# lunenburg-housing-authority — 13 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 : 2016-02-18-agenda-2962.txt BOARD : lunenburg-housing-authority DATE : 2016-02-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-02-18-agenda-2962.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02182016-2962 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-02-18-minutes-2962.txt BOARD : lunenburg-housing-authority DATE : 2016-02-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-02-18-minutes-2962.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02182016-2962 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING February 18, 2016 Members Present: Elizabeth Murphy, Chair Deborah A.H. Christen, Vice Chair Amaryllis Leet, Member Paul Doherty, Member Also Present: Peter Proulx, Secretary Benjamin Gold, Recording Secretary Members Absent: Caroline Fortin, Member Resident Participation prior to meeting: • Someone donated couch to the Community Room, then Keith was told to remove it. It was there for about two weeks, tenants asked if LHA could purchase furniture? The E.D. responded LHA could not, but they could through a tenant organization. The tenant then asked if they could purchase something if the tenants pitched in to pay. Peter will look into. • The box out back with sand is gone. When the snow melts, turns to ice (she parks there). Can the box be put back so they can scoop sand around their cars? The E.D. responded he will look into, probably with ice melt though, not sand. • What is being done about the apples falling to the ground? The E.D. responded we will resolve that issue in the spring. 1. The Chair declared a quorum present and opened the meeting at 6:35 p.m. 2. The minutes of the December 17, 2015 meeting wer e presented. Elizabeth Murphy made a motion to accept the minutes; Deborah Christen seco nded. All were in favor, the motion passed unanimously. 3. The Executive Director Report: • Legislative Day is Wednesday, March 2 nd at the State House. A day to meet with the State Reps and Senators; speeches and lunch. • NAHRO Annual Conference is May 22-25 th . • LHA has been approved for the RCAT by both the LHA Board and DHCD. We are advertising for a Regional Director (who will then hire up to four project managers). The E.D. explained the bill former Governor tried t o pass; reducing housing authority regions to six. He gave a breakdown of the contrac t/program. We hope to have the RCAT Director on board April 1 st . 4. Financial Report: • No report; year-end financials are not in yet. We should have them for the March meeting. • The January check register was included in board packets. 5. Facilities Report: We had one vacancy the end of January. The E.D. noted that there are tenant comments on staff periodically. Tony Stanca to, our Director of Facilities, met with Keith on time management. Keith does a great job otherwise. ===PAGE 2=== 6. Old Business: Resolution 201508 Reasonable Acc ommodation Policy was tabled from the December 2015 meeting, RESOLUTION TO UPDATE THE EXISTING REASONABLE ACCOMMODATION POLICY Resolution 201508 Whereas: The Lunenburg Housing Authority has the ne ed to update the existing reasonable accommodation policy as they are outdated and need revision. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Comm issioners approve the updated reasonable accommodation policy to be e ffective immediately (see attached proposed changes). RESOLVED, Motion made by Deborah Christen to approv e the updated reasonable accommodation policy effective immediately. SECONDED, Paul Doherty seconded the motion, and the motion was passed by a unanimous vote. 7. New Business: The following resolutions were presented; the E.D. explained both items for the first one. RESOLUTION FOR CFA AMENDMENT #3 BETWEEN THE LUNENBURG HOUSING AUTHORITY AND THE DEPARTMENT OF HOUSING & COMMUNITY DEVELOPMENT FOR FORMULA FUNDING MASTER CFA – ALL DEVELOPMENTS WORK PLAN 5001 Resolution 201601 Whereas: The Lunenburg Housing Authority has the ne ed to amend the Contract for Financial Assistance between the Leominster Housing Authority and the Department of Housing and Community Development, and Whereas: This amendment is to fund the following pr ojects and extends the contract dates of service from June 30, 2017 to June 30, 2018: Fish #162015 FY18 Formula Funding Award - $53,088.00 Fish #162018 FY14 Health and Safety adjustment per 10/3/14 letter–(-$5,400.00) Whereas: The above mentioned contract, Capital Impr ovement Work Plan 5001, has been increased by $47,688.00 (total contract amount is now $509,084.00), and Lunenburg Housing Authority Regular Meeting Minutes Page 2. February 18, 2016 ===PAGE 3=== NOW THEREFORE BE IT RESOLVED: That the Lunenburg Housing Authority Board of Directors authorizes the Chair or the Executive Director to sign the Standard Contrac