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HomeMy WebLinkAboutHousing & Redevelopment Authority Packet 11-16-1995PLYMOUTH HRA STAFF REPORTS NOVEMBER41995 n AGENDA PLYMOU77I HOUSING AND REDEVELOPMENT AU7NORPIY NOVEIMMI6, 1991E AT 7.00 P.M. CITY COUNCIL CHAMBERS 1. Call to Order 2. Approval of October 19, 1995. Minutes 3. Plymouth Towne Square a. Monthly Housing Report b. 1996 Operating Budget for Plymouth Towne Square 4. Revised Management Services Agreement with the City of Plymouth 5. Development Potential for City of Minneapolis Property in Plymouth 6. Employment Action Center - Quarterly Summary Report for T.R.A.I.L.S. Prognun 7. Other Business S. Adjournment oWsmduWI r IQ I WALKER MANAGEMENT, INC, MONTHLY HOUSING REPORT I'^ 3a. This report is to be completed. by the Housing Meager rad submitted to Nedie Johnson; Vice President of Walker Health Services at 3737 Bryant Avenue South, Miinampolis, Minnesota 55409, by the loth of the month Mowing the report month. COMNITY NAME: PLYMOUTH TOWNE SQUARE NUMBER OF UNITS: 99 Independent Living Units 0 Assisted Living Units REPORT MONTH: OCTOBER 1995 Now of Person completing this report: Sarah Y.. hq5 Housing Manager 1. OCCUPAPUCY / Jain A. Total Number of apartments occupied (including caretaker units): 96 B. Occupancy Percent:. 97% C. Attach Monthly Marketing Report for detailed wfxtuation. D. Movains Anticipated for NOVEMBER:1 E. Move -ads anticipated for NOVEMBER: 0 FOOD SERVICE: Not Applicable M. RESIDENT SERVICES A. Attach copy of report month's newsletter and activities calendar. B. Attach copy of report month's minutes from Resident Council Meeting. C. Social Services: Not Applicable D. Resident Issues: We held our One -Year Anniversary Party. Nmaty-two residents paid $2.00 per person for dinner and entertainment. For ascertainment, Sarah announced the results from a survey on move-in/out experiences residents had, interesting tid-bits about the community (i.e. oldest, youngest, most. children, farthest, nearest move, etc.). A resident's daughter produced a video tape commemorating the first year of operations. Very positive feedback from the residents regarding the event. Halloween Party was held. 13 residents and all staff turned out in costume. A costume parade was held and all residents went home with a treat. IN A. Attach Monthly Inspection Report dated Oeteber 19. B. List any unbudgeted maintenance expanses during report month: None C. Building Issues: Water Softener was scheduled to be installed on October 1l but due to complications with another water leak repair, it was delayed till October 20. Residents are happy to have it finally installed. Bids for gutter and rock beds were forwarded to Greg Oppegard for review. Replaced IS incandescent entry light bulbs with 12 energy efficient fluorescent bulbs. Increased wattage and reduced energy costs. Initially the fluorescent bulbs are more expanse but over ono- year, we anticipate saving a not of $30 per bulb. Checked beating systems in preparation for the upcoming heating season. A. Staff changes during the report month: none B. Staff Training Programs: Title of Progmrp Attendance none C. Staff Meetings (attach minutes): October 5 VI. BUDGET CONTROL List any Account Receivables over one month past due and action taken: None 1 : 44 y l_ ) 0 a C 07,r_r_ A. The Budget FYE 1996 was submitted to city for review B. Reserved apartment 201 and 234111111 C. First floor common area carpet cleaned. D. Painted Party Room E. Cleaning hall light fixtures. VIII. GOALS FOR UPCOMING MONTH A. Complete Annual Verifications. B. Paint garage level lobbies and polish floor. C. Clean stairwell light fixtures. D. Work with committee to plan Holiday Party. MONTHLY OCCUPANCY REPORT PLYMOUTH TOWNS SQUARE t'-N,AS OF OCTOBER 31, 1995 1995 MARRSIM. APPLICATIONS: inLht Tbd VZRUICATION JAN I FW IMARI APR IMAYI JUN I ML I AU01 SBP I OCT 1171 1051 294118611031 791 631 46 48 133 22 17 32 18 12 8 6 7 13 1 26 341 41 01 01 491 181 3 TOTAL AFAR 611Nl'S: Rmw"d 8 6 6 7 S 3 0 0 2 3 1 1 NA Canadlad 1 21 0, 11 01 01 01 01 01 11 1 1 4 To Re Lened 1 6 51 211 01 11 11 11 11 01 0 NA 0 Tad ft I—) VoL n. Issue Na 10 OCTOBER 1995 Dear Residents of Plymouth Towne Square, This October marks our One Year Anniversary and as years go, this one went fassssssst! I will admit there has been good times and bad (though more good than bad). And a majority of the time, if you look hard enough, bad situations seem to always have a silver lining. See what I mean: 1. During initial interviews, I came down with a terrible case of laryngitis but I got a lot of work done while my supervisor had to meet with all my appointments. 2. I sprained my ankle really bad during building tours prior and from that I got a dayoff (to rest). 3. The morning of the Ribbon Cutting, I was certain the building would not be ready for the ceremony because it was so dirty and cluttered that 100 people working wouldn't be able to get it all cleaned up in time. I was in such a tizzy that I had t— leave and run errands. However, my supervisor gave April a broom and a bucks and, as many of you know, the building was transformed in a matter of hours. If I knew April then, as I know her now, I would have adopted her instead of hiring her. 4. I seem to go through Administrative Assistants at an alarming rate. I lost Colleen to Montana and Kim to school but I got Melody 'Burn 'um at the stake" Burnham. S. With such an active community, it is hard to come up with different things to keep the residents entertained. Occasionally, my staff thinks I'm crazy when I tell them what I have in store for the residents... but I'm the boss and I hove to look at the overall picture and make decisions that benefit the entire community (this isdedicatedtomy "working bee" staff. Buzz, Buzz!!). 6. Living. in West St. Paul and working Plymouth is a long commute but the drive allows me to make work lists for my staff (contrary to what they say, they love it) and allows me and Kaite to brush up on our "Barney" songs. 7. Regarding the construction concept ... I strongly feel that I probably could build a building bigger and better than anyone else in the whole wide world if they would let me oversee it (Melody and Don are very concerned about this). 8. Since I have had to deal with the vinyl sub -contractor, I no longer run from confrontations (my husband is very scarred about this). 9. I thought I had wonderful inner beauty until I was introduced to "Mary Kay" anti then found out that the world looks better if your eye shadow matches your outfk,, 10. Being able to work and interact with all the wonderful residents has made me a better person. I look forward to another exciting year.... Sarah, your fearless (mos hthemager. at North Memorial Medical Center presents a series of programs: October . 3 Prevention & Early Detection of Cancer 10 Cancer and Nutrition 17 Men's Cancers 24 Women's Cancers All programs will be held on Tuesday afternoons from 2:00 - 3:30 p.m. in the Dining.Room at Plymouth Towne Square. There is no charge for the programs and family and friends are welcome to attendl Ifyou have any -questions, please callN Kim Anderson at 520-5155 Flu Shot Clinics Scheduled. The llamepin C=W Coummudty %Wth Department will aft special hale nza humanization flu shot) dicks for pwple of all ages at several lozationa throughout the county this fan. ?O• 7l is year. flu vaccinations are highly reconime ifed for seniors age 62 and aver and other high- dsk paaons of wY age with chronic bem lung or metabolic problems, including asthma. diabeteskidney disease and wakened.immune systema. Vaccination is recommended also for residents of nursing homes and for chikhen and adolescents receiving lcng-sena aspirin therapy. Anyone trot anergic to eggs will be We to receive the flu vaccine. Tesnua-diphd=ja boosoets turd "pneumonia shots" win be available also. flu shots are recommended every yer. atamta 1111015 every 10 years and pneumonia shots only orae in a person's lifetime. A dwation of $10 for each flu or pneumonia shot is requested. Tetanus shots are $5. However. no one will be refused if uneble to pay. Please wear short slaves or clothing that can be rolled up easily. Several clinics are scheduled for the northwest ata: Wednesday, October 18, 9-11:30 a.m. Vision of Gory Lutheran Church 13200 Irighway 55 Plymudi Wednesday, October 18, 1.4 pm. aystdcommunitycea g orth r Friday, October 27, 9-11:30 a.m. crystal conimunity center 4800 Douglas Drive Nor& crystal Tuesday, October 31, 9-11:30 a.m.. Brooklyn Center Community Center 630Blynhingle sear Parkway Generally. most clinics are busiest during the first hour. To avoid long Wes, it is suggested that you arrive after the first 60 minutes. No appointments are necessary. For more information at directions to the clinics, call the Senior Linkage Line at 522.0850. PLEASE POST N ATTENTION CARDS PLAYERS.... BRIDGE ANYONE? We know that you are out there. If anyone is interested in being a 4th for Bridge, Please call Coy Perry, Apt # 211 - 551-9250. IF BRIDGE ISN'T YOUR GAME - HOW ABOUT 5009. Anyone interested in 500 please contact Stella Krout, Apt 307, 553-9148. SNOW REMOVAL PROCEDURES When there is a snow fall over 2", a snow removal company will automatically come to the building and plow the parking lot. If the snow falls and accumulates over 2" after 5:00 p.m. or overnight, expect the service to arrive at the building between 8:00 a.m. and 10: a.m. the following morning. It will be the responsibility of each resident with a vehicle in the outside lot to move their car by 8:00 a.m. If the 2" mark is reached during the day, watch for posted announcements as to the time the snow removal service will be at the building. If the snow fall is less than 2" it will be at the discretion of the manger if the parking lot needs to be plowed. Regardless of snow fall, the sidewalks will be cleared and salted. OCTOBER RESIDENT MEETING THURSDAY, OCTOBER 19 A 1:00 P.M. • WHO IS NEW ON PTS STAFF? Mdody Rurnhm, Admbdoadw AaabMW Melody and her husband Dennis are long time residents of Plymouth and the Metro area. They both grew up in Minnesota, have a cabin in Walker where they spend as much time as possible and have been married for 29 years. She has two sons, Steven is in the Marine Corp, stationed in Camp Pendelton, CA. Brad, their oldest is married to Molly and they have a cutest three year old. Dennis is a retired Secret Service Agent and they have lived all over the country. In her spare time she loves cooking, crafts, snowmobiling, boating, and shopping. Truman Requests National Health I.n,surang.e Southern California Trojan's Trounce the Tennessee Volunteers 25-0 in the Rose Bowl Atomic Bomb Successffijly Tibsted' in New Mexico Desert on July, 16 Minimum Wage Set at 40 Cents in Ain Aitnou rcement Ait unid.the World in is. -Hours for , jW"' . ustWOO!" A Star is Born Jose Feliciano September 19, 1945 il 00MI Lots of Moseying with Mae in October. Check the Bulletin Board for details or call 557- 9518 for more information. Here's a brief rundown: October 11 & 12 Mississippi Valley Autumn Cruise October 11 Island Princess Cruise on Mississippi October 20 Fogey Follies "Musical Journey" October 26 "Nunsense lI" Musical Comedy November 18 "Granny", The "Sit-down" Comedian COMO ZOO TRIP HAS BEEN CANCELLED DUE TO NOT ENOUGH INTEREST. 