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HomeMy WebLinkAboutOctober 19, 2004CITY OF COLUMBIA HEIGHTS 590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692 Visit Our Website at: www. ci. columbia-heights.mn.us HRA Commissioners: Tammera Ericson Dennis Ecklund Bobby Williams Bruce Nawrocki Bruce Kelzenberg Patricia Jindra HOUSING & REDEVELOPMENT AUTHORITY REGULAR MEETING 7:00 P.M., TUESDAY, OCTOBER 19, 2004 PARKVIEW VILLA, COMMUNITY ROOM B 965 40Ts AVENUE, COLUMBIA HEIGHTS, MN A GEND~4 1. CALL TO ORDER/ROLL CALL 2. PLEDGE OF ALLEGIANCE CONSENT AGENDA A. Approval of Minutes. MOTION: Move to approve the minutes of July 20, 2004 regular meeting as presented in writing. 4. MANAGEMENT REPORT -Housing Administrator 5. RESIDENT COUNCIL MINUTES- Patricia Jindra- HRA Representative CITIZEN FORUM .(At this time, citizens have an opportunity to discuss with the HRA items not on thc regular agenda. The citizen is requested to limit their comments to five minutes. Please note, the public may address the HR~ regarding specific agenda items at the time the item is being discussed.) e ITEMS FOR CONSIDERATION A. Adopt Resolution 2004-04, Approving the 2005 Public Housing Agency Plan MOTION: Move to Adopt Resolution 2004-04, a Resolution confirming approval of the 2005 Public Housing Agency certifications of compliance with the PHA plans and related B. Snowplowing Service for 2004-2005 MOTION: Move to approve the contract for snow removal service to cover the year 2004-2005, to MGS Professional Building Maintenance Services, Inc.; and furthermore, to authorize the Chair and Executive Director to enter into an agreement for the same. C. Approval Architectural Services Agreement MOTION: Move to authorize staff to sign an Architectural Services Agreement with BWBR Architects for an amount not to exceed $7,000 for Parkview Villa North Apartment Modernization Project, Phase II. D. Approve Phase II of Parkview Villa North Apartment Modernization MOTION: Move to approve Phase II of the Parkview Villa North Apartment Modernization Project and authorize staff to obtain bids for the project. 8. ADMINISTRATIVE REPORTS 9. ADJOURNMENT Cheryl Bakken, Community Development Secretary H: \HR.~ AEtenda2004\10-29-2004 IThe 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 I-IRA Secretary at 706-3670 to make arrangements (TDD/706-3676 for deaf or hearin~ ir~aired only). /HE (,.;ITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER HOUSING & 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 HIM 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 HIM 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 6th 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 12~ 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. Staff has 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 2O, 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. Nawrocki 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 wash 't sure, but would check into it. Nawrocki asked about g~5, 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 staff has 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 would 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 should be sent out now to see how residents feel about living at Parkview under the new management. Welke stated she would do this. Nawrocki stated under Office and File Changes Needed, #13, it states the ACOP needs to be updated, what is this. Welke 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 3ra 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. Where 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 would 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. Welke stated she was not aware of a special account, but was aware the resident council should 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, 2004 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. Nawrocki stated it may be an inconvenience to staff, but they are here to serve 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 Schumacher, 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 ora 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 shouM 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 40t~ & 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 could 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 drafi 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: 1) MJ Construction; 2) Lloyd's Home Improvements; and 3) Greg Wills Exteriors. Staff recommends approval of the low bidder, Lloyd's Home Improvements at $3,960for 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 couM 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. Respectfully submitted, Cheryl Bakken Recording Secretary HAHRAMinutes 2004\7-20-2004 Date: TO: FROM: RE: October 7, 2004 Cher Dana Welke, Housing Manager September 2004 Management Report for Parkview Villa Parkview Villa There were 12 police calls in the month of September, 1 extra patrol, 1 found property, 2 domestic, 2 medical, 1 detox transport, 1 suspicious person, 1 property damage, 1 mental, 1 emergency medical and 1 public assistance. Waiting list 15 applicants for Parkview Villa North (resident C.H.) 00 applicant for Parkview Villa North (employed in C.H.) 75 applicants for Parkview Villa North (non-resident) 12 applicants for Parkview Villa South (resident C.H.) 14 applicants for Parkview Villa South (non-resident) 01 applicant for Parkview Villa South 2BR Occupancy (please note this is current) Parkview Villa- North and South Move outs: 101- 11/30/04 management's request 209- 10/14/04 res. Initiated Move ins: 12/01/04 10/15/04 MISC.. Management has given the form for the package release in the Parkview Villa office from the residents to Walker Methodist legal department and is waiting for approval. Staffhas been advised of the physical REAC inspection scheduled for February 15, 2005 and has started the process on preparing for this. Date: TO: FROM: RE: September 14, 2004 HRA Commissioners Dana Welke, Housing Manager August 2004 Management Report for Parkview Villa Parkview Villa There were 5 police calls in the month of August, 2 suspicious activity, 2 medical, 1 Social Services referral. Waiting list 10 applicants for Parkview Villa North (resident C.H.) 00 applicant for Parkview Villa North (employed in C.H.) 73 applicants for Parkview Villa North (non-resident) 10 applicants for Parkview Villa South (resident C.H.) 13 applicants for Parkview Villa South (non-resident) 01 applicant for Parkview Villa South 2BR Occupancy (please note this is current) Parkview Villa- North and South Move outs: 706- 09/14/04 res. Initiated 101- 11/30/04 management's request 209- 10/31/04 res. Initiated Move ins: 09/15/04 12/01/04 11/01/04 MISC. Management has attended a meeting/training downtown in Minneapolis on September 9, 2004 with HUD. During this session a lot of things that were not included in the new lease and/or ACOP was learned and needs to be implemented correctly. Therefore, in learning new information, more research is required and new policies enforced by HUD, the "new lease" and the "new ACOP" will not be ready for the October meeting. Management is in hopes of getting all of this completed by the following HRA meeting. Management has also met with the HRA representative, Pat G. and had a meeting about some of the issues at hand. The clips will be placed on each door at a level that someone on foot and/or in a wheel chair will be able to reach. All packages will still be taken in the office. We will come up with a system in which we can use for each resident that uses this system to sign all responsibility/liability off of the Management Company. This will be tracked in a three ring binder. PARKVIEW VILLA'S ANNUAL BAZAR IS COMING SEPTEMBER 25TH Dana S. Welke Housing Manager Parkview Villa North & South 763-706-3800 763-788-3978 fax Date: TO: FROM: RE: August 13, 2004 Cher Dana Welke, Housing Manager July 2004 Management Report for Parkview Villa Parkview Villa There were 8 police calls in the month of July, 1 'for damaged property of a tenant, 2 medical, 1 emergency medical commitment/hold, 1 for an suspicious person, 1 for a welfare check, 1 for a warrant arrest and 1 hang up. Waiting list 11 applicants for Parkview Villa North (resident C.H.) 00 applicant for Parkview Villa North (employed in C.H.) 63 applicants for Parkview Villa North (non-resident) 10 applicants for Parkview Villa South (resident C.H.) 11 applicants for Parkview Villa South (non-resident) 01 applicants for Parkview Villa South 2BR ****Placed an ad in the local Highlander**** Occupancy (please note this is current) Parkview Villa- North and South Move outs: Move ins: NONE MISC. Management is reviewing all correspondence in regards to the PVV-North and South Lease, Handbook, and Occupancy Policies. We will be presenting new material to the HRA in October. We have completed the surveys on the door clips and packages. The results are as follows: 78 out of 146 people responded 60 were in favor of the door clips being glued on the doorframes 18 were not in favor of the clips 61 were in favor of the packages being delivered on the inside of their doors 17 were not in favor of the package system :OMMENTS PARKVIEW PERIOD TWO 2004 :~ositive I'he staff does a fine job. 3: Much shows improvement. §: Have not had any repairs since new manacjement. 12: I do not eat on a regular basis. 15: Helpers are cheerful. 13: Most of the time. 1: I have very little contact with them. Pat & Reuben Bush are the best. All staff have been real nice and help with needs 11: Mary is very pleasant 5-8: Excellent 11: Excellent Staff: All together I think I like what the staff's done! Keep up the good work! 5-7: Excellent 10-11- Excellent 15: Excellent 16: Always have lived here 7 years. With all the Walker staff and I am so very pleased. 3: It's getting better - the place is cleaner and like the painting of the lobby. ¢: This too is getting better - I know management is actively working on this. .~: Yeah! finally with this management, repairs are made quickly and pleasantly. 3: She's fair and follows the rules and she smiles! 12: I don't use congregate dining 17: With Walker as management and the improvements made, Yes, I would. 18: rm so happy Walker's here. i'm as happy as a clam that Walker is now our maangement company. Keep up the good work! ~: don't use ~le_~ative _): She doesn't do my hair reg. has often(?) times - she is more There are times, I feel staff is not used to dealing with seniors. 3: Because I work, I have little contact. 14: Could have more meals. 3: Not always. into the people that are not in the ch~ ): Too many people around here!! This building was supposed to be senior only!! So I was told! I~',:,~l ......... f~ed ~ .~..~.~_i__.~:,~.__..~.@~_i~_fl,__~_~Li~ ~witt'l:q,~i~ . .h~._~ _F-,~._ g-~L,;r,g mnn~v fhnn residents. 3: Too many drunks and dopers B: She is not too people oriented! Some of the meals are pure crap! 2: Not provided by Walker She lets people know that 'she's the boss' but not in a nice way! Doesn 12-15: Provided by V.O.A. one the rest of the day ~ Halls need painting - long-term resident apartments, Hallway and elevator need painting, old stained car .=ntryway. ~,: Used to be very good, now eith active drinkers and their families and friends - not as safe, quiet or as ni 3: Having to pay to get air conditioner covers off was rediculous! 