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Housing & Redevelopment Authority - HRA-Packet-12-16-24 Supporting Documents - 12/16/2024
OTTER TAIL COUNTY – MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY AGENDA Government Services Center, Otter Tail Lake Room 515 West Fir Avenue, Fergus Falls, MN December 16, 2024 | 11:45am 1. Call Meeting to Order and Roll Call – Chairperson 2. Approval of Agenda 3. Consent Agenda A. Regular Board Meeting Minutes, November 18, 2024 B. Housing Choice Voucher Rental Assistance Program Report November 2024 C. Community Housing Investment Programs Report November 2024 D. Public Housing and Senior Housing Reports November 2024 E. Check Report November 2024 Reports 4. New Business A. Resolution No. 301 Public Housing & Housing Choice Voucher Write Off Balances for 2024 B. Resolution No. 302 Public Housing & Finding Home I LLC Insurance C. Resolution No. 303 Pelican Rapids SCDP Administrative Contract D. Resolution No. 304 Legal RFP Response 5. Discussion A. 2025 Work Plan Review B. 2025 Board Meeting Dates 6. Executive Director Report 7. General Discussion – Topics by Commissioners 8. Adjourn The Otter Tail County HRA Board of Commissioners Met for a regular meeting on November 18, 2024 at 11:45am At the Otter Tail County Government Services Center 515 W Fir Ave, Fergus Falls, MN Board Members Present: Kurt Mortenson Betty Murphy Leland Rogness, Vice Chairperson Absent: Wayne Johnson, Chairperson Jeff Ackerson Others Present: Amy Baldwin, OTC HRA Executive Director Tanya Westra, OTC HRA Housing Program Supervisor Paula Grunewald, OTC HRA Administrative Assistant 1. CALL TO ORDER Vice Chairperson Leland Rogness called the meeting to order at 11:45am and a roll call was taken. 2. APPROVAL OF AGENDA Motion made by Kurt Mortenson, second by Betty Murphy to approve the November 18, 2024 Agenda. Motion passed unanimously. Note a reorder of business may happen due to the Public Hearing at 12:00 noon. 3. APPROVAL OF CONSENT AGENDA ITEMS Motion made by Betty Murphy, second by Kurt Mortenson to approve the Consent Agenda. Motion passed unanimously. Reorder due to Public Hearing at noon, New Business was moved up on the agenda. 6. NEW BUSINESS A. Resolution No. 297 Approving Fiscal Year 2025 Agency and Program Budgets Amy Baldwin, HRA Executive Director reported on the Agency and HCV Budget. She also discussed the SCDP Funds, CHIP Programs, OTC Affordable Senior Housing Program, Finding Home I LLC Motion made by Kurt Mortenson second by Betty Murphy to approve the budgets as presented. Motion passed unanimously. B. Resolution No. 298 Approving Fiscal Year 2025 Public Housing Budget Amy Baldwin, HRA Executive Director reported that this Budget is specific to Public Housing. Motion made by Betty Murphy second by Kurt Mortenson to approve the budget as presented. Motion passed unanimously. 4. PUBLIC HEARING Leland Rogness opened the Public Hearing at 12:00 noon, in regard to the Sale of HRA owned property located at 117 NW 1st Ave., Pelican Rapids, MN to Fergus Falls Area Habitat for Humanity. No additional people were present in person and no communication in writing has been received. The meeting was closed to the public at 12:02pm. OTTERTAIL COUNTY -MINNESOTA HOUSING AND REDEVELOPMENT AUTHORITY Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 218-998-8730 ® OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER @ otterta ilcounty.gov LIVE YOUR best life HERE. ~-...----------7 Pg. 2 5. OLD BUSINESS A. Resolution No. 296 Authorizing Sale of Property located at 117 NW 1st Ave., Pelican Rapids, MN to Fergus Falls Area Habitat. Motion made by Kurt Mortenson, second by Betty Murphy to approve with the following Provisions: 1). The property must be developed for affordable housing before October 26, 2028, 2). the property is being sold “as-is”, 3). the purchaser of the affordable housing product constructed by FFAHH will not have an annual household gross income that exceeds 115% of the state median income. Motion passed unanimously. Further discussion included that it was being sold with a quit claim deed. 6. NEW BUSINESS Continued C. Resolution No. 299 Authorizing Transfer of Property from Otter Tail County HRA to Finding Home I LLC. Amy Baldwin, HRA Executive Director reported that construction is near completion in North Fields of Dalton and recommends execution of a Quit Claim Deed conveying the two parcels, as well as improvements to the parcels, from Otter Tail County Housing and Redevelopment Authority to Finding Home I LLC. Motion made by Betty Murphy, second by Kurt Mortenson to approve. Motion passed unanimously. D. Resolution No. 300 Authorizing Execution of the 2025 Minnesota Cities Participation Program Commitment Agreement. Amy Baldwin, HRA Executive Director reported that OTC lenders have participated in the Minnesota Housing “Minnesota Cities Participation Program” (MCPP). In 2024 the allocation was $775,373 in first time homebuyer loans. As of October 30, 2024 five households outside of Fergus Falls and Perham have utilized $861,658. She is requesting authorization to file the required application and execution of the Commitment Agreement by the Executive Director for 2025. Motion made by Kurt Mortenson, second by Betty Murphy to approve. Motion passed unanimously. E. Authorize Execution of the Statewide Affordable Housing Aid Agreement with Otter Tail County. Amy Baldwin, HRA Executive Director is requesting the execution of the 2023 Statewide Affordable Housing Aid Agreement. These funds will be used for the construction of six affordable senior housing units within the City of Dalton. Motion made by Betty Murphy, second by Kurt Mortenson to approve execution of the Statewide Affordable Housing Aid Agreement with Otter Tail County. Motion passed unanimously. F. Authorize Extension of Brady Martz Contract for Fiscal Year 2025 Audit. Amy Baldwin, HRA Executive Director reported that Brady Martz has completed the OTC HRA’s 2021, 2022, and 2023 Audits. The 2024 proposal is not to exceed $22,000 and $22,750 for 2025. Amy Baldwin, HRA Executive Director is requesting a 2-year extension of the contract. Motion made by Kurt Mortenson, second by Betty Murphy to approve. Motion passed unanimously. 7. DISCUSSION 2025 Board Meeting Dates Amy Baldwin, HRA Executive Director discussed potential meeting days/weeks for 2025. 8. EXECUTIVE DIRECTOR REPORT The Legal Service RFP proposal submissions will be due on November 19, 2024 Open House for North Fields of Dalton on November 22, 2024 Monitoring continues at the Legislative Level 9. GENERAL DISCUSSION – TOPICS BY COMMISSIONERS - None 10. ADJOURNMENT At 12:30 pm a motion was unanimously carried to adjourn the meeting. ________________________________________________________ ___________________ Secretary/Clerk Date 11/30/2024 12/1/2024 Difference 55,115.52$ 51,377.52$ -$3,738.00 103 100 -3 *HAP Transactions 52,094.00$ 46,679.00$ *Utility Reimbursements 1,783.00$ 1,510.00$ *HAP Adjustment *Utility Adjustment *Portability Tranactions (Out) 1,200.00$ 1,200.00$ *Portablilty Admin Fee (Paid)38.52$ 38.52$ 1,950.00$ 11/30 12/1 New Admissions 0 End Participation 3 Shop Mode/ARS 0 Ports-Out Paid 1 1 Ports Out Pending 0 0 Ports In Pending 1 1 11/30/2024 Waiting List/To Date 95 Applications in Progress 0 Vouchers Issued 0 Vouchers "On the Strreet"0 ELI%83% Monthly Trend Report*Units Available Units Leased Leasing %Budget %Per Unit $ June 2024 144 111 75.6% 128.6% 490.83$ July 2024 144 110 75.2% 129.4% 542.89$ August 2024 144 110 75.0% 128.1% 509.86$ September 2024 144 109 75.7% 129.1% 509.78$ October 2024 144 105 75.7% 129.0% 530.48$ November 2024 144 103 75.4% 129.7% 535.10$ *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 November 30, 2024 Program Total Financial Transaction Paid This Month* UML (Unit Months Leased or # of Households) &, OTTE:R 'TAIL ~, COUNTY -MINNESOTA 218-998-8730 ® HOUSINIG AND REDEVIEL.OPMENT AUTHORlliY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Go,v,ern mein,t Services Center 500 Wes:t Fir Avenue Fergus Falls, MN 56537 @ ottertailcounty.gov COMMUNITY HOUSING INVESTMENT PROGRAMS (CHIP) BOARD REPORT November 2024 Program Applications Approved Applications Denied Inspections Conducted Proceed to Work Issued Projects Complete Goal Program End Date Emergency Home Repair Program (EHRP) 3 5 3 3 3 On-Going Down Payment Assistance (DPA) 3 3 On-Going SCDP: Reuse 1 1 1 1 On-Going Rent Rehab – RR On-Going Affordable Rental Unit Construction - ARUC On-Going BATTLE LAKE 09/30/2024 SCDP: Commercial 6 2 3 1 8 SCDP: Homeowner 12 7 10 7 6 20 Residential Owner-Occupied Leverage (ROHL) 4 4 3 UNDERWOOD 09/30/2024 SCDP: Homeowner 12 4 12 9 8 17 Residential Owner-Occupied Leverage (ROHL) 5 5 4 218-998-8730 @ HOUSING AND REDEVELOPMENT AUTHORITY OTTER TAIL COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER Government Services Center 500 West Fir Avenue Fergus Falls, MN 56537 (!) EOU/\L HOUSING OPPORTUNITY @ ottertailcounty.gov PUBLIC HOUSING BOARD REPORT November 2024 Rents Payable $3,784 Rents Collected $3,014 Total Negative Rents $522 Negative Rents Paid $0 Late Fees Charged $85 Late Fees Collected $50 Number of Units Paying Flat Rent 1 Fiscal Year ELI 100% WAITING LIST as of 11/08/2024 Community 2 Bedroom 3 Bedroom 4 Bedroom Pelican Rapids 12 6 N/A Underwood 8 4 1 Henning 4 4 1 New York Mills 1 0 0 VACANCIES UNIT VACATED LEASE SIGNED 3 Bdrm – New York Mills 09/30/2024 All families on the Section 8 (HCV) 2 & 3 BR waiting list have been contacted also. *working with 2 applicants OTTERTAIL COUNTY -MINNESOTA 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 (!) EOUl\l HOUSING OPPORTUNITY C @ ottertailcounty.gov AFFORDABLE SENIOR HOUSING BOARD REPORT November 2024 Rents Payable $0 Rents Collected Late Fees Charged $0 Late Fees Collected $0 WAITING LIST as of 11/08/2024 COMMUNITY 1 Bedroom 2 Bedroom Dalton 0 0 VACANCIES UNIT VACATED LEASE SIGNED In November we did not have any residents yet, therefore no rent income for this month. $0 OTTERTAIL COUNTY -MINNESOTA 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 (!) EOUl\l HOUSING OPPORTUNITY C @ ottertailcounty.gov Doc Num Voided Type Document Recipient 119 No DD Barbara Dacy LLC 120 No DD Betty Murphy 121 No DD Kurt A. Mortenson 1537 No CHK Lakes Country Service Cooperative 1538 No CHK Novelty Construction LLC 1539 No CHK Otter Tail County Recorder's Office 1540 No CHK Otter Tail Power Company 1541 No CHK Minnesota NAHRO 1542 No CHK Mitch Harry 1543 No CHK Novelty Construction LLC 1544 No CHK Otter Tail County Treasurer 1545 No CHK Otter Tail County Treasurer 1546 No CHK Otter Tail Power Company 1547 No CHK Silent Lake Builders 1549 No CHK All American Title Co 1550 No CHK Brian's Lawn Care 1551 No CHK Finding Home I LLC 1552 No CHK Leitch Excavating 1553 No CHK Ohren