HomeMy WebLinkAboutOctober 21, 2003CITY OF COLUMBIA HEIGHTS
590 40th Avenue N.E.. Columbia Heights. MN 55421-3878 (763) 706-3600 TDD (763) 706-3692
Visit Otlr Website at: wwmci, cohtmbia-heights, mn. us
lIRA Commissioners:
Dennis Ecklund
Bobby Williams
Bruce Nawrocki
Tammera Ericson
Bruce Kelzenberg
Patricia Jindra
HOUSING & REDEVELOPMENT AUTHORITY
REGULAR MEETING
7:00 P.M., TUESDAY, OCTOBER 21, 2003
PARKVIEW VILLA, COMMUNITY ROOM B
965 40nm AVENUE, COLUMBIA HEIGHTS, MN
AGENDA
1. CALL TO ORDER/ROLL CALL
2. PLEDGE OF ALLEGIANCE
e
CONSENT AGENDA
A. Approval of Minutes.
1. The Meeting of August 20, 2003.
MOTION: Move to approve the regular meeting minutes of August 20, 2003 as presented
in writing.
4. REPORT OF MANAGEMENT COMPANY-Housing Administrator
CITIZEN FORUM .(At this time, citizens have an opportunity to discuss with the HRA
items not on the regular agenda. The citizen is requested to limit their comments to five
minutes. Please note, the public may address the HRA regarding specific agenda items at
the time the item is being discussed.)
t
ITEMS FOR CONSIDERATION
1. Adopt Resolution 2003-04, Adopting the Proposed 2004 Budget for Parkview Villa
North
MOTION: Move to waive the reading of Resolution 2003-04, there being an ample amount
of copies available to the public.
MOTION: Move to adopt HRA Resolution 2003-04, being a Resolution of the
Housing and Redevelopment Authority in and for the City of Columbia Heights,
adopting the 2004 Parkview Villa North Budget of $373,900 and recommending this to
the City Council for approval.
2. Adopt Resolution 2003-05, Adopting Proposed 2004 Budget for Parkview Villa
South
MOTION: Move to waive the reading of liRA Resolution 2003-05, there being an ample
amount of copies available to the public.
THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS Of DISABILITY IN EMPLOYMENT or THE PROVISION Of SERVICES
EQUAL OPPORTUNITY EMPLOYER
MOTION: Move to adopt Resolution 2003-05,' a Resolution of the Housing and
Redevelopment Authority in and for the City of Columbia Heights adopting the 2004 PVVS
Budget of $197,477 and recommending this budget to the City Council for approval.
3. Review Walker ElderCare Management Agreement
e
MOTION: Move to Approve the 3-year Management Services Agreement with Walker
ElderCare; and furthermore, to authorize the Chair and Executive Director to enter into an
agreement for the same.
Adopt Resolution 2003-06, Exploring the possibility of transferring the ownership of
Parkview Villa North and South to the Anoka County Housing and Redevelopment
Authority
MOTION: Move to waive the reading of Resolution 2003-06, there being an ample amount
of copies available to the public.
MOTION: Move to Adopt Resolution 2003-06, a Resolution authorizing staffto explore the
possibility of transferring the ownership, and all the responsibilities of ownership to the Anoka
County Housing and Redevelopment Authority, and report back to the Board at the first
meeting in January 2004.
5. Approve Snow Plowing Service for 2003/2004
MOTION: Move to Approve the Move to approve the contract for snow removal service
to cover the year 2003-2004, to MGS Professional Building Maintenance Services, Inc.;
and furthermore, to authorize the Chair and Executive Director to enter into an agreement
for the same.
6. Rent adjustments for Parkview Villa South
7. ADMINISTRATIVE REPORTS
8. ADJOURNMENT
Cheryl Bakken, Community Development Secretary
H:\HRA Agenda2003\
The HRA 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 HRA 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 HRA Secretary at 706-3670 to make arrangements
(TDD/706-3676 for deaf or hearing impaired only).
HOUSING & REDEVELOPMENT AUTHORITY (HRA)
REGULAR MEETING MINUTES
AUGUST 20, 2003
CALL TO ORDER/ROLL CALL
Chair, Ericson called the meeting to order at 6:36 p.m.
Present: Tammera Ericson, Bruce Kelzenberg, Bruce Nawrocki, Bobby Williams, Dennis
Ecklund Jr., Patricia Jindra
PLEDGE OF ALLEGIANCE
CONSENT AGENDA
Approval of Minutes
MOTION by Williams, second by Jindra, to approve the minutes of April 15, 2003, as presented
in writing. All ayes. Motion Carried.
REPORT OF MANAGEMENT COMPANY
William Jones stated LBP will be repairing five exhaust units on the north roof, the painting is
complete in the south building, the new furniture is in place in the main areas and he is going out
for bids to replace carpeting in the south building hallways. All four units are rented at Tyler,
six units in the North building have given notice, with only one left to rent out, and in the south
building there are two units that have given notice, with one left to fill the vacancy.
Shirley Barnes, CEO, Crest View Corporation stated, Jones will be leaving Parkview Villa for
another position with Crest View. Anita Kottsick will be the Parkview Villa Administrator,
providing 10 hours/week, and they will be hiring a full time assistant that will be trained in by
Kottsick.
CITIZEN FORUM
Resident, Lynn Myer of 4607 Tyler asked why residents weren't advised of the sale and the
meetings. Streetar stated the meetings and sale have been published in the Focus, the official
City Newspaper.
Resident, James Hayes indicated residents would like an open-air porch on the front of the
building where the benches are located.
Resident, Marge Buczynski, Unit 410, recommended to the board, in review of the management
bids, to please consider a new management company as she and other residents are tired of
begging to get repairs done. She has experienced water leaking over a four-month period in her
bedroom, talked to William twice, with no response until she finally called the Mayor's office. At
that point she got staff to respond to her request.
Priscilla Cross, Unit 303 stated communication between Jones and residents has caused tension
and conflicts at Parkview. She also asked the board to look at management that can
communicate better with residents.
Bill Cross, Unit 303, felt Jones was doing the best job he couM and ask the board to look into the
credentials and communication skills of the bidding companies administrative staff.
Housing & Redevelopment Authority Minutes
August 20, 2003
Page 2 of 6
PUBLIC HEARING
Sale of 4607 Tyler Street 4-Plex
Mark Nagel stated at the HRA meeting in April, the board authorized staff to prepare an
agreement with Minnesota Housing Resources Inc. for the sale of 4607 Tyler Street 4-plex for a
purchase price of $160, 000. If the board approves the Purchase Agreement, it will take
approximately 45 days to complete the transaction. Minnesota Housing Resources will keep the
rents at a reasonable rate as stated in the agreement.
Judy Shentla, a former resident of 4607 Tyler stated she was at the HRA meeting where it was
approved to raise rents of the current residents $30 per year and $600 for any future residents
and was concerned that the rents will not be affordable anymore.
Lynn Miner, a resident of 4607 Tyler was concerned with her rent under the new ownership.
Streetar and Crest View staff will meet with her to go over her situation.
Nawrocki stated he understood Mr. Engstrom has left the firm and wondered if there would be
any reason to question the management in his absence. Streetar stated there are two remaining
staff members; one that has been with the firm for approximately 14 years and the other has
extensive experience, therefore, he felt confident there would not be any problems.
Motion by Kelzenberg, second by Jindra, to close the Public Hearing. All ayes. Motion Carried.
Motion by Nawrocki, second by Ecklund, to table this item until staff can get a better
explanation of what the rents would be with the Minnesota Housing Resource Company.
Upon Vote: Ecklund- aye, Nawrocki- aye, Ericson- nay, Kelzenberg- nay, Williams- nay,
dindra- nay. Motion failed.
Motion by Kelzenberg, second by Jindra, to Approve the Sale of 4607 Tyler Street to Minnesota
Housing Resources, Inc. for $160,000 with stipulations outlined in the Purchase Agreement; and
furthermore, to authorize the Chair and Executive Director to enter into an agreement for the
same.
Upon Vote: Ecklund- aye, Nawrockt'- nay, Ericson- aye, Kelzenberg- aye, Williams- nay, Jindra-
aye. Motion Carried.
ITEMS FOR CONSIDERATION
Parkview Villa Management Bids
Ericson had each of the five companies introduce themselves and give a two-minute speech on
their company. Shannon Bogner, CommonBond stated they are Minnesota's largest non-profit
organization for public housing, manage a few high rises with a strong senior population in
Minneapolis and St. Paul, and have over 40properties in Minnesota.
Shirley Barnes, Crest View Corporation stated they have managed Parkview Villa for the City
for many years, Anita Kottsick will be coming back as administrator, they received a score 96 on
Housing & Redevelopment Authority Minutes
August 20, 2003
Page 3 of 6
the HUD score for management, Crest View has a real commitment to the community and can
therefore, provide services at a lower rate. Steven Schachtman, Steven Scott Company stated
they have been in business for 35 years, manage 5, 000 apartment units in the greater
Minneapolis area, have a staff of approximately 350 people, they bring stability, commitment,
and dedication, and are sensitive to the residents responses. Lisa Moe, Stuart Companies stated
they have been in business for 33 years, have about 5, 000 units between Minnesota, Wisconsin
and Omaha, have a mixed portfolio of properties, affordable housing, senior and market rate, in
home health care, are known for 24 hour maintenance services, and that their office is in
Bloomington. Denny 0 'Donneil, Walker ElderCare stated they have been in the business of
servicing seniors since 1945, have a variety of projects in the Twin Cities, including two in
Anoka County, one of which is the Section 202, low-income senior housing similar to Parkview
Villa, manage assisted living facilities, their first step in managing Parkview Villa would be to
send out a survey to all of the residents to see what kind of services they are interested in.
Nawrocki was not clear what the five companies bids actually covered and asked them to clarify
their costs for the first and second year of the agreement. Their response was as follows:
CommonBond at $184, 797 with staff cost of living increase next year; Crest View at $169,019
with staff cost of living and 10 cents per unit management increase each year; Walker ElderCare
at $168,500 with CPI increase each year; Steven Scott at $175, 000 with a decrease in future
years; and Stuart Management at $190,592 with staff cost of living each year after.
Nawrocla' stated he took it offense to the wording in the letter written by Mark Nagel, which
stated, "Although Crest View is the only company that actually has public housing management
and accounting experience, they all have competent staff that would work well with senior
citizens" and "Crest View is the only company with an on-site manager that is a certified Public
Housing Manager", and requested Nagel to define Public Housing. Nagel stated Public
Housing is a low-income housing program like we have in place at Parkview Villa North. Nagel
also explained that he was stating that Crest View was the only bidder that stated in they bid
packet their have an on-site Public Housing Manager, not that any of the other bidders weren't
qualified.
Ericson asked the representatives to state if they have on-site staffing that are certified Public
Housing Managers. CommonBond stated they have one manager certified in public housing and
public housing financial management certification and building maintenance certified, and have
three staff members that have public housing occupancy and public housing financial
certifications. Steven Scott stated they have a certified residential manager, certified occupancy
manager, and HUD certified managers, with no certified public housing staff Stuart
Management has staff with certified housing managers, financial occupancy and housing
certifications. Walker stated they do not have any staff certified in public housing, but have staff
certified in Section 202properties, and occupancy manager. Crest View stated Kottsick is
certified in occupancy and public housing.
Housing & Redevelopment Authority Minutes
August 20, 2003
Page 4 of 6
Ericson asked each boardmember for their thoughts on the management bids.
Williams-felt Crest View provides a good program.
dindra- felt it is time for change and was impressed with Walker and CommonBond.
Kelzenberg- felt a need for change and was leaning towards Walker.
Nawrocki-he is a volunteer member of an advisory board for CommonBond, that meets three
times a year, so he is familiar with CommonBond and also Walker's programs for
seniors and felt they were both very qualified to manage Parkview Villa. Crest View
has a strong background in the community but, was discouraged with the situation
over the last year or so.
Ecklund- felt very comfortable with CommonBond and V~alker and stated that Crest View could
possibly work if they made some changes to management.
Ericson-felt it is important to look over all the companies as a whole and be objective and has
great trust in Crest View with their participation in the community.
Ericson asked Mayor, Wyckoff for her thoughts. Wyckoff stated that Crest View has done a great
job in the past but, maybe it's time for a change.
Motion by Nawrocki, second by Kelzenberg, directing staff to prepare a draft 3-year
Management Services Contract for Parkview Villa North and South with Walker ElderCare
subject to approval by the HRA Board at a special meeting to be held prior to the regular HRA
meeting in October. Upon Vote: Ecklund- aye, Nawrocki- aye, Ericson- nay, Kelzenberg- aye,
Williams- nay, dindra- aye. Motion Carried.
Amended Motion by Williams, second by Ecklund, to direct staff to prepare a draft 3-year
Management Agreements with Crest View and Walker ElderCare subject to approval by the HRA
Board at a special meeting to be held prior to the regular HRA meeting in October. Upon Vote:
Ecklund- aye, Nawrocla'- nay, Ericson-aye, Kelzenberg-nay, V~lliams- aye, Jindra- nay. Motion
Failed.
Ericson called for a 5-minute recess.
Architectural Services A~reement
Nagel stated in the 15-year Capital Improvement Plan the apartment modernization for
Parkview Villa North was identified. The modernization funding will come from the 2003 Capital
Fund budget of $92,800, along with $24,200 of the remaining 2002 budget, which comes to a
total amount of $118, 000. An additional $13, O00 from both the 2002 and 2003 budgets was
allocated for architectural services on project phasing and specifications for the work to be done
to update each apartment. An RFQ was sent out from a list obtained by HUD of qualified
architects, with three firms responding: B WBR Architects, Blumentals/Architecture, Inc. and
Daniel K. Duffy Architects, Inc. All three companies bids meet the HRA 'S needs, but Blumentals
and Dully did not include reimbursement, which couM lead to going over the $13,000 budgeted
amount. Staff recommends approval of the bid from BWBR Architects.
Housing & Redevelopment Authority Minutes
August 20, 2003
Page 5 of 6
Williams asked if these fees are reimbursable and if so, will the project be done in time if the
HRA sells the building to Anoka County. Nagel stated, yes the funds would be reimbursable and
it would be done in time.
MOTION by Nawrocki, second by Williams, to Approve the Architectural Services Agreement
with B WBR Architects for the Parkview Villa North Apartment Modernization Project with the
amount not-to-exceed $13,000; and furthermore, to direct the Chair and Executive Director to
enter into an agreement for the same. All ayes. Motion Carried.
Parkview Villa North Elevator #2 Repair Proiect
Nagel stated, staff was notified by Schindler Elevator Corporation that Elevator #2 at Parkview
Villa North was in need of immediate repairs. Eagle Elevator confirmed the need for immediate
replacement. Staff obtained proposals from three contractors: Eagle Elevator, Schindler
Elevator, and ThyssenKrupp Elevator, which are all local vendors. Eagle Elevator was the low
bidder at $23, 700 and agrees to comply with HUD's Davis Bacon Wage Decision requirements.
By revising the 2002 Capital Fund Program remaining dollars the HRA couM pay for the
elevator repairs.
MOTION by Williams, second by Ecklund, to Approve the 2002 Capital Fund Program Budget
Revision and the contract for repairs with Eagle Elevator Corporation for an amount not to
exceed $23, 700for Elevator #2 repair at Parkview Villa North; and furthermore, to authorize
the Chair and Executive Director to enter into an agreement for the same. All ayes. Motion
Carried.
Resolution 2003-02 Amendine and Restatin~ the Bylaws
Streetar stated last month the EDA amended their Bylaws to start their meetings at 7:00p. m.
instead of 6:3O pm. Some of the HRA boardmembers also asked to change the HRA meetings to
correspond with the EDA 's schedule. Therefore, staff has prepared the amended Bylaws for
board review and adoption.
MOTION by Ericson, second by Williams, to waive the reading of Resolution 2003-02, there
being an ample amount of copies available to the public. All ayes. Motion Carried.
MOTION by Ericson, second by Williams, to Adopt Resolution 2003-02, a Resolution to Amend
and Restate the Bylaws of the Columbia Heights Housing & Redevelopment Authority. All ayes.
Motion Carried.
Nawrocki stated there are other corrections to be made to the Bylaws at this time also. Ericson
requested staff have the City's legal council review and prepare an amended version of the
Bylaws for the October meeting.
Housing & Redevelopment Authority Minutes
August 20, 2003
Page 6 of 6
Other Business
Reuben Baker, Caretaker for Parkview Villa asked, what will happen to Pat and his vacation
and sick time when a new management firm takes over. Streetar stated they should check with
Shirley Barnes at Crest View to see what their hiring contract states.
ADMINISTRATIVE REPORTS- None
ADJOURNMENT
Chair, Ericson adjourned the meeting at 9:05 p. m.
Respectfully submitted,
Cheryl Bakken
Recording Secretary
H:LHRAMinutes 2003\8-20-2003
LLm
II II
Parkview Villa Housing Complex
965 N.E. 40th Avenue, Columbia Heights, MN 55421
(763) 706-3800 Fax (763)788-3978
DATE:
October 13, 2003
TO:
Bob Streetar; Community Development Director
Shirley Barnes; Chief Executive Officer; Crest View Corporation
Commissioners; Columbia Heights HRA
Board of Directors; Crest View
FROM:
Karen Fantle, Housing Manager
September 2003 Management Report for Parkview Villa & 4607 Tyler
We have received one bid for carpet replacement; another is scheduled for 7:30 a.m. on Tuesday,
October 14.
One did not show last week and Bill is working on getting a 3rd bid in replacement of that. I would
suggest that if not all of the South building can be done at one time, that the 2nd floor hall be the first
one to be replaced. It is loose from the floor and is puffed up and presents a safety issue for the
residents
OCCUPANCY:
4607 Tyler
Apt #3
NORTH BUILDING
Apt #609 October 1, 2003
SOUTH BUILDING
Apt #315 October 3, 2003
Waiting list totals are as follows:
Parkview Villa North
25 CH Residents
35 Non-residents
Parkview Villa South
16 CH Resident
1 Non-resident
4607 Tyler
0 CH Residents
0 Non-residents
MISC:
For informational purposes the Parkview Villa calendar is attached.
Equal Housing Opportunity Agency
Owned by the City of Columbia Heights HRA
Managed by Crest View Management Services
EQUAL HOUIENO
OPPORTUNITY
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of October 21, 2003
AGENDA SECTION: Items for Consideration
NO: 1
ITEM: Adopt Resolution 2003-04, Adopting the
Proposed 2004 Budget for Parkview Villa North
ORIGINATING
DEPARTMENT: HRA
BY: Shirley Barnes
DATE: October 13, 2003
EXECUTIVE
DIRECTOR
APPROVAL
BY:
BACKGROUND: Parkview Villa North (PVVN) consists of 101 units of public housing, located at
965 40th Avenue Northeast. PVVN serves seniors and disabled persons. PVVN was constructed in
1975 with funds from the U.S. Department of Housing and Urban Development. Crest View
Corporation provides management services to PVVN.
Expenditures
The proposed 2004 budget for PVVN is $373,900. This represents a 3.7% increase, or $13,393, over
last year's budget of $360,507. There is a 4.5% ($7,275) increase in allocated interdepartmental labor
costs. In addition, a projected 10% increase in utility cost accounts for a $7,960 increase in expenses.
There is a 5.4% increase in management fee expense due to a 2% increase in salary costs and a
reallocation of the total management fee between PVVN and PVVS. The reallocation resulted in an
increase for PVVN and a decrease for PVVS. Supplies and services are estimated to increase 3% in
2004. There is no budgeted capital outlay for 2004, resulting in a $6,357 decrease from 2003
budgeted expenses.
