HomeMy WebLinkAboutHousing & Redevelopment Authority Packet 09-19-1996PLYMOUTH HRA
STAFF REPORTS
SEPTEMBER, 1996
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1. Call to Order
2. Approval of August 1, 19% Minutes
3. Resolution Adopting Revised Administrative Plan For The Section 8 Housing Assistance
Program
4. Assistance to Hammer Residences, Inc. for the Garland Home
S. Plymouth Towne Square:
A. Staffing Changes at Plymouth Towne Square
B. Plymouth Towne Square Monthly Housing Report
C. Verbal Report on Status of Construction Issues at Plymouth Towne Square
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6. Resolution Recommending Continued City Participation in the Metropolitan Livable
Communities Act Programs
7. Review of HRA Strategic Plan
S. Other Business
9. Adjournment
MINUTES
PLYMOUTH HOUSING .SND REDEVELOPMENT AUTHORITY
August 1,19%
A meeting of the Plymouth Housing and Redevelopment Authority was called to order by
Chairman David Crain at 7:00 p.m. on August 1, 1996.
PRESENT: Chairman David Crain, Commissioner John Edson, Commissioner Brian
Helmken, Commissioner Marjie McFarland, Commissioner Pat PdsMng
ABSENT: None
STAFF: Executive Director Anne Huriburt, BRA Supervisor Ed Goldsmith,
Housing Specialist Milt Dale, Housing Technician Melissa Carnkxlli
MINUTES
MOTION by Commissioner McFarland, swonded by Chairman Crain to approve the June 20,
1996, minutes.
MOTION carried unanimiusly.
7 PUBLIC MEETING TO DISCUSS COMMUNITY DEVELOPMENT BLOCK GRANT
CDBG) PROGRAMS
Chairman Crain opened the Public Meeting.
Grace Norris of Greater Minneapolis Day Care Association expressed appreciation for this year's
CDBG funding of $23,500 for child care assistance. There is still a need for child care assistance. There are 50 families on their waiting list, with the average wait of 12 months. Four families in
Plymouth are currently being assisted, while three more have applied. The average assistance
totals $4,000 per child per year.
Charlie Warner of Community Action for Suburban Hennepin (CASH) stated their agency's 1996
contract is to serve 200 Plymouth tenant and homeowner households in Plymouth through their
HomeLine program. Presently, the number of calls is running weE ahead of that figure, with 173
calls from Plymouth families to date. CASH also provides other services to Plymouth residents.
The agency is currently working with HRA staff on the Minnesota Housing Finance Agettcy's
MMA) CASA program for mortgage financing for first time homebuyers. CASH provides a
home buyer education program. CASH is establishing a homeownership program which will
include working with existing home owners on home maintenance CASH's foreclosure
prevention program has an 85% success rate. CASH is a IR1D approved counseling agency and
mtheirhomebuyereducationsessionsarerecomended by a number of lending institutions. Mr.
Warner estimated 5% of their total Home Line calls are from Plymouth. Calls from Plymouth
mainly deal with affordable housing issues, eviction prevention, repair problems, and security
deposit refunds.
Plymouth Rousing and Redevelopment Authority
Alum 1, 1996
Page M 39
Tim Nelson of Hammer Residences thanked the Board for the $30,000 allocated this year to
renovate one of their group homes in Plymouth to make the entire house accessible to their
clients. Hammer Residences anticipates future needs of aging and disabled persons for their other
group homes in Plymouth. Hammer Residences currently has ! 3 homes in the City. Mr. Nelson
feels there is a need to rehabilitate one house each rar.
Mary Bisek of the City of Plymouth's Park & Recreation Department discussed their assistance to
low income and handicapped persons in park and recreation programs. Last year, the department
was granted $5,000 ($2,300 expended to date) to provide accessibility services and provide
reduced program fees to low income families. 37 families (142 people) were assisted by
providing a reduction in program fees based on family income. She stated there is research from
the Search Institute which finds physical participation of children and adults build interpersong.
skills. Participants who have benefited from the reduced fees have found posiL Lfe role models
through the Park and Rec. programs. In 1997, the department would like to expand funding to
provide access to the Life Time Fitness facility fir- low income families.
Chairman Crain closed the Public Meeting.
PLYMOUTH TOWNE SQUARE
Sarah Miller of Walker Management/Plymouth Towne Square presented the monthly management
report. An update to the report is that the two vacant apartments noted in the report will be
occupied on 8/1 and 8/20, bringing the complex back to 100% occupancy. Corrections to the
report include that real estate taxes and staff benefits were budgeted, but not included on the
spreadsheet. The Board received the report.
Sarah Miller presented a report permitting exceptions from the occupancy standards for Plymouth
Towne Square. One change clarifies that couples have priority in renting 2 bedroom units, and
singles have priority for 1 bedroom units. The proposed change to create a resident very low
subsidy waiting fist gives priority to existing residents over external applicants. There are 25
existing residents on the current fist waiting for very low subsidy. Ms. Miller estimated it would
take 10 to 15 years to reach them all. She estimated 2 or 3 units of very low subsidy turnover per
year. External applicants who require very low subsidy may never get served. Commissioners
discussed the possibly of reserving a certain number of very low income subsidies for external
applicants; but decided that, only if more funding was available, could the HRA provide more
very low °come subsidies.
MOTION by Commissioner McFarland to adopt HRA Resolution 96-07 amending the Plymouth
Towne Square Admission and Occupancy Policies, seconded by Chairman Crain.
On a ro0 call vote with 5 Ayes, the resolution was unanimously adopted.
Board received the report on the status of the Plymouth Towne Square construction issues. HRA
Supervisor Goldsmith will be attending a meeting August Sd' to discuss construction issues further
and will report back to the Board at the next meeting. J
Plymouth Housing and Redevelopment Autlrnity
August 1, 1996
Page 0 40
REVISIONS TO HOUSING REHABILITATION GRANTILOAN PROGRAM
Housing Specialist Dale presented revisions to the Housing Rehabilitation Grant/Loan Program.
The revisions include: w -irking more closely with home owners to find and access other funding
sources for rehabilitation of their homes; looking at a no interest, 30 year repayment agreement
with full repayment required during the fust 20 years and a reduction in the principal balance of
10% per year from the 201° to the 30'6 year, streamlining of the approval process; worl3ng with
clients who have credit and home maintenance problems by referral to credit counseling and home
maintenance programs; increasing marketing outreach; utilizing Section 8 program guidelines for
assets; giving consideration to applicants with extraordinary medical expenses; prising the loan to
value ratio with the value of loan not to exceed 900A of assessor's value; setting aside $10.000 in
a reserve fund for urgent repairs; and accessing CASH's housinf maintenance training.
Discussion by the commissioners on whether 30 years is too long a time period for a loan to
senior citizens. Discussion on whether the loan to value ratio would be a problem.
MOTION by Commissioner Edson, ascended by Commissioner Pelstring to give conceptual
approval to the proposed revisions to the Housing Rehabilitation Grant Program with the change
that the loan to value ratio not exceed 100% of assessor's value.
MOTION carried unanimously.
SECTION S PROGRAM
Housing Technician Caroieelli presentex! the Section 8 Administrative Plan with the additional
request from a program participant for the Board to reevaluate the Subsidy Standards policy. The
issue is that the current policy does not permit exceptions to the subsidy standards For unusual
personal circumstances. Commissioners discussed alternate solutions to individual circumstatt . 8
in order to stay within the current subsidy standards. Presently, there is no appeal process for
exceptions to the urdt/certificate size determination. Chairman Crain stated that the Board has
tended to prefer helping more clients over providing additional assistance to fewer clients. But,
that extremely unusual cases could be considered for additional assistance. There was discussion
on allowing exceptions to the subsidy standards where the client has exhausted all other
reasonable means of accommodation within the existing unit. Exceptions might be gaited for
medical reasons, but no exceptions due to sex of children. Any requests would only to be acted
on at annual recertification.
MOTION by Commissioner Pelstring, seconded by Commissioner Edson to table this item until
the September meeting with staff to prepare a policy to include medical exceptions to the subsidy
standards as discussed.
MOTION adopted unanimously.
Housing Technician Carnicelli presented a report regarding the use of the State of Minnesota's
Revenue Recapture Program to collect funds owed to the HRA': Section 8 program and to apply
that money to the TRAILS Section 8 family self-sufficiency program
Plymouth Housing and ReftTlopmenl Authority
August 1. 199u
Page ® 41
MOTION by Chairman Crain. seconded by Commissioner Edson to adopt HRA Resolution 96-08
approving fie use of the State of Minnesota's Revenue Recapture program and applying such
funds to the HRA's TRAILS program.
On a roll call vote the resolution was unanimously adopted.
REVISED 19% AND 1997 HRA ANNUAL BUDGETS
HRA Supervisor Goldsmith presented the revisions to the 1996 HRA Budgets and the new 1997
HRA Budgets with the explanation that the increase in expenditures for temporary salaries was to
increase the hours for the intern position to provide more staff assistance for HRA activities. All
other increases were to respond to inflationary increases and minor program adjustments. it was
noted the level of subsidy budgeted for Plymouth Towne Square would not increase from 1996 to
1997. There was a question on the purpose of the reserve expenditures in the Section 8 1997
budget. IThe expenditure indicates the transfer of surplus funds into the Section 8 Reserve
Account at the end of the budget year.
MOTION by Commissioner Edson. seconded by Chairman Crain to adopt HRA Resolution 96-09
approving the revised 1996 budgets and the 1997 budgets and adopting a 1997 HRA Tax Levy
with possible future revisions on the matter of the reserve account. [As indicated above, no
revision is necessary in regard to the reserve account.]
Discussion followed on whether the tax levy should be increased to the maximum rate. Chairman
Crain would like the HRA staff to clarify what staff is doing with regard to the HRA's adopted
goals and objectives. Commissioners discussed the expansion of HRA activities. Executive
Director Huriburt stated the HRA does not have the capacity to deal with redevelopment since
there is no time or staff to be proactive on redevelopment at this time. Commissioner Pdstring
would like the HRA to be process driven rather than mrney driven. Commissioner Edson would
like the Board to examine the HRA plan again with regard to redevelopment efforts. HRA
Supervisor Goldsmith pointed out this is the best time to start thinking about 1998. By beginning
discussions now on these issues ure will be in a good position to propose additional activities and
funding in 1997 for 1998. Some planning activities could begin in 1997 with more intensive
action programmed for 1998. The Commissioners would like to review the goals they established
a year age at the next meeting.
PLYMOUTH ECONOMIC DEVELOPMENT FUND PROGRAM GUIDELINES
Executive Director Hurlburt presented the latest draft of the Plymouth Ecom -.:ac Development
Fund Program guidelines. This draft was in response to the discussion at the iast HKA meeting.
MOTION by Commissioner Edson. seconded by Commissioner McFarland to adopt the proposed
program guidelines.
MOTION carried unanimously
Plymouth Housing and Redwelipmeat Audwdty
Aupa 1. 1996
Pap.# 42
AMENDMENT TO CDBG AGREEMENT FOR LAKEVIEW COMMONS
HRA Supervisor Goldsmith presented .an amendment to the CDBG agreement for Lakeview
Commons changing the grant to a loan and limiting of number of Section 8 assisted tenants to
25% of all tenants.
MOTION by Chairman Crain. seconded by Commissioner Edson to adopt HRA Resolution 96-10
recommending that the City Council approve the proposed amendment to the Lakeview
Commons CDBG Agreement.
On a roll call vote the Resolution was unanimously adopted.
DEVELOPMENT PROPOSAL FOR REVERE LANE AND SIXTH AVENUE NORTH
HRA Supervisor Goldsmith presented a preliminary proposal for residential development by
Rot^uund Homes and CommonBond Communities for vacant land at Revere Lane and 6'h Avenue
North. Commissioners discussed how the proposed plan fits in well with surrounding uses and
meets livable community goals; the development difficulties of the site, and the possibility of
establishing a TIF housing district to assist with the cost of soil correction for the site and to
write-down some of the sale prices of the homeownership units. Commissioner Helmken
disclosed that his firm represents the current land owner.
MOTION by Commissioner Edson, seconded by Commissioner McFarland to sign a letter of
support for the proposed plan.
MOTION carried on a voice vote with an abstention by Commissioner Helmken
Meeting adjourned at 10:00 p.m.
At its August I" meeting, the HRA Board of Commissioners tablet consideration of adoption of a
revised Administrative Plan for its Section 8 Housing Assistance Program until the September Board
meeting and requested staff to prepare a change to the proposed Administrative Plan. Requested by
a program participant, the change would provide for exceptions to the Subsidy Standards for medical
hardships. Below is the proposed language incorporating this change N the plan.
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To be added to Section 111, paragraph B of the proposed Administrative Plan as a *paragraph 4:
Exceptions to the subsidy standards will be considered only whm it is medically
necessary for the family to have a larger unit sin. An exception to the subsidy
standards may only be requested at the time of tenant selection or regular annual
recertification. Applicants/Participams must provide verification from a qualified
medical professional substamiating the medical nod and proof the family has
exhausted all reasonable means of accommodating the medical need within the
designated unit size. Reasonable means includes, but is not limited to, an .adult and
r;hild sharing a sleeping room, finding a larger size unit within the FMR of the
designated unit size, and . -Ing a living roan as a sleeping room. The HRA will not
consider requests for exceptions due to the age and/or sex of dependents."
Also to be included in the proposed Administrative Plan is the unit size designation for a family
comp3sed of two adults and two children of opposio sex in Appendix D - Subsidy Standards.
1 therefore recommend that the HRA Borrd of Commissioners adopt the attached reaolndon
revising the local policies for the Secdou 8 program in Piymoutb, in accordance with applicable
HUD regulations.
Attacomems:
1. Draft HRA Resolution
2. Revised Administrative Plan for the Section 8 Housing Assistance Program
3. Staff Report on Administrative Plan revisions, submitted at the August 1, 1996 meeting
4. Staff Report on request to allow exceptions, submitted at the August 1, 1996 meeting
HILA RESOI UTION 96.11
ADOPTING. A REVISED ADMINISTRATIVE PLAN FOR THE SECTION 8 HOUSING
ASSISTANCE PROGRAM
WHEREAS. the U.S. Department of Housing and Udw Development, (HUD) requires
housing authorities to adopt a written Administrative Plan that establishes local polices for
administration of the Section 8 rent assistance program in rcoordance with HUD requirements;
and
WHEREAS, staff has revised the Administrative Plan to be in accordance with all current
HUD regulations and other mquhaments and to include HRA Board of Commissioners
recommendations; and
WHEREAS, the ICDA Board of Commissioners have reviewed and discussed the revised
Administrative Plan;
NOW, THMMORE, BE IT HEREBY RESOLVED BY THE HOUSING AND
RBDBVBLOPMBNT AUTHORITY OF THE CITY OF PLYMOUTH, MINNESOTA, that
the Audwrity adopts the attached Administrative Plan for its Section 8 Housing Assistance
Program in accordance HUD regulations and rescinds all previous versions of the
Administrative Plan.
Adopted by the Plymouth Housing and Redevelopment Authority on September 19, 1996.
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ADMINISTRATIVE PLAN
Including Admissions and Occupancy Policies)
SECTION 8 HOUSING ASSISTANCE PROGRAM
EXISTING HOUSING
HOUSING AND REDEVELOPMENT AUTHORITY
IN AND FOR
THE CITY OF PLYMOUTH
Revised September, 1996)
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HOUSING AND REDEVELOPMENT AUTHORITY
in and for the City of Plymouth
SECTION 8 HOUSING ASSISTANCE PROGRAM
EXISTING HOUSING
ADMINISTRATIVE PLAN
TABLE OF CONTENTS
1. M"IRODUC 20N 4A. Statement of Overall Approach and Objectives 4
Q. AMACATIONS/WAITING LISTS 5A. Outreach to Families SS. Applicatioax 5C. Determining Eligibility 6
20
1. Definition of a Family 6
21
2. Citizenship and Immigration Status 7
21
I income Requirements 7
21
4. Appropriateness of Unit Size' 8D. Denial of Assistance 8E. Establishment and Administration of the Waiting List g1. Federal Preferences y2. Local Preferences 9 : l
F. Notification of Waiting List Status I I
M. ISS MG CERTI ICATES
A. General I I
B. Finders -Keepers" Policy
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12C. Verification Procedures 13D: Program Information 14E. Determination of Unit Size 15F. Determination of Tenant Payment & Subsidy 15G. Certificate Issuance & Turnover 16
1V. SELECTION AND LEASING OF UNIT 17A. Submission of Lease Approval Form 17B. Rent Reasonableness
18C. Housing Quality Standards & Unit Inspections 18D. Quality Control Inspections 20E. Security Deposits 20F. Payments to Owners 21G. Discrimination
21H. Disapproval of Owner 21
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V. ONGOING OCCUPANCY 22
A. Reexaminations 22
B. Interim Reviews 22
C. Rent Determination 23
D. ' Complaints 23
E. fair•`•=; Absence from Unit 24
VI. TERMINATIONS 24
A. Terminations by Participant 24
B. Terminations or Denials of Assistance by tate HRA 24.
C. Terminations by Owner 25
VH. DAMAGE CLAIMS/VACANCY LOSS/REPAYMENT AGRBBMENTS 26
A. General 26
B. Damage Claims 26
C. Vacancy Loss 27
D. Right to Appeal Claim 27
E. Repayment Agreements 27
VHL CERTMCATENOUCHER PORTABILITY 27
A. General 27
B. Definitions 28
C. Portability Procedures 28
IX. PROGRAM PROCEDURES AND REVIEW 29
X. BUDGETWG/SIAFFING ORKIRMATION 30
APPENDICES
A. EQUAL OPPORTUNITY PLAN 31
B. DF.FERMON OF WCOME AND ASSETS 37
C. FEDERAL SELECTION PRBFBRF1tiCES 47
D. SUBSIDY STANDARDS 53
IL INFORMAL REVIEW AND HBAMG PROCEDURE 53
F. CLIENT FORTABELSTY FACT SHEET 59
G. UTILITY ALLOWANCE SCHBDtMAUFAM MARKET RENTS 61
H. INFORMATION PROVIDED W BRIEFBIIG PACKETS 63
1. INCOME LIMM 65
J. ORGANIZATIONAL CHART 67
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HOUSING AND REDEVELOPMENT AUTHORITY
IN AND FOR THE CITY OF PLYMOUTH
SECTION 8 HOUSING ASSISTANCE PROGRAM - E WTING HOUSING
ADMINISTRATIVE PIAN
I. INTRODUCTION
The Plymouth Housing and Redevelopment Authority (HRA) administers the Section 8 Housing
Assistance Program with funding from the U.S. Departmero. of dousing and Urban Development
HUD). The following document sets forth procedures and policies for the administration and
selection of tenants for the Section 8 Housing Assistance Program.
The housing needs of the present and future citizens of Plymouth have been comprehensively assessed.
Goals for assisted housing have been outlined in the City of Plymouth's Comprehensive Plan and its
HUD Consolidated Plan.
The Section 8 Housing Assistance Program is one of a number of --inurces Wandfied in the City of
Plymouth's Comprehensive Plan and its HUD Consolidated Plan an. och, plays an integral part in
meeting the City's assisted housing goals.
in=ai -1 17777nvt y
The Plymouth Housing and Redevelopment Authority (IRA) has been under contract with the
U.S. Department of Housing and Urban Development (HUD) to administer the Section 8
Housing Assistance Program within the city of Plymouth since 1976. The allocation for this
program presently totals 87 certificates.
A Board of five Commissioners oversees the operation of the Plymouth HRA. The Board has
appointed the Executive Director to monitor the acqulsition ad operation of agency programs.
including the Section 8 Housing Assistance Program.
The intent of the Plymouth HRA Is to utilize the Section 8 Homing Assistance Program as part
of an overall plan to make housing in Plymouth affordable to all persons of low and moderate
incomes. To obtain this goal, the HRA encourages families to move to better housing by the
enforcement of the Section 8 Housing Quality Standards (IQS) and also encourages owners to
Improve their property by the interpretation of the Housing Quality Standards and the
application of these Standards to Weir units.
The Housing Quality Standards have been applled slate We execution of the first Annual
Contributions Contract. Uniform application of these standards assures consistency in We
quality of the units approved. The owners currently participating in We program are familiar
with the HQS's and the HRA has had good response from owners in repairing minor
deficiencies in order for their units to mcet the HQS.
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II. APPWCATIONSMArrING UM
Rem assistance under the Section 8 Housing Assistance Program will be granted without regard to
race, color, religion, sex, age, national origin, marital, familial, disability status, sexual orientation, or
status on public assistance.
Special efforts are made through advertising acrd social service contacts to affirmatively market the
housing assistance program. The HRA has adopted an Equal Opportunity Housing Plan (EOHP)
which outlines the HRA's efforts. A copy of this plan is attached as Appendix A. An crye
opportunity to participate in the Section 8 Housing Assistance Program is offered to b tfi owners of
rental property and persons with disabilities or special needs by: making program information
available In an accessible building; providing an interpreter/aide as needed; utilizing a TDD; making
reasonable accommodations if neemary. Rental property owner participation will be encouraged
througli activities outlined in the EOHP.
B. Andwillim
To be placed on the HRA's waiting list, a Pre -Application form must be completed. Because requests
for ram mists= far exceed the available Certificates, applications are not accepted on a continual
bests. Rather, applications are acohpted periodically. It is from time applications that the HRH's
wafting list Is established. By limiting when applications are accepted, the HRA is able to maintain a
list of households that can reasonably be serviced In approximately one to throe years. This procedure
has provided the HRA with an ample number of applicants in used pf rent assistance.
The application procedure begins with the advertisement of the program, consistent with the EOHP.
Names are taken by telephone or walk-in of persons interested in rem assistance. generally for a two
day period of time. The HRA reserves the right to extend or sh n n this period of time. Pro-
applicadons and the Applicant Statement of Comm Housing Information forms aro then mailed out or
given out for completion.
A deadline for returning completed applications is established. Any applications returned after the
deadline aro determined ineligible for the waiting list. Returned app.ications ere reviewed to determine
whether the household qualifies as a family; and is apparently income eligible. All applicants
determined ineligible or ineligible for a federal, ranking, or local preference will be notified In writing
of the reason for their ineligibility and provided an opportunity for an Informal review.
N an applicant is determined apparently eligible and is nearing the top of the waiting list, they aro sem
a letter Informing than to call and make an appointment to come into the office to complete a full
application.
At this appointment, the full application is completed and reviewed. After reviewing the application
and the Information provided, the staff member determines if the applicant is still eligible (according to
the income limits, citizenship or immigration status, and federal preferences). If it appears that the
applicant is still eligible, the applicant signs the necessary verification forms and the family is issued a
Certificate. The family is then briefed about the Section 8 Housing Assistance Program and the
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regulations.
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Applications are reviewed to determine the family's qualifications under four categories: definitionof
horsily; citizenship or immigration status; income eligibility; and appropriateness for unit size. These
four criteria are described below:
Definitions of a Famil•L:
Disabled Pcrson. A person who has a physical, mental or developments! disability as defined in Sec.
223 of the Social Security Act or has a developmental disability as described as follows. A
developmental disability is a severe, chronic disability which:
a. Is attributable to mental and/or physical impairments;
b. Was manifested before the age of 22;
C. Is likely to continue indefinitely;
d. Results in substantial functional limitations in three or more of the following areas:
caiacity for independent living; self-care; receptive and expressive language; learning;
mobility; self-direction; and economic self-sufficiency;
C. Requires special, interdisciplinary, or generic care, treatment or other services which
are of lifel:ng or extended duration and are individually planned and coordinated.
Displaced Person. A person displaced by governmental salon or a person whose dwelling has been
extensively damaged or destroyed as a result of a disaster declared or otherwise formally recognized
pursuant to federal disaster relief laws.
Elderly Family. Having a head or spouse or sole member who is at least sixty-two years of age, or is
a disabled or a handicapped person, and may include two or more elderly, disabled or handicapped
person living together, or one or more such persons living with another person who is determined to
be essential to his or her care and well being. (NOTE: A disabled or handicapped person is
considered an elderly family for the purpose of qualifying as a household type.) In order to qualify for
placement on the two-bedroom waiting list, both members of the elderly, handicapped, or disabled
household must be listed on the Pro -Application.
Family Composition. A family may be a single person or a group of persons. A family includes a
person with a child or children. A group of persons consisting of two or more elderly person or
disabled persons living together, or one or more elderly or disabled persons living with one or more
live-in aides is a family. A single person family may be elderly, displaced, disabled, or any other
single persona. A child who is temporarily away from the home because of placement in foster care is
considered a member of the family.
Handicapped Person. A handicapped person who has a physical or mental handicap which is expected
to be of a long and indefinita duration; and, substantially impedes his or her ability to live
independently, and is of such a nature that the person's ability to live independently could be improved
by more suitable hor.Ang.
Live-in aide. A person who resides with an elderly, handicapped, or disabled person or persons and is
determined by the HRA to be essential to the care and well-being of the person(s); is not obligated for
support of the person(s); and would not be living in the unit except to provide necessary supportive
services. If the Section 8 Participant leaves the unit, the live-in aide is not considered a 'remaining'
family member or program participant.
Single Person. A person who lives alone. and not otherwise eligible by reason of qualification as an
Elderly Family or as a Displaced Person or as a Disabled or Handicapped Person or as the remaining
member of the tenant family.
Remaining Member. A rr..taining member of an assisted tenant family is a family member who
remains in the unit when other members of the family have moved out.
2. Citizenship or Immigration Status
The applicant must declare their status as a U.S. citizen or legal immigrant to show that all members of
the household are eligible for assistance. Immigration status will be verified through the Immigration
and Naturalization Service (INS). To be eligible, at least one member of the household must be a U.S.
citizen or have legal immigration status. If a household has any members that are not U.S. citizens nor
legal immigrants, the HRA will pro -rate the assistance in accordance with HUD guidelines.
3. Income Reauirements
The applicant must provide adequate information on their application to show that their income for the
twelve-month period following occupancy is not anticipated to exceed the income limits for eligibility
as a very low income family. A very low income family is defined by HUD according to family size;
and, has an income at or below 50 percent of the median family income for the metropolitan statistical
area (MSA). If an applicant's income exceeds the income limits before leasing -up, they are ineligible.
Income limits for eligibility are established by HUD on an annual basis for the HRA's area of
Jurisdiction.
No verification of income is required at the time of application. However, the HILA reserves the right
to request an applicant to provide this if necessary to determine eligibility.
Annual income is the anticipated total annual income from all sources received by the family head and
spouse (even if temporarily absent) and by each additional member of the family who is m?t a minor.
This includes income of full-time students IS years of age and older.
When calculating annual income, the imputed income from the value of assets disposed of for
the hlr market value will be counted for two years from the date of disposal (if new on program, or
from the date of disclosure if current participant) at the fair market value of the asset.
The income of a family member confined to a nursing home or hospital on a long term basis will not
be included, nor will any deductions be allowed for that person. The family member's name will then
be removed from the lease. For a complete definition of income, see Appendix B.
To be financially eligible, the family's Annual Income anticipated for the twelve month period
following occupancy cannot exceed the Income Limits for Admission as established by HUD and
indicated in attached Appendix 1. As HUD redetermines the income limits, Appendix I will
automatically be amended.
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4. ARgMriateness of Unit Size ,
Subsidy standards are established to assure that the Housing Qaality Standard applicable for adequate
space and security is met. Generally, the standard is that no more than two persons should occupy the
same bedroom. The living room may also serve as sleeping space. The number of bedrooms allowed
under various household sizes are described in Appendix D.
A person who Is currently pregnant may apply for the walling list which would be appropriate for
the household should the pregnancy be carried to term and the infant Joins the household. In the
event the pregnancy does not result in the addition of another household member the appliaot
will be repositioned on the waiting list.
D. Derdal of Assistance
Any applicant determined ineligible through the application process or subsequently. will be notified in
writing.of the HRA determination. An applicant will be given .be opportunity to request an inforatdi
review, in accordance with the procedures in Appendix E of this document.
The HRA may deny an applicant housing assistance if the applicant or any member of the applicant
family:
Has committed any fraud, bribery or any other corruptor criminal act in connection with anyfederalhousingassistanceprogram;
Has breached a repayment agreement with the Plymouth HRA or another housing agency (HA), asdescribedinCFRPart882.210(c) of the regulations;
Currently owes rent or other amounts to the Plymouth HRA or to another HA in connection with
Section 8 or Public Housing assistance under the United States Housing Act of 1937;
Has engaged in drug-related criminal activity or violent criminal activity, including criminal
activity by any Family member. Drug-related criminal activity is further defined in 24 CFR
882.119.4 the regulations;
Has violated any Family obligation as defined under 24 CFR 882.118;
Has aver been evicted from public housing;
Has been terminated from Section 8 programs;
Has engaged in or threatened abusive or violent behavior toward HRA personnel; and/or
As a.previous participant in a Section 8 program, has not reimbursed the appropriate housingagencyforanyamountspaidtoanownerunderaHousingAssistancePaymentscontractforrem
or other amounts owed by the family under its lease
The HRA may not deny assistance for illegal use, or possession for personal use, of a controlled
substance by a family member, if the family member can demonstrate that he or she has an addiction to
a controlled substance, has a record of such an impairment, or is regarded as Laving such animpairment; and is recovering, or has recovered from, such addition and does not currently use or
possess controlled suhstances. The HRA may require a family cumber who has engaged in -the illegal
In use of drugs to submit avidence of participation in, or successful completion of, a trea<mem program as
a condition to being allowed to reside in the assisted unit.