Electric Inc 1554 No CHK Otter Tail Power Company 1555 No CHK State Farm Insurance Companies Payments $312,829.57 $312,829.57 Count 3 18 21 End of Report $312,417.74 Total:$312,829.57 Project Summary Program - Project Deposits General Revolving (GR) - General Revolving $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$411.83 Check (CHK) Cleared: 13 $189,798.30 Uncleared: 8 $123,031.27 Total Payments: 21 $312,829.57 11/27/2024 Electric No $197.45 11/27/2024 N Fields of Dalton No $482.94 11/27/2024 N Fields of Dalton (Leitch Excavating)No $21,471.66 11/27/2024 N Fields of Dalton No $34,358.22 11/27/2024 Snow Removal Contract 2024-25 No $595.00 11/27/2024 Start Up Cash for Finding Home I LLC New Bank Account No $20,415.00 11/15/2024 Carpentry Labor/Materials - EHRP2024-01 No $30,511.00 11/27/2024 Down Payment Assistance 2024-04 No $15,000.00 11/15/2024 OTC Assistance Annual Loan Repayment Yes $50,454.29 11/15/2024 Electric - Final Billing Yes $17.71 11/15/2024 N Fields of Dalton Yes $52,769.12 11/15/2024 Payroll, Postage, Credit Card, Acct Serv Yes $54,628.34 11/15/2024 2025 Agency Membership Dues Yes $525.00 11/15/2024 Vehicle Charging Reimb Yes $34.85 11/01/2024 SCDP Recording Fee - BL Stubs BC20#03 Yes $46.00 11/01/2024 N Fields of Dalton Yes $20.55 11/01/2024 SCDP Lead Based Paint Testing - Battle Lake BH202406 Yes $650.00 11/01/2024 N Fields of Dalton Yes $30,240.61 11/27/2024 Per Diem/Mileage Nov 24 Yes $140.66 11/27/2024 Per Diem/Mileage Nov 24 Yes $92.42 Payment Date Document Description Cleared Amount 11/15/2024 Services 10/17 to 11/12/24 Yes $178.75 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register General Revolving (GR) Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 12/3/2024 2:04:53 PM Printed by: Julie Bakken 92% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3610 Interest Income 3703/5353/3741/0054 470.31 9,258.16 6,000.00 3,258.16 154% 3690 Other Revenue MISC 3,500.00 3,500.00 3690.01 SCDP Administration (DEED) - All Communities 9,811.48 25,027.70 50,000.00 (24,972.30)50% 3690.02 SCDP City/Grant Funds - All Communities 44,379.20 155,845.40 907,860.00 (752,014.60)17% 3690.99 Refunds & Reimbursements 3,097.20 20,000.00 (16,902.80)15% 3691 Levy Revenue 105,556.14 1,464,939.40 1,513,771.00 (48,831.60)97% 3692 CHIP Down Payment Assistance Repayment 25,638.00 25,638.00 3693.02 CHIP Res Owner Occup Housing Lev (ROHL) Repayment 5,177.00 5,177.00 3693.03 CHIP FFHRA Rehab Repayments 31,772.91 31,772.91 3693.05 CHIP Rental Rehab Revolving Loan Payments 434.80 48,105.49 48,105.49 3697 Owner Match Revenue 31,915.06 31,915.06 3699 Sale of Property 35,379.79 35,379.79 TOTAL INCOME 160,651.93 1,839,656.11 2,497,631.00 (657,974.89)74% EXPENSES 4130 Legal 8,505.00 15,000.00 6,495.00 57% 4140 Staff Training 3,422.18 9,000.00 5,577.82 38% 4150 Travel 34.85 733.66 1,500.00 766.34 49% 4170 Accounting 5,000.00 50,000.00 60,000.00 10,000.00 83% 4171 Audit 12,525.00 16,000.00 3,475.00 78% 4190 Other Administrative Expenses 20,415.00 21,231.85 1,000.00 (20,231.85)2123% 4190.01 Manuals, Subscriptions 239.00 1,000.00 761.00 24% 4190.02 Office Supplies 125.02 934.00 1,700.00 766.00 55% 4190.03 Postage 292.93 2,537.04 2,500.00 (37.04)101% 4190.04 Telephone & Internet 300.00 300.00 0% 4190.05 Dues 926.20 1,500.00 573.80 62% 4190.06 Advertising 913.09 2,000.00 1,086.91 46% 4190.08 Consulting Fees 178.75 9,897.05 85,000.00 75,102.95 12% 4190.2 Management Fees-OTC Admin 39,663.17 327,253.23 459,350.00 132,096.77 71% 4190.22 Management Fees - Construction Consultant 9,395.58 65,000.00 55,604.42 14% 4210 Board Member Payments 233.08 3,672.80 4,000.00 327.20 92% 4430 Maintenance - Contracts 930.00 (930.00) 4430.1 Misc Contracts - Software 7,010.00 7,700.00 690.00 91% 4510 Insurance 47,762.42 47,000.00 (762.42)102% 4521 Assessments 80.00 80.00 0% 4570 Housing Choice Voucher Operating Support 3,852.98 15,566.60 30,000.00 14,433.40 52% 4580 Public Housing Operating Support 5,694.24 44,761.48 20,000.00 (24,761.48)224% 4590.01 SCDP O & E Reports 380.00 (380.00) 4590.02 SCDP Lead Based Paint Testing 650.00 2,675.00 (2,675.00) 4590.03 SCDP Construction (DEED)89,693.00 907,860.00 818,167.00 10% 4590.04 SCDP Recording Fees 46.00 414.00 (414.00) 4590.05 SCDP General Expense - Leverage 209,110.00 209,110.00 0% 4592.01 HOP Demolition/Site Clearance 45,000.00 45,000.00 0% 4593.02 CAP Property Acquisition 48.65 25,000.00 24,951.35 0% 4593.03 CAP Consulting Fees 455.00 10,000.00 9,545.00 5% 4593.04 CAP Architect/Engineering 45,000.00 45,000.00 0% 4593.05 CAP Legal Fees 5,000.00 5,000.00 0% 4593.06 CAP Affordable Senior Housing Program Leverage 131,031.00 131,031.00 0% 4594 CHIP Down Payment Assistance 15,000.00 48,420.00 55,000.00 6,580.00 88% 4595.01 CHIP Emergency Housing Repair Program (EHRP)20,000.00 20,331.00 45,000.00 24,669.00 45% 4595.02 CHIP Res Owner Occupied Housing Leverage (ROHL)92.00 70,000.00 69,908.00 0% 4595.04 CHIP Affordable Rental Unit Constr (ARUC) Program 70,000.00 70,000.00 0% 4596.50 CWIP Pre-Development Expense 140,153.26 1,355,555.56 (1,355,555.56) 4597.02 County Assistance Repay Interest-N Fields Dalton 18,493.86 18,493.86 (18,493.86) 4598 Owner Match Expense 10,511.00 23,069.46 (23,069.46) TOTAL EXPENSES 280,344.14 2,127,843.71 2,447,631.00 319,787.29 87% SURPLUS (119,692.21)(288,187.60)50,000.00 (338,187.60)-576% Otter Tail County Housing Redevelopment Authority Operating Statement Eleven Months Ending 11/30/2024 Program: General Revolving (GR) Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 12/3/2024 1:48:21 PM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash (152,664.81)2,206,625.19 1111.1 Certificates of Deposit 148,687.23 1111.2 Cash MHFA Loan Acct #0054 0.26 4,088.82 1111.4 Committed for Housing Trust Fund 542,835.00 1113 Cash Rental Rehab 486.91 355,740.99 1130.1 Loan Receivable-Rental Rehab 93,540.62 1130.2 Loan Receivable-Down Payment Assistance 89,238.00 1130.3 Loan Receivable-Tax Levy Rehab Provision 227,013.76 1130.4 Loan Receivable-Homeowner Rehab 216,501.99 1130.9 Loan Allowance (443,515.75) 1400.12 Assets Held for Resale 42,588.50 1400.5 Accumulated Depreciation (3,487.25) 1400.6 Land 26,400.00 1400.9 Furn/Equip/Mach - Admin 9,657.00 TOTAL ASSETS (152,177.64)3,515,914.10 LIABILITIES AND SURPLUS LIABILITIES 2130 OTC Short-Term Loan (33,954.29) 2130.1 OTC Long-Term Loan 791,045.71 2131 Accrued Interest Payable 1,993.86 1,993.86 2250 Prepaid Expenses (525.00)(525.00) TOTAL LIABILITIES (32,485.43)792,514.57 SURPLUS 2700 Income/Expense Clearing Account 420,948.43 2806 Unrestricted Net Position 2,590,638.70 2806 Unrestricted Net Position (Current Year) (119,692.21)(288,187.60) TOTAL SURPLUS (119,692.21)2,723,399.53 TOTAL LIABILITIES AND SURPLUS (152,177.64)3,515,914.10 Otter Tail County Housing Redevelopment Authority Balance Sheet November 2024 Program: General Revolving (GR) Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 12/3/2024 1:48:20 PM Printed by: Julie Bakken Doc Num Voided Type 1182 No DD 1183 No DD 1184 No DD 1185 No DD 1186 No DD 1187 No DD 1188 No DD 1189 No DD 1190 No DD 1191 No DD 1192 No DD 1193 No DD 1194 No DD 1195 No DD 1196 No DD 1197 No DD 1198 No DD 1199 No DD 1200 No DD 1201 No DD 1202 No DD 1203 No DD 1204 No DD 1205 No DD 1206 No DD 1207 No DD 1208 No DD 1209 No DD 1210 No DD 1211 No DD 1212 No DD 1213 No DD 1214 No DD 1215 No DD 1216 No DD 1217 No DD 1218 No DD 1219 No DD 1220 No DD 1221 No DD 1222 No DD 1223 No DD 1224 No DD 1225 No DD 6466 No CHK 6467 No CHK 6468 No CHK 6469 No CHK 6470 No CHK 6471 No CHK 6472 No CHK 6473 No CHK11/01/2024 HAP Payment Nov 24 Yes $977.00 11/01/2024 HAP Payment Nov 24 Yes $656.00 11/01/2024 HAP Payment Nov 24 Yes $735.00 11/01/2024 HAP Payment Nov 24 Yes $1,200.00 11/01/2024 HAP Payment Nov 24 Yes $349.00 11/01/2024 HAP Payment Nov 24 Yes $546.00 11/01/2024 HAP Payment Nov 24 Yes $225.00 11/01/2024 HAP Payment Nov 24 Yes $272.00 11/01/2024 HAP Payment Nov 24 Yes $356.00 11/01/2024 HAP Payment Nov 24 Yes $313.00 11/01/2024 HAP Payment Nov 24 Yes $1,871.00 11/01/2024 HAP Payment Nov 24 Yes $285.00 11/01/2024 HAP Payment Nov 24 Yes $800.00 11/01/2024 HAP Payment Nov 24 Yes $250.00 11/01/2024 HAP Payment Nov 24 Yes $1,446.00 11/01/2024 HAP Payment Nov 24 Yes $1,114.00 11/01/2024 HAP Payment Nov 24 Yes $440.00 11/01/2024 HAP Payment Nov 24 Yes $499.00 11/01/2024 HAP Payment Nov 24 Yes $345.00 11/01/2024 HAP Payment Nov 24 Yes $321.00 11/01/2024 HAP Payment Nov 24 Yes $188.00 11/01/2024 HAP Payment Nov 24 Yes $342.00 11/01/2024 HAP Payment Nov 24 Yes $629.00 11/01/2024 HAP Payment Nov 24 Yes $460.00 11/01/2024 HAP Payment Nov 24 Yes $509.00 11/01/2024 HAP Payment Nov 24 Yes $421.00 11/01/2024 HAP Payment Nov 24 Yes $1,474.00 11/01/2024 HAP Payment Nov 24 Yes $405.00 11/01/2024 HAP Payment Nov 24 Yes $3,978.00 11/01/2024 HAP Payment Nov 24 Yes $1,182.00 11/01/2024 HAP Payment Nov 24 Yes $380.00 11/01/2024 HAP Payment Nov 24 Yes $5,046.00 11/01/2024 HAP Payment Nov 24 Yes $1,321.00 11/01/2024 HAP Payment Nov 24 Yes $2,489.00 11/01/2024 HAP Payment Nov 24 Yes $589.00 11/01/2024 HAP Payment Nov 24 Yes $785.00 11/01/2024 HAP Payment Nov 24 Yes $177.00 11/01/2024 HAP Payment Nov 24 Yes $331.00 11/01/2024 HAP Payment Nov 24 Yes $550.00 11/01/2024 HAP Payment Nov 24 Yes $716.00 11/01/2024 HAP Payment Nov 24 Yes $441.00 11/01/2024 HAP Payment Nov 24 Yes $594.00 11/01/2024 HAP Payment Nov 24 Yes $7,816.00 11/01/2024 HAP Payment Nov 24 Yes $400.00 11/01/2024 HAP Payment Nov 24 Yes $345.00 11/01/2024 HAP Payment Nov 24 Yes $710.00 11/01/2024 HAP Payment Nov 24 Yes $439.00 11/01/2024 HAP Payment Nov 24 Yes $392.00 11/01/2024 HAP Payment Nov 24 Yes $700.00 11/01/2024 HAP Payment Nov 24 Yes $538.00 11/01/2024 HAP Payment Nov 24 Yes $293.00 Payment Date Document Description Cleared Amount 11/01/2024 HAP Payment Nov 24 Yes $1,995.00 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 2 12/3/2024 2:21:15 PM Printed by: Julie Bakken Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Housing Choice Vouchers 6474 No CHK 6475 No CHK 6476 No CHK 6477 No CHK 6478 No CHK 6479 No CHK 6480 No CHK 6481 No CHK 6482 No CHK 6483 No CHK 6484 No CHK 6485 No CHK 6486 No CHK 6487 No CHK 6488 No CHK 6489 No CHK 6490 No CHK 6491 No CHK 6492 No CHK 6493 No CHK 6494 No CHK 6495 No CHK 6496 No CHK 6497 No CHK 6498 No CHK 6499 No CHK 6526 No CHK Payments $62,135.11 $62,135.11 Count 44 35 79 End of Report $17,544.11 Total:$62,135.11 Project Summary Program - Project Deposits Housing Choice $0.00 Total:$0.00 Type Summary Document Type Amount Direct Deposit (DD)$44,591.00 Check (CHK) Cleared: 76 $61,961.11 Uncleared: 3 $174.00 Total Payments: 79 $62,135.11 11/15/2024 HCV Payroll Yes $3,898.36 11/27/2024 Unclaimed Prop Submission 2024 Holder 41-1518930 No $75.00 11/01/2024 Oct 24 Mileage Reimb Yes $7.37 11/15/2024 Mileage Reimb Nov 2024 Yes $38.86 11/01/2024 Port