# lunenburg-housing-authority — 12 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2015-01-22-agenda-2956.txt BOARD : lunenburg-housing-authority DATE : 2015-01-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-01-22-agenda-2956.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01222015-2956 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-01-22-minutes-2956.txt BOARD : lunenburg-housing-authority DATE : 2015-01-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-01-22-minutes-2956.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01222015-2956 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING January 22, 2015 Members Present: Elizabeth Murphy, Chair Deborah A.H. Christen, Vice Chair Caroline Fortin, Member Amaryllis Leet, Member Also Present: Eugene Capoccia, Secretary Peter Proulx, Recording Secretary Members Absent: Paul Doherty, Member Resident Participation prior to meeting: • A resident wanted to know why half a tree was out o n the lawn, branches were still there. Also, residents had asked last w inter for the brick patio to be cleared (only one swipe was done); ice not clear ed and someone could fall. The Executive Director/Assistant E.D. said they would look into this. • A resident stated that the new windows are allowing cold air into the apartments. Assistant E.D. asked residents to call this in as a work order so we can look into the real issue. • A resident asked how much noise other residents hav e to put up with during the day. She stated that the man downstairs is saw ing wood all day long in his apartment. The E.D. asked the resident to call the office or t alk with Evelyn (unit in question is A-4). • A resident questioned lights and residents paying i f bulbs go out. The E.D. said it was the tenant’s responsibility for all lig hts in the apartments (ceiling and lamps). He noted that if the tenant had the bu lb, we would put it in for them at no charge. If we buy the bulb, the tenant pays. • A resident stated that 3 out of 4 lights outside at Building F were out. Resident said they called in and also talked to Kei th. The E.D. asked the tenant to call it in and ask for the work order #. • A resident said that her screen door doesn’t lock; there is nothing there to lock onto. The E.D./Asst. E.D. said to call in for a work orde r and ask for the work order #. • A resident stated that the tall light out back some times goes on and off (around 9:30 p.m.). The E.D. said it could possibly be the filament going. ===PAGE 2=== 1. The Chair declared a quorum present and opened the meeting at 6:50 p.m. 2. The minutes of the November 20, 2014 meeting were presented; Caroline Fortin made a motion to accept the minutes; Deborah Christen seconded. All were in favor, the motion passed unanimously. 3. The Executive Director Report: The E.D. went over some of the highlights for Lunenburg during his 25 years at the Leominster Housing Authority. A. The Community Room was totally renovated. B. A new septic system was installed. C. The development was in deplorable condition, DHCD a warded $1.8M for modernization. D. First housing authority to go smoke-free. E. Sprinklers were installed in all buildings. F. During the ice storm of December 2008, staff was on duty. G. During the fire of May 2008, staff was on duty. H. Net metering is moving ahead with two backup sites (Ashburnham/ Fitchburg) if Ashby falls through. 4. Financial Report: The Executive Director went over the financial report. A. Year-end financials may be available for the Februa ry meeting (takes longer to do). Usually ask the Fee Accountant to c ome to the board meeting yearly during February or March to answer a ny questions from the board. Caroline asked if it is an audited stat ement. The E.D. said the auditor usually does, has been about four years since last done. B. State centralized waiting list coming; two-three months away. C. Pg F2 – 11 months in the reserves are at 68%; prett y good. D. Pg F3 – Rents were budgeted at $360/month; actual w as $368/month. Income was budgeted at $422/month; actual was $442/ month (up $12K). Total admin was budgeted at $86.90/month; actual wa s $87/month. Utilities were budgeted at $157/month; actual was $ 153/month. Utilities were lowered substantially with the new heating system. E. Leominster hired a plumber (to replace a maintenanc e person who retired) which saves money for all four housing aut horities. Next time, we will hire an electrician. F. We are up some $47K through the first 11 months. Lunenburg Housing Authority Regular Meeting Minutes Page 2. January 22, 2015 ===PAGE 3=== Elizabeth Murphy made a motion to accept the financ ials. Amaryllis Leet seconded; all were in favor. 