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2000-03-28~. ~: r 1 ~J SPECIAL MEETING OF THE MOUND HOUSING AND REDEVELOPMENT AUTHORITY 2020 COMMERCE BOULEVARD MOUND, MINNESOTA 55364 DATE: MARCH 28, 2000, 7:00 P.M. LOCATION: COUNCIL CHAMBERS, MOUND CITY HALL ROLL CALL: TAX INCREMENT FINANCING AGENDA: 1. MOTION TO APPROVE RENTAL FORBEARANCE AGREEMENT ON LONGPRE PROPERTY. 2. APPROVE ISSUANCE OF CERTIFICATE OF COMPLETION TO JRW PROPERTIES - RE: COMMERCE PLACE • SHOPPING CENTER. 3. APPROVE ASSIGNMENT OF REMAINING OBLIGATIONS OF JRW PROPERTIES CONTRACT TO UNITED PROPERTIES. 4. AUTHORIZE THE ACCEPTANCE OF A SUBSTITUTE LETTER OF CREDIT FROM UNITED PROPERTIES 5. AUTHORIZE RELEASE OF THE CURRENT LETTER OF CREDIT TO JRW PROPERTIES UPON RECEIPT OF LETTER OF CREDIT FROM UNITED PROPERTIES. INFORMATI ON/MISCELLANEOUS 1. LETTER THAT WILL BE SENT TO LANGDON DISTRICT PROPERTY OWNERS. 2. NOTE FROM BRUCE CHAMBERLAIN REGARDING THE BALBOA PROPERTY PURCHASE AGREEMENT. ADJOURNMENT: r • MEMORANDUM Hoisington Koegler Group Inc. ®© ©® To: Mound HRA From: Bruce Chamberlain Mound Visions Coordinator Date: March 24, 2000 Subject: Rental Forbearance Agreement with Jo Longpre. Several months ago the HRA reviewed a discussion draft of a rental forbearance agreement. The agreement is intended as an incentive for property owners within the redevelopment districts to not re-lease property if it becomes vacant. The advantage to the HRA in this scenario is that tenant relocation costs would not be incurred when and if the property is redeveloped. The advantage to the property owner is that they will receive payment in lieu of rent if the property is redeveloped. A rental forbearance agreement would credit a property owner the average monthly rent they received for the property over the previous six months. Payment of the credit would occur at the time the HRA or chosen developer closes on the property in preparation for redevelopment. The agreement would be void if the property is not acquired for redevelopment or if the property owner leases the space. Jo Longpre has expressed interest in the agreement for two spaces within her building at the corner of Shoreline and Commerce Boulevards. The monthly rents for the two spaces are $400 and $210 respectively. The proposed rental forbearance agreements would run through September 28, 2000, which is beyond the expected closing date based on our redevelopment schedule. The action requested of the HRA is approval of the agreements attached -one agreement for each space. Staff has conducted acost/benefit analysis and finds that if relocation costs were incurred on the spaces subject to the agreements, the cost would likely exceed the maximum rental forbearance payment. Therefore, Staff recommends approval of the agreements attached. I will be at the HRA meeting to review the agreements and answer any questions of the HRA. IISF.RVERIAcdve4Lt0[1ND199-241DOCSIIongpre2.doc 123 North Third Street, Suite 100, Minneapolis, Minnesota 55401 (612) 338-0800 Fax (612) 338-6838 . ~a~ SECOND SUPPLEMENT TO . CONTRACT FOR PRIVATE REDEVELOPMENT This agreement ("Agreement") is made effective as of March 31, 2000. RECITALS WHEREAS, The Housing and Redevelopment Authority in and for the City of Mound, a public body corporate and politic (hereafter referred to as the "Agency") entered into a certain Contract for Private Redevelopment dated July 11, 1985, as supplemented July 9, 1986 (hereafter referred to as the "Contract") with JRW Properties, Inc., a Minnesota corporation (hereafter referred to as "JRW") with respect to the redevelopment of certain land (hereafter referred to as the "Redevelopment Property") originally described on Exhibit A to the Contract and which has now been replatted as Lots 1 through 6, Block 1, Commerce Place, Hennepin County, Minnesota; and WHEREAS, the "Minimum Improvements" (as defined in the Contract) have been completed and JRW has received a "Certificate of Completion" (as defined in the Contract) dated February 11, 1988 and filed May 23, 1988 as Document No. 1932008 (Torrens); and WHEREAS, JRW agreed to pay to the Agency certain deficiencies, if any were to develop, in the tax increment generated by the Redevelopment Property as compared to principal and interest payments due on certain bonds issued by the City of Mound pursuant to Article VI • of the Contract (the "Guaranty"); and WHEREAS, to secure the Guaranty, a letter of credit by Norwest Bank Minnesota, No. S403367, originally issued on April 18, 1995 in favor of The Mound Housing and Redevelopment Authority in the amount of $225,000.00, was issued on the account of JRW (the "Letter of Credit"); and WHEREAS, the Redevelopment Property is being conveyed and transferred to an affiliate of JRW, United Properties Investment LLC (hereafter referred to "UPI"); and WHEREAS, the parties desire to substitute UPI for JRW on the Guaranty. NOW, THEREFORE, it is hereby agreed as follows: 1. The Agency acknowledges that pursuant to the Redevelopment Property deed, only those covenants, conditions and restrictions contained in Sections 6.1, 6.3 and 6.4 of the Contract are to continue until the maturity date of the Bonds as defined in the Contract. The foregoing shall not be deemed to release or modify any of the covenants, conditions or restrictions as contained in the Redevelopment Property deed. • ~- 2. The Agency acknowledges that, as of March 31, 2000, UPI shall become the fee simple owner of the Redevelopment Property. 3. UPI hereby assumes and agrees to be bound by the obligations of the "Redeveloper" (as defined in the Contract) under Sections 6.1, b.3 and 6.4 of the Contract. The foregoing shall specifically include the assumption by UPI of the Guaranty. The Agency hereby releases JRW from any liability under the Contract, specifically including the Guaranty. 4. The Agency hereby agrees and consents to the amendment of the Letter of Credit so as to substitute UPI for JRW as the account party on said letter of credit or to replace said Letter of Credit with another letter of credit in the same amount .from the same or equivalent bank. UPI agees to so amend or replace the Letter of Credit. 5. This Agreement may be executed in multiple counterparts, each of which shall be an original, but any of which taken together will constitute one and the same agreement. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the date first above written. THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF MOUND r~ ~~ By Its Chair By Its Acting Executive Director STATE OF NIINNESOTA ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _ day of March, 2000, by and ,the Chair and Acting Executive Director of The Housing and Redevelopment Authority in and for the City of Mound, a public body corporate and politic, on behalf of the corporate body. Notary Public (SIGNATURES CONTINUE ON THE FOLLOWING PAGE) ~J JRW PROPERTIES, INC. • B v Michael J. Reinarts, Vice President STATE OF MINNESOTA ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _ day of Mazch, 2000, by Michael J. Reinazts, the Vice President of JRW Properties, Inc., a Minnesota corporation, on behalf of the corporation. Notary Public UNITED PROPERTIES INVESTMENT LLC By Frank J. Dutke, Executive Vice President • By Richard E. Student, Vice President STATE OF MINNESOTA ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _ day of March, 2000, by Frank J. Dutke and Richard E. Student, the Executive Vice President and Vice President respectively of United Properties Investment LLC, a Minnesota limited liability company, on behalf of the limited liability company. Notary Public #423g00t2:LBG:03/24/Z000 • . SECOND SUPPLEMENT TO CONTRACT FOR PRIVATE