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Home My WebLink About2018-04-10-LHA-min (Regular) LEXINGTON HOUSING AUTHORITY REGULAR MEETING—APRIL 10, 2018 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Weidong Wang at 7:40 A.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Weidong Wang Richard F. Perry Caileen Foley Melinda Walker Dan McCabe Nicholas Santosuosso Camille Goodwin Robert D. Peters 2. PUBLIC COMMENT Dan McCabe had a meeting with Caileen and Mike. The tenant's association is organizing committees to oversee the garden and other various projects. 3. MINUTES Approval of Minutes of Regular Meeting of February 13, 2018 Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to approve the Minutes of the Regular Meeting of February 13, 2018, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE Melinda Walker Richard F. Perry Nicholas Santosuosso Robert D. Peters Approval of Minutes of Regular Meeting of March 15, 2018 Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve the Minutes of the Regular Meeting of March 15, 2018, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE Nicholas Santosuosso Richard F. Perry Melinda Walker Robert D. Peters 4. BILLS & CHECKS Approval of Bills and Checks paid in March 2018 March 2018 REVOLVING FUND Check Numbers 15607 through 15662 689-C MANAGEMENT Check Number 2242 PARKER MANOR Check Number 2038 BEDFORD STREET Check Number 1230 MRVP VOUCHER Check Numbers 4062 through 4065 SECTION 8 Check Numbers 18104 through 18132 Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to accept the Bills and Checks as presented for March 2018. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE Richard F. Perry Melinda Walker Nicholas Santosuosso Robert D. Peters 5. EXECUTIVE DIRECTOR'S REPORT A. Public Hearin for or Agency Plan The Executive Director requested that the Board adjourn to the Public Hearing for the Agency Plan. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to adjourn to the Public Hearing for the Agency Plan. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE Richard F. Perry Melinda Walker Nicholas Santosuosso Robert D. Peters 2 Tonight is the Public Hearing for the Agency Plan. Housing authorities have the option of doing a one time or a rolling plan, Caileen has opted for a rolling plan as it allows flexibility with Capital Plan funds. We are into a new 5 Year rolling plan for 2018-2023. Caileen met with the RAB on 2/12/18. Surveys were sent to Scattered Sites. Feedback was reviewed. Planned work includes: roofing, tree work, gutter repair, paving, window replacement, painting and fence work. LHA has updated our VAWA and ETP plans. No smoking has been implemented. We continue to be transparent with tenants and have open communication. Future goals include expanding housing supply and administering all available Section 8 vouchers. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve the 5 Year Plan for 2018-2023. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE Richard F. Perry Melinda Walker Nicholas Santosuosso Robert D. Peters Upon a motion by Melinda Walker and seconded by Nicholas Santosuosso, the Board voted to adjourn the Public Hearing and reconvene to the Regular Meeting. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE Richard F. Perry Melinda Walker Nicholas Santosuosso Robert D. Peters B. LHA Financials We continue to be in good standing but need to spend some non-routine expense items. Tree work from storms is being planned. The excess FISH funds will be used for the Vynebrooke Village paving project. The Board asked to include Pine Grove with the financials going forward. It was also mentioned that the roof at Pine Grove is stained. Caileen will bring that to the attention of the Condo Association. Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the Board voted to accept the LHA March Financials. The roll call vote was as follows: 3 YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE Richard F. Perry Melinda Walker Nicholas Santosuosso Robert D. Peters C. DHCD Standard Contract for State Rental Assistance Programs The MRVP 5-year contract needs to be renewed with DHCD for 2018-2023. They have updated the scope of services to include new compliance and reporting procedures. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve the MRVP 5-year contract. The roll call vote was as follows. YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE Richard F. Perry Melinda Walker Nicholas Santosuosso Robert D. Peters D. FY17&FY18 Certificate of Compliance with Notification Procedures for Federal and State Lead Paint Laws Annually the Board needs to certify that we are in compliance with lead laws pertaining to State housing. FY17 was not done last year and is included this year. E. FISH# 155100 bid results The Vynebrooke Village paving project bid were received 4/5/18. The low bid was Site Improvements, Inc., from Methuen in the amount of$134,713.00 for the base bid and 3 alternates, which is the complete job. The architect has done reference checks and the results were favorable. Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the Board voted to accept the low bid of$134,713.00 from Site Improvements, Inc., for the Vynebrooke Village paving project FISH# 155100. YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE Richard F. Perry Melinda Walker Nicholas Santosuosso Robert D. Peters F. Civil Rights Certification This form is included in the Agency Plan submission. 4 G. Procurement Policy During the audit, it was suggested that we update our Procurement Policy to incorporate CFR language pertaining to micro purchases. The stricter law needs to be followed. In most situations, MA law is more strict than Federal with the exception of micro purchase. The two laws can't be separated, we must have one Procurement Policy. This new policy also updates MA procurement laws and uses charts from OIG office. There is also added language for emergency procurement, wage rates, documentation, etc. Upon a motion by Melinda Walker and seconded by Robert D. Peters, the Board voted to approve the new Procurement Policy. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Weidong Wang NONE NONE Richard F. Perry Melinda Walker Nicholas Santosuosso Robert D. Peters H. Parking and Vehicle Policy LHA has never had a written parking policy. There tends to be unauthorized vehicles parked at Greeley Village from residents of Shirley and Tewksbury Streets. We have contracted with Murray Towing as trespass tow company. Signs have been posted at all villages. A copy of the policy is being delivered to tenants so there is a clear understanding. All LHA residents need a parking sticker from the office. LHA has never had a written employee vehicle usage policy. This new policy clearly outlines expectations and responsibilities of employees when using company vehicles. The staff already abides by these rules so there should not be a problem implementing. Caileen will have an employee meeting to review as well as proper usage of vehicles. Bob suggested that LHA sign up for the RMV Notification Policy which alerts employers as to license issues. L Mass NAHRO Legislative Day Caileen is attending. Nick and Bob would also like to attend. J. Any other new business that may come before the Board 6. UNFINISHED BUSINESS 7. NEW BUSINESS 8. ADJOURNMENT 8:25 A.M. A true copy attest........................... CAILEEN FOLEY, SECRETARY 5