50.00 pp 17.50 pp 27.50 pp 35.00 pp 32.50 pp MEYER BROTHER'S DAIRY Dairy Delivery began on Weds, September 27 in case you missed your chance. Meyer Brother's Dairy will be delivering to our building every Wednesday at 8:15 an. Order forms are available in the office. A complete list of what they offer and prices are posted on the Bulletin Board. They will need your name and address if you want them to bill you on a monthly basis. 55 ALIVE TEST/REFRESHER CLASS This refresher class on driving will be offered on October 20th from 1:00.5:00 pm for anyone interested. It will be held at Firestation #3 on Highway 55 & Dunkirk. For more information call AAA at 895-1465. GREETING CARDS NOW AVAILABLE Our Greeting Card supply has arrived and available for purchase every Thursday at LOAM COFFEE. N you need a private showing, contact our Sunshine Person, Kathryn bents, Apartment 323. FYI - If your bathroom or bedroom door gets accidently locked, stick a small object in the tiny opening in the door handle (such as paperclip, bobby pin, etc.). MOVIE MADNESS Movie Madness is a new winter program held every Saturday Night starting at 7:00 p.m. in the Activities Room. The following movies are scheduled for. : r •., . c a: J October 7 FORESTGUMP with Tom Hanks October 14 SLEEPLESS IN S1Eii%IME with Meg Ryan ...9 ..... October 21 ON GOLDEN PG,1140 -xith RY411 Fonda & Katherine Hepburn October 28 CHARADE with Audry Hcpbpe.i SEASON'S GREETINGS.... Believe it or not, winter is just around the corner so towards the end of October, we will be bringing in the Porch Furniture and storing it away for winter. We will be removing theo°''; furniture the week of the October 23. If the weather continues to be nice that date will be re-evaluated. CLASS UPDATE The Monday, Wednesday, Friday 10:00 a.m. exercise class has been going well with great attendance., Recently, a Richard Simmons video tape was introduced and the class has been following it. However, there has been some individuals who enjoyed the spontaneous Do your own thWollow the leader" style. If this is what you are interested in. supplemental classes have been scheduled on Tuesdays and Thursdays. Same time, san: . place: 10:00 a.m. in the Activities Room. Hope to we you there!!! DAYLIGHT SAVINGS ME ENDS SUNDAY OCTOBER 29 Remember to turn your clocks back one hour before you go to bed on Saturday. mr,Tl r1n As many of you know, Halloween is one of Sarah's favorite holidays. Last year we were busy moving in so we didn't get a chance to celebrate but this year's going to be different. We are having a Halloween Party on Tuesday, October 31 at 1:00 p.m. Come and join for Witches Brew, Pumpkin Cookies and Ghoulish Fun! 1 IkU resident who attend the pari -.r, in drag (in a costume) will receive a surprise. In addition, there will be a Halloween Costume Contest at 1:30. Family, Friends, grandkids and fellow monsters are welcome to come!!!! O Fire Drill Plymouth Towne Square will be holding a Fire Drill on Wednesday, October 11 at10:00 a.m. Participate is optional. Please remember that a fire inn apartment building is not necessarily a call for panic. PTS has a state-of-the-art fire and smoke detection system and also a full fire sprinkler system which protects the entire building. The Plymouth Fire Department responds to all apartment building alarms with equipment and a complement of experienced firefighters in rescue and .fire control operations. This force will promptly respond to confine and control the fire and ventilate smoke from the building. It is critical that you become well acquainted with all stairwells and alternate means of escape in your building in addition to the procedures which are recommended for you to i D11ow :n case of a fire. Please refer to you Resident Handbook for Fire Procedures. Management provides a list to the Plymouth Fire Department for residents who have handicaps or disabilities and may need additional help in the event the buildingneedstobeevacuated. If you wish to be in this list, please notify the HousingManager. j0 Air Conditioners Air Conditioner covers will be put on the unite during the month of October. We will not be putting on covers for those individuals who did Na have us take off their covers this spring. Staff will enter your apartment if you are not home unless you make other arrangements with the office. Watch for notice of when this will be taking place. Thank you. O Smoke Detectors Per codes from the City of Plymouth, all apartment smoke detectors must be checked this month. Don Hammer will be entering your apartments to make sure your smoke detector is functioning. If you are not home, he will leave a notice that your detector was tested. Test should take less than 5 minutes. Test schedule is as follows: Monday, October 16 Starting at 9:00 a.m. Apartments 101 - 132 Tuesday, October 17 Starting at 9:00 a.m. Apartments 201 - 235 Wednesday, October 18 Starting at 9:00 a.m. Apartments 301 - 332 i vl06 10107 10108 10108 10109 10113 1.0116 10117 10118 10123 10124 10126 10129 OCTOBER BIRTHDAYS: Eleanor Napolitan Viola Soucy Keith Benson Barbara Buchholz Joyce McCaughey Irene Hallberg Leona Peterson Elaine Leonard Mary Wilson Shirley Skay Arnold Ranneberg Doris Whyte Sally Ruppert Apt. 207 Apt. Apt. Apt. Apt. Apt. Apt. Apt. Apt. Apt. Apt. Apt. Apt. 223 314 124 221 220 125 309 321-11.1 112 328 327 329 ANNIVERSARY PARTY Mark you calendars..... the Anniversary Party marking our fust year of operation is set for WEDNESDAY, OCTOBER 25 The event will have good food, great entertainment and most of all ... the residents of PTS. Watch for a special invitation, coming soon, for more details. u w Al EEllsil a a 1ls0 Mt 14N C.I., 6 e j = O $ O ` nl~ ae •SAA O •:AA F ^SAA a • A A OAA AOA lot 1.0 ISOYebIAA. M$ N 1 10-1 A -M M M oo 1%4 N N PLYMOUTH TOWNE SQUARE STAFF MEETING October 5, 1995 Present: Sarah Miller, Melody Burnham, Lance Schnecky, Don Hammer, April Villareal. Currently Don is the only staff with a Boiler's License. However, due to new regulations, the boiler:: need to be checked every day. As on-call caretakers over the weekend, Lance and AF will need to get licenses to check the systems. Lance elected to study independently for the h and April would like Don to review the test material with her. Test material and testing times w be distributed to Lance and April. They will need to make their own arrangements to take the test. Don will also check to see if he can designate someone without a license with monitor th system 2. The Anniversary Party is scheduled for October 25 at 5:00 p.m. and all staff should try to atte 3. A sample Bumble Bee costume was brought in for staff to see. Staff will wear It if Sarah ii which she did). Staff was instructed not to say anything to the residents so it would be a surprise. 4. Sarah will be meeting individually with one staff every month to walk through their departments together. This will open up communication and allow'staff to make suggestions to improve their work areas and tasks. 5. Anne Forsberg, apt. 201, has given a 30 -notice to vacate. She was admitted into the hospital last month confused and falling. Her family has decided to place her in a nursing home. Her move -out date is October 31. 6. No word from Corporate regarding the Hepatitis shots. 7. As we begin the heating season, it is very important that staff responds quickly and efficiently to any heating problems. Sarah reviewed who should be called for what (Major Vs Owens). Don and Lance will work togelher to teach April how to trouble -shoot the heating problems (i.e. by- pass thermostats, bleed pipes). Don will order extra thermostats, work will Owens on the equipment and get any other instructions we need from Major. S. Sarah updated staff on her recent discussion with Earl Skay which he was Informed that (1) we can not receive complaints about his actions towards other residents, (2) he can not create turmoil in the building due to his actions, and (3) he can not fiat or tinker with any the equipment or doors in the building. Mary Wilson has been having with her hearing which has a number of residents worried about her. Her family is aware of the situation and is working on getting her a hearing -aid and other listening devices. 8. Lance has spot treated and extracted a number of carpet stains. They come back within days. This is occurring throughout the building, common spaces and resident apartments. Sarah will check with Walker's Director of Purchasing who is knowledgeable about carpets. We may hav^ to check with the carpet rep. In addition, the elevator carpet has been a sourca of complaints frofi q number of residents. Lance will dean it again and a notice will go in the November Newsatter letting residents know that the elevator carpet is the hardest -worn in the building but the current condition does not warrant replacement at this time. Meeting Adjourned. PLYMOUTH TOWNE SQUARE RESIDENT COUNCIL MEETING October 11, 1995 Present: Sarah Miller, Melody Burnham, Pat Lambie. Stella Krout, P: n Kelley, Mary Miller, Coy Perry, Joyce McCaughey OLD BUSINESS 1. Sarah addressed the letter she received from two of the residents. Copies were distributed and all suggestions, were discussed. Sarah will draft a response letter and members will sign it. A floor lamp will be purchased for the puzzle room and the tv will be lot` .1_+ the activities room. 2. Sarah shared the updated Residence Fund and gave a report showing how well they were., doing. Subject was discussed about putting a suggestion box in the dining room so that residents could share their suggestions for possible items to spend their money on. 3. Parking lot signs have been ordered and stickers for all cars in garage will be ordered. 4. Water softener was not being installed today and may be tomorrow. 5. Flu shots will not be given here. 6. The noise of visitors and children visiting was discussed and the problem seems to be taken care of. 7. Sarah will purchase a gas grill in March. Discussion began on whether it be a movable grill or a permanent one with a pipe under ground. 8. Bench halfway between here and Cub was discussed. Suggestion that yellow lines be painted on the road to help with crossing the busy street and also a bus bench across the street. r=1ou9s J 9. Landscaping was disused and will be taken care of.. 10. The fill' out of a Work Order for oil spots in themgpo garages for a joint leak were brought to Sarabs attention. NEW BUSINESS 1. Crime watch signs will be going up. It was discussed that two be placed out front and one in back. 2. Garbage cans are needed in the garages. Sarah will buy four to be set in appropriate places. 3. Aluminum cans have not been disposed of as often as they should be. Sarah will talk to Lance. 4. Clocks will be purchased for the Partyroom, and Diningroom. Will also check into temperature gauge for outside on. the veranda. 5. Hearts and Flowers Fund will be brought to a vote before the Resident Meeting. It will be donations on a volunteer basis possibly enclosed with their rent payments. 