HomeMy WebLinkAboutHousing & Redevelopment Authority Packet 02-28-2013MEETING AGENDA
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
THURSDAY, February 28, 2013 - 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 January 24, 2013.
B. Plymouth Towne Square. Accept Monthly Housing Report.
C. Vicksburg Crossing. Accept Monthly Housing/Marketing Report.
3. PUBLIC HEARING
A. Community Development Block Grant. Consider 2013 Action Plan.
4. NEW BUSINESS
A. Election of Officers. Chair, Vice -Chair, Secretary.
5. ADJOURNMENT
DRAFT MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
January 24, 2013
PRESENT: Chairman Jeff Kulaszewicz, Commissioners Paul Caryotakis, Carl Runck, Bob
Stein and Jim Willis
ABSENT: None
STAFF PRESENT: Housing Program Manager Jim Barnes and Office Support Specialist
Laurie Lokken
OTHERS PRESENT: Toni Jelinek and Grace Management Representative Jody Boedigheimer
1. CALL TO ORDER
Chair Kulaszewicz called the Plymouth Housing and Redevelopment Authority meeting to order
at 7:00 p.m.
2. CONSENT AGENDA
A. Approve October 25, 2012 HRA Meeting Minutes.
B. PIymouth Towne Square. Accept Monthly Housing Reports For October 2012,
November 2012 and December 2012.
C. Vicksburg Crossing. Accept Monthly Housing/Marketing Reports For October 2012,
November 2012 and December 2012.
Commissioner Stein stated it was nice to see that both buildings are still full.
MOTION by Commissioner Willis, seconded by Commissioner Stein, to approve the consent
agenda. Vote. 5 Ayes. MOTION approved.
3. NEW BUSYNESS
A. Senior Buildings.
Chairman Kulaszewicz introduced the request to change the process for opening and closing of
wait lists for Plymouth Towne Square and Vicksburg Crossing.
Housing Program Manager Barnes gave an overview of the staff report.
Commissioner Runck asked what the average time is that someone is on the wait list until they
are offered a unit. Housing Program Manager Barnes replied it depends because there are so
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Plymouth Housing and Redevelopment Authority
January 24, 2013
Page 2
many different factors. He said there are five priority categories on the preference lists for low
income units at both buildings. He said if an individual is 62 years of age or older, their income
is 50% of median income or below and they are a current resident of Plymouth, they get priority
one. He said if an individual is low income and over 62 with a family member living in
Plymouth, they would get priority two. He said a lot of times we will go through the wait lists
and even though people are up at numbers 1-20, they aren't ready so they will decline the offer
of the unit and then we keep going down the list until we find somebody that is ready. He said
there are some people who are on the list for 4-6 months before their name comes up, especially
if they are on the two bedroom wait list for Plymouth Towne Square. He said if an individual is
on the lowest priority (under the age of 62, not a resident of Plymouth, they don't have any
relatives in Plymouth and they are not low income), they probably are not going to be served any
time soon. Grace Management Representative Boedigheimer added that is especially the case
when they are on the one bedroom wait list because we so often fill our one bedroom vacancies
internally with requests to change from a two bedroom to one bedroom.
Commissioner Stein asked if current residents are given priority to move to a one bedroom from
a two bedroom unit. Grace Management Representative Boedigheimer responded our occupancy
standards require us to. She said we try to give them a respectable amount of time after a loved
one passes to ask them if they would Iike to move. She said if they choose to stay in their two
bedroom then they have to pay full rent.
Commissioner Stein asked if a couple is living in a two bedroom and a one bedroom becomes
available, do they get priority or do they go on a waiting list. Grace Management Representative
Boedigheimer replied they would go on an internal wait list but it would be pretty unlikely that
they would be offered a runt.
Commissioner Stein asked if they would have to go through the five priority categories on the
preference list before going to the internal wait list. Housing Program Manager Barnes
responded that they don't normally get the request from a couple to move to a one bedroom.
Commissioner Caryotakis asked if there has been anyone from Vicksburg Crossing who has
wanted to move from the moderate income housing to affordable housing. Grace Management
Representative Boedigheimer replied that «,e have had people move from Vicksburg Crossing to
Plymouth Towne Square. Housing Program Manager Barnes added that they have moved within
Vicksburg Crossing as well.
Commissioner Stein asked if they are given preference. Grace Management Representative
Boedigheimer responded that they get put on a list and if they are ready to make that move when
their name comes up, they move.
Commissioner Caryotakis stated that they are probably more inclined to make that move rather
than someone outside who has more complications. Grace Management Representative
Boedigheimer replied probably, but in one instance that was not the case.
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PIymouth Housing and Redevelopment Authority
January 24, 2013
Page 3
Housing Program Manager Barnes stated that we do have the policy in place that if someone
refuses an offered unit three times, they are removed from the list. He said they would have to
reapply to get back on the list. Chairman Kulaszewicz stated that is a good policy.
Commissioner Caryotakis stated that housing is picking up and if they are inclined, there is a
greater ability to make a decision. Grace Management Representative Boedigheimer stated that
every year, we send out notices to all of those on the wait list and ask if they still want to be on
it. She said that they purge more than 10% on the list annually.
Chairman Kulaszewicz asked what time of year they do that. Grace Management Representative
Boedigheimer responded that it is usually around April. Chairman Kulaszewicz asked if there
would be a need to do that twice a year. Housing Program Manager Barnes responded that it
really doesn't serve us any purpose.
Commissioner Runck asked if we are proposing that if there is a high priority person and they
come in first on the list, do we tell them to contact us again in six months and see if they can get
in. Housing Program Manager Barnes replied that they are just told that it's a long list, they are
welcome to contact us if they want to know where they stand on the list at any given time and we
will contact them if something comes up,
Housing Program Manager Barnes confirmed for Commissioner Caryotakis that we close the list
at 100 names and we would tell any inquiries that our waiting list is currently closed and to
check back or check our website.
Housing Program Manager Barnes confirmed for Commissioner Runck the list would remain
closed even if the person calling qualifies as high priority over others that are on the list.
Toni Jelinek asked with there being 176 people on the waiting list right now for Plymouth
Towne Square, closing the list at 100 would not force anybody off the list. Housing Program
Manager Barnes responded affirmatively. He said we would naturally through attrition bring it
down and won't reopen the list until it gets down to 50 names.
Commissioner Stein asked what would be covered on our website. Housing Program Manager
Barnes replied we would put a banner on the website stating the waiting list is currently closed or
waiting list is open. He said we have been working with Housing Link to advertise through
them, especially for Vicksburg Crossing.
Commissioner Willis asked if the Plymouth Towne Square list gets down to 50 names, about
how many of those people would be in the top priority because of low income as compared to
people who are only thinking about getting ready to move. Grace Management Representative
Boedigheimer responded that it is fairly evenly distributed between the five priority categories.
Housing Program Manager Barnes responded further to Commissioner Willis that when the list
gets down to 50 names, it will more likely be that more in priority categories four and five will
be on the list at that point. He said he would presume that there will still possibly be 20 in the
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Plymouth Housing and Redevelopment Authority
January 24, 2013
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lower income priority categories one, two and three on the list and then when we open the list,
those three categories are going to fill up again.
Commissioner Willis stated that he is concerned about any consequences and we don't
inadvertently screen out people who might otherwise be in more need and have a higher
threshold. Grace Management Representative Boedigheimer replied the only way an individual
would be in priority category five is if they are not a resident of Plymouth nor do they have any
family members as a resident of Plymouth and are income disqualified (mare more than 50% of
the median). She said by enlarge, the first four priority categories are those that are low income.
She said it is just a matter of whether they are age 55 or age 62 and whether they have lived in
PIymouth at some point in their life or they have only had immediate family living in Plymouth.
Housing Program Manager Barnes and Grace Management Representative Boedigheimer
responded affirmatively for Commissioner Willis that there are not very many individuals in
priority category five that end up in the building.
Chairman Kulaszewicz stated that his concern is that one of our mandates is to serve the
residents of Plymouth and that in most cases, a resident who either lives in Plymouth, has been in
Plymouth or has family in Plymouth gets priority over someone who hasn't. Commissioner
Willis stated that was the original intent. Chairman Kulaszewicz stated that he would not want
to see an unintended consequence of ending up with a list of individuals in priority category five.
Grace Management Representative Boedigheimer replied the only tunes we really achieve 50
and 100 names on the lists are on the one bedroom list. She said we have not been that high on
the two bedroom lists in probably eight or nine years.
Commissioner Stein stated there are separate lists for one bedrooms and for two bedrooms.
Commissioner Willis asked if an individual can be on two lists. Grace Management
Representative Boedigheimer responded they could if they wanted. Housing Program Manager
Barnes added they could request either/or. He said if they are single, they would be informed
that if a two bedroom came up they would pay the maximum rent for the building. He said if
they are a two -person household and they said they would take whichever comes up first, they
could be on both. Grace Management Representative Boedigheirner added the likelihood of a
one bedroom coming up is not very good as a two bedroom will come up sooner.
Commissioner Stein asked if you have somebody that is single and willing to pay fall price for a
two bedroom and they are ahead of a couple on the list who is low income and wants a two
bedroom, would the single individual get first priority. Housing Program Manager Barnes stated
that he did not recall ever having anybody who was single ask to be on a two bedroom list. He
said they would have to discuss that scenario if it ever came up. Commissioner Stein asked
doesn't the mandate provide affordable housing in the city if the person is able to pay market
rate. Housing Program Manager Barnes stated typically we don't. He said there are less than
five people right now in Plymouth Towne Square that pay market rate. He said some have been
original residents and due to their pensions or other income, they pay the maximum rent.
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Plymouth Housing and Redevelopment Authority
January 24, 2013
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Commissioner Stein asked if the criteria set up are mandated by law or something we came up
with. Housing Program Manager Barnes responded this Board created the criteria with a lot of
guidance from HUD. HUD was involved because they were very concerned that we would
violate fair housing. He said with the population of Plymouth and with this criteria set, we are a
very white community and by de facto we could potentially violate fair housing laws.
Commissioner Stein asked if we were to change the criteria, would we have to go back to HUD.
Housing Program Manager Barnes replied we wouldn't necessarily have to go back. He said we
would have to consult with our attorney to make sure that they were comfortable that any criteria
we created would not violate fair housing Iaws.
Commissioner Stein stated that maybe we need to rewrite the criteria that when the list gets
down to 50 names, a Plymouth resident is the first priority and low income is a second priority.
Commissioner Caryotakis asked if it would make sense to put this in place and see how it works
for a period of a few months. He said then if you find the list fills up with priority categories
four and five and we have it closed to people who would have higher priority, then we would
revise it. Housing Program Manager Barnes responded that we could bring this back to the
Board for a policy change if staff noticed it was not working as intended. Grace Management
Representative Boedigheimer added that we are not going to get down to 50 narnes on the one
bedroom wait list until very far out into the future. She said we aren't going to have to cap or to
have to close the two bedroom or even the Vicksburg Crossing's affordability lists any time soon
either.
MOTION by Chairman Kulaszewicz, seconded by Commissioner Caiyotakis, to approve the
requested change to the manner in which staff manages the wait list for Plymouth Towne Square
and Vicksburg Crossing, Vote. 5 Ayes. MOTION approved.
Commissioner Willis stated he appreciated this being brought forward as it helps us to manage
the expectations of those folks who are looking for housing.
B. HRA Strategic Plan.
Chairman Kulaszewicz introduced the request to review current HRA Strategic PIan and provide
input on update process and changes.
Housing Program Manager Bares gave an overview of the staff report.
Commissioner Willis stated it is a good thing for us to look at and he would like to study it for a
period of time. He said in looking forward at the life -cycle housing and trying to ensure that
people want, afford and continue to live in their homes as long as practical and hopefully,
thereby, maintaining the integrity of the homes so that the upkeep keeps the ravages of
obsolescence from overwhelming us. He said Plymouth is starting to face that issue now and we
are going to have to be doing something about it. He said we don't have a point-of-sale program
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January 24, 2013
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in the city like they've had for years in St. Louis Park where you need to have your house -
inspected and brought up to critical codes, He said that is a very controversial program but it
could probably be something that the city council would have to address at some point in time.
He said the HRA might have a hand in that if it became a point of trying to fund it.
Commissioner Willis stated that redevelopment is something that the HRA needs to start
investigating and thinking about. He said he does not believe we need to get proactive in a
sense, because this is going to have to be driven first by the market. He said there is going to be
demands for public assistance and financing but some of these areas are becoming commercially
obsolete, perhaps more so than physically obsolete. I
Commissioner Stein stated that the city council discussed point-of-sale several years ago.
Housing Program Manager Barnes asked if Commissioner Willis was asking that they look at
other changes to the Strategic Plan, add things or just have simple discussion on it.
Commissioner Willis responded he is asking for simple discussion that may Iead to modest
change but not radical changes. He said we have no idea whether or not the federal government
is going to continue to support some of these existing program efforts. He said he would guess
that there will be restriction of funding some place in the current programs and if that happens, it
may mean we will have to think of a different way to address the problem.
