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HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 07-21-2005MINUTES PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY July 21, 2005 PRESENT: Chair Susan Henderson, Commissioners Steve Ludovissie, Jim Kovach and Jenny Flansburg ABSENT: Commissioner Tim Bildsoe STAFF PRESENT: Executive Director Anne Hurlburt, Housing Program Manager Jim Barnes and Office Support Representative Barb Peterson. OTHERS PRESENT: None 1. CALL TO ORDER Chair Henderson called the Plymouth Housing and Redevelopment Authority meeting to order July 21, 2005 at 7:05 P.M. 2. CONSENT AGENDA A. Approval of the June 23, 2005 HRA Meeting Minutes. B. Plymouth Towne Square. — Accept monthly housing reports. C. Approve new property management agreement for Shenandoah Woods Apartments. D. Update on Strategic Plan. E. Change HRA September meeting date from September 15th to September 22nd MOTION by Commissioner Ludovissie, seconded by Commissioner Kovach, approving the consent agenda. Vote. 4 Ayes. Motion approved. 3. NEW BUSINESS A. 2006 HRA Preliminary Budgets Housing Program Manager Barnes explained the budget process and said the City Council will begin reviewing the budgets on August 23rd. He said that HRA activities are covered by three separate program budgets: the Community Development Block Grant (CDBG), Section 8, and the HRA General Fund. Housing Program Manager Barnes stated that the CDBG budget is supported primarily by federal dollars, the Section 8 program entirely by federal dollars, and the HRA General Fund almost entirely by the property tax levy. Plymouth Housing and Redevelopment Authority July 21, 2005 Page 2 Housing Program Manager Barnes explained the changes occurring within the three programs. The CDBG program reflects a slight decrease from the previous year (-2.42%) due primarily to a decrease in the federal grant amount. He said that property tax support for CDBG shows an increase of $4,722 or 25.55% for Administrative Allocation, a new line item (8307), recommended by the Finance Department to cover staff expenses. Barnes explained that the new Administrative allocation will be added to all three HRA budgets and will total. Just over $16,000 for the three budgets. The Section 8 program reflects an increase because 30% of the salary for the Housing Specialist position is now being charged to the Section 8 program to cover time on Section 8 inspections. The increase also reflects the Administrative Allocation line item in the amount of $6,977. The HRA General Fund reflects a decrease for 2006. The Housing Loan line item is being decreased by $50,000. The salary line item is also lower due to the 30% for the Housing Specialist now being funded by Section 8. The total decrease to the HRA General Fund budget will be $69,443 for the 2006 budget. Director Hurlburt commented that she attended a City Council study session where each department provided the council with a list of activities the City performs that are not required by law. She said one item not required by law that the council noted was the discretionary expenditures of the Housing Authority. She feels the Council ranked this item low because there are not any immediate projects in the pipeline that these funds would be used for. She said the City Council is aware that the HRA has money in reserves, which could be used if the tax levy was reduced for one year. She commented that the Council is aware of the HRA plans for the new senior building that could impact the reserves. Staff is proposing a decrease in the tax levy this year. Housing Program Manager Barnes stated that last year the budget included a one-time transfer from retained earnings and staff is not proposing a similar transfer for 2006. The total tax levy for the HRA would decrease from the 2005 amount of $607,556 to $542,835 for 2006. Director Hurlburt reminded the commissioners that Plymouth Towne Square has a separate budget. Chair Henderson asked Housing Program Manager Barnes to explain the Fund Balance Summary. He explained what each fund is used for. He said the unreserved amount of 1,155,361 is where the funds for the new senior building will come from. He stated that the total HRA fund balance as of 6/30/05 is $1,767,023. Commissioner Flansburg asked whether the amount of money in the HRA fund balance is typical of other years, as she feels it is a lot of money to keep in that account. Housing Program Manager Barnes said about seven months ago $700,000 was transferred from PTS to the HRA General Fund. He said some of the funds could be used for the new senior building or they could be used for other projects. Director Hurlburt said the bids for the new building are going to be awarded before the budget is approved so the reserve balance may change. Plymouth Housing and Redevelopment Authority July 21, 2005 Page 3 Chair Henderson asked about the reserve fund for Plymouth Towne Square. Housing Program Manager Barnes replied it is a separate account under non-current assets in the Grace Management financials. Commissioner Ludovissie asked if this account is funded on a monthly basis. Housing Program Manager Barnes replied affirmatively based on the figure of $49,000 annually which goes into that account. MOTION by Commissioner Flansburg, seconded by Commissioner Ludovissie recommending that the City Council adopt the 2006 HRA preliminary budget. Vote. 4 Ayes. Motion approved. B. New senior Building — Discuss Vicksburg Crossing Admissions & Occupancy Policies Housing Program Manager Barnes stated that as the new senior building project has progressed potential residents have called with questions. He said the Plymouth Towne Square policies were used as guidance for Vicksburg Crossing. Barnes pointed out that the new building is very different in that it will have a set of policies for affordable units and another for market rate rentals. This draft is for the affordable units. Commissioner Ludovissie feels the market rental units should have a resident handbook. Discussion occurred regarding the difference between leases and handbooks and which one the HRA should use. The Board Agreed to use a Handbook as they felt it could be modified more easily. Chair Henderson inquired about the wait list. Housing Program Manager Barnes said marketing the building might begin in November or December. Director Hurlburt said the Board will determine the date to open the wait list. Chair Henderson asked to remove "Retirement Community" from the first page. Housing Program Manager Barnes said the wording will be removed. Commissioner Ludovissie questioned the pet policy. Housing Program Manager Barnes said the pet policy at PTS is working. He stated that the policy for the new building has an added item to remove the pet following three violations. Chair Henderson questioned the occupancy/wait list preferences. Director Hurlburt said the resident would fit into any one of the three requirements with number one being the highest preference level. MOTION by Commissioner Kovach, seconded by Commissioner Ludovissie, adopting the Vicksburg Crossing Admissions and Occupancy Policy, upon the removal of "Retirement Community" from Page 1. Vote. 4 Ayes. Motion approved. Commissioner Ludovissie asked what the schedule will be for August regarding the new senior building. Housing Program Manager Barnes stated that a special HRA meeting will be held August 4th at Plymouth Towne Square. The bid opening is scheduled for 2:00 p.m. Tuesday, July 26, at Plymouth Creek Center. Plymouth Housing and Redevelopment Authority July 21, 2005 Page 4 ADJOURMENT Meeting adjourned at 7:50 PM. HRA/Minutes7/21-05