HomeMy WebLinkAboutHousing & Redevelopment Authority Packet 03-22-2012MEETING AGENDA
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
THURSDAY, MARCH 22, 2012 - 7:00 p.m.
WHERE: Medicine Lake Room
City of Plymouth
3400 Plymouth Boulevard
Plymouth, MN 55447
CONSENT AGENDA
All items listed on the Consent Agenda are considered to be routine by the Housing
and Redevelopment Authority and will be enacted by one motion. There will be no
separate discussion of these items unless a Commissioner, citizen or petitioner so
requests, in which event the item will be removed from the consent agenda and
considered in normal sequence on the agenda.
1. CALL TO ORDER - 7:00 P.M.
2. CONSENT AGENDA
A. Approve HRA Meeting Minutes for February 23, and March 13, 2012.
B. Plymouth Towne Square. Accept Monthly Housing Report.
C. Vicksburg Crossing. Accept Monthly Housing/Marketing Report.
D. Bureau of Criminal Apprehension. Authorize HRA Executive Director Steve
Juetten to sign Joint Powers Agreement on behalf of the HRA.
3. NEW BUSINESS
A. First Time Homebuyer Program. Request for Loan Modification.
B. Potential Redevelopment. - Industrial Area Southeast of Medicine Lake.
C. Election of Officers. Chair, Vice -Chair, Secretary.
4. ADJOURNMENT
9,6 4-t
DRAFT MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
February 23, 2012
PRESENT: Chairman Jeff Kulaszewicz, Commissioners Bob Stein and David Miller
ABSENT: Commissioners Paul Caryotakis and Jim Willis
STAFF PRESENT: Housing Program Manager Jim Barnes, HRA Specialist Kip Berglund,
Grace Management Representative Jody Boedigheimer, and Office Support Representative
Janice Bergstrom
OTHERS PRESENT: Carl Runck
1. CALL TO ORDER
Chairman Kulaszewicz called the Plymouth Housing and Redevelopment Authority meeting to
order at 7:00 p.m. Chairman Kulaszewicz introduced the new HRA Commissioner, Carl Runck,
to staff.
Housing Program Manager Barnes added Item 4.13. Vicksburg Crossing Bonds to the
February 23, 2012 HRA agenda.
2. CONSENT AGENDA
A. Approve HRA Meeting Minutes from January 26, 2011.
B. Plymouth Towne Square. Accept Monthly Housing Reports for January, 2012.
C. Vicksburg Crossing, Accept Monthly Housing Reports and Monthly Marketing Reports
for January 2012.
D. Tax Increment Financing District 1-2. Administrative modification to district parcels.
E. Special Meeting. Call for a special meeting on March 13, 2012 at 6:30 p.m. in the
Parkers Lake Room to approve the sale of the Vicksburg Crossing Refunding Bonds.
MOTION by Commissioner Stein, seconded by Commissioner Miller, to approve the consent
agenda. Vote. 3 Ayes. MOTION approved,
3. PUBLIC HEARING
A. Community Development Block Grant (CDBG). Consider 2012 CDBG program year
allocation with recommendation to City Council.
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Plymouth Housing and Redevelopment Authority
February 23, 2012
Page 2
HRA Specialist Berglund gave an overview of the staff report.
Chairman Kulaszewicz asked if the rehab program helps in any way to meet affordability goals
for Met Council. Housing Program Manager Barnes said neither the rehab nor First Time
Homebuyer programs meet the Met Council requirements as they are looking for new units
constructed.
Chairman Kulaszewicz opened the public hearing.
Chairman Kulaszewicz introduced Courtney Whited, Director of People Responding In Social
Ministry (PRISM) Express, 730 Florida Avenue S., Golden Valley MN. Ms. Whited said they
are a door-to-door transportation service for area suburbs. There are 12 -passenger buses
operating between 8 a.m. and 4 p.m., similar to Metro Mobility buses. Ms. Whited said in 2011
they gave 71,000 one-way rides. Ms. Whited said new software was recently installed that
assists in running their program more efficiently.
Commissioner Stein asked if they offer weekend buses.
Ms. Whited said seniors utilize eight buses for church services on Sundays. She said they also
contract with a program called "Families Moving Forward" 365 days a year, which takes a
family member to a day care center in the morning, and reverse each evening.
Chairman Kulaszewicz introduced Eric Hauge, representing Home Line, which is a free legal
hotline for renters in the State of Minnesota. He said they have served Hennepin County and
Plymouth for the last twenty years. Mr. Hauge said last year they served 250 renter households
in Plymouth. He estimated they prevented 19 evictions and estimated a savings of $38,000
recovered in rental maintenance and returned security deposits by providing free legal advice.
Mr. Hauge said the City of Plymouth ranks eighth as the most -seined city in terms of renter
households.
Commissioner Stein asked which city is number one.
Mr. Hauge stated Minneapolis and St. Paul are number one and two respectively.
Chairman Kulaszewicz introduced Scott Zemke, representing Community Action Partnership of
Suburban Hennepin (CAPSH), which offers first time homebuyer education and counseling,
energy assistance, foreclosure assistance and reverse mortgage counseling to seniors. Mr.
Zemke said they offer free advice to homeowners regarding the rehab program. He said they
offer tax programs and free legal clinics.
Chairman Kulaszewicz asked if the foreclosure services are in high demand with the current
economic conditions.
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Plymouth Housing and Redevelopment Authority
February 23, 2012
Page 3
Mr. Zemke answered affirmatively, and added foreclosures are receding a bit in the outer ring
suburbs and are transitioning more to first ring suburbs. He said they did serve 42 households
with foreclosure service in 2011.
Chairman Kulaszewicz introduced Bruce Taylor, representing Tree House. Mr. Taylor said in
2011 over 1,500 teens were served in the seven Tree House sites; almost 200 were at the
Plymouth location at Peace Lutheran Church. He said they work with kids who self -injure, are
depressed, are victims of crime, have families in crisis, are sexually active, use drugs and alcohol
and may be truant from school. Mr. Taylor gave some history on Tree House which was
founded in 1984, and resulted in different programs for kids which include mentoring, small
support groups, large groups, growth group plans, and adventure trips - such as boundary water
trips, community service and mission trips. He said these are tied together with an opportunity
fair for the kids to plan for their future, either with education or vocational goals. Mr. Taylor
said in comparison with other teens on reduced school lunches, these teens have a 24% higher
graduation rate. He said they also provide transportation to events utilizing a fleet of 28 vans.
Chairman Kulaszewicz asked if Tree House provides shelter service.
Mr. Taylor said the kids have to go home eventually, so there is no overnight stay. He said they
try to give the kids tools to handle what happens in their house. He did indicate that they partner
with Bridging Inc. if a youth does need a place to stay outside of their own home.
Chairman Kulaszewicz introduced Timothy Morin, Household and Outside Maintenance for
Elderly (HOME) Program Coordinator of Senior Community Services, who said they are in
their 61st year of providing services to seniors in suburban Hennepin County. Mr. Morin said the
charge for services which include lawn mowing, snow removal, home cleaning, minor repairs,
and painting is based on the person's monthly income. He said they utilize a sliding fee scale
which is subsidized through CDBG funds and some services are free. Mr. Morin said seasonally
there are large scale projects such as leaf clean up, window washing, and basement and garage
cleaning, and volunteers are secured for these. Mr. Morin said there have been 25 individuals
served in the Plymouth area in the current year. Mr. Morin said they partner with Plymouth and
a social worker operates out of the Plymouth Creek Center.
Chairman Kulaszewicz introduced Ellen Timmerman -Borer, Director of Development and
Communications at Hammer Residences. Ms. Timmerman -Borer said Hammer provides support
for adult and kids with disabilities, primarily in single family homes. She said Hammer has 37
homes, 16 of which are in the City of Plymouth. Ms. Timmerman -Borer said the group homes
have four to six residents and are staffed 24 hours a day. She said there is a staff of 450 to help
the residents live life to the fullest. Ms. Timmerman -Borer said CDBG funds support and ensure
the Hammer homes meet the standards of other homes in Plymouth. She said sprinkler systems
and accessibility projects have been done, and they are looking to add energy efficient windows
in their home on Black Oaks Lane.
Chairman Kulaszewicz closed the public hearing.
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Plymouth Housing and Redevelopment Authority
February 23, 2012
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HRA Specialist Berglund said the YMCA was not able to be represented at the meeting.
Commissioner Stein asked why the YMCA funds were cut in half.
HRA Specialist Berglund explained the YMCA has decreased their overall service numbers
compared to what they provided in the past. He said staff is recommending a slight reduction
based on the ranking of applicants and numbers reflected in their score.
Housing Manager Barnes pointed out that the amount cut in half was actually the YMCA's
requested amount. He said this is only a $60.00 reduction compared to last year's.
HRA Specialist Berglund added that the YMCA said the reduced funding has hurt their ability to
get out in the community and their numbers reflect that.
Chairman Kulaszewicz recalled we had to encourage the YMCA to better track Plymouth
residents that were served.
HRA Specialist Berglund said the difficulty in tracking youth has been their ability to respond to
certain questions that are required by HUD.
Chairman Kulaszewicz stressed to those present that we really do care about Plymouth city
residents and wants Plymouth residents to be included in the statistics.
Commissioner Miller asked the main reason Thy Word is not receiving funding.
IIRA Specialist Berglund said Thy Word submitted an application late in the process and also
the application lacked the overall understanding of the CDBG program requirements. He said
with the combination of their inability to supply the requested information and the decreased
amount we have available for social services, it was decided it would be best to allocate the
funds to existing applicants. Housing Program Manager Barnes added Thy Word is a small
program and new to the federal funding world; he said staff has offered advice and ideas to them
on how to make a solid application.
Commissioner Miller and Chairman Kulaszewicz asked why we are not using the full $38,000
allowed.
Housing Manager Barnes said we have limited resources and have always gotten direction fiom
the board to ensure funding for in-house programs first. He said it is at the Board's discretion to
adjust the funding allocations recommended by staff.
Chairman Kulaszewicz noted that the administration fee has stayed constant over the years.
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Plymouth Housing and Redevelopment Authority
February 23, 2012
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Housing Manager Barnes concurred that number has stayed constant and he explained the
administration cost covers the salary for the position that coordinates the program. He said we
also bill back time to the Rehabilitation and First Time Homebuyer programs.
Commissioner Miller said he would Iike to see the full complement go to social services, as these
are great programs and have served the City of Plymouth very well. He said he does agree that
we need to see a bigger uptick in the housing rehab loans as that serves the community more.
Commissioner Miller said he is unsure if $3,000 can be trimmed from the housing rehab program
budget.
Housing Manager Barnes said that could be done, and the rehab program is where funds would
come from. He said the First Time Homebuyer program is being funded at zero. Housing
Program Manager Barnes said in the past ten years we were able to fund these programs very
well as there has always been carry over money and larger allocations. He said funding has gone
from $324,000 at one time and is now down to $240,000. Housing Program Manager Barnes
stated we are working almost exclusively within our currant allocation at this point so programs
are shrinking.
Commissioner Miller asked how much carry over we have each year to keep the programs
sustainable in future years, particularly for rehab loans.
Housing Manager Barnes said we are down to $15,000 in rehab being carried over. He said the
unknown we have are repayments for the rehab and the first time homebuyer programs. Housing
Program Manager Baines said there are 180 to 190 loans in each program and if someone moves,
they would be required to pay back all or a portion or their loan.
Chairman Kulaszewicz said his inclination with the current economic climate is to spend up to
the maximum allowed on social services.
Commissioner Stein said $3,000 amongst the agencies won't help a lot, but if $3,000 is kept in
the rehab program it would be 10% of a potential loan. He said that would be a direct benefit to
a Plymouth resident and to the housing stock in Plymouth. Commissioner Stein said he prefers
to keep it in the rehab program.
Commissioner Miller said he would rather keep the funds in the rehab program to help sustain it
with the extra carry over. He said we don't know what will happen to the allocations next year.
Housing Program Manager Barnes said if a program is not being utilized as anticipated, the
Board can make amendments and adjustments at a later date.
Chairman Kulaszewiez said he supports the recommendations.
MOTION by Commissioner Stein, seconded by Commissioner Miller, to accept the Community
Development Block Grant 2012 Action Plan, Vote. 3 Ayes. MOTION approved.
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Plymouth Housing and Redevelopment Authority
February 23, 2012
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4. NEW BUSINESS
A. SENIOR BULDINGS. Consider proposed changes to the Admissions and Occupancy
Handbook and the Lease Agreement.
Commissioner Stein asked about the Plymouth Town Square rent calculation percentage being
changed from 35% to 37%.
Housing Program Manager Barnes explained this is not a change or a raise to the rent
calculation, but rather an update of the adopted policy in the handbook.
Commissioner Stein said he likes the handbook and said he was concerned about Plymouth
Towne Square never having one.
Housing Program Manager Barnes said there has been a handbook with policies and procedures
since both buildings opened. He said the proposed revisions to the handbook updated rent
calculations based on the board's policy adopted in 2011, the increased security deposit from
500 to $750, the increased pet deposit from $100 to $250, and raised the weight limit of pets to
ensure small breeds.
Commissioner Stein asked why there is a pet weight limit increase,
Grace Management Representative Bodigheimer said staff is recommending increasing the 20 -
pound weight limit to 25 pounds, which is a more typical of what we are experiencing. She said
an exception would be for a service dog.
Housing Program Manager Barnes said the lease was updated to conform to Minnesota law, and
language was added regarding illegal substances and the smoking policy. He said it is now clear
that possession of an illegal substance results in automatic eviction.
Chairman Kulaszewicz asked about occupancy standards for a two-bedroom unit at Plymouth
Towne Square if there is one occupant, and asked if that applied only to the affordable units.
Housing Program Manager Barnes clarified that most of the units are affordable. He said
previously the two-bedroom wait list was long and not turning because if one spouse passed
away, the other person remained in the unit resulting in "over -housing". The Board made a
policy decision that one person living in a two-bedroom would have to move in a reasonable
amount of time or would have to pay market rent on the two-bedroom.
Chairman Kulaszewicz asked if a person in that situation would go to the top of the list.
Housing Manager Barnes answered affirmatively.
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Plymouth Housing and Redevelopment Authority
February 23, 2012
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Chairman Kulaszewicz asked if this was a difficult policy to enforce.
Housing Program Manager Barnes said initially there was some resistance, but not anymore.
Commissioner Stein asked about the wait time.
Grace Management Representative Boedigheimer said there is approximately a one year wait to
move to the one -bedroom.
Commissioner Stein said he is not sure if allowing a resident to pay market rate and stay in the
two-bedroom is advisable.
Grace Management Representative Boedigheimer said the wait list for a two-bedroom is only 28
days.
Housing Program Manager Barnes concurred and said financially it is better to have the few who
choose to stay pay for the two-bedroom. He said we are not seeing an issue with this now and
could change the policy if necessary.
Chairman Kulaszewicz said if the goal is to get our money then that is the way to go, but if the
goal is to house more people, we would choose the other way.
Housing Manager Barnes said it is our responsibility to try to minimize the subsidy that goes into
this heavily subsidized building.
Commissioner Miller said we would rather take in full market rent than subsidize another tenant.
Commissioner Stein asked how many tenants pay full rent.
Grace Management Representative Boedigheimer said there are only four tenants paying full
market rent.
Chairman Kulaszewicz said he is pleased that staff is keeping the handbook and literature
updated.
MOTION by Commissioner Stein seconded by Commissioner Miller, to accept the Admissions
and Occupancy Handbook and the Lease Agreement for PIymouth Town Square and Vicksburg
Crossing. Vote. 3 Ayes. MOTION approved.
B. Vicksburg Crossing Bonds.
Housing Manager Barnes reviewed two options for bond refunding as suggested by Ehlers. He
said the original run shows a level savings year to year, but bond payments increase over time.
He said in the long range forecast, in 2033 we would be short $600,000 - 700,000. Housing
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February 23, 2012
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Program Manager Barnes said the Plymouth Towne Square debt would be satisfied so there
would be a resource. He said Ehlers suggested Option #2, which has even bond payments over
time and which generates greater savings in the later years. Housing Program Manager Barnes
stated at no point would we have to pay more on an annual basis. He said in one year there is a
zero savings in the bond run.
Chairman Kulaszewicz asked if the total savings is approximately the same.
Housing Program Manager Barnes said there would be approximately $100,000 more in savings
with Option #2. He said for the next couple years we would recommend a subsidy which would
be part of the budget out of the general fund reserve or tax levy.
Commissioner Stein said if we can save $100,000, he would support Option #2. Housing
Program Manager Barnes added that Commissioner Caryotakis supported Option #2 and
Commissioner Willis had reviewed the options and suggested the Board discuss them at this
meeting.
Commissioner Miller and Chairman Kulaszewiez said they also support Option #2
MOTION by Commissioner Miller, seconded by Commissioner Stein, to approve the
recommendation by Ehlers to maintain even bond payments for Vicksburg Crossing. Vote. 3
Ayes. MOTION approved.
C. Election of Officers. Chair, Vice -Chair, Secretary
Chairman Kulaszewicz recommended tabling the election of officers to the March, 2012
meeting.
5. ADJOURNMENT
Commissioner Miller thanked everyone and said he has enjoyed being on the HRA Board and
that it was a tough decision to move and resign.
Chaiu7nan Kulaszewicz thanked Commissioner Miller for his service.
MOTION by Chairman Kulaszewicz, without objection to adjourn the meeting at $:01 p.m.
MOTION approved.
DRAFT MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
SPECIAL MEETING
March 13, 2012
PRESENT: Chairman Jeff Kulaszewicz, Commissioners Bob Stein and Jim Willis
ABSENT: Commissioners Paul Caryotakis and Carl Runck
STAFF PRESENT: Housing Program Manager Jim Barnes, Executive Director Steve Juetten
OTHERS PRESENT: Mark Ruff, Ehler's and Associates
1. CALL TO ORDER
Chairman KuIaszewiez called the Plymouth Housing and Redevelopment Authority meeting to
order at 6;30 p.m.
2. NEW BUSINESS
A. Plymouth Housing and Redevelopment Authority. Adopt Post -Issuance Debt
Compliance Policy and Procedures.
Housing Program Manager Barnes Provided an overview of the policy and explained why it was
needed.
MOTION by Commissioner Stein seconded by Commissioner Willis, to adopt the Post -Issuance
Debt Compliance Policy and Prodedures. Vote. 3 Ayes. MOTION approved.
B. Vicksburg Crossing. Award the Sale of General Obligation Refunding Bonds
Housing Programs Manager Barnes introduced Mark Ruff from Ehler's and Associates, Mr.
