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HomeMy WebLinkAboutEDA MIN 07-18-00COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY 0gDA) REGULAR MEETING MINUTES OF JULY 18, 2000 CALL TO ORDER - The Regular Meeting of the Columbia Heights Economic Development Authority (EDA) was called to order by President Ruettimann at 6:34 p.m., Tuesday, Suly 18, 2000, in the Parkview Villa Community Room B, 965 40~' Avenue NE, Columbia Heights, Minnesota. ROLL CALL Comrrdssion Members Present: Staff Present: PLEDGE OF ALLEGIANCE Robert Ruettimarm, Patricia Jindra, Don Jolly, Gary L. Peterson, Julierme Wyckoff, John Hunter, and Marlame Szurek (arrived at 7:00 p.m.) Walt Fehst, Executive Director Randy Schumacher, Community Development Assistant Michelle Chalin, Parkview Villa Public Housing Administrator Anita Kottsick, Parkview Villa Public Housing Administrator Shirley Barnes, Crest.¥iew Management ADDITIONS/DELETIONS TO MEETING AGENDA- Addition of 6-B-1 to Approve Change Order #2 for the Parkview Villa Elevator Modernization Project. CONSENT AGENDA (These items are considered to be routine by the EDA Board of Commissioners and will be enacted as part of the Consent Agenda by one motion). At Adopt the consent agenda items as listed below. 1) Approval of Minutes - regular meeting of June, 2000 MOTION by John Hunter, seconded by Julienne Wyckoff, to approve the minutes of the June, 2000 regular meeting with the following amendments listed below. Page 1, Section B, Report of the Management Company, Paragraph 2, the last sentence should read: All of the units that did not pass inspection will again be inspected at a later date by the Parkview Villa staff. Page 2, Section B, Report of the Management Company, Page 2, Paragraph 3, the last sentence should read: The only staff not on-site that week will be Michelle Chalin, the Public Housing Administrator. Page 2, Section B, Report of the Management Company, Page 2, Paragraph 4, the following sentences should read: In discussion, Julierme Wyckoffreported that she has received many phone calls from residents of the City that the geese are gone from the park outside of the Parkview Villa residents area park. Ms. Wyckoff commented that when she contacted Kevin Hansen, the Public Works Director, h._.~e said that.they aren't trying to remove all of the geese at once, but they will be moving a few at a time. Page 2, Bid Considerations, Agreement for Lawn Maintenance and Snow Removal Services, Paragraph 5, the second sentence should read: Mr. Nedegaard was going to purchase the property, but, has recently requested an extension on the purchase of the property. Page 3, Section E, Status Report - Acquisition of Central Avenue Properties, Paragraph 5, ADD the following sentence: In regards to this project, the consideration of funding would be primarily from CDBG Fund~. All Ayes. MOTION CARRIED. Economic Development Authority Meeting Minutes Suly 18, 2000 Page 2 2) Financial Report and Payment of Bills a. Financial Statement - June, 2000 b. Payment of Bills - June, 2000 MOTION by John Hunter, seconded by Marlaine Szurek, to approve Resolution 2000-09, Resolution of the Columbia Heights Economic Development Authority (EDA) approving the financial statements for June, 2000 and approving payment of bills for June, 2000. All Ayes. MOTION CARRIED. REPORT OF THE MANAGEM~ENT COMPANY A. Michelle Chalin, Parkview Villa Public Housin~"Administrator. Ms. Chalin stated that Millar Elevator company is currently working on the large elevator at this time. The small elevator is up and vmning. However, just in the last three days it has broke down. Millar Elevator Service has responded quickly to the repair call. June 12, 2000 a circuit panel shorted out in unit 212 and all of the units above it. Power was restored to every unit on that same day except unit 212. The occupant of unit 212 was occupying the unit. Therefore, her rent was reimbursed to her for the time period of June 12'h thru July Ist. The electrician stated the problem arose due to the panel casing being installed too close to the circuit breaker. In discussion, Pres. Ruettimann asked Mci Collova, the Cities Building Official, would the panel casing being installed too close to the circuit breaker cause the power outage? Mr. Collova stated that yes, it could have got too hot. Pres. Ruettimann requested that Mel Collova visually check the electrical system for the other units at Parkview to see if some corrections need to be made there also. 4607 Tyler had their inspection from Anoka County today for the HOME Program with no violations. She will be receiving a written letter in this regard. Monday, July l0~' Michelle Chalin returned to Parkview Villa. She then gave her resignation. Her last day will be July 28, 2000. Ms. Barnes reported that Anita Kottsick will be managing Parkview Villa half of the day and the other half of the day at Columbia Heights. Another associate will take the other half of the day at Parkview Villa so that there will always be staff present at Parkview