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HomeMy WebLinkAbout2012-09-12-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING — SEPTEMBER 12, 2012 MINUTES 1. ROLL CALL The meeting was called to order by Chairman, Melinda Walker at 6:00 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Melinda Walker Robert D. Peters Stephen Keane Leo P. McSweeney Nicholas Santosuosso Weidong Wang 2. PUBLIC COMMENT There were no public comments offered at this meeting. 3. MINUTES Clarification was added to May 2012 minutes. Approval of Minutes of Regular Meeting of May 9, 2012 Approval of Minutes of Executive Session of May 9, 2012 Approval of Minutes of Special Meeting of August 8, 2012 Marcia Owens Audrey Deshler Mike Ascolese, Jr. Mike Richmond Camille Goodwin Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to approve the Minutes of the Regular Meeting of May 9, 2012, Minutes of the Executive Session of May 9, 2012 and Minutes of the Special Meeting of August 8, 2012, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN Melinda Walker NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang 4. BILLS & CHECKS Approval of Bills and Checks paid in May 2012 May 2012 ABSENT Robert D. Peters 667- C/705 -2 Check Numbers 7092 through 7097 REVOLVING FUND 067 -1 & 3 689 -C MANAGEMENT PARKER MANOR Check Numbers 10956 through 11028 Check Numbers 4132 through 4135 Check Number 2172 Check Number 1962 BEDFORD STREET Check Number 1158 MRVP VOUCHER Check Numbers 2800 through 2804 SECTION 8 Check Numbers 16034 through 16068 Approval of Bills and Checks paid in June 2012 June 2012 667- C/705 -2 Check Numbers 7098 through 7100 REVOLVING FUND Check Numbers 11029 through 11079 067 -1 & 3 Check Numbers 4136 through 4138 689 -C MANAGEMENT Check Number 2173 PARKER MANOR Check Number 1963 BEDFORD STREET Check Number 1159 MRVP VOUCHER Check Numbers 2805 through 2807, 2810 SECTION 8 Check Numbers 16069 through 16104 Approval of Bills and Checks paid in July 2012 July 2012 667- C/705 -2 Check Number 7101 through 7104 REVOLVING FUND Check Numbers 11080 through 11135 067 -1 & 3 Check Numbers 4141 and 4143 689 -C MANAGEMENT Check Number 2174 ON PARKER MANOR Check Number 1964 MRVP VOUCHER Check Numbers 2808 and 2809 SECTION 8 Check Numbers 16105 through 16139 Approval of Bills and Checks paid in August 2012 August 2012 667- C/705 -2 REVOLVING FUND 689 -C MANAGEMENT PARKER MANOR BEDFORD STREET Check Numbers 7105 and 7106 Check Numbers 11136 through 11209 Check Numbers 4144 and 4145 Check Number 2175 Check Number 1965 Check Number 1160 MRVP VOUCHER Check Numbers 2811 through 2814, 2717, 2718 SECTION 8 Check Numbers 16140 through 16175 Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to accept the Bills and Checks as presented for May, June, July and August 2012. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Robert D. Peters Leo P. McSweeney Nicholas Santosuosso Weidong Wang 5. EXECUTIVE DIRECTOR'S REPORT A. LHA and Parker Financials The Board was given copies of the FY 12 Year End Financials for review. Jenna will be in attendance at the October meeting to review budgets for FY 13. The Board was also given copies of the Parker Financials for review. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, 3 the Board voted to accept FY 12 Year End Financials and the Parker Financials. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Robert D. Peters Leo P. McSweeney Nicholas Santosuosso Weidong Wang B. Project updates: The Greeley Village siding project has been completed under budget by $8,101.59. Future work that will need to be done includes repairing trim and cladding and replacing front entrance door bells. The housing authority has a signed contract in place with the landscape architect and civil engineer for the Vynebrooke water remediation project. A preliminary meeting is scheduled for tomorrow and a kick off meeting is scheduled 9/17/12 with the DCHD architect and civil engineer to review the scope of work. The Greeley and Vynebrooke ADA Community Room updates are very close to completion. We anticipate another 2 weeks to obtain an occupancy permit and elevator inspection certificate. We will re notify tenants of this new date as the original projected date of completion was 9/15/12. The Countryside Village bathtub replacement project bid opening is 9/27/12. 