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HomeMy WebLinkAboutNovember 27, 2007 (2) HOUSING & REDEVELOPMENT AUTHORITY SPECIAL MEETING MINUTES OF NOVEMBER 27,2007 Call to Order - by Chair, Tammera Diehm at 7:46 p.m. Diehm stated she has received many calls from residents, asking if they could ask questions tonight. She told them to write down their question and pass the paper forward after the board has heard from the management companies they would try to ask some of the questions. Roll Call- Tammera Diehm, Bruce Nawrocki, Bobby Williams, Dennis Ecklund Jr., and Bruce Kelzenberg Pledge of Allegiance BUSINESS ITEMS Resolution 2007-08, Parkview Villa North Notice to Vacate Policy Nick Gravemann, manager stated this update to the lease agreement changes the notice to vacate 30-day policy to 60-days, which would allow them to better plan unit returns and the releasing of the units. He also has contacted Bob Alsop, the HRA attorney, who has reviewed the lease change and stated it is consistent to local, State and Federal housing laws. At the last HRA meeting, the board requested staff conduct a survey of the local HRA's in the metropolitan area, which they did. This included Bloomington HRA, Dakota CDA, Central Multi County HRA, St. Louis Park HRA and several others. They all stated they have a 60-day notice to vacate policy in place. For Parkview Villa North this would not only make it easier for management to release the unit, but would give current Columbia Heights residents a little more time to sell their homes. Ecklund Jr. stated you want us to do a 60-day notice plus one day, but you said people that you call to move in, you won't give them the same opportunity to wait the 60 days. You said you would skip over the name and keep calling down the list for someone that could move in sooner. I don't think that is fair. Gravemann stated he actually has to have a notice in his hand before he can call someone to tell them he has an apartment available. So if he has a 60-day notice in hand and you have to give a 60-day notice to vacate, everything equals out. If he had a 30-day notice to vacate in hand and you had to still give a 60-day notice, you might have to pay double rent one month, or you might not be able to rent. If you're a current City of Columbia Heights resident that might not be beneficial to you. Diehm stated whatever was provided last time; we know that this information given will work. Nawrocki stated he would speak against the motion, it is against the tenants, a 30-day notice isn't so bad. Williams stated he is going to vote for this as they did a survey that has ten different HRA's, which have a 60-day notice and proves that it works. Motion by Kelzenberg, second by Williams, to Adopt Resolution 2007-08, a Resolution Approving Parkview Villa North, Notice to Vacate Policy and to authorize Management to make the necessary changes to the lease agreement. Upon Vote: Diehm-aye, Williams-aye, Kelzenberg-aye, Nawrocki-nay and Ecklund-nay. Motion Carried. I-lousing & Redevelopment Authority Minutes November 27, 2007 Special Meeting Page 2 of7 HRA RESOLUTION 2007-08 RESOLUTION APPROVING PARKVIEW VILLA NORTH NOTICE TO VACATE POLICY WHEREAS, The board of Commissioners of the Housing and Redevelopment Authority of Columbia Heights, Minnesota, at the recommendation of management and legal counsel, find it necessary to revise the Parkview Villa North Notice to vacate policy. NOW THEREFORE BE IT RESOLVED, by the board of Commissioners for the Housing and Redevelopment Authority of Columbia Heights, Minnesota, that the Notice to vacate policy for Parkview Villa North is hereby amended as attached hereto as Exhibit A. ADOPTED THIS 27th day of November 2007. Resolution 2007-09, Parkview Villa South Notice to Vacate Policy Diehm stated we have already addressed the issues for this agenda item in the last item. Motion by Kelzenberg, second by Williams, to Adopt Resolution 2007-09, a Resolution Approving the Parkview Villa South, Notice to Vacate Policy and to authorize Management to make the necessary changes to the lease agreement. Upon Vote: Diehm-aye, Williams-aye, Kelzenberg-aye, Diehm-aye, Ecklund-nay, and Nawrocki-nay, Motion Carried, HRA RESOLUTION 2007-09 RESOLUTION APPROVING PARKVIEW VILLA SOUTH NOTICE TO VACATE POLICY WHEREAS, The board of Commissioners of the Housing and Redevelopment Authority of Columbia Heights, Minnesota, at the recommendation of management and legal counsel, find it necessary to revise the Parkview Villa South Notice to vacate policy, NOW THEREFORE BE IT RESOLVED, by the board of Commissioners for the Housing and Redevelopment Authority of Columbia Heights, Minnesota, that the Notice to vacate policy for Parkview Villa South is hereby amended as attached hereto as Exhibit B. ADOPTED THIS 27th day of November 2007. Management Services Agreement Diehm stated staff received a letter yesterday from Crest View stating they are withdrawing their proposal, They are currently committed to several other projects in the area and felt this would not be the right time for them to be considering this project as well. They have made an offer to provide free wellness clinics at the building if the management company decides this is something they are interested in having and also offered to provide homecare services if needed. Nawrocki stated in the RFP under specifications, it states: 1) in no event will the agency permit modifications to the proposal after they are submitted. He would think that removing their proposal represents a significant modification; and 2) the person responsible for specifications was Streetar and he did not receive the letter. Diehm stated he was copied on the letter and she would disagree with him as a management company has the right to withdrawn their bid if they so choose, I-lousing & Redevelopment Authority Minutes November 27, 2007 Special Meeting Page 3 of7 Nawrocki stated he didn't intend to, but thinks that there should be some formalization acknowledging the with drawl of the bid, because the specifications very clearly states you can't modify your bid after you submit it. Diehm ask for a motion to formalize this. Motion by Nawrocki, second