# lunenburg-housing-authority — 15 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 : 2017-01-19-agenda-2970.txt BOARD : lunenburg-housing-authority DATE : 2017-01-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-01-19-agenda-2970.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01192017-2970 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-03-16-agenda-2971.txt BOARD : lunenburg-housing-authority DATE : 2017-03-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-03-16-agenda-2971.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03162017-2971 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-03-16-minutes-2971.txt BOARD : lunenburg-housing-authority DATE : 2017-03-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-03-16-minutes-2971.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03162017-2971 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE MONTHLY MEETING March 16, 2017 Members Present: Elizabeth Murphy, Chair Paul Doherty, Vice Chair Deborah A.H. Christen, Member Linda McDonald, Member Members Absent: Caroline Fortin, Member Also Present: Peter Proulx Executive Director Denise Ivaldi, Recording Secretary No residents were present. 1. The Chair declared a quorum present and opened the meeting at 6:34 p.m. Mr. Proulx noted that Sue Honeycutt from Fenton & Ewald was present to go over the year -end and January 2017 financials. If the Chair would like, we can have her present the financials first. Sue Honeycutt went over the year-end financials first with the following comments:  Page F2 – Lunenburg H.A. is in pretty good shape, did very well on utilities.  Earned $27,000 in subsidy, not as much as expected. This included $3,600 for the AUP (per DHCD).  Went over some of the expenses.  Page F3 – Went over what was spent, non-routine items.  DHCD owes Lunenburg H .A. $15,000, can ask for this money if there is a cash issue. Out of $27,000 subsidy, only received $11,500.  Once over $70% Reserves should start using some money, currently at 65%.  Receiving a lot of Capital Funds this year for the generator, patio, etc. Paul Doherty questioned if money could be spent on the lighting at the back Community Room door. The E.D. replied that was a good idea and he will look into it (there is only one light out there now). A revised first page (F2) for the January 31, 2017 f inancials was handed out to board members. The January financials will be reviewed during the financial portion of the meeting. 2. The minutes of the January 19 , 2017 meeting were presented . Elizabeth Murphy made a motion to accept the minutes ; Deborah Christen seconded. All were in favor and the minutes were accepted. Linda McDonald asked about the waiver query from the January meeting. Mr. Proulx explained that waivers are normally due to move -out inspections, painting, application process, etc. DHCD allows 60 days for the housing authority to turn over a vacant unit. If more time is needed, a waiver can be requested from DHCD. We usually requir e 90 days for turnovers. Mr. Proulx then went over the units currently with waivers. ===PAGE 2=== 3. The Executive Director Report:  DHCD Board Member On -Line Training. DHCD felt there was not a large enough turnout at previous training sessions; they decided to go with on-line training.  NAHRO Legislative Day is April 1 3th. Mr. Proulx and Mr. Gold have set up appointments with Legislators on new bills, etc. Let Denise know if you are interested in attending.  NAHRO Annual Conference is May 21 -23. Let Denise know if you are interested in attending. 4. Financial Report (January 31, 2017):  We are in good shape; $12,000 subsidy ($200 per unit for some work).  $8,000 negative in utilities.  The E.D. will check with Sue Honeycutt on page F3 – utilities, etc. Paul Doherty inquired about the snow removal costs so far this year. The E.D. replied snow removal is at a fixed fee now. The E.D. noted that the $6,886 amount under total operating expenses may be in error. Elizabeth Murphy made a motion to accept the Jan uary 2017 financials with the exception of the $6,886 calculation error; Paul Doherty seconded and all were in favor. 5. Modernization Report:  Building Envelope Repair – We have a resolution to award contract later in the meeting. Mr. Proulx went over the work to be done. Elizabeth Murphy asked if the handicapped ramp would be replaced. Mr. Proulx replied no, it will be removed and will be repaved. 6. State-Aided Housing Report:  340 total applicants currently on the waitlist; 143 Elderly/YD and 197 Family.  Waitlist update will be going out to all 340 applicants which usually reduces the number.  