2.12.24 Fall River Housing Authority

good afternoon ladies and gentlemen my name is Dave Underhill and I'm the vice chairman of the foral Housing Authority Board of commission is it is now 4:35 or so on February 12th and I'm calling this meeting to order attorney tuer could you read the open meeting room please thank you Mr chairman 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 uned by those present and are deemed acknowledged and permissible thank you MAA could you call the rooll please Vice chairman under Hills here commissioner Burns here commissioner Bentley pres commissioner madus here

commissioner long here okay before we get officially started I would like to recognize that we are welcoming a new member to the Board of Commissioners Mr Steven long on behalf of my fellow Board of Commissioners I would like to welcome you aboard we look forward to your future input not only as a former forever City councilor but also as the former director of the for Community Development agency particularly with

your experience with HUD related and lowincome housing matters we all look forward to collectively working together together with you to further the cause of the Fall ofer Housing Authority especially its tenants employees and the community at large so welcome thank you the first item on the agenda is the election of a chairperson for 2024 do I have a motion to move this item to the end of the

agenda um Mr chairman I'd like to make a motion uh to move this item to the end of our agenda second second okay we have a motion in a second all in favor I I okay move on to the first item is citizen import Mr gon second me up I woke up just for the record Miss again could you state your address I address is 128 I'm sorry 128 1284 G highways wesy Massachusetts

I'm the executive director of the foral housing joint tenant Council thank you okay it's really quick and easy tonight we've been running elections in all of our developments we picked up the paperwork for our last development Cel Apartments today we had four nominations one for each position we held an election last week at C Medeiros Towers we elected four officers the at O'Brien

two weeks before that we had the same four officers here as we've had had and we have four brand new officers at duelan apartments we're continuing the distribut soup and we come back in cheat if anybody wants some in Lodge bags anybody want to our a party thank you anyone else for citizens in could you state your name and address please absolutely Patrick 1197 Roberson Street Apartment

1403 I just came to welcome Mr Steven long to the Board of Commissioners thank you Steve did an excellent job on the city council Steve never violated the open meeting law and I'm sure he'll keep you guys in line um I do have a couple of concerns about Cardinal it's really disturbing when you walk out the door and you smell marijuana and people walk people smoking right outside the main main entrance

door I thought this was a HUD location I thought this was a federal location I thought it was a violation of lease to have marijuana in the building and I thought it was against HUD regulations to have smoking that close to the entranceway so I'm sure that you'll take care of that situation thank you thank you thank you thank you okay no other anybody for Citizens import okay we'll move on to item number

two which is the minutes of the annual meeting held on January 8th 2024 amended minutes of the regular meeting held on February 13 2023 the recommended action is to accept I'll make a motion to accept the minutes of the annual meeting and the amended minutes of the regular meeting second okay we have a motion and a second any questions comments all in favor I item it number three the vouchers you

all have your vouchers the recommended action is to accept a motion to accept a motion to accept I second that motion made and seconded any questions or con all in favor I I item number three the management reports what's in your packet they include the applications the occupancy report reps tenants accounts receivable work order report monthly Section 8 voucher activity report monthly Personnel count report director

of modernization monthly report and the Bank investment and bond debt balance reports the recommended action is to accept have any questions I have a motion I'll make a motion to accept all eight management reports second motion made and seconded all in favor all next is the financial item number three Financial reports item a is the financial reports for the period ending 1231 2023 and also included as a state

quarterly modernization report for the period ending 1230 2023 recommended action is for approval motion to approve the financial reports motion second seconded any questions comments none all in favor I I next is item number six okay thought I me something just just to State for the record Mr chairman yes sir management reports would be item number four and financial reports will be item number five

got okay it is the update from our executive director thank you Vice chairman Underhill uh good evening everyone uh just a few things uh first I want to Echo uh what you stated earlier and uh welcome uh newest uh commissioner Steph long welcome aboard we look forward to uh working with you um with all your experience in HUD in public housing I would also like to acknowledge our former commissioner Mary Sahar for

