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1998-11-10~- MOUND HOUSING AND REDEVELOPMENT AUTHORITY 2020 COMMERCE BLVD. MOUND, MN 55364 MINUTES OF NOVEMBER 10, 1998 The meeting was called to order by chairperson, Bob Polston at 7:OOPM in the council chambers of Mound City Hall. In attendance were the following: Mark Hanus, Leah Weycker, Liz Jensen, Andrea Ahrens, Pinky Charon and Pauline Payne. The first item of business was the approval of the consent agenda which included the minutes of the October 27, 1998 meeting and a list of bills totaling the amount of $ 11,342.59. A motion to approve was made by Andrea and seconded by Leah. The motion was called and passed unanimously. The next item of business was discussion of the the year end budget report. A motion to accept this report was made by Mark and seconded Liz. The motion was ~'^ called and passed unanimously. The next item of business was resolution # 98-2, PHMAP Certification for year end 9/30/98. A motion to approve was made by Andrea and seconded by Mark. The motion was called and passed unanimously. A motion to adjourn was made by Liz seconded by Bob. The meeting was adjourned at 7:20 PM. Respectfully submitted Karol Charon, Executive Director ~a/~/~Y Charon, Executive Director Date Bob Polston, Chairperson Date r 1 MOUND HOUSING AND REDEVELOPMENT AUTHORITY Indian Knoll Manor ~-- ~- .~' # Check No. Vendor/Merchant Amount Comments 1 3389 Westonka Mech $56.50 2 3390 G.E. Co 124.95 3 3391 AT ~ T Universal 425.86 4 3392 Bud et Li htin 119.47 5 3428 Premier Li htinh 678.58 6 3394 Paul Kronholm 6.30 7 3395 Sams 37.76 8 3396 Verified Credentials 15.00 9 3397 Ci of Mound 1,243.11 10 3398 Glass Plus 106.50 11 3399 Minne asco 1 152.00 12 3400 Johnson Controls 335.90 13 3401 Comtec 150.18 14 3402 G T E 121.09 15 3403 I 0 S 125.14 16 3404 B F I 267.43 17 3405 Ci of Mound 100.00 Err 8t Omiss Ins 18 3407 Norwest Bank 500.00 re a ci roof mone 19 3408 I R S 600.00 20 3409 State of MN 90.00 boiler ins ection 21 3410 Ameri uard A enc ' 164.00 Fideli bond 22 3411 Karol Charon 18.56 travel 23 3412 Edna Henke 37.96 sec de refund 24 3414 The Si n A e 268.56 25 3415 Glenwood In lewood 13.42 26 3416 Nitro Green 300.00 27 3417 M E 1 138.00 28 3418 Ko sa S Ivester 81.00 29 3419 Karol Charon 905.66 30 3420 Ali Fire Test 104.69 31 3421 Sta Safe Locksmiths 65.00 32 3422 Coast to Coast 329.51 33 3423 Park Su I 40.81 34 3424 Paul Kronholm 1 140.48 35 3425 Be Kronholm 253.87 3406/13 VOIDED TOTAL: TOTAL ACC. PAYABLE Begining Bank Bal. Deposits MTD ENDING BANK BALANCE $10,117.29 $10,117.29 $35,098.81 $9,625.00 $34,606.52 ,--- F Signature: AccPay 11/09/98 ~l MOUND HOUSING AND REDEVELOPMENT AUTHORITY Indian Knoll Manor ,,~. ,.'.-~-- .~--~ # Check No. Vendor/Merchant Amount Comments 1 3426 N S P $1 139.59 2 3427 Ci of Mound 85.71 'et Tinter ink 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 _ 27 28 29 30 31 32 33 34 35 Previous a e total 10117.29 3393 voided TOTAL: $11,342.59 TOTAL ACC.PAYABLE Begining Bank Bal. Deposits MTD ENDING BANK BALANCE Signat~ re:~ $11,342.59 $35,098.81 $9,625.00 $33,381.22 AccPay 11 /09!98 MOUND HRA RESOLUTION N0.98-2 RESOLIITION APPROVING PHMAP CERTIFICATION FOR FYE 9/30/98 BE IT RESOLVED by the Housing and Redevelopment Authority of the City of Mound, as follows: WHEREAS, the Mound HRA has collected the information to be used in it's PHMAP certification and, WHEREAS, a resolution approving same was passed a the Board of Commissioners meeting on November 10, 1998 and must accompany the PHMAP certification, BE IT RESOLVED that a copy of this resolution will be sent to HUD with the PHMAP certification for approval. Passed by the Board of Commissioners of the Housing and Redevelopment Authority of the City of Mound on November 10, 1998 ,~--~-- . ~~~~ ll ~~~~~ Bob Polston, Chairperson Date ,---- r ruUllc Housing IVlanagement U.S. Department of Housing OMB No. 2577-0156 (exp. 6/30/99) Assessment Program and Urban Development Office of Public and Indian Housing (FHNiA~) Certification Public reporting burden for this collection of information is estimated to average 4 hours per response, including the time far reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Reports Management Officer, R ~ ork Recuction Project (2577-0156), Office of Information