by Kelzenberg, to acknowledge the withdrawn proposal from Crest View. All ayes. Motion Carried. Diehm asked to have a representative of each of the management companies come forward and give a little introduction. Denny O'Donnell, Walker ElderCare Services, introduced Nick Gravemann, Manager, Todd Klien, Nick's boss and Bob Lindig, Walker Finance Director. They have been at Parkview Villa since 2004 and enjoyed providing services to the residents of Parkview Villa. He just looked at the budget prior to the meeting and the good news is that through October we are $100,000 to the good with the budget. We have kept the building full since they took it over in 2004 and have been successful in administering the Capital Plan for the City. Going forward they are proposing the same increase that they have had for the last four years; the cost of inflation. Stephen Schachtman, President of Steven Scott Management introduced Barbara Halverson, director of asset management. They manage approximately 600,000 apartment units throughout the twin cities, they did provide a proposal the last time, and that they are open to any questions. Lucia C/ausman, director of public housing for Common Bond stated she brought with her Sheena Anderson, director of their compliance department, James Mitchel, director of facilities manager and Richard Hutsell, Vice President. They have submitted the proposal and would be willing to answer any questions. Nawrocki asked Common Bond about annual increases, is it the same price for 5 years. Hutsell said yes that is the way they proposed it. Nawrocki asked if the contracts have been looked at by staff as far as the procedure they would use to provide financial services. Streetar stated all of the proposers have a lot of experience in financial accounting and any of the systems would be fine. Ecklund Jr. stated he spoke to Commonbond on the phone about how quickly they would replace staff if they needed to and wanted the other two companies to answer the question also. Common Bond-stated they have corporate staff that can back up other staff, and they have roving managers that can come in. Walker-they would also be able to hire or provide staff pretty quickly. Steven Scott-they have staff that rotate from housing facility to housing facility until the Housing & Redevelopment Authority Minutes November 27, 2007 Special Meeting Page 4 of? position has been filled, you ceriainly don't want to hire on someone too quickly. Nawrocki stated with Steven Scott it doesn't look like they have had very much experience with senior housing or HUD and ask them to clarify this. Halverson stated for the last four years they have done senior management, tax credit, independent senior living and do have experience working with HUD. Williams asked Gravemann how has it been working with residents in the last 6 months, with the troubles they had in the past, are they any better. Gravemann stated most of the time it is going pretty good. Williams stated the board did receive a letter from a resident that said they felt he was the best manager we've had. Kelzenberg asked how many people would manage this building and what would the hours of operation be? Common Bond- Manager, assistant manager, maintenance person and a half time caretaker. What they usually do is look at it as on a 1 t0100 units basis, hours would be 8:30 to 4:30pm with a 24 hour answering service and corporate maintenance staff that fills in on a rotating basis. Walker-they would keep the current staffing levels, unless there is a position that isn't filled. They currently have a full time office manager, maintenance worker, office assistant and pari time caretaker. Steven Scott- they anticipate having a full time manager, administrative person and maintenance, and several pari time caretakers, which would work 7 days a week. During the week they would propose they would have office hours of 8:00 to 5:00. They could propose to have some pari time office hours on the weekend. Nawrocki asked Common Bond if there would be staff at Parkview Villa doing the financials. Hutsell stated they would be located in the St. Paul office. Diehm stated she would now start with the questions of the residents. What kind of training do they provide for office staff? Common Bond-stated they do extensive training, compliance training, maintenance is involved, safety training, REAC training, etc. on a monthly basis. Walker-stated they have extensive training programs, initial training, and more during the year as needed. Steven Scott- they are required to take repeated training continually throughout the year, and have a training coordinator. How do you handle issues between management and residents and do you have someone ready to manage the building? CommonBond-senior population is an issue in itself, communication is imporiant in any case, listening, cooperatively problem solving. We do not have anyone I-lousing & Redevelopment Authority Minutes November 27, 2007 Special Meeting Page 5 of7 currently identified at this time but do have some employees in mind. Walker- as you know we had a different manager here and agreed they needed a change and we did make that, have brought in outsiders, and are willing to go that extra mile down the road at this time. Steven Scott-they would invite you to check out their references. A regional manager would be assigned to the facility, then it would come to Steve or herself, mediation training is also available. She did not have anyone specifically in mind at this time to manage. Would cleaning be done during the day, would window washing include inside and outside, and would you provide weekend vacuuming in common areas? CommonBond- Yes, yes and yes. Walker- Gravemann stated their answer would be yes also. Steven Scott- yes, yes, yes. It is important that the passing area the residents see should be cleaned and it should be done 7 days a week. Does your organization have a dress code for your employees who would be working here on site? Steven Scott- yes they do. Walker- you have witnessed our dress code. CommonBond- they are all in the appropriate attire with a Common Bond label on it. Would your manager's office