her 25 years of dedicated service to this uh Housing Authority board so um thank you uh Mary Sahar um for your time here the last thing I have I wanted to give a a big thank you to uh State Rep Carol Fiola she was successful in securing um a $40,000 um recreational Grant through the state for uh to be used to purchase um Lawn Equipment uh lawn games um lawn furniture uh some TVs uh for the

community Halls at the four sites in her District um Bishop Eid Cardinal madira Towers uh Oak Village and homes apartments so um we do have Joey Dila uh one of our resident service coordinators um he's now uh procuring and purchasing these items uh so that our elderly uh residents will get the full use of the community areas and the gardening areas so uh thank you to State Rep Carol

F and that's all I have for this month's meeting thank you thank you Kevin okay moving on is new business item number one is modernization excuse me sorry old business item a constable services contract from 2124 to 13126 the recommended action is to rebid or award a two-year contract to Patrick dudy Bristol County Civil process in the amount of 65,000 comments I I have a question do you want

a motion first or do you want a question take your question question first okay um so we would the the question here says rebid or award so how many bids were received there were only two if I recall two there were two and the other bid has been withdrawn has been withdrawn okay so we have one bid so pending y so now it's our option either to Reid or accept this one

contract yeah I think in reviewing and I sent emails to the executive director and I sent emails to Michael I mean I think it's in my opinion it's within your peer viiew if that's the proper term to do when this when this had gone out for bid prior only two bids were received correct correct so and so I think it's within again within your purview I'll use the same name to either

uh you know the process was was statutorily compliant and whatnot so I think you're well within your rights to to award to the second bidder or if you choose to rebid the process um again I think you're well within your rights to do either decision okay um if no one has any I'll make a motion to award the P to Patrick dudy Bristol County Civil process second Mo man second any other questions or comments

just want to make sure ten say you are okay with the purview and how he and I'll briefly just to just to let you know a lot of the uh fees that we uh impose for you know that go to the uh that that go to the Constable are generated by the residents have to pay those service fees so any service and process fees that go to court on sumary process evictions or any 14-day notices

30-day notices to quit they're they're imposed on an actual tenant when we go to court we some of them do through the cracks but the majority of those fees are paid for the ten so the and the other thing um commissioner is that so typically you would love to get three bids of course these days it's hard getting multiple bids if you have less than three you you always you have the option

of going back out for rebid if you have one which in this case we do we would have the option of either going forward or going for Reid so um I know stuff the the bidding uh that's out there right now is just tough getting people to bid on stuff generally so I don't think it would be I agree I don't see a plethora of bids coming in if we went back out

with bid again and in addition to that some of the members have not been here for that long but Mr Dy has been a successful better in the past and he's done a very good job to us anything else we had a motion made and seconded all in favor now we go to new business item number one modernization a we have a change order number one for the interior flooring trim and Ada improvements at Elma and

corage Street chapter 6891 eoh hlc number 95179 and the change is an increase in the amount of $4,795 12 cents and an increase of 90 days to the contract time the recommended action is approval contingent upon final approval from EO

hlc motion to approve contingent upon final approval from eohc second second motion made and seconded any other discussion all in favor Item B permission to advertized for the Emergency gener generator modernization project at cartel Heights the recommended action is to approve motion to approve motion to approve second motion made and seconded any discussion questions all in favor

I item number c permission to advertise for site improvements and new emergency generator project at Bon Tower Apartments the recommended action is approval motion to approve second motion made in second any discussion all in favor I item D permission to advertise for boiler and domestic hot water replacement project at Riley Plaza motion approval second Motion in second Ed any questions all in favor