Technology. U.S. Department of Housing and Urban Development, Washington, D.C. 20at0- h~s agency may not collect this information, and you are not required to complete this farm, unless it displays a currently valid OMB control number. ~o ~,,;; send this form to the above address. This information is collected to implement section 502 of the National Affordable Housing Act of 1990 which established seven specific indicators and directs the Secretary to develop no more than five other factors (indicators) deemed appropriate to assess the management performance of public housing agencies IPHAs) in all motor areas of management operations. PHAs will complete the PHMAP Certification form HUD-50072 and submit it to HUD. The information ~s used by HUO to assess all major areas of PHA's management operations, designate PHAs as troubled and mad-troubled. enter into a Memorandum of Agreement (MOA) with troubled and mod-troubled PHAs, and report annually to Congress on the status of troubled and mod-troubled PHAs. This information ~s ~equired for HUD to fulfill statutory requirements of the 1990 Act. The information collected does not lend itself to confidentiality. Instructions: A PHA/RMC/Afv1E's responses to this certification form must be the PHA/R(v1C/AME's actual data; e.g., priorto any adjustments for modifications and/or exclusion requests to the indicators. Round percentages to the nearest two decimal points. Indicator ~ 1: Component ~1: Item b: Total number of ACC days is obtained by multiplying the total number of units under ACC by the number of days in the year. This figure should be adjusted accordingly for units that are added during the fiscal year being assessed based on the date the unit(s) reached the end of the initial operating period (EIOP). PHrVRMC/AW1E dame For FY Ending Submission Date m, ~- ~1 b 2~- q~3a f ~' ~ I ll 3a ~ ~ ~t ~G~ Project name(s) ~t aMC;AME The management functions for the following indicator(s) have been assumed by an RMC;AME, and the RMC/AME certification is attachee (enter indicator numbers or N/A): Indicator #1 : Vacancy Rate and Unit Turnaround Time Component # 1: Vacancy Rate ,~r,..PHA has implemented an adequate system to track the duration of vacancies (enter Yes or No) Dial number of ACC days c. Total number of non-dwelling days a. Total number of employee occupiea days e. Total number of days where units were deprogrammed ,-- f Total number of actual vacancy days "~j g~ g. Total number of vacancy days exempted for modernization -^ h. Total number of vacancy days exempted for market conditions ~ '-" Total number of vacancy days where units were exempted due to +aw or regulations -- i. Total number of vacancy days where units were exempted for other reasons -~ k. Percentage points reduction of actual vacancies within past three years (enter percent or N/A) Component # 2: Unit Turnaround PHA shall respond to the questions below, even if it certifies to a grade of C or above on the vacancy component o/ 0 a. PHA has implemented an adequate system to track unit turnaround, including down time, make ready time, and ' lease up time (enter Yes or No) ~~S b. Total number of turnaround days ~ `~ _ c. Total number of vacancy days exempted for modernization -' d. Total number of vacancy days exempted for other reasons ~' e. Total number of vacant units turned around and leased in the PHA's immediate past fiscal year ~ ~~... Average number of calendar days units were in down time ~erage number of calendar days units were in make ready time ~~ ~ _ h. Average number of calendar days units were in (ease up time ~ I ~ ~ 6 P-evious editions are obsolete. Pa e 1 of 4 form HUD-50072 (4/g7) 9 ref. Handbook 7460.5 1 1 Indicator #3: Rents Uncollected a~Dwelling rent owed by residents in possession at the beginning of the assessed fiscal year, carried forward from ~ ~ the previous fiscal year _ O b. Dwelling rents billed during FY being assessed ~ ~ I Flo ~ --~ g~ VG 0 I c Dwelling rents collected during FY being assessed ' ~ ~ ~ ~'~ /^ator #4: Work Orders j ... PHA has implemented an adequate system to account for and control work orders (enter Yes or No) Component # 1: Emergency Work Orders a. Total number of emergency work orders s b. Total number of emergency work orders