# lunenburg-housing-authority — 20 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 : 2022-01-04-agenda-3029.txt BOARD : lunenburg-housing-authority DATE : 2022-01-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-01-04-agenda-3029.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01042022-3029 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2022-01-20-agenda-3025.txt BOARD : lunenburg-housing-authority DATE : 2022-01-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-01-20-agenda-3025.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01202022-3025 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2022-02-24-agenda-2911.txt BOARD : lunenburg-housing-authority DATE : 2022-02-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-02-24-agenda-2911.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02242022-2911 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2022-02-24-minutes-2911.txt BOARD : lunenburg-housing-authority DATE : 2022-02-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-02-24-minutes-2911.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02242022-2911 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF REMOTE REGULAR MEETING 131 White Street, Lunenburg, MA February 24, 2022 Members Present: Members Absent: Deborah A.H. Christen, Vice Chair Catherine Clark, Assistant Treasurer Linda McDonald, Treasurer Wayne Caron, Tenant Board Member 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 Deborah Christen asked for a roll call of members present: Linda McDonald-present, Wayne Caron -present, Deborah Christen -present, Catherine Clark -absent. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie, Sue Honeycutt/Fenton & Ewald and Denise Ivaldi, Administrative Assistant. The Vice Chair declared a quorum present and opened the meeting at 2:01 p.m. b. Linda McDonald made a motion to accept and approve the minutes of the January 20, 2022 meeting. Deborah Christen seconded, with all in favor the minutes were accepted and approved by a 3 to 0 vote. c. Opportunity for Public Comment - A resident had a few comments for the Board: • She wanted to congratulate Moe and Cathy on the Robo Call system; it is very useful for anything tenants need to know. • She also wanted to congratulate Tom and Chris from LHA maintenance who took over while Scott was out. They were very courteous, polite and answered any questions when they came to her apartment for work orders. • She had another item but spoke to Moe and it was taken care of and already resolved. • She had another issue but will email Mr. Gold and Adam. She thanked the Board for listening to her. 2. The Executive Director Report a. Welcome Wayne Caron to the Board. Hopefully next month we will meet in person. b. DHCD Letter, Budget Approval FYE 12/31/2022 c. The MassNAHRO conference is in May; some quality sessions offered. If interested in attending please contact the office. d. Sue Honeycutt is here to go over the year-end financials with the Board. ===PAGE 2=== 3. Financial Report – 12/31/2021 Year-End and January 2022 Reports Sue Honeycutt, Fenton & Ewald, presented and reviewed the 12/31/2021 year-end financial report. We did really well the end of the year. Income came in good; everything looks really good. We ended the year with a net income surplus of $37,697 before non-routine and including subsidy. We had quite a bit of non-routine expenses, almost $60,000. Non-routine items are things we weren’t expecting and didn’t budget for. There were expenses of $39,995 with another $19,715 for a truck/plow purchased from Leominster, appliances, and on -site camera. Some of these costs were covered from COVID funds from the State. The negative $22,014 came from our Reserves. Reserves are at $128,583 (86.15%); minimum required by DHCD of 35% with no subsidy if we go over 100%. Linda McDonald moved to accept and approve t he FYE 12/30/2021 financial report as presented by Sue Honeycutt; Deborah Christen seconded. With roll call vote of Linda McDonald -yes, Wayne Caron-yes, Deborah Christen-yes; the motion was passed with 3 in favor; 0 opposed. Sue Honeycutt next reviewed the January 2022 monthly financial report with the Board. The only significant item is contract costs; we spent a lot in January. We are at a surplus of $4,047 so we are moving in the right direction. Mr. Gold noted they will keep an eye on contract costs. Linda McDonald moved to accept the January 31, 2022 financial report as presented . Wayne Caron seconded and the January 2022 financial report was accepted with all in favor. 4. Administration a. Modernization/Work Order Report – Adam Gautie • Community Room Generator – Asbestos was recently found in a joint compound at the Community Room. We are seeking additional funding from DHCD using their Compliance Reserves to help pay so we don’t have to use other sources of funding (our Formula Funding). • Intercom System – New project for January 2022; in planning phase. We will be scheduling a walk-through with the DHCD engineer shortly. • Walkway Repair Project – This is another new project in planning phase. We will meet with the DHCD engineer for this as well. We are waiting for the ground to be snow free; hopefully next month. • There were 24 routine work orders received, 23 completed; five (5) emergency work orders, all completed. Also included is the listing of work orders called in last month. b. State-Aided Housing Report – Ben Gold We received nine standard applications in January; four elderly/young disabled and five family. We have 1,387 elderly/young disabled and 3,708 families on the waiting list. There were no lease-ups and no vacancies in January. We are at 100% occupancy right now. 5. Unfinished Business – None Lunenburg Housing Authority Regular Meeting Minutes Page 2 February 24, 2022 ===PAGE 3=== 6. New Business a. Resolution 2022-2 Approval and Execution of FY2021 Financial Year-End Certification. This resolution coincides with the year -end financial report Sue Honeycutt presented earlier in the meeting. Motion to approve and certify the FY2021 year -end certifications made by Wayne Caron; Linda McDonald seconded. Roll call vote was Linda McDonald -yes, Wayne Caron -yes, Deborah Christen-yes with the motion passed with 3; 0 opposed. b. Resolution 2022 -3 Approval of DHCD CFA 5001 Amendment #11, FY2025 Formula Funding Award. Linda McDonald moved to authorize signing the standard contract amendment form. Wayne Caron seconded and upon roll call vote of Linda McDonald -aye, Wayne Caron-aye, Deborah Christen-aye; motion passed with 3 in favor; 0 opposed. 