===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA August 15, 2019 Members Present: Linda McDonald, Vice Chair Deborah A.H. Christen, Member Karin Menard, Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. The Chair declared a quorum present and opened the meeting at 6:41 p.m. 2. The minutes of the April 18, 2019 meeting were presented. Deborah Christen made a motion to accept the minutes; Karin Menard seconded. All were in favor and the minutes were accepted. 3. The Executive Director Report:  Ben Gold welcome new board member Karin Menard.  Ben Gold asked for a moment of silence with the sad loss of Chair Paul Doherty in May.  Met with residents following the CIP meeting to addresses any issues/concerns they had.  DHCD On-Line Board Member Training – will impact this year’s PMR so if you haven’t completed please do so.  Conflict of Interest Law Training to be completed every two years. 4. Financial Report – April – July 2019  Page F2 – Reserves are at 64.92%.  Page F3 – Shelter rents are doing well, on target. Utilities and Administrative Expenses are good. No concerns at this time.  Page F4 – Budgeted $20,000 for extraordinary maintenance, spent $4,000 on vacancies  Monthly payroll passed around for two board member signatures. Deborah Christen made a motion to accept the April, May, June and July financial reports. Karin Menard seconded; all were in favor. 5. Modernization Report:  Underground Fire Alarm Wiring Replacement – old, replace before issues arise.  Septic System Replacement – Project is with DHCD, soliciting for designer.  705 Roof Replacement – Received six (6) bids, low bidder was E5 Bu ilders LLC in Leominster for $24,900.  Work Order Report – Six (6) work orders received, all completed. ===PAGE 2=== 6. State-Aided Housing Report:  CHAMP – There are some applicant selection process changes which are being implemented now.  Applications received in July – 15 elderly/young disabled and 8 family.  Applicants currently on the waiting list – 266 elderly, 220 young disabled, 668 family two bedroom and 350 family three bedroom.  We are currently at 96.23% occupancy.  In July there was one new lease-up and one new vacancy. 7. Unfinished Business: None 8. New Business: The following resolutions were presented: Adam Gautie went over the projects for the FY 2020 formula funding. RESOLUTION TO APPROVE THE APPLICATION FOR THE 2020 CAPITAL IMPROVEMENT PLAN – FORMULA FUNDING TO DHCD Resolution 201907 Whereas: DHCD will annually provide a given amount of capital development funding through a “formula funding” allocation to address deficiencies and deferred maintenance issues identified and, Whereas: The Lunenburg Housing Authority has the need to submit an application for Capital Improvement Plan (CIP) to DHCD for the year 2020 and, Whereas: A meeting was held with the tenants on August 8 th for their comment and input as required by DHCD. NOW THEREFORE BE IT RESOLVED, That the members of the Lunenburg Housing Authority Board of Commissioners have reviewed and approved the five -year Capital Improvement Plan (CIP) Formula Funding for years 2020 to 2024 as presented and further authorize the Executive Directo r to submit the application to DHCD. RESOLVED, Motion made by Karin Menard to authorize the Executive Director to submit the application for 2020 Capital Improvement Plan (CIP) Formula Funding, as proposed, to DHCD. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote. There was discussion on reserves possibly being used for the Community Room deck. Lunenburg Housing Authority Regular Meeting Minutes Page 2 August 15, 2019 ===PAGE 3=== On the following resolution, Chair was changed to Vice Chair. ACKNOWLEDGEMENT BY EXECUTIVE DIRECTOR AND BOARD APROVAL WAGE MATCH ACKNOWLEDGEMENT REGARDING CONFIDENTIALITY OF INFORMATION AND DOR DISCLOSURE & SECURITY TRAINING FOR SAFEGUARDING INFORMATION Resolution 201908 Whereas: DHCD has issued Public Housing Notice (PHN) 2019 -16 – Wage Match for State Housing Program Tenants, and Whereas: All Leominster Housing Authority (as managing agent for Lunenburg Housing Authority) employees who have access to D OR information have read and executed required training and acknowledgements as set forth in PHN 2019-16 and signed acknowledgements will be retained on file at the housing authority (see attached list of employees), and Whereas: After Board Approval, the Executive Director, as well as the Vice Chairperson of the Housing Authority Board, must sign the PHN 2019 -16 Certification and return to DHCD along with the employee list. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commis sioners approves Certification of PHN 2019-16 by both the Executive Director and the Vice Chair as required by DHCD. RESOLVED, Motion made by Deborah Christen to approve Certification of PHN 2019 - 16 by both the Executive Director and Vice Chair (with signe d acknowledgements being retained on file at the housing authority). SECONDED, Karin Menard seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION TO RATIFY EXTENSION OF LAUNDRY CONTRACT WITH CSC SERVICE WORKS RESOLUTION 201909 WHEREAS: The Lunenburg Housing Authority advertised for laundry machine service proposals which were due May 1, 2019 and WHEREAS: The Lunenburg Housing Authority needed time to receive resident feedback and to order the new laundry machines and WHEREAS: The Lunenburg Housing Authority would like to ratify the extension of the current laundry contract with CSC Service Works for two months with a termination date of August 1, 2019. Lunenburg Housing Authority Regular Meeting Minutes Page 3 August 15, 2019 ===PAGE 4=== NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners authorizes the ratification of the extension of the laundry contract with CSC Service Works for an additional two months with a t ermination date of August 1, 2019 and further authorizes the Chair or their designee to sign any other documents necessary. RESOLVED, Motion made by Karin Menard to ratify the laundry contract extension with CSC Service Works for an additional two months w ith a termination date of August 1, 2019 and further authorizes the Chair or their designee to sign any other documents necessary. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION AUTHORIZING THE CONTRACT AWARD FOR REPLACEMENT OF LAUNDRY MACHINE SERVICES RESOLUTION 201910 WHEREAS: The Lunenburg Housing Authority has the need for the replacement of laundry machine services, and WHEREAS: The Lunenburg Housing Authority advertised for laundry machine service proposals, and WHEREAS: The proposals were due on or before 12:00 p.m. Wednesday, May 1, 2019 and two firms responded (see attached memo). NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority authorizes the award of a five -year contract with option to extend for an additional five years for the replacement of laundry machine services to Automatic Laundry based on their responsive, responsible and highly advantageous proposal and further authorize the Executive Director to sign said contract. RESOLVED, Motion made by Karin Menard to award a five -year contract for laundry machine services to Automatic Laundry with an option to extend for an additional five years and fur ther authorizes the Executive Director to sign said contract. SECONDED, Deborah Christen seconded the motion and the motion was passed by a unanimous vote. Lunenburg Housing Authority Regular Meeting Minutes Page 4 August 15, 2019 ===PAGE 5=== RESOLUTION FOR ACCOUNTING SERVICES Resolution 201911 Whereas: The Lunenburg Housing Authority requires a fee accountant to assist the agency in maintaining compliance with both State and Federal financial requirements and, Whereas: The Lunenburg Housing Authority has used the firm of Fenton, Ewald & Associates, P.C. for a number of years and, Whereas: The Lunenburg Housing Authority is satisfied with the performance of Fenton, Ewald & Associates, P.C. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority enter into a contract for Accounting services with Fenton, Ewald & Associates, P.C. for the period January 1, 2019 through December 31, 2019. RESOLVED, Motion made by Karin Menard to enter into contract for accounting services. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote. On the following resolution the Board requested that the wording “rent and related costs” be used. RESOLUTION TO WRITE-OFF QUARTERLY UNRECOVERABLE DEBTS RESOLUTION 201912 Whereas: One tenant of the Lunenburg Housing Authority has vacated while owing rent and other related costs and Whereas: The person vacating owed $11,593.63 as of June 30, 2019 ( see attached list). The amount is ninety (90) days old as of June 30, 2019 and, Whereas: The Lunenburg Housing Authority staff has made every reasonable effort to collect said vacated amounts without success. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Autho rity officially write -off $11,593.63 as uncollectable debts effective August 2019 RESOLVED, Motion made by Karin Menard to write off $11.593.63 as uncollectible debts effective August 2019. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote Lunenburg Housing Authority Regular Meeting Minutes Page 5 August 15, 2019 ===PAGE 6=== RESOLUTION TO APPROVE DELTA DENTAL COVERAGE FOR EMPLOYEES RESOLUTION 201913 Whereas: Lunenburg Housing Authority does not currently offer dental coverage to its employees and Whereas: The Leominster Housing Authority has a plan in place where the employees pay 15% of the premium and Housing Authority pays 85 % of the premium and Lunenburg Housing Authority employees could be added to the Leominster plan. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners approves Delta Dental coverage for employees through the Leominster Housing Authority plan. RESOLVED, Motion made by Deborah Christen approve Delta Dental coverage for employees through the Leominster Housing Authority plan. SECONDED, Karin Menard seconded the motion, and the motion was passed by a unanimous vote On the following resolution, “ES” Builders was changed to “E5” Builders. RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE LOWEST BID FOR THE ROOF REPLACEMENT AT PEARL BROOK (705) DHCD Project # 162032 Resolution 201914 WHEREAS: The Lunenburg Housing Authority has advertised for bids for roof replacement at the Pearl Brook (705) development, and WHEREAS: The bids were due by 2:00 p.m. on Wednesday, August 14, 2019 and six (6) bids were received (see attached bid results). NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners approve the lowest eligible and responsive bidder E5 Builders LLC, 45 Granite Street, Leominster, MA 01453 with a bid of $24,900.00 and further authorizes the Chair, or their designee, to sign said contract and/or any other documents necessary. Lunenburg Housing Authority Regular Meeting Minutes Page 6 August 15, 2019 ===PAGE 7=== RESOLVED, Motion made by Deborah Christen to award the contract for roof replacement at the Pearl Brook (705) development to the lowes t eligible and responsive bidder E5 Builders LLC, 45 Granite Street, Leominster, MA 01453 with a bid of $24,900.00 and further authorizes the signing of the contract, and/or any other documents necessary, by the Chair, or their designee. SECONDED, Karin M enard seconded the motion, and the motion was passed by a unanimous vote. 9. Other Correspondence:  DHCD Public Housing Notices  NAHRO Newsletter 10. No Resident Participation Requested. 11. Deborah Christen made a motion to adjourn the meeting at 7:19 p.m. Karin Menard seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 7 August 15, 2019