HomeMy WebLinkAboutOctober 23, 2007 (2)
HOUSING & REDEVELOPMENT AUTHORITY
REGULAR MEETING MINUTES OF OCTOBER 23, 2007
Call to Order - The Regular Meeting of the Columbia Heights Housing &
Redevelopment Authority (HRA) was called to order by Chair, Tammera Diehm at
7:02 p.m., October 23,2007, in the Parkview Villa Community Room B, 965 40th
Avenue NE, Columbia Heights, Minnesota.
Roll Call- Tammera Diehm, Bruce Nawrocki, Dennis Ecklund Jr., Bruce Kelzenberg
Absent- Bobby Williams
~iehm asked for a moment of silence to remember Patricia Jindra, a board member
who recently passed away.
Pledge of Allegiance
Nawrocki asked to add an item to the agenda- management proposals. ~iehm added'
the item to the agenda as requested.
CONSENT AGENDA
Approve the Minutes of April 24th and August 28,2007 Meetings and Financial
Report for the months of April, May, June, July, August and September 2007,
Resolution 2007-04.
Nawrocki asked about many line items on the agenda, which Gravemann provided
explanation of them.
Motion by Nawrocki, second by Ecklund, to approve the meeting minutes and Adopt
Resolution 2007-04 Approving the financial reports and payment of bills. All ayes.
Motion Carried.
BUSINESS ITEMS
Report of Management Company
Nick Gravemann stated he provided the reports for the last 6 months. Items of interest
are: the landscape remodeling project was completed, in July they had the parking lot
resurfaced, repair and striped, in September they started a long process to remove and
abandon a 20,000 gallon fuel tank buried underground. They first learned of the tank
over four months ago and he talked to Streetar who directed him to use ProSource.
They found a company to buy the fuel for 50 cents a gallon, with proceeds estimated to
be somewhere around $9,000, which will be used for things needed at Parkview Villa
like a new carpet cleaner, updating the maintenance and trash rooms and various other
small projects in the building. He applied for a grant from the Minnesota Housing
Finance Agency for $150,000 to replace our aging boiler and hot water systems. The
grant is a non-matching grant, which is free money to us. The current systems are
working at 65 to 75% efficiency and after replacement they would run 90 to 95%
efficient and he would follow up with a rebate from the gas company. The estimated
savings after replacement is approximately $330,000 to $340,000.
Nawrocki asked where we stand on staff. Gravemann stated they are working with full
capacity.
Housing & Redevelopment Authority Minutes
October 23, 2007
Page 2 of6
Nawrocki asked if the garbage truck noise problem, has been resolved yet.
Gravemann wasn't aware of any problems, but could check into it and that there are
four different haulers that provide services to the buildings behind Parkview Villa.
Nawrocki stated there were only four Columbia Heights residents filling the vacancies,
and asked if we aren't getting follow up responses from current residents. Gravemann
stated unfortunately, the Columbia Heights residents aren't ready to move at the time
the unit is available, they usually have to sell their home.
Diehm asked if there is a policy for how the names are handled if you call them and
they can't take the opening. Gravemann stated that it is written in the ACOP.
Resident Council Minutes
Ecklund Jr. stated he started doing the reports the last couple of months. Mostly the
meeting discussions were about the Bazaar, of which he passed out an itemized
spreadsheet of the costs and income from the Bazaar. Ecklund went over a few items
discussed at their meetings, such as the new maintenance manager and office clerk
being introduced. He praised the residents of Parkview Villa for all of their hard work on
the Bazaar.
Citizen Forum
Ron Peters, Unit 414, stated he has concerns with the heat. His heat was clunking and
banging last year. Terry Bushe checked it out and said there wasn't anything they can
do about it. Again this year they have the same problem. The new maintenance man
has checked it out and said he couldn't fix it. Today the heat isn't on, but they still hear
the clunking and banging noise so he thinks there is air in the lines. He also expressed
his concern about the new light shut off system in the laundry room. Residents aren't
used to shutting the lights off and therefore staff is called to go turn the light switch on.
Gravemann stated he checked it out and Mr. Peters is correct that it is air in the lines
and isn't sure what they can do about it. On the light system it has an automatic shut
off system on it if there isn't anyone in the room for 15 minutes it will turn off.
Ruth Hillestad, Unit 310, asked why the manager doesn't to their resident council
meetings anymore. Gravemann stated he missed one meeting as he had a
commitment that he couldn't get out of. Fehst stated he felt there should be some
representative of the staff at the meeting. Gravemann agreed.
Joe Kunza, Unit 802, stated he has a problem with the follow up on his toilet issue, as it
hasn't worked for the past 6 months. The toilet tank was cracked, Gravemann glued it
together and it looks bad. Nawrocki asked how long Gravemann has been looking for
the new toilet, and where did he go to look for it. Gravemann stated he has looked
everywhere, the problem is replacing them as they don't make them anymore, as it
attaches to the wall. Diehm stated we should think about this, as in the future we will
need to remodel our bathrooms so we should look into it. Ecklund Jr. stated he knows
some guys that might have some of them and that he could give Gravemann their
number or check into it.
