HomeMy WebLinkAbout2012-03-14-LHA-minLEXINGTON HOUSING AUTHORITY
REGULAR MEETING — MARCH 14, 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 Nicholas Santosuosso Steve Keane
Robert D. Peters Anne Frymer
Leo P. McSweeney Dan McCabe
Weidong Wang Mike Richmond
2. ELECTION RESULTS
The Board welcomes Weidong Wang as the newly elected member.
3. PUBLIC COMMENT
Anne Frymer thanked Weidong for running as a candidate for the housing authority
and hopes he finds the position interesting. She asked if the housing authority could
have master copies of the resident handbook in the office in different languages
and distribute them as needed when a new tenant moves in. She also asked if the
monthly Board meetings could be held at the different villages and have each
minority represented at the meeting. Lastly, she wondered if RCN could tape a few
Board meetings each year.
4. MINUTES
Approval of Minutes of Regular Meeting of February 8, 2012
Upon motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board
voted to approve the Minutes of the Regular Meeting of February 8, 2012, all
members having received copies. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE Weidong Wang Nicholas Santosuosso
Robert D. Peters
Leo P. McSweeney
5. BILLS & CHECKS
Approval of Bills and Checks paid in February 2012
February 2012
667- C/705 -2
REVOLVING FUND
067 -1 & 3
689 -C MANAGEMENT
BEDFORD STREET
PARKER MANOR
MRVP VOUCHER
SECTION 8
Check Numbers 7084 and 7085
Check Numbers 10763 through 10826
Check Number 4125
Check Number 2169
Check Number 1154
Check Number 1959
Check Numbers 2793 and 2794
Check Numbers 15930 through 15964
Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board
voted to accept the Bills and Checks as presented for February 2012. The roll call vote
was as follows:
YEAS NAYS
Melinda Walker NONE
Robert D. Peters
Leo P. McSweeney
Weidong Wang
6. EXECUTIVE DIRECTOR'S REPORT
ABSTAIN ABSENT
NONE Nicholas Santosuosso
A. HUD approval of Designated Housing Plan/PHAS score 98
The Designated Housing Plan has been approved by HUD. We also received our
annual PHAS score. This year the score was 98.
B. Parker and LHA Financials
The Board was given copies of both financials to review. The independent
audit has been completed. There were no findings.
Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the Board
voted to accept the FY 11 independent audit with no findings and the monthly
financials. The roll call vote was as follows:
2
YEAS NAYS
Melinda Walker NONE
Robert D. Peters
Leo P. McSweeney
Weidong Wang
ABSTAIN ABSENT
NONE Nicholas Santosuosso
The 2012 Capital Fund Program is in the amount of $93,983.00. These funds are
used for capital repairs to the federal properties.
Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board
voted to accept the 2012 Capital Funds in the amount of $93,983.00 upon receipt of
the approved documents from HUD. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Robert D. Peters
Leo P. McSweeney
Weidong Wang
C. Finalize trash contract
Steve received the RFP's from the town for the trash contract. JRM had the best
pricing. Currently, the housing authority uses Waste Management. There will be
a significant savings by using JRM.
Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the Board
voted to accept the proposal from JRM in the annual amount of $14,400.00 for the
trash contract beginning July 1, 2012. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Robert D. Peters
Leo P. McSweeney
Weidong Wang
D. MassNAHRO Annual Conference May 20 -23, 2012 and full page
The MassNAHRO Annual Conference is being held May 20 -23, 2012. Board
members who want to attend should contact Kathy ASAP as rooms tend to fill up
quickly. In past years the housing authority has placed a full page ad in the
conference booklet in the amount of $125.00.
Upon a motion by Robert D. Peters and seconded by Leo P. McSweeney, the
Board voted to place a full page ad in the conference booklet in the amount of
$125.00.The roll call vote was as follows:
YEAS NAYS
Melinda Walker NONE
Robert D. Peters
Leo P. McSweeney
Weidong Wang
ABSTAIN ABSENT
NONE Nicholas Santosuosso
Steve applied for an Agency Award through MassNAHRO for the ongoing CPA
projects. The awards will be presented at the conference so he is hopeful we will
receive the award.
