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HomeMy WebLinkAboutHousing & Redevelopment Authority - HRA-Packet-01-16-2024 Supporting Documents - 01/16/2024OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY BOARD PACKET January 16, 2024 1 of 20 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY AGENDA Government Services Center, Otter Tail Lake Room 515 West Fir Avenue, Fergus Falls, MN January 16, 2024 | 11:45am 1.Call Meeting to Order and Roll Call – Chairperson 2.Approval of Agenda 3.Consent Agenda A.Regular Board Meeting Minutes, December 18, 2023 B.Housing Choice Voucher Rental Assistance Program Report December 2023 C.Community Housing Investment Programs Report December 2023 D.Public Housing Program Report December 2023 E.Check Report and December 2023 Financial Reports – No Report 4.Annual Meeting Action ItemsA.Board Officers for Fiscal Year 2024B.Legal Publication for Fiscal Year 2024C.Depositories for Fiscal Year 2024 – Resolution No. 274 D.Board Member Per Diem for Fiscal Year 2024 E.Day, Time, Location, and Meeting Schedule for Fiscal Year 2024 5.New BusinessA.Resolution No. 275 Authorizing Execution of SAM Entity Administrator Certificate for the Otter Tail County Housing and Redevelopment Authority 6.Old BusinessA.North Fields of Dalton: Update and Authorization to Issue Bids 7.Discussion A.Review of 2024 Community Development and Housing Work Plan 8.Executive Director Report 9.General Discussion – Topics by Commissioners 10. Adjourn 3 of 20 The Otter Tail County HRA Board of Commissioners Met for a regular meeting on December 18, 2023 at 11:50am At the Otter Tail County Government Services Center 510 W Fir Ave, Fergus Falls, MN Board Members Present: Wayne Johnson, Chairperson Kurt Mortenson Leland Rogness, Vice Chairperson Others Present: Amy Baldwin, OTC HRA Executive Director Barbara Dacy, Independent Contractor Tanya Westra, OTC HRA Housing Program Supervisor Julie Bakken, OTC HRA Accounting Specialist Paula Grunewald, OTC HRA Administrative Assistant Via Teams Sarah Schake, CDA Project Manager 1.CALL TO ORDER Chairperson Johnson called the meeting to order at 11:45 am. 2.APPROVAL OF AGENDA Motion made by Kurt Mortenson, second by Lee Rogness to approve the December 18, 2023 Agenda with no changes noted. Motion passed unanimously. 3.APPROVAL OF CONSENT AGENDA ITEMS Motion made by Lee Rogness, second by Kurt Mortenson to approve the Consent Agenda. Resolutions included in the Consent Agenda: F.Resolution No. 264 Adopting Bank Reconciliation Financial Close Out and Reporting PolicyG.Resolution No. 265 Adopting Board Meeting PolicyH.Resolution No. 266 Adopting General Internal Controls PolicyI.Resolution No. 267 Adopting Uncashed and Voiding of Checks PolicyNo items were pulled for additional consideration and the motions passed unanimously. Due to timing - Moved up New Business item: B.Resolution No. 269 Award 2024 Public Housing Insurance Bid; Authorize Execution of InsuranceDocuments Tanya Westra, reported that our Public Housing units are under-covered for insurance. A Request for Bids was made on November 8, 2023. Two firms requested bid packets with State Farm submitting a bid. The bid included: •Building coverage of $4,897,000 with supplementary $101,000 in coverage for detached garages and a deductible for $5,000 per occurrence. Noting that wind and hail deductible changed to 1% of building value with a maximum of $5,000 per occurrence. The premium quoted was $26,073.13 which includeda discount for having previous coverage with them. 4 of 20 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIVE YOUR best life HERE. Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ otterta ilcounty.gov Pg. 2 •Renew our current policy which offers $2,273,000 in blanket coverage with $5,000 per occurrence deductible at a premium of $16,647.58 Discussion included replacement values and risk factors. Motion made by Kurt Mortenson, second by Lee Rogness to approve the premium quoted at $26,073.13. Motion passed unanimously. 