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HomeMy WebLinkAboutJanuary 23, 2008 HOUSING & REDEVELOPMENT AUTHORITY REGULAR MEETING MINUTES OF JANUARY 23, 2008 Call to Order - The meeting was called to order by Chair, Tammera Diehm at 7:45p.m. Roll Call- Tammera Diehm, Bruce Nawrocki, Bobby Williams, Dennis Ecklund Jr., and Bruce Kelzenberg Pledqe of Alleqiance CONSENT AGENDA Election of Officers The current officers are Diehm as Chair, Williams is Vice Chair and Jindra was Secretary/Treasurer. Motion by Kelzenberg, second by Nawrocki, to nominate Diehm for Chair, Williams for Vice Chair and Ecklund for SecretarylTreasurer. All ayes. Motion carried. Approve Minutes and Financial Reports Approve the Minutes of October 23,2007, November 27,2007 and January 14, 2008 Meetings and Financial Reports for the months of October, November and December, 2007 on Resolution 2008-01. Nawrocki stated he found two amendments: 1) meeting of November 2ih, the agenda item for Resolution 2007-08, Parkview Villa North Notice to Vacate Policy, the motion says Szurek aye and it should say Diehm aye and; 2) in the minutes of the special meeting of January 14th, under the contract for new management, he did state he felt the local bank should be used and would like that inserted into the minutes. Motion by Williams, Second by Kelzenberg to approve the minutes as amended. All ayes. Motion Carried. Nawrocki asked a couple of questions on checks that were made out. Gravemann and Lindig explained each one for him. Motion by Williams, second by Kelzenberg, to approve the financial reports as written. All ayes. Motion Carried. 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 Housing & Redevelopment Authority Minutes Jannary 23, 2008 Page 2 of 5 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 23rd day of January 2008. BUSINESS ITEMS Report of Management Company Nick Gravemann stated he was hoping to be able to report that we received the grant for the north boiler replacement from MHFA, but he didn't hear from them yet. Nawrocki asked the status of the heat problem in unit 414 and in unit 802 the toilet problem. Gravemann stated the heat was fixed and the toilet was found through Home Depot and was replaced. Diehm asked about the waiting list. Gravemann stated they are very full, but eventually the south will need to be advertised in the local paper to help fill it back up. Resident Council Minutes Ecklund stated he found an error in the January report. It states that Laura Sheak is the Secretary and it should read Manager. Checking $5,691.03, and Savings $2,272.26, donated caps, gloves, etc. to the schools. Diehm stated she liked the fact he was reporting the number of residents attending the meeting. Citizen Forum- None Diehm stated all of the board members received an anonymous em ail today requesting some topics be brought up tonight at the meeting. They turned it over to our legal council. Because of the tone and some of the things that were said in that email they cannot comment on it tonight. Diehm introduced Scott Clark as the new Community Development Director. He replaced the position that Bob Streetar was in. Bob took a position with the City of Oakdale. Scott has a long history of working with Cities including Brooklyn Park, Arden Hills and Elk River. Approve CommonBond Manaqement Contract Clark stated at your special meeting in November you selected Common Bond as the new management company for Parkview Villa. Staff has been working with their staff, Bob Alsop, our City attorney and the Finance department to prepare a Management Agreement. He wanted to make sure they all had the most current copy, which has the pink highlighting on the first page. All of the changes made to the document are in bold. Clark pointed out some of the key changes to the original draft from CommonBond. He Housing & Redevelopment Authority Minutes Janumy 23,2008 Page 3 of5 said one of the impottant ones was on page 3, the language regarding authorizations. It is what they can do on their own before they have to come to us as staff, on an administrative level and/or ultimately before the HRA for approval. Diehm asked if the existing authorization for the management company is $2,000. Clark stated this is exactly the same language as the current contract with Walker. Diehm stated she didn't believe staff approval right now is to $15,000 and asked Walker staff what they have been doing. Gravemann stated the current arrangement is that anything from $0 to $2,000 would be approved by Walker staff, from $2,001 to $14,999 has been approved by Bob Streetar, and anything $15,000 or over is approved by the board. Clark stated, actually it is Walt's signature as Executive Director that is used for approval between $2000 and $15,000 per the current agreement. Clark stated on page 7, it memorializes the owners, occupancy policies and emphasizes the local preference language. Diehm