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Home My WebLink About2014-12-10-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING – DECEMBER 10, 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 Nicholas Santosuosso Steve Keane Weidong Wang Jenna Milne Melinda Walker Robert D. Peters 2.PUBLIC COMMENT Dan McCabe invited the Board and employees to the Holiday Party on 12/17/14. A tenant at Greeley Village was struck by a vehicle the other night at the intersection of Hill and Bedford Street after exiting a bus right as it was getting dark. Dan also would like to see the lighting improved at Greeley Village. The Countryside Village tenant association had their holiday party. Marcia Owens reported that it was huge success. The high school group is really active and helped set up, decorate and attend the party. Marcia plans to send in a photo and article to the Colonial Times. 3.MINUTES Approval of Minutes of Regular Meeting of November 12, 2014 The Board requested to table the approval of Minutes until next month. 4.BILLS & CHECKS Approval of Bills and Checks paid in November 2014 NOVEMBER 2014 667-C/705-2 Check Numbers 7177 and 7178 REVOLVING FUND Check Numbers 12905 through 12965 067-1 & 3 Check Numbers 4217 and 4218 689-C MANAGEMENT Check Number 2202 PARKER MANOR Check Number 1991 BEDFORD STREET Check Number 1187 MRVP VOUCHER Check Numbers 2933 through 2937 SECTION 8 Check Numbers 16969 through 16996 Upon motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to accept the Bills and Checks as presented for November 2014. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters 5.EXECUTIVE DIRECTOR’S REPORT A.LHA Financials/Budget review with Fee Accountant Jenna was in attendance to present the FY 2015 Budget. The state is allowing a 3% cap increase on non-utility expenses this year. The proposed budget includes a 5% increase for Steve, 3% for Carol and 2% each for Pat and Kathy. Jenna has also projected a 3% increase for the maintenance staff when the DLI rates come out on 4/1/15. Jenna explained each program and reserves. All programs are in good shape. Jenna was able to budget other non-routine items and overtime funding which is very hard to predict as we never know how much snow will arrive. Steve has been very successful in applying for Formula Funding for state programs. There are minimal balances in tenant accounts receivables as Kathy stays on top of that. Upon motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to accept the FY 2015 Budget as presented. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters The Board reviewed the Financials for November. Upon motion by Melinda Walker and seconded by Weidong Wang, the Board 2 voted to accept the November Financials. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters B.Parker Financials and drain update The Board reviewed the October Financials. There was another drain issue at Parker Manor. They are no longer using Atlantic Drain Company; Wayne’s Drains will be called from now on. C.Formal Board Resolution to change meeting place The Board discussed having a meeting at another village. It was suggested to have the January meeting at Vynebrooke Village. Upon motion by Robert Peters and seconded by Weidong Wang, the Board voted to have the January meeting at Vynebrooke Village. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters D.Project updates: Vareika Construction is the low bidder for the Mass Ave Home Funds project in the amount of $147,700.00. They have done many projects for us and the references are good. Upon motion by Weidong Wang and seconded by Robert D. Peters, the Board voted to accept Vareika Construction in the amount of $147,700.00 as the low bidder for the Mass Ave Home Funds Project. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters Lambrian Construction is working on the Greeley Village door project. A change order is anticipated for the fire alarm pull and strobe. We are looking at the entrance overhead lights and will proceed with possible replacements after determining type of 3 fixture cost and financial feasibility. We have asked for tenant input from Dan McCabe. The Greeley Village 4 unit construction project will be going to bid in January. A Greeley Village sample wall heater has been sent to DHCD for testing. The estimated cost for the replacement is $39,000.00. The waste lines at Greeley Village are very narrow and backups occur often. Steve has applied for Formula Funding to have the waste lined jetted out. Building #18 is the pilot building to start with. We are receiving a grant from DHCD in the amount of $10,000.00 to repair pavement at Greeley Village. The Vynebrooke Village HILAPP Project for roofs and siding is going to bid in January. The front doors have been replaced at Hill/Tewksbury Street as well as the furnace at Hill Street. Stoves will be replaced as needed. E.Update and amend Procurement Policy to reflect statutory changes Statutory changes have gone into effect on 8/1/14. Most of these changes include threshold amounts: Under $10,000.00: use sound business practice $10,000.00-$25,000.00 require 3 quotes $25,000.00 and above must go to bid Upon motion by Melinda Walker and seconded by WeidongWang, the Board voted to update and amend the Procurement Policy to reflect statutory changes. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters F.DHCD confirmation of Robert Peters reappointment by Governor until 1/27/17 The letter of confirmation was just received for Bob’s reappointment. G.ROCA contract for emergency snow removal and painting if needed Our contract with ROCA needs to be updated. We have used them in the past to paint units. 4 Upon motion by Robert Peters and seconded by WeidongWang, the Board voted to update the ROCA contract for emergency snow removal and painting. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters H.Computer and website upgrades, internet phone system information DHCD requires housing authority websites to be upgraded to reflect staff and Board member contact information. They are also requiring more security on office computers. LHA received an allowance of $5,000.00 for required upgrades. We have hired a company and the work is almost complete. I.Town Manager appointments of Town Clerk and VSO These 2 positions have been filed. J.Disposal of records 2000-2007 per State regulations Steve would like to file the necessary paperwork with the State to dispose of old records. We have done this in the past. The shredding is done on site. Upon motion by Robert Peters and seconded by Melinda Walker, the Board voted to file the necessary paperwork to shred records from 2000-2007.The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters 6.UNFINISHED BUSINESS The no smoking policy is set to go into effect 4/1/15. 7.NEW BUSINESS LHA will again host the Martin Luther King, Jr. luncheons this year at all villages. 8.ADJOURNMENT 7:50 PM A true copy attest……………………… STEPHEN G. KEANE, SECRETARY 5