HomeMy WebLinkAboutJanuary 23, 2008
AGENDA
HOUSING & REDEVELOPMENT AUTHORITY
JANUARY 23, 2008
IMMEDIATELY FOLLOWING THE 7:00 PM EDA MEETING
PARKVIEW VILLA, COMMUNITY ROOM B, 965 40'H AVE., COLUMBIA HEIGHTS, MN
1. Call to Order
2. Roll Call
3. Pledge of Allegiance
CONSENT AGENDA
4. Election of Officers
5. Approve minutes of October 23, 2007, November 27, 2007 and January 14, 2008.
6. Approve Financial Report and payment of bills for October, November, December on
Resolution 2008-01.
Motion: Move to Approve the meeting minutes and Adopt Resolution 2008-01 approving the
financial report and payment of bills.
BUSINESS ITEMS
7. Report of Management Company
8. Resident Council Minutes
9. Citizen Forum*
10. Approve Commonbond Management Contract
11. Resolution 2008-02, Designating Signatories
12. Other Business
The next regular HRA meeting will be Tuesday, April 22, 2008 at Parkview Villa.
* 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. Pi ease note the public may address the HRA regarding specific
agenda items at the time the item is being discussed.)
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
ee In( 0: anuarv ,
AGENDA SECTION: Consent Agenda ORIGINATING EXECUTIVE
NO: 4 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Election of Officers BY: Cher Bakken BY:
DATE: January14, 2008
M t'
f J
23 2008
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
Secretary/Treasurer
Tammera Diehm
Bobby Williams
OPEN
Article VII of the Housing and Redevelopment Authority's By-Laws state that four
Commissioners constitute a quorum and in turn, election of officers can be held if so desired
by the Board.
RECOMMENDATION: Move to cast a unanimous ballot nominating and appointing
for Chair, for Vice Chair,
and
for Secretary/Treasurer.
RECOMMENDED MOTION: Move to cast a unanimous ballot nominating and appointing
for Chair, for Vice
Chair, and
for Secretary/Treasurer.
Attachments
HRA ACTION:
H:\HRA consent Form 2008\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. IF 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 Secretarv/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. IF NONE- All those in favor say aye. Opposed nay.
6. The Chair declares
elected as Secretarv/Treasurer.
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
Diehm 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. Diehm 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 ofthe 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 M hllltes
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.
Housing & 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, HUO 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.
Housing & Redevelopment Authority Minutes
October 23,2007
Page 5 of6
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 SidinQ 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 Manaqement 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.
Respectfully submitted,
Cheryl Bakken
Recording Secretary
H:\HRAMinutes 2007\HRA 10-23-2007
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: Szurek-aye, Williams-aye, Kelzenberg-aye, Nawrocki-nay and Ecklund-
nay. Motion Carried.
Housing & Redevelopment Authority Minutes
November 27, 2007 Special Meeting
Page 2 of?
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 fOf 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
Exhibil B.
ADOPTED THIS 271h 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.
Housing & Redevelopment Authority Minutes
November 27, 2007 Special Meeting
Page 3 of?
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 Clausman, director of public housing for CommonBond 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 Common bond 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
I-lousing & Redevelopment Authority Minutes
November 27, 2007 Special Meeting
Page 4 of?
position has been filled, you certainly 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?
CommonBond- 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 part time caretaker.
Steven Scott- they anticipate having a full time manager, administrative person and
maintenance, and several part 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 part 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?
Common Bond-senior population is an issue in itself, communication is important in any
case, listening, cooperatively problem solving. We do not have anyone
I-lousing & Redevelopment Authority Minutes
November 27, 2007 Special Meeting
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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- experlise. 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 norlh 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 aparlment. 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 aparlments 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 01'7
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 Common Bond.
Ecklund Jr. stated we need a change. Communication and getting along with residents
is important to him. He would support CommonBond.
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,
Cheryl Bakken
Recording Secretary
H:\HRAMinutes 2007\11-27-2007 Special
HOUSING & REDEVELOPMENT AUTHORITY
SPECIAL MEETING MINUTES OF JANUARY 14, 2008
Call to Order - The Special Meeting of the Columbia Heights Housing &
Redevelopment Authority (HRA) was called to order by Chair, Tammera Diehm at
6:02 p.m., January 14, 2008, City Hall, Conference Room 1, 590 40th Avenue NE,
Columbia Heights, Minnesota.
Roll Call- Tammera Diehm, Bruce Nawrocki, Dennis Ecklund Jr., and Bruce
Kelzenberg
Absent- Bobby Williams
Guest- Mayor, Gary L. Peterson
Pledge of Allegiance
BUSINESS ITEM
Presentation of Common bond Staff
Richard Hutsell, Vice President of Commonbond introduced Lucia Clausen, Director of
Public Housing and Laura Sheak who will be the new Manager for Parkview Villa
starting on February 1st.
Hutsell stated Laura Sheak has been the a property manager for 20 years, for the past
12 years was manager at Heights Manor, has managed two of their senior and
handicap housing facilities in Little Canada called Garden Terrace and Terrace
commons. They chose her for the position as she has a lot of experience with this type
of housing unit. The other positions necessary for Parkview villa are being advertised in
the newspaper.
Laura Sheak stated she received her degree at the University of Minnesota in Parks
and Recreation Administration with a therapeutic therapist emphasis, which she then
worked in nursing homes, from there she moved into rehab and got into housing.
Ecklund asked what are the office hours going to be? Lucia Clausen stated they would
be the same as all of the Commonbond facilities, 8:00 am to 4:40 pm.
Clausen also stated they would be hiring two part time caretakers, which would allow
for the additional coverage needed on the weekends, a full time maintenance person,
and a full time office assistant for Laura. Fehst asked if they would be hiring any of the
current staff.
Nawrocki stated he did get a copy of the proposed contract and had the following
issues: 1) it was his understanding that the board would be included in the interviewing
process; 2) he could not see a financial control area in the document; and 3) the
contract identifies Commonbond as the agent in a couple of areas and then there is
once or twice they are listed as consultants.
Clark said Mr. Nawrocki, you may recall that when I gave you the contract copy that I
told you staff and the City attorney haven't looked at the document yet. It was just a
preliminary draft at that time. We are now close to having everything finalized for board
approval at next weeks meeting. I found out this week the attorney would be inserting
Housing & Redevelopment Authority Minutes
January 14, 2008 Special Meeting
Page 2 of3
the HUD requirements to the draft, which we should have to Hutsell by tomorrow.
Diehm asked Hutsell what legal services they plan on using, as when Walker started
they were surprised they were using their own legal service for an issue that came up.
We would prefer you use the City attorney from Kennedy & Graven for anything that
would come up. Hutsell stated he didn't see a problem with that.
Sheak asked if we include management at the Resident Council meetings. Ecklund
stated yes, she would give the residents a report of any issues that have come up in the
building like carpet installation, parking problems, landscaping replacement, etc.
Clark asked Common bond staff how the transition is going for them; are they getting
the information they need from Walker staff. Hutsell stated due to Mr. Lindig being out
of the office for personal reasons in December, the didn't get the process started as
early as they would have liked to, but in the last week things are moving along. Clausen
stated she has been in contact with Nick bye-mail and has a meeting set up for
Wednesday with him and her Compliance Director to go over the files, the 50058's and
then on Friday would be doing a physical tour with her maintenance team.
