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HomeMy WebLinkAbout2014-05-14-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING –MAY 14, 2014 MINUTES 1.ROLL CALL The meeting was called to order by Chairman, Leo P. McSweeney at 6:05 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 Dan McCabe stated that the Greeley Village Tenants Association is becoming more popular and the attendance is growing. Marcia Owens gave an update of the RAB. 3.MINUTES Approval of Minutes of Annual Meeting of April 9, 2014 Upon motion by Melinda Walker and seconded Nicholas Santosuosso, the Board voted to approve the Minutes of the Annual Meeting of April 9, 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 Approval of Minutes of Regular Meeting of April 9, 2014 Upon motion by Melinda Walker and seconded by Nicholas Santosuosso, the Board voted to approve the Minutes of the Regular Meeting of April 9, 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 April 2014 April 2014 667-C/705-2 Check Numbers 7161 through 7163 REVOLVING FUND Check Numbers 12469 through 12535 067-1 & 3 Check Numbers 4202 and 4203 689-C MANAGEMENT Check Number 2196 PARKER MANOR Check Number 1984 BEDFORD STREET Check Number 1180 MRVP VOUCHER Check Numbers 2903 through 2906 SECTION 8 Check Numbers 16774 through 16802 Upon a motion by Melinda Walker and seconded by Nicholas Santosuosso, the Board voted to accept the Bills and Checks as presented for April 2014 after clarification of reprinted checks. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE NONE Nicholas Santosuosso WeidongWang Melinda Walker Robert D. Peters 5.EXECUTIVE DIRECTOR’S REPORT A. Board Vote to notify Town Clerk that the LHA will dispense with Regular Monthly Meetings for June, July and August. Special Meetings to be called if necessary. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to dispense with the regular Monthly Meetings for June, July and August, with Special Meetings to be called if necessary. The roll call vote was as follows: 2 YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters B.LHA and Parker Financials The Board was given copies of the LHA Financials for April 2014. Upon a motion by Robert Peters and seconded by Nicholas Santosuosso, the Board voted to accept LHA Financials for April 2014. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE NONE Nicholas Santosuosso WeidongWang Melinda Walker Robert D. Peters The Board reviewed the Parker Manor Financials for March 2014. The roof loan for $200,000.00 has been approved by Brookline Bank. LHA’s portion of the 5 year loan is $53,640.00 including interest. All unit owners have been notified. Another sewer line has failed. If a unit is sold during the loan period, the seller must pay off the assessment prior to closing. Upon a motion by Robert Peters and seconded by Weidong Wang, the Board reviewed the Parker Financials 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 C.Online Board Certifications: Ethics and Conflict of Interest (LHA will submit to DHCD) Kathy will forward the online link for the Ethics test to Board members. Once Board members have completed the online test, they must print certificate for LHA to submit to DHCD. Employees are required to complete the online test as well and also sign off on the new Ethics Policy recently drafted by Attorney Manette Donovan 3 D.State tenant meeting updates and annual state Formula Funding review and approval with revisions Steve held tenant meetings at both Greeley Village and Vynebrooke Village to review ongoing and future planning of capital projects for 2017 and 2018. Both meetings were translated. Two projects need revisions as they have been funded by another source. Steve is asking for approval to move $170,078.00 from FY15 Formula Funding and apply to these current estimated projects: VV HILAPP, Mass Ave Home Funds, Greeley Village Door Project, Greeley Village 4 new units, Greeley Village stove replacements (12) and 96 Wood Street partial rear siding, window replacement and lead paint. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to allow the revision from FY 15 Formula Funding in the amount of $170,078.00 and apply to overages of the current estimated projects. 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 reviewed the following FY 2017 and FY 2018 projects with the Board: Vynebrooke Village: paving, hallway carpeting, kitchen cabinet replacement upon move out Greeley Village: move and replace bathroom wall heaters, front entrance perimeter lighting, walkway repair, waste line jet out, community room table and chair replacements, bathroom repairs and rehab, repair front stair concrete 96 Wood St: siding, windows, bulkhead replacement, bathrooms Forest St: roof, gutter, fascia repair, clad chimney repair, porch, railings, deck, footings Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to accept the FY 2017 and FY 2018 Formula Funding projects as presented. 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 The transfer switches and cords have already been completed in the community rooms at both Greeley Village and Vynebrooke Village for the portable emergency generator previously approved in the 2016 Formula Funding. Annually the town questions our progress of obtaining a portable generator. The town has one large enough for us as temporary use but they do not have any spares. E.Project updates: CV, VV, GV, Mass Ave, Parker Manor The Countryside Village generator project is complete. Phase 2 of the Vynebrooke Village Water Remediation Project is underway. The contractor should be finished in a month. The contractor for Phase 1 will then come back to fill depressed areas that have settled and will also hydro seed. When complete, all retain age will be released. DHCD has approved going out to bid for the Greeley Village Door Project. The final documents are being compiled. Bidding is anticipated in the next 3 weeks. The Mass Ave Home Funds Project is moving forward. Schematic design is complete. Design Development is due to DHCD by 5/29/14. F.Bids: GV Door Project and New Unit, VV HILAPP Project A Special Meeting will need to be scheduled this summer to approve the low bidders for these projects and contracts as we move forward. G.Agency Award- GV and VV Steve applied for an Agency Award with MassNAHRO. He is a finalist and will accept the award for the Greeley Village New Unit Project and Vynebrooke Village HILAPP Project. H.Capital and 5 Year Plan Submission We are currently awaiting approval from HUD for these submissions. I.Rotary Club garden The Rotary Club built an above ground garden for the residents of Vynebrooke Village. They did a great job and residents will enjoy this for many years to come. Grace Chapel had approximately 15 volunteers rake leaves behind buildings 4 through 6 at Greeley Village. This worked out will for LHA as a resident had requested that area be cleaned to remove excess leaves. Melinda is going to send thank you letters to both Rotary Club and Grace Chapel. J.Annual Lead Certification The Annual Lead Certification must be submitted to DHCD annually. Our properties are in compliance. Steve and the Board are required sign. The Schedule of Positions and Compensation Form for FY 13 and FY 14 are also required to be signed by Steve and the Board. This information has already been approved and submitted with the budgets. 5 K.Safety Policy Our insurance company risk assessment consultant was in to review our safety policy. Maintenance staff is going to be required to wear American National Safety Institute (ANSI) reflective vests. Steve will draft this enhancement into our current safety policy for approval in the fall. L.Board vote on CFA Revised Amendment #5 in the amount of $828,778.00 which includes FY16/17 Formula Funding Award and rescind Board votes Amendment #5 from 3/13/13 and Amendment #6 from 11/13/13 to increase CFA Amounts DHCD has required that CFA 5001 be re-executed due to an encumbrance date issue. In order to execute this revision, the Board must rescind Amendment #’s 5 and 6. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to rescind Amendment #’s 5 and 6. 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 also included the FY16/17 Formula Funding Award in the newly executed CFA for a total amount of $1,742,593.00. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to accept the revised CFA in the amount of $1,742,593.00. 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 6.UNFINISHED BUSINESS 7.NEW BUSINESS Lori McBride reviewed our Personnel Policy. The Progressive Discipline is too vague. Even though it was just approved by DHCD in 2013, it must be amended with the specific examples she gave. Steve gave the Board copies of Lori’s examples for the next Board meeting. 6 Steve will forward by email the 2014 Commissioners Training Manual. 8.ADJOURNMENT 7:30 P.M. A true copy attest……………………… STEPHEN KEANE, SECRETARY 7