Ruff reviewed the bids that were received on the HRH's bond refunding earlier in the day. Mr.
Ruff stated that three bids were received and the winning bid was submitted by FTN Financial
Capital Markets with a true interest rate of 2.7056%. Mr. Ruff stated that the 2"d lowest bid was
very competitive, but the third bid was much higher. Commissioner Willis asked why the third
bid was higher. Mr. Ruff stated that he believes they were probably not interested in purchasing
the bonds, but submitted a high bid just incase they might get lucky. He also said that it helps to
get their name out there.
Commissioner Willis asked about the Ietter Ehler's sent to the Commission attached to the
Official Statement and whether the rive questions in the letter needed to be addressed at this
meeting. Mr. Ruff explained the questions to the Board and said that they did not need to be
individually addressed here tonight, but are provided to public entities to raise awareness of
issues that could hinder the bond sale.
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Plymouth Housing and Redevelopment Authority
March 13, 2012
Page 2
MOTION by Commissioner Willis, seconded by Commissioner Stein, to approve the sale of the
General Obligation Reffinding Bonds to FTN Financial Capital Markets, Vote. 3 Ayes,
MOTION approved.
E. ADJOURNMENT
MOTION by Chairman Kulaszewicz, without objection to adjourn the meeting at 6:44 p.m,
MOTION approved,
PLYMOUTH
TOWNE SQUARE
MEMORANDUM
To: Jim Barnes
From: Lori Jackson, Managing Director, Plymouth Towne Square
Date: March 14, 2012
March Newsletter and Calendar attached
February Financials attached.
OccupancylMarketing
Residents in apartment 132, a two bedroom, gave notice for a move out date of
March 31st. The apartment is rented with a move in date of May 1, 2012.
Currently the waiting list is being updated. There are 115 names on the one bedroom
wait list and 16 names on the two bedroom wait list.
Administrative/Building Operations
Owens completed the replacement of the dining room air handling unit.
13,900.
Summit Fire Protection removed and relocated sprinkler piping to accommodate the air
handling unit. $885.00
Custom Glass and Screen installed brackets around interior windows due to repainting.
860.
A fire department response occurred on February 27th due to burnt food with some
minor smoke. A charge of $340.50 was incurred from Collins Electric to respond and
silence the alarm signals. The fire panel was also reset.
DorGlass is continuing to replace windows with broken seals. $995.21
Northland Fire completed the annual fire sprinkler inspection. $1080.00
15-5-00-571-h Awnue Nortth_ -Plymouth, MN 5WG-3250 - — -
Phone: (763) 550-9525 • Fax: (763) 551-0144
Owned by Plymoudi Housing and Redt—lopment Authority
Interior Design is continuing to replace original vinyl in kitchens, baths and storage
areas. Some apartments are also receiving carpet as the carpet is also original and
is18 years old. $1253.02
Kaufenberg Drywall is also on site to make repairs to the hallway ceilings and some
apartments with ceiling cracks. $1690.00
Robert Hill replaced a brine valve with broken micro switches on the water softener.
272.03
Resident Services
Taylor Marie's came with their semiannual sale of clothing for women. The residents
really appreciate having them come to the building.
The potluck supper was held February 10th with a great turnout. Residents really look
forward to the get togethers.
The PTS Breakfast was held on February 18th. Family members of residents are also
joining in for the breakfasts.
The Valentine's Party was held February 14th. Approximately 50 residents attended.
The entertainer was very good and sang songs from the 40's, 50's and 60's.
Strawberry cheesecake and coffee was served.
The Resident Birthday Celebration was held February 23rd and Jim Barnes attended.
The residents shared stories of their lives. White cake with whip cream frosting and
lemon filling was served. The cake was a favorite.
Balance Sheet
PLYMOUTH TOWNS SQUARE
As Of February 29,2012_
ASSETS
CURRENT ASSETS
M I PETTY CASH
M I OPERATING ACCOUNT
M I SEC DEPOSIT CASH ACCOUNT
INVESTMENTS - WORKING CAPITAL FUND
INVESTMENTS - NEW DEBT SERVICE
ACCOUNTS REC-TENANTS
INTEREST RECEIVABLE
ACCOUNTS REC-OTHER
PREPAID PROPERTY INSURANCE
PREPAID OTHER
TOTAL CURRENT ASSETS
FIXED ASSETS
LAND
SITE IMPROVEMENTS
BUILDING
BUILDING IMPROVEMENTS
FURN, FIXT & EQUIP -GENERAL
FURNITURE & FIXTURES - HOUSEKEEPING
COMPUTE RSIOFFICE EOUIPMENT
ACCUMULATED DEPRECIATION
TOTAL FIXED ASSETS
NON-CURRENT ASSETS
DEFERRED CHG-OR IG ISS COSTS
DEFERRED CHG -BOND ISSUANCE COSTS
DEFFERED CHARGES -BOND ISSUANCE COST
2011A
TOTAL NON-CURRENT ASSETS
Ending Balance
500
72,482
48,403
866,906
3,367,284
5,456
2,025
600
7,136
4,919
459,247
121,313
5,767,619
361,779
250,941
8,696
13,060
3,Q1 Q,382)
15,981
21,286
37466
Total
4,375,911
3,912,272
74,735
TOTAL ASSETS 8,362,918
Balance Sheet
PLYMOUTH TOWNE SQUARE
As Of February 29,2012.
Ending Balance
LIABILITIES
Total
CURRENT LIABILITIES
ACCOUNTS PAYABLE -TRADE 43,255
ACCRUED PAYROLL 3,564
ACCRUED COMPENSATED BALANCES 906
ACCRUED INTEREST 61,506
ACCRUED REAL ESTATE TAXES 3,301
ACCRUED OTHER 1,824
TOTAL CURRENT LIABILITIES 114,356
LONG-TERM LIABILITIES
SECURITY DEPOSITS 47,674
BONDS PAYABLE 3,490,000
BONDS PAYABLE- SERIES 2011A 3,039,509
BOND DISCOUNT 28,821)
6,548,562
TOTAL LIABILITIES 6,662,918
EQUITY
RETAINED EARNINGS RESERVED FOR DEBT 115,170
SERVICE
RETAINED EARNINGS 1,569,997
TOTAL EQUITY 1,685,167
CURRENT YEAR INCOMEI(LOSS) 14,833
TOTAL LIABILITIES & EQUITY 8,362,918
Profit and Loss Variance
PLYMOUTH iO NE SQUARE
Thrmigh February 29,2019.
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
INCOME
APARTMENT RENTAL REVENUE 53,806 60.655 3,150 108,417 101,312 7,105 507.872
HRA INDIVIDUAL 18,000 19,000 0 36,000 38,006 0 216.000
GARAGE RENT 2,970 2,889 81) 5,985 5,760 225 34,560
GUEST ROOM REVENUE 200 200 0 260 40D 150) 2,400
LAUNORYREVENUE 800 780 20 1,591 1,560 31 9,360
APPLICATION FEE REVENUE 70 53 17 70 106 36) 636
TRANSFER FEE REVENUE 0 0 0 0 D 0 500
INVESTMENT INCOME 302 300 2 604 600 4 3,600
MISCELLANEOUS REVENUE 40 130 90) 340 260 120) 1,560
TOTAL INCOME 76,188 72,999 3,199 153,056 145,996 7,058 876,489
EXPENSES
ADMINISTRATION
MANAGER SALARIFSANAGES 3.426 3,583 157 7,088 7,165 78 42,995
PAYROLLTAXES 646 643 3) 1,281 1,286 1) 7,716
HEALTH INSURANCE 479 558 79 905 1,116 210 6.696
WORKERS COMP INSURANCE 151 193 42 304 385 82 2.316
MAINTENANCE WARIESIWAGES 1,423 1,483 60 2,948 2,966 18 17,796
MAINTENANCE ASST SALARIESANAGES 786 780 6) 1,628 1,560 16BI 9,360
EMPLOYEE COSTS 45 51 6 90 102 12 612
SEMINARITRAINING 20 21 1 60 42 18) 252
BANK FEES 21 7 14) 21 14 7) 84
DUES. SUBS & MEMBERSHIPS 0 0 0 55 0 55) 110
LICENSE & PERMITS 0 0 0 0 0 0 864
MILEAGE REIMBURSEMENT 96 50 46) 200 100 100) 6CO
POSTAGEIDVERNIGHT EXPRESS 3 11 8 8 22 14 132
PRINTING 0 12 12 0 24 24 144
MANAGEMENTFEES 4.400 4.400 0 8,900 6,900 0 52,800
PROFESSIONAL FEES 27 300 274 53 800 547 3,600
TELEPHONE EXPENSE 453 453 0 9C5 006 1 5,436
EQUIPMENT LEASEIREPAIR 0 166 155 244 3i0 66 1.860
OFFICE SUPPLIES 0 96 96 50 190 140 1,140
MISCELLANEOUS ADMIN EXPENSE 0 10 10 0 20 20 120
TOTAL ADMIN EXPENSES 11,975 12,605 830 24,646 25,610 964 154,664
