# lunenburg-housing-authority — 22 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 : 2021-01-21-agenda-3007.txt BOARD : lunenburg-housing-authority DATE : 2021-01-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-01-21-agenda-3007.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01212021-3007 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-01-21-agenda-3018.txt BOARD : lunenburg-housing-authority DATE : 2021-01-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-01-21-agenda-3018.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01212021-3018 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-02-18-agenda-3006.txt BOARD : lunenburg-housing-authority DATE : 2021-02-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-02-18-agenda-3006.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02182021-3006 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-02-18-minutes-3006.txt BOARD : lunenburg-housing-authority DATE : 2021-02-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-02-18-minutes-3006.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02182021-3006 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA (virtual meeting held) February 18, 2021 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 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; Sue Honeycutt, Fenton & Ewald 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 December 15 , 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. 2. The Executive Director Report – Ben Gold  COVID Update – We’re working to assist our Lunenburg residents to get the vaccine. We held a couple of clinics for our Leominster residents age 75 and older on Monday, President’s Day. We vaccinated 80 residents with workers from the Community Health Connections in Fitchburg and it was successful. We sent a survey to Lunenburg residents to see who needs the vaccine and who has already been vaccinated. We’ve been working with the Board of Health in all our towns to see how we can help to expedite.  Finance Transition – The Director of Finance has resigned after six months. We have hired someone who will start March 1st. 3. Financial Report – Year-End 12/31/2020 Sue Honeycutt presented and reviewed the year-end financials with the Board. Operating Statement – rental income up a little from budgeted. Subsidy was down. We did very well on the income and expenses. Maintenance area was under $15,000 than budgeted. A little more in extraordinary expenses than budgeted. Line 2700 - $32,785.00 net income from operations. ===PAGE 2=== Depreciation and post-employment benefits are book entries and do not affect our reserves. Balance Sheet shows invested and capital assets which are the buildings and equipment minus depreciation. The $150,155 net assets unrestricted is the reserve balance (90.62%). We have to spend some money; a good time for some smaller projects. Reserves should not be over 100% or DHCD will cut our subsidy; 35% is the minimum and 65 -70% is a good range to be in. Discussion on using some of the money for a generator. Non-routine expenditures, $20,000 COVID money included; we received $17,615 from the State. We are in fantastic financial shape. 4. Administration a. Modernization/Work Order Report – Ben Gold Septic System Replacement (Fish #162031) – Out to bid, bids due February 25 th. More information next month. Community Room Decking and Handrail Replacement (Fish #162036) – In planning phase; can begin project after July 1st. Work Order Report – 16 routine work orders received, 14 completed; 5 emergency work orders , all completed. b. State-Aided Housing Report – Ben Gold: We received seven (7) standard applications in January; five elderly/young disabled and two family. There are 1,041 elderly and 2,568 families on the waiting list. There were no lease-ups and one vacancy in January. We are currently at 98.15% occupancy with no waivers. 5. Unfinished Business – None. 6. New Business Resolution 202 1-1 Approval and Execution of DHCD FY2020 Year-End Certifications – DHCD requires year-end certification of federal/state lead paint compliance, top five compensation and fiscal year 12/31/2020 financials. Sue presented the year-end financials earlier in the meeting. Discussion on whether our buildings had lead paint, wh ether concern was more for family units than elderly. Motion made by Deborah Christen to approve resolution 2021 -1; Linda McDonald seconded. Deborah Christen-aye, Jon Hogue-aye, Linda McDonald-aye and motion passed with a 3 to 0 vote. Resolution 202 1-2 A pproval of Management Services Agreement Amendment with Leominster Housing Authority. The Lunenburg Management Fee was increased by 3% which is in line with what DHCD increased administrative salaries. DHCD issued a new PHN in December 2020 which superseded a previous PHN. This is a new agreement which will streamline all management agreements. Motion made by Jon Hogue having reviewed the published Performance Management Review and Agreed Upon Procedures of the Owner, the Board approve and submit to DHCD for its approval the Management Services Agreement between Lunenburg Housing Authority and Leominster Housing Authority for a term of one year for the annual Agreement Sum of $40,380. Deborah A.H. Christen Seconded the Motion which upon roll-call was passed by a vote of 3 to 0. Lunenburg Housing Authority Regular Meeting Minutes Page 2 February 18, 2021 ===PAGE 3=== Resolution 2021-3 Approval of DHCD CFA Amendment #10 – FY24 Formula Funding Award of $63,069 and Emergency Reserve Award for Septic System - $221,863.89. Discussion on DHCD formula funding and emergency funding for projects. Motion made by Deborah Christen to approve resolution 2021 -3; Jon Hogue seconded. Deborah Christen-aye, Jon Hogue-aye, Linda McDonald-aye and motion passed with a 3 to 0 vote. 7. Other Correspondence – None 8. Resident Participation – None Requested 9. Board Commissioners’ Comments – None 10. Motion to Adjourn: Deborah Christen made a motion to adjourn the meeting at 7:03 p.m.; Jon Hogue seconded. Deborah Christen-aye, Jon Hogue Linda McDonald-aye with all in favor the meeting adjourned. The next meeting is scheduled for Thursday, April 22, 2021 Lunenburg Housing Authority Regular Meeting Minutes Page 3 February 18, 2021 ======================================================================================== DOCUMENT : 2021-03-25-agenda-3008.txt BOARD : lunenburg-housing-authority DATE : 2021-03-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-03-25-agenda-3008.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03252021-3008 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-03-25-minutes-3008.txt BOARD : lunenburg-housing-authority DATE : 2021-03-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-03-25-minutes-3008.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03252021-3008 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA (virtual meeting held) March 25, 2021 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: Jon Hogue -present, Deborah Christen-present, Linda McDonald -present. Also present were Benjamin Gold, Executive Director ; Adam Gautie, Assistant Executive Directo r and Denise Ivaldi, Administrative Assistant. The Chair declared a quorum present and opened the meeting at 5:37 p.m. b. The minutes of the February 18, 2021 meeting were tabled until next month. c. Opportunity for Public Comment: For the record there were no individuals calling in. 2. The Executive Director Report – Ben Gold  COVID Update – Residents from Lunenburg Sterling and W. Boylston came to Leominster to get their first dose of the vaccine. on March 2 nd. We had 26 residents/caretakers from Lunenburg participate. The second dose will be given on March 31 st. Transportation was provided, everything went well.  Virtual Mass NAHRO Legislative Day was held on March 23 rd – Discussed budget and pending legislation; we met with some legislators.  Virtual Mass NAHRO conference – if interested in registering, contact Denise.  Lunenburg smoking policy to be updated; brief discussion. 