E. Steve MCPPO certification
Steve has been recertified for another 3 years as an MCPPO (Massachusetts
Certified Public Purchasing Official) by taking courses in continuing education.
F. Board motion and vote to accept GV change orders
The contractor doing the Greeley Village project, New England Builders,
has a change order request of $2,124.00. This project is funded in part by the
ABCD Lean Program through the Department of Energy. This change order then
will be submitted to DHCD for approval so payment can be released
by ABCD.
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the
Board voted to approve the change order from New England Builders in the
amount of $2,124.00. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Robert D. Peters
Leo P. McSweeney
Weidong Wang
G. Proposed Agenda Policy
With the guidance of DHCD Regional Attorney Lori McBride, a proposed
Agenda Policy was drafted to comply with the new Open Meeting Laws. Prior to
this, the housing authority did not have a policy in place if a request was made to
be put on the agenda. There are strict guidelines that need to be met.
Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the
Board voted to accept the proposed Agenda Policy. The roll call vote was as
follows:
4
YEAS NAYS
Melinda Walker NONE
Robert D. Peters
Leo P. McSweeney
Weidong Wang
ABSTAIN ABSENT
NONE Nicholas Santosuosso
The housing authority needs to reappoint Grievance Hearing Officers for another 3
years. Bob McNabb, Executive Director of Woburn Housing Authority and Judi
Lincicum, Executive Director of Concord Housing Authority, have both offered
another term of 3 years.
Upon a motion by Leo P. McSweeney and seconded by Weidong Wang, the Board
voted to approve the reappointment of current Grievance Hearing Officer Bob
McNabb and alternate Grievance Hearing Officer Judi Lincicum. The roll call vote
was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Robert D. Peters
Leo P. McSweeney
Weidong Wang
H. Project updates
The Greeley Village siding project is ongoing. The Vynebrooke Village water
remediation project paperwork is still at DHCD. We are awaiting their
determination as to if we have to go before the Designer Selection Board.
The fire alarm contract is up this year. Steve solicited 3 companies. We currently
use Easton Electronics and they came in as the lowest 3 year contract proposal in
the amount of $4,065.00.
Upon a motion by Leo P. McSweeney and seconded by Robert D. Peters, the
Board voted to accept the 3 year contract proposal from Easton Electronics in the
amount of $4,065.00 for the fire alarm contract. The roll call vote was as follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Robert D. Peters
Leo P. McSweeney
Weidong Wang
The bid opening for the Greeley and Vynebrooke Village ADA Community Room
project was 2/23/12. The low bidder was Vareika Construction in the amount of
$193,700.00. We have used them in the past and the work was excellent.
Upon a motion by Robert D. Peters and seconded by Weidong Wang, the Board
voted to accept Vareika Construction as the low bidder in the amount of
$193,700.00 pending architect and DCHD approval. The roll call vote was as
follows:
YEAS NAYS ABSTAIN ABSENT
Melinda Walker NONE NONE Nicholas Santosuosso
Robert D. Peters
Leo P. McSweeney
Weidong Wang
L Underground fuel tank pollution coverage
Countryside Village has underground fuel tanks. A few years ago, we had one
removed. It appeared to be in good shape. By the end of this year we hope to
remove another 3 tanks as we are converting to gas. Currently, the tanks are not
covered by pollution insurance. The cost would be approximately $25,000.00 per
tank to insure.
J. Review publications
Any article written by the Board for publication should be reviewed by the
Executive Director and Chairman. Melinda has offered to write a policy to be
reviewed by the Board for approval.
K. Federal sites smoke free policy
There are no updates on the smoke free policy.
L. Executive Director annual review
Steve's review is due. Melinda has offered to mail a questionnaire to Board
members to complete and send back to her within a week. She will then compile
a report and present this at the April meeting.
7. UNFINISHED BUSINESS
Melinda has questions about the Personnel Policy for the Board. It was decided to
discuss this at the start of the April meeting so it can be finished.
8. NEW BUSINESS
7. ADJOURNMENT 7:30 P.M.
A true copy attest ................. . ........ .
STEPHEN KEANE, SECRETARY