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HomeMy WebLinkAboutOctober 25, 2005 HOUSING & REDEVELOPMENT AUTHORITY REGULAR MEETING MINUTES OF OCTOBER 25, 2005 CALL TO ORDER - The Regular Meeting ofthe Columbia Heights Housing & Redevelopment Authority (HRA) was called to order by Chair, Bruce Nawrocki at 7:02 p.m., October 25, 2005, in the Parkview Villa Community Room B, 965 40th Avenue NE, Columbia Heights, Minnesota. ROLL CALL Commission Members Present: Bruce Nawrocki, Tammera Ericson Diehm, Bobby Williams, Dennis Ecklund Jr., Patricia Jindra, and Bruce Kelzenberg PLEDGE OF ALLEGIANCE CONSENT AGENDA Approval of Minutes Nawrocki asked Welke when the building lost power last month, did both elevators go down at the same time. Welke stated both elevators did go down, when she came in the next morning and discovered it, she called contractors to fix the problem as quickly as possible. Ecklund stated it was for about a day. Nawrocki asked if the maintenance person couldn't have calledfor service. Welke stated the problem started after hours and actually turned out it wasn't anything Terry could fix. Nawrocki asked if the lead base paint testing was done and will there be a report tonight on it. O'Donnell stated the testing was done and that the company that performed the testing hasn't provided the report yet. MOTION by Ericson Diehm, second by Jindra, to approve the minutes from July 26,2005, regular meeting as presented in writing. All ayes. Motion Carried. REPORT OF MANAGEMENT COMPANY Welke stated in July there were 7 police calls, we continued to get more names on the waiting list for the north building, the grill was installed by resident council. In August, there were 5 police calls, applicants for units kept coming in, there was a grass roots meeting held and it was decided to continue the meetings with residents the]" Wednesday of each month at 1:30 p.m. In September, there were a total of 8 police calls, the south building still has just one opening, 46 work orders were completed, the north hallways were painted by maintenance and both the north and south buildings have been shampooed. Nawrocki stated he received a letter from Mr. 0 'Donnell about the way he criticized Walker staff at meetings, Welke sent letters to a few residents regarding the way they treated her at a recent meeting, he talked to Streetar and 0 'Donnell to discuss this and determined talks will continue privately. Ecklund, Jr. stated he received one of the letters from Welke, felt he was not inappropriate and that each of the residents receiving a letterfelt she could have called them into her office to discuss this separately. Nawrocki stated this matter would not be discussed anymore. Housing & Redevelopment Authority Minutes October 25,2005 Page 2 of8 RESIDENT COUNCIL MINUTES Jindra asked if anyone had any questions or comments. There were none. CITIZENS FORUM Ron Schumacher, Unit 702, he did have mold in his apartment, which Terry, the maintenance man for the building was taking care. Ruth Hillestad, Unit 310, asked what the grass roots meetings are about, she didn't feel the meetings are necessary. Hillestad then made some comments about Welke's mother that she and other residents felt were inappropriate, causing Welke to leave the room. Nawrocki asked who started the grass roots meetings. Hillestad stated Welke did, she said we needed an open meeting to rationalize issues in the building. It was set up to talk rationally about what is going on around the building and that isn't what the meetings are about. Leonard Garin, Unit 207, he was at the meeting and it was a get to know each other meeting, he said some personal things about his life and wasn't criticized about them, he runs a comedy hour once or twice a month with comedy movies for the residents and he gets criticizedfor that. It was a meeting called, "Laughing with Lee ", and was started for something for residents to do in the building. Renie Suftka, Unit 104 stated if residents don't like what is happening at the meetings, don't go, no one isforcing you to go. Ericson Diehm stated we need to establish some kind of rules for this meeting, our goal is to accomplish our City business and not offend anyone at these meetings, we should take a break, as we have management staff running out of here crying, we need to establish rules. Nawrocki stated this is a part of being in public life, you need to deal with it, and that he has been called every name in the book. Ericson Diehm stated she realizes he has had this type of conflicts with the public, but is looking for him to address this situation in someway, at this time before we go on with the meeting, and that she would like to hearfrom the rest of the board on this issue. Nawrocki asked if the board would like to take a recess. Ecklund Jr. stated he would like to see a short recess before we resume. 