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Home My WebLink About2015-09-10-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING – SEPTEMBER 10, 2015 MINUTES 1.ROLL CALL The meeting was called to order by Chairman Nicholas Santosuosso at 5:00 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Nicholas Santosuosso NONE Kathy Kilroy Weidong Wang Rick Leco Melinda Walker Cindy White-Overton Robert D. Peters Mike Ascolese Leo P. McSweeney Marcia Owens Camille Goodwin Dan McCabe Andy Riffin Mike Richmond Al Gentile 2.PUBLIC COMMENT Mike Ascolese had emailed the Board regarding the 2013 maintenance staff demotions per the DLI rates presented at the 4/10/13 Board Meeting. He stated that the Board was not given the 2 DLI rate sheets to compare or they would have noticed the classification changes resulting in a demotions to the maintenance staff. The Board asked Mike to bring the information to the next Board meeting for review and discussion. Dan McCabe has a concern with a conflict of interest regarding the candidate interviews and search performed by D&V Mainsail. There is one candidate scheduled to be interviewed on 9/21/15. 3.MINUTES Approval of Minutes of Regular Meeting of May 13, 2015 Approval of Minutes of Special Meeting of June 10, 2015 Approval of Minutes of Executive Session of June 10, 2015 Approval of Minutes of Special Meeting of July 16, 2015 Approval of Minutes of Executive Session of July 16, 2015 Approval of Minutes of Special Meeting of August 5, 2015 Approval of Minutes of Executive Session of August 5, 2015 Upon a motion by Leo P. McSweeney and seconded by Robert D, Peters, the Board voted to approve the Minutes of the Regular Meeting of May 13, 2015, Special Meeting of June 10, 2015, Executive Session of June 10, 2015, Special Meeting of July 16, 2015, Executive Session of July 16, 2015, Special Meeting of August 5, 2015 and Executive Session of August 5, 2015, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney 4. BILLS & CHECKS Approval of Bills and Checks paid in May 2015 May 2015 667-C/705-2 Check Numbers 7193 and 7194 REVOLVING FUND Check Numbers 13274 through 13336 067-1 & 3 Check Numbers 4230 and 4231 689-C MANAGEMENT Check Number 2210 PARKER MANOR Check Numbers 1998 and 1999 BEDFORD STREET Check Number 1194 MRVP VOUCHER Check Numbers 2961 through 2968 SECTION 8 Check Numbers 17140 through 17166 Approval of Bills and Checks paid in June 2015 June 2015 667-C/705-2 Check Number 7196 REVOLVING FUND Check Numbers 13337 through 13395 067-1 & 3 Check Number 4232 689-C MANAGEMENTCheck Number 2211 PARKER MANORCheck Number 2001 BEDFORD STREETCheck Number 1197 2 MRVP VOUCHER Check Numbers 2969 through 2974 SECTION 8 Check Numbers 17167 through 17194 Approval of Bills and Checks paid in July 2015 July 2015 667-C/705-2 Check Numbers 7197 and 7198 REVOLVING FUND Check Numbers 13396 through 13446 067-1 & 3 Check Number 4234 689-C MANAGEMENT Check Number 2212 PARKER MANOR Check Number 2002 BEDFORD STREET Check Number 1198 MRVP VOUCHER Check Numbers 2975 through 2979 SECTION 8 Check Numbers 17195 through 17221 and 17249 Approval of Bills and Checks paid in August 2015 August 2015 667-C/705-2 Check Numbers 7199 and 7200 REVOLVING FUND Check Numbers 13447 through 13503 067-1&3 Check Number 4235 MRVP VOUCHER Check Numbers 2980 through 2982 SECTION 8 Check Numbers 17222 through 17248 Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to accept the Bills and Checks as presented for May, June, July and August 2015. The roll call vote was as follows: 3 YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney 5.EXECUTIVE DIRECTOR’S REPORT A.CPC Re-appointment Leo McSweeney is the current CPC representative for the housing authority. His 2 year term expired 6/30/15. Leo is interested in another term. The Board thanked Leo for the great work he has done on the CPC. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to re-appoint Leo P. McSweeney to the CPC for another term year term of 6/30/15-6/30/17. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney B.Vynebrooke Village Snow Contract R. L. Barnard Landscape has offered a contract renewal for the same price of $13,223.00 for the 2015-2016 season of October through April. Kathy solicited other contractors without much success. One company was not interested and the other did not respond. We are very satisfied with R.L. Barnard. They did a great job last season. They have the manpower and a large vehicle fleet. Upon a motion by Leo P. McSweeney and seconded by Melinda Walker, the Board voted to renew the Vynebrooke Village Snow Contract for the 2015-2016 in the amount of $13,223.