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Housing & Redevelopment Authority - HRA Support Documents 2012 Supporting Documents
HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing &: Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights,Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director February 9, 2012 Meeting to be Held Thursday, February 16th, 2012 at 10:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Falls, MN. 56537 Regular Minutes of December 15th Meeting AGENDA I. Chairperson -Call Meeting to Order 2. Approval of Minutes 3. Executive Director A. 2012 Annual HRA Appointments & Designations: I. HRA Board Officers for Fiscal Year 2012 2. HRA Legal Publication for Fiscal Year 2012 3. HRA Depository (Banks) for Fiscal Year-2012 4. HRA Board Member Per Diem for Fiscal Year 2012 5. HRA Mileage Reimbursement Rate for Fiscal Year 2012 6. HRA Proposed Meeting Schedule for Fiscal Year 2012 B. Administrative Expenses -December 201 I and January 2012 C. Investment Listing .IL D. Capital Fund Program Update -,:20/ 2-4,.._,t< .-d t4,,,.,c,,..__, E. MHFA 2012 Minnesota Cities Participation Program F. Cooperation Agreement with Clay County HRA Regarding Shelter Plus Care Program. G. Section 8 Management Assessment Program (SEMAP) Certification Resolution No. 098 4. Rehabilitation Specialist -Dennis Christenson A. MHFA Update B. OTC Tax Levy Update C. 2012 SCDP Applications 5. Rehabilitation Assistant-Sue Bjorklund A. 201 I Deer Creek/Parkers Prairie SCDP B. 2010 Pelican Rapids SCDP C. 2010NewYorkMillsSCDP D. 201 I Battle Lake SCDP 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update 7. Housing Manager -Pam Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! Providing Housing Opportunities ~\UserslJEER\Agenda-0.'.ICannual.doc.- The Otter Tail County HRA Board of Commissioners met in a regular meeting on December 15th, 2011 at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Hazel Hovde Robert Maki OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Sue Bjorklund Pam Minten Dennis Christenson Vicki Scheer Scott Rocholl, Chairperson opened the ~egular meeting. ABSENT Janice Palan A motion was made and seconded to appoint Robert Maki as acting Secretary. M/Robert Bigwood S/Hazel Hovde A motion was made and seconded to approve the minutes from the October 20th, 2011, meeting. M/Robert Bigwood SI Robert Maki Deviating slightly from the agenda Dennis Christenson, Rehab Specialist reported that there are 9 MHF A Deferred Loan Program Phase XV applications that have been received, I is in pr.ocess, 8 have been inspected, 2 are bidding and 6 are complete and $136,189.55 funds have been spent. The Rental Rehab Program will probably not start up until 2012. There are 17 applications for the 2011 Otter Tail County Tax Levy Homeowner Program, 17 have been inspected, 3 have rehab in progress 14 are complete. A total of 12 rental unit applications have been taken, all 12 have been inspected and 12 are in bidding for the 2011 Otter Tail County Rental Rehab Program. The full application for Vergas/Dent for Owner Rehab and Commercial and the short form for Owner Rehab only in Pelican Rapids have been submitted to DEED. Sue Bjorklund, Rehab Assistant, reported that 7 applications have been received, 2 are in process and 5 have been inspected, 4 are bidding and 1 is in progress for the Battle Lake SCDP Homeowners Program and 6 applications have been taken, 2 are in process, 4 has been inspected and 4 are bidding for the Commercial Program. Three applications have been received, 2 are in process, 1 has been inspected and 1 is bidding for the Parkers Prairie/Deer Creek Small Cities Program. There were 20 applications received the Pelican Rapids/Erhard and Erhard's Grove Township/Pelican Townships SCDP Program, 20 were inspected, 6 have rehab in progress and 14 are complete. Eleven commercial applications have been received, 11 have been inspected, 3 are bidding, 3 have work in progress and 5 are complete for the Pelican Rapids/Erhard/Erhard's Grove Township/Pelican SCDP Program. H:\Users\VJCKI\Minutes\2011 minutes\minutes -otc december 2011.doc Sixteen homeowner applications have been received, 1 is in process, 15 have been inspected, 3 are bidding, 3 are in progress and 9 are complete for the New York Mills/ Bluffton/Newton and Bluffton Townships SCDP Program. Six commercial applications have been received, 6 have been inspected, 3 have work in progress and 3 are complete for the New York Mills/Bluffton/Newton/Bluffton Townships SCDP Program. Fifteen rental units applications have been received, 15 have been inspected, 12 are bidding, 1 is in progress and 2 are complete for the New York Mills/Bluffton and Newton/Bluffton Townships Rental SCDP Program. Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of October and November 2011. A motion was made and seconded to approve the expenses. M/RobertBigwood SI Robert Maki The Investment Listing was reviewed and the only changes were in the balances in the checking and savings accounts. The re-shingling on the duplex in Pelican Rapids has been completed by Brian Jorgenson Construction for the 201 I Capital Fund program in the amount of$8,485.00. The annual administrative program contracts between the Fergus Falls HRA and Otter Tail County were submitted for renewal. The only changes in the contracts are the dates which extend them through December 31st, 2012. The Section 8 Voucher Program contract was reviewed and a motion was made and seconded to approve the contract with all ayes. M/Robert Bigwood S/Hazel Hovde The Low Rent Public Housing Program contract was reviewed and a motion was made and seconded to approve the contract with all ayes. M/Robert Bigwood S/Hazel Hovde The MHFA Housing Rehab Programs contract was reviewed and a motion was made and seconded to approve the contract with all ayes. M/Robert Bigwood S/Hazel Hovde The Otter Tail County Tax Levy Rehab Program contract was reviewed and a motion was made and seconded to approve the contract with all ayes. M/Robert Bigwood S/Robert Maki There are no outstanding accounts receivables balances to write off for the Otter Tail County HRA Public Housing as of 12/31/2011. H:\Users\VICKI\Minutes\2011 minutes\minutes -otc december 2011.doc 2 Mary Jo, Housing Administrator reported that for the month of November the Otter Tail County Section 8 Program there were 124 leased and HAPS totaling $35,527.00. There are 19 vouchers issued, 19 applications are in progress. There are 2 ports outs pending. There are 116 families on the waiting list, $6,091.00 was paid for 9 ports out and the ELI percentage was 75%. Pam Minten, Housing Manager of the Fergus Falls and Otter Tail County public housing units reported that October rents owed for the Otter Tail County Family Public Housing units totaled $3,265.00, and $2,519.39. Late fees of $23.92 were charged and are outstanding. There were no vacancies. Thirty-six applicants were on the 2-bedroom public housing waiting list, 19 applicants on the 3°bedroom waiting list and 6 on the 4-bedroom waiting list. ELI percentage was at 50%. The November rents owed totaled $3,284.00 and $3,678.00 was collected. Outstanding late fees of $23.92 collected. ELI percentage was at 50%. There were no vacancies. Thirtycfour applicants were on .the 2- bedroom public housing waiting list, 19 applicants on the 3-bedroom waiting list and 6 o~ the 4-bedroom waiting list. There being no further business, a motion was made to adjourn the meeting. M/Robert Maki S/Hazel Hovde Robert Maki, Acting Secretary Date H:\Users\VICKI\Minutes\2011 minutes\minutes -otc december 2011.doc 3 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority HRA Office 1 151 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 2012 Appointments & Designations 1. HRA Board Officers: Chairperson Vice Chairperson Secretary 2. Legal Publication: 3. Depository: (Banks) 4. HRA Board Member Per Diems: Amount/Meeting 5. Current IRS Mileage Rate $ 6. Proposed HRA Meeting Schedule: See Attachment 1:1 \\ lsers\ IFFF\QTC baaed app & des doc Providing Housing Opportunities - ' 2012 Otter Tail County Per Diem Amount Currently set at $60.00/Meeting IJ3-S posts mileage rates for 201 2 -Business Management Daily: Free Reports on Huma... Page 1 of 1 IRS posts mileage rates for 2012 by Small Business Tax Strategies on January 2, 2012 11 :00am in Small Business Tax,Small Business Tax Deduction Strategies The IRS has announced that the standard mileage rate used by business drivers will remain at 55.5 cents a mile in 20 12, the same as it was for the last six months of 2011 . (IRS Notice 2012-1) Also, the standard rate for charitable-related driving stays at 14 cents a mile. But the rate for trips for medical purposes and job-related moving drops to 23 cents a mile, down from 23.5 cents a mile. © Copyright 2012 Business Management Daily, a division of Capitol Information Group, Inc. All rights reserved. } http://www.businessmanagementdaily.com/29382/irs-posts-mileage-rates-for-2012 1/4/2012 OTTER TAIL COUNJTI( HRA 2012 SCHEDULED BOARD MEETIN6S FEBRUARYI) 16™, 2012 APRIL 19™1) 2012 OCTOBER 18TH1) 2012 1-1:\Users\JEFF\otc scheduled meetings.doc OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF December, 2011 Bank of the West -Office Rent $ City of Fergus Falls -Health Insurance $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease. ii Dennis Christenson -Mileage $ Jeffrey Gaffaney -Mileage $ Mary Jo Schwarz -Mileage $ Scott Rocholl -Per Diem j· Hazel Hovde -Per Diem $ Robert Maki -Per Diem $ Robert Bigwood-Per Diem -It City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Toutges Sanitation Co. $ Waste Management Co. $ New Horizon Ag Service $ Tina Stevens $ Ballard Sanitation $ Housing Data Systems $ Mark Gaworski -Accounting $ Bjorn's Heating & A/C $ Salaries ' $ H:\Users\JEFF\OTC HRA.EXPENSES dee 2011 450.00 1,850.00 950.00 225.00 200.00 400,00 $150.00 397.94 50,00 144,30 $73.32 87.50 12L05 $60.00 198.83 552.61 280.20 481.63 664.87 502.51 • 145.16 68.00 67.50. 374.69 231.00 115.49 120.00 500.00 160.22 14,518.12 .,--::,. I OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF January, 2012 Bank of the West -Office Rent $ City of Fergus Falls -Health Insurance $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease Jt Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Steve's Sanitation Co. $ New Horizon Ag Service $ Home Depot $ Tina Stevens $ MNNAHRO $ Culligan Water Co. \Jt<-J w~ ~ . .,,.eir $ Cursor Control, Inc. '. . -............ o (le.,, $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES -Jan 2012 450.00 1,850.00 950.00 225.00 200.00 400.00 $150.00 517.82 43.10 139.86 90.98 619.39 260.83 709.19 664.83 141.58 692.80 168.58 130.06 205.68 257.24 131.00 100.00 1,540.61 250.00 10,465.10 February 16, 2012 OTTER TAIL COUNTY HRA INVESTMENT LISTING I.D. # 41-1518930 ___ F_I_N_AN_C_I_A_L __ ----,-__ F_U_N_D __ -,----D_E_S_C_RI_P_T_I_O_N-----,-P_RI_N_C-IP-AL_I_N_T_E_RE_S_T __ I_N_T_E_RE_S_T_~P-URC __ H_A_SE~-M-A_T_U_RI_T_Y_I INSTITUTION RATE PAID DATE -: DATE ----------------1---------r---------i--------;-------+--------+------------+------- ·--·------------1-------------+----------l-------+------.-._-i---------<------------!--------~ CERTIFICATES -------------+----------__,__-------+-----------f------· ------.--·---------.,--;----··---·-·--------·- Security State Bank Public Housing i Money Market $6,593.85 .10% Maturity Renewed Fergus Falls Certificate #210979 Automatic Deposit 09/19/11 ' ' I --------~ 03/19/12 ! i -----------+-------+--------+------1-------+---------+----------+--------1 SA VIN GS ACCOUNTS Security State Bank __ ~;~:;e_8 _~~~---~::~t ~~~;-~~s--+---$ ~9~~~0:9-~ • ________ 07~-o ]~_9;~~6'o!~i4_oun_-t--_ -__ _ FergtlS Falls ____________ _ Security State Bank Public Housing Commercial Money $7,036.47 .05o/~ Monthly Account Fergus F~lls _ Securi!)'Dei:is,s_it_s-+-M_ar_k_e_t ____ ----+---_________ ~--__ 1 #93_1_2_0_15_6_7_3__ _ ______ _ -----------+-------+------·---------------· --·-·1--------+----··-··"-·-··----l CHECKING ACCOUNTS 1 Section 8 Existing NOW Account $89,418.13 ------,---------t-::c=:::=-=--c:-----t----------1-------+-------+-------------+---------+--------< Public Housing NOW Account $39,712.25 MHFA-Loan Account NOW Account Otter Tail County Tax Levy NOW Account $297,597.26 ---···--····-----------+--------1-----~-----+------·-"·------+ MHFA-HOMEAccount NOW Account $831.61 I ------!--------+--------+---··-··· --- H:\Users\JEFF\INVESTMENT LISTINGS\2011\invest list otc-feb 2012.doc 2012 Capital Fund Capital Fund Program (CFP) Amendment To The Consolidated Annual Contributions Contract (form HUD-53012) U.S. Department of Housing and Urban Development Office of Public and Indian Housing Whereas, (Public Housing Authority) Otter Tail County HRA(MN177) (herein called the "PHA") and the United States of America, Secretary of Housing and Urban Development (herein called "HUD") entered into Consolidated Annual Contributions Contract(s) ACC(s) Numbers(s) C-4109 dated 3/5/1980 Whereas, HUD has agreed to provide CFP assistance, upon execution of this Amendment, to the PHA in the amount to be specified below for the purpose of assisting the PHA in carrying out capital and management activities at existing public housing developments in order to ensure that such developments continue to be available to serve low-income families. HUD reserves the right to provide additional CFP assistance in this FY to the PHA. HUD will provide a revised ACC Amendment authorizing such additional amounts. $ 19.450.00 for Fiscal Year 2012 to be referred to under Capital Fund Grant Number MN46P17750112 PHA Tax Identification Number (TIN):On File DUNS Number:On File Whereas, HUD and the PHA are entering into the CFP Amendment Number _______ 2_0 __________ _ Now Therefore, the ACC(s) is (are) amended as follows: 1.The ACC(s) is (are) amended to provide CFP assistance in the amount specified above for capital and management activities of PHA developments. This amendment is a part of the ACC(s). 2. The capital and management activities shall be carried out in accordance with all HUD regulations and other requirements applicable to the Capital Fund Program. 3. (Check one) a. For Non-qualified PHAs: ___ (i) In accordance with the HUD regulations, the Annual PHA Plan has been adopted by the PHA and approved by HUD, and may be amended from time to time. The capital and management activities shall be carried out as described in the CFP Annual Statement/Performance and Evaluation Report (HUD-50075.1). OR __ (ii) If the Annual PHA Plan has not been adopted by the PHA and approved by HUD, the PHA may use its CFP assistance under this contract for work items contained in its CFP-Five-Year Action Plan (HUD-50075.2), before the Annual PHA Plan is approved. b. For Qualified PHAs: _X __ (i) The CFP Annual Statement/Performance and Evaluation Report (HUD-50075.1) has been adopted by the PHA and verified by HUD. The capital and management activities shall be carried out as described therein. OR ___ (ii) If the CFP Annual Statement/Performance and Evaluation Report has not been adopted by the PHA and/or verified by HUD, the PHA may use its CFP assistance under this contract for work items contained in its approved CFP 5-Year Action Plan (HUD-50075.2), before the CFP Annual Statement/Performance and Evaluation Report is adopted by the PHA and verified by HUD. For cases where HUD has approved a Capital Fund Financing Amendment to the ACC (CFF Amendment attached), HUD will deduct the payment for amortization scheduled payments from the grant immediately on the effective date of this CFP Amendment. The payment of CFP funds due per the amortization scheduled will be made directly to a designated trustee (Trustee Agreement attached) within 3 days of the due date. Regardless of the selection above, the 24 month time period in which the PHA must obligate this CFP assistance pursuant to section 9(j)(1) of the United States Housing Act of 1937, as amended, (the "Act") and 48 month time period in which the PHA must expend this CFP assistance pursuant to section 9(j)(5) of the Act starts with the effective date of this CFP amendment (the date on which CFP assistance becomes available to the PHA for obligation). Any additional CFP assistance this FY will start with the same effective date. 4. Subject to the provisions of the ACC(s) and paragraph 3. and to assist in the capital and management activities, HUD agrees to disburse to the PHA or the designated trustee from time to time as needed up to the amount of the funding assistance specified herein. 