6. An explanation regarding a $25 donation for flowers or memorials being taken out of the Residents Fund, which will be voted on at the Residents Meeting. I Melody will look for places that might be able to sell us a bench for the piano. S. We will be serving hot water and tea along with. coffee for our different functions. 9. Bingo money was discussed as a donation to the Resident Fund and was tabled. 10. Purchasing a Dr.'s scale was discussed and tabled. x®101193 11. Purchasing a Portable Battery (hAW and cables out of the Resident Fund- will be looked into. 12. It was suggested that emergency phone numbers be placed by the black wall phones throughout the building. 13. Anniversary party. Melody read prices for sloppy joes, fruit salad, and buns. Sarah estimated the cost per person. It was suggested that the money should come out of the Residents Amd and have it be free for the residents. This will be brought up before the General Residents Meeting. 101195 RESIDENT COUNCIL MEETING, OCTOBER 18, 1995 Present: .Ben Kelley, Pat Lambie, Stella Krout, Arnold Seppa, Mary Miller, Sarah Miller and Melody Burnham A taste test was held to get an opinion on the sloppy jot mixture from Simeks. All agreed it was very good and would be appropriate for the Anniversary Parry. (Ben Kelley had two). Sarah reviewed the agenda for the party, what we were serving, where it would be located, decorations, etc. We would like to have some young sarvers if possible. Council members were asked to contact grandchildren if possible. Recognition list was passed around and names were added for special recognition at the Party. Then will be a motion at the Resident Meeting on Thursday,. October 19 concerning paying $2.00 for the Parry. Parking permits were ordered and a sample was shown. They will be passed out at a later date. The purchase of a piano bench was discussed and mon ideas were shared. Melody will call some other places and report back. Food Bank is all set up. We will check with Cub to see if they will donate paper bags for the residents. PTS RESIDENT M]WMG OCTOBER 19,1995 Meeting was called to order by Sarah Miller, Manager. Minutes were approved with one addition to the September minutes regarding the Security directions for front door being discussed. Mary Miller made a motion to accept the minutes, Art Hallberg seconded. OLD BUSINESS We are still looking for our wbeokhair. Asked for whoever has it to please return it. Reserved Parking, Signs have been ordered for the parking lot and also Parking Permit stickers will be issued in November for all people with care. Water Softener, The unit is installed and the Mfg Company will be coming tomorrow to show staff haw to maintain and use it. Vinyl , Only one apartment left to be checked out. Tell Sarah if you have any problems that have not been checked. Melody took down the following Apts. for checking. 309, 2'21,109, 322,113, 310. Anniversary Panay, We areallready. Helpets will be needed and asked to sign upon sign-up abeet. It will be Wed., October 25 at S PM. NEW BUSINESS Motion was made and seconded that we take $1004150 out of the Residence Fund a to pay for food for the Anniversary Party. In turn there would be no charge for dinner. Motion was denied. Residents are asked to pay $2.00 at the door. The second motion was that residence put a separate $1.00 per month in their rent envelope which will be designated for the Hearts and Memorial Fund. When need be $2S will be taken out of the Hearts and Memorial Fund for memorials for fellow residents who passed away. This would be strictly on a volunteer basis. Joyce McCaughey made a motion that we accept this new procedure and Ardis Funder seconded it. Motion was approved. Halloween party is scheduled for October 31 at 1 PM. Sign will be. on bulletin board and costumes are encouraged. Food Bank - volunteers were asked for 7VeWWs delivery. Water Softener, It is installed and is in both hot and cold faucet.. In garage stall #64 there is a spigot which will have hard water in it. We need a piano bench for our donated piano. Anyone with any information should please contact the o03ce. Special thanks was given to Bill Lambie for making the TV stand and also for helping the story time players. Meethmwapadjourned . n a..wi w r s October 9, 1995 TO: PTS RESIDENTS FROM: SARAH RE: GARAGE SWEEPING We have arranged for the garage to be swept out and cleaned on Thursday, October 12, 1995. For those of you who have garage spaces, you will need to move your cars outside by 3:00 p.m. on that afternoon. The workers should be done by 6:00 p.m. and you may move your cars back in at that time. Thanks for your cooperation with this. 1 M41—T—Ah1,41 jr MJ F_ JJTT 2"ll, 1—vo WILL 1-1. 41 - lZ IN, i W / i 0 _M 1WJr0M4V1 4ol of FLI M WA'mll a l® AftT_Z T _ _ - iAT WdWl LWJ Wirt W = t- W r* TO. LANCE FR: Sarah October 26, 1995 The following are observations from my building inspection on October 19 that I would like you to address. If you have any comments or concerns please we me as soon as possible. These items need to be completed before my next inspection date, November 14 unless I have indicated otherwise. Check off completed items and return list to me when done. Thank you. East Stairwell Clean all light fixture covers (lots of dead bugs) Ignore 18' high one Wash metal door around glass - lots of fingerprints Wash walls on steps going from exit to 1st floor West Stairwell Clean liflit fixture covers (don't do one that you can't reach with highest ladder North Stairwell Extract 2nd Floor landing. There were water leaks, carpet looks grungy Replace Exit light burnt out bulbs Dining room (both by door) West Stairwell exit in garage North Stairwell above exterior exit door. Check all e. -vis Clean washer lid joints, still look bad Buff & Shine elevator lobbies Wash wall below boarder to left of 105 and down from Fire alarm. Something is spilled. Wash mark off wall below .border below Apt 111 sign. Replace air freshener in 3 Trash room Reinsert screws on ceiling screen outside Apt 317, should be flush same by Apt 311 Wash fingerprints off ceiling door outside 3E Laundry Toss ironing board & blue garbage can by loose trash containers Dust pipe in West stairwell, garage level M TO. DON FR. Sarah October 26, 1995 The following are observations from my building inspection on October 19 that I would like you to address. If you have any comments or concerns please see me as soon as possible. These items need to be completed before my next inspection date, November 14 unless I have indicated otherwise. Check off completed items and return list to me when done. Thank you. Tighten door closer on PR exit door Level pictures in PZ RM & PR Level all washers, especially 1W, 2W, 3W, 3E Wall repair in 1N laundry room not finished, still see blue lines & nail (remember to clean up after yourself) Repair gouge in wall in comer near carpet to Right of 116 East stairwell not cleaned sufficiently, where you patched the wall Paint water stains running down wall East stairwell 2E laundry faucet missing end part, replace Ck 2 E laundry dryer, wind whistling thru vent Need to finish repairing comer in Library Replace filters in air handler units Repair loose vinyl base board in W. elevator lobby near Storage Rm door Clean construction material out of Storage Unit 106 Do we have to do anything to winterize the Sump Pump in Garage Clean fingerprints off maintenance door Pick up Maintenance Rm - Toss empty boxes Take out garbage Put paint & Paint supplies away The air condensing handle in basement - see me for exact location Why is there a big hole in Library ceiling? Wash mark off wall across from flower painting across form sign 312-317 below chip J TO: APRIL Fk: Sarah j Odober 26, 1995 The following are observations from my building inspection on October 19 that I would like you to address. U youhave any comments or concerns please see me as soon as possible. These items need to be completed before my next inspection date, November 14 unless I have indicated otherwise. Check off completed items and return list to me when done. Thank you. Clean fireplace window Library - push back books Clean walls in elevator lobbies around call buttons Wash doors to garage - lots of finger prints Remove slip of paper from ceiling on 3rd Floor near round table and 4 chairs MEMORANDUM TO: ANNE HURLBURT ED GOLDSMITH FR: Doris Thomas Date: October 25,1995 RE: PTS Monthly Report for September 1998 Monthly Financial: SEPTEMBER Financial Statements (see attached). RS/Supplies reflects the purchase of additional cards for Card Program. This wig be reimbursed by the sale of the cards. PO/Purchased Services reflects two months of Lawncare Service, installation of hard -wired sump pump in garage ventilation pit, and unanticipated fire alarm inspection. PO/Purchased Services reflects the purchase of salt for water softener. GA\Salaries - Admin. reflects training hours for new Administrative Assistant and reallocation of hours. GATostage is timing, we do not anticipate needed any postage in October due to recent purchase. GA1Miscellaneous reflects software updating that we anticipate will be reimbursed by Lease- up\Operations Account. Occupancy/Morketing: Monthly Occupancy Report for SEPTEMBER (see attached). 98 units leased, 2 reserved, 0 to be leased. Plant Operations: We investigating the possibility of restricting some of the exterior parking space to resident use only. Water Softener installation has been delayed due to scheduling conflicts. We anticipate installation beginning of October. Metro Installers have been working on their punchlist items. We are seeking bids for gutter and rock for planter beds in an effort to permanently correct basement water problems. Resident Services: Several new services and programs for residents were introduced this month. A stand was built by a resident for the large -screen TV. If you have any questions, please contact me at 827-$363. CC: Nellie Johnson, Sarah Miller plpaeNd 6vanos plymosah 10672 0 20.201 GmahFlTon An W 2.0o 2.100 0 NMs Monro Ended eploodw W IM Ora. ones ti n.e.h." PAM 00 Y7D 0 Anewel MUM Budastyariene. Budget tlevenu : sonAosFees OS4fA70 aM,271 79" Isum b allow",morn 11 11. 000 n Teal Rownwa 7446 AdMiMmardA "' 'Swd s S2OOS UAtS S2 02A10 NoAdMpbq 12 M2 11,M1 1.722 16.876 pted Opmdons 8 MYYmronoo M.799 MAM 1.110) M.MB ulna 40.071 AMO 2A21 62.100 hap" 6 ndeted 42,872 400AN ISA07 642.717 0 7"A 77101 1.3111 126 Tad OperetlnB Egensss. 0 1M.M7 0 Not— Fmo opmadaris Mw o 1 1 1 Adomment to Cash Fier. n 1 tot plpaeNd 6vanos 154.72 10672 0 20.201 Aeeedodgn 2.0o 2.100 0 2AW Ora. ones ti n.e.h." PAM 00 0Deer. b ued 6wenow n 54) o 067 Mn o Aeausd Rd bite Taws 14.7M 0 167M, 0 PedEsaft Tm nolo me 1.4 PAM PA= ftlawdsonSonds 18.0 7) 0.000) 7. 