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HomeMy WebLinkAbout2011-09-14-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING — SEPTEMBER 14, 2011 1. ROLL CALL The meeting was called to order by Chairman, Melinda Walker at 6:10 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Melinda Walker Nicholas Santosuosso Leona Martin Leo P. McSweeney 2. PUBLIC COMMENT Robert D. Peters There were no public comments offered at this meeting. 3. MINUTES Typo's were noted and corrected. Stephen Keane Jenna Milne Dan McCabe Approval of Minutes of Regular Meeting of May 11, 2011 Upon a motion by Leona Martin and seconded by Leo P. McSweeney, the Board voted to approve the Minutes of the Regular Meeting of May 11, 2011 all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney 4. BILLS & CHECKS Approval of Bills and Checks paid in May 2011 Mqy 2011 667- C/705 -2 Check Numbers 7062 and 7063 REVOLVING FUND Check Numbers 10189 through 10257 067 -1 & 3 Check Numbers 4099 and 4100 689 -C MANAGEMENT Check Number 2160 PARKER MANOR Check Number 1950 BEDFORD STREET Check Number 1145 MRVP VOUCHER Check Numbers 2760 and 2761 SECTION 8 Check Numbers 15662 through 15685 Approval of Bills and Checks paid in June 2011 June 2011 667- C/705 -2 Check Numbers 7064 through 7066 REVOLVING FUND Check Numbers 10258 through 10325 067 -1 & 3 Check Numbers 4101 through 4107 689 -C MANAGEMENT Check Number 2161 PARKER MANOR Check Number 1951 BEDFORD STREET Check Number 1147 MRVP VOUCHER Check Numbers 2762 and 2763 SECTION 8 Check Numbers 15686 through 15709 Approval of Bills and Checks paid in July 2011 July 2011 667- C/705 -2 Check Number 7067 REVOLVING FUND Check Numbers 10326 through 10381 067 -1 & 3 689 -C MANAGEMENT PARKER MANOR BEDFORD STREET Check Numbers 4108 and 4109 Check Number 2162 Check Number 1952 Check Number 1148 2 MRVP VOUCHER Check Numbers 2764 through 2767 Check Numbers 15 710 through 15734 and 15760 Approval of Bills and Checks paid in August 2011 August 2011 REVOLVING FUND 689 -C MANAGEMENT PARKER MANOR BEDFORD STREET MRVP VOUCHER Check Numbers 7068 through 7070 Check Numbers 103 82 through 10442 Check Numbers 4110 and 4111 Check Number 2163 Check Number 1953 Check Number 1149 Check Numbers 2768 through 2770 Check Numbers 15735 through 15759, 15761 and 15762 Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to accept the Bills and Checks as presented for May, June, July and August 2011. The roll call vote was as follows: Melinda Walker NONE NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney 5. EXECUTIVE DIRECTOR'S REPORT ABSENT Robert D. Peters A. Bud ets The budget guidelines were just released on 8/3 1/ 11. The state has allowed a 3% cap increase to be spent on nonutility line items. Jenna was able to calculate administrative raises per Steve's proposal of 3% to both the Assistant Director and Federal Program Coordinator and a 5% increase to the State Program Coordinator. The coordinator jobs have a similar work load but Steve has been 3 delegating more work to Carol and will be giving her more responsibility this year so he would like to have the pay scale range closer. Steve's 3% increase does not go into effect until his anniversary date of April. DLI sets the maintenance staff rates which we have no control over. Those rates go into effect on April of each year. Jenna explained each program and reserves in detail to the Board. All of our programs, except the state, are in great shape. Right now our state reserve is at 20 %. The funding we are to receive from the state capital funds will help relieve this. That is the trend industry wide this year with her clients. The section 8 administrative fees have been reduced this year by approximately $600. HUD sent out a letter to housing authorities stating that the excessive reserve in the federal program should not be spent, they will be recapturing a percentage of that funding to offset a Federal mandate that housing authorities reduce budgets by I billion dollars. Upon a motion by Leo P. McSweeney and seconded by Leona Martin, the Board voted to approve the budgets for FYI as presented. The roll call vote was as follows: YEAS NAYS Melinda Walker NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney ABSTAIN ABSENT NONE Robert D. Peters The contract for our fee accountant is up for renewal. There has not been an increase for the last 2 years. Jenna has asked for a 3% increase this year, approximately $20 per month, not including the reporting. Upon a motion by Leo P. McSweeney and seconded by Leona Martin, the Board voted to approve the 3% increase for the fee accountant contract. The roll call vote was as follows: VF.A!� NAVE ARMTATN ARMF.NT Melinda Walker NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney NONE Robert D. Peters B. Board vote for Certification of Compliance for Lead Paint Laws, Ted attended rn»rcP The state requires that a Certificate of Compliance for Lead Paint Laws be submitted. Ted completed the course and is now a certified lead safe renovator. that site must be supervised by Ted. 4 Upon a motion by Nicholas Santosuosso and seconded by Leona Martin, the Board voted to approve the Certificate of Compliance. The roll call vote was as follows: VF A 1 ,q NA VIq ARlqTATN ARlqFNT Melinda Walker NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney NONE Robert D. Peters C. Rotary Club thank you letter The housing authority sent a thank you to the Rotary Club for the barbeques, bike racks and Files of Life magnets. D. Personnel Policy Last spring the Board was given copies of policies from 5 other local housing authorities for review. It was decided to discuss at the next Board meeting. Any changes will then be sent to DHCD for review and approval which may take up to a year. The Board asked for copies of our existing policy as well as the marked up copy that Steve is working on. Steve will send that information by email to the Board. E. Update CPS -comp time We are in our first year of Capital Planning System (CPS). Some of the projects that have been completed are: new handicap bathroom at Forest Street, walkway at Tewksbury Street and roof repair at Mass Ave. Steve has been working many as 4 extra hours each week due to the many projects in place and Formula Funding. This is the equivalent to 6 hours comp time. He would like the Board to approve his comp time, up to 24 hours per month, as needed. Upon a motion by Leo P. McSweeney and seconded by Leona Martin, the Board voted to approve 6 hours comp time, as needed, weekly for Steve. The roll call vote was as follows: VFA!