17: Again, the change from little old ladies to middle-age drinkers - it's not as nice - old, ladies drink too an( ~ut you usually only have to call the cops for medical emergencies - not loud parties - it s a little better after 3sked to leave - but there is a kind of dread around here, each time a new apartment opens up. P.S. I am ive here at Parkview Villa Manager has no experience with seniors, doesn't understand what council is. Is very different(?) 10: Staff has to have Maintenance with her constantly, can't make deciSions on her own. She has very little ~anager should dress, speak and act. 16: Staff does not inform us of changes made. Staff has done what she wants, no communication. Just that she is the b°ss. .): It's a social room when she's here, not a beauty shop - will not go to her. 8: She is not a professional person in dress or manner. She'd rather boiunce up and down on the lawn mov office work. Does not get along well with the older generation - too young for her position; 15: The head of the dininq room doesn't abide by VOA Rules. She is also rude to people. She doesn't like have been here for two years and I find that "if I let some of the "conversations" go in one ear and out the o prevent some nasty remarks around here. 2: *gossip club 15: *gossip club believe Dana has done a great job! Everyday she continues to do a good job. She has accomplished thin 'nanatger has had the courage to do so, unfortunately, there is an undercurrent of negative minds and attit~ :)aha will,continue to do a good job. Be strong and rise above the smalil minds. She is always profess ona and especially kind. I admire and respect Dana completely! Keep up the good work. 3: Elevators stay dirty People let strangers in 15: Teach Joan manners ~ound insulation between apartments is awful. ~: Do not so there 12: Less chicken and hamburger and more soup and salads, pasta I: don't tell. 3: Clean front sidewalk - EMT outside trash daily 5: Needs to do all to build business ~--7-i:~--~-.-~;;~-'--e~t .................. ~, we need. 2523 Po.,'t)and Aven,_,e. They ~_!so h~_,:e ho!der., itar trib. papers. They should not mix these young people with old people, we lived our lives with this experience. : Some good. some not so good think the office management is too young and not qualified for us older people who are trying to retire. Mo ;aving money for the (EDA board). Older people need words of kindness as they don't understand all these statements the manager makes. We are from the old country just trying to die peacefully. 12-14: Don't eat down there. 18: They could put an air conditioner in every unit. Instead of having the tenant buy their own. Because wh ~ou can't afford much. It should be up to the building to put them in. Put someone else in the office. We all like Mary ~Ve don't like her bringing her daughter to the office and to the meetings. 2: Don't use STAFF - Parkview ~OSlTIVE 3ffice staff and beautician VlARY :)ANA ~,LL ~IAINTENANCE Terry Pat Reuben Joe :aretakers Former housing manager Karen 3eana allokay! 3enn¥ Satisfaction Survey Parkview Villa Walker Methodist. Inc.. Ouality ,mprovemen, Dept. 3737 Bryanl Ave S, Minneapolis, MN 55409 DIRECTIONS: Using the following 5-point scale, please rate the OUALITY OF CARE OR SERVICE PROVIDED by circling the number which best describes your rating attitude - "1".=Very Poor to "5" = Very Good. If you have no experience with a service, individual, or activity, circle "NR" which means No Rating or No Experience. ~ ~ NR Comments/Concerns Please circle N for North Building or S for Soulh Building N S ~ 1. Newsleller offers updates and good .~ communicalion 1 2 3 4 5 NR (~ 2. Courtesy and attilude ofbeaulician 1 .2 3 4 5 NR 3. Cleanliness of community 1 2 3 4 5 NR 4. Safely and securily of community 1 2 3 4 5 NR '~ 5. Courtesy and allitude of caretaker staff 1 2 3 4 5 NR < 6. Appropriate response time Io repair requests 1 2 3 4 5 NR 7. Courtesy and attitude o1' maintenance staff I 2 3 4 5 NR 8. Experience with housing manager 1 2 3 4 5 NR ~. 9. Experience with current move-in ~ process (past year move-ins only) 1 2 3 4 5 NR I- ~ 10. Communication between you and ~ communityslaff 1 2 3 4 5 NR 11. Courtesy and attitude of office staff 1 2 3 4 5 NR 12. Flavor of meals 1 2 3 4 5 NR c~ 13. Pleasing meal presentation 1 2 3 4 5 NR O ~O 14. Variety of meals 1 2 3 4 5 NR 15. Courlesy and attitude of dining staff 1 2 3 4 5 NR ~ ]16. I am treated with respect by the staff. 1 2 3 4 5 NR 17. I would recommend this community to a friend. 1 2 3 4 5 NR 18. I am satisfied with Ihis community's service. 1 2 3 4 5 NR LENGTH OF TIME AT THIS FACILITY (Less than 1 year = 1, 1-3 years= 2, 4-8 years = 3, 1 2 3 4 8+ years = 4) Slarf who have proactivel), mai your needs: Name, address and phone number (optional) name: I home phone: Iwork phone: Thank you for your comments. Please fold, tape and put this survey in any mailbox, or in the box provided al tho office. RESIDENT COUNCIL MEETING MINUTES OF OCTOBER 11, 2004 President Dennis Ecklund Jr. called the meeting to order at 7:00 pm. Pled~,e of Allegiance Ecklund introduced Nancy Shaw, Outreach Coordinator from Anoka County. She gave out resource guides with new programs and corrected telephone numbers. Manal~ers Report · Power Outage is due to the Cities generator problem. · Inspector will check on every boiler in Parkview Villa · Window washing- sign in deadline is October 12. Windows will be washed on October 21st. · Huge plumbing problem on 9th floor. An estimate of $25,000 to remedy the problem. · Maintenance - Jonah to help out when Terry Bush is on Vacation November 4 through 16th. · Men's Public Toilet on main floor- problems of urinating in the waste basket. Question suggestion to lock at night. · Dana requested residents not feed animals near building as critters get into the building. · Air conditioner covers will be put on at a $2.00 charge. · Inspection team will be October 18th through October 22nd. A resident asked if the blower has to be on. Dana stated she checked with the Fire Department, who stated it is only fresh air intake that is turned on and must be left on. Secretary's Report- John Super reported 62 people attended the September Resident Council Meeting. Treasurer's Report- Income from the Bazaar was about $3,000. Welcome Committee - 1 new resident-Donna Klinsky. Entertainment Committee- Ron had a vote taken for Christmas Dinner- Turkey and trimmings were the choice for the menu. Halloween Party with sandwiches and brownies. The lights came back on 5 minutes to 8pm. No new or old business. Drawing for $5.00- winners were Mabel Porter, Yvonne, Marion Johnson, and Bill Cross. Meeting Adjoumed Respectfully Submitted, Pat Jindra, EDMHRA Commissioner RESIDENT COUNCIL MEETING MINUTES OF SEPTEMBER 13, 2004 President Dennis Ecklund Jr. called the meeting to order at 7:00 pm. Pledt~e of Alleuiance Managers Report A mailbox was put in the Library to be used as a suggestion box and urged residents to give their input. · The container in the garage is to be used for recyclables- Not Garbage. · Recertification for the South building to be every January. There will be an expected 7.6% increase for the next 3 years. North building re-certifications will be on anniversary of move in date. · Social security is to have third party authorization. · Non-prescription drugs must be Doctor verified. She stated this has always been a HUD policy, just not enforced. The notification will be sent out. · Bank statements and other incomes must be declared. · Re-carpeting is due next month on elevator. Some rehab problems will soon be fixed. · Dana left after presentation (30 minutes). Tammi Schmidt, Judy Yantos and Curt Halawa from District 13 talked to residents about the school levy vote coming in November election. Secretary's Report- was given. Treasurer's Report- Checking Account $4,254.14 and Savings $2,154.49 Sunshine Report- 4 hospitalized, cards were sent. Welcome Committee - 1 new resident- Darlene Miller. Entertainment Committee- Ron S chumaker stated on October 7th for $10.50 per person their will be a Halloween Party. Sign up sheet for $1.00 music and .50 supplies. Ron asked everyone to not bring food or drink into the Library. If there is a problem with laundry equipment check with Dana. Drawing for $5.00- winners were Dorothy Salvic, Bernice Gacek, Mary Lou Goodman, and Vivian Fahey. Meeting Adjourned at 8:30 p.m. Respectfully Submitted, Pat Jindra, EDA/HRA Commissioner RESIDENT COUNCIL MEETING MINUTES OF AUGUST 9, 2004 President Dennis Ecklund Jr. called the meeting to order. Pledge of Allegiance Managers Report · Passed around a sign up sheet for all residents · Walker is giving a picnic on September 1st, from 5 to 7 pm · Asked residents to give baby pictures for a contest. · Introduced Anoka County Mediation Specialist- who talked on victim offenders and asked everyone to show respect for one another · Rehab on the 9th floor is going well. · Suggested buying a cutting board to protect counter tops and stated she was able to get a deal through Home Depot contract, if the board is interested. · Introduced Terry Bush, new Maintenance Man. · Reports of homeless people sleeping on benches in front of Parkview Villa and asked residents to not confront these people, but to call 911. · Voted on picture in the hallway- everyone wanted it back in the Library. · Door Clips were removed, but will be put back on doorways and glued securely. Replacement will not be charged to residents. · Terry Bush read a letter from Lisa Toms, thanking residents for their patience and willingness to help in transition. Note: Terry read the letter as Dana's daughter had to be taken outside so people could hear discussions. · Carpet squares found for replacement in elevators. · Management will check with Fire Department as to be able to prop open garage entry, for ease in bringing in groceries, etc. from the garage. Residents reported excessive noise from Star Bar, loud music, etc. Moon Caf6 excessive noise from 12:30 to 2:30 am when emptying trash into dumpsters. Dana said she would confer with owners. Columbia Heights has a noise abatement ordinance. Call 911 when bothered by noises. Secretary's Report- was given. Treasurer's Report- Checking Account $4,642.00 and Savings $2,154.00 Sunshine Report- 4 hospitalized, cards were sent. Welcome Committee - 4 new residents. Entertainment Committee- September 15th- Sloppy Joe Supper planned with entertainment. Sign up sheets will be up on August 9th and l0th, Cost will be $3.00. Deposit required and refunded at supper. 4 residents volunteered to make cakes for the event. Old Business- None New Business- Residents were urged not to bring food or drink into the Library. Priscilla Cross, got MNDOT to increase time on traffic light on 40th and Central to 28 seconds. 