HomeMy WebLinkAbout2012-10-10-LHA-minLEXINGTON HOUSING AUTHORITY
REGULAR MEETING — OCTOBER 10, 2012
1. ROLL CALL
MINUTES
The meeting was called to order by Chairman, Melinda Walker at 6:10 P.M.
MEMBERS PRESENT
Melinda Walker
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Robert D. Peters
MEMBERS ABSENT
NONE
OTHERS PRESENT
Steve Keane
Jenna Milne
Camille Goodwin
Marcia Owens
Audrey Deshler
2. PUBLIC COMMENT
There was no public comment offered at this meeting.
3. MINUTES
Approval of Minutes of Regular Meeting of September 12, 2012
Upon a motion by Leo McSweeney and seconded by Weidong Wang, the Board
voted to approve the Minutes of the Regular Meeting of September 12, 2012, all
members having received copies. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE Robert D. Peters NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
4. BILLS & CHECKS
Approval of Bills and Checks paid in September 2012
September 2012
667- C/705 -2
REVOLVING FUND
067 -1 & 3
Check Numbers 7107 and 7108
Check Numbers 11210 through 11278
Check Numbers 4146 through 4150
689 -C MANAGEMENT Check Number 2176
PARKER MANOR
BEDFORD STREET
MRVP VOUCHER PROGRAM
SECTION 8
Check Number 1966
Check Number 1161
Check Numbers 2815, 2816, 2819, 2820
Check Numbers 16176 through 16209
Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board
voted to accept the Bills and Checks as presented for September 2012. 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
5. EXECUTIVE DIRECTOR'S REPORT
A. Budgets, LHA and Parker Financials
Jenna was in attendance to present the FY 2013 Budget. The state is allowing a
6.5% cap on non - utility expenses this year. The proposed budget includes a 5%
increase for Steve and a 2% increase for the administrative staff. Steve has
proposed that he will not accumulate any more comp time as of July 1, 2012, in
lieu of his increase. At a previous meeting, the Board voted to allow Steve to
accrue up to 4 comp hours weekly as he worked on Formula Funding.
The maintenance staff salary is dictated by the DLI rates that are published in
April of each year. Steve suggested to the Board that instead of the administrative
raise be retro to July 1, 2012, it be effective April 1, 2013 as to be on the same
schedule as the maintenance staff. The housing authority does not have input
regarding the maintenance rates as they are published by DLI. The Board
discussed this option and decided to keep the practice the same as it has been. The
Board feels strongly that the maintenance supervisor should be compensated at a
higher rate than those being supervised. Steve suggested this matter be discussed
after he completes employee evaluations in December.
Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the
Board voted to return the proposed budget for the maintenance staff to the
Executive Director for reconsideration with the understanding that the Board's
feeling is that the supervisory position ought be compensated at a rate higher than
those being supervised. 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
Upon motion by Robert D. Peters and seconded by Leo P. McSweeney, the
Board voted to approve a 5% increase for Steve and a 2% increase for the
administrative staff. Steve will no longer receive comp time for Formula
Funding as of July 1, 2012. 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
Jenna then reviewed each program. The federal program is in great shape. Section 8
and MRVP are both non owned programs, both programs break even with admin
reserve. Our Parker and Bedford programs are very small and in good shape also.
Our state program is at 20% reserve. Although weak, that is the average in the
industry. Maximum reserve is defined as one half of operating expenses.
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the
Board voted to approve the FY 2013 Budgets as presented. 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
Jenna's annual contract is up for renewal. Steve solicited 3 other Fee Accountants
but did not receive a response. The current monthly fee is $1,674.00. The
proposed increase is 2 %, which brings the monthly fee to $1,710.00. Jenna and Sean
are here one day a month and she is always available by phone or email.
Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the
Board voted to approve the Fee Accountant annual contract increase of 2 %. 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
The Board was given copies of the August Parker Financials for review.
B. Countryside Village Resident Advisory Board (RAB) election, results and updates
Marcia Owens and Audrey Deshler were in attendance this evening. Countryside
Village now has a formally elected Resident Advisory Board. Marcia is in the
process of speaking with junior and senior students from Lexington High School
to form a group to come in once a month to entertain residents. Some of these
students are bilingual which will be well received. Some other events planned at
Countryside Village include a pizza party at on 10/16/12 sponsored by the Clarke
Middle School and an ice cream social on 10/24/12 sponsored by the Golden
Living Center. These same events will be held at Greeley and Vynebrooke as
soon as the community room renovations are complete.