If die Plymouth HRA denies an applicant assistanoe. an opportunity for an informal review will be
granted according to current regulations as set forth in the HRA's Informal Review and Hearing
Procedure, Appendix E.
Grounds for denial or termination of assistance aro further defined in 24 CFR 882.210 of the
regulations.
The HRA maintainsone waiting list for all applicants for its Section 8 Housing Assistance Program.
The HRA accepts applications at specified times. It Is from these applications that the waiting list is
established. Eligible applicants are placed on the waiting list according to Federal Ranking and/or
local Preferences as defined herein and within Preferences by date of receipt of application and lottery
status for applications received on the same date.
If an applicant experiences a change in their Federal and/or Local Preferences, they may be
repositioned on the waiting list accordingly. Any applicant wishing to be reevaluated for a change in
Preferences must submit a request in writing. This request must .Mude a statement describing the
change. Applicants will be repositioned on the list in accordance with their Federal Ranking and/or
Local Preferences and the original date and lottery status of application.
The HRA must issue the family a Certificate for the smallest number of bedrooms in accordance with
Subsidy Standards in Appendix D; and, consistently for all families of like composition.
The waiting list will contain information indicating date and time the applications were received by the
HRA and, eligibility for any Federal, Ranking. or local Preferences.
Federal Preferences - Persons who have been involuntarily displaced, are homeless, living in
substandard housing, or are paying morn than 50 percent of their income for rent. The HRA has opted
io continue using this definition of federal preferences in accordance with HUD notice PIH 96-7'(HA)
in which federal preference selections were suspended.
Rankine Preferene - Applicants with a family member who works or has been hired to work in
Plymouth.
Loeal.Preferen& - Applicants with a family member who works or has been hired to work in
Plymouth.
Applicants may qualify for a Federal Preference when they complete the Section 8 Housing Assistance
Program pre -application form or any time thereafter until assistance is available. To claim a Federal
Preference the applicant must certify to the HRA in writing that they qualify for one or more
references. The HRA may, at its discretion, request verification of a Federal Preference.
Note: Mie Minnesota Department of Human Rights has determined these prokreuces to be in violation of State
law. Until this determination has been changed or the law changed, the HRA cpnot apply these preference.
9
An applicant who qualifies for any of the Federal Preferences will be issued a Certificate Mom anyotherapplicantwhoisnotsoqualified. Available Certificates will be issued to applicants based uponthefollowingprioritysystem:
PRIORITY t: Applicants who have certified that they qualify for either of the following two FederalPreferences, as defined in 24 CFR 960.211. (Appendi)t Q
involuntarily displaced
homeless or living in substandard housing
And
who qualify for a Ranking Preference.
PRIORITY 2: Applicants who have certified that they qualify for either of the following two FederalPreferences, as defined in 24 CFR 960.211
involuntarily displaced
homeless or living in substandard housing
who do to qualify for a Ranking preference
PRORITY.1: Applicants who have certified that they qualify for the following Federal Proms, asdefinedin24CPR960.211 ,,.
paying more than 50 percent of Family Income for rem,
i
who qualify for a Ranking Preference.
PRIORITY 4: Applicants who have certified that they qualify for the following Federal Preference, asdefinedin24CFR960.211
paying more than 50 percent of Family Income for rent,
AW
who do i'Is:l qualify for a Ranking Preference.
PRIORITY 5: Applicants who qualify for a Local Preference.
PRIORITY 6: • Applicants who do DM certify that they qualify for any of the three FederalPreferences,
lid
who do W qualify for a Local Preference.
10
n When issuing Certificates, the Housing Authority will first select applicants from PRIORITY I; if no
PRIORITY 1 applicants. then PRIORITY 2; if no PRIORITY 2 applicants, then PRIORITY 3; if no
PRIORITY 3 applicants, then PRIORITY 4; if no PRIORITY 4 applicants, then PRIORITY S; if no
PRIORITY S applicants. then PRIORITY 6. Within each PRIORITY category, applicants will be
selected based on date and time of application.
No additional consideration will be given to applicants who qualify for more than one Federal
Prior to issuance of the Certificate of Family Participation for PRIORITY 1, PRIORITY 2, PRIORITY
3, and PRIORITY 4 applicants, the applicant must provide verification that he or she qualifies for a
Federal Preference by virtue of the applicant's current status. If such verification is not provided, the.
applicant will be reassigned to PRIORITY S or PRIORITY 6 status, as appropriate. Applicants so
reassigned will retain their original date and lottery status of application.
The HRA shall use its best efforts to open up its waiting list for new applications prior to offering
assistance to the last applicant on its waiting list with a federal preference.
The HRA shall extend preference to Elderly Families (including Disabled Persons and Handicapped
Persons) and Displaced Persons over Single Persons.
If the HRA determines that an applicant does not meet the criteria Por receiving a Federal preference,
the HRA will provide the applicant with written notice of the determination, and state that the applicant
has the right to meet with the Housing Technician and/or HRA Supervisor to review it.
An applicant clawing a tem burden preference must be paying more than 50% of their income towards
rem for a period of at least 90-0ays before they can be issued a Certificate of Family Particiru: j;. If
the applicant has not fulfilled the time requirement, they will be placed bath on the waiting. ; j • •. art
a federal preference. After the 90 -days has been met, the applicant can submit a change ff . i .. ..e
applicant will be repositioned on the wait list accordingly.
F.
The HRA will give written notice within 30 days after the acceptance deadline to all applicants a= to
their eligibility for the Program; ¢latus on the waiting list; and, approximate wait before rent assistanl a
Is available.
On an annual basis, all households on the waiting list will be requested by mail to update their
applications. Those failing to respond by the deadline specified in the letter will be removaJ from the
waiting list.
III. ISSUING CERTIFICATES
A. Std!
Certificates of Family Participation shall be issued without regard to race, color, religion, sex or
national origin. A family must continue to occupy its approved unit to remain eligible for
participation. If a family wishes to vacate its unit at the end of the lease term (or prior thereto, but is
required to move for reasons other than violations of the lease on the part of the family as determined
I
by the HRA), the family shall be given a new Certificate of Family Participation providing fdr housing
assistance payments for occupancy of another approvable unit, if:
I . The family provides reasonable notice (at least 30 days) to the HRA of its intention to
vacate;
2. The HRA determines that the family is in compliance by giving proper notice to the
owner;
3. The HRA determines that the family continues to be eligible for such assistance; and
4. The HRA has sufficient funds under its Annual Contributions Contract.
Families will be notified by letter when a Certificate becomes available. If the family wishes to receive
assistance they must respond within ten days. Families not responding will be removed from the
waiting list.
An applicant who is unable to receive assistance due to a temporary medical problem or a binding lease
agreement may be placed back on the waiting list until circumstances allow them to move. '[bird party
verification acceptable to the HRA must be presented for the household to be placed back on the
waiting list after everyone with a federal preference by original date and time of application. The
applicant will be placed at the bottom of the category in which they qualify, i.e., federal preferences,
resident, nonresident. If the applicant refuses assistance twice. their name will be taken off the waiting
list. The HRA reserves the right to request the applicant to complete a new application form if 90 days
has elapsed since the original application; or, if family circumstances warrant a naw and current
application.
Applicant briefings and the issuance of a Certificate will be conducted in individual sessions unless the
HRA dams it expedient for the briefings to take place in group sessions.
Briefing appointments will be set up with the household to complete an application, verify eligibility,
explain program procedures and policies, review tenant responsibilities, determine total tenant payment
and pruvide information on other services available to the family.
B.-FDMM-&KMMS" POLICY
A holder of a Certificate of Family Participation shall be responsible for fueling an existing housing
unit suitable to the holder's needs and desires in any area within the HRH's jurisdiction and within the
applicable fair market rent. A holder of a certificate may select the dwelling unit which the holder
already occupies if the unit qualifies as existing housing. By no action, either direct or indirect, may
the HA reduce the family's opportunity to choose among the available units in the housing market
within the HA's jurisdiction.
The holder of a Certificate of Family Participation from one HA in the United States who wishes to
locate within the jurisdiction of another HA, may transfer in accordance with the procedures as
contained in Appendix F. •-
12
n C. VMflcolion Procedures
Prior to the issuance of a Certificate, verification of income, assets, medical expenses, child care costs.
disability, handicap or student status and qualification for one or more Federal or Local Preferences is
required. Disclosure of Social Security numbers (SSN) is required for all family members.
Indiyiduals who have not been assigned a SSN must execute a certification stating that no SSN has
been assigned.
The applicant must sign a declaration of their status as a U.S. citizen or immigrant to show that all
members of the household are eligible for assistance. Immigration status will be verified through the
Immigration and Naturalization Service (INS).
Applicants will be required to furnish proof of any information on the Application when requested by
the HRA. Certification of family composition and residence is provided by the applicant's signature
on the Application for Admission and Recertification form. The HRA may, at its discretion, verify
family composition and residence.
Third parry or independent verification will be used whenever possible to determine anticipated family
income, awts, child care costs, disability, handicap or student status. The HRA has designed forms
to be used for this purpose.
If independent verification is not possible, income may be verified with a minimum of five (S) pay
stubs. Asset verification may include copies of bank statements, dividend notices. and contracts for
deed. Medical expenses may be documented with receipts, pharmacy printouts. or insurance
statements. Documentation from consulting physicians or rehabilitation consultants will be acceptable
verification of disability or handicap status.
An applicant who claims a federal, ranting, or local preference on their application must provide
written certification that the household's current status qualifies them for a Preference. The applicant
must be eligible for a Preference at the time a Certificate is issued. Written third party verification of
a Federal Preference is required according to regulations, 24 CFR 882.219. Applicants with a
domestic violence federal preference must also verify in writing that the person inflicting violence will
mut rejoin family without advance written HRA approval. See Appendix C Por further explosion of
Federal Preferences.
U an applicant's qualification for a Feder) and/of Local Preference has once ban verified, the HRA
may choose not to require the applicant to verify such qualification again. However, if the HRA
deterndnes that an exceedingly long time has elapsed since verification; or, the HRA has reason to
believe that the applicant no longer qualifies for a preference, the HRA may request am verification.
The HRA will verify that an applicant is eligible within the period of 60 days before the HRA issues a
certificate to an applicant.
An applicant placed on the waiting list who no longer qualifies for a Federal Preference will be
repositioned in the nonpreference portion of the waiting list according to date and time their applicat°-a
was received by the HRA.
13
Applicants determined to be ineligible and/or not meeting the criteria to qualify fora Federal
Preference will receive a written notice of the determination stating that they may request an informal
review of the decision within 30 days. This procedure will be conducted according to the Informal
Review and Hearing Procedures, contained in Appendix E.
Information packets and other helpful materials will be given to the family at the briefing session in
accordance with 24 CFR 882.209. Applicants will receive information on the Fair Market Rent used
to calculate subsidy, total tenant payment, tenant rent, portability and tenant responsibilities.
Portability procedures are further outlined in Section Vlll.
Special services will be provided to families that and an interpreter, or who appear to lack
comprehension of rhe Program. Social workers, counselors, and/or relatives are encouraged to attend
the briefing session with the family.
Information on other social services, such as employment training opportunities or area day care
providers, may be provided. Referrals will be made at the applicant's request or when a need is
apparent.
Information on available units may be provided as needed; however, it is the participant's
responsibility to locate an appropriate rental unit. The HRA may assist elderly or handicapped persons
or families experiencing difficulty in locating a unit. Neither in assisting a family in finding a unit,
nor by any other action may the HRA directly or indirectly reduce rhe family's opportunity to choose
among the available units In the housing market.
Obligations of the family under the Program will be clearly reviewed with the family at the briefing
and included in the information packet. These obligations are also set forth in the Certificate of Family
Participation. A family participating in the Section 8 Housing assistance Program must:
Supply any income information, certification or documentation which the HRA determines
necessary in the administration of the program. Ibis information may be used for a regularly
scheduled or interim reexamination of family income and composition in accordance with program
requirements;
Allow the HRA to inspect the dwelling unit at reasonable times and atter reasonable notice;
Use the dwelling unit solely for residence by the family, and as the family's principal place of
residence,
Not engage in drug-related criminal activity or violent criminal activity, including criminal activity
by any family member. Drug related activity is further defined in 24 CFR 882.118 of the
regulations;
Provide evidence of citizenship or eligible immigration status:
Not cause HQS violations relating to tenant/guest damages or tetiam-supplied utilities and
appliances;
Not commit any serious or repeated lease violation;
Notify owner before vacating unit and give HRA copy of the lease termination notice when notice
is given to owner;
Promptly give HRA copy of any owner eviction notice;
Promptly notify HRA if any family number no longer resides in unit;
JPromptlyinformHRAofbirth, adoption. or custody of a child and request HRA approval to add
any other family member;
14
Comply with HRA requirements for residence by a foster child or live -in -aide; and
Promptly notify HRA of absence from unit, supply information or certification requested by HRA
to verify that family is living in unit, or relating to family absence from unit.
A violation of any of the family obligations listed above is grounds for the HRA to terminate
assistance.
E.
Each participant shall be issued a Certificate of Family Participation form. This form shall specify the
smallest number of bedrooms appropriate to the family, taking into consideration the minimum
commitment of Housing Assistance Payments, avoidance of overcrowding, and compliance with
applicable Housing Quality Standards (HQS) and Subsidy Standards as outlined in Appendix D.
A family may rent a larger dwelling unit provided the react to owner, plus any allowances for utilities
gross rent) and other services do not exceed the Fair Market Rent (FMR) for the bedroom size
designated on the Certificate. The family may rent a smaller sized unit if it is the family's preference,
provided it is acceptable under current Housing Quality Standards and Subsidy Standards. The gross
rent for the smaller sized unit cannot exceed the FMR for that unit size. The utility allowance used
will be based on the actual size of the unit selected. The household shall retain the larger Certificate
size so that if a subsequent move is made to a larger unit, the Certificate is available for their use.
The HRA may allow families to use the living room as naxssary to accommodate one living/aleeping
room for each two persons. Children absent from household due to placement in foster care will be
j counted when determining the applicable subsidy standard.
Exceptions to the subsidy standards will be considered only where it is medically necessary for the
family to have a larger unit size. An exception to the subsidy standards may only be requested at the
time of tenant selection or regular annual rorertif?cation. Applicema/Participanta must provide
verification from a qualified medical professional substantiating the medical need and proof the family
has exhausted all reasonable means of accommodating the medical need within the designated unit size.
Reasonable means includes, but is not limited to, an adult and child sharing a sleeping room, finding a
larger size unit within the FMR of the designated unit size, and using a living room as a sleeping
room. The HRA will not consider r: attests for exceptions due to the age and/or sex of dependents.
F.
If an applicant is determined to be eligible, an adjusted annual income is used to calculate the Total
Tenant Payment Clip) and Tenant Rent. The adjusted income equals the annual income less:
480 for each dependent. A dependent is defined as a member of the family (excluding foster
children) and other than the family head or spouse, who is under 18 years of age, is a disabled
or handicapped person as defined on page 3, or IS years of age or over and also a full-time
student. A full-time student is one who is carrying a subject load that is considered full-time
for day students under the standards and practices of the educational institution attended. An
educational institution includes a secondary or vocational school with a diploma or certificate
program, as well as an institution offering a college degree.
J • $
400 for any elderly, handicapped or disabled family. These household We, are defined on
pages 2 and 3.
Is
Medical Expenses in excess of three (3) percent of annual income, and which the family
anticipates incurring over the twelve months following the effective date of certification that
are not covered by insurance. Examples of medical expenses are dental costs, prescription
medicines, medical insurance premiums, eyeglasses. hearing aids and batteries, the cost of a
live-in aide and monthly payments squired on accumulated major medical bills. These
deductions are available to elderly, handicapped, and disabled households only.
Handicap Assistance Expense in excess of three percent of Annual Income may be deducted for
expenses for care attendants and 'auxiliary apparatus' if such expenses enable a family member
to wort and do not exceed the earned income of the bousehold members enabled to work.
Child Care Expenses. This includes amounts anticipated to be paid by the family for the can
of children under 13 years of age, and only where such care is necessary to enable a family
member to be gainfully employed or to further his/her education, and only such amounts that
are not reimbursed through other sources. In cases where weekly child care expe-ses are
different for the school year and school vacations, annual calculations will be based Ln. thirty-
nine (39) weeks for the school year and thirteen (13) weeks of school vacation. In cases where
child care expenses aro on a pa month basis, the calculations will be based on a nine (9)
month school year and three (3) months school vacation. No deduction for child care will be
allowed if a parent is at home unless, proof of inability of the parem to provide daycare Is
verified by a doctor's statement.
The Total Tenant Payment (ITP) is calculated from the family's adjusted income. Thirty (30) percent
of the monthly adjusted income, ten (10) percent of the annual income, or $35.00 whichever Is more,
is the family's Total Tenant Payment. Tenant Rem is equal to the TTP, less the Utility Allowance.
Once the Tenant Rent is established it will remain in effect until the next scheduled reexamination or
until circumstances occur, such as a change in regulations or family income, that warrants an interim
rem and/or income review. Interim changes and lingual reexaminations are further discussed in
Section V.A. and V.B.
The Utility Allowance is based on an average monthly cost of utilities not included in the rent, that is
the responsibility of the family occupying the assisted unit. The HA has established schedules of
allowances for each unit type and bedroom size of leased housing. Ito Utility Allowance shall be
established each year. A survey of tenant usage as well as a survey of utility increases will be used to
establish new rates.
G.
Certificates will normally be issued for a period of sixty (60) days. If a family is unable to find an
acceptable unit within 60 days due to low vacancy rates or other hardships, extensions will be granted
on a case by case basis after 60 days, but, will not exceed a total of 120 days. Applicants who fail to
contact the HRA before the expiration of their original 60 day certificate will be ineligible for
extension and their certificate will be considered expired. If the Certificate expires and the family has
not found an acceptable unit, or requested an extension. they must reapply for Rent Assistance when
the waiting list is open to new applicants.
A suspension, stopping the cloth on the term of the certificate, not to exceed 120 days, will. be granted
if the family has submitted a Request for lease Approval form during the term of the certificate for
such period up to the time when the HRA approves or denies the request.
In the event of a family separation, the family members who remain in the leased unit will retain
possession of the Certificate and be eligible for continued participation in the Program. if family
separation is the result of divorce or separation under a settlement or judicial decree the HRA will
follow any court determination of which family members keep the program assistance.
Familks requesting Certificate extensions or help in finding a unit rr :y be individually counseled. The
HRA maintains a list of apartments eligible for participation in the Section 8 Housing Assistance
Program.
IV. SELECTION AND LEASING OF UNIT
1e
The bolder of a Certificate shall be responsible for finding an existing housing unit suitable to the
bolder's needs and desires in any area where the HBA determines that it is not legally barred from
entering into contracts. This includes the receiving HA's jurisdiction when the family is participating
under the portability guidelines as described in Section Vlll. A family may select the dwelling unit
which they already occupy if rhe unit qualifies as an existing housing unit, meets Housing Quality
Standards and other requirements under cite Section 8 Housing Assisu ince Program.
When the family finds a unit suitable to its needs, it must submit a Bequest For Lease Approval
BFI.A) form, which has been completed by the building owner. The RFLA form and a blank copy of
the owner's proposed lease is to be submitted to the HRA by the first of the month before to lease
begins.
The HRA must give the owner the family's current address (as shown in HRA records) and the name
and address Of known to the HRA) of the landlord at the family's current and prior addresses. The
HRA may provide other information to the owner with regard to damage claims, evictions, and
unlawful detainers filed against a family, if authorized by the family.
If a landlord uses their own lease, a lease Addendum will be provided by the HRA and must be signed
by the owner's representative, housing authority representative and the tenant. The landlord may also
choose to use the sample lease provided by the housing authority. All leases will be reviewed to
determine that no illegal provisions are contained in the proposed lease.
The HRA shall review die RFLA to determine that the owner is eligible to participate in the program,
tie unit qualifies, and the lease complies with the program's requirements governing prohibited and
required lease provisions and local and state law. To be eligible, the unit must qualify as decent. safe,
and sanitary housing under the HQS and meet the family's unit size standards and FMR limits, if any,
as set forth by the HRA.
If the family is moving to another jurisdiction under the portability guidelines for the Section 8
Housing Assistance Program, the subsidy standards. FMR or Payment Standard are determined by the
Receiving HA. The Request for Lease Approval will be forwarded to the Receiving HA to complete
the portability process. Portability procedures are further defined in Section Vlll.
With the information provided on the Request for Lease Approval form, a HQS inspection will be
done on the unit. If the inspection reveals the unit meets the HQS criteria, the HRA will proceed with
the preparation of the HAP Contract and Lease.
If the HRA determines that the unit and/or the lease cannot be approved for any reason, the HRA shall
so notify the owner and the family.
B. Rent Reasonableness
Based on the annual rental market study conducted by the HRA and frequent contact with apartment
owners, a determination of rent seasonableness will be completed for each participating unit on the
program. Documentation of rent reasonableness will be contained in each participant file. The HRA
will determine the reasonableness of rent in relation to geographical location, quality, amenities. and
the management and maintenance services available in the structure or complex. The HRA may
request a landlord provide copies of rem rolls to assist the HRA in determining rem reasonableness.
The HRA can disapprove a lease for a unit with teat that is not reasonable, based on rents currently
charged for comparable unassisted rental units. Each lease disapproved due to rent that is not
reasonable will be documented In the participant file.
C. Hag Oualily Standeeds and ilnit tnsnediona
Before approving a lease, the HRA will inspect the unit for compliance with the Federal Housing
Quality Standards (HQS). These are established in accordance with the regttlatinns t forth In 24 CFR
882.109 and the HUD Inspection Form, for assurance of a decent, safe, and sanitary unit.
If the HRA's inspection reveals that a new unit contains HQS violations, the HRA will notify the
owner and the family that the unit may not be leased under the program until all deficiencies are
corrected.
The tenant will be held responsible for the following HQS violations. The HRA may terminate
assistance to a family for these HQS violations:
failure to pay for tenant -supplied utilities;
failure to provide and maintain tenant supplied appliances; and/or
damage caused by household members or guests to unit or premises.
If, on recertification, a current participant's unit fails inspection, the appropriate party (owner or
team) will be informed in writing of the defects to be corrected in order for the unit to pass HQS.
The notice will describe the seriousness of the deficiencies which violate HQS and require that the
conditions be corrected within the following time periods, based on the nature of the violations:
If there are serious deficiencies which present an immediate danger to the health and safety of
the family, the HRA will require the appropriate party to correct the deficiencies within 24
hours. If the deficiencies occur in a unit already under contract and are the owner's
responsibility and the owner does not correct the situation. the HRA will abate housing
assistance payments and terminate the Housing Assistance Payments Contract in accordance
with the terms of the Contract. The HRA will assist families in locating a new unit. If the
family is responsible for the deficiencies and does not correct the situation, the HRA will
terminate assistant.
Is
If there are deficiencies of a moderate nature that do not immediately affect the health and
safety of the family but are violations of HQS, the HRA will require the appropriate party to
correct the deficietcies within 30 days. At this time, the HRA will notify the owner, if
respcnsible for deficiencies, that this serves concurrently as a 30 day notice to abate housing
assistance payments, and terminate the HAP contract, in the event the repairs are not made
within 30 days. If the family is responsible for the deficiencies and does not correct the
situation, the HRA will terminate assistance.
If the repairs are of nature that carrot be completed within the 30 day time period, the HRA
will assign a reasonable completion date. If the repairs are not completed within 30 days or
the deterrrhted completion date, the HRA will withhold housing assistance payments, if owner
is responsible for the deficiencies, until an inspection by the HRA has verified completion of
the repairs or the family moves to another unit and the HAP contract is terminated. If the
family is responsible for do deficiencies and does not correct the situation, the HRA will
terminate assistance.
The HRA must reinspect the unit to ensure all HQS deficiencies have been corrected prior to the
execution of an extended or new Housing Assistance Payments Contract.
In the event tbe HRA withholds Housing Assistance Payments for NQS violations, the owner will be
given a thirty (30) day written hiotice of the intent to withhold payment.
In addition to Federal Housing Quality Standards, the Plymouth HF -A has adopted additional HQS
items, as required per Plymouth City Code:
A hard wired operational smoke detector in the bedroom hallway.
A deadbelt-type lock is required on all entrance doors.
All rental units and buildings, including single family homes and duplexes must be licensed in
accordance with the Plymouth City Code.
Violations of the above Code Items will result in the same Housing Assistance Payment withholding
procedure as enforced for HQS violations.
The following items are not to be recorded as HQS violations, but are items the HRA may request the
owner to address. By requesting repairs of a minor nature, the HRA is attempting to maintain quality
housing stock throughout the City of Plymouth.
Dripping faucets in kitchen or bathroom
Missing or brokah drain stopper in sinks or bathtub
Deteriorated grouting around bathtub and fixtures
Slow drain in sinks or bathtub
Broken or missing shower curtain rod
Running" toilet
Cracked toilet seat
Bathroom sink loosened from wall
Uncaulked or unsealed openings around pipes that penetrate walls
Stove fan or kitchen vent not in'working order
Refrigerator with damaged or missing parts
Inoperable dishwasher or garbage disposal
Missing doors (other than entry and bathroom)
Closet doors 'off the tracks' and/or difficult to operate
Missing globes on ceiling lights
Air conditioner not in worsting order
Cover panels missing from hot water baseboard heating vents
Window panes with minor cracks
Water stained walls and ceilings, with no evidence of wet or loose plaster
No screens or screens that are torn or ill fitting
Cracked shelving, drawers or cabinet doors
Stained or wore carpeting
Chipped tile or damaged flooring that is not a serious. tripping hazard
S[4114L
Inedequate drainage causing potential hazards
Nuisances which cause potential hazard or violate City ordinances
D. OW1101 Control handIM;y
In order to ensure that inspections are adhering to Housing Quality Standards and an, providing
consistent determinations, the HRA will review a sample of the completed inspections. Quality
Control Inspections will be done on a random five (5) percent of the new and renewed units under
contract each year to ensure the uniform interpretation of the HQS. Quality Control inspections will
be done according to Chapter 5.12 of HUD Handbook 7420.7 Inspections will be conducted by
person(s) other than the original inspector.
E. seculdly Room
Families am responsible for paying the security deposit and any required utility deposits. An owner
may require a family to pay a security deposit at the time of the initial execution of the lease.
The deposit for a newly leased unit is limited to an amount no greater than the amount collected from
the owner's non -assisted tenants.
20
J
For families leasing in place, the owner may retain the original deposit collected prior to due family's
participation on the program. Families leasing in place who previously paid a security deposit amount
equal to thirty percent of the family's monthly adjusted income, one month's Total Ten.!mt Payment
TTP), or $50 must pay the difference between the amount actually paid and the current security
deposit amount, unless the new rent increase is at or below the annual adjustment factor (AAF).
When a participant vacates a unit owteg em rent or other charges, or if the amount owed is fess than
the amount of the security deposit, the owner shall refund the full amount or the unused balance. The
deposit amount, plus interest must be returned or a written explanation as to why h was kept must be
received by the tamiy within 21 days from the end of tenancy, or as otherwise prescribed by State
law.
When a unit has been approved, the HRA will process payment to the landlord. Computations and en
itemization of Total Tenant Rent and Housing Assistance Payments (HAP) for all Current rent
assistance participants are computed and maintained by the HRA. Payments are then transmitted to the
Finance Division of the City of Plymouth. The Finance Divisions prints the checks and records the
payments. The Finance Division reviews the checks against the HAP Register. Checks are sent out by
mouth end so that the owners receive rent assistarue payments as close to the first of the mouth as is
feasible.
G. DiserlsolwO
FamBles encountering apparent discrimination In their search for suitable housing are informed of the
appropriate resources for assistance in filing a complaint. The HRA will help process all apparent
discrimination claims and provide support to the families involved by referral to appropriate agencies,
the Mh mesma Department of Human Rights, the Plymouth Human Rights Commission and the Fair
Housing Division of the HUD Area Office. A detailed Housing Discrimination complaint procedure Is
included with the information packets provided at the briefing.