7470). P,8AM Unsowdoedt)r0ais 1 Comb 1.110 0 120 0 rnesenrgt-CaneDueOon Fad 1M.M7 0 1M.M7 0 Pt2. o pta 07 o n 1 tot NUMA BubtelY 1 Sia601Menses (Dsasass) N Cash 671 pm010 Cash Bglanaa BaBiminB of Yav C77AS7 MAP M 7M.7F7 Cash BslMea Bepbmber 00.1680 6® PLTABRN TONNE S BALANCE MY Sw 3o 95 w ITE0 tLRER BALANCE in IDRI SIV311% l#AMSE CAM ASSETS: PETTY CASE soo.00 500.00 0.00 CECEING - OPERATIONS 26.88.74 S1.4m.53 26.585.79) SAVINGS 'SECURITY OMITS 136.976.13 23.118.43 111.856.70 AOCOIRIS RECEIVABLE•TEURIHS Sam 388.84) 911.84 ACCOUNTS RECEIVABLE-OTEER 5,066.66 0.00 5.066.66 PREPAID INSURANCE - GENERAL s,s25.90 2.06S.7) S.S71.61 PREPAID EXPENSE - OTEN 36.13 361.66 325.53) TOTAL CURRENT ASSETS 171.479.56 8.9".07 96.495.49 PM IT. PLANT. AND EQUIPENT: LAAO 459.267.00 459,247.00 0.00 BUILDINGS 6 INPRROPEERTS S.s98,903.58 S.S93.665.00 5.260.58 LAR UiROVEENTS 46;673.00 46.673.00 0.00 LANE 8 EQUIP - GENERAL 1s0.4m.31 143.102.99 7.391.32 EMINENT - CC PNIER 1.M.45 1.288.66 0.00 H 8 EQUIP - RRREEWIn 1,015.15 0.00 1,01S.15 LESS ACQRRUTEO OEPECIATION 188,599.39) 33.871.30) R6.7m.00) TOTAL PROPERTY, PLANT, 8 EQUIPENT 6,069,021.30 6,210.105.25 141,080:95) OYER ASSETS: INVESTEETS-CONSTRUCTION HAD 285.664.22 475.121.62 189.557.40) IE9ESTENTS-OBIT SERVICE I= 322.541.96 261,316.96- 61.22SAD INVESINHTE•CAPITAL INP. 1S.95s.60 0.00 6.955.60 URI lim START -Up COSTS 2,950.15 2.950.15 0.00 OUERRTIM ORW112ATIOE COSTS 155.166.56 153.877.51 1,289.05 LESS ACaBRE.ATED AIMTIZATIGE 4,916.00) 2.756.00) 2.160.00) TOTAL OTER ASSETS777,242.47 870,490.22 93.267.75) TOTAL ASSETS 7,017,746.33 e...s.. m 7.ls5.S79.s4 ms.s ff C1S7.03.21) m..so-- j( BALANCE NET BO•TB 812/31/94 CBRBM emtinwd) LIABILITIES AND NAp BALANCE CURRENT LIABILITIES: ACCOUNTS PAYABLE TRADE 4.379.58 S1.156.00 7,547.95 246.237.89 3.168.37) 195.051.89) aNTRACTS PAYABLE 2.518.85) O.OD 2,518.D3) DUE TO MY ACCRUED SALARIES AIR VMS 8.SS3.20 162.450.00 1.619.00 81.225.00 6.934.20 81.225.00 ACCRUED INTEREST ACCINO REAL ESTATE TAM 15.035,35 12.948.99 3,010.35 11,541.23 12,065.00 1.407.76 AOCREO Q0'EBSEi SECURITY DEPOSITS x,980.1,5 211.9..... 24,137.38 4,843.07 TOTAL ORRENT LIABILITIES 281,036.72 375.318.80 94.284.08) LONG TERN DEBT: 5.700,000.OD 5,700,OOD.00 0.00 BONDSPAYABLE 0,700,000.00MTOTALLOBOTEDEBT 5,700.000:00 0.00 FtmD BALANCE: CONIBIRRE4 CAPITAL I.000.00D.00 80.260.74 1,000.000.00 80,260.74 0.00 0.00 PARIVERS, DEFICIT 8,'i 9.13) 0.00 8,349.13) 10 INCRUE (LOGS) RIND BALAIIRTOTAL.............. 1.086,711.61 1.080.260.74 B,S49.13) TOTAL LIABILITIES 6 I= BALANCE7,017.71,6.33 o ams e 7,155.979.54 n o s es 137.833.21) m®m PLTIIm TOME SRUMARE BTATE OF EAUNINGS 9N n ENDED emu 95 11uIB1TE0 CURRENT VAR. s YTD TTO VAR.; JAMM 1995- amm INBIASCE of SW. ACTWL sum" VRRIARLI; D9 RIO. oE000ER TIN N00T. . REVENUE: APARTMENT SENT 43.051.00 Q.061.00 0.00 0.00 31x.459.00 387.09.a 0.00 0.00 SI6612.00 NRA INDIVIDUAL SUBSIDY 20.259.00 20.259.OD 0.00 0.00 112.331.00 152.3!1:00 0.00 0.00 20.10LOO VACARCY+CARETABeR 1.276.00- 1.275.00- 0.00 0.00 11.475.00- 11,475.00- 0.00 0.00 iS.300.00- VAGNCY FACTOR - APARTIER 729.00- 0.00 719.00- 0.00 36,796.35- 77,493.00- 42.694.62 SS.09 T7.40.00- VSCWCT FACTOR - SIBSIDT 11.00- 0.00 11.00- 0.00 6.544.26- 36.467.00- 29.922.74 12.05 36.467.00 - GARAGE METAL 1.650.00 1,725.00 75.00- 4.35 14.033.0 12.421.00 2.412.43 19.42 17,596.00 SEAUTY SHOP RENT 100.00 100.00 0.00 0.00 900.00 900.00 0.00 0.0 1.200.00 GUEST 20011 RENTALS 105.00 105.00 0.00 0.00 1,1190.00 805.00 1.00.00 134.71 1,155.00 LAUNDRY 753.75 695.00 25/.75 52.27 7.129.25 S.S65.00 3.566.23 99.91 6.030.00 11ISCELLANEOUS 15.00 0.00 13.00 0.00 10.00 225.00 00.00- 35.56 375.00 INVESTMENT IN= 276.56 62.00 214.56 366.06 11.926.77 466.00 11,450.77 sees' 632.00 TOTAL REVENUES 66,195.31 66,522.00 326.69- 0.51 553.796.81 462.717.00 91,079.11 19.61 666.461.00 ESPENOft RESIDENT SERVICES: MISCELLANEOUS 0.00 20.00 20.00- 100.00 211.75 110.00 31.75 17.64 260.00 RESIDENT PROGRAMS S9.10 95.00 35.90- 37.79 915.21 1.065.09 130.79- 13.25 1.690.00 SUPPLIES - GENERAL 163.63 90.00 73.63 1.111 940.65 110.00 150.33 16.12 1.410.00 TOTAL RESIDENT SVCS 222.75 205.00 17.75 1.65 2.067.51 2.065.00 22.51 1.10 3.410.00 NOUSE2EEPING• SALARIES 324.21. 625.00 300.19- 41.13 T,76S.99 5.160.00 1.119.99 32.11 0,065.00 BENEFITS 71.34 150.00 71.66- 52.44 1,703.79 1.406.00 297.79 21.11 1,930.00 PURCN. SVCS-NSRG 0.00 0.00 0.00 0.00 1,932.91 2.600.00 667.02- 25.65 3,200.00 REPAIRS AND RAINTERARCE 0.00 25.00 25.00- 100.00 56.14 225.00 168A 75.05 300.00 SUPPLIES - GENERAL 31.05 200.00 161.5- 10.91 2,10.66 1.800.00 315.61 21.32 2.600.00 TOTAL ROUSENEEPING 05.60 1,000.00 566.40- 56.66 13.622.58 11.891.00 1,731.51 1436 1S.87S.00 alEUEItT M. s n6 YI0 IMR.i JAIRRIRY t995- OOIIN EU3GET pR11EtR w Qo. ACNAL Now 9R6I= OF EIA. OECD 1995 mom.. ccmt1rf" PWT OPEOATIM AID 1MIRENANCE: SRIA IU 640.07 750.00 101.93- 13.59 8.51S.69 7.695.00 1,400.69 21.03 9.630.00 OEEitTE 142.56 160.00 37.K- 20.00 1,072.92 1,609.00 103.92 10.69 2,319.00 APT. REWILITATIN 278.5 150.00 78.35 52.23 75.72 1,350.00 614.20- 55.50 1.000.00 CARETAM AUVAUM 25.00 50.00 25.00- 50.00 411.02 450.00 36.90- 0.66 600.00 M=. Sm -KN 3,747.62 1.45.00 2,262.62 152.36 13.006.64 15,565.00 2,576.36- ILP 21.750.00 REPAIRS i WAINT. 550.37 300:00 250.37 03.46 2.793.16 2,700.00 95.16 3.53 3.600.00 SUPPLIES - GEIMM 179.09 350.00 170.91- 46.63 3.543.30 3.150.00 393.30 12.49 4,200.00 TRAOO WMAL 492.96 500.00 7.06- 1.41 4.069.27 4.500.00 369.27 0.21 6.0011.00 NIONUANEOlS 0.00 50.00 50.010- 100.00 47.73 450.00 402.27- 09.39 600.00 TOTAL PUNT OPERATIa6 6.014.00 3,615.00 2.199.00 S7." 5,799.47 36,909.00 1.109.53- 3.01 50,529.00 UTILITIES: UTILITIES-ELEC. 1.926.30 1,600.00 524.30 37.45 15.169.56 12.600.00 2.549.56 20.23 16.000.00 UTILIUS-GAS/OIL 326.42 4,500.00 4,173.56- 92.75 17,616:23 40,500.00 22.601.77- S6.SO 54.000.00 UIILITIES-1MTM 0.00 1,600.00 1,600.00- 100.00 8,103.49 16,200.00 8,006.51- 49.911 21,600:00 TOTAL UTILIIES 2.250.72 7,700.00 5,449.26- 70.77 40.671.30 69,300.00 26.420.70- 41.02 92.400.00 PROPERTT AND MATS: A TI2ATIW 260.00 260.00 0.00 0.00 2.160.00 2.160.00 0.00 0.00 2.600.00 OEPRECIATIOII 17,192.00 17,192.00 0.00 0.00 154.726.00 154.im.00 0.00 0.00 206,304.00 INTEREST EIIPENU 27,075.00 27.075.00 0.00 0.00 243.675.00 263.675.00 0.00 0.00 324.900.00 INSWNCE-PROPERTY 652.00 675.00 23.00- 3.41 11.251.62 6.075.00 5.176.42 65.21 6,205.00 ' REAL ESTATE TAMS 1.612.75 0.00 1,612.75 0.00 14,756.34 1,620.00 13,330.36 95.50 1.416.00 BONG PEES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL PROPERTY 6 REL. 46,971.75 45.162.00 1.769.75 3.96 426,572.76 406,066.00 10,506.76 6.54 543.717.00 GENERAL AND AMINLSIRATIVE: SALARIES-1168 SALARIES-ADMIN BENEFITS AOYERTISING4E111. MIT N ACCOUNTING AUTO AND TRAVEL UK SERVICE CNABTiE COURIER SERVICE WAS N SUBSCRIPT. TAS PREPARATION FEES INTEREST-SEC. OEP. LEGAL LICENSES AND PERMITS MANAGEMENT FEES INSURANCE GENERAL NEETINGS A SENINARS POSTAGE PRINTED COMMUNICATIONS PIRCN SERVICES LEAD BANK - DATA INPUT REPAIRS A MINT. SPECIAL EVENTS SUPPLIES TELEPM E NISGELLANE00S TOTAL GENERAL 6 ADMIN. TOTAL OPERATING EXPENSES EARNIMS (LOSS) CURRENT 1168. i VIO TIO YAR.! 2MNn 1993 - mum BUDGET Ymtm OF OUR. AC11RL BUDGET MIANDE OF an. o 7995 OoaT- . 2.184.00 2.0110.00 106.00 5.00 20,072.00 19.760.00 312.00 1.50 x.331.00 1.759.36 MOO 1.031.36 141.67 7.280.31 6.916.00 364.31 5:27 9.466.00 867.54 674.00 193.54 00.72 6.017.12 6.403.00 315.88- 6.03 8.832.00 69.00 50.00 19.00 38.00 369.56 450.00 80.44- 17.88 600.00 0.00 0.00 0.00 0.00 4.000.00 5,440.00 1.440.00- 26.47 5.440.00 27.S2 50.00 22.48- K.96 396.96 450.00 53.04- 11.79 600.00 0.00 0.00 0.00 0.00 19.00 0.00 19.00 0.00 0.00 30.00 25.00 5.00 20.00 244.55 225.00 19455 8.69 300.00 0.00 0.00 0.00 0.00 297.00 405.00 100.00- 26.67 453.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 92.00 3.00 89.65 see" 719.71 MOO 752.71 s.«« 36.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 75.00 125.00 50.00- 40.00 925.00 3.195.94 3.000.00 195.94 6.53 27,630.75 27,000.00 630.75 2.34 36.000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 106.12 0.00 106.12 0.00 878.46 1.200.00 321.54- 26.10 1.200.00 12S.12 80.00 4S.12 56.40 1,114.64 720.00 394.64 54.81 I.M.00 1.50 25.00 23.50- 94.00 642.16 MOO 417.16 185.40 700.00 0.00 30.00 30.00- 100.00 329.06 270.00 00.06 21.87 300.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 30.00 30.00- 100.00 0.00 270.00 270.00- 100.00 360.00 0.00 15.00 15.00- 100.00 98.01 135.00 36.99- 27.40 368.00 0.00 70.00 70.00- 100.00 1.135.50 630.00 505:50 00.26 040.00 459.27 350.00 109.27 31.22 3,822.96 3.150.00 672.96 21.36 4.200.00 541.48 50.00 491.48 982.96 3.209.59 3.300.00 90.41- 2.74 3.450.00 9.4".S0 7,260.00 2.199.50 30.30 78,412.32 77.101.00 1.311.32 1.10 102.138.00 65.352.30 65,162.00 190.30 0.29 597.345.94 605.312.00 7.966.06- 1.32 808.069.00 1,156.99- essssssesess 640.00- siseses.... 516.99- z 80.78 seas . 43,549.13- 142,595.00- assess&"" 99,O4S.87 sssessssesss 69.46 sasses 151.001.00- ssessesessss r. 3b. DATE: November 9, 1995 for Housing and Redevelopment Authority Meeting of November 16, 1995 TO; Ane W. Hurlburt, Executive Director FROM: Edward J. Goldsmith, HRA Supervisor Of SUBJECT: 1996 Operating Budget for Plymouth Towne Square I have reviewed the budget for Plymouth Towne Square originally submitted by WaUwr Management, Inc. for the op - ration of the property for January 1, 1996 through December 31, 1996, including the estimated actual expenditures for 1995. After discussions with Sarah Miller, the attached operating budget is ready for review and approval by the HRA Board in accordance with Section 7.03 of the Property Management Agreement for Plymouth Towne Square. The proposed budget for 19% is based upon dwelling rents remainiag at current rates for the year. Reuel subsidies in the proposed budget are consistent with the HRA General Fund Budget for 1996 that was previously adopted by the Board. Gross revenues for 1996 are projected as 5 % higher than 1995, as the result of the completion of the rest -up period for the building as of August 1, 1995. Estimated actual gross revenues for 1995 are projected as 13% higher than budgeted due to a faster than scheduled lease -up of the building. Total operating expenses for 1996 are projected as 1 % higher than 1995 estimated actual expenditures. Total estimated operating expenses for 1995 are projected as 0.4 % below the 1995 budget. I recommend that the BRA Board approve the attached 1996 Operating Budget for Pbmoi th Towne Square. Attachments: 1. Plymouth Towne Square 1996 Operating Budget 2. Budget Assumptions for Proposed Budget SLOW PLYMOUTH TOWNE SQUARE OPERATING BUDGET FOR 1998 REVENUES: RESIDENT RENTS VACANCY FACTOR - RESIDENT RENT SUBSIDY PAYMENT VACANCY FACTOR - SUBSIDY PAYMENT CARETAKER APARTMENTS BEAUTY SHOP RENTAL GARAGE CARETAKER GARAGES GUEST ROOM LAUNDRY INCOME INVESTMENT INCOMU MISC. INCOME GROSS REVENUES: OPERATING EXPENSES: ACTIVITIES AND RESIDENT SERVICES: RESIDENT PROGRAMS 8 SEMINARS SUPPLIES - GENERAL MISCELLANEOUS TOTAL ACTIVITIES/RESIDENT SERVICES ESTIMATED BUDGET ACTUAL BUDGET FYE 12/31/95 FYE 12!91/95 FYE 12/31/98 8518,812 518,812 8511,500 77,49M 640,525) 4,500) 243,105 243,108 248,220 35.407) 7.544) 1.800) 915,300) 15.300) 15,900) 1,200 1,200 1,200 917,595 19,883 20,700 80 800) 800) 1,.155 2,300 1,750 5.050 8,850 8;400 832 11,000 4,780 375 200 225 858,488 739,181 774,555 1.890 1.890 1,745 1,480 1,480 1,524 240 240 248 410 3,410 3,517 HOUSEKEEPING: SALARIES 5.045 10,550 9,881 BENEFITS 1,931 2,532 2,387 PURCHASED 89RVICES 3,200 2,000 2.400 REPAIRS AND MAINTENANCE 300 100 200 SUPPLIES - GENERAL 