# lunenburg-housing-authority — 17 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 : 2020-01-23-agenda-2997.txt BOARD : lunenburg-housing-authority DATE : 2020-01-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-01-23-agenda-2997.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01232020-2997 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2020-01-23-minutes-2997.txt BOARD : lunenburg-housing-authority DATE : 2020-01-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-01-23-minutes-2997.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01232020-2997 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA January 23, 2020 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 Denise Ivaldi, Recording Secretary 1. Vice Chair Linda McDonald declared a quorum present and opened the meeting at 6:34 p.m. Opportunity for Public Comments:  Parking at corner, people parking in no parking area. Housing authority is working on this issue. Ben Gold asked for a moment of silence for former Executive Director Gene Capoccia who passed away earlier this month. Gene was Executive Director for 25 years with t he Leominster Housing Authority. He was a top-notch guy; let’s take a moment to think about him and his wife. Ben Gold introduced our new maintenance supervisor Scott MacKenzie; who was previously at the Ayer Housing Authority. Scott told the Board he was glad to be here; he is a Lunenburg resident. He takes pride in his work and the complex. Election of Officer put on hold until a future meeting. 2. The minutes of the November meeting will be provided next month. 3. The Executive Director Report:  We received DHCD FY2023 formula funding award letter in the amount of $70,196.  Mass NAHRO v DHCD, E.D. lawsuit (some Executive Directors involved in this). The claim is that DHCD is over -reaching with E.D. contracts, providing more than general guidance. 4. Financial Report (November 2019):  Reserves are at 70.27%. We are doing well for Utilities; Maintenance and Extraordinary Maintenance are both good. Motion to accept the November 2019 financial report was made by Karin Menard. Deborah Christen seconded; all were in favor. Monthly payroll passed around for two board member signatures. ===PAGE 2=== 5. Modernization Report:  Underground Wiring for Fire Alarm Panel (Fish #162030) – DHCD waiting on revised fee proposal from Nangle Engineering.  Septic System Replacement (Fish #162031) – Pumping all three systems at 705s; hopefully all three systems will be replaced this summer.  FY2020 Health & Safety Exterior Lighting (Fish #162034) – DHCD awarded an additional grant of $10,000; will use for outs ide lighting near the dumpsters in addition to the front parking lot.  Work Order Report – 32 routine work orders received, 22 completed; 3 emergency work orders, 2 completed. 6. State-Aided Housing Report:  12 applications received in December – 7 elderly/young disabled and 5 family.  No lease-ups or vacancies in December.  We are currently at 100% occupancy. 7. Unfinished Business: None 8. New Business: The following resolution was presented by the Chair: Resolution 202001 Quarterly Unrecoverable Debt Write-Offs. A tenant of the Lunenburg Housing Authority vacated while owing rent and/or tenant balances of $ 296.77 not recoverable per the Housing Manager; this balance is older than ninety (90) days as of December 31, 2019. Motion made by Deborah Christen to write-off $296.77 as uncollectable debts. Karin Menard seconded and the motion was passed by a 4 to 0 vote. 9. Other Correspondence:  DHCD PHN 2019-27 FY20 Health & Safety Initiative: Small Project Round  DHCD PHN 2019-28 Massachusetts State-Aided Housing Programs Property, Boiler & Machinery and Crime Insurance  DHCD PHN 2019-29 Clarification of DHCD Standards for Reviewing Benefits Provisions of Local Housing Authority Executive Director Contracts  DHCD PHN 2019-30 Release of Updated Top Compensation Form  DHCD PHN 2019 -31 CHAMP Tenant Selection Performance Area in Performance Management Review 10. No Resident Participation Requested. 11. Deborah Christen made a motion to adjourn the meeting at 7:06 p.m. Karin Menard seconded, all were in favor, and the meeting was adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 2 January 23, 2019 ======================================================================================== DOCUMENT : 2020-02-20-agenda-2998.txt BOARD : lunenburg-housing-authority DATE : 2020-02-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-02-20-agenda-2998.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02202020-2998 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2020-02-20-minutes-2998.txt BOARD : lunenburg-housing-authority DATE : 2020-02-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-02-20-minutes-2998.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02202020-2998 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA February 20, 2020 Members Present: Linda McDonald, Vice Chair Deborah A.H. Christen, Member Ronald Dionne, Member Members Absent: Karin Menard, Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Sue Honeycutt, Fenton & Ewald Denise Ivaldi, Recording Secretary 1. Vice Chair Linda McDonald declared a quorum present and opened the meeting at 6:30 p.m. There were no tenants present and no public comments. Ben Gold introduced Sue Honeycutt from Fenton & Ewald who is here to review the year -end financial report with the Board. Page F3 - Tenant rents received are right on budget. DHCD allows us to keep 100% of solar net metering credits allowing us to save $24,000. Subsidy is a little lower than budgeted. Utilities are under by $14,000. $10,566 in uncollected rent balances. All in all, we had an operations surplus of $34, 603. Page F2 – Reserves are at 64.29% ($101,033); DHCD likes to see a minimum of 35%. Motion to accept the December 31, 2019 year-end financial report was made by Deborah Christen. Ronald Dionne seconded; all were in favor. Monthly payroll passed around for two board member signatures. The Board thanked Sue Honeycutt for coming in to review with them. 2. The minutes of the November 21, 2019 and January 23, 2020 meetings were presented. Ronald Dionne made a motion to accept both minutes; Deborah Christen seconded and the minutes were accepted. 3. The Executive Director Report:  MassNAHRO Annual Conference being held May 17 -20; recommend Board attendance if available.  