Loading...
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