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HomeMy WebLinkAboutJanuary 25, 2005CITY 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, Jr. Bobby Williams Bruce Nawrocki Bruce Kelzenberg Patricia Jindra HOUSING & REDEVELOPMENT AUTHORITY REGULAR MEETING 7:00 P.M., TUESDAY, JANUARY 25, 2005 PARKVIEW VILLA, COMMUNITY ROOM B 965 40T~I AVENUE, COLUMBIA HEIGHTS, MN AGENDA 1. CALL TO ORDER/ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. ELECTION OF OFFICERS/OATH OF OFFICE Chair Vice Chair Secretary/Treasurer MOTION: Move to nominate and appoint and for Vice President; Secretary; and for Treasurer. for President; for CONSENT AGENDA A. Approval of Minutes. MOTION: Move to approve the minutes of October 19 and December 16, 2004 meetings as presented in writing. 5. REPORT OF MANAGEMENT COMPANY-Housing Administrator 6. RESIDENT COUNCIL MINUTES- Patricia Jindra- HRA Representative CITIZEN FORUM (At this time, citizens have an opportunity to discuss with the HRA items not on the regular agenda. The citizen is requested to limit their comments to five minutes. Please note, the public may address thc HRA regarding specific agenda items at thc time the item is being discussed.) 8. ITEMS FOR CONSIDERATION A. Adopt Resolution 2005-01~ A Resolution to Amend and Restate the Bylaws MOTION: Move to Adopt Resolution 2005-01, A Resolution to Amend and Restate the Bylaws of the Columbia Heights Housing & Redevelopment Authority. B. Approve Policy for Underground Parking Access MOTION: Move to Approve the Underground Parking Garage Access Policy. THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS Of DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER C. Approve Community Room Policy & Agreement MOTION: Move to Approve the Community Room Policy and Agreement. D. Approve Policy for Internal Transfers MOTION: Move to Approve the Policy on the Internal Transfers at Parkview Villa North and South Buildings. E. Approve Tenant Handbook & House Rules MOTION: Move to Approve Parkview Villa North and South Handbook & House Rules. F. Approve Parkview Villa North Lease Revision MOTION: Move to Approve the Parkview Villa North Lease Revision. G. Approve the ACOP (Admission and Continued Occupancy Policy) MOTION: Move to Approve the ACOP (Admission and Continued Occupancy Policy). H. Approve the Community Service and Self Sufficiency Policy MOTION: Move to Approve the Community Service and Self Sufficiency Policy, which would be in effect on April 1, 2005 when approved. 9. ADMINISTRATIVE REPORTS 10. ADJOURNMENT Cheryl Bakken, Community Development Secretary H: \HP~A Agenda2005\1-25-2005 The HRA does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all HRA services, programs, and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 hours in advance. Please call the HRA Secretary at 706-3670 to make arrangements (TDD/706-3676 for deaf or hearin~ impaired only). COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: January 25, 2005 AGENDA SECTION: ORIGINATING EXECUTWE NO: ~ DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Election of Officers BY: Robert Streetar BY: DATE: January 14, 2005 BACKGROUND: The City of Columbia Heights Housing and Redevelopment Authority (HRA) Bylaws specify that the authority shall select a Chair, Vice Chair and a Secretary/Treasurer from among its Commissioners. The current officers are as follows: Chair Vice Chair S ecretary/Treasurer Tammera Ericson Brace Kelzenberg Patricia Jindra RECOMMENDATION: Move to cast a unanimous ballot nominating and appointing for Chair, for Vice Chair, and for Secretary/Treasurer. RECOMMENDED MOTION: Attachments Move to cast a unanimous ballot nominating and appointing for Chair, for Vice Chair, and for Secretary/Treasurer. HRA ACTION: H:\HRA consent Form 2005\}{RA Election of Officers HRA ELECTION PROCEDURES We will know have the Election of Officers. Nominations are know being taken for the office of Chair. (After a nomination is made) 1. has been nominated. 2. Are there any other nominations? 3. Are there any other nominations? 4. Are there any other nominations? 5. If NONE - All those in favor say aye. Opposed nay. 6. The chair declares elected as Chair. Nominations are know being taken for the office of Vice Chair. (After a nomination is made) 1. has been nominated. 2. Are there any other nominations? 3. Are there any other nominations? 4. Are there any other nominations? 5. 11~ NONE- All those in favor say aye. Opposed nay. 6. The chair declares elected as Vice Chair Nominations are know being taken for the office of Secretary/Treasurer. (After a nomination is made) 1. has been nominated. 2. Are there any other nominations? 3. Are there any other nominations? 4. Are there any other nominations? 5. · NONE- All those in favor say aye. Opposed nay. 6. The Chair declares elected as Secretary/Treasurer. HOUSING & REDEVELOPMENT AUTHORITY REGULAR MEETING MINUTES OF OCTOBER 19, 2004 CALL TO ORDER - The Regular Meeting of the Columbia Heights Housing & Redevelopment Authority (HRA) was called to order by Chair, Tammera Ericson at 7:00 p.m., Tuesday, October 19, 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 Williams, to approve the minutes from July 20, 2004, regular meeting as presented in writing. All ayes. Motion Carried. REPORT OF MANAGEMENT COMPANY Welke passed out a Management Survey that was requested by Commissioner Nawrocki at the last HRA meeting. She referred to pictures displayed on the wall of the rehab done to the apartments on the 9th floor. Welke stated the Police Department will be shutting down the proxy card entrance system next week for a short period of time to deactivate the un-used proxy cards and activate the new ones issued to residents. In July there were 8 police calls, in August there were 5 calls, and in September there were 12 calls. Ecklund asked why the cost of replacing proximity cards is going up. Welke stated she did not know why, that is what the Police Department quoted her, but will check into it. Nawrocki asked of the list of problems, which is not done yet. Welke stated #1, #3, #6, #7, #10, #14, #15, and #16. Terry Bush, Maintenance man stated staff found ceiling tiles with water stains, removed the tiles and found mold growing on the panels and down the inside of the walls. After removing the wall tiles they discovered many holes in the wails used to patch them and copper piping with electrical wires wrapped around them, which is causing the moisture problems and is not up to state code. An electrician was called to make an analysis of the situation and found corrosion on grounding wires that were wrapped around the copper pipes, and looked at all appliances on the 9th floor to see if there was anything that could be causing the electrical problem to the hot water source, but found nothing. Staff will obtain bids to fix the problem. Nawrocki asked if they found any problems on other floors. Bush stated they haven't investigated any other floors yet, but will be doing so. Ericson asked under Customer Service Improvements #1, what is the status. Welke stated she met with both Ecklund and Jindra to discuss tenant issues and felt they have come to some good determinations. Nawrocki asked how staff is handling receiving packages and wanted clarification of the Comments Parkview Villa Period 2 documents. Welke stated per the HRA, staff is continuing to · Housing & Redevelopment Authority Minutes October 19, 2004 Page 2 of 4 receive packages in the office until a policy can be written up and the document in the packet is a copy of the survey the HRA requested at the last meeting. Nawrocki asked to see the results of the under 80%problems from the survey. Welke stated she did not have them with her but could meet with him or provide a copy of the report. 0 'Donnell stated the survey's are distributed by staff and an action plan is developed for anything under 80%, normally those sheets are attached to the survey results and stated he would see that information gets to the board. Williams asked Welke if she felt it is getting more comfortable for residents at Parkview. Welke said yes, it has taken time but does see some good responses from residents. RESIDENT COUNCIL MINUTES dindra stated the resident council meetings seem to be running more smoothly and residents are willing to speak at meetings and work together. CITIZENS FORUM Barb Camp, Unit 608, asked if there is any truth to the roomer that the City is looking into selling the North building. Ericson stated at one point Anoka County was interested in purchasing the building, but we haven't heard anymore from them and if the City did sell the building it would remain a senior/handicap/disabled adult subsidized building, therefore not effecting the residents of the building. ITEMS FOR CONSIDERATION Resolution 2004-04, Approving the 2005 Public Housing Agency Plan (PHA) Nagel stated the Public Housing Agency Plan (PHA) is a required report for HUD that the HRA is responsible for submitting each year. The figures in the 2005 Plan are for more Apartment Modernizations in the North building. Staff has received the okay to begin the 8tn floor modernization from HUD. There are the required HUDforms attached to the PHA plan for review that are submitted at the same time. Once the plan is approved and submitted both electronically and manually to HUD it will take approximately 2 months for approval, prior to any use of the funds. Williams asked how long would it take to get all the floors done. Nagel stated it would be approximately until the year 2010. Williams asked if there was anyway to speed up the reimbursement process if the City would pay for the improvements ahead of time and get reimbursed later. Nagel stated HUD would not allow that and stated when he started the Capital Improvement funds were at $130,000 and today they are at $90,000. Ecklund asked if the $24,000 mentioned at an earlier meeting to fix the plumbing on the 9th floor would effect the modernization on the 8th floor. Nagel stated it would and that the lowest bid received so far is at $48, O00 for the plumbing. Motion by Kelzenberg, second by Jindra, to close the Public Hearing. All ayes. Motion Carried. Housing & Redevelopment Authority Minutes October 19, 2004 Page 3 of 4 Motion by Kelzenberg, second by Jindra, to waive the reading of Resolution 2004-04, there being an ample amount of copies available to the public. All ayes. Motion Carried. Motion by Kelzenberg, second by Jindra, 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. All ayes. Motion Carried. Snowplowing Service for 2004-2005 Welke stated staff obtained three bids for snow removal Bids were received from MGS, T & D and Ashland, with MGS coming in as the lowest bidder. Therefore, staff is recommending approving MGS again this year. Nawrocki questioned why she felt MGS was the lower bidder. Welke stated that when you look at the overall contract, which includes the costs for 4" of snow removal or more and the costs for salt~sand and heavy equipment they came out the cheapest. Nawrocki asked what figures do they have to determine that we would use the 4" of snow removal or more this winter. Denny O'Donnell, from Walker stated with this type of agreement you can never predict what the season cost will be. Ericson stated if you look at the costs of bobcats, MGS bid $60/hour and Ashland bid $130/hour, which is quite a savings. Resident, Renie Sufika, Unit 102, stated she felt MGS didn't do a very good job. There wasn't enough sand and salt put down in the front of the building. Ecklund stated, residents were spoiled by Bill Gault the Crest View Maintenance man, that gave special attention to issues such as this. Welke stated that when she took over in February, she called MGS and told them the snow removal services they provided at Parkview Villa was not expectable, and they corrected the issues immediately. Motion by Kelzenberg, second by Jindra, 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. All ayes. Motion Carried. Ericson requested Welke monitor snow removal by the front entrance this winter. Welke agreed. Architectural Services Agreement Nagel stated this agreement is approving the 8tn floor Apartment Modernization Project Nawrocki asked why we did not get competitive bids for the work and felt the agreement should read the same as the motion; not to exceed $7,000. Nagel stated they did not as BWBR bid the same amount as Phase I (the 9tn floor). Nagel stated we could change the agreement to read not to exceed the $7,000 if the board wishes to. Housing & Redevelopment Authority Minutes October 19, 2004 Page 4 of 4 Ecklund stated he heard only good things from residents of the 9tn floor, other than they would like to see a little better quality medicine cabinet. Nagel agreed to check into this matter. MOTION by Kelzenberg, second by Williams, 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, amending the wording in the agreement, under Compensation to read NOT TO EXCEED $7,000. All ayes. Motion Carried. Parkview Villa North Apartment Modernization Phase II Approval Nagel stated this item is to approve Phase II of the 8th floor Apartment Modernization at Parkview Villa using Capital Improvement Funds and authorizes staff to go out for bids for the work to be preformed. Jindra stated we should get the pipes fixed before we start another floor. The boardmembers agreed. Motion by Kelzenberg, second by Williams, to approve Phase II of Parkview Villa North Apartment Modernization Project and authorize staff to obtain bids for the project. All ayes. Motion Carried. Other Business Nawrocki stated this issue does not pertain to this body, but wanted it passed along by staff to Streetar that he did not understand why we have to have a special EDA meeting before city council on Monday night as we just cancelled the EDA meeting for tonight because of no items for the agenda. He also stated he will be asking a lot of questions and does not want to be told to stop talking until he is finished with everything he has to say about the TIF documents on Monday night. Ericson stated he should bring up his issues with the President of the EDA, Don Murzyn, Jr. not this body. ADJOURNMENT Chair, Ericson, adjourned the meeting at 8:12 p.m. Respectfully submitted, Cheryl Bakken Recording Secretary H:~IRAMinutes 2004\10-19-2004 HOUSING & REDEVELOPMENT AUTHORITY SPECIAL MEETING MINUTES OF DECEMBER 16, 2004 CALL TO ORDER - The Special Meeting of the Columbia Heights Housing & Redevelopment Authority (HRA) was called to order by Chair, Ericson at 7:39 p.m., December 16, 2004, in the City Hall, Conference Room 1,590 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 ITEMS FOR CONSIDERATION Resolution 2004-05~ Proposed 2005 Budget for Parkview Villa North Bob Lindig from Walker ElderCare stated the 2005 Budget for Parkview Villa North is $367,238, which is a decrease of $6, 642 in allocated labor costs from this year. Nawrocki asked why there wasn't anything put into capital funds. Lindig stated the Capital Funds are only used for repairs and are reimbursed from HUD, and it was approved by the board last month under the PHA Plan. Nawrocki asked why the personnel services changed to 50/50. Streetar stated staff looked at the costs to provide services from staff, which was 2/3, 1/3 and decided to balance it out to 50~50for 2005, but could change this back if the board requested. Nawrockd suggested it be changed back to 2/3, 1/3. MOTION by Kelzenberg, second by Jindra, to Adopt HRA Resolution 2004-05, being a Resolution of the Housing and Redevelopment Authority in and for the City of Columbia Heights, adopting the 2005 Parkview Villa North Budget of $367,238 and recommending this to the City Council for approval, with the amendment to change the allocation to 2/3, 1/3. All ayes. Motion Carried. Resolution 2004-06~ Proposed 2005 Budget for Parkview Villa South Lindig stated the 2005 Budget for Parkview villa South is $228,730, which is 15.8% increase or $31,253 over this years, due to the rent increases that started on April 1, 2004. Nawrocki asked for this motion to be amended the same as the north budget, changing the allocation to 2/3, 1/3. MOTION by Kelzenberg, second by Jindra, to Adopt HRA Resolution 2004-06, being a Resolution of the Housing and Redevelopment Authority in and for the City of Columbia Heights, adopting the 2005 Parkview Villa South Budget of $228,730 and recommending the City Council for approval, with the amendment to change the allocation to 2/3, 1/3. All ayes. Motion Carried. Housing & Redevelopment Authority Minutes December 16, 2004 Special Meeting Page 2 of 4 9th Floor Pipe Repairs Welke stated staff received bids from LBP Mechanical at $8,650, Erickson Plumbing & heating at $11,125 and R.J. Miller at $25,035. Nawrocki asked if they were sure everyone bid the same thing. Terry Busch, Parkview Villa Maintenance man stated he compared the bids to verify all were the same as there was a large price difference in the bids. LBP did not include insulation as they stated that was something he could do if we chose to, but wasn't necessary, which R.J. Miller also verified. Nawrocki stated he felt the pipes should be insulated. He also consulted with Steen Engineering Inc. to verify this information. Ecklund, dr. asked what Terry thought about the other floors, will there be the same problems. Busch stated he felt he may find some type of problems on the 8th floor, but won't know about the others until they start remodeling them. MOTION by Kelzenberg, second by Williams, Move to approve the proposal from LBP Mechanical, Inc. for an amount not to exceed $8,650 for the plumbing repairs on the 9th floor pipes at Parkview Villa and furthermore; to authorize the Chair and Executive Director to enter into an agreement for the same. All ayes. Motion Carried. Termination of Lease Upon Death of Tenant Welke stated this issue was brought to her attention upon the death of a resident in the South building. This new policy designates who will be responsible for removing the residents belongings from their apartment in case of death. Nawrocki stated he heard from the family of a resident that went into the hospital and died a month later, the family was told they had to pay the rent for December, as the personal belongings were not removed from the apartment. He felt it was outrageous to ask the family for the rent. Ericson asked for clarification of the policy. Welke stated in her letter to the board she stated what the state statute says; that you have to give two months notice and in the policy she is proposing it stated 30 days, which would accommodate the family better. Ecklund, Jr. stated he has seen the other side of the picture, were the family cannot pay the additional rent, much less the funeral costs and therefore disagreed with the policy. Ericson stated the family could refuse to pay, which would bring it to litigation court. MOTION by Williams, second by Kelzenberg, to move to Approve the Termination of Lease upon death of the Tenant as part of the Parkview Villa lease and to have it reviewed in the rewritten lease at the January 18, 2005 HRA board meeting. Upon Vote: Ecklund- aye, Nawrocki- nay, Ericson- aye, Kelzenberg- aye, Williams- aye, Jindra- nay. Motion Carried. Housing & Redevelopment Authority Minutes December 16, 2004 Special Meeting Page 3 of 4 Ecklund, Jr. stated he would like to see people be able to pay in increments to build up the total amount for the deposit. Ericson requested Welke do a study of other facilities by the January Meeting. Streetar suggested places like Common Bond and Dominion. Welke stated she will take care of this. Adopt Policy for Underground Parking Access Welke stated this policy is to better serve residents with disabilities to allow them to use the garage as an access to the building, especially in the winter months. Nawrocki stated a resident contacted him that had rented a parking spot, but gave it to someone else that needed it more, but because their car wasn 't parked in the spot, management considered that she wasn't using it. Welke stated this issue has been addressed and the resident is parking in the upper lot until another garage spot is available. Ericson stated we have to provide reasonable accommodations and direct staff to check out if this poHcy is reasonable under the ADA Act. gt'elke stated she would check into this for the January meeting. Chair, Ericson tabled this item until next month when staff can provide further information on ADA requirements. Adopt Policy for Internal Transfer Process Welke stated as she was directed by the board, she looked for the current policy for internal transfers but, could not find any formal policy. It was discussed at a past HRA meeting, but no formal document was ever drawn up. 14relke stated she met with commissioner dindra and they determined the best way to enforce this policy would be to treat this as if the resident was new coming into the building. There are residents in the North building paying more than the rent in the South building and would like to move to the South as they qualify financially. With this Internal Transfer Policy all South residents transferring to the North building would pay $400 fee if the lease was signed prior to April 20, 2004 and waiver will expire on January 1, 200Z Ericson asked how many is there on the waiting list to move from the South to the North building. 14'elke stated there was just one. Nawrocki stated he would like to see the policy state that if you want to move you must at least get on the waiting list before January 1, 2007 and ask how the current waiting list is used. l/Velke stated the waiting list policy works by 1) you are offered the unit, if you refuse you move down one, if you refuse the 2na time, you move to the bottom of the list, but never removed unless you choose to. Ericson stated she knew that Welke would be providing the Lease Agreement to the board in January and asked to get copies of the revisions earlier than the Friday before the meeting for review, l, Velke agreed to try her best to take care of this. Housing & Redevelopment Authority Minutes December 16, 2004 Special Meeting Page 4 of 4 MOTION by Nawrocki, second by Jindra, to table this item until next month. Carried. All ayes. Motion Other Business Nawrocki stated he was informed by a resident that painting done on the 8th floor was done poorly, asked if they were a licensed contractor and was the paint cleaned up. Welke stated the contractor hired two new people that did a poor job, but as soon as the problem was identified, they came back and cleaned it up. Nagel stated the carpeting would be replaced anyway when the 8th floor remodeling would be done. Nawrocki asked when the revised Tenant Handbook would be ready. Welke stated it will be presented to the board next month. Nawrocki stated the snow removal poHcy states parking in the ramp across the street is at your own risk, and felt this was worded too strict. Welke stated the City ramp is posted that cars will be towed if left for more than 2 hours as this is a City Ordinance, but Officer Bill Roddy told her this isn't enforced that often, but she felt this should be included just incase a resident would forget to move their car and get towed during the snowplowing season. Streetar suggested she contact the owner of the parking ramp building to let them know the residents of Parkview would be using the ramp while the lot is being plowed out and that they could be identified by the Parkview Villa Parking Sticker on the vehicles. Welke stated she also posts the snow removal times on all three doors and in the elevators. ADJOURNMENT Chair, Ericson adjourned the meeting at 9:12 p.m. Respectfully submitted, Cheryl Bakken Recording Secretary H:kI-IRAMinutes 2004\12-16-2004 Spec. Date: TO: FROM: RE: November 8, 2004 Cher Dana Welke, Housing Manager October 2004 Management Report for Parkview Villa Parkview Villa · There was 6 police calls for the month of October. 1 for vehicle, 2 for social services, 1 for neglect of a child and 1 for civil dispute. Waiting list 20 applicants for Parkview Villa North (resident C.H.) 00 applicant for Parkview Villa North (employed in C.H.) 78 applicants for Parkview Villa North (non-resident) 13 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 cun'ent) Parkview Villa- North is 101 out of 101 (no vacancies) and South is 45 out of 45 (no vacancies) Move outs: 101- 11/30/04 management's request 418- 11/30/04 mutual agreement 106- 11/30/04 mutual agreement 118- 12/31/04 death Move ins: 12/01/04 12/01/04 12/01/04 01/01/05 Management has had some concerns come up that should be talked about at the next I-IRA board meeting, such as: the community rooms being reserved for personal profit gain. We will be completing a vote on 11/08/04 at the resident council meeting and give those result to Pat G. Sadly we lost another resident Adeline Schafer, unit 118. She will be missed. We are waiting on the last proposal for the 9th floor water pipe leaks and hopefully will be able to move forward soon. Staff has 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: December 6, 2004 Cher Dana Welke, Housing Manager November 2004 Management Report for Parkview Villa Parkview Villa · There were 8 police calls for the month of November. 1 for social service referrals, 2 for animal found, 2 for civil dispute, 2 for medical and 1 for the property damage-private-unknown intent. Waiting list 16 applicants for Parkview Villa North (resident C.H.) 00 applicant for Parkview Villa North (employed in C.H.) 48 applicants for Parkview Villa North (non-resident) 12 applicants for Parkview Villa South (resident C.H.) 11 applicants for Parkview Villa South (non-resident) 02 applicants for Parkview Villa South 2BR Occupancy (please note this is current) Parkview Villa- North is 101 out of 101 (no vacancies) and South is 44 out of 45 (for the month of December) Move outs: 101- 12/31/04 management's request 418- 11/30/04 mutual agreement 115- 12/31/04 intra 118- 12/31/04 death 417- 12/31/04 mutual agreement 421- 12/31/04 intra to 418 Move ins: 01/01/05 (changed dates) 01/01/05 intra from 421 01/01/05 filled by applicant O1/O1/05 intra from 115 02/01/05 filled by applicant (vacant) 01/01/05 filled by applicant MISC.. Management will be presenting 4 topics at the December 16, 2004 "special meeting" called for the budget. These topics have been recent concerns and/or issues here at Parkview Villa, the topics are as follows: 1. 9th floor pipe repair proposals have come in. 2. Underground parking garage access. 3. Termination of Lease Upon Death of Tenant. 4. Intra (internal transfer) policy for clarification. Date: TO: FROM: RE: January 5, 2005 Cher Dana Welke, Housing Manager December 2004 Management Report for Parkview Villa Parkview Villa · There were 8 police calls for the month of December. 1 for obscenity, 2 for property damage-private, 2 for medical, 1 for welfare check, 1 for domestic and 1 for theft. Waiting list 17 applicants for Parkview Villa North (resident C.H.) 00 applicant for Parkview Villa North (employed in C.H.) 48 applicants for Parkview Villa North (non-resident) 13 applicants for Parkview Villa South (resident C.H.) 12 applicants for Parkview Villa South (non-resident) 01 applicant for Parkview Villa South 2BR Occupancy (please note this is current) Parkview Villa- North is 101 out of 101 (no vacancies) and South is 44 out of 45 (for the month of January) Move outs: Move ins: 101- 01/31/05 management's request 417- 12/31/04 mutual agreement 115- 02/01/05 intra to 101 02/01/05 (changed dates) 02/01/05 filled by applicant (vacant) 02/01/05 filled from waitlist MISC.. Management will be presenting several topics at the January HRA meeting. These topics have been recent concerns and/or issues here at Parkview Villa, the topics are as follows: 1. Underground parking garage access. (re-wrote) 2. Community Room agreement 3. Termination of Lease Upon Death of Tenant. (findings) 4. Internal transfer policy for clarification. (re-wrote) 5. House Rules & Handbook for Parkview Villa 6. Lease, lease addendum and flat rent 7. ACOP (Applicant Compliance Occupancy Policy) 8. Community Service and Self Sufficiency RESIDENT COUNCIL MEETING MINUTES OF NOVEMBER 8, 2004 President Dennis Ecklund Jr. called the meeting to order at 6:30 pm. Pledge of Allegiance Ecklund introduced Dan fi:om Columbia Park Pharmacy, who introduced Kim Murphy from Pfizer Pharmaceuticals. She told us of discounts on medicines if we joined Pfizer plan. This would be if patient were enrolled in none other than Medicare a 1-800-717-8990 number given for more information or call Dan at Columbia Park Pharmacy. Manaeers Report Urged people to return carts to cart room. Staff has noticed smokers leaving ashes in lunchroom. Smoking in Public areas is prohibited. · Residents should make sure garbage isn't leaking. It makes an awful mess on carpeting. · Someone dumped food outside the building. Residents should not feed the animals. · Men's bathroom still a big problem with feces and urine, in the wastebasket. Because this isn't getting any better, both the men's, and women's bathrooms will be locked over night. · Someone has been putting an out of order sign on the washers and dryers. If this method is used to reserve machines, it is not allowed. · There are two openings for parking spaces. Residents interested should contact Dana. · The cost of Proxy Cards is going up. · Intercom system works again use for emergency situations only. · Uses of community rooms to be defined more clearly. Secretary's Report- John Super reported 61 people attended the last meeting. Treasurer's Report- Jackie Ovshak reported- Checking balance is $6,240, Savings is $2,157. Welcome Committee - 1 new resident-Nick Tabis. Sunshine Report- 3 residents hospitalized. Entertainment Committee- Ron Schumacker reported sandwiches enjoyed at parties. November 17th will be the Thanksgiving Party. Ole & Lena pastors fi:om Coon Rapids Church as entertainment with a cost of $485.00. Christmas dinners to be catered by Ollies. Voted on and chosen to serve 82 dinners. VFW November 20th pork chop dinner $100.00, Bingo-Thanksgiving $100 table decorations. Also to be used for drawing prizes. There was a discussion on using community rooms for residents. Non-profit uses. Dorothy Schaefer, Marion Johnson- Nominating Committee President- Milton Peterson Vice President- Bill Cross Secretary- John Super-incumbent Treasurer- open Voting will be held at the December meeting. NEW BUSINESS- none OLD BUSINESS- none Drawings- $5.00 cash prize - 1) Priscilla Cross, 2) Barb Camp, 3) Lawrence Hanson, 4) Joe Goodman. Meeting Adjourned. Respectfully Submitted, Pat Jindra, EDA/HRA Commissioner RESIDENT COUNCIL MEETING MINUTES OF DECEMBER 13, 2004 President Dennis Ecklund Jr. called the meeting to order at 7:00 pm. Pledge of Alle~,iance Managers Report · Light Bulbs are the responsibility of residents, except for kitchen fluorescent ones. This is to be restricted to 60 Watt bulbs. Any larger wattage could result in a fire hazard. Oven and refrigerator bulbs management will replace. · 9~ Floor residents must document any damage done by remodelers. · North building plumbing system venting not right. Be sure not to put grease or garbage down the sink and no coffee grounds. Dana and Terry answered questions from residents and left at 7:35 pm. Secretary's Report- new nominations from the floor at January 10t~ meeting. Treasurer's Report- $6,311.40 in checking, $2,157.13 in savings account. Welcome Committee -Beckey Berglund. Sunshine Report-cards sent to Mr. Asnake, Mrs. Beers and Mary Lou Goodman. Ecklund called for a vote to strike out section 11 of the charter, limiting term for elected officials, with 53 yes votes and 16 no votes. Motion carried. The final vote for officers will be January 10, 2004 meeting. Entertainment Committee- Ron Schumacker thanked the volunteers for making entertainment programs. Such a success. New Year's Eve party to be on Friday, the 31st. Powerball bingo entertainment. Drawings for $5.00 cash prize were held. Meeting Adjourned at 9:00 pm. Respectfully Submitted, Pat Jindra, EDMHRA Commissioner RESIDENT COUNCIL MEETING MINUTES OF JANUARY 10, 2005 President Dennis Ecklund Jr. called the meeting to order at 7:00 pm. Pledge of Alleaiance Ecklund thanked everyone on the board for volunteering. Managers Report · Residents using the Laundry Facilities should remove the lint after each load · Pet Policy- is being ignored. All dogs should be leached when in the building and outdoors. · Streaker in the Lobby and on the elevator- pictures were put up to identify who it was. Secretary's Report- John Super gave the report. Treasurer's Report- Checking $5,362.34 and Savings $2,157.00. Welcome Committee - There were 3 new residents- Katrina, Elvina & Becky Sunshine Report- 4 cards were sent out ELECTION OF OFFICERS 51 votes for Denny Ecklund, Jr. and 18 for Bill Cross for President. Milt withdrew his name from nominations. Council voted to donate to Tsonami Fund up to $250, and was matched by Council. Walker needs to repair or replace vacuum cleaner. Entertainment Committee- January 12* Pizza Party, Hinckley Trip, January 29th Pizza Party 1 pm. Drawings for $5.00 cash prize were held; Dorothy Gillette, Marilyn Beers, Jackie Ovshak, Dorothy Shaeffer. Meeting Adjourned. Respectfully Submitted, Pat Jindra, EDA/HRA Commissioner COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: January 25, 2005 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTWE NO: q_~ DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Adopt Resolution 2005-01, a Resolution BY: Robert Streetar BY: to Amend and Restate the Bylaws DATE: January 10, 2005 BACKGROUND: Boardmembers ask staff to prepare the necessary documents to change the HRA meeting from the third Tuesday of the month to the Fourth Tuesday. The HRA Bylaws need to be amended and reinstated. Staff has provided the attached revised document for board review and approval. RECOMMENDATION: Staff recommends Board adoption of Resolution 2005-01, amending and restating the Bylaws of the Columbia Heights Housing & Redevelopment Authority (HRA). RECOMMENDED MOTION: Move to Adopt Resolution 2005-01, a Resolution to Amend and Restate the Bylaws of the Columbia Heights Housing & Redevelopment Authority. Attachment HRA ACT I ON: h:\HRA Misc2005\Bylaw Resolution RESOLUTION 2005-01 RESOLUTION TO AMEND AND RESTATE THE BY-LAWS OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF COLUMBIA HEIGHTS, MINNESOTA. WHEREAS, the Bylaws of the Housing and Redevelopment Authority, dated August 20, 2003, page 3, Article VI-Meetings, the regular meetings changed from the third Tuesday of the month to the Fourth Tuesday. WHEREAS, the proposed changes to the Bylaws have been reviewed by the Authority Commissioners and Staff and found satisfactory; THEREFORE BE IT RESOLVED that the revised Bylaws of the Housing and Redevelopment Authority of Columbia Heights, Minnesota were adopted as written. Passed this day of ,2005. Chair Cheryl Bakken, Assistant Secretary H :'~Resolutions2005~q RA2005 -01 Bylaws HOUSING & REDEVELOPMENT AUTHORITY 2005 MEETING SCHEDULE (DATES IF RESOLUTION AMENDING HRA BYLAWS IS ADOPTED.) TUESDAY, JANUARY 25, 2005 TUESDAY, APRIL 26, 2005 TUESDAY, JULY 26, 2005 TUESDAY, OCTOBER 25, 2005 AMENDED AND RESTATED BYLAWS OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF COLUMBIA HEIGHTS, MINNESOTA JANUARY ,, 2005 Section 1. Section 2. Section 3. Section 4. ARTICLE I THE AUTHORITY Name of Authority. The name of the Authority shall be the "Housing and Redevelopment Authority of Columbia Heights, Minnesota." Seal of Authority. The seal of the Authority shall be in the form of a circle and shall bear the name of the Authority and the year of its organization. Office of the Authority; Place of Meeting. The office of the Authority shall be at such place in the City of Columbia Heights, Minnesota as the Authority may fi:om time to time determine by resolution. Regular and special meetings of the Board of Commissioners shall be open to the public and shall be held at such place in the City as the Authority may from time to time determine by resolution. Powers of the Authority. The Authority, by and in its corporate name, shall have and exercise all powers, functions rights and privileges pursuant to City Ordinance No. 1442 (Allocation Ordinance), and such portion of the powers described in Minnesota Statutes 469.001 to 469.047 as are allocated to the Authority under the Allocation Ordinance. Section 1. Section 2. ARTICLE II COMMISSIONERS Authority. The business and affairs of the Authority shall be managed by or under the authority of the Board of Commissioners, except as otherwise permitted by statute. Number, Qualification and Term of Office. There shall be six Commissioners appointed by the Mayor of Columbia Heights and approved by the City Council. All Commissioners must be at least 18 years of age and must reside in the City of Columbia Heights. At least one Commissioner shall be a member of the Columbia Heights City Council. In accordance with Minnesota Statutes, Section 469.003, subdivision 5, at least one Commissioner shall be a "resident board member" as defined in Code of Federal Regulations, title 24, part 974 (HUD Regulations). Any Commissioner who is a City Council member shall serve a term equal to the Commissioner's City Council term. All other Commissioners shall serve a term of five years. SJB-208489vl CL162-22 Section 3. Section 4. Section 1. Section 2. Section 3. Section 4. Section 5. Section 6. Section 7. Vacancies. Vacancies on the Board of Commissioners occurring by reason of death, resignation, removal or disqualification shall be filled for the unexpired term by the Mayor in accordance with the procedures and criteria set forth in Article II, Section 2. Removal. For inefficiency or neglect of duty, or misconduct in office, a Commissioner may be removed fi:om office by the City Council in accordance with Minnesota Statutes, Section 469.010. ARTICLE III OFFICERS Officers. The officers of the Authority shall be elected fi.om among the Commissioners and shall consist of a Chair, Vice-Chair, and a Secretary-Treasurer. A Commissioner shall not hold more than one of the above named offices at the same time. Chair. The Chair shall preside at all meetings of the Board of Commissioners if present. Except as otherwise authorized by resolution of the Board of Commissioners, the Chair shall sign all contracts, deeds and other instruments made by the Authority. At each meeting the Chair shall submit such recommendations and information as considered proper conceming the business, affairs and policies of the Authority. Vice Chair. The Vice-Chair shall perform the duties of the Chair in the absence or incapacity of the Chair; and in case of resignation or death of the Chair, the Vice-Chair shall perform such duties as are imposed on the Chair until such time as the Board of Commissioners shall select a new Chair. Secretary-Treasurer. The Secretary-Treasurer shall perform the duties of the office of Secretary-Treasurer and shall preside at all meetings of the Board of Commissioners in the absence of the Chair and Vice-Chair. The Secretary-Treasurer may delegate the responsibility for recording the Minutes of the Board of Commissioner meetings to the Executive Director or to the Authority Office Secretary as is determined appropriate by the Secretary-Treasurer. Execution of Instruments. All deeds, contracts, promissory notes, bonds and instruments of every kind, authorized by the Board of Commissioners shall be signed by the Chair on behalf of the Authority as well as the Executive Director, and shall be executed in the name of the Authority. Additional Duties. The Officers of the Authority shall perform such other duties and functions as may fi.om time to time be required by the Authority, or the By-Laws or rules and regulations of the Authority. Election or Appointment. The Chair, Vice-Chair, Secretary-Treasurer shall be elected annually fi.om among the Commissioners of the Authority, and shall hold office for one year or until their successors are elected and qualified. sm-2o8489v~ 2 CL162-22 Section 8. Vacancies. Should the office of Chair, Vice-Chair, or Secretary-Treasurer become vacant, the Board of Commissioners shall elect a successor from its members at the next regular meeting, and such election shall be for the unexpired term of said office. ARTICLE IV EXECUTIVE DIRECTOR The Columbia Heights City Manager is the Executive Director of the Authority. The Executive Director shall have general supervision over the administration of the Authority's business and affairs, subject to the direction of the Board of Commissioners. As assistant to the Secretary, the Executive Director shall insure that proper records of the Authority are maintained. The Executive Director (or his designee) shall act as Secretary of the meeting of the Board of Commissioners and shall keep a record of the proceedings in a journal of proceedings to be kept for such purposes (the Minutes of the proceedings are to be signed by the recorder plus the Authority Commissioner acting as Chair at the meeting). The Executive Director shall perform all duties incident to the Executive Director position as may be assigned by the position description as approved by the Board of Commissioners. ARTICLE V ADDITIONAL PERSONNEL Section 1. Deputy Executive Director. The Columbia Heights Community Development Director is the Deputy Executive Director and performs such duties and services as specified by the Executive Director, subject to direction of the Authority. In the absence or incapacity of the Executive Director, the Deputy Executive Director may sign contracts, deeds and other instruments made by the Authority. Section 2. Other Personnel. The Board of Commissioners may from time to time employ such personnel as it deems necessary to exercise its powers, duties and functions as prescribed by the Allocation Ordinance and the relevant portions of Minnesota Statutes, Sections 469.001 to 469.047. The selection and compensation of such personnel (including the Executive Director) shall be determined by the Board of Commissioners subject to the laws of the State of Minnesota. The Board of Commissioners may also use the services of staff provided by the City as agreed to between the Authority and the City fi.om time to time. ARTICLE VI MEETINGS Section 1. Regular Meetings. Meetings shall be held on a quarterly basis without notice at the regular meeting place (Parkview Villa) on the Fourth, Tuesday in the months of January, April, July and October at 7:00 P.M., unless the same is a legal Holiday, in which event said meeting shall be held on the next succeeding secular day. In the event the date/time/meeting place of a particular meeting must be changed, the Executive Director may make such change deemed necessary by notifying all Commissioners of the revised meeting time and date in accordance with the procedures for a special meeting. SJB-208489vl 3 CL162-22 Section 2. Special Meetings. Special meetings of the Board of Commissioners may be called by the Chair, two members of the Board of Commissioners, or the Executive Director for the purpose of transacting any business designated in the call. The call (including location of meeting) for a special meeting must be delivered to Commissioners at least two days before the meeting, and notice of the meeting must be posted in the Authority's offices at least three days before the meeting. At a special meeting no business may be considered other than as designated in the call, except that if all the members of the Authority are present at a special meeting, any business may be transacted at such special meeting by unanimous vote. ARTICLE VII QUORUM Four Commissioners constitute a quorum for the purpose of conducting its business and exercising its powers and for all other purposes, but a smaller number may adjoum from time to time until a quorum is obtained. When a quorum is in attendance, action may be taken by the Board of Commissioners upon a vote of a majority of the Commissioners present. ARTICLE VIII ORDER OF BUSINESS Section 1. Order of Business. At the regular meetings of the Board of Commissions the following shall be the Order of Business: 1. Roll Call 2. Approval of Minutes of the previous meeting. 3. Management Report. 4. Consent 5. All other items. 6. Adjournment Upon direction of the Chair, or the motion by two members of the Board of Commissioners, any resolution shall be in writing and shall be copied in the journal of the proceedings of the Board of Commissioners. ARTICLE IX MANNER OF VOTING The voting on all questions coming before the Board of Commissioners shall be by the Chair calling for yeas and nays on the questions and shall be entered upon the Minutes of each meeting. The Chair and all members of the Board of Commissioners at every meeting of said Board of Commissioners shall be entitled to a vote. In the event that any Commissioners shall have a personal interest of any kind in a matter then before the Board of Commissioners, the Commissioners shall disclose his/her interest and be disqualified fi:om voting upon the matter, and the Secretary shall so record in the Minutes that no vote was cast by said Commissioner. SJB-208489vl 4 CL162-22 ARTICLE X AMENDMENTS The By-Laws of the Board of Commissioners shall be amended by Resolution only with the approval of at least a majority of the Commissioners in office at any time. These By-Laws were amended as the By-Laws of the Authority by the Board of Commissioners on __ day of ,2005. Cheryl Bakken, Community Development Secretary sm-208489v] 5 CL162-22 COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: January 25, 2005 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: 8-B DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Approve Policy for Underground Parking BY: Dana Welke BY: Garage Access DATE: January 25, 2005 BACKGROUND: To better service the residents here at Parkview Villa, for safety reasons, Management requests that residents be able to gain entry to the underground parking garage. RECOMMENDATION: To Adopt and allow any resident of Parkview Villa, in need of reasonable accommodations, to request in writing and obtain an underground parking garage handheld remote to gain entry, for their safety. There would be a $35.00 deposit for the handheld remote and a one time annual fee of $15.00. RECOMMENDED MOTION: Move to Approve the Underground Parking Garage Access Policy. HRA ACTION: Underground Parking Garage Access Policy As a reasonable accommodation for the safety of residents, those individuals who make a written request to Parkview Villa Management will be granted access to the underground parking garage for drop off and pick up only. There will be a $35.00 deposit for each garage door opener obtained by a resident and a one-time charge of $15.00 during one calendar year, to start over at the beginning of each fiscal year. We request that if you participate in this program that you would respect other tenants that are parking in the underground parking garage. Please avoid blocking other parking spaces or leaving your vehicle unattended. This will be in effect on February ::L, 2005. Please come to the office at any time to get registered for your opener at your convenience. Should you have any questions please feel free to contact the Parkview Villa office at your convenience. COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: January 25, 2005 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: 8-C DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Community Room Policy & Agreement BY: Dana Welke BY: DATE: January 25, 2005 BACKGROUND: In order to better serve the residents at Parkview Villa we have created a new Policy and Agreement form for resident use of Parkview Villa Community Room. This is to better monitor the physical condition of the Community Room(s) and note any deficiencies that would be caused at the time of the use. RECOMMENDATION: Staff recommends the review of the attached documents and the Adoption of the Community Room Policy and Agreement. RECOMMENDED MOTION: Move to Approve the Community Room Policy and Agreement. HRA ACTION: COMMUNITY ROOM AGREEMENT & POLICY Name of resident: Address: 965 40th Avenue NE # Reserved for the purpose of: Date room is to be used: Start time & end time of event: The undersigned hereby agree to the following rules and regulations regarding use of the either community rooms. 1. A damage deposit of $25.00 is payable by check or money order at the time of the reservation. This deposit will be refunded the following business day provided the community room is cleaned and no damage occurred. 2. Management and the resident using the community room should complete a walk through the community room prior to the use and the next business day after the use to agree on the conditions of the room and account for all tables and chairs. 3. The resident must pay any repair or cleaning charges exceeding the $25.00 community room deposit after receiving a demand of payment letter from the Parkview Villa office. 