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Housing & Redevelopment Authority - HRA-Packet-06-20-2023 Supporting Documents - 06/20/2023
OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY & COMMUNITY DEVELOPMENT AGENCY BOARD PACKET June 20, 2023 1/39 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY AGENDA Government Services Center, Otter Tail Lake Room 500 West Fir Avenue, Fergus Falls, MN June 20, 2023 HOUSING AND REDEVELOPMENT AUTHORITY MEETING AGENDA 11:45am 1. Call Meeting to Order and Roll Call – Chairperson 2. Approval of Agenda 3. Consent Agenda A. Regular Board Meeting Minutes, May 16, 2023 B. Public Hearing Board Meeting Minutes, June 12, 2023 C. Housing Choice Voucher Rental Assistance Program Report May 2023 D. Community Housing Investment Programs Report May 2023 E. Public Housing Program Report May 2023 F. Check Report and May 2023 Financial Reports 4. Public Hearing A. Otter Tail County Annual Plan and Capital Fund Plan 5. New Business A. Resolution No. 244 Endorsing an Amendment to the Otter Tail County Powers Ordinance Between the County HRA and County EDA B. Resolution No. 245 Authorize Application to Minnesota Housing for Housing Infrastructure Bonds 6. Discussion A. HRA Commissioner Terms B. 2024 Strategic Initiatives/Goals/Programs Review 7. Executive Director Report 8. General Discussion – Topics by Commissioners 9. Adjourn 2/39 2 COMMUNITY DEVELOPMENT AGENCY MEETING AGENDA 1:00pm 1. Call to Order 2. Approval of Agenda 3. Approval of Consent Agenda A. May 16, 2023 Regular Meeting Minutes B. May 2023 Financial Reports 4. Public Hearing A. Public Hearing Regarding the Proposed Sale of the Property at 19965 Co. Hwy. 24, Erhard 5. Reports and Presentations A. 2023 Legislative Overview • Scott McMahon, Executive Director of Greater Minnesota Partnership B. Director Status Report C. Committee Reports • Housing Growth and Investment • Workforce Support and Development • Childcare Investment (did not meet) D. ‘On the Map’ Report E. Board Member Updates 6. Regular Business A. Resolution Endorsing an Amendment to the Otter Tail County Powers Ordinance Between the County HRA and County EDA B. Review of Erhards Grove Townhall Property Purchase Proposals C. Request for Grant Highway Easement to Otter Tail County, 19965 Co. Hwy. 24, Erhard D. Award of Demolition Bid for 108 N Lincoln Avenue, Battle Lake E. Review of Proposed Request for Proposal for Grant and Project Management Services 7. Discussion and Communications A. Other Communications B. Upcoming meeting: • Tuesday, July 18, 2023 at 1:00pm, Commissioner’s Room, Government Services Center with HRA Board meeting beginning at 11:45am 8. Adjourn 3/39 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 3. CONSENT AGENDA 4/39 1ir EOU/\l. HOUSING OPPORTUNITY The Otter Tail County HRA Board of Commissioners Met for a regular meeting on May 16, 2023 at 11:45am 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 Absent Leland Rogness, Vice Chairperson Others Present: Barbara Dacy, OTC HRA Executive Director Paula Grunewald, OTC HRA Administrative Assistant Tanya Westra, OTC HRA Project Manager Amy Baldwin, OTC CDA Director Tanya Bakken, Dalton City Clerk Via Teams Sarah Schake, OTC CDA Project Manager Julie Bakken, OTC HRA Accounting Specialist 1. CALL TO ORDER Chairperson Wayne Johnson called the meeting to order at 11:45 am. 2. APPROVAL OF AGENDA Motion made by Kurt Mortenson, second by Betty Murphy to approve the May 16, 2023 Agenda without changes. Motion passed unanimously. 3. APPROVAL OF CONSENT AGENDA ITEMS Resolution 239 Authorizing Execution Memorandum of Understanding Homework Starts with Home Program was pulled for discussion. All other items including Resolution No. 238 Adopting Capital Fund Policy required no additional consideration. Motion made by Betty Murphy, second by Kurt Mortenson to approve the Consent Agenda. Motion passed unanimously. 4. NEW BUSINESS A. Resolution No. 240 Authorizing Reinvestment of Certificate of Deposit FM Bank HRA Director Dacy told the board that the OTC HRA has a Certificate of Deposit at FM Bank in the amount of $142,048. It is a 6-month CD with a 2.5% interest rate and will renew automatically June 1. Per Director Dacy’s request, the renewal rate will increase to 4%. Motion made by Jeff Ackerson, second by Kurt Mortenson to approve. Motion passed unanimously. 5/39 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIVE YOUR best life HERE. Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov Pg. 2 B. Resolution No. 241 Adopting Amendment to the Admissions and Continued Occupancy Policy Director Dacy informed the Commissioners HUD has issued a final rule that creates new limitations on tenancy and program participation in Public Housing. She stated that an amendment to the Public Housing Admissions and Continued Occupancy Policy (ACOP) was needed prior to June 14, 2023. The new rule pertains to households whose incomes after admission increase to 120% AMI. Ms. Dacy stated that historically this has not been an issue. She stated the proposed resolution amends the existing policy according to Notice 2023-23 recently issued. She stated that if a family is identified as over income there will be a 24-month grace period and their assistance will terminate at that time. Additional changes to the ACOP are needed and will be presented to the board at a future meeting. Motion made by Betty Murphy, second by Jeff Ackerson to approve. Motion passed unanimously. C. Resolution No. 242 Calling for a Public Hearing Regarding the Otter Tail County Affordable Senior Housing Program Director Dacy requested a Public Hearing for the Otter Tail County Affordable Senior Housing Program. Minnesota Statues under Chapter 462C requires certain jurisdictions to conduct a public hearing prior to making or purchasing loans pursuant to section 462C.05 to finance multifamily housing developments. The hearing is scheduled for Monday, June 12, 8:00am. She recommended the approval of the resolution and to file the advertisement with the Daily Journal. Motion made by Kurt Mortenson, second by Betty Murphy to approve. Motion passed unanimously. Paula Grunewald, Administrative Assistant was requested to have the Public Hearing Notice handout available at the public hearing. 