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HomeMy WebLinkAboutHousing & Redevelopment Authority Packet 05-24-2012MEETING AGENDA PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY THURSDAY, MAY 24, 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 April 26, 2012. B. Plymouth Towne Square. Accept Monthly Housing Report. C. Vicksburg Crossing. Accept Monthly Housing/Marketing Report. 3. PUBLIC HEARING A. Section 8 Program. Proposed changes to the Housing Choice Voucher Administrative Plan. 4. NEW BUSINESS A. Consider advertising for four project -based voucher units. (Requested by Dominium Development) B. HRA - Discuss Down Payment/ Foreclosure Programs 5. OLD BUSINESS A. Potential Redevelopment. Ryerson site (1605 State Highway 169) and adjacent properties. 6. ADJOURNMENT DRAFT MINUTES PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY April 26, 2012 PRESENT: Chairman Jeff Kulaszewicz, Commissioners Paul Caryotakis, Carl Runck and Jim Willis ABSENT: Commissioner Bob Stein STAFF PRESENT: Housing Program Manager Jim Barnes and Office Support Representative Janice Bergstrom . OTHERS PRESENT: Paul Tucci, Grace Management Representative Jody Boedigheimer 1. CALL TO ORDER Chairman Kulaszewicz called the Plymouth Housing and Redevelopment Authority meeting to order at 7:00 p.m. 2. CONSENT AGENDA A. Approve HRA Meeting Minutes from March 22 and April 10, 2012. Commissioner Runck changed verbiage in the March 22, 2012 minutes on page 4, paragraphs 5 and 6, to read as follows: Paragraph 5: "Commissioner Runck stated that making an office use work is pretty tough unless you have an anchor tenant lined up." Paragraph 6: "Commissioner Runck said that with the lakeside park, that would seem to be logical." B. Plymouth Towne Square. Accept Monthly Housing Report for March, 2012. C. Vicksburg Crossing. Accept Monthly Housing/Marketing Report for March, 2012. MOTION by Commissioner Willis seconded by Commissioner Caryotakis, to approve the consent agenda with amendments. Vote. 4 Ayes. MOTION approved. 3. OLD BUSINESS A. Oppidan Development. Review and approve the development agreement with Oppidan for TIF District 1-3 for redevelopment of the Plymouth Shopping Center located on State Highway 55 just west of County Road 73. Draft Plymouth Housing and Redevelopment Authority April 26, 2012 Page 2 Housing Program Manager Barnes gave an overview of the staff report. Housing Program Manager Barnes noted the interest rate is now 6%, which is one-half percent less than August, 2011 assumption. He reviewed the two issues which have now been resolved satisfactorily between Shelter Corporation and the HRA. Housing Program Manager Barnes said the language in the development agreement is now specific that Oppidan will be responsible for the public improvements. Housing Program Manager Barnes said language in the Declaration of Covenants was changed to say that any entity at this site must either pay taxes or enter into an agreement with the City for payment in lieu of taxes in an amount sufficient to meet the HRA's obligations at a mirrimum. Commissioner Willis asked the proposed date of the payment schedule. Housing Program Manager Barnes responded the first payment would be December 31, 2012 provided improvements have been verified as completed. Commissioner Willis asked when the interest begins to accrue. Housing Program Manager Baines said interest on the entire note will begin to accrue on December 31, 2012, and any interest accrued in the first couple years will be added on to the end of the note. Commissioner Willis asked who would hold this note. Housing Program Manager Barnes said the note will be issued to Oppidan, or their LLC which is KTJ 198 who will assign it to Minnwest Bank who will hold note. Commissioner Willis asked how many people are involved with the TIF note. Housing Program Manager Housing Program Manager Baines introduced Paul Tucci, representing Oppidan Development. Mr. Tucci said there are two parties involved -- Oppidan, Inc. and the owner of Oppidan, Inc. Commissioner Willis asked if either of those parties ever been subject to bankruptcy proceedings. Mr. Tucci said not in their existing format. Commissioner Willis said the City is not at risk in respect to its credit, but the City's name is on this. He said it would create a lot of problems for the community if any part of this project goes south" because one of the three developers does not develop it. He asked Housing Program Manager Barnes if he is comfortable that everything has been covered. Housing Program Manager Barnes stated he is comfortable with the tax increment that if something happens and a portion of this development does not occur, the City would be able to Draft Plymouth Housing and Redevelopment Authority April 26, 2012 Page 3 capture any of the tax increment and complete the public improvements including the demolition of the building and have the site ready for a viable project. Housing Program Manager Barnes concluded that after discussions with the City Attorney, financial advisors and Executive HRA Director Steve Juetten, the City is protected and we are comfortable going forward. Commissioner Willis asked if the developer is late in any aspect of the project, that would delay the increment which in turn means the interest on the note will increase at 6%. Housing Program Manager Barnes clarified that if timelines were not met they would be in default and the interest stops accruing. Commissioner Willis asked if McDonald's has signed a purchase agreement. Mr. Tucci said they received the final version today but neither Davis' nor McDonald's agreements are executed yet. He said Shelter Corporation has executed documents. Mr. Tucci said Davis expects to be in the ground by August or September to accommodate their anchor tenant. Mr. Tucci concurred with Housing Program Manager Barnes' statement regarding their obligations and said their intention is to build the road in two phases. He said the first phase would be done by November, 2012. Mr. Tucci said 2015 is the outside date; they plan to have the second phase completed by 2013. Commissioner Willis asked if the utilities will go through the area being surcharged. Mr. Tucci stated they would not. Chairman Kulaszewicz asked if the contractual date is 2015. Mr. Tucci said the contract with the end users is 2015. He said from the tax increment standpoint there are minimum values that will commence whether we build or not. Mr. Tucci explained that everyone is aware that if you buy the lot, you take your share of assessments on interim value and full final value, and you are taxed on the full value in two years. Commissioner Willis asked if the City Assessor has signed off on that. Housing Program Manager Barnes answered affirmatively. Chairman Kulaszewicz said these improvements are necessary anyway, whether they build or not. Housing Manager Bares said Community Development staff concurs that removing the building makes it a more marketable site. He said putting the new road on the north side of the site makes the most sense because of wetlands and the amount of soil correction needed on the south side would make it too expensive. Commissioner Willis concurred; he said the medical lot will have the most soil issues. W"1 01 Plymouth Housing and Redevelopment Authority April 26, 2012 Page 4 Mr, Tucci agreed and said $750,000 will be used for soil corrections. He said most of the soil is piling on the building site, and some top soil would be used for berming on the site. Mr, Tucci said there will be a floating parking lot. Chairman Kulaszewicz asked for clarification of the two changes in the documents. Housing Program Manager Barnes said revisions include replacing the term "Master Developer/Developer" with "Developer", which is Oppidan. Housing Program Manager Barnes said the Declaration of Restricted Covenants where amended to remove the list of types of corporations or entities that would not be able to own one of the parcels. Commissioner Willis asked if there is any loophole on the issue of the covenant and its legality. Housing Manager Barnes said the City's bond attorney was comfortable with the legality because the Declaration of Covenants is a recordable document that runs with the property. He said the attorney was unable to find any other case law findings that this document would not be supported. Housing Program Manager Barnes said the attorney reviewed this with the County who also felt this would be supported. Commissioner Willis said if there was a litigation on this, the City would be party to it - not the County. MOTION by Commissioner Willis, seconded by Commissioner Caryotakis, to approve the development agreement with Oppidan for TIF District 1-3 for redevelopment of the Plymouth Shopping Center located on State Highway 55 just west of County Road 73. Vote. 4 Ayes. MOTION approved. Chairman Kulaszewicz introduced Grace Management Representative .body Boedigheimer, who gave an overview of activity at Plymouth Towne Square and Vicksburg Crossing. Grace Management Representative Bodigheimer said Officer Angela Haseman visited Plymouth Towne Square and gave a refresher course on security issues and awareness of scams that target seniors. She said it has been quiet at both senior buildings, and they are at full capacity and turning apartments quickly. Commissioner Caryotakis asked about the market and if rents are strengthening a bit. Grace Management Representative Boedigheimer said she did not feel we are at the bottom end of the market in terms of our rates, She said they rarely have vacancies and the past 16-17 months have been a positive experience. Commissioner Runck asked how many tenants have early onset Alzheimer's or dementia. He said people who can be vulnerable to scammers tend to be in that group. Commissioner Runck said they tend to live independently longer than they should, on average, Draft Plymouth Housing and Redevelopment Authority April 26, 2012 Page 5 Grace Management Representative Bodigheimer said they see other issues such as a resident not being able to take care of themselves with cooking or bathing become too difficult. She said in both buildings they have 6-8 residents who receive some personal care support. Grace Management Representative Bodigheimer said once a year staff may need to talk with family members regarding a better suited environment. 4. ADJOURNMENT MOTION by Chairman Kulaszewicz, without objection, to adjourn the meeting at 7:26 p.m. MOTION approved. PLYMOUTH TOWNE SQUARE MEMORANDUM To; Jim Barnes From: Lori Jackson, Managing Director, Plymouth Towne Square Date: May 11, 2012 Re: PTS Monthly Report for April 2012 May Newsletter and Calendar attached OccupancylMarketing New residents moved into two bedroom apartment 132. New residents will be moving into two bedroom apartment 105 the. end of May Currently there are 132 names on the one bedroom wait list and 21 names on the two bedroom wait list. There are no notices to vacate. There will be full occupancy at the end of May. Administrative/Buildinq Operations DorGlass replaced windows in apartments 107,113,201,208,213,223 and 310 that had broken seals. $4097.50 Allstar Construction replaced a piece of soffit under the portico that blew off during high winds. $272.50 Owens finished replacing the condenser unit for the cooling system in the dining room. 8,900 Tim Belden tuned the piano in the dining room. $90.00 Resident Services The monthly PTS breakfast was held April 21St with a very good turnout. The breakfast will not be held in May due to a vacation schedule. Officer Angela Haseman came to talk about crime prevention and then the April birthdays were celebrated with chocolate cake and vanilla ice cream. Residents are getting ready to plant their vegetable gardens. Additional rhubarb was also planted. 