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HomeMy WebLinkAbout2019-05-15-LEXHAB-min LexHAB Board Meeting 1620 Massachusetts Avenue,Suite 4, Lexington, MA 02420 May 15,2019 at 7:00 AM Minutes of the meeting held at the offices of LexHAB at 1620 Massachusetts Avenue in Lexington on May 15, 2019. Members present were Bill Kennedy, Bob Burbidge, Les Savage, Bob Phelan, Bill Hays, Gerry Howell, Martha Wood, Henry Liu and Pat Goddard. Also present were Patricia S. Nelson, counsel to LexHAB, Bob Pressman of the Lexington Housing Partnership. Absent was Donna Leary. The Chairman, Bill Kennedy, presided. Minutes from the April 17, 2019 meeting were reviewed and accepted. FINANCIALS Gerry Howell reviewed P & L. Four Months statement reviewed. • Payroll has increased. • Gross Rents$250K vs$240K last year. • Insurance$9925/ 2 years insurance from Town • Financial Services decreasing.Just received 2017 report. • Pat Goddard met with Accountant, Paul Ryan last week • Repairs and Maintenance—major expense. No capital expense there • Still getting solar credits • Water and Sewer is up • LEHAC 2900 paid earlier this year • NET INCOME $7580 • Anticipated 60K on insurance claim - Parker Manor Henry Liu—questioned if the maintenance expenses will continue to rise throughout the next year. Bill Kennedy—requested and received 99K in CPA Funding which must be capitalized. Motion to accept financial report—All in Favor. ORGANIZATION • Patrick Goddard reviewed the accounting position —discussed job description. And Authority of Executive Director for Hiring. . Once we have a few finalists a few board members will sit in on interview. Karen will also be part of the process. Gerry or Donna will be involved. Looking at 15-20 hours per week$20-$25/hr. • Executive Director will take over the higher level responsibilities. Bob Burbidge indicated it is a non-exempt position. • Reviewed PHA Software and Training • Metro west Lottery was held —137 applicants. Pearlene is conducting all verifications. POLCIIES AND PROCEDURES • Reviewed Background checks—CORI AND SORI as well as waitlists Motion to approve Approved Emergency Plan to be formulated Pat Nelson—Task force agreed to meet at the end of the month or the first Thursday of each month. Looking at renewal policies FARIVIVIEW • Pat Goddard reviewed that we are going out to bid —44E Modular. Should have bids back in a few weeks. Triumph is interest in bidding. RFP Process to take place. Non Price proposal—qualify bidders before we open the price. Will submit two proposals. Hoping to have one other as well. • No file sub bids using 44E • Bob Phelan and Lester Savage will watch over project • What approvals are needed to sign contract? • Town Manager and Finance Director must sign. If we have funds we will go ahead. Is the chairman authorized to recommend to Town Manager to sign contract? Bill Hayes recommended to Officers of LEXHAB to include chair and Vice Chair upon approval of Lester and Chairman. Empowering 2 people to recommend to Town Manager for signing the contract. With review and recommendation Bill Kennedy and Lester Savage will request to Town Manager up to $200K over available funds of base Contact without calling a special Board Meeting. Motion accepted All in Favor. Pat Goddard reviewed Base Bid. Base Bid and four different alternate prices — for final paving, landscape/fencing/solar panels,and appliances. We will only be signing Base Bid. There are two ways to get supplemental funds. • Go back to the Town • Speak with Mass Housing—it is a loan not needed to pay until term is up. Pat Goddard is exploring this. Bob Pressman—indicated we cannot get reimbursement for work already completed. Martha Wood—Cummings Foundation Grant. First letter is due June 1. WRIGHT FARM • Students are working — rough plumbing, rough electrical — not fast enough though for Aulson, Prevailing age is going up in June. Ready to build by end of School. • Ran into a lot of termite damage EMPLOYEE HOUSING PROGRAM Pat Nelson, Bill Daly, Bill Kennedy and Jim Malloy met and are very supportive of the program. Very interested in rent to Own Option. Program is in process. 80%AMI,will be maximum income and 30%of employee income will be rent. Hamblen is ready to go. Program will have its own set of policies and procedures. Vote to authorize Bill Kennedy and Pat Nelson to set up details for program. Motion to have Bill Kennedy, Pat Nelson, Bill Hays to determine final set of rules to Town. Motion to accept. All in favor. REGIONAL HOUSING SERVICES Pat Goddard— Developed annual rent format with Liz Rust. Utility allowance all SHI, DHCD and none for LEXHAB Units. Maximum Tenant rent—utility allowance discussed. Approval of new LEXHAB rental rate structure as of June 1. Motion to accept. All in favor Pat Nelson - requested a formal vote to accept George Simmons gift to LEXHAB Reserving a life of stay All responsibilities upon death comes to LEXHAB outright. Vote for Board to establish 77 Wood Street a life estate Motion to accept. All in favor Pat Goddard— Discussed 5 Chestnut Sale. He is doing the certificate of re sale. Liz Rust confirmed requirements and 3rd owner under agreement. Closing at the end of July 2019. Pat Goddard— Also spoke with Copy Pro regarding copier and new scanner. Three year lease with Copy Pro floor model. NEXT MEETING • The Board scheduled the next meeting for June 19, 2019 at 7 AM. EXECUTIVE SESSION The chairman then proposed that the Board go into executive session to consider tenant matters, stating That Consideration of same in open session could have a detrimental effect on the negotiating position A semi-public Body, namely LexHAB,and might also affect adversely the privacy rights of tenants and that The Board not return Open session at the end except to adjourn.