2,400 2,000 1.980 TOTAL HOUSEKEEPING EXPENSES 15,878 17,182 18,808 PIANT OPERA71ONSIMAINTENANCE: SALARIES 9.880 111750 10.848 BENEFITS 2.318 2.820 2.803 APARTMENT REHABILITATION 1,800 1,150 1,800 CARETAKER ALLOWANCES 800 800 800 PURCH. SERVICES BUILDING/GROUNDS 21,750 18,100 24,485 REPAIRS AND MAINTENANCE 3.800 2,452 2,400 SALT 0 300 900 SUPPLIES - GENERAL 4,200 4,841 3,800 TRASH REMOVAL 8,000 98.383 8.300 MISCELLANEOUS 800 8500 800 TOTALPLANT OPERATION8/MAINTENANCE 50.528 48,898 54.334 UTILITIES: ELECTRICITY 18,800 20,000 20.875 . GAS AND OIL 54,000 20.000 20,875 WATER AND SEWER 21,800 12,000 12,000 TOTAL UTILITIES EXPENSE 92,400 52,000 53,350 Item ESTIMATED PLYMOUTH TOWNE SQUARE BUDGET ACTUAL BUDGET OPERATING BUDGET FOR 1998 FYE 12/31/95 FYE 12/31195 FYE 12/31/98 PROPERTY RELATED: AMORTIZATION 2,880 18,794 18.794 DEPRECIATION 208,804 208,304 204,648 INSURANCE -PROPERTY 8,205 12,200 12,141 INTEREST EXPENSE BOND 3 NOTE 324,900 324,900 323,888 SHELTER TAX 1,428 20,085 22,366 TOTAL PROPERTY AND RELATED 643,717 581,083 579,537 GENERAL AND ADMINISTRATION: SALARIES - MANAGER 27,331 27,381 29.623 SALARIES - ADMINISTRATIVE OTHERS 9.184 10,000 10,670 BENEFITS 8.831 8.959 91870 ADVERTISING - PERSONNEL 800 400 400 AUDIT 5,440 4,000 4,200 AUTO AND TRAVEL 800 600 800 COPIER LEASE i0 f0 1,200 COURIER 300 300 300 DUES AND SUBSCRIPTIONS 455 300 919 INTEREST EXPENSE -SECURITY DEPOSIT 38 800 1,200 LEGAL 0 0 0 LICENSES AND PERMITS 925 SOS 595 MANAGEMENT FEES 38.000 37,000 38,490 MEETINGS 8 SEMINARS 1,200 1,200 900 POSTAGE 1,090 1,330 1,080 PRINTING COMMUNICATIONS 300 750 300 PURCHASED SERVICES 380 450 840 REPAIRS AND MAINTANANCE 360 100 100 SPECIAL EVENTS 385 300 300 SUPPLIES - OFFICE 840 1,272 840 TELEPHONE 4,200 5,381 5.400 MISCELLANEOUS 3,450 3,300 900 TOTAL GENERAL AND ADMIN 102.137 104,188 108,527 GRAND TOTAL - OPERATING EXPENSES : 808,088 5804,539 818,072 EXCESS (DEFICM REVENUE OVER EXPENSES FROM OPERATIONS 151,600) 85,858) 41.517) ADD BACK NON-CASH ITEMS: AMORTIZATION 2,660 18,794 18,794 DEPRECIATION 206,304 208,304 204,546 SHELTER TAX ACCURAL 0 820,885 22.388 OTHER CASH REQUIREMENTS: SHELTER TAX PAYMENT 0 20,886) 22,388) PRINCIPAL PAYMENT ON BONDS 21,262) 21,252) 88,247) RESERVE REPLACEMENT 24,242) 522,000) 24,482) CAPITAL IMPROVEMENTS 5,900) 8,482) 3.000) SUB -TOTAL 157,790 173,384 107,811 IN-CASH -------------- INCREASE(DECREABQ 18,---•190-----(108-----.008 88--,09468-.-09-4- PLYMOUTH TOWNE SQUARE BUDGET ASSUMPTIONS FOR PROPOSED BUDGET FYE 12/96 REVENUES Rent, Resident and Subsidy - Maximum rents for 99 units broken down as 19-2BR2BA at 740/month. 20-2BR1BA at $690/month, 7 -large IBR1BA at $635, 53-1BRIBA at $585, is $63,310 per month or $759,720 annually. FYE 1995 move-in/occupancy rate was higher than anticipated resulting in increased revenue for most lines. Resident Rent FYE 1996 represents the resident's payment portion and is approximately 67% of total rents. The percentage is based on projected resident rent income certification figures. Subsidy Payment FYE 1996 represents the City of Plymouth portion of the total rent and is approximately 33% of total rents. The percentage is based on proposed resident rent income certification figures. Vacancy Factor - FYE 1996 reflects a I%attrition rate (we anticipate 9 turnovers FYE 1996). Caretaker Apartments - reflects cost of one 1BR1BA ($585/month) and one 2BR1BA ($690/month) apartment allocated for the part-time caretaker and full-time caretaker who work on-site in exchange for the respective apartments. (- Garage Rental - rental at $25/month with an anticipated 100% leased. Two stalls are designated for caretaker use and reflected in "Caretaker Garage". Caretaker Garage - reflects two garage spaces allocated for part-time and full-time caretakers. Laundry - the laundry was used more than anticipated FYE 1995. FYE 1996 we anticipate a slight drop in revenues as equipment malfunctions caused additional cost to residents for drying clothes. Investment Income - reflects interest income from security deposits invested in a 'pass -book" -type savings account. Due to the higher than anticipated move-in's, we received more interest on a larger account balance than projected. 1995 includes interest earned from Construction Operations/lease-up Accounts which we do not anticipate receiving in 1996. Miscellaneous - FYE 1996 reflects 3 outdoor car plug leases for $15/month. FYE 1995 reflected 5 rentals which was higher than anticipated. AC W[TIES AND RESIDENT SERVICES EXPENSES Resident Programs & Seminars -reflects a 3% increase to cover costs of Wellness Clinic and Health Talks presented to the residents once per month through Walker Community Services, entertainment, demonstrations, and transportation rental for seasonal outings for the residents. December reflects entertainment for the Resident Holiday Party. Supplies - General - reflects a 3% increase of decorations, movies, games, food and supplies. December reflects management's contribution for food to the Resident Holiday Party. QWATAIMPWAnUMM pow,- /,1915 1 Mlseelhmeous - reflects a 3% increase to cover repair and replacements of Resident Services equipment, resident appreciation and holiday decorations. Salary - Housekeeping - reflects full-time caretaker/housekeepet/maintenance cash salary working 40 hours/week. This caretaker will live on-site and will receive a 2BR1BA apartment as part of their compensation. An additional part-time caretaker/housekeeper will also live on-site in a 1BRIBA apartment, but will not be paid an hourly salary. However, they will receive a Rent Allowance, Caretaker Allowance and Benefits. FYE 1995 variance reflects increases from probation and annual evaluations, extra hours for additional cleaning in the first several months of opening, vacation coverage and preparation and staff coverage at several special events held during the 1995 year. FYE 1996 reflects 4% salary increase and vacation coverage. Benefits - Housekeeping -Equal to 24% of the cash salary. ftrehased Services - Housekeeping -FYE 1995 and FYE 1996 reflect annual window washing and limited professional carpet cleaning. PTS staff is trained to complete a majority of the carpet and furniture cleaning with project owned equipment. Repairs & Maintenance - Reflects the costs to cover minor repairs of vacuums, extractor, electric brooms, etc. which were lower than anticipated FYE 1995 and adjusted accordingly FYE 1996. Supplies - General - Reflects cost associated with pumbasing items such as toilet paper, paper towels for cleaning and dispensers, trash bags for all of the departments, fresheners, cloths for cleaning, disinfectant for bathrooms, etc. which were lower than anticipated FYE 1995 and adjusted accordingly FYE 1996. PLANT OPERATIONS AND MAINTENANCE EXPENSES Sahuies The maintenance engineer is scheduled for 20 hours/week. This person will not live on- site. FYE 1995 variance reflects increases from probation and annual evaluations, extra hours for additional maintenance and punchlist management the first several months of opening, vacation coverage and preparation and staff coverage at several special events held during the 1995 year. FYE 1996 reflects 4% salary increase and vacation coverage. Benefits - Equal to 24% of the Cash Salaries. Apartment Rehabilitation - Cost associated with the move -ins and move -outs of residents such as painting (labor and supplies), and miscellaneous repairs. FYE 1995 reflected a 5% attrition rate. We anticipate a 9% attrition rate FYE 1996. Caretaker Allowances - Amounts to $25 per month for each telephone, for two Caretakers that live on-site, the total is $50/month. CADAT YRWANUMM Purchased Services - Building ead Grounds - includes expenditures for. Emergency call monitoring r services, pager service, Pest control, snow removal, elevator service, back-up building emergency call contract with Walker Methodist Health Center (WMHC), fire extinguisher inspections, fire system annual inspection, HVAC inspection and seasonal service, paved surface service, and lawn care. The FYE 1995 variance of Purchased Services reflects limited contracts during the first year of operations due to construction warranties. FYE 1996 reflects a higher cost for additional service contracts required when one-year warranties expire after the first year of operation. Repairs and Maintenance - includes: painting, electrical, plumbing, appliances, snow blower, security system, fire alarm, emergency call monitors, security entry phone, security door, HVAC system, locks and keys, windows and screens, carpentry, etc. which were lower than anticipated FYE 1995 and adjusted accordingly FYE 1996. Salt - reflects the cost of the initial salt fill for a newly installed water softener in September 1995 and monthly salt costs thereafter. This will be typically shown in the above line, Repair Maintenance. Supplies - General - includes: light bulbs, plumbing, electrical, tools, filters, miscellaneous, etc. which were higher than anticipated FYE 1995 due to need supplies not purchased prior to opening. FYE 1996 is adjusted accordingly to anticipated need. Trash Removal - FYE 1995 reflects additional trash pick-ups in response to the volume of move -ins anticipated. Miseellaoeous- Costs reflects purchase.of community grill. Electrical - reflects higher than anticipated electrical cost FYE 1995. We anticipate a 3% increase by vendor. Gas/Oil - reflects lower than anticipated gas cost FYE 1995. We anticipate a 3% increase by vendor. Water and Sewer - reflects a lower than anticipated water and sewer cost FYE 1995. Vendor did not anticipate an increase. We anticipate the installation of the water softener will not increase water consumption. Any additional use of water with the softener regeneration process will be off- set by the anticipated decrease in water used for cleaning and showering. PROPERTY AND RELATED EXPENSES Amortization - reflects Total Legal Fees, Accounting & Financial Advisor, Printing, Underwriters Discount, Trustee Fees, Title Insurance Policy, Mortgage Registration Tax, Rating Agency Issuer Fees, amortized over the term of the loan on a straight-line basis. Budget FYE 1995 reflected amortization projected in the proforma. The Estimated Actual and Budget FYE 1996 reflects appropriate amortization with organizational/start-up costs amortized over five years and the remaining amortized over 30 -years (term of loan). Insurance - General - Insurance FYE 1995 was higher than anticipated due to contracting the Property and General Liability on a stand-alone policy. Due to payment timing, a portion of 1994 costs are reflected in 1995. Shelter Tax - in lieu of not being required to pay annual property taxes, the project will be required to pay annually, an amount equal to 5% of the Resident Rent less utilities and trash removal, for the prior year. FYE 1995 variance reflects accrued shelter tax for 1995 that was not reflected in the 1995 Budget. Salaries - Manager - FYE 1996 reflects an increase of 4% in October 1996 and incentive pay maximum of $1,000) if project is brought in at year-end on or under budget. Merles - Administrative Others -In comparison with other salary lines, this is on line due to