6.10.2024 Housing Authority

call the meeting of the board of the for Housing Authority today uh March 10th 4:30 oh sorry sorry about that right R call chman Long yeah Vice chairman under Hill yeah Burns y

thank you Mr chairman the language for the open meeting law is as follows first 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 and

permissible ready have the C input resident

input just one quick item as you all know I'm sorry gagn for joint tenant Council one quick item the the residents in the Housing Authority attended the N junion public housing conference in uh Malboro on 19th 20th and on the 20th Mass Union attended uh Lobby day at the State House at which money was a additional funding was obtained for the bond build on top of that we'd like to

congratulate David is being reappointed as commissioner not excuse me that's tomorrow night as chairman of the matun public coling C for the next for the next two years congratulations a little little early on the other one thank you Ed thank you everybody got over the

minutes make motion minutes of the meeting of May 13 202 second all those in favor I there was in communication about your

ready review the uh May 2024 VES one no just is there is there any uh I'll entertain a motion to accept I'll make a motion to accept the vouches second any discussion

all those in favor I

opposed get the management reports applications just the ACC applications occupy report the uh tenants accounts receivable work order report monthly section A8 voucher activity report monthly Personnel account report director of modernization monthly report Bank investment and bond debt balance reports make a motion to uh accept the reports as a group second seconded all those in favor I oppos on the record was not

y move on to the financial report for the period ending April 30th 2024 nobody has any discussion I'll take a motion to accept approve uh motion to approve the financial reports ending uh April 30th 2024 second all those in favor hi hi opposed passes update from our executive director thank you chairman long uh few things for this month um I'm happy to report that we hired a plumber uh effective today

so um that um uh took effect today as I said and we will still be looking to fill uh two other plumbing positions as well um resident services um we're continuing on with our spring concerts at our uh elderly sites for the enjoyment of all of our residents uh as I said in the past uh Joey D Silva has done a great job coordinating in these concerts um throughout the Housing

Authority um our Rea inspection so I I failed to mention this last month uh we had our first react inspection under uh what is called the Inspire um quality standards HUD changed the way they wait react inspections for our federal sites and and uh the feedback we were getting from other housing authorities other executive directors is that under these new npire standards the scores were coming in

low however our first one was at Sunset Hill and we actually scored a 94 um so I do uh want to acknowledge U Ed mausi Todd Jason and the rest of his staff um for the work they've done in preparation on that uh Tom kadiga the site maintenance leader and his staff did a great job Katie Roberts the site manager and her staff another one did a great job and also Joy agar uh one of our

inspectors from section 8 uh helped out so you know a lot of people they don't understand the preparation coord coordination that um goes on behind the scenes in in uh working to prepare for these uh Federal inspections so I did want to acknowledge all all of them for the great job uh that they did again we we scored a 94 um which was extremely good uh the last thing I have is our

financials um we just recently submitted our unaudited version of our budget to HUD uh in a timely fashion um I want to thank uh Nell suer our finance director as well as Tim McCoy our Deputy um they worked hard behind the scenes on the weekends with our new fee accountant uh Mr Bob fetro uh so that was submitted again um on time U so that's all I have for this month thank you thank

you bring any questions for the executive director I just warned Kevin is that the highest score Sunset ever got uh if not it's it's right up there want to say it's usually what in the 70s right uh well Sunset we did well the last time prior going back a few years we we weren't doing so well but um I think the last 85 yeah 85 so we went up nine points um and and

part of the changing on on the standards is they're putting um more weight on things that we can control un Less on some of the things that the residents do in their units obviously we're not in a resident unit all the time but something on the outside where our maintenance staff sees on a daily basis right there wouldn't be any excuse to not repair something or mitigate something so which makes more

sense you know uh so yeah so our next one um should be at father deferio Village I have not been informed of a date yet but uh Ed Todd Jason um they're always proactive and preparing behind the scenes uh for father the feral Village when when that happens so thank you thank you very much under new business we talk about modernization we have a change order number one for the elevator

modernization cabs three and four at C M's Towers it's a$ 24,1 145 increase to the contract and also increases the contract by 60 days the existing is that ATS gear who's got that contract uh Keta Contracting is the contractor and the other uh the ATS gear is the part that we needed to Y I'll make a motion to approve the change order I could ask a question

about this one uh so I I I see that we get a number of change orders that come through on a monthly basis and many of them you know seem pretty average uh unforeseen issues or uncontrollable issues uh but getting here this evening I see we had a a letter uh from author Anderson from sootch is that pertaining to this yes it's the opposite that's um soot Tech is the engineers they're giving their