3. Financial Report – January and February 2021 Page F2 – Two months into the year, reserves are high at 98%; working on some projects to use some of this money. One project is the Community Room generator discussed previously. Page F3 – We are a little behind in rents; doing fine with the subsidy. Utilities a little high due to winter but should even out over the course of the year. Ordinary maintenance to the good; materials and supplies with $200 of budget. Scott doing a great job; lot of complements. ===PAGE 2=== Non-routine expenses Extraordinary expenses, includes COVID expenses and flooring We are $4700 to the good; no concerns. Motion to approve the January and February 2021 financial report s made by Jon Hogue ; Deborah Christen seconded. Jon Hogue-aye, Deborah Christen-aye, Linda McDonald-aye and financials were accepted and approved. 4. Administration a. Modernization/Work Order Report – Adam Gautie: Septic System Replacement (Fish #162031) – We received seven bids. Low bid from Glenn Hines out of Leominster for $163,00 which is in line with the cost estimate. Resolution later in the meeting. 667-1 Community Room Decking and Handrail Replacement (Fish #162036) – Still in pla nning phase; July/August timeframe. Generator – Working with our RCAT Project Manager to find a DHCD house doctor who is pre - approved by DHCD; waiting to hear back. Work Order Report – 21 routine work orders received, 20 completed; 7 emergency work orders , all completed. Scott is doing a good job. Discussion on whether there is air conditioning in the units. b. State-Aided Housing Report – Ben Gold: We received 12 standard applications in February; eight elderly and four family. There are 1,052 elderly and 2,660 families on the waiting list. There were no lease-ups and no vacancies in February. We are currently at 100% occupancy with one waiver but should be leasing the unit up shortly. 5. Unfinished Business – None. 6. New Business Resolution 202 1-4 Approval of Low Bid, DHCD #162031 Septic System Replacement at White Street 705-1. We received seven bids ; Glenn Hines of Leominster was low bidder. The Designer checked references and everything came back good. Motion made by Deborah Christen to approve Resolution 2021-4; Jon Hogue seconded. Deborah Christen-aye, Jon Hogue -aye, Linda McDonald- aye and motion passed with a 2 to 0 vote. Resolution 2021-5 Approval of Accounting Services Contract for January to December 2021. We are satisfied with their services. Motion made by Jon Hogue to approve Resolution 202 1-5; Deborah Christen seconded. Jon Hogue -aye, Deborah Christen-aye, Linda McDonald-aye and motion passed with a 2 to 0 vote. Lunenburg Housing Authority Regular Meeting Minutes Page 2 March 25, 2021 ===PAGE 3=== 7. Other Correspondence – DHCD Public Housing Notices were reviewed:  PHN 2021-02 – Notice of Funding Availability – Resident Service Coordinator. We reached out to see if we would be eligible for our consortium of Lunenburg, Sterling and W. Boylston and possibly partner with Holden Housing Authority as well. Leominster already has a resident service coordinator. There are only ten awards available and will be competitive.  PHN 2021-03 – DHCD Guidelines for Local Housing Authority Hiring of Executive Director. Not applicable to Lunenburg. 8. Resident Participation – None Requested 9. Board Commissioners’ Comments – None 10. Motion to Adjourn: Linda McDonald made a motion to adjourn the meeting at 6:00 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, April 22, 2021 Lunenburg Housing Authority Regular Meeting Minutes Page 3 March 25, 2021 ======================================================================================== DOCUMENT : 2021-05-20-agenda-3009.txt BOARD : lunenburg-housing-authority DATE : 2021-05-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-05-20-agenda-3009.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05202021-3009 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2021-05-20-minutes-3009.txt BOARD : lunenburg-housing-authority DATE : 2021-05-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-05-20-minutes-3009.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05202021-3009 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA (virtual meeting held) May 20, 2021 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 Directo r and Denise Ivaldi, Administrative Assistant. The Chair declared a quorum present and opened the meeting at 6:30 p.m. b. Jon Hogue made a motion to accept and approve t he minutes of the February 18, 2021 meeting. Deborah Christen seconded and all were in favor with a roll call vote of Jon Hogue -aye, Deborah Christen-aye, Linda McDonald-aye. dc Deborah Christen made a m otion to accept and approve the minutes of the March 18, 2021 meeting. Jon Hogue seconded and all were in favor with a roll call vote of Deborah Christen-aye, Jon Hogue-aye, Linda McDonald-aye. e. Opportunity for Public Comment: For the record there were no individuals calling in. b. Annual Meeting/Election of Officers tabled until the June meeting. 2. The Executive Director Report – Ben Gold  COVID Update – The Governor released a statement stating effective May 29 th, the mask and other restrictions will be lifted. Fully vaccinated individuals will not have to wear masks indoors and outdoors. The State of Emergency will be lifted on June 15 th. Community rooms will re -open to residents. We will meet in -person next month while still social distancin g. We will still encourage residents to wear masks indoors, washing hands and sanitizing.  DHCD Remote PMR (Performance Management Review) held April 29 th. Desk audit on occupancy rates, adjusted net income, TAR, operating reserve, timeliness of certifi cation reporting, capital spending, CIP submission, annual inspections, work order system and board member training. We did well, we do not have the official results.  New manager hired for Lunenburg, W. Boylston and Sterling. Moe Ramos comes from Fitchburg Housing Authority; he was hired when we managed Fitchburg.  Mass NAHRO conference September 19-22 at the Sea Crest. Board members are encouraged to attend; contact Denise so arrangements can be made. ===PAGE 2=== 3. Financial Report – March and April 2021 Page 11 – Healthy reserves but they are high at 100%; we are discussing projects to use some of this money. One project is the Community Room generator discussed at the last meeting. Page 12 – Four months in, under line item 3110 shelter rents; we are a little behind due to four vacancies in one month which is unusual for us. Administrative and utilities are doing fine. Line item 4392 Net Metering Credits showing $22,528; we are producing more credits than actual savings so we may move this line item. Extraordinary maintenance on budget, COVID expenses go through this line item. We are to the good; no concerns. Discussion on clinics held and number of residents that were vaccinated. Motion to approve the March and April 2021 financial reports made by Jon Hogue; Deborah Christen seconded. Jon Hogue-aye, Deborah Christen-aye, Linda McDonald-aye and financials were accepted and approved. DHCD Budget Approval Letters for FYE 12/31/2020 Rev 1 and FYE 12/31/2021 were received. 4. Administration a. Modernization/Work Order Report – Adam Gautie: Septic System Replacement, Family Units (Fish #162031) – Pre-construction meeting held April 28th; project has started. A number of trees were cut down where the tank will be installed. Project should be completed in 3-4 weeks. 667-1 Community Room Decking and Handrail Replacement (Fish #162036) – On-site meeting with new RCAT Project Manager Jim Turner (Steve Larry is retiring). In the process of working on specification for this project. Generator Update – Having a hard time finding a designer for a small project. RCAT recommended someone who is willing to take a look at the project; hopefully can get it going soon. Discussion on size and fuel source needed. Jon Hogue suggested Power Generator in Southern NH who did a great job for him at both his house and the shelter. Work Order Report – 41 routine work orders received, 33 completed; 6 emergency work orders , all completed. This report covered two months and routine work orders were being deferred due to COVID; should go down in next month or two. b. State-Aided Housing Report – Ben Gold: We received 7 standard applications in April; all elderly. There are 1,138 elderly/young disabled and 2,870 families on the waiting list. There w ere no lease-ups and two vacancies in April. Brief discussion on whether new Section 8 vouchers being approved would affect leasing our units. 