RESIDENT SERVICES
RESIDENT PROGRAMIACTIVITIES 457 225 232) 862 450 412) 4.075
TOTAL RES SERV EXPENSES 457 225 232) 862 450 412) 4,075
MARKETING
ADVERTISING 0 15 15 0 30 30 180
TOTAL MARKETING EXPENSES 0 15 15 0 30 30 180
HOUSEKEEPING
CONTRACT LABOR 1,394 1,420 27 2,787 2,840 53 57,040
CLEANING SUPPLIES 34 200 166 126 400 274 2,400
TOTAL HOUSEKEEPING EXPENSES 1,428 1,620 192 2,913 3,240 327 19,440
Profit and Loss Variance
PLYMOUTH TOWNE SQUARE
Through February 29,2012,
MTD Actual Budget Var. YTD Actual Budget Var, Year Budget
BUILDING & GROUNDS
CABLE TV EXPENSE 58 61 3 116 122 6 732
UTILITIES • ELECTRICITY 1,195 1,950 755 3.448 4,050 502 24,800
UTILITIES - GAS 2.512 3,900 1,388 5,396 8.200 2,604 24,525
UTILITIES - WATERISEWER 664 550 14) 1,133 1.100 99) 8,400
WATER SOFTENING SERVICE 473 297 176) 870 594 276) 3,564
DOORS, KEYS 8 WINDOWS 398 420 22 2.466 840 1,626) 5,040
FIRE SYSTEM SERVICE 431 439 1) 521 860 340 5,160
LAWN SERVICEAANDSCAPIENOW RMVL 1,085 1,775 690 3,264 3,550 286 21,300
PESTCONTROL 0 0 0 0 0 0 660
TRASH REMOVAL 611 720 109 1,253 1,440 187 8,640
UNIT TURNOVER REPAIRS 5,710 3,733 1,977) 12,374 7,466 4,908) 44,796
RFSERVOREPLACE CAPITAL EXPENSE 3,441 0 3,441) 3,441 0 3,441) 171,910
ELEVATOR -REPAIRS 8 MAINTENANCE 479 650 171 958 1,300 342 7,600
REPAIRS 8 MAINTENANCE 3,333 1,675 1.658) 4,099 3,350 738) 26,525
BUILDING 8 GROUNDS SUPPLIES 1.461 915 546( 2,375 1,630 545) 10,980
HVAC- REPAIRS e. MAINTENANCE 1,103 700 403) 1,594 1,400 1 W) 8,400
MISCELLANEOUS B & G EXPENSES 0 15 15 0 30 30 180
TOTAL BUILDING & GROUNDS 22,854 17,791 5,063) 43,364 36,132 7,232) 775,512
OTHER OPERATING EXPENSES
PROPERTY & LIABILITY INSURANCE 2,363 2,387 24 4,726 4,774 49 26,644
PAYMENT IN LIEU OF PROPERTY TAX 2,575 2,500 75) 5,150 5,000 150) 30,000
TOTAL OTHER OPERATINGEXPENSES 4,930 4,887 51) 9,873 9,774 1(12) 58,644
TOTAL OPERATTNGEXPENSES 41,652 37,343 4,309( 81,660 75,236 6,424) 612,515
NET OPERATING INCOME I ( LOSS) 34,536 35,656 1,120) 71,396 70,762 634 263,973
DEPREC, INTEREST & OTHER EXPENSE
DEPRECIATION EXPENSE 16,450 16,258 192) 32,899 32,516 383) 185,096
AMORTIZATION EXPENSE 465 475 10 930 950 20 5,700
INTEREST EXPENSE 11.357 11,367 0 22.734 22.734 0 136.494
TOTAL DEPREC, INTEREST & OTHER 28,282 20,100 182) 56,564 56,200 364( 337,200
NET INCOME I (LOSS) 6,254 7,556 1,302) 14,033 14,562 271 73,227)
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New resident Sandi
Rekstad in apartment 103.
We are very happy to have
you!
PTS Breakfast will be held
Saturday March 17th from
8:30 to 10:00. Volunteers
needed. Please sign up
on the bulletin board.
Thank -you Ray Milford for
hosting the breakfast
every month!
POTLUCK SUPPER
Begin with appetizers at
5:45 pm. Friday, March 9th
Friday, March 16th- at 4:00
pm. We will be holding an
optional Corn Beef and
Cabbage Dinner beginning
at 3:00 pm. There will be
a $3.00 charge for dinner.
All residents are welcome
to come at 4:00pm for free
entertainment and dessert.
REMINDERS*
GARBAGE DISPOSALS
Please DO NOT put coffee
grounds, rice, noodles, egg
shells, bones, chicken, potato
or carrot peels, lettuce,
cabbage, celery or house
plants into the disposal. Make
sure to run COLD water when
using the disposal.
FIRE ALARMS
If you burn food and
experience some minor
smoke, please open a window
to air out your apartment. DO
NOT open the door to the
hallway. This will set off the
fire alarms in the entire
building.
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MEMORANDUM
To: Jim Barnes
From: Sara Paquette
Date: March 12, 2012
RE: Vicksburg Crossing Monthly Report for February 2012
March Newsletter and March Calendar attached
Dentals:
As of February 29th, we have 89 occupied apartments with 5 vacant, and we have 3 deposits at this time,
giving us a total of 2 apartments available to rent. The Low Income Apartment waiting list now has 32
names so we have been adding interested people to the list.
Listed below is a breakdown of units that are occupied and vacant.
Style (Total #)
Square Feet Bedrooms
Occupied Vacant Deposits Est'd Move in
Style A (23) 850 Sq Ft 1 Bedroom
21 2 0
Style C (8) 884 Sq Ft 1 + Den 8 0 0
Style C2 (8) 950 Sq Ft 1 + Den 7 1
1 March 15th
Style D (8) 1187 Sq Ft 2 Bedroom 7 1 1 March 1st
Style D2 (4) 1281 Sq Ft 2 Bedroom 4 0 0
Style E (7) 1055 Sq Ft 2 Bedroom 7 0
0
Style E2 (3) 1055 Sq Ft 2 Bedroom 3 0 0
Affordable
33) 725 Sq Ft 1 Bedroom
32 1 1 Aprillst
TOTALS 1 189 1 5 13
3155 Vicksburg Lane N • Plymouth, NIN 55447 • Phone (763)559-1877 • Fax (763)559-0144 • my%v.ci.p1P,,outh.1nn.us
Qnni.ed by Plymouth Housing and Pedeyelopmcnt Authority
EQUAL HOUSING
OPPORTUNITY
Move-Ins/Move-Outs:
We had one move out of an affordable apartment in February. She moved to an assisted living building.
We had one move in to a market rate one bedroom.
Marketing
We had 26 people contact Vicksburg Crossing this month, either by e-mail, phone call or walk-in. We
seem to have an increase in e-mail contacts, this month out of 26 contacts, 7 were via e-mail. We also had
a lot of interest in the affordable apartments. Of the 26 contacts, 10 were interested in information
regarding only the affordable apartments.
We are planning our spring open house, which in the past has been well attended_ We will be having it on
Tuesday, March 27th from 4 — 7 p.m. We will advertise in our local papers and also send postcards out to
people on our prospect list. We will have a Dixieland Jazz Band perform, serve a variety of appetizers
and have a drawing for dinner and movie baskets.
Resident Services
On Thursday, February
9th
Taylor Marie's came for a clothing sale in the community room. This
particular day was not as popular as the sale has been in the past, but several residents did come and
purchased a few items.
We had a Valentine's Day party on Tuesday, February le. We had lasagna from Broadway Pizza, garlic
toast, salad and a valentine cupcake served with ice cream for dessert. We did not have entertainment so
the residents enjoyed the opportunity to visit.
We had our monthly birthday party on Thursday, February 16th we had cake, ice cream, and coffee. We
decorated with balloons, festive napkins and plates. We listed the birthday people on a balloon poster and
sang Happy Birthday. We also give each resident a card on their birthday.
Building Issues
We are having drywall work dome in the hallways and some of the apartments. They are adding
expansion joints and repairing tape that has come loose in the corners.
Balance Sheet
VICKSBURG CROSSING
As Of February 29,2012.
Ending Balance
ASSETS
CURRENT ASSETS
M I PETTY CASH 625
M I OPERATING ACCOUNT 414,059
M E SECURITY CASH ACCOUNT 52,554
INVESTMENTS - WORKING CAPITAL FUND 254,053
INVESTMENTS - DEBT SERVICE 504,782
ACCOUNTS REC-TENANTS 2,028)
INTEREST RECEIVABLE 710
ACCOUNTS REG -OTHER 20
PREPAID PROPERTY INSURANCE 7,483
PREPAID OTHER 3,758
TOTAL CURRENT ASSETS
FIXED ASSETS
LAND 874,593
SITE IMPROVEMENTS 238,793
BUILDING 9,025,428
FURNITURE, FIXTURES & EQUIP -GENERAL 348,957
COMPUTERSIOFFICE EQUIPMENT 4,711
ACCUMULATED DEPRECIATION 1,934,035)
TOTAL FIXED ASSETS
NON-CURRENT ASSETS
BOND ISSUANCE COST
TOTAL NDN -CURRENT ASSETS
TOTAL ASSETS
54,300
Total
1,236,016
8,558,447
54,300
9,848,763
Balance Sheet
VICKSBURG GROSSING
As Of February 29,201 2.