15500 37th Avenue North • Plymouth, MN 55446-3250 Phone: (763) 550-9525 • Fax: (763) 551-0144 Owned by Plymoudi Housing and Rcdcvclopmenc Authority Balance Sheet PLYMOUTH iC. WNE SQUARE As Of April 30,201 2. Ending Balance ASSETS Total CURRENT ASSETS M I PETTY CASH 500 M I OPERATING ACCOUNT 71,537 M I SEC DEPOSIT CASH ACCOUNT 49,206 INVESTMENTS - WORKING CAPITAL FUND B35,478 INVESTMENTS - NEW DEBT SFRVJCF 3,387,510 ACCOUNTS REC-TENANTS 5,406 INTEREST RECEIVABLE 1,200 ACCOUNTS REC-OTHER 801 PREPAID PROPERTY INSURANCE 2,352 PREPAID OTHER 3,665 TOTAL CURRENT ASSETS 4,363,653 FIXED ASSETS LAND 459,247 SITE IMPROVEMENTS 111,390 BUILDING 5,767,619 BUILDING IMPROVEMENTS 301,779 FURN, FIXT & EQUIP -GENERAL 250,941 FURNITURE & FIXTURES - HOUSEKEEPING 8,696 COMPUTFRSlOFFICE EQUIPMENT 13,060 ACCUMULATED DEPRECIATION 3,041,145) TOTAL FIXED ASSETS 3,871,586 NON-CURRENT ASSETS DEFFERED CHG-BOND ISS COST 2011A 34,987 DEFERRED CHG - ORIG ISS COSTS 16,034 DEFERRED CHG - BDND ISS COSTS 20,645 TOTAL NON-CURRENT ASSETS kto] f_lM_1*3=k&i 71,665 8,306,905 Balance Sheet PLYMOUTH TWNE SQUARE 48,342 As Of April 30,2012. 3,285,000 BONDS PAYABLE- SERIES 2011A Ending Balance Total LIABILITIES 28,366) CURRENT LIABILITIES 74,243 ACCOUNTS PAYABLE -TRADE 30,994 ACCRUED PAYROLL. 1,793 ACCRUED COMPENSATED BALANCES 1,673 ACCRUED INTEREST 103,515 ACCRUED REAL ESTATE TAXES 10,300 ACCRUED OTHER 1,769 TOTAL CURRENT LIABILITIES 150,044 LONG-TERM LIABILITIES SECURITY DEPOSITS 48,342 BONDS PAYABLE 3,285,000 BONDS PAYABLE- SERIES 2011A 3,165,000 BOND DISCOUNT 28,366) BOND PREMIUM 74,243 6,544,219 TOTAL LIABILITIES 6,694,263 EQUITY RETAINED EARNINGS RSRVD FOR DS 3,275,369 RETAINED EARNINGS (1,653,376) TOTAL EQUITY 1,621,993 CURRENT YEAR INCOME!(LOSS) (9,351) TOTAL LIABILITIES & EQUITY 8,306,905 Profit and Loss Variance PLYMoum TOWNS SOI JARS Through April 30,2012, MTD Actual Budget Var. YTD Actual Budget Var. Year Budget INCOME APARTMENT RENTAL REVENUE 52,950 50,655 2,294 214,523 202,624 11,899 607,072 HRAINDIVIDUAL 18,000 10,000 0 72,000 72,900 0 216.000 GARAGE RENT 2,725 2,860 155) 11,835 11,520 115 34,560 GUEST ROOM REVENUE 0 200 200) 250 800 550) 2,400 LAUNDRY REVENUE 801 700 21 3,350 3,120 230 9,350 APPLICATION FEE REVENUE 70 53 17 245 212 33 636 TRANSFER FEE REVENUE 0 0 0 0 500 800) 500 INVESTMENT INCOME 303 300 3 1,200 1,200 9 3,600 MISCELLANEOUS REVENUE 376 130 246 897 520 377 1,560 TOTALINCOME 75,224 72,999 2,225 304,109 292,498 11,813 876,488 EXPENSES ADMINISTRATION MANAGER SALARIESWGES 3,544 3,563 39 14,294 14,332 38 42,996 PAYROLLTAXES 847 643 4) 2,913 2,572 341) 7,716 HEALTH INSURANCE 479 55B 79 1,811 2,232 421 6,896 MRKERS COMP INSURANCE 154 193 39 686 772 Be 2,316 MAINTENANCE SALARIESAPAGES 1,500 1,483 17) 6,062 5,932 130) 17,795 MAINTENANCE ASST SALARIESNAGES 975 760 195) 3,625 3,120 505) 9,360 EMPLOYEECOSTS 45 51 6 203 204 2 612 SEMINAR7IRAINING 0 21 21 60 84 24 252 BANK FEES 54) 7 61 34) 28 62 84 DUES, SUBS & MEMBERSHIPS 0 0 0 55 0 55) 110 LICENSE B PERMITS 0 0 0 0 0 0 804 MILEAGE REIMBURSEMENT 112 50 62) 430 200 230) 600 POSTAGEIOVERNIGHT EXPRESS 4 11 7 20 44 24 132 PRINTING 0 12 12 0 48 48 144 MANAGEMENT FEES 4,400 4,400 0 17,600 17,600 0 52,800 PROFESSIONAL FEES 53 300 247 569 1,200 631 3,600 TELEPHONE EXPENSE 454 453 1) 1,815 1,012 3) 5,435 EQUIPMENT LEASEIREPAIR 244 155 69) 488 620 132 1,860 OFFICE SUPPLIES 0 95 95 52 380 328 1,140 MISCELLANEOUS ADMIN EXPENSE D 10 10 0 4D 40 120 TOTAL ADMIN EXPENSES 12,558 12,805 247 5D,648 51,220 572 154,664 RESIDENT SERVICES RESIDENT PROGRAWACTIVITJES 77 225 148 2,041 900 1,141) 4,075 TOTAL RES SERV EXPENSES 77 225 148 2,041 900 1,141) 4,075 MARKETING ADVERTISING 0 15 15 0 60 60 180 TOTAL MARKETING EXPENSES 0 16 15 0 6D 50 13D HOUSEKEEPING CONTRACT LADOR 1,394 1,420 27 5,574 5,680 106 17,040 CLEANING SUPPLIES 238 200 3B) 407 800 393 2,400 TOTAL HOUSEKEEPING EXPENSES 1,631 1,620 11} 5,981 6,480 499 19,440 Profit and Loss Variance PLYMOUTH TOWNE SQUARE Through April 30,2012. MTD Actual Budget Var. YTD Actual Budget Var. Year Budget BUILDING S GROUNDS CABLE TV EXPENSE 43 61 18 220 244 24 732 UTILITIES - ELECTRICITY 2,024 1,950 74) 7,243 7,950 107 24,900 UTILITIES - GAS 1,182 2,100 910 8,405 13,500 5,095 24,625 UTILITIES - WATERISEAER 564 550 14) 2,369 2,200 169) 8,400 WATER SOFTENING SERVICL 365 297 88) 1,448 1,168 260) 3,564 DOORS, KEYS a WNDOWS 2 420 418 2,468 1,680 788) 5,040 FIRE SYSTEM SERVICE 90 430 340 701 1,720 1.020 5,160 LAWN SERVICElLANDSCAPfSNOW RMVL 1,594 1,775 181 5,545 7,100 1,555 21,300 PESTCONTROL 0 0 0 142 165 23 BED TRASH REMOVAL 65D 720 70 2,525 2,000 355 8,640 UNIT TURNOVER REPAIRS 764 3,733 2,969 16,972 14,932 2040) 44,788 RESERVEIREPLACE CAPITAL EXPENSE 549 2,500 1,951 19,125 9,OD0 10,1251 171,810 ELEVATOR -REPAIRS & MAINTENANCE 479 650 171 1,916 2,600 684 7,600 REPAIRS & MAINTENANCE 9,481 5,675 7,806) 23,554 6,700 16,854) 28,525 BUILDING & GROUNDS SUPPLIES 3,100 915 2,105) 17,441 3,660 13,781) 10,980 HVAC- REPAIRS& MAINTENANCE 9,110 700 6,410) 11,677 2,800 B4O77) 0,400 MISCELLANEOUS B & G EXPENSES 0 15 15 0 60 60 180 TOTAL BUILDING&GROUNDS 30,027 18,491 11,536) 121,749 78,379 43,370( 375,512 OTHER OPERATING EXPENSES PROPERTY & LIABILITY INSURANCE 2,421 2,367 34) 9,510 9,548 38 28,644 PAYMENT IN LIEU OF PROPERTY TAX 2,576 2,500 75) 10,300 10,000 300) 30,000 TOTAL OTHER OPERATING EXPENSES 4,996 4,887 109) 19,810 19,548 262) 58,644 TOTAL OPERATING EXPENSES 49,290 38,043 11,247) 200,231 156,567 43,644) 612,515 NET OPERATING INCOME 7 ( LOSS) 25,935 34,966 9,021) 103,878 135,909 32,031) 263,973 DEPREC, INTEREST & OTHER EXPENSE DEPRECIATION EXPENSE 16,450 16,258 192) 65,799 65,032 767) 195,096 AMORTIZATION EXPENSE 465 475 10 1.860 1,900 40 5,700 INTEREST EXPENSE 11,357 11,367 0 45,570 45,468 102) 136,404 TOTAL DEPREC, INTEREST & OTHER 20,282 28,1 OD 102) 113,230 112,400 830) 337,20D NET INCOME I (LOSS) 2,347) 6,856 9,203) 9,351) 23,509 32,860) 73,2271 yR b N IV G N W a mr o 0 0 0 0 0 0 o O 6 0 C 6.. 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'^ 'Sb v O o W W c m b ?; g a z a 9 11 a w w r a I z z wy L V W l¢7 ri N W S Z ¢ m ee 0. 7 ? r F YW- r ¢ F W W W y y N W H Ifi W p K K 17i O W m 2 0 — Wm Z O d * 2 G ,^J mEl `i N h w y W W = r W¢ a m U 4 W a F Q d i.] W a WW 4 D p W Q ra x} r ¢ a ro w m= r o a a o w I o a 3 r w z z liq reffi. New residents Gerhard and Dorothy Jopp in apartment 105. We are very happy to have you! In ceCebration of Senior 9vfonth we wiffbe having a luau on Tuesday, May 811 at 1 pm. Johnny PineappCe wiffbe entertaining with beaut fuCHawaiian music, .appetizers and punch wiffbe served Tickets are $3.00 and wiffbe soCd Tuesday, vlay 1st and Wednesday, May 2ndfrom 10-I2 noon, REMINDER* PLEASE do not fill your freezer to full capacity. This causes the defroster to freeze up and water to run into the refrigerator. Also, if you do use the deep freezer in the kitchen, there is a 4 week limit. Your food items need to be marked with your name, apt. # and date. The building windows will be washed on Wednesday, May 9th from Sam to 8pm. A notice will be going out soon. The PTS Breakfast will not be held in May. Stayed tuned for a June date. The Potluck Supper will be held Friday, May 11th at 5:45 pm. N O N 4.0 cc d H c 2 J w rn J Y aaN U W oar U N Oi to 4) r r N L Y L L E E 0 UJ E E ca ca a a m m C) a LO a o 0 M r M 7t = 00 M 4] M e 00 r co Lo C!i r 00 N 00 O U O U O U O O Oj U O O D U O O O C p C Q] C C p} a) C (7? O Ol C LQ o f C L[1 o U) N Q U a naaTU 0 0 0 0 0 0 0 0 To 0 0 c? O o M9 i o M o m 0 r "I O Cl) O r O) Il - r U U U U U E a E `a E m Em E ca mC) mU m mU m0 0 0 0 0 0 0 0 0 0 0 M O M O to M O M O M O N CO r D 00 r CO r N CO r M CO al a) N6 N 7 N 2 NU) O a) N O W N T m a T (a 4- ca O U N U O A U N U O N U Q U m w oo Q N N o j U m CO p Q(D( owwCD LO C j Lo m m m E 0 o a" a E a m m E ro wm E ca m m E o n c g n D O pga EL EL C) CDCO C) o CD o C a p o N O O O O M o O 0O o o o d O N Q (+7 N d 0 oO oM OO oO r CA Q? N (D co d 0.) r N CD _ r Q? Q? N C6 N 67 67 r N co N O Q? N D L L L m E m a%_ a? W L U 7 O r -O U O m L O U L U 3O O cmc U O O p'fk fC1 Im c0il m m 1- D C a a) CIO o¢ mo Eo n E Eo E CL Eo CL E o SL m T:D a. m r EL m r n C1 m r d C1 0 0 0 0 0 0 0 0 0 6 0 0 0 0 0 0 M M M O M M M O r M M M O M M M O 1 00 cn r r- r CO (M r 1+ N CO O) r r- N CO Q? r h O P^v p r N CV! V"Cha mg Crossing MEMORANDUM To: Jim Barnes From: Sara Paquette Date: May 14, 2012 RE: Vicksburg Crossing Monthly Report for April 2012 May Newsletter and May Calendar attached 0960 Rentals: As of April 30th, we have 89 occupied apartments with 5 vacant, and we have 7 deposits at this time, giving us a total of 0 apartments available to rent. The residents in apartments 223 & 103 have given notice so those apartments will be available, and we received a deposit on March 24Th for apartment 223 and April 27th for apartment 103. The Low Income Apartment waiting list now has 38 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 May 1`11 May 1`4StyleA (23) 850 Sq Ft 1 Bedroom 21 2 4 May 12 June 1st Style C (8) 884 Sq Ft 1 + Den 8 0 0 Style C2 (8) 950 Sq Ft 1 + Den 7 1 1 June 1st Style D (8) 1187 Sq Ft 2 Bedroom 8 0 0 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 2 1 1 May 1st Affordable 33) 725 Sq Ft 1 Bedroom 32 1 1 May 1st TOTALS 1 1 189 16 17 3155 \/Ii lzsl?urg Laih, t N 55447 -Ph one (763)559-1877 • Fax (763)559-014.4 • wU-W.ci.Plpmooh.rnn.us Owuect by Plymouth Housing and RLdevelopment Anthmity EQUAL HOUSING OPPORTUNITY Move-Ins/Move-Outs: We had 2 move ins during the month of April, one into apartment 124, a market rate one bedroom, and one into apartment 218, an affordable one bedroom. We did not have any move outs during the month. Marketing The spring has been very busy. We have had a lot more walk in traffic and phone calls. This time of year we seem to have more serious prospects who anticipate moving in the near future. At this time all of our apartments are either occupied or we have a deposit. Resident Services Comfort Keepers had an ice cream social for residents on Thursday, April 26"". They provided the ice cream and several different toppings. They talked about the different services they can provide to residents. Mary came again this month to provide pedicures/manicures for the residents. They really appreciate having this service available in the community room at such a reasonable price. We had our monthly birthday party on Thursday, April 19th. 