# lunenburg-housing-authority — 18 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 : 2019-01-24-agenda-2986.txt BOARD : lunenburg-housing-authority DATE : 2019-01-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-01-24-agenda-2986.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01242019-2986 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-02-21-agenda-2985.txt BOARD : lunenburg-housing-authority DATE : 2019-02-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-02-21-agenda-2985.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02212019-2985 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-02-21-minutes-2985.txt BOARD : lunenburg-housing-authority DATE : 2019-02-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-02-21-minutes-2985.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02212019-2985 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING February 21, 2019 Members Present: Paul Doherty, Chair Linda McDonald, Vice Chair Deborah A.H. Christen, Member Caroline Fortin, Member Also Present: Benjamin Gold, Interim Executive Director Denise Ivaldi, Recording Secretary Sue Honeycutt, Fenton & Ewald 1. The Chair declared a quorum present and opened the meeting at 6:32 p.m. 2. The minutes of the November 15, 2018 meeting were presented . Linda McDonald made a motion to accept the minutes; Deborah Christen seconded. All were in favor and the minutes were accepted. Although this is not the Annual Meeting, the Election of Officers is being held at this time as the Board has not met since November 2018. Vice Chair Paul Doherty has been Acting Chair since Elizbeth Murphy resigned her position on the board in The Acting Chair Paul Doherty turned the meeting over to Ben Gold. Ben opened the floor to the Board for nominations. Deborah Christen nominated Paul Doherty as Chair. Linda McDonald seconded, all were in favor and Paul Doherty accepted. Deborah Christen then nominated Linda McDonald as Vice Chair. Paul Doherty seconded, all were in favor and Linda McDonald accepted. 3. The Executive Director Report: • We hired a new Front Desk Clerk; Luz Gonzalez started on February 14th. • Ben will be attending the 37th Annual Legislative Day at the State House on March 7th. • Ben and Evelyn Perez talked to the Lunenburg Women’s Club about the application process for Pearl Brook. They were well received by those attending. • The LHA E.D. Search is underway. 4. Financial Report – Year-end report presented and reviewed by Sue Honeycutt. • Page F2 - $87,725 in the regular account; $10,633 in Accounts Receivable. Reserves are at 48.5% ($83,000); we are in good shape. • Page F3 – Income is about $8,000 less than projected/budgeted. • Page F3 – Solar credits – right now DHCD allows housing authority to keep 100%, this could go back to 25%. • Page F3 – Total administration is okay. Total utilities and total maintenance are both a little under. Non-routine maintenance is a little over. • Page F4 – List of non-routine maintenance: flooring, contributed to some modernization, appliances, copier and computer upgrades. The board asked how many payment agreements we have at the moment; will get back to them. Linda McDonald made a motion to accept the December 2018 year-end financial report. Deborah Christen seconded; all were in favor. ===PAGE 2=== 5. Modernization Report: • Septic system at Building #3 not working properly ; RCAT working on this. We have to pump more frequently. 6. State-Aided Housing Report: • We received 16 standard applications in January; 10 elderly/young disabled and 6 family. • There are 577 elderly/young disabled and 1,014 family applicants on the waiting list. • There were two lease-ups; no vacancies • CHAMP put on hold until April 1st; there were a few glitches. 7. Old Business: Status on post office and tenant mail boxes; will get update for next meeting. 8. New Business: The following resolutions were presented: RESOLUTION TO WRITE-OFF QUARTERLY UNRECOVERABLE DEBTS RESOLUTION 201901 Whereas: One tenant of the Lunenburg Housing Authority has vacated while owing rent and, Whereas: The person vacating owed $260.40 as of December 31, 2018 ( see attached list). The amount is ninety (90) days old as of December 31, 2018 and, Whereas: The Lunenburg Housing Authority staff has made every reasonable effort to collect said vacated amounts without success. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing A uthority officially write -off $260.40 as uncollectable debts effective January 2019 RESOLVED, Motion made by Caroline Fortin to write off $260.40 as uncollectible debts effective January 2019. SECONDED, Linda McDonald seconded the motion, and the motion wa s passed by a unanimous vote 9. Other Correspondence: • PHN Notices • February 2019 NAHRO Newsletter 10. No Resident Participation Requested. 11. Deborah Christen made a motion 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 2 February 21, 2019 ======================================================================================== DOCUMENT : 2019-03-21-agenda-2987.txt BOARD : lunenburg-housing-authority DATE : 2019-03-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-03-21-agenda-2987.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03212019-2987 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-03-21-minutes-2987.txt BOARD : lunenburg-housing-authority DATE : 2019-03-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-03-21-minutes-2987.