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Housing & Redevelopment Authority - HRA-Packet-02-20-2024 Supporting Documents - 02/20/2024
OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY BOARD PACKET February 20, 2024 1 of 39 2 of 39 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY AGENDA Big Pine/Rush Lake Rooms 505 South Court Street, Fergus Falls, MN February 20, 2024 | 11:45am 1.Call Meeting to Order and Roll Call – Chairperson 2. Approval of Agenda 3. Consent Agenda A. Regular Board Meeting Minutes, January 16, 2024 B. Housing Choice Voucher Rental Assistance Program Report January 2024 C. Community Housing Investment Programs Report January 2024 D. Public Housing Program Report January 2024 E. Check Report and December 2023 and January 2024 Financial Reports 4. New Business A. Housing Program & Project Support Request for Proposal B. Resolution 274 Approving Public Housing Radon Mitigation Bid 5. Old Business A. North Fields of Dalton: Resolution No. 275 Authorizing Staff to Proceed with Financing and Contract Preparation for Construction of Senior Affordable Housing 6. Discussion A. Publicly Owned Housing Program (POHP) Application 7. Executive Director Report 8. General Discussion – Topics by Commissioners 9. Adjourn 3 of 39 The Otter Tail County HRA Board of Commissioners Met for a regular meeting on January 16, 2024 at 11:45am At the Otter Tail County Government Services Center 515 W Fir Ave, Fergus Falls, MN Board Members Present: Wayne Johnson, Chairperson Jeff Ackerson Kurt Mortenson Betty Murphy Absent: Leland Rogness, Vice Chairperson Others Present: Amy Baldwin, OTC HRA Executive Director 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 11:46 am. 2. APPROVAL OF AGENDA Motion made by Kurt Mortenson, second by Betty Murphy to approve the January 16, 2024 Agenda without changes. Motion passed unanimously with all here except Lee Rogness. 3. APPROVAL OF CONSENT AGENDA ITEMS Motion made by Betty Murphy, second by Kurt Mortenson to approve the Consent Agenda. Motion passed unanimously with no items pulled and no additional discussion. 4. ANNUAL MEETING ACTION ITEMS A. Board Officers for Fiscal Year 2024 With the transition, the decision was to keep the Board Officers the same for 2024. Motion made by Betty Murphy, second by Jeff Ackerson to approve the Board Officers for Fiscal Year 2024 as follows Chairpersonn Wayne Johnson; Vice Chairperson Lee Rogness; and Secretary Kurt Mortenson. Motion passed unanimously. B. Legal Publication for Fiscal Year 2024 Motion made by Kurt Mortenson, second by Jeff Ackerson to approve the Fergus Falls Daily Journal as the Legal Publication for Fiscal Year 2024. Motion passed unanimously. No additional discussion. C. Depositories for Fiscal Year 2024 – Resolution No. 274 Motion made by Jeff Ackerson, second by Kurt Mortenson to approve the Depositories for Fiscal Year 2024 with FM Bank – Resolution No. 274. Motion passed unanimously. No additional discussion. 4 of 39 OTTERTAIL COUNTY -MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 218-998-8730 @ OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER @ otterta ilcounty.gov LIVE YOUR best life HERE. -------~----7 Pg. 2 D. Board Member Per Diem for Fiscal Year 2024 Motion made by Betty Murphy, second by Jeff Ackerson to approve the Board Member Per Diem for Fiscal Year 2024 at the State Statute of $75. Motion passed unanimously. E. Day, time, Location, and Meeting Schedule for Fiscal Year 2024 The 2024 meetings dates have been set for January 16, February 20, March 19, April 16, May 20, June 18, July 16, August 20, September 17, October 15, November 18, and December 16. All meetings begin at 11:45 am and will be held in the Otter Tail Room at the Government Services Building. One exception is the February 16th meeting which will be in the Big Pine/Rush Lake Rooms at 505 S Court St., Fergus Falls. Meetings are held on the 3rd Tuesday of the month except for the May, November and December which has been moved to the 3rd Monday of the month due to County Board meeting conflict. Also included is this schedule is the first meeting of 2025 - January 21st. Motion made by Kurt Mortenson, second by Betty Murphy to approve the day, time, location and meeting schedule for 2024 as presented in the packet. Motion passed unanimously. 5. NEW BUSINESS A. Resolution No. 275 Authorizing Execution of SAM Entity Administrator Certificate for the Otter Tail County Housing and Redevelopment Authority Amy Baldwin, HRA Executive Director reported the HRA is registered in “SAM”, the System for Awards Management System. To update official information in the system, we are required to upload a notarized letter formally designating the new Executive Director as the Entity Administrator. The HRA Chair is directed and empowered to sign the letter. Motion made by Kurt Mortenson, second by Jeff Ackerson to approve Wayne Johnson, Board Chairperson’s signature on the SAM letter, the letter is notarized and that Executive Director, Amy Baldwin files the letter with SAM. Motion passed unanimously. 6. OLD BUSINESS A. North Fields of Dalton: Update and Authorization to Issue Bids Amy Baldwin, HRA Executive Director requested authorization to issue bids for modular construction and on- site work of two triplex residential housing structures for the North Fields of Dalton project. Discussion included modular construction, setting of triplex structures, price, interest, installers, broad solicitation, projected completion date, onsite work and more. Commissioners suggested that the type of foundation and high water table should be investigated as well as effective crawl space uses. Operational costs, borrowing money from the County, State Affordable Housing Aid, geothermal, and available rebates were also discussed. OTC HRA would be the General and would oversee the project which also saves on outside project manager costs. This type of construction could be the future model for other projects in communities such as New York Mills and Vergas. Motion made by Jeff Ackerson, second by Kurt Mortenson to approve to update and authorization to issue bids for the North Fields of Dalton project. Motion passed unanimously. It was also noted that tree removal has been done at the site. 7. DISCUSSION A. Review of 2024 Community Development and Housing Work Plan Amy Baldwin, HRA Executive Director presented a spreadsheet with the projects that Community Development and Housing staff are working on for 2024. The spreadsheet includes timelines for projects in Housing: North Fields, Pelican Hwy. Garage Site, Pelican Rapids Tax Forfeit, Senior Triplex in Dalton, Pelican Rapids Small Cities Grant and Battle Lake Youth Center. Timelines were also included for projects in Childcare, Digital Opportunity, OTC Works, Marketing and On the Map. B. A question was asked about a vacancy in a Public Housing unit. Tanya Westra, Housing Program Supervisor explained the circumstances. 5 of 39 Pg. 3 8. EXECUTIVE DIRECTOR REPORT Amy Baldwin, HRA Executive Director reported: HRA is transitioning from Barbara’s retirement. The voucher program has 100 vouchers – this is one of the highest numbers for a long time. We may need to tap into our reserves. Tanya Westra, Housing Program Supervisor has completed the HCV Financial Management class and has passed the test. 9. GENERAL DISCUSSION – TOPICS BY COMMISSIONERS Chairman, Wayne Johnson asked if an agreement had been signed for the 117 1st NW Ave., Pelican Rapids property. Tanya Westra replied no but contingencies are in place. 