2009-01-27
PLEASE TURN OFF CELL PHONES & PAGERS IN COUNCIL CHAMBERS.
~'
AGENDA ~d~~-~
MOUND HOUSING & REDEVELOPMENT AUTHORITY
REGULAR MEETING
TUESDAY, JANUARY 27, 2009 7:10 P.M. .
MOUND CITY COUNCIL CHAMBERS
Page
1. Open meeting
2. Action approving agenda
3. Action approving minutes: November 25, 2008 1-2
December 9, 2008 3
4. Indian Knoll Manor Manager's Monthly Report
A. Approve 2009 Budget 4-13
B. Approve Resolution Rejecting Proposals for Property 14-15
Management Services and Terminating the Current Outside
Management Agreement with Westport Properties
C. Approve bills (not in packet)
D. Approve resolution making a selection not to waive the 16-17
statutory tort limits for liability insurance purposes
5. Recess meeting
6. Reconvene meeting, held jointly with Mound City Council Meeting
7. Operation Black Cat emergency training exercise 18-25
A. Recap of status of properties on Shoreline Drive
B. Discussion/action adopting resolution approving addendum to
Option Agreement for property at 5567 Shoreline Drive (HRA
Action Item)
C. Discussion/action on financing plan for the Operation Black Cat
exercise with funding to be provided by TIF I-3 (HRA Action
Item)
D. Discussion/action on financing plan for the Operation Black Cat
exercise including acceptance and use of $25,000 grant for
emergency response training (City Council Action Item)
~. Adjourn
MOUND HOUSING AND REDEVELOPMENT AUTHORITY
• NOVEMBER 25, 2008
The Housing and Redevelopment Authority in and for the City of Mound, Minnesota met
in regular session on Tuesday, November 25, 2008, at 7:00 p.m. in the council
chambers of city hall.
Members present: Chair Mark Hanus; Commissioners Mike Specht, John Beise, and
Greg Skinner
Members absent: Commissioner David Osmek
Others Present: Executive Director Kandis Hanson, Community Development Director
Sarah Smith, Finance Director Catherine Pausche, Ken Perbix, Cindy Reiter
1.Open meeting
Chair Hanus called the meeting to order at 7:00 p.m.
2. Approve agenda
MOTION by Beise, seconded by Skinner to approve the agenda. All voted in
favor. Motion carried.
3. Approve minutes
MOTION by Beise, seconded by Skinner to approve the minutes of November
• 10, 2008. The following voted in favor: Hanus, Beise and Skinner. The following
voted against: None. Specht abstained from voting. Motion carried.
4. Indian Knoll Manor Manager's Monthly Report
Cindy Reiter presented the manager's report as follows:
A. October bank statement
B. October income statement
C. Review of bills paid: MOTION by Beise, seconded by Skinner to
approve payment of bills for October, 2008. All .voted in favor. Motion
carried.
D. Manager's report: There are currently three vacancies that are being
advertised for.
5. Request for Proposal Responses for Potential Options for Indian Knoll
Manor
Kandis Hanson stated that the City has put out a request for proposals for
management firms for Indian Knoll Manor. Pausche stated she has contacted
HUD and they indicated that it is rare that a city the size of Mound manage public
housing because of the expertise, resources and staff time that it entails.
Discussion with HUD came up with four alternatives: (1) keep facility and
outsource property management; (2) create a cooperative agreement with
another housing authority to take over the building; (3) cancel the contract with
•
-1-
Mound HRA Minutes -November 25, 2008
HUD and another housing authority takes ownership and oversight of the
building; or (4) cancel the contract with HUD and sell the building outright.
Common Bond and Westport Properties have responded to the RFP. Pausche
will review these proposals and come back to the HRA with a recommendation.
Hanus stated he would want to know how our status would be affected regarding
affordable housing, and where the financials lie, to include major repairs.
Consideration would have to be given to maintaining the standards of the
building, and he also asked what can be done with the proceeds if the building is
sold. Pausche stated she will research these items for future consideration and
discussion.
6. Adjourn
MOTION by Specht, seconded by Beise to adjourn at 7:18 p.m. All voted in
favor. Motion carried.
Chair Mark Hanus
Attest: Bonnie Ritter, City Clerk
-2-
.... ~
MOUND HOUSING AND REDEVELOPMENT AUTHORITY
• DECEMBER 9, 2008
The Housing and Redevelopment Authority in and for the City of Mound, Minnesota met
in regular session on Tuesday, December 9, 2008, at 7:25 p.m. in the council chambers
of city hall.
Members present: Chair Mark Hanus; Commissioners David Osmek, Mike Specht, John
Seise, and Greg Skinner
Others Present: City Attorney Jon Dean, Executive Director Kandis Hanson, City Clerk
Bonnie Ritter, Community Development Director Sarah Smith, Finance Director
Catherine Pausche, Ken Perbix
1. Open meeting
Chair Hanus called the meeting to order at 7:25 p.m.
2. Approve agenda
MOTION by Seise, seconded by Osmek to approve the agenda. All voted in
favor. Motion carried.
3. Action on interim agreement with Westport Properties
Pausche reviewed the purpose for the interim agreement in that RFP's have
• been requested for this service and they will be considered at a later meeting.
MOTION by Osmek, seconded by Beise to approve the interim agreement with
Westport Properties for Indian Knoll Manor Property Management Services for
the period January 1, 2009 through March 31, 2009. All voted in favor. Motion
carried.
MOTION by Osmek, seconded by Specht to amend the agenda to add Item 3A,
Ken Perbix. All voted in favor. Motion carried.
3A. Ken Perbix
Ken Perbix asked the HRA if there was any progress on talks to purchase his
property on Commerce Blvd. Hanus stated that he was not aware of any change
and Sarah Smith stated she will keep him updated of any upcoming progress.
4. Adiourn
MOTION by Specht, seconded by Beise to adjourn at 7:33 p.m. All voted in favor.
Motion carried.
