# 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 : 2023-01-19-agenda-1974.txt BOARD : lunenburg-housing-authority DATE : 2023-01-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-01-19-agenda-1974.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01192023-1974 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-01-19-minutes-1974.txt BOARD : lunenburg-housing-authority DATE : 2023-01-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-01-19-minutes-1974.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01192023-1974 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ===PAGE 3=== ======================================================================================== DOCUMENT : 2023-02-16-agenda-113.txt BOARD : lunenburg-housing-authority DATE : 2023-02-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-02-16-agenda-113.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02162023-113 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-02-16-minutes-113.txt BOARD : lunenburg-housing-authority DATE : 2023-02-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-02-16-minutes-113.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02162023-113 ======================================================================================== ===PAGE 1=== Page | 1 Lunenburg Housing Authority Regular Meeting Minutes February 15, 2023 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA February 16, 2023 Members Present: Members Absent: Deborah A.H. Christen, Chair Linda McDonald, Vice Chair Wayne Caron, Tenant Board Member Dale Proulx, Treasurer Also Present: Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Evelyn Perez, Director of Housing Management Services Suzanne Bonney, Director of Finance Sue Honeycutt from Fenton, Ewald and Associates PC 1. Meeting Called to Order a. Chair Deborah Christen asked for a roll call of members present: Deborah Christen-present, Wayne Caron-present, and Dale Proulx-present. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie, Director of Housing Management Services Evelyn Perez, Director of Finance Suzanne Bonney, and Fenton, Ewald and Associates, P.C. Sue Honeycutt. The Vice Chair declared a quorum present and opened the meeting at 2:00p.m. b. The minutes of January 19, 2023 were presented. With no discussion, Treasurer made a motion to approve the minutes; Tenant Board Member seconded, with all in favor. c. There was an opportunity for public comments. A discussion was held about having the Board meeting available by Zoom. 2. Executive Director Report a. There was a discussion about the smoking area and possibility of going completely smoke free. b. The new Director of Housing Management Services was introduced. 3. Financial Report a. Sue Honeycutt from Fenton, Ewald and Associates PC reviewed the Year’s End financials. Treasurer asked if there could be a Maintenance Repair Line Item, as contract costs have gone over $28,000. Sue Honeycutt explained the Management Fee increase 5%, but it is still under DHCD Guidelines. Sue Honeycutt explained the Reserves are in great shape at 58%. Tenant Board Member made a motion to approve the Year’s End financials as presented; Treasurer seconded, with all in favor. b. Tenant Board Member made a motion to approve the Operating Budget for State-Aided Housing of Lunenburg Housing Authority (Chapter 200/667/705/689/MRVP) Program Number 400-1 for Fiscal Year Ending 12/31/2023; Treasurer seconded, with all in favor. c. There was a discussion about advertising for a Maintenance Floater Position for Lunenburg, Sterling and West Boylston. 4. Administration a. Modernization/Work Order Report – Assistant Director ===PAGE 2=== Page | 2 Lunenburg Housing Authority Regular Meeting Minutes February 15, 2023 667-1 Community Room Generator (FISH# 162040) This project was tabled due to the excessive cost of bids received 667-1 Intercom System (FISH# 162041) Hesnor Engineering completed the construction documents on 01/23/2023. We are now waiting for DHCD approval. Once approved we can bid. Walkway repairs (FISH# 162042) This project is bidding with bids due 02/23/2023. 667-1 Tree Removal (FISH# 162043) DHCD is in the process of working on the work order to hire a designer. 667-1 Replace Federal Pacific Electric Panel FISH# 162044 Hesnor Engineering completed the construction documents on 01/23/2023. We are now waiting for DHCD approval. Once approved we can bid. Work Order Report: For 667: There was a total of 12 with 11 completed and 1open. Out of these, 2 were Emergencies and have been completed. For 705: There was a total of 6 with5completed and 1 open. Out of these, there were no Emergencies. b. State-Aided Housing Report – Executive Director We received 5 Standard Applications (1 Elderly/Young Disabled and 4 Family). We have 2,122 Elderly and 5,413 Family applicants on the waiting list. There were 0 lease-ups and 0 vacancies in January. We are at 100% occupancy for Elderly (3 Empty unit – 3 Waiver = 0 Vacancy). We are at 100% occupied for Family (0 Empty unit – 0 Waiver = 0 Vacancy). Overall occupancy is at 100%. 