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Home My WebLink AboutHousing & Redevelopment Authority - HRA Support Documents 2009 Supporting Documents------ TO: FROM: DATE: RE: MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director January 28, 2009 HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel:com www.fergusfal1shra.com Rivervie'1V Heights Hlghrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 Special Meeting to be Held Tuesday, February 3, 2009, 1 :00 p.m. at the Otter Tail County Government Services Center, Commissioners Board Room, 510 West Fir Ave., Fergus Falls, MN. 56537 SPECIAL MEETING: AGENDA Joint Meeting with Otter Tail County Board Regarding Issuing Revenue Bonds for the Viking Library System. 1. Chairperson -Call Meeting to Order 2. Hear/Discuss Bond Bid Proposals 3. AwardBid **NOTE CHANGE OF LOCATION** PLEASE CALL IF YOU ARE UNABLE TO ATIEND! _ _ ___ H.;l!!_s£,i:,\!i:;JN.Gfil'!JlAJJW •~Jal 1-2~-0'i,_dof ProvicYIVlg11'1b'using Opportunities HRA Office 1151 F~ib~rg Ave Fergus Falls MN 56537 218-739-i249 \~Ii Fergus FilllBs/Otter Tail County HRA .~" 5'/.~R1/i~ : Housing & Redevelopment Authority •-~ --o,._,_.,71 Fax 218-~36-4706 ffhra@prtE!l.com www.ferg'.usfallshra.com Riverview Heights Hlghrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board ofDirectors, Otter Tail CountyHRA Jeffrey Gaffaney, Executive Director January 28, 2009 Meeting to be Held Tuesday, February 3, 2009, 1 :20 p.m. at the Otter Tail County Government Services Center, Dead Lake Room, 510 West Fir Ave., Fergus Falls, MN. 56537 Minutes of January 8tl', 2009 Meeting AGENDA 1. Chairperson -Call Meeting to Order 2. Approval of Minutes 3.~ E~tive Director V'J /Administrative Expenses -December 2008 & January 2009 . In;rn:est ent Listing CJSecf . n 8 Management Assessment Program (SEMAP) Certification Resolution No. 086 . D al Fund Program Update A 2009 MN Cities Participation Program p ate Regarding Henning HRA 4. R~e ilit:~;~ft:cialist -D~nnis Christenson Tax Levy Update cf. ,U ank:SCDP JY. 2008 SCDP Application 5. R~cifubilitation Assistant/Housing Manager-Sue Bjorklund N./Pelican Rapids SCDP . Public Housing Update 6. Holsing Administrator -Mary Jo Schwarz -J:/ Section 8 Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! =··=··•=··""··=·-=·=•··=···=-·=·· ========= Providing Housing Opportunities The Otter Tail County HRA Board of Commissioners met in. a specia!meeting on January 81\ 2009,.at 10:00 a.m., at the Fergus Falls HRA, 1151 Friberg Ave., Fergus Falls, MN. MEMBERS PRESENT Scott Rocholl; Chairperson Robert Bigwood, Vice Chairperson Janice Palan, Secretary Hazel Hovde OTHERS PRESENT ABSENT Jeffrey Gaffaney Art Schwartz Vicki Scheer Peggy Werner -Viking Library Larry Krohn --County Coordinator Scott Rochon, Chairperson opened the special meeting. A motion was made and seconded to approve the minutes from the December 2nd, 2008, meeting. Ml Art Schwartz SI Hazel Hovde As this was the first meeting.in 2009 election of officers was reviewed. A motion was made and seconded with all ayes t~at Scott Rocholl remain as Chairperson for 2009. Ml Robert Bigwood SI Hazel Hovde A motion was made and seconded with all ayes that Robert Bigwood remain as Vice-Chairperson for 2009. • Ml Scott Rocholl SI Hazel Hovde A motion was made and seconded with all ayes that Janice Palan remain as Secretary for 2009. Ml Robert Bigwood SI Hazel Hovde A motion was made and seconded with all ayes to keep the Fergus Falls Daily Journal as the legal publication for 2009. Ml Robert Bigwood SI Hazel Hovde A motion was made and' seconded with all ayes to approve Security State Bank as the depository bank for 2009. Ml Hazel Hovde SI Robert Bigwood Jeff explained that the Otter Tail County Per Diems are set at $60.00. A motion was made and seconded with all ayes to increase the Otter Tail County HRA Board Per Diems to $60.00 for 2009. Ml Robert Bigwood SI Hazel Hovde A motion was made and seconded with all ayes to set the mileage reimbursement rate at .55 a mile, which is the rate currently approved by the IRS effective 1-1-09. Ml Robert Bigwood SI Hazel Hovde Jeff presented Resolution 085 regarding approval of the Public Housing Operating Subsidy for FY 200_9. Calculation of the operating subsidy was reviewed and $38,232 is projected to be received in 2009. Jeff explained that the required forms have been electronically submitted to HUD. H:\users\VICKTunins -otc special ~tg 1-8-09.doc I A motion was made and seconded approving Resolution No. 085 . Ml Robert Bigwood SI Hazel Hovde Jeff reported that the process of the Otter Tail County HRA taking over administration of the Henning HRA's public housing program (Clement Manor) is moving very slowly°:' . The memorandum of understanding between the Henning HRA and HUD ends in February. Jeff has.communicated with Lucy Beckwell at HUD listing conditions that would need to be met in order for the· Otter Tail County HRA to consider absorbing the Henning HRA' s public housing pro gram. Peggy Werner from the Viking Library and Larry Krohn, County Coordinator then entered the meeting. Robert Bigwood explained he would be abstaining from voting as he is the attorney for the Viking Library System. Peggy explained that the Viking Library is requesting the Otter Tail County HRA sell the lease revenue bonds series 2009A in the amount of $1,200,000 for construction of a new headquarters building for the Viking Library System to be located South of the Humane Society on Hiway 59 North, Fergus Falls, MN. Peggy explained the need for a larger facility due to the increase in services provided by the library since it is now on a state wide data base. The Otter Tail County HRA will enter into a lease purchase agreement with Otter Tail County under which the County will make rental payments sufficient to cover debt service on the bonds. The County will sublease the facility to the Viking Library System. The bonds are for a 20 year period. Robert Bigwood requested that the Resolution be amended delete the word "approximately'' $1,200,000 and to state that when the bonds are sold the HRA will convey title of the property to the Viking Library System. A motion was made and seconded to approve resolution No. 084 providing for the issuance and sale of . public project revenue bonds, series 2009A to provide funds for the construction of a new Viking Library System in the amount of$1,200,000. Ml Hazel Hovde S/J anice Palan A motion was made and,_seconded to adjourn. Ml Robert Bigwood S/J anice Palan Janice Palan, Secretary ' Date H:\users\VICKI\mins -otc special mtg 1-8-09.doc 2 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF DECEMBER, 2008 Comm11nig, Eii;~t Blfflk -Rent $ City of Fergus Falls -Health Insurance $ Principal Mutual Life Insurance -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ AT & T Moblility $ Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ Vicki Scheer -Mileage $ Scott Rocholl -Per Diem $ Janice Palan -Per Diem $ Hazel Hovde -Per Diem $ Art Schwartz -Per Diem $ Robert Bigwood -Per Diem $ City of Pelican Rapids $ City of New York Mills .$ City of Henning $ City of Underwood $ Home Depot $ New Horizons Ag Service $ Otter Tail Power Co. $ Culligan Water Co. $ Networks for Hire -Computers $ American Family Insura11ce $ Mark Gaworski -Accounting Fees $ Housing Data System $ Bjorn's Heating/ AC $ Sherwin Williams Co. $ Jim Dahlstrom Flooring $ Salaries $ H:lusers\JEFFIOTC HRA EXPENSES.xis 450,00 1,500:00 750.00 200.00 250.00 220.00 25.64 652.86 39.80 157.50 14.08 66.54 105.15 81.75 116.85 52.50 113.44 345.00 195.36 87.00 746.21 36.00 66.00 24.75 150.()0 568.75 300.00 75.00 150.60 255.43 5,491.14 8,345.03 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JANUARY, 2009 . Community First Bank -Rent $ City of Fergus Falls -Health Insurance $ Principal Mutual Life Insurance -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit A&sociation $ AT & T Moblility $ Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ Scott Rocholl -Per Diem $ Janice Palan -Per Diem $ Hazel Hovde -Per Diem $ Robert Bigwood -Per Diem $ MN.NARRO $ City of Pelican Rapids $ City ofNew York Mills $ Networks for I:]:ire $ Otter Tail Power Co. $ Frederick Plumbing $ Home Depot • $ City of Underwood $ New Horizaon Ag. Services $ City of Henning $ Salaries $ H:lusersltempory letters\OTC HRA EXPENSES 2-3-09.xls 450.00 1,500.00 750.00 200.00 250.00 220.00 25.64 521.40 43.40 129.31 73.20 109.50 87.50 60.00 150.00 230.04 193.00 590.53 127.00 134.19 71.70 87.00 32.00 107.00 8,178.79 February 3, 2009 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fergus Falls SAVINGS ACCOUNTS Security State Bank Section 8 Admin £erg1,1s Falls 'A . , Reserve ~ec,uF.±Y_ ~bS:~is. CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account -MHF A0 Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOMEAccount NOW Account ,_,._,. ______ H:\users\JEFF\invest list ate.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL INTEREST RATE Money Market $6,473.87 1.75% Certificate #210979 Weekly Money $14,680.42 .50% Market Savings -·-- $45,081.84 $7,973.20 $88,477.67 $129,828.07 ---·- $2,475.87 I.D. # 41-1518930 -""" INTEREST PURCHASE MATURITY PAID DATE DATE i , Maturity ; Renewed Automatic 09/19/08 03/19/09 Deposit Monthly Account #9312-004634 ··-- ·- -----··-·-- ··---,--.--·--·---_,, i i __, ______ Section 8 Management Assessment Program (SEMAP) U.S. Department of Housing 0MB Approval No. 2577-0215 (exp. 1/31/2010) and Urban Development Office of Public and Indian Housing Certification Resolution 086 Public reporting burden for this collection of information Is estimated to average 12 hours per response, including the time for reviewing Instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of informatio_n. This agency may not conduct or sponsor, and you are not required to respond to, a collection of Information unless it displays a currently valid 0MB control number. This collection of Information Is required by 24 CFR sec 985.101 which requires a Public Housing Agency (PHA) administering a Section 8 tenant-baSed assistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns the performance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other data to assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and the information collected does not lend itself to confidentiality. Instructions Respond to this certification form using the PHA's actual data for the fiscal year just ended. PHA Name For PHA FY Ending (mm/dd/yyyy) 12/31/2008 Submission Date (mrn/dd/yyyy) 02/03/2009 Otter Tail County HRA Check here if the PHA expends less than $300,000 a year In Federal awards r7 Indicators 1 -7 will not be rated if, the PHA expends less than $300,000 a year in Fe'aeral awards and its Section 8 programs are not audited for compliance with regulations by an independent auditor. A PHA that expends less than $300,000 In Federal awards In a year must still complete the certification for these indicators. Performance Indicators 1. Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a)) (a) The PHA has written policles in its administrative plan for selecting applicants from the waiting list. PHA Response Yes [l] No □ (b) The PHA's quality control samples of applicants reaching the top of.the waiting list and of admissions show that at least 98% of the families in the samples were selected from the waiting list for admission in accordance with the PHA's policies and met the selection criteria that determined their places on the wailing list and their order of selection. PHA Response Yes[t'.J No □ 2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(1)(7) and 982.507) (a) The PHA has and implements a reasonable written method to determine and document for each unit leased-that the rent to owner is reasonable based on current rents for comparable unassisted units (I) at the time of initial !easing, (Ii) before any increase in the rent to owner, and (Iii) at the HAP contract anniversary if there Is a 5 percent decrease in the published FMR In effect 60 days before.the HAP contract anniversary. The PHA's method takes into consideration the location, size, type, quality, and age of the program unit and of similar unassisted units, and any amenities, housing services, maintenance or utllities provided by the owners. PHA Response Yes [lJ No □ (b) The PHA's quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its written method to determine reasonable rent and documented its determination that the rent to owner Is reasonable as required for (check one): PHA Response [ZJ At l~ast 98% of units sampled D 80 to 97% of.units sampled D Less than 80% of units sampled 3. Determination of Adjusted Income. (24 CFR part 5, subpart F and 24 CFR 982.516) 4. 5. The PHA's quality control sample of tenant files shows that at the time of admission and reexamination, the PHA properly obtained third party verification of adjusted income or documente~ why third party verification was not available; used the verified Information in determining adjusted Income; properly attributed allowances for expenses; and, where the family Is responsible for utilities under the lease, the PHA used the appropriate utility allowances for the unit leased in determining the gross rent for (check one): PHA Response [ZJ At least 90% of files sampled D 80 to 89% of flleS sampled D Less-than 80% of files sampled Utility Allowance Schedule. (24 CFR 982.517) The PHA maintains an up-to-date utility allowance schedule. The PHA reviewed utility rate data that it obtained within ttie last 12 months, and adjusted its utility allowance schedule if there has been a change of 10% or more In a utility rate since the last time the utility allowance schedule was revised. PHA Response Yes [lJ No D HOS Quality Control Inspections. (24 CFR 982.405(b)) A PHA supeivisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, whlCh met the minimum sample size required by HUD (see 24 CFR 985.2), for quality control of HQS Inspections. The PHA supervisor's reinspected sample was drawn from recently completed HQS inspections and represents a cross section of neighborhoods and the work of a cross section of inspectors. PHA Response Yes [lJ No □ 6. HOS Enforcement. (24 CFR 982.404) The PHA's quality control sample of case files with failed HQS inspections shows that, for all cases sampled, any cited·life-threatenlng HQS deficiencies were corrected within 24 hours from the lrispectlon and, all other cited HQS deficiencies were corrected within no more than 30 calendar days from the inspection or any ?HA-approved extension, or, if HQS deficiencies were not corrected within the required time frame, the PHA stopped housing assistance payments beginning no later than the first of the month following the correction period, or took prompt and vigorous action to enforce the family obligations for (check one): PHA Response [t'.J At least 98% of cases sampled D Less than 98% of cases sampled Previous edition.is obsolete Page 1 of4 form HUD-5264B (8/2000) ref. 24 CFR Part 985 7. Expanding Housing Opportunities. (24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(b)(4) and (b)(12)). Applies only to PHAs with JurlSdlctlon In metropolitan .FMR areas. Check here If not applicable (iJ (a) The PHA has a written policy to encourage participation by owners of units outside areas of poverty or minority concentration.which clearly delineates areas in its jurisdiction that the PHA considers areas of poverty or minority concentration, and which Includes actions the PHA will take to encourage owner participation, PHA Response Yes D No. D (b) The PHA has documentation that shows that It took actions indicated In Its written policy to encourage participation by owners outside areas of poverty and minority concentration. PHA Resp_onse Yes D No D (c) The PHA has prepared maps that show various areas, both within and neighboring Its jurisdiction, with housing opportunities outside areas of poverty and minority concentration; the PHA has assembled Information about job opportunities, schools and services In these areas; and the PHA uses the maps and related information when briefing voucher holders. ~HA Res·ponse Yes D No D (d) The PHA's Information packet for voucher holders contains either a list of owners who are willing t9 lease, or properties available for lease, under the voucher program, or a list of other organizations that will help families find units and the list Includes properties or organizations that operate outside areas of.poverty or minority concentration. PHA Response Yes D No D (e) The PHA's information packet Includes an explanation of how portability works and Includes a list of neighboring PHAs with the name, address and telephone.number of a portability contact person at each. PHA Response Yes D No D (f) The PHA has analyzed whether voucher holders have experienced difficulties in finding housing outslde·areas of poverty or minority concentration and, where such difficulties were found, the PHA has considered whether It Is appropriate to seek approval of exception payment standard amounts in any part of its jurisdiction and has sought HUD approval when necessary, PHA Response Yes D No D 8. Payment Standards. The.PHA has adopted current payme_nt standards for the voucher program by unit size for each FMR area In the PHAjurisdic!ion and, if appliC8ble, for each PHA-designated part of an FMR area, which do not exceed 110 percent of the current applicable FMR and which are not less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503) PHA Response Yos[ZJ No □ Enter current FMRs and payment standards (PS) 0-BR FMR 376 1-BR FMR 447 2-BR.FMR __ 57_7_ PS 394 PS 469 PS ___ 6_0_5 __ 3-BR FMR __ 7o_3_ PS 738 4-BR FMR __ 7_25_ PS __ ..c7..c.97'---- If the PHA has Jurisdiction In more than one FMR area, and/or If the PHA has established separate payment standards for a PHA-deslgnated part of an FMR area, attach similar FMR.and payment standard comparisons for each FMR area and designated area. 9. •Annual 'Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516) PHA Response Yes [ZJ No □ 10. Correct Tenant Rent Calculations. The PHA correctly calculates tenant rent In the rental certificate program and the family rent to owner In the rental voucher program. (24 CFR 982, Subpart K) PHA Response Yes [ZJ No D 11. Precon~ct HOS Inspections. Each newly leased unit passed HQS inspection before the beginning date Of the assisted lease and HAP contract. (24 CFR 982.305) PHA Response Yes [ZJ No □ 12. Annual HOS Inspections. The PHA inspects each unit under contract.at least annually. (24 CFR 982.405(a)) PHA Resporise Yes [ZJ No □ 13. Lease-Up. The PHA executes B~sistance contracts on behalf Of eligible famll!es for the number of units that has been under budget for at least one year. PHA Response Yes [ZJ No □ 14a. Family Self-Sufficiency Enrollment The PHA has enrolled families in FSS as required. (24 CFR 984.105) Applies only to PHAs required to administer an FSS program. Check here If not appllcable [LI PHA Response a. Number of mandatory FSS slots (Count units funded under the FY 1992 FSS Incentive awards and In FY 1993 and later through 10/20/1998. Exclude units funded In connection with Section 8 and Section 23 project-based contract terminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid or terminated mortgages under section 236 or section 221(d)(3); and Section 8 renewal funding. Subtract the number of families that successfully completed their contracts on or after 10/21/1998.) or, Number of mandatory FSS slots under HUD-approved exception Previous edition is obsolete Pago 2 of 4 form HUD-52648 (8/2000) ref. 24 CFR Part 985 b. Number of FSS families currently enrolled c. Portability: ,if you are ihe lnltlal PHA, enter the number of families currently ·enrolled in y6ur FSS program, blcJl who have moved Under portability and whose Section 8 assistance is admlnlstere~ by another PHA Percent of. FSS slots filled (b + c divided by a) 14b. Percent of FSS,Participants with Escrow Account B8.lances. The PHA has ma_de progress in SL!pportlng family self-sufficiency as n:ieasured by the percent of currently enrolled FSS families with escrow account balances. (24 CFR984.305) Applies only to PHAs required.to administer an FSS program. Check here If-not appllcable [lJ PHA Response Yes D No D Portability: If you are the lnltlal PHA, enter the number of families with, FSS escrow accounts currently enrolled in your FSS program, but who have moved under portability and whose Section 8 assistance Is administered by another PHA Deconcentratlon· Bonus Indicator (Optional and only for PHAs with jurisdiction in metropolitan FMR areas). The PHA is submitti!lg with this certification data which show that: (1) Half or more of all.Sectioh 6 families with children assisted by the PHA in its principal operating area resided in low poverty census t~cts at the end of the-last PHAFY; (2), The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA's principal operating. area during the last_ PHA FY is at least two percentage points higher than the percent of all Section 8 families with children who resided In low poverty census tracts_ at the end of the last PHAFY; • or (3) The percent of Section 8 mover families with children who moved to low poverty_ census tracts In the PHA's principal operating area over the last two PHA FYs is at least two percentage points higher than the percent of all Section 8-families with,children who resided In low poverty census tracts at the end of the second to last PHA FY. PHA Response Yes D No [lJ If yes, attach completed deconcentratlon bonus Indicator addendum; I hereby certify that, to the best of my knowledge, the above responses under the Section 8 Management Assessment P.rogram (SEMAP) are true and accurate for the PHA fiscal year indicated' above. I also certify that, to my present knowledge, ther'e is not evidence to indicate seriously, deficient performance that casts ·doubt on the PHA's capacity to adminiSter Section-a rental assistance in accordance with Fecleral law and regulations. Warning: HUD will prosecute false daims and statements. Conviction may result in criminal and/or civil penalties. (16 U.S.C. 1001, 1010, 1012; 31 U.S;C. 3729, 3802) Executive Director, signature Chairperson, Board of Commissioners, signature Dale (mm/dd/yyyy) ____ 0:.:2'-'./_:0c::3cc/.=2..::0..::0::.9 ______ _ Dale (mm/dd/yyyy) _____ _:0c::2cc/..::0..::3,_/::.2 ::.0 0::.:9:.._ ___ _ The PHA may include with its SEMAP certification any information bearing on the accuracy or completeness of the information used by the PHA in providing its certification. Previous edition is obsolete Page 3 of4 form HUD-52648 (8/2000)' ref. 24 CFR Part 985 n·· IFewg~s; l!=illlli$/01tiell" '!ranO <t:owill'llltf tH!IRIA ~u-• Housing & Redevelopment Authority CPPCIRW~I_TV ., January 5, 2009 Barb Collins Minnesota Housing Finance Agency 400 Sibley Street, Suite 300 St. Paul, MN 55101 Dear Barb HRA·Office 1151 Friberg Ave Fergus·Falls MN 56537 218-739-3249 fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus falls MN 56537 218-739-9498 I am pleased to submit the enclosed application for MHFA's 2009 Minnesota City Participation Program on behalf of the Otter Tail County and Fergus Falls HRA's. Attached to the application is a copy ofan Agreement between our two agencies regarding the availability of a pro-rated share of the programreservation for a designated period of time exclusively to each jurisdiction. In accordance with the Agreement, we will need the following information from our office to assure that ~achjurisdiction (County and City) is aware of the MCPP resources available on a pro-rated basis: 1. Initially, the amount of allocation Fergus Falls would have received if applying on its own; 2. As loan funds are reserved, the status of the City versus County allocation. If you have any questions, do.not hesitate to contact me at 218-739-3249·. Thank you. . Sincerely, '" 0 jl ~~-r J effrey Gaffaney Executive Director JG: vls Encl. .. , ... AGREEMENT The Otter Tail County Housing and Redevelopment Authority (hereinafter referred to as Otter Tail County HRA and the Housing and Redevelopment Authority In and For the City of Fergus Falls, Minnesota (hereinafter referred to as Fergus Falls HRA), do hereby agree as follows: 1.) Application for the Minnesota Housing Finance Agency's (MHF A) year 2009 Minnesota City Participation Program (MCPP) shall be sponsored by both agencies and shall include the entire county of Otter Tail. 2.) The amount of funds requested shall be the maximum amount allowed under the MCPP. 3.) The amount of funds that would have been available to the City of Fergus Falls had the City applied solely for the program shall be determined through inquiry ofMHFA with said amount then being made available for loans exclusively within the city limits of Fergus Falls for a period of not less than four (4) months from the program start-up date; 4.) The difference between the allocation approved for Otter Tail County and the amount that the City of Fergus Falls would.have been entitled for if applying solely for the program shall be made available for loans exclusively within the area of Otter Tail county outside of the City limits of Fergus Falls for a period of not less than four (4) months from the program start-up date; 5.) Upon expiration of the time period specified in 3 and 4 above, the funds remaining in the Otter Tail County total reservation of funds from MHF A shall be made available county- wide on a first come, first served basis through the remaining program period until such time as MHF A determines that all remaining program funds from all program participants shall be collapsed into a statewide pool. 6.) Each agency shall pay a pro-rated share of the processing/allocation fees based upon the amount of funds available pursuant to 3 and 4 above. The above terms and conditions represent the agreement in its entirety and any modifications made to this agreement must be reduced to writing. OTTER TAIL COUNTY HRA By: ~ ~~fy Title: Chaimerson· FERGUSF?~: fr By:. __ ~~ Title: Chairperson Date: January 5, 2009 Date: January 5, 2009 H:\users\JEFFiMCPP Agreement.doc '. Under the Minnesota Housing Finance Agency (Minnesota Housing) REQUEST FOR PROPOSAL 2009 Minnesota City Participation Program (MCPP) Please complete the following application. Answer all questions, Minnesota Housing makes final detenninations of the total amount of program funds available and individual allotments (in compliance with a per capita distribution method specified in statute). Direct any questions to Barb Collins, Minnesota Homes Division at 651-297-3122 (Metro) or 800-710-8871 (Greater MN). Minnesota Housing must receive all appllcatlons by 4:30 p.m., January 15, 2009, for funding consideration under this program phase. I EUGl8LEORGANIZATION ! .~ _ I ~ c • •.I Legal Name of Applying Organization: Otter Tail County HRA U City □ City HRA !i County HRA □ EDA □ Port Authority U Multi-County HRA LJ Receive single allocation for all counties within your jurisdiction. D Receive.individual allocation for each county in your jurisdiction. D Other public body authorized by a statutory or home rule charter City Administrative Organization: Otter Tail County HRA Contact Person: Jeffrey Gaffaney Address, City, State, Zip: 1151 Friberg Ave. Fergus Falls, MN 56537 Phone#: 218-739-3249 E-Mail ffhra@prtel.com X The City elects to-have Minnesota Housing issue on its behalf. The City chooses to self-issue. New participants must submit a letter of support from a Minnesota Housing contract lender. All Minnesota Housing contract lenders that participate in the Minnesota Mortgage Program (MMP) originate loans in MCPP. • t.:ocAL NEED AND-Ecot-.1011111cViABILITY·srArEMENT • • (CHECK THE'BOX to' c6NFIRNI THIS STATEMENT) . ;;-.,,.. ',-: -" . a· . ' < . .", .. ' • • -•· )If MCPP helps the community meet an identified housing need by providing below-market financing to first-time homebuyers. In addition, sufficient demand for the allocation exists in the community (the program is economically viable). 11/08 Statute sets Borrower Income Limits and House Purchase Price Limits -see Program Guidelines A. Program Enhancements -Check all that apply D The City has a down payment assistance program (not including HAF). □ The City has lots available at.a reduced cost. .I!( None □ Other -Please describe: "Attach information on Enhancement including contact person and phone number. 8. Funds Requested • Maximum allowed bv the oooulation formula U ·Other$ • • • if other, check one box below U The City will accept a lower amount □ The City will not accept a lower amount -withdraw the application if not met A. Self-issuing Cities must provide along with their completed applications the following information concerning their 2008 allocations as of December 31, 2008: 1 . Amount allocated. 2. Amount of allocation used -dollar amount and percent of allocation. 