HomeMy WebLinkAbout2011-03-09-LHA-minLEXINGTON HOUSING AUTHORITY
REGULAR MEETING — MARCH 9, 2011
1. ROLL CALL
The meeting was called to order by Vice Chairman Melinda Walker at 6:05 P.M.
MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT
Melinda Walker
Nicholas Santosuosso
Leona Martin
Robert D. Peters
2. ELECTION RESULTS
Leo P. McSweeney
Steve Keane
Anne Frymer
Dan McCabe
Andrew Riffin
Jonathan Doran
Congratulations to both candidates for running successful campaigns.
3. MINUTES
Approval of Minutes of Regular Meeting of February 9, 2011
Upon motion by Nicholas Santosuosso and seconded by Robert Peters, the Board
voted to approve the Minutes of the Regular Meeting of February 9, 2011, all
members having received copies. The roll call vote is as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Leo P. McSweeney
Nicholas Santosuosso
Leona Martin
Robert D. Peters
4. BILLS & CHECKS
Approval of Bills and Checks paid in February 2011
February 2011
667- C/705 -2 Check Numbers 7050 and 7052
REVOLVING FUND
Check Numbers 10030 through 10081
Check Numbers 4080, 4082, 4083 and 4085
689 -C MANAGEMENT Check Number 2157
BEDFORD STREET
PARKER MANOR
MRVP VOUCHER
CF.0 TWW R
Check Number 1142
Check Number 1946
Check Numbers 2752 and 2753
Check Numbers 15 5 8 6 through 15 610
Upon a motion by Robert D. Peters and seconded by Leona Martin, the Board
voted to accept the Bills and Checks as presented for February 2011. The roll call vote
is as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Leo P. McSweeney
Nicholas Santosuosso
Leona Martin
Robert D. Peters
EXECUTIVE DIRECTOR'S REPORT
A. Clarification of Open Meeting Law guidelines
Public hearings are meetings in which the public is allowed and encouraged to
comment and speak. Open Meetings are public meetings open to all but no one
is guaranteed the right to speak. The Board chairperson has the right to allow or
not allow anyone to speak. However, if someone is allowed to speak, they are
forewarned not to bring up any of the daily operations of the agency or to state
any name as this breaches confidentiality. They are asked to respect these
guidelines.
B. Update on tenant organizations
The housing authority encourages tenants to participate in organizing different
groups. If the tenants want to expand into a formal LTO, the housing authority
will provide the information so that it can be researched in order to proceed
correctly.
C. Project updates and proposed tenant meetings at Greeley and Vynebrooke
The Countryside Village siding and door project is in the final stage of
completion. The exterior punch list has temporarily been put on hold due to the
weather. We have advised the architect to move forward so that we can close out
the project.
The Board of Selectman requested the housing authority make a presentation for
the Vynebrooke Village water remediation project so that any questions could be
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clarified. Steve made that presentation on February 22, 2011. There were a few
questions for the engineer who will respond.
The project was also presented at a public hearing of the Conservation
Committee on March 8, 2011. The meeting was informative and a few abutters
did attend. The next meeting is scheduled for April 5, 2011, so that more
information can be presented by our engineer. This should be the final meeting
before being presented to Town meeting.
The Greeley Village siding project is at the 50% submission stage. As soon as
the project is submitted and approved by DHCD, a tenant meeting will be
scheduled asking for color selection input. The tenants will be notified of the
meeting in advance.
The ADA compliant project is at 40% submission. As soon as this project is
submitted and approved by DHCD, a tenant meeting will also be held asking for
input. The tenants will also be notified of the meeting in advance. We are
hopeful that will be sometime over the summer.
As soon as the housing authority has formalized a Formula Funding Contract for
Financial Assistance (CFP) Grant from DHCD, we will be asking for tenant
input again.
D. Greeley and Vynebrooke tenant survey
Tenant surveys were sent to both state developments. The housing authority will
be generating work orders for unreported deficiencies. We will also use some of
the information for future planning of tenant needs and wants.
E. Wego Wise utility consumption survey
The housing authority is participating in a statewide effort to collect utility data
from our federal sites. This will allow the housing authority to view utility
consumption. This data will then be used to document energy saving measures.