5. Unfinished Business - None 6. New Business a. Resolution 2023-2 Approve the Updated Tenant Personal Property Policy Motion made by Treasurer to approve the Updated Tenant Personal Property Policy; Tenant Board Member seconded the motion, with all in favor. b. Resolution 2023-3 for Execution of DHCD required Year-End Financial and Federal/State Lead Paint Certifications (Fiscal Year Ending 12/31/2022). Sue Honeycutt from Fenton, Ewald and Associates PC reviewed the Financials of the Year’s End Financials. Chair, Vice Chair, Tenant Board Member and Treasurer signed the Certification of Top 5 Compensation Form. Tenant Board Member made a motion to approve the Year’s End Financials as presented; Treasurer seconded, with all in favor. 7. Other Correspondence a. DHCD PHN 2023- 1 Guidance Related to Animals in the State-Aided Public Housing 8. Motion to Adjourn There being no further business, Tenant Board Member made a motion to adjourn the meeting 2:53p.m. Treasurer seconded and with all in favor the meeting was adjourned. Next meeting will be held on March 16, 2023. ======================================================================================== DOCUMENT : 2023-03-16-agenda-114.txt BOARD : lunenburg-housing-authority DATE : 2023-03-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-03-16-agenda-114.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03162023-114 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-03-16-minutes-114.txt BOARD : lunenburg-housing-authority DATE : 2023-03-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-03-16-minutes-114.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03162023-114 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-04-18-agenda-2941.txt BOARD : lunenburg-housing-authority DATE : 2023-04-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-04-18-agenda-2941.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04182023-2941 ======================================================================================== ===PAGE 1=== Town of Lunenburg Lunenburg Housing Authority NOTICE OF MEETING Thursday, April 18, 2013 6:30 p.m. Community Room, 131 White Street, Lunenburg, Massachusetts AGENDA: Opportunity for Public Comment ~ 15 minutes 1. Agenda 2. Minutes 3. Executive Director’s Report 4. Financial Report 5. Motions 6. Old Business 7. New Business 8. Correspondence 9. Next Meeting Scheduled • Thursday, May 16, 2013 ======================================================================================== DOCUMENT : 2023-04-20-agenda-2025.txt BOARD : lunenburg-housing-authority DATE : 2023-04-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-04-20-agenda-2025.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04202023-2025 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-04-20-minutes-2025.txt BOARD : lunenburg-housing-authority DATE : 2023-04-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-04-20-minutes-2025.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04202023-2025 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-05-18-agenda-112.txt BOARD : lunenburg-housing-authority DATE : 2023-05-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-05-18-agenda-112.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05182023-112 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director Date: 5/9/2023 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 5/18/2023, 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. Opportunity for Public Comments 2. Meeting Called to Order a. Roll Call b. Approval of Regular Minutes – 4/20/2023 3. Executive Director Report a. Conference Call – Zoom Option for Meetings 3. Financials a. Approval of April, 2023 4. Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5. Unfinished Business – None 6. New Business a. Resolution 2023-7 Unrecoverable Quarterly Debt Write-Off 7. Other Correspondence a. DHCD PHN 2023-5 Inspector General Guidance Regarding Fiscal Responsibilities of LHA Board Members 8. Motion to Adjourn Lunenburg Housing Authority C/O Leominster Housing Authority, Managing Agent 100 Main Street Leominster, Massachusetts 01453-5599 Phone: (978) 537-5300 Fax: (978) 534-5335 North Central Mass Housing (ncmhousing.org) Town Clerk Received: Tuesday, May 9, 2023 11:45 AM EG ======================================================================================== DOCUMENT : 2023-05-18-minutes-112.txt BOARD : lunenburg-housing-authority DATE : 2023-05-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-05-18-minutes-112.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05182023-112 ======================================================================================== ===PAGE 1=== P a g e | 1 Lunenburg Housing Authority Regular Meeting Minutes M ay 18, 202 3 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA M ay 18 , 202 3 Members Present : Members Absent: Deborah A.H. Christen, Chair 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. Opportunity for Public Comments a. A discussion was held about the patio furniture, smoking policy and ordinance for noise. 2. Meeting C alled to O rder a. Chair Deborah Christen asked for a roll call of members present: D e borah 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 Chair declared a quorum present and opened the meeting at 2:00 p .m . b. The minutes of April 20 , 202 3 were presented. With no discussion, Tenant Board Member made a motion to approve the minutes; Treasurer seconded, with all in favor. 3. Executive Director Report a. Conference Call – This is almost complete and expected to be ready for the next board meeting . 