Housing & Redevelopment Authority Minutes
October 23,2007
Page 3 of6
Brenda Germar, Unit 908 stated she used to work for a company called the Re-use
Center who she thought would have the toilet. Gravemann stated he tried them and
they didn't have any.
Diehm asked if Gravemann reported the work orders to HUD or just to us. Gravemann
stated he only reports it to the HRA. Diehm stated it might be helpful to report to the
HRA that there is some work order issues that the resident isn't satisfied with on his
monthly report. Gravemann stated they are trying to find a toilet to replace his with,
because this is an old building and the toilets are wall mounted, it
Jackie Oshak, Unit 707, stated she was late getting her clothes done and the light went
out, so she was sitting in the dark, the washers are so dirty and smelly. Diehm asked
Gravemann who is generally responsible for the cleaning of the washers. Gravemann
stated it was the caretaker and he will check into this matter.
Ken Block, unit 315, stated he would like to pass on to the City that the residents are
appreciative of the new path in the park. Fehst stated they hope to have it lighted more
and paved a little wider so the cops can drive down there if needed.
Betty Finn, Unit 204, stated the new caretaker doesn't start until almost 10pm at night,
so how could she clean the laundry room. Gravemann stated she puts in many hours
during the day doing different things. Finn stated she vacuums during the night. Diehm
asked how many hours we have the caretaker. Gravemann stated 25 to 30 hours per
week. She will talk to the caretaker.
Ruth Hillestad, Unit 310 asked what the office hours are during the week. Gravemann
stated it was 9 to 5. Hillestad stated the office is often closed, during the lunch period
and at other times. Diehm asked Gravemann if they have a sign they put up that says
when they will be back. Gravemann stated they do have one.
Fehst asked if there was a number that residents can call if they need something and
stated the cleaners at City Hall clean at night, but are careful of vacuuming when they
are hosting a meeting. He felt that Gravemann should check into the staff issues with
the cleaning person, when the residents have a complaint.
Resolution 2007-05, 2008 PHA Plan and Related Certifications
Gravemann stated the quality housing and work responsibility act of 1998 requires all
housing authorities to prepare an Agency Plan for the public to review. The draft PHA
plan was made available to the Residents Council, Anoka County and the Parkview
Villa office with no public comments being received. HUD requires a variety of
components and documents to be incorporated into the plan. They are the mission
statement, goals and objectives of the agency, an executive summary, statements of
needs and resources, and numerous policy statements. Once the HRA board approves
the plan, staff will submit the document to HUD electronically.
'-lousing & Redevelopment Authority Minutes
October 23, 2007
Page 4 of6
Motion by Nawrocki, second by Kelzenberg, to Adopt Resolution 2007-05, a Resolution
of the Columbia Heights Housing and Redevelopment Authority (HRA) confirming
approval of the 2008 Public Housing Agency Certifications of Compliance with the PHA
plans and related regulations, and authorizing it's submission to HUD. All ayes. Motion
Carried.
Resolution 2007-06, 2008 Budget for Parkview Villa North
Bob Lindig, Walker Finance Officer stated the proposed 2008 budget for Parkview Villa
North is $845,387, which includes $417,156 for capital outlays. Out of that we expect
to fund $157, 156 from 2007 and 2008 CFP funds. The balance of $260,000 will be
drawn from fund balance reserves and will be used to update the plumbing system;
replacing 11 remaining vertical risers at an estimated cost of $114,000 and to paint the
exterior of the building. Supplies and services are expected to increase about 2.2%
over this year. Utility costs are expected to increase 5% over the 2007 budget or 15%
more than the 2007 year-end estimate. The total proposed revenue is $627,023, which
includes rents of $294, 200, HUD operating subsidy of $160, 079, Capital Funding
Program funds of $157,156, investment income of $5, 000 and other miscellaneous
charges.
Nawrocki asked if the $157,000 in addition to the $160,079. Lindig stated it is included.
Nawrocki asked how much is in the fund balance reserves. Lindig stated there is
almost $613,000, undedicated reserves.
Motion by Kelzenberg, second by Ecklund, to Adopt Resolution 2007-06, being a
Resolution of the Housing and Redevelopment Authority in and for the City of Columbia
Heights, Adopting the 2008 Parkview Villa North Budget of $845,387 and
recommending this to the City Council for approval. All ayes. Motion Carried.
Resolution 2007-07, 2008 Budget for Parkview Villa South
Lindig stated the proposed 2008 budget for Parkview Villa South is $271,517, which
represents a 11.9% or $28,878 increase over this year's budget. Of that amount,
$37,000 represents increase in capital outlay. The increase in capital outlays if offset,
in part, by a reduction in PILOT obligations to Anoka County. Streetar worked with
Anoka County to reduce this rate a couple of years ago. The new PILOT payment
calculation is based on 5% of shelter rent less utility costs. In prior years the obligation
was calculated at 10%. Supplies and services are generally expected to increase
about 1.5% over 2007 and utility costs are expected to be 1.5% lower than the 2007
budget, which represents an increase of 13.3% over estimated year-end actual costs
for 2007. The proposed gross revenues of $292,932, which includes a $278,064
investment income of $2, 500 and other miscellaneous charges. Tenants whose rents
already reflect the approved rent structure will increase 3.0%, with others at 4.35%.
