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Home My WebLink About2015-06-10-LHA-min LEXINGTON HOUSING AUTHORITY SPECIAL MEETING –JUNE 10, 2015 MINUTES 1.ROLL CALL The meeting was called to order by Chairman Nicholas Santosuosso at 2:35 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Nicholas Santosuosso Weidong Wang Steve Keane Melinda Walker Marcia Owens Robert D. Peters Leo P. McSweeney 2.EXECUTIVE DIRECTORS REPORT A.All current and future project updates, change orders, contracts: GV- new units, wall heaters, front doors VV-roofs, siding, doors, Water Remediation Federal-bathroom and door renovation Greeley Village: Lambrian Construction is finishing up the door project. They are creating a punch list for lock hardware. Key distribution is scheduled for tomorrow. The community room doors are being master keyed to also open front doors. LHA is funding the cost of the lock change and replacement. Change Order #5 in the amount of $1,241.83 is to replace cove base in doorways and provide mock up for doorbells, name tags and plates. Change Order #6 in the amount of $583.63 is for additional keys. Upon a motion by Melinda Walker and seconded by Robert D. Peters, the Board voted to approve Change Orders #5 and #6 to Lambrian Construction. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney The wall heater installation is complete. The Certificate of Final Completion is in the amount of $31,497.00. Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to approve the Certificate of Substantial Completion for Sanibel Electric in the amount of $31,497.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney Steve would also like to accept the Application for Final Completion and release the retainage of $3,403.00 after the punch list has been signed off by the architect, building department and DHCD. Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to release the retainage of $3,403.00 to Sanibel Electric after the punch list has been signed off by the architect, building department and DHCD. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney The Home Funds Grant of $177,000.00 has been increased by $21,573.00 allowing us to do the tub shower conversions at the 689 properties. Change Order #1 in the amount of $8,787.00 is due to Varieka Construction for additional work approved by the architect. Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to approve Change Order #1 in the amount of $8,787.00 to Vareika Construction. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney We are trying to move the Vynebrooke Village HILAPP Grant forward by allowing the Vareika Construction to proceed. This will require the Board to approve Change Orders in question contingent on architect and DHCD approval. The funding of this project is solely from DHCD. All backup information has been provided. 2 Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board voted to approve Change Orders to the HILAPP Project by Vareika Construction contingent on architect and DHCD approval. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney Application for Payment #1 in the amount of $55,250.00 is due to Construction Dynamics for the Greeley Village new unit project. Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board voted to approve Application for Payment#1 in the amount of $55,250.00 to Construction Dynamics. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney $254,159.00 has been reallocated to the Greeley Village new unit project. DHCD funded an additional $91,000.00 from sustainability funds through a CFA also stating that LHA has to fund the shortfall from Formula Funding. The budget has been revised to allow landscaping costs previously removed due to budget constraints. LHA was able to schedule the tenant requested lighting and limited community room furnishings (tables and chairs replacements). The contractor is moving forward with the lighting. As long as the costs is under $10,000.00, LHA is able to use sound business judgement. Steve appeared before the BOS to request permit fees of $10,465.00 be waived. He was successful as the fee was waived. The architect for selective Federal bathroom replacements is working on the bidding documents as we hope to go to bid in the next few weeks. Upon a motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to accept the DHCD filed Capital Plan. The roll call vote was as follows: 3 YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney B.Future project protocols The Vynebrooke Village Water Remediation Project is moving forward by allowing the contractor to proceed. Steve is asking for Board approval on change orders contingent on architect approval, DHCD site visit and approval of change order proposals with funding provided solely by DHCD. All backup information has been sent to DHCD by the architect so as not to cause delays to the project cost. C.LHA Financials, Parker Financials, assessment The Board reviewed the May LHA Financials. Upon a motion by Melinda Walker and seconded by Leo P. McSweeney, the Board voted to accept the May LHA Financials. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney The Board reviewed the April Parker Financials and assessment. Due to the high costs of snow removal this winter, a proposed assessment of approximately $400.00 per unit will be needed to cover these costs. Also, the monthly condo fees are increasing 5% per unit, effective 7/1/15. Upon a motion by Melinda Walker and seconded by Leo P. McSweeney, the Board voted to accept 5% condo increase and proposed assessment for snow removal costs. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney D.Executive Director review and discussion Adjourn at 3:05 into Executive Session per Item #2 of Executive Session Check- Off List and Motion form and then return to Regular Session. 4 YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney Adjourn back into Regular Session at 3:30 PM. YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney Steve has been offered the opportunity as the Executive Director of Framingham Housing Authority. He has asked the Board to allow him to terminate his contract. The transition will be the second week of August. As of this meeting, he has accrued vacation, personal and comp time. Jenna will clarify if he is eligible for comp time payout. Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board voted to accept Steve’s request to terminate his contract the second week of August. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney 3 ADJOURNMENT: 4:05 PM A true copy attest……………………… _____________________________ STEPHEN KEANE, EXECUTIVE DIRECTOR 5