H. Disnemmul of Owner
The HRA cannot approve a unit if the HRA has been intbnmed that the owner is disbarred, suspended,
or subject to a limited denial of participation under 24 CFR part 24. The HRA may deny approval to
lease a unit from an owner if the owner has:
violated obligations under a HAP contract;
committed fraud, bribery, or any c.,rrupt or criminal act in connection with any Federal housing
program;
engaged in drug-trafficking;
demonstrated a history of renting units that fail State or local housing codes; and/or
not paid State or local real estate taxes, fines or assessments.
21
V. ONGOING OCCUPANCY
A. Reeraminatiom
An itemized listing of participants indicating the initial execution date of leaset. and contracts will be
used to determine the effective date of the next reexamination. Regulations require income and family
circumstances to be reviewed at least annually. This process will begin at leant 90 days prior to the
anniversary date of the lease. The annual reexamination process will include an examination of
Income, family circumstances and composition, medical or child care expenses, as well as reinspection
of the unit for continued compliance with Housing Quality Standards. An initial H S inspection will
be conducted if the family is moving to a new unit. Computation of the new Total Tt m;-. Payment,
Tenant Rent, and Housing Assistance Payment will be made.
If family circumstances are such that it is not feasible to anticipate a level of income over a twelve
month period, the income anticipated for a shorter period may be annualized, subject to a
redetermination at the end of the shorter period. Families with no reported income will be reviewed
every 60 days and required to complete a zero income questionnaire/statement. Zero income will be
confirmed by sending verifications to last known employers, and income sources. State agencies,
Social Security Administration. and other public welfare agencies.
At the time of the annual reexamination, the family will be eligible to be considered for a larger site
unit, If applicable. This option however, will be contingent upon the availability of funds for a larger
size unit. A list will be maintained for families requiring larger size units due to subsidy standards.
Upon reexamination, and when available, a family will be offered a certificate based on family
composition, with larger size families taking precedent.
If. at the time of a reexamination or an Interim review, the HRA determines the amount payable by the
family toward the Total Tenant Payment equals the full gross rem for the unit, their HAP.payment will
be zero. The unit however, shall remain under contract for a period of six (6) months unless the
family moves. While the family's Total Tenant Payment is sufficient to pay the full gross rem on the
unit, this shall not affect the family's other rights under the lease. nor shall such a determination
preclude resumption of payments as a result of subsequent changes in Income, rent, or other relevant
circumstances within 6 months from the date of t';: last HAP payment.
Failure to retarn required verifieatlons or failure to keep appolaammts for rehuspecdow or
rraanralostloas wre gum for termination of a blaoce.
B. INS
Interim reviews will be conducted when a family reports any changes in family size or circumstances, a
decrease In gross income or increases or decreases in medial or daycare expenses that would lower the
family's TTP, an increase in gross income of $40 or more per month, or a change occurs in HUD
regulations or HRA policies during the term of the lease.
An interim ren review resulting in a decrease in Total Tenant Payment will be effective the first of the
following month. Written notice of the redetermination will be sent to the family and the owner. An
increase in Total Tenant Payment will be effective the first of the month after a 30 day written notice
has been given.
22
M
It is the responsibility of each participating family to report changes in family composition, income or1inmedicalorchildcareexpensesoccurringpriortothefamily's next regular reexamination. These
could result in a change in Total Tenant Payment.
Failure to report changes in income or family status may result in termination from the Program. In
the case of previously unreportedincome, and changes resulting in an increase in the participant's
obligations, the HRA will require a repayment agreement or payment in full, to recoup any
overpayment made by the HRA.
A family must report a change to the HRA and add a persou(s) to the certification and lease if they are
a guest in the household for more than thirty (30) days in a year.
C. BWtllletl
Housing Assistance Payments for the program are the difference between the total contract rent and the
Tenant Rent. See Section W.F. for as explanation of the tenant rem calculation.
Once the Teinant Rent and Housing Assistance Payments are established, they will remain in effect
until the next scheduled reexamination or until circumstances occur, such as a change in regrlations or
family income, that warrants an interim review.
After the first year of the lease contract, rent increases aro governed b t the HRA. The HRA approved
rent increases and annual rent increases are reviewed annually at tin: time of reexaminations. Rent
increases are limited to the applicable Annual Adjustment Factor (AAF). An AAF is the percentage
allowed by HUD for Unit .rent Increases and varies by the amount of rent currently being dwsW for
the unit.
D.
The HRA reserves the right to request that all complaints be put in writing. No action will be taken on
anonymous complaints.
If a Section 8 tenant china that the landlord.has breached the terms of their Contract with the HRA,
the HRA will conduct an investigation. in the event the HRA determines a landlord has breached the
terms of the required lease provisions or HAP contract, the HRA will request the landlord felts
corrective action. The HRA may exercise any of its rights or remedies under the Contract. The HRA
will notify the owner in writing of such determiaation and include a brief statement of the nuoub) `or
the determination and may require the owner to taloa corrective action by a time prescribed in the
notice. The MRA's rights and remedies under the Contract Include recovery of overpayments,
termination or reduction of Housing Assistance Payments, and termination of the Contract.
In the event the cmc ger presents complaints regarding a participating family, the HRA will make a
reasonable attettin tz resolve the problem. If no resolution is feasible, the owner may elect to evkt the
tenant.
23
E.
A family may be absent from the unit for brief periods. If the absentee is to exceed thirty (30) days, the HRA must be ratified and grant prior approval of the absence. The family must include the. duration of and reason for the absence in their notification to the HRA. The family may not be absentfromtheunitforaperiodofmorethan180consecutivecalendardaysinanycircumstance. or for :d -yreason. If the family is absent from the approved unit for longer than the maximum period permitted. the HRA will terminate the HAP contract and assisted lease.
VI. TERN WAITOM
A. Termination k y Pert lkW
A family must continue to occupy its approved unit for the initial year of the lease term, unless the
owner and family agree to a mutual recision of the leases Written notice of the recision must befurnishedtotheHRA.
If the participant and landlord use the sample lease provided by the HRA, a participant may stemmatatheleasewithoutcause -etany time afbr the first year of dm term of the lease. no participant must
provide a minimum of thirty (30) days and a maximum of sixty (60) days antitam thrice to the Darner, with a copy to the HRA. The participant will then be reexamined to determine their continued
eligibility for teat assistance. If determined eligible, the participant will be givea a Certificate tolocatetoanotherunit.
If the participant and INWIad have entered into a lease other than the HRA sample lease, the terms oftheexecutedleaseandLemAddendumwillprevail.
8. hms or Denlift-aUElstance by HRA
The HRA may terminate a participant's housing assistance if.
The participant has committed any fraud, bribery or any other corrupt of criminal act in connection. with any federal housing assistance program;
The Participant has breached a repayment agreement with the Plymouth HRA or another HA, as. described in CFR Part 882.210(c) of the regulations;
The Particlpam currently owes rem or other amounts to the Plymouth HRA or another HA in
connection with Section 8 or Public Housing assistance under the U.S. Horsing Act of 1937;
The Participant has engaged in drug-related criminal activity or violent crimV.d activity. includingcriminalactivitybyanyFamilymember. Drug-related criminal activity is further defied in 24CFR882.118 of the regulations;
The participant has violated any Family obligation as defied under 24 CFR 882.118;
The participant or any member of the family has ever been evicted from public housing;
The participant or any member has-been terminated under Section 8 programs; and/or
The participant has engaged in or threatened abusive or violent behavior toward HRA personnel.
24
If the Plymouth HRA decides to terminate Housing Assistance Payments for an applicant family, an
opportunity for an informal review will be granted according to current regulations as set forth in the
HRA's Informal Review and Paring Procedure, Appendix E. The applicant and owner will be given
30 days written notice of termination. The notice of terminations will state the reasons for
termination, the effective date of termination, the family's right to request a hearing, and the family's
responsibility to pay the full rent to the owner if they remain in occupancy beyond the termination
date.
NOTICE OF TERNINA71ON will be am to families failing to comply with HRA continued
occupancy regulation, including: reexamination requirements; repayment agreements and reporting
household changes, etc. N the tenant does not respond, a notice of CONFIRMATION OF
TERMINATION will be sent confirming the termination and the tenant's responsibility to pay full rem
to the owner. The tenant may male a request, within ten days of the date of the notice, for an
informal hearing with the HRA as ad forth in the Informal Hearing Procedures.
Grounds for denial or termination of assistance are further defined in 24 CFR 882.210 of the
regulations.
C. Terminations by Owrrer
The owner must comply with all requirements of local law and current regulations for the Section 8
Housing Assistance Program who terminating the tenancy of any participant in the Program. Tenancy
terminations can occur during the lease term only ager serious or repeated violation of die terms sod
conditions of tiro lase, violation of Federal, Sato, or local law affecting occupancy or use of die
dwelling unit, or other good cause.
Examples of "other good ama• are outlined In 24 CFR 887.213 of tine regulations.
1)
During the fist year of the term of tie lease, the owner may not terminate the tenancy for 'other good
cause' unless the termination Is based on family malfeasance or nonfeasance. This Is further defined in
24 CFR 887.213 of the regulations.
The owner may evict the tenet from the unit only by instituting a court action. The owner must
testify the HRA in writing of the commencement of procedures for termination of tenancy at the sarne
time notice is given to the tenant as prescribed by State law.
Owner may terminate tenancy for criminal activity by a family member, a gust, or another person
under tenant's control that thratens the health, safety or right to peaceful enjoyment of promises by
other tensats or person residing In immediate vicinity of premises. Owner may also terminate tenancy
for say drug crime on or near premises by a family member, a guest or another person under tenant's
control.
25
VII. DAMAGE CI AIMS/VACANCY LOSS/REPAYMENT AGIRBBMEIiPd"'
A. Geneml
In the event a family vacates a unit and the security deposit provided by the femuy is ioaufficlent
reimbursement for unpaid rent or other amounts owed under the lease, or if the owner did not collect a
security deposit and the family has failed to satisfy the liability after an attempt to collect the amount
has been made by the owner, the owner may fide a claim with the HRA If the HAP contract was
executed prior to January 19% and provides for such reimbursement in Section 6.0 of the HAPContract. If the HAP contract was exa unix! after January 1996, 16e owner is responsible for
obtaining reimbursement directly from the tenant.
If no deposit was collected from the family or the amount collected was less than. the required amount.
the HRA'a liability for a claim will be reduced by the amount the owner could have collected. If the
deposit collected was in excess of the deposit required, the MRA's liability for a claim will be reducedbythatamount.
Owners eligible for and seeping reimbursement from the HRA for damages or vacancy loss mustinformtheHRAimmediatelyuponlearningofthevacancy. The owner must request an Inspection of
the vacated unit by HRA staff prior to any repairs (including claiming) being made. Tim HRA will
conduct a move out inspection prior to the end of ten may in the presence of tbe owner or his agent and
the family, if available. The HRA will conduct its inspection within three business days after beingnotified. Should the owner fail to contact the HRA for the inspection, dw owner will be required to
seep recourse against the tenant by court action. Based on the court's 'determination, the HRA will
then make its award, not to exceed the limits of the program. Bdbre making a claim for
reimbursement from the HRA, the owner must fust make an attempt to collect from the family. U thefamilyrefusestopayordoesnotrespondtoallemptstocollect, a claim May be filed with the HRA.
The HRA will determine if the owner has made a reasonable attempt to collect amounts owed from the
family.
Any reimbursement must be applied fust toward any unpaid rem due under the lease and then to other
amounts owed under the lease. A maximum of two months unpaid tenant rent may be reimbursed.
B. D&maee Claims
An owner eligible for and requesting reimbursement for damages must submit a complete itemization
of damages, repairs and cleaning charges, along with supporting documentation and receipts. This
documentation must be submitted within sixty (61) days of the lease sermhmlk n or move out. Included
with this mtua be documentation of billing and subsequent nonpayment by We family.
The HRA will then review all information regarding the claim for accuracy and completeness, takingintoaccountthepropernoticerequirementsspecifiedintheleaseanddeterminetheamount, if any, towhichtheownerisentitled.
Under the program, claims can be paid for actual amounts due the owner for damages and unpaid rent,
up to an amount -equal to two months' rent, less the security deposit actually collected or tbe amount
that could have been collected from the family, whichever is greater. Payments to the owner are first
applied to unpaid rent. Reimbursements for damages to items such as appliances, carpeting, etc, willbecalculatedonadepreciationbasis.
26
C. VaceflaLass ,
For a vacancy loss claim with the program, an eligible owner retsina the Housing Assistance Payment
for the month that the unit is vacated, plus eight (80) percent of the total rent for one Additional miomth
if the unit is still vacant. In claiming a vacancy loss, the owner must furnish copies of die ads plated
for leasing the vacated unit and demonstrate, to the satisfaction of die HRA, that a genuine attempt has
been made to rerent the unit.
D.
Prior to reimbursing an owner, the HRA will notify the fancily of the claim amount to be paid. A
period of ten (10) days will be given for a written response to dispute the claim and request ao
Informal Hearing. No response within this time will result in the family being liable for the full
amount of the claim.
If the claim is disputed, the family will be given an opportunity for ser Informal Hearing. At that time,
the HRA will request that the family and 'he owner or their representative be present to discuss the
claims and amounts owed.
Upon reimbursement to the owner for tenant caused damages, umpeld rent, and vacancy lose, the HRA
will notify the family of the amount paid. The family will then be informed that they will not be
Issued another Certificate for a new unit until the HRA necelves full reimbursement for the modes paid
to the owner. The HRA may offer the family the opportunity to repay the firma due on a monthly
basis. Families wishing to use this option will execute a repayment agreement with the HRA..
A family choosing not to execute a repayment agreement may be terminated only when they move
again and fail to repay amounts owed, or are terminated for other causes.
The HRA will process the claim and reimburse the owner for any amounts owed under the program
regulations while having executed a new Contract with the family in a second racial unit. The HRA is
obligated by regulation to continue housing assistance payments to the second owner on behalf of the
family.
VM- CERTlarICATEIVOUCHM PORTABILM
A. Genersd
Portability refers In the opportunity for participants to move outside the HRAs jurisdiction while
continuing to receive Section 8 tenant -based assistance. A family is eligible for portability if they hold
a current housing Certificate or Voucher, or if the family is a current participant in the initial HA's
Housing Certificate/Voucher Program. Payment Standards for vouchers will be established at the same
amount as the Certificate program's rent limits in Plymouth.
A family not living in the jurisdiction of Plymouth at the time the family applied for assistance must
rent a unit in Plymouth for at least 12 months. If the family lived in Plymouth at the time ofJapplication, the family may rem a unit anywhere in the United States that accepts Section 8 Housing
27
Assistance program assistance. If a family pons out to another jurisdiction, the family is Aquired to
remain in that jurisdiction for at least 12 months.
Certificates and Vouchers have unlimited portability within the United Stena.
A Receiving HA that administers a Certificate program may not limit the number of Certificates issued
by other HAs to portable families coming into their jurisdiction.
When the family moves out of Plymouth's jurisdiction under the portability provisions, Plymouth HRA
retains responsibility for funding that Certificate under its Annual Contributions Contract (ACC).
B.
1. The INITIAL HA is the housing agency administering a Section 8 Housing Assistance
Program with a Certificate/Voucher holder who desires to move or who has moved to another
jurisdiction.
2. 71e RECEIVING HA is *he housing agency administering a Section 8 Housing Assistance
Program that euepta.a CertiScateNoucher holder from another HA.
3. The ADMMSTRA71VE FEE is n to earned by a HA for each unit under contract with an
owner each mouth. Ibis fee is istded to cover a HA's ongoing program administrative
expenses.
4. The PRELZMARY FEE Is a one time allowance based on ACC year, earned per unit Por a
HA's actual costa In starting up a Certificate program. A Receiving HA can also earn a
Preliminary Fee for justified lease up expenses for a portable Certificate.
S. The COST TO HELP FAMUM WHO EXPERIENCE DIFFICULTY REN71NG
APPROPRIATE HOUSING is an amount billed that an Receiving Housing Authority may bill
do Initial Housing Authority for justified administrative expenses for a household with. 3 or
more minora.
The following procedures will be used for portability clients:
1. The family eligible for portability will notify the Initial HA of its desire to move to another
jurisdiction. The initial HA will request the family to complete a Request for Lmse Approval
form for the unit in the new jurisdiction.
2. The new jurisdiction must assume the role of the deceiving HA if they operate a Section 8
Housing Assistance Program. They must choose to either bill the Initial HA for the Housing
Assistance Payments (HAP) and Administrative Fee, or provide assistance to the family under
its own Certificate/Voucher Program. If the family refuses the direct assistance, the Receiving
HA can deny participation to the family.
J
28
3. If the new jurisdiction does not administer a Section 8 Housing Assistance program. the
Plymouth HRA must fulfill the necessary HA responsibilities and provide assistance to die
family in the new jurisdiction, or contract with a HA more convenient to tat jurisdiction to
provide administration.
4. The Initial HA will notify the Receiving HA to expect the family: ecrify to the Receiving HA
that the family meets the income eligibility requirements for admission to die Initial HA's
program by forwarding all current income worhshects, verification forms, and current
Certifnate/Voucher; and confirm with the Receiving HA the due data for the submission of a
Request for Lease Approval by the portable family. 71e Adminisuitive In earned by the
Receiving HA is an amount equal to eighty percent (80%) of the Initial HA's administrative
he.
S. The Receiving HA may bill the Initial HA for a Preliminary Fee for cost justified expenses
each time it accepts a portable Certificate family into its jurisdiction. It may also bill the Initial
HA for Cost To Help Families Who Experience Difficulty Renting Appropriate Housing for
families porting into the Receiving HA with three or more minors.
6. The Receiving HA will recertify family income for the purpose of determining Housing
Assistance Payments and Tenant Rent. All the functions normally associated with providing
assistance to a fatally on its own program will be performed by the Receiving HA, including
lease approval, annual recertification and unit inspection.
7. U the finally wishes to nave out of the HA's jurisdiction, the Initial HA will issue the family a
CerdfiemeNoaeher and give them a Request for Lease Approval and complete the poNmg
process as they would a regular program participant. When the family completes the steps to
port to another jurisdiction, or ceases to be a participant on the program. the Receiving HA
will promptly notify the Initial HA.
Orme a family ports out of Plymouth and is being administered by another housing antbority, that
family must reside in that jurisdiction for at least 12 months before porting to another jurisdiction.
EL PROGRAM PROCEDURES AND REVIEW
The lease up of the Section 8 Certificates will be conducted ao, o Ing .to the lease up schedule, as
attached to the annual budget information. Certificate issuance will be based on die current udlk scion
of units and the anticipated Certificate turnover. Accordingly, regulations permit the over Issuance of
units In numbers not to exceed ten (10) percent of the total allocation.
The Fair Market Rent schedule is that which is annually established by HUD for the HRH's area of
jurisdiction.
Ongoing monitoring of market rents will be accomplished through continual feedback from applicant
families as they search for suitable units. Annual market rent surveys will also be conducted, giving a
more thorough analysis of the market spread of rents throughout Plymouth.
29
The Administrative Fee Reserve account for the Certificate program is credited with earned
administrative fess that exceed expenditures for program administration during the fiscal year. Any
transfer of funds from the Administrative Fee Reserve accounts for other (rousing purposes as
described in HUD Handbook 7420.7. CHG-9, 8-2(d), may only be made with the prior approval of the
HRA Commiaaiouera.
The foragoing policies aro subject to review and amwdment by the Housing and Redevelopment
Audrority In said for the City of Plymouth.
x BiJDGLrIUVG/STAFMG INFORMATION
The City of Plymouth bas several employees who spend part or all of their time as staff working for
the Plymouth HRA. The City of Plymouth issues payroll cheeks to Housing Authority staff and is
reimbursed by the Housing Authority for all costa Incurred.
Current staffing needs for the Section 8 Housing Assistance Program are met by two fuli-tfine prions
a Housing Technician and a Senior ClerknWist. Additional support staff includes an Executive
Director. HRA Supervisor. Housing Inspector, Clerical Supervisor and accounting clerk. No staff
mambas charge more than 100 percent of their time to Section 8 administration.
kegular staff functions Include, but are not limited to, outreach, intake and briefings, eligibility
delarmlastions. HQS WsPecdone. recertticatioos. mommy payer Inning, coordination of
Incoaft and outgoing pohtabilhy, iofotmatiom and retard, damage claim processing end f meld
management per•
The Executive Dfrector la designated by the Housing and Redevelopment Authority Board of
Commissioners. The Executive Director is accountable to to HRA Board of Commissioners A
current orgamizatida chart for the HRA staff is attached as Appendix J.
J
30
APPENDIX A
FORM APPROVED
OMB No. 63-RIS07
U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
SECTION 8 - HOUSING ASSISTANCE
PAYMENTS PROGRAM - HOUSING ASSISTANCE
EQUAL OPPORTUNITY HOUSING PLAN
MA'S NAMEy ADDRESS, ZIPCODE, AND TRI, NUMBER APPLICATION NO.
Plymouth Housing and Redevelopment Authority
3400 Plymouth Boulevard
Plymouth, MN 55447 (612) 550-5080) MN46-E1704W/007
LOCA1ZrY OF OPERATION OF PROGRAM NUMBER OF UNITS BY SIZE
OBS IBR 2BR 3111R 41BR
17 67 3
Plymouth, MN
A. C0Nff4UNITYWWZ BMRMATION EmRTS
1. Fdd sdvertldng Godleate kequanq said media)
Program has been successfully publicized to the community, througi: other means. If
necessary. paid advertising would be utilized when waiting lista are opened.
2. Preze rdeaeea (amber anticipated)
Press rdesses will be Issued to commudty-wide newspapers when our waiting lists are opened
to new applicants. This is anticipated to occur once every three years.
3. Brocliam (Indicate If planned)
Brochure Is currently available. -
4. Comm* cagaas (ammerate those planned)
Apartment managers are kept informed of the program. Newsletters are primed and sem to
apartment managers periodically to keep them informed of program changes.
S. Othrr
The program is publicized through messages over local Cable TV as needed.
B. SPECIAL 211TORT6 TO ATTRACT FAMILIES
1. State which group(s), on the basis of past aperlem or In your Judgment, ane not
otherwise agmded to apply for Certificates of Family Participatlim without spat d
outreach because of factors such as race, ell dcity or sante of lawme.
Tire current waiting lista Include a wide cross-section of race. ethnicity, iaeome and geographic
J location.
2. Describe any special dFarts to encourage such group(s) to appy:
a. Paid ndvafising (Indicate frequency and mmdia)
Advertising in minority and inner city newspapers will. be utilised when waiting lists are
opened, as necessary.
b. Press releasee (number anticipated)
Press releases will be Issued to minority and Inner city newspapers when waiting lists are
opened. a necessary to maintain a divan pool of applicants.
C. Brodwres (Indicate if panmmed)
Brochure Is currently available.
d. Community contacts (enumante than p mx@4
Community organhstions serving special outreach groups will be contacted when waiting lista
are opened. We will also register with the Metropolitan Council laf =idlon Line and send
out notices to other housing agencies.
e. Other
Notices over local cable television.
C. SPECIAL EFFORTS TO BNCOURAGE OWNER AND PARTWIpATMN
Describe effasfs to be made to encourage the paetldpatlmo of owners, brohar, p opaq
upas and associations da sof with nits In areas other dims low4econ a or ubmity
Conoabrated arms.
1. Paid advertising (Indlede frequmey and media)
None anticipated. Participation has ban In areas without concentrations of low -Income or
minorities. The Section 8 Program has been well accepted and publicized in Plymouth.
2. Press releoses (pmmmber sMdpatsd)
Press Releases will be issued at time of opening of waiting lists ad a necessary to promote
program changes. Brochure is awrently, available.
3. Bruebt res (Indicate if panned)
Apartment manspra/owners are kept informed of program changes.
4. Community contacts (emu neade mac gamed)
We currently have a pod rapport with participating owners of our complexes. We
recently held a Fair Housing Workshop inviting all apartment ownas/managas.
s. other
An informational mailing is planned to send to all owners of renal units (single family,
duplexes, condos/townhouses).
J
32
D. Vl' MAT[ON OF RECmmv comp nw PROjwu AND HI1D.irF,1DPROPEMRS
1. Do you plea to alilha any rum"Y completed P WJects or say HUD4hdd
FW~
No.
2. If so, bon?
B. BSl'ABIdBIAf TI' OF WAfMG UST AND ISWUANCE OF C kIMCATES
1. Attach a copy of the pdMm and praeedurm of the PAA. The &Uwk for We
estabildmoot of a wddng Ust and the Itsoae oe of act hOw s6W be cot ddm
with:
See Administrative Pico - Section 11. E., P, Section M. A. & B
a ° ° phi' Obetlon 812.103).
b. Thhty Parent of assisted fimUhu to be wary bw-Inoome f mmm peafbn
882ID(b)).
C. Tape VI of the ChN RVO Ad or 1968 sad RummOve Order 11063 (bom
882.Me)).
d. Oppawhmiq b eeendo In aamedly o=WW dwdft Oadbo 882.103).
Local hmmkg allidsom P d i ooel6lUger 8t aof, row
Aghwed
f. Umft m mber of aedfktm kissed to aadffm to ACC madmi"m
kdko SOLUM CM.
2. B"Mg or CatUloate Holders
Sm AdmhdsuWvo Plm - Saedoo m w d Seotbn IV
IL Dmafbe haw an Ceedflate Hddwo w0l be hdormed bmlwldus0y or m
groups or the fdbwing wkd propem lofww don ae sequlead by 8bedae 8
1) Paodly sod awser essponibilidm under the hues and contract.
Haw to fled a suitable mu.
p) AppOaMe que ty staaahnds asd psoe1 -m - for rm* sod
O"
MI. 11
for didr hod widod cmrdrad oos of Abe
with those standards.
4) AppUaahle state and local laws.
M Federal, State and bel rair bouda8 laws.
6) Operatbn of dee dwpplog loomdve aedU.
33
b. Attach the list of persons who will conduct am briding. sessions and a
statement of the training each has received or will receive regardingimplementationoflocal, State and Federal fair housing laws.
Denise Hutt and Melissa Carniedli; in-house training, HUD workshop training
sessions, Nan McKay seminars.
C. What eomlm WIY aSmdm, oRanhiatlons or groups win assist in the
briefing se Wow?
S iefing sessions will be conducted by staff, with assistance from an in'srpreter
if necessary for translating program information for hearing impaired ;;hems.
d. Explain the procedures that will be fonowed when (anilism eaooumty
discrimination (attach extra sheets If needed).
Families aro instructed to contact us or the HUD area office regarding anyhousingdiscrimination. They aro given a copy of "Fair Housing It's Your
Right" HUD-1260-FHEO in their initial briefing session. Families are mhrmd
to the Minnesota Department of Human Rights and the Fair Housing Division
of the HUP Area Office.
F. STAFFING
1. Whit Is the MA's experience in administering a housing program for a !adallyand6" 0* varied popalatiou?
Plymouth has carried out a program of equal lousing opportunities for a racially end
dmicaliy varied population since its inception. The Authority continues to pursue a
program of fair housing and equal opportunity for elf applicants and participants on
Authority programs.
Z. Describe the nondiscrimination Wring policy for staff for this program and
Indicate present racial composition of such staff by dde.
A new senior clukhypist position was recently advertised in various minority
newNgapers to uncO nage minority applications. Racial Composition of staff:
Executive Director-White/Caucasian; Housing Supervisor-WhitdCauasian, HousingTechnician-White/Caucssian.and Senior Gert/I"ist-W}., wcoucasisn.
3. Attach a espy of the PHA's Affirmative Action Fmploymeot plan, U any.
Attached is the City's Equal Employment Opportunity Policy Statement.
4. Attach a copy of Instructions given to all employees regarding compliance withhalStateandFederalfairiaruiaglaws.
Attached is the City's Equal Employment Opportunity Policy Statement.
G. OTHER
Please describe other aspects of your Equal Opportunity Hotuing plan not adequatelycoveredbythisform.
34
H. ASSURANCES
1. Attach a signed assurance of compliance with Title VI of the Civil Rights Act of
1%4 ORM-41901).
t. Attach a signed assurance of compliance with Title VII of the Civil Rlghfa.Aet of
1965 mW Executive Order 11063 (M-WI.3).
FOR HUD USE ONLY
This plan is
O Approved
O Not approved
Date) (Sigaeture of EO Director)
35
Anne W. Huriburt. Exmxnive Director
Date
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36
APPENDIX B
DEFINITIONS
1. Adjusted Inco : Annual income less:
a. $480 for each Dependent. (Refer to definition n
b. $400 for any Elderly Family. (Refer to definition #12)
C. Medical Expenses in excess of throe percent of Annual Income for any Elderly Family.
Refer to definition On
d'. Child Caro Expenses. (Refer to definition 06)
2. Ad10i J20: The effective date of the first HAP contract for a family (first day of initial
lease term) in a tenant -based program. This is the point when the family becomes a participant
in the program.
