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HomeMy WebLinkAboutHRA mtg Oct 22, 2013HOUSING & REDEVELOPMENT AUTHORITY MINUTES OF THE MEETING OF OCTOBER 22, 2013 Call to order – The meeting was called to order by Chair Diehm at 7:00 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, Secretary-Shelley Hanson, and Elizabeth Holmbeck, Intern. CommonBond Staff- Laura Frost and Heidi Mindestrom Pledge of Allegiance – Recited CONSENT AGENDA Approve Minutes of July 23, 2013. Approve Financial Reports and Payment of Bills for July, August, and September 2013 on Resolution 2013-08. Questions from members: Nawrocki again questioned the $37,000 in administration fees that is paid to the City of Columbia Heights. He still feels this charge is too much and wants a detailed accounting to justify the amount and where the funds go. Clark told him an accounting was provided to him 3-4 years ago. The amount budgeted hasn’t been changed for several years. Clark explained that this is an amount to cover the expense of owning and overseeing the management of a Public Housing Facility, constantly making sure we comply with HUD requirements. City staff from many departments (Police, Fire, Finance, Community Development, City Manager, etc.) spend time at this site, or on issues regarding the property, and/or its’ residents, that is owned by the HRA and that some of the cost must be charged to the facility. Motion by Peterson, seconded by Williams, to approve items on the Consent Agenda as presented. All ayes. MOTION PASSED. HRA RESOLUTION 2013-08 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR JULY, AUGUST, AND SEPTEMBER 2013 AND PAYMENT OF BILLS FOR THE MONTHS OF JULY, AUGUST, AND SEPTEMBER 2013. 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 HRA Minutes Page 2 October 22, 2013 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 July, August, and September 2013 and the list of bills for the months of July, August, and September 2013 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 22nd day of October 2013. MOTION BY: Peterson SECONDED BY: Williams AYES: All ayes BUSINESS ITEM 6. Report of Management Company Nawrocki questioned the continued vacancy rates of the two buildings. At the last meeting there was an 80% occupancy of the south building and it is still only at about 90%. Frost said occupancy at the north building has been holding at about 98%. She went on to say that they are processing applications for the south building. There have been several move-outs and move-ins, so the occupancy rate has not changed much. She also said they have had to deny some of the applicants. Nawrocki requested a more detailed report of the number of move-ins and outs for each building similar to one that used to be provided to the members. Frost said she would provide that information in the future. Frost said there aren’t any projects in progress at the present time so there is nothing further to report. HRA Minutes Page 3 October 22, 2013 Resident Council Minutes Shirley Benitz read the minutes of the October 14, 2013 Resident Council meeting. She reviewed the activities that will be taking place in the next couple months. She said the residents at the meeting voted to retain the current officers until Aeon takes over. Lyn Miner stated that she thought that would have to be voted on by the entire Resident Body, not just the people who attended the meeting, according to the by-laws. Citizens Forum Laverne Harper, unit 408—said she wasn’t aware that the building had been opened up from seniors and disabled. Clark said the north building is a senior (62+) and disabled persons facility and that HUD defines what “disabled” is. He said the south building is still for people 55 years of age and older. Clark said that over time more disabled people have applied and there are fair housing laws that prohibit discrimination based on race, age, or family status. Rheta Nelsen said some of the residents don’t appear to be handicapped and they have no problem staying up late and partying. Diehm said some disabilities aren’t always apparent or physical. Clark reminded everyone that all residents have to abide by the rules and there are consequences if they’re not followed. There is a process that is followed when violations occur. Sometimes the process takes time, but it is used. Laverne Harper asked how many incidents have to happen before action is taken. Diehm asked Frost to explain the process. She said depending on the level of the violation, written warnings are issued for certain violations. If the violation is more serious, or a number of violations have occurred then a notice to terminate the lease is issued. Residents then have the right to appeal. Management moves as quickly as possible on these matters, but realistically they can take 3-4 weeks to resolve due to following the legal process. Clark said often times attorneys must be consulted, notices must be served, court dates need to be scheduled, and the option for a trial can prolong the process. Ms. Miller from unit 306—stated she has lived there for 9 years and never felt she was in danger until the last 1 ½ years. Now she locks her doors and is scared to leave her unit after dark. Ken Bloch, unit 315—reminded residents to report all incidents to the management office as soon as possible, and not just gossip about incidents with other residents. Rheta Nelsen said she gets a lot of complaints about residents burning incense. She said this is very hurtful for those suffering from COPD or allergies. Frost said this is not currently addressed in the lease