Attest: Bonnie Ritter, City Clerk
Chair Mark Hanus
-3-
PHA Board Resolution us. Department of Housing OMB No. 2577-0026
Approving Operating Budget and Urban Development (exp. 10/31/2009)
Office of Public and Indian Housing -
Real Estate Assessment Center (PIH-REAC)
Public reporting burden for this collection of information is estimated to average 10 minutes per response, induding the time for reviewing instructions, searching existing data
sources, gathering end maintaining the data needed, and completing and reviewing the collection of information. This agency may not collect this information, and you are not required to
complete this form, unless it displays a currently valid OMB control number.
This information is required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the low-income public housing progrem and provides e
summary of the proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain spedfied amounts. HUD reviews tha
information to determine if the operating plan adopted by the public housing agency (PHA) and the amounts are reasonable, and that the PHA is in compliance with procedures
prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality.
PHA Name:. Mound HRA PHA Code: MN074
PHA Fiscal Year Beginning: 2009 Board Resolution Number:
Acting on behalf of the Board of Commissioners of the above-named PHA as its Chairperson, I make the following
certifications and agreement to the Department of Housing and Urban Development (HUD) regarding the Board's
approval of (check one or more as applicable):
^X Operating Budget approved by Board resolution on:
^ Operating Budget submitted to HUD, if applicable, on:
^ Operating Budget revision approved by Board resolution on:
^ Operating Budget revision submitted to HUD, if applicable, on:
I certify on behalf of the above-named PHA that:
1. All statutory and regulatory requirements have been met;
DATE
01 /27/2009
2. The PHA has sufficient operating reserves to meet the working capital needs of its developments;
3. Proposed budget expenditure are necessary in the efficient and economical operation of the housing for the purpose of
serving low-income residents;
4. The budget indicates a source of funds adequate to cover all proposed expenditures;
5. The PHA will comply with the wage rate requirement under 24 CFR 968.110(c) and (f); and
6. The PHA will comply with the requirements for access to records and audits under 24 CFR 968.110(1).
I hereby certify that all the information stated within, as well as any information provided in the accompaniment herewith,
if applicable, is true and accurate.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18
U.S.C. 1001, 1010, 1012.31, U.S.C. 3729 and 3802)
Print Board Chairperson's Name: Signature: Date:
Mark Hanus 01/25/2009
Previous editions are obsolete
form HUD-52574 (08!2005)
-4-
Operating Budget u.s. Department of Housing "OMB Approval No. 2577-0026 (exp. 9/30/2006)
and Urban Development
Office of Public and Indian Housing
~e page four for instructions and Public reporting burden statement
a. T e of Submission
X Original ~ Revision No.: b. Fiscal Year Ending
12/31 /09 c. No. of months (check one)
X 12 mo. ~ Other (spe ' d. T of HUD assisted project(s)
Ot X PHA/IHA-Owned Rental Housing
e. Name of Public Housing Agency/Indian Housing Authority (PHAIIHA)
MOUND HOUSING AUTHORITY 02 IHA Owned Mutual Help Homeowmership
o3 QPHA/IHA Leased Rental Housing
f. Address (city, State, zip code)
5341 Maywood Road
MOUND, MN 55364 04 ~ PHA/IHA Owned Turnkey III Homeownership
05 ^ PHA/IHA Leased Homeownership
g. ACC Number
C-858 h. PAS/LOCCS Project No.
MN07400109D i. HUD Fietd Office
'. No. of Dwellin nits
U
J 9
8 k
No. of Unit Mont
hs
vailable
576
. No. of Pro'
ects
1
Actual
Last Fiscal ^X Estimates
~or Actual
Re nested Bud et Estimates
Yr. Current Budget yr. PHAIIHA Estimates HUD Mod cations
Line Acct. 09/30/07 09/30/08 Amount Amount
No. No. Description
(~) PUM
t2) PUM
(3) PUM
t4) (to nearest $10)
(5) PUM
(6) (to nearest $10)
t7)
Homebuyers Monthly Payments for:
010 7710 O eratin Ex ense
0.00
030 7714 Nonroutine Maintenance Reserve 0.00
040 Total Break-Even Amount sum of lines 010, 020, and 030 0.00 0.00 0.00 0
060 7790 Homebu ers Monthi Pa ments -Contra 0.00
Operating Receipts
070 3110 Dweliin Rental
228.90
229.93
230.56
132,800
0 3120 Excess Utilities 1.26 1.32 1.32 760
3190 Nondwellin Rental 0.00 0
Total Rental Income sum of lines 070, 080, and Oso 230.16 231.25 231.88 133,560
110 3610 Interest on General Fund Investments 0.08 0.09 0.09 50
120 36so Other Income 11.14 6.94 7.47 4,300
130 Total Rental Income sum of lines 100, 110, and 120 241.38 238.28 239.43 137,910
Operating Expenditures -Administretion:
140 4112 Administrative Salaries - Mana er
55.32
56.42
61.67
$ ~ ~,
41104 Administrative Benefits 9.61 13.35 0.00 ~
150 4130 Le al ense 1.05 1.74 1.74 1,000 ,
160 4140 StaffTrainin 0.48 0.87 0.87 --fi9~ U47f~
170 4150 Travel 0.69 0.87 500
180 4170 Accountin Fees 4.61 4.34 4.34 2,500
1so 4171 Auditih Fees 8.68 13.02 8.68 5 000
200 4190 Other Administrative Ex enses 25.94 46.44 55.94 32,220
4195 0 ,' v ccr.~, l-~n 17.71 17.71 18.75 "'f$CB6~ ,~ p 2,
210 Total Administrative Ex ense sum of line 140 thru line 200 123.40 154.58 134.10 did
Tenant Services:
220 4210 Salaries
0.00
0
230 4220 Recreation, Publications and Other Services 0.35 0.69 400
