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Home My WebLink AboutHousing & Redevelopment Authority Packet 09-18-2003AGENDA PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY THURSDAY, SEPTEMBER 18, 2003 7:00 p.m. WHERE: Medicine Lake Room City of Plymouth 3400 Plymouth Boulevard Plymouth, MN 55447 CONSENT AGENDA All items listed with an asterisk (*) are considered to be routine by the Housing and Redevelopment Authority and will be enacted by one motion. There will be no separate discussion of these items unless a Commissioner, citizen or petitioner so requests, in which event the item will be removed from the consent agenda and considered in normal sequence on the agenda. 1. CALL TO ORDER - 7:00 P.M. 2. APPROVAL OF MINUTES 3. CONSENT AGENDA* A. Plymouth Towne Square. Accept Monthly Housing Reports 4. PUBLIC HEARING A. Section 8 Program. Annual Public Housing Agency Annual Plan and proposed changes to the Administrative Plan. 5. NEW BUSINESS A. Plymouth Towne Square Building and Replacement Reserves Evaluation. B. Update on Plymouth Towne Square Activity Room. C. 2003 Strategic Plan Progress Report. 6. ADJOURNMENT JA 12EMORANDUM To: Anne Hurlburt 3 Jim Ban -m From: Kathy Bowen, Managing Director, Plymouth Towne $gwre Date: September 10, 2003 RE: PTS Monthly Report for August 2003 September Newal"ar and September Calendar attached July financial statement attached OccupancyiMarkeling New residents moved into apartment 328 on August 1't. A single resident in apartment 323 (a one -bedroom) gave notice and will be moving in with her daughter; due to health issues. ' ; _--j On the le one of our residents passed away vi -pile in the hospital. His wife will remain in her apartment. Administrative Kathy and Jim Barnes attended a meeting at the Plymouth Creek Center on Aging and Care Giving Support on August I r. Kathy attended an apartment. managers meeting on Firearms Polies at the New Hope Police Department on August. 2&. Annual re -c ortifcations of resident rents and apartment showings continue. Kathy will be on vacation from September 91° to the 2r. Jody will be here part of the time to assist with resident and building needs. Plant Operations New carpet and bathroom vinyl was installed in apartment 329 (2 bedroom). New Carpet and kitchen vinyl was installed in apartment 219 (2 bedroom). Our contract Pointers painted these two apartments. Damaged (poor installation is finally taking Its toll) kitchen flooring was replaced in apartment 126. Owens was here to inspect the air conditioning unit for the Activities Room. The unit is too big for the room and they suggested Installing a programmable thermostat to KAT) solve the uneven temperature problem. This is something that our caretaker can do Current limited was here on the 2e to do the semi-annual strobe and alarm dreck. Each individual apartment unit was checked and everything was working properly. Resident Services National Night Out was celebrated with a picnic of grilled hot dogs, bean, chips, watennelon, cookie and lemonade. Bagpipe music was the entertainment for the night. Plymouth Police Offtem stopped by to mingle and picnic with the residents. Get Together was a chaev mein dinner on the 13"'. Blood pressure d. was on the 2P. The Resident Meeting was on the 28" where we celebrated tie birthdays for the month with cake and coffee. Financial We continue to have an increased amount of subsidy from the HRA es we have more and longer) vacancies than anticipated. We continue to accept applications and are working to get the vacancies filled as fast as possible. The turnover costs remain over budget as we are replacing a great deal of carpet and vinyl as the units turnover after being occupied for nine years by the same residents. A Gopher State Sealcoat invoice for $4598 was charged to Repairs and Maintenance. This amount was originally budgeted as a capital expenditure. This will require discussion between Grace Management, Inc. accountants and the City's. 0) J PLYMOUTH TOWNE SQUARE BALANCE 'SHEET JULY 31, -&003 ASSETS; CURRENT ASSETS PETTY CASH 500 CHECKING - OPERATIONS 18,858 SAVINGS -SECURITY DEPWIT 38,928 A/R - TENANTS 6,689 A/R - OTHER 10,1.13 DUE FROM CITY OF PLYMOUTH 22,562 INTEREST RECEIVABLE 15,200 PREPAID WORKERS COMP 1,270 PREPAID PROPERTY INSURANCE 4,972 TOTAL CURRENT ASSETS r 119,092 FIXED ASSETS LAND 459,^2-47 LAND IMPROVEP..ENTS 75,323 BUILDINGS 5,663,962 FURNITURE & EQUIP -GENERAL 207,400 FURNITURE & EQUIP-HSKPG 10,484 EQUIPMENT -COMPUTER 7,658 ACCUMULATED DEPRECIATION: A/D FURN & EQUIP -GENERAL 1,832,643) TOTAL FIXED ASSETS M r 4,591,431 NON-CURRENT .ASSETS I.iVESTMENTS-WORKING CAPITL 572,368 INVESTMENTS -DEBT StPV FUND 630,513 INVESTMENTS -CAPITAL IMPRV 268,565 INVESTMENTS -NEW DEBT SERV 16,495 BOND DISCOUNT 51,112 BOND ISSUANCE COSTS 28,475 UNAMORTIZED START-UP COSTS 22,930 UNAMORTIZED ORGANIZ COSTS 155,167 ACCUM AMORTZ-ORGANIZ COST 94,782) NON-CURRFN- ASSETS r----- 1,630,843 TOTAL ASSETS 6,341,366 ocem=exon r PLYMOUTH TOWNE SQUARE BALANCE SHEET JULY 31,,2003 LIABILITIES: CURRENT LIABILITIES ACCOUNTS PAYABLE TRADE ACCRUED INTEREST 401K WITHHOLDING PAYABLE ACCRUED REAL ESTATE TAX ACCRUED MISCEtLLANEOUS ACCRUED SALARIES/WAGES CURRENT MATURITIES-L.T. TENANT SECURITY DEPOSITS TOTAL CURRENT LIABLITIES LONG TERM LIABILITIES BONDS PAYABLE TOTAL LONG TERM LIABILITIES TOTAL LIABLITIES EQUITY: CONTRIBUTED CAPITAL RETAINED EARNINGS TOTAL EQUITY CURRENT YEAR INCOME (LOSS) TOTAL LIABILITES & EQUITY 37,346 64,282 135 15,120 2,788 857 110,000 34,602 4,750,000 4,750,000 1,000,000 271,635 265,130 5,015,130 1,271,635 54,601 6,341,366 a PL91DUINFORK r law SIAIEe.-,/ F11 IRE MAIN AND !EVEN PAIRS ENOE6 JIEI 31, MI of 1 1 1 If 1 01 1 1 WA1E41 FE1106 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 YFAR-10-DAII I I I I I I I I I I I I ArIWI W06f1E0 FAVIIWRAVI I AEIOAL Raf1E0 1A9110mir"I I NEVEM RENTAL RIVEMs REIIMMI UM 10,776 13,500 17,1111 16.11 791,367 307,740 11,1111 II.71 WA INDIVIDUAL! 75,783 77,500 7,11S 17.1 161,019 151,Y10 6,519 1.7 NEI 6101AL AEVEM 66,049 66,0" 9 161,IS7 114.000 I'm 3 OTHER PWIFNIF AEVFMESs I(MIII Sm AIMAL Ise SAO 11501 150.01 1,190 7,106 MCI) 111.81 9MASE PENIAL 1,600 1,110 JO 1.1 17,101 17.160 571 4.1 WEST MOR KVEM 700 IH 575 300.0 1.150 1.776 575 17.9 LMMN9 REVEAL 711 11/0 I1561 111.91 6,115 6,090 75 3.1 1141SIEN FEE INC011E 700 NAL NIKMAEW 6EVf.M 15 15 55 5 INNIFF NT INEOOE 3,600 4,600 11001 111.11 1I,BB6 37,100 11111 11.01 TOTAL 01011 NOF REVENUE 1,119 1,685 15061 16.61 51,160 53,195 645 I.1 TOTAL REVEALS 13,1!6 11,685 11911 1 .11 515,637 15,195 7,017 1 1LINOOIN lima am INCOME. CAIRENE IN INE-MMIN ONO SEVEN NOOINS INKI 1011 31, 7003 I t l l l l l l l l l t pOdl[NI [1100 I L 1 1 1 1 1 1 1 1 1 891111111161 4EAs•10.OAIE 1 1 E 1 1 1 1 E L E• E ACIWL KWIE/ fnift FA91 I ACTUAL WOGEIFO FOOIIONIAII OERAIIG G ENSES Mr.ML EI ENKI: OWN 61LLAIIE6 7,911 7,110 17711 116.01 70,311 11,914 11,1111 11.51 u1sIEWCI sumirs 1,911 1,150 1111 11.11 13,610 17,950 6601 15.11 lmgEE/IRS WAAIEI 156 400 1561 114.01 I'm 7,109 11141 16.61 EMPLOYEE 1[0[3116 1,311 1,410 33 7.3 7,69 7,670 IIIl 1 .21 SENIIN/Iu1NIMM ISO 750 100.0 1,150 1,150 100.0 OINEA FASONIEL 0515 765 190 1151 139.51 1,996 1,405 15911 117.11 121AL EASMI EIFEOSES 1,016 6,110 17061 13.01 96,617 45,495 11,1111 7.51 FMAIV AMtlNlslullu: OFFICE SIM116 I 0 EISFI 371 110 11111 1110.11 1,919 910 1691 11.01 am cum$ 16 7s 1711 14.61 111 115 11131 1111.91 FOUR lusE7uul/AE AIOS 711 755 42 11.5 1,611 1,115 111 6.4 ODES I SUMNI 110N5 12 10 171 170.01 60 70 10 14.1 MOVIE NILUM 70 70 100.0 9 110 M 91.6 IELEMMN 511 511 1131 17.11 I'm 4,075 1511 11.41 LEGAL 6 OTKA MISSION& 45 45 100.0 SNS 315 100.0 AUIII/IAS FEES 300 300 7,100 7,IC0 LICENSE!; KRAITS 6 No 6I IS 100.0 ISS ISS 100.0 uNA6ENIN fill 1,000 1.000 71,000 24.000 MIA INW1691 SEL REST 31 60 21 31.1 IM 470 no 67.6 mull 25 25 100.0 111 Its 100.0 RESIDENT SEAIICFS ELfEMSE 94 S00 706 0.1 I'm 1,100 361 11.6 AIECELIAgm Imall 25 75 100.0 175 115 100.0 IOIAL FW 041915Iui101 613 S,m 237 4.1 Se,111 10,515 1,121 4.3 JBLE1101 I LEASIN: ilIKK IO Jt INCORE elu ln IN IME MAIN ABI IEYEN BOMBS IWO JOLT 31, INNS 1 1 1 1 1 1 1 1 1 1 1 1 LIgB1M1 KNIOI 1 (1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 IEM•10.OAIE 1 1 1 1 1 1 1 1 1 1 1 1REIOIILWOREIEINAY/(UBlAYI 1 ACIIW. M106I.IEI iAY/IMBA91 S BIILIIIEII 91ILI111-FLECINIC 7,115 7,000 11111 16.11 11,101 11,175 71BIILIIIES•MIEI A KIEI 117 SIO 90 INA 7,665 3 1 7 i OIILIIIES•MS 116 100 N b.1 20,6A 186 13,100 114 I5,J9/I 135.15 I II14 OIIL III[! 1,171 310 N .6 Sf,obl 10,165 11 7391 111.11 CLEAVING. Mi LIES•619M If is Sb 10.1 116 75 109 70.84EMINGM9IIIII COIRACI LAWIDIAL 310 N I7AO1 1570.01 1,371 3N N/11 1718.11SOf0100.0 576 SSO 104.0 ttEM1Ni 579 175 11311 IBl.01 1,110 1,27! ISISI 1172.01 REPAIRS 6 MINIERMs ONIAAcl IAM IOILIIM A 610011/5 MIYil1EI 110 SO 115 SO 100.0 103 ISO 1511 115.11 RE/AIRS A MINIlIANCE 1,161 1,718 65 17.1 II,fAbl 1116.91 93 21,6N 1,775 77,913 795 71.1 ELIVA10N REPAIRS/MINI 731 719 NI 15.71 2,017 1,953 11,1161 ISM WAC 610KIES { REOAIA 7.100 I,0I0 11,1901 1111.71 9,731 1,010 NI 15.01 VISCELLANEM9 IIS EI/ENSES 100 100 100.0 1611 ISOM M11 101800[1 IRISH SE80VAL 1,975 1,115 13,7081 1181.11 76,111 IN 17,005 700 11,1!61 100.0 1111.11 NAIEN ! iIF11B Ill 235 160 71 1181 14.51 C9 21.5 SlJ t6 1 INN 12. MY COVIML 115 ST.8 LAO 1MMUM AEMY4 736 160 4 121 1,119 256 IM 10.0 5 5,1" II,BNI 131.91 I4 1E/AIMS / MINI 11,791 1,091 19,70!) 1113.11 1, SSS 56,120 11/,6151 131.01 PLYURNN FIGIE Sam IIEaE /111[0[21 Ia IIF MIN III MEN 1a1N9 [IOEI JULY 11, 7003 1 6 6 1 1 1 1 1 6 1 6 1 [112[11 M:1100 1 6 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1: 1 Y[G•10.00I[ 1 1 1 1 1 1 1 6 6 1 1 1 1CIUOL NUIL1 F19/laF1Y) 1 a101i WO0[I[e W/11IiF091 1 r oErlLaula/61mnlNna, e[ncnula u,N6o u,oao 176,00e u6,000 610111IIIla 711 111 1,911 1,919 IOIOL OEMFCIVNII 11,711 19,111 171,919 171,911 101[1/IIFEREWINSIA1101, Y1111 IN LIFO OF ORO[ 1015 7,160 7,160 19,170 15,177 7 11I[1[9I IIFENSE 17,503 77,691 10,151 11.1 11/,106 110,51/ 11,717 76.0 1101[011 11510101[[ 677 1,150 71 17.9 1,131 9,070 1,196 11.1 IOIOL I6IFS/1111115 17,719 79,961 10,671 11.1 116,:10 111,750 13,170 2019 IOIOL OM:ROIIRO F11[N5[9 61;137 61,119 1,161 7.0 161,731 191,591 73,3L: 1.e r NEI 01[GI11F ism 6,056 5,116 910 16.1 1,100 79,191 75,103 81.0 u Y s FLTWII Iowa SOME INCONE STAIENEXI IN IMF SEVEN NONINS FARES JULY 11, MI JAN fie am 02 RAY JUN Al. 1119 SIP OCT SIP DEC YID am" RENTAL INVINK: RESIDENT KITS 17.6" 42.215 43,161 47.056 42,001 47,101 40,126 211,31 MA INDIVIONIALS 73,765 22,567 27,30 24,749 24,561 25,281 164,041 SET RENTAL REVEMIE 64,211 66,110 65,925 65,568 S31 61,512 66,009 461,411 DIREA PRAPERIV KAUIT SHOP REMIAL 700 D 200 D 740 TOO 150 1.310 SARAGE RIMIAL 1.810 1.1.0 1,815 I'm I'M I'm 1,000 17,166 GUEST MR REVENUE 665 too 245 706 I'm LAWRY KVIMM 946 900 171 go* 1,276 900 M 6,415 IAMSFFA FEE WOME m MW RIMILLAREOUS FIVINK 40 Is 55 ILVISIMINI INWI 4,175 4.923 6,112 3,800 3.100 3,800 5.800 31,806 TOTAL 011911 m? UVIAME 1,604 1.153 9,125 6.730 7,066 1,144 1,179 54.400 10TAL REVENINS 77.213 14,001 75,1" 17'990 73,481 14,516 75,118 15,137 PLYNNIO 1010E Um MAINE 0111EIlE0E IN PIE SIVE. NGAING ENDED Jug 31. 20111 JAN fill 0NG AN M9 JW 111. Aug up 60 1D'1 DEC 910 OPEMIING WAKE PfASOAAEI [IFFLIf5: AAAASEI 6A1A91f5 7,911 2,693 911 7,113 7,900 IIS 2,911 20,101 MI111111 CE SALMIES 2,101 1,611 I'm 1,136 7,171 I,NGS 1,911 11,610 dwiffPING SALURS 192 S01 131 117 191 117 136 I'm ' IMPLORE FEIEFIIS 1,191 1,005 1,001 1,001 965 1,011 1,371 1,671 OWN PEASI)Wt EOS15 711 ISO 796 351 711 317 265 1,996 121AL MARC EIPEOSES 1,012 A,020 6,691 6,372 6,110 6,617 1,016 16,612 miff AOOIAISIRA11011: OFFICE SUPPLIES 1 EIPEASES IU 165 95 122 69 111 13 1,019 a 111313 EAAIEES 39 66 61 17 10 11 96 311 EOUIF 1[111/AA111l1EPAIRS 243 24S 713 759 251 713 213 1,611 EVES 6 SNGSgD11M5 11 17 IA IMPLORE AILEAEE 9 q ELEPAOAE WA 571 51S SII 601 15 SNG 1,012 AUSIE/IAI fill 300 100 300 S00 S00 300 SW 7,100 MNARKII FEES 1,000 1,000 1,000 1,000 1,900 1,090 1,000 70,000 FOSIASE/OPERAIOAI OELIRAV Ji 67 37 136 1ESIOEAI SEMMES IIPEASE III 20; 170 111 317 101 91 1,313 t01A1 Fm A001A!ftmor.. 