4 Drawings were held for $5.00 each. Meeting Adjourned at 8:30 p.m. Respectfully Submitted, Pat Jindra, EDA/HRA Commissioner COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: October 19, 2004 AGENDA SECTION: Public Hearing ORIGINATING DEPT. }~XECUTIVE DIRECTOR NO: V-tOt HRA APPROVAL ITEM: Adopt Resolution 2004-04, Approving the BY: Dana Welke BY: HUD 2005 Public Housing Agency Plan DATE: October 19, 2004 BACKGROUND The Quality Housing and Work Responsibility Act of 1998 requires all Housing Authorities to prepare and 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 Heating on October 19, 2004 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, has 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 that plans are to identify quantifiable measure of success in reaching their objective over the course of the plan. The Certification form has not been signed by Anoka and Dakota County as a representative is not available until the week of October 18th. RECOMMENDATION: The staff is recommends adoption of Resolution 2004-04, 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 2004-04, there being ample copies available to the public. RECOMMENDED MOTION: Move to Adopt Resolution 2004-04, a Resolution confirming approval of the 2005 Public Housing Agency certifications of compliance with the PHA plans and related regulations, subject to the signing of authorized County Official on the Certification form. KRA ACTION: HRA RESOLUTION 2004-04 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT 0tRA) CONFIRMING APPROVAL OF THE 2005 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 ., 2004. MOTION BY: SECONDED BY: AYES: NAYS: Chair- Tammera Ericson Attest by: Walter R. Fehst, Executive Director 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, the certify that the Five Year and Annual PHA Plan of the consistent with the Consolidated Plan of pursuant to 24 CFR Part 91. Col. Hts. Housing & Redevelopment is Dakota County prepared Signed / Dated by Appropriate State or 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 03/31/2002 (7/99) Page 1 of 1 PHA Plans Streamlined Annual Version U.S. Department of Housing and Urban Development Office of Public and Indian Housing OMB No 2.~s',~/% (exp. 05/ This information collection is authorized by Section 51 [ of the Quality Housing and Work Responsibility Act, v,'hich 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 or'the public of the PHA's mission and strategies for serving the needs of Iow-income and very lo,v-income families. This form allows eligible PHAs to make a streamlined annual Plan submission to HUD consistent with HUD's eftbrts 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 revie~ving the collection of in formation. 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 intbrmation 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: 200 PHA Name: 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), 2001-4 (HA), 2001-26 (HA), 2003-7 (HA), and any related notices HUD may subsequently issue. form HUD-50075-SA (4/30/2003) PHA Name: Streamlined Annual Plan for Fiscal Year 20__ HA Code: Streamlined Annual PHA Plan Agency Identification PHA Name: Columbia Heights HousingpHANumber: and Redevelopment Authori. ty PHA Fiscal Year Beginning: (mm/yyyy) o l/2 o 0 5 105 PHA Programs Administered: [--]Public Housing and Section 8 [--]Section 8 Only Number of public housing units: Number of S8 units: Number of S8 units: ~-]Publie Housing Only Number of public housing units: [-]PHA Consortia: (check box if submitting a joint PHA Plan and complete table) Participating PHAs PHA Program(s) Included in Programs Not in # of Units Code the Consortium the Consortium 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@ci. columbia-heights mn. us 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 program changes (including attachments) are available for public review and inspection. [] 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 N--] 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 [X"'] PHA development management offices Other (list below) Page 2 of 16 tbrrn HUD-50075-SA (04/30/2003) PHA Name: Streamlined Annual Plan for Fiscal Year 20__ HA Code: Streamlined Annual PHA Plan Fiscal Year 20 [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)(I)(i) Statement of Homeownersbip Programs 4. Project-Based Voucher Programs 5. PHA Statement of Consistency with Consolidated Plan. Complete only ifPHA 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 Pt-IA 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 a Drug-Free Workplace; Form HUD-50071, Certification qf Pawnents to Influence Federal Transactions; and Form SF-LLL &SF-LLLa, Disclosure of Lobbying Activities. Page 3 of 16 form HUD-50075-SA (04/30/2003) PHA Name: Streamlined Annual Plan for Fiscal Year 20 HA Code: 1. Site-Based Waiting Lists (EligibiliW~ 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 Date Initial mix of Current mix of Percent Information: Initiated Racial, Ethnic or Racial, Ethnic or change (Name, number, Disability Disability bet~veen initial location) Demographics Demographics and current since Initiation of mix of Racial, SBWL Ethnic, or Disability demographics 2. What is the number of site based waiting list developments to which families may apply at one time? 3. Ho~v many unit offers may an applicant tum down before being removed from the site- based waiting list? [--] Yes [--1 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. Ho~v many site-based waiting lists will the PHA operate in the coming year? 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 16 form HUD-50075-SA (04/30/2003) PHA Name: Streamlined Annual Plan for Fiscal Year 20__ HA Code: 3. ["-I Yes ~'1 No: May families be on more than one list simultaneously If yes, how re. any 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 [-'1 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 ancot public housing development or replacement activities not described in the Capital Fund Pro.am 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 16 tom HUD-50075-SA (04/30/2003) PHA Name: Streamlined Annual Plan for Fiscal Year 20__ HA Code: a. Development Name: b. Development Number: HOPE VI Revitalization Grant Status c. Status of Grant: [--]Revitalization Plan under development [--]Revitalization Plan submitted, pending approval [--[Revitalization Plan approved ['-]Activities pursuant to an approved Revitalization Plan underway 3. [--1 Yes [] No: Does the PHA expect to apply for a HOPE VI Revitalization ~ant in the Plan year? If yes, list development name(s) below: 4. [-'] Yes [~ No: 5. Yes [] 1'4o: 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: 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(v) Homeownership Program (if applicable) [24 CFR Part 903.12(c), 903.7(k)(1)(i)1 1. ['-I 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 193.7, 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? PHA-established eligibility criteria Yes 5'-'] No: Will the PHA's pro,am have eligibility criteria for participation in its Section 8 Homeownership Option program in addition to HUD criteria? If yes, list criteria: Page 6 of 16 tbrm HUD-50075-SA (04/30/2003) ['HA Name: Streamlined Annual Plan for Fiscal Year 20 HA Code: -- c. What actions ,,vill the PHA undertake to implement the program this year (list)? 3. Capacity of the PHA to Administer a Section 8 Homeownership Pro'am: The PHA has demonstrated its capacit, y 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. ['-1 Requiting that financing for purchase of a home under its Sectizn S !'.omeownership 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): [--I Demonstrating that it has other relevant experience (list experience below): 4. Use of the Proiect-Based Voucher Pro~ram Intent to Use Project-Based Assistance [--1 Yes [] No: the coming year? questions. Does the PHA plan to "project-base" any tenant-based Section 8 vouchers in If the answer is "no," go to the next component. If yes, answer the following [--1 Yes ['-I 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] 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 jutisdicti0n: (provide name here) Page 7 of 16 form HUD-50075-SA (04/30/2003) PHA Name: Streamlined Annual Plan t'or Fiscal Year 20 HA Code: -- 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) Page 8 or' 16 tbrm Il UD-50075-SA (04/30/2003) PHA Name: Stre-~mlined Annual Plan for Fiscal Year 20__ HA Code: 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 Reviesv Applicable Supporting Document Related Plan Component & On Display PHA Certifications of Compliance with the PHA Plans and Related Regulations 5 Year and Annual Plans attd Board Resolution to ,q ccompany tile Standard Annual, Standard Five-Year, X and Streamlined Five-Year/dnnual Plans; PHd Certifications of Compliance with tile PHA Plans and Related Regulations Streamlined Annual Plans NA and Board Resolution to Accom?an,v the Streamlined ~fnnual Platt X Certification by State or Local Official of PHd Platt Consistency with 5 Year and standard Annual Consolidated Platt. 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, X identified any impediments to fair housing choice in those programs, addressed or is addressing those impediments in a reasonable fashion in view of the resources available, and worked or is working with local jurisdictions to ~mplement any of the jurisdictions' initiatives to affirmatively further fair housin$ that require the PHA's involvement. Housing Needs Statement of the Consolidated Plan for the j urisdiction(s) in Annual Plan: NA which the PHA is located and any additional backup data to support statement of Housing Needs 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 Public Housing Admissions and (Continued) Occupancy Policy (A&O/ACOP), Annual Plan: Eligibility, X which includes the Tenant Selection and Assignment Plan [TSAP] and the Site- Selection, and Admissions Based Waitin$ List Procedure. Policies Deconcentration Income Analysis Annual Plan: Eligibility, X Selection, and Admissions Policies Any policy governing occupancy of Police Officers and Over-Income Tenants in Annual Plan: Eligibility, 3[ Public Housing. [] Check here if included in the public housing A&O Policy. Selection, and Admissions Policies Section 8 Administrative Plan Annual Plan: Eligibility, NA Selection, and Admissions Policies Public housing rent determination policies, including the method for setting Annual Plan: Rent X public housing flat rents. Determination [~Check here if included in the public housin$ A & O Policy. S__~eduIe of flat rents offered at each public housing development. Annual Plan: Rent ~ [._~ Check here if included in the public housin~ A & O Policy. Determination Section 8 rent determination (payment standard) policies (if included in plan, not Annual Plan: Rent NA necessary as a supporting document) and written analysis of Section 8 payment Determination standard policies. [] Check here if included in Section 8 Administrative Plan. Public housing management and maintenance policy documents, including Annual Plan: Operations 3~ policies for the prevention or eradication of pest infestation (including cockroach and Maintenance infestation). Results of latest Public Housing Assessment System (PHAS) Assessment (or Annual Plan: Management X other applicable assessment), and Operations Follow-up Plan to Results of the PHAS Resident Satisfaction Survey (if Annual Plan: Operations and NA necessary) Maintenance and Community Service & Self- Page 9 of 16 tbrm HUD-50075-SA (04/30/2003) PHA Name: Streamlined Annual Plan for Fiscal Year 20 HA Code: -- List of Supporting Documents Available for Revies~ Applicable Supporting Document Related Plan Component & On Display Sufficiency Results of latest Section 8 Management Assessment System (SEMAP) Annual Plan: Management NA and Operations NA Any policies governing any Section 8 special housing types Annual Plan: Operations [] Check here if included in Section 8 Administrative Plan and Maintenance Public housing grievance procedures Annual Plan: Grievance X [] Check here if included in the public housing A & O Potlcy l-'rocedures Section 8 informal review and hearing procedures. Annual Plan: Grievance NA [] Check here if included in Section 8 Administrative Plan. Procedures The Capital Fund/Comprehensive Grant Program Annual Statement Annual Plan: Capital Needs X /Performance and Evaluation Report for any active grant year. X Most recent CIAP Budget/Progress Report (HUD 52825) for any active ClAP Annual Plan: Capital Needs srants. Approved HOPE VI applications or, if more recent, approved or submitted Annual Plan: Capital Needs NA HOPE VI Revitalization Plans, or any other approved proposal for development of public housing. Self-evaluation, Needs Assessment and Transition Plan required by regulations Annual Plan: Capital Needs X implementing Section 504 of the Rehabilitation Act and the Americans with Disabilities Act. See PIH Notice 99-52 (HA). N.