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Housing & Redevelopment Authority - HRA-Packet-05-20-2024 Supporting Documents - 05/20/2024
OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY BOARD PACKET May 20, 2024 1 of 23 2 of 23 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY AGENDA Government Services Center, Otter Tail Lake Room 515 West Fir Avenue, Fergus Falls, MN May 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, April 16, 2024 B. Housing Choice Voucher Rental Assistance Program Report April 2024 C. Community Housing Investment Programs Report April 2024 D. Public Housing Program Report April 2024 E. Check Report April 2024 Reports 4. New Business A. Resolution No. 285, Rent Collection Policy 5. Discussion A. Owner Occupied Loan - TLC#211 6. Executive Director Report 7. General Discussion – Topics by Commissioners 8. Adjourn 3 of 23 The Otter Tail County HRA Board of Commissioners Met for a regular meeting on April 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 Kurt Mortenson Betty Murphy Leland Rogness, Vice Chairperson Absent: Jeff Ackerson 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 1. CALL TO ORDER Chairperson Johnson called the meeting to order at 11:45am. 2. APPROVAL OF AGENDA Motion made by Lee Rogness, seconded by Kurt Mortenson to approve the April 16, 2024 Agenda with changes noted to add to General Discussion information about a request from a potential landlord. Motion passed unanimously. 3. APPROVAL OF CONSENT AGENDA ITEMS Motion made by Kurt Mortenson, seconded by Lee Rogness to approve the Consent Agenda. Motion passed unanimously. 4. NEW BUSINESS A. Resolution 284 Adopting Amendment to Community Housing Investment Program Emergency Housing Repair Program Policy. Tanya Westra, OTC HRA Housing Program Supervisor, stated that there may be unique situations that are of a critical health or safety nature not currently listed as an eligible activity. A critical health or safety risk can be defined as a hazard that currently exists and has the potential to cause death or serious illness to occupants of a home. To provide flexibility in these situations, she suggested a two-step process - first the Project Manager reviews the request and makes the initial determination, second the Housing Program Supervisor or Executive Director would review to ensure that the activity meets the threshold. Motion made by Lee Rogness, seconded by Betty Murphy to approve. Motion passed unanimously. The Board requested that they receive a report at the next meeting summarizing the situation. 4 of 23 218-998-8730 @ 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 5. Discussion A. Five-Year Plan and Annual Plan Tanya Westra, HRA Housing Program Supervisor, reported that the updated 5-Year Plan will be effective January 1, 2025 – December 31, 2029, and to expect changes to the Housing Choice Voucher Administrative Plan as well as the Public Housing Admissions and Continued Occupancy Policy. There will be a posting in July’s newspaper that gives a 45-day comment period and that a Public Hearing will follow at the September board meeting. Amy Baldwin, HRA Executive Director, stated the changes need to be clear and concise for the public and that Barbara Dacy, Independent Consultant, will be assisting with staff on the process and development of the Plans. Tanya Westra, HRA Housing Program Supervisor, presented the goals from the current 5 year plan for 1) Housing Stability and 2) Creating New Homes and what had been accomplished. She indicated that Senior Housing in Dalton was not checked yet but that it was in progress. B. Purchase and Development Agreement North Fields of Dalton - modifications Amy Baldwin, HRA Executive Director, reported that Tanya Westra, HRA Housing Program Supervisor, had attended the April 2 City Council meeting in Dalton. The City of Dalton’s attorney had some changes on the contract. These changes were printed at the meeting. Since that time staff and the HRA attorney have reviewed the proposed changes. The final plat has not been recorded. A contract for the installation of city infrastructure would need to be signed by May 31, 2024 and completed by September 31, 2024 to be able to move forward. Amy Baldwin also discussed that the amount of the Financing Assistance Agreement has been reduced to $825,000. 