HomeMy WebLinkAboutJanuary 27, 2009
HOUSING & REDEVELOPMENT AUTHORITY AGENDA
7:00 P.M.
JANUARY 27, 2009
PARKVIEW VILLA, COMMUNITY ROOM B, 965 40TH AVE., COLUMBIA HEIGHTS, MN
1. Call to Order
2. Roll Call
Tammera Diehm, Chair
Bobby Williams, Vice Chair
Dennis Ecklund Jr. Secretary/Treasurer
Bruce Nawrocki
Bruce Kelzenberg
3. Pledge of Allegiance
CONSENT AGENDA
4. Election of Officers
Chair
Vice Chair
Secretary/Treasurer
5. Approve minutes of October 28, 2008.
6. Approve Financial Report and payment of bills for October, November, and December on
Resolution 2009-01.
Motion: Move to Approve the consent agenda items as listed.
BUSINESS ITEMS
7. Report of Management Company
8. Resident Council Minutes
9. Citizen Forum*
10. Laundry Proceeds Policy
Motion: Move to Approve Amended Cash Management Policy for Parkview Villa.
11. Resolution 2009-02, Designating Signatories
Motion: Move to Adopt Resolution 2009-02, a Resolution Designating Depository for the
Columbia Heights Housing and Redevelopment Authority (HRA).
12. Housing Choice Voucher Program for Parkview Villa South
Motion: Move to approve the Housing Choice Voucher Program for Parkview Villa South
with _ units being accessible to the program.
13. Office Computer/Internet Proposal
Motion: Move to approve the purchase of two computers for $1799.72, enter into an
agreement with Comcast to provide Internet service for $64.95 per month, and purchase
the sonic wall from Sonic Systems for the quoted price of $319.24.
14. Security Camera Proposal
Motion: Move to Approve the proposal from Marco to purchase Security Cameras for
Parkview Villa in an amount not to exceed $10,328.04 from Funds 203 and 213; and
furthermore, to authorize the Chair and Executive Director to enter into an agreement for
the same.
15. HRA Policy Regarding Commissioner Contact with Entities Submitting Bid Proposals
Motion: Move to Approve the HRA Policy Regarding Commissioner Contact with entities
submitting proposals to the authority.
16. Other Business
The next regular HRA meeting will be Tuesdav. April 28. 2009 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. Please 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)
Meetim of: January 27,2009
AGENDA SECTION: Consent Agenda ORIGINATING EXECUTIVE
NO: 4 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Election of Officers BY: Cher Bakken BY:
DATE: January 20,2009
BACKGROUND: The City of Columbia Heights Housing and Redevelopment Authority (HRA)
Bylaws specify that the Authority shall select a Chair, Vice Chair and a Secretaryrrreasurer
from among its Commissioners. The current officers are as follows:
Chair
Vice Chair
Secretaryrrreasurer
Tammera Diehm
Bobby Williams
Dennis Ecklund Jr.
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 Secretaryrrreasurer.
RECOMMENDED MOTION: Move to cast a unanimous ballot nominating and appointing
for Chair, for Vice
Chair, and
for Secretaryrrreasurer.
Attachments
HRA ACTION:
H:\HRA consent Form 2009\Election of Officers
HRA ELECTION I'ROCEDURES
. We will know have the Election of Officers.
. Nominations are know being taken for the office of Chait..
(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 Secrctarv/Treasurel'.
(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 Secretary/Treasurer.
11:\HRAMisc\IIRA Election Procedures
OATH OF COMMISSIONER OF
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY
COLUMBIA HEIGHTS, MINNESOTA
I,
, do solemnly swear that I will
support the Constitution of the United States and of the State
of Minnesota and will faithfully discharge the duties of the
office of Commissioner of the Columbia Heights Housing and
Redevelopment Authority, Columbia Heights, Minnesota, according
to the law and to the best of my judgment and ability, so help me God.
I do further swear that I am, and was at the time of my appointment,
a resident of Columbia Heights, Minnesota.
(s)
Subscribed and sworn to before me this
day of
,2009.
(s)
Notary Public
My commission expires
HOUSING & REDEVELOPMENT AUTHORITY
REGULAR MEETING MINUTES OF OCTOBER 28, 2008
Call to Order - by Chair, Tammera Diehm at 7:01 p.m.
Roll Call- Tammera Diehm, Bruce Nawrocki, Dennis Ecklund Jr., and Bruce
Kelzenberg
Absent: Bobby Williams
City Staff: Walter R. Fehst, Executive Director, Scott Clark, Deputy Executive Director,
Sheila Cartney, Asst. Community Development Director, Cher Bakken,
Secretary
Common Bond Staff: Brian Hon, Construction Project Mgr, Jason Price, Accountant,
Jennifer Eells, Asst. Property Manager, Laura Sheak, Property Manager,
Tom Satzer, Maintenance Tech and Lisa Wilcox-Erhardt, Regional Manager
Pledge of Allegiance
Consent AClenda
Approve the Minutes of April 22, 2008 Regular Meeting and Financial Reports for
the months of April, May, June, July, August and September 2008, Resolution
2008-04.
Nawrocki asked if the noise from the alley problem that residents brought up in April
was resolved. Sheak stated her understanding was that the City was going to look into
that. Fehst stated he did talk to the Police Department but didn't remember what they
said as it has been a long time ago. Resident, Alvina Stiren, unit 421, stated the noise
is still there.
Diehm asked Sheak to contact, Police Chief, Scott Nadeau to investigate the noise
issue.
Motion by Nawrocki, second by Kelzenberg, to waive the reading of Resolution 2008-
04, there being an ample amount of copies available to the public. All ayes. Motion
carried.
Motion by Nawrocki, second by Kelzenberg, to approve the consent agenda Items #4
and #5 as listed. All ayes. Motion Carried.
HRA RESOLUTION 2008-04
;
RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) APPROVING THE
FINANCIAL STA TEMENT FOR APRIL, MA Y, JUNE, JUL Y, AUGUST AND SEPTEMBER OF 2008 AND PA YMENT OF BILLS
FOR THE MONTHS OF APRIL, MA Y, JUNE, JUL Y, AUGUST AND SEPTEMBER.
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 montlls of April, May, June, July, August and September of 2008 and the list of bills for the
months of April, May, June, July, August and September of 2008 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.
l'lousing & Redevelopment Authority Minutes
October 28,2008
Page 2 of8
NOW, THEREFORE BE IT RESOL VED by the Board of Commissioners of the Columbia Heights Housing & Redevelopment
Authority that it has examined the attached financial statements and fist of bms, 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 RESOL VIED the financial statements ere acknowledged and received and the list of bills as presented in writing are
approved for payment out of proper funds; and
BE IT FURTHER RESOL VED this resolution and attachments are to be made a parl of the permanent records of the Columbia
Heights Housing & Redevelopment Authority.
Public HearinQ
Resolution 2008-05, Public Housing Agency Plan Approval
Wilcox-Erhardt explained to the board the PHA plan is required by HUD each year
under the Quality Housing and Work Act of 1998. A copy of the PHA plan was provided
to Resident Council, the Library, City Hall and Anoka County for review in September.
The public hearing notice was adverlised in the newspaper. We received written
notification from Anoka/Dakota County that the plan is consistent with their plan. We
are asking for $104,000 for 2009. We still have some funding available from 2007 and
2008, which will be used for the 5th floor Modernization costs.
Diehm opened the Public Hearing. There were no public comments.
Motion by Kelzenberg, second by Ecklund, to close the Public Hearing. All ayes.
Motion Carried.
Motion by Kelzenberg, second by Nawrocki, to waive the reading of Resolution 2008-
05, there being an ample amount of copies available to the public. All ayes. Motion
Carried.
Motion by Kelzenberg, second by Nawrocki, to Adopt Resolution 2008-05, a Resolution
of the Columbia Heights Housing and Redevelopment Authority (HRA) confirming
approval of the 2009 Public Housing Agency Certifications of Compliance with the PHA
plans and related regulations, and authorizing it's submission to HUD. All ayes. Motion
Carried.
HRA RESOLUTION 2008.05
RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT (HRA) CONFIRMING APPROVAL OF THE 2009
PUBLIC HOUSING AGENCY CERTlFICA TlONS OF COMPLIANCE WITH THE PHA PLANS AND RELA TED REGULA TlONS.
WHEREAS, The Department of the Housing and Urban Development has requested that Public Housing Agencies
submit a Cerlification in regard to Public Housing Agency Compliance with the PHA Plans and Related Regulations; and
WHEREAS, such Cerlification also requires the formal approval afthe Board of Commissioners;
NOW THEREFORE BE IT RESOL VED, by the Boerd of Commissioners of the Columbie Heights Housing &
Redevelopment Authority that the attached (Appendix) Public Housing Agency Certifications of Compliance with the PHA
Plans and Related Regulations is hereby approved.
Business Items
Housing & Redevelopment Authority Minutes
October 28, 2008
Page 3 of8
Report of Management Company
Laura Sheak, Housing Manager said she provided the board with reports for the
months of April through September and asked if there were any questions. There were
none.
Diehm stated she appreciates the additional information that Sheak provides; the
calendar and schedule of events, it is very helpful.
Resident Council Minutes
Denny Ecklund Jr. gave the board an update of the activities that are coming up and
that the Bazaar brought in a total of $2, 950.
Citizen Forum
Resident, Lynn Miner, Unit 202, stated she has a complaint about the school behind
Parkview Villa. Kids play in the alley, so there is constant noise. Diehm directed Clark
to talk to the Police Department and the owner of the school about these issues and
report back to Sheak what he finds out.
Sheak asked residents to let her know when they file a report with the Police report, so
she can keep track of the incidents.
Resolution 2008-06, Adopting the Proposed 2009 Budget for Parkview Villa North
Wilcox-Erhardt stated the proposed 2009 budget for Parkview Villa North is $619,939,
which includes $170,628 for Capital Outlays. The available balance of the 2007 and
2008 CFP funds is $172,143. Supplies and services are generally held at the 2008
budgeted levels. Management services include the North portion of the approved
Management Agreement. Utility increases have been budgeted at 5% for electric and
gas, 3% for sewer and 2% for water. The total proposed revenue is $581,007, which
includes rents of $294,200, HUD's operating subsidy of $270,000, CFP Funds of
$172,143, Investment Income of $5,000 and other miscellaneous charges are
approximately $11,000.
Motion by Kelzenberg, second by Ecklund to waive the reading of Resolution 2008-06,
there being an ample amount of copies available to the public. All ayes. Motion
Carried.
Motion by Kelzenberg, second by Ecklund, to Adopt Resolution 2008-06, a Resolution
of the Housing and Redevelopment Authority in and for the City of Columbia Heights,
adopting the 2009 Parkview Villa North Budget of $619,939 and recommending this to
the City Council for approval. All ayes. Motion Carried.
HRA RESOLUTION 2008-06
RESOLUTION OF THE HOUSING AND REDEVELOPMENT AUTHORITY ADOPTING THE 2009 BUDGET FOR PARK VIEW VILLA
NORTH.
BE IT RESOL VED By the Columbia Helgllts Housing and Redevelopment Authority (HRA) of Columbia Heights, Minnesota as follows:
Housing & Redevelopment Authority Minutes
October 28, 2008
Page 4 01'8
WHEREAS, Parkview Villa North (PVVN), a 101 units rental apartment building, was constructed in 1975 for the purpose of providing
affordable housing to seniors and disabled persons.
NOW, THEREFORE BE IT RESOL VED BY THE HRA FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA THA T:
1 The HRA adopts and recommends to the City Council for approval the 2009 Parkview Villa North budget of $619,939.
The Executive Director is instructed to transmit a copy of this resolution to the City Manager and City Finance Director of the City of
Columbia Heights, Minnesota.
Resolution 2008-07, Proposed 2009 Budget for Parkview Villa South
Wilcox-Erhardt stated the proposed 2009 budget is $272,450, which represents a 1%,
or a $933 increase over last year's budget. We feel that we can stay within out
expenditures. Management services decreased by approximately $5,300, but was off-
set by a similar amount of increase in utilities and insurance. Supplies and services are
expected to remain about the same as 2008 or have minimal increases. Utility costs
increases are budgeted at 5% for electric and gas and 2% for water and sewer. The
proposed revenues are $312,678, which includes rents of $308, 179, investment income
of $2,500 and other miscellaneous charges. The rent revenue reflects the increase
proposed on the rent schedule approved and initiated by the HRA.
Nawrocki asked what the rent increase policy that was adopted years ago. Sheak
stated the policy used a 4.35% increase for renters that have not paid the market rate.
Over a period of three years everyone would be up to the market rate and would be
paying the same amount per month. Clark stated staff would like to bring this item
before the board next year.
Nawrocki asked why there isn't anything budgeted for interdepartmental labor. Clark
stated the way this worked for the last few years was that we use to take the
interdepartmental labor services and divide it between the North and South budgets.
That number showed up under line item 3050. Then at the end of the year, with the
final reconciliation of the budget, the Finance Department would take that number and
put it back under line item number 1070. He felt it was more transparent to the process
to take the actual numbers for interdepartmental services and put them under the 1070.
Motion by Kelzenberg, second by Ecklund, to waive the reading of Resolution 2008-07,
there being an amount of copies available to the public. All ayes. Motion Carried.
Motion by Kelzenberg, second by Ecklund, to Adopt Resolution 2008-07, a Resolution
of the Housing and Redevelopment Authority in and for the City of Columbia Heights,
adopting the 2009 Parkview Villa South Budget of $272,450 and recommending this
budget to the City Council for approval. All ayes. Motion Carried.
HRA RESOLUTION 2008-07
RESOLUTION OF THE HOUSING AND REDEVELOPMENT AUTHORITY ADOPTING THE 2009 BUDGET FOR PARKVIEW
VILLA SOUTH.
BE IT RESOL VED By the Columbia Heights Housing and Redevelopment Authority (HRA) of Columbia Heights, Minnesota as follows:
WHEREAS, the City had constructed in 1991 Parkview Villa South (PVVSj, a 45-unit rental apartment building, for the purpose of
Housing & Redevelopment Authority Minutes
Oetober 28, 2008
Page 5 of 8
providing housing for low-income seniors age 55 and older.
NOW, THEREFORE BE IT RESOL VED BY THE HRA FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA THA T:
1. The HRA adopts and recommends to the City Council for approval the 2009 PVVS budget of $272,450.
The Executive Director is instructed to transmit a copy of this resolution to the City Manager and City Finance Director of the City of
Columbia Heights, Minnesota.
Approve 5th Floor Modernization Bids
Lisa Wilcox-Erhardt stated this is vety exciting to see this project finally get off the
ground. She introduced Brian Hon, construction manager to explain this item.
Hon stated they had a walk through back in September with contractors. Unicorp is
again the lowest bidder. The remodeling would include new entty doors, kitchen
cabinets, appliances, lighting, countertops, bathroom vanities, kitchen and bathroom
faucets, etc., plus new carpeting in the hallways. The bids were advertised in seven
different newspapers, which resulting in a total of five bids received. The four lowest
bids received were: 1) Unicorp at $102,600; 2) Lund Martin Construction at $119,800;
3) Prestige Builders at $123,900; and 4) Berg Construction Services at $77,911. Berg
Construction sent in a letter withdrawing their bid on October 1, 2008. What isn't in the
bids is the cost of the new appliances. He will have those figures next week. Staff
recommends approval of the Contract with Unicorp.
Diehm asked what would be the difference in the bids for the 5th floor versus the other
floors. Hon stated they are allowing more space between both appliances. Wilcox-
Erhardt stated they are also switching out the range hoods.
Resident, Terty White, Unit 509, asked what the time line would be for the construction
to start. Hon stated construction would start sometime in November.
Nawrocki asked what was the reason that the bidder bid so low. Hon stated they did not
bid correct materials for the cabinets and exterior doors. Nawrocki stated he felt the
board should have a board action to record the withdrawal.
Motion by Nawrocki, second by Kelzenberg, to formally acknowledge the withdrawal of
their bid and the non-response to our bid package. All ayes. Motion Carried.
Motion by Nawrocki, second by Kelzenberg, to Approve the bids and award the
Contract for Phase 5, of Parkview Villa North Apartment Modernization Project to
Unicorp for an amount not to exceed $102,600; and furthermore, to authorize the Chair
and Executive Director to enter into an agreement for the same. All ayes. Motion
Carried.
Housing Choice Voucher Program for Parkview Villa South
Clark stated in a discussion with Common Bond staff it was decided that we would like
direction regarding the ability to rent units in Parkview Villa South to individuals that
would use the Section8 Voucher Program. The Voucher program provides rental
Housing & Redevelopment Authority Minutes
October 28, 2008
Page 6 of8
assistance where: 1) a renter pays an amount equal to 30 percent of their adjusted
income; and 2) the landlord (the HRA) receives from Metro HRA an amount equal to the
difference between 30% of the renter's adjusted income and the base rent for a given
unit. The subject would receive the same rent, albeit from two different sources. If the
board wants to initiate this program, the next question would be how many units to
make available to this program. We would suggest a cap of five units. We view that the
HRA would have to amend the admissions policy to reflect the change plus
memorializing any unit limitations. The only thing different would be to open up the
eligibility for renters with a Sectiona Voucher to be eligible for the units.
Nawrocki asked if this was a different type of housing than we have in the North
building. Clark stated yes. There are three types of housing; a PHA program, section a
housing and the housing choice voucher. Nawrocki asked if current residents could
apply for this. Clark stated they could if Metro HRA would open the waiting list. Clark
stated there are hundreds of people that currently have a Section a Voucher who could
apply to the rent the units.
