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2002-02-26• AGENDA MOUND .HOUSING AND REDEVELOPMENT AUTHORITY FEBRUARY 26, 2003 6:30 P.M. 6:30 P.M. 1. -OPEN MEET4NG 2. ACTION APPROVING AGENDA, WITH ANY AMI=NDMENTS 3. ACTION APPROVING MINUTES: JANUARY 22, 2002 2 4. EXECUTIVE DIRECTOR'S REPORT,IMITH ANY REQUIRED =324 ACTION 5. CONSIDERATION/ACTION ON RECOMMENDATION FOR BYLAWS 28ri33 UPDATE 6. BOARD CONSIDERATION OF R_ECOMM-ENDED PERFORMANCE 3444 EVALUATION FORMAT, WITH DIRECTIVES FOR EVALUATION 7. ADJOURN • CITY OF MOUND HOUSING AND REDEVELOPMENT AUTHORITY JANUARY 22, 2002 Member Present: Chairperson Pat Meisel, Commissioners Bob Brown, Mark Hanus, David Osmek and Peter Meyer. Others Present; Gity Clerk, Bonnie Ritter, Acting City Manager, Gino Businaro, Evelyn Delgado, Mary Delgado, Robert Vee; Ken Penbox. 1. OPEN MEETING The meeting was called to order at 6:34 p:rn by Chairperson Pat Meisel. 2. APPR VE AGENDA Chairperson Meisel added item 3A, discussion regarding tenant at Indian Knoll Manor. MOTION by Hanus, seconded by Brown to approve the agenda as amended. All voted in favor. Motion carried. 3. APPROVE MINUTES MOTION by Brown, seconded by Hanus to approve the minutes of the January 8, 2002 meeting. All voted in favor. Motion. carried. 3A. TENANT OF INDIAN KNOLL MANOR - 2020 COMMERCE BLVD. Evelyn Delgado; along. with her daughter Mary Delgado, appeared before the Commission. Chair Meisel explained that she received a call from Evelyn Delgado regarding a letter she had received from Housing Director, Pinky Charon, stating charges for a number of things that Evelyn and her daughter thought very unfair. With Evelyn's approval, Meisel forwarded this letter on to John Dean for his opinion. This item will be put on the next WRA agenda in order to discuss this item with Ms. Charon. 4. GRAMERCY CORPORATION WITHDRAWAL AS DOWNTOWN DEVELOPER After brief discussion it was decided to hold a joint City Council/HIZA Special Meeting Workshop for the purpose of discussion on seeking out another developer for the down#own area. This meeting will be February 13, 2002, at 6:00 p.m. All voted in favor. Motion carried. 5. ADJ_ OURN MOTION by Brown, seconded by Osmek to adjourn at 7:00 p.m. All voted in favor. Motion carried. Chairperson Pat Meisel Attest: City Clerk EXECUTIVE DIRECTOR' S REPORT FOR INDIAN KNOLL MANOR FEBRUARY 26, 2002 ACTION ITEMS: 1. Monthly Bills for February, 2002 INFORMATION ITEMS: 1. Budget Progress Monthly Report for December, 2001 and January, 2002 2. Marquette Bank for December, 2001 and January, 2002 3. Wells Fargo Bank for December, 2001 and January, 2002 4. MBIA Summary 5. Operating Subsidy Amount and Payment Schedule 6. Capital Fund Program Grant 7. Pauline Payne's Resignation 8. Joan Schueller's Acceptance 9. January Letter to Board 10. Insurance Rates Hike TENANT REPRESENTATIVE REPORT MOUND HOUSING AND REDEVELOPMENT AUTHORITY Indian Knoll Manor # Check No. VendorlMerchant Amount Comments 1 2 3 4 4735 4736 4737 4738 CitiBusines Brissman-k True Value KNR 5 4739 Park Supply 6 7 4740 4741 Karol Charc Citizens Ca 8 g 4742 4743 Rental Hist~ Reliant Ene 10 4744 City of Mou 11 4745 Excel Energy 12 4746. Lightyear 13 14 15 4747 4748 4749 Root O Mai M S I M E I 16 4750 I O S Capita 17 1 g 19 4751 4752 4753 BFI B Sylvester Radio Stati 20 21 4754 4755 C. Naber ai Tulberg 8~ ~ 22 23 4756 4757 Keith Merc Karol Char 24 4758 Linda Brov 25 4731 Darrin Bro~ 26 4732 Melvin Rok 27 4733 Mound HR 28 4734 I R S 29 30 31 32 33 34 35 s Card ennedy ~n mm pry Reports rgy nd IY $888.42 maint, office, cell ph 446.56 carpet cleaning supi 750.25 maint. supplies 1,937.65 smoke detectors 208.85 maint supplies 84.00 mileage 257.31 phone 25.00 background checks 1,607.00 gas 995.87 sewerlwater 1,151.93 electric 6.57 long distance 397.50 drain cleaning 207.00 boiler service 303.94 elevator 99.37 copier 331.02 trash 57.50 hud forms submittic 132.00 adverstising 95.00 accountant 80.00 taxes 532.00 main Iht ee per 1,878.17 salary 887.22 maint helper 798.78 maint helper 2,675.82 maint 168.00 Apt 308 2,000.00 taxes is it ~n Billing Serv id Assoc ~reenslit ier ~n rn nrn peck 4 TOTAL: TOTAL ACC. PAYABLE Begining Bank Bal. Deposits MTD ENDING BANK BALANCE Signature: $19,002.73 $19,002.73 $86,499.74 $10,000.00 $77,497.01 AccPay 0211312002 Mound, MN Public Housing 2020 Commerce Boulevard Mound, MN 55364 For The Period Ended 12/31/01 BUDGET PROGRESS REPORT Percent ~p Of an Bud a ~uds~et REVENUES 3110.00 Dwetl. Rental (34,266.70) (127,130.00) 27.00 3120.00 Excess Utilities t l R 0.00 00) (100 (750.00) (1.200.00) 0.00 8.00 en a 3190.00 Nondwell Total Rental Income . (34,366.70) (129,080.00) 27.00 3610.00 Invest. interest (132.18) (1,590.00) 8.00 00 Other Income 3690 (330.00) (100.00) 330.00 . 8020.00 Operating Subsidy ( 53. 48.00) (49.093.00) 7.00 Other Operating Receipts (4,010.18) (50,783.00) 8.00 TOTAL RECEIPTS (38 376.88 (179.863.00) 21.00 EXPENSES 4110.00 Admin. Salary 4,798.80 22,916.00 21.00 00 Travei 4150 46.90 800.00 6.00 . 4170.00 Accounting Fees 575.00 1,500.00 38.00 00 0 % 4171.00 Auditing Fees 0.00 42 762 2 500.00 4.350.00 . 64.00 ° /o 4190.00 Sundry-Admin. Total Administrative Exp. . . 8,183.12 30,066.00 27.00 4310.00 Water 452.67 ~ 2,500.00 600 00 12 18.00 19.00 4320.00 Electricity 2,400.27 00 214 3 . , 16,000.00 20.00 4330.00 Gas 00 Other Utility Exp. 4390 . , 1,936.00 11,490.00 17.00 . 4391.00 Garbage Removal 0.00 2 7G0.00 0.00 18 00 Total Utilities Exp. 8,002.94 45,290.00 . 4410.00 Maint. Labor 11,651.25 29,120.00 40.00 00 226 4420.00 Materials 10,343.51 4,570.00 7 630 0 . 48.00 4430.00 Contract Costs Total Maintenance Expense 3.659.74 25,654.50 . 41,320.00 62.00 ,~ 4510.00 Insurance 4520.00 Pmts In Lieu Of Tax 4540.00 Emp. Benefit Contr Total General Exp. Total Routine Exp. 4610.03 Extra Maint Cont. '' 7520.00 Repl Nonexp Equip Total Nonroutine Exp. TOTAL EXPENSES Increase/(Decrease) To Retained Earnings Mound, MN Public Housing BUDGET PROGRESS REPORT CONTINUED Percent YTD Of al n e Buds~et gudaet 1,900.33 4,470.00 43.00 1,318.19 4,190.00 31.00 570.47 3,990.00 14.00 88. 1 650 0 30.00 45 6. 29.55 129.326.OQ 35.00 668.00 0.00 0.00 2.183.24 00 0,00 13146.36 Q~QQ 0.00 32.483.19 129.326.00 25.00 REVENUES 3110.00 Dwell. Rental 3120.00 Excess Utilities 3190.00 Nondwell Rental Total Rental Income 3610.00 Invest. Interest 3690.00 Other Income 8020.00 Operating Subsidy Other Operating Receipts TOTAL RECEIPTS EXPENSES 4110.00 Admin. Salary 4150.00 Travel 4170.00 Accounting Fees 4171.00 Auditing Fees 4190.00 Sundry-Admin. Total Administrative Exp. 4310.00 Water 4320.00 Electricity 4330.00 Gas 4390.00 Other Utility Exp. 4391.00 Garbage Removal Total Utilities Exp. 4410.00 Maint. labor 4420.00 Materials 4430.00 Contract Costs Total Maintenance Expense °~. Mound, MN Public Housing 2020 Commerce Boulevard Mound, MN 55364 For The Period Ended 1/31/02 BUDGET PROGRESS REPORT Percent YTD Of Balance Bu_ daet u et (45,003.78) (127,130.00) 35.00 0.00 (750.00) 0.00 (100.00) (1.200.00) 8.00 (45,103.78) (129,080.00) 35.00 (170.10) (1,590.00) 11.00 (543.60) (100.00) 544.00 (8.207.00) (49.093.00) 17.00 (8,920.70) (50,783.00) 18.00 (54.024.48) (179.863.00) 30.00 6,721.20 22,916.00 29.00 101.85 800.00 13.00 670.00 1,500.00 45.00 0.00 500.00 0.00 3 6. 42.91 4.350.00 84.00 11,135.96 30,066.00 37.00 617.84 2,500.00 25.00 3,519.33 ~ 12,600.00 28.00 4,821.00 16,000.00 30.00 2,603.94 11,490.00 23.00 952.85 2.700.00 35.00 12,514.96 .45,290.00 28.00 15,643.25 29,120.00 54.00 11,260.97. 