Commissioner Caryotakis stated the market has changed quite a bit and he is not sure where it's
going to go. He said we are dealing with a very different enviromnent than we had in 2008 and
that may mean that our approach might be somewhat different in certain areas. He said he was
not sure if we have been able to do anything with land banking. Housing Program Manager
Barnes responded that over the past four years, we have looked into the idea of land banking at a
staff level. He said before the housing market crashed and the economy went down, land prices
in Plymouth were out of reach for us unless we were able to get an outlot from the city or acquire
a portion of a site like we did to build Vicksburg Crossing. He said when the economy went
down, we were seeing landowners unwilling to face the realities of a changed market and
unwilling to realize that their properties weren't worth what they might have been worth in 2003
or 2004. He said a lot of the private developers were seeing that as well. He said landowners are
starting to realize the changes in the market and the city is now seeing an increase in
development as land is more accurately priced.
Commissioner Runck asked if land has gone back to the lender and the lender wants to get rid of
it. Housing Program Manager Barnes replied we have not seen a lot of that. Commissioner
Willis stated not on tracts of land. Housing Program Manager Barnes added that in Northwest
Plymouth, much of the land is not developer owned yet but still family-owned land and they are
waiting for that market to return because this is what they have been banking on to fund their
retirement.
Commissioner Willis stated there is no declining value. He said most of the land left to develop
residentially in Plymouth is predominantly located in the Wayzata school district. He said a
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small portion is in Osseo school district and essentially none in the Hopkins and Robbinsdale
school districts. He said the people who have over 1,000 acres of land to develop can afford to
sit there as development is coming.
Board discussed development within Plymouth and encouraged staff to explore opportunities for
the HRA to purchase and develop additional affordable housing.
Chairman Kulaszewicz stated he would also like more time to think about the Strategic Plan. He
said we have talked about other possibilities over the past few years and about what types of loan
programs, foreclosure programs, etc. that we might like to take a second look at. He said he
would like to take a look at some of the programs that other HRAs and cities are involved in.
Housing Program Manager Barnes stated that HRAs do things really different and a Iot of it
depends on their size, but not always. He said Minnetonka and Eden Prairie offer similar.
programs that we do. He said Bloomington is a lot larger and has more staff and programs for a
city HRA. He said they put more local resources into their programs. He said Dakota County,
one of the largest LDAs, own over 2,000 units and has many programs. He said they actually
issue their own bonds to do first mortgages, which is usually only done by the State. He said
Hennepin County's HRA offers a lot of federal programs but they do not operate many programs
with local funding. He said instead, they provide funding through the issuance of RFPs to
private developers for projects and they become financial partners. He said we can look at all
different sizes and all different programs or we can concentrate on things that are more similar to
what we're doing.
Chairman Kulaszewicz stated he was interested in similar communities to ours and if there are
other programs they are adopting or using that provide more affordable housing or some other
services at not too high of a cost. He said he thinks it is prudent of us to occasionally take a look
at what else is out there.
Commissioner Willis stated from his recollection, most of Dakota County is work force housing.
Commission Runck added they also offer senior housing. Housing Program Manager Barnes
stated it is probably about 50150 between work force and senior housing as they do a lot in
various cities in both of those programs.
Chairman Kulaszewicz recommends that staff come back to the Board with a list of things other
HRAs are doing so we can spend a little time to study what our current goals are, discuss what
other HRAs are doing and what other possibilities there might be for us and then proceed to
continue to work on our Strategic Plan. He asked what kind of timeline we should be looking at
in adopting this. Housing Program Manager Barnes responded we are looking at a four year plan
coming in to 2013. He said we took six to seven months to create this in 2003. He said outside
individuals provided feedback on what they, as a community, wanted us to do. He said the
Board took all that information and created this plan. He said one of the things we want to be
sure about the Strategic Plan is that it is a Strategic Plan and we are not getting into program
design. He said we need to look at increasing available resources and preserving existing
housing. He said that is what we will be doing throughout this plan and in bringing information
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January 24, 2013
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back to the Board for discussion. Housing Program Manager Barnes asked the Board to think
about the Strategic Plan, the vision and goals, to see if they are still as relevant today as they
were in 2008.
Commissioner Runck asked if there is a separate document that tracks results, that talks about
each of the goals and what has happened to date. He asked how many affordable units we have.
Housing Program Manager Barnes responded that is in our annual report that's put together by
the Cominunity Development Department. He said it not only talks about what we did as far as
affordable housing in that given year but it also provides information about what the Planning
and Building departments accomplished throughout the year.
Commissioner Runck asked if there is detail of the First Time Homebuyer program and how
many people were using the program. Housing Program Manager Barnes replied that
information comes to you in another method twice a year. He said it comes once in February in
our Action Plan when we are proposing to allocate for next years funds and we let you know
where we are to -date. He said in June we are required to submit a lengthy report to HUD, called
the Consolidated Annual Performance Evaluation Report, which talks about not only Plymouth's
goals and our accomplishments but it includes the entire Hennepin Consortium, which we are a
member of with Hennepin County, Minnetonka, Eden Prairie and Bloomington. Chairman
Kulaszewicz added that on the social services side, they come once a year and they report to us
how many Plymouth residents they have served.
Commissioner Runck stated it is nice to know where there is more demand for services we can
provide.
Housing Program Manager Barnes stated that this item will be continued to the March meeting.
C. HRA/City Loan/Assessment Program.
Chairman Kulaszewicz introduced the request to discuss a loan/assessment program for
apartment fire suppression system installations.
Housing Program Manager Barnes gave an overview of the staff report.
Chairman Kulaszewicz stated first of all, regardless of how it was financed, a property owner
would have to want to increase their rent a couple dollars a square foot over time. He asked what
their motivation to incur that cost would be: is it from a marketing perspective of having
sprinklers in our buildings; is it to safeguard their residents; or, is there an economic motivation.
Commissioner Runck asked what would be a possible trigger. He asked if you get a permit for a
certain extent of renovations only if you put in sprinklers, too, because you can't build new
construction without sprinklers. Housing Program Manager Barnes responded that we can't
mandate the sprinklers be installed in existing buildings and we can't require them to install as
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January 24, 2013
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part of their renovation. Commissioner Stein stated if they exceed a certain dollar amount you
can. Commissioner Willis added if a certain percentage of the building is damaged, for example.
Housing Program Manager Barnes stated that insurance is a big incentive for them. He said if
they are a sprinklered building, they are going to get a reduction on their insurance rates. He said
it is also a marketing aspect for that property as well to say they are a sprinklered building
because if a fire would occur, there's a much better likelihood that it will be put out immediately
with that system.
Chairman Kulaszewicz stated if it was truly an economic incentive (insurance savings) wouldn't
all of the buildings all ready have them. Housing Program Manager Barnes replied it is an
expensive cost and property owners choose not to make the investment for various reasons.
Commissioner Stein asked what would be the advantage of Plymouth offering this to property
owners versus them going to the bank and getting it. Housing Program Manager Barnes
responded the HRA or city could offer it at a lower interest rate than a bank.
Chairman Kulaszewicz asked what would be the amount of time that would be needed on an
assessment before you'd get to a point where it saves on insurance. Housing Program Manager
Barnes replied everybody we've talked to are offering 10 year assessments. He said he wasn't
sure if law allows us to go out further than 10 years. Commissioner Willis added you can, it gets
to be a practical period of what the interest rate is going to be on your principal balance.
Commissioner Caryotakis asked for clarification that we can't mandate sprinklers on an existing
building but if they have a fire or they are doing renovations, then they have to consider
installing sprinklers. Commissioner Willis responded if it reaches a certain threshold, they are
required to install sprinklers.
Commissioner Caryotakis asked if it is possible that property owners are discouraged from doing
renovations because it would incur the additional costs of sprinklers. He asked if there are any
original buildings that would be renovated if we could provide the incentive by offering subsidy
for sprinklers. Housing Program Manager Barnes replied he didn't know if that would be a
trigger for a property owner to go through with the renovations or not, He said fhPi_r bottom line.
is the market and if their property value is declining because they have only updated their
common areas, their units or their appliances, they are going to feel the pressure from the market
and they are going to have vacancies.
Grace Management Representative Boedigheimer stated to actually trigger the need for updating
to city ordinance would require a bigger renovation than those updates.
Commissioner Stein stated that he can't imagine an apartment building adding sprinklers unless
they are converting to condos or something like that.
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January 24, 2013
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Commissioner Runck stated building trading cap rates are really low right now and his company
looked at buying an apartment building in St. Paul and they would have been required to put in
sprinklers. Grace Management Representative Boedigheimer stated change of ownership or
changes in type of use are other triggers.
Commissioner Runck asked if that would be something our city could do if it's not doing it now.
Commissioner Willis stated he didn't know but that's something to explore. He asked staff to
talk to the landowners/property owners and see what their view of such a program would be.
Housing Program Manager Barnes stated we identified about 37 out of 54 properties on our
apartment list that have five units or more that do not have sprinklers. He said we could create
and mail a survey asking for feedback that we are interested in creating a program as an
incentive and asking if they would be interested in such a program.
Commissioner Stein stated to send out a letter before we craft a full program to see if there is any
interest. He said he would be interested in it if it's something that isn't going to cost the city any
money. He said if we used our reserves and we are getting 1 %, it doesn't matter if we get I%
from the property owner or the bank.
Chairman Kulaszewicz asked if we could make the incentive good enough to entice them to also
offer affordable housing. Grace Management Representative Boedigheimer stated their first
thought is always if I do this, how much more rent can I get. Housing Program Manager Barnes
stated it could be a tool [or negotiation.
Commissioner Stein asked if we could restrict our IIousing Choice vouchers to buildings that are
sprinklered. Housing Program Manager Barnes stated we wouldn't want to do that as we are
always looking for more buildings to accept the vouchers as it is.
Commissioner Runck stated it might be effective to have a case study in the letter that shows an
example of the insurance savings versus a 10 year assessment.
Commissioner Runck asked how many deaths are from fires in Plymouth. Commissioner Stein
stated none; we haven't had a death in a number of years. Commissioner Willis stated it was in
the early 70's when a family of three died in a fire.
Commissioner Stein stated our on call fire department is remarkable. Commissioner Willis
stated they do a good job.
Housing Program Manager Barnes stated staff will send a letter to various apartment owners and
ask them if they would be interested in this program, staff will research what kind of average
savings insurance companies offer and then report back to the Board.
Grace Management Representative Boedigheimer stated insurance companies usually have a
standard rate for sprinkler versus non sprinkler, combustive versus not, etc. She said she would
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check with their agent to see if they could get a MN per foot rate in the Hennepin County area.
Housing Program Manager Barnes stated staff would look at the League's insurance as well.
Commissioner Stein asked if buildings have smoke detectors and carbon monoxide detectors.
Housing Program Manager Barnes stated that smoke detectors and carbon monoxide detectors
are required by law.
Commissioner Stein asked if a program for hard wiring systems would be worth looking into.
Commissioner Willis asked if either of our buildings have problems with carbon monoxide.
Chace Management Representative Boedigheimer responded that there is potential for issues in
Vicksburg Crossing but in Plymouth Towne Square there is no potential for carbon monoxide
due to the type of heating system.
Housing Program Manager Barnes stated staff would look at the possibility of creating a hard
wired program. IIe said they would have to talk with fire safety inspectors first.
Commissioner Stein stated if they are opening up walls and ceilings, they might as well pull the
wire for the smoke detectors.
Commissioner Willis stated he thought it was a good idea to follow up on as well.
4. ADJOURNMENT
MOTION by Chair Kulaszewicz, without objection, to adjourn the meeting at 8:13 p.m.
PLYMOUTH
TOWNE SQUARE
MEMORANDUM
To: Jim Barnes
From: Jeff Lelivelt, Managing Director, Plymouth Towne Square
Date: February 15, 2013
Re: PTS Monthly Report for January 2093
February Newsletter and Calendar attached
OccupancylMarketing
Unit #227 (1 -bedroom) was shown on 1/22/2013. A security Deposit was accepted.
Unit #315 (2 -bedroom) was shown on 112912013. No action was taken at that time.
Resident in Unit #113 (2 -bedroom) will move into Unit #290 (1 -bedroom) sometime in
late February.
Unit #113 was shown on 1/29/2013. A security Deposit was accepted.
Administrative/Building Operations
A recumbent bicycle was ordered for the resident exercise room.
The fire system was successfully tested on 1124/2013.
The beauty Salon was closed on 11712013.
An initial TV survey was conducted to try and determine the likes and dislikes of the
community regarding affordable limited channels. The results were inconclusive. We
continue to explore options.
The FLU FIGHTERS (resident volunteer group) were established to help stop the spread
of the flu virus throughout the community. All common area surfaces (i.e. elevator
buttons, door handles, telephones and computers) are sanitized at least once every day.
There have been no new cases of flu reported.
On 1-18-2013 a pipe attached to the bathtub in #125 broke, sending water into the
garage. Repairs were made.
The Managing Director attended the Plymouth Police Crime Free Housing class.