~, Approved or submitted applications for demolition and/or disposition of public Annual Plan: Demolition housing, and Disposition NA Approved or submitted applications for designation of public housing Annual Plan: Designation of (Designated Housing Plans). Public Housing Approved or submitted assessments of reasonable revitalization of public Annual Plan: Conversion of NA 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. Documentation for required Initial Assessment and any additional information Annual Plan: Voluntary NA required by HUD fo~ Voluntary Conversion. Conversion of Public Housing NA Approved or submitted public housing homeownership programs/plans. Annual Plan: Homeownership Policies governing any Section 8 Homeownership program Annual Plan: NA (Section of the Section 8 Administrative Plan) Homeownership Public Housing Community Service Policy/Programs Annual Plan: Community NA [] Check here if included in Public Housing A & O Policy Service & Self-Sufficiency Cooperative agreement between the PHA and the TANF agency and between Annual Plan: Community X the PHA and local employment and training service agencies. Service & Self-Sufficiency FSS Action Plan(s) for public housing and/or Section 8. Annual Plan: Community NA Service & Self-Sufficiency Section 3 documentation required by 24 CFR Part 135, Subpart E for public Annual Plan: Community NA housing. Service & Self-Sufficiency NA Most recent self-sufficiency (ED/SS, TOP or ROSS or other resident services Annual Plan: Community grant) grant program reports for public housing. Service & Self-Sufficiency 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). X. [] Check here if included in the public housing A & O Policy. The results of the most recent fiscal year audit ofthe PHA conducted under the Annual Plan: Annual Audit X Single Audit Act as implemented by OMB Circular A-133, the results of that audit and the PHA's response to any findings. NA Other supporting documents (optional) (specify as needed) (list individually; use as many lines as necessary) 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 NA pursuant to an opinion of'counsel on file and available for inspection. Identification and Annual Mana,eement and Operations Page I 0 of 16 tbrm H UD-50075-SA (04/30/2003) Operating Fund Calculation of Operating Subsidy PHA-Owned Rental Housing a) Name and Address of Public Housing Agency Columbia Heights HRA 590 40th Ave NE d) hbToTHK OnTm I~) U~onth~ I Subject FYE 12/31 /05 I U.S. Department of Housing and Urban Development Office of Public and Indian Housing OMB Approval No. 2577-0029 (exp. 10/31/2004) Section 1 ACC Number C4007 b) Budget Submission to HUD required [ E] Yes ~] No I c) Type of Submission I .'~Original ] E] Revision No. Operating Fund Project Number Ii) DUNS Number i l lOlSlOlOl l i I Section 2 LineI I RequostedbyPHA I HUDModiflcations No. Description (PUM) (PUM) Part A. Allowable Expenses and Additions 01 Previous allowable expense level (Part A, Line 08 of form HUD-52723 for previous year) 260.89 02 Part A, Line 01 multiplied by .005 i. 3 0 03 Delta from form HUD-52720-B, if applicable (see instructions) U. 0 U 04 'Requested" year units from latest form HUD-52720-A (see instructions) 05 Add-ons to allowable expense level from previous fiscal year (see instructions) 0 06 Total of Part A, Lines 01, 02, 03 and 05 Z b Z..L 07 Inflation factor i. 0 2 9 08 Revised allowable expense level (AEL) (Part A, Line 06 times Line 07) 2. 6 9. ? 9 09 Transition Funding 0.0 10 Increase to AEL 11 Allowable utilities expense level from form HUD-52722-A 8 2. '3 1 12 Actual PUM cost of Independent Audit (IA)(Through FYE ) 13 Costs attributable to deprogrammed units 14 Total Allowable Expenses and Additions (Sum of Part A, Lines 08 thru 13) .5 b Z. 10 ng ome 01 Total rent'roll (as of / / ) $ 2 3 ~ 2 9 7 0 0 02 Number of occupied units as of rent roll date 1 U 0 03 Average monthly dwelling renal charge per unit for current 2 3 2 9 7 budget year (Pa~ B, Line 01 + Line 02) 04 Average monthly dwelling rental charge per unit for prior 2 3 2 0 0 budget year ' 05 Average monthly dwelling rental charge per unit for budget 06 Thre~year average monthly dwelling rental cha~e per unit ([Pa~ B, Line 03+Line 04+Line 05]+ 3) 2 3 3 1 7 07 50/50 In.me split ([Pa~ B, Line 03 + Line 06] + 2) Z 3 5 U '/ 08 Average monthly dwelling rental charge per unit (lesser of PaA B, Line 03 or Line 07) 09 Rental income adjustment factor 10 Projected average monthly dwelling rental charge per unit (PaA B, Line 08 times Line 09) 11 Projected occupancy percentage from form HUD-52728 12 Projected average monthly dwelling rental Income per unit (Pa~ B, Line 10 times Line 11) 01 Other income ' Rxcess Utilil:ies ~.39 02 !Total operating receipts (Part B, Line 12 plus Part C, Line 01) 2 g / . 1 5 03 PUM deficit or (Income) (Part A, Line14 minus Part C, Line 02) .04 ~Deficit or (Income) before add-ons (Pa~ C, Line 03 times Section 1. e) 1 3 7,9 4 0.0 0 Previous edition is obsolete for PHA Fiscal Years Page 1 form HUD-52723 (1/2001) beginning 1/1/2004 and thereafter Line No.I Description Part D. Add-ons for changes in Federal law or re~lulation and other eligibility 01 FICA contributions 02 03 04 05 Unemployment compensation Femily Self Sufficiency Program Energy Add-On for loan amortization Unit reconfiguration Non-dwelling units approved for subsidy Long-term vacant units Phase Down for Demolitions Project Number. Requested by PHA (Whole Dollars) HUD Modifications (Whole Dollars) U ... Occupied Units (Part B, Line 02) 10 Employee Units 11 Police Units 12 Total Units Eligible for Resident Participation ........ (_Su.m o..f P.art. D, ......... Lines 09 thru 11) 13 Funding for Resident Participation (Part D~ Line 12 x $25) ~ 14 Other approved funding, not listed (Specify in Section 3) 15 Total add-ons (sum of Part D, Lines 01,02, 03, 04, 05, 06, 07, 08, 13 and 14) Part E. Calculation of Operating Subsidy Eligibility Before AdJustments 01 Deficit or (Income) 'before ;djustmer;ts (Total of Part C, Line 04 and Part D, Line 15) _i. 4 0,4 ~) .5 02 Actual cost of Independent Audit {IA) 03 Operating subsidy eligibility before adjustments (greater of Part E, Line 01 or Line 021 (If less than zero, enter zero (011 1 4 0,4 6 ,5 of Operating Subsidy Approvable for Subject Fiscal Year (Note: Do not revi~ he end of the sul 01 Utility Adjustment for Prior ears 02 Additional subject fiscal year operating subsidy eligibility (specify) 03 Unfunded eligibility in prior fiscal years to be obligated in subject fiscal year 04 HUD discretionary adjustments 05 Other (specify) 06 Other (specify) 07 Unfunded portion due to proration ( 08 Net adjustments to operating subsidy (total of Part F, Lines 01 thru 07) 09 Operating subsidy approvable for subject fiscal year (total of Part E, Line 03 and Part F, Line 08) I y (Note: Do not revise after the end of the subject FY) 10 Amount'o~ operating subsidy approvable for subject tis'cai ye;~r not funded 11 Amount of funds obligated in excess of operating subsidy approvable for subject fiscal year 12 Funds obligated in subject fiscal year (sum of Pa~ F, Lines 09 thru 11) (Must be ~e same as line 690 of ~e Operating Budget, form HUD-52564, ~r the subjem fis~l year) Appropriation symbol(s): oran of Amounts Due HUD, Including Amounts on Re ~ment Schedules 01 Total amount due in previous fiscal year (Part G, Line 04 of form HUD-52723 for previous fiscal year) 02 Total amount to be collected in subject fiscal year (Identify individual amounts under ( ) ( ) Section 3) 03 Total additional amount due HUD (include any amount entered on Part F, Line 11) (Identify individual amounts under Section 3) 04 Total amount due HUD to be collected in future fiscal year(s) (Total of Part G, Lines 01 thru 03/ (Identi~ individual amounts under Section 31 Previous edition is obsolete for PHA Fiscal Years Page 2 form HUD-52723 (1/2001) beginning 1/1/2004 and thereafter Line ] No. Description Part H. Calculation of Adjustments for Subject Fiscal Year 01 02 03 04 O5 06 07 08 09 10 11 12 Project Number: Requested by PHA (Whole Dollars) HUD Modifications (Whole Dollars) This part is to be completed only after the subject fiscal year has ended Indicate the types of adjustments that have been reflected on this form: [] Utility Adjustment [] HUD discretionary adjustment (Specify under Section 3) Utility adjustment from form HUD-52722-B Deficit or (Income) after adjustments (total of Part E, Line 01 and Part H, Line 02) Operating subsidy eligibility after year-end adjustments (greater of Part E, Line 02 or Part H, Line 03) Part E, Line 03 of latest form HUD-52723 approved during subject FY Do not use Part E, Line 03 of this revision) Net adjustments for subject fiscal year (Part H, Line 04 minus Part H, Line 05) Utility adjustment (enter same amount as Part H, Line 02) Total HUD discretionary adjustments (Part H, Line 06 minus Line 07) Unfunded portion of utility adjustment due to proration Unfunded portion of HUD discretionary adjustment due to proration Prorated utility adjustment (Part H, Line 07 plus Line 09) Prorated HUD discretionary adjustment (Part H, Line 08 plus Line 10) Section 3 Remarks (provide part and line numbers) I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is 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) Signature of Authorized HA Representative & Date: X Ignature of Authorized Field Office Representative & Date: Previous edition is obsolete for PHA Fiscal Years Page 3 form HUD-S2723 (1,"2001) beginning 111/2004 and thereafter HA Calculation of Occupancy Percentage for a Requested Budget Year (RBY) PHA/IHA-Owned Rental Housing Performance Funding System (PF$) la. Name and Address of PHNIHA (Include Street Address, City, State, Zip Code) Columbia Heights HRA 590 40th Ave NE U.S. Department of Housing and Urban Development Office of Public and Indian Housing ~ ~rB~l'~t~l'nl~ "r~.-.'.