Is there Board interest in using tablets for board report documents. There was some discussion and will be further discussed before making a decision. ===PAGE 2=== 5. Modernization Report:  Underground Wiring for Fire Alarm Panel (Fish #162030) – Walkthrough with Nangle Engineering on February 2nd; now in design phase.  Septic System Replacement (Fish #162031) – Graves Engineering has completed their report; now in design phase.  FY2020 Health & Safety Exterior Lighting (Fish #162034) – Funds will be used to add exterior lighting.  Work Order Report – 22 routine work orders received, all completed; 4 emergency work orders, all completed. 6. State-Aided Housing Report:  18 applications received in January – 9 elderly/young disabled and 9 family.  679 elderly and 1,487 family on the waiting list.  There were two lease-ups and no vacancies in January.  We are currently at 100% occupancy. 7. Unfinished Business:  Ronald Dionne stated that new parking signs were needed to impact individuals coming into the complex. Questioned whether assigned parking was still in effect for residents. The two items will be looked into further. 8. New Business: The following resolution was presented by the Chair: Resolution 20 2002 Execution of DHCD Required Year -End Financial and Federal/State Lead Paint Certifications (Fiscal Year Ending 12/21/2019). Motion made by Deborah Christen to approve the year-end financial statement presented by Sue Honeycutt and Federal/State lead paint certification. Ronald Dionne seconded and the motion was passed by a 3 to 0 vote. The Board signed the Certification Pages for submittal to DHCD. Ronald Dionne stated areas of snow should be pushed back in case we have more snow. 9. Other Correspondence:  DHCD PHN 2020-01 Rental Assistance and Public Housing Data Warehouse  DHCD PHN 2020-02 FY21 & 22 Sustainability Initiative Program Updates  DHCD PHN 2020 -03 Effective January 2020 – Updated Energy Monthly Reporting System 10. No Resident Participation Requested. 11. Deborah Christen 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 Regular Meeting Minutes Page 2 February 20, 2020 ======================================================================================== DOCUMENT : 2020-04-23-agenda-2999.txt BOARD : lunenburg-housing-authority DATE : 2020-04-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-04-23-agenda-2999.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04232020-2999 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2020-04-23-minutes-2999.txt BOARD : lunenburg-housing-authority DATE : 2020-04-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-04-23-minutes-2999.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04232020-2999 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA (virtual meeting held) April 23, 2020 Members Present: Linda McDonald, Vice Chair Deborah A.H. Christen, Member Karin Menard, Member Members Absent: Ronald Dionne, Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order: a. Vice Chair Linda McDonald asked for a roll call of members present: Deborah Christen – present, Karin Menard – present, Linda McDonald – present, Ronald Dionne – absent. Also present were Benjamin Gold, Executive Director and Adam Gautie, Assistant Executive Director. The Vice C hair declared a quorum present and opened the meeting at 6:30 p.m. There is opportunity for public comments, asked if any individuals from the public present. For the record there were none. b. The minutes of the February 20, 2020 meeting were presented. Karin Menard made a motion to approve the minutes; Linda McDonald seconded and all were in favor. A tenant just called in Lourdes from K3 in Pearl Brook Apartments. Question was when are the speed bumps going to be put back in. Was taking the trash out and had close encounter with someone coming in. Another person had it happen to her too at night . Ben Gold asked Adam Gautie for input. Use to have temporary speed bumps but issue with someone tripping over it and getting hurt so they were removed. Discussed possibility of regular asphalt speed bumps in but last board meeting in the fall it was determined we would not do that. We can revisit it again, something we can talk about. Resident said it is more dangerous near the curve as the person comes in speeding, they don’t see the resident until they get to the curve. She is concerned about the speed bumps. The housing authority will take another look to see what can be done. Resident thanked the board, and appreciated the alerts the housing autho rity is putting out on the COVID. Linda McDonald asked if a flashing sign or lights could be put in that area; can discuss as long as it doesn’t cause any issues with any of the units. Can talk with the electrician and Director of Maintenance to see what possibilities are. 2. The Executive Director Report – Ben Gold a. MassNAHRO Annual Conference postponed until September due to the COVID -19 outbreak. b. Our Director of Finance, Sheila Lancelotta, will be retiring in June. We will start interviewing next week; received a lot of resumes. Sheila has been very valuable, here a number of years. c. COVID-19 Update – Working very hard around our housing authorities keeping residents and staff informed of the situation, giving staff protective gear. Maintenance personnel only going in to do emergency work orders and vacant units, everything else being deferred. The office is closed and staff working from home if they can, staggering hours in Leominster. Dennis and Scott ===PAGE 2=== still on-site. Working best we can to kee p the virus out of our housing authorities. Can always call me if you have any questions. 3. Financial Report – March 31, 2020 – Ben Gold a. Page F1 – Healthy reserve at 73.80%. Very good, the entire report looks very good. b. Page F2 – Three months into our fiscal year, rents budgeted $58,559; received $64,823. Maintenance is good, we’re right on track. General expenses look good, total operating expenses. Everything looks good, no concerns. Deborah Christen made a motion to accept the March 31, 2020 financial report. Karin Menard seconded; all were in favor. 