5. Facilities Report: The Assistant E.D. went over the facilities report. A. All units are occupied through the end of December. B. Most work orders are completed within the same day. C. No modernization on-going. 6. Resolutions: The following resolutions were presented by the Chair: RESOLUTION TO APPROVE THE APPLICATION FOR CAPITAL IMPROVEMENT PLAN – FORMULA FUNDING TO DHCD Resolution 201501 Whereas: DHCD will annually provide a given amount of capital development funding through a “formula funding” all ocation to address deficiencies and deferred maintenance issue s identified and, Whereas: The Lunenburg Housing Authority has the ne ed to submit an application for Capital Improvement Plan (CIP) to D HCD for the years 2015, 2016, 2017, 2018 and 2019 and, Whereas: A meeting was held with the tenants on January 6, 2 015 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 fiv e year Capital Improvement Plan (CIP) Formula Funding for years 2015, 2016, 2017, 2018 and 2019 as presented and fu rther authorize the Executive Director to submit the appl ication to DHCD. Lunenburg Housing Authority Regular Meeting Minutes Page 3. January 22, 2015 ===PAGE 4=== RESOLVED, Motion made by Deborah Christen to author ize the Executive Director to submit the application for Capital Improvement Plan (CIP) Formula Funding, as proposed, to DHCD. SECONDED, Caroline Fortin seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION FOR CERTIFICATION OF 2014 COMPLIANCE WITH NOTIFICATION PROCEDURES FOR FEDERAL AND STATE LEAD PAINT LAWS Resolution 201502 Whereas: The Lunenburg Housing Authority has the ne ed to be in compliance with notification procedures for Federal and State lead paint laws as follows: 1. Environmental Protection Agency (EPA) regulations a t 40 CFR 745 Subpart F “Disclosure of Known Lead-Based Paint and/or Lead-Based Paint Hazards Upon Sale of Lease of Residential Property”, 2. Massachusetts Department of Public Health Lead Pois oning Prevention and Control regulations at 105 CMR 460.725, 3. EPA regulations at 40 CFR 745 Subpart E “Residential Property Renovation” , and 4. Massachusetts Division of Occupational Safety De-le ading and Lead-Safe Renovation Regulations at 454 CMR 22.00. Whereas: the Lunenburg Housing Authority is maintai ning proper record- keeping related to such requirements. Whereas: DHCD has mandated that housing authority boards cer tify the compliance. NOW THEREFORE BE IT RESOLVED, That members of the Lunenburg Housing Authority Boa rd of Commissioners certify that the Lunenburg Housing Authority is in compliance with notification procedures mentione d above and that the Lunenburg Housing Authority is maintai ning proper record-keeping related to such requirements for year 2014. Lunenburg Housing Authority ===PAGE 5=== Regular Meeting Minutes Page 4. January 22, 2015 RESOLVED, Motion made by Caroline Fortin for certif ication of compliance with the notification procedures for Federal and State Lead Paint Laws. SECONDED, Elizabeth Murphy seconded the motion, and the motio n was passed by a unanimous vote. 7. Board Members were given information on the Mass NAHRO Board Member Certification Program which provided dates and locations of sessions (if members were interested in attending). Elizabeth Murphy made a motion to adjourn the meeti ng at 7:30 p.m. Caroline Fortin seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority ===PAGE 6=== Regular Meeting Minutes Page 5. January 22, 2015 ======================================================================================== DOCUMENT : 2015-03-26-agenda-2957.txt BOARD : lunenburg-housing-authority DATE : 2015-03-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-03-26-agenda-2957.