-i~'o~ ~'ul~mis~ ~ ~c 4 ~. PAS/LOCCS Project Number Date: (mo/day/yyyy) / [] Original 01/01/?.005/ L~ Revision No. ( / Part A. Actual Occupancy Data as of Report Date 8. Units Occupied OMB Approval No. 2577-0066 (Exp. 09/30/2004) 2a. Contact (Person who can best answer questions about this submission) Dana Welke 2.b Contact's Phone Number (include area code) 763-706-3800 7. Data Source form HUD-51234 Rent Rol~ Records 9. Units Available 6. Report Date (check one box) (mo/day/yyyy) [] Actual Day L__JAverage for ' / 11 / 0 4 Actual Month 100 100 100 10. Actual Occupancy Percentage (Divide line 8 by line 9; multiply by 100 and round to nearest whole) Stop & Note 11. If the HA-wide occupancy percentage shown on line 10 is 97% or greater and the HA believes that an average occupancy rate of at least 97% is sustainable for the RBY, then check the box below. You have completed the form and do not need to proceed further. ~-] High Occupancy HA: Occupancy Percentage is ") Use 97% as the Projected Occupancy 97% or higher and is sustainable for the RBY Percentage on Part B, line 11 of form HUD-52723 12. Units vacant as of Report Date (subtract line 8 fr~)m line 9 and enter result) Stop & Note 13. If the result on line 12 is five or fewer vacant units and the HA believes that during the RBY: 1) the inventory (line 9) will not change; and, 2) the number of vacant units on line 12 will be vacant for the full RBY, then check the box below. You have completed the form and do not need to proceed further. ---]High Occupancy HA with five or -) Use line 10 for the Projected Occupancy fewer vacant units Percentage on Part B, line 11 of form HUD-52723 Part B. Distribution of Actual Vacancies By Major Cause Given below are circumstances and actions recognized by HUD as possible causes of vacancies that are beyond the control of the HA to correct. If appropriate, please distribute the number of vacant units reported on line 12 among these causes. Attach sheet identified with HA name and address, the RBY beginning date, and ACC number. Use the sheet to describe, for each circumstance; when the circumstance occurred; the location of the units involved; why the circumstance is preventing the HA from occupying, selling, demolishing, rehabilitating, reconstructing, consolidating or modernizing the vacant units; and the likelihood that these circumstances will be mitigated or eliminated in the RBY. 14. Units vacant because of litigation (e.g., units that are being held vacant as part of court-ordered or HUD-approved desegregation plan) 15. Units vacant because of Federal, Tribal, or State laws of general applicability. (Note: do not include units vacant only because they do not meet minimum construction or habitability standards.) 16. Units vacant due to changing market conditions 17. Units vacant because of natural disaster 19. RMC-managed units vacant because of failure of HA to fund approvable request for Federal modernization funding (This line for use only by RMCs) 20. Units vacant because of casualty toss and need to settle insurance claims 21. Total Units Vacant Due To Circumstances Beyond The HA's Control (Enter sum of lines 14 - 20) 22. Units vacant after adjusting for circumstances beyond the HA's control (Subtract line 21 I'rom line 12) 23. If the result on line 22 is five or fewer vacant units and the HA believes that during the RBY: 1) the inventory (line 9) will not change; Stop and, 2) the number of vacant units on both lines 21 and 22 will be vacant for the full RBY, then check the box below. You have & completed the form and do not need to proceed further. Note [-'-] High Occupancy HA with five or fewer vacant units ") Use line 10 for the Projected Occupancy after adjustment for vacancies beyond its control Percentage on Part B, line 11 of form HUD-52723 24. Vacancy Percentage after adjusting for beyond control circumstances (Divide line 22 by line 9, multiply by 100, and round to nearest whole) % 25. If the result on line 24 is 3% or less and the HA believes that during the RBY: 1) the inventory (line 9) will not change; and, 2) Stop the number of vacant units on lines 21 and 22 will be vacant for the full RBY, then check the box below. You have completed the & form and do not need to proceed further. Note [-'-] High Occupancy HA: 3% or less vacancy rate --) Use line 10 for the Projected Occupancy afteradjustment for vacancies beyond control Percentage on Part B, line 11 of form HUD-52723 This form replaces forms HUD-52728-A thru -C which have been canceled. Previous edition is obsolete. Page I of 3 form HUD-52728 (03/2003) ref Handbook 7475.13 Part C. Status of Units Undergoing Modernization as of Report Date If changes occur after the Report Date but prior to submission of this form, the most current status will be shown. 26. Protected Units Occupied Units Vacant Units a: Number of units that are under modernization construction (contract awarded or rome account work started) b. Number of units not under construction contract but included in a HUD-approved modemization budget where the time pedod for placing the units under construction (two FFYs after FFY of approval) has not yet expired. 27. Unprotected Units: Number of units included in a HUD-approved modernization budget where the time period for placing the units under construction (two FFYs after FFY of approval) has expired. Part D. Units Estimated to be Available for Occupancy During RBY a) (=) Avg. N ,. (c) NO. ot Un~ No. of Units of Mos. in RBY Mos.(a x b) 28. Units Available as of Report Date (Enter line 9) 12 29. Additional Units Available During RBY because of DevelopmenVAcquisition of PFS-Eligible projects + + 30. Units Unavailable During RBY because of Demolition/Disposition/Conversion Actions Approved By HUD 31. Total (Add lines 28 and 29; subtract line 30) Part E. Units Estimated to be Occupied During RBY 32. Units Occupied as of Report Date (Enter line 8) 12 33. Additional Units Occupied during RBY because of Development/Acquisition of PFS-Eligible Projects + + 34. Reoccupancy during RBY of Units Vacated for Circumstances Beyond the HA's Control + + 35. Reoccupancy during RBY of Vacant Units in a Funded Modernization Program + + 36, Occupied Units in Funded Modernization Program Being Vacated during RBY - 37. Occupied Units Being Vacated during RBY because of Demolition/Disposition/Conversion Actions Approved by HUD, If there are occupied units that become vacant after the Report Date but before the start of the RBY because of circumstances and actions beyond the HA's control, place that number here ( ) and include in total shown on 37, Attach separate sheet with same information requested in Part C. 38. Total (Add lines 32-35, subtract lines 36 and 37) cupancy ge During RBY 39. Total Unit Months of Occupancy (Enter line 38c) 40. Total Unit Months Available for Occupancy (Enter line 31c) 41. Occupancy Percentage for RBY (Divide line 39 by line 40; multiply by100 and round to nearest whole) 42. Average Number of Vacant Units During RBY (Subtract line 39 from line 40;divide result by 12 and round to nearest whole) 43. If the result on line 41 is 97% or higher or if the result on line 42 is five or less, then check the appropriate Stop box below. You have completed the form and do not need to proceed further. & ['---1 a. High Occupancy HA: Occupancy Percentage .-) Use 97% as the Projected Occupancy Note is 97% or higher for the RBY Percentage on Part B, line 11 of form HUD-52723 I ---~ b. High Occupancy HA with five or -) Use line 41 for the Projected Occupancy fewer vacant units Percentage on Part B, line 11 of form HUD-52723 Part G. Vacancy Percentage for RBY Adjusted for Modernization 44. Total Unit Months of Vacancy in RBY (Enter line 40 less line 39) 48. 45. Total Unit Months for Vacant Units In Funded Mod. and Under Construction or Funded for Construction (Sum the vacant units of lines 26a and b; multiply by 12) 46. If any of the vacant units on lines 26a or b will be reoccupied during the RBY, enter that number times the average number of months during the RBY these units will be reoccupied, 47. If any of the occupied units on lines 26a or b will be vacated during the RBY for mod, construction, enter that number times the average number of monthsduring the RBY these units will be vacated, + Total Unit Months for Vacant Units In Funded Mod. And Under Construction or Funded For Construction In RBY (Add line 45; less line 46; plus line 47) 49. Total Unit Months of Vacancy in RBY Adjusted for Modernization (Enter line 44 less line 48) 50. Vacancy Percentage for RBY Adjusted for Modernization (Divide line 49 by line 40; multiple by 100; and round to nearest whole.) % 51. Average Number of Vacant Units in RBY Adjusted for Modernization (Divide line 49 by 12; round to nearest whole) 52. If the result on line 50 is 3% or lower or if the result on line 51 is five or less, then check the appropriate box Stop below. You have completed the form and do not need to proceed further. & [] a. High Occupancy HA: Vacancy Percentage is 3% --) Use line 41 as the Projected Occupancy Note or less for the RBY after Modernization Adjustment Percentage on Part B, line 11 of form HUD-52723 ~-lb. High Occupancy HA: five or fewer vacant -) Use line 41 for the Projected Occupancy units after Modernization Adjustment Percentage on Part B, line 11 of form HUD-52723 This form replaces forms HUD-52728-A thru -C which have been canceled. Previous edition is obsolete, form HUD-52728 (03/2003) Page 2 ol' 3 ref Handbook 7475.13 Part H. Vacancy Percentage for RBY Adjusted for Both Modernization and Beyond Control Circumstances 53. Total Unit Months of Vacancy in RBY (Enter line 44) 54. Total Unit Months of Vacancy in RBY Due to Modernization (Enter line 48) 55. Total Unit Months of Vacancy in RBY Due to Beyond Control Vacancies 56. (Enter line 21 times 12; less any entry made on line 34c) Total Unit Months of Vacancy After Above Adjustments (Enter line 53 less lines 54 and 55) 57. Vacancy Percentage for RBY After Above Adjustments 58. (Divide line 56 by line 40; multiple by 100; and round to nearest whole,) Average Number of Vacant Units in RBY After Above Adjustments (Divide line 56 by 12; round to nearest whole) Stop & Note 59. If the result on line 57 is 3% or lower or if the result on line 58 is five or less, then check the appropriate box below. You have completed the form and do not need to proceed further. [] a. High Occupancy HA: Vacancy Percentage is 3% or --) Use line 41 as the Projected Occupancy less for the RBY after Modernization Adjustment Percentage on Part B, line 11 of form HUD-52723 [] b. High Occupancy HA: five or fewer vacant '-)Use line 41 for the Projected Occupancy units after Modernization Adjustment Percentage on Part B, line 11 of form HUD-52723 Part I. Adjustment for Long Term Vacancies If the HA estimates that it will have a vacancy percentage of more than 3% for its RBY and more than five vacant units after adjusting for vacant units undergoing modernization and vacancies beyond its control, the HA will exclude all of its long- term vacancies (if any) from its count of units available for occupancy and use this section to determine its projected occupancy percentage. 60. Total Long-term Vacancies (Subtract vacant units shown on lines 21, 26a, and b from line 12. Analyze remaining vacancies and identify those units that have been vacant for more than 12 months as of the Report Date.) 61. Unit Months of Vacancy Associated With Long-Term Vacancies (Multiply line 60 by 12) 62. Total Unit Months Available for Occupancy in RBY Adjusted for Long-Term Vacancies (Subtract line 61 from line 31(c)) Use this UMA number in all other PFS calculations. 63. Occupancy Pementage for RBY Adjusted for Long-Term Vacancies (Divide line 38(c) by line 62; multiply by 100 and round to nearest whole) 64. Average Number of Vacant Units in RBY after All Adjustments (Subtract line 60 from line 58) 65. Total Unit Months of Vacancy in RBY after All Adjustments (Subtract line 61 from line 56) 66. Vacancy Percentage for RBY Adjusted for Long-Term Vacancies (Divide line 65 by line 62; multiply by 100 and round to nearest whole) % If the result on line 63 is 97% or higher or if the result on line 64 is five or less orif the result on line 66 is 3% or less then check the appropriate box below. You have completed the form and do not need to proceed further.  --] a. High Occupancy HA: Occupancy Percentage --) is 97% or higher for the RBY after Long-Term Vacancies Adjustment b. High Occupancy HA: Five or fewer vacant --) units after Adjustment for Long-TermVacancies r--] c. High Occupancy HA: Vacancy Percentage is 3% or lower for the RBY after Long- Term Vacancies Adjustment 67. Stop & Note Use 97% as the Projected Occupancy Percentage on Part B, line 11 of form HUD-52723. Use the UMA result on line 62 in calculating PFS eligibility. Use line 63 as the Projected Occupancy.Percentage on Part B, line 11of form HUD-52723. Use the UMA result on line 62 in calculating PFS eligibility. Use line 63 as the Projected Occupancy Percentage on Part B, line 11 of form HUD-52723. Use the UMA result on line 62 in calculating PFS eligibility, Part J. Projected Occupancy Percentages for Low Occupancy HAs If the HA cannot determine an acceptable Projected Occupancy Percentage for the RBY using the above approach, it will use this section. The HA will use the lower of either 97% or that percentage based on having five units vacant for the RBY. Either percentage can be adjusted for vacant units undergoing modernization construction and vacancies beyond its control. Small HAs of 140 units or less will generally want to use a percentage based on five vacant units. 68. Enter 97% if HA has more than 140 units. If 140 or fewer units, determine occupancy percentage based on 5 vacant units, for RBY. ('l'ake 60 unit months and divide by line 62; multiply by 100 and round Io nearest whole. Subtract result from 100%) 69. Percentage Adjustment for Modernization and Beyond Control Vacancies (Add lines 48 plus 55; divide that sum by line 62; multiply by 100 and round to nearest whole) 70. Projected Occupancy Percentage for Low Occupancy HA (Take the percentage on line 68 and subtract the percentage shown on line 69. Use the result as the Projected Occupancy Percentage on Part B, line 11 of form HUD-52723. Use the UMA result on line 62 In calculating PFS eligibility) This form replaces forms HUD-52728oA thru -C which have been canceled. Previous edition is obsolete. Page 3 of 3 form HUD-52728 (03/2003) ref Handbook 7475.13 PHA/IHA Board Resolution u.s.Department of Housing OMB Approval No. 2577-0026 (Exp. 6/3012001) and Urban Development Approving Operating Budget or Calculation of Office of Public and Indian Housing Performance Funding System Operating Subsidy Public reporting burden for this collection of information is estimated to average 15 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless that collecton displays a valid OMB control number. This information is required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information Is the operating budget for t he Iow-income housing program and provides a summary of proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain specified amounts. HUD reviews the information to determine if the operating plan adopted by the PHA and the amounts are reasonable and that the PHA is in compliance with procedures prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality. Acting on behalf of the Board of Commissioners of the below-named Public Housing Agency (PHA)/lndian Housing Authority (IHA), as its Chairman, I make the following certifications and agreements to the Department of Housing and Urban Development (HUD) regarding the Board's approval of (check one or more as applicable): Operating Budget Submitted on: Operating Budget Revision Submitted on: Calculation of Performance Funding System Submitted on: Revised Calculation of Performance Funding System Submitted on: (date) 10/20/2004 I certify on behalf of the: (PHA/IHA Name) Col. Hts. Housing & Redevelopment Authority (I-IRA) that: 1. All regulatory and statutory requirements have been met; 2. The PHA has sufficient operating reserves to meet the working capital needs of its developments; 3. Proposed budget expenditures are necessary in the efficient and economical operation of the housing for the purpose of serving low-income residents; 4. The budget indicates a source of funds adequate to cover all proposed expenditures; 5. The calculation of eligibility for Federal funding is in accordance with the provisions of the regulations; 6. All proposed rental charges and expenditures will be consistent with provisions of law; 7. The PHA/IHA will comply with the wage rate requirements under 24 CFR 968.110(e) and (f) or 24 CFR 905.120(c) and (d); 8. The PHA/IHA will comply with the requirements for access to records and audits under 24 CFR 968.110(i) or 24 CFR 905.120(g); and 9. The PHA/IHA will comply with the requirements for the reexamination of family income and composition under 24 CFR 960.209, 990.115 and 905.315. I hereby certify that all the information stated within, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001,1010,1012; 31 U.S.C. 3729, 3802) Board Chairman's Name (type) I Signature I Date Walter R. Fehst~ Executive DirectoT Previous edition is obsolete form HUD-52574 (10/95) ref. Handbook 7575.1 Certification of Payments to Influence Federal Transactions U.S. Department of Housing and Urban Development Office of Public and Indian Housing Applicant Name Columbia Heights Housing & Redevelopment Authority Program~ivi~ Receiving Federal Grant Funding Parkview Villa The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connec- tion with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, Disclosure Form to Report Lobbying, in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for ali 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 $100,000 for each such failure. I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.$.C. 3729, 3802) Name of Authorized Official t Title l¥alter R. Fehst I Executive Director Signature Date (mm/dd/yyyy) form HUD 50071 (3/98) Previous edition is obsolete ref. Handboooks 7417.1, 7475.13, 7485.1, & 7485.3 APPLICATION FOR Version 7/03 FEDERAL ASSISTANCE 2. DATE SUBMiT~.D Applicant Identifier 1.ApplicationTYPE OF SUBMISSION: Pre-application 3, DATE RECEIVED BY STATE State A~c~ion identifier ~ Construction ~ Construction 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifier [] Non-Construction [~ Non-Construction 4N10 $ 0 0 1 5. APPUCANT INFORMATION Legal Name: Organizational Unit: Col, Hts. Housing ~ Redevelopment Auth Department: Columbia Heights Organizational DUNS: 0 4 9 6 1 4 - 3 2 4 Division: ~ddcess: Name and telephone number of person to be contacted on matters Street: Involving this application (give area code) 590--40th Ave. NF, Prefix~v[T. 1FirstName:~oDert city: Columbia Heights 'UiddleNr-ame Gerhard County: Anoka Last Name State: MN ZiP C°de5 S 4 21 Suffix: Lindig Country: [~,~A Email:b 1 indig@walke rme th, org 6. EMPLOYER IDENTIFICATION NUMBER (E/N): Phone Number (give area code) Fax Number (give area code) ,4[~[]-[__[]E9-]~4__~ 612-827-8:357 612-827-8431 8. TYPE OF APPUCATION: 7. TYPE OF APPLICANT: (See back of form for Application Types) ~l(New ~ Continuation ~ Revision If Revision, enter appropriate letter(s) in box(es) C. Hun i c ip a 1 (See back of form for description of letters.) [] [] Other (specify) Other (specify) 9. NAME OF FEDERAL AGENCY: Deot. o£ Housing ~ Urban Develoome 10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: · TITLE (Name of Program): ~'~]-~']~-'~] Operating Subsidy elegibility fo~ project currently listed on the 12. AREAS AFFECT~.D BY PROJECT (Cities, Counties, States, etc.): Annual Contributions Contract between the PHA and HUD Columbia Heights, Anoka County, Minneso.~a 13. PROPOSED PROJECT 14. CONGRESSIONAL DISTRICTS OF: Start Date~)1/0 1/?. 0 0 S I Ending Date~. 2 / 3 1/2 0 0 S a. Applicant MN10 5 0 0 1 b' Pr°jec~N10 5 0 0 1 15, ESTIMATED FUNDING: 16, IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE 3RDER 12372 PROCESS? a. Federal $ 1 50,3 7 3 ''"' a. Yes, [] THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 b. Applicant $ .w PROCESS FOR REVIEW ON c. State $ .w DATE: d. Local $ ' b. No. r~ PROGRAM IS NOT COVERED BY E. O. 12372 e. Other $ · ~ OR PROGRAM HAS NOT BEEN SELECTED BY STATE FOR REVIEW f. Program Income $ .'~ 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? g. TOTAL ~ 1 5 0 ~ ~ 7 ~ '~ [~Yes If"Yes"attach an explanation. ~'~ No 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATIONIPREAPPLICATION ARE TRUE AND CORRECT. THE 3OCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ~,TTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. A th d Re r ntativ PrefiXMr ' l First Name ~a 1 t e r Middle Nam~. Last NameF e h s t Surex b. Title Execut ire. Di rec t o r :. ~on~ ~_b~i6e~rea code) d. Signature of Authorized Representative ~. Date Signed Previous Edition Usable it Authorized for Local Reoroduction Standard Form 424 (Rev.9-200~ Prescribed by OMB Circular A-102 Certification for a Drug-Free Workplace U.S. Department of Housing and Urban Development Applicant Name Columbia Heights HRA P,ow,,~mlActivity Receiving Federal Grant Funding Parkview Villa Acting on behalf of the above named Applicant as its Authorized Official, I make the following certifications and agreements to the Department of Housing and Urban Development (HUD) regarding the sites listed below: I certify that the above named Applicant will or will continue to provide a drug-free workplace by: a. Publishing a statement notifying employees that the un- lawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the Applicant's work- place and specifying the actions that will be taken against employees for violation of such prohibition. b. Establishing an on-going drug-free awareness program to inform employees --- (1) The dangers of drug abuse in the workplace; (2) The Applicant's policy of maintaining a drug-free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance programs; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace. c. Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph a.; d. Notifying the employee in the statement required by para- graph a. that, as a condition of employment under the grant, the employee will --- (1) Abide by the terms of the statement; and (2) Notify the employer in writing of his or her convic- tion for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; e. Notifying the agency in writing, within ten calendar days after receiving notice under subparagraph d.(2) from an em- ployee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, includ- ing position title, to every grant officer or other designee on whose grant activity the convicted employee was working, unless the Federalagency has designated a central point for the receipt of such notic'es. 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: Pl~tce 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 965 40th Avenue Columbia Heights, MN 55421 Check here LJ 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 Ofl~_cial Walter R. Fehst TmeExecutive Director Signature Date X form HUD-50070 (3198) ref. Handbooks 7417.1,7475.13, 7485.1 & .3 Streamlined PHA Plan PHA Certifications of Compliance U.S. Department of Housing and Urban Development Office of Public and Indian Housing 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 th~r~,~.no Board of Commissioners, I approve the submission of the streamlined Annual PHA Plan for PHA fiscal year beginning auuo , 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; 7. The PHA will comply with the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act of ! 