4. Financial Report a. The financials of April, 2023 were reviewed. The Reserve is healthy at 41.85%. Tenant Board Member made a motion to approve the April, 202 3 financials as presented; Treasurer seconded, with all in favor. 5. Administration a. Modernization/Work Order Report – Assistant Director 667-1 Intercom System (FISH# 162041) This project is bidding on 5/24/2023. Bids are due 6/14/2023. Walkway repairs (FISH# 162042) T h e c o n tra c t w a s se n t to D H C D o n 4 /2 4 /2 0 2 3 fo r a p p ro v a l. O n c e w e re c e iv e c o n tra c t a p p ro v a l a n d sig n a tu re th e n w e c a n b e g in th e p ro je c t. ===PAGE 2=== P a g e | 2 Lunenburg Housing Authority Regular Meeting Minutes M ay 18, 202 3 667-1 Tree Removal (FISH# 162043) D H C D h ire d G ra v e s E n g in e e rin g a s th e d e sig n e r. W e m e t w ith G ra v e s, o n 0 4 /2 6 /2 3 , to b e g in th e d e sig n . Wor k Order Report : 1. For 667: There was a total of 12 with 10 completed and 2 open. Out of these, 4 were Emergencies and have been completed. 2. For 705: There was a total of 4 with 3 completed and 1 open. Out of these, none were Emergencies. b. State-Aided Housing Report – Executive Director We received 20 Standard Applications ( 8 Elderly/Young Disabled and 12 Family). We have 2,238 Elderly and 5,138 Family applicants on the waiting list. There were 1 lease-up and 3 vacancies in April . We are at 93.62% occupancy for Elderly ( 4 Empty unit – 1 Waiver = 3 Vacanc ies ). We are at 100 % occupied for Family ( 0 Empty unit – 0 Waiver = 0 Vacancy). Overall occupancy is at 94.34 %. 6. Unfinished Business – None 7. New Business a. Resolution 202 3 -7 Unrecoverable Quarterly Debt Write-Off. Motion made by Tenant Board Member to approve the Unrecoverable Quarterly Debt Write-Off ; Treasurer seconded the motion, with all in favor . 8. Other Correspondence a. DHCD PHN 2023-5 Inspector General Guidance Regarding Fiscal Responsibilities of LHA Board Membe r 9. Motion to Adjourn There being no further business, Tenant Board Member made a motion to adjourn the meeting 2:35 p.m. Treasurer seconded and with all in favor the meeting was adjourned. Next meeting will be held on June 22 , 202 3 . ======================================================================================== DOCUMENT : 2023-06-29-agenda-415.txt BOARD : lunenburg-housing-authority DATE : 2023-06-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-06-29-agenda-415.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06292023-415 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director Date: 6/21/2023 Notice is hereby given in accordance with Section 23B of Chapter 39 of the General Laws that an Annual meeting of the Lunenburg Housing Authority Board of Commissioners will be held at 2:00 P.M. on 6/29/2023, in the Community Room at 131 White Street, in the town of Lunenburg Massachusetts. The public is invited to call in to the meeting via phone. To do so, call the conference line at (888) 982-0015 and enter the code 829 940 459#. The Chair will conduct the meeting and instruct the public on the appropriate time and manner for comments. AGENDA 1. Opportunity for Public Comments 2. Meeting Called to Order a. Roll Call b. Approval of Regular Minutes – 5/18/2023 3. Executive Director Report a. Welcome new board member Nicole Waters b. Election of Officers c. PMR Results d. Annual Conference at Sea Crest in North Falmouth, MA e. Ben at NERCHAHRO f. DHCD to EOHLC 3. Financials a. Approval of May, 2023 4. Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5. Unfinished Business - None 6. New Business a. Resolution 2023-8 Accounting Services Contract b. Resolution 2023 -9 Authorizing the Acceptance and Approval of the Low Bidder for Installation and Federal Pacific Panel Replacement c. 7. Other Correspondence a. DHCD PHN 2023-6 Mediation Services provided by the Massachusetts Office of Public Collaboration (MOPC) b. DHCD PHN 2023-7 Revised Income Limits for Admission & FMRs for Continued Occupancy 8. Motion to Adjourn Lunenburg Housing Authority C/O Leominster Housing Authority, Managing Agent 100 Main Street Leominster, Massachusetts 01453-5599 Phone: (978) 537-5300 Fax: (978) 534-5335 North Central Mass Housing (ncmhousing.org) Town Clerk Received: June 21, 2023 1:11 PM EL ======================================================================================== DOCUMENT : 2023-06-29-minutes-415.txt BOARD : lunenburg-housing-authority DATE : 2023-06-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-06-29-minutes-415.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06292023-415 ======================================================================================== ===PAGE 1=== P a g e | 1 Lunenburg Housing Authority Annual Meeting Minutes June 29, 202 3 LUNENBURG HOUSING AUTHORITY MINUTES OF ANNUAL MEETING 131 White Street, Lunenburg, MA June 29 , 202 3 Members Present : Members Absent: Deborah A.H. Christen, Chair Linda McDonald, Vice Chair Wayne Caron, Tenant Board Member Dale Proulx, Treasurer Nicole Waters Also Present : Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects 1. Opportunity for Public Comments: a. Tenant expressed gratitude for being able to now call into the board meeting. A discussion was held about the two parking spots that will be created and designated as “ drop off/short term parking ” . 2. Meeting C alled to O rder a. Chair Deborah Christen asked for a roll call of members present: D e borah Christen-present, Wayne Caron-present, and Nicole Waters-present . Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie , and Administrative Assistance/Special Projects Jade Tavares . The Chair declared a quorum present and opened the meeting at 2:07 p .m . b. The minutes of May 1 8 , 202 3 were presented. With no discussion, Tenant Board Member made a motion to approve the minutes; Chair seconded, with all in favor. 3. Executive Director Report a. Welcome new board member Nicole Waters b. Election of Officers – The Chair stated the election will be held off until the next board meeting, as Linda and Dale were absent . c. The Annual MassNAHRO Conference will be held, from 9/17-9/20, at the Sea Crest; Executive Director asked if any board members are interested in attending to call Administrative Assistant/Special Projects make the reservations. d. Executive Director attended the NercNAHRO Conference e. DHCD is now known as Executive Office of Housing and Livable Communities (EOHLC). 4. Financial Report a. The financials of May, 2023 were reviewed. Tenant Board Member made a motion to approve the May, 202 3 financials as presented; Board Member Nicole seconded, with all in favor. 5. Administration a. Modernization/Work Order Report – Assistant Director 667-1 Intercom System/Federal Pacific Panel Replacement – FISH#162041 ===PAGE 2=== P a g e | 2 Lunenburg Housing Authority Annual Meeting Minutes June 29, 202 3 This project b ids were due 06/14/2023. After the board reports were mailed out, only one (1) bid was received . Resolution 2023-9 was presented to the Board Members to award the contract to Laracy Electrical Contractors. Walkway Repairs – FISH#162042 T h e p re -c o n stru c tio n m e e tin g w a s h e ld 0 5 /3 0 /2 3 . P ro je c t is n o w u n d e rw a y . 6 6 7 -1 T re e R e m o v a l F IS H # 1 6 2 0 4 3 G ra v e s E n g in e e rin g c o m p le te d th e ir c o n stru c tio n d o c u m e n ts a n d su b m itte d th e m to D H C D fo r re v ie w o n 0 5 /1 7 /2 0 2 3 . A site w a lk th ro u g h fo r p re -b id w a s c o m p le te d o n 6 /2 8 /2 0 2 3 . Work Order Report: 1. For 667: There was a total of 24 with 19 completed and 5 open. Out of these, 4 were Emergencies and have been completed. 2. For 705: There was a total of 13 with 11 completed and 2 open. Out of these, 6 were Emergencies. b. State-Aided Housing Report – Executive Director We received 10 Standard Applications ( 8 Elderly/Young Disabled and 2 Family). We have 2,171 Elderly and 4,881 Family applicants on the waiting list. There w as 1 lease-up and 0 vacancies in May . We are at 97.83% occupancy for Elderly ( 2 Empty unit – 2 Waiver = 0 Vacancy). We are at 100 % occupied for Family ( 0 Empty unit – 0 Waiver = 0 Vacancy). Overall occupancy is at 100 %. 6. Unfinished Business – None 7. New Business a. Resolution 202 3 -8 Accounting Services Contract. Motion made by Board Member Nicole to approve the Accounting Services Contract ; Tenant Board Member seconded the motion, with all in favor. b. Resolution 2023-9 Authorizing the Acceptance and Approval of the Low Bidder for Installation and Federal Pacific Panel Replacement. Motion made by Tenant Board Member to approve the Authorizing the Acceptance and Approval of the Low Bidder for Installation and Federal Pacific Panel Replacement; Board Member Nicole seconded the motion, with all in favor. 8. Other Correspondence a. DHCD PHN 202 3 -6 Mediation Services provided by the Massachusetts Office of Public Collaboration (MOPC) b. DHCD PHN 2023-7 Revised Income Limits for Admission & FMRs for Continued Occupancy 9. Motion to Adjourn There being no further business, Tenant Board Member made a motion to adjourn the meeting at 2:37 p.m. Board Member Nicole seconded and with all in favor the meeting was adjourned. ======================================================================================== DOCUMENT : 2023-08-17-agenda-364.txt BOARD : lunenburg-housing-authority DATE : 2023-08-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-08-17-agenda-364.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08172023-364 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2023-08-17-minutes-364.txt BOARD : lunenburg-housing-authority DATE : 2023-08-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-08-17-minutes-364.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08172023-364 ======================================================================================== ===PAGE 1=== P a g e | 1 Lunenburg Housing Authority Regular Meeting Minutes August 17, 202 3 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA August 17 , 202 3 Members Present : Members Absent: Deborah A.H. Christen, Chair Dale Proulx, Treasurer Linda McDonald, Vice Chair Wayne Caron, Tenant Board Member Nicole Waters , Board Member Also Present : Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects Evelyn Perez, Director of Housing Manage ment Services Cathy Santiago , Resident Services Coordinator 1. Opportunity for Public Comments - None 2. Meeting C alled to O rder a. Chair Deborah Christen asked for a roll call of members present: Linda McDonald-present, D e borah Christen-present, and Wayne Caron-present. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie , and Administrative Assistance/Special Projects Jade Tavares . The Chair declared a quorum present and opened the meeting at 2:00 p .m . Director of Housing Manage ment Services Evelyn Perez and Resident Services Coordinator Cathy Santiago arrived at 2:03p.m. Board Member Nicole Waters arrived at 2:07p.m. b. The minutes of June 21 , 202 3 were presented. With no discussion, Tenant Board Member made a motion to approve the minutes; Vice Chair seconded, with all in favor. 3. Executive Director Report a. Election of Officers – As the Treasurer was absent, the Board agreed to table this until there is a full slate in September. There was a discussion about smoking. Executive Director reminded the board if they wanted to attend the MassNAHRO Conference in September to call Assistance/Special Projects. Executive Director provided an update on the HHA Management Agreement and discussed hiring an Assistant Manager for Off-Site Housing Manager Moises Ramos. 4. Financial Report a. The financials of June and July, 2023 were reviewed. Vice Chair made a motion to approve the June and July, 202 3 financials as presented; Board Member Nicole Waters seconded, with all in favor. 5. Administration a. Modernization/Work Order Report – Assistant Director ===PAGE 2=== P a g e | 2 Lunenburg Housing Authority Regular Meeting Minutes August 17, 202 3 667-1 Intercom System/Federal Pacific Panel Replacement – FISH#162041 We held a pre-construction meeting on 07/20/23. Project is underway. Walkway Repairs – FISH#162042 T h e p re -c o n stru c tio n m e e tin g w a s h e ld 0 5 /3 0 /2 3 . P ro je c t w ill sta rt la te A u g u st o r S e p te m b e r 2 0 2 3 . 6 6 7 -1 T re e R e m o v a l F IS H # 1 6 2 0 4 3 We received six bids. The low bidder was North-Eastern Tree Service in the amount of $10,800. The contractor was vetted by the designer. Work Order Report: 1. For 667: There was a total of 15 with 13 completed and 2 open. Out of these, 2 were Emergencies and have been completed. 2. For 705: There was a total of 9 with 8 completed and 1 open. Out of these, none were Emergencies. b. State-Aided Housing Report – Executive Director In June, w e received 6 Standard Applications ( 4 Elderly/Young Disabled and 2 Family) ; there were 2 lease-ups and 0 vacancies. In July, we received 10 Standard Applications ( 8 Elderly/Young Disabled and 2 Family) ; there were no lease-ups or vacancies in July . There are 2,315 Elderly and 4,555 Family applicants on the waiting list. We are at 100% occupancy . 6. Unfinished Business – None 7. New Business a. Resolution 202 3 -7 Acceptance of Low Bidder for Tree Removal EOHLC Project 162043. Motion made by Vice Chair to approve the Acceptance of Low Bidder for Tree Removal EOHLC Project 162043 ; Board Member Nicole Waters seconded the motion, with all in favor. 8. Other Correspondence a. EOHLC PHN 202 3 -8 Centralizing Screening Determinations for Priority & Preference in AHVP Program b. EOHLC PHN 2023- 9 Updates to Performance Management Review (PMR) for 2023 Cycle c. EOHLC PHN 2023-10 High Leverage Asset Preservation Program (HILAPP) Updates d. EOHLC PHN 2023-11 Updated Accelerated Independent Modernization and Management (AIMM) Program e. EOHLC PHN 2023-12 Mandatory Data Reporting 9. Motion to Adjourn There being no further business, Vice Chair made a motion to adjourn the meeting 2:38 p.m. Board Member Nicole seconded and with all in favor the meeting was adjourned. Next meeting will be held on September 21 , 202 3 . ======================================================================================== DOCUMENT : 2023-09-28-agenda-349.txt BOARD : lunenburg-housing-authority DATE : 2023-09-28 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-09-28-agenda-349.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09282023-349 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director Date: 9/21/2023 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 9/28/2023, in the Community Room at 131 White Street, in the town of Lunenburg, Massachusetts. The public is invited to call in to the meeting via phone. To do so, call the conference line at (888) 982-0015 and enter the code 709-564-781. The Chair will conduct the meeting and instruct the public on the appropriate time and manner for comments. AGENDA 1. Opportunity for Public Comments 2. Meeting Called to Order a. Roll Call b. Approval of Regular Minutes 8/17/2023 3. Executive Director Report a. MassNAHRO Annual Conference b. Smoking Issue c. Leominster HA update d. Management Agreement update 3. Financials a. Approval of August, 2023 4. Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5. Unfinished Business a. Election of Officers 6. New Business a. Resolution 2023-11 Approval of Annual Plan for Fiscal Year 2024 7. Other Correspondence a. EOHLC PHN 2023-13 On-Site Solar Power Opportunities for Cost Savings and Clean Energy b. EOHLC PHN 2023-14 FY2024 Budget Guidelines c. EOHLC PHN 2023-15 Revised Housing Situation Priority Policy and Issuance of a Homeless Priority Verification Checklist d. EOHLC PHN 2023-16 MRVP Going Live and Centralizing Screening Determinations for Priority 8. Motion to Adjourn Lunenburg Housing Authority C/O Leominster Housing Authority, Managing Agent 100 Main Street Leominster, Massachusetts 01453-5599 Phone: (978) 537-5300 Fax: (978) 534-5335 North Central Mass Housing (ncmhousing.org) Town Clerk Received: ======================================================================================== DOCUMENT : 2023-09-28-minutes-349.txt BOARD : lunenburg-housing-authority DATE : 2023-09-28 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-09-28-minutes-349.