4,570.00 246.00 5.069.64 7.630.00 6 .00 31,973.86 41,320.00 77.00 i 1~ ~ Mound, MN Public Housing i BUDGET PROGRESS REPORT CONTINUED Percent YTD Of Ba anc budget d et 4510.OOInsurance 2,485.33 4,470.00 56.00 4520.00 Pmts In Lieu Of Tax 1,629.44 4,190.00 39.00 4540.00 Emp. Benefit Contr 790.36 3,990.00 20.00 Total General Exp. 4.905.13 12.650,QQ 39.00 ~ Totaf houtine Exp. 29.1 129.326.00 47.00 4610 Extr .03 a Maint Cont. 668.00 0.00 0.00 o /° 7520.00 Repl Nonexp Equip 2.183.24 0_OQ 0.00 i Total Nonroutine Exp. (1 146.36 ~Op p,pp % TOTAL EXPENSES 47 3_ .83.55 129.326.00 37.00 Increase/(Decrease) To Retained Earnings 6.640.93 50.537.00 MARQUETTE BANK, N.A. ~ Marquette /~ Page 1 MOUND OFFICE PO B Ox 1 0 0 0 ~~ MEMBER FDIC 1- 31 - 0 2 MINNEAPOLI5 MN 554$0-1000 33530 www.marquette.com 8 - 115 33 HOUSING & REDEVELOPMENT AUTHORITY SPECIAL ACCOUNT 2020 COMMERCE BLVD MOUND MN 55364-1575 750 I.I.(~~i~l~~~ll~~ll~~~l~~l~~~li~hi~l~~~i~l~l~l~l~~l~l~~~~~lll AS OF NOVEMBER 1, 20Q1 A REDEPOSIT RETURN ITEM FEE FOR O D AT ~3 00 P R IITE SS O YOUR M E BE ASSE ACCOUNT NWII L '. Account .Number 33530 SMALL BUSINESS CHECKING-INT Account Activity from 12-31-01 to 1-31-02 Number of..Items 499.74 86 Previous Balance 2 , 10,943.08 + Deposits + Electronic•Deposits 1 4,659.00 92 37 + Other Deposits/Credits 1 . - Electronic Withdrawals .00 - Other-Withdrawals/Debits 31 13,799.4$ - Checks Paid Current Balance 88,340.31 Interest Summary 12/31/01 to T/31302: Interest Earned From Days in Period .Interest Earned 37.92 50 Annual Percentage Yield Earned . 37.92 Interest Paid this Year 00 Interest Withheld this Year . Deposits Date Description Amount 1-09 CUSTOMER DEPOSIT 10022.08 00 921 1-15 CUSTOMER DEPOSIT . Total Deposits- 2 10,943.08 Eiectronic Credit/Deposit Activity Date Description Amount 1-02 HUD TREAS 303 MISC PAY 4659.00 Total Electronic Credits~Deposits Continued on. Next- Page 1 4,659.00 ~r.* s"~ `'°' MARQUETTE BANK, N.A. MOUND OFFICE PO BOX 1000 MINNEAPOLIS MN 55480-1000 www.marquette.com . Marquette ..., BWf-\ MEUeEFiDIC Pa1~e31-02 33530 8 - 115 33 HOUSING & REDEVELOPMENT AUTHORITY SPECIAL ACCOUNT 2020 COMMERCE BLVD MOUND MN 55364-1575 751 I,l,!„l,1,,, i l„I I,,, i,, I,„I I, I, i,1,,, 1, 1, i, 1, l„I, I,,,,, I I I Other Deposit/Credit ActivityDescription ' Date 1-31 . INTEREST PAY MENT ~To?Eai Other Daposx tsjcredits` 1 ' Checks Paid No Date.- Amount No. -Date . 4668 * 1-03 1-16 100.00 636.99 4713 4714 1-09 1-09 4698 i 4699 1-15 99.37 4715 4716 1-09 1-10 4700 4701 1-15 1-23 151.97 251.46 4717 1-10 4702 1-10 1607.00 56 869 4718 4719 1-10 1-15 .4703 4704 1-09. I-I4 . 797.09 4720 4722* 1-11 1-14 4705 4706 1-14 1-25: 60.00 120'.00. 4723 1-11 470.7 1-11 70.OD 06 1119 4724. 4725 1-09 1-14 4708 4709 1-IO 1-14 . 95.00 4.726 4727 1-15 1-09 4710 4711 1-17.. 1-15 57.50 50.00 4728 1-15 ..4712 1-14` 183.39 Total Checks Paid 31 * break in numeric se quence 'Daily Balance summary Date- Balance Date Balance 12-31 86499.74 1-02 1-10 91158.74 91680.16 1-09 -1-14 95635.43 89415.71 1-15 89368.34 1-17 88673.85 1-23 88422.39 1-31 88340.31 Amount 37.92 37'.92 Amount 1653.07 .1299.81 168.00. 372.68 .818.03 38.50 65.00 505.88 118.02 122.48 54.95 312..59 345.65 1400.00. 256.38. 13,799.43 -Date 1-03 1-11 1-16 1-25 Balance. 91058.74. 90981.80 88731.35 88302.39 For information about your account s) or to s ak with a banker call MarQu~ette Direct at _952-888-810 in the win Cities or or 1-800-708-8870 ouE n~ f S tla t e m eon tan calling areas ~,~; MARQUETTE BANK , N . A . . Marquette MOUND OFFICE .. Page 1 PO BOX 1000 MINNEAPOLIS MN 554$0- ~ OOO MEMaERF01C ~ 2 33530 www.marquette.com 8 - 115 30 HOUSING & REDEVELOPMENT AUTHORITY SPECIAL. ACCOUNT 2020_.COMMERCE BLVD _ MOUND MN 55364-1575 769 J+J+JuJ+I+r+JJ+-1Jn+J++J+++JJ+J+I+J+++J+J+J+I+J++J+J+++++JJJ AS OF NOVEMBER 1, 2002 A REDEPOSIT RETURN ITEM FEE FOR REDEPOSITING NON-SUFFICIENT° FU DS CHECKS TO YOUR ACCOUNT WILL BE :ASSESSED` AT ~3.DO PER ITEM. Account Number -33530 SMALL BUSINESS CHECKING-INT Account Acfivity from 11-30-01 to 12-31- 01 Number of .Items.... Previous Balance" _ 95,674.14- Deposits 2 11,791.75 Electronic Deposits .00 Other Deposits/Credits 1 39.22 --Electronic Withdrawals ;: .00 Other Withdrawals/Debits 1 3.00 Checks Paid 28 21,002.37 Curren Ba ance 86,499.74 Interest Summary . Interest Earned From 11/30/01 to 12/31/01 -Days in Period 31 Interest Earned 39.22 Annual 'Percentage Yield Earned .50 In Brest Paid this'Year - 692.56 `' Interest Withheld-this Year - .00 Deposits Date Description Amount 12-12 CUSTOMER DEPOSIT 11271.75. 12-12 CUSTOMER DEPOSIT` 520.00 Total Deposits. _; ,2 11,79.1.75 Other Deposit/Credit ~ Activity Date Description Amount 12-31 INTEREST PAYMENT 39.22 Total Other Deposits/Credits 1 39.22 ''Continued on Next Page cnnni unuruin MARQUETTE BANK, N.A. . MatQLtette MOUNDVOFFICE .. ~~ (3%} ~/ PO BOX I OOO MEMBER FDiG P~.+~~ 1 -O~ MINNEAPOLIS MN 55480-1000 33530 www.marquette.com 8 - 115 30 HOUSING & REDEVELOPMENT AUTHORITY, - SPECIAL ACCOUNT ;.. 2020 COMMERCE BLVD - MOUND MN 55364-1575 770 I~IJ~~I~I~~~Il~~ll~~~l~~l~~~tl~l~t~t~~~t~t~t~t~t~~i~l~~~~~lll Other Withdrawal/Debit Activity Amount Date' Descriptio n ~ 00 3 12=14 REDEPOSIT ITEM . . Total other ;withdr awals I 3.00 Checks Paid I, No; Date Amount No. Date Amount . 4605:. 12-12 244.00 4666 12-13 1.283.88 33 10 4653* 4654.- 12-18 12-24 10.94 256.59 4667 4669* 12-I2 12-19 . 68.00 4655: 4656 12-17 12-13 56.31 1607.00: 4670 4671 12-12 12-17 166.67. 1222.39 . -4657` 12-17 104.37 4672 4673 12-17 12-14 2139.15 1120.00 4658 4659 12-17 12-17 25.00 480.-00 4674 12-14 600.00 4660 4661,; 12-19 _ 12-17 57.50 118. 2 5 1 4675 " 4676 12-12 12-12 520.00 16'17.19 ~ 4662 '4663 12:-20 12-17 . , . 151:97 241.50 4677 4678 12-12 I2-12 1373.87 2528.83 4664 4665 12-17 12-12 192.05 1170.81 4679. 4680 12-17 12-31 563.00 2050.00, Total Checks. Paid ~ 28 21,002.37 *"break in-numeric se quence. Daily `Balance Summary Date Balance Date Balance Date Balance 11-30 I2-14 95674.14 95197.54 12-12 12-17 '-99811.42 89055.52 12-13 12-I8 96920.54 89044.58 12-19 $8919.08 12-20 - 88767.11 12-24 8851.0.52 12-31 " :86499,74 For information about your accounts) or to s ak with a banker Citi i es or n call a[arquette Direct at 952-888-81 in the w litan caking areas t id h or 1 -800-708-8870 o e me e t uts ropo End of Statement..... .~.. ~. • Page 1 of 2 , WELLS FARGO BANK MINNESOTA, N.A. I-2 - - 1,129 IDS CENTER OFFICE Account Number: 042-0023739 POST OFFICEBOX B 314 Statement Start Dafe: 11/30/01 MINNEAPOLIS, MN:55479 Statement End Date: ~ 12/30/Of HOUS.LNG AND DEYELDPMENT:.AUTHORITY OF, 'MOUND . ,: 2D20'COMMERCE BLVD . MOUND:-MN 55.364 If you have any questions about this stafemenf or your accounts, call: 800-225-5935 (1-800-CALL-WELLS).. Your Accounts at a Glance Account ' Beginning,... Deposits/ Withdrawals/ Ending ` B l Type, ': Balance Credits Debits ance. a .Basic Business Checking With Interest 940.06 0.07 ; - 2.00` 938.13 042-0023739 Baslc`Business Checking With Interest 042-0023739, Nov. 29 Beginning Balance ~ 940.06 Dec 30 ;Ending -Balance - - ,938.13 t)eposiis and Credits -----------------•---------------------------------------------------------------------------------- ------------------- Date ~ Transaction Detail , _' - Amount .....Dec 28 Interest Payment 0.07 Withdrawals and~Debits ,- -- - - -- - - - - ---- - -- -- ------- - ----•---- - - - -~ - - Date : Transaction Detail Amount Dec 28 Checks Returned -With Statement Fee --2.00. DailyBalanceSummary---------------~-----_----- ~~_~_~~~-------------------------------------------- ------------------- Date Balance Dafe Balance Nov 29. `940.06 Dec 28 938.13 Average Collected Balance - $ 939.93 Interest Summary. -------~_~~_..~_...~~~.~----~~~._._-_._------------------------- ------------------------ ------- ----- Annual Percentage Yield Earned-This Period 0.10% 07 0 Mterest Paid During This Period . 