3. Data .on the home purchase price, mortgage amount, income, household size, and race of the households served. Report by individual loan and allocation average. SIGNATURES ' •• •" • ,. '1. Provide authorized signature(s) from the organization submitting this application, including printed or typewritte~:?d phone ~um1,:7 . ~~ z:r~~7" Signature J Jeffrey Gaffaney Executive Director Name (Print) 218-'739-3249 Title ffhra@prtel.com Phone E-mail Address NOTE: SEND NO FEE WITH THIS APPLICATION .I 11108 2008 MCPP Final Usage Report 15-Dec-08 Allocation Name Allocation Amount Committed Committed Amount Funds Available Percentage of Usaoe Anoka County $5,188,744.00 35 $5,122,907.00 $65,837.00 98.73% Barnesville $100,000.00 1 $122,000.00 -$22,000.00 122.00% Baudette $100,000.00 1 $84,099.00 $15,901.00 84.10% Becker County $509,315.00 10 $1,161,967.00 -$652,652.00 228.14% Beltrami County $680,445.00 16 $1,795,031.00 -$1,114,586.00 263.80% Blue Earth County $931,234.00 4 $468,835.00 $462,399.00 50.35% Breckenridge $100,000.00 6 $381,815.00 -$281,815.00 381.82% Chippewa County $201,730.00 6 $499,898.00 -$298,168.00 247.81% Chisago County $793,879.00 10 $1,285,705.00 -$491,826.00 161.95% Clearwater County $133,471.00 6 $546,496.00 -$413,025.00 409.45% Crow Wing County $963,777.00 10 $940,304.00 $23,473.00 97.56% Dilworth $100,000.00 2 $183,193.00 -$83,193.00 183.19% Dodge County $312,148.00 3 $171,600.00 $140,548.00 54.97% Fillmore County $335,391.00 4 $287,040.00 $48,351.00 85.58% Freeborn County $500,268.00 13 $1,018,109.00 -$517,841.00 203.51% Glyndon $100,000.00 $100,000.00 0.00% Grant County $100,000.00 4 $324,717.00 -$224,717.00 324.72% Hennepin (suburban) $12,071,889.00 75 $11,167,875.00 $904,014.00 92.51% Houston County $313,727.00 8 $910,057.00 -$596,330.00 290.08% Hubbard County $298,822.00 9 $985,142.00 -$686,320.00 329.68% Janesville $100,000.00 1 $77,920.00 $22,080.00 77.92% Kandiyohi County $658,260.00 34 $3,342,864.00 -$2,684,604.00 507.83% Little Falls $132,745.00 2 $173,179.00 -$40,434.00 130.46% Mahnomen County $100,000.00 $100,000.00 0.00% Mcleod County $584,885.00 7 $725,411.00 -$140,526.00 124.03% Moorhead $556,195.00 25 $2,627,739.00 -$2,071,544.00 472.45% Mower County $613,480.00 23 $1,742,027.00 -$1,128,547.00 283.96% North Mankato $202,378.00 1 $143,763.00 $58,615.00 71.04% NW Multi-County HRA $1,372,969.00 26 $1,863,965.00 -$490,996.00 135.76% Ortonville $100,000.00 3 $180,150.00 -$80,150.00 180.15% Otter Tail County $924,523.00 14 $1,276,855.00 -$352,332.00 138.11% Owatonna $390,402.00 6 $704,895.00 -$314,493.00 180.56% Ramsey (suburban) $3,607,002.00 20 $2,963,671.00 $643,331.00 82.16% Red Wing $257,831.00 2 $201,232.00 $56,599.00 78.05% Rice County $984,067.00 10 $1,089,594.00 -$105,527.00 110.72% Saint Cloud $101,470.00 11 $1,352,512.00 -$1,251,042.00 1332.92% Saint James $100,000.00 6 $406,000.00 -$306,000.00 406.00% Saint Louis County $3,099,913.00 34 $2,978,403.00 $121,510.00 96.08% SE MN Multi-Co. HRA $321,097.00 13 $1,336,514.00 -$1,015,417.00 416.23% Sherburne (suburban) $1,237,635.00 12 $1,833,981.00 -$596,346.00 148.18% Stevens County $153,729.00 10 $685,989.00 -$532,260.00 446.23% Swift County $181,282.00 6 $410,110.00 -$228,828.00 226.23% Washington County $3,601,697.00 16 $2,249,378.00 $1,352,319.00 62.45% Wells $100,000.00 1 $67,766.00 $32,234.00 67.77% Worthington $179,198.00 7 $742,360.00 -$563, 162.00 414.27% Wright County $1,812,762.00 12 $1,812,241.00 $521.00 99.97% Total $45,308,360.00 525 $58,445,309.00 -$13, 136,949.00 128.99% Mr. Loren Thalman, Chairman Henning Housing and Redevelopment Authority 500 Holdel! P.O.Box56 Henning, MN 56551 U.S. Department of-Housing and Urban Development Minneapolis Field Office 920 Second Avenue South, Suite 1300 Minneapolis, Minnesota 55402-4012 SUBJECT: Henning HRA Options for Low Rent Public Housing Program at Clement Manor, Henning; Minnesota Dear Mr. Thalman: On December 8 and 9'\ 2008, the Board of Commissioners of the Henning Housing and Redevelopment Authority, MN (HRA), met with Doreen Salvog, Executive Director of the Henning HRA, and Lucy Ann Beckwell, Public Housing Revitalization Specialist for the U.S. Department of Housing and Urban Development (HUD). The purpose of Ms. Beckwell' s visit was to discuss the Troubled Status of the HRA, the lack or progress being made on the Memorandum of Agreement (MOA), and the non-reporting of the monthly progress report. At the time of her visit, Ms. Beckwell was informed that the person hired to assist the current Executive Director with the workload had terminated her employment because of the highly technical and specialized work that needs to be performed. The Office of Public Housing has worked with the Henning HRA for the past six years or more, to work out arrangements with other housing authorities to assist in the work processing and filing ofrequired reporting information for Clement Manor. Since the most recently hired person quit and no progress has been made, it is time to look at other alternatives for the future of Clement Manor and the required submissions to HUD. I know this will be a particularly difficult decision for the Board of Commissioners to make, but in today's economic market, it is not uncommon for a larger housing authority, such as the Ottertail County Housing and Redevelopment Authority (HRA), to administer a smaller program for a small housing authority. The Office of Public Housing has several that are in the process at this time. I have discussed the Henning HRA' s situation with Stephen Gronewold, Chief Counsel, and he has advised that there are several options for the Board of Commissioners to consider. www.hud.gov espanol.hu_d~gov There are several different scenarios that could take place between the Henning I-IRA and the Ottertail County HRA: #I. The Ottertail County HRA and the Henning HRA could form a Multi-County HRA. 2 Each HRA could retain its identity, but the Ottertail County HRA would be designated to administer the Public Housing Program for the City of Henning. Each entity that was a part of the multi-county HRA, would,.as an example, have 2-3 HRA board members from their jurisdiction appointed to the multi-county HRA board to represent them. #2. The Ottertail County HRA would absorb the twenty units of public housing at Clement Manor. There are two options for the Henning HRA with this scenario, one is that the Henning HRA could disband in the City of Henning and be done. The second option would be to have Ottertail County HRA absorb Clement Manor and the Henning HRA could remain as an active agency so if there are future programs or development plans, the City of Henning' s HRA would still be in place. #3. The Ottertail County HRA could contract with Henning HRA and administer the public housing program on behalf of the Henning HRA. This office is recommending Scenario #2 to the Board of Commissioners with the Board and the City making a decision upon either Option I or Option 2. Please have the Henning Board of Commissioners discuss these options and advise this office no later than close of business, February 16, 2009. We will then begin assisting you with the transition process depending which option you select. The Henning HRA staff and Board of Commissioners remain responsible for curing the deficiencies of the MOA. Ms. Beckwell will continue to work with Ms. Salvog oh the MOA to provide responses. Ms. Beckwell will also be revising the MOA to reflect a change in the operation of the Henning HRA; based on which option is selected. If you have any questions, please feel free to contact Ms. Beckwell, 612-370-3135, extension 2228. Cc: Doreen Salvog Sincerely, Lucia Clausen, Director Office of Public Housing SKPH:correspondence file SKPH:reader file SKPH:BECKWELL:lab January 6, 2009 Henning Scenarios for Admin Program 2 doc(3) SKPH:BECKWELL SKPH:GRONEWOLD 5KPH:HEAL Y SKPH:CLAUSEN 3 Program MHFA Deferred Loans -Phase XIV Community Fix-Up Fund Rental Rehab -2008 Program HRA Revolving Rent Rehab Loan Program OTC Tax Levy-Homeowner (2008) OTC Tax Levy -Rental (2008) SCDP: Urbank (18 homes) SCDP: Pelican Rapids (20 homes) SCDP: Pelican Rapids (16 commercial) SCDP: Pelican Rapids (11 rental) Otter Tail County HRA Rehabilitation Projects Update February 3, 2009 Withdrawn/ Applications Ineligible In Process "33 3 1 3 1 1 Rehab Inspected Bidding In Complete Proeress 29 0 9 20 1 0 0 0 2 Perham tri-piex project is closed out. 8 units in Henning has funds committed and will start soon. Have l application for 2009 funds. 18 1 0 17 0 1 16 26 0 0 26 0 4 22 2 0 1 2 0 0 1 20 0 0 20 0 0 20 28 10 0 18 1 6 11 18 0 0 18 2 8 8 10 0 1 9 0 3 6 MHFA Deferred Loan Program (Phase XIV) Committed As of: 2/2/2009 % of Regional Loan Admin Total Overall Total Allocation $ 739,291.00 1 20,000.00 1,600.00 21,600.00 21,600.00 3% 2 16,143.00 1,600.00 17,743.00 39,343.00 5% 3 20,000.00 1,600.00 21,600.00 60,943.00 8% 4 3,800.00 532.00 4,332.00 65,275.00 9% 5 20,000.00 1,600.00 21,600.00 86,875.00 12% 6 20,000.00 1,600.00 21,600.00 108,475.00 15% 7 2,168.16 303.54 2,471.70 110,946.70 15% 8 13,086.00 1,600.00 14,686.00 125,632.70 17% 9 15,962.00 1,600.00 17,562.00 143,194.70 19% 10 10,349.37 1,448.91 11,798.28 154,992.98 21% 11 20,000.00 1,600.00 21,600.00 176,592.98 24% 12 12,496.55 1,600.00 14,096.55 190,689.53 26% 13 19,225.62 1,600.00 20,825.62 211,515.15 29% 14 8,621.88 1,207.06 9,828.94 221,344.09 30% 15 12,000.00 1,600.00 13,600.00 234,944.09 32% 16 15,000.00 1,600.00 16,600.00 251,544.09 34% 17 7,283.93 1,019.75 8,303.68 259,847.77 35% 18 20,000.00 1,600.00 21,600.00 281,447.77 38% 19 15,000.00 1,600.00 16,600.00 298,047.77 40% 20 20,000.00 1,600.00 21,600.00 319,647.77 43% 21 16,626.25 1,600.00 18,226.25 337,874.02 46% 22 11,175.00 1,564.50 12,739.50 350,613.52 47% 23 16,550.90 1,600.00 18,150.90 368,764.42 50% 24 20,000.00 1,600.00 21,600.00 390,364.42 53% 25 15,005.00 1,600.00 16,605.00 26 11,316.46 1,584.30 12,900.76 27 17,582.07 1,600.00 19,182.07 28 20,000.00 1,600.00 21,600.00 29 19,375.38 1,600.00 20,975.38 438,767.57 42,860.07 481,627.64 Otter Tail County Otter Tail County Public Housing -Family Units Report Public Housing -Family Units Report 13 Family Units 13 Family Units As of December 31, 2008 As of January 31, 2009 Rents Pavable $ 2,245.00 Rents Payable $ 2,256.00 Rents Collected $ 2,522.00 Rents Collected $ 1,944.00 • Rents Collected -prepaid in November $ 925.00 • Rents Collected -prepaid in December $ 1,202.00 • Pre-Paid Rent for January $ 1,202.00 • Pre-Paid Rent for February $ 890.00 Late Rents Outstandina $ -Late Rents Outstandina $ - Late Fees Charaed $ -Late Fees Charaed $ 75.00 Late Fees Collected $ -Late Fees Collected $ 50.00 Late .Fees Outstandina $ -Late Fees Outstandina $ 25.00 Other Charaes Outstandina $ 21.00 Other Charaes Outstandiria $ 20.00 Other Charaes Outstandina -vacaled $ -Other Charaes Outstandina -vacated $ - Securitv Deposits Collected $ 488.00 Securitv Deposits Collected $ 312.00 ELI Percentaae 71% ELI Percentage n/a Bad Debt Collected 0 Bad Debt Collected $ - Vacancies: Vacancies: None •Note: 3 BR Henning moved-In 12117/08 3 BR Underwood -will be vacant 211/09 Waiting List Waiting List 2BR 21 2 BR 19 3BR 12 3BR 14 4BR 4 4BR 5 .,. __ ..,. OTTER TAIL COUNTY HRA SECTION 8 PROGRAM STATISTICS REPORT DECEMBER, 2008 LEASED lBR 2BR 133/140 65 41 AVERAGE HAP 1 BR $232 X 65 X 12 = 2BR $279X41X12 = 3 BR $331 X 19 X 12 = 4BR $463X6X12 = 5 BR $443 X 2 X 12 = HAP FUNDS NEEDED THRU 12/31/09: DECEMBER HAP/URP: BUDGETED HAP FUNDS: YTD HAP/URP: BUDGETED HAP REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: DECEMBER ADMIN: BUDGETED ADMIN: YTDADMIN: BUDGETED ADMIN REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: ELI: 68% DECEMBER ACTIVITY ANNUALS INTERIMS 3BR 19 $.180,960.00 $137,268.00 $ 75,468.00 $ 33,336.00 $ 10,632.00 $ 437,664.00 $ 36,676.00 $ 457,298.00 $-425,593.00 $ 31,705.00 0 $ $ 7,260.63 $ 63,840.00 -96,440.00 $ (32,600.00) 0 $ 4BR 6 TOTALPUMs YTDPUMs PUMs REMAINING 5BR 2 MOVE INS MOVE OUTS TRANSFERS 12 7 5 4 2 # OF MONTHS REMAINING MONTHLY TARGET TOTAL ALL ACTIONS SHOP MODE: VOUCHERS OUTSTANDING: APPLICATIONS IN PROGRESS: WAITING LIST: IN-HOUSE TRANSFERS PENDING: PORTS OUT PENDING: PORTS IN PENDING: PORTS BILLED: 30 2 14 18 93 0 2 0 6 1,680 1656 +98% 24 ' .... ,. _, OTTER TAIL COUNTY HRA SECTION 8 PROGRAM STATISTICS REPORT JANUARY, 2009 LEASED lBR 2BR 138/140 65 • 41 AVERAGE HAP 1 BR $234 X 65 X 11 = 2 BR $286 X 41 X 11 = 3 BR $358 X 22 X 11 = 4 BR $442 X 8 X 11 = 5 BR $443 X 2 X 11 = HAP FUNDS NEEDED THRU 12/31/09: JANUARY HAP/URP: BUDGETED HAP FUNDS: YTD HAP/URP: BUDGETED HAP REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: JANUARY ADMIN: BUDGETED ADMIN: YTDADMIN: BUDGETED ADMIN REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLYTARGET: ELI: 80% JANUARY ACTMTY ANNUALS INTERIMS MOVE INS MOVE OUTS TRANSFERS TOTAL ALL ACTIONS SHOP MODE: VOUCHERS OUTSTANDING: APPLICATIONS IN PROGRESS: WAITING LIST: IN-HOUSE TRANSFERS PENDING: PORTS OUT PENDING: PORTS IN PENDING: PORTS BILLED: 6 11 5 1 0 23 3 13 22 100 0 3 1 7 3BR 22 $.167,310.00 $ 128,986.00 $ 86,636.00 $ 38,896.00 $ 9,746.00 $ 431,574.00, $ 39,589.00 $ 386,928.00 $-39,589.00 $ 347,339.00 11 $ 31,576.00 $ $ 72,144.00 $ $ 11 $ 4BR 8 TOTALPUMs YTDPUMs PUMs REMAINING 5BR 2 1,680 138 1,542 0 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority To: Otter Tail County HRA Board Members From: Jeff Gaffaney, Executive Director Subject: April 2009 HRA Meeting Date Change HRA Office 11 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 I have had to move our April meeting date ahead from Thursday, April 16th to Thursday, April 9th at 10:00 a.m. This is due to a HUD deadline which requires us to formerly act on a resolution to accept the 2009 stimulus funds that will be available for the Otter Tail County HRA public housing program. We must have the resolution and required documents to HUD no later than then April 10th. If this new date does not work for you please call our office and let us know, otherwise we will plan on seeing you on the 9th, Agenda & minutes will be sent prior to the meeting. Thank you, ~ Jeff Providing Housing Opportunities 0 EOi.M.l.t-fOUSINQ OPl>ORTU"ILTV' HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director April 2, 2009 Meeting to be Held Thursday, April 9°1, 2009 at 10:00 a.m. at the HRA office, 1151 Friberg Ave., Fergus Falls, MN. 56537 Regular and Special Minutes of February 3rd, 2009 Meetings AGENDA llC airperson -Call Meeting to Order 2. Approval of Minutes 3. Ex~ttive Director ;.() dministrative Expenses -February & March 2009 B. Inve tment Listing Cl tal Fund Program Update 2009 Stimulus Capital Funds -Resolution No. 088 D HF A 2009 MN Cities Participation Program E. p te Regarding Henning HRA F. • cal Audit -4/l3 -4/15 C,, ,&?t.~ .. <-......,_.\-fvl-~ O,Lv~-~5 4. Reh~ilitation Specialist -Dennis Christenson A.~HFA Update B. ! Tax Levy Update C. i.JA ank SCDP D. 009 SCDP Application 5. Re~b· itation Assistant/Housing Manager -Sue Bjorklund A. lican Rapids SCDP B. Py.plic Housin& Update /J A ALt:9fJ 1/(~~5 l fu~ cf p.-5.,J~ ~,, . ..e f/r OJ'y4,1,--, V r ,--,- 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update .,, / 1 A / '3. t)d,n-.;-,v ,,d)/ 00J.,~~v4~5 PLEASE CALL IF YOU ARE UNABLE TO ATTEND! ______________ Providing Housing Opportunities 1-1:\users\JEFF\Agenda-OTC I-IRA.doc . The Otter Tail County HRA Board of Commissioners met in a regular meeting on February 3, 2009 •• at 1:20 p.tn. at the Otter Tail County Government Services Center, Dead L!lke Room, 510 West Fir Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Janice Palan, Secretary Art Schwartz OTHERS PRESENT Jeffrey Gaffaney Susan Bjorklund Dennis Christenso_n Vicki Scheer Mary Jo Schwarz ABSENT Hazel Hovde r . Scott Rocholl, Chairperson opened the regular meeting. A motion was made and seconded to approve the minutes from the January 28th, ·2009, meeting. Ml Robert Bigwood S/ Janice Palan Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of December :2008 and January 2009. A motion was made and seconded to approve the expenses with the correction of changing the office rent from Community First Bank to Bank of the West. Ml Robert Bigwood S/ Janice Palan The Investment Listing was reviewed. The only changes were the balances in the checking and savings accounts. Jeff presented Resoluti,on No. 086 regarding the Section 8 Management Assessment Program Certification. This is a self certification evaluation that must be sent in to HUD within 60 days of the fiscal year end. A motion was made and seconded with all ayes to-approve resolution 086. Ml Janice Palan S/ Art Schwartz The 2007 and 2008 Capital Fund Programs have been closed out as all funds hav1e been obligated and .expended. Jeff is waiting to hear from HUD what funds will be available for the 2009 program. It is possible that there will be more funding available this year through the new federal stimulus package, put funds. would need to be expended sooner than the normal 2.year period. Carolyn Drude entered the meeting to sign Viking Library System documents. The application has been sent to MHF A regarding the 2009 Minnesota Cities Participation Program. The final usage report from 2008 was almost 1.3 million, with 14 applications in Otter Tail County. Jeff hoped the amount for 2009 will be similar. Jeff reported that the process of the Otter Tail County HRA taking over administration of the Henning HRA's public housing program (Clement Manor) is moving very slowly. H:\users\VICKI\2009 minutes\minutes -otc Feb.doc I The memorandum of understanding HUD holds with the Henning HRA ends in February. Jeff· has communicated with Lucy Beckwell at HUD listing conditions that would need to be met in order for the Otter Tail County HRA to consider absorbing the Henning HRA's public housing program. Three options have been proposed by HUD to the Henning HRA and the Otter Tail County HRA will only be involved if option 2 is chosen. HUD is waiting to hear from the Henning HRA. Dennis Christenson, Rehab Specialist reported that there are 33 MHFA Deferred Loan Program Phase XIV applications that have been taken, 3 were ineligible, 1 is in process, 29 have been inspected, 9 have rehab in progress and 20 are complete. Funds totaling $481,627.64 as of2-2-09 have been committed for Otter Tail County using 53% of the regional allocation and including five others from the state wide pool of funds. There are 3 applications taken, 1 was ineligible, 1 in process and 1 has been inspected for the Community Fix-Up Fund Program. Two applications have been taken for the 2008 Rental Rehab Program. Funds have been committed for 8 units in Henning and the tri-plex project in Perham has been closed out. One application has been taken for 2009 funds. Eighteen HRA Revolving Rent Rehab applications have been taken. One has been withdrawn, 17 have been inspected, 1 has rehab in progress and 16 have been completed. With 2008 Otter Tail County Homeowner Tax Levy funding, 26 applications have been taken, 26 have been inspected, 4 have rehab in progress and 22 have been completed. There are two applications for the Otter Tail County Tax Levy Rental Rehab Program, 1 is in process, 2 have been inspected, and 1 is complete. Twenty applications have been taken with the Urbank Comprehensive Grant and 20 are completed. The sewer system hookups should begin this spring to close this program out. The Deer Creek/Parkers Prairie Small Cities full application targeting 24 homes has been sent in to DEED and Dennis hopes to hear by April if it will be funded. Sue Bjorklund, Rehab Assistant reported that she has taken 28 applications for the Pelican Rapids SCDP for the Homeowner component. Ten have been withdrawn or were ineligible, 18 have been inspected, 1 is bidding process, 6 have work in progress and 11 are completed. Eighteen applications have been taken, 18 inspected, 2 are bidding, 8 have work in progress and 8 are complete for the commercial component. Ten applications have been taken, 1 is in process, 9 have been inspected and 3 are in bidding process, 6 have rehab in progress and 1 is complete for the rental component. Sue Bjorklund, Housing Manager, reported that the December rents owed for the Otter Tail County family Public Housing units totaled $2,245.00, and $2,522.00 was collected. Pre-paid rents of $925.00 were collected in November and pre-paid rents of $1,202.00 were collected for January. H:\users\VICKI\2009 minutes\minutes -otc Feb.doc 2 • Other charges of $21.00 for work orders were outstanding. A $488.00 security deposit was • collected. The extremely low-income percentage was 71 %. Twenty-one applicants were on the 2-bedroom public housing waiting list, 12 applicants on the 3- bedroom waiting list and 4 on the 4-bedroom waiting list. There were no vacancies. The January rents owed totaled $2,256.00 and $1,944.00 was collected including pre-paid rents of $1,202.00 in December and pre-paid rents for' February of $890.00. Late fees of $75.00 were charged and $50.00 was collected. Other charges of$'.20.00 for work orders were outstanding. Nineteen applicants were on the 2-bedroom public housing waiting list, 14 applicants on the 3- bedroom waiting list and 5 on the 4-bedroom. list She has one three-bedroom vacant unit in Underwood as of2-l-09 and is working on applications and advertising. Mary Jo Schwarz, Housing Administration reported that there were 133 of 140 Otter Tail County Section 8 participants leased up for the month of December. The HAP payments were $36,676.00. The extremely low-income percentage was at 68% which is slightly down from· the 75% requirement but is dictated by the waiting list. Eighteen applications were in progress. The HRA was· being billed for 6 ports and there were 14 vouchers outstanding. There were 93 families on the waiting list. For the month of January 2009 there were 138 of 140 Otter Tail County Section 8 participants leased up. The HAP payments were $39,589.00. The extremely low-income percentage was at 80%. Twenty-two applications were in progress. The HRA was being billed for 7 ports and there were 13 vouchers outstanding. There were 100 families on the waiting list. Mary Jo explained that we have been using reserve funds to supplement the Section 8 program which allowed us to assist as many families as possible for as long as possible. Because of depleting reserve funds, no new applicants will be leased up until the monthly HAPS are within the 2009 budgeted amounts. We will be contacting agencies that are currently billing to see if they will absorb the families that have ported to their jurisdiction in to their programs. Payment standards in the metro areas are much higher and we could assist more families in Otter Tail County if they are willing to absorb. There being no further business, a motion was made and sc::conded to adjourn. Ml Art Schwartz S/Robert Bigwood Janice Palan, Secretary Date H:\users\VICKI\2009'minutes\minutes -otc Feb.doc 3 The Otter Tail County HRA Board of Commissioners met in a special meeting on February 3, 2009 at ~ 1:00 p.m. at the Otter Tail County Government Services Center, Commissioners Board Room, 510 West Fir Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson ABSENT OTHERS PRESENT ~ COMMISSIONERS Douglas Huebsch Everett Erickson Hazel Hovde Jeffrey Gaffaney Robert Bigwood, Vice Chairperson Janice Palan, Secretary Art Schwartz Vicki Scheer Carolyn Drude Peggy Werner Larry Krohn David Hauser Kathy Dumholt John Lindquist Roger Froemming Lee Rogness The Otter Tail County HRA Board met in a joint session with the Otter Tail County Commissioners at their regularly scheduled meeting. Carolyn Drude with Ehlers and Associates Inc. presented information regarding the request for the Otter Tail County HRA to sell the lease revenue bonds series 2009A in the amount of $1,200,000 for construction of a new headquarters building for the Viking Library System to be located South of the Humane Society on highway 59 North, Fergus Falls, MN. The Otter Tail County HRA will enter into a lease purchase agreement with Otter Tail County under which the County will make rental payments sufficient to cover debt service on the bonds. The County will sublease the facility to the Viking Library System. The bonds are for a 20 year period and will have a true interest rate through Northland Securities of 4.9862%. Upon the bonds being paid off, the facility will be owned by the Viking Library System. Closing is scheduled for February 26, 2009. A motion was made and seconded by the Otter Tail County Commissioners to approve the sale of the bonds by the Otter Tail County HRA with all ayes. Ml Roger Froemming SI Douglas Huebsch Scott Rocho 11, Chairperson opened the Otter Tail County HRA special meeting. A motion was made and seconded to approve resolution No. 087 providing for the issuance and sale of public project revenue bonds, series 2009A to provide funds for the construction of a new Viking Library System in the amount of$1,200,000 with corrections to the spelling of two board members (Art Schwartz and Scott E. Rocholl), adding Otter Tail County as the Housing and Redevelopment Authority issuing the bonds and adding US Bank as Trustee. Ml Robert Bigwood SI Art Schwartz A motion was.made and seconded to adjourn the special meeting. Ml Robert Bigwood SI Art Schwartz Janice Palan, Secretary Date H:\users\VICKI\2009 minutes\mins-otc special mtg 2-3-09.doc I OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF February , 2009 Bank of the West -Office Rent $ 450.00 City of Fergus Falls -Health Insurance $ 1,850.00 Principal Mutual Life Insurance -Retirement $ 950.00 Otter Tail Telcom $ 225:00 U.S. Postmaster $ 200.00 MN Benefit Association $ 400.00 AT & TMoblility $ 23.59 Dennis Christenson -Mileage $ 501.60 Jeffrey Gaffaney -'Mileage $ 36.75 Mary Jo Schwarz-Mileage $ 58.85 Vicki Scheer -Mileage $ 24.55 Scott Rocholl -Per Diem $ 73.20 Janice Palan -J>er Diem $ 109.50 Art Schwartz -'Per Diem $ 120.50 Robert Bigwooci -Per Diem $ 60.00 Otter Tail Power Co. $ 83.15 City of Henning $ 176.00 City of Underwood $ 227.40 City of New York Mills $ 193.00 City of Pelican Rapids $ 136.22 Home Depot $ 261.01 New Horizons Ag Service $ 68.00 Housing Data Systems $ 47.00 MN. Multi-Hsg. Association $ ,e100.oo Culligan Water Company $ 49.53 Networks For Hire $ 400.00 American Family Insuranc~ $ 1,714.25 ·RTW, Inc. $ 250.00 K&Mlnc. $ 211.49 Denzel's Regional Waster $ 107.74 Roberta Runnigen $ 82.61 Overhead Door Co. $ 171:60 Salaries $ 8,886.19 H:\users\tempory letters\OTC HRA'EXPENSES4-6-09:xls OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF March , 2009 Bank of the West -Office Rent $ 450.00 City of Fergus Falls -Health Insurance $ 1,850.00 Principal Mutual Life Insurance -Retirement $ 950.00 Otter Tail Telcom $ 225.00 U.S. Postmaster $ 200.00 MN Benefit Association $ 400.00 AT & T Moblility $ 23.59 Jeffrey Gaffaney-Mileage $ 59.13 Mary Jo Schwarz-Mileage $ 160.05 Otter Tail Power $ 57.91 City Of Henning $ 176,00 City of Underwood $ 86.00 City of New York Mills $ 240.18 City of Pelican Rapids $ 112.68 Honie Depot $ 213.93 New Horizons Ag Service $ 227.86 Culligan Watel'. Cmnpany $ 31.53 DVS Renewal $ 107.00 State Farm Insurance $ 148.00 Otter Tail County Treasurer $ 1,332.30 Credit Bureau of Alexandria $ 18.83 Salaries $ 8,637.31 H:lusersltempory letters\OTC HRA EXPENSES March.xis April9,2009 -~_.,,.. FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing _f~~@S Falls SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fer@s Falls Reserve Security State Bank Public Housing Fergus Falls Secµrity Denosits CHECKING ACCOUNTS Section 8 Existing NOW Account ·-·- Public Housing NOW Account MHFA-Loan Accmmt NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account -··-·------.. --- H:\Users\JEFF\invest list otc.doc i OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL -- Money Market $6,529.73 Certificate #210979 ! Weekly Money $14,680.42 Market Savings Commercial Money $7,003.60 Market $31,818.24 ----······ $5,583.761 $35,820.38 ' $89,900.51 ------·---- $826.351 ____ ,. ______ I.D. # 41-1518930 ···-······-·- INTEREST I INTEREST l PURCHASE MATURITY RATE PAID i DATE DATE !. ·----I I I ------·-•-,., .. I .. -· 1.05% Maturity Renewed Automatic Deposit 03/19/09 09/19/09 i ! i .35% Monthly Account #9312-004634 .35% Monthly Account #9312015673 i I ------------ --···-·-·-··- ! ·----------------·-···-······· RESOLUTION NO. 088 WHEREAS, the Office of Capital Improvements of the Department of Housing and Urban Development (hereinafter referred to as Department of HUD) has announced the award of Capital Fund formula grant funds pursuant to the American Recovery and Reinvestment Act of 2009 (hereinafter referred to ARRA); and WHEREAS, the ARRA legislation specifies that the Department is to obligate ARRA formula grant funding to eligible recipients within 30 days of the enactment of the legislation and eligible recipients were required to submit a Annual Contributions Contract Amendment (hereinafter referred to as ACC Amendment) to their respective Department of HUD field Offices by no later than March 9, 2009; and WHEREAS, the Executive Director of the Housing and Redevelopment Authority County of Otter Tail, Minnesota has executed and submitted the ACC Amendment for the ARRA Formula Grant in the amount of$32,574 in accordance with instructions from the Department of HUD: NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners.of the Housing and Redevelopment Authority Count of Otter Tail, Minnesota, that it concurs with the submission.of the ACC Amendment for the ARRA Formula Grant; and BE IT FURTHER RESOLVED that the attached formHUD-50075.1 for the Capital Fund Annual Statement for CFP MN46Sl 7750109 be and hereby is approved and the.Executive Director is hereby authorized to submit said form to the Department of HUD. 4-9-2009 409-2009 Chairperson Date Secretary Date H:\users\JEFF\Resolutions\RESOLUTION 088.doc Annual Statement/Perfonnance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part I: Summary PHA Name: Otter Tai] County BRA Grant Type and Number Capita] Fund Program Grant No: MN46Sl7750109 Replacement Housing Factor Grant No: Date of CFFP: 03/18/2009 Type of Grant [8] Original Annual Statement D Reserve for Disasters/Emergencies D Performance and Evaluation Report for Period Endin11: ' U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Exnires 4/30/2011 FFY of Grant: 2009 FFY of Grant Approval: D Revised Annual Statement_ (revision no: ) D Final Performance and Evaluation Renort Line Summa..., bv Develonment Account Total Estimated Cost Total Actual Cost 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Orivinal Total non:.CFP Funds 1406 Operations (mayn0texceed 20% ofline 21) 3 1408 Management Improvements 1410 Administration (may not exceed 10% ofline21) 2,500 1411 Audit 1415 Liquidated Damages 1430 Fees and Cost<. 1440 Site Acquisition 1450 Site Improvement 1460 Dwelling Structures 1465.1 Dwe11ing Equipment--Nonexpendable 30,074 1470 Non-dweUing Structures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495.1 Relocation Costs 1491J DevelopmentA~tivities 4 1 To be completed for the Performance and Evaluation Report. 2 To be completed for the Performance and Evaluation Report or a Revised Annual Statement 3 PHAs with under 250 units in management may use 100% of CFP Grants for operations. 4 RHF fimds shall be included here. Pagel Revised' Obli0 ated Exneiided form HIID-50075.1 ( 4/2008) Annual Statement/Performance and Evaluation Report Capital Fnnd Program, Capital Fnnd Program Replacement Housing Factor and Capital Fnnd Financing Program Part I: Summary PHAName: Grant Type and Number Otter Tail County IIRA Capital Fund Program Grant No: MN46S17750109 Replacement Housing Factor Grant No: Date of CFFP: 03/1 &'2009 Type of Grant ~ Original Annual Statement D Reserve for Disasters/Emergencies n Performa_nce and Evaluation Report for Period Ending: US. Department ofHonsing and Urban Development Office of Pnblic and Indian Honsing 0MB No. 2577-0226 Expires 4/30/2011 FFY of Grant:2009 FFY of Grant Approval: D Revised Annual Statement"(reviSion no: ) D Final Performance and Evaluation Report Line Summarv bv Develonment Account Total Estimated Cost Total Actual Cost 1 ·original Revised 1 18a 1501 Col]ateralization or Debt Service paid by the PHA 18ba 9000 CoUateralization or Debt Service paid Via System of Direct Payment 19 1502 Contingency (may not exceed 8% ofline20) 20 Amount of Annual Grant: (sum oflines 2 -19) 32,574 21 Amount of line 20 Related to IBP Activities 22 Amount of line 20 Related to Section 504 Activities 23 Amount of line 20 Related to Security-Soft Costs 24 Amount ofline 20 Related to Security-Hard Costs 25 Amount ofline 20 Related to Energy Conservation Measr5 Signature ofExecntive ~ector \ / ,~--, Date 04/9/2009 I Signature of Public Housing Director " y • Page2 " 1 To be completed for the Performance and Evaluation Report. 2 To be completed for the Perfonnance and Evaluation Report or a Revised Annual Statement 3 PHAs with under 250 units in management may use 100% of CFP Grants for.operations_. 4 RHF funds shall be included here. Obligated Expended Date form HUD-50075.1 (4/2008) Annual Statemei:J.t/Perfonnance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part II: Sunnortine Paees PHA Name: Otter Tail County HRA Grant Type and Number U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 4/30/2011 Federal FFY of Grant: 2009 Capital Fund Program Grant No: MN46S! 7750109 CFFP (Yes/No): Replacetnent Housin~ Factor Grant No: Development Number General Description of Major Work Development Quantity Name/PHA-Wide Activities MN177001 MN177001 Page3 Categories Account No. Administration -Salaries & Benefits 1460 Install Central NC & Air Exchangers 1465 .