10.ADJOURNMENT At 1:50 pm a motion was unanimously carried to adjourn the meeting. __________________________________________________ ___________ Kurt Mortenson /Secretary/Clerk Date 6 of 39 1/31/2024 2/1/2024 Difference 49,601.00$ 55,146.00$ $5,545.00 100 108 8 *HAP Transactions 48,098.00$ 53,452.00$ *Utility Reimbursements 1,503.00$ 1,694.00$ *HAP Adjustment *Utility Adjustment *Portability Tranactions (Out) *Portablilty Admin Fee (Paid) 1/31 2/1 New Admissions 10 End Participation 2 Shop Mode/ARS 0 Ports-Out Paid 0 0 Ports Out Pending 0 0 Ports In Pending 0 0 1/8/2024 Waiting List/To Date 5 Applications in Progress 25 Vouchers Issued 15 Vouchers "On the Strreet"0 ELI%100% Monthly Trend Report*Units Available Units Leased Leasing %Budget % Per Unit $ 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$ January 2024 144 100 67.9% 105.3% 496.01$ *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 February 2, 2024 Program Total Financial Transaction Paid This Month* UML (Unit Months Leased or # of Households) 7 of 39 &, OTTE:R 'TAIIL ~, COUNTY -MINNESOTA 218-998-8730 @ HOUSINIG ANID REDEVIEL.OPMIENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Go,v,e;rn mein,t Services Center 500 Wes:t Fir Avenue Fergus Falls. MN 56537 @ ottertailcounty.gov COMMUNITY HOUSING INVESTMENT PROGRAMS (CHIP) BOARD REPORT January 2024 Program Applications Approved Applications Denied Inspections Conducted Proceed to Work Issued Projects Complete Goal Program End Date Emergency Home Repair Program (EHRP) 1 1 On‐Going Down Payment Assistance (DPA) On‐Going SCDP: Reuse On‐Going Rent Rehab – RR On‐Going Affordable Rental Unit Construction ‐ ARUC On‐Going BATTLE LAKE 09/30/2024 SCDP: Commercial 5 2 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 39 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 (!) EOU/\L HOUSING OPPORTUNITY @ ottertailcounty.gov PUBLIC HOUSING BOARD REPORT January 2024 Rents Payable $3,514 Rents Collected $3,423 Total Negative Rents $407 Negative Rents Paid $115.39 Late Fees Charged $57 Late Fees Collected $17 Number of Units Paying Flat/Ceiling Rent 1 Fiscal Year ELI 0% WAITING LIST as of 02/08/2024 2 Bedroom 16 3 Bedroom 3 4 Bedroom 0 VACANCIES UNIT VACATED LEASE SIGNED 3 Bdrm ‐ Henning 08/14/2023 Paperwork submitted to HUD to place in Modernization due to Vacancy status. Stains and odor in carpet began to reappear, flooring will be replaced and bathroom vanity still hasn’t arrived. Waiting list for Henning has been exhausted, organizations that we work with closely have been notified regarding vacancy. 4 Bdrm – New York Mills 01/31/2024 Paperwork submitted to HUD to place in Modernization due to Vacancy status. Repair & replacement work will be completed using Capital Funds. Working on family to verify eligibility. 9 of 39 218-998-8730 ® HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 (5) EOUl\l. HOUSING OPPORTUNITY @ ottertailcounty.gov Doc Num Voided Type Document Recipient 68 No DD Barbara Dacy LLC 69 No DD Betty Murphy 70 No DD Jeff A Ackerson 71 No DD Kurt A. Mortenson 72 No DD Wayne Johnson 73 No DD Barbara Dacy LLC 74 No DD Kurt A. Mortenson 75 No DD Wayne Johnson 1406 No CHK Contractor Compliance & Monitoring Inc 1407 No CHK Minnesota Housing Finance Agency 1408 No CHK N F Field Abstract Co LLC 1409 No CHK Taft Stettinius & Hollister LLP 1410 No CHK The Energy Network Worldwide LLC 1411 No CHK Kevin Currie 1412 No CHK Language Line Services Inc 1413 No CHK Mitch Harry 1414 No CHK Nan McKay & Associates Inc 1415 No CHK North Star Mutual Insurance Co 1416 No CHK Super Septic Inc of Pelican Rapids 1417 No CHK Cardmember Service 1418 No CHK Contractor Compliance & Monitoring Inc 1419 No CHK Kevin Currie 1420 No CHK MinnKota EnviroServices Inc 1421 No CHK Mitch Harry 1422 No CHK Otter Tail County Treasurer 1423 No CHK Taft Stettinius & Hollister LLP 2024 Membership Dues No INV NMLS Payments $488,475.42 $488,475.42 Count 8 18 1 27 End of Report $468,316.67 Invoice (INV)$100.00 Total:$488,475.42 Project Summary Program - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$20,058.75 Check (CHK) Cleared: 27 $488,475.42 Uncleared: 0 $0.00 Total Payments: 27 $488,475.42 12/29/2023 General Legal Matters Yes $189.00 12/26/2023 2024 Membership Annual Dues Yes $100.00 12/29/2023 Dec 2023 Mileage Reimb Yes $46.51 12/29/2023 4th Qtr 2023 Expenses Yes $139,427.72 12/29/2023 Dec 2023 Consulting Services Yes $2,323.38 12/29/2023 Service Tote D1310 Empty 11-2-23 Yes $35.40 12/29/2023 Daily Journal Notices & Notary Stamp Yes $323.85 12/29/2023 Hidden Meadows Labor Compliance Dec 23 Yes $750.00 12/15/2023 2024 Premium for Commercial Liability Yes $394.00 12/15/2023 CHIP - EHRP - Dent, MN (MB)Yes $9,139.38 12/15/2023 Nov 2023 Mileage Reimb Yes $142.14 12/15/2023 Registration for T Westra - HCV Fin Yes $1,000.00 12/15/2023 Nov 2023 Consulting Services Yes $2,885.48 12/15/2023 Interpretation Services Nov 2023 Yes $191.15 12/01/2023 Dalton Project Financing Yes $252.00 12/01/2023 Final Inspection - 109 Hidden Meadows, BL Yes $450.00 12/01/2023 Loan #1270599 Payoff Yes $309,931.66 12/01/2023 O&E Lot 9,10,11, Blk 21 Bowman & Yes $85.00 12/29/2023 Per Diem/Mileage Dec 23 Yes $101.86 12/01/2023 Labor Compliance Hidden Meadows Nov 23 Yes $750.00 12/29/2023 December 2023 Services Yes $9,743.45 12/29/2023 Per Diem/Mileage Dec 23 Yes $92.03 12/01/2023 11/21/23 Mileage/Per Diem Yes $92.03 12/01/2023 11/21/23 Mileage/Per Diem Yes $101.86 12/01/2023 11/21/23 Mileage/Per Diem Yes $101.86 12/01/2023 11/21/23 Mileage/Per Diem Yes $82.21 Payment Date Document Description Cleared Amount 12/01/2023 November 2023 Services Yes $9,743.45 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register General Revolving (GR) Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 3:03:13 PM Printed by: Julie Bakken 10 of 39 100% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3610 Interest Income 3703/5353/3741/0054 3,446.44 8,976.99 1,800.00 7,176.99 499% 3690 Other Revenue MISC 1,757.27 1,757.27 3690.01 SCDP Administration (DEED) - All Communities 3,225.00 6,137.46 85,000.00 (78,862.54)7% 3690.02 SCDP City/Grant Funds - All Communities 21,506.00 41,248.77 444,920.00 (403,671.23)9% 3690.99 Refunds & Reimbursements 2,595.38 16,073.23 16,073.23 3691 Levy Revenue 1,258,395.56 1,309,725.00 (51,329.44)96% 3693.01 CHIP Emerg Housing Repair Program (EHRP) Repayment 6,842.00 6,842.00 3693.03 CHIP FFHRA Rehab Repayments 31,804.50 31,804.50 3693.05 CHIP Rental Rehab Revolving Loan Payments 1,168.42 18,952.00 31,821.00 (12,869.00)60% 3695.01 MHFA Loan Distributions - All Projects 116,008.17 684,485.97 500,000.00 184,485.97 137% 3695.02 MHFA Grant Distributions - All Projects 104,381.20 104,381.20 516,000.00 (411,618.80)20% 3697 Owner Match Revenue 9,469.93 9,469.93 3698 Developer Fees 75,000.00 (75,000.00)0% 3699 Sale of Property 220,875.80 643,742.95 745,000.00 (101,257.05)86% TOTAL INCOME 473,206.41 2,832,267.83 3,709,266.00 (876,998.17)76% EXPENSES 4130 Legal 189.00 3,541.96 30,000.00 26,458.04 12% 4140 Staff Training 1,101.36 7,441.88 5,000.00 (2,441.88)149% 4150 Travel 310.54 679.80 4,300.00 3,620.20 16% 4170 Accounting 15,000.00 60,000.00 60,000.00 100% 4171 Audit (2,000.00)13,175.00 16,100.00 2,925.00 82% 4190 Other Administrative Expenses 35.40 2,263.20 200.00 (2,063.20)1132% 4190.01 Manuals, Subscriptions (717.00)200.00 200.00 0% 4190.02 Office Supplies 1,816.84 2,901.34 1,700.00 (1,201.34)171% 4190.03 Postage 629.72 2,758.34 4,500.00 1,741.66 61% 4190.04 Telephone & Internet 62.30 262.00 300.00 38.00 87% 4190.05 Dues 911.74 1,000.00 88.26 91% 4190.06 Advertising 464.86 2,002.97 1,300.00 (702.97)154% 4190.08 Consulting Fees 195.20 7,864.54 28,000.00 20,135.46 28% 4190.2 Management Fees-OTC Admin 99,379.24 311,583.52 364,342.00 52,758.48 86% 4190.21 Management Fees-Administrator Contract 19,486.90 116,921.40 116,918.00 (3.40)100% 4190.22 Management Fees - Construction Consultant 5,208.86 48,472.46 40,000.00 (8,472.46)121% 4210 Board Member Payments 571.85 4,269.24 4,900.00 630.76 87% 4430.1 Misc Contracts - Software 6,373.50 5,000.00 (1,373.50)127% 4510 Insurance 46,305.71 35,000.00 (11,305.71)132% 4521 Assessments 80.00 420.00 340.00 19% 4570 Housing Choice Voucher Operating Support 22,417.21 22,417.21 30,000.00 7,582.79 75% 4580 Public Housing Operating Support 20,000.00 20,000.00 0% 4590.01 SCDP O & E Reports 85.00 170.00 2,000.00 1,830.00 9% 4590.02 SCDP Lead Based Paint Testing 650.00 10,000.00 9,350.00 7% 4590.03 SCDP Construction (DEED)116,107.77 432,000.00 315,892.23 27% 4590.04 SCDP Recording Fees 460.00 920.00 460.00 50% 4590.05 SCDP General Expense - Leverage 212,007.00 212,007.00 0% 4591 MHFA Impact Fund Expenses 310,381.66 1,340,650.44 1,016,000.00 (324,650.44)132% 4591.01 MHFA Administration/Overrun 1,500.00 32,873.77 75,000.00 42,126.23 44% 4591.02 MHFA Loan Repayment 205,802.20 745,000.00 539,197.80 28% 4592.01 HOP Demolition/Site Clearance 41,537.50 40,000.00 (1,537.50)104% 4593.02 CAP Property Acquisition 50.65 25,000.00 24,949.35 0% 4593.03 CAP Consulting Fees 1,980.00 30,000.00 28,020.00 7% 4593.04 CAP Architect/Engineering 44,657.43 (44,657.43) 4593.05 CAP Legal Fees 252.00 4,879.00 (4,879.00) 4594 CHIP Down Payment Assistance 10,000.00 50,000.00 40,000.00 20% 4595.01 CHIP Emergency Housing Repair Program (EHRP)9,139.38 9,224.38 40,000.00 30,775.62 23% 4595.02 CHIP Res Owner Occupied Housing Leverage (ROHL)6,833.15 70,000.00 