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Home My WebLink About2013-05-08-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING —MAY 8, 2013 1. ROLL CALL MINUTES The meeting was called to order by Chairman, Robert D. Peters at 6:05 P.M. MEMBERS PRESENT Robert D. Peters Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker 2. PUBLIC COMMENT MEMBERS ABSENT NONE OTHERS PRESENT Steve Keane Kathy Kilroy Mike Ascolese Mike Richmond Dan McCabe Marcia Owens Camille Goodwin There was no public comment offered at this meeting. 3. MINUTES Approval of Minutes of Annual Meeting of April 10, 2013 Upon motion by Weidong Wang and seconded Leo P. McSweeney, the Board voted to approve the Minutes of the Annual Meeting of April 10, 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 Approval of Minutes of Regular Meeting of April 10, 2013 Upon motion by Nicholas Santosuosso and seconded by Weidong Wang, the Board voted to approve the Minutes of the Regular Meeting of April 10, 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 Approval of Minutes of Executive Session of April 10, 2013 Upon motion by Nicholas Santosuosso and seconded by Melinda Walker, the Board voted to approve the Minutes of the Executive Session of April 10, 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 April 2013 April 2013 667- C/705 -2 REVOLVING FUND 067 -1 & 3 689 -C MANAGEMENT Check Numbers 7125 through 7128 Check Numbers 11658 through 11713 Check Numbers 4164 through 4167 Check Number 2183 PARKER MANOR BEDFORD STREET MRVP VOUCHER Check Number 1973 Check Number 1168 Check Numbers 2843, 2847, 2848 Check Numbers 16405 through 16436 Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to accept the Bills and Checks as presented for April 2013. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso WeidongWang Melinda Walker ON EXECUTIVE DIRECTOR'S REPORT A. Board Vote to notify Town Clerk that the LHA will dispense with Regular Monthly Meetings for June, July and August. Special Meetings to be called if necessary Upon a motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to dispense with the regular Monthly Meetings for June, July and August, with Special Meetings to be called if necessary. 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 B. LHA and Parker Financials The Parker Financials were not available yet. The Board reviewed the LHA financials and requested a report of the last 3 years rent rolls. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board requested a three year rent roll comparison from the Fee Accountant. 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 Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to accept the LHA Financials. 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 C. Audit Proposals HUD requires and independent audit be conducted annually. We solicited 3 firms and received two RFP's: Ross & Company $5,250.00 Hurley, O'Neil & Company $7,760.00 We have been using John Ross for many years and we are very pleased with him. The pricing is for the next 3 fiscal years. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to accept the 3 year audit proposal in the amount of $5,250.00 from Ross & Company. 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. Proiect ubdates: Countryside_ Vvnebrooke_ Greeley Parker. Mass Ave The insulation crack sealing is almost complete at Countryside Village. 28 self - propelled roof turbine vents will be installed on the exterior buildings to cool off the attic areas. The next phase will be the boilers and hot water tanks replacements. All of this work is being done at no cost to the housing authority. Monotony Weatherization is scheduled to come out to do an assessment at Countryside Village to determine if there are any more available energy conservation measures that we may be eligible for. The new ADA picnic table donated by the Rotary Club is being enjoyed by many of the residents. The Rotary Club will try to appropriate funds for the same table to be donated to Greeley Village. The Countryside generator project will be going out to bid shortly at biddocsonline.com. The estimated construction cost is $50,000.00. The paving project will begin within the next few months. This project involves crack filling, sealcoating and line striping. The estimated cost for this project is under $10,000.00. The Vynebrooke Village Water Remediation Project bids have been received. The low bidder is Barrows Construction in the amount of $55,500.00. DHCD has reviewed the bids and determined that Barrows Construction is the lowest, most responsible bidder. We have also received excellent references for them. It was suggested to have the next Board meeting at Vynebrooke Village. Upon a motion by Weidong Wang and seconded by Leo P. McSweeney, the Board voted to accept the low bid of $55,500.00 from Barrows Construction for the Vynebrooke Village Water Remediation Project. 