HomeMy WebLinkAboutEDA AGN 04-18-00CITY OF COLUMBIA HEIGHTS
/~..~590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806
ECONOMIC DEVELOPMENT AUTHORITY
April 18, 2000
EDA COHMISSIONERS
Robert W. Ruettimann
Patricia Jindra
Donald G. Jolly
Marlaine Szurek
Gary L. Peterson
JuLienne Wyckoff
John Hunter
The following is the Agenda for the regular meeting of the Columbia Heights Economic Development Authority
(EDA) to be held at 6:30 PM on Tuesday, April 18, 2000, in the Parkview Villa Community Room B, 965 40th
Avenue N.E., Columbia Heights, Minnesota.
I The EDA does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its[
services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to]
participate in all EDA services, programs, and activities. Auxiliary aids for handicapped persons are available upon request[
when the request is made at least 96 hours in advance. Please call the EDA Secretary at 706-3670 to make arrangementsI
(TDD/706-3676 for deaf or hearing impaired only). '
CALL TO ORDER/ROLL CALL.
PLEDGE OF ALLEGIANCE.
ADDITIONS/DELETIONS TO MEETING AGENDA.
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.)
A. Move to adopt the consent agenda items as listed below:
1) Approval of Minutes.
a. Regular Meeting of March 21, 2000.
2)
Financial Report and Payment of Bills.
a. Financial Statement for March, 2000
b. Payment of Bills for March, 2000
MOTION: Move to approve Resolution 2000-04, Resolution of the Columbia Heights Economic
Development Authority (EDA) approving the financial statement for March, 2000 and approving
payment of bills for the month of March, 2000.
3) Approve Payment to Millar Elevator Service Company
MOTION:
Move to accept the work for Pay Application #1 and to authorize payment of
$59,400.00 to Millar Elevator Service Company of Cleveland, Ohio.
REPORT OF THE MANAGEMENT COMPANY.
A. Michelle Chalin, Parkview Villa Public Housing Administrator.
o
CITIZEN FORUM TO ADDRESS EDA ON MATTERS NOT ON AGENDA.
(At this time, citizens have an opportunity to discuss with the EDA items not on the regular
agenda. The citizen is requested to limit their comments to five minutes. Please note, the public
may address the EDA regarding specific agenda items at the time the item is being discussed.)
EQUAL OPPORTUNITY EMPLOYER
EDA Agenda April 18, 2000
Page 2 of 3
8. PUBLIC HEARINGS
A. Adoption of a Policy and Criteria for Granting Business Subsidies
MOTION: Move to Close the public hearing.
RECOMMENDED MOTION: Move to adopt the Columbia Heights Economic Development
Authority Business Subsidy Policy and Criteria.
9. ITEMS FOR CONSIDERATION.
A. Other Resolutions.
a. Public Housing Assessment System (PHAS)
MOTION: Move to adopt Resolution 2000-05, confirming approval of the Public Housing
Assessment System, management operation program certification; furthermore, to
authorize the Executive Director to sign the same.
B. Bid Considerations - None.
C. Other Business.
1) 4401 Quincy Street NE.
a) Steve Johnson, Dealers Real Estate and Land Office, Inc.
2) Transition Block Redevelopment Project (tentative).
a) Paul Steinman and Nick Skarich, Springsted, Inc.
3) Crest View Management Contract.
MOTION: Move to direct staff to prepare necessary modifications to the Management and
Maintenance Services Agreement for a one year extension to June of 2001 for
Board consideration at the May 16, 2000 regular meeting.
4) Adopt CDBG Program Housing Rehabilitation Procedural Guide.
MOTION: Move to adopt the Columbia Heights Housing Rehabilitation Grant Program
Procedural Guide dated March, 2000 as amended. Discuss the City Attorney's
comments and direct staff to amend the Guide as necessary..
5) Community Development Block Grant/Grant Loan Approval.
EDA Agenda April 18, 2000
Page 3 of 3
MOTION:
Move to approve the CDBG Housing Rehabilitation GranffLoan application for
Grant #C1997-02 in the mount of$11,684 for housing rehabilitation to Schmidt
Contracting, American Waterworks, On Track Garage Door, O'Brien Ornamental
Iron, Montgomery Wards, and Center for Energy and Environment subject to
meeting all program requirements; and furthermore, to direct staff to submit the
loan application to Anoka County and to authorize all related expenses to be
reimbursed from Fund 202-46350-4600/3050.
6) Section 8 Report.
a. Ken Anderson
MOTION: Move to receive the Section 8 report as written.
10. ADMINISTRATIVE REPORTS.
A. Report of the Deputy Executive Director.
B. Report of the Executive Director.
C. Committee/Other Reports.
11.
MEETINGS:
A. The next Regular EDA meeting is scheduled for 6:30 p.m., Tuesday, May 16, 2000 in
Community Room B at Parkview Villa.
12. ADJOURNMENT.
Walter R. Fehst, Executive Director
H: \EDAagenda\4 -18-2000. wpd
The mission of the Columbia Heights Economic Development Authority is to provide
financial and technical assistance and resources to residential, commercial, and
industrial interests to promote health, safety, ~elfare, economic development and
redevelopment.
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meeting of: April 18, 2000
AGENDA SECTION: Consent Agenda ORIGINATING EXECUTIVE
NO: DEPARTMENT: EDA DIRECTOR
APPROVAL
ITEM: Financial Report and Payment of Bills BY: Ken Anderson ~ BY:
DATE: April 10, 2000
BACKGROUND:
The bound Financial Report for March, 2000 Check Listing (green sheets), and draft Resolution 2000-04
are attached for review. The enclosed Financial Report lists the Revenue Guideline (pink sheets), the
Expenditure Guideline (yellow sheets), Expenditure Guideline with Detail (white sheets), and Balance
Sheet (blue sheets), for each fund and department. The report covers the activity in the calendar (fiscal)
year from March 1 through March 29, 2000.
The Check History shows each fund with an expenditure history during the month of March, 2000. The
total disbursements by fund are shown at the top of the listing.
RECOMMENDATION:
Staffwill be available to answer specific questions. If the report is satisfactorily complete, we
recommend the Board take affirmative action to receive the Financial Report and approve the payment
of bills.
RECOMMENDED MOTION:
Move to approve Resolution 2000-04, Resolution of the Columbia Heights Economic Development
Authority (EDA) approving the Financial Statement for March, 2000 and Payment of Bills for the month
of March, 2000.
lEDA ACTION:
EDA RESOLUTION 2000-0__~4
RESOLUTION OF THE COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
APPROVING THE FINANCIAL STATEMENT FOR MARCH, 2000 AND PAYMENT OF BILLS FOR THE
MONTH OF MARCH, 2000.
WHEREAS, the Columbia Heights Economic Development Authority (EDA) is required
by Minnesota Statutes Section 469.096, Subd. 9, to prepare a detailed
financial statement which shows all receipts and disbursements, their nature,
the money on hand, the purposes to which the money on hand is to be applied,
the EDA's credits and assets and its outstanding liabilities; and
WHEREAS, said Statute also requires the EDA to examine the statement and
treasurer's vouchers or bills and if correct, to approve them by resolution
and enter the resolution in its records; and
WHEREAS, the financial statement for the month of March, 2000 and the list of
bills for the month of March, 2000 are attached hereto and made a part of this
resolution; and
WHEREAS, the EDA has examined the financial statement and the list of bills
and finds them to be acceptable as to both form and accuracy.
NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia
Heights Economic Development Authority that it has examined the attached
financial statements and list of bills, which are attached hereto and made a
part hereof, and they are found to be correct, as to form and content; and
BE IT FURTHER RESOLVED the financial statements are acknowledged and received
and the list of bills as presented in writing are approved for payment out of
proper funds; and
BE IT FURTHER RESOLVED this resolution and attachments are to be made a part
of the permanent records of the Columbia Heights Economic Development
Authority. //~ ~
Passed this . day of
MOTION BY:
SECONDED BY:
AYES:
NAYS:
Attest by:
2000.
~ober~*~et{i~ann, President
EDA President
Cheryl Bakken, Secretary
H:LResolutions\2000-04.wpd
EDA RESOLUTION 2000-05
RESOLUTION OF THE COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY
(EDA) CONFIRMING APPROVAL OF THE PUBLIC HOUSING ASSESSMENT
SYSTEM, MANAGEMENT OPERATIONS PROGRAM CERTIFICATION.
WHEREAS, The Department of the Housing and Urban Development
has requested that Public Housing Agencies submit a Certification
in regard to a Public Housing Management Assessment Program; and
WHEREAS, such Certification also requires the formal
approval of the Board of Commissioners;
NOW THEREFORE BE IT RESOLVED by the Board of Commissioners
of the Columbia Heights Economic Development Authority that the
attached (Appendix UA") Public Housing Assessment System (PHAS),
Management Operations is hereby approved.
ADOPTED this,/~ ay of
MOTION BY:
SECONDED BY:
AYES:
NAYS:
Attest by:
, 2000.
Robert Ruettimann, /resident
EDA President
Walter R. Fehst, Executive Director
H;\ResolutionsX2000-05.wpd
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meeting of: April 18, 2000
AGENDA SECTION: Consent ORIGINATING EXECUTIVE
NO: DEPARTMENT: EDA DIRECTOR
APPROVAL
ITEM: Approve Elevator Modernization Pay BY: Kenneth Anderson/~ BY:
Application #1 DATE: April 13, 2000 /~ v
BACKGROUND/ANALYSIS: Please find attached a copy of the first request for payment,
Application #1, for Elevator Modernization for Parkview Villa. This request for payment has been
submitted by Millar Elevator Service Company doing the modernization work for the two elevators at
Parkview Villa North. A letter from Ted Smith, President of Elevator Advisory Grouptis recommending
payment in the total amount of $59,400.00. You will note from the attachments that the payment is for
costs incurred related to engineering and permits, controls and drives, hoist motors, wiring and duct
work, and safety and miscellaneous items. The total cost incurred to date is $66,000, however, $6,600 in
retain_age in the amount of 10% of the completed work is being withheld.
RECOMMENDATION: Staffis recommending authorization of payment to Millar Elevator Service
Company in the total amount of $59,400.00.
RECOMMENDED MOTION: Move to accept the work for Pay Application #1 and to authorize
payment of $59,400.00 to Millar Elevator Service Company of Cleveland, Ohio.
EDA ACTION:
~'~onsent\Application #1 .wpd
April S, 2000
ATOR ADVISORY
GROUP, INC.
APR
Mr. Kenneth K. Anderson
Deputy Executive Director
City of Columbia Heights, EDA
590 40th Avenue NE
Columbia Heights, IVLN 55421
Elevator Modernzifion Pay Appalication #1
Parkview Villa North Bldg., Columbia Height~
Dear Ken,
We have received and reviewed fi.om lVr__dlar Elevator, the enclosed Pay Application #1 for the Parkview
V'dla North Building elevator moderniT~tion project. We have also reviewed the equipment and job site:
We are approving t~e amount requested, $59,400.00. We recommend that the pay application be
processed for payment. Enclosed is a copy of the/nvoice for your records.
Ken, if you have any questions, please call.
S~c~e~,
I~T. Smith
President
289 E. 5th St. · Suite LL 101 · St. Paul · Minnesota · 55101 · (651) 293-0595 · Fax: (651) 224-6758
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mi-.---ar
Millar Elevator Service Co.
WAIVER OF LIEN - Partial
STATE OF OHIO )
)
COUNTY OF LUCAS )
TO ALL WHOM IT MAY CONCERN:
Whereas, we the undersigned, Millar Elevator Service Company, have been
employed by THE CITY OF COLUMBIA HEIGHTS to MODERNIZE (2) ELEVATORS
at the building known as PARKVlEW VILLA - 965 40TH AVENUE N.E. , City of
COLUMBIA HEIGHTS, State of MINNESOTA.
Now, therefore, know ye, that we the undersigned, being requested to give a
partial waiver, for and in consideration of the sum of FIFTY NINE THOUSAND
FOUR HUNDRED Dollars, upon payment to us of said
unpaid sum, do hereby waive and release to the extent of the said amount only any
and all lien, or claim, or right to lien on said above described building and premises
under the Statutes of the State of MINNESOTA relating to Mechanics' Liens, on
account of labor or materials, or both, furnished to the extent of this payment only,
for said building or premises.
Given under our hand and seal this 22ND day of MARCH , A.D., 20 00.
Millar Elevator Service Company
Parkview Villa
Housing Complex
965 N.E. 40th Avenue, Columbia Heights, MN 55421
(612) 782-0857
DATE: April 10, 2000
TO: KEN ANDERSON, DIRECTOR OF COMMUNITY DEVELOPMENT; EDA
SHIRLEY BARNES, CHIEF EXECUTIVE OFFICER; CREST VIEW
COMMISSIONERS; COLUMBIA HEIGHTS EDA
BOARD OF DIRECTORS; CREST VIEW
FROM: MICHELLE CHAL II'~"),LIC HOUSING ADMINISTRATOR
RE: MARCH/APRIL MANAGEMENT REPORT FOR PARKVIEW VILLA &
4607 TYLER
PHYSICAL PLANT:
Modernization of the elevators began as scheduled on April 3, 2000. On March 30"' Millar
did a presentation to the residents about the modernization process, what to expect and
when work is scheduled to be complete.
The front doors at Parkview Villa were repaired on March 22, 2000. In both cases there
were broken/worn latches that caused the doors to not lock securely.
Drain Doctor and Cedar Plumbing have been asked to complete the plumbing work in the
remaining five units on the first floor in the North building. Once we are given a start date
and time we will inform the residents.
No violations were found on the Parkview Villa Uniform Fire Code/Housing Maintenance
Code Inspections which occurred March 13, 2000. The inspections for 4607 Tyler Street
are scheduled for April 20, 2000.
The annual unit inspections for the North building, will occur on April 17~ and 18"~.
Inspections for the South units will be scheduled in May.
OCCUPANCY:
NORTH BUILDING:
APT # VACANCY DATE
312 March I
NAME
Phyliss Anderson
MOVE-IN DATE
March 27, 2000
Owned by the EDA of the City of Columbia Heights
Managed by Crest View Management Services
Equal Housing Opportunity Agency
509 March 1
911 April I
Millar for elevator modernization project
Calvin Mackey by May 1, 2000
SOUTH BUILDING:
APT# VACANCY DATE
NAME
MOVE-IN DATE
4-PLE. X:
Unit #2: No one from the waiting list accepted the unit. Plan to advertise vacancy in
Northeaster and Focus News.
Waiting list totals are as follows:
Parkview Villa North
20 CH Residents
24 Non-residents
4607 Tyler
3 CH Residents
6 Non-residents
Parkview Villa South
29 CH Residents
12 Non-residents
Please note that waiting list "updates' were completed March 31,2000. Any applicant who
did not return their update by said date were removed from the waiting list.
MlSC:
The resident's vehicle which was stolen from the front parking lot on March 8~ was found
on March 20= but was totaled.
For informational purposes the Parkview Villa calendar is attached.
As reported at the meeting of March 21 several vehicles were vandalized in the
underground parking garage either late Saturday, March 18~, or early Sunday, March 19~.
Several vehicles had small change stolen and One handicapped parking permit was stolen.
13 vehicles had at least one window broken. Here is a brief update:
A. Officer Steve Korts of the Columbia Heights Police Department completed a
Premise Survey on March 21, 2000. (A copy of the report is attached).
B. On March 21, 2000 Officer Korts held a meeting with residents and staff of
Parkview Villa on safety and security issues.
C. On March 22, 2000 the front doors at Parkview Villa were repaired and are now
secure.
D. Leonard Olson has been asked to advise and assist us on security matters,
including security cameras.
Kenneth Anderson and I will continue to work together to provide the residents of
Parkview Villa with the most secure environment possible. We will keep the EDA and the
residents and staff informed.' Many residents have provided us with ideas to make
Parkview Villa more secure and as always their input is most appreciate and will be
considered.
TO:
FROM:
SUBIECT:
DATE:
COLUMBIA HEIGHTS POLICE DEP
Walt Fehst, City Manager
Ken Anderson, Community Development Director
Michelle Chalin, Parkview Villa Building Manager
Officer Steve Korts
Thomas M. Johnson, Chief of PoliceC~
Information from Parkview Villa Meeting and Premise St/trey
March 23, 2000
Attached is a memo from Officer Korts listing what he has done to date reference the damage to
property at Parkview Villa Apartments. As I stated on the phone, we are more than willing to work
with Parkview Villa personnel to help remedy the issues Officer Korts has identified. I am also
willing to work with them in getting an estimate as to the cost to install a proximity reader on their
main entrance and in the garage area. I will contact Bruce Vogelsang of TransAlarm so that we can
meet, look at the project, and get some cost estimates. If you have any questions, please do not.
hesitate to contact me.
TMJ:mld
00-89
Attachment
City of Columbia Heights Police Department
MEMO
To: Chief Johnson
From: Officer Korts
Subject: Parkview Villa damage to vehicles case #00055702
Date: March 22, 2000
On 3-21-00 1 gave an informational meeting for the residents and management of parkview villa
in regards to the status of this case, security survey and tips on crime prevention.
I informed them that we had no suspects in this case and that if they have any info they need to
let the police know.
I did a survey of the premises along with speaking with residents and found the following weak
spots in the security of the building:
1. The fi.ont entry sliding door can be opened by hand with minimal effort which wotild allow
anyone without a key to enter the building.
2. The other doors, which are fire doors with crash bars, do not have a protective plate to prevent
someone fi.om prying the bolt on the lock and gaining entry.
3.My understanding fi.om the management and residents is that there are many keys issued to
family members of residents. This could have caused someone to gain access to a key and then
gain entry to the building.(a card system, such as the one we have, could limit this problem)
4. I have been told by several of the residents that people-are not watching the overhead garage
door close before they leave. Garage door has an eighteen second delay. I have also been told
that residents do not have a key for the service door next to the overhead garage door so when
they use this door to go to the mall they prop it open' for when they return.
5. If they are gaining entry from somewhere other than the overhead or service door to the
garage, it might help to have the door leading from the elevator area to the garage locked and
only residents given keys.
Throughout this meeting people were placing blame on management for not taking steps to
improve security and they had suspicions the suspects could be residents or friends of
residents(though they were unable to give me any possible suspects)
I handed out info on crime prevention and Watch Your Car program and had them view a video
on personal safety. I also discussed the fact that they need to work with police by reporting any
suspicious activity.
Building Manager, Michelle Chalin, was present during this presentation and I discussed, with
her, the safety issues that I had found. There were approx 60 residents present at the
presentation.
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COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meeting of: April 18, 2000
AGENDA SECTION: Public Hearings ORIGINATING EXECUTIVE
NO: DEPARTMENT: EDA DIRECTOR
APPROVAL
ITEM: Public Hearing for Business Subsidy BY: Ken Anderson ~ BY:
Policy DATE: April 13, 2000
DA
ISSUE STATEMENT: This is a State mandated Public Hearing which was tabled on March 21, 2000
for reconsideration and adoption of a policy and criteria for granting Business Subsidies at the April 18,
2000 meeting..
BACKGROUND/ANALYSIS: In 1999 the Minnesota Legislature enacted a new law regulating
business subsidies entered into by local units of government on or after August l't of 1999 as required in
Minnesota's Statutes 116J.993 to 116J.995. The law also consists of new operation and reporting
requirements. Any government agencies signing agreements to award business subsidies or qualifying
for financial assistance must provide Annual Reports to the Department of Trade and Economic
Development (DTED) for each agreement. This applies to any agreement signed after August pt, 1999.
Because of the upcoming Transition Block Development Project, it will be necessary to initiate the
process to establish criteria and policies for providing business subsidies. The Statute requires that a
Public Hearing be held after which time a policy identifying criteria must be approved prior to entering
into any agreements to provide a business subsidy. We have attached for your information a copy of a
notice which is required to be published in the local newspaper prior to the Hearing date. Staff
advertised that the public hearing be held on March 21, 2000 at approximately 7:00 p.m. which was
tabled until April 18th. Also note, a policy must be adopted by other governmental entities potentially
providing assistance to businesses. This would include the Columbia Heights City Council which held
a public hearing on March 27, 2000 and approved a similar policy and criteria.