63,166.85 10% 4595.04 CHIP Affordable Rental Unit Constr (ARUC) Program 70,000.00 70,000.00 0% 4595.05 CHIP Rental Rehabilitation Loan 20,000.00 20,000.00 0% TOTAL EXPENSES 485,510.32 2,476,102.10 3,607,107.00 1,131,004.90 69% SURPLUS (12,303.91)356,165.73 102,159.00 254,006.73 349% Otter Tail County Housing Redevelopment Authority Operating Statement Twelve Months Ending 12/31/2023 Program: General Revolving (GR) Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 2:49:15 PM Printed by: Julie Bakken 11 of 39 Period Amount Balance ASSETS 1111 Cash 356,700.00 1,707,673.60 1111.1 Certificates of Deposit 2,865.79 145,763.96 1111.2 Cash MHFA Loan Acct #0054 0.52 4,083.62 1111.3 Cash Committed for Hidden Meadows (375,000.00) 1111.4 Committed for Housing Trust Fund 239.00 542,835.00 1113 Cash Rental Rehab 1,233.45 306,913.46 1129 A/R Other 1,167.38 1,167.38 1130.1 Loan Receivable-Rental Rehab 112,295.99 1130.2 Loan Receivable-Down Payment Assistance 79,238.00 1130.3 Loan Receivable-Tax Levy Rehab Provision 268,804.14 1130.4 Loan Receivable-Homeowner Rehab 337,957.94 1130.9 Loan Allowance (606,762.08) 1400.5 Accumulated Depreciation (268.25) 1400.9 Furn/Equip/Mach - Admin 9,657.00 TOTAL ASSETS (12,793.86)2,909,359.76 LIABILITIES AND SURPLUS LIABILITIES 2111 Vendors/Contractors 4.05 4.05 2250 Prepaid Expenses (494.00)(494.00) 2310 MHFA Note Payable 167,006.00 TOTAL LIABILITIES (489.95)166,516.05 SURPLUS 2700 Income/Expense Clearing Account 421,028.43 2700 Income/Expense Clearing Account (Current Year) (80.00) 2806 Unrestricted Net Position 1,965,649.55 2806 Unrestricted Net Position (Current Year) (12,303.91)356,245.73 TOTAL SURPLUS (12,303.91)2,742,843.71 TOTAL LIABILITIES AND SURPLUS (12,793.86)2,909,359.76 Otter Tail County Housing Redevelopment Authority Balance Sheet December 2023 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 2:49:14 PM Printed by: Julie Bakken 12 of 39 Doc Num Voided Type 679 No DD 680 No DD 681 No DD 682 No DD 683 No DD 684 No DD 685 No DD 686 No DD 687 No DD 688 No DD 689 No DD 690 No DD 691 No DD 692 No DD 693 No DD 694 No DD 695 No DD 696 No DD 697 No DD 698 No DD 699 No DD 700 No DD 701 No DD 702 No DD 703 No DD 704 No DD 705 No DD 706 No DD 707 No DD 708 No DD 709 No DD 710 No DD 711 No DD 712 No DD 713 No DD 714 No DD 715 No DD 716 No DD 717 No DD 718 No DD 719 No DD 720 No DD 721 No DD 6146 No CHK 6147 No CHK 6148 No CHK 6149 No CHK 6150 No CHK 6151 No CHK 6152 No CHK 6153 No CHK 12/01/2023 HAP Payment Dec 23 Yes $331.00 12/01/2023 HAP Payment Dec 23 Yes $466.00 12/01/2023 HAP Payment Dec 23 Yes $461.00 12/01/2023 HAP Payment Dec 23 Yes $667.00 12/01/2023 HAP Payment Dec 23 Yes $357.00 12/01/2023 HAP Payment Dec 23 Yes $952.00 12/01/2023 HAP Payment Dec 23 Yes $675.00 12/01/2023 HAP Payment Dec 23 Yes $1,045.00 12/01/2023 HAP Payment Dec 23 Yes $1,565.00 12/01/2023 HAP Payment Dec 23 Yes $238.00 12/01/2023 HAP Payment Dec 23 Yes $527.00 12/01/2023 HAP Payment Dec 23 Yes $637.00 12/01/2023 HAP Payment Dec 23 Yes $294.00 12/01/2023 HAP Payment Dec 23 Yes $605.00 12/01/2023 HAP Payment Dec 23 Yes $280.00 12/01/2023 HAP Payment Dec 23 Yes $1,240.00 12/01/2023 HAP Payment Dec 23 Yes $496.00 12/01/2023 HAP Payment Dec 23 Yes $429.00 12/01/2023 HAP Payment Dec 23 Yes $517.00 12/01/2023 HAP Payment Dec 23 Yes $590.00 12/01/2023 HAP Payment Dec 23 Yes $289.00 12/01/2023 HAP Payment Dec 23 Yes $396.00 12/01/2023 HAP Payment Dec 23 Yes $357.00 12/01/2023 HAP Payment Dec 23 Yes $670.00 12/01/2023 HAP Payment Dec 23 Yes $815.00 12/01/2023 HAP Payment Dec 23 Yes $268.00 12/01/2023 HAP Payment Dec 23 Yes $4,354.00 12/01/2023 HAP Payment Dec 23 Yes $403.00 12/01/2023 HAP Payment Dec 23 Yes $493.00 12/01/2023 HAP Payment Dec 23 Yes $391.00 12/01/2023 HAP Payment Dec 23 Yes $900.00 12/01/2023 HAP Payment Dec 23 Yes $267.00 12/01/2023 HAP Payment Dec 23 Yes $5,336.00 12/01/2023 HAP Payment Dec 23 Yes $596.00 12/01/2023 HAP Payment Dec 23 Yes $145.00 12/01/2023 HAP Payment Dec 23 Yes $565.00 12/01/2023 HAP Payment Dec 23 Yes $983.00 12/01/2023 HAP Payment Dec 23 Yes $807.00 12/01/2023 HAP Payment Dec 23 Yes $625.00 12/01/2023 HAP Payment Dec 23 Yes $450.00 12/01/2023 HAP Payment Dec 23 Yes $6,255.00 12/01/2023 HAP Payment Dec 23 Yes $942.00 12/01/2023 HAP Payment Dec 23 Yes $294.00 12/01/2023 HAP Payment Dec 23 Yes $1,025.00 12/01/2023 HAP Payment Dec 23 Yes $439.00 12/01/2023 HAP Payment Dec 23 Yes $400.00 12/01/2023 HAP Payment Dec 23 Yes $327.00 12/01/2023 HAP Payment Dec 23 Yes $700.00 12/01/2023 HAP Payment Dec 23 Yes $301.00 12/01/2023 HAP Payment Dec 23 Yes $225.00 Payment Date Document Description Cleared Amount 12/01/2023 HAP Payment Dec 23 Yes $529.00 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 2 2/5/2024 3:17:53 PM Printed by: Julie Bakken 13 of 39 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 6154 No CHK 6155 No CHK 6156 No CHK 6157 No CHK 6158 No CHK 6159 No CHK 6160 No CHK 6161 No CHK 6162 No CHK 6163 No CHK 6164 No CHK 6165 No CHK 6166 No CHK 6167 No CHK 6168 No CHK 6169 No CHK 6170 No CHK Doc Num Voided Type 27762628915 No MO 28542825527 No MO Payments $44,170.95 $44,170.95 Count 43 25 2 70 End of Report $6,205.95 Money Order (MO)$148.00 Total:$44,318.95 Project Summary Program - Project Deposits Housing Choice $148.00 Total:$148.00 Type Summary Document Type Amount Direct Deposit (DD)$37,965.00 Check (CHK) Cleared: 2 $148.00 Uncleared: 0 $0.00 Total Deposits: 2 $148.00 12/13/2023 Payment - Money Order Yes $73.00 12/14/2023 Payment - Money Order Yes $75.00 Posted Deposits Control Date Document Description Cleared Amount 12/29/2023 Dec 23 Mileage Reimb Yes $28.82 Cleared: 68 $44,170.95 Uncleared: 0 $0.00 Total Payments: 68 $44,170.95 12/01/2023 HAP Util Payment Dec 23 Yes $49.00 12/01/2023 Nov 23 Mileage Reimb Yes $49.13 12/01/2023 HAP Util Payment Dec 23 Yes $48.00 12/01/2023 HAP Util Payment Dec 23 Yes $34.00 12/01/2023 HAP Util Payment Dec 23 Yes $36.00 12/01/2023 HAP Util Payment Dec 23 Yes $148.00 12/01/2023 HAP Util Payment Dec 23 Yes $84.00 12/01/2023 HAP Util Payment Dec 23 Yes $77.00 12/01/2023 HAP Util Payment Dec 23 Yes $12.00 12/01/2023 HAP Util Payment Dec 23 Yes $290.00 12/01/2023 HAP Util Payment Dec 23 Yes $148.00 12/01/2023 HAP Util Payment Dec 23 Yes $54.00 12/01/2023 HAP Util Payment Dec 23 Yes $37.00 12/01/2023 HAP Util Payment Dec 23 Yes $14.00 12/01/2023 HAP Util Payment Dec 23 Yes $35.00 12/01/2023 HAP Util Payment Dec 23 Yes $108.00 www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 2 of 2 2/5/2024 3:17:53 PM Printed by: Julie Bakken 14 of 39 100% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rent HAP Repayment (148.00)6,860.00 6,860.00 3301 Admin Subsidy 6,861.00 77,763.00 79,201.00 (1,438.00)98% 3301.1 HAP Subsidy 40,897.00 488,387.00 434,498.00 53,889.00 112% 3450 Fraud Recovery - Admin 50%74.00 2,784.74 2,784.74 3450.1 Fraud Recovery - HAP 50%74.00 2,784.74 2,784.74 3610 Investment Income (0062)11.41 135.05 105.00 30.05 129% 3690.1 Other Revenue HAP 30,000.00 (30,000.00)0% TOTAL INCOME 47,769.41 578,714.53 543,804.00 34,910.53 106% EXPENSES 4140 Staff Training 225.00 (225.00) 4150 Travel 77.95 482.34 1,200.00 717.66 40% 4190 Other Admin Expenses (Apps, Service Charges)2,367.51 120.00 (2,247.51)1973% 4190.01 Manuals, Subscriptions 478.00 478.00 240.00 (238.00)199% 4190.08 Consulting Fees 1,945.00 1,945.00 100% 4190.2 Management Fees-OTC 67,275.89 93,887.00 26,611.11 72% 4715.1 HAP Occupied Units 44,377.00 480,581.00 394,904.00 (85,677.00)122% 4715.P HAP-Portability Out 14,480.00 32,462.00 17,982.00 45% 4716.P Port Out Admin Fee 1,016.08 1,423.00 406.92 71% TOTAL EXPENSES 44,932.95 568,850.82 526,181.00 (42,669.82) SURPLUS 2,836.46 9,863.71 17,623.00 (7,759.29)56% Otter Tail County Housing Redevelopment Authority Operating Statement Twelve Months Ending 12/31/2023 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 3:09:00 PM Printed by: Julie Bakken 15 of 39 Period Amount Balance ASSETS 1111 Cash Unrestricted 3,268.46 58,993.83 1121 Fraud A/R (148.00)2,549.00 1129 A/R Tenants 4,311.00 TOTAL ASSETS 3,120.46 65,853.83 LIABILITIES AND SURPLUS LIABILITIES 2112 A/P HAP 284.00 697.00 TOTAL LIABILITIES 284.00 697.00 SURPLUS 2700 Inc & Exp Clearing 4,078.69 2805 Restricted Net Position 22,114.50 2805 Restricted Net Position (Current Year) (3,406.00)(3,889.26) 2806 Unrestricted Position 29,099.93 2806 Unrestricted Position (Current Year) 6,242.46 13,752.97 TOTAL SURPLUS 2,836.46 65,156.83 TOTAL LIABILITIES AND SURPLUS 3,120.46 65,853.83 Otter