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Home My WebLink About2017-02-08-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING – FEBRUARY 8, 2017 MINUTES 1.ROLL CALL The meeting was called to order by Chairman, Weidong Wang at 6:00 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Weidong Wang NONE Caileen Foley Melinda Walker Dan McCabe Nicholas Santosuosso Robert D. Peters Richard F. Perry 2.PUBLIC COMMENT There was no public comment offered at this meeting. 3.MINUTES Approval of Minutes of Regular Meeting of January 11, 2017 Upon motion by Robert D. Peters and seconded by Richard F. Perry, the Board voted to approve the Minutes of the Regular Meeting of January 11, 2017, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE NONE Melinda Walker Nicholas Santosuosso Robert D. Peters Richard F. Perry 4. BILLS & CHECKS Approval of Bills and Checks paid in January 2017 January 2017 REVOLVING FUND Check Numbers 14616 through 14682 689-C MANAGEMENT Check Number 2228 PARKER MANOR Check Number 2021 BEDFORD STREET Check Number 1216 MRVP VOUCHER Check Numbers 4020 and 4021 SECTION 8 Check Numbers 17693 through 17718 Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the Board voted to accept the Bills and Checks as presented for January 2017. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE NONE Melinda Walker Nicholas Santosuosso Robert D. Peters Richard F. Perry 5.EXECUTIVE DIRECTOR’S REPORT A.LHA and Parker Financials The Board reviewed the January LHA Financials and December Parker Financials. B.VMS Review LHA was chosen for a random remote VMS review. We were required to submit a variety of reports used to collect the reported data. Their review found 4 areas of concerns with corrective actions. Our variance was less than 1%. Caileen contacted our software vendor to provide a report to assist our future reporting. We also have a better understanding of accrual adjustments created by mid-month move ins. Our response and corrections were submitted to HUD on 2/2/17 and the review is closed. C.R.L. Barnard contract amendment The new contract of price per storm has been received. From now on, the housing authority will pay per snow event as outlined in the pricing sheet which seems fair. We will not pay anything above the $19,853.00 (the second amended contract price). We will revise and proceed accordingly for next year. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to amend the contract to a pay per event per the rate schedule provided. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE Richard F. Perry NONE Melinda Walker Nicholas Santosuosso Robert D. Peters 2 D.FY 17 Budget adjustment As of the close of business on February 8, 2017, the LHA had not received the approved budgets for FY17 which began in July. Caileen reached out to DHCD inquiring of the status and never received a response. Last month the Board revised the minutes to clarify discrepancies regarding the breakdown of Caileen’s salary. The board minute revision was submitted to DHCD and Caileen did not receive a response. On January 24, 2017, Caileen had a phone conversation with Sarah Glassman, Associate Director of DHCD. It was made clear that the budgets were not getting approved due to Caileen’s salary going above the DHCD approved 3% increase. Caileen explained that the Board renegotiated the contract, extended it for 3 years, and the new salary is not going above 3% from the state budget. Ms. Glassman agreed, but stated that DHCD interprets the regulations (Chap 235) to say that they have total purview over approving the salary, regardless of its sources. Concurrently, both DHCD and MassNAHRO are conducting Executive Director salary studies. The hope from both of these organizations is that MA salary guidelines are outdated and the new guidelines will have thresholds above where most ED’s currently are; ultimately making this a non-issue. Ms. Glassman told Caileen that the only way the budgets would be approved would be for Caileen to separate her salary to the 3% and issue the remainder as a separate salary line item from other available program funds. Caileen and Ms. Glassman discussed how the appearance of an Executive Director of a public agency receiving a “bonus” may not sit well, Ms. Glassman stated it was well within our purview to do, and it was the only way to get the budgets approved at this time. With the assistance of the LHA fee accountant, Caileen submitted the budget line item revision to DHCD on February 1, 2017. Caileen received notification via email at 4:40pm on February 8, 2017, that the budgets were approved. Per Caileen’s conversation with Sarah Glassman, Associate Director of DHCD on January 24, 2017, Caileen was instructed to separate her salary into the 3% cap ($82,400.00) and issue the remainder ($2,600.00) as a separate salary line item from other available program funds in the FY17 budget submission. Caileen’s 3 Year Contract extension and salary agreement of $85,000.00 for FY17 that was voted and approved by the Board on November 9, 2016, remains unchanged. An addendum has been added to the contract and salary agreement per these instructions from DHCD. Upon a motion by Nicholas Santosuosso and seconded by Robert Peters, the Board voted to approve the FY17 budget revision based on the statement above. The roll call vote was as follows: 3 YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE NONE Melinda Walker Nicholas Santosuosso Robert D. Peters Richard F. Perry E.Project updates We received information regarding our FY16 Formula Funding. We have spent 103%, submitted our plans on time and our performance was rated as “no findings”. Roof replacement at 87 Hill, 27 Tewksbury and 45 Forest St bids are due 2/15/17. At the next meeting, we will approve the contractor and commence work by 4/1/17. The Greeley Village rear door and porch replacement bids are due 3/8/17. At the next meeting, we will approve the contractor and commence work by mid-April. Smaller projects include: Floor replacement at 45 Forest St. Paint and carpet at 561/563 Mass Ave Replacing rear porch at 87 Hill St. (March/April) Exterior renovations at 561/563 Mass Ave (March/April) bids are ready to post GFCI updates at Vynebrooke Village (March/April) bids are ready to post F.Civil Rights Certification With the submission of the Annual Plan, the Chairman must certify that we are in compliance with Title VI of the Civil Rights Act of 1964. G.Pine Grove update Through conversations with the Regional Housing Services Organization, Town of Lexington and Mass Housing Partnership, it has been explained to the LHA that the co-op residents and Town of Lexington have come to an agreement that there would be universal deed riders that restrict 11 of the 16 to 80% AMI and the remaining 5 units would be deeded to the LHA and would be subsidized through vouchers. Caileen was asked to review the capital improvement needs and determine if more work is necessary or if the cost is appropriate.The review conducted by Mass Housing did not take into account that we are a public agency and would have to follow public bid procurement laws. Caileen wrote a letter to the Town Selectmen with an amended capital improvement need cost request. 4 This is going before Town Meeting in March/April and the Housing Authority will continue to work with the Town through this process and keep the Board updated. H.DHCD Notice 2017-04 Board Member Elections After speaking with the Town Clerk Nadie Rice, it was agreed that this can’t pertain to LHA this year as the ballot has been set for the election. Caileen has reached out to DHCD for more guidance and is awaiting a response. I.Parker Manor Annual Meeting update The Annual Parker Manor meeting was held last night. They are in good shape with approximately $58,000.00. There are also 2 reserve accounts at Santander Bank for approximately $8,600.00 that LHA is holding. Once closed, these will be added to the Parker Manor reserves. Upcoming projects include exterior LED light posts, repair fence around dumpster and security system. They are also interested in possibly going smoke free. Caileen has offered to assist with implementing the policy. J.Any other new business that may come before the Board 6.UNFINISHED BUSINESS 7.NEW BUSINESS 8. ADJOURNMENT 7:05 P.M. A true copy attest……………………… Caileen Foley, Executive Director 5