2013-08-13 HRA Agenda PacketPLEASE TURN OFF CELL PHONES & PAGERS IN COUNCIL CHAMBERS.
AGENDA
MOUND HOUSING & REDEVELOPMENT AUTHORITY
REGULAR MEETING
TUESDAY, AUGUST 13, 2013 6:55 P.M.
MOUND CITY COUNCIL CHAMBERS
Page
1. Open meeting
2. Action approving agenda, with any amendments
3. Action approving July 23, 2013 regular meeting minutes 1
4. Action approving payment of claims
2 -6
5. Update on HUD status rating on Indian Knoll Manor 7 -10
6. Adjourn
MOUND HOUSING AND REDEVELOPMENT AUTHORITY
JULY 23, 2013
The Mound Housing and Redevelopment Authority in and for the City of Mound, Minnesota, met
in regular session on Tuesday, July 23, 2013, at 6:55 p.m. in the council chambers of city hall.
Members present: Chair Mark Hanus; Commissioners Ray Salazar, Mark Wegscheid, Kelli
Gillispie, and Heidi Gesch
Members absent: None
Others present: City Manager Kandis Hanson, Fin Dir /Clerk/Treasurer Catherine Pausche,
Community Development Director Sarah Smith, Theresa Malloy
Open meetina
Chair Mark Hanus called the meeting to order at 6:56 p.m.
1. Approve agenda
MOTION by Salazar, seconded by Gesch to approve the agenda. All voted in favor. Motion
carried.
3 Approve minutes
MOTION by Salazar, seconded by Gillispie, to approve the minutes of the July 9, 2013 regular
meeting. All voted in favor. Motion carried.
4. Approve claims
MOTION by Gesch, seconded by Salazar to approve the claims in the amount of $7,087.59. All
voted in favor. Motion carried.
5. Adjourn
MOTION by Salazar, seconded by Gesch to adjourn at 6:56 p.m. All voted in favor. Motion
carried.
Attest: Catherine Pausche, Clerk
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Chair Mark Hanus
Mound HRA Claims as of 08 -13 -13
DOLLAR
YEAR BATCH NAME AMOUNT
2013 080213HRAMAN $3,621.72
2013 0813COMBOND $4,696.18
2013 081313HRA $23,700.38
TOTAL CLAIMS $32,018.28
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CITY OF MOUND
Batch Name 080213HRAMAN
Payment
MOUND, MN
Payments
Current Period: August 2013
Computer Dollar Amt $3,621.72 Posted
Refer 1 FRONTIER/CITIZENS COMMUNICA Ck# 044440 8/2/2013
Cash Payment E 68049800 -321 Telephone & Cells PHONE SERVICE IKM 7 -13 -13 THRU 8.12 -13
Invoice 08022013 7/1312013
08/01/132:21 PM
Page 1
$258.25
Transaction Date 5/1/2012 Due 0 Wells Fargo HRA 10120 Total $258.25
Refer 2 MOUND, CITY OF Ck# 044441 8/2/2013
Cash Payment E 68049800 -382 Water Utilities WATER SVC 6 -3 -13 THRU 7 -2 -13 IKM $1,844.07
Invoice 08022013 7/20/2013
Transaction Date 61612013 Due 0 Wells Fargo HRA 10120 Total $1,844.07
Refer 3 NS11 MECHANICAL CONTRACTING, Ck# 044442 8/2/2013
Cash Payment E 680 -49800 -401 Building Repairs REPIPE METER, CHECK FOR LEAKS S $1,519.40
STANDING PILOTS, RESET HOT WATER
HEATERS, 6 -11 THRU 6 -21 IKM
Invoice W28715 6128/2013
Transaction Date 5/112012 Due 0 Wells Fargo HRA 10120 Total $1,519.40
Fund Summary
10120 Wells Fargo HRA