be open to suggestions or comments and would we feel welcome to do so? Common Bond- We do not necessarily have a suggestion box in the office but, we have an open door policy and encourage managers to have resident community meetings as well as do a resident newsletter. They do not have a suggestion box at all of their properties, but they could certainly address that. Walker- would invite residents to stop into the office at any time and that there is a suggestion box next to the rent drop box. Steven Scott- they do not have a suggestion box, but would be open to having one, and certainly encourage residents to stop in the office. What experience do you have working with a City HRA board? Steven Scott- we have multiple partners, we have a lot of one on one relationships, worked with MHFA, large institutions, insurance companies, you have to learn the individual. Our company also takes an active involvement with every City that we work to try to understand their needs and that they understand ours. Walker- we certainly make it a point to communicate with all residents and the board. Common Bond-for 35 years we have been involved with community engagement, made it a common practice, we work with local HRA's, Morrison county, Minneapolis and St. Paul Public Housing Authorities, Red Wing and many others. We look forward to working with you. Housing & Redevelopment Authority Minutes November 27,2007 Special Meeting Page 6 of7 Diehm asked if there were any resident questions that haven't been covered. Resident, Arlan Carlson, Unit 605 asked of the two companies that are coming in, what would they entice the residents with? CommonBond- expertise. They recently finished a rehab and refinance of an occupied rehab, they have a superb staff. The hallmark is providing customer service. Steven Scott- they have the finest compliance staff in this state. All three bidders tonight are bringing to the residents the same things, your front door is our front door, training, sensitive, caring staff. Williams asked Walker how the rehab of the floors in the north building went this year, were people happy? Gravemann stated everyone was satisfied. Resident, Jan Honeyford, Unit 205, stated she is hoping that when wepick a management corporation, that you pick a new one, that knows how to work us, has compassion for us, are going to like us, and know how to deal with us. Like Ecklund said, we have all ages in this building and she has been very dissatisfied. We need somebody that does have a caretaker 5 days a week, one that doesn't vacuum at 10 o'clock at night, and a maintenance man on duty. It has been chaos around here for months. Resident, Joe Kunza, Unit 802, stated he had two things to say. One is that he is thankful for the renovation of his apartment. Thanked the City Council for approving the improvements, we really appreciate all the work you do for us. There is five more floors to go, if you come in with a whole new team, it will be a whole new set up than what we already have. How are they going to handle that. Secondly, the Federal Communications Commission is about to rule that apartments who now have satellite dishes. How would we be able to handle this transition. Diehm stated with the first question, the renovations will go on as scheduled and we will make sure that it happens. Diehm asked if any of the bidders have heard about satellite problems in other buildings? CommonBond-it is their understanding that all consumers have a right to get their signal from any source that is available to them. They have a right to have satellite TV, but doesn't mean that you can automatically put one up on a building. We would have to look into the building and the statistics. Ecklund Jr. stated we already looked at this and determined that we all would have to have dish satellites even if you didn't want it. Nawrocki stated we do have a telecommunications commission in the City, which watches over this for our City. Diehm thanked all three bidders for coming and for answering our questions. At this time she would like to close the open forum and address the board. Housing & Redevelopment Authority Minutes November 27,2007 Special Meeting Page 7 of7 Ecklund Jr. stated he wanted to thank Streetar for working so hard for us, as this is one of his last few days with the City. (Everyone Applauded) Kelzenberg stated he went through the proposals and they all did a good job. He felt Walker could have done a little better job working with the residents, through customer service. All in all they did a good job and there is no way to please everyone in this building. Nawrocki stated this facility has been a part of his political life. When he was mayor they felt it was important to build a facility for our seniors. He spoke of how he and the City Council worked together to get the funding from the state for the building many years ago. Walker has done a good job with reports for HUD, with maintenance of the building, but does have issues with the current management staffing. He would opt to see the change in management and felt most residents would agree with him. Steven Scott does have experience, but not with seniors very much, and their costs were a little bit high. He would support CommonBond. Ecklund Jr. stated we need a change. Communication and getting along with residents is important to him. He would support Common Bond. Williams stated Ecklund Jr. as been a representative of this board for the residents of Parkview Villa, trusted his judgment and would support Common Bond. Diehm stated staff provided a compellation, which came back strongly recommending Walker. She has been here through two management companies, which we had issues with both, and would support Common Bond. Motion by Williams, second by Kelzenberg, to Approve the Contract with Common Bond for Management Services beginning February 1, 2008 for Parkview Villa North and South; and furthermore, to authorize the Chair and Executive Director to enter into an agreement for the same. All ayes. Motion Carried. Adiournment Chair, Diehm adjourned the meeting at 9:20 p.m. Respectfully submitted, Ch~~ Recording Secretary H:\HRAMinutes 2007\11-27-2007 Special