Loading...
HomeMy WebLinkAboutHousing & Redevelopment Authority Packet 01-11-1982 Specialdid o AGENDA PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY Special Meeting January 11, 1982 7:00 P.M. I. Roll Call II. Minutes of December 21, 1981 Meeting III. Pretermination Hearing Guidelines 1V. Pretermination Hearing for Jane Fair V. Pretermination Hearing for Susan Putnam VI. Pretermination Hearing for Kathy Dormanen VII. Pretermination Hearing for Denise Martin VIII. Update on Site Acquisition for Elderly Housing XI. Other X. Adjournment r Page -'184 MINUTES OF REGULAR MEETING OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF PLYMOUTH, MINNESOTA December 21, 1981 A regular meeting of the Housing and Redevelopment Authority of Plymouth, Minnesota was held on the 21st day of December, 1981 at 6:30 p.m. at the City Council Chambers in the City of Plymouth, Minnesota. The following members of the Authority were present: Chairman Hillstrom, Commissioners Hoyt, Erickson and Bakke. Commissioner Neils was absent. There were also Vresent the following members of the City staff: Planning Director Tremere, Associate Planner Dale, Executive Director Willis and City Clerk Houk. It was moved by Commissioner Erickson, seconded by Commissioner Hoyt, to approve the minutes of the September 8 special meeting as submitted. Motion carried, four ayes. AUDIT REPORT Executive Director Willis explained the audit of the Section 8 Existing Housing Assistance Payments Program which was conducted by HUD's Inspector General of Audit from the Chicago Regional Office. He responded to the audit findings with a letter to the HUD Area Office on December 4 listing the actions the City has taken as a result, but has not heard back from HUD. He asked that the HRA formally accept the audit report and acknowledge that the staff has responded to it. Motion was made by Commissioner Hoyt, seconded by Commissioner Erickson, to accept the audit eport and acknowledge that City staff has responded to its recommendations. U.7'. on carried, four ayes. UTILITY ALLOWANCE SCHEDULE FOR SECTION 8 Executive Director Willis recommended that the HRA adopt the Metro HRA Utility Allowance Schedule for the Section 8 Rent Assistance Program and that hereafter the HRA follow the Metropolitan Council HRA's Utility Allowance Schedule. Each time the Metropolitan Council HRA makes a change in the schedule, it will be brought to the Plymouth HRA for discussion and acceptance. Motion was made by Commissioner Hoyt, seconded by Commissioner Erickson, to adopt Resolution No. 81-06, Adopting a New Utility Allowance Schedule for the Section 8 Program. Motion was made by Commissioner Hoyt, seconded by Commissioner Erickson, to amend the resolution to add: "The adopted Metropolitan Council Utilitly Allowance Schedule shall be rev -awed by the Plymouth HRA prior to implementation." Motion to amend carried, four ayes. Motion on resolution as amended carried, four ayes. 84- Regular, LIRA Meeting December 21, 1.981 Page 85. HRA RESOLUTION NO. 81-06 ADOPTING ANEW UTILITY ALLOWANCE SCHEDULE FOR SECTION .R PROGRAM WHEREAS, the Section 8 Existing Rent Assistance Program rewquires that the utility allowance for Section8 renters be updated annually; and WHEREAS,.the,present utility allowance used by the Plymouth HRA is two years old; and WHEREAS, the Metro HRA has recently received approval from the HUD Area Office for its utility schedule; and WHEREAS, utility rates in Plymouth would be similar to other Metro area communities; NOW, THEREFORE, BE IT RESOLVED the Plymouth HRA adopts the Metro HRA's June 1981 Utility Allowance Schedule to start with all program participants as of January 1, 1982 and continuing thereafter until the Metro Council HRA changes its Utility Allowance Schedule. The adopted Metro Council Utility Allowance Schedule shall be reviewed by the Plymouth HRA prior to implementation. INCREASE IN FAIR MARKET RENTS FOR SECTION 8 Executive Director Willis stated that this recommending the Plymouth HRA to request an Section 8 program in Plymouth to enable the status. No action was required. PROPOSED PRE -TERMINATION HEARINGS is another item from the audit report increase in fair market rents for the program to operate at its full 72 certificate Director Willis explained that there may be cause to terminate four certificate holders from the Section 8 Rent Assistance Program. Pre -termination hearings are required to determine whether or not these individuals will remain eligible for the program. Certain steps must be followed before the HRA can rescind their Section 8 certificates. Motion was made by Commissioner Hoyt, seconded by Commissioner Erickson, to set a hearing for January 11, 1982 at 7:00 p.m. on the termination of certificate 037F2 for the reasons outlined in paragraph 30 under section XIV of the Regulations Establishing Admission and Occupancy Policies for the Plymouth Section 8 Program. Motion carried, four ayes. Motion was made by Commissioner Hoyt, seconded by Commissioner Erickson, to set a hearing for January 11, 1982 at 7:00 p.m. on the termination of certificate 07F2 for the reasons outlined in paragraph 4.B of section XIV of the Regulations Establishing Admission and Occupancy Policies for the Plymouth Section 8 Program. Motion carried, four ayes. Motion was made by Commissioner Hoyt, seconded by Commissioner Bakke, to set a hearing for January 11, 1982 at 7:00 p.m. on the termination of certificate 047F2 for the following reasons: Failure to provide such family income information and records as may be required in the administration of the program and failure of the family to remain within the family income and composition criteria for the HAP program upon re-examination in accordance with these policies and 24 CFR Part 882 from section XIV of the Regulations Establishing Admission and Occupancy Policies for the Plymouth Section 8 Program Notion carried, four ayes. 85 - Regular NRA Meeting becember 21. 1981 Page 86 Xc"s Motion was made by Commissioner Hoyt, seconded by Commissioner Erickson, to set a hearing for January 11, 1982 at 7:00 p.m, on the termination of certificate p47F2 for the following reasons: Failure to provide such family information and records as may be required in the administration of the program from section X1v of Regulations Establishing Admission and Occupancy Policies for the Plymouth Section 8 Program, Motion -carried, four ayes. Motion was made by Commissioner Erickson, seconded by Commissioner Bakke, to adjourn at 7:20 p.m. Motion carried, four ayes. Gerald s, Secretary 86- CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55441 TELEPHONE (612) 559-2800 DATE: January 1, 1982 MEMO TO: HRA Commissioners FROM: Milt Dale SUBJECT: pretermination Hearing on January 11, 1982 This memo is a brief update on what has taken place since the Commissioners met on December 21, 1981. On December 22, 1981 certified letters were sent out to all four of the Section 8 certificate holders stating the reason why their Section 8 certificates were considered for termination. The date of the pretermina- tion hearing was indicated in the letter. A copy of this letter is enclosed. A signed card supplied by the post office for certified letters was received In our office from three of the four respondents. At this date it is my understanding that at least two of the certificate holders will attend the hearing; they are Jane Fair and Susan Putnam. It is further my under- standing that Jane Fair will be represented by an attorney. In this regard I am recommending that her pretermination hearing be held first. Herb Lefler, I1I, also known as Skip Lefler, will be representing the Plymouth HRA's legal interest at the hearing. The hearing