RECOMMENDATION: Staff recommends that the EDA receive public comments and consider
adoption of the Business Subsidy Policy and Criteria as written. The City Attorney's letter of March 24,
2000 has been attached hereto.
MOTION: Move to close the public hearing.
RECOMMENDED MOTION: Move to adopt the Columbia Heights Economic Development Authority
Business Subsidy Policy and Criteria.
Attachments
ACTION:
h:\ Public Hearing-consent4-18- 2000. wpd
Columbia Heights Economic Development Authority(EDA)
Business Subsidy Policy
This Policy is adopted for purposes of the business subsidies act (the "Act"), which is
Minnesota Statutes, Sections 116J.993 through 1 I6J.995. Terms used in this Policy are intended
to have the same meanings as used in the Act, and this Policy shall apply only with respect to
subsidies granted under the Act if and to the extent required thereby.
For purposes of this policy, a subsidy is defined as any "grant, contribution of personal
property, real property, infrastructure, the principal amount of a loan at rates below those
commercially available to the recipient, any reduction or deferral of any tax or any fee, any
guarantee of any payment under any loan, lease, or other obligation, or any preferential use of
government facilities given to a business" in any amount equal to or greater than $25,000 or as
may be amended by state law. A business subsidy must meet a public purpose(s).
While it is recognized that the creation of good paying jobs is a desirable goal which
benefits the community, it must also be recognized that not all projects assisted with subsidies
derive their public purposes and importance solely by virtue of job creation. In addition, the
imposition of high job creation requirements and high wage levels may be unrealistic and counter-
productive in the face of larger economic forces and the financial and competitive circumstances
of an individual business.
With respect to subsidies, the determination of the ntunber of jobs to be created and the
wage levels thereof shall be guided by the following principles and criteria:
Each project shall be evaluated on a case basis, recognizing its importance and
benefit to the community from all perspectives, including created or retained
employment positions.
If a particular project does not involve the creation of jobs, but is nonetheless
found to be worthy of support and subsidy, it may be approved without any
specific job or wage goals, as may be permitted by applicable law.
In cases where the objective is the retention of existing jobs, the recipient of the
subsidy shall be required to provide reasonably demonstrable evidence that the loss
oft hose jobs is imminent.
The setting of wage and job goals must be sensitive to prevailing wage rates, local
economic conditions, external economic forces over which neither the grantor nor
the recipient of the subsidy has control, the individual financial resources of the
recipient and the competitive environment in which the recipient's business exists.
Page 1 of 2
Because it is not possible to anticipate every type of project which may in its
context and time present desirable community building or preservation goals and
objectives, the governing body must retain the right in its discretion to approve
projects and subsidies which may vary fi:om the principles and criteria of this
Policy.
A subsidy agreement must be executed between the EDA and the recipient businesses in
accordance with applicable state law.
Both the business subsidy recipient and the EDA shall comply with reporting requirements
specified in the law and as may be established by the Commissioner of the Department of Trade
and Economic Development.
Adopted by the Columbia Heights Economic Development Authority
Date of adoption:
· Date of public hearing:
Page 2 of 2
NAR.-24'OO{FR[) 10:t~,
BARNA
GUZY STEFF£
TEL:Gl2 780 I77'
BGS
.Marda24,2000
Ci~ crt'Columbia Heights / Commun/ry Deve!opmem
5g0 40m Aveamc NE
Columbia Hdghts,'i~2xr 55421
VIA FAX N'O. 706-367I
TOTAL PAGES: 2
RE: Bmi~ Sul:~i,:[y PoLi~
You have asked for our opinion regarding thc City's proposed Business Subsidies Policy. It is
my opinion that the l:~Oposed policy is sound and ~senfially complies with Chapter 116J of the
Minneso~ Statutes. Thc paragraphs below are intended to answer your specific questions
~ d~is subjecT..
L~al implications. Ther~ really ara few lc.ga/implications associated with this ixoD-am. Or'
course, the City must comply with the s~u~ when off~riag a business subsidy. Failure :o
comply with the statute would cop. st/me a misdeme~uor offense bec~ase ac punishmmt h~
been otJacrwise specLficd. The only provision w~icla t. hz-,~c,~s tile City wi~ some .t~pc of
~'plicit sanction is the section whic2a m'4u/ms the'City to file an aarmal .~ort on bmiaess
subsidy activity with ~ Commi~ioner of Trad~ and Economic Develomcat. Lt' tl~: .,':port
ia not filed in a timely manner, the City would be forbidden from offering further busings
subsidie~ ~mtil the r~.on L; fled.
Necessity of the Business Subsid/es Policy and Crirxria. This policy ia aec~sary because tt:c
statute declares that subsidies may not be granted until c~'iteria for awarding subsidi~ is
develooed arid_ commuted upon at n public hearing. '""
When the Business Subsidies Policy ,'md Critcr~,~a applies. This policy would apply anytime
the City granted a "bus/ness subsidy." A "business subsidy" is deemed as any of thc
following: a grant, contribution o1~ permnal pm.tm'fy, real property, infrastructure, the
principal amount ora loan at rates below market, '.an? reduction or deferral oft,ax, any
24, 200C
D~".,_nt~e ofl~3rmc=t of any [om,.. ]~ase. or ot. hcr ~nz~ci~l obE[,,a~on~ or prcfez~ntial usc or
ilovcmmcnr, facil~ given to a busknc~.
Compl~nc~ wi.~ $1~mr~. 'I""'~ policy ~ c',n'~ntly cL, aficd ~:~rr~,,lly complie~ w/th
116J'.
Flcxibility. The policy as drafted e~ender~ a good amount of flcxibility whilc ccmplyinll
with the s~amte. For example, the policy takes p,,hns to note ~ dccisians rel~ing to
bt1~ subs~cs s~11 Be i'~[a~d to econalz~C col~doas ~ ~ exist at thc t~m~ arc,ch
Ill cau b~ of further assis~nc~, please lot ~ kaaw.
Since~ly, · ...-
]3ARNA, GUZY & S'I'EI:T'~, LTD.
~126g_1
Subd. 7. State funding prohibited. No state money may be appropriated to the board.
The board must utilize private funds and noustate public money to fund its activities.
History: 1993 c 369 s 53
DEVELOPMENT
116,1.991 PUBLIC ASSISTANCE TO BUSINESS; WAGE AND JOB REQUIRE.
bIENTS.
A business that receives state or local govermnent assistance for economic develop.
ment or job growth purposes must create a net increase in jobs in Minnesota within two yeal~
of receiving the assistance.
The government agency providing the assistance must establish wage level and job crt-
ation goals to be met by the business receiving the assistance. A business that fails to mee! the
goals must repay the assistance to the government agency.
Each government agency must report the wage and job goals and the results for each
project in achieving those goals to the department of trade and economic development. The
department shall compile and publish the results of the reports for the previous calendar year
by June I of each year. The reports of the agencies to the department and the compilation
report of the department shall be made available to the public.
For the p~ of this section, "assistance" means a grant or loan in excess of $25,000
or tax increment financing.
l:[L~tory: 1995 c 224 s 58
RECEIVE,-',
0 8 2000
_ Trade&
February 22, 2000
To all Minnesota state mac[ local gove~ment agencies:
The 1999 M~nnesota Legislatm'e enacted a new law (Laws of Minnesota 1999, Chapter 243,
Article 12; codified as Minn Stat. §116~'.993 to §1163'.995) regulating business subsidies entered
into or authorized on or at, er August 1, 1999. This law repeals its predecessor, Minn_ Stat.
§ ! !6~'.99!, and ~~ae~o~g and ~eFoCdag r_~quirement~. . __ ~-----~---_.~.
~greements to award b.nsiness subsidies or q,,alifying financial assistance m~~
provide mauual reports.to DTED for each agreement. ?lease note that agencies no longer need to '~
report, on agreem .en. ts signed prior to Auto, st 1, 1999. Uae law requires loca gov ment
agencies representing a population of more than 2,500 and all state government agencies to file a }
report even ~e_y~ havre not awarded any business subsidies. Local government agencies ,,/
business subsidy in the past five years.
~ep .a~nent has develo~esota Business Assistance Form to collect information
from ousmess suosidy mad/or financial assistance agreements. If you are required to report but
have not signed a business subsidy or financial assistance agreement during the period August I,
1999 through December 31, 1999, please answer questions 1 through 13 on the form and follow
the directions. Please submit a separate form for each agreement. All forms must be received or
postmarked by April 1, 2000. Only forms meeting this deadline will be included in the
department's summary analysis provided to the legislature. If forms are not received or
postmarked by June I, the responsible government agency may not award business subsidies
until a report has been fried. Please make copies of the enclosed form or download additional
forms from DTED's website (www.dted. state.mn.us, click on News and Information, then
Business and Economic Development, then Business Subsidies). Uae web site also includes
additional information ielated to the law including a fact sheet and answers to frequently asked
questions.
Please understand that it is the grantor's responsibility to report to DTED. We do not want to
interfere with grmtor/recipient relationships and expect that recipients will report directly to
grantors, not to DTED. Legislative leaders agree with this approach and have introduced bills
this session designed to confirm this process.
Kind regards,
Bob Isaacson
Director, Analysis and Evaluation Office
0~./20/00 ~:24 FA.~ 651~153841 DTED-1.LD
2000 Minnesota Business Assistance Form
1999: I) ~y l~ g~~ ~ si~ a b~
~ a ~ ~ m~ ~ ~ 2) ~ s~ aov~t
~ ~ ~ ~ not ~ne so by April 1, ~ will
it~ a~ ~s m~ ~ a~ ~
Columbia Hei.qi~ts Econ.Dev. Author :¥ Kenneth R. Anaerson
590 40th Avenue NE Columbia Heights 55421
763-706-3671 :ommuni tyDevel opm:
~lCer R.Fehs¢,Exec. D1rec¢or 763-706-36~0 ~gO 40¢~ Avenue NE Colu~a F
11. ~.~=!~--::~~(M~~a~ 1~ ~~h~a~~~
~S~~ .
~(~~.) ~a (~~~~S.... ~
13. ~s ~ ~~ si~ ~y a~ m aw~ a ~ ~b~y or f~ ~ ~ Aunt I, ~999
lt@ci.
ts, Mt, ;4
S,~iioa 2 Information Abont
14. Nam~ ofb~ess of
rec~ving subsidy or ~naacial assistance
15. Address where bu.~me~ subskty or finaacia/~
will ~ used
03/20/00 13:25 F.4.I 6512153~ DTED-rAD
17. InduaUy ofmcioie~l's fa~ili~ tMarg o,c ,.
lg. Would tl~ t~ignt haw mm~d in pr~i~ locario~ or relocated al.~whe~ if not awarded, this b~iz~s subsidy or
~ a.~L*uz~? (Madt
Total dolhr valu~ of lmaingn sukmdy or
21.
da~
23. Do~ ~ agz~m~g pmvid~ a bu~ne~ mb~ly or o~ of ~ four v/l~ of finamiai a~/zta~o (seo Qu~ticm 25) tequir~tm
t~ tqa~i? (Mar~ one.)
0 gr~t (i.~., forgivable
Opte, li~ial a~o of governn~tal facilides
2fi. Ifd~ a.~i~un~ inr..lnd~d ta~ irua~m~r firumc/ng, pirate
iadicam th~ ~p~ ofT~F di~ri~ (Markon,~)
applicable, assistance was no~ m dxc form of TIN
Cl soib condioan
0 ~mUc dgvefopmuK
~- ff the assim:lr~e w~ one of the four types of fln,uchl
~ plea~ indica~ me type(s).
~I hoc aplfficablc. agrecmcac provided a busincss subsidy
27. ~ any o~h= ~'an~or~ providing a lmsin~s~ st~sidv ~r
- financial assistalF~ tO ~ ssn~ [:~'~jec~? (Marko~.')
~ Y~s (Specify each gramor and ~ valu~ ofth~'r
~ce below; attach an additional sA~et
C1No
Granaxts) and-valuc of ~ aSrccmcn~s):
Grantor V-I,,e (S)
2000 Mira ami~ss As.~,-,~-c Porto
Dep:uament of Tra~ and Economic
t)3/ZO,'O(~ 13:25 F.~I 65121538;I D'~b-i
Section 4 Goals and Public Purpose Identified in the
28. Mitre- Stai- §ll~J-99&mcP~ttmtbusinessmbaidyamlfamncialassismzw~gzegmentsstatgapubUc~ Whicr.
0 F. abam~ ~ div~, ~ Inc:~ui~ mx base (c.~mo~ b~ ~ purpose)
O Sm:~zing me couummity Other (pte~rt
2~. Ind,icato wbeflter dig a~z'eement iflgluclgd d~e followi~, ~ of go~S, and whether r,~tg mc~pient had a~xaingd I:bosg goals
at ~l~ ~ma o~ ~s repoz~ (Zqll in d~e bex~ aad arm~nmt dare(s).for each gaai.)
B) Other job-c~,mou and/or re~minn 5,oats
D) O~cr g~ od~r than wa,m ~nd job goals
I~ W~ Job Smmmsi/rmsp. st~mt u Fr;PY) Job ~u ~ v~ ~
~'~ s
~'~ .... s,
~.~ m ~0.~ s
Sl I~ m Sl~ s
Slf.~ ~ ~ ..... s
31.
~ e.a~h of the follo~mu~ w~e categories, i,t,t' ~ tile number ofmcl~ud jobs crealad and/or ~tainexi since ~ ~
dam aad d~ m~mmi homiy vaZuc of any cmptoycr-lxovided hecta ir, sura~oe for flu)se jobs. (Onl7 indicate job crecufon in
~id/-~me equ/m/ea~ if >~u are ~a~/~ ~o separar~ ;'o~ cre~oa/nzo ~id/- crud Farr-~ne p~/~n~.)
32. Has the-"e~pient 3clUc~cd ~11 eonls (sec Questions !9, 30 ~nd 3 I)
t Mark me.)
~000 Minneso~ Business Ass~c~ Form P'~go J o(.t I~t of Trmt~ und EconOnuc Oevetopment
~l9 ·
0,,,.o,00 13:27 F/LX 6~1215~842. DTED-I,.,,I)
Section $ Recipien~ Failing to Fulfill Obligalione
~Do nor complete thi~ $ec-tion i~?ou completed it on another 2000 MBAF submitted to DTED. i
3]. l~at~n$ ~ae peri~ Aagust I Ru'ouF, h Dec, cmber 3 t, 1999. did your orgn~,~,*i~,n have any n~pients who failed, to moon
requimt by ~= Sm. § ! 16/.993 and § 116/~947 (~ar~ one,)
0 Y~ (lndicagt the ntm~ of et~tt recilMertt failing to report mid the vahte ofstdatidy orfl~tncial at~ittancg awarded t~ that
recipima ~ ~,~ a&h'tional page~ if n~e~ary. )
Did your ~gaaiza~m have any recipients who ffa~2ed to ac~-ve any goals a~ ~ a~y ochre, oblipriana u~ aa
agnmm~ ~gned o~ ~r afar August I, I999, dmtwe~mqW~dtob~f~fill~dby~e&n~nftt~ml~xT(Mark~nej
0 Yea (C-omiotete the rema/nder of ~htr ~:t/o~ ) ~No(Stophtreand~bmitformtaDTED.)
35.- 39. P~vide thc followi~ ia~om~aaea fo~ eac. b ~:~api~g failia$ to fulfill goals or a~y o~agr ~ ~ ~ ~ ~
35. htfe~madea on n~ and a~
T~t:e of ~ o~ a~tmc=
2000 Mixmesota Buaine~ ,4.~$ista~r. Form
Mirm~ota Degartmeut of Trudc and Economic Dcv¢lopmcnt- AEO
500 Mewo Square. 121 Fast 7a Place
St Paul, MN 35101-2146
Or fax to: (651) 215-38~i
ZflO0 Mim~ocl BU.SmCS$ ,~ra. shamm Form Page 4 o~ ¢ Clepatuncn[ of Trade :mc~ Ec,,cxlomic EMvetopmem
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meeting of: April 18,2000
AGENDA SECTION: Items for Consideration- ORIGINATING EXECUTIVE
Other Business DEPARTMENT: EDA g~ DIRECTOR
NO:}z4 Ir~ APPROVAL
ITEM: Public Housing Assessment System BY: Randy Schumacher BY:
(PHAS) Certification DATE: April 18, 2000
BACKGROUND: On September 1, 1998, HUD published a final rule that established a new system for
the assessment of public housing. The new system, the Public Housing Assessment System (PHAS), is
designed to create a comprehensive tool that quantitatively and qualitatively measures a public housing
agency based on standards that are objective and uniform.
Under PHAS, HUD evaulates a Public Housing Authority based on the following four indicators:
2.
3.
4.
Physical Condition
Financial Condition
Management Operations
Resident Service and Satisfaction
The enclosed management operations certification forms were completed by EDA staff and will be
electronically submitted to HUD upon EDA Board approval.
RECOMMENDATION: Staff recommends EDA approval of the motion listed below which approves
the Public Housing Assessment System (PHAS) Certification, HUD Form 50072 to be submitted to
HUD.
RECOMMENDED MOTION: Move to adopt Resolution 2000-05, confirming approval of the Public
Housing Assessment System, management operation program certification; furthermore, to authorize the
Executive Director to sign the same.
Attachments- PHAS Form
Resolution 2000-05
EDA ACTION:
EDA RESOLUTION 2000-05
RESOLUTION OF THE COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY
(EDA) CONFIRMING APPROVAL OF THE PUBLIC HOUSING ASSESSMENT
SYSTEM, MANAGEMENT OPERATIONS PROGRAM CERTIFICATION.
WHEREAS, The Department of the Housing and Urban Development
has requested that Public Housing Agencies submit a Certification
in regard to a Public Housing Management Assessment Program; and
WHEREAS, such Certification also requires the formal
approval of the Board of Commissioners;
NOW THEREFORE BE IT RESOLVED by the Board of Commissioners
of the Columbia Heights Economic Development Authority that the
attached (Appendix "A") Public Housing Assessment System (PHAS),
Management Operations is hereby approved.
ADOPTED this
MOTION BY:
SECONDED BY:
AYES:
NAYS:
Attest by:
day of , 2000.
Robert Ruettimann, President
EDA President
Walter R. Fehst, Executive Director
H;~t.esolutionsg2000-O 5 .wpd
Component Number 1
Sub-Indicator Number 2 Capital Fund
Unexpended Funds Over Three Federal Fiscal Years (FFYs) Old
CFIO000
Do you I~ave any open capital fund (Components 1 and 2 - CLAP, Comp Grant, LBP; Component 3,4
and 5 - Vacancy Reduction and Hope VI) programs? "Open" is any program that does not have a
pre-audit end date or that received a pre-audit end date during the fiscal year being assessed,
CF10050 Total funds authorized within 3 FFYs
CF10100 Total funds expended within 3 FFYs
CF10200 Unexpended funds to be recaptured
CF10300 Unexpendedfunds approved by HUD beyond 3 FFYs
CF10400 Unexpended funds with time extensions due to reasons outside of PHA's control
CF10500 Adjusted total unexpended funds (Read Only)
Yes
0
$ 0
$ 0
0
$
Component Number 2 Timeliness of Fund Obligation
CF11100 Total funds authorized for grants older than 2 FFYs $ 0
CF11200 Total funds obligated within 2 FFYs $ O
CF11300 Unobligatad funds approved by HUD beyond 2 FFYs $ 0
CF11400 Unobligated funds with time extensions due to reasons outside of PHA's control $ 0
CF11500 Adjusted total unobligated funds (Read Only)'.. $ 0
Component Number 3 Adequacy of Contract Administration
CF11700 The date of the last HUD/Army Corps of Engineers on-site inspection and/or audit (mm/dd/vwy)
related to contract administration
CF11800 The number of findings related to contract administration. ~
CF11900 The number of findings related to contract administration that have been corrected by the PHA
CF12000 The number of findings related to contract administration that the PHA is in the process of correcting
Component Number 4 Quality of the Physical Work
CF12200 The date of the last HUD/Army Corps of Engineers on-site inspection and/or audit (mm/dd/yyyy)
related to the quality of physical work 12/02/99
CF12300 The number of findings related to the quality of physical work
CF12400 The number of findings related to the quality of physical work that have been corrected by the PHA
CF12500 The number of finding related to the quality of physical work that the PHA is in the process of correcting
Component Number 5 Adequacy of Budget Controls
CF12700
CF12800
CF12900
Total amount of capital funds expended dudng the PHA fiscal year being assessed
Amount of capital funds expended on approved work items not subject to budget revisions during
the PHA fiscal year being assessed
Amount of capital funds expended under budget revisions with prior HUD approval during
the PHA fiscal year being assessed
4,185.00
4,185.00
$ 0
CF13000 Amount of capital funds expended under budget revisions not requi~ing prior HUD approval dudng $
the PHA fiscal year being assessed 0
Sub-Indicator Number 3 Rents Uncollected
R 10000
R10100
R10200
Dwelling rent owed by residents in possession at the beginning of the assessed fiscal year, carded
forward from the previous fiscal year
Dwelling rents billed dudng the fiscal year being assessed
Dwelling rents collected dudng the fiscal year being assessed
R10300 Rents uncollected (Read Only)
R10400
Percentage of rents uncollected (Read Only)
$ 20,898.00
$ 20,051.00
$
form HUD-50072 ~8/1999)
Previous editions are obsolete. Page 2 of 4 ref. Handbook 7460.5
Component Number 1
Sub-Indicator Number 4
Emergency Work Orders
Work Oraer.
