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HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 05-15-2003MINUTES PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY May 15, 2003 PRESENT: Commissioners Susan Henderson, Steve Ludovissie, Leon Michlitsch, Tim Bildsoe and Jenny Hibbard ABSENT: None STAFF PRESENT: Executive Director Anne Hurlburt, Housing Program Manager Jim Barnes, Office Support Representative Barb Peterson OTHERS PRESENT: None 1. CALL TO ORDER Chair Henderson called the Plymouth Housing and Redevelopment Authority meeting to order May 15, 2003 at 7:00 p.m. 2. APPROVAL OF MINUTES MOTION by Commissioner Bildsoe, seconded by Commissioner Michlitsch, approving the April 10, 2003 minutes. Vote. 5 Ayes. Motion approved unanimously. 3. CONSENT AGENDA A. Plymouth Towne Square — Accept monthly housing reports. B. Approve application to MHFA for the Rehabilitation Loan Program MOTION by Commissioner Bildsoe, seconded by Commissioner Michlitsch, approving the Consent Agenda items. Vote. 5 Ayes. Motion approved unanimously. 4. PUBLIC HEARING — No public hearing. 5. NEW BUSINESS A. Plymouth Towne Square. Policy relating to solicitations and posting of information material in the facility. Housing Manager Barnes stated that the HRA does not have a policy in place at Plymouth Towne Square relating to the types of solicitors or non-residents who may be permitted to enter the building and discuss issues with the residents. He stated this recently became an issue when a person sent a letter regarding the proposed third indoor hockey rink to be built at the Ice Center. Discussion took place regarding how this type of request should be handled and if a Plymouth Housing and Redevelopment Authority May 15, 2003 Page 2 policy needs to be drafted regarding solicitations and posting of information. Housing Manager Barnes stated that staff would like direction from the HRA as to what items would be appropriate for the policy. Staff will then work with the City Attorney to draft a formal policy. Housing Manager Barnes said they have talked to other apartment buildings and could not find any that had a written policy other than no -solicitation. Discussion occurred regarding the use of two bulletin boards to separate information which would come from Plymouth Towne Square Management versus the residents or community. The Board thought this would be a good idea. Commissioner Ludovissie felt a policy needs to be addressed but shouldn't be blown out of proportion. He felt they should have a non -solicitation policy but it would be impossible to cover the numerous items that could occur in a written policy. He feels we should provide a secure environment in which people cannot just walk in and should be treated the same as a private home. Director Hurlburt said this particular person wanted to enter and have a meeting to organize the residents around an issue. Commissioner Bildsoe felt the wording of a policy would be a question for the City Attorney. He felt there was a difference between a resident organizing a meeting and someone coming in from the outside to speak. He also felt the person who is requesting to speak should contact the Resident Council and see if they are in favor of having a speaker on the subject. Commissioner Bildsoe said political campaigning is still legal, which would include the dropping off of literature. Commissioner Hibbard felt we should stick to the non -solicitation policy and address with the residents what they feel is appropriate as far as letting people in to speak. Director Hurlburt said drafting a policy would be for the benefit of the manager. Housing Manager Barnes clarified how the Commissioners want to proceed in drafting a policy. Chair Henderson suggested that staff write a policy for the benefit of the manager. Housing Manager Barnes said that staff will prepare a policy, and bring it to the HRA Board in June. B. Plymouth Towne Square common area renovations and updates Housing Manager Barnes provided an update on this issue and stated that two bids have been received and they are very similar in cost. Chair Henderson brought up a process that could be used in which the product is purchased from the designer. Director Hurlburt said we need to bid the whole package so we don't violate bidding laws. Commissioner Ludovissie asked if a five-year capital improvement plan has been done for this property. He would like to see what that plan looks like and if there is a scheduled replacement plan. Housing Manager Barnes stated that there is a replacement plan covering all components and when we anticipate using reserves for replacements. Commissioner Ludovissie said he would like to see what items are on the replacement list as it may need to be updated. Director Hurlburt said she felt confident there are enough reserves. Commissioner Ludovissie questioned Plymouth Housing and Redevelopment Authority May 15, 2003 Page 3 the amount when it comes to replacing major items such as windows or the roof. Chair Henderson agreed with Commissioner Ludovissie. A tour of the building was taken and discussion took place regarding possible redecorating. The Board requested staff to ask the designers to revise their proposals to reflect a reduced scope of the project to selectively update and redecorate where most needed. 6. ADJOURNMENT Motion by Commissioner Bildsoe, seconded by Commissioner Ludovissie to adjourn the meeting. Meeting adjourned at 8:40 p.m. HRA/Minutes/051503