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HomeMy WebLinkAboutEDA AGN 06-20-00CITY OF COLUMBIA HEIGHTS 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806 ECONOMIC DEVELOPMENT AUTHORITY June 20, 2000 EDA COMMISSIONERS 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, June 20, 2000, in the Parkview Villa Community Room B, 965 40th Avenue N.E., Columbia Heights, Minnesota. IThe 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 arrangementsl I I(TDD/706-3676 for deaf or hearing impaired only). 2. 3. 4. 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 May 16, 2000. 2) Financial Report and Payment of Bills. a. Financial Statement for May, 2000. b. Payment of Bills for May, 2000. MOTION: Move to approve Resolution 2000-08, Resolution of the Columbia Heights Economic Development Authority (EDA) hpproving the financial statement for May, 2000 and approving payment of bills for the month of May, 2000. 3) Agreement for Financial Advisory Services. MOTION: Move to engage the services of Ehlers and Associates, Inc. as the EDA's financial advisor and authorize the completion of all necessary Tax Increment Cash Flow Projections, State Audit Reports, Compliance Reviews, and implementation of the Quick TIF Program. And furthermore, to authorize the President and Executive Director to enter into an agreement for such services. REPORT OF THE MANAGEMENT COMPANY. A. Michelle Chalin and Anita Kottsick, Parkview Villa Public Housing Administrator. IThe Mission of the Columbia Heights Economic Development Authority is to provide financial and technical assistance and resources to residential, commercial, and industrial interests E~'~romote health, safety, welfare, economic development and redevelopment. THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION Of SERVICES EQUAL OPPORTUNITY EMPLOYER 11. 10. 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, thc public may address the EDA regarding specific agenda items at the time thc item is being discussed.) RECOGNITION, PROCLAMATIONS, PRESENTATIONS, GUESTS - None. PUBLIC HEARINGS - None. ITEMS FOR CONSIDERATION. A. Other Resolutions - None. B. Bid Considerations. 1) Agreement for Lawn Maintenance and Snow Removal Services. MOTION: Move to award the contract for lawn maintenance and snow removal services to Lawn Service and Snow Removal, Inc.; and furthermore, to authorize the President and Executive Director to enter into an agreement for the same. Other Business. 1) Status Report - Acquisition of Central Avenue Properties. 2) Section 8 Report. MOTION: Move to receive the Section 8 Report as written: ADMINISTRATIVE REPORTS. A. Report of the Deputy Executive Director. B. Report of the Executive Director. C. Committee/Other Reports. MEETINGS: A. The next Regular EDA meeting is scheduled for 6:30 p.m., Tuesday, July 18, 2000 in Commu- nity Room B at Parkview Villa. ADJOURNMENT. _Walter R. Fehst, Executive Director H: \edaagenda2000\6-20_2000 COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) REGULAR MEETING MINUTES OF MAY 16, 2000 CALL TO ORDER- The Regular meeting of the Columbia Heights Economic Development Authority (EDA) was called to order by President Ruettimann at 6:30 p.m., Tuesday, May 16, 2000, in the Parkview Villa Community Room B, 965 40th Avenue NE, Columbia Heights, Minnesota. ROLL CALL Commission Members Present- Commission Members Absent- StaffPresent- Robert Ruettimann, Patricia Jindra, Julienne Wyckoff, Marlaine Szurek, John Hunter, Donald G. Jolly Gary L. Peterson Walt Fehst, Executive Director Kenneth R. Anderson, Deputy Executive Director Randy Schumacher, Community Development Assistant PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS TO MEETING AGENDA. CONSENT AGENDA. A. Move to adopt the consent agenda items as listed below. 1) Approval of Minutes- regular meeting of April 18, 2000. - special meeting of April 11, 2000. MOTION by Pat Jindra, seconded by John Hunter, to adopt the Special Meeting minutes of April 11, 2000 and Regular Meeting minutes of April 18, 2000 as presented in writing. All Ayes. MOTION CARRIED. 2) Financial Report and Payment of Bills. a. Financial Statement for April, 2000 b. Payment of Bills for April, 2000 MOTION by Pat Jindra, seconded by Marlaine Szurek, to approve Resolution 2000-06, Resolution of the Columbia Heights Economic Development Authority (EDA) approving the f'mancial statement for April, 2000 and approving payment of bills for the month of April, 2000. All Ayes. MOTION CARRIED. 3) Approve Payment to Millar Elevator Service Company. Mr. Anderson reported that Millar Elevator Service Company has been working on the elevator system at Parkview Villa over the past few months. They have submitted their first Pay Application #1 last month for approval. They are submitting their second application for payment in the total amount of $74,848.00 for costs incurred in purchasing and installing fixtures, hoist motors, subcontract work, door equipment, crane rental, labor for elevator #2, and the total cost for change order #1which was for installing a new motor. Ted Smith, President of the Elevator Advisory Group, has reviewed the Pay Application and is recommending payment in the total amount of $74,848.00. He also noted that we are retaining 10% of the payment until all work has been completed. In discussion, President Ruettimann asked if staff knew when the project is to be completed? Mr. Anderson replied that they are projecting a mid-October completion date for the project. MOTION by John Hunter, seconded by Don G. Jolly, to accept the work for Pay Application #2 and to authorize payment of $74,848.00 to Millar Elevator Service Company of Cleveland, Ohio. All ayes. MOTION CARRIED. REPORT OF THE MANAGEMENT COMPANY. A. Michelle Chalin, Parkview Villa Public Housing Administrator. Ms. Chalin reported the Elevator Modernization project is moving along as scheduled and that the residents are reporting that they haven't seen any problems with their workmanship. The Annual unit inspections for the North building occured on April 17~h