Clark asked if she was aware that there are a lot of reports that are late for 2007.
Clausen stated that Lindig assured her that he would be getting those done for
September through December of 2007 by tomorrow.
Hutsell stated they talked to Walker about the audit, which would be preformed by
them. The one thing the board should be aware of is that when Walker closes the
books in mid-February, their financials may be a few days late.
Nawrocki asked if we shouldn't have the contract end at the end of the year rather than
a month into the new year. Joe Kloiber, assistant finance director stated he would
prefer that it would have started somewhere after January 31st, because certain year
end closing work can't be completed in January, and that the HRA may need to have
some kind of agreement outside of their current one with Walker to continue working on
the financials until they are complete.
Diehm stated Mr. Nawrocki prefers the way our financial reports are laid out and asked
if this is something staff could possibly work out ahead of time. Clausen stated Cher
Bakken has already talked to her about this and provided a copy of the current financial
report for review.
Clark stated HUD said we are capitalizing the end of three years of Capital Funds, and
wondered if this was common. Clausen stated that it was. You are usually working
with three years of Capital Funds, just depending on the projects that the money has
been allotted for.
Hutsell stated the banking relationship Commonbond has with Western Bank is very
Housing & Redevelopment Authority Minutes
Janumy 14,2008 Special Meeting
Page 3 of3
convenient for their staff, with the ability to scan in checks, on-line banking, and that
they use them for approximately 90 facilities they manage and wanted to know if the
board would consider using them. Fehst stated Northeast Bank has been used by the
City for many years and that the City prefers to use a local company as often as
possible. Bill Elrite, Finance Director stated we do not have a cost for checks as we
have all of our accounts there. Clausen stated her accounting department is going to
check with Northeast Bank to see if they have any of the conveniences that they are
currently using. Hutsell suggested they possibly separating the operating and reserve
accounts into two banks.
Diehm stated the next HRA meeting would be on Wednesday, January 23rd at Parkview
Villa.
Hutsell thanked the board for the opportunity to work with them and that his staff was
looking forward to working with the City.
Adiournment
Chair, Diehm adjourned the meeting at 6:42 p.m.
Respectfully submitted,
Cheryl Bakken
Recording Secretary
H:\HRAMinutes 2008\1-14-2008 Special
COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA)
Meeting of: January 23, 2008
AGENDA SECTION: Consent Agenda ORIGINATING EXECUTIVE
NO: 6 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Financial Report and Payment of Bills BY: Bob Lindig BY:
DATE: Januarv 15, 2008
BACKGROUND:
The bound Financial Report for the months of October, November, and December 2007 on
draft Resolution 2008-01 is attached for review.
RECOMMENDATION:
Staff will be available to answer specific questions. If the report is satisfactorily complete, we
recommend the Board take affirmative action to receive the Financial Report and approve the
payment of bills.
RECOMMENDED MOTION:
Move to approve Resolution 2008-01, Resolution of the Columbia Heights Housing and
Redevelopment Authority (HRA) approving the Financial Statement and Payment of Bills for
the months of October, November and December 2007.
HRA ACTION:
H:\HRAConsent2007\October, November, December Fin Rep 2007
HRA RESOLUTION 2008-01
RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT
AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR OCTOBER,
NOVEMBER AND DECEMBER OF 2007 AND PAYMENT OF BILLS FOR THE
MONTHS OF OCTOBER, NOVEMBER AND DECEMBER OF 2007.
WHEREAS, the Columbia Heights Housing and Redevelopment Authority (HRA) is
required by Minnesota Statutes Section 469.096, Subd. 9, to prepare a detailed
financial statement which shows all receipts and disbursements, their nature, the
money on hand, the purposes to which the money on hand is to be applied, the HRA's
credits and assets and its outstanding liabilities; and
WHEREAS, said Statute also requires the HRA to examine the statement and
treasurer's vouchers or bills and if correct, to approve them by resolution and enter the
resolution in its records; and
WHEREAS, the financial statement for the months of October, November, December of
2007 and the list of bills for the months of October, November, December of 2007 are
attached hereto and made a part of this resolution; and
WHEREAS, the HRA has examined the financial statement and the list of bills and finds
them to be acceptable as to both form and accuracy.
NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of the
Columbia Heights Housing & Redevelopment Authority that it has examined the
attached financial statements and list of bills, which are attached hereto and made a
part hereof, and they are found to be correct, as to form and content; and
BE IT FURTHER RESOLVED the financial statements are acknowledged and received
and the list of bills as presented in writing are approved for payment out of proper
funds; and
BE IT FURTHER RESOLVED this resolution and attachments are to be made a part of
the permanent records of the Columbia Heights Housing & Redevelopment Authority.
Passed this _ day of
,2008.
MOTION BY:
SECONDED BY:
AYES:
NAYS:
Chair
Attest by:
Cheryl Bakken, Assistant Secretary
H:\Resolutions2008\HRA 2008-01
Date:
TO:
FROM:
RE:
January 11,2008
Cher
Nick Gravemann, Housing Manager
October 2007 Management Report for Parkview Villa
Parkview Villa
There were 5 police calls for the month of October I unwanted person, 3 medical, and I
found bicycle.
WArT LIST
23 applicants for Parkview Villa North (resident C.H.)
18 applicants for Parkview Villa North (employed in C.R.)
65 applicants for Parkview Villa North (non-resident)
04 applicants for Parkview Villa South (resident C.H.)
20 applicants for Parkview Villa South (non-resident)
00 applicants for Parkview Villa South 2BR (resident)
o I applicant for Parkview Villa South 2BR (non-resident)
Occupancy (please note this is current)
North is 101 out of 101
South is 45 out of 45
Move outs:
712-1 bedroom 9/3 0/2007
219-1 bedroom 10/30/2007
Move ins:
712-1 bed 10/15/07 from Wait List
219- Ibed 11/15/2006 fi"Om Wait List
Maintenance Report:
. 60 out of 60 work orders were completed in the month of September.
Date:
TO:
FROM:
RE:
January 11,2008
Cher
Nick Gravemann, I-lousing Manager
November 2007 Management Report for Parkview Villa
Parkview Villa
There were 7 police calls for the month of November 1 suspicious person, 4 medical, 1
Check well fair, and 1 stolen vehicle recovered.
W AU LIST
23 applicants for Pat'kview Villa North (resident C.H.)
18 applicants for Parkview Villa North (employed in C.H.)
65 applicants for Parkview Villa North (non-resident)
04 applicants for Parkview Villa South (resident C.H.)
20 applicants for Parkview Villa South (non-resident)
00 applicants for Parkview Villa South 2BR (resident)
01 applicant for Parkview Villa South 2BR (non-resident)
Occupancv (please note this is current)
North is 101 outofl0l
South is 45 out of 45
Move outs:
503-1 bedroom 11/30/07
Move ins:
503-1bed 12/1/2007 fl'om Wait List
Maintenance Report:
. 72 out 01'72 work orders were completed in the month of October.
There were no held over order for the month of October.
