HomeMy WebLinkAboutHRA mtg Dec 2, 2013HOUSING & REDEVELOPMENT AUTHORITY
MINUTES OF THE SPECIAL MEETING
OF DECEMBER 2, 2013
Call to order – The meeting was called to order by Chair Diehm at 6:30 pm.
Roll Call – Members
present: Bruce Nawrocki, Gary Peterson, Donna Schmitt, Bobby Williams, Rheta Nelson, and Tammera Diehm.
Staff Present: Executive Director-Walt Fehst, Community Development Director-Scott
Clark, Assistant Community Development Director –Joseph Hogeboom, Shelley Hanson (Secretary), and Elizabeth Holmbeck (Intern).
Pledge of Allegiance – Recited
PUBLIC HEARING
Approval
of Modernization Bids for Carpeting, Door Framing, Elevator Improvements and Fire Panel Replacement
Clark reminded members that over the past six months staff has had discussions with
the HRA regarding the future use of modernization funds which totals $166,414 (This amount is the remaining balances in FY 2011, 2012 and our complete FY 2013 allocation). The concept
that has been agreed to (by means of the HRA approval of an amended PHA Plan in November) is that the work to be funded by modernization funds serves as a complement to Aeon’s grand
rehabilitation plan. In other words, our modernization funds can assist in reducing Aeon’s future rehabilitation dollars and if for some unforeseen reason, the sale doesn’t occur, the
work items can stand alone as a value to the building. The bid items are for door reframing (working toward ADA compliancy), carpeting for all floor hallways, elevator upgrades and a
new fire panel system. In addition, paint was purchased on a non-bid basis and approved administratively based on our purchase policy ($5,000) and $1,165 is factored into the total bid
amount for dumpsters, trailers, etc. Clark stated that Aeon obtained volunteers to do the actual painting which saved approximately $15,000-$20,000.
In the past, the HRA contracted
with CommonBond to be a project manager for a fee (the HRA’s contract with CommondBond establishes this function as a separate fee service). In this case, Aeon has a system already established
for all of the future rehabilitation work with MS&R Architects doing the bid specification work and Shaw-Lundquist and Associates being the general contractor. In this case, Shaw-Lundquist
has done the bid preparation work and will serve as a project coordinator but not in the form of general contractor with the HRA. Staff will have all of the individual bid contracts
be established directly between the successful bidder and the HRA, and not flow through Shaw-Lundquist. In addition, CommonBond will have a review role also since they have the day to
day operational facility responsibilities at Parkview Villa.
Lastly, since the fire panel work benefits both Parkview Villa South and North, the South building’s fund balance will
have to absorb a proportional cost of the contract ($13,900) since the system is a benefit to both buildings. Also, since the total bid amounts exceed the modernization proceeds by approximately
$5,000 the North’s fund balance will have to absorb the same. Some minor modifications in the following bid structure may be made at the meeting but at this time the bid winners and
costs are
shown on the attached document. In addition, the proposed motion includes a $16,000 fire alarm contingency (total for both buildings) if it is determined that the decibel ratings are
not in Fire Code compliance for the interior units, meaning that additional horn and/or flashers would have to be installed in the units.
Clark told members that the quotes provided
to them were the lowest bids we received. He said due to the fact that this is specialty work that we received limited bids. He said we received 2 bids on carpeting, 1 bid for the
elevator upgrades, 1 bid for door frames, and 2 bids for the fire panels.
Questions/comments from members:
Williams questioned spending fund balance funds from the south building
to help Aeon as it diminished our potential proceeds if the sale goes through. Clark stated the fire panel work is a necessary expense and that HUD will not pay for improvements to
the south building.
Public Hearing was opened.- No one was present to speak on this issue.
Public Hearing was closed.
Motion by Peterson, seconded by Schmitt, to approve the Modernization
Bids for Carpeting, Door Framing, Elevator Improvements and Fire Panel Replacement and contingency funds as follows:
Door Framing to Braedmus Hardware in the amount of $9,677
Carpeting
to Centennial Carpeting in the amount of $45,874
Elevator Improvements to Thyssen Krupp in the amount of $41,543
Fire Panel Replacement to Minnesota Conway Fire and Safety in the amount
of $68,430 for Parkview North and $13,090 for Parkview South
Contingency Allocation of $16,000 for additional horn and flasher units if determined by the Fire Marshall that the existing
system does not meet code. If needed, cost will be prorated between existing fund balances in Parkview Villa North and South.
Source of funds for the North building will be the modernization
funds and if the anticipated $166,414 allocation is exceeded, the existing fund balance will be used as a payment source.
Payment for South building costs is authorized from the existing
fund balance. All Ayes. MOTION PASSES.
The next regular meeting is scheduled for Tuesday, January 28, 2014, at Parkview Villa.
The meeting was adjourned at 6:40 pm.
Respectfully
submitted,
Shelley Hanson
Secretary