5. The PHA shall continue to operate each development as low-income housing in compliance with the ACC(s), as amended, the Act and all HUD regulations for a period of twenty years after the last disbursement of CFP assistance for modernization activities for any public housing or portion thereof and for a period of forty years after the last distribution of CFP assistance for development activities for any public housing and for a period of ten years following the last payment of assistance from the Operating Fund to the PHA. However, the provisions of Section 7 of the ACC shall remain in effect for so long as HUD determines there is any outstanding indebtedness of the PHA to HUD which arose in connection with any development(s) under the ACC(s) and which is not eligible for forgiveness, and provided further that, no disposition of any development covered by this amendment shall occur unless approved by HUD. 6. The PHA will accept all CFP assistance provided for this FY. If the PHA does not comply with any of its obligations under this Amendment and does not have its Annual PHA Plan approved within the period specified by HUD, HUD shall impose such penalties or take such remedial action as provided by law. HUD may direct the PHA to terminate all work described in the Capital Fund Annual Statement of the Annual PHA Plan. In such case, the PHA shall only incur additional costs with HUD approval. 7. Implementation or use of funding assistance provided under this Amendment is subject to the attached corrective action order(s). (mark one) : □ Yes ~ No 8. The PHA acknowledges its responsibility for adherence to this Amendment. 9. At a public housing development level and in the format and frequency established by HUD, the PHA is required to report on all Capital Fund grants awarded that have not closed, including information on the installation of energy conservation measures. The parties have executed this Agreement, and it will be effective on March 12, 2012. This is the date on which CFP assistance becomes available to the PHA for obligation. U.S. Department of Housing and Urban Development By Date: Date: 02/16/2012 Title Executive Director Previous versions obsolete form HUD-52840-A 03/04/2003 FFHRA From: Sent: To: Subject: Hello Mr. Gaffaney- Rivers , Mary (Mary.Rivers@state.mn.us) Thursday, January 05, 2012 6:56 PM ffhra@prtel.com RE : RESPONSE NEEDED --2012 Minnesota City Participation Program (MCPP) Thank you for your interest. I've noted your response and you will be hea ring more from us as we approach the start date. Thanks, again. If I do not respond to your email promptly, it may be that I am in meetings. Please contact the Single Family Homes Division Help Desk at 651-296-8215 or 1-800-710-8871 for more immediate assistance. Mary Rivers I Minnesota Housing I 400 Sibley Street, Suite 300 I Saint Paul, MN 55101 651.297.3127 I 800.710.8871 I tty: 651.297.2361 Minnesota Housing finances and advances affordable housing opportunities for low and moderate income Minnesotans to enhance quality of life and foster strong communities. !Please consider the environment before printing this e-mail.] From: FFHRA [mailto:ffhra@prtel.com) Sent: Thursday, January 05, 2012 9:30 AM To: 'Rivers, Mary' Subject: RE: RESPONSE NEEDED --2012 Minnesota City Participation Program (MCPP) Mary. In response to your email regardin g the 2012 MCPP program the Otter Tail County HRA, rergus Fal ls, MN is interested and will apply for funding as it becomes available in 2012. Please advise me as to any additional requirements/information needed. Thank you. Jeffrey Galfaney Executive Director From: Rivers, Mary (mailto:Mary.Rivers@state.mn.us] Sent: Monday, January 02, 2012 8:08 PM To: mary.rivers@state.mn.us Subject: RESPONSE NEEDED --2012 Minnesota City Participation Program (MCPP) 2012 MCPP SIGN UP IS HERE! Hello Everyone - ... Happy New Year! With the new year brings the new 2012 MCPP program. This is your opportunity to participate in the upcoming MCPP program. If you would like to participate in the 2012 Minnesota City Participation Program (MCPP), please send me an email indicating your interest no later than midnight Sunday, January 15, 2012. Should your organization need formal permiss ion from a board, council or other authorizing body, you may provisionally indicate interest via email by January 15, 2012 and provide a finalized approval at a later date. Remember that the 2011 MCPP supported by NIBP enabled funding does not require a usage test , so all 2011 participants are eligible to participate in 2012, as well as new applicants. Once we receive your responses (as of January 15. 2012) that indicate your interest in the program, Minnesota Housing will calculate the allocations based on the Minnesota City Participation Program statute. Here is the anticipated timeline for 2012 MCPP : • Start Date & Allocation of Funds -Monday, April 16. 2012. Minnesota Housing will notify you of the start date of the program and provide you marketing resources and information from the Minnesota Housing website. Your community will have exclusive use of your communities' allocated funds until 6 months after the start of the program. • Pool Collapse -Tuesday, October 16, 2012 the allocated funds will collapse into a general pool of funds after six months and be available until the end of the program. • Program End Date -Sunday, December 16, 2012. Please feel free to contact myself (mary.rivers@state.mn.us) or Stephanie Oyen (stephanie.oyen@stat e.mn.us) if you have any questions or need additional information. Minnesota Housing appreciates your continued partnership0 in the Minnesota City Participation Program. If I do not respond t o your email promptly, it may be that I am in meetings. Please contact the Single Family Homes Division Help Des k at 651-296-8215 or 1-800-710-8871 for more immediate assistance. Mary Rivers I Minnesota Housing I 400 Sibley Street, Suite 300 I Saint Paul, MN 55101 651.297.3127 I 800.710.8871 I tty: 651.297.2361 Minnesota Housing finances and advances affordable housing opportunities for low and moderate income Minnesotans to enhance quality of life and foster strong communities. !Please consider the environment before printing this e-ma,I.] WARNING: Without the use of appropriate security measures, I nternet e-mail may not be a safe method to communicate confi dentia l inf ormation. Internet messages and attachments may be interc e pted, read and/or cor rupted. Minnesota Housing makes no r epresenta t ion or warranty r e garding the securi ty of either incoming or o utgoing Internet messages. While you may use Internet e -mail to communicate with Minnesota Housi ng, you do so at your own r i sk. 2 COOPERATION AGREEMENT REGARDING THE PROVISION OF RENTAL ASSISTANCE AND SERVICES TO HOUSEHOLDS EXPERIENCING HOMELESSNESS IN WEST CENTRAL MINNESOTA THIS COOPERATION AGREEMENT (the "Agreement") is entered into by and among the HOUSING & REDEVELOPMENT AUTHORITY OF CLAY COUNTY, MINNESOTA (hereinafter "CCHRA"); the HOUSING AND REDEVELOPMENT AUTHORITY OF ALEXANDRIA, MINNESOTA (hereinafter "AHRA"); the BRECKENRIDGE HOUSING & REDEVELOPMENT AUTHORITY (hereinafter "BHRA"); the HOUSING AND REDEVELOPMENT AUTHORITY OF DOUGLAS COUNTY (hereinafter "DCHRA"); the HOUSING AND REDEVELOPMENT AUTHORITY OF GRANT COUNTY (hereinafter "GCHRA"); the HOUSING AND REDEVELOPMENT AUTHORITY OF FERGUS FALLS, MINNESOTA (hereinafter "FFHRA"); the HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, • MINNESOTA (hereinafter "OTHRA"), and the HOUSING AND REDEVELOPMENT AUTHORITY OF STEVENS COUNTY, MINNESOTA (hereinafter "SCHRA") RECITALS WHEREAS, CCHRA, AHRA, BHRA, DCHRA, FFHRA, GHRA, OTHRA, AND SCHRA each has authority to operate in its own respective area of operation and to enter into cooperation agreements with each other pursuant to Minnesota Statutes Chapters 469 and 471, respectively; and, WHEREAS, each party administer at least one housing program for low-income households within its area of operation; and, WHEREAS, the parties wish to authorize the CCHRA to work in the other parties areas of operation only for the purpose of administering rental assistance programs for households who have experienced homelessness; WHEREAS, the CCHRA is the current grant recipient for a HUD-funded Shelter Plus Care Program a HUD-funded Supporti ve Housing Program, and a M innesota-funded rental assistance program; all of whose resources are eligible to be used throughout the areas of operation of each of the parties; WHEREAS, due to the relatively few nwnber of homeless households contained in the area of operation of some of the parties, it is more economical and efficient for one entity to administer the programs throughout all of the areas of operation; and, WHEREAS, the parties wish to commit their agreement to writing. NOW, THEREFORE, the parties agree as follows: 1. The AI-IRA, BI-IRA, DCHRA, FFHRA, GCHRA, OTHRA, and SCI-IRA each hereby authori ze the CCHRA to operate rental assistance programs for homeless households within its area of operation. 2. Each party retains any and all authority to administer its programs and exercise all of its powers within its own area of operation. 3. This agreement shall be effective upon the date of the signatures below and wi ll continue until terminated which may occur upon ninety (90) day written notice from either party to the other. 4. No separate administrative or legal entity is created by this agreement. 2 5. No party shall be required to provide any funds or property to the other to finance the administration of the programs and in no event, shall any property or monies of a party be used or demanded by another party. 6. No party shall be liable for any acts or omissions of another party or of its directors, officers, employees, or agents in administering the programs undertaken by it pursuant to this agreement. Further, to the extent permitted by law, each party shall indemnify and hold harmless the other party, its elective and appointive directors, officers, employees and agents for any liability arising out of any act or omission of the other party or its directors, officers, employees or agents in administering the programs undertaken pursuant to this agreement. In all other respects, each party will continue to administer its own issued HUD Section 8 Voucher program in its jurisdiction. 7. This Agreement constitutes the entire agreement between the parties. No waiver, consent, modification, or change of terms of this Agreement shall bind the parties unless in writing and signed by the parties. Such waiver, consent, modification, or change, if made, shall be effective only for the specific purposes given. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement. The parties hereby acknowledge that they have read this Agreement, understand it, and agree to be bound by its terms and conditions. 8. The parties agree that if any term or provision of this Agreement is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular term or provision held to be invalid. 3 DATED this __ day of _____ _, 2012. HOUSING & REDEVELOPMENT AUTHORITY OF CLAY COUNTY, MN By _______________ _ Its Chairperson By _______________ _ Its Executive Director DATED this __ day of _____ ~ 2012. HOUSING AND REDEVELOPMENT AUTHORITY OF ALEXANDRIA, MN By _______________ _ Its Chairperson By _______________ _ Its Executive Director DATEDthis __ dayof _____ ~2012. BRECKENRIDGE HOUSING & REDEVELOPMENT AUTHORITY By _______________ _ Its Chairperson By _______________ _ Its Executive Director DATEDthis __ dayof _____ _,2012. HOUSING AND REDEVELOPMENT AUTHORITY OF DOUGLAS COUNTY By _______________ _ Its Chairperson By _______________ _ Its Executive Director 4 ,..,.-f ''-"'l., DATED thisrday of hbtuar'1 , 2012. HOUSING AND REDEVELOPMENT AUTHORJTY OF FERGUS FALLS, MN By ______________ _ Its Chairperson By ______________ _ Its Executive Director DATED this day of _____ _, 2012. HOUSING AND REDEVELOPMENT AUTHORJTY OF GRANT COUNTY By ______________ _ Its Chairperson By ______________ _ Its Executive Director DATED this / /.,--fl.day of Wr.,,4 r7 , 2012. HOUSING AND REDEVELOPMENT AUTHORJTY OF OTTER TAIL COUNTY, MN By ______________ _ Its Chairperson By ______________ _ Its Executive Director DATED this __ day of _____ _, 2012. HOUSING AND REDEVELOPMENT AUTHORJTY OF STEVENS COUNTY, MN By ______________ _ Its Chairperson By ______________ _ Its Executive Director 5 Section 8 Management Assessment Program (SEMAP) U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB Approval No. 2577-0215 (exp. 9/30/2013) Certification Reso l ution No. 098 Public reporting burden for this collection of information is estimated to average 12 hours per response. including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of 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 is required by 24 CFR sec 985.101 which requires a Public Housing Agency (PHA) administering a Section 8 tenant-based assistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns the performance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other data to assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and the information collected does not lend itself to confidentiality. Instructions Respond to this certification form using the PHA's actual data for the fiscal year just ended. PHA Name For PHA FY Ending (mm/dd/yyyy) 12/31/2011 Submission Date (mm/dd/yyyy) 02/16/2012 Otter Tail County HRA 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. Performance Indicators 1. Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a)) (a) The PHA has written policies in its administrative plan for selecting applicants from the waiting list. PHA Response Yes [ZJ No □ (b) The PHA's quality control samples of applicants reaching the top of the waiting list and of admissions show that at least 98% of the families in the samples were selected from the waiting list for admission in accordance with the PHA's policies and met the selection criteria that determined their places on the waiting list and their order of selection. PHA Response Yes [ZJ No □ 2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(f)(7) and 982.507) (a) The PHA has and implements a reasonable written method to determine and document for each unit leased that the rent to owner is reasonable based on current rents for comparable unassisted units (i) at the time of initial 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 published FMR in effect 60 days before the HAP contract anniversary. The PHA's method takes into consideration the location, size, type, quality, and age of the program unit and of similar unassisted units, and any amenities, housing services, maintenance or utilities provided by the owners. PHA Response Yes [ZJ No □ (b) The PHA's quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its written method to determine reasonable rent and documented its determination that the rent to owner is reasonable as required for (check one): PHA Response [ZJ At least 98% of units sampled D 80 to 97% of units sampled D Less than 80% of units sampled 3. Determination of Adjusted Income. (24 CFR part 5, subpart F and 24 CFR 982.516) 4. 5. The PHA's quality control sample of tenant files shows that at the time of admission and reexamination, the PHA properly obtained third party verification of adjusted income or documented why third party verification was not available; used the verified information in determining adjusted income; properly attributed allowances for expenses; and, where the family is responsible for utilities under the lease, the PHA used the appropriate utility allowances for the unit leased in determining the gross rent for (check one): PHA Response [ZJ At least 90% of files sampled D 80 to 89% of files sampled D Less than 80% of files sampled Utility Allowance Schedule. (24 CFR 982.517) The PHA maintains an up-to-date utility allowance schedule. The PHA reviewed utility rate data that it obtained within 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 D No D HQS Quality Control Inspections. (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 Yes [lJ 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 life-threatening 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 inspection 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 action to enforce the family obligations for ( check one): PHA Response [ZJ At least 98% of cases sampled Previous edition is obsolete D Less than 98% of cases sampled Page 1 of 4 form HUD-52648 (8/2000) ref. 24 CFR Part 985 7. Expanding Housing Opportunities. (24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(b)(4) and (b)(12)). Applies only to PHAs with Jurisdiction In metropolitan FMR areas. Check here if not applicable [ZJ (a) The PHA has a written pollcy to encourage participation by owners of units outside areas of poverty or mln9rity concentratiory whic;:h clearly delineates areas in its jurisdlCllon that the PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to.encourage owner participation, PHA Response Yes D No D (b) The PHA has documentation that shows that it took actions indicated In its written policy to encourage participation by owners outside areas of poverty and minority concentration. PHA Response Yes D No D (c) The PHA has prepared maps that show various areas, both within and neighboring its jurisdiction, with housing opportunities qutside areas of poverty and.minority concentration; the PHA has assembled Information about job opportunities, schools and services in these areas; and the PHA uses the maps and related information when briefing voucher holders. PHA Response Yes D No D (d) The PHA's Information packet for voucher holders contains either a list of owners who an~ willing to lease, or properties available for lease, under the voucher program, or a list of other organizations that will help families find units and the list includes properties or organizations thafoperate outside areas of poverty or minority concentration. PHA Response Yes D No D (e) The PHA's information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address and telephone number of a portability contact person at each. • PHA Response Yes D No D (f) The PHA has analyzed whether voucher holders have experienced difficulties In finding housing outside areas of poverty or minority concentration and, where such difficulties were found, the PHA has considered whether lt 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 the voucher program by unit size for each FMR area in the PHAjurisdiction and, if applicable, for each PHA-designated part of an FMR area, which do not exceed 110 percent of the current applicable FMR and which are not less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503)· PHA Response Yes [ZJ No □ Enter current FMRs and payment standards (PS) 0-BR FMR 380 1-BRFMR 452 PS --~3~9~4 __ _ PS --~4"'69=---- 2-BR FMR __ 5_8_3 _ 3-BR FMR __ 71_1_ 4-BR FMR __ 7_3_2_ PS __ _,6c,0,,_5 __ PS ___ 7,c3,,8'---PS __ ...,7.,e9.:_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 an FMR area, attach similar FMR and payment standard comparisons for each FMR area and designated Brea. 9. Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516) PHA Response Yes [ZJ No □ 10. Correct Tenant Rent Calculations. The PHA correctly calculates tenant rent in the rental certificate program and the family rent to owner in the rental voucher program. (24 CFR 982, Subpart K) PHA Response Yes [ZJ No D 11. Precontract HOS Inspections. Each newly leased unit passed HQS inspection before the beginning date of the assisted lease and HAP contract. (24 CFR 982,305) PHA Resp~nse Yes [ZJ No □ 12. Annual HOS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a)) PHA Response Yes [ZJ 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.Sufficiency 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 [ZJ PHA Response a. Number of mandatory FSS slots (Count units funded under the FY 1992 FSS incentive awards and in FY 1993 and later through 10/20/1998. Exclude units funded in connection. with Section 8 and Section 23 project-based contract terminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid or terminated mortg_ages under section 236 or section 221(d)(3); and Section 8 renewal funding. Subtract the number of families that successfully completed their contracts on or after 10/21/1998.) or, Number of mandatory FSS slots under HUD-approved exception Previous edition is obsolete Page 2 of 4 form HUD-52648 (8/2000) ref. 24 CFR Part 985 b. Number of FSS families currently enrolled c. Portability: If you are the initial PHA, enter the number of families 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 with Escrow Account Balances. The PHA has made progress in supporting family self-sufficiency as measured by the percent of currently enrolled FSS families with escrow account balances. (24 CFR 984.305) Applies only to PHAs required to administer an FSS program . Check here if not applicable [ZJ PHA Response Yes O No □ Portability: If you are the initial PHA, enter the number of families with FSS escrow accounts currently enrolled in your FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA Deconcentration Bonus Indicator (Optional and only for PHAs with jurisdiction in metropolitan FMR areas). The PHA is submitting with this certification data which show that: (1) Half or more of all Section 8 families with children assisted by the PHA in its principal operating area resided in low poverty census tracts at the end of the last PHA FY; (2) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA's principal operating area during the last PHA FY is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the last PHA FY; or (3) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA's principal operating area over the last two PHA FYs is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the second to last PHA FY. PHA Response Yes D No [ZJ If yes, attach completed deconcentration 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 Section 8 rental assistance in accordance with Federal law and regulations. Warning: Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) Chairperson, Board of Commissioners, signature Date (mm/dd/yyyy) ______ 0_2_/_1_6_/_2_0_1_2 ____ _ The PHA may include with its SEMAP certification any information bearing on the accuracy or completeness of the information used by the PHA in providing its certification. Previous edition is obsolete Page 3 of 4 form HUD-52648 (8/2000) ref. 24 CFR Part 985 Program MHF A Deferred Loans -Phase XV Rental Rehab-2010 Program OTC Tax Levy -Homeowner (2011) OTC Tax Levy-Rental (2011) OTC Tax Levy-Rental (2012) 2012 Applications: Pelican Rapids Short Form Ver2as/Dent Comprehensive SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twsho/Pelican Twsho (22 homes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twsho/Pelican Twsho (JO commer.) SCDP: New York Mills/Bluffton/ Newton Twsho/Bluffton Twshp (21 homes) SCDP: New York Mills/Bluffton/ Newton Twshp/Bluffton Twshp (5 corn mer) SCDP: New York Mills/Bluffton/ Newton Twsho/Bluffton Twshp (15 rental) Otter Tail County HRA Rehabilitation Projects Update February 16, 2012 Applications In Inspected Process 9 1 8 Bidding 1 0 Program will not start until 2012 17 0 17 0 12 0 12 0 6 6 Submitted by November 17, 2011 deadline Proceed Issued 1 0 12 Approved to submit full application by April 12, 2012 7 1 6 5 1 6 2 4 2 2 4 2 3 1 1 22 0 22 2 4 11 0 11 2 4 18 3 16 1 5 6 0 6 0 0 15 units 0 15 units 0 12 units Complete 6 6-I $136,189.55 17 0 0 0 0 16 5 9 6 3 . r_.,..),----::. = .. OTC UMA UML January 140 125 February 140 116 March 140 113 April 140 118 May 140 114 June 140 115 July 140 117 August 140 121 September 140 120 October 140 121 November 140 12L December I/" ,1. 40 ,f"/132 IV YTD 1;-680 1,436 ABA YTD: Less HAP Expenditures YTD: = Remaining YTD: CY Eligibility: Remaining CY Eligibility: CY Months Remaining: Leasing% 85.48% 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: ~*~;~•,•·&'. ,;~~~\tl1:5 #DIV/0! 1,436 244 #DIV/0! #DIV/0! Minimum of Available or Supportable Montt #DIV/0! ABA - Utilization ABA ··"'" -··-tlAP -% PUC .• $ 38,709 $ 34,542 $ 276 $ 38,709 $ 32,035 $ 21'6 $ 38,709 $ 29,579 $ 262 $ 38,709 $ 33,312 $ 282 $ 38,709 $ 33,283 $ 292 38,709 $ 33,682 $ 293 38,709 $ 34,658 $ 296 38,709 $ 36,139 $ 299 38,709 $ 34,713 $ 289 38,709 $ 34,171 $ 282 38,709 $ 35,527 $ 287 38,709 $ 38,357 $ 291 $464,508 $ 409,998 88.27% $ 286 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM DECEMBER, 2011 AnnualRecerts Interim Recerts Portsaln/Billing Ports-In/Absorbed* Ports-Out/Billed* Ports-Out/Absorbed* Ports Out/End Participation* End Participation* Shop Mode/ARS* New Admissions* Waiting List/To Date Vouchers Issued Applications 1/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 10 6 0 1 0 0 0 3 (1 was In Shop), 0 9 108 14 19 2 0 9/$6091.00 0 0 80% OTC UMA UML January. /140 130 February llln March 140 April 140 May 140 June 140 July .140 August 140 September 140 October 140 November 140 December 140 YTD 1,680 130 ABA YTD: Jan -March Less HAP· Expenditures YTD: = Remaining YTD: CY Eligibility: Remaining CY Eligibility: CYMonths Remaining: Leasing% J • 7.74% 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 Montt $102,324 $37,278 $65,046 ·-~f"_. ;-_:-_· .. '-''.'<'j",,,,.:; ri,$lP2;~;2!l1 '' .-,,,.,-,, ,, .. ,,.,,.", .. ; $65,046 (::~~s~:d~tz~§J~~- $32,523· 130 1,550 775 227 114 227 114 ABA $102,324 $ $102,324 $ ABA Utilization HAP % PUC 37,278 $ 287 #DIV/0! #DIV/0! #DIV/0_! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! .. #DIV/0! . 37,278 36.43% $ 287 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM JANUARY, 2012 AnnualRecerts Interim Recerts Ports-In/Billing Ports-In/Absorbed* Ports-Out/Billed* Ports-Out/Absorbed* Ports Out/End Participation* End Participation* Shop Mode/ARS* New Admissions* Waiting List/To Date Vouchers Issued Applications I/P Ports In Pending Ports Out Pending Ports OutPaid Ports Received In-House Transfers ELI% 5 9 0 0 0 1 0 2 1 2. 115. 15 · 16· 0 0 8/$5116.00 0 0 100% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units December 2011 Rents Payable $3,041.00 Rents Collected $2,818.00 Late Fees Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 0.00 ELI Percentage Vacancies 0 Waiting List 2 Bedroom 26 3 Bedroom 16 4 Bedroom 5 H:\Users\P~\Board Reports\OT County -Board Report.doc OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units January 2012 Rents Payable $2,980.00 Rents Collected $4,524.00 Late Fees Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 0.00 ELI Percentage Vacancies 0 Waiting List 2 Bedroom 31 3 Bedroom 19 4 Bedroom 6 0 tQU.ll."IOJSUl OPPO•TI.INIT1 , HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director April 12, 2012 Meeting tiJ be Held Thursday, April 19th, 2012 at 10:00 a.m. atthe HRA Office, 1151 Friberg Ave., Fergus Falls, MN. 56537 Regular Minutes of February 16th Meeting AGENDA 1. Chairperson -Call Meeting to Order 2. Approval of Minutes 3. Executive Director A. Administrative Expenses -February & March 2012 B. Investment Listing C. 2012 Capital Fund Program Update D. MHFA 2012 Minnesota Cities Participation Program E. HRA Fiscal Audit-April 30 -May 2, 2012. 4. Rehabilitation Specialist -Dennis Christenson A. MHFA Update B. OTC Tax Levy Update C. 2012 SCDP Applications 5. Rehabilitation Assistant-Sue Bjorklund A. 2010 Pelican Rapids SCDP B. 2010 New York Mills SCDP C. 2011 Battle Lake SCDP D. 2011 Deer Creek/Parkers Prairie SCDP 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update 7. Housing Manager -Pam Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! =============== Providing Housing Opportunities ,IU~ers\JEE.ElAgendaoOT.C..april.doo I r~· Fl\'. I The Otter Tail County HRA Board of Commissioners met in a regular meeting on February 16th, 2011 at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Hazel Hovde Robert Maki Janice Palan OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Pam Minten Vicki Scheer ABSENT Dennis Christenson Sue Bjorklund Scott Rocholl, Chairperson opened the regular meeting, A motion was made and seconded to approve the minutes from the December 15th, 2011, meeting, M/Robert Bigwood SI Hazel Hovde As this is the first meeting of the year the annual 2012 HRA appointments and designations were reviewed, A motion was made and seconded that the officers remain the same, Chairperson-Scott Rocholl, Vice Chairperson ~Robert Bigwood and Janice Palan as Secretary in 2012. M/Robert Bigwood SI Hazel Hovde Scott Rocho]] made a suggestion that the board consider that some boards rotate officers and possibly this should be done in the future with the HRA board. A motion was made and seconded with all ayes that the Fergus Falls Daily Journal remains the legal publication in 2012. M/Robert Bigwood SI Robert Maki A motion was made and seconded with all ayes that Security State Bank in Fergus Falls remains as the bank depository for the year 2012. M/Robert Maki SI Hazel Hovde A motion was made and seconded with all ayes that the per diems remain at $60.00 per meeting in 2012. M/Robert Bigwood SI Hazel Hovde A motion was made.and seconded with all ayes to increase the mileage reimbursement to 55.5 cents per mile for the year 2012, which is what the J:RS currently allows for business travel. M/Robert Bigwood SI Hazel Hovde The HRA 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 2012. M/Robert Bigwood SI Hazel Hovde H:\Users\VICKI\Minutes\2012.minutes\minutes -otc feb 2012.doc Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of December 2011 and January 2012. A motion was made and seconded to approve the expenses. M/Robert Maki SI Hazel Hovde The Investment Listing was reviewed and the only changes were in the balances in the checking and savings accounts. Regarding the 2012 Capital Fund program it is estimated that the amount we will receive in 2012 is $19,450.00. An ACC amendment regarding the capital fund improvements will be submitted to HUD by March 51\ 2012. A motion was made and seconded. M/Janice Palan SI Hazel Hovde Jeff responded to an e-mail from Mary Rivers at MHFA that the HRA would be interested in applying for the MHFA 2012 Minnesota Cities Participation Program (MCPP) application when funds are available and received a reply that we would be placed on the list. A cooperation agreement regarding rental assistance and services to households experiencing homelessness in West Central Minnesota (The Shelter Plus Care Program) between the Fergus Falls, Clay County, Alexandria, Breckenridge, Douglas, Grant, Otter Tail and Stevens County HRA's was presented for review. This program will now be administered by Clay County HRA instead of Grant County and we will only be doing the inspections for the program going forward. A motion was made and seconded with all ayes to approve the agreement. M/Robert Bigwood SI Robert Maki Resolution #098 regarding the 2011 Section 8 Management Assessment Program (SEMAP) Certification was presented for review. This is a self certification that will be filed with HUD. A motion was made and seconded with all ayes to approve the resolution. r M/Robert Bigwood SI Hazel Hovde In Dennis Christenson's and Sue Bjorklund's absence Jeff provided their reports for review. Jeff attended a DEED Small Cities meeting in Alexandria and there will be a lot of changes in the 2012 application process and DEED is requiring applicants to be more specific in the targeting areas. Dennis and Sue's reports were provided with the following infom1ation. The deadline to submit final applications is April 15, 2012. There are 9 MHFA Deferred Loan Program Phase XV applications that have been received, 1 is in process, 8 have been inspected, 1 is bidding, l is in process and 6 are complete and $136,189.55 funds have been spent. The Rental Rehab Pro gram will probably not start up until 2012. There are 17 applications for the 2011 Otter Tail County Tax Levy Homeowner Program, 17 were inspected and all are complete. A total of 12 rental unit applications have been taken, all 12 have been inspected and 12 are in bidding for the 2011 Otter Tail County Rental Rehab Program. Six 2012 rental applications have been taken and are in process. H:\Users\VICKI\Minutes\2012 minutes\minutes -otc feb 2012.doc 2 The full application for Vergas/Dent for Owner Rehab and Commercial and the short form for Owner Rehab only in Pelican Rapids have been submitted to DEED. There are 7 applications have been received, 1 is in process and 6 have been inspected, 5 are bidding and 1 is in progress for the Battle Lake SCDP Homeowners Program and 6 applications have been taken, 2 are in process, 4 has been inspected, 2 are bidding and 2 are in process for the Commercial Program. Four applications have been received, 2 are in process, 3 have been inspected, 1 is bidding and 1 is in process for the Parkers Prairie/Deer Creek Small Cities Program. There were 22 applications received the Pelican Rapids/Erhai;d and Erhard's Grove Township/Pelican Townships SCDP Program, 22 were inspected, 2 are bidding, 4 have rehab in progress.and 16 are complete. Eleven commercial applications have been received, 11 have been inspected, 2 are bidding, 4 have work in progress and 5 are complete for the Pelican Rapids/Erhard/Erhard's Grove Township/Pelican SCDP Program. Eighteen homeowner applications have been received, 3 are in process, 16 have been inspected, 1 is bidding, 5 are in progress and 9 are complete for the New York Mills/ Bluffton/Newton and Bluffton Townships SCDP Program. Six commercial applications have been received, 6 have been inspected and all 6 are complete for the New York Mills/Bluffton/Newton/Bluffton Townships SCDP Program. - Fifteen rental units applications have been received, 15 have been inspected, 12 are in progress and 3 are complete for the New York Mills/Bluffton and Newton/Bluffton Townships Rental SCDP Program. Mary Jo, Housing Administrator reported that a total of$409,998 was spent for the year 2011. For the month of January the Otter Tail County Section 8 Program there were 130 leased and HAPS totaling $37,278.00. There are 15 vouchers issued, 16 applications are in progress. There are 115 families on the waiting list, $5,116.00 was paid for 8 ports out and the ELI percentage was 100%. Two families ended participation. Pam Minten, Housirig Manager of the Fergus Falls and Otter Tail County public housing units reported that December rents owed for the Otter Tail County Family Public Housing units totaled $3,041.00, and $2,818. was collected. There were no late fees or outstanding charges. There were no vacancies. Twenty-six applicants were on the 2-bedroom public housing waiting list, 16 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. The January rents owed totaled $2,980.00 and $4,524.00 was collected. There were no late fees or outstanding charges. There were no vacancies. Thirty-one applicants were on the 2-bedroom public housing waiting list, 19 applicants on the 3-b~droom waiting list and 6 on the 4-bedroom waiting list. A REAC inspection was completed January I 0th and went very well and the HRA received a good rating. There being no further business, a motion was made to adjourn the meeting. M/Robert Maki Janice Palan, Secretary. H:\Users\VICKI\Minutes\2012 minutes\minutes -otc feb 2012.doc Date 3 SI Robert Bigwood OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF February, 2012 Bank of the West -Office Rent $ City of Fergus.Falls -Health Insurance $ Security Benefit -Retirement $ Otter Tail Telcom -$ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz -Mileage $ Scott Rocholl -Per Diem Janice Palan -Per Diem $ Hazel Hovde -Per Diem $ Robert Maki -Per Dierri $ Robert Bigwood -Per Diem $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Steve's Sanitation Co. $ Toutges Sanitation Co. $ Waste Management Co. $ New Horizon Ag Service $ Tina Stevens $ Son's Appliance & Refrigeration $ RTW, Inc. -Workers Comp. $ Salaries $ H:\Users\JEFFIOTC HRA EXPENSES-feb 2012 450.00 1,850.00 950.00 225.00 200.00 400.00 $150.00 49.64 183.71 $73.32 109.95 87.50 121.05 60.00 94.44 676.81 546.00 764.64 664.83 68.32 570.70 176.18 61.00 68.00 19.87 244.94 131.00 189.09 511.00 10,430.47 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF March, 2012 Bank of the West -Office Rent $ City of Fergus Falls -Health Insurance $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ Dennis Christenson -Mileage $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz -Mileage $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Steve's Sanitation Co. $ Toutges Sanitation Co. $ Waste Management Co. $ New Horizon Ag Service $ Tina Stevens $ Ballard Sanitation $ Mark Gaworski -Accounting $ Bjorn's Htg. & A/C $ Otter Tail Co. Treasurer -Solid Waste Fee $ Salaries $ H:\Users\JEFAOTC HRA EXPENSES-March 2012 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 412.92 46.91 119.88 89.32 566.82 568.17 716.94 664.83 9.88 411.69 91.33 54.33 19.87 101.31 208.86 131.00 126.61 2,000.00 51.00 1,261.95 10,492.22 April 19, 2012. FINANCIAL INSTITUTION FUND OTTER TAIL COUNTY HRA INVESTMENT LISTING . -. , DESCRIPTION : PRINCIPAL· INTEREST RATE . CERTIFICATES Security State Bank Fergus Falls Public Housing Money Market $6,597.14 .05% . - SA VIN GS ACCOUNTS Security State Bank Fergus_Falls _ __ Security State Bank Fe!gu_s Falls - • S~ction 8 Admin • Reserve ------------- ' Public Housing Security Deposits CHECKING ACCOUNTS Section 8 Existing -. - Public Housing ------- MHFA-Loan Account -------- Otter Tail County Tax Levy MHFA-HOME Account . NOW Account : NOW Accou"iit NOW Account : NOW Account ' ----.. -.,-------, 1 NOW Account .J:\Users\JEFF\INVESTMENT LISTINGS\2012\invest list ate -april ·2012.doc • Certificate #210979 -. Weekly Money I_ Ma!l<:e! Sayi_!lg_s • Commercial Money • : Market -·r ' r $19,803.24 ' --$7,"037.05 : $88,261.22 . - $39,656.75 • ' - $35,076.54 . $269,820.95 $831.65 .07% .05% INTEREST PAID • Maturity Automatic Deposit Monthly Account #9312-004634 Monthly Account , #9312015673 I.D. # 41-1518930 PURCHASE DATE Renewed 03/19/12 . MATURITY DATE 09/19/12 I _, Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part II: Sunnortin2 Paees PHAName: Grant Type and Number U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 08/31/2011 Federal FFY of Grant: Capital Fund Program Grant No: : MN46P 17750l12 ;;JC I;)., Otter Tail County HRA CFFP (Yes/No): Replacement Housing Factor Grant No: Development Nnmber General Description of Major Work Development Quantity Name/PHA-Wide Activities MN177001 MN177001 Page3 Categories Account No. Onerations 1406 HAW Reolace Drivewav/Sidewalks 1450 HAW 1 To be completed for the Performance and Evaluation Report or a Revised Annual Statement. 2 To be completed for the Perfonnance and Evaluation Report. Total Estimated Cost Total Actual Cost Status of Work Original Revised' Funds Funds Obligated' Expended' 7,450 12,000 form HUD-50075.1 ( 4/2008) Minnesota Housing - Finann Agr ncy Minnesota City Participation Program {MCPP) Allocations Allocation balances for the 2012 Minnesota City Participation Program (MCPP) as of Monday, March 26, 2012 are as follows: MCCP Applicants Dollar Amt . MCCP Applicants Dollar Amt Alexandria $179,772 Mower County $635,989 Anoka County $5,372,757 North Mankato $217,512 Barnesville $100,000 NW MN Multi-Co. HRA $1,398,079 Becker Co unty $527,850 Ortonville $100,000 Breckenridge $100,000 Otter Tail County $930,575 Carver County $1,478,481 Owatonna $415,716 Chippewa County $202,036 Ramsey County $3,630,708 Ch isago County $875,100 Red Wing $267,287 Crow Wing Cou nty $1,014,972 Rice County $1,041,637 Dilworth $100,000 Scott County $2,109,972 Fillmore County $338,854 SE MN Multi-Co. HRA $1,670,416 Freeborn County $507,567 Sherburne County $1,326,998 Fulda $100,000 St. Cloud $1,069,244 Glyndon $100,000 St. James $100,000 Grant County $100,000 St. Louis County $3,251,580 Headwaters Regional Dev. $1,348,256 Commission Stevens County $157,946 Hennepin County $12,501,967 Swift County $158,871 Houston Cou nty $308,990 Washington County $3,867,221 Jan esville $100,000 Wells $100,000 Kandiyohi County $685,942 Worthington $207,282 Little Falls $135,487 Wright Cou nty $2,025,072 McLeod County $595,196 Totals $52,073,490 Rev. 03.22.2012 Program MHF A Deferred Loans -Phase XV Rental Rehab -2010 Program OTC Tax Levy -Homeowner (2012) OTC Tax Levy -Rental (2011) OTC Tax Levy -Rental (2012) 2012 Applications: Pelican Rapids Short Form Vergasillent Comnrehensive SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshn/Pelican Twshn (22 homes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshn/Pelican Twshn (10 commer.) SCDP: New York Mills/Bluffton/ Newton Twshn/Bluffton Twshn (21 homes) SCDP: New York Mills/Bluffton/ Newton Twshn/Bluffton Twshn (5 commer) SCDP: New York Mills/Bluffton/ Newton Twshp/Bluffton Twshn (15 rental) ~ Otter Tail County HRA Rehabilitation Projects Update April 19, 2012 Applications In Inspected Process 7 0 7 0 No applicants yet 7 0 7 12 0 12 6 6 Bidding Proceed Issued 0 1 0 6 0 12 Submitted by November 17, 2011 deadline ~e...d.cS l • -Full annlication sent Mondav, Anril 9, 2012 ~,, 1 -"'--e... 7 1 7 1 5 6 1 6 3 2 4 1 3 0 3 23 1 23 0 5 11 0 11 2 4 18 2 16 2 4 6 0 6 0 0 25 units 10 units 15 units 0 12 units Complete 6 7-I $161,188.55 1 0 '-:s:::..J {-\..~ ... i $~ 0 0 0 17 5 10 6 3 HUB: FO Code: 5HMIN 5KPH OTTER TAIL COUNTY HRA HA Num: MN008 1.·.'~.·. '' .. 11.!"!~;i,lill:~! '1 .. ,1.1. ,t. irJl .. t~.·,iml. -.''~.~-.·. ~.:.i.GJ.~, ';;,.[• J{c-•t:~-1,/~"W¾I! !!!1f,U M!\~~'(UNfsL:.:lill!flls 140 130 92.86% 140 131 93.57% 140 131 93.57% 420 392 93.33% $34,108 $34,108 $34,108 $102,324 120. 00% --=c==~...,,...,,.,,,.--,-,-~~~~'--7,,..,,...., 100.00% 8 0. 00% --ttrf2"...::.r 60.00% 40.00% 20.00% 0.00% NRA Balance as of 1/1/2012: ABA YTD: HAP Expenditures YTD: Remaining NRA YTD: CY Eligibility: Remaining CY Eligibility: CY Months Remaining: Monthly CY Eligibility Remaining: Unit Months Available CY: Unit Months Leased CY: Unit Months Remaining CY: Monthly Units Remaining CY: Unit Months Funding Would Support: Monthly Units Funding Would Support: Minimum of Available or Supportable: Minimum of Available or Supportable Monthly: N -I .... < N N N ---I I I ~ ] -,,g ::E $54,724 $102,324 $110,804 $46,244 $414,520 $303,716 9 $33,746 1,680 392 1,288 143 1,074 119 1,074 119 $37,278 109.29% $37,333 109.46% $36,193 106.11% $286:75 $284.98 $276.28 $110,804 I 08.29% $282.66 N -I ~ VJ N -t5 0 N -I u 0 Q Including 3 months of NRA $358,440 9 $39,827 1,268 141 1,268 141 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM FEBRUARY & MARCH, 2012 AnnualRecerts Interim Recerts Ports-In/Billing Ports-In/Absorbed* Ports-Out/Billed* Ports.Out/Absorbed* Ports Out/End Participation* End Participation* Shop Mode/ARS* N~w Admissions* Waiting List/To Date Vouchers Issued Applications 1/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 20 11 0 2 0 1 0 3 2 4 149 12 17 0 1 Feb.-7/$4,684 Mar.-7/$4,699 0 0 67% OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units February 2012 Rents Payable $ 3,128.00 Rents Collected $3,387.00 Late Fees Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 0.00 ELI Percentage Vacancies 0 Waiting List 2 Bedroom 31 3 Bedroom 16 4 Bedroom 5 H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units March2012 Rents Payable $ 3,128.00 Rents Collected $2,228.00 Late Fees Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 0.00 ELI Percentage Vacancies 0 Waiting List 2 Bedroom 27 3 Bedroom 17 4 Bedroom 5 Otter Tail County Public Ho using ACOP (Admissions and Continued Occupancy Policy) and LEASE Proposed changes -April 2012: POLICY CHANGES: 13.8 25.0 PAYING RENT ~~&w(--- ~~~=~LY.l.(!:e:,2.s-!.!not pay the full amount of the rent by 4:30 p.m. on the fifth day of the month, a~ ate fee u 25. 0 i II be assessed, effective August I , 2012 a $25 .00 late fee will be assessed to all tenants to cover the added costs of a rent payment received after the fifth day of the month. FACILITIES USE POLICY f ,,,i. 0~1~1\ The Fergus Falls Housin,,.uthority has one community facility located at Riverview Heights. This facility exists primarily for the benefit of the residents but shall be available to responsible non- resident sponsored community groups with the written ermission of the Executive Director. The complete policy is available at the Fergus Falls/Otter Tail County HRA office or the Riverview Heights office. LEASE CHANGES: 3. Rental Payment: Resident shall pay month ly rent of. ..... If the Resident does not ay the full amount of the rent by 4:30 p.m. on the fifth day of the month, an 8% late fee up to $25 will be assessed effective August I, 2012 a $25 late fee will be assessed to all tenants to cover the added costs of a rent payment received after the ti fth day of the month . Charges in addition to rent are due on later than two weeks from the date of the written notice of the charge. Q5. FACILIT IES USE POLICY The Fergus Falls I lousing Authority has one community fac ility located at Riverview Heights. his facility exist rimarily for the benefit of the res idents but shall be available to responsible non- resident s onsored community groups with the written permission of the Executive Director. he complete policy is ava ilable at the Fergus Falls/Otter Tail County HRA office or the Rivervie Heights office. Proposed ACOP and Lease changes effective July 1, 2012for present residents, effective immediatelvfor new residents. HRA Office 1 151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director June 14, 2012 Meeting to be Held Thursday, June 21st, 2012 at 10:00 a.m. at the HRA Office, 11 51 Friberg Ave., Fergus Falls, MN. 56537 Regular Minutes of April 19th Meeting AGENDA l. Zhairperson -Call Meeting to Order 'Y App7val of Minutes 3. E~J ive Director A~ministrative Expenses -Apri l & May 2012 B.~vestment Listing C: 2012 Capital Fund Program Update . !t1.' Driveway Replacement Proposals Di3 Tax Levy Request to Otter Tail County Board E. F seal Audit Report -12/3 1/2011 F. RA Board Member Appointment 4. Rehabilitation Specialist -Dennis Christenson A.'-MHFA Update B. -OTC Tax Levy Update C. "2012 SCDP Applications 5. Re~ilitation Assistant -Sue Bjorklund A.~10 Pelican Rapids SCDP B. ~IO New York Mi lls SCDP C. "2_9 11 Battle Lake SCDP D.'10 11 Deer Creek/Parkers Prairie SCDP 6. HouJing Administrator -Mary Jo Schwarz A. ~,,cction 8 Update B. --New Proposed Utility Schedule for 9/1 /2012 7. H~ing Manager -Pam Minten A. Public Housi ng Update PLEASE CALL IF YOU ARE UNA BLE TO A TTEND! Providing Housing Opportunities H:\Users\JEFF\A~enda-OICJune.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on April 19, 2012 at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Hazel Hovde Robert Maki Janice Palan OTHERS PRESENT Jeffrey Gaffaney Sue Bjorklund Pam Minten Vicki Scheer Dennis Christenson Scott Rocholl, Chairperson opened the regular meeting. ABSENT Mary Jo Schwarz A motion was made and seconded to approve the minutes from the February 16th, 2012, meeting. M/Janice Palan S/ Robert Bigwood Deviating slightly from the agenda, Dennis Christenson, Rehab Specialist reported that there are 7 MHF A Deferred Loan Program Phase XV applications that have been received, 7 have been inspected, 1 is in process and 6 are complete and $161,188.55 funds have been spent. The MHF A Rental Rehab program is up and running but he has not received any applications yet. There are 7 applications for the 2012 Otter Tail County Tax Levy Homeowner Program, 7 were inspected, 6 are in progress and 1 is complete. A total of 12 rental unit applications have been taken, all 12 have been inspected and 12 are in progress for the 2011 Otter Tail County Rental Rehab Program. Six 2012 rental applications have been taken and are in process. The short form application for Pelican Rapids was submitted to DEED November 1 ih. The Dent/Vergas full application was submitted April 9th, 2012 and he hopes to hear by the end of June if either or both will be funded. Sue Bjorklund, Rehab Assistant, reported that 7 applications have been received, 1 is in process and 7 have been inspected, 1 is, bidding and 5 are in progress for the Battle Lake SCDP Homeowners Program and 6 applications have been taken, 1 is in process, 6 has been inspected, 3 are bidding and 2 are in progress for the Commercial Program. Four homeowner applications have been received, 1 is in process, 3 have been inspected and 3 are in process for the Parkers Prairie/Deer Creek Small Cities Program. H:\Users\VICKI\Miilutes\2012 minutes\minutes -otc april 2012.doc 1 There were 23 applications received for the Pelican Rapids/Erhard and Erhard's Grove Township/Pelican Townships SCDP Program, 1 is in process, 23 were inspected, 5 have rehab in progress and 17 are complete. Eleven commercial applications have been received, 11 have been inspected, 2 are bidding, 4 have work in progress and 5 are complete for the Pelican Rapids/Erhard/Erhard's Grove Township/Pelican SCDP Program. Eighteen homeowner applications have been recdved, 2 are in process, 16 have been inspected, 2 are bidding, 4 are in progress and 10 are complete for the New York Mills/ Bluffton/Newton and Bluffton Townships SCDP Program. Six commercial applications have been received, 6 have been inspected and all 6 are complete for the New York Mills/Bluffton/Newton/Bluffton Townships SCDP Program. Twenty-five rental units applications have been received, 10 are in process, 15 have been inspected, 12 are in progress and 3 are complete for the New York Mills/Bluffton and Newton/Bluffton Townships Rental SCDP Program. Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of February and March 2012. A motion was made and seconded to approve the expenses. M/Robert Maki S/ Janice Palan The Investment Listing was reviewed and one certificate was renewed at Security State Bank and the only other changes were in the balances in the checking and savings accounts. Regarding the 2012 Capital Fund program it is estimated that the amount we will receive in 2012 is $19,450.00. An ACC amendment regarding the capital fund improvements was submitted to HUD by March 51\ 2012. Some driveways and sidewalks replacements will be replaced this year and the remainder .of the funds will be put into general operations. Jeff has had correspondence with MHFA regarding the 2012 Minnesota Cities Participation Program (MCPP) application and the amount that will be allocated for Otter Tail County is $930,575. Carlson Highland LLC will be here April 30th -May 2nd for the Otter Tail County HRA fiscal audit. In Mary Jo's absence, Jeff reported that for the Otter Tail County Section 8 Program there were 131 leased and HAPS totaling $36,193.00. There are 12 vouchers issued, 17 applications are in progress. There are 149 families on the waiting list, $4,699.00 was paid for 7 ports out and the ELI percentage was 67%. H:\Users\VICKI\Minutes\2012 minutcs\minutes -otc april 2012.doc 2 Pam Minten, Housing Manager of the Fergus Falls and Otter Tail County public housing units reported that rents payable for February was $3,128 and $3,387 was collected. There were no late fees or outstanding charges. There were no vacancies. Thirty-one applicants were on the 2-bedroom public housing waiting list, 16 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. The March rents owed totaled $3,128.00 and $2,228.00 was collected all rents were paid. There were no late fees or outstanding charges. There were no vacancies. Twenty-seven applicants were on the 2-bedroom public housing waiting list, 17 applicants on the 3- bedroom waiting list and 5 on the 4-bedroom waiting list. Pam then presented proposed changes to the ACOP plan and lease as follows: Change late fees to $25.00 effective August 1, 2012. Added: Facilities use policy into agency plan as follows: The Fergus Falls/Otter Tail County Housing Authority has one community facility located at Riverview Heights. This facility exists primarily for the benefit of the residents but shall be available to responsible non-resident sponsored community groups with the written permission of the Executive Director. The complete policy is available at the Fergus Falls/Otter Tail County HRA office or the Riverview Heights office. Lease changes regarding changing late fee to $25 effective August 1, 2012. Facilities use policy information the same as above. Proposed ACOP and Lease changes to be effective July 1, 2012 for present residents, effective immediately for new residents. A motion was made and seconded to approve the proposed changes. M/Hazel Hovde S/ Robert Maki There being no further business, a motion was made to adjourn the meeting. M/Robert Maki SI Janice Palan · Janice Palan, Secretary Date H:\Users\VICKI\Minutes\2012 minutes\minutes -otc april 2012.doc 3 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF APRIL, 2012 Bank of the West -Office Rent $ City of Fergus Falls -Health Insurance $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ 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 $ City of Pelican Rapids $ City of New York Mills $ City of Underwood ' $ City of Henning $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Steve's Sanitation Co. $ Toutges Sanitation Co. $ Waste Management Co. $ New Horizon Ag Service $ Tina Stevens $ Jarandson Floor Covering $ MN NAHRO Conference $ CAN Surety $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES april V 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 557.78 49.71 149.85 73.32 109.95 87.50 121.05 60.00 91.03 438.62 267.00 637.50 664.83 136.64 365.05 38.40 57.90 68.00 114.00 118.67 181.00 589.00 250.00 175.00 10,376.45 OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF MAY, 2012 Bank of the West-Office Rent $ City of Fergus Falls -Health Insurance $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ Dennis Christenson -Mileage $ Jeffrey Gaffaney -Mileage $ Mary Jo Schwarz -Mileage $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Steve's Sanitation Co. $ New Horizon Ag Service $ Sue Bjorklund Mileage $ Tina Stevens $ Home Depot $ Culligan Water Co. $ Networks For Hire $ Brogard Plumbing $ TRW Inc. $ Mark Gaworski Accounting $ Salaries $ H:\Users\JEFFIOTC HRA EXPENSES-May 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 556.1.0 51.90 264.74 94.59 361.27 279.00 734.48 664.83 68.32 429.76 28.12 75.73 70.08 103.45 150.00 89.10 84.97 500.00 75.00 511.00 900.00 10,060.82 June 21, 2012 FINANCIAL INSTITUTION CERTIFICATES Security State Bank Fergus Falls SAVINGS ACCOUNTS Security State Bank Fergus Falls Security State Bank Fergus Falls CHECKING ACCOUNTS Section 8 Existing Public Housing MHFA-Loan Account Otter Tail County Tax Levy MHFA-HOME Account FUND Public Housing Section 8 Admin Reserve Public Housing Security Deposits NOW Account NOW Account NOW Account NOW Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2012\invest list otc -june 2012.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL INTEREST RATE Money Market Certificate #210979 Weekly Money Market Savings Commercial Money Market $6,597.14 $19,805.56 $7,037.64 $85,899.04 $36,864.26 $23,878.29 $234,540.13 $831.69 .05% .07% .05% INTEREST PAID Maturity Automatic Deposit Monthly Account #9312-004634 Monthly Account #9312015673. 1.D. # 41-1518930 PURCHASE DATE Renewed 03/19/12 MATURITY DATE 09/19/12 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel;com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 2012 Otter Tail County Capital Fund Program Driveway Replacement in Pelican Rapids & Underwood 1. Nordick Construction -Fergus Falls Pelican Rapids - Underwood- $ 7,980.00 $12,240.00 $20,220.00 H:\Usersltempory letters\2012 Cap fund driveway.'Ylfoviding Housing Opportunities 2013 PROPOSED TAX LEVY REQUEST .I. $170,000-SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION -In 2011 we used $163,000.00. To date (2012) we have used approximately $66,280.00 to supplement the Section Voucher program and general administration due to Federal legislative reductions. The requested funds will also allow us to pursue other critical housing initiatives within Otter Tail County. 2. $ 40,000 -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. 3. $91,000 -OWNER OCCUPIED REHAB LOANS -Use funds to do emergency type loans due to lack ofMHF A funds. 4. $ 25,000-SMALL CITIES DEVELOPMENT GRANTS -Used 2011 Tax Levy funds to write applications for Pelican Rapids/Erhard and Vergas/Dent. The Vergas Dent application was approved for $817,800. 5. $ 90,000 -LEVERAGE FOR OTHER PROGRAMS -Use Tax Levy funds to complete projects when MHF A 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 2013 H:\Usen;\DENNIS\2013 PROPOSED TAX LEVY REQUEST.doe Otter Tail County HRA Fully Taxable Market Value (Pay 2008) JOBZ Tax;able Markel Value (Pay 2008) Total FUii)' 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 drs not change. ;/Ct.? 't !\~~••'Cd 6,434,106,300 2,032,800 6,436,139,100 -1/ 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 ~Dt>"'\ ::i:010 ..::I.0/1 :;JD/), -2.0/ 3 Af:fl_,_D..,,J, A4,p,oll<e-~ Aeerov~ Rre5•k..J ~.skJ. D,/Y~ /o ~ol ~5o/o , o/llfl'Jo .DJ.i'S,o <ff 3S71c:o-o -tr '-1.11,, I CC> C, ~4.11.,,000 '-j t") coo 3,5-~,, 3076 35Jf> ?,S,%, Option 2. -Increase Percent of Maximum Allowable Line 15 by 5% a Year until Maximum Allowable is Reached 5.00% 8 O,.a 35.22% as-,.,, 40.22% 3s-9, 45.22% 2009 2010 2011 2012 2013 2014 2-015 :/016 2017 2018 2019 2020 2021 2022 ·Only 4.76% -not to exceed allowable maximum ~ e, 50.22% :J b 55.22% 0,6022% 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 , olf-D'o ll\9c,OD -gs-Jo Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 OTTER TAIL COUNTY HRA BOARD APPOINTMENTS NAME DATE OF ORIGINAL DATE OF DATE OF APPOINTMENT REAPPOINTMENT EXPIRATION Robert Maki 06/10 -8/2012 Scott Rocholl 08/08 -8/2013 Robert Bigwood 09/08 -8/2014 Janice Palan 03/78 8/10 8/2015 Hazel Hovde 10/97 8/11 8/2016 - H:\Users\JEEE\BOARD.APP.OINTMENTS.OTC.llRlf>kwjding Housing Opportunities I June 1, 2012 The Honorable Dean Haarstick· Mayor, City of Vergas P.O. Box 160 Vergas, MN 56587 Dear Mayor Haarstick: I am pleased to inform you that the city's application for a 2012 Minnesota Small·Cities Development Program grant has been approved for funding in the amount of $817,800. As always, funding was very competitive this year. The Minnesota Department of Employment and Economic Development (DEED) received a total of73 applic!ltions and yours was one of the 31 selected for an award. The proper use of these funds can be complicated: Staff will be providing training opportunities for those implementi11g the grant at the defined dates, times and locations that are provided on the attached page. Please communicate the importance of having those responsible for the administration of this grant to sign. up to attend one of the trainings. Jeremy LaCroix is the Grants Specialist Coordinator assigned to your grant. For additional information, please email him atjeremy.lacroix@state.rnn.us or call 65.1-259-7457. Finally, let me extend my congratulations to you and everyone involved for developing an approach which will assist in effectively addressing your community development needs. Sincerely, Mark R. Phillips Commissioner / C: VJeffGaffney, Executive Director, Fergus Falls HRA Attachment Business and Community Development Division . ._ .t National Bank Building ll! 332 Minnesota Street, Suite E200 a Saini· Paul, MN 55101-1351 USA l!I www.positivelyminnesota.com Toll Free: 800-657-3B58 i!!Phcine: 651-259-7114 e Fax: 651-296-5287,ITTY/TDD: 651-296-3900 An equal opportunity emp!Qyer and service provider. 2012 SCDP Applications Recommended For Approval Amount Applicant Name Region Application Type Recommended Norman County 1 Housing $386,108 Crookston 1 Comprehensive $555,000 Stephen 1 Comprehensive $529,920 Thief River Falls 1 Housing $576,520 Warre.n 1 Comprehensive $712,617 Bagley 2 Housing $331,200 Gonvick 2 Public Facilities $600,000 Big Falls 3 Public Facilities $600,000 Cook County 3 Comprehensive $291,000 Northome 3 Comprehensive $479,520 Alexandria 4 Housing $471,968 Felton 4 Public Facilities $600,000 Clay County 4 Comprehensive $759,025 Hoffman 4 Housing $477,000 Rothsay 4 Housing $470,680 Vergas 4 Comprehensive $817,800 , Pierz 5 Comprehensive • $491,700 Sebeka 5 Comprehensive $635,700 Hutchinson 6E Housing $175,400 Willmar 6E Comprehensive $1,076,162 Canby 6W Comprehensive $760,420 Montevideo 6W Housing $418,600 Dundee 8 Public Facilities $600,000 Hendricks 8 Comprehensive $543,400 Lamberton 8 Housing $406,000 Rushmore 8 Housing $585,480 Worthington 8 Housing $350,000 Martin County 9 Housing $595,125 Waseca 9 Housing $506,000 Lanesboro 10 Comprehensive $449,000 Winona 10 Housing $600,000 TOTAL .. $16,851,345 Program MHF A Deferred Loans -Phase XVI Rental Rehab -2010 Program OTC Tax Levy -Homeowner (2012) OTC Tax Levy-Rental (2011) OTC Tax Levy-Rental (2012) 2012 Applications: Pelican Rapids Short Form Ver2asillent Comnrehensive SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshn/Pelican Twshn (22 homes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshn/Pelican Twshn (10 commer.) SCDP: New York Mills/Bluffion/ Newton Twshp/Bluffion Twshn (21 homes) SCDP: NewYork Mills/Bluffton/ Newton Twshp/Bluffion Twshn (5 commerl SCDP: New York Mills/Bluffton/ Newton Twshp/Bluffton Twsho (15 rental) Otter Tail County HRA Rehabilitation Projects Update June 20; 2012 Applications In Inspected Process 1 0 1 0 No applicants yet 16 0 16 12 0 12 1 0 1 Not approved Annroved. Startin!!: Environmental 9 2 8 5 0 5 5 1 4 23 0 23 11 0 11 22 3 20 6 0 6 57 units 0 57 units Bidding Proceed Complete Issued 0 0 1 1-$23,108 2 11 3 0 12 0 1 0 0 2 5 0 3 2 0 1 3 0 1 4 18 1 5 5 1 8 10 0 0 6 41 units 12 units 3 HUB: FO Code: 5HMIN 5KPH l\! 140 140 140 140 140 700 NRA Balance as of 1/1/2012: ABAYTD: HAP Expenditures YTD: Remaining NRA YTD: CY Eligibility: Remaining CY Eligibility: CY Months Remaining: Monthly CY Eligibility Remaining: Unit Months Available CY: Unit Months Leased CY: Unit Months Remaining CY: Monthly Units Remaining CY: 130 131 131 128 125 645 Unit Months Funding Would Support: Monthly Units Funding Would Support: Minimum of Available or Supportable: OTTER TAIL COUNTY HRA HA Norn: MN008 $34,108 93.57% $34,108 93.57% $34,108 91.43% $32,404 89.29% $32,404 92.14% $167,132 $54,724 $167,132 $178,025 $43,831 $414,520 $236,495 7 $33,785 1,680 645 1,035 148 857 122 857 Minimum of Available or Supportable Monthly: 122 37,278 109.29% 2 $37,333 109.46% $284.98 $36,193 106.11% $276.28 $34,027 105.01% $265.84 $33,194 102.44% $265.55 $178,025 106.52% $276.01 Including 5 months of NRA $291,219 7 $41,603 1,055 151 1,035 148 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM APRIL & MAY, 2012 AnnualRecerts Interim Recerts Ports-In/Billing Ports-In/Absorbed* Ports-Out/Billed* Ports-Out/Absorbed* Ports Out/End Participation* End Participation* Shop Mode/ARS* New Admissions* Waiting List/To Date Vouchers Issued Applications I/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 10 13 0 0 0 2 0 6 2 4 136 25 14 1 2 4/$1,866 0 1 100% REQUEST TO APPROVE ADDITIONAL LANGUAGE NEEDED FOR SECTION SECTION 8 ADMINISTRA TIVE'PLAN Issue to be addressed: Applicants are not being truthful, on initial and update applications (when name comes to the top of the waiting list), and are claiming to be residents of our jurisdiction when actually they appear to be residents of another jurisdiction. By claiming to be an apparent resident, an applicant has priority on the waiting list and, therefore, has the potential of being assisted before non-residents. Suggested Addition to Administrative Plan 4.2 TAKING APPLICATIONS Apparently eligible applicants will be placed on the waiting list and will be considered residents if they meet the.definition of habitual resident (see glossary). In making the determination as to whethc;r or not the family meets the definition of habitual resident, the family may be asked to provide information such as, but not limited to, the following: *Where the person votes or is registered to vote *Present status of the family's former living quarters, i.e. whether it was sold or rerented *Jurisdiction in which a valid driver's license was issued * Jurisdiction from which any professional licenses were issued *Location of the person's union membership * Jurisdiction from which any motor vehicle license was issued and the actual physical location of the vehicles *Jurisdiction of where any fishing or hunting licenses were purchased *Location of any bank accounts, especially the location of the most active checking account *Location of other transactions with financial institutions *Location of place of worship at which the person is a member *Location of business relationships and the place where business is transacted *Information regarding current rental unit including landlord's name and address, and copies of utility bills that are in the tenant's name *Location of social, fraternal, or athletic organizations or clubs or lodge or country club in which the person is a member * Address where mail is received and has been received previous and throughout the time the family is considered to be an applicant *Copies of most recent payroll check stubs and any other employment records that would indicate family address *Locations of schools at which the person or the person's spouse or children attend, and whether resident or nonresident tuition was charged *Statements made to an insurance company, concerning the person's address, and on which the insurance is based * Statements and/or documents from law enforcement agencies and parole officers concerning the person's address * Jurisdiction in which the family receives public welfare benefits *Property Tax Statements GLOSSARY: Habitual Resident: A family whose head, co-head or spouse currently lives in the HA jurisdiction, works or has been promised employment in the HA jurisdiction or "physically" attends college in the HA jurisdiction. (An individual taking on-line courses through an institution in the HA jurisdiction will not be considered as an individual who is "physically" attending college in the HA jurisdiction.) Change to be made to application and other pertinent documents regarding criminal history: Current language: Has any household member £YIT been charged, arrested or convicted of any violent criminal activity ....... drug related criminal activity ... . Suggested language: In the last three years, has any household member been charged, arrested or convicted ... ""f'.) .,~ ··-',· ~ C> F'o.sc.:o FERGUS FALLS/OTTER TAIL COUNTY HRA SCHEDULE OF ALLOWANCES FOR TENANT FURNISHED UTILITIES 11\DP..ii~li~B.JDllllMBB~ Er~c:n vr-~ 09/01 l.:Jo 1.:;;,. • SINGLE FAMILY 1BR 2BR 3BR 4BR SBR NaturafGas -;5·/, Bottle Gas I "l ' i, Fuel Oil Electric DUP/TRI/FOURPLEX Electric MOBILE HOME TOWNHOMES ·c·>--..-rn I ,7 ~ /,1ll'l Electric !Ell " .,:ti.t;;· Bottle Gas i i_:. .• J·8· ;_o .23 ~~1§E[@ji!~UfA!!!,1,1!!~~.__-~-· (This allowance schedule is used for all structure types) .. 1-\\n 54 mi!! ···J 8· (' /-9' iO...!·z: ,, .. ... , = /If.I r;,. IS!j;I,, r~'if,.9 ,25'1 ,;:;,;; (P, 30 ,.;r1 . .J3· --·- ~ la:E1' Ii! l1mll ~ ··-····---_____ .J__=L..,_L_ __ '.:'.::'.:L _ _J __ ...==--L__..::::'.'.)__--1_~ ~ft'WJll1' .•· -~we• (This allowance schedule is used fo"r all structure types) Natural Gas I ) ,Er ! c) )4 • Electric gt; -~ c::;:: ,.18 .)];$ ..21 p~ .. ._,: ,w;;, /ial :"1 () ,.,8t rf~:!.-, .,96 Ci-'1).0() IJ' r.ft! ,, ~-m~ Sewer "1ll Ill· -a'it, Trash llill fl-.la ,v., h Refrigerator lll'll "' ,,_ ~ ~ Cl! , I OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units • April 2012 Rents Payable $3,304.00 Rents Collected $2,169.00 Late Fees Charged $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage Vacancies 0 Waiting List 2Bedroom 22 3 Bedrooin 10 4Bedroom 3 H:\Users\Pam\Board Reports\OT County-Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units May2012 Rents Payable $3,304.00 Rents Collected $4,036.00 Late Fees Charged $ 25.00 Late Fees Collecte.d $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage Vacancies 0 Waiting List 2 Bedroom 26 3 Bedroom 11 4Bedroom 4 0 E<M,L -,:; 0PP0RTUN!TY HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus fa&ls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director August 9, 2012 Meeting to be Held ThursdayAugust 16, 2012 at 10:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Falls, MN. 56537 Regular Minutes of June 21st Meeting AGENDA I. m,~irperson -Call Meeting to Order 2~;7,1al ofMinutes 3. E~jve Director A-:_paJ inistrative Expenses -June and July 2012 B. I stment Listing C. 2 Capital Fund Program.Update D. r Tail County Tax Levy Meeting -August 23, 2012 E. Board Member Appointment UD On-Site Monitoring Visit Report 2013 Annual Agency Plan, Public Hearing October I 8, 20 I 2 4. R,!ibilitation Specialist -Ben Heikes A.JIJhHF A Update B.✓oTC Tax Levy Update 5. R~ilitation Coordinator -Sue Bjorklund A.~~ 10 Pelican Rapids SCDP B. ~10 New York Mills SCDP C. "z.ef1 I Battle Lake SCDP ·D."2011 Deer Creek/Parkers Prairie SCDP E. 2012 Vergas/Dent SCDP 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update /\ ISL Section B Policy Chttfl~e.. fk-4 (., d ,4--f-f"14 .,.,-z,...._.5 7. Housing Manager -Pam Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! H:\UsersVEFF\Agenda-OTC August 2012.doc ================ Providing Housing Opportunities ============== The Otter Tail County HRA Board of Commissioners met in a regular meeting on, June 21, 2012 at 10:00 am at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Hazel Hovde Robert Maki Janice Pal an OTHERS PRESENT Jeffrey Gaffaney Sue Bjorklund Pam Minten Vicki Scheer Dennis Christenson Mary Jo Schwarz Ben Heikes Scott Rocho11, Chairperson opened the regular meeting. A motion was made and seconded to approve the minutes from the April 19, 2012, meeting. M/Robert Bigwood S/ Robert Maki Jeff introduced Ben Heikes to the board and explained as Dennis Christenson is retiring, Ben will be his replacement as the Rehab Specialist. There wi11 be an open house for Dennis Christenson July 25 th from 2:00 -4:00 p.m. Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of April and May 2012. A motion was made and seconded to approve the expenses. M/Hazel Hovde S/ Robert Maki The Investment Listing was reviewed and the only changes were in the balances in the checking and savings accounts. Regarding the 2012 Capital Fund program, a copy of a proposal for the replacement of the driveways in the Public Housing units in Underwood and Pelican Rapids was presented. Three.companies looked at the proposal but only one bid was received from Nordick's Construction. The total budget for the Capital Fund Program is $19,450 so the additional money will be taken out of the general fund. The bid for Pelican Rapids was $7,980 and Underwood for $12,240 for a total of$20,220. A motion was made and seconded to approve the bid from Nordick Construction. M/Hazel Hovde S/Robert Bigwood Jeff presented information that will be sent to the Otter Tail County Board regarding the 2013 Tax Levy request. The HRA is requesting $416,000, which is the same amount as the previous 3 years. A motion was made and seconded to approve the request to the Otter Tail County Board for the $416,000. M/Janice Palan S/Hazel Hovde A copy of the final draft of the 12/31/2011 fiscal audit report that was conducted by Carlson Highland was given to the board. The audit went very we11 as there were no findings or corrections needed. The report will be submitted to the HUD area office, Wayne Stein at Otter Tail County and electronically to HUD through REAC.' H:\Users\VICKI\Minutes\2012 minutes\minutes -otcjune 2012.doc Robert Maki's term as and HRA board member will expire 8/2012. Robert has agreed to serve another term and a letter will be sent to Wayne Stein, Auditor at the Otter Tail County with this request for reappointment. Dennis Christenson, Rehab Specialist reported that the short form application for Pelican Rapids was not approved. The Dent/Vergas full application has been approved for the full amount of $817,800. Jeff explained that the Fergus Falls HRA was the only HRA in the region to have a grant approved. Dennis is starting the environmental review and contract procedure between the State and the City of Vergas. A list of all grants awarded was presented with Vergas being the second highest grant awarded in the state. There is I application for the MHF A Deferred Loan Phase XVI, it has been inspected and completed. Total funds of$23,108 have been spent. The MHF A Rental Rehab program is up and running but he has not received any applications yet. There are I 6 applications for the 20 I 2 Otter Tail County Tax Levy Homeowner Program, I 6 were inspected, 2 are bidding, I I proceeds have been issued and 3 are complete. A total of 12 rental unit applications have been taken, all 12 have been inspected and 12 are in progress for the 20 I I Otter Tail County Rental Rehab Program. One 20 I 2 rental application has been taken, inspected and is in the bidding process. Sue Bjorklund, Rehab Assistant, reported that 9 applications have been received, 2 are in process and 8 have been inspected, 2 are bidding and 5 are in progress for the Battle Lake SCDP Homeowners Program and 5 applications have been taken, 5 have been inspected, 3 are bidding and 2 are in progress for the Commercial Program. Five homeowner applications have been received, 1 is in process, 4 have been inspected, 1 is bidding and 3 are in process for the Parkers Prairie/Deer Creek Small Cities Program. There were 23 homeowner applications have been received for the Pelican Rapids/Erhard and Erhard's Grove Township/Pelican Townships SCDP Program, 23 were inspected, 1 is bidding, 4 have rehab in progress and I 8 are complete. Eleven commercial applications have been received, 11 have been inspected, 1 is bidding, 5 have work in progress and 5 are complete for the Pelican Rapids/Erhard/Erhard's Grove Township/Pelican SCDP Program. Twenty-two homeowner applications have been received, 3 are in process, 20 have been inspected, I is bidding, 8 are in progress and 10 are complete for the New York Mills/ Bluffton/Newton and Bluffton Townships SCDP Program. Six commercial applications have been received, 6 have been inspected and all 6 are complete for the New York Mills/Bluffton/Newton/Bluffton Townships SCDP Program. Fifty-seven rental units applications have been received, 57 have been inspected, 41 are in bidding, I 2 are in progress and 3 are complete for the New York Mills/Bluffton and Newton/Bluffton Townships Rental SCDP Program. Mary Jo Swartz, Housing Administrator, reported that for the Otter Tail County Section 8 Program for the month of May there were 125 leased and HAPS totaling $33,194. There are 25 vouchers issued, 14 H:\Users\VICKI\Minutes\2012 minutes\minutes-otcjune 2012.doc 2 applications are in progress. There are 136 families on the waiting list, $1 ,866 was paid for 4 ports out and the ELI percentage was 100%. The waiting list is mostly non-residents and we will be doing some advertising. Mary Jo explained that the HRA applied for additional funding from HUD to help with port-out costs and received $35,968 for Otter Tail County and $7,624 for Fergus Falls. Proposed changes to the Section 8 administrative plan were presented as follows: Issue to be addressed: Applicants are not being truthful, on initial and update applications (when name comes to the top of the waiting list), and are claiming to be residents of our jurisdiction when actually they appear to be residents of another jurisdiction. By claiming to be an apparent resident, an applicant has priority on the waiting list and, therefore, has the potential of being assisted before non-residents. Eligible applicants will be placed on the waiting list, and will be considered residents if they meet the definition of habitual resident. In making the determination as to whether or not the family meets the definition of habitual resident, the family may be asked to provide information such as, but not limited to, the following: * Where the person votes or is registered to vote *Present status of the family's former living quarters, i.e. whether it was sold or re-rented * Jurisdiction in which a valid driver's license was issued * Jurisdiction from which any professional licenses were issued *Location of the person 's union membership * Jurisdiction from which any motor vehicle license was issued and the actual physical location of the vehicles * Jurisdiction of where any fishing or hunting licenses were purchased *Location of any bank accounts, especially the location of the most active checking account *Location of other transactions with financial institutions *Location of place of worship at which the person is a member *Location of business relationships and the place where business is transacted *Information regarding current rental unit including landlord's name and address, and copies of utility bills that are in the tenant's name *Location of social, fraternal, or athletic organizations or clubs or lodge or country club in which the person is a member * Address where mail is received and has been received previous and throughout the time the family is considered to be an applicant *Copies of most recent payroll check stubs and any other employment records that would indicate family address *Locations of schools at which the person or the person's spouse or children attend, and whether resident or nonresident tuition was charged *Statements made to an insurance company, concerning the person's address, and on which the insurance is based *Statements and/or documents from law enforcement agencies and parole officers concerning the person's address * Jurisdiction in which the family receives public welfare benefits *Property Tax Statements H:\Users\VICKJ\Minutes\201 2 minutes\minutes • otcjune 2012.doc 3 GLOSSARY: Habitual Resident: A family whose head, co-head or spouse currently lives in the HA jurisdiction, works or has been promised employment in the HA jurisdiction or "physically" attends college in the HA jurisdiction. (An individual taking on-line courses through an institution in the HA jurisdiction will not be considered as an individual who is "physically" attending college in the HA jurisdiction.) A motion was made and seconded with all ayes to approve the changes. M/IIazelHovde S/ Robert Bigwood Mary Jo also proposed that the language be changed regarding other pertinent docµments relating to criminal history: • Change current language from ever to in the last three years, has any household member been charged, arrested or convicted ... After much discussion this request was tabled until the next meeting. The proposed 2012 utility allowance schedule was presented for review. The only changes were a decrease in natural and bottle gas. A motion was made and seconded to approve the schedule effective for September I, 2012. M/Janice Palan SI Robert Bigwood Pam Minten, Housing Manager of the Fergus Falls and Otter Tail County public housing units reported that rents payable for April was $3,304 and $2,169 was collected all rents were paid. There were late fees of $25.00 charged and collected and no other outstanding charges. There were no vacancies. Twenty-two applicants were on the 2-bedroom public housing waiting list, IO applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list. The May rents owed totaled $3,304.00 and $4,036.00 was collected. There were late fees in the amount of $25 that were charged and collected. There were no vacancies. Twenty-six applicants were on the 2- bedroom public housing waiting list, 11 applicants on the 3-bedroom waiting list and 4 on the 4-bedroom waiting list. The four bedroom unit in Henning will be vacant at the end of the month and Pam has made an offer to a family for this unit. There being no further business, a motion was made to adjourn the meeting. M/IIazel Hovde S/ Robert Maki Janice Palan, Secretary Date H:\Users\VICKI\Minutes\2012 minutes\minutes -otcjune 2012.doc 4 1' ---.. OTTER TAIL COUNTY HRA EXPENSES . FOR THE MONTH OF June, 2012 Community First Bank -Office Rent 450.00 Citv 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 Ally -Vehicle Lease 150.00 Dennis Christenson -Mileage 577.20 Jeffrey Gaffaney-Mileage 49.87 Mary Jo Schwarz-Mileage 167.61 Scott Rocholl -Per Diem 73.32 Janice Palan -Per Diem 109.95 Hazel Hovde -Per Diem 87.50 Robert Maki-Per Diem 121.05 Robert Bigwood -Per Diem 60.00 City of Pelican Rapids 307.84 Citv of New York Mills 270.72 Citv of Underwood 291.00 City of Henning 659.51 American Family Insurance 664.83 Denzel's Regional Waste, Inc. 39.86 Otter Tail Power Co. 407.17 Great Plains Gas Co. 52.62 Toutges Sanitation Co. 68.00 Waste Management Co. 100.19 New Horizon Ag Service 58.80 Networks for Hire -Computers 1,000.00 Sue Bjorklund -Mileage 53.84 Tina Stevens 150.00 Ballard Sanitation 126.61 Paige Heldt 97.00 Carlson Highland CPA's -Audit 6,650.00 Brian's Lawn Care 550.55 Otter Tail County Treasurer -PILOT 2,947.61 Salaries 16,723.93 H:\Uscrs\JEFF\OTC HRA EXPENSES June 2012.doc ., OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF July, 2012 Bank of the. West-Office Rent 450.00 Citv ofFenms Falls -Health Insurance 1,850:00 Security Benefit -Retirement 950.00 Otter Tail Telcom 225.00 U.S. Postmaster 200.00 MN Benefit Association 400.00 Ally -Vehicle Lease 150.00 Dennis Christenson -Mileage 338.55 Jeffrey Gaffaney-Mileage 47.19 Marv Jo Schwarz-Mileage 142.64 City of Pelican Rapids 98.82 City of New York Mills 399.19 City of Underwood 249,00 City of Henning 676.01 American Family Insurance 664.83 Denzel's Regional Waste, Inc. 68.32 Otter Tail Power Co. 516.21 Great Plains Gas Co. 76.20 New Horizon Ag Service 52.73 Stephanie Goins 75.00 Tina Stevens 150.00 Diana Kugler -Painting 800.00 Culligan Water Co. 70.06 Brian's Lawn Care 354.18 EJ's Floor Covering 4,686.00 Mike's Plumbing & Heatinll' 99.15 Salaries 26,394.30 H:\UsersVEFF\OTC HRA EXPENSES July 2012.doc August 16, 2012 FINANCIAL INSTITUTION CERTIFICATES Security State Bank Fergus Falls SA VIN GS ACCOUNTS Security State Bank Fergus Falls Security State Bank Fergus Falls CHECKING ACCOUNTS Section 8 Existing Public Housing MHFA-Loan Account Otter Tail County Tax Levy MHFA-HOME Account FUND Public Housing Section 8 Admin Reserve Public Housing Security Deposits NOW Account NOW Account NOW Account NOW Account NOW Account H:\UsersVEFF\INVESTMENT LISTINGS\2012\invest list otc -june 2012.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL INTEREST RATE Money Market Certificate #210979 Weekly Money Market Savings Commercial Money Market $6,597.14 $19,807.21 $7,038.17 $77,465.03 $30,632.72 $24,379.24 $356,041.21 $831.72 .05% .07% .05% INTEREST PAID Maturity Automatic Deposit Monthly Account #9312-004634. Monthly Account #9312015673 I.D. # 41-1518930 PURCHASE DATE Renewed 03/19/12 MATURITY DATE 09/19/12 OTTER TAIL COUNTY OFFICE OF THE COUNTY AUDITOR 510 Fir Ave W. E-Mail wstein@co.ottertail.mn.us Fax No. (218) 998-8042 July 31, 2012 www .co.otter-tail.mn. us Mr. Jeffrey Gaffaney, Executive Director Otter Tail County HRA 1151 Friberg Ave Fergus Falls, MN 56537 RE: 2013 Proposed Budget Review. Dear Mr. Gaffaney, GOVERNMENT SERVICES CENTER FERGUS FALLS, MN 56537 Direct Line (218) 998-8041 Office Line (218) 998-8030 The Otter Tail County Budget Committee would like to meet with a representative(s) of your agency at 1 :10 p.m. on Thursday, August 23, 2012 for the purpose of discussing and considering your agency's proposed 2013 budget/funding request. We look forward to meeting with you and discussing your budget/funding request. Should you have any questions, require any additional information or have concern with the scheduled appointment time, please feel free to contact me. Thank you very much. Sincerely, 'Wayne Stein Wayne Stein County Auditor ... OFFICE OF THE COUNTY AUDITOR 510 Fir Ave W. E-Mail wstein@co.ottertail.mn.us Fax No. (218) 998-8042 June 26, 2012 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 26, 2012 the Otter Tail County Board of Commissioners passed a motion reappointing Robert Maki to the Otter Tail County Housing and Redevelopment Authority Board for the period of August 1, 2012 through August 1, 2017. Should you have any questions or require any additional information please feel free to contact me. Thank you very much. Sincerely, w~~ Wayne Stein County Auditor CC: ROBERT MAKI 210 TOUSLEY AVES NEW YORK MILLS MN 56567-4401 f n) 1~r,rrnv; -! I \ l ~J 0 tolJAl.l◄CV!llN(I C,l'PORTYNIIY Fergus Falls/Ottef Tail County HRA Housing & Redevelopment Authority HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 OTTER TAIL COUNTY HRA BOARD APPOINTMENTS NAME ' DATE OF ORIGINAL APPOINTMENT DATE OF REAPPOINTMENT DATE OF EXPIRATION ------~-----:-----------. I Scott Rocholl 08/08 : 8/2013 ... . .. ------------~ ------.. ---j - I ' Robert Bigwood 09/08 8/2014 . Janice Palan 03/78 8/10 8/2015 : Hazel Hovde 10/97 8/11 8/2016 -. -----~ -· .. ., .. -.. --.r-----------•-------·-•• L ~ Robert Maki 06/10 08/12 08/17 H:\UsersUEFF\BOARD APPOINTMENTS OTC HRe,.doc 'd' H . O .. --l'rovt mg ousmg pportumttes " AUG O 3 2012 Mr. JeffGaffaney, Executive Director U.S. Department of Housing and Urban Development Mi,nneapolis