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Home My WebLink About2022-09-29-LHA-min LEXINGTON HOUSING AUTHORITY SPECIAL MEETING –SEPTEMBER 29, 2022 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Nicholas Santosuosso at 8:30 AM MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Nicholas Santosuosso NONE Caileen Foley Richard F. Perry Kathy Kilroy Melinda Walker Weidong Wang Mark McCullough Maureen Rynn 2. PUBLIC COMMENT None 3. EXECUTIVE DIRECTOR REPORT Caileen reported the following: • Cambridge Savings Bank is giving all LHA residents a $20 gift card to Stop and Shop. Approximately 420 residents will receive a card. The LHA is very grateful to CSB for this gift. • Jenna will present the FY23 budget at the next meeting 4. NEW BUSINESS A) Snow Plowing Contract 2022-2023 The Lexington HA received 3 quotes for snow plowing Countryside Village and Vynebrooke Village for the 2022-2023 season. RL Barnard had the lowest and most advantageous price proposal. The other proposals came from Keltic Landscaping and Mario’s Landscaping. Upon a motion by Maureen Rynn and seconded by Melinda Walker, the Board voted to approve the snow plowing contract to RL Barnard for Countryside Village in the amount of $25,620.80 and Vynebrooke Village in the amount of $19,303.73. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn 2 5. OLD BUSINESS A) Section 8 Program Management Agreement – Chelsea Housing Authority Consideration of request by the Executive Director to modify the terms of the Section 8 Management Agreement with Chelsea Housing Authority to November 2, 2022 to December 31, 2023. The original vote had incorrect dates for the term of contract. Upon a motion by Maureen Rynn and seconded by Mark McCullough the Board voted to modify the terms of the Section 8 Management Agreement with Chelsea Housing Authority to November 2, 2022 to December 31, 2023. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn B) REVISED Low Bid Approval – Vareika Construction – ModPhase 2020: Kitchen and Bath Modernization & Accessible Unit Conversion, DHCD #155121 Consideration of request by the Executive Director to approve the Low Bid for ModPhase 2020: Kitchen and Bath Modernization & Accessible Unit Conversion, DHCD #155121 to Vareika Construction Inc. Base bid plus Alternate 1 and Alternate 2 for a total final bid of $4,719,300.00. The original bid by Varieka included a ‘place-holder price’ for the Fire Suppression filed sub-bid of $56,400. The Fire Suppression filed sub-bids came back on 9/23/22 and the low bid was $72,400.00 which changed the total bid price for Vareika to $4,719,300.00. The Board needs to vote and approve the new low bid amount. Upon a motion by Melinda Walker and seconded by Mark McCullough, the Board voted to approve the Low Bid for ModPhase 2020: Kitchen and Bath Modernization & Accessible Unit Conversion, DHCD #155121 to Vareika Construction Inc. Base bid plus Alternate 1 and Alternate 2 for a total final bid of $4,719,300.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE 3 Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn 6. DISCUSSION A) Executive Director Search The Sub-Committee had an introductory call with Driscoll & Driscoll on 9/23/22. The sub-committee expressed their concerns with the way the meeting was held and where the consultants should be focusing their attention. The sub-committee discussed the interim director position and ability for current staff to handle the day- to-day business. Kathy Kilroy has agreed to manage the day-to-day duties of the Executive Director position and will reach out to other professionals for assistance when necessary. Weidong suggested that going forward, the sub-committee run the meetings and the consultants are participants of the meeting. The sub-committee determines the agenda, date, time and method for meeting. It was discussed that the sub-committee would prefer to meet in person, but if meetings must be held remotely that all participants have their camera on. The Board made the following motions: Upon a motion by Richard Perry and Mark McCullough, the Board voted to appoint Melinda Walker as chair of the sub-committee and give her full approval to speak with the consultant on behalf of the sub-committee and Board. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn Upon a motion by Richard Perry and seconded by Melinda Walker, the Board voted to give full approval to the sub-committee to approve the job description, advertisement, initial interview process and make a recommendation to the Board, in conjunction with the consultant. This board vote encompasses all tasks that may be necessary to make a recommendation to the Board. The roll call vote was as follows: 4 YEAS NAYS ABSTAIN ABSENT Nicholas Santosuosso NONE NONE NONE Richard F. Perry Melinda Walker Mark McCullough Maureen Rynn 7. ADJOURMENT 9:30 AM CAILEEN B. FOLEY, SECRETARY