F. Leary Land update /LEXHAB Affordable Units update
The Leary Land Committee will be reporting to the Board of Selectman the
recommendations for the 30,000 square foot parcel on Vine Street. The second
neighborhood meeting is being held at Countryside Village on March 17, 2011.
An update will be given and feedback is welcome.
The next two (2) units have been approved by DHCD for lease up. The housing
authority has sent out letters to the next two families on the lottery list asking
for updated information in order to qualify them for the units.
G. Training updates
Pat has been attending the monthly Section 8 meetings. Steve and Carol attended
a DHCD training regarding MRVP and state lease updates and regulations. The
maintenance staff attended the required annual training on Right to Know and
Blood Bourne Pathogens. Ted and Mike R. will be attending training at
Stoneham Housing Authority on March 23, 2011. Kathy will be attending a GIC
Training on March 31, 2011.
H. Community Outreach from Senior Center; April newsletter will include
affordable housing information and guidelines
Steve met with Charlotte Rogers. She will insert our housing information
quarterly in the senior newsletter. We have also posted this information at
various churches and with the Planning Board.
I. Charlotte Rogers from Senior Center has donated a ping pong table
Charlotte donated a ping pong table for Vynebrooke Village. Charlotte also went
into detail about a group called Evergreen. This is a support group for the Asian
speaking population.
Steve spoke to Lori McBride, our DHCD Regional Attorney, regarding the
language barrier. State Regulation 760 CMR 5.16 paragraph 3 states: Any notice
to an applicant or tenant, who is known not to speak English, shall bear a notice
in commonly spoken foreign languages of the importance that the notice be
translated. Steve also inquired about an interpreter. According to Lori McBride,
the only time an interpreter can be used is if the language being spoken is one
that is not commonly used. The interpreter would then convey to the parties that
the document is of an important nature and needs to be translated. The housing
authority would be in violation of the regulation if this were approached in a
different manor. Although our personal opinions on this matter may be different,
it is a regulatory requirement we must abide by.
Steve is waiting for Marion Abrahams of the Rotary Club to get back to him in
regards to magnets, barbeques, bike racks and financial help with a bump out
project at Greeley Village.
Steve also contacted Dave Eagle about the possibility of using students from
Minuteman Tech to work on the bump out. In the spring, Steve and Dave will
walk through the site and discuss options.
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J. Use of Community Room
The housing authority encourages the use of the Community Rooms. The
application must be filled out prior to and must be approved in order to use the
room. There is a busy schedule at the Greeley community room. Vynebrooke and
Countryside are reserved less frequently.
K. NAHRO Conference May 22 -25 and Program Ad
The annual MassNAHRO conference is being held May 22 -25, 2011 at the
Resort & Conference Center at Hyannis. Steve and Nick are both attending this
year. If other Board members are interested in attending, please let Kathy know
as soon as possible so reservations can be made to avoid having to stay off site if
the hotel fills.
In prior years the housing authority has taken out a full page ad for the
Conference booklet in the amount of $125.00. The Board agreed to place the ad
again this year.
Upon a motion by Nicholas Santosuosso and seconded by Robert Peters, the
Board voted to place a full page ad in the MassNAHRO Conference booklet in
the amount of $125.00. The roll call vote is as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Leo P. McSweeney
Nicholas Santosuosso
Leona Martin
Robert D. Peters
L. LHA and Parker Manor Financials
Copies of the financials were included in the Board packet for review. If after
review there are any questions, they can be addressed at the next meeting.
5. UNFINISHED BUSINESS
Steve has asked 6 local housing authorities for copies of their personnel policies. At a
previous meeting, the Board requested that we compare at least 5. As soon as they are
received, we may adjust our policy according and send to DHCD for required
approval.
Home visits are allowed as part of our Admissions and Continued Occupancy Plan. A
major concern of the Board is the amount of time staff will be spending on home
visits prior to lease up. It was decided once again to table this discussion.
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Steve has been in contact numerous times with the Lexington Police Department in
regards to the latest Worthen Road accident resulting in a fatality. Currently, this
matter is being investigated by the office of the District Attorney. A resident meeting
cannot be scheduled until the DA's office has completed their investigation. Steve
has made it very clear to the Lexington Police Department that the housing authority
is very interested in all meetings scheduled regarding the Worthen Rd accident.