5,5:3 7,611 5,193 5,615 5,630 5,357 5,615 36,707 NARE11118 1 LEASING: t: nrxoulx IpNNE sauAlE FOR INE SEVEN IIININS ENDED JULY 31, 2003 JM III MR APR NAY JW JLL OUR SEP BCI NOV SEC III UTILITIES: 11111.111111 -ELECTRIC 1,597 1,109 I,1B2 1,931 1,100 7,091 2,133 11,101 ' L11L3IIE5-MIEI 1 GENU 397 392 310 365 319 925 992 7,665 UIILIIIIS-BAS 1,731 9,SB6 S,289 3,721 1,500 1,170 196 20,698 IOTAL UIILIIIIS 6,111 6,381 6,981 5,970 3,541 3,636 3,371 35,069 ELEMIND: SUIPLIES-GENIRAL 301 15 19 116 CLEM,NB SIN'Pli[S 311 309 35 75 270 58 310 I'm TRIAL CLEMING 311 690 15 90 210 51 379 1,190 REPAIRS A MINIEMNCE: CMIIACI LAW 900 903 BUILDING 1 GROUNDS SUPPLIES I16 370 15 35 133 90 110 930 EEPAIRS A MINIENMCE 3,191 1,115 7,761 2,109 5,712 7,072 7,161 79,009 ILIVAIBI REPAIRSIMINI 167 708 788 281 788 2,01Y WAC SUPPLIES 1 KrOTR 3,106 671 719 7,967 7,100 9,731 1011I TURNOVER 1,101 3,161 7,387 11,011 3,520 9,973 26,181 TRASH FIMVAL 901 909 905 109 103 119 010 7,051 NAIER SOEIENER 311 351. 169 771 2SS 1,575 PESI CONTRDL 171 178 LAM CAMISION KW^ 1,116 118 2,716 956 256 756 7,119 DIAL REPAIRS 1 MINI I'm 1,681 6,006 6,051 19,0.0 9,100 11,299 10,555 1 I P19NOOIN IONNE SOOHAE INCDNE 11ATEIENI IN THE SEVEN /ROWS ENOEI AT 51, 7005 JOB PEN NHI OPO MI JON JUL IN1 SEP OCT Nov OEC 910 IEPRECIAI,ONIAWIIIAIlON1 OEPIECIAIIBN 11,000 I8,000 IN,000 11,000 IB,000 11,000 10,000 176,000 ' ANCIIIIIIIGN 711 711 711 716 776 776 710 1,911 TOTAL IEPOECIONOIII 11,711 11,716 11,711 10,711 11,710 10,716 1/,716 17/,918 TAIESIINTERESIIIASORANCE: PATNI.NI IN LIEU 9 POOP HIS 7,160 In 7,160 7,160 7,160 7,160 7,160 15,176 INIEIESI EIPENSE 77,650 77,650 11,911 17,501 17,505 17,505 17,705 111,506 PMERIT INSOHANCE 1,150 1,150 11150 1,150 1,6901 677 677 0,150 TOTAL IHIESIINi71N5 75,960 75,960 75,797 15,113 17,975 15,705 15,705 1%,500 TOTAL OPERATING EIPEIRS 17,770 10,056 61,619 ST,I35 66,560 $9,017 61,137 161,751 NET OPERAIING INCOME 663 3,565 1,071 10,965 6,159 15,000 6,056 50,600 1 I yA. MEMO CITY OF PLYMOUTH 3400 PLYMOUTH BOULEVARD, PLYMOUTH. MN 55447 DATE: September S, 2003 for the Housing and Redevelopment Authority Meeting of September 18, 2003 TO: Plymouth Housing and Redevelopment Authority FROM: Paula m, Housing Administrator through DeHutt, Support Services Manager and Apige Hurlbun, Executive Director SUBJECT: Public Hearing and Proposed Public Housing Agency Annual Plan As a Housing Authority that administers a Section S Program, the City of Plymouth is required to use a Public Housing Agency Annual Plan. This 2004 Annual Plan updates the objectives and policies of the Plymouth Housing and Redevelopment Authority (Ht^.A). The Plymouth HRA serves about 370 very -low income families through its administration of the Section S Housing Choice Voucher program. The local policies and efforts have made the Section S Housing Choice Voucher program a success and the Plymouth HRA continues to use admission policies that target the very needy by providing assistance in logy -poverty and economically viable areas. Our current allocation is at 177 vouchers, with 30 of those being mainstream vouchers for eldery/handicapped/disabled participants only. The remaining 193 vouchers are portability participants that have moved into Plymouth from other areas. We are proposing the foilowing policy changes to the Annual Plan: Chapter /, Parr ff. Reasonable Acccnanaodatiots Policy. We would require a program participant to provide their own interpreter if they are in need of on_. We only provide interpreters to waiting list applicants and only if they are requested. Chapter 3. Part D. Applicant Status IVhile on IVoiting List. A change in the language for removing someone from the waiting list from "may" remove them to "will" remove them from the waiting list. For example: when they don't return their waiting list application by a specific due date or their mail has been returned to us as undeliverable. Choptcr i. Port E. Verification of heconae, Zero lnconte ,Stratus. Another change would be for program participants who are claiming zero income. We would allow a maximum of two J months that they could claim a zero income status. The participant will have to supply information pertaining to how they are paying their bills and living expenses if the two month maximum is reached. Right now there is no maximum time frame. If there were to be exceptions to this rule or unusual circumstances as to why the participant would need more than two tnotttbs at zero income status it would have to be approved by the Section 8 Manager. ChWer 12, Parr C, Reporting hrterun Chmtgex Decreases in harome The last change would be to the interim m examinations. Currently, there is no language in the Administrative Plan tdst addresses the situation of a tenant having no earned income for a period of a %%wk or two at a job. Ibis could be die to an illness or a vacation that is taken with to pay. No interim,change of tent will be done for something of this nature. An interim tent change is done when income hanges occur for more than 4 weeks at a time. Prior to submission of the updated Annual Plan to HUD, a public hearing must be held, members of a resident advisory board must have the opportunity to review and comment upon the Plan, and the HRA Board of Commissioners must approve he Plan As requited, a forty-five day notice was published in the Plymouth Sun-Saibr for the public hearing to be held Thursday September 18, 2003 and the Plan was submitted to the members of the MRA's Section 8 Resident Advisory Hoard for review and comment. A copy of the transmittal letter to the Advisory Board is attached. No comments were received from the Resident Advisory Board Members. 1 recommend that atter holding the scheduled public hearing and considering any public comments, the HRA Board of Commissioners adopt theattached resolutions approving the update to the Public Hansing Agency Anneal Plan for the fiscal year begimiog January 1, 2084, In accordance w itb applicable HUD regulations and a revision to the Applicant Status While on Waiting List, Zero Income Status, Decreases m Income and the Reasonable Aceomodadons Policy of Me Section 8 Housing Assistance Program Administrative Plan, Attachments: 1. HRAIr- .gin2003-14 2. ::. • •` . - 2003-15 3. Sal +°:3 !-:Aa •Jpdate, Annual Plan for FV 2004 4. Tse -"I user to HRA Section 8 Advisory Board members. S. (.mss;, 3.7 and 12 of the Section 8 Administrative Plan I-) HRA RESOLUTION 2003.14 PHA CERTIFICATIONS OF COMPLIANCE %VTrH THE PRA PLANS AND RELATED REGULATIONS BOARD RESOLUTION TO ACCOMPANY THE PHA. PLAN Acting on behalf of the Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairman or other authorized PIV. official if there is no Board of Commissioners, I approve the submission of the Annual Plan for PHA fiscal year beginning 01/0112004 hereinafter referred to as the Plan of which this document is a part and make the following certifications and agreements with the Department of Housing Development (HUD) in connection with the submission of the Plan and implementation thereof: 1. The Plan is consistent with the applicable comprehensive lousing affordability strategy (or any plan incorporating such strategy) for the jurisdiction in which the PHA is located. 2. The Plan contains a certification by the appropriate State or local officials that the Plan is consistent with the applicable Consolidated Plan, which includes a certification that requires the preparation of an Analysis of Impediments to Fair Housing Choice, for the PHA's jurisdiction and a description of the mariner in which die PHA Plan is consistent with the applicable Consolidated Plan. 3. The PHA has established a Resident Advisory Board or Boards, the membership of which represents the residents assisted by the PHA, consulted with this Board or Boards in developing the Plan, and considered the recommendations of the Board or Boards (24 CFR 903.13). The PHA has included in the Plan submission a copy of the recommendations made by the Resident Advisory Board or Boards and a description of the manner in which the Plan addresses these recornmeidatiow. . 4. The PHA made the proposed Plan and all information relevant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the Plan and invited public comment. 5. The PHA will carry out the Plan in conformity with Title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and tide 11 of the Americans with Disabilities Act of 1990. 6. The PHA will aflimiatively further fair housing by examining their programs or proposed programs, identify any impediments to fair housing choice within those programs, address those impediments in a reasonable fashion in view of the resources available and work with local jurisdictions to implement any of the jurisdiction's initiatives to affirmatively further fav housing that require the PHA's involvement and maintain records reflecting these analyses and actions. 7. For PHA Plan that includes a policy for site based waiting lists: Tfe PHA regularly submits require data to HUD's MICS in an accurate, complete and timely manner (as specified in PBl Notice 99-2); The system of site-based waiting lists provides for full disclosure to each applicant in the selection of the development in which to reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to wait to be admitted to units of different sizes and types at each site; Adoption of site-based waiting list would not violate any court order or settlement agreement or be inconsistent with a pending complaint brought by HUD; The PHA shall take reasonable measures to assure that such waiting list is consistent with affirmatively furthering fair housing; The PHA provides for review of its site-based waiting list policy to determine if it is consistent with civil rights laws and certifications, as specif ei °v 24 CFR part 903.7(cxl). S. The PHA will comply with the prohibitions against discrimination ow Sac basis of age pursuant to the Age Discrimination Act of 1975. 9. The PHA will comply with the Architectural Barras Act of 1%8 and 24 CFR Patz 41, Policies and Procedures for the Enforcement of Standards and Requirements for Accessibility by dee Physically HarJicapped. 10. The PHA will comply with the requirements of section 3 of de Housing and Urbau Development Act of 1968, Employment Opportunities for Low- or Very -Low Income Persons, and with its implementing regulation at 24 CFR Part 135.. 1 L. Ilse PHA has submitted with the Plan a certification with regard to a drug free workplace required by 24 CFR Part 24, Subpart F. 12. The PHA has submitted wi:h the Plan a certification with regard to compliance with restrictions an lobbying required by 24 CFR Part 87, together with disclosure forms if required by this Part, and with restrictions on payments to influence Federal Transactions, in accordance with the Byrd Amendment and implementing regulations at 49 CFR Pmt 24, 13. For PHA Plan that includes a PHDEP Plan as specified in 24 CFR 76111: The PHDEP Plan is consistent with mid conforms to the "Pian Requirements" and "Grantee Performance Requirements" as specified in 24 CFR 76131 and. 761.23 respectively and the PHA will maintain and have available for review/inspection (at all times] records or documentation of the following: Baseline law enforcement services for public housing developments assisted under the PHDEP plan; Consortium agreements between the PHA's participating in the consortium and a copy of the payment agreement between the consortium and HUD (applicable only to PHA's participating in a consortium as specified under 24 CFR 761.13); Partnership agreements (indicating specific leveraged support) with agencieslorganirations providing funding, services or other in-kind resources for PHDEP-funded activities; Coordination with other law enforcement efforts; Written agreements with local law enforcement agencies (receiving any PHDEP funds); and All crime statistics and other relevant dace (including Par I and specified Part Il critics) that establish need for the public housing sites assisted under the. PHDEP Plan. 14. The PHA will comply with acquisition and relocation.requircments of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and implementing regulations at 49 CFR pan 24 as applicable. IS. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24 CFR S.I OS(a). 16. The PHA will provide HUD or the responsible entity any docinormation that the Department needs to carry out its review under the rational Environmental Policy act and oder related authorities in accordance with 24 CFR Pan 38. 17. With respect to public housing the PHP -ill comply with Davis -Bacon or HUD determined wage rate requirements under section 12 of the b....ed Sestet Housing Act of 1937 and the Contract Work Hours and Safety Standards Act. 18. The PHA will keep records in accordance with 24 CFR 83.20 and facilitate an effective audit to determine compliance with program requirements. 19. The PHA will comply with the Lead -Based Paint Poisoning Prevention Act and 24 CFR Pan 33. 20. The PHA will comply with the policies, guidelines, and requirements of OMB Circular No. A-87 Cost Principles for State, Local and Indian Tribal Governments) and 24 CFR Pan 8S (Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments). 21. The PHA will undertake only activities and.Programs coveted by the Plan in a manner consistent with its Plan and will utilize covered grant funds only for activities that are approvable under the regulations and included in its Plan. J 22. All attachments to the Plan have been and will continue to be available at all times and all locations that the PHA Plan is available for public inspection. All tequircd supporting documents have been made -available for public inspection abng with the Plan and attachments at the primary business office of the PHA and at all other times and locations identified by the PHA in its PHA Plan and will continue to be nude available at least at the primary business offs of the PHA. Plymouth HRA MN170 PHA. -Name PHA Number Adopted by the Plymouth Housing and Redevelopment Authority on September 18, 2003.. Signed/Dated by PHA Board Chair or other authorized PHA official 1 J HRA RESOLUTION 2003-15 ADOPTING REVISIONS TO CHAPTER 1, STATEMENT OF POLICIES AND OBIECTIVES; CHAPTER 3, APPLYING FOR ADMISSION; CHAFTER 7 VERIFICATION PROCEDURES; AND CHAPTER It RECERTIFICATIONS OF THE SECTION 8 HOUSING ASSISTANCE PROGRAM ADMINISTRATIVE PLAN. WHEREAS, the Plymouth Housing and Redevelopment Authority has held a public hearing for cahmmerns on its Administrative Plan for Section 8 housing assistance; and WHEREAS, dw Administrative .Plan, Chapter 1, Reasonable Accommodations, Policy; Chapter 3, Applicant Status While on Waiting List, Chapter 7, Verification of Income; and Chapter 12, Reporting. Interim Changes has been reviewed and revised to meet administrative constraints as well as the mission of the Plymouth HRA; and WHEREAS, the revised changes to the Administrative Plan have been reviewed by local HUD staff for compliance with state or federal human rights laws; NOW, THEREFORE, BE ff HEREBY RESOLVED BY THE HOUSING AND REDEVELOPMENT AUTHORITY OF THE CRY OF PLYMOUTH, MINNESOTA. that the Authority adopts attached Section 1, Part H. Reasonable Accommodations Policy, attached Section' 3. Part D. Applicant Status White on Waiting list; attached Section 7, Part E, Verification of Income, Zero Income Status; and attached Section 12, Part C, Reporting Interim Ganges, Decre-ases'in Income of tier Administrative Plan for its Section 8 Housing. Assistance... Program in ecowlanoe HUD regulations. Adopted by the Plymouth Housing and Redevelopment Authority on September 18, 2003. Cl D awm AXMd w nn a= w t s1 U.S. DepaMw.t of Housing and Urban Development Office of Public and .Indian Housing Small PHA Plan Update Annual Plan for Fiscal Year: 2004 NOTE: THIS MA FLANS TEMPLATE (BUNIONS SMR MA) IS To BE COMPLETED M AcconDANcs WrrH LNSTRUc=NS LOCATED IN APPIdcAsm nn NoTIcES f m WJD4 0M4WAY PMAMVM) PRAPlan Agency Identillentloa PHA Name:. Plymouth Housing and Redevelopment Authority PHA Number: MN170 PHA Fiscal Year Beginning: (mm/yyyy) 01/2004 PHA Plan Contact Information: Name: Paula Dorn Phene: 763-509-5414 TDD: 763-509.5065 Email (if available): pdmQd plynmth mn.us Public Access to Information Information regarding any aetivitia outlined in this plan can be obtained by comaeft. select all the qq*) X Main administrative office of the PHA 0 PHA development management of = D Display Locations For PHA Plans and Supporting Documents The PHA Planes (including attachments) are available for public inspection at: (select all that apply) X Main administrative office of the PHA PHA development management offices X Main administrative office of the local, county or State government Public library PHA website Odw (list below) PHA Pian Supporting Documents are available for inspection at: (select all Mat apply) X Main business office of the PHA PHA development management offices Other(fistbelow) PHA Programs Admieisterml: Public Housing and Section 8 X Section 8 Only Public Housing Only Snail PHA Plan Update arm M AN007admrp PHA100MOM Annn.::PNA Plan Fiscal Year 2004 24 CFR wet 903.71 L Table of Contents Peovide a table afoano ms foe the Plan ioehtft atenhu ata, and a No of suppmtiag documents availAk for pedt k impend= Far Ansch=m s, indicate wbieh ansehmeota we taovided by seI I a0 that apply. Provide the aond=w's came (A. a, em.) in the space to the tett of the acme oftbe attaehmem. If the a nimot is provided as a SEPARATE file submission Dom the PHA Plan Bre, pravide.tbe file mme.in parmbeses in the:Pace to the rigor aftbe Me. Contents Anneal Plan L Executive Summary (optional) ii. Annual Plan Information iii. Table of Contents. 1. Description of Policy and Program Cbanges for the Uprooting Fiscal Year 2. Capital Improvement Needs 3. Demolition and Disposition 4. 11omeowaes11. Voucher Hmnaowneship Program S. Crime and Safety: PNEP Plan 6. Otber Information: A. Resident Advisory Board Consultation Process B. Statement of Consistency with Consolidated Plan C. Criteria for Substantial Deviations and SWficent Amendments Attachments X Attachment A: Supporting Documents Available for Review Atm _ Capital Fund Program Annual Statement Attachment _: Capital Furl Program S Year Action Plan Attachment _ Capital Ford Program Replacement Housing Factor Annual Statement Attachment _: Public Housing Drug Elimination Prog on (PHDEP) Plan Attachment _: Resident Membership on PHA Board.or Governing Body X Attachment B: Membership of Resident Advisory Board or Boards X Attachment C: Comments of Resident Advisory Board or Boards & Explanation of PHA Response (must be attached if snot included in PHA Plan text) Other (Last below, providing each attachment name) IL Execudve Somme 124 CFR Part 903.7 9 (11 At PHA aptimq provide a brWaverview of the bdmmathaa in the Amwd Plan This 2004 Annual Plan updates the objectives and policies of the Plymouth Housing and Redevelopment Authority (HRA). The Plymouth HRA serves approximately 370 very -low income families through its administration of the Section 8 Housing Choice Voucher program Small PHA Plan Update Pop 1 bmHuD.aoora.ame tMU(osMOM In addition to providing rental assistance to qualified households, the Plymouth HRA also offers a voluntary family self-sufficiency program to Section 8 participants. The Section 8 Voucher program has continued to work with landlord recruitment and retention and during 2003, 90 percent of families issued vouchers found housing in the City of Plymouth. The local policies and efforts have made the Section 8 Housing Choice Voucher program a success in the City of Plymouth. The Plymouth HRA will continue to use admission polices that. target the very needy by providing equal opportunity assistance in low -poverty and economically viable areas and by proactive communication of program changes and valuable services. 1. Summary of Policy or Prop -ram Chanties for the Upcoming Year to mis axon% taidly 1, - R - I a in pokks or pma disxumd in tau years PHA Pmn *M we om covered in a&& seenom of ft u We will have a few policy changes to the Annual Plan. A change in the language for removing someone from the waiting lis from `army" remove them to `will" remove them from the waiting list. For example; when they don't return their waiting list application by a specific due date or their mail being returned to us as undeliverable. Also, we would require a program participant to provide their own interpreter if they are in need of one. We only provide interpreters to waiting list applicants and only if they are requested. Another change would be to program participants that are claiming zero income. We a ould put a maximum of two months that they could claim a zero income status. The participant will have to supply information pertaining to how they are paying their bills and living expenses. Right now there is no maximum time frame. If there were to be exceptions to this rule or unusual circumstances as to why the participant would need more than two months at zero income status it would have to be approved by the Section 8 Manager. The last change would be to the interim re- examinations. There is no clarification if a tenant has no income for a week or two at a job due to illness, vacation, etc. No interim change of rent will be done for something of this nature. An interim is done when there is more of a pattern of an income change for more than 4 weeks at a time. 2. Capital improvement Needs 24 CFR Pmt 903.7 9 Wl Em*tiom Section 8 a* PHAs are not required to cm*lm Ob coropoaem A. Yes No: Is the PHA eligible to participate in the CFP in the fiscal year covered by this PHA Plan? Small PHA Plan Update Page 2 Ibm WID400784Maa PM (03 003) 11, What is the amount of the PHA's estimated or actual (if known) Capital Fund: Program grant for the upcoming year? $ C. Yes No Does the PHA plan to participate in the Capital Fund Program in the upcoming year? If yes, complete the rest of Component 7. If no, slip to next component. D. Capital Fund Program Grant Submissions 11 CoMW road Program 5 -Year Action Plan The Capital Fund Program 5 -Year Action Plan is provided as Attachment 21 Capital Farad Proaram Annual Statement The Capital Fund Program Annual Statement is provided as Attachment I Demolition and Disposition 124 (FR Part 903.7 9 (h)] Appticabffitty: Section 8 a* PHAs we not named to - p" - tiro section 1. Yes No: Does de PHA plan to conduct any demolition or disposition activities (pursuant to section 18 of the U.S. Housing Act of 1937 (42 U.S.C. 1437p)) in the plan Fiscal Yew? If "No", skip to next component ; if "yes", complete one activity description for each development.) 2. Activity Description Activity Description of Including Activities Associated with HOPE VI or Conversion Activities Ia. Development name: lb. Development 'Oct number. 