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Home My WebLink About2012-03-14-LHA-min LEXINGTON 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 Check Numbers 7084 and 7085 REVOLVING FUND Check Numbers 10763 through 10826 067-1 & 3 Check Number 4125 689-C MANAGEMENT Check Number 2169 BEDFORD STREET Check Number 1154 PARKER MANOR Check Number 1959 MRVP VOUCHER Check Numbers 2793 and 2794 SECTION 8 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 ABSTAIN ABSENT Melinda Walker NONE NONE Nicholas Santosuosso Robert D Peters Leo P McSweeney Weidong Wang 6 EXECUTIVE DIRECTOR'S REPORT A HUD approval of Designated Housm 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 ABSTAIN ABSENT Melinda Walker NONE NONE Nicholas Santosuosso Robert D Peters Leo P McSweeney Weidong Wang 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 pafle ad 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 3 YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE Nicholas Santosuosso Robert D Peters Leo P McSweeney Weidong Wang 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 ABSTAIN ABSENT Melinda Walker NONE NONE Nicholas Santosuosso Robert D Peters Leo P McSweeney Weidong Wang The housing authority needs to reappoint Grievance Hearing Officers for another 3 years Bob McNabb, Executive Director of Woburn Housing Authority and Judi Lmcicum, 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 Lmcicum 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 Proiect 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 5 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 I Underuround 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 6 A true copy attest STEPHEN KEANE, SECRETARY 7