6. EXECUTIVE DIRECTOR REPORT Amy Baldwin, HRA Executive Director, stated that Barbara Dacy, Independent Contractor is monitoring changes at a Legislative level. Some specific changes have been discussed for HRA and Landlords and more generalized changes with prevailing wages in TIF programs. Commissioner Lee Rogness commented that there is a consideration that corporations may not own over 10 single family homes. This could affect Perham and New York Mills. Amy Baldwin, HRA Executive Director, gave an audit update. Julie Balken, HRA Accounting Specialist, has been pulling the HRA information together. The Auditors will be onsite sometime between April 29 and early May. HRA uses an independent firm and the process has gone smoothly. This is the last year of the contract, which includes an option to extend. 7. GENERAL DISCUSSION – TOPICS BY COMMISSIONERS • Chairperson Wayne Johnson stated that a landlord had reached out to him about renting to a specific person who may qualify for rental assistance. Staff will reach out to this potential landlord. • Vacant lot in Pelican Rapids, the HRA acquired this lot as a tax forfeiture. There are a few options as to what can be done with the lot: 1. We can construct a home and sell it to an income qualifying household. 5 of 23 Pg. 3 2. We can sell the lot to an income qualifying household with no structure. 3. We can give the lot back to the State of Minnesota. Amy Baldwin, HRA Executive Director, said she will follow up. • Lee Rogness asked if there was any way that HRA could help with tax forfeitures. • A reminder that the next meeting will be Monday, May 20. 8. ADJOURNMENT At 12:51 pm a motion was unanimously carried to adjourn the meeting. ________________________________________________________ ___________________ Secretary/Clerk Date 6 of 23 April-24 May 1, 2024 Difference 57,106.52$ 56,135.52$ -$971.00 112 110 -2 *HAP Transactions 54,929.00$ 54,617.00$ *Utility Reimbursements 1,617.00$ 1,505.00$ *HAP Adjustment (678.00)$ (1,225.00)$ *Utility Adjustment *Portability Tranactions (Out) 1,200.00$ 1,200.00$ *Portablilty Admin Fee (Paid)38.52$ 38.52$ 4/30 5/1 New Admissions 3 End Participation 5 Shop Mode/ARS 0 Ports-Out Paid 0 1 Ports Out Pending 0 1 Ports In Pending 0 0 5/7/2024 Waiting List/To Date 7 Applications in Progress 20 Vouchers Issued 10 Vouchers "On the Strreet"0 ELI%75% Monthly Trend Report*Units Available Units Leased Leasing %Budget % Per Unit $ 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$ February 2024 144 108 72.2% 118.7% 510.61$ March 2024 144 109 73.4% 120.8% 505.69$ April 2024 144 112 74.5% 128.7% 509.88$ *Portability Utility Reimbursement *Hold Landlord Transaction OTC Section 8 Housing Choice Voucher Rental Assistance Program Summary of Actions April 30, 2024 Program Total Financial Transaction Paid This Month UML (Unit Months Leased or # of Households) 7 of 23 &, 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 April 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 6 2 2 1 8 SCDP: Homeowner 12 7 10 6 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 23 OTTERTAIL COUNTY -MINNESOTA 218-998-8730 ® HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAI L COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ® OPPORTUNITY @ ottertailcounty.gov PUBLIC HOUSING BOARD REPORT April 2024 Rents Payable $3,490 Rents Collected $3,423 Total Negative Rents $150 Negative Rents Paid $0 Late Fees Charged $89 Late Fees Collected $56 Number of Units Paying Flat/Ceiling Rent 0 Fiscal Year ELI 100% WAITING LIST as of 05/15/2024 Community 2 Bedroom 3 Bedroom 4 Bedroom Pelican Rapids 7 3 N/A Underwood 4 1 1 Henning 3 1 1 New York Mills 2 1 1 VACANCIES UNIT VACATED LEASE SIGNED 3 Bdrm ‐ Henning 08/14/2023 05/10/2024 4 Bdrm – New York Mills 01/31/2024 Vacancy due to Modernization status has been approved by HUD dating 02/29/2024 – 09/30/2024. Repair & replacement work due to tenant caused damage will be completed using Capital Funds. 