HomeMy WebLinkAboutHousing & Redevelopment Authority - HRA Support Documents 2010 Supporting DocumentsHRAOfflce
115 l Frlberg Ave
Fergus Falls MN 56537
218-739-3249
0 Fergus Falls/Otter Tail County HRA
="~t.r:~ . Housing & Redevelopment Authority
Fax 218-736-4706
ffhra@prtel.com
wwvv.fergusfallsh ra. com
Riverview Heights Hlghrlse
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
TO:
FROM:
DATE:
SUBJECT:
ENCLOSURE
MEl\10
Board of Directors, Otter Tail County Jill.A
Jeffrey Gaffaney, Executive Director
February 11, 2010
:Meeting to be Held Thursday, February 18th at 10:00 a.m. at the HRA
Office, 1151 Friberg Ave., Fergus Falls, l\fN. 56537
Regular Minutes of December 17th, 2009 Meeting
~ AGENDA
1 v4airperson -Call Meeting to Order
2,/A;~roval of Minutes
3. Executive Director
A. 2~ Annual HRA Appointments & Designations
L/ Board Officers for Fiscal Year 2010
2.:/ Legal Publications for Fiscal Year 2010
3. ~ Depository (Banks) for Fiscal Year 2010
4. 1/,. Board Member Per Diem for Fiscal Year 2010
Mileage Reimbursement Rate for Fiscal Year 2010
Proposed HRA Meeting Schedule for Fiscal Year 2010
Bif·strative Expenses -December 2009 & January 2010
tment Listing
D dated Procurement Policy, Resolution No. 091
E Section 8 :Management Assessment Program (SEMAP) Certification
~ution No. 092
F . ..-t;m'ttal Fund Program Update
~A 2010 MN. Cities Participation Program
4. R~~bili~t~i~;~~:cialist -Dennis Christenson
B. TC Tax Levy Update
. 2010 SCDP Potential Applications
5. R~itation Assistant/Housing Manager -Sue Bjorklund
~ ~~9 Deer Creek/Parkers Prairie SCDP
B. Public Housing Update
6. Hom~idgA°dministrator -Mary Jo Schwarz ~~ti~~ 8 Update
PLEASE CALL IF YOU ARE UNABLE TO ATTEND/
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The Otter Tail County HRA Board of Commissioners met in a regular meeting on December 17th, 2009 at
the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537
MEMBERS PRESENT
Scott Rocholl, Chaiiperson
Robert Bigwood, Vice Chaiiperson
Janice Palan, Secretary
Hazel Hovde
Art Schwartz
OTHERS PRESENT
Jeffrey Gaffaney
Dennis Christenson
Mary Jo Schwarz
. Vicki Scheer
Scott Rocholl, Chaitperson opened the regular meeting.
ABSENT
Sue Bjorklund
A motion was made and seconded to approve the minutes from the October 15th, 2009, meeting.
Ml Janice Palan SI Art Schwartz
Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of October and
November, 2009. A motion was made and seconded to approve the expenses.
Ml Art Schwartz SI Hazel Hovde
The Investment Listing was reviewed, there was one CD renewed at Security State Bank and the only other
changes were the balances in the checking and savings accounts.
The 2009 Capital Fund Program and the 2009 Capital Fund Stimulus Program have both been.closed out.
Monitoring of the Stimulus Program by HUD will be completed by a "remote review" and is scheduled for
December 21st, 2009. The 2010 Capital Funds should be available the latter part of the summer of 2010.
Annual Administrative Contracts for the Otter Tail County HRA were reviewed. The only changes on all
four contracts were revising the dates to January 1, 2010-December 31, 2010.
A motion was made and seconded to approve the Section 8 Voucher Program contract.
Ml Robert Bigwood SI Hazel Hovde
A motion was made and seconded to approve the Low Rent Public Housing Program contract.
Ml Robert Bigwood SI Hazel Hovde
A motion was made and seconded to approve the MHFA Rehab Program contract.
Ml Art Schwartz SI Janice Palan
A motion was made and seconded to approve the Tax Levy Program contract.
Ml Hazel Hovde SI Janice Palan
Resolution #090 regarding the 2010 Public Housing Operating Subsidy was reviewed. Jeff explained that
the factors needed to calculate the subsidy for 2010 are not received from HUD until late January but the
resolution certifying that all statutory and regulatory requirements have been met must be submitted to
H:\Users\VICKI\2009 minutes\minutes • otc Dec 09,doc 1
HUD by January 1, 2010. Actual operating forms will be presented at the February meeting. A motion was
made and seconded to approve Resolution #090.
Ml Robert Bigwood S/ Hazel Hovde
A letter from Patrick Wesley from the Department of Treasury was presented regarding the IRS 1099 audit
completed for the 2007 tax year on the Otter Tail County Section 8 Program. The letter stated that there
would not be an employment tax examination conducted at this time as the audit presented no problem.
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. This phase is almost closed out and Phase XV is starting up with 5 applications taken, 4
of which have been withdrawn or were ineligible, I is in process and 1 has been inspected. There are many
compliance issues that have changed for the new phase including Radon testing as a requirement now.
There are 2 applications taken, 1 was ineligible, I in process, I 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.
Twenty-one HRA Revolving Rent Rehab applications have been taken. One has been withdrawn, 20 have
been inspected, 1 has rehab in progress and 19 have been completed.
With 2009 Otter Tail County Homeowner Tax Levy funding, 21 applications have been taken, 21 have been
inspected, 2 have rehab in progress and 19 are complete.
There are 5 applications for the Otter Tail County Tax Levy Rental Rehab Program, 3 are in process, 2 have
been inspected, and 2 are complete.
The sewer hookups have now been completed to close out the SCDP Urbank Comprehensive Grant.
The pre-applications were approved for the two Small Cities Applications submitted for Pelican Rapids and
New York Mills and Dennis is now preparing the full applications. Deed has requested that the funds be
used within the Cities for the first 15 months before using them in the Townships to take a more targeted
approach. Pelican Township chose to opt out of the program due to this requirement but after talking with
them and explaining that it may be possible to complete a short form requesting more funds if they are all
allocated, they agreed to again participate. Public hearings have taken place in both communities and
Dennis hopes to hear if the full applications will be approved the first part of April.
As Sue Bjorklund was viewing a "webinar" regarding the MHFA program, Dennis reported that 31
applications were taken for the Pelican Rapids SCDP for the Homeowner component, 10 were withdrawn
or were ineligible, 21 were inspected and 21 were completed. Twenty applications were taken, I was
ineligible, 20 inspected and 20 were completed for the commercial component and 12 applications were
taken, 12 inspected and 12 were completed for the rental component to close out the Pelican Rapids Small
Cities Program.
Nineteen applications have been taken, 4 have been withdrawn or were ineligible, 3 are in process, 2 have
been inspected, 4 are bidding, 6 are in progress and 2 are complete for the Parkers Prairie/Deer Creek SCDP
program.
H:\Users\VICKl\2009 minutes\minutes -otc Dec 09.doc 2
\.
Jeff reported in Sue's absence that the October rents owed for the Otter Tail County family Public Housing
units totaled $2,665, and $3,315 was collected. Pre-paid rents of $467.55 were collected in September and
pre,-paid rents of $1,11'7.55 were collected for November. One pet deposit of$300.00 was collected. Other
outstanding charges totaled $203.19. The extremely low-income percentage was 40%. Twenty-three
applicants were on the 2-bedroom public housing waiting list, 17 applicants on the 3-bedroom waiting list
and 2 on the 4-bedroom waiting list.
The November rents owed totaled $2,849.00 and $3,207.00 was collected including pre-paid rents of
$1,117.55 in October and pre-paid rents for December of $1,475.55. Other charges of $215.31 were
outstanding. The ELI was at 40%. Twenty-six applicants were on the 2-bedroom public housing waiting
list, 17 applicants on the 3-bedroom waiting list and 1 on the 4-bedroom list.
Sue requested that the account receivables balance for fiscal year 2009 in the amount of $215.31 be written
off the books. A motion was made and seconded to write-off$215.31.
Ml Art Schwartz S/ Hazel Hovde
Mary Jo Schwarz, Housing Administration reported that for the month of October there were 110 leased
and HAPS totaling $32,490. There were 173 families on the waiting list and 5 ports out paid totaling
$2,082.00. There are 6 port outs pending and 18 vouchers issued.
For the month of November there were 117 leased and HAPS totaling $32,025. There were 154 families on
the waiting list and 5 ports out paid totaling $1,771.00. There are 4 port outs pending and 17 vouchers
issued.
There being no further business, a motion was made and seconded to adjourn.
Ml Art Schwartz S/Janice Palan
Janice Palau, Secretary Date
H:\Users\VICKI\2009 minutes\minutes -otc Dec 09.doc 3
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-7 39-3249
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 2010 Appointments & Designations
1. HRA Board OHicers:
2.
3.
4.
5.
6.
Chairperson
Vice Chairperson
Secretary
Legal Publication:
Depository: (Banks)
HRA Board Member Per Diem
Amount/Meeting
Current IRS Mileage Rate
$
$
S-<-(>'\.r.✓b s~ 6~L
~~
Proposed HRA Meeting chedule:
See Attachment ~ ~ f,) \,;, v<---6
~1:\UseFsi.J!;Ff);{)TG eeaFtl epf! & aes.tle€ Providing Housing Opportunities
f
CURRENT OTTER TAIL COUNTY HRA BOARD OFFICERS:
1. CHAIRPERSON -SCOTT ROCHOLL
2. VICE CHAIRPERSON -ROBERT BIGWOOD
3. SECRETARY -JANICE PALAN
CURRENT LEGAL PUBLICATION:
1. FERGUS FALLS DAILY JOURNAL, MN.
CURRENT BANKS USED FOR DEPOSITS:
1. SECURITY STATE BANK-FERGUS FALLS, MN.
IRS Announces 2010 Standard Mileage Rates
fj)IRS .gov
IRS Announces 201 O Standard Mileage Rates
IR-2009-111. Dec 3, 2009
WASHINGTON -The Internal Revenue Service loday issued the 2010 optional standard mileage rates used to
calculate the deductible costs of operating an automobile f()( business, chantable, medical or movmg purposes
Beginning on Jan 1 2010, the standard mileage rates for the use of a car {also vans, pickups or panel trucks) will be
• 50 cents per mile for business miles dnven
• 16.5 cents por mile dnvon for medical or moving purposes
• 14 cents per mile dnven en service of charitable organizations
The new rates for business, medical and moving purposes are slightly lower than last year's The mileage rates for
2010 reflect generally lower transportation costs compared to a year ago
The standard mileage rate for business is based on an annual study of the fixed and variable costs of operatmg an
automobile The rate for medical and moving purposes Is based on the variable costs as deIerm1ned by the same
study, Independent contractor Runzhe1mer International conducted the study
A taxpayer may not use the bus10ess standard mileage rate for a vehicle after using any doprecIat1on methOd under
the Modified Accelerated Cost Recovery System (MAC RS) or after claiming a Secllon 179 deducllon for that vehicle
In addition, the business standard mileage rate cannot be used for any vehicle used for hire or for more than four
vehicles used simultaneously
Taxpayers al\vays have the op11on of calculaung the actual costs or usmg their vehicle rather than usmg the standard mileage rates
Revenue Procedure 2009-54 contams add1t,onal details regarding the standard mileage rates
Subscnbe to IRS Newswire
Page Last Rev,ewed or Updated, December 03, 2009
http://www.irs.gov/newsroom/artic1e/0,,id=2 l 6048, 00. html
Page l of l
1/6/20 10
OTTER TAIL COUNJTI( HRA
2010 SCHEDULED
BOARD MEETINGS
FEBRUARY, 18™, 2010
OCTOBER 21 81 , 2010
DECEMB£R 16TH 2010
11:\UsersVEFF\otc scheduled meetings.doc
10:00 A .,M.,
10:00A.,M.,
10:00 A .,M.,
OTTER TAIL COUNTY BRA EXPENSES
FOR.THE MONTH OF December, 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 $
City of New York Mills $
City of Henning $
MNNAHRO $
B & D Town & Country Foods $
Dean's Country Market $
Mark Gaworski Accounting $
Larry's Supermarket $
Housing Data System $
A-1 Lock & Key $
American Family Insurance $
Home Depot $
Salaries $
H:\Users\tempory letters\OTC HRA EXPENSES dee 2009
450.00
1,850.00
950.00
225.00
200.00
400.00
22.79
377.30
46.80
194.15
49.15
73.20
109.50
87.50
120.50
60.00
266.00
40.00
150.00
60.00
80.00
.500.00
40.00
120.00
243.00
582.49
23.74
9;874.85
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF January 2010
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 $
City of New York Mills $
City of Henning $
City of Pelican Rapids $
Culligan Water Co. $
American Family Insurance $
The Schiff Group $
Mike's Plumbing & Heating $
North Dakota BCI $
Salanes $
H:\Users\tempory letters\OTC HRA EXPENSES Jan 2010
450.00
' I 1,850.00
1 950.00
225.00
200.00
400.00
22.91
436.00
51.90
205.00
266.00
40.00
331.86
57.98
582.41
200.00
352.42
30.00
15,052.88
February 18, 2010
•••n•rim'""'""''""'•H-•••------
FINANCIAL FUND
INSTITUTION
-·--
CERTIFICATES
Security State Bank Public Housing
X~!gl.!S Falls
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
MHF A-Loan Account NOW Account
Otter Tail County Tax Levy NOW Account
MHFA-HOME Account NOW Account
' ' n··-·-
H:\Users\MARK G\Additional items needed\invest list otc -December 2009.doc
OTTER TAIL COUNTY JIRA
INVESTMENT LISTING
DESCRIPTION PRINCIPAL
Money Market $6,564.29
Certificate #210979
Weekly Money $19,730.19
Market Savings -Commercial Money $7022.40
Market
INTEREST
RATE
0.35%
.35%
.35%
-
$65,462.45 1
··--$22,391.80
$11,963.69
' $224,060.31
l I $830.37
I
LD. # 41-1518930
INTEREST PURCHASE MATURITY
PAID DATE DATE
Maturity Renewed
Automatic Deposit 09/19/09 03/19/10
Monthly Account
#9312-004634
Monthly Account
#9312015673 ----
I
I
-
RESOLUTION NO. 091
WHEREAS, the Board of Commissioners of the Housing and RedevelopmelitAuthority
of Otter Tail County, MN (hereinafter referred to_ as OTC BRA) has updated their Procurement
Policy (hereinafter referred to as Policy); and
\ WHEREAS, the Department of Housing and Urban Development is .requiring that Public
Housing Agencies receiving Capital Fund Recovery Grants include as an attachment to their
policy information pertinent to the Capital Fund Stimulus Grants;
NOW, THEREFORE, BE IT RESOLVED, by the Board of Commissioners of the
Housing and Redevelopment Authority that the attached Amendment A be included with the
updated OTC HRA Procurement Policy.
/44t,~
Chairperson, Scot(.ilocholl
February 18, 2010
Date
February 18 , 2o'io·
Date
JAN () '120!0
Mr. Jeffrey Gaffaney, Executive Director
Otter Tail County HRA
1 151 Friberg A venue
Fergus Falls, MN 56537
SUBJECT: Otter Tail County HRA
U.S. Department of Housing and Urban Development
Minneapolis Field Office
920 Second Avenue South, Suite 1300
Minneapolis, Minnesota 55402-4012
American Recovery and Reinvestment Act of 2009
HUD Remote Monitoring Report
Dear Mr. Gaffaney:
Our office has conducted a remote review of your administration of the 2009 American
Recovery and Reinvestment Act (ARRA) program. The purpose of the review was to determine
if the Housing Authority was administering the program in accordance with all applicable
regulatory and programmatic requirements. The scope ofthereview included the following:
I. Grant Initiation and Approval
2. Environmental Compliance
3. Procurement Policy Amendments
4. Recovery Act Grant Performance
The attached report describes the results of the review. A fmmal response, within the
timeframe indicated in the report, may be required. The PHA is reminded that the obligation end
date for funds awarded under the 2009 ARRA CFP is March 17, 2010. Your Authority has
obligated 100% of the grant based on our review ofLOCCS. At the one year date any
unobligated funds will be recaptured. The expenditure end date is March 17, 2012. The statute
requires PHAs to obligate 100% of their Capital Fund grant within one year, and to expend 60%
of the grant within two years and 100% within three years. At the two year date, ifless than 60%
is expended, any unexpended funds will be recaptured. Additionally, any unexpended funds at
the three year date will be recaptured.
If you have any further questions, please contact Deb Kravik at 612-370-3135 ext. 2225.
s·n rely,
I
UC! .
Director
Office of Public Housing
Enclosure
www.hud.gov cspanol.hud.gov
PHA_ Name: Otter Tail County
PHA Number: MN l 77
Amount Obligated in LOCCS: $32,574
l SUMMARY OF ISSUES
Issue
No. Issues
I The procurement policy does not include
provisions for "Buy American"
2 The procurement policy does not include
provisions for the Excl~sion of State and
local laws related to procurement of goods
and services
U.S. Department of Housing and Urban Development
American Recovery and Reinvestment Act of 2009
Remote Monitoring Report
Grant Number: MN46S 17750 l 09
Grant Amount: $32,574
Amount Expended in LOCCS: $32,574
.
Authorization Date Statute, Response Regulation, Due to Required/Recommended Actions
Notice, HUD FAQs
ARRA Sec 1605 1/18/20IO Procurement Policy needs to be revised
24CFS
85;36(b)(l)
OMBinterim
Final Rule (2
CFR 176 Apr. 2,
2009), Notice
PIH 200!)..:12,
FAQ,
Procurement,
#12-19,July 17,
and July 24,
2009 and Notice
PIH 2009-31
ARRA Notice 1/18/2010 Procurement Policy needs to be revised
PIH 2009-12 24
CFR 85j6(b)(l)
F~Q,
Procurement,
#1-22 dated,
April 10, 2009,
.July 17, and
Julv 24, 2009
3 The procurement poli(,:y does not include 24 CFR 85.36(1) 1/18/20IO Procurement Policy needs to be revised
provisions for Cost or Price Analysis 7460.8 REV 2,
Section 10.3
4 The procurement policy does not include 24CFR 1/18/2010 Procurement" Policy needs to.be revised
provisions for Justification to Fair and 85.36( d)( 4)(i)
Open Competition 7460.8 REV 2,
Section 8.5
5 The procurement policy does not include 7460.8 REV 2, 1/18/2010 Procurement Policy needs to be revised
provisions for Mandatory HUD Forms Section 10.5
6 The procurement policy does not include 24CFR 1/18/2010 Procurement Policy needs to be revised
provisions for File Retention 85.36(b )(9)
24CFR
85.36(i)(l 1)
.24CFR
85.42(a)-(b)
7460.8 REV 2,
Section 3.3
...
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 No. 092
Public reporting burden for this collecllon of Information is estimated to average 1.2 hours per response, Including the time for reviewing instructions,
searching existing data sources, gathering and maintaining the data needed, and completl~g and reviewing the collectlon of Information. 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 i.s 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 usesJhe iriformallon and other data
to assess PHA management capabllltles 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.
PHAName 'For PHA FY Ending (mm/dd/yyyy) Submission Date (mm/dd/yyyy)
02/18/2010 Otter Tail County HRA 12/31/2009
Check here if the PHA expends less. than $300,000 a year In Federal awards n
Indicators 1 -7 will not be rated if the PHA expends less than $300,000 a year In Fecleral 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.
Parformanca Indicators
1. Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a))
(a) The PHA has written pollcles In Its admlnlstrallve plan for selecting applicants from the walllng Ifs!.
PHA Response Yas [l] No D
(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 llstfor admission In accordance with the PHA's policies and metthe selection criteria that determined their places
on the waiting list and their order of selection.
PHA Response Yes 17] No □
2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(f)(7) and 982.507)
3.
4.
5.
(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 lnilfal leasing, (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 pubHshed 1'1MR In effect 60 days before the HAP contract anniversary. The PHA's method takes Into
consideration the location, size, type, quaUty, and age of the program unit and of similar unassisted units, and any amenities, housing services,
maintenance or utilities provided by the owners.
PHA Response Yes· [lJ No □
(b) The PHA's quality conlrol '3ample of tenant files for which a determination_ of hilasonable 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 GZJ At least 98% of units sampled D BO to 97% of units sampled D Less than BO% of units sampled
Determination of Adjusted Income, (24 CFR part 5, subpart·F and 24 CFR 982.516)
The PHA's quarity control sample of tenant files shows that at the time of admission and reexamination, the PHA properly: obtained third·party verification
ofadjusted Income or documented why thlr<:l'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 [2J At least 90% of flies sampled D 80 to B9% of files sampled D Less than BO% offiles sampled
Utility Allowance Schedule. (24 CFR 982.517)
The PHA maintains an up-to-dale utility allowance schedule. The PHA reviewed uh1ity rate data that itobtalned within the 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
HQS Quality Control lnspecUons. (24 CFR 982.405(b))
A PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, which 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 Yu (l] No □
6. HQS 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 Dfe-threatenlng HQS deficiencies
were corrected within 24 hours from the Inspection and, all other cited HQS deficiencies were corrected within no more than 30 calendar days from the
inspecUon or any PHA-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 acUon to enforce the family obligations
for (check one):
PHA Response Ct] At least 98% of cases sampled D Less than 9B% of cases sampled
Previous edition Is obsolete Page 1 of.4
form HUD-52648 (812000)
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 Jurisdiction In metropolltan FMR areas.
Check here If not ajlpllcable Ci]
(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 lake to encourage
owner participation.
PHA Response Yes D No D
(b) The PHA has documentation that shows that It took actions Indicated In its wrillen policy to encourage participation by owners outside areas of poverty
and minority concentration.
PHA Response 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 PHAhas assembled information about Job opportunities, schools and services in these areas; and the PHA uses the maps
and related information when briefing voucher holders;
PHA Response Yes D No D
(d) The PHA's Information packet for voucher holders contains either a list of owners who are willing to lease, or properties available for lease, under
the voucher program, or a list of other organizatlons 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 explanallon 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 outside 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 payment standards for Iha voucher program by unit size for each FMR area in.the PHA jurisdiction
and, if appllcable, for each PHA-designated part,of an FMRarea, which do not exceed 110 percent of the current applicable FMR and which are not
less than 9D percent of the current FMR (unless a lower percent Is approved by HUD). (24 CFR 982.503)
PHA Response Yes [lJ No □
Enter current FMRs and payment standards (PS)
0-BR FMR 383 1-BR FMR 456 2-BR FMR __ 5_8_8_ 3-BR FMR __ 7_17_ 4-BR FMR __ 7_39_
PS 394 PS 469 PS ------605 PS 738 PS ___ 7_9_7 __
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 a·n FMR area, attach slmllar 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[:2] No □
1 o.. 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. Precontract HQS 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 [I] No □
12. Annual HQS Inspections. The PHA inspects each unit under contract atleast annually. (24 CFR 982.405(a))
PHA Response Yes[L) No □
13. Lease-Up. The PHA executes assistance contracts on behalf of eligible families for the number of units that has been under budget for at least one year.
PHA Response Yes[ZJ No □
14a. Family Self~uffidency Enrollment The PHA has enrolled families in FSS as required. (24 CFR 984.105)
Applles only to PHAs required to administer an FSS program.
Check here If not appllcable [Z]
PHA Response
a. Number of mandatoiy FSS slots (Count units funded under the FY 1992 FSS incentive awards and in FY 1993 and later
through 10/2D/1998. Exclude units funded In connection with Section 8 and Section 23 project-based contract
terminations; public housing demoliUon, disposition and replacement; HUD multifamily property sales; prepaid or
terminated mortgages under section 236 or section 221 (d)(3); and Section 8 renewatJundlng. Subtract the nurriber 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 Page 2 of 4
form HUD-52648 (8/20D0)
ref. 24 CFR Part 985
,.
b. Number of FSS families currently enrolled
c. Portabillty: If you are the. lnltlal PHA, enter the number of famllles currently enrolled In your FSS program, .but who
have .moved under portability and .whose Section 8 assistance Is administered by another PHA
Percent of FSS slots filled (b + c divided by a)
14b. Percent of FSS Participants wHh Escrow Account Balances. The PHA has made progress In supporting family self-sufficiency as measured by the
percent of currently enrolled FSS famllles-wilh escrow account balances. (24 CFR 984.305)
Applies only to PHAs required to administer an FSS program.
Check here If notappllcable [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 porlabllity 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 sutimlttlng with this certification data which show that:
(1) Half oi' more of !!,11 Section 8 families with chlldren assisted by the PHA In its principal operating-area resldl!d in low poverty census tracts 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 lwo percentage points higher than the percent of an Section B-famllles with chlldren who resided In low poverty census tracts at the end of the last
PHAFY;
(3)
or
The percent of Section 8 mover famllles with chlldren 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 ce~us 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 Program (SEMAP) are true and accurate
for the PHA fiscal year Indicated above. I also certify that, to my present knowledge, there Is not evidence to Indicate seriously deficient performance that casts
doubt on the PHA's capacity to.administer Sec 8 rental assistance In accordance with Federal law and regulations.
Wamlng: HUD will prosecute false claims and nls. Conviction may result in aimlnal arnl/or civil penallles. (18 U.S.C. 1001, 1010, 1012: 31 U.S.C. 3729, 3802) L "'":it; ,._. =----,,.,_ sloners,.slgnature
Dale (mm/dd/yyyy) 02/18/2010 .\ 02/18/2010
The PHA may Include with lts-SEMAP certification any Information bearing on the accuracy or completeness of the Information used.by the PHA ln•provldlng.lls
certification.
Prevlous edition Is obsolete Page3of4
form HUD-52648 (8/2()00)
ref. 24 CFR Part 985
MCPP 2010 Fee Sc hedule
Particioatinci Amount Allocation Processino Total
City Allocated Fee Fee Fees
Alexandria $188,402.00 $1 ,884.02 $40.00 $1 ,924.02
Anoka County $5,049,611 00 $50,496.11 $1,000.00 $51,496.11
Barnesville $100,000.00 $1 ,000.00 $20.00 $1 ,020.00
Becker County $490,194.00 $4,901 .94 $100.00 $5,001 .94
Beltrami County $665,606.00 $6,656.06 $140.00 $6,796.06
BreckenridQe $100,000.00 $1 ,000.00 $20.00 $1 ,020.00 -Carver Countv $1,359,939.00 $13,599.39 $280.00 $13,879.39
Chiooewa Countv $189,874.00 $1 ,898.74 $40.00 $1 ,938.74
ChisaQo County $764,595.00 $7,645.95 $160.00 $7,805.95
Clearwater County $125,151 .00 $1 ,251 .51 $20.00 $1 ,271 .51
Crow Wing County $935,911 .00 $9,369.11 $180.00 $9,549.11
Dilworth $100,000.00 $1 ,000.00 $20.00 $1,020.00
Fillmore County $317,772.00 $3,177.72 $60.00 $3,237.72
Freeborn County $473,273 00 $4,732.73 $100.00 $4,832.73
Fulda $100,000.00 $1,000.00 $20.00 $1 ,020.00
Glyndon $100,000.00 $1 ,000 00 $20.00 $1 ,020.00
Grant County $100,000.00 $1 ,000.00 $20.00 $1 ,020.00
Hennepin Countv $11 ,821 ,895.00 $118,218.95 $2,360.00 $120,578.95
Houston Countv $296,845.00 $2,968.45 $60.00 $3,028.45
Hubbard Countv $285,646.00 $2,856.46 $60.00 $2,916.46
Janesville $100,000.00 $1 ,000.00 $20.00 $1 ,020.00
Kandiyohi County $632,645.00 $6,326.45 $120.00 $6,446.45
Lake of the Woods $100,000.00 $1 ,000.'00 $20.00 $1 ,020.00
Little Falls $127,746.00 $1,277.46 $20.00 $1 ,297.46
Mahnomen County $100,000.00 $1,000.00 $20.00 $1 ,020.00
McLeod County $565,873.00 $5,658.73 $120.00 $5,778.73
Moorhead $549,742.00 $5,497.42 $100.00 $5,597.42
Mower Countv $577,877.00 $5,778.77 $120.00 $5,898.77
North Mankato $197,325.00 $1 ,973.25 $40.00 $2,013.25
NW MN Multi-Co HR $1,300,846.00 $13,008.46 $260.00 $13,268.46
Ortonville $100,000.00 $1 ,000.00 $20.00 $1 ,020.00
Otter Tail County $863,098 00 $8,630.98 $180.00 $8,810.98
Owatonna $385,165.00 $3,851 .65 $80.00 $3,931.65
Ramsey County $3,480,359.00 $34,803.59 $700.00 $35,503.59
Red W inq $247,358.00 $2,473.58 $40.00 $2,513.58
Rice County $954,499.00 $9,544.99 $180.00 $9,724.99
Scott County $1 ,950,032.00 $19,500.32 $400.00 $19,900.32
SE MN Multi-Co HRJ $1 ,549,888.00 $15,498.88 $300.00 $15,798.88
Sherburne County $1 ,232,147.00 $12,321 .47 $240.00 $12,561 .47
St. Cloud $996,261 .00 $9,962.61 $200.00 $10,162.61
St. James $100,000.00 $1,000.00 $20.00 $1,020.00
St. Louis Countv $2,971 ,287.00 $29,712.87 $600.00 $30,312.87
Stevens County $147,095.00 $1,470.95 $20.00 $1,490.95
Swift County $171 ,663.00 $1 ,716.63 $40.00 $1 ,756.63
Washington County $3,556,312.00 $35,563.12 $720.00 $36,283.12
Wells $100,000.00 $1 ,000.00 $20.00 $1,020.00
Worthinqton $172,878.00 $1 ,728.78 $40.00 $1,768.78
Wright County $1 ,810,950.00 $18,109.50 $360.00 $18,469.50
Total $48,606,760 .00 $486,067.60 $9,720.00 $495,787.60
0 """""'"""" QP.f"OATUNITY
fF<eWW!l!lZ ·fF.iJa9z/@t1:1ter tf~gj ~(!J):ln[li)ttjf fH!ti«A
Housing & Redevelopment Authority
January 6, 2010
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
21 8-739-3249
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 2010
Minnesota City Participation Program on behalf of the Otter Tail County and
Fergus Falls HRA's. Attached to the application is a copy of an Agreement
between our two agencies regarding the availability of a pro-rated share of
the program reservation 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 each jurisdiction (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.
cS;;;~· ~I
J ef:frey Gaffaney
Executive Director
JG: vls
Encl.
Under the Minnesota Housing Finance Agency (Minnesota Housing)
REQUEST FOR PROPOSAL
2010 Minnesota City Participation Program {MCPP)
Pf ease complete the following application. Answer all questions. Minnesota Housing
makes final determinations 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 applications by 4:30 p.m., January 15, 2010,
for funding consideration under this program phase .
.ELIGIBLE' ORGANIZATION
Legal Name of Applying Organization: Otter Tail County HBA
□ City D City HRA [Kl County HRA 0 EDA D Port Authority
0 Multi-County HRA 0 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:
Contact Person:
Address, City, State, Zip:
Phone#: 218-739-3249
Otter Tail Count~ HRA
Jeffrey Gaffaney
1151 Friberg Avenue, Fergus Falls, MN 56537
E-Mail: ffhra@prtel.com
__ X_ The City elects to have Minnesota Housing issue on its behalf.
The City chooses to self-issue.
ORIGINATING LENDERS
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.
LOCAL NEED AND ECONOMIC VIABILITY STATEMENT
(CHECK THE BOX TO CONFIRM THIS STATEMENT)
Qg MCPP helps the community meet an identified housing need by providing below~
market financing to first-,tinie homebuyers. In addition, sufficient demand for the
allocation exists in the community (the program is economically v.iable).
11/09
PROGRAM SPECIFICS
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).
D The City has lots available at a reduced cost.
~ None
D Other -Please describe:
*Attach information on Enhancement including contact person and phone
number.
B. Funds Requested
~ Maximum allowed by the population formula D Other$ _____________ if other, check one box below
D The City will accept a lower amount D The City will not accept a lower amount -withdraw the application if not met
DATA -(Minnesota Housing calculates this for the cities for
which it sells bonds on their behalf.)
A, Self-issuing Cities must provide along with their completed applications the
following information concerning their 2009 allocations as of December 31, 2009:
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.
SIGNATURIES
Provide authorized signature(s) from the organization submitting this application,
including printed or typewritten nam , title, and phone number.
Signature
Jeffrey Gaffaney
Name (Print)
218-739-3249
·Phone
Executive Director
Title
ffhra@prtel.com
E-mail Address
NOTE: SEND NO IFEIE \J\JITH THIS APPLICATION
11/09
AGREEMENT
The Otter Tail County Housing and Redevelopment Authority (hereinafter referred to as Otter
'Fail 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 20 IO 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 MHFA 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: 4-(-; 7-'~
Title: Chairperson
Date: January 6. 2010
H:\Users\JEFF\MCPP Agreement.doc
FERGUSF~
By:~~
Title: Chairperson
Date: Janua.nr 6, 2010
Program
MHFA Deferred Loans -Phase XV
Community Fix-Up Fund
Rental Rehab -2008 Program
BRA Revolving Rent Rehab Lo_an
Program
OTC Tax Levy -Homeowner (2009)
OTC Tax Levy -Homeowner (2010)
OTC Tax Levy-Rental (2010)
2010 SCDP Full Applications
SCDP: Parkers Prairie/Deer Creek (t6 homes)
Otter Tail County BRA
Rehabilitation Projects Update
February 18, 2010
;.
