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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 PRESENT MEMBERS ABSENT OTHERS 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 YEAS NAYS ABSTAIN 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 YEAS NAYS ABSTAIN ABSENT Leo P McSweeney NONE NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D Peters 5 EXECUTIVE DIRECTOR'S REPORT A Public Hearilw 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 Board voted to adjourn to the Public Hearing for the Agency Plan. The roll call vote was as follows YEAS NAYS ABSTAIN 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 YEAS NAYS ABSTAIN 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 YEAS NAYS ABSTAIN ABSENT Leo P McSweeney NONE NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D Peters 3 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 YEAS NAYS ABSTAIN 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 YEAS NAYS ABSTAIN 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 YEAS NAYS ABSTAIN 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 4 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 YEAS NAYS ABSTAIN 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 YEAS NAYS ABSTAIN ABSENT Leo P McSweeney NONE NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D Peters F Protect 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 5 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 YEAS NAYS ABSTAIN 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 vanous 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 YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Leo P McSweeney Weidong Wang 6 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 YEAS NAYS ABSTAIN 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 YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE Melinda Walker Leo P McSweeney Weidong Wang Robert D Peters 7 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 ongm 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 8