REDEVELOPMENT This agreement ("Agreement") is made effective as of March 31, 2000. RECITALS WHEREAS, The Housing and Redevelopment Authority in and for the City of Mound, a public body corporate and politic (hereafter referred to as the "Agency") entered into a certain Contract for Private Redevelopment dated July 11, 1985, as supplemented July 9, 1986 (hereafter referred to as the "Contract") with JRW Properties, Inc., a Minnesota corporation (hereafter referred to as "JRW") with respect to the redevelopment of certain land (hereafter referred to as the "Redevelopment Property") originally described on Exhibit A to the Contract and which has now been replatted as Lots 1 through 6, Block 1, Commerce Place, Hennepin County, Minnesota; and WHEREAS, the "Minimum Improvements" (as defined in the Contract) have been completed and JRW has received a "Certificate of Completion" (as defined in the Contract) dated February 11, 1988 and filed May 23, 1988 as Document No. 1932008 (Torrens); and WHEREAS, JRW agreed to pay to the Agency certain deficiencies, if any were to • develop, in the tax increment generated by the Redevelopment Property as compared to principal and interest payments due on certain bonds issued by the City of Mound pursuant to Article VI of the Contract (the "Guaranty"); and WHEREAS, to secure the Guazanty, a letter of credit by Norwest Bank Minnesota, No. 5403367, originally issued on April 18, 1995 in favor of The Mound Housing and Redevelopment Authority in the amount of $225,000.00, was issued on the account of JRW (the "Letter of Credit"); and WHEREAS, the Redevelopment Property is being conveyed and transferred to an aiTiliate of JRW, United Properties Investment LLC (hereafter referred to "UPI"); and WHEREAS, the parties desire to substitute UPI for JRW on the Guaranty. NOW, THEREFORE, it is hereby agreed as follows: 1. The Agency acknowledges that pursuant to the Redevelopment Property deed, only those covenants, conditions and restrictions contained in Sections 6.1, 6.3 and 6.4 of the Contract are to continue until the maturity date of the Bonds as defined in the Contract. The foregoing shall not be deemed to release or modify any of the covenants, conditions or restrictions as contained in the Redevelopment Property deed. • • 2. The Agency acknowledges that, as of March 31, 2000, UPI shall become the fee simple owner of the Redevelopment Property. 3. UPI hereby assumes and agees to be bound by the obligations of the "Redeveloper" (as defined in the Contract) under Sections 6.1, 6.3 and 6.4 of the Contract. The foregoing shall specifically include the assumption by UPI of the Guaranty. The Agency hereby releases JRW from any liability under the Contract, specifically including the Guaranty. 4. The Agency hereby agees and consents to the amendment of the Letter of Credit so as to substitute UPI for JRW as the account party on said letter of credit. UPI agees to so amend the Letter of Credit. 5. This Ageement may be executed in multiple counterparts, each of which shall be an original, but any of which taken together will constitute one and the same ageement. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the date first above written. THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR THE CITY OF MOUND • By Its Chair By Its Acting Executive Director STATE OF IV~NNESOTA ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _ day of March, 2000, by and ,the Chair and Acting Executive Director of The Housing and Redevelopment Authority in and for the City of Mound, a public body corporate and politic, on behalf of the corporate body. Notary Public • (SIGNATURES CONTINUE ON THE FOLLOWING PAGE) • JRW PROPERTIES, INC. By Michael J. Reinarts, Vice President STATE OF MINNESOTA ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _ day of March, 2000, by Michael J. Reinarts, the Vice President of JRW Properties, Inc., a Minnesota corporation, on behalf of the corporation. Notary Public UNITED PROPERTIES INVESTMENT LLC • By Frank J. Dutke, Executive Vice President By Richard E. Student, Vice President STATE OF MINNESOTA ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _ day of March, 2000, by Frank J. Dutke and Richard E. Student, the Executive Vice President and Vice President respectively of United Properties Investment LLC, a Minnesota limited liability company, on behalf of the limited liability company. Notary Public #423400v1:LBG:03/1AJ2000 • r~ ~J Dear Langdon District Property Owner: In preparation for the downtown redevelopment project, the City of Mound has hired STS Consultants, Ltd. to conduct Phase I Environmental Assessments of the properties in the Langdon Redevelopment District. STS will be conducting the work in the months of March and April, 2000. Representatives from STS will be requesting access to your property and building. Your cooperation in this endeavor is greatly appreciated but is voluntary. The property reconnaissance generally takes less than 15 minutes. If you have specific questions about what the assessment entails, please call Gary Rathbun with STS Consulting at (612) 315-6344. If you have questions or concerns about the assessment or other redevelopment issues, please call Bruce Chamberlain, Mound Visions Coordinator at (612) 338-0800. Thank you for tolerating the inconvenience and thanks again for your cooperation. Sincerely, . Fran Clark, Acting City Manager M: I MO UND 199-141 DOCSI ph 1 _ltr. doc • Page 1 of 1 ti FLEISINGER • From: Bruce <blc(B~HKGI.com> To: Andrea Ahrens (E-mail) <AKA0604((~aol.com>; Bob Brown (E-mail) <skinnyb~webtv.net>; Leah Weycker (E-mail) <weyckeri~westonka.kl2.mn.us>; Mario Hanus (E-mail) <mhanust~pclink.com>; Jim Prosser (E-maip <jim~ehlers-inc.com>; John Dean (E-mail) <jdean~kennedy-graven.com>; Pat Meisel (E-mail) <patfi~meiSelwoOdhObby.COm>; Ffen Clefk (E-mail) <fleisinger~msn.com> Sent: Wednesday, March 22, 2000 10:04 AM Subject: Balboa Site I spoke with Gary Maxwell (General Partner of Balboa Properties) on Friday about the purchase offer submitted by the City for his property. He indicated that there are several components of the offer that leads him to reject it. 1. $250,000 is not a sufficient offering price. He would negotiate in the range of $350-400,000 2. The offer does not tie the closing date to satisfaction of specific environmental concerns such as a "no association letter" from the PCA. 3. He is interested in 100% cash at closing or only a very • short term note for a portion of the purchase price with a reasonable interest rate and balloon payment within 6 months of closing. He asked that I pass the information along to the City. If you have questions, let me know. Bruce Chamberlain • 03/22/2000 } ~~ ~ '~ ` 4 ~ 1 ' I Nf !~ MOUND HOUSING AND REDEVELOPMENT AUTHORITY 2020 COMMERCE BOULEVARD MOUND, MINNESOTA 55364 DATE:: ~~~~~~ LOCATION: COUNCIL CHAMBERS, MOUND CITY HALL ROLL CALL: A. INDIAN KNOLL MANOR CONSENT AGENDA 1. Monthly Bills 2. Minutes -February 22, 2000 B. ACCOUNTING ITEMS 1. Accountant Reports (given to you at the last meeting ) 2. Bank Accounts • B. H.RA ACTION ITEMS 1. Resolution # 00-6 Maintenance Policy 2. Resolution # 00-7 Tenant Choice in Rent C. INFORMATION ITEMS 1. The Continuing Saga with HUD 2. APRIL 25, 2000, Indian Knoll Manor Meeting ~-~- D. TENANT REPRESENTATIVE REPORT G. ADJOURNMENT 03/20/00 08:39 FAX CITY OF !MOUND • MINUTES -MEETING MOUND HRA FEBRUARY 22, 2000 The Housing and Redevelopment Authority of the City of Mound, Hennepin County, Minnesota, met in a regular session on Tuesday, February 22, 2000, at 7:00 p.m., in the Caunal Chambers at 5341 Maywood Road, in said City. Those present: HRA Board Members: Bob Brown, Mark Hams anti Leah Weycker. Absent and Excused: Chairperson Meisel and HRA Board Member Andrea Ahrens. Also in attendance were Acting City Manager Lehi Harrell, City Attorney John Dean, HRA Director Pinky Charon, and Secretary Sue McCulloch. Others present: None. Consent Agerxia: All items listed under this Consent Agenda are considered to be routine by the Housing acrd Redevelopment Authority. There will be no separate discussion o, f these items runless a Councilmember ar citiser: so request, in which event the item will be remo~~ed, from the Consent Agenda and eonsidsred in normal sequence. Acting Chairperson Hanus called the meeting to order at 7:01 p.m. APPROVAL OF AGENDA AND CONSENT AGENDA. MOTION by Brown, seconded by Weycker, to approve the agenda and consent agenda as amended above. Motion carried. 