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HomeMy WebLinkAbout2011-01-19-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING — JANUARY 19, 2011 1. ROLL CALL The meeting was called to order by Chairman, Leo P. McSweeney at 6:00 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Leo P. McSweeney Leona Martin Steve Keane Melinda Walker Nicholas Santosuosso Robert D. Peters 2. MINUTES Approval of Minutes of Regular Meeting of December 8, 2010 Upon motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve the Minutes of the Regular Meeting of December 8, 2010, all members having received copies. The roll call vote is as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Leona Martin Melinda Walker Nicholas Santosuosso Robert D. Peters BILLS & CHECKS Approval of Bills and Checks paid in December 2010 December 2010 REVOLVING FUND 689 -C MANAGEMENT PARKER MANOR Check Numbers 7046 through 7048 Check Numbers 9921 through 9978 Check Numbers 4077 and 4078 Check Number 2155 Check Number 1945 BEDFORD STREET Check Number 1140 MRVP VOUCHER PROGRAM ,qF.CTT()N R Check Numbers 2746, 2747 and 2750 Check Numbers 15538 through 15560 15584 Upon motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to accept the Bills and Checks as presented for December 2010. The roll call vote is as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Leona Martin Melinda Walker Nicholas Santosuosso Robert D. Peters A. Dental Insurance options The current employee dental plan coverage is minimal. Kathy was able to get a quote for an upgraded policy. The proposed policy will be less expensive and the coverage is better. The housing authority will be part of Mass NAHRO Insurance Group so the rates are less expensive than joining on our own, which is how we are enrolled in our current plan. Upon motion by Robert D. Peters and seconded by Melinda Walker, the Board voted to approve the new dental plan. The roll call vote is as follows: VF.Acs NAVcs ARcsTATN ARcsF.NT Leo P. McSweeney NONE Melinda Walker Nicholas Santosuosso Robert D. Peters NONE Leona Martin B. Leary Land /Home Funds Steve attended another meeting this morning regarding the Leary Land on Vine Street. This is a 30,000 square foot parcel of land acquired by the Town with CPA funds. Members from the Board of LEXHAB were also in attendance. If in the future affordable units are to be built on the parcel, the housing authority is interested in partnering with LEXHAB to conduct the lottery and perform the bi- annual recertification's, just as we do now with the most recent lottery of 4 affordable units. Upon a motion by Nicholas Santosuosso and seconded by Melinda Walker, the Board voted to approve partnering with LEXHAB in the future if affordable units are to be built on the Leary Land. The roll call vote is as follows: 2 YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Leona Martin Melinda Walker Nicholas Santosuosso Robert D. Peters C. Dave Tabeling will be in attendance to take the annual photo The annual photo was taken this evening. D. Discuss ongoing projects Steve received a phone call from Marion Abrams of the Rotary Club. Steve presented her with some ideas that we have been working on, such as the magnets. Steve has also received a request from Vynebrooke Village for a ping pong table and bike racks. Many years ago the Rotary sponsored cookouts at the villages but stopped when it got so large after family members being invited by tenants. The Federal project by Vareika Construction is still ongoing. Last month the Board voted to release payment when the job is closed out but it still is not complete. There is quite a large punch list that needs to be addressed. The finalized documentation from the Vynebrooke Village water remediation project will be delivered to Steve tomorrow for his signature so that the formal notice of intent can be filed. E. Motion and Board vote to approve final payment of boiler replacement per DHCD The $8,350.00 for this project is coming from Weatherization ARRA funding through DHCD. Now that the job is complete, Steve needs to submit the paperwork to DHCD for reimbursement. Upon motion by Nicholas Santosuosso and seconded by Melinda Walker, the Board voted to approve the Application for payment, Application of Substantial completion and final payment and release of all retainage for the boiler replacement at 96 Wood Street. The roll call vote is as follows: YEAS NAYS Leo P. McSweeney NONE Melinda Walker Nicholas Santosuosso Robert D. Peters ABSTAIN ABSENT NONE Leona Martin The original amount of our Formula Funding is in the amount of $496,159.00. DHCD has issued a CFA in the amount of $50,000.00, which brings the total amount of Formula Funding to $546,159.00. Upon a motion by Robert D. Peters and seconded by Nicholas Santosuosso, the Board voted to accept the CFA amended amount of and additional $50,000.00 to bring the new contract maximum obligation to the amount of $546,159.00. The roll call vote is as follows: YEAS NAYS ABSTAIN ABSENT Leo P. McSweeney NONE NONE Leona Martin Melinda Walker Nicholas Santosuosso Robert D. Peters F. Review 5110105 amended personnel policy: sick, vacation and comp time The Board was given a copy of the personnel policy to review. There are some issues that Steve would like clarification on. Steve had a conversation with Jenna regarding workers compensation. One of Jenna' s clients has an employee out on compensation who continues to accrue monthly sick and vacation time. Our personnel policy makes no mention of that situation if it were to arise here. Steve also brought up another issue. Most of the staff continues to carry over the allowed 4 weeks of vacation. Because of the new GASB reporting, Steve would like to ask staff to try to carry over less each year so that the reporting does not affect our reserves. It was suggested that Steve try to get copies of personnel policies from a few other housing authorities so that a comparison can be made. The Board will review our policy and it will be tabled until the next Board meeting. G. Review financials and discuss options Copies of the financials were given to the Board for both the housing authority and Parker Manor. Steve was able to show the Board how uncompensated absences affect the reserves. H. Discuss office staff additional hours Kathy and Carol worked the Martin Luther King Jr. holiday to get some of the back log of recerts done while Pat is out. 4 I. Vacancy update The vacancy report was reviewed. In 2010, the housing authority had 24 vacancies with an average turnover rate of 9 days. J. Year end work order report The housing authority completed 2241 work orders in 2010. 3. UNFINISHED BUSINESS It was decided to table the discussion on home visits until the February meeting. Steve was able to renegotiate a new electric contract effective 12/1/12-12/1/16 for a lower rate. The current rate we are locked into is 10.095 cents per kWh. The new contract rate is 9.515 per kWh. Steve will contact the management company at Militia Drive and discuss the possibility of installing a fence in the spring on the pathway on Worthen Rd. 4. NEW BUSINESS 7. ADJOURNMENT 7:40 A true copy attest ........................... STEPHEN KEANE, SECRETARY 5