t Amendment Form in conjunction with the projects listed on Amendment # 3 for Capital Improvement Work Plan 5001 now being undertaken by the Departme nt of Housing and Community Development and the Leominster Housing Authority. Resolved, Motion made by Deborah A.H. Christen to a uthorize the signing of the Standard Contract Amendment Form by the Chair or Executive D irector in conjunction with the projects listed on Amendment #3 for Capita l Improvement Work Plan 5001 currently being undertaken by the Lunenburg Ho using Authority and the Department of Housing and Community Development. Seconded, Paul Doherty seconded the Motion, and the Motion was passed by a unanimous vote. For the following resolution, the E.D. explained th at DHCD is requiring Annual Performance Audits (financial yearly); now, in addition, a program audit as well to include policies up to date, tenant selection, etc. This policy mirrors that of LHA but was changed to reflect one employee (Keith). RESOLUTION TO UPDATE THE EXISTING PERSONNEL POLICY Resolution 201602 Whereas: The Lunenburg Housing Authority has the ne ed to periodically update the personnel policy. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Comm issioners approve the revised personnel policy effective immediately. RESOLVED, Motion made by Elizabeth Murphy to approv e the revised personnel policy effective immediately. SECONDED, Amaryllis seconded the motion, and the mo tion was passed by a unanimous vote. RESOLUTION TO ADOPT/UPDATE THE PROCUREMENT POLICY Resolution 201603 Whereas: The Lunenburg Housing Authority has the need to adopt/update the procurement policy to comply with Massachusetts bid ding statutes governing the procurement of supplies and services and design services. Lunenburg Housing Authority Regular Meeting Minutes Page 3. February 18, 2016 ===PAGE 4=== NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commi ssioners adopt/update the procurement policy to be effective immediately. RESOLVED, Motion made by Elizabeth Murphy to adopt/ update the procurement policy effective immediately. SECONDED, Amaryllis Leet seconded the motion, and t he motion was passed by a unanimous vote. For the following resolution, the E.D. reminded the board they approved having 70% of electric costs through net metering. The contract had to be revised to reflect new start date, etc. RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO EXECUTE AN AMENDED SOLAR POWER AND SERVICES AGREEMENT WITH LODESTAR ENERGY FOR NET METERING Resolution 201604 Whereas: The Lunenburg Housing Authority currently has a service agreement for net metering with LODESTAR Energy entered into on F ebruary 7, 2015, and Whereas: This service agreement needs to be amended with updates to Construction Start Date and Anticipated Commercial Operation Dat e (Schedule 1), Allocated Percentage (Schedule 3) and Estimated Ann ual Production (Schedule 4). NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority board authoriz e the Executive Director to execute the amended solar power and ser vices agreement for net metering with Lodestar Energy. RESOLVED, Motion made by Deborah Christen to author ize the Executive Director to execute the amended solar power and services agreem ent for net metering with Lodestar Energy. SECONDED, Paul Doherty seconded the motion, and the motion was passed by a unanimous vote. Paul Doherty made a motion to adjourn the meeting a t 7:10 p.m. Amaryllis Leet seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 4. February 18, 2016 ======================================================================================== DOCUMENT : 2016-03-17-agenda-2963.txt BOARD : lunenburg-housing-authority DATE : 2016-03-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-03-17-agenda-2963.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03172016-2963 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-03-17-minutes-2963.txt BOARD : lunenburg-housing-authority DATE : 2016-03-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-03-17-minutes-2963.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03172016-2963 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING March 17, 2016 Members Present: Deborah A.H. Christen, Vice Chai r Amaryllis Leet, Member Caroline Fortin, Member Paul Doherty, Member Also Present: Benjamin Gold, Asst. Executive Dir ector Denise Ivaldi, Recording Secretary Sue Honeycutt, Fenton & Ewald Members Absent: Elizabeth Murphy, Chair Resident Participation prior to meeting: • Residents asked if letters could be sent to everyon e asking them to slow down (tenants, visitors and workers) and also to have residents pick up after their dogs. The Asst. Executive Director said he would have a notice sent out covering both issues. 