4. There is a key available to those who would like to pick one up from the office the Friday prior to the room being used. Or one day prior to the weekday it will be used. 5. You are responsible for any repair of damages or cleaning required if caused by you oryour guests. All repair and cleaning cost will be deducted from your deposit. 6. The community room must be cleaned and restored to its original condition upon arrival. Please schedule your time accordingly to allow enough time to decorate and/or remove all decorations and cleaning prior to your above listed end time. You are not allowed to set up anything prior to your start time, unless previously arranged with Management. 7. All guests (including children) must restrict their activities to the community room assigned to them. 8. All activities must be end prior to 10:00pm in the evening. 9. No alcohol or smoking is allowed in any common area of the building 10. Residents can use the community tables and/or chairs in their home for personal gatherings, as long as they are not scheduled for an event in either of the community rooms already. This situation will be treated the same as the community room and would require a deposit also. 11. Neither of the community rooms are allowed to be used for personal ~:' financial gain of income, unless it is approved by the resident council one month prior to the event, at a regular scheduled meeting (the - second Tuesday of the month). I the resident hereby understand that all items in the Community Room that I am going to use are in good condition other than the below noted deficiencies: o number of tables the time of use. humber of chairs are present at I the resident, have read and understand the community room policy and agreement. I have received the community room key on and returned them on (Office staff initials) Date: Management/staff: COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: January 25, 2005 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: 8-D DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Policy for the Internal Transfers and BY: Dana Welke BY: Agreement Form DATE: January 25, 2005 BACKGROUND: To better serve the residents of Parkview Villa for clarification of the Policy regarding tenant requested internal apartment transfers within this Housing Community. We also hope that this will eliminate any confusion about who is to be charged the internal transfer fee. At the HRA Council meeting in December 2004 a question was raised from the Board about whether the length of tenant occupancy should be a factor. The CFR (Code of Federal Regulations) in Section 960.206, (3) Particular local preferences (1) Residency requirements or preferences. (iv.) States: A residency preference must not be based on how long an applicant resided or worked in a residency preference area. RECOMMENDATION: To Adopt the Internal Transfer Policy and agreement as attached, with the consideration that in the future the City of Columbia Heights may change its preference for the building in the future and the policy may be changed at that time. RECOMMENDED MOTION: Move to Approve the Policy and Agreement on the internal transfers at Parkview Villa North and South buildings. HRA ACTION: INTERNAL TRANSFER POLICY As of January 1, 2005 all internal transfers will be handled in the below fashion. Should a tenant request an internal transfer to another apartment, the tenant will be required to fill out an application which will be placed on the "local residential" waiting list in order, by date. In the event that a unit comes available and it is not what the tenant desires, tenant may "pass" at that time. Tenant may pass on two offers, after that, the tenant would be placed at the bottom of the waiting list. (All applications would be treated the same way as a regular applicant). There will be a $400.00 internal transfer fee to any resident that will participate in this transfer. All Parkview Villa South residents that apply to transfer to the North building, will have the $400.00 transfer fee waived, if their lease was signed here at Parkview Villa South prior to April 20, 2004, and if they are placed on the waiting list for an internal transfer, by application, dated before December 31, 2006. All South residents that have signed a lease after April 20, 2004 will be required to pay the internal transfer fee of $400.00. In the event that there is a 2-bedroom apartment unit available in the South Building and if the 2-bedroom waiting list of applicants has been exhausted, this would then become available to any one-person resident at the 2- bedroom rent price. This is either for an internal transfer or for a new tenant move-in. However, this too would require an application to be complete by' the prospective tenant and put on the waiting list and treated the same as any regular applicant on the waiting list. The Parkview Villa Management will treat any verbal acknowledgement of the desire to make any of the listed internal moves as an inquiry until the application is completed. INTERNAL TRANFER AGREEMENT I 'the resident of # 965 40th Ave NE am giving a 30-day notice to complete a intemal transfer from the above listed unit to # Today's date is and I am fully aware that there is a $400.00 internal transfer fee to complete this as it is a preference move and will pay the fee in one installment unless otherwise agreed-upon with the Parkview Villa' Management Office. I also understand that all proximity cards (key cards) will need to be returned for the unit I am vacating and I will be issued new cards for the new unit, including visitor/family/friend cards. Notes: Resi :'. ::x'; signatarc Date Management's signature Date COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting off January 25, 2005 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: 8-E DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Approve Tenant Handbook and House BY: Dana Welke BY: Rules DATE: January 25, 2005 BACKGROUND: Attached please find the old (existing) version of the Tenant Handbook and House Rules. Upon coming in to Parkview Villa as management, we found there to be a lot of repeat information and unneeded information in the Handbook. Attached is the new copy of the Tenant Handbook and House Rule book that serves more as an outline for the paperwork given at the tenants move process and is also reflected in the other required areas such as the Tenant Lease and ACOP. We have also updated some forms to reflect a more current paperwork in a housing complex. EXAMPLE: The One-Strike Provision was taken out and the Crime-Free/Drug-Free lease Addendum was added. (Note: all of the attached forms to the Handbook are what is filled out during the applicants move in paperwork process, and most all of these forms were also updated. You will find the new on top and the old copy behind). RECOMMENDATION: Staff recommends the Adoption of the new Handbook in its entirety. RECOMMENDED MOTION: Move to Approve the Parkview Villa North and South Tenant Handbook and House Rules. HRA ACTION: ?ARKVIEW VILLA TENANT HANDBO01( AND HOUSE RULES MANAGED BY: WALKER METHODIST SENIOR SERVICES WELCOME TO YOUR NEW HOME As housing director of Parkview Villa, and on behalf of the City of Columbia Heights, and Walker Methodist Senior Services, I welcome you to your new home. We have prepared this book of general information to help you become more familiar with your apartment and the Parkview Villa community. The office is open Monday through Friday (closed weekends and holidays) from 9:00am to 4:00pm. Please feel free to call us at 763-706- 3800 to answer any questions you may have regarding your apartment, rent or the Parkview Villa community. We are here to be of service to you. Dana Welke, Housing Manager Terry Bush, Maintenance Engineer Reuben & Pat Bush, Resident Caretakers Joe Goodman, Resident Caretaker Mary Milsten, Office Support Staff Lisa Toms, Housing Director Edina, MN 952-835-8351 (off site) Managedby Walker Methodist Senior Services 3 73 7 Bryant Ave So. Mpls, MN 55409 612-82 7-5931 Rent: Your rent is due 9n the first of every month. If your rent cannot be paid on the first of the month. Personal checks and money orders are the only way of payment Parkview Villa will except, cash is not allowed. You can make your payments out to: City of Columbia Heights. Please drop your rent payment in the rent drop box at the entry door of the Parkview Villa office, and note that it is the residents' responsibility to make sure Management receives the payment. Should the first of the month fall on the weekend we will except your rent that next Monday (the next business day). If you are not able to make your rent payment by the open of business on the 6th day of the month your rent Will be considered late and a $25.00 late fee will be added. Should there be extreme circumstances, were payment will not be made by the first of the month, it is the resident's responsibility to contact Management and set up arrangements. For further details please refer to the lease. Keys and proximity cards (security door key card): When you move into Parkview Villa you will be given one key for your unit/apartment and 'one proximity card for the security door system and required to fill out the proper paper work for the keys. Your unit/apartment key will open your door to your home and also your mailbox, located in the hall next to the main entrance of the building. One (1) additional proximity card will be available to you for a $25.00 deposit. If you loSe or break either of the keys please contact the Management office and please refer to the attachment for charges. Mailboxes: Everyone's mailbox is in the hallway next to the entrance of the building. Your unit/apartment number is also your mailbox number. You unit/apartment key will open them both. For your convenience there is a slot in the door for any out going correspondence, which will be collected on the regular service rounds. Rehabbed units will have a separate key. Heat: In PVV-North a valve on the baseboard of the heating unit can control the heat. The valve has numbers on it from 1 to 5, 5 being the hottest temperature. In PVV-South a wall thermostat is provided. Water, Gas, Electricity and Garbage: The o~vner provides payment for the water, gas, electricity and garbage removal. There is an extra charge additional utilities, such as air conditioner, freezers and etc. Trash disposal chutes: There is a trash disposal chute on each floor of PVV-North. Make sure.before you place your trash in the chute that it is properly sealed and/or closed. Please do not put trash down the chutes after 9:00pm. or before 8:00am. Please do not put any type of grease or oils down your drains or toilet. Any type of can with a lid or an old butter bowl/dish can be used to properly dispose of your greases/oils from cooking. Please rinse out any dairy container that will be thrown down the Chutes. Cardboard boxes and/or pressurized cans should not be disposed of down the chutes. These will need to be brought down to the recycling bins in the underground parking garage. Should you have larger items you will need to contact the Management office during business hours and arrange a time to properly dispose of the large items. * If you were to see garbage anywhere on the property please pick it up and dispose if it properly. Recycling: The recycling bins are located in the underground-parking garage. The only access to the bins is from the South elevator. Please remember to always have your proximity card with you to regain entry back onto the elevator or staircase. We encourage everyone to recycle. Master Television Antenna System: There is a master TV antenna system, which will give you a clearer picture, on the roof. Please keep your TV as well as your radio at a volume, which will not disturb your neighbor(s). Carpet: The North building carpet is optional; please review the attached carpet policy for PVV-North. In the South building the carpet is provided and we will clean it when there is a unit turn scheduled. Carpets should be kept vacuumed at all times and in-between (unit tums) cleaning would be done at the residents expense. Doormats: Please do not place any mat or rug in front of your unit door, in the hallway, for the safety of all residents and staff. Wall hangings: Parkview Villa requires that all wall hangings be hung with small nails. Do not use any adhesive, double-sided tape or sticky products to hang your pictures. Heavy items may require a wall anchor to with stand the weight, if you are in question of this process please call Management. Windows: Parkview Villa will complete a spring exterior cleaning of all windows on the building. Regular cleaning of the windows is the responsibility of the resident. Both the storms and the screens can be removed from the inside of the unit. Appliances: Electric stoves and refrigerators are provided. They should be kept clean at all times to avoid damage or pest infestations. The exhaust fan above the stove in the PVV-North building works automatically, it cannot be turned on in your apartment. In PVV-South, you can operate your exhaust fan from your apartment. Please do not store items on your stovetop and/or have items on the stovetop during any baking in the oven. Smoking: Parkview Villa is a smoke free building. Smoking is NOT allowed in any common area of the building. Residents and guest can smoke inside the unit/apartment or outside of the building. However, if you are smoking outside, you are required to use the provided ashtrays to dispose of your cigarettes or cigars. Please do not smoke within 10 feet of the entry doors or vestibules. Electrical circuit breakers: Each unit has their own circuit breaker box, located behind the entry door of the unit/apartment. If your lights go out, please check your circuit box first. If there is a breaker that reads "off", you can switch it to "on" position. Should the lights still not work, please call the Management office or the # 1 after hours number provided to you. *Please place your emergency information sheet on the inside of your circuit breaker box, for the paramedics, in an emergency situation. Light bulbs: Light bttlbs are the responsibility of the resident to replace. -North residents, Parkview Villa is responsible for your kitchen lights, refrigerator lights and stove light only. -South residents, Parkview Villa is responsible for your bathroom lights, kitchen lights, refrigerator lights and stove light only. Repair Services: All work orders should be called into the Management office immediately. If you have a work order that is after hours and is not an emergency please leave the work order on the voice mail at the Management office. Please indicate if we have clearance for entrattce if yott shottld not be home, on the voice mail. If you have a work order that is after hours and is an emergency please refer to the attached notice for the phone number(s). Should any repair be found to be above "normal wear and tear" the resident would be charged accord, ingly. Fire and Safety: Electrical smoke alarms are installed in each unit/apartment and there are sprinklers in all units/apartments and in the hallways. Residents are cautioned about careless us of smoking materials. In the event of a fire alarm or weather please refer to the attached for specific directions. AMMENITIES RESIDENT COUNCIL: We encourage all residents to be a part of the residerit council meetings that are held the (2) second Monday of each month at 7:00pm in community room B. We also encourage everyone's input at these meetings and will advise on all new activities that will be coming up at Parkview Villa. Monday through Fridays (no holidays) CONGREGATE DINING: Hot meals are served at noon in community room A. A voluntary contribution of $3.00 (for seniors) is recommended. You must make reservations for your order; 2 days in advance please call 763-789-7018. Tuesdays there is a transport van in the front of the building that will take you to CUB FOODS for those who do not have a car or transportation of their own. Please arrive promptly at the front entrance at 9:30am. Wednesdays Rick the MILKMAN will take orders at 763-535-6509 for milk; eggs, frozen foods, bread and any other item that you would like delivered to your front door. Please place your order by the Tuesday before early afternoon. Wednesdays are the MOBILE MAIL TRUCK: where all people are welcome to come to the front entrance of the building and purchase stamps from the postal person and to send out any packages. The mail truck is usually at the site for approximately 10-15 minutes. Thursdays the BEAUTY SHOP: next to the Parkview Villa office is open for business, please mak.e your appointments with her personally if you are in need of services please call (763)572-8639. Once a week there will be a registered nurse that will come to community room A to take BLOOD PRESSURE CHECKS for you. This information will not be recorded with the Management office or with the nurse; it is for your information only. (Thursday ~ 1:00pm) CHURCH SERVICES: are held also here in community room B. Please see the bulletin board in community room B for the service you would like to attend. BATH TUB ROOMS: Due to all bathrooms at Parkview Villa being stand up showers only without a tub, Parkview Villa provides tub rooms where if you would like a bath instead of a shower you can use the tub rooms. They are located on the (2) second floor of PVV-North and PVV-South. After you have used the tub room it is your responsibility to clean the area completely. This includes the tub, sink, toilet and floor. LAUNDRY ROOMS: Coin-operated automatic washer and dryers are located in the laundry room on the (2) second floor of PVV-North, and on (3) third & (4) forth floor of PVV-South. These washing machine and dryers are for resident use only. All of these facilities are available on an unscheduled basis. It is the responsibility of each resident to clean any laundry detergent spills and to remove the lint after each use in the dryers. We do have handicap accessible washing machine located on the (3) third floor of PVV-South. All laundry room hours are as follows: 7:00am through 10:00pm Monday through Fridays 8:00am through 10:00pm Saturday through Sunday WHEELCHAIRS AND SHOPPING CARTS: Are provided for your use and are stored in the closet next to the office. Please return all carts back to the closet after each use. If you notice any repairs or replacement that would be needed to these supplies please report them to the office. ELEVATORS: Three automatic elevators are provided in the Parkview Villa Combined buildings. Two elevators are located at the front entrance on the North end and one elevator is located at the middle entrance/exit on the South building. If the elevators should stop between floors, just use the emergency telephone and dial the emergency phone number provided. Someone should help you immediately. COMMUNITY ROOMS: Both community room A & B are available for all residents, their families and friends and community groups. Residents may use the Community room(s) at any time unless it has been reserved for private use. If you wish to reserve a portion of the community room, arrangements must be made in the Management office during business hours. Residents are responsible for all individuals attending and responsible for the cleaning of the rooms to the condition in which you found it upon reserving it. For community room A please refer to the "policy and procedures" posted on the door if you are using the kitchen. Please remember that the common areas of PVV- North and South are a smoke free and drug free area this includes alcohol beverages. You will be required to fill out an agreement for the use of a Community room in the Parkview Villa . office, r~rior to the use. SPECIAL EQUIPMENT: To help you live more comfortably I your apartment, special grab bars for the toilet and shower are provided. Emergency pull cords are installed in your bathroom and bedroom. If there is an emergency due to a fall or sudden illness, pull the cord. The cord will then ring in the front door entrance and in the on-site caretaker's apartment. The caretakers are not in their apartment 24 hours, 7 days a week, and may not available to respond. Should you not hear from the caretakers within 5 minutes please call a family member, friend or 911. TRANSPORTATION SERVICES: The Anoka County Traveler provides service throughout the county. Door to door services is provided to seniors. Reservations should be made 24-hours in advance and prices may vary. Reservations ....... 763-323-5222 Cancellations ...... 763-323-5234 General information ...... 763-422-7075 TTY/TDD ...... 763-717-9854 PARKVI EW VILLA TENANT HANDBOOK AND HOUSE RULES COM/~UNITY ROOM: The Community Rooms on the first floor are available for use by the residents, their families and friends and community groups. Residents may use the Community Room at any time unless it has been reserved for private use. If you wish to reserve a portion of the Community Room, arrangements must be mede in the Management Office. The Community Kitchen can be used in conjunction with the Community Room. Community Rooms and Kitchens must be cleaned and returned to the condition they were in before you used them. If you are using Community Room A Kitchen, please observe the "Policy and Procedures" posted on the door. Alcohol is not permitted in the Community Room, unless approved by management. pARKING LOTS AND CARS: Parking space is provided for resident and visitor cars. If you own an automobile, please register the make, year and license number with the Management Office, Individual parking spaces are assigned for all tenants with an automobile. If your visitors have a difficult time finding a parking spot, please .remember there is a municipal parking ramp across the street where they may park free of charge. LAUNDRY: Coin-operated automatic washers and dryers are located in the laundry room on the second floor in Parkview Villa North, and on 3rd and 4th floors in Parkview Villa South, and are provided for the use of residents only. There is a front loading handicap accessible washing machine located on 3rd floor in Parkview Villa South. They are available to you on an unscheduled use basis. Please help keep the laundry room neat and orderly. Please clean machines after each use. Do not use more than two machines at a time. The laundry room is open between the hours of: 7:00 a.m. and 10:00 p.m. Monday thru Friday 8:00 a.m. and 10:00 p.m. Saturday and'Sunday BATHTUB ROOMS: Two bathtub rooms are located on the second floor in Parkview Villa North and one on second floor in Parkview Villa South. We ask that you properly clean these areas after each use. /0 SEOURITY SYSTEM: The Communication/Security System located in the main lobby will allow your visitors to contact you when they have arrived in the building. To allow your visitors access into the building these steps must be followed: 1. This security system is for your safety. YOUR VISITORS. Your visitors arrive and locate your name on the directory. They press # followed by your three digit code. Your phone will ring. After you determine who is requesting entrance to the building you either press 9 on your TOUCH TONE phone or dial 9 on your ROTARY DIAL phone. The sliding doors will open to admit your guests. PLEASE OPEN THE DOOR ONLY FOR VISITORS: Friends and relatives are of course welcome to visit you at any time. Please remember however, that only those persons listed on your lease may live in your home permanently. Extended stay guests (more than 2 days) must register at the office. A building directory is located in the lobby so that your friends and relatives will be able to find your apartment number. You are encouraged to take every precaution necessary to prevent accidents involving children visiting your apartment. Have an adult accompany children when they are in the elevator. Visiting children should not be permitted to run in the halls and swing on refrigerator or cupboard doors. Make sure children are not left unattended in your apartment. Children should not be allowed in the laundry room. Make it a point to practice safety in your home at all times. RESIDENT COUNCIL: The Resident Council is for all Residents of Parkview Villa. We encourage you to attend the meetings each month as many activities are arranged at these meetings. Resident Council meetings are currently held the 2nd ~4onday of each month at 7:00 p.m. in Cor~unity Room B. /? ELEVATORS: Three automatic elevators are provided in our building. If the elevator stops between floors, just use the emergency telephone and dial the emergency number.provided. Someone will help you immediately. MAIL BOXES: The mailboxes are locate~ in the lobby. Your apartment number is on your box, the key that opens your apartment door will open your mailbox. Don't forget to notify the post office of your new address. Your new address is 965 40th Avenue N.E., Columbia Helqhts, MN 55421. Be sure to include your apartment number. You may obtain change of address cards from your mailman or the post office. There is a mail slot located in the mail room door for your convenience for outgoing mail. The mailman will collect this on his regular rounds. OTHER MAIL SERVICE: The mobile mailman provides additional services every Wednesday. On those days he will be at Parkview Villa about 9:30 p.m. to sell stamps and mail your packages. His arrival will be announced on the intercom. SHOPPING: Buses to take you grocery shopping are available once 9:30 a.m. Tuesday CUB FOODS a week. MILK MAN: You can p~rchase dairy products each ~4onday a.m. when the milkman comes to Parkview Villa. approximately 9:00 B~AUTY SHOP: A beauty shop is located next to the office on 1st floor. The beautician is available ~very ThursdaY, make your appointments with her personally. CONGREGATE DINING: Hot meals are served at noon Monday thru Friday in Community Room A. A voluntary contribution of ~.00 (for seniors) is recommended. No meals are served on Holidays. Call 789-7018 for reservations two days in advance. Residents who are unable to come to the dining room may participate in the Home-Delivered Meal Program. Call 789-7018 to arrange for having meal delivery. Additional 'information is available by calling the Senior Nutrition Program at 789-7018. CHURCH SERVICES: Protestant, Catholic and Non-denominational services are held periodi- cally. Watch the bulletin board for date and time. AFTER YOU ARE SETTLED: You will find that your apartment has been designed to be easily cleaned. You may hang pictures with small nails, but please don't use adhesive-backed hangers on your walls. For heavy items like large mirrors, please use sheetrock anchors before putting the nails in the walls. Please see management staff for more information. CARPETING - PARKVIEW VILLA NORTH: If you choose to install carpeting, please use double faced car~et tape as the carpet may not be permanently installed. Before having carpet installed, please see the management staff for more information. DOOR MATS: Please do not place doormats in the hall. and make cleaning the halls difficult. They are a tripping hazard You may shake your dust mop out on the first floor outside the door on the west side of the building only. TELEVISION AND RADIO: Please keep your radio and television at a volume which will not disturb your neighbors, particularly in the late evening. ~ASTER TELEVISION ANTENNA SYSTEM - PARKVIEW VILLA NORTH: There is a master TV antenna system which will give you a clearer picture. If you need a cable, contact the Management office. TRASH DISPOSAL CHUTES: There is a trash disposal chute on each floor of Parkview Villa North. Dispose of ygur garbage daily. Wrap and tie it in plastic bags before putting it down the chute. No garbage is to be placed in the chute after 9:00 p.m. or before 8:00 a.m. Do not put fats down the sink. Soak up all fats in paper and place in a plastic bag. No liquids are to be placed in the chute. Rinse out all milk cartons before disposing of-them. Cardboard boxes and pressurized cans should not be deposited down the chute. Hand carry these items to the dumpsters on the west side of the building (near the outside alley garage). REC,YCLING: Recycling bins are located in the underground garage in Parkview Villa South. Bins are marked, do not throw any other trash in them! Please pick up and clean up if you have dropped refuse on the floor. We would like to encourage all residents to recycle. WHEELCHAIRS, & SHOPPING CARTS: Both are provided for your use and are stored across from the women's bathroom, 1st floor in PVVN. Please neatly return them immediately when you are finished. WINDOWS: The windows, storms, and screens can all be removed from the inside. You are responsible for cleaning your own windows. Each spring and fall window washers are in the building and for a small fee you can sign up to have your windows cleaned. HEAT: In Parkview Villa North heat can be controlled by a valve on the baseboard of the heating unit. The valve has numbers from 1 to 5 with _ 5 being the number for the most heat. In Parkview Villa South, wall thermostats are provided.' WATER, GAS, ELECTRICITY: The owner provides payment for water, gas and electricity. There will be an extra charge for electricity all year if you use a room size air conditioner, freezer, or other large electrical appliances other than those furnished, the current rates are posted on the Bulletin Board in the Management Office. YOUR ~PPLIANCES: Electric stoves and refrigerators are provided. They should be wiped off regularly. A solution of baking soda and water will keep them clean and odor free. STOVE: If you have any difficulties with your stove, call the Management Office. In PVV North the exhaust fan above it works automatically, it cannot be turned on in your apartment. In PVV South, you can operate your own exhaust fan. ELECTRICAL CIRCUIT BREAKERS: Circuit breakers are provided in your apartment. You will be shown where yours is located. If your lights go out, or an appliance fails to operate, push the switch in the panel box to the "OFF" position and then back to the "ON" position. If the lights still do not work, call the Management Office. You must provide your own light bulbs. Management will provide the florescent light for the kitchen. To help you live more comfortably in your apartment, special grab bars for the toilet al~d shower are provided. Emergency pull cords are installed in your bathroom and bedroom. If there is an emergency due to a fall or sudden illness, pull the cord. It will ring on the first floor and in the caretaker's apartment. The caretakers are not in their apartment 24-hours a day, 7 days a week, and they may not be available to respond. Should you not hear from the caretakers within 5 minutes, call your family ~ember or 911. Do not wait for a response from the caretaker or the office in Parkview Villa. REPAIR BERVICE= Promptly report any need for repairs during nSrmal working hours to the Management Office. If there is an emergency on an evening, weekend or holiday, you may reach the on call staff person by calling 706-3800 Repairs are made without charge if due to normal wear. We encourage residents to call 706-3800 in emergencies, we have a 24 hour answering service a~ld they will contact the on call person. PEST EXTERMINATION: Call the Management office immediately if you see any bugs or mice. have free extermination service. MAINTENA/gC E INSPECTION: Once a year the management staff will make an appointment with you and inspect your apartment to insure that the equipment in it is in good working order. If you know of work to be done, be sure to tell the person conducting the inspection. FIRE AND SAFETY: Electrical smoke alarms are installed in each apartment and there are sprinklers in all apartments and the hallways. Residents are cautioned about careless use of smoking materials. It is easier to prevent a fire then put one out that has started. In the event of a fire alarm, stay in your apartment. If a fire alarm has been sounded -- the fire department has been notified and is on its way. Feel your door. If it is warm p~% wet towels on the floor by the bottom crack of the door. You may open an apartment window. DO NOT PANIC, HELP IS ON THE W~Y. Upon its arrival, the fire department will give you further instructions. SMOKINg: Parkview Villa is a smoke free building. Smoking is NO~ allowed in any common areas. Residents and guests may smoke outside the building or in the individual apartments. Smoking is NOT allowed in the entry vestibule and the doors are not to be held open while smoking. AIR CONDITIONERS: You are responsible for the purchase, cleaning, and maintenance of the air conditioner in your apartment. The dimensions for the South air conditioner sleeves are: 25 3/16" W x 14 5/8" H xl7"D. The dimensions for the North air conditioner sleeves are: 25 1/2" W x 16 1/2" H x 18 1/2"D. Maintenance recommends an Wc unit between 8,500 - 11,000 BTU with a 110 or 208 volt for North units. Maintenance recommends an a/c unit between 8,500 - 11,000 BTU with a 110 volt for South units. If the proper sized unit is not used, it may not cool your apartment. If you need further information please ask at the office. TRANSPORTATION SERVICES: The Anoka County Traveler provides service throughout the county. Door-to Door service is provided to seniors for $1.00 (one-way), and to other adults for $1.50 (one way). Reservations should be made 24 hours in advance. Traveler numbers to remember: Reservations ...... 323-5222 Cancellations ...... 323-5234 General Information. . . 422-7075 TTY/TDD ......... 717-9854 " WE HOPE YOU WILL BE HAPPY IN YOUR APARTMENT. We encourage you to get out and attend resident events and meet your new neighbors. Please let us know if you have any ideas that would allow us to help you feel more comfortable in your ne~ home. DRESS CODE: When you are in any common areas of the building please wear proper attire. An example of this would be clothing you would ,,,,'ear when going out shopping including street shoes. No housecoats, slippers, bare feet, or for the gentlemen no shiftless. If you have any question about this please inquire at the business office. WELLNESS NURSE: The wellness nurse wilt be here to take your blood pressure, your weight, and possible answer questions once a week. 1:00 p.rn. Thursday - Community Roorn A If you decide to move, you can terminate your lease by gb.'ing us a one mon.'.h pitts one day written notice. It' you would the business office has a Notice to Vacate Form available for you to use when gMng your notice. You are responsible for rent through this notice period. KEY/CARD: When you signed your lease you received a key, which works for the apart.'::ent door and your mailbox. You also received a card which works for the Front entrance and the middle entrance. Additional cards are available upon filling out the Additional Security Card Registration Fm'm and a S25.00 deposit. If leave your apartment, be sure to take your keys with you. If you lose yot, r key or card, please contact the business office. There is a S5.00 charge to replace lost cards/keys. RENT Your rent is due on the first of each month. If your rent cannot be paid on the first of the month, you must contact the rhanager. Rent payments are to be made at the Management Office. Make Checks or Money Orders payable to CITY OF COLUMBIA HEIGHTS. Cash will not be accepted. Please leave your check or money order at the Office. If the 1 st of the month falls on a weekend, your rent is not due until the follo`.ving Monday. Please do not put checks under the door if possible. Your check will not be processed until there is someone in the office. KEYS When you signed your lease you received both a Security Card and an Apartment Key. The Security Card enables you to access the Entrance Doors of our building as well as to the recycling bins in the underground garage. Your key opens both your apartment door and mailbox. A second Security Card is available to you for a $25 deposit. If you leave your apartment, be sure to take your Key and Security Card with you. If you lose either of these, please contact the Management Office. There is a $5 fee to replace your Security Card. OTHER MAIL SERVICES The Mobile Mail Unit provides additional services every Wednesday. On that day it ,.,,'ill be at Parkview Villa about 9:30 a.m. to sell stamps and to accept packages to be mailed. MILKMAN You can purchase Dairy and other Grocery Products every Monday at approximately 9:00 a.m. when the Milkman comes to Parkview Villa. CONGREGATE DINING Hot meals are served at noon Monday - Friday in Community Room A. A voh.tntarv contribution of $3.00 (for Seniors) is recommended. No meals are sen'ed on Hotida('s. Call 78%7018 to make resen,'ations, which are required 2 days in advance. /7 PARKVIEW VILLA NORTH AND SOUTH SURFACE AND UNDERGROUND PAt POLICY Date adopted/approved: Intent and Purpose: The procedure herein set forth is for the purpose of ensuring a fair and consistent manner in which parking spaces are allocated. The intention is to set forth-expectations for residents regarding use of parking spaces. 1) One parking space per unit, in which all vehicle are required to have a parking permit on the back side of the rear view mirror facing out of the front windshield. 2) Ifa resident has a car in which is inoperable, it is the resident's responsibility to notify Management in writing of the situation and to receive approval in writing. The longest a vehicle may sit without working will be (7) seven day:~;. After that it will be posted that the vehicle will be towed, if not moved within 24 hours. A notice will be posted on the vehicle and on the resident's door. Management reserves the right to request a parking space to be vacated if a vehicle that is not being driven by the resident. The resident may ask for a parking space at a later date, once they begin driving again. There is no guarantee by Management that the same space will be available at that time. 3) Vehicles that are not assigned to the resident's space are not allowed to be in a numbered parking space at anytime and will be towed at the vehicle's owner's expense. 4) Handicapped visitor parking and/or visitor parking spaces are for visitors only, not for residents who have their own parking space and/or no assigned parking space. A visitor cannot park in the visitor spaces over night unless the Management office has issued a temporary parking pass. If a vehicle is found to be parked in the visitor parking spaces without a temporary pass the vehicle will be towed at the owner's expense. Visitor should never be parking in the underground parking garage, and will be towed at the vehicle owner's expense. 5) Residents are responsible for cleaning out their own parking space. No items are to be stored in your parking spaces. If this is found we will post a notice on your vehicle to remove the items ~vithin 24 hours or we will dispose of the items at the owner's expense. 6) Parking space care means if your car is leaking any fluids it is the residents' responsibility to making sure that the leak or spill is properly cleaned and disposed of. If it is found that a leak or spill is not cleaned up in a timely fashion, after the resident receives a notice from Management, we will clean the leak and charge the resident back accordingly. 7) Parking is not allowed in the circle area, however pick-ups and drop- offs are allowed providing the vehicles are not left unattended. 8) Parking in the upper level parking lot and the underground parking garage is at the risk of the vehicle's owner, and neither the Columbia Heights Housing Redevelopment Authority or Walker Methodist Senior Services will be held responsible for any damages that may occurs to the vehicles. This also includes any visitors that may be in the upper level parking lot. 9) If a resident is on vacation or unable to move their car due to physical limitations, it is the responsibility of the resident to find a friend and/or a family member to move the resident's car in the event a notice is sent for snow removal or any other maintenance that may be completed on the upper level parking lot or underground garage. *A parking permit that reads Parkview Villa will be assigned to you. You will also receive a City Permit from the Parkview Villa office. *Please note that if you receive a notice to remove your car a date and time frame will be indicated on the notice. If the vehicle is not removed by the date and time indicated we will tow the vehicle at the owner's expense. GOPHER TOWING 1321 TYLER STREET NE MINNEAPOLIS, MN 55413 PH. # 612-378-2065 FAX # 612-782-8937 Parkview Villa 965 N.E. 40'h Avenue, Columbia Heights, M'N 5542 l :. (763) 706-3800 Fax (763)7S$.3975 SNOW REMOVAL PARKING PLAN Management would like to offer a new opportunity for parking during snow removal of the upper parking tot. In the event a snowfall of 2" or more is predicted,' residents may park in the City owned parking ramp across 40th Avenue. Residents may move their cars up to 4 hours before the snowfall is expected, or the night before. Residents must return their cars to the upper parking lot no later than 4 hours after the parking lot has been cleared of snow. Please make sure you have someone else to move your car when you are unable.Visitors may not park in the upper parking lot during the time snow is being removed. Should you have questions please call the office at 763-706-3800. E.O.E. 0',~'ned by the City o7 Co',;,~r, hi~ Hsi '" ''~' 2_.- AFTER HOURS PROCEDURES FOR EMERGENCIES Please take a moment and read the following procedures for after hours emergencies. Please let your family know that if they wish to do a wellness check on you (the resident) after hours they should call 911 for the police to respond. Staffwill not do a wellness check on people after hours. If you have a maintenance emergency, please call the office at 763-706-3800 during the business hours of 9:00am-4:00pm. If your emergency happens after regular business hours please call 612-538-7162 this number will come into the on-call caretaker. The caretakers at that time, if unable to repair or replace the problem, will then call for assistance. Being on-call means that the caretakers/maintenance personnel will respond to emergencies (such as gas leaks, electrical problems, any water leaks, toilet and/or sink drainage problems) not general maintenance concerns. Those repairs should be addressed the next business day or left on the voice mail of the office. If the elevators are causing problems, follow the above procedures also. Please do not knock on the caretakers' doors for any emergencies. Please call 911. OFFICE NUMBER (763) 706-3800 HEALTH OR SAFETY 911 MAINTENANCE #1 (612) 538-7162 (pager) After dialing the above numbers, when you hear the tone, you will then enter in the 10-digit phone number to where you can be reached. NAME: MEDICAL-EMERGENCY INFORMATION LAST BIRTH DATE: FIRST RELIGION: MIDDLE APARTMENT NUMBER FAMILY DOCTOR HOSPITAL DATE OF LAST HOSPITALIZATION: SOCIAL SECURITY NO. PRIMARY/HMO INSURANCE CO. TELEPHONE NUMBER (763) PHONE NO. PHONE NO. MEDICARE NO. POLICY NO. CONTACT PERSON IN CASE OF EMERGENCY: 1. NAME ADDRESS 2. NAME ADDRESS RELATIONSHIP PHONE NO. (HOME) (WORK), RELATIONSHIP PHONE NO. (HOME) (WORK), DIABETIC: YES NO MEDICAL CONDITION OR PROBLEMS' ALLERGIES: MEDICATIONS/TREATMENTS: ~Parkview Villa Housing Complex 965 N.E. 40''~ Avenue, Columbia Heights, biN.f5421 (763) 705-35)0 ESTATE REPRESENTATIVE In the event of my death or I become physically or mentally unalble to make decisions for the home/unit at Parkview Villa # I do here by want the following listed person(s) to have the responsibility for all of my belongings/personal property in my home/unit. #1 NAME: ADDRESS: PHONE NUMBER: ALTERNATE PHONE # RELATIONSHIP: #2 NAME: ADDRESS' PHONE NUMBER: ALTEKNATE PHONE # RELATIONSHIP: ['iqt:.:l Ii ,'.:;i::2 ()i'p:,:tu!:i:~ ENTRANCE SYSTEM WELCOME! Parkview Villa is a security building. Any entrance gained from people who do not obtain a proximity card, must be approved by a resident or an employee of Parkview Villa. Residents please do not allow anyone to enter the building if you do _not know who they are when they call your home. How to use the front electronic entrance panel: 1. To contact a resident press the # button on the electronic key panel. 2. Follow the directions on the electric view panel and scroll down to find the last name of the resident you wish to call. 3. Enter in the number listed next to the resident's last name. (this will dial the resident's home phone) 4. Once the resident has answered, please stand close to the panel, speak clearly and identify yourself. Residents: at this time if you approve the person to gain entry, you will then push the #9 button on your home phon, (prior to hanging up) to open the front entry door. OFFICE- dial #000 (Mon.- Fri. hours 9:00am- 4:00pm) VOA DINING- dial #111 (Mon.- Fri. hours 9:00am- 1:00pm) EMERGENCIES 911- dial #001 VISITORS WELCOME TO PARKVIEW VILLA How to use the entrance system. 1) WELCOME! Parkview Villa is a security building. Entrance must be approved by a resident or employee. Residents have been asked to grant entrance only to those persons visiting them. 2) To contact a resident press the # sign on the entrance system. The entrance system is to the fight of this notice, the screen with the key pad. You will then see a list of directions you may follow. If you know the apartment # - you may push the # and the apartment number. Please stand close to the panel when speaking into the unit. 3) You may contact the office directly by pressing #000. Our office hours are 9 a.m. - 4:00 p.m., Monday - Friday. If we are on the telephone or have temporarily stepped out of the office you can leave a message on the Voice mail, or try again after a few moments. After normal business hours you will be connected with'our answering service, they will take a message, but will not be able to grant entrance to the building. 4) The caretakers should be contacted in emergencies only! They have been instructed not to let anyone they do not kno~v into the building. 5) If you have reservations for VOA Senior Dining you can contact them directly by pressing # then 111. Senior Dining hours are 9:00 a.m. - 1:00 p.m., Monday - Friday. 6) Please do not be offended if our staff or residents ask who you are visiting. We take pride in our housing community and are looking out for our neighbors. If you have additional questions about Parkview Villa you can contact the Housing Administrator at 763-706-3800 during normal business hours. FOR AMBULANCE, POLICE, AND FlRE PRESS # THEN 001 DEPT. This will atttomatically connect you to the above services. into the screen and state the nature of your emergency. Speak PARKVIEW VILLA HOUSING COMPLEX EXTENDED VISITOR STAY POLICY POLICY: It is the policy of Parkview Villa to allow for the occasional overnight stay of visitors in residents apartments. Due to the nature of subsidized housing rent calculation, overnight visitors are allowed for 21 calendar'days pervisitor per year. Only those listed on the lease, or designated caregivers, shall be allowed to live in the apartment beyond the 21-day limit. Residents must inform the management office if they have overnight guests. Violations of this policy will be considered lease violations. PROCEDURE: Resider~ts must inform the management office that they will be having a guest staying with them for stays exceeding two consecutive nights. The Manager will then register the guest in the tenants file. If it comes to the attention of management that a resident has an unregistered extended stay guest, management will inquire as to the length of stay of the guest, and inform the resident of this policy. 3. Registered or unregistered guests who have stayed beyond the 21-day period will be asked to find other accommodations. 4. Residents who house guests beyond the 21 day period will be informed that they are in violation of the lease for housing persons other than those listed on the lease. 