Date:
TO:
FROM:
RE:
January 11, 2008
Cher
Nick Gravemann, Housing Manager
December 2007 Management Report for Parkview Villa
Parkview Villa
There were 5 police calls for the month of December 1 suspicious person, 2-check
welfare, and 2 social services referrals
WArT LIST
23 applicants for Parkview Villa North (resident C.H.)
18 applicants for Parkview Villa North (employed in C.H.)
65 applicants for Parkview Villa North (non-resident)
04 applicants for Parkview Villa South (resident C.H.)
20 applicants for Parkview Villa South (non-resident)
00 applicants for Parkview Villa South 2BR (resident)
01 applicant for Parkview Villa South 2BR (non-resident)
Occupancy (please note this is current)
North is 101 out of 101
South is 45 out of 45
Move outs: Move ins:
Maintenance Report:
. 42 out of 42 work orders were completed in the month of October.
There were no held over order for the month of December.
Resident Council Meeting January 152008
The meeting was called to order by council president Dennis Ecklund at 7pm with
a salute to the flag.
Present were Vice president Ken Bloch, Secretary Jessie Chudek, Treasurer Jan
Honeyford, Manager Nick Graveman And incoming new treasurer Ray Scotte.
The secretary report was read. The treasurer's report was given as Savings
$2272.26 Checking $5691.03 Petti cash 81.47
Jessie gave Leonard's Monday morning coffee club report as of Jan.1 5t $65.46
Jessie gave the round table report Dec. had $15.23 spent $10.66 On hand $4.57
Jackie gave the bingo report as on hand $60.50
Cecelia gave the sunshine report .Cards were sent to Asnake Helen Smith Ruth
Finch and Dianne Powell $5.00 each.
Helen Smith in 708 passed away today.
Terry White introduced our new resident as Ralph Human in #224
Vivian gave the entertainment report. There will be a play at the Old Log Theater
called "Incoruptable" April 30 Price of the play is $16.50 Lunch is $11.75
Council will pay half also for the bus.
Also the Silver Star women would like to entertain us at the price of $75.00
afternoon or $100.00 for evening
The V.F.Wis having their pork tenderloin dinner Feb.2nd at 4p.m.Cost is $6.00
The council will pay half. There will be a sign up sheet
February 1ih Tuesday evening the V.F.W. ladies will be here to serve us cake
and coffee.
February 14th Thursday we will serve pizza with bingo to follow as our Valentine
Day treat.
February 1 ih Sunday we will have mens bingo. Everyone is welcome.
We were introduced to the new management staff from Common Bond
Richard Hutsell Vice president.
Lucia Clauson from Portland Oregon
Laura Sheak Secretary. has 20 yrs experience.
Maintainence will be full time
Caretaker will live on sight
Office hours will be 8am to 4.30pm
66 people attended Money winners Dorothy Salwai, John Aryhur, Tom Pilarski,
Betty Morrison
Meetind adjouned at 7:40pm
Submitted by Jessie Chudek
Resident Council Meeting December 10th 2007
The meeting was called to order at 7 p.m. by Council President Dennis Ecklund
with a salute to the flag. Present at the meeting was President Dennis Ecklund
Vice President Ken Bloch, Secretary Jessie Chudek Treasurer Jan Honeyford
and manager Nick Graveman.
Nick thanked the residents for moving their cars during the snow removal also
the heating system to the garage will be worked on next year.
Jessie read the minutes of the November 12th and December 4th meetings
Jan read the treasurer's report checking $7108.03 Savings $2264.84 Petty cash
cash$3491.00 Jessie gave Leonard's Monday morning coffee report $49.30 on
hand.Jessie gave the round table coffee report $8.48 on hand
Jackie gave the bingo report balance $104.50
Cecelia gave the Sunshine report cards were sent to Vivian Fayhe,Lyn Miner C!nd
Ron shumaker. Denny wecomect4J our new resident in #219 as Virginia
Lamoni(?)
Jan mentioned the Northeast bank invites us all for coffee on Friday December
14th between the hours of 9am to 6 pm
If you have suggestions as to entertainment or other concerns write them down
and drop them in the rent slot.
In November we voted to have Ray Scotte as our new treasurer. The vote was
unanimous.
Marilyn Peters manager at SAC A sent a thank you for our donation.
Don Camp asked when we will get a light shining on our flag outdoors. For now it
was reported by Nick that workers were unavailable.
The square Peg catered our Christmas dinner The price was $900.00 for 90
dinners ordered.There were 30satisfied with the food and 5 against.
We will send a thank you to the V.F W. for the Christmas centerpiece.
Alvina will be in charge of a New years eve Party December 31st at 7 p.m.
Dorothy would like helpers for sewing hats and mittens for the Columbia Heights
grade school children.
Money winners Dorothy Salwei #25 Diane Powell #15 Ken Bloch #1 Ruth Finch
#33
Seek the sun will be here December 19th They will bring food.
Tuesday Dec.11 thwe will have the bell ringers and choir
Motion to ajourn by Cecelia SECONDED BY Theresa.
56 people attended
Submitted by Jessie Chudek
Resident Council Meeting November 1 zlh 2007
The meeting was called to order by President Dennis Eklund at 7 P.M. with a
salute to the flag. We also had a prayer for Veterans Day by Vi Tabb.
The President, Vice president, Secretary Treasurer also Nick the manager were
all present.
Nick thanked the residents for their patience during the work on the garbage
shoots.The south building leaks will be repaired.
Jan complained about the vacuum cleaning late at night
Residents have been asked about a blue car in the parking lot,it will be towed
Tomorrow.
Nov20th will be window washing day
Do not hang notes on doors ,Go to Nick instead
Jan gave the Treasure's report Petty cash $103.54 checking $287.28
Savings2264.84 Deposits $6287.28
Sunshine report was given by Cecelia. Cards were sent to Norma Dunkin, Mary
Lee Hagen, Marge Buczynski and Sharon Shandler.
Jackie gave the Bingo report
Jessie gave the round table report also read Leonards Monday morning coffee
club report. Welcome person was not present so Denny
Welcomed our new resident in apartment712 as Wendy Madee
Vivian ~ave the entertainment report. Dec.3rd is 4H we will supply the beverage,
Dec. 8t is the Christmas Dinner with Sister Larice and group entertaining
Dec. 11th at 7 P.M. We will have the bell ringers
Dec.19th We will have Oak Hill church with "seek the sun"
It was voted on to donate $100.00 to SAC.A food bank. Also to each of the
Columbia Heights grade schools $50.00 so the nurse can buy clothes for
.........."'...,............... '....,~'I..... ~.""'........ ....................... ............................ ........ ..-........ --.. --J -.-.,.-- .--
children who may have "accidents" during school hours.
The $100. bingo was voted down and it was suggested to buy things that are
needed such as a vacuum cleaner.
We will cancel all bingo on Thursday nights if the noise continues when the
numbers are being called back.
Nominating committee nominated Ray Scottee as the new treasurer. The 30 day
notice will go up tomorrow. The new phone list will be done by Floor 1&2 by
Dorothy Shafer Floor 3&4 by Vivian Fayhe Floor 6 by barb Camp Floor 8 by"l'S
Alvina Stieren Floor 7 and 9 by Wendy Madee.