Tail County Housing Redevelopment Authority Balance Sheet December 2023 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 3:08:59 PM Printed by: Julie Bakken 16 of 39 Doc Num Voided Type #01-00000683-00-0 Dec 23 No INV #01-00000684-00-1 Dec 23 No INV #10108 Dec 23 No INV #10350 Dec 23 No INV #10787 Dec 23 No INV #1129723 Dec 23 No INV #1130793 Dec 23 No INV #1130796 Dec 23 No INV #1130799 Dec 23 No INV #1130903 Dec 23 No INV #1143860 Dec 23 No INV #20072296 Dec 23 No INV #440572 Nov & Dec 23 No INV #480161 Nov & Dec 23 No INV #991 721 5394 4 Nov 23 No INV 7318 No CHK 7319 No CHK 7320 No CHK 7321 No CHK 7322 No CHK 7323 No CHK 7324 No CHK 7325 No CHK 7326 No CHK 7327 No CHK 7328 No CHK 7329 No CHK 7330 No CHK 7331 No CHK Doc Num Voided Type 1220 No CHK 1224 No CHK 1298 No CHK 1319 No CHK 2829 No CHK 3527 No CHK 3538 No CHK 5625 No CHK 41660 No MO 41662 No MO 82476494 No CHK 2864707160 No CHK 28985311956 No MO Int. No DI 12/21/2023 Payment - Money Order Yes $200.00 12/31/2023 Security Deposit Interest Yes $6.25 12/04/2023 Payment - Check - State of Yes $392.00 12/04/2023 Payment - Check Yes $425.00 12/13/2023 Payment - Money Order Yes $400.00 12/13/2023 Payment - Money Order Yes $260.00 12/21/2023 Payment - Check Yes $223.77 12/21/2023 Payment - Check Yes $963.47 12/21/2023 Payment - Check Yes $1,300.00 12/04/2023 Payment - Check Yes $240.00 12/08/2023 Payment - Check Yes $693.11 12/04/2023 Payment - Check Yes $368.53 12/04/2023 Payment - Check Yes $462.00 12/21/2023 Payment - Check Yes $721.76 Posted Deposits Control Date Document Description Cleared Amount Cleared: 29 $7,729.33 Uncleared: 0 $0.00 Total Payments: 29 $7,729.33 12/29/2023 Trans #5374 Acct Yes $6.47 12/29/2023 Dec 2023 Mileage Reimb Yes $20.96 12/29/2023 Payment Dec 23 Yes $154.27 12/29/2023 Whirlpool Refrigerator Cust Yes $1,149.97 12/15/2023 Water, Gas, Sewer Yes $765.49 12/15/2023 Carpentry Labor/Materials - Yes $500.00 12/15/2023 Henning Duplex-Various Yes $2,248.92 12/15/2023 Nov 23 Mileage Reimb Yes $53.06 12/15/2023 Cleaned/Filter - Pelican Rapids Yes $164.00 12/15/2023 Solar Salt Yes $32.60 12/01/2023 Refrigerator Yes $859.97 12/01/2023 Payment Nov 23 Yes $198.98 12/01/2023 Maintenance Materials Yes $172.30 12/01/2023 Maintenance Materials Yes $38.95 12/31/2023 Gas Nov & Dec 23 Yes $196.93 12/08/2023 Gas Yes $57.22 12/18/2023 Electric Yes $37.04 12/31/2023 Gas Nov & Dec 23 Yes $285.04 12/18/2023 Electric Yes $77.82 12/18/2023 Electric Yes $40.17 12/18/2023 Electric Yes $65.72 12/18/2023 Electric Yes $68.88 12/18/2023 Electric Yes $52.80 12/18/2023 Electric Yes $76.23 12/27/2023 Water, Sewer Yes $82.50 12/25/2023 Water, Sewer Yes $90.18 12/27/2023 Water, Sewer Yes $63.42 12/25/2023 Water, Sewer Yes $102.60 Payment Date Document Description Cleared Amount 12/27/2023 Water, Sewer Yes $66.84 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Public Housing Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 2 2/5/2024 3:30:09 PM Printed by: Julie Bakken 17 of 39 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Public Housing Int. No DI Int. No DI Int. No DI Int. Security Deposi No DI Int. Security Deposi No DI Int. Security Deposi No DI Int. Security Deposi No DI Int. Security Deposi No DI Int. Security Deposi No DI Int. Security Deposi No DI Int. Security Deposi No DI Int. Security Deposi No DI Int. Security Deposi No DI Payments $7,729.33 $7,729.33 Count 15 24 3 14 56Total:$14,447.07 End of Report $12,155.58 Money Order (MO)$860.00 PH Deposit Interest (DI)$68.10 Project Summary Program - Project Deposits Public Housing - Family $6,717.74 Total:$6,717.74 Type Summary Document Type Amount Invoice (INV)$1,363.39 Check (CHK) 12/31/2023 Security Deposit Interest Yes $5.00 Cleared: 27 $6,717.74 Uncleared: 0 $0.00 Total Deposits: 27 $6,717.74 12/31/2023 Security Deposit Interest Yes $5.00 12/31/2023 Security Deposit Interest Yes $3.35 12/31/2023 Security Deposit Interest Yes $5.00 12/31/2023 Security Deposit Interest Yes $5.00 12/31/2023 Security Deposit Interest Yes $5.00 12/31/2023 Security Deposit Interest Yes $5.00 12/31/2023 Security Deposit Interest Yes $5.00 12/31/2023 Security Deposit Interest Yes $5.00 12/31/2023 Security Deposit Interest Yes $6.25 12/15/2023 Security Deposit Interest Yes $4.00 12/31/2023 Security Deposit Interest Yes $6.00 12/31/2023 Security Deposit Interest Yes $2.25 www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 2 of 2 2/5/2024 3:30:09 PM Printed by: Julie Bakken 18 of 39 100% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 3,185.00 35,489.46 25,000.00 10,489.46 142% 3401.1 HUD Operating Subsidy 7,402.00 53,542.00 45,000.00 8,542.00 119% 3401.2 HUD Capital Funds-Operations/Admin 14,363.00 7,000.00 7,363.00 205% 3401.3 HUD Capital Funds-Project 36,971.88 33,000.00 3,971.88 112% 3610 Interest Income (5673/0070)31.10 275.86 40.00 235.86 690% 3690 Other Income (NSF, Late Fee, GR Support)63.00 895.50 21,000.00 (20,104.50)4% 3690.1 Water Charge Income 485.95 7,335.75 6,300.00 1,035.75 116% 3690.2 Electric Charge Income 556.71 10,968.65 8,550.00 2,418.65 128% 3690.3 Gas Charge Income 467.35 8,094.69 11,000.00 (2,905.31)74% 3690.31 Sewer Charge Income 571.23 8,476.36 7,350.00 1,126.36 115% 3690.4 Other Tenant Charges (Maint)1,209.00 1,209.00 TOTAL INCOME 12,762.34 177,622.15 164,240.00 13,382.15 108% EXPENSES 4130 Legal 783.10 750.00 (33.10)104% 4140 Staff Training 450.00 500.00 50.00 90% 4150 Travel 74.02 551.04 1,000.00 448.96 55% 4171 Audit 2,000.00 2,000.00 2,000.00 100% 4190 Other Admin Expenses (Reports, Apps)59.00 2,100.00 2,041.00 3% 4190.01 Manuals, Subscriptions 239.00 239.00 500.00 261.00 48% 4190.02 Office Supplies 750.00 750.00 0% 4190.03 Postage 500.00 500.00 0% 4190.06 Advertising 200.00 200.00 0% 4190.08 Consulting Fees 1,945.00 1,945.00 100% 4190.2 Management Fees-OTC 16,999.99 17,000.00 0.01 100% 4310 Water 1,195.33 7,612.62 6,400.00 (1,212.62)119% 4320 Electric 1,330.31 10,450.79 8,700.00 (1,750.79)120% 4330 Gas 1,554.15 8,915.89 11,500.00 2,584.11 78% 4331 Sewer 1,380.28 8,573.48 7,500.00 (1,073.48)114% 4400 Maintenance - Tools & Equip 22.95 750.00 727.05 3% 4420 Maintenance - Materials 4,904.77 7,424.19 5,500.00 (1,924.19)135% 4430 Maintenance - Contracts 740.40 8,553.23 20,000.00 11,446.77 43% 4431 Garbage and Trash Removal Contracts 1,044.73 500.00 (544.73)209% 4510 Insurance 15,762.60 15,763.00 0.40 100% 4520 PILOT 1,200.00 1,200.00 0% 4521 Assessments 1,237.36 1,200.00 (37.36)103% 4570 Collection Loss 205.58 205.58 500.00 294.42 41% 4580 Interest Expense (on Security Deposits)64.10 64.10 300.00 235.90 21% 4600 Capital Fund Projects 36,971.88 33,000.00 (3,971.88)112% 4610 Extraordinary Maintenance 3,500.00 3,500.00 0% TOTAL EXPENSES 13,687.94 129,866.53 143,558.00 13,691.47 90% SURPLUS (925.60)47,755.62 20,682.00 27,073.62 231% Otter Tail County Housing Redevelopment Authority Operating Statement Twelve Months Ending 12/31/2023 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 3:21:44 PM Printed by: Julie Bakken 19 of 39 Period Amount Balance ASSETS 1111 Cash 3,431.83 137,492.43 1114 Tenant Security Deposit Cash 129.10 9,173.50 1122 A/R Tenants (1,875.09)1,124.93 1122.1 Allowance for Doubtful Accts (200.00) 1123 A/R Deposits 675.00 1400.5 Accumulated Depreciation (1,072,546.35) 1400.6 Land 32,990.31 1400.7 Buildings 1,661,869.49 TOTAL ASSETS 1,685.84 770,579.31 LIABILITIES AND SURPLUS LIABILITIES 2111 Vendors/Contractors 680.05 680.05 2114 Tenant Security Deposits (545.90)9,173.50 2119 Accounts Payable 1,952.01 1,952.01 2119.1 A/P Admin 418.66 418.66 2240 Tenants Prepaid Rent 106.62 1,650.08 TOTAL LIABILITIES 2,611.44 13,874.30 SURPLUS 2700 Income/Expense Clearing Account (63,672.49) 2700 Income/Expense Clearing Account (Current Year) (925.60)47,755.62 2700 Income/Expense Clearing Account (Unclosed 2022) 0.01 2802 Invested in Capital Assets, Net of Related Debt 679,466.94 2806 Unrestricted Net Position 93,154.93 TOTAL SURPLUS (925.60)756,705.01 TOTAL LIABILITIES AND SURPLUS 1,685.84 770,579.31 Otter Tail County Housing Redevelopment Authority Balance Sheet December 2023 Program: Public Housing Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 3:21:43 PM Printed by: Julie Bakken 20 of 39 Doc Num Voided Type Document Recipient 76 No DD Betty Murphy 77 No DD Jeff A Ackerson 78 No DD Kurt A. Mortenson 79 No DD Wayne Johnson 1424 No CHK Management Computer Services Inc 1425 No CHK Language Line Services Inc 1426 No CHK National Association of Housing & Redevelopment 1427 No CHK Otter Tail