agreements, but Minneapolis just passed an addendum to their lease documents that prohibits the use of candles, incense, drugs, and e-cigarettes. She said HRA Minutes Page 4 October 22, 2013 CommonBond is also considering adopting this type of policy for their buildings that would restrict the burning of any plant based substances. Ken Bloch asked if there was anything in the lease agreement regarding other strong smells such as paint or other solvents. Frost said she would look at that also. Nawrocki asked what the procedure is for residents to follow if they feel threatened. Frost said they are to report all incidents to the management office as soon as possible. She said a written complaint or report is preferred, but verbal information is also taken. If something happens after hours, residents are to call 911. Shirley Benitz said Police have been called, but just take information and leave the violators on site which makes others uncomfortable. She said these incidents have gotten more frequent and more serious over the last 6-7 months. Diehm suggested possibly creating a resident group similar to a neighborhood group to help the management staff keep an eye on things throughout the building. Schmitt asked if staff could appoint floor captains. Frost stated that they cannot appoint anyone, that residents would have to volunteer for such a position. Heidi said that most of the problems occur after she leaves for the night, and the people involved know when she leaves. Lyn Miner, unit 202—said she came home not long ago and two guys tried to follow her into the building. She stopped them and told them to buzz whoever they were there to see. They just left without doing so. She said the problem with a volunteer resident group is that the residents are elderly or handicapped and are too vulnerable to confront anyone. Diehm said maybe the Police could do random walk throughs of the building to curtail some of these behaviors. Clark said the Police have been doing that for the last couple of weeks during the evening hours. Management staff is also working with the Police Department personnel to come up with other ideas to deal with the changing situation in the building. Clark said he has had discussions with the City Manager and various residents of the building to determine what the best course of action might be. Leeann Miller, unit 424—said it would be helpful for residents to be made aware of incidents when they happen or that some type of action has been taken regarding an incident. Heidi said she can try to do that, but is restricted as to how much information can be provided due to privacy protections. Person from unit 118 asked if a mandatory meeting could be held for the residents to discuss what is acceptable behavior, and what is not. Frost said that meetings cannot be mandatory. Walt said it sounds as though there have been several issues and that they all need to be reported to management staff so we can better determine the course of action to take. It sounds like some of the issues haven’t been reported, and they need to be properly documented. Staff will continue to discuss this item and look into the possibility of additional security. HRA Minutes Page 5 October 22, 2013 9. Approval of Parkview Villa North 2014 Budget Background: Parkview Villa North (PVVN) consists of 101 units of public housing, located at 965 40th Avenue Northeast. PVVN serves seniors and disabled persons. PVVN was constructed in 1975 with funds from the U.S. Department of Housing and Urban Development. CommonBond Housing provides management services to PVVN. Clark explained that CommonBond staff would review the figures with the Board. Expenditures The proposed 2014 budget for PVVN is $598,251 and reflects a decrease of $8,200 from the FY2013 budget. Revenues Total proposed revenue is $566,125 and is a substantial reduction from the 2013 budget of $609,326. This reduction is caused by an anticipated reduction in the operating subsidy from HUD. Capital Improvement Plan The apartment modernization capital improvement plans previously developed will continue to be implemented. Staff recommends adopting Resolution 2013-09 approving the 2014 PVV North Budget. Questions from the members: Nawrocki asked about the amount going to the City. He again stated he wants to know how that amount is arrived at. Clark repeated that this figure that has been used for several years to partially cover expenses of owning and overseeing this complex. Nawrocki thought it increases the expense to the residents. Clark said it really doesn’t since the residents are on subsidized assistance and that this building doesn’t pay its fair share of taxes compared to other apartment buildings since it is on the PILOT tax program. Clark also made it clear that the City shouldn’t bear the total expense of the HRA operations for this building. The City and HRA are two separate entities and there should be some kind of accountability for the expenses incurred. Nawrocki still wanted to know where the revenue is credited. Clark suggested that Nawrocki set up a meeting with him and the Finance Director so they can review the information that was previously provided to him. Schmitt asked about line item 3100. She was told this amount was for the installation of security cameras. She asked if there were funds for possibly adding night security for the building. Clark said he will bring that back to the City Council in December when the final budget is approved by them. Motion by Peterson, seconded by Williams, to waive the reading of Resolution 2013-09, there