Out Payment Nov 24 Yes $1,238.52 11/01/2024 Rent Reasonable Software 9/30/24-9/29/25 Yes $3,000.00 11/01/2024 HAP Util Payment Nov 24 No $35.00 11/01/2024 HAP Util Payment Nov 24 Yes $61.00 11/01/2024 HAP Util Payment Nov 24 Yes $147.00 11/01/2024 HAP Util Payment Nov 24 Yes $89.00 11/01/2024 HAP Util Payment Nov 24 Yes $37.00 11/01/2024 HAP Util Payment Nov 24 Yes $147.00 11/01/2024 HAP Util Payment Nov 24 Yes $6.00 11/01/2024 HAP Util Payment Nov 24 Yes $167.00 11/01/2024 HAP Util Payment Nov 24 Yes $85.00 11/01/2024 HAP Util Payment Nov 24 Yes $183.00 11/01/2024 HAP Util Payment Nov 24 Yes $161.00 11/01/2024 HAP Util Payment Nov 24 Yes $118.00 11/01/2024 HAP Util Payment Nov 24 Yes $15.00 11/01/2024 HAP Util Payment Nov 24 Yes $38.00 11/01/2024 HAP Util Payment Nov 24 Yes $108.00 11/01/2024 HAP Util Payment Nov 24 Yes $120.00 11/01/2024 HAP Util Payment Nov 24 No $64.00 11/01/2024 HAP Util Payment Nov 24 Yes $24.00 11/01/2024 HAP Util Payment Nov 24 Yes $40.00 11/01/2024 HAP Util Payment Nov 24 Yes $138.00 11/01/2024 HAP Payment Nov 24 Yes $2,459.00 www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 2 of 2 12/3/2024 2:21:15 PM Printed by: Julie Bakken 92% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rent HAP Repayment 5,214.00 1,776.00 3,438.00 294% 3301 Admin Subsidy 11,563.00 76,444.00 77,347.00 (903.00)99% 3301.1 HAP Subsidy 57,102.00 607,645.00 493,508.00 114,137.00 123% 3450 Fraud Recovery - Admin 50%860.50 860.50 3450.1 Fraud Recovery - HAP 50%860.50 860.50 3610 Investment Income (0062)7.70 116.70 120.00 (3.30)97% 3690.1 Other Revenue HAP 30,000.00 (30,000.00)0% TOTAL INCOME 68,672.70 691,140.70 602,751.00 88,389.70 115% EXPENSES 4150 Travel 46.23 88.87 600.00 511.13 15% 4190 Other Admin Expenses (Apps, Service Charges)121.00 400.00 279.00 30% 4190.01 Manuals, Subscriptions 3,000.00 4,078.00 500.00 (3,578.00)816% 4190.08 Consulting Fees 2,875.00 1,945.00 (930.00)148% 4190.2 Management Fees-OTC 3,898.36 60,091.59 91,887.00 31,795.41 65% 4715.1 HAP Occupied Units 53,877.00 597,985.00 474,401.00 (123,584.00)126% 4715.P HAP-Portability Out 1,200.00 8,781.00 23,500.00 14,719.00 37% 4716.P Port Out Admin Fee 38.52 259.41 1,200.00 940.59 22% TOTAL EXPENSES 62,060.11 674,279.87 594,433.00 (79,846.87)113% SURPLUS 6,612.59 16,860.83 8,318.00 8,542.83 203% Otter Tail County Housing Redevelopment Authority Operating Statement Eleven Months Ending 11/30/2024 Program: Housing Choice Vouchers Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 12/3/2024 2:10:17 PM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash Unrestricted 6,612.59 69,943.66 1121 Fraud A/R 678.00 1129 A/R Tenants 4,536.00 TOTAL ASSETS 6,612.59 75,157.66 LIABILITIES AND SURPLUS LIABILITIES TOTAL LIABILITIES SURPLUS 2700 Inc & Exp Clearing 4,078.69 2805 Restricted Net Position 18,225.24 2805 Restricted Net Position (Current Year) 2,025.00 1,739.50 2806 Unrestricted Position 35,992.90 2806 Unrestricted Position (Current Year) 4,587.59 15,121.33 TOTAL SURPLUS 6,612.59 75,157.66 TOTAL LIABILITIES AND SURPLUS 6,612.59 75,157.66 Otter Tail County Housing Redevelopment Authority Balance Sheet November 2024 Program: Housing Choice Vouchers Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 12/3/2024 2:10:15 PM Printed by: Julie Bakken Doc Num Voided Type #01-00000621-00-0 Oct 24 No INV #01-00041004-00-6 Oct 24 No INV #01-00041152-00-6 Oct 24 No INV #01-00041101-00-0 Oct 24 No INV 7424 No CHK 7425 No CHK 7426 No CHK 7427 No CHK 7428 No CHK 7429 No CHK 7430 No CHK 7431 No CHK 7432 No CHK 7433 No CHK 7434 No CHK 7435 No CHK 7436 No CHK Doc Num Voided Type 108 No CHK 300 No CHK 1011 No CHK 1013 No CHK 1071 No CHK 1335 No CHK 2858 No CHK 610.00 No CHK 10485632 No CHK 22-075601905 No MO 29572647423 No MO 29661263076 No MO Payments $6,870.45 $6,870.45 Count 4 22 3 29 End of Report $9,836.88 Money Order (MO)$1,110.00 Total:$11,902.44 Project Summary Program - Project Deposits Public Housing - Family $5,031.99 Total:$5,031.99 Type Summary Document Type Amount Invoice (INV)$955.56 Check (CHK) Cleared: 12 $5,031.99 Uncleared: 0 $0.00 Total Deposits: 12 $5,031.99 11/06/2024 Payment - Money Order Yes $700.00 11/06/2024 Payment - Money Order Yes $390.00 11/26/2024 Payment - Check Yes $113.00 11/26/2024 Payment - Money Order Yes $20.00 11/06/2024 Payment - Check Yes $650.00 11/06/2024 Payment - Check Yes $610.00 11/08/2024 Payment - Check Yes $205.44 11/06/2024 Payment - Check Yes $348.15 11/08/2024 Payment - Check Yes $650.00 11/26/2024 Payment - Check Yes $155.40 11/06/2024 Payment - Check Yes $450.00 11/26/2024 Payment - Check Yes $740.00 Posted Deposits Control Date Document Description Cleared Amount Cleared: 13 $6,305.59 Uncleared: 4 $564.86 Total Payments: 17 $6,870.45 11/27/2024 Maintenance Supplies No $331.88 11/27/2024 Maintenance Supplies-Pelican Rapids No $28.98 11/27/2024 Solar Salt No $54.00 11/27/2024 New York Mills No $150.00 11/15/2024 Water, Gas, Sewer Yes $529.77 11/15/2024 Lodging, Registration, Office Supplies Yes $975.65 11/15/2024 New User Training - Pam Minten Yes $619.00 11/15/2024 Fall Clean Up Yes $120.00 11/15/2024 Maintenance Materials Yes $118.46 11/15/2024 Maintenance Materials Yes $46.26 11/01/2024 Replace Stool Yes $627.50 11/15/2024 Replace Fuse, Etc., Underwood Yes $613.39 11/04/2024 Water, Elec, Gas, Sewer Yes $254.41 11/01/2024 New York Mills - Painting Interior Yes $1,700.00 11/04/2024 Water, Elec, Gas, Sewer Yes $250.00 11/04/2024 Water, Elec, Gas, Sewer Yes $242.08 Payment Date Document Description Cleared Amount 11/04/2024 Water, Elec, Gas, Sewer Yes $209.07 Otter Tail County Housing Redevelopment Authority General Ledger Cash Payment/Receipt Register Public Housing Posted Payments www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 12/3/2024 2:35:37 PM Printed by: Julie Bakken 92% Period YTD Annual Remaining Amount Amount Budget Budget INCOME 3110 Dwelling Rental 2,940.00 37,096.16 32,000.00 5,096.16 116% 3401.1 HUD Operating Subsidy 34,810.00 45,000.00 (10,190.00)77% 3401.2 HUD Capital Funds-Operations/Admin 7,305.00 7,000.00 305.00 104% 3401.3 HUD Capital Funds-Project 33,540.40 33,000.00 540.40 102% 3610 Interest Income (5673/0070)16.55 241.86 200.00 41.86 121% 3690 Other Income (NSF, Late Fee, GR Support)85.00 1,287.60 21,000.00 (19,712.40)6% 3690.1 Water Charge Income 506.97 6,135.82 6,300.00 (164.18)97% 3690.2 Electric Charge Income 773.03 9,308.80 12,000.00 (2,691.20)78% 3690.3 Gas Charge Income 272.32 6,020.33 11,000.00 (4,979.67)55% 3690.31 Sewer Charge Income 487.02 7,018.19 7,350.00 (331.81)95% 3690.4 Other Tenant Charges (Maint)1,531.40 1,531.40 TOTAL INCOME 5,080.89 144,295.56 174,850.00 (30,554.44)83% EXPENSES 4130 Legal 8,443.50 750.00 (7,693.50)1126% 4140 Staff Training 1,564.06 1,564.06 2,000.00 435.94 78% 4150 Travel 236.56 500.00 263.44 47% 4171 Audit 2,200.00 2,200.00 100% 4190 Other Admin Expenses (Reports, Apps)202.48 200.00 (2.48)101% 4190.01 Manuals, Subscriptions 600.00 500.00 (100.00)120% 4190.06 Advertising 200.00 200.00 0% 4190.08 Consulting Fees 1,795.00 1,950.00 155.00 92% 4190.2 Management Fees-OTC 24,999.97 25,000.00 0.03 100% 4310 Water 616.35 6,103.61 6,400.00 296.39 95% 4320 Electric 1,134.19 9,116.66 12,250.00 3,133.34 74% 4330 Gas 403.73 5,715.50 11,500.00 5,784.50 50% 4331 Sewer 725.76 7,118.92 7,500.00 381.08 95% 4400 Maintenance - Tools & Equip 500.00 500.00 0% 4410 Maintenance - Labor 5,732.00 (5,732.00) 4420 Maintenance - Materials 556.17 13,442.72 5,500.00 (7,942.72)244% 4430 Maintenance - Contracts 3,264.89 20,986.17 15,000.00 (5,986.17)140% 4431 Garbage and Trash Removal Contracts 595.50 500.00 (95.50)119% 4510 Insurance 26,073.17 25,000.00 (1,073.17)104% 4520 PILOT 3,900.00 3,900.00 0% 4521 Assessments 912.26 1,400.00 487.74 65% 4570 Collection Loss 500.00 500.00 0% 4580 Interest Expense (on Security Deposits)300.00 300.00 0% 4600 Capital Fund Projects 33,540.40 33,000.00 (540.40)102% 4610 Extraordinary Maintenance 3,500.00 3,500.00 0% TOTAL EXPENSES 8,265.15 169,378.48 160,050.00 (9,328.48)106% SURPLUS (3,184.26)(25,082.92)14,800.00 (39,882.92)-169% Otter Tail County Housing Redevelopment Authority Operating Statement Eleven Months Ending 11/30/2024 Program: Public Housing Project: Consolidated Percent of Year www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 12/3/2024 2:26:17 PM Printed by: Julie Bakken Period Amount Balance ASSETS 1111 Cash (3,216.61)99,814.57 1114 Tenant Security Deposit Cash 9,173.50 1122 A/R Tenants 332.47 5,925.58 1122.1 Allowance for Doubtful Accts (200.00) 1122.9 A/R Tenant Repayment Agreements (150.00)1,050.00 1129 A/R Other 0.83 1400.5 Accumulated Depreciation (1,112,431.70) 1400.6 Land 32,990.31 1400.7 Buildings 1,661,869.49 TOTAL ASSETS (3,034.14)698,192.58 LIABILITIES AND SURPLUS LIABILITIES 2111.1 A/P Tenants 129.77 129.77 2114 Tenant Security Deposits 9,688.08 2119 Accounts Payable (418.66) 2119.1 A/P Admin 418.66 2240 Tenants Prepaid Rent 20.35 32.74 TOTAL LIABILITIES 150.12 9,850.59 SURPLUS 2700 Income/Expense Clearing Account (59,196.97) 2700 Income/Expense Clearing Account (Current Year) (3,184.26)(25,082.92) 2700 Income/Expense Clearing Account (Unclosed 2022) 0.01 2802 Invested in Capital Assets, Net of Related Debt 679,466.94 2806 Unrestricted Net Position 93,154.93 TOTAL SURPLUS (3,184.26)688,341.99 TOTAL LIABILITIES AND SURPLUS (3,034.14)698,192.58 Otter Tail County Housing Redevelopment Authority Balance Sheet November 2024 Program: Public Housing Project: Consolidated www.pha-web.com © 2024 Management Computer Services, Inc. (MCS) Page 1 of 1 12/3/2024 2:26:16 PM Printed by: Julie Bakken OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION December 16, 2024 BOARD MEETING DATE AGENDA ITEM # 4A Public Housing & Senior Affordable Housing Programs ORIGINATING DEPARTMENT/SERVICE Tanya Westra 12/09/2024 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution 301 Approving the Write Off of Outstanding Debts from Public Housing Vacated Tenants and Housing Choice Voucher Participant PROPOSED REQUEST/JUSTIFICATION The purpose of Resolution No. 301 is to authorize writing off certain balances as depicted below for the Public Housing and Housing Choice Voucher Programs. Writing off these expenses does not relieve the required repayment by the tenant/participant but instead reduces the amount of receivables in the agency’s financial statement. This is a typical practice. The HRA, as many other agencies do, seeks reimbursement of these expenses through the Revenue Recapture program administered by the State’s Department of Revenue. The program recaptures any income tax owed to the individual and is paid to the agency. Public Housing $9,656.33 Tenant caused damage, unpaid utilities, court fees Housing Choice Voucher $1,053.00 Past participant who had a repayment agreement, was making payments until the time of his death Staff recommends the Board approve Resolution No. 301 and authorize the write off balances as stated above. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED EXECUTIVE DIRECTOR DATE: Amy Baldwin 12/11/2024 ATTACHMENT LIST: Resolution No. 301 FINANCIAL IMPLICATIONS: $ 8,897.77 BUDGETED: YES NO FUNDING: PH & HCV COMMENTS RESOLUTION NO. 301 RESOLUTION AUTHORIZING WRITE OFF OF CERTAIN PUBLIC HOUSING AND HOUSING CHOICE VOUCHER EXPENSES WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) administers the Department of Housing and Urban Development (“HUD”) programs including the Public Housing and Housing Choice Voucher Programs; and WHEREAS, the account receivable balance at the end of the fiscal year is a scoring criteria to determine future HUD operating funds; and WHEREAS, it is common practice for Public Housing Authorities to “write off” outstanding balances from former tenants and participants in order to keep the account receivable balance as low as possible at the end of each fiscal year; and WHEREAS, during the 2024 Fiscal Year, $10,709.33 is outstanding for rent, utilities and cost to repair units upon vacating as well as overpaid Housing Assistance Payments; and WHEREAS, writing off this balance does not relieve the tenant’s responsibility to pay this debt; and WHEREAS, the Otter Tail County HRA attempts to collect the outstanding balance through Minnesota Revenue Recapture. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Executive Director is hereby authorized to write off a balance of $9,656.33 for fiscal year 2024 in the Public Housing Program. 2. That the Executive Director is hereby authorized to write off a balance of $1,053 for fiscal year 2024 in the Housing Choice Voucher Program. 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 16th day of December 2024. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION December 16, 2024 BOARD MEETING DATE AGENDA ITEM #4B Tanya Westra December 6, 2024 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 302 Awarding 2025 Public Housing and Finding Home I LLC Insurance Bids; Authorize Execution of Insurance Documents PROPOSED REQUEST/JUSTIFICATION The purpose of Resolution No. 302 is to approve the multi-peril insurance bid received from State Farm Insurance for the Public Housing units owned by the HRA. State Farm Insurance was the only respondent to the request for proposal issued. Multi-peril coverages include public liability, fire and extended building coverage, and non-owned automobile liability. The published RFP asked for coverage at 100% of estimated replacement values with a $2,500 and $5,000 per occurrence deductible. HUD requires blanket coverage. The bid received was for $5,273,800 in building coverage with a supplemental $107,000 in coverage for detached garages. The deductible for this policy is $5,000 per occurrence with a 1% deductible for wind or hail damage claims. State Farm will not write a policy with a $2,500 deductible. The annual premium is $30,964.60 which includes a discount as the HRA has purchased coverage from State Farm for several years. The bid received for Finding Home I LLC is from State Farm. The published RFP specified coverage equal to replacement value with a $2,500 per occurrence deductible as well as a $5,000 per occurrence deductible with building coverage of $1,600,000. The bid received was for $1,600,000 in building coverage. The deductible for this policy is the same as the Public Housing policy. As noted previously, State Farm will not write a policy with a $2,500 deductible. The annual premium is estimated to be $6,083.32 as an “add on” to the Public Housing policy. Finding Home I LLC would be listed as an “additional insured” on the buildings located in Dalton only. Staff recommends the Board approve the resolution. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED: N/A EXECUTIVE DIRECTOR DATE: Amy Baldwin 12/11/2024 ATTACHMENT LIST: Resolution No. 302 Exhibit A Public Housing Proposal Exhibit B Finding Home 1 Proposal FINANCIAL IMPLICATIONS: PH Program Budget Finding Home I LLC Budget BUDGETED: X YES NO FUNDING: HUD, Rental Income COMMENTS RESOLUTION NO. 302 RESOLUTION AUTHORIZING AWARDING OF MULTI-PERIL INSURANCE BID FOR SENIOR AFFORDABLE HOUSING AND PUBLIC HOUSING PROGRAMS WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the "Authority") administers an Affordable Senior Housing Program as well as Department of Housing and Urban Development programs including Public Housing; and WHEREAS, the Authority issued a request for sealed bids for multi-peril insurance coverage for the scattered site public housing program on November 15, 2024; and WHEREAS, one bid was received prior to the deadline. THEREFORE, IT IS HEREBY RESOLVED: 1. That the bid award shall be made to State Farm for Finding Home I LLC with blanket coverage in the amount of $1,600,000. 2. That the bid award shall be made to State Farm for the Public Housing Program with blanket coverage in the amount of $5,380,800. 3. That the Executive Director is hereby authorized to execute any documents needed to effectuate the insurance coverage. Upon the motion of ______________________, seconded by___________________________, and passed on an unanimous vote, the above resolution is hereby adopted by the Otter Tail County Housing and Redevelopment Authority Board of Commissioners. Adopted this 16th day of December, 2024. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ EXHIBIT A 12/04/2024 Re: Otter Tail County HRA To Whom It May Concern: Mark Rodning Insurance Agency State Farm Insurance 408 W Lincoln Ave Fergus Falls, MN 56537 218-736-5633 www.markrodning.com Enclosed is a bid for Otter Tail County HRA for an insurance package 1-1-2025 to 12-31-2025. The bid is ·insuring several homes at increased coverage from 2024 due to inflation of building supplies and increased labor costs. Your bid requests amounts of coverage that are the same coverage amounts from 2024. I have been in touch with our home office underwriters and have been informed it will be a' challenge to get underwriter approval keeping coverage amounts the same as 2024. Because you have replacement cost coverage for losses up to the building limits, it is important coverage amounts reflect current costs as accurately as possible. Although the coverage limits are increased from 2024, this still does not mean the coverage limits per building are enough to rebuild in the event of a total loss. $5000 is the minimum per occurrence deductible we have available with 1% wind/hail deductible. Mark Rodning Mark Rodning Ins. Agency State Farm 408 W Lincoln Ave Fergus Falls, MN 56537 218-736-5633 www.markrodning.com STATE FARM INS. APARTMENT PACKAGE BID Prepared for: Ottertail County HRA Date of bid: 12-4-2024 Policy Term: 1-1-2025 thru 12-31-2025 Current State Farm Policy: 93-EB-M175-3 Prepared by: Mark Rodning, Agent Policy placement: State Farm Fire and Casualty Insurance Company Property Coverage: Buildings Blanket Coverage: Appurtenant Auxiliary Structures: Business Personal Property: Liability Coverage: Business Liability Each Occurrence $5,273,800 {Building Schedule Attached) $107,000 {Building Schedule Attached) $0 Medical Payment Each Occurrence/Person $1,000,000 $5,000 Other Coverages: See Attached Apartment Policy-Coverage Summary for Included Coverages {includes coverages, limits, possibility of increasing limits and deductibles) Deductible: $5000 per occurrence excluding wind or hail. Wind or Hail deductible: 1% deductible Total Annual Premium: $30964.60 (monthly, quarterly, and semi-annual payment plans available at no extra cost) State Farm Insurance 408 W Lincoln Ave Fergus Falls MN 5653 7 218-736-5633 mark@markrodning.com Page 1 of2 STATE FARM INS. APARTMENT PACKAGE BID Ottertail Public Housing Location and Coverage Schedule Page Building #1 206 Holden Ave Henning MN 56551 • Building #lA Detached garage 206 Holden Ave Henning MN 56551 Building #2 111 Milne Ave Henning MN 565Sl Building #2A Detached garage 111 Milne Ave Henning MN 56551 Building #3 504 & 506 Marshall Ave Henning MN 56551 Building #4 104 & 106 Smith Ave New York Mills MN 56567 Building #5 210 Larson Ct New York Mills MN 56567 Building #SA Detached garage 210 Larson Ct New York Mills MN 56567 Building #6 104 Pleasant Ln New York Mills 56567 Building #6A Detached garage 104 Pleasant LN New York Mills MN 56567 Building #7 216 Foss St Underwood MN 56586 Building #7A Detached garage 216 Foss St Underwood MN 56586 Building #8 206 Foss St #1 & #2 Underwood MN 56586 Building #9 106 & 110 10th Ave SW Pelican Rapids MN 56572 Total Blanket Coverage Total Appurtenant/Auxiliary Structures Coverage Total Coverage Coverage $438,700 $21,400 $501,400 $21,400 $696,300 $696,300 $501,400 $21,400 $438,700 $21,400 $501,400 $21,400 $696,300 $696,300 $5,166,800 $107,000 $5,273,800 Page 2 of2 ADDL INSURED. -SECTION II OTTER TAIL COUNTY 520 W FIR AVE Fire Policy Status FERGUS FALLS MN 56537-1364 COVERAGE TITLES *Accounts Receivable Arson Reward Collapse Damage To Non-Owned Buildings From Theft, Burglary Or Robbery *Damage To Premises Rented To You Data Compromise Debris Removal *Employee Dishonesty Equipment Breakdown Fire Department Service Charge Fire Extinguisher Systems Recharge Expense Forgery Or Alteration Glass Expenses Identity Restoration *Inland Marine -Computer Property *Inland Marine -Computer Property Loss Of Income NOVEMBER 27, 2024 LIMIT $50,000 $5,000 Included Coverage B Limit $300,000 $50,000 25% of covered las $25,000 Included $5,000 $5,000 $10,000 Included $35,000 $10,000 $10,000 DEDUCT $5,000 $0 $5,000 $5,000 $0 $1,000 $5,000 $250 $2,500 $0 $0 $5,000 $5,000 $0 $500 $0 Fire Policy Status COVERAGE TITLES And Extra Expense Lock Replacement Money Orders And Counterfeit Money Newly Acquired Business Personal Property (applies only if this policy provides Coverage B -Business Newly Acquired Or Constructed Buildings (applies only if this policy provides Coverage A -Building Ordinance Or Law -Equipment Coverage kOutdoor Property Personal Effects (applies only to those premises provided Coverage B -Business Personal Property) Personal Property Off Premises Pollutant Clean Up And Removal Preservation Of Property *Property Of Others (applies only to those premises provided Coverage B -Business Personal Property) *Signs COVERAGE TITLES Tenant Move Back Expenses *Valuable Papers And Records Water Damage, Other Liquids, Powder Or Molten Material Damage NOVEMBER LIMIT $5,000 $1,000 $100,000 $250,000 Included $5,000 - $2,500 $15,000 $10,000 30 Days $2,500 $2,500 LIMIT $15,000 $10,000 Included 27, 2024 DEDUCT $100 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 DEDUCT $5,000 $5,000 $5,000 Fire Policy Status COVERAGE TITLES And Extra Expense Lock Replacement Money Orders And Counterfeit Money Newly Acquired Business