Ending Balance
LIABILITIES
Total
CURRENT LIABILITIES
ACCOUNTS PAYABLE -TRADE 64,338
PREPAID MONTHLY RENT 1,300
HEARTS & MEMORIALS FUND DONATIONS 125
ACCRUED PAYROLL 3,621
ACCRUED COMPENSATED BALANCES 9D6
ACCRUED INTEREST 277,278
ACCRUED REAL ESTATE TAXES 6,405
ACCRUED OTHER 178
TOTAL CURRENT LIABILITIES 354,352
LONG-TERM LIABILITIES
SECURITY DEPOSITS 51,515
BONDS PAYABLE 10,235,000
BOND DISCOUNT 26,695)
10,257,817
TOTAL LIABILITIES 10,612,169
EQUITY
RETAINED EARNINGS -RESERVED FOR DEBT 487,762
SERVICE
RETAINED EARNINGS {1,230,183}
TOTAL EQUITY (742,421)
CURRENT YEAR INCOMEI(LOSS) (20,984)
TOTAL. LIABILITIES & EQUITY 9,848,763
Profit and Loss Variance
VICKSB lRG CROSSING
Through February 29,2012,
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
INCOME
APARTMENT RENTAL REVENUE 85,549 86,933 1,384) 170,662 173,655 3.204) 1,945,596
APARTMENT RENTAL REVENUE - COUNTY 3.044 2.679 365 6,088 5,368 730 52,148
HRA SUBSIDY - TAX LEVY 2.000 2,000 0 4,000 4,000 0 24,000
GARAGE RENT 2,925 2,925 0 5.695 5,850 45 35,100
GUEST ROOM REVENUE 0 98 98) 70 195 126) 1,176
LATE FEE REVENUE 20) 0 20) 20 0 20 0
APPLICATION FEE REVENUE 195 35 70 175 70 105 420
TRANSFER FEE REVENUE 0 0 0 0 0 0 500
INVESTMENT INCOME 104 100 4 209 200 9 11200
MISCELLANEOUS REVENUE 960 600 360 3,849 1,200 2,649 7,2CO
TOTAL INCOME 94,668 95,370 7021 190,968 190,740 228 1,147,440
EXPENSES
ADMINISTRATION
MANAGER SALARIES 3,840 4,017 177 7,945 8,034 89 48,204
PAYROLL TAXES E77 691 14 1,334 1,382 48 8,252
HEALTH INSURANCE 1,121 1,326 205 2,284 2,652 358 15,912
WORKERS COMP INSURANCE 133 205 72 266 410 144 2,460
MAINTENANCE SALARIESIWAGES 1,423 1,483 60 2,948 2,966 18 17,796
MAINTENANCE ASST SALARIES 786 760 6) 1,628 1,560 60) 9,360
EMPLOYEE COSTS 45 51 6 90 102 12 512
SEMINARArRA1N1NG 40 21 19) 40 42 2 252
BANK FEES 4 5 1 12 10 2) 60
DUES, SUBS & MEMBERSHIPS 0 10 10 0 20 20 120
LICENSE & PERMITS 0 0 0 676 676 0 876
MILEAGE REIMBURSEMENT 97 59 47) 151 100 51) 6U0
POSTAGF1OVERNIGHT EXPRESS 14 16 2 34 32 2) 192
PRINTING 0 5 5 0 10 10 60
MANAGEMENT FEES 4,000 4,000 0 8,000 8,000 0 48,000
PROFESSIONAL FEES 53 300 247 133 600 468 3,500
TELEPHONE EXPENSE 485 490 5 911 980 9 5,880
EQUIPMENT LEASHREPAIR 69 125 56 138 250 112 1.500
OFFICE SUPPLIES 52 96 14 82 192 110 1,152
TOTAL ADMIN EXPENSES 12,870 13,671 801 26,742 28,018 1,276 164,926
RESIDENT SERVICES
RESIDENT PROGRAMIACTIVITIES ie4 265 71 464 530 56 4,515
TOTAL RES SERV EXPENSES 194 265 71 464 530 66 4,515
MARKETING
POSTAGE 15 0 15) 15 0 15) 0
ADVERTISING 0 400 400 299 B00 501 4.809
PROMOTIONALIPARTIES 0 0 0 0 0 0 1.100
TOTAL MARKETING EXPENSES 15 400 386 314 800 487 5,900
HOUSEKEEPING
CONTRACTLABOR 926 965 39 1,852 1,930 78 11,580
CLEANING SUPPLIES 14B 100 48) 495 200 205) 1,200
TOTAL HOUSEKEEPING EXPENSES 1,074 1,065 9) 2,256 2,130 126) 12,780
Profit aRnd( Loss Variance
VICKSBUG OSSING
Through February 29,2012,
MTD Actual Budget Var. YTD Actua[ Budget Var. Year Budget
BUILDING & GROUNDS
CABLE TV EXPENSE 117 115 2) 234 230 4) 1,380
UTILITIES • ELECTRICITY 1,617 2,375 758 4,205 4,750 545 27,025
UTILITIES • GAS 3,230 4,509 1,270 7,266 9,BBB 1,734 23,35D
UTILITIES• WATERISEWER HBO 925 45 1,UB4 1,850 45 11,90D
WATER SOFTENING SERVICE 163 128 35) 2BH 256 32) 1,536
DOORS, KEYS & WINDOWS 203 72 131) 203 144 59) 854
FIRE SYSTEM SERVICE 470 305 1 65) 522 610 88 3,660
LAWN SERVICEILANDSCAPISNOW RMVL 808 1.400 592 2,147 2,800 653 16.800
PE5TCONTROL 190 0 C1 9% 190 B 190) 650
TRASH REMOVAL 738 735 13) 1,555 1.470 95) 8.820
UNIT TURNOVER REPAIRS 425 2,333 1,908 5,122 4,665 1,456) 27,996
RESERVEIREPLACE CAPITAL EXPENSE 0 0 0 0 0 0 2,500
ELEVATOR -REPAIRS & MAINTENANCE 402 415 i3 7H5 630 44 4,980
REPAIRS & MAINTENANCE 0 750 750 1.198 1,500 302 15,800
BUILDING & GROUNDS SUPPLIES 1,282 1,000 2B2) 1,399 2,000 601 12,600
HVAC - REPAIRS&MAINTENANCE 225 550 325 450 LIUD 650 6,600
MISCELLANEOUS B & G EXPENSES 0 15 15 0 30 39 180
TOTAL BUILDING & GROUNDS 10,749 15,618 4,869 28,380 31,236 2,856 166,051
OTHER OPERATING EXPENSES
PROPERTY& LIABILITY INSURANCE 2,492 2,492 0 4,955 4,964 1) 29,904
PAYMENT IN LIEU OF PROPERTY TAX 4,394 4,331 63) 8,789 8,662 127) 51,972
TOTAL OTHER OPERATING EXPENSES 6,887 6,823 64) 13,773 13,646 127) 81,876
TOTAL OPERATING EXPENSES 31,788 37,842 6,054 71,928 76,360 4,432 436,050
NET OPERATING INCOME I [ LOSS) 62,880 57,528 8,352 119,040 114,380 4,660 711,390
DEPREC, INTEREST & OTHER EXPENSE
DEPRECIATION EXPENSE 30,723 39,648 77) 61.445 61,292 153) 367,752
AMORTIZATION EXPENSE 325 303 22) 651 605 45) 3,536
INTERESTEXPENSE 36,964 38,964 0 77,928 77,928 0 467,558
TOTAL DEPREC, INTEREST & OTHER 70,012 69,913 99) 140,024 139,826 198) 836,956
NET INCOME I (LOSS) 7,132) 18,385) 5,853 20,984) 25,446) 4,462 127,866)
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March 2012
We have a lot of fun activities planned for the month of March. Two mu-
sical groups will be performing this month. Neither group has performed
for us before. The Maple Street Ramblers are a Dixieland Jazz Band and
they will be performing at our open house on Tuesday, March 27th from
5:30-6:30. The open house starts at 4:00 and residents are welcome to
attend. It can get very busy so I always appreciate help during an open
house, replenishing food, chatting with people between tours, help with
set up and clean up, and answering questions that prospective residents
may have. Hope to see you there!
I want to thank Nedra & Jim for taking charge of the birthday party in
February and as always thanks to Sam who gets the delicious cake for
every birthday party!
ka- R .. e r
PP
St. Patrick's Day Party .
We are going to celebrate St. Patrick's day on Thursday,
March 15th beginning at 12:00. We will have musical en -
7 =
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ALL` tertainment provided by CODA, which is a saxophone/
keyboard duo. They come recommended by one of our resi-
dents. We will be having sandwiches, side dishes and chips.
After the performance, at 2:00, we will be having birthday
P
cake for dessert! The cost will be $3.00 and sign up will be
Thursday, March 8th and Friday March 9th in the communityYYY
room from 10-12. The last day to sign up will be Tuesday, 04"511
Mach 13th. If you can help with the art there will be a sign
up sheet outside my office.
J_ Hope you can j oin us !
r r
r ori ori v ri r w r w i w ri tri r r ori vi tri tri r ri
Rent is due on or before Monday, March 5th
Xi
ffgppy Birthday to the followin
residents this month:
offMarch Birthdays will be celebrated on
Thursday, March 15th at 2:00 in the Community
Room following the St. Patrick's day party.
The birthday celebration is open to all residents who wish to come down
and help us celebrate.
Even if it's not your birthday)
Our birthday party is always on the 3rd Thursday of the month.
