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Home My WebLink About2015-03-11-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING – MARCH 11, 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 Nicholas Santosuosso Steve Keane Weidong Wang Dan McCabe Melinda Walker Camille Goodwin Robert D. Peters Mike Richmond Marcia Owens 2.PUBLIC COMMENT There was no public comment offered at this meeting. 3.MINUTES Upon motion by Melinda Walker and seconded by Weidong Wang, the Board voted to approve the Minutes of the Regular Meeting of February 11, 2015, all members having received copies. 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 4.BILLS & CHECKS Approval of Bills and Checks paid in February 2015 February 2015 667-C/705-2 Check Numbers 7185 and 7186 REVOLVING FUND Check Numbers 13078 through 13143 067-1 & 3 Check Numbers 4223 and 4224 689-C MANAGEMENT Check Number 2206 BEDFORD STREET Check Number 1190 PARKER MANOR Check Number 1994 MRVP VOUCHER Check Numbers 2947 through 2950 SECTION 8 Check Numbers 17056 through 17083 Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to accept the Bills and Checks as presented for February 2015. 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 and Parker Financials The Board reviewed the LHA February financials and the January Parker financials. The annual Parker meeting was cancelled due to weather and has not been rescheduled yet. They will have to make a budget revision to account for the excess snow removal. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to accept the LHA February 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.CFA for Health and Safety Initiative and HILAPP Award DHCD had previously approved funding in the amount of $385,979.00 in the form of a Contract for Financial Assistance (CFA) Amendment for the Vynebrooke Village HILAPP Project and a Health and Safety Initiative. There is a slight decrease in the funding for the Health and Safety Initiative in the amount of $161.81. Upon a motion by Weidong Wang and seconded by Melinda Walker, the Board voted to accept the CFA Amendment #7 in the amount of 385,817.19 for the Vynebrooke Village HILAPP Project and Health and Safety Initiative. The roll call vote was as follows: 2 YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters C.LFD letter for Dana Home Grant Lieutenant Cunha of the Lexington Fire Department had sponsored a fire safety event at the villages. The turnout was very low due to the weather. LFD would like to apply for a grant to sponsor this event again when the weather is better. The housing authority wrote a letter of support for the LFD to apply for this funding as they have the knowledge and expertise to make the presentation. A translator and refreshments will be included as part of the funding. D.Project updates and Contract awards ; CV, GV, VV, Mass Ave Countryside: Richard Alvord Architects has started working on the documents for the selective federal bathroom replacements. Greeley: The water jetting project is ¾ done. The Drain Guy has had much success with this project. Initially, LHA was concerned about the age of the plumbing and possible damage to the lines but that was not a factor. DHCD has forwarded the contractural documents to Sanibel Electric Company for the wall heater replacement project. Lambrian Construction, Inc., the contractor replacing the front doors, is on buildings 21&22. They still have to install the interior doorbells, change the locks and install the handrails and trim. Lambrian Construction Inc. did not include the bonding amount in Change Order # 3 in the amount of $7,333.92. DHCD said that it must be included and the new amount for Change order #3 should be $7,480.60. The Board needs to rescind the first amount and change to revised amount. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to rescind Change Order# 3 for Lambrian Construction Inc. in the amount of $7,333.92 and revise Change Order #3 to the amount of $7,480.60.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 architect firm Austin Design has completed the reference check for the apparent low bidder Construction Dynamics Inc. in the amount of $1,145,000.00 for the Greeley Village 4 new unit project. Austin Design has issued a letter of approval recommending to award the contract to Construction Dynamics Inc. 3 Upon a motion by Melinda Walker and seconded by Robert Peters, the Board voted to award the Greeley Village new 4 unit Project to Construction Dynamics Inc. in the amount of $1,145,000.00. 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 Some of the DHCD Formula Funding for the project was allocated to other projects. Steve just needs to go in and adjust the figures. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to approve Steve to make the necessary adjustments to Formula Funding so the Greeley Village project can move forward. 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 Vynebrooke: The Conservation Department is reviewing the paperwork for the Vynebrooke Village Water Remediation Project. The apparent low bidder for the Vynebrooke Village HILAPP Project is Varieka Construction Inc. in the amount of $596,700.00. Upon a motion by Robert Peters and seconded by Weidong Wang, the Board voted to award Vynebrooke Village HILAPP Project to Varieka Construction Inc. in the amount of $596,700.00. 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 Mass Ave Home Funds: The cabinets have been delivered. E.Review HUD Annual Plan & 2015 Grant, certifications The 2015 Capital Fund is in the amount of $99,142.00. This is for our federal properties. This has been formalized by the Town Manager also. 4 Upon a motion by Weidong Wang and seconded by Melinda Walker, the Board voted to submit the 2015 Capital Grant in the amount of $99,142.00 along with all required certifications and Environmental Review. 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.Winter update of properties There was ceiling damage to 4 units at Countryside Village. Water backed up due to ice dams. The fire alarm was destroyed due to water damage that also leaked into Kathy’s office. An insurance claim has been opened and the adjuster is coming out on 3/24/15 to inspect. DHCD sent out a memo stating that roofs need to be cleared of snow. DHCD has requested housing authorities to forward their roof snow removal invoices although they will only be funding $35.00 per unit. LHA has paid out $14,500.00 so far: Greeley Village $7,900.00 and Vynebrooke Village $6,600.00. G.HUD LOCCS Approving Official Melinda is the current LOCCS Approving Official. This person designates who is able to draw down from LOCCS. Both Steve and Kathy are able to draw down. The Board discussed this an agreed that Melinda should continue this roll. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to approve Melinda as the LOCCS Approving Official for another year, 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.Maintenance Staff training postponed until April Due to bad weather, the February training has been postponed until April. 6.UNFINISHED BUSINESS 7.NEW BUSINESS 5 The Fee Accountant contract is due for the 3% annual increase, retro to the budget beginning on 7/1/14. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve the 3% fee accountant contract increase. 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 DLI has sent out the new L&I rates effective 4/1/15. The housing authority is mandated to pay these new rates. An employee has the right to appeal the new rate within 10 days in writing. The increase this year is approximately 3%. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to approve L&I rates effective 4/1/15. 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 Governor is proposing an early retirement incentive for the Executive Branch of state workers. There needs to be clarification as to if teachers, courts and municipalities are included. Some employees of the housing authority may be eligible. Melinda asked about the maintenance hours changing due to daylight savings time. The change is effective next week. Maintenance staff will start at 7:00 AM and rotate Friday afternoons off. There will always be coverage. She also inquired about how the maintenance staff felt overall with being one person shorthanded this winter. 8. ADJOURNMENT 7:15 P.M. A true copy attest……………………… STEPHEN KEANE, SECRETARY 6