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Home My WebLink About2018-09-11-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING—SEPTEMBER 11, 2018 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Melinda Walker at 7:38 A.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Melinda Walker NONE Caileen Foley Nicholas Santosuosso Dan McCabe Robert D. Peters Camille Goodwin Richard F. Perry Weidong Wang 2. PUBLIC COMMENT 3. MINUTES Approval of Minutes of Regular Meeting of May 8, 2018 Approval of Minutes of Special Meeting of July 18, 2018 Approval of Minutes of Special Meeting of August 21, 2018 Upon a motion by Weidong Wang and seconded by Robert D. Peters, the Board voted to approve the Minutes of Regular Meeting of May 8, 2018 and Minutes of Special Meeting of July 18, 2018. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to approve the Minutes of Special Meeting of August 21, 2018. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang 4. BILLS & CHECKS Approval of Bills & Checks Paid in May 2018 MAY 2018 REVOLVING FUND Check Numbers 15473 through 15829 689-C MANAGEMENT Check Number 2244 PARKER MANOR Check Number 2040 BEDFORD STREET Check Number 12132 MRVP VOUCHER PROGRAM Check Numbers 4070 through 4073 SECTION 8 Check Numbers 18162 through 18191 Approval of Bills and Checks Paid in June 2018 JUNE 2018 REVOLVING FUND Check Numbers 15830 through 15903 689-C MANAGEMENT Check Number 2245 PARKER MANOR Check Number 2041 BEDFORD STREET Check Number 1233 MRVP VOUCHER PROGRAM Check Numbers 4074 through 4077 SECTION 8 Check Numbers 18192 through 18219 Approval of Bills and Checks Paid in July 2018 JULY 2018 REVOLVING FUND Check Numbers 15904 through 16062 689-C MANAGEMENT Check Number 2246 PARKER MANOR Check Number 2042 BEDFORD STREET Check Number 1234 2 MRVP VOUCHER PROGRAM Check Numbers 4078 through 4080 SECTION 8 Check Numbers 18247 through 18274 Approval of Bills and Checks Paid in August 2018 AUGUST 2018 REVOLVING FUND Check Numbers 15975 through 16062 MRVP VOUCHER PROGRAM Check Numbers 4081 through 4083 SECTION 8 Check Numbers 18247 through 18274 Upon a motion by Robert D. Peters and seconded by Richard F. Perry, the Board voted to accept the Bills and Checks as presented for May 2018 and June 2018. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang Upon a motion by Nicholas Santosuosso and seconded by Robert D. Peters, the Board voted to accept the Bills and Checks as presented for July 2018. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang Upon a motion by Weidong Wang and seconded by Robert D. Peters, the Board voted to accept the Bills and Checks as presented for August 2018. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang 3 5. EXECUTIVE DIRECTOR'S REPORT A. LHA Financials The July and August Financials have not been received from Fee Accountant. They have been tabled for next meeting. B. FISH# 155100 Change Orders: FISH# 155100 is for the Vynebrooke Village Paving. Change Order 42 in the amount of$1,745.00 is for labor, materials and time to install an additional dumpster pad to accommodate the new single stream recycling from Harvey. Upon a motion by Robert D. Peters and seconded by Richard F. Perry, the Board voted to approve Change Order 4 2 in the amount of$1,745.00 for FISH4155100 for Site Improvements, Inc. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang Change Order 43 in the amount of$2,006.00 is for labor, materials and time to repair and level two catch basins that were in disrepair and falling into the sewer. Upon a motion by Richard F. Perry and seconded by Robert D. Peters, the Board voted to approve Change Order 4 3 in the amount of$2,006.00 for FISH4155100 for Site Improvements, Inc. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang Change Order 44 in the amount of$9,848.00 is for labor and materials for additional curbing on the right side of the driveway. The scope of work only included curbing on the left side of the driveway. Upon a motion by Robert D. Peters and seconded by Richard F. Perry, the Board voted to approve Change Order 4 4 in the amount of$9,848.00 for FISH4155100 for Site Improvements, Inc. The roll call vote was as follows 4 YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang C. Federal CFP Revision 2018-2022 In June 2018, Caileen submitted a rolling 2018-2022 Capital Fund Plan outlining projects to complete in the upcoming years. Architect and Engineering costs were not included. This revision is to include those for large budgeted projects. Caileen had a consultant come in to work with her on cleaning up and closing out past CFP's. The suggestion was to add these lines items as HUD is getting stricter on draw down requests as they must be toward specific budget line items and purchase orders and invoices must be exactly what was budgeted. Upon a motion by Robert D. Peters and seconded by Richard F. Perry, the Board voted to approve the CFP Revision for 2018-2022. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang D. Mayer Tree Service-Federal Tree Removal-Certificate for Payment 41 and Release $73,774.00 The large tree removal and trimming project at the Federal sites has been completed over the course of approximately 10 days. Mayer Tree used new modern equipment. They were very conscientious and worked with residents and neighbors when any issues were raised. There were no change orders on this project. The total construction cost is $73,774.00 and a police detail was needed for Wood Street for $528.58. Final cost due to the contractor is $74,302.58. Upon a motion by Robert D. Peters and seconded by Richard F. Perry, the Board voted to approve payment 41 and Certificate of Release to Mayer Tree Service in the amount of$74,302.58. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang 5 E. Air Source Heat Pumps In July, Caileen was approached by John Donaghue, formerly Construction Manager at DHCD, but has since retired and is doing consulting/contracting work for Action for Boston Community Development (ABCD), about installing air source heat pumps in either, or both, Greeley and Vynebrooke Village. He came out to the sites to see if the project would be a good fit and took drawings of the villages. There were serious questions on how to properly load the units. He came back and said that Greeley qualified and put together a bid. Caileen has concerns about the project, namely: Pros: energy conservation, air conditioning, entire proposal will be fully funded through an Eversource Multifamily Retrofit Program. Cons: huge construction project, no guarantee that they will be able to get the units hot enough in winter, most likely must keep current baseboard heat as backup, extremely costly to maintain (burden rests solely on LHA). The upfront savings on utility bills will not outweigh new costs associated with maintenance and repair. Other housing authorities have said residents are still cold as it does not heat up fast enough. It is very hard for one wall unit to heat entire unit. Units are an eyesore. The Board suggested that possibly one building (4 units) could have the air source heat pumps installed to see how they work but generally did not recommend the project at this time. F. Designer Selection Procedures Per MGL c7c, any local public agency must have a Designer Selection Procedure in place if going out to bid for designers as there is a specific way to procure design contracts. This includes architects and engineers. We do not have an official adopted policy. This policy is standard and suggested by the OIG office. Upon a motion by Richard F. Perry and seconded by Robert D. Peters, the Board voted to approve the Designer Selection Procedures as presented. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang G. New Employee The LHA has hired a new maintenance employee for the Groundskeeper/Custodian position. H. Mel King Institute-new Board member Caileen has been appointed to the Mel King Institute Public Housing Training Advisory Committee as the LHA Executive Director non-partner for a 2-year 6 term. The MKI was brought on by DHCD to create the public housing training program post 2014 PH Reform. They are currently focused on training resident board members as well as reaching out to LTO's to train if interested. Other partners include MassNAHRO, MHP, Mass Union of PH Tenants as well as 4 residents from housing authorities. The first meeting quarterly meeting was 9/10/18 in Boston. L Any other new business that may come before the Board The MassNAHRO Fall Conference is being held December 3-4, 2018. The cost for a full-page ad is $100.00. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to place a full-page ad in the MassNAHRO Fall Conference program booklet for $100.00. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang 6. UNFINISHED BUSINESS 7. NEW BUSINESS 8. ADJOURNMENT 8:12 A.M A true copy attest........................... CAILEEN FOLEY, SECRETARY 7 8 9