Field Office 920 Second Avenue South Minneapolis, ,Minnesota 55402 http://www.hud.gov/ Otter Tail County Housing and Redevelopment Authority 1151 Friberg Avenue Fergus Falls, MN 56537 SUBJECT: On-Site Visit -Otter Tail County HRA Dear Mr. Gaffaney: On July 17, 2012, Linda Woolever and Roberta Edstrom conducted an on-site visit to your agency. The purpose of this visit was to discuss and review the utilization of the Public Housing (PH) and Housing Choice Voucher (HCV) programs, financial aspects of the housing authority, ARRA and Capital Fund grants and modernization work, any general policies and procedures, as well as to meet HRA staffand tour the property. • During the visit, the following items were discussed and/or reviewed: • PH Admissions and· Continued Occupancy Policies (ACOP) and HCV Administrative Plan: No issues were identified. We would like to comment on the great organization of all pol!cies applicable to the PH and HCV operations. • PH Utilization: The HRA has minimal vacancies throughout the year and. does not have any current vacancies. They have a small waiting list that is kept by date, time, and bedroom size. Currently there are 28 families on the two bedroom, 12 on the three, and three on the four bedroom wait list. They currently run advertisements in the local and surrounding community newspapers. • HCV Utilization: The HRA is currently just at the optimized level of utilization their HCV program. With the updated figures from our visit it is projected that at the end of the year the utilization will be 97.6% ofUMA and 98.7% of HAP being used. Please continue to review the effectiveness of your internal procedures to maximize your utilization. • Capital Fund Program (CFP): CFP and ARRA files were reviewed. The HA has closed all CFP except for the 2012. All files were organize_d and well documented. • Monthly Board Meetings: Board Minutes and resolutions were reviewed. the Board packet.is provided to·all board members prior to the meeting. Minutes are well documented and organized. •• • • • • Operating Budget: We reviewed the 2012 operating budget file. The budget is prepared by the Executive Director. The budget and all revisions are presented to the Board for review and approval. • Tenant Files: Two tenant files were reviewed during our visit. Although the HRA has checklists for all actions taken (move-in, recertification, etc) that help ensure that all required documentation is received, they were not in the files we reviewed. • Meetings: Tqe Executive Director attends monthly regional director meetings. We wish to thank you for your cooperation and participation in our visit. If you have any questions or need additional information, please contact Linda Woolever at 612/370-3135 extension.2235. Lucia M. Clausen Director, Office of Public Housing ... August 10, 2012 Ben Heikes Ottertail County HRA 1151 Friberg Avenue Fergus Falls, MN 56537 ~ ~ nEconomic Denlapment ~ ll Depanmant al Employment 1nnesota RE: Results of SCDP Monitoring Visit, Parkers Prairie, Deer Creek Housing Project Grant# CDAP-10-0028-O-FY11 Dear Mr. Heikes: On August 9, 2012, I visited the Ottertail County Housing and Redevelopment Authority (HRA) offices for the purpose of monitoring the above referenced grant. I met with met with you and Sue Bjorkland of the HRA. The following aspects of your program were examined: financial management, fair 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. If there are any questions, or if we can be of any fu rther assistance, please contact me at 651-259- 7457. Sincerely, a~ Jeremy Lacroix Business and Community Development Representative Enclosure cc: David Campbell, Parkers Prairie .,. MINNESOTA SMALL CITIES DEVELOPMENT PROGRAM MONITORING REPORT Cities of Parkers Prairie and Deer Creek Housing Project CDAP-10-0028-O-FYl 1 August 10, 2012 Prepared by Jeremy LaCroix Minnesota Department of Employment and Economic Development Division of Business and Community Development Office of Community Development I" National Bank Building 332 Minnesota Street, Suite E200 St. Paul, MN 55101-1351 INTRODUCTION On August 9, 2012, Jeremy LaCroix of the Department of Employment and Economic Development (DEED), Business and Community Development Division (BCD), met with Ben Heikes 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-10-0028-O-FYI I, 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 Ben, Sue, and Jeff Gaffney. The conclusions and observations for the monitoring visit are included below. Program Progress The annual report for this project has been submitted to DEED and was on file. The 2012 Annual Report is due to the SCDP by October 15. As of the date of this report, 4 projects are in process in the designated target areas. The project is progressing on schedule. 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 una_llowable costs. Disbursements were completed adequately and contractors were paid timely. Debarment checks were completed on contractors. Section 3 forms were on file for all 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. There 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 environmental review. No other federal or state environmental review was completed. This was a short-fonn application and funds were considered supplemental to the original grant, thus environmental review was not needed. There were no findings or concerns in this area. Owner Occupied Rehabilitation Two completed project files were reviewed. These two projects were the only ones with significant enough draws to monitor. Both homes were located in the target areas. Both 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 presenteq in the grant application and those stated in the policies. There were no findings or concerns in this area. Lead Neither of the project files inspected contained lead. Both homes were built before 1978. None of the homes were occupied by children under six or pregnant persons. A trained assessor completed a risk assessment. 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 were not necessary. There were no findings or concerns in this area. SUMMARY We wish to thank Ben 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 Program MHF A Deferred Loans -Phase XVI MHFA Rental Rehab OTC Tax Levy -Homeowner (2012) OTC Tax Levy-Rental (2011) OTC Tax Levy-Rental (2012) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshp/Pelican Twshp (22 homes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshp/Pelican Twshp (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 York Mills/Bluffton/ Newton Twshp/Bluffton Twshp (15 rental) SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Vergasillent (21 homes) SCDP: Vergasillent (10 commer.) Otter Tail County HRA Rehabilitation Projects Update August 16, 2012 Applications In Inspected Process 1 0 1 0 No applicants yet 19 0 19 12 0 12 1 0 1 23 0 23 11 0 11 23 0 23 6 0 6 57 units 0 57 units 12 3 9 5 0 5 5 0 ~ 0 0 0 0 0 0 Bidding Proceed Complete Issued 0 0 1 1-$23,108 I 5 11 3 0 12 0 1 0 0 0 3 20 1 3 7 5 7 11 0 0 6 41 units 12 units 3 2 4 3 2 2 1 1 3 1 0 0 0 0 0 0 HUB: 5HMIN 5KPH OTTER TAIL COUNTY HRA FO Code: HA Num: MN00S ~.-:-;:l:%7'\'.]Wt; ~: ~~"7:ii~f:i;!Alt~I:;~{f;J~l~·~1;'!f1(~::~,il --. i/i~BA •• 'l·E~i~lfAlP£ i. '"P:ti!izahon $34,108 $37,278 109.29% $286.75 140 13 I 93.57% $34,108 $37,333 109.46% $284.98 140 13 I 93.57% $34,108 $36,193 106.11% $276.28 140 128 91.43% $32,404 $34,027 105.01% $265.84 140 125 89.29% $32,404 $33,194 102.44% $265.55 140 125 89.29% $32,404 $34,623 106.85% $276.98 140 130 92.86% $32,404 $35,767 I 10.38% $275.13 980 900 91.84% $231,940 $248,415 107.10% $276.02 NRA Balance as of 1/1/2012: $54,724 ABAYTD: $231,940 HAP Expenditures YTD: $248,415 Remaining NRA YTD: $38,249 CY Eligibility: $414,520 Including 7 months of NRA Remaining CY Eligibility: $166,105 $220,829 CY Months Remaining: 5 5 Monthly CY Eligibility Remaining: $33,221 $44,166 Unit Months Available CY: 1,680 Unit Months Leased CY: 900 Unit Months Remaining CY: 780 Monthly Units Remainin·g CY: 156 Unit Months Funding Would Support: 602 800 Monthly Units Funding Would Support: 120 160 Minimum of Available or Supportable: 602 780 Minimum of Available or Supportable Monthly: 120 156 SUMMARY OF ACTIONS OTC 'SECTION HCV PROGRAM JUNE & JULY, 2012 Annual Recerts Interim Recerts Ports-In/Billing Ports-In/ Absorbed* Ports-Out/Billed* Ports-Out/ Absorbed* Ports Out/End Participation* End Participation* Shop Mode/AAS* New Admissions* Waiting List/To Date Vouchers Issued Applications 1/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 13 8 0 0 1 0 0 5 3 10 ~ 0 3 5/$2,591 0 0 71% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units June 2012 Rents Payable $ 3,191.00 Rents Collected $2,259.00 Late Fees Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies 1 in Underwood, vacated 06-01-2012, reoccupied 06-08-2012. (Painted unit) Waiting List 2Bedroom 32 3 Bedroom 14 4Bedroom 4 H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units July 2012 Rents Pavable $2,701.00 Rents Collected $ 3,611.00 . Late Fees Charged $ 50,00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 25.00 ELI Percentage 100% Vacancies 1 in Henning, vacated 07-01-2012, reoccupied 08-01-2012. (Painted and put new flooring in unit) Waiting List 2 Bedroom 32 3 Bedroom 14 4 Bedroom 2 HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 tthra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUB JECT: ENC LOSURE MEMO Board of Directors, Otter Tai l County HRA Jeffrey Gaffaney, Exec utive Director October 12, 201 2 Meeting to be Held Thursday October l8, 2012 at 10:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Falls, M , 56537 Regular Mi nu tes of August 16th Meeting AGE 1DA I. 9-hairperson -Call Meeting to Order 2YA.pproval of Minutes 3. Ex ec¢vc Director AVP~b~ Hearing-10:00 a.m. -201 3 Annual Update of the 5 Year AYo~~y Plan esoluti on #099-PHA Certificati on of Compliance with 2013 ual Agency Plan & Civil Ri ghts Certifi cation B. ministration Expenses, August and September 20 12 C. estment Listing D. 0 2 Capital Fund Program Update E. Bi oposals For: I. ulti-Peri l Insurance Coverage iscal Audit -12/31/201 2 F .. ~ 3 Proposed Public Housing Budget . Resolution # I 00 G. ummary of August 23, Ta x Levy Meeting 4. R~~, ilitation Specialist -Ben Heikes A. HF A Update B. TC Tax Levy Upda te 5. Re~ilitation Coordin ator -Sue Bjorklund A.2210 Pelican Rapids SCDP B.:J0I0 New York Mills SCDP C. ~0 I I Battle Lake SCDP D._}0 I I Deer Creek/Parkers Prairie SCDP E. 201 2 Vergas/Dent SCDP 6. Ho~· ng Administrator -Mary Jo Schwarz A. ection 8 Update B. 20 I 3 Section 8 Fair Mark et Rents 7. HousiJ;rg Manager -Pam Minten A.~lic Housing Upd~e ,, €, . Nil-__.> t=\.~ ~ (]_ \,,----y-_s PLEASE CALL IF YOU A RE UNABLE TO ATTEND! Providing Housing Opportunities 11·\Usrrs\JHFIAgrnda-OTC Octobscr 2012 doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on, August 16, 2012 at 10:00 am at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Hazel Hovde Robert Maki Janice Palan OTHERS PRESENT Jeffrey Gaffaney Sue Bjorklund Pam Minten Kim Rosentreter Mary Jo Schwarz Ben Heikes Scott Rocholl, Chairperson opened the regular meeting. ABSENT Robert Bigwood, Vice Chairperson A motion was made and seconded to approve the minutes from the June 21, 2012, meeting. M/Bob SI Hazel Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of June and July 2012. Non-routine expenses were: new computers, the Carlson Highland annual audit, also carpet and painting in a vacant Henning unit. A motion was made and seconded to approve the expenses. M/Janice S/Hazel The Investment Listing was reviewed and the only changes were in the balances in the checking and savings accounts. Regarding the 2012 Capital Fund program, we approved the bid from Nordick Construction and a contract has been signed. Work will begin within the next couple of weeks to do the driveway replacement in Pelican Rapids and Underwood. The total budget for the 2012 Capital Fund Program is $19,450. Jeff presented information regarding the 2013 Tax Levy request. The Otter Tail County Budget committee would like to meet with representative(s) from the HRA at I: 10 p.m. on Thursday, August 23, 2012 for the purpose of discussing and considering our agency's budget/funding request. Jeff also announced that on Tuesday, June 26, 2012 the Otter Tail County Board of Commissioners passed a motion reappointing Robert Maki to the Otter Tail County Housing and Redevelopment Authority Board for the period of August 1, 2012 through August 1,2017. Jeff, also discussed the subject of the On-Site Visit to the Otter Tail County HRA by Linda Woolever and Roberta Edstrom from the U.S. Depa,tment of Housing and Urban Development. The purpose of their visit was to discuss and review the utilization of the Public Housing and Housing Choice Voucher programs, financial aspects of the housing authority, ARRA and Capital Fund grants and modernization work, any general policies and procedures, as well as to meet HRA staff and tour the property. During the visit of the U.S. Dept. of HUD the items discussed and/or reviewed were: • PH Admissions and Continued Occupancy Policies (ACOP) and HCV Administrative Plan: No issues were identified. They commented on the great organization of all policies applicable to the PH and HCV operations. H:\Users\Kim\Minutes\2012 minutes\minutes -otc aug 2012.doc • PH Utilization: The HRA has minimal vacancies throughout the year and does not have any current vacancies. They made note of our small waiting list that is kept by date, time, and bedroom size. Currently 28 families on the two bedroom, 12 on the three, and three on the four bed room wait list. Currently there are advertisements in the local and surrounding community newspapers. • HCV Utilization: HUD noted that the HRA is currently just at the optimized level of utilization of their HCV program. With the updated figures from their visit it was projected that at the end of the year the utilization will be 97.6% ofUMA and 98.7% of HAP being used. They ask that we please continue to review the effectiveness of our internal procedures to maximize our utilization. • Capital Fund Program (CFP): CFP and ARRA files were reviewed. The HA has closed all CFP except for the 2012. All of our files were organized and well documented. • Monthly Board Meetings: Board minutes and resolutions were reviewed. The board packet is provided to all board members prior to our meetings. Minutes were well documented and organized. • Operation Budget: The 2012 operating budget was reviewed. It was noted that the budget is prepared by the Executive Director. The budget and all revisions are presented to the Board for review and approval. • Tenant Files: Two tenant files were reviewed during the visit. The required Move-in, recertification etc. were not in the files they reviewed. • Meetings: The Executive Director attends the monthly regional director meetings. We will be reviewing the new 2013 Capital Fund Expenditures at our next meeting in October. Jeffrey Gaffaney, Executive Director, reported that on August 9, 2012, Jeremy LaCroix of the Department of Employment and Economic Development (DEED), Business and Community Development Divisions (BCD), met with Ben Heikes and Sue Bjorklund of the HRA at the HRA office. The purpose of the visit was to monitor the Small Cities Development Program (SCDP) grant #CDAP-10-0028-O-FYl I, 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. The results of the SCDP Monitmy Visit of the Parkers Prairie, Deer Creek Housing Project Grant #CDAP- 10-0028-O-FYI I, examined by Jeremy LaCroix, Business and Community Development Representative. Jeremy wrote to Ben and Sue that .the cities of Parkers Prairie and Deer Creek are to be congratulated for a project that will have long-tenn positive impact to their community. Jeremy had no findings or concerns with the Monitoring Report. He also noted that the project administrators should be commended for their work. Jeremy will be back again in September 4, 2012 to review Battle Lake. Ben Heikes, Rehab Specialist reported that there is I application for the MHF A Deferred Loan Phase XVI, it has been inspected and completed. Total funds of $23, I 08 have been spent. The MHFA Rental Rehab program is up and running but he has not received any applications yet. There are 19 applications for the 2012 Otter Tail County Tax Levy Homeowner Program, 19 were inspected, 5 are bidding, 11 proceeds have been issued and 3 are complete. A total of 12 rental unit applications have been taken, all 12 have been inspected and 12 are in progress for the 2011 Otter Tail County Rental Rehab Program. One 20 I 2 rental application has been taken, inspected and is in the bidding process. H:\Users\Kim\Minutes\2012 minutes\minutes -otc aug 2012.doc 2 Ben has been presenting information at public hearings such as; New York Mills. Sue Bjorklund, Rehab Assistant, reported that 12 applications have been received, 3 are in