Money winners #19 Olive Stanislowski #2 Denny Ecklund #8 Ruth Hillsted
#43 Irene Westlund.
The E>D>A> Meeting is 7P.M Nov.2yth The H.R.A. meeting follows Everyone is
welcome.
Motion to adjourn by Dorothy Seconded by Ron Schumaker at 8 P.M. . ".
Submitted by Jessie Chudek. .. !Jl)ttl!': . d 1!t;{,;,t!t'ct .
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of January 23, 2008
AGENDA SECTION: Business Items ORIGINATING EXECUTIVE
NO: 10 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Common Bond Contract Discussion BY: Scott Clark BY:
DATE: January18, 2008
BACKGROUND: On November 27,2007 the Housing and Redevelopment Authority (HRA)
reviewed and accepted the proposal for management services from CommonBond, effective
on February 1, 2008. The next step in this process is the preparation of a formal contract in
addition to internal transition activity between CommonBond and Walker. At the time of this
writing we have the following items for your review: 1) Initial Management Agreement, dated
February 1, 2008, presented by Common Bond to the staff and 2) A memorandum from our
Attorney regarding additions and/or modifications to the initial agreement. (Common Bond has
agreed in principle to these suggestions). The Community Development Department and
Finance Department will be meeting on Tuesday to go over a significant number of items that
need to be clarified to assure consistency with the original RFP. Staff views that the majority
of change will be technical contract language amendments and not major items of substance.
It is staff's goal to have a "final" contract at the meeting that we can discuss in detail.
Obviously, it will be the HRA's decision if they are in agreement with the contract terms and if
the Commissioner's desire more time to digest the document, a special meeting may have to
occur in order for this contract to be let prior to the takeover date of February 1, 2008.
RECOMMENDATION:
No recommendation at this time subject to contract review and negotiation by staff back to
CommonBond.
RECOMMENDED MOTION:
To be determined at the meeting depending upon contract language and review.
HRA ACTION:
Robert A. Alsop
470 US Bank Plaza
200 South Sixth Street
Minneapolis MN 55402
&
(612) 337-9224 telephone
(612) 337-9310 tax
htlp://www.kcnncdy-gravcn.com
CHARTERED
MEMORANDUM
TO:
Scott Clark
Community Development Director
City of Columbia Heights
FROM:
Bob Alsop
Kennedy & Graven, Chmtered
DATE:
January 18, 2008
RE:
CommonBond Management Agreement
The HRA Board should consider adding the following provisions to the Management Agreement
with CommonBond Housing:
I. The agreement needs the following provision for compliance with the Minnesota
Data Practices Act:
Data Practices Compliance. To the extent required under the Minnesota
Government Data Practices Act, Milmesota Statutes, Section 13.01 et seq. ("the
Act"), the Agent agrees to maintain all government data, as that term is defined in
the Act, consistent with the requirements of the Act. To the extent required under
the Act, the Agent will not release or disclose the contents of data classified under
the Act as not public to any person except at the written direction of the Owner. The
Agent agrees to defend and indemnifY the Owner from any claim, liability, dmnage
or loss asserted against Owner as a result of the Agent's failure to comply with the
requirements of this section unless such failure to comply results from Owner's
written direction.
2. If CommonBond is responsible for filing HUD repOlts, I would recommend the
following provision be added as Section 5.4:
The Agent shall prepare and submit to the U.S. Department of Housing and Urban
Development all reports which the United States Government may require of the
Owner. The Agent shall be responsible for maintaining the books and account of the
Project in accordance with accounting requirement of the U.S. Depmtment of
327565vl RAA CLl60-81
Housing and Urban Dcvelopment. The Agent shall be also responsible for the
preparation, execution and submission of all financial reports required by the Statc of
Minnesota and the U.S. Department of I-lousing and Urban Developmcnt. These
reports shall be provided within the time period prescribed by the United States
Government. The Owner shall be provided with a copy of each report submitted to
the U.S. Department of Housing and Urban Development. If the Agent is unable to
provide a report within the prescribed time period, the Agent shall advise the Owner
of such fact no later than five days after thc date that the Agent becomes aware that it
will not be able to submit the repolt within the prescribed time period. The Agent
shall provide information regarding the status of cach overdue repOlt at each regular
meeting ofthe Owner.
The Owner, the U.S. Department of I-lousing and Urban Development and the
Inspector General of the United States or their duly authorized representatives shall
have full and fl'ee access to the Premises and to all books, documents, papers; and
records of the Agent that are pertinent to its operation, including the right to audit
and to make excerpts and transcripts from such books and records. The Agent shall
maintain all files and records relevant to this agrecment in accordance with the
approved record retention schedule provided by the I-IUD oftice.
3. The following provision should be included under Section 7 of the Management
Agreement - it relates to selection of tenants and their continued occupancy of the
units:
The Agent shall accept as tenants of the Project only those persons and families
certified as eligible by the Agent in accordance with policies and provisions
established by the Owner and approved by the U.S. Department of Housing and
Urban Development and from time to time reviewed and altered by the Owner and
the Agent and approved by the U.S. Depattment of Housing and Urban
Development. The Owner may review Agent's determinations of eligibility and if a
difference of opinion regarding eligibility exists, the Owner's determination shall
prevail. Rent for each person or family shall be determined by the Agent in
accordance with the Owner's approved rent schedule. No dwelling shall be rented
for other than residential use by the lessee and the lessee's immediate family as
specified in the lessee's application for housing.
The terms of occupancy of the Project by eligible tenants shall be governed by the
Owner's Statement of Policies Governing Admission and Continued Occupancy of
Low Rent Public Housing (the "Statement of Policies") as the same may bc modified
from time to time by the Owner and approved by the U.S. Depattment ofl-Iousing
and Urban Development.
4. The following provision should also be included under Section 7 - it relates to the
Agent's obligations to comply with Federal procurement requirements for the
facility.
327565vl RAA CLl60-81
2
The Agent shall on behalf of the Owner, develop specifications for the purchase of
materials, Agent's services and insurance for the Project. The Agent is authorized to
procure and enter into contracts for supplies, materials, equipment and services
required in the maintenance, repair and operation of the Premises if the amount is
less than and is made pursuant to the Owner's approved budget and plan of
operation. All purchases and contracts shall be made by the Agent in accordance
with the Owner's Procurement Policy, Minnesota Statutes, and the Annual
Contribution Contract between the Owner and the United States of America. Full
credit shall be given (0 the Owner for all discounts of any nature obtained by the
Agent through the operation of the Project. The Agent is authorized to purchase all
materials, equipment, tools, appliances, supplies and services necessary to properly
maintain and repair the Premises in accordance with the Operating Budget, the
HUD's Procurement Policy, and limitations established by this agreement.
5. The following provision obligates CommonBond to comply with celiain fair labor
standards:
The compensation to be paid Agent's employees will be as prescribed by Wage
Determinations of the U.S. Department of I-lousing and Urban Development to be
obtained by Agent according to the mles and regulations of the U.S. Depmiment of
Housing and Urban Development. The compensation to be paid management and
administration employees will be subject to Agent's discretion. However, all
employees of Agent working on the Premises shall be paid a wage comparable to
other employees of (he Agent based on job duties, skills, responsibilities and levels
of supervision received or provided.
