HomeMy WebLinkAboutEDA AGN 11-18-03CITY OF COLUMBIA HEIGHTS
HRA Commissioners:
Dennis Ecklund
590 40th Avenue N.E., Columbia Heights, MN 55421 -3878 (763) 706 -3600 TDD (763) 706 -3692
Bobby Williams
Visit Our Website at: wwdv.ci.columbia- heights.tnn.its
Bruce Nawrocki
Tammera Ericson
Bruce Kelzenberg
Patricia Jindra
HOUSING & REDEVELOPMENT AUTHORITY
SPECIAL MEETING
TUESDAY, NOVEMBER 18, 2003
7:00 PM COLUMBIA HEIGHTS CITY HALL, CONFERENCE ROOM 1
IMMEDIATELY FOLLOWING THE RECESS THE MEETING WILL
CONTINUE AT PARKVIEW VILLA, COMMUNITY ROOM B
965 40 AVENUE, COLUMBIA HEIGHTS, MN
1. CALL TO ORDER/ROLL CALL
AGENDA
2. PLEDGE OF ALLEGIANCE
3. PUBLIC HEARING
1. Adopt Resolution 2003 -03, Adopting the Public Housing Agency Plan
MOTION: Move to Adopt Resolution 2003 -03 of the Columbia Heights Housing
and Redevelopment Authority (HRA) confirming approval of the 2004 Public
Housing Agency certifications of compliance with the PHA plans and related
regulations.
° RI",(. ESS 'MEETING WILL CONTINUE AT PARKVIEW VILLA, 965 40 Tt1 AVE.
4. CONSENT AGENDA
A. Approval of Minutes.
1. The Meeting of October 21, 2003.
MOTION: Move to approve the minutes of October 21, 2003 regular meeting as
presented in writing.
5. REPORT OF MANAGEMENT COMPANY
6. 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.)
7. ITEMS FOR CONSIDERATION
1. Walker E1derCare Management Agreement
MOTION: Move to Approve the 3 -year Management and Maintenance Services
Agreement with Walker E1derCare subject to final review by the City Attorney; and
furthermore, to authorize the Chair and Executive Director to enter into an agreement for
the same.
THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES
EQUAL OPPORTUNITY EMPLOYER
2. 4607 Tyler Street Sale
MOTION: Move to approve the sale of 4607 Tyler Street to Minnesota Housing
Resources for $160,000 with the stipulations outlined in the Purchase Agreement; and
furthermore, to authorize the Chair and Executive Director to enter into an agreement for
the same.
3. Parkview Villa South Rent Structure
MOTION: Move to Approve the Rent Adjustment for new residents to take effect
December 1, 2003.
8. ADMINISTRATIVE REPORTS
9. ADJOURNMENT
Cheryl Bakken, Community Development Secretary
H: \HRA Agenda2003 \11 -18 -2003 Spec.Mtg PVV
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 imnaired onlv).
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting o£ November 18, 2002
AGENDA SECTION: Public Hearing
ORIGINATING
EXECUTIVE
NO: 1
DEPARTMENT: HRA
DIRECTOR
APPROVAL
ITEM: Adopt Resolution 2003 -03, Approving
BY: Mark Nagel
BY:
the HUD 2004 Public Housing Agency Plan
DATE: November 10, 2003
BACKGROUND: The Quality Housing and Work Responsibility Act of 1998 requires all Housing
Authorities to prepare an Agency Plan each year. Staff has completed the draft copy of the Columbia
Heights Agency Plan for the public to review. A summary of the Plan's contents and a full copy of the
draft plan with attachments and supporting documents are available for review by the public at the
central administrative office of the Columbia Heights HRA.
HUD requires a variety of components and documents to be incorporated into the plan. They include a
mission statement, goals and objectives of the agency, an executive summary, statements of needs and
resources, and numerous policy statements. The HUD required forty -five day review period to allow for
public input has been satisfied. At the Public Hearing on November 18, 2003 the HRA Board will make
final modifications to the plan and authorize staff to submit the final document to HUD. The Parkview
Villa Resident Advisory Board, as well as Anoka County, have been sent the Plan for comment. As of
this writing, no plan changes have come forward from the public. The entire document has been
generated by electronic transmission and downloaded through the HUD web page REAC System. The
primary emphasis of the plans are to identify quantifiable measures of success in reaching their
objectives over the course of the plan.
RECOMMENDATION: The staff is recommending that the HRA Board close the Public Hearing,
make amendments to the plans if needed, and adopt HRA Resolution 2003 -7, that being Resolution of
the Columbia Heights Housing and Redevelopment Authority confirming approval of the Public
Housing Agency Certifications of Compliance, with the PHA Plans and related regulations.
RECOMMENDED MOTION Move to close the Public Hearing.
RECOMMENDED MOTION Move to waive the reading of Resolution 2003 -03, there being ample
copies available to the public.
RECOMMENDED MOTION Move to Adopt Resolution 2003 -03 of the Columbia Heights Housing
and Redevelopment Authority (HRA) confirming approval of the 2004 Public Housing Agency
certifications of compliance with the PHA plans and related regulations.
Attachments
HRA ACTION:
WHRAconsent20031HRA Agency Plan,Res 2003 -03
U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
Certification by State or Local Official of PHA Plans Consistency with
the Consolidated Plan
I, Mark Ulfers the Dakota Co CDA Exec Di ctptify
Columbia Heights
that the Five Year and Annual PHA Plan of the Hous i nc R Redevelopment A t _ his
consistent with the Consolidated Plan of Dakota County prepared
pursuant to 24 CFR Part 91.
a - lu
11/3/03
Signed / Dated by Appropriatk Strte r Local Official
Certification by State and Local Official of PHA Plans Consistency with the Consolidated Plan to Accompany the HUD 50075
OMB Approval No. 2577 -0226
Expires 03/3 1/2002
(7/99)
Page l of l
HRA RESOLUTION 2003 -03
RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT
AUTHORITY (HRA) CONFIRMING APPROVAL OF THE 2004 PUBLIC HOUSING
AGENCY CERTIFICATIONS OF COMPLIANCE, WITH THE PHA PLANS AND
RELATED REGULATIONS.
WHEREAS, The Department of the Housing and Urban Development has requested that
Public Housing Agencies submit a Certification in regard to Public Housing Agency Compliance
with the PHA Plans and Related Regulations; 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 (Appendix) Public
Housing Agency Certifications of Compliance with the PHA Plans and Related Regulations is
hereby approved.
ADOPTED this_ day of , 2003.
MOTION BY:
SECONDED BY:
AYES:
NAYS:
Tammera Ericson, Chair
Attest by:
Cheryl Bakken, Assistant Secretary
H: \Resolutions2003 \HRA2003 -03 PHA Plan
U.S. Department of Housing and OMB No. 2577 -0226
PH Plans
Urban Development (exp. 05/31/2006
Streamlined Annual Office of Public and Indian
Version Housing
This information collection is authorized by Section 511 of the Quality Housing and Work Responsibility Act, which added a new
section 5A to the U.S. Housing Act of 1937 that introduced 5 -year and annual PHA Plans. The full PHA plan provides a ready source
for interested parties to locate basic PHA policies, rules, and requirements concerning the PHA's operations, programs, and services,
and informs HUD, families served by the PHA, and members of the public of the PHA's mission and strategies for serving the needs
of low- income and very low - income families. This form allows eligible PHAs to make a streamlined annual Plan submission to HUD
consistent with HUD's efforts to provide regulatory relief for certain types of PHAs. Public reporting burden for this information
collection is estimated to average 11.7 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. HUD may not collect
this information and respondents are not required to complete this form, unless it displays a currently valid OMB Control Number.
Privacy Act Notice. The United States Department of Housing and Urban Development, Federal Housing Administration, is
authorized to solicit the information requested in this form by virtue of Title 12, U.S. Code, Section 1701 et seq., and regulations
promulgated thereunder at Title 12, Code of Federal Regulations. Information in PHA plans is publicly available.
Streamlined Annual PHA Plan
for Fiscal Year: 2004
PHA Name: Columbia Heights Housing
& Redevelopment Authority
NOTE: This PHA Plan template (HUD - 50075 -SA) is to be completed in accordance with instructions
contained in previous Notices PIH 99 -33 (HA), 99 -51 (HA), 2000 -22 (HA), 2000 -36 (HA), 2000 -43
(HA), 20014 (HA), 2001 -26 (HA), 2003 -7 (HA), and any related notices HUD may subsequently issue.
form HUD- 50075 -SA (4/30/2003)
PHA Name: Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN105
Streamlined Annual PHA Plan
Agency Identification
PHA Name: Columbia Heights Housing & Redevelopment Authority
PHA Number: MN 105
PHA Fiscal Year Beginning: (01/2004)
PHA Programs Administered:
❑Public Housing and Section 8 ❑Section 8 Only ®Public Housing Only
Number of public housing units: Number of S8 units: Number of public housing units: 101
Number of S8 units:
❑PHA Consortia (check box if submitting a joint PHA Plan and complete table)
Participating PHAs
PHA
Code
Program(s) Included in
the Consortium
Programs Not in
the Consortium
# of Units
Each Program
Participating PHA 1:
Participating PHA 2:
Participating PHA 3:
PHA Plan Contact Information:
Name: Walter R. Fehst
TDD: (763) 706 -2806
Phone: (763) 706 -3510
Email (if available):
Walt.Fehst�i?ci .columbia- heights.mmus
Public Access to Information
Information regarding any activities outlined in this plan can be obtained by contacting:
(select all that apply)
® PHA's main administrative office ® PHA's development management offices
Display Locations For PHA Plans and Supporting Documents
The PHA Plan revised policies or rogram changes (including attachments) are available for
public review and inspection. X Yes ❑ No.