1. The Vice Chair declared a quorum present and opened the meeting at 6:30 p.m. 2. The minutes of the February 18, 2016 meeting were presented. Amaryllis Leet made a motion to accept the minutes; Deborah Christen seconded. All were in favor, the motion passed unanimously. The Asst. Executive Director introduced Sue Honeycutt from Fenton & Ewald. • She first went over the year-end statement. Page F 2 - Reserves are at $100,253; too high is not good. Operating Statement – Rental income i s better than projected by $26,000. • On the January 2016 statement, Page F4 – Septic pum ping was moved to utilities to get subsidy. We are over a little in utilities for the first month; will even out. Caroline Fortin made a motion to accept both the De cember 2015 year-end and January 2016 financial statements. Paul Doherty seconded and all were in favor. As this is Amaryllis Leet’s last meeting; the Asst. Executive Director presented her with a certificate for her service to the Lunenburg Housing Authority Board for the past five years. The board members thanked her for serving and had some cake. 3. The Executive Director Report: • NAHRO Annual Conference is May 22-25 th . • Board members were given a separate letter with ema il addresses and passwords for their housing authority use. • We have a resolution later for the kitchen modernization bid award. • We have a resolution later for the year-end certifications. • We have a resolution later for the Capitalization and Disposition Policy. • Leominster has hired a Chief Procurement Officer; Adam Gautie. ===PAGE 2=== 4. Financial Report: This was covered at the beginning of the meeting by Sue Honeycutt. 5. Facilities Report: We will be awarding the kitchen upgrade modernizat ion contract later in the meeting. 6. Old Business: None 7. New Business: The following resolutions were presented: RESOLUTION FOR EXECUTION OF DHCD REQUIRED YEAR-END FINANCIAL STATEMENT CERTIFICATIONS Resolution 201605 Whereas: The Lunenburg Housing Authority has the ne ed to be in compliance with DHCD year-end financial certifications as follows: 1. Year-End Financial Statements Certification (400-1) 2. 400-1 Budget Cert. (Fiscal Year Beginning January 1, 2016) 3. Administrative Fee (Fiscal Year Ending 2015) 4. Schedule of Positions and Compensation NOW THEREFORE BE IT RESOLVED, That members of the Lunenburg Housing Authority Boa rd of Commissioners hereby approve the year-end financial statement cer tifications (listed above) and authorize all Board Members to execute the certifications. RESOLVED, Motion made by Paul Doherty to certify an d execute the year-end financial statement certifications in compliance with the DHCD requirement. SECONDED, Caroline Fortin seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE LOWEST BID FOR THE KITCHEN UPGRADES AT THE PEARL BROOK 667-1 ELDERLY DEVELOPMENT DHCD PROJECT NO. 162019 RESOLUTION 201606 WHEREAS: The Lunenburg Housing Authority has advert ised for bids for the kitchen upgrades at the 667-1 elderly development, and WHEREAS: A bid opening was held on Wednesday, March 2, 2016 and the Authority has received eight (8) bids to complete the work (see attached list), and Lunenburg Housing Authority Regular Meeting Minutes Page 2. March 17, 2016 ===PAGE 3=== WHEREAS: The Architect, Raymond T. Guertin, has reviewed the bid documents, and checked references with favorable feedback, for the lowest bidder, Vareika Construction, Inc., 219 Walnut Street, West Bridgewater, MA, and WHEREAS: pending Board vote, DHCD has authorized the Authori ty to award the construction contract to Vareika Construction, Inc. , 219 Walnut Street, West Bridgewater, MA in the amount of $120,000.00 . NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority authorize the Executive Director or Chairman to award the contract to the lowest respon sible bidder, Vareika Construction, Inc., 219 Walnut Street, West Bridgew ater, MA in the amount of $120,000.00 . This vote shall further authorize the Executive D irector and/or Chairman to enter into the contract in connection with this bid. RESOLVED, Motion made by Deborah A.H. Christen to a ward the bid for the kitchen upgrades at the 667-1 elderly development to the lowest bidder. SECONDED, Paul Doherty seconded the motion and t he motion was passed by a unanimous vote. RESOLUTION TO ADOPT A CAPITALIZATION AND DISPOSITION POLICY Resolution 201607 Whereas: The Lunenburg Housing Authority h as the need to adopt a Capitalization and Disposition policy to comply with the U.S. Depa rtment of Housing and Urban Development's (HUD) Annual Contribution C ontract (ACC), HUD Handbook 7475.1 "Financial Management Handbook" and the Executive Office of Communities and Development's " Accounting Manual for State-Aided Housing.” The policy will be effective for all programs in accordance with the Generally Accepted Accounting Principles (GAAP). NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners approve the Capitalization and Disposition policy to be effective immediately. RESOLVED, Motion made by Paul Doherty to approve th e Capitalization and Disposition policy effective immediately. SECONDED, Caroline Fortin seconded the motion, and the motion was passed by a unanimous vote. Amaryllis Leet made a motion to adjourn the meeting at 7:00 p.m. Paul Doherty seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 3. March 17, 2016 ======================================================================================== DOCUMENT : 2016-05-26-agenda-2964.txt BOARD : lunenburg-housing-authority DATE : 2016-05-26 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-05-26-agenda-2964.