HomeMy WebLinkAbout2013-03-13-LHA-minLEXINGTON HOUSING AUTHORITY
REGULAR MEETING — MARCH 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 Nicholas Santosuosso Steve Keane
Leo P. McSweeney Robert D. Peters Dan McCabe
Weidong Wang Ted McCormack
Mike Ascolese, Jr.
Bill Landi
Mike Richmond
2. PUBLIC COMMENT
Dan McCabe gave an update on the Greeley Village tenants association. At the last
meeting 15 -16 tenants attended. A large number of attendee's do not speak English;
there is a large variety of languages. The association is working on having an
interpreter attend the meeting and to help translate the tenant association newsletter
and minutes.
Ted McCormack was glad to view his first full meeting. He met the Board briefly
when he first started.
3. MINUTES
Approval of Minutes of Regular Meeting of February 13, 2013
The Board requested that the name of the contractor for the Countryside Village
bathtub project, Varieka Construction, be included in the change order requisitions.
Steve also clarified the use of MRVP vouchers at Judges Road. The property manager
there began taking Section 8 vouchers, which should not have been done, instead of
MRVP vouchers. LHA has 6 inactive MRVP vouchers at this time. As soon as a
vacancy arises at Judges Road, the property manager will alert LHA so we can go to
our list to the next available MRVP applicant.
Upon motion by Weidong Wang and seconded by Leo P. McSweeney, the Board
voted to approve the Minutes of the Regular Meeting of February 13, 2013, all
members having received copies. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Leo P. McSweeney Robert D. Peters
Weidong Wang
4. BILLS & CHECKS
Approval of Bills and Checks paid in February 2013
Februa .
667- C/705 -2
REVOLVING FUND
067 -1 & 3
689 -C MANAGEMENT
BEDFORD STREET
Check Numbers 7120 through 7122
Check Numbers 11535 through 11597
Check Numbers 4161 and 4162
Check Number 2181
Check Number 1166
PARKER MANOR Check Number 1971
MRVP VOUCHER Check Numbers 2838 and 2839
SECTION 8 Check Numbers 16341 through 16372
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board
voted to accept the Bills and Checks as presented for February 2013. The roll call vote
was as follows:
YEAS NAYS
Melinda Walker NONE
Leo P. McSweeney
Weidong Wang
5. EXECUTIVE DIRECTOR'S REPORT
ABSTAIN ABSENT
NONE Nicholas Santosuosso
Robert D. Peters
A. LHA and Parker Financials
The Board was given copies of the current LHA and January Parker Financials,
as well as the LHA independent audit performed by Ross & Associates. There
were no findings this year.
The Parker Manor sewerage backup from last month has been cleaned up but the
issue is not fully resolved yet because it will involve digging and the ground is
still frozen. Our tenants are back in their unit.
Steve signed the Operating Subsidy Agreement from DHCD for FYI as
required.
ON
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board
voted to accept the current LHA Financials, the independent audit and the January
Parker Manor Financials. The roll call vote was as follows:
YEAS NAYS
Melinda Walker NONE
Leo P. McSweeney
Weidong Wang
ABSTAIN ABSENT
NONE Nicholas Santosuosso
Robert D. Peters
B. FY 15 Formula Funding, Health & Safety Initiative Award, CFA Amendment
$258,323.00
DHCD has approved funding in the amount of $258,323.00 in the form of a
Contract for Financial (CFA) for the FY15 Formula Funding. This amount
includes the Formula Funding amount of $241,214.00 and a Health and Safety
Award for Greeley Village in the amount of $17,109.00 for paving repair of
$9,888.00 and stair tread installation material of $7,221.00.
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board
voted to accept the CFA in the amount of $258,323.00. The roll call vote was as
follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Leo P. McSweeney Robert D. Peters
Weidong Wang
With approval from the town, LHA has partnered with their yearly paving bid that is due
sometime in April. Steve is working with the town's engineering department and
procurement officer. The initial approval to bid is estimated at $160,000.00 before any
softs costs.
C. MRVP- Renewal of Standard Contracts
The MRVP standard contracts must be renewed every 5 years. LHA administers
the program, including tenant eligibility, selection and reporting. DHCD requires
these contracts to be renewed so that the funding will be put in place.
