Loading...
HomeMy WebLinkAbout1-27-15 minutes HOUSING & REDEVELOPMENT AUTHORITY MINUTES OF THE MEETING OF JANUARY 27, 2015 1.Call to order – The meeting was called to order by Chair Diehm at 7:00 pm. 2.Roll Call – Members present: Bruce Nawrocki, Gary Peterson, Donna Schmitt, John Murzyn Jr, Tammera Diehm, and Rheta Nelson. Staff Present: Community Development Director-Joseph Hogeboom, and Secretary-Shelley Hanson. CommonBond Staff- Laura Frost and Heidi Mindestrom 3.Pledge of Allegiance – Recited 4.Swearing in of New Members: Gary Peterson, Donna Schmitt, Tammera Diehm and John Murzyn Jr. all took their oath of office. 5.Election of Officers: Motion by Schmitt to nominate Diehm as Chair and Motion by Peterson to nominate Schmitt as Vice Chair and Nawrocki as Secretary/Treasurer, seconded by Diehm, to elect officers as nominated. All ayes. MOTION PASSED. Therefore, officers are as follows: Chair- Diehm Vice Chair- Schmitt Secretary/Treasurer- Nawrocki CONSENT AGENDA 6.Approve Minutes of October 28, 2014. 7.Resolution 2015-01: Approve Financial Reports and Payment of Bills for October, November, and December 2015. Questions from members: Schmitt questioned how much the elevator project actually cost as payments were indicated on the reports over several months. Frost said the actual cost was a little over $40,000. CommonBond paid the contractor and Frost told members that she is waiting to receive the capital grant funds that will reimburse the account. Schmitt then asked about the late fee that was paid to the city for the water bill. Frost said the bills are sent directly to the accounting firm they use to make payments. She said payments are usually made in a timely manner. She will check with City staff to see how much lead time the accounting firm actually has to make these payments. Motion by Peterson, seconded by Schmitt, to approve items on the Consent Agenda as presented. All ayes. MOTION PASSED. HRA Minutes Page 2 January 27, 2015 HRA RESOLUTION 2015-01 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY (HRA) APPROVING THE FINANCIAL STATEMENT FOR OCTOBER, NOVEMBER, AND DECEMBER, 2014 AND PAYMENT OF BILLS FOR THE MONTHS OF OCTOBER, NOVEMBER, AND DECEMBER 2014 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 2014 and the list of bills for the months of October, November, and December 2014 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 27th day of January, 2015. MOTION BY: Peterson SECONDED BY: Schmitt AYES: All ayes __________________________________ Chair Attest by: ________________________________________ Shelley Hanson, Secretary HRA Minutes Page 3 January 27, 2015 BUSINESS ITEM 8Resolution 2015-02 Designation of Depository . Resolution 2015-02, designates Northeast Bank as the depository for all Columbia Heights HRA funds and authorizes signatories for accounts. This is an annual function approved at the first meeting of the year. Motion by Peterson, seconded by Murzyn, to waive the reading of Resolution 2015-02 there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Peterson, seconded by Murzyn, to adopt Resolution 2015-02 approving Northeast Bank as the designated depository of funds for the Housing and Redevelopment Authority for 2015. All ayes. MOTION PASSED. RESOLUTION NO. 2015-02 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 extended on October 25, 2011 and January 22, 2013, and January 28, 2014 and January 27, 2015, 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. HRA Minutes Page 4 Jan 27, 2015 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. th Passed this 27 day of of January, 2015. Offered by: Peterson Seconded by: Murzyn Roll Call: All ayes _________________________________ Chair _______________________________ Shelley Hanson- Secretary HRA Minutes Page 5 January 27, 2015 9.Sale Update/Aeon Presentation Hogeboom told members that Miranda Walker from Aeon was present to update members on the purchase of Parkview. He said that she recently held a meeting for the residents to keep them up to date on the progress. stth Walker then told members that the closing should take place between May 1 -15. Final negotiations are taking place over equipment such as computers, copiers, printers, etc. Aeon is also working out the final financing and reports to state agencies required to close. Attorneys are working on easements and agreements in regards to the Antennas located on the roof of Parkview. Documentation is also being prepared for the transition. Aeon is working with Metro HRA to make the transition as smooth as possible. They will be meeting with each resident individually to make sure everything is in order according to HUD requirements. She explained the Voluntary