,-~'W10000
,~'10100
W10200
Total number of emergency work orders
Total number of emergency work orders corrected / abated within 24 hours
Percentage of emergency work orders completed / abated within 24 hours (Read Only)
Component Number 2 Non-Emergency Work Orders
W10500
Total number of non-emergency work orders
W10600 Total number of calendar days it took to complete non-emergency work orders
W10700 Average number of days PHA has reduced the time it takes to complete non-emergency work orders
over the past three years (enter average number of days) (Read Only)
W10800 Average completion days (Read Only)
517
Sub-Indicator Number 5 Annual Inspection of DWelling Units and Systems
Component Number 1 Annual Inspection of Dwelling Units
Al0000
A10100
A10200
The total number of ACC units
A10500
;0600
The sum of units exempted where the PHA made two documented attempts to inspect and is enfoming
the lease
100
Vacant units exempted for modernization 0
A10300 Vacant units exempted for other reasons 0
A10400 Total number of units inspected using the Uniform Physical Condition Standards 1_00
Total number of units inspected meeting the Uniform Physical Condition Standards
The number of units where necessary repairs were completed to comply with Uniform Physical
Conditions Standards either during the inspection, issued work orders for the repairs, or referred the
deficiency to' the current year's or next year's modernization program
Adjusted units available (Read Only)
Percent of units inspected by PHA (Read Only)
100
A10700
A10800
A10900
35
Percent meeting Uniform Physical Condition Standards (Read Only) %
Component Number 2 Annual Inspection of Systems including Common Areas and Non-Dwelling Space
A11100 Total number of contiguous sites (adjoining with no natural boundaries) 3
A11200 Total number of contiguous sites (adjoining with no natural boundaries) exempted from the inspection
of systems 0
A11300 The total number of contiguous sites (adjoining with no natural boundaries) where all systems were
inspected in accordance with the PHA maintenance plan ?
A11400 Total number of buildings 1
A11500 Total number of buildings exempted from the inspection of systems 0
A11600 The total number of buildings where all systems were inspected in accordance with the PHA
maintenance plan - 1
'Al 1.700 The number of buildings and sites where necessary repairs were completed to comply with the
Uniform Physical Conditions Standards either during the inspection, issued work orders for the repairs,
or referred the deficiency to the current year's or next year's Capital Fund program. 0
Percentage of contiguous sites (adioining with no natural boundaries) inspected (Read Only) %
A11800
~'"~'; 1900
Percentage of buildings inspected (Read Only)
Previous editions are obsolete. Page 3 of 4 form HUD-50072 (8/1999)
--ret. Handbook 7460.5
Component Number1
S10000
S10100
S10200
Sub-Indicator Number 6 Secudty and Economic Self-sufficiency
Tracking and Reporting Crime-Related Problems
The date that the PHA Board adopted current poticies to track crime and crime related problems.
The date that the PHA implemented the current procedures to track crime and crime-related problems.
The date that the PHA implemented a current cooperative system for tracking and reporting crime to
local police authorities
The number of cdmes that the PHA reported to local police authorities
(mm/acgyyyy)
(mnVaa~ fyyy)
S 10300
S10400 Percentage of developments where PHA can document it tracks crime and crime-related problems
Component Number 2 Screening of Applicants
S10500 The date the PHA Board adopted current screening policies that reflect the One-Strike criteda (rn,~/d~vww)
S10600 The date the PHA implemented current screening procedures that reflect the One-Strike cdteria ~
S10700 PHA can document that current screening procedures result in successfully denying admission to
applicants who meet the One-Strike cdtedaYesNo
S10800 The total number of applicants denied who met the One-Strike cdteda
Component Number 3 Lease Enforcement
S10900 The date the PHA Board adopted current evict[on procedures that reflect the One-Strike cdteda (rn,vd~vww)
S11000
The date the PHA implemented current eviction procedures that reflect the One-Strike cdteda
Sl 1100 PHA can document that current eviction screening procedures resulted in the eviction of residents who meet the One-Strike criteda
Yes No
S11200 The total number of evictions as a result of the One-Strike cHteda
Component Number 4 Drug prevention, cdme reduction and/or economic self-sufficiency program goals
S11300 The number of HUD-funded drug prevention/crime reduction and/or economic self-sufficiency progra~T,s
The number of non HUD-funded drug prevention/cdme reduction and/or economic self-sufficiency
Sl1400
Sl1500
Sl1600
S11700
programs that the PHA requests to be assessed
The number of documented program goals that are related to drug prevention/crime reduction and/or
economic self-sufficiency
The number of goals the PHA can document it met under the implementation plan(s) for any and all of
these programs
Percentage of goals that the PHA can document it met under implementation plan(s) for any and all of
these programs (Read Only)
Adjustments for Physical Condition and/or Neighborhood Environment.
Please enter project number and name and indicate which area the adjustment for Physical Condition and/or Neighborhood Environment applies for a project.
(Check all that apply)
Project No. Project Name Site Common I Building
Areas Exteriors
-_.____.__ 1
"
Please attach additional sheets as necessary for additional projects.
I certify that, as of the submission date, the above Sub-Indicators, under Public Housing Assessment System Indicator Number 3 Management
Operations are true and accurate for the fiscal year indicated. I further certify that, to my present knowledge, there is no evidence to indicate
seriously deficient performance that casts doubt on the PHA's capacity to present and protect its public housing developments and ope,"',
them in accordance with Federal law and regulations. Appropriate sanctions for intentional false certification will be imposed, inclu,_
suspension or debarment of the signatory.
A Board Resolution approving this certification is required. I further certify that Board Resolution number approving this
certification was passed on (mm/dd/yyyy)
Executive Director (signalure)
Date (mm/d~yyyy)
Previous editions are obsolete.
Page 4 of 4 form HUD-50072 (8t1999)
reC. Handbook 7460.5
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meetin$ of: April 18, 2000
AGENDA SECTION: Other Business ORIGINATING EXECUTIVE
NO: DEPARTMENT: EDA DIRECTOR
APPROVAL
ITEM: Update of 4401 Quincy Street NE. BY: Randy Schumacher.. BY:
Ken Anderson i0~0
DATE: April 13,
BACKGROUND: In 1998 the City of Columbia Heights applied to Anoka County for $70,000 in HOME
Funds to acquire two properties in our scattered site Tax Increment Financing District. At the February 15,
2000 EDA Board meeting, staff brought forward the proposal to acquire 4401 Quincy Street NE (Presently on
the TIF scattered site homes to be purchased list.) A preliminary agreement has been reached with Habitat for
Humanity for the City to receive $21,000 in exchange for the double lot on Quincy and the vacant lot at 3913
Polk Street. Habitat for Humanity would be responsible for the removal of the Quincy home and the
construction of three new three or four bedroom homes. After a lengthy discussion by the EDA Board, staff
was requested to conduct a physical inspection of the Quincy home (See attached Building Official Report.)
Mr. Collova's inspection of the property produced ilae following recommendation: "based on the condition of
the roof, windows, lack of a hard surface driveway, the question of structural stability, the cost of the asbestos
removal, and the cost of engineering reports, my opinion is that it would not be economically feasible to
rehabilitate the structure". A cost estimate from Du-All to rehab the building in the total amount of
$53,712.69 is attached. The Building Official recommends razing the building, conducting a visual evaluation
.,'~ the soils conditions, and performing any site correction. In addition, the City is in receipt of a letter from the
~,,~nnesota Historical Society stating that they concluded that no properties eligible for or listed on the National
Register of Historic places would be affected by this project.
Mr. Gordon Awsumb, a local developer from Columbia Heights, contacted me with a proposal to rehab the
Quincy home. He felt the maximum purchase price could not exceed $75,000. He confirmed the need to
invest $35 to $40,000 in rehabilitation costs prior to resale. He will be meeting with the property owners on
April 13 or 14 to discuss this proposal, therefore, the EDA tabled consideration until the April 18th meeting.
RECOMMENDATION: At this time, staff is in a position to enter into a purchase agreement with the present
owners of the Quincy property and fulfill the requirements as outlined in the original HOME Grant
Application. If the $70,000 in HOME Funds are not going to be used in the acquisition of this property, then
the Board should direct staff to contact Anoka County to reallocate those funds to an alternative applicant.
Attachments
EDA ACTION:
h: \ 4401Quincy. wpd ~
MINNESOTA HISTORICAL SOCIETY
STATE HISTORIC PRESERVATION OFFICE
March 13, 2000
Mr. Joe Hollman
City Planner
City of Columbia Heights
590 40m Avenue NE
Columbia Heights, MN 55421-3878
2000
DF.. V E L 0 p__M__~ £ N
Re:
Acquisition & Demolition of 4401 Quincy. Street NE
Columbia Heights, Anoka County
SHPO Number:. 2000-1286
Dear Mr. Hollman:.
Thank you for the opportunity to review and comment on the above project. It has been reviewed pursuant to the
responsibilities given the State Histodc Preservation Officer by the National Histodc Preservation Act of 1966 and
the Procedures of the Advisory Council on Histodc Preservation (36CFR800).
The house at 4401 Quincy Street NE is an interesting mid-20m century building constructed by John W. Hemak, who
was an active Columbia Heights resident. However, based on our review of the information submitted on the
house and on Mr. Hemak, we do not believe that this house meets National Register cdteda.
Therefore, we conclude that no properties eligible for or listed on the National Register of Historic Places will
be affected by this project.
Please contact Dennis Gimmestad at (651)296-5462 if you have any questions regarding our review of this project.
Sincerely,
Bdtta L. Bloomberg
Deputy State Histodc Preservation Officer
cc: Julienne Wyckoff
Bill Powell
Tom Cinadr
Januarv 21. 2000
1998 Home Pro~ram- Grant Summary -
REVENUES
$ 70,000
$ 17,500
$ 21,000
$108,500
Anoka County Home Funds- Grant
City Match
Habitat For Humanity
TOTAL REVENUES
.E, XI~ENDITURES
$103,500
$ 1,500
$ 1,15o
$106,150
4401 Quincy (Double Lot)
Relocation
Closing Costs (Title Insurance, State Tax, etc.)
TOTAL EXPENSES
$108,500
$106,150
$ 2,350
Total Revenue
Total Expenses
Balance
H:\Randy\98 Grant Summary
CITY OF COLUMBIA HEIGHTS
590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 5542 !-3878 (612) 782-2800 TDD 782-2806
March 15, 2000
To:
From:
Re:
President Ruettimann
EDA Commissioners
Director
Walt Fehst, Executive .,,.-x~ ,~
Mci Collova, Building Official'.
Possible rehabilitation of 4401 Quincy St. N.E.
Background:
At the request of the Columbia Heights Economic Development Authority (EDA), I conducted an inspection and
have assessed the condition of the Building (see attached).
I have other concerns with a proposed rehabilitation of the building as follows:
1)
There is a large crack in the floor of tt/e area that once was a TV repair shop. My experience on cracks of
this type is that there must be a reason why this happened. It is not a garage floor, slab on grade, but a slab
placed on a foundation. There is definitely a problem that cannot be repaired by filling in the crack. Some
type of movement, whether or not it is foundation or ground movement, must be determined by a licensed
soil engineer. I would estimate the repair to exceed $8,000 for this area. I could not issue a permit for the
repair of the floor without the "required" engineering report. Issuing a permit without the report could and
probably would leave the City liable for any future damage to the area. The future owner comes back to the
City stating a report should have been conducted prior to issuance of a permit for the repair.
2)
There is an area of foundation blocks that are deteriorating to the point of being scraped with fingernails to
remove masonry. In this area an engineering report with the recommended repair must be submitted prior
to permit issuance for the same reasons as stated in #1 above. It should also be noted most of the
foundation walls are finished and a thorough investigation cannot be conducted until all the wall coveting
is removed exposing the foundation.
3)
The windows and roof are in extremely poor shape. All would have to be replaced. But only after an
engineering report for items #1 and #2 are completed.
In summary if the building is to be rehabilitated, it should be rehabilitated to a safe building with "eye appeal."
What would be gained by saving a future dilapidated unsafe structure? Are we going to allow a "paint and patch" or
should we either do the job right by complete and safe reconstruction or should we just forget the building and opt
for one or more new buildings?
Depending on what funds are used to rehabilitate, the workers could have to be paid prevailing wage for the project.
This would drive the cost up possibly to exceed $60,000. If the owners are not willing to settle for a $50,000 offer, I
don't see how it could be economically feasible to rehabilitate the building. Due to the condition of the inside of the
building and due to the amount of settlement in the area that is round, my recommendation is to raze the building
and prepare the site for future development.
I have contacted one of our local restoration contractors about this property and hope to have an estimate of exterior
repairs by the date of this meeting, March 21, 2000
THE CITY OI~ COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF OISABILITY IN EMF)LOYMENT OR Tile PROVISION OF SERVICES
EQUAL OPPORTUNITY EMPLOYER
CITY OF COLUMBIA HEIGHTS
~"'"590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN '15421-3878 (612) 782-2800 TDD 782-2806
Febmary25,2000
To:
From:
President Kuettimarm
EDA Commissioners
Walt Fehst, Executive Directoaf.~ ,~
Mel Collova, Building Offici
Re: Inspection Report on 4401 Quincy Street N.E.
Back~round:
At the request of the Columbia Heights' Economic Development Authority (EDA), I conducted
an inspection and have assessed the condition of the building at 4401 Quincy street N.E. There is
some question as to the actual date the structure was built. The original permit was issued in
1946. The assessing records list 1947 as the build date. Please note, the assessor would list the
year that the improvements or parts thereof could be taxed. The plumbing permit for all the
fixtures necessary to make the structure habitable was not issued until 1951. The structure was
built in an area designated as a flood zone. The area was removed from the flood zone on
February 16, 1993 by the U.S. Army Corp of Engineers.
Analysis:
I conducted an inspection of the property on February 22, 2000. The exterior is in fair condition
with evidence of structural failure at the southeast and northeast comers of the building. The
masonry chimney appears to be "pulling away" from the structure. There is settlement in the
walks around the dwelling that are consistent with clay type soils. Someone has placed garden
hoses on the roof in an attempt to drain water offthe flat roof. The slope of the roof allows water
to pool in certain areas. The exterior bow windows at the southwest comer are single pane glass.
There is quite a bit of rot rendering the condition of the window frames as poor. The window
sills at the large southeast bow window are "tipped" down allowing water to nm toward the
interior wall. There is separation of the north-south living room wall at the north end of the wall.
(See photos). The interior of the dwelling is outdated and functionally obsolete. There is nothing
unique when compared to other dwellings built in the 40's or 50's. The bedrooms are obsolete
with a width of only seven feet. The length of one is only eight feet without a closet. Another
bedroom measured just seven by fourteen. The standard width of a double bed is four feet. The
first floor appears to have been tiled with "asbestos" tile as is the basement floor. The floors on
the first floor and basement appear to list toward the exterior foundation. Possibly the perimeter
foundation has sunk leaving the foundation under the center load bearing wall at original height.
The basement ceiling also appears to have asbestos in the tile. These items would have to be sent
to an agency for evaluation. The outdated plumbing fixtures are not unique and were common in
the homes built at the time. The foundation wails under the living space appear to be
Page 2
Inspection
disintegrating possibly due to moisture or a poor grade of block. Not all the blocks are visible as
most of the basement is "finished." The area formerly a television repair facility has a large crack
of more than one inch wide following the foundation at the south wail. Again this appears to be
some type of failure of the slab and/or the foundation.
While conducting the inspection I met the owner, Carol Pikala. She stated no person in the
family was interested in owning the property. She had even contacted several distant relatives.
They also were not interested.
Recommendation:
If the building is to remain or be rehabilitated and meet minimum State Code requirements, a
structural engineer must be consulted to perform an evaluation of the structural stability of the
structure as well as a soil engineer to determine the stability of the soils on the site although the
soils appear to be stable at this time, there may have been a problem when this was a flood zone.
;
However'ibased on the condition of the roof, windows, lack of a hard surfaced driveway, the
question ~f structural stability, the cost of asbestos removal, and the cost of engineering reports,
my opinion is it would not be economically feasible to rehabilitate the structure. Rehabilitation
would also require meeting current Building Codes which would add even more costs to the
project. I would recommend razing the building, conducting a visual evaluation of the soil
condition, and performing any soil correction if necessary.
Attached: Site Plan and Photos
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SCA~NNED
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
AGENDA SECTION: Other Business
NO: 3-A-2
ITEM: Transition R, edevelopment Block
ORIGINATING
DEPARTMENT: EDA
BY: Kenneth Anderson
DATE: April 14, 2000
Mc
11, 2000
EXECUTIVE
DmECTOR
APPROVAL
BACKGROUND/ANALYSIS: This item was tabled at the March 21, 2000 meeting to be reconsidered
at the special meeting of April 11, 2000. We have attached several pieces of information, including the
following: first draft dated March 28, 2000 of the Preliminary Development Agreement, City Engineer
memo to City Manager dated April 6, 2000 identifying the estimated costs for street/parking
improvements, TIF Cash Flow Analysis prepared by Springsted Inc., and memo dated March 10, 2000
from Real Estate Equities Company. Staffhave met with the developer and financial advisor on April
1Th and are scheduled to meet again on April 18, 2000. The purpose of the meetings are to determine
options to reduce or eliminate City/EDA financial participation and to minimize the duration of the TIF
agreement. We are tentatively planning to discuss this matter with the EDA provided a revised analysis
is available to review,
The EDA's legal counsel has drafted a Preliminary Development Agreement for this project. You will
note that this is "something of a road map for future agreements" and is not intended to "act as a final
version of any TIF, Bond, PUD, or other agreements that will be ultimately necessary."
At this point in time the Traffic Commission has considered the ingress/egress and on-street diagonal
parking at its meeting of April 3, 2000. They have recommended approval of the ingress/egress but did
not approve of the on-street diagonal parking on avenue mt:. due to safety reasons. The Planning
41st -- . ~
and Zoning Commission met on April 4, 2000 and recommended preliminary approval of the Rezoning,
PUD, and Site Plan subject to seventeen conditions being met. The two advisory board
recommendations will be considered by the City Council at a work session scheduled for April 17, 2000.
At this point the Developer is proposing financial assistance from the City and/or EDA. The nature of
the financial assistance is summarized below:
DESCRIPTION
Transfer of Property
4150 Central Avenue NE. (EDA)
Acquisition from Anoka County
Asbestos Abatement, Demolition (CDBG)
Subtotal
4656 Monroe St. N.E. (Est. Value)
Ostrander Home Purchase
Moving, footings, foundation, furnace, etc.