240 4230 Contract Costs, Trainin and Other 1.74 1,000
250 Total Tenant Services E ense sum of lines 220, 230, and 240 0.00 0.35 2.43 1,400
Utilities:
260 4310 Water
5.61
5.56
5.83
3,360
270 4320 Electrici 35.20 33.94 32.40 18,660
280 4330 Gas 53.09 48.99 43.61 25,120
290 4340 Fuel 0.00 0
300 4390 Other Utilities Ex ense 26.01 24.15 25.36 14,605
310 4391 Garba a Removal 7.72 9.38 7.07 4,070
320 Total Utilities Ex ense sum of line 260 thru line 310 127.63 122.02 114.26 65,815
0.00
Previous editions are obsolete
Page 1 of 4
form HUD-52564(3195)
ref. Handbook 7475.1
-5-
Name of PHA/IHA Fiscal Year Ending
MOUND HOUSING AUTHORITY 12/31/09
Actual
Last Fiscal X^
~ Estimates
or Actual
Yr. currem audget vr. HUD Mod cations
Line Acct. 09/30/07 09/30/08 Amount Amount
No. No. Description
(1) PUM
(2) PUM
(3) PUM
(4)• (to nearest $10)
(5) PUM
(6) (to nearest $10)
(7)
Ordinary Maintenance and Operation:
330 4410 Labor
62.28
59.03
65.57
37,770
44104 Maintenance Benefits 10.14 13.96 0.00 0
340 4420 Materials 12.26 13.54 8.33 4,800
350 4430 Contract Costs 33.78 28.14 30.24 17,420
360 Total Ordina Maintenance & O ration Ex nse lines 330 to 350 118.46 114.67 104.15 59,990
Protective Services:
370 4460 Labor
0.00
390 4480 Contract Costs 0.29 1.22 0.00
400 Total Protective Services Ex ense sum of lines 370 to 390 0.29 1.22 0.00 0
General Expense:
410 4510 Insurance
7.40
21.18
13.72
7,900
420 4520 Pa ments in Lieu of Taxes 5.13 5.46 5.88 3,387
430 4530 Terminal Leave Pa ments 0.00
440 4540 Em to ee Benefits Contributions S lit to Adm & Maint 0.00
450 4570 Collection Losses 1.92 4.34 2,500
460 4590 Other General Ex ense 0.00
470 Total General Ex ense sum of lines 410 to 460 10.61 26.64 23.94 13,787
480 Total Routine ense sum of lines 210, 250, 32D, 3so, 400, and 470 380.39 419.48 378.88 218,232
Rent for Leased Dwellings:
490 4710 Rents to Owners of Leased Dweliin s
0.00
500 Total O eratin Ex ense sum of lines 480 and 490 380.39 419.48 378.88 218,232
Nonrout[ne Expendltures:
510 4610 Extraordina Maintenance
0.00
0
520 7520 Re lacement of Nonex endable E ui ment 0.00 0
530 7540 Pro a Betterments and Additions 0.00 0
540 Total Nonroutine Ex enditures sum of lines 510, 520, and 530 0.00 0.00 0.00 0
550 Total O eratin Ex enditures sum of lines 500 and 540 380.39 419.48 378.88 218,232
Prior Year Adjustments:
560 6010 Prior Year Adjustments Affectin Residual Recei is
0.03
0.00
Other Expenditures:
570 Deficienc ih Residual Recei is at End of Precedin Fiscal Yr.
0.00
580 Total Operating Expenditures, including prior year adjustments and
other ex enditures line 550 lus or minus line 560 lus line 570 380.36
419.48
378.88 B-
~ / ] I
590 Residual Receipts (or Deficit) before HUD Contributions and
rovision for o eratin reserve line 130 minus line 580
138.98
181.20
139.45
~ ~ da C)
HUD Contributions:
600 8010 Basic Annual Contribution Eamed-Leased Pro'ects:Current Year
0.00
610 8011 Prior Year Adjustments - Debit Credit 0.00
620 Total Basic Annual Contribution line 600 lus or minus line 610 0.00 0.00 0.00 0
630 8020 Contributions Eamed-O .Subsid :-Cur. Yr. before ear-end ad') 151.72 122.50 139.45 $~3'P2' ~
640 Mandato PFS Ad~ustments net : 0.00
650 Other s eci 0.00
660 Other s eci 0.00
670 Total Year-End Ad'ustments/Other lus or minus lines 640 thru 660 0.00 0.00 0.00 0
660 8020 Total O eratin Subsid -current ear (Ilne 630 plus or minus line 6~D) 151.72 122.50 139.45 ~89r32~ 1 C i5
690 Total HUD Contributions sum of lines 620 and 680 151.72 122.50 139.45 8t Q ~ '
700 Residual Receipts (or Deficit) (sum of line 590 plus line 690)
Enter here and on line 810
12.74
58.70
0.00
0
form HUD-52564(3/95)
Previous editions are obsolete Page 2 of 4 ref. Handbook 7475.1
-6-
1-
of PHA/IHA
MOUND HOUSING AUTHORITY
LL
Fiscal Year Ending
12/31 /09
PHA/IHA
HUD
Part I - Maximum O eratln Reserve -End of Current Bud et Year
740 2821 PHAlIHA-Leased Housing -Section 23 or 10(c)
50% of Line 480. column 5. form HUD-52564
Part II-Provision for and Estimated or Actual O eratin Reserve at Fiscal Year End
780 O eratin Reserve at End of Previous Fiscal Year -Actual for FYE date
790 Provision for Operating Reserve -Current Budget Year (check one)
Estimated for FYE
Actual for FYE
800 Operating Reserve at End of Current Budget Year (check one)
^X Estimated for FYE
Actual for FYE N/A
810 Provision for Operating Reserve -Requested Budget Year Estimated for FYE
Enter Amount from line 700 p
820 Operating Reserve at End of Requested Budget Year Estimated for FYE
Sum of lines 800 and 810 0
Cash Reserve Requirement- 25 °h Of line 4B0
0
Comments
PHA / IHA Approval Name
Title
Signature Date
Field Office Approval Name
Title
• Signature Date
form HUD-52564(3/95)
Previous editions are obsolete Page 3 of 4 ref. Handbook 7475.1
-]-
Operating Budget U.s. Department of Housing OMB Approval No. 2577-0026 (Exp. 9/30/2006)
Schedule of Administration and Urban Development
Expense Other Than Salary Office of Public and Indian Housing
Public Reporting Burden for this collection of infonmation is estimated to average 1 hour per response, including the time for reviewing instructions, searchin
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct
or sponsor, and a person is not required to respond to, a collection of information unless that collection displays a valid OMB control number .
