HomeMy WebLinkAboutHousing & Redevelopment Authority Packet 09-27-2012MEETING AGENDA
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
THURSDAY, SEPTEMBER 27, 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 July 26, 2012.
B. Plymouth Towne Square. Accept Monthly Housing Reports.
C. Vicksburg Crossing. Accept Monthly Housing/Marketing Reports.
3. PUBLIC HEARING
A. Section 8 Housing Choice Voucher Program. Proposed changes to the
Housing Choice Voucher Administrative Plan.
4. NEW BUSINESS
A. HRA Budgets. Review and approve 2013 HRA Budgets.
5. ADJOURNMENT
a. A.
DRAFT MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
July 26, 2012
PRESENT: Chairman Jeff Kulaszewicz, Commissioners Bob Stein, Carl Runck and Jinn
Willis
ABSENT: Commissioner Paul Caryotakis
STAFF PRESENT: Housing Program Manager Jim Barnes, HRA Executive Director Steve
Juetten, Support Services Manager Denise Whalen, HRA Specialist Kip Berglund and Office
Support Specialist Laurie Lokken
OTHERS PRESENT: Grace Management Representative Jody Boedigheimer
1. CALL TO ORDER
Chair Kulaszewicz called the Plymouth Housing and Redevelopment Authority meeting to order
at 7:03 p.m.
2. CONSENT AGENDA
A. Approve HRA Meeting Minutes from May 24, 2012.
B. Plymouth Towne Square. Accept Monthly Housing Reports,
C. Vicksburg Crossing. Accept Monthly Housing/Marketing Reports.
D. Community Development Block Grant (CDBG). Accept Consolidated Annual
Performance and Evaluation Report (CAPER) and Notice of Annual Citizens'
Participation Meetings.
MOTION by Commissioner Willis, seconded by Commissioner Stein, to approve the consent
agenda. Vote. 4 Ayes. MOTION approved.
3. NEW BUSINESS
HRA Executive Director Juetten requested item 3. C. to be placed ahead of item 3. A. on the
agenda.
C. Discuss Inquiry About Interest In Vicksburg Crossing.
HRA Executive Director Juetten gave an overview of the staff report.
Draft
Plymouth Housing and Redevelopment Authority
July 26, 2012
Page 2
Grace Management Representative Boedigheimer stated that Holiday Retirement is a middle
market company. She said that they have live-in managers, usually two couples that are onsite
24/7. She said it's a tough j ob and they have a lot of turnover in that position in their
communities. She said that one of their clients is affiliated with Holiday and the Holiday model.
She questioned whether Holiday understood that Vicksburg Crossing does not have a
commercial kitchen. She said that their interest in Vicksburg Crossing seems odd and this is
probably the last company she would have ever expected to approach the HRA for this property.
She said they have three meals a day all inclusive in their rent. She said they have a travel
program throughout all of their communities where you can go to a Holiday in another state and
stay in its guest room if it's available.
HRA Executive Director Juetten asked if this is the typical size for a Holiday community. Grace
Management Representative Boedigheimer responded their footprint is 100 to 120 and they have
expanded it a little bit in some of their later developments but they don't typically like to go over
120. She stated their units are typically larger than most retirement communities.
Commissioner Stein asked if this could have been a shotgun letter that they sent out to various
apartment buildings to see what responses they get. Executive HRA Director Juetten responded
it sounds like they have gotten some investment money and they are in the acquisition mode. He
said they have one building in White Bear Lake so they are looking to expand in the Twin Cities
market.
Commissioner Runck stated that current cap rates are pretty low in apartment acquisitions and
looking at the Net Operating Income (NOI) on this building, about $300,000 a year is 6 caps that
is a $55,000 unit cost. He said they might be thinking of adding a commercial kitchen or doing
something if they budget for that. He said it would be interesting to know what the mission of
the HRA is with this property and what the real valuation is that could be attached to that
property today. He said it's a lot lower than would be for any other building at that low of an
NOL He said replacement cost is over $100,000 unit. Executive HRA Director Juetten replied
that staff could look into that if the Board wanted to go in that direction.
Chairman Kulaszewicz stated our mission is to provide housing for our residents and would a
building like that still provide housing for our residents. He stated that it was not our intent,
when either Vicksburg Crossing or Plymouth Towne Square was built, to hold them long enough
to turn for profit and then sell.
Commissioner Stein stated that he doesn't assume that they have any subsidized units. Grace
Management Representative Boedigheimer responded negatively and added that their average
rents would double. Housing Program Manager Barnes stated that Holiday's website indicates
they are charging about $2,600 per month, flat fee for everything that they include. He said that
would be an increase in rent for our current residents based on Vicksburg Crossing current rents
and average living expenses.
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Plymouth Housing and Redevelopment Authority
July 26, 2012
Page 3
Commissioner Runck stated that if he were in their shoes, he would see a value at buying this for
50,000 unit and put $10,000 into it and then charge more rent. He said that he would be
interested to hear their full proposal but it doesn't sound like it's in line with the mission of the
HRA.
Chairman Kulaszewicz stated that there are other ancillary issues, like bonds. He said when
someone buys municipal bonds, they expect the bonds to remain in place until they mature.
Housing Program Manager Barnes responded that there would be some work to do to be able to
do that. He said he did not know what that would mean for the HRA or the city with regards to
future bond issues.
Housing Program Manager Barnes stated that the HRA mission is to provide a wide range of
housing options in the city and to work with the city and the City Council to provide those
options within our community. He said these buildings serve that purpose.
Commissioner Stein stated that by selling Vicksburg Crossing, we wouldn't be meeting our
mission unless we made enough money off the sale and doubled the number of units we are
providing. He stated that he wouldn't be interested in selling.
Chairman Kulaszewicz stated he wouldn't be interested in pursuing this and wasting their time or
staff's time. He said if we were in the business and our mission was to develop properties and
turn a profit would be one thing but that's not the HRA's mission.
Commissioner Willis stated that he didn't disagree.
MOTION by Chairman Kulaszewicz, seconded by Commissioner Runck, requesting IIRA staff
to respond to Holiday Retirement that the IIRA is not interested in selling Vicksburg Crossing.
Vote. 4 Ayes. Motion approved.
A. Housing Choice Voucher Program (Section S) Study.
Commissioner Willis stated that administrative reimbursement continues to fall and it's not
likely to be increased. He said the issue is to talk about what to do to cover deficit of the
administrative expenses from this point forward.
HRA Executive Director Juetten stated the unrestricted net assets are the money that we built up
over time and we can use that money to offset a deficit on an annual basis. He said that
assumptions were made in these calculations with no increase from HUD and a 2-V2% increase
per year on our expenses. He said 2020-2021 would be when we would be in the negative and
that would be when we would have to start taking money fiom either an HRA levy or something
else to help fund it.
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Plymouth Housing and Redevelopment Authority
July 26, 2012
Page 4
HRA Executive Director Juetten went over the four options outlined in the staff report. He
added this is a lot of historical data that we did not have in one place before and since staff spent
a lot of time on this, it is a good document to have.
Chairman Kulaszewicz stated that he found it to be very interesting, informational and the time
was well spent.
Commissioner Willis stated that he recommends continuing as currently doing and monitoring it.
He said other HRAs are going to be pushed to the same point and let's find out what others come
up with, as they may come up with something unique. He said if we can ultimately have the
same housing results for Section 8 run by somebody else, there may be a time when that may be
the best thing for us to do because of cost factors. He said that given the reserves that we have, it
is not necessary to make that decision today.
Commissioner Willis added that he is not interested in running the reserves down to zero because
then you don't have flexibility for anything else. HRA Executive Director Juetten responded
that if we want to get out of the program, we would have to find somebody that wants our
program. He agreed with Commissioner Willis that it would be hard to sell to somebody else
with a zero reserve balance.
Commissioner Stein stated that he assumed every HRA is facing the same shortfall so why
would anybody want to take it over. Commissioner Willis stated that Metropolitan Council.
would because they would levy it. HRA Executive Director Juetten stated that certain ones have
different ways of doing it.
Chairman Kulaszewicz asked that if we did turn it over wouldn't that cause cuts in staff. HRA
Executive Director Juetten responded affirmatively. He said there would definitely be two
people that we would eliminate immediately.
Chairinan Kulaszewicz asked if the intent, when it was taken over in the first place, was to have
more local control. Commissioner Stein stated it was a good idea. HRA Executive Director
Juetten responded absolutely and there are some real good, solid benefits of us operating the
program. He said the question is just when to decide that we may have to look at using local
dollars to subsidize the program.
Commissioner Stein asked if we make money with port ins. HRA. Executive Director Juetten
responded that we get money, we don't make money. Commissioner Stein asked if we ever lose
money on a port in. Support Services Manager Whalen replied that we get 80% of the
administrative fee on a port in and for being a small housing authority, we do very well with our
port ins. She said that is what has sustained us the last few years.
Commissioner Stein stated that if we had more port ins, we could almost make up the deficit and
he asked if there is a way to attract that. Support Services Manager Whalen responded that one
of the issues is that the rental market is very tight right now and if owners opt out or don't accept
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Plymouth Housing and Redevelopment Authority
July 26, 2012
Page 5
Section 8, it hurt us. She said that Westview Estates has helped us because we had, not only our
project -based vouchers there, ten others that ported in from other housing authorities. She said
having a good affordable housing project like that helps us because then people want to come
here.
HRA Executive Director Juetten added that Park Place Apartfnents only has one Section 8 client
left and they are leaving soon. He said Park Place is not looking for any more. He said they are
raising their rents and putting improvements into the buildings. He said the amount of rent is
capped and if it's over, Section 8 people have to pay the difference and they can't afford to pay a
whole lot.
Commissioner Runck stated that with all the construction going on, vacancies are going to crawl
back up in the next few years and that will help us out. HRA Executive Director Juetten agreed
and stated this is probably a couple -year blip that will probably correct itself in the next few
years.
MOTION by Commissioner Willis, seconded by Chairman Kulaszewicz, to continue on the
current Housing Choice Voucher Program course, monitor the program and update the
spreadsheet on an annual basis. Vote. 4 Ayes. MOTION approved.
B. Emergency Repair Assessment/Loan Program.
HRA Specialist Berglund gave an overview of the staff report on the Emergency Repair
Assessment Program.
Commissioner Willis asked if it would be limited to water utility or if it could include sanitary
sewer or connection to the sanitary sewer if their septic system failed and they haven't
previously connected to the city sewer. HRA Specialist Berglund responded that could also be
an assessment. Housing Program Manager Barnes added that staff could look at those items. He
said that we are restricted by statute for what's assessable. He said that staff would add sewer to
the Emergency Repair Assessment Program. He said that staff had considered putting in trees,
as well, if they were damaged in storms or diseased. I -Ie said that in talking with the Park staff,
they all ready have the ability to assess residents if needed and they didn't want to wrap that in
with this program at this time.
Commissioner Willis asked if it is strictly limited to sewer and water. Housing Program
Manager Bares responded that there are other items listed in the statute but a lot of them, such
as sidewalk and street repairs, are all ready being assessed through a normal process. He said
staff felt we would deal with things that come up more in an emergency situation, such as a
water sei vice breaking on the owner's side of the property.
Commissioner Willis asked what assurance staff has that the water fund is going to be
amendable through becoming a piggy bank for this program. Housing Program Manager Baines
replied that staff has talked with Public Works Director Cote and he was comfortable with this.
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Plymouth Housing and Redevelopment Authority
July 26, 2012
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He said we would be doing the same thing that Public Works has been doing in the past when
emergencies have come up, with the exception that we are bringing in HRA staff to have a
review of their income and make sure that they meet a certain test before it comes before the City
Council for an assessment. He said it is an extra set of requirements so that the Council knows
that there are guidelines in place.