Personal Property (applies only if this policy provides Coverage B -Business Newly Acquired Or Constructed Buildings (applies only if this policy provides Coverage A -Building Ordinance Or Law -Equipment Coverage *Outdoor Property Personal Effects (applies only to those premises provided Coverage B -Business Personal Property) Personal Property Off Premises -Pollutant Clean Up And Removal Preservation Of Property *Property Of Others (applies only to those premises provided Coverage B -Business Personal Property) *Signs COVERAGE TITLES Tenant Move Back Expenses *Valuable Papers And Records Water Damage, Other Liquids, Powder Or Molten Material Damage NOVEMBER LIMIT $5,000 $1,000 $100,000 $250,000 Included $5,000 $2,500 $15,000 $10, ooo-- 30 Days $2,500 $2,500 LIMIT $15,000 $10,000 Included 27, 2024 DEDUCT $100 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 DEDUCT $5,000 $5,000 $5,000 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CMP-4849 WINDSTORII/I OR HAIL DEDUCTIBLE This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM The following is added to SECTION 1-DEDUCTIBLES: CMP-4849 Page 1 of1 a. A special Windstorm Or Hail deductible applies to accidental direct physical loss to Covered Property caused by windstorm or hail. b. We will pay only the amount of loss in excess of the amount determined by applying the Windstorm Or Hail deductible percentage (%) shown in the Declarations to the Limit Of Insurance applicable to the Covered Property that has sustained loss as shown in the Declarations. If coverage is written on a blanket basis, the amount we pay will be determined by applying the Wmdstorm Or Hail deductible percentage ("lo) shown in the Declarations to the risk amount shown In our records as of the most re- cent Declarations applicable to the Covered Property that has sustained loss. c. The Windstorm Or Hail deductible is calculated separately for, and applies separately to: (1) Each covered building that sustains loss; (2) The Business Personal Property at each building at which there i,i loss to Business Personal Property. If there is damage to both a covered building and Business Personal Property in that building, sepa• rate deductibles apply to the covered building and to the Business Personal Property. We will not deduct less than the Basic Deductible shown in the Declarations under SECTION I - DEDUCTIBLES. CMP-4849 ®. Copy!lgh~ state Fann Mutual Automobile Insurance Company, 2011 Includes copyngh!ed matenal of Insurance Services Office, Inc., with its permission. EXHIBIT B Tanya Westra From: Sent: To: Subject: Attachments: Follow Up Flag: Flag Status: Mark Rodning <mark.rodning.cun8@statefarm.com> Wednesday, December 4, 2024 3:03 PM Tanya Westra aprox annual cost dalton triplex otter tail cty hra triplex aprox annual cost to add to hra apt package.pdf Follow up Flagged I have a call into our home office for the cost to add two triplexes to the county hra apartment package when completed. For $800000 coverage for each it is ABOUT $6000 per year with $5000 deductible and 1 % wind/hail deductible. My bid still had the made-up addresses and this one attached has the correct addresses but the premium would be the same. When the triplexes are completed we would cancel the builders risk, refund any premium paid there and add them to your apartment package. I will let you know if our home office has more accurate numbers. Mark Rodning, ChFC Agent, State Farm Insurance Mark Rodning Ins. Agency 408 W Lincoln Ave Fergus Falls, MN 56537 218-736-5633 www.markrodning.com From: Mark Rodning Sent: Wednesday, December 4, 2024 12:53 PM To: Tanya Westra <twestra@ottertailcounty.gov> Subject: RE: 2025 Insurance Bid Packet Do the buildings in Dalton have central alarms or sprinklers? Mark Rodning, ChFC Agent, State Farm Insurance Mark Rodning Ins. Agency 408 W Lincoln Ave Fergus Falls, MN 56537 218-736-5633 www.markrodning.com From: Tanya Westra <twestra@ottertailcounty.gov> Sent: Wednesday, December 4, 2024 10:49 AM To: Mark Rodning <mark.rodning.cun8@statefarm.com> Subject: [EXTERNAL) RE: 2025 Insurance Bid Packet I am. Let me know when you plan to drop things off and I can meet you in the lobby. AStatefamr Page 1 012 Apartments Quote Summary Date Quoted: 12/412024 Prepared for otter tail county hra 500wfir ave fergus falls, MN 56537 LocaUon Count: 2 Policy Coverages Coverage A. Building(s) New Busn: 6/15/202,4 Aux Structure Count 0 Coverage L • Business Liability (Per Occurrence) Coverage L • Business Liability (Annual Aggregate) Coverage M -Medical Expenses Basic Premium Optional Coverages Blanket Insurance Inland Marine: Computer Property MF-0 Optional Coverages Taxes Minnesota Rre Safety Surcharge Total Annual Premium• Monthly Premium (Service Charge Not lnctuded) Ren Busn: 8/1512024 Mlnnnota Eff Date: 01/01/2025 (Renewal Business) Policy#: 93ebm1753 Prepared byMark Rodning (CUN8) Agent: Mari< Rodnlng (7090) 216-736-5633 mark.rodning.cun8@statefarm.com Hurricsne/Wind Risk Value: Low Amount $1,600,000 $1,000,000 $2,000,000 $5,000 Amount $10,000 Premium $5,280.00 $768.00 $6,048.00 Premium $1.00 $1.00 Amount $34.32 (Premium Is Estimated) $6,083.32 $506.9-4 • Total Policy Premium estimate may NOT lnclUde au or any State/County/City lall8I or surcharges. These quotes on!y contain a general description of available coverages and lmits, with a premium estimate. These estimates are subject to eligibiMty and Agent binding authority. They are not a contract, binder, or coverage recommendation. All coverages are subject to the terms, provisions, excklsions, and condillons in the policy and its endorsements. If information used for rating changes °' different rates are eft'ectJve at the lime of policy issuance. thiS rate quote may be revised. Deductibles Basic Polley Deductible Windstorm or Hail/ Hurricane Deductible Inland Marine: Computer Property MF-0 Credits and Charges Windstorm or Hail/ Hurricane Deductible Basic Policy Deductible Multiple Units Discount (Manuat 11 Locations/32 Units) Age of Building (Excluding Auxlfiary Structures) Years In Business (15) Renewal (15) Amount $5,000 1% Wind & Hal ssoo Applied Adjustment(s) ($388.00) ($754.00) ($1,182.00) ($4,252.00) ($584.00) (S672.00) Pege 1 of 2 &StateFantr Locatli;m lnf_ormatlon Locatlon-1 (Complex 10): 103 court_s156324. County; Otter Tail (56) Description: 01-10 Un~ w/out_ Mere ·eonstructlon: Frame r Prat Device_s: None LocaUon 2 /Comp/ex 11): 210 court st 56~24 County:.OtlerTajl (56) Description: 01-:10 Units w/out Mere . _Constfuction:.Frame • • • Prot Devi~s: Noris Zone:~7 Unils:3 • Age o·f Btitldin~:-p ~ ·1 (~02~) Zone: 07 , Un.its: 3 . ,As• of_B_uilding: 0-1 (2024). Slll:>zOll_e: 03 ·AUx ~l!ticturas: b . _ ~P,rinkt~rs:_No . .Subto·ne: 03 • A~-Structures: a •.• Sp_rln~lers: N~ Page2of2 • ~tat Class: 885 • BPP Amoµ,fit ·so Bliilding Amourit ·$800,000 ' . • . . • • • st"at ck,:sa: ass •. · ~pp ~oiin.t: $a_· • , ·_ .Bui!~i~g Amo~rit; :Ssqo,oo:~ . • Pag~2'of2 12/03/2024 Re: Otter Tail County HRA To Whom It May Concern: Mark Rodning Insurance Agency State Farm Insurance 408 W Lincoln Ave Fergus Falls, MN 56537 218-736-5633 www.markrodning.com Enclosed is a bid for Otter Tail County HRA/ Finding Home I LLC for an insurance package 1-1-2025 to 12- 31-2025. The bids are insuring two triplex's at $800000 each. Two deductible options are presented at ------------·-----·-=--,.....---: -::---::,....,_ __ -..,---.--.--------~--------- $2500 and $5000 per occurrence. The bids are builders risk quotes that are written by State Farm as business line policies. Because they are in our business lines program during construction, our 1% or 2% mandatory wind/hail deductible does not apply. If you continue· with state Farm, we would need to rewrite these triplexes into our apartment insurance program when construction is complete and they are occupied. They could be added to Otter Tail County HRA package or stand alone on their own. The ' 1% wind/hail deductible would apply if added to the Counties affordable housing package and 2% wind/hall would apply if stand alone apartment package. All coverage amounts quoted are based on coverage amounts you are requesting and are subject to underwriting approval. Mark Rodning , • Mark ~s. Agehcy----- State Farin 408 W Lincoln Ave Fergus Falls, MN 56537 ~18-736-5633 www.markrodning.com State Farm· State Farm Fire and Casualty Company A stock company with home offices in Bloomington, Illinois Business Insurance Quote Thank you for considering State Farm® for your Business insurance needs. Prepared for Named Insured: OTTER TAIL COUNTY HRA / h /J cl i,r lfo IY/ e f L (. ? Policy type: Builder's Risk Prepared: 11/22/2024 Submission number: 0007799513 Quote effective date: 01/01/2025 Prepared by: Mark Rodning Policy premium Premium: $6,964.00 Minnesota Fire Safety Surcharge: $45.10 Total annual premium: $7,009.10 Coverages Coverage A -Building Replacement Cost Coverage A -Building Replacement Cos1 Coverage L-Business Liability.Per Occurrence Coverage L-Business Liability-General Aggregate Products/Completed Operations LiabiHty-Annual Aggregate Damage to Premises Rented to You Coverage M -Medical Expenses Policy deductibles Deductible Covapples Loe 1 Loc2 Amount Limit $800,000 $800,000 $1,000,000 $2,000,000 $2,000,000 $300,000 $5,000 Basic DeducUble Equipment Breakdown $2,500 ¥ $2,500 Discounts and Charges Discounts and Charges Business Experience Rating Location ---- 1009184 fl.r crr1 lttye /M iu// II#// f)flc, clrp/4 /!IP f /7111 /J di /-;; r y , fl 1J v 61 A e I/ l ,~,e:;, f Premium $4,336.00 $4,336.00 $32.00 Amount ($1,740.00) Page 1 of 3 2008 152396 208 09-28-2024 Policy level-premium Coverages Equipment Breakdown Personal Property Off Premises Location(s) Location: 1 Address: 116 court st dalton, MN 56324 Rating information County: Otter Tail Owner/occupancy: Builders Risk limit (Basis) Included $15.000 Number of years the applcant has owned and operated the same type of insured business: 44 Is this address within city limits? Yes Business/occupancy: Builders' Risk -Residential liability rating base: Per Building or Model Home Liability rating base amount: 1 Construction type: Frame Year built: 2024 Coverages Arson Reward Collapse Debris Removal Fire Department Service Charge Fire Extinguisher Systems Recharge Expense Forgery or Nteration Glass Expenses Money Orders and Counterfeit Money Ordinance or Law -Equipment Coverage Pollutant Clean Up and Removal Preservation of Property Property of Others (applies only to those premises provided Coverage B -Business Personal Property) Signs Water Damage, Other Liquids, Powder or Molten Matenal Damage Location: 2 Address: 120 court st dalton, MN 56324 Rating information County: Otter Tail Owner/occupancy: Builders Risk Limit (Basis) $5,000 lnclUded 25% of covered loss $5,000 $5,000 $10,000 Included $1,000 Included $10,000 30Days $2,500 Included Included Number of years the applicant has owned and operated the same type of insured business: 44 Is this address within city limits? Yes 1009184 Premium Premium Page 2 of 3 2008 152396 208 09-28-2024 Business/occupancy: Builders' Risk -Residential Liability rating base: Per Building or Model Home Liability rating base amount: 1 Construction type: Frame Year built: 2024 Coverages Arson Reward CoDapse Debris Removal Fire Department Service Charge Fire Extinguisher Systems Recharge Expense Forgery or Alteration Glass Expenses Money Orders and Counterfeit Money Ordinance or Law -Equipment Coverage Pollutant Clean Up and Removal Preservation of Property Property of Others (applies only to those premises provided Coverage B -Business Personal Property) Signs Water Damage, Other Liquids, Powder or Molten Material Damage Limit (Basis) $5,000 Included 25% of covered loss $5,000 $5,000 $10,000 Included $1,000 Included $10,000 30 Days $2,500 Included Included Premium This is a brief example of some of the coverages and limits that are available. It is not a contract, binder of coverage, or a recommendation of coverage. All coverages are subject to the terms and conditions contained in the policy and endorsements. This quote is based on information that may be incomplete, but is accurate to the extent of the information we have received. This quote does not include any additional charges for requested filings. If you have any questions, please contact my office. 