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 front stair tread replacement has been completed at Greeley Village by Mike Richmond. Some of the front hallways had gaps in some of the treads. This is a dramatic improvement and eliminates the safety hazard. LHA staff is currently working on eliminating walkway hazards by cutting out asphalt and repouring a concrete surface on the uneven walkways. This hazard funding was received from DHCD. The ADA Community Room Renovation Project is complete. The final Application for Payment #4 in the amount of $9,750.00 for the retain age is due. This payment is contingent on the DHCD construction supervisor approving the application to release payment. Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, The Board voted to accept the Certificate of Final Completion for the Greeley Village ADA Community Room Project in the amount of $9,750.00 for DHCD approval. 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 Steve met with the Planning Board and Commission on Disabilities regarding the Greeley Village 4 unit ADA Construction Project. We were given unanimous approval. We will continue to proceed as the architect finishes the engineering documents for DHCD to review. Our hope is to appear before the ZBA sometime in the next few months. As discussed at the last meeting, we have piggybacked with the Town of Lexington for the Greeley Village Paving Project. The LHA portion of the contract with D &R Contracting, Inc. is $129,099.00. Steve has drafted the contract for the Board to execute and approve. Upon a motion by Weidong Wang and seconded by Nicholas Santosuosso, the Board voted to execute the contract with D &R Contracting, Inc. in the amount of $129,099.00 for the LHA portion of repaving Greeley Village. 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 Steve also requested that the Board approve the processing of any change orders that should arise based on unit pricing listed in the original contract with one exception being the installation of a new man hole which is necessary for the new 4 unit construction project discussed earlier. The architect will inform LHA of the placement of the manholes before the paving project begins. It will be more cost effective to use D &R Contracting, Inc. The change orders anticipated are: #1 supply and install a manhole for the 4 new units before paving so as not to have to excavate the area after paving is compete #2 adding 4 new parking spaces to accommodate the 4 new units #3 line striping, numbering and placard the site as to conform to the local accessibility codes and legal requirements Any unforeseen conditions that may arise will be investigated and if determined to be in the best financial interest of the LHA, will be allowed by the Steve or the contract officer alternate which is Kathy, to ensure that the project will not be delayed. Upon a motion by Weidong Wang and seconded by Melinda Walker, the Board voted to accept the change orders per the above schedule. 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 Home Fund Project in the amount of $177,000.00 was unanimously approved by the Board of Selectmen. This project is for updating our handicap house at 561 -563 Mass Ave. Melinda also sent a great letter to the BOS stating the LHA Board fully supports this project. Steve will appear before the Historical Commission as required. The sewer line replacement at Parker Manor cost $58,000.00 to repair. Some of the funding came from the Roof Reserve account. The insurance company covered $10,000.00 of this repair. There is still not a signed management contract in place. Steve reached out to the trustees asking for Special Meeting to inquire about soliciting other management companies. The hallway refurbishment project has begun and the new windows have been ordered. Unison would like to purchase the cell tower located at Parker Manor. The management company is trying to negotiate this and come up with a figure. E. HUD Labor Standards Review The results from the HUD review found one finding. An incorrect wage rate was used by the architect. As Steve suggested, the training should be more enhanced on this subject. The housing authority will monitor wage rate determinations on all future projects. F. Tenant association meetings and events The Resident Advisory Board (RAB) at Countryside Village has been having their monthly required meetings and has also had many events. The office keeps copies of their meeting minutes and all notices. There have been meeting at Greeley Village but the minutes have not been submitted the office. There has been no activity at Vynebrooke Village. 6. UNFINISHED BUSINESS 7. NEW BUSINESS 8. ADJOURNMENT 7:30 PM into Executive Session. A true copy attest ........................... STEPHEN KEANE, SECRETARY