12.12.2022 Housing Authority

good afternoon everyone welcome to the Housing Authority meeting it's Monday December 12 2022 and it's um 4 40 p 4 40 P.M a Martha roll call please show them it's a hottie here Vice chairman Underhill here commissioner Burns is absent commissioner Bentley here attorney Souza the open meeting law please thank you madam chairman chairperson the language for the open meeting law is as follows person went to

the open meeting law any person may make an audio or video recording of this public meeting or may transmit the meeting through any medium attendees are therefore advised that such recordings or Transmissions are being made whether perceived or unperceived by those present and are deemed acknowledged or impermissible thank first item on our gender is citizen input do we have any citizen input this evening

seeing none do we have any Resident input this evening

good evening elected as Drew state of officers David Underhill is still the chairman Donald Hamilton is the new Vice chairman and Bill Walker is the secretary and treasurer the farmers markets David has been kind of talking to Sarah we've been talking to them both uh it starts off January 2nd at Cardinal Medeiros Fridays from 11 to 2. oh nice indoors indoors thank you Kevin you're welcome I'll say thank you Tim bud

that's it that might be it except for thank you and we'll do that at the end of the agenda if you don't mind perfect you thanks Ed this particular point we're going to start with new business item one procurement as Mr s boy needs to leave us so item a is the on-call trade service contracts for painting carpentry Plumbing electrical Door and Glass fabrication HVAC asphalt concrete

services and flooring installation and repair recommended action is to approve the corrected price for the flooring installation and repair All Phase Property Maintenance and Repair VCT 2.85 cents per square foot corrected from 2.35 Mr McCoy chairwoman so how do you freeze everyone greetings board members the we had two mistakes prior to the last meeting one of which was corrected I thought I had corrected

them both one which was corrected prior to the last meeting we had a bid I want to say it was painting and uh the initial award letter that I had given to Mothra I believe said 50 an hour and the vendor had actually been 40. that ended up being corrected prior to the last meeting this particular edit did not make it so I didn't want to move forward with giving the contract over to

accounts payable and have endorsed back to the vendor and obviously having that mistake without bringing it to the boy's attention before we enacted that particular Ron called so I thought we had corrected both pride in the last meeting Martha corrected me that I only done once so he said let's get it back in and get that verified before it kicks in and get it ratified excuse me before it kicks in January

thank you any questions for Mr McCoy do I have a motion to approve the corrected price for the flooring installation and repair make a motion to approve the corrected price exactly all in favor thank you Item B is a laundry service contract the recommended action is to award a five-year contract to the loan bitter automatic laundry with two separate and distinct one-year renewal options at the

discretion of the Housing Authority so we advertise all the statutory requirements this is an industry where as opposed to let's say we were laundering for our own employees particularly our maintenance folks men and women in maintenance there's a lot of attention right now there's a lot of attention even by estate contracts with that type of a service giving bulk laundry having it picked up coming back things that

essentially dry cleaning or as mass groups congregate washing and cleaning but this type of service six and a half years ago when we did this we had I believe two come to the actual on-site visit and only one proposal received it's one of those it's almost similar to elevators it's one of those industries that seems to be shrinking and shrinking and shrinking where you actually have the delivery and the

installation of brand new machines every new contract and those machines are are essentially serviced by the third party vendors that deal with the the laundry service vendor on the positive side same agreement as in the past twenty thousand dollar signing bonus uh twenty five hundred dollars in discounts back to the residents in the form of five hundred dollar excuse me five hundred

five dollar uh service cards if the board wishes or if they want to leave it to the discretion of the executive directive that I was actually looking up last week prior to this meeting that that would cover eight years six elderly only site locations that would cover every unit if you chose to go that route you may decide to take action on that you may defer and leaving up leave it up

to heaven with that suggestion uh we also would probably uh so again the 90 reimbursement above the first cycle first machine of the day we're probably on average receiving about four thousand dollars a month back from the company now obviously we Supply the power utilities but it's been a it's been a positive relationship very very responsive uh before crafting the letter of award I touch base with Ed and Joe