Sheak gave an example. At one point there wasn't anyone on the south waiting list. A
gentlemen came in with a Section a Voucher that could potentially rent in the south
building, as he was a Columbia Heights resident, but he could not because we didn't
have this program in place. Clark what we are discussing tonight is that we could fill
the vacancies in the south building with the addition of this program with a limit of five
units.
Diehm stated we aren't looking at changing the age or admissions policy, but are
looking to open the five units to Section a residents to help with the rental process. She
then suggested staff bring back to the board a sample contract with information about
how the program works.
Motion by Kelzenberg, second by Ecklund, to direct staff to bring back to the board
information from Metro HRA about a potential Contract, how it works, and what other
entities allow for this program; 3% or 5% of the units, for Parkview Villa South to use the
Housing Choice Voucher Program. All ayes. Motion Carried.
Laundry Proceeds Policy Discussion
Sheila Cartney, Assistant Community Development Director stated in 1999, the HRA
adopted a Cash Management Policy for the laundry proceeds at Parkview Villa. The
policy ensures a consistent manner of which the cash is handled in the Parkview Villa
office. At that time, the City was operating and managing the facility and laundry
proceeds were minimal and collected every three months. Currently, due to the
increase in cost and use, the money is collected monthly. Common Bond collects the
coins, deposits them in the bank and then issues a cashiers check to the Resident
Council for half the proceeds. Common Bond's policy is that they cannot issue a check
to the Resident Council because they do not have a tax 10 number. We want to update
the policy and would like the HRA to get a report of expenditures. Staff is also unaware
Housing & Redevelopment Authority Minutes
October 28, 2008
Page 7 of8
of any records kept by the Resident Council of laundry proceeds including deposits and
expenditures. The proposed amendment would require quarterly reports to
management and annual reports to the HRA.
Nawrocki asked how much money do they get. Sheak stated the Resident Council
receives an average amount of $10,220 and the rest is used for electricity, water,
repairs, and replacement of the machines if they can't get them fixed using
maintenance staff.
Diehm directed Cartney to prepare an updated policy for board review at their next
meeting.
Administrative Reports
Snow Removal Parking Agreement
Cartney stated in the past residents have been able to park in the parking ramp at 590
4dh Avenue while the snow has been removed at Parkview Villa. The ramp has been
sold to Stadium Village Properties. They will let residents, park in the southeast corner
of the lower level of the ramp. Residents are not guaranteed a parking spot in the
designated area as the ramp is and has been on a first come, first serve basis.
Stadium Village Properties prefers no overnight parking. Sheak will be providing a map
of the area were residents can park in the coming weeks.
Letter from Robert Alsop regarding tenant inquiry
Diehm stated this item was regarding a letter received by the board months ago, from a
resident addressing some issue on the bidding process for management of Parkview
Villa. The document was given to our City Attorney, who has provided a letter to the
board stating his findings. The letter states the board might want to consider
preparing guidelines for future RFP's in order to educate both the Commissioners and
the residents as to the proper procedures for requesting, reviewing and selecting
proposals in these situations. Diehm directed staff to put prepare guidelines.
Nawrocki stated the minutes should say that the investigation by the attorney turned up
with no convictions that apply. Diehm directed staff to make sure that text was placed in
the minutes.
Motion by Diehm, second by Kelzenberg, to direct staff to prepare guidelines for future
RFP's in order to educate both the Commissioners and the residents as to the proper
procedures for requesting, reviewing and selecting proposals. All ayes. Motion Carried.
Other Business
Diehm stated the next HRA meeting, will be held on Tuesday, January 27, 2009.
Diehm asked if Common Bond was checking out the contractors that bid for the
modernization contract, as from the last audit, the City was made aware that we should
be checking them out on the HUD approved contractors list prior to approving the
contract. Wilcox-Erhardt stated CommonBond does this.
Housing & Redevelopment Authority Minutes
Oclober 28, 2008
Page8of8
Clark stated City staff has been checking contracts and has developed a form to
document the findings.
Adjournment
Chair, Diehm adjourned the meeting at 8:29 p.m.
Respectfully submitted,
Cheryl Bakken
Recording Secretary
H:\HRAMinutes 2008\10-28-2008
COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA)
Meeting of: January 27,2009
AGENDA SECTION: Consent Agenda ORIGINATING EXECUTIVE
NO: 6 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Financial Report and Payment of Bills BY: Lisa Wilcox-Erhardt BY:
DATE: January 20, 2009
BACKGROUND:
The bound Financial Report for the months of October, November, and December 2008 on
draft Resolution 2009-01 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 2009-01, 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 2008.
HRA ACTION:
H:\HRAConsent2009\October, November, December Fin Rep 2008
HRA RESOLUTION 2009-01
RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT
AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR OCTOBER,
NOVEMBER AND DECEMBER OF 2008 AND PAYMENT OF BILLS FOR THE
MONTHS OF OCTOBER, NOVEMBER AND DECEMBER OF 2008.
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
2008 and the list of bills for the months of October, November, December of 2008 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
,2009.
MOTION BY:
SECONDED BY:
AYES:
NAYS:
Chair
Attest by:
Cheryl Bakken, Assistant Secretary
H:\Resolutions2009\HRA 2009-01
Parl(view Villa Apartments
965 40th Avenue NE, Columbia heights, MN 55421
Owned by the City of Columbia Heights HRA
Managed by CommonBond Communities
Management report for Parkview Villa for the month of October 2008
Prepared by Laura Sheak, Property Manager
Police Report
There was 1 police call for the month of October.
1 emergency medical.
Wait List
13 applicants for Parkview Villa North (resident of CoH., elderly, handicapped,)
02 applicants for Parkview Villa North (employcd in CoHo)
153 applicants for Parkview Villa North (non-resident, elderly, handicapped)
58 applicants for Parkview Villa North (no preference)
02 applicants for Parkview Villa South (resident C.Ho)
03 applicants for Parkview Villa South (Non-resident)
00 applicants for Parkview Villa South 2BR (resident)
00 applicant for Parkview Villa South 2BR (non-resident)
Occupancy
North is 100 out of 101 (99 % occupancy) (caretaker unit included in total number of
units)
South is 45 out of 45 (100% occupancy)
Moye Outs
#414 10/31 (South)
Moyc INS
#420 10/3 (South)
#505 10/1 0 (North)
#908 10/1 (North)
#510 10/1 (North)
Maintenance Report
See attached
Parkview Villa Maintenance report
October-08
Date Building Unit Name Description Complete
28-Aug PVS 124 Aspinwall Shower head needs a part, repaired shower head. 1 0/30108
4-Sep PVN Equipment Flat cart needs wheel fixed, done. 1 0/7108
2-Sep PVN 406 Byzewski Refrigerator may not be working, replaced with a new refrigerator. 10/20/08
29-Sep PVN 309 Honeyford Wanted cell phone changed in entry system. (612) not compatible. 10/1108
29-Sep PVN 207 Garin Apartment door squeaks, oiled door hinge. 10/9108
1-0ct PVN 703 Maugham Kitchen and dining room need bulbs replaced, replaced. 10/2/08
2-0ct PVN Kitchen Shelf needs brace, installed a brace. 1 0/3108
2-0ct PVS 214 INSPECTION Replaced light bulbs, BR faucet, repaired wall closet. 10/6/08
2-0ct PVN 105 Walker Has mice and fruit flies. Referred to pest control. 10/2/08
3-Oct PVN 904 Zidske Toilet over flowing, sink drains slow, piunged toilet, cleaned trap. 10/3/08
3-Oct PVN 510 Nelson Telephone number needs to be entered in entry system, done. 10/3/08
3-Oct PVN 302 McClellan Pull AC, previous owner wants it back. 10/6108
3-Oct PVS 420 Thelen Wants regular showerhead installed, showed her how it works. 10/11108
6-0ct PVN 805 Hanson Needs mail box key, old one broke, replaced with new. 10/7108
6-0ct PVS 319 Stanislawski Bathroom sink drains slow, cleaned out trap. 10/6/08
6-0ct PVS 316 INSPECTION Replaced toilet flapper. 1 0/6108
6-0ct PVS 314 INSPECTION Replaced shower head. 1 0/9108
6-0ct PVS 223 iNSPECTION Caulked around shower stall and repaired LR screen. 10/8/08
6-0ct PVS 315 INSPECTION Rebuilt bathroom faucet. 10/10/08
7-0ct PVS 223 INSPECTION Caulked around shower stall. 10/9108
7-0ct PVS 222 INSPECTION Replaced drip pans, replaced bulb over sink, repaired closet door. 10/10/08
7-0ct PVS 214 INSPECTION Replaced switch in entry, adjusted closet doors, replaced bulb. 1 0/9108
7-0ct PVS 316 INSPECTION Replaced flapper in toilet. 10/9/08
7-0ct PVS 318 INSPECTION Rebuilt bathroom faucet. 10/28/08
7-0ct PVS 224 INSPECTION Attached living room plate, repaired screen. 10/16/08
7-0ct PVS 216 INSPECTION Replaced aerator in kitchen. 10/16/08
7-0ct PVS 321 INSPECTION Replaced shower arm. 11/3/08
7-0ct PVN units Switched door locks 209 and 505. 1 0/9108
7-0ct PVS 217 INSPECTION Removed ice from defrost tube on refrigerator and stretched carpet. 10/30/08
7-0ct PVN Water fountain brought in for winter storage. 10/20108
7-0ct PVS 420 Thelen Rebuilt shower head control. 10/7108
8-0ct PVN 403 Hager Smoke detector making funny noises, replaced. 10/9108
8-0ct Oflice Closet door off track, repaired track and installed door. 10/9108
8-0ct PVN 609 Peterson Replaced shower chair. 10/10108
9-0ct PVN 508 Kumba Replaced bulb in kitchen. 10/10/08
9-0ct PVN 304 Reinhart Can not push 9 to let guests in, connector number not right, works now 10/9/08
9-0ct PVS 221 Johnson Replaced light bulb in DR, caulked corner of shower, cleaned BR trap. 10/1 0108
10-0ct PVN 505 Zacherson Need to program telephone number in entry system, done. 10/14/08
13-0ct PVS 122 Spensley Replaced cartridge in kitchen sink. 10/13/08
13-0ct PVN 201 Bekkum Replaced window screen. 10/13/08
13-0ct PVS 316 Kleine Replaced bulbs in bathroom, put living room window on track. 10/13/08
13-0ct PVN 504 Peterson Replaced cartridge in bathroom faucet. 10/13/08
13-0ct PVS 120 Morris No heat in apartment, zone valve OK, transformer OK, heat is on. 10/13/08
13-0ct PVN 510 Nelson Needs telephone number programmed into system. Done. 10/14/08
13-0ct PVN 512 Lindshkoog Repaired freezer bar on refrigerator. 10/14/08
13-0ct PVN 807 Robbins No heat. The heat is on, OK. 10/13/08
13-0ct PVS 123 Enright Too hot in apartment. OK now. 10/16108
13-0ct PVS 4th floor washer Washing machine unbalanced, ran cycle, cycles OK. 10/14108
14-0ct PVN 203 Donley Installed AC cover, secured base board In bathroom. 10/15108
14-0ct PVS 219 LaMonica Installed AC Cover. 10/16108
14-0ct PVN Parking lot Parking lot lights on during daytime. Replaced time clock. 1 0/20108
14-0ct PVS 217 Haley Refrigerator leaking water, cleaned drain tube. 10/17/08
16-0ct PVS 119 Bennethum Soap backing up in kitchen sink, augured drain. 10/17/08
17-0ct PVS Garage Garage light is not working, replaced bulb. 10/20/08
20-0ct PVS 319 Stanislawski Telephone number does not work with door entry system. Fixed. 10/22/08
20-0ct PVS Laundry Push button on dryer needs replacement, ordered and replaced. 10/23/08
20-0ct PVN 504 Peterson Wants AC cover installed. Installed 10/24/08
21-0ct PVN 603 Peltier Needs telephone number programmed into system. Done. 10/21/08
21-0ct PVN 2nd Floor laundry Dryer vent cover loose, repaired. 10/21108
21-0ct
21-0ct
22-0ct
22-0ct
23-0ct
23-0ct
23-0ct
23-0ct
24-Sep
24-0ct
24-0ct
27-0ct
27-0ct
27-0ct
27-0ct
27-0ct
27-0ct
27-0ct
28-0ct
29-0ct
29-0ct
30-0ct
31-0ct
30-0ct
31-0ct
PVN
PVN
PVN
PVS
PVN
PVS
PVS
PVN
PVN
PVS
PVN
PVS
PVN
PVN
PVN
PVN
PVS
PVN
PVN
PVN
PVN
PVS
PVS
PVS
PVS
409 Hage
508 Kumba
5th Floor trash
415 Fransen
2nd Floor
2nd Floor bathroom
314 Salwei
406 Byzewski
503 Amarvi
322 Putz
512 Lindskoog
320 Struss
409 Hage
503 Amarvi
Woman's bathroom
512 Lindskoogs
318 Larson
205 Honeyford
204 Finn
808 Tomala
305 Haager
322 Putz
414 Fouks
424 Tabb
416 Ovick
Kitchen sink plugged, augured kitchen drain.
Light in refrigerator is out, replaced bulb.
Handle on trash chute difficult to turn, repaired handle.
Wants to make changes to names on front door entry system, done.
Light near elevator is out, replaced buib.
Tub is draining slow, augured drain.
No hot water. Repaired circulator pump.
Kitchen light won't work, replaced switch.
Closet door knob came off, fixed.
Kitchen light dim. Replaced bulbs.
Soap dish fell in shower, repaired.
Heat vents cold during the day. Opened all vents and closed windows.
Check too see if telephone works OK. Line OK, telephone bad.
Pipes are wrapped under sink, collects water, unwrapped pipes.
Light out in Bathroom, cover broke. Replaced bulb, ordered new cover.
Need s cover put back on light fixture, repiaced cover.
Needs help putting drawer back into dresser. Done.
Wants AC cover on, check heat, put BR shade up. Done
Has holes in kitchen closet, filled holes.
K. faucet leaking, repaired blind and ordered new cartridge for faucet.
Refrigerator makes clicking noise and shuts down. Replaced
Bulbs still flicker, replaced ballast.
Telephone number needs to be entered in entry system, done.
Bedroom needs bulb replaced, replaced bulb.
Loose radiator vent, refrigerator handle bad. Repaired vent fixed handle
10/22108
10/22/08
10/23108
10/23/08
10/24/08
1 0/24/08
10/23108
10/23/08
10/22/08
10/24108
1 0/24/08
10/27/08
10/27/08
10/27108
10/27108
10/25/08
10/28/08
10/30108
3-Nov
30-0ct
4-Nov
3-Nov
31-0ct
30-0ct
31-0ct
J an. 21. 2009 I: 08PM
PARKVIEW VILLA
OCTOBER 2008
No.4048 p. 3/4
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Nevvsletter
Managed by CommonBond Communities
Owned by the City of Columbia Ht!ights
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tl0rn~~SatZB"CMai.'Btenaf,iBit.'l':eohm'ician'
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There is very little diffetenc:e
in people but that little
difference makes a big
difference. This difference is
attitude. The big difference is
whether it is positive or
negative.
....Clement Stone
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Parkview Villa Annual Bazaar - Saturday, October 4th, 9:00 a.m. -
2:00 p.m.
Resident Council Meeting - Monday, October 13th, 7:00 p.m., Room B
lIRA Board Meetmg - Tuesday, October 28th, 7:00 p.m., Room B
Jan.21. 2009 1:09PM
PARKVIEW VILLA
No.4048 P 4/4
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WHAT TO RECYCLE AND WHERE!
Recycling bins are located in the garage.
NO you can not recycle:
no food. wrappers or food packages
no milk cartons
no aluminum foil
no pizza boxes
no paper towels or tissues
no paper plates or napkins
no aerosol cans
no plastic plates or plastic silverware
YES you can recycle:
paper, envelopes,paper tablets
file folders, shredded paper
newspapers, magazines, catalogs, telephone books
corrugated cardboard (please flatten)
box board from crackers, cereal boxes etc.
bottles and jars
cans (please rinse)
plastic, any bottle with a smaller neck
aluminum, tin and steal cans
........w.t
Larry Lassard is our new caretaker at Parkview Villa. He has been a resident of Colwnbia
Heights for 50 years. He is looking forward to worki.ti.i at Parkview Villa and enjoys working
with seniors. You will see him working on the weekend, Saturday and Slmday. His hours will
vary but most oftbe time be will be working 9;00 a.m. to 1:00 p.m. Please welcome him and
introduce yourselfto hirri when you have a chance.
, .
Parkview Villa Annual Bazaar!
FOODl FUN! FRIENDS!
When? Saturday, October 4, 2008
Where? Parkview Villa
Time? 9:00 a.m. . 2:00 p.m.
. What? Crafts, bake sale, lunch, white elephant
The raille drawing will be held at 2:00 p.m.
Volunteers of America
Two fuatw:ed menus t:b.is month!
The Olctoberfest lunch will be served on Tuesday,
October 7. VOA will be serving Smoked
Bratwurst with bun, Ge1'lllllIl Potato Salad, Red
Cabbage and Black Forest Cake.
On Wednesday, October 22, celebrate 35 years of
Senior Dining! VOA will be serving Beef Pot
Roast, Mashed Potatoes with Gravy, Green Beans
with Pimento, Nine Grain Bread and Apple Pie.
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Parl(view Villa Apartments
965 40th Avenue NE, Columbia heights, MN 55421
Owned by the City of Columbia Heights HRA
Managed by CommonBond Communities
Management report for Parkview Villa for the month of November 2008
Prepared by Laura Sheak, Property Manager
Police Report
There were 2 police calls for the month of November.