15500 37th Avenue North • Plymouth, MN 55446-3250
Phone: (763) 550-9525 • Fax: (763) 551-0144
Owncd by Plymoudi Housing and Rcdc lopmcnt Anrhori y
Resident Services
PTS held its first Resident's Meeting under new manager Jeff Lelivelt. 57 people
attended. The meeting was followed by the January birthday party.
On January 17th, Affinity Hearing Clinic gave a presentation to the residents regarding
ear care, hearing and hearing loss.
Balance Sleet
PLYMOUTH TOWNE SQUARE
As Of January 31, 2013
FIXED ASSETS
Ending Balance Total
ASSETS
459,247
CURRENT ASSETS
111,390
M 1 PETTY CASH 500
M I OPERATING ACCOUNT 73,157
M I SEC DEPOSIT CASH ACCOUNT 51,162
INVESTMENTS - WORKING CAPITAL FUND 794,591
INVESTMENTS - NEW DEBT SERVICE 3,302,619
ACCDUNTS REG -TENANTS 4,470
INTEREST RECEIVABLE 1,733
PREPAID PROPERTY INSURANCE 9,778
PREPAID OTHER 3,932
TOTAL CURRENT ASSETS 4,241,943
FIXED ASSETS
LAND 459,247
SITF IMPROVFMFNTS 111,390
BUILDING 5,767,619
BUILDING IMPROVEMENTS 301,779
FURN, FIXT & EQUIP -GENERAL 250,941
FURNITURE & FIXTURES - HOUSEKEEPING 8,696
COMPUTERS/OFFICE FQUIPMENT 13,060
ACCUMULATED DEPRECIATION 3,189,192)
TOTAL FIXED ASSETS 3,723,538
NON-CURRENT ASSETS
DEFFERED CHG-BOND ISS COST 2011A 34,987
DEFFRRED CHG -ORIG ISS COSTS 14,714
DEFERRED CHG - BOND ISS COSTS 19,605
TOTAL NON-CURRENT ASSETS 69,305
TOTAL ASSETS 8,034,786
Balance Sheet
PLYMOUTH TOWNE SQUARE
50,938
As Of January 31, 2013
3,075,000
BONDS PAYABLE -SERIES 2011A
Ending Balance Total
LIABILITIES
26,541)
CURRENT LIABILITIES
74,243
ACCOUNTS PAYABLE -TRADE 13,656
ACCRUED PAYROLL 3,775
ACCRUED COMPENSATED BALANCES 1,673
ACCRUED INTEREST 110,265
ACCRUED REAL ESTATE TAXES 33,476
ACCRUED OTHER 591
TOTAL CURRENT LIABILITIES 163,457
LONG-TERM LIABILITIES
SECURITY DEPOSITS 50,938
BONDS PAYABLE 3,075,000
BONDS PAYABLE -SERIES 2011A 3,165,00D
BOND DISCOUNT 26,541)
BOND PREMIUM 74,243
TOTAL LIABILITIES
EQUITY
RETAINED EARNINGS RSRVD FOR DS
RETAINED EARNINGS
TOTAL EQUITY
CURRENT YEAR INCOME/(LOSS)
TOTAL LIABILITIES & EQUITY
6, 338,541
6,502,098
3.275.369
1,754,568)
1,520,801
11,888
8,034,786
Profit and Loss Variance
PLYMOUTH TOWNE SQUARE
Through Jarmary 31, 2013
MTD Actual Budget Var, YTD Actual Budget Var. Year Budget
INCOME
APARTMENT RENTAL REVENUE 1.843 53.671 1,826) 51,R43 53,671 1,828) 644,052
HRA INDIVIDUAL 17,167 17.167 0 17.167 17,167 0 206,004
GARAGE RENT 2.970 2,669 99 2.970 2,660 9D 34,560
GUEST ROOM REVENUE 0 193 193) 0 193 193) 2,316
LAUNDRY REVENUE 915 B90 25 915 890 25 10.680
APPLICATION FEE REVENUE 70 53 17 70 53 17 636
TRANSFER FEE REVENUE 0 0 0 0 0 0 500
INVESTMENT INCOME 839 833 6 839 833 6 9,996
MISCELLANEOUS REVENUE 50 275 225) 50 275 225) 3,300
TOTAL INCOME 73,654 75,962 2,108) 73,854 75,962 12,108) 912,044
EXPENSES
ADMINISTRATION
MANAGER SALARIESANAGES 3.620 3,750 13C 3,620 3,750 130 45,000
PAYROLLTAXES 655 692 37 655 692 37 8,304
HEALTH INSURANCE 445 1,050 BC5 445 1,050 605 12,600
WORKERS COMP INSUkMCE 53 178 125 53 178 125 2,136
MAINTENANCE SALARIESAAAGES 1.537 1,551 14 1,537 1.551 14 18,612
MAINTENANCE ASST SALARIESAAAGES 952 968 36 952 966 36 11.856
EMPLOYEE COSTS BO 51 29) 80 51 29) 612
SEMINARITRAINING 0 25 25 0 25 25 300
BANK FEES 5 5 0 5 5 0 60
DUES, SUBS 8 MEMBERSHIPS 0 0 0 0 0 0 55
LICENSE 8 PERMITS 0 0 0 0 0 0 894
MILEAGE REIMBURSEMENT 119 70 41) 119 78 41) 936
POSTAGE/OVERNIGHT EXPRESS 0 8 8 0 8 8 161
PRINTING 0 10 10 0 10 10 120
MANAGEMENT FEES 4,400 4,400 0 4.400 4,400 0 52,600
PROFESSIONALFEES 45 3C0 255 45 300 255 3.600
TELEPHONE EXPENSE 481 470 011 481 470 11) 5,640
EQUIPMENT LEASFIREPAIR 260 130 130) 268 130 130) 1,550
OFFICE SUPPLIES 161 85 76) 181 65 76) 1.020
MISCELLANEOUS ADMIN EXPENSE 0 10 10 0 10 10 12C
TOTAL ADMIN EXPENSES 12,822 13,761 959 12,822 13,781 959 166,386
RESIDENT SERVICES
RESIDENT PROGRAMIACTIVITIES 130 200 70 130 200 70 5,000
TOTAL RES SERV EXPENSES 130 200 70 130 200 70 5,000
MARKETING
ADVERTISING C 15 15 0 15 15 180
TOTAL MARKETING EXPENSES 0 15 15 0 16 15 180
HOUSEKEEPING
CONTRACTLABOR 1,429 1.489 61 1,429 1,489 61 17,060
CLEANING SUPPLIES 197 200 3 197 200 3 2,400
TOTAL HOUS£KFEPING EXPENSES 1,625 1,689 64 1,625 1,689 64 20,268
Profit and Loss Variance
PLYMOUTH TOWNE SQUARE
Through January 31, 2013
BUILDING & GROUNDS
CABLE TV EXPENSE
UTILITIES - ELECTRICITY
UTILITIES -GAS
UTILITIES - WATERISEVVER
WATER SOFTENING SERVICE
DOORS, KEYS & WINDOWS
FIRE SYSTEM SERVICE
LAWN SERVICEILANDSCAPISNOW RMV[
PEST CONTROL
TRASH REMOVAL
UNIT TURNOVER REPAIRS
RESERVEIREPLACE CAPITAL EXPENSE
ELEVATOR -REPAIRS & MAINTENANCE
REPAIRS & MAINTENANCE
BUILDING A GROUNDS SUPPLIES
HVAC- REPAIRS 8 MAINTENANCE
MISCELLANEOUS B & G EXPENSES
TOTAL BUILDING S GROUNDS
OTHER OPERATING EXPENSES
PROPERTY & LIABILITY INSURANCE
PAYMENT IN LIEU OF PROPERTY TAX
TOTAL OTHER OPERATING EXPENSES
TOTAL OPERATING EXPENSES
NET OPERATING INCOME I I LOSS}
DEPREC, INTEREST & OTHER EXPENSE
DEPRECIATION EXPENSE
AMORTIZATION EXPENSE
INTEREST EXPENSE
TOTAL DEPREC, INTEREST 8, OTHER
NET INCOMF I (LOSS)
MID Actual Budget VaT. YTD Actual Budget Var, Year Budget
56 60 4 56 60 4 720
2,386 2,343 43) 2,386 2,343 43) 24,965
2,906 4,300 1,394 2,906 4.300 1,394 74.525
564 665 101 564 665 101 9,320
198 345 147 195 345 147 4,140
138 428 290 138 428 290 5,135
90 400 310 90 400 310 4,800
2,119 1.609 519) 2,119 1.600 519) 19,200
0 473 473 0 473 473 5,676
1,036 670 366) 1,036 67D 366) 8040
6,650 3,850 2,800) 6,650 3,050 2,800) 46,200
0 1,800 1,600 0 1,80 1,800 28,200
505 623 118 505 623 118 7,476
122 1,500 1,378 122 1,500 1,378 40,000
519 1,600 1,081 519 1,600 1,081 19,200
218 900 882 218 900 682 10,800
0 15 15 0 15 15 180
17,507 21,572 4,065 17,507 21,572 4,065 258,579
2,409 2,592 183 2,409 2,592 183 31,104
2,575 2,666 91 2,575 2,686 91 31,992
4,984 5,258 274 4,984 5,258 274 63,096
37,069 42,515 5,446 37,069 42,515 5,446 513,509
36,785 33,447 3,338 36,785 33,447 3,338 398,535
16,450 16,833 383 16.450 16,833 383 201,996
465 250 215) 465 256 215) 3,000
7,982 7,982 0 7,982 7,902 0 95,784
24,897 25,065 168 24,897 25,065 168 300,780
11,888 8,382 3,506 11,888 8,382 3,506 97,755
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GREETINGS
TO ALL MY
This is the first issue of an
expanded TOWN CRIER.
It is my hope to bring you all
VALENTINE5 DAY
Our annual Valentine's Day Party will be
held on February 14th
at 1pm.
Entertainment will be provided by
Judy Moen, pianist and singer-
Educating the mind without educating the heart is no
education at all - Aristotle
Our February Pancake Breakfast will be held
Saturday 2116 at 8: 30a m.
Our February 2013 Resident Meeting and
Birthday Party will be held on Thursday
2121 at 1 pm.
I'd be a lot thinner if I didn't have any taste
buds....
Taylor Marie will be here from IO am to noon
February ZI to sell clothes.
Pharmer Phil - Phil from the Lund's Pharmacy will
give a presentation February 28th at I pm.
The evening news is where they begin with
Good Evening" and then proceed to tell you
exactly why it isn't...
The volunteer tax men will be here Larch
I2th to help you prepare your taxesl
Please do not let any ou don't know in the
front door! The safety and security of the
residents depends upon this.
We don't meet people by accident. They are
meant to cross our paths for a reason.
Reinember to sign up for the Mystic Lake excursion.
MY plan is to live forever .... so far, so good....
FEBRUARY BIRTHDAYS
Happy Birthday to the following residents
who are celebrating birthdays this month!
DEE RIES 4
J W LOVABLE 4
SUSAN DIANE 5
ED LORENCE 6
THELMA PAINE 7
BARBARA TUTTLE 9
DOROTHY WERNER 11
JANET ELLINGSON 14
YEFEI YANG 14
DORIS WERTZ 15
SHIRLEY DENHARDT 17
BOB ERICKSON 21
DAVID KATNELSON 25
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V-JAn i -g Crossing
Bloom
MEMORANDUM
To: Jim Barnes
From: Sara Paquette
Date: February 14, 2013
2 C.
RE: Vicksburg Crossing Monthly Report for January 2013
February Newsletter and February Calendar attached
Rentals:
As of January 31 st we have 90 occupied apartments with 4 vacant, and we have 4 deposits at this time,
giving us a total of 0 apartments available to rent. The Low Income Apartment waiting list now has 36
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 1 February 1st
1
Style C (8) 884 Sq Ft 1 + Den 8 0 0
Style C2 (8) 950 Sq Ft I + 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 2 1 1 March 1st
February
1St
Affordable
33) 725 Sq Ft 1 Bedroom 31 2 2 February 15th
TOTALS L 190 14 4
3155 Viclzsliui Lane N • Plyrnoul[1, IMI 55447 • Phone (763)559-1877 • Fax (763)559-0144 • wWW.ci.p1y-0ULb.11in.us
Owned by Plymouth Housing and 12edes,clopment Authority
EQUAL. HOUSING
OPPORTUNITY
Move-Ins/Move-Outs:
We had 3 residents move out in the month of January, one from a 2 bedroom (style E2), and 2 from
affordable 1 bedroom apartments. They all moved into assisted living facilities. We currently have
deposits on all the apartments.
Marketing
We have been very busy. At this point we have been able to cut back on some of our advertising because
we have been consistently showing apartments and receiving deposits. We continue to get more inquiries
through our website. For this time of the year we have even had a lot of prospective residents that were
driving by our location and stopped in for a tour, although many are not ready to move until spring, we
generally do not get a lot of drive by contacts this time of year.
Resident Services
In January we always have our Hearts & Memorial luncheon. This gathering is a time for residents to get
together to remember all their friends that either passed away or left Vicksburg Crossing in 2012. This
year we had several residents leave the building who had been at Vicksburg Crossing since it opened. We
had sandwiches, fruit, chips and cookies for dessert.