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03262015-2957 ======================================================================================== ===PAGE 1=== Town of Lunenburg Lunenburg Housing Authority NOTICE OF REGULAR MEETING Thursday, March 26, 2015 6:30 p.m. Community Room, 131 White Street, Lunenburg, Massachusetts Opportunity for Public Comment AGENDA 1. Meeting Called to Order 5. Facilities Report - Occupancy 2. Minutes - Maintenance - January 22, 2015 - Modernization 3. Executive Director Report 6. New Business - Updates on Leominster, Fitchburg, - Fenton 201 5 Contract Services And Sterling (Resolution 201503) - 2014 Year-End Financial Statement Cert. - Administrative Fee Certification 7. Other Correspondence - 2015 Budget Certification - None - Schedule of Positions and Compensation 8. Old Business 4. Financial Report - Sue Honeycutt (Fenton & Ewald) 9. Resident Participation - 2014 Year-End Statement & Certification - 2013 Year-End Statement (for comparison) 10. Motion to Adjourn - January 31, 2015 Statement ======================================================================================== DOCUMENT : 2015-03-26-minutes-2957.txt BOARD : lunenburg-housing-authority DATE : 2015-03-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-03-26-minutes-2957.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03262015-2957 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING March 26, 2015 Members Present: Elizabeth Murphy, Chair Paul Doherty, Member Amaryllis Leet, Member Also Present: Peter Proulx, Secretary Denise Ivaldi, Recording Secretary Sue Honeycutt, Fenton & Ewald Members Absent: Deborah A.H. Christen, Vice Chair Caroline Fortin, Member Resident Participation prior to meeting: • A resident wanted to know if anyone was ever going to wash the outside windows. She has been here six years on the second floor. Peter replied that it would be put on the list; possibly with an extension pole Keith could do. • A resident asked if next winter the space near the mail boxes could be widened. • A resident commented on a pole light in the back parking lot. • A resident had a complaint about her neighbor. The y have a lot of stuff on the porch, people going by her area and her things are being moved. Resident said she called Evelyn, but nothing happen ed. They are partying; beer and marijuana and other people present. Peter said he would ask Evelyn to look into this matter. • A resident asked why the community room doors were not always locked; deadbolt on back door? • A resident asked if the family units were allowed t o use the laundry room. Evelyn was supposed to have sent a letter to the fa milies. Peter replied he will check with Evelyn. • A resident asked if the windows would be fixed next year. Peter asked the tenant to call him tomorrow. 1. The Chair declared a quorum present and opened the meeting at 6:42 p.m. ===PAGE 2=== 2. The minutes of the January 22, 2015 meeting were presented; Elizabeth Murphy made a motion to accept the minutes; Paul Doherty seconded. All were in favor, the motion passed unanimously. 3. The Executive Director Report: A. DHCD snow initiative – a little extra money to help with snow removal. We had an outside contractor come in to help remove snow and also someone to help shovel. We received approximately $1400. B. Net metering – Lodestar is moving forward; wait ing for approval from the town of Ashby. C. Assistant Executive Director – we are down to t wo finalists who will meet with the Leominster H.A. Chair next week. We then hope to hire someone within a few weeks. 4. Financial Report: Sue Honeycutt (Fenton & Ewald) was here; annually reviews the year-end financials with the board. Sue started by saying L unenburg H.A. did very well for 2014. Reserve balance is $88,000; almost at 62%. We are moving in the right direction. Housing authorities lose t heir subsidy if reserves go over 100%. One of the big differences in the finan cials is in employee benefits (health insurance); last maintenance emplo yee had, current one doesn’t. Everything else looks great, it’s been a good year. Elizabeth Murphy asked about the unrestricted “OPEB” on page 2. Sue explained the funding mechanism for health insurance for employee s. The board thanked Sue for coming in. The Executive Director went over the January 2015 financials. Reserves were at 62.45%; we are in good shape. Rents were b udgeted at $350/per unit per month; actual rents collected were $392. P aul Doherty made a motion to accept the financials. Amaryllis Leet seconded; all were in favor 5. Facilities Report: The E.D. went over the facilities report. A. All units are occupied through the end of February. B. Most work orders are completed within the same day. C. No modernization on-going. The capital plan was ap proved