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HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 10-20-2005MINUTES PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY October 20, 2005 PRESENT: Chair Susan Henderson, Commissioners Steve Ludovissie, Tim Bildsoe, Jim Kovach and Jenny Flansburg ABSENT: None STAFF PRESENT: Housing Program Manager Jim Barnes and Office Support Representative Barb Peterson. OTHERS PRESENT: Grace Management Representative Jodi Boedigheimer 1. CALL TO ORDER Chair Henderson called the Plymouth Housing and Redevelopment Authority meeting to order October 20, 2005 at 7:01 P.M. 2. CONSENT AGENDA A. Approve September 22, 2005 HRA Meeting Minutes B. Plymouth Towne Square. — Accept monthly housing reports. Commissioner Bildsoe stated he had an addition to the minutes. He asked to add that he had requested the presence of a representative from Frana & Sons at the meeting regarding ventilation at Plymouth Towne Square. The minutes have been changed to reflect this addition. MOTION by Commissioner Bildsoe, seconded by Commissioner Flansburg, approving the consent agenda with the change to the September 22, 2005 minutes. Vote.5 Ayes. Motion approved. 3. NEW BUSINESS A. Plymouth Towne Square. Proposed 2006 Budget Housing Program Manager Barnes presented an overview of the October 20, 2005 staff report. Chair Henderson asked for clarification regarding the property manager position. Housing Program Manager Barnes explained that a new property manager would be hired to assist with the leasing and marketing activities for Vicksburg Crossing and become familiar with the operations at Plymouth Towne Square. He also explained the roll of caretaker and said that some work of the caretaker might be contracted out. Plymouth Housing and Redevelopment Authority October 20, 2005 Page 2 Housing Program Manager Barnes said that liability insurance is now added as a new line item in the budget as this provision had not previously been met. Commissioner Bildsoe asked what type of liability insurance it is. Ms. Boedigheimer replied that it is general liability for the employees of Grace Management working at Plymouth Towne Square. Commissioner Bildsoe suggested they need professional liability insurance and coverage for sexual abuse and molestation. Commissioner Ludovissie agreed with Commissioner Bildsoe. Commissioner Bildsoe said it would be an endorsement to the policy. Housing Program Manager Barnes said he would follow up with the City attorney to determine the type of insurance needed. Commissioner Bildsoe requested that certificates of insurance be kept on file for vendors that perform work at Plymouth Towne Square. Commissioner Ludovissie asked if they have fidelity bond coverage against theft. Grace Management Representative Boedigheimer replied affirmatively. Chair Henderson asked if the insurance premium would go up. Housing Program Manager Barnes said perhaps it would if additional coverage is added. Discussion occurred regarding why Plymouth Towne Square should provide the payment for the insurance. Ms. Boedigheimer said that would be standard procedure in the senior apartment industry. Housing Program Manager Barnes said there are no capital expenditures at this time. Minor equipment expenditures will be taken from the reserve account. Commissioner Ludovissie asked for a report regarding the ventilation meeting for Plymouth Towne Square. Housing Program Manager Barnes said that staff, personnel from the City Building Department, the Center for Energy and Environment and Frana were in attendance. He explained the type of soffit venting allowed by the City. He said many different factors come into play that have to be considered such as the sprinkler design system, placement of windows, and the design of the building to determine if soffit vents are permitted. The way Plymouth Towne Square was designed prevented the use of soffit vents. He said they are going forward with some design services that will perform testing on the thirteen different compartments in the building and design a ventilation system that will work in all the areas. The design will then be tested in the building. Commissioner Bildsoe asked about Frana's response toward the problems in the building. Housing Program Manager Barnes said they are willing to come back and if there is any work to be done will help resolve the problems. Commissioner Bildsoe asked about accounts receivable. He asked Grace Management Representative Boedigheimer if there are problem tenants who are behind in rent. Ms. Boedigheimer replied that one problem tenant is two months behind. Commissioner Bildsoe asked if there is a policy in place to correct this. Ms. Boedigheimer said there is not a policy in place. Commissioner Ludovissie asked if this is an accumulative balance and why the balance isn't written off each year. Ms. Boedigheimer said the tenant has moved but is still making payments. Chair Henderson asked for a synopsis of what is proposed to take out of the replacement budget. She would like to see a breakout of the replacement fund. Ms. Boedigheimer stated she would provide that to the Board at their next meeting. Plymouth Housing and Redevelopment Authority October 20, 2005 Page 3 MOTION by Commissioner Bildsoe, seconded by Commissioner Flansburg, approving the 2006 budget for Plymouth Towne Square. Vote. 5 Ayes. Motion approved. Housing Program Manager Barnes gave an update on the progress at Vicksburg Crossing. 5. ADJOURMENT Meeting adjourned at 8:00 PM. HRA/Minutesl0/20/05