Villa. Ms. Barnes stated that the new associate will have to go to a training course. Nan McKay is just one of the organizations that put on the training course. Mr. Ruenimann asked for a copy of the course to have on file with the EDA. On July 28'h, 2:00 p.m., at Parkview Villa there will be a farewell paw/for Michelle Chalin. Ms. Barnes commented that she was very grateful for Michelle Chalin and Anita Kottsick's work that they have done for Crest View Management. The Residents Management Reports are completed and there was nothing under the level of satisfactory recorded. Overall the report was good news and she again thanked Michelle for her hard work in managing Parkview Villa. Ms. Barnes also added that the EDA shouldn't be too concerned about the amount of turnover of units at this time. This is common for buildings between 10-15 years of age in the buildings that she manages. .. Pres. Ruettimann asked ifMichelle Chalin has ever done an exit report? She responded that this was her first job. He asked that she do one for Crest View Management and the EDA's files. The report will help the EDA and Crest View Management to assess how she ran the facility, how she felt that the program runs, etc. AMENDMENT TO OCCUPANCY POLICIES Mr. Schumacher explained that this report clarifies how much preparation is necessary for internally changing units. Currently the Occupancy Policy specifies a fee for internal unit moves. The current fee is $125 and does not cover the actual cost of preparing the unit for occupancy. Staff is recommending $400 be used as a base amount for this cleaning and painting process. This policy would take effect as of September 1, 2000 for all tenants, including those on the internal waiting list prior to September 1, 2000, unless the move has already been arranged. Econonuc Development Authority Minutes July 18, 2000 Page 3 In discussion, Ms. Wyckoffquestioned if it was ever considered to keep the amount at $ I25, but saying to the resident that you won't be able to change units for two years? Ms. Chalin stated that she remembers that most of the residents have been there for well over two years and so that would make them eligible to change units at this time based on the amount of time that they have been in the building. Ms. Hamms stated that each resident, including herself pulled up their own carpet in their apartment and then cleaned the floor underneath it. She has lived there 14 years and is seriously considering moving to the east side of town due to the noise, smell, traffic and environment around Parkview Villa. Another resident stated she could hear people talking loudly from her window also. Ms. Barnes stated that the complaints she receives from residents is noise late at night and the smell from the kitchen and garbage from the mall behind Parkview Villa. Mr. Ruettirnan asked what time do they hear the tracks in the morning? The residents responded that they hear thorn at 5 a.m. Mr. Ruettimann asked Mci Collova if there is anything that can be done about the smell from the restaurant behind Parkview Villa? Mr. Collova reported that he has checked it out in the past and found no unusual problems, but he will check into it again. Ruettimann asked Walt Fehst to talk to the owners of the businesses behind Parkview Villa to see if there is anything that can be done about the noise problems that the Parkview Villa residents are concerned about. MOTION by ]'ulienne Wyckoff, seconded by Maria/ne Szurek, to amend the Occupancy Policy of Parkview Villa to reflect a relocation fee of $400 effective September 1, 2000. Ail Ayes. MOTION CARRIED. CITIZEN FORUM TO ADDRESS EDA ON MATTERS NOT ON AGENDA. Mr. White commented that there is a public microphone system in this room, he would like to see the EDA use it at the next meeting. Pres. Ruettimann responded that he wasn't aware of one available, but he will use it in the future. His second question was about the properties on Lookout Place, what is the City doing with them? Ma'. Schumacher reported that we have been doing a clean up of the property at this time. Mr. White also asked how soon would the homes be demolished? Mr. Schumacher responded that the City does own the unit. The residents moved out last week. Staffis currently working on cleaning up the homes. It will be a matter of time until everything is cleaned up. The Fire Department will possibly be using the homes for fire training. Mr. Hunter asked if we have to relocate the residents of the properties? Mr. Schumacher reported that both families have made other arrangements at this time. RECOGNITION~ PROCLAMATIONS, PRESENTATIONS. GUESTS - None. PUBLIC HEARINGS - None. ITEMS FOR CONSIDERATION A. Other Resolutions - None. B. Bid Considerations - None. I) Approve Change Order #2- Millar Elevator MOTION by 1olin Hunter, seconded by Marlaine Szurek, to approve Change Order Number 2 for Millar Elevator Service Company in the amount of $750 with payment out of proper funds; and furthermore, to authorize the President and Executive Director to'enter into an agreement for the same. Ail Ayes. MOTION CARRIED. B. Other Business 1) Section 8 Report. Randy Schumacher reported that staff is working diligently on the transfer of the program by October 1, 2000. MOTION by John Hunter, seconded by Don Jolly, to receive the Section 8 Report as written. All Ayes. MOTION CARRIED. 