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09282023-349 ======================================================================================== ===PAGE 1=== P a g e | 1 Lunenburg Housing Authority Regular Meeting Minutes September 28, 202 3 LUNENBURG HOUSING AUTHORITY MINUTES OF ANNUA PLAN MEETING 131 White Street, Lunenburg, MA September 28 , 202 3 Members Present : Members Absent: Deborah A.H. Christen, Chair Wayne Caron, Tenant Board Member Linda McDonald, Vice Chair Dale Proulx, Treasurer Nicole Waters Also Present : Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects Moises Ramos , Off-site Housing Coordinator 1. Opportunity for Public Comment - None 2. Meeting C alled to O rder a. Chair Deborah Christen asked for a roll call of members present: Linda McDonald-present, D e borah Christen-present, and Dale Proulx -presen t. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie , Administrative Assistance/Special Projects Jade Tavares , and Off-site Housing Coordinator Moises Ramos . The Chair declared a quorum present and opened the meeting at 1 :36 p .m . Nicole Waters arrived at 1:38p.m. 3. New Business a. Resolution 2023-11 Approve the Housing Authority ’s Proposed Annual Plan for Fiscal Year 202 4 for State-Aided Public Housing . A discussion was held about the Annual Plan. Motion made by Vice Chair to approve the Housing Authority ’s Proposed Annual Plan for Fiscal Year 202 4 for State-Aided Public Housing ; Board Member Nicole Waters seconded the motion, with all in favor. 4. Motion to Adjourn There being no further business, Treasurer made a motion to adjourn the meeting at 1 :4 6 p.m. Vice Chair seconded and with all in favor the meeting was adjourned. ======================================================================================== DOCUMENT : 2023-10-19-agenda-424.txt BOARD : lunenburg-housing-authority DATE : 2023-10-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-10-19-agenda-424.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10192023-424 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR M EETING Submitted by: Benjamin Gold, Executive Director Date: 10/11/2023 Notice is hereby given in accordance with Section 23B of Chapter 39 of the General Laws that a regular meeting of the L unenburg Housing Authority Board of Commissioners will be held at 2 :00 P.M. on 10/19/2023 , in the Community Room at 131 White Street, in the town of Lunenburg , Massachusetts. The public is invited to call in to the meeting vi a phone. To do so, call the conference line at (888) 982-0015 and enter the code 181 945 133 # . The Chair will conduct the meeting and instruct the public on the appropriate time and manner for comments. AGENDA 1. Opportunity for Public Comments 2. Meeting Called to Order a. Roll Call b. Approval of Regular Minutes – 9/28/2023 c. Approval of Annual Plan Minutes – 9/28/2023 3. Executive Director Report a. Smoking issue b. Leominster HA update c. Holden Housing Authority Meet & Greet 3 . Financials a. Approval of September, 2023 4 . Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5 . Unfinished Business - None 6. New Business a. Resolution 2023 -12 Lunenburg Tree Removal Project CSC and CFC 7. Other Correspondence a. EOHLC PHN 2023-17 EOHLC Vacancy Initiative 8. Motion to Adjourn Lunenburg Housing Authority C/O Leominster Housing Authority, Managing Agent 100 Main Street Leominster, Massachusetts 01453-5599 Phone: (978) 537-5300 Fax: (978) 534-5335 North Central Mass Housing (ncmhousing.org) Town Clerk Received: ===PAGE 2=== ======================================================================================== DOCUMENT : 2023-10-19-minutes-424.txt BOARD : lunenburg-housing-authority DATE : 2023-10-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-10-19-minutes-424.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10192023-424 ======================================================================================== ===PAGE 1=== P a g e | 1 Lunenburg Housing Authority Regular Meeting Minutes October 19, 202 3 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA October 19 , 202 3 Members Present : Members Absent: Dale Proulx, Chair Nicole Waters, Treasurer Linda McDonald, Vice Chair Wayne Caron, Tenant Board Member Deborah A.H. Christen Also Present : Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects 1. Opportunity for Public Comments: a. A discussion was held regarding furniture for the deck/patio. Assistant Director explained the plan is to purchase furniture. 2. Meeting C alled to O rder a. Chair Dale Proulx asked for a roll call of members present: Dale Proulx-present, Linda McDonald- present, Wayne Caron-present, and Deborah A.H. Christen-present. Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie , and Administrative Assistance/Special Projects Jade Tavares . The Chair declared a quorum present and opened the meeting at 2:00 p .m . b. The minutes of September , 202 3 were presented. With no discussion, Vice Chair made a motion to approve the minutes; Tenant Board Member seconded, with all in favor. c. The minutes of the Annual Meeting (9/27/2023) were presented. With no discussion, Board Member Deborah A.H. Christen made a motion to approve the minutes; Vice Chair seconded, with all in favor. 