lack of administrative staff during staff turnovers. This compensated for the additional hours worked during the first several months of opening. FYE 1996 reflects increases in February (probation evaluation), 4% increase in September (annual evaluation), and vacation coverage for two positions, administrative assistant and manager. Bewilts - Administrative - equal to 24% of the Manager's Salary (8000) and Administrative Assistant's salary (80010). Audiviras Preparation - FYE 1995 was lower than anticipated. Advertising - Personnel - reflects the cost of advertising for staff when resignations and terminations occur which was lower than anticipated FYE 1995. Auto and Travel - reflects cost of travel to community meetings, corporate office and obtaining maintenance and housekeeping supplies. Courier - cost associates with the transfer of documents and reports to the project, the City and Walker. Dues end Subscriptions. - reflects Membership fees to Minnesota Association of Homes for the Aging (MAHA) and American Association of Homes for the Aging (AAHA) (two-thirds of fee for second year of operation). FYE 1995 reflects first year membership fee discounts for both MAHA and AAHA. Interest Expense - reflects cost occurred of upon move-out, resident is paid accrued interest on their refunded Security Deposit. We anticipate 9% attrition rate. Ucenses and Permits - reflects boiler license for maintenance personnel, City of Plymouth Housing Permit and MAHA District O dues for manager. Management Fees - reflects terns in management contract. Meetings and Seminars - reflects cost of staff to atterd training seminars, MAHA Institute and Annual Meeting. CAMMUMPANUWN gar„ a i+n 4 Postage - FYE 1995 reflects several unantic.-pated mailings to Waiting List, Mail Rooster and br special events. FYE 1996 includes mailings for applications, acceptance letters, reference checks, and mailings to and from Walker, etc. Increase in March reflects Waiting List Update. Printing Communications - FYE 1995 includes unanticipated cost of printing additional brochures for mailings, special events, business cards and monthly newsletters for residents (when contracted out due to timing). Purchased Services - reflects maintenance contracts for copier and cost of photocopies above contract allowance. The copier maintenance agreement and copy allowance was up-graded to meet the project's needs. Special Events - reflects staff appreciation and holiday parties. Supplies - Office - reflects the cost of office supplies which include: copier and printer paper, copier toner, file folders, clips, pens, pencils, white-out, etc. FYE 1995 reflects purchases of items needed but not purchased during start-up. Additional supplies were also needed for unanticipated mailings and additional toner for copier. Telephone - FYE 1995 reflects higher than anticipated cost of service for 6 lines which includes business lines, voice mail, security door, elevator, emergency monitoring, computer and fax. Miscellaneous reflects house decoration and false alarm fees. FYE 1995 reflects Open House cost which is not included FYE 1996. February and March 1996 reflect the purchase of wallpaper and wall hangings for the Manager's and Administrative Assistant's offices. This will increase the aesthetics and acoustics of tate rooms. CAPITAL EXPENDITURES - Purchase up -graded copier machine to meet the projects needs RESERVE REPLACEMENT - reflects 3% of the Total Operating Expense. C "TA\WN&ANUMM Nov=& 4 M PLYMOUTH TOWNE SQUARE SALARY SCHEDULE FOR PROPOSED BUDGET FTE 0% evr r a.sona nvw YEARLY VACATION POSITLON FTE WAGE PER HOUR SALARY COVERAGE BENEIM TOTAL Housing Manager 1.0 Jan. - Sept. $1332 28,623 kd-m b AdmkOct. 56,870 M,493 Dec. $14.06 a ear Administrative 035 Jan. - Feb. 5 &W 9,668 1,002 52,561 13,231 Assistant Mar. - April 5 832 Maintenance OS Jan. - Mar. $ 9.27 10,068 778 2,603 13.449 _ Emoneer Apr. - Dec. 5 9A4 C`aretalms' IA Jan. - Mar. $ 3.88 8,416 51.054 52.273 11,743 Apr. - Dec. = 4A4 Caretalmr OS Non4ahuy Position so 391 5 94 485. TOTAL TOTAL 556.775 5 3.225 14,401 5 74y101 evr r a.sona nvw MEMO. ,. Cl'lY OF PI:YbI0IT1'H . ' . 3106 PLYMOUTH HOULZVARDq`PLTMOUTH, MN sm DAM November 7, 1995 for Housing and 8edevelopment Authority Meeting of November 16, 1995 TO: Anne W. Huriburt, Executive Director FROM: Edward J. Goldsmith, EARA supervisor 4tV SUBJECT: Revised MamgemM Seniors Agreement with do City of Plymouth At the City Council meeting of October 24, 1995, the C mcil approved a revised Management Services Ap%r..jm with the HRA. The agent approved by the City Council is the same agreement that was reviewed by the HRA Board at its meeting of ALuat 17, 1995, esoept for modification made to Section 2 regarding the adminimdon of the City's Community Development Bloch Grant (CDBG) program by the HRA. ModiPoatiara y were made to this section in rerpoase to MmMM from HUD staff and the City Attorney to mor specifically delineate the tmpOnaibilides of the City and the HRA for the CDBG program. These modify were reviewed and authorised by David Came, HRA Chair and Anne Hudburt, Bxecutive Director before tiny were presented to the Council. These modifications did not make any enbstantive changes to the agreement previously reviewed bytheBoard. I recommend that the Board adopt the athAed mer , approving a revised Services Agreement with the Chy of Pym . authorizing the Chair and Executive Diredw to execabe the agreed on bdmff .a HRA. Attachments: 1. Draft HRA Resolution 2. Revised Managemad Services Agreement . M 9. HRA RESOLUTION 95.12 APPROVING A REVISED MANAGEMENT SERVICES AGRZUdENT WITH THE CITY OF PLYMOUTH AND AUTHOREUNG THE CHAIR AND EEDCUTIVE DEWTOR TO WMCUTE THE AGREEMENT ON BF.HAIS OF TRZ HRA WHEREAS, since the creation of the Plymouth HRA in 1976, the City of Plymouth has provided staff, services, supplies and equipment for the HRA, and WIERAS, such staff, services, supplies and equipment are currently provided under the terms of the Management Services Agreement, dated July 20, 1993, between the City and the HRA, and WHEREAS, the City has agreed to enter into a revised Management Services Agreement that improves and updates the existing agreement, and WHEREAS, the Bond of Commissioners of the Plymouth HRA has reviewed the draft of the proposed revised agreement; NOW THEREFORE BE IT RESOLVED BY THE HOUSING AND REDEVELOPMENT AUTHORITY OF THE CITY OF PLYMOUTH, MINNESOTA, that it does hemby approve the revised Management Services Agreement with the City Of Plymouth and authorizes the Chair And Executive Director to execute the agreement on behalf of the Authority. Adopted by the Plymouth Housing and Redevelopment Authority on November 16, 1995. MANAGZMZNT SERVICU AGIREE ENT THIS AGREEMENT, entered into as of this th, day of , 1995, by and between the Housing and Redevebpmeat Authority of Plymouth. Minnesota, a body public and corporate. fir called 'HRA•), and City of Plymouth, a municipal corporation organized and existing under the laws of the State of Minnesota (hereinafter called "Plymouth"), VVITNESSUM: WHEREAS, the HRA and Plymouth have entered into a Management Services Agreement, dated July 20, 1993, for the purpose of Plymouth rendering certain administiative services and technic d advice and assistance in connection with the activities and projects of the HBA; and WHEREAS, the HBA and Plymouth desire to revise the afoementioned Management Seevices Agreement; and WEMM, Plymouth wishes to delegate to the HRA certain responsibilities relative to the operation of its programs and activities footled through the federal Community Development Black Grant Program. NOW, THEREFORE, for and in consideration of the mutual covenants and agreements herein set forth, the HRA and Plymouth do hereby agree to a new Management Services Agreement to replace the Agreement dated July 20, 1993, as follows: 1. S000e of Services to he SUM" by Plymouth: Plymouth shall furnish to the HRA all necessary services required by the HRA and as called for by the HRA and in accordance with the approved HBA budgets, including, but not limited to, fitmishing the services of an Roc utive Director; a Community Development Department. a Finance Department. and City Attorney, (all hereinafter called *Services"), and related equipment and supplies as below described (all herein called 'Equipment'). no Smumdn Elm= shall be an employee of Plymouth assigned to its Community Development Department. The Executive Director shall be designated by Plymouths City Manager and approved by the Board of Commissioners of the HRA. He/she shall have responsibility for the general supervision of the projects, programs and activities of the HRA and supervision of the personnel within Plymouths HRA Division of the Community Development Department who are to format services to the HRA pursuant to this agreement. He/she shall perform, or shall have others perform such services as are necessary to the operations of the =A or as the HRA Board of C.ommissionera shall from time to time reasonably and lawfully request. In all events, personnel performing such services shell remain in the employ of Plymouth. b. no Cmmmft DmIgWo D=M= shall wasist of the Community Development Director of Plymouth and blift staff. The staff assigned to the HRA Division shag perform All duties necessary to the opeeationa of the HRA or as reasonably and lawfully requested by the HRA Board of Commissioners, including, but not limited to, the following: coordinating and supervising all aspects of the planning and development of projects, programs and activities of the HRA, including work of and among oonmulfi ms, contractors, and other employees of Plymouth who are to provide services to the HRA pursuant to this agreement; coordinating with, answering and acting upon requests of, and meeting with representatives of other units of government; meeting with and acting upon requests of and counseling local community groups and residents and all other duties necessary to the proper functioning of the HRA or reasonably and lawfully requeoed by the Board of Commissioners. The Building lospeafona Division of the Community Development Department shall mala such ampecxions of buildings as requested by rho Executive Director or other HRA Division staff. P The HRA Division doll furnish staff personnel for the administration of the Section S Existing Housing Assistance Program, the Community Development Biotic Grant, senior housing and other HRA programs and activities. The staff designated in the a" HRA budgets shall be involved in the daily administration of the HRA and its programa and activities, although other Plymouth staff may be involved from time to time as needed. The administrative work done by this department for the Section S Program are those admungrative tasks necessary to the outreach; screening and selection; verffi a>tion and determinstion of gross family low=; briefing and issuance of certifestes; inspections; and, relations with owners and their agents as required in HUD Handbook 7420.3. Other administrative tusks would relate to the providing of required financial statements and requisitions. C. The doll consist of the Finance