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HomeMy WebLinkAboutJAn 2011 minutes HOUSING & REDEVELOPMENT AUTHORITY MINUTES OF THE REGULAR MEETING OF JANUARY 25, 2011 Call to order – 1.The meeting was called to order by Chair Diehm at 7:00 pm Oath of Office- 2.Clark issued the oath of office to Gary Peterson, Tammera Diehm, and Donna Schmitt Roll Call 3. – Members present: Bruce Nawrocki, Gary Peterson, Donna Schmitt, Tammera Diehm, and Bobby Williams. Staff Present: Executive Director-Walt Fehst, Community Development Director-Scott Clark, Assistant Community Development Director -Sheila Cartney, and Secretary-Shelley Hanson Parkview/CommonBond staff: Laura Sheak, Jennifer Eels, Lisa Wilcox-Erhardt, and Laura Frost who will be replacing Lisa. 4.Pledge of Allegiance - Recited 5.Election of Officers – Chair: Peterson nominated Diehm for Chair. There were no further nominations. All ayes. Vice Chair: Peterson nominated Williams as Vice-Chair. There were no further nominations. All ayes. Secretary/Treasurer: Williams nominated Peterson for Secretary/Treasurer. There were no further nominations. All ayes. CONSENT AGENDA 6.Approve Minutes from October 26, 2010 and Special meeting of December 13, 2010. 7.Approve Financial Report and Payment of Bills for October, November, and December 2010 on Resolution 2011-01. 8.RESOLUTION 2011-02, Designating Signatories Questions from members: Nawrocki questioned payments made to Laura Sheak in November and December. Lisa told members the payments were to reimburse Laura for lodging expenses she paid for a resident who had to stay somewhere else while repairs were made to his unit due to a fire. Schmitt asked if there was a dollar amount limit for signers on checks that are issued. Clark explained that funds are usually obligated by the Board prior to checks being issued. This action will authorize who has the ability to sign those checks, and that two signatures are required on each check. Amounts issued between $0-$2,000 can be signed by the management company staff. Those with amounts between $2,000-$15,000 must be signed by the Executive Director, and any checks issued in excess of $15,000 must have Board approval. HRA Minutes Page 2 January 25, 2011 Motion by Peterson, seconded by Williams, to approve the consent agenda items as listed and to adopt Resolution 2011-01, 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 2010,and to adopt Resolution 2011-02, a Resolution Designating Depository for the Columbia Heights Housing and Redevelopment Authority (HRA). All Ayes. MOTION PASSED. HRA RESOLUTION 2011-01 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR OCTOBER NOVEMBER, AND DECEMBER OF 2010 AND PAYMENT OF BILLS FOR THE MONTHS OF OCTOBER, NOVEMBER, AND DECEMBER 2010. 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 and December of 2010 and the list of bills for the months October, November and December 2010 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. th Passed this 25 day of January, 2011. HRA Minutes Page 3 January 25, 2011 RESOLUTION NO. 2011-02 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 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. HRA Minutes Page 4 January 25, 2011 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 25th day of January, 2011 BUSINESS ITEMS 9.Report of the Management Company Laura asked if there were any questions on the newsletter items or on the maintenance reports. Lisa introduced Laura Frost who will be taking Lisa’s place as the CommonBond representative overseeing Parkview Villa. A.Discussion on Architectural Bids Lisa explained to the members that the second floor will be remodeled as planned during 2011. She told members that they are required by HUD to have an Architect oversee the project and sign off on all the documentation. BWBR has been the Architectural firm used for the remodeling of floors 3-9. The second floor work will be standard remodeling similar to what has been done on the other floors. She told members that the plans used on the previous floors are ours to use to some extent, but not wholly. Some of the templates and data reports are theirs, and would not be shared to obtain other bids. BWBR is familiar with the building and the process that must be followed. They know what data must be supplied to satisfy HUD’s requirements. BWBR staff have been good to work with, have obtained low cost bids, and have made sure the project is done in a timely manner. She has had conversations with them informing them that the Board is looking to keep the Architectural/Project Managing costs as low as possible, and that the Board is considering obtaining other bids. However, Lisa does feel it would save time and be more cost effective to continue using BWBR for the second floor remodeling. She explained that it would take a great deal of staff time to prepare a bid packet, obtain the bids, and get the project underway in a timely fashion. Lisa said it would delay the project by at least three months. If we proceed with BWBR (depending on their price), work could begin by April. Lisa assured members that they have project managers on staff that would research architectural pricing to ensure that BWBR is in line with other firms. HRA MINUTES PAGE 5 JANUARY 25, 2011 Nawrocki stated that he thinks it should go through the bidding process since we won’t really know we are getting the best price unless we do so. He also thinks BWBR will submit a more competitive bid if they know it is being bid out. Lisa did state that it would be prudent to get new bids for the next phase which would be the remodeling of floor one. This floor will require a completely different set of plans and would encompass the community rooms and kitchen/dining areas, as well as some of the handicapped apartments. Lisa was asked if she had received a price from BWBR yet for the second floor project. She stated that she had not, but will have a conversation with them to get one. She told members that they charged between $9,000-$11,000 per floor last year, which was a price reduction from previous years, since two floors were being done at the same time. Peterson, Diehm, and Fehst all expressed the opinion that if the price came in at, or below, the price paid per floor last year to have staff move forward using the same Architect. If BWBR raises the price, then it needs to come back to the Board. They also felt that BWBR would probably be the most cost effective option since they don’t have to start from scratch and won’t have to spend time researching the HUD requirements as other firms would have to do. 10.Resident Council Minutes Ron Houle, the new Resident Council President-Unit #424- reviewed the Resident Council minutes and Treasurer’s Report. Citizen Forum 11. Ron Houle reported that they had another break-in in Room A that involved the vending machines. He asked if security