stated that it should be subject to change by the owner, as we don't want to be locked into that by contract if we decide to change our occupancy policy. Clark asked if he could use the words "as amended from time to time". Diehm stated that would be perfect. Clark stated on the top of page 10, we put in a termination for convenience of either patty. We aren't sure if the HRA wants this in here or not. If the HRA wanted a 60-day notice, the only thing that Common Bond would be asking for is that it wouldn't be acted upon for a period of one year, because there are costs they have incurred over the first 12 months. Ecklund Jr. asked if HUD doesn't give approval of the contract before February 1st, does Common Bond still take over and has Common Bond hired staffing for the building yet. Clark stated CommonBond would take over. Alyssa Hervey, CommonBond Compliance Specialist stated they are still in the process of hiring, but the manager and maintenance persons would be there on the 1st and that temporary staffing would be used until the rest of the positions are filled. Nawrocki stated in the past he requested the board should be involved in the interviewing process, and didn't see that in the contract. Diehm asked if he was talking about the initial approval before someone is hired for the managers position. Nawrocki stated yes. Diehm asked for Hutsell's comments. Hutsell stated that would be fine if they want to add that to the agreement. Clark asked Nawrocki if he was acknowledging the new manager. Nawrocki stated yes. Nawrocki stated in Section 2.2 it stated the management fees would not increase for a period of five years, is that correct. Clark stated that is correct. Housing & Redevelopmeut Authority Minutes January 23,2008 Page 4 of5 Nawrocki asked on page 6, under insurance, why do we have liability if they have done something in error. Diehm stated if they did something wrong, or illegal then it would be their responsibility and for local misconduct or gross negligence we would come in with our insurance. Hutsell asked who is the current insurance carrier for the City. Clark staled it is through the League of Minnesota Cilies. Hutsell requested staff give him the contact person from the City so he could review the coverage. Clark stated he would look into that. Kelzenberg wondered about the 60-day cancellation policy. Diehm stated in the past we felt it was critical that provision be put in there. Nawrocki stated there was some language in there that talked about some clause, we should have the ability to terminate quickly. Clark stated that was in Section 10.1. Nawrocki stated the 60-days should be changed to 90 or 120 days. Clark slated Hutsell would be in favor of eliminating that from the contract. Diehm stated if either party felt if this isn't working we should tell them and if we couldn't come to an agreement we could terminate. Diehm requested it be changed to 14-days, which would give us enough time to call an emergency HRA meeting if needed. Clark stated he would make the change. Diehm asked if any residents have any questions on the agreement or the process. Resident, Don Camp, Unit #608, asked if a person gets hurt outside the building, do you have insurance to cover it. Diehm stated yes we do, and requested management take extra precautions to make sure we don't have many claims. Clark clarified the changes the board wanted made to the agreement. They were: 1) adding language acknowledging the hiring of the existing building manager and recognizing that any future building managers would have to be approved by the Board; 2) eliminate number 4.3, due to it being spelled out in 3.2; 3) in 7.4 we will review with the City attorney, in addition to the Chair, as part of the team; 4) under 7.8 the occupancy agreements as amended from time to time; 5) under 10.1 a 14-day provision as notification of termination is concerns; and 6) the elimination of 10.2. Diehm stated for the 10.1 change to 14 days, we should have Common Bond specify an address. Clark agreed to include that in the changes. Motion by Nawrocki and second by Williams, to accept the amended Management Agreement, contingent upon approval by the City Attorney and HUD, and that the HRA Chair would be involved in the final document review. All ayes. Motion Carried. Resolution 2008-02. Desionatino Depositorv Clark stated the document is quite explanatory. Diehm asked if Common Bond was in agreement with this resolution. Hutsell stated he was. Motion by Nawrocki, second by Ecklund Jr., to Adopt Resolution 2008-02, a Resolution Designating Depository for the Columbia Heights Housing and Redevelopment Authority (HRA). All ayes. Motion Carried. Housing & Redevelopment Authority Minutes January 23, 2008 Page 5 of5 Adiournment Chair, Diehm adjourned the meeting at 8:45 p.m. Respectfully submitted, ~ d-LL- Cheryl Bakken Recording Secretary H:\HRAMinutes 2008\1-23-2008