HomeMy WebLinkAboutJuly 20, 2004HOUSING & REDEVELOPMENT AUTHORITY
REGULAR MEETING MINUTES OF JULY 20, 2004
CALL TO ORDER - The Regular Meeting of the Columbia Heights Housing & Redevelopment
Authority (HRA) was called to order by Chair Tammera Ericson at 7:04 p.m., Tuesday, July 20, 2004, in
the Parkview Villa Community Room B, 965 40th Avenue NE, Columbia Heights, Minnesota.
ROLL CALL
Commission Members Present:
Tammera Ericson, Bruce Nawrocki, Bobby Williams, Dennis Ecklund Jr.,
Patricia Jindra, and Bruce Kelzenberg
PLEDGE OF ALLEGIANCE
CONSENT AGENDA
Approval of Minutes
Motion by Nawrocki, second by Kelzenberg, to approve the minutes from April 20, 2004, regular meeting
as presented in writing. All ayes. Motion Carried.
Nawrocki stated in the April 20th HRA minutes it says the residents of the south building choose the color
of the carpeting, is this true. Welke stated it was.
Nawrocki stated that during the last meeting it was discussed whether or not to replace the existing
stringer, which Don Murzyn, St. Paul Carpet and Linoleum stated did not need to be replaced. After the
meeting members of the board checked out the stringers and determined they were in good shape, were
the stringers replaced. Welke stated they were replaced, as that was what the board voted to do.
Nawrocki stated his disappointment that staff spent the money to replace the stringers, ignoring the board
members comments. Streetar stated the last official motion by the HRA was to replace the stringers.
Nawrocki stated he did not see in the packet the information he requested Welke to do: 1) give residents a
copy of the disciplinary rules; 2) keep a list of incidents that happen in the building; and 3) report to the
board what happened. Welke stated she has not given residents a copy of the disciplinary rules, but can do
this, has been keeping a list of incidents since she started in February and can supply the board with a
report.
REPORT OF MANAGEMENT COMPANY
Welke stated there were 6police calls in June; one for damaged property of a tenant, one for an animal
complaint, one for an unwanted person, two for medical and one for a welfare check. The north building
rehab started on July 6tn on the 9th floor and is going well, Jonah Smith the maintenance man is going to
another Walker site. Terry, a 15-year veteran of Walker will be starting on July 12th to replace Jonah.
Currently on the waiting list for the North building there are 10 residents of Columbia Heights and 60
non-residents and for the South building there are 10 residents of Columbia Heights, 9 non-residents and
1 resident waiting for a 2 bedroom unit. Staffhas been looking at ways to draw thepublic to Parkview
Villa and have placed a free add in the Housing Sense, removed some overgrown trees, added mulch,
painted, etc. on the outside of the building. Staff is still working on revising the Tenant Handbooks,
Lease agreements, and Occupancy Policies.
Ericson asked if staff did all of the clean up work to the outside or did residents participate. Welke stated
residents have helped with some of the outdoor work, but Walker staff has done most of it.
Nawrocki stated he opposes the statement in the May management report, stating Walker would like to
change the age of applicants to 55 instead of 62 in hopes to draw more people to the South building and
suggested advertising on the local cable channel, the Heights Happenings Newspaper and with Karen
Moeller, the Senior Citizens Coordinator for the City.
Williams congratulated Welke on the quick turn around time she has provided filling openings.
Housing & Redevelopment Authority Minutes
July 20, 2004
Page 2 of 4
Ericson asked Welke is she wanted to go through the memo that was enclosed in the packet. Welke stated
she could if the board wishes her to. Nawrocla' stated under Maintenance Issues #2, it states that 2 of the
sump pumps in the garage were not working, were they fixed. Welke stated they were. Nawrocki asked if
they are pumping into the drain water, and stated there is a City Ordinance against that.' Welke stated,
she wasn't sure, but would check into it.
Nawrocki asked about #6, which states there were 93 work orders in the computer when they started at
Parkview. How many are left. Welke stated all of the 93 work orders have been completed. Ecklund
stated he has written a work order to trim the bushes, weeks ago, and after asking staff many times about
the work order with no prevail, he went out and trimmed them himself. Welke stated that was a recent
request, not included in the 93 work orders.
Ericson asked about #11 where it states staffhas replaced 80% of the outlets in the hallways that were
broken or damaged, what kind of determination is staff using to know how many to replace. Welke stated
after reviewing the budget, they determined they can purchase a dozen outlets at a time.