2.;;c— ,%y type: Demolition don 3. Application status (select one) Approved Submitted, pending vol Planned -cation 4. Date application ammyed, submitted. or planned for submission: D S. Number of units affected: 6. Coverage of action (select one) Part of the development Total develoinnent 7. Relocation resources (select all that apply) Section 8 for units Public housing for units Preference for admission to other public housing or section 8 Other housing for units (describe below) Sarah PHA Plan Update Page 3 ram HUD4107543MOR PKA(038003) 8. Timeline for activity: a. Actual or projected start date of activity. b. Actual. or projected start date of relocation activities: 0. Voucher Homeownership Program 24 CFR Pan 903.7 9 (k)) A. Yes X No: Does the PHA plan to administer a Section 8 Homeownership program pursuant to Section 8(y) of the U.S.H.A. of 1937, as implemented by 24 CFR part 982 ? (1f "No", slip to ractt component; if "yes", describe each program using the table below (copy and complete questions for each program identified) B. Capacity of the PHA to Administer a Section 8 Homeownership Program The PHA has demonstrated its capacity to administer the program by (select all that apply): Establishing a minimum homeowner downpayment recairement of at least 3 percent. and requiring that at least I percent of the downpaymertt comes from the family's resources Requiring that financing for purdiase of a home under its section 8 bomeownership will be provided, insured or guaranteed by the state or Federal government; comply with secondary mortgage market underwriting requirements; or comply with generally accepted private sector underwriting standards Demonstrating that it has or will acquire other relevant experience (list PHA experience, or any oth,. organization to be involved and its experience, below): S Safety and Crime Prevention: PHDEP Plan 24 CFR Pmt 903.7 (s)] Fra Vd m Section 8 Only PHAs may skip to the nag t mrposem PHAs eligible for PHDEP fimds snot provide a PHDEP Pim meeft apeeified rem prior to receipt of PHDEP fimds. A. Yes No: Is the PHA eligible to participate in the PHDEP in the fiscal year covered by this PHA Plat? 13. What is the amount of the FHA's estimated or actual (if known) PHDEP grant for the upcoming year? S C. Yes No Does the PHA plan to participate in the PHDEP in the upcoming year? If yes, answer question D. If no, skip to next component. D. Yes No: The PHDEP Plan is attached at Attachment Small PHA Plan Update Pogo 4 famlpin.4007S4hroo PHA(WrAW) t Other Informadon 24 G41t Pact 903.79 (r)) A. Resident Advisory Board (RAB) Recomeneadadona and PHA Response 1. Yes X No: Did the PHA receive any comments on'the PHA Plan from the Resident Advisory Bow's? 2. V^ the comments are Attached at Attachment. (File name) 3. In what maturer did the PHA address those comments? (select all that apply) The PHA changed portions of the PHA Plan in response to comments A Hsi of these changes is included Yes No: below or Yes No: at the end of the RAB Comments in Attachment Considered comments, but determined that no changes to the PHA Plan were necessary. An explanation. of the PHA's consideration is included at the at the ed of the RAB Comments in Attachment _ Other. (list below) Statement of Conshteney with the Consolidated Phu each apphahie Coosohdated PIa4 mete the fonow1mg statemmt (copy quesum as mmy ums as Hyl• Consolidated Plan jurisdiction: (provide name here) Hennepin County Consortium 2. The PHA has taken the following steps to ensure consistency of this PHA Plan with the Consolidated Plan for the jurisdiction: (select all that apply) X The PHA has based its statement of needs of families in th_ jurisdiction on the needs expressed in the Consolidated Plans. X The PHA has participated in any consultation process organized and offered by the Consolidated Plan agency in the development of the Consolidated Plan. The PHA has consulted with the Consolidated Plan agency during the development of this PHA Plan. X Activities to be undertaken by the PHA in the coming year are consistent with specific initiatives contained in the Consolidated Plan. (list such initiatives below) Other: (list below) 3. PHA Requests for support from the Consolidated Plan Agency Yes X No: Does the PHA request financial or other support from the State or local government agency in order to meet the needs of its public housing residents or inventory? if yes, please fist the. 5 most important requests below: Small PHA Plan Update Page 5 rami HUD400754MON PMA (oxlooa) f 4. The Consolidated Plan of the jtuisdiction sttpports the PHA Plan with the following actions and conomitments: (describe below) The Hennepin County Consortium Consolidated Plan has placed as its highest priority addressing the housing needs of households with income below 30 percent of the median income. The Consolidated Plan has specified strategies and goals for affordable rental housing. The Plan establishes the goals to develop 800 units of new affordable rental units for small families and 50 units for large families over the next four years. The Plan also sets high funding priorities for affordable elderly housing and accessible housing for physically disabled renters. C. Criteria for Substantial Deviation and Significant Amendments 1. Amendment and Deviation Definitions 24 CFR Pan 903.7(r) PHAs are required to define and adopt their own staadards of substantial deviation from the 5-year Plan and SWiam Amead mat to the Annual Pbm. Me definition of sigoifaant amendmoa is Inn because it defines when the PHA will subject a choose to the policies or activities described in the Annual Plan to full public hearing acrd HUD review before dao. A. Substantial Deviation from the 5-year Plan: Substantial Deviation from the 5-year Plan is defined as a change to the HRH's mission and/or addition or deletion of goals. Changes adopted to reflect changes in HUD regulatory requirements will not be considered Substantial Deviations L Significant Amendment or Modificationto the Annual Pian: Significant Amendment or Modification to the Annual Plan is define as changes to rent or admissions policies or organization of the waiting list; changes to any Section 8 Administrative Plan; and any change with regard to demolition or disposition, designation, homeownership programs or conversion activities. Changes adopted to reflect changes in HUD regulatory requirements will not be considered Significant Amendments or Modifications. F r f k Snail PHA Plan Update Page 6 s. tbmNtlD-eoGfs4mau Ptw(tgQOG3) 1 Attachment A Supporting Documents Available for Review PHAs ate m indicate wluic6 documents are available for public review by placing a sank in the 'Applicable ! On Display" col mm in the appropriate rows. All listed documents most be an display if applicable 0 the program activities conducted by the PHA. List of Suppordan Documents AvaMk for Review Applicable . Smpporling Doemmeat Related Plan Compom!nt ons Dbam X PHA Plan Catifnatbm of Compliance with the PHA Plant and 5 Year and Arcual RelatedRegalations Plast Swdl ocai Government Certification of Consistency with the S Year and Annual Consolidated Plan nnt regWred far this Plain X Fair Housing Doameatatim Supporting Fair Housing S Year and Annual Ceetirkatam: Records reflecting that the PHA has examined its Plass proymos or propos programs. ideotifed any impediments to fair bousiog e I ' , P in those piogtamt, addressed or is addressing those impediments in a reasonable fashion in view of the resources availably, and worked oris wetrltiog with local jwudwd m to implement any of the jurisdictions' initiatives to af%mnatively f adv fair basing that modre the PHA's involvement. X Housing Needs Statement of the Consolidated Plan for the Annual Pian: juisdictiouls m which the PHA is bated and any additional Housing Needs backup dam to support statement of housing seeds in the jurisdiction X Most trees- boardooppeoved operating budget. for the public Annual Pian: Firumcial Resources Public Homing Admissions and (Co= -d) Ompasy, Policy Annual Plan: AROVACOPt which includes the Tenant Selection and Eligibility, Selection, Assigmmem Plana [TSAP] and Admissions Policies Any pommy governing occupancy of Police Cflicas in Public Arcual Plain:" Housing Eligibility, Selection, check bere if included in the public housing and Admissions AAO Policy Policies X Section 8 Administrative Plan Annual Plan: Eligibility, Selection, and Admissions Policies Public housing not determination policies, including dee method Annual Plan Rem for he housing flat terns Determination check here if included in the public housing A dt O Policy Schedule of tiat yenta offered at each public housing development Annual Plan: Rem check here if included in the public housing Detamimatim A&0Policy X Section 8 rem determination (payment standard) policies Annual Pim: Rent X check here if included in Section 8 Administrative Plan Determination Small PHA Plan Update Page 7 form KUD-IWFs Snua ultra (03=M) List of SuppordeR Documents Avallabk for Retrlew Applicable Soppordog Doemmeent Related Plan A Cpntpopent on Display Public housing rMnrgepmmt and maimeoance policy doet®ents, Annual PIM-. including policies for the prevention or etad axon of pest infies atioo (inclodinst eockmacb int2sradan Operation and Maintenance Results of latest binding Public Housing Assessment System Annual Plan PHAS) Assessment Managementand OLvrations Follow -app Plan to P.adss of the PHAS Resident Satisfaction Annual Pias Survey (if necessary) Operations and Maintenance and Community Service & Self,Sufficiency X Results of htteu Section 8 Management Assessment System Annual Plan SEMAP) Management andIXAnyrequiredpopsgovemioganySection8especialhousingAnnualPlan a Operaootss.ard X check here if melded in Section 8 Administrative Plan Maintenance Public housing grievance procedures Annual Plan Grievance check here if incbded in the public housing Procedures A dt O Policy X Section 8 Informal review and' ing procedures Annual Plan X check hae if included in Section 8 Administrative Grk%wm Procedures Plan The HUD.eppmved Capital Fund/Comprehensive Grant Program Annual Plan: capital Atmmssl Snteament HUD 52837 farm active ar Needs Mose recent CTAP BudgetiPtogress Report (HUD 32825) for any Annual Marc Capital active CIAP grants Needs Annual Plan CapitalApprovedHOPEVIappliatioasor, if more recent, apt. • ed or submitted HOPE VI Revbalintion Plans, or soy other approved Needs for develooment ofpiblic bousins Self-evalaatim Needs Assessment and Transition Plan required Around Pbn: Capital by regulations unpkmeoting 6504 of the Rehabilitation Act and Needs the Americans with Disabilities Act See. PIH 99.52 HA Approved or submitted appy for demolition and/or Annual Plan - disposition of public bousirg Denmolition and Disposition Approved or submitted applications for designation of public Annual Plan: bossing (Designated Housing Plans) Desigmtkm of Public Housing Approved or submittal assessments of reasonable revitalization of Arcual Plan: public 6arssing and approved or subautted conversion plows Conversion of Public prepared pursuant to section 202 of the 1996 HUD Appropriates Housing Act, Sector 22 of for US Housing Act of 1937, or Secdon.33 of the US Housing Act of 1937 Approved or mbmitted public lousing homeownership Annual Plan H Policies governing any, Section 8 Homeownership program Anmm1 Plan: section of the Section 8 Administrative Plan Homeownership w I-- SmaO PHA Plan Update Page 8 farmMD4007a4Smmmdl wu(a32007) List of Suppordea Dotameats Avta Ale for Review Applicable Supporting Document Related Plan Caoipoueut an 860" Cooperation ogreemem between the PHA and the TANF agency Annual Plan: and] ttreem the PHA and local empleymeat and training service Community Service & Self X FSS.Actmn Plaids for public housing and/or Section 8 Aeamed Plan: CMMWWty Service A Se1fS1mR' ' Section 3 documentation reyubr d by 24 CFR Part 135, Subpart E Amused Plan Community Service tit iency Moat recent self-sufficiency (EDISS, TOP or ROSS or other Annual Plan: resident services fpm) giant program reports Com®mity Service & Self -sunk, The most recent Public Housing Dreg Elimination Pegram Annual Phu Safety WEDEP)semiannual nod