4.Public Hearing Tanya Westra, Housing Program Supervisor, reported that the HRA had received a proposal from Patty Thorson to purchase the HRA owned parcel at 1174 NW 1st Avenue, Pelican Rapids for $7,100. The amount was $700 higher than the current County assessed land value and similar to two vacant lots to the west of the parcel. Chair Johnson opened the Public Hearing regarding the sale of 117 NW 1st Avenue, Pelican Rapids at 12:06pm. Nobody was present in person to make comments. Ms. Thorson was present online. She reported that she intends to build a small house or have a home moved in. She questioned if the home could be included in the tax rebate program if a home was moved in. Amy Baldwin, OTC HRA Executive Director, said it would be dependent on where the house is to be moved from – if the house is in the County’s current tax base then no but if it is not in the County’s tax base then yes. Ms. Thorson was asked if she would have any problems with the time and she replied no. Chairperson Johnson asked 3 times if there were any additional comments. No additional comments were made. The Public Hearing was closed at 12:10pm. 5.NEW BUSINESSA.Resolution No. 268 Approving Sale of Property at 117 1st NW Avenue in Pelican Rapids Tanya Westra, Housing Program Supervisor, reported that she had discussed contingencies with Patty Thorson, and that the closing will be scheduled upon verification that the purchaser has financing in place, the owner’s gross income does not exceed $117,000 for a household of one or two people or $128,455 for three or more people and the City of Pelican Rapids approved the construction plans of single-family home and garage. The purchase agreement will contain a repurchase provision: should the purchaser not complete construction within 6 months from date of sale that the HRA has the option to buy back the property in the amount of $7,100. Motion made by Kurt Mortenson, second by Lee Rogness to approve. Motion passed unanimously. C.Resolution No. 270 Approving the Write Off of Outstanding Debts from Vacated Tenants Tanya Westra, Housing Program Supervisor, stated that certain unpaid balances associated with repairing damages to Public Housing units that had been vacated will need to be a Write Off. The Write Off does not relieve the tenant’s responsibility to pay but is needed for HUD Scoring and accounting purposes. These balances will be attempted to be collected by using the Revenue Recapture program administered by the State’s Department of Revenue. The balance is $201.58. Motion made by Lee Rogness, second by Kurt Mortenson to approve. Motion passed unanimously. D.Resolution No. 271 Authorizing the Housing Program Supervisor and Project Manager to Execute Loan and Grant Documents for the Community Housing Investment Programs and Small City Development Programs; Rescinding Resolution No. 196 Amy Baldwin, OTC HRA Executive Director, reported that there is a need to execute required loan documents related to certain HRA programs in a timely manner. In 2023, a Housing Program Supervisor role was created. This resolution reflects that in the absence of the Executive Director that the Housing Program Supervisor is authorized to sign required loan documents and in the absence of both the Executive Director and Housing Program Supervisor, 5 of 20 Pg. 3 the Program Manager is authorized to sign required loan documents. This resolution rescinds Resolution No. 196 which repeals initial authority for the Project Manager. Motion made by Lee Rogness, second by Kurt Mortenson to approve. Motion passed unanimously. E. Resolution No. 272 Authorizing Application to Minnesota Cities Participation Program; Authorizing Execution of Commitment Agreement with Minnesota Housing. Amy Baldwin, OTC HRA Executive Director, requested that an application to the Minnesota Cities Participation Program be submitted by staff. The program sets aside dedicated funding for local lenders to provide first time homebuyer assistance in the county. This is an annual application that is submitted in January. In 2023 the allocation to the county was $759,710 in first time homebuyer loans and as of November 30, 2023, five households utilized $679,641. Motion made by Kurt Mortenson, second by Lee Rogness to approve the filing of the required application and execution of the Commitment Agreement by the Executive Director for 2024. Motion passed unanimously. F. Resolution No. 273 Reassigning Committed Funds Barbara Dacy reported that $375,000 was committed to the Hidden Meadows project in case the sales of homes were significantly delayed. As we did not need to tap into these funds, we are able to reassign the funds to “Unassigned” which is defined as “General Fund balance that is available for any purpose”. No additional discussion. Motion made by Lee Rogness second by Kurt Mortenson to approve. Motion passed unanimously. 