County Recorder's Office 1428 No CHK Otter Tail County Recorder's Office 1429 No CHK Otter Tail County Recorder's Office 1430 No CHK Contractor Compliance & Monitoring Inc 1431 No CHK Lakes Country Service Cooperative 1432 No CHK Minnesota NAHRO 1433 No CHK Victor Lundeen Company Payments $9,303.83 $9,303.83 Count 4 10 14 End of Report $8,924.10 Total:$9,303.83 Project Summary Program - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$379.73 Check (CHK) 01/26/2024 Acct #12292 1099 Yes $19.85 Cleared: 13 $8,803.83 Uncleared: 1 $500.00 Total Payments: 14 $9,303.83 01/26/2024 SCDP Lead in Paint Risk Yes $675.00 01/26/2024 2024 Agency Annual No $500.00 01/12/2024 SCDP Yes $92.00 01/26/2024 Hidden Meadows Jan 24 Yes $750.00 01/12/2024 CHIP (EHRP)Yes $46.00 01/12/2024 CHIP (ROHL)Yes $46.00 01/12/2024 Acct #9020515648 Over the Yes $4.05 01/12/2024 2024 Membership Renewal Yes $251.20 01/26/2024 Per Diem/Mileage Jan 24 Yes $102.47 01/02/2024 Jan-Dec 2024 Support Fees Yes $6,540.00 01/26/2024 Per Diem/Mileage Jan 24 Yes $82.37 01/26/2024 Per Diem/Mileage Jan 24 Yes $92.42 Payment Date Document Description Cleared Amount 01/26/2024 Per Diem/Mileage Jan 24 Yes $102.47 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register General Revolving (GR) Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 4:19:28 PM Printed by: Julie Bakken 21 of 39 8% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3610 Interest Income 3703/5353/3741/0054 545.82 545.82 6,000.00 (5,454.18)9% 3690 Other Revenue MISC 3,500.00 3,500.00 3,500.00 3690.01 SCDP Administration (DEED) - All Communities 12,050.00 12,050.00 50,000.00 (37,950.00)24% 3690.02 SCDP City/Grant Funds - All Communities 80,358.00 80,358.00 907,860.00 (827,502.00)9% 3690.99 Refunds & Reimbursements 20,000.00 (20,000.00)0% 3691 Levy Revenue 15,606.68 15,606.68 1,513,771.00 (1,498,164.32)1% 3693.05 CHIP Rental Rehab Revolving Loan Payments 2,201.84 2,201.84 2,201.84 TOTAL INCOME 114,262.34 114,262.34 2,497,631.00 (2,383,368.66) EXPENSES 4130 Legal 15,000.00 15,000.00 0% 4140 Staff Training 9,000.00 9,000.00 0% 4150 Travel 1,500.00 1,500.00 0% 4170 Accounting 60,000.00 60,000.00 0% 4171 Audit 16,000.00 16,000.00 0% 4190 Other Administrative Expenses 1,000.00 1,000.00 0% 4190.01 Manuals, Subscriptions 1,000.00 1,000.00 0% 4190.02 Office Supplies 19.85 19.85 1,700.00 1,680.15 1% 4190.03 Postage 2,500.00 2,500.00 0% 4190.04 Telephone & Internet 300.00 300.00 0% 4190.05 Dues 851.20 851.20 1,500.00 648.80 57% 4190.06 Advertising 2,000.00 2,000.00 0% 4190.08 Consulting Fees 85,000.00 85,000.00 0% 4190.2 Management Fees-OTC Admin 459,350.00 459,350.00 0% 4190.22 Management Fees - Construction Consultant 65,000.00 65,000.00 0% 4210 Board Member Payments 379.73 379.73 4,000.00 3,620.27 9% 4430.1 Misc Contracts - Software 6,540.00 6,540.00 7,700.00 1,160.00 85% 4510 Insurance 394.00 394.00 47,000.00 46,606.00 1% 4521 Assessments 80.00 80.00 0% 4570 Housing Choice Voucher Operating Support 30,000.00 30,000.00 0% 4580 Public Housing Operating Support 20,000.00 20,000.00 0% 4590.02 SCDP Lead Based Paint Testing 675.00 675.00 (675.00) 4590.03 SCDP Construction (DEED)907,860.00 907,860.00 0% 4590.04 SCDP Recording Fees 92.00 92.00 (92.00) 4590.05 SCDP General Expense - Leverage 209,110.00 209,110.00 0% 4591.01 MHFA Administration/Overrun 750.00 750.00 (750.00) 4592.01 HOP Demolition/Site Clearance 45,000.00 45,000.00 0% 4593.02 CAP Property Acquisition 25,000.00 25,000.00 0% 4593.03 CAP Consulting Fees 10,000.00 10,000.00 0% 4593.04 CAP Architect/Engineering 45,000.00 45,000.00 0% 4593.05 CAP Legal Fees 5,000.00 5,000.00 0% 4593.06 CAP Affordable Senior Housing Program Leverage 131,031.00 131,031.00 0% 4594 CHIP Down Payment Assistance 55,000.00 55,000.00 0% 4595.01 CHIP Emergency Housing Repair Program (EHRP)46.00 46.00 45,000.00 44,954.00 0% 4595.02 CHIP Res Owner Occupied Housing Leverage (ROHL)46.00 46.00 70,000.00 69,954.00 0% 4595.04 CHIP Affordable Rental Unit Constr (ARUC) Program 70,000.00 70,000.00 0% TOTAL EXPENSES 9,793.78 9,793.78 2,447,631.00 2,437,837.22 0% SURPLUS 104,468.56 104,468.56 50,000.00 54,468.56 209% Otter Tail County Housing Redevelopment Authority Operating Statement One Month Ending 01/31/2024 Program: General Revolving (GR) Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 4:07:23 PM Printed by: Julie Bakken 22 of 39 Period Amount Balance ASSETS 1111 Cash 103,858.15 1,811,531.75 1111.1 Certificates of Deposit 145,763.96 1111.2 Cash MHFA Loan Acct #0054 0.52 4,084.14 1111.4 Committed for Housing Trust Fund 542,835.00 1113 Cash Rental Rehab 2,267.22 309,180.68 1129 A/R Other (1,167.38) 1130.1 Loan Receivable-Rental Rehab 112,295.99 1130.2 Loan Receivable-Down Payment Assistance 79,238.00 1130.3 Loan Receivable-Tax Levy Rehab Provision 268,804.14 1130.4 Loan Receivable-Homeowner Rehab 337,957.94 1130.9 Loan Allowance (606,762.08) 1400.5 Accumulated Depreciation (268.25) 1400.9 Furn/Equip/Mach - Admin 9,657.00 TOTAL ASSETS 104,958.51 3,014,318.27 LIABILITIES AND SURPLUS LIABILITIES 2111 Vendors/Contractors (4.05) 2250 Prepaid Expenses 494.00 2310 MHFA Note Payable 167,006.00 TOTAL LIABILITIES 489.95 167,006.00 SURPLUS 2700 Income/Expense Clearing Account 421,028.43 2700 Income/Expense Clearing Account (Unclosed 2023) (80.00) 2806 Unrestricted Net Position 1,965,649.55 2806 Unrestricted Net Position (Current Year) 104,468.56 104,468.56 2806 Unrestricted Net Position (Unclosed 2023) 356,245.73 TOTAL SURPLUS 104,468.56 2,847,312.27 TOTAL LIABILITIES AND SURPLUS 104,958.51 3,014,318.27 Otter Tail County Housing Redevelopment Authority Balance Sheet January 2024 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/5/2024 4:07:22 PM Printed by: Julie Bakken 23 of 39 Doc Num Voided Type 722 No DD 723 No DD 724 No DD 725 No DD 726 No DD 727 No DD 728 No DD 729 No DD 730 No DD 731 No DD 732 No DD 733 No DD 734 No DD 735 No DD 736 No DD 737 No DD 738 No DD 739 No DD 740 No DD 741 No DD 742 No DD 743 No DD 744 No DD 745 No DD 746 No DD 747 No DD 748 No DD 749 No DD 750 No DD 751 No DD 752 No DD 753 No DD 754 No DD 755 No DD 756 No DD 757 No DD 758 No DD 759 No DD 760 No DD 761 No DD 762 No DD 763 No DD 764 No DD 5902 No VD 6171 No CHK 6172 No CHK 6173 No CHK 6174 No CHK 6175 No CHK 6176 No CHK 6177 No CHK 01/01/2024 HAP Payment Jan 24 No $461.00 01/01/2024 HAP Payment Jan 24 Yes $667.00 01/01/2024 HAP Payment Jan 24 Yes $550.00 01/01/2024 HAP Payment Jan 24 Yes $952.00 01/01/2024 HAP Payment Jan 24 Yes $1,045.00 01/01/2024 HAP Payment Jan 24 Yes $357.00 01/10/2024 Misplaced/Lost Yes ($413.00) 01/01/2024 HAP Payment Jan 24 Yes $710.00 01/01/2024 HAP Payment Jan 24 Yes $2,209.00 01/01/2024 HAP Payment Jan 24 Yes $278.00 01/01/2024 HAP Payment Jan 24 Yes $973.00 01/01/2024 HAP Payment Jan 24 Yes $637.00 01/01/2024 HAP Payment Jan 24 Yes $618.00 01/01/2024 HAP Payment Jan 24 Yes $605.00 01/01/2024 HAP Payment Jan 24 Yes $1,369.00 01/01/2024 HAP Payment Jan 24 Yes $294.00 01/01/2024 HAP Payment Jan 24 Yes $429.00 01/01/2024 HAP Payment Jan 24 Yes $250.00 01/01/2024 HAP Payment Jan 24 Yes $590.00 01/01/2024 HAP Payment Jan 24 Yes $496.00 01/01/2024 HAP Payment Jan 24 Yes $188.00 01/01/2024 HAP Payment Jan 24 Yes $517.00 01/01/2024 HAP Payment Jan 24 Yes $672.00 01/01/2024 HAP Payment Jan 24 Yes $289.00 01/01/2024 HAP Payment Jan 24 Yes $804.00 01/01/2024 HAP Payment Jan 24 Yes $357.00 01/01/2024 HAP Payment Jan 24 Yes $4,679.00 01/01/2024 HAP Payment Jan 24 Yes $403.00 01/01/2024 HAP Payment Jan 24 Yes $493.00 01/01/2024 HAP Payment Jan 24 Yes $391.00 01/01/2024 HAP Payment Jan 24 Yes $1,080.00 01/01/2024 HAP Payment Jan 24 Yes $267.00 01/01/2024 HAP Payment Jan 24 Yes $6,875.00 01/01/2024 HAP Payment Jan 24 Yes $596.00 01/01/2024 HAP Payment Jan 24 Yes $145.00 01/01/2024 HAP Payment Jan 24 Yes $565.00 01/01/2024 HAP Payment Jan 24 Yes $1,033.00 01/01/2024 HAP Payment Jan 24 Yes $807.00 01/01/2024 HAP Payment Jan 24 Yes $625.00 01/01/2024 HAP Payment Jan 24 Yes $450.00 01/01/2024 HAP Payment Jan 24 Yes $6,866.00 01/01/2024 HAP Payment Jan 24 Yes $942.00 01/01/2024 HAP Payment Jan 24 Yes $339.00 01/01/2024 HAP Payment Jan 24 Yes $1,025.00 01/01/2024 HAP Payment Jan 24 Yes $439.00 01/01/2024 HAP Payment Jan 24 Yes $400.00 01/01/2024 HAP Payment Jan 24 Yes $327.00 01/01/2024 HAP Payment Jan 24 Yes $700.00 01/01/2024 HAP Payment Jan 24 Yes $301.00 01/01/2024 HAP Payment Jan 24 Yes $225.00 Payment Date Document Description Cleared Amount 01/01/2024 HAP Payment Jan 24 Yes $529.00 