5. DISCUSSION 1. North Fields of Dalton Financing Ms. Dacy introduced Ms. Tanya Bakken, Dalton City Clerk, who was in attendance. Director Dacy discussed the benefits and risks of the proposed 6-unit affordable senior development on Court Street in Dalton. She stated that the key benefit is that it creates affordable units for seniors in smaller communities in the county. She stated that the risk is there is a small number of units, which means a mor “thin” pro forma. She stated that there is considerable demand for this type of product, it creates new housing stock, and provides an opportunity where seniors can remain in the community where they called home. She stated that the development will require an annual allocation of the levy to pay for the annual debt service and for operating support, if needed. She suggested that the HRA should have an array of risk management strategies. She stated that the proposed development will be income restricted and have a minimum age of 55 according to state statute, and/or have a preference for Dalton residents. Ms. Dacy outlined the assumptions behind the revenues and expenses, noting that the pro forms is conservative. She stated that the potential sources of funds including the Housing Trust Fund and available HRA fund balance. She stated that the County Finance committee has reviewed a preliminary concept of a loan over a 20-year term at 2%. She stated that the total project cost would be approximately $1.6 million, and the county loan would be for approximately half of that amount. She stated that construction is to start in late September with completion next spring. Ms. Dacy stated that this development can be viewed as a pilot project, with the opportunity for additional triplexes at various sites in other communities. She stated that Housing Infrastructure bonds could be a potential funding source for future developments. Chairperson, Wayne Johnson, reiterated that Dalton is a trial run and appreciated all the information and clarity the board has received. 6/39 Pg. 3 6. EXECUTIVE DIRECTOR REPORT A. Director Dacy reported that the audit has been completed but we have not received the results. She stated that a potential Audit Committee meeting may occur during the 2nd week of June. B. The Annual PHA Plan and Capital Fund Program Public Hearing is scheduled for June 20, 2023. C. Minnesota Housing Funding program – Housing Infrastructure Bond Application is possible for July submission. D. Director Dacy attended a Poverty Simulation on May 10, and this event may be one that the Commissioners would like to attend. E. Reminder that the Special Meeting on Monday, June 12 at 8:00am will be held in the Dead Lake Room, Government Services Center. 7. GENERAL DISCUSSION – TOPICS BY COMMISSIONERS None. 8. ADJOURNMENT At 12:51pm a motion was unanimously carried to adjourn the meeting. ______________________________________________ _______________ Kurt Mortenson/Secretary/Clerk Date 7/39 The Otter Tail County HRA Board of Commissioners Public Hearing Board Meeting on June 12, 2023 at 8:00am At the Otter Tail County Government Services Center 500 W Fir Ave, Fergus Falls, MN Board Members Present: Wayne Johnson, Chairperson Leland Rogness, Vice Chairperson Jeff Ackerson Kurt Mortenson Betty Murphy Others Present: Barbara Dacy, OTC HRA Executive Director Amy Baldwin, OTC CDA Director Tanya Westra, OTC HRA Project Manager Kevin Currie, Construction Consultant Paula Grunewald, OTC HRA Administrative Assistant Guest: Tanya Bakken, Clerk/Treasurer, City of Dalton Via Teams: Julie Bakken, OTC HRA Accounting Specialist 1. CALL TO ORDER Chairperson Johnson called the meeting to order at 8:00am. 2. APPROVAL OF AGENDA Motion made by Kurt Mortenson, second by Lee Rogness to approve the June 12, 2023 Agenda with changes noted to the title of Resolution 243. Motion passed unanimously. 3. PUBLIC HEARING A. Otter Tail County Affordable Senior Housing Program Executive Director, Barbara Dacy, stated that the purpose of the public hearing is to consider the proposal to enter into financing for a multifamily rental housing development for affordable senior housing in the City of Dalton as required by Minnesota Statute Chapter 462C. Ms. Dacy described the project, location, and the financing terms with the county for approximately half of the $1.6 million project cost. She stated that there will need to be an annual appropriation of the HRA levy to pay for the debt service for the financing. She stated that the target market will be for seniors aged 55 and older with incomes at or below 80% of Area Median Income. She recommended that the Board continue the public hearing to July 18, 2023 in order to provide the required notice by statute to West Central Initiative as the “regional development commission” to review and comment on the project Chairperson Wayne Johnson opened the Public Hearing at 8:10am. The Chair called three times for testimony. There was no one present to speak for or against the proposal. The Chair declared that the Public Hearing will be continued to the Board Meeting to be held on Tuesday, July 18th at approximately 11:45am. 8/39 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIVE YOUR best life HERE. Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov Pg. 2 4. NEW BUSINESS 1. Resolution No. 243 Resolution Approving General Contractor, Electrical Contractor, And Authorizing Execution of Design Agreement. Dacy stated that the Resolution title changed to accurately reflect the contractors to be used in the project and the agreement to be executed with the General and Electrical contractors. She stated the contractors will be responsible to work with the architect to complete the design, scope of work and construction estimate, which will be brought back to the Board for final review and approval. Dacy reviewed the competitive proposal advertising process and stated that JBS Builders, LLC responded as the General Contractor and Ohren Electric responded as the Electrical Contractor. There were no responses for the Mechanical Contractor. Ms. Dacy noted that because ground source heat pumps are no longer part of the project, any mechanical and plumbing work will be handled by the General Contractor. She stated that based on the information received through interviews and reference calls, staff is pleased to recommend that JBS Builders, LLC be approved as the General Contractor, and Ohren Electric be approved as the Electrical Contractor. Construction Consultant Kevin Currie recommended that the resolution be amended to note that the agreement be entitled as the Design Build Agreement instead of Design Agreement. Commissioner Rogness asked about the extent of work by the General Contractor. Mr. Currie stated that the General Contractor will be working with the heating, cooling and plumbing contractors. Commissioner Rogness noted that there will be more rebates in the future for heat pumps. Ms. Westra stated that wherever possible, the HRA will take advantage of all rebates. Commissioner Murphy asked if the floor plan been determined? Ms. Westra stated that a preliminary design has been established for each triplex, which will then be evaluated by the contractors and another plan will be created. Mr. Currie stated that the building will be designed to accommodate the possibility of future solar arrays and will make rooms big enough for batteries to be added at a later date. Commissioner Ackerson stated that the technology will change significantly for solar, and it is likely that the size of batteries will be smaller or there may be some other options. He suggested that the size of the units should not be influenced by the batteries. Motion made by Kurt Mortenson, second by Betty Murphy to approve Resolution No. 243 with the proposed change of the title of the agreement to be executed with the contractors. Motion passed unanimously. 