Loading...
HomeMy WebLinkAboutEDA AGN 07-18-00 · EOA COMMISSIONERS Robert W. RuettJmann Patricia JJndra Donald G. Jolly · MarLaine Szurek Gary L. Peterson Jul ienne t4yckoff John Munter July 18, 2000 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, July 18, 2000, in the Parkview Villa Community Room B, 965 40th Avenue N.E., Columbia Heights, Minnesota. The EDA does not discriminate on the basis of disability in the admission or access to, or lxeatment or employment in, itsI services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities toI participate in all EDA services, programs, and activities. Auxiliary aids for handicapped persons are available upon requestI 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). I 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 June, 2000. 2) Financial Report and Payment of Bills. a. Financial Statement for June, 2000 b. Payment of Bills for June, 2000 MOTION: Move to approve Resolution 2000-09, Resolution of the Columbia Heights Economic Development Authority (EDA) approving the financial statement for June, 2000 and approving payment of bills for the month of June, 2000. REPORT OF THE MANAGEMENT COMPANY. A. Michelle Chalin, Parkview Villa Public Housing Administrator. .1) Amendment to Occupancy Policies MOTION: Move to amend the Occupancy Policy of Parkview Villa to reflect a relocation fee of $400. 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.) RECOGNITION, PROCLAMATIONS, PRESENTATIONS, GUESTS - None. PUBLIC HEARINGS - None. ITEMS FOR CONSIDERATION. A. Other Resolutions - None. B. Bid Considerations - None. C. Other Business. 1) Section #8 Report 10. MOTION: 2) MOTION: 3) MOTION: Move to receive the Section 8 report as written. Approval of Engagement from McGladrey & Pullen, LLP Move to approve the engagement letter fi.om McGladrey & Pullen, LLP for accounting services related to the EDA's Section #8 program and to authorize the President and Executive Director to execute same. Acquisition of Main Street Properties Move to authorization of and for 12. purposes of demolition of the existing structures and to remove a nonconforming and blighting influence on the community with funds to be appropriated fi.om ; and furthermore, to authorize the President and Executive Director to enter into an agreement for the same. ADMINISTRATIVE REPORTS. A. Report of the Deputy Executive Director. 1) 4216 Central Avenue 2) Update of HUD Form 50058 Family Reporting B. Report of the Executive Director. Co Committee/Other Reports. 1) Resident Council - Pat Jindra 2) 6 Month Report of Resident moves at Parkview Villa - Pat Jindra MEETINGS: A. The next Regular EDA meeting is scheduled for 6:30 p.m., Tuesday, August 15, 2000 in Community Room B at Parkview Villa. ADJOURNMENT. Walter R. Fehst, Executive Director 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, welfare, economic development and redevelopment. COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) REGULAR MEETING MINUTES OF JUNE 20, 2000 CALL TO ORDER - The Regular Meeting of the Columbia Heights Economic Development Authority (EDA) was called to order by President Ruettimann at 6:32 p.m., Tuesday, June 20, 2000, in the Parkview Villa Community Room B, 965 40~ Avenue NE, Columbia Heights, Minnesota. ROLL CALL Commission Members Present: Commission Members Absent: Staff Present: PLEDGE OF ALLEGIANCE Robert Ruettimaun, Patricia Jindra, Marlaine Szurek, Gary Peterson, Julienne Wyckoff, and John Hunter Don G. Jolly Ken Anderson, Deputy Executive Director Randy Schumacher, Community Development Assistant Michelle Chalin, Parkview Villa Public Housing Administrator Anita Kittock, Temporary Housing Administrator ADDITIONS/DELETIONS TO MEETING AGENDA CONSENT AGENDA A. Adopt the consent agenda items as listed below. 1) Approval of Minutes - regular meeting of May 16, 2000 Move to adopt the minutes of the May 16, 2000 regular meeting as presented in writing. 2) Financial Report and Payment of Bills for May, 2000. a. Financial Statement - May, 2000 b. Payment of Bills - May, 2000 Move to approve Resolution 2000-08, Resolution of the Columbia Heights Economic Development Authority (EDA) approving the ~inancial statements for May, 2000 and approving payment of bills for May, 2000. 3) Agreement for Financial Advisory Services. 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. MOTION by Gary L. Peterson, second by Pat Jindra, to adopt the consent agenda items as listed above. All ayes. MOTION CARRIED. REPORT OF THE MANAGEMENT COMPANY B. Michelle Chalin, Parkview Villa Public Housing Administrator. Ms. Chalin gave a update of the Elevator Modernization Project. An inspection of the smaller elevator is scheduled for.Wednesday, June 14, 2000. The large elevator is scheduled to be shut down on Wednesday, June 21, 2000. The elevator will be up and running in October sometime. The upgraded smaller, elevator will serve the residents until the large elevator is complete and comes back in service. Annual unit inspections for the South building occurred on 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. All of the units that did not pass inspection will again be inspected at a later date by the Fire Department. Ms. Chalin reported several internal moves have occurred. She is also trying to fill Unit #511 in addition to the three apartments that she has listed in the newspaper for rent, excluding the unit being used by Millar Elevator