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Housing & Redevelopment Authority - HRA-Packet-03-21-2023 Supporting Documents - 03/21/2023
OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY & COMMUNITY DEVELOPMENT AGENCY BOARD PACKET March 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 March 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, February 21, 2023 B. Housing Choice Voucher Rental Assistance Program Report February 2023 C. Community Housing Investment Programs Report February 2023 D. Public Housing Program Report February 2023 E. Check Report and February 2023 Financial Reports F. HRA CDA Joint Work Session Minutes, February 21, 2023 4. New Business A. Resolution No. 234 Amending Resolution No. 198 Regarding the Transfer of Assets and Assignment of Obligations of the Housing and Redevelopment Authority in and for Otter Tail County to the Community Development Agency of Otter Tail County, and the Asset and Liability Transfer Agreement Therefor, and Declaring the Intent To Dissolve the Housing And Redevelopment Authority in and for Otter Tail County B. Resolution No. 235 Authoring Execution of the Architectural and Engineering Services Agreement with Design Intent 5. Discussion A. HRA MN NAHRO Commissioner Training B. Finance Committee C. Meeting Logistics 6. Executive Director Report 7. General Discussion – Topics by Commissioners 8. Adjourn 2 COMMUNITY DEVELOPMENT AGENCY MEETING AGENDA 1:00 p.m. 1. Call to Order 2. Approval of Agenda 3. Approval of Consent Agenda A. February 21, 2023 Regular Meeting Minutes B. February 21, 2023 Joint CDA-HRA Work Session Minutes C. February 2023 Financial Reports 4. Reports and Presentations A. Director Status Report B. Committee Reports • Housing Growth and Investment (did not meet) • Workforce Support and Development (did not meet) • Childcare Investment C. ‘On the Map’ Report D. Board Member Updates 5. Regular Business Items A. Resolution No. 2023-01 Amending Resolution No. 2022-05 Accepting and Consenting to Otter Tail County Ordinance Regarding the Transfer of Assets and Assignment of Obligations of the Housing and Redevelopment Authority B. Erhards Grove Township Hall Property • Authorization to Proceed with Property Survey • Review Disposition Plan 6. Discussion and Communications A. Housing Project Updates • Battle Lake Youth Center/Bethel Church Property • Pelican Rapids Highway Garage B. Other Communications C. Upcoming meeting: • Tuesday, April 18, 2023 @ 1 p.m., County Board Room, Government Services Center with HRA Board meeting @ noon 7. Adjourn 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 February 21, 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 Betty Murphy Leland Rogness, Vice Chairperson Via Teams: Kurt Mortenson Others Present: Barbara Dacy, OTC HRA Executive Director Amy Baldwin, OTC CDA Director Paula Grunewald, OTC HRA Administrative Assistant Tanya Westra, OTC HRA Project Manager Via Teams: Julie Bakken, OTC HRA Accounting Specialist CDA Commissioner: David Ripley 1. CALL TO ORDER Chairperson Johnson called the meeting to order at 12:01 p.m. 2. APPROVAL OF AGENDA No additions to the agenda. Motion made by Lee Rogness, second by Betty Murphy to approve the February 21, 2023 Agenda with no changes noted. Motion passed unanimously. 3. APPROVAL OF CONSENT AGENDA ITEMS Chairperson Johnson asked if any items needed to be pulled. As there was none a motion made by Jeff Ackerson, second by Betty Murphy to approve the Consent Agenda. Motion passed unanimously. 4. NEW BUSINESS A. Resolution No. 232 Authorizing Submission of the Section 8 Management Assessment Program Certification for 2022, Director Dacy stated that the SEMAP is a self reporting performance evaluation tool by sampling Section 8 files. She stated that since the HRA is a small PHA, the SEMAP only needs to be completed every other year. At this time the form is blank and needs to be completed. She stated that she will be completing the internal file review audit by the early part of next week, and then will be sent to the Board Chair to sign the form. Motion made by Betty Murphy, second by Lee Rogness to approve. A recommendation was made to allow either the Board Chair or Vice Chair to review and sign the certification due to the 218-998-8730 @ OTTER TAIL COUNTY I HOUSING OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIVE YOU R best life H ERE. Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcountymn.us Pg. 2 Chairperson’s vacation. An amendment to the motion was accepted by Betty Murphy and agreed to by Lee Rogness. Motion passed unanimously. 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 Tanya Westra, Program Manager, requested authorization to expend 2021 and 2020 Capital Funds on the 13 scattered site Public Housing units as follows: • Update two of the oldest water heaters. She received bids from Anytime Plumbing and Brogard’s Plumbing with recommendation to accept Brogard’s bid of $1,628. • Replace gutters and downspouts as the majority of units have gutters that are leaking and starting to pull away from the buildings. She received bids from Otter Seamless and T & L Services and recommended using T & L bid of $21,330. • Replace locksets on all exterior doors. She received bids from LandlordLocks.com, Mike’s Lock & Key and A-1 Lock & Key and recommended using A-1 Lock & Key bid of $13,288.20. This bid included labor, material and Schlage hardware. Motion made by Lee Rogness, second by Jeff Ackerson to approve. Motion passed unanimously. 5. EXECUTIVE DIRECTOR REPORT Director Dacy discussed the following items: • Dalton Architectural and Engineering RFQ. Two firms had responded with the selected firm being Design Intent. She stated that staff has submitted an application to Otter Tail Power for the Integrated Building Design Program. There is no cost for this program and will help with energy efficiency planning for long term savings in maintenance and equipment costs. • There are a number of state legislative initiatives regarding housing programs that are being discussed at the Legislature. There may be additional grant and loan funds in July, warranting discussion of an HRA application. • Julie Bakken and Dawn Godel have been working on the “unaudited financial submission” for 2022, which will be submitted by February 28, 2023. The final audit/submission must be completed by September 30, 2023. • Director Dacy recommended that the HRA Board form a Finance Committee. They would meet 2 to 3 times a year and preview the financial statements prepared by auditors. Commissiors agreed and commented that it would be a more hands on tool for accountability. Mortenson also said it was recommended at the NAHRO conference. Lee Rogness made a motion to establish a 2 person HRA Board Finance Committee, second by Betty Murphy. 6. GENERAL DISCUSSION – TOPICS BY COMMISSIONERS None. 7. ADJOURNMENT At 12:42 pm a motion was unanimously carried to adjourn the meeting. _______________________ _____________________________ Kurt Mortenson/Secretary/Clerk Date COMMUNITY HOUSING INVESTMENT PROGRAMS (CHIP) BOARD REPORT February 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 2/28/2023 3/1/2023 Difference 42,852.32$ $39,532.00 (3,320.32)$ 100 97 -3 *HAP Transactions 40,719.00$ *Utility Reimbursements 581.00$ * Portability Tranactions (Out)1,456.00$ * Portablilty Admin Fee (Paid)96.32$ Hold Landlord Transaction (538.00)$ 2/28 3/1 New Admissions 1 End Participation 3 Shop Mode/ARS 1 Ports-Out Paid 2 3 Ports Out Pending 0 0 Ports In Pending 0 0 13-Mar-23 Waiting List/To Date 7 Applications in Progress 16 Vouchers "on the street"21 ELI%78% Monthly Trend Report*Units Available Units Leased Leasing %Budget %Per Unit $ 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$ February 2023 144 100 67.8%94.7%428.52$ *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 Actions February 28, 2023 Program Total Financial Transaction Paid This Month* UML (Unit Months Leased or # of Households) 218-998-8730 I I OTTER TAIL COUNTY I HOUSING Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ottertailcountymn.us hra@co.ottertail.mn.us PUBLIC HOUSING BOARD REPORT February 2023 Rents Payable $4,256 Rents Collected $4,256 Total Negative Rents $221 Negative Rents Paid $0 Late Fees Charged $86 Late Fees Collected $86 Number of Units Paying Flat/Ceiling Rent 4 Fiscal Year ELI 100% WAITING LIST 2 Bedroom 37 3 Bedroom 14 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 23 No DD Barbara Dacy LLC 1271 No CHK Fergus Falls Daily Journal 1272 No CHK HighPoint Homes Inc 1273 No CHK Kevin Currie 1274 No CHK Language Line Services Inc 1275 No CHK Minnesota NAHRO 1276 No CHK North Central Regional Council NAHRO 1277 No CHK The Energy Network Worldwide LLC 1278 No CHK Contractor Compliance & Monitoring Inc 1279 No CHK James Irwin Construction 1280 No CHK Lakes Country Service Cooperative 1281 No CHK Nan McKay & Associates Inc 1282 No CHK Old Republic Surety Group 1283 No CHK Victor Lundeen Company Payments $171,545.60 $171,545.60 Count 1 13 14 End of Report $161,802.15 Total:$171,545.60 Project Summary Program - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$9,743.45 Check (CHK) 02/24/2023 #10 Window Envelopes Yes $348.70 Cleared: 10 $166,141.60 Uncleared: 4 $5,404.00 Total Payments: 14 $171,545.60 02/24/2023 Model Admin Plan Digital Revision Service No $478.00 02/24/2023 POS SCHED-CRIME Bond No $231.00 02/24/2023 Roof Replacement-Battle Lake No $4,620.00 02/24/2023 Lead in Paint Analysis- Underwood Yes $325.00 02/10/2023 Hidden Meadows 113 Insulation Inspection Yes $900.00 02/24/2023 Hidden Meadows Labor Compliance Feb 23 Yes $750.00 02/10/2023 HRA Executive Boot Camp - Yes $425.00 02/10/2023 2023 Membership Renewal No $75.00 02/10/2023 Hidden Meadows & Dalton Yes $3,351.36 02/10/2023 Interpretation Services Yes $79.77 02/10/2023 January 23 Board Meeting Yes $76.32 02/10/2023 Hidden Meadows Pay Yes $150,142.00 Payment Date Document Description Cleared Amount 02/10/2023 January 23 Services Yes $9,743.45 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register General Revolving (GR) Posted Payments www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 3/7/2023 10:01:19 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash 18,011.27 673,587.06 1111.1 Certificates of Deposit 142,048.22 1111.2 Cash MHFA Loan Acct #0054 0.31 4,078.70 1111.3 Cash Committed for Hidden Meadows 375,000.00 1111.4 Committed for Housing Trust Fund 542,596.00 1113 Cash Rent Rehab 1,061.84 289,959.40 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 19,073.42 2,378,651.74 LIABILITIES AND SURPLUS LIABILITIES TOTAL LIABILITIES 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) 19,073.42 43,288.26 2806 Unrestricted Net Position (Unclosed 2022) 869,051.34 TOTAL SURPLUS 19,073.42 2,378,651.74 TOTAL LIABILITIES AND SURPLUS 19,073.42 2,378,651.74 Otter Tail County Housing Redevelopment Authority Balance Sheet February 2023 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 3/7/2023 9:34:07 AM Printed by: Julie Bakken 17% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3610 Interest Income 3703/5353/3741/0054 275.90 570.25 1,800.00 (1,229.75)32% 3690 Other Revenue MISC 1,500.00 1,500.00 1,500.00 3690.01 SCDP Administration (DEED) - All Communities 1,204.00 85,000.00 (83,796.00)1% 3690.02 SCDP City/Grant Funds - All Communities 8,028.00 444,920.00 (436,892.00)2% 3690.99 Refunds & Reimbursements 1,675.68 1,675.68 1,675.68 3691 Levy Revenue 14,505.38 1,309,725.00 (1,295,219.62)1% 3693.01 CHIP Emerg Housing Repair Program (EHRP) 6,842.00 6,842.00 3693.05 CHIP Rental Rehab Revolving Loan Payments 1,017.42 2,553.70 31,821.00 (29,267.30)8% 3695.01 MHFA Loan Distributions - All Projects 187,515.00 187,515.00 500,000.00 (312,485.00)38% 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 191,984.00 224,394.01 3,709,266.00 (3,484,871.99)6% EXPENSES 4130 Legal 30,000.00 30,000.00 0% 4140 Staff Training 1,516.00 1,516.00 5,000.00 3,484.00 30% 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 478.00 478.00 200.00 (278.00)239% 4190.02 Office Supplies 622.68 624.15 1,700.00 1,075.85 37% 4190.03 Postage 4,500.00 4,500.00 0% 4190.04 Telephone & Internet 300.00 300.00 0% 4190.05 Dues 75.00 791.74 1,000.00 208.26 79% 4190.06 Advertising 76.32 76.32 1,300.00 1,223.68 6% 4190.08 Consulting Fees 79.77 79.77 28,000.00 27,920.23 0% 4190.2 Management Fees-OTC Admin 364,342.00 364,342.00 0% 4190.21 Management Fees-Administrator Contract 9,743.45 9,743.45 116,918.00 107,174.55 8% 4190.22 Management Fees - Construction Consultant 3,351.36 3,351.36 40,000.00 36,648.64 8% 4210 