5. Unfinished Business – None Lunenburg Housing Authority Regular Meeting Minutes Page 2 May 20, 2021 ===PAGE 3=== 6. New Business Resolution 2021-6 Approval of DHCD Revised Income Limits for Admission FMRs for Continued Occupancy Effective April 1, 2021. DHCD revises every two years and the Board is required to adopt. Motion made by Jon Hogue to approve Resolution 2021-6; Deborah Christen seconded. Jon Hogue- aye, Deborah Christen-aye, Linda McDonald-aye and motion passed with a 3 to 0 vote. Resolution 202 1-7 Approval of Certificate of Substantial Completion for 667 -1 Underground Fire Alarm Wiring Replacement, DHCD Fish #162030. Motion made by Deborah Christen to approve Resolution 2021-7; Jon Hogue seconded. Deborah Christen -aye, Jon Hogue-aye, Linda McDonald- aye and motion passed with a 3 to 0 vote. 7. Other Correspondence – DHCD Public Housing Notices were reviewed:  PHN 2021-04 – American Rescue Plan Guidance  PHN 2021-05 – Data for Fair Housing in Tenant Selections  PHN 2021-06 – Revised Income Limits for Admission FMRs for Continued Occupancy  PHN 2021-07 – Guidance and Best Practices for Housing Authorities Post-Covid-19 Vaccination  PHN 2021-08 – Public Housing Innovations, Round II NOFA 8. Resident Participation – None Requested 9. Board Commissioners’ Comments – None 10. Motion to Adjourn: Deborah Christen made a motion to adjourn the meeting at 7:05 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, June 17, 2021 Lunenburg Housing Authority Regular Meeting Minutes Page 3 May 20, 2021 ======================================================================================== DOCUMENT : 2021-06-17-agenda-3010.txt BOARD : lunenburg-housing-authority DATE : 2021-06-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-06-17-agenda-3010.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06172021-3010 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-06-24-agenda-3011.txt BOARD : lunenburg-housing-authority DATE : 2021-06-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-06-24-agenda-3011.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06242021-3011 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-06-24-minutes-3011.txt BOARD : lunenburg-housing-authority DATE : 2021-06-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-06-24-minutes-3011.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06242021-3011 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE ANNUAL MEETING 131 White Street, Lunenburg, MA June 24, 2021 Members Present: Linda McDonald, Chair Jon Hogue, Member Catherine Clark, Member Members Absent: Deborah A.H. Christen, 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: Jon Hogue -present, Linda McDonald-present, Catherine Clark-present, Deborah Christen-Absent. Also present were Benjamin Gold, Executive Director ; Adam Gautie, Assistant Executive Directo r and Denise Ivaldi, Administrative Assistant. The Chair declared a quorum present and opened the meeting at 3:02 p.m. b. Annual Meeting/Election of Officers. The Chair turned the meeting over to the Executive Director for nomination of Officers. The Executive Director asked if there were any nominations for Officers or if someone wanted to make a motion to keep the slate as is. Linda McDonald made a motion to elect Jon Hogue as Chair, Catherine Clark seconded. Linda McDonald made a motion to elect Deborah Christen as Vice Chair, Catherine Clark seconded. Upon roll call vote with Jon Hogue- yes, Catherine Clark-yes, Linda McDonald-yes, the motion s were passed with a 3 to 0 vote to elect Jon Hogue as Chair and Deborah Christen as Vice Chair. c. Jon Hogue made a motion to accept and approve the minutes of the May 20, 2021 meeting. Linda McDonald seconded and all were in favor with a roll call vote of Jon Hogue -aye, Linda McDonald- aye, Catherine Clark-aye. d. Opportunity for Public Comment: For the record there were no individuals calling in. 2. The Executive Director Report – Ben Gold  Welcome Cathy Clark, our newest board member. Cathy Clark stated she is currently in real estate, has previously worked in rental management.  COVID Update – Community Rooms re -opening, we will still encourage residents to wear masks indoors, social distancing, washing hands and sanitizing.  New Hire – Moises Ramos is the new housing manager for Lunenburg, Sterling and W. Boylston. He worked for us while we managed Fitchburg, then came back to Leominster. We are happy to have him on-board.  New manager hired for Lunenburg, W. Boylston and Sterling. Moe Ramos comes from Fitchburg Housing Authority; he was hired when we managed Fitchburg.  Town Appointed Tenant Board Member – hoping to have a tenant fill the seat. ===PAGE 2===  Resident Service Coordinator Initiative Funding Award Letter – PHN 2021 -02 NOFA. We submitted an application and received grant for Lunenburg, Sterling and W. Boylston (regional award). We will add hours to the Leominster RSC and she will cover all four housing authorities.  Juneteenth Independence Day – We will formally adopt for next year, on agenda for future meeting.  Mass NAHRO conference September 19-22 at the Sea Crest. Board members are encouraged to attend; contact Denise so arrangements can be made.  Board meeting time change – We will bring up next meeting for discussion and vote. By-laws will have to be amended; we are reviewing for any other changes needed. 3. Financial Report – May 2021  Reserves are at 99.78%, we should not let this go to 100% or we lose subsidy. We are looking at projects to help bring reserves down; a tractor for maintenance with snow plow and snow blower.  Five months in, shelter rents a little below due to a few vacancies. Administrative and utilities are fine; gas expenses over with the winter months. Maintenance labor, contract costs are fine. Extraordinary maintenance, we didn’t budget for anything. Discussion on age of appliances and whether to replace on rotating basis to help bring down reserves. Motion to approve the May 2021 financial report made by Jon Hogue; Catherine Clark seconded. Jon Hogue-aye, Deborah Christen-aye, Linda McDonald-aye and financials were accepted and approved. 4. Administration a. Modernization/Work Order Report – Adam Gautie: Septic System Replacement, Family Units (Fish #162031) – 80% complete; leach field and tanks in. 667-1 Community Room Decking and Handrail Replacement (Fish #162036) – Working on specification with RCAT. Work Order Report – 30 routine work orders received, 7 completed; 4 emergency work orders , all completed. b. State-Aided Housing Report – Ben Gold: We received 7 standard applications in May; all elderly. There are 1,159 elderly/young disabled and 2,889 families on the waiting list. There were two lease-ups and one vacancy in May. We are at 94.34% occupancy. 5. Unfinished Business – None Lunenburg Housing Authority Annual Meeting Minutes Page 2 June 24, 2021 ===PAGE 3=== 6. New Business Resolution 202 1-8 Approval of Final Completion for 667 -1 Underground Fire Alarm Wiring Replacement, DHCD Fish #162030. Motion made by Catherine Clark to approve Resolution 2021-8; Jon Hogue seconded. Catherine Clark-aye, Jon Hogue-aye, Linda McDonald-aye and motion passed with a 3 to 0 vote. Resolution 2021-9 Approval to Hire Resident Service Coordinator through RSC funding. Motion made by Jon Hogue to approve Resolution 202 1-9; Catherine Clark seconded. Jon Hogue -aye, Catherine Clark-aye, Linda McDonald-aye and motion passed with a 3 to 0 vote. 7. Other Correspondence – DHCD Public Housing Notices were reviewed:  PHN 2021-01 – Changes Pertaining to Town Appointed Tenant Board Members  PHN 2021-09 – Juneteenth Independence Day Guidance  PHN 2021-10 – Air Conditioner Installation Policies 8. Resident Participation – None Requested 9. Board Commissioners’ Comments – None 10. Motion to Adjourn: Catherine Clark made a motion to adjourn the meeting at 3:39 p.m.; Jon Hogue seconded. Jon Hogue- aye, Deborah Christen-aye, Linda McDonald-aye with all in favor the meeting adjourned. The Board will not meet in July after brief discussion. Lunenburg Housing Authority Annual Meeting Minutes Page 3 June 24, 2021 ======================================================================================== DOCUMENT : 2021-08-19-agenda-3012.txt BOARD : lunenburg-housing-authority DATE : 2021-08-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-08-19-agenda-3012.