6. EXECUTIVE DIRECTOR REPORT • Director Amy Baldwin reported that the HRA Board has conflicting meeting dates with the County Board on May 21, November 19, and December 17. Suggested dates to move the meeting to are either a Monday or Wednesday of the same week and to try to keep the dates the same between CDA and HRA. A survey will be sent to the Commissioners. • Barbara Dacy, Independent Contractor, reported that December and January financial reports will be available at the February meeting. Commissioner Rogness asked if any board authorization is needed in this time frame and the answer was no. • Director Baldwin reported that the HRA’s FM Bank credit card has been closed out. • Director Baldwin also discussed that the Minnesota Housing 2023 Consolidated Super RFP Selections in which CDA applied for in Pelican Rapids were approved for construction financing and value gap for three homes. She also noted that Josh Hanson was awarded Value Gap funds as a private developer in Vergas. • Director Baldwin thanked Barbara Dacy again for her knowledge, effort and commitment. “We are light years ahead with her having been here”. Barbara Dacy responded with “Thank you to Board and fellow staff.” Director Wayne Johnson said, “We have made leaps and bounds.” 7. GENERAL DISCUSSION – TOPICS BY COMMISSIONERS Kurt Mortenson expressed again a “Huge Thank you” to Barbara Dacy. 8. ADJOURNMENT At 12:36 p.m. a motion was unanimously carried to adjourn the meeting. __________________________________________________ ___________________ Kurt Mortenson/Secretary/Clerk Date 6 of 20 12/31/2023 1/1/2024 Difference 44,093.00$ 49,115.00$ $5,022.00 98 100 2 *HAP Transactions 42,919.00$ 47,328.00$ *Utility Reimbursements 1,174.00$ 1,503.00$ *HAP Adjustment 223.00$ *Utility Adjustment 61.00$ *Portability Tranactions (Out) *Portablilty Admin Fee (Paid) 12/31 1/1 New Admissions 3 End Participation 1 Shop Mode/ARS 0 Ports-Out Paid 0 0 Ports Out Pending 0 0 Ports In Pending 0 2 1/8/2024 Waiting List/To Date 18 Applications in Progress 9 Vouchers Issued 22 Vouchers "On the Strreet"0 ELI%100% Monthly Trend Report*Units Available Units Leased Leasing %Budget %Per Unit $ July 2023 144 95 68.4%95.8%585.63$ August 2023 144 93 67.9%95.4%437.26$ September 2023 144 94 67.6%95.3%434.00$ October 2023 144 94 67.4%95.0%426.53$ November 2023 144 94 67.2%94.8%428.43$ December 2023 144 98 67.2%95.0%452.82$ *Leasing % and Budget % based on cumulative activity during calendar year Per Unit $ is rolling three month average *Portability Utility Reimbursement *Hold Landlord Transaction OTC Section 8 Housing Choice Voucher Rental Assistance Program Summary of Actions January 8, 2024 Program Total Financial Transaction Paid This Month* UML (Unit Months Leased or # of Households) 7 of 20 &, OTTE:R 'TAIL '1111111!.' COUNTY -MINNESOTA 218-998-8730 ® HOUSING ANIO REDEVIEL.OPMIENT .AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Go,.,ern men,t Services Center 500 West Fi1r Avenue Fergus. Falls... MN 56537 @ ottertailcounty.gov COMMUNITY HOUSING INVESTMENT PROGRAMS (CHIP) BOARD REPORT December 2023 Program Applications Approved Applications Denied Inspections Conducted Proceed to Work Issued Projects Complete Goal Program End Date Emergency Home Repair Program (EHRP) On-Going Down Payment Assistance (DPA) 2 2 On-Going SCDP: Reuse 2 2 2 2 On-Going Rent Rehab – RR On-Going Affordable Rental Unit Construction - ARUC On-Going BATTLE LAKE 09/30/2024 SCDP: Commercial 2 1 1 1 8 SCDP: Homeowner 8 6 8 5 5 20 Residential Owner-Occupied Leverage (ROHL) 4 4 3 UNDERWOOD 09/30/2024 SCDP: Homeowner 12 4 12 9 8 17 Residential Owner-Occupied Leverage (ROHL) 5 5 4 8 of 20 OTTERTAIL COUNTY -MINNESOTA 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ® OPPORTUNITY @ ottertailcounty.gov PUBLIC HOUSING BOARD REPORT December 2023 Rents Payable $3,592 Rents Collected $3,592 Total Negative Rents $407 Negative Rents Paid $154.27 Late Fees Charged $63 Late Fees Collected $40 Number of Units Paying Flat/Ceiling Rent 1 Fiscal Year ELI 100% WAITING LIST as of 01/08/2024 2 Bedroom 22 3 Bedroom 5 4 Bedroom 1 VACANCIES UNIT VACATED LEASE SIGNED 3 Bdrm - Henning 08/14/2023 Eligible family identified pending receipt of birth certificate, bathroom vanities ordered as result of plumbing leak during vacancy. Units owned by the OTC HRA 13 Scattered Site Units 3 Bedroom Single Family Home 1 New York Mills 1 Henning 3 Bedroom Duplex 1 New York Mills 1 Henning 1 Underwood 1 Pelican Rapids 4 Bedroom Single Family