Subtotal
Less: Sale proceeds of Ostrander home at 4656 Monroe
City/EDA Cost'per developer request
Estimate
..,AMOUNT ($)
$ 100.00
$66,000.00
$66,100.00
$20,000.00
$130,000.00
,_ $4~000~00
$190,000.00
...$130,000.00
$60,000.00
Parkine Improvements
41 st Avenue
Jackson Street
Retaining Wall-west side of NEI
Subtotal
$84,529.00
$36,210.00
$57,924.00
$178,663.00
(Note: Not all of parking improvement costs above muSt be incurred to meet 500 minimum parking
spaces threshold.) For budgeting purposes we have only included costs for Jackson Street and 41st
Avenue.)
Total Estimated City/EDA Cost
.$246,839.00
The above estimated costs are identified for discussion purposes only and are subject to change. The
Developer will also be receiving funds from tax credits, pay-as-you-go TIF, CDBG ($104,000), Liveable
Communities Demonstration Account ($545,000), and HOME funds from Anoka County ($234,000) for
this project. A revenue source for the costs listed above must be determined by the City/EDA for the
project to proceed as proposed.
RECOMMENDATION: Staff is recommending the EDA Board consider issues presented in the draft
Preliminary Development Agreement and items to be presented (tentatively) as part of the financial
analysis at the meeting.
RECOMMENDED MOTION: None.
Attachments
H: \Consent 2 0 0 0\4 - 11- 2 0 0 0Transition
EDA ACTION:
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meeting off April 18, 2000
AGENDA SECTION: Other Business ORIGINATING EXECUTIVE
NO: DEPARTMENT: EDA DIRECTOR
APPROVAL
ITEM: Parkview Villa Management Agreement BY: Kenneth Andersont/l~ BY:
Renewal DATE: April 13, 2000 /~ ~
BACKGROUND: On or about June 1997 the EDA entered into a Management and Maintenance
Agreement with Crest View Corporation. Said Agreement was approved by the U.S. Department of
Housing and Urban Development. The Agreement was amended in May of 1998 to allow for the
extension of the term of the Agreement to include the initial time frame of two years with three, one year
options. This would extend the maximum term of the Agreement to a total of five years. Attached is a
copy of the current Management and Maintenance Services Agreement and the amendment approved in
June of 1999.
ANALYSIS: The Board may authorize the second of the three, one year options at this meeting. This
will afford Crest View Corporation an oppommity to continue the Maintenance and Management
Services Agreement for one additional year through June of 2001. A contract with Crest View
Corporation has been in effect since 1993. Proposals were received from a number of other firms in the
Spring of 1997. Crest View Corporation was selected to continue to provide these services as the Board
determined they were the most qualified and cost effective proposal. EDA Staff continue to have
scheduled weekly meetings with Parkview Villa Management Staff to follow up on necessary day to day
activities to improve communication and insure effective management of the facility. The Board has the
option to once again solicit proposals from other management companies for these services if so desired.
RECOMMENDATION: Staff recommends EDA Board approval of the motion listed below which
authorizes staff and Crest View to prepare necessary amendments to the Agreement for the one year
extension of the Management and Maintenance Services Agreement to June of 2001'.
RECOMMENDED MOTION: Move to direct staff to prepare necessary modifications to the
Management and Maintenance Services Agreement fora one year extension to June of 2001 for Board
consideration at the May 16, 2000 regular meeting.
EDA ACTION:
h: \consent\Parkview Mgmt Agreement. wpd
Management and Maintenance Services Agreement Amendment by and between Crest
View Corporation and the Columbia Heights Economic Development Authority
This Amendment, (this Management and Maintenance Services Agreement Amendment
hereinafter referred to as "Amendment"), effective on the day of ,1998, by and
between the Crest View Corporation, (hereina~er referred to as "Contractor"), located at ...~__.~.
Reservoir Blvd. NE, Columbia Heights, MN and the Columbia Heights Economic Developrnent
Authority (hereinafter referred to as "Owne~'), located at 590 40'" Avenue NE, Columbia
Heights, MN 55421;
WITNESSETH;
WttEREAS, Contractor has entered into a Management and Maintenance Services Agreement
(hereinat~er referred t° as "Agreement") dated lune I, 1997 to provide management and
administrative services for Parkview V'dla North and South, located at 965 40'" Avenue NE, and
4607 Tyler St. NE, Columbia Heights, MN 55421, (hereina~er the "Project"), and
WIIEREAS, the Contractor and Owner desire to enter into this Amendment for the purpose of
providing the option to renew this Agreement annually for a total period of three years effective
the first day oflune, 1999;
NOW TI~_REFORE it is agreed, the Owner hereby contracts for and Contractor hereby agrees
to furnish the services provided for under the provisions of the Management and Maintenance
Services Agreement and hereby agree to revise the terms and conditions of said Agreement to
allow for the option to renew this Agreement annually for a total period of three years effective
lune 1, 1999 and extending to the last annual term commencing lune I", 2001.
The Management and Maintenance Services Agreement is hereby amended effective the
day of 1998 as authorized in writing by the signatures of the parties hereto.
CKEST VIEW CORPORATION
By
Shirley Barnes
Its Chief Executive Officer Date
COLUMB~ HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY
By
Gary L. Peterson
Its President
Date
By
Walter R. Fehst
Its Executive Director
Date
RECEIVED BY
MA,,~AGEME17T ~ I~TNTEN'ANCE 8ERV~CEB AGRE~.~NT
FE'B 0 § 1998
THIS A~REEMENT, (hereinafter referred to as "Agreement"), effe~+ve on
the 1st day of June , 1997, by and between the t V"e~
Corporation , (hereinafter referred to as "Contractor"), located at
4444 Reservoir Blvd. N.E.. Columbia Eeiqhts, MN and the Columbia
Heights Economic Development Authority (hereinafter referred to as
"Owner"), located at 590 40th Avenue N.E., Columbia Heights, MN 55421;
WITNESSETH:
WHEREAS, Contractor has over a number of years acquired managerial
skills for the provision of administrative services in the fields of
skilled nursing care and provision of housing for the elderly; and
WHEREAS, Owner desires to employ Contractor for the purposes of
providing management and administrative services for Parkview Villa
North and South located at 965 40th Avenue N.E., and 4607 Tyler Street
N.E., Columbia Heights, MN 55421 (hereinafter the-"Project");
NOW, THEREFORE, it is agreed as follows:
Am
Undertakinq. Owner hereby contracts for and Contractor hereby
agrees to furnish the services provided for under the provisions of
this Agreement.
B. Terms and Conditions.
Termination of Aqreement for Cause. If, through any cause,
Contractor shall fail to fulfill in timely and proper manner
their obligations under this Agreement, or if the Contractor
shall violate any of the covenants, agreements, or stipula-
tions of this Agreement, the Owner shall thereupon have the
right to terminate this Agreement by giving written notice to
Contractor of such termination and specifying the effective
date thereof, before the effective date of such termination.
In such event, all finished or unfinished documents, data,
studies, and reports prepared by Contractor under this
Agreement shall, at the option of the Owner, become its
property and Contractor shall be entitled to receive just and
equitable compensation for.any satisfactory work completed on
such documents.
Termination for convenience of owner. The Owner may terminate
this Agreement any time by a notice in writing from the Owner
to the Contractor. If the Agreement is terminated by the
Owner as provided herein Contractor will be paid an amount
which bears the same ratio to the total compensation as the
services actually performed bear to the total services of
Contractor covered by the Agreement, less 9ayments of comDen-
sation previously made. Provided, however, that if less than
60% of the services covered by this Agreement have been
performed upon the effective date of such termination,
Page 1 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
Contractor shall be reimbursed (in addition to the above
payment) for that portion of the actual out-of-pocket expenses
(not otherwise reimbursed under this Agreement) incurred by
Contractor during the Agreement period which are directly
attributable to the uncompleted portion of the services
covered by the Agreement. If the Agreement is terminated due
to the fault of Contractor, Section B. Terms and Conditions,
(1) hereof relative to termination shall apply.
Chanqes. The Owner may, from time to time, request changes in
the scope of the services of Contractor to be performed
hereunder. Such changes, including any increase or decrease
in the amount of Contractor compensation, which are mutually
agreed upon by and between the Owner and Contractor shall be
incorporated in written amendments to this Agreement.
Contractor represents that they have, or will secure at
their own expense, all personnel required in performing
the services under this Agreement. Such personnel shall
not be employees of or have any contractual relationship
with the Owner.
All services required hereunder will be performed by
Contractor or under its supervision and all personnel
engaged in the work shall be fully qualified and shall be
authorized or permitted under State and local law to
perform such services.
No person who is serving sentence in a penal or correc-
tional institution shall be employed or work under this
Agreement.
Anti-Kickback Rules. Salaries of architects, draftsman,
technical engineers, and technicians performing work under
this Agreement shall be paid unconditionally and not less
often than once a month without deduction or rebate or any
account except only such payroll deductions as are mandatory
by law or permitted by the applicable regulations issued by
the Secretary of Labor pursuant to the "Anti-Kickback Act" of
June 13, 1934 (48 Stat. 948; 62 Stat. 740; 63 Stat. 108; Title
18 U.S.C., .Section 874;. and Title 40 U.S.C., Section 276c).
Contractor shall comply with 'all applicable "Anti-Kickback"
regulations and shall insert appropriate provisions in all
subcontracts covering work under the Agreement to insure
compliance by subcontractors with such regulations, and shall
be responsible for the submission of affidavits required of
subcontractors thereunder except as the Secretary of Labor may~
specifically provide for variations of or exemptions from the
requirements thereof.
Page 2 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
Withholdin= of Salaries· If, in the performance of this
Agreement, there is any underpayment of salaries by Contractor
or by a subcontractor thereunder, the Owner shall withhold
from Contractor out of payments due to them an amount suffi-
cient to pay to employees underpaid the difference between the
salaries required hereby to be paid and the salaries actually
paid such employees for the total number of hours worked. The
amounts withheld shall be disbursed by the Owner for and on
account of Contractor or subcontractor to the respective
employees to whom they are due.
C%aims and DisDutes Pertaining to Salary Rates. Claims and
disputes pertaining to salary rates or to classifications of
architects, draftsmen, technical engineers, and technicians
performing work under this Agreement shall be promptly
reported in writing by Contractor to the Owner for the
latter's decision which shall be final with respect thereto.
Squal Employment ODDortun~ty. During the performance of the
Agreement Contractor agrees as follows:
ae
Contractor will not discriminate against any employee or
applicant for employment because of race, color, reli-
gion, sex, or national origin. Contractor will take
affirmative action to ensure that applicants are em-
ployed, and that employees are treated, during employ-
ment, without regard to their race, color, creed,
religion, national origin, sex, marital status, familial
status, status with regard to public assistance, disabil-
ity, handicap, sexual orientation, and age. Such action
shall include, but not be limited to, the following:
employment, upgrading, demotion, or transfer; recruitment
or recruitment advertising; layoff or termination; rates
of pay or other form of compensation; and selection for
training, including apprenticeship. Contractor agrees to
post in conspicuous places, available to employees and
applicants for employment, notices to be provided by
Owner setting forth the provisions of this nondiscrimina-
tion clause.
be
Contractor will, in all solicitations or advertisements
for employees placed by or on behalf of Contractor, state
that all qualified applicants will receive consideration
for employment without regard to race, color, creed,
religion, national origin, sex, marital status, familial
status, status with regard to public assistance, disabil-
ity, handicap, sexual orientation, and age.
Contractor will cause the foregoing provisions to be
inserted in all subcontracts for any work covered by this
Agreement so that such provisions will be binding upon
each subcontractor, provided that the foregoing provi-
sions shall not apply to contracts or subcontracts for
standard commercial supplies or raw materials.
Page 3 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
Discrimination Because of Certain Labor Ma~ter$. No person
employed for the work covered by this Agreement shall be
discharged or in any way discriminated against because he/she
has.filed any complaint or instituted or caused to be insti-
tuted any proceeding or has testified or is about to testify
in any proceeding relating to the labor standards applicable
hereunder to his/her employer.
10.
Compliance With Local Laws. Contractor shall comply with all
applicable laws, ordinances, and codes of the State and local
governments, and shall commit no trespass on any public or
private property in performing any of the work embraced by
this Agreement.
11.
Subcontract%hq. None of the services covered by this Agree-
ment shall be subcontracted without the prior written consent
of the Owner. Contractor shall be as fully responsible to the
Owner for the acts and omissions of its sdbcontractors, and of
persons either directly or indirectly employed by them, as it
is for the acts and omissions of persons directly employed by
Contractor. Contractor shall insert in each subcontract
appropriate provisions requiring compliance with the labor
standards provisions of the Agreement.
12.
Assi~nabilSt¥. Contractor shall not assign any interest in
this Agreement and shall not transfer any interest in the same
(whether by assignment or novation) without the prior written
approval of the Owner. Provided, however, that claims for
money due or to become due Contractor from the Owner under
this Agreement may be assigned to a bank, trust company, or
other financial institution, or to a trustee in bankruptcy,
without such approval. Notice of any such assignment or
transfer shall be furnished promptly to the legal public
agency.
13.
InteFest of Members of Owner. No member of the government
body of the Owner, and no other officer, employee, or agent of
the Owner who exercises any functions or responsibilities in
connection with the carrying out of the Project to which this
contract pertains, shall have any personal interest, direct or
indirect, in the Agreement.
14.
Interest of Other Local Pub%%c O~ficials. No member of the
governing body of the locali.ty in which the Project is
situated, and no other public official of such locality, who
exercises any functions or responsibilities in the review or
approval of the carrying out of the Project to which this
Agreement pertains, shall have any personal interest, direct
or indirect, in this Agreement.
15.
Interest of Certain Federal Officials. No member of or
Delegate to the Congress of the United States, and no Resident
Commissioner, shall be admitted to any share or part of the
Agreement or to any benefit to arise therefrom.
Page 4 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
16.
Interest of Contractor. Contractor covenants that they
presently have no interest and shall not acquire any interest,
direct or indirect, in the above-described Project or any
parcels therein or any other interest which would conflict in
any manner or degree with the performance of the services
hereunder. Contractor further covenants that in the perform-
ance of this Agreement no person having any such interest
shall be employed.
17.
Findinqs Confidential. Ail of the reports, information, data,
etc., prepared or assembled by Contractor under this Agreement
are confidential and Contractor agrees that they shall not be
made available to any individual or organization without prior
written approval of Owner.
Co
De
Fees. Contractor shall be paid by Owner $ 4.~0 per unit per month
at Parkview Villa North and South and $115 per month total at 4607
Tyler Street N.E., plus.other costs as defined in this Agreement,
in addition to those amounts reimbursed pursuant to Section D.6.
and Section E. Any mileage reimbursement to the Contractor for any
authorized employee mileage incurred shall be at the rate pre-
scribed by Owner policy and will not exceed $1,200 per year or
$2,400 total for the two years of the Agreement. Mileage reim-
bursement requests shall reflect the employee, date, miles
traveled, and purpose of trip. Unless otherwise agreed upon in
writing, payments shall be made monthly as billed by Contractor,
and payable within 30 days of receipt.
Services tO be p~ov%ded by Contractor.
2.
3.
4.
Assist tenants with personal financial issues.
Health screening and conduct monthly blood pressure tests if
required.
Provision of financial and other reports and records on a
monthly basis in accordance with Owner requirements.
Such administrative and management services as are usual and
normally performed by Owner in the daily operation of Parkview
Villa North and South and 4607 Tyler Street N.E.
Referral services for those needing assistance in daily living
activities.
Contractor shall employ a full-time, on-site Housing Manager
who is to be certified as a Public Housing Manager, at not to
exceed expense of $ 86,670.00 for the two years of the
Agreement. Contractor shall hire, pay and provide any
required benefits, including W6rkers' Compensation insurance
coverage (and other benefits as deemed desirable by Contrac-
tor), provide training for, direct and supervise the person
hired to serve on-site as the Public Housing Manager.
Contractor will file any necessary payroll reports, etc. in
regard to the Public Housing Manager serving on the Parkview
Villa site and providing management services for the four-plax
at 4607 Taylor Street N.E. Contractor shall employ (on site
at 965 40th Avenue N.E.), at most, one full-time Maintenance
Page 5 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
10.
11.
12.
person, one full-time (or two part-time with total of 40 hours
per week) Resident Caretaker(s), not to exceed $ 134.895.00
for.the two years of the Agreement, and one part-time (20
hours per week) Office Assistant. The Maintenance person and
Resident Caretaker(s) must be paid at least the Federally
determined (annually established by HUD Area Office Labor
Relations Staff) wage rates and benefits. The Office Assis-
tant shall be paid the prevailing wage rate (and/or benefits)
for similar type positions in the area, not to exceed
$16,435.00 for the two years of the Agreement·
Maintenance support to Parkview Villa staff in an emergency,
subject to reimbursement by Owner.
Total management of d&y-to-day operations, including admission
work, discharge management, and maintaining current waiting
lists.
In the management of Parkview Villa, Contractor shall comply
with rules and regulations established by HUD and other
appropriate government agencies.
Contractor shall negotiate (secure proposals in accordance
with Owner Procurement Policy) and execute on behalf of the
Owner and Parkview Villa any contracts for services, materials
and supplies which cost less than $50.00 and are included in
the Operating Budgets for Parkview Villa North and South.
Contractor shall negotiate (secure proposals in accordance
with Owner Procurement Policy) and provide the Owner Executive
Director a proposal summary and copies of proposals received
on any work, materials or supplies costing in excess of
$3,000.00. The Executive Director, Deputy Executive Director,
and/or President will sign the necessary contract or purchase
order to purchase the item(s) or secure the service. All
purchases and contracts shall be in the name of the Columbia
Heights Economic Development Authority and/or the Parkview
Villa Housing Complex.
Contractor shall provide-all normal public housing related
management functions, including yearly inspection of all
units, annual income reviews, maintenance of waiting lists in
accordance with the Owner Occupancy Policies for the Project,
admissions evictions, and any housing management related
functions.
Contractor shall prepare a monthly report on the management of
the Project for the Owner Executive Director and Board of
Commissioners. The Public Housing Manager shall attend Owner
meetings at least once per month and at other times as
necessary to provide information to Owners on Project activi-
ties and to secure Board approvals for purchases/contracts of
over $3,000.00.
Page 6 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
13.
Contractor shall insure that the Public Housing Manager attend
the monthly Resident Council meeting· The Public Housing
Manager shall work with the Resident Council of Parkview Villa
as necessary for the efficient and amicable operation of the
facility.
14.
Contractor shall maintain records on-site and off-site in
accordance with Federal Department of Housing and Urban
Development, State of Minnesota, and Owner records mainte-
nance/disposition requirements.
E. Responsibility for Costs.
With respect to expenses to be born by Owner, Contractor shall
not commit any expenses which have not received prior written
approval by the Owner. The annual operating budget, approved
by the Owner, shall satisfy the prior written approval
requirement.
Contractor will be authorized to contract for services/suppl-
ies as necessary for the management/maintenance of the Project
for approved budgeted items with a limit of $ 50.00 without
Owner approval. Contractor will be required to comply with
the Owner Procurement policy and issue purchase orders on any
purchases of over $50.00 (or current limit as set forth in the
Owner Procurement Policy). Invoices and billings received for
such services/supplies are to be approved as appropriate by
Contractor and coded with account coding as required by the.
Owner so that the Owner can maintain proper accounting records
for the Project. Approved billings/invoices for services/
materials for the maintenance/office expenses will be paid by
the Owner in accordance with established Owner policies for
mileage reimbursement and other miscellaneous purposes.
Contractor shall be reimbursed by the Owner for the compensa-
tion of all employees retained by Contractor for the provision
of services at Parkview Villa, in accordance with Section D
above, including related fringe benefits, payroll tax and
other payroll related costs. For those employees who are
Maintenance or Caretakers,' they will be compensated at a rate
as approved and meeting HUD quidelines. The amount is subject
to change by HUD. The Office Assistant will be paid an amount
that meets prevailing rates in the community and Contractor
would guarantee no more than a 4 % increase per each year of
the Agreement.
Notwithstanding the limitations imposed by subparagraph E. 1.,
Contractor may, on behalf of the Owner, without prior consent
(provided good faith efforts as reasonable under the circum-
stances to obtain consent) expend any amount, or incur a
contractual obligation in any amount required to deal with
emergency conditions which may involve a danger to life or
property or may threaten the safety of the occupants of the
building and other appurtenances comprising the Project, or
may threaten the suspension of any necessary service to the
Project.
