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Home My WebLink About2014-03-12-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING – MARCH 12, 2014 MINUTES Congratulations to Melinda Walker for her 5 year Re-Election to the LHA Board of Commissioners 1.ROLL CALL The meeting was called to order by Chairman Robert D. Peters at 6:00 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Robert D. Peters Nicholas Santosuosso Steve Keane Leo P. McSweeney Weidong Wang Melinda Walker 2.PUBLIC COMMENT Marcia Owens thanked the staff for making the village safe this winter with the tremendous snow removal job. The residents appreciate the hard work. 3.MINUTES Upon motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to approve the Minutes of the Regular Meeting of February12, 2014, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE Robert D. Peters Nicholas Santosuosso Weidong Wang Melinda Walker 4.BILLS & CHECKS Approval of Bills and Checks paid in February 2014 February 2014 667-C/705-2 Check Numbers 7156 through 7158 REVOLVING FUND Check Numbers 12319 through 12389 067-1 & 3 Check Numbers 4195 through 4197 689-C MANAGEMENT Check Number 2194 BEDFORD STREET Check Number 1178 PARKER MANOR Check Number 1982 MRVP VOUCHER Check Numbers 2894 through 2900 SECTION 8 Check Numbers 16713 through 16742 Upon a motion by Weidong Wang and seconded by Melinda Walker, the Board voted to accept the Bills and Checks as presented for February 2014. 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 5.EXECUTIVE DIRECTOR’S REPORT A.Greeley Village Designer Selection rank list of DHCD Project # 155047: Austin Design and DHCD Project #155065: Richard Alvord Architects Tom Chalmers from Austin Design Group was in attendance this evening to introduce the new architect firm for the Greeley Village 4 unit ADA Project. Austin Design Group earned the highest ranking from Designer Selection and will be taking the project to completion. Upon a motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to accept Austin Design Group as the architect for the Greeley Village 4 unit ADA Project. 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 Designer Selection has ranked Richard Alvord Architects as the top architect for the Vynebrooke Village HILAPP Project. This projects consists of exterior envelope, siding, doors, roofs and doorbells; all contingent on Town Meeting approval. This firm has done numerous projects for us in the past with great results. Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to accept Richard Alvord Architects as the architect for the Vynebrooke Village HILAPP Project. The roll call vote was as follows: 2 YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Nicholas Santosuosso Leo P. McSweeney Weidong Wang Melinda Walker B.LHA Financials The Board reviewed the current financials. C.Parker Manor Financials and updates of roof replacement, loan, assessments, Management Contract and lead assessment The Parker Manor trustees are working with local banks to secure a loan for the roof replacement. LHA had a lead assessment done in our units and common area. The result was negative in the units. In the common areas with lead was compliant at the time of inspection. These areas need to be monitored and maintained in order to stay compliant. We will forward results to our tenants. There is still no signed management contract in place even after repeated attempts by Steve to discuss and resolve. The management company does a decent job but there is no competition and the monthly charges, as well as hourly rates, are excessive. Our attorney has reviewed the contract documents and will present findings to Steve to bring to the meeting scheduled for 4/16/14. Upon a motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to have Steve vote no on the new management contract. 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 D.Greeley Village CFA DHCD has approved extending the $300,000.00 Greeley Village CFA from June 30, 2014 to June 30, 2015 in the form of an amendment. Upon a motion by Weidong Wang and seconded by Leo P. McSweeney, the Board voted to accept the CFA Amendment in the amount of $300,000.00 for the Greeley Village new 4 unit ADA Project. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Nicholas Santosuosso Leo P. McSweeney Weidong Wang 3 Melinda Walker E.Mahams Training Both Ted and Mike A. will be attending this training on 3/19/14. The focus of this workshop will be the new Material Data Sheets (MSDS). F.Answering Service Contract O’D Answering Service has been with us for 4 years. The monthly charge has remained at $85.00. The new monthly rate as of 4/1/14 will be $135.00 but they have offered us a reduced rate of $125.00 monthly for our loyalty and referring to other housing authorities. They do a great job and we would like to continue with them Upon a motion by Weidong Wang and seconded by Melinda Walker, the Board voted to accept the new monthly rate of $125.00 for O’D Answering Service as they do a great job for us. 