The Regular meeting of the LHA was held on Tuesday, Sept. 8, 2015 at 4:30 PM at the Curtis.
- The meeting was called to order by Chairman C. May at 4:35 PM.
- Roll Call: Present – C. May, Chairman/State Appointee
M. Pero, Vice Chairman
D. Kirby, Treasurer Jan Ward, Member
M. Joyner, Exec. Dir. Absent –T.Sorrentino Others – J. Mercer
3. Agenda:
a. Tenant Forum – No requests
b. Minutes-August Regular
M. Pero made the motion to accept the Aug. regular minutes. D. Kirby seconded. All in attendance voted in favor. Minutes will be forwarded to the town web site.
c. Curtis Commercial Space
J. Mercer reported that commercial leases are finalized. M. Joyner will sign. Board agreed
that they would like S. Parsley to attend a meeting to explain the subletting of Lenox Yoga
to ensure LHA is collecting fair rent. This is not traditional “subleasing” of space. LHA
would like the courtesy of knowing who else is using the space and Certificates of
Insurance should be issued to LHA. The large sign on Walker St. side will be completed by
Larkin Sign within two weeks. Bathrooms have been painted. Other small renovations will
be done for a cost of less than $750.00. Nault and Hesnor have completed preliminary
feasibility study for bathroom on first floor work estimated at cost of $ 42,319.00. Exec.
Dir. will try to include this in FY’16 LHA Capital Improvement Plan. Transfer of $5203.99 to
4001 for July/Aug. accounting leaving current balance of $45,781.64.
d. Accounts Payable
Accounts payable for Aug. were approved. July balance sheets
were reviewed, $ 6580.44 transferred from the 689 account, 4001 balance is approximately $168,875.00, Porch fund balance as of 8/31/15 is $1757.34 to be used for ongoing calking/painting upkeep. As required Exec. Dir. has contacted Ricci Consultants to perform allowed Alternative Measurement Method for Government Standards Board Statement #45 (GASB 45) at a fee of $2500.00 for FY’16. An amendment #11 is necessary
for CIP Work Plan 5001, Project # 152055 (generator) in the amount of $2681 to cover additional a/e services and increased administration. D. Kirby made the motion to approve amendment # 11 in the amount of $2681.00, J. Ward seconded and all in attendance voted in favor.
e. Old Business
The Lenox Dale kitchen modernization has been completed – BCARC personnel very pleased with whole project. Exec. Dir. contacted Gary DePace to contract for the mandated Agreed Upon Procedures (yrly. audit). Through Lee Housing she heard that DHCD has not sent out the public notice, until that happens no engagement letter can be issued to us. The ten Curtis light poles have been removed on Main/Walker St. and were donated to Central Berkshire Habitat for Humanity on 9/2/15. A letter from Consignment Shop was received stating that they plan a tag sale during Apple Squeeze to dispose of all items. Board agreed that it should be completely cleared out by Nov. 1, 2015. Exec. Dir. will communicate that to responsible parties. Tighe & Bond has revised their original site plan for flooding issue at
TT. Exec. Dir. will discuss with DHCD and proceed accordingly.
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f. FY’16 Capital Improvement Plan
As required Exec. Dir. held tenant meetings at Curtis/TT on 8/20/15, pre CIP meeting with
Cybersense was held by phone on 9/1/15, and she will attend District Hours to complete
the plan on 9/25/15 in Holyoke. Board members present signed the Certificate of
Compliance with Notification Procedures for Federal and State Lead Paint Laws with “to the
best of our knowledge” included. This form must now be signed and submitted prior to the
CIP being approved.
g. Generator project update
Exec. Dir. stated that the second attempt for blacktop is not acceptable at this point as there is ponding at the back of the generator. The attempt to remediate this (9/3/15) has failed and will be addressed/corrected again before any final paperwork or requests for payment are considered. Note: due to the issues with blacktop this project is now over 197 over completion date of 2/16/15.
h. Vacancies
TT – 2 offline due to flooding/1 other to be filled by transfer, Curtis –3/renovation 416 nearing completion, 309 and 218 underway, Families – 1 requires flooring.
The Curtis bulkhead door removal completed at $8100.00(budget item). TT apartment door locks/key/lever handles completed along with mechanical rooms (12) and community building doors rekeyed. The Exec. Dir. has been approached by Verizon Wireless about the possibility of installing cell phone panels preferably on top of elevator shaft. They made a site visit on 8/17 and will be in contact in future.
C. May announced Exec. Dir. evaluation by all members will be due in Oct.
C. May adjourned the regular meeting at 6:00 PM.
Respectfully Submitted,
Martha Joyner, Secretary
Executive Director
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