5. Exceptions to this policy may be deemed appropriate, and an extension of the 21- day period may be allowed at the Managers discretion. RECYCLING AT PARK VIEW VILLA 2004 Guide lines for Recycling-- Questions call 706-3613 PAPER ITEMS: Typing paper, staples are okay Envelopes Adding machine tape Writihg paper and tablets · Computer printout · Yellow legal pad paper · Letterhead · Post it notes, · Manila file folders · Shredded paper · Newspapers · EVERYTHING that comes with the newspaper · Magazines except National Geographic and Readers Digest · Catalogues · Corrugated cardboard · Boxboard from crackers, cereal etc (Remove Liner.) NO FOOD WRAPPERS OR FOOD PACKAGES, NO PAPER TOWELS NO PAPER PLATES, NO NAPKINS NO TISSUES GLASS: Please rinse and remove lid NO DISHES OR GLASSES, NO MIRRORS · Bottles and jars from any food NO LIGHT BULBS Or beverage CANS: · Beverages and food cans (please rinse) PLASTIC: · Any bottle or jar with a smaller neck--Juice, milk, soda, shampoo, laundry bottles NO BOWLS, NO TUPPERWARE, NO TOYS CARPET POLICY It is the Parkview Villa Policy to allow residents of the North building to install carpet in their unit/apartments. If the resident chooses to install carpet, it will be at his or her own expense. The carpet must be installed for easy removal. Residents are not allowed to nail, screw, or glue down the carpet. Double-faced tape around the edges works the best. You can use one metal carpet edger to prevent trip hazards. When the unit is vacating, the resident is responsible for removing the carpet and the double-faced tape. If the carpet is left in the unit, it will be given to the next'tenant in that unit or removed by Parkview Villa staff at a current labor cost (which will be charged to the vacating resident). The status of the carpet left in the unit upon vacating will be at the discretion of the Parkview Villa staff. HALLWAY DECORATING POLICY North and South building residents are allowed to place one decoration on their door. Decorations must not be placed on the white wall in any hallway. Hallway decorations must NOT be constructed of readily flammable materials, such as live wreaths, sprays, or dried vegetative materials. Live Christmas trees are NOT allowed. Underwriters Laboratory (UL) must approve mechanical, or electrical decorations. Decorations must be installed using masking tape, not more than two (2) small finishing nails, or a plastic hanger approved by management. Stick on signs and scotch tape are NOT allowed on doors, except for Operation I.D. or other security labels. Elevator, lobbies and common areas can be decorated with prior approval from the management. Plants and other decorations are NOT to be left in common areas. If items are left in common areas, they may be removed and/or discarded as seen fit by management. The management reserves the right to remove any decorations or miscellaneous materials, which it deems inappropriate. CARPET POLICY It is the Parkview Villa Policy to allow residents of the North building to install carpet in their apartments. If the resident chooses to install carpet, it will be at his or her own expense. The carpet installed must be easy to remove. Residents should use double-faced tape on the edges only. Residents are.not allowed to glue down the carpet. A metal edge may be installed to prevent falls and add to the appearance of the unit. Residents must keep their carpet in clean and safe condition. When a unit is vacated, we recommend that the carpet be removed. If the carpet is left in the apartment, it will be given to the next tenant or removed by Parkview Villa Staff at the current labor costs (which will be charged to the vacating resident). The status of carpet left in the unit upon vacating will be left to the discretion of Parkview Villa Staff. PARKVIEW VILLA HOUSING COMPLEX HALLWAY/DOOR DECORATING POLICY PROCEDURES: North Building- residents are allowed to place one (1) decoration on their door South Building- residents are allowed to place one (1) decoration on their door or colored accent wall. Decorations must not be placed on the white walls in any hallway. Entrance, or welcome mats are NOT allowed in hallways. Hallway/door decorations must NOT be constructed of readily flammable materials, such as live wreaths, sprays, or dried vegetative material. Live Christmas Trees are NOT allowed in apartments or common areas. Mechanical, or electrical decorations must be approved by Underwriters Laboratory (UL). 3. Decorations must be installed using masking tape, no more than two (2) small finishing nails, or a plastic hanger approved by the management. Stick On signs and scotch tape are not allowed on doors, except for Operation. l:D-. or other security labels. ,,-. 4. Elevator, lobbies and common, Areas can be decorated with p. ri°r approval from the management. Plants and '.other decorations are not to b~ left in common areas. If items are left in com?;hon,-areas, they may be ren~oved and/or discarded as seen fit by the manageme, r~t;. 5. The management reserve§ the right to remove any decorations or miscellaneous materials, which it deems inappropriate. Staff will make every effort to relurn these items to the proper b~.ner. _ \ . Noisy Neighbors? Loud Parties? Blaring Radios, Stereos, TV's? You DO HAVE RECOURSE- in most cases 24 hours a day! Don't sit in your house irritated by other people's noise, obnoxious behavior, or inconsiderate uses of radios, stereos, or TV's. Do CALL 911. Every time you call 911 to report noi~,e violations, you are helping to document a problem, as these calls are automatically logged in the 911 computer. You have the right to peace and quiet guaranteed by the following ordinances of the City of Columbia Heights. 8.203(8) 8.203(9) UNNECESSARY NOISE OR ODORS GENERALLY No person, in any public or private place, shall make or assist in making, by any manner or means, any loud, unpleasant, or raucous noise or odor disturbing to others, unless the same reasonably necessary to the preservation of life, health, safety, or property. OFFENSIVE USE OF SOUND-AMPLIFYING EQUIPMENT No person shall use or maintain any sound-amplifying equipment when the use or maintenance of such equipment creates noise so loud and unnatural in their time, place, use, or maintenance as to annoy, injure, or endanger the safety, health, comfort, or repose of any persons. 8.203(10) NOISY ASSEMBLY Subd.1 Definition The term "noisy assembly" shall mean a gathering of more than one person in a residential area or building between the hours of 10:00 P.M. and 7:00 A.M. that produces noise that unreasonably disturbs the peace, quiet, or repose of a person or persons of ordinary sensibility. Subd.2 Prohibition a) No person shall participate in, visit, or remain at a gathering knowing or having reason to know that the gathering is a noisy assembly, except persons who have come to the gathering for the sole purpose of abating the disturbance. b) No person shall knowingly permit real estate under such person's care or control to be used for a noisy assembly. This ordinance is enforceable only during the hours stated above. 10.312(1) No person shall congregate because of or participate in any party or gathering of people from which noise emanates of a sufficient volume or of such nature to disturb the peacel quiet, or repose of other persons. 10.312(2) A police officer may order all persons present other than the owners or tenants of the building or place where the party or gathering is located to immediately disperse. Any person who shall refuse to leave after being ordered to do so by a police officer shall be guilty of a violation of this section. 10.312(3) Any Owner, RENTER, or person in charge of the building or place FROM WHICH a disturbance EMANATES and THOSE PRESENT fail to immediately abate said disturbance upon order of a police officer shall be guilty of a violation of this section. The maximum penalty for conviction of anv of these violations is a $700 fine or 90 days, or both. C ~) ~~ artment 559 Mil ~(~ ~ts, MN 55421 :)842 PARKVIEW VILLA HOUSING REPAIR AND SERVICE FEE LIST This list contains an approximate fee that would be charged back to the resident for damages that are considered "above normal wear and tear", for the replacement of missing items, or for requesting services that are in addition to routine maintenance. Repairs that are required to get the unit/apartment to its original condition, at move out, will be charged to the resident and taken out of the security deposit. All listed prices are not exact, but approximate cost and this is used only as a guide. (fee list update January 2005) Repair Services Wall/ceiling repair .................................... $20.00 per hour/labor Broken window(s) ................................... $65.00 per window pane Screen repair ......................................... $15.00 per screen Entry door replacement .............................. $200.00 Interior door replacement ........................... $75.00 Carpet removal PVV-North ........................ $50.00 living room ............ $25.00 bedroom Carpet removal PVV-South ......................... $ (7-year) prorate of cost Missing items Shower chair .....................................$40.00 Broiler pans ....................................... $20.00 full set Ice trays ........................................... $2.00 each Window shade .................................... $15.00 Drapery Hardware ............................... $15.00 Living room light ................................... $45.00 Garage door opener .............................. $35.00 Lock out/apartment key and proximity card(s) Re-key apartment door ......................... $45.00 Extra proximity card ............................. $25.00 deposit Lost and/or broken unit key .....................$3.00 Lost and/or broken proximity card .............. $10.00 Lock out ........5th time in 1 year ............... $25.00 All other charges and items not listed will be billed at cost for parts and/or labor at $20.00 per hour/prorated, with a minimum charge of 5 minutes. ***Residents are responsible for damages that may be caused by a visitor. *** Parkv, iew Villa Housing Complex 965 ~'.E. 40''~ Avenue, Colu. mbia Heights, bI~' 55421 (763) 706-3800 Fax (763)75~-3975 DATE: TO: / ! 2. ! UNIT: are being charged for One or mor~,\orthe following; Re-key apartment and/or mailbox Price: $25.00 per key Lost and/or extra Security card Price: $25.00 per card 3. Lost and/or extra apartment key(s,)'" Price $2.00 per key .,," 4. AFTER HOURS lock-out Price per year the 5th.l°ck-out $25.00 "'Tha. nk you '~br.)'our'O0operation in this matter. Parkvie~.v \"ilia Sta£f PARKVIEW VILLA HOUSING COMPLEX ~EPAIR/SERVICE FEE LIST This list contains the charges that will be billed to a resident for damages beyond normal wear and tear, for the replacement of missing items, or for requested services that are in addition to routine maintenance. These items will be billed when damages are reported, services are.requested, or at the move out inspection. Items noted on the move out inspection will be deducted from the security deposit. Repair services Wall/ceiling Repairs .............. $18.00/labor hour Broken Window ..................... $65.00/window pane Screen Repair ..................... $15.00/screen Exterior Door Replacement ......... $50.00 Interior Door Replacement ....... $35.00 Lock Change/Rekey Service.~.. ~ .$20.00 Carpet Removal .................... $20.00 (living room) $15.00 (bedroom) $10.00 (hallway) carpet Tape Removal ............... $15.00/room Missing/Broken Items Shower Chair ...................... $40.00 Broiler Pan.... .................... $15.00 Ice Tray (each) ................... $ 2.00 Window Shade ...................... $15.00 Drapery Hardware (each) .... 2 ...... $10.00 Living Room Light (PVN) ........... $25.00 Garage Opener Remote .............. $35.00 *All other charges and items not listed will be billed at cost for parts and labor ($18.00/hr labor for on site staff). Residents are responsible for damages by their visitors. Appendix C Excess Utility Charges Tenants utilizing the following appliances and/or services are required to pay the following amounts for: FREEZERS, AIR CONDITIONERS, HEADBOLT HEATERS: North Building $5.00 per month/year round South Building $5.30 per month/year round AIR CONDITIONER INFORMATION North complex measurements are: 25 1/2"W X 16 ½" H X 17" D North - needs to be at least 8,500 to 11,000 BTU's Power requirement is 110 or 208 VOLT. South complex measurements are: 25 3/16" W X 14 5/8" H X 17"D South - needs to be at least 8,500 to 11,000 BTU's Power requirements are 110 VOLT ONLY. If you have any question, please feel free to contact the office or the maintenance department. ~0~~ FIRE DO YOU KNOW WHAT TO DO? FIRE IN YOUR APARTMENT 1. LEAVE YOUR APARTMENT 2. SHUT YOUR DOOR 3. PULL THE FIRE ALARM 4. EXIT.THE BUILDING USING THE CLOSEST EXIT WHEN YOU HEAR THE FIRE ALARM A. YOU MAY STAY IN YOUR APARTMENT, IF THERE IS NO SMOKE OR DANGER PRESENT YOU MAY STAY IN YOUR APARTMENT KEEPING YOUR DOOR CLOSED. YOU MAY CALL 911 AND LET THEM KNOW WHAT APARTMENT YOU ARE IN. THE FIRE DEPARTMENT WILL ANNOUNCE IF THEY NEED YOU TO EVACUATE YOUR APARTMENT THROUGH THE PUBLIC ADDRESS SYSTEM. YOU MAY EXIT THE BUILDING USING THE FOLLOWING PROCEDURES: FEEL YOUR APARTMENT DOOR TO SEE IF IT IS WARM OR HOT OPEN DOOR SLOWLY TO CHECK FOR SMOKE IF THERE IS NO SMOKE IN THE HALLWAY, EXIT THE BUILDING USING THE CLOSEST EXIT. IF THE DOOR IS WARM OR IF THERE IS SMOKE IN THE HALLWAY, STAY IN YOUR APARTMENT AND CALL "911" INFORMING THEM OF YOUR APARTMENT LOCATION REMEMBER STAY CALM DO NOT PANIC DO NOT USE THE ELEVATOR IF CAUGHT IN SMOKE, CRAWL TO SAFETY TORNADO DO YOU KNOW WHAT TO DO? TORNADO WATCH SIGNAL: DO THIS: Radio or TV announcement. Be alert and stay informed of changing weather conditions. TORNADO WARNING SIGNAL: 3 to 5 minute steady siren. DO THIS: Stay away from windows, doors and outside walls. Protect your head. Go quickly to underground parking garage if time permits, or to your bathroom or closet-or hall corridor. IF YOU SEE OR HEAR A TORNADO COMING: · Don't wait · Go to the shelter area right away. · Curl up on the floor and protect yourself. · Be sure to cover your head. LEARN THESE TORNADO DANGER SIGN~O: · Bad thunderstorms- thunder, lightning, hard rain, strong winds. · Ha]]- ~-'."~'~ ,~,,,,~,~ of ice from a dark, cloudy sky. · Roaring Noise- sound similar to ten jet planes or a hundred railroad trains. · FunneI-A dark, spinning "rope" or column from the sky to the ground. P r V I What is Parkview Villa Dining? Parkview Villa Dining is a luncheon dining service of Volunteers of America of Minnesota Senior Nutrition Services for persons age 60 and greater. The service is designed for today's independent and active lifestyle. We serve a full, sit-down luncheon at 12:00 noon, Monday through Friday. Parkview Villa Dining is located at 965-40th Avenue Northeast, Minneapolis (and at 42 other dining locations throughout Hennepin and Anoka counties). Who may come to Parkview Villa Dining? Any person 60 years of age or greater, or their spouse of any age has an open invitation. If you are under 60 years of age and not volunteering for dining, you are still welcome for lunch, but you are responsible for the full cost of the meal which is $5.00. Volunteers of America serves all persons regardless of race, color, sex, disability, national origin, creed or religion. What if I have a special dietary need? We are pleased to offer special diets -- a salt restricted meal option (for those who are watching their sodium intake); a restricted calorie meal option (for those who are watching calories or sugar intake); a mechanical soft option (for those who have difficulty chewing or swallowing) --just let your Site Coordinator 'know and they will order your special meal option for you. What do the meals cost? The suggested contribution is $3.00 per meal (the actual, full cost of the meal is $5.00). Ail contributions are completely personal and confidential. No one will know the amount of any contribution you have decided to make -- it's up to you. If you are under 60 years of age and not volunteering for dining, you must be responsible for the full cost of the meal, which is $5.00. The service is funded by a contract with the Metropolitan Area Agency on Aging, Inc., as part of the Older Americans Act and YOUR contributions. How do I get my questions answered or sign up for meals? You will need to call the Parkview Villa Dining phone number 763/789-7018 bet~veen the hours of 9:00 a.m. and 2:00 p.m. To make a reservation, you will need to call at least two working days in advance. Volunteers of America Minnesota "I'// give ir a :l ry" FREE Meal Ceetificat¢. RedeemaBle for one FREE Dining Meal at any Seni¢ location. Age 60 and greater - 2 days advance reservation For more information call: 763-225-4023 Volunteers of America Minnesota A .lli~tt'.,'tO' ¢j'Scrt'ice Volunteers of America Senior Nutritiort Program 590~ Golden Valley Road. Suite 1 It') Minnc.tpoli~. Minnesota 5q422-qi')O This is an invitation for you to join us at Senior Dining. All kinds of great people age 60 or older come to Senior Dining to enjoy delightful food and friends. There are also volunteer jobs if you want to share of your gifts with others. Senior Dining is for all seniors~regardless of income, where you live or who you are. We would love to see you at one of our luncheons! Senior Dining participants are asked to make a contribution towards the cost of the meal service. The meal actually costs $5.00, but the suggested amount for the voluntary contribu, tions is only $3.00. No one with reservations will be denied a meal if they are unable to contribute, and all contributions are confidential. Contributions received fi.om participants are combined with funding received through a contract with the Metropolitan Area Agency of Aging, Inc. as part of the Older Americans Act Program. Call the Senior Dining location nearest your to make your reservation or ask what is being served on the day you want to attend~you will need to make reservations two days in advance. This invitation is provided to you by: Dining location Address Site Manager Phone For a free brochure listing the location of dining centers in both Hennepin and Anoka counties, please call the Volunteers of America Senior Dining office at 763/225-4023. Below ' .,~,o,__, ,~ a :a..u.c tvvo-~ MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY I 2 3 4 5 ~i~ B~t ~ ~f ~ R~ We~es w/Ta~r Bak~ ~l~en H~ S~ w~t Lem~ Sau~ ~e wi Ri~ ~u~ Ma~ Po~ ~aze ~as~ R~ ~e~ld Peam Tfl Tat~s w~et~up Gm~ ~n Po~t~s Po~t~s C~ Wheal Bread ~e~aw Dill~ ~ffo~ Gar~n Blend ~ M & M ~le Wh~ ~eat Bread Po~{o R~ V~e~bles ~ ~ OP~ONS ~ Lem~ ~ Pie Rye Broad ~ F~t SR: Beef ~bb~ OPBONS O~ONS P~ding OPENS ~e 8R: SaUsbu~ S~ak 8R: ~ OP~ONS N~E RCD: Vanilla Wafers w/SR Grow RCD: Lem~ Pud~ 8R: ~l~en ~ms8~ & OR ~Gmfln Po~s RCD: P~di~ S~d ~ 9 lO~l~hday Celebration 11 12 ~t P~ ~ ~en ~le ~{ P~ Spag~ffi Hot Tu~ey San~ ~: ~f Riblet AuGra~n wlGmw w~eat Sau~ wlGmW w~chup Brai Mash~ Po~t~ Pa~an Che~e ~ Po~t~ S~i~ Po~t~s Pea~es wlGra'~ Grin Beans w/Grow ~ ~u~ W~e Wheat Br~ Pe~ N~ ~n ~ ~aUn ~ ~ S~ ~ . OP~ONS ~i~ Bi.ay Cake S~ FI~ OP~ONS OP~ONS S~ ~ N~le W/Ch~la~ OP~ONS SR: 5~ ~W ~ F~flng SR: ~atSau~ RCD: Un~ RCD: ~Un OP~ONS RCD: S~ ~kM B~ SR: WlSR RCD: ~in Bi.ay Cake .... .// - Program cereal, .er, unity provider SECOND HARVEST HEARTLAND the POST OFFICE to II TI-[E MINNEAPOLIS POST OFFICE'S "COMMUNITY MOBILE POST OFFICE" IS COMING -YOUR WAY ON TI-IF. FOLLOWING SCHEDULE. THE MOBILE POST OFFICE OFFERS MOST POSTAL SERVICES INCLUDING, PARCEL POST MAILING, ALL POSTAGE STAMPS, BOOKS & COILS, POST CARDS, STAMPED ENVELOPES, .... PADDED MAILING BAGS IN 3 HANDY SIZES, STAMP COLLECTION KITS, REGISTRY, CERTIFIED, & POSTAL MONEY ORDERS. THE COMMUNITY MOBILE POST OFFICE WILL BE AT: PARKVIEW VILLA AVE NE WEDNESDAY -9:35 - 9:50 Parkview Villa Salon Open every Thursday at 8:00 am For appointments call Thespo at: 763-572-8639 Reasonable Prices Parkview Villa Unit/.Apartment Key Addendum Resident Name: Apt. # c~ New Resident ~ Move in c~ Replacement Key(s) @ Replacement time Reason for replacement: number of key(s) were issued to the resident. number of key(s) were issued Replacement Key(s) Replacement time number of key(s) were issued Reason for replacement: o Key lock change completed due to security/safety requested by Resident or Management (circle one) number of key(s) issued. Replacement of keys are $3.00 Re-key apartment is $45.00 (resident initiated) Resident signature Resident signature Date Date Management signature Date PARKVIE. W VILLA HOUSING COMPLEX SECURITY CARD POLICY AND PROCEDURES Policy: Housing Director/Manager will give each resident one Proximity card (front door security card) upon move in. At anytime during occupancy (1) one additional card per unit is available for a deposit fee, upon the completion of the Additional Security Card Request Form. Procedure: 1) Housing Director/Manager will issue and document to the resident file and master card list, card(s) given to each resident upon initial occupancy. 2) If an additional card is requested an Additional Security Card Registration Form must be corhpleted and signed by resident and additiOnal cardholder. Each additional card requires a $25.00 deposit. 3) If cards are lost, stolen or damaged the resident/cardholder must report it to the Parkview Villa office immediately. A new card will be issued at replacement cost of $10.00. 4) Upon vacate of the unit, the card(s) and additional cards issued must be returned to the Parkview Villa office in reusable condition/undamaged. The residents will be charged $10.00 for the head's card returned unusable or damaged and any additional cards return unusable or damaged will be a forfeit of the $25.00 deposit. 5) In the event a resident was to relocate the card(s) will not be transferred to the new unit. Each unit has assigned card(s) and will need to .stay with the proper unit number. I have read and understand the terms in the proximity card policy and procedures. Resident Date Resident Date Resident issued card number at move in · # Resident issued card number at move in: # (head) (co-head/other) **Replacement proximity card __# **Replacement proximity card __# **Replacement proximity card __# head or other (circle one) head or other (circle one) head or other (circle one) PARKVIEW VILLA HOUSING COMPLEX SECURITY CARD POLICY AND PROCEDURES Policy: Housing Director/Manager will give each resident one proximity card (front door security card) upon move in. At anytime during occupancy additional cards up to 1 per unit are available for a fee upon the completion of the Additional Security Card Resgistration Form. Procedure: 1) Housing Director/Manager will issue and document to the resident file. and master card list, card(s) given to each resident upon initial occupancy. 2) If additional card(s) are requested an Additional Security Card Registration Form must be completed and signed by resident/cardholder. Each additional card requires a $25.00 deposit. 3) If cards are lost, stolen or damaged the resident/cardholder must report it to the Parkview Villa office immediately. A new card will be issued at replacement cost of $5.00. Upon vacate of the unit, the card(s) and additional cards issued must be returned to the Parkview Villa office in reusable condition. If the cards are not returned or return unusable the $25.00 deposit will be forfeited. In the event a resident was to relocate from South to North or visa versa ~ the card(s) will not be transferred to the new unit. Each unit has assigned card(s) and will need to stay with the proper unit number. 4) 5) I have read and understand the terms in the proximity card policy and procedures. Resident Date Resident Date ¢7 PARKVIEW VILLA SECURITY CARD REQUEST RESIDENT NAME APT # NEW RESIDENT CARD # REPLACEMENT CARD (Return old card with payment) RESIDENT CURRENT CARD # VISITOR NEW CARD # VISITOR CARD CARD # NAME: ADDRESS: RELATIONSHIP: RESIDENT'S APARTMENT #: SIGNATURE OF RESIDENT SIGNATURE OF CARD HOLDER: FOR POLICE DEPARTMENT USE ONLY: PAYMENT $ OWES $ PAID CHECK # Payment must be received in the Police Department within one (I) week of security card being issued. PARKVIEW VILLA NORTH AND SOUTH SENIOR HOUSING Disclosure of Information on Lead Based Paint and Lead Based Paint Hazards Lead Warning Management Disclosure (initial) (a) Presence of lead-based paint or lead based hazards (check one below): Known lead-based paint and/or lead-based hazards are present in the housing (explain) Management has no knowledge of lead-based paint and/or lead based paint hazards in housing. (b) Records and reports available to the resident (check one below): Management has provided the resident with all available record and reports pertaining to lead-based paint and/or lead-based hazards in the housing (List documents below): Management has no reports or records pertaining to lead-based paint and/or lead based paint hazards in the housing. Residents Acknowledgement (initial) © Resident has received copies of all information listed above (d) Resident has received the pamphlet "Protect your family from lead in your home." Manager's Acknowledgement (Initial) (e) Management is informed of their obligations under 43 U.S.C. 4852 (d) and is aware of his/her responsibility to ensure compliance. Certification of Accuracy Housing Administrator's Signature Date Resident's Signature Date Protect You r Family From Lead In Your Home Are You Planning to Buy, Rent or Renovate a Home Built Before 19787 .- Many houses and apartments built before 1978 have paint that contains high levels of lead (called lead-based paint). Lead from paint, chips, and dust can pose serious health hazards if not taken care of properly. Federal law requires that individuals receive certain information before renting, buying, or renov, ating pre-!978 housing: LANDLORDS- Have to disclose known information on lead-based paint and lead- based paint hazards before leases take effect. Leases must include a disclosure form about lead-based paint. FOR MORE INFORMATION on these requirements, call the National Lead Information Center at 1-800-424-LEAD (424-5323). Lead From Paint, Dust and Soil Can Be Dangerous if not managed FACT: FACT: FACT: FACT: FACT: Lead exposure can harm young children and babies even before they are born. Even children who seem healthy can have high levels of lead in their bodies. People can get lead in their bodies by breathing or swallowing lead dust, or by eating soil or paint chips containing lead. People have many options for reducing lead hazards. In most cases, lead- based paint that is in good condition is not a hazard. Removing lead-based paint improperly can increase the danger to your family. If you think your home might have led hazards, read this pamphlet to learn some simple steps to protect your family. Lead Gets in the Body in Many Ways People can get lead in their body if they: · Breath in lead dust (especially during renovations that disturb painted surfaces). · Put their hands or other objects covered with lead dust in their mouths. · Eat paint chips or soil that contains lead. Lead is even more dangerous to children than adults because: · Children's brains and nervous systems are more sensitive to the damaging effects of lead. · Children's growing bodies absorb more lead · Babies and young children often put their hands and other objects in their mouths. These objects can have lead dust on them. Lead Effects If not detected early, child['en with high levels of lead in their bodies can suffer from: · Damage to the brain and nervous system · Behavior and learning problems (such as hyperactivity) · Slowed growth · Hearing problems · Headaches Lead · · · · is also harmful to adults. Adults can suffer from: Difficulties during pregnancy Other reproductive problems (in both men and women) High blood pressure Digestive problems Nerve disorders Memory and concentration problems Muscle and joint pain Where Lead-Based Paint is Found Many homes built before 1978 have lead-based paint The Federal govemment banned lead-based paint from housing in 1978. Some states stopped its use even earlier. Lead can be found: · In homes in the City, Country, or Suburbs · In apartments, single-family homes, and both private and public housing. · Inside and outside of the house · In soil around a home. (Soil can pick up lead from exterior paint or other sources such as past use of leaded gas in cars.) Checking Your Family for Lead To reduce your child's exposure to lead, get your child checked, have your home tested (especially if your home has paint in poor condition and was built before 1978), and fix any hazards you may have. Children's blood lead levels tend to increase rapidly from 6 to 12 months of age, and tend to peak t 18 to 24 months of age. Consult your doctor for advise on testing your children. A simple blood test can detect high levels of lead. Blood tests are usually recommended for: · Children at ages 1 and 2 · Children or other family members who have been exposed to high levels of lead. · Children who should be tested under your state or local health, screening plan. Your doctor can explain what the test results mean and if more testing will be needed. Identifying Lead Hazards Lead-based paint is usually not a hazard if it is in good condition, and it is not on an impact or friction surface, like a window. It is defined by the federal government as paint with lead levels greater than or equal to 1.0 milligram per square centimeter, or more than 0.5% by weight. Deteriorating lead-based paint (peeling, chipping, chalking, cracking or damaged) is a hazard and needs immediate attention. It may also be a hazard when found on surfaces that children can chew or that get a lot of wear-and-tear, such as: · Windows and window sills · Doors and door sills · Stairs, railings, banisters, and porches Lead dust can form when lead-based paint is dry scraped, dry sanded, or heated. Dust-also forms when painted surfaces bump or rub together. Lead chips and dust can get on surfaces and objects that people touch. Settled lead dust can re-enter the air when people vacuum, sweep, or walk through it. The following two federal standards have been set for lead hazards in dust: · 40 micrograms per square foot and higher for floors including carpeted floors. · 250 mg/ft2 and higher for interior, window sills. Lead in Soil can be a hazard when children play in bare soil or when people bring soil into the house on their shoes. The following two federal standards have been set for lead hazards in residential soil: · 400 parts per million (ppm) and higher in play areas ofbare soil · 1,200 ppm (average) and higher in bare soil in the remainder of the yard. The only way to find out if paint, dust and soil lead hazards exist is to test for them. The next page describes the most common methods used. Checking Your Home for Lead You can get your home checked for lead in one of two ways, or both: · A paint inspection tells you the lead content of every different type of painted surface in your home. It won't tell you whether the paint is a hazard or how you should deal with it. · A risk assessment tells you if there are any sources of serious lead exposure (such as peeling paint and lead dust). It also tells you what actions to take to address these hazards. Hire a trained, certified professional who will use a range of reliable methods when checking your home, such as: · Visual inspection of paint condition and location. · A portable x-ray fluorescence (XRF) machine. · Lab tests of paint, dust and soil samples There are standards in'place to ensure the work is done safely, reliably, and effectively. Contact your local lead poisoning prevention program for more information, or call 1-800-424-LEAD for a list of contacts in your area. If you steps What You Can Do Now To Protect Your Family suspect that your house has lead hazards, you can take some immediate to reduce your family's risk: If you rent, notify your landlord of peeling or chipping paint. Clean up paint chips immediately Clean floors, window frames, window sills, and other surfaces weekly. Use a mop or sponge with warm water and a general all-purpose cleaner or a cleaner made specifically for lead. REMEMBER: Never mix ammonia and bleach products together since they can form a dangerous gas. Thoroughly rinse sponges and mop heads after cleaning dirty or dusty areas. Wash children's hands often, especially before they eat and before nap time and bed time. Keep play areas clean. Wash bottles, pacifiers, toys and stuffed animals regularly. Keep children from chewing window sills or other painted surfaces. Clean or remove shoes before entering your home to avoid tracking in lead from soil. Make sure children eat nutritious, Iow-fat meals high in iron and calcium, such as spinach and dairy products. Children with good diets absorb less lead. Reducing Lead Hazards In The Home Removing lead improperly can increase the hazard to your family by spreading even more lead dust around the house. In addition to day-to-day cleaning and good nutrition: · You can temporarily reduce lead hazards by taking actions such as repairing damaged painted surfaces and planting grass to cover soil with high lead levels. These actions (called "Interim Controls") are not permanent solutions and will need ongoing attention. · To permanently remove lead hazards, you should hire a certified lead "abatement" contractor. Abatement (or permanent hazard elimination) methods include removing, sealing, or enclosing lead-based paint with special materials. Just painting over the hazard with regular paint is not permanent removal. Always hire a person with special training for correcting lead problems- someone who knows how to do this work safely and has the proper equipment to clean up thoroughly. Certified contractors will employ qualified workers and follow strict safety rules as set by their state or by the federal government. Once the work is completed, dust cleanup aCtivities must be repeated until testing indicates that lead dust levels are below the following: · 40 micrograms per sq.ft for floors, including carpeted floors; · 250 micrograms per S~l.ft. for interior window sills; and · 400 micrograms per sq.ff for window troughs. Call your local agency (see page 11) for help with locating certified contractors in your area and to see if financial assistance is available. Remodeling or Renovating a Home with Lead-Based Paint Take precautions before your contractor or you begin remodeling or renovating anything that disturbs painted surfaces (such as scraping off paint or tearing out walls): · Have the area tested for lead-based paint. · Do not use a belt-sander, propane torch, heat gun, dry scraper, or dry sandpaper to remove lead-based paint. These actions create large amounts of lead dust and fumes. Lead dust can remain in your home long after the work is done. · Temporarily move your family (especially children and pregnant women) out of the apartment or house until the work is done and the area is properly cleaned. If you can't move your family, at least completely seal off the work area. · Follow other safety measures to reduce lead hazards. You can find out about other safety measures by calling 1-800-424-LEAD. Ask for the brochure "Reducing Lead Hazards when Remodeling Your Home." This brochure explains what to do before, during and after renovations. If you have already completed renovations or remodeling that could have release lead- based paint or dust, get your young children tested and follow the steps outlined on page 7 of this brochure. Other Sources of Lead · Drinking water-Your home might have plumbing with lead or lead solder. Call your local health department or water supplier to find out about testing your water. You cannot see, smell, or taste lead, and boiling your water will not get rid of lead. If you think your plumbing might have lead in it: a) Use only cold water for drinking and cooking. b) Run water for 15 to 30 seconds before drinking it, especially if you have not used your water for a few hours. · The job- If you work with lead, you could bring it home on your hands or clothes. Shower and change clothes before coming home. Launder your work clothes separately from the rest of your family's clothes. · Old painted toys and furniture. · Food and liquids stored in lead crystal or lead-glazed pottery or porcelain. · Lead smelters or other industries that release lead into the air. · Hobbies that use lead, such as making pottery or stained glass, or refinishing furniture. · Folk remedies that contain lead, such as "greta" and "azarcon" used to treat an upset stomach. FOR MORE INFORMATION The National Lead Information Center- call 1-800-424-LEAD (424-5323) to learn how to protect children from lead poising and for other information on lead hazards. To access lead information via the web, visit www. epa.cjov/iead and .www.h ud.qov/offices/lead/. EPA's Safe Drinking Water Hotline call 1-800-426-4791 for information about lead in drinking water. Consumer Product Safety Commission (CPSC) Hotline- To request information on lead in consumer products, or to report an unsafe consumer product or a product- related injury call 1-800-638-2772, or visit CPSC's website at: www.cpsc._qov. Health and Environmental Agencies Some cities, states, and tribes have their own rules for lead-based paint activities. Check with your local agency to see which laws apply to you. Most agencies can also provide information on finding a lead abatement firm in your area, and on possible sources of financial aid for reducing lead hazards. Receive up-to-date address and phone information for your local contacts on the Internet at www.epa.qov/lead or contact the National Lead Information Center at 1-800-424-LEAD. HUD LEAD OFFICE Please contact HUD's Office of Healthy Homes and Lead Hazard Control for information on lead regulations, outreach efforts, and lead hazard control and research grant programs. U.S. Department of Housing and Urban Development Office of Healthy Homes and Lead Hazard Control 451 Seventh Street, SW, P-3206 Washington, DC 20410 (202) 755-1785 VOLUNTARY PHONE/BIRTHDAY LIST Terry our representative from the Welcome Committee will come to your home the first Friday after you have moved in to welcome you to our community. You can give her this volunta~ phone/birthday list acknowledgement at that time. If you would like to.be added at a later date please contact Terry in unit 509 or call her at 763-706-6465. Print Name: Unit # Birth date Phone # *Note should you want one or the other not listed just leave the item blank. Please just write in the information that you would like listed with the committee. If your phone is not connected by the first Friday after you move in you can turn this information in at a later date to Terry. Please add me to the phone list Yes or No ~ Please add me to the birthday list Yes or No Please post my unit number on the list Yes or No New resident's signature Date By signing this notice this is authorizing the Welcome Committee to post all of the information above that is filled out. Thank You, Denny Ecklund Jr. President of Resident Council 5-2 MOVE IN/MOVE OUT INSPECTION Name: Unit # Address: 965 NE 40th Ave., Columbia Hts. MN 55421 Number of bedrooms: ITEM MOVE IN INSPECTION ENTRY DOOR KITCHEN FLOOR KT COUNTER TOPS KT CABINETS KT STOVE/OVEN KT REFRIGERATOR KT SINK KT CLOSET(S) Broom & pantry (hall) KT CEILING KT WALLS KT FIXTURE(S) BTHR TOILET BTHR SINK BTHR SHOWER BTHR CEILING BTHR WALLS BTHR FLOOR BTHR FIXTURE(S) BTHR MED.CABINET BTHR MED. CB. Mirror BTHR CLOSET/entry door closet MOVE OUT INSPECTION BEDROOM FLOOR BR CLOSET BR CEILING BR WALLS BR WINDOW BR SCREEN BR WINDOW SHADE BR HEAT REGISTER BR DOOR LIVINGROOM light fixture LR FLOOR LR CEILING LR WALLS LR WINDOW LR SCREENS LR HEAT REGISTER LR A/C & COVER UNIT EMERG. PULLS OUTLET & SWITCH PARKING PERMIT/STICKER KEYS PROXI CARDS *** All drains are snaked after move outs are completed. All units have fresh caulk around kitchen and bathroom. All units air vents will be cleaned. All units have fresh paint throughout unit. (ceilings may not be done). A window shade is provided in the bedroom. A window curtain rod is provided in the living room. Two ice cube trays are provided in the freezer and one shower stool (north building only) is provided. 3-? ACKNOWLEDGEMENT OF CONDITIONS AT MOVE-IN: We acknowledge that the condition of the dwelling unit is satisfactory, except in the column entitled "move in inspection", as of the date of our signatures. Tenant/Resident Date Manager Date ACKNOWLEDGEMENT OF CONDITION AT MOVE-OUT: We acknowledge that the condition of the dwelling unit is satisfactory, except in the column entitled "move out inspection", as of the date of our signatures. Tenant/Resident Date Manager Date FORWARDING ADDRESS: Name New address City, State, Zip Code New Phone number(s) MOVE IN/MOVE OUT RECORD NAME UNIT ADDRESS: 965 40TM AVENUE N.E., COLUMBIA HEIGHTS, MN 55421 NUMBER OF BEDROOMS: ITEM MOVE-IN MOVE OUT INSPECTION INSPECTION BATHROOM MIRROR/CABINET CARPET -- V¢~ ~ CLOSETS ELECTRIC OUTLETS FLOORS FRONT DOOR/LOCK KITCHEN CUPBOARDS KITCHEN Gl IELVES LIGHT FIXTURES PLASTER/WALLBOARD REFRIGERATOR SCREENS SHOWER SINKS TOILET WALLS (CLEAN) WINDOWS AND BRAC-KETS-_ WINDOW SHADE Parkview Villa 965 N.E. 40'h Avenue, Columbia Heights, ~MN 55421 :. (763) 706-3800 Fax (763)788-3978 SECURITY DEPOSIT AGREEMENT (AT MOVE IN ONLY OR UPON OBTAINING A ANIMAL THAT REQUIRES A DEPOSIT) Date: Received from in the amount of $ dollars as a security deposit for apartment # at Parkview Villa, 965 40th Ave. NE, Columbia Heights, MN 55421. Managembnt agrees that subject to the below listed conditions, the deposit will be returned in full. (Manager) Undersigned agrees that this security deposit may not be applied as rent and that the full monthly rent will be paid on or before the first day of every month including the last month of occupancy. (Resident) Date RELEASE OF THE SECURITY DEPOSIT IS SUBJECT TO THE FOLLOWING PROVISIONS: 1. A minimum of 12 months occupancy must have expired. 2. A written 30 or 31, plus 1-day (one full calendar month) notice to vacate must be given before the first day of the month. 3. There is no damage to the above listed unit, above normal wear and tear. 4. The entire apartment including range, exhaust fan, bathroom, closets, cabinets, and refrigerator must be clean. 5. All assigned proximity key cards are returned, the entry door keys are returned to the office and any parking garage opener and parking lot sticker assigned the the resident. 6. All debris, rubbish and discards are placed in property disposal containers. 7. A for~varding address is left with management E.O.E. Owned by the CiD' of Columbia Heights HR.&; Managed by ~,Valker ~ Parkview Villa 965 ~N'.E. 40''~ Avenue, Columbia Heights, ~I~' 55421 Housing Complex (763) 706-3500 Fax (7,53)783-3978 LANDLORD AND TENANTS: RIGHTS AND RESPONSIBILITIES As required by Minnesota State Statute 504.22 (1996) the Landlord/Managing Agent has notified our household that the booklet A Landlord and Tenants: Rights and Responsibilities is available to them. A copy of the booklet is available for review at the on-site office. Resident Date Resident Date Managing Agent Date (This message is from the Department of Commerce and is being bcc'd to all PHAs) Minnesota PHA's: Did you know that clients in Public Housing or on Section 8 are automatically eligible for a discount on their local telephone bills? Many consumers are not aware of this benefit, which provides up to $10/month off their local bill and 50% off hook-up fees. The Minnesota Public Utilities Commission, Minnesota Office of the Attorney General, and Minnesota Department of Commerce have teamed up to get out the word about these valuable telephone discounts. Your clients can get the discount by simply filling out a one-page application certifying that they receive public housing or Seclion 8. They then mail the application to their local telephone company. (if your clients would like to know what telephone companies operate in their area, visit www.commerce.state.mn.us and click on "Find local phone companies for your community.") To get a copy of the telephone discount application, please visit the following website: ww',v.commerce.state.mn.us, and click on "Phone Discounts for Low Income Users." Our agencies are also available to assist you if you have questions about the telephone programs or if you would like one of our personnel to make a presentation in your area. For more information, call 651-296-0406 or 1-800-657-3782, or consumer.puc@state.mn.us. LEASE ADDENDUM FOR'CRIME-FREE/DRUG FREE HOUSING In consideration of the execution or renewal of a lease of the dwelling unit identified in the lease, Owner and Resident agrees as follows: 1. Resident, and members of the resident's household, or a guest or other person under the resident's control shall not engage in illegal activity, including drug- related illegal activity, on or near the said premises. "Drug-related illegal activity" means the illegal manufacture, sale, distribution, purchase, use, or possession with intent to manufacture, sell, distribute, or use of a controlled substance (as defined in Section 102 or the Controlled Substance Act [21 U.S.C.802]) or possession of drug paraphernalia (MN Statute 152.092) 2. Resident, and member of the resident's household, or a guest or other person under the resident's control shall not engage in anv act intended to facilitate illegal activitics[ including drug-related illegal activity, on or near the said premises. 3. Residents or members of the household will not permit the dwelling to be used _for, or to facilitate illegal activity, including drug-related illegal activity, regardless or whether the individual engaging in such activity is a member of the household. 4. Resident or members of the household will not engage in the manufacture sale, or distribution of illegal drugs at anv locations, whether on or near the dwelling unit premises or otherwise. 5. Resident, and members of the resident's household or a guest or other person under the resident's control shall not engage in acts of violence or threats of violence, including but not limited to the unlawful discharge of firearms, prostitution, criminal street gang activity, intimidation, or any other breach of the rental agreement that otherwise jeopardizes the health, safety, or welfare of the landlord, his agent(s) or tenants. 6. VIOLATION OF THE ABOVE PROVISIONS SHALl'. BE A MATERIAl, VIOLATION OF THE LEASE AND GOOD CA USE FOR PTERMINATION OF TENANCY. A single violation of any of the provisions of this added addendum shall be deemed a serious violation and material non-compliance with the lease. It is understood and agreed that a single violation shall be good cause for termination of the lease. Unless otherwise provided by laxv, proof of violation shall not require criminal conviction, but shall be the preponderance of the evidence. 7. In case of conflict between the provisions of the addendum and any other provisions of the lease, the provisions of the addendum shall govern. 8. This LEASE ADDENDUM is incorporated into the lease executed or renewed this day between Owner and Resident. Management signature & Date Resident ~ 965 .E. 40 Avenue'C°lurnbiaHeights'~~~~'×'--~-~)7~~ Policy: Housing Director/Manager will immediately and permanentlv terminate the tenancy if the PHA determines that any member ora household has ever been convicted ora drug related criminal activity for manul"actt,re or production ofmethamphetamine on the premises of Parkview Villa North/South located at 965 40th Ave. NE. Resident Date Resident Date PARKVIEW VILLA BYLAWS Section 1 - Meetings A. A general meeting ofthe resident council will be held at 7:00 pm on the 2nd Monday of each month, and conducted according to Roberts Rules of Order. A Quorum shall consist of 25 members. B C Section II- A. B Section 11 A B Executive Board meetings will be held each month. The date and time will be posted 4 days in advance. They may also be called to make emergency decisions. Minutes of the Executive Board Meeting will be read and approved at the Regular Meeting. Executive Board meetings are to be open to all residents - 1st Monday at 7:00 pm of each month. Elections. Officers are elected by majority ballot or vote at the annual December meeting and shall hold office for one year beginning xvith the January meeting. A con- secutive term may be held; after which an officer must retire for a period of not less than I year, before being eligible to hold office again. Nominees must be present to accept office. The nominations shall be submitted to the council at the annual December Meeting. Nominations shall also be accepted from the floor. I - Duties of the officers President: It shall be the duty of the President to conduct all reeular and special meetings and keep order at all times. He/She shall preside at all board meetings; appoint all committee chairmen at the regular January meeting and see that ali committees function properly and efficiently. Chairman so appointed shall start their duties following their appointment at the January meeting. Committee chairmen are appointed to serve one year. Suggested appointments: 1. Entertainment Chair, 2. Kitchen Chair, 3. Decorating Chair, 4. Welcoming Chair; 5. Bingo, 6. Purchasing, 7. Sunshine. Vic~-President: It shall be the duty of the Vice-President to take the place of the President in case of illness and to replace the President should an emergency arise. PARKVIEW VILLA CONSTITUTION ARTICLE 1 - NAME The name of this organization shall be Parkview Villa Resident Council ARTICLE 11 - PURPOSE The purpose of the organization shall be to promote the welfare and happiness of all the residents of Parkview Villa, and to give each tenant a voice in all the rules, regulations and planning of activities in the high-rise, consistent with the policies of the Columbia Heights Housing and Redevelopment Authority. ARTICLE i 11 - MEMBERSHIP All members of Parkview Villa are automatically members of the Council. ARTICLE 1V - OFFICERS The officers of the organization shall be President, Vice-President, Secretary' and Treasurer. These officers shall constitute the Board of Directors of the orednization. ARTICLE V - AMENDMENTS The constitution may' be amended by 2/3 majority of the members present. Notice of' such amendments must appear on the bulletin board and in each of the eleva,.ors prior to the meeting. BffpvvconstJ3/3/04 President. Dennis Ecklund JOB DESCRIPTIONS FOR THE CHAIR OF THE ENTERTAINMENT. KITCHEN. WELCOME. DECORATING, BINGO, AND PURCHASING FOR KITCHEN COMMITTEES Entertainment Chair and helper arrange for entertainment and set up dates for sign ups as to number of people, and discuss food service with Kitchen chair. Kitchen Chair- Order food for all events. Supply people to serve and clean up. Should have keys to Kitchen and Beauty Shop door Welcome Chair - Greet new tenants & explain all rules & regulations pertaining to laundry, garbage, recycling, etc. Decorating Chair and helpers - Decorate Community Room A, and front and center common areas for each occasion. Also keep the decorating closet in order. Bingo Chair - Arrange to get bingo cards and balls out for all bingo games. Also have volunteers sign up for VFW lunch and kitchen clean up. Should have kitchen keys. Purchasing - Purchase all supplies for Kitchen plus food for the VFW Bingo Sunshine Chair - Sends Get Well Cards and Sympathy Cards and tokens. Amendment 2/4/02 2004 RESIDENT COUNCI.L_ GENERAL PURPOSE: The purpose of the organization shall be to promote the welfare and happiness of all the residents of the building and to give each tenant a voice in all the rules, regulations and planning of activities in the high-rise. DUTIES OF THE OFFICERS: 1. PRESIDENT: Shall conduct all regular and special meetings and keep order at all times. He/she shall preside at all Board Meetings and see that all committees function properly. 