by DHCD today. Carpeting/flooring to start soon. Elizabeth Murphy asked if there was any permanent d amage to the roof. Peter replied that there was little staining, need repair/painting (6 units). ===PAGE 3=== Lunenburg Housing Authority Regular Meeting Minutes Page 2. March 26, 2015 6. New Business: The following resolution was presented by the Executive Director: RESOLUTION FOR ACCOUNTING SERVICES Resolution 201503 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 t he firm of Fenton, Ewald & Associates, P.C. for a number of years and, Whereas: The Lunenburg Housing Authority is satisfi ed 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, 2015 through December 31, 2015. RESOLVED, Motion made by Elizabeth Murphy to enter into contract for accounting services. SECONDED, Paul Doherty seconded the motion, and the motion wa s passed by a unanimous vote. 7. No other correspondence. 8. No old business. 9. No resident participation was requested for this meeting. Peter presented the year-end certifications to the board; all board members signed. Elizabeth Murphy made a motion to adjourn the meeti ng at 7:12 p.m. Paul Doherty seconded, all were in favor, and the meeting was adjourned. ===PAGE 4=== Lunenburg Housing Authority Regular Meeting Minutes Page 3. March 26, 2015 ======================================================================================== DOCUMENT : 2015-05-21-agenda-2958.txt BOARD : lunenburg-housing-authority DATE : 2015-05-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-05-21-agenda-2958.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05212015-2958 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-05-21-minutes-2958.txt BOARD : lunenburg-housing-authority DATE : 2015-05-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-05-21-minutes-2958.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05212015-2958 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING May 21, 2015 Members Present: Elizabeth Murphy, Chair Paul Doherty, Member Caroline Fortin, Member Also Present: Peter Proulx, Secretary Benjamin Gold, Asst. E.D. Denise Ivaldi, Recording Secretary Members Absent: Deborah A.H. Christen, Vice Chair Amaryllis Leet, Member Resident Participation prior to meeting: • A resident asked if the lighting system was being changed. She is in Bldg M and called in a work order three weeks ago, light still out. • A resident stated that the new railing is shaky, referring to the new piece that was added. • A resident stated that the big light out back is st ill out; Lakeview Nursery dug a hole, but nothing else was done. The E.D. stated that the light is owned by Unitil; he would check on it. • A resident asked why someone came to look at kitche n cabinets. The E.D. replied that Simone Early from DHCD and himself wer e looking for a kitchen modernization project; which is about a year away. The project will include removing carpet in the halls and replacing with VCT flooring. • A resident stated there were pine needles in the pa rking lot out back and on the walkways. • A resident wanted to know who would be reviewing wh at is left on the porches and in the halls (referring to Bldgs D & K) . The Chair suggested a memo to residents on spring cleaning time, etc. ===PAGE 2=== 1. The Chair declared a quorum present and opened the meeting at 6:36 p.m. The E.D. introduced Benjamin Gold, the new Assistan t E.D. Ben comes from the Danbury and N. Haven Housing Authorities. He will be heading up the state program process and procurement. The E.D. took over the meeting as Chair; noting thi s was the annual meeting and opened the floor for nominations for officers. Pau l Doherty made a motion to nominate the same slate of officers for the coming year; adding they were doing a great job! Caroline Fortin seconded the motion and motion passed unanimously. The officers for the coming year will be: Elizabet h Murphy, Chair; Deborah Christen, Vice-Chair; Amaryllis Leet, Member; Carol ine Fortin, Member and Paul Doherty, Member. 2. The minutes of the March 26, 2015 meeting were p resented; Caroline Fortin noted that she was absent at the last meeting (minu tes reflected her being present). Elizabeth Murphy made a motion to accept the minute s with that change; Paul Doherty seconded. All were in favor, the motion passed unanimously. 