HRA Executive Director Juetten added that the idea of this policy and the policy itself would
have to go in front of the City Council, too. He stated that the idea is that the HRA staff has the
technical expertise to analyze whether or not somebody needs assistance or not but the city has
the authority to assess, the HRA does not. He said even if there was a program set up with HRA
dollars, some how it would have to still get back to the City Council so that they could approve
the assessment. He said that rather than do it that way, staff discussed that the money would
come from a non -HRA fund (a city fund) but the HRA staff would help Engineering and Public
Works determine eligibility.
Commissioner Runck asked if there is a program like this for seniors already. HRA Executive
Director Juetten responded that there is through the HRA. Housing Program Manager Barnes
added that there is an emergency repair grant program for individuals who are 55 years of age or
older. He said that what we are proposing doesn't have any age restrictions and the income limit
is a little higher than the CDBG program. He said it would potentially help out a broader
spectrum of individuals.
Comhnissioner Willis stated that when it goes to the City Council, he would be looking for what
the limitations are in terms of what kinds of things are going to be subject to getting a grant and
what kind of work is going to be authorized, such as water service or sanitary sewer.
Housing Program Manager Barnes stated there is not a huge need for this. He said Public Works
Director Cote has said that he has 35 to 40 breaks in a year that are on the homeowner's side. He
said of those 35 to 40, it is literally two or maybe three a year where the homeowner is in a
financial situation where they can't pay for the costs immediately. He said it is a very small
amount but the reason staff proposed this is because it was a more secure way for the city to
protect the funds. Housing Program Manager Barnes stated that assessments do not go away;
whereas, loans could be lost through a foreclosure,
Commissioner Willis stated that if you don't talk about sanitary sewer somebody will bring it up
because if a sewer line collapses or gets plugged up, from a health standpoint, that's probably
more severe of a problem, He asked HRA staff to discuss adding it to the policy with Public
Works Director Cote.
Chairman Kulaszewicz stated that he is also in favor of adding sanitary sewer to the policy.
Commissioner Willis stated that he thought there shothld be a cap. Housing Program Manager
Barnes responded that staff borrowed this language from the city's policy on assessments.
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Plymouth Housing and Redevelopment Authority
July 26, 2012
Page 7
Commissioner Willis stated it would be how much you would be willing to spend if a sewer or
water line goes out and he doesn't know how much they cost.
HRA Specialist Berglund replied that the estimates are around $2,000 to $3,000. Commissioner
Willis asked if that was from the street valve on the property line to the home meter. HRA
Executive Director Juetten replied affirmatively. He added that they don't always have to go all
the way back to the house.
Housing Program Manager Barnes stated that a cap could be included. He said septic systems
could get costly. He said if they are not hooked up to city services, we would be looking at
abandoning the septic system and trying to get that house connected to the city service.
Housing Programs Manager Barnes said staff thought the maximum eligible income for this
program would be capped at $83,900 for household income, using the median income for a four -
person household.
Commissioner Willis asked if the cap is defined by an annual adjustment. Housing Program
Manger Barnes responded that it would be looked at and adjusted annually. Chairman
Kulaszewicz added it would be adjusted to whatever the median income is.
HRA Specialist Berglund gave an overview of the staff report on the Emergency Repair Loan
Program.
Commissioner Willis asked if this loan program includes windows. HRA Specialist Berglund
responded that this would not include windows because that would not be viewed as an
emergency type repair. IIe said that would be more suited for either our rehabilitation loan
program or we would direct the resident to the Minnesota IIousing Finance Agency's Fix -Up
Fund. Housing Program Manager Barnes added that it could be used for windows if it were just
a single window that presented an emergency situation.
Commissioner Willis asked how the loan would be collected or how default would be avoided if
it is capped at $5,000. Housing Program Manager Barnes responded that we would become a
lender, just like any bank, and there would be terms in our document about defaults; such as,
what would be a default, how to cure those defaults and what the repercussions would be.
Chairman Kulaszewicz asked if it would be a second mortgage. Housing Program Manager
Barnes replied affirmatively and that we would be in a second or maybe even a in a thud
position, depending the number of loans each homeowner has. IIe said this is an emergency
situation where something comes up. He said our CDBG program is a grant program for seniors.
He added that there will be more risk in a loan program.
Commissioner Stein asked if the program would start out with $50,000. Housing Program
Manager Bares confirmed that amount and added that staff's thought is to make this a pilot
program and see if it is successful.
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PIymouth Housing and Redevelopment Authority
July 26, 2012
Page 8
Commissioner Runck asked if the funds would be utilized too quickly. Housing Program
Manager Barnes responded that it has to be an emergency. He said it is not designed to address
just an old furnace, water heater, etc. He said there would have to be an emergency situation or
the furnace would have to be "red tagged" by the utility company.
Commissioner Stein asked if staff has received calls from people that their furnace is broken and
needs to be replaced but then they are not eligible so you can't help them. Housing Program
Manager Barnes responded affirmatively. He said that staff fields about 10 calls per year. HRA
Executive Director Juetten asked if it is typically seniors that just have more income from
investments. Housing Program Manager Barnes replied that there is a wide variety, as some are
under the age limit or over the income limit.
Commissioner Stein asked if $50,000 was the total for the program or if that would be the
amount going into the prograin each year. Housing Program Manager Barnes responded that
staff proposes to initially fund the program at $50,000 and evaluate the program, either within a
year or as those funds are depleting. He said staff would report back to the Board on the
progress of the program. He said if the program is successful, it would ultimately be funded for
a number of years and eventually it would become self sustaining.
Commissioner Willis asked if these programs have an administrative fee to cover staff time.
Housing Program Manager Barnes replied that we have not proposed any administrative fee for
this but we could. Commissioner Willis stated that he is not suggesting we add a fee at this time.
Chairman Kulaszewicz stated that we put in $50,000 and it is a one time deal. He said we look
at it again in a year or when $50,000 is depleted, whichever comes first. IIousing Program
Manager Barnes stated that at a minimum, staff would bring it back in a year even if there were
still funds remaining to keep the Board informed. Commissioner Willis stated that there is not
going to be a deluge of applicants.
Chairman Kulaszewicz stated that he would assume staff will put it out on the city's website and
let residents know the program exists. Housing Program Manager Barnes responded
affirmatively. He said the more you market and advertise programs, the more they get used. IIe
said we are always cautious when we have limited funds.
Commissioner Stein asked how quickly someone's eligibility can be determined. Housing
Program Manager Barnes replied it depends on how quick they can get us the required
information. He said they are asked to bring in a couple years of tax returns, two months of their
most recent pay stubs and documentation on their current mortgage.
Commissioner Stein asked what happens if the emergency occurs on weekends or holidays.
Housing Program Manager Barnes responded that we do not have anything set up for weekends
or holidays but we certainly could look into it. He said most people understand government and
that we are not open on weekends and certain holidays. Commissioner Stein asked if Public
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Plymouth Housing and Redevelopment Authority
July 26, 2012
Page 9
Works responds. HRA Executive Director Juetten replied that they respond immediately for
water breaks.
Chairman Kulaszewicz stated that he was in favor of both of these programs.
MOTION by Commissioner Stein, seconded by Commissioner Runck, to approve the
Emergency Repair Assessment Program and Emergency Repair Loan Program policies with
HRA Board recommendations to be submitted to the City Council for review and approval.
Vote. 4 Ayes. Motion approved.
6. ADJOURNMENT
MOTION by Chair Kulaszewicz, without objection, to adjourn the meeting at 7:50 p.m.
P
PLYMOUTH
TO NE SQUARE
MEMORANDUM
To: Jim Barnes
From: Sara Paquette, Interim Managing Director, Plymouth Towne Square
Date: September 17, 2012
Re: PTS Monthly Report for July and August 2012
August and September Newsletter and Calendar attached
Occupancy/Marketing
We had a new resident move into apartment 309 on August 1, 2012.
Currently there are 135 names on the one bedroom wait list and 26 names on the two bedroom
wait list.
There are no notices to vacate. There was full occupancy August 1, 2012.
Administrative/Building Operations
A change in management staff was made effective August 29. Sara Paquette (Vicksburg
Crossing) is assisting, along with Grace Management staff, at Plymouth Towne Square in the
interim. The office hours are half days Monday, Tuesday, Thursday and Friday (closed
Wednesdays) until a replacement is hired.
The boiler replacement project is nearing completion.
Resident Services
On Thursday, July 19th the pharmacist from Lund's came to provide information and answer
questions for residents.
Our Night to Unite party was on Tuesday, August 7th. The musical group "After 5" performed.
Taylor Marie's clothing store was here on Friday, August 24th and had a sale for residents in the
community room.
The monthly birthday celebrations were held on July 26th and August 23`d. We had cake and ice
cream.