Page 7 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
F%nancial Considerations.
Contractor shall collect and provide receipts for all rents
and other charges due to the Owner for operation of the
Project and all rentals or payments from concessionaires, if
any, provided that Contractor shall have no responsibility for
collection of delinquent rents or other charges except for
sending notices of delinquency and advising the Owner thereof.
Contractor shall provide the Owner at 590 40th Avenue N.E.
copies of records of all receipts and deposits to the Owner
bank accounts for the Project. Contractor shall provide such
records of receipts and any expenditures made from the Project
Petty Cash Account (if in need of replenishment) on or before
the first day of each month.
Contractor, in coordination with the Owner Executive Director,
shall prepare and submit to the Owner on or before June 1 of
each year or in accordance with such other date set by the
Owner, recommended budgets for the Project (one budget for the
Parkview Villa North 101 unit portion, one budget for the
Parkview Villa South 45 unit portion, and one budget for the
4607 Tyler Street N.E. four-plex). The proposed budgets shall
reflect anticipated receipts and expenditures for the next~
fiscal year (the Owner Fiscal Year starts on January 1). Also
to be included in the budget are extraordinary maintenance,
betterment/additions, and replacement of equipment.
Contractor shall review and recommend to the Owner necessary
staffing requirements to perform its duties as listed herein.
Contractor shall be directly responsible for training,
directing, and supervising the maintenance staff which
currently includes a Resident Caretaker Couple, (working 40
hours total for couple), full-time Maintenance person, and the
Office Assistant which is a part-time position for up to 20
hours per week. Owner will assist the Contractor in filling
any personnel vacancies in the three cited positions, estab-
lishing fair compensation, and in discharging any unsatisfac-
tory employees. Contractor will provide the Owner time
records of the three employees cited above on a monthly basis.
Contractor will provide payroll checks once every two weeks
and will complete all necessary withholding and reports as
necessary.
With the aid of appropriate staff/committees from Owner,
contractor will open and maintain Project accounts and render
financial data and supporting documentation from time to time
as requested by Owner. Records and accounts will be main-
tained in accordance with HUD requirements and Contractor ~
will prepare or assist in the preparation of all reports
necessary to comply with HUD reporting requests.
Page 8 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
Ge
Records and Reports. Contractor will prepare monthly operating
reports and such other additional reports as are from time to time
deemed necessary by Owner to keep fully advised of services being
performed by Contractor.
~ Except for losses incurred as the result of gross
negligence or intentional misconduct of its employees, or agents,
Owner shall indemnify Contractor for, and hold Contractor harmless
from, any and all losses, demands, damages (whether general,
punitive, or otherwise), liabilities, claims, causes of action
(whether legal, equitable or administrative), judgements, penalties
awards settlements and court costs and legal or other expenses
which Contractor suffers or incurs as a direct or indirect conse-
quence of Contractor providing management, maintenance, and
administrative services p~rsuant to this Agreement. Owner shall
provide insurance coverage satisfactory to Contractor, naming as
insurers Contractor, its officers, directors and employees, as well
as the Owner, its officers, directors and employees. Owner shall
pay the cost of said insurance, as well as any other expenses
related thereto.
Limitations on contractor's Responsibilities.
Contractor shall have no authority to make any structural
changes in the Project or to make any other major alterations
or additions in or to any building or equipment therein,
except such emergency repairs as may be required because of
danger to life or property or repairs which are immediately
necessary for the preservation and safety of the building or
the safety of the occupants, or are required to avoid the
suspension of any necessary service to the Project. It is
understood and agreed that Contractor is not authorized or
required to handle major construction or fire restoration.
The Owner may employ Contractor to plan, take bids, contract
for and supervise major projects. Prior to commencing such
projects, however, the parties shall agree in writing on the
terms and fees to be paid to Contractor for such additional
services. Nothing herein contained shall be construed to
relieve Contractor of its duties in connection with the
repair, maintenance and' replacement of components of the
Project which are ordinary, necessary, and which are recurring
items of maintenance. The cost of such repair, maintenance
and replacement'are to be paid by the Owner. Advance Owner
approval shall be required on.expenditures in accordance with
the Owner official procurement policy, a copy of which has
been furnished to Contractor.
Except with respect to the conduct and execution of its duties
as set forth herein, Contractor shall have no further respon-
sibility for Owner's compliance with the requirements of any
ordinances, laws, rules or regulations (including those
relating to the disposal of solid, liquid and gaseous wastes)
of the City, County, State or Federal Government, or any
Page 9 of 10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
public authority or official thereof having jurisdiction over
the Owner or to the Project, except to promptly notify the
Owner, and to promptly forward to the Owner any complaints,
warnings, notices or summons received by it relating to such
matters. The Owner agrees to indemnify and hold Contractor
harmless and its officers, directors, its representatives,
servants and employees from all loss, costs, expense and
liability whatsoever which may be imposed upon them or any of
them by reason of the presence of, or any future, violations
or alleged violations of such laws, ordinances, rules or
regulations except for such as may arise out of the acts or
omissions of Contractor or those independent contractors
operating under Contractor's supervision.
Successors and Assigns. This Agreement shall inure to the benefit
of and be binding upon the respective parties, including without
limitation any corporation into which either may be consolidated or
merged, subject to the provisions of Section B of this Agreement.
This Agreement is otherwise not assignable without the prior
written consent of the respective parties, which consent will not
be unreasonably withheld.
Ko
ADDlicable Law. This Agreement shall be governed by the laws of
the State of Minnesota.
Amendment. This Agreement may not be amended orally, but only in ~
writing signed by the parties hereto.
Crest View Corporation
~?rfrley ~r~es -
Its Chief Executive Officer
Columbia Heights
Economic Deve/J~ment
Gar~ L. Peterson
Authority
Its President
Date
By .
Walter R. Feast
Its Executive D~rector
Date
U.S. DEPARTMENT OF HOUSING
AND URBAN DEVELOPMENT
By.
Title
Date
managre
Page 10 of 10
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meeting of: April 18, 2000
AGENDA SECTION: Items for Consideration- ORIGINATING EXECUTIVE
Other Business DEPARTMENT: EDA DIRECTOR
NO: APPROVAL
ITEM: Adopt CDBG Program Housing BY: Ken Anderson BY:
Rehabilitation Procedural Guide DATE: April 13, 2000
ISSUE STATEMENT: Review and approve a Procedural Guide for administering the Columbia
Heights Housing Rehabilitation Grant Program.
BACKGROUND: In discussions with staff of Community Revitalization Resources and Anoka
County, staff has deemed it important and necessary to adopt a Procedural Guide related to the
administration to the Deferred Grant/Loan Program utilizing Community Development Block Grant
(CDBG) Funds. The purpose of the procedural guide is to identify and outline procedures to allow for
the fair and equitable administration of the Housing Rehabilitation Program of Columbia Heights. The
attached Columbia Heights Housing Rehabilitation Procedural Guide dated March, 2000 was drafted by
CEE and provided to staff on Thursday, March 16, 2000. Staff had identified several issues of concern
which need to be corrected regarding references to Anoka County or other jurisdictions versus the City
of Columbia Heights. A corrected copy for discussion purposes was provided to the Board. After
discussion, the Board requested the City Attorney review and comment in writing. Attached are his
comments in a memo dated April 11, 2000. The Board should make a determination on the following
points:
1)
2)
3)
Must the subject property be a conforming property to remain eligible for this
program?
Staff is recommending that a definition for dwelling unit be included.
Should any extensions to the contract be requested, the extension should comply to
the building permit expiration period.
RECOMMENDATION: Discuss the City Attorney's comments and direct staffto amend the Guide as
necessary.
RECOMMENDED MOTION: Move to adopt the Columbia Heights Housing Rehabilitation Grant
Program Procedural Guide dated March, 2000 as amended.
Enclosure:
Columbia Heights Housing Rehabilitation Grant Program
~A ACTION:
Consent \ grocedural - Guide. wpd
BGS
Bama, Guzy & Steffen, Ltd.
400 Northtown Financial Plaza
Minneapoli:. MN 55433-5894
(612) 7~4500 FAX (612) 780-I777
TO:
FROM:
RE:
Ken Anderson, Community Development Director, City
of Columbia
$'un Hoefl, City Attorney, City of Columbi
Columbia Heights Housing Rehabilitation C Program Procedural Guides
DATED: April 11, 2000
Pursuant to your ~ I have rt~iewed the Columbia Heights Housing Rehabilitation Grant
Program Procedural Guides dated March 2000 ~ by the C~-r for Energy and
Enviro _~t. In reviewing the Procedural Guid~, I have not identified any legal issue which
r~nders any portion of the guidelines unenforceable. How~or, I did note a couple of issues
which could be ~ither clarified or amended.
' Specifically, aeetion IV entitled "Eligible Properties", ~ubparagraph A reads as follows: "The
property to be imoio~d must uot be in violation of applicable zoning ~" Thc way the
guideline~ are ~ if a potential property do~ not meet any of the eligible property criteria, it
will not be comidexvd for this prograrm There may be a number of residential properties within
~ City of Columbia Heights that would otherwise be eligible for lids program but for the fact
that they are a,,non.-co .~.or~i,~g use in the emmxt zoni~ district While the City may not be
interested in allowing me property owner to make additions to the non-conforming ~, I
could certainly see the City being in favor of using this program to take car~ of deferred
maintenance issues. Of course, this would have to be reviewed on a case by case basis, but the
way the guidelines are'drafted at this time, they would Iavelude even considering th~ non-
conforming property.
Subparagn~h B of the same section entitled "Eligible Properties" indicates that the property
must be used primarily for residemial lxtrposes and contain no more than one "dwelling mt."
That t~,m is not defitled any'where withill the gulo~litles. A definitiout of this term would be
helpful.
Section VII entitled "Grant Applications", subparagraph O r~f~uces building permits. The
very last portion of ~ubagcfion O stat~ "Work ~hall be completed within the time frame
specified on thc Contractor-Homcown~r Contract. CEE may grant an extension under unusual
circumstances." A ~atildin~ pc-trait i$~,~l ~ the Ci? expires after one reef. ! em uncleer iow
th~ would co-exist with thc previously referenced language in the ~uidclincs.
The above-referenced issues arc certainly not fatal to the p~oposed guidelines, but I cio feel it
wuuld be hclp~ui to addre~ them L~ some respect
As always, should there be any queslions or concerns regarding the above, plea.sc do not hesitate
in contacting me.
82~2_1
COLUMBIA HEIGHTS
HOUSING REHABILITATION
GRANT PROGRAM
PR 0 CED URAL GUIDES
. MARCH 2000
TABLE OF CONTENTS
Section I DEFINITIONS
Section II CONDITIONS GOVERNING ADMINISTRATION
ao
B.
C.
D.
E.
F.
G.
H.
Amendments/Directives
Federal and State Regulations
Administrative Subcontracts
Delivery of Grant Funds
Approval of Grant Packages
Administrative Costs
Statement of Warranties
Expediency of Grant Processing
Section III RESPONSIBILITIES. OF CEE
A°
B.
C
D.
E.
F.
G.
PI.
Outreach and Public Information
Inspection of Properties
Application Selection Criteria
Preparation of Scope of Improvement and Cost Estimates
Preparation of Grant Package
Requests for Changes in Grant Amount
Disbursement of Funds
Prohibition of Service Fee Charges
Section IV ELIGIBLE PROPERTIES
Section V ELIGIBLE IMPROVEM&VTS
Section VI ELIGIBLE RECIPIENT
B.
C.
D.
Ownership
Household Gross Annual Income
Household Adjusted Gross £ncome
Asset Determination
PA GE NO.
1
2
3
6
9
13
2.
3.
4.
5.
6.
7.
8.
9.
DEFINITIONS
Housing Rehabilitation Grant
"Housing Rehabilitation Grant" or "Grant" means the commitment of funds on behalf of
recipients for the purpose of making eligible improvements to eligible properties, as described in
Sections IV and V of these Procedural Guides.
Recipient
"Recipient" means an individual or household meeting the requirements of Section VI who
applies for and receives a grant.
Grant Package
10.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
The "Grant Package" consists of all documents listed below and explained in Section VII.
Anoka County Evaluation
Homeowner Application for Grant/Asset Verification
Property Inspection Report
Screening Intake
Contractor Bids
Contractor-Homeowner Warranty
Contractor-Homeowner Contract
Income Verification
Lead Base Paint
Title Verification
Proof of Current Mortgage
Credit Report
Repayment Agreement
Proceed to Work Order
*Amendment Request Certificate
Completion Certificate
*Extraordinary Medical Expenses
Contractor Evaluation/Complaint Record
General Release & Disclaimer
Conractor Selection Form
Homewoner Responsibility & Expectations
Sworn Contruction Statement/Lien Waivers
Inspection Log
Home Improvement Evaluation
Building Permits
Scope of Improvements .
Housing Loaction Certification
*If Needed
D. Resident '
"Resident" means a person, other than a renter, living in the household.
Household Adjusted Gross Income
"Household Adjusted Gross Income" means the annual income of all residents of the recipient's
household, as determined in accordance with Section VI-C.
F. Assc~
~-' ~As.sel~ meaas the assets of re¢ipieilt as ~etermiaed in accordance with $~ccion VI-D.
Bo
I~andicatn~i Person
~I-l~malcapped pe~m' means a per,on who has a pennancnt physical conditio~ which
sul~aatially reduces tach person's ability ~o function independen~ in a residential setting, er
which subs~ntlsl~y limits such person's ability u~ become emplmyed ~rm participate in the
community. A person wi~h a condition such as clu~dc emphysema, arthritis, heart diseas~ ~nd
other ~uvis~le" conditions not ~ the use of devices to increase mobility shall not be
deemed a Handicapped Person, unless a licensed ~h~sician verifies in write that such person's
cxmdilio~ do~s substa~ially ~,,,it his or h~r ~ility to f~a~i~ ind~v~d~tly in a r~dential
s~_';;,..- or to becc~ employed or to psr~am ia fha community.
A~cess~ilitv rmvrovemeuts
'Accessib'~ity Im~ovemenn" include ~au:tnnl, r~.rior, ~athroom and other improvements to
~,~m-5 ~ a~ z~amary to enabl~ a Handicapped Penon to function inck'pendently ia a
residential setting, or ~o become employed or tn pantcipa~ in the community.
CONDITIONS GOVgRNING ADMINts'rRATION
Eo
Fo
A dmini.slzafive Subconlza~s
CEE may enmr into agr~mems with o~h~r ~ci'cies for lhe purpose of obtaining assislance i~
the pe:r~l, lnmce of c, ertaill ~dminl.slZ'~iVc Iaslcs vd. ltl r~spe¢l to ~ delivery of grallt Flllld~.
Am~roval of Gran~ Packae~s ..
No Wot~ may commence on any stmcutr~ prior to the issuance by the County of a l~,oceed to
Work order r~ferdn~ to that particular
Statement of Warranties
CEE hereby makes the following warranties with regard to the grant program.
CEE is legally authorized and constituted to administer the Housing Rehabilitation
Grant Program in the State of Minnesota.
No payment fees or remuneration of any type whatsoever have been solicited or received
from any Grant Recipients or applicants.
4o
That aider reasonable inspection, CEE has no knowledge that any improvement
covered by the grant is in violation of any applicable zoning law or regulation..
Anoka County shall maintain documentation accounting for all funds received through
the collection of clients as prescribed in the Repayment A~eement. Such funds must be
submitted to Anoka County since they are identified as program income. Anoka County
shall allocate the funds for reuse in County wide unless otherwise specified by the city.
If, as to any grant disbursed by the County, any of the warranties contained in Section II-
G is in fact unmae in any.r, espect, then the County may, as its option, take whatever
action it deems necessary, including legal action, to recover from the recipient the Grant
Funds so disbursed in violation of such warranties.
H. Expediency of Grant Processing
Grants shall be processed in a reasonable length of time in an efficient and accurate manner.
Normally, a grant shall be completed, within six (6) months with the repayment agreement filed
within two (2) weeks after the proceed to work is approved by Anoka County.
III RESPONSIBILITIES OF CEE
Outreach and Public Information
CEE will be primarily responsible for the promotion of the Housing Rehabilitation Grant Program
at the local level. CEE must exercise care in avoiding any advertising or outreach method which
may be deemed to systematically exclude potentially eligible applicants. Access to program
materials may not be denied to any person for any reason. The pro~'am should include efforts to
reach those persons who traditionally would not have been expected to apply for housing
programs. In order to develop an affkmative marketing program, CEE should review its
normal outreach methods to determine how the methods currently in use can be improved to
reach out to person who otherwise might not apply for assistance under the Grant Proof-am.
Inspection of Properties
CEE shall be responsible for carrying out a minimum of three (3) inspections of each approved
property.
One inspection shall be accomplished prior to the submission of the Grant Package to
determine the following.
a. that all necessary improvements are listed in a Property Inspection Report, as
described in Section VII=E.
that the Scope of Improvements shall be developed by CEE from the Inspection
Report. The work shall be bid in accordance with the technical specifications;
and
that the structure, upon completion of necessary repairs, will be reasonably
livable, safe, habitable, energy efficient and meet minimum Section 8 Emstmg
Housing QualiW Standards: and
that the structure upon completion of necessary repairs, will be economically
viable, such that the amount of the Housing Rehabilitation Grant may be
amortized over the expected remaining life of the property in an economically
prudent manner. The amount of the grant should not exceed the lesser of
$1 $,000.00,25% of the market value of the property, as indicated on the
property tax statement or the actual cost of the improvements.
CEE will conduct an interim inspection of the property. Partial disbursement of funds
may be authorized at this time if requested by contractor.
a. an interim inspection is conducted by CEE; and
CEE determines that the specific work for which payment is requested has been
completed in a satisfactory manner, and
an inspection log shall be completed by the inspector and a partial Completion
Certificate executed by all parties for the work completed.
After completion of all work, the third mandatory inspection shall take place to
determine that all work has been completed in a satisfactory manner and final
disbursement of funds will be authorized.
a. a final inspection is conducted by CEE; and
CEE determines that the specific work for which payment is requested has been
completed in a satisfactory manner; and
an inspection log shall be completed by the inspector and a f'mal completion
certificate executed by all parties for the work completed.
Application Selection Criteria
CEE will implement a first come, first served basis for applicant selection.
Such a selection process will govern the selection of applicants for grants in the event that the
number of applicants exceeds the number of grants that can feasibly be awarded, either within
one or more target groups (if a targeting plan has been established) or within the entire population
to be served by CEE (if no targeting plan has been established.)
It is imperative that each inquiry and application be dated. This dating will be the only device
available tO CEE for recording the priority ranking oft.he applicants.
In applying the first come, first served process, the Grant Administrator must adhere to the
following guidelines.
The first come, first served process must be uniformly applied during the entire funding
year.
No eligible applicant shall be rejected on the basis of judgments as to personal character
or life-style.
CEE will allow for the consideration of applications on an emergency basis by utilizing
the Prior Approval System outlined in Section X, in cases which require more rapid
approval than is possible through normal selection and approval system.
Where no funds are available for assistance to eligible homeowners, the following
procedure shall be used:
Explain to the homeowner that the funding for the current year has been either
depleted or allocated.
Make the homeowner aware of the other possibilities which include the MI-IFA
Rehabilitation Loan Program, the MI-IFA Low Interest Loan Program, and other
local, state and federal programs.
Place the homeoWner on a waiting list until additional home improvement funds
are obtained. '.-
Preparation of Scope of Improvement and Cost Estimates
CEE will provide assistance to the homeoWner in obtaining bids for rehabilitation. Such
assistance must include providing the homeowner with a copy of the Scope of Improvements as
described in Section VII of these Guides.
Preparation of Grant Package
CEE shall be responsible for the thorough and accurate completion of all program documents, as
specified in Section VII of these Procedural Guides. CEE will assist the Applicant with the
preparation of the Grant Package. Such assistance could include a personal visit by CEE to the
home of the Applicant, or to any reasonable location which is accessible to the Applicant.
Assistance will also be given, when needed, to complete necessary tasks required to complete the
Grant Package, i.e., soliciting bids for Grant Improvements.