being ample copies available to the public. All ayes. MOTION PASSED. HRA Minutes Page 6 October 22, 2013 Motion by Peterson, seconded by Williams, to adopt Resolution 2013-09, being a Resolution of the Housing and Redevelopment Authority in and for the City of Columbia Heights, adopting the 2014 Parkview Villa North Budget of $598,251 and recommending this to the City Council for approval. All ayes. MOTION PASSED. HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF COLUMBIA HEIGHTS HRA RESOLUTION 2013-09 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT (HRA) ADOPTING THE 2014 BUDGET FOR PARKVIEW VILLA NORTH BE IT RESOLVED By the Columbia Heights Housing and Redevelopment Authority (HRA) of Columbia Heights, Minnesota as follows: WHEREAS, Parkview Villa North, a 101 unit rental apartment building, was constructed in 1975 for the purpose of providing affordable housing to seniors and disabled persons. NOW, THEREFORE BE IT RESOLVED, BY THE HRA FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA THAT: The HRA adopts and recommends to the City Council for approval the 2014 Parkview Villa North budget of $598,251 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. APPROVED THIS 22nd DAY OF OCTOBER, 2013. Motion By: Peterson Seconded by: Williams Roll Call: All ayes ____________________________ Tammera Diehm, Chair _______________________________ Walter R. Fehst, Executive Director 10. Approval of Parkview Villa South 2014 Budget Background: Parkview Villa South (PVVS) is a 45 unit apartment building, located at 965 40th Ave Northeast. PVVS serves seniors age 55 or older. PVVS was constructed in 1991. PVVS is owned by the Housing and Redevelopment Authority and managed by CommonBond Housing. Again, staff reviewed the budget with the members. HRA Minutes Page 7 October 22, 2013 Expenditures The proposed 2014 budget for PVVS is $274,850. Of this amount, $35,000 is allocated for capital projects. There is an overall budget decrease of $8,200 from FY2013. This decrease is reflected in a reduction in utility costs. Revenues Proposed gross revenues are $320,700 and reflects a flat revenue stream from FY 2013. Staff recommends adopting Resolution 2013-10 approving the 2014 PVV South Budget. Questions by members: Nawrocki stated he thinks more than $37,000 is going to the City for the servicing fees. Clark told him the 2014 Budget Worksheet shows that $25,500 is the servicing fees for the north building and that $11,500 is the amount for the south building. These figures will be discussed in the meeting with the Finance Director as noted earlier. Motion by Peterson, seconded by Williams, to waive the reading of Resolution 2013-10, there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Peterson, seconded by Williams, to adopt Resolution 2013-10 “ Resolution of the Housing and Redevelopment Authority in and for the City of Columbia Heights Adopting the 2014 PVV South Budget of $274,850 and recommending this budget to the City Council for approval. All ayes. MOTION PASSED. HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF COLUMBIA HEIGHTS HRA RESOLUTION 2013-10 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT (HRA) ADOPTING THE 2014 BUDGET FOR PARKVIEW VILLA SOUTH BE IT RESOLVED By the Columbia Heights Housing and Redevelopment Authority (HRA) of Columbia Heights, Minnesota as follows: WHEREAS, THE City had constructed in 1991 Parkview Villa South (PVVS), a 45 unit rental apartment building, for the purpose of providing housing for seniors age 55 and older. NOW THEREFORE BE IT RESOLVED, BY THE HRA FOR THE CITY OF COLUMBIA HEIGHTS, MINNESOTA THAT: The HRA adopts and recommends to the City Council for approval the 2014 Parkview Villa South budget of $274,850. HRA Minutes Page 8 October 22, 2013 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. APPROVED THIS 22nd DAY OF OCTOBER, 2013. Attest by: __________________________ ______________________________ Walter R. Fehst, Executive Director Tammera Diehm, Chair 11. PUBLIC HEARING Approval of PHA Plan Amendment-Resolutions 2013-11 and 2013-12 BACKGROUND: One of the staff’s strategies in the sale of Parkview Villa is to ensure that all allocated modernization funds are expended prior to closing with Aeon. At this time, Parkview Villa North holds approximately $165,000 in modernization funds that includes appropriations from FY 2011and FY 2012 and a recent inflow of $80,000 from FY 2013. The goals for expenditures are 1) Have the funds expended by early 2014 2) Have these funds designated for improvements that need minimal bid specification work 3) The work can be performed within a short period of time and most critically- 4) The work is part of the rehabilitation plan of Aeon and 6) If the sale does not commence, the bid work will be beneficial to the long term viability of Parkview Villa North. The PHA Amendment that is before the HRA is the necessary statutory requirement that will allow the expenditure and reimbursement for the following work. Aeon will be doing the actual bid work (with some bid oversight by CommonBond) and all work will be acted on at a future HRA meeting. As such, this Amendment establishes the work items to be bid but does not grant authority to spend: Door frames, doors and hardware for future ADA compliant units on the first floor ( $18,800) Hallway carpet floors 1 thru 9- ($17,705) Hallway Painting ($5,000 supplies only) Elevator improvements ($43,349) Fire alarm replacement ($81,917) Action on this item also includes a second motion that confirms that the notification process was adhered to (45 day legal