corrected/abated within 24 hours Component # 2: Non-Emergency Work Orders a. Total number of non-emergency work orders ; a ~~ b. Total number of calendar days it took to complete non-emergency work orders ~ ~, 5 c. Average number of days PHA has reduced the time it takes to complete non-emergency work orders over the past three years (enter average number of days or N/A) ~ N i Indicator #5: Annual Inspection of Units and Systems ~ Component # 1: Annual Inspection of Units a. PHA has implemented an adequate inspection program that generates quality inspections and tracks both ', rnspections and repairs (enter Yes or No) _ ~ ~ S b. Total number of ACC units c. Units exempted where the PHA made 2 documented attempts to inspect and is enforcing the lease ~ d. Vacant units exempted for modernization e. Vacant units exempted for other reasons .~. f. Total number of units inspected us.ng local code or HUD HOS if there ~s no local coae or the local code is less stringent ~ I _7. Total number of units meeting local code/HOS 'HA completed all repairs cn units where necessary for!ocal codeiHoS compliance either during the inspection, issued work orders for the repairs. or referred the deficiency to the current years or next year's modernization program (enter Yes or No) Component # 2: Annual Inspection of Systems a. Total number of sites b. Total number of sites exempted from the inspection of systems c. Total number of sites where all systems were inspected in accordance to the PHA maintenance plan ~ ' d. Total number of buildings e. Total number of buildings exempted from the inspection of svstems f. Total number of buildings where all systems were inspected in accordance to the PHA maintenance plan g. PHA performed required maintenance on buildings and sites in accordance with specifications or locallPHA standards, or issued work orders for the repairs, or included the defir;iencies in the current year; or next year's modernization program (enter `(es or Flo) ~ ~S Indicator #6: Financial Management Component # 1: Cash Reserves a. Amount of cash reserves PHA shall respond to the questions for er[her Option A or Option i3, below, even if it certifies to a grade of C or above on the cash reserves component. Component # 2: Energy Consumption a. All PHA units have tenant-paid utilities (enter Yes or No) ]~ ,~-motion A: Energy/Utility Consumption Expenses ~ ,~Q total energylutiliry consumption expenses _ _ _ 3~~5 W i P•evious editions are obsolete. Pa e 2 of 4 form HUO-50072 (4197) S ref. Handbook 7460.5 I. 1 J ~ _... a_PHA has completed or updated its energy audit within the past 5 years (enter Yes or.No) I ~S 'b. All of Ehe recommendations that were cost effective were implemented (enter Yes, No or N/A) ! ~ S c. PHA has an impleritentation plan to implement all of the recommendations that were cost effective (enter Yes, No or NIA) i S d. PHA is on schedule with its implementation plan, based on available funds (enter Yes, No or N/A) ~ I ~ ~S ! '~cator #7: Resident Services and Community Building i !` with fewer than 250 units or with 100°o elderly developments wilt not be assessed under this indicator un, ..,s otherwise specified below ~ a. Check rf PHA ~,vith re~.ver than 250 units or ' 00°~ elderly developments requests to be assessed under this indicator (enter Yes or No} Component #1: Economic Uplift and Self Improvement a. PHA requests to be assessed for all non-HUD funded programs implemented (enter Yes or No) b. PHA Board of Commissioners has adopted economic uplift and self-improvement programs (enter Yes or No) c. Percentage of family occupied units where a PHA can document it has implemented these programs ~ o, d. PHA monitors performance and issues reports concerning progress (enter Yes or No) Component #2: Resident Organization a. PHA can document it recognizes resident councils, and has a system of communication and collaboration with and supports resident councils (enter Yes or No) i ~ 5 b. Where no resident council exists. PHA can document it encouraged the formation of resident councils (enter Yes or No) I, CJ~~S Component #3: Resident Involvement a. PHA Board of Commissioners, by resolution, provides for resident representation on the Board and committees (enter Yes or No) b. PHA implemented measures that