7. Other Correspondence – The Executive Director reviewed a. DHCD PHN 2022-01 COVID-19 Omicron Variant and State-Aided Public Housing b. DHCD PHN 2022 -02 Local Housing Authority Executive Director Salary and Qualifications Schedule c. DHCD PHN 2022-03 Fair Housing Marketing Plan 8. Resident Participation – None Requested 9. Board Commissioners’ Comments 10. Motion to Adjourn: Wayne Caron made a motion to adjourn the meeting at 2:25 p.m.; Linda McDonald seconded. With all in favor the meeting adjourned. Next meeting scheduled for March 17, 2022. Lunenburg Housing Authority Regular Meeting Minutes Page 3 February 24, 2022 ======================================================================================== DOCUMENT : 2022-03-17-agenda-2912.txt BOARD : lunenburg-housing-authority DATE : 2022-03-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-03-17-agenda-2912.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03172022-2912 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director 3/10/2022 Notice is hereby given in accordance with Section 23B of Chapter 39 of the General Laws that a regular meeting of the Lunenburg Housing Authority Board of Commissioners will be held at 2:00 P.M. on March 17, 2022 in the Community Room at 131 White Street, in the town of Lunenburg, Massachusetts. The 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 – February 24, 2022 e. Opportunity for Public Comments 2. Executive Director Report a. COVID-19 Update b. Virtual Legislative Day, March 22, 2022 c. MassNAHRO Conference at the Sea Crest, May 22-24, 2022 d. Unofficial PMR, May 3, 2022 3. Financials a. Approval of February 2022 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 - None 7. Other Correspondence a. DHCD PHN 2022-04 Guidance on Income Exclusions from Rent Determinations in State- Aided Public Housing b. DHCD PHN 2022-05 Guidance to LTO Officers who also serve as Housing Authority Board Members and Tenant Board Members 8. Motion to Adjourn Town Clerk Received: ======================================================================================== DOCUMENT : 2022-03-17-minutes-2912.txt BOARD : lunenburg-housing-authority DATE : 2022-03-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-03-17-minutes-2912.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03172022-2912 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA March 17, 2022 Members Present: Members Absent: Deborah A.H. Christen, Vice Chair Linda McDonald, Treasurer Catherine Clark, Assistant Treasurer Wayne Caron, Tenant Board Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order a. Vice Chair Deborah Christen asked for a roll call of members present: Deborah Christen-present, Catherine Clark-present, Wayne Caron-present, Linda McDonald-absent. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie and Denise Ivaldi, Administrative Assistant/Recording Secretary. The Vice Chair declared a quorum present and opened the meeting at 2:08 p.m. b. Wayne Caron made a motion to accept and approve the minutes of the February 24, 2022 meeting. Deborah Christen seconded, with all in favor the minutes were accepted and approved by a 3 to 0 vote. c. Opportunity for Public Comment - none 2. The Executive Director Report a. COVID Update – We are back to in -person meetings. We are strongly encouraging masks inside but there is no mandate. b. Virtual Legislative Day being held February 22nd. We are able to talk with legislators, ask for more money. Wayne Caron and Cathy Clark may be interested in to joining. c. The MassNAHRO annual conference in May gives Executive Directors and Board Members chance to attend sessions and meet with each other. Encourage Board Members to attend; if interested please contact the office. d. Unofficial PMR (Performance Management Review) scheduled for M ay 3rd; Desk Audit portion had no findings. 3. Financial Report – February 2022 Reserves are at a healthy 68.4%. Two months in, everything looks good with rents at $3,000 to the good. Administrative looks good; Utilities show gas a little high. Ordinary maintenance is over by $7,791. Construction costs higher due to snow contract; no concern as a one -time charge. Maintenance over by $1,182. Non-routine/extraordinary maintenance over for tree removal. Wayne Caron moved to accept and approve the February 2022 financial report as presented; Catherine Clark seconded and the February 2022 financial report was accepted with all in favor. ===PAGE 2=== Wayne Caron asked about the trees in the back parking lot stating the lot is covered in pine needles, causing a slip hazard. Adam Gautie noted that we hope to have a project through DHCD to cut trees back ten feet. 4. Administration a. Modernization/Work Order Report – Adam Gautie • Community Room Generator – Asbestos in joint compound, have to do abatement which will cost more money. • Intercom System – We walked around yesterday with DHCD to get scope of project. • Walkway Repair Project – Waiting for snow to melt; we did a walkthrough yesterday. Waiting for DHCD to come out for a walkthrough. • There were 32 routine work orders received, 29 completed; three emergency work orders, all completed. Also included is the listing of work orders called in last month. b. State-Aided Housing Report – Ben Gold We received nine standard applications in February; six elderly/young disabled and three family. We have 1,451 elderly/young disabled and 3,825 families on the waiting list. There were no lease-ups and no vacancies in February. We are at 100% occupancy right now. 5. Unfinished Business – None 6. New Business – None 7. Other Correspondence – The Executive Director reviewed a. DHCD PHN 2022 -04 Guidance on Income Exclusions from Rent Determinations in State - Aided Public Housing b. DHCD PHN 2022-05 Guidance to LTO Officers who also serve as Housing Authority Board Members and Tenant Board Members 8. Motion to Adjourn: Catherine Clark made a motion to adjourn the meeting at 2:38 p.m.; Wayne Caron seconded. With all in favor the meeting adjourned. Next meeting scheduled for April 21, 2022. Lunenburg Housing Authority Regular Meeting Minutes Page 2 March 17, 2022 ======================================================================================== DOCUMENT : 2022-04-21-agenda-2917.txt BOARD : lunenburg-housing-authority DATE : 2022-04-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-04-21-agenda-2917.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04212022-2917 ======================================================================================== ===PAGE 1=== Lunenburg Housing Authority Meeting1. ======================================================================================== DOCUMENT : 2022-04-21-minutes-2917.txt BOARD : lunenburg-housing-authority DATE : 2022-04-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-04-21-minutes-2917.