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08192021-3012 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2021-08-19-minutes-3012.txt BOARD : lunenburg-housing-authority DATE : 2021-08-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-08-19-minutes-3012.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08192021-3012 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REMOTE REGULAR MEETING 131 White Street, Lunenburg, MA August 19, 2021 Members Present: Jon Hogue, Chair Deborah A.H. Christen, Vice Chair Linda McDonald, Treasurer Catherine Clark, Assistant Treasurer 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 Jon Hogue asked for a roll call of members present: Deborah Christen -present, Linda McDonald-present, Catherine Clark -present, Jon Hogue-present. Also present were Benjamin Gold, Executive Director ; Adam Gautie, Assistant Executive Directo r and Denise Ivaldi, Admin istrative Assistant. The Chair declared a quorum present and opened the meeting at 6:30 p.m. b. Catherine Clark made a motion to accept and approve t he minutes of the June 24, 2021 meeting. Linda McDonald seconded and all were in favor. c. Opportunity for Public Comment:  Tenant waiting on results for smoking survey. Wanted to know definition of common area and whether smoking and drinking were allowed there. Smoking endangers the health of others and a group gathers outside the community room. Prior policy was adopted in 2010, the survey the housing authority initiated was to try and involve residents in actions we take with policies. Appreciate the tenant’s advocacy on this issue.  Tenant wanted to know the intent of amending the Person al Property Policy if one didn’t already exist. There was a previous policy adopted in 2020, changes made primarily dealing with storage and plants; will discuss further under New Business. Tenant asked the Board to hold off approving. The Executive Dir ector explained that we are putting garden/flower beds out back for tenants. We had some previously, tenants stopped using and taking care of and area became overgrown with weeds so they were removed. Adam Gautie added the concern for vents outside the u nits for water heater exhausts, crawl space and gas meters which could cause possible fire and carbon monoxide issues. Tenant was thanked for their thoughts on this policy. 2. The Executive Director Report – Ben Gold  COVID Update – Virtual meeting meetings will be held for the foreseeable future. We are waiting on information on booster shots; see if we can offer clinics again. DHCD PHN came out late this afternoon on the Delta Variant focusing on continuing protocols, up to housing authority if we want to close community room again. ===PAGE 2===  Town Appointed Tenant Board Member – The BOS should be appointing a tenant to this seat in the coming week. Cathy Clark mentioned the BOS email sent to all Board members stating Mr. Stan Randall is a candidate for the seat and inviting the Board to participate in their meeting with the seat appointment on the agenda. Deborah Christen noted this is under the Acts of 2014 and took a while to implement legislature.  Governor’s Appointee Seat – We received an email that a letter is coming August 30 th appointing Deborah Christen to this seat. Congrats Deb!  Juneteenth Independence Day – This was brought to the Leominster Board and tabled for more information be approving.  Mass NAHRO conference September 19-22 is still happening with masks required. 3. Financial Report – June/July 2021 (reviewed July)  Reserves are at 105.66%. We will be reducing in the coming month by $20,000. Shelter rents were budgeted for $152,000; actual was $145,031. We are behind a little due to an eviction and a tenant who hasn’t paid rent in a while. Administrative is doing fine. Utilities are doing fine; DHCD handles. We are waiting to receive our net metering credits after September.  Maintenance Labor is doing well. Materials, supplies and contract costs are doing well. Other housing authorities tend to go over a lot on this item, so we are happy. We didn’t budget for extraordi nary maintenance expenses so we are behind $12,417 which is fine. Money was spent on unit turnovers and COVID money running through this line item.  Bottom line, we are $21,851 to the good with no concerns. Chair Jon Hogue asked how the $20,000 was being spent. Adam Gautie stated there was a lot of tenant concern with the hot water system, taking a long time to get hot water. The system was a DHCD sustainability project to save energy, over time it needs to be cleaned and serviced. A Rennai Rep came out two weeks ago to determine what could be done to make it a better system. He gave an estimate of $15,000 to take the system apart, clean and change the filters. We can also redo the faucet aerators which are energy saving now and replace with regular a erators to increase water flow. Another complaint tenants had were drafts in the storm doors so we will consider that too. Deborah Christen remembers when the Rennai system was put in, the tenants were all happy with getting hot water much faster than the old system. The system just needs to be kept up. Motion to approve the June and July 2021 financial repor ts made by Linda McDonald ; Catherine Clark seconded. Jon Hogue -aye, Deborah Christen -aye, Linda McDonald -aye and financials were accepted and approved. 4. Administration a. Modernization/Work Order Report – Adam Gautie: Septic System Replacement , Family Units (Fish #162031) – Project completed. Resolutions for Substantial and Final Completion to approve later in meeting. The engineer, Gerson and Scott all said the contractor did a great job and everything looks great. 667-1 Community Room Decking and Handrail Replacement (Fish #162036) – Out to bid August 11th with bids due August 27th with a cost estimate of $20,000. Lunenburg Housing Authority Regular Meeting Minutes Page 2 August 19, 2021 ===PAGE 3=== Work Order Report (June/July) – 61 routine work orders received, 52 completed; 6 emergency work orders, all completed. Chair Jon Hogue asked if the generator was still in motion to get quotes. Adam Gautie spoke with the designer two weeks ago, still working on it. We were going to use reserves but there is an open Formula Funding project that we will now use instead. b. State-Aided Housing Report – Ben Gold: We received 19 standard applications in July; 11 elderly/young disabled and 8 family . We are at 100% occupancy. 5. Unfinished Business – None 6. New Business Resolution 2021-10 Approval of Tenant Personal Property Policy. Previously approved and adopted on August 21, 2020. DHCD had a template which we tailored for Lunenburg Housing. Based on the feedback from a tenant meeting, changes were made. There will be no storage allowed on decks with the exception of bicycles and wheelchairs, other reasonable accommodation requests will be reviewed. There is a compromise for tenants to have outdoor potted plants. Maintenance has to mow grass and plow snow and we want to make it easier for him to get his job done without plant overgrowth. He takes pride in the complex and is a great groundskeeper. After the policy is approved, we will walk the grounds. There was discussion on whether the housing authority could purchase large potted plants for the new deck and let the tenants maintain. Turkey Hill Gardeners maintain the village in the town center and do a great job; maybe they would come and check things out at our complex. The MART bus takes tenants to areas in town. The Church has a vegetab le garden in center as does the Senior Center. These are all areas those tenants looking to be involved could contribute. Personal items left in the community room refrigerator