100% occupied.  Work Orders – 15 during February. 7. Old Business: None 8. New Business: The following resolutions were presented: RESOLUTION FOR EXECUTION OF DHCD REQUIRED YEAR-END FINANCIAL STATEMENT CERTIFICATIONS Resolution 201705 Whereas: The Lunenburg Housing Authority has the need to be in compliance with DHCD year-end financial certifications as follows: Lunenburg Housing Authority Regular Meeting Minutes Page 2. March 16, 2017 ===PAGE 3=== 1. Year-End Financial Statements Certification (400-1) 2. 400-1 Budget Cert. (Fiscal Year Beginning January 1, 2017) 3. Administrative Fee (Fiscal Year Ending 2016) 4. Schedule of Positions and Compensation NOW THEREFORE BE IT RESOLVED, That members of the Lunenburg Housing Authority Board of Commissioners hereby approve the year -end financial statement certifications (listed above) and authorize all Board Members to execute the certifications. RESOLVED, Motion made by Paul Doherty to certify and execute the year -end financial statement certifications in compliance with the DHCD requirement. SECONDED, Linda McDonald seconded the motion, and the motion was passed by a unanimous vote Noted that the 400-1 Budget Certification for Fiscal Year Beginning January 1, 2017 was signed but not sent to DHCD (as it was not necessary). RESOLUTION FOR ACCOUNTING SERVICES Resolution 201706 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, 2017 through December 31, 2017. RESOLVED, Motion made by Paul Doherty to enter into contract for accounting services. SECONDED, Linda McDonald seconded the motion, and the motion was passed by a unanimous vote. Lunenburg Housing Authority Regular Meeting Minutes Page 3. March 16, 2017 ===PAGE 4=== RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE LOWEST BID FOR THE BUILDING ENVELOPE REPAIR PROJECT AT THE PEARL BROOK 667-1 ELDERLY DEVELOPMENT WORK PLAN 5001; DHCD FISH 162022 RESOLUTION 201707 WHEREAS: The Lunenburg Housing Authority has advertised for bids for the building envelope repair project at the 667-1 elderly development, and WHEREAS: A bid opening was held and the Authority received two (2) bids to complete the work (see attached list), and WHEREAS: Edward Paige Corporation of 661 Main Street, Norwell, MA 02061 submitted the lowes t eligible and responsible bid in the amount of $92,469.00, with DHCD’s approval. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority authorize the Chair, or their designee, to award the contract for the building envelope repair project to the lowest eligible and responsible bidder, Edward Paige Corporation, in the amount of $92,469.00. This vote sh all further authorize the Executive Director to enter into the contract in connection with this bid. RESOLVED, Motion made by Deborah Christen to award the bid for the building envelope repair project at the 667 -1 elderly development to the lowest bidder. SECONDED, Paul Doherty seconded the motion and the motion was passed by a unanimous vote. 9. Other Correspondence: NAHRO News, March 2017 Deborah Christen made a motion to adjourn the meeting at 7:10 p.m. Paul Doherty seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 4. March 16, 2017 ======================================================================================== DOCUMENT : 2017-05-18-agenda-2972.txt BOARD : lunenburg-housing-authority DATE : 2017-05-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-05-18-agenda-2972.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05182017-2972 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-05-18-minutes-2972.txt BOARD : lunenburg-housing-authority DATE : 2017-05-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-05-18-minutes-2972.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05182017-2972 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE ANNUAL MEETING May 18, 2017 Members Present: Elizabeth Murphy, Chair Paul Doherty, Vice Chair Deborah A.H. Christen, Member Members Absent: Caroline Fortin, Member Linda McDonald, Member Also Present: Peter Proulx Executive Director Ben Gold, Recording Secretary Residents were present with comments. 1. The Chair declared a quorum present and opened the meeting at 6:38 p.m. As this is the annual meeting, election of officers to be held. Deborah Christen nominated Elizabeth Murphy as Chair and Paul Doherty as Vice Chair; Elizabeth Murphy seconded. Roll call followed: Deborah Christen – yes; Elizabeth Murphy – yes, Paul Doherty – yes. 2. The minutes of the March 16, 2017 meeting were presented. Paul Doherty made a motion to accept the minutes ; Elizabeth Murphy seconded. All were in favor and the minutes were accepted. 