Requests for Changes in Grant Amount
At the discretion of the Housing Department, an expenditure of funds in excess of the approved
=ox-ant amount may be submitted to the. County in the event of justifiable improvements. The
Housing Department must submit increases or decreases in the grant amount, according to the
following procedures:
All requests for increases or decreases must be submitted on an Amendment Request
Certificate, signed by the homeowner, CEE and receive County approval; and
2. CEE shall inspect the property to determine that the increase or decrease is justified: and
CEE shall submit a written request for amen .c[ment, itemized as to change in work and or
costs. An amendment under $500.00 will not be recorded on the Repayment Agreement.
When a new contractor is chosen a Contractor-Homeowner Warranty agreement will be
signed by the Contractor and Homeowner.
The County will issue authorization for those grant amount increases or decreases which
meet the eligibility criteria set forth in Section VII of these Procedural Guides. Such
authorization will be given on the Amendment Request Certificate through the signature
of Anoka County.
Disb~sement of Func-
~-~- sl~l be. ar ~ ms~msibili~ of distmrsi~ fimds
d~s~ib~ m tt~ Bid
CEE shall mak~ no cli~burs~n~ for a~t work ~m~lc~-~t un~ ~ prol~xy has b~
and s C~l~ion C~tiffca~ has ~ sisnod, according to ~e pro~c~es s~ forth in Sectio~ IX
CE~ ,,~,:m ~ uo cti~,t of fimds ~ the c~3zra~-mr has completed az~t Eiv~ m C~B a
Swora Coatracmr Star, mint aad ail Liea Waiv~ from ~
Prdu~itioa of Servic~ F~ qhar~s
c~ .hsli not char~ an applicant or recipiem any application processing or other f~es.
ELZG]31L~ PROPERT[F~
~ Fumts ~ be us~ m em~blc r~ipi~m~s to improve properties whic~ m~"~ fl~c following
A. TI~ pmp~r~ m b~ hal~'ov~t mu~ not b~ i~ viol~ioa of ~ppli~ble zord~_~ ~c~s.
T~ prol~ty must b~ loca~d within tho City of Columbia H~t% mu~ b~ u.s~d
must b~ used to ~ o~ty impmvem~m~ ~ or ia com~io~ wRh
Do
Thc pmpe~ ~o be improW'd mus~ !~ a t~"Iz~z~ sm~o~e. Mobile homes
A pmp~ ~ not be eli/ibb for a second Hous/n~ Rd~abRit~/on
quailed p~.~o~ ~ply. Ex~X/n ~ dt~m~'~s as d~rmined by A~ok~
Thc pro~ ~o bc impmveai with Grant Funds mu~ be ~n~y
~ ~o~ G~t F~ ~ ~ ~ m ~e ~ n~, ~ ~c~ such
~d~. ~-~v~ f~ ~t ~, b~ n~ be ~ to ~n or
of ~e S~ B~{ C~e; ~ such ~em~
Ail pmp~i~ ~ impmv~l must cou~in adequ~e smol~ ~ foll~
~ C~ ~ not ~ ~ ~ 1o~ ~ · flood way wMch d~ not ~ve
fl~d ~. ~c C~ of Col~b~ H~ ~ ~e ~h pmp~ ~ m toca~on
Equity will be deemed to have been satisfactorily met if total liens against the property do no,
exceed 115% of market value. Market value will be determined by one of the following method_*.
1. Appraisal: Any appraisal prepared by a qualified appraisal firm or individual dated within
twelve months of the application date.
2. Real Estate Market Analysis: Any real estate comparative market analysis prepared by a
qualified Local realtor will be deemed adequate provided a written letter is submitted specifying
the market value of the subject parcel and provided a written comparable market analysis form is
submitted for a minimum of three comparable properties as supporting documentation
establishing the proposed market value. The comparative market analysis must specify the name,
address and date prepared and must be dated within one hundred and eighty (180) days of the date
of application.
3. Property Tax value: The Anoka County Estimated Market Value as identified in the most
recent property tax statement.
4. Purchase Price: Purchase price of the property, if purchased within 12 months of the
application date, as documented in.a copy of the purchasers closing statement.
882.109 HOUSING QUALITY STANDARDS
Housing used in this program shall meet the Performance Requirements set forth in this section. In
addition, the housing shall meet the Acceptability Criteria set forth in this section except for such variations
as are proposed by the HAP and approved by HUD. Local climatic or geological conditions or local codes
are examples, which may justify such variations.
(a)
SANITARY FACILITIES
(1) Performance Requirement The dwelling unit shall include its own sanitary facilities
which are in proper operating condition, can be used in privacy and are adequate for
personal cleanliness and the disposal of human waste.
(2) Acceptability Criteria A flush toilet in a separate, private room, a fixed basin
with hot and cold running water and a shower or tub with hot and cold running water
shall be present in the dwelling unit. Ali must be in proper operating condition. These
facilities shall utilize an approved public or private disposal system.
(b)
(c)
FOOD PREPARATION AND REFUSE DISPOSAL
(1) Performance Requirement The dwelling unit shall contain suitable space and
equipment to store, prepare and serve goods in a sanitary manner. There shall be
adequate facilities and services for the sanitary disposal of food waste and refuse,
including facilities for temporary storage where necessary.
(2) Acceptability Criteria The dwelling unit shall contain the following equipment in
proper operating condition: cooking stove or range and a refrigerator of appropriate size
for the unit, supplied by either the owner for the family and a kitchen sink with hot and
cold running water. The sink shall drain into an approved public or private system.
Adequate space for the storage, preparation and serving of food shall be provided. There
shall be adequate facilities and services of the sanitary disposal of food wastes and
refuse, including facilities for temporary storage where necessary (e.g., garbage cans).
SPACE AND SECURITY
(1) Performance Requirement The dwelling unit shall afford the family adequate
space and security.
(d)
(2) Acceptability Criteria A living room, kitchen area and bathroom shall be presen',.
The dwelling unit shall contain at least one sleeping or living/sleeping room of
appropriate size for each two- (2) person. Exterior doors and windows accessible from
outside the unit shall be loci<able.
THERMAL ENVIRONMENT
(1) Performance Requirement The dwelling unit shall have and be capable of
maintaining a thermal environment healthy for the human body.
(2) Acceptability Criteria The dwelling unit shall contain safe heating and/or cooling
facilities which are in proper operating condition and can provide adequate heat and/or
cooling to each room in the dwelling unit appropriate for the climate to assure a healthy
living environment. Non-vented room heaters, which bum gas, oil or kerosene, are
unacceptable.
(e)
(0
(h)
(i)
ILLUMINATION AND ELECTRICITY
(1) Performance Requirement Each room shall have adequate natural or artificial
illumination to permit normal indoor activities and to support the health and safety of
occupants. Sufficient electrical sources shall be provided to permit use of essential
electrical appliances while assuring safety from fire.
(2) Acceptability Criteria Living and sleeping rooms shall include at least one window.
A ceiling or wall type light fixture shall be present and working in the bathroom and
kitchen area. At least two electric outlets, one which may be an overhead bedroom area.
STRUCTURE AND MATERIALS
(I) Performance Requirement The dwelling unit shall be structurally sound so as
not to pose any threat to the health and safety of the occupants and so as to protect the
occupants from the environment.
(2) Acceptability Criteria Ceilings, walls and floors shall not have any serious defects
such as severe bulgin§ or leaning, large holes, loose surface materials, severe buckling or
noticeable movement under walking stress, missing parts or other serious damage. The
roof structure shall be firm and the roof shall be weathert/§ht. The exterior wall structure
and exterior wall surface shall not have any serious defects such as serious leaning,
buckling, sagging, cracks or holes, loose siding or other serious damage. The condition
and equipment of interior and exterior stairways, hails, porches, walkway, etc., shall be
such as not to present a danger oFtripping or Falling. Elevators shall be maintained in
safe and operating condition.
INTERIOR AIR QUALITY
(I) Performance Requirement The dwelling unit shall be free of pollutants in the
air at levels, which threaten the health..of the occupants.
' (2) Acceptability Criteria The dwelling unit shall be free from dangerous levels of
air pollution from carbon monoxide, sewer gas, fuel gas, dust and other harmful air
pollutants. Air circulation shall be adequate throughout the unit. Bathroom areas shall
have at least one operable window or other adequate exhaust ventilation.
WATER SUPPLY
(1) Performance Requirement The water supply shall be free from contamination.
(2) Acceptability, Criteria The unit shall be served by an approved public or private
sanitary water supply.
LEAD BASE PAINT
(l) Performance Requirement The dwelling unit shall be in compliance with HUD
Lead Based Paint regulation, 24 CFR, Part 35, issued pursuant to the Lead Based Paint
(ii)
(i)
Poisoning Prevention Act, 42 U.S.C. 4501, and the Owner shall provide a certification
that the dwelling is in accordance with such HUD Regulations.
If the property was constructed prior to 1950, the family, upon occupancy, shall have
been furnished the notice required by HUD Lead Based Paint regulation and procedures
regarding the hazards of lead poisoning and the precautions to be taken against lead
poisoning.
(2) Acceptability Criteria. Same as Performance Requirement.
ACCESS
(I) Performance Requirement The dwelling unit shall be usable and capable of being
maintained without unauthorized use of other private properties and the building shall
provide an alternate means of egress in case of Hre. (such as fftre Stairs or egress through
windows.)
(2) Acceptability Criteria The dwelling unit shall be usable and capable of being
maintained without unauthorized use of other private properties and the building shall
provide an alternate means of egress in case of fftre.
(k)
SITE AND NEIGHBORHOOD
(1) Performance Requirement The site and neighborhood shall be reasonably free
from disturbing noises and reverberations and other hazards to the health, safety and
general welfare of the occupants.
(2) Acceptability Criteria The site and neighborhood shall not be subject to serious
adverse environment conditions, natural or man-made, such as dangerous walks, steps,
instability, flooding, poor drainage, septic tank backups, sewage ha~urds or mud=slides;
abnormal air pollution, smoke or dust; excessive noise, vibration or vehicular traffic;
excessive accumulations of trash; vermin or rodent infestation; or ftre hazards.
(l)
SANITARY CONDITION
(I) Performance Requirement The unit and its equipment shall be in sanitary condition.
(2) Acceptability Criteria The unit and its equipment shall be free of vermin and rodent
infestation.
(m)
CONGREGATE HOUSING - PERFORMANCE REQUIREMENT The foregoing
standards shall apply except for paragraph (b) of this section and the requirement in
paragraph (c) (2) of this section for a kitchen area. In addition the following standards
shall apply.
(1)
(2)
(3)
The unit shall contain a refrigerator of appropriate size.
The sanitary, facilities described in 882.109 (a) shall be contained within the
unit.
The central dining facility and central kitchen shall be located within the
building or housing complex and be .accessible to the occupants of the
congregate units and shall contain suitable space and equipment to store,
prepare and serve food in a sanitary manner by a food service or persons other
than the occupants and shah be for the primary use of occupants of the
congregate units and be sufficient in size to accommodate the occupants. There
shall be adequate facilities and services for the sanitary disposal of food wastes
and refuse, inctuding facilities for temporary storage where necessary (e.g.,
garbage cans).
ELIGIBLE IMPROVEMENTS
Improvements made with Grant Funds shall satisfy the following requirements:
Ao
Each improvement must be a Permanent General improvement. Permanent General
Improvements shall include such alterations, renovations, or repairs upon or in
connection with existing structures, which correct defects or deficiencies in the property
affecting directly the building code, safety, habitability or energy consumption of the
property. A Permanent General Improvement must be economically viable in terms ora
determination that after the improvement is made:
The structure will have remaining useful life such that the amount of the
Housing Rehabilitation Grant may be amortized over such life in an
economically prudent manner. The amount of the grant shall not exceed the
lesser of :515,000.00 or 25% of the market value of the property as indicated on
the property tax statement.
For the term of the Repayment Agreement, the lien must be collectable. Thus,
all existing mortgages, contract for deeds, and other encumbrances must not
exceed the value 'of the property as stated in the County Recorders office.
The structure will be reasonably livable, safe and habitable. Permanent General
Improvements shall not include materials, fixtures, or landscaping of a type or
quality exceeding that customarily used in the locality for properties of the same
general type as the property improved.
Each improvement must be made in compliance with all applicable health, fire
prevention, building and housing codes and standards; application for a grant for
property occupied by the owner shall be denied if the improvements will not bring such
property into full compliance with all such codes and standards. Further, when work is
done on any system within the house, upon completion of the work that entire system
must meet applicable codes and standards; however, the entire structure may still contain
other systems, on which no work was done, which are not up to applicable codes and
Grant funds may be used for the portion of improvements located on the property which
will bring an individual water supply system or an individual sewage disposal system
(including septic systems) into compliance with local, state or federal environmental and
sanitary standards provided no public utility service is available.
No Grant Funds shall be used in whole or in part for the purpose of ref'mancing or paying
off an existing indebtedness. All sucl~ funds must be used to finance improvements
begun after application for such funds. No improvements are eligible if begun before the
issuance of a Proceed to Work Order by Anoka County.
All contracts covering all or any portion of an_improvement must contain an Anoka
County approved warranty, of workmanship and materials.
Anoka County may approve special improvements only in the described circumstances
indicated below:
Bedroom additions may be allowed in cases of server overcrowding. For the
purpose of this program, a dwelling will generally be considered "overcrowded"
if there is an average or more than one person per room (excluding bathroom) in
the dwelling, or as otherwise approved by the County..
lO
Bathroom additions may be allowed in cases of inadequate indoor bathroom
facilities only if no other space in the structure is appropriate for such facilities.
NOTE: In cases of applicants with impaired mobility, requests for room additions will be
reviewed in compliance with Procedures for Grants including Accessibility Improvements, as
outlined in Section XI.
Demolition of outbuildings is allowed only when such clearance is required by the local
building code.
Reconstruction of sidewalks is allowed only on private property and only if existing
conditions are a clear and imminent safety hazard.
Water drawn from a valid well must be potable (safe for drinking) and must be free of
sand, grit or other materials which might damage the pump or plumbing. Water need not
be free from minerals which may make it cloudy nor must it be free from odor. NO
FUNDS WILL BE DISBURSED BY CEE UNTIL AND WHEN WATER IS STRUCK.
It is an eligible improvenient to connect a house to City water and/or sewer.
Exterior f'mishing (painting or siding) is allowed only to the extent that there is
deterioration of current exterior finishing. Exterior f'mishing requested solely for
cosmetic purposes will not be approved.
Ko
Where property is not reasonably energy efficient, grant funds must be used to the extent
necessary to increase such efficiency. Energy saving features shall be consistent with the
energy standards promulgated as part of the State Building Code, but such improvements
need not bring the house into compliance with such energy standards.
Smoke detectors must be installed in all dwellings being improved with grant funds,
unless detectors are already property installed. At least one detector is required per level
and bedroom. If smoke detectors are already properly installed, they must be reported on
the Inspection Report.
Where the house numbers are not present or are not installed to applicable city codes and
ordinances, they shall be installed properly.
CEE must inspect to identify, the existence of immediate lead-based paint hazards on all
residential structures to be rehabilitated.
Section 570.611 of the CDBG Regulations: l)'prohibits the use of lead paint whenever CDBG
assistance is used for construction, rehabilitation or modernization of residential structures; 2)
requires the elimination of immediate lead-based paint hazards in residential structures assisted
with CDBG funds; and 3) requires notification of lead-based paint poisoning hazards to
purchasers and tenants of residential structures constructed prior to 1950.
CEE will be monitored by the Department of Housing and Urban Development (HUD) to
determine compliance with Section 570.611. All homeowners will be given and asked to sign and
explanation of the danger of lead-based paint, statement, it is as follows:
Notification
Watch Out For Lead-Based Poisoning
II
This property Was constructed before 1978. There is a possibility it contains lead-based paint. Please
the following information concerning lead-based poisoning.
Sources of Lead-Based Paint
The interiors of older homes and apartments often have layers of lead-based paint on the walls, ceilings,
window sills, doors and door frames. Lead-based paint and primers may also have been used on outside
porches, ~ilings, garages, fire escapes and lampposts. When the paint chips, flakes or peels off, there may
be a real danger for babies and young children. Children may eat paint chips or chew on painted railings,
windowsills or other items when parents are not around. Children can also ingest lead even if they do not
specifically eat paint chips. For example, when children play in an area where there are loose paint chips
or dust particles containing lead, they may get these particles on their hands, put their hands into their
mouths, and ingest a dangerous amount of lead.
Hazards of Lead-Based Paint
Lead Poisoning is dangerous, especially to children under the age of seven (?). It can eventually cause
mental retardation, blindness and evendeath.
Symptoms of Lead=Based Paint Poisoning
Has your child been especially cranky or imtable? Does your child have stomachaches? Is your child
unwilling to play? These may be signs of lead poisoning. Many times though, there are no symptoms at
all. Because there are no symptoms does not mean that you should not be concerned if you believe your
child has been exposed to lead-based paint.
Advisability and Availability of Blood Lead Level Screeninq
If you suspect that your child has eaten paint chips or someone told you thiS, you should take your child to
the doctor or clinic for testing. If the test shows that your child has an elevated blood lead level, treatment
is available. Contact your doctor or local health department for help or more information. Lead screening
and treatment are available through the Medicaid Program for those who are eligible. If your child is
identified as having an elevated blood lead level, you should immediately notify the Community
Development or other agency to which you or your landlord is applying for rehabilitation assistance so the
necessary steps can be taken to test your unit for lead-based paint hazards. If your unit does have lead-
based paint, you may be eligible for assistance to abate that hazard.
Precautions to Take to Prevent Lead-Based Paint Poisoning
You can avoid lead-based paint poisoning by performing some preventive maintenance. Look at your
walls, ceilings, doors, door frames and windowsills; Are there places where the paint is peeling, flaking,
chipping or powdering? If so, there are some things you can do immediately to protect your child(ten):
(a}
(b)
(c)
(d)
(e)
Cover all furniture and appliances;
Get a broom or stiffbrush and remove all loose pieces of paint from walls, woodwork,
windowsills and ceilings:
Sweep up all pieces of paint and plaster and pu~ them in a paper bag or wrap them in
newspaper. Put the packages in the trash can. DO NOT BURN THEM;
Do not leave paint chips on the floor or in windowsills. Damp mop floors and window
sills in and around the work area to remove all dust and paint particles. Keeping these
areas clear of paint chips, dust and dirt is easy and very important: and
Do not allow loose paint to remain within your child(ren)'s reach since children may pick
loose paint off the lower part of the walls.
Homeowner Maintenance and Treatment of Lead-Based Paint Hazards
As a homeowner, you should take the necessary steps to keep your home in good sha~. Water leaks from
faulty plumbing, defective roofs and exterior holes or breaks may admit rain and dampness into the interior
of your home. These conditions damage walls and ceilings and cause paint to peel, crack or flake. These
conditions should be corrected immediately. Before repainting, all surfaces that are peeling, cracking,
chipping or loose should be thoroughly cleaned by scraping or brushing the loose paint from the surface,
then repainted with two (2) coats of non-lead paint. Instead of scraping and repainting, the surface may be
covered with other material such as wallboard, gypsum or paneling. Beware that when lead-based paint is
removed by scraping or sanding a dust is created, which may be haTardous. The dust can enter the body
either by breathing it or swallowing it. The use of heat or paint removers could create a vapor or fume
which may cause poisoning if inhaled over a long period of time. Whenever possible, the removal of lead-
based paint should take place when there are no children or pregnant women on the premises. Simply
painting over defective lead-based paint surfaces does not eliminate the hazard. Remember that you, as an
adult, play a major role in the prevention of lead poisoning. Your actions and awareness about the lead
problem can make a big difference.
Tenant and Home Buyer Responsibilities
You should immediately notify the management office of the agency through which you are purchasing
your home if the unit has flaking, chipping, powdering or peeling paint, water leaks from plumbing or a
defective roof. You should cooperate with that office to repair the unit.
U.S. Deparnnent of Housing and Urban Development
Office of Community Planning and Development
VI. ELIGIBLE RECIPIENT
CEE must deny the application of any applicant which does not meet all the requirements set forth
in these Procedural Guides including the requirements of income, assets, eligible properties and
eligible improvements.
