Matthew Mainville

Key discussions included the presentation of the Fiscal Year 2018 Budgets for Federal and State Programs, which were based on estimates as official guidelines from DHCD and HUD were pending. The budget incorporated a 2% staff raise and a new Section 8 position. The Board also discussed the agency's strong financial standing, noting reserves were in good shape and projections indicated overall savings. A discussion ensued regarding the financial implications of leasing versus purchasing vehicles. The Board approved an increase in the HHA's matching contribution for the State Modernization Project 137071 HILAPP funding due to increased development costs. The 5-year Capital Improvement Planning Submission was reviewed and approved for submission to DHCD. A third-party utility allowance study was presented, and the Board approved the proposed 2018 utility allowances. Additionally, Change Order #4 for the Geeleher contract was approved to cover owner-requested work items. Discussions also covered a public request for tenant unit transfer due to medical needs, the status of Beaudoin Village drainage, and the implementation of a new parking assignment system managed by a third party.

The key discussions and actions during the meeting included the approval of the Falcetti Tower Resident Door Hardware Change Order No. 1, which granted a sixty (60) day no cost time extension due to delays in custom latch plate fabrication. The Board also awarded the Two (2) Year Pest Control Services Contract to Waltham Pest Control following the amicable termination of the previous contract. Furthermore, the Board approved Change Order No. 2, the Certificate of Substantial Completion, and the Certificate of Final Completion for the 705 Window and Exterior Door Replacement project, which resulted in a total project cost increase to $142,737.74. Finally, the Federal and State Fourth Quarter Write-Offs totaling $18,127.00 were approved. Current issues reports were presented across multiple departments including Maintenance, Modernization, Development, Finance, Resident Services, Leased Housing, MIS, Human Resources, and Legal.

The Executive Director's report included several resolutions requiring Board approval. These involved approving two Phase II Change Orders related to foundation pouring during winter months, totaling a net increase of $240.14. The Board also authorized staff attendance for up to three members at the Emphasys National Users Group Conference (ENGAGE 2025) in Orlando, FL, in October 2025. Furthermore, the Board approved the purchase of two 2025 Ford F150 trucks, not to exceed $96,750, to maintain the fleet. Finally, the Board voted to award the 5-year contract for electronic Payroll, Attendance, and Performance Services to Harpers Payroll Services based on the Selection Committee's recommendation. Current Issues Reports for Maintenance/Admissions, Modernization, Development, Finance, Resident Services, Leased Housing, MIS, Senior Property Management, Human Resources, and Legal Update were opened for discussion.

The Board reviewed and approved the Fee Accountant's 2026 Budget Presentation, which detailed conservative forecasts for HUD funding, compensation plans, and facility needs across Federal Programs, Section 8 Funding, State Programs, and various grants. The Board also addressed several resolutions under the Executive Director Report, including the adoption of the 2026 HUD published Fair Market Rates as the Payment Standard effective January 1, 2026, and the authorization of 2026 recommended utility allowances effective in early 2026. Furthermore, the Board awarded several capital improvement contracts: the Beaudry-Boucher Apartments Unit Window Replacement Project to Campora Construction Company Inc. for $178,500; the Storefront Modification project at Coughlin, Zielinski and Falcetti Towers to Larochelle Construction CO Inc. for $113,800; and the Raymond P Murphy Congregate House Window Replacement Project to Larochelle Construction Inc. for $93,850. Two three-year mixed finance legal services contracts were awarded to Ballard Spahr LLP and KJP Partners LLP, each with an annual fee not to exceed $70,000. Current Issues Reports for Maintenance/Admissions, Modernization, Development, Finance, Resident Services, Leased Housing, MIS, Senior Property Management, Human Resources, and Legal Update were noted for discussion.

Key discussions included the approval of Change Order No. 1 for the Toepfert Apartment Roof Replacement Project, resulting in a cost decrease, and the approval of the Certificate of Substantial Completion for the same project. The Board also approved a no-cost time extension for the EOHLC Project 137097 Exterior Door and Window Replacement due to manufacturing delays. Furthermore, the Board authorized the execution of a Memorandum of Understanding with the Holyoke Boys and Girls Club to continue supporting after-school sites. A bid for Annual Fire Alarm and Sprinkler Testing and Repairs was discussed, leading to the rejection of the lowest bidder based on a response radius violation and the subsequent award of a two-year contract to the next responsive bidder. The 2024 audit presentation indicated a qualified audit due to unavailability of Holyoke Retirement pension liability information, though this has no financial consequence for the Authority. New business included the announcement of a $125,000 award to begin a Master Plan for the Churchill block.