If yes, select all that apply:
Main administrative office of the PHA
PHA development management offices
❑ Main administrative office of the local, county or State, government
® Public library ❑ PHA website ❑ Other (list below)
PHA Plan Supporting Documents are available for inspection at: (select all that apply)
® Main business office of the PHA ® PHA development management offices
❑ Other (list below)
Page 2 of 17 form HUD- 50075 -SA (04/30/2003)
PHA Name: Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN105
Streamlined Annual PHA Plan
Fiscal Year 2004
[24 CFR Part 903.12(c)]
Table of Contents
[24 CFR 903.7(r)]
Provide a table of contents for the Plan, including applicable additional requirements, and a list of supporting
documents available for public inspection.
A. PHA PLAN COMPONENTS
❑ 1. Site -Based Waiting List Policies
903.7(b)(2) Policies on Eligibility, Selection, and Admissions
® 2. Capital Improvement Needs
903.7(g) Statement of Capital Improvements Needed
❑ 3. Section 8(y) Homeownership
903.7(k)(1)(i) Statement of Homeownership Programs
❑ 4. Project -Based Voucher Programs
® 5. PHA Statement of Consistency with Consolidated Plan. Complete only if PHA has
changed any policies, programs, or plan components from its last Annual Plan.
6. Supporting Documents Available for Review
7. Capital Fund Program and Capital Fund Program Replacement Housing Factor,
Annual Statement/Performance and Evaluation Report
® 8. Capital Fund Program 5 -Year Action Plan
B. SEPARATE HARD COPY SUBMISSIONS TO LOCAL HUD FIELD OFFICE
Form HUD- 50076, PHA Certifications of Compliance with the PHA Plans and Related Regulations:
Board Resolution to Accompany the Streamlined Annual Plan identifying policies or programs the PHA
has revised since submission of its last Annual Plan, and including Civil Rights certifications and
assurances the changed policies were presented to the Resident Advisory Board for review and comment,
approved by the PHA governing board, and made available for review and inspection at the PHA's
principal office;
For PHAs Applying for Formula Capital Fund Program (CFP) Grants:
Form HUD - 50070, Certification for aDrug -Free Workplace;
Form HUD - 50071, Certification ofPayments to Influence Federal Transactions and
Form SF -LLL &SF -LLLa, Disclosure ofLobbying Activities
Page 3 of 17 form HUD - 50075 -SA
PHA Name: Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN 105
1. Site -Based Waiting Lists (Eligibility, Selection, Admissions Policies)
[24 CFR Part 903.12(c), 903.7(b)(2)]
Exemptions: Section 8 only PHAs are not required to complete this component.
A. Site -Based Waiting Lists - Previous Year
1. Has the PHA operated one or more site -based waiting lists in the previous year? If yes,
complete the following table; if not skip to B.
Site -Based Waiting Lists
Development
Information:
(Name, number,
location)
Date
Initiated
Initial mix of
Racial, Ethnic or
Disability
Demographics
Current mix of
Racial, Ethnic or
Disability
Demographics
since Initiation of
SBWL
Percent
change
between initial
and current
mix of Racial,
Ethnic, or
Disability
demographics
2. What is the number of site based waiting list developments to which families may apply
at one time?
3. How many unit offers may an applicant turn down before being removed from the site -
based waiting list?
4. ❑ Yes ❑ No: Is the PHA the subject of any pending fair housing complaint by HUD
or any court order or settlement agreement? If yes, describe the order, agreement or
complaint and describe how use of a site -based waiting list will not violate or be
inconsistent with the order, agreement or complaint below:
B. Site -Based Waiting Lists — Coming Year
If the PHA plans to operate one or more site -based waiting lists in the coming year, answer each
of the following questions; if not, skip to next component.
1. How many site -based waiting lists will the PHA operate in the coming year?
2. ❑ Yes ❑ No: Are any or all of the PHA's site -based waiting lists new for the upcoming
year (that is, they are not part of a previously -HUD- approved site based
waiting list plan)?
If yes, how many lists?
Page 4 of 17 form HUD - 50075 -SA (04/30/2003)
PHA Name Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN 105
3. ❑ Yes ❑ No: May families be on more than one list simultaneously
If yes, how many lists?
4. Where can interested persons obtain more information about and sign up to be on the site -
based waiting lists (select all that apply)?
❑ PHA main administrative office
❑ All PHA development management offices
❑ Management offices at developments with site -based waiting lists
❑ At the development to which they would like to apply
❑ Other (list below)
2. Capital Improvement Needs
[24 CFR Part 903.12 (c), 903.7 (g)]
Exemptions: Section 8 only PHAs are not required to complete this component.
A. Capital Fund Program
1. ® Yes ❑ No Does the PHA plan to participate in the Capital Fund Program in the
upcoming year? If yes, complete items 7 and 8 of this template (Capital
Fund Program tables). If no, skip to B.
2. ❑ Yes ® No: Does the PHA propose to use any portion of its CFP funds to repay debt
incurred to finance capital improvements? If so, the PHA must identify in
its annual and 5 -year capital plans the development(s) where such
improvements will be made and show both how the proceeds of the
financing will be used and the amount of the annual payments required to
service the debt. (Note that separate HUD approval is required for such
financing activities.).
B. HOPE VI and Public Housing Development and Replacement Activities (Non -
Capital Fund)
Applicability: All PHAs administering public housing. Identify any approved HOPE VI and/or
public housing development or replacement activities not described in the Capital Fund Program
Annual Statement.
1. ❑ Yes ® No: Has the PHA received a HOPE VI revitalization grant? (if no, skip to #3; if
yes, provide responses to the items on the chart located on the next page,
copying and completing as many times as necessary).
2. Status of HOPE VI revitalization grant(s):
Page 5 of 17 form HUD - 50075 -SA
PIMA Name: Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN 105
HOPE VI Revitalization Grant Status 11
a. Development Name:
b. Development Number:
c. Status of Grant:
F Revitalization Plan under development
❑Revitalization Plan submitted, pending approval
❑Revitalization Plan approved
❑Activities pursuant to an approved Revitalization Plan underway
3. ❑ Yes ® No: Does the PHA expect to apply for a HOPE VI Revitalization grant in the
Plan year?
If yes, list development name(s) below:
4. ❑ Yes &]No: Will the PHA be engaging in any mixed - finance development activities
for public housing in the Plan year? If yes, list developments or activities
below:
5. ❑ Yes ® No: Will the PHA be conducting any other public housing development or
replacement activities not discussed in the Capital Fund Program Annual
Statement? If yes, list developments or activities below:
3. Section 8 Tenant Based Assistance -- Section 8(y) Homeownership Progra.
(if applicable) [24 CFR Part 903.12(c), 903.7(k)(1)(i)]'
1. ❑ Yes ® No: Does the PHA plan to administer a Section 8 Homeownership program
pursuant to Section 8(y) of the U.S.H.A. of 1937, as implemented by 24
CFR part 982 ? (If "No ", skip to the next component; if "yes ", complete
each program description below (copy and complete questions for each
program identified.)
2. Program Description:
a. Size of Program
❑ Yes ❑ No: Will the PHA limit the number of families participating in the Section 8
homeownership option?
If the answer to the question above was yes, what is the maximum number
of participants this fiscal year?
Page 6 of 17 form HUD - 50075 -SA (04/30/2003)
PHA Name: Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN 105
b. PHA - established eligibility criteria
❑ Yes ❑ No: Will the PHA's program have eligibility criteria for participation in its
Section 8 Homeownership Option program in addition to HUD criteria?
If yes, list criteria:
c. What actions will the PHA undertake to implement the program this year (list)?
3. Capacity of the PHA to Administer a Section 8 Homeownership Program:
The PHA has demonstrated its capacity to administer the program by (select all that apply):
❑ Establishing a minimum homeowner downpayment requirement of at least 3 percent of
purchase price and requiring that at least 1 percent of the purchase price comes from the
family's resources.
❑ Requiring that financing for purchase of a home under its Section 8 homeownership will
be provided, insured or guaranteed by the state or Federal government; comply with
secondary mortgage market underwriting requirements; or comply with generally
accepted private sector underwriting standards.
❑ Partnering with a qualified agency or agencies to administer the program (list name(s)
and years of experience below):
❑ Demonstrating that it has other relevant experience (list experience below):
4. Use of the Project -Based Voucher Program
Intent to Use Project -Based Assistance
❑ Yes ® No: Does the PHA plan to "project- base" any tenant -based Section 8 vouchers in the
coming year? If the answer is "no," go to the next component. If yes, answer the following
questions.
❑ Yes ❑ No: Are there circumstances indicating that the project basing of the units,
rather than tenant -basing of the same amount of assistance is an appropriate option? If
yes, check which circumstances apply:
❑ low utilization rate for vouchers due to lack of suitable rental units
❑ access to neighborhoods outside of high poverty areas
❑ other (describe below:)
2. Indicate the number of units and general location of units (e.g. eligible census tracts or
smaller areas within eligible census tracts):
5. PHA Statement of Consistency with the Consolidated Plan
[24 CFR Part 903.15]
Page 7 of 17 form HUD - 50075 -SA (04/30/2003)
PHA Name Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN105
For each applicable Consolidated Plan, make the following statement (copy questions as many
times as necessary) only if the PHA has provided a certification listing program or policy
changes from its last Annual Plan submission.