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05262016-2964 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-05-26-minutes-2964.txt BOARD : lunenburg-housing-authority DATE : 2016-05-26 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-05-26-minutes-2964.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05262016-2964 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING May 26, 2016 Members Present: Elizabeth Murphy, Chair Deborah A.H. Christen, Vice Chair Amaryllis Leet, Member Caroline Fortin, Member Also Present: Peter Proulx, Executive Director Benjamin Gold, Asst. Executive Director Denise Ivaldi, Recording Secretary Members Absent: Paul Doherty, Member Resident Participation prior to meeting: • Handicap unit – kids playing in the pits; doesn’t f eel safe. • Chairs in the courtyard area are falling apart; can they be replaced. • Can they have flowers for the outside barrels? • Outside benches should be power washed or painted; causing slivers. • When is the kitchen upgrade being done and what do tenants need to do. • Individuals in Bldg G are having pot parties and it comes in the windows; they’re smoking inside. Resident has called Evelyn. • Resident in K-4 has concerns with kids out of schoo l. A teen and four young children were throwing a knife into the ground. The go into the woods and throw boulders against boulders. They have all night parties. • Resident stated that a pit bull ran at her three weeks ago with no collar or leash. The E.D. replied that residents should call the office/Evely n with issues; they should not wait for the board meetings. He added he would check on ordinances/lease. • Resident wants to use her grill for the common area ; the one there is no good. The E.D. asked the resident to send a photo to Evelyn. • Residents thanked the board for coming and listenin g to them. They also thanked the board for letting them live there. 1. The Chair declared a quorum present and opened the meeting at 6:50 p.m. The Executive Director noted that as this was the A nnual Meeting, we would have the Election of Officers. He opened the floor to nominations. Deborah Christen nominated Elizabeth Murphy as Chai r, Caroline Fortin seconded. All were in favor. Deborah Christen then nominated Paul Dohert y as Vice Chair; Elizabeth Murphy seconded. All were in favor. The Executive Director turned the meeting back over to the Chair. 2. The minutes of the March 17, 2016 meeting were presented. Caroline Fortin made a motion to accept the minutes; Deborah Christen seconded. All were in favor, the motion passed unanimously. ===PAGE 2=== 3. The Executive Director Report: • Board member emails should be in place; Denise will resend letter/password to board members who need it. • Board members should take the Online Ethics Conflic t of Interest Training as it’s required every two years. Send the completed certificates to Ben. • There are no new items for Leominster, Lunenburg or Sterling issues. 4. Financial Report: • Page 2 – Reserves are at 68.22%; this is healthy, w e are in good shape. • Page 3 – We are ahead of budget in revenue by $10,6 92. Below budget for utilities by $10,000. We are ahead of budget in total by $6,303. • Elizabeth Murphy made a motion to accept the April financial statement. Caroline Fortin seconded; all were in favor. 5. Facilities Report: • Work orders – 11, most completed within 24 hours. • Kitchen upgrade to begin next month. • Bathroom GFCI – specifications written, going out t o bid soon. 6. Old Business: None 7. New Business: The following resolutions were presented: RESOLUTION FOR ACCOUNTING SERVICES Resolution 201608 Whereas: The Lunenburg Housing Authority requires a fee accountant to assist the agency in maintaining compliance with both State an d 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, 2016 through December 31, 2016. RESOLVED, Motion made by Deborah A.H. Christen to e nter into contract for accounting services. SECONDED, Elizabeth Murphy seconded the motion, and the motio n was passed by a unanimous vote. Lunenburg Housing Authority Regular Meeting Minutes Page 2. May 26, 2016 ===PAGE 3=== The