15500 37th Awnuc North • Plymouth, MN 55446-3250
Phone: (763) 550-9525 • Fax: (763) 551-0144
Owned by Plynioul Housing and Rede lopmenr Authority
Balance Sheet
PLYMOUTH TOWNS SQUARE
As Of July 31, 2012
Ending Balance
ASSETS
Total
CURRENT ASSETS
M I PETTY CASH 500
M I OPERATING ACCOUNT 66,279
M I SEC DEPOSIT CASH ACCOUNT 50,173
INVESTMENTS - WORKING CAPITAL FUND 767,531
INVESTMENTS - NEW DEBT SERVICE 3,406,638
ACCOUNTS REC-TENANTS 4,769
INTEREST RECEIVABLE 1,200
ACCOUNTS REC-OTHER 793
PREPAID PROPERTY INSURANCE 9,355
PREPAID OTHER 4,620
TOTAL CURRENT ASSETS 4,311,859
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 6,696
COMPUTERS/OFFICE EOUIPMENT 13,060
ACCUMULATED DEPRECIATION 3,090,494)
TOTAL FIXED ASSETS 3,822,237
NON-CURRENT ASSETS
DEFFERED CHG-BOND ISS COST 2011A 34,987
DEFERRED CHG - ORIG ISS COSTS 15,594
DEFERRED CHG - BOND ISS COSTS 20,298
TOTAL NON-CURRENT ASSETS
TOTAL ASSETS
70,879
8,204,975
Balance Sheet
PLYMOUTH TOWNE SQUARE
49,875
As Of July 31, 201
3,285,000
BONDS PAYABLE- SERIES 2011A
Ending Balance Total
LIABILITIES
27,758)
CURRENT LIABILITIES
74,243
ACCOUNTS PAYABLE -TRADE 28,319
ACCRUED PAYROLL 3,389
ACCRUED COMPENSATED BALANCES 1,673
ACCRUED INTEREST 45,468
ACCRUED REAL ESTATE TAXES 18,026
ACCRUED OTHER 1,033
TOTAL CURRENT LIABILITIES 97,908
LONG-TERM LIABILITIES
SECURITY DEPOSITS 49,875
BONDS PAYABLE 3,285,000
BONDS PAYABLE- SERIES 2011A 3,165,000
BOND DISCOUNT 27,758)
BOND PREMIUM 74,243
TOTAL LIABILITIES
EQUITY
RETAINED EARNINGS RSRVD FOR DS
RETAINED EARNINGS
TOTAL EQUITY
CURRENT YEAR INCOMEI(LOSS)
TOTAL LIABILITIES & EQUITY
3, 276,369
1,653,376)
6,546,361
6,644,269
1,621,993
61,287)
8,204,975
Profit and Loss Variance
PLYMOUTH TOWNE SQUARE
Through July 31, 2012
MTD Actual Budget Var. YTD Actual Budget Var, Year Budget
INCOME
APARTMENT RENTAL REVENUE 52,619 50,656 1,963 372,556 354,592 17,964 607,872
HRA INDIVIDUAL 58,000 18,000 0 128,000 126,000 0 216,000
GARAGE RENT 2,710 2,880 170) 19,835 20,160 325) 34,560
GUEST ROOM REVENUE 200 200 0 1,000 1,400 400) 2,400
LAUNDRYREVENUE 793 760 13 5,883 5,460 423 9360
APPLICATION FEE REVENUE 35 53 18) 280 371 91) 636
TRANSFER FEE REVENUE 0 0 0 0 500 500) 500
INVESTMENT INCOME 304 300 4 4,933 2,100 2,833 3,600
MISCELLANEOUS REVENUE 325 130 195 1,951 910 1,041 1,560
TOTALINCOME 74,987 72,999 1,986 532,438 511,493 20,945 876,488
EXPENSES
ADMINISTRATION
MANAGER SALARIESNYAGES 3,662 3,583 79) 25,162 25,081 81) 42,995
PAYROLL TAXES 631 643 12 4,781 4,501 280) 7,716
HEALTH INSURANCE 479 558 79 3,248 3,906 650 6,696
WORKERS COMP INSURANCE 154 193 39 1,146 1,354 205 2,316
MAINTENANCE SALARIESAAAGES 1,571 1,483 88) 10,647 10,301 266) 17,795
MAINTENANCE ASST SALARIESAMGES 945 780 165) 6,162 5,460 702) 9,360
EMPLOYEECOSTS 45 51 6 338 357 20 612
SEMINARrrRAINING 0 21 21 60 147 87 252
BANK FEES 0 7 7 25) 49 74 84
DUES, SUBS & MEMBERSHIPS 0 0 0 55 50 5) 110
LICENSE & PERMITS 0 0 0 0 0 0 894
MILEAGE REIMBURSEMENT 73 50 23) 689 350 339) 600
POSTAGWOVERNIGHT EXPRESS 50 11 39) 76 77 1 132
PRINTING 0 12 12 a 84 84 144
MANAGEMLNTFEES 4,400 4,400 0 30,800 30,800 0 52,800
PROFESSIONAL FEES 0 300 300 595 2,100 1,505 3,600
TELEPHONE EXPENSE 457 453 4) 3,183 3,171 12) 5,436
EQUIPMENT LEASHREPAIR 244 155 89) 732 1,085 353 1,860
OFFICESUPPLIES 64 95 31 377 665 288 1,140
MISCELLANEOUS ADMIN EXPENSE 0 10 10 0 70 10 120
TOTAL ADMIN EXPENSES 12,775 12,80$ 30 B8,O25 H9,6H$ 1,659 154,664
RESIDENT SERVICES
RESIDENT PROGRAINACTIVIMES 171 225 54 3,075 1,575 1,500) 4,075
TOTAL RES SERV EXPENSES 171 225 4 3,075 1,57$ 1,5(10) 4,075
MARKETING
ADVERTISING 0 15 15 0 105 105 180
TOTAL MARKETING EXPENSES 0 15 15 0 105 105 180
HOUSEKEEPING
CONTRACT LABOR 1,464 1,420 44) 9,825 9,940 116 17,046
CLEANING SUPPLIES 278 200 78) 906 1,400 494 2,400
TOTAL HOUSEKEEPING EXPENSES 1,742 1,620 122) 10,730 11,340 610 19,440
Profit and Loss Variance
PLYMOUTH TOWNE SQUARE
Through July 31, 2012
BUILDING & GROUNDS
CABLE TV EXPENSE
UTILITIES - ELECTRICITY
UTILITIES - GAS
UTILITIES- WATERISEWER
WATER SOFTENING SERVICE
DOORS, KEYS & WINDOWS
FIRE SYSTEM SERVICE
LAWN SERVICEB?,NDSCAPfSNOW RMVL
PEST CONTROL
TRASH REMOVAL
UNIT TURNOVER REPAIRS
RESERVOREPLACE CAPITAL EXPENSE
ELEVATOR -REPAIRS & MAINTENANCE
REPAIRS & MAINTENANCE
BUILDING & GROUNDS SUPPLIES
H VAC - REPAIRS & MAINTENANCE
MISCELLANEOUS B & G EXPENSES
TOTAL BUILDING & GROUNDS
OTHER OPERATING EXPENSES
PROPERTY & LIABILITY INSURANCE
PAYMENT IN LIEU OF PROPERTY TAX
TOTAL OTHER OPERATING EXPENSES
TOTAL OPERATING EXPENSES
NET OPERATING INCOME 1 ( LOSS)
DEPREC, INTEREST & OTHER EXPENSE
DEPRECIATION EXPENSE
AMORTIZATION EXPENSE
INTEREST EXPENSE
TOTAL DEPREC, INTEREST & OTHER
NET INCOME I(LOSS)
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
56 61 5 387 427 40 732
2,540 2,500 40) 13,687 14,650 963 24,900
423 500 77 9,968 15,625 5,857 24,525
874 970 96 4,997 4,660 137) 8,400
194 297 103 2,271 2,079 192) 3,564
342 420 78 3,189 2,940 249) 5,040
756 430 328) 2,002 3,010 1,008 5,160
858 1,775 817 8,342 12,425 4,063 21,300
0 0 0 283 33U 47 660
647 720 73 4,460 5,040 580 8,640
2,933 3,733 800 24,802 26,131 1,329 44,796
4,995 0 4,995) 143,711 162,410 18,699 171,910
479 550 171 3,354 4,550 1,196 7,800
4,627 2,250 2,577) 29,197 20,150 9,047) 28,525
254 015 861 19,699 6,405 13,294) 10,980
218 790 482 12,750 4,900 7,850) 6,400
0 15 15 0 105 105 180
20,398 15,936 14,462) 283,097 286,237 3,140 375,512
2,187 2,387 200 16,540 16,709 169 28,644
2,575 2,500 175) 18,026 17,500 626) 30,000
4,763 4,887 124 34,565 34,209 356) 58,644
39,848 35,488 4,360) 419,493 423,151 3,658 612,515
35,138 37,611 2,373] 112,945 88,342 24,603 263,973
18,450 16,258 192) 115,148 113,606 1,342) 195,096
465 475 10 3,256 3,325 69 5,700
11,367 11,367 55,829 79,569 23,740 136,404
28,282 28,100 182) 174,232 196,700 22,468 337,200
6,856 9,411 2,555) 61,287) 108,358) 47,071 73,227(
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Balance Sheet
PLYMOUTH TOWNE SQUARE
As Of August 31, 2012
Ending Balance
ASSETS
Total
CURRENTASSETS
M I PETTY CASH 500
M I OPERATING ACCOUNT 56,888
M I SEC DEPOSIT CASH ACCOUNT 50,790
INVESTMENTS- WORKING CAPITAL FUND 774,531
INVESTMENTS- NEW DEBT SERVICE 3,434,769
ACCOUNTS REG -TENANTS 4,807
INTEREST RECEIVABLE 1,500
ACCOUNTS REC-OTHER 864
PREPAID PROPERTY INSURANCE 21,825
PREPAID OTHER 4,093
TOTAL CURRENT ASSETS 4,350,568
FIXED ASSETS
LAND 459,247
SITE IMPROVEMENTS 111,390
BUILDING 5,767,619
BUILDING IMPROVEMENTS 3U1,779
FURN, FIXT & EQUIP -GENERAL 25U,941
FURNITURE & FIXTURES - HOUSEKEEPING 8,696
COMPUTERS OFFICE EQUIPMENT 13,060
ACCUMULATED DEPRECIATION 3,106,944)
TOTAL FIXED ASSETS 3,805,787
NON-CURRENT ASSETS
DEFFERED CNG -BOND ISS COST 2011A 34,987
DEFERRED CNG - ORIG ISS COSTS 15,447
DEFERRED CNG - BOND ISS COSTS 20,182
TOTAL NON-CURRENT ASSETS
TOTAL ASSETS
70,616
8,226,971
Balance Sheet
As Of August 31, 2012
Ending Balance
LIABILITIES
CURRENT LIABILITIES
ACCOUNTS PAYABLE -TRADE 24,276
ACCRUED PAYROLL 983
ACCRUED COMPENSATED BALANCES 1,673
ACCRUED INTEREST 56,835
ACCRUED REAL ESTATE TAXES 20,601
ACCRUED OTHER 6D6
TOTAL CURRENT LIABILITIES
LONG-TERM LIABILITIES
SECURITY DEPOSITS 50,486
BONDS PAYABLE 3,285,000
BONDS PAYABLE - SERIES 2011A 3,165,000
BOND DISCOUNT 27,555)
BOND PREMIUM 74,243
TOTAL LIABILITIES
EQUITY
RETAINED EARNINGS RSRVD FOR DS 3,275,369
RETAINED EARNINGS (1,653,376)
TOTAL EQUITY
CURRENT YEAR INCOMEI(LOSS)
TOTAL LIABILITIES & EQUITY
Total
104,974
6,547,177
6,652,150
1,621,993
47,172)
8,226,971
Profit and Loss Variance
PLYMOUTH TOWNE SQUARE
Through August 31, 2012
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
INCOME
APARTMENT RENTAL REVENUE 52,540 50,656 1,884 425,096 405,248 19,848 607,872
HRA INDIVIDUAL 18,000 18,000 0 144,000 144,000 0 216,000
GARAGE RENT 2,848 2,880 32) 22,683 23,040 357) 34,569
GUEST ROOM REVENUE 200 200 0 1,200 1,600 400) 2,400
LAUNDRY REVENUE 864 760 84 6,747 6,240 507 9,360
APPLICATION FEE REVENUE 0 53 53) 280 424 144) 636
TRANSFER FEE REVENUE 0 0 1) 0 500 500) 500