( Add Central NC & Air exchangers to all 9 familv units) 1 To be comp]eted for the Perfonnance and Evaluation Report or a Revised Annual Statement 2 To be completed for the Peifonnance and Evaluation Report 9 -Bldgs Total Estimated Cost Total Actual Cost Status of Work Original Revised 1 Funds Funds Obligated2 Exoended2 2,500 30,074 - formHUD-50075.1 (4/2008) Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part III: Imolementation Schedule for Capital Fund.Financine Proeram PHA Name: Otter Tail County HRA Development Number All Fund Obligated Name/PHA-Wide (Quarter Ending Date) Activities All Funds Expended (Quarter Ending Date) . Original Actual Obligation Original Expenditure Actual Expenditure End Obligation End End Date End Date Date Date MN177001 03/18/2010 03/18/2012 U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 4/30/2011 Federal FFY of Grant: 2009 Reasons for Revised Target Dates ' .. 1 Obligation and·expenditure end dated can only be revised with HUD approval pursuant to Section 9j of the U.S. Housing Act of 1937. as amended. Pages formHUD-50075.1 (4/2008) \ Minnesota Housing- Finance Agency March 6, 2009 Mr. Jeffrey Gaffaney Otter Tail County HRA 1151 Friberg Avenue Fergus Falls, MN 56537 400 Sibley Street j Sutte 300 j Saint Paul, MN 55101-1998 j 651.296.7608 800.657.3769 j fax: 651.296.8139 j tty: 651.297.2361 I ww,,v.mnhousing.gov Equal Opportunity Housing and Equal Opportunity Employment 1.Ul: Minnesota City Participation Program Dear Mr. Gaffaney: On February 19, 2009, Minnesota Housing hosted a teleconference with 2009 Minnesota City Participation Program (MCPP) applicants to discuss the current .economic conditions and its impact on the 2009 program. As was discussed, Minnesota Housing and other state and local housing agencies are finding it impossible to sell mortgage revenue bonds to provide affordable mortgage capital under current capital market conditions. Unfortunately, this makes the prospects of selling bonds to· provide affordable, competitive mortgage loans under the MCPP very dim in at least the short term. As a result, we propose to hold the applications that we've received from you since we are not required to request bonding authority for the program until the last Monday in July .. If capital market conditions improve to enable us to provide you with a good product, we would notify you at that time and send both your contract and a request for fees for us to proceed with the program. If this approach is unacceptable to you and you would like to withdraw your application, you may certainly notify us to do so. You may also request to change your application to self-issue if you wish to try that approach. Minnesota Housing is diligently working on alternative methods of funding programs during these current economic conditions. The Minnesota Mortgage Program (MMP) and the Community Activity Set-Aside (CASA) program are currently available throughout the state for first-time homebuyers. We have been able to maintain a modest program volume by providing conservatively priced mortgages that most lenders link with the Agency's downpayment assistance programs. ~~t~. ~\197~ v\innesota Housing.finances D r------, a and advances afforaable housing t-1AR 1 2 2009 portunitieS fqr low and moderate C ..... ,_. income Minnesotans to Fergus Falls/Otter a, enhance quality of l1f~ 8Jld foster •·-f:~.,,.,,.UD~ strong commun1t1es, Finally, please note that while Minnesota Housing is unable to sell bonds at reasonable interest rates at this time, the Obama Administration is developing a strategy for the Government Sponsored Enterprises (GSE's) to support housing finance agencies' providing affordable mortgage financing. We are closely monitoring this activity and will certainly inform you if conditions change. Minnesota Housing appreciates your continued participation in the Minnesota City Participation Program and we look forward to working with you through these current conditions and in the future. If you have any questions, please contact me at 651-297-3122 or barb.collins@state.rnn.us. Sincerely, Barb Collins Minnesota Housing Homes Division PROCUREMENT POLICY 1.0 GENERAL PROVISIONS A. Purpose: The purpose of this Statement of Procurement Policy: 1. To provide for the fair and equitable treatment of all persons or firms involved in purchasing by the Otter Tail County Housing & Redevelopment Authority (OTCHRA); 2. Assure that supplies, services, and construction are procured efficiently, effectively, and at the most favorable prices available to the OTCHRA; 3. Promote competition in contracting; 4. Provide safeguards for maintaining a procurement system of quality and integrity; and 5. Assure that HRA purchasing actions are in full compliance with applicable Federal standards, HUD regulations, and State and local law. B. Application: This Statement of Procurement Policy applies to all contracts for the procurement of supplies, services, and construction entered into by the OTCHRA after the effective date of this Statement. It shall apply to every expenditure of funds by the OTCHRA for public purchasing, irrespective of the source of funds. However, nothing in this Statement shall prevent the OTCHRA from complying with the terms and conditions of any grant, contract, gift orbequest that is otherwise consistent with law. The term "procurement", as used in this Statement, includes both contracts and modifications, including change orders, for construction or services, as well as purchase, lease, or rental of supplies and equipment. C. Public Access to Procurement Information: Procurement information shall be a matter of public record to the extent provided in the State Freedom of Information Act and shall be available to the public as provided in that statute. 2.0 PROCUREMENT AUTHORITY AND ADMINISTRATION: All procurement transactions shall be administered by the Purchasing agent, who shall be the Executive Director or other individual he or she has authorized. The Executive Director shall issue operational procedures to implement this Statement. This Statement and any later changes shall be submitted to the Board of Commissioners for approval. The Board appoints and delegates procurement authority to the Executive Director and is responsible for ensuring that any procurement policies adopted appropriate for the OTCHRA. H:\users\A.gency Plan\Procurement Policy OTC 4-2-09.doc Pagelof13 3.0 PROCUREMENT METHODS: BASIC METHODS: The guidelines established in this policy are representative of Minnesota State Statute 471.345 as set forth below, shall apply to purchasing or lease of materials, equipment or services. PETTY CASH PROCEDURES: Small purchases under $100.00, which can be satisfied by local sources, may be processed through the use of a petty cash account. The contracting officer shall ensure that purchases made during a reasonable period (e.g. one month) are reconciled and replenished. Security is maintained and only authorized individuals have access to the petty cash account, and the account is periodically audited by the finance officer or designee to validate proper use and to verify that the amount total equals cash on hand, plus the total of accumulated vouchers. Purchases under $25,000.00: Purchases can be made by direct negotiation in the open market. Purchases from $25,000.00 to $100,000.00: Purchases in this category need not be advertised. Purchases in this price range can be made by either sealed bids or direct negotiation by obtaining two or more quotes when possible. Purchases over $100,000.00: Formal bid procedures must be followed. Specifications shall be prepared. An advertisement for bids shall be published. The five basic methods, which will be used, are: (a) Formal Bids, (b) Competitive Proposals, (c) Noncompetitive Proposals (d) Written Quotes, ( e) Verbal (including telephone) Quotes The decision on the appropriate methods to be used will be made by the Purchasing Agent, except in the case of a purchase of $100,000.00 or more, in which case, formal bid procedures will be used in accordance with Minnesota State Statutes Section 471.345. Generally, the greater the value of the purchase, the more formal the purchasing method used. In all cases, a written record shall be made and preserved by the Purchasing Agent. 4.0 FORMAL BIDS The following procedures shall be used whenever the formal bidding procedure is specified: H:\users\Agency Plan\Procurernent Policy OTC 4-2-09.doc Page2 of 13 (a) Written Contract: All awards shall be made the subject of a written contract. (b) Notice to Bidders: Notice inviting sealed bids competitive bids shall be published in the official newspaper of the City at least 21 days before the final date for submitting bids thereon. Such notice will give briefly the specifications of supplies, materials, equipment, construction project or other matter to be contracted for, and shall state the amount of bond or other security given with the bid, and the amount of bond or other security to given with the contract. The notice shall state the right is reserved to reject any and all bids. Any other considerations or awards of the contract shall also be stated in general terms. ( c) Solicitation and Posting: The purchasing Agent shall also solicit bids from a reasonable number of such qualified prospective bidders by sending each a copy of notice requesting bids. Department heads shall help in compiling a list of known qualified prospective bidders. (b) Security Deposits: Unless by the OTCHRA Board of Commissioners, the Executive Director shall prescribe the amount of any security to be deposited with any bid. This deposit shall be in the form of a certified or cashier's check, bid bond written by a surety company authorized to do business in the State of Minnesota, or an irrevocable Letter of Credit. The amount of such security shall be expressed in terms of percentage of the bid submitted. Unless fixed by the Board of Commissioners, the Executive Director shall fix the amount of the performance bond, and in the case of construction contracts, the amount of labor and materials bond to be required of the successful bidders. ( e) Bid Opening Procedure: Bids shall be open in public at the time and place designated in the notice requesting bids. Any bids received after the designated time of opening shall be rejected and returned to the vendor unopened. Bids shall be referred to the Purchasing Agent and tabulated and shall be reported to the Board of Commissioners, with the recommendation of the Purchasing Agent at the next Commissioner meeting. (f) Award of Contract: Provided that the Commissioners shall find any of the bids satisfactory, the Commissioners shall award the contract to the lowest responsive and responsible bidder, unless the Commissioners shail determine that the public interest will be better served by accepting a higher bid. The Commissioners shall have the right to reject any and all bids and waive irregularities in bidding requirements. All contracts for any public work with a contract price exceeding $100,000 are not valid unless the contractor gives payment and a performance bond to the Otter Tail County HRA. The bonds must be given to the Executive Director and or his/her designeebefore the project can begin. (Minn. Stat. 574.26 subd.2) The bonds must list the address of the contractor and the surety that provided the bonds. (Minn. Stat. 574.28) • H:\users\Agency Plan\Procurement Policy OTC 4-2-09.doc Page 3 of 13 (g) Payment and Perfonnance Bonds: Where required, at the time the contract is executed, the contractor shall file a payment bond and a perfonnance bond executed by the surety company authorized to do business in the State of Minnesota, to the OTCHRA, conditioned upon the perfonnance of said contract and saving the OTCHRA harmless from all losses or damage caused to any person or property by any reason of carelessness or negligence by the contractor and from all expense of inspection, engineering, or otherwise, caused by the delay in the completion of any improvements and further conditioned to pay all laborers, mechanics, sub-contractors and material suppliers as well as all just debts, dues and demands incurred in the perfonnance of such work. In all cases the amount of the surety required shall be set byOTCHRA. (h) Bidders Security: All bid bonds or certified checks will be retained by the OTCHRA until the contract is awarded and signed. If any successful bidder fails or refuses to enter into the contract awarded in the time specified after the same has been awarded, or file any bond required within the same time, the deposit accompanying the bid shall be forfeited to the OTCHRA, and the Board of Commissioners, at its discretion, may award the contract to the next lowest responsive and reasonable bidder unless the Board of Commissioners shall detennine that the public interests will be better served by accepting a higher bid, or said contract may be re-advertised. 4.1 COMPETITVE PROPOSALS The purpose of this method is to utilize as much as possible the procedures included under fonnal bidding, but it allows deviations where strict adherence would limit compensation ( such as surety requirements which might exclude small contractors) or prevent the timely delivery of needed goods or services. This method will generally be used for purchases of approximately $25,000 -$100,000. The award is made to the offeror whose proposal is most advantageous to the OTCHRA, with price and other factors ( as specified in the solicitation) considered. Whenever this method is used, the Purchasing Agent will report the results to the Board of Commissioners. Care shall be exercised to use as many of the procedures of fonnal bidding as possible and in all cases the public opening and reading of bids shall be used. For Public Housing projects/contracts this method is generally preferred when procuring professional services because it allows for the consideration of technical quality o_r other factors (in addition to price) for securing services estimated to cost more than the Federal small purchase threshold of $100,000 or a lower threshold as established herein by the OTCHRA. 4.2 NONCOMPETITIVE PROPSALS Procurement through noncompetitive proposals is procurement through solicitation of a proposal from only one source, or after solicitation of a number of sources, competition is detennined inadequate. H:\users\Agency Plan\Procurement Policy OTC 4-2-09.doc Page4 of 13 Procurement by noncompetitive proposals may be used only when the award of a contract is infeasible under small purchase procedures, sealed bids or competitive proposals and one of the following circumstances applies: 1. The item is available only from a singles source; 2. The public exigency or emergency for the requirement will not permit delay resulting from competitive solicitation; 3. The awarding agency authorizes noncompetitive proposals; or 4. After solicitation of a number of sources, competition is determined inadequate. Cost analysis, i.e., verifying the proposed data, the projections of the data, and the evaluation of the specific elements of costs and profits, is required. 4.3 VERBAL (INLCUDING TELEPHONE) QUOTES The purpose of this method is to provide an extremely expeditious method for receiving competitive prices for relatively inexpensive items, or establish a standard competitive price for small items that are frequently purchased. In this case, a quotation recap will be completed on which will be indicated the time and date of the contract and the name of the person requesting the quote. In addition, the name of the firm contacted and the name of the person responding will be noted as well as the quoted price if one is given. If the person is unable to unwilling to give a quote this should be noted in the form. All forms should then be made a record that will be maintained for 30 days after the annual audit. Purchasing from telephone vendors shall be discouraged. Complete written proposals may be expected before purchase. 4.4 CONTRACTUAL "CHANGE ORDERS" The contract cost, once established by the Board of Commissioners shall represent the maximum obligation to the OTCHRA. Any subsequent "Change Orders" which may affect the cost of said contractual obligations shall be reviewed by the architect, engineer or Executive Director. The Executive Director will determine if the change order can be made administratively or if Board of Commissioner approval will be required. In no event will payments in excess of the contract cost be made until such approval has been obtained. 4.5 COOPERATIVE PURCHASING: The OTCHRA may enter into State and local intergovernmental agreements to purchase or use common goods and services. The decision to use an intergovernmental agreement or conduct a direct procurement shall be based on economy and efficiency. If used, the intergovernmental agreement shall stipulate who is authorized to purchase on behalf of the participating parties and shall specify inspection, acceptance, termination, payment, and other relevant terms and conditions. H:\users\Agency Plan\Procurernent Policy OTC 4-2-09.doc Page5ofl3 4.6 CONTRACTOR QUAIFICATIONS AND DUTIES A. Contractor Responsibility: 1. Procurements shall be conducted only with responsible contractors, i.e., those who have the technical and financial competence to perform and who have a satisfactory record ofintegrity. 2. Before awarding a contract, the HRA shall review the proposed contractor's ability to perform the contract successfully, considering factors such as the contractor's integrity, including a review of the List of Parties Excluded from Federal Procurement and Non-procurement Programs established by the U.S. General Services Administration, compliance with public policy, record of past performance, including contacting previous clients of the contractor, such as other HRA's, and financial and technical resources. 3. If a prospective contractor is found to be non-responsible, a written determination of non-responsibility shall be prepared and included in the contract file, and the prospective contractor shall be advised of the reasons for the determination. B. Suspension and Debarment: Contracts shall not be awarded to debarred, suspended, or ineligible contractors. Contractors may be suspended, debarred, or determined ineligible by HUD in accordance with HUD Regulations 24 CFR Part 24 when necessary to protect the OTCHRA in its business dealings. 4.7 TYPES OF CONTRACTS, CLAUSES, AND CONTRACT ADMINISTRATION: A. Contract Types: ■ Any type of contract which is appropriate to the procurement and which will promote the best interests of the OTCHRA may be used, provided that the "cost plus a percentage of cost" and percentage of construction cost methods are prohibited. The following are the contract types that can be used at the Otter Tail County HRA. ■ 1. Firm fixed price; 2. Fixed price with economic price adjustment; 3. Fixed price incentive; 4. Firm fixed price, level of effort; 5. Cost reimbursement (no fee); 6. Cost sharing; 7. Cost plus fixed fee; 8. Cost plus incentive fee; 9. Cost plus award fee; I 0. Time and materials and labor-hour; 11. Requirements contract; 12. Indefinite quantity; H:\users\Agency Plan\Procurement Policy OTC 4-2-09.doc Page6 of 13 13. Definite quantity; 14. Basic ordering agreement (BOA) 15. Letter contract. Description of Contract Types can be.obtainedfrom the "Procurement Handbook/or Public & Indian Housing Authorities" (7460.8 appendix 20). • All procurements shall include the clauses and provisions necessary to define the rights and responsibilities ofthe parties. • A cost reimbursement contract shall not be used unless it is likely to be less costly or it.is impracticable to satisfy the HRA's needs othetwise, and the proposed contractor's accounting system is adequate to allocate costs in accordance with applicable cost principles. • A time and material contract may be used only if a written determination is made that no other contract type is suitable, and the contract includes a ceiling price that the Contractor exceeds at its own risk. B. Options for additional quantities or performances periods may be included in contracts, provided that: 1. the option is contained in the solicitation; 2. the option is a unilateral right of the OTCHRA; 3. the contract states a limit on the additional quantities and the overall term of the . contract; 4. the options are evaluated as part of the initial competition; 5. the contract states the period within which the options may be exercised; 6. the options may be exercised only at the price specified in or reasonably determinable from the contract; and 7. the options may be exercised only if determined to be more advantageous to the OTCHRA than conducting a new procurement. C. Contract Clauses: In addition to containing a clause identifying the contract type, all contracts shall include any clauses required by Federal statutes, executive orders, and their implementing regulations, as provided in 24 CFR 85.36(1), such as the following: 1. Termination for convenience, 2. Termination for default, 3. Equal Employment Opportunity, 4. Anti Kickback Act, 5. Davis BaconAct, 6. Contract Work Hours and Safety Standards Act, reporting requirements, 7. Patent rights, 8. Rights in data, 9. Examination of records by Comptroller General, retention of records for three (3) years after closeout, 10. Clean air and water, H:\users\Agency Plan\Procurement Policy OTC 4-2-09.doc Page 7 of 13 11. Energy efficiency standards, 12. Bid protests and contract claims, 13. Value engineering, and 14. Payment offundsto influence certain Federal transactions. D. Contract Administration: A contract administration system designed to insure that contractors perform in accordance with their contracts shall be maintained. The operational procedures shall contain guidelines for inspection of supplies, services, or construction, as well as monitoring contractor performance, status reporting on construction contracts, and similar matters. For cost reimbursement contracts with commercial firms, costs are allowable only to the extent that they are consistent with the cost principles in FAR Subpart 31.2. 4.8 SPECIFICATIONS: A. General: 1. All specifications shall be drafted so as to promote overall economy for the purposes intended and to encourage competition in satisfying the OTCHRA's needs. 2. Specifications shall be reviewed prior to solicitation to ensure that they are not unduly restrictive or represent unnecessary or duplicative items. Functional or performance specifications are preferred. 3. Detailed product specifications shall be avoided whenever possible. 4. Consideration shall be given to consolidating or breaking out procurements to obtain a more economical purchase (see 8 below). 5. For equipment purchases, a lease versus purchase analysis should be performed to determine the most economical form of procurement. B. Limitations: The following specification limitations shall be avoided: I. Geographic restrictions not mandated or encouraged by applicable Federal law, except for architect/engineer contracts which may include geographic location as a selection factor if adequate competition is available; 2. Brand name specifications (unless the specifications list the minimum essential characteristics and standards to which the item must conform to satisfy its intended use). 3. Nothing in this procurement policy shall preempt any State licensing laws. Specifications shall be reviewed to ensure that organizational conflicts of interest do not occur. 4.9 APPEALS AND REMEDIES H:\users\Agency Plan\Frocurement Policy OTC 4-2-09.doc Pages of13 A. General: It is the OTCHRA' s policy to resolve all contractual issues informally, at the HRA level, without litigation. Disputes shall not be referred to HUD until all administrative remedies have been exhausted at the OTCHRA level. When appropriate, the HRA may consider the use of informal discussions between the parties by individuals who did not participate substantially in the matter in dispute, to help resolve the differences. HUD will only review protests in cases of violations of Federal law or regulations and failure of the OTCHRA to review a complaint or protest. B: Bid· Protests: Any actual or prospective contractor may protest the solicitation or award of a contract for serious violations of the principles of this Statement. Any protest against a solicitation must be received before the due date for receipt of bids or proposals, and any protest against the award of a contract must be received within ten (10) calendar days after contract award, or the protest will not be considered. All bid protests shall be in writing, submitted to the Purchasing Agent or designee, who shall issue a written decision of the matter. The Purchasing Agent may, at his or her discretion, suspend the procurement pending resolution of the protest, if warranted by the facts presented. C. Contract Claims: All claims of a contractor relating to performance of a contract shall be submitted in writing to the Purchasing Agent or designee for a written .decision. The contractor may request a conference on the claim. The Purchasing Agent's decision shall inform the contractor of its appeal rights to the Board of Commissioners of the Otter Tail County Housing and Redevelopment Authority. 5.0 ASSISTANCE TO SMALL AND OTHER BUSINESSES A. Required Efforts: I. Consistent with Presidential Executive Orders 11625, 12138, and 12432, and Section 3 of the HUD Act of 1968, the HRA shall make efforts to ensure that small and minority owned businesses, women's business enterprises, labor surplus area businesses, and individuals or firms located in .or owned in substantial part by persons residing in the area of a OTCHRA project are used when possible. Such efforts shall include, but shall not be limited to: a. Including such firms, when qualified, on solicitation mailing lists; b. Encouraging their participation through direct solicitation of bids or proposals whenever they are potential sources; c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms; d. Establishing delivery schedules, where the requirement permits, which encourage participation by such firms; e. Using the services and assistance of the Small Business Administration, and the Minority Business Development Agency of the Department of Commerce; H:\users\Agency Plan\Procurement Policy OTC 4•2-09.doc Page 9 of 13 2. 5.1 A. B. C. f. Including in contracts a clause requiring contractors, to the greatest extent feasible, to provide opportunities for training and employment for lower income residents of the project area and to award subcontractors for work in connection with the project to business concerns which are located in, or owned in substantial part by persons residing in the area of the project, as described in 24 CPR 135 g. Requiring prime contractors, when subcontracting is anticipated, to take the positive steps listed in A(l)(a) through A(l)(.t) above. Goals may be established by the HRA periodically for participation by small businesses, minority owned businesses, women's business enterprises, labor surplus area businesses, and business concerns which are located in, or owned in substantial part by persons residing in the area of the project, in the OTCHRA's prime contracts and subcontracting opportunities. ETIDCS IN PUBLIC CONTRACTING General: The OTCHRA shall adhere to the code of conduct, consistent with applicable Minnesota State Statues Section 471.345. Conflict of Interest: No employee, officer, or agent of the HRA shall participate directly or indirectly in the selection or in the award or administration of any contract if a conflict, real or apparent, would be involved. Such conflict would arise when a financial or other interest in a firm selected for award is held by: 1. An employee, officer, or agent involved in making the award; 2. His/her relative, i.e., father, mother, son, daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father in law, mother in law, son in law, daughter-in-law, brother in law, sister in law, stepfather, stepmother, stepson, step-daughter, step-brother, step-sister, half brother, or half sister; 3. His/her partner; or 4. An organization which employs, is negotiating to employ, or has an arrangement concerning prospective employment of any of the above. Gratuities. Kickbacks. and Use of Confidential Information: HRA officers, employees or agents shall not solicit or accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to subcontracts, and shall not knowingly use confidential information for actual or anticipated personal gain. D. Prohibition against Contingent Fees: Contractors shall not retain a person to solicit or secure a HRA contract for a commission, percentage, brokerage, or contingent fee, except for a bona fide employees or bona fide established commercial selling agencies. H:\users\Agency Plan\Procurement Policy OTC 4-2-09.doc Page 10 of13 GLOSSARY OF TERMS Acquisition: The process of obtaining supplies, services or construction through purchase, lease or grants. The process .includes the establishment of needs, description o.frequirements, selection of method of procurement, selection of sources, solicitation of offers, awards of contract, financing and contract administration; Advertise: To make a public announcement or legal notice of forthcoming solicitation with the aim of increasing the response and enlarging the competition, often required by law. Advertising: The act of preparing and distributing advertisements which call attention to a contemplated public purchase or sale. Agreement: 1.) A duly executed and legally binding contract. 2.) The act of agreeing. 3.) A consensus of two or more minds in respect of anything done or to be done. Award: The presentation, after careful consideration, of a purchase agreement or contract to the selected bidder or offeror. Best Value: An assessment of the return which can be achieved based on the total life cycle cost of the item; can include an assessment of functionality of the item; can use cost/benefit analysis to define the best combinations of quality, services, time and cost considerations over the useful life of the acquired item. Bid: An offer submitted by a prospective vendor in response to an invitation for bid issued by a purchasing authority; becomes a contract upon acceptance by the buyer. Compare with proposal. Bid Analysis: Analysis of the provisions of a bid or offer, usually for the purpose of comparing the strengths and weaknesses of the bids received based on the requirements and criteria set forth in the invitation for bids. Bid Bond: An insurance agreement accompanied by a monetary commitment by which a third party (the surety) accepts liability and guarantees that the bidder will not withdraw the bid; the bidder will furnish bonds, as required; and if the contract is awarded to the bonded (insured) bidder, the bidder will accept the contract as bid or else the surety will pay a specific amount. Also, bid guarantee. Bid Deposit: A sum of money or a bond issued by a surety and deposited with a procurement activity guaranteeing the bidder will not withdraw the bid for a specified period of time; will furnish bonds as required; and wiU accept a contract, if awarded; or forfeit the deposit. Bidder: One who submits a response to an invitation for bid. Compare with offeror. Bid Opening: The formal process in which sealed bids are opened, usually in the presence of one or more witnesses, at the time and place specified in the invitation for bids. The amount of each bid is recorded and bids are made available for public inspection. H:\users\Agency Plan\Procurement Policy OTC 4-2--09.doc • Page 11 of 13 Bond 1.) A fonn of financial protection against damages. 