3-0. *1.0 11NDTAN KNOLL MANOR CONSENT AGENDA. *A. Monthly hilts. 'B. Minutes -January 25, 2000. Nezt Indian Knoll Manor meeting scheduled for March 28, 2000. 1.1 ~~COL~1_rTTING ITEMS. A. Accountant Reports. HRA Director briefed on the accountant reports. She stated there has been electronical problems with the filing process causing some reports to be late. B. Banlc Accounts. HRA Director stated there were no items for discussion. Laos • U3/2UiU0 08:~U FAX CITY OF MOUND ~urrx trm RR A ~tiN[ 1'i'FS - FEBt~t 1A_I~Y 2i. Z000 • 1.2 H RA ACTION ITEMS CTAX INCREMENT FINAN ,+-, ~'^*~S~ERATION OF PURCHASE AGREEMENT FROM $ALBOA CENTER LIlVII'I'ED PARTNERSHIP FOR VACANT LAND NEXT TO SUPER AMERICA. Acting Chairperson Hanes asked if there were any questions for the City Attorney concerning the purchase agreement. HRA Board Member Weycker asked the City Attorney about the pollution on the site. The City Attorney stated the TIF program would cover what expenses incur from the pollution cleanup. HRA Board Member Brown asked the City Attorney about the super fund. The City Attorney stated the super fund would be used for the VIC program. HRA Board Member Weycker stated she does not want to see the City of Mound pay for any expenses concerning cleanup that were initially not agreed to by the City. The City Attorney stated he is comfortable with the way the contract reads. Acting Chairperson Hanes stated 6a directs any questions about the cleanup process. He stated it notes that we can terminate the agreement if the property is found polluted or if the property is polluted and we do not receive funds to pay for this cleanup. H1tA Board Member Brown stated with the City's tight budget this year, we do not want to ask for money $om the taxpayers for this project. The City Attorney agreed to add in some language to make the agreement read more clearly regarding cost issues, reimbwsement issues, and precluding from use of the p~rtS'• Acting Chairperson stated on page 9c there appears to be some blanks in the agreement that need to be filled in properly. The City Attorney ageed. HRA Board Member Brown stated if we close an this matter, we are then stuck with paying for whatever cleanup is necessary on the property, but prior to the closing if there are pollution issues that are extraordinary, the City of Mound can back out of the agreement. The City Attorney stated the City does have a risk and will not discover all the problems until we buy the property. Although, he stated the City shou;d progress to the next step in purchasing the property ~oii • 2 us/2U/UO 08:41 FXX CITY OF MOUND I~]012 ~' r MOUND HRA MII~iITTEiz-~B.VARY 22.2404 • 't'he City Attorney further suggested that the agreement state the City will make mstatltnent payments rattler than one lump sum as currently stated in tho alert. He stated the payments would be spread out to cover a couple of years. Acting Chairperson Hanes stated if the purchase does occur, wilt the City of Mound sell a bond. The City Attorney stated this may not be the case and wouid rather have the finance director address this funding question at a later date and time. MOTION by Weycker, seconded by Brawn, to accept the purchase agreement with the lapgsage change is 6a, fDling the blanks in as 9c, and changing the method of payment to installments. Motion carried. 3-0. B. ~ONSIIIERAT~ON OF REPLY LETTER FROM JIM PROSSER TO THE NETKAS. The consensus of the HRA Board Members included having the proposed draft letter sent out to the Netkas. C. OUOTES ON PHA5E I ENVIRONMENTAL SITE ASSESSME_ NT QN THE COAST TO COAST REDEVELOPMENT SI'IC~ Acting Chairperson Hanes asked why this matter was considered on the TIF agenda tonight because in his mind, this had already been approved. The amount approved was not to exceed SS,000. H1tA Board Member Weycker stated the amount is not the issue; it appears they would like direction regarding whether to perfom- a single Phase I or an individual Phase I for the four developments. Mr. Prosser agreed and further stated the combined Phase I would be cost-effective to have it done now, rather at a later point in time when the parcels are sold. MOTION 6y Brown, seconded by Weycker, to approve the February 17, 1000, letter written to Bruct Chamberlain allowing all tour parcels to be included in Phase I amounting to approzimately S3,8t10. Motion carried. 3- 0. 1.3 INFORMATION ITEMS. A. CIAP Grant. The HRA Director stated the CIAP grant has been received. She stated she will now have the veins properly cleaned and the long window in front of the complex would be tinted. She stated she also purchase an inexpensive snow blower to be used for the sidewalk and in between cars. • 3 03/20/00 G8: 42 F:tx CITY OF hiOliND lajU13 1° Tvrnrlrag EtRA MINUTES - FEBRUARY 22.2000 i HRA Board Member Brown asked how the venting would be performed and the HRA Director stated it would come out from the roof. HRA Board Member Brown stated there is a new technique using high pressurized vacuums that suck everything out. He highly recommends this process be checked out. The HRA Director was concerned there were approximately 50 ducts to be cleaned, but Id1iA Board Member Brown assured her all ducts would be cleaned properly and through this vacuum system. The HRA Director stated she would wait until the spring to clean the ducts. In the meatrtime, HRA Board Member Bmwn will give the recommended venting company name to her_ B. CBDG Grant. The HRA Director stated she would like fo invest 5100,000 of the grant money into making handicapped efficiency apartments to comply with the S percent rule. She stated she would take four apartments and make two handicapped apartments. • HRA Board Member Weycker asked if the resolution in packet needed to be mare specific with regard to how marry apartments we are asking for. The H1ZA Director stated tl•.e application has more of those specific details, and the resolution being presented just signifies the City agrees with this proposal. The consensus of the H1ZA Board felt the Grant would be put to good use in the specific way stated above. C. HOME Grant and other funds. The HRA Director was cautioned about applying for this specific grant because 25 percent of the money would need to come from some other source if the grant was approved. Chairperson Hams asked if the funds being made available have to be dedicated or do they just have to be proven they exist. The HRA D'uector stated the monies would need to bo only proven they exist. The consensus of the HRA Board stated the HRA Director should apply for this grant and if accepted, the City can deal with that decision at a later date. At this point, it is important to apply for as many grants as possible. The Acting City Manager stated when aU of the grant applications have beer: completed and approved, he suggested taking the best offer for the City of Mound. • 4 ... ~ 1:3/20/00 08:43 F:~X CITY OF 1KOUNB ,` ~OUNI) [~2A MINUTES -FEBRUARY 22.2000 1.4 MISCELLANEOUS. 