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03212019-2987 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING March 21, 2019 Members Present: Paul Doherty, Chair Linda McDonald, Vice Chair Deborah A.H. Christen, Member Members Absent: Caroline Fortin, Member Also Present: Benjamin Gold, Executive Director Denise Ivaldi, Recording Secretary 1. The Chair declared a quorum present and opened the meeting at 6:47 p.m. 2. The minutes of the February 21, 2019 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: • Ben will be attending the NAHRO 2019 Annual Conference May 19-22. He encourages a couple of board members to attend as well. • DHCD Board Member Training - We are all set with this; thank you all for completing. • Leominster H.A. appointed Ben as the new Executive Director subject to DHCD final approval. Thank you for your support. 4. Financial Report – January/February 2019 • Page F2 – Reserves are at 44.43%. • Page F3 – We are doing okay with utilities. Maintenance overspent a little with snow removal. • We are generally doing good. Linda McDonald made a motion to accept both the January and February fin ancial report s. Deborah Christen seconded; all were in favor. 5. Modernization Report: • No ongoing projects at this time. • In 2020 we will focus on new roofs, LEAN and the septic system. Chair Paul Doherty asked if we could bring someone in once to do some landscaping, bushes and so forth. 6. State-Aided Housing Report: • We received 16 standard applications in February; 4 elderly/young disabled and 12 family. • CHAMP – still some issues, hopefully go live mid-April. • There are 583 elderly/young disabled and 1,014 family applicants on the waiting list. • There was one vacancy; no lease-ups. • Overall occupancy is at 98.15% 7. Old Business: The Board would like an update on the crank out windows. ===PAGE 2=== 8. New Business: The following resolutions were presented: On the first resolution for the 2019 budget resubmittal, the Executive Director noted that reserves were too low so we went through the budget and cut some costs. Reserves are now at 36%; we will do a budget revision later if needed. RESUBMITTAL OF 2019 4001 OPERATING BUDGET RESOLUTION 201903 WHEREAS: The Lunenburg Housing Authority has the need to resubmit the 4001 Operating Budget for State -Aided Housing for Fiscal Year 2019, representing a total budget revenue change from $301,137 to $296,958 (a decrease of $4,179), total expenses change from $330,795 to $314,616 (a decrease of $16,189) and a request for subsidy change from $47,893 to $43,714 (a decrease of $4,179). NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board authorizes the resubmission of the 4001 Operating Budget for State-Aided Housing for Fiscal Year 2019 representing a total budget revenue c hange from $301,137 to $296,958 (a decrease of $4,179), total expenses change from $330,795 to $314,616 (a decrease of $16,189) and a request for subsidy change from $47,893 to $43,714 (a decrease of $4,179) to the Department of Housing and Community Development, as directed by DHCD and recommended by the Executive Director. RESOLVED, Motion made by Deborah Christen to resubmit the 2019 Operating Budget for State -Aided Housing of the Lunenburg Housing Authority to the Department of Housing and Community Development. SECONDED, Linda McDonald seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION FOR CFA AMENDMENT #7 BETWEEN THE LUNENBURG HOUSING AUTHORITY AND THE DEPARTMENT OF HOUSING & COMMUNITY DEVELOPMENT FOR FORMULA FUNDING MASTER CFA – ALL DEVELOPMENTS WORK PLAN 5001 Resolution 201904 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, 2021 to June 30, 2022: Fish #162015 FY022 Formula Funding Award - $65,818.00 Whereas: The above-mentioned contract, Capital Improvement Work Plan 5001, has been increased by $65,818.00 (total contract amount is now $766.488.70). Lunenburg Housing Authority Regular Meeting Minutes Page 2 March 21, 2019 ===PAGE 3=== NOW THEREFORE BE IT RESOLVED: That the Lunenburg Housing Authority Board of Directors authorizes the Chair, or their designee, to sign the Standard Contract Amendment Form in conjunction with the projects listed on Amendment #7 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 their designee, in conjunction with the projects listed on Amendment #7 for Capital Improvement Work Plan 5001 currently being undertaken by the Lunenburg Housing Authority and the Department of Housing and Community Development. Seconded, Deborah A.H. Christen seconded the Motion, and the Motion was passed by a unanimous vote. RESOLUTION ADOPTING DHCD REVISED INCOME LIMITS FOR ADMISSION AND FMRs FOR CONTINUED OCCUPANCY Resolution 201905 Whereas: The Department of Housing and Community Development (DHCD) has revised the Income Limits for admission to state -aided public housing and for participation in the AHVP, as well as FMRs for Continued Occupancy, which are effective March 1, 2019 and, Whereas: The Lunenburg Housing Authority has been advised by DHCD, that the Revised Income Limits and FMRs should be adopted and, Whereas: The Authority is currently administering the Conventional Housing program and participating in the AHVP. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority adopt the Revised Income Limits and FMRs by household size specific for all sizes effective March 1, 2019. RESOLVED, Motion made by Deborah Christen to accept the Revised Income Limits for admission and FMRs for Continued Occupancy. SECONDED, Linda McDonald seconded the motion, and the motion was passed by a unanimous vote. 9. Other Correspondence: • PHN Notices (February) • NAHRO Newsletter – March/April 2019 10. No Resident Participation Requested. 11. Deborah Christen made a motion to adjourn the meeting at 7:09 p.m. Linda McDonald seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 3 March 21, 2019 ======================================================================================== DOCUMENT : 2019-04-18-agenda-2988.txt BOARD : lunenburg-housing-authority DATE : 2019-04-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-04-18-agenda-2988.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04182019-2988 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-04-18-minutes-2988.txt BOARD : lunenburg-housing-authority DATE : 2019-04-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-04-18-minutes-2988.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04182019-2988 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA April 18, 2019 Members Present: Paul Doherty, Chair Linda McDonald, Vice Chair Deborah A.H. Christen, Member Members Absent: Caroline Fortin, Member Also Present: Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. The Chair declared a quorum present and opened the meeting at 6:43 p.m. 2. The minutes of the March 21, 2019 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:  Adam Gautie introduced himself as the new Assistant Executive Director as of April 15 th. He has been with the Leominster H.A. for three years as the Chief Procurement Officer; prior to that with the Fall River H.A. for six years.  Adam and Ben will be attending the Mass NAHRO 2019 Annual Conference May 19-21; Chair Paul Doherty will also be attending.  DHCD PHN 2019 -07 on Regionalization – DHCD is looking from housing authority input.  DHCD Performance Management Review (PMR) – Board member training will be a criterion now. 4. Financial Report – March 2019  Page F2 – Reserves are at a healthy 48.97%.  Page F3 – Everything is good; there are no negatives.  Monthly payroll passed around for two board member signatures. Linda McDonald made a motion to accept the March financial report. Deborah Christen seconded; all were in favor. 5. Modernization Report:  No ongoing projects at this time. 6. State-Aided Housing Report:  We received 19 standard applications in March; 9 elderly/young disabled and 10 family (three emergency).  CHAMP went live April 10th.  There are 596 elderly/young disabled and 1,052 family applicants on the waiting list.  There was one vacancy; no lease-ups.  Overall occupancy is at 98.15% ===PAGE 2=== 7. Old Business: The Board previously asked for an update on the crank -out windows. The contractor came out; cleaned four to five windows and showed Keith how to. Tenants have to call in a work order if they are having any issues. 8. New Business: The following resolution was presented: RESOLUTION TO WRITE-OFF QUARTERLY UNRECOVERABLE DEBTS RESOLUTION 201906 Whereas: One tenant of the Lunenburg Housing Authority has vacated while owing rent and, Whereas: The person vacating owed $3,059.20 as of March 31, 2019 ( see attached list). The amount is ninety (90) days old as of March 31, 2019 and, Whereas: The Lunenburg Housing Authority staff has made every reasonable effort to collect said vacated amounts without success. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority officially write -off $3,059.20 as uncollectable debts effective April 2019 RESOLVED, Motion made by Linda McDonald to write off $3,059.20 as uncollectible debts effective April 2019. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote 9. Other Correspondence:  DHCD Public Housing Notices (March) 10. No Resident Participation Requested. 11. Deborah Christen made a motion to adjourn the meeting at 7:01 p.m. Linda McDonald seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 2 April 18, 2019 ======================================================================================== DOCUMENT : 2019-08-15-agenda-2994.txt BOARD : lunenburg-housing-authority DATE : 2019-08-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-08-15-agenda-2994.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08152019-2994 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-08-15-minutes-2994.txt BOARD : lunenburg-housing-authority DATE : 2019-08-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-08-15-minutes-2994.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08152019-2994 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA August 15, 2019 Members Present: Linda McDonald, Vice Chair Deborah A.H. Christen, Member Karin Menard, Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. The Chair declared a quorum present and opened the meeting at 6:41 p.m. 2. The minutes of the April 18, 2019 meeting were presented. Deborah Christen made a motion to accept the minutes; Karin Menard seconded. All were in favor and the minutes were accepted. 3. The Executive Director Report:  Ben Gold welcome new board member Karin Menard.  Ben Gold asked for a moment of silence with the sad loss of Chair Paul Doherty in May.  Met with residents following the CIP meeting to addresses any issues/concerns they had.  DHCD On-Line Board Member Training – will impact this year’s PMR so if you haven’t completed please do so.  Conflict of Interest Law Training to be completed every two years. 4. Financial Report – April – July 2019  Page F2 – Reserves are at 64.92%.  