The Agent shall insure that each contract entered into by the Agent or the Owner in
connection with the construction, completion, repair or operation of the Premises is
in compliance with the statutory and regulatory labor standards requirements set
forth in the Annual Contributions Contract between the Owner and the United States
of America and the regulations and directions of the U.S. Depmiment of I-lousing
and Urb~Ul Development and the U.S. Department of Labor.
Please feel free to contact me if you have any questions.
RAA
327565vl R^^ CLl60-81
3
MANAGEMENT AGREEMENT
FOR
Columbia Heights HRA
590 40th Avenue N.E.
Columbia Heights, Mn 55421
Parkview Villas North and South
Beginning: February 1, 2008
Ending: January 31,2013
Owner: Columbia Heiahts HRA
AGENT: Common Bond Housina
Rev. 02/08
LIST OF PROVISIONS:
Section APPOINTMENT OF THE AGENT 1
1.1 Appointment and Acceptance 1
1.2 Definition and Description of the Premises 1
1.3 Term 2
1.4 Meetings With the Owner and the Agent 2
Section 2 EMPLOYEES OF THE AGENT 2
2.1 The Agent's Authority to Hire 2
2.2 Employee Expenses 2
2.3 The Agent's Authority to Fiie Returns 2
2.4 Workers' Compensation Insurance 2
Section 3 BANK ACCOUNTS 3
3.1 Operating Receipts and Expense Account 3
3.2 Security Deposit Accounts 3
3.3 Fidelity Bond 3
Section 4 RECEIPTS & DISBURSEMENTS FROM OPR. ACCOUNT 4
4.1 Collections and Delinquencies 4
4.2 Payments and Expenses 4
4.3 Security Deposits 5
Section 5 FINANCIAL AND OTHER REPORTS 5
5.1 Records and Reports 5
5.2 Operating Budget 5
5.3 Other Accounts 5
Section 6 ADVERTISING 6
Section 7 SERVICES OF THE AGENT 6
7.1 Structure and Warranties 6
7.2 Maintenance and Repairs 6
7.3 Preventive Maintenance 6
7.4 Insurance 7
7.5 Service Requests of Residents & Occupants 7
7.6 Inspection of Units 7
7.7 Compliance of Residents & Occupants 7
7.8 Governmental Orders 8
Section 8 NON-DISCRIMINA nON 8
Section 9 COMPENSATION OF THE AGENT. 9
9.1 For Modernization (Rehab & Construction) 10
9.2 For Fire Restoration 10
9.3 Regulatory Agency's Required Clause 10
Section 10 TERMINATION OF THE AGREEMENT 10
10.1 Mutual Consent Termination 10
10.2 Termination Because of Bankruptcy 10
10.3 Accounting Upon Termination 10
10.4 Regulatory Agency's Termination Clause 11
Section 11 ASSIGNMENTS 11
Section 12 AMENDMENTS 11
Section 13 SIGNATURES 12
This Agreement Is made this _between _ (the "Owner") and CommondBond Housing (the "Agent").
SECTION 1 APPOINTMENT OF THE AGENT
1.1 APPOINTMENT AND ACCEPTANCE
The Owner hereby appoinls the Agent as sole and exclusive Agent ot the Owner to manage the
property described in Section 1.2 herein (the "Premises as detined in Section 1.2 herein) upon the
terms and conditions provided herein. The Agent accepts the appointment and agrees to
turnish the services of its organization for the management of the Premises. The Owner agrees to
pay for all expenses in connection with such services.
1.2 DEFINITIONS AND DESCRIPTION OF THE PREMiSES
As used in this Agreement:
"Premises" shall mean the real property and the improvements, buildings, appurtenances and equipment
theron. of the Owner know as Parkview Villas North and South, iocated at 965 40'h Avenue N.E., in the City
of Columbia Heights, State of Minnesota, and consiting of 146 dwelling units, underground garage
spaces to be rented and no commercial or other non-dwelling spaces.
"Non-Housing Income" shall mean all amounts actually collected by the Agent, including all
other income and charges from the normal operation of the Premises, including but not limited
to, parking, laundry income, forfeited security deposits, pet deposits, other fees and deposits,
income from commercial or other non-dwelling space and other miscellaneous income.
"Lease" shall mean the form of agreement between the Owner and a Resident under the terms
of which said Resident is entitled to enjoy possession of a dwelling unit or the form of agreement
between the Owner and an Occupant under the terms of which said Occupant is entitled to
enjoy possession of a commercial or other non-dwelling space.
"Occupant" shall mean a person or entity occupying a commercial or other non-dwelling unit in
the Premises pursuant to a Lease.
"Rent" shall mean that monthiy amount which a Resident or Occupant is obligated to pay the
Owner pursuant to the terms of a Lease.
"Resident" shali mean a person occupying a dwelling unit in the Premises pursuant to a Lease.
1.3 TERM
The term ot this Agreement shall begin from the 1st day of February, 2008, for a five.year term
ending January 31, 2013, unless sooner terminated pursuant to Section 10 herein.
1.4 MEETINGS WITH THE OWNER AND THE AGENT
The Agent agrees to cause an officer of the Agent to confer fully and freely with the Owner not
withstanding the authority given to the Agent in this Agreement.
SECTION 2 EMPLOYEES OF THE AGENT
2.1 THE AGENT'S AUTHORITY TO HIRE
On the basis of wage rates previously approved by the Owner, the Agent shall investigate, hire,
pay, supervise, discharge and pay ali employees, contractors, or other personnel necessary to
be employed in the management, maintenance, and operation of the Premises. All employees
shall be employees of the Agent.
The Agent shall hire and have physically present at the Premises, all managerial and non.
managerial personnel necessary for the full and efficient performance of its duties under this
Agreement. including the physical presence of responsible personnel at such times as may
reasonably be requested by the Owner.
2.2 THE OWNER PAYS EMPLOYEE EXPENSES
All wages and fringe benefits, local. state, and federal taxes and assessments (including, but not
limited to, social security tax, unemployment insurance, and worker's compensation insurance)
incident to the employment of employees hired pursuant to Section 1.2 herein shall be paid by
the Agent to such employees of the Agent from the Operating Account and shall be treated as
an operating expense of the Premises and such payments shall not be deemed to be
compensation from the Agent.
2.3 THE AGENT'S AUTHORITY TO FILE RETURNS
The Agent shall do and perform all acts required of an employer with respect to the Premises
and shall execute and file all tax and other returns required under the applicable federal. state,
and local laws, regulations, and/or ordinances governing employment, and all other statements
and reports pertaining to labor employed in connection with the Premises and under any similar
federal or state law not or hereafter in force. In connection with such filings, the Owner shall
upon request promptly execute and deliver to the Agent all necessary powers of attorney,
notices of appointment, and the like. The Owner shall be responsible for all amounts required to
be paid under the foregoing laws, and the Agent shall pay the same from the Operating
Account
2
2.4 WORKERS' COMPENSATION INSURANCE
The Agent at the Owner's expense, shall maintain workers' compensation insurance covering all
liability of the employer and established workers' compensation laws.