1. HRA Director handed out the Budget Progress Report. 2. ERtA Director will be on vacation Next week. 3. HRA Board Member Brows stated he does realize the policy of no cell phones being allowed during a meeting; although, tonight he will have a phone to wait far a calf from Mayor Meisel to see if she will be attending the City Council meeting tonight. 1.S TENANT REPRESENTATIVE REPORT. None. . l.b ADJOURNMENT. MOTION by Brown, seconded by Weycker, to adjourn the meeting at 7:27 p.m. The vote was anani®ously in favor. Motion carried. 3-0. • ~ Pinky Charon, I-3RA Director Attest: Acxing Chairperson Hams I~] 014 5 ti' , { • • MOUND HOUSING AND REDEVELOPMENT AUTHORITY Indian Knoll Manor # Check No. Vendor/Merchant Amount Comments 1 3844 C.Naber and Assoc $95.00 2 3845 Verified Creditials 20.00 3 3846 GTE 335.64 4 3847 Glenwood Inglewood 27.84 5 3848 City of Mound 844.36 6 3849 UniDial 7.95 7 3850 Water Specialist 241.50 softner salt 8 3851 M E I 284.24 9 3852 I O S 109.37 10 3853 Reliant Energy' 1,032.00 11 3854 Sta Safe 6.39 12 3855 Nitro Green 132.40 13 3856 AT & T 800.34 snowthrower, office 14 3857 Electro Watchman 132.00 annual alarm contrac 15 3858 N S P 1,116.93 16 3859 Adams Pest 49.88 17 3860 BFI 279.34 18 3861 All Safe 70.30 Fire extinguisher the 19 3862 GE Appficances 348.87 repair refridgerators 20 3863 AI's Master Plumbing 1,396.50 21 3864 Park Supply 240.23 22 3865 4 M Fund 500.00 levy loan 23 3866 Christine Johnson 106.46 24 3867 Coast to Coast 61.77 25 3868 I R S 785.60 26 3869 Karol Charon 1,147.13 27 3870 Paul Kronholm 1,422.95 28 3871 Betty Kronholm 258.19 29 30 31 32 33 34 35 TOTAL: $11,853.18 TOTAL ACC. PAYABLE Begining Bank Bal. • Deposits MTD ENDING BANK BALANCE Signature: $11,853.18 $87,064.00 $9,000.00 $84,210.82 AccPay 03/13/2000 1 . t .T C tt ~ ' ~~~ •471 ~y ~~t M~+ • Summary Statement February 2000 For more information, call MBIA Client Services at (800)395-5505 Fax: (800)765-7600 ~~~ Mound Housing and Redevelopment Authority A ....m,n* Numhar• MN_nl_025R-20(11 Account Name: GENERAL FUND Beginning Contributions Withdrawals Income Average Daily Month End Balance Earned Balance Balance $200,610.66 $500.00 $0.00 $896.01 $201,348.96 $202,006.67 A nnnnnf Nnmhar• MN_nl _n25R-2002 Beginning Contributions Withdrawals Income Average Daily Month End Balance Earned Balance Balance $10,064.49 $0.00 $0.00 $44.88 $10,087.67 $10,109.37 Account Name: MOUND IiiJD k* .7 • Total ~f all accounts Beginning Contributions Withdrawals Income Average Daily Month End ce B l Earned Balance Balance an a 436 63 $211 116.04 $212 $210,675.15 $500.00 $0.00 $940.89 . , , • Page: 1 February 2000 ~~~~~ Norwest #/ORWESTBANKS ~~~~~ , ~e.~~ Bank Statement • NORWEST BANK MINNESOTA, N.A. POST OFFICE BOX 8 514 MINNEAPOLIS MN 55479 Page 1 758 Statement Date: February 28, 2000 042-0023739 HOUSING AND DEVELOPMENT AUTHORITY OF MOUND 2020 COMMERCE BLVD MOUND MN 55364 If you have any questions about this statement or your accounts, call: 612-667-0281. Balance Date Your Accounts at a Glance Account tYumber Current Balance Choice !-Plus 042-0023739 + 931.25 Choice !-Plus Housing And Development Authority Of Mound Account No. 042-0023739 t ---------------------------------------------------------------____--- f • S ------------------------------- -------------------- your accoun ummary o Previous Balance on Jan 28 $ 930.79 Deposits, other additions + 0.46 Total checks posted, other withdrawals - 0•~ Ending balance on Feb 28 = 931 25 Summary of interest information --_______------------------------------------------------- ------------------------------ -------------------- Annual percentage yield earned 0.59 Average collected balance this period $ 930.79 Interest earned during this period $ a•~ Interest and bonuses paid to date Phis year $ 0.94 Total interest and bonuses earned in 1999 $ 33.93 Daily Balance Summary Date Balance Date kl Balance Jan 28 Details of your account ------ Date Description Jan 28 Previous Balance Deposits Feb 28 Interest Payment Feb 28 Ending Balance • 930.79 Feb 28 931.25 Amount $ 930.79 + 0.46 = 931.25 Thank you for banking with Norwest. IrjARQUETTE BANK , N . A . . ~V~~ MOUDNDVOFFICE Page 1 PO DOA ,~ OOO . 0 MEMBERFDIC 2-29-00 MINNEAPOLIS MN 55480-1000 33530 8 - 115 • 36 HOUSING & REDEVELOPMENT AUTHORITY SPECIAL ACCOUNT 2020 COMMERCE BLVD MOUND MN 55364-1575 1438 I~I~I~~I~I~~~II~~II~~~I~~I~~~I1~1~1~1~~~1~1~1~~~1~111~~~1~~~11 Account>Number - 33530 BUSINESS CHECKING Account Activity from 1-31-00 to 2-29-00 Number of Items Previous Balance 3 20,955.41 9,973.00 + Deposits +`'Electronic Deposits 1 67,202.00 07 34 + Other Deposits/Credits 1 . 00 - Electronic Withdrawals . 00 - Other Withdrawals/Debits 33 . 11,100.18 - Checks Paid Current. Balance 87,064.30 Interest Summary 1/31/00 Interest Earned From to 2/29/00 DaYS in Period 29 34.07 Interest Earned 75 Annual Percentage Yield Earned . 49.61 Interest Paid this Year .00 Interest Withheld this Year Deposits Date Description Amount 2-04 CUSTOMER DEPOSIT 7188.00 00 2561 2-Og CUSTOMER DEPOSIT • 2-14 CUSTOMER DEPOSIT .- .. 224.00 Total Deposits 3 9,973.00 Electronic CreditlDeposit Activity Amount Date Description 2-14 HUD TREAS 303 MISC PAY 67202.00 Total Electronic CreditsiDeposits 1 67,202.00 Continued on Next Page ~_ EQUAL MOUSING M.rqu.N. Reeycbt • THE HOUSING AND REDEVELOPMENT AUTHORITY OF THE CITY OF MOUND RESOLUTION # 00-6 • RESOLUTION ADOPTING MAINTENANCE POLICY EFFECTIVE APRIL 1, 2000. WHEREAS, the Mound Housing and Redevelopment Authority has now in effect a Public Housing Maintenance Policy ;and WHEREAS, said policy is out of date and needs to incorporate the new rules and regulations that have been passed. NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of the Mound Housing and Redevelopment Authority that the new Community Service Policy, as attached, will be come effective April 1, 2000. Pat Meisel, Chairperson Date Karol Charon, Executive Director Date ` MOUND HOUSING AUTHORITY MAINTENANCE POLICY • The Maintenance Division of the Mound Housing Authority is responsible for managing the maintenance function in the most cost effective manner possible while maximising the useful life of Authority properties and providing the best service to Authority residents. The following policy statements are designed to establish the structure of an effective and efficient maintenance system 1.0 COMPONENTS OF A MAINTENANCE SYSTEM The Mound Housing Authority maintenance system shall include certain components: A. A system of priorities for work requests; B. Comprehensive working procedures; C. Performance goals; D. A work order system; E. A skills training program; and F. Along-range planning system. • By developing a maintenance system that has these components in place, the authority will have the tools it needs to control the performance of maintenance work at the Mound Housing Authority. 1.1 PRIORITY SYSTEM The work priorities adopted by the Mound Housing Authority exemplify its philosophy of delivering maintenance services. This priority system ensures that the most important maintenance work is done at a time it can be performed most cost-effectively. Minimizing vacancy loss is part of the cost-effectiveness calculation. The maintenance priorities of the Mound Housing Authority are the following: A. Emergencies B. Scheduled Operations and Services C. Vacancy Preparation D. Resident On-Demand Requests Placing planned maintenance and vacancy preparation work ahead of resident work requests does not indicate that resident requests are unimportant. It emphasizes the importance of maintaining • control of the maintenance work by performing scheduled routine and preventive work first. By doing so the Authority will decrease on-demand work and maintain the property in a manner that ` ,will keep and attract good tenants. • 1.2 DEVELOP PROCEDURES The Director of Maintenance will ensure that there are suiTicient clear procedures in place to allow staff to implement this maintenance policy statement. All procedures will include the following: A. A statement of purpose; B. The job title(s) of the staff member(s) responsible for carrying out the activities in the procedure; C. Any forms needed to carry out the activities; and D. The frequency of any specified activities. After their adoption, maintenance procedures will be reviewed and updated at least annually. 