9 of 23 218-998-8730 ® 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 88 No DD Barbara Dacy LLC 89 No DD Betty Murphy 90 No DD Kurt A. Mortenson 91 No DD Wayne Johnson 1447 No CHK Kevin Currie 1448 No CHK Language Line Services Inc 1449 No CHK Mitch Harry 1450 No CHK N F Field Abstract Co LLC 1451 No CHK Victor Lundeen Company 1452 No CHK Ehlers and Associates 1453 No CHK N F Field Abstract Co LLC 1454 No CHK Otter Tail County Treasurer 1455 No CHK Otter Tail County Treasurer Payments $78,772.37 $78,772.37 Count 4 9 13 End of Report $77,467.51 Total:$78,772.37 Project Summary Program - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$1,304.86 Check (CHK) Cleared: 13 $78,772.37 Uncleared: 0 $0.00 Total Payments: 13 $78,772.37 04/19/2024 Payroll, Postage, Acct Serv, Public Notices Feb 24 Yes $37,962.68 04/19/2024 Payroll, Postage, Public Notice, Acct Serv-Mar 24 Yes $36,215.10 04/19/2024 N Fields of Dalton Consulting Services Yes $455.00 04/19/2024 O&E Report SCDP Battle Lake Yes $95.00 04/05/2024 O&E - Key Stone Storage & Rentals Yes $95.00 04/05/2024 Window Envelopes Yes $365.45 04/05/2024 Over the Phone Interpretation March 24 Yes $12.15 04/05/2024 SCDP BL-Mileage Reimb Mar 24 Yes $32.16 04/19/2024 Per Diem/Mileage April 24 Yes $102.47 04/05/2024 March 24 Consulting Services Yes $2,234.97 04/19/2024 Per Diem/Mileage April 24 Yes $102.47 04/19/2024 Per Diem/Mileage April 24 Yes $92.42 Payment Date Document Description Cleared Amount 04/19/2024 3/16/24 - 4/16/24 Contracted Services Yes $1,007.50 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 5/6/2024 11:53:56 AM Printed by: Julie Bakken 10 of 23 33% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3610 Interest Income 3703/5353/3741/0054 545.54 2,185.49 6,000.00 (3,814.51)36% 3690 Other Revenue MISC 3,500.00 3,500.00 3690.01 SCDP Administration (DEED) - All Communities 12,050.00 50,000.00 (37,950.00)24% 3690.02 SCDP City/Grant Funds - All Communities 80,358.00 907,860.00 (827,502.00)9% 3690.99 Refunds & Reimbursements 1,316.80 3,097.20 20,000.00 (16,902.80)15% 3691 Levy Revenue 15,606.68 1,513,771.00 (1,498,164.32)1% 3693.03 CHIP FFHRA Rehab Repayments 3,287.00 3,287.00 3693.05 CHIP Rental Rehab Revolving Loan Payments 1,588.19 16,901.61 16,901.61 3697 Owner Match Revenue 15,206.00 15,206.00 15,206.00 3699 Sale of Property 35,379.79 35,379.79 TOTAL INCOME 18,656.53 187,571.77 2,497,631.00 (2,310,059.23) EXPENSES 4130 Legal 15,000.00 15,000.00 0% 4140 Staff Training 300.00 9,000.00 8,700.00 3% 4150 Travel 32.16 314.90 1,500.00 1,185.10 21% 4170 Accounting 10,000.00 15,000.00 60,000.00 45,000.00 25% 4171 Audit 16,000.00 16,000.00 0% 4190 Other Administrative Expenses 35.40 1,000.00 964.60 4% 4190.01 Manuals, Subscriptions 1,000.00 1,000.00 0% 4190.02 Office Supplies 452.36 526.79 1,700.00 1,173.21 31% 4190.03 Postage 468.55 773.23 2,500.00 1,726.77 31% 4190.04 Telephone & Internet 300.00 300.00 0% 4190.05 Dues 926.20 1,500.00 573.80 62% 4190.06 Advertising 403.88 403.88 2,000.00 1,596.12 20% 4190.08 Consulting Fees 12.15 27.00 85,000.00 84,973.00 0% 4190.2 Management Fees-OTC Admin 60,226.78 91,374.64 459,350.00 367,975.36 20% 4190.21 Management Fees-Administrator Contract 1,007.50 2,096.25 (2,096.25) 4190.22 Management Fees - Construction Consultant 2,234.97 9,395.58 65,000.00 55,604.42 14% 4210 Board Member Payments 297.36 1,354.18 4,000.00 2,645.82 34% 4430.1 Misc Contracts - Software 6,680.00 7,700.00 1,020.00 87% 4510 Insurance 15,027.64 47,000.00 31,972.36 32% 4521 Assessments 80.00 80.00 0% 4570 Housing Choice Voucher Operating Support 2,991.66 2,991.66 30,000.00 27,008.34 10% 4580 Public Housing Operating Support 20,000.00 20,000.00 0% 4590.01 SCDP O & E Reports 190.00 190.00 (190.00) 4590.02 SCDP Lead Based Paint Testing 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) 4590.05 SCDP General Expense - Leverage 209,110.00 209,110.00 0% 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 455.00 455.00 10,000.00 9,545.00 5% 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 45,000.00 44,954.00 0% 4595.02 CHIP Res Owner Occupied Housing Leverage (ROHL)92.00 70,000.00 69,908.00 0% 4595.04 CHIP Affordable Rental Unit Constr (ARUC) Program 70,000.00 70,000.00 0% 4596.50 CWIP Pre-Development Expense 200.00 (200.00) TOTAL EXPENSES 78,772.37 148,977.35 2,447,631.00 2,298,653.65 6% SURPLUS (60,115.84)38,594.42 50,000.00 (11,405.58)77% Otter Tail County Housing Redevelopment Authority Operating Statement Four Months Ending 04/30/2024 Program: General Revolving (GR) Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 5/6/2024 9:46:13 AM Printed by: Julie Bakken 11 of 23 Period Amount Balance ASSETS 1111 Cash (61,770.91)1,745,163.50 1111.1 Certificates of Deposit 145,763.96 1111.2 Cash MHFA Loan Acct #0054 0.50 4,085.65 1111.4 Committed for Housing Trust Fund 542,835.00 1113 Cash Rental Rehab 1,654.57 324,075.92 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) 1400.12 Assets Held for Resale 1,051,541.58 1400.5 Accumulated Depreciation (3,487.25) 1400.9 Furn/Equip/Mach - Admin 9,657.00 TOTAL ASSETS (60,115.84)4,011,169.35 LIABILITIES AND SURPLUS LIABILITIES TOTAL LIABILITIES SURPLUS 2700 Income/Expense Clearing Account 420,948.43 2806 Unrestricted Net Position 3,551,626.50 2806 Unrestricted Net Position (Current Year) (60,115.84)38,594.42 TOTAL SURPLUS (60,115.84)4,011,169.35 TOTAL LIABILITIES AND SURPLUS (60,115.84)4,011,169.35 Otter Tail County Housing Redevelopment Authority Balance Sheet April 2024 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 5/6/2024 9:46:12 AM Printed by: Julie Bakken 12 of 23 Doc Num Voided Type 854 No DD 855 No DD 856 No DD 857 No DD 858 No DD 859 No DD 860 No DD 861 No DD 862 No DD 863 No DD 864 No DD 865 No DD 866 No DD 867 No DD 868 No DD 869 No DD 870 No DD 871 No DD 872 No DD 873 No DD 874 No DD 875 No DD 876 No DD 877 No DD 878 No DD 879 No DD 880 No DD 881 No DD 882 No DD 883 No DD 884 No DD 885 No DD 886 No DD 887 No DD 888 No DD 889 No DD 890 No DD 891 No DD 892 No DD 893 No DD 894 No DD 895 No DD 896 No DD 897 No DD 898 No DD 899 No DD 900 No DD 6266 No CHK 6267 No CHK 6268 No CHK 6269 No CHK 04/01/2024 HAP Payment Apr 24 Yes $1,479.00 04/01/2024 HAP Payment Apr 24 Yes $357.00 04/01/2024 HAP Payment Apr 24 Yes $225.00 04/01/2024 HAP Payment Apr 24 Yes $1,045.00 04/01/2024 HAP Payment Apr 24 Yes $2,209.00 04/01/2024 HAP Payment Apr 24 Yes $278.00 04/01/2024 HAP Payment Apr 24 Yes $316.00 04/01/2024 HAP Payment Apr 24 Yes $672.00 04/01/2024 HAP Payment Apr 24 Yes $1,152.00 04/01/2024 HAP Payment Apr 24 Yes $750.00 04/01/2024 HAP Payment Apr 24 Yes $294.00 04/01/2024 HAP Payment Apr 24 Yes $618.00 04/01/2024 HAP Payment Apr 24 Yes $250.00 04/01/2024 HAP Payment Apr 24 Yes $1,969.00 04/01/2024 HAP Payment Apr 24 Yes $496.00 04/01/2024 HAP Payment Apr 24 Yes $440.00 04/01/2024 HAP Payment Apr 24 Yes $517.00 04/01/2024 HAP Payment Apr 24 Yes $385.00 04/01/2024 HAP Payment Apr 24 Yes $324.00 04/01/2024 HAP Payment Apr 24 Yes $188.00 04/01/2024 HAP Payment Apr 24 Yes $357.00 04/01/2024 HAP Payment Apr 24 Yes $672.00 04/01/2024 HAP Payment Apr 24 Yes $403.00 04/01/2024 HAP Payment Apr 24 Yes $1,433.00 04/01/2024 HAP Payment Apr 24 Yes $391.00 04/01/2024 HAP Payment Apr 24 Yes $3,832.00 04/01/2024 HAP Payment Apr 24 Yes $267.00 04/01/2024 HAP Payment Apr 24 Yes $493.00 04/01/2024 HAP Payment Apr 24 Yes $1,391.00 04/01/2024 HAP Payment Apr 24 Yes $1,080.00 04/01/2024 HAP Payment Apr 24 Yes $6,958.00 04/01/2024 HAP Payment Apr 24 Yes $678.00 04/01/2024 HAP Payment Apr 24 Yes $145.00 04/01/2024 HAP Payment Apr 24 Yes $565.00 04/01/2024 HAP Payment Apr 24 Yes $550.00 04/01/2024 HAP Payment Apr 24 Yes $823.00 04/01/2024 HAP Payment Apr 24 Yes $450.00 04/01/2024 HAP Payment Apr 24 Yes $1,033.00 04/01/2024 HAP Payment Apr 24 Yes $942.00 04/01/2024 HAP Payment Apr 24 Yes $625.00 04/01/2024 HAP Payment Apr 24 Yes $221.00 04/01/2024 HAP Payment Apr 24 Yes $7,500.00 04/01/2024 HAP Payment Apr 24 Yes $400.00 04/01/2024 HAP Payment Apr 24 Yes $345.00 04/01/2024 HAP Payment Apr 24 Yes $710.00 04/01/2024 HAP Payment Apr 24 Yes $439.00 04/01/2024 HAP Payment Apr 24 Yes $327.00 04/01/2024 HAP Payment Apr 24 Yes $700.00 04/01/2024 HAP Payment Apr 24 Yes $529.00 04/01/2024 HAP Payment Apr 24 Yes $301.00 Payment Date Document Description Cleared Amount 04/01/2024 HAP Payment Apr 24 Yes $1,200.00 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 5/6/2024 11:59:15 AM Printed by: Julie Bakken 13 of 23 