SECTION 3
BANK ACCOUNTS
The various bank accounts established under this Agreement shall at all times be established in
the Owner's name but under the Agent's control. The Agent's designees shall be the only parties
authorized to draw upon such accounts. No amounts deposited in any account established
under this Agreement shall in any event be commingled with any other funds of the Agent.
3.1 OPERATING RECEIPTS AND EXPENSE ACCOUNT
The Agent shall establish and maintain, in a bank whose deposits are insured by the Federal
Deposit Insurance Corporation (FDIC) in accordance with the provisions of the Regulatory
Agreement, in a separate bank account as the Agent of the Owner for fhe deposit of fhe
money of the Owner, wifh aufhority to draw fhereon for any payments to be made by the Agent
to discharge any liabilities or obligations of the Owner incurred in accordance with this
Agreement. The Agent shall not be held liable in the event of the bankruptcy or the tailure of a
depository. This account shall be carried in the Agent's name and shall be designated of record
"(Name of Premises)" Operating Receipts and Operating Account ("Operating Account"). The
Agent shall establish such other special bank accounts as may be required by the Owner.
Signatories entitled to make withdrawals from any and all of these accounts shall be persons
covered by the fidelity bond pursuant to Section 3.3 herein.
3.2 SECURITY DEPOSIT ACCOUNTS
The Agent shall collect, deposit, and disburse Resident's and Occupant's security deposits in
accordance with the terms of the respective Leases. Such security deposits shall be deposited
by the Agent in an interest bearing account, separate from all other accounts and funds, wifh
bank or of her financial instifution whose deposits are insured by the FDIC. The Agent shall be
responsible for any loss incurred by fhe Premises for its failure to comply wifh refunding of security
deposits with accrued interest to Residents or Occupants as required in the Minnesota Statutes,
Section 504.20, as amended. This account shail be carried in the Agent's name and shall be
designated of record "(Name of Premises) Security Deposit Account". The Agent shall cause the
amount of the Security Deposit Account to equal or exceed at all times the aggregate of all
outstanding obligations by the Owner with respect to security deposits.
3
3.3 FIDELITY BOND
The Agent shall turnish, at its own expense, a tidelity bond tor $ t ,000.000.00 to protect the
Owner against misappropriation ot funds of the Premises by the Agent and its employees. The
bond shall be in an amount not less than two (2) times the total amount of the following:
A. The maximum possible monthly rent collections based on 100% occupancy plus
B. The non-Housing Income as defined in Section 1.2 herein plus
C. The maximum possible funds being held as security deposits based on 100% occupancy.
SECTION 4 RECEIPTS AND DISBURSEMENTS FROM OPERATING ACCOUNT
4. t COLLECTIONS AND DELINQUENCIES
The Agent shall collect and deposit all rents and other charges due from Residents and Occupants and
all rents or other charges due the Owner from users of garage spaces. The Agent agrees, and the
Owner hereby authorizes the Agent, to request, demand, collect, receive, and give receipts for any
and all charges or rents which may at any time be or become payable to the Owner. Rents and other
charges shall not be accepted in cash by the Agent. The Agent agrees to take such action,including
legal action, with respect to delinquencies in payments due the Owner as the Owner may from time to
time authorize.
4.2 PAYMENTS AND EXPENSES
From the funds collected and deposited in the Operating Account, the Agent shall cause to be
disbursed regularly and punctually in the order and priority as set forth below:
A. All fees of the Agent;
B. All reimbursements for payroll expenses for services of Agent's employees and
reimbursement for management related long distance telephone calls;
C. All of the real estate tax and insurance premium escrow payments required of the
Owner, which payments shall be deemed to be part of the "operating expenses" of the
Premises; and
D. All remaining operating expenses of the Premises (which specifically exclude the Owner's
mortgage loan principal and interest payments if any).
4
4.3 PAYMENTS AND EXPENSES
With the exception ot payments provided tor in this Section 4.2, the Agent shall not make any
disbursement in excess ot $2.000.00 unless specitically authorized by the Owner; provided that
emergency repairs involving manitest danger to life and property, or immediateiy necessary for
the preservation and satety ot the Premises, or tor the safety ot the Residents and Occupants, or
required to avoid the suspension of any necessary services to the Premises, may be made by the
Agent without regard to the cost limitation imposed by this Section with the understanding that
the Agent, if at ail possible, will confer immediately with the Owner regarding every such
expenditure. The Agent shall not incur liabilities on behal of the Owner (direct or contingent)
which, in the aggregate will exceed at any time $5,000.00 unless specifically authorized by the
Owner. The Agent shall not incur liabilities on behalf of the Owner (direct or contingent), which
require payment more than one year from the cretion thereot. unless specifically authorized by
the Owner.
4.4 SECURITY DEPOSITS
The Agent shall collect, deposit, and disburse Residents' and Occupants' security deposits in
accordance with the terms of each Resident's or Occupant's Lease. The Agent shall pay
Residents and Occupants interest upon such security deposits as required by Minnesota law.
The Agent shall comply with all applicable state or local laws concerning the responsibility for
security deposits and interest.
SECTION 5 FINANCIAL AND OTHER REPORTS
5.1 RECORDS AND REPORTS
The Agent shall establish and maintain a comprehensive system of records, books, and
accounts in a manner satisfactory to the Owner. All records, books, and accounts shall be
subject to the examination at reasonable hours by any authorized representative of the Owner.
With respect to each fiscal year ending during the term of this Agreement, the Agent shall have
an annual financial report prepared by a Certified Public Accountant based upon the
pre parer's examination of the books and records of the Owner and the Agent. The report shall
be submitted to the Owner within sixty (60) days after the end of the fiscal year, for the Owner's
further certification, Compensation for the preparer's services will be considered an operating
expense of the Premises.
The Agent shail prepare Monthly Operating Reports which compare actual and budgeted
income and expenses for the month and for the "year-to-date". The Agent shall prepare a
Monthly Aged Schedule of Accounts Receivable and Accounts Payable. The Agent shall
prepare a Monthly Analysis of Security Deposits and Monthly Cash Reconciliation, The Agent
shall furnish such information as may be requested by the Owner trom time to time with respect
to the financial, physical, or operational condition of fhe Premises,
5
5.2 OPERATING BUDGET
At least sixty (60) days prior to the beginning of each tiscal year for the Premises, the Agent shall
prepare and submit to the Owner an Operating Budget. setting torth an itemized statement of
the anticipated receipts and disbursements tor the Premises.
5.3 OTHER ACCOUNTS
Everything done by the Agent under the provisions at this Agreement shall be done as the Agent
at the Owner, and all obligations or expenses incurred thereunder shall be for the account at
and on behalf of fhe Owner. Any payments to be made by fhe Agent hereunder shall be made
out of sums as are available in the Operating Account. The Agent shall not be obliged to make
any advance to, or tor the account at. the Owner or to pay any sum, except out of funds held
or provided as aforesaid, nor shall the Agent be obliged to incur any liability or obligation tor the
account at the Owner without assurance that the necessary tunds tor the discharge thereof will
be provided to the Agent.
