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HomeMy WebLinkAboutEDA MIN 05-16-00COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) REGULAR MEETING MINUTES OF MAY 16, 2000 CALL TO ORDER- The Regular meeting of the Columbia Heights Economic Development Authority (EDA) was called to order by President Ruettimann at 6:30 p.m., Tuesday, May 16, 2000, in the Parkview Villa Community Room B, 965 40~' Avenue NE, Columbia Heights, Minnesota. ROLL CALL Commission Members Present- Commission Members Absent- Staff Present- PLEDGE OF ALLEGIANCE Robert Ruettimann, Patficia Jindra, Julienne Wyckoff, Marlaine Szurek, John Hunter, Donald G. Jolly Gary L. Peterson Walt Fehst, Executive Director Kenneth R. Anderson, Deputy Executive Director Randy Schumacher, Community Developmem Assistant ADDITIONS/DELETIONS TO MEETING AGENDA. CONSENT AGENDA. A. Move to adopt the consent agenda items as listed below. 1) Approval of Minutes- regular meeting of April 18, 2000. - special meeting of April 11, 2000. MOTION by Pat Jindra, seconded by John Hunter, to adopt the Special Meeting minutes of April 11, 2000 and Regular Meeting minutes of April 18, 2000 as presented in writing. All Ayes. MOTION CARRIED. 2) Financial Report and Payment of Bills. a. Financial Statement for April, 2000 b. Payment of Bills for April, 2000 MOTION by Pat Jindra, seconded by Marlaine Szurek, to approve Resolution 2000-06, Resolution of the Columbia Heights Economic Development Authority (EDA) approving the financial statement for April, 2000 and approving payment of bills for the month of April, 2000. All Ayes. MOTION CARRIED. 3) Approve Payment to Millar Elevator Service Company. Mr. Anderson reported that Millar Elevator Service Company has been working on the elevator system at Parkview Villa over the past few months. They have submitted their first Pay Application #1 last month for approval. They are submitting their second application for payment in the total amount of $74,848.00 for costs incurred in purchasing and installing fixtures, hoist motors, subcontract work, door equipment, crane rental, labor for elevator #2, and the total cost for change order #1which was for installing a new motor. Ted Smith, President of the Elevator Advisory Group, has reviewed the Pay Application and is recommending payment in the total amount of $74,848.00. He also noted that we are retaining 10% of the payment until all work has been completed. In discussion, President Ruettimann asked if staffknew when the project is to be completed? Mr. Anderson replied that they are projecting a mid-October completion date for the project. MOTION by John Hunter, seconded by Don G. Jolly, to accept the work for Pay Application #2 and to authorize payment of $74,848.00 to Millar Elevator Service Company of Cleveland, Ohio. All ayes. MOTION CARRIED. REPORT OF THE MANAGEMENT COMPANY. A. Michelle Chalin, Parkview Villa Public Housing Administrator. Ms. Chalin reported the Elevator Modernization project is moving along as scheduled and that the residents are reporting that they haven't seen any problems with their workmanship. The Annual unit inspections for the North building occured on April 17th and 18th. Ten units failed the inspections and will be re-inspected at a later date. Inspections for the South units are scheduled for May 23, 2000. Unit #2 in the four-plex is still vacant. She has advertised in the Focus Economic Development Authority Minutes May 16, 2000 Page 2 and Northeaster newspapers to solicit applications for eligible persons interested in renting a unit at 4607 Tyler St. NE. She has received several phone calls inquiring about the opening and applications are being mailed out as appropriate. Ms. Chalin wanted it noted that she is including the Parkview Villa Calendar with her reports for informational purposes. She introduced Anita Kottsick, as Acting Public Housing Administrator effective April 24, 2000, for Parkview Villa. Michelle Chalin has been temporarily assigned as Director at the Crest View nursing home. Nan Mc Kay, a computer software company which has been discussing alternative management programs with staff, has quoted $20,000 for a client service product. However, it does not include the updates that Parkview Villa needs at this time. She also stated that this program isn't being sold yet because ora bug in the system. Randy Schumacher will meet with her to discuss the EDA's options in regards to this matter. CITIZEN FORUM TO ADDRESS EDA ON MATTERS NOT ON AGENDA. Donna Harems, Apt 101, representing the residents of Parkview Villa, said that in the previous years before the Crest View Management Contract expired, the residents were all given a survey to complete listing any concerns about the management company. She said a group of residents would then get together to review the surveys and document the concerns of all residents and bring them to management. This was not done this year and they were concerned why. President Ruettimann said that his understanding was that we agreed last month to hold a meeting between Pat Jindra, Marlaine Szurek, and the residents of Parkview Villa and bring those concerns to this meeting for discussion. Ms. Harems responded that she wasn't sure if anyone had met with Pat Jindra or not. Pat Jindra reported that she did meet with some residents and would give that report a little later in the meeting. Ms. Hamms also stated that the day after the EDA meeting they received a letter that they were going to get a temporary Housing Administrator to mn the Parkview Villa location. The residents would have like to have heard about this in a more proper way, at a residents meeting or in the lunchroom, etc. In addition, Ms. Hamms stated that Rueben and Pat, the part time maintenance workers, have too much to do. They get behind in their work and if they work extra hours they have to take time offto accomodate for the no overtime issue. Don Jolly asked if she had