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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 0 0 o O 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. 0 300 m t... m 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 ,00/ ii Z Z < C~ ,00/ ~ '.LS ,koNInD 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. Co 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. Co 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. Co 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