1. Consolidated Plan jurisdiction: Columbia Heights, MN, Anoka County and Dakota County
Consortium Plan
2. The PHA has taken the following steps to ensure consistency of this PHA Plan with the
Consolidated Plan for the jurisdiction: (select all that apply)
® The PHA has based its statement of needs of families on its waiting lists on the needs
expressed in the Consolidated Plan/s.
® The PHA has participated in any consultation process organized and offered by the
Consolidated Plan agency in the development of the Consolidated Plan.
® The PHA has consulted with the Consolidated Plan agency during the development of
this PHA Plan.
❑ Activities to be undertaken by the PHA in the coming year are consistent with the
initiatives contained in the Consolidated Plan. (list below)
❑ Other: (list below)
3. The Consolidated Plan of the jurisdiction supports the PHA Plan with the following actions
and commitments: (describe below)
The Columbia Heights HRA has received certification indicating the 5 year and Annual Plan is
consistent with the Consolidated Plan. The certification is on file at the HRA office, 590 40
Avenue, Columbia Heights, MN 55421
Page 8 of 17 form HUD - 50075 -SA (04130/2003)
PHA Name: Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN 105
6. Supporting Documents Available for Review for Streamlined Annual PHA
Plans
PHAs are to indicate which documents are available for public review by placing a mark in the "Applicable
& On Display" column in the appropriate rows. All listed documents must be on display if applicable to
the program activities conducted by the PHA.
List of Supporting Documents Available for Review
Applicable
Supporting Document
Related Plan Component
& On
Displa
PHA Certifications of Compliance with the PHA Plans and Related Regulations
5 Year and Annual Plans
and Board Resolution to Accompany the Standard Annual, Standard Five -Year,
X
and Streamlined Five- Year /Annual Plans;
N/A
PHA Certifications of Compliance with the PHA Plans and Related Regulations
Streamlined Annual Plans
and Board Resolution to Accompany the Streamlined Annual Plan
X
Certification by State or Local Official of PHA Plan Consistency with
5 Year and standard Annual
Consolidated Plan.
Plans
Fair Housing Documentation Supporting Fair Housing Certifications: Records
5 Year and Annual Plans
reflecting that the PHA has examined its programs or proposed programs,
identified any impediments to fair housing choice in those programs, addressed
X
or is addressing those impediments in a reasonable fashion in view of the
resources available, and worked or is working with local jurisdictions to
implement any of the jurisdictions' initiatives to affirmatively further fair
housing that require the PHA's involvement.
Housing Needs Statement of the Consolidated Plan for the jurisdiction(s) in
Annual Plan:
which the PHA is located and any additional backup data to support statement of
Housing Needs
N/A
housing needs for families on the PHA's public housing and Section 8 tenant -
based waitin lists.
X
Most recent board- approved operating budget for the public housing program
Annual Plan:
Financial Resources
X
Public Housing Admissions and (Continued) Occupancy Policy (A &O /ACOP),
Annual Plan: Eligibility,
which includes the Tenant Selection and Assignment Plan [TSAP] and the Site-
Selection, and Admissions
Based Waiting List Procedure.
Policies
X
Deconcentration Income Analysis
Annual Plan: Eligibility,
Selection, and Admissions
Policies
X
Any policy governing occupancy of Police Officers and Over - Income Tenants in
Annual Plan: Eligibility,
Public Housing. ® Check here if included in the public housing A &O Policy.
Selection, and Admissions
Policies
N/A
Section 8 Administrative Plan
Annual Plan: Eligibility,
Selection, and Admissions
Policies
X
Public housing rent determination policies, including the method for setting
Annual Plan: Rent
ublic housing flat rents.
Determination
Check here if included in the public housing A & O Policy.
X
Schedule of flat rents offered at each public housing development.
Annual Plan: Rent
Check here if included in the public housing A & O Policy.
Determination
N/A
Section 8 rent determination (payment standard) policies (if included in plan, not
Annual Plan: Rent
necessary as a supporting document) and written analysis of Section 8 payment
Determination
standard pol icies. ❑ Check here if included in Section 8 Administrative Plan.
X
Public housing management and maintenance policy documents, including
Annual Plan: Operations and
policies for the prevention or eradication of pest infestation (including cockroach
Maintenance
infestation).
X
Results of latest Public Housing Assessment System (PHAS) Assessment (or
Annual Plan: Management
other applicable assessment).
and Operations
Page 9 of 17 form HUD - 50075 -SA (04/30/2003)
PHA Name: Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN105
List of Supporting Documents Available for Review
Applicable
Supporting Document
Related Plan Component
& On
Displa
N/A
Follow -up Plan to Results of the PHAS Resident Satisfaction Survey (if
Annual Plan: Operations and
necessary)
Maintenance and Community
Service & Self-Sufficienc
N/A
Results of latest Section 8 Management Assessment System (SEMAP)
Annual Plan: Management
and Operations
N/A
Any policies governing any Section 8 special housing types
Annual Plan: Operations and
❑ Check here if included in Section 8 Administrative Plan
Maintenance
X
Public housing grievance procedures
Annual Plan: Grievance
Check here if included in the public housing A & O Policy
Procedures
N/A
Section 8 informal review and hearing procedures.
Annual Plan: Grievance
❑ Check here if included in Section 8 Administrative Plan.
Procedures
X
The Capital Fund/Comprehensive Grant Program Annual Statement
Annual Plan: Capital Needs
/Performance and Evaluation Report for any active grant year.
X
Most recent CIAP Budget/Progress Report (HUD 52825) for any active CIAP
Annual Plan: Capital Needs
ants.
N/A
Approved HOPE VI applications or, if more recent, approved or submitted
Annual Plan: Capital Needs
HOPE VI Revitalization Plans, or any other approved proposal for development
of public housing.
X
Self - evaluation, Needs Assessment and Transition Plan required by regulations
Annual Plan: Capital Needs
implementing Section 504 of the Rehabilitation Act and the Americans with
Disabilities Act. See PIH Notice 99 -52 (HA).
N/A
Approved or submitted applications for demolition and/or disposition of public
Annual Plan: Demolition and
housing.
Disposition
N/A
Approved or submitted applications for designation of public housing
Annual Plan: Designation of
(Designated Housing Plans).
Public Housin
N/A
Approved or submitted assessments of reasonable revitalization of public
Annual Plan: Conversion of
housing and approved or submitted conversion plans prepared pursuant to
Public Housing
section 202 of the 1996 HUD Appropriations Act, Section 22 of the US Housing
Act of 1937, or Section 33 of the US Housing Act of 1937.
N/A
Documentation for required Initial Assessment and any additional information
Annual Plan: Voluntary
required by HUD for Voluntary Conversion.
Conversion of Public Housin
N/A
Approved or submitted public housing homeownership programs/plans.
Annual Plan:
Homeownershi
N/A
Policies governing any Section 8 Homeownership program
Annual Plan:
Section of the Section 8 Administrative Plan
Homeownershi
N/A
Public Housing Community Service Policy/Programs
Annual Plan: Community
❑ Check here if included in Public Housing A & O Policy
Service & Self-Sufficienc
X
Cooperative agreement between the PHA and the TANF agency and between
Annual Plan: Community
the PHA and local employment and training service agencies.
Service & Sel
N/A
FSS Action Plan(s) for public housing and/or Section 8.
Annual Plan: Community
Service & Self-Sufficienc
N/A
Section 3 documentation required by 24 CFR Part 135, Subpart E for public
Annual Plan: Community
housing.
Service & Self-Sufficienc
N/A
Most recent self - sufficiency (ED /SS, TOP or ROSS or other resident services
Annual Plan: Community
ant ) grant program reports for public housing.
Service & Self-Sufficienc
X
Policy on Ownership of Pets in Public Housing Family Developments (as
Annual Plan: Pet Policy
required by regulation at 24 CFR Part 960, Subpart G).
Check here if included in the public housing A & O Policy.
X
The results of the most recent fiscal year audit of the PHA conducted under the
Annual Plan: Annual Audit
Single Audit Act as implemented by OMB Circular A -133, the results of that
audit and the PHA's response to any findings.
N/A
Other supporting documents (optional)
(specify as needed)
list individually; use as many lines as necess
N/A
Consortium agreement(s) and for Consortium Joint PHA Plans Only
Joint Annual PHA Plan for
Certification that consortium agreement is in compliance with 24 CFR Part 943
Consortia: Agency
p ursuant to an opinion of counsel on file and available for inspection.
Identification and Annual
Page 10 of 17 form HUD - 50075 -SA
PHA Name: Columbia Heights Housing & Redevelopment Authority
Streamlined Annual Plan for Fiscal Year 2004
HA Code: MN 105
List of Supporting Documents Available for Review
Applicable
Supporting Document
Related Plan Component
& On
Displa
Management and Operations
Page I1 of 17 form HUD- 50075 -SA (04/30/2003)
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Streamlined PHA Plan U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
PHA Certifications of Compliance
PHA Certifications of Compliance with the PHA Plans and Related Regulations:
Board Resolution to Accompany the Streamlined Annual PHA Plan
Acting on behalf of the Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairman or other
authorized PHA official if there is no Board of Commissioners, I approve the submission of the streamlined Annual PHA Plan for
PHA fiscal year beginning 20 ation 04, hereinafter referred to as the Streamlined Annual Plan, of which this document is a part and
make the following certifications, agreements with, and assurances to the Department of Housing and Urban Development (HUD)
in connection with the submission of the Streamlined Plan and implementation thereof.-
1. The streamlined Annual Plan is consistent with the applicable comprehensive housing affordability strategy (or any streamlined
Plan incorporating such strategy) for the jurisdiction in which the PHA is located.