Page F3 – Shelter rents are doing well, on target. Utilities and Administrative Expenses are good. No concerns at this time.  Page F4 – Budgeted $20,000 for extraordinary maintenance, spent $4,000 on vacancies  Monthly payroll passed around for two board member signatures. Deborah Christen made a motion to accept the April, May, June and July financial reports. Karin Menard seconded; all were in favor. 5. Modernization Report:  Underground Fire Alarm Wiring Replacement – old, replace before issues arise.  Septic System Replacement – Project is with DHCD, soliciting for designer.  705 Roof Replacement – Received six (6) bids, low bidder was E5 Bu ilders LLC in Leominster for $24,900.  Work Order Report – Six (6) work orders received, all completed. ===PAGE 2=== 6. State-Aided Housing Report:  CHAMP – There are some applicant selection process changes which are being implemented now.  Applications received in July – 15 elderly/young disabled and 8 family.  Applicants currently on the waiting list – 266 elderly, 220 young disabled, 668 family two bedroom and 350 family three bedroom.  We are currently at 96.23% occupancy.  In July there was one new lease-up and one new vacancy. 7. Unfinished Business: None 8. New Business: The following resolutions were presented: Adam Gautie went over the projects for the FY 2020 formula funding. RESOLUTION TO APPROVE THE APPLICATION FOR THE 2020 CAPITAL IMPROVEMENT PLAN – FORMULA FUNDING TO DHCD Resolution 201907 Whereas: DHCD will annually provide a given amount of capital development funding through a “formula funding” allocation to address deficiencies and deferred maintenance issues identified and, Whereas: The Lunenburg Housing Authority has the need to submit an application for Capital Improvement Plan (CIP) to DHCD for the year 2020 and, Whereas: A meeting was held with the tenants on August 8 th for their comment and input as required by DHCD. NOW THEREFORE BE IT RESOLVED, That the members of the Lunenburg Housing Authority Board of Commissioners have reviewed and approved the five -year Capital Improvement Plan (CIP) Formula Funding for years 2020 to 2024 as presented and further authorize the Executive Directo r to submit the application to DHCD. RESOLVED, Motion made by Karin Menard to authorize the Executive Director to submit the application for 2020 Capital Improvement Plan (CIP) Formula Funding, as proposed, to DHCD. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote. There was discussion on reserves possibly being used for the Community Room deck. Lunenburg Housing Authority Regular Meeting Minutes Page 2 August 15, 2019 ===PAGE 3=== On the following resolution, Chair was changed to Vice Chair. ACKNOWLEDGEMENT BY EXECUTIVE DIRECTOR AND BOARD APROVAL WAGE MATCH ACKNOWLEDGEMENT REGARDING CONFIDENTIALITY OF INFORMATION AND DOR DISCLOSURE & SECURITY TRAINING FOR SAFEGUARDING INFORMATION Resolution 201908 Whereas: DHCD has issued Public Housing Notice (PHN) 2019 -16 – Wage Match for State Housing Program Tenants, and Whereas: All Leominster Housing Authority (as managing agent for Lunenburg Housing Authority) employees who have access to D OR information have read and executed required training and acknowledgements as set forth in PHN 2019-16 and signed acknowledgements will be retained on file at the housing authority (see attached list of employees), and Whereas: After Board Approval, the Executive Director, as well as the Vice Chairperson of the Housing Authority Board, must sign the PHN 2019 -16 Certification and return to DHCD along with the employee list. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commis sioners approves Certification of PHN 2019-16 by both the Executive Director and the Vice Chair as required by DHCD. RESOLVED, Motion made by Deborah Christen to approve Certification of PHN 2019 - 16 by both the Executive Director and Vice Chair (with signe d acknowledgements being retained on file at the housing authority). SECONDED, Karin Menard seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION TO RATIFY EXTENSION OF LAUNDRY CONTRACT WITH CSC SERVICE WORKS RESOLUTION 201909 WHEREAS: The Lunenburg Housing Authority advertised for laundry machine service proposals which were due May 1, 2019 and WHEREAS: The Lunenburg Housing Authority needed time to receive resident feedback and to order the new laundry machines and WHEREAS: The Lunenburg Housing Authority would like to ratify the extension of the current laundry contract with CSC Service Works for two months with a termination date of August 1, 2019. Lunenburg Housing Authority Regular Meeting Minutes Page 3 August 15, 2019 ===PAGE 4=== NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners authorizes the ratification of the extension of the laundry contract with CSC Service Works for an additional two months with a t ermination date of August 1, 2019 and further authorizes the Chair or their designee to sign any other documents necessary. RESOLVED, Motion made by Karin Menard to ratify the laundry contract extension with CSC Service Works for an additional two months w ith a termination date of August 1, 2019 and further authorizes the Chair or their designee to sign any other documents necessary. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote. RESOLUTION AUTHORIZING THE CONTRACT AWARD FOR REPLACEMENT OF LAUNDRY MACHINE SERVICES RESOLUTION 201910 WHEREAS: The Lunenburg Housing Authority has the need for the replacement of laundry machine services, and WHEREAS: The Lunenburg Housing Authority advertised for laundry machine service proposals, and WHEREAS: The proposals were due on or before 12:00 p.m. Wednesday, May 1, 2019 and two firms responded (see attached memo). NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority authorizes the award of a five -year contract with option to extend for an additional five years for the replacement of laundry machine services to Automatic Laundry based on their responsive, responsible and highly advantageous proposal and further authorize the Executive Director to sign said contract. RESOLVED, Motion made by Karin Menard to award a five -year contract for laundry machine services to Automatic Laundry with an option to extend for an additional five years and fur ther authorizes the Executive Director to sign said contract. SECONDED, Deborah Christen seconded the motion and the motion was passed by a unanimous vote. Lunenburg Housing Authority Regular Meeting Minutes Page 4 August 15, 2019 ===PAGE 5=== RESOLUTION FOR ACCOUNTING SERVICES Resolution 201911 Whereas: The Lunenburg Housing Authority requires a fee accountant to assist the agency in maintaining compliance with both State and Federal financial requirements and, Whereas: The Lunenburg Housing Authority has used the firm of Fenton, Ewald & Associates, P.C. for a number of years and, Whereas: The Lunenburg Housing Authority is satisfied with the performance of Fenton, Ewald & Associates, P.C. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority enter into a contract for Accounting services with Fenton, Ewald & Associates, P.C. for the period January 1, 2019 through December 31, 2019. RESOLVED, Motion made by Karin Menard to enter into contract for accounting services. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote. On the following resolution the Board requested that the wording “rent and related costs” be used. RESOLUTION TO WRITE-OFF QUARTERLY UNRECOVERABLE DEBTS RESOLUTION 201912 Whereas: One tenant of the Lunenburg Housing Authority has vacated while owing rent and other related costs and Whereas: The person vacating owed $11,593.63 as of June 30, 2019 ( see attached list). The amount is ninety (90) days old as of June 30, 2019 and, Whereas: The Lunenburg Housing Authority staff has made every reasonable effort to collect said vacated amounts without success. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Autho rity officially write -off $11,593.63 as uncollectable debts effective August 2019 RESOLVED, Motion made by Karin Menard to write off $11.593.63 as uncollectible debts effective August 2019. SECONDED, Deborah Christen seconded the motion, and the motion was passed by a unanimous vote Lunenburg Housing Authority Regular Meeting Minutes Page 5 August 15, 2019 ===PAGE 6=== RESOLUTION TO APPROVE DELTA DENTAL COVERAGE FOR EMPLOYEES RESOLUTION 201913 Whereas: Lunenburg Housing Authority does not currently offer dental coverage to its employees and Whereas: The Leominster Housing Authority has a plan in place where the employees pay 15% of the premium and Housing Authority pays 85 % of the premium and Lunenburg Housing Authority employees could be added to the Leominster plan. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners approves Delta Dental coverage for employees through the Leominster Housing Authority plan. RESOLVED, Motion made by Deborah Christen approve Delta Dental coverage for employees through the Leominster Housing Authority plan. SECONDED, Karin Menard seconded the motion, and the motion was passed by a unanimous vote On the following resolution, “ES” Builders was changed to “E5” Builders. RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE LOWEST BID FOR THE ROOF REPLACEMENT AT PEARL BROOK (705) DHCD Project # 162032 Resolution 201914 WHEREAS: The Lunenburg Housing Authority has advertised for bids for roof replacement at the Pearl Brook (705) development, and WHEREAS: The bids were due by 2:00 p.m. on Wednesday, August 14, 2019 and six (6) bids were received (see attached bid results). NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners approve the lowest eligible and responsive bidder E5 Builders LLC, 45 Granite Street, Leominster, MA 01453 with a bid of $24,900.00 and further authorizes the Chair, or their designee, to sign said contract and/or any other documents necessary. Lunenburg Housing Authority Regular Meeting Minutes Page 6 August 15, 2019 ===PAGE 7=== RESOLVED, Motion made by Deborah Christen to award the contract for roof replacement at the Pearl Brook (705) development to the lowes t eligible and responsive bidder E5 Builders LLC, 45 Granite Street, Leominster, MA 01453 with a bid of $24,900.00 and further authorizes the signing of the contract, and/or any other documents necessary, by the Chair, or their designee. SECONDED, Karin M enard seconded the motion, and the motion was passed by a unanimous vote. 9. Other Correspondence:  DHCD Public Housing Notices  NAHRO Newsletter 10. No Resident Participation Requested. 11. Deborah Christen made a motion to adjourn the meeting at 7:19 p.m. Karin Menard seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 7 August 15, 2019 ======================================================================================== DOCUMENT : 2019-09-05-agenda-2990.txt BOARD : lunenburg-housing-authority DATE : 2019-09-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-09-05-agenda-2990.