and 18th. Ten units failed the inspections and will be re-inspected at a later date. Inspections for the South units are scheduled for May 23, 2000. Unit #2 in the four-plex is still vacant. She has advertised in the Focus Economic Development Authority Minutes May 16, 2000 Page 2 and Northeaster newspapers to solicit applications for eligible persons interested in renting a unit at 4607 Tyler St. NE. She has received several phone calls inquiring about the opening and applications are being mailed out as appropriate. Ms. Chalin wanted it noted that she is including the Parkview Villa Calendar with her reports for informational purposes. She introduced Anita Kottsick, as Acting Public Housing Administrator effective April 24, 2000, for Parkview Villa. Michelle Chalin has been temporarily assigned as Director at the Crest View nursing home. Nan Mc Kay, a computer software company which has been discussing alternative management programs with staff, has quoted $20,000 for a client service product. However, it does not include the updates that Parkview Villa needs at this time. She also stated that this program isn't being sold yet because of a bug in the system. Randy Schumacher will meet with her to discuss the EDA's options in regards to this matter. CITIZEN FORUM TO ADDRESS EDA ON MATTERS NOT ON AGEND.~. Donna Harems, Apt 101, representing the residents of Parkview Villa, said that in the previous years before the Crest View Management Contract expired, the residents were all given a survey to complete listing any concerns about the management company. She said a group of residents would then get together to review the surveys and document the concerns of all residents and bring them to management. This was not done this year and they were concerned why. President Ruettimann said that his understanding was that we agreed last month to hold a meeting between Pat Jindra, Marlaine Szurek, and the residents of Parkview Villa and bring those concerns to this meeting for discussion. Ms. Harems responded that she wasn't sure if anyone had met with Pat Jindra or not. Pat Jindra reported that she did meet with some residents and would give that report a little later in the meeting. Ms. Hamms also stated that the day after the EDA meeting they received a letter that they were going to get a temporary Housing Administrator to mn the Parkview Villa location. The residents would have like to have heard about this in a more proper way, at a residents meeting or in the lunchroom, etc. In addition, Ms. Hamms stated that Rueben and Pat, the part time maintenance workers, have too much to do. They get behind in their work and if they work extra hours they have to take time off to accomodate for the no overtime issue. Don Jolly asked if she had brought this up to the Crest View Management Company. She responded that they had not. Ms. Hamms explained that particular problems have been brought to management and it still seems that things don't get taken care of. President Ruettimann stated that he understood what they were saying and he wondered if they felt that the management should hire some more help to cover the maintenance needs of Parkview Villa. All residents present were in agreement to this suggestion. Renie Sufka, Apt 104, stated that they have brought up things to Michelle at times and she has written these things down, but it seems that in the afternoon there is no one there to address questions or problems. Don Jolly stressed that they need to bring these things to management and then to the EDA Board. Michelle Chalin reported that any repair work orders for the Maintenance department are recorded in a book and Bill in maintenance does respond as quickly as possible. Sometimes there are parts that need to be ordered that may cause some delays, but that is standard procedure. Many other residents voiced their questions and comments about the management at Parkview Villa. Dorothy Fehler, Apt. 317 stated that the cost for is $125. She wondered where does the money go to. Ruth couldn't get her apartment painted, so she £mally moved to a different floor to get an apartment with fresh paint. She said that people come into the building and also complain how dark and dirty the building is. Bill does not have time to do all of this work. He puts in 14 hours per day to get work done. When the building was £~rst built, everything was new, clean and nice. Now everything is dirty and it seems that no one is taking care of the maintenance of the building. Pat Baker, Apt. 206, one of the Caretakers, reported that they do have more work to do, but they do also have a lot of careless residents at Parkview Villa. They have lost communication with the management. Many residents do not even come to the Residents Council meetings to see what needs to be done to keep up the building and what their responsibili- ties may be. Mr. and Mrs. Baker feel that some of the residents should be helping out. President Ruettimann expressed his thanks to Pat Baker for her honesty. He explained that the EDA hired Crest View Management to maintain the building and do certain things to keep up the building. At first, when the building was new, it was easy to maintain, but when buildings get older, things will fall apart and the only way that the EDA will know if these things aren't getting taken care of is if the residents tell management. First, the residents need to take these matters Economic Development Authority Minutes May 16, 2000 Page 3 to the management company. Dorothy Schafer, Apt. 418, asked if the new residents are informed of the rules of the building. Ms. Chalin stated that all new residents are given a new resident packet at the time that they move in. Dorothy also asked why the party room is locked at night? Pat Baker responded that they are responsible for locking the doors in the party room by 8 p.m. due to damage that was sustained in the party room one year. President Ruettimann responded that maybe residents could take tums watching the room and locking it up at night. Donna Hamms