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Home My WebLink About2023-10-12-LHA-min 1. ROLL CALL LEXINGTON HOUSING AUTHORITY REGULAR MEETING OCTOBER 12, 2023 MINUTES The meeting was called to order by Chairman Richard F. Perry at 8:35 A.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Richard F. Perry Mark McCullough Caileen Foley Maureen Rynn Jenna Milne Nicholas Santosuosso Kathy Kilroy Melinda Walker Sue Rockwell Weidong Wang Ingrid Horning 2. MINUTES Approval of Minutes of Regular Meeting of August 17, 2023 Upon a motion by Maureen Rynn and seconded by Melinda Walker, the Board voted to approve the Minutes of the Regular Meeting of August 17, 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 August 2023 Upon a motion by Maureen Rynn and seconded by Melinda Walker, the Board voted to accept the Bills and Checks as presented for August 2023. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker B) Approval of Bills and Checks paid in September 2023 Upon a motion by Melinda Walker and seconded by Nicholas Santosusso, the Board voted to accept the Bills and Checks as presented for September 2023. The roll call vote was as follows: 2 YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker 5. EXECUTIVE DIRECTOR’S REPORT A) Project Updates Discussion under Old and New Business below B) Repositioning Update Nothing to report at this time C) Unpublished PMR Results FY2023 The CHAMP PMR planning year phone call has been scheduled for 11/15/23. This is the Unpublished Off-Year PMR, results were emailed to the Board. The LHA received “operational guidance” under a finance category due to underspending. 6. OLD BUSINESS A) FISH 155121 – ModPHASE Vynebrooke Village Kitchen and Bath Modernization project – Change Order #6 in the amount of $102,995.83 Change Order #6 includes Change Order Proposals #27 through #31 for a total increase in Contract sum of $102,995.83 with 11 working days added to the Contract Time. The Board requested that Caileen present an updated budget at the next meeting. Upon a motion by Maureen Rynn and seconded by Melinda Walker, the Board voted to approve Change Order #6 for FISH# 155121 in the amount of $102,995.83. YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker 7. NEW BUSINESS A) FY2024 Budget Presentation and Approval Jenna Milne was in attendance to present the FY24 budget. EOHLC budget guidelines allow for 7% administrative salaries increase and ED a 2% increase. Housing Authorities are now able to retain 100% of their solar net metering income and they are increasing the mini-split maintenance subsidy to $250/unit. Guidelines also allow for the maintenance supervisor to increase their DLI rate which the LHA is doing by $5. All programs are in good shape with healthy reserves. 3 Upon a motion by Melinda Walker and seconded by Maureen Rynn, the Board voted to approve the $4,251.00 additional prorated Executive Director income, which is paid from the Federal Public Housing and Section 8 programs. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker Upon a motion by Melinda Walker and seconded by Maureen Rynn, the Board voted to accept the FY24 Budget for all programs as presented. YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker Upon a motion by Melinda Walker and seconded by Maureen Rynn, the Board voted to accept the FY24 Budget and subsidy request of $472,691 for project 400-1. YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker Upon a motion by Melinda Walker and seconded by Maureen Rynn, the Board voted to accept the FY24 Budget and subsidy request of $0 for project 689. YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker Upon a motion by Melinda Walker and seconded by Maureen Rynn, the Board voted to accept the FY24 Budget and subsidy request of $75,000 for project MRVP. YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn 4 Nicholas Santosuosso Melinda Walker B) FISH#155128 ARPA Targeted Award: Lexington Fire Alarm System 667-1 & 667-2-Low Bid Approval The bids came in much higher than anticipated. The lowest most responsive and responsible bid was $1,148,000.00 from CDS Contracting Services, LLC. They are the sub-contractor for the Vynebrooke Village ModPhase project. EOHLC will increase the ARPA funding award to cover the cost of this project. The architect recommends we proceed. Upon a motion by Melinda Walker and seconded by Nicholas Santosuosso, the Board voted to accept the low bid of $1,148,00.00 from CDS Contracting Services, LLC, for the Greeley and Vynebrooke Village Fire Alarm System. The roll call vote is as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker C) 2024 FMR’s The new FMR’s are effective 1/1/24. Upon a motion by Maureen Rynn and seconded by Nicholas Santosuosso, the Board voted to accept the 2024 FMR’s as presented. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker D) Lexington Community Preservation Committee Appointment Melinda Walker has offered to continue to be the LHA Appointment to the CPC Board. Upon a motion by Richard F. Perry and seconded by Nicholas Santosuosso, the Board voted to appoint Melinda Walker to the CPC Board. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso 5 Melinda Walker E) Snow Plow Contract 2023-2024 Caileen distributed a RFP for snow removal at Countryside and Vynebrooke Villages. R.L. Barnard Landscaping responded with the most advantageous proposal with the contract price of $21,205.28 for Vynebrooke Village and $28,520.00 for Countryside Village. We have used him for many years and are pleased. He knows the properties well. Upon a motion by Maureen Rynn and seconded by Nicholas Santosuosso, the Board voted to accept the snow removal contract from R.L. Barnard Landscaping for the 2023-2024 Season in the amount of $21,205.28 for Vynebrooke Village and $28,520.00 for Countryside Village. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Richard F. Perry NONE NONE Mark McCullough Maureen Rynn Nicholas Santosuosso Melinda Walker 8. DISCUSSION Melinda informed the Board that on 10/25/23, LexHAB and Regional Housing Services are hosting an information session at Lexington High School for LABBB and METCO families regarding applying for low-income housing. Melinda will represent LHA. Ingrid Horning will also attend as she works with refugees to assist them in applying. 9. ADJOURNMENT 9:50 A.M. A true copy attest……………………… CAILEEN FOLEY, SECRETARY