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Home My WebLink About2013-10-09-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING — OCTOBER 9, 2013 1. ROLL CALL MINUTES The meeting was called to order by Chairman, Robert D. Peters at 6:00 P.M. MEMBERS PRESENT Robert D. Peters Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker MEMBERS ABSENT NONE OTHERS PRESENT Steve Keane Marcia Owens 2. PUBLIC COMMENT Marcia Owens thanked Weidong Wang for the names of two Lexington High School students who volunteered to translate notices for the Resident Advisory Board. The first notice was just delivered this week. 3. MINUTES Approval of Minutes of Regular Meeting of September 11, 2013 Upon a motion by Leo McSweeney and seconded by Nicholas Santosuosso, the Board voted to approve the Minutes of the Regular Meeting of September 11, 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 ABSTAIN ABSENT Melinda Walker NONE 4. BILLS & CHECKS Approval of Bills and Checks paid in September 2013 September 2013 667- C/705 -2 Check Numbers 7142 and 7143 REVOLVING FUND Check Numbers 11991 through 12048 067 -1 & 3 Check Numbers 4180 and 4181 689 -C MANAGEMENT PARKER MANOR BEDFORD STREET MRVP VOUCHER PROGRAM SECTION 8 Check Number 2188 Check Number 1978 Check Number 1173 Check Numbers 2869 through 2873 Check Numbers 16568 through 16597 Upon a motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to accept the Bills and Checks as presented for September 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. LHA and Parker Financials Our fee accountant is coming tomorrow so financials will be emailed. The Board was given copies of July and August financials for Parker to review and approve. Housing Authority Insurance Group awarded LHA with a certificate for consistent positive performance in our federal general liability claims for the period 2009 -2011. B. Inter program transfers If a tenant is in either of our Federal programs and a situation arises (due to no fault of their own) and it is feasible to them to transfer into either program, we would like to be able to act swiftly depending on availability. This is allowed under Federal regulations. Steve would like this option formalized in our Administrative and Continued Occupancy Plan (ACOP). The Board suggested that this be reviewed on a case by case basis as this rarely occurs. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to review Federal inter program transfers on a case by case basis. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang ON Melinda Walker C. NAHRO Fall Conference ad Annually the housing authority places a full page ad in the NAHRO Fall Conference book in the amount of $100.00. Upon a motion by Melinda Walker and seconded by Nicholas Santosuosso, the Board voted to place a full page ad in the NAHRO Fall Conference booklet in the amount of $100.00. 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 D. LABBB Our current LABBB employee works one day approximately 5.5 hours per week at the Federal sites. LHA is billed from LABBB and they in turn compensate him. Steve would like to extend his current schedule to include an additional day for a weekly total of 11 hours. He is a great worker but next May he has to move on from the LABBB program as he will reach the age limit of 22. Upon a motion by Nicholas Santosuosso and seconded by Melinda Walker, the Board voted to approve an additional day for the LABBB program for a weekly total of 11 hours. 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 E. GV elevator /lift contract The lift at Greeley Village is due for the first annual inspection by the state. In order to have the inspection performed, LHA must have a contract with an elevator company. Steve solicited 3 companies. The Procurement Committee then reviewed and determined that Elevator Service Company of Chelmsford is the lowest, most responsible bidder for a three year contract in the amount of $1,950.00 annually. Upon a motion by Melinda Walker and seconded by Weidong Wang, the Board voted to approve the three year contract in the amount of $1,950.00 annually for Elevator Service Company for the Greeley Village lift. 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 F. Certification of Compliance with Notification Procedures for Federal and State Lead Paint Laws Annually we are required to submit this certification to DHCD stating that tenants have signed off the notification of lead paint laws. Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to submit the required annual certification of compliance with lead paint laws. 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 G. ProjectUpdates: GV, VV, CV, Parker The Greeley Village paving project is wrapping up. Change order #2 in the amount of $7,515.43 needs to be approved for additional services. The line striping and additional work has been approved by the Assistant Town Engineer and signed off the D &R Contracting, Inc. Upon a motion by Nicholas Santosuosso and seconded by Melinda Walker, the Board voted to approve change order #2 in the amount of $7,515.43 to D &R Contracting for additional services. 