0 'Donnell stated he told Welke she could leave the room or leave for the night, that was up to her. (Upon Welke returning to the meeting residents applauded.) Jindra stated it was unfortunate this came up. Ericson Diehm stated when this type of situation comes up we should address it by saying that this type of comments will not be allowed at a Public Meeting. PUBLIC HEARING Resolution 2005-04. ADDrovin2 the 2006 Public Housin2 A2encv Plan Welke stated the Public Hearing notice for the P HA plan was advertised in the paper and the document approved by the Dakota County authorities to make sure that it complies with the Anoka and Dakota County P HA plan. She will be contacting Anoka County to see if the certification should be signed by Anoka County. The plan is exactly the same as in previous Housing & Redevelopment Authority Minutes October 25, 2005 Page 3 of8 years, except for a few policies that the HRA board has approved this year. Nawrocki stated under attachment A the rules for underground parking, how did we come up with using Gopher Towing and have we ever checked pricingji'om other companies. Welke stated that policy was in place at the time Walker started. 0 'Donnell stated we haven't checked pricing with other companies and believed the person getting their car towed has to pay for the tow, not the HRA. Welke stated she would check into other company fees for the board. Ecklund Jr. stated under the common area policy, it should read the meetings are held on Tuesday. Welke agreed to make the change. Jan Honyford, Unit 205, has a handicap sticker, but has to park far from the door, she is on the waiting list, Welke tried to give her a parking spot but there has been a white car in the spot every since, there isn't any policing of the parking lot. Welke stated the parking situation was a mess so they ordered some new signs, which came with the numbers mixed up and will be returned tomorrow. Nawrocki asked if there is some kind of provision for residents in the parking ramp across the street. Welke stated residents do have City parking tickets so they can park there. Nawrocki told Honyford we cannot guarantee everyone will have a parking spot and asked Welke to make a temporary sign until the corrected signs come. Welke agreed. Motion by Ericson Diehm, second by Williams, to close the public hearing. All ayes. Motion Carried. Motion by Ericson Diehm, second by Williams, to Adopt Resolution 2005-04, a Resolution confirming approval of the 2006 Public Housing Agency certifications of compliance with the PHA plans and related regulations. All ayes. Motion Carried. ITEMS FOR CONSIDERATION Resolution 2005-05, Desil!natinl! Depository for the HRA Nawrocki stated this resolution is designating a depository for Northeast State Bank. Streetar stated this is a document requested by the Finance Department, is a standard procedure, and that staff has reviewed the document. Nawrocki asked how many people sign checks. Lindig stated there are two people that sign and currently Ericson Diehm's name was on this document as HRA chair. Nawrocki stated he felt City staff should be signing the check, such as the Executive Director, Deputy Executive Director or Mayor. Streetar stated the account was set up as a cash flow for management of Parkview Villa, not the larger fund balance, which would have to be approved by Walt, Elrite or him. Ericson Diehm stated ifwe would do what Nawrocki is asking we would have to approve expenditures before Welke could buy anything, then we would be waiting to have authorization, thus slowing up the process of purchasing necessary items for the building. Housing & Redevelopment Authority Minutes October 25,2005 Page 4 of8 Motion by Ericson Diehm, second by Kelzenberg, to Adopt Resolution 2005-05, a Resolution designating depository for the Columbia Heights Housing and Redevelopment Authority (HRA). Amended Motion by Nawrocki to have staff sign all checks also. Motion dies for a lack of a second. Upon Vote of original motion: All ayes. Motion Carried. Resolution 2005-07. Approving the ACOP Policv for Parkview Villa South Bob Alsop, Kennedy & Graven stated he would like to make some general comments about all three resolutions 2005-07, 08, and 09. He apologized that he wasn't able to get the A COP for the North building ready for approval. All leases were looked atfor the following reasons: 1) to insure compliance with State and Federal law; 2) eliminate ambiguities and/or inconsistencies; and 3) implement the tenant eligibility criteria for each building. For the South buildings ACOP the primary changes are: 1) nondiscrimination and accessibility provisions were added, with the obligation to advertise and market the building for residents 55 years of age and older; 2) eliminated all provisions related to the operation of the building of a public housingfacility; 3) eliminated tenant selection provisions to include a preference for local residents; 4) revised and simplified the grievance procedure for purposes of providing limited due process for tenants when their lease is terminatedfor cause by the HRA; 5) a previously adopted internal transfer policy was added; and 6) exhibits were either eliminated or incorporated. Also added is, the attorney's fees for going to court when the HRA enforces an unlawfitl detainer. Nawrocki asked under what conditions would we issue an unlawful detainer and if we did, who would represent the HRA. Alsop stated it would be when you file a complaint in district court, it goes before a hearing officer, then to trial to determine if there was a violation of the agreement and an attorney for the HRA would go to court. Alsop suggested sending an authorized representative