HomeMy WebLinkAbout2013-04-10-LHA-min (Regular)LEXINGTON HOUSING AUTHORITY
REGULAR MEETING — APRIL 10, 2013
1. ROLL CALL
MINUTES
The meeting was called to order by Chairman Robert D. Peters at 6:15 P.M.
MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT
Robert D. Peters NONE Steve Keane
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
2. PUBLIC COMMENT
Dan McCabe
Ted McCormack
Mike Ascolese
Bill Landi
Mike Richmond
Dan McCabe stated that last weekend 2 or 3 buildings at Greeley went without water
for the entire weekend. Tenants called the answering service and were told that they
would not have water until Monday. Dan stated this is not acceptable to the tenants
and the new water heaters need to be attended to.
Point of clarification: it was noted later in the meeting that there was no HOT
water in those buildings but there was water. Please see page 5 project
discussion.
3. MINUTES
Approval of Minutes of Regular Meeting of March 13, 2013
Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the
Board voted to approve the Minutes of the Regular Meeting of March 13, 2013, all
members having received copies. The roll call vote was as follows:
YEAS NAYS
Robert D. Peters NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
ABSTAIN ABSENT
NONE NONE
4. BILLS & CHECKS
Approval of Bills and Checks paid in March 2013
March 2013
667- C/705 -2
REVOLVING FUND
689 -C MANAGEMENT
PARKER MANOR
BEDFORD STREET
MRVP VOUCHER
Check Numbers 7123 and 7124
Check Numbers 11598 through 11657
Check Number 4163
Check Number 2182
Check Number 1972
Check Number 1167
Check Numbers 2840 through 2842
SECTION 8 Check Numbers 16373 through 16404
Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the
Board voted to accept the Bills and Checks as presented for March 2013. The roll call
vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Robert D. Peters NONE NONE NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
5. EXECUTIVE DIRECTOR'S REPORT
A. Public Hearing for Agency Plan
The Executive Director requested that the Board adjourn to the Public Hearing
for the Agency Plan.
Upon a motion by Melinda Walker and seconded by Leo P. McSweeney, the
Board voted to adjourn to the Public Hearing for the Agency Plan. The roll call
vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Robert D. Peters NONE NONE NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
ON
Tonight is the Public Hearing for the Agency Plan. Steve attended the Resident Advisory
Board meeting on 1/18/13 to review the projects planned for the federal developments.
Capital items planned include tub and bathroom items for both Countryside and Scattered
Sites, also interior door replacement for the Scattered Sites. Regular budgeted items
include sealcoating, crack sealing, line striping, boilers, hot water tanks, generator,
insulation, thermostats, hallway lighting, office and unit carpeting.
Steve opened the meeting up for Public Comment and none was offered. The Public
Hearing was then closed and the Board reconvened to the Regular Meeting.
Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the
Board voted to approve the FY 14 Agency Plan as presented. The roll call
vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Robert D. Peters NONE NONE NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
B. LHA and Parker Financials
The Board was given copies of the Financials for review. In the future, there
will only be one copy for the entire Board to review. There was an in -depth
review and discussion regarding the financials as presented.
C. NAHRO Legal Fund donation
MassNAHRO recently authorized the reactivation of the MassNAHRO Legal
Fund to pool resources for several legal initiatives undertaken on behalf of the
membership. MassNAHRO has requested that housing authorities consider
donating $1.00 for each unit of public housing up to a maximum of half the
agency annual dues.
Upon a motion by Nicholas Santosuosso and seconded by Weidong Wang, the
Board voted to approve a donation in the amount of $244.00 to the MassNAHRO
Legal Fund. The roll call vote was as follows:
YEAS NAYS
Robert D. Peters NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
ABSTAIN ABSENT
NONE NONE
D. Home Funds letter to BOS and Project update
Melinda wrote a great letter to the Board of Selectmen in favor of the Home
Funds Project for Mass Ave. The Public Hearing was scheduled for 4/8/13 but
has to be postponed until May because it was not published in the paper in time
to post the public hearing in accordance with the Open Meeting Laws. The
Board thanked Melinda for her well done letter.
E. PHAS Score
Our PHAS score was 100. This score was done annually in the past but because
LHA is a High Performer, the score is done every other year.
F. DLI rates
The new DLI (Department of Labor and Industry) rates as of 4/1/13 have been
posted. The housing authority is mandated to accept these rates. If the impact of
the new salaries affects the budget, maintenance hours may have to be reduced
or a possible lay off. Steve will monitor this on a quarterly basis and discuss
with Jenna.
Upon a motion by Leo P. McSweeney and seconded by Melinda Walker, the
Board voted to approve new DLI rates as of 4/1/13. The roll call vote was
as follows:
VF AC NAVC ARCTAM ARCFNT
Robert D. Peters NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
NONE NONE
G. Projectupdates: Countryside, Vynebrooke, Greeley, Parker, CPA
The Countryside Village Bathtub Project is at substantial completion. Our
architect has approved the Application For Payment #1 in the amount of
$66,330.00 from Vareika Construction.