2. The PHA has established a Resident Advisory Board or Boards, the membership of which represents the residents assisted by the
PHA, and provided this Board or Boards an opportunity to review and comment on any program and policy changes since
submission of the last Annual Plan.
3. The PHA made the proposed streamlined Annual Plan, including policy and program revisions since submission of the last
Annual Plan, and all information relevant to the public hearing available for public inspection at least 45 days before the hearing,
published a notice that a hearing would be held and conducted a hearing to discuss the streamlined Plan and invited public
comment.
4. The PHA will carry out the streamlined Annual Plan in conformity with Title VI of the Civil Rights Act of 1964, the Fair
Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990.
5. The PHA will affirmatively further fair housing by examining their programs or proposed programs, identify any impediments to
fair housing choice within those programs, address those impediments in a reasonable fashion in view of the resources available
and work with local jurisdictions to implement any of the jurisdiction's initiatives to affirmatively further fair housing that require
the PHA's involvement and maintain records reflecting these analyses and actions.
6. For streamlined Annual Plans that include a policy or change in policy for site -based waiting lists:
The PHA regularly submits required data to HUD's MTCS in an accurate, complete and timely manner (as specified in PIH Notice
99 -2);
• The system of site -based waiting lists provides for full disclosure to each applicant in the selection of the development in which to
reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to
wait to be admitted to units of different sizes and types at each site;
• Adoption of site -based waiting list would not violate any court order or settlement agreement or be inconsistent with a pending
complaint brought by HUD;
The PHA shall take reasonable measures to assure that such waiting list is consistent with affirmatively furthering fair housing;
The Pffik provides for review of its site-based waiting list policy to determine if it is COnSiStClit With civil zights lavys and
mitificatiorts, as specified in 24 eFR part 903.7(b)(2).
7. The PHA will comply with the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act of
1975.
8. The PHA will comply with the Architectural Barriers Act of 1968 and 24 CFR Part 41, Policies and Procedures for the
Enforcement of Standards and Requirements for Accessibility by the Physically Handicapped.
9. The PHA will comply with the requirements of section 3 of the Housing and Urban Development Act of 1968, Employment
Opportunities for Low -or Very-Low Income Persons, and with its implementing regulation at 24 CFR Part 135.
10. The PHA has submitted with the streamlined Plan a certification with regard to a drug -free workplace required by 24 CFR Part
24, Subpart F.
11. The PHA has submitted with the streamlined Plan a certification with regard to compliance with restrictions on lobbying
required by 24 CFR Part 87, together with disclosure forms if required by this Part, and with restrictions on payments to influence
Federal Transactions, in accordance with the Byrd Amendment
and implementing regulations at 49 CFR Part 24.
12. The PHA will comply with acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property
Acquisition Policies Act of 1970 and implementing regulations at 49 CFR Part 24 as applicable.
13. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24
CFR 5.105( a).
14. The PHA will provide HUD or the responsible entity any documentation that the Department needs to carry out its review
under the National Environmental Policy Act and other related authorities in accordance with 24 CFR Part 58.
15. With respect to public housing the PHA will comply with Davis -Bacon or HUD determined wage rate requirements under
section 12 of the United States Housing Act of 1937 and the Contract Work Hours and Safety Standards Act.
16. The PHA will keep records in accordance with 24 CFR 85.20 and facilitate an effective audit to determine compliance with
program requirements.
Page 1 of 2 form HUD -50076 (4/30/2003)
17. The PHA will comply with the Lead -Based Paint Poisoning Prevention Act and 24 CFR Part 35.
18. The PHA will comply with the policies, guidelines, and requirements of OMB Circular No. A -87 (Cost Principles for State,
Local and Indian Tribal Governments) and 24 CFR Part 85 (Administrative Requirements for Grants and Cooperative Agreements
to State, Local and Federally Recognized Indian Tribal Governments.).
19. The PHA will undertake only activities and programs covered by the streamlined Annual Plan in a manner consistent with its
streamlined Annual Plan and will utilize covered grant funds only for activities that are approvable under the regulations and
included in its streamlined Plan.
20. All certifications and attachments (if any) to the streamlined Plan have been and will continue to be available at all times, and
all locations that the PHA streamlined Plan is available for public inspection. All required supporting documents have been made
available for public inspection along with the streamlined Plan and additional requirements at the primary business office of the
PHA and at all other times and locations identified by the PHA in its streamlined Annual Plan and will continue to be made
available at least at the primary business office of the PHA.
21.The PHA certifies that the following policies, programs, and plan components have been revised since submission of its last
Annual PHA Plan (check all policies, programs, and components that have been changed):
_ 903.7a Housing Needs
_ 903.7b Eligibility, Selection, and Admissions Policies
_ 903.7c Financial Resources
_ 903.7d Rent Determination Policies
_ 903.7h Demolition and Disposition
_ 903.7k Homeownership Programs
_ 903.7r Additional Information
A. Progress in meeting 5 -year mission and goals
B. Criteria for substantial deviation and significant amendments
_C. Other information requested by HUD
1. Resident Advisory Board consultation process
— 2. Membership of Resident Advisory Board
_3. Resident membership on PHA governing board
22. The PHA provides assurance as part of this certification regarding its streamlined annual PHA Plan that:
(i) The Resident Advisory Board had an opportunity to review and comment on the changes to the policies and programs before
implementation by the PHA;
(ii) The changes were duly approved by the PHA board of directors (or similar governing body); and
(iii)The revised policies and programs are available for review and inspection, at the principal office of the PHA during normal
business hours.
Columbia Heights Housing & Redevelopment Authority (HRA) MN105
PHA Name PHA Number
Streamlined Ann ual PHA Plan for Fiscal Year: 2004
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
Signature
Title
Executive Director
Date
Page 2 of 2 form HUD -50076 (4/30/2003)
DISCLOSURE OF LOBBYING ACTIVITIES Approved by OMB
Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352 0348 -0046
(See reverse for public burden disclosure.)
1. Type of Federal Action:
2. Status of Federal Action:
3. Report Type:
F1 a. contract
❑ a. bid /offer /application
F7 a. initial filing
b. grant
b. initial award
b. material change
c. cooperative agreement
c. post -award
For Material Change Only:
d. loan
year _________ quarter ___-----
e. loan guarantee
date of last report ------ _ --- ___
f. loan insurance
4. Name and Address of Reporting Entity:
5. If Reporting Entity in No. 4 is a Subawardee, Enter Name
In Prime ❑ Subawardee
and Address of Prime:
Tier _, if known:
Columbia Heights Housing & Redevelopment
Authority N/A
590 40th Avenue NE
Columbia Heights, MN 55421
Congressional District, if known:
Congressional District, if known:
6. Federal Department/Agency:
7. Federal Program Name /Description:
Department of Housing & Urban Developme
t N/A
CFDA Number, if applicable: _____________
8. Federal Action Number, if known:
9. Award Amount, if known:
N/A
$ N/A
10. a. Name and Address of Lobbying Registrant b. Individuals Performing Services (including address if
(if individual, last name, first name, Ml): different from No. 1Oa)
N/A (last name, first name, Ml):
11. Information requested through this for, is authorized by title 31 U.S.C. section
Signature:
1352. This disclosure of lobbying activities is a material representation of fact
upon which reliance was placed by the tier above when this transaction was made
Wa R . Feh s t
Print Name:
or entered into, This disclosure is required pursuant to 31 U.S.C. 1352. This
information will be reported to the Congress semi - annually and will be available for
Title: Executive Director
public inspection. Any person who fails to file the required disclosure shall be
Telephone No. :(763 706- 3670_ Date: 1 -18 -2003
subject to a civil penalty of not less that $10,000 and not more than $100,000 for
each such failure.
Federal Use Only;
Authorized for Local Reproduction
Standard Form LLL (Rev. 7.
Certification for
a Drug -Free Workplace
U.S. Department of Housing
and Urban Development
City of Columbia Heights Housing & Redevelopment Authority
Applicant Name
Public Housing
Program /Activity Receiving Federal Grant Funding
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.)
Parkview Villa North
965 40th Avenue NE
Columbia Heights, MN 55421
Check here ❑ 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 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 Title
Walter R. Fehst Executive Director
Signature
Date
form HUD -50070 (3/98)
ref. Handbooks 7417.1, 7475.13, 7485.1 &.3
Certification of Payments U.S. Department of Housing
and Urban Development
to Influence Federal Transactions Office of Public and Indian Housing
ritV nf rnlilmhia Heights Housing & Redevelopment Authority
Applica;t Name
Public Housing
Program /Activity Receiving Federal Grant Funding
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
Signature
Title
Executive Director
Date (mmlddlyyyy)
Previous edition is obsolete
form HUD 50071 (3/98)
ref. Handb000ks 7417.1, 7475.13, 7485.1, & 7485.3
HOUSING & REDEVELOPMENT AUTHORITY (HRA)
REGULAR MEETING MINUTES
October 21, 2003
CALL TO ORDERIROLL CALL
Chair, Ericson called the meeting to order at 7:00 p.m., October 21, 2003.