5. EXECUTIVE DIRECTOR REPORT Ms. Dacy stated that she is working on a “Housing Infrastructure Bond” application to Minnesota Housing for similar senior housing triplexes in the cities of Ottertail, Vergas, and New York Mills. Dacy stated that the application requires site control and requests to the cities is underway. She stated that a forgivable deferred loan will be requested. She stated that the program cannot be used for the project in Dalton. 6. GENERAL DISCUSSION – TOPICS BY COMMISSIONERS None. 7. ADJOURNMENT At 8:37am a motion was unanimously carried to adjourn the meeting. ________________________________________________________ _____________________ Kurt Mortenson/Secretary/Clerk Date 9/39 5/31/2023 6/1/2023 Difference 41,797.32$ $43,000.00 1,202.68$ 99 101 2 *HAP Transactions 39,911.00$ *Utility Reimbursements 620.00$ * Portability Tranactions (Out) 1,170.00$ * Portablilty Admin Fee (Paid) 96.32$ Hold Landlord Transaction (1,356.00)$ 4/30 5/1 New Admissions 5 End Participation 3 Shop Mode/ARS 2 Ports-Out Paid 3 2 Ports Out Pending 0 0 Ports In Pending 0 0 9-Jun-23 Waiting List/To Date 11 Applications in Progress 10 Vouchers "on the street"19 ELI%89% Monthly Trend Report*Units Available Units Leased Leasing %Budget % Per Unit $ 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$ March 2023 144 100 69.8% 97.5%431.81$ April 2023 144 100 68.8% 97.9%419.32$ May 2023 144 99 69.4% 99.3%409.40$ *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 May 31, 2023 Program Total Financial Transaction Paid This Month* UML (Unit Months Leased or # of Households) 10/39 £, OTTER TAIL ~, COUNTY -MINNESOTA 218-998-8730 ® HOUSING ANID REDEVIELOPMENT .AUTHO·RITY OTTER TA IL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIIVE YOUR best life HERE. Go,v,ern ment Se·rvices Center 500 West Fir Avenue Fergus. Falls., MN 56537 @ ottertailcounty.gov COMMUNITY HOUSING INVESTMENT PROGRAMS (CHIP) BOARD REPORT May 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 2 2 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 6 3 20 Residential Owner‐Occupied Leverage (ROHL) 2 4 2 UNDERWOOD 09/30/2023 SCDP: Homeowner 12 3 12 9 7 17 Residential Owner‐Occupied Leverage (ROHL) 5 5 4 11/39 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIVE YOUR best life HERE. Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 (!) EOU/\L HOUSING OPPORTUNITY @ ottertailcounty.gov ------------------7 PUBLIC HOUSING BOARD REPORT May 2023 Rents Payable $4,242 Rents Collected $4,242 Total Negative Rents $221 Negative Rents Paid $0 Late Fees Charged $32 Late Fees Collected $32 Number of Units Paying Flat/Ceiling Rent 4 Fiscal Year ELI 100% WAITING LIST 2 Bedroom 12 3 Bedroom 13 4 Bedroom 1 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 12/39 218-998-8730 ® HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER LIVE YOUR best life HERE. Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 (5) EOUl\l. HOUSING OPPORTUNITY @ ottertailcounty.gov ---------~---7 Doc Num Voided Type Document Recipient 36 No DD Barbara Dacy LLC 37 No DD Betty Murphy 38 No DD Jeff A Ackerson 39 No DD Kurt A. Mortenson 40 No DD Wayne Johnson 1303 No CHK Affordable Housing Forward LLC 1304 No CHK Contractor Compliance & Monitoring Inc 1305 No CHK HighPoint Homes Inc 1306 No CHK Julie Bakken 1307 No CHK Kevin Currie 1308 No CHK Language Line Services Inc 1309 No CHK Minnesota Housing Finance Agency 1310 No CHK AMP Insurance 1311 No CHK City of Battle Lake 1312 No CHK Fergus Falls Daily Journal 1313 No CHK John Burns Appraisal Services 04/14/2023- 05/12/2023 No INV Cardmember Service Payments $101,863.94 $101,863.94 Count 5 11 1 17 End of Report $91,298.31 Invoice (INV)$444.22 Total:$101,863.94 Project Summary Bank: FM Bank, Bank Account: 9311043703, GL Account: 1111Program - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Bank: FM Bank, Bank Account: 9311043703, GL Account: 1111Document Type Amount Direct Deposit (DD)$10,121.41 Check (CHK) Cleared: 16 $101,419.72 Uncleared: 1 $444.22 Total Payments: 17 $101,863.94 05/19/2023 113 Hidden Meadows Yes $650.00 05/12/2023 Hampton Inn - PHA Web Training No $444.22 05/19/2023 Water Base, Sewer Base, NG Base Yes $257.00 05/19/2023 Board Meeting Notice Yes $136.44 05/05/2023 Hidden Meadows Interest Due Yes $1,437.43 05/19/2023 Prof Liability Renewal 06/17/23-06/17/24 Yes $31,291.19 05/05/2023 April 2023 Consulting Services Yes $4,779.96 05/05/2023 Over the Phone Interpretation Yes $50.14 05/05/2023 Hidden Meadows Pay App #7 Yes $51,540.00 05/05/2023 PHA Web Training Jamestown Exp Reimb Yes $48.15 05/05/2023 Two Year Tool Webinar-Miller & Bakken Yes $358.00 05/05/2023 Hidden Meadows Phase 1 for April 2023 Yes $750.00 05/19/2023 Per Diem/Mileage Yes $92.03 05/19/2023 Per Diem/Mileage Yes $101.86 05/19/2023 Per Diem/Mileage Yes $101.86 05/19/2023 Per Diem/Mileage Yes $82.21 Payment Date Document Description Cleared Amount 05/05/2023 April 2023 Services Yes $9,743.45 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register General Revolving (GR) Posted Payments www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 6/7/2023 9:25:56 AM Printed by: Julie Bakken 13/39 42% Period YTD Annual RemainingAmountAmountBudgetBudget INCOME 3610 Interest Income 3703/5353/3741/0054 423.89 1,670.94 1,800.00 (129.06)93% 3690 Other Revenue MISC 1,575.00 1,575.00 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 2,389.98 8,387.99 8,387.99 3691 Levy Revenue 756,030.03 771,623.98 1,309,725.00 (538,101.02)59% 3693.01 CHIP Emerg Housing Repair Program (EHRP) Repayment 6,842.00 6,842.00 3693.03 CHIP FFHRA Rehab Repayments 24,012.90 24,012.90 3693.05 CHIP Rental Rehab Revolving Loan Payments 2,494.00 9,144.86 31,821.00 (22,676.14)29% 3695.01 MHFA Loan Distributions - All Projects 347,602.00 500,000.00 (152,398.00)70% 3695.02 MHFA Grant Distributions - All Projects 516,000.00 (516,000.00)0% 3697 Owner Match Revenue 9,115.00 9,115.00 3698 Developer Fees 75,000.00 (75,000.00)0% 3699 Sale of Property 205,802.20 205,802.20 745,000.00 (539,197.80)28% TOTAL INCOME 967,140.10 1,395,008.87 3,709,266.00 (2,314,257.13)38% EXPENSES 4130 Legal 919.99 30,000.00 29,080.01 4140 Staff Training 660.00 3,801.00 5,000.00 1,199.00 76% 4150 Travel 48.15 254.91 4,300.00 4,045.09 6% 4170 Accounting 15,000.00 60,000.00 45,000.00 25% 4171 Audit 16,100.00 16,100.00 0% 4190 Other Administrative Expenses 56.26 200.00 143.74 28% 4190.01 Manuals, Subscriptions 478.00 200.00 (278.00)239% 4190.02 Office Supplies 102.52 828.01 1,700.00 871.99 49% 4190.03 Postage 