5 14 Year to Date Interest and Bonuses Paid . 08 0 Interest Earned For This Staternenf Period- . Continued on next page ' • ~~ Page 7 of 3 1,255 WELLS FARGO BANK M/NNESOTA, N.A. Account Number: 042-0023739 IDS CENTER OFFICE Statement Start Date:. 12/31/01 :POST OFFICE BOX B 514 Statement End Date: Q1/29/02 MINNEAPpL1S, MN 55429 Number of Enclosures:. 1 HOUSING AND DEVELOPMENT AUTHORITY.: OFMOUND _ ,.2020 `COMMERCE" BLVD MOUND'M.N 55364,, If you have any questions about this statement oi• your accounts, call: 800-225-5935 (1-800-CALL-WELLS). Your Accounts at a Glance Account Beginning DeppositsJ: Withdrawals/ Ending .Type Balance Credits Debits Balance Basic Business Checking With Interest 938.13 28,000.56_ - 28,002.f10 936.69 ''I 042-0023739.., News Jrom Wells Fargo EFFECTIVE APRIL 1, 2002, SOME fEES WILL CHANGE ON BUSINESS DACDON' NTERNAT ONAL ATM ANS R TR NON-WELLS fARGO ATMS: ATM BALANCE INQWRY FEE, $1 PE TRANSACTION fEE, $3 PER TRANSACT/ON. OVERDRAFTS (OD)* AND RETURNED tTEM$2~NT~~! ~D $28/ITEM, 1-2 OCCASIONS, $31/ITEM, 3+' OCCASIONS; NS ER217EM. ~*EFFECTCVEI ~UNE 3, 2002 FOR 5 P OCCASIONS. RETURNED CASHEDlDEPOSITED ITEM $ QUARTERLY SAYINGS ACCOUNTS. 1F -YOU HAWS QUESTIONS .ABOUT' THESE CHANGES, PLEASE CONTACT YOUR WELLS FARGO BANKER OR CALL- THE TELESERV/NG YOUR BANKING NEEDS~N THE WE APPRECIATE YOUR BUSINESS AND-LOOK FORWARD TO FUTURE. i Basic Business Checking With Interest 042-0023739 938.13 Dec 30 Beginning Balance 936.69 Jan 29 Ending Balance Deposits and Credits ---------------------------------------------------------------------- --------•------------------------- - Amount Date Transaction Defai! 28,000.00 Dec 31 Deposit 0.56 Jan 29 Interest Payment Withdrawals and Debits ------------------°--- --- Amount Date Transaction Defail - 2.00 Jan 29 Checks Returned With- Statement Fee Checks Paid ----------------------•----------------------------------------------------------------- ---------------------- Amount Check # Date Amount Check # Date ------------ 1036 Jan 09 28,000.00 Continued on next page ~~ 1,129. . 042-0023739 1 U30/O1 12/30/O1 If you have any questions about this statement or your accounts, calk 800-225-5935 (1-800-CALL-WELLS).. -- Your Accounts. at a Glance Account Beginning Deposits! Withdrawals/ T Ending - ype alance Credits Debits Balance Basic Business-Checking With lnterest 940.06 0.07 - 2.00 938.13 042-0023739 Basic Business Checking, With lnterest 042-0023738 Nov 29 Beginning,Balance 940.06 Dec 30 Ending Balance 938.13 Deposits and Credits- -------------------------~ _ _~~--------------------------------------------------------------- ----------------- Date Transaction Detail - Amount Dec 28 lnterest Payment 0.07 Withdrawals and.Debits -------------------------~__~~__--~_--•------------------------------------------------------------- -----------•----- -Date Transaction Detail =Amount Dec 28 Checks Returned With Sfatement Fee - 2.00 Daily Balance Summary -------------------------------------_---------------------------------------------------•----------- ------------------ Date Balance Date Balance Nov 29 940.06 Dec 28 938.13 Average .Collected Balance $ 939.93 lnterest Summary ------------------------------------------------------------------------------ ------------------------------------------------ Annual Percentage Yield Earned This Period 0.10% Interest Paid During This Period 0.07 Year to Date lnterest and Bonuses Paid 5.14 lnterest Earned For This Statement Period 0.08 Continued on next page 1 C ~' Summary Statement ,~,~'°ti. ,~,~ ~.,, -,. January 2002 For more infot~tation, call MBlA Client Services at (800)395-5505 Fax: (800)76.7600 ~~ Mound Housing and Redevelopment Auth. Account Number: MN-01-828 2W1 account Name: GENERAL FUND Beginning Contributions Withdrawals Income Avcragc Daily Month End Balance Earned Balance Balance 'This Month 599,413.22 528,oW.UU $(l.OU 5164.v5 x121,174.54 5127,577.27 Fiscal YI'D Endin 12131 599,413:22 528,0(xt.ixt 50.00 5164.05 $121,174.54 5127,577.27 Account Number: MN-®i-8238.2902 Acrnunt Name: MnUND HIID Beginning Contributions Withdrawals income Average Daily Month End Balancx Fame) Balancz Balances This Month Si 1,170.82- 50.00' $0.00 $t5.23 $11,178.93 $11,186.05 Fiscal YTD ' Endin Li31/0 511,190.82: 50.00 $0.00 $15.23 $11;178.93 511,186.05 Total of all accounts Beginning Contributions Withdrawals inwme Average Daily Month End Balance Earned Balance Balance This Month $110,584:04 $28,000.00 50.00 $179.28 $132„353.47 8138,763.32 Fiscal YTD findin 12131/( 5110.584.04 $28,000.00 $0.00. $179:28 $132,353.47 Si38,763.32 January 2002 Pube: 1 M r H~ p4' G N Y Ae~N OEVf~~Q January 11, 2002 'Ct:S:'D~"p~t'I;F'PI"en'~ of Housing and Urban Development Minnesota State Office 920 Second Avenue South Minneapolis, Minnesota 55402 http://www.hud.govflo cal /min/mi n home, html Ms. Karol Charon, Executive Director Housing and Redevelopment Authority of Mound 2020 Commerce Boulevard Mound, Minnesota 55364 Dear Ms. Charon: Subject: Operating Subsidy for FYE September 30, 2002 MIV074001025 Thank you for submitting copies of your Calculation of Operating Subsidy for the subject fiscal year. A review of the submission indicates that your Authority is eligible for $64,551 in operating subsidy. This amount supersedes any previous amounts that may have been obligated by Letter-of-Intents for the subject fiscal year. A breakdown of your subsidy eligibility is as follows: $55,732 FYE 9/30/2002 Subsidy Eligibility (279) FYE 9/30/2002 Unfunded Amount of .5~ FYE 9/30/2000 Utility Adjustment at 92.5 $64,5 1~ Total Operating Subsidy Eligibility We would like to remind you that the amount of Funding for Resident Participation included on Line 13 of Part D of the HUD-52723 may only be used in accordance with Notice PIH 2001-3, dated January 18, 2001. If you have any questions, please feel free to contact Nancy Mejia in the Office of Public Housing at 612-370-3135, extension 2~--2 2 3 . Very sincerely yours, ~~~ ~ ~~~ Diane C. Cmiel, Director Office of Public Housing Enclosure Housing for All Through Justice for All r ca ~a cr~ac i ~ ~ ca Paae: 1 Document Name: LOCCS i Q21/PJC (LOCOS) Public Houe±ing Operating Subsidy 02/05/2002 • ^currer:L~~ Payment Schedule 4uery 16:7.9 :3Z PHA Project No: MNO?x-001-02S PHA Name: MOUND HOUSING AUTHORITY PHA FYE 9/30/2002 P.cc No Sch®dule No: 03 Sch~dulod Tot: 6C,551.OC 64,551.00 Disbursed Tot: 26,891.00 26,591.00 Payment Schedule Total Schell PAS Pam Code Cda NO Pay Date Paymarit PFS P 001 10/ 1/2001 3,540.00 3,548.00 P 002 1/ 2/2002 4,659.00 4,659.00 P Oo3 2/ ./2002 18,6ag.00 18,684.00 004 3/ 1/2002 5,360.00 5,380.00 005 4/ 1/2002 5,380.00 5,380.00 006 5; :/2002 5,380.00 5,380.00 007 6/ 1/2002 5,30^0.00 5,380.00 008 7/ 112002 5,380.-00 5,3^a 0.00 009 8/ 1/2002 5,380.00 5,380.00 010 9I 1/2002 5,30^0.00 5,380.00 ALT SITE: Pymt:_ M=Ptev Menu OpL:,,_ R=Print Schedule Data: ~C~~~n-,E,~+ Scf~s~~ie ~2 ~~~ i S S~ ~jsi C~~ Date: 2/5!02 Time: 3:29:44 PM ** TOTAL PAGE.01 M* FFA-A~-'7Aa~ A'i:d~ 07~ P Cif ,.