following resolution was accepted as amended with the charge for refrigerators and smoke detectors. RESOLUTION TO ALLOW THE LUNENBURG HOUSING AUTHORITY TO REVISE THE REPLACEMENT FEES FOR MOVE-OUTS AND VANDALISM (AND COSTS FOR LIGHTS BULBS, ETC.) Resolution 201609 Whereas: The authority has an obligation to recover the cos ts for damages and other maintenance related charges as a result of move-out s or vandalism and the cost of replacement light bulbs, etc. NOW THEREFORE BE IT RESOLVED, That the attached list of fees is revised to meet t he current costs associated with damages and other maintenance related charges as a result of move- outs or vandalism. RESOLVED, Motion made by Elizabeth Murphy to allow the Lunen burg Housing Authority to revise the maintenance fee schedule. SECONDED, Linda McDonald seconded the motion, and the motion was passed. The board members were given a copy of the quarterl y newsletter with seasonal information for the residents. 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 Regular Meeting Minutes Page 3. May 26, 2016 ======================================================================================== DOCUMENT : 2016-07-21-agenda-2965.txt BOARD : lunenburg-housing-authority DATE : 2016-07-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-07-21-agenda-2965.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07212016-2965 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-07-21-minutes-2965.txt BOARD : lunenburg-housing-authority DATE : 2016-07-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-07-21-minutes-2965.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07212016-2965 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING July 21, 2016 Members Present: Elizabeth Murphy, Chair Paul Doherty, Vice Chair Deborah A.H. Christen, Member Caroline Fortin, Member Linda McDonald, Member Also Present: Peter Proulx, Executive Director Denise Ivaldi, Recording Secretary Resident Participation prior to meeting: • Resident said they had made a request about replaci ng the outside plastic chairs; said Tony had said they could. • Resident asked if ceiling fans were allowed. The E.D. replied the Fire Code says no. • Residents said they were happy with the new kitchen updates. The board asked if there were any photos of the kit chen updates. The E.D. said he would bring some photos to the next board meeting. 1. The Chair declared a quorum present and opened the meeting at 6:30 p.m. 2. The minutes of the May 26, 2016 meeting were pre sented. Paul Doherty asked how many of the resident comments were addressed from the last meeting specifically: 1. The kids playing near the handicapped units; the E.D. said he met wi th the elderly tenants. One solution is to install a chain link fence with plantings. He will also work with the families; maybe clear an area for the kids. 2. Outside chairs and pots wit h flowers; we are working on this. 3. Was the pit bull issue addressed; the dog belonged to a vis itor. 4. Resident replacing outside grill with her own; as far as the E.D. knew, the resident had not contacted Evelyn yet with photo. Elizabeth Murphy made a motion to accept the minutes; Deborah Christen seconded. All were in favor, the motion passed unanimously. 3. The Executive Director Report: • Board member training session in Leominster on July 27 th is full. There are other session open. The board asked if there were sessions at di fferent times of the year; as opposed to during the summer months. • RCAT Advisory Board nominations. Leominster is hos t agency for sixty three (63) housing authorities. The Advisory Board will be co mprised of 11 members; one appointed by the E.D., one by DHCD and nine (9) elected members. The board will meet quarterly; the first meeting will be in Leominster; then unsure. The board will have no voting power, no signatures required and no authori ty. Let the E.D. know if interested in being nominated by August 1 st . ===PAGE 2=== • We will be installing a 260 foot long fence between the elderly and family complexes. Caroline Fortin asked if shrubbery had been conside red. The E.D. replied that it was more expensive for mature trees. Paul Doherty noted that he would like to see the ba ck patio redone. The E.D. stated it was being looked into. A short discussion followed on replac ing the existing patio with a deck (more maintenance needed) versus redoing the existing patio. • The E.D. will be on vacation September 19-30. The regular scheduled meeting would be during that time (September 22 nd ). The E.D. added that we will need to meet in Aug ust for close-out documents for the kitchen upgrade; mo st likely will not need to meet in September. 