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Home My WebLink About2013-11-13-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING – NOVEMBER 13, 2013 MINUTES 1.ROLL CALL The meeting was called to order by Chairman Robert D. Peters at 6:05 P.M. MEMBERS PRESENTMEMBERS ABSENTOTHERS PRESENT Robert D. Peters NONE Steve Keane Leo P. McSweeney Jenna Milne Nicholas Santosuosso Weidong Wang Melinda Walker 2.PUBLIC COMMENT There was no Public Comment offered at this meeting. 3.MINUTES Approval of Minutes of Regular Meeting of October 9, 2013 Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to approve the Minutes of the Regular Meeting of October 9, 2013, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAINABSENT 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 October 2013 October 2013 667-C/705-2 Check Numbers 7144 and 7145 067-1 &3 Check Numbers 4182 and 4183 REVOLVING FUND Check Numbers 12049 through 12123 689-C MANAGEMENT Check Number 2189 PARKER MANOR Check Number 1979 BEDFORD STREET Check Number 1174 MRVP VOUCHER Check Numbers 2874 through 2878 SECTION 8 Check Numbers 16598 through 16626 Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to accept the Bills and Checks as presented for October 2013. The roll call vote was as follows: YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker 4.EXECUTIVE DIRECTOR’S REPORT A.Budgets, Contract Extension Jenna was in attendance to present the FY 2014 Budget. The state is allowing a 9% cap increase on non-utility expenses this year. The proposed budget includes a 4% salary increase for Steve, 2% for Kathy and Pat and 3% for Carol. Both Pat and Carol have the same job, for different programs, so Steve has been trying to get their salaries similar. Jenna projected a 3% increase for the maintenance staff. st DLI sets the maintenance wages on April 1 of each year. Jenna explained each program and reserves. All programs, except the state, are in great shape. That is the trend industry wide with her clients. Jenna was able to budget other non-routine items and more overtime funding. Snow removal is hard to predict as we never know how much and when snow will arrive. Overall, she stated that the authority is in good shape. Upon a motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to approve the budgets for FY 14 as presented. The roll call vote was as follows: YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker Part of the budget includes the fee accountant costs. The contract for Jenna is up for renewal. Jenna is requesting a 3% increase. Steve would like to propose that the current 2 contract be extended 6 months from today’s date with the proposed 3% increase. The federal government wants housing authorities to solicit competition. Steve will prepare an RFQ (Request for Qualifications). A major factor that we will require is that all work is to be done on site. Many fee accountants require housing authorities to forward monthly information and the work is done off site. Upon a motion by Nicholas Santosuosso and seconded by Weidong Wang, the Board voted to extend Jenna’s contract for 6 months with the proposed 3% increase. The roll call vote was as follows: YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker B.LHA and Parker Financials Jenna will have the LHA Financials ready for the December meeting. Steve reviewed the Parker Financials and they appear to be fine. C.SEMAP score We are designated as a High Performer once again with a score of 96. D.CV RAB election and tenant representative Marcia Owens gave a presentation regarding Countryside Village Resident Advisory Board (RAB). They just celebrated the first year anniversary with the election of officers. They have monthly meetings and the attendance for the meetings and other social events has been good. A holiday gathering has been planned for the first week in December. Marcia has also met 2 students who translate notices. E.Section 8 Admin Plan and CORI Policy update Due to the sequestration, new Section 8 vouchers are not being issued as we lose them. HUD is also requiring housing authorities to provide the disposition of vouchers being terminated due to funding decreases. Steve, along with Hudson, Concord, Acton and Wayland, is working with an attorney to update the Section 8 Admin Plan, ACOP and CORI policies. F.Project updates and change orders approvals: VV, GV, CV, Home Funds Steve has applied for a grant through the Board of Health and Metropolitan Area Planning Council for assistance with implementing the no smoking policy in the villages. This grant will provide education and materials needed to stop smoking. The Vynebrooke Village Water Remediation Project is 95% complete. There are 2 change orders from Barrows Construction. Change order #1 in the amount of 3 $7,485.60 is to block the vent holes and install plugs so that water will not infiltrate back into the buildings. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to approve Barrows Construction change order #1 in the amount of $7,485.60 to block vents and install plugs. The roll call vote was as follows: YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker Change order #2 in the amount of $1,450.00 is to core cut holes into the sides of the buildings. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to approve Barrows Construction change order #2 in the amount of $1,450.00 to core cut holes into the sides of the buildings. The roll call vote was as follows: YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker The Greeley Village front door project has been assigned a FISH # from DHCD. Our reviewing architect is in the process of drafting the RFS. The Mass Ave Home Funds ADA Project is in the same RFS review stage. Steve has also applied for another Health and Safety Initiative for tree trimming and pavement repairs at Greeley, Vynebrooke and the 705 State family house. The water meters at Greeley Village need to be replaced. LHA purchased the meters from the town and got 3 quotes for installation. The low bidder was N. Sacca & Sons in the amount of $3,000.00. The Procurement Committee reviewed and recommended awarding the contract to the low bidder. Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to accept the low bidder N. Sacca & Sons in the amount of $3,000.00 for the Greeley Village water meter installation. The roll call vote was as follows: 4 YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker The contractor for the Countryside Village generator project has asked for an extension due to the unavailability of the generator. The mechanical engineer will approve the extension as soon as we are provided with the required concrete prefab pad. If during the extension time frame there is a power outage, the contractor must provide a temporary generator at no cost. The Countryside bathtub project is scheduled to start next week. The Federal oil bid was last week. The low bidder was Arlex Oil in the amount of .2728 over tank wagon price and $190.00 per service plan. These are for Scattered Sites as Countryside was converted to gas. The Procurement Committee reviewed and recommends awarding the contract to Arlex Oil. Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to accept the bid of $.2728 over tank wagon price for oil and $190.00 per service contract from Arlex Oil for the 3 year period beginning November 26, 2013 through November 26, 2016. The roll call vote was as follows: YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker G.HILAPP Award and CPA Application Steve made a presentation earlier today at CPC and he received a positive response. The total project estimate is $900,653.00. DHCD has approved $600,102.00 contingent on funding of $300,551.00 from CPC. By the request of CPC, Steve will be meeting with the Capital Expenditures Committee on 12/3/13. H.ADA Compliance (DHCD Initiative VV) Steve has applied for a possible bump out or building 2 new units at Vynebrooke Village. Currently there are 2 adaptable units but extensive rehab would be needed to bump out. The application was submitted both ways; $312.000.00 to bump out and $624,000.00 to build new. As per the Conservation Department, either is possible. At this time, not decision can be made until funding is approved and a wetland delineation is done. 5 I.HUD Forms-Declaration of Trust and General Depository Agreement There are 2 HUD forms that need to be completed for our upcoming audit. The Declaration of Trust (HUD-52190) states that federal properties can’t be transferred for 20 years as we awarded capital funds for improvements. Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to accept the Declaration of Trust (HUD-52190). The roll call vote was as follows: YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker The General Depository Agreement (HUD-51999) needs to be completed by any bank that holds federal funds. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to accept the General Depository Agreement (HUD-51999) The roll call vote was as follows: YEASNAYSABSTAIN ABSENT Robert D. Peters NONE NONE NONE Leo P. McSweeney Nicholas Santosuosso Weidong Wang Melinda Walker J.Newsletter The annual quarterly contract for the newsletter is expiring. Steve would like to continue this as the residents enjoy. 5.UNFINISHED BUSINESS 6.NEW BUSINESS Steve recently attended two housing discussions as part of our outreach. The first was held at the Senior Center with a panel that included Steve, LexHAB and a representative from the Massachusetts Assisted Living Association. There were approximately 40 in attendance. The second discussion was held at Carey Library with the Assistant Town Planner and the Director of Community Development from Hudson, MA. 6 Executive Session requested by Chairman to discuss incident at Countryside Village 7.ADJOURNMENT: 7:30 P.M. A true copy attest……………………… STEPHEN KEANE, SECRETARY 7