Crime Prevention PHDEP-Belated doenmematiot Atmel Plan: So" Baseline law emforcermemt services for public housing and Crime Prevention devehtpummta assisted uruder the PHDEP plan; Consortium egreementfs between the PHAs participating in the consortium and a copy of the payment a8recine between the comamum and HUD (applicable only to PHAs participating in a consortium as specified under 24 CFR 761.15:: Partnership ograroms (indicating specific leveraged support) with qp-beslargaimadous poviding services or other in-kind resources for PHDEP-funded activities; Coordination vvUh other law eotomemeot efforts; Written agreement(s) with local law eolbecemmt agencies mccia iog any PHDEP funds): and All crime statistics and other relevant dam (including Part I and specified Part 11 crimes) that establish need for the public hoosmit sites assisted under the PHDEP Phu. Policy on Ownership of Pets in Public Housing Family Pet Policy Developments (as required by regulation at 24 CFR Part 960, Suubpart G) check here if included in the public housing A & O Policy X The results of the most recent fiscal year audit of the PHA Annual Plan Annual conducted under section 5(bx2) of the U.S. Housing Act of 1937 Audit 42 U. S.C. 1437OW The results of that audit and the PHA's resmose t6 aq findings Troubled PhM-. MO Plan I Troubled PHAs 011ier donnneats (optional) specify as needed) lit individually: use as many lines as Shall PHA Plan Update Page 9 10"n MXWM75amIN PBAMMA81) f f ADDDaI Statement/Performance and EVRIDattOD Report Capital Fuad Program and Ca flat Fund m Replacement HouBID Factor CFP/CFPRH Part 1: Summary PHA Name: Great Type and No~Pederrl lrlf of C~. CAM Prograirc Capita Fund Frn n Retrain Factor Oram No: Otiytul Aauta181attroteat Reserve for Dbnl P. :) asteumrgeades Revbed Aauud Stafetttettt (revWou meReportRoomPerforamaaandl3vdortbrtforPeriodt:ttdl Pltml Irerfatmttee an Qvoluallon Use Summary b!' Development! Account Total P.slltrmted Cat Total Acted cost No. tm1 Revised Obligated Zzwoded 1 Total non-C" Funds 2 1406 Operations eenta31408Mara1rtt 4 1410 Administration S 1411 Audit 6 1413liquidated batt® 7 1430 Fee atsaMCo 8 1440 Site Acquisition 9 1450 Site Improvement to 1460 Dwell' Structures 11 1465.1 Dwelling u' nt—Nonce le 12 1470 Nordwelli Strtrewra 13 1475 Notda elli Equitiound 14 1465 Demolition IS 1490 lacenrent Reserve 16 1492 Maying f6 Work Demonat®tion 17 1495.1 Relocation Cats 18 1498 Mad Used for Deve nt 19 1502 Corm Activities 20 Amount ofAnnual Grant: cum of lines 2• 19 22 Amount of line 20 Related to Section 504 neelie 21 Amount of line 20 Relued to LBP 23 Amoum of line 20 Related to Securi ADDDaI Statement/Performance and EVRIDattOD Report Capital Fuad Program and Ca flat Fund m Replacement HouBID Factor CFP/CFPRH Part 1: Summary PHA Name: Great Type and No~Pederrl lrlf of C~. CAM Prograirc Capita Fund Frn n Retrain Factor Oram No: Otiytul Aauta181attroteat Reserve for Dbnl P. :) asteumrgeades Revbed Aauud Stafetttettt (revWou meReportRoomPerforamaaandl3vdortbrtforPeriodt:ttdl Pltml Irerfatmttee an Qvoluallon Use Summary b!' Development! Account Total P.slltrmted Cat Total Acted cost No. tm1 Revised Obligated Zzwoded 1 Total non-C" Funds 2 1406 Operations eenta31408Mara1rtt 4 1410 Administration S 1411 Audit 6 1413liquidated batt® 7 1430 Fee atsaMCo 8 1440 Site Acquisition 9 1450 Site Improvement to 1460 Dwell' Structures 11 1465.1 Dwelling u' nt—Nonce le 12 1470 Nordwelli Strtrewra 13 1475 Notda elli Equitiound 14 1465 Demolition IS 1490 lacenrent Reserve 16 1492 Maying f6 Work Demonat®tion 17 1495.1 Relocation Cats 18 1498 Mad Used for Deve nt 19 1502 Corm 20 Amount ofAnnual Grant: cum of lines 2• 19 21 Amount of line 20 Relued to LBP Small PHA Plan Update Page 10 roan Itlttt4 17tt4 mall PHA (0300) Table 1( +rj Small PHA Plan Update Pagc I I form HUD-50075-Small PHA (0312003) Table Library Annual Statement/Performance and Evaluation Report Capital Fund Program and Capital Fund Program Replacement Housing Factor CFP/CFPRHF Part I: Summar PITA Name: Crani Type and Numtxr Federal FY of (:rant: Capital fund Program: Capital fund ProgramReluccmcnlIInulinFactorGrantNo: rigina! Annual Statement Reserve for Disasters/ Emergencies Revised Annual Statement (revision no: rM enrmance and F.valllatinn Renrl for Period F.ndinr: Final Performance and Evaluation Nenrl ine Summary by Development Account 'Total Estimated Cnsl Total Aelual Cost n. Amount of line 20 Relrlcd In linergy Cnnscrvalinn Mrrsures Small PHA Plan Update Pagc I I form HUD-50075-Small PHA (0312003) Table Library Annual Statement/Performance and Evaluation Report Capital Fund Program and Capital Fund Program Replacement Housing Factor CFP/CFPRHF Part I: Summar PITA Name: Crani Type and Numtxr Federal FY of (:rant: Capital fund Program: Capital fund ProgramReluccmcnlIInulinFactorGrantNo: rigina! Annual Statement Reserve for Disasters/ Emergencies Revised Annual Statement (revision no: rM enrmance and F.valllatinn Renrl for Period F.ndinr: Final Performance and Evaluation Nenrl ine Summary by Development Account 'Total Estimated Cnsl Total Aelual Cost n. Amount Annual Statement/Performance and Evaluation Report Capital Fund Program and Capital Fund Program Replacement Housing Factor (CFP/CFPRHF) Part 11: Supporting Pages PI IA Namc: Grant Type and Number Federal FY of Grant: Capital Fund Program N: Capital Fund 1'togrdm Replacement I lousinit Factor N: Development Cenral Description of Major Work nev. Acct No. Quantity 7'41121 listintaled Cost Total Actual Cost Status of Number Categories Proposed NanvAIA-WideOrigi02, Revised Funds Funds Work Activities Obligaicil I:x ended Small PHA Plan Update Page 12 form HUD -50075 -Small PHA (0312003) Table 1,*' -try Annual Statement/Performance and Evaluation Report Capital Fund Program and Capital Fund Program Replacement Housing Factor (CRPICFPRHI7) Part III: Implementation Schedule PHA Nate. Croat Typ ad Number Federal FY of Crate: Genal Fund Fragtun a: Fund Replacenwro Housing Factor a: Duralopnnt Number All Fund Obligated All Funds Eaptded Reasons for Revised Target Dates Nsnrc/HA-Wide (Quart Fmlft Date) (Quarter Ending Doe) Activities Ori 'nal Revised Actual Ori ' I Revised Actual Small PHA Plan Update Page 13 tamNW4as aamaN PHAp) AAM) Table Library Nj . Capital Fund Program 5 -Year Action Plan Complete one table for each development in which work is planned in the next 5 111 IA fiscal years. Complete a table for any IIIIA-wide physical or management improvements planned in the next S MIA fiscal year. Copy this table as marry times as necessary. Note: III lAs need not include information from Year One of the S-Ycar cycle, because this information is included in lite Capital Find Program Annual Statement. CFP 5 -Year Action Plan Orf final statement rl Revised statement Developmeni Developmeni Name Number (or indicate PIIA wide Description of Needed Physical Improvements or Managemeni Estimated Cost Planned titan Date Improvements IIA Fiscal Year I'otal estimated cost over next S Fears "? j;:r+i r .'; •4:.4•; :t-- Small PIIA Plan Update Page 15 form 1,11.004007541mall PHA (0312003) Fable Library PHA Public Housing Drug Elimination Program Plan Note: THIS PIIDEP Plan template (HUI) 50075-PHDEP Plan) Is to be completed in accordance with Instructions located In applicable PIH Notices. Section 1: General Information/Ilistory A. Amount of PIIDEP Grant $ B. Eligibility type (Indicate with an "x") NI N2 R C. FFV In which funding is requested D. Executive Summary of Annual PIIDEP Plan In the space below, provide a brief overview of the PIIDEP Plan, including highlights of major initiatives or activities undertaken. It may include a description of the expected outcomes. The summery must not be more than five (S) sentences long E. Target Areas Complete the following table by indicating each Pl IDEP Target Area (development or site where activities will be conducted), the total number of units in each III IDEP Target Area, and the total number of individuals expected to participate in PIIDEP sponsored activities in each Target Area. Unit count information should be consistent with that available in PIC. PIIDE !'Target Areas 'Total 0 of Units within1'0121 Population to Name of development(s) or rile) the PIIDEP'1'argel he Served within Area(%) the PIIDEP Targel AMIW_ F. Duration of Program Indicate the duration (number of months funds will be required) of the PI IDE .11 Pr0gram proposed under this Plan IPlace an "x" to indicate [lie length of program by q of months. for "Other", identify the 11 of months). 12 Months 18 Months 24 Months Small PHA Plan Update Page IG form HUD-600754matl PHA (03/2003) fable I.." -.ry j G. PHDEP Program History Indicate each FY that funding has been received under the Pl IDEP Program (place an "x" by each applicable Year) and provide amount of funding received. If previously funded programs have not been closed out at the time of this submission, indicate the fund balance and anticipated completion date. The Fund Balances should reflect the balance as of Date of Submission of the PI IDIiP Plan. The Grant Term End Date should include any HUD -approved extensions or waivers. For grant extensions received, place "GF" in column or "W" for waivers. Fiscal Year of PIIDEP Grant N Fund Balance Grant Grant Start Grant'rerm Funding Funding as of Date of Extenslons Date End Date Received this Submission or Waivers FY 1995 FY 1996 FY 1997 FY 1998 I:Y 1999 Section 2: PFIDEP Plan Goals and Budaet A. PIIDEP Plan Summary In the space below, summarize the PIIDEP strategy to address the needs of the target population/target area(s). Your summary should briefly identify: the broad goals and objectives, the role of plan partners, and your system or process for monitoring and evaluating PtIDIT-funded activities. This summary should not exceed 5-10 sentences. Small PHA Plan Updatc Pagc 17 form HUD -SOOTS -Small PHA(03I2W3) Table Library B. PFIDEP Budget Summary Enter the total amount of PHL.T funding allocated to each line item. FFV PHDEP Budget Summary Original statement Revised statement dated: Bud et Line Item Total Funding 9110 – Reimbursement of law Enforcement 9115 - Special Initiative 9116 - Gun Buyback TA Match 9120 - Security Persnnnel 9130 - Eniplo5rmcm of Investigators 9140 - Voluntary'l'enant Patrol 9150 - Physical Improvements 9160 - Drug Prevention 9170 - Drug Intervention 9180 - Dru g Trealment 9190.Other Proram Costs TOTAL PIIDEP FUNDING C. PIIDEP Plan Goals and Activities In the tables below, provide information on the 1'I IDI -11 strategy summarized above by budget line item. Iiach goal and objective should be numbered sequentially for each budget line item (where applicable). Use as many rows as necessary to list proposed activities (additional rows may he inserted in the tables). PIIAs are not required to provide information in shadcd boxes. Information provided must he concise—not to exceed two sentences in any column. Tables for line items in which the 1111A has no planned goals or activities may be deleted. Small PHA Plan Update Page IS form HUD -30075 -Small PHA (0312003) Table F." "ry t , 9116 - Gun BUyhack TA Dlatch Y"a1y1 PIIUF.P Funding: S nal(s) Objectives Proposed Activities N of I'argct Persons Population Served Stan I;.rprxted 11111-DIil' Other Funding Performance Indicators Date Complete Funding (Amount /Source) Date I. 2. 13. Other Funding llcr.onmnce IndiC21ors y////////%i 9116 - Gun BUyhack TA Dlatch Y"a1y1 PIIUF.P Funding: S nal(s) Objectives Proposed Activities N of I'argct Persons Population Served Stan I;.rprxted 11111-DIil' Other Funding Performance Indicators Date Complete Funding (Amount /Source) Date I. 2. 