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Home My WebLink About2012-05-09-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING —MAY 9, 2012 1. ROLL CALL MINUTES The meeting was called to order by Chairman, Melinda Walker at 6:00 P.M. MEMBERS PRESENT Melinda Walker Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters MEMBERS ABSENT NONE OTHERS PRESENT Steve Keane Mike Ascolese, Jr. Mike Richmond 2. PUBLIC COMMENT There was no public comment offered at this meeting. 3. MINUTES Approval of Minutes of Annual Meeting of April 11, 2012 Upon motion by Robert D. Peters and seconded Nicholas Santosuosso, the Board voted to approve the Minutes of the Annual Meeting of April 11, 2012, all members having received copies. The roll call vote was as follows: YEAS NAYS Melinda Walker NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters ABSTAIN ABSENT NONE NONE Approval of Minutes of Regular Meeting of April 11, 2012 It was suggested to include the last name of our Maintenance Supervisor in the minutes. Upon motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to approve the Minutes of the Regular Meeting of April 11, 2012, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters 4. BILLS & CHECKS Approval of Bills and Checks paid in April 2012 April 2012 667- C/705 -2 REVOLVING FUND 067 -1 & 3 689 -C MANAGEMENT PARKER MANOR BEDFORD STREET MRVP VOUCHER SECTION 8 Check Number 7091 Check Numbers 10902 through 10955 Check Numbers 4129 through 4131 Check Number 2171 Check Number 1961 Check Number 1157 Check Numbers 2797 through 2799 Check Numbers 15999 through 16033 Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to accept the Bills and Checks as presented for April 2012. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso WeidongWang Robert D. Peters 5. EXECUTIVE DIRECTOR'S REPORT A. Board Vote to notify Town Clerk that the LHA will dispense with Regular Monthly Meetings for June, July and August. Special Meetings to be called if necessary Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to dispense with the regular Monthly Meetings for June, July and August, with Special Meetings to be called if necessary. The roll call vote was as follows: ON YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters B. Signature cards The Board signed updated signature cards. C. Project updates: Greeley Village, change order review and substantial completion. Vynebrooke Village status. The Greeley Village project is at substantial completion. Steve is very pleased with the progress as the development looks great. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to accept the Certificate of Substantial Completion. The Board vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters The contractor used less plywood than anticipated which resulted in a contract overage of $8,750.00. A portion of this amount was used in Change Order #2 for additional siding and window replacement in the maintenance storage area and old planter boxes in the Community Room. Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the voted to accept Change Order #2 in the amount of $5,300.00. The Board vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters The buddy alarm system at Greeley Village is starting to malfunction due to the age of the system. The parts are literally crumbling. The contractor is working with DHCD and the housing authority to resolve. Steve would like the Board the accept the anticipated change order to repair the buddy system for the $3,450.00 remaining from the contract overage of $8,750.00, Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to accept the change order #3 for the repair of the buddy system not to exceed $3,450.00 plus any other funding from CPA that is available. The roll call vote was as follows: YEAS NAYS Melinda Walker NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters AB S TAIN ABSENT NONE NONE Steve has had many conversations with DHCD regarding the Vynebrooke Village water remediation project. DHCD is coming out again with a new engineer. The RFS advertisement will be posted in the Central Register on 5/31/12 with an anticipated application due date of 6/20/12. After our review, they will be sent to Designer Selection for our hearing date of 7/18/12. Steve is still awaiting the formal signed grant for the Greeley Village accessible unit proj ect. The Notice to Proceed for the ADA Community Room upgrade will be issued at the preconstruction meeting on 5/17/12. Steve will then schedule a tenant meeting at both Greeley and Vynebrooke. Mr. Lin will be asked to attend as the translator. Rotary gas meters have been installed in the remaining buildings at Countryside Village for conversion from oil to gas. The oil tank removal project is set to be procured this fall. Water meters at Countryside Village have to be replaced. We have purchased the 6 water meters and will procure the installation. This job will also require piping repositioning for the new meters. An agricultural water meter will also be installed for the many residents who use the garden area. The first year of Formula Funding is complete. Mike Richmond was able to complete most of the projects saving the housing authority approximately $18,000.00. The entire maintenance staff should be commended as additional strain was put on the day to day operation of the housing authority as Mike was involved in Formula Funding. D. LHA and Parker Financials The financials will be mailed to Board members when they become available in the next few days. 6. UNFINISHED BUSINESS This was discussed in Executive Session. 7. NEW BUSINESS The 2000 Chevy truck is no longer road worthy per inspection by Minuteman Tech. They would be glad to accept this as a donation for instructional purposes. Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to donate the 2000 Chevy truck to the Minuteman Tech for instructional purposes as it is not safe for the road. The roll call vote was as follows: YEAS NAYS Melinda Walker NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters ABSTAIN ABSENT NONE NONE Steve would also like to file for disposal of records listed below and other similar records prior to the year 2000. No financial records will be disposed of Section 8 Federal wait list 1994 -1998 Federal Move Out's 1998 No response to updates 1994 -1998 State Elderly Applications 1994 -1996 State Family Applications 1990 -1995 State Applications 1972 -1983 Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board voted to file for the disposal of records noted above. The roll call vote was as follows: YEAS NAYS Melinda Walker NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters ABSTAIN ABSENT NONE NONE Steve spoke to our Fee Accountant regarding making the Board aware of possible 5 budget constraints while preparing the budget for next year. Even though the Board has financial oversight, Steve would like an amendment to the Personnel Policy because it is very specific as to hours employees are expected to work each week. The Board decided that it was not necessary to amend the Personnel Policy at this time. 8. ADJOURNMENT 7:10 PM into Executive Session. A true copy attest ........................... STEPHEN KEANE, SECRETARY