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 2 2/6/2024 8:48:40 AM Printed by: Julie Bakken 24 of 39 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 6178 No CHK 6179 No CHK 6180 No CHK 6181 No CHK 6182 No CHK 6183 No CHK 6184 No CHK 6185 No CHK 6186 No CHK 6187 No CHK 6188 No CHK 6189 No CHK 6190 No CHK 6191 No CHK 6192 No CHK 6193 No CHK 6194 No CHK 6195 No CHK 6196 No CHK 6197 No CHK 6198 No CHK 6199 No CHK 119201 No ADJ Doc Num Voided Type 27762628994 No MO Payments $49,017.25 $49,017.25 Count 43 1 29 1 1 75 End of Report Money Order (MO)$73.00 Total:$49,090.25 ($413.00) Check (CHK)$8,221.00 Portability Tenant ($867.75) Project Summary Program - Project Deposits Housing Choice Vouchers - $73.00 Total:$73.00 Type Summary Document Type Amount Direct Deposit (DD)$42,077.00 Void Payment (VD) 01/10/2024 Payment - Money Order Yes $73.00 Cleared: 1 $73.00 Uncleared: 0 $0.00 Total Deposits: 1 $73.00 Posted Deposits Control Date Document Description Cleared Amount 01/10/2024 HAP paid back for tenant Yes ($867.75) Cleared: 70 $47,326.25 Uncleared: 4 $1,691.00 Total Payments: 74 $49,017.25 01/01/2024 HAP Util Payment Jan 24 Yes $49.00 01/01/2024 HAP Payment Jan 24 No $1,183.00 01/01/2024 HAP Util Payment Jan 24 Yes $48.00 01/01/2024 HAP Util Payment Jan 24 Yes $34.00 01/01/2024 HAP Util Payment Jan 24 Yes $169.00 01/01/2024 HAP Util Payment Jan 24 Yes $103.00 01/01/2024 HAP Util Payment Jan 24 Yes $77.00 01/01/2024 HAP Util Payment Jan 24 Yes $36.00 01/01/2024 HAP Util Payment Jan 24 Yes $186.00 01/01/2024 HAP Util Payment Jan 24 Yes $84.00 01/01/2024 HAP Util Payment Jan 24 Yes $54.00 01/01/2024 HAP Util Payment Jan 24 No $12.00 01/01/2024 HAP Util Payment Jan 24 Yes $14.00 01/01/2024 HAP Util Payment Jan 24 Yes $148.00 01/01/2024 HAP Util Payment Jan 24 Yes $120.00 01/01/2024 HAP Util Payment Jan 24 Yes $37.00 01/01/2024 HAP Util Payment Jan 24 No $35.00 01/01/2024 HAP Util Payment Jan 24 Yes $108.00 01/01/2024 HAP Util Payment Jan 24 Yes $67.00 01/01/2024 HAP Util Payment Jan 24 Yes $122.00 01/01/2024 HAP Payment Jan 24 Yes $327.00 01/01/2024 HAP Payment Jan 24 Yes $466.00 www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 2 of 2 2/6/2024 8:48:40 AM Printed by: Julie Bakken 25 of 39 8% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rent HAP Repayment (73.00)(73.00)1,776.00 (1,849.00)-4% 3301 Admin Subsidy 6,500.00 6,500.00 77,347.00 (70,847.00)8% 3301.1 HAP Subsidy 41,956.00 41,956.00 493,508.00 (451,552.00)9% 3450 Fraud Recovery - Admin 50%36.50 36.50 36.50 3450.1 Fraud Recovery - HAP 50%36.50 36.50 36.50 3610 Investment Income (0062)10.78 10.78 120.00 (109.22)9% 3690.1 Other Revenue HAP 30,000.00 (30,000.00)0% TOTAL INCOME 48,466.78 48,466.78 602,751.00 (554,284.22)8% EXPENSES 4150 Travel 600.00 600.00 0% 4190 Other Admin Expenses (Apps, Service Charges)22.00 22.00 400.00 378.00 6% 4190.01 Manuals, Subscriptions 500.00 500.00 0% 4190.08 Consulting Fees 1,945.00 1,945.00 0% 4190.2 Management Fees-OTC 91,887.00 91,887.00 0% 4715.1 HAP Occupied Units 48,831.00 48,831.00 474,401.00 425,570.00 10% 4715.P HAP-Portability Out (819.00)(819.00)23,500.00 24,319.00 -3% 4716.P Port Out Admin Fee (48.75)(48.75)1,200.00 1,248.75 -4% TOTAL EXPENSES 47,985.25 47,985.25 594,433.00 546,447.75 8% SURPLUS 481.53 481.53 8,318.00 (7,836.47)6% Otter Tail County Housing Redevelopment Authority Operating Statement One Month Ending 01/31/2024 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/6/2024 8:39:41 AM Printed by: Julie Bakken 26 of 39 Period Amount Balance ASSETS 1111 Cash Unrestricted (142.47)58,851.36 1121 Fraud A/R (148.00)2,401.00 1129 A/R Tenants 75.00 4,386.00 TOTAL ASSETS (215.47)65,638.36 LIABILITIES AND SURPLUS LIABILITIES 2112 A/P HAP (697.00) TOTAL LIABILITIES (697.00) SURPLUS 2700 Inc & Exp Clearing 4,078.69 2805 Restricted Net Position 22,114.50 2805 Restricted Net Position (Current Year) (6,019.50)(6,019.50) 2805 Restricted Net Position (Unclosed 2023) (3,889.26) 2806 Unrestricted Position 29,099.93 2806 Unrestricted Position (Current Year) 6,501.03 6,501.03 2806 Unrestricted Position (Unclosed 2023) 13,752.97 TOTAL SURPLUS 481.53 65,638.36 TOTAL LIABILITIES AND SURPLUS (215.47)65,638.36 Otter Tail County Housing Redevelopment Authority Balance Sheet January 2024 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/6/2024 8:39:40 AM Printed by: Julie Bakken 27 of 39 Doc Num Voided Type #01-00000621-00-0 Dec 23 No INV #01-00041004-00-6 Dec 23 No INV #01-00041101-00-0 Dec 23 No INV #01-00041152-00-6 Dec 23 No INV 7332 No CHK 7333 No CHK 7334 No CHK Doc Num Voided Type 1321 No CHK 1322 No CHK 2830 No CHK 3544 No CHK 3549 No CHK 5627 No CHK 82494533 No CHK 289853110 No MO 22-025474252 No MO 28647073528 No MO 28985314083 No MO Payments $1,802.72 $1,802.72 Count 4 10 4 18 End of Report $4,537.46 Money Order (MO)$1,978.58 Total:$7,523.32 Project Summary Program - Project Deposits Public Housing - Family $5,720.60 Total:$5,720.60 Type Summary Document Type Amount Invoice (INV)$1,007.28 Check (CHK) 01/02/2024 Payment - Money Order Yes $680.00 Cleared: 11 $5,720.60 Uncleared: 0 $0.00 Total Deposits: 11 $5,720.60 01/02/2024 Payment - Money Order Yes $23.58 01/02/2024 Payment - Money Order Yes $425.00 01/02/2024 Payment - Check Yes $392.00 01/26/2024 Payment - Money Order Yes $850.00 01/25/2024 Payment - Check Yes $250.00 01/26/2024 Payment - Check Yes $962.72 01/26/2024 Payment - Check Yes $800.00 01/16/2024 Payment - Check Yes $240.00 01/02/2024 Payment - Check Yes $599.09 01/26/2024 Payment - Check Yes $498.21 Posted Deposits Control Date Document Description Cleared Amount Cleared: 7 $1,802.72 Uncleared: 0 $0.00 Total Payments: 7 $1,802.72 01/26/2024 Payment Jan 24 Yes $115.39 01/26/2024 Solar Salt Yes $43.80 01/03/2024 Water, Electric, Gas, Sewer Yes $347.72 01/12/2024 Water, Sewer Yes $636.25 01/03/2024 Water, Electric, Gas, Sewer Yes $250.00 01/03/2024 Water, Electric, Gas, Sewer Yes $255.72 Payment Date Document Description Cleared Amount 01/03/2024 Water, Elec, Gas, Sewer Yes $153.84 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Public Housing Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/6/2024 9:07:26 AM Printed by: Julie Bakken 28 of 39 8% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 3,107.00 3,107.00 32,000.00 (28,893.00)10% 3401.1 HUD Operating Subsidy 3,353.50 3,353.50 45,000.00 (41,646.50)7% 3401.2 HUD Capital Funds-Operations/Admin 7,000.00 (7,000.00)0% 3401.3 HUD Capital Funds-Project 33,000.00 (33,000.00)0% 3610 Interest Income (5673/0070)31.89 31.89 200.00 (168.11)16% 3690 Other Income (NSF, Late Fee, GR Support)24.00 24.00 21,000.00 (20,976.00)0% 3690.1 Water Charge Income 580.70 580.70 6,300.00 (5,719.30)9% 3690.2 Electric Charge Income 770.75 770.75 12,000.00 (11,229.25)6% 3690.3 Gas Charge Income 995.55 995.55 11,000.00 (10,004.45)9% 3690.31 Sewer Charge Income 676.72 676.72 7,350.00 (6,673.28)9% TOTAL INCOME 9,540.11 9,540.11 174,850.00 (165,309.89)5% EXPENSES 4130 Legal 750.00 750.00 0% 4140 Staff Training 2,000.00 2,000.00 0% 4150 Travel 500.00 500.00 0% 4171 Audit 2,200.00 2,200.00 0% 4190 Other Admin Expenses (Reports, Apps)200.00 200.00 0% 4190.01 Manuals, Subscriptions 500.00 500.00 0% 4190.06 Advertising 200.00 200.00 0% 4190.08 Consulting Fees 1,950.00 1,950.00 0% 4190.2 Management Fees-OTC 25,000.00 25,000.00 0% 4310 Water 6,400.00 6,400.00 0% 4320 Electric 12,250.00 12,250.00 0% 4330 Gas 11,500.00 11,500.00 0% 4331 Sewer 7,500.00 7,500.00 0% 4400 Maintenance - Tools & Equip 500.00 500.00 0% 4420 Maintenance - Materials 5,500.00 5,500.00 0% 4430 Maintenance - Contracts 15,000.00 15,000.00 0% 4431 Garbage and Trash Removal Contracts 500.00 500.00 0% 4510 Insurance 25,000.00 25,000.00 0% 4520 PILOT 3,900.00 3,900.00 0% 4521 Assessments 1,400.00 1,400.00 0% 4570 Collection Loss 500.00 500.00 0% 4580 Interest Expense (on Security Deposits)300.00 300.00 0% 4600 Capital Fund Projects 33,000.00 33,000.00 0% 4610 Extraordinary Maintenance 3,500.00 3,500.00 0% TOTAL EXPENSES 160,050.00 160,050.00 0% SURPLUS 9,540.11 9,540.11 14,800.00 (5,259.89)64% Otter Tail County Housing Redevelopment Authority Operating Statement One Month Ending 01/31/2024 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/6/2024 8:56:37 AM Printed by: Julie Bakken 29 of 39 Period Amount Balance ASSETS 1111 Cash 5,939.88 143,432.31 1114 Tenant Security Deposit Cash 9,173.50 1122 A/R Tenants 1,632.19 2,757.12 1122.1 Allowance for Doubtful Accts (200.00) 1123 A/R Deposits (675.00) 1400.5 Accumulated