Revenues
Total revenue is $383,500 and includes rents of $280,000, a Department of Housing and Urban
Development operating subsidy of $90,000, investment incomes of $5,000 and other miscellaneous
charges.
Capital Improvement Plan
We will continue to implement the capital improvement plan as previously developed.
RECOMMENDATION MOTION: Move to waive the reading of Resolution 2003-04, there being an
ample amount of copies available to the public.
RECOMMENDED MOTION: Move to adopt HRA Resolution 2003-04, being a Resolution of the
Housing and Redevelopment Authority in and for the City of Columbia Heights, adopting the 2004
Parkview Villa North Budget of $373,900 and recommending this to the City Council for approval.
HRA ACTION:
H:',l-IRAConsent2002X2004 PVV North Budget
HOUSING AND REDEVELOPMENT AUTHORITY
IN AND FOR COLUMBIA HEIGHTS
HRA RESOLUTION 2003-04
RESOLUTION OF THE HOUSING AND REDEVELOPMENT AUTHORITY ADOPTING
THE 2003 BUDGET FOR PARKVIEW VILLA NORTH.
BE IT RESOLVED By the Columbia Heights Housing and Redevelopment Authority (HRA) of
Columbia Heights, Minnesota as follows:
WHEREAS, Parkview Villa North (PVVN), a 101 units rental apartment building, was constructed
in 1975 for the purpose of providing affordable housing to seniors and disabled persons.
NOW, THEREFORE BE IT RESOLVED BY THE HRA FOR THE CITY OF
COLUMBIA HEIGHTS, MINNESOTA THAT:
1. The HRA adopts and recommends to the City Council for approval the 2004 PVVN budget of
$373,900.
The Executive Director is instructed to transmit a copy of this resolution to the City Manager and
Finance Director/City Clerk of the City of Columbia Heights, Minnesota.
APPROVED THIS__ DAY OF
MOTION BY:
SECONDED BY:
ROLL CALL: AYES:
NAY S:
Attest by:
,2003.
Walter R. Fehst, Executive Director Tammera Ericson, Chair
CITY Of COLUMBIA HEIGHTS, MINNESOTA
BUDGET 2004
Summary by Class
Functional Area of Parkview Villa North Budget 2004
Parkview Villa North
203-46330
Adopted Department
Actual Actual Budget Proposed
2001 2002 2003 2004
City Manager Adopted
P~posed Budget
2004 2004
Expenses
Personal Services
Supplies
Other Services and Charges
Capital Outlay
Contingencies & Transfers
Total Expenses
10,335 9,095 16,251 23,526 23,526
27,201 10,221 22,054 21,738 21,738
273,411 258,758 304,391 315,118 315,118
11,563 0 6,357 0 0
7,335 7,884 11,454 13,518 13,518
203 PARKVIEW VILLA NORTH
46330 PARKVIEW VILLA NORTH
Line Item De*cription
PERSONAL SERVICES
1000 ACCRUED SALARIES
1011 PART-TIME EMPLOYEES
1070 INTERDEPARTMENTAL LABOR SERV
1080 INTERDEPARTMENTAL LABOR CR
1210 P.E.R.A. CONTRIBUTION
1220 F.I.C.A CONTRIBUTION
1300 INSURANCE
1510 WORKERS COMP INSURANCE PREM
1700 ALLOCATED FRINGE
1800 INTERDEPARTMENTAL FRINGE CR
TOTALS: PERSONAL SERVICES
SUPPLIES
2000 OFFICE SUPPLIES
2010 MINOR EQUIPMENT
2011 COMPUTER EQUIPMENT
2020 COMPUTER SUPPLIES
2030 PRINTING & PRINTED FORMS
2070 TRAINING & INSTR SUPPLIES
2160 MAINT & CONSTRUCT MATERIALS
2161 CHEMICALS
2171 GENERAL SUPPLIES
2172 UNIFORMS
2175 FOOD SUPPLIES
TOTALS: SUPPLIES
OTHER SERVICES & CHARGES
3020 ARCHITECT/ENGINEER FEES
3040 LEGAL FEES
3041 ATTORNEY FEES-CIVIL PROCESS
3050 EXPERT & PROFESSIONAL SERV.
3060 MANAGEMENT SERVICES
3100 PROTECTIVE SERVICES
3105 TRAINING & EDUC ACTIVITIES
3210 TELEPHONE & TELEGRAPH
3220 POSTAGE
3250 OTHER COMMUNICATIONS
3310 LOCAL TRAVEL EXPENSE
3320 OUT OF TOWN TRAVEL EXPENSE
3500 LEGAL NOTICE PUBLISHING
3600 INSURANCE & BONDS
3810 ELECTRIC
3820 WATER
3830 GAS
3840 REFUSE
3850 SEWER
4000 REPAIR & MAINT. SERVICES
4030 EXTRAORDINARY MAINTENANCE
4100 RENTS & LEASES
4200 PROGRAM ACTIVITIES
4300 MISC~ CHARGES
4315 PILOT
4330 SUBSCRIPTION, MEMBERSHIP
4335 TENANT SERVICES
4349 INSURANCE DEDUCTIBLE
4374 EMPLOYEE RECOGNITION
4376 MISCELLANEOUS CIVIC AFFAIRS
4380 COMMISSION & BOARDS
4390 TAXES & LICENSES
4395 STATE SALES TAX
4500 ADMINISTRATIVE EXPENSES
4850 INTEREST ON DEPOSITS
TOTALS: OTHER SERVICES & CHARGE
CAPITAL OUTLAY
5120 BUILDING & IMPROVEMENT
5130 IMPROV OTHER THAN BUILDINGS
5170 OFFICE EQUIPMENT
5180 OTHER EQUIPMENT
TOTALS: CAPITAL OUTLAY
OTHER FINANCING USES
7100 OPER. TRANSFER OUT - LABOR
7431 TRANSFER OUT SPECIAL PROJECT
8110 VANDALISM
TOTALS: OTHER FINANCING USES
TOTALS: PARKVIEW VILLA NORTH
TOTALS: PARKVIEW VILLA NORTH
City of Columbia Heights
2004 Budget work sheet
City Manager Proposed
tActualI Actual I Adopted IDepartmentl Manager I Cou.cil
Expense I Expense I Budget I Proposed I Proposed I Adopted
2001 I 2002 I 2003 I 2004 I 2004 I 2004
6,890 6,081 10,888 15,692 15,692
3,445 3,014 5,363 7,834 7,834
10,335 9,095 16,251 23,526 23,526
263 203 650 602 602
843 1,423 3,000 3,000 3,000
15,613 250 250 250
400 400 400
100 100 100
50 50 50
2,287 1,888 6,000 6,164 6,164
7,936 6,649 11,219 10,674 10,674
50 50 50
258 58 335 448 448
27,201 10,221 22,054 21,738 21,738
196 670 670 670
8,475 1,602 1,366 1,322 1,322
104,390 104,009 110,160 116,150 118,150
250 250 250
2,135 1,879 3,000 3,105 3,105
331 332 261 299 299
358 222 500 500 500
50 50 50
150 150 150
154 46 250 250 250
15,700 24,024 31,232 29,022 29,022
31,688 29,854 35,700 39,270 39,270
7,113 7,177 8,000 8,400 8,400
32,087 24,721 39,900 43,890 43,890
2,829 2,832 2,875 3,000 3,000
5,337 5,363 5,500 5,500 5,500
35,728 29,495 33,647 36,000 36,000
3,500 100 100
100 100 100
100 100 100
500 100 100 100 100
19,247 22,092 19,565 19,565 19,565
188 132 250 250 250
250 350 350
1,000 1,000 1,000
385 126 375 375 375
726 773 690 400 400
5,317 3,869 4,500 4,500 4,500
527 109 450 450 450
273,412 258,758 304,391 315,118 315,118
1,760 690
9,803 5,667
11,563 6,357
7,335 7,884 11,454 13,518 13,518
7,335 7,884 11,454 13,518 13,518
329,845 285,959 360,507 373,900 373,900
329,845 285,959 360,507 373,900 373,900
GRAND TOTALS: 329,845 285,959 360,507 373,900 373,900
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of October 21, 2003
AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE
NO: 2 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Adopt Resolution 2003-05, Adopting BY: Shirley Barnes BY:
the Proposed 2004 Budget for Parkview Villa DATE: October 13, 2003
South
BACKGROUND: Parkview villa South (PVVS) is a 45-unit apartment building, located at 965 40th
Avenue Northeast. PVVS serves low-income seniors age 55 and older. PVVS was constructed in
1991. PVVS is owned by the Economic Development Authority and managed by Crest View
Corporation.
Expenditures
The proposed 2004 budget for PVVS is $197,477. This represents a 7.6% or $16,287 decrease over
last year's budget of $213,764. There is a 1.5% decrease ($2,305) in allocated interdepartmental labor
costs. Management services expense decreased $2,458 and is the net result of a 2% increase in salary
expense and a reallocation of costs between PVVS and PVVN. There are no budgeted capital items in
2004, resulting in a decreased cost of $15,183 when compared with budget year 2003.
Revenues
Gross revenues are $198,100 and include rents of $180,000, investment income of $6,000 and other
miscellaneous charges. It is important that we continue to look at the rent structure for PVVS.
RECOMMENDATION MOTION: Move to waive the reading of liRA Resolution 2003-05, there being
an ample amount of copies available to the public.
RECOMMENDED MOTION: Move to adopt Resolution 2003-05, a Resolution of the Housing and
Redevelopment Authority in and for the City of Columbia Heights adopting the 2004 PVVS Budget of
$197,477 and recommending this budget to the City Council for approval.
HRA ACTION:
H:~I-IRA Consent2003~2004 PW South Budget
HOUSING AND REDEVELOPMENT AUTHORITY
IN AND FOR COLUMBIA HEIGHTS
HRA RESOLUTION 2003-05
RESOLUTION OF THE HOUSING AND REDEVELOPMENT AUTHORITY
ADOPTING THE 2003 BUDGET FOR PARKVIEW VILLA SOUTH.
BE IT RESOLVED By the Columbia Heights Housing and Redevelopment Authority (HRA) of
Columbia Heights, Minnesota as follows:
WHEREAS, the City had constructed in 1991 Parkview Villa South (PVVS), a 45-unit rental
apartment building, for the purpose of providing housing for low-income seniors age 55 and older.
NOW, THEREFORE BE IT RESOLVED BY THE HRA FOR THE CITY OF
COLUMBIA HEIGHTS, MINNESOTA THAT:
1. The HRA adopts and recommends to the City Council for approval the 2004 PVVS budget of
$197,477.
The Executive Director is instructed to transmit a copy of this resolution to the City Manager and
Finance Director/City Clerk of the City of Columbia Heights, Minnesota.
APPROVED THIS
MOTION BY:
SECONDED BY:
ROLL CALL: AYES:
NAY S:
Attest by:
DAY OF ,2003.
Walter R. Fehst, Executive Director Tammera Ericson, Chair
Summary by Class
Parkview Villa South
213-46340
Expenses
Personal Services
Supplies
Other Services and Charges
Capital Outlay
Contingencies & Transfers
Total Expenses
CITY OF COLUMBIA HEIGHTS, MINNESOTA
BUDGET 2004
Functional Area of Parkview Villa South Budget 2004
Adopted Department City Manager Adopted
Actual Actual Budget Proposed Proposed Budget
2001 2002 2003 2004 2004 2004
2,768 6,263 12,388 10,083 10,083
15,479 6,359 9,328 10,822 10,822
146,353 141,363 168,275 169,608 169,608
4,894 9,089 15,183 0 0
703,670 5,914 8,590 6,964 6,964
i' '~ ":':.:'.' 8~'~i.i::i~i'. '.~ :::' ~8~88" ~, .. :~ ~3 .~64: ..~: i,!!': ' lg~i~ ~7:,: ".. ',~?:'?~9~:~477 .i~ ~iil :ii :,.: .;, :.=: ",'~:
213 PARKVIEW VILLA SOUTH
46340 PARKVIEW VILLA SOUTH
Line Item Description
City of Columbia Heights
2004 Budget work sheet
City Manager Proposed
t Actual I Actual Adopted IDepartment Manager Council
Expense I Expense I Budget Proposed Proposed Adopted
2001 I 2002 I 2003 2004 2004 2004
PERSONAL SERVICES
1000 ACCRUED SALARIES
1070 INTERDEPARTMENTAL LABOR SERV 1,845 4,192 8,300 6,725 6,725
1300 INSURANCE
1700 ALLOCATED FRINGE 923 2,070 4,088 3,358 3,358
TOTALS: PERSONAL SERVICES 2,768 6,263 12,388 10,083 10,083
SUPPLIES
200O OFFICE SUPPLIES 106 88 350 602 602
2010 MINOR EQUIPMENT 69 331 885 1,282 1,282
2011 COMPUTER EQUIPMENT 11,394 200 200 200
2020 COMPUTER SUPPLIES 200 200 200
2030 PRINTING & PRINTED FORMS 50 50 50
2070 TRAINING & INSTR SUPPLIES 25 25 25
2160 MAINT. & CONSTRUCT MATERIALS 394 3,072 3,200 3,036 3,036
2161 CHEMICALS
2171 GENERAL SUPPLIES 3,389 2,840 4,248 5,257 5,257
2172 UNIFORMS
2175 FOOD SUPPLIES 127 28 170 170 170
TOTALS: SUPPLIES 15,479 6,359 9,328 10,822 10,822
OTHER SERVICES & CHARGES
3041 A'I-rORNEY FEES-CIVIL PROCESS 45 330 330 330
3050 EXPERT & PROFESSIONAL SERV. 3,781 695 596 578 578
3060 MANAGEMENT SERVICES 52,103 51,913 54,028 51,570 51,570
3100 PROTECTIVE SERVICES
3105 TRAINING & EDUC ACTIVITIES 150 150 150
3210 TELEPHONE&TELEGRAPH 903 992 1,500 1,617 1,617
3220 POSTAGE 95 144 122 139 139
3250 OTHER COMMUNICATIONS 176 82 250 250 250
331o LOCAL TRAVEL EXPENSE 40 40 40
3320 OUT OF TOWN TRAVEL EXPENSE 100 100 100
3500 LEGAL NOTICE PUBLISHING 23 55 55 55
3600 INSURANCE & BONDS 7,850 11,833 15,383 12,930 12,930
3810 ELECTRIC 19,389 16,529 22,633 24,896 24,896
3820 WATER 3,516 3,535 3,969 4,047 4,047
3830 GAS 19,853 13,900 19,371 22,374 22,374
3840 REFUSE 341 861 1,410 1,410 1,410
3850 SEWER 2,638 2,642 2,908 2,965 2,965
4000 REPAIR & MAINT. SERVICES 16,438 19,229 14,700 24,060 24,060
4030 EXTRAORDINARY MAINTENANCE 10,500 3,000 3,000
4100 RENTS & LEASES 50 50 50
4200 PROGRAM ACTIVITIES 42 75 75 75
4300 MISC. CHARGES 58 50 50 50
4315 PILOT 13,706 14,757 14,595 14,595 14,595
4330 SUBSCRIPTION, MEMBERSHIP 37 37 125 125 125
4335 TENANT SERVICES 100 100 100
4374 EMPLOYEE RECOGNITION
4376 MISCELLANEOUS CIVIC AFFAIRS
4380 COMMISSION & BOARDS 182 65 200 200 200
4390 TAXES & LICENSES 1,387 1,410 1,395 500 500
4395 STATE SALES TAX 3,805 2,571 3,500 3,262 3,262
4500 ADMINISTRATIVE EXPENSES
4850 INTEREST ON DEPOSITS 66 90 140 140 140
TOTALS: OTHER SERVICES & CHARGI 146,353 141,364 168,275 169,608 169,608
CAPITAL OUTLAY
5120 BUILDING & IMPROVEMENT 12,000
5130 IMPROV. OTHER THAN BUILDINGS
5170 OFFICE EQUIPMENT 350
5180 OTHER EQUIPMENT 4,894 9,089 2,833
TOTALS: CAPITAL OUTLAY 4,894 9,089 15,183
OTHER FINANCING USES
7100 OPER. TRANSFER OUT - LABOR 3,670
7411 TRANSFER OUT TO PWS 700,000
8110 VANDALISM
TOTALS: OTHER FINANCING USES
TOTALS: PARKVIEW VILLA SOUTH
TOTALS: PARKVIEW VILLA SOUTH
5,914 8,590 6,964 6,964
GRAND TOTALS: 873,164 168,988 213,764 197,477 197,477
703,670 5,914 8,590 6,964 6,964
873,164 168,988 213,764 197,477 197,477
873,164 168,988 213,764 197,477 197,477
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HR.A)
Meeting of: October 21, 2003
AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE
NO: 3 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Walker ElderCare Management BY: Mark Nagel BY:
Agreement DATE: October 14, 2003
BACKGROUND: At the HRA's August 20, 2003 meeting the board passed a motion directing staff
to prepare a draft 3-year agreement for management services with Walker ElderCare for Parkview Villa
North and South, subject to approval by the HRA at a meeting in October. Staff has prepared the 3-
year draft agreement for board review.
The services provided are the same as in the existing management services agreement with Crest
View Corporation with the exception that Walker ElderCare will take over the operation of Capital
Fund Program. As Commissioners may recall, the HRA receives about $102,000 to implement the
15-year CIP approved for PVVN last summer. Currently, about 90% of those funds are scheduled to
spent on apartment modernization over the next 5 to 8 years.
The attached management services agreement is based on the current one with Crest View
Corporation and the HUD boiler plate, management services agreement. It should be noted that there
are still negotiations on-going on specific language, particularly as it relates to insuring the HRA has a
voice in selecting the next management team for PVVN/S. In addition to your comments, staff still
needs to obtain comments from the HUD Field Office, as well. Finally, the City Attorney's Office has
reviewed the proposed agreement and approved it as to form. Staff will be at the meeting to walk
through the agreement step-by-step.
Crest View Corporation
Cost 1st Year
$169,019
Cost Each Year After
Staff cost of living and 10 cents/unit management
increase each year.
Walker ElderCare
$168,500
CPI increases each year
RECOMMENDATION: Staff recommends the board approve the Management Services Agreement
with Walker ElderCare.
RECOMMENDED MOTION: Move to Approve the 3-year Management Services Agreement with
Walker ElderCare; and furthermore, to authorize the Chair and Executive Director to enter into an
agreement for the same.
HRA ACTION:
h: \Parkview Villa\Walker Agreement-Review
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
THIS AGREEMENT, ('~eeina~Dd to ~4~gre~ee ~), eTlve on the of
September, 2003, by and l~twe~th~l~er ~e ~rvHes, h'm. (hereinafter referred to as
/kContractor@), located at, l~n3-Y~ryallg.A~ou~apoli~ 55409 and the Columbia
Heights Economic Development Authority (hereinafter referred to as JkOwner@), located at 590
40th Avenue N.E., Columbia Heights, MN 55421;
WITNESSETH:
WHEREAS, Contractor has over a number of years acquired managerial skills for the provision
of administrative services in the fields of skilled nursing care and provision of housing for the
elderly; and
WHEREAS, Owner desires to employ Contractor for the purposes of providing management
and administrative services for Parkview Villa North and South located at 965 40th Avenue N.E.,
Columbia Heights, MN 55421 (hereinafter the 3.Project~);
NOW, THEREFORE, it is agreed as follows:
Undertaking. Owner hereby contracts for and Contractor hereby agrees to famish the
services provided for under the provisions of this Agreement.