2) Approval of Engagement from McGladrey & Pullen, LLP Mr. Schumacher reported that McGladrey & Pullen, LLP is a very reputable firm. Mr. Rothschild has recently named in his resignation. Mr. Fehst and Mr. Schumacher both expressed a positive response to using this firm to help the EDA accomplish the transfer of Section 8 back to Metro HRA. Mr. Schumacher thanked Cher Bakken and Sulie Wesley as well as other staff members that have helped pull this programs paperwork together so that we can Economic Development Authority Minutes July 18, 20O0 Page 4 transfer it hopefully by September 1, 2000. MOTION by Gary L. Peterson, seconded by John Hunter, to approve the engagement letter from McGladrey & Pullen, LLP for accounting services related to the EDA's Section #8 Program and to authorize the President and Executive Director to execute same. All Ayes. MOTION CARRIED. 3) Acquisition of Main Street Properties ... Walt Fehst gave the report of the Main Street properties. The property at 3855 Main Street was valued at $55,000, and the property at 3919 Main Street was valued at $66,000. For the property at 3855 Main Street, staffwill be drawing up a Purchase Agreement for the property. Both 9~ these units have come before the EDA Board and the City Council for evaluation. The City Council's decision was to purchase, demolish and rebuild on the property at 3855 Main Street. He would like to ask the EDA to see if they are in agreement to purchase the property at 3919 Main Street to clean it up and sell the property for redevelopment. He could not recommend at this point that the EDA spend any money at this time for the property. He does recommend that we negotiate with the City Council to borrow funds from the abatement fund. The Council discussed a partnership with them in the purchase of the 3919 property. The City is currently working on two reports; 1) Section 8 Transfer; 2) TIF to see what funds are available from them for this project. In discussion, Pres. Ruettimann would like to check over some of the funds available with staffand he would be def'mitely interested in a joint partnership program with the City. He also questioned if the units are vacant? Mr. Fehst reported that one unit is vacant and the other is currently housing a family. He requested that the Board permit the Director and Assistant Director to come up with some kind of agreement on funding. Me1 Collova reported that he felt that the residents that are interested in the properties would possibly move quickly on the purchase of the properties if the City isn't interested in the purchase. Mr. Collova stated that one of thc owners does have an offer for the property. Julienne Wyckoff felt that if the Council has aiready authorized the one piece of property to be bought and demolished, why is the EDA Board questioning this purchase? What is the advantage for Mr. Knox to sell the property to the City? Mr. Fehst reiterated that he felt the same way about the purchase of the property. Again, he stated that he felt we could use the abatement funds for the property. It should be noted that one of the owners (Mr. Knox) was present at the meeting. Mci Collova stated that Mr. Knox does have an offer for $98,000. Mel also expressed that currently we are talking about CDBG funds and we should look at what other funds are available. Pres. Ruett/mann and Gary Peterson stated that they felt that this house was in good shape and we should probably let the owner sell the property and the EDA should focus on other areas of land in the City that really are in bad shape instead of purchasing this property. ~ general consensus by the EDA members is that Mr. Knox should go ahead and sell his property if he has a buyer for it. Gary Peterson requested staff study the funds that could possibly be used for the purchase of the property. No motion was made at this time until staffresearches more into what funds can be used for the purchases. ADMINISTRATIVE REPORTS Report of the Deputy Executive Director. 1) 4216 Central Avenue Mr. Schumacher reported that Mr. Nedegaard has talked to staff in regards to the property at 4216 Central Avenue N.E. If there isn't any significant changes in his building plans, staff will go forth with the purchase of the property. Mr. Nedegaard has agreed to purchase the land and is looking at changing his plans for the property. The plans should be into the EDA sometime later this week. In discussion, Mr. Jolly asked that Mr. Schumacher pay special attention to the retaining wall in the back of the Economic Development Authority Minutes July 18, 2000 Page 5 property. He had looked at the wall recently and it looks like it will not hold up. Mr. Hunter stated that Mr. Nedegaard has had plans to build a garage in the back area so the wall would be taken down. The question raised by Ms. Wyckoff was that when we sell the property will the money go into the EDA funds? Mr. Schumacher and Pres. Rueittimann confumed that the dollars will go into the EDA Funds. 