4. Administration: a. Modernization/Work Order Report – Adam Gautie: Underground Wiring for Fire Alarm Panel (Fish #162030) – Walkthrough a couple months ago, still in design process. Still on track to be bid out and hopefully worked on soon. Septic System Replacement (Fish #162031) – Graves Engineering done with the construction documents, DHCD just needs to put out for bid. Pre-construction meetings, site walk-throughs with multiple contractors so DHCD is hesitant to do these types of projects right now. Hopefully in a few weeks we can move forward. FY2020 Health & Safety Exterior Lighting (Fish #162034) – Funds will be used to add exterior lighting; have not done anything yet. Work Order Report – covering last two months - 56 routine work orders received, 55 completed; 3 emergency work orders, all completed. a. State-Aided Housing Report – Ben Gold: We received ten (10) standard applications in March – 5 elderly/young disabled and 5 family. We have 756 elderly and 1,616 family on the waiting list. There was one lease-up in March an d zero vacancies. We are currently at 100% occupancy. We included a lot of PHNs at the end of the packet with guidance from DHCD. How to do lease -ups, how maintenance should handle units. Still moving forward with lease -ups, still pulling applications, still calling individuals, still sending out leases to be signed, meeting people with protective gear if necessary, with the least amount of contact. 5. Unfinished Business – None. 6. New Business: The following resolution was presented by the Chair: a. Resolution 20 2003 CFA Amendment #8 between Lun enburg Housing Authority and DHCD. This is for F ormula Funding, yearly item that we take to the board. This is our fiscal year 2023 monies of $70,196 and extends the contract date from June 30, 2022 to June 30, 2023. In addition, we have Health and Safety Init iative money for $20,000 for exterior lighting near the parking and the dumpsters. It is an extension of a contract that already exists with DHCD. Motion made by Karin Menard made a motion to approve Amendment #8 to the Contract for Financial Assistance with DHCD. Deborah Christen seconded and the motion was passed with all in favor. ===PAGE 3=== b. Resolution 202004 Approv al of Execution of the Commonwealth of Massachusetts Operating Subsidy Agreement . Our five -year subsidy agreement expires June 30, 2020 so we are renewing for five years with a term date of July 1, 2020 to June 30, 2025. This is based on the approved budget or reconciled operating statement, as long as we are getting our money, we’re not going to need a lot of subsidy. Motion made by Karin Me nard to approve Resolution 202004. Deborah Christen seconded and the motion was passed with all in favor. c. Resolution 202005 Approval of Accounting Services Contract . We’ve used Fenton and Ewald for a nu mber of years and are happy with their services. Motion made by Karin Menard to approve Resolution 202005. Deborah Christen seconded and the motion was passed with all in favor. d. Resolution 202006 Approval to Write -Off Quarterly Unrecoverable Debts . We had a person vacating owing $934.00. There were some damages to the apartment ; we most likely will not try to recover the money for this one. Motion made by Deborah Christen to approve Resolution 202006 Karin Menard seconded and the motion was passed with all in favor. 7. Other Correspondence: DHCD PHNs 2020 -05 through 2020 -16. A number of PHNs, most ly related to COVID-19. The State has been sending out a lot of guidance, Ben Gold is on a weekly call with the State along with other Executive Directors. 8. No Resident Participation Requested. 9. Karin Menard made a motion to adjourn the meeting at 7:03 p.m. Deborah Christen seconded, all were in favor and the meeting was adjourned. ===PAGE 4=== Lunenburg Housing Authority Regular Meeting Minutes Page 2 April 23, 2020 ======================================================================================== DOCUMENT : 2020-05-21-agenda-3000.txt BOARD : lunenburg-housing-authority DATE : 2020-05-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-05-21-agenda-3000.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05212020-3000 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director 5/14/2020 The Lunenburg Housing Authority will meet virtually on Thursday, May 21st at 6:30 pm. Due to social distancing guidelines related to the COVID-19 state of emergency, this meeting will be held remotely, not at the Lunenburg Housing Authority’s 131 White Street offices. The public is invited call in to the meeting via phone. To do so, call the conference line at 1+877-309-2073 and enter the Access Code 114-154-333 followed by the # sign. The meeting will start promptly at 6:30 pm. The Board Chair will conduct the meeting and all discussion will be strictly limited to matters on the agenda. Participants will be instructed on the appropriate time and manner for public comment during the meeting. ITEMS TO BE DISCUSSED 1. Meeting Called to Order a. Roll Call b. Approval of Regular Minutes of April 23, 2020 2. Executive Director Report a. COVID-19 Update 3. Financials a. Approval of Financial Report for April 30, 2020 4. Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5. Unfinished Business - None 6. New Business - None 7. Other Correspondence a. DHCD Public Housing Notices – PHN 2020-17 through PHN 2020-21A 8. Resident Participation – None Requested 9. Motion to Adjourn – Next meeting scheduled for June 18, 2020 Town Clerk Received: ======================================================================================== DOCUMENT : 2020-06-18-agenda-3001.txt BOARD : lunenburg-housing-authority DATE : 2020-06-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-06-18-agenda-3001.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06182020-3001 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2020-06-18-minutes-3001.txt BOARD : lunenburg-housing-authority DATE : 2020-06-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-06-18-minutes-3001.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06182020-3001 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA (virtual meeting held) June 18, 2020 Members Present: Linda McDonald, Vice Chair Deborah A.H. Christen, Member Karin Menard, Member Members Absent: Ronald Dionne, Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order: a. Vice Chair Linda McDonald asked for a roll call of members present: Deborah Christen – present, Karin Menard – present, Linda McDonald – present. Ronald Dionne was absent; this would have been his last meeting as he did not seek re -election to the board. Also present were Benjamin Gold, Executive Director and Adam Gautie, Assistant Executive Director. The Vice Chair declared a quorum present and opened the meeting at 6:30 p.m. There is opportunity for public comments, for the record there were no individuals calling in. b. The minutes of the April 23, 2020 meeting were presented. Karin Menard made a motion to approve the minutes; Deborah Christen seconded and all were in favor. 