suggested that the people that wanted the party room open at night should be in charge of keeping the room in good condition. Ruettimann explained that this is something that they should bring up at the resident meeting and possibly the Residents Council should regulate the use of the key and the room. Mrs. Johnson, President of the Residents Council, stated that there is a Welcoming Committee for Parkview Villa to help show new residents around the building, make them feel welcome and help explain any questions that they may have about the handbook, policies, building maintenance, etc. Shirley Barnes, Crest View Corporation, stated that they cannot charge a damage deposit for Parkview Villa Community Room B. She also stated that she could not allow the maintenance people to work overtime. The Labor Law prohibits them from not paying overtime to the Bakers. This law states that any non-exempt employee shall be paid time and a half for overtime. There isn't enough funds available. Ms. Chalin stated that the carpets have been cleaned two times since she started. The Resident Council meeting is held once a month and it is an option for residents to come to the meeting. As far as mm overs in the building, there is a great amount of turnover. It costs at least two times the $125 relocation fee to paint and clean each unit. President Ruettimann asked that Ms. Chalin present to the Board what we currently pay for the painter and the cleaning people. The Board should take a look at the cost of painting and cleaning units. A lot of the residents are moving to another unit to get a clean apartment. Mr. Ruettimann asked that Crest View get some bids from a couple of companies for cleaning so that we can budget these fees on a yearly basis. Pat Jindra met with residents and found the following concerns: 1) Anita's hours in the office were not posted and in the contract it states that there should be onsite personnel available. 2) The service that is suppose to treat for pest control in the building have not been doing their job. Mr. Anderson reported that Adam's Pest Control was contracted to do the Pest Control in the building and Tru Green Chem Lawn Service has been contracted to do the lawn service. He said these companies need to be followed up on to see that they do the work. 3) One of the door locks was not locking after the Fire or Police Department had used the master key ~o get into the building. Pat Jindra had a few other issues that she will talk to Shirley Barnes of Crest View Management about at another time. In discussion, a resident was told from the Police Department that they have to keep the door unlocked until they had handled the problem such as an emergency medical response. Pat Baker, caretaker had a similar experience and felt that the local Police and Fire Dept. should be advised that the doors must be locked after each use. Ms. Chalin stated that there is an emergency key in a box to open the door in an emergency for the Police or Fire dept. to use. They then mm offthe alarm service. Ruettimann explained that the Police or Fire Dept. need access to the building as well as the ambulance service, so doors need to be unlocked until the problem is solved. Mr. Anderson reported on the status for the security system at Parkview Villa. Trans Alarm has been working with City employees to get the quotes necessary for the building. At this point the security system vendor is in the process of replacing all of the security systems for all City buildings. So it may take more time to get the necessary quotes for Parkview Villa. President Ruettimann asked again that the residents get together and make up a list or lists of the problems that need to be addressed. Then these issues could be presented at a future meeting. This committee will consist of Pat Jindra, Marlaine Szurek, Parkview Villa residents and Crest View Management onsite staff (Michelle Chalin or Anita Kottsick). Marlaine Szurek expressed that the meetings should include the Police Department and Fire Department. She felt that this is something that has never been done in the past and is a necessary function in order to open the communication blocks that occur between residents, management and the EDA Board members. President Ruethmann also suggested that this be done in three month intervals throughout the year. The residents agreed that this would be a great idea and Economic Development AuthofityMinutes /-'May 16,2000 Page 4 the date will be determined for August and November that will be compatible for as many of the EDA Board members and residents of Parkview Villa as possible. Mr. Walt Fehst reiterated President Ruettimann thoughts concerning the maintenance of the building. The function of the EDA is NOT TO RUN Parkview Villa. He said we pay Crest View Management for this service. However, all of the things mentioned are legitimate concerns of the Parkview Villa residents and should be put into writing and given to the Resident Council. RECOGNITION, PROCLAMATIONS, PRESENTATIONS~ GUESTS - None PUBLIC HEARINGS - None. ITEMS FOR CONSIDERATION. A. Other Resolutions - None. B. Bid Considerations - None. C. Other Business. 