3. AUM: Reserved
4. AOOY9(
a. Annual income is the anticipated total iocome from all sources received by the Family
had and spouse (even if temporarily absent) ad by each additional member of the
FMUy, including all met brooms derived from assets. for the 12 month period
following the of active date of initial determination or reexamination of income,
exclusive of income dot is temporary, now6mrrimg or sporadic as defined in
paragraph (CA) of this section, and exclusive of tenain odor types of income specified
In paragraph (CA 3 & 4) of thio section.
b. Income Includes, but Is not limited to:
1. The full amount, before my payroll deductiom. of wages and salaries,
overtime pay. commissions. fees, tips and bones. and other compmsetion for
personal services;
2. The net Income from operation of a business or profusion (for this purpose,
expenditures for business expansion or amortization of capital Indebtedness and
an allowance for depreciation of capital assets shall not be deducted to
determine nes income from a business);
3. Interest, dividends. and other net fmconte of any kind from real or personal
property (for this purpose, expenditures for amortization of capital
indebtedness and an allowance for depreciation of capital areata shall not. be
J deducted to determine the net Income from red or personal property). Where
the Family has Hat Family Assets in excess of $5.000, income derived from all
37
Net Family Assets or a percentage of the value of such Assets bagel on the
current passbook savings rate as determined by HUD, whichever is greater; r
4. IRA, Keogh, and similar retirement accounts in which participation is
voluntary but which the holder has access to the funds even though a penalty
may be assessed. The expense off the penalty for withdrawing funds before
maturity will be deducted.
S. Company retirement and pension fund contributions which a disabled parson
has access to without retiring or terminating employment.
6. The full amount received from social security, annuities, periodic payments
from insurance policies, retirement income, pensions, periodic benefits for
disability or death, and other similar types of periodic receipts, including a
lump -sum payment for the delayed start of a periodic payment.
7. Payments in lieu of earnings, such as unemployment and disability
compensation, workmen's compensation, and severance pay, except as defined
in Paragraph (c) (3) of this Section.
8. Welfare assistance payments.
9. Periodic and determinable allowances, such as alimony and regular
contributions or gift, including amounts received from any person not residing
in the dwelling and including payments paid on behalf of the family, and non-
cash contributions provided on a regular basis.
10. All regular pay, special pay and allowances (such as longevity, overseas duty,
rental allowances, allowances for dependents, etc.) of a member of Armed
Forces (whether or not living in the dwdlimg) who is laid of the family,
spouse, or other person whose dependents are residing in the unit.
11. Payments to the head of the household for support of a minor, or payments to a
minor for his support but controlled for his benefit by the head of the
household or a resident family member other than the head who is responsible
for his support.
C. Annual Income does include:
1. Temporary, nonrecurring or sporadic income (including gifts);
2. Amounts that are specifically received for, or in reimbursement of, the cost of
Medical Expenses for any family member.
3. lump -sum additions to family assets, such as inheritances, insurance payments.
including payments under health and accident insurance and worker's
compensation). capital gains, and settlement for personal or property losses,
deferred period payments received in a lump sum for SSI and Social Security,
except as defined in Paragraph (b) (7) of this Section;
38
4. Amount of educational scholarships (with the exception of ..Tide IV)
scholarships) paid directly to the student or to the education institution, and
amounts paid by the Government to a veteran for meeting the costs of tuition,
fees, books, and equipment, materials, supplies, transportation and
miscellaneous personal expenses of the student. Any amounts of such
scholarships, or payments to veterans, not used for the above purposes that are
available for subsistence are to be included in income; and
S. 11he special pay to a Family member serving in the Armed Forces away from
home who is and exposed to hostile fire.
6. Income from employment of children (including foster children) under the age
of 18 years.
7. Payments received for the care of foster children.
B. Income of a live-in aide;
9. Amount received:
a. Under training programs funded by HUD;
b. By a participant in other publicly assisted programs which are
specifically for or in reimbursement of out-of-pocket expeases Incurred
GPWW 010IP101101t. 61101131119, mon. child care, etc.) and which
are made solely to allow participation in a specific program; or
c. Amounts received by a Disabled person that are disregarded for a
limited time for purposes of Supplemental Security Income eligibility
and buts because they are ad aside for use under a Plain to Attain
Self -Sufficiency (PASS);
10. Amounts specifically excluded by any other Peflual stedroe from considertion
as income purposes of determining digdAky or benefits under a cdgM of
assistance programs that incudes assistance under the 1937 Act. Tine
followiag types of income are subject to such exclusion:
a. Relocation payments made under title B of the Uniform Rdocadon
Assistance sod Real Property Acquisition Policies Act of 1970 (42
U.S.C. 4621-4993);
b. The value of the allotment provided to an eligible household for
coupons under the Food Stamp Act of 1977 (7 U.S.C. 20112029);
C. Payments to volunteers under the Domestic Volunteer Service Act of
1973 (42 U.S.C. 49514993);•
d. Payments received under the Alaska Native Claims Settlement Act (43
U.S.C. 1,.z6(a));
39
e. Income derived from certain submarginal land of the United States that -
is held in trust for certain Indian tribes (25 U.S.C. 459 (e));
f. Payments or allowances made under the Department of Health and
Human Services' Low Income Home Energy Assistance Program (42
U.S.C, 8621-8629);
S. Payments received from the Job Training Partnership Act (29 U.S.C.
1552 (b));
h. Income derived from the disposition of funds of the Grand River Band
of Ottawa Indians (Pub. L. 940540, 90 Stat. 2503-2504); and
i. The first $2,000.00 of per capita shares received from judgment funds
awarded by the Indian Claims Commission or the Court of Ciaims 65
U.S.C. 1407-1408), or from funds held in trust for an Indian Tribe by
the Secretary of Interior (25 U.S.C. 117).
j. Amounts of scholarships funded under Title IV of the Higher
Education Act of 1%5 that are used to cover the cost of attendance at
an educational institution (See 24 CFR 215.1 (c) (6). 236.3 (c) (6),
813.106 (c) (6). and 913.106 (c) (6); and
k. Payments received from programs funded under Tide V of die Older
Americans Act of 1%5 (42 U.S.C. 3056 (0). If it is not feasible, to
anticipate a level of income over a 12-momh period, die Income
anticipated for a shorter period may be annualized, subject to a
redetermination at the end of the shorter period.
I. Payments received after January 1, 1989, from the Agent Orange
Settlement or any other fund established pursuant to We 'In Re Apert
Orange' product liability litigation M.D.L. No. 381 (E.D.N.Y.)
M. Payments received under the Maine Indian claims Settlement Act of
1980 (Pub. L. 96.420, 94 Stat. 1785).
a. The value of any child care provided as payment for such pre or
reimbursement for costs incurred for such care) under the Child Caro
and Development Block Grant Act of 1990 (42 U.S.C. 0858c).
o. Earned income tax credit (EM refund payments received on or ager
January I. 1991 (26 U.S.C. 32Q)).
11. For all initial and reexaminations of income carried out on or after April 23.
1993, reparation payments paid by a Foreign Government pursuant to claims
filed under the Laws of that Government by persons who were,: persecuted
during the Nazi Era;
40
d. If it is not feasible to anticipate a level of income over a 12 -month period. the income
anticipated for a shorter period may be annualized, subject to a redetermination at the
end of the shorter period.
Any family receiving the reparation payments as defined in Paragraph (c) (I1) of this
Policy. that has been requested to repay assistance as a result of receipt of such
payments shall not be required to make further repayments on or after April 23, 1993.
S. Cutificate of Family Patricioatlon: 'Certificate'. A document issued by the HRA
declaring a Family to be eligible for participation in the Section 8 Housing Certificate Program
and stating the terms and conditions for such participation.
6. Child Cate E ,Dense: Amounts anticipated to be paid by the Family for the care of children
under 13 years of age during the period for which Annual Income is computed, but only where
such care is necessary to enable a Family member to be gaiafitlly employed or to further his or
her education. The amount deducted shall reflect reasonable charges for child cam sad, in the
case of child care necessary to permit employment, the amount deducted shall not exceed the
amount of income received from such employment.
7. Qg: A member of the Family household (including foster children) other than the
Family head or spouse, who is under 18 years of age or is a Disabled Person or Handicapped
Person, or Is a Full-time Student.
8. A member under a disability as defined in Section 223 of the Social
Security Act (42 U.S.C. 423), or who has a physical, mental or emotional impairment that Is
expected to be of long-eontimted and indefinite duration, substantially impedes hisiber ability
to live independently: and is of such a nature that ability to live imdspendently could be
improved by more suitable housing condition or who has a developmental disability as defined
In Se tlom 102(7) of the Developments! Disabilities Assistance and Bill of RWnt Act (42
U.S.C. GWI(7)):
9. Displaced Family means a portion of or a family displaced by
goverementel action, or whose dwdiing has been extensively damaged or destroyed as a result
of a disaster declared or otherwise formally recognized pursuant to Federal disaster relief laws.
10. The illegal manufacture, sale, distribution, use, or
possession with latent to manufactur% sell, distribute or use, of a controlled substance (es
defined in Section 102 of the Controlled Substances Act (21 U.S.C. 802)).
11. Effective Date: The 'effective date' of an examination or nexamination refere to (1) In the
can of examination for admission, the effective date of initial occupancy, and (2) in the case of
reexamination of an existing tenant, the effmive date of the redetermined Total Tenant
Payment.
12. raftR i1v:A Family whose head or spouse (or sole member) is a person who is an
Elderly, Disabled or Handicapped Person. It may include two or more Elderly, Disabled or
Handicapped Persons living together or one or more such persons living with another person
who is determined to be essential to his or her care and well being.
13. Elderly Person: A person who is at least 62 years of age.
41
14. )AH plan: Equal Opportunity Housing Plan establishes HRA policies for implementing
civil rights requirements.
IS. Fair Market Rent: FMR. Defined in 24 CFR 992.102.
16. Eu ft: Family means (1) two or more persons sharing residency whose income and resources
are available to meat the family's needs and who an either related. by blood, marriage, or
operation of law, or have evidenced a stable family relationship, (2) an Elderly Family or
Single Person as defined in this part, (3) the remaining member of a tenant family, and (4) a
Displaced Person.
17. Family Unit Size: The appropriate number of bedrooms for a family. Family unit size Is
determined by the HRA under the HRA subsidy standards.
18. Federal Preference: An applicant qualifies for a federal preference if:
a. The applicant has been involuntarily displaced and is not living in standard, permanent
replacement housing or, within no more that six months from the date of certification,
the applicant will be involuntarily displaced;
b. The applicant is living in substandard housing as defined In Appendix C.; or
C. The applicant is paying mon dum 50 percent of annual Income for as as defined in
Appendix C.
19. Full.time Student: A person who Is carrying a subject load that is considered full4me for
day suukata under the standards and practices of the educational Institution attanded. An
educational institution includes a vocational school with a diploma or certificate program, as
well as an institution ;hiferhug a college degree.
20. . ,IMM: Means total amoral income as defined in this section.
21. Imo: Housing Authority. Any state, county, municipality or other govaun mtd entity or
public body (or agency or instrumentality thereof) that is authorized to etgage in or saafat in
the development or operation of housing for lower income families. As used in this Part, HA
includes an Indian Housing Agency.
22. H&hff1jUWW: The area is which the HA is legally authorized to enter Into Contracts
for Certificates and/or Vouchers.
23. j{snd_ed Person: A person having a physical or mental impairment that (1) is expected to
be of long -continued and indefinite duration, (2) substantially impedes his ability to live
independently, wid (3) is of such nature that such ability could be improved by own suitable
housing conditions. (All three conditions must be met.)
24. Head of the Household:The head of the household is the person who assumes legal and mord
responsibility for the household.
J
42
14. FAH Plan: Equal Opportunity Housing Plan establishes HRA policies for implementing
civil rights requirements.
IS. Fair i, FMR. Deiqed in 24 CFR 992.102.
16. Ejfy:Family means (1) two or more persona sharing residency whose income and resources
are available to most the family's needs and who are either related by blood, marriage, or
operation of law, or have evidenced a stable family relationship, (2) an Elderly Family or
Single Person as defined in this part, (3) the remaining member of a tenant family, and (4) a
Displaced Person.
17. Family Unit Size: The appropriate number of bedrooms for a family. Family unit sire is
determined by the HRA under the HRA subsidy standards.
18. Federal Preference: An applicant qualifies for a federal preference if.
a. The applicant has been involuntarily displaced and is not living in standard, permanent
replacement housing or, within no more that six months from the date of certification,
the applicant will be involumardy displaced;
b. The applicant is living in substandard housing as dented In Appendix C.; or
C. The applicant is paying more than SO percent of annual Income for rent as defined in
Appendix C.
19. ; : A person who is carrying a subject load that is considered full4me for
day studemm under the standards and practices of the edutationd institution attended. An
educational institution includes a vocational school with a diploma or certificate program, as
well as em institution offering a college degree.
20. . : Means total annual income as defined int this section.
21. gg: Housing Audi-rity. Any state, county, municipality or other goveromnnul entity or
public body (or agency or instrumentality thereof) that is authorized to engage in or assist in
Me development or operation of housing for lower income families. As used In this Part, HA
Includes an Indian Housing Agency.
22. H&j Mhd]Wo: The area is which the HA is legally authorized to ems into Contracts
for Certificates and/or Vouchers.
23. L. Person: A person having a physical or mental impairment that (1) is expected to
be of long -continued and indefinite duration, (2) substantially impedes his ability to live
independently, Ed (3) is of such nature that such ability could be improved by more suitable
housing conditions. (All three conditions must be met.)
24. Head of the Household:The head of the household is the person who assumes legal and moral
responsibility for the household.
42
23. Initial HA A Housing Agency administering a Housing Certificate or Vouchw Program
with a participant who desires to move, or who has moved, to another area under the
portability procedures in Section VIII.
26. Live-in Afde: A person who resides with an Elderly, Disabled, or Handicapped person or
persons and who:
A. Is determined by the HA to be essential to the caro and well-being of the penon(s);
b. is not obligated for support of the person(s); Ed
C. would not be living in the unit except to provide necessary supportive services.
27. jal;Wp: A preference used by the HRA to stew among applicant families
without regard to their federal preference status. A person that works or has been hired to
work in Plymouth.
28. mit. Ten percent of total annual waiting list admissions to the
HRA's tenant Msed certificate program.
29. Lower Income Family: A Family whose Annual Income does not exceed 80 percent of the
median income for the ars, ea determined by HUD with adjustments for smaller and larger
families. HUD may establish income limits higher or lower than the 80 percent of the median
it== for the area on the basis of its finding that such variations aro necessary because of
prevailing levels of concoction costa or unusually high or low fentily Incomes.
30. Those medical expenses, including medical insurance premiums, that
are anticipated during the period for which Annual Income is computed, and that aro not
covered by any insurance. (Medical expenses aro allowed only for elderly. disabled or
bstdieapped bouteholds. The amount allowable as a dedu edon Is the amount that exceeds
throe percent of annual income.)
31. MondjIX Adiusted Income: One -twelfth of Adjusted Income.
32. Memhly Income: One4wdfth of Annual income.
33. Net Fan Iy Assets: Value of equity In real property, savings, stocks, bonds and other
forms of capital investment, excluding interests in Indian trust land and excluding equity
accounts in HUD homeownership programs. The value of necessary items of personal
property such as furniture end outomoblies shall be excluded. On cases where a trnst fund has
been established and the tout Is not revocable by. or under the control of, any member of the
Family or household, the value of the tout fund will nes be considered an use so long as the
fund continues to be beld to tout. Any income distributed from the tru.:t fund shall be counted
when determining Annual Income under Section 912.106).
In determining Net Family Assets, the value of any assets disposed of by an applicant or tenant
for less than fair market value (including a disposition in tout, but not in a foreclosure or
bankruptcy sale) during the two years preceding the dare of application for the program or
reexamination, as applicable, in excess of the consideration received thereof shall be included
In the calculation of Net Family Assets. In the can of a disposition under a separation or
divorce settlement, the disposition will not be considered to be for less than fair market value
If the applicant or tenant receives important consideration not measurable in dollar terms.
43
34. Non -Immigrant Student Alien: "Non-immigrant Student Alien' mans an alfed having a
residence in a country which he/she has no intention of abandoning, who is a bona fide student
qualified to pursue a full course of study and who Is admitted to die United States as a non-
immigrant alien as defined in Section 101(a) (IS)(P)(i) ofdie hnndgation sod Nat nality Act
IS) U.S.C. I101(a)(15)(1) temporarily and solely for do purpose of pursuing such full course
of study at an established institution of learning or other recognized place of study in die
United States. Non-immigrant alien spouse and minor children of such student If
accompanying him/her or following to join him/her.
35. Subsidy Standards: Standards established by the HRA to determine the appropriate dumber
of bedrooms for families of different sizes and oompositiona. See definition of 'family unit
size".
36. PJIaWM: A family that has been admitted to an HA's Section 8 Housing Assistance
program. The family becomes a participant on the effeetive date of the first HAP oantrea
executed by the HRA for the family (fist day of Initial lase term).
37. portability: The ability of a program participant to move from the jurisdiction of one
housing agency to the jurisdiction of another housing agency.
38. iog, : A preference used by the HRA to select among applicant families that
qualify for federal preference.
39. Blw&jMLjA: A housing agawy administariog a Section 8 Housing Assistance Program that "
adepts a participant from another HA.
40. Service pmII: Persons in military or naval forces of die United States who served therein
during World War 0, or who have had active service therein on add aft luno 27, 1950, and
prior to die Mal cessation of hostilities as proclaimed by proper federal authority.
41. Single Person: "Single Person' means a parson living alone or intending to live alone add who
does not qualify a an Elderly Family or a Displaced Pawn as dented In this sectbd or as the
remaining member of a tenant family.
42. 5I101114: Mw husband or wife of the head of die household.
43. Tetiant Bene: The amount payable monthly by the Family as no to the Owner. Where ell
utilities (except telephone) and other essential bousidg services aro supplied by the Owner,
Team Rent equals Total Tenant Payment. Where acme or all utilities (except telepbm) ad
other essential housing services aro not supplied by the Owner and the coat thereof is not
included in the amount paid as rent to due Owner, Tenant Rent equals Total Team Payment
less the Utility Allowance.
44. Total Tenant Payment: The monthly amount calculated under Federal Regulation Section
913.107. Total Tenant Payment does not include charges for excess utility consumption or
other miscellaneous charges.
44
45. Utility Allowance: if the cost of utilities (except telephone) and other housing services for
an assisted unit is not included in the Tenant Rem, but is the responsibility of the Family
occupying the unit, an amount equal to the estimate made or approved by a HA or HUD, of
the monthly cost of a reasonable consumption of such utilities and otter services for the oak.
46. . Utility Reimbursement: The amount, if any, by which the Utility Allowance for the unit, if
applicable, exceeds the Total Tenant Payment for the Family oc WIng the unit.
47. Vey Low4ncome Family: A family whose Annual Income does not exceed SO peroeat of
the median income for the area, as determined by HUD, with adjustments for smaller Ed
larger families. HUD may establish income limits bigher or lower than 30 percent of the
median income for the area on the basis of its finding that such varieions aro necessary
because of unusually high or low family income.
48. ygntgn: Any person honorably discharged from Armed Forces of the United States who
served in World War 1 between April S, 1917, and November 7, 1918, both dates Inclusive. or
in World Ward 11 on or alter December 7, 1941, until final cessation of all hostilities; or in the
Korean Conflict, Lebanon Crisis, Berlin Crisis, Quemoy and Macau, Taiwan Straits, Cuban
Crisis, the Congo, the Dominican Republic, Vietnam, said Desert Storm. 'Veteran" does not
include a person enlisted and accepted for active training only for a period of six months or
less.
49. Welfare Assistance: Welfare or other payments to families or Individuals, based on meed,
l that are made under programs handed, separately or jointly, by Federal. State or local
governments.
45
UMS PAGE INTEN17ONALLY LEFT BLANK]
46
APPENDIX
FEDERAL SELEC77ON PREFERENCES
In accordance with HUD Notice PIH .96-7 (HA) in which federal preference selections were
suspended, the HRA has opted to continue using this preference selection procedure. The HRA will
give preference to families that are otherwise eligible for assistance and that, at die time they are
seeking housing assistance, are involuntarily displaced, living to substandard housing, or experiencing
a rent burden and paying more than So percent of family income for real.
An applicant is or will be involuntarily displaced if the applicant has vacated or will have to vacate his
or her housing unit as a result.of one or more of the following actions: •
A. Displacement By Disaster such as a fire or flood, that results in the uninhabitability of the
applicant's unit;
B. Government Action by an agency of the United States or by any state or local government
body or agency in connection with code enforcement or a public improvement or development
program; or
C. Housing Owner's Action that f tm s the ppplica_nt to vacate Its unit that ta: housing owner that
results In an applicant's having to vacate his or her unit, where:
1. Beyond an applicant's ability to control or prevem;
2. Occurs although the applicant met all previously Imposed conditions of occupancy; and
3. Is other than a rem increase or eviction for cause.
The reasons for a tenant's involuntary displacement by owner action includes, but Is not
limsital to the following:
e. Conversion of the unit to con-rental/residential use,
b. Closing of the unit for rehab or any other reason;
C. The owner wants die unit for personal or family use or oauparuy;
d. Sale of the unit, in which an applicant resides uw%r an agreement which
requires the unit to be vacant when possession is transferred;
e. Any otter legally authorized act that reaults or will result in withdrawal of the
unit from the rental market;
J f. An owner's decision r,)t to renew an applicant's lease.
47
4. An applicant is also involuntarily displaced if they moved from an assisted (rousing unit
because of failure to comply with program policies on under or over_oecupancy,
Verification of Owner Action is obtained from the owner or his/her agem.
S. Applicants must qualify for a preference at the time of selection. An applicant loses
the preference if they obtain "standard replacement housing" before selection. Thiswouldbehousingthatis: a) Decent, safe end sanitary; b) Adequate for the familysize; c) Permanent and occupied pursuant to a lease or occupancy agreement.
D. Domestic Violence of a Recent or continuing nature which results in &a applicant:
1. Vacating the unit because of domestic violence; or
2. Living In a unit with an individual who engages in such domestic violence.
a. "Domestic Violence" means actual or threatened physical violence directed
against one or more members of the applicant family by a spouse or other
member of the applicant's household.
b. For an applicant to qualify as involuntarily displaced because of domestic
violence:
The HRA must determine that the domestic violence occurred recentlyorisofacontinuingnature; and
2. The applicant must certify that the person who engaged in such
violeSCo will not reside with the applicant family unless the HRA has
given advance written approval. If the family is admitted, die HRA
may deny or terminate asshiMnce to the family for breach of this
certification.
For Domestic Abuse Displacement, replacement housing does not Include a shelter or the return to theabuser's residence.
Verification of Domestic Violence Displacement is aeeomplhslhed mrahgb written confirmation from
Police- social service agencies, courts, clergymen, physicians, or public or private sbdws or
c unsdbhg facilities. Families receiving this preterem must certify that person inflicting violence willnotrejoinfamilywithoutadvancewrittenHRAapproval. Violating this verification is grounds fordenialorterminationfromprogram.
E. Displacement to avoid reprisals:
1 • Family members provided information on criminal activities to a law enforcement
agency; and
2. Based on a threat assessment, the law enforcement agency recommends rehousing thefamilytoavoidorminimizeariskofviolenceagainstfamilymembersasareprisalfor
providing such information. The HRA may establish appropriate safeguards to conceal
the identity of families requiring protection.against such reprisals.
49
F. Displacement by hate crin=:.
1. One or more members of the applicant's family have been the victim of one or more
hate crimes; and,
2. The applicant has vacated a housing unit because of such crime, or the fear associated
wkb sucb crime has destroyed the applicant's peaceful enjoyment of the unit.
a. "bate crime" means actual or threatened physical violence of intimidation that
Is directed against a person or his/her property and that is based on the
person's race, color, religion, sex, national origin, handicap, or familial status.
b. The HRA must determine that the -hate crime involved occurred receudy or .is
of a continuing nature.
G. Displacement by inaccessibility of unit:
I. A member of the .family has a mobility or other impairment that mashes the person
unable to use critical elements of the unit; and
2. The owner is not legally obligated to make changes to the unit that would make critical
dements accessible to the disabled person as a reasonable accommodation.
H. Disphtoement because of HUD disposition of multifamily project:
1. Involuntary displacement includes displacement because of disposition of a muldfamily,
rental housing project by HUD under Section 203 of the Housing and Community
Development Amendments of 1978.
Given to residents of inadequate housing and for the homeless.
A. A housing unit is substandard if it:
1. Is dilapidated.
2. Does not have operable indoor plumbing;
3. Does not have a usable flush toilet inside the unit for the exclusive use of a family;
4. Does not have a usable bathtub or shower inside die unit for the exclusive use: of a
may;
S. Does not have electricity, or bas inadequate or unsafe electrical service,
6. Does not have a safe or adequate source of heat;
7. Should, but does not have a kitchen; or
S. Has been declared unfit Por habitation by an agency or unit of governmout.
B. A housing unit is dilapidated if:
1. The unit does not provide safe and adequate shelter, and in it3 present condition
endangers the health, safety, or welt -being of a family; or,
49
THE ADJACENT DOCUMENT WAS SUPPLIED BY AGENCY NAMED BELOW. DURING THE
REGULAR COURSE OF BUSINESS, TO BE FILMED BY ACS/IS ACCORDING TO NATIONAL
tauaseARIL NiMorA nAnt%MnWA%Mtrrtamrut"u.na- --- ___
2. The unit has one or more critical defects, or a combination of intermediate defects in
sufficient number or extent to require considerable repair or rebuilding. The defects
may involve original construction, or they may result from continued neglect or lack of
repair or from serious damage to the structure;
C. - Status of Single Room Occupancy (SRO) housing:
1. In determining whether an individual living in SRO housing qualifies for federal
preference, SRO housing is not considered substandard solely because the unit does not
contain sanitary or food preparation facilities.
D. The homeless family includes.any person or family that:
Lack a fixed, regular,. and adequate nighttime residence; and also
2. Has a primary nighttime residence that is:
a. A supervised publicly or privately operated shelter designed to provide
temporary living accommodations, including welfare hotels, congregate
shelters and transitional housing for the mentally ill;
b: A institution that provides a temporary residence for individuals imendnd to
bu institutionalized; or
C. A public or private place not designed for, or ordinarily used a regular
sleeping accommodation for human below Such a place could include the out.
of -doors, such as streets, under bridges, or in parks.
Verification of substandard housing is established by the following documentation:
1.. Written verification to the satisfaction of the Plymouth HRA from a unit or agency of
government or from an applicant's prescot landlord diet the applicant's unir.has one or
more of the deficiencies described above;
2. Written verification to the satisfaction of the Plymouth HRA from a public or private
shelter or from the local police department or social services agency that the applkcant
is a homeless family.
8tffi. 1
Given to families or individuals payigg more than 50% of their income for rem; for at leant 90 days.
The definition of rem includes:
A. The monthly amount due under a lease or occupancy agreement between a family and the
family's current landlord.
Verification is by canceled checks or money orders, copies of rental documents or through the
landlord.
so
B. The cost of family -purchased utilities determined, at the option of the applicant. either by:
1. The HRA utility allowance, or;
2. The average monthly utility payments actually made for the most recent three months.
reduced by any amounts paid by an energy assistance program.
Verification is by bills, receipts, or through the utility company.
C. A manufactured home and pad. Total "rent" includes the mortgage payment, pad rental and
utilities.
Verification is made through mortgage documents, rental agreements, and utility bWs..
D. Charges under the occupancy agreement between members and a cooperative.
Verification is by copy of an occupancy agreement.
E. The "rent burden' preference does not apply if the applicant is now paying more than 50% of
household income for rent because housing assistance was terminated for failure to comply
with program policies on under -occupancy or over -occupancy.
51
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52
J
APPENDIX D
SUBSIDY SIANDAiRDS
Subsidy standards are set forth to determine the unit size to be designated on'the Certificate of Family
Participation for families of differeat sizes and compositions. The purpose in establishing subsidy
standards is to avoid overcrowding, while maximizing the use of space and minimizing subsidy costs.