brought this up to the Crest View Management Company. She responded that they had not. Ms. Hamms explained that particular problems have been brought to management and it still seems that things don't get taken care of. President Ruettimann stated that he understood what they were saying and he wondered if they felt that the management should hire some more help to cover the maintenance needs of Parkview Villa. All residents present were in agreement to this suggestion. Renie Sufka, Apt 104, stated that they have brought up things to Michelle at times and she has written these things down, but it seems that in the afternoon there is no one there to address questions or problems. Don Jolly stressed that they need to bring these things to management and then to the EDA Board. Michelle Chalin reported that any repair work orders for the Maintenance department are recorded in a book and Bill in maintenance does respond as quickly as possible. Sometimes there are parts that need to be ordered that may cause some delays, but that is standard procedure. Many other residents voiced their questions and comments about the management at Parkview Villa. Dorothy Fehler, Apt. 317 stated that the cost for is $125. She wondered where does the money go to. Ruth couldn't get her apartment painted, so she £mally moved to a different floor to get an apartment with fresh paint. She said that people come into the building and also complain how dark and dirty the building is. Bill does not have t/me to do all of this work. He puts in 14 hours per day to get work done. When the building was first built, everything was new, clean and nice. Now everything is dirty and it seems that no one is taking care of the maintenance of the building. Pat Baker, Apt. 206, one of the Caretakers, reported that they do have more work to do, but they do also have a lot of careless residents at Parkview Villa. They have lost communication with the management. Many residents do not even come to the Residents Council meetings to see what needs to be done to keep up the building and what their responsibili- ties may be. Mr. and Mrs. Baker feel that some of the residents should be helping out. President Ruettimann expressed his thanks to Pat Baker for her honesty. He explained that the EDA hired Crest View Management to maintain the building and do certain things to keep up the building. At first, when the building was new, it was easy to maintain, but when buildings get older, things will fall apart and the only way that the EDA will know if these things aren't getting taken care of is if the residents tell management. First, the residents need to take these matters Economic Development Authority Minutes May 16, 2000 Page 3 to the management company. Dorothy Schafer, Apt. 418, asked if the new residents are informed of the roles of the building. Ms. Chalin stated that all new residents are given a new resident packet at the time that they move in. Dorothy also asked why the patty room is locked at night? Pat Baker responded that they are responsible for locking the doors in the party room by 8 p.m. due to damage that was sustained in the party room one year. President Ruettimann responded that maybe residents could take tums watching the room and locking it up at night. Donna Hamms suggested that the people that wanted the party room open at night should be in charge of keeping the room in good condition. Ruettimann explained that this is something that they should bring up at the resident meeting and possibly the Residents Council should regulate the use of the key and the room. Mrs. Johnson, President of the Residents Council, stated that there is a Welcoming Committee for Parkview Villa to help show new residents around the building, make them feel welcome and help explain any questions that they may have about the handbook, policies, building maintenance, etc. Shirley Barnes, Crest View Corporation, stated that they cannot charge a damage deposit for Parkview Villa Community Room B. She also stated that she could not allow the maintenance people to work overtime. The Labor Law prohibits them from not paying overtime to the Bakers. This law states that any non-exempt employee shall be paid time and a half for overtime. There isn't enough funds available. Ms. Chalin stated that the carpets have been cleaned two times since she started. The Resident Council meeting is held once a month and it is an option for residents to come to the meeting. As far as mm overs in the building, there is a great amount of turnover. It costs at least two times the $125 relocation fee to paint and clean each unit. President Ruettimann asked that Ms. Chalin present to the Board what we currently pay for the painter and the cleaning people. The Board should take a look at the cost of painting and cleaning units. A lot of the residents are moving to another unit to get a clean apartment. Mr. Ruettimann asked that Crest View get some bids from a couple of companies for cleaning so that we can budget these fees on a yearly basis. Pat Jindra met with residents and found the following concerns: 1) Anita's hours in the office were not posted and in the contract it states that there should be onsite personnel available. 