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 6270 No CHK 6271 No CHK 6272 No CHK 6273 No CHK 6274 No CHK 6275 No CHK 6276 No CHK 6277 No CHK 6278 No CHK 6279 No CHK 6280 No CHK 6281 No CHK 6282 No CHK 6283 No CHK 6284 No CHK 6285 No CHK 6286 No CHK 6287 No CHK 6288 No CHK 6289 No CHK 6290 No CHK 6291 No CHK 6292 No CHK 6293 No CHK 6294 No CHK 6295 No CHK 6296 No CHK 6297 No CHK Doc Num Voided Type No DDE Payments $69,057.00 $69,057.00 Count 1 47 32 80 $46,618.00 Check (CHK)$22,439.00 Total:$70,109.00 Project Summary Program - Project Deposits Housing Choice Vouchers - $1,052.00 Total:$1,052.00 Type Summary Document Type Amount Direct Debit (DDE)$1,052.00 Direct Deposit (DD) 04/18/2024 Payment - Direct Debit Yes $1,052.00 Cleared: 1 $1,052.00 Uncleared: 0 $0.00 Total Deposits: 1 $1,052.00 Posted Deposits Control Date Document Description Cleared Amount Cleared: 77 $68,829.00 Uncleared: 2 $228.00 Total Payments: 79 $69,057.00 04/19/2024 HCV Payroll Feb 24 Yes $6,489.00 04/19/2024 HCV Payroll March 24 Yes $6,022.00 04/01/2024 HAP Util Payment Apr 24 Yes $50.00 04/01/2024 HAP Util Payment Apr 24 Yes $49.00 04/01/2024 HAP Util Payment Apr 24 Yes $147.00 04/01/2024 HAP Util Payment Apr 24 Yes $103.00 04/01/2024 HAP Util Payment Apr 24 Yes $77.00 04/01/2024 HAP Util Payment Apr 24 Yes $36.00 04/01/2024 HAP Util Payment Apr 24 Yes $186.00 04/01/2024 HAP Util Payment Apr 24 Yes $84.00 04/01/2024 HAP Util Payment Apr 24 Yes $14.00 04/01/2024 HAP Util Payment Apr 24 Yes $12.00 04/01/2024 HAP Util Payment Apr 24 Yes $52.00 04/01/2024 HAP Util Payment Apr 24 No $161.00 04/01/2024 HAP Util Payment Apr 24 Yes $120.00 04/01/2024 HAP Util Payment Apr 24 Yes $37.00 04/01/2024 HAP Util Payment Apr 24 Yes $35.00 04/01/2024 HAP Util Payment Apr 24 Yes $108.00 04/01/2024 HAP Util Payment Apr 24 No $67.00 04/01/2024 HAP Util Payment Apr 24 Yes $74.00 04/01/2024 HAP Util Payment Apr 24 Yes $67.00 04/01/2024 HAP Util Payment Apr 24 Yes $138.00 04/01/2024 HAP Payment Apr 24 Yes $327.00 04/01/2024 HAP Payment Apr 24 Yes $2,666.00 04/01/2024 HAP Payment Apr 24 Yes $667.00 04/01/2024 HAP Payment Apr 24 Yes $735.00 04/01/2024 HAP Payment Apr 24 Yes $461.00 04/01/2024 HAP Payment Apr 24 Yes $349.00 www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 2 of 2 5/6/2024 11:59:15 AM Printed by: Julie Bakken 14 of 23 33% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rent HAP Repayment (1,052.00)5,289.00 1,776.00 3,513.00 298% 3301 Admin Subsidy 25,890.00 77,347.00 (51,457.00)33% 3301.1 HAP Subsidy 15,300.00 203,568.00 493,508.00 (289,940.00)41% 3450 Fraud Recovery - Admin 50%526.00 785.50 785.50 3450.1 Fraud Recovery - HAP 50%526.00 785.50 785.50 3610 Investment Income (0062)11.50 42.57 120.00 (77.43)35% 3690.1 Other Revenue HAP 30,000.00 (30,000.00)0% TOTAL INCOME 15,311.50 236,360.57 602,751.00 (366,390.43)39% EXPENSES 4150 Travel 600.00 600.00 0% 4190 Other Admin Expenses (Apps, Service Charges)22.00 55.00 400.00 345.00 14% 4190.01 Manuals, Subscriptions 478.00 500.00 22.00 96% 4190.08 Consulting Fees 1,945.00 1,945.00 0% 4190.2 Management Fees-OTC 12,511.00 18,989.00 91,887.00 72,898.00 21% 4715.1 HAP Occupied Units 56,546.00 215,644.00 474,401.00 258,757.00 45% 4715.P HAP-Portability Out 1,200.00 381.00 23,500.00 23,119.00 2% 4716.P Port Out Admin Fee 38.52 (10.23)1,200.00 1,210.23 -1% TOTAL EXPENSES 70,317.52 235,536.77 594,433.00 358,896.23 40% SURPLUS (55,006.02)823.80 8,318.00 (7,494.20)10% Otter Tail County Housing Redevelopment Authority Operating Statement Four Months Ending 04/30/2024 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 5/6/2024 9:46:43 AM Printed by: Julie Bakken 15 of 23 Period Amount Balance ASSETS 1111 Cash Unrestricted (52,715.50)55,070.15 1121 Fraud A/R (1,052.00)1,053.00 1129 A/R Tenants 4,236.00 TOTAL ASSETS (53,767.50)60,359.15 LIABILITIES AND SURPLUS LIABILITIES 2112 A/P HAP 1,238.52 1,238.52 TOTAL LIABILITIES 1,238.52 1,238.52 SURPLUS 2700 Inc & Exp Clearing 4,078.69 2805 Restricted Net Position 18,225.24 2805 Restricted Net Position (Current Year) (41,920.00)(11,671.50) 2806 Unrestricted Position 35,992.90 2806 Unrestricted Position (Current Year) (13,086.02)12,495.30 TOTAL SURPLUS (55,006.02)59,120.63 