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 did not have any building issues this month. Balance Sheet As Of April 30,2012. Ending Balance ASSETS CURRENT ASSETS M I PETTY CASH 612 M I OPERATING ACCOUNT 384,885 M I SECURITY CASH ACCOUNT 53,652 INVESTMENTS - WORKING CAPITAL FUND 265,382 INVESTMENTS - DEBT SERVICE 193,585 ACCOUNTS REC-TENANTS 5,719) INTEREST RECEIVABLE 440 ACCOUNTS REC-OTHER 250 PREPAID PROPERTY INSURANCE 2,436 PREPAID OTHER 3,125 TOTAL. CURRENT ASSETS FIXED ASSETS LAND 874,593 SITE IMPROVEMENTS 238,793 BUILDING 9,025,428 FURNITURE, FIXTURES 8. EQUIP -GENERAL 348,957 COMPUTERSIOFFICE EQUIPMENT 4,711 ACCUMULATED DEPRECIATION 1,994,558) TOTAL FIXED ASSETS NON-CURRENT ASSETS BOND ISSUANCE COST TOTAL NON-CURRENT ASSETS TOTAL ASSETS 54,091 Total 898,810 8,497,924 54,091 9,454,826 Balance Sheet VICKSBURG CROSSING As Of April 30,2012. EQUITY RETAINED EARNINGS-RSRVD FOR DS 416,516 RETAINED EARNINGS (1,153,291) TOTAL EQUITY (736,773) CURRENT YEAR INCOMEI(LOSS) (47,206) TOTAL LIABILITIES & EQUITY 9,450,625 Ending Balance Total LIABILITIES CURRENT LIABILITIES ACCOUNTS PAYABLE -TRADE 10,340 PREPAID MONTHLY RENT 1,250 HEARTS & MEMORIALS FUND DONATIONS 112 ACCRUED PAYROLL 1,821 ACCRUED COMPENSATED BALANCES 1,673 ACCRUED INTEREST 112,360 ACCRUED REAL ESTATE TAXES 17,577 TOTAL CURRENT LIABILITIES 145,234 LONG-TERM LIABILITIES SECURITY DEPOSITS 53,094 BONDS PAYABLE 10,065,000 BOND DISCOUNT 28,522) 10,089,572 TOTAL LIABILITIES 10,234,606 EQUITY RETAINED EARNINGS-RSRVD FOR DS 416,516 RETAINED EARNINGS (1,153,291) TOTAL EQUITY (736,773) CURRENT YEAR INCOMEI(LOSS) (47,206) TOTAL LIABILITIES & EQUITY 9,450,625 Profit and Loss Variance VICKSBURG CROSSING Through April 30,2012. MTD Actual Budget Var. YTD Actual Budget Var. Year Budget INCOME APARTMENT RENTAL REVENUE 86,239 88,933 694) 342,293 348,357 6,054} 1,045,695 APARTMENT RENTAL REVENU E -COUNTY 2,646 2,679 33} 11,380 10,716 664 32,148 HRA SUBSICY- TAX LEVY 2,000 2,000 0 8,000 8,000 0 24,000 GARAGE RENT 2,835 2,025 11% 11,587 11,700 113} 35,100 GUEST ROOM REVENUE 365 98 257 755 392 363 1,178 LATE FEE REVENUE 40 0 40 80 0 80 0 APPLICATION FEE REVENUE 35 35 0 315 140 175 420 TRANSFER FEE REVENUE 0 0 0 0 0 0 500 INVESTMENT INCOME 104 100 4 418 406 18 1,200 MISCELLANEOUS REVENUE 05 600 115) 4,609 2,400 2,209 7,200 TOTAL INCOME 94,749 95,370 621) 379,437 382,105 2,668) 1,147,440 EXPENSES ADMINISTRATION MANAGER SALARIES 3,973 4,017 44 16,023 16,058 45 48,204 PAYROLL TAXES 677 691 14 3,033 2,754 269) 8,292 HEALTH INSURANCE 1,121 1,326 205 4,379 5,304 925 15,912 WORKERS COMP INSURANCE 142 205 63 609 820 211 2,460 MAINTENANCE SALARIESANkGES 1,590 1,463 17) 6,052 5,832 130) 17,796 MAINTENANCE ASST SALARIES 975 780 185) 3,625 3,120 505) 9,360 EMPLOYEE COSTS 45 51 6 203 204 2 612 SEMINARrrRAINING 0 21 21 40 84 44 252 BANK FEES 0 5 5 16 20 4 60 DUES, SUBS a MEMBERSHIPS 0 10 10 0 40 40 120 LICENSE 8 PERMITS 0 0 0 676 676 0 876 MILEAGE REIMBURSEMENT 117 50 67) 388 200 188) 600 POSTAGFIOVERNIGHT EXPRESS 7 16 9 52 64 12 192 PRINTING 0 5 5 0 20 20 60 MANAGEMENT FEES 4,000 4,000 0 16,000 16,000 0 48,000 PROFESSIONAL FEES 131 300 110 587 1,200 613 3,600 TELEPHONE EXPENSE 489 490 1 1,950 1,960 10 5,660 EQUIPMENT LEASEIREPAIR 247 125 122) 455 500 45 1,500 OFFICESUPPLIES 69 96 8 170 384 214 1,152 TOTAL ADMIN EXPENSES 13,513 13,671 158 54,268 55,360 1,092 164,928 RESIDENT SERVICES RESIDENT PROGRAWACTIVrRES 114 285 151 1,103 1,060 43) 4,515 TOTAL RES SERV EXPENSES 114 265 151 1,103 1,060 43) 4,515 MARKETING POSTAGE 0 0 0 15 0 15) 0 ADVERTISING 0 400 400 1,006 1,600 594 4,800 PROMOTIONALIPARTIES 0 0 9 309 0 309) 1,106 TOTAL MARKETING EXPENSES 0 400 400 1,330 1,690 270 5,900 HOUSEKEEPING CONTRACT LABOR 976 965 11) 3,958 3,860 98) 11,580 CLEANING SUPPLIES 84 100 16 BOB 400 208) 1,200 TOTAL HOUSEKEEPING EXPENSESS 1,060 1,065 5 4,596 4,260 30G) 12,780 Profit and Loss Variance VICKSBURG CROSSING Through April 30,2012. MTD Actual Budget Var. YTD Actual Budget Var. Year Budget BUILDING & GROUNDS CABLETVEXPENSE 120 115 5) 472 480 12) 1,360 UTILITIES ELECTRICITY 2,143 1,875 268) 8,548 8,500 49) 27,025 UTILITIES GAS 1,086 900 186) 10,245 12,400 2,155 23,350 UTIUTIES-WATERlSEWER 830 925 05 3,568 3,700 132 11,900 WATER SOFTENING SERVICE 146 128 18) 530 512 18) 1,536 DOORS, KEYS & WINDOWS 0 72 72 211 288 77 854 FIRE SYSTEM SERVICE 753 305 448) 1,327 1,220 107) 3,650 LAWN SERVICEILANDSCAPlSNOWRMVL 1,353 1,490 47 4,095 5,600 1,505 10,800 PEST CONTROL 0 0 0 351 166 186) 600 TRASH REMOVAL 802 735 67) 3,118 2,940 178) 5,820 UNIT TURNOVER REPAIRS 2,293 2,333 40 13,]75 9,332 3,843) 27,996 RESERVEIREPLACE CAPITAL EXPENSE 0 2,500 2,500 0 2,500 2,500 2,500 ELEVATOR -REPAIRS & MAINTENANCE 402 415 13 1,590 1,650 70 4,980 REPAIRS & MAINTENANCE 966 759 2 16) 9,016 3,000 6,016) 15,800 BUILDING& GROUNDS SUPPLIES 1,514 1,000 514) 3,578 4,000 422 12,000 HVAC -REPAIRS B MAINTENANCE 225 550 325 2,319 2.209 119) 6,600 MISCELLANEOUS B & G EXPENSES 0 15 15 0 60 60 180 TOTAL BUILDING & GROUNDS 12,632 14,018 1,386 62,145 58,537 3,608) 166,051 OTHER OPERATING EXPENSES PROPERTY & LIABILITY INSURANCE 2,555 2,492 63) 10,032 9,950 64) 29,904 PAYMENT IN LIEU OF PROPERTY TAX 4,394 4,331 63) 17,577 17,324 263) 51,972 TOTAL OTHER OPERATING EXPENSES 6,949 6,823 126) 27,609 27,292 317) 81,876 TOTAL OPERATING EXPENSES 34,268 36,242 1,974 151,421 148,109 2,912) 436,050 NET OPERATING INCOME / ( LOSS) 60,462 59,128 1,354 226,416 233,996 5,580) 711,390 DEPREC, INTEREST & OTHER EXPENSE DEPRECIATION EXPENSE 30,723 30,645 71) 122,590 122,554 306) 367,752 AMORTIZATION EXPENSE 325 303 22) 1,302 1,212 90) 3,636 INTEREST EXPENSE 35,984 30,964 0 151,431 155,856 4,425 467,568 TOTAL DEPREC, INTEREST & OTHER 70,012 69,913 99) 275,623 279,652 4,029 836,956 NET INCOME I (LOSS) 9,530) 10,785) 1,255 47,208) 45,656) 1,552) 127,566) N a Fr L a z z fy 0 0 cq cq y 9 10 WN b o a h G N N a M m o YS Y r n 4 bW Q h O N 1 fi C trl 6 N N O n ytlj da Y CM o g q. o o p p o q p o 0 o p o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 W a N O a y n N o 0 o d d d g q q tl P P P P P p P P 9 g 4 q q p P P p q O 6 O O a 6 q P O N aa o z ry g o p o 0 0 0 0 o p p p p o p p p g o p q o 0 o p p q 0 p O o 0 o p m o O Wpp OOry W 11. a'SO V N 6 8 0 6 0 O g p O 0 o p p g p o p q o p q p o 0 0 0 4 O q 0 0 0 0 O o p p W O o M a a N o p p o 0 0 0 0 o O o g p p q q d o q d p q q q q p q 0 q 0 0 0 o q o o p W O O w M a m a N 0 0 0 0 0 0 0 0 0 0 0 o a o 0 0 0 o c o 0 0 0 0 0 o a o q o 0 0 o o p o 0 W P m a ry g a P o 0 o p o o p o 0 0 0 o p o p o p o 0 0 0 0 0 o O o 0 0 0 0 0 0 0 0 W o X ry aa a NC 0 0 0 0 0 0 0 0 0 o g p p p p p o p p o 0 0 0 0 0 0 o . o 0 0 o a o 0 0 0 c W oN a6 N d N I0p 11YY a W 4 N N n G N W q V . 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Our garden plots have been staked out, thank ,you to Dick Golfis and Donna Hawkinson, who did the measuring Vioksllurg cxpssing and staking. I am excited that so many residents are interested in having a garden. All our plots are taken this year, we have ten gardeners, so we should have a very colorful display of flowers and vegetables. Pizza Party We will be having a pizza party on Wednesday, May 16th at 5:30 in the community room. Another new musical group, called After 5, will be performing. They are a vocal ensemble backed by piano, bass and drums, they do a variety of jazz, swing, gospel and blues. The cost for the party is $5.00 and sign up will be on Wednesday, May 9th and Thursday, May 10th from 10-12 in the community room. 106 The last day to sign up in the office is Monday, May 14th. Sign up sheet to help the day of the Qt party is on the table outside my office. Thanks! li li -9 11 7Ai Ali Ili i li Ali Ili Ali I\ '71\ 70, 70. il, IN il. il\ l, 71', il, 70% IN IN 76' h Ali Rent is due on or before Saturday, May 5th n till li Ali Ali li l l li Ali li ,li Ali Ali Ali l li IN F -NK il 11 7IN ?lK IN 70. +,. ilk il\ 1K l l ilk il4 7l4 7l4Z lf- -)lE Welcome! Expect to see a lot of new faces around Vicksburg Crossing. We have many new residents moving in this month so please welcome them. Maudry Hedin is moving into 216, Barb Riley is moving into 310, Betty Stensrud is moving into 313, Reola Riley is moving into 212 and Luella Stokke is moving into 223. Welcome to Vicksburg Crossing! Pizza Party We will be having a pizza party on Wednesday, May 16th at 5:30 in the community room. Another new musical group, called After 5, will be performing. They are a vocal ensemble backed by piano, bass and drums, they do a variety of jazz, swing, gospel and blues. The cost for the party is $5.00 and sign up will be on Wednesday, May 9th and Thursday, May 10th from 10-12 in the community room. 106 The last day to sign up in the office is Monday, May 14th. Sign up sheet to help the day of the Qt party is on the table outside my office. Thanks! li li -9 11 7Ai Ali Ili i li Ali Ili Ali I\ '71\ 70, 70. il, IN il. il\ l, 71', il, 70% IN IN 76' h Ali Rent is due on or before Saturday, May 5th n till li Ali Ali li l l li Ali li ,li Ali Ali Ali l li IN F -NK il 11 7IN ?lK IN 70. +,. ilk il\ 1K l l ilk il4 7l4 7l4Z lf- -)lE M J1 11g and MaintenanCe Update Recently I've had complaints about missing grocery carts. It is nice to have the carts available for residents who return from the store with large loads, but if you use one please be sure to return it for the next person? The maintenance crew would like to remind everyone not to try to change their microwave light bulb if it goes out. You may contact maintenance during working hours and they will come to change it. Residents please remind friends and family that Vicksburg Crossing is a smoke free facility. The units, the common areas and the grounds are all smoke free. Thank You! Everyone with a garden plot Although cleaning out your garden is not as fun as planting, it is just as important if you want to maintain a beautiful garden. So if you signed up for a garden plot please be sure to clean it out in the fall. Thank You! Manicure/Pedicure Mary will be here on Monday, May 21st from 1-4 to provide professional mani- cures, pedicures or both for interested residents. The cost is $25.00 for a pedi- cure, $15.00 for a manicure or $40.00 for both. Please sign up on the sheet out- side my office if you are interested. Writing Group Now that the weather is getting nice, summer is approaching, and people are busy enjoying time with family and friends, the writing group is taking a summer hiatus until further notice. If you are new to the building, and might be interested in joining the writing group, look for more information in the newsletter when they resume in the fall. Comfort Keepers Naft Clinic Comfort Keepers will be here on Thursday, May 24th from 1:30-3:30 to soak feet and clip toenails. Please sign up on the sheet outside my office. Hearts & Memorial If you would like to donate to the Hearts and Memorial fund, please include $1 cash with your rent check. You may donate 1 time, each month, every other month or not at all, it is T completely voluntary. We use the funds to buy flowers for residents who have been hos- pitalized, lost a loved one or contribute to memorials for residents who have passed away. Thanks to Nedra who has volunteered to help with the purchase of Hearts & Memorial. Thank Y60! Arra Chair 'Navel Don't miss the Exotic Armchair Travel series at the Plymouth Library! Visit 4 countries, in this series presented by Emeritus Professor of Engineering from the University of Minnesota, Richard Kain. The event is free and you also have the opportunity for reduced transportation to the library. The series will be on 4 Wednesdays in May, the first one is on May 2nd from 12:30-2:00 and the country will be Bolivia. On May 9th the country will be Japan, May 16th the country will be Ethiopia and on May 23rd the country is Antarctica. The series is free and you do not need to sign up ahead of time however, if you need transportation you will need to sign up, on the sheet outside my office. r= r Bon Voyage!! l` Office Hours The office will be closed on Monday, May 28th for the Memorial Day holiday. Ha Birthda to the followin residents this month: May Birthdays SII h celebrated n Thursday, May 1] h 2:00 i the Community Room The birthday celebration is nen m all residents who wish o May Birthdays will be celebrated on Thursday, May 17th at 2:00 in the Community Room The birthday celebration is open to all residents who wish to come dorm and help us celebrate. Even if not your Our birthday pvry is always on the 3rd Thursday of she month. 