2. The Executive Director Report – Ben Gold a. COVID-19 Update – The offices are still closed but we are getting back to the office slowly, social distancing, wearing masks, sanitizing. Hopefully beginning to be more normal, working with our employees to make sure they are comfortable in their roles. b. We hired a Directo r of Finance, Kathy Fortier, starting June 22 nd. Sheila Lancelotta’s last day is June 29 th. Kathy worked at the Leominster Housing Authority previously, coming from Medford Housing Authority, was the Assistant Executive Director there. She has a wealt h of knowledge, happy to have add her to the staff; she lives in Leominster which is nice. c. Remote PMR Results for 2019 – PMR reviews occupancy, certifications, reporting and adjusted net income. There was one finding for operational guidance for tenant accounts receivables for the family units; we will look closely to see how we can improve on that finding. d. MassNAHRO Annual Conference being held virtually on September 15 -17. They took a poll of MassNAHRO members and 50% did not feel comfortable going to an in -person conference. If interested, let Denise know so she can register you. e. Board Member Certification – flyer included in packet. If interested in any of the webinars, let Denise know so she can register you. Karin Menard asked about increased costs due to COVID, in general. There are some costs with overtime, sanitizing high traffic areas and PPE. We only have two employees but Adam is working on items with Sheila to put together the expenses to be submitted directly to FEMA for reimbursement. ===PAGE 2=== 3. Financial Report – May 31, 2020 – Ben Gold a. Page F1 – Healthy reserve at 66.97%. Doing very well. b. Page F2 – Five months in to our fiscal year, rents budgeted $ 97,598; received $110,030. However, this does bring our subsidy down. Administrative doing fine, we’re right on track. Utilities a little over but we look good. Ordinary maintenance, we’re doing fine. Everything looks good, no concerns . Karin Menard made a motion to accept the May 31, 2020 financial report. Deborah Christen seconded; all were in favor. 4. Administration: a. Modernization/Work Order Report – Adam Gautie: Underground Wiring for Fire Alarm Panel (Fish #162030) – Bids are due next Wednesday, not June 17th as on the report. Met this morning for a pre -walkthrough with the contractors. Hopefully we receive a favorable bid so we can move on with the project. Septic System Replacement (Fish #162031) – Soil test conducted through the Board of Health a couple of weeks ago, it was delayed due to COVID. Graves Engineering is completing the construction documents, then out to bid. FY2020 Health & Safety Exterior Lighting (Fish #162034) – No further discussion needed. Karin Menard asked if any of the housing authorities ever worked with their Green Community’s Task Force on any lighting type projects. Adam Gautie said there is a LEAN program similar to Mass Save but with commercial and public entities, we do work with them on some projects. Karin said that Lunenburg has its own community’s task force and wasn’t sure if their group could be part of or helpful. Adam said that we should definitely look into it especially when it comes to free money. Karin not sure if they work with groups like ours but has a contact and will get it to Adam. Work Order Report – Nine (9) routine wo rk orders received, three (3) completed; Seven (7) emergency work orders, all completed. Keep in mind Scott is focusing on emerg encies and sanitization with routine work orders being deferred. a. State-Aided Housing Report – Ben Gold: We received six (6) standard applications in May – two (2) elderly/young disabled and four (4) families. We have 794 elderly and 1,727 families on the waiting list. There was no lease-ups or vacancies in May. We are currently at 100% occupancy. 5. Unfinished Business – None. 6. New Business: None 7. Other Correspondence: DHCD PHN 2020-22 Quarterly Operating Statement for Local H.A.s 8. No Resident Participation Requested. Adam Gautie gave an update on speed bumps . At a previous meeting, a resident had brought up concern with speed bumps and asked if one could be installed. We received a quote of $1,250 for a permanent asphalt spe ed bump not a temporary one. It is proposed to be placed near the Community Room but shouldn’t interfere with tenants crossing that area. There should be no issue with plowing. 9. Deborah Christen made a motion to adjourn the meeting at 6:50 p.m. Karin Menard seconded, all were in favor and the meeting was adjourned. Lunenburg Housing Authority ===PAGE 3=== Regular Meeting Minutes Page 2 June 18, 2020 ======================================================================================== DOCUMENT : 2020-08-20-agenda-3002.txt BOARD : lunenburg-housing-authority DATE : 2020-08-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-08-20-agenda-3002.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08202020-3002 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2020-08-20-minutes-3002.txt BOARD : lunenburg-housing-authority DATE : 2020-08-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-08-20-minutes-3002.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08202020-3002 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE ANNUAL MEETING 131 White Street, Lunenburg, MA (virtual meeting held) August 20, 2020 Members Present: Linda McDonald, Chair Karin Menard, Vice Chair Deborah A.H. Christen, Member Jon Hogue, Member Members Absent: Carol Hatch, Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order: a. Vice Chair Linda McDonald asked for a roll call of members present: Deborah Christen – present, Karin Menard – present, Jon Hogue – present, Linda McDonald – present. Carol Hatch was absent. Also present were Benjamin Gold, Executive Director ; Adam Gautie, Assistant Executive Director and Denise Ivaldi, Administrative Assistant. The Vice Chair declared a quorum present and opened the meeting at 6:31 p.m. b. Ben Gold welcomed new Board Members Carol Hatch and Jon Hogue; glad to have you join us. Karin Menard said she had heard from Carol and that she was not sure she could serve on the Board due to conflicts in meeting schedules; she said she would reach out to Carol again to confirm. c. As this is the Annual Meeting, the Vice Chair turned the meeting over to Ben Gold for the Election of Officers. Ben Gold asked for nominations from the Board for Chair and Vice Chair. Deborah Christen made a motion to nominate Linda McDonald as Chair; Jon Hogue seconded; all three members said aye in favor. Linda McDonald nominated Karin Menar d as Vice Chair; Deborah