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HomeMy WebLinkAbout2012-01-11-LHA-minLEXINGTON HOUSING AUTHORITY REGULAR MEETING — JANUARY 11, 2012 MINUTES 1. ROLL CALL The meeting was called to order by Chairman, Melinda Walker at 6:00 P.M. MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Melinda Walker NONE Steve Keane Robert D. Peters Dan McCabe Nicholas Santosuosso Leona Martin Leo P. McSweeney 2. PUBLIC COMMENT Steve wanted to clarify the Open Meeting Law and handed out copies of the law. The monthly Board meeting is to conduct business and is not an open discussion. However; if a person so chooses to raise his hand, it is up to the Chair to acknowledge or not. The public is not allowed to disrupt the meeting. Also, the meeting can be recorded as long as the individual informs the Chair at the start of the meeting so that it can be publicly announced. Dan McCabe thanked Steve for the clarification. Dan stated that tenants at Greeley Village do not know what is going on other than the one meeting about siding color. Steve read aloud the 2 notices that were hand delivered to all tenants at Greeley Village explaining the project. The project is being done in numerical order of the buildings. Mike is going door to door as each building as it is being started. Dan stated he did not receive the hand delivered notice. Steve reviewed the aerogel installation process. At each end of the building there is a brick wall. The aerogel insulation and Tyvek house wrap is being installed under the siding. Aerogel is also being installed on the inside existing wall then blue board is being installed over that. It will then either be sanded or plastered, depending on what is decided by the contactor, and then painted. The contractor will leave the building in the same condition at the end of the day that it was when the work started that morning. 3. MINUTES Approval of Minutes of Regular Meeting of December 14, 2011 Upon motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board voted to approve the Minutes of the Regular Meeting of December 14, 2011, all members having received copies. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney 4. BILLS & CHECKS Approval of Bills and Checks paid in December 2011 December 2011 667- C/705 -2 Check Numbers 7076 through 7080 REVOLVING FUND Check Numbers 10639 through 10707 067 -1 & 3 Check Numbers 4120 through 4122 689 -C MANAGEMENT Check Number 2167 PARKER MANOR Check Number 1957 BEDFORD STREET Check Number 1153 MRVP VOUCHER PROGRAM Check Numbers 2787 and 2788 SECTION 8 Check Numbers 15859 through 15894 Upon motion by Nicholas Santosuosso and seconded by Robert D. Peters, the Board voted to accept the Bills and Checks as presented for December 2011. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney 2 5. EXECUTIVE DIRECTORS REPORT A. Procurement Policy Update Steve wanted to clarify that the Procurement Policy was already updated in July 2010 to include new thresholds that were discussed last month. B. DHCD "Open Checkbook" database system DHCD has an "Open Checkbook" database system online that has access to funding provided by the state to agencies. We also have our independent audit done yearly. C. LHA and Parker Financials At a previous Board meeting, Steve was asked to find out if Parker Manor is located in an historical district. Steve stated that it is not located in an historic district; therefore will not qualify for CPA funding. DHCD is requiring a Year End Financial Statement Certification signed by the Board. Last month the Budget and Salary Certifications were required and submitted. D. Updates: Projects and Contracts The Greeley Village siding project is underway as Steve reviewed at the start of the meeting. The Vynebrooke Village water remediation project will start this summer. Steve received the signed paperwork for the laundry contract. The trash contract is in the process of being reviewed by the town. DHCD sent a letter to Steve offering $300,000.00 towards the Greeley Village accessible project. CPC did approve the project and it will be presented at Town Meeting in the spring. Steve was asked to give a copy of the DHCD letter to CPC for distribution to committee members. Leo received many emails congratulating Steve on his successful effort. E. Annual Agency Plan for April 2012 The public hearing will be April 11, 2012. Our designated housing plan is up for renewal this year. The plan sets aside 20% of the federal units for young disabled. Upon motion by Leona Martin and seconded by Nicholas Santosuosso, the Board voted to renew the Designated Housing Plan for another two years as is. The roll call vote was as follows: YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Robert D. Peters Nicholas Santosuosso Leona Martin Leo P. McSweeney Steve would like to include Veteran's preference and smoke free buildings in our Agency Plan for the federal sites. The state already has a Veteran's preference. As for the smoke free buildings, that will only include new admissions as prior tenants are grandfathered in. 6. UNFINISHED BUSINESS Melinda will bring the Personnel Policy changes that she and Leona worked on to the next Board meeting. 7. NEW BUSINESS The Lexington Housing Partnership is hosting a forum on February 2 nd at the Samuel Hadley Public Services Building cafeteria from 7 -9pm. Melinda will be making a presentation as well as LexHAB and the Lexington Housing Partnership. Steve is drafting a policy regarding public comment and requests to be on the agenda. Guidelines must be set because of the new public meeting laws. Requests must be very specific. The request must be received 10 days prior to the meeting. The Executive Director will then present to the Chair to be determined if it meets the specific criteria. 8. ADJOURNMENT 7:25 A true copy attest ........................... STEPHEN KEANE, SECRETARY 4