We had our monthly birthday party on Thursday, January 17th_ 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 had all the common area carpet cleaned this month.
Balance Sheet
As Of January 31, 2013
Ending Balance
ASSETS
CURRENT ASSETS
M 1 PETTY CASH 612
M I OPERATING ACCOUNT 523,138
M I SECURITY CASH ACCOUNT 58,076
INVESTMENTS- WORKING CAPITAL FUND 312,803
INVESTMENTS - DEBT SERVICE 381,416
ACCOUNTS REC-TENANTS 405
INTEREST RECEIVABLE 1,050
PREPAID PROPERTY INSURANCE 10,267
PREPAID OTHER 3,885
TOTAL CURRENT ASSETS
FIXED ASSETS
LAND 874,593
SITE IMPROVEMENTS 238,793
BUILDING 9,025,426
FURNITURE, FIXTURES & EQUIP -GENERAL 348,957
COMPUTERSIOFFICE EQUIPMENT 4,711
ACCUMULATED DEPRECIATION 2,271,061)
TOTAL FIXED ASSETS
NON-CURRENT ASSETS
BOND ISSUANCE COST
TOTAL NON-CURRENT ASSETS
TOTAL ASSETS
52,136
Total
1,291,653
8,221,421
52,136
9,665,209
Balance Sheet
VICKSBURG CROSSING
As Of January 31, 2013
TOTAL LIABILITIES
EQUITY
RETAINED EARNINGS-RSRVD FOR DS
RETAINED EARNINGS
TOTAL EQUITY
CURRENT YEAR INCOME/(LOSS)
TOTAL LIABILITIES & EQUITY
10, 093,173
10,409,533
416,518
1,248,022)
831,504)
12,820)
9,565,209
Ending Balance Total
LIABILITIES
CURRENT LIABILITIES
ACCOUNTS PAYABLE -TRADE 19,355
PREPAID MONTHLY RENT 750
HEARTS & MEMORIALS FUND DONATIONS 112
ACCRUED PAYROLL 4,148
ACCRUED COMPENSATED BALANCES 1,673
ACCRUED INTEREST 233,235
ACCRUED REAL ESTATE TAXES 57,126
TOTAL CURRENT LIABILITIES 316,360
LONG-TERM LIABILITIES
SECURITY DEPOSITS 55,721
BONDS PAYABLE 10,065,000
BOND DISCOUNT 27,548)
TOTAL LIABILITIES
EQUITY
RETAINED EARNINGS-RSRVD FOR DS
RETAINED EARNINGS
TOTAL EQUITY
CURRENT YEAR INCOME/(LOSS)
TOTAL LIABILITIES & EQUITY
10, 093,173
10,409,533
416,518
1,248,022)
831,504)
12,820)
9,565,209
Profit and Loss Variance
VICKSBURG CROSSING
Through January 31, 2013
MTD Actual Budget VaT. YTD Actual Budget Var, Year Budget
INCOME
APARTMENT RENTAL REVENUE B9,310 00,144 1,165 69,310 88,144 1,155 1.060,248
APARTMENT RENTAL REVENUE -COUNTY 2,135 2,646 511) 2,135 2,646 511) 31,752
HRASUBSIDY-TAX LEVY 2,500 2,500 0 2,500 2,560 0 36000
GARAGE RENT 3,015 2,925 90 3,015 2,925 90 35,100
GUEST ROOM REVENUE 70 100 30) 70 100 30) 1,200
LATE FEE REVENUE 30 15 15 30 15 15 180
APPLICATION FEE REVENUE 70 53 17 70 53 17 636
TRANSFER FEF REVENUE 300 0 300 300 0 300 1,000
INVESTMENT INCOME 756 750 8 756 750 6 9,000
MISCELLANEOUS REVENUE 445 530 185) 445 630 185) 7,560
TOTAL INCOME 98,631 97,763 868 98,631 97,763 868 1,176,576
EXPENSES
ADMINISTRATION
MANAGER SALARIES 4,228 4,137 91) 4,228 4,137 91) 49,644
PAYRDLLTAXFS 698 734 36 698 734 36 8,808
HEALTH INSURANCE 1.060 1.233 173 1.060 1.233 173 14,796
WORKERS COMP INSURANCE 38 160 122 38 150 122 1,920
MAINTENANCE SALARIESIWAG ES 1,537 1,651 14 1,537 1,551 14 18,612
MAINTENANCE ASST SALARIES 952 988 36 952 986 36 11,856
EMPLOYEE COSTS 80 51 29) 80 51 29) 612
SEMINAR7TRAINING 0 25 25 0 25 25 300
BANK FEES 0 5 5 0 5 5 60
DUES, SUBS & MEMBERSHIPS 0 10 10 0 10 10 120
LICENSE & PERMITS 676 676 0 676 676 0 876
MILEAGE REIMBURSEMENT 55 Be 13 65 56 13 816
POSTAGElOVERNIGHT EXPRESS 33 11 22) 33 11 22) 132
PRINTING 0 5 5 0 5 5 60
MANAGEMENT FEES 4,000 4,000 0 4,000 4,000 0 48,000
PROFESSIONAL FEES 106 225 119 106 225 119 2,700
TELEPHONE EXPENSE 505 507 2 505 507 2 6,054
EQUIPMENT LEASEREPAIR 76 128 52 76 128 52 1,536
OFFICE SUPPLIES 0 85 05 0 85 65 1,020
TOTAL ADMIN EXPENSES 14,644 14,599 555 14,044 14,599 555 167,952
RFSIDFNT SERVICFS
RESIDENT PROGRAWACTIVJIES 320 275 45) 320 275 45) 4,825
TOTAL RES SERV EXPENSES 320 275 45) 320 275 46) 4,825
MARKETING
ADVERTISING 315 400 B5 315 400 85 11,808
PROMOTIONALIPARTIES 0 0 0 0 0 0 900
TOTAL MARKETING EXPENSES 315 400 85 315 400 85 12,708
HOUSEKEEPING
CONTRACT LABOR 925 1,040 114 926 1,040 114 12,4B0
CLEANING SUPPLIES 63 120 57 63 120 57 1,440
TOTAL HOUSEKEEPING EXPENSES 909 1,160 171 909 1,160 171 13,920
Profit and Loss Variance
VICKSBURG CROSSING
Through January 31, 2013
BUILDING & GROUNDS
CABLE TV EXPENSE
UTILITIES, ELECTRICITY
UTILITIES - GAS
UTILITIES - WATERfSEV4ER
WATER SOFTENING SERVICE
DOORS, KEYS & WINDOWS
FIRE SYSTEM SERVICE
LAWN SERVICEILANDSCAPfSNOW RMVL
PEST CONTROL
TRASH REMOVAL
UNIT TURNOVER REPAIRS
ELEVATOR -REPAIRS & MAINTENANCE
REPAIRS & MAINTENANCE
BUILDING & GROUNDS SUPPLIES
HVAC - REPAIRS 8 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! (LOSS)
MTD Actual Budget Var. YTD Actual Budget Var. Year Budget
120 123 3 120 123 3 1,476
1,882 2,692 810 1,882 2,692 810 27,437
5,212 4,238 974) 5,212 4,238 974) 18,794
688 925 37 888 925 37 12,040
181 141 40) 181 141 40) 1,692
2 93 91 2 93 91 1,116
53 321 268 53 321 268 3,852
1,426 1,50D 74 1,426 1,500 74 18,000
1,061 625 436) 1,061 625 436) 5,672
851 800 51) 851 BUU 51) 9,60D
2,869 2,667 202) 2,869 2,667 202) 32,004
402 460 58 402 460 58 5,520
3,069 1,200 1.869) 3.059 1,200 1.669) 27,400
443 800 357 443 800 357 9,600
928 710 218) 928 710 218) 8,520
0 15 15 0 15 15 160
19,384 17,310 2,074( 19,384 17,310 2,074( 182,903
2,541 2,669 128 2,541 2,669 128 32,028
4.394 4,400 96 4,394 4,490 96 53,880
6,935 7,159 224 6,935 7,159 224 85,908
41,987 40,903 1,084) 41,987 40,903 1,084) 466,216
56,644 56,860 216) 56,644 56,860 216) 708,460
30,723 30,645 77) 30,723 30,848 77) 367,752
325 303 22) 325 303 22) 3,635
38,415 38,415 0 38,415 38,415 0 460,983
69,463 69,364 99) 69,463 69,364 99) 832,368
12,820) 12,504) 316) 12,820) 12,504) 316) 123,908
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February 2013
During this cold weather many residents have been hibernating so I hope
everyone will enjoy some of the activities we offer right here in the build-
ing! We have movie night, bingo, cards and coming up in February we
have a Valentine's Day party. We will have a delicious lunch which will
be followed by a performance by the Plymouth Rockers. Be sure to check
your monthly calendar for all the activities in the building. It's a great
way to get to know your neighbors.
Winter is the time for comfort, for good food and warmth, for the touch
of a friendly hand and for a talk beside the fire: it is the time for home."
Edith Sitwell
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Rent is due on or before Tuesday, February 5th *t\
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Valentine's Day Party
We will be having a Valentine's Day party on Thursday, February
91 14th at 12:00 in the community room. The Plymouth Rockers will be
performing at 1:00 following lunch. The food will be provided by
Lookout Bar and Grill. The cost will be $6.00 and we will be having
baked roast pork, mashed potatoes and gravy, green beans, roll with
butter and dessert.
Tickets will be on sale in the community room from 10:00-12:00
Wednesday, February 6th and Thursday, February 7th. You may get
them in the office no later than Monday, February 11th.
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Events in Plymouth
Here are a couple of things to do right in the neighborhood that might help you tolerate
the month of February.
Fire and Ice
This year is the 24th annual Fire and Ice Winter Celebration at Parker's Lake. There
will be activities for everyone including, hay rides, horse rides, sled dog rides, minia-
ture golf on ice, snow bowling, skating, food vendors and fireworks at 6:30. The
celebration is Saturday, February 2nd from 2:00 pm -7:00 pm.
Jazz Impressions—Saturday, February 16th from 7:00-8:30 p.m.
at the Plymouth Creek Center. The Bill Crutcher Quartet will be per-
forming and chocolate, wine and other beverages will be sold during
intermission. This is an adults only program.
Income Tax Service for Seniors
Volunteers from AARP will help seniors with their taxes on Wednesdays
from February. 1 3th through April 10th at Plymouth Creek Community
Center. Please bring all your documents with you.
There is no charge but you must call to make an appointment: 763-509-52$0
00 n
ry`
91
n Resident Coffee and Meeting x o
Our next resident meeting will be on Wednesday, February 6th at 9:00 in
the community room.
o ry All residents are welcome! We will be discussing building issues and tl
L upcoming events. It is a good time to express concerns or ask questions g
A
Hope to see you there.
p ,
a
Mary Driscoll
Marie Ybarra
February 16th
February 23rd
Pharmacist Phil
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Phil the pharmacist from Lund's Pharmacy will be joining us during coffee hour at
9:00 on Wednesday, February 27th. He usually has a topic he covers and then he
answers resident's questions.
Writing Group
The writing group would like to schedule a meeting for Wednesday,
February 13th at 1:30 in the community room.
If anyone is interested in participating in the writing group
you may contact Jim Halsted at: 763-300-6193
If there is at Ieast 6 or more interested members the group
will start meeting again in February. If there is not much in-
terest they will not meet until more interest is shown.
Welcome!
We have two new residents this month. Please welcome Ted Hollan in apartment 103 and
Helen Beckstrand in apartment 418.
Welcome to Vicksburg Crossing!
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Happy Birthdgy to the followiLng
ary Birthdays will be celebrated on
Thursday, February 21st at 2:00
in the Community Room
E,
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.
Frances Hertle February 1 st
Maudry Hedin February 3rd
Nancy Lindgren February 10th
Pauline Abel February 13th
Audrey Mjos February 14th
Curtis Sonnenfeld February 15th
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Agenda Number 3 , .
PLYMOUTH HOUSING AND
REDEVELOPMENT AUTHORITY
STAFF REPORT
T0: Plymouth Housing and Redevelopment Authority
FROM: Kip Berglund, HRA Specialist through Jim Barnes, Housing Programs
Manager and Steve Juetten, Executive Director
MEETING DATE: February 28, 2013
SUBJECT: Community Development Block Grant (CDBG) - Public hearing
on 2013 CDBG program year allocation with recommendation to
the City Council
BACKGROUND:
At the time this staff report was written, the official funding amounts for the 2013 Community
Development Block Grant (CDBG) program year have not been released by the Department of
Housing and Urban Development (HUD). However, it is anticipated that HUD will allocate
approximately $230,998 in CDBG funds to the City of Plymouth for the 2013 program year.
Included in this packet is a historic review that summarizes CDBG activity over the past ten
years. It shows the activity in the first time homebuyer loan program, rehabilitation loan
program, rental housing assistance and number and type of categories served by the social
services finding.