Christen seconded, all three members said aye in favor. The meeting was then turned over to Chair Linda McDonald. d. The minutes of the June 18, 2020 meeting were presented. Karin Menard was going to provide Lunenburg’s Green C ommunity Task Force contact information to Adam Gautie and said she would follow up on that. Karin Menard made a motion to approve the minutes; Deborah Christen seconded and all were in favor. e. There was opportunity for public comments, for the record there were no individuals calling in. ===PAGE 2=== 2. The Executive Director Report – Ben Gold a. COVID -19 Update – We are going to be placing hand sanitizing stations around the offices, social distancing, wearing masks as much as possible when away from our desks and offices. The State has some money for our COVID related expenses; meeting next week to see how much we’ve accumulated as a housing authority and submitting it. b. Virtual Resident Town Hall – Wanted the residents to know we were there for them and available, sent out flyers for a GoToMeeting, staff was on hand. Went well, one re sident called in. Good thing to do since we’re not holding in-person board meetings. c. MassNAHRO Annual Conference being held virtually on September 15 -16. If you would like to attend and take some classes, contact Denise. If we have items we need to bring to the Board, we would have to meet the following week, September 24 th. Would everyone be available, if we don’t need to have a meeting, we won’t. 3. Financial Report – June and July 2020 – Ben Gold a. Page F 2 – Healthy reserve at 74.35%. We will be looking to see what we can spend our reserves on; DHCD likes us to keep it at 35% or over. b. Page F 3 – Seven months in to our fiscal year, rents budgeted $ 136,638; received $153,169. Utilities doing well. Maintenance Labor behind $6,779, should even out by next month; COVID sanitizing on the weekends added to this. Total maintenance fine; operating surplus $14,315. No major issues with finance s. Karin Menard made a motion to accept the June and July 2020 financial reports. Deborah Christen seconded; all were in favor. c. AUP Report – tabled until next month. 4. Administration: a. Modernization/Work Order Report – Adam Gautie: Replacement of Underground Replacement for Fire Alarm Panel (Fish #162030) – Notice to Proceed sent to Contractor end of last month. Should start sometime next week. Septic System Replacement (Fish #162031) – Three septic systems at the family sites. Graves Engineering submitted construction documents to DHCD for approval on July 7 th. Still waiting t o hear from DHCD; will contact them again tomorrow. FY2020 Health & Safety Exterior Lighting (Fish #162034) – Upgrade lighting in the parking lots, project is underway. Contractor ordered materials, plans on beginning next week. Work Order Report – 51 routine work orders received, 44 completed; 14 emergency work orders, all completed. Jon Hogue asked if the funding comes from DHCD or what the source to pay for these projects was. Adam Gautie stated that we receive Formula Funding through the State for Capital Improvement Projects. Sometimes smaller projects are funded through our reserves. Every year we put together a five -year capital improvement plan and an annual plan with resident input. Reserves cover projec ts that are not in our capital plan but something the housing authority would like to do. Reserves act as a savings account for the housing authority. Lunenburg Housing Authority Annual Meeting Minutes Page 2 August 20, 2020 ===PAGE 3=== b. State-Aided Housing Report – Ben Gold: We received six (6) standard applications in July – two (2) elderly/young disabled and four (4) families. We have 864 elderly and 1,891 families on the waiting list. There was one elderly lease- up and one vacancy in July. We are currently at 98% occupancy; we’re doing well with one family unit on waiver and one elderly vacancy. 5. Unfinished Business – None. 6. New Business: The Chair presented the following resolutions: Resolution 20200 7 Acceptance and Approval of Low Bid for Underground Fire Alarm Wiring Replacement. We advertised for bids with a bid opening July 25 th; Nangle Engineering reviewed all bids and Elm Electrical from Westfield, MA was low bid in the amount of $30,103. Motion made by Karin Menard to accept and approve the low bid. Deborah Christen seconded the motion; all were in favor. Resolution 20200 8 Approval to Adopt Grievance Procedures. These are standard for housing authorities and very important . The procedure residents will use if they have an adverse action taken against them. Motion made by Deborah Christen to adopt the Grievance Procedures. Karin Menard seconded the motion ; vote by roll call was Karin Menard – aye, Deborah Christen – aye, Linda McDonald – aye, with Jon Hogue having been dropped off from the call and unable to vote on this resolution. Motion passed with a 3 to 0 vote. Resolution 202009 Approval to Adopt Tenant Personal Property Policy. We received this policy from Karen Ahlers, our Regional Attorney. This speaks to items that are left outside residents’ units, guidance on what they can and cannot do. An example would be a BBQ grill, swimming pools. Motion made by Karin Menard to adopt the Tenant Personal Property Policy. Deborah Christen seconded the motion ; vote by roll call was Karin Menard – yes, Deborah Christen – aye, Linda McDonald – aye, Jon Hogue – aye. Motion passed with a 4 to 0 vote. Resolution 202010 Approval to Adopt Revised CORI Policy. We have a CORI policy in place, this revised version is per a training that staff recently attended with Karen Ahlers, Regional Attorney. We have been doing everything accurately but wanted to bring it to the Board as an updated policy. Question on what has changed in the policy; basically, some of the language in the letter sent out to applicants. Question on whether this was for every applicant ; resident applicant or just employment; it is for all applicants and all new employees ; State CORI guidelines are followed. Motion made by Deborah Christen to adopt Resolution 202010. Linda McDonald s econded the motion; vote by roll cal l was Karin Menard – yes, Jon Hogue – yes, Deborah Christen – yes, Linda McDonald – yes. Motion passed with a 4 to 0 vote. Discuss Moving Replacement of Deck Next Year to Fund the Installation of a Generator . Some discussion held with the Board feeling the generator was more important at this time since the deck was not a safety issue. It would be a concrete pad with a standby put in, gas -fed. Estimated cost