777.39 4,500.00 3,722.61 17% 4190.04 Telephone & Internet 73.62 300.00 226.38 25% 4190.05 Dues 791.74 1,000.00 208.26 79% 4190.06 Advertising 136.44 212.76 1,300.00 1,087.24 16% 4190.08 Consulting Fees 50.14 2,505.52 28,000.00 25,494.48 9% 4190.2 Management Fees-OTC Admin 49,243.54 364,342.00 315,098.46 14% 4190.21 Management Fees-Administrator Contract 9,743.45 38,973.80 116,918.00 77,944.20 33% 4190.22 Management Fees - Construction Consultant 4,779.96 16,775.96 40,000.00 23,224.04 42% 4210 Board Member Payments 377.96 1,715.56 4,900.00 3,184.44 35% 4430.1 Misc Contracts - Software 6,155.50 5,000.00 (1,155.50)123% 4510 Insurance 31,291.19 31,903.19 35,000.00 3,096.81 91% 4521 Assessments 80.00 420.00 340.00 19% 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 10,000.00 9,675.00 3% 4590.03 SCDP Construction (DEED)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 53,884.43 368,044.91 1,016,000.00 647,955.09 36% 4591.01 MHFA Administration/Overrun 750.00 6,019.00 75,000.00 68,981.00 8% 4591.02 MHFA Loan Repayment 745,000.00 745,000.00 0% Otter Tail County Housing Redevelopment Authority Operating Statement Five Months Ending 05/31/2023 Program: General Revolving (GR) Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 2 6/7/2023 9:08:19 AM Printed by: Julie Bakken 14/39 42% Period YTD Annual RemainingAmountAmountBudgetBudget Otter Tail County Housing Redevelopment Authority Operating Statement Five Months Ending 05/31/2023 Program: General Revolving (GR) Project: Consolidated Percent of Year 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 420.00 30,000.00 29,580.00 1% 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 101,824.24 549,890.66 3,607,107.00 3,057,216.34 15% SURPLUS 865,315.86 845,118.21 102,159.00 742,959.21 827% www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 2 of 2 6/7/2023 9:08:19 AM Printed by: Julie Bakken 15/39 Period Amount Balance ASSETS 1111 Cash 862,758.65 1,468,710.90 1111.1 Certificates of Deposit 142,048.22 1111.2 Cash MHFA Loan Acct #0054 0.52 4,080.04 1111.3 Cash Committed for Hidden Meadows 375,000.00 1111.4 Committed for Housing Trust Fund 542,596.00 1113 Cash Rent Rehab 2,556.69 296,664.17 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 865,315.86 3,180,481.69 LIABILITIES AND SURPLUS LIABILITIES TOTAL LIABILITIES SURPLUS 2700 Income/Expense Clearing Account 421,444.43 2700 Income/Expense Clearing Account (Current Year) (80.00) 2806 Unrestricted Net Position 1,913,919.05 2806 Unrestricted Net Position (Current Year) 865,315.86 845,198.21 TOTAL SURPLUS 865,315.86 3,180,481.69 TOTAL LIABILITIES AND SURPLUS 865,315.86 3,180,481.69 Otter Tail County Housing Redevelopment Authority Balance Sheet May 2023 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 6/7/2023 9:08:19 AM Printed by: Julie Bakken 16/39 Doc Num Voided Type 394 No DD 395 No DD 396 No DD 397 No DD 398 No DD 399 No DD 400 No DD 401 No DD 402 No DD 403 No DD 404 No DD 405 No DD 406 No DD 407 No DD 408 No DD 409 No DD 410 No DD 411 No DD 412 No DD 413 No DD 414 No DD 415 No DD 416 No DD 417 No DD 418 No DD 419 No DD 420 No DD 421 No DD 422 No DD 423 No DD 424 No DD 425 No DD 426 No DD 427 No DD 428 No DD 429 No DD 430 No DD 431 No DD 432 No DD 433 No DD 434 No DD 5994 No CHK 5995 No CHK 5996 No CHK 5997 No CHK 5998 No CHK 5999 No CHK 6000 No CHK 6001 No CHK 6002 No CHK 6003 No CHK 6004 No CHK Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers Posted Payments 05/01/2023 HAP Payment May 23 Yes $324.00 05/01/2023 HAP Payment May 23 Yes $247.00 Payment Document Description Cleared Amount 05/01/2023 HAP Payment May 23 Yes $579.00 05/01/2023 HAP Payment May 23 Yes $386.00 05/01/2023 HAP Payment May 23 Yes $342.00 05/01/2023 HAP Payment May 23 Yes $327.00 05/01/2023 HAP Payment May 23 Yes $394.00 05/01/2023 HAP Payment May 23 Yes $101.00 05/01/2023 HAP Payment May 23 Yes $1,319.00 05/01/2023 HAP Payment May 23 Yes $925.00 05/01/2023 HAP Payment May 23 Yes $6,022.00 05/01/2023 HAP Payment May 23 Yes $710.00 05/01/2023 HAP Payment May 23 Yes $906.00 05/01/2023 HAP Payment May 23 Yes $675.00 05/01/2023 HAP Payment May 23 Yes $405.00 05/01/2023 HAP Payment May 23 Yes $4,431.00 05/01/2023 HAP Payment May 23 Yes $749.00 05/01/2023 HAP Payment May 23 Yes $150.00 05/01/2023 HAP Payment May 23 Yes $473.00 05/01/2023 HAP Payment May 23 Yes $348.00 05/01/2023 HAP Payment May 23 Yes $2,924.00 05/01/2023 HAP Payment May 23 Yes $900.00 05/01/2023 HAP Payment May 23 Yes $849.00 05/01/2023 HAP Payment May 23 Yes $268.00 05/01/2023 HAP Payment May 23 Yes $380.00 05/01/2023 HAP Payment May 23 Yes $296.00 05/01/2023 HAP Payment May 23 Yes $1,455.00 05/01/2023 HAP Payment May 23 Yes $316.00 05/01/2023 HAP Payment May 23 Yes $396.00 05/01/2023 HAP Payment May 23 Yes $365.00 05/01/2023 HAP Payment May 23 Yes $670.00 05/01/2023 HAP Payment May 23 Yes $280.00 05/01/2023 HAP Payment May 23 Yes $1,282.00 05/01/2023 HAP Payment May 23 Yes $572.00 05/01/2023 HAP Payment May 23 Yes $381.00 05/01/2023 HAP Payment May 23 Yes $477.00 05/01/2023 HAP Payment May 23 Yes $614.00 05/01/2023 HAP Payment May 23 Yes $291.00 05/01/2023 HAP Payment May 23 Yes $674.00 05/01/2023 HAP Payment May 23 Yes $675.00 05/01/2023 HAP Payment May 23 Yes $1,080.00 05/01/2023 HAP Payment May 23 Yes $268.00 05/01/2023 HAP Payment May 23 Yes $96.00 05/01/2023 HAP Payment May 23 Yes $461.00 05/01/2023 HAP Payment May 23 Yes $624.00 05/01/2023 HAP Payment May 23 Yes $330.00 05/01/2023 HAP Payment May 23 Yes $905.00 05/01/2023 HAP Payment May 23 Yes $1,285.00 05/01/2023 HAP Util Payment May 23 Yes $89.00 05/01/2023 HAP Payment May 23 Yes $653.00 05/01/2023 HAP Payment May 23 Yes $331.00 05/01/2023 HAP Util Payment May 23 Yes $2.00 www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 2 6/7/2023 9:43:45 AM Printed by: Julie Bakken 17/39 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 6005 No CHK 6006 No CHK 6007 No CHK 6008 No CHK 6009 No CHK 6010 No CHK 6011 No CHK 6012 No CHK 6013 No CHK 6014 No CHK 6015 No CHK 6016 No CHK Payments $41,856.40 $41,856.40 Count 41 23 64 05/01/2023 HAP Util Payment May 23 Yes $172.00 05/01/2023 HAP Util Payment May 23 Yes $84.00 05/01/2023 HAP Util Payment May 23 Yes $8.00 05/01/2023 HAP Util Payment May 23 Yes $18.00 05/01/2023 HAP Util Payment May 23 Yes $48.00 05/01/2023 HAP Util Payment May 23 No $28.00 05/01/2023 HAP Util Payment May 23 Yes $148.00 05/01/2023 Port Out Payment May 23 Yes $482.16 05/01/2023 Port Out Payment May 23 Yes $784.16 05/01/2023 HAP Util Payment May 23 No $5.00 05/01/2023 HAP Util Payment May 23 Yes $18.00 05/05/2023 PHA Web Training Yes $59.08 Cleared: 62 $41,823.40 Uncleared: 2 $33.00 Total Payments: 64 $41,856.40 End of Report $8,289.40 Total:$41,856.40 Project Summary Program - Project Deposits Housing Choice Vouchers - $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$33,567.00 Check (CHK) www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 