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HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 01-28-2016APPROVEDMINUTES PLYMOUTH HOUSING ANDREDEVELOPMENT AUTHORITY January 28, 2016 PRESENT: ChairmanJeffKulaszewicz, CommissionersKiraVanderlan, Michelle Soderberg, KatieBlack andMartyMcCarthy STAFF PRESENT: HRAManager JimBarnes, Housing Specialist Spencer Agnewand Office Support Representative Tina Beckfeld OTHERS: Vicksburg CrossingProperty Manager SaraPaquette, GraceManagement Representative JodyBoedigheimer andJayNelson ofJay NelsonArchitects 1.CALLTOORDER ChairmanKulaszewiczcalledthe PlymouthHousing andRedevelopment Authoritymeeting to orderat7:03p.m. 2.CONSENT AGENDA A.Approve HRAMeeting MinutesforNovember12, 2015. B.PlymouthTowne Square. Accept Monthly HousingReport. C.VicksburgCrossing. Accept Monthly HousingReport. MOTIONbyCommissionerVanderlan, seconded byCommissioner Soderberg, toapprove the consentagenda. Vote. 5Ayes. MOTION passed unanimously. 3.NEWBUSINESS A.Architectural Contract forPlymouth Towne Square windowandsidingproject. HRAManagerBarnesgaveanoverview ofthestaffreport. Henoted InSpec, Inc. willbea separatecontractwiththeHRAasrecommendedbyJayNelson. CommissionerSoderberg askedwhatroleInSpecwillhave. HRAManagerBarnesstated InSpec willbetechnicaladvisorsand inspectthecontractedwork forquality and correctness ofinstallation asanimpartial independent thirdparty. ChairmanKulaszewiczasked whowouldbe heldliable forproperinstallation. HRAManagerBarnesresponded thegeneralcontractor wouldpredominantly beliable within thescope oftheircontract. Chairman Kulaszewicz asked howcorrection ofunseen damagewould be handled.HRA Manager Barnes saidthatthegeneral contractor willaddressanymoisture orrottingissues window-by-window andnotify staff priorto takingcorrectivemeasures.Commissioner Soderberg asked JayNelson forhisbackground.Mr. Nelson gavea synopsisofhiseducation, employment andexamples of specific projectshe hasworkedon.Chairman Kulaszewicz askedifJay Nelsonwouldadvisethe HRAonsuitable windowchoices.Mr. Nelsonsaidyes, hewouldhelptheHRAchoose aquality window thatwould also compliment thearchitectural styleofthebuilding. Hestatedfactorstobe consideredwhenchoosing window replacements includecost, style, manufacturer, performance-grade/rating, materials, components andheat retention.Chairman Kulaszewicz asked if window efficiency should be differentbasedonwhat direction eachwindow faces.Mr. Nelsonrecommendsthesame windowtypebeused throughout thebuilding for easeofinstallation, futurereplacement andcost.HRAManager Barnessaid originallystaffwas considering notreplacingthewindows inthebricked areasofthebuilding. Staffconcludedeventually allwindows willneed replacingandthoughtitprudent togetanalternatebidto includereplacing the windowsinthebricked areasatthistime.Commissioner Soderberg summarized herunderstandingofthearchitect’s role inthe process: 1) determinethescope ofworkfor theprojectincludinganypotential issues andprovidepossiblesolutions 2) evaluate submitted bids, and3) workwithInSpec to overseeconstruction. Mr. Nelsonstatedthat iscorrect.Chairman Kulaszewiczasked ifJayNelson Architects wouldbetheowner’s representative forprogress paymentstothegeneralcontractor.Mr. Nelsonstated he would sign thepayrequests fromthecontractor for themonthly draws.Commissioner Soderberg askedhow muchstafftimewouldbeinvolved forthis projectandifthe cityattorney isinvolved. HRAManager Barnesansweredhewouldbe involved on a regularbasis withMr. Nelsonthroughouttheproject. Thecityattorneyisinvolved withthe contracts and thevettingof generalcontractorapplicants.Commissioner Soderberg askedaboutthe timelinefortheproject.HRA Manager Barnes answeredthewindowandsiding replacement will bethis summer andtheresidents ofthebuilding havebeennotified.HRAManagerBarnesreviewedthe publicbidprocess andresponsible bidder policy. CommissionerMartyMcCarthy askedabout theenergy efficiencylevel ofthewindow replacements thatwillbeused.HRA ManagerBarnesstatedinthecoming weeksstaffwillconsult with Mr. Nelsontodetermineviable energyefficientwindow options thatareavailable. MOTION by Chairman Kulaszewicz, secondedbyCommissioner Black, toapprovethecontract between thePlymouth Housing andRedevelopment Authorityand JayNelson, Architect. Vote. 5Ayes. MOTION passedunanimously.B.Rehabilitation Program. Discuss alternate funding source. Housing Specialist Agnew gave an overview ofthe staffreport.Chairman Kulaszewicz askediftherequested supplemental fundingwouldserveapproximately 10 additionalhouseholds atanaverageloanof $15,000basedon current usage statistics.HRAManager Barnesstatedit’s hardtodetermine howmanyhouseholds therequested fundingwillserve becauseloanamountsvarydepending onthescopeofqualified rehabilitation. HeremindedtheboardthattheRehabilitation Program benefitsboth thehousehold receiving theloanandthe CityofPlymouth bymaintaining itshousingstock.Commissioner Blackaskediftheincreased demandisatrendora spike.HousingSpecialistAgnewconcurredthere isatrend inthePlymouth’s agingpopulationstaying intheir homes longerandreflectstheaging ofthehousingstock. Commissioner Black askediftheRehabilitation Program funding willneedtobe increased fromtheCDBG fund.HRAManagerBarnesstated theCDBGfunding islimited anddeclining. The HRAwillneedtocontinueto evaluatetheprogramonregular basis.