should have dates on the items, place a note on the fridge. Should have a system for food being dropped off with individual there to receive and schedule for tenants to pick up. Motion made by Deborah Christen to approve Resolution 202 1-10 Tenant Personal Property Policy ; Linda McDonald seconded. Deborah Christen-aye, Jon Hogue-aye, Linda McDonald-aye, Catherine Clark-aye and motion passed with a 4 to 0 vote. Resolution 2021-11 Approval of Amended By-Laws. We had previously discussed changing the time of the meeting to 2:00 p.m. Also, Section 1, Article 2 states there are six members, that should be changed to 5 members. The by-laws also call for a Treasurer and Assistant Treasurer. Motion made by Deborah Christen to approve the 2:00 p.m. time change and 5 -member board. Jon Hogue seconded. Deborah Christen -aye, Linda McDon ald-aye, Catherine Clark -aye, Jon Hogue -aye and motion passed with a 4 to 0 vote. Linda McDonald nominated herself as Treasurer; Catherine Clark would be the Assistant Treasurer. Deborah Christen made a motion to appoint Linda McDonald as Treasurer and Catherin Clark as Assistant Treasurer. Jon Hogue seconded and all were in favor. ===PAGE 4=== Lunenburg Housing Authority Regular Meeting Minutes Page 3 August 19, 2021 Resolution 2021 -12 Approval of Certifica te of Substantial Completion, 705 -1 Septic System Replacement, DHCD Fish #162031. When project is 95% complete, a 5% retainage is held until punch list items are completed . Motion made by Catherine Clark to approve Resolution 2021 -12; Linda McDonald seconded. Deborah Christen -aye, Catherine Clark -aye, Jon Hogue -aye, Linda McDonald-aye and motion passed with a 4 to 0 vote. Resolution 2021-13 Approval of Certificate of Final Completion, 705 -1 Septic System Replacement, DHCD Fish #162031. No Discussi on. Motion made by Catherine Clark to approve Resolution 2021-13; Linda McDonald seconded. Deborah Christen-aye, Linda McDonald-aye, Catherine Clark- aye, Jon Hogue-aye, Catherine Clark-aye, Linda McDonald-aye and motion passed with a 4 to 0 vote. Resolution 2021 -14 Approval of Quarterly Unrecoverable Debt Write -Offs, 705 -1 Septic System Replacement, DHCD Fish #162031. Individual decided we were charging too much and starting paying half of the rent. They went to a nursing home, failed to pay rent . The eviction moratorium prevented us from filing for eviction but at the end of the year we were able to. They took items they wanted and abandoned the unit. We can take to the Collection Agency and see if they will accept rather than go through the c ourt and spend more money. Another tenant moved out and didn’t pay rent balance. We do not have security deposits or last month’s rent at the housing authority, rent is paid month to month with a 30 -day notice to vacate. Motion made by Deborah Christen to approve Resolution 2021-14; Linda McDonald seconded. Deborah Christen-aye, Catherine Clark -aye, Linda McDonald, Jon Hogue-aye and motion passed with a 4 to 0 vote. 7. Other Correspondence – No Discussion  PHN 2021-11 End of COVID-19 State of Emergency and LHA Operations  PHN 2021-12 Agreed Upon Procedures (AUP) Program Updates  PHN 2021-13 Updates to Performance Management Review  PHN 2021-14 CHAMP Fair Housing PMR Criteria  PHN 2021-15 Mandatory Data Reporting  PHN 2021-16 Board Member Attendance Application Reminders  PHN 2021-17 Reasonable Accommodation Policy 8. Resident Participation – None Requested 9. Board Commissioners’ Comments – None 10. Motion to Adjourn: Deborah Christen made a motion to adjourn the meeting at 7:25 p.m.; Linda McDonald seconded. With all in favor the meeting adjourned. The next meeting will be held Thursday, September 23, 2021 at the new 2:00 p.m. time. ===PAGE 5=== Lunenburg Housing Authority Regular Meeting Minutes Page 4 August 19, 2021 ======================================================================================== DOCUMENT : 2021-08-24-agenda-3017.txt BOARD : lunenburg-housing-authority DATE : 2021-08-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-08-24-agenda-3017.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08242021-3017 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-09-23-agenda-3013.txt BOARD : lunenburg-housing-authority DATE : 2021-09-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-09-23-agenda-3013.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09232021-3013 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-09-23-minutes-3013.txt BOARD : lunenburg-housing-authority DATE : 2021-09-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-09-23-minutes-3013.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09232021-3013 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REMOTE REGULAR MEETING 131 White Street, Lunenburg, MA September 23, 2021 Members Present: Members Absent: Jon Hogue, Chair None Deborah A.H. Christen, Vice Chair Linda McDonald, Treasurer Catherine Clark, Assistant Treasurer Stanley Randall, Town Appointed Tenant Board Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order a. Chair Jon Hogue asked for a roll call of members present: Deborah Christen -present, Linda McDonald-present, Catherine Clark -present, Stanley Randall -present, Jon Hogue -present. Also present were Benjamin Gold, Executive Director; Adam Gautie, Assistant Executive Directo r and Denise Ivaldi, Administrative Assistant. The Chair declared a quorum present and opened the meeting at 2:16 p.m. b. Stanley Randall questioned the minutes of the June 22nd meeting in regards to the Personal Property Policy Resolution. He stated the minutes reflected items on the deck and should have been under the deck. It was noted that those minutes had already be en approved at the August meeting. There was discussion on flowers and policies set. Deborah Christen made a motion to accept and approve t he minutes of the August 19, 2021 meeting. Linda McDonald seconded and upon roll call vote with Deborah Christen-aye, Linda McDonald -aye, Jon Hogue -aye, Catherine Clark -aye, Stanley Randall - no; the minutes were accepted and approved by a 4 to 1 vote in favor. c. Opportunity for Public Comment: • There were no comments during this time but earlier during the Annual Plan Public Hearing, a resident, Lourdes, asked about the smoking policy and the results of the tenant survey. She also asked what areas were considered common areas. The Executive Dir ector noted that it is difficult to police smoking when staff is not there 24 hours a day; we are trying to have minimized smoking on site. The housing authority will put “no smoking” signs up in the common areas until the policy is approved by the Board and a smoking area is put in place. 2. The Executive Director Report • COVID Update – The housing authority has done everything possible to keep tenants safe. It has worked as we have no known cases. The community room was closed temporarily, along with community rooms at all other housing authorities. We put sanitizing stations out, installed touchless faucets, sent packets to tenants with masks, etc. We held vaccination clinics in Leominster for the 1 st and 2 nd doses as well as offered transportation. The State is now concerned with the Delta Variant and issued a PHN regarding commun ity room closings, leaving it up to the housing authority. ===PAGE 2=== • Governor’s Appointee Seat – Congratulations to Deb. • Welcome to Stan Randall, Town Appointed Tenant Board Member • Mass NAHRO conference held this past weekend. Was nice to see people, network and gain insight on things going on around the State. A resident, Louise, wanted to say she was very happy Leominster offered a vaccination clinic. She is more than willing to participate for the booster shot and come to Leominster again if another clinic is offered for Moderna. 