2.) A binding agreement executed by a bidder or vendor and another party (the surety) to guarantee the perfonnance of certain obligations or duties to the purchaser. Centralized Purchasing: A system of purchasing in.which a separate individual or department within an organization has the authority to make some or all the purchases for an organization. Certified Check: A check whose value is guaranteed by the bank upon which the check is drawn. Change Order: A written alteration to a contract or purchase order, signed by the purchasing agent, in accordance with the tenns of the contract unilaterally directing the contractor to make changes. Competitive Bid Solicitation: Solicitation of two or more qualified sources by invitation or public notice for the same requirement. Competitive Sealed Bidding: Preferred method for acquiring goods, services and construction for public use in which award is made to the lowest responsive and responsible bidder, based solely on the response to the criteria set forth in the invitation for bids; does not include discussions or negotiations with bidders. Also called formal bid or formal advertisement bid. Contract: 1.) A legally binding promise, enforceable by law. 2.) An agreement between parties, with binding legal and moral force, usually exchanging goods or services for money or other consideration. 3.) All types of agreements regardless of what they may be called, for the procurement or disposal of supplies, services or construction. Contractor: Any individual or business having a contract with the governmental body to furnish goods, services or construction for a certain price. Emergency Purchase: A purchase made to alleviate a situation in which there is a threat to health, welfare or safety under certain conditions defined as an emergency by the jurisdiction that does not allow time for nonnal, competitive purchasing. Formal Bid: A bid which must be submitted in a sealed envelope and in conference with a prescribed fonnat to be opened in public at a specified time. Informal Bid: A competitive bid or price quotation for supplies or services that is conveyed by letter, telephone or other means and does not require a sealed bid, public opening or public reading of bids. Informality: A minor or immaterial defect in a bid that is a matter of fonn rather than of substance; a variation of a bid or proposal from the exact requirements of the bid or RFP, which can be corrected or waived without being prejudicial to other schedule for the goods, services or construction being produced. Invitation for Bids (IFB): A formal request to prospective vendors soliciting price quotations or bids; contains or incorporates by reference the specifications or scope of work and all contractual tenns and conditions. H:\users\Agency Plan\Procurement Policy OTC 4-2--09.doc Pagel2of13 Letter of Credit: 1.) A document issued by a bankauthorizing the bearer to draw a specified amount from the bank or its agents. 2.) A letter or similar statement extending credit up to a given amount at certain affiliated banks for a person who had paid or guaranteed that amount to the issuing bank; may be considered in lieu ofa performance bond. Negotiation: 1.) A bargaining process between two or more parties, each with its own viewpoints and objectives, seeking to reach a mutually satisfactory agreement on, or settlement of, a matter of common concern. 2.) Contracting through the use of proposals and discussions or any contract awarded without the use of sealed bidding. Non-Responsible Bid: A bid from a vendor who does not have the capability to perform fully, the contract requirements, or who does not have the integrity and reliability to assure performance. Non-Responsive Bid: A bid that does not conform to the mandatory or essential requirements of the invitation for bid. Payment Bond: A bond which assures payments as required by law to all persons supplying labor or material for the completion of work under the contract. (Also called labor and material bond.) Performance Bond:-A bond executed subsequent to award by a successful bidder to protect the buyer from loss due to the bidder's inability to complete the contract as agreed; secures the fulfillment of all contract requirements. Quotation: A statement of price, terms of sale and description of goods or services offered by a vendor to a prospective purchaser; may be non-binding if solicited to obtain market infonnation for planning. Request for Proposals (RFP): All documents, whether attached or incorporated by reference, utilized for soliciting competitive proposals. Request for Quotations (RFQ): An information solicitation or request for information, where oral .or written quotes are obtained from vendors, without formal advertising or receipt of sealed bids. Used only where statutes do not require formal sealed bids, such as small or emergency purchases but price competition is desired. Sealed Bid: A bid submitted in response to an invitation for bid. Bid is submitted in a sealed envelope to prevent dissemination of its contents before the deadline for the submission of all bids. Specification: Description of the physical or functional characteristic, or of the nature ofa supply, service or construction item; the requirements to be satisfied by a product, material or process, indicating if appropriate, the procedures to determine whether the requirements are satisfied. H:\users\Agency Plan\Procurement Policy OTC 4-2-09.doc Page 13 ofl3 Program MHFA Deferred Loans -Phase XIV Community Fix-Up Fund Rental Rehab -2008 Program HRA Revolving Rent Rehab Loan Program OTC Tax Levy -Homeowner (2009) OTC Tax Levy -Rental (2009) SCDP: Urbank (18 homes) 2009 SCDP Application SCDP: Pelican Rapids (20 homes) SCDP: Pelican Rapids (16,commercial) SCDP: Pelican Rapids (11 rental) Otter Tail County HRA Rehabilitation Projects Update April 9, 2009 Withdrawn/ Applications Ineligible In Process 35 4 2 2 I I Rehab Inspected Bidding In Complete Progress 29 0 7 23 I I 0 0 2 Perham tri-plex project is closed out. 8 units in Henning in progress. Have 1 application for 2009 funds. 18 I 0 17 0 I 16 4 0 3 2 0 2 0 2 0 0 2 0 0 2 20 0 0 20 0 0 20 Parkers Prairie/Deer Creek Full Application -expect to know their decision sometime in April. 30 IO 2 19 0 2 16 20 I 0 19 2 7 IO 12 0 2 IO I 3 6 MHFA Deferred Loan Program (Phase XIV) Committed As of: 4/8/2009 % of Regional Loan Admin, Total Overall Total Allocation $ 739,291.00 1 20,000.00 1,600.00 21,600.00 21,600.00 3% 2 16,143.00 1,600.00 17,743.00 39,343.00 5% 3 20,000.00 1,600.00 21,600.00 60,943.00 8% 4 3,800.00 532.00 4,332.00 65,275.00 9% 5 20,000.00 1,600.00 21,600.00 86,875.00 12% 6 20,000.00 1,600.00 21,600.00 108,475.00 15% 7 2,168.16 303.54 2,471.70 110,946.70 15% 8 13,086.00 1,600.00 14,686.00 125,632.70 17% 9 15,962.00 1,600.00 17,5E12.oo 143,194.70 19% 10 10,349.37 1,448.91 11,798.28 154,992.98 21% 11 20,000.00 1,600.00 21,600.00 176,592.98 24% 12 12,496.55 1,600.00 14,096.55 190,689.53 26% 13 19,225.62 1,600.00 20,825.62 211,515.15 29% 14 8,621.88 1,207.06 9,828.94 221,344.09 30% 15 12,000.00 1,600.00 13,600.00 234,944.09 32% 16 15,000.00 1,600.00 16,600.00 251,544.09 34% 17 7,283.93 1,019.75 8,303.68 259,847.77 35% 18 20,000.00 1,600.00 21,600.00 281,447.77 38% 19 15,000.00 1,600.00 16,600.00 298,047.77 40% 20 20,000.00 1,600.00 21,600.00 319,647.77 43% 21 16,626.25 1,600.00 18,226.25 337,874.02 46% 22 11,175.00 1,564.50 12,739.50 350,613.52 47% 23 16,550.90 1,600.00 18,150.90 368,764.42 50% 24 20,000.00 1,600.00 21,600.00 390,364.42 53% 25 15,005.00 1,600.00 16,605.00 26 11,316.46 1,584.30 12,900.76 27 17,582.07 1,600.00 19,182.07 28 20,000.00 1,600.00 21,600.00 29 19,375.38 1,600.00 20,975.38 438,767.57 42,860.07 481,627.64 Otter Tail County Public Housing -Family Units Report 13 Family Units As of February 28, 2009 Rents Payable Rents Collected • Rents Collected -prepaid in January • Pre-Paid Rent Late Rents Outstandina Late Fees Charaed Late Fees Collected Late Fees Outstandina Other CharQes OutstandinQ Security Deposits Collected ELI Percentaae Bad Debt Collected (Revenue Recapture) Vacancies: 3 Bedroom Unit in Underwood Lease signed 3/2109 Waiting List 2 BR 3BR 4BR $ 1,930.00 $ 2,213.22 $ 890.00 $ 1,173.22 $ - $ - $ - $ - $ 49.29 $ - 0% $ 67.56 18 16 3 Otter Tail County Public Housing -Family Units Report 13 Family Units As of March 31, 2009 Rents Pavable $ 1,947.00 Rents C.ollected $ 1,908.00 • Rents Collected -prepaid in February $ 1,173.22 • Pre-Paid Rent $ 1,134.22 Late Rents Outstandina .$ - Late Fees Charaed $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstandina $ - Other Charaes Outstandina $ 60.71 Securitv Deposits Collected $ 500.00 ELI Percentaae 0% Bad Debt Collected (Revenue Recapture) $ - Vacancies: None Waiting List 2 BR 22 3 BR 18 4 BR 3 Otter Tail County Public Housing April 9, 2009 ACOP Changes: 8.4 GROUNDS FOR DENLAL The Otter Tail County Housing Authority is not required or obligated to assist applicants who: R. I. Denied for Life: Has a lifetime registration under a State sex offender registration program . . No household with an individual registered under a State sex offender registration will be admitted to public housing during the registration eriod. 10.5 OFFER OF A UNIT The Otter Tail County Housing Authority will process multiple applications for an available unit. The available unit will be offered to the most qualified aJ2.Plicant (i.e. when the a plicant was determined eligible, credit reference results, occupancy date, etc.). 11.2 ANNUAL INCOME H.14. Amounts specifically excluded by any other Federal statute from consideration as income fo r purposes of determining eligibility or benefits. These exclusions include: l. The $600 transitional assistanee subsidy, for applieants and tenants enrolled in the Medieare Transitional assistanee program, effeeti ve the date of reeeiving the benefits and any negotiated drug discounts reeeived pursuant to the Medicare prescription drug discount card. Tl~is expires . . 12.1 ACCEPTABLE METHODS OF VERIFICATIO Age, relationship, U.S. citizenship, and Social Security numbers will generally be verifi ed with documentation provided by the family. For citizenship, the family's certification will be acce ted. {Or f@r eiti~e11oruf! oeeu111e11t8tie11 oueh 8B liote€1 belew ,.,ill be required.) Verifie8liell ef tkeoe ile1¥1B will i11elu€1e f!hilt@eepies ef the Seei81 Se0uril)' ll8r€1o 81\€1 elhilr €1e0u111iltHo prnBil11t0€1 by th0 tttmily, drn lNS SAVE 8ppreval 0e€1e, 81l8 f@r1l!o sigttild by lhil family. For immigrants, families will be required to provide copies of TNS cards for each househo ld member born outside of the nited States. Eli gible immigration status is then verified through Department o f Homeland Security/INS. 18.0 Pet Policy 18.1 EXCLUSIONS This policy does not apply to service animals, suppo11 animals, assistance animals, or therngy animals tha t are used to assist persons with disabilities. Asoio1a110e hese animals are allowed in all public housing facilities with no restrictions other than those imposed on all tenants to maintain their units and associated facilities in a decent, safe, and sanitary manner and to refrain from disturbing their neighbors. The person requesting this exclusion to the Pet Policy of #ti-s-' J-{ousing Authority must have a disability and the accommodation must be necessary to afford the person with a disability an equal opportunity to use and enjoy a dwelling. To show that a requested accommodation may be necessary, there must be an identification relationship, or nexus, between the requested accommodation and the person's disability. The Otter Tail County Housing Authority will verify the existence of the d isability, and the need for the accommodation -if either is not readily apparent. Accordingly, persons who are seeking a reasonable accommodation for an emotional support animal will be required to provide documentation from a hysician, psychiatrist, socia l worker, or other mental health rofessiona~ 0~ that the animal provides su ort that alleviates at least one of the identified symptoms,,of effects of the existing disabil ity. In addition, the Otter Tail County Housing Authority is not required to provide any reasonable accommodation that would pose a direct threat to the health or safety of others. Thus, if the particular animal requested by the individual with a disability has a history of dangerous behavior, we will not accept the animal into our housing. Moreover, we are not required to make a reasonable accommodation if the presence of the assistance animal would (I) result in substantia l physical damage to the property of others unless the threat can be eliminated or significantly reduced by a reasonable accommodation; (2) pose an undue financial and administrative burden; or 3) fundamentally alter the nature of the provider's operations. 18.6 PET DEPOSIT A pet deposit of $300 is required at the time of registering a pet. The deposit is refundable when th@ the family vacates the unit, less any amounts owed due to damage beyond normal wear and tear. Resident's liability for damages caused by his/her pet is not limited to the amount of the pet deposit. With the approval of the Landlord, the Pet Deposit may be made in up to three monthly payments to be paid in full by the th ird rental payment. 20.5 GRIEVANCE PROCEDURE 3.0 4.1 PROC~DUR~5 PRIOR TO A H~ARING INFORMAL SETTLEMENT OF GRIEVANCE Any grievance slrnll @@ gi ·@n ifl wrili,~g must rom tly be personally presented verbally or in writing within 5 business days of the date of the notice, to the OTTER TAIL COUNTY Housing Authority office or to the office of the development in which the resident resides so that the grievance may be di scussed informally and settled without a hearing. A summary of such discussion shall be prepared wit hin fotut@tm () 4) @ol@ndor fi ve (5) business days and one copy shall be given to the resident and one retained in the Authority's resident file. The summary shall specify the names of the participants, dates of the meeting, the nature of the proposed disposition of the complaint and the specific reasons therefore, and shall specify the procedures by which a hearing under these procedures may be obtained if the resident is not satisfied. REQUEST FOR HEARfNG The resident shall submit a written request for a heari ng to the Authority or the development office within t@n (lQ,} @ol@fldor five 5) business days from the date of the mailing of the summary of the discussion pursuant to section 3.0. The written request shall specify: GLOSSARY Bifurcate: to divide a lease as a matter of law such that certain tenants can be evicted or removed while the remaining fam ily members' lease and occupancy rights are allowed to remain intact. Lease Changes: Attachment B House Rules: 17. . .. A pet deposit of $300.00 will be required on dogs and cats any: e .... Proposed lease changes effective July 1, 2009 for current residents and immediately for any new admissions. Proposed changes in the ACOP effective immediately. Otter Tail County Public Housing Resident Referral Program Policy Otter Tail County HRA ( owner) is pleased to offer a Resident Referral Program (the Program). For each Successful Referral (as defined below), Owner will pay the Referring Resident (defined below) a Referral Fee, subject to the terms and conditions set forth below. 1. DEFINITIONS a. Eligible Resident: Any adult resident of an Otter Tail County Public Housing unit who (i) signs a lease with Owner or representative, (ii) signs the written acknowledgement, copy of which is hereto attached (Attachment A), and (iii) is not disqualified from participating in the Program under the terms of Section 3 hereof. b. New Resident: Any person who leases and moves into a currently vacant public housing unit, pays one (1) month's rent and lives for at least one full month in an Otter Tail County Public Housing unit as a result of a Successful Referral. Any person who joins an existing household does not qualify. c. Referring Resident: An Eligible Resident whose name is given by New Resident in writing to Owner's Housing Manager in writing prior to signing the Public Housing Lease. d. Successful Referral: A transaction between Owner and a person referred to Owner's public housing unit by an Eligible Resident in which (i) such person meets Owner's qualifying standards; (ii) such person signs a lease to rent owner's public housing unit; (iii) such person pays one (1) month's rent to Owner; (iv) such person lives in the unit for at least one month; and (v) such person provides Owner's Housing Manager the name of an Eligible Resident in writing on the form presented during the qualification process. e. Referral Fee: A check in the amount of$100.00 issued to Referring Resident. 2. VERIFICATION REQUIRED Owner will only pay a Referral Fee to the Eligible Resident if the New Resident informs Owner's Housing Manager of the Referring Resident in writing prior to signing the lease. 3. DISQUALIFICATION OF RESIDENTS Persons cease to qualify as Eligible Residents and cannot earn Referral Fee from Owner when arty of the following occur: a. The Referring Resident is in default of any provision in his or her lease as of the effective date of the New Resident's lease; b. The Referring Resident moves out of Owner's public housing unit prior to the completion of a Successful Referral. c. The Referring Resident violates federal, state, or local laws; d. The Referring Resident violates fair housing laws, in the process of making a referral; e. Owner announces that it is terminating the Program in accordance with Section 4 hereof. I\ 4. OWNER'S RIGHT TO TERMINATE THE PROGRAM Owner reserves the right to suspend or tenninate the Program at any time upon 24-hour notice. Such notification shall take the fonn of a written announcement mailed to each Head of Household. 5. PROMISE TO PAY REFERRAL FEE FOR SUCCESSFUL REFERRALS Owner promises to pay Referring Resident a Referral Fee if all conditions stated in Resident Referral Program Policy have been met. The Referral Fee will be sent directly to the Referring Resident at the address provided on Attachment A after all conditions have been met. 6. RIGHT TO ADJUST REFERRAL FEE Owner reserves the right to change the Referral Fee at any time without notice. Owner will notify each Head of Household by mail. The amount paid for Successful Referrals is that amount in effect on the day a New Resident signs a lease. 7. REFERRING RESIDENTS ARE INDEPENDENT CONTRACTORS Referring Residents are independent contractors, not employees of Owner. Owner has no obligation to Referring Residents, and Referring Residents are responsible for reporting and paying all federal, state, and local income, self-employment, unemployment, and other taxes which may be due and owing on Referral Fee they earn under the Program. 8. RESOLUTION OF DISPUTES Disputes will be resolved with an Informal Review conducted by any person designated by Owner, other than a person who made or approved the decision under review or subordinate of this person. 9. RESIDENTS' PROMISE TO FOLLOW FAIR HOUSING LAW Resident acknowledges that Owner complies with federal, state, and local fair housing laws and agree to seek referrals in a manner that does not discriminate against persons on the basis of race, color, religion, national origin, sex, handicap, or family status. Resident agrees that violation of the foregoing is cause for disqualification from the Program. Any referrals made as a result of such acts shall entitle residents to no Referral Fee, and if a Referral Fee has already been paid, oblige the resident to return such Referral Fee, with interest, to Owner. Resident's Intials ------- Resident's Intials ------- 10. ONLY OWNER CAN AMEND PROGRAM RULES. These are all the rules and regulations applicable to the Program. Owner may amend these rules in writing at any time, without notice to residents and without residents' consent. Attachment A I/We, ____________________ _, acknowledge receipt of a copy of the written rules governing Owner's Resident Referral Program I/We have read, understand, and agree to comply with all Resident Referral Program rules. Signature Date Signatnre Date Address: -------------------------- OTTER TAIL COUNTY HRA SECTION 8 PROGRAM STATISTICS REPORT FEBRUARY, 2009 LEASED lBR 2BR 139/140 65 41 AVERAGE HAP lBR $232X65X10 = 2 BR $291 X 41 X 10 = 3 BR $373 X23 X 10 = 4 BR $442 X 8 X 10 = 5BR $502X2X10 = HAP FUNDS NEEDED THRU 12/31/09: FEBRUARY HAP/URP: BUDGETED HAP FUNDS: YTD HAP/URP: BUDGETED HAP REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: FEBRUARY ADMIN: BUDGETED ADMIN: YTDADMIN: BUDGETED ADMIN REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: ELI: 80% FEBRUARY ACTIVITY ANNUALS INTERIMS MOVE INS MOVE OUTS TRANSFERS TOTAL ALL ACTIONS SHOP MODE: VOUCHERS OUTSTANDING: APPLICATIONS IN PROGRESS: WAITING LIST: IN-HOUSE TRANSFERS PENDING: PORTS OUT PENDING: PORTS IN PENDING: 10 2 5 5 1 23 1 0 0 135 1 0 0 3BR 23 $.150,800.00 $ 119,310.00 $ 85,790.00 $ 35,360.00 $ 10,040.00 $ 401,300.00 $ 40,479.00 $ 386,928.00 . $-80,068.00 $ 306,860.00 10 $ 30,686.00 $ 7,865.97 $ 72,144.00 $ -17,434.61 $ 54,709.00 10 $ 5,471.00 4BR 8 TOTALPUMs YTDPUMs PUMs REMAINING PORTS BILLED: 7 ($3,447.00) 5BR 2 1,680 277 1,403 -:--: .--7 l,\111<1 ! ·-;~ -~ -· OTTER TAIL COUNTY HRA SECTION 8 PROGRAM STATISTICS REPORT MARCH,2009 LEASED lBR 2BR 138/140 64 41 AVERAGE HAP 1 BR $233 X 64 X 9= 2 BR $286 X 41 X 9 = 3 BR $352 X 23 X 9 = 4 BR $409 X 8 X 9 = 5 BR $502 X 2 X 9 = HAP FUNDS NEEDED THRU 12/31/09: MARCH HAP/URP: BUDGETED HAP FUNDS: YTD HAP/URP: BUDGETED HAP REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: MARCH ADMIN: BUDGETED ADMIN: YTDADMIN: BUDGETED ADMIN REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: ELI: 80% MARCH ACTIVITY ANNUALS . INTERIMS MOVE INS MOVE OUTS TRANSFERS TOTAL ALL ACTIONS SHOP MODE: VOUCHERS OUTSTANDING: APPLICATIONS IN PROGRESS: WAITING LIST: IN-HOUSE TRANSFERS PENDING: PORTS OUT PENDING: PORTS IN PENDING: 7 7 0 2 0 16 0 0 0 147 1 0 0 3BR 23 $.134,208.00 $ 105,534.00 $ 72,864.00 $ 29,448.00 $ 9,036.00 $ 351,090.00 $ 39,049.00 $ 386,928.00 $-119,117 .00 $267,811.00 9 $ 29,757.00 $ 7,252.25 $ 72,144.00 $ -24,687 .00 $ 47,457.00 9 $ 5,273.00 4BR 8 TOTALPUMs YTDPUMs PUMs REMAINING PORTS BILLED: 8 ($4,245.00) 5BR 2 1,680 415 1,265 . --\ . ,.,_ ----! ·-•• J ' OTTER TAIL COUNTY SECTION ADMINISTRATION PLAN UPDATE -2010 3.0 ELIGIBILITY FOR ADMISSION 3.2 (G) An adult student under age 24, enrolled at an institution of higher learning, may be ineligible for Section 8 Housing Choice Vouchers based on the financial situation of the student's parents. The above restriction does not apply to a person with disabilities as such term is defined in section 3(b)(3)(E) of the 1937 ACT and who was receiving Section 8 assistance on November 20, 2005. 6.0 ASSIGNMENT OF BEDROOM SIZES (SUBSIDY STANDARDS) These standards are based on the assumption that each bedroom will accommodate no more than two (2) persons. In order to assist the family in finding qualified housing, the living room in any rental unit can be used as a sleeping area, as long as it meets HQS criteria for a bedroom. 8.0 PORT ABILITY 8.1 If a family has moved out of their assisted unit in violation of the lease, the Fergus Falls HA will not issue a voucher and wiJI terminate assistance in compliance with Section 17.0, Termination of the Lease and Contract. This will not apply if the family has complied with all program requirements and the family has moved out of the assisted dwelling unit in_ order to protect the health and safety of an individual who is or has been the victim of domestic violence, dating violence, or stalking and who reasonably believed he or she was imminently threatened by harm from further violence if he or she remained in the assisted dwelling unit. 8.1 Portability requests will be denied to higher costs areas (where the Receiving HA is unable to absorb) only if the portability action would cause the HA to be unable to avoid terminating the vouchers of current voucher participants during the affected calendar year. If a family is denied its portability request, no subsequent families will be admitted to the program until the HA has determined that sufficient funding exists to approve the move and has notified the family that the family may now exercise its move to the higher cost area. 8.4(B)(l) Change the first sentence of this section to substitute "ten (10) business days" for "fourteen (14) calendar days". 10.0 VERIFICATION 10.1 For immigrants, families will be required to provide copies of INS cards for each household member born outside of the United States. Eligible immigration status is then verified through Department of Homeland Security/INS. SECTION 8 AD MIN PLAN UPDATE -FY 2010 -PAGE 2 14.0 RECERTIFICATION 14.1.2 If the family fails to respond by the deadline date in the letter (within 10 working days) or fails to attend any scheduled interview, a second letter will be mailed. The second letter will remind the family that it is time for their annual recertificaton and another deadline date will be given (an additional fit£.@) working days) by which the family needs to respond. Addition to Glossary: Bifurcate: (with respect to a lease between landlord and Section 8 participant) To divide a lease as a matter of law such that certain tenants can be evicted or removed while the _remaining family members' lllase and occupancy rights are allowed to remain intact. HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 IFergllis Falls/Otter Tall Coul!'llty HlliA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com RiverviE!w Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: PROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HR.A Jeffrey Gaffaney, Executive Director June 11, 2009 Meeting to be Held Thursday, June 18th, 2009 at 10:00 a.m. at the HRA office, 1151 Friberg Ave., Fergus Falls, MN. 56537 Regular Minutes of April 9th, 2009 Meetings AGENDA /chairperson -Call Meeting to Order ✓. Approval of Minutes 3.vE -• ;tive Director ~ldministrative Expenses -April & May 2009 . Inve nt Listing C. C 1 Fund Bid Proposals 1. Installing Central A/C & Air Exchangers Re-roofing New York Mills 4-Bedroom Unit cal Audit Report, 12/31/08 09 Tax Levy Request to Otter Tail County Board HR.A Board Member Appointment 4. Re]'Abilitation Specialist -Dennis Christenson ¥ ,MHF A Update Bf ,0TC Tax Levy Update cY"JJrbank SCDP DIJl'arkers Prairie/Deer Creek SCDP E( 2010 SCDP Potential Application 5. R~. ilitation Assistant/Housing Manager -Sue Bjorklund & elican Rapids SCDP Public Housing Update 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! • ---''--"---'--"-'--'-' -'-'" -"-· ....c·'-· _. cc"·cc··....c·•~---'------;.;_• •:=-"-'-= Providing Housing Opportunities ------•· ----H:lusers\JEFF\Agenda.OTCHRA.doc .•• The Otter Tail County HRA Board of Commissioners met in a regular meeting on April 9, 2009 at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rochol1, Chairperson Robert Bigwood, Vice Chairperson Janice Palan, Secretary Art Schwartz Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Susan Bjorklund Dennis Christenson Vicki Scheer Mary Jo Schwarz Scott Rocholl, Chairperson opened the regular meeting. A motion was made and seconded to approve Jhe minutes from the February 3rd, 2009, meeting. Ml Robert Bigwood SI Art Schwartz Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of February and March, 2009. A motion was made and seconded to approve the expenses with the correction of changing the MN. Multi-Housing payment to $100. Ml Hazel Hovde SI Janice Palan The Investment Listing was reviewed. The only changes were the balances in the checking and savings accounts. Jeff presented Resolution No. 088 regarding the 2009 Stimulus Capital Funds. A motion was made and seconded with all ayes to approve Resolution No. 088. Ml Robert Bigwood SI Janice Palan The2009 MN Cities Participation Program has been put on hold due to the inability to sell the required bonds at the present time. Jeff has heard from Lucy Beckwe11 at HUD that the City Clerk in Henning will be taking over the administration of the Henning HRA to try and resolve the issues themselves instead of merging the public housing program into the Otter Tail County HRA. Auditors from Carlson Highland will be here starting Monday, April 13th for the fiscal audit. Jeff also presented proposed changes to the Procurement Policy. The sma11 purchases requirement was eliminated and the threshold revised. Any purchases over $100,000 must go through the public bidding process. Amotion was made and seconded to approve the changes as presented. Ml Robert Bigwood SI.Janice Palan Dennis Christenson, Rehab Specialist reported that there are 35 MHF A Deferred Loan Program Phase XN applications that have been taken, 4 were ineligible, 2 are in process, 29 have been inspected, 7 have 'rehab in progress and 23 are complete. Funds totaling $481,627.64 as of 4-8-09 have been committed for Otter Tail County using 53% of the regional a11ocation and including five others from the state wide pool of funds. H:\users\VICKI\2009 tninutes\minutes -etc apr 09.doc I I J There are 2 applications taken, 1 was ineligible, I in process, 1 is bidding and 1 has been inspected for the Community Fix-Up Fund Program. Two applications have been taken for the 2008 Rental Rehab Program. The Perham triplex is complete. Funds have been committed for 8 units in Henning and work is in progress. One application has been taken for 2009 funds. Eighteen HRA Revolving Rent Rehab applications have been taken. One has been withdrawn, 17 have been inspected, 1 has rehab in progress and 16 have been completed. With 2009 Otter Tail County Homeowner Tax Levy funding, 4 applications have been taken, 3 are in process, 2 have been inspected and 2 have rehab in progress. There are two applications for the Otter Tail County Tax Levy Rental Rehab Program, 2 have been inspected, and 2 are complete. Twenty applications have been taken with the Urbank Comprehensive Grant and 20 are completed. The sewer system hookups should begin this summer to close this program out. Dennis believes the Deer Creek/Parkers Prairie Small Cities full application has been funded though he has not been notified officially. Sue Bjorklund, Rehab Assistant reported that she has taken 30 applications for the Pelican Rapids SCDP for the Homeowner component. Ten have been withdrawn or were ineligible, 2 are in process, 19 have been inspected, 2 have work in progress and 16 are completed. Twenty applications have been taken, I is in process, 19 inspected, 2 are bidding, 7 have work in progress and 10 are complete for the commercial component. Twelve applications have been taken, 2 are in process, 10 have been inspected 1 is in the bidding process, 3 have rehab in progress and 6 are complete for the rental component. Sue Bjorklund, Housing Manager, reported that the February rents owed for the Otter Tail County family Public Housing units totaled $1,930.00, and $2,213.22 was collected.. Pre-paid rents of $890.00 were collected in January and pre-paid rents of $1,173.22 were collected for February. Other charges of $49.29 for work orders were outstanding. A revenue recapture payment of $67.56 was received. The extremely low-income percentage was 0% as no new tenants have been added. Eighteen applicants were on the 2-bedroom public housing waiting list, 16 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list. There was one vacancy that signed a lease on March 2nd, 2009. The March rents owed totaled $1,947.00 and $1,908.00 was collected including pre-paid rents of $1,173.22 in February and pre-paid rents for March of $1,134.22.00. Late fees of $25.00 were charged and collected. Other charges of $60. 