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Home My WebLink About2020-04-07-LHA-min (Regular) LEXINGTON HOUSING AUTHORITY REGULAR MEETING—APRIL 7, 2020 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Nicholas Santosusso at 7:42 A.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Nicholas Santosuosso NONE Caileen B. Foley Richard F. Perry Kathy Kilroy Weidong Wang Melinda Walker Mark McCullough 2. MINUTES Approval of Minutes of Regular Meeting of February 18, 2020 Upon a motion by Richard F. Perry and seconded by Weidong Wang, the Board voted to approve the Minutes of the Regular Meeting of February 18, 2020, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough 3. PUBLIC COMMENT 4. BILLS & CHECKS Approval of Bills and Checks paid in February 2020 February 2020 REVOLVING FUND Check Numbers 17290 through 17357 689-C MANAGEMENT Check Number 2267 PARKER MANOR Check Number 2060 BEDFORD STREET Check Number 1252 MRVP VOUCHER Check Numbers 4143 through 4146 SECTION 8 Check Numbers 18713 through 18738 Upon a motion by Melinda Walker and seconded by Weidong Wang, the Board voted to accept the Bills and Checks as presented for February 2020. The roll call vote was as follows: Approval of Bills and Checks paid in March 2020 March 2020 REVOLVING FUND Check Numbers 17358 through 17427 689-C MANAGEMENT Check Number 2268 PARKER MANOR Check Number 2061 BEDFORD STREET Check Number 1253 MRVP VOUCHER Check Numbers 4147 through 4150 SECTION 8 Check Numbers 18739 through 18768 Upon a motion by Melinda Walker and seconded by Weidong Wang, the Board voted to accept the Bills and Checks as presented for March 2020. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough 5. EXECUTIVE DIRECTOR'S REPORT A. Public Hearin for or Agency Plan The Executive Director requested that the Board adjourn from the Regular meeting to the Public Hearing for the Agency Plan. Upon a motion by Richard F. Perry and seconded by Weidong Wang, the Board voted to adjourn to the Public Hearing for the Agency Plan. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang 2 Melinda Walker Mark McCullough Today is the Public Hearing for the Agency Plan. We are in year 3 of the 5- year plan that started in 2018. Projects completed in the past year include new roofs and gutters at Scattered Sites. Capital Plan items include new carpets at Countryside Village and exterior stairs, railings and windows at Scattered Sites. Caileen held a tenant meeting at Countryside Village on 2/5/20. Prior to the meeting, a translated survey was sent out. The feedback response rate was approximately 80%. Residents at Countryside Village would like to see landscaping, new carpets and to continue installing more accessible showers. Residents of Scattered Sites would like lawn and landscaping, and new kitchens. Upon a motion by Melinda Walker and seconded by Weidong Wang, the Board voted to approve the Annual Plan for FY2021. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough Upon a motion by Weidong Wang and seconded by Melinda Walker, the Board voted to adjoin the Public Hearing to reconvene to the Regular Meeting. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough B. Covid 19 update There are no known cases of the virus with our residents as no one has self- reported and the Board of Health can't inform us per confidentiality. 3 Maintenance continues to clean daily. Both Waltham and the Regional Capital Assistant Team have donated/distributed disinfectant cleaner, gloves and masks. We also have on order with W.B. Mason 100 masks and hand sanitizer. The office staff comes in on designated days and works remotely. All calls are being answered by the service. The calls are then emailed to Caileen who sends to appropriate staff to respond. C. Project Updates a. Pine Grove Village The construction is complete, and we are waiting for inspection sign offs. There is one Change Order in the amount of$47,373.00. This is for all new bathtubs, frame door changes, plaster ceiling to replace popcorn ceilings not included in original scope, new handrails, new floors in bathroom and bedrooms, wire shelving, new electrical panel in unit 412, first floor toilets were too long so new ones were needed. Upon a motion by Richard F. Perry and seconded by Melinda Walker, the Board voted to approve the Change Order in the amount of$47,373.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough b. Emergency Generator-Certificate of Substantial Completion The date of Substantial Completion is 4/l/20. Upon a motion by Weidong Wang and seconded by Richard F. Perry, the Board voted to approve the Certificate of Substantial Completion. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough The Certificate of Final Completion is in the amount of $37,918.72. The total project cost is $100,466.72. 4 Upon a motion by Weidong Wang and seconded by Richard F. Perry, the Board voted to approve the Certificate of Final Completion in the amount of $37,918.72 which includes the retainer. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough c. ModPHASE-Vynebrooke Village Kitchen and Bath/Accessible Unit Project i. Request for Service Proposals results We recently advertised a Request for Services for A/E. 8 responses were received. Caileen checked references and sent them along with her opinion to DHCD. The Designer Selection meeting is 4/15/20. ii.Increase Funding The funding for this project has been increased from $1.6 million to $2,843,000.000. The cost of the project was more than originally anticipated. D. LHA Financials The Board reviewed the February financials. We continue to be in good financial shape. Upon a motion by Richard Perry and seconded Melinda Walker, the Board voted to approve the February 2020 financials. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough E. CFA Amendment 414 in the amount of$469,976.00 DHCD has increased the Contract for Financial Assistance in the amount of $469,976.00 for FISH 155121 (Vynebrooke Village — ModPHASE project) in Amendment 414. Upon a motion by Melinda Walker and seconded by Weidong Wang, the Board voted to accept the CFA Amendment 414 in the amount of$469,976.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT 5 Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang Melinda Walker Mark McCullough 6. ADJOURNMENT 8:25 A.M. A true copy attest........................... CAILEEN FOLEY, SECRETARY 6