HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 10-23-2014APPROVED MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
OCTOBER 23, 2014
PRESENT: Chairman Jeff Kulaszewicz, Commissioners Katie Black, Jim Willis, and Toni
Jelinek
ABSENT: None
STAFF PRESENT: HRA Manager Jim Barnes, HRA Executive Director Steve Juetten, and
Office Support Representative Tina Beckfeld
OTHER: Grace Management Representative Jody Boedigheimer
CALL TO ORDER Chairman Kulaszewicz called the Plymouth Housing and
Redevelopment Authority meeting to order at 7:00 p.m.
2. CONSENT AGENDA
A. Approve HRA Meeting Minutes for September 25, 2014.
B. Plymouth Towne Square. Accept Monthly Housing Reports
C. Vicksburg Crossing. Accept Monthly Housing/Marketing Reports
MOTION by Commissioner Willis, seconded by Commissioner Jelinek to approve the consent
agenda. Vote. 4 Ayes. MOTION passed unanimously.
3. NEW BUSINESS
A. Senior Buildings — 2014 Residential Satisfaction Survey Results
Grace Management Representative Boedigheimer gave a recap of the survey results for
Plymouth Town Square and Vicksburg Crossing. She stated concerns voiced about the condition
of the carpet at Vicksburg Crossing are being addressed in budget. The carpet is 9 years old and
the lobby area in question sees the majority of traffic.
Chairman Kulaszewicz asked how often the carpet is cleaned.
Grace Management Representative Boedigheimer stated the carpet is cleaned annually and spot
cleaned monthly or as needed.
HRA Manager Barnes added the condition of the corridor carpet is good; the lobby area is the
main concern.
Commissioner Jelinek asked if the carpet is being replaced with carpet or another material.
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Grace Management Representative Boedigheimer replied they are leaning toward replacing with
carpet for safety and noise reduction.
Grace Management Representative Boedigheimer stated she is please with the overall results of
the survey especially with the results from Vicksburg Crossing as the results were better than last
year.
Katie Black asked about the exterior lighting concerns at Plymouth Towne Square.
HRA Manager Barnes stated the reduced lighting in the parking lot is a result of overgrown trees
that will be trimmed back next spring. He also indicated that staff is addressing the sign and
flagpole lighting.
Grace Management Representative Boedigheimer commented that some light fixtures in the
lobby and stairwells are very high and we are looking at changing the fixtures to LED for
longevity and energy efficiency.
B. Plymouth Towne Square. Review and approve 2015 Budget.
HRA Manager Barnes gave an overview of the Plymouth Towne Square budget.
Chairman Kulaszewicz asked if the $84,000 replacement reserve money is being adding to zero.
HRA Manager Barnes stated it will be added to the Replacement Reserve account that currently
has a balance of approximately $868,000.
Commissioner Jelinek asked why we are holding such a large amount of money in the reserve
account.
HRA Manager Barnes explained that funds are set aside for future major expenses to maintain
the buildings.
Commissioner Willis added the replacement reserve amount is based on a schedule of
anticipated replacement items amortized over a certain number of years.
Commissioner Willis asked staff to bring the reserve schedule to the commission for
clarification.
Commissioner Willis asked if the 2% rent increase is only on the low income rent.
HRA Manager Barnes replied the 2% increase is across the board with the exception of market
rent units.
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Commissioner Willis asked when the 2% increase will go into effect and if the commission will
have to approve the increase.
HRA Manager Barnes answered the increase will go into effect January 1, 2015. Approval of
the budget tonight will allow the 2%increase to go into effect January 1, 2015.
Chairman Kulaszewicz asked if staff feels the minimum rents for the affordable units are
reasonable compared to surrounding communities.
HRA Manager Barnes stated staff reviews other communities for comparisons and he believes
we are in line with what the market is charging.
Chairman Kulaszewicz asked when the debt service will be done.
HRA Manager Barnes replied 2023.
Commissioner Willis asked what the rate is for the affordable units.
Grace Management Representative Boedigheimer replied on average rent is $570/month and the
subsidized portion is equal to that.
Chairman Kulaszewicz asked Grace Management Representative Boedigheimer about their
management fees increasing and the services Grace Management provides.
Grace Management Representative Boedigheimer stated the rate increases alternate yearly
between Plymouth Towne Square and Vicksburg Crossing. Services provideD include, but not
limited to are, preparation of financials, pay bills, employment of four staff members, employee
payroll, site visits, organizing activities, marketing for Vicksburg Crossing, and general
oversight of both buildings.
Commissioner Jelinek asked if the HRA has a contract with Grace Management and the terms.
Grace Management Representative Boedigheimer replied yes, the HRA has an annual contract
with Grace Management.
Commissioner Jelinek asked if Grace Management is the only management company the HRA
has used.
HRA Manager Barnes replied originally Walker Management was used. In January 2002 the
switch was made to Grace Management.
MOTION by Commissioner Willis, seconded by Commissioner Black to adopt the attached
resolution approving the 2015 Plymouth Towne Square Operating Budget with the 2% proposed
rent increase. Vote. 4 Ayes. MOTION passed unanimously.
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C. Vicksburg Crossing. Review and approve 2015 Budget.
HRA Manager Barnes gave an overview of the Vicksburg Crossing budget.
Chairman Kulaszewicz asked why the rate increase is not a percentage increase as with
Plymouth Towne Square verses a set amount.
HRA Manager Barnes replied Vicksburg Crossing is more sensitive to the market. He also
stated that Vicksburg Crossing and Plymouth Towne Square are very different in how rents are
determined.
HRA Executive Director Juetten stated there should not be a concern comparing Vicksburg
Crossing to Plymouth Towne Square because they are so different.
Chairman Kulaszewicz asked if we will spend the remaining balance of last years reserve
budget.
Grace Management Representative Boedigheimer stated the planned projects for the year have
been done, but some of the funds may have been coded as operating expenses. She will look into
it.
HRA Manager Barnes asked the commission to keep in mind budgets fluctuate year-to-year.
Commissioner Jelinek asked what happens to the remaining unspent budget amount.
HRA Manager Barnes stated the funds will be moved to the reserve account.
Chairman Kulaszewicz asked if there is a maintenance schedule to change the filters on the
Magic Pac HVAC units and cleaning of exterior venting for those units.
HRA Manager Barnes stated the filters are replaced quarterly. The biggest problem we are
facing now are wasp nests blocking the venting tubes. There have been one or two instances
where the CO detectors have gone off due to blockage of the vents. The first priority is the
safety of the residents. Currently, a prototype screens is being built with smaller holes that will
be installed and monitored through the next season for effectiveness. Staff is also investigating
the inspection and cleaning of the vents from the exterior along with dryer vent cleaning and
window cleaning to reduce costs.
Chairman Kulaszewicz asked what was determined to be the problem with the catch basins.
HRA Manager Barnes replied the concrete rings have not proven to last over time. The
replacements rings will be made of plastic.
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Chairman Kulaszewicz asked Grace Management Representative Boedigheimer about marketing
of the buildings.
Grace Management Representative Boedigheimer replied Vicksburg Crossing has its own
website and advertising has been reduced to quarterly ads as word of mouth seems to be our best
marketing tool at this point.
MOTION by Commissioner Willis, seconded by Commissioner Jelinek to adopt the attached
resolution approving the 2015 Vicksburg Crossing Operating Budget and the proposed rent
increase. Vote. 4 Ayes. MOTION passed unanimously.
5. ADJOURNMENT
MOTION by Chairman Kulaszewicz, seconded by Commissioner Jelinek, to adjourn the
meeting at 7:55 p.m.