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Housing & Redevelopment Authority - HRA-Packet-02-21-2023 Supporting Documents - 02/21/2023
OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY BOARD PACKET February 21, 2023 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY & COMMUNITY DEVELOPMENT AGENCY AGENDAS Government Services Center, Commissioners’ Room 515 West Fir Avenue, Fergus Falls, MN February 21, 2023 HOUSING AND REDEVELOPMENT AUTHORITY MEETING AGENDA 12:00 p.m. 1. Call Meeting to Order and Roll Call – Chairperson 2. Approval of Agenda 3. Approval of Consent Agenda A. Regular Board Meeting Minutes, January 17, 2023 B. Housing Choice Voucher Rental Assistance Program Report January 2023 C. Community Housing Investment Programs Report January 2023 D. Public Housing Program Report January 2023 E. Check Report and December 2022 Financial Reports F. Check Report and January 2023 Financial Reports 4. New Business A. Resolution No. 232 Authorizing Submission of the Section 8 Management Assessment Program Certification for 2022 B. Resolution No. 233 Authorizing Obligation and Expenditure of Capital Funds; Authorizing Execution of Contracts and Purchase Order for Gutter Replacement, Exterior Lock and Water Heater Replacement 5. Executive Director Report 6. General Discussion – Topics by Commissioners 7. Adjourn Joint HRA and CDA Work Session 12:45 – 1:15 HRA and CDA Organizational Alignment Discussion > 2 COMMUNITY DEVELOPMENT AGENCY ANNUAL MEETING 1:00 p.m. (or following Joint Work Session) 1. Call to Order 2. Annual Election of Officers A. Chair, Vice Chair, Treasurer/Secretary, and Assistant Treasurer 3. Approval of Agenda 4. Approval of Minutes A. January 17, 2023 meeting minutes 5. Approval of Bills and Financials A. January 2023 reports 6. Reports and Presentations A. Director Status Report Community and Economic Development Annual Report B. Committee Reports Housing Growth and Investment Workforce Support and Development (did not meet) Childcare Investment C. ‘On the Map’ Report D. Board Member Updates 7. Regular Business Items A. Community Growth Partnership Application City of Dalton Northfields Planning Grant B. Annual Conflict of Interest Policy C. 2023 CDA Committee Assignments D. 2023 CDA Services Agreement with Otter Tail County 8. Discussion and Communications A. Other Communications B. Upcoming meeting: Tuesday, March 21, 2023 @ 1 p.m., County Board Room, Government Services Center with HRA Board meeting @ noon 8. Adjournment OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 3. CONSENT AGENDA 1ir EOU/\L HOUSING OPPORTUNITY The Otter Tail County HRA Board of Commissioners Met for a regular meeting on Tuesday, January 17, 2023 at 12:00 pm At the Otter Tail County Government Services Center 500 W Fir Ave, Fergus Falls, MN Board Members Present: Wayne Johnson, Chairperson Jeff Ackerson Kurt Mortenson Betty Murphy Leland Rogness, Vice Chairperson Others Present: Amy Baldwin, OTC CDA Director Paula Grunewald, OTC HRA Administrative Assistant Barbara Dacy, OTC HRA Executive Director, via Teams Julie Bakken, OTC HRA Accounting Specialist, via Teams 1. CALL TO ORDER Chairperson Johnson called the meeting to order at 12:03 p.m. 2. OATH OF OFFICE Chairperson Johnson administered the Oath of Office to Jeff Ackerson, and signed the Official Seal of Certificate of Appointment for Mr. Ackerson to serve as an Otter Tail County Housing and Redevelopment Authority Commissioner. 3. APPROVAL OF AGENDA Motion made by Kurt Mortenson, seconded by Lee Rogness to approve the January 17, 2023 Agenda with no changes noted. Motion passed unanimously. 4. APPROVAL OF CONSENT AGENDA ITEMS Motion made by Betty Murphy, second by Kurt Mortenson to approve the Consent Agenda. Motion passed unanimously. 5. Annual Meeting Action Items A. Board Officers for Fiscal Year 2023 Motion made by Betty Murphy, second by Jeff Ackerson to approve the Board Officers as follows for 2023: Chairperson Wayne Johnson, Vice Chairperson Lee Rogness, and Secretary Kurt Mortenson. Motion passed unanimously. B. Legal Publication for Fiscal Year 2023 Motion made by Lee Rogness, second by Wayne Mortenson to approve the Fergus Falls Daily Journal as the Legal Publication for Fiscal Year 2023. Motion passed unanimously. 218-998-8730 @ OTTER TAIL COUNTY I HOUSING OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIVE VO U R best life H E RE . Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcountymn.us Pg. 2 C. Depositories for Fiscal Year 2023 – Resolution No. 230 Director, Barbara Dacy reported that HUD requires this agreement. Motion made by Lee Rogness, second by Jeff Ackerson to approve the Depositories for Fiscal Year 2023. Motion passed unanimously. D. Board Member Per Diem for Fiscal Year 2023 Discussion was held on per diem amounts for Commissioners that were on both the CDA and HRA and also a county commissioner. Per diem forms will be handed out at each HRA meeting and Commissioners will sign or indicate on the form if they should or should not be paid through the HRA. Motion made by Kurt Mortenson, second by Lee Rogness to approve. Motion passed unanimously. E. Day, time, Location, and Meeting Schedule for Fiscal Year 2023 2023 meetings will be held at the Government Services Center on January 17, February 21, March 21, April 18, May 16, June 20, July 18, August 15, September 19, October 17, November 21, and December 19. All meetings will be held in the Otter Tail Room except May 16 and December 19 which will be in Dead Lake Room. It is noted that the December 19th meeting will need to be changed and should be reaffirmed in the November Agenda. Motion made by Jeff Ackerson, second by Betty Murphy to approve. Motion passed unanimously. 6. NEW BUSINESS A. Resolution No. 231 Resolution Approving Investment Policy Director Barbara Dacy presented the proposed investment policy and stated that the revolving 6-month Certificate of Deposit is an appropriate investment according to the policy. Motion made by Kurt Mortenson, second by Betty Murphy to approve the investment policy. Motion passed unanimously. Ms. Dacy stated that the Board review this particular investment prior to rollover at the May meeting. 7. DISCUSSION A. Update on 2023 Strategic Initiatives and Goals (Distributed at the meeting) Director Dacy presented information on the HRA strategic initiatives including “Creating New Homes”, “How to Keep People in their Homes”, and various operations goals. 8. EXECUTIVE DIRECTOR REPORT Director Dacy reported that Commissioner Kurt Mortenson and herself attended a meeting with the City of Dalton on January 3, 2023. She also stated that a purchase agreement for the 3 bedroom home in Hidden Meadows has been executed. 9. GENERAL DISCUSSION – TOPICS BY COMMISSIONERS Chairperson Johnson stated that he would like to discuss the timing of dissolution of the HRA and merging operations under the CDA. After commissioner comments, it was determined that discussion should continue at the upcoming CDA Board meeting beginning at 1 p.m. 10. ADJOURNMENT At 12:59 pm a motion was unanimously carried to adjourn the meeting. _______________________ _____________________________ Kurt Mortenson/Secretary/Clerk Date COMMUNITY HOUSING INVESTMENT PROGRAMS (CHIP) BOARD REPORT January 2023 Program Applications Approved Applications Denied Inspections Conducted Proceed to Work Issued Projects Complete Goal Program End Date Emergency Home Repair Program (EHRP) On-Going Down Payment Assistance (DPA) 1 1 On-Going SCDP: Reuse 1 On-Going Rent Rehab - RR On-Going Affordable Rental Unit Construction - ARUC On-Going BATTLE LAKE 09/30/2023 SCDP: Commercial 2 1 1 8 SCDP: Homeowner 7 4 7 4 3 20 Residential Owner-Occupied Leverage (ROHL) 2 2 2 UNDERWOOD 09/30/2023 SCDP: Homeowner 12 3 12 9 7 17 Residential Owner-Occupied Leverage (ROHL) 5 5 4 218-998-8730 ottertailcountymn.us OTTER TAIL COUNTY I HOUSING Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ti) EOUl\l HOUSING OPPORTUNITY hra@co.ottertail.mn.us 1/31/2023 2/1/2023 Difference 40,617.32$ $42,756.00 2,138.68$ 97 101 4 *HAP Transactions 38,745.00$ *Utility Reimbursements 320.00$ * Portability Tranactions (Out)1,456.00$ * Portablilty Admin Fee (Paid)96.32$ Hold Landlord Transaction 1/31 2/1 New Admissions 3 End Participation 0 Shop Mode/ARS 1 Ports-Out Paid 2 2 Ports Out Pending 0 0 Ports In Pending 0 0 8-Feb-23 Waiting List/To Date 5 Applications in Progress 18 Vouchers "on the street"23 ELI%75% Monthly Trend Report*Units Available Units Leased Leasing %Budget %Per Unit $ August 2022 140 96 69.1%86.3%404.57$ September 2022 140 98 69.1%86.1%401.22$ October 2022 144 98 68.9%86.0%395.84$ November 2022 144 96 68.7%86.0%395.85$ December 2022 144 95 68.4%86.0%400.56$ January 2023 144 97 67.4%94.0%409.33$ *Leasing % and Budget % based on cumulative activity during calendar year Per Unit $ is rolling three month average OTC Section 8 Housing Choice Voucher Rental Assistance Program Summary of ActionsJanuary 31, 2023 Program Total Financial Transaction Paid This Month* UML (Unit Months Leased or # of Households) 218-998-8730 ottertailcountymn.us OTTER TAIL COUNTY I HOUSING Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 hra@co.ottertail.mn.us PUBLIC HOUSING BOARD REPORT January 2023 Rents Payable $4,092 Rents Collected $3,196 Total Negative Rents $221 Negative Rents Paid $0 Late Fees Charged $132 Late Fees Collected $75 Number of Units Paying Flat/Ceiling