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Home My WebLink About2022-09-22-LHA-min LEXINGTON HOUSING AUTHORITY SPECIAL MEETING –SEPTEMBER 22, 2022 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Nicholas Santosuosso at 8:30 AM MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Nicholas Santosuosso NONE Caileen Foley Richard F. Perry Kathy Kilroy Melinda Walker Weidong Wang Mark McCullough Maureen Rynn 2. PUBLIC COMMENT None 3. EXECUTIVE DIRECTOR REPORT Caileen reported the following: • DHCD provided verbal notification that the LHA request to waive out of the NE RCAT would be denied and the LHA will be absorbed into the program. • CSV Bathroom and Interior Closet project is running on time. The architect is keeping a running punch list. Caileen explained the process of requisitions, Change Orders, Substantial Completion and Final Completion to the Board. • The Federal Program Coordinator, Wai Kwan, will no longer be working for the LHA as of 9/30/2022. Caileen is working on filling the vacancy with temporary employees or other resources for the time being. 4. NEW BUSINESS A) Low Bid Approval – Vareika Construction – ModPhase 2020: Kitchen and Bath Modernization & Accessible Unit Conversion, DHCD #155121 Consideration of request by the Executive Director to approve the Low Bid for ModPhase 2020: Kitchen and Bath Modernization & Accessible Unit Conversion, DHCD #155121 to Vareika Construction Inc. Base bid $3,167,700.00, Alternate #1 $768,300.00, Alternate #2 767,300.00 for a total final bid of $4,703,300.00. Upon a motion by Richard F. Perry and Melinda Walker, the Board voted to approve the Low Bid for ModPhase 2020: Kitchen and Bath Modernization & Accessible Unit Conversion, DHCD #155121 to Vareika Construction Inc. Base bid $3,167,700.00, Alternate #1 $768,300.00, Alternate #2 767,300.00 for a total final bid of $4,703,300.00. The roll call vote as follows: 2 YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn B) Designer Fee Proposal – John Murphy Jr. Electrical Construction & Engineering, Inc for FISH 155128: ARPA Fire Alarm System Greeley Village and Vynebrooke Village Consideration of request by the Executive Director to approve the designer fee proposal for FISH 155128: ARPA Fire Alarm System Greeley Village and Vynebrooke Village in the amount of $52,000.00 to John Murphy Jr. Electrical Construction & Engineering, Inc. Upon a motion by Richard F. Perry and seconded by Melinda Walker, the Board voted to approve the designer fee proposal for FISH 155128: ARPA Fire Alarm System Greeley Village and Vynebrooke Village in the amount of $52,000.00 to John Murphy Jr. Electrical Construction & Engineering, Inc. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn 5. DISCUSSION A) Request for Proposals – Executive Director search consultant The Board received three proposals in response to the RFP for ED Search consultant. The Board discussed the proposals and the qualifications they believed were important in making a hiring decision. The proposals were from: D&V Mainsail Associates MassNAHRO Driscoll & Driscoll Upon a motion by Mark McCullough and seconded by Richard F. Perry, the Board voted to award the Executive Director search consultant to Driscoll & Driscoll, PC in the amount of $4,995.00. 3 The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn The Board discussed putting together a Hiring sub-committee for the hiring process. At the 9/15/22 meeting, the Board created a sub-committee that comprised all Board members. The Board discussed the cons of having all members on a subcommittee and determined a sub-committee made up of the following is more appropriate. Melinda Walker – Chair Maureen R ynn – Vice Chair Weidong Wang – Community member Kathy Kilroy – staff Carol O’Connor – staff Upon a motion by Richard F. Perry and seconded by Melinda Walker the Board voted to approve the Executive Director hiring sub-committee as listed above. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn B) Section 8 Program Management Agreement – Chelsea Housing Authority Caileen explained she had begun initial conversations with the Chelsea HA to go into a management agreement for the Section 8 program. By joining this agreement, a substantial administrative burden will be lifted from the staff during the transition to a new Director. The contract states the LHA will receive 40% of the administrative fee designated to the LHA and the CHA will receive 60% while fully managing the program. The Board discussed the merits of this agreement and determined a vote was necessary at this time. Upon a motion by Melinda Walker and seconded by Mark McCullough, the Board voted to approve the Agreement for the Administration of the Lexington Housing Authority Section 8 Housing Choice Voucher Program by the Chelsea Housing 4 Authority, with an initial term expiring June 30, 2023. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn 6. ADJOURMENT 9:30 AM CAILEEN B. FOLEY, SECRETARY