1.3 DEVELOP PERFORMANCE STANDARDS AND GOALS The Director of Maintenance will establish measures that will allow the effectiveness of maintenance systems and activities to be evaluated. In establishing these standards the Housing Authority will take into consideration certain factors: • A. Local housing codes; B. HUD Housing Quality Standards; C. Public Housing Assessment System (PHAS) standards; D. Mound Housing Authority Collective bargaining agreements; and E. Mound Housing Authority job descriptions. Nothing in the documents listed above will prevent the Housing Authority from setting a standard that is higher than that contained in the documents. These standards and goals will be used to evaluate current operations and performance and to develop strategies to improve performance and meet the standards that have been set. 1.4 WORK ORDER SYSTEM The Mound Housing Authority shall have a comprehensive work order system that includes all work request information: source of work, description of work, priority, cost to complete, days to complete, and hours to perform. This information is required for the Authority to plan for the delivery of maintenance services as well as evaluate performance. To obtain the greatest effectiveness from the work order system, all work requests and activities performed by • maintenance staff must be recorded on work orders. 2 ... ~ ~~ Work orders will contain, at a minimum, the following information: A. Preprinted number • B. Source of request (planned, inspection, resident, etc.) C. Priority assigned D. Location of work E. Date and time received F. Date and time assigned G. Worker(s) assigned H. Description of work requested (with task number) I. Description of work performed (with task number) J. Estimated and actual time to complete K. Materials used to complete work L. Resident charge • M. Resident signature 1. S TRAINING In order to allow its staff members to perform to the best of their abilities, the Mound Housing Authority recognizes the importance of providing the staff with opportunities to refine technical skills, increase and expand craft skills, and learn new procedures. Each employee must participate in at least 32 hours of training annually. The Director of Maintenance is responsible for developing a training curriculum for the • departmental staff and working with personnel department staff to identify the means of delivering the training. 1.6 LONG-RANGE PLANNING The Mound Housing Authority will put in place along-range maintenance planning capability in order to ensure the most cost-effective use of Authority resources and the maximum useful life of Authority properties. The Director of Maintenance will develop aproperty-specific long-range planning process that includes the following components: • .A. A property maintenance standazd; B. An estimate of the work required to bring the property to the maintenance standard; • C. An estimate of the work required to keep the property at the maintenance standard including routine and preventive maintenance workloads, vacant unit turn-around, inspection requirements and resident on-demand work; D. An estimate of the on-going cost of operating the property at the maintenance standard; E. A market analysis of the property to determine if there are any capital improvements needed to make the property more competitive; F. A cost estimate to provide the specified capital improvements; and G. A revised work plan and cost estimate of maintaining property at the improved standard. By developing a work plan, the Authority will be able to anticipate its staff equipment and materials needs. It will also be possible to determine need for contracting particulaz services. 2.0 MAINTAINING THE PROPERTY All maintenance work performed at Housing Authority properties can be categorized by the source of the work. Each piece of work originates from a particular source -- an emergency, the routine maintenance schedule, the preventive maintenance schedule, a unit inspection, a unit turnover, or a • resident request. 2.1 RESPONDING TO EMERGENCIES Emergencies are the highest priority source of work. The Mound Housing Authority will consider a work item to be an emergency if the following occur: A. The situation constitutes a serious threat to the life, safety or health of residents or staff; or B. The situation will cause serious damage to the property structure or systems if not repaired within twenty-four (24) hours. If a staff member is unsure whether or not a situation is an emergency, he or she will consult with his or her supervisor. If a supervisor is not available, the employee will use his or her best judgment to make the decision. For emergencies that occur after regular working hours, the Mound Housing Authority shall have a twenty-four (24) emergency response system in place. This response system includes the designation of a maintenance employee in charge for each day as well as a list of qualified pre- approved contractors, open purchase orders for obtaining required supplies or equipment, and access to Authority materials and supplies. The designated employee shall prepare a work order and report on any emergency within twenty-four hours after abatement of the emergency. • 4 ~.Z 'PREPARE VACANT UNITS FOR REOCCUPANCY V ~ It is the policy of the Mound Housing Authority to reoccupy vacant units as soon as possible. This • policy allows the Authority to maximize the income produced by its properties and operate attractive and safe properties. The Director of Maintenance is responsible for developing and implementing a system that ensures an average turn-around time of seven (7) calendar days. In order to do so, he or she must have a system that can perform the following tasks: A. Forecast unit preparation needs based on prior years' experience; B. Estimate both the number of units to be prepared and the number of hours it will take to prepare them; and C. Control work assignments to ensure prompt completion. The maintenance procedure for reoccupying vacant units relies on the prompt notification by management of the vacancy, fast and accurate inspection of the unit, ready availability of workers and materials, and good communication with those responsible for leasing the unit. The Director of Maintenance has the ability to create special teams for vacancy turnaround or to hire contractors when that is required to maintain Authority goals. 