B. Terms and Conditions.
1. Termination of Conditions.
Terms of Agreement. The term of this Agreement shall begin on the
effective date and continue in effect until unless terminated
earlier pursuant to Sections b. and/or c. below.
Termination of Agreement for Cause. If, through any cause, Contractor
shall fail to fulfill in timely and proper manner their obligations under this
Agreement, or if the Contractor shall violate any of the covenants,
agreements, or stipulations of this Agreement, the Owner shall thereupon
have the right to terminate this Agreement by giving 30 days written notice
to Contractor of such termination. In such event, all finished or unfinished
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
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documents, data, studies, and reports prepared by Contractor under this
A~t~ s~the opt~n of ~[~~e its property and
Cotracto]l[h~l~ntitle)gl~rece eil~st ancl~quitable compensation for
a II_ doc. tents'
Termination for Convenience of Owner. The Owner may terminate this
Agreement any time with 60 days notice in writing from the Owner to the
Contractor. If the Agreement is terminated by the Owner as provided
herein Contractor will be paid amount, which bears the same ratio to the
total compensation as services actually performed bear to the total services
of Contractor covered by the Agreement, less payments of compensation
previously made. Provided, however, that if less than 60% of the services
covered by this Agreement have been performed upon the effective date of
such termination, Contractor shall be reimbursed (in addition to the above
payment) for that portion of the actual out-of-pocket expenses (not
otherwise reimbursed under this Agreement) incurred by Contractor during
the Agreement period which are directly attributable to the uncompleted
portion of the services covered by the Agreement. If the Agreement is
terminated due to the fault of Contractor, Section B. Terms and
Conditions, 1. hereof, relative to termination shall apply.
Changes. The Owner may, from time to time, request changes in the scope of the
services of contractor to be performed hereunder. Such changes, including any
increase or decrease in the amount of Contractor compensation, shall be mutually
agreed upon by and between the Owner and Contractor and shall be incorporated
into this Agreement by written amendments to this Agreement.
Personnel.
ao
Contractor represents that it has, or will secure at its own expense, all
personnel required in performing the services under this Agreement. Such
personnel shall not be employees of nor have any contractual relationship
with the Owner.
All services required hereunder will be performed by Contractor or under
its supervision and all personnel engaged in the work shall be fully
qualified and shall be authorized or permitted under State and local law to
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
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perform such services.
No-l~h-~ingAence.~a en a~correctional institution
sat b~eje~.l~e ,11~ w,o~r, tl~ Algreen~t. All employees shall be
s~criallaal~o~. ~
Contractor shall abide by provisions in Appendices A (Contract Provisions
Required by federal Law or Owner Contract with the U.S. Department of Housing
and Urban Development) and B (Representations, Certifications, and Other
Statements of BiddersBPublic and Indian Housing Programs) attached to this
agreement.
Equal Employment Opportunity. During the performance of the Agreement
Contractor Agrees as follows:
Contractor will not discriminate against any employee or applicant for
employment. Contractor will take affirmative action to ensure that
applicants are employed, and that employees are treated, during
employment, without regard to their race, color, creed, religion, national
origin, sex, marital status, familiar status, status with regard to public
assistance, disability, handicap, sexual orientation, and age. Such action
shall include, but not be limited to, the following: employment,
upgrading, demotion, or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other form of compensation; and
selection for training, including apprenticeship. Contractor agrees to post
in conspicuous places, available to employees and applicants for
employment, notices to be provided by Owner setting forth the provisions
of this nondiscrimination clause. Contractor shall maintain an approved
affirmative action plan.
Contractor will, in all solicitations or advertisements for employees placed
by or on behalf of Contractor, state that all qualified applicants will receive
consideration for employment without regard to race, color, creed,
religion, national origin, sex, marital status, familial status, status with
regard to public assistance, disability, handicap, sexual orientation, and
age.
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
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10.
Co
Contractor will cause the foregoing provisions to be inserted in all
s~~ts'f,~-a~work ~l~vere~ ~,gl~nt so that such
prolision~[ill el.~l~ding~fl~ eac si~c0ntrttor, provided that the
for~oin.~o~s~ sha~ppllto ~:ont. ra.~s or subcontracts for
st aallhg.~orral~c ~ lie r~llr~r~ at eri ~
Discrimination Because of Certain Labor Matters. No person employed for the
work covered by this Agreement shall be discharged or in any way discriminated
against because he/she has filed any complaint or instituted or caused to be
instituted any proceeding or has testified or is about to testify in any proceeding
relating to the labor or other legal standards applicable hereunder to his/her
employer.
Compliance with Local Laws. Contractor shall comply with all applicable laws,
ordinances, and codes of the State and local governments, and shall commit no
trespass on any public or private property in performing any of the work embraced
by this Agreement.
Subcontracting. None of the services covered by this Agreement shall be
subcontracted without the prior written consent of the Owner. Contractor shall be
as fully responsible to the Owner for the acts and omissions of its subcontractors,
and of persons either directly or indirectly employed by them, as it if for the acts
and omissions of persons directly employed by Contractor. Contractor shall have
the right to subrogate and direct or indirect claims against any subcontractor.
Contractor shall insert in each subcontract appropriate provisions requiring
compliance with the labor standards provisions of the Agreement.
Assignabili _ty. Contractor shall not assign any interest in this Agreement and shall
not transfer any interest in the same (whether by assignment or novation) without
the prior written approval of the Owner. Provided, however, that claims for
money due or to become due Contractor from the Owner under this Agreement
may be assigned to a bank, trust company, or other financial institution, or to a
trustee in bankruptcy, without such approval. Notice of any such assignment or
transfer shall be furnished promptly to the legal public agency.
Interest of Members of Owner. No member of the government body of the
Owner, and no other officer, employee, or agent of the Owner who exercises any
functions or responsibilities in connection with the carrying out of the Project to
4
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
Co
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11.
which this contract pertains, shall have any personal interest, direct or indirect, in
the Agrec'r c'~'
Interest of ; c O . e governing body of the
locality in W ~" ~k~~ "anp°th.,e.r.lub. lic official of such
locality, u~'..-'~'~,,~t~-- .~?, ? ._~I~...re,~lonsibililill~.in the review or approval
of the carrying out of the Project to which this Agreement pertains, shall have any
personal interest, direct or indirect, in this Agreement.
12.
Interest of Certain Federal Officials. No member of or Delegate to the Congress
of the United States, and no Resident Commissioner, shall be admitted to any
share or part of the Agreement or to any benefit to arise therefrom.
13.
Interest of Contractor. Contractor covenants that it presently has no interest and
shall not acquire any interest, direct or indirect, in the above-described Project or
any parcels herein or any other interest, which would conflict in any manner or
degree with the performance of the services hereunder. Contractor further
covenants that in the performance of this Agreement no person having any such
interest shall be employed.
14.
Findings Confidential. All of the reports, information, data, etc., prepared or
assembled by Contractor under this Agreement are confidential and Contractor
agrees that they shall not be made available to any individual or organization
without prior written approval of Owner or upon a valid order of a court of
applicable jurisdiction.
Fees. Contractor shall be paid by Owner $14,091.75 per month at Parkview Villa North
and South, plus other costs as defined in Part E of this Agreement. The monthly fees are
increased each second and third year of the contract based on Twin Cities Market area
CPI.
Services to be Provided by Contractor.
Provide financial and other reports and records on a monthly basis or in
accordance with Owner requirements.
Perform administrative and management services as described in the Management
Plan.
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
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10.
Provide referral services for those needing assistance in daily living activities.
Contractcnlol~pt~l,'ag~opnat~i~ite s~f[~i~l~ mn the business.
Contractorlhall l~le, ~v~ld proJ~'~ any I~red b~efits, including Workers
Compensalan in, l~ra~e'~vera~ otl~r bt:nefit~ts deemed desirable by
Contract~d~ill~ff, a~dir~pervisa~he staff. Contractor will
file any necessary payroll reports, etc. in regard to the staff serving on the
Parkview Villa site. Site staff salaries and benefits are included in the
management fee.
Provide support to Parkview Villa staffin an emergency, subject to
reimbursement by Owner.
Perform total management of day-to-day operations, including admission work,
discharge management, and maintaining current waiting lists.
Comply with rules and regulations established by HUD and other appropriate
government agencies in the management of Parkview Villa.
Negotiate (secure proposals in accordance with Owner Procurement Policy) and
execute on behalf of the Owner and Parkview Villa any contracts for services,
materials and supplies, which are included in the Operating Budgets for Parkview
Villa North and South. Contractor shall negotiate (secure proposals in accordance
with Owner Procurement Policy) and provide the Owner Executive Director a
proposal summary and copies of proposals received on any work, materials or
supplies not included in the operating budgets. The Executive Director, Deputy
Executive Director, and/or President will sign the necessary contract or purchase
order to purchase the item(s) or secure the service. All purchases and contracts
shall be in the name of the Columbia Heights Housing and Redevelopment
Authority and/or the Parkview Villa Housing Complex.
Provide all normal public housing related management functions, including yearly
inspection of all units, annual income reviews, maintenance of waiting lists in
accordance with the Owner Occupancy Policies for the Project, admissions
evictions, and any housing management related functions.
Prepare a monthly report on the management of the Project for the Owner=s
Executive Director and Board of Commissioners. The Public Housing Manager
shall attend Owner meetings at least once per month and at other times as
6
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
11.
necessary to provide information to Owners on Project activities andto secure
Insure thatlae _P!~lic I[0~ng lX~r atlndlthe m~thly Resident Council
meeting. ~lic, Jlous~a~~work ~ the Resident Council of
Parkview Villa as necessary for the efficient and amicable operations of the
facility.
12.
Maintain records on-site and off-site in accordance with Federal Department of
Housing and Urban Development, State of Minnesota, and Owner records
maintenance/disposition requirements.
Responsibility for Costs.
With respect to expenses to be bom by Owner, Contractor shall not commit any
expenses which have not received prior written approval by the Owner. The
annual operating budget, approved by the Owner, shall satisfy the prior written
approval requirement.
Contractor will be authorized to contract for services/supplies as necessary for the
management/maintenance of the Project for approved budgeted items. Invoices
and billings received for such services/supplies are to be approved as appropriate
by Contractor and coded with account coding as required by the Owner so that the
Owner can maintain proper accounting records for the Project. Approved
billings/invoices for services/materials for the maintenance/office expenses will
be paid by the Owner in accordance with established Owner policies for mileage
reimbursement and other miscellaneous purposes.
o
Contractor shall be reimbursed by the Owner for the compensation of all
employees retained by Contractor for the provision of services at Parkview Villa,
in accordance with Section D above, including related fringe benefits, payroll tax
and other payroll related costs. For those employees who are Maintenance or
Caretakers, they will be compensated at a rate as approved and meeting HUD
guidelines. The amount is subject to change by HUD.
Notwithstanding the limitations imposed by subparagraph E. 1., Contractor may,
on behalf of the Owner, without prior consent (provided good faith efforts as
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
reasonable under the circumstances to obtain consent) expend any amount, or
incur a c~~n in a.~amo~~al with emergency
conditions l~hmhl[a~e a d/~er to l~r prol~rty or may threaten the
safety of tl~I occ]~m~ o .~e b!~l~an~cl~thar apptltenances comprising the
Project, ~eal~-th~ns~~ necessllay service to the Project.
o
Contractor shall not be responsible for an additional costs related to any errors in
the approved operating budgets that are in effect when the contract commences.
Financial Considerations.
Contractor shall collect and provide receipts for all rents and other charges due to
the Owner for operation of the Project and all rentals or payments from
concessionaires, if any, provided that Contractor shall have no responsibility for
collection of delinquent rents or other charges except for sending notices of
delinquency and advising the Owner thereof.
Contractor shall provide the Owner at 590 40th Avenue N.E. copies of records of
all receipts and deposits to the Owner bank accounts for the Project. Contractor
shall provide such records of receipts and any expenditures made from the Project
Petty Cash Account (if in need of replenishment) on or before the first day of each
month.
o
Contractor, in coordination with the Owner Executive Director, shall prepare and
submit to the Owner on or before June 1 of each year on in accordance with such
other date set by the Owner, recommended budgets and rent adjustments for the
Project (one budget for the Parkview Villa South and one budget for Parkview
Villa North). The proposed budgets shall reflect anticipated receipts and
expenditures for the next fiscal year (the Owner fiscal Year starts on January 1).
Also to be included in the budget are extraordinary maintenance,
betterment/additions, and replacement of equipment.
Contractor shall review and recommend to the Owner necessary staffing
requirements to perform its duties as listed herein. Contractor shall be directly
responsible for training, directing, and supervising the staff. Owner will assist the
Contractor in filling any personnel vacancies.
8
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
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With the aid of appropriate staff/committees from Owner, Contractor will open
and main~c~',~ts and~[!nde~ra~~d supporting
documentalon li'lla t~ time~l~que~y Owler. Records and accounts
will be ma~ta~anc/~i~.HU~ re~luirer~nts and Contractor will
prepare o~n tl~l~t~re~ olJll.~rts nec.~kary to comply with HUD
reporting requests.
Records and Reports. Contractor will prepare monthly operating reports and such other
additional reports as are from time to time deemed necessary by Owner to keep fully
advised of services being performed by Contractor.
Indemnity. Except for losses incurred as the result of gross negligence or intentional
misconduct of its employees, or agents, Owner shall indemnify Contractor for, and hold
Contractor harmless from, any and all losses, demands, damages (whether general,
punitive, or otherwise), liabilities, claims, causes of action (whether legal, equitable or
administrative), judgments, penalties awards settlements and court costs and legal or
other expenses which Contractor suffers or incurs as a direct or indirect consequence of
Contractor providing management, maintenance, and administrative services pursuant to
this Agreement. Owner shall provide all insurance coverage satisfactory to Contractor,
naming as insureds Contractor, its officers, directors and employees, as well as the
Owner, its officers, directors and employees. Owner shall pay the cost of said insurance,
as well as any other expenses related thereto.
Limitations on Contractor's Responsibilities.
Contractor shall have no authority to make any structural changes in the Project or
to make any other major alterations or additions in or to any building or
equipment therein, except such emergency repairs as may be required because of
danger to life or property or repairs which are immediately necessary for the
preservation and safety of the building or the safety of the occupants, or are
required to avoid the suspension of any necessary service to the Project. It is
understood and agreed that Contractor is not authorized or required to handle
major construction or fire restoration. The owner may employ contractor to plan,
take bids, contract for and supervise major projects. Prior to commencing such
projects, however, the parties shall agree in writing on the terms and fees to be
paid to Contractor for such additional services. Nothing herein contained shall be
construed to relieve contractor of its duties in connection with the repair,
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
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maintenance and replacement of components of the Project which are ordinary,
necess~ch~,V,~lfUrfing~ems r~a~~ The cost of such repair,
maintenant and]lPl el~li~ht are~d~[e pail~the Olner. Advance Owner
appro~~qtlr~n ex~d~resln al:cord~lce with the Owner official
procure~y,.alluap~ichl~ ~ fumisllld to Contractor.
Except with respect to the conduct and execution of its duties as set forth herein,
Contractor shall have no further responsibility for Owner=s compliance with the
requirements of any ordinances, laws, rules or regulations (including those
relating to the disposal of solid, liquid and gaseous wastes) of the city, county,
state or Federal government, or any public authority or official thereof having
jurisdiction over the Owner or to the Project, except to promptly notify the Owner,
and to promptly forward to the Owner any complaints, wamings, notices or
summons received by it relating to such matters. The Owner agrees to indemnify
and hold Contractor harmless and its officers, directors, its representatives,
servants and employees from all loss, costs, expense and liability whatsoever
which may be imposed upon them or any of them by reason of the presence of, or
any future, violations or alleged violations of such laws, ordinances, rules or
regulations except for such as may arise out of the acts or omissions of Contractor
or those independent contractors operating under Contractor=s supervision.
Successors and Assigns. This Agreement shall inure to the benefit of and be binding
upon the respective parties, including without limitation any corporation into which either
may be consolidated or merged, subject to the provisions of Section B of this Agreement.
This Agreement is otherwise not assignable without the prior written consent of the
respective parties, which consent will not be unseasonably withheld.
Applicable Law. This Agreement shall be governed by the laws of the State of
Minnesota.
Amendment. This Agreement may not be amended orally, but only in writing signed by
the parties hereto.
10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
Walker ElderCare Services, Inc. Columbia Heights Economic
DRAFTthor ty
By By
Lyrm M. Starkovich
Tammera Ericson
Its Chief Executive Officer
Its Chair
Date
Date
APPROVED:
U.S. DEPARTMENT OF HOUSING
AND URBAN DEVELOPMENT
By
By
Its
Date
Walter R. Fehst
Executive Director
Title
Date
F:\USERS\MarciaL~WEC\Col Hts Mgmt & Maint Svcs Agrmt 9-03.wpd
11
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
Representations, Certifications,
and Other Statements of Bidders
Public and Indian Housing Programs
Previous edition is obsolete form H U D-5369-A (11/92)
Representations, Certifications,
and Other Statements of Bidders
Public and Indian Housing Programs
Table of Contents
Clause Page
1. Certificate of Independent Price Determination 1
2. Contingent Fee Representation and Agreement 1
3. Certification and Disclosure Regarding Payments
to Influence Certain Federal Transactions 1
4. Organizational Conflicts of Interest Certification 2
5. Bidder's Certification of Eligibility 2
6. Minimum Bid Acceptance Period 2
7. Small, Minority, Women-Owned Business Concern
Representation 2
8. Indian-Owned Economic Enterprise and Indian
Organization Representation 2
9. Certification of Eligibility Under the Davis-Bacon Act 3
10. Certification of Nonsegregated Facilities 3
11. Clean Air and Water Certification 3
12. Previous Participation Certificate 3
13. Bidder's Signature 3
1. Certificate of Independent Price Determination
(a) The bidder certifies that°-
(1) The prices in this bid have been arrived at independently,
without, for the purpose of restricting competition, any consultation,
communication, or agreement with any other bidder or competitor
relating to (i) those prices, (ii) the intention to submit a bid, or (iii) the
methods or factors used to calculate the prices offered;
(2) The prices in this bid have not been and will not be
knowingly disclosed by the bidder, directly or indirectly, to any other
bidder or competitor before bid opening (in the case of a sealed bid
solicitation) or contract award (in the case of a competitive proposal
solicitation) unless otherwise required by law; and
(3) No attempt has been made or will be made by the bidder to
induce any other concern to submit or not to submit a bid for the
purpose of restricting competition.
(b) Each signature on the bid is considered to be a certification by
the signatory that the signatory-
(1) Is the person in the bidder's organization responsible for
determining the prices being offered in this bid or proposal, and that
the signatory has not participated and will not participate in any
action contrary to subparagraphs (a)(I) through (a)(3) above; or
(2) (i) Has been authorized, in writing, to act as agent for the
following principals in certifying that those principals have not
participated, and will not participate in any action contrary to
subparagraphs (a)(I) through (a)(3) above.
[insert
full name of person(s) in the bidder's organization responsible for
determining the prices offered in this bid or proposal, and the title of
his or her position in the bidder's organization];
(ii) As an authorized agent, does certify that the principals
named in subdivision (b)(2)(i) above have not participated, and will
not participate, in any action contrary to subparagraphs (a)(1)
through (a)(3) above; and
(iii) As an agent, has not personally participated, and will
not participate in any action contrary to subparagraphs (a)(1)
through (a)(3) above.