Conversion has been approved and that process is what held things up for so long. The items listed above could not proceed until the conversion was approved. Nawrocki questioned what happens to the antennas on the roof. Walker explained that the City will have access to the antennas and will retain the lease and fees from them for a period of time. They are currently working on an easement and legal agreements to solidify this. A resident asked what remodeling or projects Aeon would undertake first. He said he believes heating and window replacement should be the first items to consider. Walker stated she said believes major work will take place during the first year of Aeon owning the building. Windows are among the top priorities and they will be more efficient and some may have tinting if deemed appropriate. The resident asked if Aeon has enough money to purchase the building and to do the renovations that soon. Walker responded that Aeon has built these costs into the financing they are obtaining. She explained that Aeon has access to funds that the City or HUD don’t necessarily have 10. Resolution 2015-03 Extension of Management Contract with CommonBond Housing Hogeboom explained that the current contract with CommonBond expires February 1, 2015. When the last contract was approved it was anticipated that the sale of the property would have closed sometime during 2014. Due to issues with U.S. Dept of HUD the sale was pushed back. Therefore, staff is recommending an extension be approved until July 31, 2015 since the anticipated closing date is now May 2015. The City/HRA can give a 60 day notice to terminate the contract when the sale date is actually set. CommonBond Housing is needed to continue managing and operating while the HRA is still the owner of the property since there are certain HUD reporting requirements for public housing that Aeon is not able to fulfill. Hogeboom noted that there is no increase in cost from the old agreement. HRA Minutes Page 6 Jan. 27, 2015 Motion by Peterson, seconded by Nawrocki, to waive the reading of Resolution 2015-03 approving the extension of the Management Agreement with CommonBond Housing for Parkview Villa North and South. All ayes. MOTION PASSED. Motion by Peterson, seconded by Nawrocki, to adopt Resolution 2015-3, being a resolution of the Housing and Redevelopment Authority in and for the City of Columbia Heights, approving an extension to the Management Agreement for Parkview Villa North and South and authorizing the Chairperson and executive Director of the HRA to execute the contract. All ayes. MOTION PASSED. HRA RESOLUTION NO. 2015-03 RESOLUTION APPROVING SIX-MONTH EXTENSION TO MANAGEMENT AGREEMENT FOR PARKVIEW VILLA NORTH AND SOUTH WITH COMMONBOND HOUSING BE IT RESOLVED BY the Board of Commissioners ("Board") of the Columbia Heights Housing and Redevelopment Authority (the "Authority") as follows: Section 1. Recitals. 1.01. The Authority previously entered into a Management Agreement dated February 1, 2008 (the “Agreement”) with CommonBond Housing (the “Agent”) for the management of a housing facility known as Parkview Villa North and South (the “Property”). 1.02. The original term of the Agreement has expired, and the Authority has previously entered into four one-year extensions of the Agreement, the latest of which terminates on January 31, 2015. 1.03. The parties have agreed to an additional six-month extension of the Agreement (the “Extension”), to allow for continued management of the Property by the Agent until the Property is conveyed to a third party, which conveyance is expected to take place in May, 2015. Section 2. Extension Approved. 2.01. The Extension as presented to the Board is hereby in all respects approved, subject to modifications that do not alter the substance of the transaction and that are approved by the Chair and Executive Director, provided that execution of the Extension by such officials shall be conclusive evidence of approval. The Chair and Executive Director are hereby authorized to execute, on behalf of the Authority, the Extension. Adopted by the Board of Commissioners of the Columbia Heights Housing and Redevelopment Authority, this 27th day of January, 2015. Chair ATTEST: Secretary HRA Minutes Page 7 January 27, 2015 11. Resolution 2015-04 Approving Public Housing Authority Plan The U.S. Dept of HUD requires that housing authorities approve an annual Resolution that certifies that the agency is in compliance with the Public Housing Agency Plan. This is a 5 year plan and it should be the last time we have to submit this. No modernization funds were included in the report due to the sale of the property. However, it is still