Director of Plymouth Wilber staff and designees They shall perform all duties requested by the Executive Director, including, but out limited to, the following: preparation and maintenance of all financial books and records, and supervises of disbursements of funds; preparation of recommendations for a budget and budget tevnions, internal audita, and other checks and revisions of the financial status of projects; maintenance of all payroll, related accounts, including documentation of amounts to be billed under the terms of this contract; and all other duties necessary to the financial administration of the HRA and its projects, programs and activities. He/she shall act as treasurer of the HRA and he/she shall be responsible for the can and custody of all funds of the HRA sod for the deposit thereof in the name of the HRA in such bank or basks as the HRA from time to tine shall designate, for the keeping of regular books of accounts showing receipts and espea tures; for rendering of such additional financial and other reports as the HRA from time to time shall request. d. L&gd.EMIM for the HRA shall be provided by the City Attorney of Plymouth or such other persons or firms selected by the HRA Board of Commissioners. Legal services shall be performed as requested by the Executive Director or other designated staff, including, but not limited to, the folloving: all mal work necessary to the timely and successful completion of the projects, programs and activities of the HRA; drafting and reviewing contras; rendering legal advise and opinion on matters relating to the projects, when required by the HRA; attending meetings of the HRA when requested; and assuring that its activities are in conformance with local, state and federal law, noes Ed regulations. C. ftfto shall include office space, fixtures, furnishings. ofirce equipment, postage fo, normal business use and office supplies, use of telephone, computers and reproduction equipment, use of vehicles, and such other items as ficins time to time v may reasonably and properly be needed by the HRA and as Plymouth may then have available to provide. 2. QMMMft DMMlgg= AkdLQMgLLCQ= activities of Plymouth ddgp ted to the HRA. The HRA and its assigned gaff shall be responsible for developing reoommame!im s for the use of CDBG funds to be presented to the City Council of Plymouth. In doing so, the HRA shall adhere to the CDBG citizen participation plan approved by Plymouth and the U.B. Department of Housing and Urban Development Rabb Ber called-RUD'). The HRA shall hold the public meetings and hearings required'by the plan prior to submitting its reoommeododons to the City Council. within the parameters of the CDIM budgets and activities approved by the City Council, the HRA through its designated Executive Director and stats shall be responsible for the actions necessary for the expenditure of Plymouth's CDBG funds under the terms of the grant agreement between the City and HUD. These actions shall include, but not be limited to, the execution of comracts, agreements, cordfications and odor documems on bdu f of Plymouth, necessary to such expenditures. In the event approved activities are to be undertaken by Plymouth itself, Plymouth reserves the right, at its axle discretion, to be responsible for any of the foregoing actions necessary for the expenditure of funds. All actions shall be in accordance with all applicable requirements, rules and regulations of HUD. This agreement shalt cwoduui on a year-to-year basis unless and until terminated by either party hereto by notice giv: i at last 90 days in advance of termination. The HUD Area Office In Minneapolis shall be notified promptly of the termination of this agreement by either party. HUD shall be eddied that an arrangement is made to continue the administration of the Section 8 Program in conformance with all HUD regulations as per HUD Handbook 7420.7 (ss revised) ti mugh a competent agency such as the Metropolitan HRA. Should Plymouth or the BRA prove incapable of satisfactorily executing this agreement relative to HUD's Section 8 Housing Assistance Program, another appropriate agency shall be eomacted to eoudnne due Program through ties termination of doe Annual Contributions Contract with HUD. 4. Q111211111111110 to ELMEMO a. . HRA shall pay Plymouth for all Services and Equipment famished to the HRA. Such payments shall be for all Services and liquipment fitmishod by Plymouth and shall be made within thirty (30) days after receipt by the HRA of a statement from Plymouth for the period for which payment Is to be made. b. For . The amount to be paid by the HRA to Plymouth for Services rendered each month to the HRA shall be the time allot adon by each employee of Plymouth tunes the hourly rate plus overhead for each such employee, es designated in the annual HRA and Plymouth budgets. Time Wh=dons and compensation rates shall be reviewed and if necessary, updated annually. C. The amount to be paid to the City by the HRA for equipment, supplies and reproduction expense shall be due actual or pro -ma coat r•r Z:.w the City of such items as appropriate . d. . The foes of the City Attorney will be bated upon the then pmvai.!% hourly fees charped to Plymouth times me number of hours ttf service rendered to the HRA phis odor billed agwsm. e. MIW. No travel expenses outside of the Mimapolis-St. Paul Metropolitan anew shs11 be chuped to or paid by the HRA unless the Executive Director has consented therw in writing in. advance of the expenses being incurred. If so contented to, only out-of- pocket reassess for trevel, food, and lodging shall be reimbursed by the HRA. Ail notice or demands required or permitted to be given under this Agreement shall be in writing and shall be deemed to be given when delivered personally to my officer of the party to which notice isbeing given, or when deposited in the United States mail in a sealed envelope with regiasered or cerdlied mail postage prepaid thereon addressed to the parties at the following addresses: A. To HRA: 3400 Plymouth Boulevard To Plymouth: 3400 Plymouth Boulevard Plymouth. MN 55447-1448 Plymouth, MN 55447-1443 Such addresses may be changed by either party upon notice to the other party given ere herein provided. 0 a. HRA agrees to submit a signed statement signifying that the HRA fully intends to comply with the standards of equal employment and and -discrimination as cited in the Civil Rights Act of 1964 as amended in 1972 by the Equal Employment Opportunity Act, saki statement to be submitted on a form provided by the City. b. Minnesota Somma Section 181.59 is made a part of this Cowan with the acme force and effect as if it were bare sot forth verbatim. TN WT1wm wHimEOF, the Plymouth Housing and Redevelopment Authority and the City of Plymouth have executed this Agreement as of the date first above written. PLYMOUTH HOUSING. AND REDBVBLOPNaM AUTHORITY: By: H. David Crain Its Chairman CITY OF PLYMOUTH: By: Joy Tim=Y Its Mayor By: Madie McFarlmd Its Secretary By: Dwight D. Johnson Its City Manager r" MEMO CrrY OF PLYMOUTH 3680 PLYMOUTH 190UUWARD, PLYMOUTH, MN SSW DATE: November S. 1995 for Housing and Redevelopment Authority Meeting of November 16, 1995 TO: Anne W. HurlbuR, Executive Director FROM: Edward ]. Goldsmith, HRA Supervisor 4!0' SUBJECT: Development Potential for City of Minneapolis Property in Plymouth so Since 1977, the City of Minneapolis through its Community Development Agency (MCDA) has been selling pendens of the farm property that was part of the Minneapolis Worlihouse located in Plymouth. Over 1,300 units of mostly market -rate housing have been developed on this property along with parks and industrial development in the Parkers Labe Mixed-use Planned Unit Development NPUD). Of the original 425.6 acres in the NPUD, the MCDA a has a 6.58 acre silo available for residential development at Shenandoah Lane and 22nd Avenue North and a 4.08 acro site available for neighborhood commercial development at Vkkd ung Lane and 22nd Avenue North. These are the last pieces of land in the MPUD that are owned by the City of Minneapolis. Since last year the MCDA has been discussing development of affordable family housing on the residential the with a local developer. But, these discuarions have not led to a specific proposal for sale and development of the site. I have been having discussions with another developer, who has indicated an interest in both the mWe ntial and commercial sites. As part of this discussion, I have encouraged the developer to explore the possibility of developing senior housing in conjunction with development on the commercial site. In the course of these discussions a number of potential opportunities for the HRA to become involved in the development of these properties have been mentioned. These opportunities are as follows: e Boor into partnerships with the private developers. This would give the HRA an opportunity to share in the ownership and control of the property. It could also enhance the financing for the properties and increase their affordability. Become the owner of any senior units built on the commercial site. This could enhance the financing and affordability of these units. It would bt aonddeat with the HRA's ownership of Plymouth Towne Square. a Obtain ownership of the property or development rights from the MCRA and direct future development of the sites. Become the owner of HUD public boowIng units built as a small part of the family units to Pr' be developed on the residential site. 1be possibility exists for the use of fiords from the settlement of the Holtman-Cisneros public housing lawsuit to Include a small mrmber of public housing units In conjunction with private development on the Minneapolis property. Obviously, condduable review and discussion of the =We possible participation In these developments will be necessary. For dm purposes of this discussion, we could examine we development models that have been successfully utilised by the Dalwta County HRA and other housing agencies. The first step in considering these options should be for the HRA Board to discuss its willingness to pursue these potential opportunities. I reoomemerni that the HBA Board of Commlmdoneea discuss the tmpltattocu of pursuing the opportunities outlined In this memorandum and direct staff to proceed with further discussloom with the Board and the other Involved partles regarding the potentW for the HRA to heconre dtrw*.Involved In development of theme properties. Amcl ments: 1. Map WootifymS Fartsen Lab MFUD and Mimnempolta properties U, L L VI10KoVVAl4:b9,A4iL`IN4LIb14 w,,,e„— November 1. 1995 5vbu.uorr ve!