Upon a motion by Melinda Walker and seconded by Nicholas Santosuosso, the
Board voted to release payment to Vareika Construction in the amount of $66,330.00 for
Application for Payment #1. The roll call vote was as follows:
YEAS NAYS
Robert D. Peters NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
ABSTAIN ABSENT
NONE NONE
4
The architect has also approved the 4 change orders from Vareika Construction for the
Countryside Village bathtub project in the amount of $2,271.00. These change orders
included installation of vacuum breakers as required by the plumbing inspector, removal
of concrete to access the drains, replacing broken toilet flange and lowering shower
heads. These change orders were remitted previously but revised after discussion. This
new amount is the total change orders for the entire project.
Upon a motion by Melinda Walker and seconded by Nicholas Santosuosso, the
Board voted to approve payment of change orders 1 -4 in the amount of $2,271.00 to
Vareika Construction. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Robert D. Peters NONE NONE NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
The mechanical engineer is in the process of drafting bid documents for the Countryside
Village Generator Project.
We are in the middle of the Physical Needs and 504 Assessment and also the second
phase of the Countryside Bathtub Project. This project is moving slowly as additional
language may come from HUD.
The Vynebrooke Village Water Remediation project publications were listed last week.
The bid due date is 5/1/13.
The Greeley and Vynebrooke water heater replacement project is complete. We continue
to monitor the water heaters and adjust as needed. As stated during Public Comment a
few of the tanks have malfunctioned resulting in no hot water. There was always water to
the buildings. The plumber and supplier are working on correcting that issue. Some of the
problem occurs when tenants hand wash laundry; therefore using up the hot water.
The CPC Greeley Village Front Door Project was approved at town meeting on 4/8/13.
As soon as we receive the formal grant from the town, we will proceed and ask DHCD to
appoint an architect through the Designer Selection Board as the project is under
$200,000.00.
Steve attended a meeting for the Greeley Village Accessible Unit Project. Many
individuals from the town attended; the design review team, Studio G Architects and
members from the following town boards: Planning, Fire, Engineering, ZBA and Board
of Health. The meeting was positive and we will proceed with the special permitting
process. The design of the building is contemporary using passive solar, resulting in a 50-
80% energy savings.
5
We are scheduled to go out to bid with the town for the Greeley Village Paving Project.
This project involves grinding the existing pavement, resetting the manhole and adding a
few new spaces. We are coordinating the installation of the new manhole for the sewer
line with our engineer from Studio G Architects and the Town Engineer John Livsey
before the paving begins.
H. HUD review
Our HUD review was completed on 3/28/13. Contract documents and wage
rates were audited. There are 2 different wage rates that must be in effect for
contractors; Davis Bacon and the State Prevailing wage. There are also 4
different categories of these rates: residential, building, site and heavy. Steve
suggested that the next Davis Bacon training is enhanced on this portion of the
training so all authorities and contractors are aware.
The HUD auditor was here for the day. The housing authority documents were
all in order and the review was more than satisfactory. Both Steve and HUD
were pleased with the outcome and the attention brought to 4 different Davis
Bacon classifications.
I. GASB 45 contract
Housing authorities are now required to have a GASB (Government Accounting
Standards Board) 45 study performed for postretirement health and welfare
benefit services for current and future retirees, to ensure that the housing
authority sets aside funding for these benefits.
AON Hewitt quoted the price of $3,000.00 to perform this study. They are the
same company we had do our initial study. Other quotes receive were much
higher.
Upon a motion by Weidong Wang and seconded by Melinda Walker, the
Board voted to accept the proposal from AON Hewitt in the amount of $3,000.00 to
perform the GASB 45 study for FY 13. The roll call vote was as follows:
YEAS NAYS
Robert D. Peters NONE
Leo P. McSweeney
Nicholas Santosuosso
Weidong Wang
Melinda Walker
ABSTAIN ABSENT
NONE NONE
6. UNFINISHED BUSINESS
The Executive Director review was done in Executive Session.
The discussion of maintenance summer hours was tabled from last month because a
full Board was not present. Steve polled surrounding agencies for their hours. Of the
sixteen agencies polled, 5 of them allow flex hours in the summer. After a Board
rr
discussion, it was decided that maintenance flex hours will begin 4/22/13 and end the
second week of September, or as determined by the Executive Director, with the
condition that all work, including apartment turnovers, are completed in a timely
fashion and all policies and procedures are followed.
7. NEW BUSINESS
8. ADJOURNMENT 7:30 P.M. into Executive Session.
A true copy attest ...........................
STEPHEN KEANE, SECRETARY