for their equipment. Four more vacant notices have been received. Currently, at Parkview Villa North they have 23 residents of Columbia Heights, and 24 non-residents occupying the units. The four-plex will have another opening in the next month or so. Ms. Chalin gave an update of the security issues. Leonard Olson of Sentry Communications submitted a proposal Economic Development Authority June 20, 2000 Page 2 for security cameras and other miscellaneous hardware of $2000 and a labor estimate of $4000. Brace Vogelsang of Trans Alarm will be submitting a proposal for the same items soon. She did receive a bid already of $400 to re- key the doors in the garage area. Ms. Chalin and her staff researched the actual cost of an internal move to be about $400. This cost would include painting, carpet cleaning, staff time, but does not include any major repairs to the unit. Currently, residents pay only $125 damage deposit. Ms. Chalin also reported on the Adam's Pest Control and Trugreen Lawn Care service at Parkview Villa and Tyler Street. She reported that Adam's Pest Control was out on 5-30-2000 and Trugreen Lawn Care was out on 5-16-2000 to do the maintenance contract requirements. She will be returning to Parkview Villa the week of Monday, July 17, 2000. The week of July 10~ she will be at seminar. Residents will have to page her for assistance for ttiat week. No staffwill be on-site that week. In discussion, Julienne Wyckoff reported that she has received many phone calls from residents that the geese are gone from the park outside of the Parkview Villa residents area park. Kevin Hansen, the Public Works Director said that they aren't trying to remove all of the geese at once, but, they will be moving a few at a time. CITIZENS FORUM TO ADDRESS EDA ON MATTERS NOT ON AGENDA-NONE. RECOGNITION, PROCLAMATIONS, PRESENTATIONS, GUESTS - None. PUBLIC HEARINGS - None. ITEMS FOR CONSIDERATION Other Resolutions - None. Bid Considerations. 1) Agreement for Lawn Maintenance and Snow Removal Services. Ken Anderson reported that staff is asking for the EDA Board and the City Council take action to approve a private contract agreement to provide the lawn maintenance and snow removal services for the City owned properties. In the past the EDA has used a company called Lawn Maintenance and Snow Removal, Inc. and was done on a pay as you go plan. The agreement identifies a fee of $28.50 per person-hour for services. If the EDA Board approves this agreement, the staff would then present this agreement to the City Council on Monday, June 26, 2000 for their approval. He provided a list of properties with the agreement. The City owns one of the properties and the EDA owns the balance. In discussion, President Ruettimann questioned if the staffhad gone out for bids for the Lawn Maintenance and Sntw Removal Agreement. Mr. Anderson reported that they had not. The City hall currently has a contract agreement set up for this work with-Lawn Maintenance and Snow Removal, Inc. There has been no problems with their performance. The Public Works department does not have enough manpower to provide services to the EDA for these properties. President Ruettimaun and Gary L. Peterson's understanding of the city policy is that we need to go out for bids. Gary L. Peterson responded that the City had awarded the contract for lawn maintenance to Lawn Maintenance and Snow Removal, Inc. based upon their equipment and performance. President Rueittmann would agree to this agreement if the City Council approves the agreement also. MOTION by Marlaine Szurek, seconded by John Hunter, 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. All Ayes. MOTION CARRIED. Mr. Peterson questioned if the City still owns the property at 4216 Central Avenue NE? Mr. Anderson stated that the City does still own the property. Mr. Nedegaard was going to purchase the property but, has recently withdrawn Economic Development Authority Minutes June 20, 2000 Page 3 on the purchase of the property. The EDA's agreement with Mr. Nedegaard expired in April of this year. It will be reviewed before next month. Mr. Peterson felt that because the City has held back on the sale of the Central Avenue location, that we should be reimbursed for the expenses for that land. Mr. Anderson and Randy Schnmacher will meet with Mr. Nedegaard to discuss the agreement. Eo Other Business 1) Status Report - Acquisition of Central Avenue Properties. Randy Schumacher gave a report to the EDA Board dealing with non-conforming/blighted structures along Central Avenue. Presently, two owners are interested in selling their property to the City. Mr. Schumacher has received estimated market values for the properties. Two policies must be sent to Anoka County prior to formal offers being submitted to the property owners. One is a one to one replacement plan and the other is a funding and acquisition of property. A historical review has also been completed. He expressed two concerns in the purchasing of these properties. One is the ability to negotiate a reasonable market value for the two properties; and 2) would be possible the relocation issues. In discussion, President Ruettimann asked if there were any renters at these locations? Mr. Schumacher stated that there are people occupying the units which means that the EDA would have to a limited relocation liability. If that would be the case, the EDA would not be interested in the property. John