officer will be James Willis, the HRA's Executive Director. Earlier this week I called Sharon Wheeler, Village Square Apartment Manager, and she indicated that Denise Martin had moved out December 31, 1981 and paid no rent (her share was $88) for that month. The Plymouth HRA did pay 292 for the month of December for their share. As well. she indicated that Jane Fair had paid all of the December's rent on Deceziber 31, 1981 plus the late charges. Today I called Jane Fair's employer to find out if I could talk to Jane Fair in regards to the order of the pretermination hearing. I was told by her employer, Mr. Perlman, that Jane Fair was no longer working with his firm. Her job had been terminated as of yesterday by mutual agreement. He stated that Ms. Fair just had not been satisfactory at sales presentations and so he had attempted to use her in the office as an office girl. However, with the economy as it was, he could not retain her as an employee, He had in- dicated he had given her an American Express card and had let her use his car while she was i,n his employ. Mr, Perlman stated he -had taken full re- sponsibility for the situation and wished that he could keep her as he saw her as a very nice person. He merely had wanted to help her out and give her a break. Later, in talking to Ms. Fair on the phone at her home, she stated that she felt she had been made an example of and had not been treated fairly. She claims she has been very honest and should not be subjected to the type of treatment she has received. She indicated she will have people at the Memo to HRA Commissioners January 7, 1982 Page 2 hearing vouching -for her honesty and she will prove herself in the right. She also indicated she may further press charges against the City for unfairly charging her. When I asked her about the use of her employer's car, she said she had only used it last night as her boyfriend's car was in use by him. The pretermination hearing itself, will be a .private hearing to protect the confidentiality of the discussion and the individuals involved. To comply -with the HRA by-laws in regards to holding a special meeting, the press was notified that a meeting would be held. However, I have also told the press that most of the -meeting will be of a private nature as the termination procedures under the Section 8 Program in Plymouth re- quires a private hearing unless the family requests otherwise and the hearing officer agrees to a public hearing. Attachments: 1. Letter to Jane Fair, 12-22-81 2. Letter to Susan Putnam, 12-22-81 3. Letter to Kathy Du-rmanen, 12-22-81 4. Letter to Denise Martin, 12-22-81 S. Letter from Sbaron Wheeler, 1-5-82 December 22, 1981 Jane E. Fair 3301 No. Co. Rd. 18 Apt. 340 Plymouth, MN 55441 Dear Jane: r r1 r r r I r fli- Lo s Wo s ViCZe I3:1b3. idll3Itl Ntlnlla! > iS91AVIS 1SN0 W Q , H DA 131SYN160d 11nSM09 P ; 4.,cil jdF •WEE ajod gd This letter is to inform you that there appears to be just cause to consider the termination of your Section 8 certificate and .your participation in the Section 8 Program within the City of Plymouth. The apparent grounds for con- sidering termination are as follows: Failure to provide reliable income verification, accurate family composition information and accurate medical insurance verification to the Plymouth HRA staff at the time of recertification as per your application signed by you on November 11, 1981. As a Section 8 certificate holder you are entitled to the followi:ig: I. A hearing before the commissioners of the Housing and Redevelopment Authority. A written request for a hearing must be submitted to the HRA within 10 days of receipt of this notice, and no later than 13 days after the date of the notice. Failure to request a hearing may result in termination upon the date of hearing noted below. Request for hearing should be directed to Mr. Milt Dale, Plymouth HRA, 3400 Plymouth Blvd., Plymouth, MN 55447. 2. A private conference with a HRA staff person, if requested when a hear- ing is requested. The purpose of this conference shall be to discuss the proposed termination and to informally foster a settlement of the matter without a hearing. A hearing will be held by the HRA if there is no conference requested or if the family does not accept the conclusions of the conference. The HRA has scheduled a pre -termination hearing to held on January 11, 1982 at 7:00 P.M. , The hearing will be held in the Plymouth City Center,, 3400 Plymouth Blvd. , Plymouth, MN. 3400 PLYMOUTH BOULEVARD. PLYMOUTH, MINNESOTA 55447. TELEPHONE 1612) 559.2800 The Plymouth Housing and Redevelopment Authority (HRA) is comprised of five commissioners appointed by the Plymouth City Council. They will meet as a pretermination hearing board to review your case. You may present evidence and witnesses to fully explain your side of the issues. Your formal termination from the Section 8 Rent Assistance program in Plymouth would not take effect until ordered by the HRA after consideration and deter- mination of whether there is just cause to terminate your certificate. Enclosed is a copy of the Termination Procedures adopted by the Plymouth HRA. Sincerely, Milt Dale Plymouth HRA ENC MD/19 j SENDER. yWf a d,, ss2 nmod 3. RETURN TO Uwe e^ t. The follovdn9 service is requested (cheer+ one) __... a p Show to vrttdn and date delivered...... , ... . O ShOw to vthom. date. and address of delivery ... a p gESTRICTEDDELIVERYshowtowhomanddatedoiaered........... --a p RESTRICTED DELIVERY i m ShOw to whom. date. and FOR FEES) s— I (CONSULT pWMA5TE Z 2. ARTICLE ADORES EDT m Jane Fair 9 #340 2 3301 No. Co. Rd 18 3. Rv CLE DESCRIPTION' REGISTERED NO. CERTIFIED NC. tt 3l'.;ED . IG m a/ Vtr , A 9 plrrari obtain slp laof addressee or p th rtidetenbed above. I have received the Authorized aVent IGAST a L It m I p 4 - iDELIVERY it f 1RESS(Caewete tee ! t n 5. ADD only n reoua UNABLE To DELriIER BECAUSE: CTIA S CPO t9t1--Y'9935 Y Y YY 1 Y V V 1 k ri• W o W N11bW iif: £6 F. .6. cc da O I 0 December 22, 1981 '.g $ I t; gatgat I' C !< solAl3s_1e133b Ne9l.;o a 1 S"IANIS laou4oZM2".o° 1311 1011 11131ssN1lsod 11n$NO3 1 0 k Ms. Susan Putnam 9610 -37th Place North Apt. 207 Plymouth, MN 55441 Dear Susan: This letter is to inform you that there appears to be just cause to consider the termination of your Section 8 certificate and your participation in the Section 8 Program within the City of Plymouth. The apparent grounds for con- sider;ng termination are as follows: Failure to notify the apartment management or the Plymouth HRA that you would be having guests live with you during the months of September and October 1981. As a Section 8 certificate holder you are entitled to the following: 1. A hearing before the commissioners of the Housing and Redevelopment Authority. A written request for a hearing must be submitted to the HRA within 10 days of receipt of this notice, and no later than 13 days after the date of the notice. Failure to request a hearing may result in termination upon the date of hearing noted below. Request for hearing should be directed to Mr. Mitt Dale, Plymouth HRA, 3400 Plymouth Blvd., Plymouth, MN 55447. 