4. Financial Report: • Page 2 – Reserves are over 65%. • Page 3 – We are ahead of budget by $4,442. Paul Doherty made a motion to accept the June finan cial statement. Caroline Fortin seconded; all were in favor. The E.D. informed the board that the Sterling Housi ng Authority purchased a new tractor. The Sterling board voted to donate the old tractor to t he Lunenburg Housing Authority. The E.D. added that we will look at the existing maintenance shed; possibly purchase a new one. The board was appreciative of Sterling’s 5. Modernization Report: • New format; Facilities Report is now the Modernizat ion Report and will cover updates for all four housing authorities. • Kitchen upgrade modernization was completed in seven (7) days. • GFCI (new outlet) is out to bid. 6. State-Aided Housing Report: • This is a new item on the agenda. • We are 100% occupied. • One family moved out in June. • We currently have seventy-five (75) elderly and sev enty-two (72) family applications on the waiting list. 7. Old Business: None Lunenburg Housing Authority Regular Meeting Minutes Page 2. July 21, 2016 ===PAGE 3=== 8. New Business: The following resolution were presented: RESOLUTION FOR AUTHORIZATION OF CHANGE ORDER NUMBER ONE FOR THE KITCHEN CABINET MODERNIZATION AT THE 667-1 PEARL BROOK ELDERLY DEVELOPMENT WORK PLAN 5001; DHCD PROJECT NUMBER 162019 Resolution 201610 Whereas: The Lunenburg Housing Authority has the need to si gn a Change Order Number One in conjunction with the kitchen cabinet modernization at the 667-1 Pearl Brook elderly development and, Whereas: The contractor has submitted a price proposal for the removal and disposal of asbestos containing kitchen sinks at 41 apartmen ts and a time extension request of 30 days due to delays for testing and ad ditional time to complete the asbestos abatement work and, Whereas: This Change Order Number One will increase the ori ginal contract sum of $120,000.00 to $130,996.00 ( an increase of $10,996.00 ) and extend the original completion date of July 1, 2016 to July 31, 2016 and, Whereas: The Architect, Raymond T. Guertin, believes the add itional cost and time extension request appears reasonable and recommends approval and, NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Direc tors authorizes the Executive Director, or designee, to sign the Change Order Number One for the kitchen cabinet modernization at the 667-1 elderly development and now being undertaken by the Department of Housi ng and Community Development and the Lunenburg Housing Authority. RESOLVED, Motion made by Elizabeth Murphy to authorize the s igning of the Change Order Number One in conjunction with the kitchen ca binet modernization at the 667-1 elderly development and now being unde rtaken by the Department of Housing and Community Development and the Lunenburg Housing Authority. SECONDED, Paul Doherty seconded the motion, and the motion was passed unanimously. Lunenburg Housing Authority Regular Meeting Minutes Page 3. July 21, 2016 ===PAGE 4=== Caroline Fortin asked if the apartments were ever t ested for asbestos. The E.D. replied that prior to any work, testing is done (walls, flooring, etc. ). Caroline asked if the apartments were inspected for lead paint. The E.D. replied that th e family units were built in the 1980’s. The elderly did not require previously. The housing au thority now watches/takes inventory on peeling. Deborah Christen made a motion to adjourn the meeting at 7:10 p.m. Linda McDonald seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 4. July 21, 2016 ======================================================================================== DOCUMENT : 2016-08-18-agenda-2966.txt BOARD : lunenburg-housing-authority DATE : 2016-08-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-08-18-agenda-2966.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08182016-2966 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-08-18-minutes-2966.txt BOARD : lunenburg-housing-authority DATE : 2016-08-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-08-18-minutes-2966.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08182016-2966 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING August 18, 2016 Members Present: Elizabeth Murphy, Chair Paul Doherty, Vice Chair Caroline Fortin, Member Linda McDonald, Member Members Absent: Deborah A.H. Christen, Member Also Present: Peter Proulx, Executive Director Denise Ivaldi, Recording Secretary There were no residents present. 1. The Chair declared a quorum present and opened the meeting at 6:30 p.m. 2. The minutes of the July 21, 2016 meeting were pr esented. Linda McDonald made a motion to accept the minutes; Caroline Fortin seconded. All were in favor, the motion passed unanimously. 3. The Executive Director Report: • The E.D. talked with the family residents about the fence. • The E.D. will come out to the site, with Tony Stanc ato, to look at the landscaping and benches again. 