SECTION 6 ADVERTISING
The Agent is authorized to advertise the Premises or portions thereof for rent. using periodicals,
signs, plans, brochures, or displays, or such other means as the Agent may deem proper and
advisable. The Agent is authorized to place signs on the Premises advertising the Premises for
rent, provided such signs comply with applicable laws. The cost at such advertising shall be paid
from the Operating Account and shall be treated as an expense of the Premises. All advertising
shall make clear that the Agent is the manager and not the Owner of the Premises.
SECTION 7 SERVICES OF THE AGENT
7.1 STRUCTURE AND WARRANTIES
The Agent shall obtain from the Owner a complete set of plans and specifications for the
Premises and copies of all guaranties and warranties pertinent to construction, fixtures, and
equipment for the Premises. With the aid of this information and inspection by competent
personnel, the Agent shall thoroughly familiarize itself with the character, locations, construction,
layout, plan, and operation of the Premises and particularly of the electrical. heating, plumbing,
air conditioning, and ventilating systems, and all other mechanical equipment.
7.2 MAINTENANCE AND REPAIRS
The Agent is authorized to make or cause to be made, through services or otherwise, all ordinary
repairs and replacements reasonably necessary to preserve the Premises in its present condition
and for the operating efficiency of the Premises, and all alterations required to comply with
lease requirements, government regulations, and insurance requirements, subject to the
limitations in paragraph 4.2.
6
7.2 MAINTENANCE AND REPAIRS
The Agent shall make contracts tor garbage and trash removal, tuel. oil, extermination, snow
removal, elevator maintenance, and other ordinary and necessary services. The Agent is
authorized to decorate the Premises and to purchase or rent, on the Owner's behalt. all
equipment, toois, appliances. materials, supplies, and other items necessary tor the
management. maintenance. or operation of the Premises. Such maintenance and decorating
expenses shall be paid from the Operating Account and shall be treated as an expense of the
Premises.
When taking bids or issuing purchase orders, the Agent shall act at all times in the best interest of
the Owner and shall be under a duty to secure for and credit to the Owner all discounts,
commissions, or rebates obtainable as a result ot such purchases.
7.3 PREVENTIVE MAINTENANCE
The Agent shall develop a preventive maintenance schedule including, but not limited to,
periodic inspections ot the units; residency and occupancy commencement and termination
check lists; inventory control; common area maintenance; equipment maintenance; exterior
maintenance on a seasonal basis; and painting, decorating, and replacement timetables as
necessary.
7.4 INSURANCE
The Owner agrees to hold the Agent harmless trom all damage suits in connection with the
management ot the Premises and from liability from injury suffered by any employee or other
person whomsoever, and to carry the necessary insurance therefore as provided in the next
paragraph in this Section 7.4. The Agent shall not be liable for any error of judgment or for any
mistake of fact or law, or for anything which it may do or refrain from doing hereinafter, except
in cases of willful misconduct and gross negligence.
The Owner, at the Owner's expense shall obtain and keep in force adequate insurance against
physical damage (e.g" fire with extended coverage endorsement, boiler and machinery, etc.)
and against liability for loss, damage, or injury (e.g" public liability insurance. burglary and theft
insurance. etc.) to property or persons which might arise out of the occupancy. management,
operation, or maintenance of the Premises. The amounts and types of insurance shall be
acceptable to both the Owner and the Agent. and any deductible required under such
insurance policies shall be the Owner's expense. The Agent shall be named as an additional
insured on all liability insurance maintained with respect to the Premises.
The Agent shall promptly investigate and make a full written report to the Owner of all accidents
or claims for damage reiating to the ownership, operation, and maintenance of the Premises.
the estimated cost of repair. and shall cooperate and make any and all reports required by an
insurance company in connection therewith.
7
7.5 SERVICE REQUESTS OF RESIDENTS AND OCCUPANTS
The Agent shall maintain business-like relations with Residents and Occupants whose service
requests shall be received, considered, and recorded on a systematic, written basis in order to
show the action taken with respect to each. Complaints ot a serious nature and all written
complaints, after thorough investigation, shall be reported to the Owner with appropriate
recommendations,
7.6 iNSPECTION OF UNITS
As part of a continuing program to secure full performance by the Residents and Occupants of
ail obligations and maintenance tor which they are responsible, the Agent shall make an annual
inspection of all dwelling and non-dwelling units and report its tindings in writing to the Owner.
7.7 COMPLIANCE OF RESIDENTS AND OCCUPANTS
The Agent shall at all times during the term of fhis Agreement operate and maintain the Premises
according to the highest standards achievable. The Agent shall secure full compliance by the
Residents and Occupants with the terms and conditions of their Leases.
The Agent is an affiliate of Common Bond Communities and CommonBond Services
Corporation. The Agent and its affiliates strive at all times to deliver to the Residents, and where
applicable to the Occupants, high quality human services and education and training
programs and property management services.
The Agent at all times during the term of this Agreement will operate and maintain the Premises
in accordance with the high-quality standards of the Agent and its affiliates. The Agent shall
secure full compliance by the Residents and Occupants with the terms and conditions of their
Leases.
Voluntary compliance shall be emphasized, and the Agent shall counsel Residents and make
referrals to social service agencies in cases of financial hardship or under other circumstances
deemed appropriate by the Agent, so that involuntary termination of tenancies may be
avoided to the maximum extent consistent with sound management of the Premises. The Agent
will not, however, tolerate willful evasion of payment of rent or other terms of the Leases
The Agent may lawfully terminate any tenancy when, in the Agent's judgment, sufficient cause
occurs under the terms of a Resident's or an Occupant's Lease. Eviction for reasons other than
nonpayment of rent will be on file with the Agent.
The Agent is authorized to consult with legal counsel designated by the Owner to bring actions
for eviction and to execute notices to vacate and to commence appropriate judicial
proceedings; provided, however, that the Agent shall keep the Owner informed of such actions
and shall follow such instructions as the Owner has prescribed.
Subject to the Owner's approval, costs incurred in connection with such actions shall be paid
from the Operating Account and shall be treated as an expense of the Premises.
8
7.8 GOVERNMENTAL ORDERS
The Agent shall take such action as may be necessary to comply promptly with any and all
orders or requirements atfecting fhe Premises placed thereon by any federal, state, county, or
municipal authority having jurisdiction of the Premises, and orders of the Board of Fire
Underwriters or other similar bodies. The Agent shall not take any actions under this Section 7.8 if
the Owner is contesting or has affirmed its intention to contest any such order or requirement.
The Agent shall promptly, and in no event later than forty eight (48) hours from the time of their
receipt, notify the Owner in writing of all such orders and notices of requirements.
SECTION 8 NON-DISCRIMINATION
The Agent shall comply with all requirements of Equal Empioyment Opportunity Programs and
Affirmative Action Programs as relates to the hiring of its employees and the contracting by the
Agent of third parties to provide service under this Agreement.
In the performance of each of their obligations under this Agreement, the Agent and the Owner
will comply with the provisions of any federal, state, or local law prohibiting discrimination in
housing, including but not limited to Title VI of Civil Rights Act of 1964 (Public Law 88-352, 78
Statue. 241), all requirements imposed by or pursuant to the Regulations of HUD 924, CFR, Subtitle
A, Part 1) issued pursuant to that Title; regulations issued pursuant to Executive Order 11063, and
Title VIII of the 1968 Civil Rights Act.