2, A private conference with a HRA .staff person, if requested when a hear- ing is requested. The purpose of this conference shall be to discuss the proposed termination and to informally foster a settlement of the matter without a hearing. A hearing will be held by the HRA if there is no conference requested or if the family does not accept the conclusions of the conference. The HRA has scheduled a pre -termination hearing to held on January 11, 1982 at 7:00 P.M.. The hearing will be held in the Plymouth City Center, 3400 Plymouth -Blvd,.,, Plymouth MN. 3400 PLYMOUTH BOULEVARD. PLYMOUTH, MINNESOTA 55447, TELEPHONE (612) 559-2800 The Plymouth Housing and Redevelopment Authority (NRA) is comprised of five commissioners appointed by the Plymouth City Council. They will meet as a pretermination hearing board to review your case. You may present evidence and witnesses to fully explain your side of the issues. Your formal termination from the Section 8 Rent Assistance Program in Plymouth would not take effect until ordered by the HRA after consideration and deter- mination of whether there is just cause to terminate your certificate. Enclosed is a copy of the Termination Procedures adopted by the Plymouth HRA. Sincerely, Milt Dale Plymouth HRA ENC MD/ 1 g SENDER Compete items 1 2. and 3 Add your address in the ' RETURN' TO- sosbd' on: reverse 1. The following service is requestod (check one). fi O Show to whom and date delivered .......... =c O Show to witorrt, date, and address of delivery...c O RESTRICTED DELIVERY Show to whom and date delivered .......... _a O RESTRICTED DELIVERY m Show to whom, date. and address of delivery. C ( CONSULT POSTMASTER FOR FEES) Z 2. ARTICLE ADDRESSED TO: m 14s. Susan Putnam #207 m 9610-37th Place North elmouth- 'IN55441M3. ARTICLE DESCRIPTION: rn REGISTERED N0. CERTIFIED N0. INSURED NO M (Always obtain signature of addressee or agent) X I have received the article described above. Z SIGNATURE O Addressee C Authorized agent c M a Q DATE OF LIVERY aS , c1 S. E ftoerprere on of rtq reds fJ C, 0i CC% :ol M 6. UNABLE TO DELIVER BECAUSE: -2, y S CPO 191770.•2e9595 I a. December 22, 1981 Kathy Dormanen c/o Roger Newman 14521 -13th Ave. No. Plymouth, MN 55441 Dear Kathy: J Sr W_ e ` cc Q # g r a S fass \ co ISO < 5por. ' erg 'ses'a E IN W9 E31AN391413338 Ntlnlitl \ EE31AtlEE 1VNOI140 Q I0; I! )a t . $331 80! 831SWIN1SOd 11nsN07 : idy u:Jod SJ This letter is to inform you that there appears to be Just cause to consider the termination of your Section 8 certificate and your participation in the Section 8 Program within the City of Plymouth. The apparent grounds for con- sidering termination are as follows: Failure to provide the necessary income verification materials as requested in my letter of October 27, 1981. As a Section 8 certificate holder you are entitled to the following: 1. A hearing before the commissioners of the Housing and Redevelopment Authority. A written request for a hearing must be submitted to the HRA within 10 days of receipt of this notice, and no later than 13 days after the date of the notice. Failure to request a hearing may result in termination upon the date of hearing noted below. Request for hearing should be directed to Mr. Milt Dale, Plymouth HRA, 3400 Plymouth Blvd., Plymouth, MN 55447. 2. A private conference with a HRA staff person, if requested when a hear- ing is requested. The purpose of this conference shall be to discuss the proposed termination and to informally foster a settlement of the matter without a hearing. A hearing will be held by the HRA if there is no conference requested or if the family does not accept the conclusions of the conference. The HRA has scheduled a pre -termination hearing to held on jangary 11. 1982 at 710Q P.M . The hearing will be held in the Plymouth City Center, 3400 PI- ut— Blvd.,, Plymouth, MN. 3400 PLYMOUTH BOULEVARD. PLYMOUTH, MINNESOTA 55447. TELEPHONE (612) 559.2800 The Plymouth Housing and Redevelopment Authority (HRA) is comprised of five commissioners appointed by the Plymouth City Council. They will meet as a pretermination hearing board to review your case. You may present evidence and witnesses to fully explain your side of the issues. Your formal termination from the Section 8 Rent Assistance Program in Plymouth would not take effect until ordered by the HRA after consideration and deter- mination of whether there is just cause to terminate your certificate. Enclosed is a copy of the Termination Procedures adopted by the Plymouth HRA. Sincerely, Milt Uale Plymouth HRA ENC MD/Ig SENDER. GOI We'e items t. 2. and3AddYourWdreninthe 'RETURN TO" SONS On 6 revarse 1. The follow in0 service is requested (Check one). O Show to whom and date delivered ........... -- a m Shaw to whom. date. and address of delivery • _5 RESTRICTED DELIVERY Show to whom and date delivered ......... -- C O RESTRICTEDDELIVERYShowtowhom. date. and address of delivery m C CONSULT POSTMASTER FOR FEES) Z 2. ARTI ISSED TO; ADQ pErmanen m T 1 c//o RogerUilewman 14521 -13th Ave. No. P1ynouth, lil m 3. ARTICLE DESCRIPTION' 3 447 REGISTERED NO. CERTIFIED NO INSURED NO Always obtain signature of addreaaae or agent) rnp 1 have received the article dWribed above. SIGNATURE O Addressee C Authorized agent Z O DATE OF DELIVERY ' POSTMARK r I Y 904 0 n 5. ADDRESS(Condere dnrr It noires" ` c Me. e. UNABLE TO DELIVER BECAUSE: NIT ALS . 0 Y I Y r IL cc Qr . December 22, 1981 g g Q , : p 33IAd3$ 103338 1111I138 1 ZW ? SOWS 1VM011410na. 2 1331 IDA 131ST M110d 11nIN03 Denise Martin sg, ',av'WeL W.oa sd Apt. 152 3301 No. Co. Rd. 18 Plymouth, MN 55441 Dear Denise: This letter is to inform you that there appears to be just cause to consider the termination of your Section 8 certificate and your participation in the Section 8 Program within the City of Plymouth. The apparent grounds for con- sidering termination are as follows: If Failure to make rent payments on time for the months of October, November and December 1981. As a Section 8 certificate holder you are entitled to the following: 1. A hearing before the commissioners of the Housing and Redevelopment Authority. A written request for a hearing must be submitted to the HRA within 10 days of receipt of this notice, and no later than 13 days after the date of the notice. Failure to request a hearing may result in termination upon the date of hearing noted below. Request for hearing should be directed to Mr. Milt Dale, Plymouth HRA, 3400 Plymouth Blvd., Plymouth, MN 55447. 2. A private conference with a HRA staff person, if requested when a hear- ing is requested. The purpose of this conference shall be to discuss the proposed termination and to informally foster a settlement of the matter without a hearing. A hearing will be held by the HRA if there is no conference requested or if the family does not accept the conclusions of the conference. The NRA has scheduled a pre -termination hearing to held on jangary 11- 1,902 at 7:00 P.M.. The hearing will be held in the Plymouth City Center@ Plymouth Blvd., Plymouth, MN. 3400 PLYMOUTH BOULEVARD, PLYMOUTH. MINNESOTA 55447, TELEPHONE (612) 559-2800 0$ . The Plymouth Housing and Redevelopment Authority (HRA) is comprised of five commissioners appointed by the Plymouth City Council. They will meet as a pretermination.hearing board to review your case. You may present evidence and witnesses to fully explain your side of the issues. Your formal termination from the Section 8 Rent Assistance Program in Plymouth would not take effect until ordered by the NRA after consideration and deter- mination of whether there is just cause to terminate your certificate. Enclosed is a copy of the Termination Procedures adopted by the Plymouth HRA. Sincerely, X/J,- .6 Mi 1t Dale Plymouth HRA ENC MD/19 s vu villa -at Quart 1 33010F. M-18 iftntopoli6.1%..55441 January 5, 19x2' Dear Milt Dade, 7IM-C'. 