This program year allocation is slightly lower than recent years due to the current legislation to
further reduce the overall CDBG allocation. The 2013 program year begins July 1, 2013 and
runs through June 30, 2014, In order to determine the funding needs for the 2013 program, staff
evaluated the mid -year progress of the 2012 CDBG funded activities. The following chart shows
the 2012 program year goals, as submitted to HUD, along with our present progress:
2012 CDBG ACTION PLAN GOALS AND PROGRESS:
Goals Progress made through 2012 Budget Expended as Balance as of
12/31/12 of 12/31/12 12/31/12
Provide 6 housing 6 rehab projects 2 180,498.00* 51,773.45 158,754.04*
rehabilitation deferred completed, and 4
loans or small repair grants housing rehab deferred
HRA) loans/grants in progress
Provide 2 first time 0 first time homebuyer 35,000.00* 8,039.46 42,437.10*
homebuyer deferred loans deferred loans issued
through carry-over
funds(HP,A)
Assist with the rehab of i unit completed 15,000.00 0.00 15,000.00
one affordable rental /
owner -occupied units
HAMMER)
Provide 80 households 33 households served 12,000.00 0.00 12,000.00
homeownership and
foreclosure educational
through CAPSH
Provide services to 250 117 households served 6,000.00 3,952.26 2,047.74
renter households through
HOME Line
Provide 780 rides to 16 88 rides 2,300.00 0.00 2,300.00
Plymouth residents through 14 people served
PRISM Express
Assist 35 homeless and I youth served 5,000.00 0.00 5,000.00
near -homeless youth
through YMCA
Provide services to 200 at- 170 youth served 7,000.00 0.00 7,000.00
risk youth through Family
Hope
Provide services to 30 25 individuals served 2,700.00 0.00 2,700.00
seniors with the H.O.M.E
Household and Outside
Maintenance For Elderly)
program through S.C.S.
Provide service to one No qualifying families 1,200.00* 0.00 1,200,00*
family with critical ill child served
through Spare Key
Fair Housing Activities Outreach, education and 1,500.00 1,500.00 0.00
enforcement activities in
the Consortium
Administration of CDBG Administration 31,000.00" 11,573.43 19,511.28*
Activities
TOTALS: 299,198.00 76,838.60 267,950.16*
These figures include unexpended funds from previous program years and/or program income received
to date.
FUNDING RECOMMENDATIONS FOR HRA ADMINISTERED PROGRAMS:
Throughout 2012, staff did considerable marketing of the Housing Rehabilitation Program and
Foreclosure Prevention and First Time Homebuyer Program. We continue to market the
programs and anticipate that we will be close to meeting our goals for 2012. We do anticipate
carry-over funds for both the First Time Homebuyer and Rehabilitation programs, although in
smaller amounts than in recent years. This is due to receiving a smaller allocation in 2012, the
increased rehabilitation loan activity and not allocating first time homebuyer funds in 2012.
The HRA administers three programs internally with CDBG funds; including the First Time
Homebuyer, Housing Rehabilitation, and Affordable Housing Development account. The First
Time Homebuyer program has assisted an average of seven households per year over the past
five years.
There are two types of housing rehabilitation assistance programs available to eligible
homeowners, deferred loans and small repair grants. The Deferred Loan program is available to
low and moderate -income households to maintain, repair, and improve their homes. The Small
Repair Grant program is used for small and emergency repairs for qualifying seniors age 55 or
older. The Housing Rehabilitation program assisted an average of eight households per year
over the past five years.
Both the First Time Homebuyer and Home Rehabilitation programs generate income from the
repayment of loans. We have experienced a steady amount of repayments over the past couple
of years. Due to the status of the housing market it is difficult to predict the amount of program
income we will receive for the 2013 program year and therefore staff is conservatively budgeting
20,000 of program income for each program.
In the 2013 program year budget, because of the anticipated further reduction in the CDBG
allocation, staff recommends providing $100,000.00 to the Housing Rehabilitation (Rehab)
program and $50,000.00 to the First Time I-lomebuyer (FTIIB) program, FTIIB loans would be
available through utilizing the allocation, any program carry-over from 2012 and through any
program income that is received throughout the year. The rehab program is being recommended
for additional funding because the program has more of a direct benefit on the City of Plymouth
housing stock. The rehab program helps to preserve neighborhoods by the rehabilitation of
individual households in need of repair. The rehab program guidelines have recently been
modified to allow for a larger maximum loan amount ($30,000.00 rather than $20,000) and allow
for a larger overall loan -to -value maximum (110% rather than 100%). Staff believes the
allocations listed above along with the carry-over of 2012 funds will sufficiently meet the needs
of the rehab program while allowing the FTHB program to continue to function using any
remaining program carry-over funds and as funding becomes available through program income.
The third program that CDBG administers is the Affordable IIousing Development account
which assists with the rehabilitation of affordable rental / owner -occupied units. In previous
years these funds have assisted primarily rental projects such as the one proposed by Hammer
Residences. Hammer has a long history of working with the City and the HRA to provide
housing assistance to their clientele. Staff is recommending the funding of $15,000.00 be
3
allocated to Hammer Residences because of the continued reduction in overall CDBG allocation.
Hammer Residences will use the funds to remodel one home. Improvements include replacing
windows, siding and a roof at the home. These improvements will make the home more energy
efficient, extend the life of the homes and make the homes more aesthetically pleasing to the
surrounding neighborhood.
CDBG regulations limit the amount of funds that can be spent on administration to no more than
20 percent of the total allocation, (approximately $46,000) for the 2013 program year. There are
some unexpended funds anticipated to be carried over from the 2012 program year and therefore
staff is requesting $26,498.00 be budgeted for administration in 2013.
Mousing Proposed Activity Estimated 2013 2013 Funding Total Amount ,
Program 2012 Funds Estimated Recommendations Available
Carried Over Program
to 2013 Income
Housing Provide 4 housing 10,000.00 20,000.00 100,000.00 130,000.00
Rehabilitation rehabilitation loans to
Deferred Loan income -eligible
Program households. Provide 2
small repair grants.
First Time Provide 4 loans to assist 10,000.00 20,000.00 50,000.00 80,000.00
Homebuyer with down payment and
Deferred Loan closing costs.
Program
Affordable Assist with development 0.00 NA 15,000.00 15,000.00
Housing of one affordable rental —
Development unit
Fair Housing Outreach, education and 0.00 NA 1,500.00 1,500.00
Activities enforcement activities in
the Consortium
CDB(1 Administration 6,000.00 NA 26,498.00 32,498.00
Administration
Total: 2iiwvii.00 P401vvv.vv n172,7n0.vv 2j0,>;0.vv
FUNDING RECOMMENDATIONS FOR PUBLIC SERVICES;
CDBG regulations limit the amount of funds that can be spent on "public service" activities.
Public service activities are those activities "which are directed toward improving the
community's public services and facilities" to serve low- and moderate -income clientele. The
regulations stipulate that public service funding may not exceed 15% of the City's total
allocation ($230,998.00), plus 15% of the previous year's program income ($22,712.00). For the
2013 program year, Plymouth cannot fund public service activities in excess of $38,056.50.
Staff recommends allocating $38,000.00 among the five public service applicants.
4
Staff sent out ten CDBG applications and five applications were returned. All of the
organizations are current CDBG sub -recipients. For the first time in a number of years, YMCA
did not return an application. They stated that the Plymouth area is a difficult area to cover due
to their geographical location. In addition, the number of youth served has been dropping the
past couple of years. A summary of the applications are listed below. Staff evaluated and
ranked the individual proposals based on the following criteria:
Program/Project Feasibility: "Project Overall Feasibility" refers to the likelihood that the
proposed project may be completed within the timeline proposed and within reasonable
parameters of risk.
Organizational Capacity: "Organizational Capacity" refers to the likelihood of the
organization being able to complete the proposed project.
Leverage of Other Funds: "Leverage of Other Funds" refers to the extent to which the
proposal demonstrates the involvement of local partnerships and the extent to which other
funds are leveraged; including contributions from philanthropic, public, and private
organizations and/or local employers, as well as in-kind contributions.
Staff also reviewed the City's 2013 Budget for commitments to human service agencies to
ensure no duplications are made of City General funds and CDBG funds. The 2013 Budget
includes $109,450 in funding for ten human service agencies. There are two duplicate agencies;
PRISM and Senior Community Services. The City's funding for PRISM is allocated for their
food shelf program. Senior Community Services (SCS) is requesting funding for one of the two
programs funded by the City.
The 2012 funding allocation for social services totaled $35,000.00. The total amount of public
service funds requested for 2013 is $39,012.00, which means we will not be able to fund all of
the social service agencies at their requested amount,
Staff is recommending a similar allocation as 2012 in the amount of funding for each of the
returning sub -recipients.
A summary of each application and the staff ranking of the applications are attached. The
following table is a summary of the public service funding requests and the amount of funding
recommended by staff;
5
Public Service Proposed Activity Amount Recommended
Requests: (in order Requested Funding
of ranking)
CAPSH Provide foreclosure prevention, tenant, 15,000 14,000
rehab, prepurchase and reverse
mortgage counseling to 69 households.
PRISM Express Provide transportation services 2,300 2,300
providing 700 rides to Plymouth
residents and 16 unduplicated residents.
HOME Line Provide tenant hotline, tenant 8,712 8,700
representation in negotiations to
preserve affordable housing to 230
households.
Family Hope Provide weekly support group services 10,000 10,000
Services and one-to-one mentoring with 200 at -
risk youth.
Senior Community Provide minor home maintenance 3,000 3,000
Services (SCS) services for 35 Plymouth residents.
Total: 39,012 387000
Staff recommends that after holding the scheduled public hearing and considering any
public comments the Board review staffs proposed uses for 2013 CDBG funds and adopt
the attached resolution providing a recommendation to the City Council for adoption of its
2013 CDBG program funding.
Attachments:
1. Resolution 2013-01
2. List of Applicants Solicited for 2013 CDBG Public Service Applications
3. Summary of 2013 CDBG Public Service Funding Applications
4. 2013 CDBG Public Service Staff Ranking and Ranking Criteria
5. Ten -Year CDBG Activity
u. Draft 2013 Action Plan
6
CITY OF PLYMOUTH
HRA RESOLUTION 2013-01
A RESOLUTION TO APPROVE THE APPLICATION AND ALLOCATION OF FISCAL
YEAR 2013 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS
WHEREAS, the City of Plymouth anticipates receiving a Community Development Block Grant
CDBG) funding allocation of $230,998.00 for CDBG fiscal year 2013; and
WHEREAS, on February 28, 2013, the Plymouth Housing and Redevelopment Authority held a
duly constituted public hearing to allow interested parties to express their opinion; and
WHEREAS, the Housing and Redevelopment Authority in and for the City of Plymouth, MN has
determined the following to be an appropriate use of Community Development Block Grant funds
in accordance with federal guidelines and the City's I -IUD approved Consolidated Plan;
NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AND REDEVELOPMENT
AUTORITY OF THE CITY OF PLYMOUTH, MINNESOTA, that it hereby recommends that the
City Council authorize the City Manager to apply for 2013 Community Development Block Grant
funds totaling $230,998.00 from the U.S. Department of Housing and Urban Development with the
following allocations:
1. Housing Rehabilitation Grant/Loans
2. First Time Homebuyer Assistance Program
3, Community Action Partnership of Suburban Hennepin (CAPSH)
4. Family Hope Services
5. HOME Line
6. People Responding in Social Ministry (PRISM)
7. Senior Community Services (SCS)
8, Program Administration
9, Affordable Housing Development
10. Fair IIousing Activities
100,000.00
50,000.00
14, 000.00
10,000.00
8,700.00
2,300.00
3,000.00
26,498.00
15,000.00
1,500.00
Total $230,998.00
BE IT FURTHER RESOLVED, that any increase in the anticipated funding amount for the 2013
CDBG fiscal year will 'oe split equally between the 2013 Housing Rehabilitation, First Time
Homebuyer and Social Service Programs (within the 15% maximum allowance). Any decrease will
be split equally between the 2013 Housing Rehabilitation, First Time Homebuyer, Affordable
IIousing Development Account and Social Service Programs (within the 15% maximum
allowance).
BE IT FURTHER RESOLVED, that it is hereby recommended to the City Council that all CDBG
program income may be used to cover expenses generated in any existing CDBG program or
activity and not just expenses related to the activity generating the income, unless otherwise
reallocated by the City Council.
BE IT FURTHER RESOLVED, that it is hereby recommended to the City Council that all
unexpended 2012 CDBG funds be allocated to the same program activity in 2013, unless otherwise
reallocated by the City Council.
