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HomeMy WebLinkAbout2011-04-13-LHA-min (Regular)LEXINGTON HOUSING AUTHORITY REGULAR MEETING — APRIL 13, 2011 1. ROLL CALL The meeting was called to order by Chairman Melinda Walker at 6:20 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Melinda Walker Robert D. Peters Steve Keane Nicholas Santosuosso Anne Frymer Leona Martin Evelyn Tyner Leo P. McSweeney 2. MINUTES Approval of Minutes of Regular Meeting of March 9, 2011 Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to approve the Minutes of the Regular Meeting of March 9, 2011, all members having received copies. The roll call vote is as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney 3. BILLS & CHECKS Approval of Bills and Checks paid in March 2011 667- C/705 -2 REVOLVING FUND 067 -1 & 3 689 -C MANAGEMENT PARKER MANOR BEDFORD STREET Check Numbers 7055 and 7057 Check Numbers 10082 through 1013 5 Check Numbers 4089, 4091, 4093, 4096 Check Number 2158 Check Number 1948 Check Number 1143 MRVP VOUCHER ,qF.CTT()N R Check Numbers 2755, 2756, 2757 and 2759 Check Numbers 15 611 through 15635 and 15659 Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to accept the Bills and Checks as presented for March 2011. The roll call vote is as follows: YEAS NAYS ABSTAIN. ABSENT Melinda Walker NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney 4. EXECUTIVE DIRECTOR'S REPORT A. Public hearing for Agency Tonight is the Public Hearing for the Agency Plan. Currently we are under the 5 Year Plan so we do not have to file a formal plan this year, but there are certifications that need to be filed. Steve has reached out to The Resident Advisory Board (RAB) to inquire about wants and needs. We also asked for input on projects in the federal developments. Steve spoke to Audrey Deshler asking for two (2) tenants that can take charge of the RAB. They will be Steve's contacts. Policy changes must be discussed annually at the hearing. The only change this year was to amend our Emergency and Disaster Policy to incorporate the Town's updated Emergency Disaster Policy including pet evacuation. Steve has compiled 5 Personnel Policies from other housing authorities for review over the summer for discussion in the fall. If the Board wants to make changes to our current policy, it will have to be formally approved by DHCD. Steve opened the hearing to the Board and public for comment. There was no comment from either at this hearing. B. Ross FYI Audit -no findings, Parker Financials, LHA Financials and Quarterly Operating Statements Our independent audit was completed last month. There were no findings. The Board was given copies of the Parker Financials for review. 2 The Board was also given copies of the LHA Financials and DHCD Quarterly Operating Statements for review and approval. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to accept the DHCD Quarterly Operating Statements. The roll call vote is as follows: VF,A NAVE AR','�TATN AR','�F,NT Melinda Walker NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney NONE Robert D. Peters C. Review and Board vote to accept MASS submission Steve has completed the MASS (Management Assessment) submission. This is an annual breakdown of federal development work orders, inspections, repairs, etc. Over 900 work orders were completed last fiscal year, the average apartment turnaround time is 9.7 days which is a great average. Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to accept MASS submission. The roll call vote is as follows: VF .A Iq NA VIq ARlqTATN ARlqF.NT Melinda Walker NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney NONE Robert D. Peters D. Safety Meeting 3/29/11 and Worthen Rd. update Steve held a safety meeting at Greeley Village. Approximately 25 residents attended along with the pastor of a local church on Spring Street who translated. The Senior Center, along with the Police Department, has scheduled a safety meeting on 5/2/11 for LHA residents. A translator will be on site. The Senior Center will make up the flyers for LHA to deliver to tenants. E. Senior Center Newsletter The Board was given a copy of the Senior Center newsletter. The LHA income guidelines are published along with our contact information. Steve has spoken to Charlotte and hopefully in the future, monthly Board meetings will be included in the newsletter also. F. Commissioner training interest Lori McBride has offered to do her Commissioner training here as a refresher course. The training is a minimum of 2 -3 hours and she is available most days. Melinda mentioned a website "Doodle" for scheduling trainings. Each member can log on with their scheduling information. Steve will bring this up at the next meeting. G. Formula Funding: review, motion and Board vote The Formula Funding award letter was received last fall in the amount of $496,159. The contract was approved by the Board previously for submission to DHCD. The Formula Funding budget for the first 3 years has been completed and prioritized by DHCD. The housing authority drafted a copy of Priority 1 needs and took into consideration resident comments. Nick questioned the cost of replacing a GFI outlet. Steve explained to the Board that the figure was arrived from prevailing wages, cost of stock and building department requirements. Steve asked for Board approval, motion and vote on the Formula Funding budget. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, The Board voted to accept Formula Funding submission. The roll call vote is as follows: VF.AIq NAVIq ARlqTATN ARlqF.NT Melinda Walker NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney NONE Robert D. Peters H. Project updates: Countryside, Greeley, ynebrooke and Energy review for Board vote The Scattered Site punch list has been created. The Architect inspection was done last Monday. The contractor and architect are scheduled to come to Countryside Village on Friday to inspect the punch list to make sure that the items have been corrected. The Greeley Village siding project is moving forward. We are working with Debra Hall from DHCD trying to capitalize on a new energy initiative in building insulation called aero -gel. This is widely used in Europe for large industrial applications and also by the US Department of Defense for Black Hawk helicopters. This product will be paid for by the LEAN program at no cost 4 to the housing authority. Currently, we are waiting for a manufacturers report on vapor release before moving forward. The ADA compliant project funded by DHCD is moving ahead at 60% substantial documents approved. The architect is moving forward to 95% submission for further review. The Vynebrooke water remediation project has passed Town Meeting and we are confident the permit will be issued from the Conservation Department after formal vote is taken in a few weeks. We will then wait for the formal grant agreement from the Town before we can proceed. The LEAN program also is funding two projects for our state developments. At Greeley Village, they are going to crack seal basements, insulate the hallways and behind the access panels. The estimated cost for this project is $88,000. At Vynebrooke Village, they will insulate the attics and add thermal dome covers at an estimated cost of $22,617. Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted to accept The LEAN program funding, at no cost to the housing authority, for the Greeley and Vynebrooke energy projects. YEAS NAYS Melinda Walker NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney ABSTAIN ABSENT NONE Robert D. Peters The Chairman opened the meeting up to Anne Frymer for her comments. She has four (4) areas of her advocacy for tenants as she grew up in public housing herself. She is in favor of a resident association membership and will be at all future Board meetings until a representative of the association attends. She believes that is the missing person at the Board meetings. She is also concerned with pedestrian and fire safety. Anne is also a 20 year ESL tutor and has worked with residents of Greeley Village. Anne asked for clarification of the buddy alarm system. Some of the residents are under the assumption that the fire department is notified if the alarm is engaged when in fact, the fire department is not notified. The buddy alarm unlocks the apartment door, signals a red light over the apartment door and sounds an alarm to notify neighbors. Anne would like to attend the safety meeting scheduled at the Senior Center and has asked if attendance can be taken at the meeting so the housing authority can see if our tenants attend. 5 5. UNFINISHED BUSINESS Steve's one year contract is up for renewal. Steve has asked the Board to discuss three items: * His contract is for 3 years. The amount has been budgeted accordingly for year one. Years two and three will be discussed at the anniversary dates or at the formal review. * He would like the Board to require any newly elected or appointed Board member to attend certification classes. * If the Board does not conduct a formal review, it will be determined that the review is satisfactory. Melinda brought up the review process. When Steve was hired, he was told he would have a formal review annually. It was not done before this new contract. Upon a motion by Leo P. McSweeney and seconded by Leona Martin, the Board voted to accept the three (3) year contract renewal for Steve Keane. The roll call vote is as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney Upon a motion by Nicholas Santosuosso and seconded by Leo P. McSweeney, the Board voted that in the future to have the Executive Director formal review annually in January prior the renewal of contract. The roll call vote is as follows: YEAS NAYS ABSTAIN. ABSENT Melinda Walker NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney 6. NEW BUSINESS Leo suggested that the housing authority start to work on valid needy projects for CPA next year. Steve attended a meeting this morning with the Leary Land. There is a concern that by the year 2020 the affordable housing could fall below 10 %. The Town will be looking into this in the future. 7. ADJOURMENT 8:10 PM 6 A true copy attest ........................... STEPHEN KEANE, SECRETARY