TOTAL LIABILITIES AND SURPLUS (53,767.50)60,359.15 Otter Tail County Housing Redevelopment Authority Balance Sheet April 2024 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 5/6/2024 9:46:42 AM Printed by: Julie Bakken 16 of 23 Doc Num Voided Type #01-00000621-00-0 Mar 24 No INV #01-00041004-00-6 Mar 24 No INV #01-00041101-00-0 Mar 24 No INV #01-00041152-00-6 Mar 24 No INV #991 721 5394 4 Apr 24 No INV 7352 No CHK 7353 No CHK 7354 No CHK 7355 No CHK 7356 No CHK 7357 No CHK 7358 No CHK 7359 No CHK 7360 No CHK 7361 No CHK Doc Num Voided Type 1067 No CHK 1238 No CHK 1242 No CHK 2141 No CHK 3667 No CHK 3706 No CHK 5637 No CHK 027738 No MO 82548463 No CHK 22-08866987 No MO 2898531352 No MO 29280166637 No MO 29280167357 No MO Payments $22,123.67 $22,123.67 Count 5 18 5 28 End of Report $24,019.12 Money Order (MO)$2,244.89 Total:$27,328.74 Project Summary Program - Project Deposits Public Housing - Family $5,205.07 Total:$5,205.07 Type Summary Document Type Amount Invoice (INV)$1,064.73 Check (CHK) 04/12/2024 Payment - Money Order Yes $450.00 Cleared: 13 $5,205.07 Uncleared: 0 $0.00 Total Deposits: 13 $5,205.07 04/01/2024 Payment - Money Order Yes $900.00 04/08/2024 Payment - Money Order Yes $200.00 04/01/2024 State of MN Yes $314.00 04/01/2024 Payment - Money Order Yes $279.89 04/01/2024 Payment - Check Yes $941.01 04/26/2024 Payment - Money Order Yes $415.00 04/08/2024 Payment - Check Yes $250.00 04/26/2024 Payment - Check Yes $250.00 04/12/2024 Payment - Check Yes $90.20 04/12/2024 Payment - Check Yes $574.32 04/08/2024 Payment - Check Yes $78.65 04/01/2024 Payment - Check Yes $462.00 Posted Deposits Control Date Document Description Cleared Amount Cleared: 14 $22,066.16 Uncleared: 1 $57.51 Total Payments: 15 $22,123.67 04/19/2024 2023 PILOT Yes $3,394.75 04/19/2024 2024 RE Taxes Yes $912.26 04/19/2024 Payroll-Public Housing-Feb 24 Yes $7,856.96 04/19/2024 Payroll-Public Housing-Mar 24 Yes $7,856.96 04/19/2024 Solar Salt Yes $34.20 04/19/2024 Water, Gas, Sewer Yes $562.26 04/05/2024 Demolition Yes $30.00 04/19/2024 Henning - Outside Hydrants Yes $204.00 04/05/2024 Maintenance Supplies - Henning Yes $134.13 04/05/2024 Maintenance Supplies - Henning Yes $73.42 04/01/2024 Water, Electric, Gas, Sewer Yes $321.98 04/10/2024 Gas No $57.51 04/01/2024 Water, Electric, Gas, Sewer Yes $250.00 04/01/2024 Water, Electric, Gas, Sewer Yes $266.71 Payment Date Document Description Cleared Amount 04/01/2024 Water, Electric, Gas, Sewer Yes $168.53 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 5/6/2024 12:08:03 PM Printed by: Julie Bakken 17 of 23 33% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 3,340.00 14,249.00 32,000.00 (17,751.00)45% 3401.1 HUD Operating Subsidy 3,060.50 14,062.00 45,000.00 (30,938.00)31% 3401.2 HUD Capital Funds-Operations/Admin 157.00 7,000.00 (6,843.00)2% 3401.3 HUD Capital Funds-Project 1,691.12 33,000.00 (31,308.88)5% 3610 Interest Income (5673/0070)23.23 107.39 200.00 (92.61)54% 3690 Other Income (NSF, Late Fee, GR Support)89.00 591.60 21,000.00 (20,408.40)3% 3690.1 Water Charge Income 589.66 2,298.36 6,300.00 (4,001.64)36% 3690.2 Electric Charge Income 589.96 2,909.96 12,000.00 (9,090.04)24% 3690.3 Gas Charge Income 826.76 3,734.49 11,000.00 (7,265.51)34% 3690.31 Sewer Charge Income 671.95 2,637.32 7,350.00 (4,712.68)36% 3690.4 Other Tenant Charges (Maint)355.96 355.96 TOTAL INCOME 9,191.06 42,794.20 174,850.00 (132,055.80) EXPENSES 4130 Legal 8,443.50 750.00 (7,693.50)1126% 4140 Staff Training 2,000.00 2,000.00 0% 4150 Travel 97.46 500.00 402.54 19% 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 15,713.92 23,484.57 25,000.00 1,515.43 94% 4310 Water 595.31 1,940.42 6,400.00 4,459.58 30% 4320 Electric 692.67 2,347.25 12,250.00 9,902.75 19% 4330 Gas 945.48 3,069.02 11,500.00 8,430.98 27% 4331 Sewer 696.29 2,242.59 7,500.00 5,257.41 30% 4400 Maintenance - Tools & Equip 500.00 500.00 0% 4420 Maintenance - Materials 207.55 6,257.77 5,500.00 (757.77)114% 4430 Maintenance - Contracts 238.20 916.28 15,000.00 14,083.72 6% 4431 Garbage and Trash Removal Contracts 30.00 30.00 500.00 470.00 6% 4510 Insurance 26,073.17 25,000.00 (1,073.17)104% 4520 PILOT 3,394.75 3,900.00 3,900.00 0% 4521 Assessments 