Withdrawn/ In Applications Ineligible Process
14 10 2
2 1 1
Inspected Bidding
3 2
1 1
2 Perham tri-plex project is closed out 8 units in Henning closed out.
22 1 0 21 0
21 0 0 21 0
8 0 0 8 1
I 0 0 1 0
1) Pelican Rapids 2) New York Mills
20 4 1 15 1
Rehab
In Complete
Pro2ress
0 0
0 0
1 20
2 19
7 0
1 0
9 5
Otter Tail County Otter Tail County
Public Housing -Family Units Report P~blic Housing -Family Units Report
13 Family Units 13 Family Units
As of December 31, 2009 As of January 31, 2010
Rents Payable $ 2,866.00 Rents Payable $ 2,866.00
Rents Collected $ 2,586.45 Rents Collected $ 2,170.55
.. Rents Collected -prepaid in November $ 1,475.55 * Rents Collected -prepaid in December $ 1,196.00
• Pre-Paid Rent for Januarv $ 1,196.00 * Pre-Paid Rent for February $ 500.55
Late Rents Outstandini:i $ -Late Rents Outstanding $ -
Late Fees Charoed $ 50.00 Late Fees Charged $ 50.00
Late Fees Collected $ 50.00 Late Fees Collected $ 50.00
Other Charges Outstandina -vacated $ 215.31 Other Chames Outstandina -vacated $ -
Security Deposits Collected $ -Security Deposits Collected $· -
ELI Percentaae 40% ELI Percentage 40%
Bad Debt Collected $ -Bad Debt Collected $ -
Pet Deposit Collected $ -Pet Deposit Collected $ -
Vacancies: Vacancies:
None None
Waiting List Waiting List
2BR 24 2BR 22
3 BR 18 3BR 20
4BR 1 4BR 2
mm:
FOCode:
Jan-09
Feb~09
Mar:09
Apr~,09
¥ar.;09,
Jun-09
'.Jul:,:;09.
,A:ug~O~
,Sep-0~.
1,Oct~Q9
Nov-;09:
,l>ec-09
5HMIN
5KPH
OTTER TAIL COUNTY HRA
HA Num: MNI77
140 138 98.57% $35,504 $39,589 111.51% $286.88;
140 139 99.29% .. $35,504 $40,479 114.0i¾ $291.22 :!1
140 138 98.57% $35,504 $39,049 109.98% $2~2.9~ •1
140 129 92.14% $35,504 $39,768 112.01% $308.28 .
140 123 87.86% $35,504 $35,314 99.46%. '$i"!'Fi.'11 ';-
140 122 87.14% $35,504 $34,995 98.57% $286.84 1
140 121 86.43% $35,504 $34,151 96.19% $282.24 •
140 115 82.14% $35,504 $32,915 92.71% $286.22
140 l 12 80.00% $35,504 $31,140 87.71% $278.04 ~
140 110 78.57% $35.504 $32,490 91.51% $295.36
140 117 83.57% $3~,504 $32,025 90.20% $273.72
140 123 87.86% $35,504 $34,377 96.83% $279.49 ,
·•.•..:,, . .J :,,1
1,680 1,487 88.51% $426,048 $426,292 100.06% $286.681'
120.00%
100.00%
80.00%
60.00%
40.00%
20.00%
0.00%
NRA Balance as of 1/1/2009:
ABA YTD:
HAP Expenditures YTD:
Remaining NRA YTD:
CY Eligibility:,
Remaining CY Eligibility:
CYMonths Remaining:
0\ 0 I .0 (1)
~
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\ O"'I 0 0 ~ I ~ ~ ~
0\ O"'I O'I 0 0 0 I I . I ] -bl) ~ <
$35,438
$426,048
$426,292
$35,194
$426,048
-$244
0
1,680
1,487
193
-1
O"'I 0\ 0 0 I I
fr -(.)
C/J 0
0\
0 ~ 0 z
Including ~
$35,194
0
123 .. ·:1:
. • . ·-1 :
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
DECEMBER, 2009
Annual Recerts
Interim Recerts
Portability Move-In
Portability Move-Out
End Participation
New Admissions
Recert Inspections
In-House Transfers.
Waiting List
Vouchers Issued
Applications 1/P
Ports In Pending
Ports Out Pending
Ports Out Paid
12
3
0
0
5
11
5
1
141
27
11
0
7
6/$2,906.00
~ -... ,'!. ..
.HUB:
FOCode:
Jan.:10
Feb-10
.Mar-to
Apr-JO
. May-1Q
Jun-10
Jul-10
Aiig-10
Sep-10
Oct-10
Nciv,-J0
Dec-10
SHMIN
SI<PH
140
140
140
140
140
140
140
140
140
140
140
140
YTDI 1,680
120.00%
100.00%
80.00%
60.00%
40.00% •
20.00%
0.00% ~.,~· =;;;:::= ....
0 -i
NRA Balance as ofl/1/2010:
ABAYTD:
HAP Expenditures YTD:
Remaining NRA YTD:
CY Eligibility:
Remaining CY Eligibility:
CY Months Remaining:
0 -I ~ µ.,c
Monthly CY Eligibility Remaining:
Unit Months Available CY:
Unit'Months Leased CY:
Unit Months Remaining CY:
Monthly Units Remaining CY:
Unit Months Funding Woµld Support:
Monthly \]nits Funding Would Support:
Minimum of Available or Supportable:
126
126
OTTER TAIL COUNTY HRA
HA Num; :rvlNl 77
90.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
7.50%
0 -l ~
0 -j
$36,757
$36,757
0 -~ <
0 -I ~
Cfl
Minimum of Available or Supportable Monthly:
$35,518
$35,518
0 -~ 0 z
96.63%_ $281.89
96.63%. $281.891
.;zf,_j·
"_.:}r\ -~
•.. 1
Including NRA
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
JANUARY, 2010
Transfers Out
Annual Recerts
Interim Recerts
Portability Move-In
Portability Move-Out
End Participation
New Admissions
Recert Inspections
In-House Transfers
Shop Mode/ARS
Waiting List
Vouchers Issued·
Applications I/P
Ports In Pending
Ports Out Pending
Ports Out Paid
ELI%
0
6
8
0
1 .
1 .-
7
4
0
0
139
28'
112
3.
8
5/$2;832.00
71%
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fergus FaHs/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:
FR.OM:
DATE:
SUBJECT:
ENCLOSURE
MEMO
Board of Directors, Otter Tail County HRA
Jeffrey Gaffaney, Executive Director
April 8, 2010
Meeting to be Held Thursday, April 15th, 2010 at 10:00 a.m. at the
HRA Office, 1151 Friberg Ave., Fergus Falls, MN. 56537
Regular Minutes of December 17, 2009 Meeting
Agency Plan Policy Changes
AGENDA
1. Jbairperson -Call Meeting to Order
</ Approval of Minutes
3.~ u .. Lc ive Director
-~Bdininistrative Expenses-February & March 2010
. vestment Listing 0
@( jl'apital Fund Program Update-J.0\
W.Ptblic Hearing Management Assessment Subsystem (MASS)
ertification -Resolution No. 093
F seal Audit -April 19-21 -c.h.,,r1.~ -\-.:, ,ie_,,.../-l.,c,)<:.,dc .::11.:,-2.J>
4. Re/2i~ation Specialist -Dennis Chri~tenson
A~AUpdate B:' <:ire Tax Levy Update
C.\12010 SCDP Potential Applications
5. ReHabilitation Assistant/Housing Manager -Sue Bjorklund
#.t/1.1~9 Deer Creek/Parkers Prairie SCDP 'B/ ~ blic Housing Update
C. cl--c, C\.... ........ ~ .... s
6, H~~":?g Administrator -Mary Jo Schwarz
A.Cfe~~ion 8 Update
PLEASE CALL IF YOU ARE UNABLE TO ATTEND!
.=:..::=·:::.:::.,=::::.:·-=·=·-:.:·-=-··=·---==-::::•·•::::::·--======-Providing Housing Opportunities ··H•\llsers\IEEBAgeoda-QIG-BBkdoc
The Otter Tail County HRA Board of Commissioners met in a regular meeting on February 18,.2010at the
Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537
MEMBERS PRESENT
Scott Rocholl, Chailperson
Robert Bigwood, Vice Chairperson
Janice Palan, Secretary
Hazel Hovde
Art Schwartz
OTHERS PRESENT
Jeffrey Gaffaney
Dennis Christenson
Mary Jo Schwarz
Vicki Scheer
Sue Bjorklund
Scott Rocholl, Chairperson opened the regular meeting.
A motion was made and seconded to approve the minutes from the December 17th, 2009, meeting.
Ml Hazel Hovde SI Art Schwartz
As this is the first meeting of the year the annual HRA appointments and designations were reviewed.
Scott Rocholl asked Robert Bigwood to accept the position as Chairperson. Robert declined and nominated
Scott as Chairperson. The motion was seconded by Hazel Hovde with all ayes. Janice Palan made a
motion that Robert Bigwood remain as Vice Chairperson, motion was seconded by Hazel Hovde with all
ayes. Hazel Hovde made a motion that Janice Palan remain as Secretary, the motion was seconded by
Robert Bigwood with all ayes.
A motion was made and seconded with all ayes that the Fergus Falls Daily Journal remains the legal
publication and Security State Bank as hank depository for the year 2010.
Ml Robert Bigwood SI Hazel Hovde
A motion was made and seconded with all ayes that the per diems remain at $60.00 per meeting and the
mileage reimbursement b() changed to .50 for the year 2010.
Ml Robert Bigwood SI Hazel Hovde
The board meeting schedule for the upcoming year was reviewed. A motion was made and seconded with
all ayes to approve that schedule as presented for the year 2010.
Ml Janice Palan SI Hazel Hovde
Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of December
2009 and January 2010. A motion was made and seconded to approve the expenses.
Ml Hazel Hovde SI Janice Palan
The Investment Listing was reviewed, the only changes were the balances in the checking and savings
accounts.
The Procurement Policy was reviewed. Jeff explained he received a letter from Deb Kravik at HUD
regarding six items that needed to be corrected or clarified. A motion was made and seconded to approve
Resolution 091 regarding updating the policy to conform to HUD's specifications.
H:\Users\VICKI\2010 minutes\minutes • otc feb 2010.doc 1
•
Ml Art Schwartz SI Hazel Hovde
The Section 8 Management Assessment Program (SEMAP) Certification for 12131/09 was presented for
review. This willalso be submitted to HUD online through REAC. A motion was made and seconded to
approve the certification.
M/Robert Bigwood SI Hazel Hovde
The 2009 Capital Fund Program and the 2009 Capital Fund Stimulus Program have both been closed out.
The 2010 Capital Funds should be available the latter part of the sununer of 2010.
Jeff reported that the 2010 Minnesota Cities Participation Program application has been sent to MHFA.
The final dollar amount will not be known until the bonds are sold in April. This has been a very successful
program in the past in allowing County residents to purchase homes.
Dennis Christenson, Rehab Specialist reported that there are 14 MHFA Deferred Loan Program Phase XV
applications that have been taken, 10 were ineligible, 2 are in process, 3 have been inspected and 2 are
bidding.
There are 2 applications taken, 1 was ineligible, 1 in process, 1 is bidding and 1 ha.s been inspected for the
Community Fix-Up Fund Program.
Dennis is waiting to.hear from MHFA regarding 2010 funding and program start up.
Twenty0two HRA Revolving Rent Rehab applications have been taken. One has been withdrawn, 21 have
been inspected, l has rehab in progress and 20 have been completed.
With 2009 Otter Tail County Homeowner Tax Levy funding, 21 applications have been taken, 21 have been
inspected, 2 have rehab in progress and 19 are complete.
There are 8 applications for the 2010 Otter Tail County Tax Levy Homeowner Program, 8 have been
inspected, 1 is bidding and 7 are complete. One application has been taken, 1 inspected and 1 has rehab in
progress for the Otter Tail. County Rental Rehab Program.
The two Small Cities full applications for Pelican Rapids and New York Mills have been sent in to DEED
and Dennis hopes to hear if they are approved by the first part of April.
Sue Bjorklund, Rehab Assistant reported that 20 applications have been taken, 4 have been withdrawn or
were ineligible, 1 is in process, 15 have been inspected, 1 ·is bidding, 9 are in progress and 5 are complete
for the Parkers Prairie/Deer Creek SCDP program.
Sue also reported that the December rents owed for the Otter Tail County family Public Housing units
totaled $2,866, and $2,586.45 was collected. Pre-paid rents of $1,475.55 were collected in November and
pre-paid rents of $1,196.00 were collected for January. There were also late fees of $50 charged and
collected. Other outstanding charges totaled $215.31. The extremely low-income percentage was 40%.
Twenty-four applicants were on the 2-bedroom public housing waiting list, 18 applicants on the 3-bedroom
waiting list and 1 on the 4-bedroom waiting list.
The January rents owed totaled $2,866.00 and $2,170.55 was collected including pre-paid rents of
$1,196.00 in December and pre-paid rents for February of$500.55. The ELI was at 40%. Twenty-two
H:\Users\VICKI\2010 minutes\minutes -otc feb 2010.doc 2
applicants were on the 2-bedroom public housing waiting list, 20 applicants on the 3-bedroom waiting list
and 2 on the 4.;bedroom list.
Mary Jo Schwarz, Housing Administration reported that for the month of December there were 123 leased
and HAPS totaling $34,377. There were 141 families on the waiting list and 6 ports out paid totaling
$2,90600. There are 7 port outs pending and 27 vouchers issued.
For the month of January there were 126 leased .and HAPS totaling $35,518. There were 1139 families on
the waiting list and 5 ports out paid totaling $2,832.00. There are 8 port outs pending and 28 vouchers
issued:
There being no further business, a motion was made and seconded to adjourn.
Ml Art Schwartz S/Janice Palan
Janice Palan, Secretary Date
H:\Users\VICKI\2010 minutes\minutes • otc feb 2010.doc 3
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF FEBRUARY, 2010
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 $
City ofNew York Mills $
City of Henning $
Mark Gaworski -Accounting $
American Family Insurance $
Housing Data Systems $
Bjorn's Heating & NC $
MN Multi-Hsg Association $
North Dakota BCI $
RTW, INC. -Workers Comp $
Mike's Plumbing & Heating $
Pine Plaza Applicance $
Salaries ' $
H:\Users\JEFF\OTC HRA EXPENSES
450.00
1,850.00
950.00
225.00
200.00
400.00
22.91
449.00
50.00
164.00
-
72.00
105.00
85.00
115.00
60.00
266.00
40.00
1,915.00
582.41
1,558.00
164.86
50.00
15.00
500.00
86.75
49.14
15,504.72
OTTER TAIL.COUNTY BRA EXPENSES
FOR THE MONIB OF MARCH, 2010
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 $
Jeffrey Gaffaney-Mileage $
Mary Jo Schwarz-Mileage $
Vicki Scheer -Mileage $
City of New York Mills $
City of Henning $
City of Pelican Rapids $
Otter Tail County Treasurer $
Bjorn's Heating, & A/C $
Culligan Water Co. $
Am¢can-F-amily.111§_urance . $
ertfsor ·control Inc. -9)tnputer Software ff\ f> p.o ---c: --J .r
·Housing Data Systems £4',4,P''J 't -$
Networks For Hire $
Home Depot $
A-1 Steam Brothers $
J arandson"'Floor Covering $
Salaries $
H:\Users\tempory letters\OTC HRA EXPENSES march 2010
450.00
1,850.00
,950.00
225.00
200.00
400.00
22.91
75.80
104.00
24.00
277.74
40.00
468.89
1,308.85
217.18
66.27
"Si!? A 1 ,,-:. 9,500.00·
120.00
100.00
8.51
505.85
1,895.00
15,900.78
April 15,2010 OTTER TAIL COUNTY HRA
INVESTMENT LISTING
I.D. #41,.1518930
I----,--,--,--'-,-~-_IN_Fr_T_~~T'-----i~:_r~ON~-----',~•~-+---~-F~UN~D~----+-I-D~E'-----S-C_RI_P--T-l~O~N--,--,-+--P-RIN_. -C-IP~AL-· ~'+-I-N-~-E----,-~-E----,-S_T---'-1_---,--IN~1---,~~RE~; _s_T----+l~~-~~~SE
!
MATURITY
DATE
'
CERTIFICATES
1-------~--~------------~-·-ti-~~-----'----+-------~~~~-------'+~--~----------t--~---~--------,--
Public Housing Money Market . $6,575.68 0.25% ! Maturity Security State Bank
,.¥."-~fil!S Falls
SAVINGS ACCOUNTS
Security State Bank
Ferfil!s Falls ~-.. ,.
Security State Bank
Fergus Falls i-·-···
Certificate #210979 , Automatic Deposit
' '
Section 8 Admin i Weekly Money .35% Monthly Account
..
Renewed
03/19/10
I
09/19/10
, Reserve _ ! Market Saving"-s-'---+-------+-' -----'-----___;;.,.____c'------+------"----~-: _____ ~c__~-; #9312-004634 ;
I Monthly Account ! Public Housing I Commercial Money $7,025.24 '
1· SecuritxJ?_~p_1o_s_it_s--1-M_ar_k_et~-----+---'--------i"---~---+---------~,-,----t--·-------!
.35%
j #9312015673
'
CHECKING ACCOUNTS i '
. ' ! !
' '
Section 8 Existing
1 -Public Housing
MHFA-Loan Account
i NOW Account ! $59,444.15 ;
1 NOW Account : $21,980.34 J
' ' '·
-----~------
,.
INOWAccount I $15,967.601 •• ~---·:···-·---------+-~~1~
, Ottertail CountyTaxLevy---c:~--.1 NOW Accoun-t~~-,----------C ~~-1 $179,82f4il------+-----~~-----t---c-1 •
t-MHF A-HoME0 A~co~ni··-
. I
~----'········-----······-····-·---+----~--•---,-,_·· . .:i.. __________________ ~--'--+' ~~
I NOW Account $83058 'i ' ----------.----·· ··-··. ---· ··••----------··--·-·· ···--··-·. -•--; ..... -··--··--·-· ······-·--------··-· ·-·· ·-·.
f'
H:\Users\JEFF\invest list otc.doc
Program
MHF A Deferred Loans -Phase XV
Community Fix-Up Fund
Rental Rehab -2008 Program
HRA Revolving Rent Rehab Loan
Program 2001
OTC Tax Levy -Homeowner (2009)
OTC Tax Levy--,-Homeowner (2010)
OTC Tax Levy -Rental (2010)
( 2010 SCDP Full Applications
SCDP: Parkers Prairie/Deer Creek (16 homes)
Otter Tail County HRA
Rehabilitation Projects Update
April 15, 2010
Withdrawn/ In Applications Inspected Ineligible Process
15 10 2 3
2 I 1 1
Bidding
2
1
2 Perham tri0 plex project is closed out. 8 units in Henning closed out.
22 1 0 21 0
22 0 0 22 0
9 0 0 9 0
1 0 0 1 0
1) Pelican Rapids 2) New York Mills
20 5 0 15 2
' -. 0-+' A rr p I
Rehab
In Complete
Progress
I 0 2 -$44,68 l.13
0 0
.Z o/ O· ~ .-..d. '"'::)
/Je,.vd,,. a _,
0 21
1 21
7 2
0 I
5 8
Otter Tail County Otter Tail County
Public Housing -Family Units Report Public Housing .. Family Units Report
13 Family Units 13 Family Units
As of February 28, 2010 As of March 31, 2010
Rents Payable $ 2,866.00 Rents Payable $ 2,926.00
Rents Collected $ 3,341.00 Rents Collected $ 1,957.00
* Rents Collected -prepaid in January $ 500.55 * Rents Collected -prepaid in February $ 975;55
• Pre-Paid Rent for March $ 975.55 .. Pre-Paid Rent $ 6;55
Late Rents Outstanding $ -Late Rents Outstanding $ -
Late Fees Charged $ 25.00 Late Fees Charqed $ -
Late Fees Collected $ -Late Fees Collected $ -
Other Charges Outstanding -vacated $ -Other Charges Outstanding -vacated $ -
Security Deposits Collected $ -Security Deposits Collected $ -
ELI Percentage 40% ELI Percentage 40%
Bad Debt Collected $ 215.00 Bad Debt Collected $ 203.19
Pet Deposit Collected $ -Pet Deposit Collected $ -
Vacancies: 0 Vacancies: 6
None -None
Waiting List Waiting List
-
2BR. 20 28R 26
3BR 17 3BR 17
4BR 2 4BR 2
-
OTTER TAIL COUNTY COUNTY PUBLIC HOUSING
ACOP (Admissions and Continued Occupancy Policy) and LEASE
PROPOSED CHANGES APRIL 2010:
POLICY CHANGES:
2.1 COMMUNICATION (REASONABLE ACCOMMODATION) (DELETE AND ADD TO POLICY)
Anyone in need of a reasonable accommodation will need to request the accommodation,
in writing, by completing and submitting the .. Request for Reasonable Accommodation''
provided by the OTTER TAIL COUNTY Housing Authority. The OTTER TAIL
COUNTY Housing Authority will verify the disability and review the request for
approval.
Anyone requesting an applicati on wi ll also receive a Request for Reasonable
,Accommodation In formation form.
Notilications of reexamination, inspection, an appointment, or ev1ct1011 wi ll include
in fom1ation about requesting a reasonable accommodation. Any notification requesting
acti on by the tenant wi ll include infonnation about requesting a reasonable
accommodati on.
All decisions granting or denyi ng requests for reasonable accommodations wi ll be in
writing.
7.0 TAKING APPLICATIONS (ADD TO POLICY)
Completed applications will be accepted for all applicants and the OTTER TAIL
COUNTY Housing Authority will verify the information. Applicants \.\ill be provided
the opportunity to complete the information on form II UD-92006, Supplement to
Application for Federally Assisted I lousing. The form gives applicants the option to
identify an individual or organi1.ation that the I lousing Authority may contact and the
reason(s) the individual or organi1.ation may be contacted. The applicants, if they choose
to provide the additional contact information, must sign and date the fom1.
Ir the applicant chooses to have more than one contact person or organi1.ation, the
applicant must make clear to the I lousing Authority the reason each person or
organi1.ation may be contacted. The I lousing Authority will allow the applicant to
complete a fo1m HUD-92006 ti.)r cad, contm:t an<l indicating the reason the I lousing
Authority m ay contact the individual or organi1ation. For example. the applicant may
choose to have a relative as a contact for emergency purposes and an advocacy
organiz.atio n for assistance for tenancy purposes.
'Those applicants who choose not to provide the contact in formation should check the box
indicating that they ··choose not to prm idc the contact information" and si •n and <late the
fonn.
The second phase is the final determination of eligibility, referred to as the full
application. The full application takes place when the family nears the top of the waiting
list. The OTTER TAIL COUNTY Housing Authority will ensure that verification of all
preferences, eligibility, suitability and election factors are current (Jes than 90 calendar
days old) in order to determine the family's final eligibility for admission into the Public
Housing Program. Applicants will be given the opportunity to update their HUD Fonn
92006 if they desire.
8.2 ELIGIBILITY CRITERIA (DELETE A DADD TO POLICY)
D. Social Security umber Documentation
To be eiigible, all family members t, yeflf8 ef age and elder must rir0•,ride a Seeial
Seeurit)1 number or e@ftify tkat th@)' e0 net have 0ne. AtluHs must eeFtify for m~nors.
Pri or to admission, every family member regardless of age must provide the OTTER
TAIL COU TY Housing Authority with a complete and accurate Social Security
umber unless they do not contend eligible immigration status. cw family members
must provide this verification prior to being added to the lease. If the new fami ly member
is under the age of six and has not bee n assigned a Social Security umber, the family1
s hall have ninety (90) calendar days alter starting to receive the assistance to provide a
complete and accurate Social Security Number. The Housing Authority may grant one
ninety (90) day extension if in its sole di cretion it determines that the person's failure to
comply was due to circum tances that could not have reasonably been fo reseen and was
o utside the control of the person.
If a person is already a program participant and has not di closed his or her Social
Security umber. it must be disclosed at the next re-examination or re-certification.
Participants aged 62 or old er as of January 3 1, 20 IO whose initial el igibility
determination was begun before January 31, 20 IO are exempt from the re uired
disclosure of their Social Secu1ity umber.
rrhe best verification of the Social Security umber is the original Social Security card. If
the card is not available, the !lousing Authority will accept an original document issued
by a federal or state government agency, which contains the name of the individual and
the Social Security umber of the individual, along with other identifying informatio n of
the individual or such othcr cvidencc of the Social Security umber as fl UD may
prescribe in administrative instructions.
If a member of an appli cant family indicates they have a Social Secu1il)-umber. but
cannot readily verify it. the fam ily cannot be as isted until verification is provided.
If an individual fail to provide the verifi cation within the time allowed, the family wi ll
be denied assistance or will have their assistance tenninated. The Housing Authority may
grant one ninety (90) day extension from tennination if in its sole discretion it detcm1ines
that the person·s failure to compl1 \.\as due to circumstances that could not have
reasonably been foreseen and there is a reasonable likelihood that the person will be able
to disclose a Social Security Number by the deadline.
8.3 SUIT ABILITY (ADD TO POLICY)
C. The OTTER TAIL COUNTY Housing Authority will ask applicants to provide
information demonstrating their ability to comply with the essential elements of
the lease. The OTTER TAIL COUNTY Housing Authority will verify the
information provided. Such verification may include but may not be limited to the
following:
5. A check of the State's lifetime sex offender registration program for each adult
household member, including live-in aides. No household with an individual registered
under a State sex offender registration will be admitted to public housing. The OTTER
TAIL COUNTY Housing Authority will check with our State registry and if the applicant
has resided in another State(s), with that State(s)'s list. The OTTER TAIL COUNTY
Housing Authority will utilize the US Department of Justice's Dru Sjodin National Sex
Offender website as an additional resource.
9.3 FAMILIES NEARING THE TOP OF THE WAITfNG LIST (ADD TO POLICY)
Applicants will also be given the opportunity to update their HUD Form 92006 if
applicable and if they desire.
9.6 MISSED APPOINTMENTS (ADD TO POLICY)
All applicants who fail to keep a scheduled appointment with the OTTER TAIL
COUNTY Housing Authority will be sent a notice of termination of the process for
eligibility. If applicants do not contact the OTTER TAIL COUNTY Housing Authority
by the time of their appointment, this will be considered a missed @l)Ointment and they
will need to reschedule.
If the applicant is removed from the waiting list and contacts the PHA within 30 calendar
days from the date the family was removed from the waiting list, and demonstrates good
cause for missing appointment and deadline dates, the PHA will reinstate the initial
application.
11.2 ANNUAL INCOME (ADD TO POLICY)
v. One-time recovery payments generated by the American Recovery and Reinvestment
Act (_ARRA)
12.1 ACCEPTABLE METHODS OF VERIFICATION (ADD TO POLICY)
I . Employment Income Verifications (EIV)
"Once the data has served its purpose, it shall be destroyed by either burning or shredding
the data. All wage, unemployment, employment, and new hire information shall be
destroyed no later than two years from the date it is received."
12.2 TYPES OF VERIFICATION
Verification Requirements for Individual Items
Item to Be Verified 3rd party verification Hand-carried verification
General Eligibility Items
Social Security fuetteF f¥0m S0eial Seoorit,!, Original Social Security card, an
umber eleekenie rep0fts appropriate government letter showing
the number or other "HUD-allowed
method" er a thir@ f)aft,! 00ettment NIA stating the S0eial Seettri~· lltmlWer
12.4 VERIFICATION OF SOCIAL SECURITY NUMBERS
(DELETE A DADD TO POLICY)
Prior to admission eaeh v.<h:0 has a S0eial Seoority nttmber an@ 1.vh0 is at least 6 yea:¥□ 0f
age must preYi@e verifwati0n 0f their S0eial Seelttity number. }Jew family members at
least 6 years 0f age must prnviee this verifieation prier ta being a,eeee to the lease.
Chilernn ia assisted h0usehol@s must provide this verifieation at the first regulw
reeJrnmiRati@fl atteF turning sin.
The best verifieati0n of the S0eial Security IittmbeF is the origittal Soeial Seettrity ea:¥@. If
the card is n0t available, the OTTER TAIL COUNTY Housiag Audwrity 1.vill aeee13t
letters fI0m
the Soeial Seeurity Agefley Hmt establishes an,d states the number. Doeumentatioa &om
otluw governIIu~tttal ageneies will also be accepted that establishes oo@ states the number.
DriveF'□ heenses, military IDs, pasSfHH=t□, or 0ther offieial 00eumeftts that establish and
state the flumaer are als0 aeeeptable.
If oo individual states that they d0 not have a So eial S eeurity numb er, they will be
re€ltlirn@ to siga a statemeat t0 this effect. The OTTER TAIL COUl'>ffY W0tisiflg
i\.wtl=l0rit)' ;viii
n0t requirn ooy inifrvidual vlho does R0t have a S0eial Seetirity number to 0btain a Social
Seeurity n,umeeF.
If a member of oo apfllieant w.mily indicates tlu~y ft!lve a S0eial Seetlrity ntimber, but
eann0t readily verify it, the family @UP..not be h0used ttntil verifieati0H is f)rnvid@d.
If a member of a teRaflt w.mily ineieates they M.a.ve a S0eial Security Rumber, bttt earuwt
readily verify it, they shall be asked to eertify ta tM-is w.et an,d shall have Ufl t0 siKty (6Q}
days t0 proviso the verifieation. If the in@ivitlual is at least 62 yews 0f age, tM.ey ·.vill be
given 0Re hundred ood twenty (l 2Q1 eays to JJrovi@e the verifieati0n. If the individttal
w.ils t0 prnvide the verifieation withiR the time allowed, the f&mily vl'iH be evieted.
Prior to admission, every family member regardless of age must provide the OTTER TAIL
COUNTY Housing Authority with a complete and accurate Social Security umber unless
they do not contend eligible immigration statu s. New family members If the new fami ly
member is under the age of six and has not been assigned a Social Security Number, the
family shall have ninety (90) calendar days after starting to receive the assistance to provide
a complete and accurate Social Security Number. The OTTER TAIL COUNTY Housing
Authority may grant one ninety (90) day extension if in its sole discretion it determines that
the person's fai lure to comply was due to circumstances that could not have reasonably been
foreseen and was outside the control of the erson.
If a person is already a program pa11icipant and has not disclosed his or her Social Security
Number, it must be disclosed at the next re-examination or re-certifi cation. Participants aged
62 or older as of January 3 1, 2010 whose initial eligibility determinati on was begun before
January 3 1, 20 l Oare exem t from the re uired disclosure of their Social Security Number.
The best verification of the Social Security Number is the original Social Security card. [f
the card is not availab le, the OTTER TAIL COUNTY Housing Authority will accept a
original document issued by a federal or state government agency, which contains the name
of the individual and the Social Security Number of the individual, along with other
identifying information of the individual or such other evidence of the Social Security
Number as HUD may prescribe in admini strative instructions.
If a member of an applicant family indicates they have a Social Security Number, but cannot
readily verify it, the family cannot be assisted until verification is _P,rovided.
If an individual fails to provide the verification within the time allowed, th e family wi ll be
denied assistance or will have their assistance terminated. The OTTER TAIL COUNTY
Housing Authority may grant one ninety (90) day extension from termination if in its sole
discretion it determines that the person's failure to comply was due to circumstances tha~
could not have reasonably been foreseen and there is a reasonable likelihood that the person
will be able to disclose a Social Security Number by the deadline.
14.0 COMMUNITY SERVICE
14.1 GENERAL (ADD TO POLICY)
In order to be eligible for continued occupancy, each adult family member must either (1)
contribute eight hours per month of community service (not including political activities)
within the community in which the public housing development is located, or (2)
participate in an economic self-sufficiency program unless they are exempt from this
requirement. The eight hours of activity must be performed each month. An individual
may not skip a month and then double up the following month unless special
circumstances warrant it.
14.3 NOTIFICATION OF THE REQUIREMENT (ADD TO POLICY)
The OTTER TAIL COUNTY Housing & Redevelopment Authority shall notify all such
family members of the community service requirement and of the categories of
individuals who are exempt from the requirement. The notification will provide the
opportunity for family members to claim and explain an exempt status in writing. The
OTTER TAIL COUNTY Housing Authority shall verify such claims. If a resident docs
not agree with the OTTER TAIL COU TY I lousing Authorit) ·s determination, he or
she can appeal by following the Grievance Policy. Changes in exempt or non-exempt
status of a resident shall be reported by the resident to the OTTER TAIL COUNTY
Housing Authority within ten ( I 0) calendar days of the change.
14.6 NOTIFICATION OF NON-COMPLIANCE WITH COMMUNITY SERVICE
REQUIREMENT (ADD TO POLICY)
The OTTER TAIL COUNTY Housing & Redevelopment Authority will notify any
family found to be in noncompliance of the following:
B. That the determination is subject to the grievance procedure; a right to be represented
by counsel, and the opportunity to any available judicial remedy; and
15.0 RECERTIFICA TIONS
15.1 GENERAL (ADD TO POLICY)
The OTTER TAIL COUNTY Housing Authority will send a notification letter to the
family letting them know that it is time for their annual reexamination, ..... The letter also
includes, for those families paying the income method, forms for the family to complete.
1'he letter tells famil ies who may need to make alternate arrangements due to a disability
that they may contact staff to request an accommodation of their needs.
Also, during the re1.:ertification, each household shall be asked whether any member is
s ubject to the li fetime registrati on requirement under a state registrati on program. The
Housing Authority will verify this infonnation using the Dru Sjodin National Sex
Offender Database and docum ent this information in the same method used at admission.
For any admissions after June 25, 200 I (the effective date of the Screening and Eviction
for Drug Abuse and Other Criminal Acti vity final rule), if the recertification screening
reveals that the tenant or a member of the tenant's household is subject to a lifetime sex
offender registration requirement, or that the tenant has fal sified information or otherwise
fai led to di sclose his or her criminal hi tory on their application and/or recertification
fonns, the Housing Authori ty will pursue eviction of the household
If a family is about to be evicted from housing based on either the criminal check or the
sex offender registration program, the applicant will be informed of this fact and given an
opportunity to dispute the accuracy of the information before the eviction occurs.
20.2 TERMINATION BY THE HOUSING AUTHORITY (ADD TO POLICY)
... The OTTER TAIL COUNTY Housing Authority will terminate the lease for serious or
repeated violations of mateiial lease terms. Such violations include but are not limited to
the following: ...
u. Not to display. use. or possess or allov. members or Tenant's household or guests to
displ ay, use or possess any illegal fi rcanns. (operable or inoperable) or other illegal
weapons as defined by the laws and courts of the State of Minnesota anywhere on the
property of the OTTER TAfL COUNTY County lfRA.
v. Serious or repeated damage to the dwelling unit, creation of physical hazards in the
unit, common areas, grounds, or parking areas of any project site.
w. Criminal activity by Tenant, household member, guest, or other person under
Tenant's control , including criminal activity that threaten the health, safety or rights to
peaceful enjoyment of the OTTER TAIL COUNTY Housing Authority's public housing
premises by other residents, or any drug related criminal activity.
x. Offensive weapons or illegal drugs seized in the OTfER TAIL COUNTY Housing
Authority's unit by a law enforcement oflicer.
y. Any fire on the OTTER TAIL COUNTY I lousing Authority's premises caused by
careless or unattended cooking.