I item eight commission to advertise for roof for placement project phase six at Sunset Hill recommended action is to approve motion approve second motion made and seconded any discussion or questions see none all in favor I item F permission to advertise for roof replacement project at Riley Plaza recommended action is to approve motion to approve second motion made in second anybody with any

questions or comments all in favor I item G request for hanock wave video management software VMS platform to be a PR Pro proprietary item for the video Security System project at Diario Village it is currently being utilized at a minimum minimum of four separate developments the recommended action is to approve can I just ask a question sure okay thank you um this system is installed currently at four separate

developments correct and you really like it it it we are we're very comfortable with you're very comfortable with it you like the platform we do um so what we're looking to do going forward as we take on new projects and the and the newest one will be father defero Village is continue on with this this product you want to make sure it's the same and and then future developments you would do the same thing as that's

correct yes it's always very difficult when you have multiple systems we've had it on other mechanical systems boilers hot water heaters uh even window systems and sometimes it can be a nightmare so um when we have something good we want to stay with it thank you yes um so I I have a question um in regards to this so um in the letter we received uh from the vendor to uh Stark Architects it points

out some of the benefits of this system um in saying that it is an open protocol which means uh I guess it can work with other pieces do do we know for sure like that what we've spent money on can integrate uh with it well we've used it at the four previous sites on the on the one project and we're going to use it again on this new project as far as our older existing

uh system I can can't answer that uh accurately we uh I don't know that we replaced anything of the old system with these new parts um I think Ed majusi our director of facilities management is here have we replaced anything yet yes on the on the agenda it says four we've actually uped a lot of the systems at the for the entire city to existing camera systems and these this hire system works perfectly for us

that's why we want to use it our guy that does camera work for us is very comfortable the police are used to using it which is for a safety Factor they come in they have their own they have their own way of getting into their passwords and usernames and everything works perfect compared to two existing systems which we've had here which have been nothing with this uh so thank you

oh sorry the open protocol is a good thing to have because you can have different technicians it doesn't always have to be like a ecme company or Ajax company it can be any one of those companies can work on it where if it's not open protocol it always has to be one particular on so thank you um on another level though you you did say that the Police Department Station can uh access

that uh video they have access at almost every one of our sites um including follow the fireo right now that's getting upgraded it doesn't record too well but that's the reason why we're upgraded but they do we have access for them I every site you can possibly have okay thank you anything else I would make a motion to have the Hano wave video management software platform be a proprietary item moving

forward for the different um locations motion made there second second motion made and seconded any other questions see none all in favor I I item H change order number one for the grth space ventilation project at Sunset Hill the change order number one is a credit in the amount of $2,276 and an increase of$ 116 days to the contract time due to an extensively long lead time for the delivery of the

louvers in unforeseen conditions the recommended action is to approve I'll make a motion to approve the credit and the time extension motion made is have a second second seconded any questions all in favor item number I certificate of completion Consolidated for the cross based V ventilation project at sub recommended action to approve motion approve second motion made seconded any questions all in

favor item J change order number one for the facade repairs at ala Apartments the change order number one is an increase in the amount of $ 33,785 to the contract and an increase of 144 days to the contract time in order for construction to resume when the outdoor temperatures are consistently above 40° in the spring so is not to require temporary heat the recommended action is to

approve motion to approve change order number one for the facade repairs at all there is there a second I'll make a second seconded any questions comments what what is the change order of 33,000 what does it consist of so uh commissioner that is uh for temporary heat so you have the staging and then the staging is enclosed um when they were uh doing the the first phase of this work started in

