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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.
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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
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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.
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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.
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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