2.3 PREVENTIVE MAINTENANCE PROGRAM • Preventive maintenance is part of the planned or scheduled maintenance program of the Mound Housing Authority. The purpose of the scheduled maintenance program is to allow the Authority to anticipate maintenance requirements and make sure the Authority can address them in the most cost-effective manner. The preventive maintenance program focuses on the major systems that keep the properties operating. These systems include heating and air conditioning, electrical, life safety and plumbing. A. General Operating Systems The heart of any preventive maintenance program is a schedule that calls for the regular servicing of all systems. The development of this schedule begins with the identification of each system or item that must be checked and serviced, the date it must be serviced, and the individual responsible for the work. The servicing intervals and tasks for each system must be included in the schedule. The completion of all required tasks is considered a high priority for the Mound Housing Authority. The systems covered by the preventive maintenance program include but are not limited to: 1. Catch basins 2. Compactors • ... ~ - 3. Condensate pumps - ` 4. Electric transformer and emergency generators •' S. Elevator equipment 6. Emergency lighting 7. Exhaust fans 8. Exterior lights 9. Fire extinguishers and other life safety systems 10. Heating plants • 11. Mechanical equipment and vehicles 12. Sanitary drains 13. Air Conditioning equipment 14. Domestic water A specific program will be developed for each system. This program shall include a list of the scheduled service maintenance for each system and the frequency and interval at which • that service must be performed. The equipment and materials required to perform the service will be listed as well so that they will be on hand when needed. As assessment of the skills or licensing needed to perform the tasks will also be made to determine if an outside contractor must be used to perform the work. The preventive maintenance schedule must be updated each time a system is added, updated, or replaced. B. Roof Repairs/ Replacement Maintenance of roofs requires regular inspections by knowledgeable personnel to ensure . that there is no unauthorized access to roof surfaces and that there is good drainage, clear gutters and prompt discovery of any deficiencies. The Director of Maintenance is responsible for the development of a roof maintenance plan that includes these features: 1. The type, azea, and age of roof 2. Warranties and/or guarantees in effect 3. Company that installed the roof 4. Expected useful life of roof • 6 °' ~ 5. History of maintenance and repair ` ` 6. Inspection schedule The authority maintenance staff will usually undertake only minor roof repairs. 'Therefore there should be a list of approved roofing contractors to take on more serious problems for roofs no longer under warranty. C. Vehicle/Equipment Maintenance The Mound Housing Authority will protect the investment it has made in vehicles and other motorized equipment by putting in place a comprehensive maintenance program. The vehicles and equipment to be covered include: 1. Cars, trucks and vans 2. Tractors 3. Bobcats 4. Snow blowers 5. Leaf blowers 6. Weed cutters • 7. Lawn Mowers 8. Chain saws The Director of Maintenance is responsible for the development of this plan which shall contain components for minimal routine service as well as servicing for seasonal use. Serviceable components for each vehicle or piece of motorized equipment will be listed in the plan along with the type and frequency of service required. The Director of Maintenance shall also maintain a system to ensure that any employee that operates a vehicle or piece of motorized equipment has the required license or certification. D. Lead-Based Paint The Mound Housing Authority is committed to controlling lead-based paint hazards in all its dwellings, especially family dwellings constructed before 1978. If any hazards are discovered, the Authority will develop a plan to abate the hazard. The Director of Maintenance shall have the authority and responsibility to direct all activities associated with lead hazard control. The control plan will include such activities as: 1. Detecting the possible presence of lead paint; 2. Protection of residents and workers from lead-based paint hazards; ~,~ ' 3. Surface protection ofnon-painted surfaces; 4. Equipment use and care; 5. Paint quality; and 6. Method of application. Other responsibilities include directing training sessions, issuing special work orders, informing residents, responding to cases of children with elevated blood lead levels, correcting lead-based paint hazards on an emergency repair basis, and any other efforts that may be appropriate. The Mound Housing Authority's plan to control such hazards is detailed in a risk assessment report and lead hazard control plan. E. Life Safety Systems The Mound Housing Authority shall have a comprehensive program for maintenance of life safety systems to ensure that they will be fully functional in the case of an emergency. The Director of Maintenance shall be responsible for the development and implementation of a schedule that includes the inspection, servicing and testing of this equipment. The equipment to be included in the plan includes the following: 1. Fire alarms and fire alarm systems 2. Fire extinguishers 3. Fire hoses . 4. Emergency generators 5. Emergency lighting 6. Smoke detectors 7. Sprinkler systems The plan will include the required testing and servicing as required by manufacturer's recommendations. It will also include a determination of the most reliable and cost effective way to perform the work including the decision to hire a contractor. 2.4 INSPECTION PROGRAM The Mound Housing Authority's goals of efficiency and cost-effectiveness are achieved through a carefully designed and rigorously implemented inspection program. This program calls for the inspection of all areas of the Authority's facilities -- the dwelling units, the grounds and building • exteriors, and major service systems. s v A. Dwelling Unit Inspections The unit inspection system of the Mound Housing Authority has two primary goals: . 1. To assure that all dwelling units comply with standards set by HUD and local codes; and Z. To assure that the staff of the Mound Housing Authority knows at all times the condition of each unit for which it is responsible. The achievement of these goals may require more than the annual HUD required inspection. The Director of Maintenance is responsible for developing a unit inspection program that schedules inspections at the frequency required. For all non-emergency inspections, the Resident shall be given at least two (2) days written notice of the inspection. The maintenance staff shall perform the unit inspection program of the Mound Housing Authority. During each inspection, the staff shall perform specified preventive and routine maintenance tasks. Any other work items noted at the time of the inspection will be documented on the Mound Housing Authority inspection form. All uncompleted work items shall be converted to a work order within twenty-four hours of the completion of the inspection. The maintenance staff shall endeavor to complete all inspection-generated work items within 30 days of the inspection. • All maintenance staff is responsible for monitoring the condition of dwelling units. Whenever a maintenance staff member enters a dwelling unit for any purpose, such as completing a resident request for service or accompanying a contractor, he or she shall record on an inspection form any required work he or she sees while in the apartment. These work items shall also be converted to a service request within twenty-four hours of discovery. B. Building and Grounds Inspections Regular inspections of the property grounds and building exteriors are required to maintain the curb appeal of the property. This curb appeal is required to maintain the attractiveness of the property for both current and prospective residents. The inspection procedure will specify the desired condition of the areas to be inspected. This defined condition will include any HUD or locally required