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HomeMy WebLinkAbout2015-01-14-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING—JANUARY 14, 2015 MINUTES 1 ROLL CALL The meeting was called to order by Chairman, Leo P McSweeney at 6 00 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 inquired about a policy or procedure regarding snow removal Steve stated he will comment on this as part of his report. Dan also wanted to thank Steve for working on addressing the brighter lighting and new doors at Greeley Dan and the residents appreciate that Steve is working with them. 3 MINUTES Approval of Minutes of Regular Meeting of December 10, 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 December 10, 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 December 2014 December 2014 667-C/705-2 Check Number 7180 REVOLVING FUND Check Numbers 12966 through 13032 067-1 & 3 Check Number 4220 689-C MANAGEMENT Check Number 2033 PARKER MANOR Check Number 1992 BEDFORD STREET Check Number 1188 MRVP VOUCHER PROGRAM Check Numbers 2938 through 2941 SECTION 8 Check Numbers 16997 through 17026 Upon motion by Nicholas Santosuosso and seconded by Melinda Walker, the Board voted to accept the Bills and Checks as presented for December 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 DIRECTORS REPORT A LHA and Parker Financials The Board was given copies of the December LHA financials to review Upon a motion by Melinda Walker and seconded by Nicholas Santosuosso, the Board voted to accept the December LHA 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 The Board reviewed the November Parker Financials The Annual Board meeting is scheduled for 1/26/15 The roof project is complete and the roof looks great. The interior drain problem has been corrected. Our tenant is back to paying her full rent amount as her unit has been repaired. B Formal Board Resolution to change meeting place The Board discussed the meeting place for next month and most decided to go back to Countryside Village However, a future meeting will be scheduled at Greeley Village once the construction has begun. Upon a motion by Nicholas Santosuosso and seconded by Robert D Peters, the Board voted change the monthly meeting place back to Countryside Village The roll call vote was as follows YEAS NAYS ABSTAIN ABSENT Leo P McSweeney NONE Melinda Walker NONE Nicholas Santosuosso Weidong Wang Robert D Peters C Proiect updates Greeley-doors bath heaters new units Vvnebrooke-HILAPP siding, roofs Mass Ave-Notice to Proceed. Miscellaneous small proiects and change orders Greeley Village The bathroom heater project is going out to bid the end of the month. The architect is working with the contractor on the door frames, doorbells and location of fire alarm The relocation of the fire pull station and strobe has been reviewed by the LFD An employee of the architect firm neglected to include the relocation of the fire alarm in the scope therefore resulting in an error that will increase the total cost of the project as a change order will need to be issued. The new unit project is going to bid on 2/19/15 The total estimate for the project is $929,000 00 Steve has asked Lambrian Construction for a quote to remove the VCT tiles on the first floor hallways The amount is $1,933 33 in the form of a change order Upon a motion by Weidong Wang and seconded by Robert Peters, the Board voted to approve the change order from Lambrian Construction in the amount of$1,933 33 to remove the VCT tiles on 25 first floor hallways of Greeley Village 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 flushing of the sinks and waste lines is in progress The contractor has had much success so far He is also adding an enzyme to the lines once flushed. 3 The Vynebrooke Village HILAPP Project is going to bid on 2/5/15 This project includes siding, roofs, front and rear doors, securing the envelopes, removing planters fix floonng and trim. The construction budget is $766,945 00 The Notice to Proceed for the Mass Ave Home Funds Project has been given to Vareika Construction. A construction meeting was held with the contractor, DHCD, tenants and Steve The tenants picked out the floors and countertops There is a small amount of funding to put tenants up in a hotel if needed for a few days while the project is ongoing. O'Reilly Construction will install the doors for Hill/Tewksbury as soon as they come in. O'Reilly Construction will also be remodeling the bathroom at Forest Street. The Civil Engineer still has to file the proper documents with Conservation to close out the Vynebrooke Village Water Remediation Project. Intellibeam has completed the DHCD computer upgrade Steve would like to have Intellibeam replace the current phone system with VOIP (mternet) LHA is currently paying approximately $3,500 00 annually for the office phones This includes paying the provider and an annual service plan for the phone system If we were to switch the phones to VOIP, the initial cost is $3,726 00 and then the monthly billing would be approximately $25 00 Intellibeam has offered to have LHA pay the $3,726 00 in 12 monthly installments Steve got another quote from the state contract list. The initial cost is $671 00 then $155 00 monthly Upon a motion by Weidong Wang and seconded by Melinda Walker, the Board voted to change the phone system over to VOIP using Intellibeam for the initial cost of $3,726 00 and approximate monthly bills of$25 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 D RAB Annual Meeting, update and elections The Countryside Village RAB held their Annual Meeting last week. They elected a new slate of Officers Marcia was elected the Chairman again. They are very active and abide by all By-laws set in place by HUD E LFD stove safety event-all villages Fire Prevention Inspector Robert Cunha will be hosting stove safety events at all 3 villages on the next 3 Fridays with refreshments being served. This is made possible by a grant from the Town. The invitation was translated and posted on the building doors 4 F MLK Jr Day event at Grace Chapel and Senior Villages The Unity Walk begins at 11 00 AM Steve provided the program of events to the Board members Lunches are being held at all 3 villages G Federal Public Hearing 4/9/15 (publication and notification of federal tenants) The Annual Meeting is also the Federal Public Hearing. All tenants have been notified. This is to approve the Agency Plan. Steve has already had the annual tenants meeting to discuss Capital Projects H. DHCD updates Chrystal Kornegay from Urban Edge, a nonprofit development corporation, has been appointed the new Undersecretary of DHCD to replace Aaron Gornstem. MassNAHRO and DHCD are still working on the Housing Reform legislation. I. NSHEDA Trammws January-DHCD February-Fair Housing In January, Candy Tempesta and Dave McClave from DHCD Construction Management are doing a presentation on projects under $25,000 00 In February the training is to discuss fair housing. Rick Leco will be doing a future presentation on Cnsis Management. Steve has already begun working on presenters for next year The OIG office and Attorney Jeff Driscoll have committed. J Baystate Consultants annual electric rate review The blended rate of 9 085 goes into effect in December 2016 This rate will save LHA money as the rates have gone very high in the last few months K. Bicycle storage discussion and photos It was discovered that a tenant from Vynebrooke Village had numerous bikes under tarps at the village and the Arts and Crafts Society Steve had the tenant and daughter come in to the office to attend a Private Conference to discuss this The tenant has complied and is down to 2 bikes 6 UNFINISHED BUSINESS 7 NEW BUSINESS Steve wanted to address Dan McCabe's concern of the lighting at Greeley Village They sampled 3 different lighting for the hallway porches and decided that the 17w bulb gives the best illumination. There is funding in the budget for these bulbs Steve also met with Alan Hadley from the DPW regarding the streetlights At least 4 or 5 of them have a ballast that has failed and needs to be replaced. Steve also stated that he spoke to the Maintenance Supervisor regarding snow removal on 1/4/15 There was an error in judgment as to when the snow removal should have been done It was completed by 3 00 PM that afternoon. Steve received a letter from a concerned neighbor None of our tenants contacted the answering service 5 8 ADJOURNMENT 7 30 A true copy attest STEPHEN KEANE, SECRETARY 6 7