Ecklund Jr. asked if this budget includes the management fee. Lindig stated it did.
I-lousing & Redevelopment Authority Minutes
October 23, 2007
Page 5 01'6
Motion by Kelzenberg, second by Ecklund Jr., to Adopt Resolution 2007-07, a
Resolution of the Housing and Redevelopment Authority in and for the City of Columbia
Heights adopting the 2008 Parkview Villa South Budget of $271 ,517 and
recommending this budget to the City Council for approval. All ayes. Motion Carried.
Resolution 2007-08, Parkview Villa North Notice to Vacate Policy
Gravemann stated the current Parkview Villa North Notice to Vacate Policy states all
notices to vacate must be in the form of a 30-day calendar notice. What we are
proposing is to change the notice from 30 days to 60 days on 12/31/2007, after the
mandatory 30-day review and comment process and a 30-day notice to the residents
mandated by HUD. This process will benefit staff by use of better planning for unit
turns and releasing of the vacated units. City attorney, Bob Alsop has reviewed the
attached document and here to answer any questions the board may have.
Diehm asked what is the benefit of changing it from 30 to 60 days. Gravemann stated it
will help with turn around of units and all other apartment complexes around town go by
this schedule. Nawrocki disagreed as he has been with a management firm for many
years and they are still using the 30 day notice.
Diehm asked what is standard in Walkers other facilities. Lindig stated it was 60 days.
Diehm called for a special HRA meeting on November 2ih at Parkview Villa and
requested Gravemann bring the HRA a list of other similar complexes that have this
type of notice to vacate schedule.
Resolution 2007-09, Parkview Villa South Notice to Vacate Policy-No Action
Resolution 2007-10, Parkview Villa North Violence Against Women Act
Gravemann stated on January 5, 2006, President Bush signed the Violence Against
Women Act into law. This law requires all PHA's to make lease modifications that will
incorporate the new law as it pertains to public housing. Attached is a memo from
attorney Bob Alsop, Kennedy & Graven outlining the necessary lease modification that
needs to occur for Parkview Villa North to be in compliance with the new law.
Motion by Kelzenberg, second by Nawrocki, to Adopt Resolution 2007-10, a Resolution
approving Parkview Villa North Lease Incorporation of the Violence Against Women Act
and to authorize management to make the necessary changes to the lease. All ayes.
Motion Carried.
Parkview Villa South Sidina Panels Replacement
Gravemann stated in late fall of 2006 several windows in the south building began to
leak from around the windows and frames. After further investigation, they learned the
windows were not leaking but the panels above and below them were. Staff tried
caulking all effected windows around the panels, which seemed to work until just a
month or so ago. After further investigation it was determined that the panels were
Housing & Redevelopment Authority Minutes
October 23, 2007
Page 6 of6
beginning to separate from the building. They caulked around the areas and then
contacted four contractors to evaluate the situation. All four contractors found several,
water damage areas to the building. As a result, water damage is not only occurring to
the outside of the building, but internally as well. The solution is to replace every panel
above and below all windows in the south building. The bids received were: 1) MJ
Construction at $25,700; 2) Pagel Exteriors at $27,000;
and 3) D. S. Bahr Construction at $28,200. Staff recommends approval of the contract
with M.J. Construction and Remodeling in an amount not to exceed $25,700.
Nawrocki asked when the HRA approved the call for bids. Streetar stated under the
429 Project, Street Assessments, the council does have to, but you don't have to here.
The law doesn't require this body to authorize these bids. Diehm stated they would
authorize other things like the elevator repair.
Motion by Nawrocki, second by Ecklund Jr., to approve the bid from MJ Construction for
the replacement of Parkview Villa South siding panels in an amount not to exceed
$25,700; and furthermore, to authorize the Chair and Executive Director to enter into an
agreement for the same. All ayes. Motion Carried.
Other Business
Discussion of the ManaClement Contract
Streetar stated there were four management companies that provided bids for
management, which are in his office. The bidders were Walker, Stephen Scott
Management, Common Bond and Crestview. He will be reviewing the documents and a
special meeting will be held in November to discuss the bids and approval. Nawrocki
stated he would have thought that staff could have had the information to the board for
tonight's meeting.
Diehm stated she would suggest staff provide the bids for management with a
spreadsheet prior to the meeting so they would have time for review and that a Special
Meeting be held at Parkview Villa on November 27th.
Ecklund Jr. asked if we could put in the contract that the elevators, hallways and
community rooms be vacuumed and the main floor bathrooms cleaned once a
weekend. Streetar stated he wanted Ecklund to remind him of this at the November
meeting.
Adiournment
Chair, Diehm adjourned the meeting at 8:30 p.m.
R~eC~y~
Che~akken
Recording Secretary
H:\HRAMinutes 2007\HRA 10-23-2007