Present: Tammera Ericson, Bruce Kelzenberg, Bruce Nawrocki, Bobby Williams, Dennis
Ecklund Jr., and Patricia Jindra
PLEDGE OF ALLEGIANCE
Ericson announced the addition of Item #7, Resolution 2003 -07 for the approval of HUD forms.
CONSENT AGENDA
Approval of Minutes
Ecklund stated on page 4, under Parkview Villa Management Bids he would like it amended to
read.-
Ecklund- felt very comfortable with CommonBond and Walker and stated that Crest View
could possibly work if they made some changes.
MOTION by Nawrocki, second by Williams, to approve the minutes from August 20, 2003,
regular meeting with the amendment as listed. All ayes. Motion Carried.
REPORT OF MANAGEMENT COMPANY
Karen Fantle introduced herself as the new Parkview Villa Housing Administrator, stated she
has been with Crest View for seven years as of November 4` has been Resident Services
Coordinator for Crest View on 42" and prior to that was Director of Therapeutic recreation.
Apartment 609 has been filled and 4607 Tyler had an inspection with no violations reported.
CITIZEN FORUM
Don Camp, Unit 608, asked when the dryers would be fixed on the second floor as they have
been out for approximately two months. Fantle stated Bill Gault has replaced parts on one and
thought there was three working at this time.
Nawrocki asked if the problem was the need for repair or replacement of the dryers. Kottsick
stated they have someone come in to do the repairs to the machines and to her knowledge, they
have replaced one and repaired the coin slot on another.
Judy Schendel, Unit 612, stated when she was in the laundry room today, everything was
working properly.
Dorothy Keller, Unit 414, stated when she first moved in, she was told when you have visitors
you need to tell the office and asked if this rule changed, as there are many visitors staying for
long periods of time. Fantle stated the HUD regulation states one visitor could stay no longer
than 21 days per year.
Bob Balega, Unit 704, asked if the emergency cords are functioning properly, as his is in the
down position. Kottsick stated they are functional, but residents should remember that staff
responds to the emergency cords and if it is pulled after hours or on the weekend they should
dial 911 instead.
Housing & Redevelopment Authority Minutes
October 21, 2003
Page 2 of 7
Mayor, Julienne Wyckoff invited residents to ride on the 801 Bus with her on Wednesday,
November 5` at no charge. Prizes and discount coupons will be given out. Residents should
plan to meet her at the Bus Hub on Central at 10:30 am and plan to return from Rosedale at
2: 20 pm. There are some flyers available by the elevators.
ITEMS FOR CONSIDERATION
Resolution 2003 -04, Adopting the Proposed 2004 Budget for Parkview Villa North
Fantle stated the proposed budget for Parkview Villa North is $373,900, which represents a
3.7% increase over last year, 4.5% increase in allocated interdepartmental labor, a projected
10% increase in utility costs, 5.4% increase in management fee expense due to a 2% increase in
salary costs and a reallocation of the total management fee. Supplies and services increased 3%
in 2004. Total revenue is $383,500, which includes rents of $280,000, an Operating Subsidy of
$90, 000, investment incomes of $5, 000 and other miscellaneous charges.
Nawrocki stated he thought the EDA approved the HRA Budget at their meeting. Streetar stated
the EDA did approve an HRA Levy at a.0014 rate and an EDA redevelopment Levy at a .00183
rate. The EDA can raise money by levying this amount for redevelopment purposes.
Motion by Williams, second by Jindra, to waive the reading of Resolution 2003 -04, there being
an ample amount of copies available to the public. All ayes. Motion Carried.
Motion by Williams, second by Kelzenberg, to Adopt 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. All ayes. Motion Carried.
Resolution 2003 -05, Adopting the Proposed 2004 Budget for Parkview Villa South
Fantle stated the proposed budget for Parkview Villa South is $197,477, which represents a
7.6% decrease over last year, a 1.5% decrease in allocated interdepartmental labor and a
$2,458 decrease in management services expense resulting from a 2% increase in salary expense
and a reallocation of costs between Parkview Villa North and South. Gross revenues are
$198,100 and include rents of $180, 000, investment income of $6, 000 and other miscellaneous
charges.
Motion by Kelzenberg, second by Nawrocki, to waive the reading of Resolution 2003 -05, there
being an ample amount of copies available to the public. All ayes. Motion Carried.
Motion by Kelzenberg, second by Jindra, to Adopt Resolution 2003 -05, a Resolution of the
Housing and Redevelopment Authority in and for the City of Columbia Heights adopting the
2004 Parkview Villa South Budget of $197,477 and recommending this budget to the City
Council for approval. All ayes. Motion Carried.
Walker E1derCare Management Agreement
Nagel stated at the August 20 HRA meeting the board passed a motion directing staff to
prepare a 3-year draft agreement for management services with Walker ElderCare for Parkview
Housing & Redevelopment Authority Minutes
October 21, 2003
Page 3 of 7
Villa North and South, subject to approval by the HRA. Staff has prepared the draft agreement
for board review and approval. The services provided are the same as we are currently
receiving under the Crest View Contract except that Walker will take over the operation of the
Capital Fund Program.
Ecklund asked if Walker will look into hiring the current staff. Nagel stated they would.
Nawrocki stated on page 2, under Termination, it states that if less than 60% of the services
covered by the agreement have been preformed upon termination, the contractor shall be
reimbursed and asked if this in our current agreement with Crest View. Nagel stated it was.
Williams stated in Crest View's bid there would be a cost of living increase and Walker has a
CPI increase for each additional year and asked if there would be a big difference. Nagel stated,
it may not be any different. Nawrocki stated there are different types of CPI rates and asked
which one they would be using. Nagel stated he would find out from Walker.
Resident, Renie Suftka, Unit 104 asked if Walker is getting the contract. Ericson stated that at
the last HRA meeting a motion was made to direct staff to draft an agreement for review tonight
and that no decision has been made yet.
Resident, Gary Peterson, 3712 Lincoln, stated he has worked with Crest View for 18 years and
has had a very good working relationship with them.
Motion by Williams to table this item until next month where staff can make some of the
changes requested by the board. Motion Failed for Lack of a Second.
Motion by Nawrocki, to authorize the Chair and Executive Director to enter into the agreement
with Walker E1derCare with the understanding that the CPI, 60 day Clause, assignability Clause,
approval by HUD, approval by the City Attorney and the ability to have some input on hiring
staff to be further explored to the satisfaction of staff.
Ericson and Jindra felt uncomfortable voting on the agreement in its current draft. Jindra stated
there are too many loose ends to the agreement.
The Motion was withdrawn by Nawrocki.
Motion by Nawrocki, second by Ericson, to authorize staff to continue to negotiate with Walker
E1derCare on the Management Services Contract for Parkview Villa North and South making the
changes to the agreement as specified by the board and bring it before the board at the special
meeting on November 18, 2003 at Parkview Villa immediately following the Public Hearing held
at City Hall at 7 p.m. All ayes. Motion Carried.
Kelzenberg asked the residents of Parkview Villa that were present, how many are happy with
Crest View's management. About half of the residents present were happy with them.
Housing & Redevelopment Authority Minutes
October 21, 2003
Page 4 of 7
Resolution 2003 -06, Exploring the possibility of transferring the ownership of Parkview
Villa North and South to the Anoka County Housing and Redevelopment Authority
Streetar stated the City Council established ambitious goals for the Community Development
Department and with limited staff and financial resources and a budget reduction of $31, 000 for
2004, it is necessary to eliminate some of the responsibilities of the department, such as
maintaining the ownership and management oversights for Parkview Villa North and South. By
exploring the possibilities of transferring ownership and responsibilities of ownership to the
Anoka County Housing and Redevelopment Authority (ACHRA), it would allow staff to focus
more attention on the City Council's redevelopment goals. ACHRA currently owns and manages
housing and would provide as good, if not better service to Parkview Villa residents. This would
significantly reduce the $5 to $6 million debt on Parkview Villa South and we could return tax
dollars being used to pay the debt to the City, School and County.
Williams asked Streetar to explain the savings of $850 to$ 920 thousand per year of City tax
money. Streetar stated the current tax statement obtained from Ehlers it states there is about 5.8
million owed. The City made the first payment of approximately $850, 000 in September and will
increase each year to an approximately amount of $920, 000.
Williams informed the residents of Parkview Villa the City borrowed 2.5 million which has gone
up to somewhere near 5.2 million, which mean there is no money to due the repairs necessary to
the building. Therefore, it is very important the City explore their options.
Nawrocki stated he was on the BRA back when the decision was made to borrow the 2.5 million
for Parkview Villa South. The intent was to use Tax Increment Financing money to pay for the
bonds. The Central Avenue business district was going downhill so a residents group of about
30 people was formed to come up with recommendations. The group recommended two things:
1) the need for Senior Housing and 2) the need for a Comprehensive Plan for the community.
Nawrocki also stated he disagreed to the wording in the HRA letter stating that maintaining the
ownership and management oversight of Parkview Villa North and South takes resources away
from more important City priorities.
Resident, Ed Carlson, stated he was a former Mayor of Columbia Heights and one thing we
would loose by selling Parkview Villa is the HUD funding. Mr. Hines suggested staff could
check this matter out with Anoka County. Streetar stated, staff will check into this matter.