4. Financial Report: • Page 2 – Reserves are over 65.15%. • Page 3 – Rental Income, we are very close to budget . Elizabeth Murphy asked about the “Other” item under Expenses for $3800; was this new. The E.D. said he was not sure but would find out for th e next meeting. The Chair then asked if it could be for laundry. The E.D. replied yes, possibly other as well. Caroline Fortin asked how inspections are done. Th e E.D. replied that we have one inspector for all four housing authorities. Inspections are done over a nine (9) month period. Linda McDonald made a motion to accept the July fin ancial statement. Elizabeth Murphy seconded; all were in favor. 5. Modernization Report: • Kitchen upgrade modernization is complete. • GFCI – bid results/contract award later in meeting. • Contractor to look at cracks in the stoops; seal to prevent water/ice. ===PAGE 2=== 6. State-Aided Housing Report: • One vacate early August. 7. Old Business: None 8. New Business: The following resolution were presented: On the first resolution, Elizabeth Murphy asked if the contractor has to get quotes for subcontractors. The E.D. replied yes, depending on the work. In this case, he did. Paul Doherty asked if the state change from $10K to $50K affect us; the E.D. replied yes. RESOLUTION FOR AUTHORIZATION OF CHANGE ORDER NUMBER ONE FOR THE KITCHEN CABINET MODERNIZATION AT THE 667-1 PEARL BROOK ELDERLY DEVELOPMENT WORK PLAN 5001; DHCD PROJECT NUMBER 162019 Resolution 201610 Whereas: The Lunenburg Housing Authority has the ne ed to sign a Change Order Number One in conjunction with the kitchen cabinet modernization at the 667-1 Pearl Brook elderly development and, Whereas: The contractor has submitted a price proposal for the removal and disposal of asbestos containing kitchen sinks at 41 apartmen ts and a time extension request of 30 days due to delays for testing and ad ditional time to complete the asbestos abatement work and, Whereas: This Change Order Number One will increase the original contract sum of $120,000.00 to $130,996.00 ( an increase of $10,996.00 ) and extend the original completion date of July 1, 2016 to July 31, 2016 and, Whereas: The Architect, Raymond T. Guertin, believes the add itional cost and time extension request appears reasonable and recommends approval and, NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Direc tors authorizes the Chair, or their designee, to sign the Change Order Number One for the kitchen cabinet modernization at the 667-1 elderly development and now being undertaken by the Department of Housing and C ommunity Development and the Lunenburg Housing Authority. Lunenburg Housing Authority Regular Meeting Minutes Page 2. August 18, 2016 ===PAGE 3=== RESOLVED, Motion made by Linda McDonald to authoriz e the signing of the Change Order Number One in conjunction with the kitchen ca binet modernization at the 667-1 elderly development and now being unde rtaken by the Department of Housing and Community Development and the Lunenburg Housing Authority. SECONDED, Paul Doherty seconded the motion, and the motion was passed unanimously. RESOLUTION FOR AUTHORIZATION OF CHANGE ORDER NUMBER TWO FOR THE KITCHEN CABINET MODERNIZATION AT THE 667-1 PEARL BROOK ELDERLY DEVELOPMENT WORK PLAN 5001; DHCD PROJECT NUMBER 162019 Resolution 201611 Whereas: The Lunenburg Housing Authority has the ne ed to sign a Change Order Number Two in conjunction with the kitchen cabinet modernization at the 667-1 Pearl Brook elderly development and, Whereas: The contractor has submitted a price proposal for the replacement of seven (7) existing shut-off valves found to be defective during replacement of 41 kitchen sinks and, Whereas: This Change Order Number Two will increase the original contract sum (including Change Order No. 1) of $130,996.00 to $1 31,408.00 (an increase of $412.00) and the completion date (exten ded by Change Order No. 1) of July 31, 2016 remains unchanged and, Whereas: The Architect, Raymond T. Guertin, believes the add itional cost request appears reasonable and recommends approval. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Direc tors authorizes the Chair, or their designee, to sign the Change Order Number Two for the kitchen cabinet modernization at the 667-1 elderly development and now being undertaken by the Department of Housing and C ommunity Development and the Lunenburg Housing Authority. RESOLVED, Motion made by Caroline Fortin to authori ze the signing of the Change Order Number Two in conjunction with the kitchen cabinet modernization Lunenburg Housing Authority Regular Meeting Minutes Page 3. August 18, 2016 ===PAGE 4=== at the 667-1 elderly development and now being unde rtaken by the Department of Housing and Community Development and the Lunenburg Housing Authority. SECONDED, Linda McDonald seconded the motion, and the motion was passed unanimously. The E.D. noted that on the