612j $464949 Jane Fair paid her rent on the 31 of December 1981. She paid Ali of December's rent and the late charges. She has not paid January's rent. Denise Martin left Village Square on the 31st owing rent for the month of December. She did not pay any of her rent agreement. Sincerely, Sharon Wheeler DATE: TO: FROM: SUBJECT CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 65441 TELEPHONETELEPHONE (612) 559-2800 January 89 1982 MEMO HRA Commissioners Milt Dale Update on Site Acquisition for Elderly Housing In an attempt to keep the Commissioners periodically informed as to the status of the purchase of a site in Downtown Plymouth for Elderly Housina, I have included two items for your perusal. The Assisted Housing Site Acquisition Chart, submitted earlier to the Com- missioners, shov% the date each item has been completed. Steps 9, 10 and 11 are left to be done while step 13 is in process. Steps 14 through 22 have as yet not been started. The City Council Information Memo relates more infcrmation relative to the size of the site and the matter of appraisals. A copy of the Engineer's Drawing is also enclosed. Attachments: 1. Assisted Housing Site Acquisition Chart 2. ;ity Council Informational Memo with attachments ASSIM-1 HOUSING SITE ACQUISITION CHART, County/HUD Re4ulrme, t Step No. Item P -y Completed On N 1. Determine and confirm acquisition steps required 10/19/81 by county and federal government. Send copy of step chart to each. N 2. Hire, architect to prepare conceptual sketches of 10/16/81 site providing alternatives for configuration/ size. Y 3. Designate key city contact person for acquisition 10/19/81 project and communicate to county/federal govern- ment. N 4. Present conceptual alternatives for City Council/ l/Z 51,1 Plymouth Housing Redevelopment Authority Consider- ation and direction. Y 5. Request preparation of 'legal description of site 12-4.01 and title search for outlot. Y 6. Prepare site acquisition fact sheet. 17-Al/161 Y 7. Name two certified appraising firms and order e appraisal of site. iZ JI Y S. Prepare and send preliminary acquisition notice fiJ/$, to owner by certified mail with required -pamphlets . Y 9. Receive owner's certificate of receipt of prelim- inary acquisition notice and pamphlets. N 10. Meet preliminarily with owner ,and secure permission for soil borings. Y 11. Appraisers submit invitation to owner to accompany on site inspection with receipt of invitation documented. Y 12. Appraisers submit completed appraisals to City Assessor for completion of summary report for sub- mission to Plymouth HRA and City Council. Y 13. Execute disposition agreement :with County. Y 14. City Council and Plymouth HRA adopt a resolution establishing just compensat .,in and authorizing offers to acquire parcel ba'ed upon appraisals and summary report. (First acquisition submission to county including documents from Steps 61, 8. 9, 11 and 12.) outrement. Step No. Item Completed On Y 15. Receive completed title opinion. V 16. Praparatien of submittal of summary statement of the base for just compensation to owner. N 17. Discuss tertz of sale with owner. (Second acquisition submission to county only, if price in excess of previously established Just compensation.) N 18. Once agreement reached, owner to initiate platting of parcel. City Attorney prepares offer of sale/purchase agreement. Y 19. Offer of sale/purchase agreement executed. Third acquisition submission to county including 019.) Y 20. City Attorney prepares settlement statement. Y 21. Closing of purchase and receipt of deed. Fourth acquisition submission to County including # 20 and 21.) Y 22. Complete warrant Mequest farms. aroje ... disbursement sheel-s and staff V • logs for reimbursement of purchase costs -;- ,' staff time expenses associated with atquisit 11 F 01 CITY OF ftymc . CITY COUNCIL INFORMATIONAL 14ENORANDL14 December 31, 1951 UPCOMING MEETINGS AND EVENTS........ 1. Monda . Jan uaryr 4 __ The 'City Council will meet at 7:30 D.m. irsregularly scheduled meeting of the new year. The first order of business will be to have the Oath of Office administered to Payer Davenport and Councilmembers Hoys and Moen. 2. 'Monday, Januar 11 -- Mayor Davenport has called for a press conerence at 0 a.m. in the City Council Conference room at -which time the results of the recently completed survey will be discussed. Dr. Bill Morris will be present to make the report. 3. January Calendar __ Attached for your information is the calendar i rThemonth' o7 January. FOR YOUR INFORMATION...... 1. Senior Site Ac luui ssition Status -- In accordance with City Council amusingandRedeve off Authority direction provided on Novec,:!ar 23, we hive proceeded in the acquisition process using the as:umptions of a building between six to nine stories, a one - unit -to -one -stall parking ratio, and 150 tot11 units. In accordance with Louncil directi:;i, we have selected parcel for appraisal which we believe is as large as the City could reasonably afford given cur-ent site acquisition funding. The parcel is approximately six acres and shown on the attached engineer's drawing. Having coWloted c'he task of identifying the parcel for purchase, we have forwarded the "preliminary acquisition notice" to the current property owners. A request for title search has also been made. Two appraisal firms - Janski & Associa;:es acid -Nagenhals Inc.. - have been hired to conduct appraisals on the prop- ty. We expect to receive complexed appraisal reports the first w.:_;. in January. Following receipt of these reports, the City Assessor will conduct a review appraisal in accordance with HIED guidelines. At this point, we must submit ?Als-,ocuiaentation of acquisition 3400 PLYMOUTH SGIALEVARD, PLYMOUTH, ffi1N.NES.OTA 55447, TR91-PHONE (612) 55AL2800 CITY COUNCIL December 31, Page Two INFOIWATIONAL MEMORANDUM 1981. activities to Hennepin County. Following County approval of the materials, and based upon appraisal data, a report will be pre- pared for consideration by the Housing and Redevelopment Authority and City Council In late January which will establish just compen- sation for the parcel. Just compensation is the price which the City would pay and recEfve full reimbursement for from HUD. The City may pay in excess of just compensation, but will not be reimbursed by HUD for such expenditures. The Council and HRA will adopt a resolution establishing just compensation which is then used as a basis for entering into negotiations with the current property owners for purchase of the property. 2. Correspondence a. Attached is a copy my letter to individual members of the School Board of District 284 with respect to city inspections.. b. Letter to Gene Holderness President of Plymouth Development Council, informing the Development Council of revised fees tc he effective January 1, 1982. c. Li:--.- from Loren Schiebe of the Northwest Metropolitan Chamber ;of Commerce advising us of the position taken by the Chamber with respect to the Aglite volunteered hazardous waste site. The Chamber has endorsed the City Council's statement. 3. District 281 High School Clusing -- Attached are highlights of e December 15 SchoolNa—r& —meeting at which time more discussion took .place with respect to a high school closing. 4. Planning Commission Minutes -- Planning Commission Minutes for 6ecem er T3 are a "facFied-For your information. a,...,.. tJ L.J :w%.