Community Land Trust Organization Board

City of Columbia, Missouri Meeting Minutes Community Land Trust Organization Board Tuesday, March 14, 2017 Room 1C, City Hall, 701 Regular Meeting E. Broadway, Columbia 6:30 PM I. CALL TO ORDER I. Call to Order: 6:50 p.m. (4 voting members present) II. INTRODUCTIONS Attending: Dan Cullimore, Alexander LaBrunerie, Paul Prevo, Anthony Stanton, Michael Trapp, Randy Cole, Gary Anspach, Rob Wolverton (R. Anthony Development), Mike Brown (via phone at 7:30 p.m.) III. APPROVAL OF AGENDA III. Approval of Agenda: Motion-Cullimore, 2nd-Stanton; approved without change. Mr. Cullimore made a motion to approve the agenda; second by Mr. Stanton; the motion passed by a unanimous voice vote. Excused: 1- Rhoades IV. APPROVAL OF MINUTES IV. Approval of Minutes: Motion-Prevo, 2nd-Stanton; approved as presented. Mr. Prevo made a motion to approve the minutes of the Feb. 13, 2017 minutes; second by Mr. Stanton. The motion passed by a unanimous voice vote. Minutes of Feb. 13, 2017 meeting V. SPECIAL ITEMS Lynn Street Cottages Bid Award City of Columbia, Missouri Page 1 Printed on 4/12/2017 Community Land Trust Organization Meeting Minutes March 14, 2017 Board R. Anthony Development Presentation by Cole of bids received; only two bids would allow project to meet financing and affordability goals-R. Anthony Development (RAD) & John Hansman. Cullimore asks for a characterization of the differences between those two bids. Cole describes R. Anthony as utilizing a minority sub for much of the work (Ballenger), including Hardiplank siding and front porches, and having a realtor fee of 6%. The Hansman bid handles the garages differently, lacks some of the specificity of RAD, and includes a 4.5% realtor fee. Discussion focused on the dollar amount difference in realtor fees, the impact that might have on affordability, and RAD use of Ballenger as a minority contractor. It was noted the realtor fee could be bid separately. The difference in realtor fees determined to be insignificant per unit, given the rest of the bid package, and the inclusion of a minority contractor at the start was highly regarded. Motion to accept the R. Anthony Development bid is made by Prevo, 2nd by Stanton, and approved unanimously. Mr. Prevo made a motion to accept the R. Anthony bid; second by Mr. Stanton. The motion passed by a unanimous voice vote. John Hansman Enrich Construction C&C Construction Prost Builders VI. REPORTS Staff Memo Strategic Planning Summary Information Strategic Planning Summary Information: Cole presents notes, summary and staff evaluation of the Strategic Planning session held on March 4 at City Hall. Lengthy discussion of mission and vision statements, and process for creating led to agreement to work toward end of March for drafts, which staff would combine and present at next meeting. Financial Procedures Financial Procedures: LaBrunerie presents report on discussions with staff and potential accountants. Of particular interest to the latter (prior to committing to a price of service) is having a complete scope of work, necessity for adhering to HUD standards, and the number of checks to be processed. LaBrunerie recommends two accountants: one for outside audit, and one for bookkeeping. Consideration of numbers of purchases, vendors, schedule of accounting work (daily, weekly, monthly work load), and “presentable to HUD” reports. Cole explains the categories for spending and bids: anything under $1,000 may be accomplished by simply checking prices at three vendors, $1,000 to $10,000 requires comparison bids, and anything above $10,000 requires a formal bid process, and various staff processes within the recommended procedures. Motion to approve by Prevo, 2nd by LaBrunerie, passed unanimously. Mr. Prevo made a motion to approve the accounting processes presented by staff and Mr. LaBrunerie; second by Mr. LaBrunerie. The motion passed by a unanimous voice vote. City of Columbia, Missouri Page 2 Printed on 4/12/2017 Community Land Trust Organization Meeting Minutes March 14, 2017 Board Directors Insurance Brief discussion of the three bids for D&O insurance. Motion to accept the Insurance Group bid for $750 by Cullimore, 2nd by Stanton, approved unanimously. Mr. Cullimore made a motion to accept the Insurance Group's bid; second by Mr. Stanton. The motion passed by a unanimous voice vote. Insurance Group Travelers Victor O. Shinnerer and Company VII. SPECIAL ITEMS CCLT Ground Lease CCLT Ground Lease (Mike Brown joins meeting via phone at 7:30pm): Brown discusses Ground Lease decision points within section 4. General agreement among board members on specific points in 4.1 through 4.3. Significant disagreement arose over defining the period of months for “occupancy as primary residence” within 4.4. Stanton defends home purchaser’s rights to privacy and freedom of movement. Brown notes that there are legitimate rights on both sides: privacy vs community, and there is a balance that must be reached in these community standards. Given that only four of the six board members are present, Prevo suggests postponing this decision until more are present and engaged in the discussion. The assembled board decides to postpone further discussion of section 4 until more members are present. VIII. GENERAL COMMENTS BY PUBLIC, MEMBERS AND STAFF Next meeting determined to be held in 1C, City Hall with Mike Brown present. LaBrunerie asks if city will deposit money in the CCLT account so checks can be written; Cole states the board has a reserve amount against which to draw; Prevo notes that smaller purchases (accounting) can be made without further action by board. IX. NEXT MEETING DATE: APRIL 11, 2017 X. ADJOURNMENT Adjournment: 8:24pm, Prevo, 2nd LaBrunerie. Mr. Prevo made a motion to adjourn; second by Mr. LaBrunerie. The motion passed by a unanimous voice vote. Members of the public may attend any open meeting. For requests for accommodations related to disability, please call 573-874-7214. In order to assist staff in making the appropriate arrangements for your accommodation, please make your request as far in advance of the posted meeting date as possible. City of Columbia, Missouri Page 3 Printed on 4/12/2017