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HomeMy WebLinkAboutOctober 28, 2008 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 CommonBond 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 an hand;s 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 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. Housing & 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 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 RESOL VED the financial statements are acknowledged and received and the list of bills as presented in writing are approved for payment out of proper funds; Bnd BE IT FURTHER RESOL VIED this resolution and attachments are to be made a part 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 advertised 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 CERTIFICA 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 Cettification In regard to Public Housing Agency Compliance with the PHA Plans and Related Regulations; and WHEREAS, such Certification also requires the formal approval of the Board of Commissioners; NOW THEREFORE BE IT RESOL VED, by the Board of Commissioners of the Columbia Heights Housing & Redevelopment Authority that the attached (Appendix) Public Housing Agency Certifications of Compliance with the PHA Plans and Related Regulations Is hereby approved. Housing & Redevelopment Authority Minutes October 28, 2008 Page 3 of8 Business Items 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. Housing & Redevelopment Authority Minutes October 28, 2008 Page 4 of 8 HRA RESOLUTION 2008.06 RESOLUTION OF THE HOUSING AND REDEVELOPMENT AUTHORITY ADOPTING THE 2009 BUDGET FOR PARKVIEW VILLA NORTH. BE IT RESOL VED By the Columbia Heights Housing and Redevelopment Authority (HRA) of Columbia Heights, Minnesota as follows: WHEREAS, Parkview Villa North (PVVN), a 101 units rental aparlment 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 Councillor approval/he 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. 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. Housing & Redevelopment Authority Minutes October 28, 2008 Page 5 of8 HRA RESOLUTION 2008-07 RESOLUTION OF THE HOUSING AND REDEVELOPMENT AUTHORITY ADOPTING THE 2009 BUOGET FOR PARKVIEW VILLA SOUTH. BE IT RESOL VED By the Columbia Heights Housing and Radevelopment Authority (HRA) of Columbia Heights, Minnesota as follows: WHEREAS, the City had constructed in 1991 Parkview Villa South (PVVS), a 45-unit rentai apartment building, for the purpose of providing housing for low-income seniors age 55 and older. NOW, THEREFORE BE IT RESOLVED 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 very 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 entry 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, Terry 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 to Unicorp 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. Housiug & Redevelopment Authority Minutes October 28, 2008 Page 6 of8 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 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 Section8 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 8 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 8 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 8 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 8 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. Housing & Redevelopment Authority Minutes October 28, 2008 Page 7 of 8 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 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. Housing & Redevelopment Authority Minutes October 28, 2008 Page 8 of8 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 Common Bond does this. Clark stated City staff has been checking contracts and has developed a form to document the findings. Adiournment Chair, Diehm adjourned the meeting at 8:29 p.m. Respectfully submitted, e~~ Cheryl Bakken Recording Secretary H:\HRAMinutes 2008\10-28-2008