D. NAHRO Conference Ad
The Annual NAHRO Conference is being held again in Hyannis. The price for a
full page ad is $125.00. As in all past years, the Board placed the full page ad.
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board
voted to place a full page Conference Ad in the amount of $125.00. The roll call vote
was as follows:
YEAS NAYS
Melinda Walker NONE
Leo P. McSweeney
Weidong Wang
E. Executive Director evaluation
ABSTAIN ABSENT
NONE Nicholas Santosuosso
Robert D. Peters
The Board asked to table this as there are 2 members not present this evening.
F. Project updates: Countryside, Greeley, Vynebrooke, Parker, Home Funds
We have a signed contract with Alvord Architects for the HUD Physical Needs
and 504 Assessments.
All shower units are installed at Countryside Village. Vareika Construction has
submitted a change order revision from $485.00 to $544.00 as the contractor
neglected to include markup on change order #1. This change order was to lower
the 3 shower heads that were installed and needed to be adjusted after concerns
from tenants.
Upon a motion by Weidong Wang and seconded by Leo P. McSweeney, the Board
voted to amend change order #1 from $485.00 to $544.00. This was approved but
not processed. The roll call vote was as follows:
YEAS NAYS
Melinda Walker NONE
Leo P. McSweeney
Weidong Wang
ABSTAIN ABSENT
NONE Nicholas Santosuosso
Robert D. Peters
Vareika Construction has also submitted a revised change order #3 from $456.00
to $1,594.00. The original change order was for removing concrete from 2 encased
drains. Vareika Construction now states there were 7 drains that were encased, not
2 as originally submitted. LHA is disputing this amount as we were not given
the opportunity to clarify the work that was done. This revision is pending.
Varieka Construction has submitted change order #4 in the amount of $468.00 for a
toilet flange that needed to be replaced. The plumber leaned on the toilet causing
the partially rusted flange to fail. Steve has asked Varieka Construction if they
would consider splitting the cost of this repair. Change order #4 is also pending.
Alvord Architects has submitted the Certificate for Substantial Completion with a
small punch list.
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board
voted to accept the Certificate of Substantial Completion from Vareika
Construction. The roll call vote was as follows:
YEAS NAYS
Melinda Walker NONE
Leo P. McSweeney
Weidong Wang
ABSTAIN ABSENT
NONE Nicholas Santosuosso
Robert D. Peters
The final Revised Submission for the Vynebrooke Village Water Remediation project
has been submitted to DHCD. We have the approval to go out to bid but Steve is
waiting for the formal letter to proceed.
The Greeley and Vynebrooke Village heat pump water heater replacement project is
on schedule. Steve anticipates this to be completed by the next Board meeting. There
are some condensation drain and venting issued that need clarification from the
plumbing department. The contractor, Victory Plumbing and Heating, is working with
the building department.
The positioning of the 4 new unit building at Greeley Village may look somewhat
unconventional but will have enormous savings in the future by utilizing passive solar
gain in the winter and shade in the summer. The test bores are scheduled in the next
few weeks to see if the location is acceptable. Steve has been in touch with the ZBA
and town counsel regarding permits in light of the new zoning changes included in
town meeting this year.
Another project is being done now at Vynebrooke Village. The front and rear hall
lighting is being replaced with energy efficient fluorescent fixtures, timers and
possible retrofit on the pole lights if funding is available and a cost saving solution
can be reached. This project is funded by Action for Boston Community
Development (ABCD) at no cost to LHA.
As Steve mentioned, the new sewerage line has not been installed at Parker Manor
yet. Also, there is still no signed contract with the property manager.
The Home Funds Project is scheduled to go before the BOS on 4/8/13 for formal
approval.
G. Contract Approvals
The low proposal for drafting the engineering documents and putting the project out
to bid for the Countryside Village generator project was Nangle Engineering in the
amount of $7,970.00. The estimated project cost is $50,000.00 to $60,000.00 plus
the engineering costs. The other proposal received was in the amount of $11,800.00
from 2020 Engineering. Victory Plumbing did not respond to the proposal as they
are unable to stamp engineering documents.
Included with these proposals is a quote from Nangle Engineering to install portable
generators at both Greeley and Vynebrooke Village, in the amount of $1,400.00. The
estimated cost for the portable generators is $25,000.00 to $35,000.00. This quote
will only be used if funding can be secured by DHCD.
