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HomeMy WebLinkAbout2013-02-13-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING — FEBRUARY 13, 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 Leo P. McSweeney Steve Keane 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 January 9, 2013 Upon motion Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to approve the Minutes of the Regular Meeting of January 9, 2013, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters 4. BILLS & CHECKS Approval of Bills and Checks paid in January 2013 January 2013 667- C /7n5 -? REVOLVING FUND 067 -1 & 3 Check Numbers 7118 and 7119 Check Numbers 11469 through 11534 Check Numbers 4159 and 4160 689 -C MANAGEMENT Check Number 2180 BEDFORD STREET PARKER MANOR MRVP VOUCHER SECTION 8 Check Number 1165 Check Number 1970 Check Numbers 2832, 2833, 2835 through 2837 Check Numbers 16308 through 16340 Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to accept the Bills and Checks as presented for January 2013. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters EXECUTIVE DIRECTOR'S REPORT A. LHA and Parker Financials The Board was given copies of the LHA and Parker Financials to review. Steve explained the MRVP vouchers being used at Judges Road. We only administer 3 active vouchers at this time although issued 10. Many years back, the property manager began to take Section 8 vouchers instead of MRVP. Steve is researching this now. There were no concerns regarding the Parker Financials. Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the Board voted to accept the LHA and Parker Financials. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters B. Project updates and approvals: Countryside, Greeley, Vynebrooke, Mass Ave, Formula Funding and CPC (Community Preservation Committee Countryside Village: The 13 bathtub conversion project is almost complete. Our maintenance staff will be doing the VCT floor adjustments including updating the original floor. There are 3 change orders from Varieka Construction: 1) The shower arm had to be lowered as a safety concern. Because 3 units had already been installed, the change order is in the amount of $485.00. The remaining 10 units will be installed at the new lower height. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to accept change order #1 from Varieka Construction in the amount of $485.00. The roll call vote was as follows. YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters 2.) The initial building department plumbing inspection requires a vacuum breaker on all 13 hand held units being installed. Change order # 2 is in the amount of $462.00. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to accept change order #2 from Varieka Construction in the amount of $462.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters 3.) Concrete was found around 2 drains poured right up to the waste line causing additional work for the plumber to remove the concrete. Change order #3 is in the amount of $456.00. Upon a motion by Nicholas Santosuosso and seconded by Weidong Wang, the Board voted to accept change order #3 from Varieka Construction in the amount of $456.00. The roll call vote was as follows: YEAS NAYS Melinda Walker NONE Nicholas Santosuosso Weidong Wang Robert D. Peters ABSTAIN ABSENT NONE Leo P. McSweeney Pending the architect review, the project will be at substantial completion Steve has solicited the required 20 year Physical Needs Assessment (PNA) and 504 3 Assessment from Nan McKay, Davis Square Architects and Richard Alvord Architects. One proposal in the amount of $6,193.75 was received from Richard Alvord Architects. Steve recommends approving this proposal as we have worked closely with this firm on many projects. Steve will then draft and sign the contract with the designer. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to accept the proposal from Richard Alvord Architects in the amount of $6,193.75 for the PNA and 504 Assessments. The roll call vote was as follows: YEAS NAYS Melinda Walker NONE Nicholas Santosuosso Weidong Wang Robert D. Peters ABSTAIN ABSENT NONE Leo P. McSweeney Steve has solicited 3 mechanical engineering firms for the Countryside Village generator project. These are due 3/1/13. The gas meter upgrade has been completed. As soon as the weather is better, they surveyor will be out. Greeley Village: Steve appeared before the Public Safety Department Board on 2/5/13. The variance application was reviewed and approved pending review by the full board as they did not have a quorum. The inspector that approved the lift testified on our behalf to recommend the variance be granted. Once this is received a final review will be done to correct any other punch list items to move towards final completion. The contract for Studio G Architects has been signed by DHCD. The formal kickoff meeting was held with DHCD and Studio G staff. The site survey is the next step. Vynebrooke Village: The Water Remediation project is at 95% submission. If no changes are needed, the first half of the project will go out to bid and the second half will be done by the end of summer. The surveyor has to access the basements to verify the placement of waste, water and electric lines as outlined in the blueprints. This will ensure that none of these lines will be compromised during the project. Mass Ave: The Home Funds Project is in the final documentation phase as required by HUD. Once complete, Steve will appear before the BOS for approval at a public hearing. Since the property is located in the East Lexington Historical District, Steve was required to meet the building commissioner to make sure we are keeping the property the same. A letter stating this will be included on the 4 required environmental review before appearing before the Conservation Department. Formula Funding: We are moving forward with our Formula Funding projects. Mike Richmond has been doing a great job at Tewksbury Street. Although we applied for funding for specific hazards from DHCD, we do not anticipate receiving all that we applied for due to an overwhelming response. Water heater replacement: We applied for a grant through ABCD (Action for Boston Community Development) for replacement of 39 energy efficient heat pump water heaters at both Greeley and Vynebrooke Village. The project cost is $194,600.00. ABCD prepares and reports all documents as well as pays the contactor directly. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to accept the proposal from ABCD for the replacement of 39 energy efficient water heaters for both Greeley and Vynebrooke Village and sign the Notice to Proceed. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Robert D. Peters CPC: The Community Preservation Committee has voted 9 -0 to approve our application for the Greeley Village front entrance door and doorbell project. C. Reform updates Both the Governor and Mass NAHRO have filed bills for public housing reform. The town officials in Lexington, as well as tenants, have been updated with information. Some of our tenants are very vocal about supporting the Mass NAHRO bill and have notified our state representatives. There is sure to be plenty of discussion over the next month's regarding this issue. D. Wi -Fi internet update The Wi -Fi has been installed in all the villages. We are currently working on changing the phone service as to save the housing authority additional money. E. Affordable Housing Development Last year Steve attended a meeting with the town regarding affordable housing and development in Lexington. A commitment was made to review our developments to see if there was further potential to develop. After consulting with the Conservation Department, it was determined that Greeley Village was the site that might have further potential. Ironically; we were invited by the Metro West Collaborative Development to attend the Thirteenth Annual Greater Boston Affordable Housing Competition, sponsored by CHAPA and the Federal Home Loan Bank of Boston. This involved Steve making a presentation, along with John Guibilo from DHCD, Steve Laferriere from Metro West Collaborative, and Robin Goldberg from Studio G Architects, making a 7 minute presentation about developing affordable housing at Greeley Village. 40 architectural students from area universities will decide which 3 top projects they can develop a plan for. It is our hope that our project will be chosen. F. Resident Advisory Board RAB) Annual Meeting The Annual Meeting was held 2/8/13. Steve reviewed the Capital Plan and current projects. The discussion also included regulations, tenant concerns, wants and needs. The meeting was very positive. Steve thanks the RAB Board, especially Marcia Owens and Audrey Deshler. 6. UNFINISHED BUSINESS The income report that the Board requested at the January meeting is pending. The office is working on compiling the information. 7. NEW BUSINESS The roof heat pump and emergency air coil have failed at Parker Manor unit #5. We have supplied our tenant with 2 electric heaters in the meantime. We have solicited pricing to repair. The quotes received were $6,100.00 and $8,350.00. As soon as the third quote is received a decision can be made and the repair will be made. A major sewer backup occurred over the weekend at Parker Manor at our unit #6 and also another non LHA owned unit. Our unit had to be disinfected as it was uninhabitable. Atlantic Drain was hired by the management company to scope the line. It was determined that 80 feet has to be dug up in front of the building to replace the crush and deteriorated waste pipe. The management company is in the process of soliciting estimates for the repair. It could cost upwards of $14,000.00. The management company is also cutting out wallboard to dry to wall and removing the carpet and replacing the vanity. The insurance adjuster was scheduled to go there today. Steve has been in contact with out tenant daily. They have stayed at a hotel 2 nights but would much rather stay in their unit. They requested reimbursement from the housing authority for one night. The Board agreed to reimburse the tenant for one night hotel stay. There is still no signed management contract for Parker Manor. We have paid the assessment. The first newsletter was done for February and we distributed this to the tenants. Kathy is working with the publishing company to change some of the layout so the May newsletter will be more of what we hoped the final product would be The maintenance staff if scheduled to attend the required Annual Blood Borne training on 2/20/13. Steve had a meeting with Action Inc. regarding replacing the boilers at Countryside Village with high efficiency boilers at no charge to the housing authority. They work in conjunction with ABCD to promote energy conservation. Our maintenance staff did a tremendous job with snow removal the weekend of the Blizzard. Both Mike Ascolese and Mike Richmond worked a few hours Friday night and all the staff, including Steve, worked both weekend days on snow removal. Steve, Mike A. and Mike R. all stayed at the villages overnight to make sure the fire lanes were kept clear. Both Steve and Marcia Owens praised the staff for doing such a great job keeping up with the storm. Steve attended two EOC meetings with the town. None of the housing authority properties lost power. However, the irrigation water meter at building #3 Countryside failed and sent water spraying everywhere, causing damage to the boiler, which shut the heat off. Our electrician and HVAC technician were called in to make the necessary repairs to restore heat again. We are working with our insurance agent now to make the claim so we can be reimbursed for a portion of the expenses less the deductible. 8. ADJOURNMENT 7:28 P.M. A true copy attest ........................... Stephen Keane, Executive Director