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HomeMy WebLinkAbout2013-07-31-LHA-min LEXINGTON HOUSING AUTHORITY SPECIAL MEETING—JULY 31, 2013 MINUTES 1 ROLL CALL The meeting was called to order by Chairman Robert D Peters at 6 05 P M MEMBERS PRESENT MEMBERS AB SENT OTHERS PRESENT Robert D Peters Nicholas Santosuosso Steve Keane Leo P McSweeney Weidong Wang Melinda Walker 2 EXECUTIVE DIRECTORS REPORT A Contract review and award The bid opening for the Countryside Village bathtub replacement was today The low bidder has been disqualified due to the required HUD form 5369-A was not completed The next lowest bidder is L&L Contracting, Inc The architect was here this afternoon and completed the reference checks Steve scanned the documents to the contractor and we now have the signed contract and a vote of authorization Upon a motion by Leo P McSweeney and seconded by Melinda Walker, the Board voted to award the contract in the amount of$68,100 00 to L&L Contracting, Inc for the Countryside Village bathtub renovation project The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Robert D Peters NONE Weidong Wang Nicholas Santosuosso Leo P McSweeney Melinda Walker B Procurement Policy review and establish a Procurement Committee Steve recently attended two HUD traimngs and he has determined that a revision must be made to our current Procurement Policy regarding professional exempt services as State and Federal guidelines differ The revision will require Federal procurements for professional services, currently exempt under Massachusetts Chapter 7 statues, be procured using a formal RFP or RFQ LHA will publicly advertise to be in compliance with 24 CFR 85 36 Federal regulations The proposals will be reviewed by a newly formed Procurement Committee, consisting of at least 3 qualified individuals, appointed by the Board The committee will develop written evaluations for the Board for review and contract award Upon a motion by Leo P McSweeney and seconded by Weidong Wang, the Board voted to approve the Procurement Policy revision as stated above The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Robert D Peters NONE NONE Nicholas Santosuosso Leo P McSweeney Weidong Wang Melinda Walker After Board discussion it was decided to appoint Steve, Kathy and Pat, with Carol as the alternate, to the Procurement Committee Upon a motion by Leo P McSweeney and seconded by Weidong Wang, the Board voted to approve the appointments to the committee The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Robert D Peters NONE NONE Nicholas Santosuosso Leo P McSweeney Weidong Wang Melinda Walker C Proi ect updates VV, CV, GV, HILAPP, Home Funds The Vynebrooke Village Water Remediation project has been very slow moving due to the wet spring A pre-construction meeting will be scheduled with the Conservation Department in the very near future A Notice to Proceed was given to Nangle Construction to begin the Countryside Village Generator Project The Greeley Village Accessible 4 Unit Project is ongoing and scheduled to go before the ZBA at a meeting next week The Greeley Village paving job is 50% complete Steve sent in an appeal to the HILAPP application The unit condition report was incorrect An architect from DHCD is scheduled to come out and do an assessment of the Vynebrooke units The Mass Ave Home Funds project is being reviewed by the town and consortium D TB Bank Signature cards The Board signed new signature cards for TD Bank to transfer a $250,000 00 existing CD to a Money Market account as the interest is slightly higher 2 3 ADJOURNMENT 7 05 P M A true copy attest STEPHEN KEANE, EXECUTIVE DIRECTOR 3