Number and Composition of Family Members Unit Size
1 Person:
2 Persons:
a. Adults
b. Parent and 1 Child
0 or 1 Bedroom
1 Bedroom
2 Bedroom
3 Persons:
a. 2 Adults and 1 Child 2 Bedroom
b. 1 Parent mad 2 Children of same sex 2 Bedroom
c. 1 Parent and 2 Children of opposite sex 2 Bedroom
4 Pawns:
a. 2 Adsrlts and 2 Children of same sex 2 Bedroom
b. 2 Adults and 2 Children of opposite sex 2 Bedroom
c. l Parent and 3 Children; all of same sex 3 Bedroom
d. 1 Parent and 3 Children; 2 of same sex, 1 of opposite sex 3 Bedroi;m
S Persons:
a. 2 Adults and 3 Children of same sex 3 Bedroom
b. 2 Adults and 3 Children; 2 of same sex, 1 of opposite sex 3 Bedroom
c. 1 Parent mud 4 Children; all of same sex 3Bedroom
d. 1 Parent wW 4 Children; 2 of each sex 3 Bedroom
e. 1 Parent aid 4 Children; 3 of same sex, 1 of opposite sex 3 Bedroom
6 Persons:
a. 2 Adults and 4 Children; all of same sex 3 Bedroom
b. 2 Adults and 4 Children; 2 of each sex 3 Bedroom
c. 2 Adults and 4 Children: 3 of same sex and 1 of opposite sex 3 Bedroom
53
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54
APPENDIXE
INFORMAL REVIEW AND HEARING PROCEDURE
Housing and Redevelopment Authority
In and for the City of Plymouth
Section S Housing Assistance Program - Existing Housing
The purpose of this review and hearing procedure is to provide an Applicant or Participant in the Plysmuth
Having and Redevelopment Authority (HRA) Scotim S Housing Assistance Program an oppommity for m
informal redrew or hearing of a declaim by the HRA to dmy, reduce. or undoete It Is aunt the
purpose of Win review to molve disputa or problems which cow between appliamts, participants, and .owners,
mor to review discr tiaoary administrative determiontima by We HRA, Rather. We review process is established
to dmeemime whether an HRA decision is in accordance with apple laws. HUD regulations, and HRA
administrative standards.
INFORMAL REVIEW
The HRA is = required to provide an Applicant with an Wormal review in tha following cases:
To consider discretionary administrative determinations by the HRA or to consider general policy issues
or class grievamees;
To review the HRAs datdiadoadon of the number of bedrooms entered on the Cerdfiate/Voucher In
a000rdsmoe with We subsidy stendads established by the HRA;
To review the. HRAs ddumim dm that a nail don not comply with the Having Quality Standards,
iocluding mea -compliance due to bonny sim or composition, or Wa HRA's detenW@mdm to not approve
tim lease for the alt; mor
To review the HRAs decision not to approve a request by a CardfiaddVemicber holder for an euteusfm
the term of the CeNfiate/Varcher.
Informd Review for Applicants:
1. The BRA doll Siva an appliew far participation is the Section S Housing Assistance Program a prompt
wdUm notice of a decision denying assistance, Including a decision denying listing on the HRAs
waiting Had, issuance of a Certificate, or partutipetim in the Program. The notice shall also state thu Wet
Applicant may request in writing, an informal review of the dad" within 10 days.
2. The bdxmd review will be held at the HRA offices sad conducted by any person or pentons designated
by the HRA, other than the individual that originally issued the denial. or a subordinate of that petsao.
3. At the Wormd review. the Applicant will be given the opportunity to present written or oral objectians
to the iRtA's decision. Every anampt will be made at the time of the informal review to resolve We
dispute.
4. Following the review, the HRA will ns•:afy the Applicant in writing within 30 days of the foul HRA
decision. including a brief statement s: the remanKs) for the find decision.
55
INFORMAL HEARING
The HRA is no required to provide an opportunity for an informal hearing in the following eases:
To review discretionary administrative determinations by the HRA, or to consider general policy issues
or class grievances;
To review the HRA's determination that a unit Goes not comply with die HRA's bowing quality
standards established in accordance with 882.109, that the Owner has failed to onliskin or operate a
Contract Unit to provide decent, safe and ssnitary bowing in accordance with the HQ5 (including all
services, maintenance and utilities required under the Lase), or that the Contract unit is not decent, sale
and sanitary because of an increase in Family size or change in Family composition;
To review The establishment of the Schedule of Utility Allowances;
To review a decision by the HRA to exercise or not to exercise my remedy against the Owner under an
outstanding Contract, including the termination of housing assistance payments to the Owner
982.21l(c)); or
To review the HRA's decision not to approve a Family's request for an extensiodsuspension of the term
of the Certificate/Voucher issued to an assisted Family which wants to move to another dwelling unit
With continued participation in the HRA's Section 8 program.
The hAA shall give a participant in the HRA's Section 8 Housing Assidow Program an opportually for an
informal baring to consider whether decisions relating to the individual citeumomces of the Family aro in
accordance with law, HUD regulations and HRA rules, in the following eases:
A determinates of the amount of the Total Tenant Payment, Tenant Rent, or UdAW Allowance (not
including determination of the HRA's Schedule of Utility Allowances) for Families In the HRA's Seddon
8 Program.
A decision to deny or terminate assistance on behalf of the patticip mL
A determination that s participant Family is residing in a unit with a haw number of bedrooms than
appropriate under the HRA standards (see 882.209(b)(2) and 882.213), and the HRA'a ddermination to
dew &a Family's request for an exception from the standards.
In the ease of an aafated Family which wants to move to another dwalllog unit with continued
participation in the HRA program (sec 882.209(mxl)), a dderminstion of the number of bedrooms
entered on the Codfro laNaueher under the standards established by the HRA (ea 882.209(6)(2)).
Informal Haring for Participants Procedures:
1. Notice to be given by the HRA to the family shall be in writing, given personally to a member of do
family or as a letter sent by mail to the family at its last address contaioes In me HRA file, with s tamper
return address and request for forwarding if the family has changed Its post office address and act
informed me HRA.
2. Any notice of termination of the family's participation hr the program shall state the grounds for
termination and inform the family of the procedures necessary to obtain a haring.
3. A request for a hearing must be made in writing to the HRA, or to person by the family at the HRA
offices, within 10 days of the receipt of the notice.
56
1 ,
4. If a family requests a hearing, it shell be entitled to a bearing on the issues at do offices of the HRA at a
date and time agreed upon - no more thou 14 days after the request, if possible.
S. The parties shall be entitled to a fair bearing before a three member beefing board consisting of the
HRA's Executive Director, if possible, or the City Clesh, serving in the heating officer and two City of
Plymouth employees not involved in the daily operation of the Section 8 Program.
6. The family and the HRA must be given the opportunity to exemime before the hearing say dommmmts
Including racom end wVlatioos from ace other that are directly relevat to the hewing. 71St
requesting party mot be allowed to copy my such document at that party's expmsa If We dommmes
aro not made available to the other party, the document carrot be relied on during the hewing.
7. The parties may be represented at the hawing by legal counsel or smother person chosen in a
representative.
S. The hearing sWI be private unless the family requests otherwise and We hmwimg board ogress to a public
hearing.
9. If a family or its tepraentadve fail to appear at a hearing, the hearing officer may postpone dw baring
or melte a determination thio the family hes waived its right to the hearing.
10. At the hawing the family and HRA staff involved may priest evident@ and arguments in supped of their
positions. Hearings shell be conducted by the hearing of aw in in infernal rammer and say fames
raised by the parties may be had by the hearing bond without regard to wbslhw est evidence would be
admissible under odes of evidence employed in judicial proceedings.
J 11. Afior de baring is concluded and Me partles aro dismissed, the bombs based mats peivatdy ten deride
on their recommendation.
J
12. Mm baring bond's decision shill be in writing, based wlety on the evidence provided at the baeiog and
mast stele do legal and evidentiary grounds for do decision.
The sbove review and baring procedures are In soomdsoee with 24 CPR, 882.216 of the regbidioms for ma
Section 8 Housing Assistance Program.
The HRA is mot bound by a baring decision:
ConcerpluS a matter for which the HRA Is not required to provide in opporumby for m Informal bussing
pursuing to 882.216(0), or otherwise in exasss of the authority of the pence comdnetfog ds hembg
under the HRA hewing procedures, or
Cattery to HUD regulations or requirements. or otherwise coutnry to Federal. State or foal law.
If the HRA determine that it Is trot bound by a baring decision. the HRA shill promptly notify the participant of
The determination, and of the reawns for the determination.
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I,/
58
W APPENDIXP
Portability means a family can move out of the HRA's jurisdiction and still use their certificate.
Certificates aro portable throughout the United States.
H you want to prove out of this HRA's jurisdiction, you most contact this HRA's representative to
arrange for a portability transfer to the new housing authority (HA). The new HA will have the option
of giving you one of their certificates/vouchers, or billing this HRA for processing and paying your
fent subsidy.
1; s1 y; ; OB " 1l 114 1.1 ; .I;_: XJ' _,O ;1 Y i';=
You will need to inform us of your decision to move to a new location. Remeniber that you will be
committed to a one-year lease and have to remain in the new community Qurisdiction) for a minimum
of 12 monde.
U you are currently renting, a proper notice to vacate must be given to your current landlord. Once
you decide where you went to move, we can inform you of the rent limits and utility allowances in that
nity.
Generally, you should find a unit in the new community and have a Request for Learn Approval form
completed before you transfer to die new HA. The form needs to be in to our office 30 days before
beginning the new lease.
When the completed Request for Lease Approval form Is returned, along with current verifications, we
will contact the new HA, inform them of your transfer, and send them the papers necessary to
complete your transfw.
asroan
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J
60
APPENDIX G
PLYMOUTH HOUSING A,%%# XWEVELOPMENTAVIWORnT
34M Hynesith Beedessid, Hymook, MN SSW (612) W,.W10
Sedion 8 Ezhdng ficudirg, VdIfty ANowenor Sdmhk
Circle do Unit Type
M - Multiple Dwelling (my building with 3 or more units)
DOT - Duplex or Townhouse
3F - Single Family Dwelling
To calculate the utility allowance. circle the amount of the allowance listed for all the Militia which you mum
pay. Be acre to use the proper column for the bedroom size (BRI, and to circle the amount for the proper unit
type. The Rap and Refrigerator raw mans did You, own those appliances, so do not circle thew if they an
provided by the owner.
Total Allowance
for this unit
Ran for this unit
Gross Rent
V RMT-
Ifyou have aCeftell , the Gross Reat (am plus allowance) mud not behigher thin the Fair MataRant.
I*= the utility allowance and mat for *a unit size listed an your Certificate/Voucher or the actual size of the
unit selected, whichever is smaller.
Weelive 1111195 TMS SCHEDULE WELL BE REDETEltM1NW ANNUALLY AT WHICH TIME
IT WELL AUTOMATICALLY BE AMENDED.
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62•
60
APPENDIX H
INFORMATION PROVIDED IN BRIM.N : PACKET
1. Things You Should Know (HUD, May 1988)
2. Excerpt explaining applying at an apartment
3. Plymouth Park and Recreation Offers Financial Aid
4. Excerpt from HUD Handbook 7420.7 - Pages 4-44 and 4-45 detailing briefing information
S. Request For lease Approval
6. Prohibited Lease Provisions
7. Client Portability Fact Shat
S. Procedures for interim Reviews
9. Utility Allowance Schedule/F,* Market Rents
10. Leper explaining Section 8 procedures
11. Lease Addendum
12. Applicant Statement Current Housing Information
13. Inspection Form - Sectio 8 Housing Assistance Program (HUD -5280-A)
14. Dial -A -Ride Pamphlet
15. Voter Registration Card
16. Guide to the City of Plymouth
17. Landlord and Taunts Rights and Responsibilities
18. Protect Ycor Family From lead In Your Home (EPA747-K-%-Ool)
19. Brochure from HomeLine regarding housing problems
20. NSP - Bill Paying Assistance and Resource Directory
21. Plymouth Park and Trail Gufdd
22. Fair Housing It's Your Right
23. Map of City of Plymouth
24. List of Agencies and Services for Northern Hennepin County
25. List of Apartments that Accept Section 8
26. List of Accessible Units
27. General Information on Conducting Informal Hearings
28. Information on Total Tenant Payment and Tenant Rent
29. A Good Place To Live Booklet
30. Statement of Family Responsibility (HUD -25278-B)
63
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64
I b ,
k
WM
APPENDIX I
INCOME LOWS Wedive Deumbei 31, I"S)
Family Size' Income Umito
1 $19,100-
2 21,850
3 24,550
4 .27,300
5 29,500
6 31,650
7 33,850
8 36,050
This limit may be redetermined by BUD at which time it will automatically be amended.
65
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66
W APPENDIX J
ORGANIZATIONAL STRUCTURE
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
HRA BOARD OF COMMISSIONERS
IAnne W. Hudburt IExecutiveDirector
I Edward Goldsmith IHRASupervisor
Milt Dale
Housing Specialist
Denise Hutt
Clerical Supervisor
Melissa Camicelii
Housing Technician
67
Michelle Rompf
Senior Clerk/Typist
Attdtehnet#3,a.
DATE: July 19, 1996 for Housing and Redevelopment Authority Meeting of August 1, 1996
TO: Acme W. Hudburt, Executive Director
FROM: Melissa CarnicellilHousing TeAmician through Edward J. Goldsmith; HRA
Supervisor
SUBJECT: SECTION 8 RENTAL ASSISTANCE PROGRAM ADMINISTRATIVE PIAN
The Department of Hensing and Urban Development MM) requires t5at housing authorities
participating in the Section 8 tenant -based real assistance programs obtain HRA Board of
Commissioners approval of the housing authority's administrative pian.
Previously, Plymouth had an Administrative Plan and Occupancy Policy Standards. The two
documents were merged into one and approved by HUD in July, 1996. Effective July 3, 1993,
HUD no longer aMoves administrative plans, but does require Imal Wird approval. Staff has
recently revised the Plymouth HRA Administrative Plan to coiSorm with all issued regulation
changes to date.
The major drages to the Administrative Plan are:
Addltto wd eJl &Pdy mp& matt V haW mg d*amr* or b=Wa*n amms
HUD now niquires participants to have U.S. citizenship or eligible immigration status. The
HRA requires a written declaration of participants' citizenship or immigration status.
Immlgmdm status is verified through the Immigration and Nadrcalization Service. Eligible
citizenship or immigration status has been added to -die eligibility requirements.
Addttlonaifam* obiigadons gFparddp4don, abud at Wray ing edam respontlbf ty
HUD has expanded die number of family obligations. The expanded list now includes:
providing evidence of citizenship/immigration status, not causing Housing Quality Standards
HQS) violations, not committing serious or repeated lease violation, and giving the HRA copy
of any owner eviction notice. Violating any of the family obligations is grounds for termination.
These new obligations have been added to the program information provided to new and
recertified participants.
HRA mutt prov/de Otited Wornmdon to prospective lmmdlorda of progm m pardc1panu
HUD requires the HRA to reveal the current address and current and previous landlord of a
participant to prospective landlords. The HRA has the option to provide other information to
prospective landlords. The HRA has chosen to limit the information provided to knowledge of
damage claims, unlawful detainers, and evictions; which will only be given with an authorization
A ,
from the participant. This process has been added to the release of information during unit
selection and leasing.
Increase In tendut responslbi ides with regard to Housing QUAY Standards
Previously, owners were held responsible for all Housing Quality Standards (HQS) violations.
The tenant will now be held responsible for violations caused by the family's failure to pay for
tenant -supplied utilities, the family's failure to provide and maintain tenant -supplied appliances,
and damage caused by family members or guests to the assisted unit or premises. Resolving
these types of HQS violations has been added to the family responsibilities.
EUMInadon gjJflbtg qf&-ale ant n wancy loss claims through housbtg atahorlry
Previously, landlords could file claims for vacancy loss and damages to the unit through the
HRA. The regulations now state local housing agencies are no longer processing these clablis.
Landlords will need to obtain reimbursement directly from the tenant. The HRA will continue to
process such claims for tenants under HAP contracts executed prior to this regulation change.
The prevision thnt the contracts eotttaht the former language allowing the submission of damage
and vacancy loss claims has been added.
N_RA discretion to dirappriove par..Ieipadon of owners
Regulations now state the HRA cannot approve a unit if the owner is disbarred, suspended or
subject to a limited denial of participation under Section 8 requirements. The HRA may also
deny owner paticipatiom if the owner bas violated a HAP contract. committed fraud, bribery, or
any corrupt or criminal act in connection with any federal housing program, engaged in drug-
traffie ting, demonstrated a history of writing units that fail State or local housing codes or not
1 paid Sate or local real estate nixes, fines or assessments. Thee requirements have been added to
owner participation.
Additional reomjar um*wdon or dmial erent assistmtce
HUD has expanded the reaswo retro assistance may be terminated or denied. The list now
includes eviction from public housing, termination under Section 8 programa, and engaging in or
threatening abusive or violent behavior towards HRA personnel as grounds for termination.
Efbnbortan of owner terndnaden nodcri
HUD has eliminated the "endless lease". The regulations stated landlords could not terminate
tenancy without cause, and terminating tenancy due to owner opt -out or expiration of the HAP
contract trquired a 90 day notice to the HUD field office. This has been changed. The landlord
must still have cause for ternibuting; tenancy during the lease term but, may choose not to renew
a lease at any lease ending date without cause. The requirement of owner termination notices to
HUD has been deleted.
Plymouth ARA Admbtlsttb M q/Secdon 8 Housing vouchers
The HRA has taken over administering Section 8 Housing Vouchers of those voucher holders
residing in Plymouth. The administration of these vouchers was previously done through
Metropolitan Council HRA. This addition to the Plymouth program has been added to
Plymouth's potability procedures.
I therefore recommend that the HRA Board of Commissioners adopt the attached
resolution revising the local policles for the Section 8 program in Plymouth, in accordance
with applicable HUD regulations.
arwrn,.,owP
k-tacko,e
DATE: July 31, 1996 for Housing and Redevelopment Authority Meeting of August I, 1996
TO: Anne W. Hudburt,
EExxecutive
Director
FROM: Melissa Carnicellilhousing Technician through Edward J. Goldsmi RA Supervisor
SUBJECT. SECTION 8 RENTAL, ASSISTANCE PROGRAM ADMINISTRATIVE PLAN
Staff recently received a letter from a Section 8 participant requesting the HRA Board of Commissioners
to reavaluate the Housing Authority's subsidy standards. As this directly relates to the Section 8
Administrative Plan, which is on the August I` agenda, staff hods it is pertinent to bring this issue up at
this time.
The subsidy standards ere the steoda Os by which stuff determines the unit size of certificates issued to
partkdpa st families. At present, the Plymouth subsidy standards aro act to minimize subsidy costa while
avoiding overcrowding. The Certificate unit size Is determined based solely on family size and
composition without regard to disability or handicap or age rad sex of children. No exceptions to these
subsidy standards for individual reasons are permitted under the attrent Administrative Plan. The
participant, requesting a reevaluation of our subsidy standards, is regnestigg that the subsidy standards
provide for exceptions to be greeted based on personal circumstances. The U.S. Department of Housing
and Urban Development does permit housing agencies to grant araaptions to the established subsidy
standards, are attached Section 992.402 `Subsidy Standards" of the Section 8 program regulations.
While the staff is sympathetic to this participant family's circumstances, there aro a number of factors to
consider before allowing exceptiuns to these standards to be made. There are other reasonable solutions
available to families, who deskv or need a larger unit than allowed under the subsidy standards, such as
child= sharing & bedroom with sio o parents, using the living room as a sleeping room, or renting a
larger sized unit that is under the fair market no limit for the Certificate unit size. If exceptions to the
subsidy standards are permitted, what will the requires be to obtain an exception end who will
evaluate the exception requests. Grammy exceptions to the subsidy standards increases the subsidy paid
to those families by $130 to $230 each month; which in turn decrease; the number of families the HRA
is able to assist.
r
I therefore recommend two courses of action for the EtA Board of Commissions to consider:
1. Retain the anrent subsidy standards for the Section 8 program in Plymouth, in accordance
with applicable HUD regulations; or
2. U the Board wants to consider allowing a ceptions, that the Administrative Plan approval be
tabled until the August 19' Board meeting when subsidy standard policy recommendations can
be presented.
1)
APPENDIX D
SUBSMY STANDARDS
Number and Composition of Family Members Unit Size
1 Pawn:
2 Pawns:
a. Adults
b. Pare= and 1 Child
3 Persons:
a. 2 Addw and 1 Child
b. 1 Parent and 2 Children of sam0 sac
C. 1 Parent and 2 Children of opposite aim
4 Persons:
a. 2 Adults and 2 Children of same sex
b. 1Pareot and 3 Children; W of samo sex
C. 1 Parent ad 3 Children; 2 of same sea,1 of opposite sac
U1=
7771
0 or 1 Bedroom
1 Bedroom
2 Bedroom
2 Bedroom
2 Bedroom
2 Bedroom
2 Bedroom
3 Bedroom
3 Bedroom
a. 2 Adults ad 3 Childasn of the same sac 3 Bedroom
b. 2 Adults end 3 Chaldron; 2 of the same sex, 1 of opposite sac 3 Bedroom
C. 1 Parent and 4 Children; all of same sac 3 Bedroom
d. 1 Parent and 4 ChildeM; 2 of each 805 3 Bedroom
S. 1 Parent sod 4 Children; 3 of same sea l of opMim sac 3 Bedroom
6 Persona:
L 2 Adults and 4 Children; all of same sac 3 Bedroom
b. 2 Adults end 4 Children; 2 of each an 3 Bedroom
c. 2 Adults ad 4 Children: 3 of same sac and 1 of onaoshe sea 3 Bedroom
Subsidy standards are eat ft& to determine the unit same to be desigmsted on the Cwditate of Family
Pmtkipation for fam11les of different 811015 and composition. MW purpose in establishing subsidy
standards is to avoid overcrowding, while maximising the use of space and minimizing subsidy coat.
The HRA yell allow a family to choose a smaller unit size if it is the fitmuy,s pnefeames end the
subsidy Is mailable, provided lousing quality occupancy standards aro not exceeded. MW HRA may
allow 11=11105 to use the living room as necessary to accommodate one livi Wdoeplgg room !o~ each
two persons. Children absent from household due to plaoemms in AMW care will be counted when
determining the applicable subsidy steodaid.
53
LAKEVrEN COMMONS 4734309 ,F.03'
07/30/1996 15:49 6122223226 P,STOW COMP PfiGe ea
n
July 3. _, 1996
The HRA Board and
Ms Anne Hudburt
Executive Director
City of Plymouth
3400 Plymouth Blvd.
Plymouth, NIN 55447
Dear Chairman and HRA Board Members,
Plymouth HRA has granted me it two bedroom section 8 certificate. I currently reside at
Lakeview Commons Townhomes. 1 have a hartdicapped child who would greatly benefit
form have his own bedroom. My household consists of 3 people; Myself and my twin
sons who are eight years old. My handicapped son, ass"a has a pastronel we attendant
who comes in to our home 12 hours per day during the right hours. deed are
extensive and at least one time every hour throtgh out the night need to be
decompressed. This entails disconnecting his tube feeding from his QWmmomy tube.
connecting a 60 cc syringe to his gastrostamy and placinsMin positions so that air that
1s trapped in his stomach may escape through his g -tube. 001must than be repositioned
in a upright sitting position. This takes spproximmely 15 nihnites per hour all sight long.
As you can see. the PCA and myself aro in the boys bedroom attending to him throughout
the night. With the equipment needed to attend to his needs and the hospital bed, and the
amount of constant eareMneeds there isn't much room for my other sones As
a results is having di@'iculty in school and in other area: of his life. is of
course up through out the night and doemil get enough sleep. the teachers have stated to
me that he is falling asleep in class. 11111Mwould rawer complain about sharing his room
with his brother but it would benefit both of the boys if they could have separate
bedrooms.
1 spoke with the staff at Plymouth HAA regarding by sons having separate rooms and was
told that the HRA policy does rat allow this. I understand the board members create this
policy and I ask you to reconsider the policy. It is my understanding that under HUD's
occupancy guidelines you can have three people in a three bedroom if there is a
documented need. I have given to the HRA a doctors letter showing the need which is all
HUD requires. I can l.:ovide you with additional tetters Goin Doctor's and therapists
regarding=s care if needed.
I will be attending the board meeting on August 1 st at 7:00 and would like the opportune
to address the Board members regarding this policy and I would be available to discuss
this with arty of you at any time. My phone member ism
n
07/30/19y6 35:48 LAKL'Vt6N COMMONS
6122223226
4734809
Cad$R5TDC- GROW
P . Od$
PAW 93
fnmilt,.
kevyandiery Comnsthas a threo bedroom townhome on the ground 1000f avaftle /or mytheymoareryingtohobitfortae. The ground Boor threetomebyandtwouldWraaltteYOU bedrooms aro hard to
attached fiom your review a low boom yow
a deciem es
ft j
laoaible. I have
request in March when h is time for Y Nair Pin wyng wottb review .nrymyannualreview.
THANK YOU VERY MUCH FOR YOUR CONgMRRATTON.
Plymouth, MN 55447
LAKBV:6N COMMONS 47E4E09 P.0281/38/1996 1S: a8 6121228226 CORWRSTOW GROUP PA(. ,fid
LOKICVSdW COMMONS 4794309 P. us it it
PLYMOUR
July 1. ION
Plynrwtb, MN S5447 .
1 have hd the clam to renew We letow your submhted (rote your son's dom
esserdtns the need for a separate bedroom. Y haw tWvd dds over with trey mpervleot
and we wUl not w"Wfr m oac Mm to our omp "ltaoduds a this dmc. We will
however mbw your cue at your teoert amdon In womb 199'1.
We will bests the teoettilbolon process in ommbu. We wlu wiew your 1"U"t
hovel on your eituodon at that dtae. if, u reio dlocmwo, you [ad the treed fbr an
INGM111 In subsidy, plaose bepnVAd to provide cunt diocumum don fnom.your
son's doctor at that bate.
sirtaetelye
Melissa Cervical. i ousias Ziehatoiee
Plymouth HRA
PLYMOUTH Jt LiveOSOOPLYMOUTHBOULEVARDaPLVMOUTM.M1NNE6orA8'r40y.1Oe2 1ELP.PM01\L.1e121509.
j
911Ii4112 *"or @under"
a) Purpose. (e) The HA must
establish subsidy standards that
determine the number of bedrooms
needed for families of different sites
and podtions.
2) For ascb family. the HA
downdo s the appropriate owetwr of
standards=11y unit swl.
21 The ly unit sw number is
tdtered an the certifiats at voucher
issued to the family. The HA issues the
bmuy d woudw or cafi8eate ferthe
fimlly tistlt alai when s famUv b
psseloae
xemdfor participation. in the
b) Owlamfnbrg famffp staff dee. The
foUorrhagroqulrem e ly e
MA datermines ttis
the HA
t) ThsdundarL mud
prov ran the smallest numbr of
droops needed to boom a family
2) The subddv stsidards must be
op(
3) The subsidy standards am be
Ute des
consistently foe a114miWs of
t) A child who—temporarily way
from the boos because of placement in
foster ane b considered • member of
tbe.family in determining sbe family
unit sire.
S) A family that condsb of a
oregnsnt woman Iwith no other
personarelmust.be treated as a two-peoo
V. fa (
6) Any Uvedn aide (approved by the
HA to reside In the unit to an fw a
family member who Is disabled -or is at
Ian 40 years of age) must be counted
in determining the familyunit size. 71 Unless a live -in -aide resides with
the family. the family unit sin fo .snv
family consisting of it single parson
must be either o zero or one -bedroom
unit. as determined under the HA
wbudv standards.
a) (n determining family unit size for
a particular family. the HA may grant an
exception to its established subsidy
standards if the HA determines:na::! e
mceott.:rt N ius:t:eni a%• the rq•,. vex.
healih. handicap. or relationship of
family members or other pirsonal
circumstances. (For a single person
other than a disabled or elderly person
or remaining family member. such HA
exception may not override the
limitation in.paregreph ib)(7) of this
section.)
c) Effect of family unit size—
maxin. um•subsidy. The family unit size.
as determined for a family udder the HA
subsidy standards, is used to determine
the maximum rent subsidy for the
family:
l) Grtlflcate ro u . HUD
establishes fdr mpakot mrente by number
of bedrooms The am of the initial
coutrect rent plus any utility allowance
tang not.exceed either.
1) The pbMexta, 'an rent limit for
floe family init sin: at
U) The fbAJUoxception no Umit for
the unit seated by the family.
2) Voucher progrma. The HA
establishes payment standards by
number of bedrooms. The pameot
standard for the finally mwtb the
lower ah
W The payment star fm the
may unit esu: or
wThe Mutant standard for the unit
rented by we t mUy.
d) Size of unit ooenofedb7Am* (2)
M' d. r .. /;.6. ,
yC' j%°e. .G.;ra •'-ivy..` r ':
kV b4q.Nyrx b .,. a ;"r ' i+
nb RC'^J' "Sn
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YLT. 7 i
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ry
Ztyryvyc¢'n 6T . 1'/,-*<`d` T.. 4 l e:..r LSO.