2. ViCE PRESIDENT: Shall perform the duties for the president in their absence, and shall perform such other duties as may be requested by the President, or Council. 3. TREASURER: Shall receive and bank all money and provide a monthly statement of receipts and expenditures. 4. SECRETARY: Take minutes at all meetings and read them at Resident Council Meeting. IDEAS FOR INSTITUTING A RESIDENT COUNCIL: 1. Elect or appoint temporary officers to serve for the next 3 months, until v,-hich time v,'e ',,,'ill have an election for regular officers. Set up a nominating committee to obtain nominees for a regular election to be held in the near future and to serve as an acting oovernment until that time. 3. Nominate officers today and hold an election in a week or tv.'o. 4. Any other suggestions. COMMITTEES; 1. Entertainment 2. Kitchen 3. Sunshine 4. Welcoming 5. Bingo 6. Decorating 7. Purchasing 7o C Secretary: It shall be the duty of the Secretary to record the minutes of all general and Boarcf meetings and be responsible for correspondence relating to Council. Such correspondence, minutes, shall be read at the monthly general meetings. The Secretary shall see that a registration slip for each meeting is circulated for signing by members in attendance. D Treasurer: The duties of the treasurer shall be to keep a record of receipts and disbursements, also write and sign checks for the council. Co-signers shall be approved by the Executive Board. One hundred dollars in Petty Cash shall be kept for normal expenses. Any payments for goods and services over $50.00 must be by check and have received prior approval at a regular business meeting. The Treasurer must give a report at each regular business meeting. The books shall be open to any resident who wishes to examine them. E Duties of Chairmen: 1. Entertainment- assist office arranging lectures, tours, etc. 2. Kitchen -oversee serving from kitchen 3. Sunshine - to send "Get Well" and sympathy cards and tokens. 4. Welcoming - to greet new tenants 5. Bingo- Arrange to get bingo cards and balls out for bingo game. Also have volunteers sign up for VFW lunch and kitchen clean up. Should have keys. 6 Decorating- Decorate Community Room A and center common areas for each occasion. Also keep the decorating closet in order. 7 Purchasing - Purchase all supplies for Kitchen plus food for the VFW bingo Section IV. Bylaws approval, Amendments, Quorum A These byla~vs may become effective upon their approval by a 2/3 majority vote at a general meeting. Bo These bylaws may be amended by a simple majority vote of the members present at a regular general meeting,provided the proposed amendment is submitted in writing and read at a previous general meeting. C. A quorum shall consist of no less than 25 members at a general meeting. HOUSING WITH SERVICE INFORMATION The following is brief summary of information that may e helpful to you as a resident of Parkviexv Villa Community. ADDRESS The address for Parkview Villa is 965 40th Avenue NE, Columbia Heights, MN 55421. ADDRESS OF MANAGEMENT COMPANY Parkview Villa is managed by Walker Methodist Senior Services, which is located at 3737 Bryant Ave. So., Mpls, MN 55409. MANAGEMENT Walker Methodist employs the Housing manager and his/her telephone number is 763-706-3800. The Housing Director for Walker blethodist telephone number is 952-835-8351. Both are attthorized to accep: service on behalf of Parkview Villa. TYPE OF ESTABLISHMENT Parkview Villa North is possible due to funding from the Federal Department of Housing and Urban Development (HUD) and the sale of tax increment bonds and is registering as a Housing With Sen'ices Establishment with the Minnesota Department of Health. TERM OF LEASE The lease that you signed is for one >'ear, with a one-month pitts one-day termination clause. The lease may be modified, amended, or te~:inated according to the te~ns of the lease. If any of these were to occur, we would assist as appropriate. SERVICE INCLUDED IN RENT The rent that is paid is stated in your lease. The services that are included in your rent are room and board, heat, sewer, water, property taxes, electricity and standard waste removal. The rent does not include fees for an air conditioner, extra refrigerator, food freezer, head bolt heater or garage. ADDITIONAL SERVICES' The services available for an additional fee include a noon meal Monday through Friday, telephone, and cable. The noon meal is provided by the Voh.mteers of America and a donation of minimum of $3.00 per meal is requested. The serw'ices, such as health-related and social services, that Parkview Villa would help arrange are an additional cost. The agency you choose to use for the health-related and social services will need to provide you with their tee schedule. COMPLAINTS If you should have any concerns or complaints, please contact one of the fol loxving: Housing Manager ~ 763-706-3800 Housing Director ~ 952-835-8351 Office of Ombudsman for Older Minnesotans ~ 1-800-657-359l 651-296-03S2 ~Parkview Villa Housing Complex 965 N.E. 40''~ Avenue, Columbia Heights~ bib' 55421 (763) 706-3800 Fax (763)785-3978 PARKVIEW VILLA Housing with Services Information Resident's Acknowledgement I have received the Housing with Services lnformati~ ,, Resident ,, ~'x .,q M~'~~?Dat_._e Equal I lousing Opportunity Agency Owned by thc City oI'C'olumbia Heights t IR..x, Man:~gcd bv V','alker ~".lethodist Ser',ior' Services 7/' PARKVIEW VILLA NORTH AND SOUTH SURFACE AND UNDERGROUND PARKING POLICY Date adopted/approved: Intent and Purpose: The procedure herein set forth is for the purpose of ensuring a fair and consistent manner in which parking spaces are allocated. The intention is to set forth ex. pectations for residents regarding use of parking spaces. 1) One parking space per unit, in which all vehicle are required to have a parking permit on the back side of the rear view mirror facing out of the front windshield. 2) Ifa resident has a car in which is inoperable, it is the resident's responsibility to notify Management in writing of the situation and to receive approval in writing. The longest a vehicle may sit without working will be (7) seven days. After that it will be posted that the vehicle will be towed, if not moved within 24 hours. A notice will be posted on the vehicle and on the resident's door. Managen~ent reser~.'es the right to request a parking space to be vacated ifa vehicle that is not being driven by the resident. The resident may ask for a parking space at a later date, once they begin driving again. There is no guarantee by Management that the same space will be available at that time. 3) Vehicles that are not assigned to the resident's space are not allowed to be in a numbered parking space at anytime and will be towed at the vehicle's owner's expense. 4) Handicapped visitor parking and/or visitor parking spaces are for visitors only, not for residents who have their own parking space and/or no assigned parking space. A visitor cannot park in the visitor spaces over night unless the Management office has issued a temporary parking pass. Ifa vehicle is found to be parked in the visitor parking spaces without a temporar7 pass the vehicle will be towed at the owner's expense. Visitor should never be parkit 7_5 underground parking garage, and will be towed at the vehicle owner's expense. 5) Residents are responsible for cleaning out their own parking space. No items are to be stored in your parking spaces. If this is found we will post a notice on your vehicle to remove the items within 24 hours or we will dispose of the items at the owner's expense. 6) Parking space care means if your car is leaking any fluids it is the residents' responsibility to making sure that the leak or spill is properly cleaned and disposed of. If it is found that a leak or spill is not cleaned up in a timely fashion, after the resident receives a notice from Management, we will clean the leak and charge the resident back accordingly. 7) Parking is not allowed in the circle area, however pick-ups and drop- offs are allowed providing the vehicles are not left unattended. 8) Parking in the upper level parking lot and the underground parking garage is at the risk of the vehicle's owner, and neither the Columbia Heights Housing Redevelopment Authority or Walker Methodist Senior Services will be held responsible for anY damages that may occurs to the vehicles. This also includes any visitors that may be in the upper level parking lot. 9) If a resident is on vacation or unable to move their car due to physical limitations, it is the responsibility of the resident to find a friend and/or a family member to move the resident's car in the event a notice is sent for snow removal or any other maintenance that may be completed on the upper level parking lot or underground garage. *A parking permit that reads Parkview Villa will be assigned to you. You will also receive a City Permit from the Parkview Villa office. *Please note that if you receive a notice to remove your car a date and time frame will be indicated on the notice. If the vehicle is not removed by the date and time indicated we will tow the vehicle at the owner's expense. GOPHER TOWING 1321 TYLER STREET NE MINNEAPOLIS, MN 55413 PH. # 612-378-2065 FAX # 612-782-8937 Parkview Villa 965 N.E. 40~h Avenue, Columbia Heights, MN 55421 (763) 706-3S00 Fax (763) SS-.~9,8 SNOW REMOVAL PARKING PLAN Management would like to offer a new opportunity for parking during snow removal of the upper parking lot. In the event a snowfall of 2" or more is predicted,' residents may park in the City owned parking ramp across 40th Avenue. Residents may move their cars up to 4 hours before the snowfall is expected, or the night before. Residents must return their cars to the upper parking lot no later than 4 hours after the parking lot has been cleared of snow. Please make sure you have someone else to move your car when you are unable.Visitors may not park in the upper parking lot during the time snow is being removed. Should you have questions please call the office at 763-706-3800. E.O.E. Parkview Villa 965 N.E. 40~' Avenue, Columbia Heights, MN 5542 (,763) 706-3S00 Fax (763)78S-3975 VEHICAL REGISTRATION FORIVl DATE: NAME: MAKE: MODEL: YEAR: LICENSE NUMBER: COLOR: APARTMENT #: ASSIGNED PARKING SPOT: PARKING PERMIT NUMBER: NO CAR A T 3'10 VE IN: I have read and understand the attached parking policy and agree to all of the terms: Resident name Date E.O.E. O,.vned bF' the Ci:v o5 C,,.,..,, ,,.~ '". " 77 COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: January 25, 2005 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTWE NO: 8-F DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Approve the Parkview Villa North Lease BY: Dana Welke BY: Revision DATE: January 25, 2005 BACKGROUND: It was found upon Management assuming this property in February 2004 that the Parkview Villa North Senior Housing Lease was out dated and was in need of revision. We have written in more details of the requirements for the rent being paid and added a late fee and/or a NSF (non-sufficient funds) fee. We have also increased the amount of the unit security deposit. There also was a "fiat rent" included in the new lease, as this is a requirement of HUD. There were changes to the existing lease and most of the changes were small yet critical to stay in compliance with HUD. RECOMMENDATION: staff recommends Approval of the attached Parkview Villa North Housing Lease. RECOMMENDED MOTION: Move to Approve the Parkview Villa North Lease revision. HRA ACTION: Parkvlew Villa 965 N.E. 40th Avenue, Columbia Heights, MN' 55421 (763) 706-350( ADDENDUM TO LEASE NOTICE OF RENT ADJUSTMENT AND REVIEW Fax (763)788-397~ Date: Name: Apt. #: This is to advise you that in accordance with the terms or your lease, a review of your family income and composition has been completed. Effective , your rent per month will be $ month (all extras utilities included). per Income based rent: $ . Excess utility charges: _$ Excess utility charges: $ Total: $ Resident Initials OR Flat rent of $ 599.00 Excess utility charges: _$ Excess utility charges: _$ Total: $ Resident Initials I the resident have reviewed the income based rent calculation and the flat rent and have selected the above. (Calculations are attached). This notice of rent adjustment is presented to you in accordance with the terms and conditions of your lease. Accordingly, this Addendum shall be attached and made part of your Dwelling Lease. All other covenants, terms and conditions of the Lease remain the same, except as to the monthly rental amount. Resident Signaturc Date Housing Manager Signature Date E.O.E. Owned by. the Ci~,' or C0tuw,,..,2 I-',e~:.:s ,L,,p~&; -"-'.,-'v~x~ ..... '"c, PARKVIEW VILLA NORTH SENIOR HOUSING-LEASE ,Equal Opportunity Housing ~4~nbe:- of BedFooms Annual Recertification Effective Date 1. PART¥IES AND DWELLING UNIT: The parties to this Lease are the Housing and Redevelopment Authority (HRA) of Columbia Heights, referred to as Landlord, and , referred to as Tenant. The Landlord leases to the Tenant, dwelling unit number .... located at 965 40th Avenue NE in the project known as Parkview Villa ge~o~ Housing Building. The premises leased are for the exclusive use and occupancy of the Tenant's household consisting of the following named persons who will live in the dwelling unit: Head 2. LEASE TERM AND RENT PAYMENT' The Lease shall begin on / / The term shall be one month year, starting on / / and ending on / / . ,~md ~ After the first initial year the lease shall continue month to month, from the first day of each month, unless terminated as provided by this Lease. If the Tenant is leasing the dwelling unit after the first of the month, the rent for the partial month is$ prorated from / / to / / Tenant shall pay monthly rent of $ . This amount is due on the first day of each month at the Parkview Villa Office. This same monthly rent amount shall remain in effect until adjusted in accordance with l~rovisions of Section 8 or 9 of this Lease. ~tThe_ Tenant's rent payment ,,~.,,,,,,' ~,,, ...... ,,~,,~,,~ ..... ,,,. ,,. ~,,,r~,,..,,,,, .... tho is due on the -first day of each month~, it ,4 ......... h * ........ · .... , .... :~ .,c,u~ a,,~ ~ate Should the payment not be made in 5th day of the month, e~ on the 6th day of the month or the next business day, full the the L~dlord may collect a fee 0f$25.00 for a late fee. The Landlord may collect a fee of $20.00 on any check(s) tha~ ~e not honored for payment (bounces). !f the L. an~Iord agrees *~ ,u~ ~, .... ; ......... a.,~ ........... , ...;, ~ -~~~ If Tenant fails to make the rent payment-by the fifth 14th (fourteenth) day of the month or the next business day, and the Landlord has not agreed, in writing to accept payment at a later date, a notice to vacate will be issued to Tenant in accordance with Section 17 of this lease. SECURITY DEPOSIT: The tenant has deposited $ .200.00 with the landlord. With the approval of the Landlord, the Security Deposit may be made in monthly payments of $ for a period of__ months, payable on the ~ day of each month beginning on / / . The Landlord will hold this Security Deposit for the period the tenant occupies the dwelling unit. The Landlord shall not use the Security Deposit for rent or other charges while the tenant is living in the dwelling unit. Within 21 days after the tenant has permanently moved out of the dwelling unit and has given his/her new address to the Landlord, the Landlord shall return the Security Deposit with interest (5% simple interest per annum before October 1, 1984, 5.5% October 1984 - April 1992, 4% May 1992 - March 1996, 3% thereafter) minus whatever amount is needed to pay the cost off a. Repair of damages that exceed normal wear and tear as listed on the Move-out Inspection Report, and b. Charges tbr late payment(s) of rent and returned check(s) c. Charges for unreturned key(s) and/or proximity card(s) d. Unpaid rents ed. Other charges due under the lease Interest begins on the first day of the month following the full payment of the Security Deposit and runs to the last day of the month in which the Landlord returns the Security Deposit. The Landlord shall provide the tenant with an written itemized list of any charges made against the Security Deposit. If the tenant disagrees with the amounts deducted, the Landlord agrees to meet with the tenant to discuss the charges. OCCUPANCY: The tenant must live in the dwelling unit and the dwelling unit must be the only place of residence. The tenant shall use the premises solely as a private dwelling for himself/herself and the persons named in Section 1 of this Lease, with the exception of minor children born into the household during this tenancs?, and shall not permit its use for any other purpose. The Tenant shall not: a. Permit any persons other than those listed above and minor children which are bom into the household during this tenancy, to reside in the dwelling unit without obtaining the prior written approval of the Landlord; b. Sublet or assign the unit, or any part of the unit; c. Engage in or permit unlawful activities in the unit, in the common areas, or on the project grounds; d. Have pets or animals of any kind in the dwelling unit without the prior execution of a Lease Addendum with the Landlord permitting pets; or e.__Make or permit noises or acts that will disturb the rights or comfort of neighbors. The [ tenant agrees to keep the volume of any radio, stereo, television, or musical instrument at level, which will not disturb the neighbors. The tenant has the right to exclusive use and occupancy of the dwelling unit, which includes reasonable accommodation of the tenant's guests, visitors and with the consent of the Landlord, foster children, and live-in care giver of a member of the tenant's family. CONDITION OF DWELLING: By signing the Lease and the Unit Inspection Report, the tenant acknowledges that the dwelling unit is safe, clean and in good condition, and that all appliances and equipment in the dwelling unit are in good working order as described on the move-in Unit Inspection RePort. This report, signed by both the tenant and Landlord, is Attachment #2 of this Lease. At the time of move-out, the Landlord shall complete another inspection of the dwelling unit. When the tenant notifies the Landlord of his or her intent to vacate, the Landlord shall advise the tenant of their opportunity to participate in the move-out inspection. UTILTIES: The following chart describes how the cost of utilities and services for the dwelling unit shall be paid. The Landlord shall not be responsible for failure to furnish utilities for reasons, which are beyond the Landlord' s control. Landlord Paid Heat X Cooking Fuel X Electricity X Hot Water X Sewer X Water X Trash Removal X Other Tenant Paid X 7. Item EXCESS UTILITY AND GARAGE: In addition to monthly rent, the tenant shall pay the amounts for excess utility consumption of tenant furnished major appliances listed below: Amount Tenant Pays to the Landlord in Addition to Rent Room Air Conditioner $ per Extra Refrigerators $ per Food Freezers ~ $ per Head Bolt Heater $ per Garage $ per The Utility Allowance Schedule for tenant paid utilities and the Schedule of Excess Utility Surcharges is posted in the Landlord's Office and is Attachment #3 to this agreement. The Landlord shall provide the tenant with no less than 60 days notice prior to the proposed effective date of scheduled revisions to these items. The notice shall: a. Describe the basis for the allowance or revision. b. Include a statement of specific items included in determining the utility consumption and dollar amounts in the allowance or revision. c. Advise tenants where they may review the Landlord's records, which document the basis for the allowance or revision. d. Provide tenants an opportunity to submit written comments within a 30-day period. The comment period will expire no less than 30 days prior to the proposed effective date of the allowance or revision. ge ANNUAL RENT RECERTIFICATION: Each year, by the date specified by the Landlord, the tenant shall provide accurate statements regarding income, assets, expenses, and family composition. The Landlord shall verify the information supplied by the tenant and Xtse the verified information to establish the amount of the tenant's rent. In cases where Annual Income cannot be projected for a 12-month period, the Landlord shall reschedule special interim rent reviews between the annual rent recertification. The tenant may meet with the Landlord to discuss any change in rent resulting from the recertification process. Income-based rent (1) An income based rent is a tenant rent that is based on the family's income and the PHA's rent policies for determination of such rents. Flat-rent (1) The flat rent is based on the market rent charged for comparable units in the private unassisted rental market. It is equal to the estimated rent for which the PHA could promptly lease the public housing unit after preparation for occupancy. Parkview Villa will offer the Flat rent of $599.00 to all residents at their annual recertification. INTERIM RENT ADJUSTMENTS: The tenant should promptly report to the Landlord any of the following changes in household circumstances when they occur between Annual Rent Recertification: :.~_..A decrease in Annual income; b. Child care expenses for Children under the age of 12 which are necessary to enable a member of the household to be employed or to go to school; c. Handicapped Assistance Expenses, which enable a family member to work; d. Medical expenses of Elderly, Disabled, or Handicapped Headed Households e.__The addition of a dependent member to the household (excluding foster I children) who-is under 18 years of age or is a disabled or handicapped person or a I full-time student. The Landlord shall then verify the information provided by the Tenant to determine if a decrease in the rent is warranted. 10. EFFECTIVE DATE OF RENT CHANGE: The Landlord shall give the tenant written notice of any change in the tenant's rent. The notice shall be signed by the Landlord, state the new amount the tenant is required to pay, and the effective date of the new rent amount. a. Rent Decreases: The Landlord shall process rent decreases so that the lower rent amount becomes effective on the first day of the month after the tenant reports the change in the household circumstances. b. Rent Increases: The Landlord shall process rent increases so that the tenant is given no less than 30 days advance written notice of the amount due. Once the rental rate is established, it shall remain in effect until the effective date of the new Annual Rent Recertification, prescheduled Special Interim Rent Review, or Interim Rent Adjustment. 11. TENANT OBLIGATION TO REPAY: Tenant shall reimburse the Landlord for the difference between the rent, which was paid and the rent which should have been charged if the following circumstances occur: a. Tenant does not submit Rent Recertification information by the date specified in the Landlord's request; or b. Tenant submits false information at Admission or at the Annual, Special, or Interim Rent Adjustment. Tenant is not required to reimburse the Landlord for undercharges caused solely by the Landlord's failure to follow U.S. Department of Housing and Urban Development's procedures for computing rent. 12. MAINTENANCE: Tenant Agrees to: a. Keep the dwelling unit and any other areas assigned for the Tenant's exclusive use in a clean and safe condition; b. Use all appliances, fixtures and equipment in a safe manner and only for the purposes for which they are intended; c. Not litter the grounds or common areas of the project; d. Not undertake, or permit his/her family or guests to undertake any hazardous acts or do anything that will damage the property; e. Not destroy, deface, damage or remove any part of the dwelling unit, common areas, or project grounds; f. Gives the Landlord prompt notice of any defects in the plumbing, fixtures, appliances, heating and cooling equipment or any other part of the unit or related facilities; g. Remove garbage and other waste from the dwelling.unit in a clean and safe manner; and h. Pay reasonable charges (other than for normal wear and tea]') for the repair of damages to the premises, project buildings, facilities or common areas caused by the tenant, his/her household, or guests, and to do so within 30 days after the receipt of the Landlord's itemized statement of the repair charges. The Damage and Service Charge Schedule is posted in the Landlord?s officer ii.. Take responsibility for the actions of a!! cf the any visitor(s) that come to my uai4 home on this premises. 4 k-:.j. Other: ] The Landlord Agrees to: ao g° Maintain the premises and the project in decent, safe and sanitary condition; __Comply with requirements of applicable building codes, and housing codes materially affecting health and safety, and U.S. Department of Housing and Urban Development regulations; __Make necessary repairs to the premises; Keep project buildings, facilities and common areas, not otherwise assigned to the Tenant for maintenance and upkeep, in a clean and safe condition; ~Maintain in good and safe working order and condition electrical, plumbing, sanitary, heating, ventilating, and other facilities and appliances, including elevators, supplied or required to be supplied by the Landlord; Provide and maintain appropriate receptacles and facilities (except containers for the exclusive use of an individual Tenant family) for the deposit of garbage, recycling, and other waste removed from the premises by the Tenant; and Supply ,running water and reasonable amounts of hot water and reasonable amounts of heat at appropriate times of the year (according to local customs and usage) except where heat or hot water is generated by an installation within the exclusive control of the Tenant and supplied by a direct utility connection. 13. RESTRICTION ON ALTERATIONS: The tenant shall not do any of the following without first obtaining the Landlord's written pem~ission: ao bo __Dismantle, change or remove any part of the appliances, fixtures or equipment in the dwelling unit; Paint or install wallpaper or contact paper in the dwelling unit; __Attach awnings or window guards in the dwelling unit; __Attach or place any fixtures, signs, or fences on the building(s), the common areas, or the project grounds; ~Attach any shelves, screen doors, or other permanent improvements in the dwelling unit; Install or alter carpeting, resurface floors or alter woodwork; ] Install washing machines, dryers, fans, heaters, or air conditioners in the dwelling unit; __Place any antennas or other electrical connections on the dwelling unit; or [ Install additional or different locks or gates on any doors or windows of the dwelling unit. Other: .I 14. ACCESS BY LANDLORD: The Landlord shall provide two days written advance notice to the Tenant of his/her intent to enter the dwelling unit for the purpose of performing routine inspections and maintenance, for making improvements or repairs, or to show the dwelling unit for re-renting. The notice shall specify the date, time, and purpose of the entry. The Tenant shall permit the Landlord, his/her agents, or other persons, when accompanied by the Landlord, to enter the dwelling unit for these purposes. In the event that the Tenant and all adult members of the household are absent from the dwelling unit at the time of entry, the Landlord shall leave a card stating the date and time and name of the person entering the dwelling unit and the purpose of the visit. The Landlord may enter the dwelling unit at anytime without advance notice when there is reasonable cause to believe an emergency exists. 15. SIZE OF DWELLING: The Tenant understands that the Landlord assigns dwelling units according to the Occupancy Standards published in the Occupancy Policy. The standards consider the type (such as dwelling units designed for the elderly or handicapped) and Size of the dwelling unit required by the household members. If the Tenant is or becomes eligible for, a different type of size dwelling unit and an appropriate dwelling unit under this program becomes available, the Tenant shall be given a reasonable period of time to move. If the Tenant fails to move to the designated dwelling unit within the notice period specified by the Landlord, the Landlord may terminate this Lease as provided in Section 16 and 17. 16. LEASE TERMIANTION BY LANDLORD: Any termination of the Lease shall be carried out in accordance with U.S. Department of Housing and Urban Development regulations, State and Local law, and the terms of this Lease. The Landlord shall not terminate or refuse to renew the Lease other than for serious or repeated violation of material terms of the Lease, such as, but not limited to, the following: eo Nonpayment of rent or other charges due under the Lease, or repeated chronic late payment of rent; __Failure to provide timely and accurate statements of income, assets, expenses and family composition at Admission, Interim, Special or Annual Rent Recertification; ~Assignm. ent or subleasing of the premises or providing accommodation for boarders or lodgers; Use of the premises for purposes other than solely as a dwelling unit for the Tenant and Tenant's household as identified in the Lease, or permitting its use for any other purpose; Failure to abide by necessary and reasonable rules made by the Landlord for the benefit and well being of the housing project and the Tenants; __Failure to abide by applicable building and housing codes materially affecting health or safety; Failure to dispose of garbage, waste and rubbish in a safe and sanitary manner; ~Failure to use electrical, plumbing, sanitary, heating, ventilating, air conditioning and other equipment, including elevators, in a safe manner; ~.Acts of destruction, defacement or removal of any part of the premises, or failure to cause guests to refrain from such acts; Failure to pay reasonable charges (other than for normal wear and tear) for the repair of damages to the premises, project buildings, facilities or common area; or Any criminal activity that threatens the health, safety or right to peaceful enjo~nent of the premisies by other residents Any drug-related crinfinal activity on or near such premises, or __Other good cause. 17. NOTICE OF LEASE TERMINATION: If the Landlord proposes to terminate this Lease, the Tenant shall be given written notice of the proposed terminatior~, as listed below: no Failure to pay rent, at least fourteen (14) days; I . Creation or maintenance of a threat to health or safety or other Tenants or Landlord's employees, a reasonable time based on the urgency of the situation; or All other cases, at least thirty (30) days. The notice of Lease termination from the Landlord shall be either personally delivered to the Tenant or to an adult member of the Tenant's family residing in the dwelling unit, or sent to the Tenant by First Class Mail, properly addressed, and postage prepaid. The notice shall: Co do ~Specify the date the Lease shall be terminated; __State the grounds for termination with enough detail for the Tenant to prepare a defense. The Landlord shall rely solely on the grounds stated in the Notice of Lease Termination in the event eviction action is initiated; Advise the Tenant of the right to reply as he/she may wish, and to request an Informal Hearing (as described in d. below) in accordance with the Landlord's Grievance Policy, and/or to defend the action in court; and __Advise the Tenant of the right to request and Informal Grievance Hearing within ten (10) working days. The notice period shall begin on the earlier of the date of the notice was hand-delivered or the day after the notice was mailed. The purpose of the informal hearing is to attempt to resolve the issue(s) without resorting to the Formal Grievance Hearing and/or Court Eviction. 18. LEASE TERMINATION BY TENANT: The Tenant shall give the Landlord - 30-day written notice. This written notice must be given before the first day o~a rental period (defined as the date rent s required to be paid-usually the first of the month) and scheduled to be effective at the end of that rental period. (It's still called a 30-day notice, even for the months that have 31 or 28 days.) If the Tenant does not give the full notice, the Tenant shall be liable for rent to the end of the notice period or to the date the dwelling unit is re-rented, whichever date comes first. 19. TERMINATION OF LEASE UPON DEATH OF TENANT: Upon the death of the Tenant, or if there is more than one Tenant, upon the death of all tenants, either the Landlord or the personal representative of the Tenant's estate Shall be liable for rent to the end of the notice period 30-day written notice or the date the unit is rc,-rented, whichever date comes first. The termination of the lease under this section shall not relieve the Tenant's estate from liability either for payment of rent or other amounts owed prior to or during the notice period, or for the payment of amounts necessary to restore the premises to their condition at the beginning of the Tenant's occupancy, or from normal wear and tear. 20. PROPERTY ABANDONMENT: If a Tenant abandons the dwelling unit, the Landlord shall take possession ofthe Tenant's personal property remaining on the premises, and shall store and care for the property. The Landlord has a claim against the Tenant for reasonable costs and expenses incurred in removing the property and in storing and caring for the property, and the Landlord can collect from the Tenant all moving and storage'costs. The Landlord may sell or otherwise dispose of the property 60 days after the Landlord receives actual notice of abandonment or 60 days after it reasonably appears to the Landlord that the Tenant has abandoned the premises, whichever date occurs last. At least 14 days prior to the sale, the Landlord agrees to make reasonable efforts to notify the Tenant of the sale by sending written notice of the sale by certified mail, return receipt requested, to the Tenant's last know address or likely living quarters if that is know by the Landlord. The Landlord shall also post a notice of sale in a clearly visible place on the premises for at least two weeks before the sale. The Landlord may use the money from the sale to pay off any debts the Tenant owes the Landlord. Any amount above this belongs to the Tenant, if the Tenant has written and asked for it. 21. DELIVERY OF NOTICES: Notice by Landlord: Any notice from the Landlord shall be in writing and either personally delivered to the Tenant or to an adult member of the Tenant's family residing in the dwelling unit, or sent to the Tenant by Certified Mail, retum receipt requested, properly addressed, and postage prepaid. Notice by Tenant: Any notice to the Landlord shall be in writing, and either personally delivered to the Landlord at the Landlord's office, or sent to Landlord by first-class mail, postage prepaid and addressed to: HRA of Columbia Heights, 590 40th Avenue NE, Columbia Heights~ MN 55421 22. 22. GRIEVANCES: All individual grievances or appeals, with the exception of those cases concerning eviction or termination of tenancy, which are based upon a Tenant's creation or maintenance of a threat to health or safety of other tenants or Landlord employees, shall be processed under the Landlord's Grievance Policy. This policy is posted in the Management Office where copies are available upon request. Before the Landlord shall schedule a grievance hearing for any grievance concerning the amount of rent the Landlord claims is due, the Tenant must first bring his'her rent account current by paying to the Landlord an amount equal to the amount equal to the amount of rent due and payable as of the first of the month preceding the month in which the act or failure to act took place. After the hearing is scheduled, the Tenant shall continue to deposit the same monthly rent amount into the Landlord's escrow account until the complaint is resolved by the decision of the hearing officer or panel. If the grievance, hearing officer or panel upholds the Landlord's action to terminate the tenancy, the Landlord's notice to vacate shall not be issued to the Tenant before the decision of the grievance, hearing officer, or panel is either mailed o.r delivered to the Tenant. Until the Landlord Notice to Vacate has been served to the Tenant, the Landlord shall not commence eviction action in court. 23. ao bo CHANGE IN LEASE AGREEMENT: The Landlord may change the provisions of this Lease. The Landlord shall provide the Tenant with at least 60 days advance written notice before the Lease change becomes effective. The Landlords notice shall: Advise the Tenant of the proposed change to the Lease; and Provide the Tenant with the opportunity to submit written comments within a 30- day period. If, after considering the Tenant's comments, the Lease Agreement is to be modified, the Landlord shall notify the Tenant and offer the Tenant a new Lease or an addendum to the existing Lease. The Tenant may accept the changed provisions by signing the new agreement and returning it to the Landlord, or the Tenant may reject the changed provisions by giving the Landlord written notice of intent to terminate the tenancy as specified in Section 18 of this Lease. If the Tenant does not accept the amended Lease, the Landlord may terminate the Tenancy, as provided in Sections 16 and 17 of this Lease. 24. HOUSE RULES: The Tenant agrees to obey any House Rules, which are reasonably related to the safety, care and cleanliness of the building and the safety, comfort and convenience of the Tenants. Such rules may be modified by the Landlord from time to time, provided that the Tenant receives written notice of the proposed change, reasons for the change and an opportunity to submit written comments during a 30-day comment period at least 30 days before the proposed effective date of the change in the rule. ~v~:~, u ..... r,,,~ ir .... 25. DISCRIMINATION PROHIBITED: The Landlord shall not discriminate based upon race, color, creed, religion, national origin, sex, martial status, age, handicap or disability, or membership in a class requirements of Federal, State and Local law. 26. ATTACHMENTS TO THE LEASE: The Tenant certifies that he/she has received a copy of this Lease, and the following attachments to this Lease and understands that these attachments are part of this lease. a. #1 b. #2 c. #3 d. e. /'/5 f. #6 g. #7 A eompleted~ U fit trmp~c-tk4~ U ility Altowm P, it Rutesmul-t One Str4ke Pre D i sclosure-of4~ TENANT l) l.House Rules/Handbook 2.Application for Admission or Continued Occupancy Policy (ACOP) 3.Unit inspection form(s) 4.Pet Rules and Regulations 5.Disclosure on Lead Base Paint ' 6.Proximity Card Policy and Requirements 7.Parking Policy 8.Crime-Fre,,e/Dmg-Free Addendum 9.Community Service and Self-Sufficiency LANDLORI) 1) Tenant 1) Date Signed Tenm~t 2) Date Signed Management Date Signed PVVN Lease :701/20045 9 PARKVIEW VILLA NORTH SENIOR HOUSING-LEASE Number of Bedrooms Annual Recertification Effective Date PARTIES AND DWELLING UNIT: The parties to this Lease are the Housing and Redevelopment Authority (HRA) of Columbia Heiqhts, referred to as Landlord, and , referred to as Tenant. The Landlord leases to the Tenant, dwelling unit number , located at 965 40Ih Avenue NE in the project known as Parkview Villa Senior Housing Building. The premises leased are for the exclusive use and occupancy of the Tenant's household consisting of the following named persons who will live in the dwelling unit: LEASE TERM AND RENT PAYMENT: The Lease shall begin on__/ /__ The term shall be one month and shall continue month to month, from the first day of each month, unless terminated as provided by this Lease. If the Tenant is leasing the dwelling unit after the first of the month, the rent for the partial month is $ prorated from-. / /__to / / 'Tenant shall pay monthly rent of $ This amount is due on the first day of each month at the Parkview Villa Office. This same monthly rent amount shall remain in effect until adjusted in accordance with provisions of Section 8 or 9 of this Le~se. If the Tenant's rent payment cannot be made on or before the first of each month, it is the Tenant's responsibility to contact the Landlord prior to the first of the month to request an extension of the due date. If the Landlord agrees to the extension, a written agreement will be signed by the Tenant indicating the date on which the Tenant will make full payment of rent due. If Tenant fails to make the rent payment by the fifth day of the month, and the Landlord has not agreed to accept payment at a later date, a notice to vacate will be issued to Tenant in accordance with Section 17 of this lease. SECURITY DEPOSIT: The tenant has deposited $ with the landlord. With the approval of the Landlord, the Security Deposit may be made in monthly payments of $ for a period of months, payable on the ___ day of each month beginning on __/ / The Landlord will hold this Security Deposit for the period the tenant occupies the dwelling unit. The Landlord shall not use the Security Deposit for rent or other charges while the tenant is living in the dwelli'ng unit. Within 21 days after the tenant has permanently moved out of t.be dwelling unit and has given his/her new address to the Landlord, the Landlord shall return the Security Deposit with interest (5% simple interest per annum before October 1, 1984, 5.5% October 1984 - April 1992, 4% May 1992 - March 1996, 3% thereafter) minus whatever amount is needed to pay the cost of: ao Unpaid rent, Repair of damages that exceed normal wear and tear as listed on the Move-out Inspection Report, and : Other charges due under the lease Interest begins on the first day of the month following the full payment of the Security Deposit and runs to the last day of the month in which the Landlord returns the Security Deposit. The Landlord shall provide the tenant with a written list of a~ the Security Deposit. If the tenant disagrees with the amou agrees to meet with the tenant to discuss the charges. OCCUPANCY: The tenant must live in the dwelling unit an the only place of residence. The tenant shall use the premi o dwelling for himself/herself and the persons named in Section 1 of this Lease, with the exception of minor children born into the household during this tenancy, and shall not permit its use for any other purpose. The Tenant shall not: a. Permit any persons other than those listed above and minor children which are born into the household during this tenancy, to reside in the dwelling unit without obtaining the prior written approval of the Landlord; b. Sublet or assign the unit, or any part of the unit; c. Engage in or permit unlawful activities in the unit, in the common areas, or on the project grounds; Have pets or animals of any kind in the dwelling unit without the prior execution of a Lease Addendum with the Landlord permitting pets; or Makeor permit noises or acts that will disturb the rights or comfort of neighbors. The tenant agrees to keep the volume of any radio, stereo, television, or musical instrument at level, which will not disturb the neighbors. do The tenant has the right to exclusive use and occupancy of the dwelling unit, which includes reasonable accommodation of the tenant's guests, visitors and with the consent of the Landlord, foster children, and live-in care giver of a member of the tenant's family: CONDITION OF DWELLING: By signing the Lease and the Unit Inspection Report, the tenant acknowledges that the dwelling unit is safe, clean and in good condition, and that all appliances and equipment in the dwelling unit are in good working order as described on the move-in Unit Inspection Report. This report, signed by both the tenant and Landlord, is Attachment #2 of this Lease. At the time of move-out, the Landlord shall complete another inspection of the dwelling unit. When the tenant notifies the Landlord of his or her intent to vacate, the Landlord shall advise the tenant of their opportunity to participate in the move-out inspection. UTILTIES: The following chart describes how the cost of utilities and services for the dwelling unit shall be paid. The Landlord shall not be responsible for failure to furnish utilities for reasons, which are beyond the Landlord's control. Landlord Paid Heat X Cooking Fuel X Electricity Hot Water X Sewer X Water X Trash Removal X Other Tenant Paid X EXCESS UTILITY AND GARAGE: In addition to monthly rent,"the tenant shall pay the amounts for excess utility consumption of tenant furnished major appliances listed below: Amount Tenant Pays to the Item Landlord in Addition to Rent Room Air Conditioner $ .per Extra Refrigerators $ ,per Food Freezers $ ,per Head Bolt Heater $ ,per Garage $ per The Utility Allowance Schedule for tenant paid utilities and the Schedule of Excess Utility Surcharqes is posted in the Landlord's Office and is Attachment #3 to this agreement. The Landlord shall provide the tenant with no less than 60 days notice prior to the proposed effective date of scheduled revisions to these items. The notice shall: a. Describe the basis for the allowance or revision. ,a. bo Include a statement of specific items included in determining the utility consumption and dollar amounts in the allowance or revision. Advise tenants where they may review the Landlord's records, which document the basis for the allowance or revision. Provide tenants an opportunity to submit written comments within a 30-day period. The comment period will expire no less than 30 days prior to the proposed effective date of the allowance or revision. ANNUAL RENT RECERTIFlCATION: Each year, by the date specified by the Landlord, the tenant shall provide accurate statements regarding income, assets, expenses, and family composition. The Landlord shall verify the information supplied by the tenant and use the verified'information to establish the amount of the tenant's rent. In cases where Annual Income cannot be projected for a 12-month period, the Landlord shall reschedule special interim rent reviews between the annual rent recertification. The tenant may meet with the Landlord to discuss any change in rent resulting from the recertification process. INTERIM RENT ADJUSTMENTS: The tenant should promptly report to the Landlord any of the folldwing changes in household circumstances when they occur between Annual Rent Recertification: Co eo A decrease in Annual income; Child care expenses for children under the age of 12 which are necessa.ry to enable a member of the household to be employed or to go to school; Handicapped Assistance Expenses, which enable a family member to work; Medical expenses of Elderly, Disabled, or Handicapped Headed Households The addition of a dependent member to the household (excluding foster children) who is under 18 years of age or is a disabled or handicapped person or a full-time student. The Landlord shall then verify the information provided by the Tenant to determine if a decrease in the rent is warranted. 10. 