71 for work orders were outstanding and a $500.00 security deposit was collected. ELI was still at 0%. Twenty-two applicants were on the 2-bedroom public housing waiting list, 18 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom list. There were no vacancies. Sue explained the Fergus Falls HRA updated the armual agency plan and to keep the plans consistent she is proposing the same changes be effective immediately for the Otter Tail County HRA agency plan as follows: H:\users\VICKI\2009 minutes\minutes -otc apr 09.doc 2 Adding to Grounds for Denial: No household with an individual registered under a State sex offender registration will be admitted to public housing during the registration period. Adding to Offer of a unit: The Otter Tail County Housing Authority will process multiple applications for an available unit. The available unit will be offered to the most qualified applicant (i.e. when the applicant was determined eligible, credit reference results, occupancy date, etc.). Deleted wording under Annual Income, changed wording under Acceptable Methods of Verification to read: "For immigrants, families will be required to provide copies of INS cards for each household member born outside of the United States. Eligible immigration status is then verified through Department of Homeland Security/INS." Changed Pet Policy to read as follows: This policy does not apply to service animals, support animals assistance animals, or therapy animals that are used to assist persons with disabilities. These animals are allowed in all public housing facilities with no restrictions other than those imposed on all tenants to maintain their units and associated facilities in a decent, safe, and sanitary manner and to refrain from disturbing their neighbors. The person requesting this exclusion to the Pet Policy of this Housing Authority must have a disability and the accommodation must be necessary to afford the person with a disability an equal opportunity to use and enjoy a dwelling. To show that a requested accommodation may be necessary, there must be an identification relationship, or nexus, between the requested accommodation and the person's disability. The Fergus Falls Housing Authority will verify the existence of the disability, and the need for the accommodation -if either is not readily apparent. Accordingly, persons who are seeking a reasonable accommodation for an emotional support animal will be required to provide documentation from a physician, psychiatrist, social worker, or other mental health professional that the animal provides support that alleviates at least one of the identified symptoms of effects ofthe existing disability. In addition, the Fergus Falls Housing Authority is not required to provide any reasonable accommodation that would pose a direct threat to the health or safety of others. Thus, if the particular animal requested by the individual with a disability has a history of dangerous behavior, we will not accept.the animal into our housing. Moreover, we are not required to make a reasonable accommodation if the presence of the assistance animal would (1) result in substantial physical damage to the property of others unless the threat can be eliminated or significantly reduced by a reasonable accommodation; (2) pose an undue financial and administrative burden; or (3) fundamentally alter the nature of the provider's operations. Clarified wording under Pet Policy and changed time limit for the HRA to respond and for a written request to been given to five days under Informal Settlement of Grievance. Changed location in Smoking Policy for Riverview Heights and added "Bifurcate" definition to glossary. Only one change was proposed to the Public Housing lease, deleting the words "dogs and cats" and requiring a pet deposit on any pet. This change to be effective July 1st, 2009 for current tenants and immediately for new admissions. A motion was made and seconded to approve the changes as presented. Ml Robert Bigwood S/ Hazel Hovde Sue also presented a "Resident Referral Program-Policy as an incentive to tenants to refer families to the HRA for public housing occupancy.. This will be mailed out to current tenants and added to the briefing H:\users\VICKI\2009 minutes\minutes -otc apr 09.doc 3 •• ,.I --: package for new admissions. A motion was made and seconded to approve the Resident Referral Program Policy. Ml Robert Bigwood SI Art Schwartz Mary Jo Schwarz, Housing Administration reported that there were 139 of 140 Otter Tail County Section 8 participants leased up for the month of February. The HAP payments were $40,479.00. The extremely low-income percentage was at 80%. The HRA was being billed for 7 ports. There were 135 families on the waiting list. For the month of March 2009 there were 138 of 140 Otter Tail County Section 8 participants leased up. The HAP payments were $39,049.00. The extremely low-income percentage was at 80%. The HRA was being billed for 8 ports. There were 147 families on the waiting list. Mary Jo also explained the Fergus Falls HRA updated the annual agency plan and to keep the plans consistent she is proposing the same changes be effective inunediately for the Otter Tail County HRA agency plan as follows: Added: "The above restriction does not apply to a person with disabilities as such term is defined in section . 3(b)(3)(E) of the 1937 ACT and who was receiving Section 8 assistance on November 20, 2005" to Eligibility for Admission Added: "In order to assist the family in finding qualified housing, the living room in any rental unit can be used as a sleeping area, as long as it meets HQS criteria for a bedroom" to Assignment of bedroom size. Added: "This will not apply if the family has complied with all program requirements and the family has moved out of the assisted dwelling unit in order to protect the health and safety of an individual who is or has been the victim of domestic violence, dating violence, or stalking and who reasonably believed he or she was imminently threatened by harm from further violence if he or she remained in the assisted dwelling unit. Portability requests will be denied to higher costs areas (where the Receiving HA is unable to absorb) only if the portability action would cause the HA to be unable to avoid terminating the vouchers of current voucher participants during the affected calendar year. If a family is denied its portability request, no subsequent families will be admitted to the program until the HA has determined that sufficient funding exists to approve the move and has notified the family that the family may now exercise its move to the higher cost area" to Portability. Changed to "ten (10) business days" instead of"fourteen (14) calendar days" in portability procedures. For inunigrants, families will be required to provide copies of INS cards for each household member born outside of the United States. Eligible immigration status is then verified through Department of Homeland Security/INS under verification process. Added the following to: Rent and Housing Assistance Payment: If a higher payment standard is needed as a reasonable accommodation, for a disabled person, the HA shall submit the following to HUD: 1. A statement from a health care provider regarding the nature of the disabled person's disability/ies and the features of the unit (which may include its location) which meet that person's needs. 2. The contract rent and utility allowance for the unit. H:\users\VICKI\2009 minutes\minutes -otc apr 09.doc 4 3. A statement from the agency that it has determined the rent for the unit is reasonable, and that the unit has the.feature/s required to meet the needs of the person with disabilities as noted in the statement from the health care provider. 4. The household's monthly adjusted income. 5. The FMR for the unit size for which the family is eligible. 6. Proposed effective date of the new lease or actual effective date of the lease renewal. Under "Recertification changed to five (5) working days to respond to second letter and added "Bifurcate" definition to glossary. A motion was made and seconded to approve all changes as presented Ml Robert Bigwood SI Art Schwartz There being no further business, a motion was made and seconded to adjourn. Ml Art Schwartz S/Robert Bigwood Janice Palan, Secretary Date H:\users\VICKI\2009 minutes\minutes -otc apr 09.doc 5 .. OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF April, 2009 Bank of the West -Office Rent '$ 450.00 City of Fergus Falls -Health Insurance $ 1,850.00 Principal Mutual Life Insurance -Retirement $ 950.00 Otter Tail Telcom $ 225.00 U.S. Postmaster $ 200.00 MN Benefit Association $ 400.00 AT & T Moblility $ 27.63 • Dennis Christenson -Mileage $ 745.80 Jeffrey Gaffaney-Mileage $ 77.90 Mary Jo Schwarz'-Mileage $ 104.50 Sue Bjorklund -Mileage $ 112.90 ScottRocholl -Per Diem $ 73.20 Janice Palan -Per Diem $ 109.50 Hazel Hovde -Per Diem $ 87.50 Art Schwartz -Per Diem $ 120.50 Robert Bigwood -Per Diem $ 60.00 Otter Tail Power $ 52.00 City of Henning $ 176.00 City New York Mills $ 224.54 City of Pelican Rapids $ 330.42 City of Underwood $ 87.00 New Horizons Ag Service $ 123.00 Culligan Water Company $ 33.02 Mark Gaworski -Accounting $ 2,000.00 MNNAHRO $ • 660.00 American Family Insurance $ 563.75 cAAsurety -IJ,,,,Jl.,.._., $ 175.00 Housing Data Systems / $ 75.00 Salaries $ 8,340.14 H:\usersltempory letters\OTC HRA EXPENSES6-15-09 April.xis OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF May, 2009 Bank of the West -Office Rent $ City of Fergus Falls -Health Insurance $ Principal Mutual Life Insurance -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ AT & T Moblility $ Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ Vicki Scheer-Mileage $ Shopping News $ City of Pelican Rapids $ City of New York Mills $ City of Henning $ City of Underwood $ Otter Tail Power Company $ CuJligan Water Company $ New Horizons Ag Service $ Pro Lawn $ American Family Insurance $ RTW, Inc. L,~,lu,,..._ (lo,,,,_)',.. $ Housing Data Systems $ a Salaries $ H:\usersltempory letters\OTC HRA EXPENSE:S6-15-09 May.xis 450.00 1,850.00 950.00 225.00 200.00 400.00 24.05 618.20 53.65 208.45 20.00 91.60 124.83 180.51 176.00 87.00 52.00 57.77 123.00 83.87 568.75 185.00 150.00 8,210.41 June 18, 2009 FINANCIAL INSTITUTION CERTIFICATES Security State Bank _!'.~i:ggs Falls SAVINGS ACCOUNTS Security State Bank Ferggs Falls Security State Bank Ferggs Falls CHECKING ACCOUNTS Section 8 Existing Public Housing MHF A-Loan Account Otter Tail County Tax Levy MHFA-HOME Account - • H:\users\JEFF\invest list etc.doc FUND Public Housing Section 8 Admin Reserve Public Housing Security Deoosits NOW Account NOW Account NOW Account NOW Account NOW Account OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market . $6,529.73 Certificate #210979 Weekly Money $8,190.01 Market Savings Commercial Money $7,007.69 Market $35,532.72 $3,489.79 $21,960.65 $53,390.31 $826.56 I.D. # 41-1518930 INTEREST 1 INTEREST PURCHASE MATURITY RATE PAID DATE DATE ! I 1.05% Maturity Renewed Automatic Deposit 03/19/09 09/19/09 ' .35% Monthly Account #9312-004634 .35% Monthly Account #9312015673 i [ l I i ' I l i ' ! ' ' HRA Office 1151 Friberg Ave Fergus falls MN 56537 218-739-3249 \~{ :_uL fer!lJllllS IFaills/Ot\l:ell" Ti!!i! County IHRA , : :,:i,~:::}~ Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 CONTRACTOR HVACBID Hanson $32,517.00 Esser $33,692.00 All Seasons $33,897.14 Bjorn's $47,000.00 Mike's $53,460.00 John's $55,685.00 RightWay $58,410.00 Ugstad $73,888.00 ~.it,_ G~ WIRING BID TOTAL ~VORERV $6,247.0068,764p HRV ~-f:.c._,,,. $6,247.00 $39,939.00 HRV t.(ort $6,247.00 Included Included Included Included Included $40,144.14 $47,000.00 $53,460.00 $55,685.00 $58,410.00 $73,888.00 HRV ERV • HRV ERV HRV RE~ROOFING BIDS-210 Larson Court, New York Mills Carl Crews Carpentry N'l'M Brian':Torgenson Construction Fr.:: H·\userslDENNISIBids-for:Af,H:92 doc• Providing Housing Opportunities $4,820.00 $5,006.00 OTTER TAIL COUNTY OFFICE OF THE COUNTY AUDITOR 510 Fir Ave W. E-Mail wstein@co.ottertail.mn.us Fax No. (218) 998-8042 January 6, 2009 www.co.otter-tail.mn. us Mr. Jeffrey Gaffaney, Executive Director Otter Tail County HRA 1151 Friberg Ave Fergus Falls, MN 56537 RE: 2009 Approved Property Tax Levy. Dear Mr. Gaffaney,. GOVERNMENT SERVICES CENTER FERGUS FALLS, MN 56537 Direct Line (218) 998-8041 Office Line (218) 998-8030 -County'.· .. On Tuesday, December 23, 2008, the Otter Tail County Board of Commissioners approved a Pay 2009 Net Property Tax Levy for the Otter Tail County Housing and Redevelopment Authority in the amount of $357,000.00. Should you have any questions and/or require any additional information please feel freeto contact me. Thank you very much. Sincerely, Wayne Stein County Auditor Otter Tail County HRA Fully Taxable Market Value (Pay 2008) JOBZ Taxable Market Value (Pay 2008) Total Fully Taxable and JOBZ Percentage Under MS 469.033 Subd 6 Maximum Allowable County Board Authorized (Pay 2008) Percent of Maximum Allowable Option 1 -Add 76,000 (280,000-204,000) Per Year 2009 201 0 2011 2012 2013 2014 2015 2016 2017 ·o nly $38,511 not to exceed allowable maximum. Assumptions - 1. The taxable value of the district does not change. ::ioo~ Aee(a,.,e.d. 6,434,106,300 2,032,800 6,436,139,100 0.0144% 926,511 -1' 280,000 30.22% 356,000 432,000 508,000 584,000 660,000 736,000 812,000 888,000 926,511 .2DO~ :2 0)0 Approv2--J ~~~~~ o.,/~~ /o .,0 /85,.o ~ '5S71coo 4/> Lj 14,,1 OCJ 0 2 0/t, 3S;t, Option 2 -Increase Percent of Maximum Allowable Line 15 by 5% a Year until Maximum Allowable is Reached 5.00% 2009 8C>5'e 35.22% 326,326 357,093 2010 3s-5-0 40.22% 372,651 41~/po'] 201 1 45.22% 418,977 2012 50.22% 465,302 2013 55.22% 511 ,628 2014 60.22% 557,953 2015 65.22% 604,279 2016 70.22% 650,605 2017 75.22% 696,930 2018 80.22% 743,256 2019 85.22% 789,581 2020 90.22% 835,907 2021 95.22% 882,232 2022 . 100.00% 926,520 "Only 4.78% -not to exceed allowable maximum 2010 PROPOSED TAX LEVY REQUEST 1. $ 10,000 -MHFA COMMUNITY FIX-UP FUND LOAN PROGRAM - Use levy funds·to write down interest rate 1 %. 2. $ 130,000 -SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION -In 2008 we used $114,517.00. To date (2009) we have used approximately $46,135.00 to supplement the Section Voucher program and general administration due to Federal legislative reductions. The requested funds will also allow us to pursue other critical housing initiatives within Otter Tail County. 3. $ 50,000-RENTAL REHAB LOAN PROGRAM -MHFA Rental Rehab Program is available only for multi -unit buildings. Using Tax Levy funds to assist owners of smaller properties. 4. $156,000 -OWNER OCCUPIED REHAB LOANS -Use funds to do emergency type loans due to lack ofMHFA funds. 5. $ 25,000 -SMALL CITIES DEVELOPMENT GRANTS -Used 2008 Tax Levy funds to write application for Parkers Prairie and Deer Creek. Application for $389,121.00 was funded. Using 2009 Tax levy to do two cooperative applications (Pelican Rapids, Erhard and two townships; New York Mills, Bluffton and two townships). Will submit application for additional funds for Parkers Prairie and Deer Creek in 2010. 6. $ 45,000 -LEVERAGE FOR OTHER PROGRAMS -Use Tax Levy funds to complete projects when MHFA and Small Cities funds are inadequate. Also, use Tax Levy funds to provide small cities matching funds if homeowner is unable to secure other financing. $416,000 TOTAL REQUESTED FUNDS FOR FISCAL YEAR 2010 H:\users\ternpory letters\2010 PROPOSED TAX LEVY REQUEST.doc OTTER TAIL COUNTY OFFICE OF THE COUNTY AUDITOR 510 Fir Ave W. E-Mail wstein@co.ottertail.mn.us Fax No. (218) 998-8042 January 6, 2009 www.co.otter-tail.mn.us Mr. Jeffrey Gaffaney,. Executive Director Otter Tail County HRA 1151 Friberg Ave Fergus Falls, MN 56537 RE: 2009 Approved Property Tax Levy. Dear Mr. Gaffaney, GOVERNMENT SERVICES CENTER FERGUS FALLS, MN 56537 Direct Line (218) 998-8041 Office Line (218) 998-8030 ID) ~-t~~~·□-: t~~AN B 2~09·1101 Fergus Fai.c:·, ----~~ Fi Corn, , -~· ; On Tuesday, December 23, 2008, the Otter Tail County Board of Cornmissioners approved a Pay 2009 Net Property Tax Levy for the Otter Tail County Housing and Redevelopment Authority in the amount of $357,000.00. Should you have any questions and/or require any additional information please feel free to contact me. Thank you very much. Sincerely, Wayne Stein County Auditor Otter Tail County HRA Fully Taxable Market Value (Pay 2008) JOBZ Taxable Market Value (Pay 2008) Total Fully Taxable and JOBZ Percentage Under MS 469.033 Subd 6 Maximum Allowable County Board Authorized (Pay 2008) Percent of Maximum Allowable Option 1 -Add 76,000 (280,000-204,000) Per Year 2009 2010 2011 2012 2013 2014 2015 2016 2017 •Only $38,511 not to exceed allowable maximum Assumptions - 1. The taxable value of the district does not change. :ici,<( AePl'c'"~a 6,434,106,300 2,032,800 6,436,1 39,100 0.0144% 926,511 41 280,000 30.22% 356,000 432,000 508,000 584,000 660,000 736,000 812,000 888,000 926,511 t. .2ve>~ :).Olb APfJ r o~ ~~~~~ D,il'~ /o .,. o I a-5",o :ff -:;s7,coo ~ L.\ l/.p100 C 30/c, 35if, Option 2 -Increase Percent of Maximum Allowable Line 15 by 5% a Year until Maximum Allowable is Reached 5.00% 2009 !JO~c 35.22% 326,326 357,093 2010 3S7.o 40.22% 372,651 41 ~ (po <j 2011 45.22% 418,977 2012 50.22% 465,302 2013 55.22% 511 ,628 2014 60.22% 557,953 2015 65.22% 604,279 2016 70.22% 650,605 2017 75.22% 696,930 2018 80.22% 743,256 2019 85.22% 789,581 2020 90.22% 835,907 2021 95.22% 882,232 2022 . 100.00% 926,520 ·only 4.78% -not to exceed allowable maximum 2010 PROPOSED TAX LEVY REQUEST 1. $ 10,000 -MHFA COMMUNITY FIX-UP FUND LOAN PROGRAM - Use levy funds to write down interest rate 1 %. I 2. $ lJ0;ooo -SECTION 8 VOUCHER PROGRAM & GENERAL !/4 ADMINISTRATION -ln.2008 we used $114,517.00. To date ~o IT-(2009) we have used approximately $46,135.00 to supplement the 1 ) Section Voucher program and general administration due to Federal legislative reductions. The requested funds will also allow us to pursue other critical housing initiatives within Otter Tail County. 3. $ 50,000-RENTAL REHAB LOAN PROGRAM -MHFA Rental Rehab Program is available only for multi -unit buildings. Using Tax Levy funds to assist owners of smaller properties. 4. $1~~000 -OWNER OCCUPIED REHAB LOANS -Use funds to do ~mergency type loans due to lack ofMHFA funds. J 1 0 5. $ 25,000-SMALL CITIES DEVELOPMENT GRANTS -Used 2008 ~ax Levy funds to write application for Parkers Prairie and Deer 'J 5; ,,,_---Creek. Application for $389,121.00 was funded. Using 2009 Tax levy to do two cooperative applications (Pelican Rapids, Erhard and two townships; New York Mills, Bluffton and two townships). Will submit application for additional funds for Parkers Prairie and Deer Creek in 2010. 6. $ 45,000,-LEVERAGE FOR OTHER PROGRAMS -Use Tax Levy 87,, ~funds to complete projects when MHFA and Small Cities funds ~or· are inadeguat~. Also, use Tax Levy .funds to pr0V1de small c1t1es' , matching funds if homeowner is unable to secure other financing. $416,000 TOTAL REQUESTED FUNDS FOR FISCAL YEAR 2010 H:\users\tempory letters\2010 PROPOSED TAX LEVY REQUEST.doc Fergus Falls/Otteo-Tani Colllnty HM Housing & Redevelopment Authority HRA Office 1151 Friberg Ave Fergus falls MN 56537 218-739-3249 fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus falls MN 56537 218-739-9498 OTTER TAIL COUNTY HRA BOARD APPOINTMENTS NAME DATE OF ORIGINAL DATE OF DATE OF APPOINTMENT REAPPOINTMENT EXPIRATION Robert Bigwood 09/08 -8/2009 Janice Palau 03/78 8/05 8/2010 Hazel Hovde 10/97 8/06 8/2011 Art Schwartz 08/97 8/07 8/2012 Scott Rocholl 08/08 -8/2013 ... ____ H:\u~,,sl.lJ;.FF\l!QA@. AJ'J'..Q.!NTM]t/T~. OJ_G!JJ½.df!>roviding Housing Opportunities =-=· •=· =-============ Program MHF A Deferred Loans -Phase XIV Community Fix-Up Fund Rental Rehab -2008 Program HRA Revolving Rent Rehab Loan Program OTC Tax Levy-Homeowner (2009) OTC Tax Levy -Rental (2009) SCDP: Urbank (18 homes) SCDP: Parkers Prairiemeer Creek (16 homes) SCDP: PelicanRapids (20 homes) SCDP: Pelican Rapids (16 commercial) SCDP: Pelican Rapids (11 rental) Otter Tail County HRA Rehabilitation Projects Update June 18, 2009 Withdrawn/ In Applications Ineligible Process 35 4 0 2 1 1 Rehab Inspected Bidding In Progress 31 1 5 1 1 0 2 Perham tri-plex project'is closed out. 8 units in Henning nearing completion. 20 1 0 19 1 2 6 0 0 6 0 4 3 0 1 2 0 0 20 0 0 20 0 0 8 1 6 4 1 0 31 10 0 20 1 3 20 1 0 19 0 8 12 0 0 12 2 1 Complete 25 0 16 2 2 20 0 17 11 9 MHFA Deferred Loan Program (Phase XIV) Committed As of: 6/17/2009 % of Regional Loan Admin Total Overall Total Allocation $ 739,291.00 1 20,000.00 1,600.00 21,600.00 21,600.00 3% 2 16,143.00 1,600.00 17,743.00 39,343.00 5% 3 20,000.00 1,600.00 21,600.00 60,943.00 8% 4 3,800.00 532.00 4,332.00 65,275.00 9% 5 20,000.00 1,600.00 21,600.00 86,875.00 12% 6 20,000.00 1,600.00 21,600.00 108,475.00 15% 7 2,168.16 303.54 2,471.70 110,946.70 15% 8 13,086.00 1,600.00 14,686.00 125,632.70 17% 9 15,962.00 1,600.00 17,562.00 143,194.70 19% 10 10,349.37 1,448.91 11,798.28 154,992.98 21% 11 20,000.00 1,600.00 21,600.00 176,592.98 24% 12 12,496.55 1,600.00 14,096.55 190,689.53 26% 13 19,225.62 1,600.00 20,825.62 211,515.15 29% 14 8,621.88 1,207.06 9,828.94 221,344.09 30% 15 12,000.00 1,600.00 13,600.00 234,944.09 32% 16 15,000.00 1,600.00 16,600:00 251,544.09 34% 17 7,283.93 1,019.75 8,303.68 259,847.77 35% 18 20,000.00 1,600.00 21,600.00 281,447.77 38% 19 15,000.00 1,600.00 16,600.00 298,047.77 40% 20 20,000.00 1,600.00 21,600.00 319,647.77 43% 21 16,626.25 1,600.00 18,226.25 337,874.02 46% 22 11,175.00 1,564.50 12,739.50 350,613.52 47% 23 16,550.90 1,600.00 18,150.90 368,764.42 50% 24 20,000.00 1,600.00 21,600.00 390,364.42 53% 25 15,005.00 1,600.00 16,605.00 26 11,316.46 1,584.30 12,900.76 27 17,582.07 1,600.00 19,182.07 28 20,000.00 1,600.00 21,600.00 29 19,375.38 1,600.00 20,975.38 30 20,000.00 1,600.00 21,600.00 31 20,000.00 1,600.00 21,600.00 478,767.57 46,060.07 524,827.64 Otter Tail County Otter Tail County Public Housing -Family Units Report Public Housing -Family Units Report 13 Family Units 13 Family Units As of April 30, 2009 As of May 31, 2009 Rents Payable $ 2,350.00 Rents Payable $2,199.00 Rents Collected $ 2,308.00 Rents Collected $2,010.00 * Rents Collected -prepaid in March $ 1,027.22 • Rents Collected -prepaid in April $ 985.22 * Pre-Paid Rent for May $ 985.22 * Pre-Paid Rent for June $ 796.22 Late Rents Outstanding $ -Late Rents Outstanding $ - Late Fees Charged $ -Late Fees Charged $ 25.00 Late Fees Collected $ -Late Fees Collected $ 25.00 Late Fees Outstandinq $ -Late Fees Outstanding $ - Other Charges Outstanding $ 97.46 Other Charges Outstandinq $ 112.96 Security Deposits Collected $ -Security Deposits Collected $ - ELI Percentage 0% ELI Percentage 0% Bad Debt Collected (Revenue Recapture) $ 124.87 Bad Debt Collected (Revenue Recapture) $ - Vacancies: Vacancies: None 3 BR Henning vacant as of 6/5/09: Signed Lease 6/17/09 Waiting List Waiting List 2 BR 24 2 BR 21 3 BR 19 3 BR 20 4 BR 3 4 BR 3 '' OTTER TAIL COUNTY HRA SECTION 8 PROGRAM STATISTICS REPORT APRIL, 2009 LEASED lBR 2BR 129/140 62 38 AVERAGE HAP 1 BR $228 X 62 X 8= 2BR $282X38X8 = 3 BR $349 X20 X8 = 4BR $347X7X8 = 5 BR $502 X 2 X 8 = HAP FUNDS NEEDED THRU 12/31/09: APRIL HAP/URP: BUDGETED HAP FUNDS: YTD HAP/URP: BUDGETED HAP REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: APRIL ADMIN: BUDGETED ADMIN: YTDADMIN: BUDGETED ADMIN REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: ELI: 80% APRIL ACTIVITY ANNUALS INTERIMS MOVE INS MOVE OUTS TRANSFERS TOTAL ALL ACTIONS 3 11 0 5 0 19 SHOP MODE: 0 VOUCHERS OUTSTANDING: 0 APPLICATIONS IN PROGRESS: 0 WAITING LIST: 175 IN-HOUSE TRANSFERS PENDING: 0 PORTS OUT PENDING: 0 PORTS IN PENDING: 1 PORTS BILLED: 7 3BR 20 $.113,088.00 $ 85,728.00 $ 55,840.00 $ 19,432.00 $ 8,032.00 $ 282,120.00 $ 37,768.00 $ 386,928.00 $-156,885.00 $ 230,043.00 8 $ 28,755.00 $ 9,235.54 $ 72,144.00 $ -33,922.54 $ 38,22L00 8 $ 4,778.00 4BR 7 TOTALPUMs YTDPUMs PUMs REMAINING 5BR 2 1,680 544 1,136 i .-1 lV OTTER TAIL COUNTY HRA SECTION 8 PROGRAM STATISTICS REBORT MAY,2009 LEASED-125/140 MAY HAP/URP: BUDGETED HAP FUNDS: YTD HAP/URP: BUDGETED HAP REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: MAY ADMIN: BUDGETED ADMIN: YTDADMIN: BUDGETED ADMIN REMAINING: # OF CALENDAR MONTHS REMAINING: MONTHLY TARGET: ELI: 80% MAY ACTIVITY ANNUALS INTERIMS MOVE INS MOVE OUTS TRANSFERS TOTAL ALL ACTIONS SHOP MODE: VOUCHERS OUTSTANDING: APPLICATIONS IN PROGRESS: WAITING LIST: IN-HOUSE TRANSFERS PENDING: PORTS OUT PENDING: PORTS IN PENDING: PORTS BILLED: 5 13 0 4 0 22 2 0 0 186 0 0 0 6 $ 35,314.00 $ 426,050.00 $-192.199.00 $ 233,851.00 7 s 33,407:oo $ 7,304.44 $ 72,305.00 $ -41.227.00 $ 31,078.00 7 $ 4,440.00 TOTALPUMs YTDPUMs PUMs REMAINING 1,680 669 1,011 l 0 EQUAL H0USm OPPORTUNITY HRA Office 1 1 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director August 12, 2009 Meeting to be Held Thursday, August 20th, 2009 at 10:00 a.m. at the HRA office, 1151 Friberg Ave., Fergus Falls, MN. 56537 Regular Minutes of June 18th, 2009 Meetings AGENDA 1. Chairperson -Call Meeting to Order 4proval of Minutes 3. Ex./4tive Director Z'~ministrati~e ~xpenses -June & July 2009 (.... Wlnve tment L1stmg /)_ :-4 ... _f A-/4?.. y_ f.l..; E~ j n ✓ rLI tal ~wtd Bie Ptopo~ttls~<....-...\~ -'-<-c.,; ~ :J::t ate Power of Attorney Forms E~0 0 Annual Agency Plan -Public Hearing - , 9'¢ober 15, 2009 10: 00 a.m. _vQ;rc T~ L,e_'::1-,!':±:i., -Sr /.:i 71 I.' ooA '11, 4. Ifeh,tt1lliation sjte~f1st -1Yenn1s Christenson AY_,MHF A Update Wf)TC Tax Levy Update C\JVrbank SCDP D\12010 SCDP Potential Applications 5. Re~h~1 • ation Assistant/Housing Manager -Sue Bjorklund A~..e'lican Rapids SCDP B.V'2_909 Deer Creek/Parkers Prairie SCDP C.~ublic Housing Update 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update /J. 1,,1-,+.~t.-.J-1 A I lo'-'V '•-"-c ~ 5 c. l. .. J ~ PLEASE CALL IF YOU ARE UNABLE TO ATTEND! _______________ Providing Housing Opportunities H:\users\JEFF\Agenda-OTC HRA.doc I The Otter Tail County HRA Board of Commissioners met in a regular meeting on June 18, 2009 at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Janice Palan, Secretary Art Schwartz Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney . Mary Jo Schwarz Dennis Christenson Vicki Scheer ABSENT Susan Bjorklund Scott Rocholl, Chairperson opened the regular meeting. A motion was made and seconded to approve the minutes from the April 9th, 2009, meeting. Ml Hazel Hovde SI Art Schwartz Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of April and May, 2009. A motion was made and seconded to approve the expenses. Ml Art Schwartz SI Robert Bigwood The Investment Listing was reviewed. One CD renewed and the only other changes were the balances in the checking and savings accounts. Proposals to install new central NC and air exchangers in the 13 county public housing units for the 2009 Capital Fund Stimulus Progra.'TI were reviewed. A total of 8 different bids were received. A motion was made and seconded to approve the bid from Hanson's Plumbing and Heating Inc., Perham, MN in the amount of$38,764.00. Ml Robert Bigwood SI Hazel Hovde Two bids for re-roofing 210 Larson Court in New York Mills for the 2009 Capital Fund Program were received. There was discussion regarding the renewal of Carl Crew's state contractor's license. In checking the website it is showing that the license renewal is pending at the State level. A motion was made and seconded to approve the bid from Carl Crews Carpentry in the amount of $4,820.00 with the stipulation the license be renewed by August 1, 2009. Ml Robert Bigwood SI Hazel Hovde Jeff presented the board with copies of the final draft of the 12131/08 fiscal audit report prepared by Carlson Highland, LLC. This has been submitted to lflJD and the Otter Tail County Board of Commissioners. A motion was made and seconded to approve the audit report. Ml Hazel Hovde SI Janice Palan Documentation showing a proposed breakdown of the 2010 requested tax levy funds was presented to the board_. A 5% increase from 2009 levy is being requested. The additional funds will be used to supplement costs for program administrative costs, owner occupied rehab loans, small cities grants and leverage for other programs. Jeff and Deunis will be meeting with Larry Krohn and the Otter Tail County Commissioners to discuss the request. A motion was made and seconded to approve the 2010 tax levy request in the amount of$416,000.00. Ml Janice Palan SI Hazel Hovde H:\users\VICKI\2009 minutes\minutes -otc June 09.doc 1 / Robert Bigwood's term as an HRA board member is up for renewal in August. Robert agreed to serve another 5-year term. Jeff will forward a request to the Otter Tail County Board for Robert's reappointment. Dennis Christenson, Rehab Specialist reported that there are 35 MHFA Deferred Loan Program Phase XN applications that have been taken, 4 were ineligible, 31 have been inspected, 1 is bidding, 5 have rehab in progress and 25 are complete. There are 2 applications taken, 1 was ineligible, 1 in process, 1 is bidding and 1 has been inspected for the Community Fix-Up Fund Program. Two applications have been taken for the 2008 Rental Rehab Program. The Perham triplex is closed out. The 8 units in Henning are nearly complete. Twenty HRA Revolving Rent Rehab applications have been taken. One has been withdrawn, 19 have been inspected, 1 is bidding, 2 have rehab in progress and 16 have been completed. With 2009 Otter Tail County Homeowner Tax Levy funding, 6 applications have been taken, 6 have been inspected, 4 have rehab in progress and 2 are complete. There are 3 applications for the Otter Tail County Tax Levy Rental Rehab Program, 1 is in process, 2 have been inspected, and 2 are complete. Twenty applications have been taken with the Urbank Comprehensive Grant and 20 are completed. The sewer system hookups are still not completed as there is a problem with the secondary pond leaking and it has not yet been cleared by MPCA. Official notice has been received that the Deer Creek/Parkers Prairie Small Cities full application has been funded for $389,121, targeting 16 homes. He has received the contracts and environmental clearance and is working on applications. Thirty-one applications have been taken for the Pelican Rapids SCDP for the Homeowner component. Ten have been withdrawn or were ineligible, 20 have been inspected, 1 is bidding, 3 have work in progress and 17 are completed. Twenty applications have been taken, 1 is in process, 19 inspected, 8 have work in progress and 11 are complete for the commercial component. Twelve applications have been taken, 12 have been inspected 2 are in the bidding process, 1 has rehab in progress and 9 are complete for the rental component. Jeff reported in Sue Bjorklund's absence that the April rents owed for the Otter Tail County family Public Housing units totaled $2,350.00, and $2,308.00 was collected. Preapaid rents of $1,027.22 were collected in Marci). and pre-paid rents of $985.22 were collected for May. Other charges of $97.46 were outstanding. A revenue recapture payment of $124.87 was received. The extremely low-income percentage was 0% as no new tenants have been added. Twenty-four applicants were on the 2-bedroom public housing waiting list, 19 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list. There were no vacancies. The April rents owed totaled $2,199.00 and $2,010.00 was collected including pre-paid rents of$985.22 in April and pre-paid rents for May of $796.22. Late fees of $25.00 were charged and collected. Other charges of$112.96 were outstanding. The ELI was still at 0%. H:\users\VICKI\2009 minutes\minutes -otc June 09.doc 2 Twenty-one applicants were on the 2-bedroom public housing waiting list, 20 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom list. The 3-bedroom unit in Henning was vacated 6-5-09 and re-rented on 6-17-09. Mary Jo Schwarz, Housing Administration reported that there were 129 of 140 Otter Tail County Section 8 participants leased up for the month of April. The HAP payments were $37,768.00. The extremely low- income percentage was at 80%. The HRA was being billed for 7 ports. There were 175 families on the waiting list. There were 125 of 140 Otter participants leased up for the month of May. The HAP payments were $35,314.00. The extremely low-income percentage was at 80%, a total of 22 actions, no vouchers were outstanding, 186 on the waiting list and no applications are in progress. The HRA was billed for 6 ports. There being no further business, a motion was made and seconded to adjourn. Ml Art Schwartz S/J anice Palan Janice Palan, Secretary Date H:\users\VICKI\2009 minutes\minutes -otc June 09.doc 3 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF June, 2009 Bank of the West -Office Rent $ City of Fergus Falls -Health Insurance $ Principal Mutual Life Insurance -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ AT & T Moblility $ Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ ScottRocholl -Per Diem $ Janice Palan -Per Diem $ Hazel Hovde -Per Diem $ Art Schwartz -Per Diem $ Robert Bigwood -Per Diem $ Otter Tail Power Co. $ City of Henning $ City of Underwood $ City of New York Mills $ New Horizons Ag Service $ Review Enterprises $ Pro-Lawn $ Independent $ American Family Ins. $ Sue Bjorklund -Mileage $ Mark Gaworski -Accounting Fees $ Manly & Betty Nelson -Security Deposit Refund $ Carlson/Higland CP A's -Audit $ Home Depot $ Citizen's Advocate $ Salaries $ H:lusersltempory Ietters\OTC EXPENSES June OS.xis 450.00 1,850.00 950.00 225.00 200.00 400.00 24.05 587.40 47.67 134.50 73.20 109.50 87.50 120.50 60.00 102.00 263.00 87.00 129.91 74.00 20.00 63.79 285.81 568.75 101.20 900.00 799.52 6,250.00 41.95 45.50 8,986.47 OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF July, 2009 Bank of the West-Office Rent $ City of Fergus Falls -Health Insurance $ Principal Mutual Life Insurance -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ AT & T Moblility $ Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ Vicki Scheer -Mileage $ Otter Tail Power Co. $ Otter Tail County Treasurer -PILOT $ City of Pelican Rapids $ City of New York Mills $ City of Henning $ City of Underwood $ New Horizons Ag Service $ Abacus Plus Services $ American Family Insurance $ Salaries $ H:\usersltempory lellers\OTC EXPENSES July 09.xls 450.00 1,850.00 950.00 225.00 200.00 400.00 24.33 735.90 51.90 163.90 47.85 17.00 2,589.15 111.56 166.00 59.00 87.00 74.00 100.00 566.75 12,650.52 August 20, 2009 FINANCIAL FUND INSTITUTION CERTIFICATES I Security State Ban.._k: Public Housing _ Fer~s Falls SAVINGS ACCOUNTS ' Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fergus Falls Security De:QOSits ··-·-··"---·- CHECKING ACCOUNTS Section 8 Existing NOW Account -Public Housing NOW Account MHFA-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHF A-HOME Account NOW Account H:\users\JEFF\invest list ate.doc OTTER TAILCOUNTYHRA INVESTMENT LISTING ·--- DESCRIPTION PRINCIPAL : INTEREST RATE ' I ' ' ' I I I Money Market $6,529.73 I 1.05% Certificate #210979 \ i I I l Weekly Money $8,194.81 .35% Market Savings Commercial Money $1,009.11 I .35% Market I i I I I $37,063.01 $1,597.98 $35,473.70 $204,176.18 $829.72 I ! I.D. # 41-1518930 •. ·-··~-,-·-·-·-·······-···--··-·--.