Hunter has worked with a couple of properties with relocation. He suggested that we see what the actual relocation fees would be. He worked with the NCDA to relocate a couple of units in the past, His experience was that there was a relocation fee based upon a percentage of the cost of the home. Randy Schnmacher responded that if the unit is vacant for 90 days, then there would be not relocation fees involved. We would have to be concerned with meeting the Federal Requirements of relocation for residential structures. In addressing the issue of the redevelopment sites and the HUD requirements for commercial development, Mr. Anderson stated two points of interest to the board; 1) He did not believe that we have to actual, hire people that are low to moderate income but, the employer has to keep records of jobs that have been offered, and the people that are hired qualify for the low to moderate income; and 2) We need to look at the reporting requirements before we go ahead with the acquisition, so that we know what strings are attached with the purchase. Mr. Anderson's understanding during the time he has worked for the City of Columbia Heights was that we are required to provide relocation fees but could put maximum limits on these costs. We need to f'md out what our maximum relocation fees would be before we go ahead with the purchase of the properties. Dan Wilson has worked with the City in the past for relocating residents in these particular type of property transactions. Pres. Ruettimann requested that our Attorney look over any potential purchase agreements before the EDA Board considers executing same. Randy Schumacher stated that we also need to do the Environmental assessment prior to acquisition. 2) Section 8 Report. Ken Anderson reported that we have 37 Vouchers, 9 Certificates issued for a total of 46 which is an increase of one from last month. This makes our utilization at 92%. Last month we were at 90%. By October of this year all participants will be using housing choice vouchers. The Certificates are being fazed out. Staff is in the process of submitting some forms to HUD. We have hired a retired individual from Metro HRA to help staff get the program ready for the transition. Over the Memorial weekend a family emergency came up which forced her to tender her resignation. This Friday, June 23, 2000, Kathy Kline from Metro I-IRA will be meeting with the Community Development Department to make an assessment of where the Section 8 program is at and what the EDA needs to do to get the program moved back to the Metro I-IRA. MOTION by Gary L. Peterson, Seconded by Marlaine Szurek to approve the Section 8 report as stated. All Ayes. MOTION CARRIED. Economic Development Authority June 20, 2000 Page 4 ADMINISTRATIVE REPORTS A. Report of the Deputy Executive Director Ken Anderson reported on the Transition Block Redevelopment staffhas had meetings with EDA financial advisor Springsted, and the developer, Real Estate Equities. They still do not have a purchase agreement signed by all of the property owners. In regards to NEI, we have received from their attorney authorizing the City to commence rezoning of the property from an R-2 District to an R-4 district. Mr. Anderson will be meeting with the City Attorney tomorrow to see if we are ready to go ahead with Council preliminary reviewal and approval of the PUD, as recommended by the Commission. Ken Anderson will be working with both Springsted and the developer over the next month to help formulate an agreement with the EDA Board. In discussion, President Ruettimann suggested that we do need to come to a conclusion. Mx. Anderson gave an update of the Transit Hub~ He met with Aaron Isaacs at the site on Monday and he said that they are about two weeks behind. The hub should be finished by the end of July. They would propose to reroute the bus that is currently stopping on Van Buren by the parking ramp over to the Transit Hub until mid-September when they do their route changes. So that by mid-September the Transit Hub will be in full service. City Planner- the City has made a offer for the new City Planner position. We will know by next week if he has excepted this offer and passed the drug testing and screening required for the position. Mr. Anderson then passed out a letter to Gary Peterson, Mayor that B. Report of the Executive Director. C. Committee/Other Reports. Pat Jindra reported that she met with the residents council. 1) The soi~are for Parkview Villa -what is the status of this program. The understanding is that if we don't get it entered, we will not be able to have our Public Housing Program at Parkview Villa. Randy Schumacher reported that the Nan Mc Kay software program is not installed. Currently, the Community Development Secretary has entered a total of 55 Family Reports and submitted them to HUD. All of the forms will be submitted to HUD by the end of the month. 2) Things are not getting done at Parkview Villa. Residents are moving to another apartment to get repairs done (clean carpet, paint, etc.). She asked if there was a limit in the resident agreement for how many times that they can move. Ken Anderson responded that he did not believe that there was anything in the agreement. A couple of residents reported that they have moved into their units and cleaned them their selves. The north side of the building units do not have carpets in them a resident reported. Pat Baker reported that approximately in 1995 there was a Laotian family that came in and painted the apartments and painted poorly. 