(c) If the bidder deletes or modifies subparagraph (a)2 above, the
bidder must furnish with its bid a signed statement setting forth in
detail the circumstances of the disclosure.
[ ] [Contracting Officer check if following paragraph is applicable]
(d) Non-collusive affidavit. (applicable to contracts for construction
and equipment exceeding $50,000)
(1) Each bidder shall execute, in the form provided by the PHN
IHA, an affidavit to the effect that he/she has not colluded with any
other person, firm or corporation in regard to any bid submitted in
response to this solicitation. If the successful bidder did not submit
the affidavit with his/her bid, he/she must submit it within three (3)
working days of bid opening. Failure to submit the affidavit by that
date may render the bid nonresponsive. No contract award will be
made without a properly executed affidavit.
(2) A fully executed "Non-collusive Affidavit" [ ] is, [ ] is not
included with the bid.
2. Contingent Fee Representation and Agreement
(a) Definitions. As used in this provision:
"Bona fide employee" means a person, employed by a bidder
and subject to the bidder's supervision and control as to time, place,
and manner of performance, who neither exerts, nor proposes to
exert improper influence to solicit or obtain contracts nor holds out
as being able to obtain any contract(s) through improper influence.
"Improper influence" means any influence that induces or tends
to induce a PHA/IHA employee or officer to give consideration or to
act regarding a PHNIHA contract on any basis other than the merits
of the matter.
(b) The bidder represents and certifies as part of its bid that, except
for full-time bona fide employees working solely for the bidder, the
bidder:
(1) [ ] has, [ ] has not employed or retained any person or
company to solicit or obtain this contract; and
(2) [ ] has, [ ] has not paid or agreed to pay to any person or
company employed or retained to solicit or obtain this contract any
commission, percentage, brokerage, or other fee contingent upon or
resulting from the award of this contract.
(c) If the answer to either (a)(1) or (a)(2) above is affirmative, the
bidder shall make an immediate and full written disclosure to the
PHNIHA Contracting Officer.
(d) Any misrepresentation by the bidder shall give the PHNIHA the
right to (1) terminate the contract; (2) at its discretion, deduct from
contract payments the amount of any commission, percentage,
brokerage, or other contingent fee; or (3) take other remedy
pursuant to the contract.
3. Certification and Disclosure Regarding Payments to
Influence Certain Federal Transactions (applicable to
contracts exceeding $100,000)
(a) The definitions and prohibitions contained in Section 1352 of
title 31, United States Code, are hereby incorporated by reference
in paragraph (b) of this certification.
Previous edition is obsolete Page1 of 3 form HUD-5369-A (11/92)
(b) The bidder, by signing its bid, hereby certifies to the best of his
or her knowledge and belief as of December 23, 1989 that:
(1) No Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an officer
or employee of Congress, or an employee of a Member of Congress
on his or her behalf in connection with the awarding of a contract
resulting from this solicitation;
(2) If any funds other than Federal appropriated funds (includ-
lng profit or fee received under a covered Federal transaction) have
been paid, or will be paid, to any person for influencing or attempting
to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a
Member of Congress on his or her behalf in connection with this
solicitation, the bidder shall complete and submit, with its bid, OMB
standard form LLL, "Disclosure of Lobbying Activities;" and
(3) He or she will include the language of this certification in all
subcontracts at any tier and require that all recipients of subcontract
awards in excess of $100,000 shall certify and disclose accordingly.
(c) Submission of this certification and disclosure is a prerequisite
for making or entering into this contract imposed by section 1352,
title 31, United States Code. Any person who makes an expenditure
prohibited under this provision or who fails to file or amend the
disclosure form to be filed or amended by this provision, shall be
subject to a civil penalty of not less than $10,000, and not more than
$100,000, for each such failure.
(d) Indian tribes (except those chartered by States) and Indian
organizations as defined in section 4 of the Indian Self-Determina-
tion and Education Assistance Act (25 U.S.C. 450B) are exempt
from the requirements of this provision.
4. Organizational Conflicts of Interest Certification
The bidder certifies that to the best of its knowledge and belief and
except as otherwise disclosed, he or she does not have any
organizational conflict of interest which is defined as a situation in
which the nature of work to be performed under this proposed
contract and the bidder's organizational, financial, contractual, or
other interests may, without some restriction on future activities:
(a) Result in an unfair competitive advantage to the bidder; or,
(b) Impair the bidder's objectivity in performing the contract work.
[ ] In the absence of any actual or apparent conflict, I hereby certify
that to the best of my knowledge and belief, no actual or apparent
conflict of interest exists with regard to my possible performance of
this procurement.
5. Bidder's Certification of Eligibility
(a) By the submission of this bid, the bidder certifies that to the best
of its knowledge and belief, neither it, nor any person or firm which
has an interest in the bidder's firm, nor any of the bidder's subcon-
tractors, is ineligible to:
(1) Be awarded contracts by any agency of the United States
Government, HUD, or the State in which this contract is to be
performed; or,
(2) Participate in HUD programs pursuant to 24 CFR Part 24.
(b) The certification in paragraph (a) above is a material represen-
tation of fact upon which reliance was placed when making award.
If it is later determined that the bidder knowingly rendered an
erroneous certification, the contract may be terminated for default,
and the bidder may be debarred or suspended from participation in
HUD programs and other Federal contract programs.
6. Minimum Bid Acceptance Period
(a) "Acceptance period," as used in this provision, means the
number of calendar days available to the PHA/IHA for awarding a
contract from the date specified in this solicitation for receipt of bids.
(b) This provision supersedes any language pertaining to the
acceptance period that may appear elsewhere in this solicitation.
(c) The PHA/IHA requires a minimum acceptance period of
[Contracting Officer insert time period] calendar days.
(d) In the space provided immediately below, bidders may specify
a longer acceptance period than the PHA's/IHA's minimum require-
ment. The bidder allows the following acceptance period:
calendar days.
(e) A bid allowing less than the PHA's/IHA's minimum acceptance
period will be rejected.
(f) The bidder agrees to execute all that it has undertaken to do, in
compliance with its bid, if that bid is accepted in writing within (1) the
acceptance period stated in paragraph (c) above or (2) any longer
acceptance period stated in paragraph (d) above.
7. Small, Minority, Women-Owned Business Concern
Representation
The bidder represents and certifies as part of its bid/offer that it --
(a) [ ] is, [ ] is not a small business concern. "Small business
concern," as used in this provision, means a concern, including its
affiliates, that is independently owned and operated, not dominant
in the field of operation in which it is bidding, and qualified as a small
business under the criteria and size standards in 13 CFR 121.
(b) [ ]is, [ ]is not awomen-owned business enterprise. "Women-
owned business enterprise," as used in this provision, means a
business that is at least 51 percent owned by a woman or women
who are U.S. citizens and who also control and operate the business.
(c) [ ] is, [ ] is not a minority business enterprise. "Minority
business enterprise," as used in this provision, means a business
which is at least 51 percent owned or controlled by one or more
minority group members or, in the case of a publicly owned business,
at least 51 percent of its voting stock is owned by one or more
minority group members, and whose management and daily opera-
tions are controlled by one or more such individuals. For the purpose
of this definition, minority group members are:
(Check the block applicable to you)
[ ] Black Americans [ ] Asian Pacific Americans
[ ] Hispanic Americans [ ] Asian Indian Americans
[ ] Native Americans [ ] Hasidic Jewish Americans
8. Indian-Owned Economic Enterprise and Indian
Organization Representation (applicable only if this
solicitation is for a contract to be performed on a project for an
Indian Housing Authority)
The bidder represents and certifies that it:
(a) [ ] is, [ ] is not an Indian-owned economic enterprise.
"Economic enterprise," as used in this provision, means any com-
mercial, industrial, or business activity established or organized for
the purpose of profit, which is at least 51 percent Indian owned.
"Indian," as used in this provision, means any person who is a
member of any tribe, band, group, pueblo, or community which is
recognized by the Federal Government as eligible for services from
the Bureau of Indian Affairs and any "Native" as defined in the Alaska
Native Claims Settlement Act.
(b) [ ] is, [ ] is not an Indian organization. "Indian organization,"
as used in this provision, means the governing body of any Indian
tribe or entity established or recognized by such governing body.
Indian "tribe" means any Indian tribe, band, group, pueblo, or
Previous edition is obsolete Page 2 of 3 form HUD-5369-A (11/92)
community including Native villages and Native groups (including
corporations organized by Kenai, Juneau, Sitka, and Kodiak) as
defined in the Alaska Native Claims Settlement Act, which is
recognized by the Federal Government as eligible for services from
the Bureau of Indian Affairs.
9. Certification of Eligibility Under the Davis-Bacon
Act (applicable to construction contracts exceeding $2,000)
(al By the submission of this bid, the bidder certifies that neither it
nor any person or firm who has an interest in the bidder's firm is a
person or firm ineligible to be awarded contracts by the United States
Government by virtue of section 3(al of the Davis-Bacon Act or 29
CFR 5.12(a)(1).
(b) No part of the contract resulting from this solicitation shall be
subcontracted to any person or firm ineligible to be awarded
contracts by the United States Government by virtue of section 3(al
of the Davis-Bacon Act or 29 CFR 5.12(a)(1).
(c) The penalty for making false statements is prescribed in the U.
S. Criminal Code, 18 U.S.C. '1001.
'10. Certification of Nonsegregated Facilities (applicable
to contracts exceeding $10,000)
(al The bidder's attention is called to the clause entitled Equal
Employment Opportunity of the General Conditions of the Con-
tract for Construction.
(b) "Segregated facilities," as used in this provision, means any
waiting rooms, work areas, rest rooms and wash rooms, restaurants
and other eating areas, time clocks, locker rooms and other storage
or dressing areas, parking lots, drinking fountains, recreation or
entertainment areas, transportation, and housing facilities provided
for employees, that are segregated by explicit directive or are in fact
segregated on the basis of race, color, religion, or national origin
because of habit, local custom, or otherwise.
(c) By the submission of this bid, the bidder certifies that it does not
and will not maintain or provide for its employees any segregated
facilities at any of its establishments, and that it does not and will not
permit its employees to perform their services at any location under
its control where segregated facilities are maintained. The bidder
agrees that a breach of this certification is a violation of the Equal
Employment Opportunity clause in the contract.
(d) The bidder further agrees that (except where it has obtained
identical certifications from proposed subcontractors for specific
time periods) prior to entering into subcontracts which exceed
$10,000 and are not exempt from the requirements of the Equal
Employment Opportunity clause, it will:
(1) Obtain identical certifications from the proposed subcon-
tractors;
(2) Retain the certifications in its files; and
(3) Forward the following notice to the proposed subcontrac-
tors (except if the proposed subcontractors have submitted identical
certifications for specific time periods):
Notice to Prospective Subcontractors of Requirement for
Certifications of Nonsegregated Facilities
A Certification of Nonsegregated Facilities must be submitted before
the award of a subcontract exceeding $10,000 which is not exempt
from the provisions of the Equal Employment Opportunity clause of
the prime contract. The certification may be submitted either for
each subcontract or for all subcontracts during a period (i.e.,
quarterly, semiannually, or annually).
Note: The penalty for making false statements in bids is prescribed
in 18 U.S.C. 1001.
11. Clean Air and Water Certification (applicable to con-
tracts exceeding $100,000)
The bidder certifies that:
(a) Any facility to be used in the performance of this contract [ ]
is, [ ] is not listed on the Environmental Protection Agency List of
Violating Facilities:
(b) The bidder will immediately notify the PHA/IHA Contracting
Officer, before award, of the receipt of any communication from the
Administrator, or a designee, of the Environmental Protection
Agency, indicating that any facility that the bidder proposes to use
for the performance of the contract is under consideration to be
listed on the EPA List of Violating Facilities; and,
(c) The bidder will include a certification substantially the same as
this certification, including this paragraph (c), in every nonexempt
subcontract.
12. Previous Participation Certificate (applicable to
construction and equipment contracts exceeding $50,000)
(a) The bidder shall complete and submit with his/her bid the Form
HUD-2530, "Previous Participation Certificate." If the successful
bidder does not submit the certificate with his/her bid, he/she must
submit it within three (3) working days of bid opening. Failure to
submit the certificate by that date may render the bid nonresponsive.
No contract award will be made without a properly executed certifi-
cate.
(b) A fully executed "Previous Participation Certificate"
[ ] is, [ ] is not included with the bid.
13, Bidder's Signature
The bidder hereby certifies that the information contained in these
certifications and representations is accurate, complete, and
current.
(Signature and Date)
(Typed or Printed Name)
(Title)
(Company Name)
(Company Address)
Previous edition is obsolete Page 3 of 3 form H U D-5359-A (11/92)
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
OMB Approval No, 2577-0015 (exp.09/30/2005)
Contract Provisions Required by Federal Law
or Owner Contract with the
U.S. Department of Housing and Urban Development
form HUD-51915-A (9/98)
Previous editions are obsolete ref. Handbooks 7417.1, 7450.1 & 7460.8
Contract Provisions Required by
Federal Law or Owner Contract
with the U.S. Department of
Housing and Urban Development
U. S. Department of Housing
and Urban Development
Office of Public and Indian Housing
OMB Approval No. 2577-0015
(exp.3/31/2002)
Public repoding burden for this collection of information is estimated to average 3 hours per response, including the time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct
or sponsor, and a person is not required to respond to, a collection of information unless that collecton displays a valid OMB control number.
These contracts between a HUD grantee (housing agency (HA)) and an architectJengineer (A/E) for design and construction services do not require either
party to submit any materials to HUD. The forms provide a contractual agreement for the services to be provided by the A/E and establishes responsibilities
of both parties pursuant to the contract. The regulatory authority is 24 CFR 85.36. These contractual agreements are required by Federal law or regulation
pursuant to 24 CFR Part 85.36. Signing of the contracts is required to obtain or retain benefits. The contracts do not lend themselves to confidentiality.
1.0 Contract Provisions Required by Federal Law or Owner Contract
with the U.S. Department of Housing and Urban Development (HUD).
1.1 Contract Adjustments. Notwithstanding any other term or
condition of this Agreement, any settlement or equitable adjust-
ment due to termination, suspension or delays by the Owner shall
be negotiated based on the cost principles stated at 48 CFR
Subpart 31.2 and conform to the Contract pricing provisions of 24
CFR 85.36 (f).
1.2 Additional Services. The Owner shall perform a cost or
price analysis as required by 24 CFR 85.36 (F) prior to the
issuance of a contract modification/amendment for Additional
Services. Such Additional Services shall be within the general
scope of services covered by this Agreement. The Design Profes-
sional shall provide supporting cost information in sufficient detail
to permit the Owner to perform the required cost or price analysis.
1.3 Restrictive Drawings and Specifications. In accordance with
24 CFR 85.36(c)(3)(i) and contract agreements between the Owner
and HUD, the Design Professional shall not require the use of
materials, products, or services that unduly restrict competition.
1.4 Design Certification. Where the Owner is required by
federal regulations to provide HUD a Design Professional certi-
fication regarding the design of the Projects (24 CFR 968.235),
the Design Professional shall provide such a certification to the
Owner.
1.5 Retention and Inspection of Records. Pursuant to 24 CFR
85.26(i)(10) and (11), access shall be given by the Design Profes-
sional to the Owner, HUD, the Comptroller General of the United
States, or any of their duly authorized representatives, to any
books, documents, papers, and records of the Design Professional
which are directly pertinent to that specific Contract for the
purpose of making an audit, examination, excerpts, and transcrip-
tions. All required records shall be retained for three years after
the Owner or Design Professional and other subgrantees make
final payments and all other pending matters are closed.
1.6 Copyrights and Rights in Data. HUD has no regulations
pertaining to copyrights or rights in data as provided in 24 CFR
85.36. HUD requirements, Article 45 of the General Conditions
to the Contract for Construction (form HUD-5370) requires that
contractors pay all royalties and license fees. All drawings and
specifications prepared by the Design Professional pursuant to
this contract will identify any applicable patents to enable the
general contractor to fulfil the requirements of the construction
contract.
1.7 Conflicts of Interest. Based in part on federal regulations
(24 CFR 85.36(b)) and Contract agreement between the Owner
and HUD, no employee, officer, or agent of the Owner (HUD
grantee) shall participate in selection, or in the award or admin-
istration of a contract supported by Federal funds ifa conflict of
interest, real or apparent, would be involved.
Such a conflict would arise when:
(i) The employee, officer or agent,
(ii) Any member of his or her immediate family,
(iii) His or her partner, or
(iv) An organization that employs, or is about to employ,
any of the above, has a financial or other interest in the firm
selected for award. The grantee's or subgrantee's officers,
employees or agents will neither solicit nor accept gratuities,
favors or anything of monetary value from Contractors, or parties
to sub-agreements. Grantees and subgrantees may set minimum
rules where the financial interest is not substantial or the gift is an
unsolicited item of nominal intrinsic value. To the extent permit-
ted by State or local law or regulations, such standards or conduct
will provide for penalties, sanctions, or other disciplinary actions
for violations of such standards by the grantee's and subgrantee's
officers, employees, or agents or by Contractors or their agents.
The awarding agency may in regulation provide additional prohi-
bitions relative to real, apparent, or potential conflicts of interest.
Neither the Owner nor any of its contractors or their subcontractors
shall enter into any Contract, subcontract, or agreement, in connec-
tion with any Project or any property included or planned to be
included in any Project, in which any member, officer, or employee
of the Owner, or any member of the governing body of the locality
in which the Project is situated, or any member of the governing body
of the locality in which the Owner was activated, or in any other
public official of such locality or localities who exercises any
responsibilities or functions with respect to the Project during his/her
tenure or for one year thereafter has any interest, direct or indirect.
If any such present or former member, officer, or employee of the
Owner, or any such governing body member or such other public
official of such locality or localities involuntarily acquires or had
acquired prior to the beginning of his/her tenure any such interest,
and if such interest is immediately disclosed to the Owner and such
disclosure is entered upon the minutes of the Owner, the Owner, with
the prior approval of the Government, may waive the prohibition
contained in this subsection: Provided, That any such present
member, officer, or employee of the Owner shall not participate in
any action by the Owner relating to such contract, subcontract, or
arrangement.
form HUD-51915-A (9/98)
Previous editions are obsolete Page 1 of 3 ref. Handbooks 7417.1,7450.1 & 7460.8
No member, officer, or employee of the Owner, no member of the
governing body of the locality in which the project is situated, no
member of the governing body of the locality in which the Owner
was activated, and no other public official of such locality or
localities who exercises any functions or responsibilities with
respect to the project, during his/her tenure or for one year
thereafter, shall have any interest, direct or indirect, in this
contract or the proceeds thereof.
1.8 Disputes. In part because of HUD regulations (24 CFR
85.36(i)(1)), this Design Professional Agreement, unless it is a
small purchase contract, has administrative, contractual, or legal
remedies for instances where the Design Professional violates or
breaches Agreement terms, and provide for such sanctions and
penalties as may be appropriate.
1.9 Termination. In part because of HUD regulations (24 CFR
85.36(i)(2)), this Design Professional Agreement, unless it is for
an amount of $10,000 or less, has requirements regarding termi-
nation by the Owner when for cause or convenience. These
include the manner by which the termination will be effected and
basis for settlement.
1.10 Interest of Members of Congress. Because of Contract
agreement between the Owner and HUD, no member of or
delegate to the Congress of the United States of America or
Resident Commissioner shall be admitted to any share or part of
this Contract or to any benefit to arise from it.