around $20,00-$30,000. The board felt a generator in the Community Room was important for the residents when power goes out; they were in favor of purchasing. Jon Hogue asked if he could tour the buildings at Pearl Brook sometime; the housing authority will arrange a tour for him. The Chair asked again if there were any residents or public on the line, there were none. Lunenburg Housing Authority Annual Meeting Minutes Page 3 August 20, 2020 ===PAGE 4=== 7. Other Correspondence:  RCAT Advisory Board Quarterly Meeting Notice (Virtual)  DHCD PHNs 2020-23 through 202028 8. Resident Participation: None Requested Karin Menard wanted the following on record: a. Would like to ask the Committee to put Public and Board Comments on all of their agendas so the public doesn’t have to request a topic be added for them to come and discuss it and have it be part of our meeting so we are not in violation of the open meeting law. b. Wants to make sure we are clear on who our board members are and their terms, there ’s been some question and wants to make sure it is sorted out before the next meeting. She does believe we are in violation of having board members here that are not elected or appointed to these positions. 9. Motion to Adjourn: Karin Menard made a motion to adjourn the meeting at 7:20 p.m. Jon Hogue seconded, roll call Karin Menard – yes, Deborah Christen – aye, Jon Hogue – aye, Linda McDonald – aye and the meeting was adjourned with a 4 to 0 vote. Lunenburg Housing Authority ===PAGE 5=== Annual Meeting Minutes Page 4 August 20, 2020 ======================================================================================== DOCUMENT : 2020-09-24-agenda-3003.txt BOARD : lunenburg-housing-authority DATE : 2020-09-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-09-24-agenda-3003.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09242020-3003 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2020-09-24-minutes-3003.txt BOARD : lunenburg-housing-authority DATE : 2020-09-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-09-24-minutes-3003.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09242020-3003 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA (virtual meeting held) September 24, 2020 Members Present: Linda McDonald, Chair Karin Menard, Vice Chair Deborah A.H. Christen, Member Jon Hogue, Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order: a. Chair Linda McDonald asked for a roll call of members present: Karin Menard – present, Deborah Christen – present, Jon Hogue – present, Linda McDonald – present. Also present were Benjamin Gold, Executive Director ; Adam Gautie, Assistant Executive Director and Denise Ivaldi, Administrative Assistant. The Chair declared a quorum present and opened the meeting at 6:30 p.m. b. The minutes of the August 20, 2020 meeting were presented. Karin Menard made a motion to approve the minutes; Jon Hogue seconded. Deborah Christen – aye, Karin Menard – aye, Linda McDonald – aye, Jon Hogue – aye; all were in favor and minutes were accepted and approved. c. Opportunity for Public Comment: For the record there were no individuals calling in. 2. The Executive Director Report – Ben Gold a. COVID -19 Update – We hope to be back on -site with meetings soon. We continue to do the same routine, sanitizer station on -site, remaining our distance, taking phone calls and meet ing outside if needed with applicants. b. Management Agreements – Every now and then, Executive Directors retire. We have our eyes open for another smaller housing authority that we may be able to take over management. We are looking at a couple but they may want their own E.D. We will keep the Board posted as we go along. Board asked what housing authorities we may be looking at; currently Templeton and Clinton. Brief discussion on the benefits including procurement aspect, centralized office, some staff going to different sites, efficiencies. 3. Financial Report – August 31, 2020 – Ben Gold a. Page F2 – Healthy reserve at 67.84%. b. Page F 3 – Doing very well with shelter rents, eight months in rents projected at $156,157; actually received $174,637. We are over $18,000 to the good, very pleased. Net Meter/ Utility credits will even out over time. Maintenance Labor over due to overtime for COVID, maintenance coming in four times over the weekend for sanitizing (once in the morning, once at the end of each day). We are looking into receiving funds from the State for COVID expenses. Surplus of $3,518; doing well financially. ===PAGE 2=== Sue Honeycutt will join our meeting next month for any specific questions on finances. Brief discussion on where salaries fall on the financial report and whether we are allowed to hire residents to do work. Deborah Christen made a motion to accept the August financial report. Karin Menard seconded. Deborah Christen – aye, Karin Menard – aye, Jon Hogue – aye, Linda McDonald – aye; all were in favor and financial report was accepted. Agreed Upon Procedures (AUP) Audit for December 31, 2019 – one of our large audits for the year. This was a desk audit covering rent collections, wage reconciliation, accounts payables, inventory, procurement, asset management and subsidy. We had no exce ptions in the areas reviewed, looks good. 4. Administration: a. Modernization/Work Order Report – Adam Gautie: Replacement of Underground Wiring for Fire Alarm Panel (Fish #162030) – Project completed. Septic System Replacement (Fish #162031) – Three tanks and a leaching field are being installed at the three family buildings . Construction documents approved by DHCD, will bid out in winter or early spring. FY2020 Health & Safety Exterior Lighting (Fish #162034) – Installing new lighting in front parking lot and a couple in the rear. On-going, almost complete. Work Order Report – 20 routine wo rk orders received, 17 completed; 2 emergency work orders, both completed. Brief discussion on septic system and distance from units to the field; 50-100 feet from the last building. No issues with pumping foreseen, no pumping system in place. b. State-Aided Housing Report – Ben Gold: We received ten standard applications in August – nine (9) elderly/young disabled and one (1) family. We have 881 elderly and 2,025 families on the waiting list. There were three lease-ups, two elderly and one family; one vacancy in August. We are currently at 100% occupancy. 