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 G.Section 8, CORI and VAWA Policy updates The updated policies reflecting new regulations and requirements have been completed by Steve and Attorney Manette Donovan. The Board asked to have these emailed for review. These policies are slated to be formally adopted at the April meeting. H.Procurement Policy Update Board authorization is needed to reflect new statutes and thresholds in our Procurement Policy. Upon a motion by Melinda Walker and seconded by Leo P. McSweeney, the Board voted to accept the amendment to the Procurement Policy to reflect the new statutes and thresholds. 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 I.No Smoking Policy Update The Board of Health Director, Gerry Cody, has received the grant and will 4 attend a meeting for guidance on how to proceed with the implementation of the no smoking policy. J.Project updates: CV bathtubs and generators, GV doors, VV Water Remediation, Mass Ave Home Funds Once the punch list from the architect for the Countryside Village Bathtub Project is complete, the retainage amount due to L&L Contracting is $6,505.00. Upon a motion by Leo McSweeney and seconded by Weidong Wang, the Board voted to release the retainage of $6,505.00 to L&L Contracting once the punch list is complete. 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 The Countryside Village Generator Project is complete. Once the required staff training by Systems Electrical has been completed and the Civil Engineer is satisfied, the final payment and retainage can be released Upon a motion by Melinda Walker and seconded by Leo P. McSweeney, the Board voted to release the final payment and retainage to Systems Electrical once the required staff training is completed and the Civil Engineer is satisfied. 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 Alvord Architects is at 95% submittal stage for the Greeley Village Door Project. We are awaiting DHCD approval to go out to bid. The Vynebrooke Village Water Remediation Project Phase #2 bid results have been received. The low bidder is O’Reilly Construction LLC in the amount of $125,000.00. The civil engineer has done the required reference checks and has recommended awarding the contract to O’Reilly Construction. Upon a motion by Leo McSweeney and seconded by Weidong Wang, the Board voted to accept O’Reilly Construction LLC as the lowest, most responsible bidder in the amount of $125,000.00 for the Vynebrooke Village Water Remediation Project Phase #2. The roll call vote was as follows: 5 YEAS NAYS ABSTAIN ABSENT Robert D. Peters NONE NONE Nicholas Santosuosso Leo P. McSweeney Weidong Wang Melinda Walker Ray Guertin, the DHCD appointed architect, is working on the bid documents for the Mass Ave Home Funds Project. Once these have been reviewed by DHCD, the project will go out to bid. LHA solicited three bids for the DHCD Hazard Grant for tree trimming at Greeley Village and 96 Wood Street. Boston Tree declined to bid, Foti Tree did not respond. A bid in the amount of $9,400.00 was received from Marquis Tree. The Procurement Committee reviewed and recommends Marquis Tree. Upon a motion by Melinda Walker and seconded by Weidong Wang, the Board voted to accept the proposal of $9,400.00 from Marquis Tree Removal for the DHCD Hazard Grant for tree trimming at Greeley Village and 96 Wood Street. 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 K.Section 3 Resident Coordinator Discussion In order to fulfill our Section 3 quota, Steve would like to include a $100.00 per month stipend for Marcia Owens as the Resident Coordinator. Marcia goes above and beyond as part of the RAB. This expense can be part of the 2014 Capital Grant that will be applied for this spring. Upon a motion by Weidong Wang and seconded by Melinda Walker, the Board voted to approve a $100.00 per month stipend to Marcia Owens as the Resident Coordinator. 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 L.L&I Rates: review and approval The new DLI rates for 4/1/14 have been posted. The housing authority is mandated to accept these rates as they are calculated by DLI according to the 6 percentages of each job classification performed. The rates have been posted and Steve presented Ted with a letter explaining the grievance procedure if staff choses to do so. The Board is concerned with possible morale issues. If needed, Steve will have a consulting firm come in and, if it is cost effective, evaluate and possibly reclassify some of the positions to reflect the appropriate classifications within our budget guidelines. Maintenance hours have begun with the onset of daylight savings time. Upon a motion by Weidong Wang and seconded by Leo P. McSweeney, the Board voted to accept the new DLI rates effective 4/1/14. 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 6.UNFINISHED BUSINESS 7.NEW BUSINESS Mike Richmond completed his Lead Safe Renovator course. 8. ADJOURNMENT 7:30 P.M. A true copy attest……………………… STEPHEN KEANE, SECRETARY 7