3. The Executive Director Report:  Formula Funding award letter for FY2020 – 2018 money for deck; design for emergency generator. Elizabeth Murphy asked why funding is awarded so far in advance. The E.D. replied for planning purposes; broken down by quarter.  PMR draft year – Spending under by 10%. 10% taken, change budget via budget revision. Did very well on inspections, work orders and physical inspection of properties.  DHCD Resident Survey – 80% of heating problems were fixed within 24 hours or less.  DHCD Board Member On-line Certification due by June 19th. The E.D. discussed DHCD contacting t he Secretary of State and decision to revoke c. 121B, §5 changes. Everyone is to be elected the same way. 4. Financial Report (Feb/Mar/Apr):  Three months of financials for review (we did not receive the Feb/Mar statements in time for the March meeting).  April statement – page F2 – Reserves at 65.58%.  $4,228 to the good through April 30, 2017 – very good condition. Paul Doherty made a motion to accept the Feb/Mar/Apr 2017 financials ; Deborah Christen seconded and all were in favor. ===PAGE 2=== 5. Modernization Report:  Building Envelope Repair – to begin in May. 6. State-Aided Housing Report:  17 of the 18 work orders for April were completed within 72 hours. 7. Old Business: None 8. New Business: The following resolution was presented: RESOLUTION TO WRITE-OFF UNRECOVERABLE DEBTS RESOLUTION 201708 Whereas: There were no vacated tenant balances older than twelve (12) months for the Lunenburg Housing Authority as of March 31, 2017. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority verified there are no unrecoverable debts for vacated tenant balances older than twelve (12) months as of March 31, 2017. RESOLVED, Motion made by Paul Doherty to accept verification that there are no vacated tenant balances older than twelve (12) months a s of March 31, 2017 and therefore no unrecoverable debts to write-off. SECONDED, Deborah A.H. Christen seconded the motion, and the motion was passed by a unanimous vote. 9. Other Correspondence: Public Housing Notices Paul Doherty made a motion to adjourn the meeting at 7:12 p.m. Deborah Christen seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Annual Meeting Minutes Page 2. May 18, 2017 ======================================================================================== DOCUMENT : 2017-08-17-agenda-2974.txt BOARD : lunenburg-housing-authority DATE : 2017-08-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-08-17-agenda-2974.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08172017-2974 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-08-17-minutes-2974.txt BOARD : lunenburg-housing-authority DATE : 2017-08-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-08-17-minutes-2974.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08172017-2974 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING August 17, 2017 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/Recording Secretary Residents were present with comments. 1. The Chair declared a quorum present and opened the meeting at 6:40 p.m. 2. The minutes of the May 18, 2017 meeting were presented. Elizabeth Murphy made a motion to accept the minutes ; Linda McDonald seconded. All were in favor and the minutes were accepted. 3. The Executive Director Report:  The E.D. went over the Community Building Upgrade projects. 4. Financial Report:  Three months of financials for review (May/June/July).  July statement – page F2 – Reserves at 71.29%.  We are in very good condition. Paul Doherty made a motion to accept the Feb/Mar/Apr 2017 financials ; Caroline Fortin seconded and all were in favor. 5. Modernization Report:  Building Envelope Repair – construction completed, we are awaiting close -out documents. 6. State-Aided Housing Report:  We received 29 standard applications in July; 7 elderly/young disables; 22 family.  Overall occupancy is at 100%; there were no new vacancies for July.  19 of the 22 work orders for July were completed within 24 hours. 7. Old Business: None ===PAGE 2=== 8. New Business: The following resolution was presented: RESOLUTION TO WRITE-OFF UNRECOVERABLE DEBTS RESOLUTION 201709 Whereas: There were no vacated tenant balances older than ninety (90) days for the Lunenburg Housing Authority as of June 30, 2017. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority verified there are no unrecoverable debts for vacated tenant balances older than ninety (90) days as of June 30, 2017. RESOLVED, Motion made by Elizabeth Murphy to accept verification that there are no vacated tenant balances older than ninety (90) days as of June 30, 2017 and therefore no unrecoverable debts to write-off. SECONDED, Caroline Fortin seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION TO ALLOW A PROPRIETARY BID SPECIFICATION FOR THE WINDOW SASH REPLACEMENT AT THE 705-1 WHITE STREET DEVELOPMENT DHCD PROJECT #162026 RESOLUTION 201710 Whereas: The Lunenburg Housing Authority needs to replace the single pane windows at the 705-1 White Street development, and Whereas: The Lunenburg Housing Authority seeks to minimize its costs in providing window replacement at its 705-1 White Street development, and Whereas: It will reduce costs to use the same Anderson Narrowline Sash Conversion Kits for the window sash replacement. NOW THEREFORE BE IT RESOLVED: That the Lunenburg Housing Authori ty Board of Commissioners hereby votes to allow for a Proprietary Bid utilizing Anderson Narrowline Sash Conversion Kits for the window sash replacement at the 705 -1 White Street development for all windows within the specification. Resolved, Motion made by Paul Doherty to allow for a Proprietary Bid utilizing Anderson Narrowline Sash Conversion Kits for the window sash replacement. Seconded, Linda McDonald seconded the Motion, and the Motion was passed by a unanimous vote. ===PAGE 3=== Lunenburg Housing Authority Regular Meeting Minutes Page 2. August 17, 2017 RESOLUTION FOR CFA AMENDMENT #5 BETWEEN THE LUNENBURG HOUSING AUTHORITY AND THE DEPARTMENT OF HOUSING & COMMUNITY DEVELOPMENT FOR FORMULA FUNDING MASTER CFA – ALL DEVELOPMENTS WORK PLAN 5001 Resolution 201711 Whereas: The Lunenburg Housing Authority has the need 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 and extends the contract dates of service from June 30, 2019 to June 30, 2020: Fish #162015 FY2020 Formula Funding Award - $56,273.00 FY2017 Extraordinary Maintenance - $10,800.00 Whereas: The above mentioned contract, Capital Improvement Work Plan 5001, has been increased by $67,073.00 (total contract amount is now $640,241.00). NOW THEREFORE BE IT RESOLVED: That the Lunenburg Housing Authority Board of Directors authorizes the Chair or the Executive Director to sign the Standard Contract Amendment Form in conjunction with the projects listed on Amendment #5 for Capital Improvement Work Plan 5001 now being undertaken by the Department of Housing and Community Development and the Leominster Housing Authority. Resolved, Motion made by Linda McDonald to authorize the signing of the Standard Contract Amendment Form by the Chair or Executive Director in conjunction with the projects listed on Amendment #5 for Capital Improvement Work Plan 5001 currently being undertaken by t he Lunenburg Housing Authority and the Department of Housing and Community 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 FLOORING INSTALLATION Resolution 201712 WHEREAS: The Lunenburg Housing Authority has advertised for bids for flooring installation (VCT, Linoleum, Carpeting), and WHEREAS: The bids were due on Thursday, August 3, 2017 and one firm responded to our solicitation (see attached). Lunenburg Housing Authority Regular Meeting Minutes Page 3. August 17, 2017 ===PAGE 4=== NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Author ity Board of Commissioners approve the eligible and responsible bid from Capital Carpet and Flooring of Woburn, MA, for a one year contract in the amount not to exceed $13,750.00 and authorize the Chair, or their designee, to sign said contract and/or any other documents necessary. RESOLVED, Motion made by Paul Doherty to award the contract for flooring installation in the amount not to exceed $13,750.00 to the eligible and responsible bidder, Capital Carpet and Flooring of Woburn, MA and to authorize the signing of the contract, and/or any other documents necessary, by the Chair, or their designee. SECONDED, Caroline Fortin seconded the motion, and the motion was passed by a unanimous vote. 9. Other Correspondence: Public Housing Notices Elizabeth Murphy made a motion to adjourn the meeting at 7:15 p.m. Caroline Fortin seconded, all were in favor, and the meeting was adjourned. ===PAGE 5=== Lunenburg Housing Authority Regular Meeting Minutes Page 4. August 17, 2017 ======================================================================================== DOCUMENT : 2017-09-21-agenda-2975.txt BOARD : lunenburg-housing-authority DATE : 2017-09-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-09-21-agenda-2975.