Home 1 New York Mills 1 Henning 1 Underwood 9 of 20 OTTERTAIL COUNTY -MINNESOTA 218-998-8730 ® HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ® OPFO~l U\IITY @ ottertailcounty.gov December 2023 Financial Reports will be reviewed by the Board in February 10 of 20 OTTERTAIL COUNTY -MINNESOTA 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov MEMO TO: Board of Commissioners, Otter Tail County Housing and Redevelopment Authority FROM: Amy Baldwin, Executive Director DATE: January 11, 2024 SUBJECT: Annual Meeting Items #4A – 4E A.Board Officers for Fiscal Year 2024The current officers are Chairperson Wayne Johnson, Vice Chairperson Leland Rognessand Secretary Kurt Mortenson. Nominations for each position should be taken and a motion to approve a nomination foreach position should occur. B.Legal Publication for Fiscal Year 2024The Fergus Falls Daily Journal is the current legal publication. A motion to approve the Fergus Falls Daily Journal as the legal publication for 2024 isrecommended. C.Depositories for Fiscal Year 2024FM Bank is the current depository for the HRA. HUD requires adoption of the “GeneralDepository Agreement”. Attached is Resolution No. 274 to approve the General Depository Agreement between theAuthority and FM Bank and to authorize the Chair and Secretary to execute the Agreement. D.Board Member Per Diem for Fiscal Year 2024 The current per diem is $75, the maximum permitted by state statute. As a reminder, statestatute 469.011 provides that elected officials may receive the daily payment only if they donot receive payment for public service the same day. A motion to approve the per diem rate of $75 is recommended. E.Day and Time of Regular Meetings and Location and Schedule for Fiscal Year 2024Article III, Section 2 of the Bylaws state that the day and time of the Regular Meetings beestablished at the Annual Meeting. It is recommended that the meetings generally begin at 11:45 a.m. on the third Tuesday ofthe month. There are three months, May, November and December, where the CountyBoard meeting dates conflict. For those three months, meetings are proposed for the Monday prior to the third Tuesday. As well in February, there are not any meeting roomsavailable at the Government Services Center so the proposed meeting location is 505 S.Court St. The meeting schedule for 2024 is listed on the following page. Once approved, the schedulewill be posted in the lobby of the Authority office and on its website. A public notice will onlybe required if the day, time, and/or location will be changed. A motion to approve the meeting schedule and location as listed below for Fiscal Year 2024is recommended. 11 of 20 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov February 20, 2024 Big Pine/Rush Lake Rooms, 505 S Court St. March 19, 2024 Otter Tail Lake Room April 16, 2024 Otter Tail Lake Room May 20, 2024 Otter Tail Lake Room June 18, 2024 Otter Tail Lake Room July 16, 2024 Otter Tail Lake Room August 20, 2024 Otter Tail Lake Room September 17, 2024 Otter Tail Lake Room October 15, 2024 Otter Tail Lake Room November 18, 2024 Otter Tail Lake Room December 16, 2024 Otter Tail Lake Room January 21, 2025 Otter Tail Lake Room ITEMS NOT REQUIRING ACTION The Board approved Resolution No. 166 on August 19, 2021 authorizing execution of a contract with the Taft Law firm. The contract has a term three years with the option of two one-year extensions. No action is needed for 2024. The Board approved Resolution No. 199 on July 21, 2022 authorizing the Executive Director implement changes in the Internal Revenue Service mileage reimbursement rate. No action is needed for 2024. 12 of 20 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov General Depository Agreement HUD-51999 (GDA) U.S. Department of Housing and Urban Development Office of Public and Indian Housing OMB Approval No. 2577-0075 (exp. 08/31/2023) Previous version obsolete Page 1 of 2 Form HUD 51999 (04/2018) Public reporting burden for this collection of information is estimated to average 1 hour per response. HUD may not collect this information, and you are not required to complete this form, unless it displays a currently valid OMB control number. HUD will use this information to ensure PHAs use all Program Receipts received from HUD or otherwise associated with public housing funds for purposes of public housing, by requiring such financial assistance to be deposited into interest-bearing accounts at certain financial