1 emergency medical and 1 public assistance.
Wait List
15 applicants for Parkview Villa North (resident ofC.H., elderly, handicapped,)
01 applicants for Parkview Villa North (employed in C.R.)
155 applicants for Parkview Villa North (non-resident, elderly, handicapped)
58 applicants for Parkview Villa North (no preference)
02 applicants for Parkvicw Villa South (resident C.H.)
03 applicants for Parkview Villa South (Non-resident)
00 applicants for Parkview Villa South 2BR (resident)
00 applicant for Parkview Villa South 2BR (non-resident)
Occupancv
NOIth is 100 out of 100 (100 % occupancy) (caretaker unit included in total number of
units)
South is 45 out of 45 (100% occupancy)
Move Outs
#101 11/30 (North)
#103 11/30 Transfer to #101
Move INS
#101 12/1
111 f\'1 1 ""l/1
ttlVJ lL/J
Maintenance Report
See attached
Parkview Villa Maintenance Report
November-OB
Date Buildina Unit Name Description Complete
10/27/08 PVS 420 Awilda Entered telephone number into system. 11/3/2008
10/28/08 PVS 322 Putz Kitchen lioht blinkino, replaced bulb. 10/25/2008
10/27/08 PVS 314 Sa lwei Shower head leakina, replaced hot and cold seats, renlaced hose. 11/3/2008
10/30/08 PVN 308 Haunland Needs help installina livina room shade, installed shade. 10/31/2008
10/30/08 PVN 209 Holmbero Window difficult to aDen, ooened window and installed towel bar. 10/31/2008
11/02/08 PVN 1st Floor Exit siqn in need of repair, damaaed, renaired sian. 11/3/2008
11/02/08 PVS Garane Garane door not shullino tiaht, restarted fan. 11/5/2008
11/05/08 PVS 221 Johnson Need help outtina clock back on wall, done. 11/3/2008
11/03/08 PVN 4th Floor Hallwav liaht is out, OK now. 11/3/2008
11/03/08 PVS 416 Ovick Refrinerator handle bad and baseboard loose, renlaced handle, fixed bb 11/3/2008
11/03/08 PVS 414 Fouks TeleDhone needs oroorammino in entry system, entered number. 11/4/2008
11/03/08 PVN 311 Johnson Bathroom sink not drainino, reDlaced non un assemblv. 11/4/2008
11/04/08 PVN 606 Arthur Kitchen sink valve stiff, lubricated soout. 11/4/2008
11/06/08 PVS Communitv room Re-caulk sink and install soap dispenser, done. 11/10/2008
11/06/08 PVN 403 Haaen Raniaced hot and cold shut off stems, replaced washers in faucet. 11/6/2008
11/06/08 PVS 417 Jones ReDlaced bulbs in BR, reDiaced smoke detector and kitchen spraver. 11/6/2008
11/06/08 PVS 115 Skolle Toilet leaks water on floor when flushed, fixed. 11/7/2008
11/06/08 PVS 319 Stanislawski Livlnn room Iiaht is out, replaced bulbs. 11/6/2008
11/06/08 PVS 424 Tabb Bedroom lioht is out, replaced bulb. 11/7/2008
11/06/08 PVN 101 Evans Toilet is cracked, ordered new tank, renlaced toilet. 11/7/2008
11/07/08 PVN 910 Stevens Bathroom Iioht is bad, replaced ballast and bulbs. 11/7/2008
11/10/08 PVN Laundrv Washing machine leakino water? No leak found, overloaded. 11/10/2008
11/10/08 PVN 807 Robbins Has no heat, checked out, boilers workinn unit was warm. 11/11/2008
11/10/08 PVS Garaae Air~essure in aaraae off aaain, reset fan and heater. 11/11/2008
11/10/08 PVN 705 Herbert Bathroom drain backina UD, no heat. Auaured drains, heat OK. 11/10/2008
11/10/08 PVS 421 Stiersn Thermostat not workina, adjusted thermostat. 11/10/2008
11/10/08 PVN 403 Haaer Wants her AC unit checked out, checked out to be OK. 11/11/2008
11/11/08 PVS 123 Enrioht Too hot in a artmsnt, turned down thermostat. 11/11/2008
11/11/08 PVS 424 Tabb No electricity in livinQ room Of kitchen, reset around fault. 11/12/2008
11/11/08 PVS 417 Jones LiOht at entrance is out, replaced bulb. 11/11/2008
11/11/08 PVN Bathroom's Toilet needs a new seat, reolaced in men's and women's.. 11/11/2008
11/13/08 PVS 118 Suner Kitchen sink not drainina, auaured kitchen sink. 11/13/2008
11/14/08 PVN 903 Manino Leak in bathroom sink, tiahtened slip ioint washer on tran: 11/14/2008
11/14/08 PVS 425 Shaffer Toilet keeps runnina, replaced ballcock and flaoDer. 11/14/2008
11/14/08 PVS Laundrv 3rd Washer rattles when it runs, tiahtened front cover. 11/17/2008
11/17/08 PVN 612 Allen Lock is loose, tiahtened lock and housinn. 11/17/2008
11/17/08 PVN 203 Donlev Has mice, set traps. 11/17/2008
11/18/08 PVN 506 Huicic Aoartment door lock loose, adiusted strike alate, OK now. 11/18/2008
11/18/08 PVN 4th Floor Trash chutes are dirty, cleaned. 11/17/2008
11/18/08 PVN 203 Donnellv Repaired toilet paper holder, replaced ballcock in toilet, f1anner seat. 11/20/2008
11/19/08 PVS 3rd floor laundrv Drver does not work, ordered new and renlaced. 11/24/2008
11/19/08 PVN 2nd fioor laund", Washer not workinQ, actuator arm loose, adiusted runs OK. 11/19/2008
11/19/08 PVS Garaae East lioht over aaraae door burned out, reolaced both with snot TInhts. 11/19/2008
11/19/08 PVN 702 Schumacher Can not lock door, re aired lock. 11/19/2008
11/20/08 PVS Lobbv Needs help bracina a Christmas tree to the wall, done. 11/20/2008
11/21/08 PVS 117 Booth Refriaerator leaks water, refriaerator checked out to be OK. 11/21/2008
11/21/08 PVS 3rd floor Drver on right not workina, fixed. 11/21/2008
11/24/08 PVS 222 Stanius Shower hose comes off. Replaced shower hose. 11/24/2008
11/24/08 PVS 123 Enriaht Too hot in unit, zone valve OK, replaced thermostat. 11/24/2008
11/24/08 PVN 510 Nelson Door lock is too difficult, lock was set so she can't lock herself out. 11/24/2008
11/24/08 PVN 508 Borbor Showerhead spravs everywhere, tiahtened showerhead 11/24/2008
11/25/08 PVN 402 Grooms Kitchen sink drains slow, and backina UP, auaured drain. 11/25/2008
NOVEMBER 2008
Nevvsletter
Owned by the City of Columbia Heights
Managed by CommonBond Communities
MAN.l:\.GEIVIENrrC>FFICE: .
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'I am only one, but I am one.
I cannot do everything, but
I can do something. And
because I cannot do
everything, I will not refuse
to do the something that I
can do.
Edward Everett Hale
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DOf()thY Shaffer is
, se.llIng: cookbooks at
$5.00 each.. Calf
763Q89;.4408.
Resident Council Meeting - Monday, November 10th, 7:00 p.m.,
Room B
Election Day - Tuesday, November 4th
Happy Thanksgiving - November 27th
Why do Geese fly in a "V" formation?
"As each bird flaps its wings, it creates an uplift for the bird immediately
following by flying." When a goose falls out of formation, it feels the
drag and resistance and gets right back into the V formation to get the lift
power from the bird in front. When the head goose gets tired it goes to
the back and another goose flies the point. .....Unknown Author
11. .. .... Y. ' ...... . '.~II
Cummins had a group of 50 volunteers help out at Parkview on October
23rd. Several residents (24) signed up to to have the volunteers pull out
their appliances and wipe the sides clean,and then sweep and wash the
floors underneath. They also helped out with leaf raking in the yard.
Dennis Ecklund, the President of the Resident Council presented them
with a plaquej that same day; which recognized and thanked Cummins for
choosing Parkview for donating their volunteer time.
f;;"i.ed~",";o:
General ElectIon
The General Election will be held at
Parkview Villa on Tuesday,
November 4th, community room B!
The hours for voting will begin at
7:00 a.m. and shall extend
continuously until 8:00 p.m.
Featured meal ofthe month!
The Thanksgiving lunch will be served on
Tuesday, November 18th. VOA will be
serving Sliced Turkey, Cranberry Sauce,
Sage Dressing, Mashed Potatoes w/Gravy,
Dilled carrots, and Pumpkin Pie w/Topping,
Green Beans with pimimb Nine Grain
Bread and Apple Pie.
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PARKVIEW VILLA APARTMENTS
965 40th Avenue NE, Columbia Heights, MN 55421
Owned by the City of Columbia Heights HRA
Managed by CommonBond Communities
Management repOli for Parkview Villa for the month of December, 2008
Prepared by Laura Sheak, Property Manager
Police Report
There were 4 police calls for the month of December, 1 animal complaint, 1 noise
residential, 1 detox transport, and 1 emergency medical.
Wait List
21 applicants for Parkview Villa North (residents of C.H., elderly, handicapped).
01 applicant for Parkview Villa North (employed in C.H.)
155 applicants for Parkview Villa North (non-resident, elderly, handicapped)
58 applicants for Parkview Villa North (no preference)
03 applicants for Parkview Villa South (C.R. resident)
03 applicants for Parkview Villa South (Non-resident)
00 applicants for Parkview Villa South 2BR (C.H. resident)
01 applicant for Parkview Villa South 2 BR (Non-resident)
Occupancy
North is 100 out of 100 units occupied (100% occupancy)
South is 45 out of 45 units occupied (100% occupancy)
Move outs
None
Move Ins
#101 12/1
#103 12/3
Maintenance Report
See attached
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DECEMBER 2008
Managed by CommonBond Communities
Owned by the City of Columbia Heights
MANAGEMENT OFFICE
763-706-3800
After Hours Maintenance Emergency:
651-291-1750
Hours: Monday through Friday
8:00 a.m. to 4:30 p.m.
Laura Sheak, Property Manager
Jennifer Eells, Assistant Property
Manager
Tom Satzer, Maintenance Technician
Brittany Evans, Caretaker
Larry lessner, Caretaker
lIlI~lII! , " . " ,I,' , " ",;' E""!;' \' , ., " ,4!, ".1,;
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___v,r,
l~O,ttot..j~e\;meijll~
"If we had no winter, the spring
would not be so pleasant; if we
did not sometimes taste of
adversity, prosperity would not
be so welcome."
-----Anne Bradstreet
Dorothy Shaffer is
selling cookbooks at
$5.00 each. Call
763-789-4408.
Proceeds go to the
Resident Council.
Holiday party - Saturday, December 6th, 6:00 p.m.
Resident Council Meeting - Monday, December 8th, 7:00 p.m., Room B
Seek The Son, Food and Entertainment - Tuesday, December 9th, 5:00 p.m.
Ron Peters Entertainment - Saturday, December 13th, 6:45 p.m.
Bell Ringers - Tuesday, December 16th, 7:00 p.m.
Carolers - Friday, December 19th, 1 :00 p.m.
New Years Eve Party - Wednesday, December 31st, 7:00 p.m.
* "Almost every location in the U.S. has seen snowfall even Hawaii and Florida.
* New York City is the largest city with the most snow annually, averaging over 94
inches a year according to the National Weather Service, recording data for the city
from 1961 - 1990.
* The most. snowfall in one day happened in 1913, in Georgetown, Colorado when a
record 63 inches fell in a 24 hour span.
* The greatest snowfall in Phoenix, Arizona happened in 1933 producing a grand 1 inch!
* Mount Balcer in Washington state, hold the world record for the most snow in one year,
a reported 1,140 inches accumulated in 1998. .......http://physics.suitel01.com
Vohmtreers of America
Featured meal of the month!
On December 16th, Tuesday, the VOA will be
serving their Holiday Dinner!
The menu consists of; Chicken Breasts
w/Supreme Sauce, Wild Rice Pilaf, Green Beans
w/Pimento, Cranberry Gelatin Salad, White
Dinner Roll, and Chocolate Pie!
Bag Lunches are available on December 25th,
Thursday and on December 26th, Friday.
~''''''.>''',
JUST A REMINDER!
The office will be closed
December 24th,
Wednesday
and
December 25th, Thursday
for the Holidays!
P A R W R E E D N I E R E .J 5
R A 5 5 I 5 T A E R T L E T A
A E R E N 5 5 V D T V 5 H T 5
T 1/ G T I 0 E ~I P E U G N U 5
S A K N I K I ~1 5 5 I A A A 5
T C I T A E 0 T E L 5 L M V N
N A D R D M 5 0 A N C T R V 0
E T 5 E 0 H W 1/ C R S I A 5 W
5 I A E G R N F V I 0 H 5 T L
E d 0 I E R R E R G C C 0 U A
R ~J E A 0 I N H N G N A E N M
P L T C E M C N N I I I N 0 A
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5 0 .D H 5 P 0 T F 0 0 R T I V
P 5 C 5 T 0 C K I N G 5 T 5 G
BOV15
CANOl'
CHIMNEV
CHRISH1A5
CLAU5
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DECORATION5
ELVE5
FRIEND5
GIFT5
GII/ING
GOD
HAY
INN
JESUS
1<105
LIGHTS
MANGER
MARl'
MUSIC
NUTS
PARTIES
POPCORN
PRESENTS
REINDEER
ROOFTOPS
5ANT A
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SNOW
STAR
STOCK I NGS
TOVS
TRAIN
TREATS
TREE
VACATION
WISEMEN
WRAP
WREATHS
Copyright 1995 JolmR. Potter John!. Word Search Puzzle.
htt :llww~T.thepotters.coml uzzles.html
HAPPY HOLIDAYS!
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Jan.26. 2009 I I: 19AM PARKVIEW VILLA
No, 4067
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Parkview Villa Apartments
. ,
965 40da Avenue NEPhone #. (763) 706-3800
Columbia Heights, MN 55421 Fax# (763) 788-3978
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l!qual Houoing Oppal1Dni1y Agew;y
Jan.26. 2009 1 1:19AM
PARKVIEW VILLA
No.4067 p. 2/2
Executive Council Meeting November 3'd, 2008
Meeting was called to order at 7:00 PM
Sign up for Christmas dinner December 6th, at 6 PM and Wednesday 11AM-
12PM, 1 PM - 2PM & 6PM - 7PM
Pay $3.00, which is refundable at the dinner
Entertainment is December 4th, 2008
SI. Mathews church will be delivering Thanksgiving dinners Thanksgiving day,
November 2th, sign up sheet is in the library.
At the next council meeting we will have nominations for the positions on the
board.
Friday November th school supplies will be delivered to the schools.
November 15th Ron will be havin~ a dinner of stew and apple crisp, price $2.25.
Sign up is Monday November 10 . If you don't sign up Monday, the price is
$2.75 at the door. Dinner is served 5:30 to 6:15 PM.
Meeting ended at 7:15 PM
Submitted by: Jessie Chudek
""
... Jan.26. 2009 I I: 18AM
PARKVIEW VILLA
No.4066 p. 5/5
Resident Council Meeting November 10 2008
The meeting was called to order by council President Dennis Ecklund at7 p.m.
We opened with a pledge to the flag.
The managers report was given. Laura said the suggestion box is the same as
the rent drop box. If you have comments or suggestions write them . You do not
have to sign your name unless you wish to do so. They will be read at the next
meeting. .
Plants are not to be placed on the radiators
We have had complaints about the decorations so Laura will make a copy of the
H.RArules on decorating .
During the winter when the snow is 2 inches please move your car to the South
West corner of the parking ramp across the street
Jessie read the secretary report, Ray gave the treasures report checking is
$536321 Savings $2278.21 Petti cash $122.45
Jessie gave Leonard's Monday coffee report $60.53
Jessie gave the'round table coffee report $8.60
Ron SChumaker gave his dinner report as zero on hand.
Ceclia had no report for this month. No cards were sent.
Terry gave the welcome report 2 new residents Karen Fouks in 414 and Peter
HOlmberg in 209
Ron is serving a dinner Nov.15 cost is $2.25 Time 5:30 to 6:15pm. Lud Pafko
will entertain after the meal.
Ron will also serve a lunch of ham sandwiches on New Years eve. His helpers
will be Denny,Alvina Dorothy S. and Veronica.
The nominating committee were JacKEi'Ovshak,Theresa Byzewski and Terry
White. The new secretary will be Renie Solka The treasurer will be Vivian
FayheThe vice president will be Ron Schumaker
The president position will be up for vote on paper ballots to select either Lyn
Miner or Dennis Ecklund.
We still need a kitchen Person. Welcome and Sunshine stay the same persons.
Because of Thanksgiving on Thursday the 27'h we will have bingo on Nov 26th.
Dec. glh Entertainment will be Seek the Sun. $75.00 Dec.11 at 7 pm we will have
the Bell ringers and Choir $75.00 each group Dec.13 Ron Peters Free
H:>R>A> Meeting here January 23 2009
Money winners #7Dorothy Satwai #19 Dorothy Larson #38 Janina Jaworski
Gift of Ringmaster #17 Cecelia Rothbauer. $1 a.certificate from Star Bar to #15
Lyn Miner and #59 Bernice Enright
The meeting closed at 8:05p.m. Motion by Jean Harshburger Seconded by Vern
Hanson
Submitted by Jessie Chudek Secretary
'Jan.2S. 2009 1 I: 17AM . PARKVIEW VILLA'
No.IOSS p. 2/5
Executive Counc.:il Meeting December 1st 2008
The meeting was called to order by vice president Ken Bloch at 7p.m.