3. The Executive Director Report: A. We needed a new name for our website; North Cent ral Mass Housing.com. The website will have information on the wait lists and applications. B. Conflict of Interest Training – All board members, as well as employees, Must complete every two years. C. Peter will be out next Wednesday, Thursday and Friday for oral surgery. 4. Financial Report: A. We are incredible good shape. Reserves are at 6 6.35%, highest of the four B. Page F3 – spending. We are doing a great job. We received some snow removal money from DHCD, $1,890; we have only spent $400. Paul Doherty made a motion to accept the financials. Caroline Fortin seconded; all were in favor. 5. Facilities Report: We have two vacancies at this time. Elizabeth Murphy made a motion to adjourn the meeti ng at 6:50 p.m. Caroline Fortin seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Annual Meeting Minutes Page 2 . May 21, 2015 ===PAGE 3=== ======================================================================================== DOCUMENT : 2015-08-20-agenda-2959.txt BOARD : lunenburg-housing-authority DATE : 2015-08-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-08-20-agenda-2959.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08202015-2959 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-08-20-minutes-2959.txt BOARD : lunenburg-housing-authority DATE : 2015-08-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-08-20-minutes-2959.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08202015-2959 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING August 20, 2015 Members Present: Elizabeth Murphy, Chair Deborah A.H. Christen, Vice Chair Amaryllis Leet, Member Caroline Fortin, Member Also Present: Peter Proulx, Secretary Denise Ivaldi, Recording Secretary Members Absent: Paul Doherty, Member Resident Participation prior to meeting: • Board member asked about possibility of installing a power/automatic door to the community room. They witnessed a tenant having difficulty with the door. The E.D. will look into this. • Thank you for light bulb, asked for one, everything lit up now. • When will windows be fixed so they don’t leak, water coming in (lost curtains). The E.D. informed tenants that this was due to ice dams. Roofs and windows should be fine, water could be from the ice dams. Resident/Apt A-1 asked about replacing the large windows. The E.D. noted this item will be in next year’s Capital Improvement Plan; he will ask DHCD to take a look. • Do we have to pay for pets? The E.D. stated there was a pet deposit and 40 pound maximum for dogs. Snakes/reptiles allowed? The E.D. will check into this. Dogs as service animals be larger? The E.D. stated yes, with certification. • How many parking spaces per unit? One resident uses 3 spaces. The E.D. stated one vehicle per unit; he will look into resident that parks both a car (#20) and a motorcycle, also has a friend that parks on property. • Please trim bushes at frond door. The E.D. will talk with Tony to have bushes trimmed as needed. ===PAGE 2=== • Who cleans community room? The E.D. replied maintenance cleans the day before the meeting; he will discuss with Tony/Keith about cleaning community room on regular basis. • Alarms went off – waited 15-20 minutes, then called 911. Was carbon monoxide alarm, told to leave unit; needed new battery. • Dumpster – top left open, people not bagging trash, side doors can’t always be opened. The E.D. will look into. • Keith said he would ask for new dumpster. Didn’t pick up for 4-5 days, smells. Can it be cleaned? Smelly trail when truck leaves too. Peter – yes, cleaned once a year. • Vent behind stove. Took down to clean, can’t clean it. The E.D. asked tenant call the office for a work order, will send Keith. 1. The Chair declared a quorum present and opened the meeting at 6:40 p.m. 2. The minutes of the May 21, 2015 meeting were pre sented; amended to change last line in Section 4. Financial Report “Paul Dohe rty made a motion” (from “Motion made a motion”). Elizabeth Murphy made a mo tion to accept the minutes with amendment; Caroline Fortin seconded. All were in favor, the motion passed unanimously. 