2) Update of HUD Form 50058 Family Reporting Mr. Schumacher reported on the HUD Form 50058% Family Reports. Park-view Villa does not have the proper hardware available, so the Community Development Staffhas be entering the information into the HUD forms for Parkview staff. The reports are currently done and submitted to HUD with 90 reports entered and a total of 85% accepted. The manually written forms prepared by Parkview Villa staff will be sent back to Parkview Villa staff in the next week. In discussion, Ms. Barnes stated that Anita Kottsick did a tremendous amount of work in filling out the reports ia a short period of time and she would like to thank her for this. Normally, this would take months to fill out these reports. Mr. Schumacher would like to recommend that we purchase a program to help Parkview Villa do the reporting themselves in the future. Mr. Ruettimana suggested that we could possibly have someone create a program that we could have staff enter the information without spending $20,000. He would like to have a program that complies with all of HUD's rules. Mr. Schumacher expressed that Parkview Villa does not have any software at this time to input the HUD forms that are to be filed. Pres. Ruettimana stated that we have been working on this software program for a few years and have gotten nowhere. He felt we should use our I.S. Department resources and knowledge to get the forms submitted on time and we need to have someone find out the exact software needed; forms, receipts, basic information, etc. Ms. Barnes clarified that currently we are duplicating our work. Parkview Villa Management is hand writing the forms and then the EDA staff is inputting it into the computer and transmitting it to HUD. If we had the program at Parkview Villa they could enter the information in at one time. She stated that two things need to happen in this regards: 1) f'md out what HUD requires, and 2) Check into the cost of a program that will work for all of the requirements. Mr. Schumacher agreed with Pres. Ruettimann that the Information Services staff at City Hall should be involved in the purchase of the soRware as we do not have the knowledge of software programs that they do. Pres. Ruettirnann requested that Randy Schumacher and Parkview Villa Staffwork together to come up with what requirements of software and forms are needed. B. Report of the Executive Director-None. C. Committee/Other Reports. 1) Resident Council- Pat Jindra Pat Jindra reported that she has submitted in writing the minutes of the last two meetings with the Parkview Villa residents. 2) 'iix Month Report of Resident moves at Parkview Villa - Pat Jindra Pat Jindra reported that there was 20 internal moves in Parkview Villa ia the last six months. Ms. Chalin said that number included residents that both changed apartments and residents new to the facility. In discussion, it was determined that there was a misunderstanding in what Pat Jindra asked Ms. Chalin for, so the incorrect amount was given to Pat Jindra. For January 1 to June 30, 2000, the correct amount is 20 total unit turnovers for Parkview Villa and 2 for 4607 Tyler Street NE. The actual amount of internal moves was zero for the four plex, 3 for the north building, and 4 for the south building. There were nine new renters moving into the North building, 4 new renters moving into the South building, and 2 new renters moving into 4607 Tyler Street NE. during this period. Pres. Ruettimann requested that Pat Jindra meet with the residents of Parkview Villa on a quarterly basis in the Economic Development Authority Minutes July 18, 2000 Page 6 MOTION by Don Jolly, seconded by Marlaine Szurek, to request payment for Pat 1indra for attending meetings with Parkview Villa residents on a quarterly basis. All Ayes. MOTION CARRIED. OTHER CONCERNS Mr. Peterson expressed his concem that on the South side of the Parkview Villa North building he noticed some of the siding possibly buckling. Pres. Ruettimann asked that Mol Coll0va, the Builciing Official, take a look at the building for possible repairs needed. MEETINGS Pres. Ruettimann stated that the next EDA Meeting carmor [;e held on August 15, 2000, due to many of the EDA Commissioners schedules. He directed staff to look at possibly another day between the 14'~ and 21~ of August. Mr. Schumacher will check this out with the City schedule and EDA Staffand then staff will contact in writing all of the Commissioners, Parkview Villa staff, Crest View Management, Executive Director, and Community Development Staff. ADJOURNMENT MOTION by Pat Jindra, seconded by Gary Peterson, to adjourn the meeting at 8:37 p.m. All ayes. MOTION CARRIED. Respectfully submitted, Cheryl Bakken Recording Secretary H:~EDAminutes\7-18-2000