HomeMy WebLinkAboutHousing & Redevelopment Authority - Minutes - 02/21/2023OTTER TAIL COUNTY I HOUSING
The Otter Tail County HRA Board of Commissioners
Met for a regular meeting on February 21 , 2023 at 12:00 pm
At the Otter Tail County Government Services Center
Board Members Present:
Wayne Johnson, Chairperson
Jeff Ackerson
Betty Murphy
Leland Rogness, Vice Chairperson
Via Teams:
Kurt Mortenson
Others Present:
500 W Fir Ave, Fergus Falls, MN
Barbara Dacy, OTC HRA Executive Director
Amy Baldwin, OTC CDA Director
Paula Grunewald, OTC HRA Administrative Assistant
Tanya Westra, OTC HRA Project Manager
Via Teams:
Julie Bakken, OTC HRA Accounting Specialist
CDA Commissioner:
David Ripley
1. CALL TO ORDER
Chairperson Johnson called the meeting to order at 12:01 p.m.
2. APPROVAL OF AGENDA
Government Services Center
500 West Fir Avenue
Fergus Falls, MN 56537
No additions to the agenda. Motion made by Lee Rogness, second by Betty Murphy to approve the February 21 ,
2023 Agenda with no changes noted. Motion passed unanimously.
3. APPROVAL OF CONSENT AGENDA ITEMS
Chairperson Johnson asked if any items needed to be pulled. As there was none a motion made by Jeff Ackerson,
second by Betty Murphy to approve the Consent Agenda. Motion passed unanimously.
4. NEW BUSINESS
A. Resolution No. 232 Authorizing Submission of the Section 8 Management Assessment Program
Certification for 2022, Director Dacy stated that the SEMAP is a self reporting performance evaluation tool by
sampling Section 8 files. She stated that since the HRA is a small PHA, the SEMAP only needs to be
completed every other year. At this time the form is blank and needs to be completed. She stated that she will
be completing the internal file review audit by the early part of next week, and then will be sent to the Board
Chair to sign the form . Motion made by Betty Murphy, second by Lee Rogness to approve. A recommendation
was made to allow either the Board Chair or Vice Chair to review and sign the certification due to the
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Chairperson's vacation. An amendment to the motion was accepted by Betty Murphy and agreed to by Lee
Rogness. Motion passed unanimously.
B. Resolution No. 233 Authorizing Obligation and Expenditure of Capital Funds: Authorizing Execution of
Contracts and Purchase Order for Gutter Replacement, Exterior Lock and Water Heater Replacement
Tanya Westra, Program Manager, requested authorization to expend 2021 and 2020 Capital Funds on the 13
scattered site Public Housing units as follows:
• Update two of the oldest water heaters. She received bids from Anytime Plumbing and Brogard's
Plumbing with recommendation to accept Brogard's bid of $1,628.
• Replace gutters and downspouts as the majority of units have gutters that are leaking and starting to pull
away from the buildings. She received bids from Otter Seamless and T & L Services and recommended
using T & L bid of $21 ,330.
• Replace locksets on all exterior doors. She received bids from LandlordLocks.com, Mike's Lock & Key and
A-1 Lock & Key and recommended using A-1 Lock & Key bid of $13,288.20. This bid included labor,
material and Schlage hardware.
Motion made by Lee Rogness, second by Jeff Ackerson to approve. Motion passed unanimously.
5. EXECUTIVE DIRECTOR REPORT
Director Dacy discussed the following items:
•
•
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Dalton Architectural and Engineering RFQ. Two firms had responded with the selected firm being Design
Intent. She stated that staff has submitted an application to Otter Tail Power for the Integrated Building
Design Program. There is no cost for this program and will help with energy efficiency planning for long
term savings in maintenance and equipment costs.
There are a number of state legislative initiatives regarding housing programs that are being discussed at
the Legislature. There may be additional grant and loan funds in July, warranting discussion of an HRA
application.
Julie Bakken and Dawn Godel have been working on the "unaudited financial submission" for 2022, which
will be submitted by February 28, 2023. The final audit/submission must be completed by September 30,
2023.
• Director Dacy recommended that the HRA Board form a Finance Committee. They would meet 2 to 3
times a year and preview the financial statements prepared by auditors. Commissiors agreed and
commented that it would be a more hands on tool for accountability. Mortenson also said it was
recommended at the NAHRO conference. Lee Rogness made a motion to establish a 2 person HRA
Board Finance Committee, second by Betty Murphy.
6. GENERAL DISCUSSION -TOPICS BY COMMISSIONERS
None.
7. ADJOURNMENT
At 12:42 pm a motion was unanimously carried to adjourn the meeting.
Kurt Mortenson/Secretary/Clerk Date
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