of the HRA or the property manager that is authorized under the rules that you give them power of authority to appear on their behalf and you would avoid to some extent, the legal fees incurred by sending an attorney. Fehst stated he could remember only one person they had to go to court with in the past 10 years and recommended the board amend the motion to include binding arbitration with the exception that the body feels it is something long term. Nawrocki agreed. Motion by Williams, seconded by Kelzenberg, to Adopt Resolution 2005-07, a Resolution approving the Parkview Villa South Admissions and Continued Occupancy Policy (ACOP), with the amendment to include binding arbitration with the exception that the body feels it is something long term. All ayes. Motion Carried. Housing & Redevelopment Authority Minutes October 25,2005 Page 5 of8 Resolution 2005-08. Parkview Villa North Lease Alsop stated the bulk of changes were with regulations to comply with federal and state regulations, some of the management duties and policies that have already been adopted by the HRA. Welke stated neither of the Leases or A COP have been posted, per HUD regulations and would be made available for a period of 30 days prior to going in ejJect. Motion by Ericson Diehm, seconded by Ecklund Jr., to Adopt Resolution 2005-08, a Resolution approving the Parkview Villa North I-lousing Lease. All ayes. Motion Carried. Resolution 2005-09. Parkview Villa South Lease Alsop stated the only difference between the north Lease and this one is the recertification requirements, and interim requirements have been removed. Motion by Kelzenberg, seconded by Jindra, to Adopt Resolution 2005-09, a Resolution approving the Parkview Villa South Senior Housing Lease. All ayes. Motion Carried. Emergencv Pnll Cord Svstem- Part 3 Welke stated she received a letter from Anoka County stated they could not supply the remaining cell phones neededfor the building. If our maintenance man, Terry removed the unit it would cost approx. $400 versus a substantial amount more from an outside company. Jindra stated, there is a collection box at Murzyn Hall of old cell phones, and asked how many phones we are short. Welke stated she would certainly check into this, there had only been about 50 residents responding to the need, and she has about a dozen left in her office. Fehst stated we could probably raise the number of cell phones we would need. Motion by Williams, seconded by Kelzenberg, to approve the removal of the emergency pull cord system at Parkview Villa Notih and South. All ayes. Motion Carried. Proposed Management Fee Increase Denny 0 'Donnell stated in order for Walker to provide the services at Parkview Villa, we are asking for an increase of our monthly fee by $4,000, based on $29.60 per unit/per month, and $22.00 per unit/per month,for the South building. Dana is passing out a management fee comparison sheetfrom the bids received at the time the HRA chose Walker, which does not show Common Bond and Stuart Management bids were plus the cost of onsite staff, the Common Bond fee was $44. 78, Stuart Management was $36.85, Great Lakes was $23.50 and Walker proposed $27.21, per unit/per month. Walker did not realize all of the organizing and straightening out of management documents that weren't addressed by the previous management company. Walker would like to propose an increase in managementfees to cover the additional stajJhours used this year. Housing & Redevelopment Authority Minutes Octoher 25,2005 Page 6 of8 Kelzenberg asked Streetar how the South building is doing financially. Streetar stated we are doing well, two years ago we made some acijustments to the rent, where current residents rent would go up by 7.6% each year for three years, at the end of that time there would be one final increase to get everybody up to comparable rates with other senior rental properties in the area. Streetar stated he has had a conversation with Karen Skepper, fi'om Anoka County, where she has indicated they are still interested in Parkview Villa and would like direction Fom the board. Ericson Diehm asked if Anoka County has there own staff they could use for the building. Streetar stated they did. Fehst asked if 0 'Donnell wanted a decision tonight. 0 'Donnell stated it was merely for discussion and that it is an ongoing effort to stay in compliance with HUD regulations that is driving up the costs. Streetar stated he recommended Walker bring this item for discussion before the board as the HRA board would be looking at the 2006 budget. Ericson Diehm, stated we need to acknowledge the fact that Walker has the opportunity to cancel the contract within 30 days, so we should consider our options before approving an increase andfelt it might be important at this time to look into our options with Anoka County also. Williams asked if Walker increases their fees could we come up with the money. Streetar stated it would not come by increasing the rent, but from operating fees and income rece ived from the South building. Nawrocki asked Streetar to talk to HUD for more clarification on if they would be willing to pay for the additional fees. Renie Suftka, Unit 104, asked when you say the money is there, does that mean the rent would go up. Streetar stated that