DATE: September 12, 1996 for Housing and Redevelopment Authority Meeting of
September 19, 1996
TO: Ante W. Huriburt, Executive Director
FROM: Edward J. Goldsmith, HRA Supervisor
SUBJECT: Assistance to Hammer Residences, Inc. for the Garland Home
Hammer Residences operates the Garland Home at 1530 Garland Lane as a group home with 24
hour per day on-site services for four developmentally disabled adults. In order to meet the needs of
existing and future residents the home is in need of renovations to expand the available living space
and provide barrier free living for wheel chair dependent residents. It is also possible that the
renovations would provide space for one additional resident, if approval to expand the occupancy
can be obtained from Hennepin County. Hammer was able to obtain a 590,000 federal HOME
Investment Program grant from Hennepin County to renovate this home plus one in Minnetonka.
The terms of the grant require that Hammer provide 25% in non-federal matching funds ($22,500).
Hammer had intended to utilize funds from the Minnesota Housing Finance Agency 04HFA) for the
required match. However, it was recently found that these properties would not receive MHFA
assistance because of changes in the WMA's funding criteria. Hammer will use $50,000 of the
HOME funds towards an estimated $70,870 in improvements at the Garland Home. Hammer is
hoping to receive a grant of $12,500 from the Cargill Foundation toward the required $22,500 non-
federal matching funds. )on Thompson, Executive Director of Hammer has inquired whether the
Plymouth HRA could assistance them with the remaining $10,000 of matching funds.
Since the matching funds must be from a non-federal source, the HRA cannot use federal
Community Development Block Grant (CDBG) funds for this purpose. The HRA does have
available $30,000 in local funds that were received in 1996 as part of the City's fee for issuing tax-
exempt housing revenue bonds for the refinancing of the Fox Forest townhome development. This
was the first of a series of annual payments from the Fox Forest development that the HRA is to
receive to be used to assist affordable housing within the City. These funds could be used by the
HRA to provide the $10,000 in non -feral matching funds required by Hammer Residences.
The HRA has previously awarded Hammer Residences $60,000 in CDBG funds to support their
housing program for the developmentally disabled in Plymouth. We have found that Hammer has
been a responsible recipient of these funds that has worked cooperatively with the City and HRA in
expanding these funds. The use of these funds is consistent with the City's Housing Plant and the
objectives of the HRA. Providing the $10,000 match will leverage $50,000 in federal HOME
program funds plus the $12,500 from the Cargill Foundation. The possibility of Hammer repaying
thew rano: to the HRA is currently being pursued.
I thadore ecommard that the HRA Board approve the use of $10,000 from the Fox Forest
affordable housing funds account for Hammer Residences, Inc: as indicated in the forgoing
report, subject to Board approval of the terns of the funding agreement with Hammer
Residences.
N
DATE: September 11, 1996 for Housing and Redevelopment Authority Meeting of
September 19, 1996
TO: Anne W. Hurlburt, Executive Director
FROM: Edward J. Goldsmith, HRA Supervisor
SUBJECT: Staffing Changes at Plymouth Towne Square
The attached letter from Saab Miller notified us of bar impending move froth Pl)yn-'s Towne
Square to take a significant promotion at Walker Management. As indicted in her letter, Sarah will
be able to train bar replacement as Towne Square Manger and be available to answer questions that
the now Manager may have after Sarah has left. Walker Management has selected the current
Administrative Assistant at Plymouth Towne Square, Melody Burnham to be the new Housing
Manager. Melody has worked with Sarah and the residents at Towne Square for the past year. She
is currently in the process of hiring a new Administrative Assistant for the building.
l'
I have been in contact with Sharon McKinley. Regional Director of Operations at Walker
Management and the supervisor responsible for manaement services at Towne Square. I have
reviewed with her Walbees plans for filling the Housing Manager position at Towne Square. In the
past the manager position was full-time with the administrative assistant a .SS part -tithe position.
We have discussed reducing the hours for the manager and increasing die hours for the
administrative assistant for no not loss of staff hours, but with a reduction of salary costs. Melody
Bumft, m has agreed to take do manager position at the reduced boors. Ms. McKinley has assured
me of 'Walker Management's commitment to continuing the high level of management services at
Plymouth Towne Square that has been provided during Sarah's time then,. I will continue to work
with Ms. McKinley and other Walker staff' to review their plans and management of the property.
All of us have been privileged to work with Sarah and deeply appreciate bar personal commitment
and dedication to Plymouth Towne Square and its residents. As a very small token of our
appreciation a plaque recognizing Sarah's dedicated service at Plymouth Towne Square has been
prepared to be presented to her.
I recommend that the HRA Board authorize its Chair and Executive Director to ertend its
appreciation and befit wishes to Sarab Miller for her dedicated service as the first Housing
Manager of Plymouth Towne Square.
rJ
Attachments:
1. 'Letter from Sarab Miller
2. Draft Certificate of Appreciation
P.
September 3. 1"6 PL.VMOUTH_. / D
TOWNE SQUARE SEP 4.
Edward Goldsmith r CITY OF PLYMOUTHHRASupervisor _"OMMUNIIY
0FPTPlymouthHousingandRedevelopmentAuthority
3400 Plymouth Boulevard
Plymouth. MN 55447
Dar Ed.
It is with a heavy heart that I notify you of my resignation as Housing Manager for Plymouth Towne Square.
I have accepted another position with Walker Management as Housing Manager for Walker Elder Suites, an
assisted liviqgfacnity located In Edina. It was a difficult decision to make as I have enjoyed working atPlymouthTowneSquare. However. this on, position is a great opportunity to for me, professionally andfinancially.
I hd privileged to have had the chance to work at Plymouth Towne Square. To OM and manage PTS has
been an extraordinary experience, one that I will not forget. Over the past 2% yew, I have built manybondswithpeopleinthePlymouthareaincludingyourself. the HRA Board, City off. outside community
members. residents and their hinflies and the building itself. I feel the ftmdgdon that I have bunt with the
help Of MY staff and Walker Management. is strong and will provide a good base on which to WO; a'
evand.
WAHM has already begun their search for a replacement and plan on baft a new manager in place within
2-4 weeks. I will conduct oriemdon and training with the new manager In order to make do tramition as
smooth as possible. In addition. once I am gone, I will be available far questions and site visits. In the
meantime. I will be spending a couple days of each week at Walker Elder Suites and M will receive salarycreditforanytimeIspendam. Both W1111101! Management aid I would like to ensure you that what Is best
for PTS is foremost in our minds. during this transition.
I would like to sincerely thank you. Am and the HRA Board of Commissioners for all the support you have
down Walker Management and myself.
Sincerely.
K. Miller
Housing Manager
CC: Sharon McKinley
WMI Regional Director
4500 :;7th A -.-.nut North - PI ' vrr*;jth,.VN 55446.3250
612) 4PL0.9524
R This Certificate of Appreciation is Presented to
Sarah K. Miller
EftinRecognitionofHerDedi irst Manager of the Plymouth Housing
and Redevelopment
from
Her Personal
Its Residenits Has
With Sincere Thanks and Best
Plymouth Housing and
H. David Crain
Chair
f i
Square Apartments for Seniors
1996.
Towne Square And
The Success Of
and Staff of the
Authority, September 19, 1996.
Anne W. Hurlburt
Executive Director
WALKER MANAGEMENT, INC. *58
MONTHLY HOUSING REPORT
olt;
wm
is to be completed by the Housing Manager and submitted to Geoff Kaufmann,
Senior Services at 3737 Bryant Avenue South, Minneapolis, Minnesota 55409,
following the report month.
COMMUNIIT NAME: PLYMOUTH TOWNE SQUARE
NMBR OF UN1TS: "Independent Living Units
0 A;aistsd Living Units
REPORT MONTH: AUGUST 19%
Name of person completing this report: Sarah K. Miller, Housing Msngwlfb
Chief Operating Officer of
by the 10th of the month
OCCUPANCY
A. Total Number of apartments lassed (inchudiag caretaker units) at beginning of month: 97
Total Number of apartments lured (mdudmg caretaker units) at end of month: 99
B. Occupancy Percent at and of montb: 100%
C. Attach Monthly Marketing Report for detailed information.
D. Vacant apartment(s) for AUGUST :.5 (310: move -in August 20)
Vacant apartment(s) for SEPTEMBER: : 0
E. Move-in's Anticipated for SEPTEMBER, 0
F. Other:
II. FOOD SERVICE: Not Applicable
M. RESIDENT SERVI[CES
A. Attach copy of report month's newsletter and activities calendar.
B. Attech copy of report rnomb's minutes from Resident Council Mating (Minutes not done - Agenda only).
C. Resident Issues:
National Night Out was baldat PTS. Rootbar Floats were offered as a refkeshmer... .1ha residents vi
with the fire and police departments.
A "Get Together" Dinner, consisting of BBQ'ed hamburgers using the gas grit :erred this month
Residents planned and cooked the mal.
The resident community decided to crate and sell postcards depicting PTS as the hoh&, %luil-raiser.
committee was (farmed to determine what would be placed on the beck of the postcard. Final daft -ill need
be approved by Ed GoldewAh. A professional Photograph was donated and part of the, •rifting cost will
ddkgW by the publWM compsay. We anticipate completion by Nov. 1.
The Garde! Committee was asked to begin deciding policies and procedures on how the cion down the Sarde
beds and how to assign beds for the oast growing aaeoa
Residents would like park benches phtced crowd the building. Management was willing to request funds t
purchase the benches next spring due to Wetted ffimde this yar, but the residents wanted to purchase th
beadhas for the upcoming (till aisim A motion was made at the August Resident Meeting to purchase tw
benches with money from the resident fund. The motion wee approved and the voting will be taken to th
resident community.
The Resident Council will discuss whether or not to allow a vote at the R sideht Meeting to approve purchase
Ones the resident fund or if voting need to be in the form of a ballot to the entire community.
IV. BUILDING AND GROUNDS L4S n
A mewing took plans on August 5 with Rd Goldsmith (City of ftmouth). Sash halerler (WNII), Greg oppew
WDI), Tun SaW (BRW) and Keith Dalen (Fraaa) present to discuss the outstanding construction issues.
outcome was: A representative from the siding manufeaura will inspect the installation to detommd if it w
installed per InalNfactUre specifications, Greg and TIMI will investigate possible solutions t0 increase att
ventilation, Sarah will have NSP inspect the transformer regarding the water in the basement, and drywall
will begin within the month. Inspection by NSP indicate that the water is not entering the electrical conduit b
it appears to have eroded the dirt around the pipe and could be following the pipe to the garage. The dryVA
repair is scheduled to begin September 9.
The three third -floor hallway air conditioning units began Making earlier this summer and was recently repaire
Tle problem appears to consist of two separate problems. Extremely fine dirt passed through the air filter:r,
entered the systems, clogging the condensation drain.pan and hose. This water to spill over and drain down u
stairwell walls. It was difficult and tedious to access and clean the three pans. The clogging was unusual an
probably caused by the higher than normal level of dirt in the air from two construction sitea directly across d
street from PTSD two summers in a row. Secondly, the AC units werg running unnecessarily at night causing tl
condensers to freeze up at night and thaw during the day causing water to run down the stairwell wan
Thermostats were installed on the outside condensers and instruct the units to run only when the outside air
warmer than the inside air. if not, the units blow the cooler fiesh air into the building to cool the common ares
The August 7 wind storm caused an additional 30' of fascia to come off the building. The developer an
contractor were notified, however, the m.p.h. of the wind that night was high enough that it is unlikely that 0
contractor will be held responsible unless it is determined the siding was installed incorrectly. These pieces W
be repaired at the same tinm as the others. In addition, the porte cochere had ceiling panels ripped off. W
were able to recover all the pieces. The porte cochere was repaired the next day at the unanticipated cost c
550.
Security and OSHA Audit was performed at the request of the manager in response to resident securk
concerns. The report is attached. We will be addressing several OSHA violations and safety issues noted in th
report during the month of September. Security does not seem to be an issue at this point. The results will b
shared with the Resident Council.
The underground garage has been extremely hot due mostly from an air conditioning compressor running
majority of the time, located in the garage. The compressor is blowing hot air and raising the temperature i
the garage. We have asked our service company to look into the situation and present solutions.
Residents have requested a fall window cleaning and de -humidifiers for the garage storage units. The manap;
is currently looking into the issues. See attached memo from the manager to her Regional Director for i
details regarding the issues.
V. HUMAN RESOURCES
A. Staff changes during the report month: none
Emergency Medical Leave for the Administrative Assistant. This occurred the same time two other stal
members were on vacation. An administrative assistant from another housing site was loaned to PTS d
cover the unanticipated medical leave.
B. Staff Training Programs:
Title of Pegg PAS
Annual Bloodborne Pathogens In -Service 8/14
Annual TB In -Service 8/14
C. Staff Meetings (attach minutes). No staff meeting due to vacations.
VI. BUDGET CONTROL
List any Account Receivables over one month past due and action taken: None
VII. GOALS ACHIEVED THIS REPORT ]VIONTRIA11211110
None: issues and daily duties took priority due to being short staffed from vacations.
VIII. GOALS FOR I1pCOM1NG MONTH (Sentemberl
a. Begin verification process for 50+ residents.
b. Complete budget FYE12/97 for delivery to E. Goldsmith by Oct. 1. `r
MONTHLY OCCUPANCY REPORT
PLYMOUTH TOWNE SQUARE
AUGUST 1996
1996 1 JAN I FEB I MARI APR IMAYI JUN I JUL. I AUG I SEP l OCT I NOV I DEC11 TOTAL
MARXFMG:
Presentationsrfours 1 3 ll 8 12 8 9 1 4 64
q9[^
q
pp+
APPLICA71ONS:
Received 7 7 6 9 7 7 8 7 1 58
Waltlog im Total 335 NAI NA NA NA 301 301 301 NA
APARTMENTS:
Reserved 1 1 0 1 1 2 2 1 NA
Coneelled 0 0 0 0 0 0 0 0 NA
To Be Leas. -1 0 0 0 0 01 01 0 01 NA
Buftetede 97 96 96 1 % 1 96 97 97 NA
Billed* 97 97 97 97 96 95 961 1 1 1 NA
Leased• 97 96 97 97 97 96 96 971 1 1 1 NA
Caretaber Apartments 2 21 2 2 2 2 2 2 1 21 2 1 2 1 2 NA
Total is bulidiog 99 99 99 99 99 99 99 99 99 99 99 99 99
Antldpated Move -Ins 0 0 11 01 0 1 0 2 4
Actual Move -Ins 0 0 1 01 0 1 0 2 4
Auddpated Move -outs 1 0 0 0 2 1 0 0
Actual Move -outs 1 0 0 0 2 1 0 0
AmIdpated vamndes 0 1 0 0 0 1 2 0 4
Actual vacandes 0 11 0 0 01 1 2 0 4
Garage Leased' 67 67 67 67 67 67 671 67 1NA
Carctalur Garages 2 2 2 2 2 2 2 2 NA
4.
vom T v 7r ..
excludes caretaker apartments/garage spaces
TOWNE CRIER r,
Vol. III, Issue No. 8 AUGUST 1996
NATIONAL NIGHT OUT ... STOP THE VIOLENCE
TUESDAY, AUGUST 6 MU$%C// 6:00 P.M. - 8:00 P.M. /
OUTSIDE - MAIN -ENTRANCE
1 q/
vcjA S,
O What is National Light Out? It is an event in whichOneighborsareaskedtocelebratetheircommunityby
locking doors, turning on outdoor lights and joining
together in friendship. Its aim is to prevent crime by
building strong neighborhoods in which people know
and watch out for one another and do not tolerate
crime and suspicious behavior. By doing so, the
neighborhood lets criminals know they are organized.
Eiyps
F
yi
Representatives from the Fire and/or Police
Department will be stopping by PTS sometime during
the event. Please feel free to invite your family and
friends to join us.
Donations of .25 cents will be accepted to cover float expenses.
SECURITY AND SAFETY MESSAGE....
Only admit your visitors into the building. If someone attempts to enter the
building with you, stop them and let them know this is security building and that
they need to be "buzzed" into the building by the resident they are visiting. If --,.
they give you a bad time about it, inform the office and the manager will address
it with the resident they have come to see.
If you see any suspicious people, cars or activity in or around the building... call
911 and report it. If you feel you are in danger, for what ever reason, call 911.
We, as staff and residents of Plymouth Towne Square, need united against crime
in our building and neighborhood. If you ever see anything suspicious, no matter
how small the activity and regardless of time of day, call 911 and notify the
police.
The office has received several reports about residents witnessing "suspicious"
activity around PTS and in neighboring parking lots. We appreciate being
notified but we are unable to take in action. PLEASE, if you see something that
you think is strange, call the police. Look over the activity and provide as much
information to them as possible.
j For example (this DID NOT HAPPEN, it is an example only), if you call and
report that a white four -door sedan entered our PTS parking lot and 2 people got
out and looked inside the cars parked in the lot and then drove away. The police
will drive through our lot (deterring criminals just with their presence) then
cruise the surrounding area. If the police see a car that fits your description, they
csm pull them over. Two things happen ... one, it lets those people who are out at
3:00 a.m. (and at that time, can they be up to any good?) know that Plymouth
residents do not allow criminal activity in our neighborhood and second, if the
police are lucky, they will find something in the car which supports a criminal
activity and the suspects will be arrested and taken off the street.
Also, when you call the police in the middle of the night, remember they are
awake and on duty. In fact, those calls in the middle of the night, keeps them
NOTE and on their toes (a direct quote from a third shift officer).
Sincerely,
J Sarah K. Miller
Housing Manager
Please try to refrain from or limit the garage and recycling
need to take garbage to the garage on one of theses days.
you take to the garage on pick-up days. If you find you
M* _ta place your trash on the floor in the: stall where the bins are
located. When the containers are brought in, the trash will
be put away.
A REMINDER OF WHEN GARBAGE AND
RECYCLING IS PICKED -UP:
Monday - Garbage
Thursday - Garbage & Recycling
PET OWNERS - when transporting your pets through the building, your pet
must be on a lease or in a carrier. Also, when you open your apartment door,
make sure your pet does not get out in to the hallways.
RECIPE BOOK FUND RAISER. We would like to create a cookbook
from resident recipes and sell. All proceeds would go towards the Resident
Fund. If you are interested in being on the committee, please let Sarah or
Melody in the office know. The committee would determine size, cost, layout,
page format, cover and page designs, and recipe selection. At this time, if you
have recipe(s) that you would like to submit for the cookbook, please bring them
down to the office.
THERMOSTAT INSTRUCTION
It's hard to believe but cooler weather is just around the corner. In order to.
head -off any confusion and frustration that may occur regarding your heating
system, pleasto the following information....
The heating system for the building is hooked up to a sensor that monitors the
outside air temperature. When the weather is warm the system turns itself off.
However. if the temperature starts to drops (which it has at night), the system
will automatically start-up.
For instance, lets say your thermostat is set at 70. You have the windows open
and the outside air (which is 60 ) is blowing in and cooling your apartment.
Your thermostat thinks you desire 70 but the room is at 60 and it will call for
heat in the baseboards. If you are too warm, turn the thermostat down, if you
want to be warmer, turn thtemperature up.
If you have any questions, please call or stop by the office and we will help you
out. 'i'hankslI
Im- c
J
PLYMOUTH.
Saturday, August 10, 1996
Plymouth Creek Park, 3625 Fernbrook Ln.
Featuring Olde Fashioned Family Fun:
Antique Cars from 1890 to 1931
Children's Activity Area
Demos of Olde Tyme Crafts and Skills
Entertainment
Farmers' Antique Markr;t
Fiddle Contest with Cash Prizes
Historical Society Tours
Refreshments
For more Information, or to participate, call 509-5200.
PLYMOUTH TOWNE SQUARE
RESIDENT MEETING - July 24, 1996
The meeting was called to order by Sarah Miller. The May 29 meeting minutes were
distributed earlier this week and a motion was made by George Miller and seconded by
Ardis Funder to approve the minutes as presented. The June 19 meeting minutes were
distributed in the July Newsletter. A motion was made by Amold Seppa to approve the
minutes as presented and seconded by Marty Dusk.
The RESIDENT FUND was reviewed and accepted as presented below:
OLD BUSINESS
Resident Satisfaction and Beauty Shop Surveys: Residents were thanked fog
participating and retuming the Resident and Beauty Shop Surveys. PTS was estimated
to have over an 80% response rate. The results of Resident Satisfaction Survey are not
yet available. The Beauty Shop Survey has been tallied and the resulted discussed in
detail at the June Resident Council Meeting and with the Beauty Shop Operator. The
results of the survey were not satisfactory. The operator will have 80 days to bring
satisfaction to an acceptable level. At the end of the 80 days, another Beauty Shop
Satisfaction Survey will be distributed, results tallied and action taken.
Washera/Dryers cost will not change. Management conducted a survey of
surrounding laundry mats, market rate and senior apartment complexes and found that
the cost at PTS is competitive or lower.
Exercise Equipment: Based on the results of the Leisure Survey, the two exercise
bikes will be removed from the Activities Room by the end of the week. We anticipate
replacing them with one new exercise bike in the fall. A resident -donated glider -style
bike is now located in the Activities Room. There have been a number of suggestions
to purchase a bike of this style. Management anticipates including in their budget
requests for the new fiscal year, funds for a new treadmill.
KMIORMUM734
anrar. a attamatlr 19rpao+ Toon
DATE RATIONALE9i. rte weo wnm ware
I
AL
eiri n s 3:; s Z"'oa s aee.7o s 44.os a Joao t3 949.
Pancake Breakfast Revenue 5153.00 5153.00
MO Joe Dinner nse 12. 5127
Slo Joe Dinner RevenueM716M 00 X40.00
Ju Hearts Fund collection 550.00 50.00Residentcouncil
Ha Smith Memorial
44.05
25.00
10.00 544.05 10.0 10.00
7011= ante at Resident Meetin 804.99 2n8.04 89.N 51 2$0
OLD BUSINESS
Resident Satisfaction and Beauty Shop Surveys: Residents were thanked fog
participating and retuming the Resident and Beauty Shop Surveys. PTS was estimated
to have over an 80% response rate. The results of Resident Satisfaction Survey are not
yet available. The Beauty Shop Survey has been tallied and the resulted discussed in
detail at the June Resident Council Meeting and with the Beauty Shop Operator. The
results of the survey were not satisfactory. The operator will have 80 days to bring
satisfaction to an acceptable level. At the end of the 80 days, another Beauty Shop
Satisfaction Survey will be distributed, results tallied and action taken.
Washera/Dryers cost will not change. Management conducted a survey of
surrounding laundry mats, market rate and senior apartment complexes and found that
the cost at PTS is competitive or lower.
Exercise Equipment: Based on the results of the Leisure Survey, the two exercise
bikes will be removed from the Activities Room by the end of the week. We anticipate
replacing them with one new exercise bike in the fall. A resident -donated glider -style
bike is now located in the Activities Room. There have been a number of suggestions
to purchase a bike of this style. Management anticipates including in their budget
requests for the new fiscal year, funds for a new treadmill.
KMIORMUM734
Lifetime Fitness Update: Management has spoken to the City regarding senior
programs at Lifetime Fitness. The City was unable to discuss senior rates prior to
signing the contract with Lifetime Fitness. Senior rates/programs are to be discussed
after opening in March '97. To see what the club will look like once opened, it was
suggested that residents go and look at another location. The Plymouth Club will be
very similar to Woodbury or if ffiat is to far away, Brooklyn Park.
Maintenance Position/Service Requests: At this time, the maintenance duties will be
absorbed by Lance, April and Walker Maintenance Staff. April will be picking up
additional hours to complete the preventative maintenance tasks. Lance will complete
the maintenance service requests. If a problem develops requiring a higher skill level,
Walker Methodist Health Center will be called. If you have any maintenance work
orders, please do not hesitate to submit them.
Other: At a resident's request, management will check on the status of the large
phonebooks. It was thought that new ones are now being distributed by U.S. West.
There are concerns from residents regarding the piece of siding that fell off the building
earlier this summer. Management is unable to repair it due to complications with the
siding installer. Damage to the wood does not appear to be an immediate concern.
Should that change, action would be taken. Management would like to thank residents
for their patience and understanding as we work through the finai few construction
issues.
NEW BUSINESS
Thank you to the following residents for their recent donations: Bill Burmaster
donated a horseshoe set. Dick Tell donated a Bocce Ball game. Dorris Whyte donated
a glider -style exercise bike.
Management Contract: The HRA Board of Commissioners has renewed Management
Contract with Walker Management effective through December 1997.
Fund Raisers: Fund raisers were discussed at the June Resident Council Meeting.
Management will be getting approximate cost to produce postcards which depict a
picture of Plymouth Towne Square and/or a Recipe Book. There will be an
announcement in the August Newsletter asking residents for recipe donations.
There are a number of staff taking vacations in August.
SKMAVO uUMnd
Trash: Please be sure to place your garbage in plastic garbage bags that are secu
closed prior to placing the beg in the trash chute. It appears that either -trash is bE
placed in the chute loose, in open -topped paper bags or bags are breaking open as I
fall. If you have a heavy loaded bag, double bag it or split the load into two or rr
bags. Also, please try to limit the trash and recycling you take down to the gar
between Sunday evening to Monday aftemoon and between Wednesday evening
Thursday afternoon. The dumpsters are taken outside for collection at these tin
Trash is picked up on Monday and Thursdays, Recycling on Thursdays. If you do
items down and the containers are gone, please the items along the wall and when
containers are brought in, staff will place the garage and recycling in the appropi
containers.
COMMITTEE REPORTS
Pancake Breakfast: The price has- been reduced to $2.50 per person beginning thi
Saturday. Breakfasts will be held on the fourth Saturday of the month. Beginning i
August, you will need to purchase ticket in advance. This allows the committee
purchase and make enough food but not incur waste by making too much.
Pot Luck: has a new name - "Get Together Night" as not every month is a potluck.
Get Togethers will be held on the second Wednesday of the month regardless of Bing..
August 14 is BBQ with a menu of grilled hamburgers, potato/chicken salad, bak
beans, drink, and dessert. Cost $4.00 per person, payable in advance in the office.
September Get Together will be cold cuts and cheese to make your own sandwich.
Pool Table: Current collection $640 - Goal $1,700 All donations welcomel l
CONSTRUCTION SITE UPDATE - Terry Matula, Project. Manager for the =istion
Center construction site located across the street, spoke to the resident cunity.
Resident's concerns regarding the blowing dirt was laid to rest as he explained that th .
phase of the construction will be completed in the next several weeks and what we
should expect over the next several months. They are keeping the ground wet and
roadway cleaned to the best of their ability that their budget allows. The wetlands to the
north of the site will not be touched. He also answered questions regarding the type
amenities available when it opens in March. If residents have any questions or
concerns, they should not hesitate to contact him. Sarah can act as a contact for him.
ANNOUNCED JULY BIRTHDAYS AND NEW RESIDENT MOV94NS.
MEETING ADJOURNED
7,4 3
Plymouth Seniors SARA MITTELSTAEDT IICoordinator
509-5225
BRIDGE - Wednesdays at 12:30 p.m. at St. Mary
of the Lake Church. Beginners welcome. Call
Beclty at 473.4031.
500 CARD CLUB - Fridays at 12:3 p.m. at St.
Mary of the Lake Church, 105 Fores!•.ew Lane.
CAREGIVER'S SUPPORT GROUP - -rhi-d Tuesday at
6:15 p.m. at Vision of Glory Church. For more info
call Peg at 50-1019.
55 ALIVE DRIMID CLASSES
July 16 and 17 from 5:30 to 9:30 p.m. at
Plymouth City Hall, 3400 Plymouth Vlvd.
Please call 509-5200 to register.
Aug. 15 and 16 from at Fire Station III, 3300
Dunkirk Lane. Call 509-5200 to register_
WEDNESDAY WALKERS
The walking dub 13 meeting at Fren:h Park at 9
a.m. on Wednesdays for their walks riow that the
weather has Improved. Call Inge for exact location.
557.0505.
CARVEES WOODWO111MG CLUB
Plymouth Carvers meet on the first and third
Thursdays of the month from 10 a.m. to 4 p.m.
at Parker's Pavilion, Niagara Lane and County
Road S. For more info call Dan at 545.6136.
CRAFT GROUP
Meets the 2nd and 4th Thursdays of the month
at 12:30 p.m. at West Medicine Lake
Community Club, 1705 Forestview Lane.
OVER ISO TENNIS CLIIGC
Brush up on tennis skills or loam new ones at a
EM tennis clinic at Parkers Lake tennis
courts Tuesdays from 7 to 8 p.m. July 16 and
30 or Aug. 13 and 27. Instructor will cover:
serves, volleys at the net, forehand and
bacithand drills. Please register at 509-5225.