3. Executive Director Report a. Executive Director provided an update on Sunset Towers and the HHA Meet & Greet. Executive Director discussed the new smoking areas that are being set up and chairs will be ordered. 4. Financial Report a. The financials of September, 2023 were reviewed. Vice Chair made a motion to approve the September, 202 3 financials as presented; Tenant Board Member seconded, with all in favor. 5. Administration a. Modernization/Work Order Report – Assistant Director 667-1 Intercom System/Federal Pacific Panel Replacement – FISH#162041 We held a pre-construction meeting on 07/20/23. We approved the project equipment submittals on 8/29/23. Project is underway with completion expected by the end of January 2024. Walkway Repairs – FISH#162042 T h is p ro je c t is u n d e rw a y . W e e x p e c t c o m p le tio n b y th e e n d o f O c to b e r. 6 6 7 -1 T r e e R e m o v a l F IS H # 1 6 2 0 4 3 Project is complete. ===PAGE 2=== P a g e | 2 Lunenburg Housing Authority Regular Meeting Minutes October 19, 202 3 Work Order Report: 1. For 667: There was a total of 12 with 6 completed and 6 open. Out of these, 2 were Emergencies and have been completed. 2. For 705: There was a total of 9 with 2 completed and 7 open. Out of these, 1 w as an Emergenc y . b. State-Aided Housing Report – Executive Director We received 8 Standard Applications ( 3 Elderly/Young Disabled and 5 Family). We have 2,467 Elderly and 4,996 Family applicants on the waiting list. There were 0 lease-ups and 1 vacanc y in September . We are at 97.92 % occupancy for Elderly ( 1 Empty unit – 0 Waiver = 1 Vacancy). We are at 100 % occup ancy for Family ( 1 Empty unit – 1 Waiver = 0 Vacancy). Overall occupancy is at 98.15 %. 6. Unfinished Business - None 7. New Business a. Resolution 202 3 -12 Lunenburg Tree Removal Project CSC and CFC. Motion made by Tenant Board Member to approve the Lunenburg Tree Removal Project CSC and CFC ; Board Member Deborah A.H. Christen seconded the motion, with all in favor. 8. Other Correspondence a. EOHLC PHN 202 3 -17 EOHLC Vacancy Initiative 9. Motion to Adjourn There being no further business, Board Member Deborah A.H. Christen made a motion to adjourn the meeting 2:26 p.m. Vice Chair seconded and with all in favor the meeting was adjourned. Next meeting will be held on November 16 , 202 3 . ======================================================================================== DOCUMENT : 2023-11-16-agenda-3460.txt BOARD : lunenburg-housing-authority DATE : 2023-11-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-11-16-agenda-3460.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11162023-3460 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director Date: 11/6/2023 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 11/16/2023, in the Community Room at 131 White Street, in the town of Lunenburg, Massachusetts. The public is invited to call in to the meeting via phone. To do so, call the conference line at (888) 982-0015 and enter the code 865-991-434. The Chair will conduct the meeting and instruct the public on the appropriate time and manner for comments. AGENDA 1. Opportunity for Public Comments 2. Meeting Called to Order a. Roll Call b. Approval of Regular Minutes – 10/19/2023 3. Executive Director Report a. New smoking area b. Assistant Manager has commenced work c. Ethics Training 3. Financials a. Approval of October, 2023 4. Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5. Unfinished Business – None 6. New Business a. Resolution 2023-13 Authorization of CO 162042-CO-0001 Asphalt Walkway Repair Project 162042 Pearl Brook 667-1 7. Other Correspondence a. EOHLC PHN 2023-18 Resident Service Coordinators Notice of Funding Availability (NOFA) b. EOHLC PHN 2023-19 Public Housing Innovations 2024 Notice of Funding Availability c. EOHLC PHN 2023-20 RFI Pre-qualification of Accounting Firms to Conduct AUP Audit 8. Motion to Adjourn Lunenburg Housing Authority C/O Leominster Housing Authority, Managing Agent 100 Main Street Leominster, Massachusetts 01453-5599 Phone: (978) 537-5300 Fax: (978) 534-5335 North Central Mass Housing (ncmhousing.org) Town Clerk Received: ======================================================================================== DOCUMENT : 2023-11-16-agenda-3520.txt BOARD : lunenburg-housing-authority DATE : 2023-11-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-11-16-agenda-3520.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11162023-3520 ======================================================================================== ===PAGE 1=== NOTICE OF REGULAR MEETING Submitted by: Benjamin Gold, Executive Director Date: 11/7/2023 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 11/16/2023, in the Community Room at 131 White Street, in the town of Lunenburg, Massachusetts. The public is invited to call in to the meeting via phone. To do so, call the conference line at (888) 982-0015 and enter the code 865-991-434. The Chair will conduct the meeting and instruct the public on the appropriate time and manner for comments. AGENDA 1. Opportunity for Public Comments 2. Meeting Called to Order a. Roll Call b. Approval of Regular Minutes – 10/19/2023 3. Executive Director Report a. New smoking area b. Assistant Manager has commenced work c. Ethics Training 3. Financials a. Approval of October, 2023 4. Administration a. Modernization/Work Order Report b. State-Aided Housing Report 