Ericson asked if Walker sends out a Resident's Survey. Welke stated they send the survey out to 25% of
the residents on a quarterly basis, therefore, receiving feedback at different times of the year and reaching
all of the residents by the end of the year. Kelzenberg stated he wouM like to see the survey sent out once a
year, as it was done in the past, results reported to the board and that it shouM be sent out now to see how
residents feel about living at Parkview under the new management. Welke stated she wouM do this.
Nawrocki stated under Office and File Changes Needed, #13, it states the ACOP needs to be updated,
what is this. V?elke stated as an example, the report identified some of the residents have been paying less
for rent, which was done by using the net income instead of gross income figures. Some of the rents have
already been adjusted, but there are still more to do. Also the 3rd Party Verifications were never done.
For example, residents with IRA's or retirement plans were never reported, which is a HUD requirement.
Nawrocki stated, he called Streetar a month ago regarding a resident that contacted him about their rent
being increased and he stated the problem shouM be fixed by July and expressed his disappointment that
this wasn't done.
Nawrocki stated under Office File changes needed, #23, it states staff discovered and processed several
unpaid invoices, l'Vhere did they find them and why weren't they paid. Welke stated the invoices were in
various locations like the Finance or Community Development departments, or in the drawer at Parkview.
Nawrocki stated he asked many times for receive a financial report for Parkview Villa and still hasn't
received it. Cher Bakken, Secretary stated the financials for Parkview Villa have always been included in
the EDA financial book, due to the fact the EDA hasn't had a meeting in the past two months, the board
has not seen the reports and stated if the board would like the financial reports for Parkview put in the
HRA packets, she would gladly do so.
Jindra stated years ago a policy was adopted identifying how the washing machine funds wouM be
collected, deposited and that the resident council would receive half of the proceeds, the other half was to
be put away for repair and/or new machines as needed. What is the amount available at this time for
replacement of the machines and is there a separate account in the financial report that states the
balance, lVelke stated she was not aware of a special account, but was aware the resident council shouM
receive a check every three months for half of the proceeds. Lindig stated he was not aware of a special
fund, but could certainly look into this for the board.
Housing & Redevelopment Authority Minutes
July 20, 20o4
Page 3 of 4
CITIZENS FORUM
Ruth Hillestad, Unit 210 stated at a past meeting it was discussed that it would be determined by this
meeting if Walker staff would receive packages for residents, and wondered what was decided. Welke
explained there was an incident where a package was lost and that many residents receive refrigerated
medications. Staff does not want to be responsible for receiving packages due to the liability factors, such
as Mary Milstein is only in the office from 9 to 1 and she is in from 8 to 4, but is out of the office much of
that time showing apartments, doing re-certifications, meetings with residents, checking on other building
issues, etc. and is afraid that they would not be available to receive the package, or would receive a
package and the resident would not pick it up for days. Nawrocla' stated it may be an inconvenience to
staff, but they are here to ser~e our residents. Fehst asked if Walkers attorney could write up something
the resident could sign that would approve staff to receive packages for them without liability. Ericson
stated this was a good idea and recommended Walker staff check into this. Welke stated she would.
Ron $chumacher, Unit 702 stated he receives insulin in a Styrofoam container and believes it says it will
last up to three days in the container and that he has so many appointments he can't always be there when
the package comes. Fehst stated if he new he was going to receive something as important as insulin, he
would make sure he was home when it came. Welke stated residents usually do know what days their
insulin is coming and has suggested at a resident council meeting to purchase 4 or 5 clutter boxes that
would be locked to put packages in for residents with a key to one of the boxes put in the residents mailbox
to notify them of a package received. Williams stated he liked that idea. Ericson requested, until a policy
is adopted, packages be received by staff and expressed to the residents this kind of issue should be
brought up at a resident council meeting, not before this board.
Don Camp, unit 608 stated his frustration with staff about the clips placed on each units door without
asking them what they thought about it and stating in a letter to them that if they loose the clip they will
have to pay $3.00 to replace it, when they most likely will be stolen. Welke explained that staff was asked
to figure out some how for residents to receive notices from staff without bending over to pick it up off the
floor. The clip was an idea staff came up with, consulted Ecklund to get his feedback on the idea and the
cost of replacement, which he also agreed upon. Nawrocki stated he agreed, the clips on the doors was a
good idea, but felt staff shouldn 't worry about how much replacement cost should be until they know the
system works.