institutions. The information requested does not lend itself to confidentiality. This Agreement, entered into this _ _ day of ___ ___ , 20____ by and between_ ___(herein called the “HA”), a duly organized and existing public body corporate and politic of the_ _ of___ __and___ __(herein called the “Depository”), located at ___ ___. Witnesseth: Whereas, the Department of Housing and Urban Development (herein called “HUD”) has entered into one or more Annual Contributions Contracts (herein called the “ACC” with the HA for the purpose of providing financial assistance to develop and operate lower income housing projects, as authorized by the United States Housing Act of 1937, as amended (42 USC 1437, et seq.); and Whereas, under the terms of the ACC the HA is required to select as depositories of its funds, financial institutions whose deposits or accounts are insured by the Federal Deposit Insurance Corporation (FDIC) or the National Credit Union Share Insurance Fund (NCUSIF) as long as this Agreement is in force and effect. Now Therefore, in consideration of the mutual covenants hereinafter set forth, the parties hereto agree as follows: 1.The deposits and accounts of the Depository shall continue to be insured by the FDIC Corporation or NCUSIF. 2.All monies deposited by the HA with the Depository shall be credited to the HA in a separate interest-bearing deposit or interest-bearing accounts, designated . Accounts” (herein the “Accounts”). Any portion of HA Funds not insured by a Federal insurance organization shall be fully (100%) and continuously collateralized with specific and identifiable U.S. Government or Agency securities prescribed by HUD in a notice. Collateralization is required on a daily basis at the end of the business day. Such securities shall be pledged and set aside in accordance with applicable law or Federal regulations. The HA shall have possession of the securities (or the HA will take possession of the securities) or an independent custodian (or an independent third party) holds the securities on behalf of the HA as a bailee (evidenced by safe keeping receipt and a written bailment for hire contract) and will be maintained for the full term of deposit. The Depository may substitute other securities as collateral to equal or increase the value. If the HA is an agency of an Indian tribe, the collateral shall be in United States bonds and otherwise as may be prescribed for public funds by the United States Secretary of the Treasury. 3.Except as stated in Paragraph 5, the Depository shall honor any (a) check or other order to pay from the Accounts, or (b) directive to purchase investment securities with monies from the Accounts or to sell securities, if such order or directive is in writing and signed on behalf of the HA by an officer or member designated by resolution of the Board of Directors of the HA to have such authority. To assist the Depository in its obligation, the HA shall furnish the Depository with a certified copy of the resolution. 4.Any securities received from the HA or purchased by the Depository with monies from the Accounts shall be considered to be a part of the Accounts and shall be held by the Depository in safe-keeping for the HA until sold. Interest on such securities and the proceeds from the sale thereof shall be deposited in the Account upon receipt 5.If the Depository receives written notice from HUD that no withdrawals by the HA from the Accounts are to be permitted, the Depository shall not honor any check or other order to pay from the Accounts or directive to purchase or sell securities, or permit any withdrawals by the HA from said Accounts until the Depository is authorized to do so by written notice from HUD. 6.The Depository is not obligated to be familiar, and shall not be charged, with knowledge of the provisions of the ACC, and shall be under no duty to investigate or determine whether any action taken by either the HA or HUD in respect of the Accounts are consistent with or are authorized by the ACC or whether either HA or HUD is in default under the provisions of the ACC. The Depository shall be fully justified in accepting and acting on, without investigation, any certificate or notice furnished to it pursuant to the provisions of this Agreement and which the Depository shall in good faith believe to have been duly authorized and executed on behalf of the party in whose name the same purports to have been made or executed 7.The rights and duties of the Depository under this Agreement shall not be transferred or assigned by the Depository without the prior written approval of the HA and HUD. This Agreement may be terminated by either party hereto upon thirty days’ written notice to the other party, and HUD. The rights and duties of the Depository hereunder shall not be transferred or assigned nor shall this Agreement be terminated during any period in which the Depository is required to refuse to permit withdrawals from the Accounts as provided in Paragraph 5. 