912.26 912.26 1,400.00 487.74 65% 4570 Collection Loss 500.00 500.00 0% 4580 Interest Expense (on Security Deposits)300.00 300.00 0% 4600 Capital Fund Projects 1,691.12 33,000.00 31,308.88 5% 4610 Extraordinary Maintenance 3,500.00 3,500.00 0% TOTAL EXPENSES 23,426.43 77,505.41 160,050.00 82,544.59 48% SURPLUS (14,235.37)(34,711.21)14,800.00 (49,511.21)-235% Otter Tail County Housing Redevelopment Authority Operating Statement Four Months Ending 04/30/2024 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 5/6/2024 10:11:46 AM Printed by: Julie Bakken 18 of 23 Period Amount Balance ASSETS 1111 Cash (15,137.63)90,146.96 1114 Tenant Security Deposit Cash (0.83)9,173.50 1122 A/R Tenants 929.26 5,873.39 1122.1 Allowance for Doubtful Accts (200.00) 1129 A/R Other 0.83 0.83 1400.5 Accumulated Depreciation (1,112,431.70) 1400.6 Land 32,990.31 1400.7 Buildings 1,661,869.49 TOTAL ASSETS (14,208.37)687,422.78 LIABILITIES AND SURPLUS LIABILITIES 2114 Tenant Security Deposits 8,643.08 2119 Accounts Payable (418.66) 2119.1 A/P Admin 418.66 2240 Tenants Prepaid Rent 27.00 66.00 TOTAL LIABILITIES 27.00 8,709.08 SURPLUS 2700 Income/Expense Clearing Account (59,196.97) 2700 Income/Expense Clearing Account (Current Year) (14,235.37)(34,711.21) 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 (14,235.37)678,713.70 TOTAL LIABILITIES AND SURPLUS (14,208.37)687,422.78 Otter Tail County Housing Redevelopment Authority Balance Sheet April 2024 Program: Public Housing Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 5/6/2024 10:11:45 AM Printed by: Julie Bakken 19 of 23 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION May 20, 2024 BOARD MEETING DATE AGENDA ITEM # 4A Tanya Westra 05/14/2024 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 285, Adopting Public Housing Program Rent Collection Policy PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED HUD has suggested that each agency administering the Public Housing Program have a rent collection policy in place. The policy as stated in Exhibit A establishes the policy and procedures for the how the HRA charges and collects tenant payments. It also provides guidance to staff on how to handle payments when they are received by the HRA along with monthly monitoring and reconciliation. The proposed policy is consistent with language contained in the Public Housing Lease and follows current practice by staff. EXECUTIVE DIRECTOR DATE: Amy Baldwin 5/14/2024 ATTACHMENT LIST: A.Rent Collection Policy FINANCIAL IMPLICATIONS: N/A BUDGETED: YES NO FUNDING: N/A COMMENTS 20 of 23 RESOLUTION NO. 285 RESOLUTION ADOPTING RENT COLLECTION POLICY WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) administers the Public Housing Program, (the “Program”); and WHEREAS, the Authority has determined it prudent to adopt a policy regarding rent collection; and WHEREAS, the Authority has drafted policy regarding appropriate procedures with regard to tenant account charges, collection, payment processing and reconciliation; and WHEREAS, the Policy as represented in Exhibit A is appropriate for consistency and financial management of the “Program”; and NOW, THEREFORE, IT IS HEREBY RESOLVED: 1.That the Policy presented as Exhibit A is hereby adopted.2. That the Executive Director is authorized, empowered, and directed to undertake anyother tasks as she deems necessary or desirable in her discretion to effectuate thepurposes of the foregoing Resolution. 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 May, 2024. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 21 of 23 RENT COLLECTION POLICY This policy establishes the policy and procedures for the collection of rent and other charges; late charges and return check assessment; and rent collection processing, reconciliation, and monitoring. Collection of tenant charges is important to the viability of a project. Without a high and timely tenant rent collection rate, a project may not have sufficient cash flow. As a result, the HRA must reduce costs which may result in adequate maintenance and the accelerated deterioration of the property. It is the policy of the HRA to actively pursue timely and full collection of tenant charges