2 of 2 6/7/2023 9:43:45 AM Printed by: Julie Bakken 18/39 42% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3301 Admin Subsidy 6,092.00 30,474.00 79,201.00 (48,727.00)38% 3301.1 HAP Subsidy 48,548.00 205,638.00 434,498.00 (228,860.00)47% 3450 Fraud Recovery - Admin 50%1,928.24 1,928.24 3450.1 Fraud Recapture HAP 50%1,928.24 1,928.24 3610 Investment Income (0062)11.51 48.58 105.00 (56.42)46% 3690.1 Other Revenue HAP 30,000.00 (30,000.00)0% TOTAL INCOME 54,651.51 240,017.06 543,804.00 (303,786.94)44% EXPENSES 4150 Travel 59.08 260.17 1,200.00 939.83 22% 4190 Other Admin Expenses (Apps, Service Charges)22.00 219.51 120.00 (99.51)183% 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 21,624.50 93,887.00 72,262.50 23% 4715.1 HAP Occupied Units 40,531.00 202,476.00 394,904.00 192,428.00 51% 4715.P HAP-Portability Out 1,170.00 9,599.00 32,462.00 22,863.00 30% 4716.P Port Out Admin Fee 96.32 626.08 1,423.00 796.92 44% TOTAL EXPENSES 41,878.40 234,805.26 526,181.00 291,375.74 45% SURPLUS 12,773.11 5,211.80 17,623.00 (12,411.20)30% Otter Tail County Housing Redevelopment Authority Operating Statement Five Months Ending 05/31/2023 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 6/7/2023 9:32:07 AM Printed by: Julie Bakken 19/39 Period Amount Balance ASSETS 1111 Cash Unrestricted 12,773.11 61,840.92 TOTAL ASSETS 12,773.11 61,840.92 LIABILITIES AND SURPLUS LIABILITIES 2112 A/P HAP 1,336.00 TOTAL LIABILITIES 1,336.00 SURPLUS 2700 Inc & Exp Clearing 4,078.69 2805 Restricted Net Position 22,114.50 2805 Restricted Net Position (Current Year) 6,847.00 (4,508.76) 2806 Unrestricted Position 29,099.93 2806 Unrestricted Position (Current Year) 5,926.11 9,720.56 TOTAL SURPLUS 12,773.11 60,504.92 TOTAL LIABILITIES AND SURPLUS 12,773.11 61,840.92 Otter Tail County Housing Redevelopment Authority Balance Sheet May 2023 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 6/7/2023 9:32:06 AM Printed by: Julie Bakken 20/39 Doc Num Voided Type 7033 No VD 7255 No CHK 7256 No CHK 7257 No CHK 7258 No CHK 7259 No CHK 7260 No CHK 01-00000621-00-0 05/02/23 No INV 01-00000684-00-1 05/31/23 No INV 01-00000683-00-00 05/31/2 No INV 01-00041004-00-6 05/02/23 No INV 01-00041101-00-0 05/02/23 No INV 01-00041152-00-6 05/02/23 No INV 04/14/2023-05/12/2023 (2)No INV 10108 04/25/23-05/24/23 No INV 10350 04/25/23-05/24/23 No INV 10787 04/25/23-05/24/23 No INV 991 721 5394 4 05/10/23 No INV Doc Num Voided Type 132 No CHK 1009 No CHK 1019 No CHK 1192 No CHK 1193 No CHK 1307 No CHK 1807 No CHK 1807 No CHK 1808 No CHK 1821 No CHK 2809 No CHK 3472 No CHK 5515 No CHK 5519 No CHK 020533357 No CHK 020534374 No MO 82362754 No CHK 22-032241756 No MO 22-032241758 No MO Payments $29,135.26 $29,135.26 Count 22 1 3 11 37Total:$36,546.70 End of Report $126.53 Money Order (MO)$564.39 Invoice (INV)$1,753.35 Project Summary Program - Project Deposits Public Housing - Family $7,411.44 Total:$7,411.44 Type Summary Document Type Amount Check (CHK)$34,102.43 Void Payment (VD) 05/01/2023 Payment - Money Order Yes $154.39 Cleared: 19 $7,411.44 Uncleared: 0 $0.00 Total Deposits: 19 $7,411.44 05/01/2023 Payment - Check Yes $392.00 05/01/2023 Payment - Money Order Yes $160.00 05/12/2023 Payment - Check Yes $35.00 05/25/2023 Payment - Money Order Yes $250.00 05/01/2023 Payment - Check Yes $568.00 05/25/2023 Payment - Check Yes $816.60 05/22/2023 Payment - Check Yes $640.00 05/01/2023 Payment - Check Yes $625.00 05/25/2023 Payment - Check Yes $675.00 05/01/2023 Payment - Check Yes $721.38 05/12/2023 Payment - Check Yes $295.00 05/12/2023 Payment - Check Yes $11.90 05/25/2023 Payment - Check Yes $675.00 05/09/2023 Payment - Check Yes $478.69 05/09/2023 Payment - Check Yes $220.00 05/12/2023 Payment - Check Yes $242.41 05/09/2023 Payment - Check Yes $211.07 05/22/2023 Payment - Check Yes $240.00 Posted Deposits Control Date Document Description Cleared Amount 05/10/2023 Gas No $60.82 Cleared: 11 $28,401.89 Uncleared: 7 $733.37 Total Payments: 18 $29,135.26 05/25/2023 Water, Sewer No $91.58 05/25/2023 Water, Sewer No $96.92 05/12/2023 Appliance Parts No $245.42 05/25/2023 Water, Sewer No $103.52 05/02/2023 Water, Electric, Gas, Sewer Yes $221.19 05/02/2023 Water, Electric, Gas, Sewer Yes $248.60 05/31/2023 Water, Sewer No $71.77 05/02/2023 Water, Electric, Gas, Sewer Yes $240.00 05/02/2023 Water, Electric, Gas, Sewer Yes $310.19 05/31/2023 Water, Sewer No $63.34 05/19/2023 Water, Sewer Yes $473.98 05/19/2023 Gutter/Material & Labor (Marshall Ave-Henning)Yes $6,690.00 05/05/2023 April 2023 Mileage Reimb Yes $19.65 05/19/2023 Payment May 23 Yes ($126.53) 05/05/2023 Re-key Public Housing 13 Units Yes $13,508.28 05/05/2023 Material/Labor - Gutters (Smith Ave-NYM)Yes $6,690.00 Payment Document Description Cleared Amount 05/17/2023 Misplaced/Lost Yes $126.53 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 6/7/2023 10:18:42 AM Printed by: Julie Bakken 21/39 42% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 4,021.00 19,933.00 25,000.00 (5,067.00)80% 3401.1 HUD Operating Subsidy 7,065.00 22,110.00 45,000.00 (22,890.00)49% 3401.2 HUD Capital Funds-Operations/Admin 14,363.00 7,000.00 7,363.00 205% 3401.3 HUD Capital Funds-Project 26,888.28 28,516.88 33,000.00 (4,483.12)86% 3610 Interest Income (5673/0070)24.34 95.27 40.00 55.27 238% 3690 Other Income (NSF, Late Fee, GR Support)32.00 309.00 21,000.00 (20,691.00)1% 3690.1 Water Charge Income 788.08 2,979.00 6,300.00 (3,321.00)47% 3690.2 Electric Charge Income 712.30 4,229.54 8,550.00 (4,320.46)49% 3690.3 Gas Charge Income 897.12 4,780.26 11,000.00 (6,219.74)43% 3690.31 Sewer Charge Income 875.61 3,481.14 7,350.00 (3,868.86)47% 3690.4 Other Tenant Charges (Maint)500.00 500.00 TOTAL INCOME 41,303.73 101,297.09 164,240.00 (62,942.91)62% EXPENSES 4130 Legal 750.00 750.00 0% 4140 Staff Training 500.00 500.00 0% 4150 Travel 19.65 41.92 1,000.00 958.08 4% 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 23,211.42 17,000.00 (6,211.42)137% 4310 Water 634.57 2,411.38 6,400.00 3,988.62 38% 4320 Electric 788.83 2,908.93 8,700.00 5,791.07 33% 4330 Gas 911.74 4,495.74 11,500.00 7,004.26 39% 4331 Sewer 737.10 2,808.53 7,500.00 4,691.47 37% 4400 Maintenance - Tools & Equip 750.00 750.00 0% 4420 Maintenance - Materials 11.16 5,500.00 5,488.84 0% 4430 Maintenance - Contracts 1,730.62 20,000.00 18,269.38 9% 4431 Garbage and Trash Removal Contracts 500.00 500.00 0% 4510 Insurance 15,762.60 15,763.00 0.40 100% 4520 PILOT 2,689.72 1,200.00 (1,489.72)224% 4521 Assessments 1,237.36 1,200.00 (37.36)103% 4570 Collection Loss 500.00 500.00 0% 4580 Interest Expense (on Security Deposits)300.00 300.00 0% 4600 Capital Fund Projects 26,888.28 28,516.88 33,000.00 4,483.12 86% 4610 Extraordinary Maintenance 3,500.00 3,500.00 0% TOTAL EXPENSES 29,980.17 85,826.26 143,558.00 57,731.74 60% SURPLUS 11,323.56 15,470.83 20,682.00 (5,211.17)75% Otter Tail County Housing Redevelopment Authority Operating Statement