This information is required by Section 6 (c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the low-income housing progr;
and provides a summary of proposed budgeted receipts and expeditures, approval of budgeted receipts and expenditures, and justifications of certain specifies
amounts. HUD reviews the information to determine if the operating plan adopted by the PHA and the amounts are reasonable and that the PHA is in compli
with procedures prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality.
Name of Housing Authority:
MOUND HOUSING AUTHORITY Locality:
MOUND, MN 55364 Fiscal Year End:
12/31/09
(1)
Descri tion (2)
Total (3)
Mana ement (4)
Develo ment (5)
Section 8 (6)
Other
1 Le al Ex ense (see S ecial Note in Instruction 1,000 1,000
2 Trainin (list and rovide 'ustification 500 500
3 Travel
Tri s To Conventions and Meetin s (list and rovide 'ustification
0
4 Other Travel:
Outside Area of Jurisdiction
0
5 Within Area of 'urisdiction 500 500
6 Total Travel 500 500 0 0 0
7 Accountin 2,500 2,500
8 Auditin 5,000 5,000
9 Sundry
Rental of Office S ace
0
10 Publications 600 600
11 Membershi Dues and Fees list or anization and amount 400 400
12 Tele hone, Fax, Electronic Communications 2,220 2,220
13 Collection A ent Fees and Court Costs 0
14 Administrative Services Contracts (Outside Mana ement) 10,800 10,800
15 Forms, Station and Office Su lies 4,000 4,000
16 Other Sund Ex ense 25,000 25,000
17 Total Sund 43,020 43,020 0 0 0
18 Total Administrative Expense Other Than Salaries 52,520 52,520 0 0 0
To the best of my knowledge, all of the information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
Signature of authorized representative & Date:
X
form HUD-52571(3/95)
Page 1 of 2 ref Handbook 7475.1
-$-
L-,
Operating Budget
Summary of Budget Data and Justifications
U.S. Department of Housing ^oM6 Approval No. 2577-0026 (Exp. 9l3D/2006)
and Urban Development
Office of Pubic and Indian Housing
Public Reporting burden for this collection of information is estimated to average 45 minutes per response, including the time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct
or sponsor, and a person is not required to respond to, a collection of information unless that collection displays a valid OMB control number.
This information is required by Section 6 (c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the low-income housing program
and provides a summary of proposed/budget receipts and expeditures, approval of budgeted receipts and expenditures, and justification of certain specified
amOUntS. HUD reviews the information to determine if the operating plan adopted by the PHA and the amounts are reasonable and that the PHA is in compliance
with procedures perscribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality.
MOUND HOUSING AUTHORITY
fzeceipts
12/31/09
Dwelling Rental: Explain basis for estimate. For HUD-aided low-rent housing, other than Section 23 Leased housing, state amount of latest available total
H/A monthly rent roll, the number of dwelling units available for occupancy and the number accepted for the same month end. Cite HA policy revisions and
economic and other factors which may result in a greater or lesser average monthly rent roll during the Requested Budget Year. For Section 23 Leased housing,
state the number of units under lease, the PUM lease price, and whether or not the cost of utilities is included. If not included, explain method for payment at
utility costs by HA and/or tenant.
Rent Roll for 10/01/D8 10615
Units Occupied 46
X 1.03
Actual Occupancy Percentage X 97%
Units Months Available X 576
TOTAL: 132,800
Excess Utilities: (Not "for Section 23 Leased housing.) Check appropriate spaces in item 1, and explain "Other". Under item 2, explain basis for deternining
excess utility consumption. For example, Gas; individual check meters at OH-100-1, proration of excess over allowances at OH-100-2, etc. Cite effective date
of present utility allowances. Explain anticipated changes in allowances or other factors which will cause a significant change in the total amount of excess
utility charges during the Requested Budget Year.
1. Utility Services Surcharged: Gas ~ Electricity XD Other (Specify}
2. Comments
A/C 760
TOTAL: 760
Nondwelling Rent: (Not for Section 23 Leased Housing.) Complete Item 1, specifying each space rented, to whom, and the rental terms. For example: Communit
Building Space -Nursery School - $50 per month, etc. Cite changes anticipated during the Requested Budget Year affecting estimated Non-dwelling Rental Income.
Space Rented
2. Comments
To Whom
TOTAL: 0
Rental Terms
form HUD-52573 (3/95}
Previous Editions are obsolete Page 1 of 4 ref Handbooks 7475.1
-9-
Interest on General Fund Investments: State the amount of present General Fund investment and the percentage of the General Fund it represents. Explain
circumstances such as increased or decreased operating reserves, dwelling rent, operating expenditures, etc., which will affect estimated average monthly
total investments in the Requested Budget Year. Explain basis for distributions of interest income between housing programs.
50
TOTAL: 50
Other Comments on Estimates of Operating Receipts: Give comments on all other significant sources of income which will present a clear and understanding
of the HA's prospective Operating Receipts situation during the Requested Budget Year. For Section 23 Leased housing explain basis for estimate of utility
charges to tenants.
LAUNDRY 3,900
DAMAGES & MISC CHARGES 400
TOTAL: 4,3D0
Operating Expenditures
Summary of Staffing and Salary Data
Complete the summary of information below on the basis of information shown on form HUD-52566, Schedule of all Positions and salaries, as follows:
Column (1) Enter the total number of positions designated with the corresponding account line symbol as shown in Column (1), form HUD-52566.
Column (2) Enter the number of equivalent full-time positions allocable to HUD-aided housing in management. For example: A HA has three "A-NT' positions
allocable to such housing at the rate of 80%, 70%, and 50% respectively. Thus, the equivalent full-time position is two. (8110 + 7/10 + 5/10).
Column (3) Enter the portion of total salary expenses shown in Column (5) or Column (6), form HUD-52566, allocable to HUD-aided housing in management, other
than Section 23 Leased housing
Column (4) Enterthe portion of total salary expenses shown in Column (5) or Column (10), form HUD-52566, allocable to Section 23 Leased housing in management.