3. Financial Report – August 2021 • Reserves are at 96.88%, doing very well. The Assistant E.D. had a list of items being purchased with some of the reserve money to bring it down to 60/65%. We are using some money for sidewalk repairs, multiple trip hazard repairs, gutter repair and Rennai hot water servicing with a resolution for approval later in the meeting. • Shelter rents are doing well; a little behind due to an eviction a few months ago. • Maintenance is doing very good; maintenance labor, supplies and contract costs are all to the good. Extraordinary maintenance expenses for flooring, vacancies and COVID labor. • No concerns at this time. Stanley Randall questioned line 4191 and wanted explanation – after reviewing the financials to see what he was referring to; it was noted he was looking at a page in the Annual Plan. That can be addressed during discussion on the resolution later in the meeting. Motion to approve the August 2021 financial repor t made by Linda McDonald ; Deborah Christen seconded. Linda McDonald-aye, Deborah Christen-aye, Catherine Clark-aye, Jon Hogue-aye, Stanley Randall-no and financials were accepted and approved with a vote of 4 to 1. 4. Administration a. Modernization/Work Order Report – Adam Gautie 667-1 Community Room Decking and Handrail Replacement (Fish #162036) – Bids were due on August 27th. We received three bids; low bidder was FRG Contractor Corp in the amount of $21,950. 23 routine work orders received, 14 completed; 3 emergency work orders, all completed. Linda McDonald asked if a breakdown of the types of work orders from the previous month could be included on this report. b. State-Aided Housing Report – Ben Gold We received 13 standard applications in August; 7 elderly/young disabled and 6 family. We have 1,189 elderly/young disabled and 3,114 families on the waiting list. We are at 100% occupancy. There were no lease-ups or vacancies in August. 5. Unfinished Business – None Lunenburg Housing Authority Regular Meeting Minutes Page 2 September 23, 2021 ===PAGE 3=== 6. New Business Resolution 2021-15 Approval of Community Room Deck Repairs, DHCD Fish #162036 . Bids were due by 2:00 p.m. Friday, August 27 th. We received three bids; bid tab and memo from RCAT Project Manager included. FRG Contractor Corp was low bidder with base bid of $21,950. Recommend Board approval. Stanley Randall asked if this project included the small deck at the back of the building where the fire alarms are. Also, whether the width would be the same or could it be shortened to have more space for cars to pass. No, there were other options being discussed for that area including a pre-cast stair/walk as the residents don’t use. Will be using Trex decking, not wood and the width will be the same. Motion made by Linda McDonald to approve Resolution 202 1-15; Deborah Christen seconded. Deborah Christen-aye, Linda McDonald-aye, Jon Hogue-aye, Catherine Clark-aye, Stanley Randall - aye and motion passed with a 5 to 0 vote in favor. Resolution 2021-16 Approval of Rennai Hot Water System Servicing . Bids are due Wednesday, September 29th. This is a Proprietary System and not a lot of authorized servicers. We reached out to the manufacturer and Rennai suggested someone out of the area with scope of work to include taking the system apart, cleaning and changing the filters for $15,000. We followed procurement regulations; we may not receive other bids but if a bid comes in lower, we would go with that. Brief discussion on the original system and how tenants really liked it; just needs to be serviced. Motion made by Linda McDonald to approve Resolution 2021 -16; Catherine Clark seconded. Linda McDonald-aye, Deborah Christen-aye, Jon Hogue-aye, Catherine Clark-aye, Stanley Randall-aye and motion passed with a 5 to 0 vote in favor. Resolution 2021-17 Approval of FY 2022 Annual Plan Submittal to DHCD. The Annual Plan was presented before the meeting in a Public Hearing. This resolution is to formally approve. Regarding Stanley Randall’s question earlier on line 4191 (which is part of the budget), that amount is money for a Tenant Organization. Lunenburg does not have one but if they had a formal Tenant Organization, they would receive that amount to spend. The money comes from DHCD, if there is no LTO the money is not released and cannot be used for anything else. No further discussion. Motion made by Deborah Christen to approve Resolution 2021 -17; Linda McDonald seconded. Deborah Christen-aye, Jon Hogue-aye, Linda McDonald-aye, Stanley Randall-aye and motion passed with a 4 to 0 vote. Catherine Clark lost connection while vote was being taken. 7. Other Correspondence – The Executive Director reviewed • PHN 2021-18 Continued COVID-19 Vigilance in light of Delta Variant and increasing transmission rates • PHN 2021-19 Treatment pf One-time Benefit to Families Receiving TANF Cash Assistance or TAFDC 8. Resident Participation – None Requested 9. Board Commissioners’ Comments – None 10. Motion to Adjourn: Linda McDonald made a motion to adjourn the meeting at 3:00 p.m.; Deborah McDonald seconded. With all in favor the meeting adjourned. The next meeting will be held Thursday, October 21, 2021. Lunenburg Housing Authority Regular Meeting Minutes Page 3 September 23, 2021 ======================================================================================== DOCUMENT : 2021-10-21-agenda-3019.txt BOARD : lunenburg-housing-authority DATE : 2021-10-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-10-21-agenda-3019.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10212021-3019 ======================================================================================== ===PAGE 1=== AMENDED AGENDA ORIGINAL AGENDA RECEIVED AND POSTED BY TOWN CLERK ON OCTOBER 14, 2021 NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director 10/15/2021 The Lunenburg Housing Authority will meet on Thursday, October 21, 2021 at 2:00 pm. Pursuant to Governor Baker signing into law on June 16, 2021 “An Act Extending Certain COVID-19 Measures Adopted During the State of Emergency” which includes an extension, until April 1, 2022, of the remote meeting provisions of his March 12, 2020 Executive Order Suspending Certain Provisions of the Open Meeting Law Executive Order, the meeting will be held remotely. The public is invited to call in to the meeting via phone. To do so, call the conference line at 1-877-309-2073 and enter the Access Code 980-824-453 followed by the # sign. The Board Chair will conduct the meeting and instruct the public on the appropriate time and manner for comments. AGENDA 1. Regular Meeting Called to Order a. Roll Call b. Approval of Regular Minutes – September 23, 2021 e. Opportunity for Public Comments 2. Executive Director Report a. Town Appointed Tenant Board Member Seat b. NAHRO Campaign tour of Pearl Brook Apartments with Representative Danillo Sena and Senator John Cronin 3. Financials a. Approval of September 2021 Financial Report 4. Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5. Unfinished Business – Any Items Needing Further Discussion 6. New Business Resolution 2021-18 Approval of Revised No-Smoking Policy 7. Other Correspondence a. DHCD PHN 2021-20 FY2022 Local Housing Authority Budget Guidelines 8. Motion to Adjourn Town Clerk Received: ======================================================================================== DOCUMENT : 2021-10-21-minutes-3019.txt BOARD : lunenburg-housing-authority DATE : 2021-10-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-10-21-minutes-3019.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10212021-3019 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REMOTE REGULAR MEETING 131 White Street, Lunenburg, MA October 21, 2021 Members Present: Members Absent: Jon Hogue, Chair Catherine Clark, Assistant Treasurer Deborah A.H. Christen, Vice Chair Linda McDonald, Treasurer Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order a. Chair Jon Hogue asked for a roll call of members present: Deborah Christen -present, Linda McDonald-present, Jon Hogue-present, Catherine Clark-absent. Also present were Benjamin Gold, Executive Director ; Adam Gautie, Assistant Executive Directo r and Denise Ivaldi, Administrative Assistant. The Chair declared a quorum present and opened the meeting at 2:02 p.m. b. Deborah Christen made a motion to accept and approve t he minutes of the September 23, 2021 meeting. Linda McDonald seconded and upon roll call vote with Jon Hogue-aye, Linda McDonald- aye, Deborah Christen-aye and the minutes were accepted and approved by a 3 to 0 vote. c. Opportunity for Public Comment – For the record there were no callers. 