Five Months Ending 05/31/2023 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 6/7/2023 10:03:36 AM Printed by: Julie Bakken 22/39 Period Amount Balance ASSETS 1111 Cash 11,408.89 104,426.11 1114 Tenant Security Deposit Cash 9,044.40 1122 A/R Tenants 66.47 2,103.35 1122.1 Allowance for Doubtful Accts (200.00) 1122.9 A/R Tenant Repayment Agreements 358.18 500.00 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 11,833.54 795,340.98 LIABILITIES AND SURPLUS LIABILITIES 2111.1 A/P Tenants (22.37)3.18 2114 Tenant Security Deposits 9,044.40 2240 Tenants Prepaid Rent 532.35 2,029.79 TOTAL LIABILITIES 509.98 11,077.37 SURPLUS 2700 Income/Expense Clearing Account (3,829.09) 2700 Income/Expense Clearing Account (Current Year) 11,323.56 15,470.83 2802 Invested in Capital Assets, Net of Related Debt 679,466.94 2806 Unrestricted Net Position 93,154.93 TOTAL SURPLUS 11,323.56 784,263.61 TOTAL LIABILITIES AND SURPLUS 11,833.54 795,340.98 Otter Tail County Housing Redevelopment Authority Balance Sheet May 2023 Program: Public Housing Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 6/7/2023 10:03:35 AM Printed by: Julie Bakken 23/39 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 4. PUBLIC HEARING 24/39 1ir EOU/\l. HOUSING OPPORTUNITY OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _June 20, 2023 BOARD MEETING DATE AGENDA ITEM #4A Executive Director ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 6/15/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Public Hearing: 2024 Annual Plan and Capital Fund Plan PROPOSED REQUEST/JUSTIFICATION The Authority is required by federal regulation to conduct a public hearing to 1) approve the 2024 Annual Plan for federal programs and determine if there are any changes to the HRA goals, objectives, and policies; and 2) to adopt changes to the Capital Fund Program 5 Year Action Plan for the 13-unit scattered site public housing program or when there is a significant amendment or modification to the Capital Fund expenditures. A copy of the existing goals is attached. There are minor changes to the goals reflected by strikeout/underlines. There are more extensive changes to the operational policies for the public housing program and the Housing Choice Voucher program is underway. The Admissions and Continued Occupancy Program (ACOP) policy pertains to the Public Housing program and the Administrative Plan pertains to the Housing Choice Voucher program. The process to update both of these policies will need additional time than originally anticipated. The proposed Capital Fund 5 Year Action Plan contain expenditures for operations, water heater and furnace replacement, and other significant projects to maintain the quality and livability of the units. In general, the HRA has up to two years to obligate funds with a specific construction contract and expend funds within four years for each year in the Action Plan. Proposed activities for 2024 include radon mitigation testing and potential remediation. The public hearing should be opened, public comment received, and continued to the August 15, 2023 meeting. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 6/15//2023 ATTACHMENT LIST: FINANCIAL IMPLICATIONS: NA BUDGETED: X YES NO FUNDING: NA COMMENTS 25/39 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY 2024 ANNUAL PLAN I. Key components to the 2024 Annual Plan. a. There are no changes proposed to the Goals and Objectives. b. Changes are proposed to the Public Housing program Capital Fund. In 2024, radon testing and potential mitigation activities will occur. c. The Administrative and Continued Occupancy Policy for the public housing program and the Administrative Plan for the Housing Choice Voucher program will be updated to comply with current federal regulations. II. Goals and Objectives The HRA Board adopted two strategic initiatives beginning in 2022: 1) Housing Stability Initiative – “Keep People In Their Homes”; and 2) Strengthening Communities Initiative – “Create New Homes”. The goals for the Housing Stability Initiative includes the following: a. To maintain High Performer Status for the Scattered Site Public Housing Program. b. To investigate “repositioning” options for the Scattered Site Public Housing Program, including meeting with residents and the Board to determine a final recommendation. c. To complete necessary capital improvements to the properties to maintain and improve the condition of housing units. d. To implement a new Administrative and Continued Occupancy Policy for the public housing program. e. To maintain High Performer status for the Housing Choice Voucher Program. f. To adopt an updated Administrative Plan aimed at increasing administration efficiencies and to house as many eligible families as possible. g. To apply for additional rental assistance programs to serve target special populations including but not limited to foster youth, persons without a home, and others as identified by the county. h. To implement the “Community Housing Investment Programs” to rehabilitate existing owner occupied and rental properties. i. To implement the “Small City Development Program” to complete rehabilitation and other community improvement programs in communities which request assistance. j. To implement programs to enable homeownership including down payment assistance and first time home buyer programs. The goals for the Strengthening Communities Initiative – “Create New Homes” a. To implement the Otter Tail County Housing Trust Fund by adopted the administrative policies to distribute funds to eligible programs and projects including but not limited to rental assistance, down payment assistance, rehabilitation, and/or new construction. b. To implement the Battle Lake housing construction initiative, partially funded by Minnesota Housing, to create three new affordable homes. c. To implement the Dalton housing construction initiative, to construct up to 10 single family homes and an affordable senior housing four-plex. an affordable senior housing development consisting of two triplexes. d. To implement the Housing Opportunity Program to acquire, rehabilitate/demolish existing homes or rental buildings and to identify vacant lots to facilitate the construction of new housing. 