Ao
Ownership
1. The applicants must individually or in the aggregate have at least
a. A life-estate;
b. A full interest in the fee title;
c. A full interest as purchaser in a contract for deed with respect to the structure to
be improved and must occupy such property as their principal place of
residence.
All individuals occupying the structure to be improved as their principal place of
residence and having an ownership interest in such structure must join in the application.
For the purpose of this program, ownership shall be based on the int'ormation recorded in
Anoka County Recorder's Office.
NOTE: All individuals listed on title, their spouse, fee' owners and remaindermen must
sign the Repayment Agreement.
To be eligible to receive a grant, the applicant must be current on contract for deed
payments, mortgage payments and property taxes on the property to be improved. If any
of these payments are in arrears, they must be made cun'ent before the application can be
approved for funding.
B. Household Gross Annual Income
13
Gross annual income inctucies:
a. Any public assistance, including, but not limited to Welfare, AFDC, SSI and
Unemployment Compensation;
b. Salaries (including commissions, bonuses, overtime pay and tips);
c. Alimony and/or Child Support;
d. Interest and Dividends;
e. Pensions and Annuities, include P.E.ILA. and Social Security;
Rental income and Farm rental income;
g. Estate or Trust' income;
h. Business, Profit-for, Self-employed, Individuals including Farmers and Child
Care/Baby-sitting;
i. Gains fi'om the sale of property;
j. Interest payment received from properties being sold on Contracts for Deed;
k. Partnership;
1. Miscellaneous income.
m. Any adult living in the household who does not have an ownership interest in
the property or a formal legal or blood ties to other adult household members.
Gross annual income is the income derived fi'om all sources before tax or withholding, of
all members of the family living in a housing unit (including adult members of the
household who do not have an ownership interest in the property, a formal legal or blood
tie to other adult household members) for at least nine (9) months of the year and who do
not pay rent or who are claimed as dependents for federal income tax purposes.
Gross annual income for persons having fixed incomes shall be based upon annualized
weekly or monthly income as of date of verification. For persons other than those on
fixed incomes, annual income is the anticipated annual earnings of the applicant as of the
date of verification.
Gross annual income for a person who is only temporarily earning the limit or less is to
be projected on what that person can reasonably be expected to earn when normal
circumstances resume. This projection can be made by verifying the income the
applicant was earning before the temporary situation occurred.
Anticipated annual income cannot be based on a temporary condition such as
unemployment. CEE will review previous employment and wages so as not to commit
funds to an applicant who has demonstrated a great earning potential. Unemployment is
viewed as a temporary condition subject to change and must be checked carefully so as
not to discriminate against the truly needy.
Any income determination which results in a net LOSS of income must be considered as
$0 income. That is, an income loss from one source may not be subtracted from a
separate source of income for the purpose of d.etermining total Household Gross Annual
Income.
Any educational Grants, including VA Benefits, which are paid directly to the individual
must be included as income. Grants or scholarships which are paid directly to an
educational institution are not included as income, nor are educational loans.
Projected bonus and/or overtime will be determined by the Housing Director through
contacting an employer. The amount may be based on prior years figures or average
14
10.
amount~ awarded to other employees with the same ~tams. Thc moer rec,-at IRS mx
return may also be used for these purlx~es.
d~a~.iatim is not d~lumibl~.
Ingome f~m r~t from tha pmp~ty to 1~ impmwd, sh-a be inctud~ in Gross Income.
In~ome ratification must ba ~xlsmd to within 90 days previous m the mbmi~on of a
grant ~ to the County for approval Houaebold income must be ¢lig~le upon
H~old ^di-asted Gross Iht°me
~)%
S35,150.O0
d0,150.O0
45,200.00
50,2OO.00
54,200.00
58,2Z0.00
6~?'~0.00
~6,250.O0
For each person in excess of eight, 8 l~rc~mt of tiao four-person base should be added to
the eight-pe~on income Limit. (For example, the me-person limit equals 140 percent
(I32 + ~ oftlm tolerant four-person in~ne limit.) All i~oome limits ar~ rounded to the
neare~ $.50 to redgco administrate burden.
Adjust~ Gros~ h~.omo is def-mext as the gross annual ~ncome, from ~ so~ ~m
~ ~ ~ld~ of ffi m~ of ~ ~y ~v~g ~ a ~ ~ (~lud~5
~vi~,.i ~~ ~), ~ ~g ~ D~U~ONS ~ ~e Ho~ehold
Standard Deductions
a. First ~da_ I~ r~sicl~ (1 $ years o~ older) -$750.00
b. Second ,,4,,it msidem (1 $ years or oldm') -$750.00
c. All additi~ residen~ an~ a~e -S500.00
d. F, xtram~i~sr~ madical ~es Om al medical exp~ns~s far rim Imst year minus
3% of gross income) -'.
· This grant does not include mobile homes.
· Grant dcc~cd 10% per year for the f~t ~ive (5) years, g~m,~,in5 balance stays thc
--,,,,e and is clue palrable when tho home is sold or titlc is transferred.
15
Special Deductions
NOTE: No deductions may be taken under this section unless the income is included in
Household Gross Annual Income.
An mount equal to the total of those medical and other expenses which the
Grant Administrator determines to be extraordinary. SUCH EXPENSES
MUST BE VERIFIED AND APPROVED BY THE HOUSING DIRECTOR
PRIOR TO THE APPROVAL OF THE GRANT PACKAGE BY ANOKA
COUNTY. See Section VII-Q,
An amount equal to that anticipated income which is deemed by the housing
Director to be ora nonrecurring nature. Items for inclusion under this category
may include: cash sales of property, receipt of one-time survivor benefits, sale
of stock etc., include as assets on application.
Example of Household Adjusted Gross Income
Gross Income
Head of Household Earnings (-$750.00)
Spouse's Income (-$750.00)
Income for daughter, age 19 (-$500.00)
Interest fi.om savings
Household adjusted goss income $8,560.00
$8,000.00
1,600.00
900.00
60.00
$10,560.00
NOTE: The above income guideline is set by HUD. The County can approve
household with income up to 80% Median income as set by Federal guidelines.
Asset Determination
1. "Gross assets" for purposes of the Housing Rehabilitation Grant Program shall be defined
as the current market value of an item listed minus existing indebtedness on that item.
For purposes of the Housing Rehabilitation Grant Program, assets shall include the
following items:
Cash on hand;
Cash in checking accounts;
Cash in savings accounts, including accounts held in n-ust
The cash value of life insurance policies;
The cash value of securities or U.S. Savings Bonds;
The current market value of all interest in real estate, not including the structure to be
improved'and a parcel of real property or not more than two (2) acres on which the
structure is located. Included in this determination is any land in which any resident of
the household holds title or is selling on Contract for Deed. The value of the Contract for
Deed property shall be defined as 100% of the outstanding balance on the contract.
All other property, exclusive of household furnishings, c[othing and one vehicle. This
section includes but is not limited to: farm equipment, boats, snowmobiles, motorcycles,
farm stock and additional vehicles.
16
If the applicant owns a business, in thi[ or part, and that business is incorporated, then the
business equipment is not a personal asset. If the business is not incorporated, the
business equipment is then considered a personal asset.
Redemption value of life insurance policies.
Recipient's Asset Limit: The gross assets of'the Recipients, excluding the residential
property to be improved, shall not exceed $25,000.00 (as calculated in the Homeowner
Application for Grant).
VII GRANT APPLICATIONS
The CEE shall obtain the following documents to be included in the Grant Package for review and
approval:
A. Homeowner Application for Grant
The application shall be completed in full and signed and dated by the Recipient and
provide:
1. Household information
2. Income Information
3. Property Inforraation
4. Assets Determination
All assets listed on the Homeowner Application for Grant must be verified. The
following is a list of acceptable forms of asset verification evidence:
a. Written verification from banks, iasurance companies or other asset holders.
b. Written statements by the Housing Worker that the documents verifying the
assets have been viewed. Such statements must include a statement of the actual
document viewed, the date the document was viewed and the full name of the
individual who viewed the document.
Screening Intake
This form shall be completed by the Recipient and provide:
I. List of repairs or concerns about property identified by the Recipient.
2. Health and/or disabilities
General Release Disclaimer
The disclaimer shall be signed by the Recipient for use by CEE to obtain private
information in regards to eligibility.
Do
Bid Process Selection
1. Inform Recipient of their rights to choose any contractor for bidding.
Property. Inspection Report
1. A copy of the initial inspection report must be included in the Grant Package.
Report forms must include the following items:
a. General Condition of the S .tructure
b. Structural Soundness
¢. Plumbing Systems including: Water supply, waste disposal, fixtures
and piping system.
d. Heating Systems
e. Roof
f. Energy Efficiency including: insulation, infiltration, windows, doors
and ventilation.
g. General Exterior Conditions
h. General Interior Conditions
17
An explanation should be provided for any deficiency which appears on the inspection
report. The inspection report must be signed and dated by the inspector performing the
inspection.
It is the intent of the Rehabilitation Grant Program to conduct inspections to find
violations of code, health, safety, weatherization and to provide Block Grant
Funds to eligible low income residents Of Anoka County to make the necessary
repairs which the applicant would otherwise be unable to afford.
Scope of Improvements
This listing of all eligible improvements, fi.om which bids shall be prepared, must be
given to the homeowner.
Building Permits
Building permits are.required. Contractors are to call the Housing Department to report
when they get their permits. Contractors are also to report if permits are not required
before they begin a job. Contractors not getting required permits before starting a job,
will be subject to fines fi.bm the City. Contractors are required to be State-licensed and
insured. All contractors are checked for debarment fi.om any Federal programs.
Contractors are to notify CEE when they begin work on a house.
Contractors must call City Inspectors for appropriate inspections. All amendment forms
shall be completed for any changes. The amendment must be approved before work is
started.
Work shall be completed within the time frame specified on the Contractor-Homeowner
Contract. CEE may grant an extension under unusual circumstances.
Contractor-Homeowner Contract
Each Contractor selected to carr~ out improvements must sign a warranty of
workmanship and materials provided by CEE for the protection of the applicant. This
warranty is contained in the Contractor-Homeowner Contract. All Contractor-
Homeowner Contracts, accompanied by bids, must be included in the Grant Package.
Income Verification
All sources of income listed on the Homeowner Application for grants must be verified
and updated by the Housing Department.
I. Household Gross Annual income is the income fi.om all sources before taxes or
withholding of all residents of the household as calculated in Section VI-B.
2. Standard and Special Deductions shall be entered as calculated in Section VI-C.
3. The Adjusted Gross Income shall be the Household Gross Annual Income
minus the total of deductions.
EVIDENCE OF SUCH VERIFICATION MUST BE INCLUDED IN THE GILa, NT
PACIC-kGE. The following is a list of acceptable forms of income verification evidence:
l. Written verification fi.om employers or other income providers.
2. Copies of current checks or check stubs.
3. Written statements by the Outreach Worker that the documents verii:ying the
income have been viewed. Such statements must include a statement of the
actual document viewed, the date the document was viewed and the full name
of the individual who viewed the document.
4. IRS forms only in the case of self-employed individuals. (See Section VI-B)
S. Statements of deposit from bank.
6. Copies of deposit slips indicating the deposits of a particular check.
7. Income derived from rent must be verified by the renter in writing or by
examining copies of checks or rent receipts.
The date of document used in verifying income may not be more than 90 days previous
to the date of approval.
Title Verification Form
I. The Housing Department must obtain the fo[lowing information from the
Registrar of Deeds regarding each property:
a. The full name of all owners of record, including f'trst name, last name,
middle name or initial and additions names which appear in the
records, such as maiden names.
b. A determination of the system under which the property is recorded,
either Torrens or Abstract.
Upon obtaining this information, the Housing Director must determine the
applicant's individually or in total have a qualifying interest in the property
consisting of at least:
a. A valid life estate. Such life estate must be recorded and must appear
in the records of the County; or
b. A full interest in the fee title. Such interest may be subject to a
mortgage; or
c. A full interest as a purchaser in a contract for deed with respect to the
structure being improved.
In addition, the applicants must occupy the property as their principal place of
residence. To consider a property as one's principal place of residence, an
individual must:
a. Reside in the property at the time of application (except where
extraordinary circumstances have made the property temporarily
uninhabitable).
b. Occupy the property for at least nine (9) months of the year.
For the purpose of complying with ownership requirements, the recipient may
ag~egate his interest in such property with the ownership interest of other
individuals occupying the property as their principal place of residence.
Repayment Agreement
The Repayment Agreement must be included in. the Grant Package.
As specified in the provisions of the Repayment Agreement, the recipient shall be
required to notify, the County immediately upon the sale, transfer, conveyance or
cessation of residence of the property.
Each grant shall be subject to an Agreement of Repayment which provides that
in the event that the property upon which the improvement is located is sold.
transferred, or otherwise conveyed by the grant recipient, or in the event that
such property ceases to be the recipient's principal place of'residence, then the
recipient shall repay [and Anoka County shall have a lien to the extent permitt~u
by law on the property as security for such repayment) to Anoka County a sum
equal to:
within a period of one (I) year after the Effective Date, the Owner shall
repay to Grantor a sum equal to the full amount of the Grant.
within the second (2nd) calendar year after the Effective Date, the
Owner shall repay the Grantor a sum equal to ninety percent (90%) of
the amount of the Grant.
Co
f.
within the third (3rd) calendar year after the Effective Date, the Owner
shall repay to the Grantor a sum equal to eighty percent (80%) of the
amount to the Grant.
within the fourth (4th) calendar year after the Effective Date, the
Owner shall repay to the Grantor a sum equal to seventy percent (70%)
of the amount of the Grant.
within the fifda (5th) calendar year after the Effective Date, the Owner
shall re~ay to the Grantor a sum equal to sixty percent (60%) of the
amount of the Grant.
within the sixth (6th) calendar year after the Effective Date, the Owner
shall repay to the Grantor a sum equal to fifty percent (50%) of the
amount of the Grant.
Any such repayment shall be made to ~'antor no later than the 30th day following such sale, transfer or
other conveyance or following the date upon which the real estate ceases to be the principal place of
residence.
Execution of the Repayment Agreement
In order to create a valid lien on the property, which has been improved by Grant Funds, CEE
must exercise extreme care in the execution of the Repayment A~eement document. Any
inaccuracy or omission may have a negative effect on the validity of the lien.
Prior to the submission °fthe Grant package, CEE should ensure the completion of the following
section for the Repayment Agreement only:
a. ProperS. Description.
The property description must be clear, legible, accurate and complete. Care must be
taken to ensure that the description is exactly as it appears in the property records. If the
applicant owns property other than on which the structure to be improved is located, only
the description of the property on which the structure is located should be included.
Signatures.
The record names (the names exactly as they appear in the property records) must be
used by all whose signatures are required.
The following is a brief discussion of the signatures required under particular property.
ownership situation:
l.) Any JOINT TENANCY -- signatures of all joint tenants are required.
2.) Property held by ONE SPOUSE -- signatures of BOTH spouses are required
3.) Property. held in LIFE ESTATE -- signatures of the applicant (life estate holder)
and signatures of sufficient remaindermen to comprise at least t/3 interest.
20
4.)
(Example: if there are 12 remaindermen in title, the signatures of four (4) of
them are required to comprise 1/3 interest, assuming equal interest for all).
Property being purchased on CONTRACT FOR DEED signatures of all
Contract for Deed purchasers and the fee title holder (and spouse or others, as
applicable) of the property; and the signatures of any intervening vendees of the
Contract for Deed.
Notarization of Signatures.
1.) All required signatures must be notarized, including the "mark of a signatory
who is unable to write.
2.) All dates (except those in the notary's acknowledgments) in the Repayment
Agreement shall be left blank at the time that the Grant Package is submitted.
3.) The Grant amount in the Repayment Agreement will be left blank at the time the
Grant Package is submitted. This allows the County flexibility with regard to
approval.
The Repayment Agreement shall be filed with the Recorders Office at Anoka County, in a timely
manner after County approval, in such a manner as to create a valid lien against the property, on
all properties improved with Grant'Funds provided that the creation of such a lien is permitted by
law. It is the responsibility of Anoka County to record this agreement with the property
recording.
NOTE: Amendment requests over $500.00 require a Repayment Agreement. If any Grant Funds are used
for purposes other than an eligible improvement upon eligible property or if the Recipient's Application is
found to contain a material misstatement of fact, the Recipient shall be liable for repayment of all or part of
the originally approved Grant Funds. In addition, any fraudulent use of'funds may subject the recipient to
f'mes and/or imprisonment under the Minnesota Criminal Code.
Lo
Proof of Morro;age
1. Letter or statement from bank showing that the mortgage is current.
Contractor's Bid
All improvements approved to be done to the residence shall be listed with Contractor performing
the work indicated and the associated costs.
l. This form lists the work to be done by item and Contractor performing a breakdown of
costs by item and Contractor.
The total of the cost for work to be performed shall be listed where indicated. The
maximum grant amount shall not exceed the lesser of:
$15,000; or 25% of the market value of the property, as indicated on the property tax
statement the actual cost of the work performed.
Proceed to Work Order
Forwarded to the Contractor, this letter states the approved grant amount, date of approval and
gives the authorization for the work to begin as per the bids including any outlined changes in the
bids.
Amendment Request Certificate
This form outlines all changes in the approved grant amount, either additions or subtractions, by
each Contractor. It must be signed by the Contractor, the Homeowner, the Executive Director and
approved by Anoka County.
21
Po
Completion Certificate
This form shall be signed by the Homeowner, the Contractor and the Executive Director when the
grant work undertaken by the Contractor is completed. The original certificate is to be given to
Anoka County, one copy kept in recipient file and one copy will be given to CEE Finance
Department to act as the Contractors Bill.
For procedures in the event of a Homeowner refusing to sign a Completion Certificate see Section
IX.
Extraordinary Medical Expenses
Extraordinary medical expenses are defined as medical expenses, not compensated for or covered
by insurance, in excess of three-percent (3%) of total Family income. For the purposes of
determining extraordinary medical expenses, the Housing Director should consider the medical
expenses incurred by the family in the preceding year (including medical insurance premiums, if
any) as well as circumstances that might increase or decrease the family's medical expense in the
coming year.
Medical expenses may include, but are not limited to:
- Medical and dental insurance premiums (including Medicare);
- Transportation expenses directly related to medical treatment;
- Prescription and non-prescription medicines;
- Medical service charges (Doctor, dentist, hospital, clinic, etc.);
- Health related equipment costs (orthopedic, hearing, etc.);
- Costs paid by resident t° live-in attendant.
Cosmetic and medically unrequired expenses are not eligible as Extraordinary Medical Expenses.
ineligible expenses include, but are not limited to:
- Hair Transplants
- Cosmetic plastic surgery
- Cosmetic orthodontic work
The following are examples of appropriate verification:
- Verification by a doctor, hospital or clinic personnel, dentist, pharmacists, etc., of the
estimated medical costs to be incurred'by the applicant which are not covered by
insurance, as well as regular payments expected to be made an outstanding medical bills:
- Confn'mation by appropriate insurance companies or employers on health insurance
premium costs paid by the applicant: .
- Communication from the Social Security Administration of insurance premium costs
tbr Medicare paid by the applicant:
- Confirmation of payment received by a live-in attendant from the applicant.
The' following are examples of documents that could be provided by the resident:
- Receipts, canceled checks, pay stubs which indicate health insurance premium costs,
etc., which verify medical expenses likely to also be incurred for the ensuing 12-month
period;
- Copies of income tax forms which include itemized medical expense where expenses
for the ensuing 12-month period are not expected to change:
- Copies of canceled checks which veri~J the payments made to live-in attendant;
- Copies of canceled checks which verify payments made on outstanding medical bills
which will continue for all or part of the ensuing 12-month period;
- Record of payment of schedule of payments agreed to by the creditor showing the
applicant has been making payments and his intent to continue payments until the
balance is cleared.
Contractor Evaluation/Complaint Record
The evaluation is sent to the Recipient to complete as to their perception of the work and in
regards to the contractor. The complaint record should be used to document complaints, by
recipient at the time of completion of work.