13 tubs will be replaced at an estimated cost of $75,163.00. The gas conversion is under construction, due to be complete 9/15/12. The electrician is working on the generator installation The housing authority is working with the Assistant Town Planner, Dan Gaulin, who is the consultant for the consortium of 5 towns which provides technical assistance for the HOME Funds Project. This is federal funds to be used on non federal properties. The housing authority hopes to qualify for these funds for the ADA upgrade and renovation at our 689 handicap house located at 561 -563 Mass Ave. The initial phase looks good. C. Parker Manor insurance coverages, improvements and possible assessments Steve has asked Bill Kasper, the property manager for Parker Manor, to inquire about the replacement cost of Parker Manor in the event of an incident. The quote received was to increase by coverage by 1 million. The whole policy needs to be reviewed so it is clear to owners what the liability will be if an incident occurred. Steve is also reviewing assessments as to if they are considered capital projects. D. CFA approval for 4 handicap houses to be built at Greeley DHCD has approved funding in the amount of $300,000.00 in the form of a Contract for Financial Assistance (CFA) for the 4 ADA Accessible units to be constructed at Greeley Village. Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to accept the CFA in the amount of $300,000.00 for the 4 ADA Accessible units to be constructed at Greeley Village. The roll call vote was as follows: YEAS NAYS Melinda Walker NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang ABSTAIN ABSENT NONE Robert D. Peters E. Energy updates: refrigerators and lighting An energy audit was conducted by an outside firm. Some refrigerators older than 2000 are being replaced free of charge. A total of 78 are being replaced in the villages, 4 at the scattered sites and 2 at the handicap houses. Upon completion of this project, another assessment of thermostats and LED lighting will be done. We received a $1,000.00 rebate from National Grid for the 2 point of use hot water systems installed in building 5 Countryside as recommended by the ongoing energy audit. F. Werzalit siding discussion Vynebrooke Village was sided in 1998 with a composite siding known as Werzalit. There have been numerous problems with the siding as far as water leaks are concerned. Five years ago, the Werzalit Company offered 4 consecutive years of siding at no charge. Along with DHCD recommendation, the housing authority accepted the offer and our staff has been replacing the rotted Werzalit with the new. The problems still exist so Steve approached Werzalit to either furnish the last year of siding or offer a monetary payout. The housing authority has been offered $3,500.00 payable by 11/30/12. Steve is asking the Board to accept this offer so a different siding product can be purchased to side the back of the Vynebrooke buildings. The price of the new product can be supplemented by the Werzalit payout of $3,500.00. Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to accept payment from the Werzalit Company in the amount of $3,500.00 in lieu of the last year of replacement material. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Robert D. Peters Leo P. McSweeney Nicholas Santosuosso Weidong Wang 6. UNFINISHED BUSINESS Last spring a maintenance employee asked for his classification to be reviewed. After another evaluation by DLI, the rate came back lower. Steve recommends leaving the rate where it is and revisit in April 2013 when the new DLI rates are released. Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to leave the DLI rate as is and revisit in April 2013. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Robert D. Peters Leo P. McSweeney Nicholas Santosuosso Weidong Wang The Personnel Policy is being reviewed by the legal department of DHCD. As soon as it is approved, Steve will notify the Board. 7. NEW BUSINESS Melinda has a concern about things happening at the housing authority that Board members are unaware of. Although the Board should not get involved in personnel or tenant issues, she expressed her concern of not being informed when the police are involved or when someone from town approaches her about a matter at the housing authority that she is unaware of. She is concerned of the image of the Board. It is not her to desire to get involved; she would just like a heads up. Steve explained that the Board is not privy to the day to day operations of the housing authority. There have been instances where Steve and the staff have been criticized and he is unable to defend the housing authority because of the privacy of tenants. Steve spoke to Lori McBride, the DHCD Regional Attorney, regarding Public Comment. The housing authority monthly meetings are to conduct business. By inviting Public Comment, we may be in violation of the Open Meeting Law which states that all items to be discussed are on the Agenda. The housing authority has a policy in place for individuals wishing to put items on the Agenda. The policy states that an individual who wishes to have an item put on the Agenda must do so in writing 10 days prior to the meeting. The request will be reviewed by the Executive Director and Chair and at that time a determination will be made as to if the item is appropriate for the Agenda. Steve will write to the Attorney General also for clarification of the Open Meeting Law guidelines. 8. ADJOURNMENT 7:24 P.M. A true copy attest ........................... STEPHEN KEANE, SECRETARY