3. The Executive Director Report: A. MART is adding a stop at Pearl Brook. B. Board member training – the Inspector General of fice will hold the training on a Monday or Friday from 8 a.m. to 2 p.m. We hav e asked them to come to Leominster; at least one board member from each housing authority will have to attend (starting in November). C. Leominster has leased an additional 1500 sq. ft. of office space at 90 Main St. The Finance and Leased Housing Department s will move into this space; we will also gain 10 parking spaces. D. With the move, two apartments currently being us ed for office space will be converted to fully accessible units. E. Sterling Housing Authority held a cookout for it s residents on Saturday, July 18 th , it was well attended. F. Fitchburg has adopted a smoke-free policy which will be effective September 1 st at three elderly developments. Residents will not be able to smoke on their balconies. Lunenburg Housing Authority Regular Meeting Minutes Page 2. August 20, 2015 ===PAGE 3=== 4. Financial Report (June/July): A. Reserves are at 67%. Incredible, moving up quickly. B. We may want to think about purchasing an emerge ncy generator through reserves or year 3 of capital funding. C. Remodeling kitchen sink, faucet, cabinets. Als o hall carpets if a tripping hazard. D. Page F3 – Bottom line is $10,222. Utilities ar e over by $10,000. E. We have no vacancies at this time. Caroline Fortin asked how often the CIP is submitte d. The E.D. replied every year. He will send a copy of the current CIP to th e board members. The E.D. noted we went out to bid for ice melt. Elizabeth Murphy asked what the Administrative Other included. The E.D. replied it was a hodge podge of everything, paper, etc. He will send a list of breakdown to the Chair, noted half way through the year we spent $6,000. Deborah Christen made a motion to accept the financ ials. Elizabeth Murphy seconded; all were in favor. 5. Facilities Report: No report this month, the E.D. apologized. Elizabeth Murphy made a motion to adjourn the meeti ng at 7:05 p.m. Amaryllis Leet seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 3. August 20, 2015 ======================================================================================== DOCUMENT : 2015-10-22-agenda-2960.txt BOARD : lunenburg-housing-authority DATE : 2015-10-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-10-22-agenda-2960.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10222015-2960 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-10-22-minutes-2960.txt BOARD : lunenburg-housing-authority DATE : 2015-10-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-10-22-minutes-2960.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10222015-2960 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING October 22, 2015 Members Present: Deborah A.H. Christen, Vice Chai r Amaryllis Leet, Member Caroline Fortin, Member Paul Doherty, Member Also Present: Peter Proulx, Secretary Denise Ivaldi, Recording Secretary Members Absent: Elizabeth Murphy, Chair Resident Participation prior to meeting: • A resident asked if we will have the same snow plow company this year; can we have a meeting beforehand. The E.D. replied we will have a meeting in November to discuss the horn system, etc. It was confusing last year with a new company, hopefully better this winter. • A resident asked what Keith uses to clean the windo ws; you can’t see through them. The E.D. replied that he uses a Windex product; pos sibly leaving a residue. Will check with Keith. • A resident asked if Keith needed help mowing the la wn; adding the grass is high, apples all over, stuff growing along the sidewalks; can he lower the blades. The E.D. will discuss with Tony and Keith. 1. The Vice Chair declared a quorum present and opened the meeting at 6:36 p.m. 2. The minutes of the August 20, 2015 meeting were presented. Paul Doherty asked if the parking issue had been resolved; the E.D. repli ed it was. Amaryllis Leet asked about the pets; the E.D. replied that under 760 CMR there is a 40 pound limit and a $160 pet deposit. With a reasonable accommodation, a compan ion animal of any type is allowed. Caroline Fortin made a motion to accept the minutes with amendment; Paul Doherty seconded. All were in favor, the motion passed unanimously. 3. The Executive Director Report: A. Leominster is moving forward with no-smoking at Anne O’Connor, Sunset Towers will be next. B. No-smoking surveys are back for Sterling. A. MART is adding a stop at Pearl Brook. ===PAGE 2=== 4. Financial Report: A. We are in good condition. B. Page F2 – Reserves are at 70.53%. C. Page F3 – We are $16,177 to the good. Paul Doherty made a motion to accept the financials . Caroline Fortin seconded; all were in favor. 