INVESTMENT INCOME 304 300 4 5,237 2,400 2,837 3,600
MISCELLANEOUS REVENUE 35 130 95) 1,986 1,040 946 1,560
TOTAL INCOME 74,791 72,999 1,792 667,230 584,492 22,738 876,498
EXPENSES
ADMINISTRATION
MANAGER SALARIESAMAGES 3,497 3,583 86 28,659 28,654 5 42,996
PAYROLL TAXES 876 643 233) 5,657 5,144 513) 7,716
HEALTH INSURANCE 424 55B 134 3,672 4,454 792 6,696
WORKERS COMP INSURANCE 224 193 31) 1,370 1,544 174 2,316
MAINTENANCE SALARIESAIAGES 1,517 1,483 34) 12,164 11,864 300) 17,796
MAINTENANCEASST SALARIESAIAGES 875 780 95) 7,036 6,240 796) 9,360
EMPLOYEECOSTS 68 51 17) 405 408 3 612
SEMINARKRAINING 0 21 21 60 168 106 252
BANK FEES 0 7 7 25) 55 81 84
DUES, SUBS & MEMBERSHIPS 0 0 0 55 50 5) 110
LICENSE & PERMITS B94 694 0 894 894 0 894
MILEAGE REIMBURSEMENT 83 50 33) 772 400 372) 600
POSTAGNOVERNIGHT EXPRESS 5 11 6 81 88 7 132
PRINTING 1 12 12 0 96 96 144
MANAGEMENTFEES 4,400 4,400 0 35,200 35,200 0 52,800
PROFESSIONAL FEES 0 300 300 595 2,400 4,805 3,600
TELEPHONE EXPENSE 471 453 1 B) 3,654 3,624 30) 8,436
EQUIPMENT LEASEIREPAIR 0 155 155 732 1,240 509 1,880
OFFICE SUPPLIES 60 95 35 438 760 322 1,140
MISCELLANEOUS ADMIN EXPENSE 0 10 10 0 90 80 120
TOTAL ADMIN EXPENSES 13,394 13,699 305 101,420 103,384 1,964 154,664
RESIDENT SERVICES
RESIDENT PROGRAWACTIVITIES 612 225 387) 3,687 1,800 11887) 4,(175
TOTAL RES SERV EXPENSES 612 225 387) 3,697 1,800 1,887) 4,075
MARKETING
ADVERTISING 0 15 15 0 120 120 180
TOTAL MARKETING, EXPENSES 0 15 15 0 120 126 180
HOUSEKEEPING
CONTRACT LABOR 1,394 1,420 27 11,218 11,360 142 17,040
CLEANING SUPPLIES 29 200 171 935 1,600 665 2,400
TOTAL HOUSEKEEPING EXPENSES 1,422 1,620 196 12,153 12,960 807 19,440
Profit and Loss Variance
PLYMOUTH TOWNE SQUARE
Through August 31, 2012
BUILDING & GROUNDS
CABLE TV EXPENSE
UTILITIES - ELECTRICITY
UTILITIES - GAS
UTILITIES - WATERISEMR
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DOORS, KEYS & WINDOWS
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LAWN SERVICEILANDSCAPISNOW RMVL
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TRASH REMOVAL
UNIT TURNOVER REPAIRS
RESERVFIREPLACE CAPITAL EXPENSE
ELEVATOR -REPAIRS & MAINTENANCE
REPAIRS & MAINTENANCE
BUILDING & GROUNDS SUPPLIES
HVAC - REPAIRS & MAINTENANCE
MISCELLANEOUS B & G EXPENSES
TOTAL BUILDING & GROUNDS
OTHER OPERATING EXPENSES
PROPERTY& LIABILITY INSURANCE
PAYMENT IN LIEU OF PROPERTY TAX
TOTAL OTHER OPERATING EXPENSES
TOTAL OPERATING EXPENSES
NET OPERATING INCOME! ( LOSS)
DEPREC, INTEREST & OTHER EXPENSE
DEPRECIATION EXPENSE
AMORTIZATION EXPENSE
INTEREST EXPENSE
TOTAL DEPREC, INTEREST & OTHER
NET INCOME I (LOSS)
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
56 fit 5 442 488 46 732
2,381 2,300 81) 16,068 16,950 882 24,9DD
421 500 79 10,389 16,325 5,939 24,525
961 970 9 5,958 5,830 128) 8,400
401 297 104) 2,672 2,376 296) 3,564
0 420 420 3,189 3,360 171 5,040
1,432 430 1,002) 3,434 3,440 6 5,160
856 1,775 917 9,200 14,200 5,000 21,300
9 0 0 283 33D 47 660
809 720 69) 5,258 5,760 492 8,640
0 3,733 3,733 24,802 29,864 5,062 44,796
1,099 7,000 5,901 144,810 169,410 24,600 171,910
479 650 171 3,833 5,200 1,367 7,800
2.328 1.675 653) 31,524 21,825 9,699) 28,525
539 915 376 20,238 7,320 12,91 B) 10,980
218 700 482 12,968 5,600 7,368) 8,400
0 15 15 0 120 120 TBD
11,981 22,161 10,180 295,078 308,396 13,320 375,512
2,409 2,387 22) 18,949 19,098 147 28,644
2,575 2,500 75) 20,601 20,000 601) 30,000
4,984 4,887 97) 39,550 39,096 454) 58,644
32,394 42,6D7 10,213 451,687 465,756 13,871 612,515
42,397 30,392 12,005 155,342 118,734 36,668 263,973
16,450 16,258 192) 131,598 130,064 1,534) 195,096
455 475 10 3,721 3,000 79 5,700
11,367 11,367 0 67,196 9D,936 23,740 136,404
28,282 28,100 182) 202,514 224,800 22,286 337,200
14,115 2,292 11,623 147,172) 106,066) 8,694 73,227)
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AUGUST BIRTHDAYS
Happy Birthday to the following residents
who are celebrating birthdays this month!
DAVID MCINDOO 3
YURI KOLTUNOV 6
OLGA MYSKIV 6
RAISA SCOBOVA 6
SARA DZEM IAN I U K S
JUNE KARLSON 10
MARY OLSON 10
ANN WHALEN 10
RAY MILFORD 23
HARMON TRACY 24
DELORES JOHNSON 25
KHASYA P LOTKI N 26
WILMA SMITH 27
NANCY KETTNER 31
New resident Eleanor Parry in
apartment 309. We are very
happy to have you!
NIGHT TO UNITE
Tuesday, August 7th.
Dickey's BBQ dinner begins
at 6pm. Entertainment with
After 5 at 7pm. Tickets on
sale August 1st & 2nd
10-12noon. Residents $6.00
Guests $12.00.
PTS BREAKFAST
Will be held August 18th from
8:30-10am. French Toast will
be served. Volunteers
needed.
f
POTLUCK DINNER
Please join for weekly
potlucks on Wednesday
evenings beginning at 5pm.
P-1
SEPTEMBER BIRTHDAYS
Happy Birthday to the following residents
who are celebrating birthdays this month!
ANNE CROOKS 1
BETTY CONWAY 3
HELEN RITTER 3
HERBERT ANDERSON 14
ROBERT WOLLMAN 14
FERN BLAIR 19
DEE FLAA 20
BESSLORENCE 22
RUSS SMITH 23
NIKOLAY KOCHERGIN 25
IRENE ROMANIUK 25
PAT WINDSOR 26
PTS BREAKFAST
Will be held September
29th from 5:30-10am.
Please sign up to
volunteer.
POTLUCKS
Will be held through
September on
Wednesdays at 5pm.
Get ready for a costume
contest at our Halloween
Party Oct. 31st! There will
be cash prizes for 1st, 2nd
and 3rd place. "CODA"
will be entertaining with
the sax and keyboard.
REMINDERS*
The building and grounds
are smoke free. Please
remind your family and
friends that they are not
allowed to smoke
anywhere on the property.
This includes the parking
lot. All smokers must go
off the property to smoke.
Please do not remove
chairs from the porch or
picnic area for personal
use. Outdoor furniture is
to remain on site.
No furniture, mattresses or
electronics are allowed to
be put in the trash.
Residents are responsible
to transport these items to
the recycling center.
Please close your
apartment door gently.
A complaint of slamming
doors has been received.
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vicbsburg Crossing
MEMORANDUM
To: Jim Barnes
From: Sara Paquette
Date: August 13, 2012
RE: Vicksburg Crossing Monthly Report for July 2012
August Newsletter and August Calendar attached
Rentals:
As of July 31 st, we have 93 occupied apartments with 1 vacant, and we have 1 deposit at this time, giving
us a total of 0 apartments available to rent. The Low Income Apartment waiting list now has 41 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 4)
Square Feet Bedrooms
Occupied Vacant Deposits Est'd Move in
Style A (23) 850 Sq Ft 1 Bedroom
23 0
0
Style C (8) 884 Sq Ft 1 + Den 8 0 0
Style C2 (8) 950 Sq Ft 1 + Den 8 0
0
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 3 0 0
Affordable
33) 725 Sq Ft 1 Bedroom 32 1 1 September 1st
TOTALS 193 1 1
31551ic)Zslura 1 anc iv o Plymouth, '3N 55447 Phone (763)559-1877 • Fax (763)559-0144 • mmv.ci'P1y nnuth.mn.us
0,Nmed by Plymouth Hnu,ins and RedcAclopi cont kuthoriLy 1121
EQUAL HOUSING
OPPORTUNITY
Move-Ins/Move-Outs:
We had one move into a market rate 1 bedroom and one move out of our affordable apartment. We
currently have a deposit on the affordable apartment.
Marketing
We now have a waiting list of approximately 20 people who are interested in various styles of our market
rate apartments. It will depend on timing of our move outs as to whether Vicksburg Crossing will work
for them. We may possibly have an open house in the fall, depending on what our availability is at the end
of August.
Resident Services
During coffee on Wednesday, July 18th Phil, from Lund's Pharmacy, came to our coffee hour to talk to
the residents about fish oil and also to answer any other questions they had about medications.
On Monday, July 16'
h
we had a summer party. We ordered BBQ chicken sandwiches from Dickey's, we
also had potato salad, chips, watermelon and root beer floats.
We had our monthly birthday party on Thursday, July 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 have some paint that is peeling off around our dryer vents on the siding. We are looking at several
different solutions to the problem.