The phone list was passed around for the residents to check that their names
and numbers were correct.
At the next meeting the residents will vote on whether we can get new bingo balls
and cards.
A thank you was said to the decorating ladies.
Next meeting we will be voting to see who will be t!le president of the resident
council in 2009.Ron Schumaker suggested to have notices on each door asking
residents to come to the meeting to vote.
Northeast Bank is having an open house December 12th from ga.m. to 6pm
Punch and cookies 'will be served also 3 $50.00 drawings will be held.
V.F.W. bingo will be held~Thursday December 61h at7p.m.
Ron Schumacher along with several helpers are planning a New years eve party
at 6 p.m.They will be making sandwicheslhat the council will be paying for.
Each resident will have to bring a food dish to share. If they do not wish to bring a
food dish it will cost them $2.00 to come in. There will be some type of music.
Monday December sth there will be a sign up sheet.
Next meeting we will have a discussion about the library and the articles people
are leaving in there.
The meeting ended at 7:20 with 30 people attending.
Submitted by Jessie Chudek Secretary
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Jan.26. 2009 I I: 17AM
PARKVIEW VILLA
,\,.,":
. No.4066 . p. 3/5
Resident Council Meeting December 8 2000
The meeting was called to order by council president Dennis Eklund at7p.m
We had a pledge to the flag.
All members of the council were present also our manager Laura attended.
Laura thanked everyone for inviting her to the Christmas dinner.
Jessie read the minutes of the last meeting
Ray gave the treasures report Savings $2278.21 checking $4495.84
Petti cash $47.45
Jackie gave the bingo report $48.00 on hand
Jessie gave Leonards Monday coffee report $84.85 on hand
Jessie gave the round table report as $10.60 on hand
Cecelia gave the Sunshine report Cards and $5.00 sent toPam #705
Oebbie Boco #906 Sky and Helen Walker
Terry White gave the welcome report The new person is Jagve Loadtra
We yoted to give a gift of $25.00 to all three VFW workers that put on bingo once
a month all year for us.
We need two people to audit the books.
There will not be a place in the library for give away clothes and food. We will set
up a day and time when you can bring food and clean clothes to give away in
room "B'. We will be giving away many books from the library.
Ken Bloch handed out ballots so we could vote for the President of the council for
next year. The results of the counting was Dennis Eklund 39 Lyn Miner 33.
Ron Schumaker will be in charge of the kitchen with help from Rita Nelson Terry
White and Joe Kazmerek. Ron also will be entertainment.chair person.
Ron talked about the New Years eve party . People not bringing a food item to
share must pay $2.00.The party will be in room "B"
February 14th We will have Jim Bermer entertaining at 7p.m. in room "B",
Helen Haley will still be in charge of getting 2 kitchen workers and 3 cake bakers
for the VFW bingo nights.
Dorothy and Alvina will be our decorators
We voted on a limit of $1 00.00 To pay for entertainment.
We voted yes to allowing Betty Fin's daughter to join us at bingo,entertainment
and food.
Our new council members for year 2009 will be:President Dennis Eklund
Vice President Ron Schumaker Secretary Renee Sofka Treasurer Vivian Fayhe
We talked about having 2 bake sales next year aiso getting new bingo balls.
Laura will move the clock in the "8" room back to the north wall where it used to
be and no one is to move it again. .
Money winners were #10 Jerry Moris #50 Richard Jaworski #37 Rita Nelson
#55 Carroll Hinrichs
The meeting closed at 7:45 with a motion by all !I!
Submitted by Jessie Chudek Secretary
Jan.26. 2009 I 1:17AM' PARKVIEW VILLA
. 110.4066 p. 4/5 .
','"
Executive Council Meeting January 5 2009
The meeting was called to order by council president Dennis Eklund AT 7p.m.
A thank you was given to the decorators. They will be taking the Christmas
decorations down Friday January 9th 10 A,M. with help from several residents.
A thank you was also given to all the helpers putting' on the NeW Year Eve party
Ron will be serving chili dogs and salad WedneSday January21 st at 5:30 with
music by Jim Bermer at about 7p.m. The cost of the food will be $1.00 per
person. There will be a sign up slip for persons wanting to attend.
We will ask to have the "pick up area" shoveled a little better.
At next weeks meeting Alvina and Dorothy want a vote on buying new Christmas
Iights.Also Veronica suggested on voting for a new carpet sweeper for the "8"
room.
The Star Bar is closed and will open in two weeks under new owners.
Next week the new council members will be in placa.
Ron Schumaker will be Vice president Renie Sofka will be secretary and Vivian
Fayhe will be treasurer.
The meeting closed at 7:30 p.m.
Submitted by Jessie Chudek Secretary
Jan.26. 2009 10:25AM PARKVIEW VILLA
No.4065 p. 1/2
Parkview Villa 1\partments
965 40da Avenue NE
Columbia Heights, :MN 55421
Phone #. (763) 706-3800
Fax# (763) 788-3978
Fax cover sheet
To:
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Date:
Number of pages (including cover sheet): <X
Fax #: ?It)::; ")()(fl ,~(J, / /
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Note: 1'bIo itIilnnmtion cnn..;ned in iliiB fiw3imile """"sall" is pri~ and/or oonfidfolrial infurm.oWm. It
is inlr:ddcd fnr 1he uae of tb.o iDdividual or 0llii1y:named sMve, If you have ~ this cn"".."~;r.atUm in
error. plollSe uotify, us ;"""..,,;oteIy by calling (763) 70".3800, 'l'lWlI",.oli.
Equal Housing Opp<u:1Dnity Agem;y
Ow.w:d by iDe City of Colwnbia.l!oiahm ERA
Managed by CollJlll/Jllllond. Cmmnunities
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COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of: January 27, 2009
AGENDA SECTION: Business Items ORIGINATING EXECUTIVE
NO: 10 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Laundry Proceeds Policy BY: Sheila Cartney BY:
DATE: January 7,2009
BACKGROUND:
In 1999, the HRA adopted a Cash Management Policy for the laundry proceeds at Parkview
Villa. The policy was set forth to ensure a consistent manner in which cash is handled at the
Parkview Villa Office. At the time of this policy, City staff was operating and managing the
facility.
When this policy was implemented, laundry proceeds were minimal and collected every three
months; due to the increase in cost and use, the money is now collected monthly. The
management company (Common Bond) collects the coins and deposits them with the bank and
then issues a cashiers check to the Resident Council for half the proceeds. CommonBond's
policy is they cannot issue a check to the Resident Council because they do not have a tax 10.
The Cash Management Policy for Parkview Villa should be updated to today's practices and be
consistent with Common Bond's. Attached is an amended policy for HRA approval. The
proposed amendment will require quarterly reports to the Management Company and annual
reports to the H RA.
Recommendation: Staff recommends the HRA approve the policy amendment as presented.
Recommended Motion: Move to approve Amended Cash Management Policy for Parkview
Villa.
Attachments: Dolicv, nolicv showinq chanqes
HRA ACTION:
H:ICommunity DevelopmentlHRA20091Laundry Memo
CASH MANAGEMENT POLICY FOR PARKVIEW VILLA -AMENDMENT
DATE ADOPTED/APPROVED:
INTENT AND PURPOSE:
The procedure herein set forth is for the purpose of ensuring a consistent
manner in which laundry proceeds are handled in the Parkview Villa Office.
POLICY:
1. Two (2) staff members shall empty all cash proceeds from the washing
machines and dryers once a month. The date for collection will be the
normal business day falling as close to the first as possible. Two staff
members shall drive the bag of coins to the bank and deposit the
quarters. Staff shall return to the office, photocopy the bank receipt.
2. No cash will be accepted for rent/deposits/charges or extra key
deposits or any other purpose. Check, Money Order or cashiers check
will only be accepted.
3. Laundry refunds for residents who experience problems are to be
written down on a form, which will be completed by the resident, and
turned into the management company for a refund.
4. Laundry proceeds will be processed on a monthly basis for the
Resident Council, unless special circumstances exist. This would have
to be requested in writing by the Executive Board of the Resident
Council.
5. The Resident Council Shall receive fifty percent (50%) of the monthly
laundry proceeds.
6. The Resident Council is to provide the management company
quarterly reports on deposits and expenditures and annual reports to
the HRA.
CASH MANAGEMENT POLICY FOR PARKVIEW VILLA -AMENDMENT
DATE ADOPTED/APPROVED:
INTENT AND PURPOSE:
The procedure herein set forth is for the purpose of ensuring a consistent
manner in which eaffilaundrv proceeds are is handled in the Parkview Villa
Office.
POLICY:
1. Two (2) staff members shall empty all cash proceeds from the washing
machines and dryers once a month. The date for collection will be the
normal business day falling as close to the first as possible. Two staff
members shall drive the bag of coins to the bank and deposit the
quarters. Staff shall return to the office, photocopy the bank receipt.
and deli'Jer came to the City of Columbi::l Heights Finance Dep::lrtment.
2. No cash will be accepted for rent/deposits/charges or extra key
deposits or any other purpose. Check, Money Order or cashiers check
will only be accepted. Checks shall be deposited with the bank dailv.
3-, Laundry refunds for residents who experience problems are to be
written down on a form, which will be completed by the resident, and
turned into the manaqement company for a refund. They will be
refunded once a month when the coin ic emptied from the machines.
1. Checks received after 12 noon, will be put in the locked file cabinet
until they can be logged in the next day ::lnd sent over to the City of
Columbia Heights Finance Department.
6. ^ny perconal fundc used by a staff member for the purchase of
building related goods/services will be submitted to the City for
reimbursement. Receipts must be submitted with the payment
voucher. This would inolude, but is not limited to, stamps, pionic items
(for fall picnic) and emergency parts that cannot be obtained through
normal accounts. Purchases must conform, with the City of Columbia
Heightc procurement Polioy.
6. Laundry proceeds will be processed on a three monthly basis for the
Resident Council, unless special circumstances exist. This would have
to be requested in writing by the Executive Board of the Resident
Council.
7. The Resident Council Shall receive fifty percent (50%) of the monthly
laundry proceeds.
8. The Resident Council is to provide the manaqement company
quarterly reports on deposits and expenditures and annual reports to
the HRA.
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of: January 27,2009
AGENDA SECTION: Business Items ORIGINATING EXECUTIVE
NO: 11 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Adopt Resolution 2009-02, BY: Scott Clark BY:
Designating Depository for the HRA DATE: January 20,2009
BACKGROUND:
The attached Resolution 2009-02, designates Northeast Bank as the depository for all
Columbia Heights HRA funds and authorizes signatories for accounts.
RECOMMENDATION: Staff recommends board adoption of Resolution 2009-02,
designating a depository for the HRA and authorizing signatures.
RECOMMENDED MOTION:
Move to waive the reading of Resolution 2009-02, there being an ample amount of copies
available to the public.
Move to Adopt Resolution 2009-02, a Resolution Designating Depository for the Columbia
Heights Housing and Redevelopment Authority (HRA).
HRAACTION:
h:\HRAConsent Form2009\Res2009-02 Designating Depository for HRA
RESOLUTION NO. 2009-02
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
Commonbond Housing (herein referred to as "Management Company"), dated January
27,2009,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, 2009
Offered by:
Seconded by:
Roll Call:
Chair
Cheryl Bakken- Secretary/CAP
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of January 27,2009
AGENDA SECTION: Business Items ORIGINATING EXECUTIVE
NO: 12 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Housing Choice Voucher BY: Scott Clark BY:
Program for Parkview Villa South DATE: January 16, 2009
BACKGROUND:
At the last HRA meeting staff discussed with the Board the idea of allowing a certain number
of units at Parkview Villa to be rented to individuals with section 8 certificates. Staff has
contacted the Metro Housing and Redevelopment Authority, who is the administrating entity
for a large portion of the Metropolitan area, who confirmed that if the HRA desires to allow
certificates that: 1) Our leasing policies can remain in place and 2) The City's HRA limits the
number of units that can be leased to Certificate holders. Staff was asked to have a sample
of the housing assistance payment contract provided to the Board (attached) and to
investigate other community's experience. Staff was not able to find the aforementioned
information since most cities due not own market rate housing.
If the HRA is desirous of allowing certificate holders then a motion should be regarding the
maximum number (staff recommendation would be start with three or four) of units that could
be leased. It is important for the Board to understand that the managing agent would not hold
open units waiting for certificate holders only, but this action would allow us the flexibility of
leasing to a particular market if they sought out a unit to lease at our facility.
RECOMMENDATION: Staff recommends starting a Housing Choice Voucher Program for
Parkview Villa South with three or four units being accessible to the program.
RECOMMENDED MOTION: Move to approve the Housing Choice Voucher Program for
Parkview Villa South with units being accessible to the program.
Attachments: Housinq Assistance Pavment Contract
HRA ACTION:
G:\Community Development\HRA\2009\Housing Choice Voucher
U.S. Department of Housing
and Urban Development
Office of Public and Indian I-lousing
Housing Assistance Payments Contract
(HAP Contract)
Section 8 Tenant-Based Assistance
Housing Choice Voucher Program
OMB Approval No. 2577-0169
(exp.07/31/2007)
Instructions fol' use of IIAP Contract
This form of Housing Assistance Payments Contract (HAP
contract) is used to provide Section 8 tenant-based assistance
under the housing choice voucher program (voucher program)
of the U.S. Department of Housing and Urban Development
(HUD). The main regulation for this program is 24 Code of
Federal Regulations Part 982.
The local voucher program is administered by a public
housing agency (PHA). The HAP contract is an agreement
between the PHA and the ownel' of a unit occupied by all
assisted family. The HAP contract has three parts:
Part A Contract information (fill-ins).
See section by section instructions.
Part B Body of contract
Part C Tenancy addendum
Use of this form
Use of this HAP contract is required by HUD. Modification of
the HAP contract is not permitted. The HAP contract must be
word-for-word in the form prescribed by I-IUD.
However, the PHA may choose to add the following:
Language that prohibits the owner from collecting a
security deposit in excess of private market practice, or
in excess of amounts charged by the owner to unassisted
tenants. Such a prohibition must be added to Part A of
the HAP contract.
Language that defines when the housing assistance
payment by the PHA is deemed received by the owner
(e.g., upon mailing by the PHA or actual receipt by the
owner). Such language must bc added to Part A of thc
HAP contract.
To prcpare the HAP contract, fill in all contract information in
Part A of the contract. Part A must then be exccuted by the
owner and the PHA.
Use for special housing types
In addition to use for the basic Section 8 voucher program,
this form must also be used for the following "special housing
types" which arc voucher program variants for special needs
(see 24 CFR Part 982, Subpart M): (1) single room occupancy
(SRO) housing; (2) congregate housing; (3) group home; (4)
shared housing; and (5) manufactured home rental by a family
that leases the manufactured home and space. When this form
is used for a special housing type, the special housing type
shall be specified in Part A of the HAP contract, as follows:
"This HAP contract is used for the following special housing
type under HUD regulations for the Section 8 voucher
program: (Insert Name of Special Housing type)."
Howcver, this form may not be used for the following special
housing types: (1) manufactured home space rental by a
family that owns the manufactured home and leases only the
space; (2) cooperative housing; and (3) the homeownership
option under Section 8(y) of the United States Housing Act of
1937 (42 U.S.C. I 437f(y)).
How to fill in Part A
Section by Section Instructions
Section 2: Tenant
Enter full name of tenant.
Section 3. Contract Unit
Enter address of unit, including apartment number, if any.
Section 4. Household Members
Enter full names of all PH A-approved household members.
Specify if any such person is a liveMin aide, which is a person
approved by the PHA to reside in the unit to provide
supportive services for a family member who is a person with
disabilities.
Section 5. Initial Lease Term
Enter first date and last datc of initial lease term.
The initial lease term must be for at least one year. However,
the PHA may approve a shorter initial lease term if the PHA
determines that:
. Such shorter term would impl'Ove housing
opportunities for the tcnant, and
. Such shorter term is the prevailing local market
practice.
Section 6. Initial Rent to Owner
Enter the amount of the monthly rent to owner during the
initial lease term. The PHA must determine that the rent to
owner is reasonable in comparison to rent for other
comparable unassisted units. During the initial lease term, the
owner may not raise the rent to owner.
Section 7. Housing Assistance Payment
Enter the initial amount of the monthly housing assistance
payment.
Section 8. Utilities and Appliances.
The lease and the HAP contract must specify what utilities and
appliances are to be supplied by the owner, and what utilities
and appliances are to be supplied by the tenant. Fill in section
8 to show who is responsible to provide 01' pay for utilities and
appliances.
Previous editions are obsolete
Page i
form HUD-52641 (1/2007)
ref Handbook 7420.8
Housing Assistance Payments Contract
(HAP Contract)
Section 8 Tenant-Based Assistance
Housing Choice Voucher Program
u.s. Department of Housing
and Urban Development
Office of Public and Indian Housing
OMB Approval No. 2577-0169
(exp. 07/3 ]/2007)
Part A of the HAP Contract: Contract Information
(To prepare the contract, fill out all contract information in Part A.)
1. Contents of Contract
This HAP contract has three paris:
Part A: Contract Information
Part B: Body of Contract
Part C: Tenancy AddendUlll
2. Tenant
3. Contract Unit
4. Household
The following persons may reside in the unit. Other persons lllay not be added to the household without prior written approval of
the owner and the PHA.
5. Initial Lease Tel'm
The initial lease term begins on (mm/dd/yyyy):
The initial lease term ends on (mm/dd/yyyy):
6. Initial Rent to Ownel'
The initial rent to owner is: $
During the initial lease term, the owner may not raise the rent to owner.
7. Initial Housing Assistance Payment
The I lAP contract term commences on the first day oCthe initial lease tenn. At the beginning of the I-lAP contract term, the amount
orthe housing assistance payment by the PHA to the owner is $ per month.
The amount orthe monthly housing assistance payment by the PHA to the owner is subject to change during the HAP contract tcrm
in accordance with HUD requirements.
Previous editions are obsolete
Page 1 of 10
form HUD-52641 (1/2007)
ref Handbook 7420.8
8. Utilities and AI)pliances
The owner shall provide or pay for the utilities and applianccs indicated below by an "0" Thc tenant shall provide or pay for the utilities and appliances indicated
below bv a "'1''', Unless otherwise snecifled below, the owner shall nav for allutiJities and lIoolianccs nrovided bv the owner.
Item Specify fuel type Provided by Paid by
Heating DNatural gas D Bottle gas DOH 01' Electric D Coal or Other
Cooking DNatural gas D Bottle gas DOH or Electric D Coal or Other
Water Heating DNatural gas DBottle gas DOH or Electric D Coal 01' Other
Olher Electric
Water
Sewer
Trash Collection
Ail' Conditioning
Refrigerator
Range/Microwave
Other (specify) I
Signatures:
Public Housing Agency
Owner
P!'int or TYlle Name of Owner
Print or Type Nallle of PH A
Sigllllture
Signature
P~int or Type Name and Title ofSig;mtOlY
Print or Type Name and Title of SignatOlY
Date (llll1l/dd/yyyy)
Date (Illlll/dd/yyyy)
Mail Payments to:
Name
^ddrc~s (street, city, Slate, Zip)
Previous editions are obsolete
Page 2 of 10
form HUD.52641 (1/2007)
ref Handbook 7420.8
Housing Assistance Payments Contract
(HAP Contract)
Section 8 Tenant-Based Assistance
Housing Choice Voucher Program
U.S. Department of Housing
and Urban Development
Office of Public and Indian llousing
OMS Approval No. 2577-0169
(exp.07/31/2007)
Part B of HAP Contract: Body of Contract
1. Pu rpose
a. This is a HAP contract between the PI lA and the
owner. The I lAP contract is entered to provide
assistance 1'01' the family under the Section 8
vOllcher program (see I-IUD program regulations at
24 Code of Federal Regulations Part 982).
b. The HAP contract only applies to the household and
contract unit specified in Part A of the HAP
contract.
c. During the HAP contract term, the PI-IA will pay
housing assistance payments to the oWller in
accordance with the HAP contract.
d. The family will reside in the contract unit with
assistance under the Section 8 voucher program. The
housing assistancc payments by the PHA assist the
tenant to lease the contract unit from the owner for
occupancy by the family.
2. Lease of Contract Unit
a. The owner has leased the contract unit to the tellant
for occupancy by the family with assistance under
the Section 8 voucher program.
b. The PUA has approved leasing of the unit in
accordance with requirements of the Section 8
voucher program.
c. The lease for the contract unit must include word~
for~word all provisions of the tenancy addendum
required by HUD (Part C of the flAP contract).
d. The owner certifies that:
(I) The owncr and the tCHant have cntered into a
lease of the contract unit that includes all
provisions of the tcnaney addendum.
(2) Thc lease is in a standard form that is used in
the locality by the owner and that is generally
used lor other unassisted tenants in the
premises.
(3) The lease is consistent with State and local
law.
e. The owner is responsible tor screening the family's
behavior or suitability lor tenancy. The PI-lA is not
responsible for such screening. The Pl-IA has no
liability or rcsponsibility to the owner or other
persons [or the family's behavior or the family's
conduct in tenancy.
3. Maintenance, Utilities, and Other Services
a. The owner must maintain the contract unit and
premiscs in accordance with the housing quality
standards (l-IQS).
b. The owner must provide all utilities necded to
comply with the HQS.
c. If the owncr docs not maintain the contract unit in
accordance with the I-lQS, or fails to provide all
utilities needed to comply with the HQS, the PHA
may exercise any available remedies. PHA remedies
lor such breach include recovery of overpayments,
suspension of housing assistance payments,
abatement or other reduction of housing assistance
payments, tcrmination of housing assistance
payments. and termination of the HAP contract. The
PI-IA may not excrcise such remedies against the
owncr bccause of an HQS breach for which the
family is responsible, and that is not caused by the
owner.
d. The PHA shall not make any housing assistance
paymcnts if the contract unit does not meet the
HQS, unless the owner corrects the defect within the
period specitied by the PlIA and the PHA verities
the correction. If a defect is life threatening, the
owner must correct the defect within no more than
24 hours. For other defects, the owner must correct
the defect within the period specified by the PI-IA.
c. The PIIA may inspect the contract unit and premises
at such times as the pIlA determines necessary, to
ensure that the unit is in accordance with the HQS.
f. The PIIA must notify the owner of any I-IQS defects
shown by the inspection.
g. The owner must provide all housing services as
agreed to in the leasc.
4.
Term of HAP Contract
a. Relation to lease tcrlll. The term of the lIAP
contract begins on the first day of the initial term of
the lease, and terminates on the last day of the term
of the lease (including the initial lease terlll and any
extcnsions).
b. When HAP contract terminates.
(1) The HAP contract terminates automatically if
the lease is terminated by the owner or the
tenant.
(2) The PHA may terminate program assistance
for the family for any grounds authorized in
accordance with HUD requirements. If the
PHA terminates program assistance for the
family, the HAP contract terminates
automatically.
(3) If the family moves from the contract unit, the
I lAP contract terminates automatically.
(4) The HAP contmct terminates automatically 180
calendar days ancr the last housing assistance
payment to the owner.
(5) The PlIA may terminate the HAP contract if
the PHA determines, in accordance with HUD
requirements, that available program funding is
not suflicient to support continued assistance
for families in the program.
Previous editions are obsolete
form HUD-52641 (1/2007)
ref Handbook 7420.8
Page 3 of 10
(6) The PIIA may terminate the HAP contract if the
PHA determines that the contract unit docs not
provide adequate space in accordance with the
IlQS because of an increasc in family size or a
change in family composition.
(7) If thc family breaks up, the PHA may terminatc
the HAP contract, or may continue housing
assistancc payments on bchalf of family mcmbers
who remain ill the contract unit.
(8) The PHA may terminate the HAP contract if the
PHA detcrmines that the unit does not meet all
requirements of the HQS, or determines that the
owner has otherwise breached the lIAP contract.
5. Provision and Payment for Utilities and Appliances
a. The lease must speci!'y what utilities arc to be provided
or paid by the owner or the tenant.
b. The lease must specify what applianccs are to be pro-
vided or paid by the owncr or the tenant.
e. Part A of the lIAP contract specifics what utilitics and
applianccs are to be provided or paid by thc owner or
the tenant. Thc lease shall be consistent with the HAP
contract.
6. Rent to Owner: Reasonable Rent
a. During the HAP eontract term, the rent to owncr may at
no time exceed the reasonable rent for the contract unit
as most recently determined or redetermined by the
PIlA in accordance with I-IUD rcquirements.
b. The PlIA must determinc whether the rent to owner is
reasonable in comparison to rent for other comparable
unassisted units. To make this determination, the PHA
must consider:
(1) The location, quality, sizc, unit type, and age of
the contract unit; and
(2) Any amenities, housing services, maintenance
and utilities provided and paid by the owner.
c. The PIIA must redetermine the reasonable rent whcn
required in accordance with HUD requircmcnts. The
PHA may redetermine the reasonablc rcnt at any time.
d. During the HAP contract term, the rent to owner may
not excecd rent charged by the owner for comparable
unassisted units in the premises. The owner must give
the PHA any information requestcd by the PHA on
rents chargcd by the owncr for other units in the
premises or elscwhcre.
7. PHA Payment to Owner
a. When paid
(I) During the term of the HAP contract. the pllA
must make monthly housing assistance payments
to the owncr on behalf of the family at the
beginning of each month.
(2) The PHA must pay housing assistance payments
promptly when duc to the owner.
(3) If housing assistancc payments arc not paid
promptly when due aileI' thc first two calcndar
months of the HAP contract term, thc PHA shall
pay the owncr penalties in accordance with
generally accepted practices and law, as
applicable in thc local hOllsing market, governing
penalties for late payment by a tenant. However,
the PHA shall not be obligatcd to pay allY late
payment penalty if I IUD determines that latc
paymcnt by the PHA is due to factors beyond the
PI lA's control. Moreover, the PHA shall not be
obligated to pay any late payment pcnalty if'
housing assistance payments by the PHA arc
dclayed or dcnied as a remedy for owncr breach
of the HAP contract (including any of the
following PllA remcdies: recovcry of
overpaymcnts, suspcnsion of housing assistancc
payments, abatemcnt or reduction of housing
assistance payments, termination of housing
assistance payments and termination of thc
contract).
(4) I-[ousing assistance paymcnts shall only be paid
to the owner while the !'amily is residing in the
contract unit during thc tcrm of the I lAP contract.
The pHA shall not pay a housing assistance
payment to the owner for any month aIleI' thc
month when thc family moves out.
b. Ownel' cOIll(lliance with HAP contract. Unless the
owner has complied with all provisions of the HAP
contract, thc owner docs not have a right to receive
housing assistancc payments under the IIAP contract.
c. Amount of })HA payment to owncr
(1) The amount of the monthly PHA housing
assistance paymcnt to the owner shall be
determined by the PHA in accordance with HUD
requircments for a tenancy under the voucher
program.
(2) The amount of thc PJ-lA housing assistance
paymcnt is subject to change during the HAP
contract term in accordance with HUD
requirements. The PI-IA must notify the family
and the owner of any changes in the amount of
the housing assistance payment.
(3) The housing assistance paymcnt for the first
month of thc HAP contract term shall be pro-
ratcd for a partial month.
d. Application of payment. The monthly hOllsing
assistance payment shall be credited against the
monthly rent to owner for the contract unit.
e. Limit of PH A responsibility.
(1) The PEA is only responsible for making housing
assistance payments to the owner in accordance
with the IIAP contract and IlUD requirements for
a tenancy under the voucher program.
(2) The pI-IA shall not pay any portion of the rent to
owner in excess of the housing assistance
payment. Thc PHA shall not pay any other claim
by the owncr against thc family.
f. Overpayment to owner. If the pHA determines that
the owner is not entitled to the housing assistance
payment or any part of it, the PHA, in addition to other
remedies, may deduct the amount of the overpayment
from any amounts due the owner (including amounts
duc under any other Section 8 assistance contract).
8. Owner Certification
During the term of this contract, the owner certifies that:
a. The owner is maintaining the contract unit and
premises in accordancc with the HQS.
Previous editions are obsolete
Page 4 of 10
form HUD-52641 (1/2007)
ref Handbook 7420.8
b.
The contl'act unit is lcased to the tenant. The lease
includes the tenancy addendum (Part C of the HAP
contract), <Iud is in accordance with the IIAP contract
and program requirements. The owner has provided the
lease to the PIlA, including any revisions of tile lease.
The fent to owner docs not exceed rents charged by the
owner lor rental of comparable unassisted units in the
premises.
Except 1'01' the fent to owner, the owner has not
received and will not receive any payments or other
consideration (from the family, the PITA, IIUD, or any
other public or private source) for rcntal of the contract
unit during the IIAP contract lerIn.
The family does not own or have any interest in the
contraclunit.
To the best of the owner's knowledge, the members of
the family rcside in the contract unit, and thc unit is the
family's only residcncc.
The owncr (including a principal or other intcrcstcd
party) is not thc parcnt, child, grandparcnt, grandchild,
sister, or brother of any mcmbcr of the family, unless
thc PlIA has detcrmined (and has notified the owncr
and the family of such detcrmination) that approving
rental of the unit, notwithstanding such relationship,
would provide rcasonable accommodation for a family
membcr who is a person with disabilities.
c.
d.
e.
f.
g.
9. Prohibition of Discrimination. In accordance with
applicable equal opportunity statutes, Executive Orders, and
regulations:
a. The owner must not discriminatc against any person
because of race, color, rcligion, sex, national origin,
age, familial status, or disability in connection with the
lIAP contract.
b. The owncr Illust cooperatc with the PI-IA and HUD in
conducting equal opportunity compliance reviews and
complaint investigations in connection with the HAP
contract.
10. Owner's Breach of HAP Contract
a. Any of the following actions by the owner (including a
principal or other intercsted party) is a breach of the
HAP contract by the owner:
(1) If the owner has violated any obligation under the
HAP contract, including the owner's obligation
to maintain the unit in accordance with the HQS.
(2) If the owner has violated any obligation under
any other housing assistance paymcnts contract
under Section 8.
(3) If thc owner has cOlllmitted fraud, bribery or any
other eonupt or criminal act in connection with
any Federal housing assistance program.
(4) For projects with mortgages insured by HUD or
loans made by HUD, if the owner has failed to
comply with the regulations for the applicablc
mortgage insurancc or loan program, with the
Illortgage or mortgage note, or with thc
regulatory agreement; 01' if the owner has
committed fraud, bribery 01' any other corrupt 01'
criminal act in connection with thc mortgage or
loan.
(5) If the owner has engaged in any dl'llg-related
criminal activity or any violent criminal activity.
b.
If the PlIA detcl'mincs that a breach has occurred, the
PI-IA may cxcrcise any of its rights and remcdies under
the I lAP contract, or any other available rights and
remedies 1'01' such breach. The pHA shall notify the
owner of such dctcrmination, including a brief
statement of the reasons for the determination. The
noticc by the PHA to the owner may rcquire the owner
to take correctivc action, as vcrified or determincd by
the PHA, by a deadline prcscribed in the notice.
The PHA's rights and remedies for owncr breach of the
IIAP contract include recovcry of overpaymcnts,
suspension of housing assistance payments, abatement
or othcl' reduction of housing assistance paymcnts,
termination of housing flssistunce paymcnts, and
termination of the I-lAP contract.
The PI-lA may seek and obtain additional relief by
judicial order 01' action, including spccific performance,
other injunctive relief 01' order for damages.
Evcn if the family continues to Iivc in the contract unit,
the PI-IA may exercise any rights and remedies for
owner breach ofthe HAP contract.
The PIlA's exercise or Ilon~exercise of any right or
remcdy for owner breach of the I lAP contract is not a
waivcl' of the right to exercisc that or any other right or
remedy at any time.
c.
d.
e.
f.
II. PHA and HUn Access to PI'cmises and Owner's Records
a. The owncr must providc any information pertinent to
the HAP contract that the pIIA 01' HUD may
reasonably rcquirc.
b. The PHA, HUD and the Comptrollcr Gcneral or the
United States shall have full lInd /l'ee access to the
contract unit and thc premises, and to all accounts and
other records of the owncr that are relevant to the HAP
contract, including the right to examine or audit the
records and to makc copies.
c. The owner must grant such access to computerized or
other clcetl'Onic records, and to any computers, equip-
ment 01' facilitics containing such records, and must
provide any information or assistancc needed to acccss
the records.
12. Exclusiou of Third Party Rights
a. The family is not a party to or third party beneficiary of
Part B of the HAP contract. The family may not
enforce any provision or Part il, and may not exercise
any right 01' rcmedy against the owner 01' pIlA under
Part13.
b. The tenant 01' the pHA may enforce the tenancy
addendum (Part C of thc IIAP contract) against thc
owner, flnd may exercise any right or remedy against
the owner undcr the tenancy addendum.
c. The PEA does not assume any responsibility for injlllY
to, 01' any liability to, any pcrson injured as a result or
the owner's action or failure to act ill connection with
managcment of thc contract unit 01' the premiscs or
with implementation of the HAP contract, 01' as a result
of any other action or failure to act by the owncr.
d. The owner is not the agent of the PHA, and the HAP
contract does not create or affect any rclationship
between the PHA and any lender to thc owner or any
suppliers, employees, contractors or subcontractors
used by the owner in connection with managemcnt of
the contract unit or the premises or with
implemcntation of the I-IAP contract.
Previous editions are obsolete
Page 5 of 10
form HUD-52641 (1/2007)
ref Handbook 7420.8
13. Conflict of Interest
a. "Covered individual" means a pCl'son 01' entity who is a
member orany of the following classes:
(1) AllY present or former member 01' officer of the
PHA (cxcept a PHA commissioner who is a
participant in the program);
(2) Any employee of the PHA, or any contractor,
sub-contractor 01' agent of thc PHA, who
tonnulates policy or who influences decisions
with respect 10 thc program;
(3) Any public official, mcmber of a govel'lling body,
01' State or local legislator, who exerciscs
functions 01' responsibilities with respcct to thc
program; or
(4) Any member of the Congress of the United
States.
b. A covered individual may not havc any dircct 01'
indirect interest in the I lAP contract or in any benefits
01' payments under thc contract (including the intcrest
of an immediatc family member of such covered
individual) while such persoll is a covered individual or
during one year thereaner.
c. "Immcdiate family mcmber" mcans lhe spouse, parcnt
(including a stepparent), child (including a stcpchild),
grandparent, grandchild, sister or brothel' (including a
stepsistcr or stepbrother) of any covcred individual.
d. Thc owner ccrtifies and is responsible lor assuring that
no person or entity has or will have a prohibiled
interest, at execution of the HAP contract, 01' at any
time dUi'ing the I lAP contract term.
e. If a prohibited interest occurs, the owner shall promptly
Hnd fully disclose such interest to lhc PHA and HUD.
f. Thc connict of interest prohibition undcr this section
may be waived by the HUD ficld officc for good calise.
g. No mcmber of or delegate to thc Congress of thc
United States or rcsident commissioner shall be
admitted to any share or part of the I-lAP contract 01' to
any bcnefits which may arise from it.