and Michael's all of our facilities and our maintenance supervisors and never had a problem with our rep from automatic is Jane Lisa or any of James people so so far so good and again they were the only proposal back to us but it's been a positive relationship a fortunately and a revenue generating contract do I have a motion to award The Five-Year contract with the two separate

one-year renewals to automatic Automatic Laundry

does that all in favor aye um while we're still on this do we want to have any further discussion with regard to the 505 cards that are going to the elderly units or do we want to give that discretion to Mr spadella Mr okay we have a motion to to um have Mr spadella use his judgment to provide these cards to the elderly um at the elderly sites second all in favor aye

in item three or C under procurement is the Fall River Joint Council Inc executive director contract of the recommended action is a one-year contract to the loan responder Ed Canyon and the amount not to exceed 25 dollars per hour and 20 hours per week any questions for Tim board members just to let you know that we I did personally solicit for various housing housing consultants in the uh including the gentleman who

helped us last year Mr duquette he did respond saying he was not interested I believe it obviously Mr gainian I believe an individual at Dan McNabb McKay and I apologize for the fourth is escaping me so I did have one response as far as essentially thank you but no thanks and we had Mr gainians I did not get a response from the other two uh the email was received it did not Finance back certainly

all in favor I've stayed

thanks Mr McCoy um tomorrow thank you thank you everyone have a great night good luck man thank you of the regular meeting held on November 14 2022 the recommended action is to accept the minutes to accept second all in favor all right item three is bills and Communications the vouchers are included in your packet the recommended action is to accept the vouchers as presented motion to accept second any questions on

the vouchers hearing none all in favor all right item four are the management reports as we receive them item one is the applications two is the occupancy reports three is the tenants accounts receivable report for is the work order report five is the monthly Section 8 voucher activity report six is the monthly Personnel count report seven is the director of modernization monthly report and eight

is the Bank investment and bond debt balance reports the recommended action is to accept I make a motion to accept the management reports because a second any questions on any one of these reports that have been presented to us hearing no questions all in favor all right item five is the financial reports you have in your packet the seven month period ended October 31 2022 for the

financial reports and the recommended action is approval and that would be the next packet in your package

motion to approve second thank you any questions with regard to the operating statements that are for the seven month ended October 31.

hearing none all in favor all right perfect item six is an update from the executive director thank you madam chairwoman just a few things I wanted to bring you up to date on um Tim McCoy and myself um attended a zoom meeting with uh Congressman Archen Kloss a representative from his office and several of our HUD officials and the topic of the meeting was our designated housing plan some of the issues we're

facing in our mixed population sites specifically Doolin So currently the designated housing plan that we have in place expires August 1st of 23.

and then we would need to submit a new designated housing plan 60 days prior to change that and what we'll be looking to do is add dueling and Bates as elderly only with six of our other sites we would still have five uh a few other sites remaining mixed pop but because of the issues that we're facing we feel it's it's in the best interest of the community of our residents if we can include dueling in

Bates as elderly only so we will work on that and get that submitted prior to the deadline and hope that uh HUD and the support of the congressman's office support our efforts and what we feel is best so I will let you know uh the next thing I have uh Joe Da Silva from our resident services department he's a coordinator there as he has done with so many other events does a great

job he's started the holiday parties once again uh we started last week here at O'Brien and he'll be coordinating those uh parties throughout our elderly sites through December uh so another uh great event for our elderly residents to enjoy a meal uh some karaoke and some door prizes so Joe does a great job putting that together the last thing I have Ed Gagnon who also does a great job with our tenant

assistance program will be honoring These Fine people after uh the regular session with uh gift cards and certificates they assist our facilities department at the different high-rise buildings do a great job little tasks here and there and it goes a long way so uh we will be acknowledging them acknowledging Ed for the great job and coordination that he does with that and all these fine people out there

that's all I have for this month excellent thank you next is old business a is a contract award for elevator modernizations number three and four at Condom dearest Towers um there were four bids that were received and opened on October 27 2022 but the recommended action here is the table so we tabled this last month and we're looking to table an additional 30 days because the elevator contractor only got to the site