11. EFFECTIVE DATE OF RENT CHANGE: The Landlord shall give the tenant written notice of any change in the tenant's rent. The notice shall be signed by the Landlord, state the new amount the tenant is required to pay, and the effective date of the new rent amount. a. Rent Decreases: The Landlord shall process rent decreases so that the lower rent amount becomes effective on the first day of the month after the tenant reports the change in the household circumstances. b. Rent Increases: The Landlord shall process rent increases so that the tenant is given no less than 30 days advance written notice of the arfibunt due. Once the rental rate is established, it shall remain in effect until the effective date of the new Annual Rent Recertification, prescheduled Special Interim Rent .Review, or Interim Rent Adjustment. TENANT OBLIGATION TO REPAY: Tenant shall reimburse the Landlord for the difference between the rent, which was paid and the rent which should have been charged if [he following circumstances occur: ao Tenant does not submit Rent Recertification information by the date specified in the Landlord's request; or Tenant submits false information at Admission or at the Annual, Special, or Interim Rent Adjustment. Tenant is not required to reimburse the Landlord for undercharges caused solely by the Landlord's failure to follow U.S. Department of Housing and Urban Development's procedures for computing rent. 12. MAINTENANCE: Tenant Agrees to: eo Keep the dwelling unit and any other areas assigned for the Tenant's exclusive use in a clean and safe condition; Use all appliances, fixtures and equipment in a safe manner and only for the purposes for which they are intended; Not litter the grounds or common areas of the project; Not undertake, or permit his/her family or guests to undertake any hazardous acts or do anything that will damage the property; NOt destroy, deface, damage or remove any part of the dwelling unit, common areas, or project grounds; Gives the Landlord prompt notice of any defects in the plumbing, fixtures, appliances, heating and cooling equipment or any other part of the unit or related facilities; Remove garbage and other waste from the dwelling unit in a clean and safe manner; and Pay reasonable charges (other than for normal wear and tear) for the repair of damages to the premises, project buildings, facilities or common areas caused by the t.,enant, his/her household, or guests, and to do so within 30 days after the receipt of the Landlord's itemized statement of the repair charges. The Dama.qe and Service Charqe Schedule is posted in the Landlord's office. Other: 13. The Landlord Agrees to: a. Maintain the premises and the project in decent, safe and sanitary condition; b. Comply with requirements of applicable building codes, and housing codes materially affecting health and safety, and U.S. Department of Housing and Urban Development regulations; c. Make necessary repairs to the premises; d. KeeP project buildings, facilities and common areas, not otherwise assigned to the Tenant for maintenance and upkeep, in a clean and safe condition; e. Maintain in good and safe working order and condition electrical, plumbing, sanitary, heating, ventilating, and other facilities and appliances, including elevators, supplied or required to be supplied by the Landlord; f. Provide and maintain appropriate receptacles and facilities (except containers for the exclusive use of an individual Tenant family) for the deposit of garbage, recycling, and other waste removed from the premises by the Tenant; and g. Supply running water and reasonable amounts of hot water and reasonable amounts of heat at appropriate times of the year (according to local customs and usage) except where heat or hot water is generated by an installation within the exclusive control of the Tenant and supplied by a direct utility connection. RESTRICTION ON ALTERATIONS: The tenant shall not do any of the following without first obtaining the Landlord's written permission: f. g. h. i. j. Dismantle, change or remove any part of the appliances, fixtu~:es or equipment in the dwelling unit; Paint or install wallpaper or contact paper in the dwelling unit; Attach awnings or window guards in the dwelling unit; Attach or place any fixtures, signs, or fences on the building(s), the common areas, or the project grounds; Attach any shelves, screen doors, or other permanent improvements in the dwelling unit; Install or alter carpeting, resurface floors or alter woodwork; Install washing machines, dryers, fans, heaters, or air conditioners in the dwelling unit; Place any antennas or other electrical connections on the dwelling unit; or Install additional or different locks or gates on any doors or windows of the dwelling unit. Other: 14. 15. 16. 17. ACCESS BY LANDLORD: The Landlord shall provide two days written advance notice to the Tenant of his/her intent to enter the dwelling unit for the purpose of performing routine inspections and maintenance, for making improvements or repairs, or to show the dwelling ur, it for re-renting. The notice shall specify the date, time, and purpose of the entry. The Tenant shall permit the Landlord, his/her agents, or other persons, when accompanied by the Landlord, to enter the dwelling unit for these purposes. In the event that the Tenant and all adult members of the household are absent from the dwelling unit at the time of entry, the Landlord shall leave a card stating the date and time and name of the person entering the dwelling unit and the purpose of the visit. The Landlord may enter the dwelling unit at anytime without advance notice when there is reasonable cause to believe an emergency exists. SIZE OF DWELLING:. The Tenant understands that the Landlord assigns dwelling units according to the Occupancy Standards published in the Occupancy Policy. The standards consider the type (such as dwelling units designed for the elderly or handicapped) and size of the dwelling unit required by the household members. If the Tenant is or becomes eligible for, a different type of size dwelling unit and an appropriate dw. elling unit under this program becomes available, the Tenant shall be given a reason'able period of time to move. If the Tenant fails to move to the designated dwelling unit within the notice period specified by the Landlord, the Landlord may terminate this Lease as provided in Section 16 and 17. LEASE TERMIANTION BY LANDLORD: Any termination of the Lease shall be carried out in accordance with U.S. Department of Housing and Urban Development regulations, State and Local law, and the terms of this Lease. The Landlord shall not terminate or refuse to renew the Lease other than for serious or repeated violation of material terms of the Lease, such as, but not limited to, the following: ao co do eo Nonpayment of rent or other charges due under the Lease, or repeated chronic late payment of rent; Failure to provide timely and accurate statements of income, assets, expenses and family composition at Admission, Interim, Special or Annual Rent Recertification; Assignment or subleasing of the premises or providing accommodation for boarders or lodgers; Use of the premises for purposes other than solely as a dwelling unit for the Tenant and Tenant's household as identified in the Lease, or permitting its use for any other purpose; Failure to abide by necessary and reasonable rules made by the Landlord for the benefit and well being of the housing project and the Tenants; Failure to abide by applicable building and housing codes materially affecting health or safety; '~ Failure to dispose of garbage, waste and rubbish in a safe and sanitary manner; Failure to use electrical, plumbing, sanitary, heating, ventilating, air conditioning and other equipment, including elevators, in a safe manner; Acts of destruction, defacement or removal of any part of the premises, or failure to cause guests to refrain from such acts; Failure to pay reasonable charges (other than for normal wear and tear) for the repair of damages to the premises, project buildings, facilities or common area; or Other good cause. NOTICE OF LEASE TERMINATION: If the Landlord proposes to terminate this Lease, the Tenant shall be given written notice of the proposed termination, as listed below: ao co Failure to pay rent, at least fourteen (14)' days; Creation or maintenance of a threat to health or safety or other Tenants or Landlord's employees, a reasonable time based on the urgency of the situation; or All other cases, at least thirty (30) days. 18. 19. 20. 21. The notice of Lease termination from the Landlord shall be either personally delivered to the Tenant or to an adult member of the Tenant's family residing in the dwelling unit, or sent to the Tenant by First Class Mail, properly addressed, and postage prepaid. The notice shall: ao do Specify the date the Lease shall be terminated; State the grounds for termination with enough detail for the Tenant to prepare a defense. The Landlord shall rely solely on the grounds stated in the Notice of Lease Termination in the event eviction action is initiated; Advise the Tenant of the right to reply as he/she may wish, and to request an Informal Hearing (as described in d. below) in accordance with the Landlord's Grievance Policy, and/or to defend the action in court; and Advise the Tenant of the right to request and Informal Grievance Hearing within ten (10)working days. The notice period shall begin on the earlier of the date of the notice was hand-delivered or the day after the notice was mailed. The purpose of the informal hearing is to attempt to resolve the issue(s) without resorting to the 'Formal Grievance Hearing and/or Court Eviction. LEASE TERMINATION BY TENANT: The Tenant shall give the Landlord one month plus one day written notice before moving from the dwelling unit. If the Tenant does not give the full notice, the Tenant shall be liable for rent to the end of the notice period or to the date the dwelling unit is re-rented, whichever date comes first. TERMINATION OF LEASE UPON DEATH OF TENANT: Upon the death of the Tenant, or if there is more than one Tenant, upon the death of all tenants, either the Landlord or the personal representative of the Tenant's estate shall be liable fo~' rent to the end of the notice period or the date the unit is re-rented, whichever date comes first. The termination of the lease under this section shall not relieve the Tenant's estate from liability either for payment of rent or other amounts owed prior to or during the notice period, or for the payment of amounts necessary to restore the premises to their condition at the beginning of the Tenant's occupancy, or from normal wear and tear. PROPERTY ABANDONMENT: If a Tenant abandons the dwelling unit, the Landlord shall take possession of the Tenant's personal property remaining on the premises, and shall store and care for the property. The Landlord has a claim against the Tenant for reasonable costs and expenses incurred in removing the property and in storing and caring for the property, and the Landlord can collect from the Tenant all moving and storage costs. The Landlord may sell or otherwise disposeof the property 60 days after the Landlord receives actual notice of abandonment or 60 days after it reasonably appears to the Landlord that the Tenant has abandoned the premises, whichever date occurs' last. At least 14 days prior to the sale, the Landlord agrees to make reasonable efforts to notify the Tenant of the sale by sending written notice of the sale by certified mail, return receipt requested, to the Tenant's last know address or likely IMng quarters if that is know by the Landlord. The Landlord shall also post a notice of sale in a clearly visible place on the premises for at least two weeks before the sale. The Landlord may use the money from the sale to pay off any debts the Tenant owes the Landlord. Any amount above this belongs to the Tenant, if the Tenant has written and asked for it. DELIVERY OF NOTICES: Notice by Landlord: Any notice from the Landlord shall be in writing and either personally delivered to the Tenant or to an adult member of the Tenant's family residing in the dwelling unit, or sent to the Tenant by Certified Mail, return receipt requested, properly addressed, and postage prepaid. Notice by Tenant: Any notice to the Landlord shall be in writing, and either personally delivered to the Landlord at the Landlord's office, or sent to Landlord by first-class mail, postage prepaid and addressed to: HRA of Columbia Heights, 590 40th Avenue NE, Columbia Heights, MN 55421 22. 23. 24. 25. 26. GRIEVANCES: All individual grievances or appeals, with the exception of those cases concerning eviction or termination of tenancy, which are based upon a Tenant's creation or maintenance of a threat to health or safety of other tenants or Landlord employees, shall be processed under the Landlord's Grievance Policy. This policy is posted in the Management Office where copies are available upon request. Before the Landlord shall schedule a grievance hearing for any grievance concerning the amount of rent the Landlord claims is due, the Tenant must first bring his/her rent account current by paying to the Landlord an amount equal to the amount eqUal to the amount of rent due and payable as of the first of the month preceding the month in which the act or failure to act took place. After the hearing is scheduled, the Tenant shall continue to deposit the same monthly rent amount into the Landlord's escrow account until the complaint is resolved by the decision of the hearing officer or panel. If the grievance, hearing officer or panel upholds the Landlord's action to terminate the tenancy, the Landlord's notice to vacate shall not be issued to the Tenant before the decision of the grievance, hearing officer, or panel is either mailed or delivered to the Tenant. Until the Landlord Notice to Vacate has been served to the Tenant, the Landlord shall not commence eviction action in court. CHANGE IN LEASE AGREEMENT: The Landlord may change the provisions of this Lease. The Landlord shall provide the Tenant with at least 60 days advance written notice before the Lease change becomes effective. The Landlords notice shall: ao Advise the Tenant of the proposed change to the Lease; and Provide the Tenant with the opportunity to submit written comments within a 30- day period. If, after considering the Tenant's comments, the Lease Agreement is to be modified, the Landlord shall notify the Tenant and offer the Tenant a new Lease or an addendum to the existing Lease. The Tenant may accept the changed provisions by signing the new agreement and returning it to the Landlord, or the Tenant may reject the changed provisions by giving the Landlord written notice of intent to terminate the tenancy as specified in Section 18 of this Lease. If the Tenant does not accept the amended Lease, the Landlord may terminate the Tenancy, as provided in Sections 16 and 17 of this Lease. HOUSE RULES: The Tenant agrees to obey any House Rules, which are reasonably related to the safety, care and cleanliness of the building and the safety, comfort and convenience of the Tenants. Such rules maY be modified by the Landlord from time to time, provided that the Tenant receives written notice of the proposed change, reasons for the change and an opportunity to submit written comments during a 30-day comment period at least 30 days before the proposed effective date of the change in the rule. Existing House Rules, if any, are posted in the project and are included as Attachment #4-#8 to this lease. DISCRIMINATION PROHIBITED: The Landlord shall not disc~:'iminate based upon race, color, creed, religion, national origin, sex, martial status, age, handicap or disability, or membership in a class requirements of Federal, State and Local law. ATTACHMENTS TO THE LEASE: The Tenant certifies that he/she has received a copy of this Lease, and the following attachments to this Lease and understands that these attachments are part of this lease. ao bo #1- A completed copy of the Application for Admission or Continued Occupancy Form, including income and rent calculations. #2- Unit Inspection Report. #3- Utility Allowance Schedule and Schedule of Excess Utility Surcharges. #4- Pet Rules and House Rules, if any. #5- One Strike Provision. #6- Disclosure of Information on Lead Based Paint Hazards. #7- Security Card Policy & Procedure. #8- Housing with Services TENANT 1) / / 2) (Date Signed) / / (Date Signed) LANDLORD 1) / / (Date Signed) PWN Lease MEMO DATE: TO: FROM: RE: January 18, 2005 ALL HRA COMMISSIONERS DANA WELKE, HOUSING ADMINISTRATOR BACKGROUND INFORMATION ON TERMINATION OF LEASE UPON DEATH OF TENANT This is a follow-up to the request from the Council from the December 2004 HRA meeting. In researching how other rental properties and/or HRA properties manage apartment unit deposits and the termination of the lease upon a death of a tenant. A total of (4) four companies were researched, starting with Scott County. Scott County requires a $250.O0/unit security deposit and a (1) one-month plus (1) one day, to be effective on the last day of the calendar month for the notice of lease termination for a tenant death. The Carver County HRA has a fiat security unit deposit of $250.00 and they follow the state statute requiring a 60-day notice for termination of lease from a death. Dominium Management requires a $300-$500 deposit depending on the size of the unit plus the first months' rent amount for the security unit deposit and upon termination of the lease by death, they hold the representative responsible for the lease term unless the unit if filled by an applicant. 4. Common Bond requires 30% of the income at move in for the security unit deposit and (2) two months notice for the lease termination by death. All of the above use the unit security deposit for any unpaid rents. However, the law bars renters from using their deposit as rent for the last month of the lease. (See attached newspaper clipping) Staff recommends continuing the same Termination of Lease upon death of tenant: designated responsible party must give a 30-day written notice. This written notice must be given before the first day of a rental period (defined as the date rent is required to be paid, usually the first of the month) and scheduled to be effective at the end of that rental period, (It's still called a 30-day notice, even for the months that have 31 or 28 days) as it is written in the current lease with small adjustments in the wording for better clarity. Minnesota State Statute 504B.265, Subd. 2.; reads: Either the landlord or the personal representative of the tenant's estate may terminate the lease upon at least two month's written notice, to be effective on the last day of the calendar month, and hand deliver or mailed by postage prepaid, first class United States mail, to the address of the other party. The landlord may comply with the notice requirement of this subdivision by delivering or mailing the notice to the premises formerly occupied by the tenant. The termination of a lease under this section shall not relieve the tenant's estate from liability either for the payment of rent or other sums owed prior to or during the notice period, or for the payment of amounts necessary to restore the premises to their condition at the commencement of the tenancy, ordinary wear and tear excepted. In the Landlords and Tenants: Rights and Responsibilities Resource which is issued by the Minnesota Attorney Generals Office, and posted in the Parkview Villa's office reads under #6 The Lease: The "personal representative" of a renter's estate may terminate a lease upon the death of the renter after two full month's written notice. (32) A tenant may vacate a unit if it becomes inhabitable or unfit for occupancy (see page 17). In certain circumstances, a renter called to duty in the armed forces can give 30-days notice. The military service member/tenant should contact his/her Judge Advocate General Office for information. oaturaay, December 25 · 2004 Law usi 'ao~top In t~ apa~ment." ~n tenaci~, the'smoke S~ll and ,:::, most ~fies ~ ~e ~t to' ~o~al ~ar and tear ~ . m~es some ~IIS, ceilln~, blinds and ~ for ~e smoke d~ ~e IS them a I-- ~uldng ': ~yrent to a ~Ok~ . ,;iinn~oua StatuteSO4Bd~. l~rohibiti a tenant from liqlding ~e last month's on ~e grounds that theri~. age aeposit sho/dd ~ or he~ wifl~ written notice of . ,tl~S.'~ statute, the tenant is liable tq.the landlord for unpaid. rent~ a penalty in the amount. of the damage deposit that W~uld have been Withheld, and forfeiture of interest ac- crued on the damage deposit. Once a judgment is ob- tained, state law permits gar- nishment ofw~s~tO collect amounts owed to a landlord, as well as a levy On perSonal and real property, as permit- ted by statute. If you obtain a judgment, most courthouses have hand-outs that explain your collection option~. : There's no law that re- there not ordi: nary. Wear and tear. ~ What Is .the ,"standard' X~for not/ce in Minnesota when no lease was 'signed and ~ou are eesenUally go- ing monfli to month? I tended to sign a lease but 'didn't because ime of the terms was disagm~ble, and the landlord never got back to me with a new one. My roommate Is leaving ~ he gave his notice at the end of · Octoher ~ and I would like to ~ow ~.! must, s~ve two months' notice or Just one effective for the I COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: January 25, 2005 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: 8-G DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Approve the ACOP (Admission and BY: Dana Welke BY: Continued Occupancy Policy) DATE: January 25, 2005 BACKGROUND: In order to better serve the residents at Parkview Villa w{ have updated the Admission and Continued Occupancy Policy to stay in compliance with HUD. Parkview Villa's HUD representative has reviewed and approved this in this format. We have added the following to the Parkview Villa ACOP: a base rent, community service, and self-sufficiency requirements. We removed any Federal Preferences, which do not exist anymore and added the verbiage to read more site specific with all of the local preferences. Management has also added a clause that addresses tenant apartment painting: Existing tenants will be offered apartment painting at no charge to the tenant at 7 years of occupancy. RECOMMENDATION: Staff recommends the review of the attached documents and the Adoption of the ACOP (Admission and Continued Occupancy Policy). RECOMMENDED MOTION: Move to Approve the ACOP (Admission and Continued Occupancy Policy. HRA ACTION: PA R K VI E W VIL L A N 0 R TH ADMISSION AND CONTINUED 0 CCUPA NC Y POLICY HOUSING AND REDEVELOPMENT AUTHORITY OF COLUMBIA HEIGHTS, MINNESOTA REVISED: January 2005 TABLE OF CONTENTS Section 504 Equal Access Statements Fair Housing and Equal Opportunity Statements and Statements of Non-discrimination II. Privacy Policy 111. General Eligibility Criteria IV. General Occupancy Standards V. Development Eligibility Criteria and Occupancy Standards VI. Qualifying for Admission VII. Preference Categories for Admission VIII.Administration of the Waiting List IX. Screening Criteria X. Verification Requirements XI. Rejection of Ineligible or Unqualified Applicants Xll. Applicant Interview Page 3-4 4-5 5 6-8 8-9 10 10-11 11 11-15 15-19 17-19 19-21 21 Exhibit A Exhibit B Exhibit C Exhibit D Exhibit E Exhibit F Exhibit G Exhibit H EXHIBITS HUD Income Limits Definitions House Rules/Tenant Handbook Screening Procedures Verification Procedures Live-In Aide Move-In Procedures Unit Transfer Procedures SECTION 504 EQUAL ACCESS STATEMENTS For mobility impaired persons: This document is kept at Parkview Villa, which is an accessible facility on an accessible route. This document may be examined Mondays from 9:00 a.m. to 1:00 p.m., Tuesdays from 1:00 p.m. to 4:00 p.m., and Wednesdays and Thursdays between the hours of 9:00 a.m. and 4:00 p.m. You must phone in to make arrangements to examine this document. Please call 612-781-0755. For hearing impaired persons: Parkview Villa will provide assistance to hearing-impaired persons in reviewing this document. Assistance may include provision of a qualified interpreter at a time convenient to both Parkview Villa and the individual with handicaps. Please schedule an appointment. For vision-impaired persons: Parkview Villa will provide a staff vision-impaired person in reviewing Assistance may include: describing the document, reading the document or person to assist a this document. contents of the sections of the document, or providing such other assistance as may be needed to permit the contents of the document to communicated to the person with vision impairments. be Assistance to ensure equal access to this document will be available in alternate formats and provided in a confidential manner and setting. An individual with disabilities is responsible for providing his/her own transportation (by advocacy groups, social workers, family members or personal friends) to and from the location where this document is kept. The applicant should inform Parkview Villa if additional assistance is needed to complete forms or understanding program requirements, procedures, house rules, etc. Advocacy groups, social workers, family members or personal friends may provide assistance. If an individual with disabilities is involved, all hearings or meetings required by this document will be conducted at an accessible location with appropriate assistance provided. I. FAIR HOUSING AND EQUAL OPPORTUNITY REQUIREMENTS STATEMENTS OF NON-DISCRIMINATION It is the policy of Parkview Villa to comply with Title VI of the Civil Rights Act of 1964, The Federal Fair Housing Act, Executive Order 11063,-Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, Title II of the Americans with Disabilities Act, the Minnesota Human Rights Act, and any legislation protecting the individual rights of residents, applicants or 'staff which may subsequently be enacted. Under Federal Law it is illegal to discriminate against any person or group of persons because of race, color, religion, sex, handicap, familial status or national origin. The Minnesota Human Rights Act prohibits discrimination because of race, color, creed, religion, national origin, sex, age, disability, and marital status, status with regard to public assistance, sexual orientation, or familial status. In addition, owners must comply with local fair housing and civil rights laws. Parkview Villa shall not: Deny to any family the opportunity to apply for housing, nor deny to any eligible applicant the opportunity to lease housing suitable to its needs; Provide housing which is different than that provided others; Subject a person to segregation or unequal or different treatment; Restrict a person's access to any benefit enjoyed by others in connection with the housing program; Treat a person differently in determining eligibility or other requirements for admission; Deny a person access to the same level of services; or 4 Deny a person the opportunity to participate in a planning or advisory group that is an integral part of the housing program. Parkview Villa shall not automatically deny admission to a particular group or category of otherwise eligible applicants; i.e., single head of households with children, elderly pet owners, or families whose head or spouse is a student. Each applicant in a particular group or category will be treated on an individual basis in the normal processing routine. Parkview Villa will seek to identify and eliminate situations or procedures that create a barrier to equal housing opportunity for all. In accordance with Section 504, Parkview Villa will make physical or procedural changes to permit individuals with disabilities to have full advantage of the housing program. Such accommodations may include changes in the method of administering policies, procedures, or services. In addition, Parkview Villa may perform structural modifications to housing and non-housing facilities where such modifications would be necessary to afford full access to the housing program for qualified individuals with handicaps. In reaching a reasonable accommodation with or performing structural modifications for otherwise qualified individuals with handicaps, Parkview Villa are not required to: Make structural alterations that require the removal or altering of a load-bearing structural member; Provide an elevator in any multi-family housing development solely for the purpose of locating accessible units above or below the grade level; · Provide support services that are not already part of its housing programs; Take any action that would result in a fundamental alteration in the nature of the program or service; Take any action that would result in an undue financial and administrative burden on Parkview Villa. II. PRIVACY POLICY It is the policy of Parkview Villa to protect the privacy of individuals covered by the Federal Privacy Act of 1974, and to ensure the protection of such individual verification of records maintained by the property. This information may be released to appropriate federal, state and local agencies, when relevant, and to civil, criminal or regulatory investigators and prosecutors. However, the information will not be otherwise disclosed or released unless the individual gives written authorization to do so. This privacy policy in no way limits Parkview Villa ability to collect such information as it may need to determine eligibility, compute rent or determine an applicant's suitability for tenancy. Consistent with the intent of Section 504 of the Rehabilitation Act of 1973, any information obtained on handicap or disability will be treated in a confidential manner. III. GENERAL ELIGIBILITY CRITERIA To apply for Public housing assistance, applicants must be qualified under the income limits established by the U.S. Department of Housing and Urban Development (HUD), for the type of development, and for the size and type of unit available. Being eligible, however, is not an entitlement to housing. In addition, every applicant must meet the tenant selection criteria. The tenant selection criteria are used to demonstrate the applicant's suitability as a tenant using verified information on past behavior to document the applicant's ability, either alone or with assistance, to comply with the rules governing tenancy. The applicant will be judged on current and past behavior and practices related to tenancy and not on any attribute or behavior in which may be imputed to a particular group or category of persons of which an . applicant may be a member. Only U.S. citizens and eligible non-citizens qualify for rental' assistance. Applicants must also qualify in accordance with one or more of the following eligibility criteria: Family Eligible Applicants A family consists of: · One or more persons whose income and resources are available to meet the family's needs; A remaining member(s). A remaining family member(s) is any person(s), except a live-in aide or foster child, who remains in the unit and was considered a member of the household on the most recent lease or recertification form. To qualify as a remaining family member the person(s) must: a. be a member of the original tenant household or have become a member of the tenant household subsequent to move-in with written approval of Parkview Villa and remained in continuous occupancy up to and including the time the original tenant of record vacates or dies; b. be listed on the current lease or HUD Form 50058; and c. have his/her income (if any) included in the household's annual income for determining rent. · A displaced person. A displaced person(s) is one who has been displaced: a. from an urban renewal area; b. as a result of governmental actions; or c. as a result of a disaster determined by the President of the United States to be a major disaster. Elderly Family An elderly household consists of either a single person or family where the head or spouse is at least 62 years old, handicapped or disabled. The household may be elderly, handicapped or disabled persons who are living together, or one or more such persons living with someone essential to their care or well-being; i.e., "a live-in aide/attendant". Handicapped A handicapped household includes: 1. A person who is handicapped by having a physical, developmental or mental impairment which: · is expected to be of a long, continued and indefinite duration; · substantially impedes his or her ability to live independently; and, · is of such a nature that such ability could conditions. and, be improved 2. A person with a developmental disability as defined below. Disability by more suitable housing A disabled household includes a person who is under a disability as defined in Section 223 of the Social Security Act, or in Section 102(7) of the Developmental Disabilities Assistance and Bill of Rights Act [42 U.S.C. 6001(7)]. Section 223 of the Social Security Act (42 U.S.C. 423) defines disability as: Inability to engage in any substantial gainful activity by reason of any medically determinable physical or mental impairment which can be expected to result in death or which has lasted or can be expected to last for a continuous period of not less than 12 months; or In the case of an individual who has attained the age of 55 and is blind (within the meaning of "blindness as defined in Section 41 6(I)(I) of the Social Security Act), and is unable by reason of such blindness to engage in substantial gainful activity in which s/he has previously engaged with some regularity and over a substantial period of time. Section 102(7) of the Developmental Disabilities Assistance and Bill of Rights Act [42 U.S.C. 6001 (7)], defines disability as severe, chronic disability of a person which: Is attributable to a mental or physical impairment or combination of mental and physical impairment; · Is manifested before the person attains age twenty-two; · Is likely to continue indefinitely; · Results in substantial functional limitations in three or more of the following areas of major life activity: self-care receptive and expressive language learning mobility self-direction capacity for independent living economic self-sufficiency; and, Reflects the person's need for a combination and sequence of special interdisciplinary or generic care, treatment, or other services which are of lifelong or extended duration and are individually planned and coordinated. Ineligible Applicants An applicant is considered ineligible if: The household's annual gross income is greater than the applicable income limit established by HUD; i.e., Exhibit A -- HUD Income Guidelines. The amount the household would be required to pay using the applicable HUD rent formula equals or exceeds the gross rent for the unit. Management determines that the applicant and/or household member(s) do not meet the tenant selection criteria or the criteria under which the property was developed. IV. GENERAL OCCUPANCY STANDARDS 1-bedroom units 2 bedroom units 1-2 persons up to 565 square feet 2-4 persons up to square feet Parkview Villa must comply with all reasonable state and local health and safety restrictions regarding the maximum number of persons permitted to occupy a unit. In the absence of such restrictions, overcrowding is deemed to occur when the total number of persons in the unit exceeds two persons per habitable sleeping room. AdditiOnal persons may be allowed when a habitable sleeping room provides at least 50 square feet per person. A habitable sleeping room is any room except the following: · kitchen · bathroom · hallway; or · dining room. More than two persons may occupy a bedroom provided there is sufficient square footage in the bedroom to meet local standards. If local standards permit, the living room may be considered a habitable sleeping room, therefore, increasing the overall occupancy level. Parkview Villa should take into consideration the makeup of the household when determining the appropriately-sized unit. Persons of different generations, opposite gender, and unrelated adults should not be required to share a bedroom. However, the final decision as to the number of persons residing in a unit shall be left to the applicant, provided the unit is not overcrowded or under occupied. Physically Handicapped/Disabled Applicants For units accessible to or adaptable for persons with mobility, visual or hearing impairments, households containing at least one person with such impairment will have first priority, (as applicable for a particular unit's features). Note: Current residents in good standing requiring accessible/adaptable units shall be given priority over applicants requiring the same type of unit. Where no such applicants or current residents are at hand, management reserves the right to hold such units available while outreach efforts are in process to obtain applicants with need for such units. Where non-handicapped persons are moved into units designed to meet special needs, they must agree to move to the first available appropriately sized unit with no such design features available should an applicant or current resident require an accessible unit of the type currently occupied by the non-handicapped person. The tenant will be considered for a unit transfer when the following has occurred: · family circumstances necessitate an accessible unit, i.e., medical reasons. If no appropriate unit is available the tenant will be placed on an in-house transfer waiting list in accordance with the date the family met the eligibility criteria. · Convenience transfers are at the discretion of Parkview Villa Management · Tenant requesting the unit transfer for preference will pay all administrative fees. · No administrative fees will be charged for accessibility/handicap transfers. Mm DEVELOPMENT ELIGIBILITY CRITERIA AND OCCUPANCY STANDARDS Parkview Villa offers independent housing for the elderly, handicapped or disabled. Parkview Villa offers 100 one-bedroom independent living, rental units within a building with two elevators. Six (6) apartments are wheelchair accessible. The bedroom dimensions are 9'1/2" x 14'. VI. nine-story QUALIFYING FOR ADMISSION It is Parkview Villa's policy to accept and process applications in accordance with applicable HUD regulations. Every application must be completed in its entirety, with or without assistance, and signed and dated by the head of household and co-head(s), and all household members 18 years and older, if applicable. All members of the household shall be listed on the application form. Staff will assist any applicant who might have trouble completing the application form. This assistance might take the form of answering questions about the application, helping applicants who might have literacy, vision or language problems and, in general, making it possible for interested parties to apply for housing. Applications that are incomplete and/or have not been signed and dated as required will not be processed. Whenever possible, communications with applicants will be by first class mail. Failure to respond to letters may result in withdrawal of an application from further processing. Management may take exceptions to the procedures described herein to take into account circumstances beyond the applicant's control; i.e., medical emergencies or extreme weather ~d!tio~. !f f~i!'~,:~ to re~.~d !: ~'~e to management will make disability reasonable accommodation. No decisions to accept or reject applicants shall be made until all verifications prompted by the application form have been received. The following items will be verified by Parkview Villa to determine eligibility and suitability for admission to the development: 10 · Eligibility Information · Annual Income · Assets and Asset Income- - Local Preferences · Allowance Information · Social Security Number for all persons in (information used for tenant screening) the household age 6 years and older Parkview Villa will be the final judge of what constitutes adequate and credible documentation. If there is any doubt about the truthfulness or reliability of information received, alternative methods will be pursued until Parkview Villa is satisfied that the documentation obtained is the best available. VII. PREFERENCE CATEGORIES FOR ADMISSION It is Parkview Villa's policy that a preference does not guarantee admission. Every tenant must still meet the Tenant Selection Standards for being accepted as a resident. Parkview Villa will apply the folloWing rules in the order shown for selecting eligible applicants. Preference required by individual programs pursuant to statute: Preference of opportunity to rent will be given to elderly families (including handicapped and disabled persons) and people eligible to receive the local residency preference. Parkview Villa will target extremely Iow-income households in order to meet the 40 percent extremely Iow-income tenant requirement. Note: An applicant may claim a Local preference when applying for assistance. The owner must accept this certification unless the owner verifies that the applicant is not qualified for a Local preference. Before executing the lease agreement the owner mus' require the applicant to provide acceptable verification. While a single person(s) who is not elderly, disabled, or handicapped is eligible for occupancy, preference shall be extended to elderly families (including disabled and handicapped persons) and persons who are considered residents and receive local residency preference. VIII. ADMINISTRATION OF THE WAITING LIST It is the policy of Parkview Villa to administer its Waiting List as required by HUD handbooks and regulations. Accepting an applicant from a lower waiting list position before one in a higher position violates policy and may be regarded as being discriminatory. If no suitable unit is available the owner will place the applicant on an Agency prescribed or approved waiting list. The waiting list' shall be maintained by unit size and housing preference claim. Each applicant will be assigned his/her appropriate place on the waiting list based on the date and time the application is received for a suitable type and/or size of unit and in conjunction with factors affecting preference of priority as established in the development's Tenant Selection Plan. For applicants claiming a Local preference, the following applies: At the time of application, an applicant must sign a certification of their preference status. Prior to executing a lease agreement, the certification must be verified. Selection will be based on the actual preference status at the time of verification. It js the applicant's responsibility to notify Parkview Villa, in writing, change in the preference status within 10 working days of the change. to notify Parkview Villa in writing will result in loss of preference status. of any Failure If an applicant certifies to a Local preference and Parkview Villa determines that the applicant does not meet the criteria; Parkview Villa must promptly provide the applicant with a written notice of the determination and state that the applicant has the right to meet with Parkview Villa to review it. A. Opening and Closing Waiting Lists In order to maintain a balanced application pool, Parkview Villa may, at its discretion, restrict application taking, suspend application taking, and close waiting lists in whole or in part. Parkview Villa will also update the waiting list by removing the names of those who are no longer interested in or no longer qualify for housing. Decisions about closing the waiting list will be based on the number of applications available for a particular size and type of unit, the number of applicants who qualify for a Federal preference, and the ability of Parkview Villa to house an applicant in an appropriate unit within a reasonable period of time. Generally, if the length of the waiting list is such that an applicant would not likely be admitted for the next 12 months, Parkview Villa may advise the applicant that no additional applications are being accepted for that reason. Closing the waiting lists, restricting intake or opening the waiting lists will be publicly announced in the same or similar manner in which Parkview Villa advertises for rental. During the period when the waiting list is closed Parkview Villa will not maintain a list of individuals who wish to be notified when the waiting list is reopened. B. Waiting Lists and the Local Preferences Although Parkview Villa may not be accepting additional applications for tenancy because of the length of-the waiting list, Parkview Villa may not refuse to place an applicant on the waiting list if the applicant is otherwise eligible for assistance and claims that he/she qualifies for a Local preference. unless, There is an adequate pool of applicants already on the waiting list who are likely to qualify for a Local preference; and, 2. It is unlikely that under Parkview Villa's system for applying the Local preferences the applicant could qualify for assistance before other applicants on the waiting list. The determination in (2) above is based on the system for applying the Local preferences described herein, the preference claimed by the applicants already on the waiting lists, and the preference claimed by the applicant. C. Change in Preference Status While on the Waiting List Occasionally families on the waiting list who did not qualify for a Local preference when they applied will experience a change in circumstances that qualifies them for a federal preference. In such cases, it will be the family's responsibility to contact Parkview Villa so that their change in status may be verified to reflect the Local preference. To the extent that the verification determines that the family does now qualify for a Local preference they will be moved up on the waiting list in accordance with their Local preference, and their original date of application. D. Removal of Applicants From the Waiting List Parkview Villa will not remove an applicant's name from the waiting list unless: the applicant requests that the name be removed; · the applicant was clearly advised of the requirement to tell Parkview Villa of his/her continued interest in housing by a particular time and failed to do so; or · Parkview Villa made a reasonable effort to contact the applicant to determine if there is continued interest in housing but has been unsuccessful; · Parkview Villa has notified the applicant of its intention to remove the applicant's name because the applicant no longer qualifies for assisted housing. Note: Preventing delays in re-renting units maximizes the housing assistance available and reduces occurrences of vandalism to the unit. Staff should be aware of the average turnover rate at the development. Suitable vacancies shall be offered to applicants first in sequence on the waiting list. Applicants should be notified as far in advance as possible that they could expect to receive an offer of a unit. As soon as a notice to vacate is received, staff will immediately contact the first applicant on the waiting list. The initial contact will be by telephone a minimum of three times within a 48-hour period. The applicant will also be contacted by mail stating the availability of the unit. If the applicant cannot be contacted within four days, the offer will be canceled and the unit will be offered to the next applicant on the waiting list. Should the applicant reject the offer, the applicant shall be given a second offer of a suitable vacancy as soon as one becomes available. Should the applicant reject the second offer, the applicant shall be moved to the bottom of the eligible applicant waiting I. ist unless the applicant can verify that a hardship exists or that there are mitigating circumstances. Applicants who can show a good. reason for failing to Contact Parkview Villa within a reasonable time beyond the time originally given will be allowed to retain their position on the waiting list; i.e., applicant in the hospital, being on vacation, etc. Applicants who fail to respond in a timely manner for reasons that are related to a disability, and not the fault of the applicant, should also be reinstated; i.e., applicant requests the housing provider contact an advocate, being contacted by telephone rather than mail, etc. Applicants on the waiting list who have claimed a Local Preference would drop to the bottom of such a selection preference list. An applicant shall be offered no more than two suitable vacancies before being placed at the bottom of the eligible waiting list. The reasonableness of the rejection will be determined by the owner and will so be documented with the applicant's application for housing. For handicapped/disabled applicants, reasonable accommodation needs shall be reviewed and made available to the fullest extent allowed. In addition, those applicants who have been placed at the bottom of' the waiting list will have the effective date of their application changed to the date of the second rejection. i.Note: Applicants who can show that the unit was rejected for reasons that were related to a disability, and not the fault of the applicant, shall remain on the waiting list and their application will retain its original date. Handicapped Accessible Units Applicants requiring the features of an accessible unit; i.e., a disabled family, shall be offered an accessible unit, of appropriate bedroom size, before applicants not requiring the accessible features regardless of the disabled family's position on the waiting list. If the disabled family is the next applicant on the waiting list and the available unit, if 14 appropriate bedroom size, is not an accessible unit, management will make the available unit accessible (for the disabled family to rent) to the greatest extent possible pursuant to Section 504 of the Rehabilitation Act of 1973, as amended. F. Updating the Waiting List The owner shall update the waiting list at least annually to determine if applicants are still interested and eligible to remain on the waiting list. The owner shall, at the time of each annual update, obtain current applicant information on at least the following: household characteristics, i.e., number of family members and composition; income and assets; and, housing preferences. The updated information shall be obtained from the applicant in writing and certified by the tenant's dated signature that the information provided is true and correct. The owner vyill notify each applicant by mail requesting the above information and confirmation of its interest in remaining on the waiting list. The owner must specify a reasonable time frame in which the applicant is to respond; i.e., 15 days. If the applicant replies affirmatively, its application will retain its position on the waiting list. If the reply is negative, the applicant's name will be removed from the waiting list. If no reply is received within the specified time frame, a final letter will be sent to the last known address stating that the applicant's name is being removed from the waiting list on a specified date; i.e., 15 days from the date of the letter. IX. SCREENING CRITERIA Parkview Villa will not employ criteria that are unrelated to an applicant's ability to meet essential lease requirements. It is unlawful to make an inquiry to determine whether an applicant, a person intending to reside in the unit after it is rented or made available, or any persons associated with that person, has a handicap, or to make inquiry as to the nature or severity of a handicap of such a person. 