14. Assignment of the HAP Contract
a. The owner may not assign the HAP contract to a new
owner without the prior written consent of the PHA.
b. If the owner requests PHA consent to assign the HAP
contract to a new owner, the owner shall supply any
in/ormation as required by the PIIA pertinent to the
proposed assignmcnt.
c. The I lAP contract may not be assigned to a new owner
that is dcbarred, suspendcd or subject to a limited
denial of participation under I-IUD regulations (see 24
Code of Fcderal Rcgulations Pari 24).
d. The HAP contract Illay not be assigned to H new owner
if Hun has prohibited such assignmcnt becausc:
(I) The Federal government has instituted an
administrative or judicial action against the
owner or proposed new owner for violation oCthe
Fail' I-lousing Acl 01' other Federal cqual
opportunity requircmcnts, and such action is
pending; or
(2) A comt or administrative agency has determined
that the owner or proposed ncw owner violated
the Fair Housing Act or other Fedcral equal
opportunity requirements.
e. The HAP contract may not be assigncd to a new owner
if the new owner (including a principal or other
interested parly) is the parent, child, grandparent,
15.
grandchild, sister or brothel' of any member of the
fumily, unless the PI-IA has determined (and has
notified the family of such determination) that
upproving the assignment. notwithstanding such
relationship, would provide reasonable accommodation
lor a family member who is a person with disabilities.
f. The PI-IA may deny approval to assign the IIAP
contract if the owner or proposed new owner (including
a principal or other intercsted party):
(1) Has violated obligations under a housing
assistance paymcnts contract undcr Section 8;
(2) I-Jas committed fraud, bribcl)' or uny other
corrupt or criminal act in connection with any
Federal housing program;
(3) lias engaged in any drug-related criminal activity
or any violent criminal activity;
(4) J-Ias a history or practice of non-compliance with
the IIQS for units leased under the Section 8
tenant-bascd programs, or non-compliance with
applicable housing standards 101' units leased with
project-based Section 8 assistance 01' for units
leased under any other Federal housing program;
(5) Has a history or practice of failing to terminate
tenancy of tenants assistcd under any Federally
assisted housing program for activity engaged in
by the tcnant, any member of the household, a
guest or another persoll undcr the control of any
member of the household that:
(a) Threatens the right to peaccful eluoyment of
the premises by other residents;
(b) Threatens the hcalth 01' safety of other
residents, of employees of the PHA, or of
owner employees 01' other persons engaged in
management of the IlOusing;
(c) Thrcatens the health or salety of, 01' the right
to peaceful cnjoyment oftheil' residents by,
persons residing in the immediate vicinity of the
premises; or
(d) Is drug-related criminal activity or violent
criminal activity;
(6) Has a history 01' practice of renting units that I'ail to
meet State or local housing codes; 01'
(7) Has not paid State 01' local real cstale taxes, lines or
assessments.
g. The new owncr must agree to be bound by and comply
with the HAP contract. The agrcement must be in
writing, and in a form acceptable to the PHA. The new
owncr must give thc PHA a copy of lhe executed
agreement.
Written Notices. Any notice by the PEA 01' the owner in
connection with this contract must be in writing.
Entire Agl'cement: Interpretation
16.
H. The I-lAP contract contains the entire agreement
between the owner and the PI IA.
b The HAP contract shall bc interpreted and implemented
in accordance with BUD requirements, including the
Hun program regulations at 24 Code of Federal
Regulations Part 982.
Previous editions are obsolete
Page 6 of 10
lorm HUD-52641 (1/2007)
ref Handbook 7420.8
Housing Assistance Payments Contract
(HAP Contract)
Section 8 Tenant-Based Assistance
Housing Choice Voucher Program
U.S. Department of Housing
and Urban Development
Office of Public and Indian I-Iollsing
OMB Approval No. 2577-0169
(exp.07/31/2007)
Part C of HAP Contract: Tenancy Addcndnm
I. Section 8 V oueher Pl'Ogl'am
a. The owner is leasing the contract unit to the tenant
for occupancy by the tenant's Hunily with assistance
for a tenancy under the Section 8 housing choice
voucher program (voucher program) of the United
States Department of Housing flIld Urban
Development (HUD).
b. The owner has entered into a I-lousing Assistance
Payments Contract (HAP contract) with the PI-IA
under the voucher program. Under the HAP
contract, the PI-JA will make housing assistance
payments to the owner to assist the tenant in leasing
the unit from the OWller.
2. Lease
H. The owner has given the PIIA a copy of the lease,
including any revisions agreed by the owner and the
tenant. The owner certifies that the terms of the
lease are in accordance with all provisions of the
HAP contract and that the lease includes the tenancy
addendum.
b. The tenant shall have the right to enforce the
tenancy addendum against the owner. If thcre is any
conflict between the tcnancy addendum and any
othcr provisions of the leasc, the language of the
tenancy addcndum shall control.
3. Use of Contract Unit
a. During thc lease tenn. the family will reside in thc
contract unit with assistance under the voucher
program.
b. The composition of the household must be approved
by the PHA. The family must promptly inform the
PHA of the birth, adoption 01' court-awardcd custody
of a child. Other persons may not be added to the
household without prior wriUen approval of the
owner and the PHA.
c. Thc contract unit may only be used for residencc by
the PHA-approved household members. The unit
must be thc family's only residence. Membcrs of the
household may engage in legal profit making
activities incidental to primary use of the unit for
residenec by members of the family.
d. The tenant may not sublease or let the unit.
e. The tenant may not assign the lease or transfcr the
unit.
4. Rent to Owner
a. The initial rent to owner may not excccd the amount
approved by the PHA in accordance with IIUD
requircments.
b. Changes in thc rent to owner shall bc dctermined by
the provisions of the lease. However, the owner may
not raise the rent during the initial tcrm of the leasc.
c. During thc term of the lease (including the initial
term of the lease and any extension tcrm), the I'cnt to
owner may at no time exceed:
(1) The reasonable rent for the unit as most
recently determincd or redctermined by the
PHA in accordance with HUD requirements,
01'
(2) Rent chargcd by the owner for comparablc
unassisted units in the premiscs.
5.
Family Payment to Owner
a. The family is responsible for paying the owner any
portion of thc rent to owner that is not covercd by
the PHA housing assistance paymcnt.
b. Each month, the PI-IA will make a housing
assistance payment to the owncr on behalf of the
family in accordance with thc I-lAP contract. The
amount of the monthly housing assistance payment
will be detcrmined by thc PEA in accordance with
HUD requiremcnts for a tcnancy undcr the Section 8
voucher program.
c. The monthly housing assistance paymcnt shall be
credited against the monthly rent to owner Jar the
contract unit.
d. Thc tenant is not responsiblc for paying the portion
of rent to owner covered by thc PEA housing
assistance payment under the I lAP contract between
thc owner and the PHA. A PHA failurc to pay the
housing assistance payment to thc owner is not a
violation of the lease. Thc owner may not terminate
the tenancy for nonpayment of the PHA housing
assistance payment.
c. Thc owner may not chargc or acccpt, from thc
family or from any other sourcc, any paymcnt for
rent of thc unit in addition to the rent to owner. Rent
to owncr includes all housing scrvices, maintcnance,
utilities and appliances to be provided and paid by
thc owner in accordance with the lease.
f. The owncr must immediately return any excess rent
payment to thc tenant.
6.
Other Fees and Charges
a. Rent to owner does not include cost of any mcals or
supportive serviccs 01' fUl'Iliturc which may be
provided by thc owner.
b. Thc owner may not rcquire the tcnant 01' family
members to pay charges 101' any meals or supportive
services 01' furniture which may be provided by the
owner. Nonpayment of any such charges is not
grounds for termination of tenancy.
c. The owner may not charge the tcnant extra amounts
for items custolllarily included in rent to owner in
thc locality, 01' provided at no additional cost to
unsubsidized tenants in the premises.
7.
Maintenance, Utilities, and Other Services
a. Maintenance
Previous editions are obsolete
form HUD.52641 (1/2007)
ref Handbook 7420.8
Page 7 of 10
(I) Thc owner mllst maintain the unit and
premises in accordancc with the IIQS.
(2) Maintenancc and replaccment (including
redecoration) mllst be in accordance with the
standard practice foJ' the building concerned as
established by the owner.
b, Utilities and appliances
(1) The owncr must provide all utilities needed to
comply with the I-IQS.
(2) The owner is not responsible for a breach of
the llQS causcd by the tenant's failure to:
(a) Pay for any utilities that me to bc paid by
the tenant.
(b) Provide and maintain any appliances that
are to bc provided by the tenant.
c. Family damagc. The owner is not responsible for a
breach of the HQS because of damages beyond
llormal wear and tcar caused by any member of the
household 01' by a guest.
d. Housing services. The owner mllst provide all
housing services as agreed to in the lease.
8.
Termination of Tenancy by Owner
a. Requiremcnts. The owner may only tcrminate the
tenancy in accordance with the lease und HUD
requircments.
b. Grounds. During the term of' the lease (the initial
terlll of the lease or any extension term), the owner
may only terminate the tenancy because of:
(I) Serious 01' repeated violation of the lease;
(2) Violation of Federal, State, or local law that
imposes obligations on the tenant in
connection with the occupancy or use or thc
unit and the premises;
(3) Criminal activity or alcohol abuse (as
provided in paragraph c): or
(4) Other good cause (as provided in paragraph
d).
c. Criminal activity 01' alcohol abuse.
(I) The owner may terminate the tenancy dUl'ing
the tcrm of the lease if any member of the
household, a guest or another person under a
resident's control commits any of the
following types of criminal activity:
(a) Any criminal activity that threatens the
health or safety 01: or the right to
peaceful enjoyment of the premises by,
other residents (including property
management stall' residing on the
prcmises);
(b) Any criminal activity that threatens the
health 01' safety of, or the right to
peaceful enjoyment of their residences
by, persons residing in the immediate
vicinity of the premises;
(c) Any violent criminal activity on 01' near
the premises; or
(d) Any drug-related criminal activity 011 or
near the premises.
(2) The owncr may terminate the tenancy during
the term of the lease if' any member of the
houschold is:
(a) Fleeing to avoid prosecution, or custody
or confinement after conviction, for a
crime, 01' attempt to commit H crime, that
is a felony undcr the laws of the place
/i'om which the individual flees, 01' that,
in the case of the State of New Jersey, is
a high misdemeanor; or
(b) Violating a condition of probation or
parole llndel' Federal or State law,
(3) The owner may terminate the tenancy for
criminal activity by a household member in
accordance with this section if the owner
determines that the household member has
committed the criminal activity, regardless of
whether the household member has been
arrested or eonvictcd for such activity.
(4) The owner may terminate the tenancy during
the term of the lease if any membcr of the
household has cngaged in abuse of alcohol
that threatcns the health, safety 01' right to
peaceful enjoyment of the premises by other
residents.
d. Other ~ood cause fol' tCl'mination of tenallcy
(I) During the initial lease term, other good cause
for termination of tenancy must be something
the family did or failed to do.
(2) During the initial lease term 01' during any
extension tcrm, other good cause includes:
(a) Disturbance ofneighbol's,
(b) Destmction of property, or
(c) Living 01' housekeeping habits that cause
damagc to the unit or premises.
(3) Aller the initial lease term, sllch good cause
includes:
(a) The tenant's failure to accept the owner's
offer of a new lease or revision;
(b) The owner's desire to use the unit for
personal or family use or for a purpose
other than use as a residcntial rentaluuit;
01'
(c) A business 01' economic reason 1'01'
termination of the tenancy (such as sale of
the properly, renovation or the unit, the
owncr's desire to rent the unit for a higher
rent),
c. Protections fol' Victims of Abusc.
(I) An incident 01' incidents of actual 01' threatened
domestic violence, dating violence, or stalking will
not be construed as serious or repeated violations of
the lease or other "good cause" for termination of
the assistance, tenancy, or occupancy rights orsuch
a victim.
(2) Criminal activity direclly relating to abuse, engaged
in by a member of a tenant's household or any
guest or othcr person under the tcnant's control,
Previous editions are obsolete
form HUD-52641 (1/2007)
ref Handbook 7420.8
Page 8 of 10
shall not be calise 1'01' termination of assistance,
tenancy, or occupancy rights if the tenant or an
immcdiate member of the tenant's family is thc
victim or threatcncd victim of domestic violcnce,
dating violence, or stalking,
(3) Notwithstanding any restrictions on admission,
occupancy, or terminations of occupancy 01'
assistance, or any Federal, Statc or local law to the
contrary, a PHA, owner or manager may
"bifurcate" a lease, or otherwise remove a
household member from a lcase, without regard to
whether a household mcmber is a signatory to the
lease, in order to evict, remove, terminate
occupancy rights, or terminate assistancc to allY
individual who is a tenant or lawful occupant and
who engages in criminal acts of physical violence
against family members or others. This action may
be taken without evicting, removing, terminating
assistance to, or otherwise penalizing the victim of
the violence who is also a tenant or lawful
occupant. Such eviction, removal, termination of
occupancy rights, or termination of assistance shall
be effectcd in accordance with thc procedures
prescribed by Federal, State, and local law 1'01' the
termination of leases or assistancc under the
housing choice voucher program,
(4) Nothing in this section may be constrned to limit
the authority of a public housing agency, owncr, or
manager, when notiJied, to honor court orders
addressing rights of access or control of the
properly, including civil protcetion orders issued to
protect the victim and issued to address the
distribution or possession of property among the
household members in cases where a family breaks
up.
(5) Nothing in this section limits any otherwise
available authority oran owner or manager to evict
or the public housing agency to terminate
assistance to a tenant for any violation of a lease
not premised on the act or acts of violence in
question against the tenant or a mcmber of the
tenant's household, provided that the owner,
manager, or public housing agency does not subject
an individual who is or has bcen a victim of
domestic violence, dating violence, or stalking to a
more demanding standard than other tenants in
detennining whether to evict or tcrminate.
(6) Nothing in this section may be construed to limit
thc authority of an owner or manager to evict, or
the public housing agency to terminate assistance,
to any tenant if thc owner, manager, or public
housing agency can demonstrate an actual and
imminent threat to other tenants 01' those employed
at or providing serviec to the property if the tenant
is not evicted or terminated from assistance.
(7) Nothing in this section shall he construed to
supersede any provision of any Federal, State, or
local law that providcs greater protection than this
section far victims of domestic violence, dating
violence, or stalking.
f. Eviction by court action, The owner may only evict the
tenant by a comt action.
g. Owncr notice of grounds
(l) At or before the beginning of a court action to
evict the tenant, the owner must give the
tenant a notice that specifics thc grounds for
termination of tenancy, The notice may be
included in 01' combined with any owner
eviction notice.
(2) The owner must givc the PHA a copy of any
owner eviction notice at the same time the
owner notifies the tenant.
(3) Eviction notice means a notice to vacate, or a
complaint or othcr initial pleading used to
begin an eviction action under State 01' local
law.
9. Lease: Rclation to lIAP Contract
If the HAP contract terminates for any reason, the lease terminates
automatically.
10. PIlA Tel'mination of Assistancc
The PHA may terminate program assistance far the family 1'01' any
grounds authorized in accordance with HUD requirements. If the PHA
terminates program assistance for the family, the lease terminates
automatically.
II. Family Move Out
The tenant must notify the PHA and the owner bcfore the family moves
out of the unit.
12, Security Deposit
a. The owner may collect a security deposit from the
tenant. (However, the PUA may prohibit the owner
from collecting a security deposit in excess of
private market practice, or in excess of amounts
charged by the owner to unassisted tenants, Any
such PIIA-required restriction must be specified in
the HAP contract.)
b. When the family moves out of the contract unit, the
owncr, subject to State and local law, may usc the
security deposit, including any interest on the
deposit, as reimbursement 1'01' any unpaid rent
payable by the tenant, any damages to the unit or
any other amounts that the tenant owes under the
lease.
c. The owner must give the tenant a list of all items
charged against the security deposit, and the amount
of each item. Aller deducting the amount, if any,
used to reimburse the owner, the owner must
promptly refund the full amount of' the unused
balance to the tenant.
d. If the security deposit is not sufficient to cover
amounts the tenant owes under the lease, the owner
may collect the balancc from the tenant.
13, Prohibition of Discrimination
In accordance with applicable equal opportunity statutes, Executive
Orders, and regulations, the owner must not discriminate against any
person because of race, color, religion, sex, national origin, age,
familial status or disability in connection with the lease.
14. Conflict with Other Provisions of Lease
Previous editions are obsolete
Page 9 of 10
form HUD-52641 (1/2007)
ref Handbook 7420.8
a. The terms or the tenancy addendum arc prescribed
by HUD in accordance with Federal law and
regulation, as a condition for Federal assistance to
the tenant and tenant's family under the Section 8
voucher program.
b. In case of any conniet between the provisions of the
tenancy addendum as required by I-IUD, and any
other provisions of the leasc or any othcl' agreemcnt
between the owner and the tenant, the requirements
of the I-IUD-required tenancy addendum shall
control.
15.