1.11 Limitation of Payments to Influence Certain Federal Trans-
action. The Limitation on Use of Appropriated Funds to Influ-
ence Certain Federal Contracting and Financial Transactions Act,
Section 1352 of Title 31 U.S.C., provides in part that no appropri-
ated funds may be expended by recipient of a federal contract,
grant, loan, or cooperative agreement to pay any person, includ-
ing the Design Professional, for influencing or attempting to
influence an officer or employee of Congress in connection with
any of the following covered Federal actions: the awarding of any
federal contract, the making of any Federal grant, the making of
any federal loan, the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or modifi-
cation of any federal contract, grant, loan, or cooperative agree-
ment.
1.12 Employment, Training, and Contracting Opportunities for
Low-Income Persons, Section 3 of the Housing and Urban Devel-
opment Act of 1968.
A. The work to be performed under this contract is subject to the
requirements of section 3 of the Housing and Urban Development
Act of 1968, as amended, 12 U.S.C. 1701u (section 3). The
purpose of section 3 is to ensure that employment and other
economic opportunities generated by HUD assistance or HUD-
assisted projects covered by section 3, shall, to the greatest extent
feasible, be directed to low- and very low-income persons, par-
ticularly persons who are recipients of HUD assistance for hous-
ing.
B. The parties to this contract agree to comply with HUD's
regulations in 24 CFR part 135, which implement section 3. As
evidenced by their execution of this contract, the parties to this
contract certify that they are under no contractual or other im-
pediment that would prevent them from complying with the
part 135 regulations.
C. The contractor agrees to send to each labor organization or
representative of workers with which the contractor has a collec-
tive bargaining agreement or other understanding, if any, a notice
advising the labor organization or workers' representative of the
contractor's commitments under this section 3 clause, and will
post copies of the notice in conspicuous places at the work site
where both employees and applicants for training and employ-
ment positions can see the notice. The notice shall describe the
section 3 preference, shall set forth minimum number and job
titles subject to hire, availability of apprenticeship and training
positions, the qualifications for each; and the name and location
of the person(s) taking applications for each of the positions; and
the anticipated date the work shall begin.
D. The contractor agrees to include this section 3 clause in every
subcontract subject to compliance with regulations in 24 CFR
part 135, and agrees to take appropriate action, as provided in an
applicable provision of the subcontract or in this section 3 clause,
upon a finding that the subcontractor is in violation of the
regulations in 24 CFR part 135. The contractor will not subcon-
tract with any subcontractor where the contractor has notice or
knowledge that the subcontractor has been found in violation of
the regulations in 24 CFR part 135.
E. The contractor will certify that any vacant employment
positions, including training positions, that are filled (1) after the
contractor is selected but before the contract is executed, and (2)
with persons other than those to whom the regulations of 24 CFR
part 135 require employment opportunities to be directed, were
not filled to circumvent the contractor's obligations under 24
CFR part 135.
F. Noncompliance with HUD's regulations in 24 CFR part 135 may
result in sanctions, termination of this contract for default, and
debarment or suspension from future HUD assisted contracts.
G. Reserved.
H. Reserved.
1.13 Reserved.
1.14 Clean Air and Water. (Applicable to contracts in excess of
$100,000). Because of 24 CFR 85.36(i)(12) and federal law, the
Design Professional shall comply with applicable standards,
orders, or requirements issued under section 306 of the Clean Air
Act (42 U.S.C. § 1857h-4 transferred to 42 USC § 7607, section
508 of the Clean Water Act (33 U.S.C. § 1368), Executive Order
11738, and Environmental Protection Agency regulations (40
CFR part 15), on all contracts, subcontracts, and subgrants of
amounts in excess of $100,000.
form HtJD-51915-A (9/98)
Previous editions are obsolete Page 2 of 3 ref. Handbooks 7417.1, 7450.1 & 7460.8
1.15 Energy Efficiency. Pursuant to Federal regulations (24
C.F.R 85.36(i)(13)) and Federal law, except when working on an
Indian housing authority Project on an Indian reservation, the
Design Professional shall comply with the mandatory standards
and policies relating to energy efficiency which are contained in
the state energy conservation plan issued in compliance with the
Energy Policy and Conservation Act (Pub. L. 94-163 codified at
42 U.S.C.A. § 6321 et. seq.).
1.16 Prevailing Wages. In accordance with Section 12 of the
U.S. Housing Act of 1937 (42 U.S.C. 1437j) the Design Profes-
sional shall pay not less than the wages prevailing in the locality,
as determined by or adopted (subsequent to a determination under
applicable State or local law) by the Secretary of HUD, to all
architects, technical engineers, draftsmen, and technicians.
1.17 Non-applicability of Fair Housing Requirements in Indian
Housing Authority Contracts. Pursuant to 24 CFR section
905.115(b) title VI of the Civil Rights Act of 1964 (42 U.S.C.
2000d-2000d-4), which prohibits discrimination on the basis of
race, color or national origin in federally assisted programs, and
the Fair Housing Act (42 U.S.C. 3601-3620), which prohibits
discrimination based on race, color, religion, sex, national origin,
handicap, or familial status in the sale or rental of housing do not
apply to Indian Housing Authorities established by exercise of a
Tribe's powers of self-government.
1.18 Prohibition Against Liens. The Design professional is Prohib-
ited from placing a lien on the Owner's property. This prohibition
shall be placed in all design professional subcontracts.
Previous editions are obsolete
Page 3 of 3
form HUD-51915-A (9/98)
ref. Handbooks 7417.1,7450.1 & 7460.8
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of: October 21, 2003
AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE
NO: 4 DEVELOPMENT: Community DIRECTOR
Development APPROVAL
ITEM: Adopt Resolution 2003-06, Exploring the BY: Robert Streetar BY:
possibility of transferring the ownership of Parkview DATE: October 13, 2003
Villa North and South to the Anoka County Housing and
Redevelopment Authority.
BACKGROUND:
The City Council, through its Economic Development Authority, has established ambitious goals for the
Community Development Department. The goals include redeveloping up to ten different sites, improving the
vitality of Central Avenue, maintaining and improving the housing stock, and economic development. These
goals, in addition to the daily administrative tasks, results in a substantial workload.
With these goals in mind, and very limited staff and financial resources, including a budget reduction of $31,000
or 6% in 2004, it is essential to pursue the important goals and eliminate the less important activities that take
scarce resources away from pursuing the more important City priorities.
Maintaining the ownership and management oversight of Parkview Villa North and South takes resources away
from more important City priorities. Subsequently, it is prudent that the HRA consider divesting itself of this
responsibility, and explore the possibility of transferring all ownership interests, and all the responsibilities of
ownership to the Anoka County Housing and Redevelopment Authority (ACHRA).
The ACHRA currently owns and manages housing and would provide as good if not better service to Parkview
Villa residents. In addition to freeing up resources for the more important City priorities, there may also be the
opportunity to significantly reduce the debt on Parkview Villa South through a sale to ACHRA, and as a result
return tax dollars that were being used to pay the debt service on the bonds, to the City, School and County.
RECOMMENDATION: Staffrecommends the Board Members Adopt Resolution 2003-06, authorizing staff
to explore the possibility of transferring the ownership, and all the responsibilities of ownership, of Parkview
Villa North and Parkview Villa South to the Anoka County Housing and Redevelopment Authority, and report
back to the Board at the first meeting in January 2004.
RECOMMENDED MOTION: Move to waive the reading of Resolution 2003-06, there being an ample
amount of copies available to the public.
RECOMMENDED MOTION: Move to Adopt Resolution 2003-06, a Resolution authorizing staffto explore
the possibility of transferring the ownership, and all the responsibilities of ownership to the Anoka County
Housing and Redevelopment Authority, and report back to the Board at the first meeting in January 2004.
Attachments
EDA ACTION:
hSHRAconsent2003XExplore Transfer to Anoka Cty
HRA RESOLUTION 2003-06
RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY
AUTHORIZING STAFF TO EXPLORE THE POSSIBILITY OF TRANSFERING THE
OWNERSHIP AND ALL RESPONSIBILITIES OF OWNERSHIP OF PARKVIEW VILLA NORTH
AND SOUTH TO THE ANOKA COUNTY HOUSING AND REDEVELOPMENT AUTHORITY AND
REPORT BACK TO THE COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT
AUTHORITY AT THE FIRST MEETING IN JANUARY 2004.
WHEREAS, the Columbia Heights Housing and Redevelopment Authority currently possesses the
ownership of, and is responsible for all of the responsibilities related to ownership for Parkview Villa North
and South.
WHEREAS, The City Council, through its Economic Development Authority, has established
ambitious goals for the Community Development Department. The goals include redeveloping up to ten
different sites, improving the vitality of Central Avenue, maintaining and improving the housing stock, and
economic development. These goals, in addition to the daily administrative tasks, results in a substantial
workload.
WHEREAS, with a very limited staff and financial resources, including a budget reduction of $31,000
or 6% in 2004, it is essential to pursue the important goals and eliminate those activities that take scarce
resources away from pursuing the more important City priorities.
WHEREAS, Maintaining the ownership and management oversight of Parkview Villa North and
South takes resources away from more important City priorities. Subsequently, it is prudent that the HRA
consider divesting itself of this responsibility, and explore the possibility oftransfernng all ownership interests,
and all the responsibilities of ownership to the Anoka County Housing and Redevelopment Authority
(ACURA).
NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia
Heights Housing & Redevelopment Authority authorize staff to explore the possibility of transferring the
ownership, and all of the responsibilities of ownership of Parkview Villa North and South to the Anoka
County Housing and Redevelopment Authority, and report back to the Board at the first meeting in
January 2004.
ADOPTED THIS day of ,2003.
MOTION BY:
SECONDED BY:
AYE S:
NAYS:
Attest by:
Tammera Ericson, Chair
Walter R. Fehst, Executive Director
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of October 21, 2003
AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE
NO: 5 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Snowplowing Service for 2003/2004 BY: Karen Fantle BY:
DATE: October 14, 2003
BACKGROUND: Last year the snow plowing for Parkview Villa and 4607 Tyler was provided by
MGS Professional Building Maintenance Services, Inc. Once again this year staff requested bids for
snow removal and three bids were obtained. Parkview staff maintains sidewalks at both projects and
clears around parked cars.
MGS bid $65.00/occurance for 1-4 inches, $75.00 for 4-8 inches, $85.00 for 8-12 inches and $100.00 for
anything over 12 inches for Parkview Villa. In addition salt/sanding would be $16.00 for each 50 lb. bag
used. There is no additional charge for the actual distribution of the salt/sand.
Reliakor Services (formerly Clean Sweep) bid $84.50/hour for 1.5-3 inches of snow and $92.95/hour for
anything over 3 inches for Parkview Villa. In addition sanding would be $119.15 per application.
Outdoor Environments, Inc. bid $3,562.50 for the whole season of snow plowing upon at 1.5 inches of
snowfall. For an additional $1,425.00 for the plowing season they will also sand & salt within 8 hours of
plowing for a total of $4,987.50 for the plowing season (Nov. 1 - March 31).
RECOMMENDATION: Staff recommends approval of a contract for snow removal with MGS
Professional Building Maintenance Services, Inc. based on their bid.
RECOMMENDED MOTION: Move to approve the contract for snow removal service to cover the
year 2003-2004, to MGS Professional Building Maintenance Services, Inc.; and furthermore, to
authorize the Chair and Executive Director to enter into an agreement for the same.
HRA ACTION:
H:\Parkview Villa2003\Snow plowing 2003-04
PROFESSIONAL BUILDING
MAINTENANCE SERVICES INC.
P.O. Box 21393
Minneapolis, Minnesota 55421
Telephone (763) 789-3726
August 8, · 2003 Fax (763) 788-2843
Mr. ~ill[am~ones
PARKVIEWV~.r~
965 40~ ~venue NE
Columbia Heights, Mn 55421
Dear Willi~:
Per your request, MGS is pleased to submit this 200~/2004
proposal of Snow Removal Services expressly for P;uW/KVIEWVILL~ -
~5 4Qu: AVENUE NORTH EAST - COLUMBIA HEIGHTBo MINNESOTA.
MGS Proposes:
PLOWIN~ OF PARKIN~ LOT: 965 40~ AVE. N~
MGS will thoroughly plow" center aisleway" and ~ turnharound"
areas of the parking lot. All snow will be pushed to the
Southeast corner of the lot, and accumulated on grass areas.
Additionally, MGS will plow out one (1) parking stall labeled as
~ Emergency Parking #
P~TES FOR ~ERVICE~
MEASUREMENT OF SNOW
i - 4 Inches
4 - 8 Inches
8 - 12 Inches
12 + Inches
$65.00 Per Occurrence.
$75.00 Per Occurrence.
$85.00 Per Occurrence.
$100.00 Per Occurrence.
"If we can't do ir, it can't be done"
PARKVIEW VILLA
Ausust 8, 2003
Page 2
~OWX~e O~ ~AP. KX~e LOT: 4~07 Tvle~ St. N3
Thoroughly plow entire parking lot. Special care will be utilized
as not to damage fencing.
.M~AS~REMENT OF SNON
I - 4 Inches
4 - 8 Inches
8 - 12 Inches
12 + Inches
$40.00 Per Occurrence.
$50.00 Per Occurrence.
$55.00 Per Occurrence.
$60.00 Per Occurrence.
SALTINe I 8ANDINe
Immediately upon completion of shoveling and plowing, MGS will
thoroughly distribute a calcium/chloride ice-melt to all
sidewalks. Per each 50lb. bag the cost is $16.00 ( No additional
cost for the actual distributing of ice-melt.)
Additionally parking lot/aisleways will receive a 80/20 mix of
sand/salt evenly distributed. Sand/salt mixture is $50.00 per
ton.
Ar.t WORK WILL BE COMPLETED BY 7:00 AM DEPENDING UPON ACTUAL
START/STOP TIMES OF SNOW FALL.
1. 763-350-1708
2. 952-980-8312
3. 763-789-3726
24 RO~ DIGITAL PAG~ N~MB~
Snow Removal Manger / Cell Phone
24 Hour Switch Board
MGS Office (Monday - Friday
8:00 A.M. - 4:30 P.M.)
Mr. W'dliam Ions
PARKVIEW VILLA
August 8, 2003
Pal~e 3
EOUXPNENT ,
4 X 4 plow truck w/7.5' blade
Tandem Dump Truck
Bob Cat
80/20 salt/sand mixture (bulk)
55 gal. drums - salt/and mixture 80/20
!
55 gal. drums - REFILLS ONLY
I~ATE
$50.00 per hour
$50.00 per hour
$60.00 per hour
$50.00 per ton
$120.00 per dru~
$45.00 per refill
William, MGS realizes the importance of maintaining
sidewalks/lots throughout the Winter. We are fully prepared to
take full responsibility for monitoring of this project.
REST ASSURED, ~TT.~. YOU S?.~.EP, WE WORK.
State and Local sales tax is NOT included in proposal prices.
NGS will furnish all tools, equipment and supplies necessary to
perform all services stated above.
NGS will take full responsibility for the supervision of all
services performed.
MG$ will maintain in effect adequate Workmen~s Compensation
Insurance, Public Liability Insurance and Property Damage
Insurance. [Certificate of I~surance upon Request]
Williu, please review our proposal at your convenience. If you
need further information or additional price quotes, please do
not hesitate to call me.
COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY
Tammera Ericson, Chair
Walter R. Fe~h's"t, Executive" Di"Fector
Reliakor
services
National Pavement & Property Specialists
(FORMERLY CLEAN SWEEP)
10: lOAM
8600 HANSEN AVE.
SHAKOPEE, MN 55379
PHONE: (952) 403-1440
FAX: (952) 403-1441
ACCOUNT
07589
QUANTITY
PROPOSAL TO:
1.1(
PARKVIEW VILLA APARTMENTS
965 40TH AVE N.E.
COLUMBIA HEIGHTS~
Page
I of
PURCHASE
ORDER NUMBER
07589-501
MANAGER
DESCRIPTION
51-4B
"OFFER: This Proposal is subject to the terms and conditions printed on the rever
side and attachments, if any. This 'Proposal" is valid for a pedod of 30 days from t
proposal date shown below, unless another period is indicated and this Proposal h
been signed by an authorized representative for Reliakor Services, Inc. ('Relial<
UNIT PRICE
PARKVIEN VILLA APARTMENTS
9&5 40TH AVE N.E.
COLUMBIA HEIGHTS, MN
MANAGER 7&5-706-5800
1880 4
55421
FAX:782-0857
ENDS APRIL 15 **
** PROPOSAL FOR SNOW PLOWING
~ SNONPLO~ SEASON BESINS NOV
PROPOSAL ON AN HOURLY RATE
BASED ON 1.5" TO 5" SNOWFALL
4X4 5/4 TON WITH 8' PLOW 5-410
SNOW DEPTH IS MEASURED AT JOB SITE ~
** OPERATOR INSTRUCTIONS
SNOW DEPTH IS MEASURED AT
1) THIS IS A SENIOR-HOUSI~,~ O~~NG SO THERE ARE
ALWAYS CARS IN LOT -~T~4~'~xCLEAN WHERE THE
CARS ARE IN THE NA~Y~[]~HE~ELVES
2) SEE MAP
SEE ENCLOSUR
MI C~AEL OLMST~
DATE I NUMBER
EXT. AMOUNT
84.50
92.95
Be Sure To Read 'Terms & Conditions of This Proposal' on reverse side.
"ACCEPTANCE: This Proposal, including the terms and conditions printed
on the reverse side and attachments, if any, is hereby accepted. (I) (We)
authorize the pedormance of the work indicated above and agree that the terms
and conditions of the Proposal now constitute a binding contract. The terms
and conditions of any purchase order or other confirming documentation which
~ve may issue, shaft not modify the terms of this contract (the 'Contract')."
31GNED/TITLE DATE
THE PROFESSIONALS CHOICE SINCE 1959
· SWEEPING · · SALT/SAND ·
· STRIPING · · SAFETY SAND BARRELS ·
· SNOW REMOVAL · · ICE MELT MATERIALS ·
· ROLL-OFF SERVICES · ORIGINAL PROPOSAL
Reliakor
services
National Pavement & Property Specialists
(FORMERLY CLEAN SWEEP)
Pr~-tLffJ~KSR/~~~ 10: lOAM
8600 HANSEN AVE.
SHAKOPEE, MN 55379
PHONE: (952) 403-1440
FAX: (952) 403-1441
ACCOUNT
PROPOSAL TO:
1. O(
PARKVIEW
9&5 40TH
COLUMBIA
VILLA APARTMENTS
AVE N.E.
HEIGHTS~ MN 55421
Page 1 of
'OFFER: This Proposal is subject to the terms and conditions printed on the rever:
side and attachments, if any. This "Proposal" is valid for a pedod of 30 days from ti
proposal date shown below, unless another period is indicated and this Proposal h~
been signed by an authorized representative for Reliakor Services, Inc. ('Reliak
Services').'
Fax: 763--782--O857~,..ka'Sen~.mc..Autho,zedSi~nature
PURCHASE
ORDER NUMBER
MANAGER
DESCRIPTION
07589-501S 13 51-4B 1880 4
PARKVIEW VILLA APARTMENTS
9&5 40TH AVE N.E.