13. Small PIMA Plan Update Pagc 19 lam HUD•500754mall PHA (03/2003) Table Library 9120 - Security Personnel t'olal PIIDF.P Funding: S Goal(s) Objectives Proposed Activities of Target Star) Expected 1'111:10T Other Funding Performance Indicators Persons Population Date Complete Funding (Amount /Source) Served Date I. 2. 3. 9130— Employment of Investigators Total PIIDEP Funding: S Goal(s) Objectives Proposed Activilies N of Target Sian I;xpectctl 1'11IM1.1' Other Funding Performance Indicators Persons Popalalion Drte Complete Funding (Anwwni/Source) Served Dale 2. 3. Small PHA Plan Update Page 20 form HUD -10076 -Small PHA (0312003) Table 1try C. 9140 — Voluntary Tenant Patrol Total P11DEP Funding: S Goal(s) Objectives Proposed Activities N of Target Stan lixpccILd PIIEDEP Other Funding Performance Indicators Persons Population Date Complete Funding (Amount /Source) Served Date I. 2. 13. 9150 - Physical Improvements Total PNDEP Funding: S Goals Objectives Proposed Activities tt of I'wget Stan rxltectal PIIEDEP Other Funding Performance Indicators Persons Population Date Complete Funding (Amount /Source) Served Date I. 2. 3. 9160 - Drug Prevention Toisl PIIDEP Funding: S Goal(s) Objectives Proposed Activities N of Target Stan Expected PIIEDEP Other Funding Perfomtanec Indicators Persons Population Date CompleteI Funding Amount /Source) Served Date form HUD -50070 -Smell PHA (03/2003) Small PHA Plan Update Pagc 21 Table Library I. 2. 3. 9170 - Drug Intervention Total PlfDF.P Funding: S Goal(s) Objectives Proposed Activities Nor Target Stan Expected PI II:D1iP Other Funding Pe fortntnce Indicators Persons Population Date Complete Funding (Amount /Source) Served Date I. 2. 3. 9190 - Drug Treatment Total PIIDF.P Funding: S Goal(s) Objectives Proposed Activities N of Target Stan Expected PIIEDEP Other Funding Performance Indicators Person Population Date Complete Funding (Amount /Source) s Date Served 1. 2. 3. form MUD450075-Small PHA (0=003) Small PHA Plan Update Page 22 Table I. ry 1 i Small PHA Plan Update Page 23 arm HLINGODYBOVA PHA (03F oa) Table Ubrary i Small PHA Plan Update Page 23 arm HLINGODYBOVA PHA (03F oa) Table Ubrary Required Attachment B: Resident Member on the. PHA Governing Board 1.0: Yes X No: Does the PHA governing board include at least one member who is directly assisted by the PHA this year? (if m stip to #2) A. Name of resident members) on the goveming board: B. How was the resident board member selected: (select one)? OElected OAPpointed 17 , C. The tear of appointment is (include the date term expires): 2. A. 1f the PHA governing board does not have at least one member who is directly assisted the PHA, why rot? the PHA is located in a State that requires the members of a governing board to be salaried and serve on a full time basis X the PHA has less than 300 public housing units, hwprovided reasonable notice to the resident advisory board of the opportunity to serve on the governing board, and has not been notified by any resident of their interest to participate in the Board. 0 Other (explain): B. Date of next term expiration of a.goveming boa d member. C. Name and title of appointing official(s) for governing board (indicateappointing official for the next position): Small PHA Plan Update Page u ram taw400r44wAU tern (03=03) Table Wbrary t t Small PHA Plan Update Page u ram taw400r44wAU tern (03=03) Table Wbrary Required Attachment C : Membership of the Resident Advisory Board or Boards Lin member of the Resident Adwsoq Board or Boards: (if the list would be. unreasonably long, list organientions represented or otherwise provide a description WMCIWA to ideatify how members are chosen.) Annie Amos Denine Harrell Susan Natle-Stewart Ronald Thomas Eleanor Thompson Small PHA Plan Update Page 26 bM laa)•aM amen. PH MMM) TableIdpnry J rpow)COF August 20, 2003 Pumou I-F Annie Amos 5950=D Teakwood Lane North Plymouth, MN 55442 RE: SUBMISSION OF PUBLIC HOUSING AGENCY PLAN Dear Ms. Amos: It is time for us again to review and update the Plymouth housing & Redevelopment Authority (W --%)'s Public Housing Agency (PHA) Plan. We would like your comments on the 2004 Annual Plan. The annual plan describes the policies that we already have in place and a few changes to those policies are described in Section I of this year's plan. The plan is a HUD template and has more sections than. are ;tpplicable to the Plymouth HRA. Only those sections that contain Section 8 program issues are pertinent to Plymouth. I would like to know if you have any recommendations to the plans. If you do, please send me a written description of your suggestions by Wednesday, August 27, 2003. We are holding a public hearing with HRA Board of Commissioners on Thursday, September 18, 2003 at 7:00 p.m. at City Hall. You are also invited to attend. this meeting, if you wish'to express your recommendations. If you do not have any recommendations, please contact me to let me know that as well. Thank you again for your input and time on the Resident Advisory Board. If you have any questions, please call ate — (763) 509-5414. S' erely, Pau a Dom Housing Administrator Plymouth HRA Enclosures PLYMOUTH A Btautyis[Ma to utx 3400 PLYMOUTH Rni II FUAQn • P1 VMA, rlw UINNCCATA CCAA7_1 AD -2 . TC1 CMUMIC r7aeN CM CfMN holder's briefing packet and available upon request at the front desk. Fair Housing posters ate posted throughout the Housing Authority offices, including in the lobby and interview rooms and the equal opportunity logo will be used on all outreach materials. Staff will attend local fair housing update training sponsored by HUD and other local organization to keep current witk new developments. Except as otherwise provided in 24 CFR 821(cxl), 8.24(a), 8.25, and 8.3 1, no individual with - disabilities shall be denied the benefits of, be excluded fiom participation in, or otherwise be subjected to discrimination because the PHA's facilities are inaccessible to or unusable by persons with disabilities. Posters and housing information are displayed in locations throughout the PHA's office in such a manna as to be easily readable from a wheelchair. The Plymouth HRA office is accessible to persons with disabilities. Accessibility for the hearing impaired is provided by the Minnesota Relay Service mid the City of Plymouth TDD. H. REASONABLF. ACCOMMODATIONS POLICY [24 CFR 700.245(c)(3)] It is thepolicy of this PHA to be service -directed in the administration of our housing programs, and to exercise and demonstrate atigh level of professionalism while providing housing services to famines. A participant with a disability must first ask for a specific change to a policy or prdetice as an accommodation of his or her disability before the PHA will treat a person differently than anyone ; else. The PHA's policies and practices will be designed to provide assurances that persons with disabilities will be given reasonable accommodations, upon request, so that they may fully access and utilize the housing program and related services. The availability of requesting an accommodation will be made known by including notices on PHA forms and letters. This policy is intended to afford persons with disabilities an equal opportunity to obtain the same result, to gain the same benefit, or to reach the same level of achievement as those who do not have disabilities. It is applicable to all situations described in this Administrative Plan including when a family initiates contact with the PHA, when the PHA initiates contact with a family including when a family applies, and when the PHA schedules or reschedules appointmentsif any kind. To be eligible to request a reasonable accommodation, the requester must first certify (m: apparent) or verify (if not apparent) that they are a person with a disability under the following ADA definition: A physical or mental impairment that substantially limits one or more of the -major life activities of an individual; A record of such impairment; or Being regarded as having such an impairment Note. This is not the same as the HUD definition usedfor proposes ofdetermining allowances. PlynmutA Housing & RWnslopment Aut>tority 14 SepO3 1 Rehabilitated former drug users and alcoholics are covered under the ADA. However, a current. drug user is not covered. In accordance with 5.403(a), individuals are not considered disabled for eligibility purposes solely on the basis of any drug or alcohol dependance, Individuals whose drug or alcohol addiction is a material factor to their disability are excluded frau the definition. Individuals are considered disabledif disob ft meatal and physical limitations would persist if drug or alcohol abuse discontinued. 1) Once the person's status as a qualified person with a disability is confirmed, the PHA will require that a professional third party competent to make the assessment, provides written verification that the person needs the specific accommodation due to their disability and the change is required for them to have equal access to the housing program. If the PHA finds that the requested accommodation creates an undue administrative or financial burden, the PHA will either deny the request and/or present an alternate accommodation that will still meet the need of. the person. An undue administrative burden is one that requires a fundamental alteration of the essential functions of the PHA (i.e., waiving a family obligation). An undue financial burden is one that when considering the available resources of the agency as a whole, the requested accommodation would pose a severe financial hardship on the PHA. Me PHA will.pmvide a written decision to the person requesting the accommodation within ten 10) days if a person is denied the accommodation or feels that the alternative suggestions are inadequate, they may.request an informal hearing to review the PHA's decision. Reasonable accommodation will be made for persons with a disability that requires an advocate or accessibleoffices. A designee will be allowed to provide sonic information, but. only with the permission of the person with the disability. The PHA would roouire a nroaiam oarticipam to provide their own interpreter if they are in need of one. We Mould only provide interoreters to waiting list Mlicants and only if they are requested. All PHA mailings will be made available in an accessible formal upon request, as a reasonable accommodation. Wrifleattun of )Disability The PHA will verify disabilities under definitions in the Fair Housing Amendments Act of 1988, Section 504 of the 1973 Rehabilitation Act, and Americans with Disabilities Act. Aoplvlae for Admission Pk-ouA H -ft 3 RadevebpMM Au&u 1-5 R APPLICANT STATUS WHILE ON WAITING LIST [CFR 982.2041 Apphcents are required to inform the PHA in writing of changes in address. Applicants are also requiral to respond to requests from the PHA to update information on their application and to determine their interest in assistance. Failure to do so will result in applicant's removal from the waiting list. If after a review of the preapplicatiod the family is determined to be preliminarily eligible, they will be notified in writing or in an accessible format, upon request as a reasonable accommodation. This written ratification of preliminary eligibility will be mailed to the applicant by first class mail (in an able format upon request as a reasonable accommodation). If the family is determined to be ineligible based on the information provided in the preapplication, the PHA will notify the family in writing (in an accessible format upon request as a reasonable a m adation), state the reasons), and inform them of their right to an informal review. Persons with disabilities may request to have an advocate mend the informal review as an accommodation. See "Complaints and Appeals" chapter. E, TIME OF SELECTION [24 CFR 982204, 5.410) When finding is available, families will be selected from the waiting list in their determined