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Housing & Redevelopment Authority - HRA-Packet-08-15-2023 Supporting Documents - 08/15/2023
OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY & COMMUNITY DEVELOPMENT AGENCY BOARD PACKET August 15, 2023 1 of 48 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY AGENDA Government Services Center, Otter Tail Lake Room 500 West Fir Avenue, Fergus Falls, MN August 15, 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, July 18, 2023 B. Housing Choice Voucher Rental Assistance Program Report July 2023 C. Community Housing Investment Programs Report July 2023 D. Public Housing Program Report July 2023 E. Check Report and July 2023 Financial Reports 4. Public Hearing (Continued from June 20, 2023) A. 2024 PHA Annual and Capital Fund Plans 5. New Business A. Resolution No. 248 Adopting 2024 PHA Annual and Capital Fund Plans B. Resolution No. 249 Approving Special Benefit Levy for Taxes Payable 2024 C. Resolution No. 250 Adopt Fund Balance Policy 6. Executive Director Report 7. General Discussion – Topics by Commissioners 8. Adjourn 2 of 48 2 COMMUNITY DEVELOPMENT AGENCY MEETING AGENDA 1:00pm 1. Call to Order 2. Approval of Agenda 3. Approval of Consent Agenda A. July 18, 2023 Regular Meeting Minutes B. July 2023 Financial Reports 4. Reports and Presentations A. Director Status Report B. Committee Reports Housing Growth and Investment (meeting 8/14) Workforce Support and Development Childcare Investment D. ‘On the Map’ Report E. Board Member Updates 5. Regular Business A. Community Growth Partnership Application: City of Pelican Rapids/Hillbilly Laser B. Community Growth Partnership Application: City of Perham/Prairies Edge 3rd Addition C. Pelican Rapids Highway Garage Redevelopment: a. Resolution approving an Interfund Loan in connection with proposed Tax Increment Financing District b. Authorization to Proceed with Preparation of Plat D. Battle Lake Youth Center/Former Church a. Memorandum of Understanding with City of Battle Lake E. 2024 Budget a. Resolution Approving Special Benefit Levy for Taxes Payable 2024 F. Request for Proposal Responses 6. Discussion and Communications A. Other Communications B. Upcoming meeting: Tuesday, September 19, 2023 at 1:00pm, Commissioner’s Room, Government Services Center with HRA Board meeting beginning at 11:45am 7. Adjourn 3 of 48 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 3. CONSENT AGENDA 4 of 48 1ir EOU/\L HOUSING OPPORTUNITY The Otter Tail County HRA Board of Commissioners Met for a regular meeting on July 18, 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 Amy Baldwin, OTC CDA Director Tanya Westra, OTC HRA Project Manager Paula Grunewald, OTC HRA Administrative Assistant Julie Bakken, OTC HRA Accounting Specialist Jill Amundson, West Central Initiative Greta, Intern from West Central Initiative 1. CALL TO ORDER Chairperson Johnson called the meeting to order at 11:45 am. 2. APPROVAL OF AGENDA Motion made by Kurt Mortenson, second by Jeff Ackerson to approve the July 18, 2023 Agenda with no changes noted. Motion passed unanimously. 3. APPROVAL OF CONSENT AGENDA ITEMS Motion made by Betty Murphy, second by Kurt Mortenson to approve the Consent Agenda. Motion passed unanimously. Chairperson Johnson asked for clarification on Page 8 regarding “the per unit $ change” between May and June 2023: they went from $409.40 to $588.15. Director Dacy said that rents have been going up 3-5% and it depends on the particular property that is in the program. Johnson also asked what does the term “PILOT” mean that is on Page 19. Director Dacy reported that it stands for “Payment in Lieu of Taxes”. 4. Public Hearing Otter Tail County Affordable Senior Housing Program – continued from June 12, 2023. Johnson reconvened the meeting to order at 11:50am. Director Dacy reviewed the Otter Tail County HRA Senior Housing Program. She stated that state statute requires comments from the responsible Regional Development Commission, which is West Central Initiative. Jill Amundson from West Central Initiative was present and reported that West Central Initiative provided a letter dated June 28, 2023 in support of the proposal. She stated that the Senior Housing Program is in alignment with the Comprehensive Economic Development Strategy, and she commended the county for their progress. Chairperson Johnson asked three times if there was any other comments and hearing none, the Chair closed the hearing. 5 of 48 OTTERTAIL COUNTY -MINNESOTA 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 ---------------7 Pg. 2 5. NEW BUSINESS A. Resolution No. 246 Approving Otter Tail County Affordable Senior Housing Program Director Dacy reported “the program” that is represented in Exhibit A needs to be modified slightly changing the wording to be “approximated at $900,000” instead of “not to exceed $900,000”. A Public Hearing will be held on July 25, 2023 regarding the proposal for the County to issue a loan to the HRA. She also reported that staff is working with the contractor to complete the final construction estimate. Motion made by Kurt Mortenson, second by Jeff Ackerson to approve. Motion passed unanimously. B. Resolution No. 247 Approving Housing Choice Voucher Processing Policy Director Dacy reported that with the guidance from HUD, staff has prepared the proposed policy to ensure that there are appropriate policies and procedures to regularly monitor the calculation of tenant rent payments, housing assistance payments to landlords and to ensure proper electronic reporting to HUD. She stated that having different personnel for these processes is not only appropriate for internal controls but also assists with accurate transactions. Motion made by Jeff Ackerson, second by Betty Murphy to approve. Motion passed unanimously. 6. DISCUSSION 2024 Strategic Initiatives and Preliminary 2023 Budget. Director Dacy stated that the HRA has increased its capacity and programs between 2021 and 2023. She stated that the work at Hidden Meadows, the North Fields of Dalton senior housing development, and the HRA existing programs are all aimed at filling the housing gaps in the county’s housing continuum. She stated that these programs implement the Strategic Initiatives the Board has adopted to “Create New Homes” and Keep People in Homes”. She stated that there are new opportunities for housing investment in the future. She recommended that the HRA prepare a strategy to maximize funding opportunities as a result of the recent state legislative action. She stated that the HRA should also prepare to acquire/preserve existing Rural Section 515 Developments. She stated that HRA is the logical owner and operator of these developments that serve very low-income people. She also stated that the HRA should create programs to address housing instability. She stated that the HRA review the outcomes of the “Finding Home Study” and evaluate the Housing Choice Voucher and “Bring It Home” vouchers to better connect households to housing opportunities. She stated that she has prepared an initial estimate of the current and proposed HRA programs and initiatives for 2024 and estimated the potential levy request for 2024. She stated that the HRA levy is calculated differently than typical property taxes and reviewed the calculation estimate for 2024. She stated that based on current estimates the proposed HRA levy attributable to the HRA will be an increase of about $204,000 or 15.5%. Ms. Dacy stated that the purpose of the increase is to provide funding for the annual assistance payment to the county for North Fields of Dalton, the potential expenses for the new Affordable Senior Housing Program for three new senior housing developments and funds an initial allocation to a budget reserve. 7. EXECUTIVE DIRECTOR REPORT A. Director Dacy reported that the Minnesota Housing Finance Agency Housing Infrastructure Bond Program application was submitted. She stated that the request was for approximately $6,000,000 in a 30-year forgivable loan at maturity. She stated that the work to date in the county with communities was instrumental in turning around the needed site control documents. She stated that the work on the Dalton development was crucial in putting together the information for the financial information, and the market study information was also instrumental in justifying the developments in three communities. She stated that the application requirements and documents needed require preparation several months in advance of the deadline. She stated that this process is highly competitive, and it may be that the application will need to be submitted next year. B. Director Dacy reported that Tanya Westra has been hired as the Housing Program Supervisor, and the Project Manager position is currently being advertised. 6 of 48 Pg. 3 C. Director Dacy provided a reminder that Thursday, July 27, from 1:30 to 4:00 pm is the Poverty Simulation at Lake Country Service Cooperative. D. Potential dates for an Audit Committee meeting (the Chair and Vice-Chair) included August 8, August 15 before HRA Meeting, or September 5. Director Dacy will confirm with Brady Martz and the Chair and Vice- Chair. 