1) Crest View Management Contract. Mr. Anderson explained that we have an agreement with Crest View Management to manage the Parkview Villa North, South, and 4607 Tyler Street locations. He passed out a letter from Ms. Barnes that was not included in the packet. This letter had the new rates for the Management Contract. In June of 1997 the EDA entered into an agreement with the Crest View Management Company for management services for Parkview Villa and the 4607 Tyler Street buildings. HUD informed us that the EDA could enter into a two year agreement with three one year renewable options. Last year the EDA entered into the first one year option. So this will be the second of the three renewable options. Before entering into that option the EDA asked Crest View to submit in writing what changes they were proposing. In the letter from Ms. Barnes is listed the new rates for management of Parkview Villa North, Parkview Villa South, and the 4607 Tyler Street locations. The new amount would be $144,956. Another issue to consider is the fact that some of the staff needs to perform overtime in order to get certain projects done. In the Crest View letter, an additional $7,207 is proposed to be used for overtime when and if overtime is necessary in the course of the next year. This agreement would mn from June 1, 2000 through June 1, 2001. In discuss!on, President Ruettimarm questioned what kind of overtime are we talking about. Mr. Anderson explained that the overtime would be only used for necessary work not on a regular basis. Ruettimann's understanding is that this will be used for emergencies like if bill the maintenance man is out sick for a week, the elevator is broke down, or for example management did not get to cleaning an apartment because they had a breakdown in the water system somewhere else in the building. He also explained that even though we may approve this agreement, HUD may come back and say that these standards are not competitive or too high so they may change the agreement. Motion by Marlaine Szurek, seconded by Julienne Wyckoff, to approve the one year extension of the Management and Maintenance Services Agreement to June of 2001 with Crest View Corporation, based on their proposal dated May 11, 2000; and furthermore, to authorize the President and Executive Director to enter into an Agreement for the same with the exception of adding the amended letter of wages for overtime from Shirley Barnes. All Ayes. MOTION CARRIED. 2) Transition Block Redevelopment Project. Mr. Anderson reported that Mike Zalk, legal council for Real Estate Equities and Crest View Management, have been reviewing the Preliminary Agreement that was prepared by EDA legal council. There was a couple of amendments to the agreement that they are looking at. Mike Zalk is preparing a draft PUD agreement to be reviewed and approved by the Planning and Zoning Commission and the City Council. The EDA received a cooperative agreement for development on the NEI site as well as one for the MHOP units. The EDA attorney has suggested that nothing be adopted or approved until the EDA is ready to approve the Preliminary Development Agreement. For the most part, the financial analysis has been completed. The developers may like to have a special meeting with the EDA members before June 20~. Shirley Barnes would like to encourage the EDA Board to take a look at this soon. She stated that the interest rates have Economic Development Authority Minutes May 16, 2000 Page 5 gone up and will be going up again. Ken Anderson will get a date to meet when necessary and contact the EDA members on the exact date for the meeting. 3) Section 8 Report. Mr. Anderson reported that he has contacted an individual that has recently retired from the Metropolitan Council HRA to try and help get our Section 8 Program moved to the Metropolitan HRA. He said that he would be meeting with this individual tomorrow. He will keep the Board informed. ADMINISTRATIVE REPORTS. A. Report of the Executive Director - NONE. B. Report of the Deputy Executive Director. Mr. Anderson reported that the Budget packets have to be into the Finance Department by June 19 so he has requested that stafftum in their individual information for the Budget by June 124. The Budget will be on our July agenda for preliminary approval. Thc Budget will need f'mal approval in August. President Ruettimann expressed that we should try to schedule this meeting with the meeting of the Transition Block Redevelopment Agreement. C. Committee/Other Reports. Randy Schumacher informed the EDA members that Channel 16 will be carrying an interview with Habitat for Humanity at 11:30 a.m. on 5-17-2000. The Board had asked that this be done to help educate the citizens of Columbia Heights about the benefits of this program and informing them on the process of becoming eligible. MEETINGS The next Regular EDA meeting is scheduled for 6:30 p.m., Tuesday, June 20, 2000 in Community Room B at Parkview Villa. ADJOURNMENT MOTION by Sulienne Wyckoff, seconded by Pat Jindra, to adjourn the meeting at 8:10 p.m. All ayes. MOTION CARRIED. Respectfully submitted, Cheryl Bakken Recording Secretary H:\EDA agenda\5-16-2000 EDA RESOLUTION 2000-0--8 RESOLUTION OF THE COLIIMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) APPROVING THE FINANCIAL STATEMENT FOR MAY, 2000 AND PAYMENT OF BILLS FOR THE MONTH OF MAY, 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 May,2000 and the list of bills for the month of May, 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 thi~ day o~, MOTION BY: SECONDED BY: AYES: NAYS: 2000. Robert ~uettimann, President Attest by: Cheryl Bakken, Secretary H;\ResolutionsL2000-08 COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: June 20, 2000 AGENDA SECTION: Consent Agenda ORIGINATING EXECUTIVE NO: DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Financial Report and Payment of Bills BY: Ken Anderson d"~2~ BY: DATE: June 14, 2000 BACKGROUND: The bound Financial Report for May 1, 2000 Check Listing (green sheets),~and draft Resolution 2000-08 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 fi.om May 1 through May 31, 2000. The Check History shows each fund with an expenditure history during the month of May, 2000. The total disbursements by fund are shown at the top of the listing. RECOMMENDATION: Staff will 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 2000-08, Resolution of the Columbia Heights Economic Development Authority (EDA) approving the Financial Statement for May, 2000 and Payment of Bills for the month of May, 2000. EDA ACTION: t [:conscllt:6.2(J~20~i)lSnl~.vp. COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting off June 20, 2000 AGENDA SECTION: Consent ORIGINATING EXECUTIVE NO: /~-~;t.~ DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Financial Advisory Services BY: Randy Schuma~l[~~ BY: DATE: June 16, 2000 ~ BACKGROUND: One of this years Goals in the Community Development Department was to establish a Comprehensive System to manage it's Tax Increment Financing Programs. In 1996, the State Legislature significantly increased the complexity of Tax Increment Financing regulations and reporting requirements. Over the years, the City of Columbia Heights has been involved in numerous types of Tax Increment Financing projects. Presently the City has eight active Tax Increment Financing (TIF) Districts, using both City Bonds as well as Pay As You Go for the financing of these projects. In addition, there have been District area modifications and expansions to maintain. As you can see, the need to establish a Comprehensive Plan to monitor, regulate, control, and report these districts is a complex and detailed task. ANALYSIS: The Economic Development Authority Dire6tor, Walt Fehst, asked the City Finance Director and myself to research which Financial Advisory service would be best suited to assist the City Staff in conducting a Comprehensive System to manage the existing and future Tax Increment Financing Programs. ne of the primary needs that was identified in our evaluation was to locate an existing system that would accomplish this task. Our research concluded that the sof~ware system"Quick TIF", created by the firm of Ehlers and Associates, would be best suited to meet all our compliance needs. Ehlers provides this same service to twenty three communities throughout the State. The people we spoke to that have actually used the system gave it high scores. A combination of seasoned staff and user friendly software makes Ehlers and Associates the leader in Tax Increment Financing reporting. As the City moves through it's implementation plans for redevelopment, Tax Increment Financing becomes one of the most important financing tools available. Each year the Legislature demands more reporting requirements from the City. If we are to continue the use of Tax Increment and meet the compliance requirements of the State Auditor, as well as compete for future State Tax Increment Financing Grants, we must have a quality TIF system in place. RECOMMENDATION: Staff recommends the EDA engage the services of Ehlers and Associates, Inc. as it's financial advisor and conduct all necessary Tax Increment Cash Flow Projections, State Audit Reports, Compliance Reviews, and implementation of it's "Quick TIF" Program. RECOMMENDED MOTION: Move to engage the services of Ehlers and Associates, Inc. as the EDA's financial advisor and authorize the completion of all necessary Tax Increment Cash Flow Projections, State Audit Reports, Compliance Reviews, and implementation of the Quick TIF Program. And furthermore, to authorize the President and Executive Director to enter into an agreement for such services. ACTION: h:\Consent\Ehler's Quick TIF Parkview Villa Housing Complex _- JUN 13 2000 965 N.E. 40th Avenue, Columbia Heights, MN 55421 :) 782-0857 DATE: JUNE 12, 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 CHALI ' ,~PPUBLIC HOUSING ADMINISTRATOR ANITA KOTTSICK, ACTING PUBLIC HOUSING ADMINISTRATOR RE: MAY/JUNE MANAGEMENT REPORT FOR PARKVIEW VILLA & 4607 TYLER PHYSICAL PLANT: Elevatormodernizationproject-inspection~rsmallerelevatorscheduled~rWednesday, June 14,2000. The annual unit inspections for the South building occurred May 23, 2000. Four units failed the inspection and will be re-inspected at a later date. Of the ten units in the North building that did not pass the original inspection of April 17 and 18, 2 units did not pass the re-inspection. OCCUPANCY: NORTH BUILDING: APT # VACANCY DATE 306 May 1 509 March 1 510 May 31 511 May 31 NAME MOVE-IN DATE Ardella Buettner (internal move); 5/26 Millar for elevator modernization project James McGinn (internal move) working off waiting list In addition we have received four vacate notices effective June 30, 2000 for the North building. Owned by the EDA of the City of Columbia Heights Equal Housing Opportunity Agency Managed by Crest View Management Services SOUTH BUILDING: APT# VACANCY DATE 217 May 31 219 May 31 315 May 31 423 May 31 4-PLEX: Unit #2 November 1 Waiting list totals are as follows: Parkview Villa North 23 CH Residents 24 Non-residents 4607 Tyler 3 CH Residents 8 Non-residents NAME MOVE-IN DATE Armilla Roach (internal move) Rose Ostrander July 1 M & M Jaworski (internal move) working off waiting list Lyn Miner June 2 Parkview Villa South 31 CH Residents 11 Non-residents MISC: For informational purposes the Parkview Villa calendar is attached. On 5/17/00, Leonard Olson of Sentry Communications submitted a proposal for security cameras and other misc. needed hardware of $2000 and a labor estimate of $4000. On 5/25/00, Bruce Vogelsang of TransAlarm was out to look at security needs and will be submitting a proposal. A bid of $900 was received in April to re key the garage doors. ' Staff have researched the actual cost of an internal move (from one apartment at Parkview Villa to another apartment at Parkview Villa) and the cost is about $400. This cost would include painting, carpet cleaning, staff time, etc. As stated at the May EDA meeting any time that staff spends working at Parkview Villa they must be paid for. Staff cannot and are not expected to volunteer their personal time for completing work assignments. Apartment are inspected annually, from that inspection a list of units that need repairs, painting, and carpet cleaning is created. All necessary repairs are done ASAP. pest control/lawn care Adam's Pest Control was out 5/30 Trugreen lawn care was out 5/16 0 0 0 Z ~ ~,- 8oOE ~.o_ ,~-~ ~o o 0~ ~°o0~ COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: June 20, 2000 AGENDA SECTION: Bid Considerations ORIGINATING EXECUTIVE NO: 9-B-1 DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Agreement for Lawn Maintenance and BY: Kenneth Anderson k. By: Snow Removal Services DATE: June 16, 2000 ISSUE STATEMENT: This is a request for the Columbia Heights Economic Development Authority and City Council to approve an Agreement to Provide Lawn Maintenance and Snow Removal Services