LEASE CHANGES: (ADD TO THE LEASE)
9. INTERIM RENT ADJUSTMENTS: Residents must promptly report to the Landlord
any of the following changes in household circumstances when they occur between
Annual Rent Recertifications:
e. Obtain Landlord written approval to add any other household member as an occupant
of the unit PRIOR to the member(s) physically moving into the un it (a visitor cannot stay
in the unit for more than a total of 14 days in a twelve (.12) month 2eriod).
12. MAINTENANCE:
The Resident Agrees To:
m. Take reasonable precautions to prevent fires and to refrain from storing or keeping
highl y volatile or flammable materials u on the premises.
16. LEASE TERMINATION BY LANDLORD: .......
The Landlord shall not terminate or refuse to renew the Lease other than for serious or
repeated violation of material terms of the Lease, such as, but not limited to, the
following:
x. Not to display, use, or possess or allow members of Tenant's household or guests to
display, use or possess any illegal fireanns, (operable or inoperable) or other illegal
weapons as defined by the laws and courts of the State of Minnesota anywhere on the
property of the Landlord.
y. Serious or repeated damage to the dwelling unit, creation of physical hazards in the
unit, common areas, grounds, or parking areas of any project site.
z. Criminal activity by Tenant, household member, guest, or other person under
Tenant's control, including criminal activity that threaten the health, safety or rights to
peaceful enjoyment of the OTTER TAIL COUNTY Housing Authority's public housing
premises by other residents, or any drug related criminal activity.
aa. Offensive weapons or illegal drugs seized in the OTTER TAIL COUNTY Housing
Authority's unit by a law enforcement ollicer.
bb. Any fire on the OTTER TAIL COUNTY Housing Authority's remises caused by
careless or unattended cooking.
cc. Other.
ATTACHMENT "F" -COMMUNITY SERVICE
GENERAL
In order to be eligible for continued occupancy, each adult family member must either ( 1)
contribute eight hours per month of community service (not including political activities)
within the community in which the public housing development is located, or (2)
participate in an economic self-sufficiency program unless they are exempt from this
requirement. The eight hours of activity must be perfom1ed each month. An individual
•
may not skip a month and then double up the following month unless special
circumstances warrant it.
NOTIFICATION OF THE REQUIREMENT
The OTTER TAIL COUNTY Housing & Redevelopment Authority shall notify all such
family members of the community service requirement and of the categories of
individuals who are exempt from the requirement. The notification will provide the
opportunity for family members to claim and explain an exempt status in writing. The
OTTER TAIL COUNTY Housing Authority shall verify such claims. If a resident does
not agree with the OTTER TAIL COUNTY I lousing Authority's determination, he or;
she can appeal by following the Grievance Policy. Changes in exempt or non-exempt
status of a resident shall be reported by the resident to the OTTER TAIL COUNTY
Housing Authority within ten ( I 0) calendar days of the change.
NOTIFICATION OF NON-COMPLIANCE WITH COMMUNITY SERVICE
REQUIREMENT (ADD TO LEASE)
The OTTER TAIL COUNTY Housing & Redevelopment Authority will notify any
family fo und to be in noncompliance of the following:
C. That the determination is subject to the grievance procedure; a right to be re resented
by counsel, and the opportunity to any available judicial remedy; and
Proposed Lease chat1ges effective Julv 1. 2010 for current resideflts and immediately for any new admissions.
Proposed changes in the A COP effective immediately.
OTTER TAIL COUNTY PUBLIC HOUSING
ACOP {Admissons and Continued Occupancy Policy)
PROPOSED CHANGES APRIL, 2010
Add to 2.1 COMMUNICATION (Reasonable Accommodation)
Procedure for Responding to Requests for Reasonable Accommodation
A. General Principles
1. The person requesting the reasonable accommodation is usually an expert in
regard to his or her own disability and accommodations that may be
appropriate. Generally, we presume that the information the person provides
concerning his or her own needs is accurate and the method proposed for
accommodating those needs is the most appropriate.
2. This procedure for evaluation and responding to requests for a reasonable
accommodation relies on a cooperative relationship between us and the
applicant/participant. The process is not adversarial.
3. The form "Request for Reasonable Accommodation" (RRA) is designed to help us
and applicants/participants. If an applicant/participant does not, or cannot, use
the Form, we will respond to the request for an accommodation.
4. If the accommodation is reasonable we will grant it.
5. Where the reasonable accommodation is requested by an applicant in order to
overcome negative information, or by a resident/tenant in order to overcome a
lease violation, we will make the following additional determinations:
• What is the essential impact of the negative information or lease
violation? How serious is it, and exactly how does it affect us?
• Does the requested accommodation eliminate, or satisfactorily
reduce, the essential impact, so that the person can occupy the
housing with a reasonable expectation of success?
If the requested accommodation is reasonable and produces a reasonable expectation
of success, we will grant the request.
6. Reasonable accommodations will be focused on the individual and designed to
address each person's situation.
7. In some cases, reasonable accommodations may be perceived (incorrectly) by
non-disabled applicants/participants as conferring a special advantage on a
person with disabilities; however, we will not base our decisions on how the
decisions will be perceived, but rather on whether the accommodation is
effective in removing the barriers which inhibit a person with disabilities from
access and using the housing program.
8. Communications under this policy will be in plain language, in a format
appropriate to meet the communication needs of the person with disabilities.
Where the following procedures refer to written documents this plain language
directive shall apply and alternative formats will be used in order to
communicate information and decisions to the applicant/participant.
9. Any meetings required by this policy will be held in an accessible location.
B. Additional Procedures Regarding Reasonable Accommodation
Communication with Applicants/Participants
1. We will respond, in writing, to all Requests for Reasonable Accommodation
2. All decisions to grant or to deny reasonable accommodations will be
communicated in writing and in the form requested by the individual.
Sequence for Making Decisions
1. Is the applicant/participant a qualified "individual with a disability?"
a) If NO, we are not obligated to make a reasonable accommodation, and we
may deny the request.
b) If YES, go to step 2.
c) If more information is needed we will request additional information, in
writing. (See Request for Information or Verification)
2. Is the requested accommodation related to the disability?
a) If NO, we are not obligated to make the accommodation, and we may deny
the request.
b) If YES, go to step 3.
c) If more information is needed we will request additional information, in
writing.
3. Is the requested accommodation reasonable? (See "Questions" below)
a) If NO, we may deny the request. Denial will be made in writing.
b) If YES, we will approve the request for reasonable accommodation. A written
description of the accommodation will be prepared and included in the approval letter.
c) If more information is needed we will request additional information, in
writing.
(Continue with 1.4 Questions to Ask in Granting the Acco mmodation, as is in current
policy.)
Proposed changes in the ACOP effective immediately.
Section 8 Administrative Plan
2010 Revisions
Section 1.0 EQUAL OPPORTUNITY
1.3 COMMUNICATION
Add after Paragraph 1-The "Reasonable Accommodation Information" (RA!) form will be
provided at initial application. The RAI and "Request for Reasonable Accommodation" (RRA)
form will be provided in the briefing packet. The RAI form will provided to participants at each
annual recertification.
Procedure for Responding to Requests for Reasonable Accommodation
A. General Principles
1. The person requesting the reasonable accommodation is usually an expert in regard to
his or her own disability and accommodations that may be appropriate. Generally, we
presume that the information the person provides concerning his or her own needs is
accurate and the method proposed for accommodating those needs is the most
appropriate.
2. This procedure for evaluation and [esponding to requests for a reasonable
accommodation relies on a cooperative relationship between us and the
applicant/participant. The process is not adversarial.
3. The form "Request for Reasonable Accommodation" (RRA) is designe_d to help us and
applicants/participants. If an applicant/participant does not, or cannot, use the Form,
we will respond to the request for an accommodation.
4. lfthe accommodation is reasonable we will grant it.
5. Where the reasonable accommodation is requested by an applicant in order to ,_,
overcome negative information, or by a resident/tenant in order to overcome a lease
violation, we will make the following additional determinations:
• What is the essential impact of the negative information or lease violation?
How serious is it, and exactly how does it affect us?
• Does the requested accommodation eliminate, or satisfactorily reduce, the
essential impact, so that the person can occupy the housing with a
reasonable expectation of success?
If the requested accommodation is reasonable and produces a reasonable expectation of
success, we will grant the request.
6. Reasonable accommodations will be focused on the individual and designed to address
each person's situation.
7. In some cases, reasonable accommodations may be perceived (incorrectly) by non-
disabled applicants/participants as conferring a special advantage on a person with
disabilities; however, we will not base our decisions on how the decisions will be
perceived, but rather on whether the accommodation is effective in removing the
barriers which inhibit a person with disabilities from access and using the housing
program.
8. Communications under this policy will be in plain language, in a format appropriate to
meet the communication needs of the person with disabilities. Where the following
procedures refer to written documents this plain language directive shall apply and
alternative formats will be used in order to communicate information and decisions to
the applicant/participant.
9. Any meetings required by this policy will be held in an accessible location.
10. lfthe applicant/resident requests, as a reasonable accommodation, that physical
modifications be made to their dwelling, the Housing Authority will work with the owner
of the unit and request that the owner make the modifications. The Housing Authority
does not have responsibility for the owner's unit and does not have responsibility to
make the unit accessible.
11. If the applicant/resident requests, as a reasonable accommodation, to rent from :a
relative, the Housing Authority will consider the following in approving or disapproving
the request:
• Would the accommodation enable the participant to continue to live
independently;
• Does the relative landlord live near the assisted unit enabling the relative
landlord to provide assistance to the participant enabling the participant to
continue live independently.
B .. Additional Procedures Regarding Reasonable Accommodation
Communication with Applicants/Participants
1. We will respond, in writing, to all Requests for Reasonable Accommodation
2. All decisions to grant or to deny reasonable accommodationswill be communicated .in
writing and in the form requested by the individual.
Sequence for Making Decisions
1. Is the applicant/participant a qualified "individual with a disability?"
a} If NO, we are not obligated to make~ reasonable accommodation, and we may deny
the request.
b} If YES, go to step 2.
c} If more information is needed we will request additional information, in writing. (See
Request for Information or Verification}
2. Is the requested accommodation related to the disability?
a} If NO, we are not obligated to make the accommodation, and we may deny the
request.
b) If YES, go to step 3.
c} If more information is needed we will request additional information, in writing: .
3. Is the requested accommodation reasonable? {See "Questions" below)
a) If NO, we may deny the request. Denial will be made in writing.
b} If YES, we will approve the request for reasonable accommodation. A written
description ofthe accommodation will be prepared and included in the approval letter.
c} If more information is needed we will request additional information, in writing:
{Continue with 1.4 Questions to Ask in Granting the Accommodation, as is in current policy.)
Section 3.0 ELIGIBILITY FOR ADMISSION
3.2 (F) Add -The HA will utilize the US Department of Justice's Dru Sjodin National Sex Offender
website as an additional resource.
Section 4.0 MANAGING THE WAITING LIST
4.2 Taking Applications
Add to third paragraph-Applicants will be given the opportunity to complete HUD Form 92006
with their application. Add to the end -Applicants will be given the opportunity to update
their HUD Form 92006 if they desire.
4.5 Missed Appointments
Add -A missed appointment is defined as being an appointment that is not rescheduled by the
applicant/participant prior to the date and time of the appointment.
The HRA will send a letter notifying the family if the family misses an appointment and will give
the family a deadline date by which the family is to call and reschedule. If applicant does not
respond by the deadline date in the PHA letter to the family, the family's name will be removed
from the waiting list.
If the applicant is removed from the waiting list and contacts the PHA within 30 calendar days
from the date the family was removed from the waiting list, and demonstrates good cause for
missing appointment and deadline dates, the PHA will reinstate the initial application.
4.8 Grounds for Denial
5. Add "has remained current with payments for a minimum of 90 days, commencing on the
due date of the first payment."
Section 6.0 ASSIGNMENT OF BEDROOM SIZES (SUBSIDY STANDARDS)
6.2 Packet
Change -P. HRA informal hearing procedures for participants and informal review procedures
for applicants, including when the HA is required to provide an informal hearing, and
information on how to request a hearing.
Add -Q. Information regarding reasonable accommodations available to persons with
disabilities.
6.5 Approval to Lease a Unit
Change -C. The existing lease or proposed lease is approvable and includes the following ...
8.0 Portability
8.1 General Policies of the Fergus Falls Housing Authority
Omit Paragraph 1 and 2 and replace with:
A family who has been issued a Voucher of participation in the program will be required to
lease a unit within the' HA jurisdiction for a full 12-month period of time .before being eligible to
port to another jurisdiction.
8.4 Portability Procedures
Eliminate 5. '.
Eliminate "immediately" in Item 6.
8.4 {B) {2) Change first sentence -The HA will issue a voucher to the family within fourteen
{14) calendar days, as long as the initial voucher has not expired "and the Initial PHA has
provided the HA with all required portability documentation."
9.0 DETERMINATION OF FAMILY INCOME
9.3 Exclusions From Income {H) {14) Add -One-t_ime recovery payments generated by the
American Recovery and Reinvestment Act {ARRA).
10.0 VERIFICATION
10.1 {1) Acceptable Methods of Ve~ification
Add: Once the data has served its purpose, it shall be destroyed by either burning or shredding
the data. All wage, unemployment, employment and new hire information shall be destroyed
no later than two years from the date it is received.
10.2 Types ofVerification for Social Security Numbers -Change Table "Verification
Requirements for Individual Items" as follows:
Third party verification is no longer allowed. Hand-carried verifications of the "o~iginal Social
Secu~ity cad1an appropriate government letter sho~ingthe number or other HUD-allowed
method" will be used instead.
10.4 Verification of Social Security Numbers -Replace all current language in 10.4 with the
following:
Prior to admission, every family member regardless of age must provide the Fergus Falls HRA
with a complete and accurate Social Security Number unless they do not contend eligible
immigration status. New family members must provide this verification prior to being added to
the lease. If the new family member is under the age of six and has not been assigned a Social
Security Number, the family shall have ninety (90) calendar days after st,arting to receive the
assistance to provide a complete and accurate Social Security Number. The Fergus falls HRA
may grant one ninety (90) day extension if in its sole discretion it determines that the person's
failure to comply was due to circumstances that could not have reasonably been foreseen and
was outside the control of the person.
If a person is already a program participant and has not disclosed his or her Social Security
Number, it must be disclosed at the next re-examination or re-certification.
Participants aged 62 or older as of January 31, 20100 whose initial eligibility determination was
begun before January 31, 2010 are exempt from the required disclosure of their Social Security
Number.
The best verification of the Social Security Number is the original Social Security card. If the card
is not available, the Fergus Falls HRA will accept an original document issued by a federal or
state government agency, which contains the name of the individual and the Social Security
Number of the individual, along with other identifying information of the individual or such
other evidence of,the Social Security Number as HUD may prescribe in administrative
instructions.
If a member of an applicant family indicates they have a Social Security Number, but cann_ot
readily verify it, the family cannot be assisted until verification is provided.
If an individual fails to provide the verification within the time allowed, the family will be, denied
assistance or will have their assistance terminated. The Fergus Falls HRA may grant one ninety
(90) day extension from termination if in its sole discretio_n it determines that the person's
failure to comply was due to circumstances that could .not have reasonably been foreseen and
there is a reasonable likelihood that the person will be able to disclose a Social Security Number
by the deadline.
11.0 RENT AND HOUSING ASSISTANCE PAYMENT
11.3 Comparability
Change first sentence -In making a rent reasonableness determination, the HA will compare
the real rent for the unit to the rent of comparable units in the same or comparable
neighborhoods that are not assisted under any federal, state or local program.
11.5 Assistance and Rent Formulas and Minimum Rents
Eliminate Minimum Rent effective upon the next annual recertification.
16.0 COMPLAINTS, INFORMAL REVIEWS FOR APPLICANTS, INFORMAL HEARINGS FOR
PARTICIPANTS
16.3 C. Notice to the Family
Add 2.c. The notice to the family will inform the family that persons with disabilities may
request a reasonable accommodation by completing and returning the official request form
provided in the PHA termination letter to the family. The request for reasonable
accommodation is to be returned to the PHA, along with the written request fora hearing, by
the deadline date specified in the PHAtermination letter.
OTC UMA 'UML
January 140 126
February 140 13Q.
March· 140 (146)
April I,,,_.../
Mav
June
Julv
August
September
October
November
December
YTD 420 396
NRA Balance as of 1/1/2010:
ABA YTD:
Less HAP Expenditures YTD:
= Remaining NRA YTD:
CY .Eligibility:
Remaining CY Eligibility:
CY Months Remaining:
Leasing%
90.00%
92.86%
100.00%
#DIV/0!
#DIV/01
#DIV/01
#DIV/0!
#DIV/01
#DIV/OJ
#VALUE!
#VALUE!
#VALUE!
94.29%
Monthly CY Eligibility R~maining:
Unit Moriths Available CY:
Unit Months Leased ·cy:
Unit Months Remaining CY:
.. --Monthly..Units.Remalning .CY:
Unit Months Funding Would Support:
Monthly Units Funding Would Support:
Minimum of Available or Supportable:
1680
~~~-N_i~=~--·--:Iql
$110,271
$112,054
-$1,783
$36,559
396
1,284
ABA.
$ 36,757
$ 36,7SJ..
,$"'3~,757~ ...... ~
$'110,271
-143
1163
02~
Minimum of Available or Sµpportable Mont
1,163
129
--t\eo-~
·, t ~,,.
Ore t9<?f'; :--
AB'A
Utili~ation
HAP % ' 'PUC
$ 35,518 96.63% $ 282
36-,n4 99.91% 282.49
( 39,812 J 108.31% 284.37 -#DIV/01 #DIV/0!
#DIV/OI #DIV/0!
#DIV/0! #DIV/01
#DIV/01 #DIV/0!
#DIV/0! #DIV/0!
#DIV/0! #DIV/0!
#VALUE! #VALUE!
#VALUE! #VALUE!
#VALUEI #VALUE!
$112,054 101.62% $._ •. 2~2-~~
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
FEBRUARY & MARCH, 2010
Transfers Out
Annual Recerts
Interim Recerts
Portability Move-In
Portability Move-Out
End Participation
New Admissions
Recert Inspections
Shop Mode/ARS
CURRENT/TO DATE
Waiting List
Vouchers Issued
Applications I/P
Ports In Pending
Ports Out Pending
Ports Out Paid
In-House Transfers
ELI%
Port In/Billing
0
16
9
2
4
@
0
3
11 /$6,079.13
0
78%
2/$630.00
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249 0 -!
i FergOJis Fall!i/Otte.r TaU County HRA =•~ : Housing & Redevelopment Authority
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights H!ghrise
205 North Sheridan Ave
Fergus Falls MN 56537
218~739-9498
TO:
FROM:
DATE:
SUBJECT:
ENCLOSURE
MEMO
Board of Directors, Otter Tail County HRA
Jeffrey Gaffaney, Executive Director
June 9, 2010
Meeting to be Held Thursday, June 17th, 2010 at 10:00 a.m. at the
HRA Office, 1151 Friberg Ave., Fergus Falls, MN. 56537
Regular Minutes of April 15th Meeting
AGENDA
J ~,person -Call Meeting to Order
2/4.pproval of Minutes
3. ~0,,Lti e Director {;T}i i~ !fe~ng 10:00 A.M. Re?ardi~g any Fair Housing Issues
. . nnmstrative Expenses-Apnl & May 2010
stment Listing
ital Fu~d Program Update
al Audit Report
010 Tax Levy Request to Otter Tail County Board
Board Member Appointment & Replacement
. Rehabilitation Specialist-Dennis Christenson
A. MHF A Update
B C Tax Levy Update
10 SCDP Applications
5. Rehabilitation Assistant-Sue Bjorklund j 2009 Deer Creek/Parkers Prairie SCDP
6\hlousing Administrator -Mary Jo Schwarz
A. Section 8 Update '-b n r l n /!Jc L{f)&ch~ LA-..\:: \:' ~~
7. Housing Manager -Pam inten
A. Public Housing Update r l I} _
I:,, c~,,L-$'7"'0 .f>-\J. Gneu1v ..... c..e...~~
PLEASE CALL IF YOU ARE UNABLE TO ATTEND!
=·-·:::.c.··-=.:-·'=-··~-·--:.::.:-·::.:·· -=·,·:.:::-·.::::-•,==·-·•=·•·-•=· :...;::::::====::::::::.:::;· --:::::: Providing Housing Opportunities =·, ===iH~:\~Us~e~:!.::s\J~EF;;.!;;F\A!!!g52en!!l.!d~a-O~T!::::C.H~RA~-doa!.l::c-=, =
The Otter Tail County HRA Board of Commissioners met in a regular meeting on April 15th, 2010 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
Vicki Scheer
Sue Bjorklund
Scott Rocholl, Chairperson opened the regular meeting.
A motion was made and seconded to approve the minutes from the February 18th, 2010, meeting.
Ml Janice Palan S/ Art Schwartz
Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of February and
March 2010. A motion was made and seconded to approve the expenses.
Ml Hazel Hovde S/ Janice Pal an
The Investment Listing was reviewed and the only changes were the balances in the checking and savings
accounts.
The 2009 Capital Fund Program and the 2009 Capital Fund Stimulus Program have both been closed out. The
2010 Capital Funds should be available the latter part of the summer or early fall.
1 Resolution #093 regarding Public Housing Management Assessment Subsystem Certification (MASS) was
reviewed. This has been submitted to HUD through REAC.
A motion was made and seconded to approve resolution #093.
Ml Robert Bigwood S/ Janice Palan
The Otter Tail County HRA fiscal audit has been rescheduled for April 26-28th.
Dennis Christenson, Rehab Specialist reported that there are 15 MHFA Deferred Loan Program Phase XV
applications that have been taken, IO were ineligible, 2 are in process, 3 have been inspected, 2 are bidding and
I has rehab in progress.
There are 2 applications taken, I was ineligible, 1 in process, 1 is bidding and 1 has been inspected for the
Community Fix-Up Fund Program.
Twenty-two HRA Revolving Rent Rehab applications have been taken. One has been withdrawn, 21 have been
inspected and 21 have been completed.
With 2009 Otter Tail County Homeowner Tax Levy funding, 22 applications have been taken, 22 have been
inspected, 1 has rehab in progress and 21 are complete.
There are 9 applications for the 2010 Otter Tail County Tax Levy Homeowner Program, 9 have been inspected,
7 are in progress and 2 are complete. One application has been taken, 1 inspected and 1 is complete for the 2010
Otter Tail County Rental Rehab Program.
H:\Users\VICKI\2010 minutcs\minutes • otc april 2010.doc I
Dennis believes that the two Small Cities full applications for Pelican Rapids and New York Mills will be
approved but he has not been officially notified yet.
Sue Bjorklund, Rehab Assistant reported that 20 applications have been taken, 5 have been withdrawn or were
ineligible, 15 have been inspected, 2 are bidding, 5 are in progress and 8 are complete for the Parkers
Prairie/Deer Creek SCDP program.
Sue also reported that the February rents owed for the Otter Tail County Family Public Housing units totaled
$2,866, and $3,341.00 was collected. Pre-paid rents of $500.55 were collected in January and pre-paid rents of
$975.55 were collected for March. There was one late fee of $25 charged. There were not outstanding charges.
The extremely low-income percentage was 40%. One bad debt of $215.00 was collected. Twenty applicants
were on the 2-bedroom public housing waiting list, 17 applicants on the 3-bedroom waiting list and 2 on the 4-
bedroom waiting list.
The March rents owed totaled $2,926.00 and $1,957.00 was collected including pre-paid rents of $975.55 in
February and pre-paid rents for April of $6.55. The ELI was at 40%. Twenty-six applicants were on the 2-
bedroom public housing waiting list, 17 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom list.
Sue then presented the proposed changes to the ACOP plan and public housing lease as follows:
2.1 -Communication -revised and clarified wording regarding requesting reasonable accommodation
7.0 -Added HUD form 92006 to taking applications
8.2 -Clarified verification of social security numbers
8.3 -Added Dru Sjodin website as a resource
9.3 -Added HUD form 92006 regarding data privacy
9 .6 -Clarified missed appointments
11.2 -Added to exclusions from income "One-time recovery payments from ARRA
12.1 -Clarified acceptable methods of verifications
12.4 -Clarified verification of social security numbers
14.1 -Added "eight hours of community service must be performed each month. Individual can not skip a
month unless special circumstances warrant it.
14.3 -Clarification of Notification of community service requirement
14.6 -Added statement stating participant has "a right to be represented by counsel, and the opportunity to any
available judicial remedy.
15.1-Clarified wording
20.2-Wording clarified regarding termination of tenancy regarding weapons, damage to unit, criminal activity,
fire and illegal drugs.
All above changes to be effective immediately unless otherwise specified.
Lease changes as follows:
9. Written approval required to add household member as an occupant PRIOR to them moving in to the unit
12. Resident agrees to take reasonable precautions to prevent fires and to refrain from storing or keeping
highly volatile or flammable materials upon the premises.
16. Wording clarified regarding termination of tenancy regarding weapons, damage to unit, criminal activity,
fire and illegal drugs.
Attachment F -Added "eight hours of community service must be performed each month. Individual can not
skip a month unless special circumstances warrant it. Clarification of notification of community service
requirement. Added statement stating participant has "a right to be represented by counsel, and the opportunity
to any available judicial remedy.
H:\Users\VICK.1\2010 minutes~nutes -otc april 2010.doc 2
Lease changes to be effective immediately for new leases and July 1, 2010 for existing leases.
A motion was made and seconded to approve all proposed policy and lease changes.
Ml Hazel Hovde SI Art Schwartz
Mary Jo Schwarz, Housing Administration reported that for the month of February there were 130 leased and
HAPS totaling $36,724. For the month of March there were 140 leased and HAPS totaling $39,812. There
were 191 families on the waiting list and 11 ports out paid totaling $6,079.13. There are 3 port outs pending and
15 vouchers issued.
Mary Jo presented the proposed changes to the Section 8 Administrative plan as follows:
1.J -Communication -revised and clarified wording regarding requesting reasonable accommodation
3.2-Added Dru Sjodinwebsite as a resource
4.2 -Added HUD form 92006 regarding data privacy to managing the waiting list
4.5 -Clarified missed appointments
4.8 -Clarified payments to outstanding debt owed to another HA regarding grounds for denial
6.2 -Clarified wording regarding informal hearings
6.5 -Changed to read "existing or proposed lease" may be approved
8.1 -Portability changed to state a participant will be required to lease a unit within the HA jurisdiction for a
full 12-months period .before being eligible to port to another jurisdiction.
8.4 -Eliminated the word "immediately'' and clarified wording
9.3 -Added to "Exclusions from income" One-time recovery payments from ARRA
10.1 -Clarified "Acceptable methods of verifications"
10.4 -Clarified "Verification of social security numbers"
11.3 -Clarified "Comparability ofrent reasonableness"
11.5 -Changed minimum rent to 0.00
16.3 -Clarification to requesting a reasonable accommodation notice to the family
All _changes to be effective immediately unless otherwise specified.
A motion was made and seconded to approve all proposed changes.
Ml Art Schwartz S/Robert Bigwood
Jeff explained to the board that the HRA submitted a request to HUD for a "set-a-side" program requesting
additional funding if your port payments exceed the average local payment and is waiting to hear if additional
funds will be available.
There being·no further business, a motion was made and seconded to adjourn.
Ml Art Schwartz S/Hazel Hovde
Janice Palan, Secretary .Date
H:\Users\VICKI\2010,minutes\minutes -otc april 2010.doc 3
I,
OATH OF COMMISSIONER OF THE
HOUSING AND REDEVELOPMENT AUTHORITY OF
OTTER TAIL COUNTY, MINNESOTA.
Robert Maki , do solemnly swear that I will support the Constitution of
the United States and of .the State of Minnesota and will faithfully discharge the
duties of the Office of Commissioner of the Housing and Redevelopment
Authority of Otter Tail County. Minnesota, according to law and to the best of my
judgement and ability, so help me God.
I do further swear that I am, and was at the time of my appointment, a resident of
Otter Tail County. Minnesota, and that I am not a public officer or employee of
the County of Otter Tail, Minnesota.
Signed ____________ _
Subscribed and sworn to before me this 17th day of June, 2010.
Signed _____________ _
Notary Public
My commission expires, _____________ ~_
H:\Users\JEFF\Oath of Commissioner ate.doc
(First Publication May 27, 2QIO)
PUBLIC NOTICE
_A public hearing to,discuss Fair Housing issues
will be held by the Fergus Falls Housing and
Redevelopment Authority as part of its regular
monthly meeting to be held o~ June 9, 20·10 at
12:00 noon and a second hearing wll be held by
the Ottt,r Tail . County Hou.sing and
Redevelopment Authority as part or its regular
monthly meeting lo be held June 17, 2010 al
10:00.A.M. Both meetings to be held at the HRA
office al 1151 Friberg Avenue, Fergus Falls, MN
56537.
Anyone wishing to ~ment on the above issue
is urged lo attend. Anyone wishing to commenl
but unable 10 attend may submlt written
comments to Dennis Christenson, at the Fergus
Falls HRA, 1151 Fnberg Avenue, Fergus Falls,
MN56537
PublicatiOn'Oate:. May 27, 2010.
U.S. Department of Housing and Urban Development
Office of Fair Housing and Equal Opportunity
Fair Housing
Equal Opportunity for All
Please visit our website: www.hud.gov/fairhousing
-'!I ""':"¥ii-. ,. -.◄.>4¥-.
Fair Housing -Equal Opportunity for All
America, ·in every way, represents equality of opportunity for an persons. The rich diver-
sity:of its citizen~ and the spirit of unity that binds us all symbolize the principles of free-
, , ~ . dom andju5.tice upon whicMhis natiOn.was foundec!. Th_at is why itis extre~ely_ dis~~r~0
•• . • , • •"• • , :ing when-new, immigrants; minorities; families with chili:lren,and persons with d1sab1ht1es
·are"denied the housing .cif thei(choice because llf illegal discrimination.
•• ~-,,: I : !' k . ~
TheDepartment ofHo'usin'g.and~Urban.·OevelopmJ!nt·enforces.the fa~,Ho~sing Act and
ttie otheifederai laws thatprohibi! d\scri.mination and theJntimidatiqn o(people in their
homes;~'partme~t• bliildi_ng~ ,. an_d'.condomlnium~~velop~ents f. a_n:d !nearlya,11-housing
transactions;,:incluqing the.rent~l;_~rnt:~~le ot~o_usm~_aQd, the ?~?vI~mr:t of,J!lortgage -
• :--loans., •. ,,;' •;,•
!:I"~ <. r_~ _, r _-< , .--~ : ~, r: ' ~, i:
, -:'Equal access to r~~~l,holi~i/ig-~nd h9tneo~vnershltl'opportunitt~s i~ the ~orrierstone of''
' • ·: ' this' nation'~Jeoer<!,I housing' policy,, 4}ndlords;'w~o\fefuse to r~nt-or s_ell: hom~s _to people
• ·_ 'based onirace· color, nationaJorigiil, religion, se>,:,-'familial;status;, or;disabiJity are Violating
"Jecleral law; an°d' HUD WiU Vigorously plirsuethein. ,: • -_ ,' .. . • , ' .-• , , : ".
: Housi~g' discrimina~ion :iS0,n~i ~nly'il;~~al. it'c~nt;adicts'i_ri -~;llry ~~y·th~;~ijnciples of
freedom and opportunity. we treasu_re· as America[ls. Jhe ,DeP.artmentofHo~sing and
Urban Develbprnerit is, committed to, en·suri_n11, th~t.ev~ry~ne iJ;ti"e~ted'equally when
searching for a place to.call home. ,·, ·~ ··,; 'f ];,
~ ~ r:. • _.i-L S
fi·~. ~\ "·· \ ,-,_
Contents The Fair Housing Act ...... : ... :./-}:.,; •. -.,.~;). :,/~:/, ......... , .... 1
• • ' ? •. "' -·' , •. '. 1 What Housmg 1s Covered.,, ...... ;, .. -.,.·,., ...... -..... , ............... .
What is Prohibited? ..... : .. , ... /:<·:. :: . ..,_~/ ............. , ........... 1
Additional Protection If You Have A Disability .. : ,: • ... , .. -, .. ·: .......... 3
Housing Opportunilies.f9rFamilies\vitri Clli"rdre·n~ .... / .............. 5
If You Think Your Rights HaveBeen\iiolated•:. ·'· i,.t,: .;', ., .. -........ , 6
What Happens When YouF!le A.C~mpf~ln,F .• .. ·.·,. ,:-,· .:: ..... · ...... 10
Does the U.S.,Oepartment cif}ustice.play A_ R6!e?'._. :/. ~;-.' . .-: :,, .. , .. 11
What Happens AfterA Complaint lnvestigatron? .. , ;~ '.: ............ , 12
In Addition ... : .... , ........... , ':~, ~ ,::·:,:/'.\; .. ,, .< ... ·;: ..... 14
~ ~ ,-_, <I, u:s, Department of Housing and Urban Development (H_Up)
451 7th <Street. SW . • •. ,.·
Washington, o.c. 20410-2000 • •
The Fair Housing.Act
What Housing Is Covered?
What Is Prohibited?
The Fair Housing Act prohibits·
discrimination in housing because of:
•· Race or color
• National origin
• Religion
• Gender
• Familial status (including children under
the age of 18 living with parents or legal
custodians: pregnant women and people
securing custody of children under 18)
• Disability
The Fair Housing Act covers most housing.
In some circumstances, the Act exempts
owner-occupied buildings with no more than
four units, single-family housino sold or
rented•without the use of a broker and hous-
ing operated by organizations and private
clubs that limit occupancy to members.