due. Collection of tenant charges will be used to support the projects/program from which the charge occurred. Cash will not be accepted as a form of payment. This policy applies to all programs of the HRA for which tenant charges are collected. This rent collection policy should be read in conjunction with the following policies: 1) write-off and 2) tenant accounts receivable (TAR) processing. RENT COLLECTION PROCEDURES The following rent collection procedures are described below: •Collection of rent and other tenant charges, •Late payment of rent and return check charges, •Rent collection processing, and •Rent collection monitoring and reconciliation. Collection of Rent and Other Tenant Charges The following procedures will be used for the collection of rent and other tenant charges: •The initial payment (rent and security deposit) that the tenant makes when moving into the unit is to be made at the Landlord office located at the Otter Tail County Government Service Center, Human Services Department, 500 West Fir Avenue, Fergus Falls, MN 56537. •Subsequent rent payments, and other charges if applicable, are due and payable in advance, without notice, on the first day of the month. •All payments, including the initial payment, must be made by check, money order, or certified cashier check. No cash payments will be accepted. A sign will be listed for public viewing at each site where a payment can be made indicating “No Cash Payments Will Be Accepted”. Exhibit A 22 of 23 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY G:r EQUAL HOUSING OPPORTUNITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov Late Payment of Rent and Return Check Charges Late charges and return check charges will be processed based on the procedures outlined below. The HRA’s Admissions and Occupancy Plan (ACOP) and Administrative Plan provides the amount that will be assessed for late payment of rent and checks returned because of insufficient funds. •A late fee equal to 8% of the outstanding rent balance (rounded down to the nearest whole dollar will be assessed to the tenant for rent and other payments not received by the close of business on the 5th day of the month). •If the tenant fails to make payment for rent or other charges by the 15th of the month, a 14- day notice to vacate will be issued to the tenant for failure to pay rent, demanding that payment be made in full or the surrender of the premises at the expiration of the 14 days. •A $25.00 charge will be assessed for checks returned for insufficient funds. A second occurrence of the tenant submitting an invalid check will result in the tenant being denied the privilege of paying by personal check indefinitely. In cases where the check used to pay rent has been returned for non-sufficient funds, this will be treated as non-payment of rent and in addition to the returned check fee a late fee of 8% (rounded down to the nearest whole dollar) will be charged. Rent Collection Processing Rent and other tenant payments will be processed based on the following procedures: •Payments received from tenants should be entered into the software system within two days of receipt. •The HRA will deposit all payments received no less than once per week. The HRA will not delay depositing a check at the request of a tenant until funds are available. Rent Collection Reconciliation and Monitoring The HRA will follow the rent collection reconciliation and monitoring procedures outlined below: •During the monthly reconciliation process, total cash receipts as reported in the accounts receivable spreadsheet will be compared to the actual deposits for accuracy and completeness. If the amounts do not match, the Accounting Specialist will research the discrepancies and reconcile the two amounts. •As part of the monitoring process, the staff member responsible for managing the project will review outstanding balances to ensure that all rents have been posted and that outstanding balances have been addressed. •Monthly, the accounting specialist will review the bank statements to confirm that deposits match the total cash received as reported in the general ledger and that deposits are made timely. 23 of 23