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Home My WebLink About2020-09-08-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING—SEPTEMBER 8, 2020 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Nicholas Santosuosso at 7:35 A.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Nicholas Santosuosso NONE Caileen Foley Richard F. Perry Jenna Milne Weidong Wang (arrived at 8:10 A.M.) Kathy Kilroy Melinda Walker Mark McCullough 2. PUBLIC COMMENT 3. MINUTES Approval of Minutes of Regular Meeting of June 9, 2020 Approval of Minutes of Special Meeting of July 30, 2020 Upon a motion by Richard F. Perry and seconded by Melinda Walker, the Board voted to approve the Minutes of Regular Meeting of June 9, 2020 and Special Meeting of July 30, 2020. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Richard F. Perry Melinda Walker Mark McCullough 4. BILLS & CHECKS Approval of Bill and Checks paid in June, July and August 2020 JUNE 2020 REVOLVING FUND Check Numbers 17547 through 17604 689-C MANAGEMENT Check Number 2272 PARKER MANOR Check Number 2065 BEDFORD STREET Check Number 1255 MRVP VOUCHER PROGRAM Check Numbers 4159 through 4162 SECTION 8 Check Numbers 18826 through 18853 Approval of Bills and Checks Paid in July 2020 JULY 2020 REVOLVING FUND Check Numbers 17605 through 17675 689-C MANAGEMENT Check Number 2273 PARKER MANOR Check Number 2066 BEDFORD STREET Check Number 1256 MRVP VOUCHER PROGRAM Check Numbers 4163 through 4166 SECTION 8 Check Numbers 18854 through 18878 Approval of Bills and Checks Paid in August 2020 AUGUST 2020 REVOLVING FUND Check Numbers 17676 through 17725 MRVP VOUCHER PROGRAM Check Numbers 4167 through 4171 SECTION 8 Check Numbers 18879 through 18903 PARKER MANOR Check Number 2067 BEDFORD STREET Check Number 1257 689-C MANAGEMENT Check Number 2274 Upon a motion by Melinda Walker and seconded by Richard F. Perry, the Board voted to accept the Bills and Checks as presented for June 2020, July 2020 and August 2020. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Richard F. Perry Melinda Walker Mark McCullough 5. EXECUTIVE DIRECTOR'S REPORT A. LHA Financials Jenna Milne presented the Year End Financials. LHA continues to be in excellent financial shape. She detailed each program and stated reserves are high. 2 B. FY20 Year End Financials-Jenna Milne LHA Fee Accountant, Jenna Milne, presented the FY20 financials in detail to the board. For all programs, the Tenants Account Receivables are low and the LHA is doing a good job tracking extraordinary expenses related to COVID. For the Federal Section 8 program, Jenna discussed how our HAP has increased due to COVID and we are awaiting special HUD CARES funding to correct the funding disparity. HUD has already provided CARES funding for Section 8 administrative fees and Operating Fund. Jenna discussed the large capital improvement project completed at Pine Grove Village and the use of grant funds that have been in our account since 2017. Rents were increased at this program and the LHA will make up the difference quickly. Jenna presented the Top 5 Compensation Report to the Board. Per DHCD, the Board must certify they received the FY financial statements and Top 5 Certification. They also must certify that the LHA is in compliance with Lead Paint Laws. Upon a motion by Melinda Walker and seconded by Richard F. Perry, the Board voted to accept the FY 20 Year End Financials, TAR certification, Top 5 Compensation and Lead Paint Compliance. 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. Language Access Plan Update This plan has been updated to include updated town census data. Upon a motion by Richard F. Perry and seconded by Weidong Wang, the Board voted to approve the updated Language Access Plan. 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 D. Greeley Village Ramp Change Order Revision Update It was determined after our last board meeting that the original plan and measurement were correct and there was no need for the ramp revision for length and design. LHA, Contractor and Architect met on site and agreed to revert the 3 original plan. The Architect is negotiating with the Contractor to determine if there is any extra payment due. DHCD and LHA do no want to pay for any extra ordinary expenses incurred by the Contractor due to this error. E. FISH 155114-Certificate of Substantial Completion The Vynebrooke Village Exterior Light Pole Renovation Project was at substantial completion on 8/27/20. A field report and punch list included straightening out light poles, grading and grass seed. Upon a motion by Richard F. Perry and seconded by Melinda Walker, the Board voted to approve the Certificate of Substantial Completion from Cullen Electrical Contractors. 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 F. FISH 155114-Certificate of Final Completion The Contractor completed all punch list items as of 9/1/20. The Certificate of Final Completion is to release the retainer in the amount of$4,300.00. Upon a motion by Richard F. Perry and seconded by Melinda Walker, the Board voted to approve the Certificate of Final Completion from Cullen Electrical Contractors in the amount of$4,300.00. 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 G. 2021 Payment Standards The new payment standards go into effect 10/1/20. They have increased slightly. Upon a motion by Richard F. Perry and seconded by Weidong Wang, the Board voted to approve the 2021 Payment Standards. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Weidong Wang 4 Melinda Walker Mark McCullough H. Office Hours Update Starting next week, I staff member will be in the office during regular office hours to answer phones, work orders and other in person activities. Other office staff will have the option to work remote. Office staff is being provided new laptops,printers and other needed office supplies. The laptops will mirror office computers. Phone calls will also be routed to voicemail for an email alert. Multiple staff have children attending school remotely. This will allow staff to continue to work efficiently while providing family support. This flexible in- office schedule allows staff to decide when and how much they need to be in the office. Upon a motion by Melinda Walker and seconded by Richard F. Perry, the Board voted to approve the office hours and remote update. 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 6. ADJOURNMENT 8:20 A.M A true copy attest........................... CAILEEN FOLEY, SECRETARY 5 6