In lhe Sale and Rental of Housing: No one
may take any of the following actions based
on race, color. religion, gender, disability,
familial status, or national origin:
• Ref use to rent or sell housing
• Refuse to negotiate for housing
• Make housing unavailable
• Deny a dwelling
• Set different terms, conditions or
privileges for sale or rental of a dwelling
• PrQvide different housing services
or facilities
• Falsely deny that housing is available for_
inspection, sale or rental
• For profit, persuade, or try to persuade
homeowners to sell or rent dwellings by
suggesting that people of a particular race,
etc. have moved, or are about to move
into the neighborhood (blockbusting) or
• Deny any person access to, or member-
ship or participation in, any organization,
facility or service (such as a multiple list-
ing service) related to the sale or rental
of dwellings, or discriminate against any
person in the terms orconditions ot such
access, membership or participation.
In Mortgage Lending: No,one may take any of the
following actions based on race, color, religion. gen-
der, disability, familial status; or national origin:
• Refuse to make a ·mortgage loan
• Refuse to provide information rcgardinilloans
• l mpose different terms or conditions on a loan,
such as different interest rates, points, or fees
• Discriminate in appraising property
• Refuse to purchase a loan or
• Set different terms or conditions for purchasing
a loan.
In AddiUon. it is a violation of the Falr Housing
Act to: :i • Threaten, coerce, intimidate or interfere with , . l
anyone exercising a fair housing riglll or assisting • ·'
others who exercise that right '·J'.i
• Make, print, or publish any statement. in connec-; . • i
tion with the sale or rental of a dwelling, that lndF : ·~:
. cates a preference, !imitation, or discrimination • ,,, -.I based on race, colOr. religion, gender, disability, ' 'l
familial status. or national origin. This prohibi-, \
tion against discriminatory advertising applies to , ' , 11
single-family and owner-occupied housing that is• •
otherwise exempt from the Fair Housing Act • ~-:
• Refuse to provide homeowners insurance cover~ ' .',:. '
age for a dwelling because of the race, color, . . '." tl
reli~ion, g~n~er, disability, rammal status, or . •. ; -J
national ongm of ttie owner and/or occupants of:' , :r ~
a dwelling •· • \ • 1
• Discriminate in the terms or conditions of ", ; . ;. j
homeowners insurance coverage because of the . ·1 : 1
race, color, religion, gender. disabilfty, familial_ • ,; l
status. or national origin of the owner-and/or j
occupants of a dwelfing ' '
• Refuse to provide homeowners insurance, or . • )
imposing less favorable terms or corn;lilloris . i l
of coverage because of the predominant race, . ' i-.J •
color, religion, gender, disability, Jammal status,o( j J •
national origin ot the·residents .of ihe nejghpor.0 • lt
hood inwhicha dwelling·is located{'fedlining•) ,.,, Ji
• Refuse.to.provide available information on the;full· \! ••
range.of.homeowners insurance coverage options ·:?. •
avallable,bacause of the race, etc. ot the owner, • • 1
and/or occupants ota,dwelling, ; • , '" .. ,;,,-
• Make, prl:nt, or publ/sh·~ny·s~temel'lt,·in,c,o~nec0 ,,' l -f'.
tion with tM,provislon-6t hom~ownei:s)nsurance , :$4 •,
coverage,. that Indicates a:prefereitce,. llmltation or 4
discrirriinati.ori b3~ed ._on ·r~ce;; Co1o·r.l~lf~ .. ion~---gen-: > -: ~ ~ ~-t·_
de~. dlsabHlty, ·tamiliats~tuS orcnattpi1$J{ofigin.~-}-••• . .,_ -;·
2:"
\-,.~r .
• ,, . ..t .
Additional Protection If
You Have a Disability
Jf you or someone associated with you:
• Have a physical or mental disability (including
hearing, mobility and visual impairments, can-
cer, chronic mental illness, AIDS, AIDS Related
Complex, or mental retardation) that substantially
limits one or more major life activities
• Have a record of such a disability or
• Are regarded as having such a disability, your
landlord may not:
• Refuse to let you make reasonable modifica-
tions to your dwelling or common use areas,
at your expense, rt necessary for the disabled
person to fully use the housing. (Where reason-
able, the landlord may permit changes only if
you agree to restore the property to its original
condit!on when you move.)
• Refuse to make reasonable accommodations in
rules, policies, practices or services if necessary
for the disabled person to use the housing on
an equal basis with nondisabfed persons .
Example: A building with a "no pets" policy must
allow a visually impaired.tenant to keep a guide dog.
El:ample: An apartment complex that ·otters tenants
ample, unassigned parking must honor a request
from a mobility-impaired tenant for a reserved
space near her apartment if necessary to assure
that she can have access to her apartment
However, housing need not he made available to a
person who is a direct threat to the health or safety
of others or who currently uses illegal drugs.
Accessiblllly Requirements !or New Mullilamlly
Buildings: In buildings with four or more units that
were first occupied alter Man:h 13, 1991, and that
have an elevator.
• Public and common areas must be accessible to
persons with disabilities
• Doors and hallways must be wide enough
!or wheelchairs
• All unrts must have:
-An accessible route into and lhrough 111e unit
-Accessible light swrtches, ·electrical outlets,
thennostats and other environmental controls
-Reinforced bathroom walls to allow laterinstal-
lation of grab bars and
-Kitchens and bathrooms that can be used by
people In wheelchairs.
If a building wrth four or more units has no elevator
and was first occupied after March 13, 1991, these
standards apply to ground floor units only.
These accessibility requirements for new multifam-
ily buildings do not replace more stringent access1-
blllty standards required under State or local law.
4
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,1'1 ", t,
Housing Opportunities for
Families with Children
The Fair Housing Act makes it unlawful to discrimi-
nate against a person whose household Includes
one or more children who are under 18 years of age
( 'familial s'1Jtusj. Familial status protection covers
households in which one or more minor children
live with:
• A parent;
• A person who has legal ~ustody (Including guard-
ianship) ol a minor child or children; or
• The designee ot a parent or legal custodian, with
the written pennisslon of the parentor legal cus-
todian.
Familial status protection also extends to pregnant
women and any person in the process of securing
legal custody ot a minor child (Including adoptive or
foster parents).
Addilional lamlllal status protections:
You also may be covered under the familial status
provisions of the Fair Housing Act If you experience
retaliation, or suffer a financial loss (employment,
housing, or realtor's commission) because:
• You sold or rented, or offered to sell or rent a
dwelling to a family with minor children; or
• You negotiated, or attempted to negotiate the
sale or rental ot a dwelling to a family with minor
children.
The "Housing !or Ofder Persons" ExempUon:
The Fair Housing Act specifically exempts some
senior housing facilities and communities from
liability for familial status discrimination. Exempt
senior housing facilities or communl1les can law-
lllftl refuse to sell or rent dwellings to families with
minor children, ~r may impose different terms and
condl1lons of residency. In order to qualify for the
'housing for older persons' exemption, a facility or
community must prove thaflts housing Is:
• Provided under any State or Federal program that
HUD has determined to be specifically designed
and operated.to assist elderly persons (as defined
In the State or Federal program); or
5
If You Think Your Rights
Have Been Violated
• Intended for, and solely occupied by persons 62
years of age or older. .or
• Intended and operated for occupancy by persons
55 years at age or older.
In order to qualify for the '55 or older" housing
exemption, a facility or community must satisfy
each of the following requirements:
• at least 80 percenfof the.occupied units must
have at least one occupant who is•55 years of age
or older; and
• the facility or community must publish and adhere
to policies and procedures that demonstrate the
intentto operate as "55 or older" housing; and
• the facility or community must comply with HUD's
regulatory requirements for age verification of
residents by reliable surveys and affidavits.
The 'housingtor older pe,sons'exemption does
not protect senior-housing facilities or communities
from liability for housing discrimination based on
race, color. religion, gender. disability, or national
origin. Further, '55 or older' housing facilities or
communities that do permit residency by families
with minor children cannot lawfully segregate such
families in a particular section, building, or portion
of a building. ;• \ . ':' ~.'
·' j HUD is ready to help with any problem of housing '• , !
discrimination. If you think your rights have been ·-.-~-
violated, •you may write a letter or telephone the -;,
HUD office nearest you. You have one year after the_· 1.
discrimination allegedly occurred or ended to file a.,' ,' • ·-,;.
complaint with HUD, but you should file it as soon • :;:
as possible. ';_
What to Tell HUD:
• Your name·and address
• The name and address of the person your com-
plaint is against (the respondent)
• The address or other ideritticanon of the
housing involved
• A short description of the alleged violation
(the eveni'that caused you to believe your
rights were violated)
• The date(s) of the alleged violation.
6
,4 .cf~
'·
Where to Write or Call: Send a letter to the HUD
office nearest you, or if you wish, you may call that
office directly. The TTY numbers listed for those
offices are not toll free. Or you may call the toll free
national TTY hotline at 1-800-927-9275.
For Connecticut, Maine, Massachusetts, New
Hampshire, Rhode Island and Vermont:
BOSTON REGIONAL OFFICE
(Complaints_office_01@hud.gov)
U.S. Department of Housing and Urban
Development
Thomas P. O'Neill Jr. Federal Building
1 O Causeway Street, Room 308
Boston, MA 02222, 1092
Telephone (617) 994-8300 or 1-800-827-5005
Fax (617) 565-7313 • TTY (617) 565-5453
For New Jersey and New York:
NEW YORK REGIONAL OFFICE
(Complaints_oftice_02@hud.gov)
U.S. Department of Housing and Urban
Development
26 Federal Plaza. Room 3532
New York, NY 10278-0068
Telephone (212) 542-7519 or 1-800-496-4294
Fax (212) 264-9829 • TTY (212) 264-0927
For Delaware, District of Columbia, Ma,yland.
Pennsylvania, Virginia and West Virginia:
PHILADELPHIA REGIONAL OFFICE
(Complaints_office_03@hud.gov)
U.S. Department of Housing and Urban
Development
The Wanamaker Building
100 Penn Square East
Philadelptiia,.PA 19107-9344
Telephone (215) 656-0663 or 1-888-799-2085
Fax (215) 656-3449 • TTY (215) 656-3450
7
Far Alabama, Florida, Georgia, Kentucky,
Mississippi, North Carolin/!, Puerto Rico,
Soulh Carollna, Tennessee
and the 11.S. Virgin ls~nds.
ATlANTA REGIONAL OfACE
(CompJalnts_off,ce_04@hud.gov)
U.S. Deparbnent of Housing and Urban
Development
Ave Points Plaza
40 Marietta Street, 16th Floor
Atlanta, GA 30303-2808
Telephone (404) 331-5140 or .1-Boo-440-8091
Fax (404) 331-1021 • TTY (404) 730-2654
For 111/nois, Indiana, Mic(ligan, Minnesota.
Ohio an,/ Wisconsin:
CHICAGO REGIONAL OFFICE
(Complaints_omce_05@hud.gov)
u;s_ Department of Housing and Urban
Development
Ralph H. "Metcalfe Federal Building n West Jackson Boulevard, Room 2101
Chicago, IL 60604-3507
Telephone (312) 353--7n6 or 1-800-765-9372
Fax (312) BBfi.2837 • m (312) 353-7143
For Arkansas, Louisiana, New Mexico,
Oklahoma and Texas:
FORT WORTH REGIONAL OFFICE
(Complaints_omce_06@hud,gov)
U.S. Department of Housing and Urban
Development
801 North Cherry, 27th Aoor
Fort Worth, TX 76102-6803
Telephone.(817) 978-5900 or 1-888-560-8913
Fax (81 n 978-5876/5851 • TTY (817) 978-5595
Mamng Address:
U.S. Department of Housing and Urban
Development •
Post Office Box 2905
Fort Worth,~ 76113-2905
8
For Iowa, Kansas. Missouri and Nebraska:
KANSAS CITY REGIONAL OFACE
{Complaints_ottice_Ol@hud.gov}
U.S. Department of Housing and Urban
Development
Gateway Tower II,
400-State Avenue, Room 200, 4th Aoor
Kansas City, KS 66101·2406
Telephone (913) 551-6958 or 1-B00-743-5323
Fax (913) 551·6856 .. TIY (913) 551-6972
For Colorado, Montan.a, North Dakola,
South Dakota, Utah and Wyoming:
DENVER REGIONAL DFACE
(Comp/a/nts_office_OB@llud:gov)
U.S. Department of Housing and Urban
Development
1670 Broadway
Denver, CO 80202-4801
Telephone (303) 672-5437 or 1-BOD-877-7353
Fax (303) 672-5026 *'TTY (303) 672-5248
For Arizona. Cafifomia.' Hawaii and Nevada:
SAN FRANCISCO RE!)IONAL OFFICE
(Comp/alnts_office_09@hud.go11
U.S. Department of Housing and Urban
Development '
600 Harrison Street, Third Aoor
San Francisco, CA 94107-1387
Telephone (415) 489-6548 or 1-BOl},347-3739
Fax (415) 489-6558 .. TTY (415) 489-6664
For Alaska, Idaho. Oregon and Washington:
SEATTLE REGIONAL OFFICE
(Complaints_off,ce_ 10@hud.gov)
U.S. Department of Housing and Urban
Development
SeaHJe Federal Office Building
909 Arst Avenue, Room 205
Seattle, WA 98104-1000
Telephone (206) 220-5170 or 1-800•877-0246
Fax (206) 220-5447 • m (206) 220-5185
9
What Happens When You
File A Complaint?
If after contacting the local office nearest you, you
stUI have questions ~-you may contacl HUD
further at
U.S. Department of Housing and Urban
Development
Office of Fair Housi_ng and Equal Opponunily
451 7th Street, S.W, Room 5204
washington, DC 20410:-2000
Telephone 1-8004i69-9m
Fax (202) 708-1425 • TTY 1-800-927-9275
II You Ara Disabled: HUD also provides:
~ A TIY phone for the deaf/hard of hearing users
(see above list for the nearest HUD office)
• Interpreters
• Tapes and braille materials
• Assistance in reading and completing forms
HUD will notify you in writing when your complaint
is accepted for filing under lhe Fair Housing Acl
HUD also Will:
• Notify the alleged violator ("respondenr) of the
filing of your complaint, and allow the respondent
time to submit a written answer to the complaint.
• Investigate-your complaint, and determine whether ,,
or not there Is reasonable cause'lo beUeve that
the respondent violated the Fair Housing Act
• Notify you and the respondent if HUD cannot _
complete its investigation within 100 days of filing ... ~-
Y!;>Ur complaint, and provide reasons for the.delay. •
Fair Housing Act Conciliafii1a: During the com-
plaint investigation, HUD is required to offer YoU
and the resPondent the opportunity to volµntarily ·;,·
·resolve your complaint with a HUD ConciUation
Agreement. A HUD Conciliation Agreement pro-
vides individual relief for you, and protects the
public lilterest. by deterring future discrimination by
tho respondent. Qnce·you and the respondent sign :; :_
a HOD Conciliation Agreement, and HUD approves. -..;
the·Agreement, HUD will cease investigating your : ~-
complaint, If you believe that tho respondent has .?.~~';I:
violated {1freached') your Conciliallon Agreement, .
you should promptly notify the HUD Office that ·'; .,j
investigated your complaint. If HUD determines ·: :. ;1
that there is reasonable _cause to believe that the -r)
10 · ,~.j
l .. •
Does the U.S.
Department of Justice
Play a Role?
;respondent violated the Agreement. HUD wiU ask
the U.S. Department of Justice to file suit against
the respondent in Federal District Court to.enforce
tlle terms of the Agreement.
Complaint RefenaJs to Slate or Local Public Fair
Housing_ Agencies: If HUD has certified that your
State or local public fair housing agency. enforces
a,cMI rights law or ordinance that·provides rights,
remedies and protections that are "substantially
equivalenrto the Fair Housing Act, HUD must
prompU}'. refer your complaint to .that agency for
investigation, and must promptly notify you of the
referral. The State or local agency wm imtestigate
your c;omplaint under the 'substantJally equiv;llenr
State or locaf civil rights Jaw or ordinance. The
State or local pubnc fair housing agency must start
investigating your complaint within 30 days of
HUD's referral, or HUD may retrieve ('reactivate"}
the complaint for investigation under the Fair
Housing Act.
If you need immediate help to stop-or prevent a
swere problem caused by a Fair Housfng Act viola-
tion, HUD may be able to assist you as soon as
you file a complaint. HUD may authorize the U.S.
Department of Justice to file a Motion.in Federal
District Court for a 1()-day Temporary Restraining
Order (TAO) against the respondent, followed by
a Preliminary Injunction pending_the outcome of
HUD's Investigation. A Federal Judge may grant a
TRO or~ Preliminary Injunction against a respon-
dent ln cases where:
• Irreparable (irreversible) harm orlnJ~ry to housing
rights Is likely lo o~r Without HUD's interven-
tion, and _
• There is substantial evidence that the respondent
has violated the fair Housing Act.
Example: An owner agrees to sell a house, but.
after discovering that the buyers are black, -puffs the
house off the market, tllen promptly lists it tor: sale
again. The byyers file a discrimination complaint
with HUD. HUD may authorize the U.S. Department
of Justice to seek an injunction in Federal District
Court.to prevent the owner from selllng the house
to·~nyone else until HUD investigates the complaint
11
·what Happens After
A Complaint Investigation?
Determination of Reasonable Cause, Charge of
,Dlscrlmlnalion, and-ElecUon: When your com·
plaint investigation is complete, HUD will prepare a Final Investigative Report summarizing the evi-
dence gathered during the investigation.-Jf HUD
determines that there Is reasonable cause to. believe
thatthe respondent(s) discriminated against you,
HUD will issue a Determination of Reasonable
Cause and-a Charge of Discrimination against the
respondent(s); You and the respondent(s} have
TweQl.y (20) days afferreceiving notice of the
Charge to decide ("elecr) whether to have your case
fl~rd by a HUD Administrative Law Judge (ALJ) or
to have a civil trial in Federal District Court.
HUD Administrative Law Judge Hearing: It neither
you nor the respondent elects to have a Federal
civil-trial before the 20--day Election Period expires,
HUD will promptly schedule.a Hearing for your case
before a HUD Administrative Law Judge. The AU
Hearing will be conducted in the locality where the
discrimination allegedly occurred. During the ALJ
Hearing, you and the respondent(s) have the right
to appe~r in person, to be represented by legal
counsel, to presentevidence, to cross-examine wit·
nesses, and to request subpoenas In md of discov-
ery of evidence. HUD attorneys Wilfrepresentyou
during .the AtJ Hearing at no cost to you; however,
you may also choose to intervene in tile case and
retain your own attorney. Atthe conclusion of the
Hearing, the HUD ALJ v,rill, issue a Decision based
on findings of fact and.conclusions of ~w. '.If the
HUD ALJ concludes that.fhuespondent(s) violated
the fair Housing Act,Jha re~pondent(s) can be-
ordered to:
• Gompensate you rorac~al damages.
• Provide permruwnt injunctive relief.
• Provide appropriate equitable relief {tor example,
make the housing available to you).
• Pay your reasonable attorney's fees.
• Pay.a civil penalty to HUD to vindicate the public
fnterest by discouraging future discriminatory
housing practices. The maximum civil penalties
are: $161~00.00 fora first vio!atlon of the Act;
$37,500.00 if a previous violation has occurred
within the preceding five-year period; and
$65.DQD.DD if two or more previous violations
have occurred within the preceding seven-year
period. 12
Civil Trial In Federal District Court: If either you
or the respondent elects to have a Federal civil trial
for your complaint,.HUD must refer your case to the
U.S. Department of Justice for enforcement. The
U.S. Department of. Justice wiU file a civil lawsuit on
your behalf in the U.~-District Court in the circuit
in which the discrimination allegedly occurred. You
also may choose to intervene in ihe case and retain
your own attorney. Either you or the respondent
may request a jury trial, and you each have the
right to appear in person, to be represented by legal
counsel, to present evidence, to cross-examine wit-
nesses, and to request subpoenas in aid of discov-
ery of evidence. If the Federal Court decides in your
favor, a Judge or jury may order the respondent(s)
to:
• Compensate you for actual damages.
• Provide permanent injunctive relief.
• Provide appropriate equitable relief (for example.
make tile housing available to you).
• Pay your reasonable attorney's fees.
• Pay punitive damages to you.
• Pay a civil penalty to the U.S. Treasury to vindicate
the·publicinterest, in an amount not exceeding
$55,000.00 for a first violation of the Act and in
an amount not exceeding $110,000.00 for any
subsequent violation of the Act.
Determination of No Reasonable Cause and
Dismissal: If HUD finds that there Is no reason-
able cause to believe that the respondent(s) violated
the Act, HUD will dismiss your complaint.with a
Determination of No Reasonable Cause. HUD will
notify you and the respondent(s) of the dismissal
by mail, and you may request a copy ofthe Final
Investigative Report.
Reconsiderations ofNo Reasonable Cause
Oelermlnations: The Fair Housing Act provides
no formal appeal process for complaints dis-
missed by HUD. However, if your complaint is
dismissed with a Determination of No Reasonable
Cause, you may submit a written request for a
reconsideration review to: Director, FHEO Office
of Enforcement, U.S. Department of Housing and
Urban Development, 451-?th Street, SW, Room
5206.Washington, DC 20410-2000.
., .,
In Addition You May FIie a Private lawsuit: Even if HUD
dismisses your complaint. the Fair Housing Act
gives you the right to file a private civil lawsuit
against the respondent( s) in Federal District Court.
You must.file your lawsuit within two (2) years
of the most recent date of alleged discrimination.
The time during which HUD was processing your
complaintls not counted in the 2-year filing period.
You-must file your lawsuit at your own expense;
however, lf you cannot afford an attorney, the Court
may appointtine for you.
Even if HUD is still processing your complaint,
you may file a private civil lawsuit against the
respondent, unless: (1) you have.already signed a
HUD Conciliation Agreement to resolve your HUD
complaint; or {2) a HUD Administrative Law Judge
has commenced an Administrative Hearing ior your
complaint.
Other Tools to.Combat Housing Discrimination:
• If there is noncompltance with the order of an
Administrative law Judge, HUD may seek tempo-
rary relief, enforcement of the order or a restrain-
ing order iO'a United States Court of Appeals.
• The Attorney General may file a suit in Federal
District Court if there Is reasonable cause to
believe a pattern or practice of housing discrimi-
nation is occurring.
For further Information:
The· purpose of this brochure is to .summarize your
right to fair housing. The Fair Housing Act and
HUD's regulations contain more d_etail and technical
information, If you need a copy ofthe law or regu-
lations, contact the HUD Fair Housing Office near-
est you. See the list of HUD· Fair Hou~lng Offices on
pages 7-9.
I-
14
Department of Housing
and Urban Development
Room 5204
Washington DC, 20410-2000
HUD-1686-1-FHEO
September 2008
@
roun=S•Na I lllli 1111 !f Ill ii llll! 1111111 OPPOtlTUNITY 02305
'" 1 .j , .
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF APRIL, 2010
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 Mobility $
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 Henning $
City of Pelican Rapids $
City of New York Mills $
MN. NAHRO -Conf. Registrations $
American Family Insurance $
Pelican Plumbing $
Mike's Plumbing & Heating $
CNASurety
Pro Lawn
Home Depot
Sue Bjorklund -mileage
.
Salaries $
H:\Users\JEFF\OTC HRA EXPENSES
450.00
1,850.00
950.00
225.00
200.00
400.00
22.97
561.50
50.00
109.50
-
72.00
105.00
85.00
115.00
60.00
40.00
219.01
284.76
750.00
582.41
170.82
616.73
$170.00
$84.16
$46.20
$138.20
9,768.89
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF MAY, 2010
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 A~sociation $
AT & T Mobility $
Dennis Christenson -Mileage $
Jeffrey Gaffaney-Mileage $
Mary Jo Schwarz:-Mileage $
Mike's Plumbing & Heating $
City of Pelican Rapids $
City ofNewYorkMills $
City of Henning $
Culligan Water Co. $
American Family Insurance $
East Otter Tail Focus $
Pelican Press ;
Networks for Hire
ProNLab
'
,
Salaries $
H:\Users\JEFF\OTC HRA EXPENSES
450.00
1,850.00
950.00
225.00
200.00
400.00
27.12
411.50
50.00
249.00
68.00
227.83
235.32
40.00
49.70
582.41
245.10
279.68
$100.00
$30.00
9,279A6
June 17, 2010
FINANCIAL FUND
INSTITUTION
...
CERTIFICATES
Security State Bank Public Housing
_E~_~gus Falls
SAVINGS ACCOUNTS .
Security State Bank Section 8 Ad.min
Fergus Falls Reserve :-----,-·· ..
Security State Bank Public Housing
Fergus Falls i------·. Securi~ Deposits
CHECKING ACCOUNTS
Section 8 Existing .: NOW Account
Public Housing NOW Account
MHF A-Loan Account NOW Account
Otter Tail County Tax Levy NOW Account
MHFA-HOME.Account NOV/ Account
H:\Users\JEFF\invest list ate.doc
OTTER TAIL COUNTY HRA
INVESTMENT LISTING
DESCRIPTION PRINCIPAL
!
Money Market $6,575.68
Certificate #210979
Weekly Money $19,751.29
Market Savings
Commercial Money $7,028.17
Market
i
$48,370.82
! .
$8,435.77
$4,099.36
$135,416.15
$830.74
INTEREST
RATE
0.25%
.35%
.35%
I.D. # 41--1518930
INTEREST PURCHASE MATURITY
PAID DATE DATE
!
Maturity Renewed
Automatic Deposit 03/19/10 09/19/10
Monthly Account
#9312-004634
Monthly Account
#9312015673
I
;
Q! Fergus Falls/Otter Tail Coomty HRA
'"""'""""" , Housing & Redevelopment Authority o~ronTlm!rv ...
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
Janice Palan 03/78 8/05 8/2010
Hazel Hovde 10/97 8/06 8/2011
Robert Maki 06/10 -8/2012
Scott Rocholl 08/08 -8/2013
Robert Bigwood 09/08 -8/2014
. --... H:\Users\JEFF.IBOARD..AP.P.OlNTMENTS OTC.HRAJi!Mviding Housing Opportunities
Program
MHFA Deferred Loans -Phase XV
Community Fix-Up Fund
Rental Rehab -2010 Program
~
OTC Tax Levy-Homeowner (2010)
OTC Tax. Levy -Rental (l010)
2011 SCDP Full Applications
SCDP: Parkers Prairie/Deer Creek (16
homes)
SCDP: Pelican Rapids/Erhard/Erhard's
Grove Twsbp/Pelican Twshp (22 homes)
SCDP: Pelican Rapids/Erhard/Erhard's
Grove Twshp/Pelican· Twshp (10 commer.)
SCDP: New YorkMills/Bluffton/
Newton Twshp/Bluffton Twshp (21 iiomes)
• SCDP: New York Mills/Bluffton/
Newton Twshp/Bluffton Twshp (5 commer)
SCDP: New York Mills/Bluffton/
• ,Newton Twshp/Bluffton Twshp (15 rental)
Otter Tail County HRA
Rehabilitation Projects Update
June 17, 2010
Applications In Process Inspected
7 1 6
2 I I
Rehab
Bidding Iii
:Proe:ress
3 2 .
I 0
0 Waiting to hear from MHF A regarding 2010 program
13 0 13 1 5
I 0 I 0 0
Battle Lake
-· -·
16 1 15 0 3
4 4 0 0 0
0 0 0 0 0
5 5 0 0 0
0 0 0 0 0
I I 1 1 0
---
Complete
1 3 -$58,915.55
0
7
I
12
0
0
0
0
0
'. I
OTC UMA UML
January 140 126
February 140 130
March 140 140
April 140 142
May 140 143
June
July ..
, August
September
October
November
D~cember
YTD 700 681
NRA Bal_ance as of 1/1/2010:
ABAYTD:
Less HAP Expenditures YTD:
= Remaining NRA YTD:
CY Eligibility:
Remainin1;1 CY Eligibility:
CY Months Remaining:
Leasing%
90.00%
92.86%
100;00%
101.43%
102.1"4%
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#VALUE!
#VALUE!
#VALUE!
97.29%
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 Mont
1680
.:'i~;~j;::~jJ~,
$183,785
$197,509
~$13,72,4.
:":if/:[ii].i);,'$~Al¾6·@:~:
$243,574
,$34,796
999
143
840
120
840
120
ABA
Utilization
ABA HAP %
$ 36,757 $ 35,518 96.63%
$ 36,757 36,724 99.91%
$ 36,'ZS7 39,812 108.31%
$ 36,757 45,067 122.61_%
36,757 .. 40,388 109.88%
#DIV/0!
#DIV/0!
#DIV/01
#DIV/0!
; #VALUE!
#VALUE_!
#VAL_l.JEI
$183,785 $197,509· 107.47o/o
I
'PUC
$ 282
282.49
284.37
317;37
282.43
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/O_l
#VALUE!
#VALUE!
#VALUE!
$ . 290.03 '1
I
'· .,f ~ i
.::i}t 1
: •• ~ ::
!· •. '
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
APRIL & MAY, 2010
Transfers Out
Annual Recerts
Interim Recerts
Portability Move-In
Portability Move-Out
End Participation
New Admissions
Recert Inspections
Shop Mode/ARS
Waiting List/To Date
Vouchers Issued
Applications I/P
Ports In Pending
Ports Out Pending
Ports Out Paid
In-House Transfers
ELI%
Port In/Billing
0
5
13
1
1
6
7
10
5
159
3
0
0
2
12/$5,986.00
0
50%
3/$1,025.00
FERGUS FALLS/OTTER TAIL COUNTY HRA
SCHEDULE OF ALLOWANCES FOR TENANT FURNISHED UTILITIES
34%
Fuel Oi l +24%
Electri c IC
DUP/TRI/FOURPLEX
atura l Ga--
Bottle Ga
Fuel Oi l
Electri c
T
Electri c
MOBILE HOME
atural Gas
Bottle Gas
Fuel Oil
Electri c
TOWNHOMES
at ural Gas
COOKI G
1 BR
35
98
102
55
32
83
86
46
21
41
35 1
98
102
55
22
1
2 BR
44
123
124
72
40
l05
105
62
48
44
123
124
72
28
(This allowance schedule is used for all structure types)
Natural Gas j 6 • 7
Electric 3 5
Bottle Gas 15 19
GENERAL ELECTRICAL USE
(This all owance schedu le is used for all structure types)
1 25 32
WATER HEATING
(Thi s allowance schedule is use d for all structure types)
Natural as I 12 ~ 14[
Electri c I 5 19
Botti as 44 54
WA TERI EWER/TRASH COLLECTIO
Water ::t-12% 22 1 31
Sewer 25 32
Trash 17' 17
RA GE /REFRIGERATOR
Range
Refrigerator
3[
6 1
3 BR j
54
149
157
91
46
123
130 ,
78 1
30
-I
58
34
8[
7
21
38
18
23
66
38)
39
19
3
6
4 BR
65
166
19 5
113
56
149
164
108
35
72
65
166
195
11 3
40
9
8
25
44
21
26
79
44
47
19
3
6
. ,
5 BR
78
214
242
140
67
180
207
I 19
43
97
78
214
242
1-W
12
8
27
50
26
31
83
53
55
19
3
6
FERGUS FALLS/OTTER TAIL, COUNTY HRA
SCHEDULE OF ALLOWANCES FOR-TENANT FURNISHED UTILITIES
EFFECTIVE SEPTEMBER 1, 2009
;,~,~~~~~-'.1~'.~~.:~§11-•t.v
SINGLE FAMILY 1BR 2BR 3BR 4·BR SBR
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/TRI/FOURPLEX
Natural Gas 29 36 42 51 61
Bottle Gas 62 78 92 111 134
FuelOil ' 69 85 105 132 165
Electric 46 62 78 108 119
APARTMENT
NaturafGas 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
'.«ID'.<il~~~j
(This'allowance scliooule lS used tor all structure types)
Natural Gas 5 6 7 8 11
• El_ectric 3' 5 7 8 8
Bottle Gas 11 14 16 19 20
25 32 _ 44 50
W~IDERlBEKffllN ~-• . · ,,.·_
(tfrisalfowance··schedule""'!· ip<·s .-us-e ..... d-=fo-r-.al=-l -stru-ctu_re_typ_es.,..)---------------.------1
Natural Gas 11 13 16 19 24
Electric 15 19 23 26 31
Bottle Gas_ 33 40 49 59 62
34 39 47
Sewer 25 32 39 47 55
Trash 17 17 19 19 19
R.iinge ,, , , , . , .. , ... , --AA .......... ; 3 3 3 3 3
Refrigerator 6 6 6 6 6
FERGUS FALLS/OTTER TAIL COUNTY HRA
SCHEDULE OF ALLOWANCES FOR TENANT FURNISHED UTILITIES
EFFECTIVE SEPTEMBER 1, 2008
HKAllN&-·. ' ... , .. ~ , . .., . .,. ""' -·· SINGLE FAMILY 1 BR 2BR 3BR 4 BR ____ -r -
'I··· I .al -'It,
SBR
Natural Gas .. 48
Bottle Gas 96
Fuel Oil 163
Electric 55
60 73 ! 88 ~ -i 106; 121 146 163 --21 )!
200 253 ---313
--=~ ~-:i 72 91 113
----DUP/TIU/FOURPLEX
Natural Gas 43 53 63 76 91
Bottle Gas 81 101 121 146 ----f76
-Fuel Oil 137 169 210 263 329 -~-------Electric 46 62 78 108 I 119 ----·----------I
------------------APARTMENT
Natural Gas 28
Bottle Gas -
Fuel Oil -
Electric 41
~----•-34~-------40 ----T -48J'
~------1--------1-----+----t-----+---------t----~ +------~ -
4~ 5~ ---~!~1 -t---
58
-----97 ----
' ..
MOBILE HOME . ~ .
Natural Gas --·· 48
Bottle Gas 96
60 73 _______ 88 ---'
----1------=-::-1r------t----c-:l2=-=-l-i------t-----:-l--.4--;6 163 -~ -' -
I O(j.
21l
Fuel Oil 163
Electric 55 ---~--~~--2-~-~~-~--2-~~~-----t:~_ [.
---------------------------.L
390
140
TOWNHOMES ! Natural G·as 301 I ,------~-~~--38~1-~I __ 4_6C~~j __ 54--t-l---t-! -----=-
COOKING_______ ---, ----------------~-~-----
(This allowance schedule 'is used Tmall structure types) r-· ---• -
Natural Gas 8 9 ---~10~-~-~-1-2~~1 ---f6
1"'E~le-c-tr.,-ic------+---~31----. --t-------=5:+----1--~-7----t-----g-·,___--1!---8
Bottle Gas 14 18 21 25 I -30
GENERAL!ELECTRICAL USE •• ---
(This allowance schedule is used for aff sti·u~0ct-u-re_ty_p_e....,.s) _____ ----------
1--------_,__ __ 25_,__-----'.___ __ 32__,___ _ _,__ __ 38!_.___-_ ____,____ __ 44 _[--=--1··. -
i WATER"HEATING ____ .
