HomeMy WebLinkAboutHousing & Redevelopment Authority - Minutes - 10/17/2023HOUSING AND REDEVELOPMENT AUTHORITY
OTTERTAIL
COUNTY -MINNESOTA
The Otter Tail County HRA Board of Commissioners
Met for a regular meeting on October 17, 2023 at 11 :45am
At the Otter Tail County Government Services Center
Board Members Present:
Wayne Johnson, Chairperson
Jeff Ackerson
Kurt Mortenson
Betty Murphy (arrived at 11 :50)
Leland Rogness, Vice Chairperson
Others Present:
500 W Fir Ave, Fergus Falls, MN
Barbara Dacy, OTC HRA Executive Director
Amy Baldwin, OTC CDA Director
Tanya Westra, OTC HRA Housing Program Supervisor
Mitch Harry, OTC HRA Project Manager
Julie Bakken, OTC HRA Accounting Specialist
Paula Grunewald, OTC HRA Administrative Assistant
Via Teams
Kelly Miller, OTC HRA Housing Assistance Coordinator
Sarah Schake, OTC CDA Project Manager
1. CALL TO ORDER
Chairperson Johnson called the meeting to order at 11:47 a.m.
2. APPROVAL OF AGENDA
Government Services Center
500 West Fir Avenue
Fergus Falls, MN 56537
Motion made by Kurt Mortenson, second by Leland Rogness to approve the October 17, 2023 Agenda without
changes. Motion passed on a 4-0 vote.
3. APPROVAL OF CONSENT AGENDA ITEMS
Motion made by Jeff Ackerson, second by Leland Rogness to approve the Consent Agenda. Motion passed
unanimously.
4. NEW BUSINESS
A. Motion to Accept Audited Financial Statements for the Year Ended December 31, 2022
Barbara Dacy, OTC HRA Executive Director stated that the Audit was completed. On September 5th the
Finance Committee met and the findings identified were the same as what was reported in 2021 regarding:
a) preparation of the financial statements; and b) recording a variety of journal entries prior to the audit. She
recommended that just as the Finance Committee meets to review the previous year's audit in September,
the Finance Committee could meet in March of each year to review the upcoming audit year financial
information and audit entries. She stated that the Finance Committee recommended a motion to "accept" the
2022 Audit. Motion made by Leland Rogness, second by Kurt Mortenson to accept the 2022 Audited
Financial Statements for 2022 as presented. Commissioner Wayne Johnson commended Julie Bakken for
her hard work on the financial submission to HUD and the 2022 Audit. The motion passed unanimously.
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B. Resolution No. 256 Rejecting Construction Estimate; Determining Not to Award Construction
Contract for the North Fields of Dalton.
Director Dacy stated that it would be appropriate to conclude the RFP process for the North Fields of
Dalton Project. She stated that the JBS Construction estimate was $2,023,536, considerably more than
the projected $1,351,000. She stated that the RFP included a provision to "reserve the right not to award a
contract pursuant to this RFP". She stated that a letter will be sent to each of the contractors. Motion made
by Betty Murphy, second by Jeff Ackerson to approve the Resolution as presented. Motion passed
unanimously.
C. Resolution No. 257 Adopting Accounts Payable, Disbursements, and Check Writing Policy;
Rescinding Resolution No. 187
Director Dacy stated that the proposed policies are based on the template policies from HUD Exchange and
the comments from finance staff. She stated that the policies pertain to both electronic and written payments
and will update the procedures pertaining to "automatic clearing house" transactions. She stated that
rescinding Resolution 187 is also appropriate because the policy adopted at that time is now obsolete.
Motion made by Kurt Mortenson, second by Lee Rogness to approve the Resolution as presented. Motion
passed unanimously.
5. EXECUTIVE DIRECTOR REPORT
A. Voucher Management System Audit.
Director Dacy stated that the last time an audit was done for the Voucher Management System was 11
years ago. She stated that the "VMS" process includes reviewing the "housing assistance payments" to
landlords calculated by the Housing Assistance Coordinator, and then the Accounting Specialist enters the
previous month data generated by the software into the VMS system. The audit period will be from August
2022 thru July 2023.
B. Next Commissioner Orientation -November 29th at 11 :30am. "The Role of the Commissioner in the
Future of the HRA". Ms. Dacy stated that this will be the last of the series. Commissioners responded
that they did not receive a link for the last meeting.
C. Welcome to Mitch Harry, Project Manager. Tanya Westra introduced Mitch Harry as the new Project
Manager.
6. GENERAL DISCUSSION -TOPICS BY COMMISSIONERS
None
7. ADJOURNMENT
At 12:12 p.m. a motion was unanimously carried to adjourn the meeting.
Kurt Mortenson/Secretary/Clerk DatT 1
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