on various vacant properties owned by the EDA and City of Columbia Heights. BACKGROUND/ANALYSIS: For a number of years the Housing and Redevelopment Authority (HRA), Columbia Heights Economic Development Authority (EDA), and City of Columbia Heights have acquired various properties in the City for a variety of public purposes. Some of these properties have involved the acquisition of the parcel for purposes of redevelopment and as such required demolition of the existing structure due to its vacant status and blighting condition within the City. Between the time that the government agency acquires the property and it is resold for redevelopment purposes, it is necessary to maintain the lawn in the summer months and keep the sidewalks and driveways clear of snow in the winter months to comply with appropriate City ordinances. The HRA has used the services of Vernon Scott as owner of Lawn Service and Snow Removal, Inc. The services have been paid through funds budgeted in ~" ~d 235, Vacant/Temporary Properties. The maintenance work has been accomplished after first getting approval of a purchase requisition and follow-up processing of a payment voucher. To expedite this process and seek formal authorization of the respective governing bodies, staffhas prepared and attached an Agreement for Lawn Maintenance and Snow Removal Services. This Agreement will specify the responsibilities of the contractor in performing services to the EDA and City. Attached to the Agreement is a Proposed Mow/Plow Schedule for properties in ownership of the City or EDA as of July 1, 2000. The contractor is proposing a sum of $28.50 per person-hour. Over the years, we have requested a fee quote from the Public Works Department in order to provide this service. Under the current and previous City Engineer the estimate has been approximately $60.00 per hour. It has also been difficult for the Public Works Department to maintain the existing City properties and park property with the resources and seasonal staff available. Therefore, we are recommending EDA and City Council approval of the attached Agreement to provide these services by a private contractor. RECOMMENDATION: Staff recommends approval of the Agreement with Lawn Service and Snow Removal, Inc. to provide lawn maintenance and snow removal services on EDA and City owned properties. RECOMMENDED MOTION': Move to award the contract for lawn maintenance and snow removal services to Lawn Service and Snow Removal, Inc.; and furthermore, to authorize the President and Executive Director to enter into an agreement for the same. ACTION: H: \Consent2000\La~rn Snow Agreement AGREEMENT FOR LAWN MAINTENANCE AND SNOW REMOVAL SERVICES This Agreement made this ~ day of , by and between the City of Columbia Heights, a Municipal Corporation, and the Columbia Heights Economic Development Authority (EDA), a public body corporate and politic, hereinafter both public governing bodies called "CITY" and Lawn Service and Snow Removal, Inc. hereinafter called "CONTRACTOR." WITNESSETH, that the CITY and CONTRACTOR agree as follows: 1. Description of Work: CITY/CONTRACTOR will perform the following: CITY shall provide a written list of the addresses of property(s) to be served by the CONTRACTOR and any and all changes to said list shall be provided in writing by the CITY to the CONTRACTOR. bo CONTRACTOR shall be thoroughly familiar with CITY ordinances and State Laws dealing with noxious weeds and long grass. CONTRACTOR shall, within the time provided in the instructions provided, cut or remove weeds and long grass as instructed by. the CITY representative or his/her designee. CONTRACTOR shall remove and properly dispose of broken tree limbs, litter, debris, etc. from the affected site(s). eo CONTRACTOR shall remove snow which has accumulated to a depth of two (2) inches or more from all sidewalks, driveways, and other hard surfaced areas of the affected site(s) unless otherwise directed by the CITY. Equipment: CONTRACTOR shall furnish at CONTRACTOR'S expense, such equipment, including but not limited to, safety glasses and other protective devices, shovels, snow blowers and/or blades or plows, riding and/or walking mowers, and sickles and weed trimmers, as necessary to properly handle the work. o Payment: CITY shall pay to CONTRACTOR the sum of $28.50 per person - hour. CONTRACTOR shall bill the CITY on a monthly basis and the CITY shall pay CONTRACTOR upon approval of the billing by the City Council and/or EDA Board of Commissioners. CONTRACTOR'S billing shall show address, number of person hours (1/4 hour fraction thereof) per property, date of service, and total amount billed. Quality of Work: The CONTRACTOR also covenants and agrees that all said work and labor shall be done and performed in the best and most workmanlike manner and that all such materials and labor shall be in strict and entire conformity in every respect, with the CITY representative instructions and shall be subject to the inspection and approval of the CITY representative or his/her duly authorized designee, and in case any of said materials or labor shall be rejected by said CITY representative as defective or unsuitable, then the same materials all shall be removed and replaced with other approved materials and labor shall be done anew to the satisfaction and approval of said CITY representative. Safety and Affirmative Action: The CONTRACTOR agrees to comply with the OSHA Compliance Form, incorporated by reference herein, during the life of this Contract. The CONTRACTOR also agrees to comply with the Affirmative Action Compliance Form, incorporated by reference herein, unless otherwise specified (see attached). In hiring of common or skilled labor for the performance of work under this contract, the CONTRACTOR, any subcontractor hereunder, material supplier, or vendor shall not, by reason of race, creed, color, or other manner discriminate against any person or persons who are citizens of the United States who are qualified and available to perform the work to which such