Column (5) Enter the portion of total salary expense shown in Column (5) or Column (7), form HUD-52566, allocable to Modemization programs (Comprehensive
Improvement Assistance Program or comprehensive Grant Program).
Column (6) Enter the portion of total salary expense shown in Column (5) or Column (9), form HUD-52566, allocable to Section 8 Programs.
Note: The number of equivalent full-time positions and the amount of salary expenses for all positions designated "M" on form HUD-52566 must be equitably
distributed to account lines Ordinary Maintenace and Operation- Labor, Extraordinary Maintenance Work Projects, and Betterments and
Additions Work Proiects.
HUD-Aided Mana ement Pro ram
Equivalent Sala Ex enses
Account Line Total Number
of positions
1 Full-Time
Positions
2
Management
3 Section 23 leased
Housing Only
4 Modernization
Programs
5 Section 8
Program
6
Administration-Nontechnical Salaries 1
Administration-Technical Salaries 1
Ordinary Maintenance and Operation-Labor 1
Utilities-Labor 1
Other (Specify) (Legal, etc.) 1
Extraordinary Maintenance Work Projects 2
Betterments and Additions Work Projects 2
1 Carty forward to the appropriate line on HUD-52564, the amount of salary expense shown in column (3) on the corresponding line above. Carry forward to the
appropriate line on HUD-52564 (Section 23 Leased Housing Budget), the amount of salary expense shown in column (4) on the corresponding line above.
2 The amount of salary expense distributed to Extraordinary Maintenance Work Projects and to Betterments and Addftions Work Projects is to be included in the cost
of each individual project to be performed by the HA staff, as shown on form HUD-52567.
form HUD-52573 (3/95)
Previous Editions are obsolete Page 2 of 4 ref Handbooks 7475.1
_10_
Specify all proposed new positions and all present positions to be abolished in the Requested Budget Year. Cite prior HUD concurrence in proposed staffing
• changes or present justification for such changes. Cite prior HUD concurrence in proposed salary increases for Administration Staff or give justification and
pertinent comparability information. Cite effective date for current approved wage rate (form HUD-52158) and justify all deviations from these rates.
SEE HUD FORM 52566
Travel, Publication, Membership Dues and Fees, Telephone and Telegraph, and Sundry: In addition to "Justification for Travel to Convection and
Meetings" shown on form HUD-52571, give an explanation of substantial Requested Budget Year estimated increase over the PUM rate of expenditures for
these accounts in the Current Budget Year. Explain basis for allocation of each element of these expenses.
SEE HUD FORM 52571
Utilities: Give an explanation of substantial Requested Budget Year estimated increase over the PUM rate for each utility service in the
Curent Budget Year. Describe and state estimated cost of each element of "Other Utility Expense."
Water 3,360
Electricity 18,660
Gas 25,120
Fuel
•
Other Utilities 14,605
Garbage Remova 4,070
TOTAL: 65,815
Ordinary Maintenance &Operation-Materials: Give an explanation of substantial Requested Budget Year estimated increase over the PUM rate of
expenditures for matters in the Current Budget Year.
SUPPLIES & MATERIALS 4,800
TOTAL: 4,800
Ordinary Maintenance 8 Operation-Contract Costs: List each ordinary maintenance and operation service contracted for and give the estimated cost
for each. Cite and justify new contract services proposed for the Requested Budget Year. Explain substantial Requested Budget Year increases over the PUM
rate of expenditure for Contract Services in the current Budget Year. If LHA has contract for maintenance of elevator cabs, give contract cost per cab.
SNOW REMOVAL 2,700
PLUMBING & MISC 4,000
PEST CONTROL 900
MAINTENANCE TRAVEL 780
ELEVATOR SERVICE 2,680
FIRE SECURITY 1,700
LAWN CARE 3,700
CABLE 960
TOTAL: 17,420
form HUD-52573 (3/95)
Previous Editions are obsolete Page 3 of 4 ref Handbooks 7475.1
_11_
Insurance: Give an explanation of substantial Requested Budget Year estimated increases in the PUM rate of expenditures for insurance over the Current
Budget Year. Cite changes in coverage, premium rates, etc.
WORKERS COMP
LIABILITY 7,900
BOND
TOTAL 7,900
Employee Benefit Contributions: List all Employee Benefit plans participated in. Give justification for all plans to be instituted in the Requested Budget Year
for which prior HUD concurrence has not been given
FICA-ADA $ 35,520 X 7.65%
PENSION & HEALTH
UNEMPLOYMENT
UNEMPLOYMENT
FICA-MAI $ 37,770 X 7.65%
PENSION & HEALTH
TOTAL: 0
Collection Losses: State the number of tenants accounts receivable to be written off and the number and total amount of all accounts receivable for both
present and vacated tenants as of the month in which the estimate was computed
Bad Debts 2,500
TOTAL: 2,500
Extraordinary Maintenance, Replacement of Equipment, and Betterments and Additions: Cite prior HUD approval or give justification for each nonroutine
work project included in the Requested Budget and for those for future years which make up the estimate on form HUD-52570. Justifying information
incorporated on or attached to formHUD-52567 need not be repeated here.
SEE HUD FORM 52567
Contracts: List all contracts, other than those listed on page 3 of this form under Ordinary Maintenance ~ Operation (OMO). Cite the name of the contractor,
type of contract, cost of contract and contract period. Justification must be provided for all contract services proposed for tha requested Budget Year (RBY).
Explain substantial RBY increases over the PUM rate of expenditure for these contracts on the Current Budget Year
forth HUD-52573 (3/95)
Previous Editions are obsolete Page 4 of 4 ref Handbooks 7475.1
-12-
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MEMORANDUM
January 22, 2009
To: HRA Board Chair and Commissioners
From: Kandis Hanson, City Manager
Catherine Pausche, Finance Director/Treasurer
Re: Westport Properties Management Agreement Cancellation
Westport Properties has provided property management services for Indian Knoll Manor, the
HRA's 50-unit senior housing facility located at 2020 Commerce Boulevard, since 2003.
The HRA Board approved an interim management agreement with Westport to allow Staff more
time to evaluate the responses to our RFP. After much consideration, Staff believes there is
much to be gained by taking the management of Indian Knoll Manor back in-house. Reasons for
this recommendation include:
• Ability to share administrative services including splitting a current position 50/50
between the Police Department and Indian Knoll Manor
• Ability to allocate an Administrative Services Fee to the project to partially reimburse
payroll and expenses for the Executive Director, Finance Department, and other
support services to be provided by General Fund employees,
• Ability to increase accountability and responsiveness to tenant related issues
• Ability to increase participation in and control over the capital planning and
management of the building
• Ability to increase the level of community involvement, improve the image of the
building, and reduce vacancies
Staff recommends approval of the attached resolution to reject all proposals for property
management services and to terminate the current agreement with Westport Properties.
Thank you for your consideration in this matter. Please feel free to let Catherine know if you
have any questions at (952)472-0633.
-14-
,,
• MOUND HOUSING AND REDEVELOPMENT AUTHORITY
RESOLUTION NO.
RESOLUTION REJECTING PROPOSALS FOR PROPERTY MANAGEMENT
SERVICES AND TERMINATING THE CURRENT OUTSIDE MANAGEMENT
AGREEMENT WITH WESTPORT PROPERTIES
WHEREAS, the Mound Housing and Redevelopment Authority operates a 50-unit public
housing facility located at 2020 Commerce Boulevard, referred to as Indian Knoll Manor
Apartments; and
WHEREAS, it has been determined through review and analysis of the current
management arrangement and review of the proposals to provide management services
that the City can achieve greater efficiency and accountability by managing the property
with City and HRA employees; and
WHEREAS, budget shortfalls necessitate the need to increase the sharing of City
administrative resources;
NOW, THEREFORE BE IT RESOLVED by the Housing and Redevelopment Authority
of and for the City of Mound, Minnesota, to reject all proposals submitted to provide
property management services for Indian Knoll Manor Apartments and to cancel the
current contract with Westport Properties as of February 28, 2009.
• Adopted this 27th day of January, 2009.
Mark Hanus, Mound HRA Chair
Attest: Bonnie Ritter, City Clerk
-15-
MEMORANDUM
January 22, 2009
TO: Housing and Redevelopment Authority Board Members
FROM: Kandis M. Hanson, City Manager
Catherine Pausche, Finance Director/Treasurer
SUBJECT: HRA Insurance Liability Coverage
Resolution Not To Waive Statutory Tort Limits
The Board of the Housing and Redevelopment Authority of Mound must decide whether or not to
waive the statutory tort limits on an annual basis.
In the past, the HRA Board has not waived the statutory tort limits. With this resolution, the Council
would elect not to waive the statutory tort liability established by Minnesota Statutes 466.04. Such
election would be effective until amended by further resolution of the HRA Board, although the
League of Minnesota Cities Insurance Trust (LMCIT) requires the resolution to be formally renewed
every year.
If you have any questions, please contact me at 952-472-0609 or Catherine at 952-472-0633.
Attachment
-16-
• MOUND HOUSING AND REDEVELOPMENT AUTHORITY
RESOLUTION NO.
RESOLUTION MAKING A SELECTION NOT TO WAIVE THE STATUTORY
TORT LIMITS FOR LIABILITY INSURANCE PURPOSES
WHEREAS, pursuant to previous action taken, the League of Minnesota Cities
Insurance Trust has asked the Housing and Redevelopment Authority of and for the City
of Mound to make an election with regards to waiving or not waiving its tort liability
established by Minnesota Statutes 466.04; and
WHEREAS, the choices available are; to not waive the statutory limit, to waive the limit
but to keep insurance coverage at the statutory limit, and to waive the limit and to add
insurance to a new level;
NOW, THEREFORE BE IT RESOLVED by the Housing and Redevelopment
Authority of and for the City of Mound, Minnesota, to hereby elect not to waive the
statutory tort liability established by Minnesota Statutes 466.04; and that such election is
effective until amended by further resolution of the Mound HRA.
Adopted this 27t'' day of January, 2009.
Mark Hanus, Mound HRA Chair
Attest: Bonnie Ritter, City Clerk
U
_17_
5341 Maywood Road
Mound, MN 55364
(952) 472-3190
MEMORANDUM
To: Honorable Mayor and City Council and Mound Housing and Redevelopment
Authority
From: Sarah Smith, Community Development Director (on behalf of Operation Black Cat
Project Team)
Date: 1 /23/2009
Re: Operation Black Cat Disaster Emergency Training Exercise
City Council and HRA Joint Session
Discussion of the Operation Black Cat emergency training project will be held during a joint
meeting of the Mound City Council and Housing and Redevelopment Authority (HRA).
Background
At its January 11, 2009 meeting, the City Council received a presentation from Police Chief
Jim Kurtz of the Mound Police Department and the Lake Area Emergency Management
Group, regarding a proposed disaster training exercise to be undertaken in the 5500 block of
Shoreline Drive which is located in the Auditor's Road District. As the HRA and City Council
may recall, the Police Department and training group successfully applied for and received a
$25,000 federal grant to conduct a large scale emergency preparedness exercise to include
all disciplines of local government including police, fire, public works, and emergency medical
services. The goal of the operation is for the lake area group to exercise incident command,
personnel and vehicle staging, public information, inter-discipline radio operations, crowd
control, and specialty support services such as fire heavy-structure-collapse-rescue and
police bomb detection. The proposed date for the training exercise is Saturday, May 2, 2009.
The planning group has identified (4) properties for the training exercise including the
buildings located at 5533 / 5545 / 5555 / 5567 Shoreline Drive. As the City Council and HRA
are aware, this area has been slated for redevelopment by the Housing and Redevelopment
Authority (HRA) and Mound Harbor Renaissance Development (MHRD), .the HRA's
developer. The planning group has determined that the subject area is large enough to
manage the full scale operation and can safely accommodate partial structural collapsed,
control bums, and prop staging. Further, the Transit District parking ramp located north of the
training area provides an excellent opportunity for the public and the media organizations to
observe the exercise.