°Capital Fund Program u.s. Department of Housing j~ {CFP) Amendment and Urban Development To The Consolidated Annual Contributions Contract Office of Public and Indian Housing (form HUD-53012) Whereas, (Public Housing Agency) yLlound Housino Authority (herein called the ""PHA"") and the United States of America, Secretary of Housing and Urban Developm`~ent (h$er~j~alled "HUD") entered into Consolidate Annual Contributions Contccract(s) (ACC) Number(s) ~b dated ~,'~ ,~ ~ 7 / b Whereas, HUD has agreed to provide CFP assistance, upon execution of this Amendment, to the PHA in the amount to be specified below for the purpose of assisting the PHA in Carrying out capit ent activities in order to ensur for that such developments continue to be available to serve low-income fa flies: $64,878 Fiscal Year 2001 to be referred to under~~api~t,a~l Fund Grant NumberMN46 PHA Tax Identification Number (TIN) LI I ' y~~~~-• Whereas, HUD and the PHA are entering into this CFP Amendment Number Now Therefore, the ACC(s) is (are) amended as follows: The ACC(s) is (are) amended to provide CFP assistance in the amount specified above for capital and management activities of PHA developments. This amendment is a part of the ACC(s). 2. .The capital and management activities shall be carried out in accordance with all HUD regulations and other requirements applicable to the Capital Fund Program. 3. In accordance with the HUD regulations, the PHA Agency Plan has been adopted by the PHA and approved by HUD, and may be amended from time to time. The capital and management activities shall be carried out as described in the PHA Agency Plan Capital Fund Annual Statement. 4. Subject to the provisions of the ACC(s), and to assist in the capital and management activities, HUD agrees to disburse to the PHA from time to time as needed up to the amount of funding assistance specified ahniio 5. The PHA shall continue to operate each development as low-income housing in compliance with the ACC(s), as amended, the United States Housing Act of 1937 (the "Act"} and all HUD regulations for a period of twenty years after the last disbursement of CFP assistance for modernization activities and for a period of forty years after the last distribution of CFP assistance for development activities. However, the provisions of Section 7 of the ACC shall remain in effect for so long as HUD determines there is any outstanding indebtedness of the PHA to HUD which arose in connection with any development(s) under the ACC(s) and which is not eligible for forgiveness, and provided further that, for a period of ten years following the last payment of assistance from the operating fund to the PHA, no disposition of any development covered by this amendment shall occur unless approved by HUD. 6. If the PHA does not comply with any of its obligations under this Amendment, HUD may direct the PHA to terminate ail work described in the Capital Fund Annual Statement of the PHA Agency Plan. In such ~_ case, the PHA shall only incur additional costs with HUO approval. 7. Implementation or use of funding assistance provided under this Amendment is subject to attached Corrective Action Order(s). (mark one) ~ Yes ~No 8. The PHA acknowledges its responsibility for adherence to this Amendment by subgrantees to which it makes funding assistance hereunder available. The parties have caused this Agreement to be effective as of the date of execution on behalf of the United States, as ..#<~kn~ holnui 0\o\VV V.+.v v.. U. S. Departmen of Housing and Urban Development e Director PHA c Date: e. By: ~ By: / ~jj ~ mar K (. Title: Title: Form HUD-5284A (8/85) ref Handbook 7485.3 I Pauline Payne, Tenant Representative on the Board of Commissioner due to health problems, hereby resign my position effective March 1, 2002. It has been a pleasure to serve you. Pauline Payne, Tenan Representative Date I Joan Schueller agree to be the Tenant Representative Commissioner to the Mound Housing and Redevelopment Authority. I understand as the Tenant Representative Commissioner that I am to attend Housing and Redevelopment Authority meetings that deal with any matters pertaining to Indian Knoll Manor. I am a voting member for all matters that involve Indian Knoll Manor only. My term is for three years beginning March ,2002 and ending March 2005 or until I resign or move out of Indian Knoll Manor. 5~~ ~.3~-p2 Date l - ~3I -~~ Date Karol Charon, Executive Director OATH OF COMMISSION OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF MOUND, MINNESOTA I , do solemnly swear that I will support the Constitution of'the United States and of the State of Minnesota and will faithfully discharge the duties of the office of Commissioner of the Housing and Redevelopment Authority of Mound, Minnesota, according to law and to the best of my judgement and ability, so help me god. I do further swear that I am, and was at the time of my appointment , a resident of Mound, Minnesota, and that I am not a public officer or employee. Signed Date Subscribed and sworn to before me this day of 19 City Clerk January 28, 2002 Mound H.R.A. Board of Commissioners: I have been reviewing my schedule of work for the next three months. HUD as you know, has changed everything around. They have new deadlines and new requirements this year. Last year when we discussed an employee review I thought March would be a good month for this evaluation. Now as I look at my schedule I am not as comfortable with March as and annual date. It would work better forme and my schedule to have the review in April. Please note that I have discussed this with Pat and she approves the April review but asked that I send a letter to the board informing them of this change. I have begun looking into revising the personnel policy and the job descriptions for both the maintenance and executive director. I am investigating salaries and benefits paid in the area for similar jobs. I have also contacted other Housing Authorities and the City of Mound to find out how they review their employees. All of these things take time during this very busy period of my yearly schedule. I want you to be comfortable with the process and information provided when we do finally meet and not feel rushed. So I am asking that we move this review to the April meeting. I am intending on recommending an employee review process to you in the March agenda and we discuss whether you agree with it then. I hope all of this meets with your approval if it does not, then come to the meeting in February ready to discuss you objections. Sinc rc , G~~ rol "Pinly Charon Executive Director '~~" Housi n A th PO Box 189 ~~ g u o r )I ty 203-272-8220 or 800 873-0242 189 Commerce Court fax 203-271-2265 Insurance Group Cheshire, CT 06410-0189 www.housingcenter.com 1-2-02 Executive Director Ms. Karol Charon Mound Housing and Redevelopment Indian Knoll Manor 2020 Commerce Boulevard Mound, MN 55364 Dear Executive Director Ms. Karol Charon, We are providing our members with this notice to advise you of average Property and Liability rate changes for the 2002 year. We hope that this advance notice allows you time to plan or adjust your budgets in order to make allowance for these changes. We strive to keep our rate increases as fair and reasonable as the insurance markets. allow. As you may already know, insurance rates are increasing substantially for almost all classes and lines of insurance. If your Housing Authority has had good loss experience then you can expect your rates to increase on average. 