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04212022-2917 ======================================================================================== ===PAGE 1=== LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA April 21, 2022 Members Present: Members Absent: Deborah A.H. Christen, Vice Chair None Linda McDonald, Treasurer Catherine Clark, Assistant Treasurer Wayne Caron, Tenant Board Member Dale Proulx, Board Member Also Present: Benjamin Gold, Executive Director Denise Ivaldi, Recording Secretary 1. Meeting called to order a. Vice Chair Deborah Christen asked for a roll call of members present: Linda McDonald-present, Deborah Christen-present, Wayne Caron-present, Catherine Clark-present, Dale Proulx-present. Also present were Executive Director Benjamin Gold and Denise Ivaldi, Administrative Assistant/Recording Secretary. The Vice Chair declared a quorum present and opened the meeting at 2:14 p.m. b. Linda McDonald made a motion to accept and approve the minutes of the March 17, 2022 meeting. Catherine Clark seconded, with all in favor the minutes were accepted and approved. c. Opportunity for Public Comment: Discussion with tenants present on concerns with the smoking survey options: 1. Where the smoking area is now, over a sewer, 2. Place the smoking area near the dumpster (smelly, skunks etc.), 3. Out back (bobcats, fisher cats, deer, mosquitos), 4. Middle of the complex but sewer and gas smells. The Executive Director replied: 1. He was not aware the smoking area was over the sewer, 2. The option in the survey was not to put the smoking area near the dumpster but on the other side of the back lot where a nice area would be created, 3/4. This is why we included tenants with the survey. Tenants stated they wanted the smoking area right in the middle out behind the community room; both smokers and non -smokers would join in gathering there. Linda McDonald asked if they wanted a fenced in area. Tenant asked to keep the area central so when a tenant is using the community room for family g atherings, family would not be wandering through the complex. Wayne Caron stated keeping it centrally located would allow for a wind break. Tenant stated that there are only 14 smokers and most live in the front or back buildings. Tenant stated that winter is bad for smokers, no path. The Executive Director said the current smoking table could be moved away from the sewer for now. Smoking gazebo has been ordered; waiting on delivery. Tenant asked if flower beds could be raised a little higher, some residents can’t bend that low. Another tenant asked about a change machine for the laundry room; Adam Gautie has already researched but will ask him again. ===PAGE 2=== 2. The Executive Director Report a. Welcome to Dale Proulx, our newest board member. b. COVID Update – No mask mandate but still encouraging masks when with others. We are back to in-person meetings. c. The MassNAHRO annual conference May 22-24. d. Booster update – Clinic June 8th in Leominster. e. ARPA – We are receiving more funds from the State; will match previous year’s funds. 3. Financial Report – March 2022 Reserves are at 71.84%. State wants us to keep wants us to keep at 35% or higher; no subsidy if lower. Three months in, shelter rents are at $67,680; budgeted at $62,890. Utilities show a little higher on gas; State pays dollar for dollar on utilities . Ordinary maintenance is to the good . Materials and supplies are right on line; construction costs are higher. Extraordinary maintenance includes costs for tree removal. Bottom line we are $10,000 to the good. Catherine Clark moved to accept and approve the March 2022 financial report as presented; Wayne Caron seconded and the March 2022 financial report was accepted with all in favor. 4. Administration a. Modernization/Work Order Report – Adam Gautie • 667-1 Community Room Generator (Fish #162040) – On-going asbestos issue. Board asked if Unitil will be given list of tenants on oxygen or have medical issues. • 667-1 Intercom System (Fish #162041) - This project is now in the design phase. • 667-1 Walkway Repairs – (Fish #162042) – DHCD in process of hiring designer. Wayne Caron said his pathway has standing water from driveway when it rains; not going to drain. • All open work orders were given to Tom Phelan/Sterling to work on/complete. b. State-Aided Housing Report – Ben Gold We received eight standard applications in March; six elderly/young disabled and two family. We have 1,467 elderly/young disabled and 3,919 families on the waiting list. There were no lease-ups and no vacancies in March. 5. Unfinished Business – None 6. New Business – None 7. Other Correspondence – The Executive Director reviewed a. DHCD PHN 2022-06 Calendar of Submissions and Certifications b. DHCD PHN 2022-07 Local Housing Authority Requirements to Post Key Information and 8. Motion to Adjourn: Wayne Caron made a motion to adjourn the meeting at 2:35 p.m.; Linda McDonald seconded. With all in favor the meeting adjourned. Next meeting scheduled for May 19, 2022. Lunenburg Housing Authority Regular Meeting Minutes Page 2 April 21, 2022 ======================================================================================== DOCUMENT : 2022-05-12-agenda-2915.txt BOARD : lunenburg-housing-authority DATE : 2022-05-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-05-12-agenda-2915.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05122022-2915 ======================================================================================== ===PAGE 1=== NOTICE OF ANNUAL MEETING Submitted by: Benjamin Gold, Executive Director 5/12/2022 Notice is hereby given in accordance with Section 23B of Chapter 39 of the General Laws that a annual meeting of the Lunenburg Housing Authority Board of Commissioners will be held at 2:00 P.M. on May 19, 2022 in the Community Room at 131 White Street, in the town of Lunenburg, Massachusetts. The 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 – April 21, 2022 c. Opportunity for Public Comments d. Election of Officers 2. Executive Director Report a. COVID-19 Update - Second Booster Shot June 8, 2022 b. MassNAHRO Conference at the Sea Crest, May 22-24, 2022 c. ARPA Funds – Reached out to Legislators 3. Financials a. Approval of April 2022 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 a. Resolution 2022-4 Contract Approval - 667-1 Community Room Generator (Fish #162040) 7. Other Correspondence a. DHCD PHN 2022-08 Clarification on Transfers Requested as a Part of a Request for Reasonable Accommodation/Modification 8. Motion to Adjourn Town Clerk Received: ======================================================================================== DOCUMENT : 2022-06-16-agenda-3028.txt BOARD : lunenburg-housing-authority DATE : 2022-06-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-06-16-agenda-3028.