Anoka County Evaluation
This form shall be completed by CEE
1. Required information for Anoka County to determine eligibility.
VIII.
A.
ACCEPTANCE PROCEDURES
Review of Grant Packages
I. CEE will process applications using the f'trst come, first served section criteria
established by the County as required in Section IlI-C of these Procedural Guides.
CEE objectives are to encourage necessary improvements whereby the structure will be
reasonable livable, safe, habitable and energ3t efficient.
Applicants will be accepted as follows:
a. Applicants must request a Rehabilitation Grant on a CEE Grant Application
Form. Grant Packages shall contain all of the documents listed in Section VII of
these Procedural Guides.
b. Anoka County will review the individual packages using the qualifications as
outlined in Section VI.
Anoka County may return unaccepta.ble packages for correction and
resubmission, or may hold them until the necessary information is provided.
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The decision of the County will be final; however, appeals may be made in
those cases where applicants believe they were not treated equitabty. Appeals
shall be in written tom submitted to the Housing Director at CEE outlining the
applicant's concerns. CEE should review the concerns and reply in written tom
to the applicant within 5 days.
23
If after this review, disagreement is still evident, thc Housing Director st~ould
contact the Executive Director to mediate the situation so as to eliminate
potential confi'ontations.
Notification of Approval
CEE will forward the following notification regarding Grant Packages which are determined to be
acceptable and complete:
Each approved grant will appear on a Proceed to Work Order, listed by last name of the
recipient and indicating the approved dollar amount of the grant.
The Repayment Agreement for each approved grant will then be Hied by the Housing
Department. The repayment Agreement will have been executed by the County and
dated according to the date on which the grant package was approved.
Receipt of such notification will signify authorization for the immediate commencement
of work on the properties represented by the specified grants.
NOTE: For property registered according to the Torrens System, the Repayment Agreement must be
accompanied by Owners Duplicate Certificate of Title at the time of recording. Also, documents recorded
on Torrens property are not returned to the person requesting the recording. Therefore, the Housing
Department must either retain a copy of the agreement prior to recording and obtain the recording
information (Document Number) from the Recorder, or must obtain a copy of the document after recording
from County.
Following recording, the Housing Department shall provide a copy of the recorded Repayment
Agreement to the Recipient
IX COMPLETION AND DISBURSEMENT PROCEDURES
Completion Procedures
No grant will be considered until the following steps have been accomplished.
1. Inspection of Property
All improvement work, as specified in the Contractor's Bid must be inspected for
completeness, conformity to specification and quality of workmanship. CEE must
require completion or correction of any item found lacking. Failure of a Contractor to
comply with Such a request for completion or correction of work may be considered
grounds for CEE to withhold all or part of the payment due to the Contractor.
2. Completion Certificate
Following the final inspection and successful completion of work, the Completion
Certificate must be signed by the Recipient, the Contractor who performed work on the
property, and by the inspector of the property, and the Executive Director. In the event
that the Homeowner will not sign the Completion Certificate, payment can be issued to
the contractor provided that the Contractor, the inspector, and the Executive Director
sign the Completion Certificate indicating that the ~vork was done properly and a letter
24
written by the Housing Director is attached outlining in detail the situation resulting in
the recipient refusing to sign the Completion Certificate.
Disbursement Procedures
No disbursement of funds shall be made until CEE is in receipt of:
1.A Completion Certificate signed by the Contractor, Homeowner, Inspector and Executive
Director.
2. Partial disbursements require a Lien Waiver provided by the Contractor for the amount of the
work performed. Final disbursement requires sworn Contractors Statement and Lien Waivers
provided by the Contractor for the amount of the work performed, including Lien Waivers from
subcontractors.
The Contractor will then be paid. Payment shall be made within 45 days of receipt by the
Housing Department of the signed Completion Certificate. The check will be released after funds
are received from Anoka County and Lien Waivers are presented.
To receive grant funds from Anoka County, CEE must forward to the County the signed
Completion Certificate.
X
A.
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PRIOR APPROVAL GUIDELINES
Anoka County may from time to time authorize a Prior Approval for the purpose of making Home
Improvement Gram funds more readily accessible to eligible applicants under extraordinary
circumstances.
Prior Approval allows Anoka county to authorize work to begin on a residence before the Grant
Package has been submitted. The Grant package should be completed and submitted as soon as
possible following the issuance of the Prior Approval. it is imperative that the income of the
recipient be acceptable under the income guidelines as stated in Section VI.
The following conditions shall apply to a Prior Approval, provided that:
i. Applications are received in the form of acceptable Grant Package as set forth in Section
VII;
Applications meet all eligibility requirements as set forth in Section VI;
In addition to the other verifications required in the Procedural Guides, CEE shall also
provide verification that:
The dwelling unit contains defects or deficiencies which, if left un-corrected,
would render the unit immediately uninhabitable: or that
Such defects are the direct result of occurrences which include but are not
[imited to: natural causes such as floods, tornadoes, fires, blizzards, and storms:
or mechanical failures such as burst pipes and furnace breakdowns; or that
Extraordinary. circumstances force the work to proceed immediately for a delay
will greatly increase the cost of the work and/or delay in approval will tbrce a
postponement of the work until a much later date than necessary in normal
circumstance, i.e., changing weather conditions.
D. Additional information may be required which will aid in its determination of the compelling
merits of each case. All decisions shall be made by Anoka County at its sole discretion.
XI PROCEDURES FOR GRANTS INCLUDING ACCESSIBILITY IMPROVEMENTS
A. Accessibility Improvements
I. Structural Improvements:
Construction, installation or modification of ramps, handrails, kickplates and door widths; repair
or replacement of doors; relocation of doorways; installation of lever-action hardware;
construction or expansion of rooms.
2. Exterior Improvements:
Construction of exterior ramps, railing, walkways, landings and porch extension; site grading and
other site improvements..
3. Bathroom Improvements:
Installation of elevated water closets, grab bars, shower stall, tub seats, hand-held showers,
accessible sinks, electrical outlets, medicine cabinets and other accessories; modification or
expansion of bathroom are to allow a five foot turning radius.
4. Kitchen Improvements:
Construction, modification or replacement of cupboards or shelves to provide access to sinks,
cook tops, ovens or storage areas; installation of accessible electrical outlets and switches, lever-
action hardware, hardware, garbage disposal; insulation of hot water pipes; modification or
expansion of kitchen area to allow for a five-foot turning radius in the work space; installation of
"lazy susans" in cupboards; replacement of floor covering in order to improve wheeling surface.
5. Other Improvements:
In exceptional circumstances, installation of central air-condition and/or stair glides or electric lifts
when the need for these improvements is verified by the Handicapped Person's doctor in writing.
Improvements which are not determined by the Housing Director to be eligible as Accessibility.
Improvements may be funded under the other provisions of these Procedural Guides.
Requirements for Participation
Grants may be made to Handicapped Persons for Accessibility. Improvements only if the
conditions of Section VI (except the portion thereof relating to Eligibility of Improvement) of
these Procedural Guides have been fully satisfied.
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Amount of Grant for Accessibility Improvements
See Section VI B.
Responsibilities of CEE
With respect to Grant tbr Accessibility Improvements. CEE shall:
1. Be governed by the general conditions set forth in Section II of these Procedural Guides.
Assist the Handicapped Person with the preparation of the Application form. upon
request. Such assistance shall include a personal visit by the Intake Worker to the home
of the Handicapped Person, or to any other reasonable location which is accessible to the
Handicapped Person.
Carry out the duties required of CEE pursuant to Section ill. ~ these Procedural Guides,
inc[uciing the duty to complete the Grant package for Accessibility Improvements. A
complete Grant Package for Accessibility shall include all required materials.
Standard Procedure for Compilinq Accessibilitw Portion of Grant
In addition to all the documents described in Section VII, a grant package including
Handicapped Improvements must include the following:
a. Accessibility Improvements Inventory - containing a description of the Accessibility.
Improvements to be made shall be included on the Inspection Report;
b A letter describing:
1. The level and specific type of disability experienced by the Handicapped
Person signed by a licensed physician; and
2. The specific 'Accessibility Improvements requested by the physician;
c. Bids from Contractors;
d. Drawings, if needed
e. Any other material requested.
XII GENERAL CONDITIONS RELATING TO GRANTS
Ao
CEE Equal Opportunitv/AWu-mative Action Requirements
It is the policy of Anoka County to provide equal access to employment, programs armed services
without regard to race, color, creed, religion, age, sex, handicap, marital status, affectional
preference, public assistance, criminal record, or national origin.
All programs financed through or administered by CEE will contain equal opporttmity/affirmative
action requirement in the Procedural Guides. All participating communities pro~amming
Community Development Block Grant monies to housing rehabilitation =~'ants and/or to public
facilities grants will adhere to the equal opportunity/affirmative action statement above.
Areas not specifically mentioned in this statement will still be governed by the spirit of this
statement.
If an applicant or grant recipient believes they have been discriminated against they should contact
the Affirmative Action Officer at CEE, 2111 North Is' Street, Suite 455, Minneapolis. MN
55401.
CEE shall have full responsibility for program implementation including public
intbrmation, reviewing and screening applicants, choosing recipients, and assuring that work will
be satisfactorily completed.
C. No application, processing, or other tees shall be charged to an applicant.
CITY OF COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meeting of: April 18, 2000
AGENDA SECTION: ORIGINATING DEPAR~ EXECUTIVE
NO: EDA~,/,,,~,, ~"~ --DIRECTOR APPROVAL
ommunity ,ev o ment ,oe
Housing Rehabilitation Program DATE: April 12, 2~ff0
Backeround:
Center for Energy and Environment (CEE) has prepared one Community Development Block Grant housing rehabilitation
loan application which needs to be submitted to Anoka County.
Analysis:
The following briefly summarizes the project. Please note that the amounts indicated in the table include the $875 CEE
processing fee which will be charged for each application processed.
Grant# I Amou.t I Address .I Contractor{s) I Scope of Work Summary
C1997-02 $11,684 589 37t~ Avenue NE Schmidt Contracting, Inc., Replace roof, windows, doors, and
American Waterworks, On garage door. Also install drain tiles
Track Garage Door, along with certain health and safety
O'Brien Ornamental Iron, improvements.
Montgomery Wards
Recommended Motion:
Move to approve the CDBG Housing Rehabilitation Grant Loan application for Grant # C1997-02 in the amount of
$1 !,684 for housing rehabilitation to Schmidt Contracting, American Waterworks, On Track Garage Door, O'Brien
Ornamental Iron, Montgomery Wards, and Center for Energy and Environment subject to meeting all program
requirements; and furthermore, to direct staff to submit the loan application to Anoka County and to authorize all related
expenses to be reimbursed from Fund 202-46350-4600/3050.
Attachments:
,~-i EDA ACTION:
PROCEED TO WORK ORDER
CEE/COLUMBIA HEIGHTS
HRA
ADMINISTERING ENTITY
REHABILITATION APPROVAL
GRANT NUMBER RECIPIENT LAST NAME DATE AMOUNT OF GRANT
s 0, 09.00
CEE Processing Fee $875.00
...
Application date October, 1999
Board approval date
Bid opening date
Funds to be drawn from year 1997
Target area
Contractors Schmidt Contracting Inc., American Waterworks, On Track Garaee
Door, O'Brien Ornamental Iron, Inc. and Mont~omer~ Wards
City of Columbia Heights
Source & amount of other funding N/A
TOTAL $11,68;.00
Anoka County hereby approves the Home Rehabilitation Grant applications referred to above and
authorizes the immediate commencement of work as specified in each Anoka County Improvements
Certificate. Grant funds for each amount shown will be forwarded upon completion of a given grant for
deposit in the Administering Entity's Working Balance. Proceeds may not be disbursed until: (1) The
Administering Entity conducts an inspection of the specific work for which payment is to be made and
determines that the work has been completed in a satisfactory, manner; and (2) a Completion Certificate is
executed by all parties for work completed.
Anoka County refers the Administering Entity, to the warranties set forth in the contract, which apply to
each application submitted to Anoka County for approval. In the event that any of the warranties are
found to be untrue, Anoka County may, at its option, exercise any of the remedies provided in the Grant
Funding Agreement, including the right to require the Administering Entity to reimburse Anoka County
for funds previously disbursed.
Approved by:
607\CDBG' ~ rkodr.doc
SCOPE OF IMPROVEMENTS
589 37~ Ave NE
Columbia Heights, MN 55421
" Replace faulty gas stove in kitchen with new gas stove of homeowner's
choice. Check all connections for leaks, and install per code. Dispose of
existing stove properly.
$ ~0" O'gr~(,, Provide and install rod iron railing to one side of exterior concrete steps
./
leading from garage to house.
$ fi/f/~, t~ fl. Install smoke detector at second floor and basement levels.
"
ROOF REPLACEMENT
Tear off shingles on house and garage to bare wood. Inspect roof deck
for water damaged plywood. If damage is found list location(s) of
damaged roof decking:
Replace damaged roof decking, specify separate cost $
Install ice and water shield, starter-roll, flashing, and new roof vents per
code. New roof vents to be R-90 type. Provide new flashing and roof
jacks as necessary. Owner to choose shingle type and color. Haul away
all debris.
WINDOWS AND DOORS
$ { ,9oo -
{"At all existing main floor windows replace entire window and frame
with new windows with insulated glass. Install per code, and finish
paint/stain to homeowner's specifi.cations. Provide new storm windows;
see owner for all selections. Dispoge of old windows and storms
properly.
(]~ D ' ~'-~,:~( ~Replace deteriorated prime door See oWner for selections and dispose of
debris properly.
GARAGE
$ q ,S"'0
- O/t T,.~c~.Replace deteriorated overhead garage door. See owner for selections and
dispose of debris properly.
FOUNDATION
At west side of house, install exterior drain tile at area of gulley between
yards. Bury rile so that outlet will allow water to drain away from house.
Provide pea gravel bed. Seal west side of interior basement block wall
with appropriate waterproofing paint.
Owners may choose to complete some code work on their own. Please list work not bid to
be completed by owner.
PROJECT TOTAL COST
COLUMBIA HEIGHTS GRANT PROGRAM
SCOPE OF IMPROVEMENT SUMMARY
589~nue
Columbia Heights, MN 55421
Home # (612) 788-0592/Work # (612) 782-2213
HEALTH AND SAFETY
Gas Stove
"~Montgomery Wards
Rod Iron Railing
Gillespie
Fans Rd NE
Mpls
(612) 789-4321
$890.00
WINDOWS
Warner Stallion
...$870.00
Marks Welding
1491NE105aAve
Blaine, 55449
(612) 784-0783
$766.00
Home Depot
$801.95
'~ O'Brien Ornamental ·
2520 Nevada Ave N
Mpls, 55427
(612) 545-2185
Renewai
350NE73~ Ave
Fridley, 55432
(612) 502-4777
$7,841.00
Cities Home Improvement ~(~chmidt Contracting Inc.
640 Mende[hohn Ave N
Golden Valley, 55427
(612) 591-0332
16228 Main St. SE #108
Prior Lake, 55372
(612) 440-8866
$7,850.00
(bid includes prime door)
Windows ($6,900.00)
Doors ($950.00)
Prime Door and Garage Door
Tom Stegora (Prime door only)
16442 205~.Avenue
Elk River, 55330
612-263-3063
Home Depot (Prime/Garage)
5650 Main St. NE
Fridley, 55432
$1,782.95
FOUNDATION
American Waterworks
1244 NW 60~ Av, Ste B
Rochester, 55901
(612) 894-6062
On Track (Garage
~/~4355 W. HighwayOnly)
13
Savage, 55378
(952) 895-1030
Rite-Way Waterproofing
448 Lilac Street
Lino Lakes, 55014
651-786-0550
$1,255.00 $1,875.00
Ron-Son Door (Garage only)
7570 Hwy 65
Fridley, 55432
(612) 786-1100
$840.00
GRAND TOTAL
Erick Jolmson
3011 Pierce Street NE
Minneapolis, 55418
612-781-5822
'/AII highlighted contractors are the ones that will be doing the work. Beverly wants to use
Schmidt Contracting Inc. for Windows and Prime doors. The lowest bidder is $50.00 less.
Beverly will pay the $50 difference to Schmidt. She would also like to use American
Waterworks. The lowest bidder is $5.00 less. Beverly will pay the $5 difference to American
Waterworks.
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA)
Meeting of: April 18, 2000
AGENDA SECTION: ORIGINATING EXECUTIVE
NO: DEPARTMENT: EDA DIRECTOR
APPROVAL
ITEM: Section 8 Report BY: Ken Anderson ~,~. BY:
DATE: April 10, 2000 [ ' ' ·
BACKGROUND:
Attached is the Section 8 Report which details all Section 8 participants leased up through April 1, 2000.
The Columbia Heights EDA was issued an allocation of 25 Vouchers and 25 Certificates. Of those, we
have issued 31 Vouchers and 14 Certificates for a total of 45 which is the same number as last month.
This maintains our utilization at 90 percent. By October of 2000, all Certificates will be phased out and
new Housing Choice Vouchers issued at the time re-certifications are completed.
Budget reports, utilization reports and year end statements are being prepared for submission to HUD.
ANALYSIS:
The number of port-outs for March, 2000 is at three (3). This is the same number as last month. Of the
three (3), two (2) are Vouchers and one (1) is a Certificate. Although they do not reside in Columbia
Heights we continue to count them in our utilization report unless they are absorbed by the new
jurisdiction. Otherwise, the jurisdiction will bill us for the Housing Assistance Payment and 80 percent
of our administrative fee.
The number of portability units has remained the same as last month. We currently administer a total of
70 portability Vouchers and Certificates. This number has consistently moved downward over the last
two years. This breaks down into 39 Vouchers and 31 Certificates. These are participants that were
originally issued their assistance in another jurisdiction but have elected to move into Columbia Heights.
For the portability vouchers and certificates, we bill the originating jurisdiction for the Housing
Assistance Payment and 80 percent of their administrative fee.
RECOMMENDED MOTION: Move to receive the Section 8 report as written.
Attachments
,~DA ACTION:
h:\consent\4-18-2000sectionS.wpd
Section 8 Monthly Report
participants Leased-Up Effective APRIL 1
,2000
Bedroom Size No. of Certificates No. of Vouchers Total
0 0 0 0
1 1 1 2
2 10 19 29
3 3 11 14
4 0 0 0
Total 14 31 45
Bedroom Size No. of Certificates No. of Vouchers Total
0 0 1 1
1 11 13 24
2 14 19 33
3 5 6 11
4 1 0 1
Admin. Fee ($38.81) $1,203.11 $1,513.59 $2,716.70
Section 8 Monthly Report
April 1, 2000
Page 2
Bedroom Size No. of Certificates No. of Vouchers Total
0 0 0 0
1 0 1 1
2 0 1 1
3 1 0 1
4 0 0 0
Total 1 2 3
G:\Section 8\Soction 8 monthly r~l)ort for Apr 2000.wpd
April 14, 2000
APR ! 7 "'
Mr. Kenneth Anderson, Community Development Director
C/O City of Columbia Heights
590 40th Ave. NE.
Columbia Heights, MN 55421
Your !ndependenl
Community Sank
Z989 C~c:rm ~ye. N.~
RE: Independent Product Conversion, Inc.
Dear Ken:
Effective March 15, 2000 the above referenced has merged with Midwest Converting, Inc., a
corporation owned by Joseph Genosky. As you are aware, the City of Columbia Heights
purchased a $25,000.00 loan from Northeast Bank under the city's 5% Business Kevolving Loan
Fund as of April 18, 1996. Currently, $5,969.01 plus accrued interest is owing against this
obligation. Northeast Bank is presently working with our law firm, Barna, Guzy & Steffen, LTD
to modify our documents to reflect this change. No modification of terms or conditions shall
change, merely a name change will occur.
I enclose for your files the following:
a) Certificate of Merger
b) Modification and Continuing Guaranty Agreement
c) Secretary's Certificate of Midwest Converting, Inc.
d) Joint action in writing by the Board of Directors & shareholders of Midwest
Converting, Inc.
Please review these documents and return a copy acknowledging acceptance to this change.
'~x.e.c,~ve Vice President
LEP:ss