standazds. The existence of these standards shall not prevent the Housing Authority from setting a higher standazd that will make the property more competitive in the local market. Building and grounds inspections must cover these azeas: 1. Hallways 2. Stairwells ~~ 3. Community room and other common space such as kitchens or public restrooms 4. Laundry facilities 5. Lobbies 6. Common entries 7. Basements 8. Grounds 9. Porches or patios 10. Pazking lots 11. Sidewalks and fences 12. Lawns, shrubs and trees 13. Trash compactors or collection azeas 14. Building foundations An inspection form will be developed for common areas and building exteriors and grounds. The staff member responsible for the inspection shall note all deficiencies on the form and ensure that these deficiencies aze recorded on work order within twenty-four hours of the inspection. The Mound Housing Authority will complete all inspection- generated work items within thirty (30) days of the inspection. Nothing in this policy shall prevent any Mound Housing Authority staff member from reporting any needed work that they see in the regular course of their daily activities. Such work items shall be reported to the site manager of the appropriate property. C. Systems Inspections The regular inspection of all major systems is fundamental to a sound maintenance program. The major systems inspection program overlaps with the preventive maintenance program in some areas. To the extent that inspections, in addition to those required for scheduled service intervals, aze needed, they will be a part of the inspection schedule. Any work items identified during an inspection shall be converted to a work order within twenty-four hours and completed within thirty (30} days. 2.5 SCHEDULED ROUTINE MAINTENANCE The Mound Housing Authority includes in this work category all tasks that can be anticipated and put on a regular timetable for completion. Most of these routine tasks are those that contribute to the curb appeal and mazketability of the property. io -' A. Pest ControUExtermination T The Mound Housing Authority will make all efforts to provide a healthy and pest-free • environment for its residents. The Authority will determine which, if any, pests infest its properties and will then provide the best possible treatment for the eradication of those pests. The Director of Maintenance will determine the most cost-effective way of delivering the treatments -- whether by contractor or licensed Authority personnel. The extermination plan will begin with an analysis of the current condition at each property. The Director of Maintenance shall make sure that an adequate schedule for treatment is developed to address any existing infestation. Special attention shall be paid to cockroaches. The schedule will include frequency and locations of treatment. Different schedules may be required for each property. Resident cooperation with the extermination plan is essential. All apartments in a building must be treated for the plan to be effective. Residents will be given information about the extermination program at the time of move-in. All residents will be informed at least one week and again twenty-four hours before treatment. The notification will be in writing and will include instructions that describe how to prepare the unit for treatment. If necessary, the instructions shall be bi-lingual to properly notify the resident population. B. Landscaping and Grounds The Mound Housing Authority will prepare a routine maintenance schedule for the i maintenance of the landscaping and grounds of its properties that will ensure their continuing attractiveness and mazketability. Routine grounds maintenance includes numerous activities: 1. Litter control 2. Lawn care 3. Maintenance of driveways, sidewalks and pazking lots 4. Care of flower and shrubbery beds and trees 5. Maintenance of playgrounds, benches and fences 6. Snow removal (when required by climate) The Director of Maintenance shall be responsible for the development of a routine maintenance schedule that shall include the following: 1. A cleazly articulated standazd of appearance for the grounds that acknowledges but is not limited to HUD and local code standards; n U 11 t ~~ ~ ~ 2. A list of tasks that are required to maintain that standazd and the frequency with which the tasks must be performed; ~ e 3. The equipment, materials, and supplies required to perform the tasks and a • schedule for their procurement; and 4. A sepazate snow removal plan including a schedule for preparing equipment for the season and the procurement of other necessary materials and supplies. C. Building Exteriors and Interior Common Areas The appeazance of the outside of Authority buildings as well as their interior common areas is important to their marketability. Therefore, the Mound Housing Authority has established a routine maintenance schedule to ensure that they aze always maintained in good condition. The components to be maintained include: 1. Lobbies 2. Hallways and stairwells 3. Elevators 4. Public restrooms 5. Lighting fixtures • 6. Common rooms and community spaces 7. Exterior porches and railings 8. Building walls 9. Windows The Director of Maintenance is responsible for the development of a routine maintenance schedule for building exterior and interior common areas. The schedule shall be based on the following: 1. A cleazly articulated standazd of appeazance for the building 2. A list of tasks required to maintain that standazd 3. The frequency with which the tasks must be performed 4. A list of materials, equipment and supplies required to perform the tasks. D. Interior Painting 12 . J The appearance and condition of the paint within each unit is important to unit condition rt and resident satisfaction. Accordingly, the Mound Housing Authority will develop a plan to ensure that interior paint in resident dwelling units is satisfactorily maintained. • As part of this plan painting standards will be developed that include: 1. Surface preparation 2. Protection ofnon-painted surfaces 3. Color and finish 4. Paint quality 5. Methods of application approved 6. Lead paint testing and abatement if required The plan will set out the conditions for the consideration of a painting request. These standards include the period of time that has elapsed since the last time the unit was painted. Alternatives for performance of the work will be included including the conditions under which a resident will be allowed to paint his or her own unit. 2.6 RESIDENT ON-DEMAND SERVICE This category of work refers to all resident generated work requests that fall into no other • category. These are non-emergency calls made by residents seeking maintenance service. These requests for service cannot be planned in advance or responded to before the resident calls. It is the policy of the Mound Housing Authority to complete these work requests within seven (7) days. However, unless the request is an emergency or entails work that compromises the habitability of the unit, these requests will not be given a priority above scheduled routine and preventive maintenance. By following this procedure, the Mound Housing Authority believes it can achieve both good resident service and a maintenance system that completes the most important work first and in the most cost effective manner. 