5. Unfinished Business – None 6. New Business a. Resolution 2023-13 Authorization of CO 162042-CO-0001 Asphalt Walkway Repair Project 162042 Pearl Brook 667-1 b. Resolution 2023-14 Approval of Regional Resident Service Coordinator (RSC) Grant Application 7. Other Correspondence a. EOHLC PHN 2023-18 Resident Service Coordinators Notice of Funding Availability (NOFA) b. EOHLC PHN 2023-19 Public Housing Innovations 2024 Notice of Funding Availability c. EOHLC PHN 2023-20 RFI Pre-qualification of Accounting Firms to Conduct AUP Audit 8. Motion to Adjourn Lunenburg Housing Authority C/O Leominster Housing Authority, Managing Agent 100 Main Street Leominster, Massachusetts 01453-5599 Phone: (978) 537-5300 Fax: (978) 534-5335 North Central Mass Housing (ncmhousing.org) Town Clerk Received: Revised Agenda ======================================================================================== DOCUMENT : 2023-11-16-minutes-3460.txt BOARD : lunenburg-housing-authority DATE : 2023-11-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/lunenburg-housing-authority/2023-11-16-minutes-3460.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11162023-3460 ======================================================================================== ===PAGE 1=== P a g e | 1 Lunenburg Housing Authority Regular Meeting Minutes November 16, 202 3 LUNENBURG HOUSING AUTHORITY MINUTES OF REGULAR MEETING 131 White Street, Lunenburg, MA November 16 , 202 3 Members Present : Members Absent: Dale Proulx, Chair None Linda McDonald, Vice Chair Wayne Caron, Tenant Board Member Nicole Waters, Treasurer Deborah A.H. Christen Also Present : Benjamin Gold, Executive Director Adam Gautie, Assistant Executive Director Jade Tavares, Administrative Assistance/Special Projects 1. Opportunity for Public Comments - None 2. Meeting C alled to O rder a. Chair Dale Proulx asked for a roll call of members present: Dale Proulx-present, Linda McDonald-present, Wayne Caron-present, Nicole Waters-present , and Deborah A.H. Christen-present . Also present were Executive Director Benjamin Gold, Assistant Executive Director Adam Gautie , and Administrative Assistance/Special Projects Jade Tavares . The Chair declared a quorum present and opened the meeting at 2:00 p .m . b. The minutes of October 10 , 202 3 were presented. With no discussion, Tenant Board Member made a motion to approve the minutes; Board member Deborah A.H. Christen seconded , with all in favor. 3. Executive Director Report a. The new smoking areas are up. E xecutive Director discussed the Assistant Manager position; Rakisha Perez will be leaving and her replacement will be coming at the end of the month. All of the staff and board members are required to complete the Ethics Training. Administrative Assistant/Special Projects provided instructions to follow and can be called to assist if needed. E xecutive Director will be out of the office from 11/20/23-11/24/23. 4. Financial Report a. The financials of October, 2023 were reviewed. Tenant Board Member Deborah A.H. Christen made a motion to approve the October , 202 3 financials as presented; Board Member Deborah A.H. Christen seconded, with all in favor. 5. Administration a. Modernization/Work Order Report – Assistant Director 667-1 Intercom System/Federal Pacific Panel Replacement – FISH#162041 The contractor received all materials as of 11/3/23. Another pre-con meeting is scheduled for 11/6/23 at 1:00 p.m. Project is scheduled to begin 11/13/23 and be completed 1/12/24. ===PAGE 2=== P a g e | 2 Lunenburg Housing Authority Regular Meeting Minutes November 16, 202 3 Walkway Repairs – FISH#162042 T h is p ro je c t is c o m p le te . Wor k Order Report : 1. For 667: There was a total of 15 with 6 completed and 9 open. Out of these, 2 were Emergencies and have been completed. 2. For 705: There was a total of 1 non-emergency and has not been completed. b. State-Aided Housing Report – Executive Director We received 12 Standard Applications ( 5 Elderly/Young Disabled and 7 Family). We have 2,560 Elderly and 5,302 Family applicants on the waiting list. There were 0 lease-ups and 1 vacanc y in October . We are at 97.92 % occupancy for Elderly ( 1 Empty unit – 0 Waiver = 0 Vacancy). We are at 100 % occup ancy for Family ( 1 Empty unit – 1 Waiver = 0 Vacancy). Overall occupancy is at 98.15 %. 6. Unfinished Business – None 7. New Business a. Resolution 2 02 3 -13 Authorization of CO 162042-CO-0001 Asphalt Walkway Repair Project 162042 Pearl Brook 667-1. Motion made by Vice Chair to approve the Authorization of CO 162042-CO-0001 Asphalt Walkway Repair Project 162042 Pearl Brook 667-1 ; Treasurer seconded the motion, with all in favor. b. Resolution 2023-14 Approval of Regional Resident Service Coordinator (RSC) Grant Application. Motion made by Vice Chair to approve the Regional Resident Service Coordinator (RSC) Grant Application; Treasurer seconded the motion , with all in favor. 8. Other Correspondence a. EOHLC PHN 20 2 3 -18 Resident Service Coordinators Notice of Funding Availability (NOFA) b. EOHLC PHN 2023-19 Public Housing Innovations 2024 Notice of Funding Availability c. EOHLC PHN 2023-20 RFI Pre-qualification of Accounting Firms to Conduct AUP Audit 9. Motion to Adjourn There being no further busines s, Tenant Board Member made a motion to adjourn the meeting at 2:34 p.m. Vice Chair seconded and with all in favor the meeting was adjourned.