--•-"··" INTEREST PURCHASE MATURITY PAID DATE DATE I Maturity Renewed Automatic Deposit 03/19/09 09/19/09 Monthly Account #9312-004634 Monthly Account #9312015673 - i I l POWER OF ATTORNEY IMPORT ANT NOTICE: The powers granted by this document are broad and sweeping. They are defined in Minnesota Statutes Section 523.24. If you have any questions about these powers, obtain competent advice. The use of any other or different form of power of attorney desired by the parties is also permitted. This power of attorney may be revoked by you if you wish to do so. This Power of Attorney is automatically terminated if it is to your spouse and proceedings are commenced for dissolution, legal separation or annulment of your marriage. This power of attorney authorizes, but does not require, the attorney-in-fact to act for you. PRINCIPAL (Name and Address of Person Granting the Power) Otter Tail County Housing and Redevelopment Authority 1151 Friberg Ave Fergus Falls, MN. 56537 ATTORNEY-IN-FACT Jeffrey D. Gaffaney In its name, place and stead in any way which the Otter Tail County Housing and Redevelopment Authority (hereinafter OTCHRA) could do, if it were personally present, with respect to the following matters as each of them is defined in Minnesota Statutes section 523.24: . All matters before any court of competent jurisdiction in Otter Tail County, Minnesota. IN WITNESS WHEREOF, the appropriate officers of the Board of Directors of OTCHRA have hereunto signed their names this 20th day of August, 2009 . .,,/ . ---~.::......=_~7+__:.,;:.:__ • .L:..£2~.tJJ-e.=""=-,."~i;/_-- Scott f'Rocholl, Chairman STATE OF MINNESOTA ) ) ss COUNTY OF OTTER TAIL ) Janice Palan, Secretary The foregoing instrument was acknowledged before me this 20th day of August, 2009, by Scott E. Rocholl and Janice Palan, Chairman and Secretary respectively of the OTCHRA Board of Directors. THIS INSTRUMENT DRAFTED BY: Otter Tail County HRA 11151 Friberg Avenue Fergus Falls, MN 56537 (218) 739-3249 H:\uscn\forms\POWER OF A TTORNBY-otc.doc Notary Public POWER OF ATTORNEY IMPORTANT NOTICE: The powers granted by this document are broad and sweeping. They are defined in Minnesota Statutes Section 523.24. If you have any questions about these powers, obtain competent advice. The Lise of any other or different form of power of attorney desired by the parties is also permitted. This power of attorney may be revoked by you if you wish to do so. This Power of Attorney is automatically terminated if .it is to your spouse and proceedings are commenced for dissolution, legal separation or annulment of your marriage. This power of attorney authorizes, but does not require, the attorney-in-fact to act for you. PRINCIPAL (Name and Address of Person Granting the Power) Otter Tail County Housing and Redevelopment Authority 1151 Friberg Ave Fergus Falls, MN. 56537 ATTORNEY-IN-FACT Mary Jo Schwarz In its name, place and stead in any way which the Otter Tail County Housing and Redevelopment Authority (hereinafter OTCHRA) could do, if it were personally present, with respect to the following matters as each of them is defined in Minnesota Statutes section 523.24: All matters before any court of competent jurisdiction in Otter Tail County, Minnesota. IN WITNESS WHEREOF, the appropriate officers of the Board of Directors of OTCHRA have hereunto signed their names this 20th day of August. 2009. ddAf,. ,f7~ STATE OF MINNESOTA ) ) ss COUNTY OF OTTER TAIL ) Scott E. Rocholl, Chairman Janice Palan, Secretary The foregoing instrument was acknowledged before me this 20th day of August. 2009, by Scott E. Rocholl and Janice Palan, Chairman and Secretary respectively of the OTCHRA Board of Directors. THIS INSTRUMENT DRAFTED BY: Otter Tail County HRA 11151 Friberg Avenue Fergus Falls, MN 56537 (218) 739-3249 H:\uscu\forms\POWER OF ATTORNBY-otc.doc Notary Public POWER OF ATTORNEY IMPORTANT NOTICE: The powers granted by this document are broad and sweeping. They are defined in Minnesota Statutes Section 523,24. If you have any questions about these powers, obtain competent advice. The use of any other or different form of power of attorney desired by the parties is also permitted. This power of attorney may be revoked by you if you wish to do so. This Power of Attorney is automatically terminated if it is to your .spouse and proceedings are commenced for dissolution, legal separation or annulment of your marriage. This power of attorney authorizes, but does not require, the attorney-in-fact to act for you. PRINCIPAL (Name and Address of Person Granting the Power) Otter Tail County Housing and Redevelopment Authority 1151 FribergAve Fergus Falls, MN. 56537 ATTORNEY-IN-FACT Susan A. Bjorklund In its name, place and stead in any way which the Otter Tail County Housing and Redevelopment Authority (hereinafter OTCHRA) could do, if it were personally present, with respect to the following matters as each of them is defined in Minnesota Statutes section 523.24: All matters before any court of competent jurisdiction in Otter Tail County, Minnesota. IN WITNESS WHEREOF, the appropriate officers of the Board of Directors of OTCHRA have hereunto signed their names this 20th day of August, 200~ --~~~t--.=co_tt_f-=~=~~R~~....,h-o-11-, c"'h-a-irm_a_n STATE OF MINNESOTA ) ) ss COUNTY OF OTTER TAIL ) Janice Palan, Secretary The foregoing instrument was acknowledged before me this 20th day of August. 2009, by Scott E. Rochell and Janice Palan, Chairman and Secretary respectively of the OTCHRA Board of Directors. THIS INSTRUMENT DRAFTED BY: Otter Tail County HRA 11151 Friberg Avenue Fergus Falls, MN 56537 (218) 739-3249 H:\users\forms\POWER OF ATIORNBY-otc.doc Notary Public OTTER TAIL COUNTY OFFICE OF THE COUNTY AUDITOR 510 Fir Ave W. E-Mail wstein@co.ottertail.mn.us Fax No. (218) 998-8042 August 12, 2009 www.co.otter-tail.mn.us Mr. Jeffrey Gaffaney, Executive Director Otter Tail County HRA 1151 Friberg Ave Fergus Falls, MN 56537 RE: 2010 Budget Committee Meeting. Dear Mr. Gaffaney, GOVERNMENT SERVICES CENTER FERGUS FALLS, MN 56537 Direct Line (218) 998-8041 Office Line (218) 998-8030 The Otter Tail County Budget Committee will meet on Thursday, August 27, and Friday, August 28 to consider, review and discuss departmental and agency budgetary requests for calendar year 2010. Your specific appointment time is highlighted in bold on the enclosed schedule. The meeting will be held in the Glendalough Conference Room, which is located in the County Coordinator's office. Appointments are approximately 20 minutes in length. Please be prepared to discuss your agency's need for continued county funding, significant changes impacting your agency's financial position and, if applicable, the reasons for any increase in funding requested for 2010. Members of the Otter Tail County Budget Committee are Commissioners Roger Froemming and Doug Huebsch, Larry Krohn, County Coordinator and Wayne Stein, County Auditor. Should you have any questions or concerns please feel free to contact me. Thank you very much Sincerely, ())~):kyS Wayne Stein County Auditor Budget Committee Meetings Thursday,August27,2009 Time Department/Agency Internal Code Notes 8:00 a.m. Organizational 8:20 a.m. Management Information Systems 61 8:40 a.m. Geograhical Information Systems 285 9:00 a.m. County Attorney's office 091/092 County Attorney's Criminal Forfeitue Fund 20 9:20 a.m. Court Administration 013 9:40 a.m. Land and Resource Department 122 Planning Commission 124 DNR Block Grant 800-6950 10:00 a.m. Probation -Court Services 406 10:20 a.m. Veteran's Service 121 10:40 a.m. County Assessor's office 044 11:00 a.m. Viking Library 503 11:20 a.m. Oller Tail County Historical Society 504 History Museum of East Otter Tail County 800-6821 11:50 a.m. County Fair Associations 505 (East and West) 12:10 p.m. Lunch 12:40 p.m. County Extension offices 601 Ag Advisory -Educator Position Discussion Extension Committee 605 1:00 p.m. Otter Tail County HRA 800-6809 1:20 p.m. West Central MN Initiative 800-6815 1:40 p.m. Humane Society 800-6856 2:00 p.m. Solid Waste Fund 50 OFFICE OF THE COUNTY AUDITOR 510 Fir Ave W. E-Mail wstein@co.ottertail.mn.us Fax No. (218) 998,8042 June 23, 2009 Mr. Jeffrey Gaffaney, Executive Director Fergus Falls/Otter Tail County HRA 1151 Friberg Ave Fergus Falls, MN 56537 OTTER TAIL COUNTY www.co.otter-tail.mn.us RE: Otter Tail County HRA Board Member Appointment Dear Mr. Gaffaney, GOVERNMENT SERVICES CENTER FERGUS FALLS, MN 56537 Direct Line (218) 998-8041 Office Line (218) 998-8030 On Tuesday, June 23, 2009 the Otter Tail County Board of Commissioners took action to reappoint Mr. Robert Bigwood to a 5-year term on the Board of the Otter Tail County Housing and Redevelopment Authority effective August 1, 2009. Should you have any questions or require any additional information please feel free to contact me. Thank you very much. Sincerely, ())~~ Wayne Stein County Auditor CC: Mr. Robert Bigwood 0 l!OUAI. HOUSM;J OPIIORfUN1fV' Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 OTTER TAIL COUNTY HRA BOARD APPOINTMENTS --OMOoO NAME DATE OF ORIGINAL DATE OF DATE OF APPOINTMENT REAPPOINTMENT EXPIRATION I I Janice Palan 03/78 8/05 ; 8/2010 ; Hazel Hovde 10/97 8/06 8/2011 ,- Art Schwartz 08/97 8/07 8/2012 Scott Rocholl 08/08 -8/2013 Robert Bigwood 09/08 r 1~1 8/2014 1-1:\usersVEFF\BOARD APPOINTMENTS OTC HRAmviding Housing Opportunities Program MHF A Deferred Loans -Phase XIV Community Fix-Up Fund Rental Rehab -2008 Program HRA Revolving Rent Rehab Loan Program OTC Tax Levy -Homeowner (2009) OTC Tax Levy -Rental (2009) SCDP: Urbank (18 homes) 2010 SCDP Pre-Applications SCDP: Parkers Prairieilleer Creek c•• hom,s) SCDP: Pelican Rapid~~mes) SCDP: Pelican. Rapids ~mmercial) SCDP: Pelican Rapids (11 rental) Otter Tail County HRA Rehabilitation Projects Update August 20, 2009 Withdrawn/ In Applications Ineligible Process 37 4 0 2 1 1 Inspected Bidding 33 1 1 1 2 Perham tri-plex project is closed out. 8 units in Henning closed out. 20 1 0 19 0 12 0 0 12 1 3 0 1 2 0 20 0 0 20 0 1) Pelican Rapids 2) New York Mills 14 2 5 7 6 31 10 0 21 0 20 1 0 19 0 62 ) 0 0 12 0 - Rehab In Complete Pro2ress 4 28 0 0 2 17 4 7 0 2 0 20 1 0 3 © 3 @) 0 ® / MHFA Deferred Loan Program (Phase XIV) Committed As of: 8/19/2009 % of Regional Loan Admin Total Overall Total Allocation $ 739,291.00 1 20,000.00 1,600.00 21,600.00 ,21,600.00 3% 2 16,143.00 1,600.00 17,743.00 39,343.00 5% 3 20,000.00 1,600.00 21,600.00 ,60,943.00 8% 4 3,800.00 532.00 4,332.00 ·65,275.00 9% 5 20,000.00 1,600.00 21,600.00 86,875.00 12% 6 20,000.00 1,600.00 21,600.00 108,475.00 15% 7 2,168.16 303.54 2,471.70 110,946.70 15% 8 13,086.00 1,600.00 14,686.00 125;632.70 17% 9 15,962.00 1,600.00 17,562.00 143,194.70 19% 10 10,349.37 1,448.91 11,798.28 154,992.98 21% 11 20,000.00 1,600.00 21,600.00 176,592.98 24% 12 12,496.55 1,600.00 14,096.55 190,689.53 26% 13 19,225.62 1,600.00 20,825.62 211,515.15 29% 14 8,621.88 1,207.06 9,828.94 221,344.09 30% 15 12,000.00 1,600.00 13,600.00 234,944.09 32% 16 15,000.00 1,600.00 16,600.00 251,544.09 34% 17 7,283.93 1,019.75 8,303.68 259,847.77 35% 18 20,000.00 1,600.00 21,600.00 281,447.77 38% 19 15,000.00 1,600.00 16,600.00 298,047.77 40% 20 20,000.00 1,600.00 21,600.00 319,647.77 43% 21 16,626.25 1,600.00 18,226.25 337,874.02 46% 22 11,175.00 1,564.50 12,739.50 350,613.52 47% 23 16,550.90 ·t,600.00 18,150.90 368,764.42 50% 24 20,000.00 1,600.00 21,600.00 390,364.42 53% 25 15,005.00 1,600.00 16,605.00 26 11,316.46 1,584.30 12,900.76 27 17,582.07 1,600.00 19,182.07 28 20,000.00 1,600.00 21,600.00 29 19,375.38 1,600.00 20,975.38 30 20,000.00 "1,600.00 21,600.00 31 20,000.00 1,600.00 21,600.00 32 12,328.00 1,600.00 13,928.00 33 17,000.00 1,600.00 18,600.00 508,095.57 49,260.07 557,355.64 Otter Tail County Public Housing -Family Units !Report 13 Family Units As of June 30, 2009 Rents Payable $ 2,198.00 Rents Collected $ 1,904.00 • Rents Collected -prepaid in May $ 796.22 • Pre-Paid Rent for July $ 502.22 Late Rents Outstandina $ - Late Fees Charged $ - Late Fees Collected $ - Late Fees Outstanding $ - Other Charaes Outstandina $ - Securitv Deposits Collected $ 500.00 ELI Percentaae 50% Bad Debt Collected (Revenue Recapture) 0% Pet Deposit Collected $ 300.00 Vacancies: 3 BR Henning vacant as of 6/5/09: Signed Lease 6/17/09 All units are Leased. Waiting List 2BR 22 3 BR 16 4 BR 4 Otter Tail County Public Housing -Family Units Report 13 Family Units As of July 31, 2009 Rents Payable $2,213.00 Rents Collected $2,035.00 • Rents Collected -prepaid in June $ • Pre-Paid Rent for August $ Late Rents Outstandina $ Late Fees Charaed $ ' Late Fees Collected $ Late Fees Outstandina $ Other Charaes Outstandina $ Security Deposits Collected $ ELI Percentaae $ Bad Debt Collected (Revenue Recapture) Vacancies: 4 BR NYM: will be vacant as of.7/31/09. Offered unit & applicant accepted for 9/1 3 BR Henning: should be vacant by 8/31/09. Offered unit & applicant accepted 4 BR Underwood: should be vacant by 8/31/09. Working o·n appOcations Waiting List 2BR 3BR 4 t::IK 502.22 725.00 405.00 25.00 - 25.00 220.75 - 50.00 0% 19 12 3 ~IDI: FOCode: 5HMIN 5KPH Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 YTDI 980 120.00% 100.00% +cs- 80.00% 60.00% 40.00% 20.00% 0.00% 0\ 0 § ....., NRA Balance as of 1/1/2009: ABA YTD: HAP Expenditures YTD: Remaining NRA YTD: CY Eligibility: Remaining CY Eligibility: CY Months Remaining: 0\ 0 I ~ ~ Monthly CY Eligibility Remaining: Unit Months Available CY: Unit Months Leased CY: Unit Months Remaining CY: Monthly Units Remaining CY: Unit Months Funding Would Support: Monthly Units Funding Would Support: Minimum of Available or Supportable: 123 122 121 910 0\ 0 ~ OTTER TAIL COUNTY HRA HA Num: MN! 77 $35,504 99.29% $35,504 98.57% $35,504 92.14% $35,504 87.86% $35,504 87.14% $35,504 86.43% $35,504 92.86% $248,528 Utilization Percentages 0\ 0\ 0\ 0\ 0\ 0\ 0 0 0 0 0 0 ,!. I I I I I ~ ~ -bll fr ~ :::E ~ ~ ~ Cl.l $35,438 $248,528 $263,345 $20,621 $426,048 $162,703 5 $32,541 1,680 910 770 154 562 112 562 Minimum of Available or Supportable Monthly: 112 0\ 0 tS 0 $39,5!/9 $286.88 $40,4'79 114.01 % $291.22 $39,049 109.98% $282.96 $39,768 112.01% $308.28 $35,314 99.46% $287.11 $34,995 98.57% $286.84 $34,151 96.19% $282.24 $263,345 105.96% $289.39! 0\ 0\ 0 0 I I :> u 0 Q) z Q c:9c1uding NRA )> $198,141 5 $39,628 685 137 685 137 • i l 'I : J ' ·~--~· ~ ··) SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM JULY, 2009 Annual Recerts Interim Recerts End Participation New Admissions Recert Inspections Waiting List Ports In Pending Ports Out Pending In-House Transfers Ports Out Paid 7 4 2 0 15 163 1 7 0 4/$2476.00 2009 UTILITY ALLOWANCE REVISIONS Requesting Board approval of uew utility allowances, to be effective September 1, 2009. Substantial decreases iu Natural Gas (33%), Bottle Gas (24%), aud Fuel Oil (50%) Increases iu City Water aud Sewer charges -11 % and 15%, respectively. No changes iu allowances for Electricity, F.ERGUS FALLS/OTTER TAIL COUNTY HRA SCHEDULE OF ALLOWANCES FOR TENANT FURNISHED UTILITIES EFFECTIVE SEPTEMBER 1, 2009 i~iHYti:":"_1►•uj.l" ----·--·-SINGLE FAMILY 1BR 2BR 3BR 4BR 5BR • Natural Gas 32 40 49 59 71 Bottle Gas 73 92 111 124 160 Fuel Oil 82 100 127 157 195 Electric 55 72 91 113 140 DUP/TRJ/FOURPLEX Natural Gas 29 36 42 51 61 Bottle Gas 62 78 92 111 134 Fuel Oil 69 85 105 132 165 Electric 46 62 78 108 119 APARTMENT Natural Gas 19 23 27 32 39 Bottle Gas ----- Fuel Oil ----- Electric 41 48 58 72 97 MOBILEHOME Natural Gas 32 40 49 59 71 Bottle Gas 73 92 111 124 160 Fuel Oil 82 100 127 157 195 Electric 55 72 91 113 140 TOWNHOMES Natural Gas 20 25 31 36 ~t';~~~~!!f~1s usea ror au structure types) Natural Gas 5 6 7 8 11 Electric 3 5 7 8 8 Bottle Gas 11 14 16 19 20 t:ENEWA'ffiEEE"@<'DRm"iffllNSE (This allowance schedule 1s used for all structure types) 25 32 38 44 50 M'7A:lFlNR.mE:itlli1IN1 • ' • (This allowance schedule is used for all structure types) Natural Gas I I 13 16 19 24 Electric 15 19 23 26 31 Bottle Gas 33 40 49 59 62 W~lFER7SEWERJ;Fro\-SHlel0l]L"E~QN·· Water 20 28 34 39 47 Sewer 25 32 39 47 55 Trash 17 17 19 19 19 iRWNGES/REERIGE~'Ir@~ Range 3 3 3 3 3 Refrigerator 6 6 6 6 6 J-'··· 0 EO\Mt. KOOSWG OPPO~TUNITY HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 !Fergus Falls/Otter Tai! County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Hi9hrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director October 6, 2009 Meeting to be Held Thursday, October 15th, 2009 at 10:00 a.m. at the HRA office, 1151 Friberg Ave., Fergus Falls, MN. 56537 Regular Minutes of August 20th, 2009 Meetings AGENDA 1. Chairperson -Call Meeting to Order 2. Approval of Minutes 3. Exec~· ,Le irector A. ~7c Hearing-10:00 a.m. -2010 5-Year Agency Plan •. Resolution #089 -PHA Certification of Compliance with 2010 5-Year Agency Plan B~inistrative Expenses -August & Sept 2009 C~::~trnent Listing D."'!&apital Fund Program Update E.✓ 0tter Tail County Tax Levy Meeting F.✓~,m: 1099 Audit-10/20/09 ~)/$Id /?opos1....e.s I. ,n..Jf;-/! •. -( :Z:,.5', ,z, .,Cr,s,....R A-J.-f 4. ie~ifitft1oii~pefi~[! Dennis Christens~n A. A Update B.~C Tax Levy Update C. ankSCDP D. 010 SCDP Potential Applications 5. Rehal<i!itation Assistant/Housing Manager-Sue Bjorklund A;_TJle'jjcan Rapids SCDP Bl.f ~09 Deer Creek/Parkers Prairie SCDP CVPublic Housing Update 6. Housing Administrator-Mary Jo Schwarz A. Section 8 Update PLEASE CALL.IF YOU ARE UNABLE TO ATTEND! .a_--"-"-'"'--'=='"·=-c..:·=· =·c======= Providing Housing Opportunities ·\users\JEEE\Agenda,OIC.HRA.doc ' ' •·. Th(l Otter Tail County HRA Board of Commissioners met in a regular meeting on August 20th, 2009 at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Robert Bigwood, Vice Chairperson Janice Palan, Secretary Hazel Hovde Art Schwartz OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Susan Bjorklund Vicki Scheer ABSENT Dennis Christenson Scott Rocholl Robert Bigwood, Vice Chairperson opened the regular meeting. A motion was made and seconded to approve the minutes from the June 18th, 2009, meeting. Ml Janice Palan SI Hazel Hovde Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of June and July, 2009. A motion was made and seconded to approve the expenses. Ml Art Schwartz SI Janice Palan The Investment Listing was reviewed and the only changes were the balances in the checking and savings accounts. Central A/C and air exchangers have been installed in all 13 county public housing units for the 2009 Capital Fund Stimulus Program. The Power of Attorney forms have been revised authorizing Jeff, Mary Jo and Sue to represent the HRA in "All matters before any court of competent jurisdiction in Otter Tail County''. A motion was made and seconded with all ayes to approve the power of attorney documents. Ml Hazel Hovde SI Janice Palan The annual and the 5-year agency plans are being updated and will be submitted to HUD October 15th after the public hearing is held that same day. Jeff received a letter from Wayne Stein the County Auditor requesting the HRA to attend a meeting to discuss the Otter Tail County HRA tax levy request. Jeff and Dennis will be attending the budget committee meeting on Thursday, August 2?1\ 2009. The Otter Tail County Board of Commissioners has re-appointed Robert Bigwood as an HRA board member for another 5-year term through August of 2014. Sue Bjorklund reported in Dennis Christenson's absence that there are 37 MHFA Deferred Loan Program Phase XN applications that have been taken, 4 were ineligible, 33 have been inspected, 1 is bidding, 4 have rehab in progress and 28 are complete. There are 2 applications taken, 1 was ineligible, 1 in process, 1 is bidding and 1 has been inspected for the Community Fix-Up Fund Program. Two applications have been taken for the 2008 Rental Rehab Program. The Perham triplex is closed out. The 8 units in Henning are nearly complete. H:\users\VICKI\2009 minutes\minutes -otc Aug 09.doc I With 2009 Otter Tail County Homeowner Tax Levy funding, 12 applications have been taken, 12 have been inspected, 1 is bidding, 4 have rehab in progress and 7 are complete. ' There are 3 applications for the Otter Tail County Tax Levy Rental Rehab Program, 1 is in process, 2 have been inspected, and 2 are complete. Twenty applications have been taken with the Urbank Comprehensive Grant and 20 are completed. The sewer system hookups are still not completed. Sue Bjorklund, Rehab Assistant reported that 31 applications have been taken for the Pelican Rapids SCDP for the Homeowner component. Ten have been withdrawn or were ineligible, 21 have been inspected, 3 have work in progress and 18 are completed. Twenty applications have been taken, 1 is in process, 19 inspected, 3 have work in progress and 16 are complete for the commercial component. Twelve applications have been taken, 12 have been inspected and 12 are complete for the rental component. Sue also reported that the June rents owed for the Otter Tail County family Public Housing units totaled $2,198.00, and $1,904.00 was collected. Pre-paid rents of $796.22 were collected in May and pre-paid rents of $502.22 were collected for July. One security deposit in the amount of $500.00 and one pet deposit of $300.00 were also collected. The extremely low-income percentage was 0% as no new tenants have been added. Twenty-two applicants were on the 2-bedroom public housing waiting list, 16 applicants on the 3-bedroom waiting list and 4 on the 4-bedroom waiting list. There were no vacancies. The July rents owed totaled $2,213.00 and $2,035.00 was collected including pre-paid rents of $502.22 in June and pre-paid rents for July of $725.00. Late rents outstanding totaled $405.00. Late fees of $25.00 were charged. Other charges of $220.75 were outstanding. The ELI was at 50%. Nineteen applicants were on the 2-bedroom public housing waiting list, 12 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom list. The 4-bedroom unit in New York Mills was vacated as of7-31- 09. Sue has made an offer and the applicant plans to move in September 1, 2009. The 3-bedroom unit in Henning will be vacated on August 31, 2009. She has an applicant that has accepted this unit also. The 4- bedroom unit in Underwood will also be vacant August 31st and she is working on applicants for this unit. Mary Jo Schwarz, Housing Administration reported that there were 122 Otter Tail County Section 8 participants leased up for the month of June and the HAP payments totaled $34.995.00. For the month of July there were 121 participants leased up with HAP payments totaling $34,151.00. There were 163 on the waiting list and she is working on a few new admissions. The HRA was billed for 4 ports. The new utility allowance schedule was submitted for approval. A motion was made and seconded to approve the schedule effective for September 1, 2009. Ml Art Schwartz S/Hazel Hovde There being no further business, a motion was made and seconded to adjourn. Ml Art Schwartz Janice Palan, Secretary H:\users\VICKJ\2009 minutes\minutes -otc Aug 09.doc Date 2 S/J anice Palan HOUSING A D REDEVELOPMENT AUTHORITY OF OTTER TAIL COU TY, MINNESOTA PUBLIC HEARING OTICE NOTICE OF PUBLIC HEARIN G ON THE 2010 ANNUAL PLAN UPDATE OF THE COMPREHENSIVE 5-YEAR AGE CY PLA NOTICE IS H EREBY GIVEN that a public hearing shall be conducted by the Board of Commissioners of the Otter Tail County Housing and Redevelopment Authority (HRA) in Fergus Falls, Minnesota, on the Fiscal Year 20 IO Annual Plan Update of the Fi ve Year Comprehensive Agency Plan developed in compliance with the Quality Housing and Work Responsibility Act of 1998. The Plan is available for review at the Housing Authority's office located at 11 51 Friberg Avenue, Fergus Fal ls, Minnesota. The Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing will be held by the Board of Commissioners of the HRA at 11 51 Friberg Avenue, Fergus Falls, Minnesota, at I 0:00 a.m., Thursday, October 15, 2009. All parties will have an opportunity to appear and express their views with respect to the proposed Agency Plan. HOUSI GA D REDEVELOPME T AUTHORfTY OF OTTER TAlL COU TY, MINNESOTA Jeffrey Gaffaney Executive Director Publication Date: Frid ay, August 14, 2009 \\hra\users\users\JEFF"pub heanng noucc otc doc PHA Certifications of Compliance with PHA Plans and Related Re2ulations U.S. Department of Housing and Urban Development Office of Public and Indian Housing Expires 4/30/2011 Resolution No. 089 PHA Certifications of Compliance with the PHA Plans and Related Regulations: Board Resolution to Accompany the PHA 5-Year and Annual PHA Plan Acting on behalf of the Board of Commissioners ofthePub/ic Housing Agency (PHA) listed below, as its Chairman or other authorized PHA official if there is no Board of Commissioners, I approve the submission of the, X 5-Year andlor_Annual PHA Plan/or the PHAfiscal year beginning 0J-01-2010, hereinqfler referred to as" the Plan", of which this document is a part and make the following certifications and agreements with the Department of Housing and Urban Development (HUD) in connection with the submission of the Plan and implementation thereof- I. 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. 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, for the PHA's jurisdiction and a description of the manner in which the PHA Plan is consistent with the applicable Consolidated Plan. 3. The PHA certifies that there has been no change, significant or otherwise, to the Capital Fund Program (and Capital Fund Program/Replacement Housing Factor) Annual Statement(s), since submission of its last approved Annual Plan. The Capital Fund Program Annual Statement/ Annual Statement/Performance and Evaluation Report must be submitted annually even if there is no change. 4, 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, 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 carryout the Plan in conformity with Title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans withDisabilities Act of 1990, 7. The PHA will affirmatively further fair housing by examining their programs or proposed programs, identify any impediments to fair housing choice within those programs, address those impediments in a reasonable fashion in view of the resources available and work with local jurisdictions to implement any of the jurisdiction's initiatives to affirmatively further fair housing that require the PHA's involvement and maintain records reflecting these analyses and actions. 8. For 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 2006-24); • 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 list would not violate any court order or settlement agreement or be lnconsistent with a pending complaint brought by HUD; • The PHA shall take reasonable measures to assure that such waiting list is consistent with affmnatively furthering fair housing; • 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 part 903,7(c)(l). 