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06162022-3028 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director 6/9/2022 Notice is hereby given in accordance with Section 23B of Chapter 39 of the General Laws that a regular meeting of the Lunenburg Housing Authority Board of Commissioners will be held at 2:00 P.M. on June 16, 2022 in the Community Room at 131 White Street, in the town of Lunenburg, Massachusetts. The 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 – May 19, 2022 c. Opportunity for Public Comments d. Election of Officers – Board Requested to Hold Again 2. Executive Director Report a. COVID-19 Update - Second Booster Shot Clinic Held June 8, 2022 b. MassNAHRO Conference at the Sea Crest, May 22-24, 2022 c. Denise Retiring End of Month 3. Financials a. Approval of May 2022 Financial Report 4. Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5. Unfinished Business a. Smoking Survey Results b. Community Room Generator – Discussion and Final Approval 6. New Business - None 7. Other Correspondence - None 8. Motion to Adjourn Town Clerk Received: ======================================================================================== DOCUMENT : 2022-08-18-agenda-2908.txt BOARD : lunenburg-housing-authority DATE : 2022-08-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-08-18-agenda-2908.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08182022-2908 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2022-08-18-agenda-3023.txt BOARD : lunenburg-housing-authority DATE : 2022-08-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-08-18-agenda-3023.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08182022-3023 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2022-08-18-minutes-2908.txt BOARD : lunenburg-housing-authority DATE : 2022-08-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-08-18-minutes-2908.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08182022-2908 ======================================================================================== ===PAGE 1=== Page | 1 Lunenburg Housing Authority Regular Meeting Minutes August 18th, 2022 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA August 18th, 2022 Members Present: Members Absent: Deborah A.H. Christen, Vice Chair Linda McDonald, Treasurer Wayne Caron, Tenant Board Member Dale Proulx, Board Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects 1. Meeting called to order a. Vice Chair Deborah Christen asked for a roll call of members present: Linda McDonald- present, Deborah Christen-present, Wayne Caron-present, and Dale Proulx-present. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie and Administrative Assistance/Special Projects Jade Tavares. The Vice Chair declared a quorum present and opened the meeting at 10:44 a.m. b. The minutes of June, 2022 were presented. With no discussion, Tenant Board Member made a motion to approve the minutes. Treasurer seconded, with all in favor. c. Opportunity for Public Comment: • Tenants stated they were not aware the meeting time changed from 2pm to 10:30am. Executive Director noted the Notice was posted with the 10:30am time and agreed to have a Robo-call set up to inform residents if the time changes again in the future. • Tenant stated there is a draft from the doors and windows; they noted the windows are only being replaced when the apartment is vacant. • Tenant stated the emergency lights outside the handicap apartments are white and not red like the other apartments; Tenant stated that if one of these residents uses the pullcord, it is less likely to be noticed then the red lights. Assistant Director explained DHCD is moving towards removing the pull-cords. Assistant Director recommended a Lifeline PERS, as a better option if residents have concerns about personal safety in the apartment. • Tenant asked about process to move apartments, as well as needing accommodations within a current apartment (i.e., carpet removal, bathtub changes). Executive Director explained that a Reasonable Accommodation must be submitted for any changes to an apartment. Executive Director explained there is an application process and paperwork needed for apartment transfers. • Tenants discussed the new gazebo for smoking. Tenants reported the seats are “too small”, unable to fit multiple people, and the railing stick out into their backs. Assistant Director explained that a survey was sent out able the gazebo before it was ordered for residents’ input. ===PAGE 2=== Page | 2 Lunenburg Housing Authority Regular Meeting Minutes August 18th, 2022 2. The Executive Director Report a. Welcome Administrative Assistant/Special Projects Jade Tavares, who has taken over since Administrative Assistant Denise Ivaldi retired. b. Assistant Treasurer Cathy Clark resigned and her position will be posted. 3. Financial Report – June and July 2022 a. Executive Director explained the Reserve is at 76.95%. There is $18,582 to the good for Maintenance; no concerns noted for June and July. b. Tenant Board Member asked why the tractor needed to be fixed, as it is a brand-new tractor. Assistant Director to follow up. b. Treasurer made a motion to accept the June and July financial reports as presented; Tenant Board Member seconded, with all in favor. 4. Administration a. Modernization/Work Order Report – Assistant Director 667-1 Community Room Generator (FISH# 162040) This project was tabled due to high costs of bids received. Assistant Director looking into possibility to procure the generator and have the in-house plumber and electrician install. Tenant Board Member asked about the cost; Assistant Director stated one quote was for $28,000. Tenant Board Member questioned the cost. Assistant Director to follow up. 667-1 Intercom System (FISH# 162041) DHCD hired MEA Engineering as the designer; this project is now in the design phase. Walkway repairs (FISH# 162042) A walkthrough was conducted with the engineer to begin the design phase on 6/7/2022. The plan is to connect all of the walkways and upgrade the patio area. 667-1 Tree Removal (FISH# 162043) The Lunenburg Conservation Commission denied the administrative determination and wants a full RDA application. We need to increase the cost of the project to include replacement of trees. Executive Director explained the Lunenburg Conservation Commission wants a 1-to-1 tree removal/planting. Executive Director explained he is working on drafting a letter to express concerns about the denial and will bring the letter to the Board to review/sign. Tenant Board Member stated there are Native American Black Walnut trees, which are an endangered species, by the dry creek bed where the dead trees are. Tenant Board Member stated only the dead trees are supposed to be removed and the living ones not touched. Executive Director talked about having either himself or Assistant Director, along with a Board Member, attend the next Conservation Meeting. 667-1 – Replace Federal Pacific Electric Panel (FISH#162044) This is a DHCD ARPA targeted award to replace the Federal Pacific electric panel; the project is in the planning stage. Work Order Reports from June to July: 1. For 667: There are a total of 49 with 47 completed and 2 open. Out of these, 10 were Emergencies and have been completed. 