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09212017-2975 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-09-21-minutes-2975.txt BOARD : lunenburg-housing-authority DATE : 2017-09-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-09-21-minutes-2975.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09212017-2975 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING September 21, 2017 Members Present: Paul Doherty, Vice Chair Deborah A.H. Christen, Member Caroline Fortin, Member Linda McDonald, Member Members Absent: Elizabeth Murphy, Chair Also Present: Peter Proulx Executive Director Denise Ivaldi, Recording Secretary Residents were present with comments. 1. The Chair declared a quorum present and opened the meeting at 6:35 p.m. 2. The minutes of the August 17, 2017 meeting were presented. Caroline Fortin made a motion to accept the minutes ; Linda McDonald seconded. All were in favor and the minutes were accepted. 3. The Executive Director Report:  We are receiving a little extra money from DHCD for Capital Items: 1. Patio area 2. Deck – spring next year 3. Reshingle Community Room roof 4. Maintenance shed – remove roof, make higher and re-side. The E.D. will talk to the residents about the deck and discuss other possible uses for the space. 4. Financial Report (August 2017):  Monthly payroll was passed around for two board member signatures.  Page F2 – Reserves at 72.86%. Much higher than should be; spending a little money to use some up.  Page F3 - $11,084 ahead of budget. We will be pretty close to budget by year end. Paul Doherty made a motion to accept the August 2017 financials; Linda McDonald seconded and all were in favor. 5. Modernization Report:  Building Envelope Repair – this project is completed. 6. State-Aided Housing Report:  Overall occupancy is at 100%; we have one vacancy coming in September.  Work order report included. Board member asked how long work orders are left open. It depends on what is needed. ===PAGE 2=== 7. Old Business: None 8. New Business: The following resolution was presented: RESOLUTION TO ALLOW THE LUNENBURG HOUSING AUTHORITY TO REVISE THE REPLACEMENT FEES FOR MOVE-OUTS AND VANDALISM (AND COSTS FOR LIGHTS BULBS, ETC.) Resolution 201713 Whereas: The authority has an obligation to recover the costs for damages and other maintenance related charges as a result of move -outs 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 the current costs associated with damages and other maintenance related charges as a result of move - outs or vandalism. RESOLVED, Motion made by Deborah Christen to allow the Lunenburg Housing Authority to revise the maintenance fee schedule. SECONDED, Linda McDonald seconded the motion, and the motion was passed. On th e next resolution, the housing authority is happy with this contractor and would like to extend the three (3) year option. RESOLUTION TO EXERCISE OPTION TO RENEW SNOW REMOVAL CONTRACT Resolution Number 201714 Whereas: The Lunenburg Housing Authority would like to exercise the snow removal contract option to renew for three additional seasons (2017 -2018, 2019-2020, 2020 -2021) with Lakeview Nurseries in the total amount of $18,247.00. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Directors authorizes the Chairman, or their designee, to award and enter into said contract with Lakeview Nurseries, 308 Electric Avenue, Lunenburg, MA 01462 in the total amount of $18,247.00. Lunenburg Housing Authority Regular Meeting Minutes Page 2. September 21, 2017 ===PAGE 3=== RESOLVED, Motion made by Caroline Fortin to authorize the awarding and signing of any and all appropriate documents in connect ion with the snow removal contract option to renew for the 2017/2018, 2019/2020 and 2020/2021 seasons with Lakeview Nurseries in the total amount of $18,247.00. SECONDED, Motion was seconded by Deborah Christen and all were in favor. RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE LOWEST BID FOR THE WINDOW SASH REPLACEMENT AT THE PEARL BROOK 667-1 ELDERLY DEVELOPMENT WORK PLAN 5001; DHCD FISH 162026 Resolution 201715 WHEREAS: The Lunenburg Housing Authority has advertised for bids for the window sash replacement project at the 667-1 elderly development, and WHEREAS: A bid opening was held on September 8, 2017 and the Authority received six (6) bids to complete the work (see attached list), and WHEREAS: Vareika Construction, Inc., 219 Walnut Street, Suite B, West Bridgewater, MA 02379 submitted the lowest eligible and responsible bid in the amount of $47,300.00, with DHCD’s approval. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority authorize the Chair, or their designee, to award the contract for the window sash replacement project to the lowest eligible and responsible bidder, Vareika Construction, Inc., in the amount of $47,300.00. This vote shall further authorize the Executive Director to enter into the contract in connection with this bid. RESOLVED, Motion made by Linda McDonald to award the bid for the window sash replacement project at the 667 -1 elderly development to the lowest eligible and responsible bidder, Vareika Construction, Inc. in the amount of $47,300.00. SECONDED, Caroline Fortin seconded the motion and the motion was passed by a unanimous vote. Lunenburg Housing Authority Regular Meeting Minutes Page 3. September 21, 2017 ===PAGE 4=== The following resolution is for Substantial Completion. The work is completed but all documents were not submitted; Final Completion will be on agenda for next month. RESOLUTION AUTHORIZING SIGNING OF THE CERTIFICATE OF SUBSTANTIAL COMPLETION FOR THE BUILDING ENVELOPE REPAIR AT THE PEARL BROOK 667-1 ELDERLY DEVELOPMENT WORK PLAN 5001; DHCD PROJECT NUMBER 162022 Resolution 201716 Whereas: The Architect (Nisson -Siden Associates, Inc.) has inspected and recommended that the building envelope repair at the Pearl Brook 667 -1 elderly development has reached the point of Substantial Completion and, Whereas: It is anticipated that the representa tives 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 building envelope repair at the Pearl Brook 667-1 elderly development. RESOLVED, Motion made by Deborah Christen to accept the Substantial Completion of the building envelope repair at the Pearl Brook 667 -1 elderly development. SECONDED, Linda McDonald seconded the motion, and the motion was passed by a unanimous vote. 9. Other Correspondence: Public Housing Notices 10. Deborah Christen made a motion to adjourn the meeting at 6:52 p.m. Linda McDonald seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority ===PAGE 5=== Regular Meeting Minutes Page 4. September 21, 2017 ======================================================================================== DOCUMENT : 2017-10-19-agenda-2976.txt BOARD : lunenburg-housing-authority DATE : 2017-10-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-10-19-agenda-2976.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10192017-2976 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-10-19-minutes-2976.txt BOARD : lunenburg-housing-authority DATE : 2017-10-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-10-19-minutes-2976.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10192017-2976 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING October 19, 2017 Members Present: Elizabeth Murphy, Chair Paul Doherty, Vice Chair Deborah A.H. Christen, Member Linda McDonald, Member Members Absent: Caroline Fortin, Member Also Present: Benjamin Gold, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. The Chair declared a quorum present and opened the meeting at 6:40 p.m. 2. The minutes of the September 21, 2017 meeting were presented . Elizabeth Murphy made a motion to accept the minutes ; Paul Doherty seconded. All were in favor and the minutes were accepted. 3. The Executive Director Report:  The E.D. is on vacation/NAHRO Conference – November 3-14  Delay of DHCD budget guidelines; budget to the board November/December Paul Doherty asked if training for board members included certification like that of employees. Board member training is different than the NAHRO Certification Training which is for employees only. 4. Financial Report (September 2017):  Monthly payroll was passed around for two board member signatures.  Page F2 – Reserves at 70.19%. Some projects going forward include the patio outside the Community Room, maintenance shed renovation and Community Room roof. Paul Doherty asked why the wheelbarrow is always outside and not stored in the shed. He also asked which unit the water heater was replaced in. Elizabeth Murphy made a motion to accept the September 2017 financials ; Linda McDonald seconded and all were in favor. 5. Modernization Report:  New windows at 705 family units . Contract has been awarded; work to start, they are taking measurements tomorrow. 6. State-Aided Housing Report:  Fully occupied for September, no vacancies right now.  Work order report included. ===PAGE 2=== 7. Old Business: None 8. New Business: The following resolutions were presented: FY2017 4001 OPERATING BUDGET REVISION 1 SUBMISSION RESOLUTION 201717 WHEREAS: The Department of Housing and Community Development (DHCD) has issued additional capital funds, and WHEREAS: Those capital funds are intended to offset extraordinary maintenance costs, and WHEREAS: DHCD has requested LHA’s to submit a budget revision to the FY2017 budget to reflect this action. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board authorizes submission of Revision 1 to the 4001 Operating Budget for State -Aided Housing for Fiscal Year 2017, as directed by DHCD, and recommended by the Executive Director, RESOLVED, Motion made by Paul Doherty to submit Revision 1 to the FY2017 4001 Operating Budget for State -Aided Housing to the Department of Housing and Community Development. SECONDED, Elizabeth Murphy seconded the motion, and the motion as passed by a unanimous vote. RESOLUTION TO WRITE-OFF QUARTERLY UNRECOVERABLE DEBTS RESOLUTION 201718 Whereas: A tenant of the Lunenburg Housing Authority has vacated while owing rent and, Whereas: This person vacating owed $4.50 as of September 30, 2017 ( see attached list). The amount is ninety (90) days old as of September 30, 2017 and, Whereas: The Lunenburg Housing Authority staff has made every reasonable effort to collect said vacated amounts without success, Lunenburg Housing Authority Regular Meeting Minutes Page 2. October 19, 2017 ===PAGE 3=== NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority officially write-off $4.50 as uncollectable debts. RESOLVED, Motion made by Deborah Christen to write off $4.50 as uncollectible debts. SECONDED, Linda McDonald seconded the motion, and the motion was passed by a unanimous vote. 9. Other Correspondence: Public Housing Notices 10. Elizabeth Murphy made a mot ion to adjourn the meeting at 7:00 p.m. Linda McDonald seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 3. October 19, 2017 ===PAGE 4=== ======================================================================================== DOCUMENT : 2017-11-16-agenda-2977.txt BOARD : lunenburg-housing-authority DATE : 2017-11-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-11-16-agenda-2977.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11162017-2977 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-11-16-minutes-2977.txt BOARD : lunenburg-housing-authority DATE : 2017-11-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-11-16-minutes-2977.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11162017-2977 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING November 16, 2017 Members Present: Paul Doherty, Acting Chair Deborah A.H. Christen, Member Caroline Fortin, Member Linda McDonald, Member Members Absent: Elizabeth Murphy, Chair Also Present: Peter Proulx, Executive Director Denise Ivaldi, Recording Secretary 1. The Chair declared a quorum present and opened the meeting at 6:30 p.m. 2. The minutes of the October 19 , 2017 meeting were presented . Linda McDonald made a motion to accept the minutes ; Deborah Christen seconded. All were in favor and the minutes were accepted. 3. The Executive Director Report:  There was an error noted in the Quarterly Debt Write -Off resolution at last month’s meeting. The resolution stated $4.50 while the backup stated $54.50 (the correct amount). The board had approved the resolution and there is no further action required, the $54.50 was the amount used.  Project Update – Contractor in December for the community building roof, patio has been pulled up and is being regraded; bricks are back in. Maintenance shed – reroof, paint and spruce up around the shed. Windows for the family units – everything has been ordered.  Leominster has signed a Management Agreement with West Boylston Housing Authority. As we are moving toward formal regionalization, the E.D. explained the make-up the Board, elections, etc. as we progress. 4. Financial Report (October 2017):  Monthly payroll was passed around for two board member signatures.  Page F2 – Reserves at 70.92%. Spending $30,000 in next two months.  Page F3 - $19,598 ahead of budget through first ten months. Caroline Fortin made a motion to accept the October 2017 financials; Linda McDonald seconded and all were in favor. 5. Modernization Report:  705 Window Replacement – Work should be completed by second week of December. 6. State-Aided Housing Report:  98.15% occupied for October, one vacancy during the month.  Work order report included. ===PAGE 2=== 7. Old Business: None 8. New Business: None 9. Other Correspondence: Public Housing Notices 10. Deborah Christen made a motion to adjourn the meeting at 6:58 p.m. Linda McDonald seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 2. November 16, 2017 ===PAGE 3=== ======================================================================================== DOCUMENT : 2017-12-21-agenda-2978.txt BOARD : lunenburg-housing-authority DATE : 2017-12-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-12-21-agenda-2978.