9. The PHA will comply with the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act ofl975. I 0. The PHA will comply with the Architectural Banriers Act of 1968 and 24 CFR Part 41, Policies and Procedures for the Enforcement of Standards and Requirements for Accessibility bY. the Physically Handicapped. 11. 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 al 24 CFR Part 135. Previous version is obsolete Page 1 of2 form HUD-50077 {412008) -~• 12. 13. 14. 15. 16. 17. 18. 19. 20. 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. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24 CFR5.!05(a). 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 Enviromnental Policy Act and other related authorities in accordance with 24 CFR Part 58 or Part 50, respectively. 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. The PHA will keep records in accordance with 24 CFR 85.20 and facilitate an effective audit to determine compliance with program requirements. 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. The PHA will comply with the policies, guidelines, and requirements of 0MB Circular No. A-87 (Cost Principles for State, Local and Indian Tribal Governments), 2 CFR Part 225, and 24 CFR Part 85 (Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments). 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. 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. 21. 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. 22. The PHA certifies that it is in compliance with all applicable Federal statutory and regulatory requirements. Otter Tail County HRA PHAName _x_ 5-Year PHA Plan for Fiscal Years 2010-2014 Annual PHA Plan for Fiscal Years 20 __ -20 MN177 PHA Number/HA Code I hereby certify that all the infonnation 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. (t8 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729. 3802) Name of Authorized Official Title Scott E. Rocholl Chairperson Signature Date Previous version is obsolete Page 2 of2 fonn HUD-50077 (4,2008) -------- Otter Tail County Public Housing October 15, 2009 ACOP Changes: 18.6 PET DEPOSIT A pet deposit of $300 is required at the time of registering a pet. The de,p?sit is e~l~~~~ai~ri~~1~;!~~d~i8lfmi1½~·dmfi~:l~iITtii1si&~;Bof~rntf~J1t!tl ts;•·· !:f ·•:;. ~SY:'.' -·~:·c:t·; r•;;,,t ,,,~ .. ·.c."<.,,,. ___ ~r -·:··,:·:;><""""'"'""' ........ d:t,.,..,.,.,c • .,,.,.,.,.,. .... """~'-·'>'' ...... "',"·'""~"''=="'•g,.:;;-·"-'!~Y:,,,,. ... ,"'"'IL.-..-,.-;,,~.=-•~-.......- li!iij!!,jgg!J~i~~1l), due to 1lJ1M damage beyond normal wear and tear. Resident's liability for damages caused by his/her pet is not limited to the amount of the pet deposit. With the approval of the Landlord, the Pet Deposit may be made in up to three monthly payments to be paid in full by the third rental payment. Proposed changes in the ACOP effective immediately. I Otter Tail County Public Housing Program Flat Rent/Ceiling Rent 2009 Current New York Mills Bedroom Size Flat Rent 4 Single Family 500 3 Rambler 475 3 Duplex 475 Henning 4 Single Family 500 3 Rambler 475 3 Duplex 475 Pelican Rapids 3 Duplex 475 Underwood 3 Duplex 425 4 Single Family 425 TOTAL 6075 .. *Utility Allowance changed effective 9/1/2009 •• Payment Standard changed effective 1/1/09 Proposed Payment Flat Rent Utility Allowance* Ceiling Rent Standard** 500 235 735 797 475 202 677 738 475 195 670 738 500 235 735 797 475 202 677 738 475 195 670 738 475 195 670 738 425 278 703 738 425 340 765 797 6075 2077 6302 6819 Civil Rights Certification Civil Rights Certification Annual Certification and Board Resolution U.S. Department of Housing and Urban Development Office of Public and Indian Housing Expires 4/30/20 I I Acting on behalf of the Board of Commissioners of the Pu/Jlic Housing Agency (PHA) listed below, as its Chairman or other authorized PHA official if there is no Board of Commissioner, I approve the submission of the Pian/or the PHA of which this document is a part and make the following certification and agreement with the Department of Housing and Urban Developmenl (HUD) in connection with the submission of the Plan and implementation thereof 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, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990, and will affirmatively further fair housing. Otter Tail County HRA MN177 PHAName PHA Number/HA Code I hereby certify that all the information stated herein, as well as any infonnation provided in the accompaniment herewith, is true and accurate. Warning: HUD will nrosecute false claims and statements. Conviction m·av result in criminal and/or civil nenalties. (J 8 U.S.C. 1001. 1010 l012; 31 U.S.C. 3729, 3802' Name of Authorized Official Scott E. Rochell Signature Title Date Chairperson 10-15-2009 form HUD-50077-CR (1/2009) 0MB Approval No. 2577-0226 Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part I: Summary PHA Name: Grant Type and Number U.S. Department of Housing and Urban Development Office of Public and lndian Housing 0MB No. 2577-0226 Expires 4/30/2011 FFY ofG111nt: Capital Fund Program Gran! No:MN46P17750109 Replace men! Housing Factor Grant No: 2009 Otter Tail County HRA Date ofCFFP 9/15/2009 Type of Grant K]Original Annual Statement □Reserve for Disasters/Emergencies □Performance and Evaluation Report for Period Endin~: Linc Summarv by Develonment Account Ori!!inal I Total non-CFP Funds 2 1406 Operations < mav not exceed 20% of line 21) ' 8,239 3 I 408 Management Improvements 4 1410 Admtmstration (may not exceed 10-/4 oflme 21 5 141 I Audit 6 1415 Liquidated Damages 7 1430 Fees and Costs 8 I 440 Sile Acquis1t1on 9 1450 Site Improvement 10 1460 Dwelling Structures 15,507 II 1465.1 Dwelling Eauipment-Nonexpendable 12 1470 Non-dwell in~ Structures 13 1475 Non-dwelling Eauipment 14 1485 Demolition 15 1492 Movin2 to Work Demonstration 16 1495.1 Relocation Costs 17 1499 Development Activities' 18a 150 I Collateralization or Debt Service paid by the PHA l8ba 9000 Collateralization or Debt Service paid Via System of Direct Payment 19 1502 Contmgency (may not exceed 8% of hne 20) 20 Amount of Annual Grant· (sum of lines 2 -I 9) 23,746 21 Amount of line 20 Related to LBP Activities 22 Amount of !me 20 Related to Secuon 504 Activities 23 Amount of line 20 Related to Security -Soft Costs 24 Amount of line 20 Related to Security -Hard Costs 25 Amount of line 20 Related to Encr2v Conservation Measures 1 To be completed for the Performance and Evaluation Report. 1 To be completed for the Performance and Evaluation Report or a Revised AMual Statement ' PHAs with under 250 units in management may use I 00"/4 of CFP Grants for operauons. 4 RHF funds shall be included here. FFY of Grant Approval: □Revised Annual Statement (revision no: ) 0Final Performance and Evaluation Report Total Estimated Cost Total Actual Cost 1 Revised 2 Obli~atcd Exoended Page I of6 form HUD-50075.l (4/2008) Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part II: Supporting Pages PHA Name: Grant Type and Number U.S. Department of Housing and Urban Development Office of Public and Indian Housing Expires 4/30/2011 Federal FFY of Grant: Otter Tail County HRA Capital Fund Program Grant No: MN46P17750109 CFFP (Yes/ No): 2009 Reolacement Housinl!. Factor Grant No: Development General Description of Major Work Development Quantity Total Estimated Cost N umber Categories Account No. Name/PHA-Wide Activities Original MN177001 Operations 1406 8,239 MN177001 Install Central A/C & Air Exchangers 1465 13 6,190 MN177001 Replace Flooring 1465 1 4,31 1 MN177001 Re-shingle Roof 1465 1 5,006 1 To be completed for the Performance and Evaluation Report or a Revised Annual Statement. 2 To be completed for the Performance and Evaluation Report. Page 3 of6 Revised 1 Total Actual Cost Status of Work Funds Funds Obli11:ated 2 Exoended 2 form HUD-50075.1 (4/2008) Capital F und Program-Five-Year Action Plan U.S. Department of Housing and Urban Development Office of Public and Indian Housing Expires 4/30/20011 . Part I: Summary Otter Tail County HRA -MN46Pl 7750109 -Grant Year 2009 PHA Name/Number Otter Tail County HRA Locality (City/County & State) IXIOri~inal 5-Ycar Plan □Revision No: Development Number and Work Statement Work Statement for Year 2 Work Statement for Year 3 Work Statement for Y car 4 Work Statement for Year 5 A. Name for Year I FFY 2010 FFY 2011 FFY 2012 FFY 20 13 FFY 2009 MN177001 B. Physical Improvements Subtotal 10AnnU!ll Sta~ruent f \',.;-({f~~i ' . 20,000 20,000 20,000 20,000 c. Management Improvements ~-~f.., ., c D. PHA-Wide Non-dwelling ~:--~:i:~~· Structures and Eouipment -· .•.cs·~ .--,,~:z:;;,,;, E. Administration I,, ~~,-;.~:,:S"''.:'.~ F. Other -... u. ·,,. ·,_,,.,r...,.i.·. .. G. Operations _.,..,.,\ .... ~,,-;-,,_,...-:.!.:'.,."ao:l{~· 5,000 5,000 5,000 5,000 H. Demolition .... _i,'f-,;_.~:;;:;,._,_p:-,,, . , I. Development __ ;..,....-_,,,.,._. ~ ""'~'° ~·1 ,-·-., J, Capital Fund Financing -tif:f:li.: '/ Debt Service K. Total CFP Funds ,.. ..,,._ ~ -~ ; - L. Total Non-CFP Funds M. Grand Total 23,746 25,000 25,000 25,000 25,000 Page I of6 form HUD-50075.2 (4/2008) Capital Fund Program-Five-Year Action Plan Part II: Sup porting Pages -Physical Needs Work Statement(s) Work Work Statement for Year 2010 Statement for FFY 2010 Year 1 FFY Development Quantity Estimated Cost 2009 Number/Name General Description of Major Work Categories See ,.. '., MN177001 __ A,nnuat _ Flooring 1-Bldg. 5,000 Statement,;. Plumbing HAW 5,000 ), .. ,:;• Windows HAW 15,000 : =':7-'\ ; ' ~ .',;.:, ;:-.;;:: ... w~ ·. ~ . -~·"''-'' •:~'c:,::: ••.. · .. ,;;;,.~;-c .:..,.--:. Ai. - '';;;.;:,;. Jc ~ .7 ~ :_.·._ .. "'.'.'":-:i. J ·., .. ·:·.· ·+"> ·" '.L::,:.;;; .• .. .,;;~_,:;>,Iii':;._~_ .. : d{li;;;;,,.·t,t .,. ·' Bili .,, • ,.· . ,; ,. ·. ·,.:.,--.) '-", .... ;"'; "h; •:.; C .:~<,;:;;_ , ~--~~ ~---3:·~~~•~t.:~,,, ~ •& ,;;:t,h•; ·• .. -.:; /t:t~(y Subtotal of Estimated Cost $25,000 Page 3 of6 Development Number/Name General Description of Major Work Categories MN177001 Flooring Windows Smoke Detectors Doors U.S. Department of Housing and Urban Development Office of Public and Indian Rousing Expires 4/30/20011 Work Statement for Year: 2011 FFY 2011 Quantity Estimated Cost 1-Bldg. 5,000 HAW 10,000 HAW 5,000 HAW 5,000 Subtotal of Estimated Cost $25,000 form HUD-50075.2 (4/2008) Capital Fund Program-Five-Year Action Plan Part II: Suo Dortine Pages -Physical Needs Work Statement(s) Work Work Statement for Year 2012 Statement for FFY 2012 Year 1 FFY Development Quantity Estimated Cost 2009 Number/Name General Description of Maior Work Categories See MN17700l Annual Roofs I-Bldg. 5,000 Statement Electrical-Lighting HAW 5,000 Garage Doors & Openers HAW 10,000 Plumbing & Winter HAW 5,000 -., .... '!'". Heater -· --::- --· -·-' ,.,.. w ~ --·- ·-?•· ~ _:·-.. -~-.. ., . .., . ·:-e"""" ~._c -...... -".. ... ·7~.:: -.~, ::, .. ~>".t "':: • ::~,, :>•f;.,J ' i·-· ' -., , • .,-;"'; ':"/"' Subtotal of Estimated Cost $25,000 ··- Page 4 of6 U.S. Department of Housing and Urban Development Office of Public and Indian Housing Expires 4/30/20011 Work Statement for Year: 2013 FFY 2013 Development Quantity Estimated Cost Number/Name General Description of Major Work Categories MNl77001 Flooring HAW 5,000 Window Treatments HAW 2,500 Driveways HAW 5,000 Cabinetry HAW 5,000 Door lock entry system HAW 2,500 HVAC HAW 5,000 Subtotal of Estimated Cost $25,000 form HUD-50075.2 (4/2008) FAIR MARKET RENT/PAYMENT STANDARDS FOR CALENDAR YEAR 2010 BR SIZE CURRENTFMR NEWFMR CURRENT P.S. OBR $376.00 $383.00 $394.00 lBR $447.00 $456.00 $469.00 2BR $577.00 $588.00 $605.00 3BR $703.00 $717.00 $738.00 4BR $725.00 $739.00 $797.00 We are recommending that the current payment standards remain in place for calendar year 2010, and request Board approval of this recommendation. OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF August, 2009 Bank of the West -Office Rent $ 450.00 City of Fergus Falls -Health Insurance $ 1,850.00 Principal Mutual Life fusurance -Retirement $ 950.00 Otter Tail Telcom $ 225.00 U.S. Postmaster $ 200.00 MN Benefit Association $ 400.00 AT & T Moblility $ 24.33 Dennis Christenson -Mileage $ 544.50 Jeffrey Gaffaney-Mileage $ 39.40 Mary Jo Schwarz-Mileage $ 148.50 Vicki Scheer " Mileage Scott Rocholl -Per Diem Janice Palan -Per Diem $ 109.50 Hazel Hovde , Per Diem $ 87.50 Art Schwartz -Per Diem $ 120.50 Robert Bigwood -Per Diem $ 60.00 Otter Tail Power Co. $ 35.00 City of New York Mills $ 131.00 City of Henning $ 59.00 City of Underwood $ 11.00 Culligan Water Co. $ 49.70 MNNAHRO $ 395.00 American Family fusurance $ 570.75 Networks for Hire $ 51.53 Bob's Carpet Cleaning $ 191.22 RTW, Inc. -Worker's Comp. $ 250.00 Hanson's Plumbing and Htg. $ 38,764.00 Home Depot $ 77.46 Salaries $ 8,107.25 H:\users\JEFFIOTC HRA EXPENSES OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF September, 2009 Bank of the West -Office Rent $ City ofFergtts Falls -Health Insurance $ Principal Mutual Life Insurance -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ AT & T Moblility $ Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ Vicki Scheer -Mileage $ Scott Rocholl -Per Diem Janice Palan -Per Diem Hazel Hovde -Per Diem Art Schwartz -Per Diem Robert Bigwood -Per Diem Otter Tail Power Co. $ City of Pelican Rapids $ City of New York Mills $ City of Henning $ Sue Bjorklund $ Culligan Water Co. $ Daily Journal $ Mark Gaworski -Accounting $ Shopping News $ Frederick Plumbing $ Hanson's Plumbing and Htg. $ American Family Insurance $ Housing Data Systems $ Brendefur Carpet Cleaning $ Lisa Yakis $ Salaries $ State Farm Insurance $ Diana Kugler $ Home Depot $ E J's Floor Covering $ H:lusers\JEFF\OTC HRA EXPENSES 450.00 1,850.00 950.00 225.00 200.00 400.00 24.33 704.00 36.10 182.05 50:00 35.00 307.76 350.41 76.00 307.45 57.99 147.60 1,050.00 45.80 69.98 873.43 568.75 120.00 133.17 436.35 8,035.45 149.18 550.00 46.05 4,311.00 October 15, 2009 FINANCIAL INSTITUTION CERTIFICATES Security State Bank Fergus Falls SAVINGS ACCOUNTS Security State Bank Fergus Falls Security State Bank Fergus Falls CHECKING ACCOUNTS Section 8 Existing Public Housing - MHF A-Loan Account Otter Tail County Tax Levy MHFA-HOME Account H:\users\JEFF\invest list otc.doc FUND Public Housing Section 8 Admin Reserve Public Housing Security Deposits NOW Account NOW Account NOW Account NOW Account NOW Account OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL INTEREST RATE Money Market Certificate #210979 Weekly Money Market Savings Commercial Money Market $6,564.29 .. $19,704.43 $7,015.89 $44,126.91 $3,202.41 $27,491.76 $155,485.78 $829.83 0.35% .35% .35% INTEREST PAID Maturity Automatic Deposit Monthly Account #93 12-004634 Monthly Account #9312015673 I.D. # 41-1518930 PURCHASE DATE Renewed 09/19/09 MATURITY DATE 03/19/10 TAX EXEMPT AND GOVERNMENT ENTITIES DIVISION Date: 9/14/2009 DEPARTMENT OF THE TREASURY INTERNAL REVENUE SERVICE WASHINGTON, D.C. 20224 Taxpayer ldeotificatfon Number: 41-1518930 Otter Tail County Housing & Redevelopment Authority % JeffGaffimey, Director Person to Contract: Patrick Wesley Badge Number: 41-03793 1151 Fryberg Ave. Fergus Falls, Minnesota 56537 Dear Taxpayer, Telephone Number to Contact: (218) 720-5305 X 225 Tai: Period Ended: 2007 tax year This is to confirm the appointment for October 20. 2009 at 10:30 AM to conduct an employment tax compliance check, which consists of reviewing and reconciling the following documents for the tax period(s) listed above: • Form 941, Employer's Q. uarterlyFederal Tax Return fil/lt /·L • Form 945, Annual Return of Withheld F':'le~ Income Tax IV ff • Form W-2, Wage and Tax Statement tJ fll /. • Form W-3, Transmittal of Wage and Tax Statements /V ,+-/ • Fonn W-4, Employee's Withholding Allowance Certificateµ lt • Form W-9, Request for Taxpayer Identification Number and Certification • Form 1099, (Information Returns) • Form 1096, Annual Summary and Transmittal of U.S. Information Returns This compliance check is not an examination or inspection under Internal Revenue Code Sections 7602 or 7605(b) and is not an audit for purposes of Section 530 of the Revenue Act ofl978. If as a result of this compliance.check we open an examination, we will send a formal notification within thirty days from the date of this visit. Also, please find enclosed Pnblication 1 (Your Rights as a Taxpayer). Notice 609 (Privacy Act and Paperwork Reduction Act Notice) and Pnblication 3114 (Compliance Check, Audit, Examination, or Review). Enclosures: Pnblication I Notice 609 Pnblication 3114 ~=ly~ Revenue Agent Letter 3575 (Rev. 01-2003) Catalog Number: 34413J Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority 1. OTTER TAIL COUNTY HRA BID PROPSALS 10/15/09 Multi-Peril Insurance $6,965.00 HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfaUshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 American Family Insurance Ed Larrivy, Battle Lake, MN ($113.00 increase from 2009) 2. Fiscal Audit Carlson/Highland & Co. LLP Fergus Falls, MN $ 6,250.00 ($0.00 increase from 2009) ----·-··· ----H:lusers\JEFFIOTC-HRA-BID-PROPSALS.<tilroviding Housing Opportunities Mel Strack Energy Services Otter Tail County HRA 1151 Friberg Avenue Fergus Falls, MN 56537 Service TvnaAudit Location Ene=Audlt HRA 106-11010~ Ave. s.w. Perican Ra•ids, MN 56572 Ene-·· Audit HRA 206 1 &2 Foss Sl No. Underwood MN 56586 Ene-·Audlt HRA 216 Foss St No. Underwood, MN 56586 Ene-·Audit HRA 504-506 Marshall Ave. Hennina. MN 56551 Ene-•Audlt HRA 206.Holden Ave. Henninn, MN 56551 Ene-·Audlt HRA 111 Milne Ave. Hennina, MN 56551 Ene=Audlt HRA 104-106 South Smith New York Mills, MN 56567 Ene-·Audlt HRA 104 Pleasant Lane New York Mills MN 56567 Ene-·Audit HRA 210 Larson Court New York Mills, MN 56567 Send Fee To: Mel Strack Energy Services P.O. Box 108 Sartell, MN 56377 Thanks For Your Business Phone 320.251.6447 October 1, 2009 Audit Date Number Audit Fee Sent 24, 2009 SES-1003 $35.00 Seot25 2009 SES-1004 $35.00 Sent 25, 2009 SES-1005 $35.00 5 ...... 25,2009 SES-1006 $35.00 Sent. 25, 2009 SES-1007 $35.00 Sent 25, 2009 SES-1008 $35.00 ., ..... 25,2009 SEs-1009 $35.00 Sent25 2009 si:s-1010 $35.00 Sent 25, 2009 SES-1011 $35.00 Total Fee $315.00 Terms 30 Days Have A Good Dayl!! Email melstrack@yahoo.com Enclosures, Summary And Statements For Fergus Falls/Otter Tail County HRA 60 Unit Hi-Rise and 13 Residential Homes Enclosed are 5 Energy Audit ECMs for Fergus Falls HRA. Enclosed are 9 Energy Audit ECMs for Otter Tail County HRA. Enclosed are statements for Fergus Falls HRA and Otter Tail County HRA. Listed below is the summary for Fergus Falls HRA and Otter Tail County HRA. The buildings were in good condition. There is one energy conservation measure that could be implemented. The electrical box wall insulators could be implemented for the 60 unit hi-rise and the 13 residential homes. The electrical box wall insulators could be installed before a new tenant moves in when the rooms are empty. 1. The energy savings could amount to 1% for installing the electrical box wall insulators on the interior side of the exterior wall. This could be done on the 60 unit hi-rise. This only needs to be done on the exterior walls because of the construction. 2. The energy savings could amount to 1½ % for installing the electrical box wall insulators on the interior side of the exterior wall and on all the interior walls. This could be done on all the residential homes. This would need to be done because of the construction. Sincerely, ~ s~ Mel Strack Energy Services Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1003-106-110 10th Ave. S,W. Pelican Rapids, MN 56572 Duplex ECM-# Enerav Conservation Measures Cost Savin!ls Payback Architectural ECMs 1 Install Storm Windows NA 2 Install Reoiacement Windows OK 3 Install Window Sun Shades: South Facina Windows NA 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Attic lnsulation-R13 NA 5 Install/Increase Attic lnsulation-R30 NA 5 Install/Increase Attic lnsulation-R42 OK 6 Install Roof Insulation R 1 O NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK 8 Control Air Leakaae OK Heatin!l and Coolin!l ECMs 9 Install Vent Damoers NA 10 Convert To Electronic Ignition OK 11 Install Boiler Controls NA 12 Reolace Inefficient Heatina Plant OK 13 Install Setback Thermostats NA 14 Install Radiator Controls NA 15 Insulate Hot Water Pioes NA 16 Convert Steam Heatina To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geothermal Heat Pumo NA '. 19 Reolace Inefficient Air Conditioners OK 20 Install Swamp Coolers NA Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1003-106-110 10th Ave. S.W. Pelican Rapids, MN 56572 Duplex ECM-# Enerov Conservation Measures N/A Cost Savinos Pavback Domestic Hot Water Svstem ECMs 21 Install Water Efficient Showerheads / Faucet Aerators NA 22 Insulate Hot Water Tank NA 23 Install DHW Off Peak Controls NA 24 Convert Laundrv To Cold Rinse NA 25 Replace Inefficient Hot Water Heater OK Liohtina Svstem ECMs 26 Replace Incandescent w/ Comnact Fluorescent In Units NA 27 Replace Incandescent w/Fluorescent In Commons NA 28 Replace Old Fluorescent w/ Enernv Savinn-ln Commons NA 29 Reolace Old Fluorescent Lamos/Ballasts-In Commons NA 30 Install Lightina Controls In Common Areas NA 31 Convert Exterior Lic:ihtinc:i Fixtures NA 32 Install Photo Controls For Exterior Liahtina NA Miscellaneous ECMs 33 Reolace Older Refriaeration w/Hiah Efficien= Units NA 34 Unnrade Or Reolace Inefficient Motors NA 35 Install Water Savinos Toilets NA 36 Convert Water Suoolv Pumps NA 37 Install Check Meterina Or Individual Meterina NA 38 Reolace exit liaht bulbs with LED bulbs-cer bulb NA Auditor: Date: September 24, 2009 Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1004-206 1&2 Foss St. No. Underwood, MN S6586 Duplex ECM-# Enerav Conservation Measures Cost Savinos Pavback Architectural ECMs 1 Install Storm Windows NA 2 Install Reolacement Windows OK 3 Install Window Sun Shades: South Facina Windows NA 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Attic lnsulation-R13 NA 5 lnstallnncrease Attic lnsulation-R30 NA 5 Install/Increase Attic lnsulation-R42 OK 6 Install Roof Insulation R10 NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK B Control Air Leakaae OK Heatino and Coolino ECMs 9 Install Vent Damoers NA 10 Convert To Electronic lonition OK 11 Install Boiler Controls NA 12 Reolace Inefficient Heatina Plant OK 13 Install Setback Thermostats NA 14 Install Radiator Controls NA 15 Insulate Hot Water Pines NA 16 Convert Steam Heatino To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geothermal Heat Pumo NA 19 Ren lace Inefficient Air Conditioners OK 20 Install Swamo Coolers NA Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1004-206 1&2 Foss St. No. Underwood, MN 56586 Duplex ECM-# Enerav Conservation Measures NIA Cost Savinas Pavback Domestic Hot Water Svstem ECMs 21 Install Water Efficient Showerheads / Faucet Aerators NA 22 Insulate Hot Water Tank NA 23 Install DHW Off Peak Controls NA 24 Convert Laundrv To Cold Rinse NA 25 Reolace Inefficient Hot Water Heater OK Liahtina Svstem ECMs 26 Reolace Incandescent wt Compact Fluorescent In Untts NA 27 Replace Incandescent w/Fluorescent In Commons NA 28 Reolace Old Fluorescent w/Enern" Savinn-Jn Commons NA 29 Reolace Old Fluorescent Lamos/Ballasts-In Commons NA 30 Install Liahtina Controls In Common Areas NA 31 Convert Exterior Liahtina Fixtures NA 32 Install Photo Controls For Exterior Li□htinn NA Miscellaneous ECMs 33 Reolace Older Refriaeration w/Hinh Efficiencv Units NA 34 Unnrade Or Reolace Inefficient Motors NA 35 Install Water Savings Toilets NA 36 Convert Water Suoolv Pumos NA 37 Install Check Meterina Or Individual Meterina NA 38 Reolace exit liaht bulbs with LED bulbs-ner bulb NA Auditor: Date: September 25, 2009 Otter Tail HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1005-216 Foss St. No. Underwood, MN 56586 4 Bedroom Bi-Level ECM-# Enerav Conservation Measures Cost Savinas Pa""ack Architectural ECMs 1 Install Storm Windows NA 2 Install Renlacement Windows OK 3 Install Window Sun Shades: South Facinn Windows NA 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Allie lnsulation-R13 NA 5 Install/Increase Allie lnsulation-R30 NA 5 Install/Increase Allie lnsulation-R42 OK 6 Install Roof Insulation R10 NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK 8 Control Air Leakane OK Healina and Coolina ECMs 9 Install Vent Damners NA 10 Convert To Electronic lanilion OK 11 Install Boiler Controls NA 12 Renlace Inefficient Heatinn Plant OK 13 Install .Setback Thermostats NA 14 Install Radiator Controls -NA 15 Insulate Hot Water Pioes NA 16 Convert Steam Heatina To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geothermal Heat Pumo NA 19 Renlace Inefficient Air Conditioners OK 20 Install Swamo Coolers NA Otter Tail HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1005-216 Foss St. No. Underwood, MN 56586 4 Bedroom Bi-Level EC~ Energv Conservation Measures NIA Cost Savinas Pavback Domestic Hot Water Svstem ECMs 21 Install Water Efficient Showerheads / Faucet Aerators NA 22 Insulate Hot Water Tank NA 23 Install DHW Off Peak Controls NA 24 Convert Laundrv To Cold Rinse NA 25 Reolace Inefficient Hot Water Heater OK liahtina l'wstem ECMs 26 Reolace Incandescent w/ Comoact Fluorescent In Units NA 27 Reolace Incandescent w/Fluorescent In Commons NA 28 Renlace Old Fluorescent w/ Enemu Savin~ln Commons NA 29 Reolace Old Fluorescent Lamos/Ballasts-In Commons NA 30 Install Liahtina Controls In Cammon Areas NA 31 Convert Exterior liahtina Fixtures NA 32 Install Photo Controls For Exterior Li!lhlin!I NA Miscellaneous ECMs 33 Renlace Older RefriQeration w/Hillh Efficiencv Units NA 34 Unarade Or Replace Inefficient Motors NA 35 Install Water Savinas Toilets NA 36 Convert Water Sunnlv Pumas NA 37 Install Check Meterina Or Individual Meterin!I NA 38 Replace exit liaht bulbs,with LED bulbs-oer bulb NA AudITor: /Yu S:-~ Date: September 24 & 25, 2009 Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1006-504-506 Marshall Ave. Henning;MN 56551 Duplex ECM-# Enerav Conservation Measures Cost Savinas Pavback Architectural ECMs 1 Install Storm Windows NA 2 Install Replacement Windows OK 3 Install Window Sun Shades: South Facina Windows NA 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Attic lnsulation-R13 NA 5 Install/Increase Attic lnsulation-R30 NA 5 Install/Increase Attic lnsulation-R42 OK 6 Install Roof Insulation R10 NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK 8 Control Air Leakai:ie OK Heatina and Coolina ECMs 9 Install Vent Dampers NA 10 Convert To Electronic lanition OK 11 Install Boiler Controls NA 12 Replace Inefficient Heatino Plant OK 13 Install Setback Thenmostats NA 14 Install Radiator Controls NA 15 Insulate Hot Water Pipes NA 16 Convert Steam Heatina To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geothenmal Heat Pumo NA 19 Reolace Inefficient Air Conditioners OK 20 Install Swamo Coolers NA Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1006-504-506 Marshall Ave. Henning, MN 56551 Duplex ECM-# Enerav Conservation Measures N/A Cost Savinas Pavback Domestic Hot Water Svstem ECMs 21 Install Water Efficient Showerheads / Faucet Aerators NA 22 Insulate Hot Water Tank NA 23 Install DHW Off Peak Controls NA 24 Convert Laundru To Cold Rinse NA 25 Reolace Inefficient Hot Water Heater OK Liahtina Svstem ECMs 26 Reolace Incandescent w/ Comnact Fluorescent In Untts NA 27 Reolace Incandescent w/Fluorescent In Commons NA 28 Reolace Old Fluorescent w/ Enerm, Savina-In Commons NA 29 Renlace Old Fluorescent Lamns/Ballasts-ln Commons NA 30 Install Liohtina Controls In Common Areas NA 31 Convert Exterior Liahtina Fixtures NA 32 Install Photo Controls For Exterior Lighting NA Miscellaneous ECMs 33 Renlace Older Refriaeration w/Hinh Efficiency Units NA 34 LJnnrade Or Renlace Inefficient Motors NA 35 Install Water Savinns Toilets NA 36 Convert Water Sunnlv Pumos NA 37 Install Check Meterina Or Individual Metering NA 38 Renlace exit liaht bulbs with LED bulbs-ner bulb NA Auditor: Date: September 25, 2009 Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1007-206 Holden Ave. Henning, MN 56551 3 Bedroom Rambler ECM-# Enernv Conservation Measures Cost Savinas Pavback Architectural ECMs 1 Install Storm Windows NA 2 Install Renlacement Windows OK 3 Install Window Sun Shades: South Facinn Windows NA 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Attic lnsulation-R13 NA 5 Install/Increase Attic lnsulation-R30 NA 5 Install/Increase Attic lnsulation-R42 OK 6 Install Roof Insulation R10 NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK 8 Control Air Leakane OK Heatina and Coolina ECMs - 9 Install Vent Damoers NA 10 Convert To Electronic lanition OK 11 Install Boiler Controls NA 12 Renlace Inefficient Heatina Plant OK 13 Install Setback Thermostats NA 14 Install Radiator Controls NA 15 Insulate Hot Water Pines NA 16 Convert Steam Heatina To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geothermal Heat Pumo NA 19 Reolace Inefficient Air Conditioners OK 20 Install Swamn Coolers NA Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1007-206 Holden Ave. Henning, MN 56551 3 Bedroom Rambler ECM-# Energy Conservation Measures NIA Cost Savinas Payback Domestic Hot Water System ECMs 21 Install Water Efficient Showerheads/ Faucet Aerators NA 22 Insulate Hot Water Tank NA 23 Install DHW Off Peak Controls NA 24 Convert Laundrv To Cold Rinse NA 25 Replace Inefficient Hot Water Heater OK Liahtina Svstem ECMs 26 Reolace Incandescent w/ Comoact Fluorescent In Unijs NA 27 Reolace Incandescent w/Fluorescent In Commons NA 28 Reolace Old Fluorescent w/ Enemv Savino-In Commons NA 29 Reolace Old Fluorescent Lamos/Ballasts-In Commons NA 30 Install Liohtino Controls In Common Areas NA 31 Convert Exterior Liahtino Fixtures NA 32 Install Photo Controls For Exterior Liahtina NA Miscellaneous ECMs 33 Reolace Older Refrineration w/Hi!lh Efficiencv Units NA 34 Uoarade Or Replace Inefficient Motors NA 35 Install Water Savinos Toilets NA 36 Convert Water Sunnlv Pumos NA 37 Install Check Meterina Or Individual Meterina NA 38 Replace exit lii:iht bulbs with LED bulbs-oer bulb NA Auditar: /1/lt) s-~ Date: September 25, 2009 Otter Tail County HRA Audit#1008-lll Milne Ave 1151 Friberg Avenue, Fergus Falls, MN 56537 Henning, MN 56551 4 Bedroom Bi-Level . ECM-# Enernv Conservation Measures Cost Savinas Pavback Architectural ECMs 1 Install Storm Windows NA 2 Install Reolacement Windows OK 3 Install Window Sun Shades: South FacinQ Windows NA 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Attic lnsulation-R13 NA 5 Install/Increase Attic lnsulation-R30 NA 5 Install/Increase Attic lnsulation-R42 OK 6 Install Roof Insulation R10 NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK 8 Control Air Leakaae QK Heating and Cooling ECMs 9 Install Vent Damoers NA 10 Convert To Electronic Ignition OK 11 Install Boiler Controls NA 12 Reolace Inefficient Heatina Plant OK 13 Install Setback Thermostats NA 14 Install Radiator Controls NA 15 Insulate Hot Water Pices NA 16 Convert Steam Heating To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geothermal Heat Pumo NA 19 Reolace Inefficient Air Conditioners OK 20 Install Swamp Coolers NA Otter Tail County HRA Audit #1008-Milne Ave. Henning,. MN 56551 1151 Friberg Avenue, Fergus Falls, MN 56537 4 Bedroom Bi-Level ECM-# Enemu Conservation Measures N/A Cost Savinos Pavback Domestic Hot Water Svstem, ECMs 21 Install Water Efficient Showerheads / Faucet