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April 14, 2008

MEMBERS PRESENT:        Reg Foster, Chairman
Roger Blanchette
Ora Mae Torres
Robert MacFarlane               
                                James Grady
                                Jon Henry

ALSO PRESENT:           Dot Burrell
Commencement – Mr. Foster called the meeting to order at 7:10 p.m.

Report on Meeting with Littleneck Village Residents
Mr. Foster and Mrs. Torres described a meeting that was held yesterday at Littleneck Village.  Ms. Burrell, who is a resident of Littleneck Village, described the concerns of the residents (anxiety about relocation, concerns about the RFP, specifically, Section 8 voucher income criteria, and anxiety that current residents will not be eligible to occupy the new units).  Mr. Foster assured Ms. Burell that it is the MAHT’s intention that current LNV residents will be able to continue to live in the new facility, and will do everything possible to ensure that this happens.  Mrs. Torres explained that Section 8 is one mechanism that a potential developer may or may not choose.  Mr. Foster said another meeting with LNV residents will be held in the summer, after the public hearing.  Mr. Grady said he thought that the likelihood of residents being moved out during the construction phase is remote.  

Approval of Minutes – March 10, 2008
Moved by Mr. Grady and seconded by Mrs. Torres to approve the minutes as submitted. VOTE:  6-0-0

Activities through Bid Opening
The RFP was issued on April 9, and an optional bidders’ conference will be held on May 3 at the site.  A request to authorize the disposition of the land will be voted on at Town Meeting on May 19.  The deadline for bidders to submit questions is May 9, oral responses to the questions can be received at an optional bidders’ conference on May 21, and a written addenda, if any, will be issued on May 30.  The proposal receipt deadline is June 12, with the bids opened at 10:00 a.m., and a developer will be selected on July 14.  Mr. Foster suggested Trust members partner up and visit projects constructed and operated by the bidders.  Mid-July through September will be the phase for negotiation of the lease or purchase, permitting through local Boards and Commissions, and application for public or private financing.  Members discussed meeting weekly every Monday, starting June 16 and running through September, in an effort to meet the anticipated deadlines.

Moved by Mrs. Torres and seconded by Mr. Blanchette to approve the summer meeting schedule.  VOTE:  6-0-0

Mr. Foster said half of the property is in the Commercial District and half is in the Residence D District; he has been advised that a LIP/friendly 40B before the ZBA is the most administratively efficient way to permit the project.  The chairmen of the ZBA and the Planning Board have agreed to this idea.  

Moved by Mr. Grady and seconded by Mr. Blanchette to authorize Mr. Foster, Mr. Dawson, and Town Counsel to initiate the process of submitting applications to the ZBA.  VOTE:  6-0-0

Dick Heaton – Contract overrun/ Engagement through the submission of DHCD application/ Performance Review
Mr. Foster asked for an evaluation by the trustees on the quality and timeliness of Mr. Heaton’s services in helping the MAHT prepare the RFP.  Everyone agreed that the grade was “A+”.  It was agreed that the meeting minutes would reflect the approval of services provided by Mr. Heaton.  

Mr. Foster explained that Mr. Heaton’s original contract had gone over by several thousand dollars as a result of scope increases:  six instead of two drafts of the RFP; the contention that took place over whether to lease or sell the land; and helping put together the presentations for the project.  On March 12 Mr. Heaton notified Mr. Foster that he expected to overrun the contract.  Without being fully aware of procurement requirements Mr. Foster authorized Mr. Heaton to continuing working on the expectation that he’d receive reimbursement.  Mr. Foster is now assuming responsibility for the error.  The original contract was for $4800.  Mr. Heaton has been paid $2625 and is owed an additional $9959.  

Moved by Rev. MacFarlane and seconded by Mrs. Torres that Mr. Foster and the Town Administrator explore every avenue to compensate Dick Heaton for the services provided to date in preparing the RFP for the expansion of Littleneck Village, specifically the additional $9,959 due.  VOTE:  6-0-0

The trustees discussed and agreed that they’d need more consultative assistance with evaluating the RFP responses, selecting the winning bidder, negotiating contracts, preparing applications to DHCD and all the LNV expansion project activities between now and the end of September, 2008.  

Moved by Mr. Grady and seconded by Mrs. Torres for Mr. Foster, in cooperation with the Town Administrator, to take the appropriate steps under Massachusetts Procurement Laws to obtain the services of a consultant doing work set forth under the request for proposal going forward including all bidding and approval as set forth in the RFP including, but not limited to, the preparation of DHCD materials for the implementation of the bid.  VOTE:  6-0-0

Special Counsel
Trust members discussed hiring special counsel for the RFP process.

Moved by Mr. Grady and seconded by Mrs. Torres to authorize Mr. Foster, with assistance from Mr. Grady, to explore possible candidates to act as Special Counsel during the RFP process.  VOTE:  6-0-0

Littleneck Village Caretaker’s Cottage
An email from Building Inspector Richard Marx was reviewed and discussed.  Mr. Marx has identified additional items requiring correction including replacement of the bulkhead door, installation of hard wired smoke and CO detectors, and the removal or encapsulation of lead paint, which is most likely present in the cottage.
Moved by Mr. Grady and seconded by Mrs. Torres to suspend renovations of the cottage.  The town administrator is directed to take all possible steps to recover unspent money from the HVAC contractor.  VORE:  6-0-0

New Business
A letter from Hiller Fuel was discussed.  The letter informs the Trust that Littleneck Village has underground oil tanks, and the possibility exists that the tanks leak.  It was agreed that bidders will be notified of the letter at the bidders’ conference.   
Meeting adjourned at 9:05 p.m.      

Respectfully submitted,

Reg Foster, Chairman