Board Member Payments 377.96 4,900.00 4,522.04 8% 4430.1 Misc Contracts - Software 6,053.00 5,000.00 (1,053.00)121% 4510 Insurance 231.00 612.00 35,000.00 34,388.00 2% 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)2,000.00 2,085.00 -4% 4590.02 SCDP Lead Based Paint Testing 325.00 325.00 10,000.00 9,675.00 3% 4590.03 SCDP Construction (DEED)4,620.00 4,620.00 432,000.00 427,380.00 1% 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 151,042.00 151,042.00 1,016,000.00 864,958.00 15% 4591.01 MHFA Administration/Overrun 750.00 1,500.00 75,000.00 73,500.00 2% 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 TOTAL EXPENSES 172,910.58 181,105.75 3,607,107.00 3,426,001.25 5% SURPLUS 19,073.42 43,288.26 102,159.00 (58,870.74)42% Otter Tail County Housing Redevelopment Authority Operating Statement Two Months Ending 02/28/2023 Program: General Revolving (GR) Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 3/7/2023 9:34:08 AM Printed by: Julie Bakken Doc Num Voided Type 276 No DD 277 No DD 278 No DD 279 No DD 280 No DD 281 No DD 282 No DD 283 No DD 284 No DD 285 No DD 286 No DD 287 No DD 288 No DD 289 No DD 290 No DD 291 No DD 292 No DD 293 No DD 294 No DD 295 No DD 296 No DD 297 No DD 298 No DD 299 No DD 300 No DD 301 No DD 302 No DD 303 No DD 304 No DD 305 No DD 306 No DD 307 No DD 308 No DD 309 No DD 310 No DD 311 No DD 312 No DD 313 No DD 314 No DD 5922 No CHK 5923 No CHK 5924 No CHK 5925 No CHK 5926 No CHK 5927 No CHK 02/01/2023 HAP Payment Feb 23 Yes $699.00 02/01/2023 HAP Payment Feb 23 Yes $413.00 02/01/2023 HAP Payment Feb 23 Yes $1,080.00 02/01/2023 HAP Payment Feb 23 Yes $330.00 02/01/2023 HAP Payment Feb 23 Yes $596.00 02/01/2023 HAP Payment Feb 23 Yes $675.00 02/01/2023 HAP Payment Feb 23 Yes $629.00 02/01/2023 HAP Payment Feb 23 Yes $268.00 02/01/2023 HAP Payment Feb 23 Yes $350.00 02/01/2023 HAP Payment Feb 23 Yes $574.00 02/01/2023 HAP Payment Feb 23 Yes $291.00 02/01/2023 HAP Payment Feb 23 Yes $674.00 02/01/2023 HAP Payment Feb 23 Yes $280.00 02/01/2023 HAP Payment Feb 23 Yes $1,282.00 02/01/2023 HAP Payment Feb 23 Yes $207.00 02/01/2023 HAP Payment Feb 23 Yes $572.00 02/01/2023 HAP Payment Feb 23 Yes $316.00 02/01/2023 HAP Payment Feb 23 Yes $396.00 02/01/2023 HAP Payment Feb 23 Yes $365.00 02/01/2023 HAP Payment Feb 23 Yes $670.00 02/01/2023 HAP Payment Feb 23 Yes $268.00 02/01/2023 HAP Payment Feb 23 Yes $380.00 02/01/2023 HAP Payment Feb 23 Yes $296.00 02/01/2023 HAP Payment Feb 23 Yes $1,137.00 02/01/2023 HAP Payment Feb 23 Yes $348.00 02/01/2023 HAP Payment Feb 23 Yes $2,716.00 02/01/2023 HAP Payment Feb 23 Yes $900.00 02/01/2023 HAP Payment Feb 23 Yes $849.00 02/01/2023 HAP Payment Feb 23 Yes $150.00 02/01/2023 HAP Payment Feb 23 Yes $3,801.00 02/01/2023 HAP Payment Feb 23 Yes $710.00 02/01/2023 HAP Payment Feb 23 Yes $756.00 02/01/2023 HAP Payment Feb 23 Yes $675.00 02/01/2023 HAP Payment Feb 23 Yes $405.00 02/01/2023 HAP Payment Feb 23 Yes $8,872.00 02/01/2023 HAP Payment Feb 23 Yes $1,319.00 02/01/2023 HAP Payment Feb 23 Yes $342.00 02/01/2023 HAP Payment Feb 23 Yes $925.00 02/01/2023 HAP Payment Feb 23 Yes $394.00 02/01/2023 HAP Payment Feb 23 Yes $386.00 02/01/2023 HAP Payment Feb 23 Yes $289.00 02/01/2023 HAP Payment Feb 23 Yes $358.00 02/01/2023 HAP Payment Feb 23 Yes $339.00 02/01/2023 HAP Payment Feb 23 Yes $324.00 Payment Date Document Description Cleared Amount 02/01/2023 HAP Payment Feb 23 Yes $579.00 Otter Tail County Housing Redevelopment 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 3/7/2023 10:11:24 AM Printed by: Julie Bakken Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 5928 No CHK 5929 No CHK 5930 No CHK 5931 No CHK 5932 No CHK 5933 No CHK 5934 No CHK 5935 No CHK 5936 No CHK 5937 No CHK 5938 No CHK 5939 No CHK 5940 No CHK 5941 No CHK 5942 No CHK 5943 No CHK 5944 No CHK 5945 No CHK 5946 No CHK Payments $43,006.25 $43,006.25 Count 39 25 64 End of Report $8,614.25 Total:$43,006.25 Project Summary Program - Project Deposits Housing Choice Vouchers - $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$34,392.00 Check (CHK) 02/24/2023 Mileage Reimb Feb 23 Yes $131.66 Cleared: 60 $42,490.09 Uncleared: 4 $516.16 Total Payments: 64 $43,006.25 02/01/2023 Port Out Payment Feb 23 Yes $1,070.16 02/10/2023 Mileage Reimbursement Yes $22.27 02/01/2023 HAP Util Payment Feb 23 Yes $23.00 02/01/2023 Port Out Payment Feb 23 No $482.16 02/01/2023 HAP Util Payment Feb 23 Yes $18.00 02/01/2023 HAP Util Payment Feb 23 Yes $5.00 02/01/2023 HAP Util Payment Feb 23 No $28.00 02/01/2023 HAP Util Payment Feb 23 Yes $148.00 02/01/2023 HAP Util Payment Feb 23 Yes $172.00 02/01/2023 HAP Util Payment Feb 23 Yes $84.00 02/01/2023 HAP Util Payment Feb 23 No $2.00 02/01/2023 HAP Util Payment Feb 23 Yes $8.00 02/01/2023 HAP Util Payment Feb 23 No $4.00 02/01/2023 HAP Util Payment Feb 23 Yes $89.00 02/01/2023 HAP Payment Feb 23 Yes $331.00 02/01/2023 HAP Payment Feb 23 Yes $926.00 02/01/2023 HAP Payment Feb 23 Yes $624.00 02/01/2023 HAP Payment Feb 23 Yes $653.00 www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 2 of 2 3/7/2023 10:11:24 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash Unrestricted 2,197.58 65,458.41 TOTAL ASSETS 2,197.58 65,458.41 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) (3,484.00)(3,100.76) 2805 Restricted Net Position (Unclosed 2022) (29,159.50) 2806 Unrestricted Position 42,192.60 2806 Unrestricted Position (Current Year) 5,681.58 13,266.05 2806 Unrestricted Position (Unclosed 2022) (13,092.67) TOTAL SURPLUS 2,197.58 65,458.41 TOTAL LIABILITIES AND SURPLUS 2,197.58 65,458.41 Otter Tail County Housing Redevelopment Authority Balance Sheet February 2023 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 3/7/2023 10:32:01 AM Printed by: Julie Bakken 17% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3301 Admin Subsidy 6,099.00 12,198.00 79,201.00 (67,003.00)15% 3301.1 HAP Subsidy 39,272.00 78,544.00 434,498.00 (355,954.00)18% 3450 Fraud Recovery - Admin 50%1,632.24 1,632.24 3450.1 Fraud Recapture HAP 50%1,632.24 1,632.24 3610 Investment Income (0062)8.34 16.05 105.00 (88.95)15% 3690.1 Other Revenue HAP 30,000.00 (30,000.00)0% TOTAL INCOME 45,379.34 94,022.53 543,804.00 (449,781.47)17% EXPENSES 4150 Travel 153.93 201.09 1,200.00 998.91 17% 4190 Other Admin Expenses (Apps, Service Charges)175.51 186.51 120.00 (66.51)155% 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 41,300.00 80,365.00 394,904.00 314,539.00 20% 4715.P HAP-Portability Out 1,456.00 2,912.00 32,462.00 29,550.00 9% 4716.P Port Out Admin Fee 96.32 192.64 1,423.00 1,230.36 14% TOTAL EXPENSES 43,181.76 83,857.24 526,181.00 442,323.76 16% SURPLUS 2,197.58 10,165.29 17,623.00 (7,457.71)58% Otter Tail County Housing Redevelopment Authority Operating Statement Two Months Ending 02/28/2023 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 3/7/2023 10:32:02 AM Printed by: Julie Bakken Doc Num Voided Type 7237 No CHK 7238 No CHK 7239 No CHK 7240 No CHK 7241 No CHK 7242 No CHK 7243 No CHK 7244 No CHK Doc Num Voided Type No CHK 1056 No CHK 1176 No CHK 1178 No CHK 1303 No CHK 1799 No CHK 3470 No CHK 3485 No CHK 5259 No CHK 5500 No CHK 5507 No CHK 719.86 Yes CHK 020523107 No MO 020523949 No MO 020524642 No MO 82314230 No CHK 22-011995428 No MO 22-011995508 No CHK 22-02681479 No MO 28215615497 No MO 28215615723 No MO MAHUBE Direct Deposit No DDE Payments $1,879.97 $1,879.97 Count 22 7 1 30 End of Report $2,000.00 Direct Debit (DDE)$625.00 Total:$8,891.80 Project Summary Program - Project Deposits Public Housing - Family $10,771.77 Total:$10,771.77 Type Summary Document Type Amount Check (CHK)$6,266.80 Money Order (MO) Cleared: 22 $10,771.77 Uncleared: 0 $0.00 Total Deposits: 22 $10,771.77 02/28/2023 Payment - Money Order Yes $200.00 02/17/2023 Payment - Direct Debit Yes $625.00 02/10/2023 Payment - Money Order Yes $400.00 02/10/2023 Payment - Money Order Yes $280.00 02/01/2023 Payment - Money Order Yes $405.00 02/01/2023 Payment - Check Yes $20.00 02/10/2023 Payment - Money Order Yes $150.00 02/01/2023 Payment - Check Yes $392.00 02/01/2023 Payment - Money Order Yes $415.00 02/10/2023 Payment - Money Order Yes $150.00 02/10/2023 Payment - Check Yes $844.90 02/01/2023 Payment - Check Yes $719.86 02/01/2023 Payment - Check Yes $557.89 02/01/2023 Payment - Check Yes $777.98 02/01/2023 Payment - Check Yes $625.00 02/10/2023 Payment - Check Yes $240.00 02/10/2023 Payment - Check Yes $206.00 02/01/2023 Payment - Check Yes $706.26 02/01/2023 Payment - Check Yes $625.00 02/28/2023 Payment - Check Yes $858.34 03/03/2023 Payment - Check Yes $719.84 02/10/2023 Payment - Check Yes $853.70 Posted Deposits Control Date Document Description Cleared Amount 02/24/2023 Water, Gas, Sewer Yes $447.20 Cleared: 8 $1,879.97 Uncleared: 0 $0.00 Total Payments: 8 $1,879.97 02/10/2023 Carpet Cleaning Yes $275.00 02/24/2023 Oak Base Yes $11.16 02/10/2023 Carpet Cleaning Yes $426.86 02/10/2023 Mileage Reimbursement Yes $22.27 02/10/2023 Solar Salt Yes $45.95 02/10/2023 Solar Salt Yes $52.50 Payment Date Document Description Cleared Amount 02/10/2023 Gas Yes $599.03 Otter Tail County Housing Redevelopment 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 3/7/2023 11:52:54 AM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash 9,842.98 104,349.16 1114 Tenant Security Deposit Cash 9,044.40 1122 A/R Tenants (998.52)2,240.06 1122.1 Allowance for Doubtful Accts (200.00) 1122.9 A/R Tenant Repayment Agreements (175.00)491.82 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 8,669.46 795,392.56 LIABILITIES AND SURPLUS LIABILITIES 2114 Tenant Security Deposits 9,044.40 2240 Tenants Prepaid Rent 1,218.32 1,408.55 TOTAL LIABILITIES 1,218.32 10,452.95 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 679,466.94 2806 Unrestricted Net Position 33,541.03 2806 Unrestricted Net Position (Current Year) 7,451.14 16,146.83 2806 Unrestricted Net Position (Unclosed 2022) 59,613.90 TOTAL SURPLUS 7,451.14 784,939.61 TOTAL LIABILITIES AND SURPLUS 8,669.46 795,392.56 Otter Tail County Housing Redevelopment Authority Balance Sheet February 2023 Program: Public Housing Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 3/7/2023 10:44:38 AM Printed by: Julie Bakken 17% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 4,035.02 7,906.02 25,000.00 (17,093.98)32% 3401.1 HUD Operating Subsidy 3,804.00 7,608.00 45,000.00 (37,392.00)17% 3401.2 HUD Capital Funds-Operations/Admin 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)16.70 27.00 40.00 (13.00)68% 3690 Other Income (NSF, Late Fee, GR Support)70.00 202.00 21,000.00 (20,798.00)1% 3690.1 Water Charge Income 759.82 1,173.93 6,300.00 (5,126.07)19% 3690.2 Electric Charge Income 784.05 2,026.85 8,550.00 (6,523.15)24% 3690.3 Gas Charge Income 1,169.67 1,610.41 11,000.00 (9,389.59)15% 3690.31 Sewer Charge Income 841.51 1,375.61 7,350.00 (5,974.39)19% TOTAL INCOME 11,480.77 36,292.82 164,240.00 (127,947.18)22% EXPENSES 4130 Legal 750.00 750.00 4140 Staff Training 500.00 500.00 0% 4150 Travel 22.27 22.27 1,000.00 977.73 2% 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 619.90 619.90 6,400.00 5,780.10 10% 4320 Electric 675.48 675.48 8,700.00 8,024.52 8% 4330 Gas 1,183.92 1,183.92 11,500.00 10,316.08 10% 4331 Sewer 716.59 716.59 7,500.00 6,783.41 10% 4400 Maintenance - Tools & Equip 750.00 750.00 0% 4420 Maintenance - Materials 11.16 11.16 5,500.00 5,488.84 0% 4430 Maintenance - Contracts 800.31 1,154.07 20,000.00 18,845.93 6% 4431 Garbage and Trash Removal Contracts 500.00 500.00 0% 4510 Insurance 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 4,029.63 20,145.99 143,558.00 123,412.01 14% SURPLUS 7,451.14 16,146.83 20,682.00 (4,535.17)78% Otter Tail County Housing Redevelopment Authority Operating Statement Two Months Ending 02/28/2023 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 3/7/2023 10:44:38 AM Printed by: Julie Bakken OTTER TAIL COUNTY – MINNESOTA CDA Board of Commissioners and HRA Board of Commissioners Joint Work Session February 21, 2023 At the Otter Tail County Government Services Center 500 W Fir Ave, Fergus Falls, MN HRA Board Members Present: Wayne Johnson, Chairperson Betty Murphy Leland Rogness, Vice Chairperson* Jeff Ackerson* Via Teams: Kurt Mortenson* *Member of both boards CDA Board Members Present: Jeff Ackerson Dena Johnson Val Martin David Ripley Leland Rogness* Greg Swanberg Via Teams: Kurt Mortenson* Betsy Roder – Via Teams Others Present: Barbara Dacy, OTC HRA Executive Director Amy Baldwin, OTC CDA Director Tanya Westra, OTC Housing Project Manager Sarah Schake, OTC Community Development Project Manager Nick Leonard, OTC Deputy Administrator Carter Grupp, Lead for MN Broadband Fellow Paula Grunewald, OTC HRA Administrative Assistant Via Teams Julie Bakken, OTC HRA Accounting Specialist 1. CALL TO ORDER Chair Jeff Ackerson called the meeting to order at 12:47 p.m. 2. DISCUSSION AND COMMUNICATIONS An overview handout was distributed to those in attendance (attached to minutes for reference). Discussion was held around the background and history of the two agencies; core mission areas; current board commission and structure; and considerations related to agency and organizational alignment. Following discussion, the continuation of parallel agency operations was affirmed. Existing structure with County Board membership on the CDA and HRA boards fulfills an adequate communication and coordination between the two boards. Staff will prepare an official action for consideration by each board at their March meetings. 