'"'"{T-.-l_1i_s _,.at....,,lo,--w_a_nc_e_s_cl_1e_du_le_-_is:u=se=d=fi:or:a:n=s=tr:uc=tt=•r=e :ty:p-e=----=s:) ================== ~:2.,,--9--____ .l-.
Natural Gas 17 20 24 u, 1
Electric 15 19 --i-----~23 ___ ~,..--_-=-:-26r~-'.
Bottle Gas 43 53 --1---64 -77 •--------~--~-~--~-------1--
WATER7SEWER/TKA:Sff-CO:C:t;E'CTION---· , ---------..-J,___ :
36
31
92
Water 18 -·25.-----~--3~1~-~--35______ -42
•~--------1----=-1-------1-------,c--=+---t----~-,-i---+---~-,-+---·----Sewer 22 28 34 41 48
Trash 17 17 19 19 -19
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, 2010 As of May 31, 2010
Rents Payable $ 2,862.00 Rents Payable $2,862.00
Rents Collected $ 3,498.00 Rents Collected $2,225.45
* Rents. Collected -prepaid in March .$ 6.55 * Rents Collected -prepaid in April $ 642.55
* Pre-Paid Rent for May $ 642.55 .. Pre-Paid Rent for June $ 6.00
Late Rents Outstanding $ -Late Rents Outstanding $ --
Late Fees Charged $ -Late Fees Charoed $ 75.00
Late Fees Collected $ -Late Fees Collected $ 50.00
Other Chan:~es Outstandino $ 22.53 Other Charges Outstanding $ 6.45
Security Deposits Collected $ -Security Deposits Collected $ -:-
ELI Percentage n/a EU Percentage n/a
Bad Debt Collected $ -Bad Debt Collected $ -
Pet Deposit Collected $ -Pet Deposit Collected $ -
Vacancies: Vacancies:
None None
Waiting List Waiting Li~t
2 BR 20 2 BR 24
3BR 15 3 BR 19
4BR 2 4BR 2
OTTER TAIL COUNTY PUBLIC HOUSING
ACOP (Admissions and Continued Occupancy Poljcy) and LEASE PROPOSED
CHANGES JUNE, 2010.
Attachment "C"
PUBLIC HOUSING GRIEVANCE PROCEDURE
1.0 RIGHT TO A HEARING
Upon the filing of a written request as provided in these procedures, a resident
shall be entitled to a hearing before a Hearing Officer.
2.0 DEFINITIONS
I
For the purpose of this Grievance Procedure, the following definitions are
applicable:
A. "Grievance" shall mean any dispute which a. resident may have with
respect to the OTTER TAIL COUNTY Housing Authority's action or
failure to act in accordance with the individual resident's lease or
Authority regulations which adversely affect the individual resident's
rights, duties, welfare or status. Grievance does not include any dispute .a
resident may have with the Authority concerning a termination of tenancy
or eviction that involves any criminal activity that threatens the health,
safety, or right to peaceful enjoyment of the Authority's public housing
premises by other residents or employees of the Authority; or any drug-
related and/or criminal activity on or off the premises, not just on or near
the premises. Nor shall this process apply to disputes between residents
not involving the OTTER TAIL COUNTY Housing Authority or to class
grievances. The Grievance Procedure is not a forum for initiating or
negotiating policy changes between a resident, group, or groups of
Residents and the PHA's Board of Commissioners.
B. "Complainant" shall mean any resident whose grievance is presented to
the OTTER TAIL COUNTY Housing Authority or at the development
management office in accordance with sections 3.0 and 4.0 of this
procedure.
C. "Elements of Due Process" shall mean an eviction action or a
termination of tenancy in a State or local court in which the following
procedural safeguards are required:
1. Adequate notice to the resident of the grounds for terminating the
tenancy and for eviction;
2. Right of the resident to be represented by counsel;
3. Opportunity for the resident to refute the evidence presented by the
Authority including the right to confront and cross examine
witnesses and to present any affirmative legal or equitable defense
which the resident may have; and
4. A decision on the merits.
D. "Hearing Officer" shall mean a person selected .in accordance with
section 4.0 of these procedures to hear grievances and render a decision
with respect thereto.
E. "Resident" shall mean the adult person (or persons) other than a live-in
aide:
1. Who resides in the unit and, who executed the lease with the
OTTER TAIL COUNTY Housing Authority as lessee of the
premises, or, ifno such person now resides in the premises,
2. Who resides in the unit and who is the remaining head of
household of the resident family residing in the unit.
F. "Resident Organization" includes a resident management corporation.
G. "Promptly" (as used in section 3.0, and 4.0 (D)), shall mean within the
time period indicated iti a notice from OTTER TAIL COUNTY Housing
Authority of a proposed action which would provide the basis for a
grievance if the resident has received a notice of a proposed action from
the agency.
3.0 INFORMAL SETTLEMENT OF GRIEVANCE
Any grievance must promptly be personally presented verbally or in wntmg
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 discussed informally and settled without a
hearing. A summary of such discussion shall be prepared within five (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.
4.0 PROCEDURES TO OBTAIN A HEARING
4.1 REQUEST FOR HEARING
The resident shall submit a written request for a hearing to the Authority or the
development office within five (5) business days from the date of the mailing of
the summary of the discussion pursuant to section 3.0. If complainant wishes to
raise a request for reasonable accommodation, such request must be made and
included in the written request for a hearing. Requests for reasonable
accommodation received any time after the hearing request is made will be
considered "untimely" and will not be grantetl. The written request shall
specify:
A. The reasons for the grievance; and
B. The action or relief sought.
4.2 SELECTION OF A HEARING OFFICER
A grievance hearing shall be conducted by an impartial person appointed by the
OTTER TAIL COUNTY Housing Authority other than a person who made or
approved the action under review or a subordinate of such person. The Hearing
Officer will not be responsible for determining whether or not a Complainan~
request (or reasonable accommodation should be granted. Requests for
reasonable accommodation made, for the first time, during the hearing will not
be granted. The Hearing Officer will regulate the conduct of the hearing in
accordance with the OTTER TAIL COUNTY housing authority's hearing
procedures.
4.3 FAILURE TO REQUEST A HEARING
If the resident does not request a hearing in accordance with this section, then the
OTTER TAIL COUNTY Housing Authority's disposition of the grievance under
section 3.0 shall become final. However, fai lure to request a hearing does not
constitute a waiver by the resident of the right thereafter to contest the OTTER
TAIL COUNTY Housing Authority's action in disposing of the complaint in an
appropriate judicial proceeding.
4.4 HEARING PREREQUISITE
All grievances shall be promptly presented in w1iting, pursuant to the informal
procedure prescribed in section 3 .0 as a condition precedent to a hearing under
.:, ---
this Section. However, if the resident can show good cause why there was failure
to proceed in accordance with section 3.0 to the Hearing Officer, the provisions of
this subsection may be waived by the Hearing Officer.
4.5 ESCROW DEPOSIT
Before a hearing is scheduled in any grievance involving the amount of rent as
defined in the lease which the OTTER TAIL COUNTY Housing Authority claims
is due, the resident shall pay to the OTTER TAIL COUNTY Housing Authority
an amount equal to the amount of the rent due and payable as of the first of the
month preceding the month in which the act or failure to act took place. The
resident shall thereafter deposit monthly the same amount of the monthly rent in
an escrow account held by the OTTER TAIL COUNTY Housing Authority until
the complaint is resolved by decision of the Hearing Officer. Amounts deposited
into the escrow account shall not be considered as acceptance of money for rent
during the period in which the grievance is pending. In extenuating
circumstances, the OTTER TAIL COUNTY Housing Authority may waive these
requirements. Unless so waived, the failure to make such payments shall result in
a termination of the grievance procedure. However, failure to make payment shall
not constitute a waiver of any right the resident may have to contest the OTTER
TAIL COUNTY Housing Authority's disposition of his grievance in any
appropriate judicial proceeding.
4.6 SCHEDULING OF HEARINGS
Within ten (10) business days when the OTTER TAIL COUNTY Housing
Authority receives a request for a hearing, the Housing Authority will contact the
Hearing Officer and promptly schedule a hearing for a time and place reasonably
convenient to both the resident and the OTTER TAIL COUNTY Housing
Authority. A written notification specifying the time, place and the procedures
governing the hearing shall be delivered to the resident and the appropriate
agency official. If the initial date and time for the hearing is not acceptable, the
applicant/participant must contact the HRA, prior to the date and time of the
scheduled hearing. Only one additional attempt will be made to reschedule the
hearing. If the HRA does not hear from the family prior to the hearing it will be
assumed that the applicant/participant plans to attend. The Hearing Officer may
consider that the applicant/participant is in default if he/she does not appear
within fifteen (15) minutes after the starting time of the hearing and the HRA
actions will stand.
5.0 PROCEDURES GOVERNING THE HEARING
The resident shall be afforded a fair hearing, which shall include:
A. The opportunity to examine before the grievance hearing any Authority
documents, including records and regulations that are directly relevant to
the hearing. The resident shall be provided a copy of any such document at
the resident's expense. If the OTTER TAIL COUNTY Housing Authority
does not make the document available for examination upon request by
the resident, the OTTERTAIL COUNTY Housing Authority may not rely
on such document at the grievance hearing.
B. The right to be represented by counsel or other person chosen as the
resident's representative and to have such person make statements on the
resident's behalf at the resident's expense;
C. The Otter Tail County Housing Authority may, at it's own expense, retain
and be respresented by legal counsel.
D. The right to a private hearing unless the resident requests a public hearing;
E. The right to present evidence and arguments in support of the resident's
complaint, to controvert evidence relied on by the Authority or
development management, and to confront and cross examine all
witnesses upon whose testimony or infonnation the OTTER TAIL
COUNTY Housing Authority or development management relies; and
F. A decision based solely and exclusively upon the facts presented at the
hearing.
The Hearing Officer may render a decision without holding a hearing if the
Hearing Officer detenn ines that the issue has been previously decided at another
hearing.
The hearing shall be conducted informally by the Hearing Officer and oral and
documentary evidence pertinent to the facts and issues raised by the Complainant
and/or PHA may be received without regard to admissibility under the rules of
evidence applicable to judicial proceedings. The Hearing Officer shall require the
PHA, the Complainant, counsel and other participants or spectators to conduct
themselves in an orderly fashion. Failure to comply with the directions of the
Hearing Officer to obtain order may result in exclusion from the proceedings or in
a decision adverse to the interests of the disorderly party and granting or denial of
the relief sought, as appropriate.
If either the resident or Authority fails to appear at a scheduled hearing, the
Hearing Officer may postpone the hearing for up to five business days or
determine that the missing party has waived their right to a heating. Both the
OTTER TAIL COUNTY Housing Autho1ity and the resident shall be notified of
the Hearing Officer's decision. This decision shall not waive a resident's right to
contest the disposition of the grievance in an appropriate judicial proceeding.
G. At the PHA's request, the Complainant shall provide the PHA with copies of
the @pp@fffll'lity t@ 1:mamiA@ b@fufe ti~@ Gri@vaAee llearil'lg Emy all documents
,,.
and evidence relevant to the hearing that will be used by Complainant
and/or Complainant's representative as evidence during the hearing. ~
Gem~laiHoot 13100:s te f}fOB~mt at the G ri@'.'88@@ U@ariM:g. The PHA will
require that these documents and all evidence be provided to the Otter
Tail County Housing Authority at least 48 hours prior to the date and
time of requested hearing. If the Complainant does not make the document
available for examination upon request by the PHA, the Complainant may not
rely on such document at the Grievance Hearing. At the PHA 's request, the
Complainant shall provide the PHA with information regarding the scope and
relevancy of the testimony of Complaint's witness( es). The PHA is entitled to
cross examine all witnesses upon whose testimony or information the
Complainant relies.
H. Sometimes counsel for resident or resident will object to evidence as
being "hearsay". The admissibility and the weight to be given evidence
objected to as hearsay is within the sole discretion of the Hearing Officer.
a. All evidence presented by either side should be relevant to the
issues at the hearing. The Hearing Officer mav exclude evidence
that does not relate to the specific issues being considered.
The hearing wilJ be closed at the end of the hearing unless there is agreement, bv
both parties, that one or both may submit evidence at a later date or respond to
evidence submitted by the other side. If the hearing record is closed at the end of
the bearing, the Hearing Officer's decision will be based soley on evidence presented
at the hearing. Evidence allowed at a later date, as agreed upon by both parties
must be relevant to the subject agreed upon by both parties.
The fo llowing accommodation will be made for persons with disabilities:
A. The OTTER TAIL COUNTY Housing Authority shall provide reasonable
accommodations fo r persons with disabilities to participate in the hearing.
Reasonable accommodations may include qualified sign language
interpreters, readers, accessible locations, or attendants.
B. If the resident is visually impaired, any notice to the resident that is
required by these procedures must be in an accessible format.
6.0 INFORMAL HEARING PROCEDURES FOR DENIAL OF ASSISTANCE ON
THE BASIS OF INELIGIBLE lMMIGRA TION STATUS
The participant family may request that the OTTER T AlL COUNTY Housing
Authority provide for an infonnal hearing after the family has notification of the
INS decision on appeal, or in lieu of request of appeal to the fNS. The participant
family must make this request within 30 days of receipt of the Notice of Denial or
Termination of Assistance, or within 30 days of receipt of the INS appeal
decision.
7.0 DECISION OF THE HEARING OFFICER
The Hearing Officer shall prepare a written decision, together with the reasons
therefore, within fourteen (I 4) calendar days after the hearing. A copy of the
decision shall be sent to the resident and the OTTER TAIL COUNTY Housing
Authority. The Authority shall retain a copy of the decision in the resident's
folder. A copy of such decision with all names and identifying references deleted
shall also be maintained on file by the OTTER TAIL COUNTY Housing
Authority and made available for inspection by a prospective complainant, his or
her representative, or the Hearing Officer.
The decision of the Hearing Officer shall be binding on the OTTER TAIL
COUNTY Housing Authority who shall take all actions, or refrain from any
actions, necessary to carry out.the decision unless the OTTER TAIL COUNTY
Housing Authority's Board of Commissioners determines within reasonable time,
and promptly notifies the complainant of its determination, that:
A. The grievance does not concern OTTER TAIL COUNTY Housing
Authority action or failure to act in accordance with or involving the
resident's lease or Authority regulations, which adversely affect the
resident's rights, duties, welfare or status;
B. The decision of the Hearing Officer is contrary to applicable Federal,
State, or local law, Authority regulations, or requirements of the Annual
Contributions Contract between the Authority and the U.S. Department of
Housing and Urban Development.
A decision by the Hearing Officer or Board 'of Commissioners in favor of the
OTTER TAIL COUNTY Housing Authority or which denies the relief requested
by the resident in whole or in part shall not constitute a waiver of, nor affect in
any manner whatsoever, any rights the resident may have to a trial do novo or
judicial review in any judicial proceedings, which may thereafter be brought in
the matter.
HRA Office n 51 Friberg Ave
Fergus Falls MN 56537
218-739-3249 ----~ l 01 Freirgiu; lfaiins/Otteir lraH CollllJllty HRA
"""'-...,.,., : Housing & Redevelopment Authority • Q.PPPArumrY
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, 2010
Meeting to be Held Thursday, August 19th, 2010 at 10:00 a.m. at the
HRA Office, 1151 Friberg Ave., Fergus Falls, MN. 56537
Regular Minutes of June 17th Meeting
AGENDA
lf irperson -Call Meeting to Order
2. Approval of Minutes
A. •. istrative Expenses-June & July 2010
3.~ Efj;c e Director
estment Listing
10 Capital Fund Program Update -JI Z3, t, "'-'
D/(}i er Tail County Tax Levy Request Meeting a/20 Annual Agency Plan -Public Hearing -
ber 21, 2010 @10:00 A.M.
F. Board Member Appointment
4. Rehabilitation Specialist -Dennis Christenson
A. MHFA Update
B. OTC Tax Levy Update
C. 2011 SCDP Applications
5. Rehabilitation Assistant-Sue Bjorklund
A. 2009 Deer Creek/Parkers Prairie SCDP
B. 2010 Pelican Rapids SCDP
C. 2010NewYorkMills SCDP
6. Housing Administrator -Mary Jo Schwarz
A. Section 8 Upc:late
7. Housing Manager -Pam Minten
A. Public Housing Update
PLEASE CALL IF YOU ARE UNABLE TO ATTEND!
Ne"'-\-•"'-~..\~ ---:i
Ot.--\. -Z.\ Zol 0
============== Providing Housing 0pportunities ===:H::::::·\:::::.Us:::::ers:=;:\JE:;:;:E::::::!E.\A::.::..:e:gen:.:::d::::.a,:.:::::..OT:..::C::::.;-HRA.=::::d:::::o:;;:c. =::::;
The Otter Tail County HRA Board. of Commissioners met in 11 regular meeting on June 17th, 2010 at the Fergus
Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537
MEMBERS PRESENT
Scott Rocholl, Chairperson
Janice Palan, Secretary
Robert Maki
OTHERS PRESENT
Jeffrey Gaffaney
Dennis Christenson
Mary Jo Schwarz
Vicki Scheer
Sue Bjorklund
Pam Minten
Scott Rocholl, Chairperson opened the regular meeting.
ABSENT
Robert Bigwood
Hazel Hovde
Jeff introduced and formally welcomed Robert Maki to the meeting as a new board member and presented him
with the commissioner oath of office statement, which he signed and was notarized.
A motion was made and seconded to approve the minutes from the April 15th, 2010, meeting.
M/Janice Palan S/Robert Maki
A public hearing regarding Fair Housing issues opened at 12:00 noon. Dennis explained that it is a Small Cities
requirement to complete a Fair Housing Activity annually. There were no members of the public in attendance
and no written comments .. A Fair Housing brochure (HUD-1686-1-FHEO, September 2008) was provided to all
board members. A motion was made and seconded to then close the public hearing.
M/Janice Palan SI Robert Maki
Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of April and May
2010. A motion was made and seconded to approve the expenses.
M/Robert Maki SI Janice Palan
The Investment Listing was reviewed and the only changes were the balances in the checking and savings
accounts.
The 2010 Capital Funds should be available the latter part of the summer or early fall.
The Otter Tail County HRA fiscal audit was completed by Carlson Highland, LLC on April 26-28th. A copy of
the final report was presented for review. The report contains an overview analysis, financial information, a
review of programs, debt obligations etc. There were no findings again this year. The report has been
submitted to HUD and the County of Otter Tail. A motion was made and seconded to approve the audit.
Ml Jamee Palan SI Robert Maki
Information regarding the HRA's proposed 2011 Tax Levy request was presented for review. Jeff explained
that the request proposes that the HRA request the County of Otter Tail to levy on our behalf, 35% of the taxable
market value for 2011 ($416,000) using the percentage of .0185. Due to the economic conditions this is the
same amount that was requested and approved for 2010 and is approximately 35% of the maximum that could
be levied under the State formula. A motion was made and seconded to approve the proposed request to the
County.
M/Robert Maki SI Janice Palan
H:\Users\VICKI\2010 minutes\minutes -otc june 2010.doc
Robert Maki will fill the unexpired board member term of Art Schwartz through August 2012. Janice Palan' s
term will expire August 2010 and Janice agreed to serve another 5-year term. Jeff will submit the request to the
County.
Dennis Christenson, Rehab Specialist reported that there are 7 MHFA Deferred Loan Program Phase XV
applications that have been received, I is in process, 6 have been inspected, 3 are bidding and 3 have rehab in
progress.
There are 2 applications taken, I was ineligible, I in process, I has been inspected and I is bidding for the
Community Fix-Up Fund Program.
Dennis is waiting to hear from MHFA regarding the 2010 Rental Rehab Program.
There are 13 applications for the 2010 Otter Tail County Tax Levy Homeowner Program, 13 have been
inspected, I is bidding, 5 are in progress and 7 are complete. One application has been taken, I inspected and I
is complete for the 2010 Otter Tail County Rental Rehab Program.
The Small Cities applications for Pelican Rapids and New York Mills were both approved and are underway.
Sue Bjorklund, Rehab Assistant reported that there were 16 applications taken for the Parkers Prairie/Deer Creek
SCDP program, 1 is in process, 15 were inspected, 3 proceeds to work have been issued and 12 are complete.
Two homeowner applications have been received and are in process for the Pelican Rapids/Erhard and Erhard's
Grove Township/Pelican Townships SCDP Program.
Five homeowner applications have been received and are in process for the New York Mills/ Bluffion and
Newton and Bluffton Townships SCDP Program.
One rental application has been received, I is in process, I has been inspected and I is bidding for the New York
Mills/Bluffion and Newton/Bluffion Townships SCDP Program.
Mary Jo Schwarz, Housing Administration presented a proposed revised utility schedule for approval. Heating
costs have increased. HUD requires a change to be made if there is an increase of more than I 0%. A motion
was made and seconded to approve the schedule as presented effective for September I, 2010
M/J a nice Pal an SI Robert Maki
Mary Jo also reported that for the month of April there were 140 leased and·HAPS totaling $40,067. For the
month of May there were 140 leased and HAPS totaling $40,388. The waiting list was updated and there were
159 families on the list, 3 vouchers issued, 12 ports out paid totaling $5,986.00, and 2 ports out pending. ELI
percentage was 50%.
Jeff explained to the board that Sue Bjorklund will no longer be managing the Otter Tail County family units.
Pam Minten, Housing Manager of the Fergus Falls public housing units will also administer the units in the
county which was effective June I st, 2010. Sue gave the report stating that the April rents owed for the Otter
Tail County Family Public Housing units totaled $2,862, and $3,498.00 was collected. Pre-paid rents of $6.55
were collected in March and pre-paid rents of $642.55 were collected for May. There were outstanding charges
of $22.53. Twenty applicants were on the 2-bedroom public housing waiting list, 15 applicants on the 3-
bedroom waiting list and 2 on the 4-bedroom waiting list.
The May rents owed totaled $2,862.00 and $2,225.45 was collected including pre-paid rents of $642.55 in April
and pre-paid rents for June of$6.00. One late fee of$25.00 was outstanding.
H:\Users\VICKI\2010 minutes\minutes -otcjune 2010.doc 2
Twenty-four applicants were on the 2-bedroom public housing waiting list, 19 applicants on the 3-bedroom
waiting list and 2 on the 4-bedroom list.
Proposed revisions to the Public Housing Grievance Procedures were presented for review. Changes regarding
clarification of reasonable accommodation, clarification of the language regarding requesting a hearing and
selection of hearing officer, evidence to be presented at the hearing must be presented at least 48 hours prior to
the date and time of requested hearing and clarification of admissibility of "heresay'' evidence. A motion was
made and seconded to approve the revisions. Hearing procedure changes to be effective immediately and lease
changes to be effective September 1, 2010.
M/Janice Palan SI Robert Maki
There being no further business, a motion was made and seconded to adjourn.
M/Robet Maki S/Janice Palan
Janice Palan, Secretary Date
H:\Users\VICKl\2010 minutes\rninutes -otcjune 2010.doc 3
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF June, 2010
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 Mobility $
Dennis Christenson -Mileage $
Jeffrey Gaffaney -Mileage $
Mary Jo Schwarz -Mileage $
Scott Rocholl -Per Diem $
Janice Palan -Per Diem $
Robert Maki -Per Diem $
Otter Tail Power Co. $
City ofNew York Mills $
City of Henning $
City of Underwood $
City of Pelican Rapids $
Pro-Lawn $
JC Electric Co. $
American Family Insurance $
Mark Gaworski -Accounting Fees $
Housing Data Systems $
Bjorn's Heating & NC $
Otter Tail County Treasurer -PILOT $
MNNAHRO $
Home Depot • $
Salaries $
H:\Users\tempory letters\OTC HRA EXf'ENSES 8-16-10
450.00
1,850.00
950.00
225.00
200.00
400.00.
22:97
503.00
50.00
96.00
72.00
105.00
115.00
87.50
101.00
40.00
87.50
240.38
64.02
50.00
582.41
850.00
120.00
134.78
2,065.11
50.00
102.16
9,662.23
OTTER TAIL COUNTY BRA EXPENSES
FOR THE MONTH OF July, 2010
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 Mobility $
Dennis Christenson -Mileage $
Jeffrey Gaffaney -Mileage $
Mary Jo Schwarz -Mileage $
Vicki Scheer -Mileage $
Jason Allen Construction $
Otter Tail Power Co. $
City of Pelican Rapids $
City of New York Mills $
City of Henning $
_City of Underwood $
Carlson/Highland CP A's -Audit $
Culligan Water Co. $
American, Family Insurance $
Internet Exposure $
Pro-Lab $
Hanson Plumbing & Heating $
Home Depot $
Sue Bjorklund-Mileage $
Fergus Falls Daily Journal $ ..
Salaries '$
H:\Users\tempory letters\OTC HRA EXPENSES 7,16,-10
450.00
1,850.00
950.00
225.00
200.00
400.00
27.02
516.50
53.10
.154.50
20.72
700.00
-87.50
214.26
188-34
40~00
87.50
6,250.00
77.06
582.41
19.85
30.00
293.77
67.39
178.00
100.00
12,789.89
August 19, 2010
I I
FINANCIAL
INSTITUTION
FUND
OTTER TAIL COUNTY HRA
INVESTMENT LISTING
DESCRIPTION I PRINCIPAL! INTEREST
: ! RATE
INTEREST
PAID
I.D. # 41-1518930
I PORCH.A.SE
I
: I --· 7 ; I ,
! DATE L ,. -----+-------! ·-
MATURITY
DATE
r~---· -~--------~-----------------,-.' ------+-----
CERTIFICATES !
Security State Bank
Fergus Falls
j Public Housing I Money Market $6,575.68 0.25% I Maturity i Renewed • ~ t-· ---------~I C_e_rt_i_fi_ca_t_e_#_2_10_9_7_9 ____ ·------+--------+-i _A_u_to_m_a_t_i_c_D_e.....,.,p_o_s_it ~; __ 0_3/_1_9/_1_0 __ _, ____ 0_9_/_19/1 O ~
I
I 1-----~--------L---------.---------;
SAVINGS ACCOUNTS . ! l
1
-----1--------+---~-· ---~ ............... -~~·------
' ! !
.--1 S_e_c_u_ri-ty_S_t_a-te_B_a_nk----~--.!-S-e-ct-io_n_8_A_d_m_in--~i-W-ee_k_ly_M_o_n_e_y ----;--· -$-19-, 7-6-2-.8-4___,;..... __ .3_5_3/c_o -~[ _M_o_n-th_l_y~Account !
7
'
! Fergus Falls ! Reserve ! Market Savings 1 [ #9312-004634
·
1
, Secu<--n-·ty-S-ta-te_B_ank___ i Public Housing Commercial Me;._o-ne-y--;:----$7_,_0_3 _l._1_0-+-! ---_3_5_3/c_o-----+!-M-on_t_h_ly_A_c_c_o_u_nt-t----------;-·-------~-7
! Fergus Falls I Security De osits Market j i l #9312015673
!
i--------------+-------------------I -+----------+---~------,----~-----i--------·--,
CHECKING ACCOUNTS l __ ....._ __
Section 8 Existing
Public Housing
1-----------
:MHF A-Loan Account
I Otter Tail County Tax Levy
I MHF A-HOME Account
L
H:\Users\JEFF\invesl list otc.doc
l NOW Account
!
t NOW Account
I NOW Account
I I f
I NOW Account
I
I
I
1 NOW Account I
---·-r-·· ,
!
-1--$34,049.09 1
·---·1
I
• i -----~ ---------:-:-:-::-::-::-:1--_J---------r-----------~-------1
$275,043.341
. I $830.88 I
I
lfe1rg111s FaiBDs/Ottterr 'li'«aftll C@ll.!lBifl:y IHIRA
Housing & Redevelopment Authority
June 17, 2010
Wayne Stein, County Auditor
Government Services Center
510 West Fir Ave
Fergus Falls, MN 56537
Wayne:
HRA.Offlce
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fax218-736-4706
ffhra@prtel.com
www.fergusfallshra.corn
Riverview Heights Hlghrise
205 Nort_h Sheridan Ave
Fergus Falls MN 56537
218-739-9498
This is a formal request by the Otter Tail County Housing and Redevelopment Authority
(HRA) for operational funds according to Minnesota Statute 469.033, Subd. 35. that allows the
HRA the right to levy a tax of .0185% of taxable market value within the County of Otter Tail.
This levy amount is not included toward the total levy limit allowed the County of Otter Tail
by the State of Minnesota. This levy would exclude the Cities of Fergus Falls, Perham, and
Wadena as local city HRA's are already levying an amount within these communities.
At our regular Otter Tail County HRA meeting held on June 17, 2010, ll, motion was passed to
request the County of Otter Tail County to levy on out behalf, 35% of the taxable market value
for 2011 using the new approved percentage of .0185. This is the same amount that was
requested and approved for 2010 and is approximately 35% of the maximum that could be
levied under the State formula. The following is an anticipated breakdown of the use of the
proposed tax levy funds:
I. $ 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 2009 we used $117,615.00. To date
(2010) we have used approximately $57.,953.00 to supplement the
Section Voucher program and general administration due to Federal
legislative reductions. The· requested funds will also allow us to
1.. • • 1 1.. • • • • • "thin "' T ·1 ,., 3 pursue otu.er cntica1 .uous1ng initiatives Vv'14, -utter at \.,ounty. .
$ 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 .
. -H:\Users\temporv letters\ Wayne Stein-6-23-09:doc Providing Housing Opportunities ~ --···· --• -• • . . • • ._. ~ • .
4. $101,000 -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. Used 2009 Tax Levy to do
two cooperative applications (Pelican Rapids, Erhard and two
townships; New York Mills, Bluffton and two townships). Both
were funded for a total of $1,591,680. Will submit application for
additional funds for Parkers Prairie and Deer Creek in 2010 and a
new application for Battle Lake and Clitherall.
6. $ 100,000 -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 2011
As in past years, the tax levy funds have become very important to HRA's across the State as
administrative funds received from State and Federal Programs we administer have been cut
severely. The program funds to assist low income families and individuals through various
programs we administer have also been reduced somewhat, but the monetary responsibility for
the administration of these programs is being passed on to the local units of government in the
areas, (County's) the programs are benefiting.
We hope this request will be given favorable consideration so that we may continue meeting
the housing needs of lower income families in Otter Tail County. • During our present
economic climate, individuals and families are applying at record numbers for some type of
housing related assistance.
Dennis Christenson and myself would be very willing at anytime to meet with you to discuss
any questions you might have regarding the proposed uses of these funds. Thank you.
~~/
Jo.+'+'-.-o.,cp,nn+".f'-:,,!'no .. '-'J.J.J.'-'J '-IUJ..UU. '-')
Executive Director
JG: vis
H:\Users\tempory letters\Wayne Stein• 6-23-09.doc
Otter Tail County HRA
Fully Taxable Mark.et Value (Pay 2008)
JOBZ Taxable Market Value (Pay 2008)
Total Full;• 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 e
1. The taxable· value of the district does not change.
ADv<r
Aew, .. ~
6 ;434, 106,300
2,032,800
6,436,139,100
-11
0.0144%
926,511
280,000
30.22%
356,000
432,000
508,000 •
584,000
660,000
736,000
812,000
888,000
926,511
,2C,c,~ :J. D) b ::zo II
Appre:,~.:J. A,JJPO!:lVe...~ t?-2.~•oe'.Si-e-J
D .. /i'S-/o .,.6/ a-570 ., 0/8S-7o
~ -:5S71e:oo i Ljl4:,,1ot? c ~Lt l<::i1cov
3oj6 3SJb 1'S.9o
Option 2 -Increase Percent of Maximum AJlowable
Line 15 by 5% a Year until Maximum Allowable is Reached
2009
2010
2011
2012
2013
2014
2015
Z:016
2-017
2018
2019
2020
2021
2022
"Only 4.78% -not to exceed allowable maximum
5.00%
!JD~o 35.22%
3.S-,90 40.22%
3S"?c, 45.22%
50.22%
55.22%
60.22%
65.22%
70.22%
7522%
80.22%
85.22%
90.22%
95,22%
" 100.00%
326,326
372,651
418,977
465,302
511,628
557,953
604,279
650,605
696,930
743,256
789,581
835,907
882,232
926,520
"357,093
41£;:;1 000
,.,,~1 000
HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY,
MINNESOTA
PUBLIC HEARING NOTICE
NOTICE OF PUBLIC HEARING ON THE 2011 ANNUAL PLAN UPDATE OF
THE COMPREHENSIVE 5-YEAR AGENCY PLAN
NOTICE IS HEREBY 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 2011 Annual Plan Update ofthe Five Year
Comprehensive Agency Plan developed in COil).pliance with the Quality Housing and
Work Responsibility Act of 1998. The Plan is available for review at the Housing
Authority's office located at 1151 Friberg Avenue, Fergus Falls, 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 1151 Friberg Avenue, Fergus Falls, Minnesota,
at 10:00 a.m., Thursday, October 21, 2010. All parties will have an opportunity to appear
and express their views with respect to the proposed Agency Plan.
HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY,
MINNESOTA
Jeffrey Gaffaney
Executive Director
Publication Date: Friday, August 13, 2010
H:\Users\JEFf\pub hearing notice etc.doc
OFFICE OF THE COUNTY AUDITOR
510 Fir Ave W.
E-Mail wstein@co.ottertail.mn.us
Fax No. (218) 998-8042
June 29, 2010
Mr. Jeffrey Gaffaney. Executive Director
OTTER TAIL COUNTY
www.co.otter-tail.mn.us
Otter Tail County Housing and Redevelopment Authority
1151 Friberg Ave
Fergus Falls, MN 56537
RE: Otter Tail County HRA Board Member Re-appointment
Dear Mr. Gaffaney,
GOVERNMENT SERVICES CENTER
FERGUS FALLS, MN 56537
Direct Line (218) 998-8041
Office Line (218) 998-8030
On Tuesday, June 29, 2010 the Otter Tail County Board of Commissioners passed a motion reappointing Janice
Pa Ian to the Otter Tail County Housing and Redevelopment Authority Board for the period of August 1, 2010
through August 1, 2015 .
