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Home My WebLink About2012-12-12-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING—DECEMBER 12, 2012 MINUTES 1 ROLL CALL The meeting was called to order by Chairman, Melinda Walker at 6 05 P M MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Melinda Walker NONE Steve Keane Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters 2 PUBLIC COMMENT There was no public comment offered at this meeting 3 MINUTES Approval of Minutes of Regular Meeting of November 14, 2012 Upon motion by Nicholas Santosuosso and seconded by Robert D Peters, the Board voted to approve the Minutes of the Regular Meeting of November 14, 2012, all members having received copies The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Leo P McSweeney NONE Melinda Walker NONE Nicholas Santosuosso Weidong Wang Robert D Peters 4 BILLS & CHECKS Approval of Bills and Checks paid in November 2012 NOVEMBER 2012 667-C/705-2 Check Numbers 7113 and 7114 REVOLVING FUND Check Numbers 11344 through 11400 067-1 & 3 Check Numbers 4154 and 4155 689-C MANAGEMENT Check Number 2178 PARKER MANOR Check Number 1968 BEDFORD STREET Check Number 1163 MRVP VOUCHER Check Numbers 2822, 2823, 2826, 2827 SECTION 8 Check Numbers 16241through 16270 and 16273 Upon motion by Robert D Peters and seconded by Leo P McSweeney, the Board voted to accept the Bills and Checks as presented for November 2012 The roll call vote was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters 5 EXECUTIVE DIRECTOR'S REPORT A LHA and Parker Financials (current and present) Steve reviewed the November LHA Financials with the Board for any concerns Upon motion by Leo P McSweeney and seconded by Nicholas Santosuosso, the Board voted to accept the November LHA Financials The roll call vote was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters The Parker Financials for November were not available at the time of the meeting At the last Board meeting there was a question regarding deposits and withdrawals of the Reserve Account The withdrawal amount of$15,750 00 was deposited into the Capital Replacement Reserve as required by law B M/V for any GV change orders and substantial completion The Community Room project is at substantial completion There are a few items that need to be done The contractor asked if the housing authority wanted to complete these items as the cost would be lower due to the mark up by the contractor 2 Upon motion by Leo P McSweeney and seconded by Robert D Peters, the Board voted to accept the certificate of substantial completion from Vareika Construction The roll call vote was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters Upon motion by Nicholas Santosuosso and seconded by Weidong Wang, the Board voted to accept the change order for a time extension from Vareika Construction The roll call vote was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters Upon motion by Nicholas Santosuosso and seconded by Weidong Wang, the Board voted to accept the change order from Vareika Construction allowing the housing authority to bill DHCD for extra costs, without markup, to complete the project The roll call vote was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters C Newsletter The housing authority used to have a quarterly newsletter published This has not been done for many years Steve approached the Board to see if there is an interest in publishing a quarterly newsletter again The annual price would be approximately $430 00 and an additional one time set up fee of$125 00 Steve suggested that the ESL class could translate under the direction of Ming The Board would also like a disclaimer on the newsletter that the housing authority will not be held responsible for misprints The Board asked Steve to send the information and template to them 3 Upon motion by Robert D Peters and seconded by Leo P McSweeney, the Board voted to start the production of a quarterly newsletter again for the annual price of approximately $430 00 and a onetime set up fee of$125 00 The roll call vote was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters D DHCD award letter Steve will be applying to CPC to replace the doors at Greeley Village in the amount of$190,000 00 Steve approached DHCD for additional funding for this project DHCD has agreed to give the housing authonty $18,000 00 in funding towards this project The Board commended Steve for this CPC always asks if additional funding was sought and Steve is happy to report that the housing authority will be receiving funding from DHCD E Lead Paint Certification Board members must certify annually that the housing authonty is in compliance with EPA and the Department of Public Health Lead Poisoning Prevention Control regulations regarding lead paint for all properties Lead information must be furnished to tenants upon move in and the paperwork in kept in the tenant file Upon recommendation by Steve, Board members signed the required annual lead compliance certification F M/V to execute Vvnebrooke water remediation contract with civil engineer Designer Selection approved Fred Russell as the civil engineer for the Vynebrooke water remediation project The contract with the engineer and DHCD needs to be executed by the Board and submitted Upon motion by Leo P McSweeney and seconded by Robert D Peters, the Board voted to execute the contract between DHCD and the civil engineer for the Vynebrooke water remediation project The roll call vote was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters 4 G All prosect updates The 13 first floor units at Countryside Village for bathtub replacements have been selected Residents who submitted a doctor's request were given first preference An assessment was done of all the tubs and ones that were in tough shape were given a priority also Steve was happy to report that all requests have been fulfilled Steve was at DHCD today for a meeting with Designer Selection The architect for the Greeley Village handicap unit project has been awarded to Studio G Architects The principal lives in Lexington The pole light at Countryside was just repaired Our maintenance staff dug the ditch for the licensed electrician to repair H M/V to proceed with FY14 Formula Funding protects Steve has been working on compiling the FY14 Formula Funding projects The Vynebrooke Village GFCI replacement project is of urgency and should be done as one of the first projects The housing authority also wants to replace the rear siding at Vynebrooke Village where the Werzalit once was The 2nd floor bath at the 689 handicap house at Forest Street needs to be replaced as well as the rear entrance retaining wall On the suggestion of Steve, the Board voted to table the FY14 Formula Funding project to the January meeting Steve has a conference call scheduled for the end of the week to discuss the order of the projects and make the necessary adjustments 6 UNFINISHED BUSINESS Steve attended the Parker Manor annual meeting He asked the property manager to add his items of concern to the agenda but he did not There are 3 items of concern that Steve has 1 ) Strong smell on the first floor Steve would like a mold test conducted so we may proceed accordingly 2 )Paint is peeling in the assigned storage areas Steve would like that lead paint test done so we can move forward towards repairs and have a letter of interim compliance issued for our file 3 )Insurance coverage The Parker Manor Board met on 11/26/12 Steve recorded this meeting Some of the previous conversation with the property manager was to have the insurance agent from Rodman Insurance provide the Board with copies of the current insurance policy and explain the coverage in detail Steve wanted to the Board to be aware of exactly what the policy covered and did not cover so reasonable decisions could be made This was not done, the agent came with his own agenda and took questions after a brief informational update The agent stated he believed the coverage was sufficient but without a formal appraisal, he could not guarantee Steve asked to have this insurance item added to the agenda for the January meeting for discussion 5 The Board did look at the peeling paint and mold smelling area There was a discussion about a vent Steve asked the property manager about the permit and electrician regarding the exterior fixtures The property manager stated that there was no permit and the electrician was not licensed Steve asked this matter be corrected Steve is still in complete disagreement with the assessment stating he believes this $85,000 00 project is a capital improvement expense Steve also reviewed the by-laws and questioned the 75%vote Steve also asked that this item be added to the January agenda Our DHCD rep stated that our Personnel Policy is still being reviewed There were some items that needed clarification 7 NEW BUSINESS 8 ADJOURNMENT 7 20 PM A true copy attest STEPHEN G KEANE, SECRETARY 6