Changes in Lease 01' Rent
a. Thc tenant and the owner may llolmake any change
in the tcnaney addendum. However, il'thc tcnanl and
the owner agrec to any othcr changes in the leasc,
such changcs must bc in writing, and thc owner
must immcdiately givc the PIIA a copy of such
changes. Thc lease, including any changes, must be
in accordancc with the rcquirements of the tenancy
addendum.
b. In the following cases, tcnantMbased assistance shall
not be continued unlcss the PHA has appl'Oved a
ncw tenancy in accordance with program
requiremcnts and has executed a new HAP contract
with the owner:
(1) II' thcrc are any changes inlcase requircments
governing tenant or owner rcsponsibilities fol'
utilities or appliances;
(2) If there arc any changes in lease provisions
governing the tcrm orthe lease;
(3) If the family moves to a new unit, even if the
unit is in the same building 01' complcx.
c, PHA approval of thc tenancy, and execution of a
new HAP contract, arc not required for agrced
changes in the lease other than as specified in
paragraph b.
d. The owner must notify the PIIA of any changes in
the amount of the rent to owner at lcast sixty days
before any such changes go into effect, and the
amollnt of the rent to owner following any such
agreed change may not exceed the reasonable rent
for the unit as most recently determined or
redetermined by thc PIIA in accordance with HUD
requirements.
16. Notices
Any notice under the leasc by the tenant to the owner 01' by the owner
to the tenant must be ill writing.
17, Definitions
Contract unit. The housing unit rented by thc tenant with assistance
under the program,
Family, The persons who may reside in the unit with assistance under
the program.
HAP contl'act. The housing assistance payments contract between lhe
PHA and the OWller. The PHA pays housing assistance payments to the
owner in accordance with the HAP contract.
Houschold. The persons who lllay reside in the contract unit The
household consists of tile family ami any PH A-approved livc~in aide.
(A liveMin aide is a person who resides in the unit to provide necessary
supportive services for a member of the family who is a person with
disabilities,)
Housing {Juality standards (llQS). The HUD minimum quality
standards for housing assisted undcr the Section 8 tenantMbascd
programs.
HUD, The U.S, Department ofl-Iousing and Urban Development.
I-I11D rcquircmcnts. HUD rcquirements for the Scetion 8 program,
HUD requircments arc issued by HUD headquartcrs, as regulations,
Pedcral Register notices 01' other binding program dircetives
Lcase. The written agreement between the owner and the tel Page 11 of 11
lease of the contract unit to the tcnant. The lcase includes the tenancy
addcndum prescribed by IIUD.
PHA. Public Housing Agency,
Prcmiscs. The building or complex in which the contract unit is
located, including common arcas and grounds,
Pl'ogl'um. Thc Section 8 housing choice voucher program.
Rent to owncl'. The total monthly rent payable to the owner for the
contract unit The rent to owncr is the sum of the portion of rent
payable by the tenant plus the PIIA housing assistance paymcnt to thc
owner.
Scction 8. Section 8 orthe United States Housing Act oj' 1937 (42
United States Code 1437f).
Tcnant. The family member (or members) who leases the unit from the
owner.
VOllchcr 11I'ogl'am. The Section 8 housing choice voucher program,
Undcr this program, HUD provides funds to an PIIA for rent subsidy
on behalf of eligible families. The tenancy under the lease will be
assistcd with rent subsidy for a tenancy under the voucher program.
Previous editions are obsolete
Page 10 of 10
form HUD-52641 (1/2007)
ref Handbook 7420.8
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meetinc of: Januarv 27, 200
AGENDA SECTION: Business Items ORIGINATING DEPARTMENT EXECUTIVE
NO: 13 HRA DIRECTOR
APPROVAL
ITEM: Office Computer / Internet Needs BY: Lisa Wilcox-Erhardt BY:
DATE: Januarv 20,2009
9
BACKGROUND: The Parkview Villa office is experiencing computer / Internet difficulties.
The wireless connection currently provided is slow and unreliable. The speed makes it
difficult for staff to access Yardi Voyager (property management software). The fiber optic
cable that currently connects the office to the Internet / city server is broken. Internet
connection has been sporadic at best. A new Internet connection needs to be established.
The two options being considered are to contract with an Internet provider, Comcast, or
replace the existing faulty fiber optic cable. Staff believes that Comcast will provide the best
service and improve the overall network reliability for current usage and for future usage at
the office. Monthly charges for Comcast would be $64.95. We would also suggest
purchasing a sonic wall through Sonic Systems to add another level of security. This is a
one-time charge of $319.24.
Additionally, both of the office computers need to be replaced. One of the systems is a
dumb terminal that connects directly to the City's terminal server. This is slow at times and
access to the terminal server is shut off after regular business hours. The second computer
is connected to the Internet, but is also very old and slow. To totally replace both computers
we have a cost quote from DELL for $1799.72.
RECOMMENDATION: Staff recommends the HRA approve purchasing two computers,
have Comcast provide a new Internet connection, and purchase the sonic wall for added
security.
RECOMMENDED MOTION: Move to approve the purchase of two computers for $1799.72,
enter into an agreement with Comcast to provide Internet service for $64.95 per month, and
purchase the sonic wall from Sonic Systems for the quoted price of $319.24.
Attachments: Comcast Quote, Sarcom Quote, Dell Quote
HRA ACTION:
G:ICommunity DevelopmentlHRA 200910ffice Computer Internet Needs
COMCAST AGREEMENT
l;U::; I UMl::K INl"UKMAIIUN {::;Brvloo LOCaUOn}
<h'
Address 1 965 40TH AVE NE
Address 2 Office
Prlmary Contact FIrst NamefLast Name Laura Sheek
Business Phone (651) 291.1750
Cell Phone
Pager Number
TechnIcal Contact First NBmellast Errca Rogers
Tecl'mical Contact Buslness Phone (651) 290.6251
Property Manager FIrst NamalLast
Clly Mlnneaoolis
State MN
Zip Code 55421
County
Emall Address laura sheak<lUoommonbond,ofQ
Primary Fax Number
Tech Contact Qn-$lte No
Technfcsl Contact
Property Mgr. Phone
BilLING INFORMATION
Billing Account Name CommonBond-Perkvlew VIllas
BIlling Name (3rd Party Accounts)
Address 1 328 KellOOQ Blvd W
Address 2 .
Billing 90ntact FIrst Name Laura
B11Ilng Contact Last Name Sheak
Tax Exempt. Yes
-If yes, please provide and atlach tax exempUon certlfilX\te.
City St Paul
State MN
ZIP Code 55102
County
BIlling Contact Emall laura sheaktmcommonbond.orCI
S!lllng Contact Phone (651) 291-1760
BlIllng Fax Number
BASE SERVICES AND INSTALLATION
Business C[a~. Products: Product Name Monthlu
Corneast Business Class Internet
StandtHd $59.95
Com cast Buslnes~ Class TV~
'Nvll;l~aiAlleiohQ(M;Qmce$
Multi-Product Discount
$0.00
Total Monthly Service Charge .'0 0'
CUSTOM tNSTALLATION AND CONSTRUCTION ADDENDUM'
As sat forth In 8eol100 2.6 of lha COO1C!l5ltY.{ofkpl~ca GM~ral Term ond
C~nd'rtIons. Comqasl has determined tllal CUstom Inslallatlon Is
necCt:teeery forthe servica tocallon desQriged above as folfowa:
". ,..
Total Custom InstallatIon Faa"s::
*Less Fees Paid by Comoosl:
$0.00
$0.00
$0.00
Fees Due Comcasl:
*Any Custom Installation Fee amount absoJbed by Corneas! must be
immediately !>a1d by you to Corneast II the applicable Sales Order [s
terminated prior 10 the end or1he
OPTIONAL SERVICES
Monthly
Intemet Options
MonUlly
Slatic IP $5.00
BusIness Class Emall
BusIness Class Webhostlna .
TV 0 tions
AtlditJonal Oullels
HDTV Box Charges
Muslo Cholce
S rts Pack
Other Programming
TOTAL SERVICE CHARGES
Service Tenn (Months)
24
Promotion Code'" (if applicable)
.Prorllctkmrode-deml lmln~ I~cm
Total Installation $0.00
*Does not include Custom Installation Fees
Total Monthly Service
Total Optional Services
Monthly
$59.95
$5.00
Total Recurr1ng
$64.95
.Applrcable federal, slate, and local taxes end fees may
SPECIAL INSTRUCTIONS
Download speeds up to 6M/upload speeds up to 1 M.
Agreed to free Installation with 2 year agreement.
IS'
Business Class Web Hosting Services
I
\
I
....................... .................,-.....................-....-."........ --........... ..................................,..........
Microsoft Office Communication Services
Microsoft Office Outlook E-mail Included with Internet Service
Business Class Internet L1le 2 Web Access
Business Class Internet Standard 4 Web Access
Business Class Internet 8 Full Access
Starter Web Hosting Package Is InCluded with Internet Service
Web Hostlng Upgrade Options (Select One)
Business
o
o
o
Commerce
I Transfer Existing Corneas! .net Emall
I No
Professional
Ives
I Equipment
liP Gatewav
IStatiGIP
INumber of Statio
o
'115 or 13 SIirl!u IP'e ~re rcql,lesled a &InUC IP ju5tlficatlorl form
Outle! Details
COMCAST BUSINESS CLASS TV CONFIGURATION pETAILS
Location Outlet:T\lpe '. .'. NO Cost HD Box
primary
A01
A02
A03
A04
A05
1. Agreematll Th16 ComCCliSt Business Class SONlce Order Agreement sets forth the terms and conditions undor whloh Corneast Cable CQmmunlcat!ons M<tnagamenL LLC Qnd lis
operaUng amllates ("comcasr) wlll provioo ihe SeNices to Customer. ihls COMeast Business Class SeNlce Order Agreemont consIsts of this dooumant rSON), the st~ndard Corneast
BusIness, Class Terms and Candldons ("Terms and CQndmons"), and any jolnUy oxeculed amendments C'AmondmG1\ts"), colleQttvely referred to Bathe -Agreement", In the evanlof
InconsIStency among these documenw. precedence wlll be as. follows; (1) Amendmanls, (2) Terms and COOO"10113, and (3) this BOA, ThIs agreement shall commence and ,become a
legally bInding f.lgreement I,lP<lO Customer's exeoullon of the SOA. ThG agreoment shallletmloate as fiel forth in the Terms and CondI1lol1${hUp:J(www.comca6l<:omJbusinessJleg31).AlI
(:spltallzed Icm'lS not defined In this BOA shan have the deOnlUons given to them In Ole TeRnS and CoodlUons. Usa of the Services is also subjecllo the then current High-Speed Inlemel
fot Business Acceptable Use Policy loealed al hUp:llwotk.comcasf.netllegallaup.asp (or any successor URL), and the then eummt Hlgh--5pged Internet for Buslnes's Privacy polley
loof,lled at hup:/Avork,comcast.nelJlegallprlvacy,asp (or any successor URL), both of which Corneas! may update from lime to time.
2. Each Comcast Bus1ness Class Service ("Service") carries a 30 day money back guslllntee.lf willi!n the firat lhlrty daya following ServIce ecliVl11ion Customer Is nol completely
satisfied, Customer may cancel Service an([ Corneasl will issue a refund for ServIce cha1{lBS actuaUy paid by Customer, custom installation end opuonal aervloo fees excluded, In order to
be eligible for lhe roJund, Customer must cancel Service wilhln thirty days of activallon and reI urn any Comoo$t-provided <lqulpmont In good working order, In no event shall the refund
exceed $500.00.
3. Modlncallons: All modiflcalioiu'I io the Agreemenl, if any, musl be captured In a wtitten Amendmenl, executed by an authurlzed Corneasl Seolor Vioo pre'sldent and Ula cuslomer. All
other attempls to modify lhe Agreement shaH bQ void and non-bInding on Comcasl Customer by signing balow, egrees and a.ocept'l;llhe terms and
CUSTOMER SIGNATURE
By sIgning below ouslomet agrees and accepts lhe Terma and Conditions of this
A~~~menl. General Terms and Conditions oon be round 3t
htt ://www.comcsstcomlbuslnesaJleoal
Slgnalure:
Name:
Title: -- -
.~ '
..!I:
W~
~
FOR COMCAST USE ONLY
Sales RepreeentaUve Tom Dickie
Sales Representative Code 5214
Sales Manager/Director Name Kevin LInehan
Sales Manager/Director
DIvisIon Mid-West
lead ID 1626476
OpsTrack@ - OpsTRACK Quote
Page] of 1
SA
?~J
Description;
PO Number:
Phone Number:
Fax Number:
Ship Via:
(949) 394-1404
(310) 630-3229
FedEx Ground
Quote Number: Not Available
Created By:
Created Date:
Order Notes:
,------
'IBiI1TO:
COMMONBOND COMMUNITIES (227426)
I AlTN: ADAM BRODERICK
328 W. KELLOGG BLVD.
I SAINT PAUL MN 55102
1...._
I r .......................-.-..................--.-...
Ship To:
I COMMONBOND COMMUNITIES (27426,1)
328 W. KELLOGG BLVD.
I SAINT PAUL MN 55102
.J
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Financing is Available! No Payments for 90 days!* Ask liS today about SARCOM Leasing solutions.
*Subject to credit approval.
Thank you for giving SARCOM the opportunity to quote you these items.
We look forward to doing business with you in the future.
Product Prices and Sales Tax are subject to change without notice and a Freight charge may be added to the Invoice,
Availability is based on ETAs provided by the vendors on the day this quote was generated.
file://C:\Documents and Settings\bl'oderick\Loca] Settings\Temporary Internet Fi]es\Cont... ]2/30/2008
Page 1 of2
~\~
DELL
QUOTATION
Date: 1219108 9:17:50 AM
QUOTE #: 464002112
Customer #: 4686954
Quote Date: 12/9/08
Customer Name: COMMON BOND COMMUNITIES
TOTAL QUOTE AMOUNT: $1,799.72
Product Subtotal: $1,729.72
Tax: $0.00
Shipping & Handling: $70.00
Shipping Method: Ground Total Number of System Groups: 1
GROUP: 1 I QUANTITY: 2 SYSTEM PRICE: $864.861 GROUP TOTAL: $1,729.72
ease Unit: OptlPlex 756 Minitower,Core 2 Duo E7200/2.53GHz,3M,1066FSB (223-9123)
Processor: NTFS File System,Factory Install (420-3699)
Mamory: 1.0GB,Non-ECC,800MHz PPR21xlGB,OptIPlex 7661740 (311-7348)
Keyboard: Dell USB Keyboard,No Hot Keys English,Black,Optlplex (310-8010)
Monitor: Dell UltraSharp 1708FP Flat Panel with Height AdJustable Stand,17.0 Inch VIS,OptiPlex Precision
and Latitude (320-6291)
Video Card: Integrated Video,GMA3100,Dell OptiPlex 766 (320-5642)
Hard Drive: 80GB SATA 3.0Gb's and 8MB DataBurst Cache,Doll OptlPlex 766 (341-5472)
Floppy Disk Drive: 3.5 inch,1.44MB,Floppy Drive Dell OptlPlex 740,755 and 330 (341.4006)
Floppy Disk Drive: Cable for 3.6IN,1.44MB Floppy Drive, Dell OptlPIl}x Minitower (330-0474)
Opm'atlng System: Windows XP PRO SP3 with Windows Vista Business 1olcenseEnglish,Dell Optlplex (467-6047)
Mouse: Dell USB 2 Button Optical Mouse witt! Scroll, Black OptiPlex (310-9627)
reu: ASF Basic Hardware Enabled Systems Management (No Upgrade to vPro/iAMT) Dell OptlPlex
(310-9482)
CD-ROM ot DVD.ROM Orlve: 16X DVD+l-RW,SATA,Dell OptlPlex 755 Desktop or Mlnltower (313~6426)
CD-ROM or DVD.ROM Drive: Roxlo Creator Dell Edldlon,9.QDell OptlPlex (420-7963)
CD-ROM ot DVD-ROM Drive: Cyberllnk Power DVD 8.1,wlth Media,Oell OptlPlexlPreclslon (420-9179)
Speakers: Dell AX610 black Sound Bar forUltraSharp Flat Panel DlsplaysDell Optlplex/Preclslon/ Latitude
(313-6414)
Documentation Diskette: Resource DVD contains Diagnostics and Drivers for Vista Dell OptlPlex (310-8162~
Documentation Dhiikctte: Resource CD cont~lnB Diagnostics and Drivers for Oell OptlPlex Syatems (313-7168)
Factory Installed Software: Dell Energy Smart Power Management Settlngs Enabled OptlPlex (310-9504)
Service: Dell Hardware Limited Warranty Plus Onslle Service Initial Year (989-1687)
Sorvlce: ProSupport for IT: 7x24 Technical Support for certified IT Staff, 2 Year Extended (984-0012)
Service: ProSupport for IT: 7x24 Technical Support for certified IT staff, Initial (984-6660)
Service: Dell Hardware Limited Warranty Plus Onslte ServIce Extended Year(s) (989-1588)
Service: ProSupport for IT: Next Business Day Parts and Labor Onsile Response Initial Year (985.6060)
Service: ProSupport for IT: Next Business Day Parts and Labor Onslte Response 2 Year Extended (986-
0602)
Service: Thank you choosing Dell ProSupport. For tech aupport, visit htlp:l1support.dell.com/ProSupport
or c.1I1-866.616-31 (080-3449)
file://C:\Documcnts and Settings\broderick\Local Settings\Temporary Internet Files\Cont... 12/30/2008
. .