13 of 20 Previous version obsolete Page 2 0f 2 Form HUD 51999 (02/28/2018) 8.HUD is intended to be a third-party beneficiary of this Agreement and may sue to enforce its provisions and to recover damages for failure to carry out its terms.9.The Depository shall provide the HA with remote, electronic access to the Accounts for the purpose of monitoring the crediting or depositing of any monies in the Accounts.10.The provisions of this Agreement may not be modified by either Party without the prior written approval of HUD11.Strike this paragraph if inapplicable: Previous General Depository or Savings Depository Agreements, if any, entered into between the Depository and the HA are hereby terminated and all monies and securities of the HA on deposit with or held by the Depositories pursuant to the terms of said Agreement shall continue to be held for account of the HA pursuant to and in accordance with the provisions of this Agreement.12.Strike this paragraph if paragraph 2 applies: For use only in certain States that have statutes that prohibit HAs from implementing paragraph 2. At no time shall the HA Funds in the Accounts be permitted to exceed the amount insured by Federal deposit insurance (herein the “Insured Amount”). At any such time as the amount of funds in the Accounts reach the Insured Amount, whether by the accrual of interest or otherwise, the Depository shall promptly, as directed by the HA, and in an amount sufficient to limit the funds in the Accounts to the Insured Amount, either: (a) remit payment to the HA or, (b) on behalf of the HA, purchase securities approved for investment by the HA. Such securities shall not be considered to be a part of the Account pursuant to Paragraph 4 hereof but shall be held by the Depository as custodian or trustee for the HA in a separate account established for that purpose by the Depository (herein the “Securities Account”). The Securities Account shall be designated as___ _. Income or other proceeds from securities held in the Securities Account shall, as directed by the HA, upon receipt, be paid to or on behalf of the HA; provided, however, that such proceeds shall, to the extent consistent otherwise with the provisions of this Paragraph, be deposited in the Accounts. If the Depository receives written notice from HUD pursuant to Paragraph 5 hereof that no withdrawals by the HA from the Accounts are to be permitted, the Depository shall not honor any directive from the HA to sell securities, or permit any withdraws by the HA, from the Securities Account until the Depository is authorized to do so by written notice from HUD. During the pendency of such restrictions on the Accounts and the Securities Account, the Depository, except as directed in writing by HUD, shall not remit any payment to the HA for the purpose of limiting the amount of funds in the Account to the Insured Amount but shall instead purchase securities approved for investment by the HA and hold such securities in the Securities Account.13.Notice required under the terms and conditions of this agreement shall be deemed to have been given when it made by: ___________ _______________, on behalf of ____________HRA MN 177 Title Organization (HA) ____________ _____________, on behalf of ____________ _____________ Title Organization (Depository) ___________ _______________, on behalf of _____________ ___________ Title Organization (HUD) Notice shall be made in writing. Notice may be delivered in person, by United States Postal Service mail, by receipted commercial mail delivery, by facsimile machine or other electronic means that clearly identifies the sender as one of the persons so authorized in this paragraph. Notice under the terms of this agreement shall be implemented by the Depository within 24 hours of actual receipt. In Witness Whereof, the HA and the Depository have caused this Agreement to be executed in their respective names and their respective