Subject Area Details
HRA-Owned Properties. The project involves use, building remediation (asbestos/regulated
waste) and subsequent demolition of the HRA-owned properties including the former Glass
Plus, Johnson Estate and House of Moy buildings.
-18-
.. t
Becket Propefir. The property at 5567 Shoreline Drive, which is owned by Roger Becket, is
• also proposed to be use as part of the training session and will also include
asbestos/regulated waste removal and demolition activities. As the HRA and Council may
recall, the HRA has an Option Agreement for the Becket property which has a termination
date of March 15, 2009. Members are advised that the current Option Agreement includes
provisions for the agreement to be amended and extended.
Subject to review and approval by the HRA, Staff has proposed that the City/HRA would
undertake and pay for the demolition costs on the Becket property and would place a lien on
the property equal to the demolition costs, including any environmental work done as part of
the demolition. If the HRA exercises its option to acquire the property, the lien would be
removed from the property, and we would collect the cost of the environmental work (as
stipulated in the Option Agreement) out of the proceeds from the sale. If the HRA did not
exercise the option, the lien would remain on the property until the owner sold or refinanced
the property, and it would be paid to the City/HRA at that time. Members are advised that
this proposal was discussed with the ownervia telephone who was acceptable to the terms.
For review and consideration, a proposed amendment(s) to the Option Agreement for the
Becket property has been prepared by the City Attorney and has been included in the HRA
agenda packet. Members are advised that the proposed amendment is .also being forwarded
to the property owner for review. Staff will further comment on this matter at the meeting.
Additionally, it is important to mention that the owner also expressed his continued interest in
a future sale of the subject property.
Project Financing
• Total project costs are estimated between $85,000 - $100,000 for building demolition
• and asbestos/regulated waste removal activities. A preliminary breakdown of the
estimated demolition and environmental remediation costs known. to date is provided
below:
Demolition - (4) buildings $37K - $58K
Asbestos /regulated waste removal - HRA buildings $37K
Asbestos /regulated waste -Becket building TBD
At present, Staff does not have an environmental estimate for the Becket property.
Members are advised that a building assessment survey will need to be prepared for
the Becket property to determine the asbestos/regulated waste costs. Similar to the
former Johnson and House of Moy agreements, the cost of this report would be paid
by the City / HI~A.
Members may recall that asbestos and regulated waste removal estimated costs
were withheld from the purchase price for the Johnson property ($21,130) and
House of Moy ($25,000) properties and placed in escrow accounts. If the actual
costs for these items do not exceed these estimates, the balance will be paid to
the property owners. Members are advised that the estimated building
remediation costs are $11,750 for the former House of Moy building and $17,975
for the former Johnson building. No environmental escrows were collected as
part of the HRA's purchase of the former Glass Plus building.
.,
.~
• Page 2
-19-
• Finance Director Catherine Pausche has indicated that costs for the training exercise
could be financed through TIF District 1-3.
Discussion
• Members of the Operation Black Cat project team will be present at the 1127
meeting to further discuss the proposed training exercise and related matters.
• The building remediation activities must occur prior to the training exercise and
are anticipated to take place in March with demolition scheduled to take place as
soon as possible following the May 2"~ event.
• Members are advised that in the event the Becket building is not part of the
training exercise, it is possible the disaster training would need to be limited to the
former Glass Plus building only.
• The HRA will need to provide a right of entry/hold harmless agreement to the City
for the training exercise. It is anticipated that an agreement, to be prepared by the
City Attorney, will be included on an upcoming HRA meeting for review /action
Action Items for City Council and HIZA
HRA
A. Discussion/action adopting resolution approving addendum to Option
Agreement for property at 5567 Shoreline Drive (HIZA Action Item). Members
are advised that a draft resolution has been included in the HRA agenda
packet for review /action and also includes a provision to authorize Staff to
execute an extension for the current Option Agreement which expires on
March 15, 2009.
B. Discussion/action on financing plan for the Operation Black Cat exercise
with funding to be provided by TIF 1-3 (HI2A Action Item)
Citv Council
A. Discussion/action on financing plan for the Operation Black Cat exercise
including acceptance and use of $25,000 grant for emergency response
training (City Council Action Item)
• Page 3
_20_
ADDENDUM TO
OPTION AGREEMENT
THIS ADDENDUM TO OPTION AGREEMENT ("Addendum") is made and entered
into effective as of the _ day of , 2009 by and between Roger Beckel and Elizabeth
Beckel, husband and wife ("Sellers") and The Housing and Redevelopment Authority in and for the
City of Mound, Minnesota, a Minnesota public body corporate and politic, ("HRA")
RECITALS
A. The parties did on or about Mazch 13, 2008 enter into that certain agreement entitled
Option Agreement ("Agreement") whereby Sellers granted to the HRA an option. to
purchase a tract and parcel of land having a street address of 5567 Shoreline Drive
and legally described as Lot 1, Auditor's Subdivision No 170 ("Property"); all
subject to the provisions of the Agreement. The Agreement remains in full force
and effect.
B. The Agreement contemplated that, upon exercise of the option, the HRA would
demolish the structures located on the Property following closing. The cost of
demolition, less certain environmental costs, would be borne by the HRA.
• C. Due to the building's proximity to contiguous HRA-owned buildings which are
planned to be used and demolished for an emergency services training exercise,
removal of the structure on the Property prior to any determination by the HRA to
exercise the option is in the best interests of the parties and also allows the Property
to be included in the training exercise.
D. It is the purpose of this Addendum to provide for such training and early demolition,
and to set forth the agreements and understandings of the parties regarding such
matters.