notice, access via and through City sources, etc.). Staff recommends approval of the PHA Amendment as written. Questions by members: Clark said these projects will be bid out and work started within the next 4-5 weeks. Nawrocki asked what the status of the elevators were. Frost said the motor drive is what shut down the elevators for 3 weeks. The parts were ordered and installed at a cost of approximately $15,000. The $43,349 will be used to repair the doors, rollers, and working mechanisms of the elevator which is necessary maintenance due to the age of the elevators. Aeon will be spending an additional $85,000 on the elevators once they take over. HRA Minutes Page 9 October 22, 2013 Clark told members that a major priority right now is the replacement of the Fire Alarm System. The Fire Chief said this is a necessary improvement since the original system is nearing its life expectancy and we do not want to risk this system not being in working order. Nawrocki asked if the system could be modified to work as a security alarm to the Police in addition to a Fire Alarm. Clark said the Fire Chief indicated the two systems have to be separate. Schmitt asked about replacement of the computers on page 6 of the plan. Frost said that is part of the 5 year projection plan and that it covers replacement of two computers, as well as the software, interfacing with other components of the system, and any other equipment necessary. The Public Hearing was Opened. Leeann Miller asked if the Federal Funds can only be used for the North side. Diehm stated that was correct. The Public Hearing was Closed. Motion by Peterson, seconded by Schmitt, to waive the reading of Resolution 2013-11 there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Peterson, seconded by Williams, to Adopt Resolution 2013-11 Approving a PHA Amendment for FY 2011, FY 2012 and Approving FY 2013 Physical Needs Work Statement. and Motion by Peterson, seconded by Williams, to waive the reading of Resolution 2013-12 there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Peterson, seconded by Williams, to Adopt Resolution 2013-12 Approving the Public Housing Certification of Compliance With the FY 2011, FY 2012 and FY 2013 PHA Plan Amendment and related regulations, and Authorizing it’s submission to HUD. HRA RESOLUTION 2013-11 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) CONFIRMING APPROVAL OF THE FY 2011, FY 2012 and FY2013 PUBLIC HOUSING AGENCY CERTIFICATIONS OF COMPLIANCE WITH AMENDED PHA PLANS AND RELATED REGULATIONS. WHEREAS, The Department of the Housing and Urban Development has requested that Public Housing Agencies submit a Certification in regard to Public Housing Agency Compliance with PHA Plans and related Regulations; and WHEREAS, Amendments to the FY 2011, FY 2012 and FY 2013 PHA Plan was published for review and comment in the local newspaper and is located at the local Public Library, administrative offices of the PHA, and the PHA development management office. WHEREAS, such Certification also requires the formal approval of the Board of Commissioners; HRA Minutes Page 10 October 22, 2013 NOW, THEREFORE, BE IT RESOLVED, BY THE Board of Commissioners of the Columbia Heights Housing & Redevelopment Authority that the attached (Appendix) Public Housing Agency Certification of Compliance with the Amended PHA Plans and related Regulations is hereby approved. ADOPTED THIS _________ day of __________________, 2013. Motion by: Peterson Seconded by: Williams Roll Call: All ayes HOUSING AND REDEVELOPMENT AUTHORITY __________________________________________ Tammera Diehm, Chair ______________________ ____________________ Walter R. Fehst, Executive Director HRA RESOLUTION 2013-12 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT (HRA) CONFIRMING APPROVAL OF THE 2014 PHA PLAN AMENDMENT WHEREAS, The 2012 PHA Plan was published for review and comment in the local newspaper and is located at the local Public Library, administrative offices of the PHA, and the PHA development management office. WHEREAS, such Amendment also requires the formal approval of the Board of Commissioners; NOW, THEREFORE BE IT RESOLVED, by the Board of Commissioners of the Columbia Heights Housing & Redevelopment Authority that the attached (Appendix) Amended PHA Plan is hereby approved. ADOPTED THIS 22nd of October, 2013. MOTION BY: Peterson SECONDED BY: Williams ROLL CALL: All ayes HOUSING & REDEVELOPMENT AUTHORITY ________________________________________ Chair-Tammera Diehm _______________________ _________________ Executive Director-Walter Fehst HRA Minutes Page 11 October 22, 2013 Administrative Update Clark reported that the sale process came to an impasse with HUD about 6-7 weeks ago. Aeon then got Congressman Ellison involved. Carol Wayman from his office had been pushing HUD to move on this. Then the government shut down happened which closed down that office. Once re-opened, HUD made contact with Aeon and Ellison’s office. HUD was going to submit a letter of response, but Carol Wayman told them not to send the letter until it could be verbally discussed first, so that the process would not be slowed down once again. Staff, Aeon, and Ellison’s office will be in communication regarding this again this week so that they can try to keep the process moving forward. The key message staff is relaying is that HUD needs to do something to help the residents that live here. Diehm stated the next regular meeting is scheduled for Tuesday, January 28, 2014, at Parkview Villa. The meeting was adjourned at 8:35 pm. Respectfully submitted, Shelley Hanson Secretary