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. Debby Yunker May 2ndDebbyYunkerMay2nd Pat Michels May 5thPatMichelsMay5th Ralph Estrin May 6thRalphEstrinMay6th Rosie Woodruff May 10thRosieWoodruffMay10th Maxine Pederson May 13thMaxinePedersonMay13th Elaine Wedel May 15thElaineWedelMay16th Phyllis Hoglund May 25thPhyllisHoglundMay25th 0 N O N Agenda Number 43. 4, PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY STAFF REPORT TO: Plymouth Housing and Redevelopment Authority FROM: Denise Whalen, Support Services Manager through Steve Juetten, Executive Director MEETING DATE: May 24, 2012 SUBJECT: Proposed Changes to the PHA Housing Choice Voucher Administrative Plan BACKGROUND: On November 17, 2011 the board approved the Housing Choice Voucher Administrative Plan which was an undertaking of a completely new plan. Staff has had five months to use the new plan and has discovered several things that warrant changes. Per Section 1 -IIID. of the Administrative Plan, the HRA will review and update the plan at least once a year or more often as needed to reflect changes iu regulations, HRA operations, or when needed to ensure staff consistency in operation. A public hearing must be held; members of a resident advisory board must have the opportunity to review and comment on the Plan; and, the HRA Board of Commissioners must approve the Plan. As required, a forty-five day notice was published in the Plymouth Sun -Sailor for the public hearing to be held Thursday, May 24, 2012. The proposed changes were submitted to the members of the HRA's Section 8 Resident Advisory Board for review and comment. No comments were received from the Resident Advisory Board Members. PROPOSED CHANGES: Staff is proposing the following policy changes to the Administrative Plan: Chapter 3, 3-1. C. Family Break-up and Remaining Member of Tenant Family - Family Break-up (Page 3-3). Language added pertaining to the head of household voluntarily relinquishing the voucher. Chapter 3, 34 C. Family Break-up and Remaining Member of Tenant Family -Remaining Member of a Tenant Family (Page 3-3), Language deleted pertaining to assignment of voucher. Chapter 3, 3-I.D. Head ofHousehold (Page 3-3). Clarification language added as to when head of household can be changed. Chapter 3, 3-I.J. Guests (Page 3-5). Clarification language added. Chapter 3, 3 -III -C. Other Permitted Reasons for Denial of Assistance — Criminal Activity Page 3-18). Clarification language with time frame added. Chapter 3, 3 -III -E. Criteria for Deciding to Deny Assistance — Consideration of Circumstances (Page 3-21). Typographical error. Chapter 4, 4 -II --F. Updating the Waiting List - Purging the Waiting List - (Page 4-6). Clarification language added for "beyond family's control". Chapter 4, 44H. C. Selection Method — Order of Selection. (Page 4-9). Typographical error. Chapter S, 5-I.B. Briefing — Briefing Packet (Page 5-4). Typographical error. Chapter S, S-ILB. Determining Family Unit (Voucher) Size (Pages 5-8 & 5-9). Language deleted and clarification language added regarding adding additional household members. Chapter 12, Exhibit 12-1 Applicant/Tenant Obligations (Page 12-17). Clarification language pertaining to guests. Chapter 16, 16 -III -B. Informal Reviews for Applicants — Scheduling and Informal Review Page 16-7). Typographical change. Chapter 16, 10 -III. C. Informal Hearings for Participants — Notice to Family (Page 16- 10). Typographical change. Chapter 16, 16411. C. Informal Hearings for Participants — Hearing Officer's Decision Page 16-13). Deleted portion of language. RECOMMENDATION: Staff recommends that after holding the scheduled public hearing and considering any public comments, the HRA Board of Commissioners approve the proposed changes to the Administrative Plan to be effective immediately. ATTACHMENTS: 1. HRA Resolution 2012-06 2. Proposed Changes to the Section 8 Administrative Plan 2 CITY OF PLYMOUTH HRA RESOLUTION 2012-06 A RESOLUTION TO APPROVE THE PROPOSED CHANGES TO THE HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN WHEREAS, the Housing and Redevelopment Authority (HRA) in and for the City of Plymouth, Minnesota operates a Section & Housing Choice Voucher Program; and, WHEREAS, the HRA has established a Resident Advisory Board, the membership of which represents the residents assisted by the HRA; and WHEREAS, the HRA made the proposed changes to the Administrative Plan and all information relevant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the proposed changes to the Administrative Plan and invited public comment; and, WHEREAS, the Resident Advisory Board had an opportunity to review and comment on the changes to the policies and programs before implementation by the HRA; and, WIIEREAS, the Administrative Plan and all attachments have been and will continue to be available at all times and for public inspection at the primary business office of the HRA and posted on the city's website; and, NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AND REDEVELOPMENT AUTORITY OF THE CITY OF PLYMOUTH, MINNESOTA, that the public hearing was held and the proposed changes to the Administrative Plan were duly reviewed and approved by the HRA Board. Approved this 24"' day of May, 2012 by the Housing and Redevelopment Authority in and for the City of Plymouth, Minnesota. When the Head of Household voluntarily relinquishes the voucher rental subsidy for an reason, the Housing Choice Voucher assistance terminates for the entire family. Remaining Member of a Tenant Family [24 CFR 5.403] The HUD definition of family includes the remaining member of a tenant family, which is a member of an assisted family who remains in the unit when other members of the family have left the unit. Household members such as live-in aides, foster children, and foster adults do not qualify as remaining members of a family. If dependents are the only remaining members of a tenant family and there is no family member able to assume the responsibilities of the head of household, see Chapter 6, Section 6-I.11, for the policy on "Caretakers for a Child." r' WED MWi 3-I.D. HEAD OF HOUSEHOLD [24 CFR 5.504(b)] Head of'household means the adult member of the family who is considered the head for purposes of determining income eligibility and rent. The head of household is responsible for ensuring that the family fulfills all of its responsibilities under the program, alone or in conjunction with a co-head or spouse. HRA Policy TAie family may design4e aay qualified family member as the head of The head out household can only be changed in the case of medical or mental necessity. The head of household must have the legal capacity to enter into a lease under state and local law. A miner- whV _,V4W i er- state law may be designated as head a has 3 -LE. SPOUSE, CO-HEAD, AND OTHER ADULT A family may have a spouse or co-head, but not both [HUD -50058 IB, p. 13]. Spouse means the marriage partner of the head of household. HRA Policy The term "spouse" does not apply to friends, roommates, or significant others who are not marriage partners. A co-head is an individual in the household who is equally responsible with the head of household for ensuring that the family fulfills all of its responsibilities under the program, but who is not a spouse. A family can have only one co-head. HRA Policy Friends, roommates, significant others, domestic partners and minors who are Plymouth HRA Page 3-3 HCV Administrative Plan 3-I.I. PERSONS WITH DISABILITIES AND DISABLED FAMILY [24 CFR 5.4031 Persons with Disabilities Under the HCV program, special rules apply to persons with disabilities and to any family whose head, spouse, or co-head is a person with disabilities. The technical definitions of individual with handicaps and persons with disabilities are provided in Exhibit 3-1 at the end of this chapter. These definitions are used for a number of purposes including ensuring that persons with disabilities are not discriminated against based upon disability. As discussed in Chapter 2, the HRA must make all aspects of the HCV program accessible to persons with disabilities and consider reasonable accommodations requested based upon a person's disability. Disabled Family A disabled family is one in which the head, spouse, or co-head is a person with disabilities. Identifying disabled families is important because these families qualify for special deductions from income as described in Chapter 6. Even though persons with drug or alcohol dependencies are considered persons with disabilities for the purpose of non-discrimination, this does not prevent the HRA from denying assistance for reasons related to alcohol and drug abuse following policies found in Part III of this chapter, or from terminating assistance following the policies in Chapter 12. 3-I.J. GUESTS [24 CFR 5.100] A guest is a person temporarily staying in the unit with the consent of a member of the household who has express or implied authority to so consent. HRA Policy A guest is a person who can verify a permanent address elsewhere. A guest can remain in the assisted unit no longer than 14 days total in any 12 -month period. Children who are subject to a joint custody arrangement or for whom a family has visitation privileges that are not included as a family member because they live outside of the assisted household more than 50 percent of the time are not subject to the time limitations of guests as described above. 