Helen Freng March 4th
Betty Bahl March 9th
Nancy Holter March 14th
Sam Gendler March 22nd
Grace Lynch March 23rd
Dorothy Shoemaker March 23rd
Arlene Bolinski March 27th
Jean Gimmestad
Maryalyce Elsen
Nedra Halsted
Frank Heglund
Jean Pastorek
March 29th
March 31 st
March 31 st
March 31 st
March 31 st
Coffee/Resident Meeting
We will be having a special guest join us at coffee hour on Wednesday,
March 7th, her name is Trudy Hanus, and she works at the Plymouth Library.
She is going to talk about a program they have coming up in May called Arm
Chair Travel. The programs will be on 4 Wednesdays in May and at each
one a different country will be explored. On Wednesday, May 2nd the country is Bolivia, May
9th it is Japan, the 16th is Ethiopia, and Wednesday, May 23rd it is Antarctica. At the meeting
Trudy will be providing more information about the programs and about transportation to the
library so that you are able to attend. We are lucky to have the Plymouth Library so close to
Vicksburg Crossing. Please come to the resident meeting to find out everything it has to offer
our community!
It was one of those March days when the sun shines hot and the wind blows
cold: when it is summer in the light, and winter in the shade. Charles Dickens
IU1ldlllg end MalntenaRCO Update
Just a friendly reminder for all dog owners: Please bring a plastic bag out with
you to clean up after your dog.
Maintenance will furnish appliance bulbs and bulbs for the kitchen light over
the sink. Maintenance can also change light bulbs in ceiling fixtures for you
however, it is the responsibility of residents to furnish these bulbs.
We recently had the fire alarms go off in the building due to someone who
burned food in their apartment. It is a good reminder for everyone that if you
do burn food it is best to open your windows and turn on your bathroom fan,
but not open your door, if you immediately open your door the smoke will
set off the building alarm.
If it is a fire and not gust burning food leave your apartment and call 911.
Welcome
We had one new resident move in this month, Joyce Finn, moved into apartment 321r
Welcome to Vicksburg Crossing! !
Nail Clinic
Comfort Keepers will be having a nail clinic on Thursday, March 22nd in the Community
Room beginning at 1:30. They will soak your feet and trim your toe nails. If you are inter-
ested there is a sign up sheet outside my office.
Pedicure/Manicure
Get ready for spring! Time to spruce up your toes before sandald'y weather arrives. Enjoy a manicure, pedicure or both right here in the
Vicksburg Crossing community room.
Mary, who has been recommended by one of our residents, will be available on
Monday, March 26th beginning at 1:00. She works at Nails Devie, which is a pro-
fessional nail service. I will have a sign up sheet outside my office. Her rates are
very reasonable: a pedicure is $25.00,
a manicure is $15.00
and if you would like both it is $40.00.
This is a service we would like to offer on a regular basis if we have enough inter-
ested residents.
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TO:
FROM:
MEETING DATE:
SUBJECT:
BACKGROUND:
Agenda Number a `1)'
PLYMOUTH HOUSING AND
REDEVELOPMENT AUTHORITY
STAFF REPORT
Plymouth Housing and Redevelopment Authority
Denise Whalen, Support Services Manager through Steve Juetten,
Executive Director
March 22, 2012
Authorize HRA Executive Director to Sign State of Minnesota Joint
Powers Agreement with Bureau of Criminal Apprehension
Plymouth HRA is required to conduct background checks for our Section 8 applicants. Since
background checks became mandatory, staff has had an agreement with the police department to
perform such checks at no cost to the HRA.
On January 4, 2012, staff was notified by the police department that our Originating Agency
Identifier (ORI) number had expired and staff needed to obtain a new ORI number. Staff
initiated the process with the Federal Bureau of Investigation.
On January 23, 2012, staff received the ORI number which was then reported to the Minnesota
Bureau of Criminal Apprehension (BCA). The police department was then able to conduct
background checks using methods of access to the BCA's systems and tools.
On March 14, 2012, staff received a Joint Powers Agreement from the State of Minnesota BCA
which must be signed by the authorized representative for the HRA.
RECOMMENDATION:
Staff is recommending that the HRA Board authorize Executive Director Steve Juetten to
execute the Joint Powers Agreement and any other required documentation on behalf of the
Plymouth HRA.
ATTACHMENTS:
1. State of Minnesota Joint Powers Agreement Criminal Justice Agency
SWIFT Contract # 42910
MN002019 Q
STATE OF MINNESOTA
JOINT POWERS AGREEMENT
CRIMINAL JUSTICE AGENCY
This agreement is between the State of Minnesota, acting through its Department of Public Safety, Bureau of Criminal
Apprehension ("BCA") and the City of Plymouth on behalf of its Housing and Redevelopment Authority ("Agency").
Recitals
Under Minn. Stat. § 471.59, the BCA and the Agency are empowered to engage in such agreements as are necessary to
exercise their powers. Under Minn. Stat. § 299CA6 the BCA must provide a criminal justice data communications
network to benefit criminal justice agencies in Minnesota. The Agency is authorized by law to utilize the criminal justice
data communications network pursuant to the terms set out in this agreement. In addition, BCA either maintains
repositories of data or has access to repositories of data that benefit criminal justice agencies in performing their duties.
Agency wants to access these data in support of its criminal justice duties.
The purpose of this Agreement is to create a method by which the Agency has access to those systems and tools for which
it has eligibility, and to memorialize the requirements to obtain access and the limitations on the access.
Agreement
Term of Agreement
11 Effective date: This Agreement is effective on the date the BCA obtains all required signatures under Minn.
Stat. § 16C.05, subdivision 2.
1.2 Expiration date: This Agreement expires five years from the date it is effective.
2 Agreement between the Parties
21 General access. BCA agrees to provide Agency with access to the Minnesota Criminal Justice Data
Communications Network (CJDN) and those systems and tools which the Agency is authorized by law to access via
the CJDN for the purposes outlined in Minn. Stat. § 299C.46.
2.2 Methods of access.
The BCA offers three (3) methods of access to its systems and tools. The methods of access are:
A. Direct access occurs when individual users at the Agency use Agency's equipment to access the BCA's
systems and tools. This is generally accomplished by an individual user entering a query into one of BCA's
systems or tools.
B. Indirect access occurs when individual users at the Agency go to another Agency to obtain data and
information from BCA's systems and tools. This method of access generally results in the Agency with indirect
access obtaining the needed data and information in a physical format like a paper report.
C. Computer -to -computer system interface occurs when Agency's computer exchanges data and information
with BCA's computer systems and tools using an interface. Without limitation, interface types include: state
message switch, web services, enterprise service bus and message queuing.
For putposes of this Agreement, Agency employees or contractors may use any of these methods to use BCA's
systems and tools as described in this Agreement. Agency will select a method of access and can change the
methodology following the process in Clause 2.10.
2.3 Federal systems access. In addition, pursuant to 28 CFR §20.30-38 and Minn. Stat. §299C.58, BCA will provide
Agency with access to the Federal Bureau of Investigation (FBI) National Crime Information Center.
SWIFT Contract # 42910
MN002019Q
2.4 Agency policies. Both the BCA and the FBI's Criminal Justice Information Systems (FBI-CJIS) have policies,
regulations and laws on access, use, audit, dissemination, hit confirmation, logging, quality assurance, screening (pre-
employment), security, timeliness, training, use of the system, and validation. Agency has created its own policies to
ensure that Agency's employees and contractors comply with all applicable requirements. Agency ensures this
compliance through appropriate enforcement. These BCA and FBI-CJIS policies and regulations, as amended and
updated from time to time, are incorporated into this Agreement by reference. The policies are available at
www.dps.state.rrm..us/cjdn/.
2.5 Agency resources. To assist Agency in complying with the federal and state requirements on access to and use of
the various systems and tools, information is available at https:H/ ps.x.state.mn.us/sites/bcascivieceatalog/default.aspx.
2.6 Access granted.
A. Agency is granted permission to use all current and future BCA systems and tools for which Agency is
eligible. Eligibility is dependent on Agency (i) satisfying all applicable federal or state statutory requirements; (ii)
complying with the terms of this Agreement; and (iii) acceptance by BCA of Agency's written request for use of a
specific system or tool.
B. To facilitate changes in systems and tools, Agency grants its Authorized Representative authority to make
written requests for those systems and tools provided by BCA that the Agency needs to meet its criminal justice
obligations and for which Agency is eligible.
2.7 Future access. On written request by Agency, BCA also may provide Agency with access to those systems or
tools which may become available after the signing of this Agreement, to the extent that the access is authorized by
applicable state and federal law. Agency agrees to be bound by the terms and conditions contained in this Agreement
that when utilizing new systems or tools provided under this Agreement.
2.8 Limitations on access. BCA agrees that it will comply with applicable state and federal laws when making
information accessible. Agency agrees that it will comply with applicable state and federal laws when accessing,
entering, using, disseminating, and storing data. Each party is responsible for its own compliance with the most
current applicable state and federal laws.
2.9 Supersedes prior agreements. This Agreement supersedes any and all prior agreements between the BCA and
the Agency regarding access to and use of systems and tools provided by BCA.
2.10 Requirement to update information. The parties agree that if there is a change to any of the information
whether required by law or this Agreement, the party will send the new information to the other party in writing
within 30 days of the change. This clause does not apply to changes in systems or tools provided under this
Agreement.
This requirement to give notice additionally applies to changes in the individual or organization serving a city as its
prosecutor. Any change in performance of the prosecutorial function needs to be provided to the BCA in writing by
giving notice to the Service Desk, BCA.Ser-viceDesk@state.mn.us.