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12212017-2978 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2017-12-21-minutes-2978.txt BOARD : lunenburg-housing-authority DATE : 2017-12-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2017-12-21-minutes-2978.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12212017-2978 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING December 21, 2017 Members Present: Elizabeth Murphy, Chair Paul Doherty, Vice Chair Deborah A.H. Christen, Member Caroline Fortin, Member Linda McDonald, Member Also Present: Benjamin Gold, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. The Chair declared a quorum present and opened the meeting at 6:40 p.m. 2. The minutes of the November 16, 2017 meeting were presented . Deborah Christen made a motion to accept the minutes ; Linda McDonald seconded. All were in favor and the minutes were accepted. 3. The Executive Director Report:  DHCD FY18 budget guidelines still delayed. 4. Financial Report (November 2017):  Page F2 – Reserves at 72.58%; may come down due to patio and deck work.  Page F3 – Rents ahead; little behind in subsidy from DHCD.  November monthly payroll was passed around for review and two board member signatures. Caroline Fortin made a motion to accept the November 2017 financials; Deborah Christen seconded and all were in favor. 5. Modernization Report:  705 Window Replacement – Work is 100% complete. 6. State-Aided Housing Report:  38 applicants received, 14 elderly/young disabled and 24 family.  We have 600 applicants on the waiting list; 211 elderly/young disabled and 389 family.  One vacancy for November.  98.15% occupied for October, one vacancy during the month.  Work order report included. 7. Old Business: None ===PAGE 2=== 8. New Business: The following resolutions were presented: RESOLUTION TO APPROVE THE APPLICATION FOR the 2018 CAPITAL IMPROVEMENT PLAN – FORMULA FUNDING TO DHCD Resolution 201719 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 2018 and, Whereas: A meeting was held with the tenants on September 26 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 years 2018 to 2022 as presented and further authorize the Executive Director to submit the applicat ion to DHCD. RESOLVED, Motion made by Deborah A.H. Christen to authorize the Executive Director to submit the application for 2018 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 AUTHORIZING SIGNING OF THE CERTIFICATE OF FINAL COMPLETION AND FINAL PAYMENT FOR BUILDING ENVELOPE REPAIRS AT THE PEARL BROOK 667-1 ELDERLY DEVELOPMENT DHCD PROJECT NUMBER 162022 RESOLUTION 201720 Whereas: The Architect (Nilsson & Siden Associates) has inspected and recommended that the Building Envelope Repairs at the 667 -1 Pearl Brook development has reached the point of Final Completion and, Whereas: It is anticipated that the representatives from the Department of Housing & Community Development will agree with the assessment. Lunenburg Housing Authority Page 2. December 21, 2017 Regular Meeting Minutes ===PAGE 3=== NOW THEREFORE BE IT RESOLVED, That the Authority authorizes the Chair, or their designee, to sign the necessary documents in connection with the Certificate of Final Completion and Payments 3 ($6,745.00) and 4 ($4,623.45) for a total of $11,368.45 for the Building Envelope Repairs at the 667 -1 Pearl Brook development. RESOLVED, Motion made by Paul Doherty to accept the Final Completion and Final Payment for the Building Envelope Repairs at the 667 -1 Pearl Brook development. SECONDED, Linda McDonald seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION AUTHORIZING SIGNING OF THE CERTIFICATE OF SUBSTANTIAL COMPLETION FOR THE 705 WINDOW REPLACEMENT PROJECT WORK PLAN 5001; DHCD PROJECT NUMBER 162026 Resolution 201721 Whereas: Steve Larry, RCAT Project Manager, has inspected and recommended that the 705 window replacement project has reached the point of Substantial Completion. 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 705 window replacement project. RESOLVED, Motion made by Paul Doherty to accept the Substantial Completion of the 705 window replacement project. SECONDED, Caroline Fort in seconded the motion, and the motion was passed by a unanimous vote. 9. Other Correspondence:  Public Housing Notices  Town Elected Member Survey 10. Paul Doherty made a motion to adjourn the meeting at 7:00 p.m. Deborah Christen seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Page 3. December 21, 2017 Regular Meeting Minutes ===PAGE 4===