+nvey+ WINGS Yla en Ac avinq Mr. Edward J. Goldsmith . We•wn n ben+,vcn Chco. Sr.mer wrar SuperwANY direr "oft Pmorem Housing and Redevelopment Authority aery a r!e lm iropram City of Plymouth Vl, S.b., n MJI ITr iropr:rn+ 3400 Plymouth Blvd. Svbnreren ad.lr nla / `,., V.10"EmPA—l.c.q,;ur Plymouth. hb. 55447 V.111s 2= J' r"* PMOM 1' Dear Ed: n:ew CirTcn Grrcw orm.r+l.:p M nn apcA+lobf!ayx+ Enclosed is the quarterly arnunary report for the fust quarter of the T.RA.I.L.S. Co•crr oarrr,er+ SvlrioonYu:rh iiia P and the monthly outcome report for September. I apologize for the delayWp1r.wancnraC.n:+ in getting it to you. I I have also attached a copy of the workshop outline that was used for the initial odeptation sessions. I thought it was a good explanation of what the program is all about. During the month of September. Tracy concentrated on getting those persona enrolled that were employed. It is anticipated that the enrollments will increase significantly during the next three months. Please contact me at 924-1272 if you have any questions or concerns. 6715 klinnetonka Boulevard, Suite 212 Minneapolis, Minnesota 55426 6121 9 5.9196 FAX 924.1295 7DD 924.1297 An Eaual Opporruniry/Allirrriabve AwWn employes T.R.A.I.L.S. QUARTERLY SUMMARY REPORT SEPTEMBER, 11"S Employment Action Centers' contract to manage the T.R.A.I.L.S. Family Self Sufficiency Program began on July 17,1993. Tracy Olson, Case MemWNocstional Counselor for the Program started work on that data. Initial efforts concentrated on setting up office space, creating intake, enrollment, contract of participation, and action plan forms. An outreach plan was developed by the Housing Authorities' Staff, and the T.R.A.I.L.S. Case Manager. Approximately four -hundred residents of St. Louis Park and Plymouth received T.R.A.I.L.S. introduction letters along with a questionaire about attending an orientation meeting Six workshops were held in St. Louis Park and Plymouth in August. Twenty-nine residents participated in the workshops. Twelve other residents set up individual orientation appointments. Of the forty-one total, eighteen participants were from Plymouth. and twenty- three were from St. Louis Park. Nine participants had been contracted by the end of September, two from Plymouth, and seven from St.Louis Park. The September statistical outcome report provides a breakdown of the contracted participants by activity and demographic information. Activities will be added to the monthly outcome report as more participants are contracted. In the area of community resources. the T.R.A.I.L.S. case manager has established contacts with Interfaith Outreach and Community Partners. St. Louis Park Emergency Program, Pyramid Mental Health Center, RELATE, F.Taylor & Associates Inc., MN. Suburban NAACP. along with several other related agencies. Contacts will continue to be made in the community to build a strong referral system for contracted participants and as a source for potential participants. It is anticipated that thirty-nine participants will be enrolled in the program by the end of December,199S. The Timeline submitted prior to the contract start date had all fifty slots to be filled by the end of the fifth month. However the start-up was delayed by renovation work being done at both Housing Authorities' offices. Plans are now being made to have a second marketing letter V out to eligible persons and it is anticipated that there will be no problem filling the remaining slots by the end of January. Also in the second quarter. tlo T.R.A.I.I.A. Steering Committee will be mating to discuss plans for fundraising to continue the Program beyond July, 1996, and to discuss how the Steering Committee members can remain actively involved with the Program. MJ T.R.A. LL.S. September 1995 Outca e Report PY 1,95 ( July 17,1995 - July 16, 1996) Current Cumulative Nona ry logs lB PY95 a Bila Plymouth 2 2 20 St.Lcuis park y z 29za" 9 9 50 w' r7. J 1 V Voccational Training i English as a Second Lang. 1 Job Search 2 18-24 AfricanAmerican1 25-30 1 European American 8 31-40 3 41-50 3 50+ 2 flet Selt-Sutticiency Goals 0 Withdrawal by Participant 0 Administrative termination 0 Pemalen7 dale 2 T.R.A.I.L.S. WORKSHOP OUTLINE I. WELCOME U. Introduction of T.R.A.I.L.S. Case Manager and Housing Staff III. INTRODUCTION to T.R.A.LL.S. T.R.A.I.L.S. (Training and Resources to Attain Individual Long -Tenn Success) is a Family Self -Sufficiency Program that works together with your rental assistance in St. Louis Park and Plymouth. The purpose of T.R.A.I.L.S. is to help families become more economically independant through case iminagement and utilizing support services within your community. The Orientation Workshop today is designed to give you the basic information about T.R.A.I.L.S. Please feel free to write down any questions you may have and we will answer them at the end of the workshop. IV. ACTIVITIES and SUPPORTIVE SERVICES Along with the resources that T.R.A.I.L.S can provide, the program and participants will be able to utilize the support services and resources that rte available within your community.You may also be participating in another self-sfficiency.program such as STRIDE, ]TPA, MFIP, etc. Enrolling in T.R.A.I;L.S. will enhance the goals you've already established in such programs. V. CASE MANAGEMENT PROCEDURES After the workshop, individual appointments will be made to begin the Intake and .Enrollment into the Program. During your enrollment we will assess your goals and plans to ve economic independance. Those plans will be made into a Contract of Participation, which will "map out" short term plans of action that will help you achieve your Ions term goal of economic self-sufficiency. VI. ESCROW ACCOUNT The basic concept of the escrow account is that as your rmtt increases because of wages from employment, a portion of that rent increase will be put into an escrow account, which is like a savings account. After successful completion ofthe T.R.A.I.L.S. program, that money that accumulated will be yours to use for whatever you choose, including but not limited to, a down payi.wnt on a house or car, buying a home computer, clothing for employment, etc. VII. PARTICIPANT SELECTION T.R.A.I.L.S. participants will be selected from current housing participants in St. Louis ParkandPlymouth. If them are more participants interested than space available, a waiting list will be established. VIII. SECTION 8 PORTABILITY A family participating in T.R.A.I.L.S. must tease a unit in St. Louis Park or Plymouthforatleast12monthsaftertheContractofParticipationissigned. After that period. the family may move to another jurisdiction under Section 8 portability rules. Thefamilymayhavetheoptionoftrandmingtothatjurisdiction's FSS Program if desired. IX. TERMINATION and WITHHOLDING of SERVICES The TALA.I.L.S. Contract will be automatically terminated if the familys Section 8 orotherrentalassistanceisterminated. The T.P .A.I.L.S. contract may also be terminatedbeforetheContractexpiresbecauseofmutualconcentbetweenT.R.A.I.L.S. and the housing participant or failure to neer Contract obligations. If the family is given f Notice of Termination the participant will have the right to file an appeal or grievance. Termination is finalized, the family will lose all funds in the escrow account. X. GRIEVANCE PROCEDURE If at any time you fed you have been discriminated against for any reason, you have the righttofileagrievance. The Grievance Procedure will be further explained and given to you in writing at the time of Enrollment into T.R.A.I.L.S. XI. CLOSING Question and Answer Session At this time you may set up an individual appointment with Tracy Orson, the T.R.A.I.L.S. Case Manager, to begin intake and Enrollment into the Program. THANK YOU FOR COMING, AND A SPECIAL THANK YOU TO THOSE OF YOU WHO VOLUNTEERED TO DO CEIILDCAREI I 0 AGMM PLnfOVMHOUS 1/GANV6 XROEVRAPAMVTAV79OX177, NOVBI 14_ 104 Ar 7.-W A.M. OONOIN - LOCATION OF ANNUM** 1. Call to order 2. Appmvd of SEl tuber 28, 1994 Minutes 3. Plymouth Towne Sgww - Update 4. 1994 CDBG Budget Amendment S. Housing in the City of Plymouth 6. Strategic Planning Process 7. Adjoummeat hia1116) YY AYYAr-Y.. YVYVNYN. •W VV•-Y YYY •-VY..V- •.. r..rY YrrV •..r V.r..r -wr f! ' ira'..ni . ..:..:•ter. :' : ;'r. + e': M'p;.>P•rfs:R."' . '.t::t:, i';`M:f't'y:,'aa.y„ 9='.,F-'•t :•S a",•.•I+„}W. f:`.`s'rw: wA.;:, 6”"`y'Syy'"bP'3s,X..[k`r!1•p gti9:^.4: ,k': ,. .' ice "` p,e' xF .f tl/..'e( %R:ri .4+;?,.`7.., + i.. tor`•, PLYMOLI'1'H'HOUI$V: PLit1NOVlB. q, 9• . ,; ., DATE: November S. 1994 for Housing and Redevelopment Meeting of November 16, 1994 TO: Anne Muted, Executive Director FROM: Ed Ooldsmith, HRA Supervises ff SUBJECT: Strategic Plaomrrg Prones for the HRA On several occasions we and members of the HRA Hoard have discussed the desire to develop a plan for the HRA. 710 begin the disoussion of this topic, I would lite to brldly discuss ateatgic planning and the planning Pte• Strategic planning has been defined as 'a disciplined dba to produce fundamental decisions and actions that shape and guide what an organization Is, what it does, and why it does it. • Through strategic Planning an organization can use a variety of conoepts. procedures and tools to develop effective stmIeVes and decision malting processes to determine and fulfill the organization's atatod missions and respond to it's congitualcies. While std planning should be 6kriplined, it should not be stilling, dogmatic or inflexible. The emphasis must be -4 on strategic mining and acting, rather than on specific formal planning pwm. I should be adaptable to the needs and styles of tib organization. It is also dynamic and interactive. Strategic plans ane expected to change over time and be adaptive to changing circumstances. Socandd strategic planning has been recognized to have the following 1. Leaders that sponsor or endorse and legitimise me process. 2. Participants who are committed to maldog the process work without preconceived ideas of what specific issues and answers will emerge ftom the process. 3. Agreement among key decision makers as to the nature of strategic planning and what they expect from the process. S. Participation of a d-raddog or advisory body to averaae do prooass. 6. Individuals assigned to manage the process, collect informatioo, prepare for meetings and draft We plan. 7. Ian of critical issues which require ef%aive action in order to avoid serious threats to the organization's mission or which allow the organization to take of important • 8. Development of stialegica that are politically acceptable, technically .Possible and ' ethically responsible. 9. Utilization of outside assistance and participation, U necessary. 10. Recognition of wbat is truly important: strategic thought and action; to keep from getting bogged down in the procaas. Strategic planning is an intense process that requires a signi8caot allocation of time and resources. Depending upon the frequency of meetings and extent of discussions, the process can be expected to take from six to eighteen months to complete. Once the Board makes a determination that strategic planning is appropriate for the HRA, we will need to begin by addressing the following basic issues with the Baud: 1. How is the process to be eteucumid? 2. What ars the environments within which the BRA aperateaT 3. Who will participate in the process? 4. How often and when will planning meetings be held? S. How will the HRA obtain the necessary endorsements or sponsorships to legitimize the process and the plan? I would recommend that we discuss with the Board the precadiog issues and obtain its concurrence to begin the strategic plannle8Von ems. J