2.11 Transaction record. The BCA creates and maintains a transaction record for each exchange of data utilizing its
systems and tools. In order to meet FBI-CJIS requirements and to perform the audits described in Clause 7, there
must be a method of identifying which individual users at the Agency conducted a particular transaction.
If Agency uses either direct access as described in Clause 2.2A or indirect access as described in CIause 2.213, BCA's
transaction record meets FBI-CJIS requirements.
When Agency's method of access is a computer to computer interface as described in Clause 2.2C, the Agency must
keep a transaction record sufficient to satisfy FBI-CJIS requirements and permit the audits described in Clause 7 to
occur.
SWIFT Contract # 42910
MN002019Q
If an Agency accesses and maintains data from the Driver and Vehicle Services Division in the Minnesota
Department of Public Safety, Agency must have a transaction record of all access to the data that are maintained. The
transaction record must include the individual user who requested access, and the date, time and content of the
request. The transaction record must also include the date, time and content of the response along with the destination
to which the data were sent. The transaction record must be maintained for a minimum of six (6) years from the date
the transaction occurred and must be made available to the BCA within one (1) business day of the BCA's request.
2.12 Court information access. Certain BCA systems and tools that include access to and/or submission of Court
Records may only be utilized by the Agency if the Agency completes the Court Data Services Subscriber
Amendment, which upon execution will be incorporated into this Agreement by reference. These BCA systems and
tools are identified in the written request made by Agency under Clause 2.6 above. The Court Data Services
Subscriber Amendment provides important additional terms, including but not limited to privacy (see Clause 5.2,
below), fees (see Clause 3 below), and transaction records or logs, that govern Agency's access to and/or submission
of the Court Records delivered through the BCA systems and tools.
3 Payment
The Agency currently accesses the criminal justice data communications network described in Minn. Stat. §299C.46.
No charges will be assessed to the agency as a condition of this agreement.
If Agency chooses to execute the Court Data Services Subscriber Amendment referred to in Clause 2.12 in order to
access and/or submit Court Records via BCA's systems, additional fees, if any, are addressed in that amendment.
4 Authorized Representatives
The BCA's Authorized Representative is Dana Gotz, Department of Public Safety, Bureau of Criminal Apprehension,
Minnesota Justice Information Services, 1430 Maryland Avenue, St. Paul, MN 55106, 651-793-1007, or her
successor.
The Agency's Authorized Representative is Steve Juetten, HRA Executive Director, 3400 Plymouth Blvd, Plymouth,
MN 55447, (763) 509-5401, or his/her successor.
5 Assignment, Amendments, Waiver, and Contract Complete
5.1 Assignment. Neither party may assign nor transfer any rights or obligations under this Agreement.
5.2 Amendments. Any amendment to this Agreement, except those described in Clauses 2.6 and 2.7 above must be in
writing and will not be effective until it has been signed and approved by the'same parties who signed and
approved the original agreement, or their successors in office,
5.3 Waiver. If either party fails to enforce any provision of this Agreement, that failure does not waive the provision
or the right to enforce it.
5.4 Contract Complete. This Agreement contains all negotiations and agreements between the BCA and the Agency.
No other understanding regarding this Agreement, whether written or oral, may be used to bind either party.
6 Liability
Each party will be responsible for its own acts and behavior and the results thereof and shall not be responsible or
liable for the other party's actions and consequences of those actions. The Minnesota Torts Claims Act, Minn. Stat. §
3.736 and other applicable laws govern the BCA's liability. The Minnesota Municipal Tort Claims Act, Minn. Stat.
Ch. 466, governs the Agency's liability.
7 Audits
7.1 Under Minn. Stat. § 16C.05, subd. 5, the Agency's books, records, documents, internal policies and accounting
procedures and practices relevant to this Agreement are subject to examination by the BCA, the State Auditor or
Legislative Auditor, as appropriate, for a minimum of six years from the end of this Agreement. Under Minn. Stat. §
6.551, the State Auditor may examine the books, records, documents, and accounting procedures and practices of
BCA. The examination shall be limited to the books, records, documents, and accounting procedures and practices
that are relevant to this Agreement.
SWIFT Contract # 4291 D
MN002019 Q
7.2 Under applicable state and federal law, the Agency's records are subject to examination by the BCA to ensure
compliance with laws, regulations and policies about access, use, and dissemination of data.
7.3 If Agency accesses federal databases, the Agency's records are subject to examination by the FBI and Agency will
cooperate with FBI examiners and make any requested data available for review and audit.
7.4 To facilitate the audits required by state and federal law, Agency is required to have an inventory of the equipment
used to access the data covered by this Agreement and the physical location of each.
Government Data Practices
8.1 BCA and Agency. The Agency and BCA must comply with the Minnesota Government Data Practices Act,
Minn. Stat. Ch. 13, as it applies to all data accessible under this Agreement, and as it applies to all data created,
collected, received, stored, used, maintained, or disseminated by the Agency under this Agreement. The remedies of
Minn. Stat. §§ 13.08 and 13.09 apply to the release of the data referred to in this clause by either the Agency or the
BCA.
8.2 Court Records. If Agency chooses to execute the Court Data Services Subscriber Amendment referred to in
Clause 2.12 in order to access and/or submit Court Records via BCA's systems, the following provisions regarding
data practices also apply. The Court is not subject to Minn. Stat. Ch. 13 (see section 13.90) but is subject to the Rules
of Public Access to Records of the Judicial Branch promulgated by the Minnesota Supreme Court. All parties
acknowledge and agree that Minn. Stat. § 13.03, subdivision 4(e) requires that the BCA and the Agency comply with
the Rules of Public Access for those data received from Court under the Court Data Services Subscriber Amendment.
All parties also acknowledge and agree that the use of, access to or submission of Court Records, as that term is
defined in the Court Data Services Subscriber Amendment, may be restricted by rules promulgated by the Minnesota
Supreme Court, applicable state statute or federal law. All parties acknowledge and agree that these applicable
restrictions must be followed in the appropriate circumstances.
9 Investigation of alleged violations; sanctions
For purposes of this clause, "Individual User" means an employee or contractor of Agency.
9.1 Investigation. Agency and BCA agree to cooperate in the investigation and possible prosecution of suspected
violations of federal law, state law, and policies and procedures referenced in this Agreement. When BCA becomes
aware that a violation may have occurred, BCA will inform Agency of the suspected violation, subject to any
restrictions in applicable law. When Agency becomes aware that a violation has occurred, Agency will inform BCA
subject to any restrictions in applicable law.
9.2 Sanctions Involving Only BCA Systems and Tools.
The following provisions apply to BCA systems and tools not covered by the Court Data Services Subscriber
Amendment.
9.2.1 For BCA systems and tools that are not covered by the Court Data Services Subscriber Amendment, Agency
must determine if and when an involved Individual User's access to systems or tools is to be temporarily or
permanently eliminated. The decision to suspend or terminate access may be made as soon as alleged violation is
discovered, after notice of an alleged violation is received, or after an investigation has occurred. Agency must report
the status of the Individual User's access to BCA without delay.
9.2.2 If BCA determines that Agency has jeopardized the integrity of the systems or tools covered in this Clause 9.2,
BCA may temporarily stop providing some or all the systems or tools under this Agreement until the failure is
remedied to the BCA's satisfaction. If Agency's failure is continuing or repeated, Clause 11.1 does not apply and
BCA may terminate this Agreement immediately,
4
SWIFT Contract # 42910
MN002019Q
9.3 Sanctions Involving Only Court Data Services
The following provisions apply to those systems and tools covered by the Court Data Services Subscriber
Amendment, if it has been signed by Agency. As part of the agreement between the Court and the BCA for the
delivery of the systems and tools that are covered by the Court Data Services Subscriber Amendment, BCA is
required to suspend or terminate access to or use of the systems and tools either on its own initiative or when directed
by the Court. The decision to suspend or terminate access may be made as soon as an alleged violation is discovered,
after notice of an alleged violation is received, or after an investigation has occurred. The decision to suspend or
terminate may also be made based on a request from the Authorized Representative of Agency. The agreement
further provides that only the Court has the authority to reinstate access and use.
9.3.1 Agency understands that if it has signed the Court Data Services Subscriber Amendment and if Agency's
Individual Users violate the provisions of that Amendment, access and use will be suspended by BCA or Court.
Agency also understands that reinstatement is only at the direction of the Court.
9.3.2 Agency further agrees that if Agency believes that one or more of its Individual Users have violated the terms of
the Amendment, it will notify BCA and Court so that an investigation as described in Clause 9.1 may occur.
10 Venue
Venue for all legal proceedings involving this Agreement, or its breach, must be in the appropriate state or federal
court with competent jurisdiction in Ramsey County, Minnesota.
11 Termination
11.1 Termination. The BCA or the Agency may terminate this Agreement at any time, with or without cause, upon 30
days' written notice to the other party's Authorized Representative.
11.2 Termination for Insufficient Funding. Either party may immediately terminate this Agreement if it does not
obtain funding from the Minnesota Legislature, or other funding source; or if funding cannot be continued at a level
sufficient to allow for the payment of the services covered here. Termination must be by written notice to the other
party's authorized representative. The Agency is not obligated to pay for any services that are provided after notice
and effective date of termination. However, the BCA will be entitled to payment, determined on a pro rata basis, for
services satisfactorily performed to the extent that funds are available. Neither party will be assessed any penalty if
the agreement is terminated because of the decision of the Minnesota Legislature, or other funding source, not to
appropriate funds. Notice of the lack of funding must be provided within a reasonable time of the affected party
receiving that notice.