Rent 4 Fiscal Year ELI 100% WAITING LIST 2 Bedroom 36 3 Bedroom 13 4 Bedroom 12 VACANCIES UNIT VACATED LEASE SIGNED 0 Units owned by the OTC HRA 13 Scattered Site Units 3 Bedroom Single Family Home 1 New York Mills 1 Henning 3 Bedroom Duplex 1 New York Mills 1 Henning 1 Underwood 1 Pelican Rapids 4 Bedroom Single Family Home 1 New York Mills 1 Henning 1 Underwood 218-998-8730 ottertailcountymn.us OTTER TAIL COUNTY I HOUSING Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 G:r EOU/1.L HOUSING OPPORTUNITY hra@co.ottertail.mn.us Doc Num Voided Type Document Recipient 10 No DD Barbara Dacy LLC 11 No DD Betty Murphy 12 No DD John Lindquist 13 No DD Kurt A. Mortenson 14 No DD Wayne Johnson 15 No DD Betty Murphy 16 No DD John Lindquist 17 No DD Kurt A. Mortenson 18 No DD Wayne Johnson 19 No DD Barbara Dacy LLC 1186 No VD Betty Murphy 1238 No CHK LeLand Rogness 1239 No CHK N F Field Abstract Co LLC 1240 No CHK Woodland Home Design 1241 No CHK City of Battle Lake 1242 No CHK Fergus Falls Daily Journal 1243 No CHK Fergus Home & Hardware Inc 1244 No CHK HighPoint Homes Inc 1245 No CHK LeLand Rogness 1246 No CHK Management Computer Services Inc 1247 No CHK North Star Mutual Insurance Co 1248 No CHK Otter Tail County Recorder's Office 1249 No CHK Taft Stettinius & Hollister LLP 1250 No CHK Tag Up 1251 No CHK Cynthia Yuen Arbit 1252 No CHK HighPoint Homes Inc 1253 No CHK Home Depot Credit Services 1254 No CHK Kathleen Kline 1255 No CHK N F Field Abstract Co LLC 1256 No CHK Noel Stewart 1257 No CHK Otter Tail County Treasurer 1258 No CHK Paula Grunewald 1259 No CHK Tanya Westra 1260 No CHK West Central Abstracting Co Inc 11/16/22 to 12/14/22 No INV Cardmember Service 11/16/22 to 12/14/22 1 No INV Cardmember Service Inv #9100945 No INV NMLS Payments $300,056.21 $300,056.21 Count 10 1 23 3 37Total:$300,056.21 End of Report ($25.63) Check (CHK)$280,088.38 Invoice (INV)$347.23 Project SummaryProgram - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$19,646.23 Void Payment (VD) Cleared: 35 $300,034.71 Uncleared: 2 $21.50 Total Payments: 37 $300,056.21 12/14/2022 BDO Year End Close Webinar - Julie B Yes $179.00 12/22/2022 Jan 2023 Membership Pmt Conf #985301429 Yes $100.00 12/30/2022 CHIP Down Payment Assistance File 2023-01 Yes $7,500.00 12/14/2022 Dalton CAC Open House 12/05/22 Yes $68.23 12/30/2022 Dalton Comm Assist Mileage Reimb No $17.50 12/30/2022 Dalton Comm Assist Dec 22 Mileage Reimb Yes $11.25 12/30/2022 Refund Overpayment of Rent No $4.00 12/30/2022 4th Qtr 2022 OTC Invoice #007 Yes $61,212.51 12/30/2022 Nov/Dec 2022 Informal Hearings Yes $270.50 12/30/2022 O&E Report - Henning Yes $85.00 12/30/2022 Hidden Meadows Pay Application #3 Yes $94,577.00 12/30/2022 Hidden Meadows Job Sign Supplies Yes $66.27 12/16/2022 Plaque Yes $74.99 12/30/2022 Tech Assistance Oct & Nov Yes $190.00 12/16/2022 Recording Fees Yes $46.00 12/16/2022 Prof Services Client/File 100762/00002 MLI Yes $30,100.00 12/16/2022 2023 Fees for Services Yes $6,053.00 12/16/2022 2023 Commercial Liability Policy Yes $381.00 12/16/2022 Hidden Meadows Pay App #2 Yes $67,276.00 12/16/2022 Dec 22 Per Diem & Mileage Yes $77.50 12/16/2022 Dec 22 Board Meeting Yes $85.86 12/16/2022 Underwood SCDP & Leverage, Bldg Permit, Demo, Siding, Furnace, Tub, Yes $10,600.00 12/02/2022 Renderings - Hidden Meadows BL Yes $697.50 12/16/2022 Hidden Meadows - New Line Connection Fee for Natural Gas Yes $600.00 12/02/2022 Nov 2022 Per Diem/Mileage Yes $77.50 12/02/2022 O&E Report - Battle Lake Yes $85.00 12/30/2022 December 2022 Services Yes $9,459.66 12/01/2022 Misplaced/Lost Yes ($25.63) 12/16/2022 Dec 22 Per Diem & Mileage Yes $91.25 12/16/2022 Dec 22 Per Diem & Mileage Yes $100.63 12/16/2022 Dec 22 Per Diem & Mileage Yes $100.63 12/16/2022 Dec 22 Per Diem & Mileage Yes $95.63 12/02/2022 Nov 2022 Per Diem/Mileage Yes $91.25 12/02/2022 Nov 2022 Per Diem/Mileage Yes $100.63 12/02/2022 Mileage Yes $51.26 12/02/2022 Nov 2022 Per Diem/Mileage Yes $95.63 Payment Date Document Description Cleared Amount 12/02/2022 Services for Nov 2022 Yes $9,459.66 Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register General Revolving (GR) Posted Payments www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 10:40:23 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash (628,802.73)627,512.56 1111.1 Certificates of Deposit 355.20 142,048.22 1111.2 Cash MHFA Loan Acct #0054 0.35 4,078.04 1111.3 Cash Committed for Hidden Meadows 375,000.00 1111.4 Committed for Housing Trust Fund 542,596.00 542,596.00 1113 Cash Rent Rehab 92,302.53 287,316.32 1130.1 Loan Receivable-Rental Rehab 245,098.36 1130.2 Loan Receivable-Down Payment Assistance 89,138.00 1130.3 Loan Receivable-Tax Levy Rehab Provision 331,010.72 1130.4 Loan Receivable-Homeowner Rehab 629,281.00 1130.9 Loan Allowance (960,291.72) 1135.5 Taxes Receivable 16,095.00 1400.12 Assets Held for Resale 1,051.00 TOTAL ASSETS 6,451.35 2,329,933.50 LIABILITIES AND SURPLUS LIABILITIES 2111 Vendors/Contractors (5,429.98)(5,429.98) TOTAL LIABILITIES (5,429.98)(5,429.98) SURPLUS 2700 Income/Expense Clearing Account 421,860.43 2700 Income/Expense Clearing Account (Current Year) (416.00) 2806 Unrestricted Net Position 1,044,867.71 2806 Unrestricted Net Position (Current Year) 11,881.33 869,051.34 TOTAL SURPLUS 11,881.33 2,335,363.48 TOTAL LIABILITIES AND SURPLUS 6,451.35 2,329,933.50 Otter Tail County Housing and Redevelop. Authority Balance Sheet December 2022 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 10:26:47 AM Printed by: Julie Bakken 100.0% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3610 Interest Income 3703/5353/3741/0054 594.12 2,326.16 2,326.16 3690 Other Revenue MISC 11,054.00 11,054.00 11,054.00 3690.01 SCDP Administration (DEED) - All Communities 3,272.00 11,999.25 11,999.25 3690.02 SCDP City/Grant Funds - All Communities 21,816.00 69,070.00 69,070.00 3691 Levy Revenue 1,313,777.30 1,313,777.30 3692 CHIP Down Payment Assistance Repayment 27,400.00 27,400.00 3693.01 CHIP Emerg Housing Repair Program (EHRP) Repayment 10,528.13 10,528.13 3693.03 CHIP FFHRA Rehab Repayments 10,500.00 18,412.90 18,412.90 3693.05 CHIP Rental Rehab Revolving Loan Payments 92,275.62 149,144.34 149,144.34 3695.01 MHFA Loan Distributions - All Projects 72,429.00 72,429.00 72,429.00 TOTAL INCOME 211,940.74 1,686,141.08 1,686,141.08 EXPENSES 4130 Legal 12,600.00 32,427.07 (32,427.07) 4140 Staff Training 179.00 5,293.75 (5,293.75) 4150 Travel 129.04 944.97 (944.97) 4170 Accounting 15,000.00 60,000.00 (60,000.00) 4171 Audit 29,102.00 (29,102.00) 4190 Other Administrative Expenses 78.99 (1,206.02)1,206.02 4190.01 Manuals, Subscriptions 152.64 (152.64) 4190.02 Office Supplies 69.11 357.80 (357.80) 4190.03 Postage 403.24 3,593.56 (3,593.56) 4190.04 Telephone & Internet 73.62 294.48 (294.48) 4190.05 Dues (8,184.16)8,184.16 4190.06 Advertising (372.06)1,066.46 (1,066.46) 4190.08 Consulting Fees 400.00 6,562.07 (6,562.07) 4190.2 Management Fees-OTC Admin 45,440.46 197,867.35 (197,867.35) 4190.21 Management Fees-Administrator Contract 18,919.32 122,700.08 (122,700.08) 4210 Board Member Payments 856.28 5,515.02 (5,515.02) 4420 Maintenance - Materials 149.44 (149.44) 4430 Maintenance - Contracts 4,290.00 (4,290.00) 4430.1 Misc Contracts - Software 4,203.61 (4,203.61) 4510 Insurance 33,355.19 (33,355.19) 4521 Assessments 416.00 (416.00) 4570 Housing Choice Voucher Operating Support 270.50 7,680.32 (7,680.32) 4590.01 SCDP O & E Reports 255.00 340.00 (340.00) 4590.02 SCDP Lead Based Paint Testing 1,300.00 (1,300.00) 4590.03 SCDP Construction (DEED)7,703.00 50,475.00 (50,475.00) 4590.04 SCDP Recording Fees 46.00 (1,840.00)1,840.00 4590.05 SCDP General Expense - Leverage 2,897.00 13,820.70 (13,820.70) 4591 MHFA Impact Fund Expenses 67,733.92 167,463.92 (167,463.92) 4591.01 MHFA Administration/Overrun 19,658.77 19,658.77 (19,658.77) 4592.01 HOP Demolition/Site Clearance 41,537.50 (41,537.50) 4593.01 CAP Admin 218.22 218.22 (218.22) 4593.02 CAP Property Acquisition 450.00 (450.00) 4594 CHIP Down Payment Assistance 7,500.00 17,500.00 (17,500.00) TOTAL EXPENSES 200,059.41 817,505.74 (817,505.74) SURPLUS 11,881.33 868,635.34 868,635.34 Otter Tail County Housing and Redevelop. Authority Operating Statement Twelve Months Ending 12/31/2022 Program: General Revolving (GR) Project: Consolidated Percent for Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 10:26:48 AM Printed by: Julie Bakken Doc Num Voided Type 202 No DD 203 No DD 204 No DD 205 No DD 206 No DD 207 No DD 208 No DD 209 No DD 210 No DD 211 No DD 212 No DD 213 No DD 214 No DD 215 No DD 216 No DD 217 No DD 218 No DD 219 No DD 220 No DD 221 No DD 222 No DD 223 No DD 224 No DD 225 No DD 226 No DD 227 No DD 228 No DD 229 No DD 230 No DD 231 No DD 232 No DD 233 No DD 234 No DD 235 No DD 236 No DD 237 No DD 5870 No CHK 5871 No CHK 5872 No CHK 5873 No CHK 5874 No CHK 5875 No CHK 5876 Yes CHK 5876 No VD12/12/2022 Sold the property.Yes ($675.00) 12/01/2022 HAP Payment Dec 22 Yes $166.00 12/01/2022 HAP Payment Dec 22 Yes $675.00 12/01/2022 HAP Payment Dec 22 Yes $503.00 12/01/2022 HAP Payment Dec 22 Yes $330.00 12/01/2022 HAP Payment Dec 22 Yes $635.00 12/01/2022 HAP Payment Dec 22 Yes $1,080.00 12/01/2022 HAP Payment Dec 22 Yes $675.00 12/01/2022 HAP Payment Dec 22 Yes $596.00 12/01/2022 HAP Payment Dec 22 Yes $629.00 12/01/2022 HAP Payment Dec 22 Yes $219.00 12/01/2022 HAP Payment Dec 22 Yes $349.00 12/01/2022 HAP Payment Dec 22 Yes $574.00 12/01/2022 HAP