HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 08-16-2001MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
August 16, 2001
PRESENT: Chair Susan Henderson, Commissioners Sandy Hewitt and Steve Ludovissie,
Planning Liaison Mike Stulberg
ABSENT: Commissioners Tim Bildsoe, Leon Michlitsch
STAFF PRESENT: Executive Director Anne Hurlburt, Housing Program Manager Jim Barnes,
HRA Specialist Melissa Carnicelli, Office Support Representative Barb Peterson
OTHERS PRESENT: Plymouth Towne Square Resident Representatives Ben Kelley, Leah
Jennings, Rosemary Kirley and ten Plymouth Towne Square residents.
1. CALL TO ORDER
A meeting of the Plymouth Housing and Redevelopment Authority was called to order by Chair
Henderson on August 16, 2001, at 7:00 p.m.
2. APPROVAL OF MINUTES
MOTION by Commissioner Hewitt, seconded by Commissioner Ludovissie, to recommend
approval of the July 19, 2001, meeting minutes.
3. CONSENT AGENDA
MOTION was made by Commissioner Hewitt, and seconded by Commissioner Ludovissie, to
approve the Consent Agenda which included the following items:
A. Plymouth Towne Square Monthly Housing Report
B. Section 8 Project Based Assistance Administrative Policy
Vote. 3 Ayes. Motion adopted unanimously.
4A. PLYMOUTH TOWNE SQUARE MANAGEMENT SERVICES REQUEST FOR
PROPOSALS
Housing Program Manager Barnes gave a brief overview of the staff report. He explained that
staff received ten proposals from management companies who expressed an interest in the
management of Plymouth Towne Square. Staff reviewed each of the proposals and wrote a
summary of each. Staff is suggested the HRA Board select three to five companies to interview.
Housing Program Manager Barnes explained that the applicants varied widely in the information
they provided. Fees ranged from a low of $35,640 to a high of $48,000.
Staff has put together selection criteria to use in evaluating the applicants along with a ranking
sheet that provides insight on how the staff ranked the applicants. Housing Program Manager
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August 16, 2001
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Barnes explained the process and asked that the HRA set ground rules for the process of
selecting companies to interview. He explained the selection ranking criteria which consists of
the following categories:
1. Primary Clients – Includes whom the applicant serves now and their primary focus.
2. Management Fees - Based on the amount of fees proposed.
3. Experience – Based on how long the company has been in business and how long the staff
has been working in rental housing management.
4. Property Assessment – Based on additional needs such as evaluation of budgets, reserves,
staffing needs.
5. Resident Services – What kind of supportive and health services would they offer.
6. Industry Accreditation – This is a yes or no answer.
7. Resident Input – This criteria is based on the input from the three Resident Committee
members present at the meeting.
8. References – Based on feedback from the references contacted.
Commissioner Ludovissie suggested adding a column indicating whether or not the applicant
toured Plymouth Towne Square. It was decided to assign 2 points to this criteria. Chair
Henderson suggested giving more points to resident services and property assessments.
Commissioner Hewitt inquired if there was enough information to add more points to property
assessments. Director Hurlburt replied negatively. Commissioner Ludovissie stated that it
seemed many companies did not provide much information for that category.
PTS Representative Rosemary Kirley asked if the Selection Criteria Chart would be used to base
our decision on. Housing Program Manager Barnes replied it was to be used to decide which
companies the Board will want to interview further.
A resident from Plymouth Towne Square asked what circumstances led up to searching for a
new management company. Director Hurlburt replied that it was an issue over how costs were
being passed to the HRA. She explained that in the seven years that Walker managed Plymouth
Towne Square the HRA had not reviewed the management services.
The Board than proceeded to review each of the proposals and rank them on the Selection
Criteria Chart. Highlights are as follows:
CommonBond
Commissioner Ludovissie had a concern regarding their emphasis on resident services, but that
there is a fee associated with the services, and suggested we need to look at the fee per unit.
Chair Henderson felt the application did not address Plymouth Towne Square and it was more a
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August 16, 2001
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biography of their company. Commissioner Hewitt agreed and thought the price was high for
the service provided.
DMW Properties
Representative Kelley asked if they addressed senior housing. Housing Program Manager
Barnes stated that they do have at least two senior buildings. Commissioner Ludovissie said he
treated them as being in business under five years because of going through a merger. Chair
Henderson felt this company was strong in property assessment but not in resident services.
Commissioner Hewitt asked if any board members had called for references on any of the
properties. She stated that she had called on some. Commissioner Ludovissie suggested that in
the next stage board members should contact others.
Representative Kelley inquired about retaining the current staff. Commissioner Ludovissie
replied that most companies keep the present staff and make a decision after they have managed
for a time. Commissioner Hewitt remarked that we should leave that up to the new management
company. Director Hurlburt explained that a decision should not be made based on an
assumption about whether or not the current staff would be retained.
Dominium
Dominium is the largest company to put in a bid. Commissioner Hewitt thought the proposal
was very generic. Commissioner Ludovissie felt they would give direction in finances, however,
he was concerned about resident services. The Board was concerned that the references were not
great. They felt Plymouth Towne Square would only be a number.
Ebenezer
Representative Kirley stated that she knows a person who lives in an Ebenezer complex, Lee
Square, and felt it was well run. Representative Jennings said she had contacted someone who
lives there also and they provided a good reference. Housing Program Manager Barnes stated
that Ebenezer is a smaller management company and felt they were strong in senior housing.
Director Hurlburt added that they had sent three staff over to do the tour, who would actually be
involved in the management. Commissioner Ludovissie felt it was very senior-oriented, but
would like more information on the operational side. Commissioner Hewitt felt that being
smaller was positive. Planning Liaison Stulberg suggested addressing financial stability.
Housing Program Manager Barnes did say the City of Plymouth Financial Department would
address financial issues during the interview phase. Representative Kelley asked about
termination for cause. Chair Henderson said the property management fee looked low and it
should be determined who would provide the financial information. Director Hurlburt said we
should request more information before the interview.
Grace Management
Director Hurlburt stated that Grace Management was very well prepared for the tour of Plymouth
Towne Square and knew a lot about the facility. She said they have not been free in the past to
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August 16, 2001
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manage companies within Minnesota and are now getting back into the Minnesota market. They
asked pertinent questions which other companies did not. Chair Henderson stated that many of
the facts Director Hurlburt pointed out were not written in the proposal and felt it was helpful
information. Commissioner Ludovissie asked how their work nationally transfers to Minnesota.
Chair Henderson asked why staff ranked resident services at a three. Housing Program Manager
Barnes replied it was because they didn’t state specifically what they would do in this area.
Representative Kirley asked what these firms could provide that Walker is not providing now.
Director Hurlburt stated that it is the paperwork behind the scenes that residents may not see.
Representative Kelley said he would like a management company that would be more hands on.
Lasalle Group
Commissioner Ludovissie asked if they would require a five-year contract as they stated fees
would not increase for five years. Commissioner Hewitt interpreted that it would be a two-year
contract. Chair Henderson felt they did not provide enough long-term history facts. Director
Hurlburt stated that they had not taken a tour.
Legacy Management
Housing Program Manager Barnes said there was nothing outstanding about their proposal.
Chair Henderson said she had contacted a reference who stated it was just okay.
Board of Social Ministry
Housing Program Manager Barnes stated that their bid did not contain much substance. The
Board discussed the lack of independent living housing management.
Stuart Management
Housing Program Manager Barnes stated their bid contained a transition fee, which would add to
the cost and that their references were not great. Representative Kirley said she had lived in one
of their facilities and would not recommend them. Commissioner Ludovissie felt they are very
diversified and may be involved in too many different types of facilities. HRA Specialist
Carnicelli said they manage a complex in Plymouth, Shenandoah Woods.
Walker
Director Hurlburt stated that she thought they would continue to manage the same as they have
been doing. She mentioned that Plymouth Towne Square is the only site they manage that is not
owned by Walker Management. Planning Liaison Stulberg asked whether Walker had a meeting
with the residents. The representatives replied that they did not.
Housing Program Manager Barnes asked the Plymouth Towne Square Representatives to share
the results of the questionnaire, which had been included in their packet for them to complete.
Representatives Kirley, Kelley and Jennings shared their thoughts.
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August 16, 2001
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Housing Program Manager Barnes and HRA Specialist Carnicelli averaged the commissioners’
rankings of management companies and discussion followed regarding the selection process.
Chair Henderson felt the top three candidates should be interviewed. Commissioner Ludovissie
suggested conferring with the commissioners who were not present. Director Hurlburt said
Commissioner Bildsoe would be abstaining from the decision and Commissioner Michlitsch was
out of town. Commissioner Ludovissie felt we wouldn’t need to interview more than three
companies. Chair Henderson suggested we focus on preparation for the interviews. Planning
Liaison Stulberg suggested sending out information containing the factors we will be looking for
to the companies we plan to invite in for an interview. Planning Liaison Stulberg suggested that
we interview the incumbent, Walker Management, and discussion followed regarding this
subject. Planning Liaison Stulberg suggested interviewing them last. Chair Henderson suggested
having the companies prepare a 30 minute presentation.
The results were to interview Ebenezer Realty Services Company, Lasalle Group, Grace
Management and Walker Elder Care Services. The HRA Board asked that staff prepare an
interview process for the next meeting.
MOTION by Commissioner Hewitt, seconded by Commissioner Ludovissie, authorizing staff to
invite the top three applicants and incumbent in for a face-to-face interview at the September
HRA meeting.
Vote. 3 Ayes. Motion adopted unanimously.
5. ADJOURNMENT
Meeting adjourned at 9:30 p.m.