HomeMy WebLinkAbout2014-04-09-LHA-min (Regular Meeting)
LEXINGTON HOUSING AUTHORITY
REGULAR MEETING – APRIL 9, 2014
MINUTES
1.ROLL CALL
The meeting was called to order by Chairman Leo P. McSweeney at 6:12 P.M.
MEMBERS PRESENTMEMBERS ABSENTOTHERS PRESENT
Leo P. McSweeney NONE Steve Keane
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
2.PUBLIC COMMENT
A group of residents from Vynebrooke Village were in attendance to review the
removal of kitchen fans. They do not want the fans removed. The way their food is
prepared generates smoke and they feel it is harmful not to have a kitchen exhaust
fan. Steve explained that the current fans are cut into the building and are potentially
hazardous. Steve suggested and over the stove hood fan in place of these. He asked
for a list of residents who would be interested in a hood fan so he can speak to the
architect to see if it would be a possibility.
There is also a tenant who would like thermostat temperature raised. Steve explained
that all the tenant has to do is call the office to generate a work order so maintenance
can do this.
Dan McCabe asked about a neighbor who wants satellite TV installed. Steve has
spoken to this tenant twice regarding the request and put in a call to DHCD. Dan also
requested that he be informed of any projects at Greeley Village.
Steve has been nominated as President of NSHEDA (North Shore Housing Executive
Directors Association) pending a second on the motion at the annual meeting in June.
3.MINUTES
Approval of Minutes of Regular Meeting of March 12, 2014
Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the
Board voted to approve the Minutes of the Regular Meeting of March 12, 2014, all
members having received copies. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
4. BILLS & CHECKS
Approval of Bills and Checks paid in March 2014
March 2014
667-C/705-2 Check Numbers 7159 and 7160
REVOLVING FUND Check Numbers 12390 through 12459
067-1 & 3 Check Numbers 4200 and 4201
689-C MANAGEMENT Check Number 2195
PARKER MANOR Check Number 1983
BEDFORD STREET Check Number 1179
MRVP VOUCHER Check Numbers 2901 and 2902
SECTION 8 Check Numbers 16743 through 16773
Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the
Board voted to accept the Bills and Checks as presented for March 2014. The roll call
vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
5.EXECUTIVE DIRECTOR’S REPORT
A.Public Hearing for Annual and 5 Year Agency Plan and Policy approvals:
Sec 8, VAWA, Ethics, CORI, Equip Capitalization&Depreciation, Cost
Allocation (Proration), Internal Control, Risk Control
The Executive Director requested that the Board adjourn to the Public Hearing
for the Agency Plan.
Upon a motion by Robert D. Peters and seconded by Weidong Wang, the
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Board voted to adjourn to the Public Hearing for the Agency Plan. The roll call
vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
Tonight is the Public Hearing for the Agency Plan. This has been publicized in the paper
asking for public comment. One comment was received but it was for grammar
suggestions only. The plan consists of plan to proceed with modernization and site work
based on our assessment and RAB input.
Steve opened the meeting up for Public Comment. A current Section 8 voucher holder
was in attendance. She was concerned that she could lose her voucher. Steve explained
that through attrition, LHA will not be taking any vouchers away. Elderly and disabled
are in no danger or losing vouchers.
Upon a motion by Robert D. Peters and seconded by Melinda Walker, the
Public Hearing was closed and the Board voted to reconvene to the Regular
Meeting. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
Steve is requesting the Board accept the 2014 HUD Capital Grant in the amount of
$97,279.00 for needs assessment and planned modernization.
Upon a motion by Melinda Walker and seconded by Robert D. Peters, the
Board voted to approve the 2014 HUD Capital Grant in the amount of $97,279.00
for needs assessment and planned modernization. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
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Upon a motion by Robert D. Peters and seconded but Weidong Wang, the Board
voted to approve the Annual and 5 Year Agency Plan and certifications under HUD
24CFR and policy revisions of Section 8, VAWA, Ethics, CORI, Equip
Capitalization & Depreciation, Cost Allocation (proration), Internal Control and
Risk Assessment. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
B.LHA and Parker Financials, Parker roof and new drain issue update, contract
The Board was given copies of LHA and Parker Financials for review.
Upon a motion by Nicholas Santosuosso and seconded by Melinda Walker, the
Board voted to approve the LHA and Parker Financials. The roll call vote was as
follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
DHCD has allowed a budget revision for extreme snow removal costs in the amount
of $4,619.00
Upon a motion by Robert D. Peters and seconded by Weidong Wang, the
Board voted to approve the extreme snow removal budget revision in the amount
of $4,619.00. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
The Board was given updated signature cards from Citizens Bank to sign.
The Parker Manor roof loan documents are being drafted at Brookline Bank. Another
waste line failed due to tree roots. A few of our tenants were affected. Atlantic Drain is
working on the repair. The estimated cost is $15,000.00.
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Attorney Jeff Driscoll has written a letter and advised Steve to vote ‘no’ on the
Management Contract.
C.MassNAHRO Conference Ad
The annual conference is being held May 18-21, 2014 in Hyannis. As in past
years, LHA places a full page ad in the booklet in the amount of $125.00. Steve
has also applied for the Outstanding Agency Award.
Leo thanked Steve for his excellence CPA presentation at town meeting.
Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the
Board voted to place a full page ad in the amount of $125.000 for the annual
MassNAHRO Conference booklet. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
D.Independent Audit
The annual independent audit is complete. There were no findings.
The state auditors are here now conducting the required audit. They expect to be
here approximately 3 months.