sequence, regardless of family size, subject to income targeting requirement. When there is insufficient funding available for the family at the top of the list, the PHA will not admit air other applicant until funding is available for the first applicant. F. COMPLETION OF A FULL APPLICATION All preferences claimed on the preapplicadon or while the family is on the waiting list. will be verified prior to the family completing the full application. The qualification for preference must exist at the time the preference is claimed and at the time of verification, because claim of a preference determines placement on the waiting list Aft the preference is verified, when the PHA is ready to select applicants, applicants will be required to: Complete a full application in :+is or her own handwriting, unless assistance is needed, or a request for accommodation is n;ade by a person with a disability. The applicant will sign and certify that all information is complete and accnrte.. PHA staff to review the information on the full application form will then interview applicant The full application will be completed when the applicant attends the interview. PIpwAh HOMM & Redeve W-1 Au*OM 3-4 sep43 4 Recur dria Gifts The family must famish a self-cer ificaum which contains the following information: The person who provides the gifts The value of the gifts The regularity (dates) of the gifts The purpose of the gifts il' I I 11_ Families claiming to have no income will be required to execute a self -certification and may be required to execute verification forms to determine that forms of income such as unemployment bencfiis, TMF, SSI, etc. are not being received by the household. The PHA may request information fiom the State Department of Economic Security. Families cannot claim zea income for more than two consecutive months. 1f they do, the marticimant will have to sunoMly. information gaWninit to how ft are having their bills and living expenses. Executions or unusual circumstances as to why the Micipant would need more than two months at a zero income status would have to be amoroyed by the Section 8 Manager. F alWime Student States Only the first 5480 of the earned income of f dl time students, other than head, co-head, or vouse, will be courted towards family income. Financial aid, scholarships and grants received by full time students is not counted towards family income. Verification of full time student status includes: Written verification from the registrar's office or other school official. School records indicating enrollment for sufficient amber of credits to be considered a full-time student by the educational institution. F. INCOME FROM. ASSETS 124 CFR 982.5161 SsMmas Aceoant Interest lacome and Dividends Acceptable methods of verification include, in this order: 1. Account statements, passbooks, certificates of deposit, or PHA verification forms completed by the financial institution. 2. Broke"s statements showing %slue of stocks or bonds and the earnings credited the family. Earnings can be obtained from current newspaper quotations or oral broker's verification. Ply Mh Hai M & Rede ! AU&MW Sep.03 7-7 Inadm Phn"ndoatioo Polkv The PHA will conduct interim reexaminations when families have an increase in income. Families will be required to report, within ten days of the increase, all increases in household income that total more than $40 per month. Deevesses In Income Participants m_ya report a decrease in income and other changes. which would reduce the amount of tenant rent, such as an increase in allowances or deductions. The PHA must calculate the. change if a decrease in income is reported within ten day of the decrease. However, if a family has no income. for a week or two due to illness. vacation. etc. no interim change will be done. An interim is done when there is more of a oattem of income chance for more than four weeps at a me. PHA Errors If the PHA makes a calculation error at admission to the program or at an annual reexamination, an interim reexamination will be conducted, if necessary, to comet the error, but the family will not be charged retroactively. Families will be given decreases, when applicable, retroactive to when the decrease for the change would have been efrective if calculated correctly. D. OTHER -INTERIM REPORTING ISSUES An interim reexamination does not affect the date of the annual mortification. An interim reexamination will be scheduled for families with zero or unstable income every 30 days. E. INCOME CHANGES RESULTING FROM WELFARE PROGRAM REQUIREMENTS The PHA will not reduce the family share of rent for families whose welfare assistance is reduced specifically because of Fraud; or Failure to participate in an economic self-sufficiency program; or Noncompliance with a work activities requirement However, the PHA will reduce the rent if the welfare assistance reduction is a result of The expiration of a lifetime time limit on receiving benefits; or A situation where the family has complied with welfare program requirements but canuot.or has not obtained employment The PHA will notify affected families that they have the right to an informal heating regarding these requirements. Plymouth Houft & Reth:velopMW Audwdly Sep -03 12-5 S.A4 DATE: September 12, 2003 for Housing and Redevelopment Authority Meeting of September18, 2003 TO: Plymouth Housing and Redevelopment Authority FROM: Jody Boedigheimer, Grace Management SUBJECT: Plymouth Towne Square (PTS) Replacement Reserve Schedule Analysis The attached Replacement Reserve Schedule has been analyzed and refined based on a number of factors. The report. prepared by The Center for Environment and Energy, which was presented and reviewed at last month's meeting, was instrumental in evaluating this schedule. The suggestions made by Mark Opdahl and Erik Ennen of CEE, have been incorporated where applicable. We also used the quotes we received from the initial redecorating project to supplement the information for the building iaterior finishes (carpet, paint. wallpaper, furniture). The other items have been updated with current replacement cost estimates based on verbal quotes and actual expenditures incurred. I recommend that the Plymouth Housing and Redevelopment Authority Board of . Commissioners review the schedule and approve of the new rephtcmment reserve amount. 1 J Replacement Reserve Schedule Plymouth Towne Square teem AWAreso". emit Cast Taea[Cost. Lffdtm' Years Anpual. Wsenel' Roof (asphalt 43,000 sq R 3250/Sq R 5107,500 15 to 20 57,187 Prim. Fascia, & Soffit 18001n R 58.5011n R 15,725 15 to 20 1,048 Ming removal & reinstall 10,000 sq R 6.501R 365.500 15 to 20 4.367 lCaundng remove & reinslall) 275 sloolopening 27,500 15 to 20 51.833 LAsiphalt seallstri 54,000 sq ft So.I Sfsq R 8,100 3 to 5 2.700 eplace Concrete lCurbfGufter 2340 In R 33An R 77,200 20 to 25 53,861 r.oncrete Sidewalk 3600 so R 5616 R 21,600 15 to 20 1,440 WON Fire lane 5280 sq R S0.15ftq R 5800 3 to 5 264 Common Areas 12.000 sq R 50.87 R 10,440 8 to 10 1,305 aint Common Areas 12.000 sq R SO.50fsq R 56.000 5 to 8 1,200 Carpet Common Areas 40,258 sq R 5251 111,828 8 to 10 13.978 19evators (complete lacernenG 2 S55.000 5110.000 20 to 30 5,500 Circ. Pumps 2 53.800 7,600 10 to 15 760 Water Heater 3 7,000 521.000 8 to 12 2,625 lReplace Not Water boilers 8 5.800 46.400 20 in 30 2.320 AIC Units central 4 58.500 594000 10 to 15 53,400 1 7.800 7,800 15 to 20 5520 Fumiture Allowance 330 10 to 12 53.300 liance s"vesWn 100 S1,000 S100,M0 10 to 20 10,000 100 1500NnR 5150.000 5 to 10 530.000 100S10001unit 5100,000 7 to 12 514,286 alves 120 200 529,000 10 to 15 2.900 endow R t 275 475 51301625 20 to 25 56,531 Units t 120 5400 48.000 10 to 15 34800 Floor Sealer 30.000 sq R 30.34(sq R 11,400 8 to 12 1,425 51,248,018 5127,530 nual Replacement Amount Per Unit S 1288.18 west stated fs...r. but actual S are on bids obtained in ril 2003. J 5a a Irl) Gram Management, be. 6225 4?d Avenue North, Minneapolis, KV 55422 DATE: September 12, 2003 for Housing and Redevelopment Authority Meeting of Septemberl8, 2003 TO: Plymouth Housing and Redevelopment Authority FROM: Jody Boedigheimer, Gime Management r SUBJECT: Plymouth Towne Square (PTS) Resident Survey BACKGROUND: During the last meeting, it was decided that the residents should be surveyed about their use of and thoughts about the Activity Room and Conference Room. The attached survey was distributed to the residents of Plymouth Towne Square on August 25, 2003. RESULTS: We distributed one survey to each resident. Of the 120 distributed, we received 51 responses. The responses wire tallied and are recapped on the attached survey. Acrdvdty Room Responses: 22 of the 51 responses said they use the Activity room onat least,a monthly oasis. 1. The Billiard table is used by 3 of the 22 at least monthly 2. The Dart board is used by 1 of the 22 at least monthly 3. Cards are played by 6 of the 22 at least monthly 4. TV is watched by 8 of the 22 at least monthly 5. The computer is used by 2 of the 22 at least monthly 6. Exercise is the reason 20 of 22 use the room at least monthly 7. 4 of 22 use it for other purposes at least monthly. Other is described as Tai Chi and Parties with family 12 of the 51 responses said they use the Activity room every other Month, 2-3 times a year or Occasionally. Another 9 said they never use it and 8 did not answer the question: Therefore, of the 51 responses, 34 people say they use the Activity Room. N Conference Room Responses: 5 of the 51 responses said they use the Conference Room at least on a monthly basis. 3 of 51 saytheyuseit2-3 times a year, while 40 of 5l say they Never use it 3 people did not answer and one. said "other" to use the telephone. Therefore, of the 51 responses, 8 people say they use theConferenceRoom. Opinion about statentents made in the Survey (page 2) Responses: 20 of 51 people agreed with the statement "The Activity Room has too many Activities in the space." 12 disagreed with the statement and 22 responded with No Opinion or gave no answer. 20/12/19 10 of 51 people agreed with the statement "It would be a good idea to move the billiards Table out of the Activity room and put it in the Conference Room space." 28 disagreed with the statement and 13 responded with No Opinion or gave no answer. 10/28/13 7 of 51 people agreed with the statement "It would be a good idea to move the large screen television and sofas out of the Activity Room and put them in the Conference Room space." 30 disagreed with the statement and 14 responded with No Opinion or gave no answer. 7/30/14 17 of 51 people agreed with the statement "It would be a good idea to get a new computer and ` put it in the Library." 14 disagreed with the statement and 20 responded with No Opinion or gave no answer. 17/14/20 5 of 51 people agreed with the statement "It would be a good idea to get a new computer and leave it in the Activity Room." 21 disagreed with the statement and 25 responded with No Opinion or gave no answer. U21/25 11 of 51 people agreed with the statement "it would be a good idea to get a new computer and put it into the Conference Room space." 20 disagreed with the statement and 20 responded with No Opinion or gave no answer. Iii/2O/20 7 of 51 people agreed with the statement "It would be a good idea to move the exercise equipment out of the Activity Room and put it in the Conference Room space." 26 disagreed with the statement and 16 responded with No Opinion or gave no answer. 7/26118 21 of 51 people agreed with the statement "It would be best to leave everything in the Activity Room the way it is." 16 disagreed with the statement and 14 responded with No Opinion or gave no answer. 21/16/14 16 of 51 people agreed with the statement "The chairs are uncomfortable and should be replaced." 