following resolution, us ually the Substantial Completion is at 95% of the work being complete. In this case, the contractor was at 100% complete. RESOLUTION AUTHORIZING SIGNING OF THE CERTIFICATE OF SUBSTANTIAL COMPLETION FOR THE KITCHEN CABINET MODERNIZATION AT THE 667-1 PEARL BROOK ELDERLY DEVELOPMENT WORK PLAN 5001; DHCD PROJECT NUMBER 162019 Resolution 201612 Whereas: The Architect (Raymond T. Guertin) has ins pected and recommended that the kitchen cabinet modernization at the Pearl Broo k development has reached the point of Substantial Completion and, Whereas: It is anticipated that the representatives from the Department of Housing & Community Development will agree with the Architect’s assessment. NOW THEREFORE BE IT RESOLVED, That the Authority authorizes the Chair, or their designee, to sign the necessary documents in connection with the Substantial Completion of the kitchen cabinet modernization at the Pearl Brook development. RESOLVED, Motion made by Elizabeth Murphy to accept the Substantial Completion of the kitchen cabinet modernization at the Pearl Brook development. SECONDED, Linda McDonald seconded the motion, and t he motion was passed by a unanimous vote. RESOLUTION AUTHORIZING SIGNING OF THE CERTIFICATE OF FINAL COMPLETION AND FINAL PAYMENT FOR THE KITCHEN CABINET MODERNIZATION AT THE 667-1 PEARL BROOK ELDERLY DEVELOPMENT WORK PLAN 5001; DHCD PROJECT NUMBER 162019 Resolution 201613 Whereas: The Architect (Raymond T. Guertin) has ins pected and recommended that the kitchen cabinet modernization at the Pearl Broo k development has reached the point of Final Completion and, Lunenburg Housing Authority Regular Meeting Minutes Page 4. August 18, 2016 ===PAGE 5=== Whereas: It is anticipated that the representatives from the Department of Housing & Community Development will agree with the Architect’s assessment. NOW THEREFORE BE IT RESOLVED, That the Authority authorizes the Chair, or their designee, to sign the necessary documents in connection with the Final Completion and Final Payment of $6,962.00 for the kitchen cabinet modernization at the Pearl Brook development. RESOLVED, Motion made by Caroline Fortin to accept the Final Completion and Final Payment for the kitchen cabinet modernization at the Pearl Brook development. SECONDED, Paul Doherty seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE LOWEST BID FOR THE GFCI REPLACEMENT AT THE PEARL BROOK 667-1 ELDERLY DEVELOPMENT RESOLUTION 201614 WHEREAS: The Lunenburg Housing Authority has advert ised for bids for the GFCI Replacement in 46 units at the 667-1 elderly development, and WHEREAS: A bid opening was held on Wednesday, July 6, 2016 and the Authority received three (3) bids to complete the work (see attached list), and WHEREAS: Ruel Electric submitted the low eligible a nd responsible bid in the amount of $11,980. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority authorize the Chair, or their designee, to award the contract for GFCI replacemen t to the low eligible and responsible bidder, Ruel Electric, in the amount of $11,980.00. This vote shall further authorize the Executive D irector to enter into the contract in connection with this bid. RESOLVED, Motion made by Paul Doherty to award the bid for the GFCI replacement at the 667-1 elderly development to the lowest bidder. SECONDED, Linda McDonald seconded the motion and the motion was passed by a unanimous vote. Paul Doherty asked if with the electrical outage on Saturday, was Keith paid overtime. The E.D. replied he is paid straight time, minimum of two hours. Only overtime after 30 hours. The E.D. reminded the board he was on vacation Sept ember 18-30; September meeting if needed. Paul Doherty made a motion to adjourn the meeting a t 6:50 p.m. Linda McDonald seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority ===PAGE 6=== Regular Meeting Minutes Page 5. August 18, 2016 ======================================================================================== DOCUMENT : 2016-10-20-agenda-2967.txt BOARD : lunenburg-housing-authority DATE : 2016-10-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-10-20-agenda-2967.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10202016-2967 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-12-15-agenda-2968.txt BOARD : lunenburg-housing-authority DATE : 2016-12-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-12-15-agenda-2968.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12152016-2968 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-12-22-agenda-2969.txt BOARD : lunenburg-housing-authority DATE : 2016-12-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2016-12-22-agenda-2969.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12222016-2969 ======================================================================================== ===PAGE 1===