it would only mean that there would be less money available for painting and other items. Kelzenberg stated he would like to see the board direct staff to talk to the County on our options, not that Walker isn't doing a good job, but the increase of $4,000 being requested is a lot of money. Motion by Kelzenberg, second by Ericson Diehm, to direct staff to meet with Anoka County to obtain more information about them taking over Parkview Villa. All ayes. Motion Carried. Resolution 2005-10, Proposed 2006 Parkview Villa South Budget Bob Lindig, Walker Finance Officer stated the budget for 2006 is $232,707, which represents a 1.7% or a $3,977 increase over the 2005 budget. Some of the reasons for the increase are: 1) $5,200 more in Capital Outlay; 2) $6,240 more in maintenance and materials; and 3) utility costs are going to significantly be greater than in the past. The North building used significantly more gas than the South building this year. The City labor costs are decreasing by$5,894. Nawrocki asked what is excess utility. Lindig stated that is where some of the residents pay an additional fund for use of electricity for air conditioners or freezers. Housing & Redevelopment Authority Minutes October 25, 2005 Page 7 of8 Williams asked what is the $25,000 Capital Outlay of other buildings and if you look under fund 5120 in past years there wasn't any funds in the budget. Streetar stated $5, 000 represents annual cost to run the building and the $25,000 is the amount above and beyond that figure and that there was a 5-year, building improvement plan approved by the board afier the 2004 budget was approved. Motion by Kelzenberg, second by Ericson Diehm, to Adopt Resolution 2005-10, a Resolution of the Housing and Redevelopment Authority in and for the City of Columbia Heights adopting the 2006 Parkview Villa South Budget of $232,707 and recommending this budget to the City Council for approval. All ayes. Motion Carried. Resolution 2005-11, Proposed 2006 Parkview Villa North Budget Lindig stated the proposed budget for 2006 is $402,047, which is a 9.5% increase or $34,809 fi'om last year's budget. Changes are fi'om the increase of utility costs, primarily gas, City staff labor transfer will increase by $5,431 and maintenance and supplies, which does not include any increase in management fees. Total revenue of$422, 891 includes $293,777 for rent, the HUD Operating Subsidy of$121,270, investment income of$5, 000 and other miscellaneous charges. Nawrocki stated they have not increased the gas or electric in the budget, and there isn't anything under Capital Improvement. Lindig stated there wasn't anything allotted in the 2004 or 2005 budgets so he didn't make an allotment for 2006. Motion by Kelzenberg, seconded by Williams, to Adopt Resolution 2005-11, a Resolution of the Housing and Redevelopment Authority in and for the City of Columbia Heights adopting the 2006 Parkview Villa North Budget of $402,047 and recommending this budget to the City Council for approval. All ayes. Motion Carried. ADMINISTRATIVE REPORTS- EDA Meeting agenda Streetar stated the EDA meeting would only have one item on it. Other Business Nawrocki stated the VFW gives $130 per month to the resident council, for social events. They do this as they are required by the State to put gambling funds back into the City, but has to go to someone with a 5013C status, which is an IRS status for organizations. The VFW is being questioned about the funds as back in the 1990 's the Elim Transitional Housing number was used as the rational for the use the funds. The VFW is looking for some options for the donations to continue such as: 1) they could send the money to the City, which they are temporarily doing then the City would write a check to the Resident Council and the City would have to fill out a form to submit to the state on a monthly basis; or 2) the Resident Council could become a 5013C group, which he asked Commissioner Ericson Diehm if she would help set this up and has agreed to meet with the Resident Council and discuss the ir options. Ericson Diehm stated, if they would be interested she could meet with them or the other option would be to see if Walker has a 5013C that could be used. Lindig stated, the funds need to go directly to the resident Housing & Redevelopment Authority Minutes October 25,2005 Page8of8 council, not funneled through Walker, Ecklund asked if the Residents Council had a 5013C in previous years, Ericson Diehm stated you would have had to fill out forms each year, a lengthy application, they askfor a lot of information, you just don't go in an apply for and get it, there is a lot more to this, However, she would recommend that it would be beneficial for the resident council to obtain this, Nawrocki stated he has an appointment with the director of Elim Transitional Housing tomorrow to discuss this, but just wanted the residents council to be aware of this, Ecklund asked if the VFW couldn't send the check to Walker to put in with the washing machine fund and when they need it, draw it out, Ericson Diehm stated no you couldn't do this, ADJOURNMENT Motion by Williams, seconded by Kelzenberg, to adjourn the meeting at 9:44 p,m, Respectfully submitted, ~/~ Cheryl Bakken Recording Secretary H:\HRAMinutes 2005\10-25-2005