1009184 Mark Rodning Ins Agency Inc 408 W Lincoln Ave Fergus Falls, MN 56537-2008 Bus: 218-736-5633 Email: Page Joi 3 2008 152396 208 09-28-2024 State Farm· State Farm Fire and Casualty Company A stock company with home offices in Bloomington, Illinois Business Insurance Quote Thank you for considering State Farm® for your Business insurance needs. Prepared for Named Insured: OTTER TAIL COUNTY HRA/ f",-;Jt/, 4 'J /-JP l>1 e_ J; ll (,,, Policy type: Builder's Risk (2 • Prepared: 11/22/2024 1 JV J I 11 t f J L IA e ,f N O IA.I -------- Submission number: 0007799513 I J / 0 ( L, / Quote effective date: 01/01/2025 IJ 5 {]1,1/[)'l'r f ;; t> k,.. /0 jA/1 /Jc/ Prepared by: Mark Rodning ///JI I 1)1 dv cl1 ~ It-Alp I Re 1 I/' f' ~ /_ Policy premium 1_ 0 Premium:56,408.00 !I/Rf(! ro Rtwr/ R_ ,~ jtJ JS /Cl fltAr/;t1c11f Minnesota Fire Safety Surcharge: $41 .48 1 -y__ / -I J,. f Cl"/ / /,u ·1 Total annual premium: $6,449.48 r o J cy w" (fl O ,ti)( I I; C IJ /0 W/11 d;'h QI/ If fJ/J I. e ~ , Coverages Coverage A -Building Replacement Cost Coverage A -Building Replacement Cost Coverage L-Business Liability-Per Occurrence Coverage L-Business Liability-General Aggregate Products/Completed Operations Liabifity-Annual Aggregate Damage to Premises Rented to You Coverage M -Medical Expenses Policy deductibles Deductible Basic Deductible Equipment Breakdown Discounts and Charges Discounts and Charges Basic Deductible 1009184 Covapples Loe 1 Loe 2 Amount $5,000 $2,500 Location Loe 1 Limit $800,000 $800,000 $1,000,000 $2,000,000 $2,000,000 $300,000 $5,000 Premium $4,336.00 $4,336.00 $32.00 Amount ($347.00) Page 1 ol 3 2008 152396 208 09-28-2024 Discounts and Charges Basic Deductible Business Experience Rating Policy level-premium Coverages Equipment Breakdown Personal Property Off Premises Location(s) Location: 1 Address: 116 court st dalton, MN 56324 Rating information County: Otter Tail Owner/occupancy: Builders Risk Location Loc2 Limit {Basis) Included $15,000 Number of years the applicant has owned and operated the same type of insured business: 44 Is this address within city limits? Yes Business/occupancy: Builders' Risk -Residen6al Liability rating base: Per Building or Model Home Liability rating base amount: 1 Construction type: Frame Year built: 2024 Coverages Arson Reward CoUapse Debris Removal Fire Department Service Charge Fire Extinguisher Systems Recharge Expense Forgery or Alteration Glass Expenses Limit (Basis) $5,000 lnciuded 25% of covered loss $5,000 $5,000 $10,000 Included $1,000 Amount ($347.00) ($1,602.00) Premium Premium Money Orders and Counterfeit Money Ordinance or Law -Equipment Coverage Pollutant Clean Up and Removal Preservation of Property Included $10,000 30Days $2,500 ----------- Property of Others (applies only to those premises provided Coverage 8 -Business Personal Property) Signs Water Damage, Other Liquids, Powder or Molten Material Damage Location: 2 Address: 120 court st dalton, MN 56324 Rating information County: OtterTail 1009184 Included Included Page 2 of 3 2008 1 Sn 96 208 09-28-2024 Owner/occupancy: Builders Risk Number of years the applicant has owned and operated the same type of insured business: 44 Is this address within city limits? Yes Business/occupancy: Builders' Risk -Residential Liability rating base: Per Building or Model Home Liability rating base amount: 1 Construction type: Frame Year built: 2024 Coverages A.rson Reward Collapse Debris Removal Fire Department Service Charge Fire Extinguisher Systems Recharge Expense Forgery or Alteration Glass Expenses Money Orders and Counterfeit Money Ordinance or Law -Equipment Coverage Pollutant Clean Up and Removal Preservation of Property Property of Others (appfies only to those premises provided Coverage B -Business Personal Property) Signs Water Damage, Other Liquids, Powder or Molten Material Damage Limit (Basis) $5,000 Included 25% of covered loss $5,000 $5,000 $10.000 Included $1,000 Included $10,000 30 Days $2,500 Included Included Premium This is a brief example of some of the coverages and limits that are available. II is not a contract, binder of coverage, or a recommendation of coverage. All coverages are subject to the terms and conditions contained in the policy and endorsements. This quote is based on information that may be incomplete, but is accurate to the ex1ent of the information we have received. This quote does not include any additional charges for requested filings. If you have any questions, please contact my office. 1009184 Mark Rodning Ins Agency Inc 408 W Lincoln Ave Fergus Falls, MN 56537-2008 Bus: 218-736-5633 Email: Page 3 of 3 2008 152396 208 09-28-2024 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION December 16, 2024 BOARD MEETING DATE AGENDA ITEM #4C Tanya Westra December 11, 2024 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 303 Authorizing Execution of Administrative contract with the City of Pelican Rapids for Administration of Small Cities Development Program Grant PROPOSED REQUEST/JUSTIFICATION The City of Pelican Rapids has been awarded a Small Cities Development Program Grant from the Minnesota Department of Employment and Economic Development in the amount of $948,750. The breakdown of grant award is as follows: Owner Occupied Rehabilitation 17 projects at $25,000 each $425,000 Commercial Rehabilitation 10 projects at $40,000 each $400,000 Administration 15% of eligible project expenses (not to exceed on total grant) $123,750 Administration of this program supports the County’s Long-range Strategic Plan to maintain existing housing stock. In addition, because Pelican Rapids is within the jurisdiction of the HRA, it is appropriate for the HRA to perform the administrative services on behalf of the City. As of December 10, 2024, this agreement has been approved and executed by the City of Pelican Rapids. Staff recommends the Board approve the resolution. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED: EXECUTIVE DIRECTOR DATE: Amy Baldwin 12/11/2024 ATTACHMENT LIST: Resolution No. 303 Exhibit A: Administrative Contract with the City of Pelican Rapids FINANCIAL IMPLICATIONS: Administrative Revenue, Leverage Funds for Owner Occupied Projects BUDGETED: X YES NO FUNDING: MN DEED COMMENTS The HRA Board of Commissioners has committed $119,000 in leverage funds for Owner Occupied Rehabilitation projects for the duration of the contract. - I I I I RESOLUTION NO. 303 RESOLUTION AUTHORIZING EXECUTION OF ADMINISTRATIVE CONTRACT WITH THE CITY OF PELICAN RAPIDS FOR THE SMALL CITIES DEVELOPMENT PROGRAM WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) is empowered to carry out housing and redevelopment programs within its jurisdiction; and WHEREAS, the City of Pelican Rapids (the “City”) has been awarded a grant from the Small Cities Development Program (the “Program”) from the Minnesota Department of Employment and Economic Development (“DEED”); and WHEREAS, the City has adopted a resolution to enter into the Administrative Contract with the Authority to carry out the administrative activities of the Program on December 10, 2024; and WHEREAS, the Authority has determined that it is appropriate for the Authority to administer the Program on behalf of the City. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Chairperson and Executive Director are hereby empowered to execute the Administrative Contracts with the Cities. 2. That the Executive Director is hereby empowered to undertake any action necessary to implement the administration of the Program. 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 16th day of December 2024. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________ ADMINISTRATIVE CONTRACT WITH OTTER TAIL COUNTY HRA THIS CONTRACT for administrative services is between the __ C=it_,__v�o-=f-=P--=-e=li"""ca=n�R=ap=i=d=-s ____ _ Hereinafter referred to as "CITY" and the Otter Tail County Housing Redevelopment Authority, hereinafter referred to as the "HRA". and WITNESS ETH: In consideration of the mutual covenants and agreements contained herein, the CITY and the HRA agree as follows: I.The term of this contract is for the period beginning 09/10/2024 and ending 09/30/2027IL In consideration of financial reimbursement to be more specifically described below, theHRA agrees to act as Administering Agent for the CITY on the Minnesota Small CitiesDevelopment Program Grant for which the CITY will receive monies from the State of Minnesota.III.As the Administering Agent for the above described grant, the HRA agrees to perform alltasks enumerated below in a manner which will meet or exceed the terms and conditionsimposed upon the CITY in the Small Cities Development Program Grant agreementdated the 11th day of November, 2024, copies of which are attached as exhibit A.A.Citizen Participation. Comply with all state and federal participation requirements.B.Compliance with Federal Regulations. All Federal regulations relating to thiscontract will be complied with. C.Project Planning. Coordinate the preparation of plans, specifications, contracts andother agreements in a manner consistent with applicable state and federal laws andregulations for all project activities.D.Implementation. The HRA will implement programs authorized under the SmallCities Development Program Grant, within the respective limitations of the grantmonies provided and/or in accordance with the state and federal requirements. Thespecific tasks the HRA will perform for each of the three project categories includethe following:1.Initial inspection2.Work write-up and bid specifications3.Securing contractor bids4.Bid approval and awarding of contracts5.Monitor construction and perform labor standards monitoring6.Approve final payments to contractors7.Final inspection and final payment approvalE.Coordination of Other Rehabilitation Programs within the Project Area. The HRAwill coordinate other applicable rehabilitation programs in the project area, such asthe Minnesota Housing Finance Agency Home Improvement Program, USDA RuralDevelopment and the Minnesota Weatherization Program.1 EXHIBIT A F. Compliance with Equal Opportunity Regulations. Ensure that compliance with Section 3 of the Housing and Urban Development Act of 1968, Federal Equal Employment Opportunity Act and Executive Orders and Civil Rights Acts of 1964 is maintained. G. Financial Record keeping and Control. Keep complete and accurate records of all claims and disbursements in accordance with the following procedures: 1. The HRA will examine each claim and verify that the work has been done and/or materials actually provided for the project. 2. The HRA will submit all claims on a regular basis to the CITY payment. for 3. Requisition prepared by the CITY in anticipation of cash needs, will prepare a voucher as required by the State. 4. Requisition submitted to the state. The CITY will obtain proper signatures and submit requisitions to the state. 5. Payments to be made within three (3) days of the receipt of state monies, subject to any changes in state or federal regulations, the CITY will make payments authorized on each respective voucher. IV. The CITY and the HRA mutually agree that a mortgage shall be executed in their joint names as mortgagees securing each loan of monies provided under the Small Cities Development Program to individual property owners for rehabilitation purposes. In regard to such mortgages and assignments, the HRA agrees to prepare all documents and obtain all necessary signatures required for proper execution of such documents and record the same at the county recorders office. V. For the purpose of this contract, the HRA shall be deemed an independent contractor, and not an employee of the CITY . Any and all employees of the HRA or other persons while engaged in the performance of any work or services required by the HRA under this contract, shall not be considered employees of the ---=C=IT=-Y-=---------- and any and all claims that may or might arise on behalf of any act or admission on the part of said employees or the HRA shall in no way be the obligation or responsibility of the CITY. VI. It is further agreed that the HRA shall defend and save the CITY harmless from any claims, demands, actions, or causes of action arising out of any act or admission on the part of the HRA, its agents, servants, or employees in performance of, or with relation to, any of the work or services provided to be performed or furnished by the HRA under the terms of this contract. VII. The HRA shall not assign any interest in this contract, and shall not transfer any interest in the same, whether by assignment, subcontract or novation, without the prior written consent of the CITY except for the following: All lead paint risk assessments and clearance testing will be performed by the HRA lead paint certified subcontractor (Lakes Country Service Cooperative -Fergus Falls). 2 VIII. The HRA specifically agrees to comply with the requirements of 24 CFR 135.20 and to provide such copies of said regulations as may be necessary for the information of parties to contracts required to contain the Section III clause set forth in 24 CFR 135.20. IX. Program Income. Regarding any program income generated by the rehab program, the HRA will assist the City by providing information on any SCDP program income but the city will be responsible for meeting requirements during the grant period as well as after the grant close-out. Any program income will be used for the same purpose and in the same community from which it was received (to the greatest extent feasible). The CITY is responsible for annual reporting of program income per DEED requirements. X. Any alteration, variation, modification, or waiver of the provisions of this contract shall be valid only after it has been reduced in writing, duly signed by both parties, and attached to the original of this contract. XI. The Waiver of any of the rights and/or remedies arising under the terms of this contract on any one occasion by either party hereto shall not constitute a waiver of any rights and/or remedies in the respect to any subsequent breach or default of the terms of this contract. The rights and remedies provided or referred to under the terms of the agreement are cumulative and not mutually exclusive. XII. This contract as well as Exhibit A, which is attached hereto and incorporated herein by reference, shall constitute the entire agreement between the parties and shall supercede all prior oral or written negotiations. XIII. The CITY shall have full access to all records relating to the performance of this agreement. XIV. In performing the provisions of this contract, the HRA agrees to comply with all Federal, State or Local laws, and all applicable rules, regulations, or standards established by any agency of such governmental units, which are now or hereafter promulgated. XV. The Grantee must not use SCDP funds to pay any person for influencing or attempting to influence an officer or employee of a federal agency, a member of Congress, an officer or employee of Congress, or any employee of a member of Congress in connection with the awarding of any federal contract, the making of a federal grant, the making of a federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. If the Grantee uses non-federal funds to conduct any of the aforementioned activities, the Grantee must complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying: Further the Grantee must include the language of this provision in all contracts and subcontracts and all contractors and subcontractors must comply accordingly. XVI. In consideration of the prompt and efficient carrying out of the above, the. CITY agrees to reimburse the HRA dollar for dollar, for its administrative and project related costs in carrying out the above activities up to an amount not to exceed the $123 .750.00 Rehab Administration Cost maximum amount allowable as specified by the State of Minnesota, Department of Trade and Economic Development Community, Community Development 3 Division during the term of the contract, said monies to come from the$ 948,750.00 totally available to Small Cities Development Program Funds and monies actually received by the CITY . The City's reimbursement obligation shall be limited to funds approved through the SCDP grant and in no event will the City be required to pay any additional funds. Accurate records of administrative costs shall be kept by the HRA and billing shall be made at such times as are convenient to implement the CITY's requisition of funds from the state of Minnesota. For the purpose of this contract, administrative and project related costs are defined as follows: A. Salary costs actually incurred by the HRA for time expended in all phases of the project. B. Mileage, telephone, supplies, document recording fees and publication costs. C. Costs incurred by the attendance at applicable Small Cities Development Conferences within the terms of this contract, including registration fees and travel expenses. Conference attendance shall be for the purpose of gaining additional information on community development regulations and program implementation. XVII. Should any of the above provisions be subsequently determined by a court of competent jurisdiction to be in violation of any federal or state law or to be otherwise invalid, both parties agree that only those provisions so adjudged shall be invalid and that the remainder of this contract shall remain in full force and effect. XVIII. Antitrust. Contractor (HRA) hereby assigns to the State of Minnesota any and all claims for overcharges as to goods and/or services provided in connection with this contract resulting from antitrust violations, which arise under the antitrust laws of the United States and the antitrust laws of the State of Minnesota. XIX. The CITY reserves the right to terminate this contract if the HRA inexcusably fails to perform any of the provisions hereof. Such termination shall occur thirty (30) days after the receipt by the HRA of written notice specifying the grounds thereof, unless, prior to that date, the HRA has cured the alleged nonperformance of the provisions of this contract. NOTICE OF CONTRACTOR (HRA): You are required by Minnesota Statutes, 1982, Section 270.66 to provide your Social Security number of Minnesota Tax Identification number if you do business with the State of Minnesota. This information may be used in the enforcement of federal and state tax laws. Supplying these numbers could result in action to require you to file state tax returns and pay delinquent state tax liabilities. This contract will not be approved unless these numbers are provided. These numbers will be available to federal and state tax authorities and state personnel involved in the payment of state obligations. Social Security Minnesota Tax ID Federal Employer ID 41-1518930 4 IN WITNESS WHEREOF, the parties hereto have caused this contract to be duly executed. CITY OF PELICAN RAPIDS BY ;;;k~ Lance Roisum, City Administrator OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY BY __________ _ Wayne Johnson, Chairman of the Housing and Redevelopment Authority BY -----------Amy Baldwin, Community Development Director 5 OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY REQUEST FOR BOARD ACTION December 16, 2024 BOARD MEETING DATE AGENDA ITEM #4D Amy Baldwin 12/11/2024 REQUESTOR’S SIGNATURE/DATE BOARD ACTION REQUESTED Resolution No. 304 Authorizing Execution of Legal Services Agreement PROPOSED REQUEST The contract with the HRA’s current legal firm expires at the end of this year. The purpose of conducting the Legal Service Request for Proposal was to find a law firm to advise the Authority and to provide the following services: 1) General Counsel services as they relate to Minnesota Statutes; 2) ongoing advice regarding federal, state, and other community development programs, including the federal rental assistance and public housing programs; 3) research and submit legal opinions as requested; 4) written updates on judicial decisions or legislation that may impact the Authority; 5) attend Board meetings as requested; 6) Litigation matters affecting all aspects of the Authority’s programs; 7) ongoing advice and consultation on public bidding and construction law; and 8) real estate development and redevelopment initiatives. The evaluation criteria includes: 1) demonstrated depth and breadth of firm experience, expertise of the proposal team and lead attorney(s) in the practice of law proposed, as evidenced in the proposal; 2) outcome of reference checks; 3) cost of services; 4) ability to staff and perform legal services promptly and in a manner that permits the Authority to operate in an effective and efficient manner; 5) lack of current or potential conflicts of interest with clients who do business with the Authority. The RFP was posted on the county website and on the MNNAHRO website. Five firms responded, a summary of the content of the responses is attached. Reference checks are currently being completed. An update will be provided at the meeting. The attached resolution contains a blank for the firm to be determined pending Board discussion. PREVIOUS ACTION ON REQUEST/OTHER PARTIES ADVISED: N/A EXECUTIVE DIRECTOR DATE: Amy Baldwin 12/11/2024 ATTACHMENT LIST: a. RFP Response Summary b. Resolution FINANCIAL IMPLICATIONS: BUDGETED: X YES NO FUNDING: Levy & Program Funds COMMENTS Attachment Fryberger PROPOSED SERVICES 2 "Lead Attorneys"; all legal services as described in scope of RFP FIRM DESCRIPTION 9 shareholders, 8 counsel attorneys, paralegals; main office in Duluth with branches in Cloquet and Superior; public finance attorney based in metro area; public finance department includes 6 attorneys, two paralegals and 1 legal assistant DESIGNATED INDIVIDUALS Christopher Virta - Lead Years of Practice 14 Public Sector Area of Specialization Bond, Federal Tax Exempt Bond, TIF, Tax Abatement, Economic Development, General Municipal Billing Rate Per Hour $255 Daniel Burns - Lead Years of Practice 8 Public Sector Area of Specialization Bond, Housing & Redevelopment, Public Finance, Economic Development Billing Rate Per Hour $255 Mia Thibodeau Years of Practice 13 Public Sector Area of Specialization Bond counsel, municipal financing, general municipal law, municipal general counsel Billing Rate Per Hour $255 Caitlin Crowl Years of Practice 2 Public Sector Area of Specialization Cannabis law, public finance, real estate & land use, business & corporate law Billing Rate Per Hour $157 Donald Erickson Years of Practice 50 Public Sector Area of Specialization Employment law, mediation, insurance claims, labor law, litigation, arbitration & appeals, personal injury, wrongful death & products liability, public labor & employment law, worker's compensation Billing Rate Per Hour $315 Matthew Hanka Years of Practice 16 Public Sector Area of Specialization Litigation, arbitration & appeals, land use and zoning, conracts, collections, general municipal law, annexation 7 municipal boundaries, construction Billing Rate Per Hour $204 Notes Hourly rate billed in 6 minute increments, we may have a "not to exceed" budget for a specific assignment, Paralegal will work on appropriate tasks Malpractice Insurance $5M aggregate $5M per claim with a $10,000 deductible Taft PROPOSED SERVICES General counsel, public finance, fair housing law, MN Human rights Act, construction law & real estate law FIRM DESCRIPTION 900 attorneys nationwide DESIGNATED INDIVIDUALS Mary Ippel Years of Practice 48 public finance Area of Specialization Economic development law & TIF, bond transactions (TIF, municipal general obligation & revenue, tax exempt lease financing, industrial revenue, 501c3 revenue and housing revenue) Billing Rate Per Hour $450 Maren Magill Years of Practice 5 public finance Area of Specialization Counsel of bond, disclosure, underwriter's, borrowers, issuer's and special tax; drafts and reviews docs for and financing including trust indentures and loan agreements Billing Rate Per Hour $240 Adam Niblick Years of Practice 15 public finance Area of Specialization Real estate development, redevelopment, construction, real estate financing, property acquisition ad sale, leasing, land use and zoning Billing Rate Per Hour $240? Notes Billed in 6 minute increments, paralegals billed at $160/hour; open to alternative billing arrangements (volume discounts, flat or blended rated, fixed project fees, etc.), flat fees for bond counsel Can do "not to exceed" amount on a transaction Malpractice Insurance $5M aggregate Kennedy & Graven PROPOSED SERVICES Scope 1-8; General legal services including but not limited to: redevelopment, housing programs or other programs that involve use of Special Benefit Levy, real estate development and redevelopment, preparation and review of legal docs FIRM DESCRIPTION 36 attorneys with 98% of firm's work being local government law; firm's focus is local government law, public finance, litigation, labor & employment law, condemnation, education law and real estate DESIGNATED INDIVIDUALS Jenny Boulton - Lead Years of Practice 26 Public Finance Area of Specialization GO Bonds, revenue bonds, tax exempt lease financing, 501c3 bond financing, rental housing bonds, industrial dev rev bonds, TIF, abatement and economic development Billing Rate Per Hour $350 Libby Kantner Years of Practice 3 Public Finance + 3 working in public sector in various capacities (legislative aide) Area of Specialization Economic dev, and redevelopment, revenue bond financing, GO Bond financing, tax exempt leases Billing Rate Per Hour $275 Sarah Sonsalla - Special Counsel Years of Practice 23 Public Sector Area of Specialization Real estate, city attorney (4 currently), general counsel to Local Govt Info Systems since 2007 Billing Rate Per Hour $350 Notes Billed in 6 minute increments Malpractice Insurance Professional liability $5M per claim/aggregate with a $100K claim/aggregate deductible Kutak Rock LLP PROPOSED SERVICES All legal services described in RFP (1-8), including litigation, real estate, attendance at board meetings (in person or virtual), legislative updates & opinions FIRM DESCRIPTION National firm with over 580 attorneys, Minneapolis office has 23 attorneys and 11 staff members DESIGNATED INDIVIDUALS GENERAL COUNSEL Tim Keane -Lead Years of Practice MN Bar since 1985 Area of Specialization Commercial real estate law, transactions, land use and development, public law and eminent domain Billing Rate Per Hour $295 Benjamin Kramer Years of Practice MN Bar since 2019 Area of Specialization Corporate real estate and healthcare law with complex commercial transactions involving entity formation, business structuring, corporate governance, mergers & acquisitions, corp finance, compliance, contract drafting & negotiations Billing Rate Per Hour $220 Jessica Anderson Years of Practice MN Bar since 2021 Area of Specialization Variety of corporate matters; includes school law, labor and employment law and municipal law; experience includes researching real estate, employment Billing Rate Per Hour $220 REAL ESTATE Tim Keane-Lead Benjamin Kramer Spencer Riegelman Margot Wickman Years of Practice MN Bar since 2022 Area of Specialization Corporate real estate and healthcare law with complex commercial transactions involving entity formation, business structuring, corporate governance, mergers & acquisitions, corp finance, compliance, contract drafting & negotiations Billing Rate Per Hour $295 LITIGATION Tim Keane - Lead Marcus Zelzer Years of Practice MN Bar since 2017 also member of federal bar Area of Specialization Commercial litigation with emphasis on securities, real estate, ERISA and intellectual property Billing Rate Per Hour $220 Notes Hourly rate billed in 6 minute increments; do not usually charge for incidental phone or email advice Malpractice Insurance $50M, $2.5M deductible Spencer Fane LLP PROPOSED SERVICES Items 1-8 in Scope, public finance counsel, real estate counsel FIRM DESCRIPTION 590 lawyers, operating out of 27 offices; Minneapolis Office is 28 attorneys, 13 of whom are partners with 8 support staff; approach to volume is centered around proactive planning, strategic resource allocation and continuous communication DESIGNATED INDIVIDUALS Kaela Brennan - Lead Years of Practice MN Bar 1995 Area of Specialization Billing Rate Per Hour $410 DESIGNATED INDIVIDUALS Haley Ekhamel Years of Practice MN Bar 2023 Area of Specialization Litigation and dispute resolution, assists with research and drafting, interacts with client representatives; background in compliance, data privacy and project management Billing Rate Per Hour $320 Maureen Foster Years of Practice MN Bar 2020 Area of Specialization Real estate litigation; dispute resolution group within firm Billing Rate Per Hour $380 Samuel Logterman Years of Practice MN Bar 2021 Area of Specialization Financial services litigation and dispute resolution Billing Rate Per Hour $360 Notes Billed in 6 minute increments; do not charge for computerized research. The firm intends to assemble a group of experts proficient in developing redevelopment plans, project areas TIF Plans, proposed bios in Proposal (rates from $675 - $505 per hour) Malpractice Insurance $5M aggregate $5M per claim with a $10,000 deductible RESOLUTION NO. 304 RESOLUTION AUTHORIZING EXECUTION OF LEGAL SERVICES AGREEMENT WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the “Authority”) is empowered to carry out housing and redevelopment programs within its jurisdiction; and WHEREAS, the Authority has determined that it is necessary to retain legal services to represent the Authority as determined necessary; and WHEREAS, the Authority issued a Request for Proposal (the “Legal RFP”) on October 29, 2024 to interested parties to represent the Authority; and WHEREAS, the Legal RFP was advertised on the Authority website; and WHEREAS, five proposals were received before November 19, 2024; and WHEREAS, a legal services agreement is typically executed between a legal firm and the Authority (the “Agreement”); and WHEREAS, the Authority has determined, upon due consideration, that the Agreement be negotiated with ____________________________________. NOW, THEREFORE, IT IS HEREBY RESOLVED: 1. That the Executive Director is authorized to negotiate the Agreement for a five-year term, with the possible extension of two additional years, based on the information contained in the proposal. 2. That the Executive Director review the Agreement with the Chairperson; 3. That the Chairperson and Executive Director are authorized to execute the Agreement. 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 16th day of December 2024. Dated: _______________________________ OTTER TAIL COUNTY HRA BOARD OF COMMISSIONERS Attest:________________________________ By:_______________________________