Tennis league plays Wednesday mornings at 9
a.m. at Parkers Lake courts. Everyone
welcome.
GETTING THE MOST OUT OF YOUR HEARING
Free class - Monday, Aug. 12 at Fire Station III,
3300 Dunkirk Lane. New hearing aid wearers
occasionally find frustration adjusting to the
technology. Expectations are high and some are
disappointed because they do not see the
improvement they expected. This class provides
tips and training to help get the most out of a
hearing aid. The class is for new or established
hearing aid wearers or anyone experiencing
hearing loss who may benefit from a hearing aid.
Please register at 509-5225.
FXZRCISE LEADER NEEDED
A volunteer exercise leader is needed for an
existing exercise class In Plymouth which
resumes in September. If you'd like to help
please call Sara at 509-5225.
PLYMOUTH SENIORS
No meeting in July.
Mend& Aug, 9 at Noon at West Medicine
Lake Community Club. Lunch, bingo. cards.
OVER 55 CLUB
No meeting in July.
Monday. Aug` at Noon at St. Mary of the Lake
Church. Potluck lunch - L -Z serves.
FOOT CARE CLINIC - Fairview Southdale
Hospital offers toot care second Tuesday of each
month from 1 to 4 p.m. at St. Mary of the Lake, 105
Forestview. Call Helen 5454=5 for appointment.
CARE AKD SHARE GROUP - Plymouth
Senior Citizens Club volunteers drive seniors to
medical appointments, grocery shopping, club
meetings, etc. Call Many at 541-1761 or Gen at 553-
1679 after p.m.
PLYMOUTH BIIaNG CLUB
J For a schedule of the outings planned for CARE AND SHARE
summer and fall, call Sara at 509-5225. Call Ne ineet7ne in July_
John 644-1690 or Wes 473-9126 for more Tl+u seAv_ auq. at 9 a.m. with Marty Gurltz.
information
I- FLOWER PEOPLE
ACROSS —
1 1090
5 Oberon composer
10 Musical symbol
14 Comfort
IS Empty
16 Choir voice
17 Lowland lassie?
20 Actors' helpers
21 Took the jet
22 Shakespearean tinker
23 Nimble
25 Where Marco Polo went
29 Essayist's nom de.plume
30 Homed viper
33 Sweet pea petals
34 Chandelier pendant
35 Twelfth -century date
36 Man in a comer?
40 Numery —
41 Dolts
42 Fitzgerald; of jazz:
43 Jackie Onassis, — Bouvier
44 Kittens, frequently
4S Tempts the trooper
47 Hilltop rocks
48 Gaose, in Grasse
49 Shade of blue
51 Evaluate
S6 Sunday speaker?
S9 Yeam
60 Chicago airport
61 Charles' canine
62 Night light
63 Exclude
64 Word on a card
DOWN
1 Do a factory job
2 Treat Williams movie
3 Man, e.g.
4 Mystery writer Josephine, er at.
5 Befitting a spouse
6 Doorway; e.g. 32 Trendy sandwiches
7 Scrooge words 34 Mails
8 :mnding for ethyl 37 :Adjacent to Pompeii
9 NT book 38 North Sea feeder
10 Recover from a setback 39 Comprehend
11 Fashion magazine 45 Straw user
12 Ragout 46 Lima's land
mom
47 Captured
18 Greek peak 48 Lincoln Center attraction
19 Kind of house 49 Fast-food item
23 Narrow openings 50 Resonate
24 Disdainful interjection 51 Pequod captain
MEMO
52 Actor Bates
26 Unaccompanied 53 —facto
1
54 Plot
28 Coop resident 55 Cousin of etc.
29 Sea birds 56 Play jazz
30 More than enough
MEN
31 Chide 58 Article
ROME mom AMEN
ANN A'Amm
MAMMON ANNE NewRoommomMNo
mom AMNON Boom
mom Room MAMMON
momNONE
Hamm ANEMONE
AMEN MEMO a 101
6 Doorway; e.g. 32 Trendy sandwiches
7 Scrooge words 34 Mails
8 :mnding for ethyl 37 :Adjacent to Pompeii
9 NT book 38 North Sea feeder
10 Recover from a setback 39 Comprehend
11 Fashion magazine 45 Straw user
12 Ragout 46 Lima's land
13 Plaything 47 Captured
18 Greek peak 48 Lincoln Center attraction
19 Kind of house 49 Fast-food item
23 Narrow openings 50 Resonate
24 Disdainful interjection 51 Pequod captain
25 Acadian of LA 52 Actor Bates
26 Unaccompanied 53 —facto
27 Western resort 54 Plot
28 Coop resident 55 Cousin of etc.
29 Sea birds 56 Play jazz
30 More than enough 57 Doze off
31 Chide 58 Article
r) Get Together Night! (Formally Potluck) will
be held on August 14 0 5:00 P.M. (second
Wednesday of the month). The August Get Together
will be a B-B-Que Dinner. Tickets will need to be
purchased in advance in the office - $4.00 per person.
The menu for August consists of hamburgers, potato
salad, baked beans, beverage, and ice cream bars.
Please pay by -up by Friday. August 9.
1
PaMCWN Breakfast
Saturday, August 24 tee.
Ica QCs 8:30 -10:30 a.m. p AAA
Y"*
e., 2.50 per person G ta' !'fieJustareminderthatyouwillneedtopurchasetickets, in advance, for the pancake
breakfast beginning in August. You will no longer ba able to pay at the door.
Deadline for purchasing tickets for the August breakfast is Wednesday 8/21. Tickets
are available from the office at any time during the moath49O.ni
e
e / !!!!!!
Remember ... Family and Friends are welcome!!!!!! 6p0(
0
MAINTENANCE ENGINEER: As outlined at the July
Resident Meeting, we will not be replacing the maintenance
engineer position will an outside person. Current staff will
absorb the maintenance tasks into their current duties.
Lance will be address maintenance and repair service
requests. April will attend to preventative maintenance
requirements. Sarah will collect, initiate and oversee third -
party vendor contracts. If a situation occurs that requires
more knowledge than our skill level, Walker Methodist
Health Center',s thiaintenance Department will assist us. If
you currently have any maintenance service requests that
have net yet been addressed, please submit they to the
office as soon as possible.
J
Harry Smith (apt. 205) may be gone from our sight but
never from our memories or our
hearts. We wish Ethel and her
family comfort and peace at this
time of their loss.
RESIDENT -MEETING
THURSDAY
AUGUST 29
1:00 P.M. _
T9E TiwNe7'ONKA noAT Tei?, SPONSOew BY
1.1066Y ALONG (4fit41 MOE, SC96DULED FOe
AU6USi 14 W* BEEN CANCELED. wE ME
UNABLE t0 H66r i9E MINIMUM NUM56e OF ;o
PEOPLE NEEDED FOB ME reiP. nU7' MEeE
AeE 07'962 YeiPS 7.9A7. ).106 OFFEe5:
Thursday Aug 22 Gangster Mystery Tour
Monday Aug 26 Minnesota State Fair
Thursday Aug 29 Treasure Island Casino
For Information do
Reservations
CALL MOE AT X CALL
587-4818 or
NOW
550-1977
I—)
BIRTHDAYS....
Apt. 330
Apt. 230
Apf. 120
Apt. 129
Apf. 317
Apt. 311
Apf. 108
Apt. 234
Apt. 316
Apt. 217
Apf. 104
Apt. 203
Apt. 216
Apt. 311
Viola Spilane
Merrilee Shaul
Beverly Huseby
Ida Tretlin
Lottie Wegener
John Goodacre
Ethel Martin
Leah Jennings
Kathleen Phillippi
IChasga Plotkin
Rosemary Kirfeg
GerFs Lgubavin
Howard Niggeler
Marion Goodacre
Augusf 01
August 02.
Auqusf 09
August 11
Augmf 11
Auqusf 13
August 21
Auqusf 22
Auqust 23
Auqusf 26
August 27
Auqusf 28
Auqusf 29
Auquef 29
GARAGE NOTICE... Please do not place any
packages, bags, or containers on any parked cars
in the garage. We have had several incidents of49trucksofcarsgettingscratched.
Quarters are available through the
office for the washers and dryers.
MARK YOUR CALENDARS.... ON THURSDAY, SEPTEMBER 5; THE POOL
TABLE COMMITTEE WILL BE SPONSOR A FUND RAISER DINNER. THE
MENU WILL CONSIST OF B-B-QUE PORK CHOP OR CHICKEN BREAST,
H0113MADE POTATO SALAD AND COLESLAW, BEVERAGE AND
DESSERT. INFORMATION WILL BE MADE AVAII.ABLE IN LATE
AUGUST.
MOVIE MADNESS
Saduday. August 3
The Sound of Music... starring Julie Andrews
Maris, a spirited, young Austrian woman studying to take her religious vows.
Suspecting that Maria's true calling may he outside the convent, the Mother
Superior arranges for her to leave the convent and become governess to the children
of autocratic widower, Baron Von Trapp. Bringing warmth and music to the strict
household of the reserved former naval captain, Maria soon wins over the children
ed finally the Baron as well, in a gorgeously rendered romance. (G)180 minutes.
Saturday, August 10
A River Runs Through It...starring Brad Pitt & Tom Sherritt
Graceful if somewhat plodding story of two very different boys growing up in pro -
WWI Montana, bonded by their love of fly fishing. (PG) Drama
Saturday, August 17
An Affair to Remember... starring Cary Grant & Debra Kerr
Romantic tearjerker about a star-crossed couple who fall in love on an ocean
voyage. Tip-top romance is the nearest thing to heaven among weepies.
1957 Drama
Saturday, August 24
Goodbye Girl...starring Richard. Dreyfus & Marsha Mason
Mason is a twice -deserted single mother who reluctantly takes oddball actor as a
roommate. Barbs By in typical Neil Simon fashion, but somewhere along the way
an old -fashion, teary-eyed romance manages to shine through.
PG) Comedy
Saturday, August 31
The Fugitive... starring Harrison Ford & Tommy Lee Jones
Slambam action picture based on '60's TV series, with Ford as Dr. Richard
Kimball, convicted of his wife's murder, fleeing Jones, funny and inventive as
federal agents pursuer. Stupendous actin sequences. (PG -13) Drama
Augti,' 1996
matdyplmow.
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TO: RESIDENT COUNCIL
BEN KELLEY 0123 BARB BUCHHOLZ 0124
LEE SMOOTS 0208 BETTIE ALLISON #210
ARNOLD SEPPA 0303 STELLA KROUT #307
KATHRYN LENTS #323
FROM: SARAH MILLENol_
DATE: AUGUST 7, 1996
The following items will be agenda items on Thursday, August 8 at the
Resident Council Meeting at 1:00 p.m. in the Dining Room:
1. Call meeting to Order.
2. Approval of July 11 Meeting Minutes (Attachment A).
3. Resident Fund Review (Attachment B).
Note: Melody's surgery does not qualify for a plant under the Hearts &
Memorial Fund guidelines. Will the council make an exception and
put funds towards a floral arrangement for her to be given to her when
she returns to work?
4. OLD BUSINESS
a. Any 1996-97 Resident Council goals?
b. Comments regarding establishing Property Committee.
c. Fund Raisers
Pcstcard - will receive a professional picture of PTS, cost for
1000 postcards aprox $300. Samples will be shown at meeting.
ookbook - receiving recipes, will show samples at meeting.
d. Resident Satisfaction Survey results are not available.
5. NEW BUSINESS
b. Glenhaven-Merial Gardens (Funeral Home) would like to give
a. presentation on making -and-planning your funeral
arrangements? Would the community be interested in this? No'
C. to Ue_
e—
J
6. COMMITTEE REPORTS 4
Pool Table -balance awe committee is planning a fund raiser
dinner on Thursday, September 6.
Pancake Breakfast — 04A Ckw "6A
Get Together (Potluck)
Garden Lots - What will be required br winter preparation? How
do you want to handle next season? Residents with lots this
year have priority and can reserve for next year? First come,
first serve? Should we limit the number of lots available or
provide a lot for all who are interested?
7. RESIDENT, BUILDING ISSUESIOTHER
S.
Please let us know in the office you are UNABLE to attend. Thanks.
Ito
WW
PLYMOUTH TOWNE SQUARE
RESIDENT MEETING - August 29. 1996
The meeting was called to order by Sarah Miller. The July minutes were distributed in the
August Newsletter and a motion was made by Ardis Funder and seconded by Art Hallberg to
appove the minutes as presented.
The Resident Fund was reviewed and accepted as presented below:
OLD BUSINESS
Drywall Repair will begin next week. The repairman have not seen the list yet so it is
undetermined how long it will take. They will have to patch the cracks, sand and paint them.
We will let residents know as soon as a schedule is developed.
NEW BUSINESS
GAS WAS SHUT OFF TO THE BUILDING THIS MORNING. There was a small leak
which was found last night and fixed this morning. The gas was shut off for about 2 hours.
Everything is fine now.
SHARPS CONTAINERS,- Residents who use needles should have some sort of "Sharps"
container or metal can to dispose of the needles. Needles should not be put in the regular
r,
J
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OLD BUSINESS
Drywall Repair will begin next week. The repairman have not seen the list yet so it is
undetermined how long it will take. They will have to patch the cracks, sand and paint them.
We will let residents know as soon as a schedule is developed.
NEW BUSINESS
GAS WAS SHUT OFF TO THE BUILDING THIS MORNING. There was a small leak
which was found last night and fixed this morning. The gas was shut off for about 2 hours.
Everything is fine now.
SHARPS CONTAINERS,- Residents who use needles should have some sort of "Sharps"
container or metal can to dispose of the needles. Needles should not be put in the regular
r,
J
garbage. If anyone needs a Sharps container, please let the office know. Also if anyone does
not know where to dispose of a full container. please contact the office for more information.
BLOOD CLEAN UP KITS are located in all North Laundry Rooms. These kits are put
there for staff use in the event of an emergency. They are for cleaning up large amounts of
blood. Please do not use or take any equipment out of the kits. If for any reason you would
have to use a kit, please let the office know so that it could be replaced immediately.
GARAGE BEAT is being addressed. The air compressor on the east bend is blowing hot air
into the garage, plus the cons= activity of the doors being opened causes the heat to build
up. The office is looking into solutions.
GENERATOR will be run 24 hours a week. This is mandatory to keep the generator
operational.
OTISER: Third floor hall is warm due to minimal air conditioning in the halls and rising
heat. The laundry rooms are not air conditioned. It was discussed that second floor is also
warm in the halls. Several repairs have already been done to the air conditioner units. They
will be checked again by the office.
One resident complained that the storage area were very musty and items were moldy.when
taken out. Office will check into solutions.
CObIIVIITPEE REPORTS
RESIDENT COUNCIL is looking at selling postcards with a picture of Plymouth Towne
Square, as a fimd raiser.
PANCAKE BREAKFAST no report.
GET TOGETHER NIGEIT is make your own sandwich night. It will be September 11 and
there is a sign-up sheet on the bulletin board. Tickets have to be purchased in advance
through the office.
POOL TABLE COMM]TTEE is having a Fund Raised Dinner on September 5. Cost of the
tickets is $5 for adult and $3 for children under 12. Most of the items are home made. Ben
reported that a letter to Target Greadand from the committee requesting a monetary donation
J was sent. $750 have been collected so far.
FOOD BANK hold & meeting on Tuesday and . it was determined that Marty Dusk will chair
the committee. Food Bank will bring food hems on the IM Tuesday Of every month.
OTM It was suggested that anomer Mystic Lake Trip be scheduled. It was suggested that since there has been so much dust from the building across the streetthatmaybethewindowscouldbecleanedagainthis1111andalsothescreens.
Barden Plow were . discussed. no Prft COMMM Will male suggestions as to how the
PIM will be distribeW nM year. Whether do am individuals will. have preference "Ic-
Also if Umb" MIW flower garden should be added is front of the three existing Ones -
Commas were made that the water drainage pond an was looking a little wild andunkempt. Sarah indicated that is the way the pond an is BOOM to 100k- However. Sarah
will follow up and we if any maimenuce needs to be done in the area.
Benches OW MOM chain for the porch were discussed. It was suggested that we purchase
two benches for the grounds with the Resident Fund, A vote was taken of dww present and a28of48residentsatthemeetingwereinfavorofpurchasingthebenches . out of the fund.
The voting proms will be discussed at the nut Resident Council MCCft- The question to
vote at the meeting vs. a ballot to all residents was discussed.
August Birthdays were celebrated.
Meeting was adjourned.
TO: Sarah Mallen
FROM: R Scott McCoy
RE: Security Assessment end Recommendations
DATE: August 19, 1996
On AWN 13,1996 I conducted a Security assessment of Plymouth Town Square (PTS)
at 15500 37th Avenue North Plymouth, MN 55446.3250. The first section of this report will
cover my assessment in reference to the levd of eurrent security, vulnerability due to location, and
currant weaimesecs in the Security system. I will also cover any violations of OSHA codes that I
found on site during my inspection. In the second part, I will His sunesdons for correcting where
I believe they aro needed. I will conclude by discussing which option I believe is the best afiet
considainS threat„ cost and reliability.
1. The building 4 act back Dom a main four lane street less than a mile fitom highway 55, and
about a mile wrest of highway 494. The heft is built on a rise and is the highest structure in the
immediate ares. It is Banked by two apartnnent buildings that are at least one hundred yards away.
The grounds between Plymouth Town Square and the other apartments is mostly lawn with a few
and trees that do not obat uct vision. The parking lot of PTS is well lit and open. The area has a
low alma Hite consisting mostly of busglade. There is no place to approach PTS without being
observed by either the residents of PTS or from the to adjacent apartment building. Heaemse of
the low crime and location of the building, the vulnerability is low. AN exterior doors aro secured
at all times of the day. The doors aro keyed on a five pin Sddgp key system. The fiont door has
an electric strike and a call in system that allows residents and staff to restrictaecess.
The garage is well 4t with few hiding places. The garage doors ere act to stay open for only eight
xvonds, and remotely opened by residents with an opener that can be reprogrammed when
needed. There aro no blind spots near either of the two garage doors that would allow a person to
J hide and wait for access. There is a low probability for unauthorized entry. There are two
stairwells marked as fire exits on either end ofthe g„ratr-. Both stairwells lead up tp building
entrances for all throe Boors, with the fire exits looted on the main floor at the front of the
building. Both fire exit doors aro fitted with crash bars which meet fire code standards. None of
the doors leading from the stairwell to the apartments have locking hardware on them.
There aro also two doors in the center- of the garage that are labeled as elevator lobbies. Neither
door has any locking mechanism, so access to the entire building is also possible from die two
elevators. There -is a fire exit sign in between the two elevator lobby dr,.rs in the middle ofthe
garage. This is against code because elevators cannot be fire exits. The elevator lobby doors do
not have a "Not An Exit" sign on them which is also code. From the center of the garage. neither
exit sign can be an. Both exits aro marked by an electric exit sign, however the signs are to high
and partially obstructed from view by pipes and electrical conduit. There are signs halfway down
each end of the garage Brnn the middle. which will lead people to the exit further down. These aro
also electrical signs, however both sides of the signs aro marked EXIT which could lead people
back toward the canter and away from the actual exit. Thera is a sprinkler system in place which
meets code requirements.
The First floor has four commonly used doors with a few more fire exits that aro not daily use
doors AU doors have five pin Schlege locks with crash bars on the inside. The outer set of main
doors remain unlocked while the inner set of doors has the electric strike for the phone access
system. This entrance has a window which does allow staff inside to view however is attempting
to gain entry.
2. The most urgent changes needed deal with the OSHA and Fire code violations. From both a
safety and liability starve. this should be done as soon as possible. In order to meet code
requirements, the exit sign in the middle of the garage between the two elevator lobby doors
needs to tx removed. The elevator lobby doors need to have a sign at least two feet by two Bet
that read, "Not an Exit". The two intermediate signs that are placed halfway down each isle of the
garage need to be lowered for better view and could be brought closer at the edge of each isle so
they can be scan from the center. if there are not moved. then two additional electric acit signs
need to be placed at the comer of each We. They could be placed fiat against the : with the
arrows pointing toward the next sign. The middle exit signs must have the back or stile nearest the
actual exit blocked so that it doesn't read exit. This could lead people toward the center and away
Som the actual exit. The two doors at the top of each stairs on the first level is an entrance to the
building and needs to be posted with a sign at least two fat by two fiat that reads. "Not an Exit".
As long as the actual exit sign can be dearly soon Som these doors marked not an alt. there is no
need for fiut er signage. If Wry are obstructed, then they need to be moved or an additional sip
needs to be placed.
The first option to increase the perimeter security is to put locking mechanisms on the two
elevator lobby doors in the garage and locking mechanisms on AN six stairwell doors that lad
inside the building. They would be keyed on the same system as the exterior doors. This would
act violate code because the egress outside is stiff wag labeled and requires no special knowledge.
This system would be relatively inexpensive at first, requiring no new keys and only eight pieces
of hardware. The first draw back is that if a key is taken of lost, than the whole building is
compromised and will need to be rakeyed at a larger cost. The second draw back is that the five
pin Schlage key blank is am* copied in any hardware store, which lads back the problem of
rekeft the entire building. In order to meet the needs of the Plymouth Fine Department, tine
would also have to be additional key boxes placed next to all six stairwell doom to allow access.
The second option is to change out all of the hardware to a six pin Schlage system to include the
eight now pieces of locking hardware. This is apensive, but it does reduce the likelihood of
someone being able to make a copy because the key blanks aro not commonly used. Most doors
that use five pin Schlags can also accept six pin cylinders which would save a lot of expense. A
locksmith would be able to tell you if your doors would also empt the six pin cylinders. This still
leave the problem of lost or stolen keys, which would require rekeying the entirebuilding, and
would also require additional lock home.
The third option is to install Control panels and card feaders at each of the twelve commody used
J
antranca. By using a magnetic strip card to aeons theses doors, the only modification to the
doors would be the addition of co electric strike. The ends we less than a dollar and'can be
wiped from the system as soon as they are reported lost or stolen. There would be no need to
rekey at any time in the future. Because the system is wired into the fire alarm system, no key
bows would be raceway. The electric strikes would simply unlatch without power allowinS
scala to the Fie Department. The problem is the initial expense, which is high. The bulk of the
equipment has already been prebend by the Health Center, and monitoring of the Control Panels
would be dorm at the Health Center by use ofs, lease line which would link the to the Fide server
at the main desk of the Heath Cantor. The system can also keep track of cards that aro stolen
without allowing access. The software is a database with 25 possible note fields that can be used
fon a variety of administrative need including printing mports-form the database. In addition to
affordable and secure replacement &- '^rt cauda, the doors can be time zoned to only allow access
within a preset time frame. This feature may not be re juW for residents, however visitors may
be restricted from using any or all doors ager a certain time at night. They would still be able to
call from the main lobby for access at the discretion of the resident, but free some without
permission would be alleviated.
Regardless of what security measures are tal ab the OSHA and Fro code violations should be
fixed. As for the security upgrade, I am biased toward the Card Access system because it is truly
secure and cannot be compromised if a card is lost or stolen. The cards ca ^ copied without
the twbno ogy required to copy credit cards, so the security is high. An so. : benefit to the
control pends is that the are do designed to monitor alarms. There is no murglar system currently
in plus, but because this is the most Gkdy type of crime to occur at an apartment building in that
neighborhood, door and window alarms could be added. The control panel in place can ban& all
of the alarm needed, and the dams would also be monitored at Walker Methodist Health Carter.
If the cost is too high for the Card Access system then I would recommend simply converting the
elevator lobby doors and the stairwell doors on floors 1-3 to accept the five pin Sehlege keys
currently used. There is the possibility of having to mkey do to losshheft in the next couple of
years, but until an event occurs it is hard to justify the expense.
r, In addition to adding lockable door. I suggest placing palms Warn q=W every 20 yards. mese
panic Warms would be monitored by the adating service6 and be used in both medical emergencies
and to report an intruder in the garage. A CCTV camera system will not protect unless it is
manned 24 hours a day, it can only record what occurred for later inspection, so I would not
recommad it unless you planned to add thra Sacwhy personnel.
one last thought on improving security while increasing the level of safety wo!dd be to add two
exterior doors to the garage. They would be placed on the north side of the building on the wells
next to the car entrances. They would be adequate for fire exits, and actual they would be better
than the current fire exit because taw people must go up one flight of stairs and around a comer
to exit the building. If these door were installed. 'then the current exit doors could be locked
along with the elevator lobby door. Whether you decide to go with manual locks or card accem
it would be cheaper in the fin ure because it would alleviate the need to lock the all of the six
stairwell doors
If you have any further questions, or W1 have left something out, Please fel five to call me at
8274MV. I now have vdmnail which is forwarded to may pager.
R Scott McCoy
security Officer
Wj
least: Sarah Miller (SARAH)
Toe SHARONM
nate: Saturday, September 7, 1996 10:45 am
Subjects PTS: windows & moisture
We wash the apartment windows on an annual basis every spring.
Due to the construction across the street, the windows are very
dirty from the blowing dirt. It costs $1,600 to clean both
inside and out. If I get just the outside done it will be
probably $500 - $700 (I need to check). My staff would have to
go into each apartment and remove the screens, clean the screens,
let the washers clean the outside windows, and put the screens
back on. The washers would not even enter the building. I would
like to do this as the windows are dirtier than normal. The
PO/Purchase Service's line is on track and this may put it over.
Problem: residents could expect fall cleaning every year
regardless of what we told them. What do you think?
I also have Lad numerous complaints from residents about the
storage rooms having a damp smell (from the concrete) and thier
belongings becoming moldy and smelly. we purchased a
de-humidifer for the room that had water problems and dried it
out. Currently the unit is located in the main water room which
needs it during the summer months. I need to look into solutions
such as sealing the concrete, incorporating a better ventalation
or de-humidifer system into the existing ductwork or purchasing
individual de-humidifers for each storage room. Purchasing the
de -humidifiers is a quick solution, probably the least expensiMe,
which would cost $500-600 for three new units. I am going to
speak to Tim Grote and ask what he suggests.
The problem is that I am already over in Plant Opertions
department by $10,500 and have more expenses relating to the AC
system which is totaling at least $1,200. I do not feel I can
spend more PO money unless an emergency. The bottom line looks
good, in fact I am $5,000 better than budget. I think both
expenses are warranted but are they necessary? what do you
think?
J
MEMORANDUM
r Tw: ANNE HURLBURT
ED GOLDSMITM
FR.: Sharon McKinley, Regional Director of Oper-donewff
Date: August 28,19%
RE: PTS Monthly Report for JULY 19%
Monthly Financial:
July Financial Statemeos (see attached).
RS/Supplles - reflects purchase of additional Greeting Cards to sell to residents.
HSKP/Supphes - ro8acts miaodlanaous supplies such as paper towels and carpet cleaning solutions.
PO/Purchase Services - includes rcplacenent of several landscaping trees and bushes and cleaning the
garage•
PO/Repair A Maintenance - reflects water sollenar sell, air conditioner service and installation of
additional electrical outlets to accommodate all the equipment used at various resident events.
PO/Supplies - r4sm purchases of 4' and S' fluorescent light bulbs and ftagranoe paella for rubbish
areas.
GA/purchased Services - rellem adjusted accounting coding for the maintenance agreement for the
copier machine. This was previously located in PO/PurdmW Services and relocated to GA/Purchased
Services.
GA/Supplm - reflects more toner purchase for the photocopier machine. The new machine requires
toner replacement more often than sadaps<od.
OccepangAk[arketing:
May Occupocy Report for July (see attached).
PLEASE NOTE CHANGE FROM OCCUPANCY REPORT: 97 units leased instead of 96,
M°y6 Occupancy, 2 units vacant during the month of July.
Both apartti ots will be leased and occupied in August. One 9/1 &the other 8/20.
Anticipate 100 % for September.
APRJL Housing Report: includes July Resident Newsletter
Phmt Operadons:
All the common arca carpet and storage unit rooms were cleaned and extracted.
Common arca window blimds are in the process of being washed.
Greg Oppegard (WM) and Tum S.dd (BRW) visited the property on July 10 to review and inspect
outstanding conic ue' m issues.
rum Sdzl (BRW) and Keith Dalen (FRANA) visited the property on July 25 to review and inspect
outstanding construction issues.
We received a Nodce Brom the Cin of Plyntoutb's weed Inspector regarding noxious thiole growing on
the premises near the stormwater pond. They need to be removed Brom the premise by August 14.
Resident Serviea:
A Contmental Breakfast, sponsored by Greater Lake Food Bank, was held on July 24.. Special guests
included Food Bank CEO Hye Rosen, Food Bank Coordinators Sylvia and Carol, and County, -
Commissioner Penny Steele. The breakfast coincided with the monthly F.B. delivery.