Approved this 28"' day of February, 2013 by the Plymouth Housing and Redevelopment Authority
List of Agencies Solicited for 2013 Public Service Applications
Community Development Housing Division)
Agency:
Community Action Partnership of Suburban Hennepin (CAPSH) — CDBG
Family Hope Services — CDBG
HOME Line CDBG
Interfaith Outreach and Community Partners (IOCP) — CDBG
Jewish Family and Children's Service of Minneapolis (JVS) - CDBG
Northwest Branch YMCA — CDBG
People Responding In Social Ministry (PRISM) — CDBG
Senior Community Services — CDBG
Spare Key - CDBG
Summary of 2013 CDBG Public Service Funding Applications
Community Action Partnership of Suburban Hennepin (CAPSH)
CAPSH's application is to continue its Full -Cycle Homeownership Services to residents of
Plymouth. Their services include foreclosure prevention, home rehab advice, pre -purchase
education and homebuyer counseling, and reverse mortgage counseling services. The current
housing market has leveled off in the rate of foreclosures, CAPSH's Foreclosure Prevention
program seeks to assist homeowners to maintain their homes -- if possible- or to obtain
appropriate housing if the home cannot be saved. CAPSH provides services that contribute
to the economic health of our community, are needed in the City of Plymouth and are
required as part of participating in our First Time Homebuyer and Housing Rehabilitation
loan programs. The goals set for the 2013 program year indicate slightly lower but similar
numbers as previous years in the number that will be served.
Family Hope Services (Tree House)
Family Hope Services' proposes to continue its weekly preventative programs structured to
mentor, befriend and positively guide at -risk youth ages 11 to 18. There are two support
groups that meet on a weekly basis and are held year-round. Tuesdays the general support
group meets and on Thursdays the going Deeper Program meets. Staff provide follow-up
with the youth through one-to-one mentoring contact during the week. The Plymouth
TreeHouse program anticipates the service levels of operation in 2013 for youth to stay the
same or increase. In review of Family IIope Services' file and application they have done
well in providing the required documentation and meeting the program objectives.
Senior Community Services (SCS)
SOS's application is to provide outside maintenance for the elderly through their Household
and Maintenance for Elderly (H2O.M.E.) program. H.O.M.F.,, services include; lawn
mowing, snow removal, exterior interior painting, seasonal outdoor work (raking, pruning,
weeding, mulching), minor repairs (leaky faucets, door handles, replace light bulbs),
disability related projects (installing grab bars) and homemaking (dishwashing, laundry,
grocery shopping, meals and cleaning). SCS presented a strong application and showed that
there is a direct need for this program in the City. The goals set for the 2013 program year
indicate the numbers served and hours served will slightly increase, The application showed
SCS have leveraged many other resources to support their program as well.
Summary of 2013 CDBG Public Service Funding Applications
PRISM Express
PRISM's application is to provide "curb to curb" transportation services to residents of
Plymouth and the surrounding communities of Golden Valley, Crystal, New Hope,
Robbinsdale, and Brooklyn Center. The service is designed to meet transportation needs of
low-income elderly and disabled residents of these suburbs. PRISM's application shows a
strong organizational capacity including qualified staff and program success. The application
also indicates that they have sought numerous resources to fund this program. The goals set
for the 2013 program year indicate lower numbers as previous years in the number that will
be served. This is due to the loss of some daily Plymouth riders that have not yet been able
to be replaced.
HOME Line
HOME Line's application is to operate a tenant hotline staffed by three attorneys, a tenant
advocate and volunteer phone advocates, primarily law students. The hotline received over
11,000 calls last year and over 95% of the callers are low or very low income. For over 15
years they have provided legal representation to renter families faced with eviction as part of
their IIomeless Prevention Program. In addition, the staff attorneys make presentations on
the realities of becoming a renter to area high school students. The need and financial
feasibility of the program was very defined and showed that the program would have an
impact in the City. The application also showed they have leveraged many other resources to
support their program. The goals set for the 2013 program year indicate slightly higher
numbers as previous years.
CD/-lousing/l AIMBG/Action P1an12013/Summary Ofpub]iGSM apps
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2013 ACTION PLAN
FOR THE CITY OF PLYMOUTH
Executive Summary
The City of Plymouth is a Community Development Block Grant (CDBG) entitlement
community. CDBG funds are allocated to the City directly from the U.S. Department of
Housing and Urban Development (HUD). The City remains a part of the Hennepin County
Consortium for purposes of the Five -Year Consolidated Plan and HOME funding.
Of the total estimated 2013 CDBG budget (2013 estimated allocation of $230,998.00 and
40,000.00 in program income), $205,000.00 will be used for affordable housing; $38,000.00 of
the City's allocation will be used for family, senior and youth services. $1,500 of the City's
allocation is for fair housing activities and $26,498.00 is allocated for the administration of the
CDBG Program. We also anticipate a smaller amount of carry-over funds than in the past in the
First Time Homebuyer (FTHB) Program of $10,000.00 and the Rehabilitation Program of
10,000.00 from the 2012 program year.
The anticipated 2013 CDBG allocation is slightly lower due to the current legislation to further
reduce the overall CDBG allocation. In the event the allocation is greater than anticipated, the
additional funds will be distributed evenly between the first time homebuyer program,
rehabilitation program and social service programs, In the event the allocation is less than
anticipated, funds would be reduced evenly from the rehabilitation program, affordable housing
and social service programs.
The City has allocated 2013 CDBG funds to address the following objectives:
1. Sustainability of Decent Housing
o Rehabilitation of four owner -occupied homes with incomes up to 80 percent of the
HUD CDBG income limit. The program allows an additional $10,000.00 in loan funds
to be used specifically for accessibility improvements and/or lead and asbestos
abatement.
o Two households with at least one member who is over the age of 55, and own their
own home, will be assisted with a one-time maximum grant amount of $5,000.00
through an Emergency Repair Grant to assist with eligible repairs in situations where
the immediate health or safety of the occupants of the home is threatened.
o Hammer Residences will receive funds to remodel one of their homes to accommodate
accessibility needs of their clientele, replace windows, siding and roof.
2. Affordability of Decent Housing
o Assist four low-income households in purchasing their first home.
3. Availability/Accessibility of Suitable Living Envirorunent
o Community Action Partnership of Suburban Hennepin receives CDBG fluids as part of
public services funding to provide first time homeownership workshops and counseling
services, workshops and mortgage foreclosure counseling, housing rehabilitation
counseling, and weatherization assistance to 69 Plymouth households.
o HOME Line receives CDBG funds as part of public services funding for their tenant
advocacy work. They expect to assist at least 230 Plymouth renter households. They
will provide tenant counseling, tenant representation in landlordltenant negotiations to
preserve affordable housing, prevent at least ten evictions within the City of Plymouth.
b PRISM receives CDBG funds as part of public services funding for transportation
services which will provide 780 rides to at least 16 unduplicated low-income persons
for medical appointments and other needs.
o Family Hope receives CDBG funds as part of public services funding and 200 youth
will be provided with weekly support groups and one-to-one mentoring relationships.
o Senior Community Services (SCS) operates the H.O.M.E (Household and Outside
Maintenance for Elderly) program to help seniors stay in their home with dignity. It is
anticipated that H.O.M,E. will serve 35 seniors and hours of service will be increased
in 2013.
The 2012 numbers indicate that five of the eight social service and affordable housing
organizations are steadily approaching their expected annual performance goals (Family Hope,
Hammer Residences, HOME Line, PRISM and Senior Community Services). The other three
organizations have not yet met fifty percent of their goals (CAPSH, ,Spare Key and YMCA).
Both the rehabilitation program and first time homebuyer program, administered by the City of
Plymouth, are anticipated to meet the expected annual performance goals.
The City of Plymouth is pant of the Hennepin County Consortiuun, and therefore the City's
Action Plan is part of the Hennepin County Consortium Action Plan. The City of Plymouth has
our own Citizen Participation Plan that mirrors Hennepin County's and other Consortium
members Citizen Participation Plans, which calls for the Hennepin County Consortium Action
Plan to be available for public comment 30 days prior to its submission to HUD. The Plymouth
Housing and Redevelopment Authority held their own public hearing on February 28, 2013 and
allowed the public to comment on the proposed activities.
Resources Available to Address Community Development and Housing Needs
The LIRA intends to vigorously pursue all possible resources to address 2013 program year
activities. The following list provides information on other sources of funds that are used for
community development and housing programs within the City of Plymouth.
1+'ederal Resources
CDBG: The City of Plymouth has used this resource since 1476 to provide lower-income
persons with a variety of affordable housing prograins. Any program income received from
repayments of CDBG funded programs will be used to cover expenses generated in an
existing CDBG Program or activity and not just expenses related to the activity generating
the income, as authorized by the City Council.
Section 8 Rental Vouchers: Currently the Plymouth HRA has funding for 225 vouchers
including 30 vouchers for non -elderly disabled). There are another 176 voucher holders
residing in Plymouth who ported in from other jurisdictions.
Low -Income Housing Tax Credits (LIHTC): The HRA has been working with several
private developers to utilize this resource to create new affordable apartment units. The
HRA will continue to pursue opportunities to use this resource.
Public Housing: Shenandoah Woods and Stone Creek Village include Metropolitan Housing
Opportunity Program (MHOP) public housing funding for two and four units, respectively.
The HRA also has project based units at Stone Creek Village (eight units), Vicksburg
Commons (five units) and we have committed seven project based units to the West View
J
Estates (seven units), The HRA also worked with the Metro HRA to site and operate ten
MHOP units on scattered sites.
State Of Minnesota Resources
Minnesota Housing Finance Agency (MHFA): This agency provides first time homebuyer
programs, housing rehabilitation programs, and development and redevelopment financing
through their Consolidated RFP process, The HRA also developed a partnership in 2003
with the Center for Energy and Environment (CEE) pertaining to the MHFA Fix -Up Fund
and MHFA Deferred Loan Program. While CEE remains the approved lender for the Fix -Up
Fund, the HRA works in collaboration with them in marketing the program,
Local Resources
HRA tax levy: The HRA has used this levy for several years to provide subsidized rental
housing for 133 senior citizen households utilizing approximately $236,000.00 annually to
eligible renters at Plymouth Towne Square and Vicksburg Crossing. An additional
315,000.00 is utilized for the funding, administration and supervision of the HRA and City
affordable housing programs.
Plymouth Economic Development Fund (PEDF): The Fund was capitalized from the first
100,000.00 in principal plus interest to be paid by Value Rx in repayment of a loan from the
Minnesota Department of Trade and Economic DeveIopment's (DIED) Economic Recovery
Program (ERP). The PEDF allows the HRA to provide loans at favorable terms for business
activities in the City that could create new jobs, increase the tax base, or leverage other
needed economic development funds, The City has issued one loan for $180,000.00 to a
company that relocated its headquarters to Plymouth,
Tax exempt housing revenue bonds: Since 1995, the City has issued $58,795,000.00 in tax-
exempt housing revenue bonds and $7,290,000.00 in taxable housing revenue bonds for the
acquisition, re -financing and/ or renovation of 983 rental apartments. The City required that
the owners make a certain percentage of their units affordable to and occupied by low-
income households or make an annual payment for the life of the bonds to the HRA's
Affordable Housing Account, As a result, 136 of these apartments are affordable to low-
income renters.
HRA Affordable Housing Account: Since its inception in 1996, the Account has received
407,000,00 in fee payments and penalty payments for the release of covenants. To date,
these funds have been allocated toward the following projects: the renovation of Hammer
Residence group homes; the development of two handicapped accessible homes, the
acquisition of an affordable town home under the right of first refusal; the construction of 34
affordable housing units at the Stone Creek Village apartment complex and the acquisition of
property for a four unit affordable housing development,
Tax Increment Financing (TIF): The City's Tax Increment Housing Assistance Program
TIHAP) makes excess Tax Increments from existing and future Tax Increment Districts in
the City available for eligible affordable housing developments. Of the funds received to
date, the City has allocated $236,000.00 to the Stone Creels Village apartment complex,
which will be located in a newly created TIF district. In 2006 the City created a TIF Housing
District to assist Common Bond communities with their development of Vicksburg
Commons. In 2010, the City approved a loan of $600,000.00 to the Westview Estates
project. This project provides 67 workforce housing units assisting households at or below
60 percent of the area median income. In 2011, the City created a TIF District to support a
157 -unit mixed income apartment development. This project includes 16 workforce housing
3
units. The City will also consider the creation of additional TIF districts as appropriate to
assist affordable housing projects as necessary to supplement outside funding.
In 2012, the HRA created an emergency private utility repair program to provide assistance
to residents who are facing the unexpected financial burden of a needed repair that is able to
be assessed against the property such as the repair or replacement of a failed sewer or water
line. This program is funded by the City Sanitary Sewer and Water funds and allows up to
5,000 per household. It is available to households whose incomes are at or below the area
median income for a household in the Twin Cities seven county metro area, as determined by
HUD. Also in 2012, the HRA created an emergency repair loan fund to provide assistance to
residents who are facing the unexpected financial burden of an emergency repair such as a
failed plumbing, heating or electrical system. This program is funded by the HRA General
fund and allows up to $5,000 per household. Applicants must have total household incomes
at or below the area median income for a four -person household in the Twin Cities seven
county metro area, as determined by HUD.
Private Resources (nonprofit organizations)
Interfaith Outreach and Community Partners (IOCP): This organization has been very
supportive of all efforts in Plymouth of furthering affordable housing initiatives. This non-
profit also has a significant housing fund to assist in funding affordable housing efforts.