Page 2 of2
Installation: Standard On~Slte Installation Declined (900~9987)
Mise: Shipping Material for System Smith Minltower,Del1 OptlPlex (310-9330)
Vista Premium Downgrade Relationship Desktop (310-9161)
Thank you for buying Intel/Dell (466-9045)
Special Pricing Applied (463-0742)
Thank you for buying l~tellDell (466-9045)
Special Pricing Applied (463-0742)
Info SKU-Software and Peripherals products and solutions catalog Included In system boxes
(310-8977)
COMMENTS
.DISCOUNT $260.27
-DISCOUNT/COUPON APPLIED
SALES REP: Chaz Steen PHONE: 512-946-1061
Email Address: Chaz_Steen@dell.com Phone Ext: 9461061
For your convenience, your sales representative, quote number and customer number have been
included to provide you with faster service when you are ready to place your order. You may also
place your order online at www.dell.cClm/qllote
This quote is subject to the terms of the agreement signed by you and Dell, or absent such agreement,
is subject to the applicable Dell terms and conditions agreement.
Prices and tax rates are valid in the U.S. only and are subject to change.
Prices and tax rates are valid In the U.S. only and are subject to change.
"Sa/es/use tax Is a destination charge, I.e. based on the "ship to" address on your purchase order.
Please indicate your taxability status on your PO. If exempt, please fax exemption certificate to
Dell Tax Department at 512-283-9239, referencing your customer number.
If you have any questions regarding tax please call 800-433-9019. .-
All product and pricing Information Is based on latest Information available. Subject to change without
notice or obligation.
LCD panels in Dell products contain mercury, please dispose properly. Please contact Dell's Asset
Recovery Services group for EPA compliant disposal options at US_Dell_ARS_Requests@dell.com.
Minimllm quantities may apply.
file://C:\Documents and Settings\broderick\Local Setlings\Tempofmy Internet Files\Cont... 12/30/2008
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of: January 27, 2009
AGENDA SECTION: Business Items ORIGINATING EXECUTIVE
NO: 14 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: Security Camera Proposal BY: Scott Clark BY:
DATE: January 20,2009
BACKGROUND:
In 2008 the HRA Commissioner's found out that Parkview Villa's security cameras have not
been operational for a minimum of two and a half years. Due to the need for security, liability,
control and other management necessities staff has secured a bid proposal through Marco;
who is the vendor that supplies the security cameras for the City's liquor store. The attached
bid is in the amount of $10,328.04. This proposal was not competitively bid as the proposal is
viewed as a continuation and an amendment to existing City services as this same firm has
supplied the hardware and software for the liquor store security. Having one security system
Citywide provides ease of use for the various parties that must use it (IT Department and
Police specifically). The proposal calls for re-establishing six existing camera locations plus
adding one at the entrance to the garage and one at the back of the building near the trash
dumpster. This system will also allow the addition of four additionallP (internet protocol
cameras) at a later date if needed.
All affected City Departments (Finance and IT, Police, Community Development) and
Common Bond have reviewed the proposal and there is complete agreement on the
recommendation to proceed with this proposal as written. If the HRA proceeds with this, an
action should be taken to transfer funds from Parkview Villa North and South's fund balance
(approximately $649,000 and $300,000 respectively) as this was not included in the 2009
operational budget.
RECOMMENDATION: Staff recommends approval of the bid as written and the transfer from
the Parkview Villa fund balances as stated.
RECOMMENDED MOTION:
Motion: Move to Approve the proposal from Marco to purchase Security Cameras for
Parkview Villa in an amount not to exceed $10,328.04 from Funds 203 and 213; and
furthermore, to authorize the Chair and Executive Director to enter into an agreement for the
same.
Attachment: Marco Bid
HRA ACTION:
G:ICommunity DevelopmentlHRA 20091Security Camera Proposal
Phone:
Fax:
Email:
Scott Cia rk
City of Columbia Heights/
CommonBond Communities
Parkview Villas
965 40th Ave. NE
Columbia Heights, MN 55421
763.706.3672
763.706.3601
scott.cla rk@ci.columbia-
heights.mn.us
Client Name:
Company Name:
Address:
Date:
January 20, 2009
Technology Advisor:
Phone:
Email:
Web:
Steve Marsden
651.634.6108 or 800.892.8548
stevem@marconet.com
www.marconet.com
Document Number:
SPM:ms
SPM0119_1
i:;'iii;;;;'(..,
Marco Overview
Successful Implementation of any business application starts with
a network foundation that supports it. That's what makes Marco
so unique. Our depth of expertise starts with the backbone of
your organization - your network. We help organizations manage
their information by applying network expertise to voice, data,
video, and print solutions.
Marco is your one connection for making all of your networking
solutions work together. What that means is you work with one
team of experts that know your network and bring the knowiedge
to heip you achieve new ieveis of performance and productivity.
Implementing an effective video system begins by understanding
your unique requirements. Marco's experienced engineers will
work with you to design and configure a surveillance system
based on your organization's security and business needs. Our
20+ years of expertise in data networking, combined with our
expert knowledge in digitai video, gives us the technical expertise
to impiement and support both Ethernet and IP video
applications. You can be confident you're working with the best!
Marco offers state-of-the-art digital video surveillance systems
from March Networks - a leader of Innovative digitai video and
data applications used for security surveillance, monitoring,
analysis, and business optimization. Together we are committed
to helping you connect the right technology to protect your
customers, employees, facilities, and assets.
F''',
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. Marco Proposal
....-.---...---...-----. .----.,...--------..---.-----.---------------- -.---------------
morC9
www.marconet.com
:'?
Marco Proposal
March Networks 4208LC Digital NVR
. High Capacity Storage - Up to (4) 750 GB hard drives - 3 TB of storage
. Simple swap out of hard drives
. MPEG-4 compression w/A.C.T. @ for most advanced & efficient video processing
. Supports 4 IP or IP M Pixel Cameras
. Rapid evidence retrieval & export to USB memory stick or external media burner
Mirroring of hard disks is standard
. External Raid Video Storage available
. Optional audio, alarm and data inputs/outputs for PTZ cameras and POS integration
. Internal UPS to filter out power fluctuations and for shutdowns
. Linux operating system stored in flash memory- high reliability
. Wall or rack-mountable without adding additional hardware
. Gridded motion detection
. Docking station architecture for ease of serviceability - no need to disconnect for service
. Full networking features or Simple Local User Interface via mouse and monitor
. Icon based design-simple & easy to use
. Multiple camera view layouts
. Multiplexed monitor output with local live and archived video viewing and searching
from analog cameras without a PC
. Simple local user interface using mouse and VGA monitor
. Always-on priority recording and instant replay control for alarm events
--_._,------_._-~---'._-. ._---_..,_._---_...,._----,--~--------
www.marconet.com mOrC0
Marco l'roj)osal
1
o
1
1
R5 Client Operating Software Standard (Includes Evidence Manager,
Investi atar & Live Monitorin Console Standard
500 GB Hard Disk Drives 4 Drives coming with 4208LC at T.V. I)
Indoor Camera Power Su I
Outdoor Camera Power Su I
High Resolution Indoor Vandal Resistant FlexlDome Color
Cameras with Ni htSense Includes lens, mount Ius accessories
High Resolution Outdoor Vandal Resistant FlexlDome Color
Cameras with NightSense (Includes lens, pendant wall mount plus
accessories
High Resolution Fixed Color Camera with NightSense
. Cameras to replace existing cameras. New cameras to be installed in
existing housings. 2 in garage, 1 outside near main entry, 1 outside on
utilit Ii ht ole in arkin lot.
Hardware Investment
DVRjNVR Confi uration Setu Installation & Trainin
Camera Cate or 5e Cable
Outdoor Camera Power Su I Cable 14 AWG
Camera Coaxial Cable & Camera Power Su I Cable
Camera Cablin & Camera Installation Services
BNC to RJ-45 Baluns
Cate or 5e Data Li ne
4' & 10' Patch Cables
Professional Installation Services Data Line
Miscellaneous Anchors, Caulk, Tie Wraps, Raceways, Ends,
Stra s Parts Ius Su lies
2
2
4
4
www.marconet.com
778.00
910.10
95.00
morco'
Marco Proposal
Notes:
. Lift rental is billable at $150.00-$350.00 per day.
. Technicians will replace the existing two cameras in dome housings located at the exterior of the
bUilding just outside the main entryway & in the dome housing located on the utility pole in the
parking lot.
. Please note it is assumed that the existing wire is sufficient. If new Wiring is needed pricing
adjustments will be necessary. (Testing Jan. 12 suggests existing camera wiring should be O.K.).
. Technicians will replace the two existing "board" cameras viewing entryways with a vandal
resistant, FlexiDome camera. Cameras include NightSense @.
. Technicians will wire and install two new vandal resistant, dome style cameras:
. 1 will be installed on the exterior side of the garage door area to provide a general view of the
sidewalk area (Please reference photograph for example).
. 1 camera will provide a general view of the dumpster and garage space area (Please refer to
photograph for example).
. Technicians will replace 2 existing cameras located in the garage that are in Pelco housings. The
2 new cameras will be inserted into the existing pelco housings. It is assumed that the existing
Wiring is sufficient. If new Wiring is required pricing adjustments will be necessary.
HRA Chair-Tammera Diehm
Date
Marco Technology Advisor
Date
The illJove lJricing does not include applicable sales tax iU1(/ is subject to tecllnica/ rGvicw/approvnl.
Prices quoted arc subject to c:hanye and should be verified before placing your ord(~r,
Executive Director-Walter R. Fehst
-.--------..---.,---.-.-...----......----..-.-----..-------
www.marconet.com
morC'T
..,...'-....;.,
Marco Proposal
Managed Video! Audio Security Surveillance Solution "Silver" Program
Managed Video/Audio Security Surveillance Solution includes product & services for March
Networks Security Surveillance system, cameras, plus accessories. System will be maintained
and monitored by March Networks & Marco, including remote health monitoring, software
upgrades, software patches, system anaiysis, plus management reports. System to be
configured for up to 8 color cameras, including 4 outdoor and 4 indoor. Program also Includes
ongoing training as needed; up to two on-site visits per year.
Monthly Payment Includes:
. Parts and Service Coverage for NVR, NVR Hardware, Software & Accessories
. Free Software Upgrades and Disaster Recovery Provision
. Use of all Hardware and Software Associated with Your System
. Repair Service for the NVR, NVR Hardware / Software for Full Term.
. Installation (Including all required hardware and surge protectors)
. Telephone support is up to 4 hours per year
. System Training for the Life of the Agreement; up to two on site visits per year.
. Remote Programming Changes
. Remote Health Monitoring & Management
. Daily Scans and Problem Reports
. Remote Diagnostics and Troubleshooting
. Software Patches
. Monthly System Reports
. Guaranteed Rates for Expansion
. Upgrade Flexibility
. Risk of Loss Coverage (Acts of God) for NVR, NVR Hardware / Software & Accessories
. Guaranteed Renewal Option
Investment
Monthly Fixed Payment ............. .......... .......... ..... ........................ ..................... 60/Month
Agreement Period...... ...... ................... ...... ....... .... ............... ................... $289.35 Months
Deposit ................ ..... ...... ........... ....... ....... ....................... First Month's Payment plus Tax
The above pricing does not in<:lude applicable salcs tax,
Rate,s quoted arc, guaranteed for thirty (30) days.
-_..,~-_.,_.~--_._-_..-_.."._"---_....-_.._.__..."_._-_.__."---,_.~_._..-
www.marconet.com
morcg'
Marco, Proposal
Optional Equipment
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
Bosch Indoor Hi h Resolution Color Black and White Camera
Bosh Hi h Resolution Color Black and White Flexidome Camera
Bosch Outdoor High Resolution Color/Black and White Camera
with Heaters and Blowers
Louroe Microphone and Pre-Amp Assembly Kit
. 3108 and 4000 Series
Extra 400 GB Hard Drive for Extended Stora e
I-Year Extended Manufacturer Warrant for 4316C
Bosch Indoor High Resolution Color/Black and White PTZ
Camera AutoDome
Bosch Outdoor High Resolution Color/Black and White
EnviroDome PTZ Camera
Bosch PTZ Jo stick Controller
March Networks RS-232 PTZ Controller Adapter
. 400 Series Onl
March Networks PTZ Cable Assembly
. 3108 and 4000 Series
March Networks Alarm Card
. 16 In uts and 4 Out uts for 4000 Series Onl
March Networks Audio Card
. 6 Audio Channels for 4000 Series Onl
Uninterruptible Power Supply for 4000 Series DVR
. A roximatel 30-45 Minutes at 100 Watts
- OR-
Uninterruptible Power Supply for 4000 Series DVR
. A roximatel 50-60 Minutes at 100 Watts
Viewsonic 20" Flat Panel Monitor
Mountin Bracket
R5 Client 0 eratin Software Professionai
660.00
1 805.00
2 755.00
750.00
390.00
145.00
150.00
395.00
325.00
------------------....-------------..------"---...----.-.---------.-----
www.marconet.com
morco
Marco Proposal
Notes
If viewing is required remotely, a high speed internet connection and viewing software are
required on the remote Pc. Programming and installation services for this are billed at $89.00 per
hour.
Viewing Requirements:
Computer with 1.0 GHz equivalent (or higher) processor
. 512 MB (or higher) of system RAM
. Quad speed (or faster) CD-ROM drive (optional CD-RW capability for transferring evidence to disk)
. 10/100 Mbps Ethernet Card
. Sound Card with speakers or headphones (oniy required when working with a recorder that has
connected audio devices, such as microphones)
. Microsoft Windows XP SP2
. 40 MB of space free on hard drive for software; additional space required for storing of recorder
and evidence information
. PCI or AGP video card:
o Video RAM minimum 16 MB, Recommended 64 MB
o Screen resolution: minimum 1024 x 768, Recommended 1280 x 1024 (or greater)
o Highest (32-bit) color quality
If multiple simultaneous video playback windows are required, video frame rates, quality, and
resolution are high, or a large number of recorders are to be monitored, computer specifications may
need to be increased.
----......----.-,---.., ._._------_..,.._~----"--_.,-
www.marconet.com
morC0
Marco <Proposal
Warranty
Your equipment is covered by its respective manufacturer warranties. Please consult the warranty
documentation that accompanies the product for details. Any charges from the manufacturer are the
sole responsibility of the customer (including, but not limited to, shipping, travel and/or labor
charges). Marco can provide assistance with the processing of these warranties at our normal service
rates. Optional contracts or warranty enhancements are available for an additional fee at the time of
purchase.
Enhanced Warranty Options:
;;:;lLVER f~A!;KAGE fUll.J>ER\lJ.!;!;L~iUPEO!U AGRE;'!;;M.!;t'jT
Guaranteed 48 hour hardware replacement with like unit. All NVR hardware, software and labor
services are included.
Annual Investment $965.00
NOTES:
March Networks also has a 24-hour customer care (service) toil-free number available at no additional
charge.
Acts of God not covered under Warranty Agreement
I understand the Full Warranty Agreement and its benefits.
I hereby.."
Accept the Silver package.
Decline the program.
www.marconet.com
morCG
I
I Marco Proposal
Returns
In the event merchandise must be returned because of damage, error, or dissatisfaction, we ask you
to:
. Return the UNOPENED merchandise within fifteen (15) days.
. Make sure the product is returned in the original undamaged/unmarked box.
. Recognize that special or custom orders are non-returnable.
. Understand that software and PC components are subject to vendor approval and restocking fees.
. Opened and/or marked merchandise are aiso subject to vendor approval/refusal. Customer may
be subject to vendor restocking fees.
. PLEASE! Upon receipt of merchandise, stop; make sure specifications are correct before opening
or marking merchandise.
Payment Terms/Re-Stocking Fees
Payment terms are net 15 days from date of invoice. For orders over $25,000, we reauire twenty-
five percent down at time of order, fifty percent at time of delivery, and twenty-five percent may be
held for performance.
www.marconet.com
marCQ'
COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY
Meeting of: January 27,2009
AGENDA SECTION: Business Items ORIGINATING EXECUTIVE
NO: 15 DEPARTMENT: HRA DIRECTOR
APPROVAL
ITEM: HRA Policy Regarding Commissioner BY: Scott Clark BY:
Contact with Entities Submitting Bid DATE: January 16, 2009
Proposals
BACKGROUND:
Due to potential issues that arose with Common Bond's management contract in 2007/2008, it
has been suggested that the HRA pass a policy regarding Commissioners declaring if there
has been any contact with bidders on individual proposals. Attached is language regarding the
same for discussion and action.
RECOMMENDATION: Staff recommends approval of the attached policy as modified by the
HRA.
RECOMMENDED MOTION: Move to Approve the HRA Policy Regarding Commissioner
Contact with entities Submitting Proposals to the Authority.
Attachments: RFQ Policy
EDA ACTION:
G:ICommunity DevelopmentlHRA 20091Policy Regarding Commissioner Contact for RFP, RFS
HRA Policy Regarding Commissioner Contact
With Entities Submitting Bid Proposals To The Authority
This policy is specific to the Housing and Redevelopment Authority's issuance of
Request for Proposals (RFP) and/or Request for Services (RFS). All Housing
and Redevelopment Commissioners shall state to the Board as a whole any
contact that has been made with any organization or individual who has
submitted a proposal. The nature of the discussion, whether verbal or in writing,
shall be specifically stated and the individual Commissioner shall also state
whether this contact should preclude him/her from voting. The rest of the Board
members shall retain the right to declare a conflict of interest and preclude the
subject Commissioner from voting, or if conditions warrant, to restart the bidding
process. As a general policy, Commissioners shall refer questions regarding a
RFP or a RFS to staff to ensure both: 1) maximum equitability regarding
information and 2) if the need arises, to amend proposals to all parties if it is
discovered that an error or omission occurred with the original proposal.