3) The residents would like to see more maintenance people hired to maintain the complex. Pat Jindra met with Shirley Barnes, Crest View Corporation to see if more help could be hired. Ms. Barnes stated that she could not have the Bakers work overtime due to the funds available. One resident reported that a lot of the residents are moving to another apartment because of the smells to the backside of the building. Donna Hams stated that she lives on the first floor and she hears the noise of the tracks and garage tracks. Mci Collova, City Building Official was present and was asked if this is correct. Mel Collova reported that yes there is noise and garbage smells but there basically isn't anything that can be done about these problems except the use of enclosed garbage dumpsters. Pres. Ruettimann asked Mr. Collova to get with the Public Works Department to see when they inspect the alleyways behind Parkview Villa and report on it next month. Economic Development Authority June 20, 2000 Page 5 Pres. Ruettimann requested that Pat Jindra meet with Cheryl Bakken, Community Development Secretary to draft up some minutes for records on the meeting that Pat had with the residents of Parkview Villa. He also requested that Pat get a 6 month record of how many people moved, how many units were painted in the transition, and how many were incoming new renters. Pat Jindra will meet with the residents once a month and report any issues at the EDA Board meeting. In other discussion, Mr. Hunter reported that he had attended the Po)ice Picnic for the City residents with 132 people participating. Mr. Ruettimann reported that there were 2 apartment complexes for sale across from the Post office. The price for the units was $159,000 which was very reasonable. When he called the realtor she responded that she had already sold the units. He asked the realtor to call Ken Anderson whenever she would have any more units for sale, as the City would be interested in purchasing them. Mr. Anderson reported that he had not received a call from the realtor yet. MEETINGS The next EDA meeting is scheduled for 6:30 p.m., Tuesday, July 18, 2000 in Community Room B at Parkview Villa. ADJOURNMENT MOTION by Donald G. Jolly, seconded by Pat Jindra, to adjourn the meeting at 7:56 p.m. All ayes. MOTION CARRIED. Respectfully submitted, Cheryl Bakken Recording Secretary H:~EDAminutes\ mtg6-20-2000 COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: July 18, 2000 AGENDA SECTION: Consent Agenda ORIGINATING EXECUTWE NO: 4-A-2 DEPARTMENT: EDA DIRECTOR APPROVAL Financial Report and Payment of Bills BY: Ken Anderson ~/~ ' BY: ITEM: DATE: July 14, 2000 BACKGROUND: The bound Financial Report for June 1, 2000 Check Listing (green sheets), and draft Resolution 2000-09 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 January 1 through June 30, 2000. The Check History shows each fund with an expenditure history during the month of June, 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 2000-09, Resolution of the Columbia Heights Economic Development Authority (EDA) approving the Financial Statement for June, 2000 and Payment of Bills for the month of June, 2000. EDA ACTION: It?conscr~l' 7-18-20(}0tVinRcp.wpd EDA RBSOLUT~ON 2000-0__~9 RESOLUTION OF THE COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) APPROVING THE FINANCIAL STATEMENT FOR JUNE,2000 AND PAYMENT OF BILLS FOR THE MONTH OF JUNE, 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 June,2000 and the list of bills for the month of June,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 , 2000. MOTION BY: SECONDED BY: AYES: NAYS: Robert Ruettimann, President Attest by: Cheryl Bakken, Secretary H;\Rcsolutions~2000-09 Parkview Villa Housing Complex 965 N.E. 40th Avenue, Columbia Heights, MN 55421 JUL I 0 3gO0 · Fax (612) 782-0857 DATE: JULY 10, 2000 TO: KEN ANDERSON, DIRECTOR OF COMMUNITY DEVELOPMENT; EDA SHIRLEY BARNES, CHIEF EXECUTIVE OFFICER; CREST VIEW COMMISSIONERS; COLUMBIA HEIGHTS EDA BOARD OF DIRECT,O.~S; CREST vIEW FROM: MICHELLE CHALI~_~.PUBLIC HOUSING ADMINISTRATOR ANITA KOTTSICKT/A-CTING PUBLIC HOUSING ADMINISTRATOR RE: JUNE/JULY MANAGEMENT REPORT FOR PARKVlEW VILLA & 4607 TYLER PHYSICAL PLANT: Elevator modernization project - Work is progressing. The smaller elevator is up and running well. Reinspection for the South units that did not pass the original inspections are scheduled for Tuesday, July 25, 2000. 'For North building working with residents and community resources to help bring units into compliance. June 12, 2000: The circuit panel in unit #212 shorted out, causing power outage in that unit and all the units directly above (312,412, 512, 612, 712, 812, and 912). Power was restored to all units except #212 on that same day, June 12, 2000. On July 5, 2000, power was restored to #212. The occupant of unit #212 was not residing in the unit at the time and had previously given her notice to vacate the unit. The shortage was caused by the panel casing originally being installed too close to circuit breaker. An electrician checked the panels in the units above #212 and did not find this problem in the other panels. A smoke alarm malfunction occurred on Sunday, June 26, 2000. Maintenance Coordinator William Gault was able to fix the problem and no outside