— Qmes G. Willis Cty Manager JOY : jm R 120 WS NAI - o J / / M AVIC. Y. ; a z a 1. ASA Ss r-zn_Q,i CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55441 TELEPHONE (612) 559-2800 DATE: December 15, 1981 MEMO TO: HRA Commissioners FROM: Milt Dale SUBJECT: Scheduling of Pre -termination Hearing for the Following Section 8 Certificate Holders: Denise Martin, Susan Putnam, Jane Fair and Kathleen Dormanen During the last month and a half significant information has been provided by apartment managers and has been uncovered by staff to suggest that the four above section 8 certificate holders presently residing in Plymouth are in violation of section 8 requirements to a degree that the termination of their certificates is recommended. Each of the four persons involved have been made aware of the seriousness of their various violations and/or in- completeness of the verification materials requested through communications over the phone and by mail. A brief review of each situation is presented below for your perusal. More information will be made available to the commissioners at the December 21st meeting as requested. DENISE MARTIN (Certificate #37F2) This certificate holder came on t e Section 8 Program as of August 1, 1981. She had been a resident of a battered women's shelter. She is 22 years old and the mother of a young boy, 5 months old. She :.is been a resident of the Village Square Apartments and on November 11, a letter was sent by the manager of the Village Square Apartments, Sharon Wheeler, which indicated that eviction pro- ceedings were starting against Denise Martin for non-payment of rent for the month of November. According to the manager, this was the second time Denise Martin was late in the payment of her rent. On November 24, I received a notice from Sharon Wheeler, stating that Denise Martin had agreed to vacate the apart- ment on December 31, 1981. On November 16, I presented Denise Martin with a letter allowing her to respond to the proposed eviction in writing or to request an informal Plymouth HRA staff hearing to reveal any objections. She has made no effort to so respond. In early December I called Fran Williams who acted in the capacity as Denise Martins' Advocate to bring her on the Section 8 Program in Plymouth. I asked Fran if she was aware of the eviction notice that Denise Martin had received and her non-payment of rent. Fran indicated she had not but she would be getting in touch with Denise Martin in regards to this matter. As of this date I have not heard from Fran Williams or Denise Martin. Staff recommends that the termination of the section 8 certificate to Denise Martin be made as per paragraph 3D under section XIV of the Regulation:; Establishing Admission and, Occupancy Policies for the Plymouth Section 8 Program. Menet to HRA Commissioners Page 2 This paragraph reads as .follows: Failure of the family to reimburse the HRA to satisfy the liability for payment to an owner pursuant to 24CFR paragraph 882.112. This includes the failure of the family to perform any agreement made with the HRA for extended payment amounts owed pursuant to part I, D. 1 and 2." This portion reads as follows: "an applicant may be ineligible for participation in the City of Plymouth's HRA section 8 existing housing program if, under a previous Plymouth HRA Assistance payment contract and lease: 1. The applicant was evicted for non-payment of his/her share of the rent and Plymouth HRA approved the eviction. SUSAN PUTNAM (Certificate VF2) Susan Putnam isesident at Plymouth Terrace Apartments. She has been on the Section 8 Program in Plymouth since October 1, 1979. Since June 1980 there have been 3 complaints by the owner regarding this tenant. The first complaint in June 1980 involved loud parties, noise and yelling which resulted in complaints from other apartment residents. On June 10, 1980 staff sent her a letter in warning of the situation. in August, 1981 the owner wrote another complaint about Ms. Putnam and her child. These complaints involved the use of profanity, playing her stereo loud, and her child (who is 2 years old) running around nude and relieving herself on the balcony. Ms. Putnam provided a response to this complaint in writing.Jn November 17, 1981 the owner alleged that Ms. Putnam had 3 other people living in her apartment in violation of her lease. This also is in violation of the Section 8 regulations. On November 19, 1981 a letter was written to Mis. Putnam by staff giving her 10 Mays to respond in writing or in person why she should not be required to come before a pre- termination hearino_ to determine whether her certificate in Plymouth should be terminated. I was informed by the City Hall receptionist oa Uecember 4, 1981 that Ms. Putnam had been in to see me while I was in a staff meeting. On December 7 I called Ms. Putnam and she told me she had gotten my letter and she would be writing me a letter explaining her side of the story. However, on December 7 she stopped in at 3:00 P.M. to discuss the matter with me in person rather than to write the letter that she had indicated she would be writing. Sue stated that while she had people living with her they had only stayed for a couple of weeks in one case and for four weeks another time. The first woman that lived with her, was Donna who lived with her from the middle of September through the middle of Octcber. Sue indicated that this woman had no children and that she was rarely around. The second girlfriend that stayed with her from mid-October to the end of October was separated and had two children. In both cases Sue had not asked the management for permission to have guests as she did not figure that either quest had not stayed that long. Sue said she was merely trying to help her friends out and she felt that the apartment manager only wanted Sue "kicked out". Sue claimed that the apartment manager had said that someone had been living with her for five months which according to Sue was not true. Staff recommends the termination of Sue Putnam's certificate inasmuch as she violated paragraph 4.8. of section XI.V of the Regulations Establishing Admission and Occupancy Policies for the Plymouth HRA's Section 8 Program. This paragraph states as follows: Failure of the family to comply with its obligations under the lease with the owner in such a way as to constitute material noncompliance with the rental agreement." Ms. Putnam had also signed an agreement with the Plymouth NRA which said in part: "No tenant shall permit persons other than those persons Memo to HRA Commissioners Page 3 listed on their application for Tenant Eligibility and Recertification to live on the leased premises with them except with written permission from the land- lord and with the consent of the Plymouth HRA. Short term guests may be exc.npt from this provision provided the landlord is notified and does give approval." It is my recommendation this certificate be terminated at the end of the pre- sent lease which is February 28, 1982. JANE FAIR (Certificate N47F2 This cert ficate holder is a resident at Village Square Apartments and has been on the Section 8 Rent Assistance Program since December 1, 1979. She is a single, parent mother of two teenage daughters, ages 14 and 15. Staff's basic concern in regards to this certificate holder is the inaccuracy of some of the verification information that she has presented to this office. In one case, Ms. Fair made claim that she has two daughters as members of her household, while a check by staff determined that one daughter had left as of October 24, 1981 to live with her father in Alaska, Also, staff determined that there was insuffi- cient verification in regards to income and medical insurance. Staff mailed a memorandum to Ms. Fair and the manager of Village Square Apartments indicating there would be a delay in rent subsidy payment for the month of December, 1981 until such time as sufficient verification materials were presented to our office. However, some verification material has been provided in response to a letter to her employer and to Ms. Fair. My basic concern in this situation, is that until accurate verification material is provided to our office, no accurate determination of her eligibility or the amount of her rent subsidy payment can be made. It is my recommendation that inasmuch as sufficient time has been given the certificate holder to verify income information and eligibility, that the termination of Jane Fair's certificate be made on the following