5. Facilities Report: We received 23 work orders for the month of Septem ber; 16 were completed within 24 hours. 6. Old Business – None 7. New Business: The following resolutions were presented: The E.D. went over the Capital Improvement Plan for the next five years. We have scheduled windows at the 705’s in 2019; tenants com plained at the CIP meeting); it is possible to do these earlier. Net metering credits will be coming soon. Caroline Fortin asked if the carpet/kitchen (2016) would be all done at the same time. The E.D. explained that carpeting will only be replaced in apartments based on need. Paul Doherty added that the back patio work should be done for water issues, etc. The E.D. replied it would be eventually, we have a few items to improve on there. RESOLUTION TO APPROVE THE APPLICATION FOR CAPITAL I MPROVEMENT PLAN – FORMULA FUNDING TO DHCD Resolution 201504 Whereas: DHCD will annually provide a given amount of capital development funding through a “formula funding” allocation to a ddress deficiencies and deferred maintenance issues identified and, Whereas: The Lunenburg Housing Authority has the ne ed to submit an application for Capital Improvement Plan (CIP) to D HCD for the years 2016, 2017, 2018, 2019 and 2020 and, Whereas: A meeting was held with the tenants on October 7, 2 015 for their comment and input as required by DHCD. Lunenburg Housing Authority Regular Meeting Minutes Page 2. October 22, 2015 ===PAGE 3=== NOW THEREFORE BE IT RESOLVED, That the members of the Lunenburg Housing Authority Board of Commissioners have reviewed and approved the five y ear Capital Improvement Plan (CIP) Formula Funding for years 20 16, 2017, 2018, 2019 and 2020 as presented and further author ize the Executive Director to submit the application to DHCD. RESOLVED, Motion made by Paul Doherty to authorize the Executive Director to submit the application for Capital Improvement Plan (CIP) Formula Funding, as proposed, to DHCD. SECONDED, Amaryllis Leet seconded the motion, and the motion was passed by a unanimous vote. The E.D. went over the 2016 budget stating that we received an $8,000 subsidy last year for snow and computers; we do not expect any subsid y next year. Insurance and pension are up a little; we have no control over that. The budget has a basic 3% increase across the board on everything else. 2016 4001 OPERATING BUDGET RESOLUTION 201505 WHEREAS: The Lunenburg Housing Authority is require d by DHCD to submit an approved 4001 Operating Budget for State-Aided Hous ing for Fiscal Year 2016 and, NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board authori zes submission of the 4001 Operating Budget for State-Aided Housin g for Fiscal Year 2016 to the Department of Housing and Communit y Development, as directed by DHCD and recommended by the Executive Director, RESOLVED, Motion made by Deborah Christen to submit the 2016 Operating Budget for State-Aided Housing of the Lunenburg Hou sing Authority to the Department of Housing and Community Development. SECONDED, Caroline Fortin seconded the motion, and the motion was passed by a unanimous vote. Deborah Christen made a motion to adjourn the meeti ng at 6:58 p.m. Amaryllis Leet seconded, all were in favor, and the meeting was adjourned. ===PAGE 4=== Lunenburg Housing Authority Regular Meeting Minutes Page 3. October 22, 2015 ======================================================================================== DOCUMENT : 2015-12-17-agenda-2961.txt BOARD : lunenburg-housing-authority DATE : 2015-12-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-12-17-agenda-2961.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12172015-2961 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-12-17-minutes-2961.txt BOARD : lunenburg-housing-authority DATE : 2015-12-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2015-12-17-minutes-2961.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12172015-2961 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING December 17, 2015 Members Present: Elizabeth Murphy, Chair Deborah A.H. Christen, Vice Chair Amaryllis Leet, Member Also Present: Peter Proulx, Secretary Benjamin Gold, Recording Secretary Members Absent: Caroline Fortin, Member Paul Doherty, Member Resident Participation prior to meeting: • Snow parking meeting next Wednesday. • When will leaves be cleaned up? Leaves blown to side in pile, not being picked up. • Dog poop not being picked up. Evelyn to address. • Housing behind Lunenburg H.A. has furniture stored on premises. • Back side of community room stairs broken; bricks falling. • Tenant parking sign missing, not put back in ground. • Board on Electrical Room sticks out posing safety hazard. • Gas leaks. 