2. For 705: There are a total of 12 with 11 completed and 1 open. Out of these, none were Emergencies. ===PAGE 3=== Page | 3 Lunenburg Housing Authority Regular Meeting Minutes August 18th, 2022 Treasurer noted windows are continuously listed as work orders. Dale Proulx asked about the custodial/trash removal being listed as work orders. Assistant Director explained the custodial/trash removal work orders are auto-generated and that DHCD requires all work by Maintenance be documented by work orders; Assistant Director explained this requirement is listed in the Maintenance Plan. b. State-Aided Housing Report – Executive Director We received 13 Standard Applications (3 Elderly/Young Disabled and 10 Family). We have 1,764 applicants (590 Elderly/806 Young Disabled) on the waiting list. We have 4,495 family applicants on the waiting list. There were zero lease-ups and 1 vacancy (Elderly) in July. We are at 95.83% occupied for Elderly. There is a plumbing issue at one unit and the next unit is predicted to be ready for 9/16/22. We are at 100% capacity for family units. This brings us to 96.30% overall occupancy. Dale Proulx asked about the turnover time for an apartment. Executive Director explained it is typically 30 days, though we aim for 2 weeks. Executive Director explained it will depend on the status of the apartment, if it just needs paint or additional work is needed, such as removal of carpets. 5. Unfinished Business – None 6. New Business – None 7. Other Correspondence – Executive Director 1. DHCD PHN 2022-9 Updates to Performance Management Review (PMR) for 2022 Cycle 2. DHCD PHN 2022-10 Revised PMR Maintenance Metrics 3. DHCD PHN 2022-11 New Agreed Upon Procedures (AUP) requirements for Section 8 New Construction/Substantial Rehabilitation (S8 NC/SR) properties 4. DHCD PHN 2022-12 Updates to c. 167 & c. 689 Housing Contracts 5. DHCD PHN 2021-20 Addendum #2 6. DHCD PHN 2022-13 Mandatory Data Reporting 8. Motion to Adjourn There being no further business, Tenant Board Member made a motion to adjourn the meeting at 11:10a.m. Treasurer seconded the motion; all were in favor. The next meeting will be scheduled for September, 2022. ======================================================================================== DOCUMENT : 2022-09-15-agenda-2909.txt BOARD : lunenburg-housing-authority DATE : 2022-09-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-09-15-agenda-2909.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09152022-2909 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2022-09-15-minutes-2909.txt BOARD : lunenburg-housing-authority DATE : 2022-09-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-09-15-minutes-2909.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09152022-2909 ======================================================================================== ===PAGE 1=== Page | 1 Lunenburg Housing Authority Regular Meeting Minutes September 15th, 2022 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA September 15th, 2022 Members Present: Members Absent: Deborah A.H. Christen, Vice Chair None Linda McDonald, Treasurer Wayne Caron, Tenant Board Member Dale Proulx, Board Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects Moises Ramos, Off-Site Housing Manager 1. Meeting called to order a. Vice Chair Deborah Christen asked for a roll call of members present: Linda McDonald- present, Deborah Christen-present, Wayne Caron-present, and Dale Proulx-present. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie, Administrative Assistance/Special Projects Jade Tavares, and Off-Site Housing Manager Moises Ramos. The Vice Chair declared a quorum present and opened the meeting at 2:00p.m. b. The minutes of August, 2022 were presented. With no discussion, Treasurer made a motion to approve the minutes. Tenant Board Member seconded, with all in favor. c. Opportunity for Public Comment: • Tenants stated Off-Site Housing Manager calls four times in a row, instead of once and leaving a message. • Tenants discussed parking for visitors, the “unmarked/unlabeled” parking spot, and the handicap parking spots. Tenant stated some people have been written up for parking in the “unmarked/unlabeled” spot and making complaints to others about it. Board Member Dale asked if there is adequate handicap parking. Off-Site Housing Manager explained parking spots are being worked on and concerns about tenant parking will come first. Executive Director stated a separate meeting could be held to discuss the parking concerns. • Tenant stated there was an incident with her son staying over, due to son’s medical concerns, for three nights at her apartment. Tenant stated she was informed five residents “turned her in” via letters, which were not signed. Tenant stated she was told she could not view them. Off-Site Housing Manager explained any complaints lodged are confidential; Off-Site Housing Manager explained any complaints are addressed with residents. • Tenant asked why residents are only allowed 21 nights for visitors for the year. Executive Director explained this number is determined by State Regulations. • Tenant stated Housing “promotes tattling” on each other within the lease agreement. Tenant referenced the Smoking Policy as an example. Tenant asked ===PAGE 2=== Page | 2 Lunenburg Housing Authority Regular Meeting Minutes September 15th, 2022 about the process to see Tenant Files on themselves. Executive Director to follow up. • Tenant stated some Tenants are threatened with eviction if they “don’t do what they are told” and how some Tenants have been here for “20 plus years”. Executive Director stated the comment was very vague and would need more details. Executive Directors explained there are Lease Enforcement steps which Off-Site Housing Manager must follow. Board Member Dale talked about how some actions have natural consequences to them. • Tenant asked if they were allowed to drink alcohol or beer outside. Executive Director agreed to follow up on what it states in tenants’ leases. • Tenant stated her sink is clogged and needs assistance. Off-Site Housing Manager stated he would follow up. • Tenant asked about Robo calls when the Board Meeting times are changed. Executive Director stated this was addressed during the previous meeting and that Robo calls would be made if this occurs. • Tenant stated twelve plastic chairs were donated and there are only 4 remaining, as others have been thrown out by Off-Site Housing Manager. Executive Director to follow up. 2. The Executive Director Report a. The MassNAHRO Fall Conference will be held on November 13-15, 2022 in Danvers, MA. Executive Director encouraged the Board Members to attend and to contact Administrative Assistant/Special Projects if they would like to attend, so arrangements could be made. b. Executive Director discussed the concerns about Lunenburg Conservation Commission denying the administration determination. Tenant Board Member stated he would like to attend the next Conservation meeting, as he has a proposal to make. Tenant Board Member stated he would follow up with the Assistant Director to discuss the details. c. Executive Director stated the concerns from some residents regarding the ability to use the smoking gazebo is being privately addressed. 