ensure residents have input into: (check all tf~at are applicable) Security ~ Screening/occupancy Maintenance ~~ Operating budget Relocation Resident programs Modernization and dev~topment programs Component #4: Resident Programs Management a. PHA has HUD funded special programs (enter Yes or Noi ______ _~)U ti. PHA has a Resident Management or Tenant Opportunity Program ~,vhere the °Hn ~s me rontract administrator ler.ter yes or No) i~ O ,--- - - 'HA requests-to be assessed for all non-HUD funded programs (enter Yes or No) (~ (~ d. Percentage of goals the PHA can document it met under implementation plan(s) ~~ 0 Indicator #8: Security PHAs with fewer than 250 units will not be assessed under this indicator unless otherwise specified below a Check if PHA with fewer than 250 units requests to be assessed unoer this indicator t/ Component #1 : Tracking and Reporting Crime-related Problems a. FHP. has Boaro aaoptec policies and implemented procedures to track crime and c~~me-.elated problems ;enter Yes or No) ~ S b. PHA can document that it has a cooperative svstern for tracking and reporting crime to focal police authorities (enter Yes or No) ~'7_ S c. PHA can document it reports crime to local police authorities (enter Yes or No) ~~ S d. Percentage of developments where PHA can document it tracks crime and crime-related problems a~ Component #2: Screening of Applicants a. PHA has Board adopted policies and implemented screening procedures that reflect the One-Strike criteria (enter `!es or No) T ~ S b. PHA can document that screening procedures result in successfully denying admission to applicants who meet the One-Strike criteria (enter Yes or No) I S c. Screening procedures result in denying admission to applicants who meet the One-Strike criteria (enter Yes or No) ~ ~ 5 Component #3: Lease Enforcement a. PHA has Board adopted policies and implemented eviction procedures that reflect the One-Strike criteria (enter Yes or No) ~ S - b. PHA can document that eviction procedures result inappropriately evicting residents who meet One-Strike criteria (enter Yes or No) ~ ~~ S c. Eviction procedures result in the eviction of residents who meet the One-Strike criteria (enter Yes or No) ~~S form HUD-50072 (4197) Previous editions are obsolete. Page 3 of a ref. Handbook 7460.5 t ~ ~.vu~~I V~w~u n•~. Wdlll YI Ull dill UUdIS a. BHA has HUD funded drug prevention and/or crime reduction programs (enter Yes or No) ~ ~ U b. PHA requests to be assessed for all non-HUD funded drug prevention and crime reduction programs (enter Yes or No) -~ c. PHA can document that the program goals are related to drug and crime rates (enter Yes or No) d. Percentage of goals that the PHA can document it met under implementation plan(s) for any and all of these programs ~ °,o ~.-, Adjustments for Physical Condition and/or Neighborhood Environment a. PHA claims adjustment for physical condition and/or neighborhood environment (enter Yes or No) I b. Total units (not exempted for any other reason) subject to both physical conditions and neighborhood environment c. Total units (not exempted for any other reason) subject to physical conditions only d. Total units (not exempted for any other reason) subject to neighborhood environment pnly j ~_~.= bVe hereby certify that, as of the submission date, the above indicators, under the Public Housing Management Assessment Program. (PHIvWP), are true and accurate for its fiscal year indicated above. The undersigned Further certify that, ro their present knowledge there is no evidence to indicate seriously deficient performance that casts doubt on the PHA's capacity to preserve and protect its publi housing developments and operate them in accordance with Federal law and regulations. Appropriate sanctions for intentional fats- certification will be imposed. including suspension or debarment of the signatories. Chauoerson, Aoard of Commissioners : (signature d care) ~ Attestea ro oy: (Execytive Directors signature 8 pate) Board Resolution approving this certification is required and must b attached tot a executed certification. RMC/AME certifications shall be signed by the corresponding organization's top executive or head. form NUO-50072 (4/97 Previous editions are obsolete. Page 4 of 4 ref. Handbook 7x60."