3. ADJOURNMENT At 1:44 pm the session was adjourned. OTTER TAIL COUNTY -MINNESOTA CDA & HRA ORGANIZATIONAL ALIGNMENT CORE MISSION AREAS Expand Housing Opportunities 8ig Build Housing Finance Programs Community assistance for new development -Battle Lake, Pplir.;m R~nif1(;. Pt(. Promote Business Development -OTCWol1<s Foster Coordination of Public & Private Resources Child care capacity Grant Program Child care project manager support 8roadband support and digital c-quity programming Affordable Housing Development & Property Management Affordable senior housing -pilot in Dalton Housing Stablllzatlon Housing Choice Voucher Program 13 unit scattered site Public Housing Program Community Investment Tax forfeit property redevelopment HRA rehabiliation programs (includes Small City Development Program from DEED) Down Payment Assistarce community assistance Tor new development -Battle Lake, Pelican Rapids, etc. Additional Considerations Loss of mission focus with one board Risk of policy divergence with two separate boards Operational implications of federal program policies and oversight • Procurement policy HUD approval needed for timirg of program transition from HRA to CDA Maintaining two boards eliminates need for program participant board membership Difference in board term length • HRA is 5-year term • CDA is 6-year term CURRENT STRUCTURE CDA 2 elected officials• 7 community members 9members 111111 • 2 elected officials are required b)' state statute HRA 3 elected officials • 1 CDAmember 1 community members Smembers • 2 elected officials overlap with elected officials on COA Board I I I I I I I I I I I I I I I II PROPOS ED FU TURE STRUCTURE CDA 2 elected officials 7 community members 9members ( TIMELI NE Pre-2015 2018 County Statutorily economic defined development economic committee development formed committee formed ) 2019 August 2021 Establishment Otter Tail of the CountyHRA Community begins Oevelopment operations Agency in-house 202 3-2024 Cross-educate Commissioners HRA 2 elected officials - 3 community members~ 5 members • All HRA members overlap with CDA members and 3 members rotate 2022 CDA&HRA began conversations about board alignment Foster understanding of both boards'missions and accomplishments Align two boards through board composition and coordinated work plans 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 _March 21, 2023__ BOARD MEETING DATE AGENDA ITEM # 4A Administration ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 3/15/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 234 Amending Resolution No. 198 Regarding the Transfer of Assets and Assignment of Obligations of the Housing and Redevelopment Authority in and for Otter Tail County to the Community Development Agency of Otter Tail County, and the Asset and Liability Transfer Agreement Therefor, and Declaring the Intent To Dissolve the Housing And Redevelopment Authority in and for Otter Tail County PROPOSED REQUEST/JUSTIFICATION The purpose of this resolution is to amend Resolution No. 198 which approved the transfer of the relevant assets and obligations of the HRA to the CDA, approved the Transfer Agreement, and declared the intent to dissolve the HRA. At the time of consideration by the HRA, the intent to dissolve was to take effect on January 1, 2023 at 12:00 a.m. The County Board subsequently conducted the required public hearing in July 2022 and adopted an ordinance declaring the “Effective Date” as January 1, 2024 at 12:00 am. The intent of this resolution is to 1) preserve the previous approvals of the assignment and Transfer Agreement and 2) preserve the ability to dissolve. However, the resolution notifies the CDA and the County Board that additional time is needed to accomplish the “Conditions Precedent”, which include obtaining HUD approvals and the necessary tasks in relation to transferring the assets and liabilities, and to continue consultation with the CDA. The resolution does not specify an Effective Date for dissolution. Upon transmittal of the resolution to the County Board, it can then determine what action it wants to take, if any. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 3/15/2023 ATTACHMENT LIST: FINANCIAL IMPLICATIONS: NA BUDGETED: YES NO FUNDING: NA COMMENTS 73869673v1 Resolution No. 198 RESOLUTION NO. 234 AMENDING RESOLUTION NO. 198 REGARDING THE TRANSFER OF ASSETS AND ASSIGNMENT OF OBLIGATIONS OF THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR OTTER TAIL COUNTY TO THE COMMUNITY DEVELOPMENT AGENCY OF OTTER TAIL COUNTY, AND THE ASSET AND LIABILITY TRANSFER AGREEMENT THEREFOR, AND DECLARING THE INTENT TO DISSOLVE THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR OTTER TAIL COUNTY WHEREAS, on June 16, 2022, the Housing and Redevelopment Authority in and for Otter Tail County, Minnesota (the "HRA"), adopted Resolution No. 198 approving a "Proposal" that included the following undertakings : (i) the transfer of all of the HRA's assets, and assignment of all of its obligations, to the Community Development Agency of Otter Tail County, Minnesota (the "CDA"); (ii) the granting to the CDA the full powers of a housing and redevelopment authority, under Minnesota Statutes, Sections 469.001 through 469.047, in addition to its already existing powers of an economic development authority, under Minnesota Statutes, Sections 469.090 through 469.1082, by Otter Tail County, Minnesota (the "County"); and (iii) the dissolution of the HRA by