Balance Sheet
VICKSBURG CROSSING
As Of July 31, 2012
Ending Balance
ASSETS
CURRENT ASSETS
M I PETTY CASH 612
M I OPERATING ACCOUNT 441,509
M I SECURITY CASH ACCOUNT 55,173
INVESTMENTS - WORKING CAPITAL FUND 280,270
INVESTMENTS - DEBT SERVICE 329,302
ACCOUNTS REC-TENANTS 517)
INTEREST RECEIVABLE 40D
ACCOUNTS REC-OTHER 70
PREPAID PROPERTY INSURANCE 9,957
PREPAID OTHER 2,968
TOTAL CURRENT ASSETS
FIXED ASSETS
LAND 874,593
SITE IMPROVEMENTS 238,793
BUILDING 9,025,428
FURNITURE, FIXTURES & EQUIP -GENERAL 348,957
COMPUTERSIOFFICE EQUIPMENT 4,744
ACCUMULATED DEPRECIATION 2,066,726)
TOTAL FIXED ASSETS
NON-CURRENT ASSETS
BOND ISSUANCE COST
TOTAL NON-CURRENT ASSETS
TOTAL ASSETS
53,440
Total
1,119,743
8,405,756
53,440
9,578,939
Balance Sheet
VICKSBURG CROSSING
As Of July 31, 2012
Ending Balance
LIABILITIES
CURRENT LIABILITIES
ACCOUNTS PAYABLE -TRADE 23,496
HEARTS & MEMORIALS FUND DONATIONS 112
ACCRUED PAYROLL 3,632
ACCRUED COMPENSATED BALANCES 1,673
ACCRUED INTEREST 229,252
ACCRUED REAL ESTATE TAXES 30,760
ACCRUED OTHER 858
TOTAL CURRENT LIABILITIES
LONG-TERM LIABILITIES
SECURITY DEPOSITS 54,771
BONDS PAYABLE 10,065,000
BOND DISCOUNT (26,197)
TOTAL LIABILITIES
EQUITY
RETAINED EARNINGS-RSRVD FOR DS 416,518
RETAINED EARNINGS (1,153,291)
TOTAL EQUITY
CURRENT YEAR INCOME!(LOSS)
TOTAL LIABILITIES & EQUITY
Total
289,784
10,091,574
10,381,358
736,773)
65,646)
9,678,939
Profit and Loss Variance
VICKSBURG CROSSING
Through Juty 31, 2012
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
INCOME
APARTMENT RENTAL REVENUE 91,069 66,933 4,136 613,198 609,781 3,417 1,045 896
APARTMENT RENTAL REVENUE -COUNTY 2,646 2,679 33) 19,316 18,753 565 32,148
HRA SUBSIDY - TAX LEVY 2,000 2,000 0 14,000 14,000 0 24,000
GARAGE RENT 2,880 2,925 45) 20,407 20,475 50) 35,100
GUEST ROOM REVENUE 70 98 28) 2,175 686 1,489 1,176
LATE FEE REVENUE 20 0 20 190 0 190 0
APPLICATION FEE REVENUE 70 35 35 455 245 210 420
TRANSFER FEE REVENUE 0 0 0 6 500 500) 500
INVESTMENT INCOME 105 100 5 256 700 444} 1,200
MISCELLANEOUS REVENUE 796 600 196 5,927 4,200 1,727 7,206
TOTALINCOME 99,656 95,370 4,285 675,925 669,34D 6,585 1,147,440
EXPENSES
ADMINISTRATION
MANAGER SALARIES 4,105 4,017 BB) 28,205 26,14 86) 48,204
PAYROLL TAXES 651 691 30 4.992 4,837 155) 8,292
HEALTH INSURANCE 1,121 1.326 205 7,742 9,282 1,540 15,912
WORKERS COMP INSURANCE 137 205 6B 1,011 1,435 424 2,460
MAINTENANCE SALARIESNOkGES 1,571 1,463 88) 10,647 10,381 266) 17,795
MAINTENANCE ASST SALARIES 945 780 165) 6,162 5,460 702) 9,350
EMPLOYEECOSTS 45 51 6 338 357 20 612
SEMINAR7TRAINING 0 21 21 40 147 107 252
BANK FEES 0 5 5 20 35 15 60
DUES, SUBS & MEMBERSHIPS 0 10 10 0 70 70 120
LICENSE & PERMITS 0 0 0 876 B76 0 875
MILEAGE REIMBURSEMENT 97 50 47) 609 350 259) 600
POSTAGROVERNIGHT EXPRESS 9 16 7 82 112 30 192
PRINTING 53 5 48) 58 35 23) 60
MANAGEMENT FEES 4,000 4,000 0 28,000 26,000 0 48,000
PROFESSIONAL FEES 104 300 196 744 2,100 1,356 3,600
TELEPHONE EXPENSE 487 490 a 3,423 3,430 7 5,680
EQUIPMENT LEASEIREPAIR 69 125 56 662 875 213 1,500
OFFICESUPPLIES B6 96 10 256 672 416 1,152
TOTAL ADMIN EXPENSES 13,491 13,671 1BD 93,867 96,573 2,706 164,928
RESIDENT SERVICES
RESIDENT PROGRAWACTIVITIES 244 265 21 1,655 1,855 J 4,515
TOTAL RES SERV EXPENSES 244 265 21 1,866 1,856 0 4,516
MARKETING
POSTAGE 0 0 0 15 0 15} 0
ADVERTISING 9 400 400 1,956 2,800 644 4,600
PROMOTIONAUPARTIES 0 0 0 309 500 191 1,100
TOTAL MARKETING EXPENSES 0 4DD 400 2,280 3,30D 1,626 5,90D
HOUSEKEEPING
CONTRACTLABOR 996 965 31) 6,980 6,755 225) 11580
CLEANING SUPPLIES 161 100 61) 799 700 99) 1,200
TOTAL HOUSEKEEPING EXPENSES 1,156 1,056 91) 7,779 7,456 324} 12,78D
Profit and Loss Variance
VICKSBURG CROSSING
Through July 31, 2012
BUILDING & GROUNDS
GABLE TV EXPENSE
UTILITIES - ELECTRICITY
UTILITIES - GAS
UTILITIES - WATERISE WER
WATER SOrTENING SERVICE
DOORS, KEYS & WINDOWS
FIRE SYSTEM SERVICE
LAWN SERVICEAANDSCAPISNOW RMVL
PEST CONTROL
TRASH REMOVAL
UNIT TURNOVER REPAIRS
RESERVEJREPLAGE CAPITAL EXPENSE
ELEVATOR -REPAIRS 8 MAINTENANCE
REPAIRS & AAAINTENA14CE
BUILDING B GROUNDS SUPPLIES
HVAC - REPAIRS & MAINTENANCE
MISCELLANEOUS B A G LXPENSES
TOTAL BUILDING & GROUNDS
OTHER OPERATING EXPENSES
PROPERTY B LIABILITY INSURANCE
PAYMENT IN LIEU OF PROPERTY TAX
TOTAL OTHER OPERATING EXPENSES
TOTAL OPERATING EXPENSES
NET OPERATING INCOME 1( LUSS)
DEPREC, INTEREST& OTHER EXPENSE
DEPRECIATION EXPENSE
AMORTIZATION EXPENSE
INTEREST EXPENSE
TOTAL DEPREC, INTEREST & OTHER
NET INCOME I (LOSS)
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
120 115 5) 832 805 27) 1,389
2,127 2,500 373 14,551 15,700 1,149 27,025
370 450 72 11,437 14,100 2,663 23,350
1,037 1,150 113 6,690 6.925 235 11,900
198 128 79) 985 896 89) 1,536
0 72 72 419 504 85 864
53 305 252 2,629 2,135 494) 3,660
05B 1,400 542 6,830 9,600 2,970 16,860
0 0 0 2,574 330 2,244) 660
746 735 11) 5,351 5,145 206) 8,820
1,669 2,333 664 17,461 16,331 1,070) 27,996
0 0 0 0 2500 2,500 2,500
402 415 13 2,795 2,905 110 4,980
1,769 750 1,019) 20,202 12,050 8,152) 15,800
139 1,000 861 5,104 7,000 1,896 12,000
225 550 325 4,665 3,850 155) 6.600
0 15 15 0 105 165 180
9,719 11,918 2,199 101,807 101,081 7261 166,651
2,306 2,492 186 17,446 17,444 2) 29,904
4,394 4,331 63) 30,760 30,317 443) 51,972
8,700 6,823 123 48,207 47,761 4461 81,076
31,311 34,142 2,031 255,795 258,025 2,230 436,050
60,345 61,228 7,117 420,130 411,315 8,815 711,390
30,723 30,645 77) 215,058 214,522 536) 367,752
325 303 22) 2,278 2,121 157) 3,836
38,964 38,954 0 268,439 272,748 4,309 467,568
70,012 69,913 99) 485,776 489,391 3,615 830,956
1,667) 8,685) 7,016 65,646) 78,076) 12,430 127,5661
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Night to Unite Party
Don't miss our annual Night to Unite Party!!
For those of you who do not know about Night to Unite, formerly National
Night Out, it is a night to get out of your home and meet your neighbors. For
the past 24 or more years, this party has been held nation wide, and communi-
ties throughout the country hold block parties that often include visits from
Police Officers and Fire Fighters. The idea behind Night to Unite is that the
better you know your neighbors, the safer you are as a community. It's also
just a nice night to get together and spend some time chatting and socializing.
Night to Unite this year is Tuesday, August 7th. We will have a party that
starts at 5:30 PM that night. We will be having a classic barbecue on the back
patio. The menu has been tentatively set at hot dogs and brats on the grill,
chips, beans, potato salad, pickles, beverages and dessert. This year we are
lucky enough to have one of our resident's, son and grandson providing music.
Tickets for this event will be on sale in the community room Wednesday, Au-
gust 1st and Thursday, August 2nd from 10-12. The cost of the ticket will be
3.00 per person. We sell tickets for an event this large so that we can get an
accurate head count and plan appropriately. Your ticket includes your meal,
beverages and dessert. We will being having a raffle so please bring your
ticket the night of the party if you would like a chance to win!
This event is sponsored by management, but I am in need of some volunteers
to help out. If you would like to volunteer, there is a sign up sheet on the table
outside my office.
This year, with so many families in need, Plymouth is hosting a Night to
Unite food and back -to -school drive. It is not required, but if you would
like to donate please bring a non-perishable food item or a school supply
to the party.
4
Thank you for your help, and I hope to see you all on
Tuesday, August 7th!
Rent is due on or before Sunday, August 5th
Resident Notes & News
Latelij residents have leen kind enough to share mann poems, articles and stories related
to seniors. These can be from newspapers, magazines or just something Ljou would like to
share with the other residents. Mope Ljou enjoLJ them. Thanks to those who have contrib-
uted, and to residents who have not, if Ljou find anLjthing Ljou would like to share please
drop it off in the office. I might not have space in even] newsletter so if I did not share Ljour
contribution this month -you can look for it in a future
edition of the newsletter.
Welcome!
We have new residents to welcome this month.
Paul and Frances Hertle moved into apartment 112.`
Welcome to Vicksburg Crossing!
Beverly Leber August 22nd
Verna Walsh August 22nd
Phyllis Clark August 26th
Betty Stensrud August 26th
Influenza Clinic
This summer it seems as though the warm weather could go on forever, so it's hard to think
about the flu season approaching, but we would like to help you prepare because it is right
around the corner. Our goal to make it as easy as possible for everyone to get a flu and pneu-
monia shot by offering them at Vicksburg Crossing in the community room.
Homeland Health specialists, Inc. is Medicare certified and provides vaccinations to Medicare
patients. They will be here on Wednesday, September 12th from 9:00 —10:00 AM to provide a
flu shot clinic for residents.
The consent forms are on the table outside my office if you are interested. On the
day of the clinic Homeland Health services will have nurses here and also insur-
ance specialists to assist with paperwork. It is very important that two forms of
insurance including Medicare and supplemental insurance cards are brought to
the clinic. Copies of medical cards are acceptable.
Comfort Keepers Nail Clinic
Comfort Keepers will be here on Thursday, August 30th to provide a nail clinic.
The cost is $25.00. They soak your feet and trim your nails. The clinic is from
1:30 3:30 in the communityty room.
There will be a sign up sheet outside my office.
Happy Birthdav to the following==`
residents this month:
August Birthdays will be celebrated on
Thursday, August 16th at 2:00
in the Community Room
birthday celebration is open to all residents who wish to come down
and help us celebrate.
Even if it's not your birthday)
Our birthday party is always on the 3rd Thursday of the month.
W
Alvin Keding August 6th
Mary Templeton August 7th
Margot Sehuleman August 12th
Clay Hagen August 14th
Sharon Langland August 15th
Russ Peterson August 15th
Reola Riley August 19th
Dorothy Ryan August 20th
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Vicksbwg Crossing
MEMORANDUM
To: Jim Barnes
From: Sara Paquette
Date: September 17, 2012
RE: Vicksburg Crossing Monthly Report for August 2012
September Newsletter and September Calendar attached
Rentals:
As of August 31st, we have 91 occupied apartments with 3 vacant, and we have 2 deposits at this time,
giving us a total of 1 apartment available to rent. The Low Income Apartment waiting list now has 42
names so we have been adding interested people to the list.
Listed below is a breakdown of units that are occupied and vacant.
Style (Total #)
Square Feet Bedrooms
Occupied Vacant Deposits Est'd Move in
Style A (23) 850 Sq Ft 1 Bedroom
22
September 1st
1
Style C (8) 884 Sq Ft 1 + Den 8 0 0
Style C2 (8) 950 Sq Ft 1 + Den 8 0
0
Style D (8) 1187 Sq Ft 2 Bedroom 7 1 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 3 0 0
Affordable
33) 725 Sq Ft 1 Bedroom 32 1 1 September 1st
TOTALS 1 191 13 12
3155 Viclzslaug Lane N P yrmnab, MN 5544.7 • Pb.(763)559-1877 • Fax (763)559-0144 • www.6.p1ymout1i.nui.us
Owned by Plymouth Housing and Redevelopment AuthoriLy 121111
EQUAL HOUSING
OPPORTUNITY
Move-Ins/Move-Outs:
We had one move into a market rate 1 bedroom and one move out of an affordable apartment. We
currently have a deposit on the both apartments. The couple that have a deposit down on the affordable
apartment lived in the building previously and are excited to return.
Marketing
Tours and inquiries have increased this month. We continue to have many people contacting us who are
interested in affordable or subsidized housing but we have also seen an increase in people interested in the
market rate apartments. Many people who come to tour this time of year are more serious about moving
and would like to make a change before winter.
Resident Services
We had our Night to Unite party on Tuesday, August 7h.