letter of recommendation to Mr Anderson right um so on this letter it states that uh this scope of the stuff that we're approving was not originally identified is that something that we that's a bit concerning um so so what happens commissioner especially with elevator projects because they're anywhere from a year to a year and a half in planning um then construction Administration till close out the codes

change um especially on mechanical uh things such as elevators um so yeah when you first read it it's like how did they miss it and you know In fairness Engineers Architects do miss things on occasion um when they're putting together um the documents and the the scope for work um I don't think this is the case I think this was a code change um that required this delay switch so when we're in power mode to

generator mode regular power um it happens uh I can't think back accurately to every elevator project we did but the ones we've done over the years there's been some sign ific changes due to change orders okay so I don't think it's unreasonable although it's you know $224,000 a lot of money that cost and then like I said when I saw that line on the letter that it wasn't originally included was that just an oversight

which a $24,000 oversight is not minor but to your explanation if it was a a change that occurred after the fact uh from a coding uh perspective sure I guess I I know and I I respect that concern I I look at these things and think the same same as you do as well um but I I do think that this is uh a fair and accurate um okay change order unfortunately and thank you everything

in the elevator industry is ridiculously doesn't go down it just goes up intended that commissioner if I can the Union that just the uh mechanics get as close to $100 an hour uh just for mechanics technician to come in and work on an elevator flev yeah so I can just tell you that over the past few months we have been doing mandatory elevator upgrades uh because of a code changed and it's

called the fs90 change and we have no choice but to do it and it's costing us per elevator cab $12,500 to get this done got 11 buildings on campus everyone's got an elevator some of them have multiple elevators um and it's it's unfortunately something you have to do we didn't you know it's just something that got passed so yes it's expensive um so our elevator is 405 an hour with a minimum of 4 hours

$45 an hour is what the elevator technician gets well our our contract with the vendor is 275 an hour that that's you know overhead and profit but the actual on these mod jobs the rate for the technicians is is is close to 100 probably over with the complete package the union package um and unfortunately it's never an item that you can you can't go to Home Depot and buy it off the shelf it would be worse

if you ignored the code change and then your fail inspections and you don't want to do that that's just you know I'm you know I'm not I'm not and I wasn't advocating that I was just asking like is it an un if it was over an oversight is that acceptable that something could be an oversight uh to that degree if if it was part of the expected uh work to

be done so that I I would think on something like this as we had at ours there's nothing wrong with our elevators but the because of the code change we have to implement before our next inspections so and just one last thing just so you have an idea of of what we go through a few years back we we had an issue where the elevator wasn't mapping with the

firearm panel and uh we had to pay 24 hours for a technician I argued with the state inspector The Head of the State inspector why can't we have the fire department do uh a fire watch they have when they when there's an issue where they come into a building the fire department takes complete control of a building not the elevator company and they cited the specific paragraph in the

code that wouldn't allow me to use the fire department for a firat I had to pay I think we were paying at that point because it was after four after normal business hours five something per hour and they said we're cutting you a break we're not charging you for travel that was on a Friday afternoon too it ran for about 10 days 24 hours we had to pay that I'm pretty sure the fire

department get less than $500 now right I'm not positive 75 yeah on that type of but it's also important you can put in your next contract yeah I'm trying I'm always trying um it's important to note that whether it's uh frustrating or not all the stuff is usually related to safety and there's a safety mechanism and you know you can be in violation and we could screw this up and we can feel

embarrassed and all that but what we're doing is trying to protect there's a lot of people that use these elevators um and most of the time you can draw a line from a new standed to something that went wrong somewhere else um as frustrating as it can be so what we're doing is trying to protect the uh safety of the residents and our staff that are using it and I agree it's frustrating

and sometimes they open up an elevator and um they see things that they couldn't have seen before they couldn't have so um it's frustrating but doing our best to keep people safe we have a motion on the floor I'm looking for a second second was your M seconded all those in favor I I opposed okay certificate of sub is a certificate of substantial completion for roof replacement at Elma Corbett Street 6

89-1 general contractor FRG contractor Corp substantially completed work on April 30th 20024 was this the one that is not contingent upon you appr uh this one is that's a state state isent okay so the uh our approval is contingent upon the uh final approval of eoh hlc Hud well um make a motion for sub the to accept the substantial completion roof placement at Corbett Street Apartments contingent upon final

approval from eoh hlc second all those in favor I opposed three is substantial completion for the facade repairs at alera apartments general contractor East Coast masonry and restoration Inc substantially completed work on May 23rd 2024 detain a motion to approve I'll make a motion to approve second any discussion all those in favor I I opposed certification for final completion of fire alarm panel

replacement at Olivera Apartments general contractor Sparks Company Inc completed all work items and the final contract amount was $72,400 motion motion to approve second discussions all those in favor I I oppos next item is contract award for roof replacement at Riley Plaza five bids were received and opened on May 23rd 2024 award went contract to the low bid of WPI Construction Inc in the amount of

