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HomeMy WebLinkAboutJanuary 26, 2010 HRA MinutesHOUSING & REDEVELOPMENT AUTHORITY MINUTES OF THE REGULAR MEETING OF JANUARY 26, 2010 1. Call to Order - The meeting was called to order by Chair Diehm at 7:00 p.m. 2. Roll Call- Chair: Tammera Diehm, HRA members: Bruce Nawrocki, Dennis Ecklund 7r., Bruce Kelzenberg, and Gary Peterson. Members absent: Bobby Williams Staff present: Executive Director-Walt Fehst; Assistant Community Development Director- Sheila Cartney, and Secretary-Shelley Hanson. Parkview/CommonBond Staff: Laura Sheak, Lisa Wilcox-Erhardt, and 7ennifer Eels 3. Pledge of Allegiance 4. Election of Officers The HRA Bylaws specify that the Authority shall annually select a Chair, Vice Chair, and a Secretary/Treasurer from its Commissioners. Motion by Peterson, seconded by Kelzenberg, to cast a unanimous ballot nominating and appointing Tammera Diehm for Chair, Bobby Williams for Vice Chair, and Dennis Ecklund for Secretary/Treasurer. All ayes. MOTIONPASSED. CONSENT AGENDA 5. Approve the Minutes of October 27, 2009 and the Special meeting of November 9, 2009 and the Financial Report and payment of bills for the months of October- December, 2009, on Resolution 2010-01. Nawrocki stated that at a previous meeting he had asked for more information on how the contract was executed for the driveway repairs at the entrance of the garage at Parkview Villa. He had asked for a legal opinion on this matter. Nawrocki noted from the minutes of the November 9, 2009 meeting that Clark stated it was done as an emergency repair and that there were funds remaining in the capital improvement budget. Nawrocki stated he thought it should have been handled similar to the e~tension of CommonBond's Contract, and that a special meeting should have been called. He went on to say he didn't feel comfortable signing the annual affidavit regarding any known improprieties until he receives a legal opinion regarding this contract. Diehm asked staff to have legal counsel write a response to verify the contract is valid. Nawrocki then questioned some of the line item expenses as noted on the report. Lisa explained the details of the entries to him that included fees for legal expenses to Kennedy & Graven. He noted that on the total expense pages for the North and South buildings, the projected & actual expenditures didn't come close to balancing. Lisa explained the discrepancy is due to grant monies received, which cause a surplus that will be used for future planned expenditures. So that amount varies as grant money is received and then used for various projects. Housing & Redevelopment Authority Minutes January 26, 2010 Page 2 of 6 Motion by Peterson, seconded by Kelzenberg, to approve the consent agenda items as listed. All ayes. MOTIONPASSED. HRA RESOLUTION 2010-O1 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR OCTOBER, NOVEMBER AND DECEMBER OF 2009 AND PAYMENT OF BILLS FOR THE MONTHS OF OCTOBER, NOVEMBER AND DECEMBER OF 2009. 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 2009 and the list of bills for the months of October, November, December of 2009 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 26th day of Januarv , 2010. MOTION BY: Peterson SECONDED BY: Kelzenberg AYES: All ayes Chair Attest by: Shelley Hanson, Secretary Housing & Redevelopment Authority Minutes January 26, 2010 Page 3 of 6 BUSINESS ITEMS 6. Resident Council Minutes Copies of the minutes were included in the agenda packets. Ecklund reviewed some of the items noted in the minutes. He then introduced the newly elected Resident Council Officers: President-Lyn Miner, Vice President-Ecklund, Secretary-Jessie Chudek, and Treasurer-Vivian Fahey. Diehm congratulated the new officers. Ecklund also gave a Treasurer's Report. He went over some of the expenditures made since the last meeting. He said most of the money they raise all year is spent during the month of December for activities and parties. He also informed the members that they paid a resident (Perry) to haul away old furniture and electronic items that residents wanted to dispose. Nawrocki said the furniture items should be taken away as part of the garbage service. Diehm said the contract for multi family buildings could be different from that of regular residential service. It was also noted that many residents cannot get the items down to the dumpster and this gentleman was handling this for the residents. 7. Report of Mana~ement Companv Laura Sheak, Manager, asked if there were any questions on the monthly reports that were included in the agenda packets. Nawrocki asked if the Caretaker position for weekends has been filled. Laura stated it has, and that the new person seems to be working out well. Lisa reported that the re-hab of the 3rd and 4t'` floors would start by mid-February. These floors are being done by a different contractor, therefore, it is taking a little longer for him to get started due to the fact he is trying to match the materials used by the old contractor. She also stated they are in the final stages with the Engineering firm in drawing up the specs for the north building's fa~ade. They are breaking the project into pieces so the Commissioners can pick and choose the most important issues needing attention based on the funds available. She told the members the contracts will need to be approved and signed before March 17t'` so a special meeting will need to be called prior to that date, once the bids are received. 8. Citizen Forum Lyn Miner from Unit #202 is the new Resident Council President. She passed out a card to the commission members with her contact information if the Commission members ever need to reach her. Housing & Redevelopment Authority Minutes January 26, 2010 Page 4 of 6 9. Resolution 2010-02, Desi~natin~ Si~natories The attached Resolution 2010-02 designates Northeast Bank as the depository for all Columbia Heights HRA funds and authorizes signatories for accounts. stions from members: Nawrocki asked why there are two different groups of authorized signatures on the Resolution. He wondered why the second set didn't include the HRA Executive Director. Sheila explained the signature requirements on the Resolution are the same as the ones used in the past. She said the list of authorized signatories may be changed if the members wish to do so. Diehm asked staff to prepare a memo stating the reason it has been written this way in the past and based on that response, the Commission can change it at the ne~t meeting if it is deemed necessary. Motion by Nawrocki, seconded by Peterson, to waive the reading of Resolution 2010-02, there being ample copies available to the public. All Ayes. MOTIONPASSED. Motion by Nawrocki, seconded by Peterson, to adopt Resolution 2010-02, a Resolution Designating Depository for the Columbia Heights Housing and Redevelopment Authority (HRA). All ayes. MOTIONPASSED. RESOLUTION NO. 2010-02 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 23, 2008, and amended on November 9, 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 Housing & Redevelopment Authority Minutes January 26, 2010 Page 5 of 6 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 _26th day of January, 2010 Offered by: Nawrocki Seconded by: Peterson Roll Call: All ayes Chair Shelley Hanson- Secretary Housing & Redevelopment Authority Minutes January 26, 2010 Page 6 of 6 Other Business Nawrocki again stated that he expects a memo verifying that the improvements to the driveway were executed in a legal manner. Fehst said the time of year and poor weather conditions prompted staffto move forward with the project sooner than planned. Nawrocki reiterated he thought a special meeting should have been called. Staff will see that Mr. Nawrocki gets a written statement from legal counsel, as requested. The ne~t regular HRA meeting is tentatively scheduled for Tuesday, April 27, 2010. However, a special meeting will most likely be called for late February or early March to approve e~terior improvements for the North building as previously discussed. The meeting was adjourned at 8:50 pm Respectfully submitted, Shelley Hanson Recording Secretary