1. Upon receipt of a completed application the applicant shall be screened considering factors that include, but are not limited to, the following: Demonstrated ability to pay rent and utilities on time: · Comments from current and former landlords: Endorsement from at least two is preferred. Inquiry will be made pertaining to current/past rental history, including nonpayment of rent, failure to cooperate with applicable recertification procedures; violations of house rules; violations of lease; history of disruptive behavior; housekeeping habits; termination of assistance for fraud; and/or previous evictions. For individuals with no landlord reference, management must establish criteria as to: 1) who is acceptable to act in the place of a landlord; and, 2) the type of inquiry(s) that will be made to provide; information and/or 15 substantiate that an acceptable current/former tenant/landlord-like relationship(s) exists(ed); Credit references: Credit checks may be useful when no rent payment history is available. However, lack of a credit history, as opposed to a poor credit history, is not sufficient justification to reject an applicant. Drug related or criminal history record: Inquiries may be made of each applicant 18 years of age and older to determine if there has been an arrest/convictions involving the illegal manufacture or distribution of a controlled substance and/or other arrest/ convictions involving the illegal use of a controlled substance by consulting a third party. Parkview Villa prohibits admission to: any household containing a member(s) who was evicted in the last three (3) years from federally assisted housing for drug-related criminal activity; any household in which a member(s) is currently engaged in illegal use of drugs or for which Parkview Villa has reasonable cause to believe that a member's illegal use or pattern of illegal use of a drug may interfere with the health, safety, and right to peaceful enjoyment of the property by other residents; any household member who is subject to a state sex offender lifetime registration requirement; and any household member if there is reasonable cause to believe.'~hat a member's behavior, from abuse or pattern of abuse of alcohol, may interfere with the health, safety, and right to peaceful enjoyment of the premises by other residents. This screening standard is based on behavior, not the condition of alcoholism or alcohol abuse. · Applicant's ability to comply with the terms of the lease. · Housekeeping habits: Housekeeping criteria are not intended to exclude households whose housekeeping is only superficially unclean or disorderly if such conditions would not appear to affect their or others health, safety and/or welfare; · Units for persons with handicaps: For applicants who require a handicapped accessible unit inquiries may be made to determine whether an applicant requires the type of handicap amenities made to the unit. That is available only to persons with handicaps or to persons with a particular type of handicap. Inquiries may be made to determine whether an applicant for such a unit is eligible to receive disability preference. · Consideration of Extenuating/Mitigating Circumstances in the Screeninq Process: Owners may consider extenuating/mitigating circumstances in evaluating information obtained during the screening process to assist in determining the acceptability of an applicant. The following factors will not be used when Screening an applicant: Physical examinations: Owners may not require physical examinations or medical testing as a condition of admission. Owners may uniformly require all applicants to furnish evidence of ability to meet the obligations of tenancy but may not impose greater burdens on individuals with handicaps; Meals and Other Services: Owners must not require tenants to participate in a meals program or establish other mandatory charges for services without the prior consent of MHFA; Donations or contributions: Owners must not require a donation, contribution, or membership fee as a condition of admission. Owners may not require any payments not provided in the lease; or · Pets for Elderly/Handicapped Units/Developments: Applicants shall not be rejected solely because the applicant has a pet. The owner must either: accept the applicant, and, a. provide housing; b. place the applicant on the waiting list if a available; or, · reject the applicant unit of suitable size is not If the owner determines the family is eligible and is otherwise acceptable, and a unit is available, the owner will assign the family a unit of appropriate size in accordance with the General Occupancy Standards. X. VERIFICATION REQUIREMENTS Parkview Villa shall obtain verifications in compliance with requirements set forth in Exhibit 3-2 Acceptable Forms of Verification of the HUD Public Housing Occupancy Guidebook. No decision to accept or reject an application shall be made until all verifications prompted by the application form have been collected and any necessary Follow-Up Interview has been performed. A. Types of Verification Required All information relative to the following items must be verified as described in these procedures: Eligibility for admission, such as.' · Income, assets and asset income; · Family composition; and · Social Security numbers. Local preferences such as: · Residency · Elderly · Handicapped or Disabled Allowances, such as: · Age, disability, or handicap, of family member; · Full-time student status; · Childcare costs; · Handicap expenses; and/or · Medical costs. Compliance with Tenant Selection Criteria, such as: · Documented ability and willingness to abide by lease requirements, and, if applicable, housing program requirements; · Previous history of tenancy; and/or · Absence of current or history of criminal activity of any household member. All the above information must be documented and appropriate verification forms or letters placed in the applicant or resident file. Preferred Types of Verification Verifications shall be attempted in the following order: 1. Third-party written. 2. Third-party oral. 3. Review of documents provided by the family. 4. In the absence of any of the above: affidavits from the family. Each file will be documented to show that Parkview Villa attempted to obtain third-party written documentation before relying on some less acceptable form of information. C. Sources of Information Sources of information to be checked may include, but are not limited to: · The applicant by means of interviews; · Present and former landlords, or housing providers; · present and former employers; · Agencies providing credit, criminal and landlord history; · Family social workers, parole officers, court records, drug treatment centers, clinics, physicians, clergy; and/or · Police departments. ]8 D. Forms of Verification Documentation employed-as part of the verification process may include, but are not limited to: · Applicants and/or forms completed as part of the interview process and signed by the applicant; · Verification forms completed and signed by third parties; · Reports of interviews; · Letters; and/or · Notes of telephone conversations with reliable sources. Management staff will be the final judge of the credibility of any verification submitted by an applicant. If staff considers documentation to be doubtful, the Property Manager who will make a ruling about its credibility will review it. Staff will continue to pursue credible documentation until it is obtained or the applicant is rejected for failing to provide r.equired documentation. E. Verification Time Frame Only verified information that is less than 90 days old may be used for certification or recertification. Verifications may be extended for 30 days with a telephone update. (A record of the update must be placed in the applicant's file.) Verified information not subject to change (such as a person's date of birth) need not be re-verified. Information obtained which is subject to change, and for which verifications are more than 120 days old, must be re-verified. Xl. Applicants may be rejected if.' · They are ineligible; REJECTING APPLICANTS The household's characteristics are not appropriate for the size or type of units that are available; They do not meet the owner's resident selection criteria; or They fail to disclose and document all Social Security Numbers or execute a certification when numbers have not been assigned. An applicant's inability to fulfill obligations and comply with all terms of the previous/current Lease/Rental Agreement. A record of chronic late, underpayment or nonpayment of rightful obligations, including rent and utilities; record of disruptive behavior; · A record of destruction of propertY; · A record of poor living and housekeeping habits; A history of criminal activity involving crimes of physical violence to persons or property, or a record of other criminal acts which may endanger the health, safety or welfare of other residents; Eviction of material non-compliance, or "other good cause," from current or previous housing. A history of activities that would be injurious to the reputation of the property and/or be likely to cause an increase in the rate of hazard insurance on the property; Purposeful .falsification, misrepresentation or withholding of information or submission of inaccurate and/or incomplete information on any application or during the interview related to eligibility, award of preference for admission, allowance, family composition or rent; Current or recent problems involving chemical or drug dependency resulting in any of the other reasons for non-selection; and/or · Refusal to comply with housing program requirements, policies and/or procedures. II Note: Unwitting errors that do not secure an advantage with regard to program eligibility . preferences, or rent, will not be used as a basis to reject applicants. Applicants may be denied particular units and placed on a waiting list if the household's characteristics are not appropriate for the size or type of units that are available at that time. If Parkview Villa does not place an applicant on the waiting list or immediately process the applicant for admission, Parkview Villa must promptly notify the applicant in writing of the rejection, and explain in the notice the reasons for the rejection, and, That the applicant has 14 days to respond in writing or to request a meeting to discuss the rejection. If the applicant is an individual with handicaps, the applicant may inform Parkview Villa of this fact and may request Parkview Villa to make reasonable accommodations in the policies or practices to enable the applicant equal opportunity. 20 A member of Parkview Villa's staff who did not make the initial decision, to reject the applicant must conduct any meeting with the applicant or review of the applicant's written response. If the applicant appeals the rejection, Parkview Villa must give the applicant a written final decision within 5 days of the response or meeting. Parkview Villa must keep the following materials on file for at least three years: application, initial rejection notice, any applicant reply, owner's final response, and all interview and verified information on which the owner based the rejection. Mitigating Circumstances Parkview Villa will hold a second interview with any applicant known to have a disability or handicap who cannot meet one or more of the tenant screening criteria. The purpose of this interview is to determine whether it is possible to admit the applicant through consideration of mitigating cir. cumstances or by applying reasonable accommodation. Mitigating circumstances would be facts (that can be verified) that would overcome or outweigh information gathered in the tenant screening process. Acceptable evidence of mitigating circumstances may include the following: Verification that unacceptable past behavior is either no longer in effect or is otherwise controlled. Applicants who claim unacceptable behavior resulting from alcoholism or drug addiction must verify that they are not currently engaging in alcohol abuse or the use of illegal drugs. Current abuse is defined as use more than 120 days prior to the date of application. During the period that the applicant is claiming no current use, the applicant's behavior in .the previously unacceptable area must have shown improvement. Unimproved behavior shall be taken to construe that either the applicant's unacceptable behavior was not caused by alcohol or drug abuse, or the applicant is still engaging in alcohol or drug abuse. Lack of improvement in a previously unacceptable area shall result in a rejected application. Parkview Villa shall also have the right to request further information reasonably needed to verify a mitigating circumstance, even if such information is of a medically confidential nature. If the applicant refuses to provide or give access to such further information, Parkview Villa will give no further consideration to the mitigating circumstance. Xll. APPLICANT INTERVIEW At the time an appropriate unit becomes available, or sooner, the owner must interview the applicant and obtain current information about the family's circumstances. Any question that 2] is asked of one applicant must be asked of all applicants. A final decision on eligibility cannot be made until all verifications are Complete. Owners should refer to the HUD Handbook 4350.3 for income, asset and allowance information as well as the do.cuments owners may ask the applicants to bring to the interview. During the interview the owner must: Confirm and update all information provided on the Parkview Villa rental application. If the applicant is determined ineligible the owner must comply with proper procedures for rejection; Explain program requirements, verification procedures, and penalties for false information. The penalties include eviction, loss of assistance, fines up to $10,000 and imprisonment up to five years; Obtain family income and composition needed to certify eligibility and compute the tenant's share of the rent. Any changes in family income and composition since the date of application should also be obtained; Review the financial information on the Parkview Villa rental application and specifically ask the applicant whether any member of the household receives the types of income or assets as listed on the application. If it seems likely that an applicant is receiving a form of income not reported on the application, ask the applicant about that source of income and document the applicant's response in the file. Ask the head of household, spouse, co-head(s) and household members of age 18 years or over to sign the release of information consent portion of any verification request used for them; Require the head of household, spouse, co-head(s) and household members age 18 years and over to give a written verification as to whether any family member did/did not dispose of any assets for less than fair market value during the two years preceding the effective date of the verification; Advise the family that, for a sample of cases, HUD will compare the information with Federal, State or local agencies; Tell the family that a final decision on eligibility cannot be made until all verifications are complete; and · Provide the household with Federal and State Data Privacy information. All non-exempt (see definitions) public housing adult resident (18 years old or older) contribute eight (8) hours per month of community service (volunteer work) or participate in eight (8) hours of training, counseling, classes or other activities that help an individual toward self sufficiency and economic independence, This is a requirement of the Public Housing Lease. 22 EXHIBIT A HUD INCOME GUIDELINES Income limits for Mpls/St. Paul SMSA Inc. limits Number of Persons Lower Income Very Low Income 1 $ 26850 $ 16100 2 $ 30700 ~ 18400 3 $ 4 ~ 5 $ 6 ~; 7 $ 8 $ EXHIBIT B DEFINITIONS Annual Income - Annual income is the anticipated total income from all sources including net income derived from assets, received by the household's head and spouse (even if temporarily absent) and by each additional family member (i.e., co-tenant). Annual income is anticipated income for the 12 month period following the effective date of initial certification or recertification of income, exclusive of income that is temporary, non-recurring, or sporadic or is specifically excluded from income by federal statute. Adjusted Income Adjusted income means the income of a household after allowable deductions have been subtracted. Agent or Broker - any person authorized to perform an action on behalf of another person regarding any matter related to the sale or rental of dwellings. A.q.~rieved Person - includes any person who claims to have been injured by a discriminatory housing practice; or, believes that such a person will be injured by a discriminatory housing practice that is about to occur. Accessible - When used with respect to the design, construction, or alteration of a building or portion of a building, other than an individual dwelling unit, means that the building when designed, constructed or altered can be approached, entered, and used by individuals with physical handicaps. Accessible, when used with respect to individual dwelling units, means that the unit must be located on an accessible route and when designed, constructed, altered or adapted can be approached, entered, or used by individuals with physical handicaps. When an individual dwelling unit in an existing building is being made accessible for use by a specific individual (current occupant, another occupant in a non-accessible unit controlled by 23 the same housing provider, or an applicant), the unit will be deemed accessible if it meets the standards that address the particular disability of such a person. Accessible Route - For mobility impairment, a continuous unobstructed path, and connecting elements and spaces in a building or facility that complies with space and reach requirements of the Uniform Federal Accessibility Standards. For hearing and vision impairment, the route need not comply with requirements specific to mobility. Adaptability - The ability to change certain elements; e.g.; kitchen counters, sinks, grab bars, in a dwelling unit to accommodate the needs of handicapped and non- handicapped persons; or ability to meet the needs of persons with different types and degrees of disability. Alteration - any change in a facility or its permanent fixtures or equipment. It includes remodeling, renovation, rehabilitation, reconstruction, changes or rearrangements in structural parts and extraordinary repairs. It does not include: normal maintenance or repairs, re-roofing, interior decoration or changes to mechanical systems. Applicant - A person of statutory legal age that is the head of a household, whose family conforms to all the requirements for admission, and who has completed an application for housing. Assets - Assets includes cash (including checking accounts), stocks, bonds, savings, and equity in real property, capital investments, or the cash value of life insurance policies not including the value of personal property such as furniture, automobiles and household effects. Assistance Payment - the amount HUD pays an owner for a unit occupied under the Section 8 program. This amount is equal to the gross rent minus the Total Tenant Payment (TTP). Assisted Rent - any rent less than the market rent. Assisted Tenant - a tenant who pays less than the market rent. Auxiliary aids and services - Services or devices that enable persons with impaired, sensory, manual or speaking skills to have an equal opportunity to participate in and enjoy the benefits of programs or activities. The owner is not required to provide individually prescribed devices, readers for personal use or study, or other devices of a personal nature. Child Care Expenses Amounts anticipated to be paid by the household for the care of children less than 13 years of age for the period for which Annual Income is computed. But ONLY when such are necessary to enable a household member to be gainfully'employed, actively seeking employment or to further his/her education. Amounts deducted must be unreimbursed expenses and shall not exceed: (1) the amount of income earned by the household member enabled to work; or (2) an amount determined to be reasonable by the owner. Chronically Mentally III - a handicapped or disabled person. (Note: A more complete definition can be found in Part III of the MHFA Sample Tenant Selection Plan.) 24 Contract Rent the rent HUD authorizes an owner to collect for a unit occupied by a household receiving assistance. Co-Tenant - a person who shar~s the dwelling unit and is treated as a head of the house for purposes of intake, eligibility, screening, and occupancy. Current Illeqal use of drugs - the use of drugs that occurred recently enough to justify a reasonable belief that a person's drug use is .current or that continuing use is a real and ongoing problem. The owner has established in the Tenant Selection Plan reasonable policies and procedures to ensure that an individual who formerly engaged in the illegal use of drugs is not currently using illegal drugs. Dependent - A member of the household, other than head, spouse, sole member, foster child, or live-in aide, who is under 18 years of age, or 18 years of age or older and disabled, handicapped, or a full-time student. (Note: A pregnant woman is not entitled to the dependent allowance until after the birth of the child.) Development - One or more residential structures and appurtenant structures, equipment, roads, walks, and parking lots which are covered by a single contract or are treated as a whole whether or not located on a common site. Developmentally Disabled ~ A disabled person. (Note: A more complete definition can be found in Part III of the MHFA Sample Tenant Selection Plan.) Displaced Person/Displace - a person involuntarily displaced from an urban renewal area or as a result of government action or as a result of a disaster determined by the President of the United States to be a major disaster. (Note: This definition is used for eligibility determination only.) Disabled Person - A person who is under a disability as defined in Section 223 of the Social Security Act or in Section 102(5)(b) of the Developmental Disabilities Services and Facilities Construction Amendments of 1970. (Note: A more complete definition can be found in Part III of the MHFA Sample Tenant Selection Plan.) Discrimination The unlawful consideration of such characteristics as race, color, creed, religion, national origin, sex, age, sexual orientation, handicap/disability, familial or marital status, status with regard to public assistance or class membership in the selection or provision of services to applicants and tenants. Drug - a controlled substance as defined in schedules I through V of section 202 of the Controlled Substances Act (21 U.S.C. 812). (Note: alcohol is not a controlled substance.) Elderly Household - a household whose head or spouse (or sole member) is at least sixty-two years of age, or disabled or handicapped. It may include two or more elderly, disabled, or handicapped persons living together, or one or more such persons living with one or more live-in aides. Elderly Person - A person who is at least 62 years old. 25 Eligibility Exceptions - the conditions under which HUD may approve exceptions to the established eligibility requirements for 'assistance. Eligibility Universe - a time period based on the effective date of the Housing Assistance Payment (HAP) Contract, which is used to determine which regulations apply; i.e., "Pre- and Post-1 981 Universe." Family - not defined by HUD. A commonly used definition is "One or more persons living together, whose income and resources are available to meet the household's needs and who are related by blood, marriage, adoption, guardianship or operation of law; or have evidence of a stable relationship which has existed over a period of time." Single individuals with no other children, who are pregnant or in the process of securing legal custody of any individual under the age of 18 years, also constitute a family. Or, for purposes of continued occupancy, the remaining member of a tenant's household. Familial Status - One or more individuals (who have not attained the age of 18 years) residing with: (1) a parent or another person having legal custody of such individual or individuals; or, (2) the designee of such parent or other persons having such custody with the written permission of such parent or other person. Full-Time Student - a person who is carrying a subject load which is considered full-time for day students under the standards and practices of the educational institution attended. The institution may be a vocational school or trade school offering a diploma or'a certificate of an institution offering a high school diploma or degree from a college or university. Gross Rent - the sum of the contract rent and the utility allowance for a unit. Handicapped Person - A person having an impairment which (1) is expected to be of long continued and indefinite duration, (2) substantially impedes his/her ability to live independently, and (3) is of such nature that such disability could be improved by more suitable housing conditions. Head of the Household - the head of the household refers to the family member who is held responsible and accountable for the household. Household - the individual, family or group of individuals living together as a unit. House Rules - Rules established by the owner for the safety, care and comfort of the tenants. The House Rules are an attachment to and part of the lease. Housing Assistance Payments (HAP} - Refer to the definition of Assistance Payments. Housing Assistance Payments (HAP) Contract - the contract between the owner and HUD executed by the Minnesota Housing Finance Agency (MHFA). The contract administered by MHFA reserves subsidy funds for income eligible households in the development. 26 HUD - the office of Housing and Urban Development, which is responsible for the administration of housing programs. The central offices are located in Washington, D.C. HUD operates through regional and field offices located throughout the country. HUD 50059 - the form required by HUD to certify a tenant's eligibility to receive assistance. HUD Passbook Rate - the percentage rate applied to determine the imputed income from assets when the total cash value of the household's assets exceeds $5,000. Imputed Income from Assets - the estimated earning potential of assets held by a tenant using the potential earning rate established by HUD. Income - the amount of money received (actual or projected) by a household during the course of the year. Income Limits - HUD sets limits for each county or Metropolitan Statistical Area (MSA). Limits vary by program type and family size. Individual with handicaps 504 Definition - any person who has a physical or mental impairment that substantially limits one or more major life activities: [or] has a record of such impairment; or is regarded as having such impairment. Major life activities are: functions such as caring for one's self, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning, and working. A record of such impairment means: has a history of OR has been misclassified as having, a mental or physical impairment that substantially limits one or more major life activities. Is regarded as having such an impairment means: (1) has a physical or mental impairment that does not substantially limit one or more major life activities but is treated by a recipient as constituting such a limitation; (2) has a physical or mental impairment that substantially limits one or more major life activities only as a result of the attitudes of others toward such impairment; or (3) has none of the impairments listed in this definition but is treated by a recipient as having such an impairment. Physical or mental impairment includes: (1) any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting one or more of the following body systems: neurological; musculoskeletal; special sense organs; respiratory, including speech organs; cardiovascular; reproductive; digestive; genito-urinary; heroic and lymphatic; skin; and endocrine; or (2) any mental or physiological disorder, such as mental retardation, organic brain syndrome, emotional or mental illness and specific learning disabilities. Includes such diseases and conditions as orthopedic, visual, speech and hearing impairments, cerebral palsy, autism, epilepsy, muscular dystrophy, multiple sclerosis, cancer, heart disease, diabetes, mental retardation, emotional illness, drug addiction, and alcoholism. The Fair Housing definition of handicap includes persons with Human Immunodeficiency Virus Infection. 27 Exclusions from the definition of individual with handicaps For purposes of programs and activities, the definition does not include: any individual whose current use of alcQhol or drugs prevents the individual from participating in the program or activity in question; or whose participation, by reason of current alcohol or drug abuse, would constitute a direct threat to property or the safety of others. The Fair Housing definition of handicap specifically excludes" . .current, illegal use or addiction to a controlled substance." Ineligible Applicant - an applicant who is ineligible to receive assistance. Initial Certification - the first certification of eligibility completed for a tenant. Interim Adjustment - a recertification completed between regular recertification dates as the result of changes in the tenant's circumstances. Involuntary Dis. placement - Part VI of the MHFA Sample Tenant Selection Plan provides definition of involuntary displacement. Lease - the contractual agreement between the owner and the tenant that establishes the rights, responsibilities, and obligations of each party and the conditions for the rental of the unit. The Minnesota Housing Finance Agency (MHFA) provides a lease, which must be signed and dated by all assisted tenants. Lessee - Members of the tenant's household who must sign the lease in order for it to be legal and binding. Lessor - the owner, management agent and/or assignee, which rents a unit under a lease. Live-in Aide A person who resides with an elderly, handicapped or disabled person or persons and who.' (1) is determined to be essential to the care and well-being of the person(s); (2) is not obligated to support the household member; and (3) would not be living in the unit except to provide the necessary supportive services. Lower Income - an income limit established at 80 percent of the median income for the area as determined by HUD with adjustments for smaller and larger families. Market Rent - See definition of Contract Rent. Medical Expenses - those expenses allowed to elderly, handicapped and disabled households as defined by HUD regulations. Medical Expense Allowance - For purposes of adjusted income determination, for elderly ,families only, medical expense allowance means the medical expense in excess of 3% of Annual Income, where these expenses are not compensated for or covered by insurance. Minnesota Housinq Finance Agency - the agency performs dual roles as mortgage lender and as administrator of the Housing Assistance Payments contract on behalf of HUD. 28 Minor - a minor is a person less than 18 years of age. Miti.qatin.~ Circumstances - Facts that can be verified that would outweigh previously received information gathered in the tenant screening process. Monthly Adjusted Income - One-twelfth of adjusted income (annual income less allowances). Net Family Assets - the net cash value, after deducting reasonable costs that would be incurred in disposing of the asset. Post-1981 Universe - applies to Section 8 programs whose Housing Assistance Payments (HAP) contract was signed on or after 10/01/81. Pre-1981 Universe - applies to Section 8 programs whose Housing Assistance Payments (HAP) contract was signed prior to 10/01/81. Preference - th'e priority that is given to some applicants as required by their circumstances. HUD establishes some preferences; the owner may establish others. (Note: preferences are addressed in Part VI of the MHFA Sample Tenant Selection Plan.) Qualified Applicant only qualified applicants may be admitted to assisted housing. A qualified applicant is a person or household that both meets the basic eligibility requirements of the program that finances or subsidizes the property, and meets the owner's tenant selection criteria as described in this Tenant Selection Plan. Qualified Individual with handicaps - 504 Definition - With respect to any non-employment program or activity: an individual with handicaps who meets the essential eligibility r.equirements and who can achieve the purpose of the program or activity without modifications in the program or activity that the recipient can demonstrate that would resul~ in a fundamental alteration in its nature. With respect to any other non-employment program or activity an individual with handicaps who meets the essential eligibility requirements, for participation in or recipient of benefits from the program or activity, is qualified. Qualified Interpreter - an interpreter who is able to interpret effectively, accurately, and impartially, both receptively and expressively, using any necessary specialized vocabulary. Recertification - the process of annually re-determining and verifying an assisted tenant's eligibility to continue receiving assistance. Recertification Notice - the notice that the owner must provide to an assisted tenant to notify him/her of the need to recertify. Remaining Member(s) of the Tenant's Household - any person(s), except a live-in aide or foster child, who remains in the unit and was considered a member of the household on the most recent lease or recertification forms. Resident Selection Plan - Refer to the definition of Tenant Selection Plan. 29 Screening Criteria - the criteria used by an owner to determine whether an applicant will or will not be admitted to the development as a tenant. Security Deposit - the amount collected from the tenant at the time of move-in that is held against future damages or nonpayment of rent. Service Animal - Any animal trained to do work or perform tasks for the benefit of an individual with a disability, including but not limited to, guiding individuals with' impaired vision, alerting individuals with impaired vision, alerting individuals with impaired hearing to intruders and sounds, providing minimal protection or rescue work, pulling a wheelchair, or fetching dropped items. Single Person - A person living alone or intending to live alone who does not qualify as an elderly family, displaced person, or the remaining household member of a residing household. Standard Permanent Replacement Housing - Housing that is: (1) decent, safe, and sanitary; (2) adequate for the family size; (3) occupied pursuant to a lease and IS NOT a transient facility such as a motel, hotel, or temporary shelter for victims of domestic violence or homeless families. (In the case of domestic violence, the housing unit, which the applicant shares with the person who engaged in the violence, is specifically excluded from this definition.) Spouse - the husband or wife of the head of the household. Substandard Housing - the definition for substandard housing can be found in Part VI of the MHFA Sample Tenant Selection Plan. Tenant Assistance Payment - the monthly amount HUD pays toward the tenant's rent and utility costs. Tenant Rent - the amount payable monthly by the household as rent to the owner, where all the utilities (except telephone) and other essential housing services are supplied by the property; the tenant rent equals the "total tenant payment." Where some or all utilities (except telephone) and other essential housing services are not supplied by the owner and the cost thereof is not included in the amount paid as rent; the tenant rent equals the "total tenant payment" less the "utility allowance." Tenant Selection Criteria - the written standards, contained within the Tenant Selection Plan, from which an owner determines whether an eligible applicant will be selected or rejected for housing. Tenant Selection Plan - a written plan that defines the procedures used to select and reject applicants. Termination Notice - the written notice an owner must provide a tenant if the owner plans to terminate the lease. 30 Termination of Assistance - The termination of assistance to a tenant due to the ability to pay the gross rent, or a failure to comply with the applicable regulations for recertification. Third-Party Verification - Confirmation or substantiation of applicant or tenant's declarations obtained from an employer, public agency, physician, prior landlord, etc. Written third-party verification is preferred; however, direct contact with the source; i.e., "in person" or by telephone is acceptable when a written verification is not possible. Total Tenant Payment (TTP) - the amount a tenant must pay toward the gross rent as determined by the appropriate rent formula. This amount is also used to determine a new tenant's security deposit. The TTP is calculated using the following formula: The greater of 30% of the monthly-adjusted income or 10% of the monthly annual income. If the tenant pays the utilities, the amount of the utility allowance is deducted from the TTP. The TTP does not include miscellaneous charges. Utilities - Utilities are water, electricity, gas, other heating, refrigeration and cooking fuels, trash collection, and sewerage services. Telephone service is not included as a utility. Utility Allowance - Owner's estimate of the monthly cost of the reasonable consumption of utilities and other housing services (except telephone) by an energy-conservative household of modest circumstances consistent with the requirements of a safe, sanitary, and healthful living environment. Utility Reimbursement - Funds that are reimbursed to a tenant if the utility allowance exceeds the total tenant payment. Verification - the collection of information to corroborate the accuracy of information provided by applicants and tenants. Very Low-Income Household - a household who's Annual Income does not exceed 50 percent of the median Annual Income for the area, with adjustments for smaller and larger families, as determined by the Secretary of HUD. Waiting List - A list of applicants seeking admission to a particular development. maintains the waiting list. EXHIBIT C The owner HOUSE RULES / TENANT HANDBOOK EXHIBIT D SCREENING PROCEDURES Parkview Villa will not employ criteria that are unrelated to an applicant's ability to meet essential lease requirements. It is unlawful to make an inquiry to determine whether an applicant, a person intending to reside in the unit after it is rented or made available, or any 3! persons associated with that person, has a handicap, or to make inquiry as to the nature or severity of a handicap of such a person. 1. Upon receipt of a complet.ed application the applicant shall be screened considering factors that include, but are not limited to, the following: · Demonstrated ability to pay rent and utilities on time: · Comments from current and former landlords: Endorsement from at least two is preferred. Inquiry will be made pertaining to current/past rental history, including nonpayment of rent, failure to cooperate with applicable recertification procedures; violations of house rules; violations of lease; history of disruptive behavior; housekeeping habits; termination of assistance for fraud; and/or previous evictions. For individuals with no landlord reference, management must establish criteria as to: 1) who is acceptable to act in the place of a landlord; and, 2) the type of inquiry(s) that will be made to provide; information and/or substantiate that an acceptable current/former tenant/landlord-like relationship(s) exists(ed); · Credit references: Credit checks may be useful when no rent payment history is available. However, lack of a credit history, as opposed to a poor credit history, is not sufficient justification to reject an applicant. · Drug related or criminal history record: Inquiries may be made of each applicant 18 years of age and older to determine if there has been an arrest/convictions involving the illegal manufacture or distribution of a controlled substance and/or other arrest/ convictions involving the illegal use of a controlled substance by consulting a third party. · Applicant's ability to comply with the terms of the lease. · Housekeeping habits: Housekeeping criteria are not intended to exclude households whose housekeeping is only superficially unclean or disorderly if such conditions would not appear to affect their or others health, safety and/or welfare; Unit painting: After seven (7) years of residency a household may request their unit walls to be painted at no cost to the tenant. Damage that exceeds normal wear and tear will result in repair costs to the tenant. It will lie the tenant's responsibility to remove all items from the walls and to move all furniture items into the middle of the room away from the walls prior to the agreed scheduled date and time. · Units for persons with handicaps: For applicants who require a handicapped accessible unit inquiries may be made to determine whether an applicant is qualified for a unit that is available only to persons with handicaps or to persons with a particular type of handicap. Inquiries may be made to determine whether an applicant for such a unit is qualified for a priority that is made available to persons with handicaps or to persons with a particular type of handicap; 32 · Consideration of Extenuating/Miti.qatin.q Circumstances in the Screeninq Process: Owners may consider extenuating/mitigating circumstances in evaluating information obtained during the screening process to assist in determining the acceptability of an applicant. 2. The following factors will not be used when screening an applicant: · Physical examinations: Owners may not require physical examinations or medical testing as a condition of admission. Owners may uniformly require all applicants to furnish evidence of ability to meet the obligations of tenancy but may not impose greater burdens on individuals with handicaps; · Meals and Other Services: Owners must not require tenants to participate in a meals program or establish other mandatory charges for services without the prior consent of MHFA; · Donation~ or contributions: Owners must not require a donation, contribution, or membership fee as a condition of admission. Owners may not require any payments not provided in the lease; or · Pets for Elderly/Handicapped Units/Developments: Applicants shall not be rejected solely because the applicant has a pet. 3. The owner must either: · accept the applicant, and, a. provide housing; b. place the applicant on the waiting list if a unit of suitable size is not available; reject the applicant or, If the owner determines the family is eligible and is otherwise acceptable, and a unit is available, the owner will assign the family a unit of appropriate size in accordance with the General Occupancy Standards. EXHIBIT E VERIFICATION PROCEDURES Parkview Villa will: A. Maintain a checklist, for each tenant, documenting verification efforts and tracking efforts: 33 · date of initi al and follow-up contact, · date r ecertification completed, · where/when verifications were sent/received, · whether verifications were written/oral, etc. Develop standard verification forms for all information that must be verified. Each form shall: · explain why the information is being requested, · contain th e tenant's authorization to release information, and, · contain questions that will solicit the specific information required. Co Request applicants/tenants to sign two copies of each verification form. (Should the verifying party lose the first copy, the owner can immediately send another copy and continue the verification process without waiting for the applicant/tenant to sign additional forms.) D. Send self-a~idressed, stamped envelopes with the verification request. Make personal contacts with large employers, local clinics, financial institutions, public agencies, etc., that serves a large number of the applicants/tenants of the development. Explaining the program requirements may help with lessening the response time. Fo Provide applicants/tenants with an opportunity to explain any significant discrepancies between the amounts that were reported and the amounts repOrted on third,party verifications. Verification requirements for Local preference are outlined below: A. At the time of application, an applicant must sign a certification of their preference status. B. Prior to executing a lease agreement, the certification must be verified. Selection will be based on the actual preference status at the time of verification. C. It is the applicant's responsibility to notify the Owner in writing of any change in preference status within 10 working days of the change. Failure to notify the owner in writing will result in loss of preference status. If an applicant does not meet the criteria, the owner must promptly provide the applicant with written notice of the determination. The notice must contain a brief statement of the reasons for the determination and state that the applicant has the right to meet with the owner to review it. It is the applicant's responsibility to provide verification of preference status when required. The following are acceptable means of verification: 34 EXHIBIT F LIVE-IN AIDE Parkview Villa's policy for Live-in Aides stipulates that: Prior to a live-in aide moving into a unit, third-party verification must be obtained indicating the need for such care and the fact that the person cared for will be able to comply with the lease terms as the result of such care; · Move-in of a life-in aide will not result in overcrowding; · The live-in aide is not listed on the lease and has no right to the unit as a remaining member of the tenant's household, and, will be denied continued occupancy after the tenant, for whatever reason, is no longer living in the unit. Relatives who meet the definition and qualify,, as a live-in aide must understand that all rights to the unit are relinquished as the remaining member of the tenant's household; · The income of a live-in aide is not used in determining the household's income or calculating the tenant's rent and/or housing assistance payments; and, · A live-in aide who violates the house rules may jeopardize the tenant's housing. EXHIBIT G MOVE-IN PROCEDURES Parkview Villa will: Jointly inspect the unit with the applicant. A move-in unit inspection form must be completed prior to move-in. The inspection form must be signed and dated by both parties certifying that the unit is in a decent, safe and sanitary condition. If cleaning or repair is required the owner must indicate on the inspection form the day by which the work will be completed. This date must be no more than 30 days after the effective date of the lease. · Have all household members age 18 years and older sign the lease and related documents. · Collect the security deposit (and pet deposit, if applicable. 