5. Unfinished Business – None. 6. New Business: The Chair presented the following resolutions: Resolution 202012 Approval of Proposed Annual Plan for FY 2021 for Submittal to DHCD. This is in connection with the public meeting we just had with Steve Larry and Adam. Motion made by Jon Hogue to approve Resolution 202012. Karin Menard seconded the motion; Jon, Karin, Deb, Linda all were in favor. Resolution 202011 Approval to Adopt Revised Tenant Personal Property Policy – This resolution is tabled as the policy is still under revision. Ben Gold informed the Board that we will no longe r have a resolution for quarterly unrecoverable debt write-offs if there are none for that quarter. There were no unrecoverable debt write-offs for the quarter ending September 2020 ; he will let the Board know if there are no balances for those quarters. Lunenburg Housing Authority ===PAGE 3=== Regular Meeting Minutes Page 2 September 24, 2020 7. Other Correspondence:  DHCD PHN 2020 -29 Allocation of Supplemental Funding for Coronavirus Response - Memo on how DHCD will distribute funds and how public housing authorities can access them, documenting their use. These funds are associated with any COVID-related expenses. 8. Resident Participation: None Requested 9. Board Commissioners’ Comments: None 9. Motion to Adjourn: Karin Menard made a motion to adjourn the meeting at 6:54 p.m. Jon Hogue seconded; Karin Menard – yes, Deborah Christen – yes, Jon Hogue – yes, Linda McDonald – yes and the meeting was adjourned with all in favor. The next meeting is scheduled for Thursday, October 22nd. ===PAGE 4=== Lunenburg Housing Authority Regular Meeting Minutes Page 3 September 24, 2020 ======================================================================================== DOCUMENT : 2020-11-19-agenda-3005.txt BOARD : lunenburg-housing-authority DATE : 2020-11-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-11-19-agenda-3005.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11192020-3005 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2020-11-19-minutes-3005.txt BOARD : lunenburg-housing-authority DATE : 2020-11-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-11-19-minutes-3005.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11192020-3005 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA (virtual meeting held) November 19, 2020 Members Present: Linda McDonald, Chair Deborah A.H. Christen, Member Jon Hogue, Member Members Absent: None Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order: a. Chair Linda McDonald asked for a roll call of members present: Deborah Christen-present, Jon Hogue-present, Linda McDonald -present. Also present were Benjamin Gold, Executive Director ; Adam Gautie, Assistant Executive Director and Denise Ivaldi, Administrative Assistant. The Chair declared a quorum present and opened the meeting at 6:30 p.m. b. The minutes of the October 29, 2020 meeting were presented. Deborah Christen made a motion to approve the minutes; Jon Hogue seconded. Deborah Christen -aye, Jon Hogue -aye, Linda McDonald-aye; all were in favor and minutes were accepted. c. Opportunity for Public Comment: For the record there were no individuals calling in. 3. Financial Report – October 2020 a. Page F2 - Healthy reserves at 74.77%. b. Page F3 – Doing well with shelter rents; $23,000 to the good (ten months in). Utilities over a little; maintenance labor over due to COVID cleaning and other items . We are t o the good with contract costs. No concerns. Jon Hogue moved to approve the October 2020 financial report. Linda McDonald seconded. Deborah Christen-aye, Jon Hogue-aye, Linda McDonald-aye 4. Administration: a. Modernization/Work Order Report – Adam Gautie: Septic System Replacement (Fish #162031) – Construction documents completed; permit signed to get project going. Will go out to bid during the winter; installation in the spring/summer. Work Order Report – 26 routine work orders received, all completed; 4 emergency work orders , all completed. Possibly be going to deferred work orders again. There are no concerns at this time. ===PAGE 2=== Brief discussion on condition of Community Room decking. Maintenance did some work on it a couple months ago; will get status on rotted boards. b. State-Aided Housing Report – Ben Gold: We received 13 standard applications in October; seven elderly and six family. There is a significant number of applicants on the waiting list as turnover is low. There w ere no lease-ups and no vacancies in October. We are currently at 100% occupancy and doing very well. 5. Unfinished Business – None. 6. New Business: Resolution 2020 14 Approval of DHCD CFA Amendment #9 . Contract for financial assistance between the Lunenburg Housing Authority and DHCD. This is for $10,000 COVID funding which does not affect our formula funding. Motion made by Deborah Christen to approve Resolution 202014; Jon Hogue seconded . Jon Hogue-aye, Deborah Christen -aye, Linda McDonald -aye; all in favor and motion passed. 7. Other Correspondence – DHCD Public Housing Notices:  PHN 2020-33 COVID 19 Response Updated Recommendations  PHN 2020-34 Guidance on Regulations Regarding Family Members of LHA Board Members & Employees  PHN 2020-35 Regulatory Waiver Regarding Senior Wage Exclusion  PHN 2020-36 Revision to PHN 2018-03: Changes to HAFIS Budget and Operating Statement Forms for LHAs with Solar Power Net Meter Credit Contracts 2. The Executive Director Report – Ben Gold  Update on Management Agreements – Applied to manage two housing authorities (Templeton and Clinton). Our staff went through two rounds of interviews and both decided to hire their own Executive Directors rather than being managed by another ho using authority. We will watch for other opportunities for us. 8. Resident Participation: None Requested 9. Board Commissioners’ Comments: None 10. Motion to Adjourn: Jon Hogue made a motion to adjourn the meeting at 6:45 p.m.; Linda McDonald seconded. Jon Hogue-aye, Deborah Christen-aye, Linda McDonald-aye with all in favor the meeting adjourned. The next meeting is scheduled for Thursday, December 17th. Lunenburg Housing Authority Regular Meeting Minutes Page 2 November 19, 2020 ======================================================================================== DOCUMENT : 2020-12-15-agenda-2996.txt BOARD : lunenburg-housing-authority DATE : 2020-12-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-12-15-agenda-2996.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12152020-2996 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2020-12-15-minutes-2996.txt BOARD : lunenburg-housing-authority DATE : 2020-12-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2020-12-15-minutes-2996.