Aerators NA 22 Insulate Hot Water Tank NA 23 Install DHW Off Peak Controls NA 24 Convert LaundrvTo.Cold Rinse NA 25 Renlace Inefficient Hot Water Heater OK Liahtina Svstem ECMs 26 Renlacefacandescent w/ Comnact Fluorescentln Units ,NA 27 Renlace Incandescent w/Fluorescent In Commons NA 28 Renlace Old Fluorescent w/ Enemv Savina-In Commons NA 29 Renlace Old Fluorescent Lamns/Ballasts-ln Commons NA 30 Install Linhtinn Controls In Common Areas NA 31 Convert Exterior Liahtina Fixtures NA 32 Install Photo Controls For Exterior Liahtina NA Miscellaneous ECMs 33 Renlace Older Refrineration w/Hinh Efficien~· Units NA 34 Unnrade Or Renlace Inefficient Motors NA 35 Install Water Savinas Toilets NA 36 Convert Water Sunnlv .Pumas NA 37 Install Check Meterina Or Individual Meterina NA 38 Renlace exit linht bulbs with LED bulbs-ner bulb NA Date: September 25, 2009 Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1009-104-106 South Smith New York Mills, MN 56567 Duplex ECM-# Enernu Conservation Measures Cost Savinas Pavback Architectural ECMs 1 Install Storm Windows NA 2 Install Renlacement Windows OK 3 Install Window Sun Shades: South Facina Windows NA 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Attic lnsulation-R13 NA 5 Install/Increase Attic lnsulation-R30 NA 5 Install/Increase Attic lnsulation-R42 OK 6 Install Roof Insulation R10 NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK 8 Control Air Leakane OK Heatina and Coolin□ ECMs 9 Install Vent Damners NA 10 Convert To Electronic lanition OK 11 Install Boiler Controls NA 12 Renlace Inefficient Heatina Plant OK 13 Install Setback Thermostats NA 14 Install Radiator Controls NA 15 Insulate Hot Water Pines NA 16 Convert Steam Heatina To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geathemial Heat Puma NA 19 Renlace Inefficient Air Conditioners OK 20 Install Swamn Coolers NA Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1009-104-106 South Smith New York Mills, MN 56567 Duplex ECM-# Enern" Conservation Measures N/A Cost Savinas Pavback Domestic Hot Water Svstem ECMs 21 Install Water Efficient Showerheads / Faucet Aerators NA 22 Insulate Hot Water Tank NA 23 Install DHW Off Peak Controls NA 24 Convert Laundrv To Cold Rinse NA 25 Reolace Inefficient Hot Water Heater OK Linhtinn S"stem ECMs 26 Renlace Incandescent w/ Comnact Fluorescent In Units NA 27 Renlace Incandescent w/Fluorescent In Commons NA 28 Re•lace Old Fluorescent w/ Enernv Savin"-ln Commons NA 29 Rea lace Old Fluorescent Lamos/Ballasts-In Commons NA 30 Install Liahtina Controls In Common Areas NA 31 Convert Exterior Liahtina Fixtures NA 32 Install Photo Controls For Exterior Liahtina NA Miscellaneous ECMs 33 Ren lace Older Refriaerafion w/Hioh Efficien= Units NA 34 Unnrade Or Reolace Inefficient Motors NA 35 Install Water Savinas Toilets NA 36 Convert Water Sunnlv Pumns NA 37 Install Check Meterinn Or Individual Meterina NA 38 Reolace exit liaht bulbs with LED bulbs-ner bulb NA Auditor: Date: September 25, 2009 Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1010-104 Pleasant Lane New York Mills, MN 56567 3 Bedroom Rambler ECM-# Enernu Conservation Measures Cost· .Savinas Pavback Architectural ECMs 1 Install Storm Windows NA 2 Install Replacement Windows OK 3 Install Window Sun Shades: South Facina Windows NA 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Attic lnsulation-R 13 NA 5 Install/Increase Attic lnsulation-R30 NA 5 Install/Increase Attic lnsulation-R42 OK 6 Install Roof Insulation R10 NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK 8 Control Air Leakaae OK Heatina and Coolina ECMs 9 Install Vent Damoers NA 10 Convert To Electronic lanition OK 11 Install Boiler Controls NA 12 Replace Inefficient Heatina Plant OK 13 Install Setback Thermostats NA 14 Install Radiator Controls NA 15 . Insulate Hot Water Pioes NA 16 Convert Steam Heatina To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geothermal Heat Puma NA 19 Rec lace Inefficient Air Conditioners OK 20 lnstallSwamo Coolers NA Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1010-104 Pleasant Lane New York Mills, MN 56567 3 Bedroom Rambler ECM-# Enernv Conservation Measures NIA Cost Savinas Pavback Domestic Hot Water Svstem ECMs 21 Install Water Efficient Showerheads / Faucet Aerators NA 22 Insulate Hot Water Tank NA 23 Install DHW Off Peak Controls NA 24 Convert Laundry To Cold Rinse NA 25 Reolace Inefficient Hot Water Heater OK Liahtina Svstem ECMs 26 Renlace Incandescent w/ Comoact Fluorescent In Units NA 27 Reolace Incandescent w/Fluorescent In Commons NA 28 Reolace Old Fluorescent w/ Enernv Savina-In Commons NA 29 Reolace Old Fluorescent Lamns/Ballasts-ln Commons NA 30 Install Liahtina Controls In Common Areas NA 31 Canvert Exterior Liahtina Fixtures NA 32 Install Phato Controls For Exterior Liahtina NA Miscellaneous ECMs 33 Reolace Older Refrioeration w/Hioh Efficien~ Units NA 34 Unnrade Or Replace Inefficient Motors NA 35 Install Water Savinas Toilets NA 36 Convert Water Sunnlv Pumos NA 37 Install Check Meterina Or Individual Meterina NA 38 Reolace exit liaht bulbs with LED bulbs-oer bulb NA Auditor: Date: September 25, 2009 Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit .#1111-210 Larson Court New York Mills, MN 56567 4 Bedroom Bi-Level ECM-# Enerav Conservation Measures Cost Savinas Pavback -Architectural ECMs 1 Install Storm Windows NA 2 Install Replacement Windows OK ! NA 3 Install Window Sun Shades: South Facing Windows 4 Install Window Sun Shades: East & West Windows NA 5 Install/Increase Attic lnsulation-R13 NA 5 Install/Increase Attic lnsulation-R30 NA 5 Install/Increase Attic lnsulation-R42 OK 6 Install Roof Insulation R10 NA 6 Install Roof Insulation R20 NA 7 Install Wall Insulation OK 8 Control Air Leaka!le OK Heatina and Cooling ECMs 9 Install Vent Dampers NA 10 Convert To Electronic lanition OK 11 Install Boiler Controls NA 12 Replace Inefficient Heatina Plant OK 13 Install Setback Thermostats NA 14 Install Radiator Controls NA 15 Insulate Hot Water Pipes NA 16 Convert Steam Heatina To Hot Water Distribution NA 17 Seal And Insulate Ducts NA 18 Install Geothermal Heat Pump NA 19 Replace Inefficient Air Conditioners OK 20 Install Swamo Coolers NA •, Otter Tail County HRA 1151 Friberg Avenue, Fergus Falls, MN 56537 Audit #1111-210 Larson Court New York Mills, MN 56567 4 Bedroom Bi-Level ECM-# Enerav Conservation Measures N/A Cost Savinas Pavback Domestic Hot Water Svstem ECMs 21 Install Water Efficient Showerheads / Faucet Aerators NA ' NA 22 Insulate Hot Water Tank 23 Install DHW Off Peak Controls NA 24 Convert Laundry To Cold Rinse NA 25 Replace Inefficient Hot Water Heater OK Liahting System ECMs 26 Reolace Incandescent w/ Comoact Fluorescent In Units NA 27 Reolace Incandescent w/Fluorescent In Commons NA 28 Reolace Old Fluorescent w/ Enernu Savino-In Commons NA 29 Renlace Old Fluorescent Lamos/Ballasts-In Commons NA 30 Install Liahtina Controls In Common Areas NA 31 Convert Exterior Liahtina Fixtures NA 32 Install Photo Controls For Exterior Liahtina NA Miscellaneous ECMs 33 Renlace Older Refrioeration w/Hioh Efficien~• Untts NA 34 Uoarade Or Replace Inefficient Motors NA 35 Install Water Savinas Toilets NA 36 Convert Water Sunnlv Pumps NA 37 Install Check Metering Or Individual Meterina NA 38 Replace exit lh:iht bulbs with LED bulbs-ner bulb NA Auditor: Date: September 25, 2009 , Program MHF A Deferred Loans -Phase XIV Community Fix-Up Fund Rental Rehab -2008 Program HRA Revolving Rent Rehab Loan Program OTC Tax Levy -Homeowner (2009) OTC Tax Levy ~ Rental (2009) SCDP: Urbank (18 homes) 2010 SCDP Pre-Applications SCDP: Pelican Rapid~mes) SCDP: Pelican Rapid@,mmercial) SCDP: Pelican Rapids@ntal) SCDP: Parkers Prairieilleer Creek c1• homes) Otter Tail County HRA Rehabilitation Projects Update October 15, 2009 Withdrawn/ In Applications Ineligible Process 37 4 0 2 1 1 Rehab Inspected Bidding In Complete Proe:ress 33 0 2 31 1 1 0 0 2 Perham tri-plex project is closed oul 8 units in Henning closed out. 20 1 0 19 0 2 17 20 0 0 20 0 9 11 3 0 1 2 0 0 2 20 0 0 20 0 0 20 1) Pelican Rapids 2) New York Mills tr")d,;:-j, ue.5, 2# ' 31 10 0 21 0 1 20 20 1 0 19 0 3 16 12 0 0 12 0 0 12 15 2 5 9 0 6 2 f,lok ;;z. I 1 /2. MHFA Deferred Loan Program (Phase XIV) Committed As of: 10/14/2009 % of Regional Loan Admin Total Overall Total Allocation $ 739,291.00 1 20,000.00 1,600.00 21,600.00 21,600.00 3% 2 16,143.00 1,600.00 17,743.00 39,343.00 5% 3 20,000.00 1,600.00 21,600.00 60,943.00 8% 4 3,800.00 532.00 4,332.00 65,275.00 9% 5 20,000.00 1,600.00 21,600.00 86,875.00 12% 6 20,000.00 1,600.00 21,600.00 108,475.00 15% 7 2,168.16 303.54 2,471.70 110,946.70 15% 8 13,086.00 1,600.00 14,686.00 125,632.70 17% 9 15,962.00 1,600.00 17,562.00 143,194.70 19% 10 10,349.37 1,448.91 11,798.28 154,992.98 21% 11 20,000.00 1,600.00 21,600.00 176,592.98 24% 12 12,496.55 1,600.00 14,096.55 190,689.53 26% 13 19,225.62 1,600.00 20,825.62 211,515.15 29% 14 8,621.88 1,207.06 9,828.94 221,344.09 30% 15 12,000.00 1,600.00 13,600.00 234,944.09 32% 16 15,000.00 1,600.00 16,600.00 251,544.09 34% 17 7,283.93 1,019.75 8,303.68 259,847.77 35% 18 20,000.00 1,600.00 21,600.00 281,447.77 38% 19 15,000.00 1,600.00 16,600.00 298,047.77 40% 20 20,000.00 1,600.00 21,600.00 319,647.77 43% 21 16,626.25 1,600.00 18,226.25 337,874.02 46% 22 11,175.00 1,564.50 12,739.50 350,613.52 47% 23 16,550.90 1,600.00 18,150.90 368,764.42 50% 24 20,000.00 1,600.00 21,600.00 390,364.42 53% 25 15,005.00 1,600.00 16,605.00 26 11,316.46 1,584.30 12,900.76 27 17,582.07 1,600.00 19,182.07 28 20,000.00 1,600.00 21,600.00 29 19,375.38 1,600.00 20,975.38 30 20,000.00 1,600.00 21,600.00 31 20,000.00 1,600.00 21,600.00 32 11,867.25 1,600.00 13,467.25 33 17,000.00 1,600.00 18,600.00 507,634.82 49,260.07 556,894.89 Otter Tail County Public Housing -Family Units Report 13.Family Units As of August 31, 2009 Rents Payable $ 1,801.00 Rents Collected $ 2,906.55 • Rents Collected -prepaid in July $ 725.00 • Pre-Paid Rent for September $ 1,830.55 Late Rents Outstandim::i $ - Late Fees Charaed $ - Late Fees Collected $ - Other Charaes Outstandina $ 249.75 * Securitv Deoosits Collected $ 500.00 ELI Percentaae 50% Bad Debt Collected (Revenue Recapture) $ 77.00 Vacancies: 4 BR NYM: vacant as of 7/31/09. Lease signed for 9/1/09 3 BR Henning: should be vacant by 8/31/09. Offered unit & applicant accepted for 9/4/09 4 BR Underwood: should be vacant by 8/31/09. Offered unit & applicant accepted for 10/1/09 Waiting List 2 BR 3 BR 4BR 23 11 1 * $203.19 is a past tenant balance due and $46.56 is a bill for current tenant Otter Tail County Public Housing -Family Units Report 13 Family Units As of September 30, 2009 Rents Payable $ 2,112.00 Rents Collected $ 749.00 • Rents Collected -prepaid in August $ 1,830.55 • Pre-Paid 'Rent for October $ 467.55 • Pre-Paid Utility Bill(s) $ 92.76 Late Rents Outstandinq $ - Late Fees Charaed $ 25.00 Late Fees Collected $ 25.00 Other Charaes Outstandina -vacated 203.19 • Security Deoosits Collected $ 1,000.00 ELI Percentaqe # 4~ Bad Debt Collected (Revenue Recapture) $ - Vacancies: 3 BR Henning: Lease signed 9/4/09 4 BR Under.vood: Lease signed 10/1/09 Waiting List 2 BR 24 3 BR 12 4BR 2 "'$203.19 is a past tenant balance due •' ~p 'l. :~ HUB: 5HMIN 5KPH OTTER TAIL COUNTY HRA nr·-· '}'· ~~ FO Code: HA Num: MN! 77 i •• + ~, '\ ,i,. ,; \ 'I' ;~ ea " ~ "'"' L· : • • , • • • ,. i ,' lJMA• ·· ". • •UMLr ,,.,Leasin!! % .. Jan-09 140 138 98.57% Feb-09 140 139 99.29% Mar-09 140 138 98.57% Apr-09 140 129 92.14% May-09 140 123 87.86% Jun-09 140 122 87.14% Jul-09 140 &D 86.43% Aug-09 140 82.14% Sep'09 140 80.00% Oct-09 Nov-09 ' ,·:• $35,504 $39,589 111.51 % $286.88 , $35,504 $40,479 114.01 % $291.22 ' $35,504 $39,049 109.98% $282.96 $35,504 $39,768 112.01 % $308.28 $35,504 $35,314 99.46% $287.11 $35,504 $34,995 98.57% $286.84 $35,504 $34,151 96.19% $282.24 ; $35,504 ~~~·~'.~-') 92.71 % $286.22 \ $35,504 ~:'V 81.11% $218.04 ( ) ~ Dec009 cc ,., ,..._ ______ ....._ __________________________________ ....... , .-----,Ye::TD=1r-----:J'"',2"'6"'0--'"1,""13""7,---9""'0""'.2""'4""%,---'-----------,$"'3""19"","'s3'"'6,----,,$"'32"'7'",4""0""0--,l""0""2.""'46"''¾"'o--,,$2"'8"'7:.,,·_9.;;;j'r·" Utilization Percentages 120.00% 1 ::::::;;;;;;::::;:::::::~-:--;-;-:-:.:,,, ~ .. c--:-:::-:::::~ 100.00% 80.00% : 60.00% ~--~ ........ ....,,...~~- 40.00% -!'+' - '"ft If Y:: ,.,, __ •• ,_ "., " •. _-,: .:/· 20.00% 0.00% 0\ 0 j NRA Balance as of 1/1/2009: ABA YTD: HAP Expenditures YTD: Remaining NRA YTD: CY Eligibility: Remaining CY Eligibility: CY Months Remaining: Monthly CY Eligibility Remaining: Unit Months Available CY: Unit Months Leased CY: Unit Months Remaining CY: Monthly Units Remaining CY: Unit Months Funding Would Support: Monthly Units Funding Would Support: Minimum of Available or Supportable: Minimum of Available or Supportable Monthly: 0\ 0\ 0 0 I I ... ~ < ::E 0\ 0\ 0\ 0 0 0 ] I I -g,o ~ <I; $35,438 $319,536 $327,400 $27,574 $426,048 $98,648 3 $32,883 1,680 1,137 543 181 343 114 343 114 0\ 0\ 0 0 I .+!, P. 0 0 tZl 0 Including NRA $134,086 3 $44,695 466 155 466 155 .. ' • SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM AUGUST/SEPTEMBER, 2009 Annual Recerts Interim Recerts Portability Move-In Portability Move-Out End Participation New Admissions Recert Inspections Waiting List Vouchers Issued Ports In Pending Ports Out Pending In-House Transfers Ports Out Paid 8 7 1 2 1 0 14 194 11 1 5 1 4/$2438.00 / HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority ffhra@prtel.com , www.fergusfallshra.com Riverview Heights Highrlse 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director December I 0, 2009 Meeting to be Held Thursday, December 17th, 2009 at 10:00 a.m. at the HRA office, 1151 Friberg Ave., Fergus Falls, MN. 56537 Regular Minutes of October 15, 2009 Meeting AGENDA 1. SJ)airperson -Call Meeting to Order ~pprova! of Minutes 3. ~Ev,i.'.tive Director ¥..J.: inistrati~e ~xpenses -October & November 2009 stment Listing p ta! Fund Program Update D. AI¢1al Administrative Contracts with Fergus Falls HRA I.Y. ,,Section 8 Voucher Program ·~ow Rent Public Housing Program . A Rehab Programs ax Levy Program E. lution No. 090, 2010 Public Housing Operating Subsidy F. 1099 Audit Results 4. R~i"li ation Specialist -Dennis Christenson A. A Update B. C Tax Levy Update C. 010 SCDP Potential Applications 5. Re~litation Assistant/Housing Manager -Sue Bjorklund A. . elican Rapids SCDP B. 0 Deer Creek/Parkers Prairie SCDP C. lie Housing Update • .i./31 Jo 1 -IIH &,.cl. fyd,+.s ro w,.-k. .o.f-f' 6. ousing Administrator -Mary Jo Schwarz A. Section 8 Update lve--i...\-M ~ ! ~b, l ~ ..-< 0) 0 PLEASE CALL IF YOU ARE UNABLE TO ATTEND! -·-------~-------------------~-~---·--ec· ... ----"----~-'-'---Providing Housing Opportunities •... -..•. H:\Users\JEFF:IAgenda,OICHRA.doc ••• I The Otter Tail County HRA Board of Commissioners met in a regular meeting on October 15th, 2009 at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Janice Palan, Secretary Hazel Hovde Art Schwartz OTHERS PRESENT Jeffrey Gaffaney Dennis Christenson Mary Jo Schwarz Susan Bjorklund Vicki Scheer Scott Rocholl, Chairperson opened the regular meeting. A motion was made and seconded to approve the minutes from the August 20th, 2009, meeting. Ml Janice Palan SI Hazel Hovde The public hearing regarding the 2010 -5-year agency plan was opened at 10:00 a.m. There were no other members of the public present nor were there any written comments submitted, regarding the 5 year-plan. Jeff explained that the capital funds forms will now be submitted to HUD when actual amendments are submitted on an annual basis. The reports were presented for review. Mary Jo Schwarz explained that there were no changes in the Section 8 policies. The Fair Market Rents were increased but upon review Mary Jo proposed that no changes be made in the current payment standards. Sue Bjorklund proposed only one change in the public housing ACOP plan regarding clarification of the wording pertaining to the pet policy. A motion was made and seconded to approve resolution #89 -PHA Certification of Compliance with 2010 5-year agency plan. Ml Hazel Hovde The public hearing was then closed. SI Janice Palan Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of August and September, 2009. A motion was made and seconded to approve the expenses. Ml Art Schwartz SI Hazel Hovde The Investment Listing was reviewed and the only changes were the balances in the checking and .savings accounts. The four bedroom unit in New York Mills is scheduled to be re-shingled early next week using the 2009 Capital Fund Program. Jeff and Dennis attended the budget committee meeting to discuss the Otter Tail County HRA tax levy request on August 27'\ 2009 and they felt it went favorably. The request will be presented at the next Otter Tail County Commissioners meeting with final approval hopefully in December. H:\users\VJCKI\2009 minutes\minutes -otc october 09.doc 1 Dennis Christenson, Rehab Specialist reported that there are 37 MHFA Deferred Loan Program Phase XIV applications that have been taken, 4 were ineligible, 33 have been inspected, 2 have rehab in progress and 31 are complete. There are 2 applications taken, 1 was ineligible, 1 in process, 1 is bidding and 1 has been inspected for the Community Fix-Up Fund Program. Two applications have been taken for the 2008 Rental Rehab Program. The Perham triplex is closed out. The 8 units in Henning are also complete. Remaining funds have been transferred to the Housing Partnership as the HRA has no new applicants. Twenty HRA Revolving Rent Rehab applications have been taken. One has been withdrawn, 19 have been inspected, 2 have rehab in progress and 17 have been completed. With 2009 Otter Tail County Homeowner Tax Levy funding, 20 applications have been taken, 20 have been inspected, 9 have rehab in progress and 11 are complete. There are 3 applications for the Otter Tail Couilty Tax Levy Rental Rehab Program, 1 is in process, 2 have been inspected, and 2 are complete. Twenty applications have been taken with the Urbank Comprehensive Grant and 20 are completed. Sewer hookups are to be completed by October 31, 2009 and have been delayed due to weather. Dennis hopes to hear by next Tuesday if the two new Small Cities pre-applications were approved for the City of Pelican Rapids, including the City of Erhard, Pelican Township and Erhard;s Grove Township and for New York Mills which includes Newton and Bluffton townships and the City of Bluffton. Sue Bjorklund, Rehab Assistant reported that 31 applications have been taken for the Pelican Rapids SCDP for the Homeowner component. Ten have been withdrawn or were ineligible, 21 have been inspected, 1 has work in progress and 20 are completed. Twenty applications have been taken, 1 is in process, 19 inspected, 3 have work in progress and 16 are complete for the commercial component. Twelve applications have been taken, 12 have been inspected and 12 are complete for the rental component. Fifteen applications have been taken, 2, have been withdrawn or were ineligible, 5 are in process, 9 have been inspected, 6 are in progress and 2 are complete for the Parkers Prairie/Deer Creek SCDP program. Sue also reported that the August rents owed for the Otter Tail County family Public Housing units totaled $1,801.00, and $2,906.55.00 was collected. Pre-paid rents of $725.00 were collected in July and pre-paid rents of $1,830.55 were collected for September. One security deposit in the amount of $500.00 and bad debt of $77.00 was also collected. Other outstanding charges totaled $249.75. The extremely low-income percentage was 50% as no new tenants have been added. Twenty-three applicants were on the 2-bedroom public housing waiting list, 11 applicants on the 3-bedroom waiting list and 1 on the 4-bedroom waiting list. The four-bedroom in New York Mills was vacated 7/31/2009 and a new lease was signed 9/1/2009. The 3-bedroom in Henning was vacated 8/31/2009 and re-rented 9/4/09 and the 4-bedroom in Underwood was vacated 8/31/2009 and re-rented 10/1/09. H:\users\VICKl\2009 minutes\minutes -otc october 09.doc 2 The September rents owed totaled $2,112.00 and $749.00 was collected including pre-paid rents of $1,830.55 in August and pre-paid rents for October of $467.55. Pre-paid utility bill(s) of $92.76 were also collected. Late fees of $25.00 were charged and collected. Other charges of $203.19 were outstanding. Security deposits in the amount of$1,000.00 were also collected. The ELI was at 40'llo. Twenty-four applicants were on the 2-bedroom public housing waiting list, 12 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom list. Mary Jo Schwarz, Housing Adruinistration reported that for the month of September there were 112 leased and HAPS totaling $31,140. There were 194 families on the waiting list and 4 ports out paid totaling $2,438.00. There are 5 port outs pending. She is working on several new admissions. There are 11 vouchers issued. There being no further business, a motion was made and seconded to adjourn. Ml Art Schwartz S/J anice Palan Janice Palan, Secretary Date H:\users\VICKI\2009 minutes\minutes • otc october 09.doc 3 ,, ... · OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF October, 2009 Bank of the West -Office Rent $ City of Fergus Falls -Health Insurance $ Principal Mutual Life Insurance -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ AT & T Moblility $ Dennis Christenson -Mileage $ Jeffrey Gaffaney -Mileage $ Mary Jo Schwarz-Mileage $ Vicki Scheer -Mileage Scott Rocholl -Per Diem $ Janice Palan -Per Diem $ Hazel Hovde -Per Diem $ Art Schwartz -Per Diem $ Robert Bigwood -Per Diem $ Otter Tail Power Co. $ City of Pelican Rapids $ City of New York Mills $ City of Henning $ RTWinc. $ Plunkett's Inc. $ Sherwin Williams Co. $ American Family Ins. $ Fergus Falls Newspaper Inc. $ New Horizons Ag Service $ Mel Struck -Energy Audit $ Brogard Plumbing & Htg. $ Brian Jorgenson Construction Co. $ Mike's Plumbing & Heating $ Salaries $ H:\Usersltempory letters\OTC HRA EXPENSES 10-09 450.00 1,850.00 950.00 225.00 200.00 400.00 24.33 700.70 50.00 230.45 73.20 109.50 87.50 120.50 60.00 35.00 129.51 295.00 40.00 372.60 192.38 192.25 568.75 84.00 17.55 315.00 631.00 5,006.00 68.00 8,309.09 OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF November, 2009 Bank of the West -Office Rent $ City of Fergus Falls -Health Insurance $ Principal Mutual Life Insurance -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ AT & T Moblility $ Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ Great Plains Gas Co. $ City of Pelican Rapids $ City ofNew York Mills $ City of Henning $ Home Depot $ Wells Fargo $ Culligan Water Co. $ American Family Ins. $ Susan Bjorklund -Mileage $ Networks For Hire $ Salaries $. H:\Users\tempory letters\OTC HRA EXPENSES 11-09 450.00 1,850.00 950.00 225.00 200.00 400.00 24.85 496.10 25.00 232.10 72.00 111.66 266.00 40.00 87.33 400.00 41.42 566.75 15.00 1,100.00 8,309.09 December 17, 2009 FINANCIAL FUND INSTITUTION ..... ,. CERTIFICATES Security State Bank 1 Public Housing ~g!IS Falls I I SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve ,___. Security State Bank Public Housing Fergus Falls ,___-Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHFA-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account H:\Users\JEFF\iJ}vest list otc.doc - I ' OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION I PRINCIPAL : Money Market I $6,564.29 Certificate #210979 - Weekly Money $19,718.47 Market Savings Commercial Money $7,019.42 Market --- $57,430.94 -----·•"'""'-'""' ' $20,394.38 $11,960.56 $224,687.57 $830.14 / / I.D. # 41-1518930 --- INTEREST INTEREST PURCHASE MATURITY RATE PAID DATE DATE ·······"-···-···"· 0.35% Maturity Renewed Automatic Deposit 09/19/09 03/19/10 .35% Monthly Account #9312-004634 --- .35% Monthly Account #9312015673 - Demonstration ofa Successful Conversion to Asset Management (Stop-Loss) Submission Kit Board Resolution Approving the AMP Budgets PHA Board Resolution Approving Operating Budget 0MB No, 2577-0026 Approving (c,p, 10/31/2009) U.S. Department of Houslng·and Urban Development Office of Public and Indian Housing Real Estate Assessment Center (PIH-REAC) Previous ecf1tions are obsolete form HUD-5257 4 (08/2005) Public reporting burcjen for this coUection of information is.estimated to average 10 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not collect this information, and you are not required to complete this form, unJEiss it displays a currently valid 0MB control number. This informatio11 Is required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the low-income public housing program and provides a summary of the proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain specified amounts. HU[! reviews the information to determine if the operating plan adopted by the pubric housing agency (PHA) and the amounts are reasonable, and that the PHA is in compliance with procedures prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself 16 confidentiality. PHA Name: Otter Tail C.ounty HRA PHA Code: MN177 PHA Fiscal Year Beginning: 01-01-2010 Board Resolution Number: _0=9=0~- Acting on behalf of the Board of Commissioners of the above-named PHA as its Chairperson, I make the following certifications and agreement to the Department of Housing and Urban Development (HUD) regarding the Board's approval of(check one or more as applicable): DATE Q9 Operating Budgets (for COCC and all Projects) approved by Board resolution on: 12-17-2009 D Operating Budget submitted to HUD, if applicable, on: □ Operating Budget revision approved by Board resolution on: D Operating Budget revision submitted to HUD, if applicable, on: I certify on behalf of the above-named PHA that: I. All statutory and regulatory requirements have been met; 2. The PHA has sufficient operating reserves to meet the working capital needs of its developments; 3. Proposed budget expenditures are necessary in the efficient and economical operation bf the housing for the purpose of serving low-income residents; 4. The budget indicates a source of funds adequate to cover all proposed expenditures; 5. The PHA will comply with the wage rate requirement under 24 CFR 968.! !O(e) and (t); and 6, The PHA will comply with the requirements for access to records and audits under 24 CPR 968.325. I hereby certify that all the information stated within, as well as any information provided in the accompaniment herewith, if applicable, 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. JOO!, 1010, 1012.31, U,S.C, 3729 and 3802) Print Board.Chairman's Name: Scott E. ocholl Signature: Date: 12-17-2009 Previous editions are obsolete form HUD-52574 (08/2005) 18 ~ ~···. -~ l ~ ~ #'. .. ~ TAX EXEMPT AND GOVERNMENT ENTITIES DIVISION Date: November 20, 2009 Otter Tail County Housing & Redevelopment Authority % Jeff Gaffaney, Director 1151 Fryberg Ave. Fergus Falls, Minnesota 56537 Dear Taxpayer, DEPARTMENT OF THE TREASURY INTERNAL REVENUE SERVICE WASHINGTON, D.C. 20224 Taxpayer Identification Number: 41-1518930 Person to Contact: Patrick Wesley Badge Number: 41-03793 Telephone Number to Contact: (218) 720-5305 X 225 Referring to Compliance Check Letter Dated: 09/14/09 Tax Period(s) Ended: 2007 Tax Year Thank you for your cooperation in responding to our questions during our recent compliance check. It has been determined that an employment tax examination will not be conducted at this time. The enclosed Publication 15-A (Employer's Supplemental Tax Guide) may answer questions you have about your tax responsibilities as an employer; including information to help you determine whether an individual is an employee or an independent contractor. Please take some time to read this publication. If you have any question regarding Federal employment tax matters, you may call the person whose name and telephone number is listed above. Enclosures: Publication 15-A Sincerely n4, c::~--> o/l~ Revenue Agent Letter 3576 (Rev. 01-2003) Catalog Number: 34414U Otter Tail County Otter Tail County Public Housing -Family Units Report Public Housing -Family Units Report 13 Family Units 13 Family Units As of October 31, 2009 As of November 30, 2009 Rents Pavable $ 2,665.00 Rents Pavable $ 2,849:oo Rents Collected $ 3,315.00 Rents Collected $ 3,207.00 * Rents Collected -prepaid in September $ 467.55 * Rents Collected -prepaid in October $ 1,117.55 * Pre-Paid Rent for November $ 1,117.55 * Pre-Paid Rent for December $ 1,475.55 Late Rents Outstandina $ -Late Rents Outstanding $ - Late Fees Charaed $ -Late Fees Charged $ - Late Fees Collected $ -Late Fees Collected $ - Other Charaes Outstandina -vacated $ 203.19 Other Charges Outstanding -vacated $ 215.31 Securitv Deposits Collected $ -Security Deposits Collected $ - ELI Percentaae 40% ELI Percentage 40% Bad Debt Collected $ -Bad Debt Collected $ - Pet Deoosit Collected $ 300.00 Pet Deposit Collected $ - Vacancies: Vacancies: NONE NONE Waiting List Waiting List 2 BR 23 2BR 26 3BR 17 3 BR 17 4BR 2 4BR 1 Address Otter Tail County Public Housing Family Units Balances to Write-Off December, 2009 Total 210 Larson Court, New York Mills $ 203.19 216 Foss Street, Underwood $ 12.12 HUB: FOCode: 5HMIN 5KPH OTTER TAIL COUNTY HRA HANum: MNl77 l\:l?~~t~~!l:~~~:/~X:'' ''" .·._.·r·· ~~tr> t , _ _,;;iUMA:sJ0,1· .. ,,;~UMh: •0t-.Leas1n ,Jan-09. 140 F~b-09 140 l\far-09 140 Apr-09 140 May~09 140 Jun<09 140 Jul-09 140 Aug,09 140 ' -sep,09· 140 ' ' • oct0o9 140 Nov-09 140 Dec,iJ9 I )'TDI 1,540 120.00% 100.00% 80.00% 60.00% 40.00% 20.00% 0.00% NRA Balanc~ as of 1/1/2009: ABA YTD: HAP Expenditures YTD: Remaining NRA YTD: CY Eligibility: Remaining CY Eligibility: CY Months Remaining: Monthly CY Eligibility Remaining: Unit Months Available CY: Unit Months Leased CY: Unit Months Remaining CY: Monthly Units Remaining CY: Unit Months Funding Would Support: 138 139 138 129 123 122 121 115 112 110 117 z.3 1,364 Monthly Units Funding Would Support: Minimum of Available or Supportable: Minimum of Available or Supportable Monthly: 98.57% 99.29% 98.57% 92.14% 87.86% 87.14% 86.43% 82.14% 80.00% 78.57% 83.57% 88.57% $35,438 $390,544 $391,915 $34,067 $426,048 $34,133 I $34,133 1,680 1,364 316 316 119 119 119 119 $35,504 $35,504 $35,504 $35,504 $35,504 $35,504 $35,504 $35,504 $35,504 $35,504 $35,504 $390,544 O'I 0 fr ti) ,,',!;:, .;,•~-". '\,0- $39,589 111.51 % $40,479 ll4.01% $39,049 109;98% $39,768 ll2.0!% $35,314 99.46% $34,995 98.57% $34,151 96.19% $32,915 92.7,1&', I $31,140 87.71% $32,490 91.51 % $32,025 90.20% 3 17J $391,915 100.35% Including NRA $69,571 1 ':}·'." $69,571,i•:·: 242 242 242 242 pfic·~•q:i $286.88 $291.22 $282.96 $308.28 $287.ll $286.84 $282.24 •. $:2~6.22 ',: -$278:04 $295.36 $273.72 $287.33j .~~t~.:!.i ':. •',.' ,4 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM NOVEMBER, 2009 Annual Recerts Interim Recerts Portability Move-In Portability Move-Out End Participation· New Admissions Recert Inspections Waiting List ·vouchers Issued Ports In Pending Ports Out Pending In-House Transfers Ports Out Paid SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM OCTOBER, 2009 Annual Recerts Interim Recerts Portability Move-In Portability Move-Out End Participation New Admissions Recert Inspections Waiting List Vouchers Issued Ports In Pending Ports Out Pending In-House Transfers Ports Out Paid 10 4 0, 2 1 8· 11 154 17 1· ( ,,,.,_..,, --!tu;J /.J ,,...._ • ,r-t./ (}/.-' 0 5/$1771.00 14 4 0 1 4 3 4 173 18/8 on 11/1 1 6 1 5/$2082.00