8. ADJOURNMENT At 12:35 pm a motion was unanimously carried to adjourn the meeting. __________________________________________________ ___________________ Kurt Mortenson/Secretary/Clerk Date 7 of 48 7/31/2023 8/1/2023 Difference 41,228.50$ $41,902.50 $674.00 95 96 1 *HAP Transactions 38,787.00$ *Utility Reimbursements 533.00$ * Portability Tranactions (Out) 1,807.00$ 4.00$ * Portablilty Admin Fee (Paid)97.50$ -$ 6/30 7/1 New Admissions 3 End Participation 5 Shop Mode/ARS 0 Ports-Out Paid 2 2 Ports Out Pending 0 1 Ports In Pending 0 3 8/7/2023 Waiting List/To Date 16 Applications in Progress 12 Vouchers "on the street"20 ELI%91% Monthly Trend Report*Units Available Units Leased Leasing %Budget % Per Unit $ 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$ June 2023 144 95 70.1% 101.2% 588.15$ July 2023 144 95 70.4% 102.2% 585.63$ *Leasing % and Budget % based on cumulative activity during calendar year Per Unit $ is rolling three month average *Portability Utility Reimbursement *Hold Landlord Transaction OTC Section 8 Housing Choice Voucher Rental Assistance Program Summary of Actions July 31, 2023 Program Total Financial Transaction Paid This Month* UML (Unit Months Leased or # of Households) 8 of 48 &, OTTE:R 'TAIIL ~, COUNTY -MINNESOTA 21 8-998-8730 HOUSINIG ANID REDEVIEL.OPMIENT AUTHORITY ottertailcounty.gov Go,v,e;rn mein,t Services Center 500 Wes:t Fir Avenue Fergus Falls. MN 56537 hra@ottertailcounty.gov COMMUNITY HOUSING INVESTMENT PROGRAMS (CHIP) BOARD REPORT July 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) 2 2 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 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 9 of 48 218-998-8730 HOUSING AND REDEVELOPMENT AUTHORITY ottertailcounty.gov Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 hra@ottertailcounty.gov PUBLIC HOUSING BOARD REPORT July 2023 Rents Payable $2,595 Rents Collected $2,305 Total Negative Rents $478 Negative Rents Paid $238.75 Late Fees Charged $24 Late Fees Collected $1 Number of Units Paying Flat/Ceiling Rent 1 Fiscal Year ELI 100% WAITING LIST 2 Bedroom 24 3 Bedroom 5 4 Bedroom 3 VACANCIES UNIT VACATED LEASE SIGNED 3 Bdrm ‐ NYM 06/30/2023 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 10 of 48 218-998-8730 HOUSING AND REDEVELOPMENT AUTHORITY ti) ~~,~ ottertailcounty.gov Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 hra @ottertailcounty.gov Doc Num Voided Type Document Recipient 51 No DD Barbara Dacy LLC 52 No DD Betty Murphy 53 No DD Jeff A Ackerson 54 No DD Kurt A. Mortenson 55 No DD Wayne Johnson 1335 No CHK Minnesota Housing Finance Agency 1336 No CHK Cook Construction Inc 1337 No CHK Fergus Falls Daily Journal 1338 No CHK HighPoint Homes Inc 1339 No CHK Kevin Currie 1340 No CHK Language Line Services Inc 1341 No CHK Minnesota Housing Finance Agency 1342 No CHK N F Field Abstract Co LLC 1343 No CHK Nan McKay & Associates Inc 1344 No CHK Otter Tail County Treasurer 1345 No CHK Taft Stettinius & Hollister LLP 1346 No CHK Tanya Westra 1347 No CHK Buttweiler's Do-All Inc 1348 No CHK City of Battle Lake 1349 No CHK Contractor Compliance & Monitoring Inc 1350 No CHK Hawkins Ash CPAs 1351 No CHK HighPoint Homes Inc 1352 No CHK Minnesota Housing Finance Agency 1353 No CHK N F Field Abstract Co LLC 1354 No CHK Nan McKay & Associates Inc 1355 No CHK Otter Tail County Treasurer 06/14/2023- 07/14/2023 No INV Cardmember Service Payments $220,745.56 $220,745.56 Count 5 21 1 27 End of Report $210,027.32 Invoice (INV)$596.83 Total:$220,745.56 Project Summary Program - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$10,121.41 Check (CHK) Cleared: 17 $136,402.34 Uncleared: 10 $84,343.22 Total Payments: 27 $220,745.56 07/31/2023 Perham Hosp Dist Refund - Full Amount No $1,358.89 07/14/2023 Various Charges No $596.83 07/31/2023 O&E Report Lot 9/10 Blk 4 Altona No $85.00 07/31/2023 Revision Service 10-1-23 thru 9-30-24 No $239.00 07/31/2023 Hidden Meadows #109 Pay App #2 No $32,580.00 07/31/2023 Interest Due Loan #1270599 No $965.02 07/31/2023 Hidden Meadows Phase 1 July 2023 No $750.00 07/31/2023 Registration - Julie Bakken - Housing Authority Workshop - Oct 2023 No $500.00 07/31/2023 Battle Lake SCDP - DEED & Architect No $47,217.93 07/31/2023 111 Hidden Meadows Dr Final Statement No $50.55 07/17/2023 Dalton Project Financing Yes $3,600.00 07/17/2023 Mileage Reimb for June & July 2023 Yes $43.23 07/17/2023 Retainer PH/HCV, Remote Services Yes $1,650.00 07/17/2023 2nd Qtr 2023 Payroll, Phone, Postage, Acct, Other Exp Yes $69,452.19 07/17/2023 Interest Due Loan 1270599 Yes $1,200.83 07/17/2023 O&E Report Lots 9 & 10, Blk 4, Altona/Vergas Yes $85.00 07/17/2023 June 2023 Consulting Services Yes $4,783.70 07/17/2023 Over the Phone Interpretation Yes $21.60 07/17/2023 Hearing Notices for Acct 545433 Yes $262.38 07/17/2023 Hidden Meadows #109 Pay App #1 Yes $42,217.00 07/11/2023 Multifamily Loan Programs & Housing Tax Credits Fee 2024-25 Housing Tax Credit Funding Yes $800.00 07/17/2023 Insulation Blown In - SCDP Reuse HER-001 (DEED) Yes $2,165.00 07/31/2023 Per Diem/Mileage 07/18/23 Bd Mtg Yes $92.03 07/31/2023 Per Diem/Mileage 07/18/23 Bd Mtg Yes $101.86 07/31/2023 Per Diem/Mileage 07/18/23 Bd Mtg Yes $101.86 07/31/2023 Per Diem/Mileage 07/18/23 Bd Mtg Yes $82.21 Payment Date Document Description Cleared Amount 07/31/2023 July 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 8/3/2023 10:08:37 AM Printed by: Julie Bakken 11 of 48 58% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3610 Interest Income 3703/5353/3741/0054 542.54 3,592.61 1,800.00 1,792.61 200% 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 1,120.75 11,978.57 11,978.57 3691 Levy Revenue 5,262.98 776,886.96 1,309,725.00 (532,838.04)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 1,155.42 11,370.70 31,821.00 (20,450.30)36% 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 422,867.15 745,000.00 (322,132.85)57% TOTAL INCOME 8,081.69 1,625,074.89 3,709,266.00 (2,084,191.11)44% EXPENSES 4130 Legal 899.99 2,139.98 30,000.00 27,860.02 7% 4140 Staff Training 775.00 5,020.22 5,000.00 (20.22)100% 4150 Travel 43.23 334.82 4,300.00 3,965.18 8% 4170 Accounting 15,000.00 30,000.00 60,000.00 30,000.00 50% 4171 Audit 10,000.00 16,100.00 6,100.00 62% 4190 Other Administrative Expenses 2,158.89 2,224.53 200.00 (2,024.53)1112% 4190.01 Manuals, Subscriptions 239.00 717.00 200.00 (517.00)359% 4190.02 Office Supplies 111.23 939.24 1,700.00 760.76 55% 4190.03 Postage 606.04 1,383.43 4,500.00 3,116.57 31% 4190.04 Telephone & Internet 49.08 122.70 300.00 177.30 41% 4190.05 Dues 791.74 1,000.00 208.26 79% 4190.06 Advertising 262.38 1,146.83 1,300.00 153.17 88% 4190.08 Consulting Fees 1,724.10 5,429.62 28,000.00 22,570.38 19% 4190.2 Management Fees-OTC Admin 53,744.57 102,988.11 364,342.00 261,353.89 28% 4190.21 Management Fees-Administrator Contract 9,743.45 68,204.15 116,918.00 48,713.85 58% 4190.22 Management Fees - Construction Consultant 4,783.70 26,499.31 40,000.00 13,500.69 66% 4210 Board Member Payments 377.96 2,849.44 4,900.00 2,050.56 58% 4430.1 Misc Contracts - Software 110.61 6,266.11 5,000.00 (1,266.11)125% 4510 Insurance 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 170.00 170.00 2,000.00 1,830.00 9% 4590.02 SCDP Lead Based Paint Testing 325.00 10,000.00 9,675.00 3% 4590.03 SCDP Construction (DEED)39,913.00 44,533.00 432,000.00 387,467.00 10% 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 77,013.40 516,810.80 1,016,000.00 499,189.20 51% 4591.01 MHFA Administration/Overrun 750.00 8,414.00 75,000.00 66,586.00 11% 4591.02 MHFA Loan Repayment 205,802.20 745,000.00 539,197.80 28% 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 CAP Consulting Fees 1,980.00 30,000.00 28,020.00 7% 4593.04 CAP Architect/Engineering 9,469.93 21,344.93 (21,344.93) 4593.05 CAP Legal Fees 2,800.00 2,800.00 (2,800.00) 4594 CHIP Down Payment Assistance 10,000.00 50,000.00 40,000.00 20% 4595.01 CHIP Emergency Housing Repair Program (EHRP)40,000.00 40,000.00 0% 4595.02 CHIP Res Owner Occupied Housing Leverage (ROHL)92.00 70,000.00 69,908.00 0% 4595.04 CHIP Affordable Rental Unit Constr (ARUC) Program 70,000.00 70,000.00 0% 4595.05 CHIP Rental Rehabilitation Loan 20,000.00 20,000.00 0% TOTAL EXPENSES 220,745.56 1,111,312.35 3,607,107.00 2,495,794.65 SURPLUS (212,663.87)513,762.54 102,159.00 411,603.54 503% Otter Tail County Housing Redevelopment Authority Operating Statement Seven Months Ending 07/31/2023 Program: General Revolving (GR) Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 8/3/2023 9:48:08 AM Printed by: Julie Bakken 12 of 48 Period Amount Balance ASSETS 1111 Cash (213,883.16)1,134,154.00 1111.1 Certificates of Deposit 142,898.17 1111.2 Cash MHFA Loan Acct #0054 0.52 4,081.06 1111.3 Cash Committed for Hidden Meadows 375,000.00 1111.4 Committed for Housing Trust Fund 542,596.00 1113 Cash Rent Rehab 1,218.77 299,014.43 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 (212,663.87)2,849,126.02 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) (212,663.87)513,842.54 TOTAL SURPLUS (212,663.87)2,849,126.02 TOTAL LIABILITIES AND SURPLUS (212,663.87)2,849,126.02 Otter Tail County Housing Redevelopment Authority Balance Sheet July 2023 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 8/3/2023 9:48:07 AM Printed by: Julie Bakken 13 of 48 Doc Num Voided Type No ADJ 474 No DD 475 No DD 476 No DD 477 No DD 478 No DD 479 No DD 480 No DD 481 No DD 482 No DD 483 No DD 484 No DD 485 No DD 486 No DD 487 No DD 488 No DD 489 No DD 490 No DD 491 No DD 492 No DD 493 No DD 494 No DD 495 No DD 496 No DD 497 No DD 498 No DD 499 No DD 500 No DD 501 No DD 502 No DD 503 No DD 504 No DD 505 No DD 506 No DD 507 No DD 508 No DD 509 No DD 510 No DD 511 No DD 512 No DD 513 No DD 514 No DD 6039 No CHK 6040 No CHK 6041 No CHK 6042 No CHK 6043 No CHK 6044 No CHK 6045 No CHK 6046 No CHK 6047 No CHK 6048 No CHK Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers Posted Payments 07/01/2023 HAP Payment Jul 23 Yes $579.00 07/01/2023 HAP Payment Jul 23 Yes $324.00 Payment Date Document Description Cleared Amount 07/06/2023 Overpaid HAP Yes ($900.00) 07/01/2023 HAP Payment Jul 23 Yes $394.00 07/01/2023 HAP Payment Jul 23 Yes $386.00 07/01/2023 HAP Payment Jul 23 Yes $247.00 07/01/2023 HAP Payment Jul 23 Yes $327.00 07/01/2023 HAP Payment Jul 23 Yes $6,360.00 07/01/2023 HAP Payment Jul 23 Yes $340.00 07/01/2023 HAP Payment Jul 23 Yes $294.00 07/01/2023 HAP Payment Jul 23 Yes $925.00 07/01/2023 HAP Payment Jul 23 Yes $405.00 07/01/2023 HAP Payment Jul 23 Yes $710.00 07/01/2023 HAP Payment Jul 23 Yes $1,109.00 07/01/2023 HAP Payment Jul 23 Yes $675.00 07/01/2023 HAP Payment Jul 23 Yes $411.00 07/01/2023 HAP Payment Jul 23 Yes $4,597.00 07/01/2023 HAP Payment Jul 23 Yes $880.00 07/01/2023 HAP Payment Jul 23 Yes $150.00 07/01/2023 HAP Payment Jul 23 Yes $287.00 07/01/2023 HAP Payment Jul 23 Yes $493.00 07/01/2023 HAP Payment Jul 23 Yes $749.00 07/01/2023 HAP Payment Jul 23 Yes $411.00 07/01/2023 HAP Payment Jul 23 Yes $410.00 07/01/2023 HAP Payment Jul 23 Yes $627.00 07/01/2023 HAP Payment Jul 23 Yes $348.00 07/01/2023 HAP Payment Jul 23 Yes $3,483.00 07/01/2023 HAP Payment Jul 23 Yes $670.00 07/01/2023 HAP Payment Jul 23 Yes $316.00 07/01/2023 HAP Payment Jul 23 Yes $268.00 07/01/2023 HAP Payment Jul 23 Yes $365.00 07/01/2023 HAP Payment Jul 23 Yes $496.00 07/01/2023 HAP Payment Jul 23 Yes $381.00 07/01/2023 HAP Payment Jul 23 Yes $396.00 07/01/2023 HAP Payment Jul 23 Yes $572.00 07/01/2023 HAP Payment Jul 23 Yes $291.00 07/01/2023 HAP Payment Jul 23 Yes $674.00 07/01/2023 HAP Payment Jul 23 Yes $280.00 07/01/2023 HAP Payment Jul 23 Yes $1,282.00 07/01/2023 HAP Payment Jul 23 Yes $238.00 07/01/2023 HAP Payment Jul 23 Yes $675.00 07/01/2023 HAP Payment Jul 23 Yes $527.00 07/01/2023 HAP Payment Jul 23 Yes $639.00 07/01/2023 HAP Payment Jul 23 Yes $905.00 07/01/2023 HAP Payment Jul 23 Yes $461.00 07/01/2023 HAP Payment Jul 23 Yes $1,080.00 07/01/2023 HAP Payment Jul 23 Yes $357.00 07/01/2023 HAP Payment Jul 23 Yes $331.00 07/01/2023 HAP Payment Jul 23 Yes $385.00 07/01/2023 HAP Payment Jul 23 Yes $624.00 07/01/2023 HAP Payment Jul 23 Yes $653.00 07/01/2023 HAP Util Payment Jul 23 Yes $54.00 www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 2 8/3/2023 12:00:38 PM Printed by: Julie Bakken 14 of 48 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 6049 No CHK 6050 No CHK 6051 No CHK 6052 No CHK 6053 No CHK 6054 No CHK 6055 No CHK 6056 No CHK 6057 No CHK 6058 No CHK 6059 No CHK 6060 No CHK 6061 No CHK Doc Num Voided Type 22-036598497 No MO 27762628206 No MO Payments $63,280.76 $63,280.76 Count 1 41 23 2 67 07/01/2023 HAP Util Payment Jul 23 Yes $2.00 07/01/2023 HAP Util Payment Jul 23 Yes $8.00 07/01/2023 HAP Util Payment Jul 23 No $89.00 07/01/2023 HAP Util Payment Jul 23 Yes $148.00 07/01/2023 HAP Util Payment Jul 23 Yes $48.00 07/01/2023 HAP Util Payment Jul 23 Yes $84.00 07/01/2023 HAP Util Payment Jul 23 Yes $28.00 07/01/2023 HAP Util Payment Jul 23 Yes $49.00 07/01/2023 Port Out Payment Jul 23 No $793.34 07/01/2023 HAP Util Payment Jul 23 No $5.00 07/01/2023 HAP Util Payment Jul 23 Yes $18.00 Cleared: 62 $62,393.42 Uncleared: 3 $887.34 Total Payments: 65 $63,280.76 07/01/2023 Port Out Payment Jul 23 Yes $1,116.34 07/17/2023 2nd Qtr 2023 HCV Payroll Yes $22,951.08 07/07/2023 Payment - Money Order Yes $75.00 07/07/2023 Payment - Money Order Yes $73.00 Posted Deposits Control Date Document Description Cleared Amount ($900.00) Direct Deposit (DD) Cleared: 2 $148.00 Uncleared: 0 $0.00 Total Deposits: 2 $148.00 Total:$63,428.76 End of Report $33,316.00 Check (CHK)$30,864.76 Money Order (MO)$148.00 Project Summary Program - Project Deposits Housing Choice $148.00 Total:$148.00 Type Summary Document Type Amount Hap Adjustment Advice www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 2 of 2 8/3/2023 12:00:38 PM Printed by: Julie Bakken 15 of 48 58% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rent HAP Repayment (148.00)7,525.00 7,525.00 3301 Admin Subsidy 6,123.00 42,720.00 79,201.00 (36,481.00)54% 3301.1 HAP Subsidy 43,314.00 290,283.00 434,498.00 (144,215.00)67% 3450 Fraud Recovery - Admin 50%524.00 2,452.24 2,452.24 3450.1 Fraud Recovery - HAP 50%524.00 2,452.24 2,452.24 3610 Investment Income (0062)12.43 73.45 105.00 (31.55)70% 3690.1 Other Revenue HAP 30,000.00 (30,000.00)0% TOTAL INCOME 50,349.43 345,505.93 543,804.00 (198,298.07)64% EXPENSES 4150 Travel 285.17 1,200.00 914.83 24% 4190 Other Admin Expenses (Apps, Service Charges)11.00 241.51 120.00 (121.51) 201% 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 22,951.08 44,575.58 93,887.00 49,311.42 47% 4715.1 HAP Occupied Units 39,368.00 279,613.00 394,904.00 115,291.00 71% 4715.P HAP-Portability Out 1,811.00 12,580.00 32,462.00 19,882.00 39% 4716.P Port Out Admin Fee 97.50 821.08 1,423.00 601.92 58% TOTAL EXPENSES 64,238.58 338,116.34 526,181.00 188,064.66 64% SURPLUS (13,889.15)7,389.59 17,623.00 (10,233.41)42% Otter Tail County Housing Redevelopment Authority Operating Statement Seven Months Ending 07/31/2023 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 8/3/2023 12:07:44 PM Printed by: Julie Bakken 16 of 48 Period Amount Balance ASSETS 1111 Cash Unrestricted (13,694.33)55,253.71 1121 Fraud A/R (148.00)3,289.00 1129 A/R Tenants 4,236.00 TOTAL ASSETS (13,842.33)62,778.71 LIABILITIES AND SURPLUS LIABILITIES 2112 A/P HAP 46.82 96.00 TOTAL LIABILITIES 46.82 96.00 SURPLUS 2700 Inc & Exp Clearing 4,078.69 2805 Restricted Net Position 22,114.50 2805 Restricted Net Position (Current Year) 2,659.00 542.24 2806 Unrestricted Position 29,099.93 2806 Unrestricted Position (Current Year) (16,548.15)6,847.35 TOTAL SURPLUS (13,889.15)62,682.71 TOTAL LIABILITIES AND SURPLUS (13,842.33)62,778.71 Otter Tail County Housing Redevelopment Authority Balance Sheet July 2023 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 8/3/2023 12:07:44 PM Printed by: Julie Bakken 17 of 48 Doc Num Voided Type 7269 No CHK 7270 No CHK 7271 No CHK 7272 No CHK 7273 No CHK 7274 No CHK 7275 No CHK 7276 No CHK Doc Num Voided Type 1010 No VD 1198 No CHK 1310 No CHK 3556 No CHK 3560 No CHK 5270 Yes CHK 5270 No VD 5607 No CHK 025622 No MO 82394408 No CHK 2-036546453 No MO 28542824583 No MO 28647059758 No MO Payments $24,866.76 $24,866.76 Count 2 15 4 21 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Public Housing Posted Payments 07/17/2023 Payment Jul 23 Yes ($101.25) 07/17/2023 Water, Gas, Sewer Yes $470.46 Payment Date Document Description Cleared Amount 07/03/2023 Unlawful Detainer/Eviction Yes $295.00 07/17/2023 Mileage Reimb June & July 2023 Yes $112.01 07/31/2023 Payment Jul 23 No ($137.50) 07/17/2023 Serve Eviction Notice No $85.50 07/17/2023 2nd Qtr PH Payroll Yes $24,062.63 Posted Deposits Control Date Document Description Cleared Amount 07/31/2023 July 2023 Mileage No $79.91 Cleared: 5 $24,838.85 Uncleared: 3 $27.91 Total Payments: 8 $24,866.76 07/10/2023 Payment - Check Yes $171.00 07/03/2023 Payment - Check Yes $625.00 07/06/2023 Returned check.Yes ($150.00) 07/28/2023 Payment - Check Yes $740.00 07/21/2023 NSF Yes ($430.00) 07/21/2023 Payment - Check Yes $413.19 07/21/2023 Payment - Check Yes $240.00 07/03/2023 Payment - Check Yes $430.00 07/03/2023 Payment - Money Order Yes $258.49 07/03/2023 Payment - Money Order Yes $150.00 07/10/2023 Payment - Money Order Yes $375.00 07/03/2023 Payment - Check Yes $229.00 07/03/2023 Payment - Money Order Yes $180.00 Cleared: 13 $3,231.68 Uncleared: 0 $0.00 Total Deposits: 13 $3,231.68 End of Report $27,714.95 Money Order (MO)$963.49 Total:$28,098.44 Project Summary Program - Project Deposits Public Housing - Family $3,231.68 Total:$3,231.68 Type Summary Document Type Amount Void Payment (VD)($580.00) Check (CHK) www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 8/3/2023 12:04:59 PM Printed by: Julie Bakken 18 of 48 58% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 1,946.00 24,591.00 25,000.00 (409.00)98% 3401.1 HUD Operating Subsidy 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 36,971.88 33,000.00 3,971.88 112% 3610 Interest Income (5673/0070)22.07 141.51 40.00 101.51 354% 3690 Other Income (NSF, Late Fee, GR Support)429.50 774.50 21,000.00 (20,225.50)4% 3690.1 Water Charge Income 852.69 4,388.52 6,300.00 (1,911.48)70% 3690.2 Electric Charge Income 1,544.14 6,032.28 8,550.00 (2,517.72)71% 3690.3 Gas Charge Income 889.26 6,519.95 11,000.00 (4,480.05)59% 3690.31 Sewer Charge Income 939.40 5,074.01 7,350.00 (2,275.99)69% 3690.4 Other Tenant Charges (Maint)500.00 500.00 TOTAL INCOME 6,623.06 121,466.65 164,240.00 (42,773.35)74% EXPENSES 4130 Legal 380.50 380.50 750.00 369.50 51% 4140 Staff Training 500.00 500.00 0% 4150 Travel 191.92 258.89 1,000.00 741.11 26% 4171 Audit 2,000.00 2,000.00 0% 4190 Other Admin Expenses (Reports, Apps)3.00 6.00 2,100.00 2,094.00 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 24,062.63 47,274.05 17,000.00 (30,274.05)278% 4310 Water 706.33 3,828.05 6,400.00 2,571.95 60% 4320 Electric 1,398.85 5,091.75 8,700.00 3,608.25 59% 4330 Gas 866.21 6,197.76 11,500.00 5,302.24 54% 4331 Sewer 808.04 4,408.55 7,500.00 3,091.45 59% 4400 Maintenance - Tools & Equip 750.00 750.00 0% 4420 Maintenance - Materials 350.96 5,500.00 5,149.04 6% 4430 Maintenance - Contracts 2,793.90 20,000.00 17,206.10 14% 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 36,971.88 33,000.00 (3,971.88)112% 4610 Extraordinary Maintenance 3,500.00 3,500.00 0% TOTAL EXPENSES 28,417.48 127,251.97 143,558.00 16,306.03 89% SURPLUS (21,794.42)(5,785.32)20,682.00 (26,467.32)-28% Otter Tail County Housing Redevelopment Authority Operating Statement Seven Months Ending 07/31/2023 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 8/3/2023 12:23:16 PM Printed by: Julie Bakken 19 of 48 Period Amount Balance ASSETS 1111 Cash (25,252.48)80,673.44 1114 Tenant Security Deposit Cash 9,044.40 1122 A/R Tenants 2,633.75 3,694.81 1122.1 Allowance for Doubtful Accts (200.00) 1122.9 A/R Tenant Repayment Agreements (150.00)200.00 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 (22,768.73)772,879.77 LIABILITIES AND SURPLUS LIABILITIES 2111.1 A/P Tenants (101.25) 2114 Tenant Security Deposits 9,044.40 2240 Tenants Prepaid Rent (873.06)827.91 TOTAL LIABILITIES (974.31)9,872.31 SURPLUS 2700 Income/Expense Clearing Account (3,829.09) 2700 Income/Expense Clearing Account (Current Year) (21,794.42)(5,785.32) 2802 Invested in Capital Assets, Net of Related Debt 679,466.94 2806 Unrestricted Net Position 93,154.93 TOTAL SURPLUS (21,794.42)763,007.46 TOTAL LIABILITIES AND SURPLUS (22,768.73)772,879.77 Otter Tail County Housing Redevelopment Authority Balance Sheet July 2023 Program: Public Housing Project: Consolidated www.pha-web.com © 2023 Management Computer Services, Inc. (MCS) Page 1 of 1 8/3/2023 12:23:15 PM Printed by: Julie Bakken 20 of 48 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 4. PUBLIC HEARING 2024 PHA Annual and Capital Fund Plans Continued from June 20, 2023 21 of 48 1ir EOU/\L HOUSING OPPORTUNITY OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _August 15, 2023 BOARD MEETING DATE AGENDA ITEM #4A Executive Director ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 8/9/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Public Hearing: 2024 Annual Plan and Capital Fund Plans PROPOSED REQUEST/JUSTIFICATION The purpose of the public hearing is to approve the 2024 Annual Plan and to review any changes to HRA goals, objectives, and policies. In addition, the Authority is required by federal regulation to conduct a public hearing when creating/amending a Capital Fund Program 5 Year Action Plan for the 13-unit scattered site public housing program. The first attachment is the Annual Plan for 2024, with a summary of the major changes to the Administrative Plan for the Housing Choice Voucher program and the Admissions and Continued Occupancy Policy for the Public Housing program. The second attachment is a matrix identifying the proposed capital improvement projects by funding year. In general, the HRA has up to four years to expend the total funds for the “funding year" but can use funds in different calendar years in the Action Plan. For example, the 2021 funds have been expended for the replacement of door locks and gutters, which was recently completed last year. The light pink highlighted cells in the attachment represent the proposed changes. The yellow highlighted cells represent the funds that were reallocated to the pink highlighted cell. Based on recent inspections, the goal is to create a pool of funds to begin repair/replacement of the decks. In addition, radon testing is also proposed to be completed. The reallocation of these funds totals $80,937. The third attachment is the definition of a “modification or significant amendment” to the Capital Fund plans, with the changes underlined. Due to various documentation requirements for the Capital Fund program, it is necessary to adopt the Resolution scheduled for approval under New Business. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 8/9/2023 ATTACHMENT LIST: FINANCIAL IMPLICATIONS: approximately $40,000 in Capital Funds for 2024 BUDGETED: YES X NO FUNDING: Public Housing Budget COMMENTS 22 of 48 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY 2024 ANNUAL PLAN AND CAPITAL FUND PLANS I. Key components to the 2024 Annual Plan. a. There are minor changes proposed to the Goals and Objectives, highlighted below. b. Changes are proposed to the Public Housing improvement projects funded by the annual allocation of Capital Funds. In 2024, decks will be repaired/replaced, and radon mitigation testing will be completed. Mitigation will be scheduled if needed. c. Significant changes are proposed for the Administrative Plan for the Housing Choice Voucher program and the Admissions and Continued Occupancy Policy to comply with changes in federal law. II. Goals and Objectives Since 2022, the HRA Board adopted two strategic initiatives: 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. 23 of 48 218-998-8730 HOUSING AND REDEVELOPMENT AUTHORITY ti) EQUAL HOUSING OPPORTUNITY ottertailcounty.gov Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 hra@ottertailcounty.gov The goals for the Strengthening Communities Initiative – “Create New Homes” are: 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 Pelican Rapids 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 6 single family homes affordable senior housing rental units and an affordable senior housing four-plex. 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. III. Policies The Housing Choice Voucher Administrative Plan and the Admissions and Continued Occupancy Policy has been updated using the subscription service of Nan McKay & Associates as a guide. A summary of the changes is as follows: a. Housing Choice Voucher Administrative Plan 1. The proposed policy changes include clarifications regarding procedures and documents required at application, verification, briefings, and recertifications. 2. The proposed policy also permits electronic transmission of applications and other required documents through the HRA software “tenant portal”. b. Public Housing Admissions and Continued Occupancy Policy 1. The proposed policy repeals the previous policy from 2018 and the proposed policy is consistent with current federal requirements. 2. The rent collection procedures have been updated to reflect current Minnesota law and federal citations. 3. The public housing lease has been updated to reflect current Minnesota law and federal citations. 4. The policies and procedures relating to tenants who become “over income” have been incorporated as previously adopted by the Board. 5. Policy language has been updated to permit electronic transmission of applications and other required documents through the HRA software “tenant portal”. 6. Policy contains procedures regarding video conferencing with participants, the application process, selection, placement on waiting list. 24 of 48 Streamlined Annual PHA Plan (Small PHAs) U.S. Department of Housing and Urban Development Office of Public and Indian Housing OMB No. 2577-0226 Expires: 03/31/2024 Page 1 of 9 form HUD-50075-SM (03/31/2024) Purpose. The 5-Year and Annual PHA Plans provide a ready source for interested parties to locate basic PHA policies, rules, and requirements concerning the PHA’s operations, programs, and services, including changes to these policies, and informs HUD, families served by the PHA, and members of the public of the PHA’s mission, goals and objectives for serving the needs of low- income, very low- income, and extremely low- income families Applicability. The Form HUD-50075-SM is to be completed annually by Small PHAs. PHAs that meet the definition of a Standard PHA, Troubled PHA, High Performer PHA, HCV-Only PHA, or Qualified PHA do not need to submit this form. Definitions. (1) High-Performer PHA – A PHA that owns or manages more than 550 combined public housing units and housing choice vouchers and was designated as a high performer on both the most recent Public Housing Assessment System (PHAS) and Section Eight Management Assessment Program (SEMAP) assessments. (2) Small PHA - A PHA that is not designated as PHAS or SEMAP troubled, and that owns or manages less than 250 public housing units and any number of vouchers where the total combined units exceed 550. (3) Housing Choice Voucher (HCV) Only PHA - A PHA that administers more than 550 HCVs, was not designated as troubled in its most recent SEMAP assessment and does not own or manage public housing. (4) Standard PHA - A PHA that owns or manages 250 or more public housing units and any number of vouchers where the total combined units exceed 550, and that was designated as a standard performer in the most recent PHAS or SEMAP assessments. (5) Troubled PHA - A PHA that achieves an overall PHAS or SEMAP score of less than 60 percent. (6) Qualified PHA - A PHA with 550 or fewer public housing dwelling units and/or housing choice vouchers combined and is not PHAS or SEMAP troubled. A. PHA Information. A.1 PHA Name: Otter Tail County Housing & Redevelopment Authority PHA Code: MN177 PHA Type: Small PHA Plan for Fiscal Year Beginning: 1/1/2024 PHA Inventory (Based on Annual Contributions Contract (ACC) units at time of FY beginning, above) Number of Public Housing (PH) Units 13 Number of Housing Choice Vouchers (HCVs) 140 Total Combined 153 PHA Plan Submission Type: Annual Submission Revised Annual Submission Availability of Information. In addition to the items listed in this form, PHAs must have the elements listed below readily available to the public. A PHA must identify the specific location(s) where the proposed PHA Plan, PHA Plan Elements, and all information relevant to the public hearing and proposed PHA Plan are available for inspection by the public. Additionally, the PHA must provide information on how the public may reasonably obtain additional information of the PHA policies contained in the standard Annual Plan but excluded from their streamlined submissions. At a minimum, PHAs must post PHA Plans, including updates, at each Asset Management Project (AMP) and main office or central office of the PHA. PHAs are strongly encouraged to post complete PHA Plans on their official website. PHAs are also encouraged to provide each resident council a copy of their PHA Plans. PHA Consortia: (Check box if submitting a Joint PHA Plan and complete table below) Participating PHAs PHA Code Program(s) in the Consortia Program(s) not in the Consortia No. of Units in Each Program PH HCV Lead PHA: 25 of 48 l2SI l2SI □ □ B. Plan Elements Submitted with 5-Year PHA Plans. Required elements for Small PHAs completing this document in years in which the 5-Year Plan is also due. This section does not need to be completed for years when a Small PHA is not submitting its 5-Year Plan. See sub-section below for required elements in all other years (Years 1-4). Plan Elements Submitted All Other Years (Years 1-4). Required elements for all other fiscal years. This section does not need to be completed in years when a Small PHA is submitting its 5-Year PHA Plan. B.1 New Activities (a) Does the PHA intend to undertake any new activities related to the following in the PHA’s current Fiscal Year? Y N Hope VI or Choice Neighborhoods. Mixed Finance Modernization or Development. Demolition and/or Disposition. Conversion of Public Housing to Tenant-Based Assistance. Conversion of Public Housing to Project-Based Assistance under RAD. Project Based Vouchers. Units with Approved Vacancies for Modernization. Other Capital Grant Programs (i.e., Capital Fund Community Facilities Grants or Emergency Safety and Security Grants). (b) If any of these activities are planned for the current Fiscal Year, describe the activities. For new demolition activities, describe any public housing development or portion thereof, owned by the PHA for which the PHA has applied or will apply for demolition and/or disposition approval under section 18 of the 1937 Act under the separate demolition/disposition approval process. (c) If using Project-Based Vouchers, provide the projected number of project-based units, general locations, and describe how project-basing would be consistent with the PHA Plan. (d) The PHA must submit its Deconcentration Policy for Field Office Review. B.2 Capital Improvements. Include a reference here to the most recent HUD-approved 5-Year Action Plan in EPIC and the date that it was approved. A Five-Year Action Plan was approved in EPIC in 2021. Reallocations of 2022 and 2023 Capital Fund years are proposed to fund deck repair/replacements at the 13 public housing units and to conduct radon testing. C Other Document or Certification Requirements for Annual Plan Submissions. Required in all submission years. C.1 Resident Advisory Board (RAB) Comments. (a) Did the RAB(s) have comments to the PHA Plan? Y N Several efforts to assemble a RAB Board have been made in the past. Direct communication by first class mail was mailed to the tenants as well as posting in the HRA lobby and placing advertisements in the Fergus Falls Daily Journal. (b) If yes, comments must be submitted by the PHA as an attachment to the PHA Plan. PHAs must also include a narrative describing their analysis of the RAB recommendations and the decisions made on these recommendations. C.2 Certification by State or Local Officials. Form HUD 50077-SL, Certification by State or Local Officials of PHA Plans Consistency with the Consolidated Plan, must be submitted by the PHA as an electronic attachment to the PHA Plan. C.3 Civil Rights Certification/ Certification Listing Policies and Programs that the PHA has Revised since Submission of its Last Annual Plan. Form HUD-50077-CRT-SM, PHA Certifications of Compliance with PHA Plan, Civil Rights, and Related Laws and Regulations Including PHA Plan Elements that Have Changed, must be submitted by the PHA as an electronic attachment to the PHA Plan. 26 of 48 C.4 Challenged Elements. If any element of the PHA Plan is challenged, a PHA must include such information as an attachment with a description of any challenges to Plan elements, the source of the challenge, and the PHA’s response to the public. (a) Did the public challenge any elements of the Plan? Y N If yes, include Challenged Elements. D. Affirmatively Furthering Fair Housing (AFFH). Affirmatively Furthering Fair Housing. Provide a statement of the PHA’s strategies and actions to achieve fair housing goals outlined in an accepted Assessment of Fair Housing (AFH) consistent with 24 CFR § 5.154(d)(5). Use the chart provided below. (PHAs should add as many goals as necessary to overcome fair housing issues and contributing factors.) Until such time as the PHA is required to submit an AFH, the PHA is not obligated to complete this chart. The PHA will fulfill, nevertheless, the requirements at 24 CFR § 903.7(o) enacted prior to August 17, 2015. See Instructions for further detail on completing this item. The Otter Tail County HRA is not required to submit an Assessment of Fair Housing. 27 of 48 □□ Capital Fund Five Year Action Plan 2021-2025 MN 177 Otter Tail County HRA $0.00 $0.00 $0.00 $7,000.00 $5,000.00 $0.00 $2,000.00 $0.00 Year 2 2022 Year 4 2024 Year 5 2025Year l 2021 Year 3 2023 Operations $7,000.00 Unit Maintenance Radon Testing & Mitigation Replace Water Heater Replace Furnace/Air conditioner Replace Light Fixtures Replace Driveway Sidewalks Replace Kitchen/Bath Cabinets Countertops Replace deck, stairs and railings $0.00 $0.00 $2,195.00 $0.00 $0.00 $0.00 $0.00 $0.00 $3,300.00 $22,000.00 Replace Door Locks Replace Gutters COMPLETED $34,495.00 $7,000.00 $5,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $29,474.00 $0.00 $0.00 $41,474.00 $42,463.00 $7,000.00 $5,000.00 $5,000.00 $0.00 $0.00 $0.00 $28,463.00 $0.00 $0.00 $40,000.00$40,000.00 $0.00 $0.00$0.00 $1,500.00 $5,000.00 $4,000.00 $9,000.00 $0.00 $23,000.00 $0.00 $0.00 $7,000.00 $5,000.00 $0.00 $3,500.00 $5,000.00 28 of 48 218-998-8730 HOUSING AND REDEVELOPMENT AUTHORITY ottertailcounty.gov Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 hra@ottertailcounty.gov DEFINITION OF SIGNIFICANT AMENDMENT OR MODIFICATION TO THE CFP 5 YEAR ACTION PLAN FOR 2024 “A significant amendment and modification to the CFP 5 Year Plan, which would require a public hearing, is hereby defined as follows: The addition of a new work activity, the amount of which would exceed $50,000. A proposed demolition, disposition, homeownership, Rental Assistance Demonstration conversion, Capital Fund Financing, development, or mixed finance proposal is also considered to be a significant amendment to the CFP 5 Year Action Plan.” Emergencies caused by fire, water, or casualty loss scenarios that impact the health and safety of the residents, and which require immediate remediation are excluded from the significant amendment or modification definition. 29 of 48 Page 1 of 3 form HUD-50077-CRT-SM (3/31/2024) Certifications of Compliance with PHA Plan and Related Regulations (Small PHAs) U.S. Department of Housing and Urban Development Office of Public and Indian Housing OMB No. 2577-0226 Expires 3/31/2024 PHA Certifications of Compliance with PHA Plan, Civil Rights, and Related Laws and Regulations including PHA Plan Elements that Have Changed Acting on behalf of the Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairperson or other authorized PHA official if there is no Board of Commissioners, I approve the submission of the___ 5-Year and/or 2024 Annual PHA Plan, hereinafter referred to as” the Plan”, of which this document is a part, and make the following certification and agreements with the Department of Housing and Urban Development (HUD) for the PHA fiscal year beginning January 1, 2024 in which the PHA receives assistance under 42 U.S.C. 1437f and/or 1437g in connection with the submission of the Plan and implementation thereof: 1. The Plan is consistent with the applicable comprehensive housing affordability strategy (or any plan incorporating such strategy) for the jurisdiction in which the PHA is located (24 CFR § 91.2). 2. The Plan contains a certification by the appropriate State or local officials that the Plan is consistent with the applicable Consolidated Plan, which includes a certification that requires the preparation of an Analysis of Impediments to Fair Housing Choice (AI) or Assessment of Fair Housing (AFH) as applicable, for the PHA's jurisdiction and a description of the manner in which the PHA Plan is consistent with the applicable Consolidated Plan (24 CFR §§ 91.2, 91.225, 91.325, and 91.425). 3. The PHA has established a Resident Advisory Board or Boards, the membership of which represents the residents assisted by the PHA, consulted with this Board or Boards in developing the Plan, and considered the recommendations of the Board or Boards (24 CFR § 903.13). The PHA has included in the Plan submission a copy of the recommendations made by the Resident Advisory Board or Boards and a description of the manner in which the Plan addresses these recommendations. 4. The PHA certifies that the following policies, programs, and plan components have been revised since submission of its last Annual PHA Plan (check all policies, programs, and components that have been changed): ___ 903.7a Housing Needs ___ 903.7b Deconcentration and Other Policies Governing Eligibility, Selection, Occupancy, and Admissions Policies ___ 903.7c Financial Resources _X 903.7d Rent Determination Policies ___ 903.7h Demolition and Disposition ___ 903.7k Homeownership Programs ___ 903.7r Additional Information X A. Progress in meeting 5-year mission and goals X_B. Criteria for substantial deviation and significant amendments ___C. Other information requested by HUD ___1. Resident Advisory Board consultation process ___2. Membership of Resident Advisory Board ___3. Resident membership on PHA governing board The PHA provides assurance as part of this certification that: (i) The Resident Advisory Board had an opportunity to review and comment on the changes to the policies and programs before implementation by the PHA; (ii) The changes were duly approved by the PHA Board of Directors (or similar governing body); and (iii) The revised policies and programs are available for review and inspection, at the principal office of the PHA during normal business hours. 5. The PHA made the proposed Plan and all information relevant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the Plan and invited public comment. 6. The PHA certifies that it will carry out the public housing program of the agency in conformity with title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d-2000d—4), the Fair Housing Act (42 U.S.C. 3601-19), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), title II of the Americans with Disabilities Act (42 U.S.C. 12101 30 of 48 ___________________________________________________________________________________________________________ Page 2 of 3 form HUD-50077-CRT-SM (3/31/2024) et seq.), and other applicable civil rights requirements and that it will affirmatively further fair housing in the administration of the program. In addition, if it administers a Housing Choice Voucher Program, the PHA certifies that it will administer the program in conformity with the Fair Housing Act, title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, title II of the Americans with Disabilities Act, and other applicable civil rights requirements, and that it will affirmatively further fair housing in the administration of the program. 7. The PHA will affirmatively further fair housing, which means that it will take meaningful actions to further the goals identified in the Assessment of Fair Housing (AFH) conducted in accordance with the requirements of 24 CFR § 5.150 through 5.180, that it will take no action that is materially inconsistent with its obligation to affirmatively further fair housing, and that it will address fair housing issues and contributing factors in its programs, in accordance with 24 CFR § 903.7(o)(3). The PHA will fulfill the requirements at 24 CFR § 903.7(o) and 24 CFR § 903.15(d). Until such time as the PHA is required to submit an AFH, the PHA will fulfill the requirements at 24 CFR § 903.7(o) promulgated prior to August 17, 2015, which means that it examines its programs or proposed programs; identifies any impediments to fair housing choice within those programs; addresses those impediments in a reasonable fashion in view of the resources available; works with local jurisdictions to implement any of the jurisdiction’s initiatives to affirmatively further fair housing that require the PHA’s involvement; and maintains records reflecting these analyses and actions. 8. For a PHA Plan that includes a policy for site-based waiting lists: The PHA regularly submits required data to HUD's 50058 PIC/IMS Module in an accurate, complete and timely manner (as specified in PIH Notice 2010-25); The system of site-based waiting lists provides for full disclosure to each applicant in the selection of the development in which to reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to wait to be admitted to units of different sizes and types at each site; Adoption of site-based waiting lists would not violate any court order or settlement agreement or be inconsistent with a pending complaint brought by HUD; The PHA shall take reasonable measures to assure that such waiting list is consistent with affirmatively furthering fair housing; and The PHA provides for review of its site-based waiting list policy to determine if it is consistent with civil rights laws and certifications, as specified in 24 CFR 903.7(c)(1). 9. The PHA will comply with the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act of 1975. 10. In accordance with 24 CFR § 5.105(a)(2), HUD’s Equal Access Rule, the PHA will not make a determination of eligibility for housing based on sexual orientation, gender identify, or marital status and will make no inquiries concerning the gender identification or sexual orientation of an applicant for or occupant of HUD-assisted housing. 11. The PHA will comply with the Architectural Barriers Act of 1968 and 24 CFR Part 41, Policies and Procedures for the Enforcement of Standards and Requirements for Accessibility by the Physically Handicapped. 12. The PHA will comply with the requirements of Section 3 of the Housing and Urban Development Act of 1968, Employment Opportunities for Low-or Very-Low Income Persons, and with its implementing regulation at 24 CFR Part 135. 13. The PHA will comply with acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and implementing regulations at 49 CFR Part 24 as applicable. 14. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24 CFR 5.105(a). 15. The PHA will provide the responsible entity or HUD any documentation that the responsible entity or HUD needs to carry out its review under the National Environmental Policy Act and other related authorities in accordance with 24 CFR Part 58 or Part 50, respectively. 16. With respect to public housing the PHA will comply with Davis-Bacon or HUD determined wage rate requirements under Section 12 of the United States Housing Act of 1937 and the Contract Work Hours and Safety Standards Act. 17. The PHA will keep records in accordance with 24 CFR 85.20 and facilitate an effective audit to determine compliance with program requirements. 18. The PHA will comply with the Lead-Based Paint Poisoning Prevention Act, the Residential Lead-Based Paint Hazard Reduction Act of 1992, and 24 CFR Part 35. 31 of 48 ___________________________________________________________________________________________________________ Page 3 of 3 form HUD-50077-CRT-SM (3/31/2024) 19. The PHA will comply with the policies, guidelines, and requirements of 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Financial Assistance, including but not limited to submitting the assurances required under 24 CFR §§ 1.5, 3.115, 8.50, and 107.25 by submitting an SF- 424, including the required assurances in SF-424B or D, as applicable. 20. The PHA will undertake only activities and programs covered by the Plan in a manner consistent with its Plan and will utilize covered grant funds only for activities that are approvable under the regulations and included in its Plan. 21. All attachments to the Plan have been and will continue to be available at all times and all locations that the PHA Plan is available for public inspection. All required supporting documents have been made available for public inspection along with the Plan and additional requirements at the primary business office of the PHA and at all other times and locations identified by the PHA in its PHA Plan and will continue to be made available at least at the primary business office of the PHA. 22. The PHA certifies that it is in compliance with applicable Federal statutory and regulatory requirements, including the Declaration of Trust(s). Otter Tail County Housing & Redevelopment Authority MN177 PHA Name PHA Number/HA Code _____ 5-Year PHA Plan for Fiscal Years 20____ - 20____ Annual PHA Plan for Fiscal Year 2024 I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) Name of Executive Director: Name of Board Chairman: Barbara Dacy Wayne Johnson Signature Date Signature Date The United States Department of Housing and Urban Development is authorized to solicit the information requested in this form by virtue of Title 12, U.S. Code, Section 1701 et seq., and regulations promulgated thereunder at Title 12, Code of Federal Regulations. Responses to the collection of information are required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality. This information is collected to ensure compliance with PHA Plan, Civil Rights, and related laws and regulations including PHA plan elements that have changed. Public reporting burden for this information collection is estimated to average 0.16 hours per year per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. HUD may not collect this information, and respondents are not required to complete this form, unless it displays a currently valid OMB Control Number. 32 of 48 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 5. NEW BUSINESS 33 of 48 1ir EOU/\L HOUSING OPPORTUNITY OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _August 15, 2023 BOARD MEETING DATE AGENDA ITEM #5A Executive Director ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 8/9/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution Adopting 2024 Annual Plan and Capital Fund Plans PROPOSED REQUEST/JUSTIFICATION Pending no further changes as a result of the public hearing, staff recommends approval of the resolution. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 8/9/2023 ATTACHMENT LIST: Resolution No. 248 and Exhibits A and B FINANCIAL IMPLICATIONS: approximately $40,000 in Capital Funds for 2024 BUDGETED: X YES NO FUNDING: Public Housing Budget COMMENTS 34 of 48 RESOLUTION NO. 248 RESOLUTION ADOPTING A CAPITAL FUND PROGRAM FIVE YEAR ACTION PLAN AND 2024 ANNUAL PLAN WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) has prepared its Capital Fund Program Five Year Action Plan for Federal Fiscal Years 2021 – 2024 (the “CFP 5 Year Action Plan”) for the thirteen scattered site public housing units (the “Public Housing Program”); and WHEREAS, the Authority has prepared the Annual Plan for 2024, including amendments to its Administrative Plan for the Housing Choice Voucher Program and the Admissions and Continued Occupancy Policy for the Public Housing program, and minor updates to its Goals and Objectives (the “Annual Plan and Documents”); and WHEREAS, the Authority has determined that it is necessary to revise the proposed capital improvements; and WHEREAS, the CFP 5 Year Action Plan contemplates, subject to Congressional Appropriation, approximately $35,000 to $40,000 in annual capital grants; and WHEREAS, as permitted by regulations, the CFP 5 Year Action Plan allocates limited portions of its projected grant funds for operations; and WHEREAS, the Authority issued a public notice for the Annual Plan and the CFP 5 Year Action Plan and Annual Plan for a forty-five (45) day comment period beginning on May 3, 2023; and WHEREAS, the Authority has opened the public hearing on Tuesday, June 20, 2023; and WHEREAS, the Authority continued the public hearing to August 15, 2023, and issued a public notice published on July 1, 2023; and WHEREAS, the Authority is required to complete certain forms regarding the CFP 5 Year Action Plan and Annual Plan, including but not limited to the Civil Rights Certification, the Certification of Consistency with the State Consolidated Plan, and the Annual Consolidated Contribution Contract for each year of the Capital Fund Program (the “Required Certifications and Contracts”); and WHEREAS, the Authority is revising its CFP 5 Year Action Plan as represented in Exhibit A; and WHEREAS, the Authority is required to define a significant amendment or modification to the CFP 5 Year Plan, which is also stated in Exhibit A, incorporated herein and attached hereto. NOW THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing and Redevelopment Authority in and for Otter Tail County, Minnesota, as follows: 35 of 48 1. That the 2024 Annual Plan and Documents are hereby approved; 2. That the Executive Director is hereby directed and empowered to submit the CFP 5 Year Action Plan to the Department of Housing and Urban Development (“HUD”) as represented in Exhibit A; 3. That the definition of a significant amendment or modification to the CFP 5 Year Plan attached in Exhibit B of this resolution is hereby adopted; 4. That the Chair and Executive Director are hereby directed and empowered to execute the Required Certifications and Contracts, as well as any other document necessary to comply with the requirements of the Capital Fund Program of the Public Housing Program. 5. That the Executive Director is hereby directed and empowered to take any other action necessary to comply with the requirements of the Capital Fund Program of the Public Housing Program. 6. That the required documents pertaining to the Annual Plan and the Capital Fund Program 5 Year Action Plan are available for public inspection and are on file at the offices 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 15th day of August, 2023. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 36 of 48 Capital Fund Five Year Action Plan 2021-2025 MN 177 Otter Tail County HRA $0.00 $0.00 $0.00 $7,000.00 $5,000.00 $0.00 $2,000.00 $0.00 Year 2 2022 Year 4 2024 Year 5 2025Year l 2021 Year 3 2023 Operations $7,000.00 Unit Maintenance Radon Testing & Mitigation Replace Water Heater Replace Furnace/Air conditioner Replace Light Fixtures Replace Driveway Sidewalks Replace Kitchen/Bath Cabinets Countertops Replace deck, stairs and railings $0.00 $0.00 $2,195.00 $0.00 $0.00 $0.00 $0.00 $0.00 $3,300.00 $22,000.00 Replace Door Locks Replace Gutters COMPLETED $34,495.00 $7,000.00 $5,000.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $29,474.00 $0.00 $0.00 $41,474.00 $42,463.00 $7,000.00 $5,000.00 $5,000.00 $0.00 $0.00 $0.00 $28,463.00 $0.00 $0.00 $40,000.00$40,000.00 $0.00 $0.00$0.00 $1,500.00 $5,000.00 $4,000.00 $9,000.00 $0.00 $23,000.00 $0.00 $0.00 $7,000.00 $5,000.00 $0.00 $3,500.00 $5,000.00 EXHIBIT A 37 of 48 218-998-8730 HOUSING AND REDEVELOPMENT AUTHORITY ottertailcounty.gov Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 hra@ottertailcounty.gov EXHIBIT B DEFINITION OF SIGNIFICANT AMENDMENT OR MODIFICATION TO THE CFP 5 YEAR PLAN “A significant amendment and modification to the CFP 5 Year Plan, which would require a public hearing, is hereby defined as follows: The addition of a new work activity, the amount of which would exceed $50,000. A proposed demolition, disposition, homeownership, Rental Assistance Demonstration conversion, Capital Fund Financing, development, or mixed finance proposal is also considered to be a significant amendment to the CFP 5 Year Action Plan.” Emergencies caused by fire, water, or casualty loss scenarios that impact the health and safety of the residents, and which require immediate remediation are excluded from the significant amendment or modification definition. 38 of 48 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _August 15, 2023__ BOARD MEETING DATE AGENDA ITEM #5B Administration ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 8/9/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 249 Adopt Special Benefit Levy for Taxes Payable 2024 PROPOSED REQUEST/JUSTIFICATION The proposed levy request for taxes payable in 2024 is $1,513,771. The levy is a crucial resource in accomplishing the HRA strategic initiatives; Strengthening Communities Initiative: “Create New Homes” and the Housing Stability Initiative: “Keeping People in Their Homes”. Based on the recent housing needs assessment, there is a significant need for affordable senior housing and work force housing, both owner occupied and rental. The HRA is awaiting a determination from Minnesota Housing on a Housing Infrastructure Bond financing request to construct 18 units of affordable rental senior housing in three communities. This is in addition to the proposed 6-unit affordable senior housing development in Dalton (final construction estimate pending). The HRA has also applied for a Minnesota Housing for value gap assistance and financing to construction entry level homes in Pelican Rapids. The HRA administers important programs to enable households to access existing housing and to maintain the livability of their homes. The HRA Community Housing Investment Programs provide down payment assistance for new homebuyers and rehabilitation assistance for single family and multiple family owners. The housing needs assessment documented a strong demand for entry level homes. Rehabilitation programs serve to maintain the livability of housing units and preserve the overall market value of neighborhoods. Finally, the housing assessment also documented a shortage of rental units, and the Housing Choice Voucher and Public Housing programs provide an opportunity for lower income households to find housing. HRA work is done in partnership with communities. The HRA staff provides the technical capacity regarding housing initiatives as authorized by communities, and when authorized by the HRA Board, provides financial capacity to assist in accomplishing community housing needs. Staff recommends the Board adopt the Resolution as presented. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 8/15/2023 ATTACHMENT LIST: Resolution No. 249 FINANCIAL IMPLICATIONS: $1,513,771 million BUDGETED: Pending YES NO FUNDING: Tax Levy COMMENTS 39 of 48 Estimated 2024 HRA Budget REVENUE/EXPENSE 2023 2024 Comments Levy $1,309,725 $1,513,771 15.5% Increase/$204,046 Other Revenue $2,399,541 $2,399,541 Carries over MHFA Impact Fund and SCDP Revenues* Subtotal $3,709,266 $3,913,312 Administrative Expenses ($364,342)($518,000)Reflects full year of HPS Lead Maintenance Position (not reflected in 2023 budget) Operating Expenses ($354,838)($291,985)Reflects savings from termination of ED Independent Contractor Agreement Project Expenses ($2,887,927)( $2,887,927)Carries over similar Impact Fund and SCDP Expenses* Other -0-($171,500)Funds portion of HIB Financing costs and annual county payment for North Fields of Dalton Subtotal ($3,607,107)($3,913,312) Net $102,159 $0 *External funding amounts to be determined in 4th quarter of 2023 40 of 48~ OTTERTAIL COUNTY· MINNESOTA RESOLUTION NO. 249 APPROVE SPECIAL BENEFIT LEVY FOR TAXES PAYABLE IN 2024 FOR THE OTTER TAIL COUNTY HRA WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) is empowered by Minnesota Statute 469 to levy a Special Benefit Levy in an amount not to exceed .0185% of the estimated market value; and WHEREAS, the Authority has determined that $1,513,571 is necessary to effectuate the strategic initiatives for 2024; and NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That $1,513,571 is requested for the Otter Tail County HRA. 2. That the Executive Director is authorized to communicate the amount to the County Auditor in a timely fashion. 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 15th day of August, 2023. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 41 of 48 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION _August 15, 2023__ BOARD MEETING DATE AGENDA ITEM #5C Community Assistance ORIGINATING DEPARTMENT/SERVICE Barbara Dacy 8/9/2023 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 250 Adopting Fund Balance Policy PROPOSED REQUEST/JUSTIFICATION The purpose of this resolution to adopt a Fund Balance policy. The policy is very similar to the county’s policy and defines the types of funds in accordance with GASB No. 54. The policy states that at year end, the total of “committed, assigned, and unassigned funds” should equal at least 5 months of operating expenditures. Based on 2022 actual expenses, there is an average of about $129,000/month of expenditures in the General Revolving Fund. The five- month total therefore equates to approximately $645,000. Currently, staff does not foresee any issue complying with this policy. The policy also says that the Executive Director shall report to the HRA Board if the balance is below policy, and the Board develop a plan to replenish the required balance. Staff recommends the Board adopt the Resolution as presented. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Barbara Dacy 8/9/2023 ATTACHMENT LIST: Resolution No. 250 and Exhibit A Fund Balance Policy FINANCIAL IMPLICATIONS: $645,000 BUDGETED: X YES NO FUNDING: Budget COMMENTS 42 of 48 RESOLUTION NO. 250 ADOPTING THE FUND BALANCE POLICY WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) operates a variety of housing and redevelopment programs (the “Programs”); and WHEREAS, the Authority has determined it prudent to adopt a policy guiding the definitions and reporting of the Authority’s financial statements in accordance with the Governmental Accounting Standard Board (GASB) 54; and WHEREAS, the Authority has determined that the provisions contained in the Fund Balance Policy (the “Policy”) as represented in Exhibit A are necessary and appropriate. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Policy represented in Exhibit A is hereby adopted. 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 ________ vote, the above resolution is hereby adopted by the Otter Tail County Housing and Redevelopment Authority Board of Commissioners. Adopted this 15th day of August, 2023. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ 43 of 48 FUND BALANCE POLICY It is the policy of the HRA to implement the Governmental Accounting Standards Board (GASB) 54 Fund Balance Reporting and Governmental Fund Type Definitions and apply such requirements to its financial statements. FUND BALANCE PURPOSE The purpose of this policy is to establish and maintain a Fund Balance Policy that provides a stable financial environment for the HRA’s operations that allow the HRA to provide quality services to its clients in a fiscally responsible manner designed to keep services as consistent as possible over time. This fund balance policy is meant to serve as the framework upon which consistent operations may be built and sustained. FUND BALANCE POLICY Fund balance is essentially the difference between the assets and liabilities reported in a governmental fund. Information is used to identify available resources to repay long-term debit, add new governmental programs, expand existing ones, or enhance the financial position of the HRA in accordance with policies established by the Board. GASB 54 requires the fund balances be classified into categories based on the type of restriction imposed on the use of funds. HRA fund balances should be evaluated at least annually. Non-spendable Fund Balance: Funds that cannot be spent because they are either not in spendable form (i.e., prepaids, inventories, long-term receivables, and loans) or there is a legal or contractual requirement to be maintained intact. Restricted Fund Balance: Funds that are mandated for a specific purpose by external parties (creditors, grantors, statues, etc.), constitutional provisions or enabling legislation. Restrictions may be changed or lifted only with the consent of the resource providers. Assigned Fund Balance: Upon passage of the Fund Balance Policy, authority is given to the Executive Director to assign funds in accordance with GASB 54 or specific purpose. For governmental funds other than general fund, the assignment must follow the intent and purpose of the governmental fund. Any funds set aside as Assigned Fund Balance must be reported to the HRA Board within 20 working days. The HRA Board has the authority to remove or change the assignment of funds with a simple majority vote. 44 of 48 218-998-8730 HOUSING AND REDEVELOPMENT AUTHORITY ottertailcounty.gov Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 '5) EOU/\1. HOUSING OPPORTUNITY h ra@ottertai I county.gov Unassigned Fund Balance: Unassigned Fund Balance is the residual amount of Fund Balance in the General Fund. It represents resources available for future spending. An appropriate level of Unassigned Fund Balance should be maintained in the General Fund to cover unexpected expenditures or revenue shortfalls. Minimum Fund Balance: The HRA is committed to maintaining a prudent level of financial resources to protect against the need to reduce service levels because of temporary revenue shortfalls or unpredicted expenditures. At the end of each fiscal year, the HRA will maintain an unrestricted fund balance (committed, assigned and unassigned) level of no less than FIVE months of the General Fund operating expenditures. The Minimum Fund Balance shall be reviewed at least annually. In the event the balance drops below the established minimum level, the Executive Director shall report this information to the HRA Board as soon as practical after the end of the fiscal year. The HRA Board, in conjunction with the appropriate financial personnel, will develop a plan to replenish the fund balance to the established minimum level within two years. Fund Balance Order of Use and Reporting It is the policy of the HRA when both restricted and unrestricted fund balances are available to use for a specific purpose, the restricted fund balance is spent before any unrestricted fund balance. The following spending order will be used if there is no restricted fund balance available; committed fund balance, assigned fund balance, then unassigned fund balance. Fund Type Definitions: General Fund – should be used to account for and report all financial resources not accounted for and reported in another fund. Special Revenue Funds – used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditures for specific purposes other than debt service or capital projects. Restricted or committed specific revenue sources should comprise a substantial portion of fund resources on an ongoing basis. GASB did not define substantial, but 30 to 35 percent is considered substantial. Capital Project Funds – used to account for and report financial resources that are restricted, committed, or assigned to expenditures for capital outlays, including acquisition or contraction of capital facilities and other capital assets. Debt Service Funds – used to account for and report financial resources that are restricted, committed, or assigned to expenditures for principal and interest. 45 of 48 OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 6. EXECUTIVE DIRECTOR REPORT 46 of 48 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: August 15, 2023 SUBJECT: Executive Director Report 1. North Fields of Dalton Construction Estimate. Staff is anticipating initial information from the contractor regarding the final construction estimate prior to the meeting. No action is required or recommended next Tuesday. Action items including the development agreement, the financial assistance agreement with the county, creation of a LLC, and the construction contract will be on the September agenda. 2. Federal Reporting Requirements. At the meeting, I will provide an update on various reporting requirements regarding the annual audit and authority operations. 3. Project Manager Position. I will provide an update on the hiring of this position at the meeting. 47 of 48 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 (!) EOUN. HOUSING OPPORTUNITY @ ottertailcounty.gov OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY ITEM 7. GENERAL DISCUSSION TOPICS BY COMMISSIONERS and ADJOURN 48 of 48 1ir EOU/\L HOUSING OPPORTUNITY