Should you have any questions or require any additional information please feel free to contact me. Thank you
very much.
Sincerely ,
~~
County Auditor
CC: Janice Palan
111 2nd St N
Deer Creek, MN 56527-2714
-0! Fergills Falls/Otte~ ll"mil Coillnty 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
NAME DATE OF ORIGINAL DATE OF DATE OF
APPOINTMENT REAPPOINTMENT EXPIRATION
Hazel Hovde 10/97 8/06 8/2011
Robert Maki 06/10 -8/2012
Scott Rocholl 08/08 -8/2013
Robert Bigwood 09/08 -8/2014
Janice Palan 03/78 8/l0 8/2015
--·---H;\Users\JEFF\BOARD APPOINTMENTS OTCH~viding Housing Opportunities
Program
l\fllF A Deferred Loans -Phase XV
Community Fix-Up Fund
Rental Rehab -2010 Program
OTC Tax Levy -Homeowner (2010)
OTC Tax Levy -Rental (2010)
2011 SCDP Full Applications (2)
SCDP: Parkers Prairieilleer Creek (16
homes)
SCDP:0 Pelican Rapids/Erhard/Erhard's
Grove Twshp/Pelican Twshp (22 homes)
SCDP: Pelican Rapids!J::rhard/Erhard's
Grove Twshp/Pelican Twshp (10 cr:Jmmer.)
SCDP: New York Mills/Bluffton/
Newton Twshp/Bluffton Twshp (21 homes)
SCDP: New York Mills/Bluffton/
Newton Twshp/Bluffton Twshp (5 commer)
SCDP: New York Mills/Bluffton/
Newton Twshp/Bluffton Twshp (15 rental)
Otter Tail County HRA
Rehabilitation Projects Update
August 19, 2010
Applications In Process Inspected
7 1 6
2 1 1
Rehab
Bidding In Complete
Pro,:?;ress
2 3 1
1 0 0
0 Waiting to hear from MHF A regarding 20 IO program
18 0 18 2 4 12
2 1 1 0 0 1
Battle Lake (PreHApp) and Parkers Prairie (Short Form)
' Due to DEED by October 7, 2010. Expect to receive notification by November
18, 2010 if invited for Full Application.
17 0 17 1 4 12
9 5 5 4 0 0
4 3 3 1 0 0
4 2 2 2 0 0
2 0 2 2 0 0
3 2 1 1 0 0
4 -$83,395.55
, . J!Q§i\jv~y Departmerti of Employment bttznneJ{"'Zm,ot
June 21, 2010
Mayor David Zuehlke
PO Box70
Parkers Prairie, MN 56361
RE: Results·ot SCDP Monitoring Visit, Parkers Prairie, Deer Creek Housing Project
Grant# CDAP-08-0022-O-FY0S
Dear Mayor Zuehlke:
On June 17, 2010, I visited the Ottertail County Housing and RedevelopmentAuthority (HRA) offices
for the purpose of monitoring the above referenced grant. I met with met with Dennis Christianson and
Sue Hjorkland of the HRA. The following aspects of your program were examined: financial
management,Jair housing, equal opportunity, program progress, owner-occupied housing rehabilitation
and lead hazard monitoring. The cities of Parkers Prairie and Deer Creek are to be congratulated for a
project that will _have long-term positive impact on your communities.
Our primary concern is to help your cities meet the objectives set forth in this program and to ensure
compliance with all applicable regulations so that you derive full benefit from the SCDP grant.
We had no findings or concerns in the enclosed "Monitoring Report/'' Overall, the project administrators
should be commended for their work. •
lfthere are any questions, or if we can be of any further assistance, please contact me at 651-259-
7457.
Sincerely,
PoJJ;;
Jeremy Lacroix
Business and Community Development Representative
Enclosure
cc: David Campbell, Parkers Prairie
Gerald Porter, Deer Creek
Carol Peterson, Deer Creek
Dennis Christ!an_scn, Ottertail County HPJ~.
Sue Bjorkland, Ottertail County HRA
MINNESOTA SMALL CITIES DEVELOPJ\1ENT PROGRAM
MONITORING REPORT
Cities of Parkers Prairie and Deer Creek Housing Project
CDAP-08-0022-O-FY09
June 17, 2010
Prepared by Jeremy LaCroix
Minnesota Department of Employment and Economic Development
Division of Business and Community Development
Office of Community Development
1st National Bank Building
332 Minnesota Street, Suite E200
St. Paul, MN 55101-1351
INTRODUCTION
On June 17, 2010, Jeremy LaCroix of the Department of Employment and Economic
Development (DEED), Business and Community Development Division (BCD), met with
Dennis Christianson and Sue Bjorkland of the Ottertail County Housing and Redevelopment
(HRA) at the HRA office. The purpose of the visit was to monitor the Small Cities Development
Program (SCDP) grant CDAP-08-0022-O-FY09, Parkers Prairie and Deer Creek Housing
Project. Program areas monitored were grant and financial management, fair housing, equal
opportunity, program progress, owner-occupied housing rehabilitation and lead hazard
monitoring.
Jeremy conducted an exit meeting with Dennis and Sue. The conclusions and observations for
the monitoring visit are included below.
Program Progress
The annual reports for this project.have been submitted to DEED and were on file. The 2010
Annual Report is due to the SCDP by October 15. If the project is complete prior to that date,
the city is welcome to submit their final report before the October 15th date. As of the date of
this report, 12 homes have been rehabilitated and4 are in process in the city's designated target
area. The cities will easily complete their goal of 16 homes by the end of the grant.
There were no findings or concerns in this area.
Grant and Financial Management
Signed grant agreement and administrative contract were on file. No grant adjustments have been
requested. Grant policies and procedures were on file and were consistent with the grant
application. Conflict of interest and an appeals process were included in the policies. Annual
reports were on time and filed appropriately. Residential anti-displacement, drug free workplace
and excessive force policies were adopted by the city. A program income plan was approved. All
disbursement request forms were on file. Administrative costs were acceptable and were
consistent with the administrative contract. There were no unallowable costs. Disbursements
were completed adequately and contractors were paid timely. Debarment checks were completed
on contractors.
There were no findings or concerns in this area.
Fair Housing/Equal Opportunity
The city has undertaken different activities each year designed to affirmatively further fair
housing. The city is marketing and implementing fair housing according to the Fair Housing Act.
The city collected racial/ethnic data on beneficiaries for reporting purposes. The city took
affirmative steps to solicit contracts with small, minority owned, and women owned businesses.
Equal opportunity, affirmative action and Section 3 language was in rehabilitation contracts
between homeowners and contractors.
I
The.re were no findings or concerns in this area.
Environmental
The city maintained a centralized file on environmental review. All required documents were on
file in the Environmental Review Record. The city did not commit funds prior to envir9nmental
review. No other federal or state environmental review was completed. The city did not receive
any objections to the NOI RROF.
There were no findings or concerns in this area,
Owner Occupied Rehabilitation
Three completed project files were reviewed. All three homes were located in the target areas.
The three homeowners were below 80% of area median income and proper documentation was
in place to verify incomes. Rehabilitation Threshold Determination Worksheet/Tier Two
Environmental Review Forms and MnSHPO reviews were on file for the reviewed homes. Initial
inspection reports, work write ups, and work completed concurred. At least two bids were
submitted on each home. All repayment agreements were signed prior to notice to proceeds were
signed. Contractor payments, completion certificates, lien waivers, and invoices were on file.
Small Cities limits and financing percentages matched those presented in the grant application
and those stated in the policies.
There were no findings or concerns in this area.
The three project files inspected contained lead. All three homes were built before 1978. None of
the homes were occupied by children under six or pregnant persons. A trained assessor
completed risk assessments. Certification forms were on file with the home occupants'
signatures showing they received the lead based paint brochure, a summary of the risk
assessment, a relocation screening sheet, and the hazard completion notice. Work write-ups
contained lead items and lead licensed contractors completed work.
There were no findings or concerns in this area .
. SUMMARY
We wish to thank Dennis and Sue for their assistance and cooperation during the monitoring
visit. The project has been administrated well and the project is making an impact on the cities'
target areas.
2
OTC UMA UML
January 140 126
February 140 130
March 140 140
April 140 142
May 140 143
June 140 146
July 140 145
AUQUSt
September
October
November
December
YTD 980~~·
NRA Balance as of 111/2010:
ABA YTD:
Less HAP Expenditures VTD:
= Remaining NRA VTD:
CY Eligibility:
Remaining CV Eligibility:
CV Months Remaining:
Leasing%
90.00%
92.86%
100.00%
101.43%
102.14%
104.29%
103.57%
#DIV/0!
#VALUE!.
#VALUEI
#VALUE!
113.78%
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:
r".""~:., · '"s·ffl fiu.:,s·\i~--·u :;!~L:..-;_;_~
$257,299
$284,869
-$27,570
565
113
615
123
Minimum of Available or Supportable: 565
Minimum of Available or Supportable Montt 113
ABA
Utilization
ABA HAP % PUC
$ 36,757 $ 35,518 96.63% $ 282
$ 36,757 36,724 99.91% 282.49
$ 36,757 39;812 108.31% 284.37
$ 36,757 45,067 122.61% 317.37
36,757 40,388 109.88% 282.43
36,757 44,421 120.85% 304.25
36,757 42,939 116.82% 296.13
#DIV/0! #DIV/0!
#VALUE! #VALUE!
#VALUE! #VALUE!
#VALUE! #VALUE!
$257,299 $284,869 110.72% $ 255.49 ..
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
JULY, 2010
Transfers Out
Annual Recerts
Interim Recerts
Portability Move-In
Portability Move-Out
End Participation
New Admissions
Recert Inspections
Shop Mode/ARS
Waiting List/To Date
Vouchers Issued
Applications 1/P
Ports In Pending
Ports Out Pending
Ports Out Paid
Ports Received
In-House Transfers
ELI%
0
3
8
0
1
3
1
6
1
196
1
0
0
0
14/$6,894.00
3/$1,025.00
0
100%
OTTERTAIL CO TY PUBLIC HOUSI G OTTER TAIL CO TYPUBLICHOUS G
FAMILY TS FAMILY TS
BOARD REPORT BOARD REPORT
13 Famil units 13 Family unit
June 2010 July 2010
Rent Pa able Rents Payable
Rent ollected Rent ollected 794.00
Late Fees
Late Fees Coll cted ollected
Late Fees Outstandin Late Fees Outstandin
Vacancie 0 Vacancie 0
Waiting List Waiting List
2 Bedroom 25 2 Bedroom 28
3 Bedroom 22 3 Bedroom 25
4 Bedroom 2 4 Bedroom 2
H:\Users\Pam\Board Repons\OT County -Board Rcpon.d
HRAOffice
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
0\ Fergus Falls/Otter Tail County HRA
, ~°?D•~~ J Housing & Redevelopment Authority
Fax 218-736-4706
ffhra@prtel.com
www.fergLisfallshra.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 CoWity HRA
Jeffrey Gaffaney, Executive Director
October 14, 2010
Meeting to be Held Thursday, October 21st, 2010 at 10:00 a.m. at the
HRA Office, 1151 Friberg Ave., Fergus Falls, MN. 56537
Regular Minutes of August 19th Meeting
AGENDA
1. .Jlhairperson -Call Meeting to Order
tf Approval of Minutes
3. E~tive Director K. Public Hearing-10:00 A.M. -2011 Annual Update of the 5-Year
Agency Plan
1. Resolution #94 -PHA Certification of Compliance ~ / with 2011 Annual Agency Plan W. lilt. inistrative Expenses -August & September 2010
C. vestment Listing
• 2010 Capital Fund Program Update
1. Proposals R~garding Removal of A/C Sleeves and Re-
Sidi Areas
E. Bid Prop als For:
. . Multi-Peril Insurance t ~. F" cal Audit •
F. Prop ed Public Housing Budget
. Resolution #095
G. ary of September 9th Tax Levy Meeting
4. RehJbilitation Specialist -Dennis Christenson
A. ~FA Update
B.~!,C Tax Levy Update
C. 2011 SCDP Applications
5. Reh,abilitation Assistant -Sue Bjorklund
A1009 Deer Creek/Parkers Prairie SCDP
B.'°'i0lO Pelican Rapids SCDP
CV2010 New York Mills SCDP
6. Hou.c::i1ig Administrator-Mary Jo Schwarz
AJe~~~ion 8 Update
7. Housing Manager-Pam Minten
A. Public Housing Update
PLEASE CALL IF YOU ARE UNABLE TO ATTEND!
..::.-.:.::.-··.=.:·;:;..:--;;;::-·============ Providing Housing Opportunities I Blisers\JEFF\Ageodo-0IG BRA ::doc
The Otter Tail County HRA Board of Commissioners met.in a regular·meeting on Augustl 19th, 2010 at the
Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 .
MEMBERS PRESENT
Scott Rocholl, Chairperson
Janice Palan, Secretary
Robert Maki
Robert Bigwood
Hazel Hovde
Scott Rocholl, Chairperson opened the meeting.
OTHERS PRESENT
J effi:ey Gaffaney
Dennis Christenson
Mary Jo Schwarz
Pam Minten
Sue Bjorklund
Gail Laugen
ABSENT
Vicki Scheer
A motion was made and seconded to approve the minutes from the June 17, 2010, meeting ..
M/Hazel Hovde S/Robert Maki
Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of June and July
2010. A motion was made and seconded to approve the expenses.
M/Scott Rocholl S/ Janice Palan
The Investment Listing was reviewed and the only changes were the balances in the checking and savings
accounts. There was a discussion aboutthe minimal interest rate on the certificate of deposit and Jeff agreed to
make some calls to other banks to see if ilnother bank would have a.betterrate of interl)st at maturity.
The 2010 Capital Funds are now available for late summer or early fall projects. Jeff reported that.the County
HRA. will receive $23,666.00. Because central air conditioning was installed in the Public Housing units last
summer, some work needs to be done on the units, such as clo.sing up the old air conditioner sleeves and install
new siding, insulate, sheet rock and paint these areas. The remainder of the funds will go into operations or th~
general fund to be used for other improvements to the units.
Information regarding the HRA' s proposed 2011 Tax Levy request was presented forreview. Jeff explained
that proposal requests the County of Otter Tail to levy on our behalf, 35% of the taxable market valile for 2011
($416,000) using the percentage of .0185. Due to the current economic conditions this is the same amount that
was requested and approved for 2010 and is approximately 35% of the maximum that could be levied under the
State formula. Jeff reported that he and Dennis Christenson plan to attend the Otter Tail County budget meeting
and plead the HRA's case.
The2011 Annual Agency Plan Public Hearing will be held on October 21, 2010 at 10:00 A.M. Policies will be
updated as needed. •
Jeff reported that Janice Palan was approved to serve another 5:year term on the Otter Tail County HRA Board.
Dennis Christenson, Rehab .Specialist reported that there are 7 MHFA Deferred Loan Program Phase XV
applications that have been received, l is in process, 6 have been inspected, 2 are bidding and 3 have rehab in
progress and one is complete.
There are 2 applications taken, 1 was ineligible, 1 in process, 1 has .been inspected and I is bidding for the
Community Fix-Up Fund Program.
Dennis is still waiting to hear from MHF A regarding the 20 IO Rental Rehab Program.
H:\Users\VICKI\2010 minutes\minutes -otc aug 2010.doc 1
--------..
There are 18 applications for the 2010 Otter Tail County Tax Levy Homeowner Program, 18 have been
inspected, 2 are bidding, 4 are in progress and 12 are complete. Two applications have been taken, l is in
process, 1 inspected and 1 is complete for the 2010 Otter Tail County Rental Rehab Program.
The Small Cities pre-application for Battle Lake and the short form application for Parkers Prairie will be
submitted by October 7, 2010.
Sue Bjorklund, Rehab Assistantreported that there were 17 applications taken for the Parkers Prairie/Deer Creek
SCDP program, 0 in process, 17 were inspected, 1 is bidding, 4 are in process and 12 are complete.
Nine homeowner applications have been received, 5 are in process, 5 have beeri inspected, and 4 are bidding for
the Pelican Rapids/Erhard and Erhard's Grove Township/Pelican Townships SCDP Program.
Four homeowner applications have been received, 2 are in process, 2 have been inspected and 2 are bidding for
the New York Mills/ Bluffton and Newton and Bluffton Townships SCDP Program.
Four commercial applications have been received, 3 are in process, 3 have been inspected and 1 is bidding for
the Pelican Rapids/Erhard and Erhard's Grove Township/Pelican Program.
Two commercial applications have been received, two have been inspected and 2 are bidding for the New York
Mills/Bluffton and Newton/Bluffton Townships Program.
Three rental applications have been received, 2 are in process, 1 has been inspected and 1 is bidding for the New
York Mills/Bluffton and Newton/Bluffton Townships SCDP Program.
Mary Jo reported that for the month of July there were 145 leased and HAPS totaling $42,939. The waiting list
was updated and there were 196 families on the list, 1 voucher issued, 14 ports out paid totaling $6,894.00, and
no ports out pending. ELI percentage was 100%. fu June there were 146 leased and HAPS totaling $44,421.00.
There was a discussion regarding the fact that ports out are not being absorbed by the Metro HRAs. HRA has
information that some of the ports could be absorbed, but the Metro programs are choosing not to absorb. Scott
suggested that a letter be sent to HUD, reporting this fact and asking if they could do anything to help remedy
that situation.
Pam Minten, Housing Manager of the Fergus Falls and Otter Tail County public housing units reported that June
rents owed for the Otter Tail County Family Public Housing units totaled $3,127.00, and $3,182.00 was
collected. Late fees charged were $25.00 and $50.00 in late fees was collected. Twenty five applicants were on
the 2-bedroom public housing waiting list, 22 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom
waiting list. •
The July rents owed totaled $3,053.00 and $3,794.00 was collected. Late fees charged were $50.00 and $25.00
was collected. There was one late fee of $25 .00 outstanding, which has since been paid. Twenty-eight
applicants were on the 2-bedroom public housing waiting list, 25 applicants on the 3-bedroom waiting list and 2
on the 4-bedroom list.
Pam reported that inspections of the units were completed on the 20th and 22nd of July and the inspections went
well. She also reported that it has been brought to her attention that one tenant has been receiving unreported
income and that situation will probably result in termination of that tenant.
There being no further business, a motion was made and seconded to adjourn.
M/Janice Palan
Janice Palan, Secretary
H:\Users\VICKI\20 IO minutes\minutes -otc aug 20 IO.doc
S/Scott Rocholl
Date
2
HOUSING AND REDEVELOPME T AUTHORITY OF OTTERTAIL COUNTY,
MINNESOTA
PUBLIC HEARING NOTICE
NOTICE OF PUBLIC HEARING ON THE 2011 ANNUAL PLAN UPDATE OF
THE COMPREHENSIVE 5-YEAR AGENCY PLAN
NOTICE IS HEREBY 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 2011 Annual Plan Update of the Five 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 1151 Friberg Avenue, Fergus Falls, 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 HR.A at 1151 Friberg Avenue, Fergus Falls, Minnesota,
at 10:00 a.m., Thursday, October 21, 2010. All parties will have an opportunity to appear
and express their views with respect to the proposed Agency Plan.
HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY,
MINNESOTA
Jeffrey Gaffaney
Executive Director
Publication Date: Friday, August 13, 2010
11:\Users\JEFF\pub hearing notice otc.doc
PHA Certifications of Compliance
with PHA Plans and Related
Regulations
Resolution No.94
U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
0MB No. 2577-0226
Expires 4/30/2011
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 Co mmissioners of the Public 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_ 5-Year and/or __]5_Annual PHA
Plan for the PHAfiscal year beginning 01/01/2011 hereinafter 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
1. The Plan is consistent with the applicable comprehensive housing affordability strategy (or any plan incorporating such
strategy) for the jurisdiction in which the PHA is located .
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 ofimpediments 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 in formation 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 publi c comment.
6. The PHA certifies that it will carry out 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 I1 of the Americans with Disabilities Act of 1990.
7. The PHA wi ll 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 P[C/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 estim ate of the period of ti me 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 inconsistent with a
pending complaint brought by HUD;
• The PHA shall take reasonable measures to assure that such waiting list is consistent with affirmatively furthering fair
housing;
• The PHA provides for review of its site-based waiting list policy to detennine if it is consistent with civil rights laws and
ce1iifications, 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
of 1975.
10. The PHA will comply with the Architectural Barriers Act of 1968 and 24 CFR Part 41, Policies and Procedures for the
Enforcement of Standards and Requirements for Accessibility by the Physically Handicapped.
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 at 24 CFR Part 135.
12. The PHA w ill 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.
Previous version is obsolete Page 1 of 2 form HUD-50077 (412008)
13. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24
CFR 5.105(a).
14. The PHA will provide the responsible entity or HUD any documentation that the responsible entity or HUD needs to carry
out its review under the National Environmental Pol icy Act and other related authorities in accordance with 24 FR Part 58
or Part 50, respectively.
15. With respect to public housing the PH wi ll comply with Davis-Bacon or HUD determined wage rate requirements under
Section 12 of the United States Housing Act of 1937 and the ontract Work Hours and afety Standards Act.
16 . The PHA will keep records in accordance with 24 CFR 85 .20 and facilitate an effective audi t to determine compliance with
program requirements.
17. The PH A will comply with the Lead-Based Pain t Poisoning Prevention Act, the Residential Lead-Based Paint Hazard
Reduction Act of 1992, and 24 CFR Part 35.
18. The PHA wil l comply with the policies, guidelines, and requirements ofOMB Circular o. A-87 (Cost Principles for State,
Local and Indian Tribal Governments), 2 FR Part 225, and 24 FR Part 85 (Administrative Requirements fo r Grants and
Cooperative Agreements to State, Local and Federally Recogni zed [ndian Tribal Governments).
19. The PHA will undertake only activities and programs covered by the Pl an in a manner con istent with its Plan and will utilize
covered grant funds only for activities that are approvable under the regulations and included in its Pl an.
20. All attachments to the Plan have been and wi ll continue to be a ai lable at all times and all locations that the PHA Plan is
available for public inspection. All required supportin g docum ents have been made availab le for public inspecti on along with
the Plan and additi onal requirements at the primary business office of the PHA and at all other times and locations identified
by the PHA in its Pl-IA 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 Pl-IA;
(ii) The changes were duly approved by the Pl-IA Board of Directors (or similar governing body); and
(iii) The revised policies and programs are ava ilable for review an d inspection, at the principal office of the PH during
normal business hours .
22. The PHA certifies that it is in complian ce with all applicable Federal statutory and regulatory requirements.
OTTER TAIL COUNTY HRA MN177
PHA ame
5-Year PHA Pl an for Fiscal Years 20 -20
X 11
Annual PHA Plan for Fiscal Years 20
11
-20
PH ode
I hereby certify that all the info rmation stated herein, as well as any inform ation provided in the accompaniment herewith, 1s true and accurate. Warning: HUD will
prosecute fal se claims and statements. Conviction may result in criminal and/or c1v1I penal ties. ( 18 U.S .C. 100 I IO IO IO 12: 31 U.S.C. 3729 38021
Name of Authorized Official
SCOTT E. ROCHOLL CHAIRPERSON
ignaturc Date
10/21/2010
Previous version is obsolete Page 2 of 2 form MUD-50077 (4/2008)
Civil Rights Certification
Civil Rights Certification
Annual Certification and Board Re olution
U.S. Department of Housino and Urban Development
Office of Public and Indian Housing
Expire 4/30/2011
Acting on behalf of the Board of Commissioners of the Public !-lousing Agency (P HA) Ii ·ted below, as ii hair man or other
authorized PHA official if there is no Board of Commissioner, I approve the submission oflhe Plan for the PHA of which this
document is a part and make the following certification and agreement with the Deparlment of Housing and Urba n Development
(HUD) in connection with the submission of the Plan and implemenlation 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, secti on 504 of the Rehab ilitation Act of 1973, and title II of
the Am ericans with Disabilities Act of l 990, and wi ll affirmatively further fa ir housin g.
OTTER TAIL COUNTY HRA MN177
PHA Name PHA umber/H Code
l 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
prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. ( 18 U.S.C. 100 l l 010 1012· 31 U S.C. 3729, 3802)
Name of Authorized Official
SCOTT E. ROCHOLL
Signature
Title
CHAIRPERSON
Date 10/21/2 011
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: Otter Tail County HRA Grant Type and Number
Capital Fund Program Grant No: MN46Pl nSOl 11
Replacement Housing Factor Grant No;
Date ofCFFP:
Type of Grant D Reserve for Disastez-s/Emergencies [8l Original Annual Statement D Performance and Evaluation Reoort for-Period Ending: -
U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
0MB No. 2577-0226
Expires 4/30/2011
FFY of Grant: 2011
FFY of Grant Approval:
0 Revised Annual Statement (revision no: ) D Final Performapce an_d Evaluation Reno-rt ..
Line Summary by 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
Orieinal
Total non-CFP Funds
1406 Operations (may not exceed 20% ofline 21) 3 10,000.00
1408 Management Improvements
1410 Administratiqn (may not exceed 10% ofline 21)
1411 Audit
1415 Liquidated Damages
1430 Fees and Costs
1440-Site Acquisition
1450 Site hnprovernent •
1460 Dwelling Structures 13,000
1465.l Dwelling Equipm:nt-Nonexpendable
1470 Non-dwelling Structures
1475Non-dwellingEquipm:nt
1485 Demolition
1492 Moving to Work Demonstration
1495.1 R,elocation Costs
1499 Development Activities•
1 To be completed for the Perfonnance and Evaluation Report.
2 To be completed for the Performance arid Evaluation Report or a Revised.Annual Statement.
) PHAs with under 250 units in tllal1agernent may use 100% of C_FP Grants for operations.
4 RHFfunds shall be included here.
Pagel
Revised1 Obli!!ated .Exnended
form BJJD-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 I: Summanr
PHAName: Grant Type and Number Otter Tail County
HRA Capital Fund Program Grant No: MN46P17750111
Replacement Housing Factor Grant No:
Date of CFFP:
Type of Grant
cg) Original Annual Statement. -• D Reserve for Disasters/Emergencies D Performance and Evaluation Report for Period Ending:
-...
U.S. Department ofHousmg and Urban Development
Office of Public and Indian Housing
0MB No. 2577-0226
Expires 4/30/2011
FFVorGrant:2011
FFY or Grant Approval:
D Revised Annual Statemeni (revision no: )
D Final Performanee and Evaluation Report
Line Summary by Development Account Total Estimated Cost Total Actual Cost 1
Original Revised•
18a 1501 Collaterali:zation or Debt Service paid by the PHA
18ba 9000 Collaterali:zation or Debt Service paid Via System of Direct.
Payment
19 1502 Contingency (may not exceed 8% of line 20)
20 Amount of Annual Grant:: (sum of lines 2 -19) 23,000
21 Amount of line 20 Related to LBP Activities
22 Amount ofline 20 Related to Section 504 Activities
23 Amount ofline 20 Related to Security -Soft Costs
24 Amount ofline 20 Related to Security -Hard Costs
25 Amount of line 20 Related to Energy Conservation Measures
Signature of Executive Director Date 10/21/2010 I Signature of Public Housing Director
Page2
1 To be completed for the Performance and Evaluation Report.
'To be completed for the Performance and Evaluation Report or a Revised Annual Statement.
3 PHAs with under 250 units in management may use l 00% ofCFP Grants for operations;
4 RHF funds shall be included here,
Obligated Expended
Date
fonnHUD~50075.1 (4/2008)
Annual Statement/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
Capital Fund Program Grant No: MN46177501 I 1
CFFP (Yesf,No):
Replacement Housing Factor Grant No:
Development Number General Description ofMajor Work Development Quantity
Name/PHA-Wide
Activities
MN177001
MN177001
MN177001
Page4
Categories Account No.
Operations 1406 HAW
Replace Windows 1460 HAW
Reshingle Roof 1460 1 Bldg
1 To be completed for the Perfollllance and Evaluation Report or a Revised Annual Statement.
2 To be completed for the Performance and Evaluation Report
U.S. DepartmentofHousing and Urban Development
Office orPublic and Indian Housing
0MB No. 2577-0226
Expires 4/30/2011
Federal FFY of Grant: 2011
Total Estimated Cost Total Actual Cost Status of Work
Original Revised 1 Funds Funds
Obligated2 Expended2
10,000
8,000
5,000
form HUD-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: Implementation Schedule for Capital Fund Financine: Pro!!rnm
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
MNI77001 2011 2013
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: 2011
Reasons for Revised Target Dates. 1
1 Obligation and expenditme end dated can only be revised with HUD approval pursuant to Section 9j of the U.S. Housing Act of 1937, as amended.
Page5 form HUD-50075.1 (4/2008)
Capital Fund Program-Five-Year Action Plan
Part I: Summary
PHA Name/Number Otter Tail County HR.A
Development Number and Work Statement
A. Name for Year l
FFY201 l
MNI77001
B. Physical Improvements
Subtotal
C. Mana
D. PHA-
Structures an
E. Administration
F. Other
G. 0 erations
H. Demolition
I. Development
J. Capital Fund Financing -
Debt Service
K. Total CFP Funds
L. Total Non-CFP Funds
M. Grand Total 23,000
Locality (City/County & State )Fergus Falls, MN
Work Statement for Year 2 Work Statement for Year 3
FFY 2012 FFY 2013
18,000 18,000
5,000 5,000
23,000 23,000
23,000 23,000
Page 1 of6
U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
Expires 4/30/20011
[8lOri inal 5-Year Plan □Revision No:
Work Statement for Year 4
FFY2013
18,000
5,000
23,000
23,000
Work Statement for Year 5
FFY2015
18,000
5,000
23,000
23,000
form HUD-50075.2 (4/2008)
.__. ....
Capital Fund Program-Five-Year Action Plan
Part II: Su es-Physical Needs Work Statements
Work
Statement for
Year 1 FFY
2011
Development
Number/Name
General Description of
Major Work Categories
MN177001
Flooring
Smoke Detectors
Windows
Doors
Work Statement for Year 2012
FFY 2012
Quantity
1 Bld
HAW
HAW
HAW
Subtotal of Estimated Cost
Estimated Cost
5,000
8,000
5,000
5,000
$23,000
Page 3 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
MN177001 ~--~
Plumbing HAW 5,000
Roofs 1 Bldg. 5,000
Electrical HAW 5,000
Garage Door Openers HAW 8,000
Subtotal of Estimated Cost $23,000
form HUD-50075.2 (4/2008)
Capital Fund Program-· Five-Year Action Pia"
Part II: Sup porting Pages -Physical Needs Work Statement(s)
Work Work Statement for Year 2014
Statement for FFY 2014
Year IFFY Development Quantity Estimated Cost
2011 Number/Name
General Description of
Major Work Categories -~s:~ .. : -·-"'."7l' ... -• ..
1 Bldg. 5,000
HAW 5,000
iff~~ Driveway Replacement HAW 8,000
-
HVAC HAW 5,000
~~·'"· -.. ~ .... , ,, .. ~ :-~-~w.~.aji-t•
~'lt~i-'l:<,. -;,1 '~-; t,~ = • . -· -~~w
Wf-1~lll'~.lillfE
~ WI~; .--~im~'--,.:·. -·--:. , ... :i-;t.! , ' ~-
~flB!"a!d
~~
1-,.;~t"' _ .-. __ ---iilJI_ -m· . -· ,., . ~ .. -
8&,~lffi1&11
~li_,.N
r~~S&l
--~--:__ • -~ , . , :;:;.-::: ! " nau--,, .. _ ,
:i: , ... -~
~ -Subtotal of Estimated Cost $23,00
Page4of6
U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
Expires 4/30/20011
Work Statement for Year: 2015
FFY 2015
Development Quantity Estimated Cost
Number/Name
General Description of
Major Work Categories
MN177001 4:_ .. .,_, ......
Cabinetry HAW 8,000
Entry Door Lock HAW 5,000
Svstem
Aooliances HAW 5,000
Roots 1 Bldg. 5,000
Subtotal of Estimated Cost $23,000
form HUD•50075.2 (4/2008)
FAIR MARKET RENT/PAYMENT STANDARDS FOR
CALENDAR YEAR 2011
BR SIZE
0BR
lBR
2BR
3BR
4BR
5BR
CURRENTFMR
$383.00 ·,
$456.00
$588.00
$717.00
$739.00
$850.00
NEWFMR
$389.00
$462.00
$596.00
$727.00
$749.00
$861.00
CURRENT P.S.
$394.00
$469.00
$605.00
$738.00
$797.00
$904.00
We are recommending that the current payment standards remain in place for
calendar year 2011, and request Board approval of this recommendation.
OTTER TAIL COUNTY BRA EXPENSES
FOR THE MONTH OF August, 2010
Bank of the West -Office Rent $
City ofFergus_Falls -Health Insurance $
Principal Muttial Life Insurance -Retirement $
Otter Tail Telcom $
U.S. Postmaster $
MN Benefit Association $
AT & T Mobility $
Dennis Christenson -Mileage $
Jeffrey Gaffaney -Mileage $
Mary Jo Schwarz -Mileage $
Scott Rocholl -Per Diem $
Janice Palan -Per Diem $
Hazel Hovde -. Per Diem $
Robert Maki -;Per Diem $
Robert Bigwood -Per Diem $
Otter Tail Pow_er Company $
City of Pelican: Rapids $
City of New York Mills $
City of Henning $
City of Underwood $
Culligan Water Company $
American Family Insurance $
Lakes Country Service Coop ' $
Pro-Lab $
Credit Bureau i $
RTW Ins. -Workers Comp. $
U gstad Plumbing Co. $
MN. NARRO~ $
Home Depot : $
'
Salaries $
H:\Users\JEFF\OTC HRA EXPENSES
450.00
1,850.00
950.00
225.00
200.00
400.00
22.98
507.00
50.00
159.00
72.00
105.00
85.00
115.00
60.00
133.34
279.81
225.93
51.00
87.50
41.41
582.41
150.00
30.00
14.83
500.00
298.53
420.00
42.46
9,726.18
.. (' '
OTTERTAIL COUNTY HRA EXPENSES
FOR THE MONTH OF September, 2010
Bank of the West -Office Rent $
City of Fergus Falls -Health Insurance $
Principal Mutual Life Insurance -Retirement $
Otter Tail Telcom $
U.S. Postmast¢r $
MN Benefit Association $
AT & T Mobility $
Dennis Christenson -Mileage $
Jeffrey Gaffaney -Mileage $
Mary Jo Schwarz -Mileage $
City of Pelican Rapids $
City of New York Mills $
City of Henning $
City of Underwood $
Fergus Falls D~ily Journal $
American Famlly Insuranc~ $
Mark Gawors~i -Accounting Fees $
Housing Data ~ysterns $
Pelican Plumbing $
State Farm Insurance Company $
Home Depot $
Sue Bjorklund -mileage $
Lakes Country Service Coop $
..
