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Home My WebLink About2019-02-12-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING—FEBRUARY 12, 2019 MINUTES 1. ROLL CALL The meeting was called to order by Chairman Melinda Walker at 7:30 A.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Melinda Walker NONE Caileen Foley Nicholas Santosuosso Robert D. Peters Richard F. Perry Weidong Wang 2. PUBLIC COMMENT There was no public comment offered at this meeting. 3. MINUTES Approval of Minutes of Regular Meeting of January 8, 2019 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 8, 2019, all members having received copies. 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 and Checks paid in January 2019 January 2019 REVOLVING FUND Check Numbers 16366 through 16435 689-C MANAGEMENT Check Number 2253 PARKER MANOR Check Number 2048 BEDFORD STREET Check Number 1239 MRVP VOUCHER Check Numbers 4096 through 4098 SECTION 8 Check Numbers 18389 through 18411 Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to accept the Bills and Checks as presented for January 2019. 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. EXECUTIVE DIRECTOR'S REPORT A. LHA Financials We continue to be in good financial condition. We have completed some extraordinary maintenance in the last few weeks, including an ADA shower conversion, that will reduce that line item. Federal Government shutdown update: We received notification from HUD that there will be HAP funding for March and April if the government were to shut down again. The LHA has approximately one month's worth of HAP payment in reserves. B. Write off 667-1 TAR (Tenant Accounts Receivable) With the new TAR reporting, any debts on the books effect our PMR rating. Because we are a small agency, any debts will affect us disproportionately as compared to a larger agency. We can write off debts now immediately following death or attempt to collect. We have one debt on the books due to a resident of 667-1 who abandoned his unit last year. We found his new address, but the court would not allow us to collect off his income as disability income is unearned and therefore exempt. Upon a motion by Richard F. Perry and seconded by Melinda Walker, the Board voted to approve the write off for account 667-1 in the amount of$3,234.00. 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 2 C. Project Updates a. FISH# 155105-Approve Low Bid, Marino Construction, $120,925.00 The project consists of replacing rear deck post and fix/replace the front concrete steps and banisters at Greeley Village. This was the only bid received. It was slightly higher than anticipated. Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board voted to approve the low bidder for FISH# 155105 Greeley Village rear deck post and front concrete steps and bannisters project to Marino Construction in the amount of$120,925.00. The Board authorizes the Executive Director to execute the contract,pending DHCD approval of the contractors bid submittals. 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 b. FISH# 155107-Approve Low Bid, E5 Builders, $19,980.00 This project consists of modernization of 2 bathrooms at 87 Hill Street- flooring, vanities, walls and interior doors. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve the low bidder for FISH# 155107 87 Hill Street bathroom modernization in the amount of$19,980.00 to E5 Builders. 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 c. FISH# 155103-Greeley Village benches, MassCor We ordered 6 park benches, 2 bike racks, 5 picnic tables and POW/MIA flag for Greeley Village. We ordered from the MasCOR program-metal shop within the department of corrections. This program teaches inmates skills to use when they are released. The pricing is very competitive, and the product is good. d. FISH# 155109-Greeley Village Emergency Generator This project is currently in the design phase. The generator must be either propane or diesel as there is no gas service at Greeley Village. After speaking 3 with Lexington Fire Department, we determined that propane was best-clean, quiet and less maintenance. We are negotiating the architect/designer fee and hope to have out to bid by April/May. Board discussed the cost of the propane generator should not be much different than a natural gas generator. D. State PH-Capital Improvement Plan-FY20 We are finishing active projects from FY19 and adding two new projects for FY20-bathroom fans and exterior light poles at Vynebrooke Village. Looking at the next five years, we will be finishing a lot of small projects and can hopefully start larger projects like bathroom and kitchen modernizations. DHCD is hiring a new consultant to conduct another Physical Needs Assessment of all PHA portfolios, which will most likely create new projects and re-prioritize existing. Upon a motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve the FY20 Capital Improvement Plan as presented to be submitted to DHCD. 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 E. Federal PH-Admissions and Continued Occupancy Plan The purpose of the ACOP is to provide staff, current and prospective tenants with a comprehensive guide to the polices governing our federally subsidized public housing program. It is designed to serve as both a reference document and guidebook for individuals and staff looking for specific information about our federal public housing operations. Caileen presented the Board with a Draft version of the ACOP for their review and to ask any questions. The final draft will be presented and voted on at our annual public meeting in April. F. HUD-RepositioningEffort ffort HUD notified many small housing authorities discussing how there is limited funding for capital improvements and the need is far outpacing the amount available. HUD's intention is to focus on offloading small public housing agencies to alternative funding opportunities that will no longer require the need for capital funds. Options include Project Based Vouchers or Rental Assistance Demonstration. PBV could be a good alternative funding for us. Caileen had a meeting scheduled with local field office of HUD but due to shut down, it must be rescheduled. She is also attending training the end of the month to learn more about respositioning and alternative program types. 4 G. Chair-Annual Plan Certifications: Civil Rights Certification, Certification of Compliance with PHA Plan and Related Regulations Melinda needs to sign certifications for Annual Plan. The Public Meeting is 4/16/19. H. LexHAB rent increases Caileen met with Pat Goddard,the new Director of LexHAB to discuss many things, mainly how the Section 8 Program works, how much rent they can charge and how increases happen. LexHAB has not requested rent increases and subsequently their rents are a lot lower than our Payment Standard. They would like to increase their rents to get closer to our PS. They have almost 20% of our vouchers, and Caileen explained to Pat the impact increasing all their rents at once would have on our Budget Authority and send us into a shortfall situation. LexHAB was receptive to our proposal of increasing their rents incrementally over the next three years to get them to the PS by 2 02 1. L Performance Management Review (PMR) Revisions-PHN 2019-1 DHCD revised the `Budget to Actual' metric in the PMR with a `Adjusted Net Income' metric that focuses on LHA spending within its bottom line an differentiates between over and under spending. The previous method was cumbersome and resulted in unnecessary budget revisions. J. Mass NAHRO updates Legislative Day is 3/7/19. 6. ADJOURNMENT 8:20 A.M. A true copy attest........................... Caileen Foley, Executive Director 5 6