vendors were needed. On Tuesday, July 18, 2000, 4'607 Tyler is scheduled for HOME monitoring. During the monitoring a representative will review the occupants' files and inspect the units. Owned by the EDA of the City of Columbia Heights Managed by Crest View Management Services Equal Housing Opportunity Agency OCCUPANCY: NORTH BUILDING: APT # VACANCY 207 June 30 212 June 30 509 March 1 511 May 31 609 June 30 801 June 30 910 June 30 DATE NAME MOVE-IN DATE needs work; will work off wait list Jackie Rushenburg (internal move) Millar for elevator modernization project Dennis Ecklund July 7 needs work; will work off wait list needs work; will work off wait list Rae Stevens August I SOUTH BUILDING: APT# VACANCY DATE 315 May 31 414 June 30 423 May 31 NAME MOVE-IN DATE M & M Baribeau August 1 Dorothy Keller (internal move) Muriel Sykora July 1 4-PLEX: Unit #1 June 30 Agnes Amarvi July 15 Waiting list totals are as follows: Parkview Villa North 25 CH Residents 27 Non-residents 4607 Tyler 3 CH Residents 8 Non-residents Parkview Villa South 30 CH Residents 14 Non-residents MlSC: For informational purposes the Parkview Villa calendar is attached. No additional information has been received nor changes made regarding the security at Parkview Villa since the last EDA report in June. Caretaker Reuben Bush was granted a six - week Leave of Absence effective June 16, 2000. Public Housing Manager Michelle Chalin returned to Parkview Villa on Monday, July 10, 2000. Michelle has given her notice of resignation to Crest View Corporation and her last day of work will be July 28, 2000. Crest View has arranged for coverage at Parkview Villa and there should be no breaks in service. At the request of the EDA, the management of Parkview Villa are pleased to provide you with the following information: From January 1, 2000 through June 30, 2000 the following has occurred: Unit Turnovers: 4 plex - 2 North - 12 South - 8 Units painted: 4 plex - 2 North - 9 (two did not need modernization project) South - 8 painting and 1 is being used for elevator New Renters: 4 plex - 2 North - 9 South - 4 (:~ 0 ES,,, °~ COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: July 18, 2000 AGENDA SECTION: Parkview Villa ORIGINATING EXECUTIVE Management Report DEPARTMENT: EDA DIRECTOR NO: - APPROVAn ITEM: Amendment to Occupancy Policies BY: Ken Anderson ~ -BY: Michelle Chalin DATE: July 14, 2000 ISSUE STATEMENT: This is a request seeking EDA' Board approval of an amendment to the existing Occupancy Policy for Parkview Villa. BACKGROUND: Parkview Villa currently has an Occupancy Policy which specifies a fee for internal unit moves. The current fee is $125 and does not cover the actual cost of preparing the unit for occupancy. Parkview Villa staff have researched the cost of preparing a unit for occupancy and found it to be an average of $400. This cost includes painting the unit, cleaning the carpet, and staff time for any necessary repairs and cleaning. Curremly there are about 14 Parkview Villa residents on the list for a different unit. Parkview Villa staff recommends that the new fee of $400 be effective September 1 for all tenants, including those on the internal waiting list prior to September 1, 2000, unless the move has already been arranged. RECOMMENDATION: Staff is recommending EDA Board approval of amending the existing Occupancy Policy relocation fee fi.om $125 to $400 effective September 1, 2000. RECOMMENDED MOTION: Move to amend the Occupancy Policy of Parkview Villa to reflect a relocation fee of $400. EDA ACTION: [ COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: July 18, 2000 AGENDA SECTION: Bid Considerations ORIGINATING EXECUTIVE NO: 6-B-1 DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Approve Change Order Number 2 BY: Kenneth Anderson ~ ~'BY: DATE: Jul), 18, 2000 ISSUE STATEMENT: This is a request to seek approval of Change Order Number 2 which is to add a security feature to elevator #1 to control the door operation on the rear elevator door. BACKGROUND/ANALYSIS: We have attached a copy of the Change Order #2 for the Parkview Villa Elevator Modernization project. This change order will add a security feature to elevator #1 which is the large car. The security feature will control the door operation of the rear elevator door which opens to the Parkview Villa North Mechanical Room and Maintenance Coordinator office area. This security feature is necessary to prevent unauthorized entry and access to the Mechanical Room area by residents, visitors or anyone who may not have access authorized for the mechanical room. This change order will increase the approved contract amount by $750 for a revised total amount of $259,128. RECOMMENDATION: Staff recommends approval of Change Order Number 2 in the amount of $750. RECOMMENDED MOTION: Move to approve Change Order Number 2 for Millar Elevator Company in the amount of $750 with payment out of proper funds; and furthermore, to authorize the President and Executive Director to enter into an agreement for the same. Attachment EDA ACTION: H:\cnange Order #2-Millar Elevator I I CHANGE OWNER [] ORDER ^.CHITECT [] CONTRACTOR [] FIELD [] AIA DOCUMENT G701 OTHER [] PROJECT: Parkview Villa CHANGE ORDER NUMBER: 2 (r~ne, address) 965 40 th Ave. NE DATE: 7 / 17 / 2000 Columbia Heights, MN 55421 TO CONTRACTOR: ARCHITECT'S PROJECT NO: (name, address) Millar Elevator Service Co. CONTRACT DATE: 9/28/99 2200 University Ave. #110 St. Paul, MN 55114 CONTRACT FOR: ~levator Modernization TheContmct~changed ~ ~llows: Add security feature to elevator #1 on the rear elevator door.' to control the door operation Not valid until signed by the Owner, Amhitect and Contractor. The original (Contract Sum) (Guaranteed Maximum Price) was ........................ $ 23 3,4 2 8.0 0 Net change by previously authorized Change'~Drders ............................... $ 24,9 5 0.0 0 The (Contract Sum) (Guaranteed Maximum Price) prior to this Change Order was .......... $ 258,3 78.0 0 The (Contract Sum) (Guaranteed Maximum Price) will be (increased) (decreased) (unchanged) by this Change Order in the amount of ............................ $ 750.0 0 The new (Contract Sum) (Guaranteed Maximum Price) including this Change Order will be . . $ 2 5 9, 1 2 8.0 0 The Contract Time will be ,':__-__~_-_~_~!~ (~-ccrcacc2) (unclmnged) by The date of Substantial Completion as of the date of dais Change Order therefore is ( ) days. NOTE: This summary does not reflect changes in the Contract Sun], Contract Time or Guaranteed Maximum Price which have been authorized by Constructk)n Change Directive. ARCHITECT Addre&s Addr~ Address g~_ Da~]~ MN 55101 St. Paul. MN 55114 ~ d Columbia Heights, MN55421 CAUTION: You should sign an original AIA document which has this caution printed in red. An original assures that changes will not be obscured as may occur when documents are reproduced. ~ DOC~l'~' GT01 * CHANGE ORDER · 1987 EDITION * AIA® · ©1987 * THE AMERICAN INSTITUTE OF ARCHITECTS, 1735 NEW YORK AVE., N.W., WASHINGTON, D.C. 2(RR)6 WARNING: Unlicensed photocopying violates U.S. copyright law~ and is sutY/ect to legal prosecution. G701 -- 1987 COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: July 18, 2000 AGENDA SECTION: Other Business ORIGINATING EXECUTIVE NO: q--'-C -I DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Section 8 Report BY: Ken Anderson BY: DATE: Julyl4, 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 36 Vouchers and 9 Certificates for a total of 45 which is a decrease of one from last month. This decreases our utilization to 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. A retired individual was engaged as an independent contractor to assist with administration of this program and started on July 10, 2000. Staff has had continuing discussions with Metro HRA staff to discuss the transition of our program to the Metro HRA. It is currently anticipated that the last housing assistance payments to be made by the EDA/HRA will be for September 1, 2000 payments. After that time, file administration will be performed by Metro HRA staff. ANALYSIS: The number of port-outs for June, 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 decreased by three from last month. We currently administer a total of 68 portability Vouchers and Certificates. This number has consistently moved downward over the last two years. This breaks down into 51 Vouchers and 17 Certificates. These are participants that were originally issued their assistance fn 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 ACTION: I Section 8 Monthly Report Participants Leased-Up Effective JULY 1, 2000 Bedroom Size No. of Certificates No. of Vouchers Total 0 0 0 0 1 1 0 1 2 6 20 26 3 2 16 18 4 0 0 0 Total 9 36 45 Bedroom Size No. of Certificates No. of Vouchers Total 0 0 1 1 1 7 20 27 2 7 21 28 3 2 9 11 4 1 0 1 Admin. Fee ($39.76) $675.92 $2027.76 $2,703.68 otalAdm~niFees ~: : :$675~92 ~ $2027 76: $270368: Section 8 Monthly Report July 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 July 2000.wixl COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: July 18, 2000 AGENDA SECTION: ORIGINATING EXECUTIVE NO: 9-C-2 DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Approval of Engagement from McGladrey BY: Randy Schumac.~_ BY: and Pullen, LLP DATE: Julyl4, 2000 ~ BACKGROUND/ANALYSIS: The EDA staff has made the transfer of its Section #8 Program to the Metropolitan Council a priority goal for this year. Mr. Rothschild who has been administering this program for the EDA has submitted his resignation effective July 20; 2000. With limited part time staff and a need to serve the clients involved in this program, the Metropolitan Council has agreed to take over the program as of September 1, 2000. Therefore, all client files will be brought up to date and transferred to their offices and total administrative services will be surrendered from that period forward. Based on this schedule of transfer, the Finance Department has supported a request from staff to contract an accounting firm experienced in the area of Section #8, and to conduct a transfer balance report. The emphasis would be placed on payments received from HUD, Certificate and Voucher reimbursements, port in and out payments, as well as any outstanding administrative fees. ~""~ purpose of this report is our guarantee that all dollars owed out or due to the City will be acknowledged p,,or to the date of September 1, 2000. The firm of McGladrey and Pullen, LLP has been selected by staff because of its depth and experience in the area of Section #8 accounting. They presently serve in the capacity of C.P.A.'s for the St. Paul Public Housing Authority and Dakota County HRA, two of the largest Section #8 providers in the metro area. As noted in their draft proposal, all required analysis will be conducted for a fee not to exceed $15,000. They