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney 4 C.Project updates, requisitions, change orders: GV, VV, Federal, Mass Ave. Greeley: The door project has been at Substantial Completion for some time. Lambrian Construction has been involved in other state funded projects that has taken his full attention. The architect was to meet with Lambrian Construction today to discuss remaining work. Closeout documentation should be forthcoming. 4 new accessible units: Construction Dynamics, Inc. has poured the entire foundation (minus the slab) and is awaiting the next steps. The contractor has started applying the paint-on waterproofing and insulation. The plumber is scheduled to install the rough plumbing. The architect has prepared color selections to present for approval. The Board had many questions so Kathy will invite the architect to the next meeting to review with the Board. Construction Dynamics, Inc. has submitted Application for Payment #4 in the amount of $13,775.00. Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to accept Application for Payment #4 in the amount of $13,775.00 from Construction Dynamics, Inc. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney Vynebrooke: The HILAPP Project has reached substantial completion although the architect has not been advised of this yet. The architect will convene a walk through with Vareika Construction and the housing authority shortly and begin the close out paperwork. Change order #2 in the amount of $27,962.00 has been submitted by Vareika Construction. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve Change Order #2 from Vareika Construction in the amount of $27,962.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker 5 Robert D. Peters Leo P. McSweeney Federal: Homer Construction is finishing up 2 jobs and will be available for a kick-off meeting in the next two weeks. Shortly after the kick-off meeting, work will begin. Mass Ave: Change Order #2 in the amount of $13,300.00 must be rescinded as the scope of work has changed. The corrected amount of Change Order #2 is in the amount of $15,641.00. Upon a motion by Weidong Wang and seconded by Robert D. Peters, the Board voted to rescind Change Order #2 from Vareika Construction in the amount of $13,300.00 and approve Change Order #2 in the amount of $15,641.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney D.Rotary cookouts The Rotary Club of Lexington is sponsoring cookouts again this year at the 3 senior villages: Countryside Village 9/22/15, Vynebrooke Village 9/23/15 and Greeley Village 9/24/15. Board members and staff are welcome to attend any or all of these Rotary events. E.Staff training Pat has registered for an MPHA course being held at Woburn Housing on 9/16/15. The class includes Financial Elements and Maintenance & Modernization. F.LHA and Parker Financials The Board reviewed the Parker Financials for May and June and the Annual Board Meeting minutes. The Board reviewed the LHA Year End June Financials. The Board must also sign the Year End Certifications to submit to DHCD. Jenna is scheduled to attend the October meeting to present budget. Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board voted to accept the June Year End Financials and sign the Certifications to submit To DHCD. The roll call vote was as follows: 6 YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney 6.UNFINISHED BUSINESS 7.NEW BUSINESS The Board voted to enter into Executive Session and to return to Open Session on conclusion to discuss an allegation of conflict of interest raised by a member of the public during public comment. The Board reviewed the circumstances of the contract with D&V Mainsail, executive search consultants, and determined that there was not conflict of interest. The Board voted to adjourn the Executive Session. 6:00 P.M. Candidate interviews for Executive Director position: Michelle Sweeney John Hurd Caileen Foley Deborah Jordan 8.ADJOURNMENT 8:40 P.M 9.EXECUTIVE SESSION The Board voted to enter Executive Session, not to return to Open Session, to discuss the results of the four interviews and the salary expectations of the candidates. Since one additional interview remains to be scheduled, the Board took no action on the selection of Executive Director. The Board voted to adjourn. A true copy attest……………………… KATHY KILROY, SECRETARY 7