1. The Chair declared a quorum present and opened the meeting at 6:36 p.m. 2. The minutes of the October 22, 2015 meeting were presented. Deborah Christen made a motion to accept the minutes; Amaryllis Leet second ed. All were in favor, the motion passed unanimously. 3. The Executive Director Report: • Master Lock issue; will go through keys tomorrow. Will go through whole system if need be. • Offices closed December 24 th and 25 th ; closed afternoon of December 30 th . 4. Financial Report: • Page F2 – reserves above 75%; very good condition. • Page F3 – We are $24,000 to the good • Utilities shouldn’t rise in December. • Small subsidy this year for computer system and roof snow removal. Elizabeth Murphy made a motion to accept the financ ials. Deborah Christen seconded; all were in favor. ===PAGE 2=== 5. Facilities Report: No vacancies. 6. Old Business – None 7. New Business: The following resolutions were presented: RESOLUTION TO APPROVE THE APPLICATION FOR CAPITAL IMPROVEMENT PLAN – FORMULA FUNDING TO DHCD Resolution 201506 Whereas: DHCD will annually provide a given amount of capital development funding through a “formula funding” allocation to address d eficiencies and deferred maintenance issues identified and, Whereas: The Lunenburg Housing Authority has the ne ed to submit an application for Capital Improvement Plan (CIP) to DHCD for the year 2016 and, Whereas: A meeting was held with the tenants on January 6, 2 015 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 Capital Improvement Plan (CIP) Formula Funding for year 2016 as presented and further auth orize the Executive Director to submit the application to DHCD. RESOLVED, Motion made by Elizabeth Murphy to author ize the Executive Director to submit the application for Capital Improvement Plan (CIP) Formula Funding, as proposed, to DHCD. SECONDED, Deborah A.H. Christen seconded the motion, and the motion was passed by a unanimous vote. There was some discussion on lead compliance certif icates and our responsibility for lead paint certification. We would have to do necessary testing if we thought there was lead paint. RESOLUTION FOR CERTIFICATION OF 2015 COMPLIANCE WITH NOTIFICATION PROCEDURES FOR FEDERAL AND STATE LEAD PAINT LAWS Resolution 201507 Whereas: The Lunenburg Housing Authority has the ne ed to be in compliance with notification procedures for Federal and State lead paint laws as follows: Lunenburg Housing Authority Regular Meeting Minutes Page 2. December 17, 2015 ===PAGE 3=== 1. Environmental Protection Agency (EPA) regulations a t 40 CFR 745 Subpart F “Disclosure of Known Lead-Based Paint and/or Lead- Based Paint Hazards Upon Sale of Lease of Residential Property”, 2. Massachusetts Department of Public Health Lead Pois oning Prevention and Control regulations at 105 CMR 460.725, 3. EPA regulations at 40 CFR 745 Subpart E “Residential Property Renovation” , and 4. Massachusetts Division of Occupational Safety De-le ading and Lead- Safe Renovation Regulations at 454 CMR 22.00. Whereas: The Lunenburg Housing Authority is maintai ning proper record-keeping related to such requirements. Whereas: DHCD has mandated that housing authority boards certify the compliance. NOW THEREFORE BE IT RESOLVED, That members of the Lunenburg Housing Authority Boa rd of Commissioners certify that the Lunenburg Housing Au thority is in compliance with notification procedures mentioned a bove and that the Lunenburg Housing Authority is maintaining proper r ecord-keeping related to such requirements for year 2015. Resolved, Motion made by Deborah A.H. Christen for certification of compliance with the notification procedures for Federal and State Lead Paint Laws. Seconded, Elizabeth Murphy seconded the motion, and the motio n was passed by a unanimous vote. Resolution 201508, Update the Existing Reasonable Accommodation Policy, was tabled until the next meeting. Elizabeth Murphy made a motion to adjourn the meeti ng at 7:10 p.m. Amaryllis Leet seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 3. December 17, 2015