Payment Dec 22 Yes $1,253.00 12/01/2022 HAP Payment Dec 22 Yes $251.00 12/01/2022 HAP Payment Dec 22 Yes $572.00 12/01/2022 HAP Payment Dec 22 Yes $299.00 12/01/2022 HAP Payment Dec 22 Yes $538.00 12/01/2022 HAP Payment Dec 22 Yes $207.00 12/01/2022 HAP Payment Dec 22 Yes $291.00 12/01/2022 HAP Payment Dec 22 Yes $53.00 12/01/2022 HAP Payment Dec 22 Yes $380.00 12/01/2022 HAP Payment Dec 22 Yes $365.00 12/01/2022 HAP Payment Dec 22 Yes $557.00 12/01/2022 HAP Payment Dec 22 Yes $299.00 12/01/2022 HAP Payment Dec 22 Yes $2,730.00 12/01/2022 HAP Payment Dec 22 Yes $296.00 12/01/2022 HAP Payment Dec 22 Yes $849.00 12/01/2022 HAP Payment Dec 22 Yes $348.00 12/01/2022 HAP Payment Dec 22 Yes $150.00 12/01/2022 HAP Payment Dec 22 Yes $3,611.00 12/01/2022 HAP Payment Dec 22 Yes $544.00 12/01/2022 HAP Payment Dec 22 Yes $756.00 12/01/2022 HAP Payment Dec 22 Yes $1,319.00 12/01/2022 HAP Payment Dec 22 Yes $405.00 12/01/2022 HAP Payment Dec 22 Yes $292.00 12/01/2022 HAP Payment Dec 22 Yes $6,477.00 12/01/2022 HAP Payment Dec 22 Yes $394.00 12/01/2022 HAP Payment Dec 22 Yes $386.00 12/01/2022 HAP Payment Dec 22 Yes $289.00 12/01/2022 HAP Payment Dec 22 Yes $358.00 12/01/2022 HAP Payment Dec 22 Yes $339.00 12/01/2022 HAP Payment Dec 22 Yes $324.00 Payment Date Document Description Cleared Amount 12/01/2022 HAP Payment Dec 22 Yes $579.00 Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers Posted Payments www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 2 2/8/2023 11:44:50 AM Printed by: Julie Bakken Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 5877 No CHK 5878 No CHK 5879 No CHK 5880 No CHK 5881 No CHK 5882 No CHK 5883 No CHK 5884 No CHK 5885 No CHK 5886 No CHK 5887 No CHK 5888 No CHK 5889 No CHK 5890 No CHK 5891 No CHK 5892 No CHK 5893 No CHK 5894 No CHK 5895 No CHK 5896 No CHK 5917 No CHK 5918 No CHK 5919 No CHK Payments $61,262.03 $61,262.03 Count 36 30 1 67 End of Report $33,980.03 Void Payment (VD)($675.00) Total:$61,262.03 Project Summary Bank: FM Bank, Bank Account: 9314130062, GL Account: 1111Program - Project Deposits Housing Choice Vouchers - $0.00 Total:$0.00 Type Summary Bank: FM Bank, Bank Account: 9314130062, GL Account: 1111Document Type Amount Direct Deposit (DD)$27,957.00 Check (CHK) Cleared: 65 $61,232.03 Uncleared: 2 $30.00 Total Payments: 67 $61,262.03 12/30/2022 4th Qtr 2022 OTC Invoice #007 - Kelly M Payroll Yes $22,137.29 12/30/2022 HCV Mileage Reimb - Inspections Yes $53.13 12/02/2022 Nov 2022 Mileage Reimb Yes $56.25 12/30/2022 Mileage Reimb-Inspections-PR, Vergas, Perham, NYM, Richvillle Yes $91.88 12/01/2022 Port Out Payment Dec 22 Yes $482.16 12/01/2022 Port Out Payment Dec 22 Yes $1,070.16 12/01/2022 HAP Util Payment Dec 22 Yes $23.00 12/01/2022 Port Out Payment Dec 22 Yes $986.16 12/01/2022 HAP Util Payment Dec 22 Yes $16.00 12/01/2022 HAP Util Payment Dec 22 Yes $18.00 12/01/2022 HAP Util Payment Dec 22 Yes $8.00 12/01/2022 HAP Util Payment Dec 22 No $28.00 12/01/2022 HAP Util Payment Dec 22 Yes $89.00 12/01/2022 HAP Util Payment Dec 22 No $2.00 12/01/2022 HAP Util Payment Dec 22 Yes $101.00 12/01/2022 HAP Util Payment Dec 22 Yes $4.00 12/01/2022 HAP Payment Dec 22 Yes $298.00 12/01/2022 HAP Payment Dec 22 Yes $926.00 12/01/2022 HAP Payment Dec 22 Yes $624.00 12/01/2022 HAP Payment Dec 22 Yes $1,303.00 12/01/2022 HAP Payment Dec 22 Yes $413.00 12/01/2022 HAP Payment Dec 22 Yes $566.00 12/01/2022 HAP Payment Dec 22 Yes $699.00 www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 2 of 2 2/8/2023 11:44:50 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash Unrestricted (13,990.75)55,293.12 TOTAL ASSETS (13,990.75)55,293.12 LIABILITIES AND SURPLUS LIABILITIES TOTAL LIABILITIES SURPLUS 2700 Inc & Exp Clearing 4,078.69 2805 Restricted Net Position 51,274.00 2805 Restricted Net Position (Current Year) 2,328.00 (29,159.50) 2806 Unrestricted Position 42,192.60 2806 Unrestricted Position (Current Year) (16,318.75)(13,092.67) TOTAL SURPLUS (13,990.75)55,293.12 TOTAL LIABILITIES AND SURPLUS (13,990.75)55,293.12 Otter Tail County Housing and Redevelop. Authority Balance Sheet December 2022 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 11:20:57 AM Printed by: Julie Bakken 100% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3300 Interest on Reserved Surplus (4634)14.73 14.73 3301 Admin Subsidy 6,099.00 79,201.00 79,201.00 3301.1 HAP Subsidy 41,030.00 433,349.00 433,349.00 3450 Fraud Recovery - Admin 50%73.00 499.50 499.50 3450.1 Fraud Recapture HAP 50%73.00 499.50 499.50 3610 Investment Income (0062)7.28 91.50 91.50 3690.1 Other Revenue HAP 4.00 439.00 439.00 TOTAL INCOME 47,286.28 514,094.23 514,094.23 EXPENSES 4150 Travel 201.26 1,040.23 (1,040.23) 4190 Other Admin Expenses (Apps, Service Charges)15.00 376.00 (376.00) 4190.01 Manuals, Subscriptions 239.00 (239.00) 4190.08 Consulting Fees 1,945.00 (1,945.00) 4190.2 Management Fees-OTC 22,137.29 87,876.34 (87,876.34) 4715 HAP 2.00 (2.00) 4715.1 HAP Occupied Units 36,385.00 431,289.00 (431,289.00) 4715.P HAP-Portability Out 2,394.00 32,156.00 (32,156.00) 4716.P Port Out Admin Fee 144.48 1,422.83 (1,422.83) TOTAL EXPENSES 61,277.03 556,346.40 (556,346.40) SURPLUS (13,990.75)(42,252.17)(42,252.17) Otter Tail County Housing and Redevelop. Authority Operating Statement Twelve Months Ending 12/31/2022 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 11:32:02 AM Printed by: Julie Bakken Doc Num Voided Type 7216 No CHK 7217 No CHK 7218 No CHK 7219 No CHK 7220 No CHK 7221 No CHK 7222 No CHK 7223 No CHK 7224 No CHK 7225 No CHK 7226 No CHK 7227 No CHK 7228 No CHK 7229 No CHK 7230 No CHK 7231 No CHK 7232 No CHK 01-00000621-00-0 12/05/22 No INV 01-00000684-00-1 12/27/22 No INV 01-00000683-00-0 12/27/22 No INV 01-00041004-00-6 12/5/22 No INV 01-00041152-00-6 12/05/22 No INV 10108 11/29/22-12/20/22 No INV 10350 11/29/22-12/20/22 No INV 10787 11/29/22-12/20/22 No INV 1129723 12/19/2022 No INV 1130792 12/19/2022 No INV 1130793 12/19/2022 No INV 1130796 12/19/2022 No INV 1130799 12/19/2022 No INV12/19/2022 Elec Yes $74.94 12/19/2022 Elec Yes $24.44 12/19/2022 Elec No $87.77 12/19/2022 Elec Yes $53.66 12/19/2022 Elec Yes $47.80 12/27/2022 Water, Sewer Yes $80.28 12/27/2022 Water, Sewer Yes $83.10 12/05/2022 Nov 2022 Elec, Gas, Sewer Yes $266.53 12/27/2022 Water, Sewer Yes $93.64 12/29/2022 Water, Sewer Yes $71.32 12/05/2022 Nov 2022 Water, Elec, Gas, Sewer Yes $240.00 12/05/2022 Nov 2022 Water, Elec, Gas, Sewer Yes $303.00 12/29/2022 Water, Sewer Yes $56.57 12/30/2022 4th Qtr 2022 OTC Invoice #007 Yes $15,957.39 12/30/2022 Dec 22 Mileage Reimb - Underwood, NYM Yes $49.38 12/30/2022 Solar Salt Yes $17.90 12/30/2022 Public Housing Supplies Yes $94.99 12/16/2022 2023 Apartment Policy Yes $15,762.60 12/16/2022 Doors Yes $39.61 12/16/2022 Batteries and Snow Scraper for Truck Yes $43.99 12/16/2022 Nov 2022 Water, Gas, Sewer Yes $450.08 12/16/2022 Nov 2022 Gas Yes $199.35 12/16/2022 Solar Salt Yes $45.70 12/02/2022 PH Materials Yes $25.00 12/16/2022 Labor-Plugged Toilet & Supplies Yes $356.21 12/02/2022 PH Materials Yes $803.46 12/02/2022 PH Materials Yes $39.61 12/02/2022 Payment Dec 22 Yes $82.86 12/02/2022 Heat Gun/Extension cord Yes $477.41 Payment Date Document Description Cleared Amount 12/02/2022 Payment Dec 22 Yes $91.04 Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register Public Housing Posted Payments www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 2 2/8/2023 11:59:47 AM Printed by: Julie Bakken Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register Public Housing 1130903 12/19/2022 No INV 1143860 12/19/2022 No INV 20072296 12/19/2022 No INV 991 721 5394 4 12/8/22 No INV Doc Num Voided Type 1172 No CHK 1222 No CHK 1223 No CHK 1793 No CHK 3452 No CHK 3454 No CHK 6788 No CHK 020516795 No MO 020517920 No MO 020518414 No MO 82278313 No CHK 22-011996137 No MO 27369623676 No CHK 27407470048 No MO 28164966557 No MO Payments $36,334.58 $36,334.58 Count 26 6 17 49 End of Report $865.98 Invoice (INV)$1,798.00 Total:($31,651.60) Project Summary Bank: FM Bank, Bank Account: 9314130070, GL Account: 1111Program - Project Deposits Public Housing - Family Housing $4,682.98 Total:$4,682.98 Type Summary Bank: FM Bank, Bank Account: 9314130070, GL Account: 1111Document Type Amount Check (CHK)($30,719.58) Money Order (MO) 12/01/2022 Payment - Money Order Yes $237.98 Cleared: 15 $4,682.98 Uncleared: 0 $0.00 Total Deposits: 15 $4,682.98 12/01/2022 Payment - Check Yes $400.00 12/01/2022 Payment - Money Order Yes $74.00 12/01/2022 Payment - Check Yes $212.00 12/20/2022 Payment - Money Order Yes $82.00 12/20/2022 Payment - Money Order Yes $222.00 12/20/2022 Payment - Money Order Yes $100.00 12/01/2022 Payment - Check Yes $568.00 12/20/2022 Payment - Money Order Yes $150.00 12/01/2022 Payment - Check Yes $240.00 12/20/2022 Payment - Check Yes $672.95 12/27/2022 Payment - Check Yes $98.69 12/01/2022 Payment - Check Yes $695.00 12/27/2022 Payment - Check Yes $724.36 12/01/2022 Payment - Check Yes $206.00 Posted Deposits Control Date Document Description Cleared Amount 12/09/2022 Gas Yes $90.73 Cleared: 33 $36,246.81 Uncleared: 1 $87.77 Total Payments: 34 $36,334.58 12/19/2022 Elec Yes $64.64 12/19/2022 Elec Yes $106.78 12/19/2022 Elec Yes $52.80 www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 2 of 2 2/8/2023 11:59:47 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash (18,322.28)81,470.90 1122 A/R Tenants 630.05 3,445.34 1122.1 Allowance for Doubtful Accts (200.00) 