26/39 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 5. NEW BUSINESS 27/39 1ir EOU/\l. HOUSING OPPORTUNITY OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _June 20, 2023__ BOARD MEETING DATE AGENDA ITEM #5A Administration ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 6/15/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 244 Endorsing an Amendment to the Otter Tail County Powers Ordinance Between the County HRA and County EDA PROPOSED REQUEST/JUSTIFICATION The HRA and CDA have paused efforts to merge operations and will continue to operate independently. As a result, it is appropriate to update the existing “Powers Ordinance” adopted in 2019 to reflect the programs currently underway. The purpose of the resolution is to endorse an amendment to the 2019 Powers Ordinance defining the powers for the county HRA and the county EDA. The CDA has received an allocation of funding from the County Board for various housing programs which contain income restrictions. The County Board has established the public hearing on the ordinance for Tuesday, July 11, 2023 at 10:00 a.m. The relevant section of the original ordinance is proposed to be amended as follows: SECTION 2. EDA POWERS. As authorized by Minnesota Statutes, Section 469.094, the HRA shall share all powers granted under Minnesota Statutes, Sections 469.001 to 469.047 with the EDA, but the EDA shall not engage in the following programs or activities: Public Housing, Section 8 (Housing Choice Voucher) Program, MHFA Homeowner Rehab Program, and MN DEED Small Cities Development Program Grants, and income restricted homeowner and rental rehabilitation. Approval of the resolution is recommended. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 6/15/2023 ATTACHMENT LIST: Resolution No. 244 FINANCIAL IMPLICATIONS: NA BUDGETED: YES NO FUNDING: NA COMMENTS 28/39 RESOLUTION NO. 244 RESOLUTION ENDORSING AN AMENDMENT TO THE POWERS ORDINANCE BETWEEN THE COUNTY HRA AND COUNTY EDA WHEREAS, Otter Tail County (the “County”) has established a County Economic Development Authority (the "EDA") known as the Community Development Agency (the “CDA”); and WHEREAS, the County adopted an ordinance on August 13, 2019 (the “Powers Ordinance”) transferring some of the powers of the existing Otter Tail County Housing and Redevelopment Authority (the "HRA") to the EDA; and WHEREAS, the HRA and CDA have paused the process to merge operations; and WHEREAS, it is necessary to update the Powers Ordinance; and WHEREAS, the County will be considering an amendment to the Powers Ordinance; and WHEREAS, the proposed amendment will enable the CDA to operate income restricted housing programs. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Executive Director is hereby directed to transmit this Resolution to the County Board. 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 20th day of June, 2023. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 29/39 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _June 20, 2023__ BOARD MEETING DATE AGENDA ITEM #5B Administration ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 6/15/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 245 Authorize Application to Minnesota Housing for Housing Infrastructure Bonds PROPOSED REQUEST/JUSTIFICATION Staff is working with the cities of New York Mills, Ottertail, and Vergas to acquire city-owned land to develop two tri- plexes in each community for a total of 18 units. It is requested that the HRA Board adopt the proposed resolution to authorize application to be submitted prior to the July 13, 2023 deadline. Additional details regarding the proposal will be presented at the meeting. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 6/15/2023 ATTACHMENT LIST: Resolution No. 245 FINANCIAL IMPLICATIONS: NA BUDGETED: YES NO FUNDING: NA COMMENTS 30/39 RESOLUTION NO. 245 RESOLUTION AUTHORIZING THE SUBMISSION OF AN APPLICATION TO MINNESOTA HOUSING FINANCE AGENCY FOR HOUSING INFRASTRUCTURE BONDS WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) aids area municipalities through its Community Assistance Programs as well as other housing programs (collectively referred to as the “Housing Programs”); and WHEREAS, the Authority intends to draft an application Housing Infrastructure Bond funds from Minnesota Housing Finance Agency (the “Agency”) to construct eighteen units of affordable senior housing in the cities of Ottertail, New York Mills, and Vergas (the “Application”); and WHEREAS, the Authority staff must submit the Application prior to the due date of July 13, 2023, and WHEREAS, the Authority has determined that construction of affordable senior housing is in alignment with the Otter Tail County Long Range Strategic Plan. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Otter Tail County HRA Board of Commissioners hereby authorizes the Executive Director to submit the required application and supporting materials to the Minnesota Housing Finance Agency. 2. 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 20th day of June, 2023 Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 31/39 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 6. DISCUSSION 32/39 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: June 15, 2023 FROM: Barbara Dacy, Executive Director RE: Discussion Items A. HRA Commissioner Terms At the joint meeting of the HRA and CDA Boards on November 17, 2022, there was consensus that there would be two county commissioners (elected officials) overlapping on the CDA and the HRA Board. It is therefore appropriate that the term of office for serving on the HRA and CDA Boards coincide with the term of office of the county commissioner. In fact, Minnesota Statute 469.003 (6) permits a city council or a county board to set the terms of office of a HRA commissioner to coincide with the commissioner’s term of office as an elected official. Unless otherwise directed, staff will draft a resolution for consideration by the County Board to implement this approach. In addition, Commissioner Mortenson’s current term on the HRA expires on August 1, 2023. Therefore, the resolution discussed above will be scheduled in advance of Commissioner Mortenson’s reappointment to the HRA. B. 2024 Strategic Initiatives – Initiatives/Goals/Programs Review The purpose of this discussion is as follows: 1. Review status of existing initiatives, goals and programs 2. Review potential opportunities 3. Align resources to priorities for 2024 and 2025 As a result of this discussion, an initial budget and levy request analysis will be scheduled for discussion at the July meeting. Current Status The HRA Board has previously adopted two strategic initiatives: 1) Keep people in homes; and 2) Create new homes. These initiatives align with other major funding sources, including but not limited to Minnesota Housing, the Greater Minnesota Housing Fund, and the Minnesota Department of Employment and Economic Development. At the joint session of the CDA and HRA Board on November 17, 2022, commissioners discussed a “continuum of roles” for the HRA and CDA: 1. Facilitator – Battle Lake Church redevelopment, former Pelican Rapids garage site, and tax forfeit lot in Pelican Rapids (all in pre-development due diligence phase) 2. Developer – Hidden Meadows single family home construction (near completion with 2/3 homes closed) 33/39 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ti) EOU/\L HOUSING OPPORTUNITY @ ottertailcounty.gov 3. Developer and long-term owner – North Fields of Dalton affordable senior housing pilot program (contractors retained to prepare final estimate) These are the current priorities for “Create New Homes” and good progress has been made as of mid-year. Programming associated “Keep People in Homes” includes the Small City Development Program for rehabilitation in Underwood and Battle Lake, the Community Housing Investment rehabilitation and down payment assistance programs, the Minnesota Cities Participation first time homebuyer program, and the Public Housing and Housing Choice Voucher programs. Funding remains available for the down payment and CHIP programs. Potential Opportunities Opportunities include but are not limited to: 1. Additional funding available through Minnesota Housing and others to meet community needs including but not limited to workforce housing, senior housing, infrastructure improvements, and additional rental assistance. 2. Potential preservation of existing Section 515 developments. Current owners of these developments are nearing the end of their original mortgages and the buildings need rehabilitation either through direct loans or acquisition. 3. Rehabilitation funds for residential and commercial entities in the county through DEED and for public housing rehabilitation through Minnesota Housing. Align Resources to Priorities for 2024 and 2025 With each opportunity above, the HRA could act in any role, depending on the nature of the opportunity (assuming full staff capacity). Questions for discussion include: 1. What areas of the county are underserved/need targeted assistance? 2. What can be done more easily within a year versus longer term? 3. How can we strategically align potential initiatives with new funding sources? 34/39 ATTACHMENT A STATUS OF 2023 INITIATIVES AND GOALS Program Goal STATUS Housing Stability Initiative - "Keep People In Their Homes" 1. Community Housing Investment Programs Implement CHIP Programs; analyze activity and recommend changes • Other program funds from the CDA became available in 2022 and are being used • 2. Small City Development Program/DEED Conduct initial survey in a community to determine viability of another application • 21 applications approved in Battle Lake and Underwood as of 6/30; 8 projects completed • Extension on Battle Lake and Underwood project will be submitted 3. Public Housing Program Maintain "High Performer" status for the Scattered Site Public Housing Program • High Performer rating issued in April • Revision to Admissions and Continued Occupancy Policy in August 2023 Investigate and determine public housing repositioning recommendation; obtain technical assistance from HUD • Discussed options with Board at January meeting 2022. • Postponed due to merger process during 2022. • Rehabilitation funding available from state to complete several improvements 4. Housing Choice Voucher Program Complete revision to Administrative Plan • Revision proposed in August 2023 Submit SEMAP requirements • Standard Performer rating issued in June Investigate adding additional rental assistance through federal/state resources • New state funding awarded for “Bring It Home” rental assistance 5. First Time Homebuyer and Down Payment Assistance Programs Apply for Minnesota Cities Participation Program allocation • $740,000 of mortgage capacity issued Implement CHIP DPA Program • 1 DPA loan issued in June Strengthening Communities Initiative - "Keep People In Their Homes" 1. Otter Tail County Housing Trust Fund Review applications and increase funding • Announced during April Housing Summit 2022 • Application to be submitted to use for North Fields of Dalton 35/39 ATTACHMENT A 2. Hidden Meadows, Battle Lake; If funded Initiate Minnesota Housing Impact Fund Program • Two homes sold and closed • Third home to be completed by 12/31/2023 Consider submitting similar application for another community • Potential application in July 2024 3. North Fields of Dalton Redevelopment Finalize development concept, financing, and initiate construction • Development Agreement approved by City • Financing plan in progress • Contractors identified 4. Housing Opportunity Program 4a. Tax Forfeit Lots Identify redevelopment plan for Pelican Rapids lot on 1st Avenue • In process Complete asbestos testing and demolition on 1st Avenue lot • Completed testing; demolition completed Identify additional tax forfeit lots for acquisition and redevelopment • Pelican Rapids identified a second lot for redevelopment in May • Inspection conducted; redevelopment recommended 4b. Single Family Construction Program Implement programs to creates new homes • Policy for additional housing programs (Infrastructure and Value Gap from CDA) using one time funding was approved and announced during April Housing Summit 2022. • Pursue newly authorized funding for workforce homeownership and rental housing from the State 36/39 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 7. EXECUTIVE DIRECTOR REPORT 37/39 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: June 15, 2023 SUBJECT: Executive Director Report 1. Section Eight Management Assessment Program (SEMAP) Score. In February, the Board approved a resolution authorizing submission of the required information regarding the SEMAP evaluation of the Housing Choice Voucher program. The HRA has been rated as “Standard Performer”. 2. Finding Home Study. The county has engaged Amy Johnson, Cardinal Consulting Solutions, to assist with the “Finding Home” study. The purpose of the study is to find out what people experience when they are seeking housing in the county, including the community organizations or other entities that are encountered along the way. What are the circumstances around why people are seeking housing? What are the barriers to finding housing? What works well? What does not? Second, to produce a written report summarizing a) the outcomes of the engagement plan, and b) the recommendations that would improve the likelihood of finding housing and as quickly as possible. The consultant is preparing an engagement plan with several county stakeholders and program participants to gather information. Ultimately, study findings will inform potential options to address the barriers in finding housing and potential recommendations for specific actions that the county, HRA, CDA and/or other community organizations can implement. 3. Poverty Simulation. A poverty simulation has been established for Thursday, July 27, 2023 from 1:30 to 4:00 pm at Lake Country Service Cooperative in Fergus Falls. HRA staff will be attending. The simulation is intended, in part, to be informative for the Finding Home study. 38/39 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 ti) EOU/\L HOUSING OPPORTUNITY @ ottertailcounty.gov OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 8. GENERAL DISCUSSION TOPICS BY COMMISSIONERS and ADJOURN 39/39 1ir EOU/\l. HOUSING OPPORTUNITY