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09052019-2990 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-09-05-minutes-2990.txt BOARD : lunenburg-housing-authority DATE : 2019-09-05 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-09-05-minutes-2990.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09052019-2990 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE SPECIAL MEETING 131 White Street, Lunenburg, MA September 5, 2019 Members Present: Linda McDonald, Vice Chair Deborah A.H. Christen, Member Karin Menard, Member Also Present: Benjamin Gold, Executive Director Denise Ivaldi, Recording Secretary 1. The Chair declared a quorum present and opened the meeting at 5:33 p.m. The purpose of the Special Meeting was to approve two resolutions on the 705 -roof replacement at Pearl Brook. 2. New Business: The following resolutions were presented: RESOLUTION ACCEPTING LOW BID WITHDRAWAL FROM E5 BUILDERS LLC FOR THE 705 ROOF REPLACEMENT AT PEARL BROOK DHCD Project # 162032 Resolution 201915 WHEREAS: E5 Builders LLC has withdrawn their bid of $24,900.00 for the roof replacement at the Pearl Brook (705) development (see attached memo). NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners accepts the low bid withdraw al from E5 Builders LLC, 45 Granite Street, Leominster, MA 01453 for the 705-roof replacement at Pearl Brook. RESOLVED, Motion made by Linda McDonald to accept the low bid withdrawal from E5 Builders LLC, 45 Granite Street, Leominster, MA 01453 for the 705- roof replacement at Pearl Brook. SECONDED, Karin Menard seconded the motion, and the motion was passed by a unanimous vote. ===PAGE 2=== RESOLUTION AUTHORIZING THE ACCEPTANCE AND APPROVAL OF THE SECOND LOWEST BID FOR THE ROOF REPLACEMENT AT PEARL BROOK (705) DHCD Project # 162032 Resolution 201916 WHEREAS: The Lunenburg Housing Authority advertised for bids for roof replacement at the Pearl Brook (705) development, and WHEREAS: The bids were due by 2:00 p.m. on Wednesday, August 14, 2019 and six (6) bids were received (see attached bid results) and WHEREAS: The lowest eligible and responsive bidder E5 Builders LLC withdrew their bid. NOW THEREFORE BE IT RESOLVED, That the Lunenb urg Housing Authority Board of Commissioners approve the second lowest eligible and responsive bidder JJS Universal Construction Company, 63 Airport Road, Dudley, MA 01571 with a bid of $26,640.00 and further authorizes the Chair or their designee to sign said contract and/or any other documents necessary. RESOLVED, Motion made by Deborah Christen to award the contract for roof replacement at the Pearl Brook (705) development to the second lowest eligible and responsive bidder JJS Universal Construction Com pany, 63 Airport Road, Dudley, MA 01571 with a bid of $26,640.00 and further authorizes the signing of the contract and/or any other documents necessary by the Chair or their designee. SECONDED, Linda McDonald seconded the motion, and the motion was passe d by a unanimous vote. 3. Deborah Christen made a motion to adjourn the meeting at 5:37 p.m. Linda McDonald seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Special Meeting Minutes Page 2 September 5, 2019 ======================================================================================== DOCUMENT : 2019-10-01-agenda-2991.txt BOARD : lunenburg-housing-authority DATE : 2019-10-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-10-01-agenda-2991.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10012019-2991 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-10-01-minutes-2991.txt BOARD : lunenburg-housing-authority DATE : 2019-10-01 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-10-01-minutes-2991.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10012019-2991 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF JOINT MEETING WITH THE BOARD OF SELECTMEN TO MUTUALLY APPOINT TO HOUSING AUTHORITY BOARD VACANCY DUE TO FAILURE TO ELECT Town Hall, Joseph F. Bilotta Meeting Room, 17 Main Street, 2nd Floor October 1, 2019 Members Present: Linda McDonald, Vice Chair Deborah A.H. Christen, Member Karin Menard, Member Others Present: Lunenburg Board of Selectmen The Vice Chair declared a quorum present and called the meeting to order at 7:20 p.m. Mr. Ronald Dionne, 131 White Street, spoke before both boards on his background. The Lunenburg Housing Authority Board and the Board of Selectman voted to appoint Mr. Dionne to the Lunenburg Housing Authority Board until the next annual town election in May 2020. Deborah Christen made a motion to adjourn the meeting at 7:30 p.m. Karin Menard seconded, all were in favor, and the meeting was adjourned. Respectfully submitted: ________________________ Linda McDonald, Vice Chair ===PAGE 2=== Lunenburg Housing Authority Regular Meeting Minutes Page 7 August 15, 2019 ======================================================================================== DOCUMENT : 2019-10-17-agenda-2992.txt BOARD : lunenburg-housing-authority DATE : 2019-10-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-10-17-agenda-2992.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10172019-2992 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-10-17-minutes-2992.txt BOARD : lunenburg-housing-authority DATE : 2019-10-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-10-17-minutes-2992.