Jonathan Doran, a resident of Greeley Village, has filed the necessary
paperwork to have the traffic advisory committee move forward with their study
study of that intersection, including the timing and access of the crosswalk button.
Steve has been in touch with Marty Robb, our DHCD asset manager, to provide us
with information on our Bond status for future planning.
There was a question regarding the housing authority website and if Board members
are listed. They are listed along with their titles. However, Board members are not
listed in the free Lexington phone book. The 2011 edition has already been published
but we will work on contacting the phone book in order to have the Board listed in
future publications.
The Vice Chairman opened the meeting to the public. Anne Frymer, a resident of
Lexington, began by asking Steve if he has acknowledged her Public Records request
email for financials and the Resident handbook. Steve mailed her the financials
she requested in her email. Her email did not include the handbook request.
Although she did not request that in her email, Steve welcomed her verbal request
this evening to stop by the office the following morning to pick up a copy.
Anne has also been in contact with the ESL Coordinator for the Lexington School
Department regarding translating notices. There is a company in New York that will
translate each page for $50.00. She also made a suggestion to partner with
surrounding communities to split translation costs.
She also questioned the date of State Regulation 760 CMR 5.16 and what year
it was implemented. She is wondering if it would be possible for the housing
authority to have any safety notices translated for the $50.00, even though
the regulation states otherwise, because her thought is that if a tenant does
not care they will not have the notice translated.
Leona questioned why none of the non - English speaking families of tenants have
approached the housing authority regarding this issue. It does not appear to be an
issue. At the time of lease up, each tenant that does not read or speak English is
asked to have a family member, or other, there to translate the lease and also initial
the lease to that effect.
Dan McCabe, a resident of Greeley Village, gave a summary of the Tenants
Association meeting that was held here last month. There were 17 in attendance.
He also explained that the Greeley community of tenants plan to work together.
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They are looking forward and will try to schedule the next Tenant Association
meeting on the weekend so that other family members can attend.
He was also under the impression that the meeting tonight was in regards to the
Worthen Rd. accident. The Board clarified to Dan that this is the Regular
monthly Board meeting. It is usually held at Countryside Village but months ago the
Board discussed meeting at the different villages once in a while. At the February
meeting the Board discussed setting up a possible meeting with Greeley tenants
regarding Worthen Rd.
Dan also questioned why tenants did not receive notice of the meeting. The procedure
for posting a meeting is that the notice and agenda are sent to the Town Clerk for
posting at Town Hall, Police Station and the Town website. The housing authority
posts the same at all three villages.
Jonathan Doran, a resident of Greeley Village, spoke highly of the housing authority,
in particular, Steve and his staff. He said they do an excellent job and there is no need
to question anything the Board does. He said that every resident of Greeley, regardless
of the culture, have family support. He has contacted the families of the other 3
residents in his building and they get right back to him. They do not need special
translations, they know what is going on, and they react. He said they are the nicest
people he could live with and he has so much appreciation for what the housing
authority has done for him. He is very appreciative that housing has promoted from
within. Steve has moved up, knows the job and does it well, and has an excellent staff.
There is no reason to challenge anything that Joe Rooney put in place many years ago.
Jonathan wants to thank each and every member of the Board. Many of the residents
are grateful as well.
Anne Frymer sent out an email to the twenty (20) Precinct 8 Town Meeting members
inviting them tonight. She also claimed that residents of Greeley were not informed of
the meeting, although Dan knew of the meeting. There was never any intention
of the Board to hide the meeting, the same practice was followed for this
meeting as was every other past Board meeting. Nick suggested that in the future,
Board meetings be listed in the Senior Center newsletter.
Dan claims that he was unable to speak at the last Board meeting. He was not on the
Agenda. At any open Board meeting it is up to the Chairperson to allow or disallow
public input.
Steve suggested to Dan that if he has a concern to come to the office and speak to
him.
Andrew Riffin, a resident of Greeley Village, introduced himself. He was asked
if he had any matter to bring before the Board and he replied that he did not.
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6. NEW BUSINESS
Steve would like to thank Melinda for her article on Ann Whitney.
The Executive Director contract discussion has been tabled until the April meeting.
7. ADJOURNMENT 8:30 P.M.
A true copy attest ...........................
STEPHEN KEANE, SECRETARY