the County, all prior to January 1, 2023; and WHEREAS, the County conducted a public hearing on the dissolution of the HRA on July 26, 2022; and WHEREAS, the County adopted an Ordinance (the "Dissolution Ordinance") on August 9, 2022, dissolving the HRA subject to certain conditions precedent (the "Conditions Precedent") as follows: a. The CDA must approve the acceptance of the assets and obligations transferred and assigned by the HRA pursuant to the Asset and Liability Transfer Agreement (the "Agreement"), duly authorize the execution and delivery of the Agreement, and enter into the Agreement; b. The HRA and the CDA must perform all obligations under the Agreement, and the Agreement must remain in effect from execution through January 1, 2023; c. The County must hold a public hearing, publishing notice thereof not less than 10 days prior thereto, on the proposal of the dissolution of the HRA; d. Subsequent to the public hearing, the County must dissolve the HRA by ordinance, and after due publication thereof, submit a certified copy of the ordinance to the Commissioner of the Department of Employment and Economic Development of the State of Minnesota; e. The County must grant to the CDA the full powers of a housing and redevelopment authority, under Minnesota Statutes, Sections 469.001 through 469.047, in addition to its already existing powers of an economic development authority, under Minnesota Statutes, Sections 469.090 through 469.1082; 73869673v1 Resolution No. 198 f. Any and all subsequent approvals of the County, the HRA, or the CDA, either required or advised to be taken related to the Proposal must occur; and g. All other federal and state law requirements, including but not limited to, those contained in Minnesota Statutes, Section 469.033, subdivision 7, must be met; and WHEREAS, the HRA has determined that additional time is needed to accomplish certain Conditions Precedent enumerated as b., e., f., and g., above; and WHEREAS, Resolution No. 198 established an Effective Date of January 1, 2023; and WHEREAS, the Dissolution Ordinance established an Effective Date of January 1, 2024; and WHEREAS, the HRA has determined that the Conditions Precedent will not be accomplished by January 1, 2024; and WHEREAS, the HRA has determined that additional consultation in collaborations with the CDA is warranted. NOW THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing and Redevelopment Authority in and for Otter Tail County, Minnesota, that: 1. Resolution No. 198 is hereby amended as follows: a. The first WHEREAS paragraph is stricken in its entirety and replaced with the following language: WHEREAS, in order to achieve certain efficiencies in the administration of housing, economic development, and redevelopment programs within, and for the residents of, Otter Tail County, Minnesota (the "County"), the Housing and Redevelopment Authority in and for the County (the "HRA"), and the Community Development Agency of the County (the "CDA"), are proposing that: (i) the HRA transfer all of its assets, and assign all of its obligations to the CDA; (ii) the County grant the CDA full powers of a housing and redevelopment authority, under Minnesota Statutes, Sections 469.001 through 469.047, in addition to its already existing powers of an economic development authority, under Minnesota Statutes, Sections 469.090 through 469.1082; and (iii) the County dissolve the HRA (collectively, the "Proposal"); b. The language "effective December 31, 2022 at 11:59 pm CST (the "Effective Date")" in Section 3 is stricken in its entirety and replaced with "on a date yet to be determined". 73869673v1 Resolution No. 198 c. The language "through the Effective Date" in Section 3.b. is stricken in its entirety and replaced with "through the term thereof". 2. The Conditions Precedent will not be accomplished by January 1, 2024, and advises the County and the CDA of the same; and 3. That all other provisions of Resolution No. 198 remain in full force and effect, and the Executive Director and other staff of the HRA shall continue to perform all work necessary, and to collaborate with the County and the CDA, to diligently effectuate the Proposal. 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 ____ day of __________, 2023. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest: ______________________________ By:_____________________________ RESOLUTION NO. 198 APPROVING THE TRANSFER OF ASSETS AND ASSIGNMENT OF OBLIGATIONS OF THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR OTTER TAIL COUNTY TO THE COMMUNITY DEVELOPMENT AGENCY OF OTTER TAIL COUNTY, AND THE ASSET AND LIABILITY TRANSFER AGREEMENT THEREFOR, AND DECLARING THE INTENT TO DISSOLVE THE HOUSING AND REDEVELOPMENT AUTHORITY IN AND FOR OTTER TAIL COUNTY WHEREAS, in order to achieve certain efficiencies in the administration of housing, economic development, and redevelopment programs within, and for the residents of, Otter Tail County, Minnesota (the "County"), the Housing and Redevelopment Authority in and for the County (the "HRA"), and the Community Development Agency of the County (the "CDA''), are proposing that: (i) the HRA transfer all of its assets, and assign all of its obligations to the CDA; (ii) the County grant the CDA full powers of a housing and redevelopment authority, under Minnesota Statutes, Sections 469.001 through 469.047, in addition to its already existing powers of an economic development authority, under Minnesota Statutes, Sections 469.090 through 469 .I 082; and (iii) the County dissolve the HRA, all prior to January I, 2023 (collectively, the "Proposal"); and WHEREAS, a draft of the Asset and Liability Transfer Agreement, providing for the terms and conditions of the transfer all of the HRA's assets and assignment of all of the HRA's obligations to the CDA (the "Agreement"), has been submitted for preliminary review and approval by the Board of Commissioners of the HRA; NOW THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing and Redevelopment Authority in and for Otter Tail County, Minnesota, that: I. The Board of Commissioners of the HRA hereby transfers all of the assets and assigns all of the obligations of the HRA to the CDA, subject and pursuant to the Agreement, which is hereby approved in substantially the form submitted, and the Board Chair and Executive Director are hereby authorized and directed to execute the Agreement on behalf of the HRA. 2. The approval hereby given to the Agreement includes approval of such additional details therein as may be necessary and appropriate, and such modifications thereof, deletions therefrom, and additions thereto, as may be necessary and appropriate and approved by the HRA officials authorized by this resolution to execute the Agreement. The execution of the Agreement by the appropriate officer or officers of the HRA shall be conclusive evidence of the approval of the Agreement in accordance with the terms hereof. 