Mrs. Keller, Unit 414, stated if their rent has never been subsidized in the South building, why
were they told they were in subsidized units. Nawrocki stated the North building has always
been HUD subsidized. The South building was never set up that way, and even though, there is
no documents stating it, the South rents were to be $100 over the highest rents in the North
building.
Kelzenberg read the rent amounts from a 2000 application for the south building given to him by
a resident describing what the rental requirements were at that time. Kottsick stated the form
has changed since 2000 per HUD requirements.
Housing & Redevelopment Authority Minutes
October 21, 2003
Page 5 of 7
Mayor, Julienne Wyckoff stated she attended the meeting with Streetar and Anoka County, which
was a very preliminary meeting about the possibility of Anoka County owning Parkview Villa
North and South. The County wants to establish a presence in southern Anoka County.
Residents should rest assured that if the sale to Anoka County went through there would be no
change in the status of their residency and at this time Anoka County is only asking for
permission to explore the options of ownership.
Diane Powers, Unit 905, stated she grew up in Columbia Heights, lived here for 10 years and
was told you have to be a resident of Columbia Heights to get into the building and in the past
year the units have been filled with anyone, not just Columbia Heights residents. She would like
to see whoever takes over do a better job of placement in the units.
Motion by Kelzenberg, second by Jindra, to waive the reading of Resolution 2003 -06, there
being an ample amount of copies available to the public. All ayes. Motion Carried.
Motion by Kelzenberg, second by Williams, to Adopt Resolution 2003 -06, a Resolution
authorizing staff to 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.
Upon Vote: Ecklund- aye, Nawrocki- nay, Ericson- aye, Kelzenberg- aye, Williams- aye, Jindra-
nay. Motion Carried.
Snow Plowing Service for 2003/2004
Fantle stated last year MGS provided the snowplowing service for Parkview Villa and 4607
Tyler. Staff requested and received bids from MGS, Reliakor Services and Outdoor
Environments. Again this year MGS was the low bidder at $65/occurance for I to 4 inches, $75
for 4 to 8 inches and $100 for anything over 12 inches, with salt and sanding at $16 for each 50
lb bag. Sstaff recommends approval of the contract for Snow Removal with MGS.
Nawrocki asked why they obtained bids from Shakopee and not from around this area. Fantle
stated, the bids were obtained by William Jones and Bill Gault, prior to her taking over the
administration of Parkview Villa.
Williams stated we had MGS last year and the fact that they aren't increasing their bid for 2004
is very reasonable and would be in favor of their contract.
Motion by Kelzenberg, second by Williams, 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. All ayes. Motion Carried.
Rent Adjustments for Parkview Villa South
Streetar stated in April of this year, Crest View prepared a proposal for rent increases in the
South building. Staff recommends the board hire the new management company and have them
review the rent structure and make recommendations to the HRA no later than April of 2004.
Housing & Redevelopment Authority Minutes
October 21, 2003
Page 6 of 7
Nawrocki stated the longer we wait to change the rent structure, the harder it will be for
residents to adjust to the increase.
Kelzenberg stated the problem with the rent structure has been going on for this long and it
shouldn't make a difference if we wait until spring to discuss rents.
Streetar stated Crest View submitted the proposed rent structure in April that was tabled. The
rent structure was as follows: as of January 1, 2004 a 1 bedroom would be $425, January 1,
2005 it would be $450 and January 1, 2006 it would be $463 plus inflation. Barnes stated the
rent structures were based on cost per square foot comparing them to other local senior
buildings.
Ecklund stated you can 't expect someone that is paying $250 to start paying $450 a month and
wondered if increasing the rents for all new resident would be possible instead. Ericson
requested staff put this item on the agenda for the special HRA meeting in November for more
discussion.
Resolution 2003 -07, Approving the Operating Fund Calculation of Operating Subsidy-
Documents for 2004
Kottsick stated the Operating Fund Calculation of Operating Subsidy, PHAAHA Board
Resolution, Calculation of Occupancy Percentage for a Requested Budget Year, Calculation of
Allowable Utilities Expense Level, Adjustment for Utility Consumption and Rates, Certification
of a Drug -Free Workplace, Certification of Payment to Influence Federal Transactions,
Application for Federal Assistance and the Report of Occupancy forms are all due to HUD this
week and require HRA board approval by resolution prior to submitting them to HUD. Kottsick
explained the documents to the Board.
Motion by Jindra, second by Williams to waive the reading of Resolution 2003 -07, there being
an ample amount of copies available to the public. All ayes. Motion Carried.
Motion by Williams, second by Kelzenberg, to Adopt Resolution 2003 -07, being a Resolution of
the Columbia Heights Housing and Redevelopment Authority confirming approval of the
Operating Fund Calculation of Operating Subsidy for 2004 and related documents; and
furthermore to direct the Executive Director to forward same to the U.S. Department of Housing
and Urban Development. All ayes. Motion Carried.
Williams stated the board should look at a back up plan for the rising costs of heating for next
year. Ericson directed staff to add this item to the November HRA meeting.
ADMINISTRATIVE REPORTS
4607 Tyler Closing
Streetar stated the closing for 4607 Tyler has been postponed until after the November HRA
meeting as the HRA has to approve one more document per Anoka County requirements.
Housing & Redevelopment Authority Minutes
October 21, 2003
Page 7 of 7
Conflict with November 18 meeting at Parkview Villa
Streetar stated there is a conflict with having the November 18 HRA meeting at Parkview Villa
as a Public Hearing has been published per HUD requirements in the newspaper for the PHA
plan at 7 p.m. at City Hall.
Motion by Ericson, second by Williams, to conduct a special meeting of the HRA on November
18` 2003 at Parkview Villa immediately following the 7:00 p.m. Public Hearing meeting at City
Hall. All ayes. Motion Carried.
Barnes stated on behalf of Crest View Corporation and its staff, it has been a privilege to work
with staff and that when they exit the administration of Parkview Villa on December 31, 2003,
they will exit gratefully.
ADJOURNMENT
Chair, Ericson adjourned the meeting at 9:47 p.m.
Respectfully submitted,
Cheryl Bakken
Recording Secretary
H:\HRAMinutes 2003 \10 -21 -2003
Parkview Villa Housing Complex
965 N.E. 40' Avenue, Columbia Heights, MN 55421 (763) 706 -3800 Fax (763)788 -3978
DATE: November 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
RE: October 2003 Management Report for Parkview Villa & 4607 Tyler
4607 Tyler 4 -plex
• The carpet at 4607 Tyler Street is scheduled to be cleaned the morning of Monday, November
17. This is instead of replacing the carpet, which is still in good condition.
• We are also in the process of resolving the wet basement situation. Bill Gault has been in
contact with Mr. Mattson who installed the drain tiles and landscaped around the 4 -plex to
determine what needs to be done.
Parkview Villa
• On October 30 the police were called to PVV to report an unwanted guest. We were unable to
find the person when the officer arrived, but if seen again we will call 911 again.
• We have 3 carpet bids for PVV -S, however they are for the complete common areas. We are in
the process of having the bidders come back out to break down the bids into how much it will
cost for different sections. When this is complete we will make our recommendations.
• We are also getting bids for boiler controls for PVV -S. We currently have two bids and Bill is
waiting for Owens to send someone out.
OCCUPANCY:
4607 Tyler PARKVIEW VILLA — NORTH PARKVIEW VILL - SOUTH
Apt #3 Apt #305 November 30, 2003 Apt #417 November 30, 2003
Apt #611 November 30, 2003
Waiting list totals are as follows:
Parkview Villa North Parkview Villa South 4607 Tyler
21 CH Residents 13 CH Resident 0 CH Residents
36 Non - residents 11 Non - resident 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
0
EQUAL HOUSING
OPPORTUNITY
RESIDENT COUNCIL NEWS
The next Resident Council
meeting will be Monday,
November 10, 2003 at 7:00 pm in
Community Room `B'.
PET POLICY
The City of Columbia Heights
requires all dogs and cats over 6
months old to be licensed.
SMOKING
Please remember there is no
smoking in the common areas of
this building. Also please remind
all of your visitors of this rule.
MAINTENANCE ISSUES
If you have a maintenance issue
after 5:00 p.m. you must call 763-
706 -3800. Thank you.
LAUNDRY ROOM GUIDELINES
Please be sure to clean both the
washers and dryers when you are
done using them. Don't leave a
mess for the next person. Please
do not overload the machines.
The clothes do not wash or dry as
well, it is hard on the machines
and can cause them to break down
more frequently.
COMMON AREA GUIDELINES
Absolutely no alcoholic beverages
are allowed in the common areas.
Be sure that your visitors are
aware of this.
BULLETIN BOARD POSTINGS
In light of recent issues with
postings and individual resident
events it will now be a
requirement that all non - resident
council postings will need to be
approved by the office. This will
be open for discussion at the next
resident council meeting.
SNOW PLOWING PROCEDURES
MGS Services will be plowing
again this year. They will plow
anytime there is 1-1/2" to 2" of
snowfall. They come through and
plow the middle and circle of the
parking lot as well as the
emergency vehicle spot. Once
they have plowed then the
residents' vehicles need to be
moved so that maintenance and
caretakers can clear the parking
spots.
Residents must have their vehicles
moved by 7:00 a.m. in order to
have their spots cleared.
If you know before you go to bed
that it is or will be snowing then
you may want to move your
vehicle to the municipal parking
ramp across 40 to avoid having
to move it at 7:00 a.m.
CREST VIEW BAZAAR
Saturday, November 8, 9:00 a.m.