The residents really enjoyed the evening. The
son of one of our residents played guitar and sang. We had a barbecue with hot dogs and brats, beans,
chips, potato salad, beverages and dessert. Residents donated to the food shelves and school supply drive.
We had our monthly birthday party on Thursday, August 16th. 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 do not have any building issues this month.
Balance Sheet
As Of August 31, 2012
Ending Balance
ASSETS
CURRENT ASSETS
M I PETTY CASH 612
M I OPERATING ACCOUNT 441,564
M I SECURITY CASH ACCOUNT 57,328
INVESTMENTS - WORKING CAPITAL FUND 285,270
INVESTMENTS - DFBT SERVICE 374,562
ACCOUNTS REC-TENANTS 577
INTEREST RECEIVABLE 500
PREPAID PROPERTY INSURANCE 22,972
PREPAID OTHER 3,514
TOTAL CURRENT ASSETS
FIXED ASSETS
LAND 874,593
SITF IMPROVEMENTS 238,793
BUILDING 9,025,428
FURNITURE, FIXTURES & EQUIP -GENERAL 348,957
COMPUTERS/OFFICE EOUIPMENT 4,711
ACCUMULATED DEPRECIATION 2,117,448)
TOTAL FIXED ASSETS
NON-CURRENT ASSETS
BOND ISSUANCE COST
TOTAL NON-CURRENT ASSETS
TOTAL ASSETS
53,222
Total
1,186,898
8,375,034
53,222
9,615,154
Balance Sheet
VICKSBURG CROSSING
A5 Of August 31, 2012
TOTAL LIABILITIES
EQUITY
RETAINED EARNINGS-RSRVD FOR DS
RETAINED EARNINGS
TOTAL EQUITY
CURRENT YEAR 1NCOMEI(LOSS)
TOTAL LIABILITIES & EQUITY
10,091,298
10,424,156
416,518
1,153,291)
736,773)
72,229)
9,615,154
Ending Balance Total
LIABILITIES
CURRENT LIABILITIES
ACCOUNTS PAYABLE -TRADE 26,431
HEARTS & MEMORIALS FUND DONATIONS 112
ACCRUED PAYROLL 3,234
ACCRUED COMPENSATED BALANCES 1,673
ACCRUED INTEREST 268,216
ACCRUED REAL ESTATE TAXES 35,155
ACCRUED OTHER 37
TOTAL CURRENT LIABILITIES 332,858
LONG-TERM LIABILITIES
SECURITY DEPOSITS 54,388
BONDS PAYABLE 10,065,000
BOND DISCOUNT 28,089)
TOTAL LIABILITIES
EQUITY
RETAINED EARNINGS-RSRVD FOR DS
RETAINED EARNINGS
TOTAL EQUITY
CURRENT YEAR 1NCOMEI(LOSS)
TOTAL LIABILITIES & EQUITY
10,091,298
10,424,156
416,518
1,153,291)
736,773)
72,229)
9,615,154
Profit and Loss Variance
VICKSBURG CROSSING
Through August 31, 2012
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
INCOME
APARTMENT RENTAL REVENUE 88,634 86,933 1,701 701,632 695,714 5,118 1,045,696
APARTMENT RENTAL REVENUE -COUNTY 2,646 2,679 33) 21,964 21,432 532 32,148
HRASUBSIDY - TAX LEVY 2,000 2,000 0 16,000 16,000 0 24,000
GARAGE RENT 3,015 2,925 90 23,422 23,400 22 35,109
GUEST ROOM REVENUE 250 98 152 2,425 784 1,641 1,176
LATE FEE REVENUE 20 0 20 210 0 210 0
APPLICATION FEE REVENUE 70 35 35 525 280 245 420
TRANSFER FEE REVENUE 0 0 0 0 500 500) 500
INVESTMENT INCOME 905 100 6 360 800 440) 1,200
MISCELLANEOUS REVENUE 310 600 290) 6,237 4,800 1,437 7,200
TOTAL INCOME 97,050 95,370 1,680 772,875 764,710 6,265 1,147,440
EXPENSES
ADMINISTRATION
MANAGER SALARIES 4,105 4,017 08) 32,310 32,136 174) 48,204
PAYROLL TAXES 761 691 90) 5,773 5,528 245) 8,292
HEALTH INSURANCE 963 1.325 353 8,705 10.608 1,903 15,912
WORKERS COMP INSURANCE 199 205 6 1,210 1,640 430 2,450
MAINTENANCE SALARIEWAAGES 1,517 1,403 34) 12,164 11,864 300) 17,795
MAINTENANCE ASST SALARIES 875 780 05) 7,036 6,240 798) 9,360
EMPLOYEECOSTS 68 51 17) 405 408 3 612
SEMINAR/TRAINING 0 21 21 40 168 128 252
BANKFEES 0 5 5 20 40 20 60
DUES, SUBS & MEMBFRSHIPS 55 10 45) 55 80 25 120
LICENSE & PERMITS 0 0 0 876 876 0 876
MILEAGE REIMBURSEMENT 55 50 5) 663 400 263) 600
POSTAGE/OVERNIGHT EXPRESS 11 16 6 92 128 35 192
PRINTING 0 5 5 58 40 18) 60
MANAGEMENT FEES 4,000 4,000 0 32,000 32,000 0 48,000
PROFESSIONAL FEES 78 300 223 822 2,400 1,578 3,600
TELEPHONE EXPENSE SOD 490 10) 3,922 3,920 2) 5,880
EQUIPMENT LEASEIREPAIR 324 125 199) 986 1,000 14 1,500
OFFICE SUPPLIES 297 96 201) 554 768 215 1,152
TOTAL ADMIN EXPENSES 13,825 13,671 154) 107,692 110,244 2,552 164,928
RESIDENT SERVICES
RESIDENT PROGRAWACTIVITIFS 341 265 76) 2,196 2,120 76) 4,515
TOTAL RES SERV EXPENSES 341 265 76) 2,196 2,120 76) 4,515
MARKETING
POSTAGE 0 0 0 15 0 15) 0
ADVERTISING 216 400 184 2,172 3,200 1,028 4,800
PROMOTIONAL/PARTIES 0 30D 300 309 600 491 1,109
TOTAL MARKETING EXPENSES 216 700 484 2,496 4,000 1,504 5,900
HOUSEKEEPING
CONTRACT LABOR 996 965 31) 7,976 7,720 256) 11.580
CLEANING SUPPLIES 79 100 21 878 800 78) 1,200
TOTAL HOUSEKEEPING EXPENSES 1,075 1,065 10) 8,854 8,520 334) 12,780
Profit and Loss Variance
VICKSBURG CROSSING
Through August 31, 2012
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
BUILDING & GROUNDS
CABLE TV EXPENSE 120 115 5) 952 92D 32) 1,360
UTILITIES -ELECTRICITY 2,090 2,5U0 410 15,640 18,200 1,560 27.025
UTILITIES - GAS 353 450 97 11,790 14,550 2,760 23,350
UTILITIES-WATERISEWER 1,201 1,150 51) 7,892 8,075 183 11,900
WATER SOFTENING SERVICE 182 128 54) 1,167 1,024 143) 1,536
DOORS, KEYS & WINDOWS 489 72 417) 908 576 332) 664
FIRE SYSTEM SERVICE 1,172 305 867) 3,801 2,440 1,361) 3,660
LAWN SERVICFAANDSCAPl5NOW RMVL 858 1,400 542 7,688 11,200 3,512 16,800
PEST CONTROL 137 0 137) 2,711 330 2,301) 660
TRASH REMOVAL 748 735 13) 6,099 5,880 219) 6,820
UNIT TURNOVER REPAIRS 1,932 2,333 401 19,333 18,664 669) 27,996
RESERVEIREPLACE CAPITAL EXPENSE 0 0 0 0 2,500 2,500 2,500
ELEVATOR-REPFURS & MAINTENANCE 402 415 13 3,197 3,320 123 4,980
REPAIRS & MAINTENANCE 59 750 691 20,261 12,600 7,451) 15,800
BUILDING & GROUNDS SUPPLIES 582 1,000 418 5.607 8,000 2,313 12,000
HVAC - REPAIRS &MAINTENANCE 903 550 353) 4,908 4,400 508) 6,600
MISCELLANEOUS B & G EXPENSES 0 15 15 0 120 120 180
TOTAL BUILDING & GROUNDS 11,229 11,918 689 113,036 112,999 37) 166,051
OTHER OPERATING EXPENSES
PROPERTY& LIABILITY INSURANCE 2,541 2,492 49) 19,987 19,936 51) 29,904
PAYMENT IN LIEU OF PROPERTY TAX 4,394 4,331 63) 35,155 34,648 507) 51,972
TOTAL OTHER OPERATING EXPENSES 6,935 6,823 112) 55,142 54,584 558) 81,876
TOTAL OPERATING EXPENSES 33,621 34,442 821 209,417 292,467 3,05D 436,050
NET OPERATING INCOME I ( LOSS) 63,428 60,928 2,500 483,568 472,243 11,315 711,390
DEPREC, INTEREST & OTHER EXPENSE
DEPRECIATION EXPENSE 30,723 30,646 77) 245,781 245,168 613) 367,752
AMORTIZATION EXPENSE 325 303 22) 2,604 2,424 180) 3,636
INTERESTEXPFNSE 36,964 38,954 0 307,403 311,712 4,309 467,568
TOTAL DEPREC, INTEREST & OTHER 70,012 69,913 99) 565,788 559,3D4 3,516 838,956
NET INCOME I (LOSS) 6,584) 8,985) 2,401 72,229) 87,061) 14,832 127,566)
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September 2012
Our Night to Unite party on Tuesday, August 7th was a huge success.
Thank you so much for the generous donations everyone brought to the
V1161j .rg CrOSSM9 party. There are many families in need who will appreciate the donations.
1___ What a wonderful group of volunteers we had helping the night of the
PY. You all make our arties os i 1 e. A thanks t Dick and
Eunice who organized thegrilling operation and also the residents who
hel e gdthem. The brats and hot dogs were delicious. P
Everyone enjoyed the entertainment provided by Maryalyce's son and his
friend. It's very nice when talented family members are willing to come
to Vicksburg Crossing and perform for us. Not only were they good musi-
cians, but they were also pretty good comedians!
Mark your calendars!! Our next party will be our Halloween party on
Wednesday, October 31 st. We will have good food, good music and I
hope some creative costumes! It is always a fun party. This year our en-
tertainment will be Tommy Burnevik a local musician who plays the
saxophone. Look for more information in our October newsletter.
Writing Group
Welcome to the fall and winter session of the writer's group. This year
instead of meeting four times per month we decided to meet just 2 times.
We will meet on the 2nd & 4th Wednesday of each month. The first ses-
sion will be Wednesday, September 12th at 1:30 pm in the community
room. If you are interested in sharing your life story or just
a T writing about a subject that interests
You please join us.
No writing experience necessary!
Labor Day
The office will be closed on Monday, September 3rd for the Labor Day
holiday.
7777, 47 13MM
Resident Meeting
We have many new residents so I would like to remind everyone that we have resi- a,
dent coffee on Wednesday mornings at 9:00, and on the first Wednesday of every
month we have a resident meeting during coffee hour. It is a good time to find out $
ve
o,F
about upcoming events, if there are any maintenance issues or scheduled mainte-
nance work, ask questions or hear other resident's concerns. Our next meeting is
Wednesday, September 5th in the community room. WW, -rt
Vicksburg Library
Many of you have noticed, and for those of you who have not, I would like to
point out that we have a mystery librarian. One of our residents spent a lot of time
organizing our library and we would like to keep it that way. I do not know who
decided to take on this very time consuming task, but I would just like to let them
know it is greatly appreciated. Thank Y60! !