employment relates. The CONTRACTOR, any subcontractor hereunder, material supplier, or vendor, shall not, in any manner, discriminate against, or intimidate, or prevent the employment of any such person or persons, or on being Page 1 of 2 hired, prevent, or conspire to prevent, any such person or persons from the performance of work under any contract on account of race, color, or creed. Any violation of this section shall be a misdemeanor. This Contract may be canceled or terminated by the CITY, and all money due, or to become due hereunder, may be forfeited for any subsequent violation of the terms or conditions of this Contract. This paragraph is inserted in the Contract to comply with the provision of Minnesota Statutes, Section 181.59. o Indemnification: The CONTRACTOR further agrees to take all precautions to protect the public against injury and to save the CITY harmless from all damages and claims of damages that may arise by reason of any negligence of the CONTRACTOR or the CONTRACTOR'S agents or employees while engaged in the performance of this Contract, and will indemnify the CITY against all claims, liens, expenses, and claims for liens for work, tools, materials, machinery, or insurance premiums or equipment of supplies and against all loss by reason of the failure of the CONTRACTOR in any respect to fully perform all obligations of the Contract. Disputes: In case any questions or disputes arise between the parties hereto respecting any matter pertaining to this Contract, or any part hereof, said questions or disputes shall be referred to the CITY representative, and his/her decision thereon shall be binding upon the parties hereto, provided said decision is in writing and signed by him/her. If there is conflict between the instructions/specifications and this instrument, the instructions/specifications shall govern. Terms: This Contract may be terminated by either party with thirty (30) days written notice provided to the other party. In Witness Whereof, the parties hereunto have set their hands the day and year first above written. COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY CITY OF COLUMBIA HEIGHTS, A MUNICIPAL CORPORATION BY: BY: Robert Ruettimann, President Gary L. Peterson, Mayor BY: BY: Walt Fehst, Executive Director Walt Fehst, City Manager CONTRACTOR BY: IT'S: (Title) CO.: Lawn Service and Snow Removal, Inc. Attachments Page 2 of 2 O.S.H.A. COMPLIANCE EMPLOYEE HEALTH, SAFETY, AND WELFARE The Contractor shall provide and maintain all sanitary and safety accommodations for the use and protection of his employees as may be necessary to provide for their health and welfare and comply with State, Federal, and local codes and regulations, as well as those of other bodies and tribunals having jurisdiction. Employee safety and sanitation facility regulations are set forth in M.S. 182 and in the Department of Labor and industrys Labor Safety Code (Usc 73-75). Legal Name of Person, Firm or Corporation By: Address: Legal Residence: Date: fo~ns March 22, 1996 R~SOLUTZON 88o8~ BEING A ~ESOLUTIONADOPTIRG AN AFFIRHATIVE ACTION PROGRAH I;HEI~:AS, the City Council of *..he City of Columbia Hsishts endorses the principle of equal employnent.'opportunity, and; V~R~AS, ~he City Council desires to reaffirm ~ts long standing commitment to equal employment oppor~unity; NOV, TH~I~EFOR~, BE IT ~ESOLVED ~hat At As the pol£cy and intent of the City Council of the City of Columbia Heights to provide equality of opportunity /n employment to all persons and to proh£bit discrhnination because of race, color, creed, religion, natlona~ origin, sex, disability, &ge, nar£tal status, or status /n regard to public destitution in all aspects of the City's personnel pol£cies, programs, and practices; and, BE IT FURTHER ~ESOLV~D ~hat ~he city council adopts f. he Affirmative Action Program and Policy dated November 30, 1958, · copy of vh~ch ks available for reviev at the office of City Hanager, and directs the C£ty Hanager to ensure this prosran is implemented to ~ts fullest. Passed this 27~ day of .. Decembe~ , 1988. Offered by: Peterso~ Seconded by: Car]soo Roll Call~ Al! ay~$ o-Anne S~uden~, Council Secretary Dale V. Hadtrath, H&yor CITY OF COLUMBIA HEIGHTS AFFIRMATIVE ACTION POLICY AFFIRMATIVE ACTION COMPLIANCE FORM By The City Council: in accordance with Council Resolution 88-83, being a resolution adopting an Affirmative Action Program, it is the policy and intent of the City Council of the City of Columbia Heights to provide equality of opportunity in employment to all persons and to prohibit discrimination because of race, color, creed, religion, national origin, sex, disabili.ty, age, marital status, or status in regard to public destitution, in all aspects of the City's personnel policies, programs, and practices; and, It shall be the policy of the City of Columbia Heights to require that all major contracts with the City require the Contractor to comply with the standards of equal employment and anti- discrimination as cited in the Civil Rights ACt of 1964 as amended in 1972 by the Equal Employment Opportunity Act, and Minnesota Statute 181.59 as amended. Bidder's Name: Address: CERTIFICATION OF BIDDER Certification Statement: I certify that the above Contractor or Vendor now has an established Affirmative Action Program. Name and Title of Signer (please print or type) Signature Date forms March 22, 1996 OWNER CITY EDA EDA EDA EDA EDA EDA EDA EDA EDA PROPOSED MOW/PLOW SCHEDULE AS OF JULY 1, 2000 DESCRIPTION OF SERVICE/ADDRESS Mow - 4656 Monroe Mow - 4470 Buchanan Street Mow - 4460 Buchanan Street Mow - 1330 44 ½ Avenue Mow/Plow - 3982 Van Buren Mow - 3913 Polk Mow/Plow - 828 40th Avenue NE Mow/Plow - 4216 Central Avenue NE Mow - 3944 Lookout Pl.