7% for Liability insurance and 17% for Property insurance. For accounts. with moderate to poor foss experience the rate increases will be higher and dependent upon actual losses. Other factors that also directly affect your rates include whether or not your Housing Authority is located in an area subject to natural catastrophes, the limits provided on your policies, and your deductibles. The HARRG and HAPI companies are very strong financially. We have partnered with some of the strongest and largest insurance and reinsurance companies in the world to insure the long term stability of our programs. We are committed to providing our members with the best and most affordable coverages. that the insurance market has to offer. Add this to the other member services we provide such as loss control services and claims and you continue to have a world class insurance program. Should you have specific questions regarding your insurance coverage or premiums please call your underwriter. They will be able to assist you. You can reach us at 1-800- .873-0242. _ --__ _ -~--- _ _ Yours Sincerely, ~~~~ Dom Mazzoccoli Director of Underwriting Housing Authority Insurance Group is affiliated with Housing Authority Insurance Inc., Housing Insurance Services Inc., Housing Authority Property Insurance Inc., Housing Authoritjr Risk Retention Group Inc., Housing Enterprise Risk Services Inc„ Housing Telecommunications Inc., Satellite Telecommunications Inc, Housing Environmental Services Inc. and Housing Investment Group Inc. Page 1 of 1 Kandis M. Hanson From: "Kandis M. Hanson" <KandisHanson@cityofmound.com> To: "Pinky Charon" <kcharon1@msn.com> Sent: Thursday, February 21, 2002 9:45 AM Subject: Bylaws February 21, 2002 Pinky: I just want to let you know that I have done a review of the bylaws and noticed how out of date they are. Because of that, I asked Bonnie create revised bylaws that will be considered by the HRA next Tues. The proposed bylaws, for the most part, simply reflect how we are currently operating. Also, I am submitting a proposed format for your evaluation. It is referred to as a 360 degree evaluation and is the same format we used for my evaluation last year. It's a good system. I am letting you know this in advance so you have time to review the content of your packet, which will be in your box by the end of the day on Friday, this week. Kandis Hanson 02/21 /2002 DRAFT 2/20/02 BYLAWS OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF THE CITY OF MOUND, MINNESOTA ARTICLE I -THE AUTHORITY Section 1. Name of Authority. The name of the authority shall be "The Housing and Redevelopment Authority in and for the City of Mound, Minnesota". Section 2. Commissioners of the Authority. The Commissioners of the Authority shall be the same as the current members of fhe City Council, with terms running concurrent with the City Council terms. Section 3. Office of Authority. The office of the Housing and Redevelopment Authority (the "Authority") shall be at the City Hall, 5341 Maywood Road, in the City of Mound, State of Minnesota. Section 4. Duties of the Authority. Duties of the authority shall be in accordance with the laws of the State of Minnesota. ARTICLE II -OFFICERS Section 1. Officers. The officers of the Authority shall be a Chairperson and an Acting Chairperson. A. Chairperson. The Chairperson shall preside at all meetings of the Authority, and shall sign approved contracts/agreements and minutes of the Authority. The Mayor shall have the position of Chairperson. B. Acting Chairperson. The Acting Chairperson shall perform the duties of the Chairperson in the absence or incapacity of the Chairperson; and in case of the resignation or death of the Chairperson, and the Acting Chairperson shall perform such duties until such time as the Authority shall select a new Chairperson. Section 2. Election or Appointment. The Chairperson shall serve in the capacity of Chairperson until the expiration of his/her term of office as Commissioner. The Acting Chairperson shall be appointed at the first meeting of each new year, and shall hold such office until his/her successor is appointed. DRAFT 2/20/02 Section 3. Vacancies. Should the office of Chairperson or Acting Chairperson become vacant, the Authority shall appoint a successor from its membership at the next regular meeting, and such appointment shall be far the unexpired term of the said office. When the office of Executive Director becomes vacant, the Authority shall appoint a successor, as aforesaid. ARTICLE III -ADMINISTRATIVE STAFF Section 1. Authority Duties. The selection, compensation, discipline (including termination) of personnel, shall be determined by the Authority subject to the laws of the State of Minnesota. Section 2. Executive Director. The Authority shall appoint an Executive Director who shall have general supervision over the administration of its business and affairs, subject to the direction of the Authority. No Commissioner of the Authority shall be eligible to this office. The Executive Director shall be charged with the supervision of the Housing Director and all other administrative staff. As assistant to the Chairperson, the Executive Director in his/her own name and title shall oversee and attest to the keeping of the records, and recording of the minutes of the meetings of the Authority, and shall perform all duties incident to his/her office. The Executive Director shall perform such other duties and functions as may from time to time be required by the Authority or the bylaws or rules and regulations of the Authority. Section 3. Housing Director. The Housing Director shall perform duties as specified in the Housing and Redevelopment Authority Housing Director job description. A monthly report will be presented to the Authority by the Housing Director at a regular scheduled meeting. This report shall include approval of monthly bills, plus any other pertinent items. The Housing Director shall also perform such other duties and functions as may from time to time be required by the authority or the Bylaws or Rules and Regulations of the Authority. Section 4. Additional Personnel. The Authority may from time to time employ such personnel, including those described in Sections 2 and 3 above, as it deems necessary to exercise its powers, duties and functions as prescribed the Municipal Housing and Redevelopment law of Minnesota applicable thereto. The selection and compensation of personnel shall be determined by the Authority subject to the laws of the State of Minnesota. DRAFT ti2o~o2 ARTICLE IV -MEETINGS Section 1. Regular Meetings. Regular meeting shall be held the 2"d and 4~' Tuesday of each month, at 6:30 p. m. or as deemed appropriate. These meetir~ will take place in the council chambers at City Hall or at a location otherwise deemed suitable. Section 2. Special Meetings. Special meetings of the Authority may be called by the Chairperson, or two members of the Authority for the purpose of transacting any business designated in the call. Notice of special meetings shall be posted three days prior to the meeting at the Mound City hall. At such special meeting no business shall be considered other than as designated in the notice of meeting. Section 3. uorum. The powers of the Authority shall be vested in the Commissioners thereof in office from time to time. Three Commissioners shall c~stitute a quorum for the purpose of conducting its business and exercising its powers and for all other purposes, but a smaller number may adjourn until a quorum is obtained. When a quorum is in attendance, unless a different requirement is specified by law, action may be taken by the Authority upon a vote of a majority of the Commissioners present. Section 4. Meeting Procedures. Resolutions and minutes of all meeting shall be in typewritten form and shalt be signed by the Chairperson and Executive Director, upon approval by the Authority. Robert's Rule of Order shall be used as the correct procedure at all meetings. ARTICLE V -AMENDMENTS The Bylaws of the Authority shall be amended only with the approval of at least three of the members of the Authority at a regular or special meeting. ORIGINAL Resolution # 92-7 Effective August 12, 1992 ~~~~#,WB of THE HoVBTNG A~'D BlD~V~,°~LQ'~MEHT AUTHORITY OF M~V~TD. I~ ,~+~~; c= g 7 - THE A~TTEOg TY Section 1. ~A?i~' QF AUTHORI. Y, The name.; of the. Authority shall be the "Housing and Redevelopment Autl~c~rity of Mound, Minnesota". Section 2. ~FAr. 4F AL~'.HOAITY. The ; seal of the Authority shall be in the form of a circle and shall bear the name of the Authority a»d the ~~e``ar of its organi ation. ~Sa~~-~~, (a'~ Section 3 . ~'F'~ F F A ~''HORT y • ~he offices of the Authority shall be at ~ in the 'City of Mound, State of Minnesota, but the Authority may hold`~ts meetings at such other place or places as it-may des`gnate.