We have a couple of residents who have volunteered to make sure the books stay in order.
Thank You!! They have been alphabetized by the last name of the author. When you return
books please try to keep them in alphabetical order by the author's last name. If for some rea-
son you do not have time when you, either return your book or donate a book, to put it in the
proper spot there is a box in the library labeled "Book Drop" to put your return or donation in.
In order to keep the library shelves organized we need to collect and donate books to other or-
ganizations or libraries a few times throughout the year. So please do not donate books to the
Vicksburg Crossing library that you may need or want in the future.
It is nice to have the library in good order so lets keep it that way! !!
Comfort Keepers Nail Clinic
Comfort Keepers will be here on Thursday, September 13th to provide a nail
clinic. The cost is $25.00. They soak your feet and trim your nails. The clinic is
from 1:30-3:30 in the community room.
There will be a sign up sheet outside my office.
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Resident Notes & News
Lately residents have been kind enough to share manL poems, articles and stories related
to seniors or just items ever -j one might enjo-j. These can be from newspapers, ma8azines or
just somethin6 -jou would like to share with the other residents. I hope you enjoy them.
Thanks to those who have contributed, and to residents who have not, if you find an -L#1=8 -
jou would like to share please drop it off in the office. I might not have space in even]
newsletter so if I did not share -jour contribution this month -jou can look for it in a future
edition of the newsletter.
The enol of 6ardenin8 season is fast approachin6. I think we had an exceptionally beauti-
ful and bountiful garden this Dear. A resident was kind enough to contribute this poem for
the newsletter and it is perfect for the harvest season.
A Gardener's Love Letter"
My sweet potato, do you carrot at all for me?
You are the apple of my eye, with radish hair and turnip nose. My heart beets for -jou. My
love for -jou is as strop$ as onions. "If we cantaloupe, lettuce marry, and we will be a happy
pear.
Welcome!
We have a new resident to welcome this month.
Iolene Uzzell who moved into apartment 124, Walter and Maria Rupp, who are returning
residents, moved into apartment 314 and
Welcome to Vicksburg Crossing!
Garage Etiquette
Please slow down in the garage ! Some residents have expressed concern, espe-
cially when backing out of their parking spot, that cars are going too fast in the ga-
rage. As you enter and leave the garage it is also very important to watch the ga-
rage door close behind you. It does not take long and is a good way to prevent un-
wanted guests from entering the building.
Happy Birthday to the following
residents this month:
September Birthdays will be celebrated on
Thursday, September 20th at 2:00
in the Community Room
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tk
Ok
The birthday celebration is open to all residents who wish to come down
and help us celebrate.
Even if it's not your birthday)
Our birthday party is always on the 3rd Thursday of the month.
James Halsted September 5th
Susan Ledbetter September 7th
Lana Patraw September 10th
Geri Raphael September 11th
Oral Peterson September 25th
Influenza Clinic
You still have time to sign up for the flu clinic. Homeland Health Specialists will
be here on Wednesday, September 12th from 9:00 —10:00 AM to provide a flu
shot clinic for residents.
The consent forms are on the table outside my office if you are interested. To speed up the
process, please fill out the consent form and bring it on the day of the clinic Homeland
Health services will have nurses here and also insurance specialists to assist with paperwork.
It is very important that two forms of insurance including Medicare and supplemental
insurance cards are brought to the clinic. Copies of medical cards are acceptable.
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Agenda Number 3• A i
PLYMOUTH HOUSING AND
REDEVELOPMENT
AUTHORITY
STAFF REPORT
TO: Plymouth Housing and Redevelopment Authority
511
FROM: Denise Whalen, Support Services Manager through Steve Juetten,
Executive Director
MEETING DATE: September 27, 2012
SUBJECT: Proposed Changes to the Housing Choice Voucher Administrative
Plan and Submission of HUD -50077 -CR
BACKGROUND:
As a qualified public housing agency, Plymouth HRA is required to submit a signed civil
right certification (50077 CR) to the local Housing and Urban Development (HUD)
office and hold a public hearing for the Housing Choice Voucher Administrative Plan.
Plymouth IIRA currently serves about 400 very low to low income families through its
administration of the Section 8 Housing Choice Voucher program. The local policies and
efforts have made the Section 8 Housing Choice Voucher program a success and the
Plymouth HRA continues to use admission policies that target the very needy by
providing assistance in low -poverty and economically viable areas. Our current
allocation is 225 vouchers, 14 of which have ported out to other jurisdictions. At this
time staff is also administering 171 port -in vouchers.
PROPOSED CHANGES:
The Administrative Plan consists of HUD regulations within each chapter. When
applicable where policy is discretionary or needs to be clarified, it is noted under "HRA
Policy". Staff is proposing changes relating to HRA Policies which is outlined below:
Chapter 3, Part I- 3-I.D., Head of Household (Page 3-3). Typographical error.
Chapter 5, Part II - 5-LI.B., Determining Family Unit (Voucher) Size (Page 5-9).
Typographical error.
Chapter S, Part II - S -II. C., Exceptions to Subsidy Standards (Page 5-9). Replace
entire section for better clarity.
Chapter 8, Exhibit 8-1, Overview of HUD Housing Quality Standards (Page 8-19).
Typographical error.
Chapter 13, Part II — 1341F., Change in OwnershipMssignment of the HAP
Contract (Page 13-13). Replace written request with Ownership Change form.
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, September 27, 2012,
The Administrative Plan was submitted to the members of the HRA's Section S Resident
Advisory Board for review and comment. No comments were received. The
Administrative Plan will be posted on the city's website after approval by the Board.
RECOMMENDATION:
Staff recommends that after holding the scheduled public hearing and considering
any public comments, the HRA Board of Commissioners approve the proposcd
changes to the Administrative Plan and submission of the 50077 CR to Housing and
Urban Development (HUD) for the fiscal year beginning January 1, 2013.
ATTACHMENTS:
1, HRA Resolution 2012-07
2. Civil Rights Certification, HUD -50077 CR
3. Housing Choice Voucher Administrative Plan Changes
2
CITY OF PLYMOUTH
HRA RESOLUTION 2012-07
A RESOLUTION TO APPROVE THE PROPOSED CHANGES TO THE
ADMINISTRATIVE PLAN AND AUTHORIZE SUBMISSION OF 50077 CR TO HOUSING
AND URBAN DEVELOPMENT (HUD)
WHEREAS, Housing and Redevelopment Authority (HRA) in and for the City of Plymouth,
Minnesota operates a Section 8 Housing Choice Voucher Program; and,
WHEREAS, the I -IRA 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,
WHEREAS, 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,
WIIEREAS, the Plymouth HRA is required to complete and submit a signed 50077 CR, Civil
Rights Certification on an annual basis.
NOW, TI-IEREFORE, 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. As such, staff is authorized to submit the Civil Rights Certification, 50077 CR to HUD.
Approved this 27"' day of September, 2012 by the Housing and Redevelopment Authority in and for
the City of Plymouth, Minnesota.
Civil Rights Certification U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
Expires 4/30/2011
Civil Rights Certification
Annual Certification and Board Resolution
4elir4gt-s+z-Fielv rIv o rr ef-C Prrrsa ssitr3 er,B i,e-t,rbke a:,rsir g lge:ge)'`F'€j-liss dbel v-et E rai•r r-ori-anter^
x';a;-]-gJtei f#lvere-i-rso o srorra r's^i r:fpr°r3 e-I r rsrassrairof-tl-}rrferz*k P'-o-f-,t i ielad,'fs
oeit ::v,t-r-rsarlend-,r sl a-tlae-fa/l tks g-eerd•e bio>y-'ra gr er ae,^a iviFl-ll e}sr iave:#-o-fflortsi gar at-ll;sb tra veleprnerr!
rrears3reeti r„}r'Ia the scar,:ri siats sf Fr Pd,raad tr:rplar aerr tisrr cifie;<eef Not applicable as we are a qualified
housing authority.
The PHA certifies that it will carry out the public housing program of the agency in conformity with title VI of
the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of I973, and title H of
the Americans with Disabilities Act of I990, and will affirmatively further fair housing.
Plymouth HRA
PIIA Name
MN170
PHA Number/HA Cade
I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will
prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. 18 U.S.C. 1001, t010, 1012; 31 U.S.C_ 3729, 3802)
Name of AuthorizedOfficiat Jeffrey L Kulaszewiez Title HRA Board Chairman
Signature Date 09/27/2012
form HUD -50077 -CR (1/2009)
OMB Approval No, 2577-0226
When the Head of Household voluntarily relinquishes the voucher rental subsidy for any
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 64.13, for the
policy on "Caretakers for a Child."
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
The head out -o f 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.
3-I.E. SPOUSE, CO-HEAD, AND OTHER ADULT
A family may have a spouse or co-head, but not both [HUD -50058 IB, p. 131.
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
emancipated under state law may be designated as a co-head.
Other adult means a family member, other than the head, spouse, or co-head, who is 18 years of
age or older. Foster adults and live-in aides are not considered other adults.
3-I.F. DEPENDENT [24 CFR 5.6031
A dependent is a family member who is under 18 years of age or a person of any age who is a
person with a disability or a full-time student, except that the following persons can never be
Plymouth HRA Page 3-3 HGV Administrative Plan
hold qualifies without the household add-on. If a voucher holder voluntarily gives Lip the
voucher rental subsidy, the household add-on does not have any rights to the voucher.
5-II.C. EXCEPTIONS TO SUBSIDY STANDARDS
14?A
The HRA will . lam•+ subsidy _ standards only duringrthe +; o3-
of annual
iir'd:rc ex -plain the need of justifieRtion f017 a layge-r Afflily Mit size, and a+ust inelij
appropriate documentation. Requests based on health felated f
able prokssional source ., doetof of health professional), un4ess
thes
i ircnci?%must he i,e verified at anntial i-eexaminat4on. The
ap
approving the additional Thefeaftef. the need for- 4 e beet:ea , , 411 49,,
elg
used. for the intended purpose, the HRA will -reduce the subsidystandard and
The 14RA 1,N411 fiodf the family of its 4etefmina4ian wiffiin 10 business days of f
the 4;mily's request. if a participant family's fequest is denied, the notice will infei;M the
family ,;1, of the :r:t,t to -Feq est a i.a feF,• al t,o..,•,,.r
bef or- smaller than the assigned
standard If the unit sel-e,4 by Hlw .t;fferent_+han +l sizet epaymetf ,r1.,,.1 „1'thlae _sse« elkhe twe , ,:ll [,
ci - de4e,.,,.,;.,v +1,0 14A44
assistance payment.
In detern3i.nin. fg :M ily Unit size for a particular family, the HRA may grant an exception to its
established subsidy standards if the HR.A determines Chat th.e exception is justified b, the age,
sex, health, handicap. or relationship of family members or other personal circtlrnstances [24
CFR 982.402(b)(8)]. Reasons may include, but are not limited to:
For a siiigle person who is not elderly, disabled, or a remaining fainily member, ail exec tpion
cannot override the reaulatory li_tnit of a zero or one bedroom [24 CPR 982.402(b)(8)l.