2) The service that is suppose to treat for pest control in the building have not been doing their job. Mr. Anderson reported that Adam's Pest Control was contracted to do the Pest Control in the building and Tm Green Chem Lawn Service has been contracted to do the lawn service. He said these companies need to be followed up on to see that they do the work. 3) One of the door locks was not locking after the Fire or Police Department had used the master key to get into the btiilding. Pat Jindra had a few other issues that she will talk to Shirley Barnes of Crest View Management about at another time. In discussion, a resident was told from the Police Department that they have to keep the door unlocked until they had handled the problem such as an emergency medical response. Pat Baker, caretaker had a similar experience and felt that the local Police and Fire Dept. should be advised that the doors must be locked after each use. Ms. Chalin stated that there is an emergency key in a box to open the door in an emergency for the Police or Fire dept. to use. They then mm off the alarm service. Ruettimann explained that the Police or Fire Dept. need access to the building as well as the ambulance service, so doors need to be unlocked until the problem is solved. Mr. Anderson reported on the status for the security system at Parkview Villa. Trans Alarm has been working with City employees to get the quotes necessary for the building. At this point the security system vendor is in the process of replacing all of the security systems for all City buildings. So it may take more time to get the necessary quotes for Parkview Villa. President Ruettimann asked again that the residents get together and make up a list or lists of the problems that need to be addressed. Then these issues could be presented at a future meeting. This committee will consist of Pat Jindra, Marlaine Szurek, Parkview Villa residents and Crest View Management onsite staff (Michelle Chalin or Anita Kottsick). Marlaine Szurek expressed that the meetings should include the Police Department and Fire Department. She felt that this is something that has never been done in the past and is a necessary function in order to open the communication blocks that occur between residents, management and the EDA Board members. President Ruettimann also suggested that this be done in three month intervals throughout the year. The residents agreed that this would be a great idea and Economic Development Authority Minutes May 16, 2000 Page 4 the date will be determined for August and November that will be compatible for as many of the EDA Board members and residents of Parkview Villa as possible. Mr. Walt Fehst reiterated President Ruettimann thoughts concerning the maintenance of the building. The function of the EDA is NOT TO RUN Parkview Villa. He said we pay Crest View Management for this service. However, all of the things mentioned are legitimate concerns of the Parkview Villa residents and should be put into writing and given to the Resident Council. RECOGNITION~ PROCLAMATIONS~ PRESENTATIONS~ GUESTS - None. PUBLIC HEARINGS - None. ITEMS FOR CONSIDERATION. A. Other Resolutions - None. B. Bid Considerations - None. C. Other Business. 1) Crest View Management Contract. Mr. Anderson explained that we have an agreement with Crest View Management to manage the Parkview Villa North, South, and 4607 Tyler Street locations. He passed out a letter from Ms. Barnes that was not included in the packet. This letter had the new rates for the Management Contract. In June of 1997 the EDA entered into an agreement with the Crest View Management Company for management services for Parkview Villa and the 4607 Tyler Street buildings. HUD informed us that the EDA could enter into a two year agreement with three one year renewable options. Last year the EDA entered into the first one year option. So this will be the second of the three renewable options. Before entering into that option the EDA asked Crest View to submit in writing what changes they were proposing. In the letter from Ms. Barnes is listed the new rates for management of Parkview Villa North, Parkview Villa South, and the 4607 Tyler Street locations. The new amount would be $144,956. Another issue to consider is the fact that some of the staffneeds to perform overtime in order to get certain projects done. In the Crest View letter, an additional $7,207 is proposed to be used for overtime when and if overtime is necessary in the course of the next year. This agreement would mn from June 1, 2000 through June 1,2001. In discussion, P. resident Ruettimann questioned what kind of overtime are we talking about. Mr. Anderson explained that the overtime would be only used for necessary work not on a regular basis. Ruettimarm's understanding is that this will be used for emergencies like if bill the maintenance man is out sick for a week, the elevator is broke down, or for example management did not get to cleaning an apartment because they had a breakdown in the water system somewhere else in the building. He also explained that even though we may approve this agreement, HUD may come back and say that these standards are not competitive or too high so they may change the agreement. Motion by Marlaine Szurek, seconded by Julienne Wyckoff, to approve the one year extension of the Management and Maintenance Services Agreement to June of 2001 with Crest View Corporation, based on their proposal dated May 11, 2000; and furthermore, to authorize the President and Executive Director to enter into an Agreement for the same with the exception of adding the amended letter of wages for overtime from Shirley Barnes. All Ayes. MOTION CARRIED. 2) Transition Block Redevelopment Project. Mr. Anderson reported that Mike Zalk, legal council for Real Estate Equities and Crest View Management, have been reviewing the Preliminary Agreement that was prepared by EDA legal council. There was a couple of amendments to the agreement that they are looking at. Mike Zalk is preparing a draft PUD agreement to be reviewed and approved by the Planning and Zoning Commission and the City Council. The EDA received a cooperative agreement for development on the NEI site as well as one for the MHOP units. The EDA attorney has suggested that nothing be adopted or approved until the EDA is ready to approve the Preliminary Development Agreement. For the most part, the £mancial analysis has been completed. The developers may like to have a special meeting with the EDA members before June 20~'. Shirley Barnes would like to encourage the EDA Board to take a look at this soon. She stated that the interest rates have