Annual Objectives
Table 3A Summary of Specific Annual Objectives
Specific Outcome/Objective Source Program Expected Actual Percent
Obj. # Specific Annual Objectives of Funds Performance Indicators Year Number Number Completed
Affordabilit of Decent Housing DH -2)
DH -2,I The First Time Homebuyer Program CDBG Low- and moderate- 2010 5 5 100
assists with down payment and income families will 2011 5 5 100
closing costs, and/or mortgage receive assistance to 2012 5 0 0
principle reduction purchase their first home 2013 5
2014 5
MULTI-YEAR GOAL 25
Sustainability of Decent Housing (DH -3)
DH -3.1 The objective of the Single -Family CDBG Owner -occupied homes 2010 6 6 100
Rehabilitation Program and Small will be rehabilitated or 2011 6 7 111
Repair Grant Program is to preserve will receive emergency 2012 6 3 50
the existing housing stock funds to make small 2013 6
repairs on homes 2014 6
MULTI-YEAR GOAL 30
Availabilit/Accessibility of Suitable Living Environment SL -I
SLAA Community Action Partnership of CDBG Foreclosure prevention, 2010 125 72 58
Suburban Hennepin receives CDBG tenant, reliabilitation, pre- 2011 155 61 40
binds as part of public services purchase and reverse 2012 162 33 20
landing for homeowner education mortgage counseling 2013 165
classes. Met 172
iMU1,T1-Y1:AR GOAT. 779
SL -1.2 HOME Line is a CDBG funds public CDBG 215 households will 2010 215 223 104
service recipient for their tenant receive tenant counseling 2011 215 225 105
advocacy work. They provide tenant and 150 students will 2012 225 117 52
counseling and education, receive education on 2013 230
becoming a renter. 2014 235
MULTI-YEAR GOAL 1,125
4
Specific Outcome/Objective Source Program Expected Actual Percent
Obj. It Specific Annual Objectives of Funds Performance Indicators Year Number Number Completed
SL-1.3 PRISM Fxpress receives CDBG CDBG 800 rides will be provided 2010 800 565 71
funds as part of public services to the general public for 2011 880 479 54
funding to provide transportation medical appointments and 2012 968 88 10
services to the general public. other needs. 2013 1,065
2014 1,172
MULTI-YEAR GOAL. 4,885
SL-1.4 YMCA receives CDBG funds as part CDBG Provide counseling, case 2010 90 63 70
of public services funding for management, crisis 2011 90 40 44
homelessness prevention and youth intervention, street based 2012 90 1 1
counseling outreach, shelter and 2013 90
referral services. 2014 90
MULTI-FEAR GOAL 450
SL-1.5 Family Hope receives CDBG funds CDBG Provide weekly support 2010 320 364 114
as part of public services funding for group services. 2011 320 298 93
year round weekly support groups Construction of new 2012 320 170 53
and one-to one mentoring. Plymouth TrecHousc 2013 352
2014 387
MULTI-YEAR GOAL, 1,699
SL-1.6 Hammer Residences will receive CDBG Assist with the 2010 2 2 100
CDBG funds under Affordable development of affordable 2011 2 1 50
Housing Development rental/owner-occupied 2012 2 1 50
units. 2013 2
2014 2
MULTI-YEAR GOAL 10
SL-1.7 Senior Community Services (SCS) CDBG Provide homemaking, 2010 30 23 77
will receive CDBG Rinds as pant of home maintenance and 2011 32 39 121
public services finding II.O.M.E chore services to assist 2012 34 25 74
Household and Outside Maintenance seniors to remain in their 2013 36
For Elderly) program to help seniors own homes and in their 2014 38
stay in their home with dignity. own community,
MULTI-YEAR GOAL 170
SI. 1.8 Sparc Key will receive CDBG funds CDBG Provide financial 2010 NIA
as part of public service funding to assistance to low and 2011 1 0 0
provide assistance to homeowners moderate income families 2012 1 0 0
with critically ill or seriously injured allowing more time to be 2013 1
children. spent with their sick child 2014 l
MULTI-YEAR GOAL 4
Table 313
Annual Housing Completion Goals
Grantee Name: City of Plymouth
Program Year: 2013
Expected Annual
Number of Units
To Be Completed
Actual Annual
Number of Units
Completed
Resources used duringthe period
CDBG HOME ESG HOPWA
BENEFICIARY GOALS
Sec. 215 Only)
Homeless households NIA
Non -homeless households 10 X
Special needs households 1 X
Total Sec. 215 Beneficiaries* 11 X
RENTAL GOALS
Sec. 215 Only)
Acquisition of existing units NIA
Production of new units NIA
Rehabilitation of existing units I X
Rental Assistance NIA
Total Sec. 215 Affordable Rental 1 X
HOME OWNER GOALS
Sec. 215 Only)
Acquisition of existing units NIA
Production of new units NIA
Rehabilitation of existing units 6 X
Homebuyer Assistance 4 X
Total Sec. 215 Affordable Owner 10 X
COMBINED RENTAL AND
OWNER GOALS (See. 215 Only)
Acquisition of existing units NIA
Production of new units NIA
Rehabilitation of existing units 7 X
Rental Assistance NIA
Homebuyer Assistance 4 X
Combined Total Sec. 215 Goals* I I X
OVERALL HOUSING GOALS
Sec. 215 + Other Affordable Housing)
Annual Rental Housing Goal 1 X
Annual Owner Housing Goal 10 X
Total Overall Housing Goal 11 X
The total amounts for "Combined Total Sec. 215 Goals" and "Total Sec, 215 Beneficiary Goals" should be the same number,
Activities to be Undertaken
The following activities are to be undertaken as part of the 2013 Action Plan for the City of Plymouth.
These activities address the strategies and priorities that are set forth in the Hennepin County
Consortium Consolidated Plan.
Strategy 1.0 Affordable Housing Development
Assist with the development of affordable rental/owner-occupied units. In previous years these
funds have assisted primarily rental projects such as the one proposed by Hammer Residences.
Hammer Residences will use the funds to remodel one of their homes to replace windows to
increase energy efficiency.
Hammer Residences has served people with developmental disabilities since 1923. They provide
16 homes within the City of Plymouth. Each home has 3-5 units per building and provides support
services to approximately 80 individuals, The City of Plymouth has provided funds to rehabilitate
these residences to make these homes safer, more accessible, and more livable for people with
disabilities who are in need of a safe environment and who have low incomes.
Strategy 2.0 Existing Homeowners
Single Family Housing Rehabilitation Program: During the 2013 grant year, we expect to
rehabilitate four owner occupied homes through our Housing Rehabilitation Loan Program, The
program provides up to $30,000.00 for eligible repairs through a deferred zero interest loan that
will be forgiven after 20 years if the homeowner continues to own and occupy the home. The
needs of Physically Disabled Homeowners/Family Members (Strategy 2.2) are also addressed
within the Housing Rehabilitation Loan Program. The program allows an additional $10,000,00 in
loan funds to be used specifically for accessibility improvements and/or lead and asbestos
abatement.
The HRA will continue to operate a Small Repair Grant fund to compliment our Housing
Rehabilitation Loan Program. The Small Repair Grant fund is a pool of funds set aside within the
program to be used for small and emergency repairs for qualifying homeowners. The program
allows a maximum of $5,000.00 per home in grant funds to be used for emergency and small
repairs. A minimum of two homeowners will be assisted through Small Repair Grants.
Strategy 3.0 First Time Homebuyers
Plymouth First Time Homebuyer Program; The Plymouth First Time Homebuyer Program offers a
zero interest -deferred loan with the IIRA holding a second mortgage on the property. The deferred
loan helps first time buyers offset the cost of purchasing a home by providing assistance with down
payment, closing costs and/ or mortgage principle reduction. Repayment of the loan is required if
the home is sold or no longer homesteaded within the first 30 years. After 30 years the loan
becomes due and payable. We expect to assist four low-income households in purchasing their
first homes. Financial assistance will be provided at a minimum amount of $3,000,00 and a
maximum amount of $25,000,00.
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Strategy 6.0 Family Services/Facilities
CAPSH: The City has been allocating CDBG assistance to Community Action Partnership of
Suburban Hennepin (CAPSH) for homebuyer and homeowner education activities since 1995.
CAPSH has provided considerable assistance to low-income households in Plymouth since they
were first funded. CAPSH proposes providing homeownership counseling such as first time
homebuyer training workshops, mortgage foreclosure counseling, housing rehabilitation
counseling, reverse mortgage counseling, and weatherization assistance to 69 Plymouth
households.
HOME Line: This is the 13th year the City has allocated CDBG funds to HOME Line. HOME
Line is proposing to serve 230 households through their tenant hotline, tenant representation in
landlord/ tenant negotiations, tenant organizing to preserve affordable housing and help prevent at
least 15 evictions in the City of Plymouth.
PRISM Express: This is the 13th year the City has allocated funding to PRISM. PRISM's Express
program provides weekday transportation services to the general public for medical appointments
and other needs. PRISM expects to provide 780 rides to at least 16 unduplicated low-income
persons.
Strategy 7.0 Senior Services
Senior Community Services (SCS): This is the fourth year the City has allocated funding to SCS.
SCS assists seniors with outside maintenance (snow removal, lawn mowing, painting, etc.) through
their Household and Outside Maintenance for Elderly (H.O.M.E) Program. SCS expects to help 35
seniors stay in their home with dignity.
Strategy 8.0 Youth Services
Family Hope Services: Family Hope Services offers a program called Tree House. Tree House
services are ongoing, offered year round without charge to participating households and youth.
These services include weekly support groups and one-to-one mentoring relationships. Family
Hope Services expects to serve 200 Plymouth Youth,
Strategy 11. 0f4ffirmatively Furthering Fair Housing
Plymouth participates in the Hennepin County Consortium Fair Housing Initiative. During the 2013
program year, the Plymouth HRA will provide $1,500.00 of CDBG funds toward this collaborative
effort. The initiative addresses the impediments identified in the Analysis of Impediments to Fair
Housing (AI) that were previously prioritized by the Consortium, and describes actions and
accomplishments during the report year to address each. Initiative accomplishments include funding to
promote fair housing choice, enforcement, testing, outreach, information and referral in Plymouth and
throughout suburban Hennepin County.
In addition, Plymouth, through the initiative, supports the work of the Twin Cities Metro Area Fair
Housing Implementation Council (FHIC) with funding and staff support. FHIC is a partnership of
local governments, housing industry professionals and advocates working together to unlock doors and
expand housing choice. FHIC was established in 2002 to affirmatively firrther fair housing throughout
the greater metro area housing market. FHIC has three subcommittees that work to address identified
impediments in rental housing, homeownership and public sector through specific actions.
Further, all housing programs administered by Plymouth follow the principles of affirmatively
furthering fair housing and the requirements of the Fair Housing Act.
The City's Human Rights Commission, which was organized in 1994, also actively participates in fair
housing activities and functions on an ongoing basis to promote human rights activities and assist
residents and the City in resolving fair housing issues. The Plymouth Human Rights Commission
continues to deliver services to the residents of Plymouth who were the victims of hate or bias
incidents.
Geographic Distribution
There are no specific areas of the City that have low-income minority concentrations. All activities
and programs are available to low-income minority persons community -wide. The City does not
allocate investment funds geographically, but will direct funds to all low to moderate income residents
citywide.
Consultation Process
In preparing the Action Plan, the City of Plymouth utilizes its membership in the Fair Housing
Implementation Council (FHIC). The Fair Housing Implementation Council (FI-IIC) is a public-
private partnership aimed at advancing fair housing in the Twin Cities area. FHIC members include:
the counties of Anoka, Dakota, Hennepin, and Rarnsey, the cities of Bloomington, Plymouth,
Minneapolis, and Saint Paul, Metropolitan Council, and Minnesota Housing Finance Agency
representing Carver and Scott Counties) working with the Boards of Realtors, Minnesota Multi -
Housing Association, Southern Minnesota Regional Legal Services, Legal Aid Society of Minneapolis,
Housing Link, Community Action Partnership of Suburban Hennepin, and insurance representatives.
The City of Plymouth is part of the Hennepin County Consortium and therefore adheres to the
procedures developed by the Consortium to determine what resources are available in addressing the
needs of any person who is chronically homeless,
Housing and Market Analysis
General
The majority of the housing stock within the City of Plymouth is in good to excellent condition with
the average age of a home under 30 years old. Foreclosure rates have decreased and 141 properties
were in various stages of foreclosure in 2012 within the City of Plymouth.
In the past year Plymouth has experienced an increase in new construction of owner -occupied housing
at varying levels of affordability. Forty-four percent of apartment buildings currently have renters with
Section S Vouchers. To our knowledge there are no designated housing units specifically for persons
with IIIV/AIDS.
Currently the City of Plymouth has approximately 401 voucher holders receiving assistance. Of the
401 vouchers, 55 percent are White, 44 percent are Black/African American and I percent are
American Indian/Alaska Native.