~y resolution. g~TICLE II' - OFFICE$$ Section 1. OFFICERS. The officers of the Authority shall be a Chairperson and A Vice-Chairperson. Section 2. ~I~A~RPERSON. The Chairperson shall preside at all meeting of the Authority. Except as otherwise authorized by resolution of the. A?~thority, the Chairperson and Vice-Chairperson shall sign all contracts, deeds and other instruments made by the Authority. At each meeting the Chairperson shall submit such recommendatia'ns and information as s/he may consider proper concerning the business affairs.. and policies of the Authority. Section 3. VICE-CHAIRPERSON. The Vice-Chairperson shall perform the duties of the Chairperson in the absence or incapacity of the Chairperson; and in case of the resignation or death of the Chairperson, the Vice-Chairperson shall perform such duties as are imposed on the Chairperson until such time as the Authority shall select a new Chairperson. ORIGINAL _~- Section 4. FxFC~rrrTVF DIRECTOR. The Authority shall employ an Executive Director who shall have general supervision over the administration of its business and affairs, subject to the direction of the Authority. S/he shall be charged with the management of the housing projects of Authority. As assistant to the Vice-Chairperson, the Executive Director in his/her own name and title ~sha11 keep the records of the Authority, aha11 act as recorder of the meetings of the Authority and record all votes, .and shall keep a record of the proceedings of the Authority in a journal of proceedings to'be kept for such purpose, and shall perform aII duties incident to..h~~/her office. S/he shall keep in safe custody the seal. of the authority and shall power to affix such seal to all contracts' and instruments authorized to be executed by the Authority.`::;;;<;;;,, S/he shall have the care and custody of all funds of the Authority and shall deposit the same in the name of the Authority in such bank or banks as the; Authority may select. The Vice- Chairperson shall sign all orders a checks for the payment of money and :shall .pay out and disburse such moneys under the direction of the Authority: `Except as otherwise authorized by resolution of the Authority, all such orders and checks shall be .counter-signed by the Chairperson. 5/he shall keep regular books of accounts showing receipts and expenditures and shall render to the Authority, at each zegular meeting (or when requested), an account of his tr~x~sactioiris and also of the financial condition of the Authority. S/he shall give such bond for the faithful performance of=his duties as the Authority may determine. The compensation of the Executive Director shall be determined by the Authority. Section 5. ~ddltional Duties. The officers of the Authority shall perform such other .duties and functions as may from time to time be required by the Authority or the bylaws or rules and regulations of the Authority. Section 6. Fi pct-ion or Anpointme.~. The first Chairperson shall, pursuant to his/her appointment, serve in the capacity of Chairperson until the expiration of his/her .term of office as Commissioner. The Vice-Chairperson shall be elected at the annual meeting of the Authority, and shall hold office for one year or until his/her successor is elected and qualified. ORIGINAL -3- The Executive Director shall be appointed by the Authority. Any person appointed to fill the office of Executive Director, or any vacancy therein, shall have such term as the Authority fixes, but no Commissioner of the Authority shall be eligible to this office. Section 7 . Vacancies . Should the office of Chairperson or Vice Chairperson become vacant, the Authority shall a successor from its membership a the next regular meeting, ancl::,such election shall be for-the unexpired term of said office. ;when th~''office of Executive Director becomes vacant, the Authority shall appoint a successor, as aforesaid. Section 8. ,~idd~t~onal Pe,~sonne The A~uthori.ty may from time to time employ such personnel as it deems riec~~sary to exercise its powers, duties and functions as prescrfbed::~ay the Municipal Housing and Redevelopment Law of Minnesota ;;;;;;.agicable thereto. The selection and compensation of each <~ersonnel (including the Executive Director) shall be detea.:rted,~y the .Authority subject to the laws of the State of Minn~~ota. ~'~'~'G~E rtt ~iF~,'~I~mS Section 2. Ann~~.al Meetincx. The annual meeting of the Authority shall be .held on ..the 2nd Wednesday in November at 7:00 o'clock P.M. at the regular 'meeting place of the Authority. In the event such date shall fall on a legal holiday, the annual meeting shall be held an the next succeeding secular day. Section '2. velar Meetings. Monthly meetings shall be held with a notice pc~ted three days prior to meeting, at the Mound City Hall and on the door of Executive Director's office. The regular scheduled meetings shall be on the second Wednesday of each month, at 7:00 o'clock P.M. unless the same shall be a Legal holiday, in which event said meeting shall be held on the next succeeding secular day. -.- ORIGINAL Section 3. ~becial .eetinas. Special meetings of the Authority may be call by the Chairperson, or two members of the Authority for the purpose of transacting any business designated in the call. The call for a special meeting may be delivered at any time prior to the time of the proposed meeting to each member of the Authority or may be mailed to the business or home address of each member of the Authority at lease two ( 2 ) days prior to the date of such special meeting. Special meetings shall be posted two days prior to the meeting at the Mound City Hall and on the door of the Executive Director's office. At such specal meting no business shall be considered other than as designated ~~"the call, but if all of the members of the Authority are,.. present at a special meeting, any and all business may be transacted"at such special meeting. Section 4. Q~,orum. The powers of th~,Authority shall be vested in the Commissioners thereof in oice from time to time. Three Commissioners shall constitute a qu~um for the purpose of conducting its business and exercising its powers and a for all other purposes, but a smaller numb~z may adjourn from time to time until a quorum is obtained. When a quorum is in attendance, action may be taken by the Authority upon ~ vote of a majority of the Commissicners present. Section 5. Order o~`i~sinrss. At the regular meetings of the Authority the following shall be the order of business: 1. Roll : C'a~.l. 2. reading and approval of minutes of the previous `~neetia. 3. List of expenses and misc. communications 4. '= Report of the Executive Director. 5. Reports of Committees. 6. Unfinished Business. 7. New Business. 