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Home My WebLink About2013-12-11-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING – DECEMBER 11, 2013 MINUTES 1.ROLL CALL The meeting was called to order by Chairman, Robert D. Peters at 6:05 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Robert D. Peters Weidong Wang Steve Keane Leo P. McSweeney Marcia Owens Nicholas Santosuosso Dan McCabe Melinda Walker 2.PUBLIC COMMENT Marcia Owens, along with all residents of Building #2 Countryside, want to personally thank Steve again for his quick action of clearing the building of all residents from a smoke alarm incident that occurred Friday 12/6/13. A tenant had been cooking in her unit and set off the smoke alarms. This particular tenant is hearing impaired so her unit is equipped with strobe lights. The tenant saw the lights flashing so she walked over to the office to report this. When asked if she was cooking she responded “no” but Steve intervened and went right over to the unit. He opened the windows in the unit and got others out of the building. The fire department was also dispatched as the central alarm went off. LHA is currently working with Social Services and Elder at Risk to find this tenant alternative housing that will suit her needs. 3.MINUTES Approval of Minutes of Regular Meeting of November 13, 2013 Upon motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to approve the Minutes of the Regular Meeting of November 13, 2013, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker Approval of Minutes of Executive Session of November 13, 2013 Upon motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to approve the Minutes of Executive Session of November 13, 2013, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker 4. BILLS & CHECKS Approval of Bills and Checks paid in November 2013 NOVEMBER 2013 667-C/705-2 Check Numbers 7146 through 7148 REVOLVING FUND Check Numbers 12124 through 12179 067-1 & 3 Check Numbers 4184 through 4186 689-C MANAGEMENT Check Number 2191 PARKER MANOR Check Number 1980 BEDFORD STREET Check Number 1175 MRVP VOUCHER Check Numbers 2879 through 2883 SECTION 8 Check Numbers 16627 through 16655 Upon motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to accept the Bills and Checks as presented for November 2013. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker 5.EXECUTIVE DIRECTOR’S REPORT A.LHA and Parker Financials The Board reviewed the November LHA Financials and October Parker Financials. 2 Upon motion by Melinda Walker seconded by Nicholas Santosuosso, the Board voted to accept the November LHA Financials. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker A sewer line burst under Parker Manor. An insurance claim was submitted less the $10,000.00 deductible. A water heater burst in one of our units. LHA also put in an insurance claim. The amount received covered the cost of materials. Our maintenance staff did the labor involved. The Board had no objections to approve the October Parker Financials. B.Rotary thank you letter A copy of the thank you letter for the barbeque and picnic benches was enclosed in Board packets for review. Sam Zayles, a Rotarian, has been in touch with Steve. He would like reserve all 3 community rooms on Martin Luther King Jr. Day to host senior lunches. C.General Depository Agreements HUD-51999 Kathy has secured the HUD-51999 forms from all 4 banks. They need to be executed by the Chairman and Executive Director. D.Section 8, CORI, VAWA Policies updates from Attorney Donovan As discussed last meeting, Lexington, along with Acton, Concord, Hudson and Wayland, are working with Attorney Donovan to update policies. As soon as Steve has the revisions, he will forward to the Board. E.RAB Meeting re: Capital Plans 2015-2019, GV Association updates? Marcia Owens gave an update of the RAB. Steve attended their monthly Board meeting on 12/2/13. He went over projects that are planned. There was a large attendance at the meeting due to interpretation. Dan McCabe gave an update of the Greeley Village Association. He said the last meeting had a large attendance of 29. They had 3 interpreters attend the meeting also. The association still can’t seem to get members to commit to an election of officers. F.Project and CPA updates: GV, VV, GV, Home Funds The Countryside Village bathtub project is on schedule. Steve would like to modify the original contract of $68,100.00 with the addition of 4 more each shower units and bathtubs for $62,000.00 and $1,140.00 for the architectural fee. Both Steve and the architect agree this is a cost saving measure as long as the original scope of work is followed because the contractor is on site. 3 Upon motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to approve the modification of the original contract for 4 additional shower units and 4 bathtubs in the amount of $62,000.00 and $1,140.00 for the architectural fee. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker There is a change order in the amount of $5,258.00 from Systems Electrical Services for the Countryside Village Generator Project. This is for a new compatible transfer switch as the existing switch will not work. Upon motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to approve the change order from Systems Electrical, Inc. in the amount of $5,258.00 for a new compatible transfer switch. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker The Vynebrooke Village HILAPP Project will be going to Designer Selection in February. The RFS ad is being published in the Boston Globe and Central Register on 1/8/14. The Vynebrooke Village Water Remediation Project phase one is at substantial completion from Barrows Contracting, Inc. Steve would like Board approval to submit to CPA. Upon motion by Nicholas Santosuosso and seconded by Melinda Walker, the Board voted to approve substantial completion of phase one of the Vynebrooke Village Water Remediation Project by Barrows Contracting, Inc. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker DHCD has awarded the Greeley Village entrance door project to Alvord Architects to draft the bid documents. CPA has funded the majority of the project. DHCD is 4 funding $18,000.00. The Greeley Village Paving Project is at final completion. The total cost of $172,261.00 has been paid to D&R Paving. Upon motion by Melinda Walker and seconded by Leo P. McSweeney, the Board voted to accept the Certificate of Final Completion from D&R Paving for the Greeley Village Paving Project. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker The Home Funds Project for Mass Ave has been given to Luna Design Group by DHCD. The design quote is due in January. The estimate is approximately $12,000.00 to $13,500.00. The total construction budget is $150,000.00. We have been experiencing an issue with the heat pump water heaters at both Greeley and Vynebrooke Village. The heat pumps are leaking water and shorting out the circuit board resulting in no hot water. A resolution to this problem is being worked on by DHCD, ABCD, Emerson Swan, Victory Plumbing and A.O. Smith. For the time being, LHA has switched the water heaters back to electric which defeats the whole purpose. However; one building is being kept on heat pump so it can be monitored. G.No Smoking Policy Update A letter and sample addendum was sent to tenants with the 2014 recert packets. H.Holiday Hours Steve would like to close the office at 3:00 P.M. on Christmas Eve and New Year’s Eve. The Board had no objections to this. I.Bay State Consultants Energy bid We are currently under contract with Bay State Consultants for our energy power purchase that expires 12/16. Bay State Consultants randomly samples the market to see what current rates are. The new rate results will be available at noon on 12/17/13. LHA will have to execute a new contract by 4:00 PM the same day if the new rates are acceptable. Steve is asking the Board to give him permission to make a sound business decision based on bids received and Bay State Consultants recommendation. Upon motion by Nicholas Santosuosso and seconded by Melinda Walker, the Board voted to give Steve permission to make a sound business decision based on bids and Bay State Consultants recommendation to possibly enter into a new electric contract. 5 The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Weidong Wang Leo P. McSweeney Nicholas Santosuosso Melinda Walker 6.UNFINISHED BUSINESS 7.NEW BUSINESS Steve would like the Board to allow him to carry over 2 ½ vacation weeks into 2014. Employees are allowed to carry over 4 weeks. Due to Steve’s surgery and the ongoing projects, he has been unable to schedule vacations to use his accrued time. The Board strongly suggested that Steve use his vacation time. They have no objection allowing the 2 ½ week carry over this one year with the understanding that he schedule his vacation time in 2014 as not to approach the Board again next year for an extension; it will not be allowed and he will forfeit the accrued time. 8.ADJOURNMENT 7:20 PM A true copy attest……………………… STEPHEN G. KEANE, SECRETARY 6