The July Newsletter asked residents not to open their apartment doors and cool their apartments with this
hallway A/C (page 2). Since the newsletter can out, apt. doors have remained closed.
Residents have questioned the cost of the washer/dryer. It is currently .75 to wash aril .75 to dry.
Management has compared prices with local laundry mats, market -rate and senior housing and find our
price to be competitive or lower. The price will remain the create.
The Resident Satisfaction Survey was distributed. We anticipate a high response rate. The results will be
tallied at Walker Management be available early M.
The Bar-B-Que grill, picnic table and garden plots have been a success. Residents are erdoying the new
services/activities.
Residents are considering several fund raisers. Two ideas being discussed are postcards dgncung a
picture of the building and/or ragWcookbook book. They are conducting cost and marketing analysis of
each idea. They hope to have something in place before the holidays.
Terry Matula, Project Manager for the construction site across the street attended the 4asident Meeting.
He discussed the phases of the project and what resident should expect over the next yrv..
The results of the Beauty Shop Survey have been tallied. Eighty-two surveys were returned (83.6%
response rate). The overall satisfaction dropped from 3.0 last year to 2.87 on a 4.0 scale and is
unacceptable. The results and comments were discussed with the operator. The two major complaints
were prices (too high) and burnt perms. Based on a price comparison made by the office of surrounding
salons, and market -rate and subsidized senior housing, memagement recommacied she lower her fees.
She will change to a gentler perm solution. The operator was given 60 days to increase her satisfaction
score. If, at the end of 60 days, her scores do not exceed 3.0, her contract will be terminated. The
results of the survey are attached to the Housing Report.
If you leave any questions, please contact me at 8274MM
CC: Geoff Kauffman
Sarah NUer
m
8
sN n
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9661 p Z sw
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NynuuWT—Square
Cub Fb1w Andpb
seven Moldlu rx" JUV 11,199$
YTO YTD AM W
R4wemrs:
Actual Budget yww" Budget
a - Fen 5446,911. m5416, 411221• 789.099
Immodmerikumns 640Tssi77awnuF81A89Mg1.174 s4T0
AGNAWWWRosidord6smiloss 1,603 1,701 6112 8.7,517
llouwsephq lox$ 10,194 84 18,810
Pbrd opan9au 6 bYYdawnga 42A6 30.976 11,62/ 64.334
MISS 29,320 0.970 17,m 76.876
PMPNVBRelated 337.916 337,6M 46 678.412
Ow wet 8 AdmkdobMbs 80.119 83670 13.7611 106.488
Told Opera0n0 Expenses 1482.297 5491.679 69.202) 5837.238
Ret Neurns Frain Opnelisns 540.406) 009
Ad)uWgrnlstoCab raw.
OepredstlsaEOsnse 119,896 119.62 538) 6204.662
Anwdl>sion 9.796 9,800 4) 18.800
Deg. (Nag N RsodwUn 300 0 300 0
Dow. QW4 N PrapWds 3,061 0 3,661 0
Deas Na. N NP 6 ACOM SpenSes 4.906) 0 4.908) 0
Nwmd Rul EWds Tins 12AN 12,20 242 21.231
AMUld Narut le"m 0 189,826 p
Real EbOTuPop w 35x" 21,230) 9n 2i.231)
cqm kwwA rw$s 3,790] Von 207 3.999)
horn, 0, orpadollm Coo 0 0 0 0
Fund 0 0 0 0
Oepos6efotkMBwNoepudPgbw*W 49,603) 494 0 88.247)
Deposts lg OW SaMa F1ed"Wist 189,60) 0 189.626) 0
DeM Banos Fu d4ntm W Noone 0 0 0 0
14.7061 1 125.1171
B 566x171 5(06.980
4leresu psaassq b Cub Jmw Saw s—lzfw 543.811
Cob odsnos engko q or Year 193.981 193.991 0 193.901
Csb Bobsxee .bdp 11, 1$89 608.020 I&M ri7 67
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7ILTICI IN TAME smm
STAIFAINT OF EAEIINO
7 EOETES EOEO m 31 96
INU OITEO
ONImIT VAN. i TT0 I m VM.! MINIM 1900-
NOETE OIOfET VARIANCE OF M. ACIINL lux" VMIANCE OF am. DECEIOE! 1906
aO ,lT. -
N801AE:
APAEIIENT EENT 42,65.00 42.625.OR 0.0 0.00 296.375.0 296.375.00 0.00 0.00' 511.500.00
SOA INDIVIDUAL i1lsTOT 20.60.00 2o.60S.00 0.00 0.00 I".79S.00 144.793.00 0.00 0.00 240.220.00
90CANLT-OAMAOEN 1.275.0- 1.27s.00- 0.0 0.00 0.9m.0- 0.925.0- 0.0 0.0 15.300.08
VACANCY FACTOR - APAETTS31 2.315.00- 410.00- 1.905.00- 464.0 7.225..00- 2.070.00- 4.35.00- 151.74 4.980:00-
VATEECT FACTOR - sIAs10T 28.00 173.00- 405.00 236.10 3.722.00 1.211.00- 4.903.00 407.35 2.076.00-
VACANCF - COMA= s1UA6 50.00- 50.00- 0.00 0.00 350.00- 350.00- 0.00 0.0 600.00-
4EEAE FERAL 1.725:00 1.725.00 0.00 0.00 12.075.00 12.075.00 0.00 0.00 20.700.00
INNOTT or SENT 100.00 100.00 0.00 0.00 700.OR 700.00 0.00 0.00 1.200.00
ONIST 000111 s9TALS 140.00 175.00 35.'W 20.00 95.00 075.00 28..00• 32:00 1.750.00
LAIORB 609.00 700.00 91.00- 0.00 4.90.56 4.900400 0.56 1.71 0.400.00
QSOELLANBEIS 0.00 0.00 0.00 0.00 10.00 135.00 30.00 22.22 225.00
IN9ESIlm INTONE M.66 400.00 15.34- 3.01 2.68.57 2.675.00 5.43- 1.R 4.760.00
TOTAL IEVEISES 62.075.66 64.502.00 1.626.36- 2.52 451.$0.0
6.....
451.174.00 370.13 0.00 7..859.00
EENEm,
AESIDER sEtlV10ES:
NIS1ELLAOR 34.37 21.00 0.37 63.67 151.82 143.0 0.02 6.17 240.0
EESIOW OII NIDE 90.5 100.00 1.66- 1.6 909.74 900.00 9.74 1.00 1.745.00
9AoPLM - GOMM 160.60 96.00 66.60 10.94 001:02 OWN 143.02 21.14 1.324.00
TOTAL SESIOEIR TART 20.40 215.00 78.40 36.47 1.062.s0 1.701.00 161.50 9.50
a...
3.517.0
P'1NE8DIN0:
sALANIEi 862.16 990.00 127.04- 12.91 5.113.31 5.474.40 290.616 5.31 9.061.00
MFIn 1!9.67 238.0 40.5- 20.31 1.160.31 1.315.0 18.616 0.28 2.309.00
NAGS. "o-OSNO 0.00 0.00 0.00 0.00 2.117.95 2.10.00 71.93 5.71 2.400.00
EENIIES AND OAINi1tNANLE 0.00 50.00 50.00- 100.00 248.04 ISLOO 90.84 0.0 200.00
rafts S - 4Tom 362.59 10.00 197.39 119.75 1.527.98 1.15.M 372.98 32.29 1.980.00
TOTAL E013EM IM 1.414.42 1.443.00 28.58- 1.98 10.278.37 10.194.OR 01.37 0.0 16.810.00
aARER TAR, i In TIO 3 411MIT M-
IOTE Now TA11A111 OF M. ACTUAL OYOiET 11MU RE OF M. oECM1 1906
CMIRMID
m n---
FAIR OPMTIOIB AO IM11TE1O1Q:
SAIAIIEB 100.12 1.061.00 930.M- 00.07 S.OS.s6 6.210.00 1,157.44- 18.64 10.066.00
6MITS 23.70 236.00 Mn- 90.71 1.060.43 1.00.00 420.576 20.85 2.600.00
AFT. 6B611LITATIO• 318.57 150.00 161.57 112.311 1.421.79 1.030.00 311.79 33d1 1.M.M
CAOETAM ALLOIAIIOTS 50.00 0.00 0.M 0.00 310.00 760.00 39.20- 11.20 6M.M
Mu. MS-8106 2.790.00 1.260.00 1.330.00 121.0 14.766.51 136613.00 1.141.11 0.38 1!1.05.00
1EI8I1s 8 1RIR. 867.51 275.00 572.51 200.19 12.39/.90 1.900.00 10.472.10 W.05 3.300.00
41iPLIEB - CEIMM 510.53 30.00 110.53 73.S1 3.472.00 2.100.0 1.372.00 66.33 3.600.00
76As11110" 557.65 55.00 43.46 6.22 3.864.00 3.615.0 10.0 5.17 6.300.00
IIISCELAAEOIR 0.00 50.00 SO.00- 100.00 435.00 M.00 93.00- 17.27 000.0
TOTAL PWT OPERATION 5.216.96 3.933.00 1.M.96 32.65 42.001.00 30.996.00 11.816.00 31.18 54.334.0
URIlIT1E1:
R1IITIES-EIEC. 2.011.29 1.M.00 211.29 11.74 10.968.06 11,575.00 606.94- 11.21 20.675.00
IRILITEB-4-5/02! 126.76 2.010.00 1.633.>!L- 90.0 13.107.16 26.143.00 13.0-.84- 0.87 40.000.00
VVILIT1ES-WRIN 506.18 1.S0.0 996.81- 66.25 S.M.11 9.150.00 4,005.49- 43.30 1S.MO.00.
MAL OTRIM 2.644.23 5.310-M 2.665.77- SO.20 29.319.73 46.970.00 17,650.27- 37.50 75.675.00
P10PERTT Alm RELATED:
ANORM 6TIo6 1,3".47 1.400.0 0.53- 0.06 9.796.30 9.800.00 3.70- 0.06 16.600.00
OPRECIATI01 17.061.87 17.066.00 4.13- 0.02 119.269.0 119.312.0 36.11- 0.03 M.SSLOO
I1TUM E11 r IF 27.075.0 27.075.'0 0.00 0.00 100.s15.00 10.55.00 0.00 0.00 313.600.00
IBAAAIM-PUMTT 973.00 1.018.0 45.00- 4.42 6.08.0 6.979.0 is6.M- 2.24 12.141.00
REAL ESTATE TAM 1.707.95 1.119.00 111.06- 6.11 12.406.73 12.20.00 241.73 1.97 21.231.00
BOND FEES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
TOTAL P107EE1TT 6 UL. 40.197.29 40.358.00 160.71- 0.33 337.914.92 337,80.0 0.92 0.01 570.412.00
L
NisB'T 9101. a ITO Two 461.11 ABET 1910•
AOSTD BUDGET URIAECE of 910. ACIVAL mom IOIa16aCS of SOL 11Eceo I 1996
INDOW 6aD AO010ISTUTIVE:
S6I611IEa-116a 2.4a m 2.486.00 1.45 O.W 16.419.33 16.S41.05 61.676 0.40 29.a. -A
SOMIU-601111+ 1.07,5.62 1.003.00 GRAZ 4.25 6.T1S.06 6OMM 610.06 11.07 10.670.00
owin T77.S 67.00 9.67- 7.0 S.101.98 5.423.00 31+02- S.86 9.66+.00
0110a13 CONP 0.00 0.06 0.06 0.00 0.00 0.00 0.00 0.00 0.0
66SEOTI11i01-11E13. 0.00 33.00 53.00- 100.+0 221.011 231.00 2.92- 1." SOLID
MIT a 6C0000TIN 0.1.0 4.200.00 4.nLOO- 100.00 x.000.00 x.200.00 200.00- 4.76 4.200.00
61+0 = TaATA 81.72 0.00 31.72 63.44 330.16 350.00 19.04- SAY 60LO
Comm CEA1E 0.05 100.00 100.00- 100.00 0.00 700.00 700.00- 105.05 1.200.00
m wnc E CaAa4E LLD 0.00 Lao 0.00 0.00 am a." Lao a05
MM =112CE 17.45 23.0 7.35- 29.40 17.40 175.00 97.60- 5.77 30LO
06EE a 811=kDT. 0.05 0.00 0.00 0.00 917.40 919.05 1.60- 0.17 919.00
TAS W6+JM96Ti05 PEE+ 0.00 0.00 Lao 0.05 0.00 0.05 0.00 0.00 0.05
te1No, -SEC. Od. 13.64 100.00 2!436- 24.36 613.8E 700.05 06.17- 1231 1.2+0.05
UWL am 0.00 0.0 0.00 0.00 LOD 0.0 0.00 O.aO
ups AND PEEIIITS 0.00 0.0 0.05 0.00 141.05 Sao 9L05 am SIS.05
1056iBEtt left 3.210.00 3.205.00 5.0 0.16 17.802.89 22.426.05 4.625.11- MAI 31.457.05
IIIIIII9ICS GENM 0.00 0.00 C.Ol LOD 0.00 am 0.00 1.05 1.00
Iwla6S a miluaa 0.05 0.05 0.05 0.05 405.05 30M ULM 35.33 905.05
IOSw6SE 14.+2 80.05 45.18- 81.44 602.30 3x0.05 12.30 IAA 1.0110.05
I81a1® 4=NIRICATIAS 0.0 25.05 25.05- 105.05 S4O.92 115.05 313.92 213.67 3060
1000 WINICES 296.74 70.05 22x74 325.91 40.64 49+05 47.16- 9.67 8!0.05
Lob M - ORTA INPUT 0.00 o.oD am 0.00 0.0 am am am am
EeMna a IN)8T. 0.00 o.Do Lao 0.00 264.77 I05.00 9A.17 M.77 IQLM
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swin Z&O 70.05 156.85 224.19 1.529.05 490.00 T.Min 212.20 010.05
111E14M 430.3+ 4SLOO Al- 436 3.060.97 3 ULN 89.03- 2.AS S.40a05
OSCIUA1Si0115 S2.51 50.05 2.S1 S.0 657.62 660.05 T.0 1.17 905.00
TM 011122K a 101Ra. 8.11+94 12.7+4.00 4.067.06- 31.0 60.1".011 61.810.00 3.iSLU- SAY 108.4"
TOTAL O TIB+ E1Dit IP 66.44f.2A 72.043.00 S.S59.76- 7.12 4112.296.56 491.570.05 9.282."- 1.89 157.251.05
EA11a1a6S «aas) 3.607.5+-
maa e
T.S41.a0- S.9S3.Q 52.16 30.146.43- 40.405.00- 9.45LST ALSO 63.31T.05-
a
DATE: September 11, 1996 for the Housing and Redevelopment Authority Meeting of
September 19, 1996
TO: Anne W. Hurlburt, Executive Director
FROM: Edward J. Goldsmith, HRA Supervisor
SUBJECT: Resolution Recommending Continued City Participation in the Metropolitan
Livable Communities Act Program
On November 14, 1995, with the support of the HRA and the Plymouth Planning Commission
the Plymouth City Council elected to participate in the Local Housing Incentives Program for
1996 under the Metropolitan Livable Communities Act. Subsequently, in accordance with the
requirements of the Act, the City established affordable and lifecycle housing goals and adopted
a revised Housing Plan as its Housing Action Plan that specifies the actions to be taken by the
City to support its adopted housing goals. Metropolitan Council staff recently eomplewd its
review of the City's revised Housing Plan and found it to be consist with the Council's
Housing Guidelines. A copy of the staff review is attached. I have also been hearing comments
from local housing advocates indicating that they found the Plymouth Housing Plan to be one of
the best of approximately ninety plans submitted under the Livable Communities Program. i
The Act requires that for the City to continue to participate in the Livable Communities Programs
for the following year, it must annually advise the Metropolitan Council of the City's intention to
do so by November 11. In order to be eligible to reaelve housing and dement assistance
under the Program for 1997, the City must act to affirm its continued participadoe by November
15, 1996. The attached draft HRA Resolution recommends to the City Council that it deet to
continue to participate in the Program for 1997.
The Livable Communities Act also provides that starting in 1998, partici .-aiog cities must expend
an amount to support or assist the development or maintenance of :.fordable and lift -cycle
housing in the community that at a minimum is equal to the community's Affordable and Life -
Cycle Housing Opportunities Amount (ALHOA). Starting in August, 1996, the ALHOA is
annually calculated for each community by the Metropolitan Council according to a formula in
the Act. For 1996, the City of Plymouth can be expected to have expended, through HRA
activities, a minimum of approximately $200,000 in ALHOA eligible expenditures. According to
the Metropolitan Council, the calculated ALHOA for the City of Plymouth for 1997 will be
0.00. (No, that isn't a typo. The statute's formula actually works out to zero for Plymouth.)
ALHOA eligible expenditures for 1997 and subsequent years are anticipated to be no less than the
amount estimated for 1996.
I mummend that the Board adopt the attached Resolution recommending to the City
Ca qwA that it Elect to continue its participation In programs established under the
J
Metropolitan Livable Communities Act for 1997.
Attachments:
I. Draft HRA Resolution
2. Metropolitan Council Review of Housing Plan
HRA RFgOLUnON NO. 9&12
RECOHIIV EMING THE CITY OF PLYMOUTH'S CONTINUED PARTIClpAInON Di THE
PROGRAMS UNDER THE METROPOLITAN LIVABLE COMMUNITIES ACT FOR 1997
WHEREAS, the Minnesota Legislature has made available fm wud assistance for the
development of affordable and lifecycle housing and the clean-up of polluted lands under the
Metropolitan Livable Communities Act; and .
WHEREAS, affordable and life -cycle housing is needed by Plymouth residents and persons
working and expected to work in the city; and
WHEREAS, on November 14, 1995, the Plymouth City Council elected to participate in the
Metropolitan Livable Communities Programs for 1996 and subsequently adopted the required
affordable: and life -cycle housing goals and Housing Action Plan; and
WHERHAS, in order to continue to participate in the financial assistance programs established
under the Metropolitan Livable Communities Act the City must aJvise the Metropolitan Council
that it elects to participate in the Local Housing Incentives Program of the Act by November 15
of each year; and,
WHEREAS, it is part of the stated mission of the HRA to promote and assist in the creation and
maintenance of a variety of affordable, life -cycle housing opportunities in Plymouth;
NOW THEREFORE, BE IT RESOLVED BY THE HOUSING ANO REDEVELOPNOff
AUTHORITY OF TTE CITY OF PLYMOUTH, MINNESOTA, that the Authority strongly
recommends to the Plymouth City Council that it elect to continue its participation in the Local
Housing Incentive Account Program of the Metropolitan Livable Communities Act for 1997 by
the November 15, 1996 deadline:
Adopted by the Plymouth Housing and Redevelopment Authority or September 19, 1996
j
1J
taAA Council
in, Planning /or the Future
September 4, 1996
Edward Goldsmith
3400 Plymouth Boulevard
Plymouth, MN 55447-1482
RE: Plymouth Revised Housing Plan
and Implementation Program
Council District I
Referral File No. 16351-1
Dear I11Ir. Goldsmith:
r 4t atacqerten >`
sip `
CITY OF ;.
OOMMUNITY (;
Gt h1 DIPt
We have completed our review of the city's Revised Housing Plan and Implementation
program received, by the Council July 8, 1996 and find it consistent with our recently
revised Housing Guidelines found in the Local Pla wiling Ra uAa*
Review sniff has prepared comments on your plan and I have attached them for your
ioformatioo. Should you have any concerns or questions about our connnents, please
comate Audrey Daugherty, principal reviewer at 291.6380.
Sincerely,
Thomas C. eputy Director
Housing, Development & Implementation
tcm:amd
cc: Roger Scherer, Council District No. 1
Lynda Voge, Referrals Coordinator
Tom Caswell, Sector Representative
Audrey Dougherty, Office of Local Assistance
270 East Fifth Street St. Paul. MinINWIi 55101. 1634 1612 291.6959 Fax 291.6590 TVD/TTY 191.0900 Metru Info Une 229.3780
d- :qwd rgq.nunir_ =+YEN"
COMP PLAN HOUSING ELEMENT REVIEW
CITY OF PLYMOUTH
The plan provides a thorough picture of the current housing available in the d4• by Providing dam an
number and type ofunits, their affordability to various income levels, the age and condition of anps, and
the number and types of units that are required to address anticipated needs afthe eenrem anti Muse
residents.
While ouly26%of the city's housing stock was developed prior to 1970. we nate that cite dly has beim
actively involved in programs addra ft maimenance. The windshield survey complsted in 1990 noting
exterior conditions in need of repair and the Housing Maintenance Cade end Rental blousing Messing
program instituted one to identity housing in need of wsuimted maimtmamor and renovation. To plan
acknowledges the need for continued maintenance that has been demoaYemed by the demasss Por the
city's CDBG supported rehab loan program which to date has served 183 households. We support the
city's provision of revival programs for residents to use to maintain their prai".
The plan reports thorn not approximately 21,250 households in P*=. ulhin 1995 and projects
approximately 23.500 by the year 2000.
The dry has identified in the plan that their remaining land is split between tot which has already been
approved for development by the city and land that has not, whh the tdty a* able to influence the portion
tot has not The plan identifies 168 upland acres remaining the developmenk 118 acres guided for
single family development and 50 acres for multiDmily develop and proposes to tae density gals of
2 units per single family acre and 10 units per multifamily acre, which would Wow M 736 hawing units.
Itis apparent tot to density proposed for the developable MUSA sores remaining Is mat sufficient to
meet the growth Menest identified fbr Plymouth into Regional Blueprint cit b prepaid that the
discrepancy noted be diseased and resolved as part of the ongoing growth options vmL
The plan states that in 1993 the average residential vacant lot with public improvemcrds sold ft 00-
60,000 and that there were several barriers to the devek pnnem of Lftdd* houdmg tot are a mtrolled by
the city, some of which were the amount of lard guided for residential use, land use regulations fading
zoning and subdivision requirements) development.ftxs and public improvement schedules. Hr •, the
plan do notes that the city could make deices to both reguide other land uses toward resider,
and/or reguide residential use to higher densities in order to lows the per unit we of housing.
The plan reviews the change in age distribution between 1928 and 1990 and notes a marhd percentage
increwe in the two oldest population cohorts, as well as identifying a relatively large du aoort of 25 to
54 yer r olds, noting a growing need for affordable housing appropriate to empty nesters and retiring
resides s.• The plan expresses an interest in providing additional Uh q* options but notes limited land
evailabliby in configurations malting it difficult to develop as m dd hn* housing. In addition there b
little developable land near commercial and public land uses and Van* systma that could support
integrated developmemt
The plan identifies housing and residential development goals consistent with those able and
lifecycle Scab negotiated as part of the Livable Communities program, and addresses efforts that will be
used in efficiently developing the remaining developable land in Plymouth as well as planning for beyond
the existing year 2000 MUSA goals.
The policies identified support rho goals of the community. The continuation of a number of on-going
activities such as operation of the HRA Sxtion 8 program, operation of the CDBG program, assisting in
the development of housing utilizing mailable assistance from HUD. and utilization of programs from the
Minnesoa Housing Finance Agency will help to ensure their fulfillment.
The plan suppods the city's desire -to accomplish these goals, by specifically.illustratiog the followingr3actionsthatwillbetakenwithinthenextyear. The city will:
Examine the land use guide plan to identify vacant land that is not curreNiy guided for
multifamily that could be reguided
Identify changes that would eliminate provisions that discourage a more effrcimt use of land and
add provisions that encourage it.
Examine cumat requirements for approval of lam use changes, variances, vatpalow-and
reconmrcnd changes that would provide greater incentives for developers to produce Affordable
and life cycle housing
and within two years will:
Study fees and public improvement standards to determine ways to reduce casis for affordable.
housing by lowering, waiving or subsidizing such fees.
Develop lam use, housing, public facilities and capital improvements pins to guide development
beyond current MUSA.
The implementation portion of the Housing Plan clearly ideatiiies programs and atdividee the city will an
in tmplememmtiog the housing policies. In particular. we acknowledge and support the commodity's
willingness to encourage and assist in the utilization of Holtman units in the delivery of affordable
housing choices.
J
0 1
DAT& September 10, 1996 for Housing and Redevelopment Authority Meeting of
September 19, 1996
TO: Anne W. Hurlburt, Executive Director
FROM: Edward J. Goldsmith, HRA Supervisor
SUBJECT: Review of HRA Strategic Flan
At the August V meeting, the Board requested dist we review the goals established in the MRA's
Strategic Flan. Some Commissioners were particularly interred in the goals related to
redevelopment within the city. Attached to this report is a copy of the ]IRA's adopted Mission
Statement and Vision Statement For The Year 2000 from the Strategic Flan. The following are the
goals and strategies that were identified in the Strategic ]Plan along with indicators of whether the
strategy is a current on-going activity (••) or is an activity that has been uodertalmn during the past
yea (h:
I. Communications - Improve the understanding of etre HRA, its functions and activities by
residents and city oirwials
A. Publicize HRA activities and achievements through the City. Newsletter, Plymouth Sm -
Sailor, Cable TV, etc.
B. Develop promotional material describing the ]IRA its programs and its a000mplishments
C. Regular in person reports to the City Council on HRA activities at least once per year
D. Initiate meetings to discuss affordable housing issues with the City Council, Plaooing
Commission and Human Rights Commission ( See also Q. Housing Component of the City's
Comprehensive Plan)
B. Participate in lgcal discussions with City otrwials. citizens, and property owner, manager,
business ant development groups that affect hoasing affordability and redevelopment issues
F. Encourage local groups to support affordable housing and redevelopment activities
0. Revise Management Services Agreement with City Council
13. Housing Component of the City's Comprehensive Plan
A. Coordinate with Metro Council staff in developing recommendation
B. Initiate meetings with the City Council and Planning Commission
C. Advocate to maximize affordable housing opportunities in the Pian
Indicates current on-going activities.
J • Indicates activities undertaken during the past year.
M. Plymouth Towne Square - provide high quality managemem for the residents and propertyA. Continue to monitor walker Management
B. Develop 1996 budget and activities that promote high quality, responsive and responsible
Operation of the building
C. As necessary, review and revise occupancy policies and rules
1V. Relationship with HUD - Effectively respond to HUD program and funding requirements
A. Maintain high levels of competency and performance in the operation of the Section 8 and
CDBt3 programs.
B. Meet all HUD required reporting, application and expenditure deadlines or obtain
necessary waivers in a timely fashion
C. Appropriately document necessary activities and respond to HUD inquiries
D. Maintain a good working relationship with HUD staff and obtain good HUD reviews of
programs
B. Implement Family Self Sufficiency program
V. Housing and Redevelopment - Undertake planning and implementation activities to fulfill vision
statement
A. Assess needs, opportunities and existing programs
1. Affordable housing development
2. Plymouth Oaha
3. Highway SS older commercial uses
4. Preservation of existing affordable lousing
S. Mpls. Public Housing lawsuit settlement (HoWnan vs. Cisneros)
6.Others
7. Staffing and Consultaota
S. Financiiig
B. Formulate criteria for developing housing and redevelopment plans
C. Develop plans for bouft and redevelopment activities
D. Determine fiurding needs
VI. Identify Funding Sources to Implement HRA Activities
A. Assess federal, state, local and private sources .
B. flop flog pin for implementation of activities
C. Develop annual HRA budgets
Indicates current on-going activities.
Indicates activities undertaken during the past year.
All but two strategies have received some level of attention during the past year. Staff time has not
been available to specifically address the older commercial uses on Highway SS or to developWNWcriteriatobeusedindraftinghousingandredevelopmentplans. However, the City'sHousingPlandoesprovidethebasisforsomeofthiscriteria. The foregoing material and the
attached HRA Mission Statement and Vision Statement should be reviewed with the Board at theSeptembermeeting.
I recommend that the Board review this material with staff as part of a process to update the
J
Strategic Plan and develop specific objectives and strategies for 1997 and beyond.
w.
PLYMOUTH HOUSING ANY) REDEVELOPMENT AUTHORITY
MISSION: STATEMENT
The Plymouth Housing and Redevelopment Authority will promote and assist In the creation
and maintenance of a variety of affordable, lif*4yde housing opportunities for low and
moderate income persons. It will encourage Plymouth's econamk vitality through Its active
participation in the City's development and redevelopment activities.
VISION STATEMENT FOR THE YEAR 2000
By the year 2000, the Plymouth housing and Redevelopment Authority will be a major
contributor to creating a community:
Which is supportive of quality affordable housing.
21W offers a variety of affordable life -cycle housing cholam dispersed throughout the City
for residents and people who work in the commmdty.
Where the existing housing stock has been well maintained and the condition of older
housing has been improved.
Where some older commercial buildings and arms of the community have been
redeveloped.
Whkh has acquired additional resources ;a address affordable housing and redevelopment
Issues.
Where the HRA works In partnership with cath em, businesses, the City Council, and other
organizations
1)