propose to issue their final report with their findings and recommendations by August 11, 2000. This schedule will meet the needs of our Section #8 transfer to Metro Council on September 1, 2000. RECOMMENDATION: Staff is recommending that the EDA Board approve the engagement letter from McGladrey & Pullen, LLP for the purpose of determining any financial liabilities or assets forthcoming to the City of Columbia Heights prior to transferring the Section #8 program to Metro Council. RECOMMENDED MOTION: Move to approve the engagement letter from McGladrey & Pullen, LLP for accounting services related to the EDA's Section #8 program and to authorize the President and Executive Director to execute same. EDA ACTION: H: \consent2000\Approval of Engagement-McGladrey&Pullen, LLP -"- COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY (EDA) Meeting of: July 18, 2000 AGENDA SECTION: Other Business ORIGINATING EXECUTIVE NO: 9-C-3 DEPARTMENT: EDA DIRECTOR APPROVAL ITEM: Acquisition of Main Street Properties BY: Kenneth AndersorbL~ DATE: July 14, 2000 [_-Bw ~ ISSUE STATEMENT: Request EDA discussion of possible acquisition or contributions of funds for two residential properties at 3855 Main Street and 3919 Main Street N.E. BACKGROUND/ANALYSIS: The City Council discussed the possible acquisition of the two referenced properties at a work session on Monday, July 10, 2000. The relevant property information has been attached to this letter. The City Council is in general agreement to acquire one of the two properties after discussion at the work session meeting. The City Council has requested that the EDA consider information related to these two properties to determine if it is feasible to acquire one or both of these properties. A funding source(s) need to be identified for purchase of the homes. The Building Official and City Manager presented information related to this request to the City Council. We have attached to this letter a sheet summarizing the revenues and estimated cash balances for Parkview Villa North, Parkview Villa South, and 4607 Tyler Street N.E. The City Manager has expressed a desire to consider using a portion of the cash balances to fund "" ,perty acquisition for the scattered site TIF district or other properties that we desire to acquire. We have mso attached for your information a copy of the draft Capital Improvement/Replacement Schedule for Parkview Villa North and Parkview Villa South. In considering the potential to spend down cash balances to fund these activities, it will be important to insure that an adequate fund balance is maintained for necessary maintenance and operating expenses in these facilities. RECOMMENDATION: Staff requests the EDA consider the potential contribution of funds for the acquisition of property at 3855 Main Street and/or 3919 Main Street N.E. ALTERNATE MOTION: Move to authorize the acquisition of and for purposes of demolition of the existing structures and to remove a nonconforming and blighting influence on the community with funds to be appropriated from ; and furthermore, to authorize the President and Executive Director to enter into an agreement for the same. Attachments EDA ACTION: H:\Consent2000\Acquisition of Properties on Central Ave. I 2000 Financial Statement Summary ~'~. Parkview Villa North thru 6/30/2000 Revenues (rent) Expenditures Difference (surplus) $126,395.57 $124,331.19 $ 2,064.38 Per Month Average $21,065.93 $20,721.87 $ 344.06 Parkview South thru 6/30/2000 Revenues (rent)- Expenditures Difference (surplus) $84,933.26 $59,445.40 $25,487.86 Per Month Average $14,155.54 $ 9,907.57 $ 4,247.97 4607 Tyler Street N.E. thru 6/30/2000 Revenues (rent) Expenditures Difference (surplus) Per Month Average $7,596.24 $1,266.04 $4,412.01 $ 735.34 $3,184.23 $ 530.70 II Summary of July 1, 2000 Monthly Rent Receipts (per Michelle Chalin) Parkview Villa North Parkview Villa South 4607 Tyler Street N.E. $23,235 $13,105 $ 1,691 Note: Rent receipts' are subject to change due to income changes, re- cei-tifications, vacancies, etc. III Cash Balances, June 30, 2000. (Est.) Parkview Villa North Parkview Villa South $148,213.90 $636,584.78 H:x2OOOFin.Statement Summary .^.o~^ c.ou.V co~ .u.,~ ^c~!o...o?.^~. ,.c~ 1201 89th Avenue NE Suite 345 Blaine, MN 55434 Phone 763-783-4747 FAX 763-783-4700 TTY 763-783-4724 E-mail: accap @ accap.org TO: FROM: DATE: KEN ANDERSON CATHEY WEIDM~ Director of Senior Programs SENIOR OUTREACH REPORT JULY 2000 Enclosed please find your community's SENIOR OUTREACH REPORT for the period of March through June 2000. These reports provide client data as well as statistics reflecting referrals made to different program/services. These referrals indicate the type of problems encountered by your residents. If you have any questions or comments regarding these reports, as well as any referrals for the Senior Outreach Worker, please feel free to contact me at 783-4741. always, thank you for your support of our program ! An Equal Opportunity Employer 'ANOKA C .OUNT.Y COMMUNITY ACTION PROGRAM, INC. 201 89th Avenue NE Suite 345 Blaine, MN 55434 · Phone 763-783-4747 · FAX 763-783-4700 ° TTY 763-783-4724 __ E-mail: accap@accap.org ~ COLUMBIA HEIGHTS SENIOR OUTREACH PROGRAM ~_ PERIOD: March through June 2000 ....