8. Adjournment. ORIGINAL -5 A copy of the approved expense list and all resolutions shall be in writing and shall be copied in the minutes journal of the proceedings of the Authority. Section 6. fanner of Voting. The voting on all questions coming before the Authority shall be by roll call, and the Yeas and Nays shall be enter upon the minutes of such meeting. $obert's g»ies of Order shall be used as the correct procedure at all meetings. Amend ants to Bvlaws. The bylaws of the Authority shall be amended only with the approval of at least three ©f the members of the Authority at a regular or special meeting ~Rm~rT ~ y - ATT'BA1~~~ ~~ attendance. Tf a commissioner has ~.een absent from three consecutive meetings a .resignation will be requested. Commissioners are to contact the Executive Director if they are unable to attend a meeting. Resol Date Attes February 20, 2002 [ADDRESSEE] Re: Jackson County Department Head Performance Review [NAME] Dear [ADDRESSEE]: Jackson County will be conducting performance evaluations for all department heads during the next few weeks and I am asking for your assistance. This year the county will again be using the 360-Degree review system. This process allows us to gather feedback on an individual from many sources, such as employees, peers, and service related contacts outside of the county. These reviews are conducted anonymously so the evaluators can be protected and the reviews conducted fairly. I ask that you respect the privacy of this process. Enclosed is a Multi Rater Feedback Survey for [NAME]. Please complete this survey and return it to me no later than October 26, 2001. If you will be unable to complete this survey prior to this date, please call me at (507) 847-4182, or email me at Janice.fransen(a~co.jackson.mn.us so that I can arrange an alternate. We are sending out 15 reviews for each individual, and to keep this process as fair as possible, I would like to have the same number of reviews completed for everyone. There will likely be questions or areas on this survey that you may not feel qualified to answer. That is okay! We have selected a broad range of participants to complete this survey, and we will likely get input on these areas from someone else. Don't hesitate to answer U/A if you don't feel you can rate a person on a certain question or group of questions. Your answers are important to us -even if you can only answer a few! Please call or send me an email if you would like to receive this survey in Microsoft Word format. Thank you for taking your time to assist in our review process. I appreciate and value your input. If you have any questions, comments or concerns, please contact me. Sincerely, Janice Fransen Jackson County Coordinator 360-DEGREE REVIEW PROCESS Step 1 -Survey participants are identified The following are proposed participants in the review process: Mandatory: (5) Board members, (1) Coordinator Staff or Volunteers: (1) Selected by Department Head (1) Selected by the Coordinator -unknown to Department Head Internal and External Service related contacts (e.g., clients, attorney, real-estate agent, school, etc.) (1) Internal Service related contact -selected by Department Head (1) Internal Service related contact -selected by Coordinator (1) External Service related contact -selected by Department Head (1) External Service related contact -selected by Coordinator (1) Department Head randomly selected by Coordinator (anonymous) Governing Agency, Board, Association, etc. (e.g., State Agency, Local Board or Commission, Regulatory Agency, etc.) (1) Selected by Department head (1) Selected by Coordinator from list of agencies, etc. Department Heads will be required to forward their selections to Carol by October 1, 2001. If selections are not received by that date, all survey participants will be selected by the County Coordinator. Step 2 -Surveys sent to participants A survey will be prepared for each participant and coded to identify to whom it is being sent. Carol will use this to determine who has and has not returned their survey. The survey will be sent with the attached cover letter to the participants with a due date for return. Carol or Jan will follow-up with those who have not returned their survey by the due date. Step 3 -Survey results compiled The results of the survey will be compiled by Jan. Narrative comments will also be compiled, but may be presented in summary or composite so as to avoid identification of the author. The top and bottom total scores will be thrown out, and the remaining scores will be averaged. Step 4 -Results presented to County Personnel Committee Note: County Personnel Committee consists of County Coordinator and two County Commissioners appointed annually. The County Personnel Committee will review the compiled results. The County Personnel Committee will also make recommendations for step placement for each Department Head. Step 5 -Performance Review A performance review will be held with the County Personnel Committee and each Department Head to review the compiled results. JACKSON COUNTY MULTI RATER FEEDBACK SURVEY Participant's Name (Subject of this survey): [name] Contact Person: Janice Fransen, County Coordinator Contact Telephone Number: 507-847-4182 Please take a few minutes to complete this survey on behalf of the person above. The purpose of this survey is to help this person become more effective when working with you. It is absolutely essential that you be frank and honest with your responses. Please complete and return by 4:30 pm on October 26, 2001 Your responses to this survey will be kept strictly confidential. Your responses will be merged with the responses of others. YOUR RESPONSES WILL NOT, UNDER ANY CIRCUMSTANCES, BE INDIVIDUALLY EXAMINED OR IDENTIFIED BY THE PERSON BEING RATED. The following is a list of behavioral descriptors. Please complete each item based on your observations and interaction with this person. There are no "right" or "wrong" answers! We understand that there are some areas in this survey that you may not have observed for this person. We have selected a broad range of participants to complete this survey, and we will likely get this input from other participants. Please do not hesitate to answer "U/A" if you do not feel you have enough information to rate this person for a particular question. 5 PROACTIVE TASK EXCELLENCE: Proactive Task Excellence performance takes into consideration all the key points listed in "Task Excellence" as well as the following: Excellence is the standard; the individual pro-actively thinks ahead of and outside of their defined responsibilities, and offers usable suggestions to improve work processes, service, and results. He/she anticipates and prevents potential problems. He/she independently seeks out opportunities to learn and grow. 4 TASK EXCELLENCE: The employee is doing a very good job, and, at times, an excellent job. He/she consistently surpasses expectations. He/she demonstrates technical and professional excellence in tasks. He/she willingly updates their professional knowledge. He/she excels in their defined work responsibilities. 3 TASK COMPENTENCE: The employee is doing a good job, and, at times, a very good job. He/she demonstrates technical and professional competence in work tasks and areas of specific practice. Assignments are completed. They effectively work within their defined job responsibilities, and comply with professional development requirements. 2 IMPROVEMENT NECESSARY: The employee is barely meeting the minimum requirements necessary to meet job goals, development goals, and/or performance factor criteria. UNACCEPTABLE: The employee is not meeting the minimum requirements and must show improvement or disciplinary action will result. U/A UNABLE TO EVALUATE [name] Please Circle One ~lt~tern~l and External) 1. Shows diplomacy, respect and sensitivity in 5 4 3 2 1 U/A dealing with customers. 