COLUMBIA HEIGHTS, MN
MANAGER 765-706-5800
** PROPOSAL FOR SALT/SANDIN8 **
BASED ON SQ YDS SANDED
"REGULAR ROUTE SANDING"
SANDING AS PER BID
,,~: ~- ,; : ~,COMPcODE
76~-706-~800
5542!
FAX:782-0857
SEE
5-100:
UNIT PRICE
119.15
ENCLOSURE LETTER
~ ~OPOSAL~, ~ I: QB
DA~ / NUMB~
08/16/0~ 501S
EXT. AMOUNT
119.15
Be Sure To Read 'Terms & Conditions of This Proposal" on reverse side.
'ACCEPTANCE: This Proposal, including the terms and conditions printed
3n the reverse side and attachments, if any, is hereby accepted. (I) {We)
authorize the performance of the work indicated above and agree that the terms
~nd conditions of the Proposal now constitute a binding contract, The terms
and conditions of any purchase order or other confirming documentation which
Ye may issue, shaft not modify the terms of this contract (the 'ContractJ."
~IG NED~q'ITLE DATE
THE PROFESSIONALS CHOICE SINCE 1959
· SWEEPING · * SALT/SAND ·
· STRIPING · · SAFETY SAND BARRELS ·
· SNOW REMOVAL · · ICE MELT MATERIALS ·
· ROLL-OFF SERVICES · ORIGINAL PROPOSAL
, Reliakor
services
National Pavement & Property Specialists
(FORMERLY CLEAN SWEEP)
Pr' Ji~tL~,,~KG~ ~,~b5 1 O: 1 CAM
8600 HANSEN AVE.
SHAKOPEE, MN 55379
PHONE: (952) 403-1440
FAX: (952) 403-1441
ACCOUNT
075B9
QUANTITY
PROPOSAL TO:
PARKVIEW
9&5 40TH
COLUMBIA
VILLA APARTMENTS
AVE N.E.
HEIGHTS, MN 55421
Page
1 o*f 1
PURCHASE
ORDER NUMBER
1.1(
"OFFER: This Proposal is subject to the terms and conditions printed on the raver
side and attachments, if any. This "Proposal" is valid for a period of 30 days from t~
proposal date shown below, unless another period is indic·ted and this Proposal h.
been signed by an authorized representative for Reliakor Services, Inc. ('Reliak
Services3."
Fa x: 7&5-782-0857Rellakor Sewlce~, Inc., Authorized Signature
· I i~MP- DE I' PROPO,~.L i 'JOB
I uu L'U [ DATE 1; NUMBER
MANAGER 765-706-5800 I 08/16/0~ 502
~ EXT. AMOUNT
DESCRIPTION
07589-502 15 51-4B 0
FOUR-PLEX APARTMENT BUILDING
4607 TYLER ST N.E.
COLUMBIA HEIGHTS, MN 55421
MANAGER 765-706-5800 FAX:782-0857
Z* PROPOSAL FOR SNOW PLOWING *g
~g SNOWPLOW SEASON BEGINS NOV 1, ENDS APRIL 15
PROPOSAL ON AN HOURLY RATE
BASED ON 1.5" TO 5" SNOWFALL
4X4 5/4 TON WITH 8' PLOW 5-4101
SNOW DEPTH IS MEASURED AT JOB SITE ~
1) PLOW THE OFF-ALLEY PARKING
(4 SPACES)
SEE ENCLOSURE LETTER
84.50
92.95
Be Sure To Read "Terms & Conditions of This Proposal" on reverse side.
'ACCEPTANCE: This Proposal, including the terms and conditions printed
3n the reverse side and attachments, if any, is hereby accepted. (I) (We)
~uthorize the performance of the work indicated above and agree that the terms
~nd conditions of the Proposal now constitute a binding contraCt. The terms
and conditions of any purchase order or other confirming documentation which
~ve may issue, shall not modify the terms of this contract {the 'Contract')."
3IGNED/'TITLE DATE
THE PROFESSIONALS CHOICE SINCE 195g
· SWEEPING · · SALT/SAND ·
· STRIPING · · SAFETY SAND BARRELS ·
· SNOW REMOVAL · · ICE MELT MATERIALS ·
· ROLL-OFF SERVICES * ORIGINAL PROPOSAL
FRt]lq : FFIX b~D. : ~qu9. 12 2(?)(]30E):5(~)i::m(q P1
-OUTDOOR
ENVIRONMENTS, INO.
Fax: g52-882-1500
Fax
~] Uraen4 C) For Review ~ Pie&ia ~ rl Please Reply ~l Plmme Recycle
*Comme~s:
FRDM : FAX NO. : Aug. 12 2~ 08:51AM P2
Managed
Crest View Management Services
965 NE 10~h Ave.
Columbia Heights, MN 55421
............... 003SN W-- 6 -A£:-i k6P0s g
Service Location: .-
Proposal ID~
Parkv~ew ~a - 8935 9~6
~!0th A~. Propel Date;
Columbia Heights, MN 5~21 10/10/2~3
Contract 'l'ola]: $?~275.~N)
Per Time Totnl: $383,10
or with-.~mnsonal billing make 5 monthly payments or': $I,455.78
~.. .:'.. ~.. ' ..... : .- ,,. . . ...... . ....... ,~=~:3~3130~/~13t. Per]'i~13eA~31t.
: .~.?~:~~Nm~t~t~:~f:~?a~a;~:~6~;~w`?~)~:~j~.~.~.f~:.:::~::::.:~:~ :;:':::'. ':.::.::::..~.' .: ;:,.: .:'::~.:~;..?'~':~':?,;::?'.~::':~,~:~?'.?~:.:::.:':.'".:~; ....~ ..
...e~:~,~]~;:....:' ~.. .... . . ..~._..: :,:..:.:::.:::..,: ':: :~',: ':?...:::: ..,~ :.': :,. :.....: :..::.:., :;; '4:...:..' ....:..... ·: ... · ..... . ..... ..; ...........
. ,; .~.,...~ ... -~ .......... '::~... ........... ': 17 "":"r~":': .......... ~' :',: ....... :.¥.':.~.?;c~:~-;'~ ::.:.¥_.~::.~,~..:.......¥ ..~,...~::,.;..:;.,..~.'~.;:.. :~:.::. :~,.. ;::. :. ',c.':,:~i:~.~:7~'~:.:'.:'::.::'~:~',l~"
::. '~:'.: :....:: .":::h :.::~.::~;:::: :: :::<::::::: 4'-.:.:-:; :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: ::.::~:::v..',':.::....:<:., .':.::.::,:- :: ':..,-...::,.:....: ,......:..:.,~:::/.,...: .:..::.::::' ..: ',, .' ':: "' . .' .
: ::'~~:~and and ~all mixtdre ~t~in 8 hour~ of ~m~eled p~w ng operatio~ o~ oari;n~"l~s upon 1
· .?~:::..-:.:.::. ::.:::.::.:: :::: .. . . .... . .. . , . ·.
t NMENTS, INC
~~,. ~.,.~*.....~..~.,,... ~ Fax: (~52) 882-15(X)
Prlnmd; 10/1(Y2003
Page 1 of 3
FAX NO, : Rug. 12 L::~03 08;5;2¢~ P5
~lU~0 in t~s propel, ~ll ~ hv~ a~ p~d ~ ~ ~ p~c~er al t~ li~ d ~e on a time a~ ~le~l ~s ~[ a~m No.1
Terms; Net t0 ~ f~ r~eipl OI ~.
~HIS IS A NOTICE ONLY b~ I~ NOT CONb~ ~E FII lNG OF k
(a) A~ PE~N OR COMPANY S~PLYING LABOR OR MATE~ FOR TH~ ~ROVEMENT
~~~-~Y ~LEkL~AGA~T Y~~PER'~T~T PE~ON OR COMP~
NOT~A~ FOR T~-CO~T~UTIO~.
~) ~~N~OTA LAW, YOU HAVE ]~E ~G~ ~ PAY PE~N$ WHO supPL~ lAiR OR
MA~ FOR ~I~ IMPRO~M~ DI~LY AND DEDUC~ ~ AMOUNT ~ O~R
C~~~ O~~O~ ~E AMOUN~ DUE T~ .FROM US UNTIL 1~ DAYS AFTER
COMP~ON OR THE ~PROV~ENT UNL~ ~ G~ YOU A L~N WAIVER SIG~ BY
9~O~~~LA~'~ ~IA L FOR ~ ~ROVEM~T.AND WIIO
'YOU ~MELY
Fp~er t~ to ~e ti~y ~y~nl o1 ~y a~ums ~uir~ ~. OEI may, at it's ~, sus~ ali ~S ~ su~ t~e as
am r~N~ ~ OEI.
Crest View Management Services
By: By:
ITS ITS:
Date: Dale:
Billing Preferance:(Please initial yo4Jr choice}
__ Ti'ma arl41' Mate~ial __ Per Time
Ou. tck:~:~ Env~onments; Inc,
Paul Hennum
Account Manager
Title
are O~tly for up to 40" of snow fall, after 80" time and material will be in effecl.
r0tPrOlX)Sal
I~'intod: 10/10F~003
Page 2 o1' 3
FRX 1'40. : Au9. 1,2 2~3 08:521qM Rd,
LANDSCAPE CONSTRUCTtOL~
-'~rew w---:',h E~Pm~'n-~'Per Man Rate) tttumirra~rr Tu~,hwiicians '
~~PE ~NAG~EN~
A. Truck and Tud e~mem with ~isor ..................
C. S~Jal~ T~hni~an ( ~em~al, Pond.
D. A~C~ L~mr w~ a~ve-ref~m~
E. Arborist with ChlpTruck (Per Man Rate)
F. Gardener's
MATERIAL~~
De-Ice (Per Pound)
Sanct witlT2Opercenrsalr (P~r Ton)
SNOW REMOVAL
Bobcat with Operator
Grader with OPerator
Loader with Operator
Pi*ow Truck 1Ton with Operator
Plow Truck 3/4 Ton with Operator
,~anoTng Truck with Operator (Rate plus MateriaJs)
Snowblower and/or Shoveler
__Tan~lem Dump Truc. k with Operator
Min~'tum Billing is one hour,
Per Uni!
Pm'Hour
Per Unit
Per HOur
Per Unil
~8.00
Per Hour
P_erUr~
$105.O0
~,95.00
$65.00
S55,00
S,lO.00
$6g.50
Effective: 3/20/2003
I:~One: ~) 49b- I
. GN~J~NTS, INC Fox: (952) 882-1500
rptPr ~o~o__~M
ptlrll~:l: 10/10/2003
Page 3 O! 3
FROM ~ FAX ~0o ~ Rug. ~2 2003 t~B:53RM P5
Managed By: Service Location: Proposal ID:
Mr: Bi~G~utt P-arkv[ew Vi]ia - 8935 9646
Crest View Management Services 965 NE_10b~LA.t/~ Proposal Date:
965 NE 10th Ave. C.~umbJa Heights. MN 55421 10/10/2003
Columbia Heights, MN 55421
Contract To~: $d,987~0
Per T~e To~I: $~2.50
or wit~ ~a~nal billing make 5 mon~ly paymen~ of: $997~0
· ~:,.. ~.. ,~ .', ... .
~A N~IC~"ONI.,Y ~D ~E$ NOT CON~FIT~ THE FIL~G 0F A LIEN:
YOUR PROPER~ MAY FI~ A L~N AGA~ YOUR PROPERTY ~ ~AT ~;~ON OR CO~{PANY
NOT PA~ ~R~E
(b) [~~~T& ~W, ~ ~vE T~ ~T TO PAY PE~$ ~O SOiLeD LABOR OR
CON~A~ P~CF~ WI~I.~ ~AMOU~ ~g T~M F~ USUN~ 1~ DAYS A~
C~~~']~~~OU A L~N W~ER SIGNED BY
P~ONS WHO ~A~ ~OR OR MA~ ~R ~ IMPROVEM~ AND ~O
YOU ~MELY NO~.
Crest-View Manegement Services
Outdoor- Em/~onmems,.
I~:
Nm'ne PeU/Hennum
ITS ITS: Acc.,ou~ Manao, e~
Ti'de
Date:
Billing Prefera~.e:(P~_-e_-e Initial ¥o~ efmice)
~ _ ~ and Ma~erle! ~ Per Time
charges are only lot' up to 60" of snow fill, afire 60' time anti material will be In effeeL
$, tNC
Printed: 10/10/2003
Page 1 o~ 2
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting off October 21, 2003
AGENDA SECTION: Items for Consideration ORIGINATING DEPARTMENT EXECUTIVE
NO: 6 Community Development DIRECTOR
APPROVAL
ITEM: Rent adjustments for Parkview Villa BY: Robert Streetar BY:
South DATE: October 13, 2003
BACKGROUND:
As Board Members will recall, the rents collected from the residents at Parkview Villa South are not
adequate to cover all operating expenses and capital expenses, and this is projected to be the case both now
and in the future. At the April 8, 2003 HRA meeting, the Crestview Corporation submitted a proposal for
rent adjustments. Upon review of the proposal, Board Members tabled the action for further discussion.
Please find attached the Crestview rent adjustment proposal.
As a result, of a tentative contract for management services with Walker Elder Care, Inc. for the management
of Parkview Villa North and South, staff recommends that once the HRA Board approves the new contact,
assuming it will be Walker Elder Care, Inc., that the HRA direct the new management company to review
the Parkview Villa South budget and recommend rent adjustments by April 2004.
In addition, there has been discussion by the Board regarding the possible use of approximately $700,000 of
unspent bond proceeds, specifically, for what types of activities these proceeds may be spent. Please find
attached a letter for attorney Steve Bubul, of the law firm of Kennedy and Graven. Mr. Bubul reviewed the
bond transcript and related documentation, and he states the $700,000 may only be spent to reduce the
bonded debt. In effect, these proceeds may not be used to reduce rents, nor may they be used for capital
improvements.
RECOMMENDATION: Staffrecommends that once the HRA Board approves the new contact, assuming
it will be Walker Elder Care, Inc., that the HRA direct the new management company to review the
Parkview Villa South budget and recommend rent adjustments by April 2004.
Attachment
EDA ACTION:
h:\consent Form2003XRent Adjustments for PVV South
COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT (HRA)
AGENDA SECTION: Items for Consideration
NO: 2
ITEM: Parkview Villa South Rent
Recommendations
ORIGINATING
DEPARTMENT:
Development
Community
BY: Robert Streetar
DATE: April 8, 2003
EXECUTIVE
DIRECTOR
APPROVAL
15,2003
BY:
BACKGROUND: When Parkview Villa South was built, the rents were set at an amount that would not exceed 30% of
the resident's gross annual income. Subsequently, this could eventually result in expenditures exceeding revenues. For
year 2003, the expected revenue is $220,000; the expected expenditures are $206,000. If expenses were to increase at a
rate of 3% a year for the next three years, and revenues remain unchanged, expenditures would exceed revenues by
approximately $5,000.
The HRA has requested a recommendation for a rent structure whereas rental income would continue to cover the cost of
operating the building well into the future. City staff requested the Crest View Corporation, the management company,
provide rent comparisons for similar buildings in this market area and recommend an appropriate rent structure.
The Crest View Corporation has determined, from their review of comparable buildings to Parkview Villa South, that rents for a
1-bedroom ought to be $463, and a 2-bedroom $636.
Crest View reviewed "The Willows" and the "Savannah Oaks" both owned and operated by the Anoka County Housing and
Redevelopment Authority (HRA). The following are the monthly rents charged by the HRA and depend of the size of the unit.
Willows Savannah Parkview Villa South
One Bedroom $541 to $715 $614 to $757 $250-$425
Two Bedroom $758 to $887 $887 $325-$500
Crest View recommends that these new rents be phased-in over the next two and one half years. Beginning January 1, 2004
rents for all one and two bedrooms would increase to $425 and $500 respectively. This is the maximum allowed under the
current rent structure. Then beginning January 1, 2005 rents would increase to $450, and $525. Then beginning January 1,
2006 rents would increase to $463, and $636 plus inflation respectively. Then for each year after, rents would be adjusted in
relation to operating expenses.
New Recommended Rent Structure
Date of Implementation 1 Bedroom
January 1, 2004 $425
January 1, 2005 $450
January 1, 2006 $463 + inflation
2 Bedroom
$500
$525
$636 +inflation
Crest View Chief Executive Officer, Shirley Barnes will be available at the meeting to answer Board Member questions.
RECOMMENDATION: Staff recommends implementing the new rent structure as recommended by Crest View above.
RECOMMENDED MOTION: Move to approve the new rent structure as recommended by the Crest View Corporation.
Attachments
HRA ACTION:
H :\HRAconsent Form2003LPVVS Rent Recommendations
H A
RTERED
470 Pillsbury Center
200 South Sixth Street
Minneapolis MN 55402
(612) 337-9300 telephone
(612) 337-9310 fax
http://www, kennedy-graven.com
STEPHEN J. BUBUL
Attorney at ka;v
Direct Dial (612) 337-9228
Email: sbubul(~kennedy-~aven.com
October 14, 2003
Robert Streetar
City of Columbia Heights
590 40th Avenue NE
Columbia Heights, MN 55421-3835
RE: Use of TiF Bond Proceeds
Dear Bob:
You asked me to describe the limitations on use of unspent proceeds of tax increment bonds that
were issued bY the City to finance construction of the Parkview Villa South housing facility owned
by the Housing and Redevelopment Authority in and for the City of Columbia Heights ("HRA").
Background
The bonds in question are the City's $2,399,720.75 General Obligation Tax Increment Capital
Appreciation Bonds of 1990, Series A, dated August 23, 1990 (the "TIF Bonds"). The TIF Bonds
were issued to refund a series of bonds issued by the HRA, the $2,400,000 Tax Increment Revenue
Bonds, Series 1990, dated March 27, 1990 (the "Revenue Bonds"). Proceeds of the TIF Bonds
were used to redeem the outstanding Revenue Bonds, and proceeds of the Revenue Bonds, which
had been held in an escrow account since issuance, were transferred to a project account established
for the TIF Bonds. The T~ Bonds are secured by a pledge of tax increment from Tax Increment
Financing District Nos. A3 and C7. These districts are so-called "pre-1979 districts," as they are
part of the original Central Business District Revitalization Project and were filed for certification
prior to August 1, 1979.
Amounts in the project accotmt were used to finance construction of the Parkview Villa South
facility. However, I understand that after review of records for this project, City staff have recently
concluded that approximately $700,000 in fimds remain in the project account. These funds
represent unspent proceeds of the TIF Bonds, together with interest accrued since issuance of the
TIF Bonds.
SJB-238636v2
CL205-3
Robert Streetar
October 14, 2003
Page 2
Brief Answer
Remaining proceeds of the TIF Bonds may be used only to pay debt service on the TIF Bonds
themselves, or bonds issued to refund the TIF Bonds. Because of limitations on the use of tax
increments fi.om pre-1979 districts, the unspent funds may not be used for other redevelopment or
housing activities.
Analysis
Minnesota Statutes, Sections 469.174 to 469.179 (the "TIF Act") imposes significant limits on the
use of tax increments from so-called pre-1979 tax increment districts. Section 176, subd. lc (a) of
the TIF Act provides as follows (explanatory comments are in italics):
No increment collected from Ia pre-1979 district] may be expended after April 1,
2001, except to repay:
(1) bonds issued before April 1, 1990;
(2) bonds issued to refund the principal of the outstanding bonds and pay
associated issuance costs;
(3) administrative expenses of the district required to be paid under section
469, subdivision 4h, paragraph (a) [administrative costs imposed by the county];
(4) transfers of increment permitted under section 469.1763, subdivision 6
[pooling of increment to remedy shortfalls in other districts created by 2001 tax
reform]; and
(5) any advance or payment made by the municipality or the authority after
June 1, 2002 to pay any bonds listed in clause (1) or (2) [permits use of increments
to repay amounts from other sources used to pay qualified bonds]
Further, Section 469.178, subdivision 1 of the TIF Act provides that proceeds of the TIF Bonds
must be used for the purposes permitted under the TIF Act "as if the proceeds were tax increment."