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10172019-2992 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA October 17, 2019 Members Present: Deborah A.H. Christen, Acting Chair Karin Menard, Member Ronald Dionne, member Members Absent: Linda McDonald, Vice Chair Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. The Acting Chair declared a quorum present and opened the meeting at 6:37 p.m. 2. The minutes of the August 15, 2019 and September 5, 2019 meetings were presented. Karin Menard made a motion to accept both minutes; Deborah Christen seconded and the minutes were accepted. Ronald Dionne abstained as he was not at the meeting. 3. The Executive Director Report:  Ben Gold welcomed new board member Ronald Dionne, a resident of Pearl Brook.  Ben Gold, Adam Gautie, Gerson Cintron and Dennis Plante met with the tenants in September to discuss any issues. Major discussion was on smoking issues. Seven tenants attended; may send out a survey to tenants on this issue.  Ben Gold and Adam Gautie are attending the MassNAHRO Fall Conference November 18th and 19th.  Ben Gold was appointed to the MassNAHRO Professional Development Committee and Legislative Committee. 4. Financial Report – September 30, 2019  Page F2 – Reserves are at 70.30%, healthy.  Page F3 – Shelter rents are a little behind. Utilities and Administrative Expenses are good. Maintenance costs are also good.  Page F4 – Budgeted $20,000 for extraordinary maintenance, spent $4,000 on vacancies  Monthly payroll passed around for two board member signatures. Sue Honeycutt will come to the November meeting to go over the FY2020 budget. Karin Menard made a motion to accept the September financial r eport. Deborah Christen seconded; all were in favor. ===PAGE 2=== 5. Modernization Report:  Underground Wiring for Fire Alarm Panel – in design phase with DHCD.  Septic System Replacement – in planning phase with DHCD.  705 Roof Replacement – On-going; two out of three completed.  Work Order Report – Six (6) work orders received, five completed. 6. State-Aided Housing Report:  14 applications received in September – 5 elderly/young disabled and 9 family.  We are currently at 96.08% occupancy.  In September there were no new lease-up and two new vacancies. 7. Unfinished Business: None 8. New Business: The following resolutions were presented: Ben Gold explained that DHCD PHNs 2018 -09 and 2018 -23 allow for a 10% increase in ANUEL. RESOLUTION AUTHORIZING THE AMENDMENT TO THE MANAGEMENT SERVICES AGREEMENT WITH THE LEOMINSTER HOUSING AUTHORITY Resolution 201917 Whereas: DHCD Public Housing Notices 2018-09 and 2018-23 provide guidance on applying Annual Non -Utility Expense Level (ANUEL) increases toward management fees collected under a current, DHCD-approved Management Services Agreement between an Owner LHA and a Management Agent and Whereas: LHAs may amend their Management Services Agreements to increase the management fee eac h budget year in accordance with the Owner’s ANUEL increase published in the DHCD Budget Guidelines for that budget year, so long as both parties agree to the increase and Whereas: DHCD has increased the FY 2020 budget ANUEL by 10% and set a maximum Management fee of $42,726. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Authority Board of Commissioners authorizes the amendment to the Management Services Agreement with Leominster Housing Authority to increase the management fee to $39,204 contingent on DHCD approval. RESOLVED, Motion made by Karin Menard to authorize the amendment to the Management Services Agreement with the Leominster Housing Authority to increase the management fee to $39,204 contingent on DHCD approval. SECONDED, Ronald Dionne seconded the motion, and the motion was passed by a vote of 3 to 0. Lunenburg Housing Authority ===PAGE 3=== Regular Meeting Minutes Page 2 October 17, 2019 RESOLUTION TO WRITE-OFF QUARTERLY UNRECOVERABLE DEBTS RESOLUTION 201918 Whereas: A tenant of the Lunenburg Housing Authority has vacated while owing rent and/or tenant balances not recoverable per the Housing Manager and Whereas: The person vacating owed $409.00 as of September 30, 2019 ( see attached list ). The amount is ninety (90) days old as of September 30, 2019 and, Whereas: The Lunenburg Housing Authority staff has made every reasonable effort to collect said vacated amounts without success. NOW THEREFORE BE IT RESOLVED, That the Lunenburg Housing Aut hority officially write -off $409.00 as uncollectable debts effective October 2019 RESOLVED, Motion made by Ronald Dionne to write off $409.00 as uncollectible debts effective October 2019. SECONDED, Karin Menard seconded the motion, and the motion was pass ed by a unanimous vote 9. Other Correspondence:  PHN 2019-19 Executive Director Salary/Qualifications Schedule  PHN 2019-20 Guidelines for DHCD Acceptance of net-new State Public Housing Units  PHN 2019-22 FY2020 Budget Guidelines  PHN 2019-23 RCAT Advisory Board  PHN 2019-24 NOFA-Technical Assistance for Creation of Regional Housing Authorities Ben Gold informed the Board he and Adam Gautie were interested in pursuing the NOFA for Technical Assistance on Regional Housing Authorities. 10. No Resident Participation Requested. 11. Karin Menard made a motion to adjourn the meeting at 7:05 p.m. Ronald Dionne seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority ===PAGE 4=== Regular Meeting Minutes Page 3 October 17, 2019 ======================================================================================== DOCUMENT : 2019-10-29-agenda-3004.txt BOARD : lunenburg-housing-authority DATE : 2019-10-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-10-29-agenda-3004.