3. Subject to the satisfaction of the following conditions precedent, the HRA shall dissolve effective December 31, 2022 at I I :59 pm CST (the "Effective Date"): a. The CDA must approve the acceptance of the assets and obligations transferred and assigned by the HRA pursuant to the Agreement, duly authorize the execution and delivery of the Agreement, and enter into the Agreement; 73869673vl Resolution No. 198 b. The HRA and the CDA must perfonn all obligations under the Agreement, and the Agreement must remain in effect from execution through the Effective Date; c. The County must hold a public hearing, publishing notice thereof not less than 10 days prior thereto, on the proposal of the dissolution of the HRA; d. Subsequent to the public hearing, the County must dissolve the HRA by ordinance, and after due publication thereof, submit a certified copy of the ordinance to the Commissioner of the Department of Employment and Economic Development of the State of Minnesota; e. The County must grant to the CDA the full powers of a housing and redevelopment authority, under Minnesota Statutes, Sections 469.001 through 469.047, in addition to its already existing powers of an economic development authority, under Minnesota Statutes, Sections 469.090 through 469.1082; f. Any and all subsequent approvals of the County, the HRA, or the CDA, either required or advised to be taken related to the Proposal must occur; and g. . All other federal and state law requirements, including but not limited to, those contained in Minnesota Statutes, Section 469.033, subdivision 7, must be met. Upon the motion of Rogness, seconded by Murphy, and passed on a unanimous vote, the above resolution is hereby adopted by the Otter Tail County Housing and Redevelopment Authority Board of Commissioners. 73869673vl Resolution No. 198 Adopted this 16th day of June. 2022. 738696 7 J, I Resolution No 198 OTTER TAIL COUNTY HRA BOA RD OF COMMISSIONERS OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _March 21, 2023__ BOARD MEETING DATE AGENDA ITEM # 4B Administration ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 3/15/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 235 Authoring Execution of the Architectural and Engineering Services Agreement with Design Intent PROPOSED REQUEST/JUSTIFICATION The purpose of this resolution is to approve the proposed contract with Design Intent for architectural and engineering services for the North Fields of Dalton affordable senior housing development. A draft of the proposed agreement has been transmitted to Scott DeMartelaere, and staff is awaiting confirmation on the proposed terms and cost. A copy of the agreement will be transmitted to the Board under separate cover. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 3/15/2023 ATTACHMENT LIST: FINANCIAL IMPLICATIONS: NA BUDGETED: YES NO FUNDING: NA COMMENTS RESOLUTION NO. 235 RESOLUTION AUTHORIZING EXECUTION OF THE ARCHITECTURAL AND ENGINEERING SERVICES AGREEMENT WITH DESIGN INTENT WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) is empowered by Minnesota Statute 469 to carry out redevelopment activities; and WHEREAS, the City of Dalton (the “City”) owns property located on and near Court Street, the former location of a manufactured home park (the “Property”); and WHEREA, on March 28, 2017, the Authority approved a check for $45,000 to assist the City of Dalton with acquisition costs of the Property; and WHEREAS, on June 30, 2020 the City requested the Authority to remove remaining vacant manufactured homes and to assist the City with redevelopment of the Property; and WHEREAS, the Authority has previously completed demolition and disposal of manufactured homes on the Property; and WHEREAS, on July 16, 2020, the Authority approved Resolution No. 136 authorizing up to $30,000 for demolition, site clearance, and mitigation of the remaining homes on the Property; and WHEREAS, Resolution No. 136 also resolved that it was appropriate for the Authority to work with the City to redevelop the Property; and WHEREAS, on May 4, 2021, the City adopted a resolution determining a need for the Authority to exercise its powers in the City of Dalton; and WHEREAS, the Authority has reviewed preliminary development concepts for affordable senior rental housing for certain portions of the property, to be named the “North Fields of Dalton” (the “Project”); and WHEREAS, on December 8, 2022, the Authority approved Resolution No. 228 authorizing the Executive Director to conduct a Request for Qualifications process for Architectural and Engineering services; and WHEREAS, on February 10, 2023, Design Intent of Fergus Falls, Minnesota was the selected for Architectural and Engineering services for the Project; and WHEREAS, Exhibit A reflects the Architectural and Engineering Services Agreement (the “Agreement”) between the Authority and Design Intent and is incorporated herein and attached hereto. . NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Chair and Secretary are authorized to execute the Agreement. 2. That the Executive Director is hereby empowered to undertake any action associated with the Agreement as she may determine necessary to effectuate the provisions of the Agreement in the name of the Authority. 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 March, 2023. Dated: _______________________________ OTTER TAIL COUNTY AUTHORITY BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 5. DISCUSSSION 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 DATE: March 15, 2023 FROM: Barbara Dacy, Executive Director RE: #5 Discussion Items A. HRA MN NAHRO Commissioner Training The Minnesota Chapter of the National Association of Housing and Redevelopment Officials have put together a series of webinars for HRA commissioners entitled “Understanding the Multifaceted Role of the HRA Commissioner Online Series”. Each session will be 90 minutes on the last Wednesday of every other month beginning in March. The first event will be Wednesday, March 29 at 11:30 am. The series continues throughout 2023 on May 31, July 26, September 27, and November 29. The cost is $350/commissioner for all 5 trainings. The HRA Budget does have capacity for commissioner attendance. Staff is happy to arrange for registrations as directed. Session 1: The Role of the Commissioner in the HRA’s Success Session 2: The Role of the Commissioner in Agency Policies & Performance Session 3: The Role of the Commissioner in Agency Financials & Oversight Session 4: The Role of the Commissioner in ED Hiring, Compensation, Performance & Succession Planning Session 5: The Role of the Commissioner in the HRAs Future B. Appoint HRA Finance Committee Members At the last meeting, the Board adopted a motion to create a Finance Committee. The 2022 audit will be starting shortly, and it is recommended that the Board adopt a motion to appoint two Commissioners to serve on the Finance Committee. The role of the Finance Committee is to meet with auditors at the beginning and at the end of the audit, review the key issues pertaining to the audit, and identify issues that should be transmitted to the Board of Commissioners. Meetings may be in person/virtual. C. HRA Meeting Logistics The Chair and I would like to check in with other Commissioners about the length of the HRA meeting as now planned, the Board minutes review process, and the consent agenda. 218-998-8730 ottertailcountymn.us OTTER TAIL COUNTY I HOUSING Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ti) EOU/\L HOUSING OPPORTUNITY hra@co.ottertail.mn.us Minnesota Chapter of NAHRO National Association of Housing and Redevelopment Officials 555 Wabasha Street North / Suite 245 / St. Paul / Minnesota / 55102 651-925-4070 (phone) ▪ www.mnnahro.org Understanding The Multifaceted Role of the HRA Commissioner Online Series Begins March 2023 Minnesota NAHRO is excited to offer an online series tailored specifically for Housing Authority Commissioners. Our Online Commissioner Series will feature five sessions that cover the multifaceted role of a commissioner in a easy to access online format. WHEN: Each session will be 90 minutes on the last Wednesday of every other month beginning in March. Our first event will be Wednesday, March 29 at 11:30am. The series continues throughout 2023 on May 31, July 26, September 27 and November 29. TOPICS: Our sessions will be provided by the national faculty from NAHRO and each session will build upon the other so that by the end of the series, attendees will have a better understanding of the unique and important leadership role of an HRA Commissioner. Our series will address the following timely topics: Session 1: The Role of the Commissioner in the HRA’s Success Session 2: The Role of the Commissioner in Agency Policies & Performance Session 3: The Role of the Commissioner in Agency Financials & Oversight Session 4: The Role of the Commissioner in ED Hiring, Compensation, Performance & Succession Planning Session 5: The Role of the Commissioner in the HRAs Future PRICING: Two options and two ways to SAVE! • Bundle Option – Get the Full Series & SAVE BEST DEAL! Get the full series for one price: $350 for all 5 sessions with Minnesota NAHRO member discount, $475 bundle for non-members • Individual Sessions - $75 for Minnesota NAHRO members, $95 non-members REGISTER ONLINE AT WWW.MNNAHRO.ORG/events (j) !M I NNESOTA NAHRO SERVING MINNESOTA'S HOUSI G & COMMUNITY DEVELOPMENT NEEDS OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 6. 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: March 16, 2023 SUBJECT: Executive Director Report 1. West Central Minnesota Homework Starts with Home Memorandum of Understanding. Both Otter Tail County and the Otter Tail County HRA have been a “Local Government Partner” in cooperation with other jurisdictions in the West Central Region for a state funded program known as “Homework Starts with Home”. In total, there are 44 west central Minnesota jurisdictions that work together on this program. The goal of the program is to provide temporary rental assistance, preventive services, and supportive services for families with children, unaccompanied youth, and parenting youth in the West Central Region school districts. The Clay County HRA administers the rental assistance portion of the program. The Otter Tail County HRA role has been to alert partners when the Housing Choice Voucher/Public Housing waiting list is open, refer those who are at risk of becoming homeless to Mahube-Otwa (key program partner), and examine admissions and termination policies to reduce the time participants are homeless or prevent a new homelessness episode. A Memorandum of Understanding for the next round of funding will be presented in the next few months and will be scheduled for Board action sometime in the future. 2. Survey of Residential Rental Housing Owners. The HRA is required by HUD to conduct a survey of residential rental housing owners regarding the rent, utility, and amenities for market rate units within the area of operation of the Housing Choice Voucher (HCV) program. This is known as “rent reasonableness” to ensure that rents charged by owners to HCV program participants are “reasonable”. The HRA must compare the rent for the voucher units to rents for similar unassisted units in the marketplace. Ensuring rent reasonableness is very important for effective program operations. In determining comparability, the HRA must consider unit type, year built, the number of bedrooms, utilities, unit amenities, property amenities and contract rent. A questionnaire is being developed in cooperation with the Otter Tail County Assessor’s Office and would be mailed to residential rental property owners with instructions to return the requested information. 218-998-8730 tit EOUIIL 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 7. GENERAL DISCUSSION TOPICS BY COMMISSIONERS and ADJOURN 1ir EOU/\l. HOUSING OPPORTUNITY