grounds: She has failed to "provide.such family income information and records as may be re- quired in the administration of the program" and inasmuch as we can make no deter- mination of accurate income there has been "failure of the family to remain within the family income and composition criteria for the HAP Program upon re-examination in accordance with these policies and 24 CFR Part 882." (Those portions in quotes comes from Section XIV of the Regulations Establishing Admission and Occu- pancy Policies for the Plymouth HRA Section 8 Program. KATHLEEN DORMANEN (Certificate #17F2) This Section 8 certificateholder has been on the program since October 1, 1978. She is presently the mother of 3 children and had been living at At The Lake Apartments until October 31, 1981. During the month of October, 1981 I was in communication with Kathy both by mail and telephone, in regards to her need for a 3 bedroom apartment based on her family size. I recommended that she transfer to another community where a 3 bedroom certificate would be available, however, she indicated to me after some delay that she would like to have a new certificate to be held until such a time when she could decide what to do next. Consequently, I sent her various verification fnrms for her to have completed so I could determine her eligibility under the Section 8 Program requirements. A letter was mailed to her on October 27, 1981 and as of this date there was no return of the verification information or response from -her. K. d. Memo to HRA Commissioners Page 4 Inasmuch as Ms. Dormanen has not received rent assistance payments since October, 1981 there is good reason to believe she will not be using the certi- ficate in Plymouth in the future. However, I feel it is advisable to formally terminate her certificate on the following grounds: "provide such family in- formation and records as may be required in the administration of the program". This quotation comes from Section XIV of Regulations Establishing Admission and Occupancy Policies for the Plymouth H s Section 8 Program. The intention of this memorandum is to bring these matters before the commissioners attent*on to determine when and if a pre -termination hearing for any or all of the above persons should take place. It is necessary that the commissioners decide on a time and place so that the proper certified letters, if needed, may be mailed to each of the individuals for which a pre- termination hearing will be held. It is my opinion that all of these cases could be handled in one evening provided the proceedings do not become lengthy. Further it my recommendation that termination hearing be held on some day other than Monday when a couna seting is in session so the commissioners may have adequate time to allow i,,e to each of the Section 8 certif-cate holders. Attachments: (It is suggested that the materials regarding each certificate holder be held as confidential to maintain the privacy of all individuals involved.) Denise Martin (Certificate #37F2) 1. Letter from S aron eeTer, 11-11-81 2. Letter from Milt Dale, 11-16-81 3. Letter from Sharon Wheeler, 11-24-81 4. Copy of Signed flotice to Vacate Susan Putnam (Certificate #7F2) 1. Letter from Chas. M11 e , 6-4-80 2. Letter from Milt Dale, 6-10-80 3. Letter from Chas. Miller, 8-26-81 4. Letter from Susan Putnam, 9-1-91 5. Letter from Chas. Miller, 11-17-81 6. Letter from Milt Dale, 11-19-81 7. Copy of Conduct of Section 8 Renters. Jane E. Fair (Certificate #47F2) 1. Memo to Jane Fair $ V11Tage Square Management, 11-24-81 2. Letter from Milt Dale, 11-25-81 3. Letter from Jane Fair, 11-30-81 4. Copy of Check to Jane Fair, 11-30-81 5. Letter from Milt Dale, 12-7-81 6. Letter from Ray Perlman, 12-7-81 7. Letter from Laurie Elling, 12-9-81 Kathy Dormanen (Certificate #17F2) 1. Letter from Nilt Dale, 10-2-81 2. Letter from Milt Dale, 10-12-81 3. Letter from Milt Dale, 10•-27-81 4. Letter from Milt Dale, 11-16-81 Page 1 MINUTES OF SPECIAL MEETING OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF PLYMOUTH, MINNESOTA January 11, 1982 A special meeting of the Housing and Redevelopment Authority of Plymouth, Minnesota was held on the 11th day of January, 1982 at 7:00 p.m. at the City Council Chambers in the City of Plymouth, Minnesota. The following members of the Authority were present: Chairman Hillstrom, Commissioners Hoyt, Erickson, Bakke and Neils. There were also puesent the following members or the City staff: Executive Director Willis, Assistant City Attorney Lefler, Planning Director Tremere, Associate Planner T)ale, and City Clerk Houk. Section 8 Certificate holders present were Ms. Jane Fair and Ms. Susan Putnam. It was moved by Commissioner Hoyt, seconded by Commissioner Bakke, to approve the minutes of the December 21, 1981 regular meeting as submitted. Motion carried, five ayes. PRETERMINATION HEARING GUIDELINES Executive Director Willis stated the purpose of the meeting was to conduct pretermination hearings on four individuals who are Section 8 recipients in the City. Assistant City Attorney Lefler reviewed the pretermination guidelines, including the recipient's rights to a private hearing and notice thereof, that the procedure is not bound by any judicial rules, and the individual who is the subject has the opportunity to ask questions, rebut and present evidence in opposition to the termination. The Commissioners hear the evidence and make a determination within 15 days of the hearing. If the decision is adverse to ttie recipient, that individual has the oportunity to pursue the matter in the courts. PRETERMINATION HEARING FOR JANE FAIR Executive Director Willis reminded Ms. Fair of the rules of the hearing. He explained the reason for the hearing was to determine whether her continued participation in the Section 8 program would be allowed. Associate Planner Dale stated the choices the HRA has with respect to continuing or terminating Jane Fair's eligibility. He stated that the basic concern of the staff was her failure to provide reliable income verification, accurate family composition information and accurate medical insurance verification to the HRA staff. He added that he questioned the matter of income verification. Because of this he sent a letter to Ms. Fair's employer asking for verification. He felt that the information received was too inaccurate to determine the amount of rent assistance. rJ Special HRA Meeting January 11, 1482 Page 2 Executive Director Willis reminded the Commission that its task was to determine whether there were inaccuracies in Ms. Fair's report of October when she applied to extend tier Section 8 Certificate. Ms.Jane Fair was asked to speak in her behalf. Ms. Fair explained that her daughter was now living in Alaska but she never thought of changing her application. Her checks from her employer do not show her deductions and she does not know what they are. She reviewed her personal circumstances ar::i her efforts to maintain a job and a home in the Twin Cities. Planner Dale stated that her reapplication was signer] by her on Novembec 11 but her daughter left for Alaska on October 24. Ms. Fair explained her previous work situation and her current unemployment status. Executive Director Willis stated that for the next seven days the Commission will accept written reports on this hearing. He added that the Commission will discuss this matter at a subsequent meeting and Ms. Vair will be notified as to that decision. He stated that considering Ms. Fair's previous payroll experience, she must have known what her deductions were and the amount of her medical expenses. Planner Tremere stated that since the matter first came up Milt Dale had made substantial efforts to verify the information provided and to secure the required data. Ms. F'air's employer has yet to give completely satisfactory verification of the salary and fringe benefits she appeared to receive when in his employ. Executive Director Willis stated he will write up a report in the next 15 days as allowed. Commissioner Hoyt states] Ms. Fair should bring in a W-2 form from her former employer. She would like Ms. Fair advised that the Commission would find submission of the W-2 and documentation of insurance payments as necessary to support her request. Planner Dale will have a report for the CommiAsion at its meeting of January 25. PRETERMINATION HEARING FOR SUSAN PUTNAM Executive Director Willis reminded Ms. Putnam of the rules of the hearing. He explained the reason for the hearing was to determine whether her continued participation in the Section 8 program would be allowed. Planner Daley stated that the reason for the lie -icing was because Ms. Putnam had .failed to notify the HRA or her landlord that she had unauthorized persons living with her from time to time. Special HRA Meeting January 11, 1982 age 3 Ms. Putnam stated she had girlfriends living with her for a period of two weeks in September and two weeks in October. They only came for a short period and each only came to stay once. Director Willis stated that the hearing record will be kept open for seven days in case she would like to submit something in writing. The HRA will make a decision within 15 days at which time she will be notified. The only documentation the Commission has is the letter of November 17 from the landlord to Ms. Putnam stating that there were extra people living in her apartment and they would have to leave. The management firm is considering not renewing her lease when it comes up. The decision the Commission has to make is whether to renew her application for Section 8 rent assistance. PRETERMINATION HEARING FOR KATHY DORMANEN AND DENISE MARTIN Neither Ms. Dormanen nor Ms. Martin were present at the hearing. Director Willis stated that it is his determination that they have waived the right to enter information into the record. T.t is the staff position to return to the Commission with written reports at its next meeting on January 25. The Comnission will then make its determination. On January 26 the indiii.duals will be notified of the action. NE00 FOR COMPLIANCE WITH HUD REGULATIONS Director Willis pointed out that in the audit of Plymouth's program, the federal government stated their requirement of documentation. Milt Dale is trying to comply with these Federal regulations and this is the reason for his recommendation to terminate these four individuals. UPDATE ON SITE ACQUISITION FOR ELDERLY HOUSING Planner Dale described the site being sought for the elderly housing project. A disposition agreement is being executed with the County at this time. There may be another "owner" of the property who will have to be dealt with which may set the project back. The meeting adjourned at 9:00 p.m. Gerald Neils, Secretary 4.. CITY OF PLYMOUTH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55441 TELEPHONE (612) 559-2800 DATE: December 15, 1981 MEMO TO: HRA Commissioners FROM: Milt Dale SUBJECT: Scheduling of Pre -termination Hearing for the Following Section 8 Certificate Holders: Denise Martin, Susan Putnam, Jane Fair and Kathleen Dormanen During the last month and a half significant information has been provided by apartment managers and has been uncovered by staff to suggest that the four above section 8 certificate holders presently residing in Plymouth are in violation of section 8 requirements to a degree that the termination of their certificates is recommended. Each of the four persons involved have been made aware of the seriousness of their various violations and/or in- completeness of the verification materials requested through communications over the phone and by mail. A brief review of each situation is presented below for your perusal. More information will be made available to the commissioners at the December 21st meeting as requested. CENISE MARTIN (Certificate #37F2L This certificate holder came on the Section 8 Program as of August 1, 1981. She had peen a resident of a battered women's shelter. She is 22 years old and the mother of a young boy, 5 months old. She has been a resident of ti.e Village Square Apartments and on November 11, a letter was sent by the manager of the Village Square Apartments, Sharon Wheeler, which indicated that eviction pro- ceedings were starting against Denise Martin for non-payment of rent for the month of November. According to the manager, this was the second time Denise Martin was late in the payment of her rent. On November 24, I received a notice from Sharon Wheeler, stating that Denise Martin had agreed to vacate the apart- ment on December 31, 1981. On November 16, I presented Denise Martin with a letter allowing her to respond to the proposed eviction in writing or to request an informal Plymouth HRA staff hearing to reveal any objecticns. She has made no effort to so respond. In early December I called Fran Williams who acted in the capacity as Denise Martins' Advocate to bring her on the Section 8 Program in Plymouth. I asked Fran if she was aware of the eviction notice that Denise Martin had received and her non-payment of rent. Fran indicated she had not but she would be getting in touch with Denise Martin in regards to this matter. As of this date I have not heard from Fran Williams or Denise Martin. Staff recommends that the termination of the section 8 certificate to Denise Martin be made as per paragraph 30 under section XIV of the Regulations Establishing Admission and Occupancy Policies for the Plymouth Section 8 Program. 040 Memo to HRA Commissioners Page 2 This paragraph reads as follows: Failure of the family to reimburse the HRA to satisfy the liability for payment to an owner pursuant to 24CFR paragraph 882.112•. This includes the failure of the family to perform any agreement made with the HRA for extended payment amounts owed pursuant to part I, D. 1 and 2." This portion reads as follows: "an applicant may be ineligible for participation in the City of Plymouth's HRA section 8 existing housing program if, under a previous Plymouth HRA Assistance payment contract and lease: 1. The applicant was evicted for non-payment of his/her share of the rent and Plymouth HRA approved the eviction. SUSAN PUTNAM (Certificate VF2) Susan Putnam isasis at Plymouth Terrace Apartments. She has been on the Section 8 Program in Plymouth since October 1, 1979. Since June 1980 there have been 3 complaints by the owner regarding this tenant. The first complaint in June 1980 involved loud parties, noise and yelling which resulted in complaints from other apartment residents. On June 10, 1980 staff sent her a letter in warning of the situation. In August, 1981 the owner wrote another complaint about Ms. Putnam and her child. These complaints involved the use of profanity, playing her stereo loud, and her child (who is 2 years old) running around nude and relieving herself on the balcony. Ms. Putnam provided a response to this complaint in writing. On November 17, 1981 the owner alleged that Ms. Putnam had 3 other people living in her apartment in violation of her lease. This also is in violation of the Section 8 regulations. On November 19, 1981 a letter was written to Ms. Putnam by staff giving her 10 days to respond in writing or in person why she should not be required to come before a pre- termination hearing to determine whether her certificate in Plymouth should be terminated. I was informed by the City Hall receptionist on. December 4, 1981 that Ms. Putnam had been