HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 05-19-1992MINUTES
PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY
MAY 19, 1992
A meeting of the Plymouth Housing and Redevelopment Authority was called to
order by Chairman Crain in the City Center Council Chambers on May 19, 1992,
at 6:30 p.m.
PRESENT: Chairman Crain, Commissioners Edson, Ricker, and Milner
ABSENT: Commissioner Blott
STAFF PRESENT: Community Development Director Dillerud, Housing Specialist
Dale, and Senior Clerk/Typist Hutt
APPROVAL OF MINUTES:
MDTION by Commissioner Edson, seconded by Commissioner Ricker to approve the
April 16, 1992 minutes.
MOTION carried. 4 Ayes.
SECTION 8 PROGRAM - FINAL REPORT OF JUNE, 1992 MANAGEMENT FINDINGS
Director Dillerud stated that HUD has been very accommodating and he hopes we
never get that "deep" with Section 8 findings in the future.
Chairman Crain asked what the Commission and staff can do to prevent this from
happening in the future.
HUD representative Patti Hannay stated that HUD is pleased with the responses
and the timeliness of those responses from the City. Further, she was pleased
with the progress on file corrections and staff's attendance at HUD sponsored
workshops.
Chairman Crain questioned the finding regarding staffing patterns for 70% of a
position for 87 certificates.
Ms. Hannay stated that HUD recommends one full time position for every 50
certificates.
Chairman Crain observed that the statement in the Review letter regarding
staffing levels appears to conflict with the standard just stated of one WT.
time equivalent for each 50 certificates.
Chairman Crain asked how portability is affecting the work load.
Director Dillerud stated that by the end of June, 1992 the HRA will have
approximately 140 certificates that the HRA will be administering of which 53
will be a net increase due to portability.
Chairman Crain asked if the Section 8 client files were now correct.
Housing Specialist Dale stated that staff is keeping proper documentation in
the files.
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Chairman Crain asked if he and/or the Commissioners have the right to look at
Section 8 client files.
Director Dillerud stated they do have that right. Ms. Hannay confirmed that
the PIA Commissioners are considered employees and therefore can look at the
files.
Commissioner Ricker stated that maybe the City auditor should look at the
files more closely as they found no irregularities.
Commissioner Edson asked if the HRA uses the same auditor as the City.
Director Dillerud stated that they have until this year. The City auditor has
reviewed the Section 8 files each year, but did not discover most of the
deficiencies.
Ms. Hannay stated that she would be willing to come out periodically to look
at the client files on an informal basis.
HUD representative Kaye Pistilli stated that an independent auditor is not
familiar with HUD regulations regarding client files. She stated the next
formal management review will be June, 1993.
Chairman Crain stated he would appreciate Ms. Hannay coming out to
periodically check the client files and informing Commissioners of their
status.
Director Dillerud stated he would communicate with Ms. Hannay to set up a time
table for this informal review.
Chairman Crain asked why 12 copies of the Section 8 audit is necessary.
Ms. Pistilli stated that the number of copies sent to HUD was recently reduced
to 12 from 22. She will check into why 12 copies are needed.
Commissioner Ricker stated his concern that we have enough staff to maintain
the Section 8 program.
Director Dillerud stated that we have reached a point where additional help is
needed.
Ms. Hannay cautioned the Commission that Fair Market Rents were raised
substantially in October, 1991 and that only a minimal increase can be
expected for October, 1992. She stated the HRA may need to apply for
exception rents if the proposed increase is not adequate.
Director Dillerud stated that staff does a rent survey every six months, and
will determine if exception rents are needed.
Commissioner Edson suggested that Director Dillerud draft a memo to the City
Council updating them on the Section 8 Management Findings.
GRANTEE PERFORMANCE REPORT
Chairman Crain opened and closed the public hearing as there was no one
present to speak on the issue.
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Commissioner Edson stated that the dates should be changed before it goes to
the City Council and HUD.
MOTION by Chairman Crain, seconded by Commission Edson to recommend acceptance
of the Grantee Performance Report subject to editorial amendments regarding
dates.
Roll Call Vote. 4 Ayes. MOTION carried on a unanimous vote.
SECTION 8 PROGRAM - ANNUAL CONTRIBUTIONS CONTRACT (ACC)
Chairman Crain asked a questions regarding the Section 8 unit distribution in
the ACC.
Director Dillerud stated that Section 8 units are allocated at different times
and that this ACC related to the HRA's first allocation.
Commissioner Edson asked what the difference was between the terms "Budget
Authority" and "Contract Authority".
Director Dillerud stated that "Budget Authority" is funding for a 5 year
period and that "Contract Authority" is the amount for a one year period.