1122.9 A/R Tenant Repayment Agreements 666.82 666.82 1400.5 Accumulated Depreciation (1,062,666.01) 1400.6 Land 32,990.31 1400.7 Buildings 1,688,010.51 1400.8 Furn/Equip/Mach - Dwellings 21,132.31 TOTAL ASSETS (17,025.41)764,850.18 LIABILITIES AND SURPLUS LIABILITIES 2111 Vendors/Contractors (14,487.77)(14,487.77) 2111.1 A/P Tenants (173.90) 2114 Tenant Security Deposits 10,304.96 2240 Tenants Prepaid Rent 2.09 627.09 TOTAL LIABILITIES (14,659.58)(3,555.72) SURPLUS 2700 Income/Expense Clearing Account (2,190.16) 2700 Income/Expense Clearing Account (Current Year) (163.52)(1,638.93) 2802 Invested in Capital Assets, Net of Related Debt 723,332.00 2806 Unrestricted Net Position (10,324.03) 2806 Unrestricted Net Position (Current Year) (2,202.31)59,227.02 TOTAL SURPLUS (2,365.83)768,405.90 TOTAL LIABILITIES AND SURPLUS (17,025.41)764,850.18 Otter Tail County Housing and Redevelop. Authority Balance Sheet December 2022 Program: Public Housing Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 11:50:46 AM Printed by: Julie Bakken 100% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 3,691.00 30,093.08 14,400.00 15,693.08 3401.1 HUD Operating Subsidy 15,013.25 68,600.00 67,000.00 1,600.00 3610 Interest Income (5673/0070)12.90 56.84 56.84 3690 Other Income (NSF, Late Fee, GR Support)81.00 15,523.26 15,523.26 3690.1 Water Charge Income 588.45 6,274.32 6,274.32 3690.2 Electric Charge Income 145.38 8,275.85 8,275.85 3690.3 Gas Charge Income 719.41 7,853.83 7,853.83 3690.31 Sewer Charge Income 752.52 7,582.81 7,582.81 3690.4 Other Tenant Charges (Maint)365.00 365.00 TOTAL INCOME 21,003.91 144,624.99 81,400.00 63,224.99 EXPENSES 4150 Travel 230.77 543.10 (543.10) 4171 Audit 2,000.00 1,200.00 (800.00) 4190 Other Admin Expenses (Reports, Apps)2,068.00 20,000.00 17,932.00 4190.01 Manuals, Subscriptions 478.00 (478.00) 4190.03 Postage 132.00 (132.00) 4190.08 Consulting Fees 1,945.00 (1,945.00) 4190.2 Management Fees-OTC 15,776.00 15,776.00 (15,776.00) 4310 Water 1,002.56 6,566.19 (6,566.19) 4320 Electric 1,257.04 7,857.61 (7,857.61) 4330 Gas 1,018.55 7,654.98 (7,654.98) 4331 Sewer 1,286.62 7,551.94 (7,551.94) 4400 Maintenance - Tools & Equip 163.52 1,638.93 (1,638.93) 4420 Maintenance - Materials 1,377.51 4,286.01 (4,286.01) 4430 Maintenance - Contracts 1,257.17 14,354.82 (14,354.82) 4510 Insurance 12,804.03 (12,804.03) 4521 Assessments 1,123.33 (1,123.33) 4580 Interest Expense (on Security Deposits)256.96 (256.96) TOTAL EXPENSES 23,369.74 87,036.90 21,200.00 (65,836.90) SURPLUS (2,365.83)57,588.09 60,200.00 (2,611.91) Otter Tail County Housing and Redevelop. Authority Operating Statement Twelve Months Ending 12/31/2022 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 11:50:46 AM Printed by: Julie Bakken Doc Num Voided Type Document Recipient 20 No DD Betty Murphy 21 No DD Kurt A. Mortenson 22 No DD Wayne Johnson 1261 No CHK Contractor Compliance & Monitoring Inc 1262 No CHK Minnesota NAHRO 1263 No CHK National Association of Housing & Redevelopment 1264 No CHK North Central Regional Council NAHRO 1265 No CHK Victor Lundeen Company 1266 No CHK Contractor Compliance & Monitoring Inc 1267 No CHK Fergus Falls Daily Journal 1268 No CHK Jeff A Ackerson 1269 Yes CHK N F Field Abstract Co LLC 1269 No VD N F Field Abstract Co LLC 1270 No CHK Woodland Home Design Credit Issued No CRM Cardmember Service Payments $2,665.19 $2,665.19 Count 3 10 1 1 15Total:$2,665.19 End of Report $2,467.37 Void Payment (VD)($85.00) Credit Memo (CRM)($12.93) Project Summary Program - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$295.75 Check (CHK) Cleared: 11 $1,966.24 Uncleared: 4 $698.95 Total Payments: 15 $2,665.19 01/27/2023 Hidden Meadows Renderings 11/21 Yes $45.00 01/10/2023 Fujitsu Credit Yes ($12.93) 01/27/2023 O&E Henning Reuse Yes $85.00 01/30/2023 Duplicate payment.Yes ($85.00) 01/27/2023 #2114411 CAC Dalton Arch & Eng Services Yes $124.02 01/27/2023 Per Diem/MIleage No $82.21 01/13/2023 1099 Envelopes Yes $14.40 01/27/2023 Hidden Meadows Compliance Service Jan 23 Yes $750.00 01/13/2023 2023 Membership No $241.74 01/13/2023 2023 Membership No $75.00 01/13/2023 Labor Comp Hidden Meadows 12/22 Yes $750.00 01/13/2023 2023 Membership No $300.00 01/27/2023 Per Diem/Mileage Yes $92.03 01/27/2023 Per Diem/Mileage Yes $101.86 Payment Date Document Description Cleared Amount 01/27/2023 Per Diem/Mileage Yes $101.86 Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register General Revolving (GR) Posted Payments www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 9:55:10 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash 28,063.23 655,575.79 1111.1 Certificates of Deposit 142,048.22 1111.2 Cash MHFA Loan Acct #0054 0.35 4,078.39 1111.3 Cash Committed for Hidden Meadows 375,000.00 1111.4 Committed for Housing Trust Fund 542,596.00 1113 Cash Rent Rehab 1,581.24 288,897.56 1130.1 Loan Receivable-Rental Rehab 245,098.36 1130.2 Loan Receivable-Down Payment Assistance 89,138.00 1130.3 Loan Receivable-Tax Levy Rehab Provision 331,010.72 1130.4 Loan Receivable-Homeowner Rehab 629,281.00 1130.9 Loan Allowance (960,291.72) 1135.5 Taxes Receivable 16,095.00 1400.12 Assets Held for Resale 1,051.00 TOTAL ASSETS 29,644.82 2,359,578.32 LIABILITIES AND SURPLUS LIABILITIES 2111 Vendors/Contractors 5,429.98 TOTAL LIABILITIES 5,429.98 SURPLUS 2700 Income/Expense Clearing Account 421,860.43 2700 Income/Expense Clearing Account (Unclosed 2022) (416.00) 2806 Unrestricted Net Position 1,044,867.71 2806 Unrestricted Net Position (Current Year) 24,214.84 24,214.84 2806 Unrestricted Net Position (Unclosed 2022) 869,051.34 TOTAL SURPLUS 24,214.84 2,359,578.32 TOTAL LIABILITIES AND SURPLUS 29,644.82 2,359,578.32 Otter Tail County Housing and Redevelop. Authority Balance Sheet January 2023 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 8:43:22 AM Printed by: Julie Bakken 8% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3610 Interest Income 3703/5353/3741/0054 294.35 294.35 1,800.00 (1,505.65)16% 3690.01 SCDP Administration (DEED) - All Communities 1,204.00 1,204.00 85,000.00 (83,796.00)1% 3690.02 SCDP City/Grant Funds - All Communities 8,028.00 8,028.00 444,920.00 (436,892.00)2% 3691 Levy Revenue 14,505.38 14,505.38 1,309,725.00 (1,295,219.62)1% 3693.01 CHIP Emerg Housing Repair Program (EHRP) Repayment 6,842.00 6,842.00 6,842.00 3693.05 CHIP Rental Rehab Revolving Loan Payments 1,536.28 1,536.28 31,821.00 (30,284.72)5% 3695.01 MHFA Loan Distributions - All Projects 500,000.00 (500,000.00)0% 3695.02 MHFA Grant Distributions - All Projects 516,000.00 (516,000.00)0% 3698 Developer Fees 75,000.00 (75,000.00)0% 3699 Sale of Property 745,000.00 (745,000.00)0% TOTAL INCOME 32,410.01 32,410.01 3,709,266.00 (3,676,855.99)1% EXPENSES 4130 Legal 30,000.00 30,000.00 0% 4140 Staff Training 5,000.00 5,000.00 0% 4150 Travel 4,300.00 4,300.00 0% 4170 Accounting 60,000.00 60,000.00 0% 4171 Audit 16,100.00 16,100.00 0% 4190 Other Administrative Expenses 200.00 200.00 0% 4190.01 Manuals, Subscriptions 200.00 200.00 0% 4190.02 Office Supplies 1.47 1.47 1,700.00 1,698.53 0% 4190.03 Postage 4,500.00 4,500.00 0% 4190.04 Telephone & Internet 300.00 300.00 0% 4190.05 Dues 716.74 716.74 1,000.00 283.26 72% 4190.06 Advertising 1,300.00 1,300.00 0% 4190.08 Consulting Fees 28,000.00 28,000.00 0% 4190.2 Management Fees-OTC Admin 364,342.00 364,342.00 0% 4190.21 Management Fees-Administrator Contract 116,918.00 116,918.00 0% 4190.22 Management Fees - Construction Consultant 40,000.00 40,000.00 0% 4210 Board Member Payments 377.96 377.96 4,900.00 4,522.04 8% 4430.1 Misc Contracts - Software 6,053.00 6,053.00 5,000.00 (1,053.00)121% 4510 Insurance 381.00 381.00 35,000.00 34,619.00 1% 4521 Assessments 420.00 420.00 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% 4590.01 SCDP O & E Reports (85.00)(85.00)2,000.00 2,085.00 -4% 4590.02 SCDP Lead Based Paint Testing 10,000.00 10,000.00 0% 4590.03 SCDP Construction (DEED)432,000.00 432,000.00 0% 4590.04 SCDP Recording Fees 920.00 920.00 0% 4590.05 SCDP General Expense - Leverage 212,007.00 212,007.00 0% 4591 MHFA Impact Fund Expenses 1,016,000.00 1,016,000.00 0% 4591.01 MHFA Administration/Overrun 750.00 750.00 75,000.00 74,250.00 1% 4591.02 MHFA Loan Repayment 745,000.00 745,000.00 0% 4592.01 HOP Demolition/Site Clearance 40,000.00 40,000.00 0% 4593.02 CAP Property Acquisition 25,000.00 25,000.00 0% 4593.03 Consulting Fees 30,000.00 30,000.00 0% 4594 CHIP Down Payment Assistance 50,000.00 50,000.00 0% 4595.01 CHIP Emergency Housing Repair Program (EHRP)40,000.00 40,000.00 0% 4595.02 CHIP Res Owner Occupied Housing Leverage (ROHL)70,000.00 70,000.00 0% 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 8,195.17 8,195.17 3,607,107.00 3,598,911.83 0% SURPLUS 24,214.84 24,214.84 102,159.00 (77,944.16)24% Otter Tail County Housing and Redevelop. Authority Operating Statement One Month Ending 01/31/2023 Program: General Revolving (GR) Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 8:55:49 AM Printed by: Julie Bakken Doc Num Voided Type No ADJ 238 No DD 239 No DD 240 No DD 241 No DD 242 No DD 243 No DD 244 No DD 245 No DD 246 No DD 247 No DD 248 No DD 249 No DD 250 No DD 251 No DD 252 No DD 253 No DD 254 No DD 255 No DD 256 No DD 257 No DD 258 No DD 259 No DD 260 No DD 261 No DD 262 No DD 263 No DD 264 No DD 265 No DD 266 No DD 267 No DD 268 No DD 269 No DD 270 No DD 271 No DD 272 No DD 273 No DD 274 No DD 275 No DD 5897 No CHK 5898 No CHK 01/01/2023 HAP Payment