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Home My WebLink About2013-04-10-LHA-min (Regular) LEXINGTON HOUSING AUTHORITY REGULAR MEETING—APRIL 10, 2013 MINUTES 1 ROLL CALL 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 Dan McCabe Nicholas Santosuosso Ted McCormack Weidong Wang Mike Ascolese Melinda Walker Bill Landi Mike Richmond 2 PUBLIC COMMENT 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 ABSTAIN ABSENT Robert D Peters NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker 4 BILLS & CHECKS Approval of Bills and Checks paid in March 2013 March 2013 667-C/705-2 Check Numbers 7123 and 7124 REVOLVING FUND Check Numbers 11598 through 11657 067-1 & 3 Check Number 4163 689-C MANAGEMENT Check Number 2182 PARKER MANOR Check Number 1972 BEDFORD STREET Check Number 1167 MRVP VOUCHER 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 2 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 ABSTAIN ABSENT Robert D Peters NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker 3 D Home Funds letter to BOS and Proiect 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 YEAS NAYS ABSTAIN ABSENT Robert D Peters NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker G Proiect updates Countryside Vvnebrooke 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 ABSTAIN ABSENT Robert D Peters NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker 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 ABSTAIN ABSENT Robert D Peters NONE NONE NONE Leo P McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker 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 6 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 7