This Agreement may be terminated or suspended, in whole or in part, by the Owner upon the
basis of a finding by the Owner that the Agent has not complied with such non-discrimination
provisions.
This Agreement may be terminated or suspended, in whole, or in part, by the Agent upon the
basis of a finding by the Agent that the Owner has not complied with such non-discrimination
provisions.
SECTION 9 COMPENSATION OF THE AGENT
The Agent shall be compensated for its services under this Agreement by monthly fees payable
on the first day of each month. Payment shall be from the Operating Account and treated as
an expense of the Premises.
A. The compensation which the Agent shall be entitled to receive for all services performed
under this Agreement shall be a fee of $45.00 per unit, per month.
Any sums due the Agent under any provision of this Agreement. and not paid within thirty (30)
days after such sums have become due, shall bear interest at the rate of Twelve percent (12%1
per annum.
9.1 FOR MODERNIZATION (REHABILITATION/CONSTRUCTION APPROVED BY THE OWNER)
In the event that Owner requests Agent to perform rehabilitation/construction on the Premises,
Owner and Agent shall negotiate and execute a contract related to such
rehabilitation/construction work.
9.2 FOR FIRE RESTORATION
In the event that Owner requests Agent to perform restoration on the Premises, Owner and
Agent shall negotiate and execute a contract related to such restoration.
9
SECTION 10 TERMINATION OF THE AGREEMENT
10.1 TERMINATION
This Agreement may be terminated by cause by giving 0 30 day notice to contractor.
10.2 TERMINATION BECAUSE OF BANKRUPTCY
In the event that a petition in bankruptcy is tiled by or against either the Owner or the Agent, or
in the event that either sholl make an assignment for the benefit of creditors to take advantage
of any insolvency act, either party hereto may immediately terminate this Agreement without
notice, but prompt advice of such action shall be given to the other party.
10.3 ACCOUNTING UPON TERMINATION
Within ten (10) days after the termination of this Agreement, the Owner and the Agent shall
account to each other with respect to all matters outstanding as of the date of termination. The
Owner sholl turnish the Agent security against any outstanding obligations or liabilities which the
Agent may have incurred hereunder. The Agent sholl turn over to the Owner all records,
documents, or other instruments, waiting lists, and any and all other files and papers in its
possession pertaining to the Agent's performance under this Agreement.
SECTION 11 ASSIGNMENTS
This Agreement shall be binding upon and inure to the benefit of and constitute a binding
obligation upon the Owner and the Agent, and their respective personal representatives, heirs,
administrators, executors, successors and assigns; provided that neither party may assign this
Agreement or any of its duties hereunder without the prior written consent of the other party
which consent shall not be unreasonably conditioned, delayed or withheld.
SECTION 12 AMENDMENT
This Agreement constitutes the entire Agreement between the Owner and the Agent. and no
amendment or moditication thereof shali be valid and enforceable except by supplemental
agreement in writing, and approved in the same manner as this Agreement.
11
SECTION 13 SIGNATURES
IN WITNESS WHEREOF, the parties hereto have affixed their respective signatures this _ day ot _'
200
(Owner Name)
Common Bond Housina
(Agent Name)
By:
By:
Title:
Title: Vice President ot Propertv Manaaement
Date:
,200
Date:
,200
Witness:
Witness:
PM! AGREEI AGREE95.DOC
12
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of: January 23, 2008
AGENDA SECTION: Business Items ORIGINATING EXECUTIVE
NO: 11 DEPARTMENT: HRA DIRECTOR
APPROV AL
ITEM: Adopt Resolution 2008-02, Designating BY: Scott Clark BY:
Depository for the HRA DATE: January 14,2008
BACKGROUND:
The attached Resolution 2008-02, designates Northeast Bank as the depository for all Columbia
Heights HRA funds and authorizes signatories for accounts.
RECOMMENDATION: Staff recommends board adoption of Resolution 2008-02, designating a
depositOlY for the HRA and authorizing signatures.
RECOMMENDED MOTION: Adopt Resolution 2008-02, a Resolution Designating Depository for
the Columbia Heights Housing and Redevelopment Authority (I-IRA).
!-IRA ACTION:
h:\HRAConsent Form2008\Res2008-02 Designating Depository for HRA
RESOLUTION NO. 2008-02
RESOLUTION DESIGNATING DEPOSITORY FOR THE COLUMBIA HEIGHTS
HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
WHEREAS, the City of Columbia Heights Housing and Redevelopment Authority
(herein referred to as the "Corporation") has entered into a Management Contract with
Common bond Housing (herein referred to as "Management Company"), dated January
23, 2008, and
WHEREAS, by Minnesota Statutes the Corporation must establish a depository agency,
and
WHEREAS, the Corporation desires to have as authorized signatures both officers of
the Corporation and the Management Company.
IT IS HEREBY RESOLVED, that Northeast Bank, is hereby designated as a depository
of the funds of this corporation.
IT IS FURTHER RESOLVED, that checks, drafts, or other withdrawal orders issued
against the funds of this corporation on deposit with said bank shall be signed by at
least two of the following:
HRA Executive Director
Management Company CEO
Management Senior Vice President
Management Director of Administration
And that said bank is hereby fully authorized to pay and charge to the account of this
Corporation any checks, drafts, or other withdrawal orders.
BE IT FURTHER RESOLVED, that the Northeast Bank, is designated depository of the
Corporation and it is hereby requested, authorized and directed to honor checks, drafts
or other orders for the payment of money drawn in this Corporation's name, including
those drawn to the individual order of any person or person whose name or names
appear thereon as signer or signers thereof, when bearing or purporting to bear the
facsimile signatures of at least two of the following:
Management Company CEO
Management Company Senior Vice President
Management Company Director of Administration
And that Northeast Bank shall be entitled to honor and to charge this Corporation for all
such checks, drafts or other orders, regardless of by whom or by what means the
facsimile signature or signatures thereon may have been affixed thereto, if such
facsimile signature resembles the facsimile specimens duly certified to or filed with the
Bank by the City Clerk or other officer of this Corporation.
BE IT FURTHER RESOLVED, that any and all resolutions heretofore adopted by the
Corporation and certified to as governing the operation of the Corporation's account(s)
with it, be and are hereby continued in full force and effect, except as the same may be
supplemented or modified by the foregoing part of this resolution.
BE IT FURTHER RESOLVED, that all transactions, if any relating to deposits,
withdrawals, re-discounts and borrowings by or on behalf of this Corporation with said
bank prior to the adoption of this resolution be, and the same hereby are, in all things
ratified, approved and confirmed.
BE IT FURTHER RESOLVED, that any bank or savings and loan located in the State of
Minnesota may be used as depositories for investment purposes so long as the
investments comply with authorized investments as set forth in Minnesota Statutes.
BE IT FURTHER RESOLVED, that any brokerage firm located in the State of
Minnesota may be used as a depository for investment purposes so long as the
investments comply with the authorized investments as set forth in Minnesota Statutes.
Passed this _ day of January, 2008
Offered by:
Seconded by:
Roll Call:
Chair
Cheryl Bakken- Secretary/CAP