3-I.K. FOSTER CHILDREN AND FOSTER ADULTS Foster adults are usually persons with disabilities, unrelated to the tenant family, who are unable to live alone [24 CFR 5.6091. The term foster child is not specifically defined by the regulations. Foster children and foster adults that are living with an applicant or assisted family are considered household members but not family members. The income of foster children/adults is not counted in family annual income, and foster children/adults do not qualify for a dependent deduction [24 CFR 5.603; HUD -50058 IB, p. 13]. HRA Policy Plymouth HRA Page 3-5 HCV Administrative Plan Drug-related criminal activity, defined by HUD as the illegal manufacture, sale, distribution, or use of a drug, or the possession of a drug with intent to manufacture, sell, distribute or use the drug [24 CFR 5.100]; or Violent criminal activity, defined by HUD as any criminal activity that has as one of its elements the use, attempted use, or threatened use of physical force substantial enough to cause, or be reasonably likely to cause, serous bodily injury or property damage [24 CFR 5.100]. If any household member has a pattern of criminal activity, over a period of the most recent 10 years, that may threaten the health, safety, or right to peaceful enjoyment of the premises by other residents or persons residing in the immediate vicinity or cause damage to the property; or If any household member has engaged in criminal activity that may threaten the health or safety of property owners and management staff, and persons performing contract administration functions or other responsibilities on behalf of the HRA (including a HRA employee or a HRA contractor, subcontractor, or agent). Immediate vicinity means within a half -mile radius of the premises. Evidence of such criminal activity includes, but is not limited to: Arny eon iction for criminal activity-. Any aff ests r r , t aetiyit , er-ifninal efyty. Conviction for drug-related or violent criminal_ activity within the past 5 Any arrests for drug-related or violent criminal activity within the past 5 years. Any record of eviction from public or privately -owned housing as a result of criminal activity within the past 5 years. A conviction for criminal activity will be given more weight than an arrest for such activity. In making its decision to deny assistance, the HRA will consider the factors discussed in Section 3-III.E. Upon consideration of such factors, the HRA may, on a case-by-case basis, decide not to deny assistance. Previous Behavior in Assisted Housing I24 CFR 982.552(c)] HUD authorizes the HRA to deny assistance based on the family's previous behavior in assisted housing: HRA Policy The HRA will deny assistance to an applicant family if: The family does not provide information that the HRA or HUD determines is necessary in the administration of the program. The family does not provide complete and true information to the HRA. Plymouth HRA Page 3-18 HCV Administrative Plan the greater weight of all evidence. Consideration of Circumstances [24 CFR 982.552(c)(2)] HUD authorizes the HRA to consider all relevant circumstances when deciding whether to deny assistance based on a family's past history except in the situations for which denial of assistance is mandated (see Section 3-III3). HRA Policy The HRA will consider the following factors prior to making its decision: The seriousness of the case, especially with respect to how it would affect other residents The effects that denial of assistance may have on other members of the family who were not involved in the action or failure The extent of participation or culpability of individual family members, including whether the culpable family member is a minor or a person with disabilities, or as discussed further in section 3-IILG) a victim of domestic violence, dating violence, or stalkingl The length of time since the violation occurred, the family's recent history and the likelihood of favorable conduct in the future In the case of drug or alcohol abuse, whether the culpable household member is participating in or has successfully completed a supervised drug or alcohol rehabilitation program or has otherwise been rehabilitated successfully The HRA will require the applicant to submit evidence of the household member's current participation in or successful completion of a supervised drug or alcohol rehabilitation program, or evidence of otherwise having been rehabilitated successfully. Successful rehabilitation is defined as being drug and/or alcohol free for a period of 12 months. Removal of a Family Member's Name from the Application [24 CFR 982.552(c)(2)(ii)] HUD permits HRA's to impose as a condition of admission, a requirement that family members who participated in or were culpable for an action or failure to act which results in the denial of assistance, to not reside in the unit. HRA Policy As a condition of receiving assistance, a family may agree to remove the culpable family member from the application. In such instances, the head of household must certify that the family member will not be permitted to visit or to stay as a guest in the assisted unit. After admission to the program, the family must present evidence of the former family member's current address upon HRA request. Reasonable Accommodation [24 CFR 982.552(c)(2)(iv)] If the family includes a person with disabilities, the HRA's decision concerning denial of admission is subject to consideration of reasonable accommodation in accordance with 24 CFR Part S. Plymouth LIRA Page 3-21 BCV Administrative Pian HRA Policy The waiting list will be updated annually to ensure that all applicants and applicant information is current and timely. To update the waiting list, the HRA will send a notice via first class mail to each family on the waiting list to determine whether the family continues to be interested in, and to qualify for, the program. This notice will be sent to the last address that the HRA has on record for the family. The update request will provide a deadline by which the family must respond and will state that failure to respond will result in the applicant's name being removed from the waiting list. If the notice is returned by the post office with no forwarding address, the applicant will be removed from the waiting list without further notice. If the notice is returned by the post office with a forwarding address, the notice will be re- sent to the address indicated. The family will have 15 business days to respond from the date the letter was re -sent. If a family is removed from the waiting list for failure to respond, the HRA may reinstate the family if it determines the lack of response was due to HRA error, or to circumstances beyond the family's control (such as the family was out of town and can prove they were gone during the time the pre -application form was received and due for submission}. The HRA will only reinstate in this instance if the request is made within 30 days from the date the family was removed from the waiting list. Removal from the Waiting List HRA Policy If at any time an applicant family is on the waiting list, the IIRA determines that the family is not eligible for assistance (see Chapter 3); the family will be removed from the waiting list. If at any time an applicant family requests that their name be removed from the waiting list, the family will be removed from the waiting list. If a family is removed from the waiting list because the HRA has determined the family is not eligible for assistance, a notice will be sent to the family's address of record as well as to any alternate address provided on the initial application. The notice will state the reasons the family was removed from the waiting list and will inform the family how to request an informal review regarding the HRA's decision (see Chapter 16) [24 CFR 982.201(f)] . PART III: SELECTION FOR HCV ASSISTANCE 4-IILA. OVERVIEW As vouchers become available, families on the waiting list must be selected for assistance in accordance with the policies described in this part. The order in which families receive assistance from the waiting list depends on the selection method chosen by the HRA and is impacted in part by any selection preferences that the family qualifies for. The source of HCV funding also may affect the order in which families are selected Plymouth HRA Page 4-6 HCV Administrative Plan family that it can afford to subsidize when there are not sufficient funds to subsidize the family at the top of the waiting list [24 CFR 982.204(d) and (e)]. HRA Policy Families will be selected from the waiting list based on the targeted funding or selection preference(s) for which they qualify, and in accordance with the HRA's hierarchy of preferences. The HRA's hierarchy of preferences is A, B, and C all having equal points and then D, and E anad having equal points. Within each targeted funding or preference category, families will be selected by position determined by lottery method and then date and randomly assigned time. Documentation will be maintained by the HRA as to whether families on the list qualify for and are interested in targeted funding, If a higher placed family on the waiting list is not qualified or not interested in targeted funding, there will be a notation maintained so that the HRA does not have to ask higher placed families each time targeted selections are made. 4-III.D. NOTIFICATION OF SELECTION When a family has been selected from the waiting list, the HRA must notify the family. HRA Policy The HRA will notify the family by first class mail when it is selected from the waiting list. The notice will inform the family of the following: Date, time, and location of the scheduled application interview, including any procedures for rescheduling the interview; Who is required to attend the interview; Documents that must be provided at the interview to document the legal identity of household members, including information about what constitutes acceptable documentation; and, Other documents and information that should be brought to the interview. If a notification letter is returned to the HRA with no forwarding address, the family will be removed from the waiting list. A notice of denial (see Chapter 3) will be sent to the family's address of record, as well as to any known alternate address. 