Jan 23 Yes $596.00 01/01/2023 HAP Payment Jan 23 Yes $675.00 01/01/2023 HAP Payment Jan 23 Yes $268.00 01/01/2023 HAP Payment Jan 23 Yes $342.00 01/01/2023 HAP Payment Jan 23 Yes $574.00 01/01/2023 HAP Payment Jan 23 Yes $629.00 01/01/2023 HAP Payment Jan 23 Yes $291.00 01/01/2023 HAP Payment Jan 23 Yes $349.00 01/01/2023 HAP Payment Jan 23 Yes $280.00 01/01/2023 HAP Payment Jan 23 Yes $1,232.00 01/01/2023 HAP Payment Jan 23 Yes $207.00 01/01/2023 HAP Payment Jan 23 Yes $572.00 01/01/2023 HAP Payment Jan 23 Yes $396.00 01/01/2023 HAP Payment Jan 23 Yes $538.00 01/01/2023 HAP Payment Jan 23 Yes $670.00 01/01/2023 HAP Payment Jan 23 Yes $316.00 01/01/2023 HAP Payment Jan 23 Yes $380.00 01/01/2023 HAP Payment Jan 23 Yes $365.00 01/01/2023 HAP Payment Jan 23 Yes $1,137.00 01/01/2023 HAP Payment Jan 23 Yes $268.00 01/01/2023 HAP Payment Jan 23 Yes $2,730.00 01/01/2023 HAP Payment Jan 23 Yes $296.00 01/01/2023 HAP Payment Jan 23 Yes $849.00 01/01/2023 HAP Payment Jan 23 Yes $348.00 01/01/2023 HAP Payment Jan 23 Yes $3,439.00 01/01/2023 HAP Payment Jan 23 Yes $503.00 01/01/2023 HAP Payment Jan 23 Yes $756.00 01/01/2023 HAP Payment Jan 23 Yes $150.00 01/01/2023 HAP Payment Jan 23 Yes $405.00 01/01/2023 HAP Payment Jan 23 Yes $710.00 01/01/2023 HAP Payment Jan 23 Yes $1,319.00 01/01/2023 HAP Payment Jan 23 Yes $675.00 01/01/2023 HAP Payment Jan 23 Yes $386.00 01/01/2023 HAP Payment Jan 23 Yes $8,755.00 01/01/2023 HAP Payment Jan 23 Yes $358.00 01/01/2023 HAP Payment Jan 23 Yes $394.00 01/01/2023 HAP Payment Jan 23 Yes $324.00 01/01/2023 HAP Payment Jan 23 Yes $289.00 01/01/2023 HAP Payment Jan 23 Yes $579.00 01/01/2023 HAP Payment Jan 23 Yes $339.00 Payment Date Document Description Cleared Amount 01/11/2023 Property sold HAP refunded Yes ($538.00) Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers Posted Payments www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 2 2/8/2023 9:49:17 AM Printed by: Julie Bakken Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 5899 No CHK 5900 No CHK 5901 No CHK 5902 No CHK 5903 No CHK 5904 No CHK 5905 No CHK 5906 No CHK 5907 No CHK 5908 No CHK 5909 No CHK 5910 No CHK 5911 No CHK 5912 No CHK 5913 No CHK 5914 No CHK 5915 No CHK 5916 No CHK 5920 No CHK 5921 No CHK Payments $40,664.48 $40,664.48 Count 1 38 22 61 End of Report $32,418.00 Check (CHK)$8,784.48 Total:$40,664.48 Project SummaryProgram - Project Deposits Housing Choice $0.00 Total:$0.00 Type Summary Document Type Amount Hap Adjustment Advice Slip (ADJ) ($538.00) Direct Deposit (DD) Cleared: 56 $40,164.32 Uncleared: 5 $500.16 Total Payments: 61 $40,664.48 01/01/2023 HAP Payment Jan 23 Yes $538.00 01/27/2023 Jan 2023 Mileage Reimb No $47.16 01/01/2023 Port Out Payment Jan 23 Yes $482.16 01/01/2023 Port Out Payment Jan 23 Yes $1,070.16 01/01/2023 HAP Util Payment Jan 23 Yes $18.00 01/01/2023 HAP Util Payment Jan 23 Yes $23.00 01/01/2023 HAP Util Payment Jan 23 No $28.00 01/01/2023 HAP Util Payment Jan 23 Yes $148.00 01/01/2023 HAP Util Payment Jan 23 Yes $2.00 01/01/2023 HAP Util Payment Jan 23 No $8.00 01/01/2023 HAP Util Payment Jan 23 No $4.00 01/01/2023 HAP Util Payment Jan 23 Yes $89.00 01/01/2023 HAP Payment Jan 23 Yes $331.00 01/01/2023 HAP Payment Jan 23 Yes $926.00 01/01/2023 HAP Payment Jan 23 Yes $624.00 01/01/2023 HAP Payment Jan 23 Yes $653.00 01/01/2023 HAP Payment Jan 23 Yes $699.00 01/01/2023 HAP Payment Jan 23 No $413.00 01/01/2023 HAP Payment Jan 23 Yes $1,080.00 01/01/2023 HAP Payment Jan 23 Yes $330.00 www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 2 of 2 2/8/2023 9:49:17 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash Unrestricted 7,967.71 63,260.83 TOTAL ASSETS 7,967.71 63,260.83 LIABILITIES AND SURPLUS LIABILITIES TOTAL LIABILITIES SURPLUS 2700 Inc & Exp Clearing 4,078.69 2805 Restricted Net Position 51,274.00 2805 Restricted Net Position (Current Year) 383.24 383.24 2805 Restricted Net Position (Unclosed 2022) (29,159.50) 2806 Unrestricted Position 42,192.60 2806 Unrestricted Position (Current Year) 7,584.47 7,584.47 2806 Unrestricted Position (Unclosed 2022) (13,092.67) TOTAL SURPLUS 7,967.71 63,260.83 TOTAL LIABILITIES AND SURPLUS 7,967.71 63,260.83 Otter Tail County Housing and Redevelop. Authority Balance Sheet January 2023 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 9:31:20 AM Printed by: Julie Bakken 8% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3301 Admin Subsidy 6,099.00 6,099.00 79,201.00 (73,102.00)8% 3301.1 HAP Subsidy 39,272.00 39,272.00 434,498.00 (395,226.00)9% 3450 Fraud Recovery - Admin 50%1,632.24 1,632.24 1,632.24 3450.1 Fraud Recapture HAP 50%1,632.24 1,632.24 1,632.24 3610 Investment Income (0062)7.71 7.71 105.00 (97.29)7% 3690.1 Other Revenue HAP 30,000.00 (30,000.00)0% TOTAL INCOME 48,643.19 48,643.19 543,804.00 (495,160.81)9% EXPENSES 4150 Travel 47.16 47.16 1,200.00 1,152.84 4% 4190 Other Admin Expenses (Apps, Service Charges)11.00 11.00 120.00 109.00 9% 4190.01 Manuals, Subscriptions 240.00 240.00 0% 4190.08 Consulting Fees 1,945.00 1,945.00 0% 4190.2 Management Fees-OTC 93,887.00 93,887.00 0% 4715.1 HAP Occupied Units 39,065.00 39,065.00 394,904.00 355,839.00 10% 4715.P HAP-Portability Out 1,456.00 1,456.00 32,462.00 31,006.00 4% 4716.P Port Out Admin Fee 96.32 96.32 1,423.00 1,326.68 7% TOTAL EXPENSES 40,675.48 40,675.48 526,181.00 485,505.52 8% SURPLUS 7,967.71 7,967.71 17,623.00 (9,655.29)45% Otter Tail County Housing and Redevelop. Authority Operating Statement One Month Ending 01/31/2023 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 9:31:20 AM Printed by: Julie Bakken Doc Num Voided Type 7233 No CHK 7234 No CHK 7235 No CHK 7236 No CHK 01-00000621-00-0 12/31/22 No INV 01-00041004-00-6 12/31/22 No INV 01-00041101-00-0 12/31/22 No INV 01-00041152-00-6 12/31/22 No INV Doc Num Voided Type 1029 No CHK 1054 No CHK 1175 No CHK 1224 No CHK 1225 No CHK 1301 No CHK 1795 No CHK 1797 No CHK 1798 No CHK 2798 No CHK 3458 No CHK 3465 No CHK 3469 No CHK 5256 No CHK 5257 No CHK 33.29 No CHK 020520785 No CHK 82299584 No CHK 27407470151 No MO 28164970743 No MO 28164970787 No MO Payments $2,493.96 $2,493.96 Count 22 4 3 29 End of Report $865.37 Money Order (MO)$646.19 Total:$3,037.01 Project Summary Program - Project Deposits Public Housing - Family Housing $5,530.97 Total:$5,530.97 Type Summary Bank: FM Bank, Bank Account: 9314130070, GL Account: 1111Document Type Amount Check (CHK)$3,256.19 Invoice (INV) 01/24/2023 Payment - Money Order Yes $190.00 Cleared: 21 $5,530.97 Uncleared: 0 $0.00 Total Deposits: 21 $5,530.97 01/06/2023 Payment - Money Order Yes $98.19 01/24/2023 Payment - Money Order Yes $358.00 01/06/2023 Payment - Check Yes $91.00 01/17/2023 Check from State Yes $212.00 01/24/2023 Payment - Check Yes $78.66 01/24/2023 Payment - Check Yes $33.29 01/24/2023 Payment - Check Yes $240.00 01/17/2023 Payment - Check Yes $315.00 01/06/2023 Payment - Check Yes $240.00 01/17/2023 Payment - Check Yes $675.00 01/24/2023 Payment - Check Yes $60.64 01/24/2023 Payment - Check Yes $550.00 01/06/2023 Payment - Check Yes $95.95 01/06/2023 Payment - Check Yes $725.00 01/17/2023 Payment - Check Yes $24.44 01/17/2023 Payment - Check Yes $144.51 01/24/2023 Payment - Check Yes $158.76 01/06/2023 Payment - Check Yes $206.00 01/17/2023 Payment - Check Yes $834.53 01/24/2023 Payment - Check Yes $200.00 Posted Deposits Control Date Document Description Cleared Amount 01/04/2023 Water, Elec, Gas, Sewer Yes $209.98 Cleared: 7 $2,140.20 Uncleared: 1 $353.76 Total Payments: 8 $2,493.96 01/04/2023 Water, Elec, Gas, Sewer Yes $240.00 01/04/2023 Water, Elec, Gas, Sewer Yes $39.87 01/27/2023 Fantech Motor Assembly & Vent Cleaning No $353.76 01/04/2023 Water, Elec, Gas, Sewer Yes $375.52 01/13/2023 Solar Salt Yes $72.60 01/13/2023 Water, Gas, Sewer Yes $437.47 Payment Date Document Description Cleared Amount 01/13/2023 Check Furnace Yes $764.76 Otter Tail County Housing and Redevelop. Authority General Ledger Cash Payment/Receipt Register Public Housing Posted Payments www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 10:13:35 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash 22,079.68 103,550.58 1122 A/R Tenants 666.92 4,112.26 1122.1 Allowance for Doubtful Accts (200.00) 1122.9 A/R Tenant Repayment Agreements 666.82 1400.5 Accumulated Depreciation (1,062,666.01) 1400.6 Land 32,990.31 1400.7 Buildings 1,688,010.51 1400.8 Furn/Equip/Mach - Dwellings 21,132.31 TOTAL ASSETS 22,746.60 787,596.78 LIABILITIES AND SURPLUS LIABILITIES 2111 Vendors/Contractors 14,487.77 2114 Tenant Security Deposits 10,304.96 2240 Tenants Prepaid Rent (436.86)190.23 TOTAL LIABILITIES 14,050.91 10,495.19 SURPLUS 2700 Income/Expense Clearing Account (2,190.16) 2700 Income/Expense Clearing Account (Unclosed 2022) (1,638.93) 2802 Invested in Capital Assets, Net of Related Debt 723,332.00 2806 Unrestricted Net Position (10,324.03) 2806 Unrestricted Net Position (Current Year) 8,695.69 8,695.69 2806 Unrestricted Net Position (Unclosed 2022) 59,227.02 TOTAL SURPLUS 8,695.69 777,101.59 TOTAL LIABILITIES AND SURPLUS 22,746.60 787,596.78 Otter Tail County Housing and Redevelop. Authority Balance Sheet January 2023 Program: Public Housing Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 10:00:38 AM Printed by: Julie Bakken 8% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 3,871.00 3,871.00 25,000.00 (21,129.00)15% 3401.1 HUD Operating Subsidy 3,804.00 3,804.00 45,000.00 (41,196.00)8% 3401.2 HUD Capital Funds-Operations/Admin 