975. 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 $A05(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 thc 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 ~ of 2 form HUD-50076 (4/30/2005) 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. Ail 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 ali 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 PI-IA Name PHA Number ,qtreamllned Annual PHA Plan for Fiscal Year: 2005 I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is m~e and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. 08 U.S.C. 1001~ 1010~ 10121 31 U.S.C. 3729? 3802) Name of Authorized Official Walter R. Fehst Signature X Title Executive Di rector Dato Tammera Ericson- Chair Page 2 of 2 form HUD-50076 (4/30/2003) COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: Oct. 19, 2004 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: '7--.~ DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Snowplowing Service for 2004/2005 BY: Dana Welke BY: DATE: Oct. 19, 2004 BACKGROUND: Last year the snow plowing for Parkview Villa was completed by MGS Professional Building Services, Inc. Once again this year staff requested bids for snow removal and three bids were obtained. Parkview Villa staff maintains the sidewalks and the backside of the building were the garbage is picked up at. MGS bid is $65.00 per occurrence for 1-4 inches, $75.00 for 4-8 inches, $85.00 for 8-12 inches, and $100.00 for 12 or more inches. In addition salt/sanding would be $16.00 for each 50-pound bag used. There is no additional charge for the actual distribution of the salt/sand. Sidewalks are not included. T & D bid is $70.00 per occurrence for 1-4 inches, $85.00 for 4-8 inches, $100.00 for 8-12 inches, and $115.00 for 12 or more inches. In addition salt/sanding would be $95.00 per ton spread with dump truck. Sidewalks are not included. Ashland Snowplowing bid is $60.00 for 1-4 inches, $90.00 for 4-8 inches, $120.00 8-12 inches and $150.00 for 12 or more inches. In addition salt/sanding would be $42.00 per 50-pound bag. Sidewalks are not included. RECOMMENDATION: Staff recommends approval of a contract for snow removal with MGS Professional Building Maintenance Services, Inc. based on their bid. RECOMMENDED MOTION: Move to approve the contract for snow removal service to cover the year 2004-2005, to MGS Professional Building Maintenance Services, INC.; and furthermore, to authorize the Chair and Executive Director to enter into an agreement for the same. HRA ACTION: Parkvlew Villa 965 N.E. 40u' Avenue, Columbia Heights, M'N 55421 (763) 706-3800 Fax (763)788-3978 DATE: TO: August 6, 2004 Snow removal company FROM: Dana Welke, Housing Manager Terry Bush, Maintenance engineer RE: Proposal form Attached you. will find a proposal form that Parkview Villa would like to use in obtaining 'your proposal(s). We have gathered information in which we will need to know the prices from and how we would like to see our contract wrote up, or our expectations are. We will have to present all proposals to the HRA committee on Tuesday, October 19, 2004 at 7:00 p.m. The low proposal will get the season contract. Those that are doing the comparison to each form will easier read this format. Please fill out the attached form and return it to us as soon as possible. Thank you for your time and consideration for this job. We are looking forward to doing business with you. Shoul~i you have any questions please feel free to contact the Parkview Villa office at your convenience at 763-706-3800. O. E. PROPOSAL FOR SNOW REMOVAl, Narne: Address: City/State/Zip Phone number: Fax number: (Name of the company) will charge per occurrence/clean out for snow that is 1"-4" per occurrence/clean out for snow that is 4"-8" per occurrence/clean out for snow that is 8" -12" per occurrence/clean out for snow that is 12" and up We (the name of the company) understand that this includes our crew to come and complete a pass through, which will be followed by a faxed email from the Parkview Villa office as to when the clean out is going to be scheduled for. Definition of pass through= at 2" of snow fall or more (once a day) a snowplow truck will clean a pathway down the center of the parking lot from the driveway entrance. (this is included in above prices, as part of the clean out occurrence). Definition of clean out= after snoxv plow company has been notified of a date and time they xvill then come to site and clean the entire parking lot out called a clean out. We (the name of the company) also understand that we will not be completing any of the Parkview Villa's sand/salt disbursement, bob cat, and/or manpower for side walk snow removal, unless requested by management or maintenance only'. The price of sand/salt in addition to the above prices is as follows: $ per 50 pound bag The price of a bobcat in addition to the above prices is as follows: $ per occurrence. The price of extra help to complete sidewalk snow removal is as follows: $ per hour / per person. Name: MC. 8 Address: P.O. .PROPOSAL FOR SNOW REMOVAl, BOX 21393 City/State/Zip MINNEAPOLIS, MN 5542 Phone number:612-789-3726 Fax number: 612-788-2843 MGS PROFESSIONAL BLDG. (2N'ame of the company) will charge 65.00 S per occurrence/clean out for snow that is 1"-4" $ 75.00 per occurrence/clean out for snow that is 4"-8" $ 85.00 per occurrence/clean out for snow that is 8"-12" $ 100.00 per occurrence/clean out for snow that is 12" and up We MGS PROFESSIONAL BLD~he name of the company) understand that this includes our crew to come and complete a pass through, which will be followed by a faxed email from the Parkview Villa office as to when the clean out is going to be' scheduled for. Definition of pass through= at 2" of snow fall or more (once a day) a snowplow truck will clean a pathway down the center of the parking lot from the driveway entrance. (this is included in above prices, as part of the clean out occurrence). Definition of clean out= after snow plow company has been notified of a date and time they will then come to site and clean the entire parking lot out called a clean out. We MGS PROFESSIONAL BLD%e name of the company) also understand that we will not be completing any of the Park~'iew Villa's sand/salt disbursement, bob cat, and/or manpower for side walk snow removal, unless requested by management or maintenance only. The price of sand/salt in addition to the above prices is as follows: $16.00 per 50 pound bag CALClUM/CItLORIDE The price ora bobcat in addition to the above prices is as follows: $ 60.00 HR, per occurrence. The price of extra help to complete sidewalk snow removal is as follows: $ 35.00 per hour / per person. PROFESSIONAL' BUILDING MA[NTF. NANCE SERVICES INC. P.O. Box 21393 Telephone (612) ?89.]726 FZ~ {6Il) 788-28~3 Hou~inq-Manager PAR~VZEW.VILLA.. 965.40~h Avenue NE Columbia Heights, MN 5542! MG$ is pleased to submit this 2004/200S proposal of Snow Removal S~rvi~es .ew4~Kesml¥.forP~XVI~WvXLL& - 965 ~Om AV~N~T~ MGS Proposes: PLOWII~ OF PARKXNG LOT~. 96S 40'" AVE. Ng OPTION' MGS will thorouqhly plow" center aisleway" and" turn-around" areas or-.the parking lot. All snow will be pushed to the Southeast corner of the lot, and accumulated on grass areas. Ad~itionaily,,HGS will plow out one (1) parking stall labeled as "-Fa~ergency-Parking~ ~E~~YOF SNow 1 - 4 Inches 4 - $ Inches 8,- 12 Inches 12 + Inches ~TE $6S.00 Per Occurrence. $75.00 Per Occurrence.. $85.00 Per Occurrence,. $100.00 Per Occurrence. "If we can't do i,, i, can', be done" flousin~.Hanager PARKVXEW VXLLA July O~T ZQ]E TWill. PXow entire parking Iot to include the 1. All par~ing spaces. ~..A/1.ai~leways.~ 3. Circular turn-around. 1 - 4 Inches 4 - 8 Inches 8 - 12 Inches 12 + Inches $85.00 Per Occurrence. $100.00 Per OCcUrrence. $i20.00 Per Occurrence. $145.00 Per occurrence. Immediately upon completion of shoveling and plowing, MGS will thoroughly distribute a calcium/chloride ice-melt to all sidewaI~s. Per eac~ 501b'. bag th~ cost is $16~00 ( No additional cost for the actual distributing of Ace-melt.) Additionally parking lot/aisleways will receive a 80/Z0 mix of sa~d/salt evenly distributed. Sand/salt mixture is $50.00 per to~. ALL WORK WILL BE COMPLETED BY 7:00 AN DEPENDING UPON ACTUAL START/STOP TIMES OF SNOW FALL, 24 HOUR DIGITAL PAGER NUMB~ 1. 763-350-1708 2. 952-980-8312 3. 763-789-3726 Snow Removal Manger / Cell Phone 24 Hour Switch Boar~ MGS Office (Monday - Friday 8:00 A.M. - 4:30 P.Mi) Nousl~. Nanaqe. r P&ItKVI L~W WILL& JUl~ Br 2004 Pa~e 3 4 X 4 ploy truck w/?.5' blade ?anclamDtmp. T~uck Sob Cat 80/20 salt/sand mixture (bulk) 55 9al. d~ums - salt/and mixture 80/20 55 gal. drums - REFILLS ONLY $50.00 pet hour $50.00 per hour $60.00 per hour $50.00 per ton $120.00 per drum $45.00 per refill Dana, NCS realizes the importance of ~intaining siaewalks/lots ~hrou~t.the Winter. We.are.fully,prepared ko take full responsibility for monitoring of this pro)ect. REST ASSUI~D, #IlILE YOU S~'P, ~ ~. S~ate a~d ~cal sales ~ax is NOT included in proposal prices. MG~ will.f~ni~. ~1.1 ~ls, ~u~en~ and supplies mecessary ~o ~rform all services s~ated above. ~S will take full res~nsibility ~°r t~e supervision 0f all services perfo~ed. MGS will ~intain in effect adequate Work~n's Compe~satio~ ~~ce,.Public.Li~ili~X Insur~n~.and. Pro~rty. Damage Insurance. [Certificate of Insurance upon Re~est] Dana, plea~ review our proposal a= your convenience. If you meed fur~er information or addi~$onal price quotes, please do ~o~ PRESID~T Tamera Eri cson-Chai r Wal ter-R.- Fehst'JExec-utive Di rector Date mO 'OSAL SSOW m MOV^L City/State/Zip Fax number: $ *6Cim $ $ IoqO-~ p\e ;a,} ame of the company) will charge per occurrence/clean out for snow that is 1"-4" per occurrence/clean out for snow that is 4"-8" per occurrence/clean out for snow that is 8" -12" per occurrence/clean out for snow that is 12" and up We A,qk~o~ 6rm~O~',nc4 (the name of the company) understand that this includes our crew to coxhe and cbmplete a pass through, which will be followed by a faxed email from the Parkview Villa office as to when the clean out is going to be scheduled for. Definition of pass through= at 2" of snow fall or more (once a day) a snowplow truck will clean a pathway down the center of the parking lot from the driveway entrance. (this is included in above prices, as part of the clean out occurrence). Definition of clean out= after snow plow company has been notified o'f a date and time they will then come to site and clean the entire parking lot out called a clean out. We .~.~/oati Z~ ae_~nL~' r~ (the name of the company) also understand that we will-nc~t be completin~ any of tlhe Parkview Villa's sand/salt disbursement, bob cat, and/or manpower for side walk snow removal, unless requested by management or maintenance only. The price of sand/salt in addition to the above prices is as follows: $ i'4~t~:> per 50 pound bag The price ora bobcat in addition to the above prices is as follows: $ I.."4.0°-° per cc:'.:':-renze.~eo, f' ~ 3 ldo,ac i'qid, m~,m The price of extra help to complete sidewalk snow removal is as follows[ RECEIVED ~0 ' c~.