in to see me while I was in a staff meeting. On December 7 I called Ms. Putnam and she told me she had gotten my letter and she would be writing me a letter explaining her side of the story. However, on December 7 she stopped in at 3:00 P.M. to discuss the matter with me in person rather than to write the letter that she had indicated she would be writing. Sue stated that while she had people living with her they had only stayed for a couple of weeks in one case and for four weeks another time. The first woman that lived with her, was Donna who lived with her from the middle of September through the middle of October. Sue indicated that this woman had no children and that she was rarely around. The second girlfriend that stayed with her from mid-October to the end of October was separated and had two children. In both cases Sue had not asked the management for permission to have guests as she did not figure that either guest had not stayed that long. Sue said she was merely trying to Delp her friends out and she felt that the apartment manager only wanted Sue "kicked out". Sue claimed that the apartment manager had said that someone had been living with her for five months which according to Sue was not true. Staff recommends the termination of Sue Putnam's certificate inasmuch as she violated paragraph 4.8. of section XIV of the Regulations Establishing Admission and Occupancy Policies for tie Plymouth HRA's Section 8 Program. Th'isparagraph states as follows: Failure of the family to comply with its obligations under the lease with the owner in such a way as to constitute material noncompliance with the rental agreement." Ms. Putnam had also signed an agreement with the Plymouth HRA which said in part: "No tenant shall permit persons other than those persons Memo to NRA Commissioners Page 3 listed on their application on the leased premises with lord and with the consent of from this provision provi led It is my recommendation this sent lease which is February Z. for Tenant Eligibility and Recertification to live them except with written permission from the land - the Plymouth HRA. Short term guests may be exempt the landlord is notified and does give approval." certificate be terminated at the end of the pre - 28, 1982. JANE FAIR (Certificate #47F2) Tris certificate holder is a resident at Village Square Apartments and has been on the Section 8 Rent Assistance Program since December 1, 1979. She is a single, parent mother of two teenage daughters, ages 14 and 15. Staff's basic concern in regards to this certificate holder is the inaccuracy of some of the verification information that she has presented to this office. In one case, Ms. Fair made claim that she has two daughters as members of her household, while a check by staff determined that one daughter had left as of October 24, 1981 to live with her father in Alaska, Also, staff determined that there wa3 insuffi- cient verification in regards to income and medical insurance. S&aff mailed a memorandum to Ms. Fair and the manager of Village Square Apartments indicating there would be a delay in rent subsidy payment for the month of December, 1981 until such time as sufficient verification materials were presented to our office. However, some verification material has been provided in response to a letter to her employer and to Ms. Fair. My basic concern in this situation, is that until accurate verification material is provided to our office, no accurate determination of her eligibility or the amount of her rent subsidy payment can be made. It is my recommendation that inasmuch as sufficient time has been given the certificate holder to verify income information and eligibility, that the termination of Jane Fair's certificate be made on the following grounds: She has failed to "provide such family income information and records as may be re- quired in the administration of the program" and inasmuch as we can make no deter- mination of accurate income there has biaen "failure of the family to remain within the family income and composition criteria for the HAP Program upon re-examination in accordance with these policies and 24 CFR Part 882." (Those portions in quotes comes from Section XIV of the Regulations Establishing Admission and Occu- pancy Policies for the Plymouth HRA Section 8 Proqram. KATHLEEN DORMANEN (Certificate #17F2) This Section 8 certificate holderhas been on the program since October 1, 1978. She is presently the mother of 3 children and had been living at At The Lake Apartments until October 31, 1981. During the month of October, 1981 I was in communication with Kathy both by mail and telephone, in regards to her need for a 3 bedreim apartment based on her family size. I recommended that she transfer to another community where a 3 bedroom certificate would be available, however, she indicated to me after some delay that she would like to have a new certificate to be held until such a time when she could decide what to do next. Consequently, I sent her various verification forms for her to have completed so I could determine her eligibility under the Section 8 Program requirements. A letter was mailed to her on October 27, 1981 and as of this date there was no return of the verification information or response from her. Memo to HRA Commissioners Page 4 Inasmuch as Ms. Dormanen has not received rent assistance payments since October, 1981 there is good reason to believe she will not be using the certi- ficate in Plymouth in the future. However, I feel it is advisable to formally terminate her certificate on the following grounds: "provide such family in- formation and records as may be required in the administration of the program". This quotation comes from Section XIV of Regulations Establishin Admission and Occupancy Policies for the Plymouth HRA's Section 8 Program. The intention of this memorandum is to bring these matters before the commissioners attention to determine when and if a pre -termination hearing for any or all of the above persons should take place. It is necessary that the commissioners decide on a time and place so that the proper certified letters, if needed, may be mailed to each of the individuals for which a pre- termination hearing will be held. It is my opinion that all of these cases could be handled in one evening provided the proceedings do not become lengk-ly. Further it my recommendation that a pre -termination hearing be held on some day other than Monday when a council meeting is in session so the commissioners may have adequate time to allow a response to each of the Section 8 certificate holders. Attachments: (It is suggested that the materials regarding each certificate holder be held as confidential to maintain the privacy of all individuals invoked.) Denise Martin (Certifi..ite #37F2) I. Letter from Sharon Wheeler, 11-11-81 2. Letter from Milt Dale, 11-16-81 3. Letter from Sharon Wheeler, 11-24-81 4. Copy of Signed Nc;.ice to Vacate Susan Putnam (Certificate #7F2) 1. Letter from Chas. MI1 er, 6-4-81 2. Letter from Milt Dale, 6-10-80 3. Letter from Chas. Miller, P-26-81 4. Letter from Susan Putnam, 9-1-91 5. Letter from Chas. Miller, 11-17-81 6. Letter from Milt Dale, 11-19-81 7. Copy of Conduct of Section 8 Renters. Jane E. Fair (Certificate #47F2) 1. Memo to Jane Fair & VMage Square Management, 11-24-81 2. Letter from Milt Dale, 11-25-81 3. Letter from Jane Fair, 11-30-81 4. Copy of Check to Jane Fair, 11-30-81 5. Letter from Milt Dale, 12-7-81 6. Letter from Ray Perlman, 12-7-81 7. Letter from Laurie Elling, 12-9-81 Kathy Dormanen (Certificate #17F2) 1. Letter fromMilt Dale, 10-2-81 2. Letter from Milt Dale, 10-12-81 3. Letter from Milt Dale, 10-27-81 4. Letter from Milt Dale, 11-16-81