(elf. July 1, 2000) Mow - 3950 Lookout Pl. FREQUENCY Once per week Once per week Once per week Once per week Once per week/2 + inches snow Once per week Once per week/2 + inches snow Once per week/2 + inches snow Once per week Once per week H:~Mow-Plow Sche, d. COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: June 16, 2000 AGENDA SECTION: Other Business ORIGINATING EXECUTIVE NO: 9-C-1 DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Status Report - Acquisition of Central BY: Randy Schum~r~ BY: Avenue Properties DATE: June 16, 2000~ BACKGROUND: Approximately three (3) months ago City staffidenti: ed a number of non- conforming and/or substandard buildings along Central Avenue which could qualify and be funded under the Community Development Block Grant (CDBG) Program. One of the provisions of this program requires that all property acquisition be done on a voluntary basis. Two property owners have indicated an interest in marketing their non-conforming single family sites to the EDA. One site is 3718 Central Avenue and the other site is 3722 Central Avenue. The following actions have taken place in an attempt to obtain a potential Purchase Agreement: 1) Numerous telephone and one to one negotiating meetings have taken place. Most recently conducted on 5-10-2000 and 5-16-2000. 2) Staffhas obtained the most current 2001 estimated market values from Anoka County. 3) Prior to the signing of any agreements, a one-for-one replacement plan, together with a funding and acquisition policy, must be submitted to the County. Both of these documents have been drafted and submitted for Anoka County review. 4) The historical review of the Environmental Assessment has been completed for each property. 5) Letters have been sent to property owners with qualified offers. If these are accepted, the Environmental Assessment would need to be completed prior to EDA Board consideration of a Purchase Agreement. When responses from the property, owners are received, staff will proceed to secure Purchase Agreements for EDA consideration. Relocation issues remain a potential concern. This will be addressed prior to any EDA Board actions. If you have any questions on the progress of this project, I will be present at the June 20th EDA Meeting to elaborate on the details. _~D~ACTION: h:\consent2000\Acq.of Central Ave. COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: June 20, 2000 AGENDA SECTION: ~£~ q.',),xesS ORIGINATING EXECUTIVE NO: ~_ ~___ ~ DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Section 8 Report BY: Ken Anderson ~4~),~]...._BY: DATE: June 15,2000 BACKGROUND: Attached is the Section 8 Report which details all Section 8 participants leased up through June 1, 2000. The Columbia Heights EDA was issued an allocation of 25 Vouchers and 25 Certificates. Of those, we have issued 37 Vouchers and 9 Certificates for a total of 46 which is an increase of one from last month. This increases our utilization to 92 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. A retired individual was hired to assist with administration of this program and started on May 19, 2000. However, for personal reasons she left on May 30, 2000. Staff has had continuing discussions with Metro HRA staff to discuss the transition of our program to the Metro HRA. ANALYSIS: The number of port-outs for May, 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 jurisdictioh will bill us for the Housing Assistance Payment and 80 percent of our administrative fee. The number of portability units has decreased by one from last month. We currently administer a total of 71 portability Vouchers and Certificates. This number has consistently moved downward over the last two years. This breaks down into 48 Vouchers and 23 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 EDA ACTION: Section 8 Monthly Report Participants Leased-Up Effective JUNE 1, 2000 Bedroom Size No. of Certificates No. of Vouchers Total 0 0 0 0 1 1 2 3 2 6 22 28 3 2 13 15 4 0 0 0 Total 9 37 46 Bedroom Size No. of Certificates No. of Vouchers Total 0 0 1 1 1 9 16 25 2 9 21 30 3 4 10 14 4 1 0 1 Admin. Fee ($39.76) $914.48 $1,908.48 $2,822.96 :T°tal Ad~n:~ :F~s: :$9!4i48 $Ii908i~8 : $2fl22i96 Section 8 Monthly Report June 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\Section 8 monthly report for June 2000.wpd Metropolitan Council Working for the Region, Planning .for the Future June 5, 2000 Gary Peterson Mayor City of Columbia Heights 590 40th Avenue NE Columbia Heights MN 55421-3835 Dear Mayor Peterson: On May 24, the Metropolitan C:.ouncil approved grants to local units of government to support affordable housing development, home imProvement'programs and new construction residential redevelopment efforts. These grants are funded through the Council's Livable Communities Local Housing Incentives and Inelusionary Housing Accounts. We are pleased to inform you that the city of Columbia Heights will benefit from a grant of $125,000 to support a five-city home improvement discount loan program in collaboration with the Center for Energy and Environment. The grant is one of eleven the Council approved in the first LCA funding cycle of 2000. Through the Livable Communities Local Housing Incentives and Inelusionary Housing accounts, the Council, in the first four years of the LCA, has approved 30 housing grants to 21 communities totaling about $4.64 million. These funds have helped to build 598 new rental units, 465 of which are affordable to lower income households, and to rehabilitate 412 rental units, build 259 new affordable houses and rehabilitate 100 more. The Metropolitan Council is excited about working with local communities through the Livable Communities programs. The Minnesota Legislature created the Livable Communities Act in 1995 to link jobs, housing and transit in the region. Working in partnership we know we can build better communities and a stronger region that will provide continued good quality of life for all our citizens Congratulations on the award of this grant. Do not hesitate to contact us whenever you discuss regional issues. Ted Mondale on Chair" . . ' 'i . ''('/Metropolitan Council Member- District 10 'idVlETC_FS2~,DATA\USERS~S HA RED,LiB RA R Y~COMMUN DV~PETEi~OI,~20OO~ I 27 ) East Fifth Street St. Paul, Minnesota 55101-1626 (651) 602-1000 Fax 602-1550 TDD/TrY 291-0904 Metro Info Line 602-1888