HomeMy WebLinkAboutHousing & Redevelopment Authority - Minutes - 08/15/2023HOUSING AND REDEVELOPMENT AUTHORITY
OTTERTAIL
COUNTY • MINNESOTA
The Otter Tail County HRA Board of Commissioners
Met for a regular meeting on August 15, 2023 at 11 :45am
At the Otter Tail County Government Services Center
Board Members Present:
Wayne Johnson, Chairperson
Jeff Ackerson
Kurt Mortenson
Leland Rogness, Vice Chairperson
Absent: Betty Murphy
Others Present:
500 W Fir Ave, Fergus Falls, MN
Barbara Dacy, OTC HRA Executive Director
Tanya Westra, OTC HRA Project Manager
Amy Baldwin, OTC CDA community Development Director
Julie Bakken, OTC HRA Accounting Specialist
Paula Grunewald, OTC HRA Administrative Assistant
Tanya Bakken, Dalton Clerk/Treasurer
1. CALL TO ORDER
Chairperson Johnson called the meeting to order at 11 :45 am.
2. APPROVAL OF AGENDA
Government Services Center
500 West Fir Avenue
Fergus Falls. MN 56537
Motion made by Kurt Mortenson second by Jeff Ackerson to approve the August 15, 2023 Agenda without
changes. Motion passed unanimously.
3. APPROVAL OF CONSENT AGENDA ITEMS
Motion made by Jeff Ackerson, second by Lee Rogness to approve the Consent Agenda as presented. Motion passed
unanimously.
4. PUBLIC HEARING CONTINUED FROM JUNE 20, 2023
2024 PHA Annual and Capital Fund Plans
The Public Hearing reconvened at 11 :49 am . HRA Executive Director, Barbara Dacy stated the 3 items of the
2024 Annual Plan and Capital Plan that need to be changed: 1). Annual Plan; 2) Capital Plan ; and 3).
Administrative Policies.
1) The Annual Plan includes a minor change to the Strengthening Communities Initiative. For 2024, the
housing construction initiative will be in the city of Pelican Rapids to create 3 new affordable homes
instead of Battle Lake. The Dalton housing construction initiative will change from constructing up to 10
single family homes to construction of 6 affordable senior housing units.
2) Dacy reported on the proposed changes to the definition of "Significant Amendment" to the 5-Year Capital
Plan, which are 1) when there is a new work activity that would exceed $50,000, and 2) when there are
emergencies of fire, water, and/or casualty loss that impact the health and safety of the residents, a public
hearing is not necessary. She also explained that the Capital Fund Five Year Action Plan for 2021-2025
218·998-8730 ® OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER @ ottertailcounty.gov
LIV E YO U R best life H E RE. ,~-~-----~
includes shifting 2022, 2023 and 2024 Capital Fund allocations to the repair/replacement of decks and
radon testing.
3) Dacy stated that the Administrative Policies to the Housing Choice Voucher Administrative plan include
routine changes to procedures, documents and electric transmission of applications and other required
documents through the HRA software tenant portal.
4) She stated that the changes to Public Housing Admissions and Continued Occupancy policy repeals the
previous policy from 2018 at agency transition and other updates that are consistent with current federal
requirements, including the use of HRA software tenant portal.
The Chair noted that no one was present either online or in person for the public hearing. Chairperson Johnson
asked three times if there was any other comments and hearing none, the Chair closed the hearing.
5. NEW BUSINESS
A. Resolution No. 248 Adopting 2024 PHA Annual and Capital Fund Plans. Motion made by Kurt
Mortenson, second by Lee Rogness to approve Resolution No. 248. Motion passed unanimously.
B. Resolution No. 249 Approving Special Benefit Levy for Taxes Payable 2024. Director Dacy stated that the
proposed levy request for 2024 should be $1 ,513,771 instead of the amount indicated in the packet's
Resolution No. 249 of $1 ,513,571. A revised resolution was distributed the Board with the correct amount.
Motion made by Lee Rogness, seconded by Kurt Mortenson to approve Resolution No. 249. Motion passed
unanimously.
C. Resolution No. 250 Adopt Fund Balance Policy
Director Dacy stated that this policy is very similar to the county's policy. She stated that at year end the total
of "committed, assigned, and unassigned funds" should equal at least 5 months of operating expenditure. The
policy also states that the Executive Director shall report to the HRA Board if the balance is below policy and
undertake procedures to replenish the balance. Motion made by Jeff Ackerson, second by Lee Rogness to
approve Resolution No. 250. Motion passed unanimously. Chairperson Johnson stated that this is a typical
approach.
6. EXECUTIVE DIRECTOR REPORT
1. North Fields of Dalton Construction Estimate
Director Dacy stated that a final construction estimate has not been received from the contractors. She stated
that there may be a need for a frost footing due to the type of clay soil conditions. She stated staff is
contacting Braun lntertech for consultation.
Tanya Bakken, Dalton City Clerk stated that the estimate from the engineering company was higher than
expected. She gave her thanks and affirmation from the city of Dalton to provide utilities for the senior housing
construction.
2. 2022 Annual Audit and Reporting Requirements
The HRA Finance Committee is planning to go over the 2022 Annual Audit on September 5. Ms. Dacy
distributed hard copies of the Audit.
3. Project Manager Position
Dacy stated that an offer has been given and staff is awaiting a response.
4. Training Budget
Dacy stated that because a new staff person will be hired, it is likely that additional training costs will be
incurred over budget. She stated that there are other budget categories though that are under expensed.
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7. GENERAL DISCUSSION-TOPICS BY COMMISSIONERS
None.
8. ADJOURNMENT
At 12:36 pm a motion was unanimously carried to adjourn the meeting.
Kurt Mortenson/Secretary/Clerk
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