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Homelessness and Other Special Needs Activities
The City of Plymouth provides assistance to social service organizations that provide assistance to the
homeless and other special needs populations in the effort to end chronic homelessness in the
community. The social service agencies the City funds include Community Action Partnership of
Suburban Hennepin (CAPSH), Interfaith Outreach and Community Partners (IOCP), People
Responding in Social Ministry (PRISM), HOME Line, Family Hope, Senior Community Services
SCS) and Hammer Residence. The HRA's continuing involvement with these organizations and
efforts to increase the availability of additional affordable housing in the community will increase the
resources available to combat homelessness. The City's allocation of funding to the YMCA Point
Northwest program provides emergency shelter, and programs to assist in the transition to permanent
housing and independent living to low-income homeless youth.
Homeless Facilities and Services
Mission Farms Nursing Home, Inc. is part of Missions, Inc. Programs, formerly known as Union City
Mission Inc., and was established in 1895 in downtown Minneapolis where it began as a place
providing food, temporary shelter, and spiritual services to indigent and homeless men. In 1927, the
organization purchased some farm property on the north shore of Medicine Lakc, where many of the
men from the City came out to work the farm. In 1975, Mission Farms Nursing Home was separately
organized and has been operating in that capacity since that time. The facility currently has a staff of
approximately 85 who provide 24-hour care on a daily basis for approximately 100 residents.
The City of Plymouth works to enhance coordination with private industry, businesses, developers and
social service agencies to obtain input through focus group meetings, forums, round table discussions,
telephone and other forms of polling to address affordable housing issues. Notices of meetings or
other opportunities for input are publicized through local media, direct mailings and other methods.
Other Activities
Meeting Underserved Needs; The City will continue to identify obstacles, such as affordable housing,
to unmet and underserved community needs and support the goals established in the 2010-2014
Consolidated Plan. The City's approach to meeting these affordable housing needs is to assist renters
in purchasing homes by providing down payment and closing cost assistance combined with
counseling and education to low to moderate income families. In order to preserve the affordable
housing stock "Restrictive Covenants" have been placed on a number of new units built. These
Restrictive Covenants run with the land for a period of 20 years and contain restrictions on the transfer
of the property only to someone who is a low to moderate income resident. To preserve and expand
the supply of decent, safe, and affordable housing, the City will provide financial assistance for
rehabilitation and repair of owner -occupied units to low to moderate income families. Another
obstacle is job advancement for low to moderate income persons.
Foster and Maintain Affordable Housing: The portion of 2013 CDBG funds allocated to the Housing
Rehabilitation Program allows low-income homeowners to stay in current housing while allowing the
City to maintain a stable affordable housing base. The City and HRA make every effort to create
affordable rental and owner -occupied housing opportunities as well as provide provisions that new
developments remain affordable for years to come.
Although not funded with CDBG, the City has required an annual inspection of residential rental
properties since 1994 to determine Code compliance and health or safety violations that need
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correction. This program ensures that rental properties are well maintained and that no substandard
rental units are licensed in the City, The City Building Inspection Department currently inspects multi-
family rental properties annually and non -multi -family rental properties bi-annually.
Remove Barriers To Affordable Housing: The City is addressing affordable housing barriers in a
variety of ways including the support of new affordable housing developments, entry cost assistance to
first time homebuyers, tenant and homeowner education and support services, and rehabilitation
assistance. The City is closely involved with researching and addressing impediments to fair housing.
The City uses some of its CDBG funding to support HOME Line, a tenant advocacy and hotline
organization, Finally, the City works with and supports developers to include affordable housing in
their developments.
Evaluating and Reducing Lead Based Paint Hazards: As part of the City's Rental Housing Licensing
Program, all of the rental properties in the City are inspected at least every two years. The inspector
has satisfied HUD's Risk Assessment Course and is a Certified Risk Assessor. All participants in the
Housing Rehabilitation, First Time Homebuyer and Section 8 Programs, who reside or purchase
housing that was built before 1978, receive copies of "Protect Your Family From Lead In Your
Home", EPA September 2001. The Plymouth HRA has revised the procedures for all federally funded
programs to meet the requirements of the federal lead-based paint regulations.
Discussion of the Lead -Based Paint (LBP) requirements take place at the initial meeting with HRA
staff and the Certification of Receipt of LBP information is signed by the applicant and kept in the
applicant's file. If deteriorated paint is found in a home built before 1978 and lead hazard reduction
work may be needed because painted surfaces will be disturbed during rehabilitation, the appropriate
level of lead testing and other actions are initiated. The HRA contracts with a certified Risk Assessor
to perform the necessary tests to determine if and where there is a lead hazard risk. The Assessment
report identifies the presence and location of LBP and the areas that need to be addressed. If LBP is
found, the homeowner is notified. As a condition of receiving funding, LBP hazards must be
addressed and lead safe work practices are required for all rehabilitation work that disturbs painted
surfaces. Appropriate lead hazard reduction measures are also incorporated into the Scope of
Improvements. Clearance of the unit is required and a copy of the clearance report is given to the
homeowner and kept in the homeowner's tile.
The above lead-based paint control actions enable the City of Plymouth to abate lead issues and be in
full compliance with the Federal Lead -Based Paint rules.
Public Housing: The City of Plymouth does not address the needs of public housing in this Plan.
Because the City does not have a Public IIousing Authority, there are no efforts to encourage public
housing residents to become more involved in management and homeownership. IIowever, two
complexes within the City, Shenandoah Woods and Stone Creek Village, include Metropolitan
Housing Opportunity Program (MHDP) public housing funding for two and four units respectively.
The HRA also worked with the Metro HRA to site and operate ten MHOP units on scattered sites.
Develop Institutional Structure and Enhance Coordination BeN een Public and Private Housing and
Social Service Agencies: The City of Plymouth has developed and continues to maintain strong
collaborative relationships with other housing providers and social service agencies. The City has
worked over the years to develop handicap accessible housing units with People Responding In Social
Ministry (PRISM), Metropolitan Interfaith Council on Affordable Housing (MICAI-I), Interfaith
Outreach and Community Partners, and I-Iabitat for Humanity.
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The HRA requires recipients of their First Time Homebuyer Programs to attend homebuyer workshops
presented by CAPSH or other accredited Home Stretch workshops. CAPSH seeks to assist lower-
income households by providing them with comprehensive homeownership training and financial
counseling. At the end of the training period, the family is able to purchase the home.
Foster Public Housing Improvements and Resident Initiatives: The HRA established a Resident
Advisory Board of Section 8 voucher holders to foster effective resident input on policies, goals, and
performance of the Section 8 tenant -based program.
Reduce Poverty: Through its various programs, the City of Plymouth will identify and assist people
and families that are below the poverty level when possible. We will utilize our network of social
service agencies and where applicable assist them through CDBG resources and programs as well as
local programs offered through the City of Plymouth, the Plymouth HRA and local non -profits.
Monitoring
Contracts will be executed with all organizations implementing activities identified in the Consolidated
Plan. The Plymouth HRA is responsible for contract administration and compliance. The Plymouth
HRA has experience in monitoring federal programs. Monitoring is an ongoing process, incorporating
several major areas of activity:
Funding Agreement
Initially, for each program/project funded through consolidated plan resources, the applicant will be
required to enter into a Binding agreement covering at least the following items:
Schedule for project implementation.
Financial management of program funds and required matching funds.
Compliance with related federal regulations.
Appropriate long-term affordability/access requirements.
Schedules for project compliance documentation.
Repayment requirements for noncompliance.
The funding agreement provides the basis for tracking and assessing the development and
implementation of funded activities. Provisions of the agreement will serve as a benchmark that will
be reviewed for compliance. Appropriate remedial actions will be taken and evaluated in a timely
manner. Compliance with the terms of the agreement will be required prior to approving any request
for funding.
On -Site Visitation
In the middle of each program year, Plymouth HRA staff consults with representatives of each
community organization receiving a CDBG funding allocation. This visit includes an in-depth review
of project procedures and the related IIUD and other regulations and reporting requirements.
Periodically thereafter, staff will schedule on-site monitoring to review program operation and review
files for compliance. The frequency and depth of these visits will depend upon the perceived risk
involved with each project.
12
Document Review
The documents submitted with the reimbursement request are reviewed for completeness and
correction. Where a problem is discovered, HRA staff will confer with project staff to correct the
situation and assure that the problem is understood. Reimbursement will not occur until all
requirements have been met. If subsequent problems are encountered, the project will be considered
high risk" and more frequent on-site monitoring will be scheduled.
Performance Report
The fourth element of the monitoring process involves preparation of the Consolidated Annual
Performance and Evaluation Report (CAPER), as required by HUD. The report is submitted to HUD
before September 30 each year. If a significant discrepancy between goals and performance is found,
additional consultation may occur. Further, progress in meeting its goals may harm the applicant's
chances for future funding.
Timeliness
A final element to be monitored is the matter of timeliness. All applications must include a schedule
for the expenditure of funds. If a project is found to be falling behind on expenditures, they are
contacted regarding this problem to develop an adjusted timeline.
The monitoring procedure itself is continually being evaluated for its ability to ensure project/program
compliance. The success of this procedure can be measured by the fact that no surrender of Hands has
occurred during which these programs have been operated.
CDBG Program Specific Requirements
CDBG Funds Available for the Program Year: The CDBG Program is the main vehicle used to meet
the objectives of the 5 -Year Consolidated Plan. The estimated 2013 allocation is $230,998.00. It is
anticipated that the Housing Rehabilitation and First Time Homebuyer Loan Programs will generate
program income during 2013, Any program income received will be used to cover expenses generated
in an existing CDBG Program or activity and not just expenses related to the activity generating the
income, as authorized by the City Council. The City of Plymouth anticipates receiving $40,000.00 in
program income in 2013. The City of Plymouth anticipates that there will be $270,998.00 available in
total funds for the 2013 fiscal year and approximately $243,000.00 of these funds will be directed to
low and moderate income activities. This funding is broken down as follows:
2013 CDBG Allocation $230,998.00
Program Income from repayment of deferred loans $ 40,000.00
Total $270,998.00
Activities Planned with CDBG Funds: The following is a listing of CDBG activities recommended for
funding by the Plymouth Housing and Redevelopment Authority (HRA) and approved by the
Plymouth City Council for the 2013 program year. Details on the proposed activities follow in order
of the specific objective/strategy number identified in the Consolidated Plan. The regulations stipulate
that public service funding may not exceed 15 percent of the City's total allocation ($230,998.00), plus
15 percent of the previous year's program income ($22,712.00). For the 2013 program year, Plymouth
cannot fund public service activities in excess of $38,056.00. Funding for public services totals
38,000.00, which is 14.9 percent of the 2013 allocation with program income.
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5 Year
Strategy ID
Project_ _ _ _ Activit
Carried Over
Funds
Anticipated
Program
Income
2013
Budgeted
Allocation
Percent by
strategy
1.0 Affordable Housing Assist with development of 0.00 0.00 15,000.00 6.5%
Development affordable rental/owner-occupied
units
2.0 Reliab of Private Housing Rehabilitation Loan 10,000.00 20,000.00 100,000,00 43,2%
Property Program
3.0 First Time First Time Homebuyer Loan 10,000,00 20,000.00 50,000.00 21.7%
Homebuyer Program
Assistance
6.0 Family Services CAPSH 0.00 0.00 14,000,00 6,1%
6.0 Family Services HOME Line 0.00 0.00 8,700.00 3.8%
6.0 Family Services PRISM Express 0.00 0,00 2,300,00 1,0%
7.0 Senior Services SCS 0.00 0.00 3,000.00 1.3%
8.0 Youth Services Family Hope Services 0.00 0.00 10,000.00 4.3%
1 l.0 Fair Housing Outreach education and 0.00 0.00 1,500,00 0.6%
Activities enforcement activities in the
Consortium
Program Administration 6,000.00 0,00 26,498,00 11.5%
Administration
Total 26,000.00 40,000.00 230,998.00 100%
Citizen Participation Plan
The City of Plymouth is part of the Hennepin County Consortium, and therefore the City's Action Plan
is part of the Hennepin County Consortium Action Plan, The City has a Citizen Participation Plan that
mirrors IIennepin County's and other Consortium members Citizen Participation Plans, which calls for
the Hennepin County Consortium Action Plan to be available for public continent 30 days prior its
submission to HUD, In addition to public hearings conducted by the County Board, the City of
Plymouth will hold a public hearing prior to the identification of annual projects and activities to be
funded. This public hearing will take place before proposed projects and activities are submitted to
IIennepin County for inclusion in the Annual Action Plan, The Plymouth Housing and
Redevelopment Authority held their own public hearing on February 28, 2013 and asked the public to
comment on the proposed activities. Notice of the public hearing was properly published in the
official local newspaper. No public comment occurred at the public hearing nor did City staff receive
any public comment before or after the public hearing.
The City of Plymouth holds these public hearings at times and locations convenient to potential and
actual beneficiaries, Information about public hearings can be accessed by calling City Hall or by
assessing the City of Plymouth Web site.
Technical assistance is provided to any group, representing very low and low-income persons that
want to develop funding proposals for any of the programs covered by the Consolidated Plan.
The City of Plymouth meets regularly with concerned agencies and groups to review and discuss
affordable housing efforts and to identify ways in which the City of Plymouth can better serve the
entire community with our resources including CDBG funding.
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