4-III.E. THE APPLICATION INTERVIEW HUD recommends that the HRA obtain the information and documentation needed to make an eligibility determination though a private interview [HCV GB, pg. 4-16J. Being invited to attend an interview does not constitute admission to the program. Assistance cannot be provided to the family until all SSN documentation requirements are met. However, if the HRA determines that an applicant family is otherwise eligible to participate in the program, the family may retain its place on the waiting list for a period of time determined by the HRA [Notice PIH 2010-3]. Reasonable accommodation must be made for persons with disabilities who are unable to attend an interview due to their disability. Plymouth HRA Page 4-9 HCV Administrative Plan An explanation of how portability works as well as names, addresses, and telephone numbers of portability contact persons for neighboring PHAs. Additional Items to Be Included in the Briefing Packet In addition to items required by the regulations, the HRA may wish to include supplemental materials to help explain the program to both participants and owners [HCV GB p. 8-7, Notice PIH 2010-19]. HRA Policy The HRA will provide the following additional materials in the briefing packet: The publication "Is Fraud Worth It?" (form HUD -1141 -OIG), which explains the types of actions a family must avoid and the penalties for program abuse; What You Should Know about EIV," a guide to the Enterprise Income Verification EIV) system published by HUD as an attachment to Notice PIH 2010-19. Fair Housing and Equal Opportunity for All" brochure; Change reporting form; Landlords and Tenants: Rights and Responsibilities from the Office of the MN Attorney General; Fact sheet "How your Rent is Determined" for Public Housing and Housing Choice Voucher programs. Office of Public and Indian Housing March 2002; A brochure for Home Line, a non profit organization, provides free advice and information to Minnesota tenants about their rights; Criminal Background Check Authorization 5-I.C. FAMILY OBLIGATIONS Obligations of the family are described in the housing choice voucher (HCV) regulations and on the voucher itself. These obligations include responsibilities the family is required to fulfill, as well as prohibited actions. The HRA must inform families of these obligations during the oral briefing, and the same information must be included in the briefing packet. When the family's unit is approved and the HAP contract is executed, the family must meet those obligations in order to continue participating in the program. Violation of any family obligation may result in termination of assistance, as described in Chapter 12. Time Frames for Reporting Changes Required By Family Obligations HRA Policy Unless otherwise noted below, when family obligations require the family to respond to a request or notify the HRA of a change, notifying the HRA of the request or change within 10 business days is considered prompt notice. When a family is required to provide notice to the HRA, the notice must be in writing. Family Obligations [24 CFR 982.551] Following is a listing of a participant family's obligations under the HCV program: Plymouth I -IRA Page 5-4 HCV Administrative Plan The subsidy standards must provide for the smallest number of bedrooms needed to house a family without overcrowding. The subsidy standards must be consistent with space requirements under the housing quality standards. The subsidy standards must be applied consistently for all families of like size and composition. A child who is temporarily away from the home because of placement in foster care is considered a member of the family in determining the family unit size. A family that consists of a pregnant woman (with no other persons) must be treated as a two - person family. Any live-in aide (approved by the HRA to reside in the unit to care for a family member who is disabled or is at least 50 years of age) must be counted in determining the family unit size; Unless a live -in -aide resides with a family, the family unit size for any family consisting of a single person must be either a zero- or one -bedroom unit, as determined under the HRA subsidy standards. HRA Policy The HRA will reference the following chart in determining the appropriate voucher size for a family: Voucher Size Persons in Household Minimum Maximum 1 1 4 2 2 6 3 3 8 4 5 10 The HRA will assign the first bedroom to head of household and other adult household member. Thereafter, the HRA will assign one bedroom for each two persons within the household, except in the following circumstances: Children or siblings of the opposite sex (other than children under age 13) will be allocated separate bedrooms. Live-in aides will be allocated a separate bedroom. Single person families will be allocated one bedroom. To be considered as part of the household foster children need to be living in the household for more than six months. HRA or ported in from anethei:juTisdie4ieii,,Ml1 not be eligible for a vouelie-F if the h Plymouth 1 -IRA Page 5-8 HCV Administrative Plan The HRA will not issue a larger voucher due to additions of family members other than by birth, adoption., court awarded custody, parental delegation_ of minor children, or count awarded legal guardianship, A household add-on .is iiot a .member of the original family and is not a dependent of the voucher hold. A household add-on will not increase the voucher size for which a voucher hold qualifies without the household add-on. If a voucher hold voluntarily gives.w the voucher rental subsidy, the household add-on does not have any rights to the voucher. 5-II.C. EXCEPTIONS TO SUBSIDY STANDARDS In determining family unit size for a particular family, the HRA may grant an exception to its established subsidy standards if the HRA determines that the exception is justified by the age, sex, health, handicap, or relationship of family members or other personal circumstances [24 CFR 982.402(b)(8)j. Reasons may include, but are not limited to: A need for an additional bedroom for medical equipment A need for a separate bedroom for reasons related to a family member's disability, medical or health condition For a single person who is not elderly, disabled, or a remaining family member, an exception cannot override the regulatory limit of a zero or one bedroom [24 CFR 982.402(b)(8)j. HRA Policy The HRA will consider granting an exception to subsidy standards only during the time of annual reexaminiation. The family must request any exception to the subsidy standards in writing. The request must explain the need or justification for a larger family unit size, and must include appropriate documentation. Requests based on health-related reasons must be verified by a knowledgeable professional source (e.g., doctor or health professional), unless the disability and the disability—related request for accommodation is readily apparent or otherwise known. The family's continued need for an additional bedroom due to special medical equipment must be re -verified at annual reexamination. The family must have exhausted all reasonable means and submit documentation of such before the HRA will approve an exception. The actual equipment must be verified by the HRA before approving the additional bedroom. Thereafter, the need for the bedroom will be determined annually during the inspection of the unit. If the extra bedroom is not being used for the intended purpose, the HRA will reduce the subsidy standard and corresponding payment standard at the family's next recertification. The HRA will notify the family of its determination within 10 business days of receiving the family's request. If a participant family's request is denied, the notice will inform the family of their right to request an informal hearing. The family may select a rental unit which is larger or smaller than the assigned subsidy standard. If the unit selected by the family is different than their voucher size, the payment standard of the lesser of the two will be applied to determine the housing assistance payment. Plymouth I -IRA Page 5-9 HCV Administrative Plan EXHIBIT 12-1: APPLICANT/TENANT CERTIFICATION AND STATEMENT OF TENANT OBLIGATIONS GivinI4 True and Complete Information I certify that the information given to the Plymouth Housing and Redevelopment Authority HRA) on household composition, income, assets, allowances and deductions is accurate and complete to the best of my knowledge and belief. I understand that after verification by the HRA, the information will be submitted to the U.S. Department of Housing and Urban Development. See the Federal Privacy Act Statement for more information about its use. I understand that I must supply any information that the HRA or HUD determines to be necessary, including submission of required evidence of citizenship or eligible immigration status. Cooperation I understand that I am required to cooperate in supplying all information needed to determine my eligibility, level of benefits, or verify my true circ' unstances. Cooperation includes attending pre - scheduled appointments, completing and signing needed forms, providing requested information in a timely manner, and disclosing and verifying the Social Security Numbers for all family members, I understand failure or refusal to cooperate will result in termination of assistance. I understand if I enter into a compliance agreement or a repayment agreement with the HRA that I must comply with all provisions of the agreement or my assistance will be terminated. I also understand that if I am not current on a repayment agreement with the HRA, my assistance will be terminated. Reporting Changes to Household Size I certify that the members of my household, which I have listed on my application, are the only people that live/stay in my housing unit. I understand that I must notify the HRA within 10 calendar days of any change in my household members including the birth, adoption or court awarded custody of a child. If I choose to add an additional adult to my household, a criminal background check will be conducted, their income and bank account will be verified and my rent portion will be recalculated. I understand that I must request in writing and get prior approval from the HRA and my landlord before adding an additional household member as an occupant of the unit, including foster children, foster adults, and live-in aides. If an additional member is approved, my rent portion will be recalculated incorporating all household income. I understand I must report in writing within 10 calendar days if any member moves out of my unit. I understand I must request in writing and get prior approval from the HRA if my family or any member of my family is planning to be away from the unit for more than 30 calendar days. I understand that I can have visitors stay with me on a "temporary" basis, and I understand that temporary" is considered to be no more than a total of 14days in a 12 month period. I understand that a visitor is a person who can verify a pennanent address elsewhere. I must obtain prior approval from the HRA if I plan to have someone stay with me for more than Plymouth HRA Page 12-17 HCV Administrative Plan Denial of assistance based on an unfavorable history that may be the result of domestic violence, dating violence or stalking. (See Section 3-III.G.) Informal reviews are not required for the following reasons [24 CFR 982.554(c)]: Discretionary administrative determinations by the HRA General policy issues or class grievances A determination of the family unit size under the HRA subsidy standards A HRA determination not to grant approval of the tenancy A HRA determination that the unit is not in compliance with the HQS A HRA determination that the unit is not in accordance with the HQS due to family size or composition Notice to the Applicant [24 CFR 982.554(a)] The HRA must give an applicant prompt notice of a decision denying assistance. The notice must contain a brief statement of the reasons for the HRA decision, and must also state that the applicant may request an informal review of the decision. The notice must describe how to obtain the informal review. Scheduling an Informal Review