2. Demonstrates care and concern about 5 4 3 2 1 U/A the quality of service to customers. 3. Responds to customers in a timely and 5 4 3 Z 1 U/A appropriate manner. 4. Maintains good working relationship with 5 4 3 2 1 UTA customers. 5. Views complaints as an opportunity to 5 4 3 2 1 UTA creatively solve issues and responds with composure to criticism and/or complaints. Comments: C4N~MtJ~1CA Q~ 1. Communicates appropriately in spoken 5 4 3 2 1 U/A and written form. 2. Demonstrates good listening skills. 5 4 3 2 1 U/A 3. Shares information accurately and in a timely 5 4 3 2 1 U/A manner. 4. Respects confidentiality and privacy of others. 5 4 3 2 1 U/A 5. Is receptive to feedback and other opinions. 5 4 3 2 1 U/A 6 Communicates expectations to others 5 4 3 2 1 U/A effectively. Comments: -- PERS~N~IEh ADMIIWSTRATICat+ 1. Cooperates with and supports co-workers to accomplish team goals. 2. Performs the basics of supervision (i.e., completes reviews on time, conducts staff meetings, provides regular feedback to employees, etc.) 5 4 3 2 1 U/A 5 4 3 2 1 U/A [name] 3. Analyzes situations and considers alternatives 5 4 3 2 1 U/A before making decisions. 4. Addresses employee issues in an appropriate 5 4 3 2 1 U/A manner, place and time. 5. Takes timely and appropriate disciplinary 5 4 3 2 1 U/A action. 6. Recognizes and encourages positive 5 4 3 2 1 U/A employee actions and behaviors. Comments: ~ANA'GEI~ENT` QUESTtf,~N 1. Manages, monitors and makes 5 4 3 2 1 U/A effective use of money, material and human resources afforded the department. 2. Assesses, evaluates and effectively 5 4 3 2 1 U/A delegates authority and responsibility in accordance with employees' capabilities to make the best use of their talents, skills and knowledge. 3. Keeps others, (i.e. Board, Coordinator, Staff, peers, outside agencies) informed on issues that affect the Department or the County. 4. Observes rules and regulations, (i.e. Data Privacy Act, Personnel Policies, OSHA, etc.) 5. Understands issues from a Countywide and departmental point of view. 6. Complies with all statues, rules, policies, procedures and reporting requirements as they affect the Department in a timely and accurate manner. Comments: 5 4 3 2 1 U/A 5 4 3 2 1 U/A 5 4 3 2 1 U/A 5 4 3 2 1 U/A L'EA~E tF~ 1. Provides leadership to organizational efforts 5 4 3 2 1 U/A within the County and serves as a role model. [name] 2. Inspires others to achieve desired results by promoting involvement, participation, cooperation and informed decision making. 3. Promotes a positive, constructive and supportive work environment. 4. Fosters good will and represents the County in a professional manner. 5. Encourages new ideas and procedures 6. Utilizes employees in a manner which recognizes and develops their skills and training. 7. Empowers others to explore creative ways to complete job responsibilities. Comments: 5 4 3 2 1 U/A 5 4 3 2 1 U/A 5 4 3 2 1 U/A 5 4 3 2 1 U/A 5 4 3 2 1 U/A 5 4 3 2 1 U/A In the space below, please offer your perspective on what you see as this person's greatest strength. In the space below, write one suggestion for improvement for this person. Other comments: [name] [Name] Average (1) Shows diplomacy, respect and sensitivity in dealing with customers. (2) Demonstrates care and concern about the quality of service to customers. (3) Responds to customers in a timely and appropriate manner. (4) Maintains good working relationship with customers. (5) Views complaints as an opportunity to creatively solve issues and responds with composure to criticism and/or complaints. Average Customer Service omments: (1) Communicates appropriately in spoken and written form. (2) Demonstrates good listening skills. (3) Shares information accurately and in a timely manner. (4) Respects confidentiality and privacy of others. (5) Is receptive to feedback and other opinions. (6) Communicates expectations to others effectively. Average Communication omments: '- . ~. (1) Cooperates with and supports co-workers to accomplish team goals. (2) Performs the basics of supervision (i.e., completes reviews on time, conducts staff meetings, provides regular feedback to employees, etc.) (3) Analyzes situations and considers alternatives before making decisions. (4) Addresses employee issues in an appropriate manner, place and time. (5) Takes timely and appropriate disciplinary action. (6) Recognizes and encourages positive employee actions and behaviors. Average Personnel Administration omments: • (1) Manages, monitors and makes effective use of money, material and human resources afforded the department. (2) Assesses, evaluates and effectively delegates authority and responsibility in accordance with employees' capabilities to make the best use of their talents, skills and knowledge. (3) Keeps others, (i.e. Board, Coordinator, Staff, peers, outside agencies) informed on issues that affect the Department or the County. (4) Observes rules and regulations, (i.e. Data Privacy Act, Personnel Policies, OSHA, etc.) (5) Understands issues from a Countywide and departmental point of view. (6) Complies with all statues, rules, policies, procedures and reporting requirements as they affect the Department in a timely and accurate manner. Average Management omments: (1) Provides leadership to organizational efforts within the County and serves as a role model. (2) Inspires others to achieve desired results by promoting involvement, participation, cooperation and informed decision making. (3) Promotes a positive, constructive and supportive work environment. (4) Fosters good will and represents the County in a professional manner. (5) Encourages new ideas and procedures. (6) Utilizes employees in a manner which recognizes and develops their skills and training. (7) Empowers others to explore creative ways to complete job responsibilities Average Leadership omments: al Avera usted A Narrative: Employee Comments: By signing this appraisal I acknowledge that I have read and had an opportunity to discuss the contents with the Personnel Committee. My signature does not necessarily indicate my agreement with the evaluation. Employee signature Date Recommendation for step placement: Step County Coordinator signature .Date County Board Approval: Step Approval date: Effective date: PERFORMANCE DEVELOPMENT PROCESS SELF-ASSESSMENT The performance development process is an opportunity for the employee and the supervisor to have a discussion about the employee's performance, future goals, and development needs. Please complete the following in preparation for the discussion. Use additional paper if needed. Name: Position Anniversary: Title: Date: What progress have you made on the goals/projects/contributions identified in our last review (or since your job start)? What have you done since your last review to improve customer service? (Customers consist of citizens, patrons of your department, and other employees requiring your help from other departments within the City organization.) What do you plan to do next year? Describe your plan to improve you performance, including personal and professional goals, for the period of time prior to your next evaluation. (What will you be doing to make yourself better at what you do?) Include any specific needs you may have of your supervisor or the City to accomplish this (i.e., coaching needs, training, or other forms of assistance.) What are 3-5 goals/projects/contributions you have targeted in preparation for your next review? Employee's Signature Date Supervisor's Signature Date