E.ED Contract
Steve’s contact is up for a 3 year renewal. Bob was unable to distribute the
review last month.
Upon a motion by Robert D. Peters and seconded by Melinda Walker, the
Board voted to approve Steve’s contract for 3 years. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
F.Project Updates: CV bathtub change order, GV units and doors, VV HILAPP
and Water Remediation, Mass Ave Home Funds
The Countryside Village bathtub project is complete. Due to unforeseen
conditions, there is one change order due to L&L Contracting in the amount of
$948.70 for an additional toilet and ceramic tile (instead of VCT) for the
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handicap house bathroom. As soon as we receive the final documents, the
retainage of $6,505.00 will be released.
Upon a motion by Nicholas Santosuosso and seconded by Weidong Wang, the
Board voted to accept the change order due to L&L Contracting in the amount
of $948.70.The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Leo P. McSweeney NONE NONE NONE
Nicholas Santosuosso
Weidong Wang
Melinda Walker
Robert D. Peters
The Countryside Village Generator Project is complete. The final payment of
$10,388.70 will close out the project.
Richard Alvord Architects has submitted the 100% construction documents to
DHCD for the Greeley Village Door Project. Pending any changes, this will be going
to bid very shortly. There will be one alternate for the inside entrance way for rubber
backed ribbed dark brown carpet. The architect tested 6 samples from various
locations for asbestos in the walls, compound and flooring. All tests came back
negative or less than 1% chrysolite.
Austin Design has submitted the architectural contract documents to DHCD for the
Greeley Village 4 unit Accessible Unit Project. A Notice to Proceed will be issued
once LHA receives back the signed contract.
The Vynebrooke Village HILAPP Project has been signed by DHCD. Additional
funding in the amount of $300,551.00 was approved from CPA at town meeting.
A Notice to Proceed will be issued to the architect once the signed contracts are
received.
O’Reilly Construction has submitted the contract documents in the amount of
$125,000.00 for the Vynebrooke Village Water Remediation Project. The workers
compensation insurance binder to meet DHCD requirements has been requested but
has not be received as of today. Steve is requesting Board approval to sign contract
now and he will hold and submit to DHCD once complete.
Upon a motion by Robert D. Peters and seconded by Weidong Wang, the
Board voted to accept the contract from O’Reilly Construction in the amount of
$125,000.00 contingent on completed paperwork. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Nicholas Santosuosso NONE NONE Leo P. McSweeney
Weidong Wang
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Melinda Walker
Robert D. Peters
The Mass Ave Home Funds project is still in the architect drafting phase.
G.Fee Accountant contract approval, Arlington contract review
The Procurement Committee has reviewed the RFP’s received for the
Fee Accountant contract. Jenna and Emerge Accounting were the only 2 RFP’s
received although we solicited 3 additional firms.
The RFP stated that work was to be done on site. Emerge Accounting is located
in Georgia so they proposed to do the work remotely which LHA specifically
stated that it has to be done on site.
The Procurement Committee voted to award the 3 year contract to our current
fee accountant firm of Milne, Shaw and Robillard contingent on Board approval.
Upon a motion by Melinda Walker and seconded by Robert D. Peters, the
Board voted to award the 3 year accounting contract to our current fee accountant,
Milne, Shaw and Robillard. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Nicholas Santosuosso NONE NONE Leo P. McSweeney
Weidong Wang
Melinda Walker
Robert D. Peters
Arlington Housing Authority offers a contractual agreement for licensed plumbers and
electricians on an “as needed” basis. Bedford, Saugus, Haverhill, Winchester and
Everett are currently using this service with much success and cost savings. Steve was
prompted to look into this while in the discussion of the new DLI rates. Board
approval is required to enter into this contract. MassNAHRO and DHCD recommend
collaboration between housing authorities as to reduce costs.
Upon a motion by Robert D. Peters and seconded by Weidong Wang, the
Board voted to approve the contract from Arlington Housing Authority for as needed
plumbers and electricians. The roll call vote was as follows:
YEASNAYSABSTAIN ABSENT
Nicholas Santosuosso NONE Melinda Walker Leo P. McSweeney
Weidong Wang
Robert D. Peters
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H.HUD PHAS
We received a score of 100 again this year.
6.UNFINISHED BUSINESS
LHA is in the process of setting up a meeting with the town consultant to proceed
with the No Smoking Policy. DHCD has issued guidance as we proceed.
7.NEW BUSINESS
The Board asked to discuss an incident at Greeley Village regarding a water leak.
Melinda was approached while she was shopping and the situation was brought to her
attention. Melinda is not questioning the capability of the maintenance staff in the
repair; her concern is the way the phone calls were handled. First and foremost, the
office staff encourages residents with a language barrier to have someone call for
them. When a lease is signed, this is stressed also. As the calls come in to the office, a
work order is generated and maintenance is dispatched. This particular leak was
extremely hard to find the origin of as it was discovered with a camera to be leaking
behind the wall. Once this was determined to be the cause of the leak, a plumber
came out and repaired. Steve firmly stands behind staff that this repair and phone
calls were handled correctly.
Steve has contacted Gilmore Kean Consultants for an in depth review of maintenance
classifications. This company is recognized by both DHCD and HUD to give clear
unbiased evaluations. The cost for a limited evaluation is $3,666.00. Steve is
recommending that maintenance staff attend OSHA safety training and MAHAMS
training. We can review next budget year. He recommends that this issue is tabled
and revisit the end of the summer.
8.ADJOURNMENT 8:00 P.M.
A true copy attest………………………
STEPHEN KEANE, SECRETARY
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