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.
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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
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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.
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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
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A true copy attest ...........................
STEPHEN KEANE, SECRETARY