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12152020-2996 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA (virtual meeting held) December 15, 2020 Members Present: Linda McDonald, Chair Deborah A.H. Christen, Member Jon Hogue, Member Members Absent: None Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Kathleen Fortier, Director of Finance Sue Honeycutt, Fenton & Ewald Denise Ivaldi, Recording Secretary 1. Meeting called to order: a. Chair Linda McDonald asked for a roll call of members present: Deborah Christen-present, Jon Hogue-present, Linda McDonald -present. Also present were Benjamin Gold, Executive Director ; Adam Gautie, Assistant Executive Directo r, Kathleen Fortier, Director of Finance, Sue Honey cutt, Fenton & Ewald and Denise Ivaldi, Administrative Assistant. The Chair declared a quorum present and opened the meeting at 5:30 p.m. b. The minutes of the November 19, 2020 meeting were presented. Jon Hogue made a motion to approve the minutes; Deborah Christen seconded. Deborah Christen -aye, Jon Hogue -aye, Linda McDonald-aye; all were in favor and minutes were accepted. c. Opportunity for Public Comment: For the record there were no individuals calling in. 2. The Executive Director Report – Ben Gold  COVID Update – Things remain the same, getting worse, we’ve had some cases around us. Still doing the best we can, some staff working from home as they are able to get their jobs done. We are doing our best, very difficult right now.  FY24 Formula Funding Award – Letter from DHCD announcing our FY24 formula funding of $63,069.00. This amount is based on the number of units. 3. Financial Report – November 2020 The November 30, 2020 financials were reviewed by Sue Honeycutt. Page 2, financials for eleven months with reserves at 76.16% which is excellent. Page F3, income is up a little from what was budgeted by $25,793. Everything else looks really good. Spending is a little down under Admin Other; Maintenance Labor a little over due to overtime for sanitizing during COVID. The bottom line is we are at a surplus of $17,316. COVID money needs to be spent by December 31 st. Motion to approve ===PAGE 2=== the November 2020 financial report made by Linda McDonald; Deborah Christen seconded. Jon Hogue-aye, Deborah Christen -aye, Linda McDonald -aye and the financials were accepted and approved. The following motion was acted upon: New Business: Resolution 202015 – Approval of FY2021 Budget for Submittal to DHCD. Sue Honeycutt presented the FY2021 budget. This year there is a 4% decrease in our subsidy of $8,321. We’re hoping the 4% decrease will go away at some point. Looking at actuals, last year’s budget and proposed budget. 4190 Admin Other were able to bring that down from previous year by $4700. Management Fee, requesting 3% increase fee, $1176 additional dollars. Accounting fees going up 3% for $214. Maintenance Labor up a little so more put in there; materials about the same. Maintenance Contract Costs increased by $6,000, no non-routine included. Property insurance went up considerably from $126/unit to $170/unit. Employee benefits went down a little. Projected to earn a subsidy of $30,272. Non -routine, used truck with plow for $20,000 being sold by Leominster H.A. to Lune nburg H.A. Projected to have an income of $1,705 for operations; with the $20,000 truck purchase reserves will be at $18,295; still at 67% and in good shape. Linda McDonald moved to approve the FY2021 Budget as presented for submittal to DHCD. Deborah Christen seconded. Deborah Christen-aye, Jon Hogue-aye, Linda McDonald-aye 3 in favor 0 opposed 4. Administration: a. Modernization/Work Order Report – Adam Gautie: Septic System Replacement (Fish #162031) – Everything approved; waiting to bid out so work can begin in the spring. We also received notice today from DHCD awarding us $250,000 in emergency funding, outside of our capital funding, to replace the septic system on the elderly side. Work Order Report – 22 routine work orders received, 21 completed; 8 emergency work orders , all completed. Scott is doing a fine job with the work orders. Jon Hogue asked about the pickup truck purchased from Leominster and age. Not purchased yet, plan is to not bid out snow plowing next year. This would allow Scott to do the plowing. The truck is a 2010/2011, not too old. b. State-Aided Housing Report – Ben Gold: We received five standard applications in November; four elderly and one family. There are 933 elderly and 1236 families on the waiting list. There w ere no lease-ups and no vacancies in November. We are currently at 100% occupancy with no waivers . We do have some vacancies coming up this month, will be report in next month’s report. Lunenburg Housing Authority Regular Meeting Minutes Page 2 December 15, 2020 ===PAGE 3=== 5. Unfinished Business – None. 6. New Business: Resolution 202015 Approval of FY2021 Budget for Submittal to DHCD – presented and approved earlier in meeting with the Financials. Resolution 2020 16 Approval of Contract for 2020/2021 Snow Services – This resolution is to enter into a contract for snow and ice removal for the 2020/2021 season with two options to renew. We received two responses with the lowest bid of $20,117.42 from Lakeview Nurseries out of Lunenburg. They have been the incumbent snow plower for a long time; we’ve been happy with their services. Deborah Christen asked if the difference in bid amounts was due to being out of area. Brief discussion followed. She mentioned that her son works for Lakeview Nurseries with the sprinkler systems; a sked if it would be a conflict. Brief discussion with recommendation that she contact the Ethics Commission; she said she would abstain from the vote just in case. Motion made by Linda McDonald to approve Resolution 202016; Jon Hogue seconded. Linda McDonald-aye, Jon Hogue-aye, Deborah Christen-abstained. Motion passed with a 2 to 0 vote and one abstaining. 7. Other Correspondence – DHCD Public Housing Notices were reviewed:  PHN 2020-37 – Insurance Renewal Notice  PHN 2020-38 – CHAMP PMR Planning Year Criteria  PHN 2020 -39 – LHA Responsibilities to Tenants and Applicants who are Victims of Domestic Violence and Sexual Assault 8. Resident Participation: None Requested 9. Board Commissioners’ Comments: None 10. Motion to Adjourn: Deborah Christen made a motion to adjourn the meeting at 5:56 p.m.; Jon Hogue seconded. Jon Hogue-aye, Deborah Christen-aye, Linda McDonald-aye with all in favor the meeting adjourned. The next meeting is scheduled for Thursday, January 21, 2021 Lunenburg Housing Authority Regular Meeting Minutes Page 3 December 15, 2020