MOTION by Commissioner Edson, seconded by Chairman Crain to approve and
execute the Annual Contributions Contract.
Vote. 4 Ayes. MOTION carried on a unanimous vote.
CHAS CERTIFICATION - COMMUNITY INVOLVEMENT PROGRAM
Director Dillerud stated the City Council approved this item on May 18, 1992.
SENIOR HOUSING PROJECT
Director Dillerud stated that the City Council approved the resolution for
initiating a senior housing project, and now a Request for Proposal (RFP) to
secure a senior housing consultant can be published.
Chairman Crain stated that in the last paragraph of the RFP under "Purpose",
the second sentence should be deleted.
Commissioner Edson stated that the second paragraph under "Purpose" should
state "up to,, 100 units instead of "at least" In the third paragraph he
wanted added the statement, "delivery of related services to senior citizens"
after phrase "project operations management".
Chairman Crain asked if term "assistance in designing subsidy plan" belongs in
the RFP.
Commissioner Ricker stated that would be more of a financial responsibility;
not part of this RFP.
Director Dillerud stated that the HRA should rely on their financial advisor.
Commissioner Edson requested that it be stated in the RFP.
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Commissioner Edson stated that under qualifications they should describe
MIN "other services".
Director Dillerud stated that after "scope", he would add "services provided".
Commissioner Edson asked if only the top three finalists would be required to
submit a financial pro -forma.
Director Dillerud stated yes. He emphasized that the Krr wiii oe auver—cu
widely.
Commissioner Ricker asked Director Dillerud if he had a process in mind to
narrow down the proposals, as he would like to not have to review all
proposals.
Director Dillerud stated it could be a matrix of priorities established by the
Commission. Staff would then review all proposals and recommend a select
number to the Commission.
Chairman Crain concurred that they should be narrowed down by staff before
coming to the Commissioners.
Chairman Crain stated he would like to see some type of fee proposal in the
RFP.
Commissioner Edson asked how the consultant would bill the City for this work,
i.e. hourly or a percentage of the project :.:st.
Ms. Reisner from Stuart Corporation replied that most aeveiopers use a.
percentage of the total project cost.
Commissioner Edson stated he would like a company that is experienced with
managing senior services.
Chairman Crain stated another step under required services should involve
solicitation of senior involvement.
Commissioner Milner stated that seniors should be involved in this project.
Commissioner Edson stated that small focus groups would probably work the
best.
Commissioner Ricker concurred that a focus group would be a better approach
than a committee. He did do not want to build up false expectations.
Commissioner Edson stated that the deadline of June 12, 1992 for the RFP does
not give sufficient time for potential applicants.
Director Dillerud stated he will change the deadline to June 26, 1992 and will
send an RFP to companies that have shown an interest in the project
previously.
C086 PR0GRAM - DEFINITION OF SUBSTANTIAL CHANGE
Chairmv! Crain stated that the $25,000 is too high an amount to allow to
staff's discretion in making a program change.
MOTION by Chairman Crain, seconded by Commissioner Edson to recommend approval
of the resolution recommending tc City Council a definition of "substantial
change" for program transters of no more than $5,000 for staff to make a
change and transfers of no more than $25,000 for the HRA Commission to make a
program change.
Vote. 4 Ayes. NOTION carried on a unanimous vote.
SCATTERED SITE HOMEOWNERSHIP PROGRAM - PROGRESS REPORT
Housing Specialist Dale indicated that a representative of FBS Mortgage
company stated that it would be more beneficial to the applicants if the
Housing Authority would "buy down" the interest rate versus a higher grant.
Commissioner Edson wanted clarification on that approach.
Housing Specialist Dale stated he would look into it further.
Director Dillerud told Commissioners stated -there may be a way to combine
funds with the HOME program. He may have a recommendation for the Commission
in June.
OTHER BUSINESS
Director Dilleruo stated we are currently administering 127 Section 8 units
and with portability it will continue to rise. He would like the authority to
transfer $12,900 from the reserve account to temporary salaries in the HRA
fund budget. This had been anticipated in preparation of both 1991 and 1992
budgets.
Commissioner Ricker stated he would like to see a proposal of how much money
is needed, how long, and for what.
Commissioner Edson agreed more help is needed, but would also like to see a
written proposal from staff.
MOTION by Commissioner Ricker, seconded by Commissioner Edson to recommend
transfer of $5,000 from the reserve account to the temporary salaries account.
Commissioner Ricker stated that the amount could change if Director Dillerud
came up with a specific proposal.
Vote. 4 Ayes. MOTION carried on a unanimous vote.
Meeting Adjourned at p.m.