HRA PolicX A request for an informal review must be made in writing and delivered to the HRA either in person, by first class mail, email or fax by the close of the business day, no later than tepr(10) business days from the date of the notice to the family. Informal Review Procedures [24 CFR 982.554(b)] HRA Policy Informal reviews will be conducted by the Section 8 Manager or HRA Executive Director, The HRA will schedule the informal review within 10 business days from the date the request is received and send notification of such to the applicant. The applicant will be provided the opportunity to present written or oral objections to the decision of the HRA. Informal Review Decision [24 CFR 982.554(b)] The HRA must notify the applicant of the HRA's final decision, including a brief statement of the reasons for the final decision. HRA Policy In rendering a decision, the HRA will evaluate the following matters: Whether or not the grounds for denial were stated factually in the Notice. The validity of grounds for denial of assistance. If the grounds for denial are not specified in the regulations, then the decision to deny assistance will be Plymouth HRA Page 16-7 HCV Administrative Plan The date the proposed action will take place. A statement that if the family does not agree with the decision the family may request an informal hearing of the decision. A deadline for the family to request the informal hearing. The deadline will be ir{10)bu.siness days from the date of the notice to the family. To whom the hearing request should be addressed. A copy of the HRA's hearing procedures. Scheduling an Informal Hearing [24 CFR 982.555(d)] When an informal hearing is required, the HRA must proceed with the hearing in a reasonably expeditious manner upon the request of the family. HRA Policy A request for an informal hearing must be made in writing and delivered to the HRA either in person, by first class mail, or fax by the close of the business day, no later than 10 business days from the date of the notice to terminate assistance. The HRA must schedule and send written notice of the informal hearing to the family within 10 business days of the family's request. The family may request to reschedule a hearing one time for good cause, or if it is needed as a reasonable accommodation for a person with disabilities. Good cause is defined as an unavoidable conflict which seriously affects the health, safety or welfare of the family. Requests to reschedule a hearing must be made orally or in writing prior to the hearing date. At its discretion, the HRA may request documentation of the "good cause" prior to rescheduling the hearing. If the family does not appear at the scheduled time, and was unable to reschedule the hearing in advance due to the nature of the conflict, the family must contact the HRA within 24 hours of scheduled hearing date, excluding weekends and holidays. The HRA will reschedule the hearing only if the family can show good cause for the failure to appear, or if it is needed as a reasonable accommodation for a person with disabilities. The HRA will not consider rescheduling if the family has already rescheduled one time. PreHearing Right to Discovery [24 CFR 982.555(e)] Participants and the HRA are permitted pre -hearing discovery rights. The family must be given the opportunity to examine before the hearing any HRA documents that are directly relevant to the hearing. The family must be allowed to copy any such documents at their own expense. If the HRA does not make the document available for examination on request of the family, the HRA may not rely on the document at the hearing. The HRA hearing procedures may provide that the HRA must be given the opportunity to examine at the HRA offices before the hearing, any family documents that are directly relevant to the hearing. The HRA must be allowed to copy any such document at the HRA's expense. If the family does not make the document available for examination on request of the HRA, the family may not rely on the document at the hearing. For the purpose of informal hearings, documents include records and regulations. Plymouth HRA Page 16-10 I -ICV Administrative Plan facts presented. Evidence is not conclusion and it is not argument. The hearing officer will evaluate the facts to determine if they support the HRA's conclusion. Validity of Grounds for Termination of Assistance (when applicable): The hearing officer will determine if the termination of assistance is for one of the grounds specified in the HUD regulations and HRA policies. If the grounds for termination are not specified in the regulations or in compliance with HRA policies, then the decision of the HRA will be overturned. The hearing officer will issue a written decision to the family and the HRA no later than 10 business days after the hearing. The report will contain the following information: Hearing information: Name of the participant; Date, time and place of the hearing; Name of the hearing officer; Name of the HRA representatives; and Name of family representative (if any). Background: A brief, impartial statement of the reason for the hearing. Summary of the Evidence: The hearing officer will summarize the testimony of each witness and identify any documents that a witness produced in support of his/her testimony and that are admitted into evidence. Findings of Fact: The hearing officer will include all findings of fact, based on a preponderance of the evidence. Preponderance of the evidence is defined as evidence which is of greater weight or more convincing than the evidence which is offered in opposition to it; that is, evidence which as a whole shows that the fact sought to be proved is more probable than not. Preponderance of the evidence may not be determined by the number of witnesses, but by the greater weight of all evidence. Conclusions: The hearing officer will render a conclusion derived from the facts that were found to be true by a preponderance of the evidence. The conclusion will result in a determination of whether these facts uphold the HRA's decision. Order: The hearing report will include a statement of whether the HRA's decision is upheld or overturned. if i4 ; ,,t4uffi_,a the tie,,..;.,. efflee.. will 7- - rrn n — t _ -.. a,1 — A--.*-:.._. %- r..a,.. -- -- :+1. +1 — 1 - -FV: HRA Notice of Final Decision 124 CFR 982.555(f)] The HRA is not bound by the decision of the hearing officer for matters in which the HRA is not required to provide an opportunity for a hearing, decisions that exceed the authority of the hearing officer, decisions that conflict with or contradict HUD regulations, requirements, or are otherwise contrary to Federal, State or local laws. If the HRA determines it is not bound by the hearing officer's decision in accordance with HUD regulations, the HRA must promptly notify the family of the determination and the reason for the Plymouth HRP. Page 16-13 I -ICV Administrative Plan Agenda Number PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY STAFF REPORT TO: Plymouth Housing and Redevelopment Authority FROM: Denise Whalen, Support Services Manager and Jim Barnes, Housing Programs Manager through Steve Juetten, Executive Director MEETING DATE: May 24, 2012 SUBJECT: Consider Advertising for four Project -Based Units. BACKGROUND: The Section 8 Project -Based Voucher (PBV) Progr am is administered by a housing authority that already administers the Section 8 Tenant -Based Voucher Program. In the Project -Based Voucher Program, the assistance is attached to the structure. A housing authority may project -base up to 20 percent of their appropriated budget authority. Based on this, of our 210 vouchers up to 42 can be utilized for project -based units. Currently, 20 project -based units have been approved: eight at Stone Creek, five at Vicksburg Commons and seven at West View Estates. On April 27, 2012, staff received a request from Dominium Development aksing the HRA consider advertising for an additional four Project -Based units in the City. We can not award these units to Dominium without first advertising the availability of the four PBV units. Dominium is requesting these units for their proposed Bass Lake Road Townhome development that is located at 10315 Bass Lake Road (see attached location map). The proposed development is to tear down an existing single-family home and construct 33 affordable rental townhomes on the 6.5 acre site. The development would include a mix of 2, 3, and 4 -bedroom units with attached 2 -car garages. Other amenities include a clubhouse, management office and an onsite playground. As indicated above, the HRA has used about half of our Project Based Voucher authority. There are both benefits and challenges to Project Based Vouchers. Below are some bullet points outlining these benefits and challenges. Benefits; Provides assistance to affordable housing developments Does not have a significant direct financial impact on the HRA or City Provides additional scoring points for developers seeking funding from the State, County and other regional funding partners Challenges: Time consuming and lengthy process to get approval through HUD Adds additional work for staff to set-up and administer on an ongoing basis If no one from the current wait list is interested, staff would have to open up the wait list Persons with project -based vouchers have first right to a housing choice voucher over someone else on the wait list, which means it will take longer to serve other people on the wait list Harder to get people on the wait list to take a project -based unit, as they prefer the mobility of a housing choice voucher. RECOMMENDATION: Staff recommends the HRA Board of Commissioners discuss the request to advertise for an additional four Project Based Voucher Units and provided direction to staff. ATTACHMENTS: 1. Location Map 2. Request Letter and attachments from Dominium Development 2 L Site 90 Location Map~ Legend G. nercifl Dominium 0 LA.1.1«Fa Are. 1 Bass Lake Road Townhomes X©1— JCla . WFp Araal 10305 Bass Lake Road o LhN2 Qwur w. P°asusamwncA mnulanal c. c°naraYl cq cry ce m cg, c°mm°«41 oRca IP. P rmaE IMuzfnal 0L -I, II. Nj Anal Q Lna, LrtLg Prea x 0 LA -3. Lb Lh Pres 3P)Ci Aee4 Ovf ®Law> Plymouth, Minnesota ®"3 F-1 pa, Puarise,PimLrn laulonal nure4iolAban TremtPn Son< 400 200 0 400 800 1,200 Feet I DOMINIUM. MSM April 27, 2012 Mr. Jim Barnes City of Plymouth 3400 Plymouth Boulevard Plymouth, MN 55447 RE: Bass Lake Road Townhomes Dear Jim, Please take this letter, the attached site plan, photos of a similar project, and the attached HTC -1 as our formal request for assistance from the Plymouth Housing.and Redevelopment Authority. We recently met with Minnesota Housing to discuss this proposal, and they provided good feedback on their underwriting requirements. Those requirements are incorporated in the attached HTC -1. Hennepin County has also informed us that this proposal, -will receive an award of HOME funds — these funds are also incorporated into the attached HTC -1. ' 't U Developer/Sponsor Dominium will develop, own, and manage this proposed