— 3:00 p.m. Crest View
Communities will once again be
presenting their Christmas Bazaar
at Columbia Heights High School
- Crafts, Bake Sale, Raffles, Food
Court. Come support the Crest
View Resident Councils.
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COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of. November 18, 2003
AGENDA SECTION: Items for Consideration
ORIGINATING
EXECUTIVE
NO: 7 -1
DEPARTMENT: HRA
DIRECTOR
APPROVAL
ITEM: Walker ElderCare Management
BY: Robert Streetar
BY:
Agreement
DATE: November 12, 2003
BACKGROUND:
Please find attached the management and maintenance services agreement between the Columbia
Heights HRA and Walker ElderCare for the management of Parkview Villa North and South. Mr.
Denny O'Donnel from Walker Eldercare will be present at the meeting.
RECOMMENDATION: Staff recommends the board approve the management and maintenance
services agreement with Walker ElderCare.
RECOMMENDED MOTION: Move to Approve the 3 -year management and maintenance
services agreement with Walker ElderCare subject to final review by the City Attorney; and
furthermore, to authorize the Chair and Executive Director to enter into an agreement for the same.
Attachments
HRA ACTION:
h: \Parkview Villa \Walker Aqreement Final
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
THIS AGREEMENT (hereinafter referred to as "Agreement "), effective on the 1st of
February, 2004, by and between Walker ElderCare Services, Inc. (hereinafter referred to
as "Contractor "), located at 3737 Bryant Avenue South, Minneapolis, MN 55409 and the
Columbia Heights Housing and Redevelopment Authority (hereinafter referred to as
"Owner "), located at 590 40 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
40 Avenue N.E., Columbia Heights, MN 55421 (hereinafter the "Project ");
NOW, THEREFORE, it is agreed as follows:
A. Undertaking. Owner hereby contracts for and Contractor hereby agrees to furnish
the services provided for under the provisions of this Agreement.
B. Terms and Conditions
Termination of Conditions.
a. Terms of Agreement The term of this Agreement shall be for three
years beginning on the effective date and continue in effect until 31
January 2007, unless terminated earlier pursuant to Sections b.
and/or c. below.
b. 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
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
giving 30 days written notice to Contractor of such termination. In
such event, all finished or unfinished documents, data, studies, and
reports prepared by Contractor under this Agreement shall, at the
option of the Owner, become its property and Contractor shall be
entitled to receive just and equitable compensation for any
satisfactory work completed on such documents.
C. 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. Contractor shall be reimbursed for that portion of
any actual expenses (not otherwise reimbursed under this
Agreement) incurred by Contractor through the date of termination. If
the Agreement is terminated due to the fault of Contractor, Section B.
Terms and Conditions 1. hereof, relative to termination shall apply.
2. 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.
3. Personnel.
a. 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.
b. All services required hereunder will be performed by Contractor or
under its supervision and all personnel engaged in the work shall be
fully qualified and shall be authorized or permitted under State and
local law to perform such services.
C. No person who is serving sentence in a penal or correctional
institution shall be employed or work under this Agreement. All
employees shall be subject to criminal background checks to be
completed by the Columbia Heights Police Department. This does
not preclude the Contractor from performing other or additional types
2
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
of background checks on prospective employees.
d. Contractor agrees to confer with the HRA in the selection of the
Housing Manager.
4. 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.
5. Equal Employment Opportunity. During the performance of the Agreement
Contractor Agrees as follows:
a. 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, familial 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.
b. 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.
C. Contractor will cause the foregoing provisions to be inserted in all
subcontracts for any work covered by this Agreement so that such
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
provision will be binding upon each subcontractor, provided that the
foregoing provisions shall not apply to contracts or subcontracts for
standard commercial supplies or raw materials.
6. 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.
7. 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.
8. 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.
9. Assignability 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. The owner shall
retain the right to sell, transfer, or otherwise dispose of Parkview Villa North
and South. Provided however, that claims for money due or to become due
as outlined in Part B, (c), Page 2, 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.
10. 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
4
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
Project to which this contract pertains, shall have any personal interest, direct
or indirect, in the Agreement.
11. Interest of Other Local Public Officials No member of the governing body of
the locality in which the Project is situated, and no other public official of such
locality, who exercises any functions or responsibilities in the review or
approval of the carrying out of the Project to which this Agreement pertains,
shall have any personal interest, direct or indirect, in this Agreement.
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 shall only be made available
to any individual or organization pursuant to the Minnesota Data Practices
Act or upon a valid order of a court of applicable jurisdiction.
C. Fees. Contractor shall be paid by Owner $14,091.75 per month at Parkview Villa
North and South. Effective January 1, 2005 and January 1, 2006, this monthly fee
shall be increased by the consumer price index for all urban consumers for the
Minneapolis /St. Paul area as defined by the U.S. Department of Labor, Bureau of
Labor Statistics.
D. Services to be Provided by Contractor.
Provide a monthly financial statement.
2. Perform administrative and management services as described in the
Management Plan.
3. Provide referral services for those needing assistance in daily living activities.
5
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
4. Contractor will employ appropriate site staff to effectively run the business.
Contractor shall hire, pay and provide any required benefits, including
Workers Compensation insurance coverage (and other benefits as deemed
desirable by Contractor), provide training for, direct and supervise the staff.
Contractor will file any necessary payroll reports, etc. about the staff serving
on the Parkview Villa site. Site staff salaries and benefits are included in the
management fee.
5. Provide support to Parkview Villa staff in an emergency, subject to
reimbursement by Owner.
6. Perform total management of day -to -day operations, including admission
work, discharge management, and maintaining current waiting lists.
7. Comply with rules and regulations established by HUD and other appropriate
government agencies in the management of Parkview Villa.
8. 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
Development Authority and/or the Parkview Villa Housing Complex.
9. 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.
10. Prepare a monthly report on the management of the Project for the Owners
Executive Director and Board of Commissioners. The Public Housing
Manager shall attend Owner meetings at least once per month and at other
times as necessary to provide information to Owners on Project activities and
6
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
to secure Board approvals for purchases /contracts of over $15,000.00.
11. Insure that the Public Housing Manager attend the monthly Resident Council
meeting. The Public Housing Manager shall work with the Resident Council
of Parkview Villa as necessary for the efficient and amicable 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.
13. Provide all services related to the development and implementation of the
HUD Public Housing Capital Fund Program.
14. Provide other public housing services that may be required by HUD in the
operation of Parkview Villa North and South during the term of the Contract.
E. Responsibility for Costs.
With respect to expenses to be born by Owner, Contractor shall not commit
any expenses, which have not received prior written approval by the Owner.
The annual operating budget, approved by the Owner, shall satisfy the prior
written approval requirement.
2. 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 Contractor, on behalf of
the Owner, in accordance with established Owner policies. Contractor will
establish a bank account for deposits and disbursements and will have
signing authority on this account.
3. Notwithstanding the limitations imposed by subparagraph E. 1., Contractor
may, on behalf of the Owner, without prior consent (provided good faith
efforts as reasonable under the circumstances to obtain consent) expend
any amount, or incur a contractual obligation in any amount required to deal
7
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
with emergency conditions which may involve a danger to life or property or
may threaten the safety of the occupants of the building and other
appurtenances comprising the Project, or may threaten the suspension of
any necessary service to the Project.
4. Contractor shall not be responsible for any additional costs related to any
errors in the approved operating budgets that are in effect when the contract
commences. Contractor will have the opportunity to review and recommend
changes to the 2004 operating budget up to 120 days from commencing
management of the properties. Contractor will not be responsible for budget
variances outside its control.
F. 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. Contractor shall be responsible for collection of
delinquent rents or other charges.
2. Contractor shall provide the Owner at 590 40 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 on or before the
first day of each month.
3. 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 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.
4. 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.
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
5. With the aid of appropriate staff /committees from Owner, Contractor will
open and maintain Project accounts and render financial data and supporting
documentation from time to time as requested by Owner. Records and
accounts will be maintained in accordance with HUD requirements and
Contractor will prepare or assist in the preparation of all reports necessary to
comply with HUD reporting requests.
G. 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.
H. Indemnity Owner and Contractor shall indemnify each other for negligent acts of
their own employees and/or agents.
Limitations on Contractor's Responsibilities.
1. 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. Before commencing such projects, however, the
parties shall agree in writing on the terms and fees to be paid to Contractor
for such additional services. Nothing herein contained shall be construed to
relieve contractor of its duties in connection with the repair, maintenance and
replacement of components of the Project which are ordinary, necessary,
and which are recurring items of maintenance. The cost of such repair,
maintenance and replacement are to be paid by the Owner. Advance Owner
approval shall be required on expenditures in accordance with the Owner
official procurement policy, a copy of which has been furnished to Contractor.
2. 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,
9
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
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, warnings,
notices or summons received by it relating to such matters. The Owner
agrees to indemnify and hold Contractor harmless and its officers, directors,
its representatives, servants and employees from all loss, costs, expense
and liability whatsoever which may be imposed upon them or any of them by
reason of the presence of, or any future, violations or alleged violations of
such laws, ordinances, rules or regulations except for such as may arise out
of the acts or omissions of Contractor or those independent contractors
operating under Contractor's supervision.
J. Successors and Assigns This Agreement shall inure to the benefit of and be
binding upon the respective parties, including without limitation any corporation into
which either may be consolidated or merged, subject to the provisions of Section B
of this Agreement. This Agreement is otherwise not assignable without the prior
written consent of the respective parties, which consent will not be unreasonably
withheld.