Ruth Hillestad, unit 210 asked when they could get the windows washed by the elevators. Welke stated
staff did wash them. Pat Baker, Caretaker stated in the past the company hired to clean the apartment
windows did them. Welke stated she wasn't aware of this and would have this taken care of Priscilla
Cross, Unit 303 stated at a previous HRA meeting she brought up a mediation board that something like
this issue could be presented to, instead of this board. Ericson agreed.
Cross stated she would like to see the crosswalk lights adjusted on 40tn & Central, as she cannot make it
across if traffic is turning onto Central, has brought this to the attention of the resident council and Kathy
Young in Public Works, which stated she will talk to MNDOT to resolve the problem. Joe Goodman, Unit
119 stated he and Jim Kordiak worked with MNDOT about five years ago to get the lights adjusted, with
no prevail. Ecklund stated he called Streetar about two weeks ago, got Kevin Hansen's phone number to
discuss the situation. Kevin stated MNDOT agreed to adjust the lights before the end of the year, but that
he would fax them a letter again on the issue.
Hillestad stated she would like to see residents notified in advance of changes, rather than just sending
them a letter to inform them staff is changing something. Welke stated Hillestad is talking about a picture
that staff found stored away and put it up, residents did not approve of where it was hung and so it was
voted on at the Resident Council meeting and passed with a 38 in favor and one voted against it. Ericson
again, stated this is an issue to be addressed at the resident council. Ericson requested either Jindra or
Housing & Redevelopment Authority Minutes
July 20, 2004
Page 4 of 4
Ecklund give a report of the Resident Council meetings at all future HRA meetings. Jindra agreed.
ITEMS FOR CONSIDERATION
Set Public Hearing for the 2005 Public Housing Authority (PHA) Plan Review
Welke stated this item is to set a Public Hearing for the 2005 Public Housing Authority (PHA) Plan
review, which is an annual plan, HUD requires a forty-five day review period to allow for public input,
the HRA couM hold the Public Hearing on Tuesday, October 19, 2004 and would make final
modifications to the plan, and authorize staff to submit the final document to HUD electronically. A full
copy of the draft plan will be available for review at City Hall, the Library and Resident Council.
Nawrocki asked what is the Public Housing Authority (PHA) Plan. Welke stated this was all new to her
and Mark Nagel is working on it with her, so she is learning as she goes. Nawrocki asked why they are
being asked to set a Public Hearing that she can't tell them what it is for. Streetar stated it is an annual
report required by HUD on Parkview Villa north, it looks at financial information, costs, operating
subsidy, and is something the board has to do on an annual basis.
Motion by Kelzenberg, second by Jindra, to set a Public Hearing date of Tuesday, October 19, 2004, at
7:00 pm at Parkview Villa for the purpose of receiving public input on the 2005 Public Housing Authority
(PHA) Plan. All ayes. Motion Carried.
Approve Garage Proposal and Authorize Revision to Capital Fund Plan
Welke stated Parkview had a Fire Inspection in May and was sited for the storage garage being in poor
condition. Staff determined that some of damage to the garage was caused by the dumpster not being on a
slab. Therefore, staff solicited bids from three companies: I) MJ Construction; 2) Lloyd's Home
Improvements; and 3) Greg Wills Exteriors. Staff recommends approval of the low bidder, Lloyd's Home
Improvements at $3,960 for garage repairs and $1,207 for the cement area for the dumpster.
Nawrocki asked why the side door wasn't included in the bid. Welke stated staff determined they could cut
down one of the extra doors from the building, which she was advised that it was acceptable for a garage.
Ericson asked why the bid from Greg Wills for the garage repairs was so much cheaper than the other
bidders. Welke stated that Greg Wills does not do roofing and the amount for the roofer is another $1,300
in addition to his bid of $3,380.
Nawrocki stated Lloyd's bid is for an 8 x 14 slab and Ashland 's is for an 8 x 12 slab and suggested staff
talk to Lloyd's to see if he could change the size of the slab to 8 x 12 and reduce the price of the bid.
Motion by Kelzenberg, second by Williams, to Approve the 2003 Capital Fund Program Budget Revision
and the contract for repairs with Lloyd's Home Improvements for an amount not to exceed $5,167.00 for
the garage repairs at Parkview Villa, subject to their bid being revised to the appropriate size of slab,
otherwise staff is directed to go with the next lower bidder and furthermore, to authorize the Chair and
Executive Director to enter into an agreement for the same. All ayes. Motion Carried.
ADJOURNMENT
Chair, Ericson adjourned the meeting at 8:58 p.m.
Respect fully_sub~~.~
Che~~a~en
Recording Secretary
H:XI-IRAMinutes 2004\7-20-2004