"
I'
'
t ~-! ' \
' \: !
Salaries $
H:\Users\JEfF\OTC HRA EXPENSES
450.00
1,850.00
950.00
225.00
200.00
400.00
28.69
649.00
43.00
92.00
2J6.63
103.00
51.00
87.50
106.20
582.41
1,000.00
278.90
220.27
100.00
200.00
251.05
390.00
9,699.13
!
October 21, 2010
---•• --· -·--·-. -----·---
FINANCIAL
INSTITUTION
' '""'""'' •-•••-,,_ .. _,,_,_, ... , r•-• ~ ""'' "' ..,...•---~ -•-••-•-•'"'--'P"' ---.--•~••--•• •••••••• -•••••-"'••• I •••
CERTIFICATES
OTTER TAIL COUNTY HRA
INVESTMENT LISTING
FUND----·-r nEscru:rf10N-r 11ruN-ciPAL ·1N'iEru:sT-r --INTEREST
I • RATE ! PAID
. -------. --
--· -,.__ -· .... _ ·-.... ·-·--····---.......... _ .... __ .. -_ .. -_ .. _ l ·-···------• -........ -• • --·j-.. ·--·--··. ··--... _ .. -.. -----
SAVINGS ACCOUNTS 1 ;
I.D. # 41-1518930
-;------------
PURCHASE
DATE
. -~~ --------··-•-----·-----+----·--~---··-. : Section 8 Ad.min i Weekly Money 1 $19,771.10 l .20% i Monthly Account '
: Reserve I Market Savings , #9312-004634
Security State Banlc
~erfil!:S Fall~
Security State Banlc
:fergu_s Falls
I ----I .. -----: -.. ,. I i Public Housing l Commercial Money I $7,032.87 ! .15% Monthly Account
• Security p_~posits I Market • #9312015673
I
I • ' ·---............ ·-·-····---.. ,_ ....... -·-· ··-·--····-·····-···· ·--····-·-·· ................... ,-••· .. --····-· ·····•-··········-·-....... ___ ·····---···r··-······---···-··· ...... -_ ....... .
CHECKING ACCOUNTS ! I
···-···~--•"" i-· .. ~-··----, ... ,~--'-.. >-••·--------.... ·--•-,~--.. ,,-, ---,, ,--·-··· --···-••• I i
Section 8 Existing
Public Housing
MHF A-Loan Account
....... •••• .. ••~rnurn•rnmr ••-,-•••••••• ··•·•••: •• ·• • • • HrH•••-••••--•,.,-., ..... •a" ~•••• •• •a ! Otter Tail County Tax Levy
i NOW Account
r NOW Account
\ NOWAccmint
$33,621.69 I
i
• ' f
I $12,292.83 !
--·----r. -, $12,393.83 f
!
.·-...... ••••• • ..... ·······-···r····-$209~444.ior·········· ....... ····-··· ...... .
i . '
i--' ~~---~ ... +--~------~-+--....... ~ -----___ ,_.._~~---~-------------
l MHF A-HOME Account i NOW Account
----·---+· -~--~---·---
t I
-----r--·~--. ----· 1'""
!
' L -» ............................ _ •• ·-· ••••. ·-.-·" -• .. --•••••••••••••••••••• ·-··· .. -... , -• -'•·-· .......... , •••••••••• ' • --·· ·"····'· ................................. ,........ ........... ••••• ••••••• ••••• • ••••••••••••• •••••••••••• ····"···· -·••--.. ··•"-·•···-...... . .. ............. ·------····.. • ................... <-1 •••••• .:.•~-······::··-•·-· ····-···"·"""·· ............................... ·-i
..
H:\Users\JEFF\INVESTMENT LISTINGS\invest list otc -Aug 2010.doc
MATURITY
DATE
0 EtXJAl HOUG140 O!"f!()RlUNITV
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fax 218-7 36-4 706
ffhra@prtel.com
www.fergusfallshra com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
PROPOSALS FOR REMOVAL OF A/C SLEEVES
AND RESIDING AREAS
I. Henry Price Construction Co . $3,900.00
Fergu Fa ll s, MN
2. Brian Jorgen on Construction Co. $5,378.00
Fergu Falls, MN
______________ Providing Housing Opportunities
'.
Otter Tail County HRA
1151 Friberg A venue
Fergus Falls, . .MN 56537
SCOPE OF WORK
Phone: 218-739-3249
Conta~t: Dennis Christenson
J. AIR CONDITIONING SLEEVES -Remove air conditioning sleeves in all 13 units,
frame in openings, install sheeting,.house wrap and steel siding to match existing as
close as possible. Interior finishing to be fiberglass insulation, vapor barrier, sheetrock,
tape, texture and paint. ***NOTE: Paint entire wall contai11i11g A/C sleeve to give a
better color match.
Materials Labor
JfJ{)-c). ~
Total
Materials Total: ~·::zs-: d1)
Labor Total: ,, . .']~..f',, 0-0
Permit Fee (if applicable): ____ _
Lead Clearance Test (If applicable) __ _
Bid Total:
State Contractor's License Number: -''6,;<-2 .... oa....~------7.__-J-9: ..... .__(-..aa;;_.._/ _____ -_ -_ -_-_ -_-_ -:_ -_ -_ -_ -_ -_ -:_-_ ~_
Lead Supervisor License Number (if applicable) _______________ _
H:\Users\DENNIS\ph scope 8-25-l0.doc
, ..
t, SCOPE OF WORK
Otter Tail County HRA
1151 Friberg A venue
Fergus Falls, MN 56537
Phone: 218-739-3249
Contact: Dennis Christenson
1. AIR CONDITIONING SLEEVES -Remove air conditioning sleeves in all 13 units,
frame in openings, install sheeting, house wrap and steel siding to match existing as
close as possible. Interior finishing to be fiberglass insulation, vapor barrier, sheetrock,
tape, texture and paint. ***NOTE: Paint entire wall containing AIC sleeve to give a
better color match.
Materials r Labor
.,
Firm Name:<~"/~/ // (.._
Signature: _(""', ~=----,,,~~~-------
Address: d/t i'.'.SV1 fJJ~
Phone: t:.<l{f'-,;.,7/);¥ ;.?~<
Total
Qc--o'-;e,
Materials Total: 7..:'J a ..
# j "'° Labor Total: l7j l/~t,.J,.
Permit Fee (ifapplicable): ____ _
Lead Clearance Test (If applicable)
~-. ;,c,P--
Bid Total: 6 1 3 /0 t.
State Contractor's License Number: _ __:.../2-=~:::....·~=--c_? _______________ _
Lead Supervisor License Number (if applicable) ________________ _
H:\Users\DENNIS\ph scope 8-25-10.doc
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
OTTER TAIL COUNTY HRA
BID PROPSALS
I 0/21/ l 0
Multi-Peril Insurance
$ 7,795.00
HRA Office
1151 Friberg Ave
Fergus Falls MN 565 3 7
218-739-3249
Fax 218-736-4706
ffhra@prtel.corn
www.fergusfallshra.corn
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
American Family Insurance
Ed Larrivy, Battle Lake, MN ($830.00 increase from 2010)
2.
Fiscal Audit
Carlson/Highland & Co. LLP
Fergus Falls, MN
$ 6,250.00
($0.00 in crease from 2010)
J-j'\I lsmltJ::FFIQTC I JR A BID PROPS◊ I cfJ'cQViding Housing Opportunities
PHA Board Resolution
Approving Operating Budget
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing -
Real Estate Assessment Center (PIH-REAC)
0MB No. 2577-0026
(exp.12/31/2012)
Public reporting burden for this collection of information is estimated to average 10 minutes per response, including the lime 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 lo
complete this form, unless ii displays a currently valid 0MB control number.
This information 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. HUD reviews the
information to determine if the operating plan adopted by the public housing agency (PHA) and the amounts are reasonable, and that the PHA is in compriance with procedures
prescribed by HUD. Responses are required lo obtain benefits. This information does not lend itself to confidentiality.
PHA ame: Otter Ta il County HRA PHA ode: MN 177
PHA Fiscal Year Beginning: 01 /01 /2011 Board Resolution Num ber: 095
Acting on behalf of the Board of ommissioners of the above-named PHA as its Chairperson, I make the fo llowing
certifications and agreement to the Department of Housing and Urban Development (HUD) regarding the Board's
approval of (check one or more as app licable):
Operating Budget approved by Board reso lution on:
Operating Budget submitted to HUD, if applicable, on:
Operating Budget revision approved by Board resolution on:
D Operating Budget revision submitted to HUD, if app licable, on:
l certify on behalf of the above-named PHA that:
I. All statutory and regu latory requ irements have been met;
DATE
10/21/2010
2. The PHA has sufficient operating reserves to meet the working capital needs of its development ;
3. Proposed bud get expend iture are necessary in the effic ient and economical operation of 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 req ui rement under 24 CFR 968 .11 0(c) and (f); and
6. The PHA will comply with the requirements for access to records and audits under 24 CFR 968.11 0(i).
I hereby certify that all the info rmation stated with in, as well as any information provided in the accompaniment herewith,
if applicab le, is true and accurate.
Warning: HUD will prosecute fa lse claims and statements. Co nviction may result in criminal and/or civil penalties. (I 8
U.S.C. 1001 1010, 10 12.3 1, U.S.C. 3729 and 3802)
Print Board Chairperson's Name: Signature: Date:
Scott E. Rocholl 10/21/2010
Previous editions are obsolete form HUD-52574 (0812005)
Operating Budget U.S. Department of Housing
and Urban Development
0MB Approval No. 2577-0026 (Exp. 10/31/2009)
Summary of Budget Data and Justifications Office of Public and Indian Housing
Public reporting burden forth is collection of information is estimated to average45 minutes per response, including thetimeforrevie_wing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may riot conduct
or sponsor, and a person is not required to respond to, a collection of information unless that collecton displays a valid 0MB control number.
This information is required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information ls the operating budget for the low-income housing program
and provides a summary of proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain specified
amounts. HUD reviews the information to determine if the operating plan adopted by the PHA and the amounts are reasonable and th at the PHA is in comp I ia nee
with orocedures prescribed by HUD. Resoonses are required to obtain benefits. This information does not lend itself to confidentialitv.
Name of Local Housing Authority Locality Fiscal Year Ending
Otter Tail County HRA Fergus Falls, MN
Operating Receipts
Dwelling Rental. Explain basis for estimate. For HUD,aided low-rent housing, other than Section 23 Leased housing, state amount of latest available total
HA monthly rent roll, the number of dwelling units available for occupancy and the number accepted for the same month end. Cite HA policy revisions and
economic and other factors which may result in a greater or lesser average monthly rent roll during the Requested Budget Year. For Section 23 Leased housing,
state the number of units under lease, the PUM lease price, and whether or not the cost of utilities is included. If not included, explain method for payment at
utility costs by HA and/or tenant.
Rent Roll for September/ 2010 = $2,502.00 + 13 Units= 192.46
192.46 x .0148 Inflation Factor= 2.85
192.46 + 2.85 = 195.31
195.31 X 156 = $30,468
Excess Utllltles. (Notfor Section 23 Leased housing.) Check appropriate spaces in item 1, and explain "Other". Under item 2, explain basis fordetemiining
excess utility consumption. For example, Gas; individual check meters at OH-100-1, proration of excess over allowances at OH-100-2, etc. Cite effective date
of present utility allowa_nces. Explain anticipated changes in allowances or other factors which will cause a significant change in the total amount of excess
utility charges during the Requested Budget Year.
1. Utility Services Surcharged:
2. Comments
NONE
Gas D Electricity D Other D (Specify) _______________ _
Nondwelling Rent. (Notfor Section 23 Leased housing.) Complete Item 1, specifying each space rented, to whom, and the rental terms. For example: Community
Building Space -Nursery School -$50 per month, etc. Cite changes anticipated c:luring the Requested Budget Year affecting estlmated Non-dwelling Rental Income.
1.
2. Comments
NONE
Space Rented
Previous editions are obsolete
ToWhom
Page 1 of4
Rental Terms
form H UD-52573 (3/95)
ref Handbooks 7475.1
Interest on General Fund Investments.State the amount of present General Fund investment and the percentage oflhe General Fund it represents. Explain
circumstances such as increased or decreased operating reserves, dwelling rent, operating expenditures, etc., which will affect estimated average monthly
total investments in the Requested Budget Year. Explain basis for distribution of Interest income between housing programs.
Interest Income -$25.00
Other Comments On Estimates of Operating RecelptsGlve comments on all other significant sources of Income which will present a clear understanding
of the HA's prospective Operating Receipts situation during the Requested Budget Year. For Section 23 Leased housing explain basis for estimate of utility
charges to tenants.
Other Income -$150.00
Operating Expenditures
Summary of Staffing and Salary Data
Complete the summary below on the basis of information shown on form HUD-52566, Schedule of All Positions and Salaries, as follows:
Column (1) Enter the total number ofposilions designated with the corresponding account line symbol as shown In Column (1), form HUD-52566.
Column (2) Enter the number of equivalent full-time positions allocable to HUD-aided housing in management. For example: A HA has three 'A-NT" posHions
allocable to such housing at the rate of 80%, 70%, and 50% respectively. Thus, the equivalent full-time positions is two. (8/10 + 7/10 + 5/10).
Column (3) Enter the portion oftotal salary expense shown in Column (5) or Column (6), form HUD-52566, allocable to HUD-aided housing in management, other
than Section 23 Leased housing.
Column (4) Enter the portion of total salary expense shown In Column (5) or Column (10), form HUD-52566, allocable to Section 23 Leased housing in management.
Column (5) Enter the portion oflotal salary expense shown in Column (5) or Column (7), form HUD-52566, allocable to Modernization programs (Comprehensive
Improvement Assistance Program or Comprehensive Grant Program).
Column (6) ·Enter the portion of total salary expense shown In Column (5) or Column (9), form HUD-52566, allocable to Section 8 Programs.
Note: The number of equivalent full-lime positions and the amount of salary expense for all positions designated "M" on form HUD-52566 must be equitably
distributed to account lines Ordinary Maintenance and Operation-Labor, Extraordinary Maintenance Work Projects, and Betterments and
Additions Work Projects.
HUD-Aided Management Program
Equivalent Salary Expense
Total Number Full-Time Sectlon23 Leasec Modernization Section8
Account Line of Positions Positions Management Housing Only Programs Program
(1) (2) (3) (4) (5) (6)
Administration-Nontechnical Salaries 1 3 .37 14,400
Administration-Technical Salaries1
Ordinary Maintenance and Operation-labor1
Utilities-Labor1 2 .12 4,100
Other (Specify) (Legal. etc.)1
Extraordinary Maintenance Work Projects2
Betterments and Additions Work Projects2
1 Carry fol'V,fard to the appropriate line on HUD-52564, the amount of salary expense shown In Column (3) on the corresponding line above. Carry forward to the
appropriate line on HUD-52564 (Section 23 leased Housing Budget), the amount of salary expense shown In Column (4) on the corresponding line above.
2 The amount of salary expense distributed to Extraordinary Maintenance Work Projects and to Betterments and Additions Work Projects is to be included in the
cost of each individual project to be performed by the HA Staff, as shown on form HUD-52567.
Previous editions are obsolete Page2 of4 form HUD-52573 (3/95)
ref Handbooks 7475.1
Specify all proposed new.positions and all present positions to be abolished in the Requested.Budget )(ear. Cite prior HUD concurrence in proposed staffing
.changes or present justification for such changes. Cite prior HUD concurrence in proposed salary increases for Administration Staff or give justification and
pertinent comparability Information. Cite effective date for current approved wage rates (form HUD-52158) and justify all deviations from these rates.
,Budget based on proposed 2011 salary rates to be effectfve 1-1-11. Also included copy of HUD·approved maintenance wage rate schedule.
Travel, P.ubllcations, Membership Dues imd Fees, Telephone and Tel~graph, and Sundry. In addition to • Justification for travel to Conventions and
Meetings" sh9wn on form HUD-52571, give ah explanation of substantial Requested.Budget Year estimated increases over the PUM rate of expenditures for
these accounts in the Current Budget Year. Explain basis for allocation of each element of these expenses.
Legal-250
StaffTraining-500
Travel-700
Accounting -1,900
Audit-2,100
Other Administrative Costs
Publications -400
Dues & Fees -300
Telephone -650
Office Rent -650
Supplies -600
Sundry -1,200
Total 3,800
Utllities. Give an explanation of substantial Requested Budget Year estimated Increases over th,a PUM rate of expenditures for each utility service in the
Current Budget Year. Describe and state estimated cost of each element of "Other Utilities Expense."
Eiectricity -1 Sci
Gas-150
Water-125
Sewer-. 125
Total 550
Ordinary Maintenance,& Operation-Materials. Give an expfanation ·of substantial Requested Budget Year estimated increases over the PUM rate of
expenditures for materials in the Current Budget Year.
Materials & Misc. -2,000
Ordlnafy Maintenance & Operation-Contract Costs. List each ordinary maintenance and operation service contracted for and give the estimated cost
for each. Cite and justify new contract services proposed for the Requested Budget Year. Explain substantial ~equested Budget Year Increases over the PUM
rate of expenditure for Contract Services in the Current Budget Year. If LHA l)as contract for maintenance of elevator cabs, give contract cost per cab.
Softner Sall -500
Lawn Fertilizer & Spraying -1,000
Plumbing/Elect./Htg./AC -4,000
Carpet Cleaning -750·
Computer Maintenance.-250
Misc. Contracts -5,000
Total 11,500
Previous editions are obsolete
Garbage Service -800
Page3of4 form HUD-52573 (3/95)
refHandbooks 7475.1
....
Insurance; Give an explanation of substantial Requested Budget Year estimated increases In the PUM rate of expenditures for insurance over the Current
Budget Year. Cite changes in coverage, premium rates, etc.
MultisPetiJ Insurance -7,800
Fidelity Bond -400
Workers Comp. -1,200
Errors & Omissions -250
Office Insurance -500
Total 10,150
Employee Benefit Contributions, List all Employee Benefit plans participated in. Give justification for all plans to be instituted in the Requested Budget Year
for which prior HUD concurrence has not been given.
Health Insurance -
Retirement "
Dental Insurance -
Life .Insurance -
LTD,
Social Security-
Total
5,400
3,800
600
600
300
1,415
12,115
Collection Losses. State the number of tenants accounts receivable to be written off and the number and total amount of all accounts receivable for both
present and vacated tenants as of the moil th in which the estimate was computed.
Losses-500
Extraordinary Maintenance, Replacement of Equipment, and Betterments and AdditlomCite prior HUD approval orgivejustificatfon for each nonrouline
work project included in the Requested Budget and for those for future years which make up the estimate on form HUD-52570. Justifying information
incorporated on or attached to form HUD-52567 need not be repeated here.
Painting-
Floor coverings -
Total
1,500
2,500
4,000
Contracts. List all contracts, other than those listed on page 3 of this form under Ordinary Maintenance & Operation (OMO). Cite the name of the contractor,
type of contract, cost of contract, and contract period. Justification must be provided for all contract services proposed for.the Requested BudgetYear(RBV).
Explain substantial RBY increases over the PUM rate of expenditure for these contracts in the Curr~nt Budget Year.
Other General Expenses
500
Previous editions are obsolete
Tenant Services
350
Page 4 of4 form HUD-52573 (3/95)
ref Handbooks 7475.1
Public Housing Operating Budget:
PHANAME OTTER TAIL HRA
ADDRESS 1151 Friberg Ave. Fergus Falls, MN 56537
Fiscal, Year'End 12/31/2011
# Of ACCUnits 13
# Of Unit.Months 156
ACC# C-4121 --HUD MN# MN177000001
DUNNS # 138122739 • ·o--;tim~ted'' le'~;"'"'~;~
)J •• ~i(Jilttt . -'"J~j
Operating Income: '
3110 Dwelling Rental $ 30,468.00 $ 21,676.00
3120 Excess Utilities
3190 Non Dwelling Rental
3610 Investment Income $ 25.00 $ 25.00
3690 Other' Income, Tenant Charges Etc. $ 150.00 $ 100.00 -Total Operatingfocome $ 30,643.00 $ 21,801.00_
Operating Expenditures:
-,..-~.--:-....... ~
Administrative ·-4UO Salaries $ 14,400.00 $ 13,430.00
4120 Compensated.Absences $ 3,800.00 $ 3,750.00 .. 4130 Legal Expenses $ 250.00 $ 500.00
4140 Staff Training $ 500.00 $ 500.00
4150 Travel Expense $ 700.00 $ 800.00
4170 Accounting Fees $ 1;900.00 $ 1,800.00
4171 Audit Expense $ 2,100.00 $ _ 2,100.00 _
4190 Other Administrative Costs $ 3,800;00 $ ~1i90,0_9.
Total Administrative $ 27,450.00 $ ------· _ 26,280.00 ..
-------~~~ ~ i .---~..------• ---,---: .. Maintenance ----,-~
4,100.00
.----·-~•~-·-
.c.,,;c 4410 Labor (_Sala~ies) $ $ 3,743;00. --· ---:---
4420 Maintenance Materials. $ 2;000.00 $ 1,500.00
4430 Maintenance Contracts: $ '11,500.00 $ 11,000,00
4431 Garbage Service $ 800.00 $ 750.00
Total Maintenance $ 18,400.00 $ 16,993.00_ .
---~ ,-------~-::--
Utilities --·---~---
4310 Water $ 125.00 $ 100.00
•-e--•~
4320 Electricity $ 150.00 $ 150.00
4330 Gas $ 150.00 $ 150.00
4340 Fuel Oil ..
4390 Sewer $ 125.00 $ 100.00
4391 Assessments
Total Utilities ,$ 550.00 $ 500.00
" Protective Services ----, ' --··----·~-·-,.--•~-,---.-.. ...
4460 Security Labor ... ·--~ -~-... ---------.--------------+ 0 • _---
4480 Contracted Services I -----+~.~~----.. -r--------.. --
4470 Materials i -. ·-Total Protective Services $ -$ -
·-· Tenant Services
A210 Resident Services Salaries -4220 Materials, Recreation, Publications $ 350.00 $ 325.00
H:\Users\JEFF\OTC Pub Hsg Operating Budget -12-31-2011 2
Public Housing Operating Budget:
4230 Resident Service Contracts ---------Total Tenant Services $ 350.00 $ 325.00 ·--
·-General Expenses
4510 Insurances $ 10,150.00 $ 9,350.00
4520 Payment in Lieu of Taxes $ 2,911.00 $ 2,118.00
4530 Terminal Leave Payments
4540 Employee Benefits $ 12,115.00 $ 11,814.00
4570 Collection Losses $ 500.00 $ 500.00 -·-4590 Other General Expenses $ 500.00 $ 1,275.00
Total General Expenses $ 26,176.00 $ 25,057.00
Non Rountine Expenditures
4610 Extraordinarv Maintenance $ 4,000.00 $ 3,500.00
7520 Replacement of Non Expendable
Equipment
7540 Property Betterments And Additions
Total Non Routine Expenditures $ 4,000.00 $ 3,500.0~_
Total of All Expenditures For Year $ 76,926.00 $ ·--·-72,655.00
.. -Cash Flow {Deficit) $ (46,283.00) $ (50,854.0~_} ---~
-HUD Contributions
8020 HUD Operating Subsidy $ 32,000.00 $ 34,490.00
3620 Capital Fund Transer For Operations $ 10,000.00 $ 19,766.00
Other Cash:
Current Cash Reserves $ 16,500.00 $ 16,583.00
Total HUD & Other Contributions $ 58,500.00 $ 70,839~Q_
. --
Net Cash Flow (Deficit) $ 12,217.00 $ 19,985.00
H:\Users\JEFF\OTC Pub Hsg Operating Budget-12-31-2011 2
'--
2011 OTTER TAIL COUNTY BUDGET COMMITTEE:
I. Preparing Small Cities Development Grant Applications.
Used 2008 Tax Levy Funds to prepare a combined housing rehab application for the
Cities of Deer Creek and Parkers Prairie. Will complete 19 owner occupied homes with
$389,121. The HRA has committed Tax Levy Funds as a matching requirement.
Used 2009 and 2010 Tax Levy Funds to prepare two combined applications. Both
applications were funded. One for the cities of Pelican Rapids and Erhard and the
townships of Pelican and Erhards Grove ($773,940) and one for the Cities of New York
Mills and Bluffton and the Townships of Newton and Bluffton ($857,740). The HRA
has committed Tax Levy funds as a matching requirement.
The HRA is using 2010 and will use 201[ Tax Levy Funds to complete preparation of
an application for the Cities of Battle Lake, Clitherall and Clitherall Township to do 22
Owner Occupied homes and 14 Commercial projects totaling $887,000.00.
The HRA will also suomit a "Short Form" application requesting additional funds for 8
Homeowners ($ I 84,000) in Parkers Prairie and Deer Creek as an extension of the
program funded in 2008.
2. Expanded Homeowner Rehab Loan program to meet increased demand for emergency
home repairs (roofs, wells, septic systems, etc.). Other agencies unable to fund these
types of improvements.
2010 Homeowner Rehab Loan Program -Completed 22 projects to date using
approximately $155,000.00.
3. Use Rental Rehab Program to meet demand for rental units that qualify for HRA rental
assistance Program.
• 2010 Rental Rehab Loan Program -Working on 7 rental units.
4. Section 8 Voucher Program/General Administration -To date (2010) we have used
approximately $85,032 to supplement the Section 8 Voucher Program and General
Administration of Otter Tail County administered rehab programs. This is due largely to
Federal reductions in administrative program funds.
H:\Usecs\DENNIS\CO COMMISSIONERS 9-7-20 JO.doc
PREVIOUS SMALL CITIES GRANTS
ADMINISTERED SINCE 1997
Year Cities Rehabbed
1997-1999 Eastern, Parkers Prairie, 48 homes rehabbed
Elmo and Woodside Townships
1999-2001 City of Perham 23 homes
27 rental units
23 commercial buildings
2000-2002 City of Henning 35 homes rehabbed
2002-2004 City of Battle Lake 33 homes rehabbed
2004-2007 City of Urbank 20 homes rehabbed
2004-2007 City of Underwood 24 homes rehabbed
2005-2007 City of Fergus Falls 23 homes rehabbed
8 rental units
2005-2007 All of Otter Tail County 22 homes rehabbed
2007-2009 City of Pelican Rapids 20 homes rehabbed
(Target numbers) 12 rental units
19 commercial buildings
2008-2010 Cities of Parkers Prairie, Deer Creek 19 homes rehabbed
2009-201 1 Cities of Pelican Rapids & Erhard 22 homes rehabbed
(Target numbers) 10 commercial buildings
2009-2011 Cities of New York Mills & Bluffton 21 homes rehabbed
(Target numbers) 15 rental units
5 commercial buildings
Above amounts do not include local and other leverage funds.
H:\Users\DE IS\CO COMMISSIONERS 9-7-2010.cloc
Amount
$600,000
$890 000
$460,000
$480,000
$285,000
$393,000
$480,000
$454,000
$992,000
$389,121
$773 ,940
$857,740
I
.
HRA TAX ~EVY HOM~ REHAB PROJECTS
DONE TO DATE IN 2010
OWNER WORK
<' ' •. ':';•, ,, --" .,
. -,, ...... '! ... ':·'.,.~=.f'c, . ;, ·.! :. , .. ,,_.,.,, .........
I. Clitherall Well & Septic
2. Deer Creek Roof
3. Parkers. Prairie Roof & Windows
4. Battle Lake Well
5. Pelican Rapids Well
6. Henning Roof
7. Parkers Prairie Roof
8. Deer Creek Plumbing & Heating
9. Pelican Rapids Septic
10. Pelican Rapids Roof
11. Deer Creek Roof
12. Henning Septic
13. Otter Tail Roof
14. New York Mills Well
15. Dent Roof
16. Battle Lake Well
17. Deer Creek Roof
18. Perham Roof
19. Fergus:Falls Well
20. Clitherall Plumbing & Heating
21. New York Mills Roof & Windows
22. Perham Roof
RENTAL
Working on 7 units to date in 2010.
Landlords that participate in the Section 8 Voucher Program must make improvements to
their units to keep'. them qualified for low income tenants to continue receiving assistance.
The Rental Rehab;Program helps make the properties financially viable for the owners and
livable for the tenants.
H:\Users\DENNIS\CO COMMISSIONERS 9-7-2010.doc
j ~· ,;/-~ 1 r01 Fe1rgus i\CaHls/Otter Taal Couimty HRA
,. g;.i;,~i'i;ff/~, 'j Housing & Redevelopment Authority
Otter Tail County HRA
Section 8 Voucher Rental Assistance Pro gram
140 Vouchers
2010 $442,012
2009 $489,766
2008 $457,298
2007 $420,012
2006 $424,932
2005 $422,461
2004 $418,132
2003 $417,907
HRA Office
1151 Friberg Ave
Fergus Falls MN 5'6537
218,739-3249
Fax 218-736-4706
ffhra@prtel.com
www.fergusfall~hra.c.om
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
;;::·,,•·-==·· :=·:::.:··-;:.l;-ttlfil'W~•e:lllcs\1.rnEFF\offl.ll!JlcU::wUl!!uc~he~Ci rui.docc;::·-=-"'·-=·===-=-Providing Housing Opportunities =============·
Otter Tail County HRA
Fully Taxc1ble 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 $38 ,511 not to exceed allowable maximum
Assumptions -
1. The taxable value of the district does not change.
::ioo9r
_A e()\'c"'ed
6,434 ,106,300
2,032,800
6,436,139,100
-:11
0.0144%
926,511
280,000
30.22%
356,000
432,000
508,000
584,000
660,000
736,000
812,000
888,000
926,511
.2vt>~ ;)O)C a..o II
App1-o,c2,c:\ A..iP•'~Vfil-~ f:<1J•<i!:S.-\,e.cl
O~ii~ /o .,.0/ 8'57o .,o/8S-9'o
:ff ~s7,c::oo -ffy1~,ovc -'t41~1oov
30%, 35"Jh ZS~0
Option 2 -Increase Percent of Maximum Allowable
Line 15 by 5% a Year until Maximum Allowable is Reached
2009
2010
2011
2012
2013
201 4
2015
2016
2017
2018
2019
2020
2021
2022
·only 4.78% -not to exceed allowable maximum
5.00%
Sdfe 35.22%
3S_90 40.22%
35"(i, 45.22%
c, 50.22%
55.22%
60.22%
65.22%
70.22%
75.22%
80.22%
85.22%
90.22%
95.22%
100.00%
326,326
372,651
418,977
465,302
511 ,628
557,953
604,279
650,605
696,930
743,256
789,581
835,907
882,232
926,520
35?,0~3
41~, 000 ~•~, ooo
• ' I
Program
MBFA Deferre'1 Loans -Phase XV
Rental Rehab -2010 Program
OTC TaxLevy-Homeowner (2010)
OTC Tax Levy -Rental (2010)
2011 SCDf Full Applications (2)
SCDP: Parkers Prairie/Deer Creek (16 homes)
SCDP: Pelican Rapids/Erhard/Erha:rd.'s
Grove Twshp/Pelican Twshp (22 homes)
SCDP: Pelican Rapids/Erhard/Erhard~s
Grove Twshp/Pelican Twshp (10 com!fter.)
SCDP: New York Mills/Blufflon/
Newton Twshp/Bluffton Twsbp (21 homes)
SCDP: New York Mills/Bluffton/
Newton Twshp/Bluffton Twshp (5 comm~t)
SCOP: New.York J.\ilills/Blufflon/
Newton Twshp/Bluffton T"':"shp (15 rental)
Otter Tail County HRA
Rehabilitation Projects Update
October 21, 2010
Rehab "'
Appll.~ations In Process Inspected Bidding In Complete.
Progress
7 1. 7 0 3 3.
0 Progrl!]ll will not start until.2011
27 0 27 1 10 16
2 1 1 0 0 1
Baffle Lake (Pre-App) and Parkers Prairie (Short Form)
Pre-application and Short Form have been submitteg. E,c:pect to receive
notificatiop_ by November 18, 201 o·ifinvited for Full Application ..
19 0 19 J 3 15
9 3 7 3 3 ·o
4 0 4 ,.$ 1 0
7 4 4 1 2 0
3 0 3 1 2 0
4 1 3 3 0 0
6·
$136,189;55
..
OTC UMA UML
January 140 126
February 140 130'
March 140 140
April 140 142
May 140 143
June 140 146
July 140 145
Aui:1ust 140 143
September 140 l/"136
October ,_
November
December
YTD 1,260 1,125
NRABalance as.of 1/1/2010:
ABAYTD:
Less HAP Expenditures YTD:
= Remaining NRA YTD:
CY Eligibility:
Remaining CY Eligibility:
CY Months Remaining:
)
leasing%
90.00%
92.86%
100.00%
101.43%
102.14%
104.29%
103.57%
102.14%
97.14%
#VALUE!
#VALUE!
#VALUE!
89.29%
Monthly CY Eligibility Remaining:
Unit Months Available CY:
Unit Months Leased CY:
Unit Months Remaining CY:
Monthly Units Remaining CY:
Unit Months Funding Would Support:
Monthly Units Funding Would Support:
Minimum of Available or Supportable:
ITT~E¥:'lkft~pl0l~Q~::} ~~·'.$~1Hkf-~rt!~fllii>~
$330,813
$364,365
-$33,552
$25,882
555
185
240
80
Minimum of Available or Supportable Montt
240
80
ABA
Utilization
ABA HAP % PUC
$ 36,757 $ 35,518 96.63% $ 282
$ 36,757 36,724 99.91% 282.49
$ 36,757 39,812 108.31% 284.37
$ 36,757 45,06_7 122.61% 317.37
36,757 40,388 109.88% 282.43
36,757 44,421 120.85% 304.25
36,757 42,939 116.82% 296.13
36,757 41 ?RR 112.33% 288.73
36,757 ( 38,20~ I 103.95% 280.94
#VALUE! #VALUE!
