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Home My WebLink About2013-01-09-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING—JANUARY 9, 2013 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 NONE Steve Keane Leo P McSweeney Camille Goodwin Nicholas Santosuosso Mike Richmond 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 December 12, 2012 Upon motion by Nicholas Santosuosso and seconded by Robert D Peters, the Board voted to approve the Minutes of the Regular Meeting of December 12, 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 December 2012 December 2012 667-C/705-2 Check Numbers 7115 through 7117 REVOLVING FUND Check Numbers 11401 through 11464 067-1 & 3 Check Numbers 4156 through 4158 689-C MANAGEMENT Check Number 2179 PARKER MANOR Check Number 1969 BEDFORD STREET Check Number 1164 MRVP VOUCHER PROGRAM Check Numbers 2828 through 2831 and 2834 SECTION 8 Check Numbers 16274 through 16307 Upon motion by Leo P McSweeney and seconded by Robert D Peters, the Board voted to accept the Bills and Checks as presented for December 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 DIRECTORS REPORT A LHA and Parker Financials The Parker Financials were not available at the time of the meetings Steve reviewed the LHA Financials with the Board Some line items are over budget at this time because of the prorated amounts Steve explained to the Board that rents are not as high as they were in prior years This is partly due to the diverse population residing in our units The Board requested Steve compile a report for the last 10 years of income so rents can be analyzed Steve will start the process by pulling the 2010 Census data and presenting a progress report at the next meeting Upon motion by Robert D Peters and seconded by Leo P McSweeney, the Board voted to accept the LHA Financials for December 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 2 B Schedule of Positions and Compensation Form Housing authority Boards are required to approve and submit this DHCD form annually This information is reported in our budgets also DHCD is requiring that contact information for the Board be posted Board information, including email address, has been posted on our front door C Proi ect updates Countryside Village The housing authority is waiting for the gas company to change the meter and also for the survey company There is a 30' easement in the rear of building #2 that we do not want to put the generator on Once these two items are complete, an engineer will be hired to draft bid specifications to put out to bid Building permits have been obtained by Vareika Construction to start the bathtub replacement project As soon as a shower unit comes in, a sample installation will be completed for review before moving forward Vvnebrooke Village DHCD is still in the review process for the water remediation project Thermostats are scheduled to be replaced under the Energy Fuel Assistance Program, at no cost to the housing authority,just as they were recently replaced at Greeley Village Greeley Village Minor adjustments are being made before the Community Room project can be fully signed off A variance hearing is scheduled for 2/5/13 Final completion will be pending the meeting outcome Designer Selection has chosen Studio G as the architect for the 4 unit construction project The contracts need to be executed and submitted to DHCD for the architectural amount of$120,000 00 Upon motion by Robert D Peters and seconded by Weidong Wang, the Board voted to accept the Studio G contract in the amount of$120,000 00 to submit to DHCD The roll call was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters Greeley and Vvnebrooke Villages Steve has applied to the Energy Fuel Assistance Program to have 39 water heaters at the state villages replaced with energy efficient heat pumps units DHCD has authorized procurement of a structural engineer to assess the 11 second floor landings that will house the units to see if we qualify for the project 3 Home Funds 561-563 Mass Ave is located in the East Lexington Historical District LHA is scheduled for a meeting with the Historical Commission in March so we may present the project with photos and proposed exterior construction D Association updates of all villages The RAB (Resident Advisory Board) at Countryside Village is moving along well The required monthly meeting is scheduled the beginning of every month The minutes are then submitted to Steve with any questions for him to address Dan McCabe held a meeting at Greeley Village A dozen tenants participated They were not successful in forming a leadership group or forming a governing body He will forward the minutes to Steve as soon as possible Copies of the by- laws and the Mass Union website were also given to Dan so the process of forming a tenant organization can begin There is no interest at Vynebrooke Village of forming a tenant organization 6 UNFINISHED BUSINESS Lexington Housing Authority must re-apply for AIMM (Accelerated Independent Modernization and Management) status As an AIIVIM designee, we are allowed to request 13% admin fee for Formula Funding projects The normal limit is 10% Upon motion by Leo P McSweeney and seconded by Robert D Peters, the Board voted to approve the housing authority re-apply for AIMM status The roll call was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters Steve reviewed the Formula Funding projects being applied for The total application is for $237,335 00 although we anticipate $180,000 00 The projects include Vvnebrooke GFCI installation in bathrooms, replacing the siding, gutter removal, replace soffit, fascia and corner cladding Forest St remodel 2nd floor bathroom, repair rear basement entrance, repoint chimney Hill &Tewksbury St replace front and side doors A lot of work has been done at Greeley Village Most of what is being applied for now concentrates on Vynebrooke Village We also have applied for possible hazard funding from DHCD for paving, rotted tree removal and interior hallway stair tread 4 replacement at Greeley Village The Mass Ave kitchen replacement is moving forward with Home Funds The water heater replacement is moving forward pending the outcome of the application for Energy Fuel Assistance There is additional funding that should offset the remaining of the total amount needed to proceed with Priority 1 projects pending DHCD approval Upon motion by Nicholas Santosuosso and seconded by Leo P McSweeney, the Board voted to accept the proposed projects and allow Steve to redirect any other projects, based on our assessment priorities, to move forward as planned based on funding availability and DHCD approval The roll call was as follows YEAS NAYS ABSTAIN AB SENT Melinda Walker NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Robert D Peters Steve attended the Parker Manor Board meeting on 1/7/13 The housing authonty abstained from voting on the assessment and budget as there is no current management contract in place The housing authonty asked the Parker Board to follow Roberts Rules regarding meetings and procedures If the housing authonty moved to block the assessment, it would require legal counsel and possible court action The LHA Board felt we should not dispute the assessment 7 NEW BUSINESS 8 ADJOURNMENT 7 30 A true copy attest STEPHEN KEANE, SECRETARY 5