$153,000 I'll make a motion and water the contract to WPI construction second discussion all those in favor I oppos mapping surveying of Master Meter infrastructure contract recommended action award reward contract to the responsive and responsible bid of TR Mount engineering for the Master Meter mapping and Survey project in the amount not to exceed $990,000 uh make a motion to award contract to

the responsive and responsible bidder Tron engineering for the Master Meter mapping and Survey project in an Amile not to exceed $990,000 second motion being seconded all those in favor I opposed operational software contractor this was permission to ever tied for a 5-year contract the current vendor is B web I'll make a motion to Grant permission to advertise for a fiveyear contract for operational software

second all those in favor I I opposed the boip telephone contract permission to advertise for a seven-year contract current vendor is vertical uh motion uh to Grant permission to advertise for a seven-year contract uh Cent vender is vertical second seconded all those in favor I I opposed Duo tokens donation so discussion and permission to donate Duo tokens to the Falmouth Library a dual cion that's what I was

going to have what is a Duo toen I just I just wanted to wait to be recognized so um it's one of these dual verifications um to enter our computers another type of of security um you know security identification aspect to get into your own workstation some individuals like me for example actually had the app on the phone um others who either didn't potentially didn't have a cell phone or

didn't want to use a private cell phone for what could technically be a work issue would have these tokens we have found though that they're a little bit cumbersome impr practical um and while not a not a poor uh security feat a lot of the the other nobe trainings and thing we things we have in that nature that are a little bit more amenable to be to protect from hacking ransomware those type of things are the

things that are a little bit more practical so we have tokens the issue is a if the board is willing to donate and B you need to obviously we would want to donate to a nonprofit who also has to be participating in this Duo type program right I guess the city doesn't use something like this the fire department doesn't use something like this so in a discussion with mtsi I said can you look

for potentially nonprofit type organizations that are using this type of thing you know our our our folks are also typically at that workstation other than a break people have workstations we also we also haven't had situations in the past where all of a sudden you know I'm hopping on Steve's computer to potentially do something nefarious I mean it just it doesn't happen like that

I you know and typically these do they will time out and and kind of go to sleep or whatever and you're putting your own password back in so they've become a little bit obsolete these also have a three-year battery life so all of them are at least a year old so there's a year off the battery life and some are longer so you arguably have uh working with dlan on this and again mtsi you

have a value of approximately somewhere between $750 and $11,000 if you wanted to put a monetary value on it so when this other uh uh the the going back to what I just mentioned as far as researching somebody who could be a poent a potential recipient of this um you know they they've been kind of identified at something that would be a pretty good fit you know the library at

with the with the uh city of I'm not sure if it's a foundas a town or a city but in the city of fouth and that that's basically the long- winded explanation we're we're not using these now they have decreased in value they've become a little bit obsolete to what we're doing initially sure a good idea and another facet of security and whatnot um but just something that's kind of become a little bit obsolete not real

practical so that's where we are to appr thank you I I do have um just a question do you have a um like a surplus Goods list where you put things that you no longer they might still be good but you no longer need them or want them well usually with technology I mean most of our computers for instance I mean we'll typically have them taken out of inventory most of them have no value

so they'll be disposed however let's say uh there might be a snow plow that may still have uh value to someone or or a truck an old 450 that's not real practical for us or whatever for those we have typically bid out or we've done those a multitude of times over the last 10 years because it may have a value over you know x amount of dollars I think we typically you refer to

circulating within the organization right different department again I can only refer to how we have to do it if we have something that we no longer need like air purifiers I I just something like that we we can't we can't sell them and we can't give them away until we first put them on the state procurement list which is an open list that anybody can see and if another agency wants them they can come

and get them commiss it's got to beond for like 90 days then we can give it to a nonprofit commissioner we typically have like when I was the purchasing agent for the city so if I had some sort of a piece of equipment that potentially uh let's say was coming from the fire department and it still could potentially again have some use some value let's say it wasn't necessarily something that was strictly

to fight fires I me I make a golf cart I would go to the other departments in the city and do that we here don't really have those interchangeable departments so to speak you know like if a computer's dead it's dead um we have no requirement to go back to the city I mean we're primarily funded by Hud I'm not aware of a fud regul where I got to offer it to the Department of Defense