35 · Collect the rent for the first month or partial month of occupancy, as set forth in the lease.1 Provide the applicant with a copy of the lease, the move-in inspection form, and house rules/tenant handbook. Issue keys. Payments of the security deposit(s) and first month's rent should be by money order or cashiers check. Failure to move in on Time If a household fails to move in on the agreed date, the application will be declined, and the unit will be offered to the next household on the waiting list but not before making an attempt to contact the household scheduled to move in. Unit deposits made will also be forfeited if the household fails to move in upon the agreed date, EXHIBIT H UNIT TRANSFER PROCEDURES Changes in the number or composition of a household, or household circumstances; i.e., medical reasons, may necessitate a unit transfer. Parkview Villa will determine: · whether the current unit is still appropriate for the change in the household; and, · whether the household should be required to transfer to a different unit. In deciding whether or not the household considered: should be required to move, the following will be · is there an appropriately-sized unit in the development; is there a market for the size of unit the household would be vacating; i.e., the household is occupying a unit that is larger than required and there is no market for that larger unit, then the owner should not require the household to transfer until there is a demand for the larger unit; and, · The Columbia Heights Housing Authority and Redevelopment has set the minimum rent amount at $50.00. 1 Payment of the security deposit(s) and first month's rent should be by money order or cashier's check. how long will the household remain in the development; i.e., has the household given any indications of vacating the development -- if the household will be vacating within a short time, the owner should not require the household to transfer. If no appropriately-sized unit is available, the household will be placed on an in-house transfer waiting list in accordance with the date the household met the eligibility criteria. Shall coordinate in-house transfers with housing applicants from the waiting list to assure a reasonable balance of tenant selection is maintained. The household may be denied a transfer if there is no appropriately-sized unit in the development. If Parkview Villa requests the household to transfer, the Minnesota Housing Finance Agency Section 8 Lease Agreement provides that the household may: · remain in the unit and pay the HUD approved contract rent; or, · move within 30 days after the owner notifies the household that a unit of the required size is available within the development. 37 PARKVIEW VILLA NORTH OCCUPANCY POLICY HOUSING AND REDEVELOPMENT AUTHORITY OF COLUMBIA HEIGHTS, MINNESOTA ADOPTED: JUNE 26, 2001 PART I PART II PART III PART IV PART V PART VI PART VII PART VIII PART IX PART X PART XI PART XII PART XIII APPENDIX A APPENDIX B APPENDIX C APPENDIX D APPENDIX E APPENDIX F APPENDIX G APPENDIX H PARKVIEW VILLA NORTH OCCUPANCY POLICY INDEX DEFINITIONS 3 ELIGIBILITY REQUIREMENTS 11 FEDERAL PREFERENCE 13 VERIFICATIONS 18 TENANT SELECTION & ASSIGNMENT POLICY 20 OCCUPANCY STANDARDS 22 WAITING LIST 23 SCHEDULE OF RENTS 24 ADDITIONAL CHARGES 25 LEASING 26 REEXAMINATION AND RENT ADJUSTMENTS 27 LEASE TERMINATIONS 28 GRIEVANCE PROCEDURE 29 INCOME LIMITS FOR OCCUPANCY 35 SECURITY DEPOSIT 36 EXCESS UTILITY CHARGES 37 SECURITY CARD POLICY AND PROCEDURE 38 ONE STRIKE PROVISION 40 DISCLOSURE OF BASE PAINT 41 TRACKING CRIME 42 SCREENING APPLICANTS CRIMINAL HISTORY 43 PART I DEFINITIONS Ad,[usted Income: Annual income less the following allowances, determined in accordance with Housing Urban Development (HUD) Policy. A. $480 for each Dependent: (Refer to definition) B. $400 for Elderly Family: (Refer to definition) Co Handicapped Assistance Expenses: (Refer to definition) For any family that is not an Elderly Family but has a Handicapped or Disabled member other than the head of household or spouse, Handicapped Assistance Expenses in excess of three percent (3%) of Annual Income, but this allowance may not exceed the employment income received by family members who are 18 years of age or older as a result of the assistance to the Handicapped or Disabled person. D. Elderly Family: For any Elderly Family that has no Handicapped Assistance Expenses, an allowance for medical expenses equal to the amount by which the medical expenses exceed three percent (3%) of annual income. For any Elderly Family that has Handicapped Assistance Expenses greater than or equal to three percent (3%) of Annual Income, an allowance for Handicapped Assistance Expenses computed in accordance with paragraph I.C above, plus an allowance for medical expenses that is equal to the family's medical expenses. For any Elderly Family that has Handicapped Assistance Expenses that are less than three percent (3%) of annual income, an allowance for combined Handicapped Assistance Expenses and Medical Expenses that is equal to the amount by which the sum if these expenses exceeds three percent (3%) of annual income. E. Child Care Expenses. (Refer to definition) II. Annual Income: Ao Annual income is the anticipated total income from all sources received by the Family head and spouse (even if temporarily absent) and by each additional member of the Family, including all net income derived from assets, for the 12 month period following the effective date of initial determination or reexamination of income, exclusive of income that is temporary, non recurring or sporadic as defined in paragraph C, and exclusive of certain other types of income specified in paragraph C of this section. B. Annual income includes but is not limited to: The full amount, before any payroll deductions, of wages and salaries, overtime pay, commissions, fees, tips and bonuses, and other compensation of personal services. The net income from operation of a business or profession. Expenditures for business expansion or amortization of capital indebtedness shall not be used as deductions in determining net income. An allowance for depreciation of assets used in a business or profession may be deducted, based on straight, line depreciation, as provided in Internal Revenue Service Regulations. Any withdrawal of cash or assets from the operation of a business or profession will be included in income, except to the extent the withdrawal is reimbursement of cash or assets invested in the operation by the Family. Interest, dividends and other net income of any kind from real or personal property. Expenditures for amortization of capital indebtedness shall not be used as a deduction in determining net income. An allowance for depreciation is permitted only as authorized in paragraph B.2 of this section. Any withdrawal of cash or assets from an investment will be included in income, except to the extent the withdrawal is reimbursement of cash or assets invested by the family. Where the family has net family assets in excess of $5,000 annual income shall included the greater of the actual income derived from all net family assets or a percentage of the value of such assets based on the current passbook savings rate, as determined by HUD. The full amount of periodic payments received from social security, annuities, insurance policies, retirement funds, pensions, disability or death benefits, and other similar types of periodic receipts, including a lump-sum payment for the delayed start of periodic payment. Payments in lieu of earnings, such as unemployment and disability compensation, worker's compensation and severance pay except as defined in paragraph(c) (3) of this section. Welfare Assistance. If the welfare assistance payment includes an amount specifically designated for shelter and utilities that is subject to adjustment by the Welfare Assistance Agency in accordance with the actual cost of shelter and utilities, the amount of welfare assistance income to be included as income shall consist off a. The amount of the allowance or grant exclusive of the amount specifically designated for shelter or utilities. bo The maximum amount the Welfare Assistance Agency could in fact allow the family for shelter and utilities. If the family's welfare assistance is ratably reduced from the standard of need by applying a percentage, the amount calculated shall be the amount resulting from one application of the percentage. Periodic and determinable allowance, such as alimony and child support payments, and regular contributions and gifts received from person not residing in the dwelling. All regular pay, special pay and allowance of a member of the armed forces except as defined in paragraph (c) (7) of this policy. Temporary, nonrecurring or sporadic income (including gifts); or amounts specifically excluded by any other Federal Statute from consideration as income for purposes of determining eligibility or benefits under a category of assistance programs that includes assistance under the United States Housing Act of 1937. Excluded amounts include: bo Relocation payments made under Title II of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (42 U.S.C. 4636); The value of the allotmeht provided to an eligible household for coupons under the Food Stamp Act of 1977 (7 U.S.C. 2017 (b)); c. Payments to volunteers under the Domestic Volunteer Service Act of 1973 (42 U.S.C. 5044 (g), 5058); Payments received under the Alaska Native Claims Settlement Act (43 U.S.C. 1626 (c)); eo Income derived from certain sub-marginal land of the United States that is held in trust for certain Indian Tribes (25 U.S.C. 459e) Payments or allowances made under the Department of Health and Human Services Low-income Home Energy Assistance Program (42 U.S.C. 8624 (f)); go Payments received under program funded in whole or in part under the Job Training Partnership Act (29 U.S.C. 1552 (b)); h. Income derived from the disposition of funds of the Grand River Bank of Ottawa Indians (Pub. L. 94-540, 90 Stat. 2503-2504); and The first $2,000.00 of per capita shares received from judgment funds awarded by the Indian Claims Commission or the Court of Claims (25 U.S.C. 1407-1408), or from funds held in trust for an Indian Tribe by the Secretary of Interior (25 U.S.C. 117); and Amounts of scholarships funded under Title IV of the Higher Education Act of 1965, including awards under the Federal work study program or under the Bureau of Indian Affairs student assistance program (20 U.S.C. 1087uu), that are used to cover the cost of attendance at an educational institution. 24 CFR 913.106 (c) (6). k. Payments received under the Maine Indian Claims Settlement Act of 1980; The value of any child care provided or arranged (or any amounts received as payment for such care or reimbursement for costs incurred for such care) under the Child Care and Development Block Act of 1990; m. Any earned income tax credit, refund payments received on or after January 1, 1991 (26 U.S.C. 320)). no Payments received from programs funded under Title V of the Older Americans Act of 1965 (42 U.S.C. 3056 (f)). Oo Payments received on or after January 1, 1989, from the Agent Orange Settlement Fund or any other fund established pursuant to the settlement in the In Re Agent Orange product liability litigation, M.D.L. No. 381 (E.D.N.Y.) III. 10. Any Family receiving the reparation payments as defined in Paragraph © (10), of this Policy, that has been requested to repay assistance as a result of receipt of such payments shall not be required to make further repayments on or after April 23, 1993. 11. If it is not feasible to anticipate a level of income over a 12-month period, the income anticipated for a shorter period may be annualized, subject to a special rent re-determination at the end of the shorter period. Child Care Expense: Amounts anticipated to be paid by the Family for the care of children under 13 years of age during the period for which annual income is computed, but only where such care is necessary to enable a family member to be gainfully employed or to further his/her education and only to the extent such amounts are not reimbursed. The amount deducted shall reflect reasonable charges for child care, and in the case of a child care necessary to permit employment, the amount deducted shall not exceed the amount of income received from such employment. Dependent: A member of the Family household (excluding foster children) other than the family head or spouse, who is under 18 years of age or is a Disabled Person or Handicapped Person, or is a full-time student. Disabled Person: A person under a disability as defined in Section 223 of the Social Security Act (42 U.S.C. 423) or who has a physical, mental or emotional impairment that is expected to be of long-continued and indefinite duration, substantially impedes his/her ability to live independently; and is of such a nature that ability to live independently could be improved by more suitable housing conditions or who has a developmental disability as defined in Section 102(7) of the Developmental Disabilities Assistance and Bill of Rights Act (42 U.S.C. 6001 (7)). Section 223 of the Social Security Act defines disability as: Ao Inability to engage in any substantial gainful activity by reason of any medically determinable physical or mental impairment which can be expected to result in death or which has lasted or can be expected to result in death or which has lasted or can be expected to last for a continuous period of not less than 12 months; or In the case of an individual who has attained the age of 55 and is blind (within the meaning of"blindness" as defined in Section 416 (i) (1) of this title), inability by reason of such blindness to engage in substantial gainful activity requiring skills or abilities comparable to those of any gainful activity in which he has previously engaged with some regularity and over a substantial period of time. Bo Section 102(7) of the Developmental Disabilities Services and Facilities Construction Amendments of 1970 defines disability as: A severe, chronic disability of a person which: .... is attributable to a mental or physical impairment or combination of mental and physical impairments; .... is manifested before the age of twenty-two; .... is likely to continue indefinitely; VI. VII. VIII. XI. XII. XlII. XV. XVI. .... results in substantial functional limitations in three or more of the following areas of major life activity; (a) self-care; (b) receptive and expressive language; (c) learning; (d) mobility; (e) self-direction; (f) capacity for independent living; and (g) economic self- sufficiency; and .... reflects the person's need for a combination and sequence of special, interdisciplinary, or generic care, treatment, or other services which are of lifelong or extended duration and are individually planned and coordinated. Effective Date: The "effective date" of an examination or reexamination refers to (a) in the case of an examination for admission, the effective date of initial occupancy, and (b) in the case of reexamination of an existing tenant, the effective date of the re-determined Total Tenant Payment. Elderly Family: A family whose head or spouse (or sole member) is an elderly, disabled or handicapped person. It may include two or more elderly, disabled or handicapped persons living together, or one or more of these persons living with one or more live-in aides. Near Elderly Person: A family whose head or spouse/co-head (or sole member) is at least 50 years of age and below 62 years. Elderly Person: A person who is at least 62 years of age. Family: A family may be: (1) A single person or a group of persons; (2) a family with a child or children; (3) a group of persons or disabled persons living together, or one or more elderly or disabled persons living together with one or more live in aides. A child who is temporarily away from the home because of placement in foster care is considered a member of the family. Family Unit Size: The appropriate number of bedrooms for a family. Full-Time Student: A person who is carrying a subject load that is considered full-time for a day student under the standards and practices of the educational institution attended. An educational institution includes a vocational school with a diploma or certificate program, as well as an institution offering a college degree. Handicapped Assistance Expenses: Reasonable expenses that are anticipated, during the period for which annual income is computed, for attendant care and auxiliary apparatus for a handicapped or disabled family member and that are necessary to enable a family member (including the handicapped or disabled person) to be employed, provided that the expenses are neither paid to a member of the family nor reimbursed by an outside source. Handicapped Person: A person having physical or mental impairment that (a) is expected to be a long-continued and indefinite duration, (b) substantially impedes the person's ability to live independently, and (c) is of such nature that such ability could be improved by more suitable housing conditions. (All three conditions must be met.) Head of the Household: The head of the household is the person who assumes legal and moral responsibility for the household. Displaced Person: A person displaced by government action, or whose dwelling has been extensively damaged or destroyed as a result of a disaster declared or otherwise formally recognized under Federal disaster relief laws. XVII. XVIII. XXI. XXII. XXIII. XXV. Live-In Aide: A person who resides with an elderly disabled or handicapped person(s) and who (a) is determined by the PHA to be essential to the care and well-being of the person(s); (b) is not obligated for support of the person(s); and (c) would not be living in the unit except to provide necessary supportive services. (See Annual Income, paragraph C.5 for treatment of a live-in aide's income.) Lower Income Family: A family whose annual income does not exceed 80 percent of the median income for the area, as determined by HUD with adjustments for smaller and larger families. HUD may establish income limits higher or lower than the 80 percent of the median income for the area on the basis of its finding that such variations are necessary because of prevailing levels of construction costs or unusually high or low family income. Medical Expenses: Those medical expenses, including medical insurance premiums, that are anticipated during the period for which annual income is computed, and that are not covered by insurance. (Medical expenses are allowed only for elderly, disabled or handicapped households.) The amount allowable as a deduction is the amount that exceeds three percent (3%) of annual income. Monthly Adiusted Income: One twelfth of adjusted income. Monthly Income: One twelfth of adjusted income. Net Family Assets: Net cash value after deducting reasonable costs that would be incurred in disposing of real property, savings, stocks, bonds and other forms of capital investment, excluding interests in Indian trust land and excluding equity accounts in HUD home ownership programs. The value of necessary items of personal property such as furniture and automobiles shall be excluded. (In cases where a trust fund has been established and the trust is not revocable by, or under the control of any member of the family or household, the value of the trust fund will not be considered an asset so long as the fund continues to be held in trust. Any income distributed from the trust fund shall be counted when determined annual income.) In determining Net Family Assets, PHA's shall include the value of any business or family assets disposed of by an applicant or tenant for less than fair market value (including a disposition in trust, but not in a foreclosure or bankruptcy sale) during the two years preceding the date of application for the program or reexamination as applicable, in excess of the consideration received thereof. In the case of a disposition as part of a separation or divorce settlement, the disposition will not be considered to be for less than fair market value if the applicant or tenant receives important consideration not measurable in dollar terms. Public Housine Agency (PHA): Any state, county, municipality or other governmental entity or public body that is authorized to engage in or assist in the development or operation of housing for lower income families. PHA includes an Indian Housing Agency. Resident: A person or family who can provide evidence of current residency, employment, or confirmed future employment in Columbia Heights. Single Person: A person who lives alone or intends to live alone and who does not qualify as an Elderly Family or a Displaced Person as defined in the section or as the remaining member of a Tenant Family. XXVI. XXVII. XXVIII. XXXII. XXXIII. XXXVII. XXXVIII. Spouse: The husband or wife of the head of the household. Tenant Rent: The amount payable monthly by the Family as rent to the PHA. Where all utilities (except telephone) and other essential housing services are supplied by the PHA, Tenant Rent equals Total Tenant Payment. Where some or all utilities (except telephone) and other essential housing services are not supplied by the PHA and the cost thereof is not included in the amount paid as rent. Tenant Rent equals Total Tenant Payment less the Utility Allowance. Total Tenant Payment: The monthly amount calculated under Federal Regulation Section 913.107. Total Tenant Payment does not include charges for excess utility consumption or other miscellaneous charges. Utility Allowance: If the cost of utilities (except telephone) and other housing services for an assisted unit is not included in the Tenant Rent but is the responsibility of the Family occupying the unit, an amount equal to the estimate made or approved by a PHA or HUD, of the monthly cost of a reasonable consumption of such utilities and other services for the unit by an energy- conservative household of modest circumstances consistent with the requirements of a safe, sanitary and healthful living environment. Utility Reimbursement: The amount, if any, by which the Utility Allowance for the unit, if applicable, exceeds the Total Tenant Payment for the Family occupying the unit. Very. Low-Income Family: A family whose Annual Income does not exceed 50 percent of the median income for the area, as determined by HUD, with adjustments for smaller and larger families. HUD may establish income limits higher or lower than 50 percent of the median income for the area on the basis of its finding that such variations are necessary because of unusually high or low family incomes. Welfare Assistance: Welfare or other payments to families or individuals, based on need, that are made under program funded, separately or jointly, by federal, state or local governments. Occupancy Standards: Standards established by an HRA to determine the appropriate number of bedrooms for families of different sizes and compositions. Ranking Preference: A preference used by the HRA to select among applicant families that qualify for Federal Preference. Residency Preference: A HRA preference for admission of families that reside anywhere in a specified area, including families with a member who works or has been hired to work in the area ("residency preference area"). Residency Preference Area: The specified area where families must reside to qualify for a residency preference. Single Room Occupancy (SRO): A unit which contains no sanitary facilities or food preparation facilities, or which contains one but not both types of facilities and which is suitable for occupancy by a single eligible individual capable of independent living. Special Admission: Admission of an applicant that is not on the HRA waiting list, or without considering the applicant's waiting list position. XXXIX. XL. XLI. XLII. XLIII. XLIV. XLV. XLVI. Unit: Dwelling unit. Waiting List Admission: An admission from the HRA waiting list. Drug-Related Criminal Activity: The illegal manufacture, sale, distribution use, or possession with intent to manufacture, sell, distribute or use, of a controlled substance (as defined in Section 102 of the Controlled Substances Act (21 U.S.C. 802). EO Plan: The Equal Opportunity Housing Plan (EO) plan establishes HRA policies for implementing civil rights requirements. Federal Preference: A preference under Federal law for admission of applicant families that are any of the following: 1) Involuntarily displaced; 2) living in substandard housing (including families that are homeless or living in a shelter for the homeless); or 3) paying more than 50 percent of family income for rent. Local Preference: A preference used by the HRA to select among applicant families without regard to their Federal preference status. Local Preference Limit: The local preference limit is used to select among applicants without regard to their Federal preference status. No more than fifty (50) percent of annual admissions may be applicants who are admitted based on their local preferences. The 1937 Housing Act: Any program assisted under Section 8 of the 1937 Act. (42 U.S.C. 1437 et seq.) Y7 PART II ELIGIBILITY REQUIREMENTS To be eligible for admission an applicant must qualify as a Family as defined in Part I, X and meet the following conditions: I. Income Limits for Admission: Ao To be financially eligible, the applicant family must provide adequate evidence that Annual Income for the twelve-month period following admission is not anticipated to exceed the Income Limits for Admission (see Appendix A). Where the family has Net Family Assets in excess of $5,000.00; Annual Income for eligibility and rent shall include the greater of the actual net income derived from all Net Family Assets or a percentage of the value of such assets based on the current passbook savings rate as determined by HUD. II. Non-Economic Eligibility. Criteria: In determining eligibility, the following factors shall apply: mo Non-economic criteria is required in order to determine whether the prior conduct and behavior of a particular applicant or tenant is likely to interfere with other tenants in such a manner as to diminish their enjoyment of the premises by adversely affecting their health, safety or the financial stability of the Authority's low-income housing program. Whether the conduct of the applicant in present or prior housing has been such that admission to the program would adversely affect the health, safety, or welfare of other residents, or the physical environment, or the financial stability of the project. A record of any of the following may be sufficient cause for the Authority to deny eligibility: 1. A record of nonpayment of rightful obligations including rent and utilities. 2. A record of disturbance of neighbors. 3. A record of destruction of property. 4. A record of poor living or housekeeping habits. o A history of criminal activity involving crimes of physical violence to persons or property or a record of other criminal acts which would adversely affect the health, safety or welfare of other residents. C. The ability of the applicant to meet the tenant's obligation of the lease. This involves the PHA judging whether the applicant: 1. Could live independently or could be assisted in doing so with available resources. 2. Would be old enough and sufficiently capable to sign a lease and abide by its terms. III. IV. Vo Do In determining eligibility for admission, the Authority shall rely on sources of information which may include, but not be limited to, Authority records, personal interviews with the applicant or tenant, home visits, interviews with previous landlords, criminal and court records, clients, physicians or the police department. mo In the event of the receipt of unfavorable information with respect to an applicant, consideration shall be given to the time, nature, and extent of the applicant's conduct and to factors, which might indicate a reasonable probability of favorable future conduct or financial prospects. Ineli~,ible Aoplicant: Each applicant determined to be ineligible shall be promptly notified by the PHA in writing of such determination with the reasons therefore and of his right upon request within a reasonable time to an informal hearing on the determination. Elieibilitv: Prior to the execution of any lease between the Authority and the applicant, the Authority will certify in writing that the family meets all conditions governing eligibility. Annual Reexamination: Once each year the Authority shall re-examine each Tenant Family related to the rent charge and size of the dwelling unit required in accordance with an established reexamination schedule. (Refer to Part X for additional information). PART III FEDERAL PREFERENCES General: mo In selecting applicants for admission, the HRA must give Preference to Applicants who are otherwise eligible for assistance and who, at the time they are seeking housing assistance, are involuntarily displaced, living in substandard housing, or paying more than fifty percent (50%) of Family income for rent. The HRA must inform all applicants for assistance of the availability of the Federal Preferences, and must give all applicants an opportunity to show that they qualify for a preference. For purposes of this paragraph, applicants include families on any waiting list for assistance maintained by the HRA when this section is implemented or thereafter. II. Aoolvine the Federal Preference: First Preference for selection will be to elderly family, elderly, handicapped, disabled, or displaced applicants in the order listed below: Applicants qualifying for a Federal preference, and that are residents of Columbia Heights (as defined in Part I), will be given preference on an equal basis,, in order of application date and time. Applicants qualifying for a Federal preference, and that are not residents of Columbia Heights (as defined in Part I), will be placed on a waiting list arranged in order of application date and time. o Applicants who do not qualify for a Federal preference but are residents of Columbia Heights (as defined in Part I) are placed on a waiting list arranged by date and time of application. Applicants who do not qualify for a Federal or Local residency preference are placed on a waiting list arranged by date and time of application and are selected only after all Federal and Local residency preference applicants as described in Paragraph (II) (A) (1) (2) and (3) of this section. In elderly projects a Near Elderly Single Person will be given preference for admission over other single applicants. They are placed on the waiting list arranged by date and time of application and are selected only after all elderly family, elderly, disabled or displaced applicants in the order listed below: Near Elderly applicants qualifying for a Federal preference and that are residents of Columbia Heights (as defined in Part I) will be given preference, on an equal basis, in order of application date and time. Near Elderly applicants qualifying for a Federal preference, will be given preference in order of application date and time. Near Elderly applicants who do not qualify for a Federal preference, but qualify as a Columbia Heights resident, will be given preference in order of application date and time. Near Elderly applicants who do not qualify for Federal or Local residency preferences are placed on a waiting list arranged by date and time of application and are selected only after Federal and Local residency preference applicants as described in (2) (B) (1) (2) and (3) of this Section. All remaining single person applicants are placed on the waiting list next arranged by date and time of application and are selected only after all Elderly Family, Elderly, Handicapped, Disabled, Displaced, and Near Elderly applicants in the order listed below: Single persons qualifying for a Federal preference and that are Columbia Heights residents (as defined in Part I) will be given preference on an equal basis, in order of application date and time. Single persons qualifying for a Federal preference will be placed on the list in order of application date and time. 3. Single persons qualifying as a Columbia Heights resident (as defined in Part I) will be placed on the waiting list in order of application date and time. Single person applicants that do not qualify for Federal or Local residency preferences are placed on the waiting list arranged by date and time of application and are selected only after all Federal and Local residency preference applicants as described in Paragraph (II) (C) (1) (2) and (3) of this section. III. Qualifying for a Federal Preference: A. An applicant qualifies for a Federal Preference if: Involuntary Displacement: An applicant that is or will be displaced by public or private action, which has occurred or will occur within 6 months of verification. Involuntary Displacement includes: a. Government Action by U.S., State, or Local Unit. Including code enforcement, public improvements or development. b. Natural disaster such as fire or flood, which has been formally, recognized under federal disaster relief laws, which results in the applicants unit being uninhabitable. Domestic Violence of a Recent or continuing nature, which results in the applicant: 1) vacating a unit because of domestic violence; or 2) living in a unit with an individual who engages in such domestic violence. "Domestic Violence" means actual or threatened physical violence directed against one or more members of the applicant family by a spouse or other member of the applicant's household. do eo gJ For an applicant to qualify as involuntarily displaced because of domestic violence: 1) the HRA must determine that the domestic violence occurred recently or is of a continuing nature; and 2) the applicant must certify that the person who engaged in such violence will not reside with the applicant family unless the HRA has given advance written approval. If the family is admitted, the HRA may deny or terminate assistance to the family for breach of this certification. Owner Action that is beyond the applicants' ability to control or prevent, occurs despite an applicants' having met all conditions of occupancy and is other than a rent increase or eviction. An Owner Action resulting in a tenants involuntary displacement includes, but is not limited to: - Conversion of the unit to non-rental or non-residential use. - Closing of the unit for rehab or any other reason. - Conversion of the unit for the owners, personal or family use or occupancy. - Sale of the unit, which requires the unit to be vacant when possession is transferred. - An owner's decision not to renew an applicant's lease. - Any other legally authorized act, that results of withdrawal of the unit from the rental market. Displacement to avoid reprisals: An applicant family is involuntarily displaced iff 1) family member provided information on criminal activities to a law enforcement agency, and 2) based on threat assessment, the law enforcement agency recommends re-housing the family to avoid or minimize a risk of violence against family members as a reprisal for providing such information. The HRA may establish appropriate safeguards to conceal the identity of families requiring protection against such reprisals. Displacement by hate crimes: An applicant family is involuntarily displaced iff 1) one or more members of the applicant's family have been the victim of one or more hate crimes; and 2) the applicant has vacated a housing unit because of such crime, or the fear associated with such crime has destroyed the applicant's peaceful enjoyment of the unit. "Hate crime" means actual or threatened physical violence or intimidation that is directed against a person or his/her property and that is based on the person's race, color, religion, sex, national origin, handicap, or familiar status. The HRA must determine that the hate crime involved occurred recently or is of a continuing nature. Displacement by inaccessibility of unit: An applicant family is involuntarily displaced if: 1) a member of the family has a mobility or other impairment that makes the person unable to use critical elements of the unit; and 2) the owner is not e legally obligated to make changes to the unit that would make critical elements accessible to the disabled person as a reasonable accommodation. h. Displacement because of HUD disposition ofmultifamily project includes: a displacement because of disposition of a multifamily rental housing project by HUD under Section 203 of the Housing and Community Development Amendments of 1978. SUBSTANDARD HOUSING: a. Lacking a fixed, regular and adequate nighttime residence (homeless or living in a homeless shelter). b. Having a primary nighttime residence that is: (1) A public or private temporary shelter (i.e. welfare hotels, congregate shelters, and the transitional housing for the mentally ill), (2) An institution providing temporary residence for individuals intended to be institutionalized, or (3) A public or private place not designed or intended for use as sleeping accommodations for human beings. NOTE: A "homeless family" does not include individuals imprisoned or detained by law. c. Substandard housing is defined as a unit that: (1) Is dilapidated and does not provide safe and adequate shelter, endangers the health, safety and well-being of the family, had one or more critical defects (or a combination of less serious defects) which require extensive repair or rebuilding. (2) Does not have operable indoor plumbing. (3) Does not have a useable, private, indoor bathtub or shower. (4) Does not have electricity or has unsafe or inadequate electrical service. (5) Does not have adequate or safe heat. (6) Should, but does not, have a kitchen, or (7) Has been declared unfit for human habitation by a unit or agency of government. NOTE: Units established for single room occupancy use not considered substandard. Bo 3. RENT BURDEN: Applicants paying more than 50% of their income for rent for at least 90 days. The definition of rent includes: The monthly amount due under a lease or occupancy agreement plus the cost of tenant-paid utilities determined, at the option of the applicant, either by: (1) The PHA utility allowance, or (2) The average home and pad. Total "rent" includes the mortgage payment, pad rental and utilities, and (3) Charges under an occupancy agreement between members and a cooperative. An applicant may not qualify for a Federal Preference if the applicant is paying more than fifty percent (50%) of Family Income to rent a unit because the Applicant's housing assistance under the Unites States Housing Act of 1937 or Section 101 of the Housing and Urban Development Act of 1965 with respect to that unit, has been terminated as a result of the Applicant's refusal to comply with applicable program policies and procedures with respect to the occupancy of under-occupied and overcrowded units. An applicant may not qualify for a Federal Preference if the Applicant has been evicted from housing assisted under the U.S. Housing Act (public, Indian, Section 8, or Section 23 housing) because of drag related criminal activity (use or distribution) by any member of the Applicant's Family, the applicant will not be given any tenant selection preference from three (3) years from the date of that conviction. The HRA may waive this restriction for a particular applicant if the HRA determines that the evicted person: 1. Has successfully completed a rehabilitation program approved by the HRA; 2. Clearly did not participate in or know about the drug related criminal activity; or 3. No longer participates in any drug related criminal activity. PART IV VERIFICATIONS All income, asset information and non-economic eligibility requirements for admission and continued occupancy will be verified by the Authority. Written inquiries will include a statement of the purpose of the inquiry and a statement signed by the applicant to permit the source to release information. When an applicant or tenant reports Annual Income that appears to be less than adequate for the family's needs, or if the family appears to be eligible for income that is not reported to be received, (i.e., AFDC, welfare, unemployment compensation, child support, etc.) the absence of such income will be verified. All verifications will be obtained within 90 days of the initial lease date and for all subsequent reexaminations to ensure that current and accurate data are being used in calculating rents and eligibility. All decreases reported in income, which affect rent between admission and reexamination will be verified in accordance with the above provisions. Tenant files will contain documentation of all verifications. Applicants/tenants must furnish verification or provide authorization for the Authority to obtain verification of all statements regarding income, assets, and allowances from a third party. Certification by signing the application for admission or the application for continued occupancy will normally be considered sufficient verification of family composition. II. All income, assets, and each applicable deduction or exemption will be verified at the time of admission and at each subsequent reexamination. Income will be verified by third party verification. If third party written verification is not possible, a review of documentation provided by the Family such as benefit checks, income tax returns, benefit award letters, savings and checking account statements, estimated market value of real estate from tax statements, United States savings bond redemption values, and other supporting documents may be accepted. In cases where third party verification cannot be obtained, the Authority will document the reason why another method was used. (United States Treasury checks WILL NOT be photocopied.) III. Age of Family members will be verified when the sole factor determining eligibility is age or when necessary to support exemptions claimed for dependents. IV. Involuntary displacement, 50% rent burden, substandard housing, handicap, disability, veteran or serviceman status will be verified when they are a factor in determining eligibility or preference. For persons who claim disability but who are not recipients of benefits under Section 223 of the Social Security Act or Section 102 (b) 7 of the Developmental Disabilities Services and Facilities Construction Amendment of 1970, a Doctor's Certification as to the degree and possible length of such disability shall be required. The receipt of veteran's benefits for disability, either service incurred or otherwise, does not automatically establish eligibility by disability. V. Full-time student status will be verified. VI. Non-economic eligibility criteria will be verified as follows: VII. A. Any applicant who has lived in rental property within the past 5 years must provide rental references for each unit occupied during this period, including the one currently occupied. If the applicant has not lived in rental property, he/she must provide at least 1 reference from non-related persons. References may include, but not be limited to: employers, clergy, neighbors, social service professionals, or building inspectors. If any reference information obtained provides the basis for denial based upon the past conduct of the applicant, his/her guests or members of his/her family, additional references may be required. If it is determined that income, asset or non-economic eligibility information provided by the applicant has been knowingly falsified or intentionally withheld, the PHA has the right to deny eligibility and advise the applicant in writing of the reason for denial and of their right to an impartial hearing. II. III. PART V TENANT SELECTION AND ASSIGNMENT POLICY It is the intention of the Housing and Redevelopment Authority that the selection of tenants for its public housing be accomplished fairly and objectively and in accordance with Federal and State law as set forth by the Housing Authority. I. The Authority shall not discriminate against any applicant because of race, color, creed, religion, sex, handicap, disability, marital status, national origin or status with regard to public assistance. The Authori .ty in selecting eligible applicants to fill available units will give preference to applicant who are otherwise eligible for assistance and who, at the time they are seeking housing assistance, are involuntarily displaced, living in substandard housing, or paying more then 50 percent (50%) of family income for rent as defined in Part III, of this policy. Each applicant shall be assigned an appropriate place on the waiting list in sequence, based upon date and time of application, suitable type or size of unit, and factors affecting preference or priority established by the Federal and Local Authority's regulations. At a given time, the applicant first on the waiting list shall be offered a suitable unit. If the applicant rejects the first unit offered, the applicant shall retain his/her placement on the waiting list. When the next available unit becomes vacant, he/she shall once again be offered the unit. If the applicant rejects the second unit offered he/she shall be moved to last place on the waiting list. In carrying out the above plan, should the applicant be willing to accept the unit offered but be unable to move at the time of the offer and presents clear evidence of his inability to move to the local authority's satisfaction refusal of the offer shall not count as one of the number of allowable refusals permitted the applicant before placing his name at the bottom of the eligible applicant list. In carrying out the above plan, should the applicant present to the satisfaction of the local authority clear evidence that the acceptance of a given offer of a suitable vacancy will result in undue hardship or handicap not related to considerations of race, color, sex, creed, religion, handicap, disability, marital status, national origin or status with regard to public assistance such as accessibility to source of employment, children's day care, etc. refusal of such an offer shall not be counted as one of the number of allowable refusals permitted an applicant before placing his name at the bottom of the eligible applicant waiting list. LOSS OF PREFERENCE STATUS: Applicants selected based on local preferences must qualify for the preference at the time they apply and must verify their status prior to admission. If the applicant does not qualify for the preference, they are placed back on the waiting list in the non- preference category. Applicants claiming preference under the displacement or substandard category will lose preference if, at the time of selection, they have secured standard replacement housing. That includes housing that is: A. Decent, safe and sanitary B. Adequate for the family size according to Metro HRA occupancy standards, and is VI. C. Permanent and occupied pursuant to a lease or occupancy agreement. For domestic abuse displacement, replacement housing does not include a shelter for abused persons or the return to the abuser's residence. NOTE: An applicant is not involuntarily displaced if they moved from an assisted unit because of failure to comply with program policies or under or over occupancy of a dwelling. The rent burden preference does not apply if the applicant is now paying more than 50% of income for rent because assistance was terminated for failure to comply with program policies or under or over occupancy of a dwelling. DENIAL OF ELIGIBILITY: If it is determined that income, asset or non-economic criteria has been knowingly falsified or intentionally withheld by the applicant, the HRA has the right to deny eligibility and advise the applicant in writing of the reason for denial and of their right to an impartial hearing. INTRA-BUILDING RELOCATION: Relocation from one apartment to another within Parkview Villa North will be allowed under the following conditions: Ao Names of current residents in Parkview Villa North who desire to relocate into a different area of Parkview Villa North will be maintained by the Parkview Villa North Management Office on a first come-first serve basis. On establishing the initial Parkview Villa North resident Intra-Building Waiting List, HRA staff shall invite Parkview Villa North