2. The Executive Director Report a. Town Appointed Tenant Member Seat is available, encourage everyone to apply. We have all heard the terrible news about Stan Randall’s passing the weekend after our last meeting. Stan was our most recent member and a fervent advocate for his fellow tenants. He would have been a helpful addition to our Board. The E.D. then asked for a few seconds of silence for Stan. b. Chair Jon Hogue is moving and resigning from the Board; this is his last meeting. The E.D. thanked Jon for serving and said he was sorry to see him leave. He has been a great addition to the Board and we enjoyed having him. Chair Hogue said he enjoyed his t ime here; everyone does a great job. He shares that when he goes around town. Linda McDonald said they wish him the very best; the Board thanked him. c. All Housing Authorities are looking to gain ARPA (American Rescue Plan Act) funds. Advocacy actions included sending letters to local legislators to discuss our need for funding. We invited representatives out to visit and tour the site; Representative Danillo Sena and Senator John Cronin met with the Executive Director, Assistant E.D. and Director of Facilities. They took a 45 -minute walk around the complex and looked at a vacant unit; it was a nice experience. Pearl Brook is a nice complex but there are always items to address especially inside the units. Representative Michael Kushmerek is scheduled to come out November 1st for a tour. Chair Hogue stated that Mike Kushmerek is a really nice guy; he has been in City Council meetings on CDBG; he’s been a big supporter of the shelter and he cares. ===PAGE 2=== 3. Financial Report – September 2021 • Reserves are at 101.5% which is too high . We have a lot of expenses that will come out of reserves including power washing at the family units, sidewalk repairs, a tractor purchase and a smoking gazebo which will be discussed later in the meeting. Reserves should come down by the end of the year. • Shelter rents are behind due to an eviction and vacancies. Administrative Other is a little behind. • When we look at the bottom line, we are $17,316 favorable which is good news; we are in good shape. No concerns at this time. Motion to approve and accept the September 2021 financial report made by Linda McDonald; Deborah Christen seconded. Linda McDonald-aye, Deborah Christen-aye, Jon Hogue-aye, and financials were accepted and approved with a vote of 3 to 0. 4. Administration a. Modernization/Work Order Report – Adam Gautie 667-1 Community Room Decking and Handrail Replacement (Fish #162036) – Adam Gautie, Gerson Cintron and RCAT project manager Jim Turner held a pre-construction meeting with the contractor. We discussed the material and accepted the contractor’s sample of Trex decking. The contractor is ordering and decking should be in the first week of November. Once the project is started, it should be complete in two weeks. Update on the Generator – This will be a modernization project once the Annual Plan is finalized and submitted to DHCD; the Board approved the Plan at last month’s meeting. DHCD will then activate the project and we will receive funding . We are working with the designer who has two potential generator, Kohler and Generac; we will move forward with the Kohler. We hope to have the concrete pad installed before the ground freezes and the generator in as soon as possible after, hopefully before the winter. 45 routine work orders received, 33 completed; 10 emergency work orders, all completed. If you recall, last month the Board has requested a breakdown of the various work orders; we have added this to the bottom of the report. The Board said it was nice to see and interesting to keep an eye on everything; it gives them an idea of what a non-emergency work order is. b. State-Aided Housing Report – Ben Gold We received 15 standard applications in September; 7 elderly/young disabled and 8 family. We have 1,259 elderly/young disabled and 3, 276 families on the waiting list. There were no lease -ups or vacancies in September. We are at 100% occupancy. We do have one vacancy in October which will be reflected in next month’s report. We are ready to fill but waiting on unit to be finished; should be leased in November. 5. Unfinished Business – None Lunenburg Housing Authority Regular Meeting Minutes Page 2 October 21, 2021 ===PAGE 3=== 6. New Business Resolution 202 1-18 Approval of Revised No -Smoking Policy . We conducted a survey with all elderly residents and asked if they preferred no smoking or a having designated smoking area. The results were provided in the Board’s packet with an overwhelming response for a smoking shed. The new policy will reflect no smoking in the unit or on the porches. The previous policy stated smoking was allowed on the porches as long as it didn’t interfere with neighbors.; this was confusing for tenants. We will place a gazebo at the back of the complex as the designated smokin g area away from the buildings. At this time a tenant called in; the Board allowed the tenant to speak. Tenant asked about the BTUs allowed for air conditioners; hers is 5,000 BTU. Adam Gautie stated that Pearl Brook does not currently have an AC policy but one will be coming out shortly. The maximum will be 10,000 BTU so she should be all set. The tenant asked about the coin machine for laundry. Adam Gautie stated this was discussed with the current vendor; they do not have a coin machine but use an “add value” card where you can add money to the card. The “add value” card is being used at the Leominster complexes. Since Pearl Brook is a small complex, the cost of laundry may go up with the “add value” card. We will discuss further with the vendor. The tenant said that would be great; the Board thanked her for her time. The Board returned to the No-Smoking Policy with a brief discussion on enforcement always being a challenge especially in the winter. Marijuana and vaping being included in the policy so all bases were covered. Motion made by Deborah Christen to approve the no -smoking policy ; Linda McDonald seconded. Deborah Christen-aye, Linda McDonald-aye, Jon Hogue-aye, and motion passed with a 3 to 0 vote in favor. 7. Other Correspondence – The Executive Director reviewed • PHN 2021-20 FY2022 Local Housing Authority Budget Guidelines. This PHN discusses the budget guidelines and the 4% increase in ANUEL for 2022. 8. Resident Participation – None Requested 9. Board Commissioners’ Comments Jon Hogue said he would miss working with everyone. The Board thanked Jon and appreciated all his knowledge. 10. Motion to Adjourn: Linda McDonald made a motion to adjourn the meeting at 2:27 p.m.; Deborah Christen seconded. With all in favor the meeting adjourned. The next meeting will be held Thursday, November 18, 2021. Lunenburg Housing Authority Regular Meeting Minutes Page 3 October 21, 2021 ======================================================================================== DOCUMENT : 2021-11-18-agenda-3015.txt BOARD : lunenburg-housing-authority DATE : 2021-11-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-11-18-agenda-3015.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11182021-3015 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-11-18-minutes-3015.txt BOARD : lunenburg-housing-authority DATE : 2021-11-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-11-18-minutes-3015.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11182021-3015 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REMOTE REGULAR MEETING 131 White Street, Lunenburg, MA November 18, 2021 Members Present: Members Absent: Deborah A.H. Christen, Vice Chair None Linda McDonald, Treasurer Catherine Clark, Assistant Treasurer Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order a. Vice Chair Jon Deborah Christen asked for a roll call of members present: Linda McDonald-present, Catherine Clark-present, Deborah Christen -present. 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 2:06 p.m. b. Catherine Clark made a motion to accept and approve the minutes of the October 21, 2021 meeting. Linda McDonald seconded and upon roll call vote with Linda McDonald-aye, Catherine Clark-aye, Deborah Christen-aye and the minutes were accepted and approved by a 3 to 0 vote. c. Opportunity for Public Comment – For the record there were no callers. 