let's say it's a pickup or something like that no I just didn't know if there was a general list we just like put it out there and on a list and anybody who wants looks and we're actually trying to federalize and kind of you know have less State Properties quite frankly but I'm not aware of any dhcd or EC where I put it back on some sort of a a State website you know nowadays a lot

of I mean the state is still involv with us because of the enabling statutes We Exist because because of a state statute however we're considered Municipal Employees we're primarily funded by Hud so I'm not aware of anywhere else but clearly what you're talking about on the city side or if it was a DPW situation hey maybe the police or fire department could use it we do an internal list

before we would go to in that instance we used to do public auction over at the old incinerator okay thank you I and I just noticed that there is some communication here about some Surplus um that went to you yes about some Surplus items in inventory about did we take a final vote well we're going to do a vote do tokens first yeah but I'm just saying this is that's going

to be the it's also basically on the same level yep yep correct do we have a motion on this yet we don't have we have a motion no I'll make a motion to um don't so you're asking for permission to donate them correct make a motion to Grant permission to donate the duo tokens to the Falmouth Library second all those in favor I iOS disposition Declaration of surplus items uh and again if I may these are

items recommended by a director of facilities uh that they have become obsolete for our use uh and uh he's seeking a designation uh uh classify a surplus uh to whether we we're not forced to put this in the paper and bid it but once once we get a designation of of surplus you know we could informally advertise it we could put it on our website we'd at least be able to move on

it's very possible that they could have some trade value uh you know in a situation where we may need something down the road maybe a new plow blade or something of that nature but we are here even the combined value is is under 10 grand which is the the um uh the state threshold to require some sort of an auction or at least public advertising for sale um but we can't we we don't to

my knowledge have an exact game plan yet of exactly how we want to park with these items um however we need a designation to at least have them as as Surplus and clearly we're not looking to have a surplus uh just to junk because something that's junk we typically don't come before the necessarily before the board when it's got no value anymore but these arguably have value to someone

these are book values um they are uh particularly the 08 Ford is you know it's get wear and tear and and uh it's not in perfect condition I'm far from it but um Mr vusi uh came through my capacity as the procurement officer to bring these to you and to have these declared Surplus items we take these individually yeah we can do we'll do the first from 2008 Ford F350 stake body truck with a 9-t Fisher

plow and lift gate it's got 10076 Mi the estimated value from Blue Book is uh 4,500 bucks you want to do that one first uh sure I'll make a motion uh to declare uh for Surplus the 2008 Ford F 350 stake body truck with a 9 ft Fisher plow and lift gate second main seconded all those in favor I I opposed the second item is a taco Highlander Junior stainless steel 9 foot gasoline powered sand estimated

value $1,000 uh make a motion uh to declare for Surplus the Parco Highlander Jr stainless steel 9 foot gasoline power sand second all those in favor I I closed permission to advertise for a new 5-year rooftop antenna lease for Mitchell Heights currently expires on January 30th 2025 the procurement department is advertised for a new cell tower lease at Mitchell Heights for a period of 5 years

in Conformity with HUD Federal requirements and guidelines I'll make a motion that we advertise for a new 5year rooftop antenna lease for Mitchell Heights uh in Conformity with HUD Federal requirements and guidelines for a period of 5 years second M second any discussion all those in favor opposed permission to advertise a new 5-year rooftop antenna lease for Homes apartment current lease expires January 3rd

2025 uh Department to advertise for new cell tower lease at homes department for a period of 5 years in Conformity with HUD Federal requirements and guidelines U make a motion uh Grant permission to advertise for a new 5-year rooftop antenna lease for homes apartments uh in Conformity with her uh Federal requirements and guidelines second discussion all those in favor I General council's response to attorney

general's division of open government regarding Patrick Higgins oml complaint filed on 31724 regarding the foral housing board meeting of 31124 there's no vote required but we can just have a discussion about it I don't know where that stands Mr the general C bring us up the data sure uh the uh it's an awful small file you what's that is he out uh not currently no we have a court date on Thursday but uh

just with regard to this particular complaint this is a response to the open meeting on March 17th I never received it it was sent to uh uh chairman Long's email private email that uh he hadn't used in 9 years I think seven years and um so there was a file there was a complaint for not filing the response and then another complaint for not filing that so basically the uh the Attorney General's

office sided with us and stated that we only have to respond to the first one which I did in this particular complaint um and uh it's just self-explanatory if the board has any questions I can that concludes what we have as a formal um is there anything anybody else would like to discuss anything El stting here detain a motion to adjer motion or adour second all those in favor I I thank you thank you