Plymouth HRA Page 5-9 HCV Administrative Plan
10 ON-
i r
0
MHURGE-
14?A
The HRA will . lam•+ subsidy _ standards only duringrthe +; o3-
of annual
iir'd:rc ex -plain the need of justifieRtion f017 a layge-r Afflily Mit size, and a+ust inelij
appropriate documentation. Requests based on health felated f
able prokssional source ., doetof of health professional), un4ess
thes
i ircnci?%must he i,e verified at anntial i-eexaminat4on. The
ap
approving the additional Thefeaftef. the need for- 4 e beet:ea , , 411 49,,
elg
used. for the intended purpose, the HRA will -reduce the subsidystandard and
The 14RA 1,N411 fiodf the family of its 4etefmina4ian wiffiin 10 business days of f
the 4;mily's request. if a participant family's fequest is denied, the notice will infei;M the
family ,;1, of the :r:t,t to -Feq est a i.a feF,• al t,o..,•,,.r
bef or- smaller than the assigned
standard If the unit sel-e,4 by Hlw .t;fferent_+han +l sizet epaymetf ,r1.,,.1 „1'thlae _sse« elkhe twe , ,:ll [,
ci - de4e,.,,.,;.,v +1,0 14A44
assistance payment.
In detern3i.nin. fg :M ily Unit size for a particular family, the HRA may grant an exception to its
established subsidy standards if the HR.A determines Chat th.e exception is justified b, the age,
sex, health, handicap. or relationship of family members or other personal circtlrnstances [24
CFR 982.402(b)(8)]. Reasons may include, but are not limited to:
For a siiigle person who is not elderly, disabled, or a remaining fainily member, ail exec tpion
cannot override the reaulatory li_tnit of a zero or one bedroom [24 CPR 982.402(b)(8)l.
Plymouth HRA Page 5-9 HCV Administrative Plan
HRA Policy
The HRA will consider granting an exception to subsidy standards only ding the time
of annual reexamination.
The family must request any exception to the subsidy standards in writing. The request
must explain the need or justification for a larger famil y 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 fainil 's continued need for an additional bedroom due to special or large medical
equipment which cannot be placed into the current bedroom or living room must be re -
verified at annual reexamination, 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 artici ant family's request is denied the notice will inform the
family of their right to request an informal heating.
The family may select a rental tiuiit 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.
5-II.D. VOUCHER ISSUANCE [24 CFR 982.302]
When a family is selected from the waiting list (or as a special admission as described in Chapter
4), or when a participant fancily wants to move to another unit, the HRA issues a Housing Choice
Voucher, form HUD -52646. This chapter deals only with voucher issuance for applicants. For
voucher issuance associated with moves of program participants, please refer to Chapter 10.
The voucher is the family's authorization to search for housing. It specifies the unit size for
which the family qualifies, and includes both the date of voucher issuance and date of expiration.
It contains a brief description of how the program works and explains the family obligations
under the program. The voucher is evidence that the HRA has determined the family to be
eligible for the program, and that the HRA expects to have money available to subsidize the
family if the fancily finds an approvable unit. However, the HRA does not have any liability to
any party by the issuance of the voucher, and the voucher does not give the family any right to
participate in the HRA's housing choice voucher program [Voucher, form HUD -52646]
A voucher can be issued to an applicant family only after the HRA has determined that the
family is eligible for the program based on information received within the 60 days prior to
issuance [24 CFR 982.201(e)] and after the family has attended an oral briefing [HCV 8-1].
Plymouth 11RA Page 5-10 HCV Administeative Plan
Smoke Detectors and Carbon Monoxide (CO) Detectors
Smoke detectors must be installed in accordance with and meet the requirements of the National
Fire Protection Association Standard (NFPA) 74 (or its successor standards). If the dwelling unit
is occupied by any person with a hearing impairment, smoke detectors must have an appropriate
alarm system as specified in NFPA 74 (or successor standards).
According to Minnesota Statute 299F.50 effective August 1, 2008, Carbon Monoxide alarms are
required of all existing single family homes. Effective August 1, 2009, CO alarms are required
for all multifamily housing, including duplexes through apartment complexes. These alarms
must be installed in accordance with the manufacturer's installation instructions.
Hazards and Heath/Safety
The unit, interior and exterior common areas accessible to the family, the site, and the
surrounding neighborhood must be free of hazards to the family's health and safety.
Plymouth HRA Page 8-19 HCV Administrative Plan
The unit does not meet HQS size requirements due to change in family
composition [24 CFR 982.403] -- see chapter 8;
The unit does not meet HQS [24 CFR 982.404] — see chapter 8;
The family breaks up [HUD Form 5264 11 -- see chapter 3; and,
The owner breaches the HAP contract [24 CFR 982.453(b)] — see Section 13-II.D.
If the HRA terminates the HAP contract, the HRA must give the owner and the family written
notice. The notice must specify the reasons for the termination and the effective date of the
termination. Once a HAP contract is terminated, no further HAP payments may be made under
that contract [HCV Guidebook pg. 15-41.
HRA Policy
In all cases, the HAP contract terminates at the end of the calendar month that follows the
calendar month in which the ILRA gives written notice to the owner. The owner is not
entitled to any housing assistance payment after this period, and must return to the HRA
any housing assistance payment received after this period.
If the family moves from the assisted unit into a new unit, even if the new unit is in the same
building or complex as the assisted unit, the HAP contract for the assisted unit terminates. A new
HAP contract would be required [HCV GB, p. 11-17].
When the family moves from an assisted unit into a new unit, the term of the HAP contract for
the new unit may begin in the same month in which the family moves out of its old unit. This is
not considered a duplicative subsidy [HCV GB, p. 8-22].
13-H.F. CHANGE IN OWNERSHIP / ASSIGNMENT OF THE HAP CONTRACT
THUD -52641]
The HAP contract cannot be assigned to a new owner without the prior written consent of the
HRA.
An owner under a HAP contract must notify the HRA in writing prior to a change in the legal
ownership of the unit. The owner must supply all information as requested by the HRA.
Prior to approval of assignment to a new owner, the new owner must agree to be bound by and
comply with the HAP contract. The agreement between the new owner and the former owner
must be in writing and in a form that the HRA finds acceptable. The new owner must provide the
HRA with a copy of the executed agreement.
HRA Policy
Assignment of the HAP contract will be approved only if the new owner is qualified to
become an owner under the HCV program according to the policies in Section 13-I.D. of
this chapter.
The HRA must receive a signed, written reques-t-
fromthe ire., avfflerstating the name and address of the new HAP ate„
eller ctive ILL'ie a1s1-i.,giifne.n4C--in order to change the HAP payee under an outstanding
HAP contract.
Within 10 business days of receiving the owner's request, the I-ItA will inform the new
Plymouth HRA Page 13-13 HCV Administrative Plan
Agenda Number
PLYMOUTH HOUSING AND
REDEVELOPMENT
AUTHORITY
STAFF REPORT
TO: Plymouth Housing and Redevelopment Authority
FROM: Jim Barnes, Housing Manager and Denise Whalen, Support
Services Manager through Steve Juetten, Executive Director
MEETING DATE: September 27, 2012
SUBJECT: 2013 Draft HRA Budgets
BACKGROUND:
In the summer of each year, staff begins the process of developing the following year's
budget. As you recall, the City initiated a two year budgeting program in 2008. This is
being done so that the City can better prepare for expenditures in the future, which will
aid in long-term strategic planning. In July and August, staff reviewed the 2012 budget
to ensure they were in line with revenues and expenditures, which they are. The 2013
budget is the second budget year of the 2012-2013 biennial budgets.
The HRA budgets are included in the budgets submitted to the City Council. HRA
activities are covered by three separate program budgets: the Community Development
BIock Grant (CDBG), Section 8, and the HRA General Fund. The CDBG budget is
supported primarily by federal funds, except for some overhead (such as allocations for
data processing and facilities management), which are funded through the HRA property
M levy. The Section 8 program is supported entirely with federal dollars and the HRA
General fund is supported almost entirely by property taxes. The senior building budgets
will be reviewed in October.
The Council traditionally adopts the HRH's budget as part of the overall City budget.
The HRA has authority over the HRA General Fund and Section 8 program budgets;
however the City Council is the Grantee for the CDBG program so they have more
authority over that program budget. The Council also has authority over the amount of
the HRA property tax levy, so ultimately they control the main revenue source for many
IIRA programs.
For the 2013 budget year, the HRA overall tax levy is proposed to be $551,277, which is
the same amount as the past four years.
CDBG (250)
There are no significant changes to the CDBG budget being proposed for 2013. Staff is
anticipating the 2013 federal awards to be similar to the 2012 allocation. The actual
amount will not be known until the second quarter of calendar year 2013. The property
tax support for this budget is currently at $23,514 for 2013. This is slightly higher than
the amount for 2012 and is a result of increases to the allocations that the City charges
back to the program.
SECTION 8 (254)
The Section 8 budget reflects the continued operation of the housing choice voucher
program.
At this time, staff does not know what the funding allocation will be from Housing and
Urban Development (HUD) for 2013. Staff anticipates that the funding received will be
adequate for housing assistance payments (T -TAP) but not for administrative fees of our
225 vouchers as outlined in the Section 8 Study report that was presented to the HRA
Board on July 26, 2012. The administrative fees received for this year were ultimately
funded at 83 percent and at this time staff anticipates that the administrative fees for 2013
will be funded somewhere between 79 to 83 percent. There are sufficient funds in the
reserve account to cover any shortage in the 2013 budget. The proposed budget contains
a $26,157 transfer from reserves to cover any shortage in administrative expenses. As
previously outlined in the Section 8 Study report, staff had estimated $27,057 being
transferred from reserves for 2013.
There are some minor changes to the 2013 budget compared to the 2012 adopted budget
primarily increasing or decreasing certain line items to more accurately reflect current
trends for revenues and expenses.
Staff continues to monitor revenues and expenditures closely for 2012. As of the end of
August, expenditures exceeded revenue by $153,517. Of the $153,517, Administrative
expenses exceeded revenue by $1,122 and the difference of $152,395 was for HAP
expenses that exceeded revenue. As outlined in the July Section 8 Study report, HUD
has offset our HAP funding due to the mandatory spend down of the Unrestricted Net
Assets account.
HRA General Fund (258)
Staff is recommending a slight decrease to the 2013 HRA General Fund Budget. The
amount of assistance budgeted for the senior buildings are the primary reason, with a
decrease of $5,335 to that line item. While the entire $315,149 budgeted for the senior
buildings may not be needed, staff is of the opinion that it is better to be cautious and
ensure that the senior buildings will be able to cover the needed expenses throughout
2013.
If there is excess funds in the HRA General fund budget as a result of the senior building
budgets, staff recommends that the Board consider placing the funds into the Vicksburg
Crossing Reserve/Replacement account due to the projected shortfall in that account that
was identified when the Reserve/Replacement schedule was created in 2011.
RECOMMENDATION:
Staff recommends that the Plymouth Housing and Redevelopment Authority Board
of Commissioners discuss the 2013 HRA budgets and recommend that the City
Council adopt the 2013 HRA preliminary budgets.
ATTACHMENTS:
1. HRA Levy History
2. 2013 HRA Preliminary Budgets
3. HRA Reserve account(s) balances
O:IcommdcvihousingAna/slaffreporVAOUSINGIIM\STAFFREPIHRAU009!2010-201 l Budgets 092409.doex
HRA LEVY HISTORY
Percent Increase from
Levy Year Amount Prior Year
2013 (Proposed) 551,277 0%
2012 551,277 0%
2011 551,277 0%
2010 551,277 0%
2009 551,277 5.11%
2008 524,477 4.14%
2007 503,617 7.22%)
2006 542,835 10.65%)
2005 607,556 4.33%
2004 582,349 5.48%
2003 552,120 2.54%
2002 538,423 11.43%
2001 483,178 4.06%
2000 464,344 4.06%
1999 446,214 8.84%
1998 409,959 4.85%
1997 390,997 1.88%
1996 383,789 0,15%
1995 383,200 1.64%
1994 377,000 2.81%
1993 366,700
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GCia° O F un in c c> c> o F°- a
I'i Y Q vn. LL d W J Ll d W LL Li d W
U