required that we submit the report since the closing has not yet taken place. The Public Housing Agency Plan was formally advertised and held for public review (with no comments) for the statutory period of time. Staff recommends approval of the Plan. Nawrocki asked if we used up all the previously approved modernization funds. Frost told him that we are still waiting for payments for the elevator project and that there should be about $40,000 left of those funds. Hogeboom asked if Nawrocki was wondering if any money was being left unused or on the table, and he said that staff is working with Aeon to identify some small projects that could be done to use the remaining funds prior to the closing. Motion by Peterson, seconded by Nawrocki, to waive the reading of Resolution 2015-04 there being ample copies available to the public. All ayes. MOTION PASSED. Motion by Peterson, seconded by Nawrocki, to adopt Resolution 2015-04 being a Resolution of the Columbia Heights Housing and Redevelopment Authority (HRA) confirming approval of the 2015 Public Housing Agency Certifications of Compliance with the PHA Plans and Related Regulations. All ayes. MOTION PASSED. HRA RESOLUTION 2015-04 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMNET AUTHORITY (HRA) CONFIRMING APPROVAL OF THE 2015 PUBLIC HOUSING AGENCY CERTIFICATIONS OF COMPLIANCE WITH THE 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 the PHA Plans and related Regulations; and WHEREAS , the 2015 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; NOW, THEREFORE, BE IT RESOLVED , by the Board of Commissioners of the Columbia Heights Housing & Redevelopment Authority that the attached (Appendix) Public Housing Agency Certifications of Compliance with the PHA Plans and related Regulations is hereby approved. ADOPTED THIS 27th day of January, 2015. MOTION BY: Peterson SECONDED BY: Nawrocki ROLL CALL: All Ayes _______________________________________ Chair ________________________________ Executive Director-Walter R. Fehst HRA Minutes Page 8 Jan. 27, 2015 12.Report of Management Company Frost stated they had filed an operating subsidy request that is required by HUD. CommonBond stated they have been drawing these funds down quarterly during the last couple years in anticipation of the pending sale so not much would have to be repaid at the time of closing. th Frost also stated that a HUD required inspection will be done March 10. The goal is to score 90+ out of 100. Staff is working on items to ensure a good score. Mindestrom reviewed the vacancy stats with the members. Nawrocki asked why they are having a hard time filling the units. Mindestrom said that from January 2014 through the current date that 31 applications had been received but that only 9 of those were approved. He wanted to know what things would prevent a person from being approved. Mindestrom said a variety of issues such as unfavorable previous rental history, non-payment of rent, criminal history, etc. 13.Resident Council Update Hogeboom told members that they didn’t have a report from the Resident Council since the secretary had resigned. He said a special election is being held for the position on Tuesday, rd February 3 from 10 am – 2 pm. Two interested parties have put their names in the hat thus far. He said whoever takes the position will not have to do it for long or provide reports to the city once the sale takes place, unless the Council continues under Aeon’s ownership. 14.Citizen Forum Diane Kucher #911—questioned the timeframe for voting. Hogeboom reiterated it would rd take place from 10 am to 2 pm on Feb. 3. Diana Kruger #217—stated she works and wouldn’t be available to vote during that timeframe. Hogeboom said he would try to arrange for absentee ballots for those that can’t make it during the designated timeframe. 15. Administrative Update Hogeboom stated that staff is investigating what role the HRA will play once the sale goes through. Joe will provide that information to the Commissioners later. He said HUD may require ongoing reports which may necessitate commission action even after the sale is complete as it will be taking place mid-year. He also reminded members that special meetings may have to be called prior to the actual closing taking place. He said he would try to schedule these prior to other City Council meetings whenever possible so it doesn’t interfere with members’ schedules too much. HRA Minutes Page 9 Jan. 27, 2015 Diehm said the next regular meeting is scheduled for April 28, 2015 although there may be other special meetings called if needed prior to the closing of the sale. The meeting was adjourned at 7:40 pm. Respectfully submitted, Shelley Hanson, Secretary