12 Continuing obligations
The following clauses survive the expiration or cancellation of this Agreement: 6. Liability; 7. Audits; 8. Government
Data Practices; 9. Investigation of alleged violations; sanctions; and l O.Venue.
THE REMAINING PORTION OF THIS PAGE WAS INTENTIONALLY LEFT BLANK)
SWIFT Contract # 4291.0
MN002019Q
The parties indicate their agreement and authority to execute this Agreement by signing below.
1. STATE ENCUMBRANCE VERIFICATION 3. DEPARTMENT OF PUBLIC SAFETY, BUREAU OF
Individual certif es thatfiends have been encumbered as required CRIMINAL APPREHENSION
by Minn. Stat. §§ 16A.15 and 16C.05.
Name:
Name: (PRINTED)
PRINTED)
Signed:
Date:
CFMS Contract No. A-
2. AGENCY
Name:
PRINTED)
Signed:
Title:
with delegated authority)
Date:
Name:
PRINTED)
Signed:
Title:
with delegated authority)
Date:
Signed:
Title:
with delegated authority)
Date:
4. COMNIISSIONER OF ADMINISTRATION
delegated to Materials Management Division
By:
Date:
Agenda Number :3,0 •
PLYMOUTH HOUSING AND
REDEVELOPMENT AUTHORITY
STAFF REPORT
TO: Plymouth Housing and Redevelopment Authority
FROM: Kip Berglund, HRA Specialist through Jim Barnes, Housing Manager
through Steve Juetten, Executive Director
MEETING DATE: March 22, 2012
SUBJECT: First Time Homebuyer Loan Modification Request — Consider loan
modification request for the existing loan for property located at 5465
Orleans Lane North, #5, 55442
BACKGROUND:
The HRA has received a request from Carolyn Hervin (formally known as Carolyn Norris)
requesting a modification to her $25,000.00 First Time Home Buyer Loan that she received in
March 2007. Attached is the letter from Ms. Hervin explaining her situation and reasons for the
modification as well as a proposed modification. In addition to the current modification request,
Ms Hervin requested and was denied by staff a full forgiveness of the loan as part of a short sale
in March 2010 and was denied again in February 2012 a request to rent the property for ten years
without payment to allow for property values to rebound.
The proposed modification is to turn the zero interest deferred loan into a loan that would have
monthly payments and would be paid off over the next ten years. In addition to the loan
modification, Ms. Hervin is also requesting that the HRA allow her to rent out her current home.
In June, 2011, the HRA Board reviewed and allowed a similar situation as the one being
proposed by Ms. Hervin. That First Time Homebuyer was allowed to modify her loan by
making an initial twenty-five percent payment and to make annual payments for up to ten years
or until the property is sold. She was also allowed to rent out her home and move into a larger
home to accommodate her growing family. Staff confirmed with HUD that the proposed
repayment method is allowed per CDBG guidelines and worked with the City's attorney to have
a modified Mortgage and Promissory Note drafted and signed by the applicant.
Loan Modification Request
Page 2
Ms. Hervin's request is different in that she is not proposing to provide an initial twenty-five
percent payment. Rather she is requesting to provide an initial four percent payment ($1,000)
and $200 monthly payments for up to ten years, Staff did discuss the option for the initial
twenty-five percent payment and annual payments thereafter until the property sells or for up to
ten years but Ms. Hervin declined staff's offer.
Staff is of the opinion that requiring the larger initial payment is a fair compromise to the
original terms of the loan. It also ensures that at least a quarter of the loan is repaid. Staff also is
of the opinion the larger initial payments help to build the first time homebuyer funds available
for new eligible applicants faster than just monthly or annual payments would.
RECOMMENDATION:
I recommend that the Plymouth Housing and Redevelopment Authority Board of
Commissioners discuss the proposed loan modification request and attached letter and
provide staff with direction on the request.
ATTACHMENTS:
1. Letter from homeowner
February 20, 2012
City Of Plymouth HRA Board
To Whom It May Concern;
This letter is to request the City of Plymouth's HRA Board's written permission to rent out the
property located at 5465 Orleans Lane North 45 for which I hold a $25,000.00 first time homebuyer loan
for the below listed terms and reasons.
I am requesting that the City of Plymouth allow the property to be rented for a 10 year period of
time. I am proposing that my current promissory note be revised to pay $1000.00 tip front and once the
property is rented $200.00 a month for 10 years at which time the balance owed will be paid in full,
I am requesting to rent the property because we are unable to sell the property due to the decline
in property values and my family has become too large to live in our small townhouse. I plan to move my
family in with relatives while we rent out our current home and I search for employment as a Nursing
Home Administrator. I have held a Minnesota license for just over a year and been unable to find a
position within the metro area. Once the property is rented we will be able to relocate anywhere within
the state so I can expand my search for employment in my field, Once I have secured a position we will
be able to purchase another home in that area with our current home being rented.
It has been explained to me that the board has granted other first time homebuyer loan the
opportunity to rent their home with 25% down and an annual payment of $1875.00. I must reiterate that
the 25% down is not an option for my family; we simply do not have the funds to provide to you. I can
provide the $1000.00 immediately upon written approval to rent out the property and monthly payments
once the property is rented.
I appreciate your consideration in this matter.
Carolyn Hervin
763.898.7451
Agenda Number 3 . E)
PLYMOUTH HOUSING AND
REDEVELOPMENT AUTHORITY
STAFF REPORT
TO: Plymouth Housing and Redevelopment Authority
FROM: Jim Barnes, Housing Manager through Steve Juetten, Executive Director
MEETING DATE: March 22, 2012
SUBJECT: Potential Redevelopment — Industrial Area Southeast of Medicine Lake.
BACKGROUND:
At the January HRA meeting, the Board directed staff to look at possible options for the
redevelopment of five parcels located at the southeast end of Medicine Lake. (see attached
location map).
Staff and Ehler's have reviewed the site and have come up with three options for redevelopment.
The Board should keep in mind that these options are very simple and rough and would be
modified by a developer working with an architect to achieve the best and highest use Cor the site
based on market conditions. The scenarios include the following:
Redevelop the area with all housing
Redevelop the area with a mix of commercial office and housing
Redevelop the area with a mix of commercial office, housing and retail
Housing Only
This option includes 580 housing units in four buildings that are three or four stones in height.
This is approximately 16 -units per acre, which would fit under current City guiding. Under this
scenario, staff does not believe there would be any need for road improvements as the current
roads are underutilized and the increase in traffic would not have a significant impact on the
existing roads. Ehlers has estimated that Tax Increment Financing (TIF) could generate
13,704,336 to assist the project.
Housing and Commercial Office Mix
This option includes 269 housing units in two buildings that are four stories in height. This
scenario also includes 250,000 sq/ft of office space in two buildings that are each four stories in
height. Under this scenario, staff believes the roads would require significant changes to
accommodate the expected increase in traffic levels. Improvements would include re -working
the on/off ramps of 169 at 1311'
Avenue. Doran Cote, the City's Public Works Director, is of the
opinion that these improvements would be in excess of $5 million dollars. Ehlers has projected
that this type of project could generate $10,109,433 in TIF to assist the project.
Housing, Commercial Office and Retail Mix
The final option staff considered is a development with 250 housing units in two buildings that
are three stories in height, 156,000 sq/ft of office space in two buildings and 25,000 sq/ft of retail
space. This scenario would require the same changes in road and traffic improvements as the
Housing and Commercial Office mix above. Ehler's has estimated that this type of project could
generate $8,399,404 in TIF to assist the project.
There are many different scenarios that could be considered and would be driven by the private
sector and the market needs for our region. In order to take this to the next stage, staff is of the
opinion we would have to begin discussions with potential developers and perhaps the property
owners to determine if there is an interest in redeveloping the site and what the a project of this
nature would cost. The Board should also be aware that a blight study would have to be
completed on the buildings to determine whether the site would qualify for a TIP Redevelopment
District.
Iki_Xdlei. Ti U;IzIJsfCe1:A
I recommend that the PIymouth Housing and Redevelopment Authority Board of
Commissioners discuss this potential opportunity and provide staff with direction.
ATTACHMENTS:
1. Location Map
2. Parcel information
3. Maps of potential scenarios
4. Estimated Traffic Counts
5. E-mail from United Properties
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James Barnes
Subject: Plymouth Site
From: Bill Katter.[mailto:bilLkatter( uproperties.c
Sent: Tuesday, August 23, 20112:40 PM
To; James Barnes
Subject: RE: Plymouth Site
Hi Jim, sorry for the delay in responding to you.
We are still discussing our interest in the site. Our current thinking is that it will be a very expensive assemblage, perhaps
a factor of at least 150% higher than the assessed values, and we do not believe the land is worth $15/sf or more.
Therefore it would require a significant writedown/subsidy and we're not certain that is going to be feasible for the City.
Thoughts?
William P. Katter
Sr. Vice President
Investments t Development
UNITED
PROPERTIES
5revvt1,.:aprop rgies com
3500 American Blvd W - #200
Minneapolis, MN 55431
952 837 8525 l Phone
952 835 8870 I Fax
612 270 9137 l Cell
bil I.katter(cr7. u properties. com
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