Depreciation (1,072,546.35) 1400.6 Land 32,990.31 1400.7 Buildings 1,661,869.49 TOTAL ASSETS 6,897.07 777,476.38 LIABILITIES AND SURPLUS LIABILITIES 2111 Vendors/Contractors (680.05) 2114 Tenant Security Deposits 9,173.50 2119 Accounts Payable (2,370.67)(418.66) 2119.1 A/P Admin 418.66 2240 Tenants Prepaid Rent 407.68 2,057.76 TOTAL LIABILITIES (2,643.04)11,231.26 SURPLUS 2700 Income/Expense Clearing Account (63,672.49) 2700 Income/Expense Clearing Account (Current Year) 9,540.11 9,540.11 2700 Income/Expense Clearing Account (Unclosed 2022) 0.01 2700 Income/Expense Clearing Account (Unclosed 2023) 47,755.62 2802 Invested in Capital Assets, Net of Related Debt 679,466.94 2806 Unrestricted Net Position 93,154.93 TOTAL SURPLUS 9,540.11 766,245.12 TOTAL LIABILITIES AND SURPLUS 6,897.07 777,476.38 Otter Tail County Housing Redevelopment Authority Balance Sheet January 2024 Program: Public Housing Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 2/6/2024 8:56:36 AM Printed by: Julie Bakken 30 of 39 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _February 20, 2024__ BOARD MEETING DATE AGENDA ITEM #4A Amy Baldwin 02/14/2024 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Authorization to enter into Contract Discussions for Housing Program and Project Support Services PROPOSED REQUEST/JUSTIFICATION On February 8, 2024, the HRA with prior approval from the HRA Board of Commissioners issued a Request for Proposal for Housing Program and Project Support Services. Proposals are due by 8:30 a.m. on February 20, 2024. Staff will review the submitted proposals and bring a recommendation to the meeting. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Amy Baldwin 02/14/2024 ATTACHMENT LIST: Housing Program and Project Support Services RFP FINANCIAL IMPLICATIONS: BUDGETED: X YES NO FUNDING: General Revolving COMMENTS 31 of 39 Attachment A Request for Proposals Otter Tail County Housing and Redevelopment Authority Housing Program and Project Support Services Overview The Otter Tail County Housing and Redevelopment Authority is seeking proposals from qualified individuals interested in entering into an agreement as an independent contractor with the Otter Tail County Housing and Redevelopment Authority to provide services to support staff on various housing related programs and projects for a period of one year with an option to renew for an additional two years. The Otter Tail County HRA’s mission is to provide safe, decent, and affordable housing opportunities to individuals and families as they strive to achieve self-sufficiency and improve the quality of their lives. Presently that includes the following programs and services: management of the Housing Choice Voucher Program and 13 scattered public housing units, implementation of Small Cities Development Grants, administration of various rehabilitation and down payment assistance resources and the financing and development of affordable housing. Qualifications: Minimum 10 years of HRA leadership experience and familiarity with housing guidelines, policies and financial management. Strong interpersonal skills and the ability to develop trusting relationships with staff, the Otter Tail County HRA Board of Directors and partner agencies. Knowledge of funding opportunities on a federal and state level that compliment programs and activities performed by the Otter Tail County HRA. Scope of Services: Work with staff to identify possible partnership and funding opportunities that further the goals and activities of the Otter Tail County HRA. This could include support of submitting applications for grant funds to Minnesota Housing for Housing Infrastructure Bonds, Bring It Home Vouchers or the Housing Trust Fund Program. Work with staff to develop a Senior Affordable Housing Program, a Landlord Engagement Plan and Shared Housing Program. Provide transition support to Executive Director. Connect with area lenders related to the Minnesota City Participation Program and Fix Up Funds to ensure continued use of allocation and awareness of programs. Submittal Instructions: Proposals, including an outline of qualifications, relevant experience and fee structure, should be submitted to Amy Baldwin, Otter Tail County HRA Executive Director at abaldwin@ottertailcounty.gov or 500 West Fir Avenue, Fergus Falls, MN 56537. Questions can also be directed to Amy Baldwin. Proposals are due by 8:30 am on Tuesday, February 20, 2024. 32 of 39 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION February 20, 2024 BOARD MEETING DATE AGENDA ITEM #4B Tanya Westra 02/14/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 274 Authorizing Execution of Contract with Radon Remedies LLC to Install Radon Mitigation Systems in all Public Housing Units PROPOSED REQUEST/JUSTIFICATION Approved Capital Fund Plan activities include radon mitigation. A sump pit was installed in each Public Housing unit at the time of construction. This makes installation of a radon mitigation system easier and more cost effective. Minnesota Building Code requires that radon systems be installed in all new residential construction. The Minnesota Department of Health recommends installing a radon mitigation system when levels are 4 pCi/L (picocuries of radon per liter of air). For levels at 2-3.9 pCi/L, action to reduce the amount of radon in the home are strongly urged. Bids were received from Ron Prosch and Associates as well as Radon Remedies LLC. Each bid includes initial testing, installation and follow up testing to ensure that the system is working. Contractor Initial Testing Cost System Cost Total System Cost for all 13 units Total Cost with Initial Testing Ron Prosch & Associates $700 $2,075 per system x 13 units $26,975 $27,675 Radon Remedies LLC $2,275 $1,500 per system x 13 units $19,500 $21,775 Previous information was reviewed by staff and it is thought appropriate to install a mitigation system in each unit with an assumption that the majority would likely test over 2 pCi/L. Should the Board proceed with installing a mitigation system in each of the 13 units, initial testing would not be needed. Staff recommends the approval of the attached resolution to install a radon mitigation system in all 13 Public Housing units utilizing $11,897.12 of 2020 Capital Funds and $7,602.88 of 2022 Capital Funds. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED: N/A EXECUTIVE DIRECTOR DATE: Amy Baldwin 2/14//2024 ATTACHMENT LIST: Resolution No. 274 FINANCIAL IMPLICATIONS: Budgeted Activity BUDGETED: X YES NO FUNDING: Public Housing Capital Fund Grants COMMENTS 33 of 39 RESOLUTION NO. 274 RESOLUTION AUTHORIZING OBLIGATION AND EXPENDITURE OF CAPITAL FUNDS; AUTHORIZING EXECUTION OF CONTRACT FOR INSTALLATION OF RADON MITIGATION SYSTEMS WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) administers a scattered site Public Housing Program (the “Program”); and WHEREAS, the Department of Housing and Urban Development (“HUD”) allocates Capital Funds on an annual basis to the Authority; and WHEREAS, the Authority is required to procure vendors, enter into contracts and obligate and expend Capital Funds according to certain timeframes; and WHEREAS, the Authority has determined that the proposed capital activities (the “Replacement Activities”) are necessary in accordance with a five-year Capital Fund program budget; and WHEREAS, the Authority has obtained bids for testing and installation of radon mitigation systems; and WHEREAS, the Replacement Activities will be funded by 2020 and 2022 Capital Funds. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Board of Commissioners hereby awards the bid for the installation of radon mitigation systems and testing be awarded to Radon Remedies LLC; 2. That the Executive Director is hereby authorized to execute a contract with the Vendor; 3. That the Executive Director is hereby authorized to obligate and expend Capital Funds in conformance with the contract. Upon the motion of_____________, seconded by__________, and passed on a ________ vote, the above resolution is hereby adopted by the Otter Tail County Housing and Redevelopment Authority Board of Commissioners. Adopted this 20th day of February, 2024. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 34 of 39 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION February 20, 2024 BOARD MEETING DATE AGENDA ITEM #5D Amy Baldwin 02/14/2024 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 275 Authorizing Staff to Proceed with Financing and Contract Preparation for Construction of Senior Affordable Housing in Dalton PROPOSED REQUEST/JUSTIFICATION On January 20, 2024, an Advertisement for Bids was published in the Daily Journal, posted on the Otter Tail County website, provided to the Lake Region Builders Association and distributed directly to various contacts to solicit bids for modular construction as well as on site work for affordable senior housing to be located in Dalton. Sealed bids were to be submitted before 2:00 p.m. on February 9, 2024. A Bid Summary of the bids submitted is attached. Base bid construction costs total $1,372,407. The cost to upgrade the siding from vinyl to Diamond Kote/LP Smart Side is an additional $26,999 in material and labor costs ($1,399,406 total construction cost). Total development cost for two triplexes each consisting of two 2 bedroom units and one 1 bedroom unit is estimated to be $1,664,221. This includes a contingency, appliances and professional fees. It is proposed that approximately half of the project would be funded through low interest financing provided by Otter Tail County along with the use of HRA reserves and the County’s State Affordable Housing Aid allocation. It is recommended the Board authorize staff to move forward with finalizing the project financing structure and to prepare contracts with Northstar Systembuilt, Novelty Construction LLC, Lietch Excavating and Ohren Electric. If authorized to proceed by the Board, final approval of contracts is anticipated at the March 2024 HRA Board Meeting. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED: N/A EXECUTIVE DIRECTOR DATE: Amy Baldwin 2/14/2024 ATTACHMENT LIST: Bid Summary Resolution No. 275 FINANCIAL IMPLICATIONS: BUDGETED: YES NO FUNDING: General Revolving & County Support COMMENTS 35 of 39 MODULAR CONSTRUCTION BIDS ON SITE CARPENTRY EXCAVATION COMPANY BID Leitch Excavating $61,870 SF Excavating $66,220 Novelty Construction LLC $78,039 Joe Riley Construction Inc. Bid not complete Prepare site, excavate foundation, complete top soil respreading, hydroseed, rock landscape border and plant trees on south side of building. CONCRETE COMPANY BID Novelty Construction LLC $157,510 Green concrete Construction Inc. $190,000 Kluver Concrete Services $191,360 ICF foundation with footings, garage floor, driveway apron and sidewalk, bid spec called for installation of poly membrane on crawlspace floor MECHANICAL AND PLUMBING COMPANY BID Novelty Construction LLC $115,519 Hanson’s Heating & Plumbing $160,781 Mission Mechanical $186,288 J Brothers Mechanical $197,894 Electric Heat Pump, water softener, passive radon mitigation system, 40 gal. water heater, connection to city water and sewer lines ELECTRICAL COMPANY BID ADD ALTERNATE Ohren Electric $59,880 $400 Addition of a 240-volt, 60 amp circuit fed to a blanked off junction box on back wall of garage for future electric vehicle charging. Highlighted bid amounts are included in the total construction cost of $1,399,406. COMPANY BASE BID ADDITIONAL COST FOR UPGRADED SIDING Northstar Systembuilt $761,567 $16,604 Alexandria Homes $953,474 $51,284 COMPANY BASE BID ADDITIONAL COST FOR UPGRADED SIDING Novelty Construction LLC $216,061 $10,395 36 of 39 I 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY I (!) EQUAL HOUSING OPPORTUNITY I I OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov RESOLUTION NO. 275 AUTHORIZING STAFF TO PROCEED WITH FINANCING AND CONTRACT PREPARATION FOR CONSTRUCTION OF SENIOR AFFORDABLE HOUSING IN DALTON WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) is authorized by Minnesota Statutes, Section 469 to carry out redevelopment activities; and WHEREAS, the City of Dalton (the “City”) owns property located on and near Court Street and Park Avenue (the “Property”); and WHEREAS, the Authority has given consideration to developing an affordable senior housing development to be known as North Fields of Dalton (the “North Fields of Dalton Proposed Development”) on a portion of the Property; and WHEREAS, on July 18, 2023, a Public Hearing was held, and Resolution 246 was approved by the Board to establish an Affordable Senior Housing Program pursuant to Minnesota Statutes 462.05C, subdivision 2; and WHEREAS, the Authority staff solicited competitive request for proposals beginning on April 29, 2023 for site built construction with bids coming in at a total of $2,023,536; and WHEREAS, proposals for site built construction were rejected by the Board at its regular meeting on October 17, 2023; and WHEREAS, Authority staff, under the direction of the Board, continued to work on the Affordable Senior Housing Project; and WHEREAS, on January 16, 2023 at its regular meeting the Board authorized staff to issue an Advertisement for Bids utilizing modular and on site construction methods; and WHEREAS, the advertisement for Bids was published in the Fergus Falls Daily Journal, posted on the Otter Tail County website and sent to the Lake Region Builders Association for publication; and WHEREAS, sealed bids that were received before 2:00 p.m. on February 9, 2024 were opened publicly in the West Battle Lake room at the Government Service Center on February 9, 2024 at 2:15 p.m. and WHEREAS, the total construction bid with add alternates for upgraded siding total $1,399,406; and WHEREAS, the Authority estimated a construction budget of $1,351,000, without a contingency; and WHEREAS, total development costs are estimated to be $1,664,221; and WHEREAS, Authority staff, at the direction of the Board, has pursued financial support from Otter Tail County to repaid by the Authority annually with its Special Benefit Levy. 37 of 39 NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That Authority Staff proceed with proceeding with the financing support from Otter Tail County. 2. That, Authority Staff proceed with drafting contracts with Northstar Systembuilt, Novelty Construction LLS, Leich Excavating and Ohren Electric, not to be executed without Board approval. Upon the motion of___________, seconded by ________________and passed on a _______ vote, the above resolution is hereby adopted by the Otter Tail County Housing and Redevelopment Authority Board of Commissioners. Adopted this 20th day of February 20, 2024. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 38 of 39 MINNESOTA HOUSING PUBLICLY OWNED HOUSING PROGRAM (POHP) POHP was established by Minnesota Legislature in 2005 to offer assistance to HRA/CDA/PHA’s that provide public housing to individuals and families. POHP funds are provided in the form of a 20-year, deferred, forgivable loan to the HRA/CDA/PHA. ELIGIBLE ACTIVITIES RehabilitaƟon that addresses the health and life safety, accessibility, energy efficiency/climate resiliency and criƟcal needs that have an expected useful life of more than 10 years. o AcƟviƟes could include replacement of all decks, conversion of furnaces in Underwood from propane to electric, replacement of all laundry hook ups in duplex units, replacement of siding on all buildings. Improvements of a capital nature. OTHER INFORMATION No minimum or maximum loan request. There is $41 million available for the open funding round. Applicant must have leverage, but no there is no minimum requirement. POHP loans are funded by General ObligaƟon Bonds, so the property must remain in public ownership for a 35-year compliance period. POHP loans are not compaƟble with HUD’s Rental Assistance DemonstraƟon (RAD) transacƟons that involve a transfer of ownership to a non-public owner (including an LLC). Minnesota Housing anƟcipates that another POHP RFP will be released later this year with the possibility of a third round in 2025. Details of future rounds are sƟll being discussed. No commitment on whether future rounds will be funded by General ObligaƟon Bonds or cash. Prevailing Wage requirements are applicable. Discussions with the HRA Board have taken place regarding the possibility of uƟlizing RAD Conversion for the Public Housing Units in the future. Should the Board wish to proceed with a POHP applicaƟon that is funded by General ObligaƟon Bonds, a RAD conversion would not be possible during the 35-year compliance period of the bonds. It is the recommendaƟon of staff to wait unƟl the next rounds of funding are released to see how they will be funded by Minnesota Housing. 39 of 39 218-998-8730 ® HOUSING AND REDEVELOPMENT AUTHORITY ti) EQUAL HOUSING OPPORTUNITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov