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HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 09-18-2003MINUTES PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY September 18, 2003 PRESENT: Commissioners Susan Henderson, Steve Ludovissie, Jenny Hibbard ABSENT: Commissioners Leon Michlitsch, Tim Bildsoe STAFF PRESENT: Housing Program Manager Jim Barnes, Housing Technician Paula Dorn, Office Support Representative Barb Peterson OTHERS PRESENT: Grace Management Representative Jody Boedigheimer 1. CALL TO ORDER Chair Henderson called the Plymouth Housing and Redevelopment Authority meeting to order September 18, 2003 at 7:01 p.m. 2. APPROVAL OF MINUTES MOTION by Commissioner Ludovissie, seconded by Commissioner Hibbard, approving the August 21, 2003 minutes. Vote. 3 Ayes. Motion approved unanimously. 3. CONSENT AGENDA A. Plymouth Towne Square - Accept monthly housing reports. MOTION by Commissioner Hibbard, seconded by Commissioner Ludovissie, approving the Consent Agenda items. Vote. 3 Ayes. Motion approved unanimously. 4. PUBLIC HEARING A. Section 8 Program. Annual Public Housing Agency Annual Plan and proposed changes to the Administrative Plan. Housing Technician Dorn presented an overview of the proposed changes to the Public Housing Administrative Plan. Ms. Dorn stated that currently the Plymouth Housing and Redevelopment Authority serves about 370 very -low income families through its administration of the Section 8 Housing Choice Voucher program. Plymouth HRA's current allocation is at 177 vouchers, with 30 of those being mainstream vouchers for elderly/handicapped/disabled participants only. The remaining 193 vouchers are portability participants that moved to Plymouth from other areas. Ms. Dorn explained the proposed policy changes to the Annual Plan. Plymouth Housing and Redevelopment Authority September 18, 2003 Page 2 The first change would be to the Reasonable Accommodations Policy, which would require a program participant to provide their own interpreter if they are in need of one. The second change would be to the language for removing someone from the waiting list. It would change from "may" to "will" remove them from the waiting list. If the participant doesn't return their waiting list application by a specific due date their name will be removed. The next change would be under Verification ofIncome, Zero Income Status. This change would be for program participants who are claiming zero income. They could only claim zero income for a maximum of two months. After two months, they would need to supply information pertaining to how they are paying their living expenses. Exceptions to the rule would have to be approved by the section 8 manager. The final change would be to the interim re-examinations. Currently, there is no language in the Administrative Plan that addresses a tenant with no earned income for a period of a week or two. We will not do an interim change for this type of situation. An interim rent change would be done when income changes occur for more than 4 weeks at a time. Housing Technician Dorn recommended that following the Public Hearing the changes are passed and become effective for the fiscal year beginning January 1, 2004. Chair Henderson opened the Public Hearing. Chair Henderson closed the Public Hearing as no speakers were present. Commissioner Hibbard asked if there could be exceptions to these rules. Ms. Dorn responded there could always be exceptions but each participant would be looked at individually and they would need to provide documentation and meet with the Section 8 Manager. Chair Henderson asked what would happen if the tenant doesn't have income for two weeks. Ms. Dorn said they need to provide for their own living expenses. Right now the staff gets documentation from the tenant saying they have gotten a raise, been laid off, etc. She said those cases would be an ongoing situation and would last more than four weeks at a time and the change would stay that way for a full month. Right now there is no language in the plan regarding situations like that. MOTION by Commissioner Ludovissie, seconded by Commissioner Hibbard, approving HRA Resolution 2003-14 and HRA Resolution 2003-15 approving the update to the Public Housing Agency Annual Plan for the fiscal year beginning January 1, 2004, in accordance with applicable HUD regulations and a revision to the Applicant Status While on Waiting List, Zero Income status, Decreases in Income and the Reasonable Accommodations Policy of the section 8 Housing Assistance Program administrative Plan. Vote. 3 Ayes. Motion approved unanimously. Plymouth Housing and Redevelopment Authority September 18, 2003 Page 3 5. NEW BUSINESS A. Plymouth Towne Square Building and Replacement Reserves Evaluation. Grace Management Representative Boedigheimer stated she is confident with the total replacement cost with the exception of the concrete amount for the sidewalks, which may be too low. Commissioner Ludovissie asked about the condition of the concrete. Ms. Boedigheimer stated that parts of the sidewalk need to be replaced. Housing Manager Barnes said that salt is causing the concrete to crumble and suggested using other chemicals available rather than the salt. Commissioner Ludovissie said there are products available that are phosphorus free and work at low temperatures. Commissioner Ludovissie asked how much concrete has to be replaced right now. Ms. Boedigheimer replied that approximately four sections will need to be replaced next spring. Housing Manager Barnes said Larry Farris, the City of Plymouth Assistant Building Official, looked over the replacement figures and he felt the figures and schedule were in line with today's costs and useful life expectancy for each item. Besides Mr. Farris, Walker Management, who prepared the first set of replacement figures, and the Center for Energy and Environment have also revised the figures. Commissioner Ludovissie corrected the $250 for unit cost of roof to read $2.50. Commissioner Ludovissie suggested going one step further and develop this plan by ten and fifteen years to come up with a realistic replacement figure by years. Housing Manager Barnes said they need to determine what repairs have already been done and then the target will need to be adjusted as years go by. Housing Manager Barnes said his goal is to provide final information as part of the budget analysis for the October meeting. Chair Henderson asked what amount is now put aside in reserves per year. Housing Manager Barnes said for many years it was $28,000 but has been increased to $50,000 in the past two years. Discussion occurred regarding the dollar amount that should be kept in reserves. Housing Manager Barnes said the City's finance department feels the amount of the current total reserves may be too high. Commissioner Ludovissie felt that spending time making sure the replacement figures are realistic would be beneficial in the long run. Commissioner Hibbard said she would rather err on the high side. Commissioner Ludovissie said it could be beneficial to prioritize by discretionary and essential items. Discussion occurred regarding the replacement of stoves and refrigerators and it was decided these items should be added to the schedule. B. Plymouth Towne Square (PTS) Resident Survey Grace Management Representative Boedigheimer explained the survey that was distributed to the residents at Plymouth Towne Square regarding the Activity and Conference Rooms. Ms. Boedigheimer said that out of 120 surveys distributed, 51 responses were received. Commissioner Ludovissie felt the survey was good because it showed that people are satisfied with things the way they are. Grace Management Representative Boedigheimer recommended that only one round table be purchased for card playing and that it would fold up for storage. Chair Henderson asked about Plymouth Housing and Redevelopment Authority September 18, 2003 Page 4 the location and condition of the computer. Ms. Boedigheimer suggested putting the computer in the library and that the computer be updated. Housing Manager Barnes said a computer upgrade would be put into the budget. Grace Management Representative Boedigheimer said she received a proposal from the Center for Energy and Environment on for the replacement of lighting in the garage, community room and laundry rooms. She said they are offering a $1900 rebate leaving the final cost at $4449.00. Housing Manager Barnes said the replacement of lighting would be included in the 2004 budget as a capital improvement and that all recommendations the Center for Energy and Environment made should be included in the 2004 budget. Chair Henderson inquired about washers and dryers and suggested adding them to the replacement schedule. C. HRA 2003 Strategic Plan progress update as of August 2003. Housing Manager Barnes gave an update on the progress of the 2003 Strategic Plan. He said overall staff has made good progress towards the goals and are behind on only one area, identifying available tools. He thought this would be complete by the October meeting. Housing Manager Barnes said staff anticipates working on Economic Development in the 4th quarter of 2003 and will need to decide how to approach businesses. Chair Henderson said that one idea from prior meetings with the businesses would be to e-mail them quarterly to keep them updated on the various projects being working on. Chair Henderson suggested combining the category of "Development of New Housing Units — Mixed Use", Action Item "Develop project plan" with "Development of New Housing Units — Mixed Use", Action Item "Evaluate potential sites." D. Northwest Boulevard Site Housing Manager Barnes reported that a meeting was held with the City Manager regarding the City owned property which the HRA is proposing to develop. In November, a resolution will be brought before the Board asking the City Council to sell the property to the HRA. Currently, the City is using the property for soil storage. Approximately 30,000 c/yds. of soil will need to be removed at an estimated cost of $150,000. The property is 6.57 acres and can support 3-6 units per acre. Mr. Barnes said staff is looking at an estimate of building 25 owner -occupied townhomes. The property would require rezoning to RMF 1 or 2 and would need to be platted which adds cost to the project. Various development options would be that the HRA could act as developer/project manager, they could contract with a developer, or choose other options. Housing Manager Barnes said the City Manager believes that some money from the sale of this property should go back into the road construction fund, since the purchase of this site was a result of the construction of Schmidt Lake Road. Discussion occurred regarding the soil and Commissioner Ludovissie felt any agreement should be contingent on soil testing being completed. Chair Henderson asked when it will be more than a concept. Housing Manager Plymouth Housing and Redevelopment Authority September 18, 2003 Page 5 Barnes said the HRA will adopt the resolution at the November meeting and will present it to the City Council and ask them to call a Public Hearing. Chair Henderson asked if it would be a benefit to have HRA representation at the meeting. Housing Manager Barnes said he will let the Commissioners know. D. Interfaith Outreach Housing Week Housing Manager Barnes said he will send the Commissioners an e-mail outlining a challenge between Cities to attend a sleep out during Housing Week. 6. ADJOURNMENT MOTION by Commissioner Ludovissie, seconded by Commissioner Hibbard, to adjourn the meeting. Meeting adjourned at 8:35 p.m. HRA/Minutes/09/18/03