3.0 CONTRACTING FOR SERVICES The Mound Housing Authority will contract for maintenance services when it is in the best interests of the Authority to do so. When the employees of the Authority have the time and skills to perform the work at hand, they will be the first choice to perform a given task. When the employees of the Authority have the skills to do the work required, but there is more work than there is time available to complete it, the Housing Authority will determine whether it is more cost effective to use a contractor to complete the work. If the Authority staff does not have the skills to complete the work, a contractor will be chosen. In the last instance, the Authority will decide whether it will be cost effective to train a staff member to complete the work. Once the decision has been made to hire a contractor, the process set out in the Mound Housing . Authority Procurement Policy will be used. These procedures vary depending on the expected dollar amount of the contract. The Director of Maintenance will work with the Procurement 13 !i ~~ ~ ~ .Department to facilitate the contract award. The Director will be responsible for the cottttion of the Maintenance Department to this process. The most important aspect of the bid doc~iments ` f will be the specifications or statement of work. The clearer the specifications the easier it will be • for the Authority to get the work product it requires. • 14 i ~~ ~ ~ ~ C~ THE HOUSING AND REDEVELOPMENT AUTHORITY OF THE CITY OF MOUND RESOLUTION # 00-7 Tenant Choice in Rent -Flat Rent Policy _ The Quality and Work Responsibility Act of 1998 requires each Housing Authority establish a Tenant Choice in Rent Policy. A primary component of this olic includes deternuning a market value for the public housing units p Y and setting a flat rent. To establish a flat rent the HR.A~ and mo p~ basis review the area fair market rents as published by them with the actual rents being charged in similar apartments within the city of ~. Yv~ou-~1A Each year during-the annual recertification process the family will receive • written notification of then choices in rent. Tliey will include: • Income based rent (the higher of 10% of unadjusted monthly income or 30% of adjusted monthly income) • Flat rent for the size unit they reside in • Minimum rent if applicable The family will have 10 days to make their choice in rent payment calculations. Pat Meisel, Chairperson Date Karol Charon, Executive Director Date • ~ ARMED SERVICES 1~AYhJE WLSARD COLORADO BANKING, HOUSING, AND URBAN AFFAIRS HART S:~ATEtiOFfICE BUILDING, SUITE 513 SHONE 12021224-5941 SELECT COMMITTEE ON Fax 1202) 224-6471 ~nite~ ~tate~ senate INTELLIGENCE • WASHINGTON, DC 20510-0606 March 10, 2000 Karol Charon Executive Director Mound Housing and Redevelopment Authority 2020 Commerce Boulevard Mound, Minnesota 55364 Dear Karol: Thank you for your recent letter concerning the Department of Housing and Urban Development's Public Housing Assessment System (PHAS). I appreciate you taking the time to write. You will be interested to know that I have been contacted by a number of public housing authorities expressing similar concerns with HUD's plan to implement PHAS. As Chairman of the Housing and Transportation Subcommittee my top priority has been strong oversight of HUD. I believe that we have a responsibility to protect those who utilize assisted housing programs • as well as to protect taxpayer money. Due to the-many concerns that have been raised regarding the implementation of PHAS, I have scheduled an oversight hearing of HUD's Public Housing Assessment System on Tuesday, March 21, 2000, at 2:00 in room SD628 of the Dirksen Senate Office Building. I have enclosed instructions should you wish to submit written testimony for the hearing record. Again, thank you for your letter. I am hopeful that the opportunity to hear from HUD and public housing authorities will be an important step in addressing some of your concerns. Sincerely, . L%'(/ Wayne Allard United States Senator WA:tw 7340 EAST CALEV 3400 16TH STREET 228 NORTH CASCADE AVENUE 411 THATCHER BLDG. SUITE 215 SUITE 3D SUITE 106 5TH AND MAIN STREET ENGLEWOOD, CO 80111 GREELEV, CO 80634854 COLORADO SPRINGS, CO SO903 PUEBLO, CO 81003 PHONE:303-220-7414 PHONE:970-351-7582 PHONE: 719-634~i071 PHONE:719-545-9751 FAx:303-220-8126 FAx: 970-351-7585 FAx: 719-636-2590 FAx:719-545-3832 215 FEDERAL BLDG. 400 ROOD AVENUE GRAND JDNCTIDN, CO 81501 PHONE: 970-245-9553 FAx:970-245-9523 r ~~ ~ w ~- _• • Editor's formatting requirements: Each statement presented for printing to the Committee by a witness, any written statement or exhibit submitted for the printed record, or any written comments in response to a request for written comments must conform to the guidelines listed below.. Any statement or exhibit not in compliance with these guidelines will remain part of the official record and be maintained in the Committee files for review and use by the Committee. 1. All statements and any accompanying exhibits for printing must be submitted on an IBM compatible 3.5-inch diskette in WordPerfect (or other comparable program) format, typed double spaced, and may not exceed a total of 20 pages including attachments. Also, teri copies of the statement must be included for the printers, Committee members and staff. Written testimony maybe mailed to Senator Wayne Allard, ATTN: Housing Subcommittee, 513. Hart Senate Office Building, Washington, DC 20510. The Record will be kept open for ten days, therefore all testimony must be received by Apri14, 2000. 2. Copies of whole documents submitted as exhibit material will be accepted for printing at the discretion of the Chairman. Exhibit material should be referenced and quoted or paraphrased. All exhibit material not printed will be part of the official record and maintained in the Committee files for review and use by the Committee. • 3. A witness appearing at a public hearing, or submitting a statement for the record of a public hearing, or submitting written comments in response to a published request for comments by the Committee, must include on the statement or submission a list of clients, persons, or organizations on whose behalf the witness is acting. 4. A supplemental sheet must accompany each statement listing the name, company, address, telephone and fax numbers where the witness or the designated representative maybe reached. This supplemental sheet will not be included in the printed record. The above restrictions and limitations apply only to material being submitted for the official record and do not apply to statements and exhibits or supplementary material submitted solely for distribution to the Members, the press, or the public during the course of a public hearing. ... u .. rttust._ cfft t UtK i u . t15 . Karol K. Charon ~ ~ ~ ~ • A Qtriodic Update an 8reakin H/CD News for ~XECtttive DirBCtors of NAHRQ Member Ags~Cies --- Volume Vi No. 2 _ ______ March 1, 20Q0 WASHINGTON, D.C. - In duect response to letters sent by NAHRQ members, the Senate Subcommittee on Housing and Transportation will hold ahearing duri~-~g the week of Marsh 13 on the public housing physical assessment system (1'HAS). The tentative date of the hearing is March Z6. The hearing is being held in response to the hundreds of letters sent to Members of Congress by NAH120 members in response fi an Action Alert that was sent last month. It is expected that 1-farold Lucas, Assistant Secretary for the Office of Public and Indian Housing, will testify, along with various housizig authority directors. The subcommittee has not yet identified the names of the directors. NAFiRC7 is working with the subcommittee in identifying potential candidates. Continue to check the NAHRQ web site, wu~w.naiirv,org, and the Monitor for updates on the hearing and other PHAS-related issues. ~~ ~ ~ The National Association of Housing and Redevelopment Oeficaals 630 Eye St., NW, VV'ashintgtvn, DC 20001-3736 A (aaz> Zs9.3soo; (202} 2$9-8181 (Fa~c); itttp:flwww.Qahro.otrg