00 VV $20,000.00 4 We have used Barnard for many years and are pleased. He is right in town and very responsive. Upon motion by Melinda Walker and seconded by Weidong Wang, the Board voted to accept the Snow Plow contract from R.L. Barnard Landscaping for the 2021-2022 Season in the amount of$24,900.00 for Countryside Village and 17,000.00 for Vynebrooke Village. The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough G. Flu Clinics and COVID Booster clinics with Theatre Pharmacy Flu clinics are being held this week at all Villages. Once the Moderna booster is approved, clinics will be held at the villages. 6. NEXT MEETING DATE AND TIME 11/9/21 @ 8:30 AM 7. ADJOURNMENT 10:15AM A true copy attest...... ..................... CAIL,EEN B. FOLEY, SECRETARY 5