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Home My WebLink About2012-02-08-LHA-min LEXINGTON HOUSING AUTHORITY REGULAR MEETING—FEBRUARY 8, 2012 MINUTES 1 ROLL CALL The meeting was called to order by Chairman, Melinda Walker at 6 40 P M MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Melinda Walker NONE Steve Keane Robert D Peters Dan McCabe Nicholas Santosuosso Weidong Wang Leona Martin Anne Frymer Leo P McSweeney 2 CHAIRMAN TO PUBLICLY ACKNOWLEGE LEONA FOR HER 25 YEARS OF DEDICATED SERVICE AND HER ACCOMPLISHMENTS AS A COMMISSIONER OF THE LHA BOARD 3 PUBLIC COMMENT There was no public comment offered at this meeting 4 MINUTES Approval of Minutes of Regular Meeting of January 11, 2012 Upon motion Leo P McSweeney and seconded by Robert D Peters, the Board voted to approve the Minutes of the Regular Meeting of January 11, 2012, 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 5 BILLS & CHECKS Approval of Bills and Checks paid in January 2012 January 2012 667-C/705-2 Check Numbers 7081 and 7082 REVOLVING FUND Check Numbers 10708 through 10762 067-1 & 3 Check Numbers 4123 and 4124 689-C MANAGEMENT Check Number 2168 BEDFORD STREET Check Number 1154 PARKER MANOR Check Number 1958 MRVP VOUCHER Check Numbers 2789 through 2792 SECTION 8 Check Numbers 15895 through 15929 Upon a motion by Nicholas Santosuosso and seconded by Leo P McSweeney, the Board voted to accept the Bills and Checks as presented for January 2012 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 6 EXECUTIVE DIRECTOR'S REPORT A Parker Financials and Verizon FIOS upgrade The Board was given copies of Financials for review Verizon is working on installing the cable and wire, at no charge, into the complex so residents there can have a choice of providers Comcast and RCN are already wired there B Executive Order#539-Board Member Tramm and Accountability The Governor has signed an Executive Order establishing a Commission for Public Housing Sustainability and Reform DHCD will be assisting housing authorities to make sure they comply with the new guidelines and remain in good standing Members of the Board will be required to attend training and receive certification 2 C Proposed Agenda Policy Lori McBride, our state pilot attorney, suggested that Steve draft a policy regarding requests to be on the Agenda and procedure that must be followed The Attorney General's Office has received complaints because of the new Open Meeting Laws Lori is working on our draft Once she has completed this, Steve will distribute to the Board for review and approval D Updates on all protects and contracts The Town will be making the decision on the trash contract next week At that time, Steve will review the Town's decision then make recommendations to the Board The contractor has been working on the Greeley Village siding project They are on building #13 A Requisition for Payment has been sent to DHCD for the first payment to the contractor The funds are being disbursed from the LEAN energy program The community room accessible project is going out to bid next week The new washers and dryers have been installed at Countryside Village We are in the process scheduling the new machines to be delivered at Vynebrooke Village Steve is submitting the RFP to DHCD for the Vynebrooke Village water remediation project for review It has yet to be determined if we need to go before Designer Selection All but 3 of the Formula Funding projects have been completed The electrician is in the process of the GFCI outlet installation project at Greeley Village Select water tanks and cabinets at Greeley have been replaced The roof and electric service at 96 Wood Street have been replaced Floor repairs are being made at our 689 handicap sites E Inspector General CPO Designation The Inspector General Office is requesting that our CPO (Chief Procurement Officer) be on file As of April 2010, Steve has been assigned the CPO and Kathy is the alternate The Board has concerns about training for Kathy as she is not certified Steve has offered to train her Upon a motion by Leona Martin and seconded by Nicholas Santosuosso, the Board voted to accept the Steve as the CPO and Kathy as the alternate with training from Steve The roll call vote was as follows 3 YEAS NAYS ABSTAIN ABSENT Melinda Walker NONE NONE NONE Robert D Peters Nicholas Santosuosso Leona Martin Leo P McSweeney F Annual Aencv Plan-Federal property The notice of the Annual Public hearing of April 11, 2012 will be published in this week's paper After the public comment period, the Board will vote to approve the Annual Agency Plan As discussed at the last Board meeting, Steve applied to HUD to keep our Designated Housing Plan as is HUD has received his request and will notify the housing authority in 60 days if approved G Smoke free policy-Federal HUD is encouraging the Smoke Free Policy for new tenants Prior tenants can possibly be grandfathered in Steve held a Resident Advisory Board (RAB) meeting at Countryside on 1/2/12 14 tenants attended Some concerns discussed were bathtub renovations, security issues such as lock changes, cameras and lighting, speed limit signs, speed bumps and butt cans H Insurance Coverae-Federal Steve reviewed the Federal Insurance policy limits for the Board At the suggestion of our agent, the blanket limit for Countryside Village should be increased from $7,031,984 00 to $10,358,901 00 The increased premium is $1,024 00 That would actually cover a claim from the Scattered Sites if need be Massachusetts law requires a $750 00 per tenant relocation expense, which we currently have coverage for Upon a motion by Robert D Peters and seconded by Nicholas Santosuosso, the Board voted to increase the blanket limit coverage for Countryside Village from $7,031,984 00 to $10,358,901 00 with an increased premium of$1,024 00 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 I Veteran's Preference-Federal At prior Board meetings, Federal Veteran's Preference was discussed This will need to be included in our ACOP after formal submission, review and approval from HUD Upon a motion by Nicholas Santosuosso and seconded by Robert D Peters, the Board voted to start the motion and process to add Veteran's Preference at the Federal sites, subject to HUD approval 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 7 UNFINISHED BUSINESS Melinda has the copy of the Personnel Policy that she and Leona reviewed She has basic grammar and punctuation corrections that she noted for Kathy to change She also has questions for the Board to review 8 NEW BUSINESS As a point of privilege, the Chairman would like to clarify an issue that was mentioned to her after an event at Greeley Village regarding the Board's decision of COMP time for the Executive Director Melinda read aloud the Board vote from the Minutes of the Regular Board Meeting of 9/14/11 which included the approval of COMP time, up to 24 hours per month, as needed, to the Executive Director, because of the additional projects and Formula Funding 7 ADJOURNMENT 8 00 P M A true copy attest Stephen Keane, Executive Director 5