Because the proceeds of the TIF Bonds are treated as tax increment derived from a pre-1979 district,
those funds are subject to the same restrictions as the actual tax increment collected from the
property in the districts.
Therefore, since April 1, 2001, the only permissible uses of proceeds from the TIF Bonds are those
listed in the five clauses above. In addition, in each year the authority must first use all available
increment to pay outstanding bonds (clauses 1 and 2) and county administrative expenses (clause 3),
before applying increments for deficit pooling (clause 4) or repayment of advances for prior bond
payments (clause 5). See Section 469.176, subd. 1 c(b).
The net result is that the project fund balance fi'om the TIF Bonds must be used first to pay debt
service on the TIF Bonds themselves (or bonds issued to refund those bonds) and county
administrative costs. While excess funds, if any, could theoretically be used for deficit pooling
(clause 4), such use would require additional analysis to determine whether the pooled uses are
permissible under federal law. For now, I would assume that all unspent proceeds may be used only
SJB-238636v2
CL205-3
Robert Streetar
October 14, 2003
Page 3
to pay debt service on the TIF Bonds and county costs (subject to the additional limitations under
federal law described below).
The only caveat to this conclusion is the possibility that interest earnings on the original bond
proceeds might be excluded from the term "increment." The legislature first defined that term in
1997, and included in the definition "interest or other investment earnings on or from tax
increments." Section 469.174, subdivision 24, clause (4). That clause in the definition was
effective for districts for which the request for certification was filed after July 1, 1979. The
implication is that interest earnings from tax increments derived from a pre-1979 district are not
considered to be tax increments, and therefore are not subject to the limitations described above.
However, to the extent original proceeds and interest earnings have been commingled since the
bonds were issued in 1990, the City's ability to isolate the interest earnings retroactively is
uncertain. The Office of the State Auditor does not believe that such re-characterization is
appropriate, and the City could receive an unfavorable audit. In my view the most prudent course of
action is to assume the project fund balance is tax increment. Subject to the additional comments
below, I recommend that the City apply those funds to pay debt service on the TW Bonds, and
redeem or defease the TW Bonds at the first opportunity.
As a final comment, federal law imposes certain restrictions on the investment of proceeds from
tax-exempt bonds. Those restrictions are beyond the scope of this letter, but the City will need to
investigate how funds have been invested, and determine whether a portion of the interest earnings
need to be paid to the federal government. The City's financial advisor and I will work with your
staff regarding this matter.
I hope this letter answers your questions. If staff, Council members or HRA commissioners have
further questions on this matter, please let me know.
yours,
SJB/dmr
CC:
Walt Fehst
Bill Elrite
Mark Ruff, Ehlers & Associates
SJB-238636v2
CL205-3
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of: October 21, 2003
AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE
NO: 7 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Adopt Resolution 2003-07, A Resolution BY: Anita Kottsick BY:
Approving the Operating Fund Calculation DATE: October 20, 2003
of Operating Subsidy Documents for 2004
BACKGROUND: A Board Resolution is required on an annual basis for approval of the Operating
Fund; Calculation of Performance Funding System. Attached is HRA Resolution 2003-07, along with
the related forms to be submitted to HUD for compliance purposes.
RECOMMENDATION: Staff recommends Adoption of Resolution 2003-07, a Resolution approving
the Calculation of Operating Fund Calculation of Operating Subsidy for 2004.
RECOMMENDED MOTION: Move to waive the reading of Resolution 2003-07, there being an
ample amount of copies available to the public.
RECOMMENDED MOTION: Move to Approve Resolution 2003-07, being a Resolution of the
Columbia Heights Housing & Redevelopment Authority confirming approval of the Operating Fund
Calculation of Operating Subsidy for 2004; and furthermore, to direct the Executive Director to forward
same to the U.S. Department of Housing and Urban Development.
HP.A ACTION:
h:\Parkview Villa /Res.2003-07,HUD Forms
HRA RESOLUTION 2003-07
RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT
AUTHORITY CONFIRMING APPROVAL OF THE OPERATING FUND
CALCULATION OF OPERATING SUBSIDY AND RELATED DOCUMENTS FOR
2004.
WHEREAS, The Department of the Housing and Urban Development requires that
Public Housing Agencies submit the Operating Fund Calculation of Operating Subsidy for 2004
and related documents; and
WHEREAS, such Certification also requires the formal approval of the Board of
Commissioners;
NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of the
Columbia Heights Housing & Redevelopment Authority that the attached Operating Fund
Calculation of Operating Subsidy for 2004 and the necessary attachments are hereby approved.
ADOPTED THIS day of ,2003.
MOTION BY:
SECONDED BY:
AYES:
NAY S:
Attest by:
Tammera Ericson, Chair
Walter R. Fehst, Executive Director
Operating Fund
Calculation of Operating Subsidy
PHA-Owned Rental Housing
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
OMB Approval No. 2577-0029 (exp. 10/31/2004)
Section 1
a) Name and Address of Public Housing Agency
Columbia Heights HRA
590 40t~ Ave. NE
Columbia Heights, MN 55421
-~b) Budget Submission to HUD required
[] Yes [] No
[] Original
[] Revision No.
d) No. of HA Units e) Unit Months f) Subject FYE g) ACC
Available (UMAs)
100 1,200 12/31/04 C4007
Number
Section 2
Ih) Operating Fund Project Number i) DUNS Number
No. Description (PUM) (PUM)
Part A. Allowable Expenses and Additions
01 Previous allowa'ble expense level (Part A, Line 08 of form HUD-52723 for previous 253.75
year)
02 Part A, Line 01 multiplied by .005 1.27
03 Delta from form HUD-52720-B, if applicable (see instructions) -0.00
instructions)
05 Add-ons to allowable expense level from previous fiscal year (see instructions) -0.00
06 Total of Part A, Lines 01, 02, 03 and 05 255.02
07 Inflation factor 1.023
08 Revised allowable expense level (AEL) (Part A, Line 06 times Line 07) 260.89
09 Transition Funding -0.00
10 Increase to AEL -0.00
11 Allowable utilities expense level from form HUD-52722-A 62.07
12 Actual PUM cost of Independent Audit (IA) (Through FYE ) -0.00
13 Costs attributable to deprogrammed units -0.00
14 Total Allowable Expenses and Additions (Sum of Part A, Lines 08 thru 13) 322.96
Part B. Dwellin~l Rental Income
01 Total rent'roll (as of 8/31/2003) $ 23,2001 . . : ~.:......~,~'..
02 Number of occupied units as of rent roll date 100
03 Average monthly dwelling rental charge per unit for curront 323.00 . .."
budget year (Part B, Line 01 + Line 02) ·
,
04 Average monthly dwelling rental charge per unit for prior 245.00 .................... ~ ~ ', '
......
budget year
05 Average monthly dwelling rental charge per unit for budget 226.00 .....
' ' .. ~ :' ;~,,~., ';,~,, ' ,::.","~.~,. =~,SJ~,[~,~}~:,:;, ;~ ..:,.~{['
.... · ~. ....
year 2 years ago ..... ....... ,.
06 Three-year average monthly dwelling rental charge por unit 234.00 :. '.:. ,,,.,~.
([Pad B, Line 03+Line 04+Line 05]+ 3) ......
07 50/50 Income split ([Pa~ B, Line 03 + Line 06] + 2) 233.00 ....
08 'Average monthly dwelling renal charge per unit (lesser of Pad B, Line 03 or Line 07) 232.00
09 IRental income adjustment factor 1 ..03 1.
10 Projected average monthly dwelling rental charge per unit (Pad B, Line 08 times Line 238.96
~09)
11 Projected occupancy percentage from form HUD-52728 97% %
12 Projected average monthly dwelling rental income per unit (Pad B, Line 10 times 231.79
ILine
Part C. Non-dwelling Income
01 IOther income 5.50
02 !Total operating receipts (Part B, Line 12 plus Part C, Line 01) 237.29
03 PUM deficit or (Income) (Part A, Line14 minus Part C, Line 02) 86.87
0,4 ]Deficit or (Income) before add-ons (Part'C, Line 03 times Section 1, e) 104,244
Previous edition is obsolete for PHA Fiscal Years
beginning 1/1/2004 and thereafter
Page 1
form HUD-52723 (1/2001)
I
Project Number: I MN105001
Line I Requested by PHA I HUD Modifications
No.I Description (Whole Dollars)I (Whole Dollars)
Part D. Add-ons for chanties in Federal law or re~lulation and other eli~libility
01 FICA contributions -0
02 Unemployment compensation -0
03 Family Self Sufficiency Program -0
04 Energy Add-On for loan amortization -0
05 Unit reconfiguration -0
06 Non-dwelling units approved for subsidy -0
07 Long-term vacant units -0
08 Phase Down for Demolitions -0
09 Units Eligible for Resident Participation: 100 ..
Occupied Units (Part B, Line 02) '
10 Employee Units 1 ', '.' ....... . .,, ....
11 Police Units -0 ' .....~.....~...,
12 Total Units Eligible for Resident Participation 101
(Sum of Part D, Lines 09 thru 11) : '''~ :i;,, .::,,~,, ,~!,, '~.'i~:,,~i... '.',~:-~.t~ ':,:.:,.~'~ .;;,,~,'.".' ~ ',.'.,
13 Funding for Resident Participation (Part D, Line 12 x $25) 2,525
14 Other approved funding, not listed (Specify in Section 3) -0
15 Total add-ons (sum of Part D, Lines 01, 02, 03.04, 05, 06, 07, 08, 13 and 14) 2,525
Part E. Calculation of Operatin~l Subsidy Eli~libility Before Adjustments
01 Deficit or (Income)'before ~;djustmer~ts (T-'otal o~ Part C, Lin~ 04 and Part D, Line 15) 106.769
02 Actual cost of Independent Audit (IA)
03 Operating subsidy eligibility before adjustments (greater of Part E, Line 01 or Line 106,769
02) (If less than zero, enter zero (0))
Part F. Calculation of Operating Subsidy Approvable for Subject Fiscal Year (Note: Do'not revise after the end of the subject FY)
01 Utility Adjustment for Prior'years ' '
02 Additional subject fiscal year operating subsidy eligibility (specify)
03 Unfunded eligibility in prior fiscal years to be obligated in subject fiscal year
04 HUD discretionary adjustments
05 !Other (specify)
06 Other (specify)
07 'Unfunded portion due to proration ( ) ( )
08 Net adjustments to operating subsidy (total of Part F, Lines 01 thru 07)
09 'Operating subsidy approvable for subject fiscal year (total of Part E, Line 03 and 106,769
Part F, Line 08)
HUD Use Only (Note: Do not revise after the end of the subject FY)
10 Amount'of operating subsidy approvable for subject fl~cal year not funded . "~' ..,,,,:,~!:.:: ": .'::, '::' ( )
11 Amount of funds obligated in excess of operating subsidy approvable for subject fiscal
Must be the same as hne 690 of the Opera~mg Buciget. form HUD-52564. for the subject flscai year) ,'..~,:
Part G. Memorandum of Amounts Due HUD, Includin~l Amounts on Repayment Schedules
01 Total amount due in previous fiscal year (Part G, Line 04 of form HU~-5'2723 for
prev ous fisca year)
02 SectionT°tal amount3) to be collected in subject fiscal year (Identify individual amounts under ( ) ( )
03 Total additional amount due HUD (include any amount entered on Part F, Line 11)
(Identify individual amounts under Section 3)
04 Total amount due HUD to be collected in future fiscal year(s) (Total of Part G,
Lines 01 thru 03) (Identify individual amounts under Section 3)
Previous edition is obsolete for PHA Fiscal Years
beginning 1/1/2004 and thereafter
Page 2
form HUD-52723 (1/2001)
Project Number: 1
Line I Requested by PHA I HUD Modifications
No.I Description (VVhole Dollars) I ~Vhole Dollars)
Part H. Calculation of Adjustments for Subject Fiscal Year
This part is to be completed only after the subject fiscal year has ended
01 Indicate the types of adjuStments that have been rejected on t~is form:
[] Utility Adjustment [] HUD discretionary adjustment .~:, i:, i' 'i'" :: ;': ii :,:::i:'i!.~ i ;'( ',i
(Specify under Section 3)
02 Utility adjustment from form HUD-52722-B
03 Deficit or (Income) after adjustments (total of Part E, Line 01 and Part H, Line 02)
04 Operating subsidy eligibility after year-end adjustments (greater of Part E, Line 02 or
Part H, Line 03)
05 Part E, Line 03 of latest form HUD-52723 approved during subject FY
(Do not use Part E, Line 03 of this revision)
06 Net adjustments for subject fiscal year (Part H, Line 04 minus Part H, Line 05)
07 Utility adjustment (enter same amount as Part H, Line 02)
08 Total HUD discretionary adiustments (Part H, Line 06 minus Line 07)
09 Unfunded portion of utility adjustment due to proration
10 Unfunded portion of HUD discretionary adiustment due to proration
11 Prorated utility adjustment (Part H, Line 07 plus Line 09)
12 Prorated HUD discretionary adiustment (Part H, Line 08 plus Line 10)
Section 3
Remarks (provide part and line numbers)
I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is tree and accurate.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C.
3729, 3802)
Signature of Authorized HA Representative & Date:
X
Ignature
of Authorized Field Office Representative & Date:
Previous edition is obsolete for PHA Fiscal Years
beginning 1/1/2004 and thereafter
Page 3
form HUD-52723 (1/2001)
PHA/IHA Board Resolution
Approving Operating Budget or Calculation of
Performance Funding System Operating Subsidy
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
OMB Approval No. 2577-0026 (Exp. 6/30/2001)
Public reporting burden for this collection of information is estimated to average 15 minutes per response, including the time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct
or sponsor, and a person is not required to respond to, a collection of information unless that collecton displays a valid OMB control number.
This information is required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the Iow-income housing program
and provides a summary of proposedlbudgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain specified
amounts. HUD reviews the information to determine if the operating plan adopted by the PHA and the amounts are reasonable and that the PHA is in compliance
with procedures prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality.
Acting on behalf of the Board of Commissioners of the below-named Public Housing Agency (PHA)/Indian Housing Authority (IHA),
as its Chairman, I make the following certifications and agreements to the Department of Housing and Urban Development (HUD)
regarding the Board's approval of (check one or more as applicable):
Operating Budget Submitted on:
Operating Budget Revision Submitted on:
Calculation of Performance Funding System Submitted on:
Revised Calculation of Performance Funding System Submitted.on:
(date)
I certify on behalf of the: (PHA/IHA Name)
that:
1.
2.
3.
All regulatory and statutory requirements have been met;
The PHA has sufficient operating' reserves to meet the working capital needs of its developments;
Proposed budget expenditures are necessary in the efficient and economical operation of the housing for the purpose of serving
low-income residents;
4. The budget indicates a source of funds adequate to cover all proposed expenditures;
5. The calculation of eligibility for Federal funding is in accordance with the provisions of the regulations;
6. All proposed rental charges and expenditures will be consistent with provisions of law;
7. The PHA/IHA will comply with the wage rate requirements under 24 CFR 968.110(e) and (f) or 24 CFR 905.120(c) and (d);
8. The PHA/IHA will comply with the requirements for access to records and audits under 24 CFR 968.110(i) or 24 CFR 905.120(g);
and
9. The PHA/IHA will comply with the requirements for the reexamination of family income and composition under 24 CFR 960.209,
990.115 and 905.315.
I hereby certify that all the information stated within, as well as any information provided in the accompaniment herewith, is true and accurate.
Warning: HUD will prosecute false claims and statements, Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
Board Chairman's Name (type) Signature I Date
Walter R. Fehst
Previous edition is obsolete form HUD-52574 (10/95)
ref. Handbook 7575.1
Certification for
a Drug-Free Workplace
U.S. Department of Housing
and Urban Development
Applicant Name
Columbia Heights HRA
Program/Activity Receiving Federal Grant Funding
Parkview Villa
Acting on behalf of the above named Applicant as its Authorized Official, I make the following certifications and agreements to
the Department of Housing and Urban Development (HUD) regarding the sites listed below:
I certify that the above named Applicant will or will continue
to provide a drug-free workplace by:
a. Publishing a statement notifying employees that the un-
lawful manufacture, distribution, dispensing, possession, or use
of a controlled substance is prohibited in the Applicant's work-
place and specifying the actions that will be taken against
employees for violation of such prohibition.
b. Establishing an on-going drug-free awareness program to
inform employees ---
(1) The dangers of drug abuse in the workplace;
(2) The Applicant's policy of maintaining a drug-free
workplace;
(3) Any available drug counseling, rehabilitation, and
employee assistance programs; and
(4) The penalties that may be imposed upon employees
for drug abuse violations occurring in the workplace.
c. Making it a requirement that each employee to be engaged
in the performance of the grant be given a copy of the statement
required by paragraph a.;
d. Notifying the employee in the statement required by para-
graph a. that, as a condition of employment under the grant, the
employee will ---
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her convic-
tion for a violation of a criminal drug statute occurring in the
workplace no later than five calendar days after such conviction;
e. Notifying the agency in writing, within ten calendar days
after receiving notice under subparagraph d.(2) from an em-
ployee or otherwise receiving actual notice of such conviction.
Employers of convicted employees must provide notice, includ-
ing position title, to every grant officer or other designee on
whose grant activity the convicted employee was working,
unless the Federalagency has designated a central point for the
receipt of such notices. Notice shall include the identification
number(s) of each affected grant;
f. Taking one of the following actions, within 30 calendar
days of receiving notice under subparagraph d.(2), with respect
to any employee who is so convicted ---
(1) Taking appropriate personnel action against such an
employee, up to and including termination, consistent with the
requirements of the Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfacto-
rily in a drug abuse assistance or rehabilitation program ap-
proved for such purposes by a Federal, State, or local health, law
enforcement, or other appropriate agency;
g. Making a good faith effort to continue to maintain a drug-
free workplace through implementation of paragraphs a. thru f.
2. Sites for Work Performance. The Applicant shall list (on separate pages) the site(s) for the performance of work done in connection with the
HUD funding of the program/activity shown above: Place of Performance shall include the street address, city, county, State, and zip code.
Identify each sheet with the Applicant name and address and the program/activity receiving grant funding.)
Check
here
I I if there are workplaces on file that are not identified on the attached sheets.
I hereby certify that all the information stated herein, as well as any information provided in thc accompaniment herewith, is truc and accurate.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties.