~.... A u~ilee~n, Way FRON: g c~ Cathey Weidmann, Director of Senior Proqrams QN_-GQIN~G~/FOLLOW-UP VISITS'._~ 187 ~E~E~L_S _MA~__E/AGENCY CONTACT ON NEW CLIENT HOUSEHOLDS: (not duplicated) 140 Income Level *150% Poverty - Below: 114 Above: 12. *HUD Section 8 - Below: 125 Above: 1 *Unknown: 14 Size One: 120 Three: 2 Two: 17 Four+: 1 Female Head of Household: 113 Type of Dwellinq Private Home: 32 Mobile Home: 0 Senior Housing: 78 Apartment: 29 Other: 1 INDIVIDUALS IN HOUSEHOLDS: 164 Age Under 60: 60-64: 65-69: 24 70-74:23 7 75-79:26 16 80 + : 68 Sex Female: 135 Male: 29 Race Asian: 3 Black/African Amer: 1 Caucasian/White: ~59 Hispanic: 0 Native Amer: 0 Indian: 1 Disability Hearing: 4 Speech: 0 Emotional: 0 Orthopedic: 47 Mental: 1 Visual: 17 Other: 49 FOR OUTREACH C~Z~_:_S~_._H~_~ - # contacts ACCAP Crisis Program 1 ACCAP Furniture Warehouse 3 Lifeline 1 ACCAP Housing Rehab Program 2 Anoka County Emergency 1 Energy Assistance Program 51 Blanket of Hope 102 Link Up America 2 Food Stamps 8 Low Cost Clinic 2 Anoka County Income Maintenance 7 Anoka County Human Services'il Medical Assistance 14 Respite program 1 Public Health Nursing 29 NAPS 11 QMB/SLMB 21 Meals on Wheels 3 Senior Drug program ll Sr. Info Line 1 Anoka County Vulnerable Adult Unit 7 Are You Okay Program 3 Senior Center 7 Christmas Basket Distribution 7 City Offices 4 Salvation Army Crisis 6 Clothing Distribution 1 Police 6 CEAP Crisis Program 7 Sr Federation. 3 Congregate Dining 5 Sr. Companion 3- Directory Assistance. Exemption 2 Equipment Loan Programs 1 TRIAD Card 16 Fare for All Program 1 Transportation 13 Food Shelves 13 Social Security Admin 4 HandyWorks/Chore Services 35 TAP 27 Health Plan Information 1 U Care 1 Hospital 5 Utility Discount Programs 16 Housing Assistance 12 Courage Center 3 HRA 2 Hospice 3 Hearing Services 5 Indigent Drug Program 2 Hospice 3 Legal Services 2 Support Groups 2 State Services for the Blind 7 Vision Loss Resources 25 Library 1 Voter's registration 3 Alzheimer Assoc 3 Share a Home Program i Vet Admin 1 MS Association 1 Clinic/Physician 18 Building/Property Management 4 Other 30 GROUP CONTACTS: VOA 2,2, Golden Agers 2, Sr Center 2, Churches 2,2,2,2 Police 2 SACA 2,2 Sr. Building management 2 Knights of Columbus 2 NAPS manager 2 Salvation Army 2,2, Other 52 -'~ OUTSIDE SOURCE: Anoka County Human Services-3,A~noka County.Income Maintenance- 2,City Offices-l,Family Members-2, HandyWorks Coordinator-l,Neigb_bor of client-I, Public Health Nurses-4, Senior Companion-I, Senior Info Line-2, SACA-4, Hospital Social Worker-2, Friend of client-3, Pastor-I, Hennepin County Social Worker-1 An Equal Oppo~uni~ Employer RESIDENT COUNCIL MEETING JUNE 19, 2000 Marion Johnson called the meeting to order. Anita spoke on behalf of management. Residents voiced concern of garbage and the mess in the alley behind Parkview Villa. It's an eye sore plus fear of bad odor as weather gets wanner. They asked if the City could put a large trash container by the bus stop. Residents also were concerned as to when access panels would be replaced over exposed plumbing. Anita said Michelle would be covering Crest View for a month and then would return around July 17th. Residents were treated to root beer floats as a thank you for donating 122 quilts for needy kindergardeners at two schools in Minneapolis. Anita announced that satisfaction summaries were completed. The results will be given at the July Meeting. A neighborhood watch program will begin soon. In Ice Cream Social to be held July 26th for residents. Meeting adjourned. Respectfully submitted by: Pat Jindra H:~Eda minutes~Resident CouncigJune 19, 2000 RESIDENT COUNCIL MEETING JULY 10, 2000 Meeting called to order by President Marion Johnson. Management report by Anita Kittock. Neighborhood watch to be worked on. Anita also reminded residents of no smoking in common areas of the building. Elevator work is ongoing. Anita announced Michelle has resigned effective 7-20-2000. Anita will stay on with alternate schedule. Representatives from Metro Mobility Anoka Transit office reminded everyone to be certified for eligibility to use services. Certificates to be available through the office. Residents asked if benches could be purchased for outdoor use. Some benches are in need of repair. Members voted to check on prices and procurement. Michelle reported they are in 2001 Budget and that to purchase them in late summer, they would be able to get them at reduced cost. Approximately $130.00 instead of $200.00. Ice Cream Social to be July 26. Executive Council to advertise Bazaar with signs to be purchased and painted. I introduced myself and said I would represent the EDA and would be the liason as such. The meeting was well attended with 44 residents in attendance. Respectfully Submitted by: Pat Jindra H:\EDA minutes\Residents Council~July 10,2000 INTERNAL MOVES REPORT PARKVIEW VILLA 7-10-2000 I checked with Anita at Parkview Villa and found there have been 20 moves since January 1, 2000; twelve (12) in North building with nine (9) apartments repainted. Eight (8) in the South building with eight (8) repainted. There are 14 residents on the waiting list to move as soon as apartments become available. I stopped in the EDA office and asked Cher Bakken to see if she could go back approximately 4 years in the minutes, I believe we had put a limit to the number of times a resident could move internally. Also what costs would be incurred, possibly this should now be updated to cost of repainting and extra cleaning charges. Respectfully Submitted by: Pat Jindra H:\ Eda minutes\Resident CouncilhMove report