14,363.00 14,363.00 7,000.00 7,363.00 205% 3401.3 HUD Capital Funds-Project 33,000.00 (33,000.00)0% 3610 Interest Income (5673/0070)10.30 10.30 40.00 (29.70)26% 3690 Other Income (NSF, Late Fee, GR Support)132.00 132.00 21,000.00 (20,868.00)1% 3690.1 Water Charge Income 414.11 414.11 6,300.00 (5,885.89)7% 3690.2 Electric Charge Income 1,242.80 1,242.80 8,550.00 (7,307.20)15% 3690.3 Gas Charge Income 440.74 440.74 11,000.00 (10,559.26)4% 3690.31 Sewer Charge Income 534.10 534.10 7,350.00 (6,815.90)7% TOTAL INCOME 24,812.05 24,812.05 164,240.00 (139,427.95)15% EXPENSES 4130 Legal 750.00 750.00 0% 4140 Staff Training 500.00 500.00 0% 4150 Travel 1,000.00 1,000.00 0% 4171 Audit 2,000.00 2,000.00 0% 4190 Other Admin Expenses (Reports, Apps)2,100.00 2,100.00 0% 4190.01 Manuals, Subscriptions 500.00 500.00 0% 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 0% 4190.2 Management Fees-OTC 17,000.00 17,000.00 0% 4310 Water 6,400.00 6,400.00 0% 4320 Electric 8,700.00 8,700.00 0% 4330 Gas 11,500.00 11,500.00 0% 4331 Sewer 7,500.00 7,500.00 0% 4400 Maintenance - Tools & Equip 750.00 750.00 0% 4420 Maintenance - Materials 5,500.00 5,500.00 0% 4430 Maintenance - Contracts 353.76 353.76 20,000.00 19,646.24 2% 4431 Garbage and Trash Removal Contracts 500.00 500.00 0% 4510 Insurance 15,762.60 15,762.60 15,763.00 0.40 100% 4520 PILOT 1,200.00 1,200.00 0% 4521 Assessments 1,200.00 1,200.00 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 16,116.36 16,116.36 143,558.00 127,441.64 11% SURPLUS 8,695.69 8,695.69 20,682.00 (11,986.31)42% Otter Tail County Housing and Redevelop. Authority Operating Statement One Month Ending 01/31/2023 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 2/8/2023 10:00:38 AM Printed by: Julie Bakken OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 4. NEW BUSINESS 1ir EOU/\L HOUSING OPPORTUNITY OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _February 21, 2022__ BOARD MEETING DATE AGENDA ITEM #4A Administration ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 2/14/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 232 Authorizing Submission of the Section 8 Management Assessment Program Certification for 2022 PROPOSED REQUEST/JUSTIFICATION The purpose of this request is to authorize the submission of the certification form for the Section 8 Management Assessment Program (SEMAP). For small housing authorities, this is required every other year. SEMAP serves several functions but in general is a tool for assessing whether the Section 8 program operates effectively to assist eligible families afford rental units at the correct subsidy cost and is a system used by HUD to measure the housing authority performance and assign performance ratings. For each indicator in Exhibit A of the resolution, the Authority must conduct random sampling and review the files for program accuracy. As this memo is being written, staff is in process of completing the required testing. The certification form will be submitted by March 1, 2023. Staff recommends that the Board adopt the attached resolution. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 2/14/2023 ATTACHMENT LIST: FINANCIAL IMPLICATIONS: NA BUDGETED: X YES NO FUNDING: Housing Choice Voucher Program COMMENTS RESOLUTION NO. 232 AUTHORIZING SUBMISSION OF THE SECTION 8 MANAGEMENT ASSESSMENT PROGRAM CERTIFICATION FOR 2022 WHEREAS, the United States Department of Housing and Urban Development (“HUD”) requires that the Otter Tail County Housing and Redevelopment Authority (the “Authority”) submit a Section Eight Management Assessment Program (“SEMAP”) Certification for each fiscal year as represented in Exhibit A; and WHEREAS, information for the SEMAP Certification is being completed based on information from January 1, 2022, to December 31, 2022; and WHEREAS, a Resolution by the Board of Commissioners is required to approve the SEMAP Certification before it may be submitted to HUD. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Executive Director is hereby authorized, empowered, and directed to complete the form based on the review of the files. 2. That the Executive Director is hereby authorized to submit the Certification Form as represented in Exhibit A by the required deadline. 3. That the Executive Director is authorized, empowered, and directed to undertake any other tasks as she deems necessary or desirable in her discretion to effectuate the purposes of the foregoing Resolution. Upon the motion of__________, seconded by__________, and passed on a unanimous vote, the above resolution is hereby adopted by the Otter Tail County Housing and Redevelopment Authority Board of Commissioners. Adopted this 21st day of February 2023. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ OMB Approval No. 2577-0215U.S. Department of HousingSection 8 Management Assessment and Urban Development (exp. 02/29/2020)Program (SEMAP)Office of Public and Indian HousingCertification Public reporting burden for this collection of information is estimated to average 12 hours per response, including the time for reviewing instructions,searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency maynot conduct or sponsor, and you are not required to respond to, a collection of information unless it displays a currently valid OMB control number. This collection of information is required by 24 CFR sec 985.101 which requires a Public Housing Agency (PHA) administering a Section 8 tenant-basedassistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns theperformance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other datato assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and theinformation collected does not lend itself to confidentiality. Instructions Respond to this certification form using the PHA’s actual data for the fiscal year just ended. PHA Name For PHA FY Ending (mm/dd/yyyy)Submission Date (mm/dd/yyyy) Check here if the PHA expends less than $300,000 a year in Federal awards Indicators 1 - 7 will not be rated if the PHA expends less than $300,000 a year in Federal awards and its Section 8 programs are not auditedfor compliance with regulations by an independent auditor. A PHA that expends less than $300,000 in Federal awards in a year must stillcomplete the certification for these indicators. Performance Indicators 1.Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a))(a) The PHA has written policies in its administrative plan for selecting applicants from the waiting list. PHA Response Yes No (b) The PHA’s quality control samples of applicants reaching the top of the waiting list and of admissions show that at least 98% of the families in thesamples were selected from the waiting list for admission in accordance with the PHA’s policies and met the selection criteria that determined their placeson the waiting list and their order of selection. PHA Response Yes No 2.Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(f)(7) and 982.507)(a) The PHA has and implements a reasonable written method to determine and document for each unit leased that the rent to owner is reasonable basedon current rents for comparable unassisted units (i) at the time of initial leasing, (ii) before any increase in the rent to owner, and (iii) at the HAP contractanniversary if there is a 5 percent decrease in the published FMR in effect 60 days before the HAP contract anniversary. The PHA’s method takes intoconsideration the location, size, type, quality, and age of the program unit and of similar unassisted units, and any amenities, housing services,maintenance or utilities provided by the owners. PHA Response Yes No (b) The PHA’s quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its writtenmethod to determine reasonable rent and documented its determination that the rent to owner is reasonable as required for (check one): PHA Response At least 98% of units sampled 80 to 97% of units sampled Less than 80% of units sampled 3.Determination of Adjusted Income. (24 CFR part 5, subpart F and 24 CFR 982.516)The PHA’s quality control sample of tenant files shows that at the time of admission and reexamination, the PHA properly obtained third party verificationof adjusted income or documented why third party verification was not available; used the verified information in determining adjusted income; properlyattributed allowances for expenses; and, where the family is responsible for utilities under the lease, the PHA used the appropriate utility allowances forthe unit leased in determining the gross rent for (check one): PHA Response At least 90% of files sampled 80 to 89% of files sampled Less than 80% of files sampled 4.Utility Allowance Schedule. (24 CFR 982.517)The PHA maintains an up-to-date utility allowance schedule. The PHA reviewed utility rate data that it obtained within the last 12 months, and adjustedits utility allowance schedule if there has been a change of 10% or more in a utility rate since the last time the utility allowance schedule was revised. PHA Response Yes No 5.HQS Quality Control Inspections. (24 CFR 982.405(b))A PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, which met the minimum sample size required byHUD (see 24 CFR 985.2), for quality control of HQS inspections. The PHA supervisor’s reinspected sample was drawn from recently completed HQSinspections and represents a cross section of neighborhoods and the work of a cross section of inspectors. PHA