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CASE # 3 Property Maintenance in Town Center— Master Association By: Darren Lazan, Development Manager BACKGROUND: Since the acquisition of the Town Center properties, there has been considerable discussion as to the requirement for ongoing maintenance of the properties and how those services are provided. As we enter the summer season, it is imperative that we determine how these services are to be provided, and secure those services to maintain the existing properties. This work can be categorized into four areas: Routine Public Maintenance within the Public Rights of Way • Plowing, sealcoating, sign maintenance, utility maintenance, etc. Additional Public Maintenance within the Public Rights of Way • Planting beds, hardscapes, snow removal/melting, etc. Maintenance of the Project Common Areas • Project signage, banners, trash removal, monuments, planting beds, etc. Maintenance of Existing Vacant Properties • Mowing, weed control, trash removal, erosion control, etc. Last fall, Public works prepared a limited maintenance scope for portions of these services that was approved by the HRA and is currently scheduled to be performed this season. The development team has prepared a scope of services they believe to be necessary to maintain the HRA properties in a condition that best shows the project and the properties for their potential sale. This scope exceeds the scope approved by the HRA, but can be performed by current seasonal staff if their hours are approved to be expanded. The total labor and expenses to perform this work in 2010 with the expanded seasonal staff is anticipated to be approximately $7500. Concurrently, the development team has been exploring several avenues for providing these maintenance services in a more permanent manner going forward. There has been discussion about a special taxing district as well as re-establishing the master association that is currently dormant. Either could address the maintenance concerns. The master association seems to be the most efficient and best solution for providing these and other services within Town Center, and the team has explored the process to re-establish this entity with counsel. Essentially, this process would require a collaborative effort between the HRA and PSD who together control the majority of the member properties. The association could be reorganized with an appropriate board of directors who would work to establish/revise the bylaws of the association to address the maintenance of the project as well as other necessary components of a well run property.