K. Applicable Law This Agreement shall be governed by the laws of the State of
Minnesota.
L. Amendment This Agreement may not be amended orally, but only in writing signed
by the parties hereto.
Attachment A: Columbia Heights Police Department Minnesota Criminal History Check on
Potential Tenant.
Attachment B: Tentative Staffing Assumptions
Attachment C: U.S. Department of Housing and Urban Development — Representations,
Certifications, and Other Statements of Bidders, Public and Indian Housing Programs.
Attachment D: Contract Provisions Required by Federal Law or Owner Contract with the
U.S. Department of Housing and Urban Development.
10
MANAGEMENT AND MAINTENANCE SERVICES AGREEMENT
Walker ElderCare Services, Inc.
Lynn M. Starkovich
Its Chief Executive Officer
Date
11 -11 -2003
Columbia Heights Housing
Redevelopment Authority
Tammera Ericson
Its Chair
Date
Walter R. Fehst
Its Executive Director
Date
11
ATTACHMENT A
MINNESOTA CRIMINAL HISTORY CHECK ON POTENTIAL TENANT
Columbia Heights Police Department
559 Mill Street NE, Columbia Heights, MN 55421
763 - 706 -3750
763 - 706 -3752 Fax
being the landlord or property owner of
which is a rental property in the City of Columbia
Heights, Minnesota hereby request that the Columbia Heights Police Department run a Minnesota
Criminal History Check and a local records check on the below listed individuals(s). I understand this
information is to be used for the sole purpose of tenant screening.
Signature
Date
Day Time Phone Number
I hereby authorize the Columbia Heights Police Department to run a Minnesota Criminal History check and
local records check on myself and authorize them to give this information to the landlord/property owner listed
above. The sole purpose of this check is for tenant screening.
Applicant # 1 (List all addresses for the past 5 years, starting with the most current)
Full Name:
First Middle Last
Maiden Name or Other Names Used:
Driver License #: Date of Birth: Sex: Male Female Race:
Current Address:
City State: Zip Code:
Address:
City State: Zip Code:
Address:
City State: Zip Code:
Address:
City
State: Zip Code:
Signature Date Daytime Phone Number
Please allow 72 fours for processing
*OVER*
Applicant # 2 (List all addresses for the past 5 years, starting with the most current)
Full Name:
First Middle Last
Maiden Name or Other Names Used:
Driver License #: Date of Birth: Sex: Male Female Race:
Current Address:
City State: Zip Code:
Address:
City State: Zip Code:
Address:
City State: Zip Code:
Ad
City State: Zip Code:
Signature Date Daytime Phone Number
Please allow 72 fours for processing
ATTACHMENT B
PARKVIEW VILLA NORTH AND SOUTH
TENTATIVE STAFFING ASSUMPTIONS
Manager
0.8 — 1.0 FTE
Maintenance
0.75 —1.0 FTE
Caretaker 1
0.5 FTE
Caretaker 2
0.5 FTE
Office Assistant
0.4 — 0.5 FTE
FTE — Fulltime Equivalency
RITAC 4 m EN i G
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 HUD - 5369 -A (11/92)
Representations, Certifications,
and Other Statements of Bidders
Public and Indian Housing Programs
Table of Contents
Clause
1. Certificate of Independent Price Determination
2. Contingent Fee Representation and Agreement
3. Certification and Disclosure Regarding Payments
to Influence Certain Federal Transactions
4. Organizational Conflicts of Interest Certification
5. Bidder's Certification of Eligibility
6. Minimum Bid Acceptance Period
7. Small, Minority, Women -Owned Business Concern
Representation
8. Indian -Owned Economic Enterprise and Indian
Organization Representation
9. Certification of Eligibility Under the Davis -Bacon Act
10. Certification of Nonsegregated Facilities
11. Clean Air and Water Certification
12. Previous Participation Certificate
13. Bidder's Signature
Page (iii) As an agent, has not personally participated, and will
1 not participate in any action contrary to subparagraphs (a)(1)
1 through (a)(3) above.
(c) If the bidder deletes or modifies subparagraph (a)2 above, the
1 bidder must furnish with its bid a signed statement setting forth in
detail the circumstances of the disclosure.
2 Contractin Officer check if following [ ] [Contracting g paragraph is applicable]
2
(d) Non - collusive affidavit. (applicable to contracts for construction
2 and equipment exceeding $50,000)
2 (1) Each bidder shall execute, in the form provided by the PHA/
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
2 response to this solicitation. If the successful bidder did not submit
3 the affidavit with his /her bid, he /she must submit it within three (3)
3 working days of bid opening. Failure to submit the affidavit by that
3 date may render the bid nonresponsive. No contract award will be
made without a properly executed affidavit.
3 (2) A fully executed "Non- collusive Affidavit" [ ] is, [ ] is not
3 included with the bid.
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)(1) 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
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 PHA/IHA 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
PHA/IHA Contracting Officer.
(d) Any misrepresentation by the bidder shall give the PHA/IHA 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.
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 Paget 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-
ing 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. 4508) 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.
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 a women -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. Forthe purpose
of this definition, minority group members are:
(Check the block applicable to you)
[ ] Black Americans [ ] Asian Pacific Americans
[ ] Hispanic Americans [ ] Asian Indian Americans
[ J 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.
Certification of Eligibility Under the Davis -Bacon
Act (applicable to construction contracts exceeding $2,000)
(a) 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(a) 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(a)
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)
(a) 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 HUD - 5369 -A (11/92)
R� C YY1 E M i
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 (9198)
Previous editions are obsolete ref. Handbooks 7417.1, 7450.1 & 7460.8
Contract Provisions Required by U. S. Department of Housing OMB Approval No. 2577 -0015
and Urban Development (exp.3 /31/2002)
Federal Law or Owner Contract Office of Public and Indian Housing
with the U.S. Department of
Housing and Urban Development
Public reporting 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 architect/engineer (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 tend 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).
1.7 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-
istrat ion of a contract supported by Federal funds if a conflict of
interest, real or apparent, would be involved.
Such a conflict would arise when:
(i) The employee, officer or agent,
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. v
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.
(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 orthe 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 (9i98)
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 hisrher 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
85.360)(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 S 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.
L t I 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. I701u (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
S100,000). 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 S 100,000.
form HUD - 51915 -A (9/98)
Previous editions are obsolete Page 2 of 3 ref. Handbooks 7417.1, 7450.1 & 7460.8
1.15 Energy Efficiencv. Pursuant to Federal regulations (24
C.F.R 85.36(1)(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.
form HUD - 51915 -A (9198)
Previous editions are obsolete Page 3 of 3 ref. Handbooks 7417.1, 74501 & 7460.8
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of. August 20, 2003
AGENDA SECTION: Items for Consideration
ORIGINATING
EXECUTIVE
NO: 7 -2
DEPARTMENT: HRA
DIRECTOR
APPROVAL
ITEM: Sale of 4607 Tyler Street
BY: Robert Streetar
BY:
DATE: November 12, 2003
BACKGROUND:
At the August 20, HRA meeting the Board approved a purchase agreement between the HRA and
Minnesota Housing Resources, Inc. for the sale of 4607 Tyler. Subsequently, the County notified the
HRA that the County Board has to take action approving the sale before the Columbia Heights HRA takes
final action. The County Board has taken action, subsequently; the County has asked that the HRA
approve again the purchase agreement. This is merely a housekeeping item, to comply with Federal
CDBG regulations.
RECOMMENDATION: Staff recommends Board approve of the Purchase Agreement with Minnesota
Housing Resources for the sale of 4607 Tyler Street.
RECOMMENDED MOTION: Move to approve the sale of 4607 Tyler Street to Minnesota Housing
Resources for $160,000 with the stipulations outlined in the Purchase Agreement; and furthermore, to
authorize the Chair and Executive Director to enter into an agreement for the same.
HRA ACTION:
h:\
e of 4607 Tvler
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of: November 18, 2003
AGENDA SECTION: Items for Consideration
ORIGINATING
EXECUTIVE
NO: 7 -3
DEPARTMENT:
DIRECTOR
Community Development
APPROVAL
ITEM: Parkview Villa South Rent Adjustments
BY: Robert Streetar
BY:
DATE: November 11, 2003
BACKGROUND:
At the October 21, 2003 HRA meeting, Commissioners directed staff to recommend rent increases for new
residents moving into Parkview Villa South (PVVS). These rent increases are based upon information the
management company obtained for like properties owned and managed by the Anoka County HRA. Rent
adjustments were suggested as a means to begin to address the revenue shortfall currently at PVVS.
Rent adjustments would take effect beginning December 1, 2003 and be in effect for 2004.
Current Structure
Serves 62 years and older
Maximum Income*
-1 person $39,550
-2 person $45,200
Rent
1 Bedroom Capped at 30% of annual income with a
- Minimum $250
- Maximum $425
2 Bedroom Capped at 30% of annual income with a
- Minimum $325
- Maximum $500
Recommended Structure
No Change
No Change
No Change
Capped removed
$502
Capped removed
$674
*Established by the Department of Housing and Urban Development for 2003. Adjusted annually.
RECOMMENDATION: Staff recommends the HRA approve the rent adjustment for new residents to take
effect December 1, 2003.
RECOMMENDED MOTION: Move to approve the rent adjustment for new residents to take effect
December 1, 2003.
EDA ACTION: