HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 11-15-2001MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
November 15, 2001
PRESENT: Commissioners Steve Ludovissie, Sandy Hewitt, and Leon Michlitsch
ABSENT: Chair Susan Henderson, Commissioner Tim Bildsoe and Planning Liaison Mike
Stulberg
STAFF PRESENT: Executive Director Anne Hurlburt, Housing Manager Jim Barnes, HRA
Specialist Melissa Carnicelli, Office Services Supervisor Denise Hutt, Office Support
Representative Barb Peterson
OTHERS PRESENT: Grace Management Representatives Gene Grace and Jodi Boedigheimer
1. CALL TO ORDER
A meeting of the Plymouth Housing and Redevelopment Authority was called to order by Acting
Chair Ludovissie on November 15, 2001, at 7:03 p.m.
2. APPROVAL OF MINUTES
MOTION by Commissioner Hewitt, seconded by Commissioner Michlitsch, to recommend
approval of the October 18, 2001, meeting minutes.
Vote. 3 Ayes. Motion approved unanimously.
3. CONSENT AGENDA
Commissioner Ludovissie asked the Commissioners how they felt about approving the
management contract and budget tonight without the other two commissioners present. Housing
Manager Barnes stated that staff had spoken with both Commissioner Bildsoe and Chair
Henderson and they both stated their approval of the contract with Grace Management and also
the budgets. The commissioners present were in favor of holding discussion and approving
tonight.
Motion was made by Commissioner Hewitt, seconded by Commissioner Michlitsch, to approve
the Consent Agenda that included the following item:
A. Plymouth Towne Square
Vote. 3 Ayes. Motion adopted unanimously.
4A. CITY ASSESSMENT FOR STREET LIGHTS AND STREET RECONSTRUCTION.
Housing Manager Barnes stated that Plymouth Towne Square is located in an area which the
City determined would receive benefit from the lighting and street reconstruction, therefore, the
facility would be responsible for a portion of the costs. Commissioner Michlitsch asked if the
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November 15, 2001
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amount was close to the estimate of a year ago. Director Hurlburt said it was and added that the
lights would be working by next week. Commissioner Ludovissie inquired what would happen
if we did not pay now. Director Hurlburt explained that we could elect to pay in installments
over a 5 year period, however we would be also pay interest at around 6%.
MOTION by Commissioner Ludovissie, seconded by Commissioner Hewitt, recommending that
the Plymouth Housing and Redevelopment Authority Board of Commissioners approve payment
of the special assessments for street reconstruction and the installation of street lights in the
amount of $17,674.47 out of the Plymouth Towne Square’s Building Reserve Account.
Vote. 3 Ayes. Motion adopted unanimously.
4B. PLYMOUTH TOWNE SQUARE MANAGEMENT CONTRACT
Housing Manager Barnes asked if there were any comments or questions for either him or Grace
Management. Commissioner Ludovissie asked whether the termination clause would be 120
days with or without cause. Housing Manager Barnes stated it would be and explained that
Grace Management had drawn up the original contract and then the staff made revisions.
Commissioner Ludovissie asked if the spending limits had been much higher previously.
Director Hurlburt stated that there had not been any limits. A limit was included in this contract
based on the HRA’s past experience and will give the HRA a check and balance system.
Commissioner Ludovissie asked if we specify capital improvements in the budget. Housing
Manager Barnes said they are included. Commissioner Hewitt asked why staffing was not
included in the contract. Director Hurlburt stated we need to let Grace Management have
authorization in the staffing process. Commissioner Hewitt said she would like to see something
in writing in which the City could request to remove the staff. Commissioner Ludovissie said
that the 120 day agreement would cover that. Director Hurlburt said we have to be careful not to
interfere with the duties of Grace Management which could make it seem like the employees are
employed by the City and that the City attorney had agreed with this line of thought.
Commissioner Hewitt stated that she just wanted to make sure everyone was okay with this. Mr.
Grace stated that they will be working much more closely with the HRA than the previous
management company did.
MOTION by Commissioner Hewitt, seconded by Commissioner Michlitsch, to authorize the
HRA Chair and its Executive Director to sign the new management contract for Plymouth
Towne Square between the Plymouth HRA and Grace Management, Inc.
Vote. 3 Ayes. Motion approved unanimously.
4C. REVIEW DRAFT BUDGETS AND ADOPT RESOLUTION APPROVING THE
CDBG AND SECTION 8 2002 BUDGETS
HRA Specialist Carnicelli presented an overview regarding the CDBG budgets. She stated the
only difference this year is an expected decrease in revenue and a decrease in grant awards since
last years budget included a surplus of unexpended prior year funds. Another change is that we
are estimating loan repayment revenue for 2002. It’s been running an average of $66,000 per
year the last five years and has not been included in the budget previously. The CDBG fiscal
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year is different than the HRA fiscal year and runs from July-June. She explained that we have
committed funds to specific activities, programs and agencies from January through June and
then in February will be allocating funds for July to December depending on the budgeted
amount we are awarded.
Office Services Supervisor Hutt presented information regarding the Section 8 budget. She
stated that there has been an increase in expenditures and revenue in the Section 8 program but in
the past six years there has not been additional staff added. There has been an increase in port
ins and the allocations of vouchers. Therefore, she is requesting the hiring of a part time person
to help with Section 8. Commissioner Hewitt inquired if with all the changes in HUD we would
see a decrease in paperwork, such as verifications, which would result in less staff time. Office
Services Supervisor Hutt said she has not seen this happening. There are now over 300 clients.
Commissioner Ludovissie asked if our levy supports this. Director Hurlburt said it is all funded
out of federal money. HRA Specialist Carnicelli stated that some CDBG program expenses are
supported by the levy. Director Hurlburt said the budget is going up for vouchers and they were
renewed at a higher level. Commissioner Ludovissie asked if with additional staff we are
catching up or going ahead. Office Services Supervisor Hutt replied that we are catching up but
even if we were granted additional vouchers she would not propose any additional staff.
MOTION by Commissioner Michlitsch, seconded by Commissioner Hewitt, to adopt the
resolution approving the 2002 CDBG and Section 8 program budgets and recommending
approval by the City Council of the CDBG and Section 8 program budgets.
Roll Call Vote. 3 Ayes. Motion adopted unanimously.
4C. PLYMOUTH TOWNE SQUARE 2002 OPERATING BUDGET
Housing Manager Barnes stated that Walker had submitted the original budget. Grace & City of
Plymouth internal staff made revisions. The draft is included in the packet. It shows a decrease
in revenue from 2001 due to the markets being down and our interest earnings on the reserve
accounts will most likely not be as high as in previous years. On the revenue side the largest
increase is the beauty salon. He also reminded the Board about the restructuring of rents, which
will be one of the top priorities. On the expenditure side there is basically a 4% overall increase
to the budget as compared with 2001. Housing Manager Barnes said that the building is starting
to see increased repair & replacement costs because of the age of the building. Housing
Manager Barnes stated that they did not want to make many changes from last year until Grace
takes over. Discussion was held regarding capital expenditures. Housing Manager Barnes said
the water heaters need to be replaced earlier than they should which is probably due to not
having soft water for the first couple of years. He said the sidewalk may be able to be patched
instead of replaced. Commissioner Michlitsch inquired about the ongoing roof problem.
Housing Manager Barnes said that he and Building Official Joe Ryan have placed calls to
Walker without any success and is afraid it might be too late to install heat tape. Commissioner
Ludovissie asked about increasing laundry fees and inquired about the garages. Housing
Manager Barnes said that there are still vacant garage stalls at this time and we could look at
other options for the use of the stalls. We also need to look at the fees for guest room usage
which have not been raised. Commissioner Ludovissie inquired where the overspending for
repairs went. Housing Manager Barnes replied that it is due to the aging of the building.
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Commissioner Ludovissie asked if the roof issue is part of the $30,000. Housing Manager
Barnes stated that it would be taken out of the construction or maintenance reserves.
Commissioner Hewitt asked if they knew what fund the money came from to cover the rent
refunded to tenants in apartments with water damage last year. Director Hurlburt stated that it
was a reduction in income. Commissioner Ludovissie expressed a concern about cleaning the
carpets in tenant apartments every three years. Discussion took place regarding ways to save
additional money on repairs or general costs at the building.
MOTION by Commissioner Michlitsch, seconded by Commissioner Hewitt, approving the 2002
Operating Budget for Plymouth Towne Square.
Vote. 3 Ayes. Motion adopted unanimously.
OTHER BUSINESS
Discussion was held regarding a meeting in December. Director Hurlburt said the council needs
to adopt the final tax levy.
5. ADJOURNMENT
Meeting adjourned at 8:30.
HRA/Minutes/111501