AGREEMENT
In consideration of the mutual covenants and promises set forth herein and in the
Agreement, the receipt and sufficiency of which is hereby acknowledged, Sellers and HRA agree as
follows:
1. Right of Entry and Demolition. Subject to the provisions of this Addendum,
Seller hereby grants to the HRA, its agents and employees the right to enter onto the
Property during the term of the Agreement for the purpose of: (i) conducting all
testing and inspections as are necessary in order to prepaze for demolition of
structures located on the Property; (ii) conducting a disaster training exercise
including multiple agencies; (iii) doing the demolition work (including all
• environmental remediation necessary in connection with the demolition) including
346024WL JBD MU195-25
_2~_
any utility disconnection, grading, filling or other site work necessarily connected
with such demolition activities. The parties anticipate that the inspection and testing
will commence immediately upon the execution of this Addendum by the parties,
and that the actual environmentaUdemolition work will commence as soon as
possible following March 1, 2009. As part of their responsibility, Sellers agree that
not later than March 1, 2009 all materials and equipment and items of personal
property will be removed from the building, and the building will be in a condition
ready for demolition.
2. HRA Representations. In consideration of the Seller's grants to the HRA under
this Addendum, the HRA agrees: (i) to use the Property only for the purposes
described herein; (ii) to do no unnecessary damage to the land; (iii) to promptly pay
all costs related to the activities described in paragraph 1 above; (iii) to hold Sellers
harmless and to indemnify them from any and all claims, damages, or judgments
from others based on HRA's or City's activities hereunder, except as to damages,
claims, or judgments from others caused by the negligence or intentional conduct of
Seller.
3. Allocation of Costs. Reimbursement to the HRA for costs it incurs pursuant to
pazagraph 2(iii) will be as follows:
A. If HRA exercises option.
(a) The Environmental Costs incurred by the HRA will be reimbursed
by Sellers as provided in the Agreement.
(b) Other demolition costs, including without limitation, fees for permits,
utility disconnection, fill and grading will be the responsibility of the HRA and not
subject to reimbursement.
B. If HRA does not exercise option.
(a) The Environmental Costs incurred by the HRA will be reimbursed
by Seller.
(b) Other demolition costs, including without limitation, fees for permits,
utility disconnection, fill and grading will be reimbursed by Seller.
Reimbursement by Seller under paragraphs 3B(a) and (b) will be made not later than
30 days following the eazlier of: (i) the date the HRA notifies the Seller that it will not be
exercising its option; or (ii) the date that the option expires. As security for Sellers
obligation to reimburse the HRA under this paragraph 3B, the HRA may place a lien on the
Property in an amount equal to the sum of items (i) and (ii). The lien will be recorded
among the land records, will not bear interest, and will be due and payable on the earlier of:
(i) refinancing of the Property by Seller; (ii) sale of the Property by Seller; or (iii) five years
34602442 JBD MU195-25
2
-22-
. _... ~
from the date of the lien. If Seller has not reimbursed the 1-IRA by such date, the IRA may
• foreclose the lien.
4. Parties to Cooperate. Seller acknowledges that HRA is placing substantial reliance
on Seller's obligations to make the building ready for demolition not later than March 1,
2009. Consequently, subject to HRA's obligations to indemnify and hold Sellers harmless
under paragraph 2 of this Addendum, Seller authorizes the HRA to undertake to obtain all
licenses, permits and approvals as may be necessary to carry out the demolition activities.
Seller agrees to sign all applications for which an owner's signature is required, and to
cooperate, in a timely manner with all requests from the HRA for information needed in
connection with such applications.
IN WITNESS WHEREOF, the parties have hereunto set their hands the day and year first
above written.
SELLERS:
BUYER:
Housing and Redevelopment Authority in and
for the City of Mound, Minnesota
By
Roger Beckel Date Kandis M. Hanson
• Its Executive Director
Elizabeth Beckel
C
346024 JBD MU195-25
Date
Date
-23-
DRAFT
MOUND HOUSING AND REDEVELOPMENT AUTHORITY
RESOLUTION NO.09-
RESOLUTION APPROVING ADDENDUM TO OPTION AGREEMENT FOR PROPERTY
AT 5567 SHORELINE DRIVE
WHEREAS, the parties did, on or about March 13, 2008, enter into a certain
agreement entitled Option Agreement ("Agreement") whereby Sellers granted to the HRA,
an option to purchase a tract and parcel of land having a street address of 5567 Shoreline
Drive and legally described as Lot 1, Auditor's Subdivision No 170 ("Property"); all subject
to the provisions of the Agreement. The Agreement remains in full force and effect; and
WHEREAS, the Agreement contemplated that, upon exercise of the option, the
HRA would demolish the structures located on the Property following closing. The cost of
demolition, less certain environmental costs, would be borne by the HRA; and
WHEREAS, due to the building's proximity to contiguous HRA-owned buildings
which are planned to be used and demolished for an emergency services training
exercise, removal of the structure on the Property prior to any determination by the HRA to
exercise the option is in the best interests of the parties and also allows the Property to be
included in the training exercise; and
WHEREAS, the purpose of this Addendum to provide for such training and early
demolition, and to set forth the agreements and understandings of the parties regarding
such matters; and
WHEREAS, the terms of Section 4 of the Agreement includes a provision to allow
the HRA to execute an extension by providing written notice and payment of a Subsequent
Option Payment to the Seller, which is an amount equal to the real estate taxes and
installments on special assessments due and payable in each year of the extension, to be
made on or before the expiration of the Agreement; and
WHEREAS, the expiration date of the current Agreement is March 15, 2009.
NOW THEREFORE, BE IT RESOLVED by the Housing and Redevelopment Authority in
and for the City of Mound, Minnesota hereby approves the Addendum to Option
Agreement by and between the Mound Housing and Redevelopment Authority and the
owner(s) of the property located at 5567 Shoreline Drives and also extends the Option
Agreement to March 15, 2010 pursuant to Section 4 of the Agreement.
-24-
...,.. 1.
• BE IT FURTHER RESOLVED by the Housing and Redevelopment Authority in and for the
City of Mound to hereby authorize the Chair and Executive Director and her designees to
execute all said document(s) related to the Option Agreement and Addendum to the
Option Agreement.
Adopted by the HRA this 27"' day of January 2009
Chairperson Mark Hanus
Attest: Kandis Hanson, Executive Director
C~
r1
U
-25-