residents to submit a letter (within a limited time period) indicating their desire to relocate into another apartment in Parkview Villa North. After completion of the limited period, names are to be ranked by means of a lottery. Thereafter, the names are to be placed on the Parkview Villa North resident Intra-Building Waiting List on the basis of date/time of application. Parkview Villa North residents on this list will be offered the opportunity to move into vacant units, prior to such units being offered to non-Parkview Villa residents. After vacant units become available, interested Parkview Villa North residents on the Parkview Villa North Intra-Building Waiting List shall be allowed a maximum of one week to indicate their desire to relocate into the available apartment. Bo Parkview Villa North residents relocating from one unit to another shall be required to leave their apartment in clean re-rentable condition or pay for the cost of having such cleanup completed by the Housing and Redevelopment Authority. All costs for telephone line and cable TV transfers and any other relocation expenses are to be paid by the relocating resident. For every intra-building relocation, an Intra-Building Relocation fee of $400.00 shall be paid (may be made in two installments of $200.00 each) to the Housing and Redevelopment Authority by Parkview Villa North residents relocating from one unit to another within the Parkview Villa North building. This fee is intended to cover the extra administrative and maintenance work involved in rent up of units. PART VI OCCUPANCY STANDARDS I. Dwellings should be assigned so that, except possibly in the case of infants and very young children, the parent(s) has a separate bedroom. II. The age, sex, and relationship of the members of the Family will be taken into consideration in assigning unit sizes; persons of different generations, persons of the opposite sex (other than married couples, or couples who have a marital type relationship), and unrelated adults, will be assigned separate bedrooms. In any case, minors of the.opposite sex six years or older, will not be required to share the same bedroom. III. Units will be assigned so that the living room is not used for sleeping purposes. In order to prevent underutilization of space and permit efficient and economical use of scarce housing resources, the following standards will determine the number of bedrooms required to accommodate a family of a given size: NUMBER OF BEDROOMS NUMBER OF PERSONS Minimum Maximum 1 1 2 Such standards may be waived when a vacancy problem exists and it is necessary to achieve or maintain full occupancy by TEMPORARILY assigning a family to a larger size unit or a different unit type, such as a handicapped adapted unit, than is required. Such family shall be advised that they will be transferred to the proper type or size unit as soon as one becomes available. In no event should waiver action be taken to assign smaller units to families than established in the maximums. PART VII WAITING LIST II. One waiting list will be maintained for all HUD assisted low rent projects. The waiting list will consist of apparently eligible applicants, based on type and size of unit required, factors affecting preference, and date and time the application was received. Application forms will be completed to the extent that all factors of eligibility and preference factors are included and a determination can be made by the Authority on the eligibility status of the applicant. Contact will be made annually with eligible persons on the waiting list to keep a current list of persons interested in, and eligible for housing. PART VIII SCHEDULE OF RENTS For all tenants admitted on or after August 1, 1982, the Total Tenant Payment shall be the highest of the following, rounded to the nearest dollar. A. 30 percent of the tenants adjusted income. B. 10 percent of monthly Annual Income; or If the Family receives Welfare Assistance from a public agency and a part of such payments, adjusted in accordance with the Family's actual housing costs, is specifically designated by such agency to meet the Family's housing costs, the monthly portion of such payments so designated. If the Family's Welfare Assistance is ratably reduced from the standard of need by applying a percentage, the amount calculated under this paragraph shall be the amount resulting from one application of the percentage. D. With the minimum rent amount received at $50.00/month. II. PART IX ADDITIONAL CHARGES Security Deposit: Each tenant is required to pay a security deposit in an amount determined by the Authority. Such payments must be made prior to occupancy, unless other arrangements are made with management. The security deposit may not be used to pay rent or other charges during occupancy. The amount of security deposit required is noted in appendix B. The security deposit will be returned to the tenant with interest within 21 days after move-out if the following conditions are met. A. There is no unpaid rent or other charges outstanding for which the tenant is liable. The apartment and all equipment are left reasonably clean, and all trash and debris have been removed by the tenant. C. There is no breakage or damage beyond that expected from normal use. All keys issued to the tenant are turned in to the Management Office when the tenant vacates the apartment. Additional Security Deposit for Pet Ownership: With prior approval of the PHA and payment of an additional security deposit for pet ownership, common household pets are permitted in the project(s) identified in Appendix B. The pet deposit, in the amount noted in Appendix B, shall be held by the PHA until the tenant moves out or no longer keeps a pet in the dwelling unit. The deposit will be fully refunded, with interest according to state law, provided no pet related damage has been done to the premises. Excess Utility Consumption: From page 20 in Parkview Villa North Policy. Key Deposit: For security purposes a second front door key may be obtained upon a $25.00 deposit, refundable when the key is turned in to the management office. The tenant shall provide the name, address and telephone number of the person holding the key. Garage Rent: Underground parking is available for $25.00 a month. If there are more tenants requesting underground parking than there are stalls, a waiting list will be formed on a first come, first serve basis. A deposit will be required for the garage door opener transmitter, this amount is noted in Appendix B. This deposit will be returned to the tenant with interest within 21 days if the following condition is met. A. The transmitter is returned and there is no breakage or damage beyond that expected from normal use. II. III. IV. PART X LEASING Prior to admission, a lease shall be signed and dated by the head of the household and spouse and by the Authority. The head of the household is the person who assumes legal and moral responsibility for the household. The lease is to be current at all times and must be compatible with Authority policies, Federal Regulations, and State and Local law. Notices of Rent Adjustments will be issued to amend the dwelling lease. This procedure provides formal acknowledgement of the rent change. To support proper notice, a copy will be included in the tenant file. Schedules of Special Charges for Services, Repairs and Utilities, and Rules and Regulations, which are required to be incorporated, in the lease by reference shall be publicly posted in a conspicuous manner in the project office and shall be furnished to applicants and tenants on request. Such schedules, rules and regulations may be modified from time to time, provided that at least thirty (30) days written notice is given to each affected tenant setting forth the proposed modification, the reasons for each change, and providing the tenant an opportunity to present written comments which shall be taken into consideration prior to the proposed modification becoming effective. A copy of such notice shall be: A. Delivered directly or mailed to each tenant; or Bo Posted in at least three conspicuous places within each structure or building in which the affected dwelling units are located, as well as in a conspicuous place at the project office, if any, or if none, a similar central business location within the project. Any modifications of the lease must be accompanied by a written rider to the lease signed by both parties. II. III. PART XI REEXAMINATION AND RENT ADJUSTMENTS As required by law, the Authority will annually reexamine the status of each tenant family. The Authority will require a written application from each family. The Authority will require a written application from each family, signed by the head of the household or the spouse which will set forth in adequate detail all data and information necessary to enable the Authority to determine the rent to be charged and the size of the apartment required. Once rent is established, it shall remain in effect until the next annual reexamination, special reexamination or an interim rent adjustment for an unanticipated change in income or family composition. Anytime any of these circumstances occur, rent and income will be reviewed and rent adjusted in accordance with the approved schedule of rents. A decrease in Family Income or change in Family circumstances, which would lower the rent in accordance with the approved schedule. Increases in rent resulting from rent reviews are effective the first of the second month following the notice of the change. Decrease in rent are effective the first of the month following the reported change in family circumstances. If, upon reexamination, it is determined that a transfer to another dwelling unit is required to conform with Occupancy Standards identified in Part V, the Authority shall give notice of at least 30 days to the tenant that the tenant will be required to move to another dwelling unit in the Authority's Low Income Public Housing Program. If it has been determined that a tenant has misrepresented to Management the facts upon which the rent is based, so that the rent paid is less than should have been collected, then the increase in rent shall be charged retroactive to the date the change should have been made. If management determines that the tenant has gained admission or remained in occupancy in the Housing Authority's project through the tenant's willful misrepresentation of income, assets, or family composition, Management shall notify the tenant that the tenant has 30 days to vacate the leased premises. II. III. PART XII LEASE TERMINATIONS The tenant may terminate the lease by providing the Authority with thirty days (30) written notice as defined in the lease agreement. The lease may be terminated by the Authority by giving the tenant written notice of good cause, such as but not limited to, chronic rent delinquency, failure to pay service charges, serious or repeated interference with the right of other tenants or neighbors, serious or repeated damage to the lease premises, creation of physical or health hazards, failure to fulfill tenant obligations set forth in the lease, for serious or repeated violations of the terms of the lease, or for other good cause. If the Authority terminates the lease, written notice will be given as follows: A. At least fourteen (14) days prior to termination in case of failure to pay rent. Bo A reasonable time prior to termination commensurate with the urgency of the situation in the case of creation or maintenance of a threat to the health or safety of other tenants or Authority employees or the safety of the premises. C. At least thirty (30) days prior to termination in all other cases. Notice of termination to tenant shall state reasons for the termination, shall inform the tenant of the right to make such reply as he or she may wish and of the right to request a hearing in accordance with the Authority's grievance procedure. All individual grievances or appeals, with the exception of those cases concerning eviction or termination of tenancy, which are based upon a tenant's creation or maintenance of a threat to health or safety of other tenant or Authority's employees, shall be processed under the Authority's Grievance Policy. This policy is posted in the Management Office where copies are available upon request. Before the Authority shall schedule a grievance hearing for any grievance concerning the amount of rent to the Authority claims is due, the tenant must first bring his or her rent account current by paying to the Authority an amount equal to the amount of rent due and payable as of the first of the month preceding the month in which the act or failure to act took place. After the hearing is scheduled, the tenant shall continue to deposit this same monthly rent amount into the Authority's escrow account until the complaint is resolved by the decision of the hearing officer or panel. If the grievance, hearing officer, or panel upholds the Authority's action to terminate the tenancy, the Authority's notice to vacate shall not be issued to the tenant before the decision of the grievance, hearing officer, or panel is either mailed or delivered to the tenant. Until the Authority's Notice to vacate has been served the tenant, the Authority will not commence eviction action in court. II. PART XIII GRIEVANCE PROCEDURE Intent and Purpose: Ao The procedure herein set forth is for the purpose of insuring fair and impartial airing of disputes between residents of any Housing Authority owned and/or managed housing projects and the management of such projects. B. It is the intent of this procedure to define a process of mediating disputes, insure due process to all parties and expand lines of communication between residents and management. Definitions: A. "Housing Authority": The Housing and Redevelopment Authority of Columbia Heights, Minnesota, its employees and authorized agents. Bo A "Grievance" is any dispute, which a tenant may have with respect to Housing Authority action or failure to act accordance with the individual tenant's lease or Housing Authority regulations, which adversely affect the individual tenant's rights, duties, welfare or status. C. A "Complainant" is any tenant whose grievance is presented to the Housing Authority or at the project management office informally or as part of the informal hearing process. "Tenant" is the adult person(s) (other than the live-in aide) who resides in the unit, and who executed the lease with the Housing Authority as lessee of the dwelling unit, or, if no such person now resides in the unit, one who resides in the unit, and who is the remaining head of household of the tenant family residing in the dwelling unit. E. "Hearing Officer" or "Panel" shall mean an impartial, disinterested person or persons selected to hear grievances and render a decision with respect thereto. "Elements of due process" shall mean an eviction action or a termination of tenancy in a state or local court in which the following procedural safeguards are required: 1. Adequate notice to the tenant of the grounds for terminating the tenancy and for eviction; 2. Right of the tenant to be represented by counsel; Opportunity for the tenant to refute the evidence presented by the Housing Authority including the right to confront and cross-examine witnesses and to present any affirmative legal or equitable defenses which the tenant may have. 4. A decision on the merits. G. Resident organization includes a Resident Management Corporation. III. Grievance Procedure: A. Informal Grievance Procedures Any grievance shall be personally presented orally or in writing to the Housing Authority office or to the complainant's project office. (If the grievance is written, it must be signed and dated by the complainant.) The grievance must be presented within a reasonable time, not in excess of the first working day after the fifth (5th) day of the action or failure to act which is the basis of the grievance. It may be simply stated, but shall specify: (a) the particular ground(s) upon which it is based; (b) the action requested; and (c) the name, address and telephone number of complainant and similar information about his/her representative, if any. The purpose of this initial contact is to discuss and hopefully resolve grievances without the necessity of a formal hearing. Within five working days, a summary of this discussion will be given to the complainant by a Housing Authority representative, one copy to be filed in the Housing Authority's tenant files. The summary will include: names of participants, date of the meeting, nature of the proposed disposition, specific reasons therefore; and shall specify steps by which a formal hearing can be obtained. o After exhausting procedures outlined above, if the complainant is dissatisfied with the proposed disposition of the grievance, he/she is entitled to a heating before a Heating Officer or panel. He/she shall submit a written request for a hearing within ten (10) working days of delivery of the above-mentioned summary of the informal proceedings. If the complainant does not request a hearing within ten (10) working days, he/she waives his/her right to a heating, and the Housing Authority's proposed disposition of the grievance will become final. Failure to request a heating shall in no way constitute a waiver of the complainant's right to contest the Housing Authority's disposition of his/her grievance in a appropriate judicial hearing. Procedures to Obtain a Hearing: A. Informal Prerequisite All grievances shall be personally presented either orally or in writing pursuant to the informal procedure prescribed in Section II, A. 1 as prerequisite to a formal hearing. If the complainant shall show good cause why he/she failed to proceed in accordance with Section II, A.1 to the heating officer or heating panel, the provisions of this subsection may be waived by the hearing officer or heating panel. If the complainant does not request a hearing within the time period allowed in Item II, A.5 above, he/she waives his/her right to the hearing, and proposed disposition of the grievance will become final. This shall not, however, constitute a waiver of the complainant's right thereafter to contest disposition of his/her grievance in a appropriate judicial proceeding. B. Escrow Deposit: Before a hearing is scheduled in any grievance involving an amount of rent the Housing Authority claims is due, the complainant shall pay to the Housing Authority all rent due and payable as of the month preceding the month in which the act or failure to act took place. The complainant shall thereafter deposit the same amount of the monthly rent in an escrow account monthly until the complaint is resolved by decision of the heating official or panel. The above requirements (Section HI, B 1 & 2) may be waived by the Housing Authority in extraordinary circumstances. Unless so waived, failure to make the aforementioned payments shall result in termination of the grievance procedure. Failure to make such payments shall not constitute a waiver of any right the complainant may have to contest the Housing Authority's disposition of his/her grievance in any appropriate judicial proceeding. V. Selection of a Hearing Officer or Panel: Ao The hearing officer shall be an impartial, disinterested person or persons appointed by the Housing Authority, other than a person who made or approved the Housing Authority action under review or a subordinate of such person. The Housing Authority may provide for the appointment of a hearing officer or panel by any method which is approved by a majority of tenants voting in an election or meeting of tenants held for the purpose. Any comments or recommendations submitted by tenant organizations, shall be considered by the Housing Authority before the appointment. VI. Scheduling: Ao Upon complainant's compliance with the above (III, A.B.) a hearing shall be scheduled by the hearing officer or panel promptly for a time and place reasonably convenient to both the complainant and the Housing Authority. A written notification specifying the time, place and the procedures governing the hearing shall be delivered to the complainant and the appropriate Housing Authority Official. VII. VIII. Expedited Grievance Procedure: In the case of a grievance conducted under the expedited grievance procedure, the informal hearing is bypassed. The complainant shall request a heating by such time as specified by the Housing Authority. The Housing Authority has established an expedited grievance procedure and may use this procedure for any grievance concerning a termination or tenancy or eviction that involves: A. Any criminal activity that threatens the health, safety, or right to peaceful enjoyment of the premises by other residents or employees of the Housing Authority. B. Any drug-related criminal activity on or near such premises. Procedures Governing the Hearing: A. The heating shall be held before a heating officer or panel as appropriate. B. The complainant shall be afforded a fair heating providing the basic safeguard of due process which shall include: 1. The opportunity to examine before the grievance hearing and at the expense of the complainant, to copy all documents, records and regulations of the Housing Authority that are directly relevant to the heating. If the Housing Authority does not make the document available for examination upon request by the complainant, the Housing Authority will not rely on such document at the grievance hearing. 2. The right to a private hearing unless the complainant requests a public hearing. 3. The right to be represented by counsel or other person chosen as his/her representative, and to have such person make statements on the tenant's behalf. 4. The right to present evidence and arguments in support of his/her complaint, to controvert evidence relied on by the Housing Authority or project management, and to confront and cross-examine all witnesses on whose testimony or information the Housing Authority or project management relies; and 5. A decision based solely and exclusively upon the facts presented at the heating. If the hearing officer or panel determines that the issue has been previously decided in another proceeding with the hearing. If the complainant or Housing Authority fail to appear at the scheduled hearing, the heating officer or panel may make a determination to postpone the hearing for not to exceed five working days, or make a determination that the party has waived his/her right to a hearing. Such a determination in no way waives the complainant's right to appropriate judicial proceedings. Co At the hearing the complainant must first make a showing of an entitlement to the relief sought and thereafter the Housing Authority must sustain the burden of justifying the Authority actions or failure to act against which the complain is directed. F. The hearing shall be conducted by the hearing officer or panel in such a way to be: Informal- Oral or documentary evidence pertinent to the facts and issues raised by the complaint may be received without regard to admissibility under the rules of evidence applicable to judicial proceedings; Orderly- The officer or penal shall require that the Housing Authority, complainant, counsel and other participants and spectators conduct themselves in any orderly fashion. Failure to comply with the directions of the hearing officer or panel to obtain order may result in exclusion fi.om the proceedings or a decision adverse to the interests of the disorderly party and granting or denial the relief sought, as appropriate. Go The complainant of Housing Authority may arrange, in advance and at the expense of the party making the arrangement, for a transcript of the hearing. Any interested party may purchase a copy of such transcript. The Housing Authority will provide reasonable accommodations for persons with disabilities to participate in the hearing. 1. Reasonable accommodation may include qualified sign language interpreters, readers, accessible locations, or attendants. 2. If the tenant is visually impaired, any notice which is required under this procedure will be in an accessible format. IX. Decisions of the Hearing Panel: mo Within 10 working days following the hearing, the hearing officer or panel shall give the complainant and Housing Authority a written decision including reasons therefore. The Housing Authority will file one copy in their files and maintain another copy with names and identifying reference deleted for a prospective complainant, his/her representative, or hearing officer or panel. The decision of the hearing officer or panel shall be binding on the Housing Authority which shall take all actions necessary to carry out the decision unless the Housing Commissioners determine, within five working days, and or notifies the complainant that: The grievance does not concern Housing Authority action or failure to act in accordance with or involving the complainant's lease on Housing Authority regulations, which adversely affect the complainant's rights, duties, welfare or status. The decision of the hearing officer or panel is contrary to applicable Federal, State, or Local Law, HUD regulations or requirements of the Annual Contributions Contract between HUD and the Housing Authority. Co A decision by the heating officer or panel or Housing Commissioners in favor of the Housing Authority or which denies the relief requested by the complainant in whole or part shall not constitute a waiver of, nor affect in any manner whatever, the rights the complainant may have to a new trial or judicial review in any proceedings, which may thereafter be brought in the matter. X. Housing Authority Eviction Actions A notice to vacate, which is required by State or Local Law may be combined with or run concurrently with a notice of lease termination. The tenancy shall not terminate (even if any notice to vacate under State or Local Law has expired) until the grievance process has been completed (so long as the hearing was requested in a timely manner). PARKVIEW VILLA NORTH OCCUPANCY POLICY APPENDIX A INCOME LIMITS FOR OCCUPANCY The following are the current income limits for admission/continued occupancy in Parkview Villa North Senior Housing: Number in Family Income Limits * 1 $39,500 2 $45,200 *These limits are subject to automatic change with the Department of Housing and Urban Development (HUD) annual revised Income Limits. The current limit shall be the latest Revised Income Limits as approved by HUD for the Minneapolis-St. Paul MSA. Revised limits shall be effective as of the HUD effective date for such new limits. APPENDIX B SECURITY DEPOSIT Tenant agrees to pay $100.00 as a security deposit to be used by Management at the termination of this lease toward reimbursement of the cost of repairing any intentional or negligent damages to the dwelling unit caused by the tenant, his family, or dependents, and any rent or other charge owed by tenant. Payment of the security deposit is to be made by payment of $100.00 upon occupancy. Security deposit shall be held by the Management for the tenant and shall bear simple interest at the rate established by State Law (currently 4%). The Management shall, within 21 days after termination of the tenancy, return such deposit to the tenant, plus any interest earned or furnishes tenant a written statement stating the specific reason for withholding the deposit or any portion thereof. The Management may withhold from the deposit such amounts as are reasonably necessary to remedy tenant defaults in the payment of rent or of other funds due to the management pursuant to agreement, or to restore the premises to their condition at the commencement of the lease. The security deposit may not be used to pay rent or other charges while tenant occupies unit. The security deposit for cats and dogs shall be $100.00 to be used by Management toward reimbursement of the cost of repairing damages to the dwelling unit caused by the pet. Security deposit shall be held by the Management for the tenant and shall bear simple interest at the rate established by State Law (currently 4%). The Management shall, within 21 days after termination of the tenancy, or vacancy of the pet from the premises, return such deposit to the tenant, plus any interest earned or furnishes tenant a written statement stating the specific reason for withholding the deposit or any portion thereof. The deposit for a garage door opener transmitter shall be $35.00. This amount will be refunded within 21 days after termination of the garage stall rental. Security deposit shall be held by the management for the tenant and shall bear simple interest at the rate of 4% per annum. 72 APPENDIX C EXCESS UTILITY CHARGES Tenants utilizing the following appliances and/or services are required to pay the following amounts: FREEZERS: AIR CONDITIONERS: AUTOMOBILE/TRUCK ENGINE HEATERS: $5.00 per month $5.00 per month $5.00 per month APPENDIX D SECURITY CARD POLICY AND PROCEDURES POLICY: The Housing Administrator/Manager or designee will give each resident one proximity card upon move in. At anytime during Occupancy additional cards up to 3 per unit are available for a fee with completion of Additional Security Card Registration Form. PROCEDURE: 1. Housing Administrator/Manager or designee will issue and document to resident file and master card file, card(s) given to resident upon initial occupancy. If additional card(s) are requested a Additional Security Card Registration Form must be completed and signed by resident and cardholder. Housing Administrator/Manager or designee will document to resident file and master card list. Each additional card requires a $25.00 deposit. 3. If card(s) is lost or damaged cardholder must immediately report to Housing Administrator/Manager. A new card will be issued at replacement cost. Upon vacate of unit, card(s) must be returned to Housing Administrator/Manager or designee. Additional cards must be returned to Housing Administrator/Manager or designee in reusable condition, if not reusable condition, if not reusable damage deposit will be forfeited. 5. In the case of relocation card(s) will be transferred to new unit. RESIDENT SECURITY CARD FORM RESIDENT INFORMATION NAME: First Last Middle Initial TELEPHONE NUMBER: APT.#: Signature of Resident / / Date FOR OFFICE USE ONLY: Assigned Card Number / / Date 7¢ APPENDIX E ONE STRIKE PROVISION-LEASE POLICY: Housing Administrator/Manager will immediately and permanently terminate the tenancy if the PHA determines that any member of a household has ever been convicted of drag related criminal activity for manufacture or production of methamphetamine on the premises of Parkview Villa North. APPENDIX F DISCLOSURE OF INFORMATION ON LEAD BASED PAINT AND LEAD BASED PAINT HAZARDS Lead Warning Management Disclosure (initial) __(a) Presence of lead-based paint or lead based hazards (check one below): __ Known lead-based paint and/or lead-based hazards are present in the housing (explain) Management has no knowledge of lead-based paint and/or lead based paint hazards in housing. __.(b) Records and reports available to the resident (check one below): Management has provided the resident with all available record and report pertaining to lead-based paint and/or lead based hazards in the housing (list documents below): Management has no reports or records pertaining to lead-based paint and/or lead based paint hazards in the housing. Residents Acknowledgement (Initial) ~(c) Resident has received copies of all information listed above __(d) Resident has received the pamphlet "Protect your family from lead in your home". Manager's Acknowledgement (Initial) (e) Management is informed of their obligations under 43 U.S.C. 4852 (d) and is aware of his/her responsibility to ensure compliance. Certification of Accuracy The following parties have reviewed the information above and certify to the best of their knowledge, that the information provided by the signatory is true and accurate. Housing Administrator's Signature Date Resident's Signature Date APPENDIX G TRACKING CRIME AND CRIME RELATED PROBLEMS POLICY: Parkview Villa staffwill work in conjunction with the Columbia Heights Police Department to track crime-related problems within the Parkview Villa Community. PROCEDURES: 1. All criminal behavior will be reported to the Columbia Heights Police Department to investigate. 2. Columbia Heights Police Department will provide Housing Administrator/Manager with monthly reports listing all "911" calls to the 965 40th Avenue NE address. 3. Housing Administrator/Manager will follow up with residents any behavior that is a violation of the lease. 4. Administration/City staff will present training sessions related to Crime Prevention issues. APPENDIX H SCREENING APPLICANTS CRIMINAL HISTORY POLICY: Parkview Villa staffwill work in conjunction with the Columbia Heights Police Department to screen all applicants, criminal history prior to admission to Parkview Villa Senior Housing. PROCEDURES: 1. When an applicant is offered an apartment the Housing Administrator/Manager will have said applicant complete a Criminal History Background Release Form. o The Housing Administrator/Manager will then give completed form to Columbia Heights Police Department. The Columbia Heights Police Department will notify their findings to the Housing Administrator/Manager. 3. The Housing Administrator will note and date the findings on the Criminal History Background Release Form. 4. If the findings disqualify the applicant, the Housing Administrator/Manager will notify the applicant of the disqualification. COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Meeting of: January 25, 2005 AGENDA SECTION: Items for Consideration ORIGINATING EXECUTIVE NO: 8-H DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Community Service and Self Sufficiency BY: Dana Welke BY: Policy DATE: January 25, 2005 BACKGROUND: It was found that the existing Community Room and Self Sufficiency Policy for Parkview Villa was not initiated in 2003 as is required by HUD. In order to stay in compliance with HUD we need to implement this policy immediately. I did review this with a group of residents at a meeting and posted it in the library at Parkview Villa North on November 15, 2004 for the resident to review. This too must be posted for 30-days and then go in affect 60-days after the board approves it. You can find this information in the ACOP (Admission and Continued Occupancy Policy) in Section XII. Management did create a 3rd Party Verification Form that meets the HUD requirement, that will be required by the residents to complete and have in their file. These forms are also attached for you to review. RECOMMENDATION: Staff recommends the review of the attached documents and the Adoption of the Commtmity Service and Self Sufficiency Policy. RECOMMENDED MOTION: Move to Approve the Community Service and Self Sufficiency Policy, which would be in effect on April 1, 2005 when approved. HRA ACTION: COMMUNITY SERVICE AND SELF SUFFICIENCY POLICY ATTACHMENT TO LEASE A. Background The Quality Housing and Work Responsibility Act of 1998 requires that all non-exempt (see definitions) public housing adult resident (18 years old or older) contribute eight (8) hours per month of community service (volunteer work) or participate in eight (8) hours of training, counseling, classes or other activities that help an individual toward self sufficiency and economic independence. This is a requirement of the Public Housing Lease. B. Definitions Community Service- volunteer work which includes, but is not limited to: · Work at a local institution including but not limited to: school, child care center, hospital, hospice, recreation center, senior center, adult day care center, homeless shelter, indigent feeding programs, cooperative food bank, etc; · Work with a non-profit organization that serves PHA residents or their children such as: Boy Scouts, Girl Scouts, Boys or Girls clubs, 4-H programs, PAL, Garden Center, Community clean- up programs, beautification programs, other youth or senior organizations; · Work at the Authority to help improve physical condition; · Work at the Authority to help with children's' programs; · Work at the Authority to help with senior programs; · Helping neighborhood groups with special projects; · Working through resident organization to help other residents with problems, serving as an officer in Resident organization, serving on the Resident Advisory Board; and · Caring for the children of other residents so they may volunteer. Note: Political activity is excluded. Self Sufficiency Activities- activities that include but are not limited to: · Job readiness programs; · Job training programs; · GED classes; Substance abuse or mental health counseling; English proficiency or literacy (reading) classes; · Apprenticeships; · Budgeting and credit counseling; · Any kind of class that helps a person toward economic independence; and · Full time student status at any school, college or vocational school. Exempt Adult- an adult member of the family who · Is 62 years of age or older; · Has disability that prevents him/her from being gainfully employed; · Is that caretaker of a disabled person; Is working at least 30 hours per week; or Is participating in welfare to work program. C. Requirements of the Program ~' The eight (8) hours per month may be either volunteer work or self- sufficiency program activity, or a combination of the two. ~' At least eight (8) hours of activity must be performed each month. An individual may not skip a month and then double up the following month, unless special circumstances warrant special consideration. The Authority will make the determination of whether to allow or disallow a deviation from the schedule. ~' Activities must be performed within the community and not outside the jurisdictional area of the Authority. ~' Family obligations At least execution or re-examination after February 1, 2000, all adult members (18 years of age and older) of a public housing resident family must · Provide documentation that they are exempt from Community Service requirements if they qualify for an exemption, and · Sign a certification that they have received and read this policy and understand that if they are exempt failure to comply with the Community Service requirement will result in nonrenewable of their lease. · At each annual re-examination, non-exempt family members must present a completed documentation form (to be provided by the Authority) of activities performed over the previous twelve (12) months. This form will include places for signatures of supervisors, instructors, or counselors certifying to the number of hours contributed. · If a family member is found to be noncompliant at re-certification, he/she and the Head of Household will sign an agreement with the Authority to make up the deficient hours over the next twelve (12) month period. >~ Change in exempt status: · If, during the twelve (12) month period, a non-exempt person becomes exempt, it is his/her responsibility to report this to the Authority and provide documentation of such. · If, during the twelve (12) month period, an exempt person becomes non-exempt, it is his/her responsibility to report this to the Authority. The Authority will provide the person with the Recording/Certification documentation form and a list of agencies in the community that provide volunteer and/or training opportunities. D. Authority obligations 1. To the greatest extent possible and practicable, the Authority will: Provide names and contacts at agencies that can provide opportunities for residents, including disabled, to fulfill their Community Service obligations. (According to the Quality Housing and Work Responsibility Act, a disabled person who is otherwise able to be gainfully employed is not necessarily exempt from the Community Service requiremenO ; and 2. The Authority will provide the family with exemption verification forms and Recording/Certification documentation forms and a copy of this policy at initial application and at lease execution. 3. The Authority will make the final determination as to whether or not a family member is exempt from the Community Service requirement. Residents may use the Authority's Grievance Procedure if they disagree with the Authority's determination. 4. Noncompliance of family member: At least thirty (30) days prior to annual re-examination and/or lease expiration, the Authority will begin reviewing the exempt or non-exempt status and compliance of family members; If the Authority finds a family member to be noncompliant, the Authority will enter into an agreement with the noncompliant member and the Head of Housing hold to make up the deficient hours over the next twelve (12) month period; · If, at the next annual re-examination, the family still is not compliant, the lease will not be renewed and the entire family will have to vacate, unless the noncompliant member agrees to move out of the unit; · The family may use the Authority's Grievance Procedure to protest the lease termination. IMPORTANT INFORMATION REGARDING YOUR LEASE REINSTATEMENT OF THE COMMUNITY SERVICE AND SELF-SUFFICIENCY REQUIREMENT This notice is to inform all Public Housing residents that the U.S. Department of Housing and Urban Development has reinstated the requirement of Public Housing residents to complete Community Service as a requirement of their participation in Public Housing. History Section 12(c) of the United States Housing Act of 1937 authorized a community service and self- sufficiency requirement Of all Public Housing residents. Section 512 of the Quality Housing and Work Responsibility Act of 1998 enacted this requirement by stating that every adult resident of public housing must contribute eight hours of community service each month, or participate in an economic self-sufficiency program for eight hours each month. The Fiscal Year 2002 HUD/VA Appropriations Act temporarily suspended the community service and self-sufficiency requirement. The Fiscal Year 2003 HUD/VA Appropriations Act signed on February 21, 2003, reinstated this provision by not extending section 432 of the Federal Fiscal Year 2002 Act. Purpose The community servic~ and self-sufficiency requirement is intended to assist adult public housing residents in improving their own economic and social well-being and give residents a greater stake in their communities. The community service and self-sufficiency requirement allows residents an opportunity to "give something back" to their communities and facilitates upward mobility. Requirements HUD states that all adult residents (anyone over 18 years of age) living in Public Housing must: Contribute 8 hours per month of community service, or Participate in an economic self-sufficiency program for 8 hours per month, or Perform 8 hours per month of combined activities (community service and economic self- sufficiency). The City of Columbia Heights HRA is required to track your participation as a requirement of your tenancy. Community service compliance is necessary for all residents to remain in their housing. Exemptions The public housing residents exempt (meaning "excused") from the community service and self- sufficiency requirement are those: Age 62 years or older. Blind or disabled and who certify that because of this disability they are unable to comply with the service provisions. Working or exempted from work by the State. Engaged in work activities as defined under Social Security Act, 42 U.S.C. 607(d), which includes: On-the-job training Job search and job readiness assistance Community service programs Vocational educational/job skills training Education related to employment Secondary education. Receiving assistance and in compliance with State or MFIP requirements. All resident files will be reviewed on an individual basis by the City of Columbia Heights I-IRA to determine exemption status. All exemption status will be third-party verified. Noncompliance Requirements In order to be recertified on an annual basis, residents must be in compliance with community service requirements. If a resident is found noncompliant, the City of Columbia Heights HRA is required to offer the resident an opportunity to enter into a written agreement with Management to cure the noncompliance with the community service and self-sufficiency requirements under the current Lease. The agreement would include: The additional number of hours of community service or self-sufficiency work activities needed to make up the required number of hours under the current Lease. Assurance that all members of the family who are subject to these requirements are in compliance with the requirements. Written assurances satisfactory to the City of Columbia Heights HRA that any noncompliant resident no longer resides in the unit. If a resident is found noncompliant and does not cooperate with the written agreement to become compliant, the resident would be subject to Lease termination. Implementation Deadline The City of Columbia Heights HRA is required to notify all Public Housing residents of this reinstatement of community service and self-sufficiency requirement no later than July 31, 2003. By October 31, 2003, the City of Columbia Heights HRA is required to assure that all affected residents are performing their community service or self-sufficiency requirement. (Management is completing this now as it was never completed in 2003 and HUD is requesting it from us). Management will be reviewing individual files within the next 2 weeks to determine which households meet the exemption criteria. You will be notified by mail of your exemption status. If you are found not to be eligible for exemption status~ Ci.ty of Columbia Heights HRA Management will hold a mandatory, meeting to discuss oroeram compliance. If you are found exempt from this requirement, no further action will be required of you. If you have any questions regarding this information, please feel free to contact the office. Parkview Villa 965 N.E. 40th Avenue, Columbia Heights, MN 55421 (763) 706-3800 Fax (763)788-3978 Community Service Exemption Certification I certify that I am eligible for an exemption from the Community Service requirement for the following reason: o I am 62 years of age or older o I have a disability which prevents me from working (Certification of Disability Form will serve as documentation) o I am working (30 hours or more per week) (Employment Verification form will serve as documentation) o I am participating in a Welfare to Work Program (Must provide verification letter from agency) o I am receiving TANF and am participating in a required economic self sufficiency program or work activity (Must provide verification from the funding agency that you are complying with job training or work requirements) o I am a full time student (Must provide verification letter from school attended) Resident Date Manager acknowledged complete Date E.O.E. Owned by the City of Columbia Heights HRA; Managed by Wall4er UNIT # Community Service Compliance Certification I/We have received a copy of, have read and understand the contents of the Authority's Community Service/Self Sufficiency Policy. I/We understand that this is a requirement of the Quality Housing and Work Responsibility Act of 1998 and that if we do not comply with this requirement, our lease will not be renewed. Printed name of resident Date Resident Signature Date Printed name of resident Date Resident Signature Date Please check one: ca I/We the resident(s) have received a copy of the Community Service Exemption Certification and do not have to comply with this requirement due to our exemption. (See Attachment) ca I/We the resident(s) have received a form for the non-profit organization to fill out, as I am required to complete 8 hours of community service per month. Parkview Villa 3rd Party Verification - HUD Public H0usinq Complex 965 40th Ave. NE. Columbia Heightst MN 55421 Phone: 763-706-3800 Fax: 763-788-3978 COMMUNITY SERVICE VERIFICATION FOR DEVELOPMENTAL and/or PHYSICAL DISABILITY/HANDICAP Name: Unit #: AR IR Company Name and Address Phone#: Fax: Social Security Number: From: ParkView Villa 965 40th Ave. NE Columbia Heights, MN 55421 TO WHOM IT MAY CONCERN: I would like the requested information concerning my handicap/disability to be furnished to the HOUSING AN REDEVELOPMENT AUTHORITY as son as possible. RES[DENT'S SIGNATURE DATE This is to certify that in my opinion .(name of the above resident) o is o is not; Disabled to such an extent that he/she is unable to mentally and/or physically comply with the HUD requirement of completing 8 hours of community service per month. Physicians name printed Signature of Physician telephone # Date: Title WARNING: PLEASE RETURN TO: ParkView Villa 965 - 40th Ave. N.E. Columbia Heights, MN 55421 Fax: 763-788-3978 Section 1001 of the title 18 of the U.S. Code makes it a criminal offense to make willful false statements of misrepresentations to any Department or Agency of the U.S. as to any matter within its jurisdiction