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Home My WebLink About2015-10-14-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING — OCTOBER 14, 2015 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Nicholas Santosuosso at 6:10 P.M. MEMBERS PRESENT Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney MEMBERS ABSENT NONE OTHERS PRESENT Kathy Kilroy Caileen Foley Jenna Milne Bill Peterson Mike Ascolese Carol 0' Connor Pat Sullivan Marcia Owens Camille Goodwin Mike Richmond 2. PUBLIC COMMENT Marcia Owens, speaking for the residents of Countryside Village, praised the maintenance and office staff. She also welcomed Caileen Foley and stated that residents are looking forward to meeting her. 3. MINUTES Approval of Minutes of Special Meeting of September 2, 2015 Approval of Minutes of Regular Meeting of September 10, 2015 Approval of Minutes of Executive Session of September 10, 2015 Approval of Minutes of Special Meeting of September 21, 2015 Approval of Minutes of Executive Session of September 21, 2015 Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to approve the Minutes of the Special Meeting of September 2, 2015, Regular Meeting of September 10, 2015, Executive Session of September 10, 2015, Special Meeting of September 21, 2015 and Executive Session of September 21, 2015, all members having received copies. The roll call vote was as follows: YEAS Nicholas Santosuosso Weidong Wang Melinda Walker Robert D. Peters Leo P. McSweeney NAYS NONE ABSTAIN NONE ABSENT NONE 4. BILLS & CHECKS Approval of Bills and Checks paid in September 2015 September 2015 667- C/705 -2 Check Numbers 7201, 7202 and 7204 REVOLVING FUND Check Numbers 13504 through 13555 067 -1 & 3 Check Numbers 4236, 4237 and 4240 MRVP VOUCHER PROGRAM Check Numbers 2983 through 2987 and 2990 SECTION 8 Check Numbers 17250 through 17276 Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board voted to accept the Bills and Checks as presented for September 2015. 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 5. EXECUTIVE DIRECTOR'S REPORT The Board thanked Kathy for a job well done while taking over as Acting Director for the last 2 months. A. Photo for Annual Town Report Dave Tabeling was in attendance to take the photo. B. Executive Director Caileen Foley introduction and contact approval Caileen's contact has been executed and sent to DHCD for her start date of 11/2/15. Upon a motion by Robert D. Peters seconded by Leo P. McSweeney, the Board voted to approve the contract for Caileen Foley. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Weidong Wang Melinda Walker 2 Robert D. Peters Leo P. McSweeney C. Bill Peterson, Greeley Village Clerk of the Works for 4 new units, introduction and project update Bill Peterson was in attendance to give an update of the Greeley Village 4 new units. Bill is on site 4 hours each day to oversee the project. He provided the Board with photos and timeline. The Eversource power shut down did delay the project but the units should be ready for occupancy in late spring of 2016. There was a discussion of how the 4 new units would be filled. We will contact our DHCD Asset Manager for clarification of this. The Board thanked Bill for his presentation D. Jenna Milne -LHA Financials and Budgets. Parker Financials Jenna was in attendance to present the FY 16 Budget. Due to the transition of a new Executive Director, Jenna prepared the budgets with input from Kathy. Revisions can be made if necessary. The budget guidelines have been released. The state has level funded non - utility expenses but will allow a 3% administrative salary increase. The proposed budget includes a 3% increase for Pat and Kathy. In past years, the former director was reviewing both coordinator jobs and trying to get the salaries similar. With this direction in mind, Jenna has proposed an increase to $45,000.00 for Carol. The proposed budget also includes a 3% maintenance wage increase. The new rates are set by DLI in April. Jenna reviewed line items with the Board. Contract Costs were estimated on the high side as we can't predict overtime and snow removal costs. Jenna will have Financials to approve at the next Board Meeting. Upon a motion by Melinda Walker and seconded by Leo P. McSweeney, the Board voted to accept FY 16 Budgets as presented. 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 3 E. Project updates, Certificates of Substantial Completion, Final Requisitions: GV, VV, Federal, Mass Ave. Greeley Village: The Door Replacement Project is complete. The final closeout documentation requires Board approval. The Final Application and Certificate of Payment in the amount of $25,055.00 is due to Lambrian Construction. Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to accept Final Application and Certificate of Payment in the amount of $25,055.00 due to Lambrian Construction. 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 Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board voted to accept the Certificate of Substantial Completion. 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 Mass Ave Home Funds: All work is complete with the exception of range top and screens. The screens shipped 10/6/15 and are expected this week. Once received, Varieka Construction will install. Vynebrooke Village HILAPP: Once the awnings are installed by Vareika Construction, the project can be closed out; approximately one month. Federal Bathroom and Doors: Homer Construction has started submittals for review. Permitting has also started. A pre - construction meeting can be scheduled. F. NAHRO Fall Conference Ad The NAHRO Fall Conference is being held in Framingham on November 16 -17. Caileen and Nick are both attending. If anyone else wants to attend, please let Kathy know so she can register you. 4 In all past years, LHA places a full page ad in the amount of $100.00. The Board would like to place the full page ad. Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to place a full page ad in the Fall NAHRO Conference booklet. 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 G. FEMA Reimbursement of $20,380.44 due from January 26 -28, 2015 snowstorm As in many prior years, Kathy attended the briefing for FEMA/MEMA snow reimbursement. She successfully completed the application process and submitted the required documents. The amount due to LHA for the January 26 -28, 2015 snowstorm is $20,380.44. The funds are to be deposited into our account in the next few days. H. Re- appoint Melinda to Housing Partnership Board Melinda is currently the Chair of the Housing Partnership Board. Her term expired 9/30/15. She is interested in another term. Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board voted to re- appoint Melinda Walker for another term of the Housing Partnership Board. 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 I. November 2015 Meeting date change as 11/11/15 is Veterans Day (Holiday) Due to the holiday being 11/11/15, the November Board Meeting will be scheduled for 11/18/15. 6. UNFINISHED BUSINESS April 2013 Minutes and DLI rate review The Board tabled this discussion until the November meeting so that Caileen will have time to review with Mike. 5 7. NEW BUSINESS D &V Mainsail invoice for ED search Kathy asked the Board to review the invoice as the cost appears to be higher than the agreement. Bob Peters offered to contact D &V Mainsail to discuss the invoice. CPA update from Leo Leo reported that CPA applications are due 11/1/15. He had asked if there were any projects that the former director had possibly spoke about. At one time there was discussion about making bathrooms ADA compliant. Caileen has offered to review the Formula Funding projects with DHCD and apply for CPA funding for a project that meets the CPA criteria. 7. ADJOURNMENT: 7:45 P.M. A true copy attest KATHY KILROY, ASSISTANT DIRECTOR 6