C. Update on Greeley and Vynebrooke Village Resident Associations and events
There are no formal associations yet at either Greeley or Vynebrooke. Well over a
year ago and a half ago, Steve gave the Mass Union website to a tenant at each
village. Steve has not received any feedback yet.
D. Project updates:
• Countryside —gas conversion, generator, bath tub
The gas conversion is complete. Approval has been received from National
Grid to go out to bid on the 150kw generator. The bids for the bathtub
replacements have been reviewed. The lowest bidder was disqualified because
of missing documents. The next low bid was Vareika Construction in the
amount of $73,700.00. Richard Alvord Architects has given a letter of support
to Vareika Construction as the next apparent low qualified bidder.
Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board
Voted to accept the low bid from Varieka Construction in the amount of
$73,700.00 for the Countryside Village bathtub replacement project. 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
• Greeley and Vynebrooke Accessibility project update
We are waiting for the town to sign off the permits and the state inspection of
the wheelchair lift. The elevator glass doors and closers need to be completed
and a punch list created. Residents have been updated as to the delay. Steve
will host a resident meeting at each village once the project is complete. The
anticipated completion date is 10/19/12. There is a change order in the amount
of $1,309.00 for Laracy Electric for additional work.
Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board
voted to accept the change order for the Laracy Electric in the amount of $1,309.00
for additional work. The roll call vote is as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Robert D. Peters
• Vynebrooke -water remediation
The civil engineer is in the submittal phase. LHA will be filing the required
documents with the Registry of Deeds. The anticipated bid date will be this
winter.
• Greeley -4 accessible unit update
We have received the CFA of $300,000.00 and the CPA grant in the amount
of $810,000.00. DHCD has assigned us an architect to work with LHA to
draft the RFS before going before the Designer Selection Board, hopefully
early winter.
• Mass Ave -Home Funds Project
The cost estimate has been revised to $150,000.00 to include more items the
Town Planner thought necessary after initial meeting. This revision is being
reviewed by the Town Manager.
• CPA application for Town Meeting
DHCD is scheduled to come out to do a cost estimate for a possible CPA door
replacement project at Greeley and Vynebrooke. The amount of the project
should be approximately $150,000.00.
• Formula Funding projects update
We continue to move forward with scheduled Formula Funding projects.
Once the Community Rooms are complete, Steve will schedule another
meeting with tenants to review the Formula Funding projects.
UNFINISHED BUSINESS
RCN Wi -Fi Update:
Steve is waiting for the signed contracts from RCN. The salesperson has been sick
and unable to drop them off. The cost to have Wi -Fi at each village will be
approximately $25.00 due to the courtesy agreement for dial up service we had in
place prior.
Public Comment information:
Steve spoke to the Attorney General Office regarding allowing Public Comment. It is
allowed as long as it does not involve day to day business, personnel, etc. Steve will
forward a copy of a case study he received for the AG office to the Board for review.
Parker Manor insurance assessment and update:
Steve requested to meet with an agent from Rodman Insurance regarding Parker
Manor insurance. The agent can't attend the meeting next week so Steve asked to
reschedule to the annual Parker meeting of 11/26112. Steve wants to review the
insurance coverage to make sure it is sufficient. The condo association holds the
master insurance. The housing authority insures the units from the studs in. The
tenants have renters insurance to cover personal property. Steve will bring up the
assessment issue at next week's meeting. Steve's opinion is that this is a capital
expense and all unit owners should be involved. Also, a formal Capital Assessment
should be done with a 10 or 20 year Capital Plan put in place. The Board agreed to
table the assessment discussion until the November meeting.
Public Housing Reform update:
A committee has been formed charged with Public Housing Reform proposing
that housing authorities with fewer than 250 state units be consolidated. This could
result in a 15 member Board overseeing 5,000 units in a centralized office. LHA
would not be affected but this unit count if federal units and Section 8 are included in
this. There has been much push back from cities and towns as well as authorities.
Housing authorities would not be able to provide the level of service and the personal
touch if there were a centralized office.
6. NEW BUSINESS
7. ADJOURNMENT: 7:30 P.M.
A true copy attest ...........................
STEPHEN KEANE, SECRETARY