Response Yes No 6.HQS Enforcement. (24 CFR 982.404)The PHA’s quality control sample of case files with failed HQS inspections shows that, for all cases sampled, any cited life-threatening HQS deficiencieswere corrected within 24 hours from the inspection and, all other cited HQS deficiencies were corrected within no more than 30 calendar days from theinspection or any PHA-approved extension, or, if HQS deficiencies were not corrected within the required time frame, the PHA stopped housing assistancepayments beginning no later than the first of the month following the correction period, or took prompt and vigorous action to enforce the family obligationsfor (check one): PHA Response At least 98% of cases sampled Less than 98% of cases sampled form HUD-52648 (11/2013)Previous edition is obsolete Page 1 of 4 ref. 24 CFR Part 985 D D D D D D D D D D D D D D D D D D D 7.Expanding Housing Opportunities. (24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(b)(4) and (b)(12)).Applies only to PHAs with jurisdiction in metropolitan FMR areas. Check here if not applicable (a) The PHA has a written policy to encourage participation by owners of units outside areas of poverty or minority concentration which clearly delineatesareas in its jurisdiction that the PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to encourageowner participation. PHA Response Yes No (b) The PHA has documentation that shows that it took actions indicated in its written policy to encourage participation by owners outside areas of povertyand minority concentration. PHA Response Yes No (c) The PHA has prepared maps that show various areas, both within and neighboring its jurisdiction, with housing opportunities outside areas of povertyand minority concentration; the PHA has assembled information about job opportunities, schools and services in these areas; and the PHA uses the mapsand related information when briefing voucher holders. PHA Response Yes No (d) The PHA’s information packet for voucher holders contains either a list of owners who are willing to lease, or properties available for lease, underthe voucher program, or a list of other organizations that will help families find units and the list includes properties or organizations that operate outsideareas of poverty or minority concentration. PHA Response Yes No (e) The PHA’s information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address andtelephone number of a portability contact person at each. PHA Response Yes No (f) The PHA has analyzed whether voucher holders have experienced difficulties in finding housing outside areas of poverty or minority concentrationand, where such difficulties were found, the PHA has considered whether it is appropriate to seek approval of exception payment standard amounts inany part of its jurisdiction and has sought HUD approval when necessary. PHA Response Yes No 8.Payment Standards. The PHA has adopted current payment standards for the voucher program by unit size for each FMR area in the PHA jurisdictionand, if applicable, for each PHA-designated part of an FMR area, which do not exceed 110 percent of the current applicable FMR and which are notless than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503) PHA Response Yes No Enter current FMRs and payment standards (PS) 0-BR FMR _________1-BR FMR _________2-BR FMR _________3-BR FMR ________4-BR FMR _________ PS ______________PS ______________PS ______________PS ______________PS ______________ If the PHA has jurisdiction in more than one FMR area, and/or if the PHA has established separate payment standards for a PHA-designatedpart of an FMR area, attach similar FMR and payment standard comparisons for each FMR area and designated area. 9.Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516) PHA Response Yes No 10.Correct Tenant Rent Calculations. The PHA correctly calculates tenant rent in the rental certificate program and the family rent to owner in the rentalvoucher program. (24 CFR 982, Subpart K) PHA Response Yes No 11.Precontract HQS Inspections. Each newly leased unit passed HQS inspection before the beginning date of the assisted lease and HAP contract. (24 CFR982.305) PHA Response Yes No 12.Annual HQS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a)) PHA Response Yes No 13.Lease-Up. The PHA executes assistance contracts on behalf of eligible families for the number of units that has been under budget for at least one year. PHA Response Yes No 14a.Family Self-Sufficiency Enrollment. The PHA has enrolled families in FSS as required. (24 CFR 984.105)Applies only to PHAs required to administer an FSS program . Check here if not applicable PHA Responsea. Number of mandatory FSS slots (Count units funded under the FY 1992 FSS incentive awards and in FY 1993 and laterthrough 10/20/1998. Exclude units funded in connection with Section 8 and Section 23 project-based contractterminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid orterminated mortgages under section 236 or section 221(d)(3); and Section 8 renewal funding. Subtract the number offamilies that successfully completed their contracts on or after 10/21/1998.) or, Number of mandatory FSS slots under HUD-approved exception form HUD-52648 (8/2000)Previous edition is obsolete Page 2 of 4 ref. 24 CFR Part 985 D D D D D D D D D D D D D D D D D D D D D D D D D D b. Number of FSS families currently enrolled c. Portability: If you are the initial PHA, enter the number of families currently enrolled in your FSS program, but whohave moved under portability and whose Section 8 assistance is administered by another PHA Percent of FSS slots filled (b + c divided by a) 14b. Percent of FSS Participants with Escrow Account Balances. The PHA has made progress in supporting family self-sufficiency as measured by thepercent of currently enrolled FSS families with escrow account balances. (24 CFR 984.305)Applies only to PHAs required to administer an FSS program . Check here if not applicable PHA Response Yes No Portability: If you are the initial PHA, enter the number of families with FSS escrow accounts currently enrolled in yourFSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA Deconcentration Bonus Indicator (Optional and only for PHAs with jurisdiction in metropolitan FMR areas). The PHA is submitting with this certification data which show that: (1)Half or more of all Section 8 families with children assisted by the PHA in its principal operating area resided in low poverty census tracts at the end of the lastPHA FY; (2)The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA’s principal operating area during the last PHA FYis at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the lastPHA FY; or (3)The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA’s principal operating area over the last twoPHA FYs is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at theend of the second to last PHA FY. PHA Response Yes No If yes, attach completed deconcentration bonus indicator addendum. I hereby certify that, to the best of my knowledge, the above responses under the Section 8 Management Assessment Program (SEMAP) are true and accuratefor the PHA fiscal year indicated above. I also certify that, to my present knowledge, there is not evidence to indicate seriously deficient performance that castsdoubt on the PHA’s capacity to administer Section 8 rental assistance in accordance with Federal law and regulations. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) Executive Director, signature Chairperson, Board of Commissioners, signature ____________________________________________________________________________________________________________________ Date (mm/dd/yyyy) ____________________________________________Date (mm/dd/yyyy) _________________________________________ The PHA may include with its SEMAP certification any information bearing on the accuracy or completeness of the information used by the PHA in providing itscertification. form HUD-52648 (11/2013)Previous edition is obsolete Page 3 of 4 ref. 24 CFR Part 985 D D D D D Page 4 of 4 . SEMAP Certification - Addendum for Reporting Data for Deconcentration Bonus Indicator Date (mm/dd/yyyy) ____________________________ PHA Name ______________________________________________________________________________________ Principal Operating Area of PHA _____________________________________________________________________(The geographic entity for which the Census tabulates data) Special Instructions for State or regional PHAs Complete a copy of this addendum for each metropolitan area or portion of a metropolitan area (i.e., principaloperating areas) where the PHA has assisted 20 or more Section 8 families with children in the last completed PHA FY. HUD will rate the areas separatelyand the separate ratings will then be weighted by the number of assisted families with children in each area and averaged to determine bonus points. 1990 Census Poverty Rate of Principal Operating Area __________________________________________________ Criteria to Obtain Deconcentration Indicator Bonus Points To qualify for bonus points, a PHA must complete the requested information and answer yes for only one of the 3 criteria below. However, State and regional PHAs must always complete line 1) b for each metropolitan principal operating area. 1)__________a. Number of Section 8 families with children assisted by the PHA in its principal operating area at the end of the last PHA FY who live in low poverty census tracts. A low poverty census tract is a tract with a poverty rate at or below the overall poverty rate for the principal operating area of the PHA, or at or below 10% whichever is greater. __________b. Total Section 8 families with children assisted by the PHA in its principal operating area at the end of the last PHA FY. __________c. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA’s principal operating area at the end of the last PHA FY (line a divided by line b). Is line c 50% or more? Yes No 2)__________a. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA's principal operating area at the end of the last completed PHA FY. __________b. Number of Section 8 families with children who moved to low poverty census tracts during the last completed PHA FY. __________c. Number of Section 8 families with children who moved during the last completed PHA FY. __________d. Percent of all Section 8 mover families with children who moved to low poverty census tracts during the last PHA fiscal year (line b divided by line c). Is line d at least two percentage points higher than line a? Yes No 3)__________a. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA's principal operating area at the end of the second to last completed PHA FY. __________b. Number of Section 8 families with children who moved to low poverty census tracts during the last two completed PHA FYs. __________c. Number of Section 8 families with children who moved during the last two completed PHA FYs. __________d. Percent of all Section 8 mover families with children who moved to low poverty census tracts over the last two completed PHA FYs (line b divided by line c). Is line d at least two percentage points higher than line a? Yes No If one of the 3 criteria above is met, the PHA may be eligible for 5 bonus points. See instructions above concerning bonus points for State and regional PHAs. form HUD-52648 (11/2013)Previous edition is obsolete ref. 24 CFR Part 985 D D D D D D OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _February 21, 2023__ BOARD MEETING DATE AGENDA ITEM #4B Public Housing ORIGINATING DEPARTMENT/SERVICE Tanya Westra 02/14/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 233 Authorizing Obligation and Expenditure of Capital Funds; Authorizing execution of Contracts and Purchase Order for Gutter Replacement, Exterior Lock and Water Heater Replacement PROPOSED REQUEST/JUSTIFICATION The HRA Board approved the 5 Year Action Plan for Capital Funds for the scattered site public housing units at the November 17, 2022. The activities described below will be paid for with 2021 Capital Funds ($27,495 available) and the remaining balance will be paid with 2020 Capital Funds ($21,374 available). Bids were issued for a water heater replacement, exterior locks at all units, and gutter replacement at all units. Water Heater. Two bids were received to replace a water heater that was placed in service in 1999. Brogard’s Plumbing & Heating bid is $1,628.60 and Anytime Plumbing bid is $2,000. The current water heater is a 40-gallon natural gas unit. This is a 4-bedroom home, so it is proposed and bid to replace the unit with a 50-gallon natural gas water heater. Brogard’s Plumbing & Heating bid is recommended. Exterior Locks. Three bids were received to replace exterior locks on all 13 Public Housing units. Current locks assemblies are very antiquated and are falling apart when removed during unit turns. The proposed lock hardware utilizes an interchangeable core making lock replacement during unit turn exponentially easier. Bids are as follows: Vendor Brand of Hardware Bid Material Bid Labor for Installation Total LandlordLocks.com Arrow & Tell $5,993 $1,489.95* $7,482.95 Mike’s Lock & Key Schlage $14,390 $1,489.95* $15,879.95 A-1 Lock & Key Schlage $11,353.20 $1,935 $13,288.20 Staff recommends approval of A-1 Lock and Key bid. Familiarity and quality of the Schlage hardware will help ensure that locksets do not fail prematurely. Key blanks with the LandlordLocks.com system are punched, not cut. The bid provided by LandlordLocks.com is subject to change without notice. *Labor Bid: Randy Hoffman, Lead Maintenance Technician, would be installing these locksets. This is an estimate that includes installation and drive time and is an eligible expense under Capital Fund. Gutters. Two bids were received for the replacement of all gutters with the addition of a “leaf guard” product. Current gutters are pulling away from the fascia, are leaking and some downspouts are damaged to the point of hindering water flow. Bid from Otter Seamless is $33,110 and bid from T & L Services is $21,330. Staff has spoken with the low bidder and confirmed the use of thicker gauge coil stock for seamless gutters. Recommendation: Staff recommends that the following bids be approved: Water Heater Replacement Brogard’s Plumbing & Heating $ 1,628.60 Lock Hardware Replacement A-1 Lock & Key $13,288.20 Gutter Replacement T & L Services $21,330.00 PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 02/15/2023 ATTACHMENT LIST: FINANCIAL IMPLICATIONS: $36,247 BUDGETED: X YES NO FUNDING: Public Housing Capital Funds COMMENTS RESOLUTION NO. 233 RESOLUTION AUTHORIZING OBLIGATION AND EXPENDITURE OF CAPITAL FUNDS; AUTHORIZING EXECUTION OF CONTRACTS AND PURCHASE ORDER FOR GUTTER REPLACEMENT, EXTERIOR LOCK AND WATER HEATER REPLACEMENT 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, gutters, locksets and a water heater are at the end of their life cycle and should be replaced before damage is caused; 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 replacement of gutters, locksets and one water heater; and WHEREAS, the Replacement Activities will be funded by 2020 and 2021 Capital Funds; and WHEREAS, the Authority has determined that bids shall be awarded to the following vendors (the “Vendors”) to carry out the Replacement Activities: T & L Services for gutter replacement; A-1 Lock and Key for lockset replacement and Brogard Plumbing and Heating for water heater replacement. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Board of Commissioners hereby awards the bids for the Replacement Activities as follows: T & L Services for gutter replacement; A-1 Lock and Key for lockset replacement and Brogard Plumbing and Heating for water heater replacement; 2. That the Executive Director is hereby authorized to execute a contract with each of the Vendors; 3. That the Executive Director is hereby authorized to obligate and expend Capital Funds in conformance with the contracts. 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 21st day of February, 2023. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 5. EXECUTIVE DIRECTOR REPORT 1ir EOU/\L HOUSING OPPORTUNITY MEMO TO: Otter Tail County HRA Board of Commissioners Wayne Johnson, Chairperson Lee Rogness, Vice Chairperson Kurt Mortenson, Secretary Betty Murphy, Commissioner Jeff Ackerson, Commissioner FROM: Barbara Dacy, Executive Director, Otter Tail County HRA DATE: February 15, 2023 SUBJECT: Executive Director Report 1. Dalton Architectural and Engineering RFQ. Two architectural and engineering teams responded to the RFQ in early January, Foss Architects and Design Intent. After an extensive review and interviews, Design Intent was the selected team. The Mechanical Engineer on the team is Jamie Kronbeck of JPK Engineering. The scope of work is now being negotiated. In addition, staff has applied to Otter Tail Power for the “Integrated Building Design” program. Otter Tail Power will assist the design team early in the plan design phase with energy efficiency planning to achieve long term savings in maintenance and equipment costs. There is no cost to participate in the program. 2. State Legislation Regarding Housing Programs. There are a number of legislative initiatives regarding housing programs that are working their way through the legislative process. Staff is monitoring legislation through its participation in Minnesota NAHRO and the Minnesota Housing Partnership. It may be that funding would be allocated for the application funding rounds beginning in July 2023. The Local Housing Trust Fund “match” legislation is an example, as well as a number of other state programs, existing or new. If necessary, staff may schedule Board action to authorize the submission of funding applications. 3. Federal Program Reporting. The “Unaudited Financial Submission” for the 2022 fiscal year has been prepared and will be submitted by February 28, 2023. This is an annual requirement for a fiscal year based on the calendar year. The “Final” submission is the annual audit and must be completed by September 30, 2023. 4. HRA Board Finance Committee. It is recommended that the HRA Board form a “Finance” committee of two commissioners to meet 2 to 3 times/year. It is consistent with HUD guidance to encourage Board participation in the supervision and financial oversight of the Authority. Topics would include opening/closing of the annual audits and oversight of various financial policies. 218-998-8730 ti) EOUfo.l. HOUSING OPPORTUNITY ottertailcountymn.us OTTER TAIL COUNTY I HOUSING Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 hra@co.ottertail.mn.us OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 6. GENERAL DISCUSSION BY COMMISSIONERS and ADJOURN 1ir EOU/\L HOUSING OPPORTUNITY