seal to be impressed hereon and attested as of the date and year first above written. ________________________________________________________ HA (SEAL) ATTEST: By______________________________________________________ Chairman ________________________________________________________ Secretary ________________________________________________________ Depository (SEAL) ATTEST By______________________________________________________ 14 of 20 RESOLUTION NO. 274 RESOLUTION AUTHORIZING EXECUTION OF GENERAL DEPOSITORY AGREEMENT WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) is authorized by Minnesota Statutes, Section 469 to carry out housing and redevelopment activities; and WHEREAS, the Authority operates the Public Housing Program and the Housing Choice Voucher program (the “Federal Programs”) as well as a variety of housing programs; and WHEREAS, a General Depository Agreement (the “Agreement”) is required by state and federal law; and WHEREAS, the Agreement is attached as Exhibit A to this resolution. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1.That the Chair and Secretary are hereby authorized to execute the General DepositoryAgreement. 2.That the Executive Director is empowered to undertake any other actions related to the Agreement. Upon the motion of ____________, seconded by ___________, and passed on a unanimous vote, the above resolution is hereby adopted by the Otter Tail County Housing and Redevelopment Authority Board of Commissioners. Adopted this 16th day of January, 2024. Dated: _______________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:_______________________ By:______________________________ 15 of 20 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION January 16, 2024 BOARD MEETING DATE AGENDA ITEM #5A Amy Baldwin 1/11/2024 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 275 Authorizing Execution of Designation of Entity Administrator Certificate for the Otter Tail County Housing and Redevelopment Authority PROPOSED REQUEST/JUSTIFICATION The HRA is registered in “SAM”, the System for Awards Management System, in order to receive federal grants. It is required that the HRA upload a notarized letter formally designating the Executive Director as the Entity Administrator for the HRA. Staff recommends the Board adopt the attached resolution. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED: N/A EXECUTIVE DIRECTOR DATE: Amy Baldwin 1/11/2024 ATTACHMENT LIST: Resolution No. 275 FINANCIAL IMPLICATIONS: Enables federal funding BUDGETED: NA YES NO FUNDING: HUD or other federal grants COMMENTS 16 of 20 RESOLUTION NO. 275 RESOLUTION AUTHORIZING EXECUTION OF ENTITY ADMINISTRATOR CERTIFICATE FOR THE OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) is registered in the System for Awards Management (“SAM”), the federal electronic system for grant award; and WHEREAS, SAM is responsible for registering entities that receive federal grant award; and WHEREAS, it is required by SAM that each registered entity file a notarized letter identifying the “Entity Administrator”; and WHEREAS, the Authority receives federal grant awards. NOW THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing and Redevelopment Authority in and for Otter Tail County, Minnesota, as follows: 1.That the Board Chair are hereby directed and empowered to sign the notarized letter. 2. That the Executive Director is hereby directed and empowered to file the letter with SAM. Upon the motion of ________, seconded by _________, and passed on a unanimous vote, the above resolution is hereby adopted by the Otter Tail County Housing and Redevelopment Authority Board of Commissioners. Adopted this 16th day of January, 2024. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 17 of 20 January 16, 2024 FEDERAL SERVICE DESK ATTN: SAM.GOV REGISTRATION PROCESSING 460 INDUSTRIAL BLVD LONDON, KY 40741-7285 UNITED STATES OF AMERICA Activate SAM Entity Registration I, ____________________________________, Otter Tail County Housing and Redevelopment Authority Board Chair, the below signed individual, hereby confirm that the appointed Entity Administrator is an authorized officer, agent, or representative of the Entity. This letter authorizes the appointed Entity Administrator to manage the Entity's registration record, its associated users, and their roles to the Entity, in the System for Award Management (SAM). Entity Covered by list Letter: Unique Entity Number (UEI): M99ZKM1B5GH3 