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board
voted to accept Nangle Engineering as the low bidder of $7,970.00 for
document preparation and bidding of the Countryside Village generator and the
alternate bid of $1,400.00 for document preparation and bidding of the Greeley and
Vynebrooke Village generator project. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Leo P. McSweeney Robert D. Peters
Weidong Wang
H. Maintenance summer hours
This discussion is included in the Personnel Policy item in Unfinished Business.
6. UNFINISHED BUSINESS
As discussed at the February meeting, our maintenance staff did a tremendous job
with snow removal the weekend of the NEMO Blizzard. The Board discussed a
$50.00 stipend to each of the maintenance staff.
Upon a motion by Weidong Wang and seconded Leo P. McSweeney, the Board
voted to give each of the maintenance staff a $50.00 stipend for the tremendous job
last month with snow removal from the NEMO Blizzard. The roll call vote was as
follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Leo P. McSweeney Robert D. Peters
Weidong Wang
We received the Personnel Policy back from the legal department of DHCD with 4
changes they request we make.
• Conversion of sick time to personal time should be reviewed annually LHA
management and Board
• Inclusion of all employees subject to Drug Free Workplace, not just those paid
from federal funds
• Sexual Harassment policy should be headed as "Attachment #1"
• Sick leave buy back provision will only be effective for employees hired
before 2/15/13, new hires limited to maximum buy back benefit of 20% of
accrued sick time at retirement from LHA. In addition, the state share if this
buyout will be dictated by the proration of employee benefits between federal and
state funding applicable at the time of the expenditure.
Melinda asked to have a footer on each page with the DHCD approval date as there
were many copies of the policy distributed when the Board worked on editing many
months ago.
Steve also wanted to discuss summer maintenance hours with the Board. In all past
years, the maintenance staff began summer hours from the start of daylight savings
time until the end of daylight savings. This practice was allowed if all work was
being completed in a timely manner and the Personnel Policy rules and regulations
were being followed by all staff. If this was not being done, the hours would revert
back to the regular hours per the Executive Director. The maintenance hours are 8
hours per day from 8:00 A.M. to 4:30 P.M. Summer hours are 4 days per week from
7:00 A.M.to 4:30 P.M. and the remaining day from 7 A.M. to 11:00 A.M. This
allows staff to have a Friday or Monday afternoon off due to the rotating schedule
and there is always a maintenance staff member on the premises. However, there is
one staff member who prefers to start his day year round at 8:00 A.M. so he does not
participate in the summer hours.
This practice is not stated in the Personnel Policy. Steve discussed this with our
DHCD Asset Manager Marty Robb. Marty stated that this practice is entirely at the
discretion of the Executive Director but the Board should be aware of these hours
and offer any comments, although the Executive Director handles the day to day
operation of the agency and determines flex time. The Board asked if these hours are
done at other agencies. Steve said he could poll surrounding agencies. Another
practice that has always been followed is to close the agency a half day on the Friday
before a major holiday and Wednesday before Thanksgiving. DHCD suggested this
practice be halted as the Personnel Policy clearly states the holidays and allows
some unused sick days to be converted to personal days so any additional time off
should be taken as such. In past years this practice may have occasionally been done
but in light of recent issues regarding troubled agencies, this practice should be
stopped.
The office hours were discussed also. The office hours stated in the Personnel Policy
are Monday through Thursday from 8:15 A.M. to 4:30 P.M. and Friday from 8:30
A.M. to 12:30 P.M. If at any time the Executive Director feels the need to change
those hours it can be done also at his /her discretion.
The Board does not have an issue with these hours but feels very strongly that
DHCD should put in writing that the agency hours are the decision of the Executive
Director and the needs of the agency. Steve stated that the position of DHCD is that
the Executive Director runs the day to day operation of the agency which includes
staff hours.
After a lengthy discussion, it was decided to table the maintenance summer hours
until the next Board meeting so there is a full Board present.
7. NEW BUSINESS
As a reminder to the Board, the April 10, 2013 meeting is also the Annual Meeting
and the Public Hearing for the Agency Plan.
Mike Richmond successfully passed his building test. He now possesses an
Unrestricted Construction Supervisor License.
8. ADJOURNMENT 7:30 P.M.
A true copy attest ...........................
STEPHEN KEANE, SECRETARY