3. Financial Report a. Executive Director explained the Reserve is at 68.04%. The utilities are high however, DHCD pays this. The Maintenance contract cost increased to due staffing coverage, plowing, and needing all the vents cleaned. b. Tenant Board Member asked about the tractor repair cost. Assistant Director explained some contractors send their invoice 2-3 months after completing the work, so December work would not show up until March/April. c. Board Member Dale asked about the Net Meter Utility Credit on line 4392. Assistant Director explained we have contracts with a Solar Company and we receive credits to offset the utility cost. Executive Director stated this credit is paid quarterly. Executive Director stated he would ask Sue Honeycutt from Fenton, Ewald & Associates, P.C. to attend the next Board Meeting. d. Board Member Dale made a motion to accept the August financial reports as presented; Treasurer seconded, with all in favor. ===PAGE 3=== Page | 3 Lunenburg Housing Authority Regular Meeting Minutes September 15th, 2022 4. Administration a. Modernization/Work Order Report – Assistant Director 667-1 Community Room Generator (FISH# 162040) This project is not moving forward at this time. Assistant Director looking into cost quotes based on the specs from the Electrical Engineer. 667-1 Intercom System (FISH# 162041) This is in the planning phase. Assistant Director completed a walkthrough with the Engineer. DHCD has combined this project with 667-1 – Replace Federal Pacific Electric Panel (FISH#162044), an ARPA targeted award, to be more cost effective. Walkway repairs (FISH# 162042) The designer is now completing the construction documents; once this is complete, we can bid on this project. The plan is to connect all of the walkways and upgrade the patio area. 667-1 Tree Removal (FISH# 162043) The Lunenburg Conservation Commission denied the administrative determination and wants a full RDA application. The administrative determination would have allowed us to begin the project. Tenant Board Member stated he wants to attend the next Lunenburg Conservation Commission meeting. All Board Members signed the letter to the Lunenburg Conservation Commission requesting an administrative determination. Work Order Reports from June to July: 1. For 667: There are a total of 35 with 19 completed and 16 open. Out of these, 3 were Emergencies and have been completed. 2. For 705: There are a total of 10 with 5 completed and 5 open. Out of these, 1 were Emergencies and has been completed. Tenant Board Member stated there is a lot of air coming through the storm doors and the heaters are turning on constantly. Tenant Board Member stated the half the screws to the storm doors are missing. Tenant Board Member stated the gaskets in the storm doors are dried out. Assistant Director explained a work order should be placed to request this issue be resolved. b. State-Aided Housing Report – Executive Director We received 17 Standard Applications (11 Elderly/Young Disabled and 6 Family). We have 1,829 applicants (623 Elderly/828 Young Disabled) on the waiting list. We have 4,637 family applicants on the waiting list. There were zero lease-ups and 1 vacancy (Elderly) in August. We are at 95.74% occupied for Elderly. We have a waiver for a unit that needs a new kitchen floor, professional carpet cleaning, and a new storm door; the waiver is good until October. One unit should be ready 10/14/22 and we housed one on 9/1/22. We are at 100% capacity for the family units. This brings us to 96.23% overall occupancy. Unfinished Business a. All Board Members signed the letter to the Lunenburg Conservation Commission requesting an administrative determination. ===PAGE 4=== Page | 4 Lunenburg Housing Authority Regular Meeting Minutes September 15th, 2022 New Business – Executive Director a. Resolution 2022-12 Fair Housing Marketing Plan. Executive Director reviewed the FHMP. Treasurer made a motion to approve the FHMP; Tenant Board Member, with all in favor. b. Resolution 2022-13 Language Access Plan. Executive reviewed the LAP Board Member Dale made a motion to approve the LAP; Treasurer seconded, with all in favor. c. Resolution 2022-14 Reasonable Accommodation Policy. Executive reviewed the RAP. Tenant Board Member made a motion to approve the RAP; Treasurer seconded, with all in favor. d. Annual Resolution 2022-8 Approval of the FY 2023 Annual Plan for submittal to DHCD. Assistant Director explained the Annual Plan is listed on the website for everyone to read. Executive Director reviewed all the components in the Annual Plan. Assistant Director explained former Board Member Cathy Clark is listed, as she was still part of the Board when it was created. Assistant Director explained once the Board approves the Annual Plan, he can go into the system to remove Cathy’s name. Tenant Board Member asked if the bids have deadlines for submission; Assistant Director stated all bids have deadlines and guidelines to follow. Tenant Board Member asked if painting and carpeting could be done while the resident was there. Assistant Director stated it could be done. Board Member Dale stated the 2019 Fall Surveys overall were pretty good. Treasurer made a motion to approve the FY 2023 Annual Plan; Board Member Dale seconded, with all in favor. Other Correspondence – None Motion to Adjourn There being no further business, Board Member Dale made a motion to adjourn the meeting at 3:05p.m. Treasurer seconded the motion; all were in favor. The next meeting will be scheduled for October 20, 2022. ======================================================================================== DOCUMENT : 2022-10-20-agenda-2907.txt BOARD : lunenburg-housing-authority DATE : 2022-10-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-10-20-agenda-2907.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10202022-2907 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2022-10-20-minutes-2907.txt BOARD : lunenburg-housing-authority DATE : 2022-10-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-10-20-minutes-2907.