#VALUE! #VALUE!
#VALUE! #VALUE!
$330,813 $364,365 110.14% $ 323.88 1
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
AUGUST & SEPTEMBER, 2010
Transfers Out
AnnualRecerts
Interim Recerts
Portability Move-In
Portability Move-Out
End Participation
New Admissions
Recert Inspections
Shop Mode/ARS
Waiting List/To Date
Vouchers Issued
Applications I/P
Ports In Pending
Ports Out Pending
Ports Out Paid
Ports Received
In-House Transfers
ELI%
2
31
40
0
0
5
4
24
1
217
1 (Shop)
0
0
6 Requests
13/$5,988.00
3/$812.00
0
100%
OTTER TAIL COUNTY PUBLIC HOUSING
FAMILY UNITS
BOARD REPORT
13 Family units
Augusf 2010
Rents Payable $2,979.00
Rents Collected $2,202.00
Late Fees Charged $ 0.00
Late Fees Collected $ 25.00
Late Fees Outstanding $ 0.00
Vacancies 0
Waiting List
2Bedroom 9
3 Bedroom 14
4 Bedroom 0
H:\Users\Pam\Board Reports\OT County -Board Report.doc
OTTER TAIL COUNTY PUBLIC HOUSING
FAMILY UNITS
BOARD REPORT
13 Family units
September 2010
Rents Payable $2,976.00
Rents Collected $3,431.00
Late Fees Charged $ 0.00
Late Fees Collected $ 0.00
Late Fees Outstanding $ 0.00
Vacancies 0
Waiting List
2Bedroom 13
3 Bedroom 16
4Bedroom 0
Received notice to vacate for unit in NY Mills for Oct 31 5\
working on applicants for this unit Lease termination for
October 31, informal hearing held Oct 19th. Working on
applicants for this unit.
After a fami ly moves out, the Otter Tail County Housing Authority will return the
security deposit within 21 calendar days to the last known address or give the family a
written statement of why all or part of the security deposit is being kept. The rental unit
must be restored to the same conditions as when the family moved in, except for normal
wear and tear. Deposits will not be used to cover normal wear and tear or damage that
existed when the family moved in.
If State law requires the payment of interest on security deposits, it shall be compli ed
with.
The Otter Tail County Housing Authority will be considered in compliance with th e
above if the required payment, statement, or both, are deposited in the U.S. mail wi th first
class postage paid within 2 1 days.
20.5 GRIEVANCE PROCEDURE
1.0 RIGHT TO A HEARIN G
Upon the filing of a written request as provided in these procedures, a resident shall be
entitled to a hearing before a Hearing Officer.
2.0 DEFINITIONS
For the purpose of thjs Grievance Procedure, the foll owing definitions are applicable:
A. "Grievance" shall mean any di pule which a resident may have with respect to
the Otter Tail County Housing Authority's action or failure to act in accordance
with the individual resident's lease or Authority regulations which adversely
affect the individual resident's rights, duties, welfare or status. Grievance does not
include any dispute a resident may have with the Authority concerning a
tennination of tenancy or eviction that involves any criminal activity that
threatens the health, safety, or right to peaceful enjoyment of the Authority's
public housing premises by other residents or employees of the Authority; or any
drug-related and/or criminal activity on or off the premises, not j ust on or near the
premises. Nor shall this process apply to disputes between residents not involving
the Otter Tail County Housing Authority or to class grievances. The Grievance
Procedure is not a forum for initiating or negotiating policy changes between a
resident, group, or groups of Residents and the PH A's Board of Commissioners.
B. "Complainant" shall mean any resident whose grievance is presented to the
Otter Tail County Housing Authority or at the development management office in
accordance with secti ons 3.0 and 4.0 of this procedure.
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C. "Elements of Due Process" shall mean an eviction action or a termination of
tenancy in a State or local court in which the fo llowing procedural safeguards are
required:
I. Adequate notice to the resident of the grounds for tenninating the tenancy
and for eviction;
2. Right of the resident to be represented by counsel;
3. Opportunity for the resident to refute the evidence presented by the
Authority includi ng the right to confront and cross examine witnesses and
to present an y affim1ati ve legal or equitable defen e which the resident
may have; and
4. A decision on the merits.
D. "Hearing Officer" shall mean a person selected in accordance with section 4.0
of these procedures to hear grievances and render a decision with respect thereto.
E. "Resident" shall mean the adult person (or persons) other than a live-in aide:
1. Who resides in the unit and who executed the lease with the Otter Tail
County Housing Authority as lessee of the premi ses, or, if no such person
now resides in the premises,
2. Wl10 resides in the unit and who is the remaining head of household of the
resident family residing in the unit.
F. "Resident Organization" incl udes a resident management corporation.
G. "Promptly" (as used in section 3.0, and 4.0 (D)), shall mean within the time
peri od indicated in a notice from Otter Tail County Housing Authority of a
proposed action which would provide the basis for a grievance if the resident has
received a notice of a proposed action from the agency.
3.0 INFORMAL SETTLEMENT OF GRIEVANCE
Any grievance must promptly be personally presented verball y 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 th e development in whi ch the resident resides so that the grievance may
be discussed informally and settled without a hearing. A summary of such discussion
shall be prepared within five (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 specifi c reasons therefore, and shall specify the procedures by which a
hearing und er these procedures may be obtained if the resident is not satisfied .
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4.0 PROCEDURES TO OBTAfN A HEARfNG
4.1 REQUEST FOR HEARING
The resident shall submit a written request for a hearing to the Authority or the
development office within fi ve (5) business days from the date of the mailing of the
summary of the discussion pursuant to section 3.0. If complainant wishes to raise a
request fo r reasonable accommodation, such request must be made and included in the
written request for a hearing. Requests for reasonable accommodation received any time
after the hearing request is made will be considered "untime ly" and will not be granted.
The written request shall specify:
A. The reasons for the grievance; and
B. The action or relief sought.
4.2 SELECTION OF A HEARING OFFICER
A grievance hearing shall be conducted by an imparti al person appointed by the OTTER
TAIL COUNTY Housing Authority other than a person who made or approved the action
under review or a subordinate of such person. The Hearing Officer will not be
responsible for determining whether or not a Complainant request for reasonable
accommodation should be granted. Requests fo r reasonable accommodation made, for
the first time, during the hearing will not be granted. The Hearing Officer will regulate
the conduct of the hearing in accordance with the OTTER TAIL COUNTY housing
authority's hearing procedures.
4.3 FAILURE TO REQUEST A HEARING
If the resident does not request a hearing in accordance with this section, then the Otter
Tail County Housing Authority's disposition of the grievance under section 3.0 shall
become fin al. However, failure to request a hearing does not constitute a waiver by the
resident of the right thereafter to contest the Otter Tail County Housing Authority's action
in di sposing of the complaint in an appropriate judicial proceeding.
4.4 HEARING PREREQUISITE
All gri evances shall be promptly presented in person in writing, pursuant to the informal
procedure prescribed in section 3.0 as a conditi on precedent to a hearing under this
Section. However, if the resident can show good cause why there was failure to proceed
in accordance with section 3.0 to the Hearing Officer, the provisions of this subsecti on
may be waived by the Hearing Officer.
4.5 ESCROW DEPOSIT
Before a hearing is scheduled in any grievance involving the amount ofrent as defined in
the lease which the Otter Tail County Housing Authority claims is due, the resident shall
H:\USERS\AGENCY PLAN\ACOP OTC 2010-2011.DOC 80 REVISED 6-1 7-2010
pay to the Otter Tail County Housing Authority an amount equal to the amount of the
rent due and payable as of the first of the month preceding the month in which the act or
failure to act took place. The resident shall thereafter deposit monthly the same amount of
the monthly rent in an escrow account held by the Otter Tail County Housing Authority
until the complaint is resolved by decision of the Hearing Officer. Amounts deposited
into the escrow account shall not be considered as acceptance of money for rent during
the period in which the grievance is pending. In extenuating circumstances, the Otter Tail
County Housing Authority may waive these requirements. Unless so waived, the failure
to make such payments shall result in a tennination of the grievance procedure. However,
failure to make payment shall not constitute a waiver of any right the resident may have
to contest the Otter Tail County Housing Authority's disposition of his grievance in any
appropriate judicial proceeding.
4.6 SCHEDULING OF HEARINGS
Within ten (10) business days when the Otter Tail County Housing Authority receives a
request for a hearing, the Housing Authority will contact the Hearing Officer and
promptly schedule a hearing for a time and place reasonably convenient to both the
resident and the Otter Tail County Housing Authority. A written notification specifying
the time, place and the procedures governing the hearing shall be delivered to the resident
and the appropriate agency official. If the initial date and time for the hearing is not
acceptable, the applicant/participant must contact the HRA, prior to the date and time of
the scheduled hearing. Only one additional attempt will be made to reschedule the
hearing. If the HRA does not hear from the family prior to the hearing it will be
assumed that the applicant/participant plans to attend. The Hearing Officer may consider
that the applicant/participant is in default if he/she does not appear within fifteen (15)
minutes after the starting time of the hearing and the HRA actions will stand.
5.0 PROCEDURES GOVERNING THE HEARING
The resident shall be afforded a fair hearing, which shall include:
A. The opportunity to examine before the grievance hearing any Authority
documents, including records and regulations that are directly relevant to the
hearing. The resident shall be provided a copy of any such document at the
resident's expense. If the Otter Tail County Housing Authority does not make the
document available for examination upon request by the resident, the Otter Tail
County Housing Authority may not rely on such document at the grievance
hearing.
B. The right to be represented by counsel or other person chosen as the resident's
representative and to have such person( s) make statements on the resident's
behalf and at the resident's expense;
C. The Otter Tail County Housing Authority may, at its own expense, retain and be
represented by legal counsel.
H:\USERS\AGENCY PLAN\ACOP OTC 2010-2011.DOC 81 REVISED 6-17-2010
D. The right to a private hearing unless the resident requests a public hearing;
E. The right to present evidence and arguments in support of the resident's
complaint, to controvert evidence relied on by the Authority or development
management, and to confront and cross examine all witnesses upon whose
testimony or information the Otter Tail County Housing Authority or
development management relies; and
F. A decision based solely and exclusively upon the facts presented at the hearing.
The Hearing Officer may render a decision without holding a hearing if the
Hearing Officer determines that the issue has been previously decided at another
hearing.
The hearing shall be conducted infonnally by the Hearing Officer and oral and
documentary evidence pertinent to the facts and issues raised by the Complainant
and/or PHA may be received without regard to admissibility under the rules of
evidence applicable to judicial proceedings. The Hearing Officer shall require
the PHA, the Complainant, counsel and other participants or spectators to
conduct themselves in an orderly fashion. Failure to comply with the directions
of the Hearing Officer to obtain order may result in exclusion from the
proceedings or in a decision adverse to the interests of the disorderly party and
granting or denial of the relief sought, as appropriate.
If either the resident or Authority fails to appear at a scheduled hearing, the
Hearing Officer may postpone the hearing for up to five business days or
determine that the missing party has waived their right to a hearing. Both the
Otter Tail County Housing Authority and the resident shall be notified of the
Hearing Officer's decision. This decision shall not waive a resident's right to
contest the disposition of the grievance in an appropriate judicial proceeding.
G. At the PHA's request, the Complainant shall provide the PHA with copies of all
documents and evidence relevant to the hearing that will be used by Complainant
and/or Complainant's representative as evidence during the hearing. The PHA
will require that these documents and all evidence be provided to the Otter Tail
County Housing Authority at least 48 hours prior to the date and time of
requested hearing. If the Complainant does not make the document available for
examination upon request by the PHA, the Complainant may not rely on such
document at the Grievance Hearing. At the PHA's request, the Complainant
shall provide the PHA with information regarding the scope and relevancy of the
testimony of Complaint's witness( es). The PHA is entitled to cross exan1ine all
witnesses upon whose testimony or infonnation the Complainant relies.
H. Sometimes counsel for resident or resident will object to evidence as being
"hearsay". The admissibility and the weight to be given evidence objected to as
hearsay is within the sole discretion ofilie Hearing Officer.
H:\USERS\AGENCY PLAN\ACOP OTC 2010-2011.DOC 82 REVISED 6-17-2010
a. All evidence presented by either side should be relevant to the issues at the
hearing. The Hearing Officer may exclude. evidence that does not relate to the
specific issues being considered.
The hearing will be closed at the end of the hearing unless there is agreement, by
both parties, that one or both may submit evidence at a later date or respond to
evidence submitted by the other side. If the hearing record is closed at the end of the
hearing, the Hearing Officer's decision will be based solely on evidence presented at
th~ hearing. Evidence allowed at a later date, as agreed upon by both parties must be
relevant to the subject agreed upon by both parties.
The following accommodation will be made for persons with disabilities:
A. The Otter Tail County Housing Authority shall provide reasonable
accommodations for persons with disabilities to participate in the hearing.
Reasonable accommodations may include qualified sign language interpreters,
readers, accessible locations, or attendants. •
B. If the resident is visually impaired, any notice to the resident that is required by
these procedures must be in an accessible format.
6.0 INFORMAL HEARING PROCEDURES FOR DENIAL OF ASSISTANCE ON THE
BASIS OF INELIGIBLE IMMIGRATION STATUS
The participant family may request that the Otter Tail County Housing Authority provide
for an informal hearing after the family has notification of the INS decision on appeal, or
in lieu of request of appeal to the INS. The participant family must make this request
within 30 days of receipt of the Notice of Denial or Termination of Assistance, or within
30 days ofreceipt of the INS appeal decision.
7.0 DECISION OF THE HEARING OFFICER
The Hearing Officer shall prepare a written decision, together with the reasons therefore,
within fourteen (14) calendar days after the hearing. A copy of the decision shall be sent
to the resident and the Otter Tail County Housing Authority. The Authority shall retain a
copy of the decision in the resident's folder. A copy of such decision with all names and
identifying references deleted shall also be maintained on file by the Otter Tail County
• Housing Authority and made available for inspection by a prospective complainant, his
or her representative, or the Hearing Officer.
The decision of the Hearing Officer shall be binding on the Otter Tail County Housing
Authority who shall take all actions, or refrain from any actions, necessary to carry out
the decision unless the Otter Tail County Housing Authority's Board of Commissioners
determines within reasonable time, and promptly notifies the complainant of its
determination, that:
H:\USERS\AGENCY PLAN\ACOP OTC 2010-2011.DOC 83 REVISED 6-17-2010
A. The grievance does not concern Otter Tail County Housing Authority action or
failure to act in accordance with or involving the resident's lease or Authority
regulations, which adversely affect the resident's rights, duties, welfare or status;
B. The decision of the Hearing Officer is contrary to applicable Federal, State, or
local law, Authority regulations, or requirements of the Annual Contributions
Contract between the Authority and the U.S. Department of Housing and Urban
Development.
A decision by the Hearing Officer or Board of Commissioners in favor of the Otter Tail County
Housing Authority or which denies the relief requested by the resident in whole or in part shall
not constitute a waiver of, nor affect in any manner whatsoever, any rights the resident may have
to a trial do novo or judicial review in any judicial proceedings, which may thereafter be brought
in the matter.
21.0 SUPPORT FOR OUR ARMED FORCES
A major and important component of our armed forces are the part-time military
personnel that serve in various Reserve and National Guard units. The Otter Tail County
Housing Authority is very supportive of these men and women. An unfortunate fact of
service in both the Reserves and National Guard is that from time to time their personnel
are activated to full-time status and asked to serve our country in a variety of ways and
circumstances. Whenever the Federal Government activates Reserve and/or National
Guard personnel, the Otter Tail County Housing Authority wants to support these brave
warriors in the following manners:
A. If a family finds it necessary for another adult to temporarily move into a unit
solely to serve as a temporary guardian for children residing in the unit, the
income received by the temporary guardian will not be counted in determining
family income.
B. Although typically a criminal background check is required before anyone can
move into a public housing unit, this requirement will be waived for a temporary
guardian. Instead, the background check will occur after the person moves in. If
the results of the check dictate that the person is ineligible for public housing, the
family shall be given a reasonable time to find a replacement temporary guardian.
C. Recognizing that activation in the Reserves or National Guard can be very
disruptive to a family's income, the Otter Tail County Housing Authority will
expeditiously re-evaluate a resident's rent if requested to do so and will exercise
reasonable restraint if the activated resident has trouble paying their rent.
D. Typically a unit cannot be held by a family that is not residing in it as their
primary residence. If all members of a military family are temporarily absent from
the unit because a member of the family has been called to active duty, the family
H:\USERS\AGENCY PLAN\ACOP OTC 2010-2011.DOC 84 REVISED 6-17-2010
TO:
FROM:
DATE:
SUBJECT:
ENCLOSURE
MEMO
Board of Directors, Otter Tail CountyHRA
Jeffrey Gaffaney, Executive Director
December, 9 2010
HRAOffice
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
Meeting to be Held Thursday, December 16th, 2010 at 10:00 a.m. at the
HRA Office, 1151 Friberg Ave., Fergus Falls, MN. 56537
Regular Minutes of October 21st Meeting
/ AGENDA
1.v6~erson -Call Meeting to Order
2.L/2\pproval of Minutes
3. Ex/-,.rve Director ~s~· istrative Expenses -October and November 201 O
B. fu stment Listing
C. 10 Capitai Fund Program Update
D. ~o/1 Administrative Contracts with Fergus Falls HRA
lJ/ _section 8 Voucher Program
~~ ow Rent Pu?lic Housing Program
3. • MHFA Housmg Rehab Programs
4 Tax Levy Program
E.vPublic Housing Accounts Receivables for 12/31/10
4. R"ilitation Specialist -Dennis Christenson
A. A Update
B. C Tax Levy Update
C. 011 SCDP Applications
5. Re~ilitation Assistant-Sue Bjorklund
A~~~9 Deer Creek/Parkers Prairie SCDP
I B. IO Pelican Rapids SCDP
1 C. 2010 New York Mills SCDP
I~ 9. Haus· • Administrator -Mary Jo Schwarz
A. ection 8 Update
I
7. Hous/g Manager -Pam Minten
A.Jublic Housing Update
PLEASE CALL IF YOU ARE UNABLE TO ATTEND/
=-============== Providing Housing Opportunities --1,Nllsers\lEBli:YA·g=da·o::i:c·HR*·Pec-2010·aoc=
The Otter Tail County HRA Board of Commissioners met in a regular meeting on October 21st, 2010 at the
Fergus Fall s HRA 1151 Friberg Ave., Fergus Falls, MN. 56537
MEMBERS PRESENT
Scott Rocho11, Chairperson
Janice Palan, Secretary
Robert Maki
Robert Bigwood
Hazel Hovde
OTHERS PRESENT
Jeffrey Gaffaney
Dennis Christenson
Mary Jo Schwarz
Pam Minten
Sue Bjorklund
Vicki Scheer
Robert Bigwood, Vice Chairperson opened the regular meeting.
A motion was made and seconded to approve the minutes from the August 19th, 2010, meeting.
M/Hazel Hovde S/ Janice Palan
The public hearing regarding the 20 I 1 annual update of the 5-year agency plan was opened at l 0:00 a.m.
There were no other members of the public present nor were there any written comments submitted.
Jeff anticipates receiving the same amount as last year of $23,666 for the Capital Fund program. He
presented information regarding expenditures for 2011 and also anticipated expenditures for years 20 12,
2013 and 2014. Any of the items listed can be moved forward if need be.
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.
Pam Minten also explained that there were no changes in the public housing ACOP. Changes were updated
along with the Fergus Falls Agency Plan in April, 2010.
A motion was made and seconded to approve resolution #94 -PHA Certification of Compliance with 201 1
annual update of the 5-year agency plan.
M/Scott Rocholl S/ Hazel Hovde
Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of August and
September 2010. A motion was made and seconded to approve the expenses.
M/Robert Maki S/ Janice Palan
The Investment Listing was reviewed, there was one CD that renewed at Security State Bank at a rate of
.15%, the only other changes were the balances in the checking and savings accounts. Jeff called two other
banks to get comparison rates and did not find any better rate.
Regarding the 2010 Capital Funds Program, two proposals were received for the removal of the NC
sleeves and to reside the exterior in th eseareas. A bid for $3,900 was received from Henry Price
Construction and one from Brian Jorgenson Construction fo r $5,378.00. A motion was made and seconded
to accept the bid from Henry Price Construction for $3,900.00
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M/Hazel Hovde SI Robert Maki
Only one bid was received for Multi-Peril Insurance from American Family Insurance in the amount of
$7,795.00 (which is an increase from 2010 of$830.00). A motion was made and seconded to accept the
bid.
M/Robert Maki S/ Hazel Hovde
Only one bid was received from Carlson/Highland & Co. LLP for the fiscal audit in the amount of
$6,250.00, (which is the same amount as last year). A motion was made and seconded to accept this bid.
M/Janice Palan S/ Hazel Hovde
Information and a spreadsheet of projected budget costs were reviewed regarding the Public Housing
budget for 2011. After much discussion regarding the budget a motion was made and seconded approving
Resolution #095 regarding for board approval of the operating budget.
M/Hazel Hovde S/ Robert Maki
Jeff and Dennis attended the Otter Tail County budget meeting September 9th and presented a summary of
the 2010 Tax Levy distributions as used by the HRA. The meeting went weII and the HRA's 2011 levy
request was we II received. Jeff expects to hear in December if the request will be approved.
Dennis Christenson, Rehab Specialist reported that there are 7 MHFA Deferred Loan Program Phase XV
applications that have been received, I is in process, 7 have been inspected, 3 have rehab in progress and 3
are complete.
The Rental Rehab Program will not start until 2011.
There are 27 applications for the 2010 Otter Tail County Tax Levy Homeowner Program, 27 have been
inspected, 1 is bidding, ro are in progress and 16 are complete. Two applications have been taken, I is in
process, 1 inspected and I is complete for the 2010 Otter Tail County Rental Rehab Program.
The SmaII Cities pre-application for ClitheraII/Battle Lake/ClitheraII Township and the short form
application for Parkers Prairie/Deer Creek have been submitted. Dennis expects to receive notification by
November 18, 2010 if invited for full application.
Sue Bjorklund, Rehab Assistant reported that there were 19 applications taken for the Parkers Prairie/Deer
Creek SCDP program, 19 were inspected, I is bidding, 3 are in process and 15 are complete. The goal of
16 will be exceeded.
Nine Homeowner applications have been received, 3 are in process, 7 have been inspected, 3 are bidding
and 3 have work in progress for the Pelican Rapids/Erhard and Erhard's Grove Township/Pelican
Townships SCDP Program.
Four commercial applications have been received, 4 are in process, 4 have been inspected, 3 are bidding
and I has work in progress for the Pelican Rapids/Erhard and Erhard's Grove Township/Pelican Program.
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Seven homeowner applications have been received, 4 are in process, 4 have been inspected, 1 is bidding
and 2 have Rehab in progress for the New York Mills/ Bluffton and Newton and Bluffton Townships SCDP
Program.
Three commercial applications have been received, 3 have been inspected, 1 is bidding and 2 have work in
progress for the New York Mills/Bluffton and Newton/Bluffton Townships Program.
Four applications have been received, I is in process, 3 have been inspected, and 3 are bidding for the New
York Mills/Bluffton and Newton/Bluffton Townships Rental SCDP Program.
Mary Jo reported that for the month of August there were 143 leased and HAPS totaling $41,288. In
September there were 136 leased and HAPS totaling $38,208.00. There were 2 transfers out that were
absorbed by other agencies, 31 annual recertification's, 40 interims and 1 in shop mode. There are 21 7 on
the waiting list and 13 port outs totaling $5,988.00. The ELI was at 100%. The HAP money for 2011 will
be based on the 2010 calendar year funding.
Pam Minten, Housing Manager of the Fergus Falls and Otter Tail County public housing units reported that
August rents owed for the Otter Tail County Family Public Housing units totaled $2,979.00, and $2,202 .00
was collected. An outstanding late fee of $25.00 was collected. There were no vacancies. Nine applicants
were on the 2-bedroom public housing waiting list, 14 applicants on the 3-bedroom waiting list and O on the
4-bedroom waiting list.
The September rents owed totaled $2 ,976.00 and $3,431 .00 was collected. No late fees and no vacancies.
Thirteen applicants were on the 2-bedroom public housing waiting list, 16 applicants on the 3-bedroorn
waiting list and none on the 4-bedroom list.
Pam has received one notice to vacate in New York Mills for October 31 st and is working on applications
for this unit. She has terminated a lease effective for October 31 st and an informal hearing was held
October 19th. Pam explained to the board that there were issues at the informal hearing. Jeff and Pam both
received calls complaining about the eviction of this family. She provided information from the Otter Tail
County HRA agency plan regarding grievance procedures and selection of the informal hearing officer
policy to the Board.
There being no further business, a motion was made and seconded to adjourn.
M/Janice Palan S/Hazel Hovde
Janice Palan, Secretary Date
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..
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF October, 2010
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 Mobility $ .22.94
Dennis Christenson -Mileage $ 553.50
Jeffrey Gaffaney -Mileage $ 50.00
Mary Jo Schwarz -Mileage $ 285.00
Scott Rocholl -Per Diem $ 72.00
Janice Pal an -Per Diem $ 105.00
Hazel Hovde -Per Diem $ 85.00
Robert Maki -Per Diem $ 115.00
Robert Bigwood -Per Diem $ 60.00
City of Pelican Rapids $ 403.46
Price Family Construction $ 1,950.00
Otter Tail Power Company $ 87.50
City of New York Mills $ 212.81
City of Underwood $ 87.50
Shanon Schmitz $ 233.00
Svingen, Karkela, Cline, Haugrud, Hunt, Larson Law Firm $ 885.00
Vicki Scheer $ 17.56
Culligan Water Company $ 49.70
Daily Journal $ 84.00
Cursor Control Inc. $ 290.00
American Family Insurance $ 582.41
Pine Plaza Appliance, Inc. $ 49.14
Outdoor Renovations, Inc. $ 2,667.50
Salaries $ 9,602.28
H:\Users\tempory letters\OTC HRA EXPENSES -dee
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF November, 2010
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 Mobility $
Dennis Christenson -Mileage $
Jeffrey Gaffaney-Mileage $
Mary Jo Schwarz -Mileage $
Vicki Scheer $
Otter Tail Power Company $
City of Pelican Rapids $
City of New York Mills $
City of Underwood $
Home Depot $
New Horizons Ag Service $
American Family Insurance $
Diana Kugler $
RTW-Workers Comp $
North Dakota BCI $
Errin Holtberg -Security Deposit $
Abcus Plus Services, Inc. $
Salaries ' $
H:\Users\tempory letters\OTC HRA EXPENSES -nov
450.00
1,850.00
950.00
225.00
200.00
400.00
29.83
418.50
48.65
89.00
25.00
217.66
155.00
329.44
217.67
311.08
77.67
580.41
575.00
750.00
15.00
302.1_8
93.00
9,849.61
December 16, 2010 OTTER TAIL COUNTY HRA
INVESTMENT LISTING
r.n~ #41-1518930
l FINANCIAL FUND i DESCRIPTION I PRINCIPAL l INTEREST INTEREST I PURCHASE MATURITY
INSTITUTION 1 1 RATE PAID ' DATE DATE
--------..,---------+-----~--~:------~-+-! -~----4---------J>---------l'----·----+---~---! i ! I
i I
CERTIFICATES 1 j I
I ! ,...._...._._-------·-----+----'---,------~-------+'-------'-+----------'~~-+------------+---------t--------~
Security State Bank Public Housing J Money Market $6,583.97 0.15% Maturity j Renewed
09/19/10 03/19/11 Fergus Falls ______ _,__ ______ , Certificate #210979 i • Automatic Deposit I
1-....::.._______----"------_,::.:_::...::.......:_____:_..:....::..........:.. __ -_t+-I =--_,_-. -----ii----,------,]----~•~~1,--------+--------
i l l l ( I SAVINGS ACCOUNTS
I I
Security State Bank I Section 8 Admin Weekly-Money I $19,776.06 f .20% Monthly Account I :
_f e!_gus Falls . 1 Reserve Market Savings ] ! #9312,.004634 1
, Security State BankJ, ·Public Housing Commercial M~on-. e-y--t--1 -~$-7,-0~34.05 l .15% Monthly Account I
1 Fergus Falls Security Deposits Market 1 1 : #931201567_3 i I i--___J,..,!.-~----------'1--~--.A...-:...--!-------'-------<-l-~----;---1_ -------:--------'----!-I ~-----1-------------'------
[ I ' I . I
CHECKING ACCOUNTS • --t·
I ;
Section 8 Existing j NOW Account $34,332.10 1
Public Housing NOW Account $26,887.31
--~-----------+--------;--------------,'----------+-----+--------r-~-----r------MHF A-Loan Account
Otter Tail County Tax Levy
:MHFA-HOME Account
!
NOW Account
NOW Account
NOW Account
H:\Users\JEFF\INVESTMENT LISTINGS\invest list otc -· Dec 20 IO.doc
$14,419.84
$280,839.03
$831.07
$0.00
OTTER TAIL COUNTY HRA PUBLIC HOUSING
BALANCES TO WRITE OFF
DECEMBER 2010
Program
MHFA Deferred Loans -Phase XV
Rental Rehab -2010 Program
OTC Tax Levy-Homeowner (2010)
OTC Tax Levy-Rental (2010f l;{ n.{s'
'-./
2011 SCDP Full Applications (2)
SCDP: Parkers Prairieffieer Creek (16 homes)
SCDP: Pelican Rapids/Erhard/Erhard's
Grove Twshp/Pelican Twshp (22 homes)
SCDP: Pelican Rapids/Erhard/Erhard's
Grove Twshp/Peiican Tushp (10 commer.)
SCDP: New York Mills/Bluffton/
Newton Twshp/Bluffton Twshp (21 homes)
SCDP: New York Mills/Bluffton/
Newton Twshp/Bluffton Twshp (5 commer)
SCDP: New YorkMiils/Bluffton/
Newton Twshp/Bluffton Twshp (15 rental)
Otter Tail County HRA
Rehabilitation Projects Update
December 16, 2010
Applications In Process Inspected
7 0 7
0 Program will not start until 2011
30 0 30
8 0 8
Battle Lake (Pre-App) and
Rehab
Bidding In Complete
Proeress
1 2 4
1 9 20·
0 6 2
Parkers Prairie (Short Form)
Pre-application approved. Will submit Full Application by February 10, 2011.
Will hear on both in April.
19 0 19 0 3 16
11 1 10 3 5 2
5 0 5 2 3 0
/1 1 5 2 ,, 0 ..,
3 0 3 0 3 0
3 0 3 3 0 0
6-
$136,189.55
OTC UMA UML
January 140 126
February 140 130
March 140 140
April 140 142
May 140 143
June HO 146
July 140 145
August 140 143
September 140 136
October 140 V'f35
November 140 lc'134
December
YTD 1,540 1,520
NRA Balance as of 1/1/2010:
ABA YTD:
Less HAP Expenditures YTD:
= Remaining NRA YTD:
CY Eligibility:
Remaining CY Eligibility:
CY Months Remaining::
leasing%
90.00%
92.86%
100.00%
101.43%
102.14%
104.29%
103.57%
102.14%
97.14%
I/ 96.43%
) 95.71%
#DIV/01
98.70%
Monthly CY Eligibility Remaining:
Unit Months Available CY:
Unit Months Leased CY:
Unit Months Remaining CY:
Monthly Units Remainir:ig CY:
Unit Months Funding Would Support:
Monthly Units Funding Would Support:
a:-':r:: ;'.1l •• '!$ol
$404,327
$440,075
-$35,748
" :$442;012'
$1,937
~ .·:,f. ~ ~ ,. _j_
$1,937
•i,:;: . .-· _::,·~~::'~'~fe8qJ
1,520
160
160
7
7
Minimum of Available or Supportable: 7
Minimum of Available or Supportable Montt 7
ABA
Utilization
ABA HAP %' PUC
$ 36,757 $ 35,518 ,96.63% $ 282
$ 36,757 36,724 99.91% 282.49
$ 36,757 39,812 108.31% 284.37
$ 36,757 45,067 122.61% 317.37
36,757 40,388 109.88% 282.43
36,757 44,421 120.85% 304.25
36,757 42,939 116.82% 296.13
36,757 41,288 112.33% 288.73
36,757 38,208 103.95% 280.94
36,757 38,777 105.50% 287.24
36,757 36,933 100.48% 275.62
#DIV/01 #DIV/01
$404,327 $440,075 108.84% $ 289.52_\
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
OCTOBER & NOVEMBER, 2010
Transfers Out
AnnualRecerts
Interim Recerts
Portability Move-In
Portability Move-Out
End Participation
New Admissions
Shop Mode/ARS
Waiting List/To Date
Vouchers Issued
Applications I/P
Ports In Pending
Ports Out Pending
Ports Out Paid
Ports Received
In-House Transfers
ELI%
1
26
14
0
1
2
0
1
234
1 (Shop)
0
~ Requests J,/
12/$11,434.00
3/$1,624.00
0
100%
OTTERTAIL COUNTY PUBLIC HOUSING
FAMILY UNITS
B·oARD REPORT
13 Family units
October 2010
Rents Payable $.2,826.00
Rents Collected $2,346.00
Late Fees Charged $ 0.00
Late Fees Collected $ 0.00
Late Fees Outstanding $ 0.00
ELI Percentage NA
Vacancies 0
Waiting List
2 Bedroom 13
3 Bedroom 13
4 Bedroom ,Q
H:\Users\Pam\Board Reports\OT County-Board Report.doc
OTTER TAIL COUNTY PUBLIC HOUSING
FAMILY UNITS
BOARD REPORT
13 Family units
November 2010
Rents Payable $2,067.00
Rents Collected $2,067.00
Late Fees Charged $ 25.00
Late Fees Collected $ o:oo
Late Fees Outstanding $ 0.00
ELI Percentage 100%
Vacancies I
Waiting List
2 Bedroom 15
3 Bedroom 17
4 Bedroom I
NY Mills vacancy 11-1-10, unit filled 11-24-10