(18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
Name of Authorized Official . Title
Walter R. Fehst Executive Director
Signature
X
Date
form HUD-50070 (3/98)
ref. Handbooks 7417.1,7475.13, 7485.1 & .3
APPLICATION FOR OMB Approval No. 0348-0043
FEDERAL ASSISTANCE 2. DATE SUBMITTED Applicant Identifier
October 21, 2003 049614-324
1. TYPE OF SUBMISSION: 3. DATE RECEIVED BY STATE S?~t~e~Application Identifier
.[plication Preapplication
Construction [] Construction 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifier
[] Non-Construction [] Non-Construction
5. APPLICANT INFORMATION
Legal Name: Organizational Unit:
Columbia Heights HRA Columbia Heights HRA
Address (give city, county, State, and zip code): Name and telep6one number of person to be contacted on matters involvir
590 40th Ave. NE this application (give area code)
Anita Kottsick
Columbia Heights, MN 55421
763-706-3800
6. EMPLOYER IDENTIFICATION NUMBER (EIN): 7. TYPE OF APPLICANT: (enter appropdate letter in box)
[ - 1916141 A. State H. Independent School Dist. J-~
8. TYPE OF APPLICATION: B. County I. State Controlled Institution of Higher Learning
[] New [] Continuation [] Revision C. Municipal J. Private University
D. Township K. Indian Tribe
If Revision, enter appropriate letter(s) in box(es) ~ ~-~ E. Interstate L. Individual
F. Intenmunicipal M. Profit Organization
A. increase Award B. Decrease Award C. Increase Duration G. Special Distdct N. Other (Specify)
D. Decrease Duration Other(specify):
9. NAME OF FEDERAL AGENCY:
Department of Housing and Urban Development
10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:
II[~J--~5~ Operating subsidy eligibility for project currently listed on
the Annual Contributions Contract between the PHA and
TITLE: Public and Indian Housing HUD
12. AREAS AFFECTED BY PROJECT(Cities, Counties, States, etc.):
Columbia Heights, MN
13. PROPOSED PROJECT 14. CONGRESSIONAL DISTRICTS OF:
Start Date Ending Date a. Applicant b.
Project
1/1/04 12/31/04 MN105001 MN105001
15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE
ORDER 12372 PROCESS?
a. Federal $ 104,244' a. YES. THIS PREAPPLICATION/APPLICATION WAS MADE
b. Applicant $ 00 AVAILABLE TO THE STATE EXECUTIVE ORDER 12372
PROCESS FOR REVIEW ON:
c. State $
DATE
d. Local $
b. No. [] PROGRAM IS NOT COVERED BY E. O. 12372
e. Other $ oo [] OR PROGRAM HAS NOT BEEN SELECTED BY STATE
FOR REVIEW
f. Program Income $
17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?
g. TOTAL $ 0o
104,244' [] Yes If "Yes," attach an explanation. [] No
18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT, THE
DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE
ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED.
a: Type Name of Authorized Representative b. Title c. Telephone Number
Walter Fehst Executive Director (763) 706-3600
~". Signature of Authorized Representative e. Date Signed
Previous Edition Usable Standard Form 424 (Rev. 7-97)
Authorized for Local Reproduction Prescribed by OMB Circular A-102
Certification of Payments
to Influence Federal Transactions
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
Applicant Name
Columbia Heights HRA
Program/Activity Receiving Federal Grant Funding
Parkview Villa
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be
paid, by or on behalf of the undersigned, to any person for
influencing or attempting to influence an officer or employee of
an agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connec-
tion with the awarding of any Federal contract, the making of any
Federal grant, the making of any Federal loan, the entering into
of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract,
grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have
been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of an agency, a
Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with this
Federal contract, grant, loan, or cooperative agreement, the
undersigned shall complete and submit Standard Form-LLL,
Disclosure Form to Report Lobbying, in accordance with its
instructions.
(3) The undersigned shall require that the language of this
certification be included in the award documents for all subawards
at all tiers (including subcontracts, subgrants, and contracts
under grants, loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered
into. Submission of this certification is a prerequisite for making
or entering into this transaction imposed by Section 1352, Title
31, U.S. Code. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than
$10,000 and not more than $100,000 for each such failure.
I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties.
(18 U.S.C. 1001, 1010, 1012:31 U.S.C. 3729, 3802)
Name of Authorized Official
Walter R. Fehst
Title
Executive Director
Signature
Date (mm/dd/yyyy)
form HUD 50071 (3/98)
Previous edition is obsolete ref. Handboooks 7417.1,7475.13, 7485.1, & 7485.3
HA Calculation of u.s. Department of Housing
and Urban Development
Occupancy Percentage Office of Public and Indian Housing
for a Requested Budget Year (RBY)'
PHA/IHA-Owned Rental Housing Performance
Funding System (PFS)
OMB Approval No. 2577-0066
(Exp. 09/30/2004)
la. Name and Address of PHNIHA (include Street Address, City, State, Zip Code)
Columbia Heights I-IRA
590 40th Ave. NE
Columbia ]~eights, NIN 55421
Contact (Person who can best answer questions about this submission)
12~'s Phone Number (include area code)
Date: (mo/day/yyyy) I ~ Original (mo/day/yyyy)
01/01/2004 / Revision No. ( ) ~_,N105001 6/30/03
Part A. Actual Occupancy Data as of Report Date
(check one box)
[~ Actual Day
Average for
~ Actual Month
7. Data Source
[~fo~ HUD-51234
Rent Roll
Records
8. Units Occupied 100
9. Units Available 100
10. Actual Occupancy Percentage (Divide line 8 by line 9; multiply by 100 and round to nearest whole) 100 %
stop 11. If the HA-wide occupancy percentage shown on line 10 is 97% or greater and the HA believes that an average occupancy rate
of at least 97% is sustainable for the RBY, then check the box below. You have completed the form and do not need to proceed further.
&
Note (-~ High Occupancy HA: Occupancy Percentage is -) Use 97% as the Projected Occupancy
97% or higher and is sustainable for the RBY Percentage on Part B, line 11 of form HUD-52723
12. Units vacant as of Report Date (subtract line 8 from line 9 and enter result) J
13. If the result on line 12 is five or fewer vacant units and the HA believes that during the RBY: 1) the inventory (line 9) will not change;
Stop and, 2) the number of vacant units on line 12 will be vacant for the full RBY, then check the box below. You have completed the
& form and do not need to proceed further.
Note r--] High Occupancy HA with five or .-) Use line 10 for the Projected Occupancy
fewer vacant units Percentage on Part B, line 11 of form HUD-52723
Part B. Distribution of Actual Vacancies By Major Cause Given below are circumstances and actions recognized by HUD as possible
causes of vacancies that are beyond the control of the HA to correct. If appropriate, please distribute the number of vacant units reported
on line 12 among these causes. Attach sheet identified with HA name and address, the RBY beginning date, and ACC number. Use the
sheet to describe, for each circumstance; when the circumstance occurred; the location of the units involved; why the circumstance is
preventing the HA from occupying, selling, demolishing, rehabilitating, reconstructing, consolidating or modernizing the vacant units; and
the likelihood that these circumstances will be mitigated or eliminated in the RBY.
14. Units vacant because of litigation (e.g., units that are being held vacant as part of court-ordered or HUD-approved desegregation plan)
15. Units vacant because of Federal, Tribal, or State laws of general applicability. (Note: do not include units vacant only because
they do not meet minimum construction or habitability standards.) ,
16. Units vacant due to changing market conditions
17. Units vacant because of natural disaster
19. RMC-managed units vacant because of failure of HA to fund approvable request for Federal modernization funding
(This line for use only by RMCs)
20. Units vacant because of casualty loss and need to settle insurance claims
21. Total Units Vacant Due To Circumstances Beyond The HA's Control (Enter sum of lines 14 - 20)
22. Units vacant after adjusting for circumstances beyond the HA's control (Subtract line 21 from line 12)
23. If the result on line 22 is five or fewer vacant units and the HA believes that during the RBY: 1) the inventory (line 9) will not change;
Stop and, 2) the number of vacant units on both lines 21 and 22 will be vacant for the full RBY, then check the box below. You have
& completed the form and do not need to proceed further.
Note E~ High Occupancy HA with five or fewer vacant units -) Use line 10 for the Projected Occupancy
after adjustment for vacancies beyond its control Percentage on Part B, line 11 of form HUD-52723
24. Vacancy Percentage after adjusting for beyond control circumstances
(Divide line 22 by line 9, multiply by 100. and round to nearest whole) %
25. If the result on line 24 is 3% or less and the HA believes that during the RI3Y: 1) the inventory (line 9) will not change; and, 2)
Stop the number of vacant units on lines 21 and 22 will be vacant for the full RBY, then check the box below. You have completed the
& form and do not need to proceed further.
Note /-'--I High Occupancy HA: 3% or less vacancy rate -') Use line 10 for the Projected Occupancy
afteradjustment for vacancies beyond control Percentage on Part B, line 11 of form HUD-52723
This form replaces forms HUD-52728-A thru -C which
have been canceled. Previous edition is obsolete.
Page I of 3
form HUD-52728 (03/2003)
ref Handbook 7475.13
Part C. Status of Units Undergoing Modernization as of Report Date If changes occur after the Report Date but prior to submission
of this form, the most current status will be shown.
26. Protected Units
a: Number of units that are under modernization construction (contract awarded or force account work started)
b. Number of units not under construction contract but included in a HUD-approved modernization budget where
the time period for placing the units under construction (two FFYs after FFY of approval) has not yet expired.
27. Unprotected Units: Number of units included in a HUD-approved modernization budget where the time
period for placing the units under construction (two FFYs after FFY of approval) has expired.
Part D. Units Estimated to be Available for Occupancy During RBY No. of Units
28. Units Available as of Report Date (Enter line 9) :[00
29. Additional Units Available Dudng RBY because of Development/Acquisition of PFS-Eli~lible projects +
30. Units Unavailable During RBY because of Demolition/Disposition/Conversion
Actions Approved By HUD
31. Total (Add lines 28 and 29; subtract line 30)
Occupied Units
(b) Avg. N,
~f Mos. in RB¥
Vacant Units
(c) No. of Unit
Mos.(a x b)
12'
Part E. Units Estimated to be Occupied During RBY
32. Units Occupied as of Report Date (Enter line 8) 100 12
33. Additional Units Occupied dudng RBY because of
Developmen~Acquisition of PFS-Eligible Projects + +
34. Reoccupancy during RBY of Units Vacated for Circumstances Beyond the HA's Control + +
35. Reoccupancy during RBY of Vacant Units in a Funded Modernization Program + +
36. Occupied Units in Funded Modernization Program Being Vacated during RBY
37. Occupied Units Being Vacated during RBY because of Demolition/Disposition/Conversion
Actions Approved by HUD. If there are occupied units that become vacant after the Report Date
but before the start of the RBY because of circumstances and actions beyond the HA's control,
place that number here ( ) and include in total shown on 37. Attach separate sheet with
same information requested in Part C.
38. Total (Add lines 32-35, subtract lines 36 and 37)~
Part F. Occupancy Percentage During RBY
39. Total Unit Months of Occupancy (Enter line 38c)
40. Total Unit Months Available for Occupancy (Enter line 31c)
41. Occupancy Percentage for RBY (Divide line 39 by line 40; multiply by100 and round to nearest whole) %
42. Average Number of Vacant Units During RBY (Subtract line 39 from line 40;divide result by 12 and round to nearest whole)
43. If the result on line 41 is 97% or higher or if the result on line 42 is five or less, then check the appropriate
Stop box below. You have completed the form and do not need to proceed further.
& [~ a. High Occupancy HA: Occupancy Percentage -.) Use 97% as the Projected Occupancy
Note is 97% or higher for the RBY Percentage on Part B, line 11 of form HUD-52723
-~b. High Occupancy HA with five or --) Use line 41 for the Projected Occupancy
fewer vacant units ' Percentage on Part B, line 11 of form HUD-52723
Part G. Vacancy Percentage for RBY Adjusted for Modernization
44. Total Unit Months of Vacancy in RBY (Enter line 40 less line 39)
45. Total Unit Months for Vacant Units In Funded Mod. and Under Construction ,
or Funded for Construction (Sum the vacant units of lines 26a and b; multiply by 12)
46. If any of the vacant units on lines 26a or b will be reoccupied during the RBY, enter that number ~--" ...... : '~
times the average number of months during the RBY these units will be reoccupied.
47. If any of the occupied units on lines 26a or b will be vacated during the RBY for mod. construction,
enter that number times the average number of monthsduring the RBY these units will be vacated.
48. Total Unit Months for Vacant Units In Funded Mod. And Under Construction or
Funded For Construction In RBY (Add line 45; less line 46; plus line 47)
49. Total Unit Months of Vacancy in RBY Adjusted for Modernization (Enter line 44 less line 48)
50. Vacancy Percentage for RBY Adjusted for Modernization
(Divide line 49 by line 40; multiple by 100; and round to nearest whole.) %
51. Average Number of Vacant Units in RBY Adjusted for Modernization (Divide line 49 by 12; round to nearest whole)
Stop
&
Note
52. If the result on line 50 is 3% or lower or if the result on line 51 is five or less, then check the appropriate box
below. You have completed the form and do not need to proceed further.
-~a. High Occupancy HA: Vacancy Percentage is 3% -) Use line 41 as the Projected Occupancy
or less for the RBY after Modernization Adjustment Percentage on Part B, line 11 of form HUD-52723
[ ---~ b. High Occupancy HA: five or fewer vacant --) Use line 41 for the Projected Occupancy
units after Modernization Adjustment Percentage on Part B, line 11 of form HUD-52723
This form replaces forms HUD-52728-A thru -C which
have been canceled. Previous edition is obsolete.
Page 2 of 3
form HUD-52728 (03/2003)
ref Handbook 7475.13
Part H.Vacancy Percentage for RBY Adjusted for Both Modernization and Beyond Control Circumstances
53. Total Unit Months of Vacancy in RBY (Enter line 44)
54. Total Unit Months of Vacancy in RBY Due to Modernization (Enter line 48)
55. Total Unit Months of Vacancy in RBY Due to Beyond Control Vacancies
(Enter line 21 times 12; less any entry made on line 34c)
56. Total Unit Months of Vacancy After Above Adjustments (Enter line 53 less lines 54 and 55)
57. Vacancy Percentage for RBY After Above Adjustments
(Divide line 56 by line 40; multiple by 100; and round to nearest whole.) %
58. Average Number of Vacant Units in RBY After Above Adjustments (Divide line 56 by 12; round to nearest whole)
Stop
&
Note
59. If the result on line 57 is 3% or lower or if the result on line 58 is five or less, then check the appropriate box below. You have
completed the form and do not need to proceed further.
~] a. High Occupancy Vacancy Percentage or as Projected Occupancy
HA:
is
3%
Use
line
41
the
less for the RBY after Modernization Adjustment Percentage on Part B, line 11 of form HUD-52723
-] b. High Occupancy HA: five or fewer vacant -~Use line 41 for the Projected Occupancy
units after Modernization Adjustment Percentage on Part B, line 11 of form HUD-52723
Part I. Adjustment for Long Term Vacancies If the HA estimates that it will have a vacancy percentage of more than 3% for its RBY and more
than five vacant units after adjusting for vacant units undergoing modemization and vacancies beyond its control, the HA will exclude all of its long-
term vacancies (if any) from its count of units available for occupancy and use this section to determine its projected occupancy pementage.
60. Total Long-term Vacancies (Subtract vacant units shown on lines 21, 26a, and b from line 12. Analyze remaining
vacancies and identify those units that have been vacant for more than 12 months as of the Report Date.)
61. Unit Months of Vacancy Associated With Long-Term Vacancies (Multiply line 60 by 12)
62. Total Unit Months Available for Occupancy in RBY Adjusted for Long-Term Vacancies
(Subtract line 61 from line 31(c)) Use this UMA number in all other PFS calculations.
63. Occupancy Percentage for RBY Adjusted for Long-Term Vacancies
(Divide line 38(c) by line 62; multiply by 100 and round to nearest whole) %
64. Average Number of Vacant Units in RBY after All Adjustments (Subtract line 60 from line 58)
65. Total Unit Months of Vacancy in RBY after All Adjustments (Subtract line 61 from line 56)
66. Vacancy Percentage for RBY Adjusted for Long-Term Vacancies
(Divide line 65 by line 62; multiply by 100 and round to nearest whole) %
67. If the result on line 63 is 97% or higher or if the result on line 64 is five or less orif the result on line 66 is 3% or less
then check the appropriate box below. You have completed the form and do not need to proceed further.
Stop
&
Note
[---~ a. High Occupancy HA: Occupancy Percentage
is 97% or higher for the RBY after Long-Term
Vacancies Adjustment
{b. High Occupancy HA: Five or fewer vacant
units after Adjustment for Long-TermVacancies
[----~ c. High Occupancy HA: Vacancy Percentage
is 3% or lower for the RBY after Long-
Term Vacancies Adjustment
--) Use 97% as the Projected Occupancy Percentage on Part B,
line 11 of form HUD-52723. Use the UMA result on line 62 in
calculating PFS eligibility.
-.) Use line 63 as the Projected Occupancy Percentage on Part B,
line 11of form HUD-52723, Use the UMA result on line 62 in
calculating PFS eligibility.
--) Use line 63 as the Projected Occupancy Percentage on Part B,
line 11 of form HUD-52723. Use the UMA result on line 62 in
calculating PFS eligibility.
Part J. Projected Occupancy Percentages for Low Occupancy RAs If the HA cannot determine an acceptable Projected Occupancy
Percentage for the RBY using the above approach, it will use this section. The HA will use the lower of either 97% or that percentage based
on having five units vacant for the RBY. Either percentage can be adjusted for vacant units undergoing modernization construction and
vacancies beyond its control. Small HAs of 140 units or less will generally want to use a percentage based on five vacant units.
68. Enter 97% if HA has more than 140 units. If 140 or fewer units, determine occupancy percentage based on 5 vacant
units, for RBY. (Take 60 unit months and divide by line 62; multiply by 100 and round to nearest whole. Subtract result from 100%)
69. Percentage Adjustment for Modernization and Beyond Control Vacancies
(Add lines 48 plus 55; divide that sum by line 62; multiply by 100 and round to nearest whole)"
70. Projected Occupancy Percentage for Low Occupancy HA
(Take the percentage on line 68 and subtract the percentage shown on line 69. Use the result as the
Projected Occupancy Percentage on Part B, line 11 of form HUD-52723. Use the UMA result on line 62 In calculating
PFS eligibility)
This form replaces forms HUD-52728-A thru -C which
have been canceled. Previous edition is obsolete.
Page 3 ol' 3
form HUD-52728 (03/2003)
ref Handbook 7475.13
nO
CITY OF COLUMBIA HEIGHTS
590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692
Visit Our Website at: www. ci. columbia-heights, mn. us
Mayor:
Julienne Wyckoff
Councilmembers:
Bruce Nawrocki
Bobby Williams
Tammera Ericson
Bruce Kelzenberg
City Manager:
Walter R. Fehst
COLUMBIA HEIGHTS COMMUNITY DEVELOPMENT DEPARTMENT
DATE:
October 10, 2003
TO:
C:
HRA Boardmembers
Walt Fehst, Executive Director
Robert Streetar, Deputy Executive Director
FROM:
Mark Nagel, Housing Assistant
RE:
Draft Management Services Agreement with Walker ElderCare
I am pleased to attach a draft of the Management Services Agreement with Walker ElderCare
Services, 3737 Bryant Avenue South, Minneapolis, MN for your review. The draft agreement is
based on the current agreement with Crest View, primarily because it is in HUD form, so it should
be easier to gain approval from the Minneapolis Field Office. It should be noted that there are still
areas of the Agreement under negotiation with Walker ElderCare, but staff wanted to get your
comments prior to the development of a final draft for approval. I would very much appreciate your
comments as soon as possible, so that revisions can be made in time for the HRA Board Meeting
on October 21st
H:\Parkview Villa\Walker Agreement Draft Memo
THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES
EQUAL OPPORTUNITY EMPLOYER