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HomeMy WebLinkAbout2012-11-14-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING — NOVEMBER 14, 2012 MINUTES 1. ROLL CALL The meeting was called to order by Vice Chairman Leo P. McSweeney at 6:05 P.M. MEMBERS PRESENT Leo P. McSweeney Nicholas Santosuosso Robert D. Peters MEMBERS ABSENT Melinda Walker Weidong Wang OTHERS PRESENT Steve Keane Mike Ascolese, Jr. Dan McCabe 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 October 10, 2012 Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to approve the Minutes of the Regular Meeting of October 10, 2012, all members having received copies. The roll call vote was as follows: YEAS NAYS Leo P. McSweeney NONE Nicholas Santosuosso Robert D. Peters ABSTAIN ABSENT NONE Melinda Walker Weidong Wang 4. BILLS & CHECKS Approval of Bills and Checks paid in October 2012 October 2012 667- C /7n5 -? 067 -1 &3 REVOLVING FUND 689 -C MANAGEMENT PARKER MANOR BEDFORD STREET Check Numbers 7110 through 7112 Check Numbers 4151 through 4153 Check Numbers 11279 through 11343 Check Number 2177 Check Number 1967 Check Number 1162 MRVP VOUCHER Check Numbers 2821 and 2825 SECTION 8 Check Numbers 16210 through 16240 Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the Board voted to accept the Bills and Checks as presented for October 2012. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Melinda Walker Nicholas Santosuosso Weidong Wang Robert D. Peters 4. EXECUTIVE DIRECTOR'S REPORT A. Photo for Annual Town Rebort Dave Tabeling took the photo for the report. B. CV RAB update from Marcia and Audrey miscellaneous tenant oruanization reports and scheduled events Marcia's update was very positive. On 11/14/12 a group of high school students from the Connect Club came to the gathering at Countryside. The students decided to have a large round table discussion. Some of the students are bilingual so it turned out to be a fun event with participation from all, lasting much longer than most events where guests just eat and leave shortly afterwards. On 12/14/12 a Friendship Tree Trimming Party is planned with residents and the Connect Club. All participants are invited to donate an ornament of their choice. The association meets the first Monday of each month. The meeting is open to all. Marcia went on to say that she knows the association is working since tenants come to see or call her with concerns. It has become a very tight knit community. The Board commended Marcia, Audrey and the association. Steve went on to say that the association has opened a checking account and has been following the by -laws. Our state villages have yet to form associations. Dan McCabe from Greeley Village stated that the first meeting there had 17 in attendance. Dan stated that he is trying to ask other residents of they are interested because due to illness and other issues that have come up, he was unable to organize another meeting. Steve suggested that after the first of the new year, the housing authority poll residents of both Greeley and Vynebrooke to see if there is any interest again in forming an association. The Board also agreed. An ice cream social was held at Countryside. Now that the community room construction is completed, the ice cream social will be scheduled at both Greeley and Vynebrooke. C. LHA Financials, Parker Financials & Budget The Board was given copies of the LHA financials for review. The October financials for Parker were not available as of the meeting. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to accept October LHA Financials. The roll call vote was as follows: YEAS NAYS Leo P. McSweeney NONE Nicholas Santosuosso Robert D. Peters ABSTAIN ABSENT NONE Melinda Walker Weidong Wang D. NAHRO Conference Ad The NAHRO Fall Conference is being December 2 -4 in Westborough. The housing authority usually places a full page ad in the booklet at a cost of $100.00. The Board agreed to place the ad this year as always done in prior years. E. Truck disposition At the May 2012 meeting, the Board voted to donate the 2000 Chevy truck to Minuteman Technical High School for instructional purposes as the vehicle is not roadworthy. The school can't accept the truck at this time. The Disposition Policy of the housing authority states that if the value is under $500, a sale can be negotiated on the open market after an informal inquiry. Steve has contacted John Carroll Salvage along with 2 other salvage companies. He received a prices from $250 -$400. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted salvage the truck according to the rules and regulations in the Disposition Policy. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Melinda Walker Nicholas Santosuosso Weidong Wang Robert D. Peters F. Training Programs LABB/ROCA The housing authority is required by HUD to follow Section 3 requirements for federal projects. This involves hiring low income employees. Last year we used ROCA to paint some apartments. ROCA is a training program sanctioned through the Commonwealth of Massachusetts. They do not have to pay the prevailing wage. Steve has met with Tim Peterson from the LABB program and he can offer similar. Tim has a few students who would be able to participate, one in particular, who excels in painting and janitorial duties. Steve was able to budget for this program in the current fiscal year. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to have Steve initiate hiring a LABB student for possibly one day a week, with supervision from Tim Peterson, to fulfill our Section 3 requirement. The roll call vote was as follows: Leo P. McSweeney NONE Nicholas Santosuosso Robert D. Peters NONE Melinda Walker Weidong Wang G. SEMAP Score Our SEMAP score was 100 this year. We continue to be a High Performer. H. CPC Application Steve has applied to CPC for front entrance door replacements and install doorbells at Greeley Village in the amount of $190,734.00. Steve has also petitioned DHCD for participation in funding some of this project and is hoping for a 15 -20% commitment letter from DHCD. I. Project updates: • GV /VV Community Room The Community Rooms are open. The project is under substantial completion and a punch list has been generated. We are just waiting for a variance from the elevator company for the hoist way. • CV bathtubs We have received the contract documents from Vareika Construction in the amount of $73,700.00 for the Countryside Village bathtub replacement project. The contract needs to be executed by the housing authority. In lieu of the chairman's absence this evening, Steve can sign because he is the contract officer. Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the Board voted to have Steve execute the Vareika Construction contract 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 Leo P. McSweeney NONE NONE Melinda Walker Nicholas Santosuosso Weidong Wang Robert D. Peters • RCN The housing authority provides a phone in the community rooms but calls are limited to local access of touching towns. The installation of the RCN Wi -Fi also includes basic cable and a phone line therefore we will disconnect the payphones at a savings to the housing authority. The housing authority is not providing computers, just the Wi -Fi access. The password will be distributed to the tenants so they can use their laptops in the community room with internet access. • VV Water Remediation Project The civil engineer is at the submittal phase with DHCD. This process will take a few months. We anticipate the project to go out for bid early this winter as it is easier to dig when the ground is frozen rather than the wet spring. • Home Funds Project The project has been approved by the Town Manager and is slated to go before the Board of Selectman on 12/2/12. This project includes an ADA upgrade and renovation to our 689 handicap house located at 561 -563 Mass Ave. • Formula Funding We are moving right on track with Formula Funding for year 2. Some of the projects that have been completed include new stove and refrigerators at Greeley Village as well as carpet replacement in the Community Room, lot resurfacing at Vynebrooke Village and rubber roofs over building entrances, fire alarm panel replacement at our 689 handicap houses and an electrical panel upgrade at our state family house on Wood Street. J. Board vote for DHCD approval to purchase 2 sets of cabinets for GV /VV in lieu of savings credited by LHA cabinets year 2 Formula Funding When the Formula Funding began, the housing authority met with tenants and explained that a few sets of cabinets would be replaced. Steve would like to purchase 2 sets of cabinets for each state village with the savings credited from year 2 Formula Funding. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to write a letter to DHCD asking for approval of the purchase of 2 sets of cabinets for each state village with the savings credited from year 2 Formula Funding. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Melinda Walker Nicholas Santosuosso Weidong Wang Robert D. Peters UNFINISHED BUSINESS The Parker Manor insurance assessment was tabled from the October Board meeting. As Steve stated, his opinion is that the improvements are a capital expense and all unit owners should be involved. He brought this issue up at the last Parker Manor Board meeting. His concerns were not included in the minutes from that meeting so he will tape the next meeting. The property manager drafted those minutes. Steve's opinion is that this is a conflict of interest and they should discuss hiring an individual to draft the minutes. There is a lead paint and water seepage issue that needs to be addressed. These are health and safety violations. As trustees of the Parker Condo Association, it is the responsibility to move forward with projects to the property does not become further deteriorated. Steve has suggested a full comprehensive review of the property so all owners will have full knowledge of the property and a plan can be developed moving forward. The Board reviewed the Parker Manor September financials as the October financials were not posted. The Board had questions regarding the Reserve Account withdrawals and deposits. Steve will clarify these questions at the December meeting. 6. NEW BUSINESS 7. ADJOURNMENT: 7:30 P.M. A true copy attest ........................... STEPHEN KEANE, SECRETARY