December um through January depending on the temperature of the days and we had some cold spells the sealants you have to maintain at least 40 degrees so certain days they would run those propane heaters to keep the temperature up to that um when it was cold and uh at sometimes 24 hours so that 33,000 is what has already been expended isn't there also an additional panel uh once the facade work began yes

there was an emergency repair but a majority of it is for the eating and then I think there's two or $3,000 for additional additional pan say 33,000 has already Bas spend been approved you need to addition the P because the heat problem say would not do no that's that's a second phase that that uh spring is a second phase to so this heat this $33,000 increase is already got they've already

they've done the work yeah okay right I you motion was made and seconded any other questions see you none all in favor I okay and we move on to item number two which is miscellaneous and item a on call Trade Services contract painting carpentry Plumbing electrical dooring glass fabrication HVAC asphalt concrete repairs and flooring installation and repairs the recommended action is to award one 22

one-year contracts to each of the various contractors listed on attached the war memo in the amount not to exceed $60,000 or $100,000 as noted a question for the uh executive director Kevin this is what we've done in the past right we have yeah um however we're hoping to utilize a lot less because we've since hired uh more internal trades uh you'll see on the agenda down uh plumbers uh we hired a

paint we hired another Carpenter so this is our uh our emergency uh blanket so to speak y but yes we have done this consistently over the years thank you I any other question comment a motion motion to approve second motion made and seconded all in favor I Item B the open meeting law response filed by General councel regarding complaint filed by Patrick hin on 12223 the recommended action is for

information response by general counsel to Attorney General's office and Mr hiin anything no responses on the back okay any questions comments okay I don't think I need a motion on that all right item C eohc formally dhcd wage match certificate for year 2023 recommended action is approval Mo to approve motion made second second okay what what exactly is this okay so for our state sites our clerical staff

need to verify wage information on our residents and the state requires annually that we approve those staff members uh to be able to access this information thank you any other questions or comments a motion made and seconded all in favor I I item D permission to advertise for a fiveyear lease for cell tower rooftop space at James a O'Brien Senor apartment 34 whle Street the recommended action is

to approve motion to approve motion made second second anybody with any questions or concerns hearing none all in favor item e permission to solicit bids for a five-year contract for moving and storage Services the recommended action is to approve motion approved second motion made and seconded any questions all in favor I Personnel item a procurement specialist position the recommended action is to

ratify the appointment of Justice cier motion to ratify the appointment second second any questions who was the second yes Mona can we take a roll call on this please commissioner Burns yes commissioner madas yes commissioner Bley yes commissioner long yes Vice chairman underill yes Item B plumber positions three of them recommended action is to approve the appointments of the three following

Mont Fado Kevin Kirby and Stephen Fado and we're going to take a separate vote for each one motion to approve appointment of mar Fado second motion made in seconded M commissioner madus yes commissioner Burns yes commissioner Bley yes Commission yes yes second one is Kevin Kirby I'll make a motion to ratify the appointment second Kevin Kirby motion made and seconded M commissioner Bentley

yes commission long yes madas yes Burns yes chairman yes and Steven Fado motion to ratify second motion made and second seconded ma commissioner long yes Burns yes Bley yes commiss M yes yes item C retirement of employee the recommended action is to approve disability retirement of Keith viea I'll make a motion and I have a question I'll make a motion to approve that um my my question is has this

already gone through the retirement system this is just a formality I'm not I'm not it is a that's what I'm saying so like it's it's already gone through the Retirement Board it's already been approved through the medical process it's all that so we're not doing anything outside of the retirement no I think do you have a do you have a letter yeah yeah so this is just formality formality all right so motion

approve second second motion made and seconded all in favor I I item D the executive director evaluation recommend amended action is to distribute to department heads for completion to be returned to the executive office coordinat by February 29th of 2024 I'll make a motion to distribute to department heads the executive director of evaluation second motion made in seconded all in favor I I

and any other business to come before the vote tonight seeing none we got we got the find the final I'm sorry I up again okay now we're going to go back to the election of the chairperson for 2024 for the Board of Commissioners there any motions on the table I like to nominate uh Steven Long made I'll second that motion made and seconded any discussion any concerns MAA can take a roll call commissioner M yes

commissioner Bentley yes commissioner Burns yes Vice chairman underill yes yes congratulations thank you chairman thank you appreciate the confidence and uh I'm looking forward to uh serving this board all right now if there anything else to come before the board if not I'll take a motion to adjourn make a motion to adj Second and seconded all in favor I I