~,~ $ Iq 5--/"~2,~i0er hour / per person. Ashland Snoe/pIo /ing Regards: Snow Plowing Contract - Winter S~ason I~ ~ - 1~' Snow plowing Contract between Ashland SnowPlowing AND: The following is our proposal for the upcoming snow season: 1 '/2" - 4" ~ Bob Cat Per Hour 4"- 8" (~(~<::~D~ Dumo Truck Per Hour 8"& over Payment Terms: Net due upon receipt of invoice. will be applied if not paid in 30 dayS. Late Fee of 1'h% per mont~n - We look forward to working with you again this winter season. Please feel free to call me should you have any questions Sincerely, G,ary Greiner Proposal Accepted for contract Date Proposal Accepted ~ ,,~// ~ for contract ./'-7~/,~ ' ( ~l~nd'S~oWPtowing Date 881 66th Ave. N.E. · Fridley, MN 55432 Phone 763-571-6725 · Car Phone 612-812-0688 · Ashland Sno /plos ing Regards: Snow Plowing Contract-Winter Season Snow plowing Contract between Ashland Snowplowing The following is our proposal for the upcoming snow season: 1'/2"- 4" ~ Bob Cat Per Hour 4" - 8", qO'~:~- Dump Truck Per Hour Payment Terms: Net due upon receipt of invoice. ~te Fee of 1%% per month ~ ~;~;~ will be applied if not paid in 30 days, We look forward to working with you again this winter season. Please feel free to call me should you have any questions Sincerely, a~Greiner Proposal Accepted for contract Date Proposal Accepted__~ ~/x'~ for contract ,,-'"~,/V~, ..%~.,,-~. ( "' ATnd'S~owplo~ing / Date ~-,~/-/3/,/ 881 66th Ave. N.E. · Fridley, MN 55432 Phone 763-571-6725 · Car Phone 612-812-0686 PROPOSAI~ FOR SNOW ]~E]VIOVAt. T C cof he comp=y) occur~cnceYclean o~ for.~o~ ~ is 4'-8" $~ ~ ~~d~.~ ~ ~ ~tis 8"-12'~ 5~ ~ oc~~cle~ ~t f~ .~ ~ ~ 12" ~d u~~ ~clud~ o~ c~ to' ~~,~ete a p~ t~ou~, which ~I1 be foliow~ by a ~'~ ~-'~e P~w Vi~ office ~m-wh~ ~ ~'out is goi~ m ~ ~h~ulM for: Deflniflo~ of palz~- It.~" 0fsnow fal~ ,~ ~(~e-z~ z mo~low ~ck ~tc~a~~ ~ c~of~~~ ~~Y~-c~ (~s ' ~ ~1~ m ~e ~,. ~ pm ~ ~de~out'~c~cc). ~~ ~~ a~~~c~ ~ ~'~fificd ora ~tc ~ fi~ th~ ~ ~~e ~'site'~d cIe~ thc ~ti~ p~g lot out c~l~ a cle~ out. .... - ~ _ l~2aU, y of thc Parka4ew Villa s-saniPsalt disbursement, Mm an~. o.r m~we~ l~ side walk mow rerrmvat, unless-request~ by ma,* ...... · .. mmtenamce only. -- j --~ .....,,, v. Thc price of sand/salt in addition to rhp above Jxfices. is. as. follows: eTh~..~ of a bobcat in add/t/on to the ,bovepr/ccs is. as follau~: S..~L.~ei~ per occurrence, PAGE 01 T&D-Landscape, Inc. Corcor~, MN.~40 7&3-4 ! ~-3777 Total p~gs, including cover: OG/12/208~ 82:15 753~1G~ 788 uev uept [-/~iJ] 7'06-3671 p.6 T~,D L,~DSC~E P~E 82 T&D Landscape, Inc. Cor¢oru~ MN. PIrln~w yi&l ~Prepoud By: lULlS iFIL ?LV41&.3~? OFlriCE 71J~'416.478l J'AX' Stort Date: FALL 2004 JO~rip~ ~ J4b: flew ga 2"8r mol'e per' dmc SMewelkm to4 included ESTIMATE ~fPROVED BY PLEASE SIGN & SEND B~CK TilAdqK YOU.* COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: October 19, 2004 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: "7 -- ~ DEPARTMENT: HRA DIRECTOR APPROVAL ..\ ITEM: Architectm'al Services Agreement BY: Mark Nagel ~} BY: Parkview Villa North Apartment DATE: October 11,'--2004 Modernization Project BACKGROUND: As has been noted in previous "Green Sheets", staff has begun the process of the 2nd Phase of the Parkview Villa North Apartment Modernization Project that was identified as a profity in the 2003 15-year Capital Improvement Plan for Parkview Villa North and South. As you may recall, the 2004 CFP budgets $92,800 for this purpose, along with $36,255 remaining in the 2003 CFP Budget, which means there is a total of approximately $129,000 to begin the 2nd phase of this work; on the eighth floor. In order to complete this work according to HUD specifications, $7,000 has also been allocated in the 2004 CFP Budget for architectural services to work with the HRA and residents on project phasing and specifications for the work to be done to update each apartment unit in Parkview Villa North. Staff obtained a list of architectural firms from HUD qualified to work on modernization projects and mailed an RFQ letter to them for the first phase. Three complete responses were received- BWBR Architects; Blumentals/Architecture, Inc; and Daniel K. Duffy Architects, Inc.- that met both HRA needs and budget limitations. The HRA chose BWBR Architects for the project and they have done a good job. The timeline, assuming HRA approval, is to be bidding the second phase of the project in October with a November bid opening to take advantage of lower modernization costs, as this is "inside" work during the winter. RECOMMENDATION: Staff recommends that the HRA select BWBR Architects for the 2nd phase of the Parkview Villa North Modernization Project. RECOMMENDED MOTION: Move to authorize staff to sign an Architectural Services Agreement with BWBR Architects for an amount not-to-exceed $7,000 for Parkview Villa North Apartment Modernization Project- Phase 2. HRA ACTION: h:\Consent Form2004 BWBR September 29, 2004 Architecture · Interior Design Lawson Commons 380 St. Peter Street, Suite 600 Saint Paul, MN 55102-1996 651.222.3701 fax 65l .222.8961 www. bwbr. com Mr. Mark Nagel Community Development Department Columbia Heights City Hall HRA Board of Commissioners 590 40th Ave NE Columbia Heights, M:N 55421 Re: Parkview Villa North 8th Floor Public Housing Modernization Proposal BWBR Commission # 2004.152.00 Dear Mark: BWBR Architects is pleased to submit this proposal to assist you and the City of Columbia Heights in the continuing interior renovation of a City-owned apartment building. SCOPE OF SERVICES BWBR proposes to provide the following services: · Update renovation plans, materials, and details based on completed 9~h floor renovation. · Assist in bid document distribution. · Review submittals for compliance with specifications. · Site visit to establish specific deficiencies on 8th floor. · Txvo site visits during construction. PROJECT UNDERSTANDING The following is our understanding of the e.,dsting conditions and the Oxvner's stated parameters for this project. · 101 1-bedroom apartments, all identical and all within a single 9-story building. · Renovation plans are for apartments only and do not include any public areas or building exteriors. · All units are occupied and renovations will occur during occupancy. · The annual renovation budget is $80,000 which will be implemented over 5-10 years. · Columbia Heights will administer the contract for construction and accept bid proposals. · Interior finish/material renovations include, but are not limited to, carpet, resilient flooring, paint, cabinets, and doors. · Interior finish/material renovations do not include windoxvs, shoxvers, toilets, window treatments, or furniture. · The scope of work including the unit renovation would be accomplished in one year or less. · Appliance replacement xvill be accomplished by Oxvner. Six. Mark Nagel Community Development Department Parkview Villa North 8th Floor BWBR Commission # 2004.152.00 Page 2 COMPENSATION BWBR proposes to provide the scope of work described above, on an hourly basis, within an estimated 60 hours for an estimated fee of $7,000 (seven thousand dollars). Reimbursable expenses are in addition to the fee and will be billed at 1.1 (one and one tenth) times cost to BWBR, and include, but are not limited to, printing, long distance phone calls, photography, and messenger services. In addition to the scope described above, B\VBR proposes provide any additional services on an hourly basis, based on the attached rate schedule. OTHER TERMS Payments for professional sen-ices rendered and for reimbursable expenses wil/be due upon receipt of BWBR's invoice. A service charge of one percent (1%) per month will be assessed on outstanding invoices past thirty days from date of billing. This Agreement may be terminated by either part)- upon seven (7) days written notice. In the event of term/nation, B\VI3R shall be compensated for all services performed prior to the termination date, together with reimbursable expenses. This letter is the entire Agreement between the Owner and B¥~q3R. Changes or additions to this Agreement must be in xvriting and must be signed by both the Owner and B\VBR. Mark, thank you for the opportunity to submit this proposal. We value our relationship with you and would very much appreciate the opportunity to work with you on this project. If this Agreement is acceptable, please sign, date, and return one copy to us, retaining the other copy for your file. If you have any questions, please feel free to contact me at (651) 290-1935. Respectfully submitted, Accepted: BWBR ARCHITECTS, INC. CITY OF COLUMBIA HEIGHTS Principal Tammera Ericson- Chair Attachment: Rate Schedule Walter R. Fehst- Executive Di rector cc: Steve Erickson, BWBR Date: / smg 29 September, 2004 B\'Cq3R Architects, Inc. 200415200l.doc BWBR ARCHITECTS, INC. 2004 BILLING RATE SCHEDULE Employee Classification Principal Senior Project Designer Senior Project Manager Senior Project Planner Specification Writer Quality Assurance Coordinator Construction Administrator Project Manager Senior Project Architect Senior Administrative Staff Senior Interior Designer Proiect Architect Senior Staff Architect Senior Job Captain Graphic Designer Staff Architect Interior Designer Architectural Technician Admimstrative Staff Architectural Student Hourly Rate $180 per hour $175 per hour $150 per hour $135 per hour $125 per hour $120 per hour $115 per hour $110 per hour $1 O0 per hour $95 per hour $90 per hour $60 per hour The billing rates mill be adjusted annua/[y on January 1st in accordance tvith normal salasv reviem practices orB IVB R Architects, Inc. COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: October 19, 2004 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: '7---~ DEPARTMENT: HRA DIRECTOR / APPROVAL ITEM: Approval of Phase II of Parkview Villa BY: Mark Nagel BY: North Apartment Modernization Project and DATE: October l'l, 2004 Authorizing staff to obtain bids for the project. BACKGROUND: The 2003 and 2004 CFP Budgets include funds for the second phase of an eight phase remodeling of Parkview Villa North Apartments on a floor-by-floor basis. The work will include new doors, cabinets, appliances, plumbing, lighting, and patchwork on tiles and walls. The total anticipated cost of the project for floor (12 apartments) is $7,700/unit, or $92,800. Walker ElderCare is helping by using their buying power to get excellent prices on the appliances. Attached is a copy of the renovation budget and schedule for your information. The original plans, Phase I plans were reviewed by HRA CIP subcommittee. In January, 2004, the subcommittee unanimously approved a motion to recommend to the full HRA to approve the plans and authorize bids to be taken. The second phase plans are the same as the first phase plans with minor revisions based on what staff learned from construction this summer. It is expected that it will be a competitive bidding market given the nature of the work. As you can see from the attachments, staff hopes to begin bidding in October pending final signoff on the project by the HUD Minneapolis Office. RECOMMENDATION: To approve Phase II of Parkview Villa North Apartment Modernization Project and authorize staff to obtain bids for the project. RECOMMENDED MOTION: To approve Phase II of Parkview Villa North Apartment Modernization Project and authorize staff to obtain bids for the project. HRA ACTION: h:\Consent Form2004\Approve Phase II apart.mod.bid