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10202022-2907 ======================================================================================== ===PAGE 1=== Page | 1 Lunenburg Housing Authority Regular Meeting Minutes September 15th, 2022 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA October 20th, 2022 Members Present: Members Absent: Deborah A.H. Christen, Vice Chair Dale Proulx, Board Member Linda McDonald, Treasurer Wayne Caron, Tenant Board Member Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects Moises Ramos, Off-Site Housing Manager 1. Meeting called to order a. Vice Chair Deborah Christen asked for a roll call of members present: Linda McDonald- present, Deborah Christen-present, and Wayne Caron-present. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie, Administrative Assistance/Special Projects Jade Tavares, and Off-Site Housing Manager Moises Ramos. Board Member Dale Proulx was absent. The Vice Chair declared a quorum present and opened the meeting at 2:00p.m. b. The minutes of September, 2022 were presented. With no discussion, Tenant Board Member made a motion to approve the minutes. Treasurer seconded and the minutes were approved with all in favor. c. Opportunity for Public Comment: • Tenants discussed not knowing about when the Board Meetings are schedule. Off- Site Housing Manager Moises explained he posts the agenda on all bulletin boards and in the community room. Tenants requested to have flyers sent out or Robo calls made to inform them of the date/time of meetings. • Tenants asked about parking. Off-Site Housing Manager Moises stated an increase in parking is currently being worked on. 2. The Executive Director Report a. MassNAHRO Fall Conference, Nov 13-15, 2022 – Danvers, MA. Executive Director asked the Board Members to call Administrative Assistant/Special Projects if they would like to attend. b. Maintenance Personnel – Working on possibilities going into winter (temporary worker on site/contract for plowing) c. Lunenburg Conservation Commission approved, on 10/19, the Administration Determination for the removal of 3 dead trees due to “imminent danger” to residents and property. Assistant Director submitted the application and supporting documents to have the rest of the trees removed. ===PAGE 2=== Page | 2 Lunenburg Housing Authority Regular Meeting Minutes September 15th, 2022 3. Financial Report a. Executive Director reviewed the financials. The Reserve is healthy at 68.12%. We may need to budget more for administration expenses, however, it is not looking bad. Ordinary Maintenance is looking on target. We are $4,177.31 to the good for Net Assets. b. Treasurer made a motion to accept the September financial reports as presented; Tenant Board Member seconded, with all in favor. 4. Administration a. Modernization/Work Order Report – Assistant Director 667-1 Community Room Generator (FISH# 162040) This project was tables due to excessive cost of bids received. 667-1 Intercom System (FISH# 162041) DHCD hired Hesnor Engineering as the designer. This project is now in the design phase. We conducted a site walkthrough with Hesnor on 9/2/222. DHCD has combined this project with 667-1 – Replace Federal Pacific Electric Panel (FISH#162044), an ARPA targeted award, to be more cost effective. This is in the planning stage and Hesnor engineering is in the design phase. Walkway repairs (FISH# 162042) The construction documents are completed. We will be bidding this project over the winter for spring 2023 construction. The plan is to connect all of the walkways and upgrade the patio area. 667-1 Tree Removal (FISH# 162043) The Lunenburg Conservation Commission denied the second request for an administrative determination and wants a full RDA application. The RDA application is complete. We mailed a certified notice to the list of abutters and the Town of Lunenburg will submit a legal advertisement to the local paper. We will be placed on the Conservation Committees’ agenda for approval at the Conservation Committee’s next meeting on 11/9. Work Order Reports from September: 1. For 667: There are a total of 30 with 29 completed and 1 open. Out of these, 2 were Emergencies and have been completed. a. Tenant stated the open number of work orders was not correct, as she still had one work order that should be open. Tenant stated she placed one work order for her fan, which is now working and another for her overhang light. Executive Director asked for the tenant to leave her information, so the Director of Maintenance could follow up. 2. For 705: There are a total of 6 with 4 completed and 2 open. Out of these, 2 were Emergencies and have been completed. b. State-Aided Housing Report – Executive Director We received 12 Standard Applications (7 Elderly/Young Disabled and 5 Family). We have 1,882 applicants (644 Elderly/855 Young Disabled) on the waiting list. We have 4,796 family applicants on the waiting list. There were 2 lease-ups (Both Elderly) and 1 vacancy (Elderly) in September. We are at 95.83% occupied for Elderly and 100% for Family. 1 unit should be ready by 10/31. 1 unit was housed and we received the keys to another unit at the beginning of the month. ===PAGE 3=== Page | 3 Lunenburg Housing Authority Regular Meeting Minutes September 15th, 2022 5. Unfinished Business – a. A discussion was held about the Conservation Committee regarding the trees. 6. New Business – a. Resolution 2022-9 Approval of Regional Resident Service Coordinator (RSC) Grant Application. Assistant Director explained Leominster Housing Authority (the lead LHA) will submit a regional RSC application for SHA, LUHA, and WBHA, for the amount of $50,000 for salary costs and $10,000 flexible funds from June 30, 2022 to July 1, 2026. Motion made by Tenant Board Member to approve the regional Resident Service Coordinator (RSC) grant application for the Lunenburg, Sterling and West Boylston Housing Authorities through this DHCD funding initiative; Treasurer seconded the motion, with all in favor. 7. Other Correspondence – Executive Director a. DHCD PHN 2022 -14 Resident Service Coordinators Notice of Funding Availability (NOFA) b. DHCD PHN 2022-15 Vacancy Waiver Policy Update c. DHCD PHN 2022-16 FY 2023 Budget Guidelines d. DHCD PHN 2022-17 Fire Alarm Testing and Maintenance Requirements e. DHCD PHN 2022-18 State Units Federalization Notice of Funding Availability (“NOFA”) f. DHCD PHN 2022-19 NCSR Recapitalization Notice of Funding Availability (“NOFA”) g. DHCD PHN 2022-20 705 Repositioning Notice of Funding Availability (“NOFA”) DHCD PHN 2022 8. Motion to Adjourn There being no further business, Tenant Board Member made a motion to adjourn the meeting at 2:23p.m. Treasurer seconded the motion; all were in favor. The next meeting will be scheduled for November, 2022. ======================================================================================== DOCUMENT : 2022-11-09-agenda-3021.txt BOARD : lunenburg-housing-authority DATE : 2022-11-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-11-09-agenda-3021.