680 HRA PUBLIC HOUSING $3,621.72
$3,621.72
Pre- Written Check $3,621.72
Checks to be Generated by the Computer $0.00
Total $3,621.72
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CITY OF MOUND
Batch Name 0813COMBOND
Payments
MOUND, MN
Payments
Current Period: August 2013
User Dollar Amt $4,696.18
Computer Dollar Amt $4,696.18
$0.00 In Balance
Refer 7 COMMON BOND COMMUNITIES
Cash Payment
E 680 -49800 -101 F T Empl Regular
PAYROLL REIMB 7 -26 -13 OFFICE SALARY
Invoice 179689
7/2912013
7/23/2013
Cash Payment
E 680.49800 -111 Other IKM Maint
PAYROLL REIMB 07 -26.13 MtCE SALARY
Invoice 179699
7/29/2013
E 68049800 -121 PERA
Cash Payment
E 680 -49800 -122 FICA
PAYROLL REIMB 7 -26 -13 OFFICE ER TAX
Invoice 179690
7129/2013
E 68049800430 Miscellaneous
Cash Payment
E 68049800 -130 Employer Paid Ins (GEN
PAYROLL REIMB 7 -26 -13 MTCE ER TAX 8
7/29/2013
INSURANCE
Invoice 179696 7/29/2013
Cash Payment E 680 - 49800 -131 Employer Paid Health
Invoice 179691 7129/2013
Cash Payment E 680- 49800 -121 PERA
Invoice 179692
7/29/2013
Cash Payment
E 68049800 -331 Use of personal auto
Invoice 178898
7/23/2013
Cash Payment
E 680 -49800 -103 Part-Time Employees
Invoice 179693
7/29/2013
Cash Payment
E 68049800 -121 PERA
Invoice 179698 7/29/2013
PAYROLL REIMB 7 -26 -13 OFFICE ER
INSURANCE
PAYROLL REIMB 7 -26 -13 OFFICE ER 401K
MATCH
E CALL MTCE MILEAGE 7 -1 -13
PAYROLL REIMB 7 -26 -13 JANITOR SALARY
PAYROLL REIMB 7 -26 -13 MTCE ER 401 K
MATCH
08106/13 11:28 AM
Page 1
$1,009.71
$688.95
$87.32
$271.88
$105.37
$35.59
$36.16
$133.88
$1.61
Cash Payment
Invoice 179694
Transaction Date
E 680 -49800 -122 FICA
712912013
8/6/2013
PAYROLL REIMB 7 -26 -13 JANITOR ER TAX
Wells Fargo HRA 10120 Total
$14.48
$2,384.95
Refer
8 COMMON BOND COMMUNITIES _
Cash Payment
E 68049800 -121 PERA
ADP 401K ADMIN FEES 7 -13 #6380
$8.08
Invoice 179489
7/26/2013
Cash Payment
E 68049800430 Miscellaneous
AMERIPRIDE MT /CT UNIFORMS 6.13 #6590
$26.89
Invoice 179602
7/29/2013
Cash Payment
E 68049800 -307 Admin /Finance/Compute
MGT FEE AUGUST 2013
$2,265.00
Invoice 179778
7/29/2013
Cash Payment
E 68049800.135 Employer Health Care S
BENEFITS CONSULTING 5113 #6723
$11.26
Invoice 178794
7/23/2013
Transaction Date
8/6/2013
Wells Fargo HRA 10120 Total
$2,311.23
Fund Summary
10120 Wells Fargo HRA
680 HRA PUBLIC HOUSING $4,696.18
$4,696.18
Pre - Written Check $0.00
Checks to be Generated by the Computer $4,696.18
Total $4,696.18
13
Refer 11 CASH, PETTY CASH
Cash Payment E 68049800404 Machinery/Equip Repairs SUMP PUMP -A -1 RENTAL 4 -26 -13
Invoice 08132013 4126/2013
Cash Payment E 680 - 49800 -322 Postage USPS- POSTAGE STAMPS
Invoice 08132013 6121/2013
Transaction Date 8/7/2013 Wells Fargo HRA 10120
$28.96
$36.80
Total $65.76
Refer
1 CENTERPOINT ENERGY(MINNEG
MOUND, MN
08/07/132: 19 PM
/- -
- -'^�
GAS SERVICE 6 -19 THRU 7 -22- IKM
Page 1
Invoice 08132013 7/24/2013
7/23/2013
Payments
Transaction Date
5/1/2012
Wells Fargo HRA 10120 Total
$1,099.00
Refer
CITY OF MOUND
_
Cash Payment
E 680 -49800 -500 Capital Outlay FA
Current Period: August 2013
$18,720.00
Batch Name
081313HRA
User DollarAmt $23,700.38
MAY 2013
Payments
Computer DollarAmt $23,700.38
Transaction Date
$0.00 In Balance
Wells Fargo HRA 10120 Total
Refer
7 ALPHA RUG AND CARPET CLEANI _
3 LEVEL ONE CORE LEASING SOLU _
Cash Payment
E 680- 49800 -460 Janitorial Services CLEAN CARPET #301 -IKM 8 -1 -13
$80.16
Invoice 2842
8/5/2013
$43.00
Transaction Date 8/7/2013
Wells Fargo HRA 10120
Total $80.16
Refer 11 CASH, PETTY CASH
Cash Payment E 68049800404 Machinery/Equip Repairs SUMP PUMP -A -1 RENTAL 4 -26 -13
Invoice 08132013 4126/2013
Cash Payment E 680 - 49800 -322 Postage USPS- POSTAGE STAMPS
Invoice 08132013 6121/2013
Transaction Date 8/7/2013 Wells Fargo HRA 10120
$28.96
$36.80
Total $65.76
Refer
1 CENTERPOINT ENERGY(MINNEG
_
Cash Payment
E 680 -49800 -383 Gas Utilities
GAS SERVICE 6 -19 THRU 7 -22- IKM
$1,099.00
Invoice 08132013 7/24/2013
7/23/2013
Transaction Date
5/1/2012
Wells Fargo HRA 10120 Total
$1,099.00
Refer
2 DURKIN, DAVID
_
Cash Payment
E 680 -49800 -500 Capital Outlay FA
REPLACE RETAINING WALL, REMOVE
$18,720.00
$84.75
TREE, REPLACE SIDING, STUCCO, PAINT -
MAY 2013
Invoice 114519
IKM
Invoice 08132013 7129/2013 Project CF11
Transaction Date 8/1/2013 Wells Fargo HRA 10120 Total $18,720.00
Refer
9 GARYS SEWER AND DRAIN _
Cash Payment
E 680 - 49800 -401 Building Repairs
REPAIR SHOWER FLANGE #204 IKM- 7 -15 -13
$148.32
Invoice 13217
7/23/2013
Transaction Date
8/7/2013
Wells Fargo HRA 10120 Total
$148.32
Refer
6 KENNEDYAND GRAVEN _
Cash Payment
E 68049800 -300 Professional Srvs
IKM OWNERSHIP TRANSFER- LEGAL SVCS
$84.75
MAY 2013
Invoice 114519
6/18/2013
Transaction Date
8/7/2013
Wells Fargo HRA 10120 Total
$84.75
Refer
3 LEVEL ONE CORE LEASING SOLU _
Cash Payment
E 680. 49800 -475 Tenant Related Services
NOV 2012 CALL CENTER MTCE PLAN &
$43.00
ROLL OVER PHONE NUMBER IKM
Invoice 0276727
11/1/2012
Cash Payment
E 680- 49800475 Tenant Related Services
AUG 2013 CALL CENTER SVC & ROLL OVER
$151.00
PHONE NUMBER IKM
Invoice 0344998 8/1/2013
Transaction Date 5/9/2013
Refer 4 LOFFLER COMPANIES, INCORPOR _
Cash Payment E 680 - 49800.202 Duplicating and copying
Invoice 1597101
Transaction Date
7/15/2013
4/16/2013
Wells Fargo HRA 10120 Total $194.00
IKM COPIER OVERAGE CHARGES BLACK &
WHITE 1 -20 -12 THRU 4 -19.13
Wells Fargo HRA 10120 Total
Refer 10 OFFICE DEPOT - IKM _
-5-
$56.16
$56.16
CITY OF MOUND
Current Period: August 2013
Cash Payment E 680 -49800 -210 Operating Supplies CLEANER, POLISH, SOAP DISPENSER, $60.00
SANIFRESH, HAND SOAP- IKM
Invoice 665167124001 7/15/2013
Cash Payment E680-49800-210 Operating Supplies BATH TISSUE $47.56
Invoice 667159402001 7/18/2013
Cash Payment E 680 -49800 -200 Office Supplies
COPY PAPER
$43.59
Invoice 667159402001 7/18/2013
Invoice 106570
7116/2013
Cash Payment E 680- 49800 -200 Office Supplies
RUBBER BANDS, PORTABLE MINI SPEAKER
$24.35
Invoice 668614884001 7/25/2013
Cash Payment
E 680 -49800 -220 Repair /Maint Supply
Cash Payment E 680 -49800 -210 Operating Supplies
PAPER TOWELS, MOP
$37.20
Invoice 668614884001 7/25/2013
Invoice 107043
7/3012013
Transaction Date 8/7/2013
Wells Fargo HRA 10120 Total
$212.70
Refer 8 TRUE VALUE MOUND (IKM)
-
Cash Payment E 680 -49800 -220 Repair/Maint Supply
MEN'S BATHROOM SUPPLIES - CEILING
$45.68
FLANGE, LAV STRAINER, VALVES
Invoice 106521
7/1412013
Cash Payment
E 680- 49800 -220 Repair /Maint Supply
Invoice 106570
7116/2013
Cash Payment
E 68049800 -220 Repair /Maint Supply
Invoice 106628
7/17/2013
Cash Payment
E 680 -49800 -220 Repair /Maint Supply
Invoice 107033
7130/2013
Cash Payment
E 68049800 -220 Repair /Maint Supply
Invoice 107043
7/3012013
Transaction Date
8/7/2013
AIR COMMPRESSOR- DUAL HEAD CHUCK,
GAUGE CAP
LIGHT SWITCH #101 S SPARE
TOILET SEAT, LUBRICANT #204
SCREWS, NUTS, BOLTS
Wells Fargo HRA 10120
$13.12
$5.96
$23.28
$1.50
Total $89.54
Refer 5 XCEL ENERGY -
Cash Payment E 680.49800 -381 Electric Utilities ELECTRIC SERVICE 6 -24 THRU 7 -24 IKM $2,949.99
Invoice 481581406 7/2612013
Transaction Date 8/1/2011 Wells Fargo HRA 10120 Total $2,949.99
Fund Summary
10120 Wells Fargo HRA
680 HRA PUBLIC HOUSING $23,700.38
$23,700.38
Pre - Written Check $0.00
Checks to be Generated by the Computer $23,700.38
Total $23,700.38
M
I LTA c *.
To: HRA Chair and Commissioners
From: Catherine Pausche, Finance Director /Clerk/Treasurer
Date: 8/5/2013
Re: HUD Troubled Status Update
The attached letter from HUD was sent to the some of you. I responded with
the requested information to Tony Landecker on July 30, 2013. 1 spoke with
Tony last month who informed me that although the designation is only officially
updated every two years, the Mound HRA rating for fiscal year ending 2012 was
"stable."
As I stated in previous memos, HUD had changed the rating methodology for
fiscal year ending 2011. We had larger than normal accounts payable because
of work being done in December to prepare for a January 3, 2012, HUD
physical inspection. Our Accounts Receivable was also higher, but that was
resolved by December 31, 2012. Ultimately, it was the vacancy rates that were
the main concern and became a focus in December of 2012 when a plan to
increase occupancy was put in place. Vacancy rates are summarized as
follows:
• 2009
93.2%
• 2010
96.1%
• 2011
88.9%
• 2012
88.3%
• YTD 7/31/13
97.7%
The 2014 budget for Indian Knoll will be presented at the next meeting, as will
an extension to the Contract for Property Management Services with Common
Bond. The current contract expires December 31, 2013. Common Bond has
agreed to extend it at the current rates through January 7, 2015.
In the meantime, I will be pursuing the option for voluntary conversion to Project
Based Section 8. It is anticipated that process could take more than a year to
complete, so keeping a contract for property management services is essential.
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sZ E.1L
L
ANN nEVF1 Le
July 24, 2013
Ms. Kandis Hanson, Executive Director
HRA of the City of Mound
Mound City Hall
5341 Maywood Rd.
Mound, MN 55364
U.S. Department of Housing and Urban Development
Minneapolis Field Office
920 Second Avenue South
Minneapolis, Minnesota 55402
http: / /www.hud.gov/
'�UL. 2 5.261
Re: Public Housing Agency Recovery & Sustainability (PHARS) Remote Assessment
Dear Ms. Hanson,
On December 12, 2012 the Mound HRA was designated Troubled by HUD's Real Estate
Assessment Center ( "REAC ") for the fiscal year ending 2011. This letter is to notify you that
because of this designation, a HUD PHARS Team will be conducting an assessment of your
agency's financial condition and governance.
The purpose of the assessment is to document the causes of the Mound HRA's troubled
performance and provide information for the development of a Recovery Agreement and Action
Plan. HUD's Minneapolis PHARS Team, which will consist of members from the Office of
Public and Indian Housing will first conduct a remote assessment to determine if and to what
extent an on -site assessment by the Team is necessary.
The scope of the preliminary remote assessment is January 1, 2011 through July 24,
2013. The PHARS Team requests you provide the following information and/or documents:
• List of program for which HUD funds are received, e.g., Operating Fund, Capital Fund,
Recovery Act Capital Fund (ARRA), Section 8, etc.
• List of developments owned (in whole or in part) and/or management by the agency,
including but not limited to Public Housing, Project -Based Section 8, Project -Based
Vouchers, Moderate Rehabilitation, Low Income Housing Tax Credits, Farm Labor
Housing, Migrant Housing, market rate housing, etc.
• List of agency Affiliates and Instrumentalities
• Copies of Board minutes including the Executive Director reports, budget variance
reports and board resolutions.
• List of bank accounts by types, and all financial investments
• Final approved budget with working notes
• Management agreement with Common Bond
• Copies of monthly bank statements for those accounts in which HUD funds are deposited
• Copy of the General Ledger, preferably in an Excel file(s)
in
Please send an electronic copy of the information and documents listed above by August
5, 2013, preferably via email at Anthony.s.Landecker @hud.gov or by mail to:
US Department of Housing and Urban Development
Public and Indian Housing
920 Second Ave South
Suite 1300
Minneapolis, MN 55402
If you have any questions, please contact me at Anthony.S.Landecker @hud.gov or 612-
370 -3000 ex.2228 or at Lucia.M.Clausen @ hud.gov or 612 - 370 -3000 x2221. Thank you for your
cooperation with this matter.
cc:
Ms. Heidi Gesch, Board Member
HRA of Mound
2459 Chateau Ln
Mound, MN 55364
Ms. Kelli Gillispie, Board Member
HRA of Mound
5361 Baywood Shores Drive
Mound, MN 55364
Mr. Ray Salazar
HRA of Mound
4558 Island View Dr.
Mound, MN 55364
Mr. David Osmek, Commissioner
HRA of the City of Mound
Mound City Hall
5341 Maywood Rd.
Mound, MN 55364
SinceFely,
Lucia M. Clausen
Director,
Office of Public Housing
ma
Ms. Kandis Hanson, Executive Director
HRA of the City of
Mound City Hall
5341 Maywood Rd.
Mound, MN 55364
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