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10292019-3004 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-11-21-agenda-2993.txt BOARD : lunenburg-housing-authority DATE : 2019-11-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-11-21-agenda-2993.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11212019-2993 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-11-21-minutes-2993.txt BOARD : lunenburg-housing-authority DATE : 2019-11-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2019-11-21-minutes-2993.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11212019-2993 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA November 21, 2019 Members Present: Linda McDonald, Vice Chair Deborah A.H. Christen, Member Karin Menard, Member Ronald Dionne, member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Sheila Lancelotta, Director of Finance Denise Ivaldi, Recording Secretary 1. Vice Chair Linda McDonald declared a quorum present and opened the meeting at 6:30 p.m. Opportunity for Public Comments:  Brick walkway in front of Community Room is higher than the area around it.  Tenant Parking area near family units along the wall needs attention. Will fill in with loom and seed the area.  Recycling is always overflowing; can more pick-ups be scheduled. At this time Vice Chair Linda McDonald moved to the October Financial Report as Sheila Lancelotta was present to review the report with the Board and present the FY20 budget submission.  The housing authority is looking v ery, very good. Reserves are at 68.21% (42% in January, 60% in June). Shelter rents were budgeted at $209,000; actual is $206,000. Net Metering credits of $15,000. Administrative expenses and utilities look great. Deborah Christen made a motion to acc ept the October financial r eport. Ronald Dionne seconded; all were in favor. Monthly payroll passed around for two board member signatures.  Resolution 201919 Submission of the FY2020 400 -1 Operating Budget to DHCD . Sheila Lancelotta noted there were thr ee areas of DHCD funding the housing authority will benefit from: a 10% increase in ANUEL, a one -time $5,000 award for technical items such as computers, software, etc. and a direct exemption of $200 per unit for health and safety ($10,800). We have reached out to Steve Larry/RCAT for some ideas on using the health and safety exemption ; there was some discussion on walkways cracking from roots and puddling. Sheila Lancelotta continued to go over the budget with the Board, noting areas that would incr ease, decrease or remain the same based on needs. She stated that as of tonight she was presenting a balanced budget. Motion to approve the DHCD FY2020 400 - 1 Operating Budget as presented by Sheila Lancelotta was made by Deborah Christen . Ronald Dionne seconded and the motion was passed by a 4 to 0 vote. The Board thanked Sheila for coming in. 2. The minutes of the October 1, 2019 and October 17 , 2019 meetings were presented. Ronald Dionne made a motion to accept both minutes; Deborah Christen seconded and the minutes were accepted. Ronald Dionne abstained as he was not at the meeting. ===PAGE 2=== 3. The Executive Director Report:  Report on Agreed-Upon Procedures (AUP) for December 31, 2018 – there was one finding.  Ben Gold appointed to MassNAHRO Board of Directors.  Ben Gold was appointed to the MassNAHRO Professional Development and Legislative Committees. 5. Modernization Report:  Underground Wiring for Fire Alarm Panel (Fish #162030) – DHCD soliciting for a designer.  Septic System Replacement (Fish #162031) – in planning phase with DHCD ; possibly replace all three systems now per DHCD (originally to replace two systems).  705 Roof Replacement (Fish #162032) – Project is complete.  Work Order Report – 30 routine wo rk orders received, 27 completed; 4 emergency work orders, all completed. 6. State-Aided Housing Report:  20 applications received in October – 12 elderly/young disabled and 8 family.  We are currently at 100% occupancy.  Two family lease-up in November to date. 7. Unfinished Business: None 8. New Business: The following resolutions were presented by the Chair: Resolution 201920 Certificate of Substantial Completion in conjunction with the roof replacement at 705 Family Units, DHCD Fish #162032. Steve Larry, RCAT Regional Engineer, inspected the roof replacement and recommends substantial completion acceptance, contingent on DHCD’s approval. Motion made by Deborah Christen to authorize the Chair or their designee to sign the necessary document s in connection with the substantial completion of the roof replacement. Ronald Dionne seconded and the motion was passed by a 4 to 0 vote. Resolution 2019 21 Certificate of Final Completion and Payment in conjunction with the roof replacement at 705 Family Units, DHCD Fish # 162032. Steve Larry, RCAT Regional Engineer, inspected the roof replacement and recommends final completion acceptance, contingent on DHCD’s approval. Motion made by Deborah Christen to authorize the Chair or their designee to sign the necessary documents in connection with the final completion of the roof replacement. Ronald Dionne seconded and the motion was passed by a 4 to 0 vote. 9. Other Correspondence:  PHN 2019-25 AIMM Program Rules and Application  PHN 2019-26 Notice of Funding Availability (NOFA) for Creative Place-making Grants 10. No Resident Participation Requested. 11. Deborah Christ en made a motion to adjourn the meeting at 7:10 p.m. Ronald Dionne seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 2 November 21, 2019