cameras could be obtained for both Room A and Room B. Laura said the cameras would cost about $1,000 each and could be tied into the system with the outside cameras. Nawrocki asked who owned the machines? He felt the vendor should be responsible for part of the cost to protect his machines and the funds in them. It was noted that the Resident Council receives about $90/month in revenue from the machines. Ken Block said there are straps that can be used to secure the machines so they can’t be tipped over or shaken. No action was taken at this time. The repair of the closet doors was discussed again. They are still in need of repair and the residents reminded the Mayor that he was going to take a look at them. There are two in the community room and one in the hallway. Lyn Miner-Unit #202-thanked Laura, Jenny, and HRA Board for their help during 2010 while she the Resident Council President. HRA Minutes Page 6 January 25, 2011 Mike Farmer-Unit #307-Asked about getting a part time social worker. He said some of the residents could use help to stay living independently, and thought this would be a helpful service. Lisa said that CommonBond supports this and they believe in providing their residents with comfortable, safe housing and personal services as needed. These services are available, but would take an amendment to the contract to initiate. Cynthia-Unit #507-thanked everyone for their help and support during her recent hospital stay and recovery. Resident from Unit #408-also thanked residents for their support during her three hospital stays. Jackie Ovshak-unit #707-Asked if the Resident Council really gets $90 from the vending machines? She said they get $90/month from the VFW, and thought that amount was being confused with the vending machine money. Jenny assured them that the vending machine proceeds did amount to $90/month also. Reed Hanson-unit #325-Asked if the Resident Handbook was done yet? Laura said they were not working on the entire handbook. They recently did an addendum to the lease and the By- Laws were also changed. But the handbook itself was not re-done. Laura explained that only the Board can change the handbook. It cannot be changed by the management company or by the residents. He questioned whether the dress code is part of the handbook? Laura said that HUD won’t allow one. Rita Nelson-unit #510-Some residents have been offended by those that run around halls in robes and pajamas. Discussion on HRA Commissioner Vacancy 12. Clark explained that Commission Member Ecklund’s term as an HRA Commissioner has expired therefore a new resident must be appointed to the HRA. According to the HRA bylaws Article II Section 2 Number, Qualification and Term of Office “… In accordance with Minnesota Statutes, Section 469.003, subdivision 5, at least one Commissioner shall be a “resident board member” as defined in Code of Federal Regulations, title 24, part 974 (HUD Regulations). Any Commissioner who is a City Council member shall serve a term equal to the Commissioner’s City Council term. All other Commissioners shall serve a term of five years.” The HRA discussed the process in which to appoint a new resident board member as they would like to have someone appointed to the Board by April. Staff passed out applications for the Board members to review. It was decided that the full Board would be involved in the interview process. Schmitt thought it would be beneficial to have staff prepare the questions to ensure uniformity and legality of the interview questions. HRA MINUTES PAGE 7 JANUARY 25, 2011 Willie-Unit #420- asked if residents from both the north and south building could apply. Staff will research, but encouraged parties from both buildings to apply for now. Ken Block-Unit #315-asked the Chair to review the responsibilities of this position. Diehm stated that the member will be expected to follow State Statutes and the HRA By-Laws, attend meetings, read the agenda and come to meetings prepared, and act as a liaison of the residents of a HRA/HUD run building. They would also be encouraged to attend Resident Council meetings. th Diehm suggested they take applications until 8 am February 16. The applications will be submitted to the Commission members by the end of February, and interviews will be scheduled during March so the appointment could be made prior to the April meeting. Motion by Nawrocki, seconded by Williams, to follow the schedule suggested by Diehm to take applications for the vacant Board position. All ayes. MOTION PASSED. OTHER BUSINESS Nawrocki stated he had received phone calls regarding the rent differential in the south building. He said there is a resident that is bragging about the fact that they pay a lower amount than everyone else. He feels this should be addressed and corrected somehow to make the rents more consistent. Clark said this item is already on the April agenda. At the October 26, 2010 HRA meeting the HRA directed staff to review the history of an alcohol policy and any HUD regulations and report back to the Board to see if a policy needs to be drafted. History of Alcohol Policy The current “Tenant Handbook and House Rules” does not address alcohol use. The current lease for all tenants states “Tenant, members of tenant’s household, guests or other person’s under tenant’s control shall not: c. Engage in any abuse or pattern of abuse of alcohol that may interfere with the health, safety, or right of peaceful enjoyment by other residents, neighbors or Management personnel.” According to HUD Section 9.1 Lease Termination and Eviction “A PHA may terminate a tenancy if the PHA determines that a household member has engaged in abuse or pattern of abuse of alcohol that threatens the health, safety or right to peaceful enjoyment of the premises by other residents.” The only other document mentioning alcohol use is the Community Room Agreement & Policy; “9. No alcohol or smoking is allowed in any common area of the building” Management and staff are in agreement that the lease addresses the alcohol issue brought up at the last HRA meeting; therefore a separate policy does not have to be drafted. HRA Minutes Page 8 January 25, 2011 It was noted that alcohol use outside the building is not specifically addressed, but would fall under the lease agreement that covers the behavior associated with alcohol use. The next regular HRA meeting is tentatively scheduled for April 26, 2011 at Parkview Villa. Clark explained the Commission would be moving into an executive Session. He explained the legal procedure that must be followed during this meeting to the members before adjourning to the session. th Move to Executive Session at 8:15 pm -To discuss the potential sale of the property at 965 40 Avenue NE. The Executive Session and Regular meeting were adjourned at 9:15 pm. Respectfully Submitted, Shelley Hanson Recording Secretary