housing. Dominium has been in the housing business for 40 years and has a track record of owning properties for the long term. As you are aware, we developed Stone Creek at Medicine Lake in 2003, which provides 34 units of affordable housing. Dominium owns and/or operates over 23,000 housing units in 22 states, and is headquartered in Plymouth — more information is available at www.dominiumapaitnents.com. nents.com. Prism has agreed to provide social service support to residents of this housing. Prism has a 40 year track record of serving families in the Plymouth area. More information about Prism is available at www.prismmpls.com. Housing Proposal Our proposal is to develop 33 affordable rental townhomes plus a clubhouse with a management office on a 6.5 -acre site at 10315 Bass Lake Road. The townhomes would be a mix of 2, 3, and 4 -bedroom units, and each would have a 2 -car attached garage. Each townhome would have central air, an 2905 Northwest Blvd, Suite 150 • Plymouth, MN 55441-2644 • Corporate 7631354-5500 • Fax 7631354-5519 • Web dominiumapartments.com individual forced -air furnace, and a full complement of appliances including a frost -free refrigerator, self-cleaning oven, dishwasher, microwave, and full-size washer/dryer. The site would also contain a playground for children. The attached photos are of similar housing we developed in Albertville a few years ago. We would propose the same quality level for this site. Although the zoning code would allow for buildings up to 35 feet in height, we believe this townhome design fits better with other housing in the neighborhood. Housing Need The great recession and housing downturn have impacted families throughout the region and in Plymouth as well. Demand for rental housing has increased substantially with a tightening in vacancy rates and upward pressure on rental rates. As such, demand for affordable rental units has increased. Our proposal would help to address that demand in Plymouth. Request Our request of the Plymouth HRA is two -fold: 1. A resolution in support of this housing proposal 2. A commitment to project base four (4) housing choice vouchers (2 2 -bedrooms and 2 3 - bedrooms) for 10 years. Thank you for your consideration. Sincerely, Jeffrey R. Huggett Vice President and Project Partner 2905 Northwest Blvd, Suite 150 • Plymouth, MN 55441-2644 • Corporate 7631354-5500 • Fax 7631354-5539 • Web dominiumapartments.coin ry RD NO.10 e' Z D O A bO c m s z m z z I a mil 73 Imo I mo r rm Z Z: a "' n m mm: il a S cn Im r I1 i I ur m pn l I I e' Z D O A bO c m s z m z z I a mil 73 Imo I mo r rm Z Z: a "' Asir— .,"_'• i , ' (:3!i - -'.a 6. Ajjj Y 1RSM anT 'Y !'i'q m.. Aft iY - I d Albertville Meadows Townhomes - Albertville, MN Ag enda Number 4')' PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY STAFF REPORT T0: Plymouth Housing and Redevelopment Authority FROM: Kip Berglund, HRA Specialist through Jim Barnes, Housing Manager through Steve Juetten, Executive Director MEETING DATE: May 24, 2012 SUBJECT: First Time Homebuyer and Foreclosure Programs — Discuss opportunity to initiate pilot loan program geared toward higher first time homebuyer income category and/or foreclosed homes BACKGROUND: The Plymouth Housing and Redevelopment Authority Board recently directed staff to research foreclosure incentive and first time homebuyer programs offered in other communities. The HRA requested this information so they could discuss the possibility of offering a new loan program that would be geared toward either a higher first time homebuyer income category or as incentive for the purchase of foreclosed homes. The program could be funded by utilizing a portion of the HRA General fund (approximately $1.3 million) and could contain an interest rate to help support the program. If a program is developed, a cap as to the amount of HRA reserves to be used for loans/grants will need to be determined. A new program would be separate from the existing Plymouth HRA first time homebuyer loan program. The existing program loan terms are zero -interest, 30 -year deferred loans funded by the annual CDBG allocation. This program is available to low income households within HUD's CDBG eighty percent median household income limit, The Plymouth HRA does currently receive significant interest in the existing FTHB program. However, due to the restrictive household income limits in combination with housing prices in Plymouth, there are number of applicants who do not qualify, For example, the household gross annual income limit for a two - person household is $52,000.00 and for a four -person household is $65,000.00. The research of other communities shows that each is slightly different, some charge interest, while others do not, and some loans/grants are forgivable and some are not. Although details are slightly different, generally they are structured in a similar fashion as the Plymouth HRA first time homebuyer program and are primarily focused on subsidizing lower income families to help purchase their first home or as incentives to purchase vacant foreclosed homes. Loan Programs Page 2 Below is a list of examples of foreclosure programs with and without interest rates and first time homebuyer programs with interest rates that are available in other communities: Foreclosure Programs Community Description/Income Limits Interest Rate Loan Terms Funding Source Bloomington Up to $20k for applicants 5% for non- of the amount Local purchasing or have purchased a forgiven borrowed forgiven HRA levy foreclosed home within the past portion for 10 after five years and 1/z year. Max purchase price = years — repaid living in home HOME 276,683 only when sale, Funds One person = $45,100, four transfer of title person = $64,400 or no longer is principle res. Brooklyn Renew Buyer Incentive 0% 5 -year deferred Local HRA Center Program: $7k if associated with forgivable grant levy an FHA 203K loan or 3.5% of the purchase price or $10k 83,900 max. for I or 2 person or $96,485 max fora or more Brooklyn TIF Foreclosure Recovery 3% for EDA Developer TIF and Park Remodeled Homes -- B.P, rehabilitation typically pays Brooklyn partners w/ Robert Engstrom loan to closing cost fees — Park EDA Co. to purchase and rehab developer — No loan to Funds vacant & foreclosed homes. non -forgiven homeowner. Some Home offered at an affordable paid back at funds are granted price — and sold through time of sale to the project. traditional sale No income limit Richfield 10k for purchase or $15k for 0% Deferred 5 -year Local HRA rehab of foreclosed homes forgivable loan levy No income limit but applicant must have 20% equity in property Woodbury Foreclosure Purchase Program: 3% Int. is paid Local HRA up to 25k, Max purchase price monthly while the levy/CDBG 256,500 principal is depending Household income must be at deferred for 30 on income or below 115% of the AMI, not years or until sale, of applicant to exceed $90, 000 i transfer or no longer owner occupied — non forgiven Loan Programs Page 3 First Time Homebuyer Programs Community Description/Income Limits Interest Rate Loan Terms Funding Source Edina Come Home 2 Edina — max 5 % Interest only East Edina of 25% of purchase price, not monthly Housing to exceed 60k payments for the Foundation 1 to 4 person = $84,000, 5 same term as the Non-profit org. person = $90,800, 6 person — l" loan — then spun -off from 97,500 principal is due — Edina HRA) non -forgiven Minnetonka Welcome to Minnetonka Prime plus 10 years — Local HRA Program — up to $10k two points — non -forgiven Levy Household income must be at Currently or below 120% of the AMI 4.4% Minnesota Minnesota Mortgage Program 3.875 % 30 years -- Tax-exempt Housing Subsidized 1St mortgage rate 1St mortgage = mortgage coupled with HAF (up to non -forgiven revenue bonds 4.5k) or HOME Help (up to HAF = 10k) for FTHB non -forgiven Max purchase price = HOME Help= 298,125 70% of loan 1-4 persons = $83,900, 5 forgiven after 6th person = $90,600, 6 person = year and 30% 96,485 non -forgiven Woodbury First Time Homebuyer 3% Int. is paid Local HRA Program - up to $25k monthly while the levy/CDBG -- Max purchase price = principal is depending on 256,500 deferred for 30 income of Household income must be at years or until sale, applicant or below 80% of the AMI transfer or no longer owner occupied — non -forgiven RECOMMENDATION: Staff recommends that the Plymouth Housing and Redevelopment Authority Board of Commissioners discuss the report and provide staff with direction on the potential start-up for a new homebuyer program to be offered by the Plymouth HRA. Agenda Number 5 a q 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: May 24, 2012 SUBJECT: Potential Redevelopment Industrial Area Southeast of Medicine Lake. BACKGROUND: At the March HRA. meeting, the Board reviewed the staff report and recommendations by Ehler's. Because the full Board was not present staff is bringing this item back for further discussion. 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 for 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 stories 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 13`h 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 TIF Redevelopment District. RECOMMENDATION: I recommend that the Plymouth 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 IIS! UNIX SRI, DORM 6XkNS 11OXEN nullrj all: A''#'i 1111/111 1111 INNER I11- 1 Wo. llmuTI-. 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Mv0. rt Cn 0 0 C/I Cn W n 2 2 2 2 W 2 L< 0 0 0 00 ID3 ca co D o N N U} UA cn 4 P W 67 4 A n v 0 O C N O O O Q O O 7O rwC0. C m c CD to c d U3 C w E CD rfD w 11VVLUAVjrLF ll ULJJLLL 1 Lib. f Sfx a,.+;,,:Arti5. Gcx9'(C; • r rm^ :JOS 1 451 1 VE i http://o,is.logis.oralLOGIS_ArclMS/ims?ServiceName=pl_LOGISMap_OVSDE&ClientVe... $1212011 SCENARIO 2 r j F .. f 1 S f ! r i 4 I '1 i F A t •. x i , r. i y I; Y eY.f-i:; fir' k • - '' t ! - `` ! - f r I V p . v 3l`i fS t<c, i -r L i 3 •• 5'' t• ! 1 ti _ ry { _ - ,kl` iiia Y C Q: E cc Z C c U cc c a c v CL n rr C O r Ce) T 2 cq IT co Q O L lYJ r C 10 V r @ r N T D rn N r @ yO r r 1 Z> CL Q7 C co N C r N J O E_ Y Q d o0OC N E Ci N O A U co 0 W C Y N [+7 O O O O m m m m C C C C c 0 47 U rA U) U] [A to LO Itt CD Nr uj N a0 .O: LDLo h.. CO N co" 03 Owd p LCT O trS L CD C N r ` LA T z _ U V-# p, c0 0 ,LY7 L1( N 31f1,, ('4 L C7' 3V' CO O A T N KRIMQy N LYSi; r p00 2=1ri10 va. Cot 0U)' AI is rn to- Li7c rNN; N: LO 1 CD 7 T co 4'a 1-qr- rnN G toCDcow C T U Cn 4 Q- 0 O CD C) CO KV, CV to wCn in C r N M '-t tf) C". a o a m 0. U3 Cn t - C O r Ce) T 2 cq IT co Q O L lYJ r C 10 V r @ r N T D rn N r @ yO r r 1 Z> CL Q7 C co N C r N J O E_ Y Q d o0OC N E Ci N O A U co 0 W C Y N [+7 O O O O m m m m C C C C c 0 47 U rA U) U] [A James Barnes Subject: Plymouth Site From. Bill Katter mailto:bill.katter u ro erties.com 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 I Development UN1TER 1PROPERTIES bv:* w. a pro pe rt ies, co m. 3500 American Blvd W - #200 Minneapolis, MN 55431 952 837 8525 1 Phone 952 835 8870 i Fax 8122709137iCell bill katterQuproperties.com please collsider the environment before printing this message.