Legal Business Name: Otter Tail County Housing and Redevelopment Authority Physical Address: 500 West Fir Ave., Fergus Falls, MN 56537 Entity Administrator Contact Information: Full Name: Amy Baldwin Phone Number: 218-998-8730 Email Address: abaldwin@ottertailcounty.gov *The Entity Administrator must have an individual user account in SAM associated with the email address listed. Choose One ☒Self-Administration Confirmation For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do not authorize any thirdparty to act on behalf of the Entity listed above. I have checked the Self-Administration Confirmationbox to indicate that the designated Entity Administrator is not a third-party agent. ☐Third-Party Agent Designation For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do hereby authorize [insertfull name, phone number, address, and email address of the Third-Party Agent] (DesignatedThird-Party Agent) to act on behalf of the Entity listed above. This authorization permits the 18 of 20 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIVE YOUR best life HERE. Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov Designated Third-Party Agent to conduct all normal, common business functions within SAM while binding the signatory to all actions conducted and representations made as a result of authorization granted herein. I have checked the Third-Party Agent Designation box and completed the above information to indicate that the designated Entity Administrator is a third-party agent. I, the below-signed, attest to the following: ●All information contained in this letter is complete and accurate.●The designated Entity Administrator listed above has an individual SAM User Accountcreated with the email address provided in this letter.●The banking information provided for Electronic Funds Transfer on the Financial InformationPage in the SAM.gov registration for the Entity above is correct and accurate. Respectfully, Name:_____________________________________________ Otter Tail County Housing and Redevelopment Board Chair Email address:________________________________ Otter Tail County Housing and Redevelopment Authority 500 West Fir Ave., Fergus Falls, MN 19 of 20 MEMO TO: Otter Tail County HRA Board of Commissioners FROM: Amy Baldwin, Executive Director DATE: January 11, 2024 SUBJECT: North Fields of Dalton Project Update #6A Over the past several months, staff has been working on developing an alternative construction approach to advancing the North Fields of Dalton affordable senior housing project. After the “site-built” design pricing came in over the budget, the HRA staff reconsidered modular construction to determine if a less costly solution could be developed. Some floor plan revisions were required to make the triplex layouts fit within the modular construction limitations. A design has been developed that maintains the requirements originally established for the triplexes but still allows for modular construction. Based on preliminary pricing obtained for modular construction as well as for the on-site work associated with site preparation, crawl space construction, garage and porch construction, some roofing, some electrical, some plumbing and the HVAC work, staff believes there will be cost savings that would bring the total project cost in line with the original budget ($1.5 million) to justify proceeding with solicitation of proposals using the modular design. As such, staff is requesting authorization to solicit bids for the modular scope of the project. If authorized, following is the preliminary schedule: Advertise for Modular Bids January 20, 2024 - February 9, 2024 (3 weeks) Open Bids February 9, 2024 Review Bids February 12 – 16, 2024 Board Consideration of Modular Bid Award February 20, 2024 Additionally, assuming receipt of bids that are in line with the project budget for the modular component, the bid documents for the on-site scope of work would be issued in mid-February for submittal in March for Board consideration of bid awards at its March 19 meeting. As a general project update, the tree removal is nearing completion. The County STS crew assisted with downing the large trees on the site, which were made available to area residents to utilize for firewood, etc. The Dalton Fire Department plans to burn the remaining brush piles as a training exercise. 20 of 20 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ti) EOU/\L HOUSING OPPORTUNITY @ ottertailcounty.gov