15 disagreed with the statement and 20 responded with No Opinion or gave no answer. 16/15/20 -- 10 of 51 people agreed with the statement "The tables are hard to move and should be replaced." 16 disagreed with the statement and 25 responded with No Opinion or gave no answer. 10/16/25 13 of 51 people agreed with the statement "Round tables are needed for the Activity Room." 17 disagreed with the statement. and 21 responded- -with No Opinion or gave no answer. 13/17/20 Of the 22 respondents who use the Activity room at. least monthly, 4 use it for Billiards. None of those people thinks the Billiards table should be moved to the conference room. Of the 22 respondentswho use the Activity room at least monthly, none say they use the Dartboard. Of the 22 respondents who use the Activity room at least monthly, 3 say they use it for playing cards. Of the 22 respondents who use the Activity room at least monthly, 4 use it for watching the big screen Television. 2 of those think the television should stay in the Activity Room and one thinks it should move the conference room and one has no opinion. Of the 22 respondents who use the Activity room at least monthly, 1 person uses the computer and that person thinks it would be a good idea to get a new computer and set it up in the Library. Of the 22 respondents who use the Activity room at least monthly, 16 use it for exercise. Of those 16 who use it for exercise, 9 Strongly Disagreed and 3 Disagreed with the statement that It would be a good idea to move the exercise equipment out of the Activity Room and put it in the Conference Room space." 1 Agreed with the statement and 3 gave no opinion or no answer. Recommendations: There doesn't seem to be a strong sentiment or majority opinion from the responses to make any changes. We are checking to see if we can order the same round tables that are in the Dining room. If so, we will order one for the Activity room. The card players only use the Activity room when the Dining room is otherwise occupied by a private party. It is not truly a "hot button" as it does not occur on a regular basis. The card group has to use the Activity Room about every other month. The only other recommendation may be to set up a small computer station in the Library if a phone jack can easily be wired in that room since the one. person who frequently uses the compute., and 16 others thought this would be a good idea (albeit 14 thought it was not a good idea). I don't believe enough of the respondents feel that the chairs or tables should be replaced. It was a toss up between agree/disagree on the chairs and it. was 10 agree 16 disagree that the tables need to be replaced. GRACE MANAGEMENT, INC. TO: Residents. of Plymouth Towne Square FROM: Grace Management, Inc. DATE: August 25, 2003 SUBJECT: Activity Roorn Survey EZ7E tOraA,au r!1a,a Mlrapa,a MN EEM mairnEE«+Easa ^ When we surveyed the residents nearly a year ago, one of the items that came up as an issue was the Activity Room. Some of the comments included the thoughts that there are too many activities going on in that room (large screen television, billiards, darts, computer station, exercise, craft/card: tables), the chairs were very uncomfortable and the tables were heavy and difficult to move. One option would be to move one of the "activities" out of that room and relocate it to the third floor conference room. Keep in mind that we are aware that the conference room is cool and that could be remedied so it would be more comfortable. To that end, please answer the questions on the attached survey in regards to the second floor Activity Room and third floor Conference Room. ACCREDITED MANAGEMENT ORGANIZATION® pecWimd Management ma Marketing D 1 PLYMOUTH TOWNE SQUARE Activity Room and Conference Room Survey August 2003 Please indicate how you use the Activity Room and Conference Room by answering the following Questions. 1. Check the statement that most accurately describes the frequency with which you use the Activity Room. 7 Daily 8 2-3 timeslWeek 2 2-3 times/Month 5 Monthly 3 every other Month 6 2-3 times/Year 9 Never 8 NO ANSWER 3 Other (occasionally - 2 very seldom - 1)- 2. Check the statement that most accurately describes the frequency of your use of the Activity Room for the specified Activity. Billiards 0 Daily 02-3 es/Week timeslMonth 22 Never 2Monthly 2 every other Month L2-3 7 2-3 times/Year 17 No Ans. Darts 1 [aily _1_2-3 times/Week 2_2-3 times/Month 29 Never 0 Monthly _1_every other Month 3 2-3 times/Year 17 No Ans. Cards 1Daily 22-3 timesNVeek 2_2-3 times/Month20 Never 1Monthly _A._every other Month 42-3 times/Year 17 No Ans. TV 1Daily _1_2-3 timesNVeek 1_2-3 times/Month 19 Never 1 Monthly _,Lavery other Month 6 2-3 times/ear 15 No Ans. Computer 1Daily _.L2-3 timesNVeek 0 2-3 times/Month 35 Never 0Monthly _k_every other Month 0 2-3 times/Year 14 No Ans. Exercise ODaily _1_2-3 times/Week 2 2-3 times/Month 17 Never 0monthly 0eery other Month 6 2-3 times/Year 7 No Ans. Other 1Daily _Z_2-3 times/Week 02-3 times/Month 13 Never 1 Monthly 0every other Month 2_2-3 times/Year 31 No Ans. Please describe `Other Tai Chi (2). oarties w/family or others (3). when family visits we use evervthino in the activity room 3. Check the statement that most accurately describes the frequency with which you use the Conference Room. J 2 Daily 0 2-3 times/Week 1 2-3 times/Month 2 Monthly 0 every other Month 2 2-3 times/Year 40 Never 3 NO ANSWER I_Other use the telephone please describe n Rate your response to the following statements by making ac an W in the box which best describes your opinion about g o the statement.$- o z 0 z The Activity Room has too many 'Activities' in the space. 8 12 12 9 3 7 it would be a good idea to move the Billiards Table out of the 4 6 4 11 17 9 Activity room and put it in the Conference Room space. It would be a good idea to move the large screen Television 0 7 3 12 18 11 and sofas out of the Activity Room and put them in the Conference Room space. It would be a good idea to get a new computer and put it in 7 10 10 6 8 10 the Library. It would be a good idea to get a new computer and leave it in 1 4 14 10 11 11 the Actiidty Room. It would be a good idea to get a new computer and put it in 3 8 10 7 13 10 the Conference Room space. It would be a good idea to move the exercise equipment out 2 5.6 10 16 12 of the Activity Room and put it. in the Conference Roam space. It would be best to leave everything in the Activity Room the 5 16 4 7 9 10 way it is. The chairs are uncomfortable and should be replaced. 5 11112 8 7 8 The tables are b-ard to move and should be replaced. 3 7 12 10 6 13 Round tables are needed for the Activity Room. 3 10 11 10 7 10 n 1 DATE: September 9, 2003 for Housing and Redevelopment Authority Meting of September 18, 2003 TO: Plymouth Housing and Redevelopment Authority FROM: JAna, Housing Manager, through Anne Hurl6urt, Executive Director SUBJECT: HRA 2003 Strategic Plan Mgress update as of August 2003 In February of 2003 the HRA Board of Commissioners adopted their 2003 Strategic Plan and set forth a timeline for implementing the goals in the Action Plan. Attached is an update and progress tracking timeline, which provides information on activities accomplished through August of 2003. Overall, the first eight months have been eery busy and staff feels that good progress has been made towards the 2003 Strategic Plan. While we have not completed a couple of the items we indicated would be done by this time, we are.confident that we will have all of the action items completed by the end of 2003. 1 recommend that the. Plymouth Housing and. Redevelopment Authority Board of Commissioners receive this report. ATTACHMENTS: 1. Strategic Plan update and progress tracking timeline. i I 2003 HRA Strategic Plan Progress Report Updated as ofAugust 3l, 2003 Affordable Housin FI!M I Mme Homebuvers 1A-Exlsft Ffl® program Assisted 12 fust time homebuyers Committed 5245,074 in CDBG, MHFA & Met Council finding IB-Rca•ise FI'BB goiddhm Updated Program Guidelines including loan amount, subordination policy & definitions iC4nerease available resources Reviewed %arious WWA products and programs Will seek to use MHFA CASA fust mortgage pogrom Preservation of Existine Housing Units 2A-E:istiag Rehab program Six. projects completed 13 projects underway 5342,895 dollars committed 2B -Revise Rehab guidelines Updated Progrnm Guidelines including loan amount, subordination policy & household asset limit 2C4naetase available resources Reviewed various MHFA products and programs Created partr ership with the Center for Energy & Environment to offer below market home improvement loans Rental Housine 3A-6loanetng programs Facilitated the refunding of. the PTSbondsi.xividing a.savinp of $676,000 Issued S9A million in bonds on behalf of Elim Care for a 84 -unit senior facility Assisted the City in Refunding two bond issues that will extend the affardability of 106 apartaoen1 units - 3C -Section 8 project -based vouchers Entered imo an agmenent for eight project -based vouchers for Stock Creek Village 311-Plynaoutb Towne Square Conducted an analysis of Plymouth Towne Square's mechanical A sauctural systems and interior soft goods Hired a highly skilled maintenance person Development of New Housine Units 4A-fdeMih available toots and funding sources Currently in process 49 -Mixed use projects Evaluated potential mixed-use develr'rment sites within the "City Center Continue to look for potential sites 4C -Regulatory policies Assembled team consisting of HRA. Planning & Engenecring stats Project is underway 4D -City controlled fees Stats has not yet reviewed this item. Redevelopment. A-Coilaborate with City Staffworlred with the City an the potential redevelopment of the Dana Spica property Economic Development Staff antic' ;ates undertaking these activities in the 4t° quarter of 2003 Human Services A & II -Evaluate current services and maintain the list Created a mauix of over 40 human and social servi. a agencies that will be updated ermually. i~ Plymouth Housing and Redevelopment Authority Action Plan — Timeline Adopted February 20. 2003 CATEGORY AC'[tON 1TEM TIIVDlYC DeaYlopttxntof New Housing Units - Investigate City Center potential ASAP Mixed Use First Time Homebuyer B. Revise <:T!!B guideline la' Q 2003 Preservation of Existing Housing Units B. Re ise rrkab guidditrGr las Q 2003 Fist Tinm Homebuyer C.. lrrcrease available resoatces 2°d Q 2003 Preservation of Existing Housing Units C. /ncrease available tesaat+ees 2'd Q 2003 Rental Housing C. Section 8 project based vouchers 2i0 Q 2003 Development of New Housing Units A. ldenttfy amiable tools tad Q 2003 Development of New Housing Units - Evaluate potential sites 2°d Q 2003 Mixed Use Development of New Housing Units D. Ctry caatrolled fees 2s° Q 2003 Human Services A. Evaluate caveat services 2°d Q 2003 Rental Housing -PTS Review overall facility 3'd Q 2003 Devrcioprrr":t of New Housing Uma - Develop proJect Plan PQ 2003 Mixed Use Economic Development C. Marin NRA programs to local 46 Q 2003 B. Maintain list of service proiders Ongoing businesses Development of New Housing Units C. Regulatorypolieies 1 ° Q 2004 First Time Houubuyer A. Existing program Ongoing Preservation of Existing Housing Units A. Existiggprograar Ongoing Rental Honing A. Ex%rtittg progroeu Ongoing Rental Housing B. Section 8 vouolter program Ongoing Rental Housing -PTS Maintain high level of operation Ongoing Redevelopnrent A. Collaborate with City Ongoing Redevelopment B. ldenti, jv potential areas Ongoing Redevelopment C. Coordinate with outer Ongoing departments Economic Development A. Collaborate with local businesses Ongoing Economic Development B. Coordinate with business Ik: i i~ OrgaR12at1anJ Ongoing Human Services B. Maintain list of service proiders Ongoing