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11092022-3021 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2022-11-17-agenda-2916.txt BOARD : lunenburg-housing-authority DATE : 2022-11-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-11-17-agenda-2916.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11172022-2916 ======================================================================================== ===PAGE 1=== Lunenburg Housing Authority Meeting1. ======================================================================================== DOCUMENT : 2022-11-17-minutes-2916.txt BOARD : lunenburg-housing-authority DATE : 2022-11-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2022-11-17-minutes-2916.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11172022-2916 ======================================================================================== ===PAGE 1=== Page | 1 Lunenburg Housing Authority Regular Meeting Minutes November 17, 2022 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA November 17th, 2022 Members Present: Members Absent: Deborah A.H. Christen, Chair None Linda McDonald, Vice Chair Wayne Caron, Tenant Board Member Dale Proulx, Treasurer Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects 1. Meeting Called to Order a. Vice Chair Deborah Christen asked for a roll call of members present: Linda McDonald- present, Deborah Christen-present, Wayne Caron-present, and Dale Proulx-present. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie, and Administrative Assistance/Special Projects Jade Tavares. The Vice Chair declared a quorum present and opened the meeting at 2:00p.m. b. The minutes of October 20th, 2022 were presented. With no discussion, Vice Chair made a motion to approve the minutes; Tenant Board Member seconded, with all in favor. c. There was an opportunity for public comments: a. Tenant stated there should be an extra container for trash, as it becomes “piled up” in the front when tenants do not throw the trash to the back. Tenants discussed how cardboard boxes are not being “broken down” before being thrown in the trash. b. Tenants talked about cars (tenants and visitors) speeding in the complex. Tenants explained the delivery trucks speed as well. Tenant Board Member stated he has spoken with the UPS drivers about this concern. Tenants asked for a speed limit sign to be posted. Assistant Executive Director agreed to follow up. c. Tenants talked about some cars are parking on the lawn; tenants discussed about other tenants using the visitors parking spots. Tenants asked about the additional parking. Assistant Executive Director stated two parking spots in the back lot will be seasonal; Maintenance will be putting up the signs. Assistant Executive Director stated Maintenance is working on the new handicap parking in the back. 2. The Executive Director Report a. MassNAHRO Fall Conference – Executive Director talked about the conference. b. Election of Officers – The Executive Director asked for nominations for a full slate of officers or individual nominations. Board Member Dale nominated Deborah A.H. Christen as Chair, Linda McDonald as Vice Chair and himself as Treasurer. Tenant Board Member seconded, with all in favor. c. There was a discussion of holding a COVID19 Booster Clinic. ===PAGE 2=== Page | 2 Lunenburg Housing Authority Regular Meeting Minutes November 17, 2022 3. Financial Report a. Reserve is healthy at 60.94%. We are 10 months in and going well. Total Ordinary Maintenance is to the good; Extraordinary Maintenance is in the deficit. Overall finances look pretty good with no concerns. b. Treasurer asked about the front cover letter of the financials. Executive Director stated Sue Honeycutt of Fenton, Ewald and Associates PC had reported they are legally required to provide the cover letter, as they do not perform audits. Executive Director explained Sue Honeycutt gathers the information from the Director of Finance and checks to ensure everything is correct and that it is in accordance with the agency. Executive Director explained this information is then presented it in readable format for the Board Members to review. c. The financials of October 2022 were reviewed. Treasurer made a motion to approve the October, 2022 financials as presented; Vice Chair seconded, with all in favor. 4. Administration a. Modernization/Work Order Report – Assistant Director 667-1 Community Room Generator (FISH# 162040) This project was tabled due to excessive cost of bids received. 667-1 Intercom System (FISH# 162041) DHCD hired Hesnor Engineering as the designer. This project is now in the design phase. We conducted a site walkthrough with Hesnor on 9/2/222. DHCD has combined this project with 667-1 – Replace Federal Pacific Electric Panel (FISH#162044), an ARPA targeted award, to be more cost effective. This is in the planning stage and Hesnor engineering is in the design phase. Walkway repairs (FISH# 162042) The construction documents are completed. We will be bidding this project over the winter for spring 2023 construction. The plan is to connect all of the walkways and upgrade the patio area. 667-1 Tree Removal (FISH# 162043) The Lunenburg Conservation Commission approved the RDA application on 11/02/2022. They also approved the emergency removal of three dead trees at the end of the rear parking lot; those three trees have since been removed. The official paperwork from the Lunenburg Conservation Commission has been submitted to DHCD. Work Order Report: 1. For 667: There was a total of 22 with 21 completed and 1open. Out of these, 5 were Emergencies and have been completed. 2. For 705: There was a total of 1 Non-Emergency and has been completed. b. State-Aided Housing Report – Executive Director We received 17 Standard Applications (14 Elderly/Young Disabled and 3 Family). We have 1,929 Elderly and 4,921 Family applicants on the waiting list. There was 1 lease-ups and 1 vacancy in October. We are at 95.83% occupancy for Elderly (2 Empty units - 0 Waiver = 2 Vacancies). We are at 100% occupied for Family (0 Empty unit – 0 Waiver = 0 Vacancy). Overall occupancy is at 96.30%. ===PAGE 3=== Page | 3 Lunenburg Housing Authority Regular Meeting Minutes November 17, 2022 5. Unfinished Business a. Lunenburg Conservation Commission regarding removal of dead and dying trees. 6. New Business a. There was a discussion held regarding holding a meeting in December. Treasurer motioned to not have a December Board Meeting; Vice Chair second, with all in favor. 7. Other Correspondence a. DHCD PHN 2022-21 Reservation & Modernization Resource for LHA-owned Section 8 NC/SR Developments 8. Motion to Adjourn There being no further business, Tenant Bard Member made a motion to adjourn the meeting at 2:36p.m. Vice Chair seconded and with all in favor the meeting was adjourned. Next meeting will be held in January, 2023.