2. The Executive Director Report We will have another vaccine booster clinic on December 1st to coincide with the clinics we held in March for the first and second doses. 3. Financial Report – October 2021 • Reserves are at 91.54%, healthy. • Administrative Other; we are looking into why we are $2,000 behind and awaiting an answer. • Utilities are good; the State takes care of these. • Maintenance labor is ahead; total maintenance is ahead by $15,000. • When we look at the bottom line, we budgeted to lose $10,000; we are only lo sing $5,000 at ten months in. No concerns; we are doing well. • We may use some reserves for a temporary smoking area with a picnic table and umbrella. The new smoking policy was approved last month but Adam Gautie is having a difficult time getting a gazebo, out of stock until April. Motion to approve and accept the October 2021 financial repor t made by Catherine Clark ; Linda McDonald seconded. Linda McDonald-aye, Catherine Clark-aye, Deborah Christen-aye and financials were accepted and approved with a vote of 3 to 0. ===PAGE 2=== 4. Administration a. Modernization/Work Order Report – Adam Gautie 667-1 Community Room Decking and Handrail Replacement (Fish #162036) – The project should be completed in the next week or so. 33 routine work orders received, 20 completed; 8 emergency work orders, 7 completed. We have included a list of work orders from last month and will continue to add this every month going forward. b. State-Aided Housing Report – Ben Gold We received 5 standard applications in October; 1 elderly/young disabled and 4 family. We have 1,271 elderly/young disabled and 3,363 families on the waiting list. The state is doing a purge soon so this number may change over the next month or two. We are at 100% occupancy for family and one vacancy for elderly in October. Right now, we have two elderly vacancies; one unit should be ready the end of the month. Staff is working hard to fill the units (one vacant 10/1; the other 11/2). 5. Unfinished Business – None 6. New Business - None 7. Other Correspondence – The Executive Director reviewed • PHN 2021-21 Language Access Plan • Resident Fall Newsletter 2021 – Reminders to the residents; we try to keep it positive. Adam will start adding mod project info in future newsletters to let residents know status of any construction. • DHCD Resident Survey Chapter 667 Housing, Fall 2019. Surveys were sent to 48 units. We did very well. The charts show how we compared to other small housing authorities and the entire state. 8. Resident Participation – None Requested 9. Board Commissioners’ Comments 10. Motion to Adjourn: Linda McDonald made a motion to adjourn the meeting at 2:20 p.m.; Catherine Clark seconded. With all in favor the meeting adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 2 November 18, 2021 ======================================================================================== DOCUMENT : 2021-12-16-agenda-3016.txt BOARD : lunenburg-housing-authority DATE : 2021-12-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-12-16-agenda-3016.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12162021-3016 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2021-12-16-minutes-3016.txt BOARD : lunenburg-housing-authority DATE : 2021-12-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2021-12-16-minutes-3016.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12162021-3016 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF THE REGULAR MEETING 131 White Street, Lunenburg, MA December 16, 2021 Members Present: Members Absent: Deborah A.H. Christen, Vice Chair None Linda McDonald, Treasurer Catherine Clark, Assistant Treasurer Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Sue Honeycutt, Fenton & Ewald Denise Ivaldi, Recording Secretary 1. Meeting called to order a. Vice Chair Jon Deborah Christen asked for a roll call of members present: Linda McDonald-present, Catherine Clark-present, Deborah Christen -present. Also present were Benjamin Gold, Executive Director; Adam Gautie, Assistant Executive Directo r, Sue Honeycutt/Fenton & Ewald and Denise Ivaldi, Administrative Assistant. The Vice Chair declared a quorum present and opened the meeting at 2:17 p.m. b. Linda McDonald made a motion to accept and approve t he minutes of the November 18, 2021 meeting. Catherine Clark seconded and upon roll call vote with Linda McDonald -aye, Catherine Clark-aye, Deborah Christen-aye and the minutes were accepted and approved by a 3 to 0 vote. c. Opportunity for Public Comment – For the record, no one from the public was in attendance. 2. The Executive Director Report a. Received DHCD Formula Funding Letters for FY24-25 b. Received DHCD Guidance for Resident Service Coordinator (RSC) Funding Addendum 2 3. Financial Report – November 2021 Sue Honeycutt reviewed the November 2021 financial report. Reserves are at 88.53%. Minimum 35% required by DHCD, if over 100% we will not receive subsidy. Operations at $39,985 before non - routine; non-routine at $29,793. We are doing really well. Motion to approve and accept the November 2021 financial report made by Linda McDonald; Catherine Clark seconded and the financials were accepted and approved with a vote of 3 to 0. 4. Administration a. Modernization/Work Order Report – Adam Gautie 667-1 Community Room Decking and Handrail Replacement (Fish #162036) – Project is complete, looks beautiful. Brief discussion on possibly replacing some of the wooden benches on the property. 35 routine work orders received, 34 completed; 11emergency work orders, all completed. ===PAGE 2=== b. State-Aided Housing Report – Ben Gold We received seven standard applications in November; four elderly/young disabled and three family. We have 1,318 elderly/young disabled and 3,292 families on the waiting list. There were no lease-ups and one vacancy in November. We are at 98.11% occupancy with one vacancy coming in December, staff working to fill. 5. Unfinished Business – None 6. New Business a. Resolution 2021-19 Approval of FY2021 Budget for Submittal to DHCD. Sue Honeycutt presented the FY2022 budget. This year there will be a 4% increase in our ANUEL (subsidy). No change to rental income budgeted. Solar credits – we are now allowed to keep only 50%; in the past we were given 100%. Materials/Contract Costs were raised up. Non -routine maintenance allowing $25,000 for appliances and $8,000 for the smoking gazebo. Projected profit of $2,846 and reserves will be at 8.93%. Linda McDonald moved to approve the FY2022 Budget as presented for submittal to DHCD. Catherine Clark seconded and upon roll call vote of Linda McDonald -aye, Catherine Clark -aye, Deborah Christen-aye; motion passed with 3 in favor; 0 opposed. b. Resolution 2021-20 Approval of Substantial Completion, DHCD #162036 667 -1 Community Room Deck Repairs. Linda McDonald moved to approve Resolution 2021-20. Catherine Clark seconded and upon roll call vote of Linda McDonald -aye, Catherine Clark -aye, Deborah Christen -aye; motion passed with 3 in favor; 0 opposed. c. Resolution 2021 -21 Approval of Final Completion/Payment, DHCD #162036 667 -1 Community Room Deck Repairs. Linda McDonald moved to approve Resolution 2021-20. Catherine Clark seconded and upon roll call vote of Linda McDonald -aye, Catherine Clark -aye, Deborah Christen -aye; motion passed with 3 in favor; 0 opposed. 7. Other Correspondence – The Executive Director reviewed • PHN 2021-22 Massachusetts State-Aided Housing Programs Property, Boiler & Machinery and Crime Insurance Policy Period – 11/17/21 to 11/17/22. Salem Housing Authority procured for all Massachusetts housing authorities. • DHCD PHN 2021-23 Uploading Applicant Responses to Screening into CHAMP. 8. Resident Participation – None Requested 9. Board Commissioners’ Comments 10. Motion to Adjourn: Linda McDonald made a motion to adjourn the meeting at 2:37 p.m.; Deborah Christen seconded. With all in favor the meeting adjourned. Lunenburg Housing Authority Regular Meeting Minutes Page 2 December 16, 2021