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 Phase One of the Vynebrooke Village Water Remediation project is almost complete. The civil engineer has asked the contractor for a change order proposal to remove and block up the building window wells to allow a 2" vent above ground level. Currently the window wells are approximately 18" below grade causing more water to travel into buildings. The drawings for Phase 2 are being drafted by the civil engineer so bidding can be done over the winter. As discussed at the last Board meeting, we are a semifinalist for the HILAPP Grant for Vynebrooke Village. This includes new siding, roofs and doors. Steve is waiting for the result before he will apply to CPA before the November 1 st deadline. The project estimate is $901,653.00. He will be asking CPA for one third of the project cost. The high efficiency boilers, office a/c and stainless steel water tanks project is completed at Countryside Village. We are waiting for the insulation company to return to insulate building one as all the duct work was replaced. This project was completed under a grant from National Grid for approximately $170,000.00 at no cost to LHA. The Countryside Village generator project is 50% complete. The gas and electric lines are in place. The generator should be hooked up and operational in a few weeks. A preconstruction meeting is being held 10/15/13 with L &L Contracting and Alvord Architects for the Countryside bathtub project and the federal handicap house bathroom renovation. The Notice to Proceed will be issued at that time. The Parker Manor assessment project is currently winding down. This project includes wallpaper, paint, carpet, new fixtures, repointing and replacing windows. The storage room project is close to completion. LHA abstained from voting on this project as there is no management contract in place. Pat Nelson, the Board member from LEXHAB has the contract to review. Steve will email her for an update. H. GV ADA unit architect review We are under contract with Studio G Architects for the passive solar unit project at Greeley Village. DHCD has approved $49,000.00 in payments as of this date. We have had increased difficulty working with the firm and are seriously questioning their ability to deliver the passive solar project within our budget and approval. Steve had a conversation with Gail Sullivan, the principal, and she respectfully asked if LHA would like Studio G Architects to withdraw from the project. Questions presented to Studio G Architects have been answered in non- responsive way. This has consequently stalled the project and is preventing the project from moving forward. A decision must be made by LHA before Design Documents have been formally approved and a sizeable payment is required to be paid out once we enter into the next phase. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to authorize the Executive Director to act in a manner he deems proper up to an including the termination of Studio G Architects for the Greeley Village passive solar project. The roll call vote was as follows: 5 YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker Steve has entered the Greeley Village front door project into Capital Planning System (CPS) and is awaiting DHCD approval for architect assignment under the House Doctor program. The Mass Ave Home Funds project has also been entered into CPS and is awaiting DHCD approval for architect assignment under the House Doctor program. I. Rotary barbeque review The Rotary Club sponsored barbeques at all villages. They were very successful with a large turnout. The Clark Middle School is sponsoring the pizza parties again this year at all the villages. There is always a large turnout for this fun event. J. Federal smoking survey 45 of 77 units responded to the smoking survey with 32 in favor of nonsmoking. We will now continue with the survey of our state units and monitor Revere Housing as they move forward. K. NAHRO election Steve Merritt of Norwood Housing Authority is a candidate for Vice President of NAHRO. Board members should have received an email with voting instructions. L. Inspector General legislation recommendations The Board was given copies of the Inspector General Office recommendations. Most of these are already being practiced at housing authorities but will be implemented with the housing reform legislation. M. FEMA Feb 8 -10, 2013 blizzard reimbursement In order to be reimbursed for the NEMO Blizzard of 2013, Kathy attended a class in Andover detailing instructions to apply for funds. She then compiled the necessary paperwork and had a kick off meeting with MEMA at the LHA office. The paperwork was approved and LHA received reimbursement of $2,298.65 for maintenance overtime hours and equipment use for a 48 hour period that weekend. UNFINISHED BUSINESS 6. NEW BUSINESS 7. ADJOURNMENT: 7:30 P.M. A true copy attest ........................... STEPHEN KEANE, SECRETARY