Wednesday and Thursday of last week so we don't have the results of those repairs in that investigation with them and the engineer so before we award another contract we want to be sure that they've mitigated any issues that we have in that first phase before we move on to the second phase so with the scheduling uh what goes into it they like I said they only showed up last

week understood do I have a motion to um table the contract award for the elevation elevator monetization he'll make a motion to table the contract for 30 days table the award for 30 days all in favor okay moving back into new business item two was modernization a is a change order number one for the apartment conversions project Phase 2 13th floor at Cardinal Medeiros Towers the change

order is increasing the contract by 2 352.84 cents for additional electrical and fire alarm modifications in the new units in the contract time will also increase by two days the recommended action is approval do I have a motion to approve this to make a motion to approve second any questions with regard to this change order all in favor aye I abstain

Item B is certificate of final completion for the basement Renovations for the upgrades at my Maple Gardens recommended action is approval approved second all in favor aye item C is a certificate of substantial completion for the smoke alarm replacement project at Sunset Hill recommended action is approval approved second all in favor all right item D is the certificate of completion consolidation for the smoke alarm

replacement projects at Sunset Hill again recommended action is approval I make a motion to approve all right item e is certificate of substantial completion for the underground electrical project phase three at Maple Gardens second on paper all right item f is the certificate of final completion for the underground electrical project phase three at Maple Gardens recommended action is approval

motion to approve second all in favor all right item G is permission to advertise for bids for the replacement of existing fire alarm panel at James a O'Brien Senior Apartments the recommended action is approval second questions with regard to this advertisement hearing none all in favor aye item H is the elevator cop stop switch and phase two key switch Replacements the recommended action is to award the

contract to delt Delta death with elevator company and the amount not to exceed forty seven thousand two hundred and fifty six dollars for 12 elevators at six sites do I have a motion to award this contract I'll make a motion to award the contract can I ask that exactly is it's a key switch in the elevator um that in an emergency situation it it maps from the fire panel and it and it

drops down and it opens up but there's a new a new code now that is being changed and most of our elevators other than the ones we recently upgraded don't have that and what the state is now saying that this has got to be in place and operable by the end of the calendar year so we went out to bid I believe we only received two bids and one was uh triple this amount

will they be able to get this completed by the end of the year as long as they're able to get the parts the labor is not it's probably a week's worth of Labor it's just as long as they can get these these switches and I'm sure across the state now a lot of agencies whether it's private or public I'll have to comply with this so um I'm hoping that at least having a

signed contract in place if they can't get the material there'll be some some forgiveness from the state I don't know we'll find out let's hope it's not one of those grading Concepts uh thank you all in favor aye aye item three is Personnel it's for a temporary receptionist position it's to ratify the appointment of yazel Rivera do I have a motion motion to ratify appointment of yezio Rivera second

thank you Martha roll call please commissioner Medeiros yes commissioner Underhill yes commissioner Bentley yes yes at this time Ed will you I can participate as well of course yeah we have confidence in you Kevin this is the certificates and awards for the volunteers at the various facilities thank you all for attending it's really great to see you all here to let you know governmental think it's a

call from the major folks in your buildings once a month depending on your dad you're doing a good job obviously you will all be doing a good job Jonah just call me to holler at me so I would appreciate it say thank you very much to all of you and thank you for coming you've got your certificate for you a 25 gift card and Joey has a t-shirt you gotta identify you when you're doing

your little Beauties around the building it doesn't know who you are asking what the hell you're doing this for you thank you we'll cut off Oliver and Maria simos

yes thank you

Alex RC s Alex thank you thank you um

Donald Hamilton

thank you thank you

Richard felt this Richard thank you Gabriel Ortiz Lopez

Gabriel thank you you're welcome thank you thank you Larry Perry yeah come in do you want to do sit with me do you want to listen at the table and speak for them all right thank you

oh okay yes don't lose that J Sylvia foreign

oh my God

thank you

how to do it foreign thank you everyone we appreciate all your hard work at this time we don't have anything else on the agenda does anyone have any thoughts or questions if not we will be going into executive session but this will be the conclusion of our regular meeting we will not be coming back out of executive sessions so do I have a motion to adjourn the regular meeting Merry Christmas and say Merry Christmas

Ray happy holidays right and we will be enjoying in an executive session I make a motion thank you thank you David David yes I didn't say why though thank you all right