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Home My WebLink About2023-08-17-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING AUGUST 17, 2023 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Richard F. Perry at 8:30 A.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Richard F. Perry NONE Caileen Foley Mark McCullough Sue Rockwell Maureen Rynn Jenna Milne Nicholas Santosuosso Melinda Walker 2. MINUTES Approval of Minutes of Regular Meeting of f July 13, 2023 Upon a motion by Maureen Rynn and seconded by Mark McCullough, the Board voted to approve the Minutes of the Regular Meeting of July 13, 2023, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker 3. PUBLIC COMMENT None 4. FINANCIALS A) Approval of Bills and Checks paid in July 2023 Upon a motion by Melinda Walker and seconded by Maureen Rynn, the Board voted to accept the Bills and Checks as presented for July 2023. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker 5. EXECUTIVE DIRECTOR'S REPORT A) Project Updates The Vynebrooke Village ModPHASE project is moving along per schedule. Buildings 7-9 are finished and residents from buildings 4-6 have moved in. Construction on buildings 4-6 will be approximately 4 weeks. The final relocation moves will occur in Mid-September and the Contractor will begin the final phase on buildings 1-3. The Fire Alarm Upgrades for Greeley and Vynebrooke are being revised. The Engineer will submit them to EOHLC by 8/18/23 for review before bidding approval. The architect was assigned for 45 Forest St Exterior Improvements and Greeley Village rear porch fascia. Design must be approved by EOHLC before approval to bid. 6. NEW BUSINESS 7. A) FISH 155121 —ModPHASE Vynebrooke Village Kitchen and Bath Modernization project— Change Order 45 Change Order 45 includes Change Order Proposals 425 and 426 for a total increase in Contract sum of$3,131.24 with 2 working days added to the Contract Time. Both COPS were due to unforeseen existing conditions that needed to be remediated. Upon a motion by Melinda Walker and seconded by Maureen Rynn, the Board voted to approve Change Order 45 for FISH# 155121 in the amount of $3,131.24. YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker B) FY 2023 Year End Financial Presentation—Jenna Milne 1) Vote: Certification of Top 5 Compensation Form 2) Vote: Certification of Year End Financial Statements and Tenant Accounts Receivables Data Jenna Milne, Fee Accountant from Milne, Shaw and Robillard presented the FY23 Year End Financials. The Board reviewed financial statements for all projects. The LHA remains in good financial health with almost all programs earning income throughout the year. Jenna noted that we have a nominal Tenant 2 Accounts Receivable for our Federal Program and zero Tenants Accounts Receivable in all our State PH programs. Special kudos to Kathy Kilroy for her hard work. Jenna also presented the Top 5 Compensation Report for FY23. Caileen reviewed the Federal and State Lead Laws. Upon a motion by Maureen Rynn and seconded by Mark McCullough, the Board voted to Certify the LHA Compliance with Notification Procedures for Federal and State Lead Laws; certified they received and reviewed a copy of the Top 5 Compensation Form; certified they were provided with a copy of the LHA FY 23 Year End Financial Statements for 400-1, MRVP, 689 programs and Tenants Accounts Receivable Data. YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker C) Approval of Intergovernmental Agreement with Cambridge Housing Authority to begin repositioning efforts of our Federal Public Housing Portfolio. The Board continued their discussion about repositioning the Public Housing Portfolio, specifically the Scattered Sites. Caileen presented follow up information that was requested of Margaret Moran of the Cambridge Housing Authority related to a discussion between Caileen and Maureen Rynn. The Board feels comfortable and willing to enter into the Intergovernmental Agreement with Cambridge Housing Authority to begin the repositioning process. Upon a motion by Maureen Rynn and seconded by Mark McCullough, the Board voted to enter into the Intergovernmental Agreement between the Lexington Housing Authority and the Cambridge Housing Authority to assist with the repositioning of their Federal Public Housing portfolio. YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker D) Annual Board Approval regarding the Wage Match System 3 On an annual basis, the Board must review and approve the use of the Wage Match System, the State database for verifying resident income information. There is one staff member who uses the system and they have signed all necessary documents. Upon a motion by Melinda Walker and seconded by Mark McCullough, the Board voted to certify the LHA compliance with the Wage Match System. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker 8. OLD BUSINESS 9. DISCUSSION The September Board Meeting will be arranged at a later date. Maureen presented an itemized list she would like the Chair and Director to consider for future Agenda items. 10. ADJOURNMENT 10:50 A.M. A true copy attest........................... CAIL,EEN FOLEY, SECRETARY 4