� NAVE ARMTATN ARMFNT Melinda Walker NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney 5 F. Projects update- www.biddocsonline.com The siding project at Countryside Village is complete. We also installed automatic doors at the community room, office and both buildings that have tenants who rely on wheelchairs. We have received the signed grant from the Town Manager for the Vynebrooke Village water remediation project. We are still waiting for the Order of Conditions. This was due 21 days after the approved hearing but due to the relocation of offices within Town Hall, there has been a delay. The DHCD engineer has been to the site and advised us to obtain a proposal from Fred Russell, the engineer we used for the initial study. The Greeley Village siding project is going out to bid on 9/21/11. The sub bid is due today for electrical and painting. The housing authority will be removing the siding so that the project may be completed within budget. The documents and results will be posted on www.biddocsonline.com The ABCD Lean Program has spent $122,000 this year to insulate the center attic area, crack fill and insulate basements at Greeley Village as well as the attic area of Vynebrooke Village. The basements at Vynebrooke Village could not be insulated due to wet conditions. As part of the Greeley Village siding project, the ABCD Lean program is funding the $173,000 labor cost of installing aero gel as well as the $250,000 material cost. The ADA community room project is in final review. We are at 100% final submission. The proposed CPA project for next year is 4 wheelchair accessible one level units at the Shirley Street side of Greeley Village. DHCD is working on a rough estimate to present to CPA in the spring of 2012. This will add units to the towns SHI. Currently, the Planning Board is doing an informal review to see if the project can be done under the current zoning. When Greeley Village was originally built, a special permit was issued with restrictions. When the review is complete, they will advise us how to proceed. After the Greeley Village siding project is completed, awnings will be installed over the rear doors. The funding for the awnings is from emergency capital funds that we applied for but did not use completely. We received a score of 100 on FASS which makes us a high performer again this year. 6 G. Update 2011 Capital Grant Steve has requested $120,681 from HUD for federal capital improvements. HUD approved $104,368. H. Notar Kathy applied to become a Notary. Her application was approved and she was sworn in as a Notary Public last week. I. Review Federal insurance polic limits Steve completed a table cost estimator for our federal properties. It appears that we are underinsured for some of the properties. There are other coverage limits, such as flood and earthquake, which need to be reviewed also. Upon a motion by Leo P. McSweeney and seconded by Nicholas Santosuosso, the Board voted to renew the current federal property insurance policy and revisit the other options at the next few meetings. The roll call was as follows: VF.A NAVIq ARlqTATN ARIWNT Melinda Walker NONE Nicholas Santosuosso Leona Martin Leo P. McSweeney NONE Robert D. Peters J. Laundry contract The 3 year laundry contract is up for renewal. We solicited 3 laundry companies and received 2 proposals back; Automatic Coin laundry, who currently has the contact at Vynebrooke Village and MacGray, who currently has the contract for both Countryside and Greeley Village. All current contracts have 50% revenue to the housing authority. Automatic Coin Laundry does not pay on a timely basis. Kathy has to call them quarterly as a payment reminder. The proposal from MacGray included 70% revenue to the housing authority and $1.00 per load for all villages. An additional washer and dryer for Countryside Village as well as energy efficient machines at Vynebrooke Village were included in the proposal. Upon a motion by Nicholas Santosuosso and seconded by Leona Martin, the Board voted to accept the 3 year laundry contract from MacGray. The roll call was as follows. 7 YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney K. Lexington High School volunteers At the last Countryside Village tenant association meeting there were 2 female students from Lexington High School that attended. They are working with Audrey Deshler to coordinate a volunteer group as part of a community service project working with seniors. L. Update on court proceedings The housing authority went to court last month with two (2) federal families for nonpayment of rent. They are both on court ordered payment plans at this time. M. Hurricane damage Approximately 10 trees came down during the storm. A tree from our 689 handicap site fell into the abutter's property crushing their shed and contents. Our maintenance staff cut up and removed the tree as a friendly gesture even though the claim must go through the property insurance of the abutter. A tree also came down at Countryside and destroyed the pole light. Lastly, an underground wire was broken at one of our single family homes on Spring Street. The house has partial electricity and is being worked on by Nstar to restore power as soon as possible. We provided the tenant with a hot plate and portable stove top with 2 burners. N. Parker Financials The Board was given copies of the July financials for Parker Manor to review. 6. UNFINISHED BUSINESS 7. NEW BUSINESS The Senior Center sent us a notice from the LexPress that was translated into Mandarin. We sent that to tenants in our villages. We also sent information to our tenants regarding CODE RED from the Lexington Police Dept. National Grid has been out to assess our sights for possible conversion from oil to gas. 8 Currently we have a point of use (tank less) hot water heaters in Countryside Village building's #2 and 3. As the hot water tanks have been failing at Countryside, we have been converting to point of use. 7. ADJOURNMENT 8:30 P.M. A true copy attest ........................... STEPHEN KEANE, SECRETARY 10