process and 9 have been inspected, 2 are bidding and 4 are in progress and 3 are complete for the Battle Lake SCDP Homeowners Program. Five applications have been taken, 5 have been inspected, 2 are bidding, 2 are in progress and I is complete for the Commercial Program. Five homeowner applications have been received, none are in process, 4 have been inspected, I is bidding, 3 are in process and I complete for the Parkers Prairie/Deer Creek Small Cities Program. Twenty three homeowner applications have been received for the Pelican Rapids/Erhard and Erhard's Grove Township/Pelican Townships SCDP Program, 23 were inspected, there are no current bids, 3 have rehab in progress and 20 are complete. Eleven commercial applications have be(;!n received, 11 have been inspected, I is bidding, 3 have work in progress and 7 are complete for the Pelican Rapids/Erhard/Erhard's Grove Township/Pelican SCDP Program. Twenty-three homeowner applications have been received, there are none in process, 23 have been inspected, 5 are bidding, 7 are in progress. and 11 are complete for the New York Mills/ Bluffton/Newton and Bluffton Townships SCDP Program. Six commercial applications have been received, 6 have been inspected and all 6 are complete for the New York Mills/Bluffton/Newton/Bluffton Townships SCDP Program. Fifty-seven rental units applications have been received, 57 have been inspected, 41 are in bidding, 12 are in progress and 3 are complete for the New York Mills/Bluffton and Newton/Bluffton Townships Rental SCDP Program. Work has not started for either the Homeowner SCDP Program in Vergas/Dent or the Commercial SCDP Program in Vergas/Dent. Public Hearings need to be held. Mary Jo Schwarz, Housing Administrator, reported that for the Otter Tail County Section 8 Program for the month of June there were 125 leased and HAPS totaling $34,623. July there were 130 leased and HAPS totaling $35,767. There were 17 vouchers issued, 15 applications are in progress. There are 130 families on the waiting list, and $2,591 paid for 5 ports out and the ELI percentage was 71 %. We are into the non- residents on the waiting list. It was discussed why Otter Tail County has a lower waiting list than its surrounding counties. According to a suggestion by HUD, we could possibly start taking in ports for a temporary amount of time. Pam Minten, Housing Manager reported that rents payable for June was $3,191 and $2,259 was collected. There were no late fees collected and no outstanding charges. The ELI percentage was I 00%. There was one vacancy in Underwood, and filled on June 8, 2012. Thirty-two applicants were on the 2-bedroom public housing waiting list, 14 applicants on the·3-bedroom waiting list and 4 on the 4-bedroom waiting list. The July rents owed totaled $2,701.00 and $3,611.00 was collected. There were late fees in the amount of $50.00 that were charged and $25.00 collected. The ELI percentage was I 00%. There was one vacancy in Henning and reoccupied on August I, 2012. The unit was painted and given new flooring. Thirty-two H:\Users\Kim\Minutes\2012 minutes\minutes • otc aug 2012.doc 3 applicants were on the 2-bedroom public housing waiting list, 14 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waiting list. It was discussed how an ELI percentage of I 00% affects the program. We had un-finished business about the revised wording of the Section 8 Program. This was not ready to revisit at this time. There being no further business, a motion was made to adjourn the meeting. M/Bob S/Janice Janice Palan, Secretary Date H:\Users\Kim\Minutes\2012 minutes\minutes-otc aug 2012.doc 4 , HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA PUBLIC HEARING NOTICE NOTICE OF PUBLIC HEARING ON THE 2013 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 20 13 Annual Plan Update of the Five Year Comprehensive Agency Plan developed in compliance with the Quali ty Housing and Work Responsibility Act of 1998. The Plan is available fo r review at the Housing Authority's office located at 11 51 Friberg Avenue, Fergus Falls, Minnesota. The Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing wi ll be held by the Board of Commissioners of the HRA at 11 51 Friberg Avenue, Fergus Falls, Minnesota, at I 0:00 a.m., Thursday, October 18, 201 2. 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 3, 2012 H:\Users\JEFF\pub hearing noltce otc doc PHA Certifications of Compliance with PHA Pla ns and Related R e gul a t o n s U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB o. 2577-0226 Expires 08/30/2011 RESOLUTION NO. 099 PHA Certifications of Compliance with the PI-IA Plans and Related Regulations: Board Resolution to Accompany the PHA 5-Year and Annual PHA Plan Acting on behalf of the Board a/Commissioners of the Public Housing Agency (P HA) listed below, as its Chairman or other authorized PHA official if there is no Board a/Commissioners, I approve the submission ofthe_ 5-Year and/or..)£. Annual PHA Plan/or the PHA.fi.scal year beginning, hereina.fier referred to as" the Plan", of which this document is a part and make the following certifications and agreements with the Department of Housing and Urban Development (HUD) in connection with the submission of the Plan and implementation thereof I. The Plan is consistent with the applicable comprehensive housing affordability strategy (or any plan incorporating such strategy) for the jurisdiction in which the PHA is located. 2. The Plan contains a certification by the appropriate State or local officials that the Plan is consistent with the applicable Consolidated Plan, which includes a certification that requires the preparation ofan Analysis of Impediments to Fair Housing Choice, for the PI-IA'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). T he P HA 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 w hich the Plan addresses these recommendations. 5. The PHA made the proposed Plan and all information re levant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the Plan and invited public comment. 6. The PHA certifies that it will carry out the Plan in conformity with Title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the A mericans with Disabilities Act of 1990. 7. The Pl-IA will a ffi rmatively further fa ir 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 8. • • • • • 9. 10. 11. 12. fair housing that require the PHA's involvement and maintain records reflecting these analyses and actions. For PHA Plan that inclu des a policy for site based waiting lists: The PHA regularly submits required data to HUD's 50058 PIC/lMS Module in an accurate, complete and timely manner (as specified in PIH Notice 2006-24); The system of site-based waiting lists provides for fu ll disclosure to each applicant in the selection of the development in which to reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to wait to be admitted to units of different sizes and types at each site; Adoption of site-based waiting list would not violate any court order or settlement agreement or be 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 detem1inc if it is consistent with civil rights laws and certifications, as specified in 24 CFR part 903.7(c)(I). The PHA will comply w ith the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act of 1975. 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. The PHA will comply with the requirements of section 3 of the Housing and Urban Developm,ent Act of 1968, Employment Opportunities for Low-or Very-Low Income Persons, and with its implementing regulation at 24 CFR Part 135. The PHA will comply with acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and implementing regulations at 49 CFR Part 24 as applicable. Previous version is obsolete Page 1 of2 fonn IIUD-50077 (4n008) 13. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24 CFR 5.1 OS(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 Policy Act and other related authorities in accordance with 24 CFR Part 58 or Part 50, respectively. 15. With respect to public housing the PHA will comply with Davis-Bacon or HUD determined wage rate requirements under Section 12 of the United States Housing Act of 1937 and the Contract Work Hours and Safety Standards Act. 16. The PHA will keep records in accordance with 24 CFR 85.20 and facilitate an effective auditto determine compliance with program requirements. 17. The PHA will comply with the Lead-Based Paint Poisoning Prevention Act, the Residential Lead-Based Paint Hazard Reduction Act of 1992, and 24 CFR Part 35. 18. The PHA will comply with the policies, guidelines, and requirements of 0MB Circular No. A-87 (Cost Principles for State, Local and Indian Tribal Governments), 2 CFR Part 225, and 24 CFR Part 85 (Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments). 19. The PHA will undertake only activities and programs covered by the Plan in a manner consistent with its Plan and will utilize covered grant funds only for activities that are approvable under the regulations and included in its Plan. 20. All attachments to the Plan have been and will continue to be available at all times and all locations that the PHA Plan is available for public inspection. All required·supporting documents have been made available for public inspection along with the Plan and additional requirements at the primary business office of the PHA and at all other times and locations identified by the PHA in its PHA Plan and will continue to be made available at least at the primary business office of the PHA. 21. The PHA provides assurance as part of this certification that: (i) The Resident Advisory Board had an opportunity to review and comment on the changes to the policies and programs before implementation by the PHA; (ii) The changes were duly.approved by the PHA Board of Directors (or similar governing body); and (iii) The revised policies and programs are available for review and inspection, at the principal office of the PHA during normal business hours. 22. The PHA certifies that it is in compliance with all applicable Federal statutory and regulatory requirements. OTTER TAIL COUNTY HRA PHAName 5-Year PHA Plan for Fiscal Years 20 -20 Annual PHA Plan for Fiscal Years 2013 2013 MN177 PHA Number/HA Code I hereby certify that all the information stated herein, as well as any infonnation provided in the accompaniment herewith. is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may rcsuJt in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012j 31 U.S.C. 3729, 3802) Name of Authorized Official SCOTT E. ROCHOLL Signature Previous version is obsolete Title CHAIRPERSON Date 10/18/2012 Page2of2 form HUD-50077 (4/2008) Civil Rights Certification Civil Rights Certification Annual Certification and Board Resolution U.S. Department of Housing and Urban Development Office of Public and Indian Housing Expires 08/30/2011 Acting on behalf of the Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairman or other authorized PHA official if there is no Board of Commissioner, I approve the submission of the Plan/or the PHA of which this document is a part and make the following certification and agreement with the Department of Housing and Urban Development (HUD),in connection with the submission of the Plan and implementation thereof The PHA certifies that it will carry out the public housing program of the agency in conformity with title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990, and will affirmatively further fair housing. OTTER TAIL COUNTY HRA MN 177 PHAName PHA Number/HA Code I hereby certi~ that all the infonnation stated herein. as well as anr, information provided in the accompaniment herewith, is true and accurate. Wamin': HUD will nrosecute fa se claims and statements Conviction mav resu tin criminal and/or civil nenaltie.c:. (18 lJ SC 100'! 1010 1012· 31 U ~ C. 3 29 3802) Name of Authorized Official Title CHAIRPERSON SCOTT E. ROCHOLL Si211ature Date /.0/11?/-z.~1"2... form HUD-50077-CR (1/2009) 0MB Approval No. 2577-0226 I Annual tatement/Perfonnance and Evaluation Repon Capital Fund Program, Capital Fund Program Replacement I-lousing Factor and Capital Fund Financing Program Part I: Summar,• PHA amc: Otter Tail County H RA Grant Type and Number Capital Fund Program Grant o: 'I '46Pl7750113 Replacement Housing Factor Grant No: Date ofCFFP: T~peof Grant ~ Original Annual Statement 0 Reserve for Disasters/Emergencies 0 Performance and Evaluation Report for Period Ending: 0 Revised Annual U.S. Depanrnent of Housing and Urban Development Office of Public and Indian Housing 0 MB No. 2577-0226 Exoires 8/3 I/2011 FFY of Grant: 2013 FFY of Grant Appro\'8I: tatcmcnt (revision no: ) 0 Final Performance and E, aluation Report Line Summary b) De\'elopment Account Total Estimated Cost Total Actual Cost ' I 2 J ➔ 5 6 7 8 9 10 II 12 IJ 14 15 16 17 Original Total non-CFP Funds 1406 Operations (may not exceed 20% of line 21)' 19,500 1408 Management Improvements 1410 Administration (may not exceed I 0% of line 21) 1411 Audit 1415 Liquidated Damages 1430 Fees and Costs 1440 Site Acquisition 1450 Site lmpro\'ement 1460 Dwelling Structures 1465.1 D\\elling Equipment-Nonexpendable 1470 Non-dwelling Stnictures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495.1 Relocation Costs 1499 Development Activities' ' To be completed for th.: Performance and Evaluation Repon. 'To be completed for the Performance and Evaluation Repon or a Revised Annual Statement. 1 PHAs with under 250 units in management may use 100% ofCFP Grants for operations. ~ RH F funds shall be included here. Page l Re\'iscd2 Obligated Ex1lcnded form HUD-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 I: Summary PHAName: Grant Type and Number Otter-Tail County HRA Capital Fund Program Grant No: MN46PI7750113 Replacement Housing Factor Grant No: Date ofCFFP: Type ofGranl ~ Original Annual Statement D Res_en·e for Disasters/Emergencies D Performance and Evaluation Report for Period· Ending: U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Exnires 08/31/2011 FFY of Grant: 2013 FFY of Grant Appro\'al: D Revised Annual Statement (revision no: ) D Final Performance and-Evaluation Report Line Summan> bv Develooment Account Total Estimated.Cost Tofal'Actual Cost 1 Original Revised 1 18a 1501 Collateralization or Debt Seivice paid by the PHA 18ba 9000 Collateralization or Debt Seivice 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) 19,500 21 Amount of line 20 Related 10 LBP Activities 22 Amount of line 20 Related to Section 504 Activities 23 Amount of line 20 Related to Security -Soft Costs 24 Amount of line 20 Related to Security -Hard Costs 25 Amount of line 20 Related to Energy Cons~rvation Measures Signature of ~tor-o~ Date 10/18/2012 I Signature of Public ~o<'lor I.... Page2 II , " . .A A -~ ~.,; , V I 1 To be completed for the Perfonnance and Evaluation Report. 2 To be ~ompleted for the Perfonnance and Evaluation Report or a Revised Annual Statement: 3 PHAs with under 250 units in management may use 100% of CFP Grants for operations. 4 RHF funds shall be included here. Obligated Expended Date fonn 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 II: Sunnortine Pae:cs PHAName: Otter Tail Cou11ty HRA Grant Type and Number Capital Fund Program Grant No: CFFP (Yes/No): MN46P17750113 ,, U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 08/31/2011 Federal FFY of Grant: 2013 Replacement Housing Factor Grant No: Development Number General Description of Major Work Development Name/PHA-Wide Categories Account No. Activities MN177001 Ooerations 1406 1 To be completed for the Perfonnance and Evaluation Report or a Revised Annual Statement 2 To be completed for the Perfonnance and Evaluation Report. Page3 Quantity Total Estimated Cost Total Actual Cost Status of Work Original Revised 1 Funds Funds Obligated' Exoended2 HAW 19,500 form HUD-50075.1 (4/2008) Capital Fund Program-Five-Year Action Plan Part I: S ummary PHA N ame/Number Locality (City/County & State) Otter Tail Countv HRA Development Number and Work Stlllemem for Year I Work Statement for Year 2 Work Statement for A. Name FFY 201 3 FFY 2014 Year J FFY 2015 M I 77001 8. Physical Improvements Annual Statement 14,500 14,500 Subtotal C. Management Improvements D. PHA-Wide on-dwelling Structures and Equipment E. Administration F. Other G. Operations 5.000 5,000 H. Demolition I. Development J. Capital Fund Financing- Debt Service K. Total CFP Funds L. Total Non-CFP Funds M. Grand Total 19,500 19,500 Page I of6 .S. Department of Hou ing and Urban Development Office of Public and Indian Housing OMJ3 No. 2577--0226 Expires 08/30n0J I X 01iginaJ 5-Year Plan Revi ion o: Work S tatement for Year 4 Work Statement for Year 5 FFY 2016 FFY 2017 14,500 14,500 5,000 5,000 19,500 19,500 fonn HUD-50075.2 ( 4/2008) Capital Fund Program-Five-Year Action Plan Part II: Supporting Pages -Ph_ysical Needs Work Statement(s) Work Work Statement for Year 2014 Statement for FFY 2014 Year l FFY Development Number/Name Quantity Estimated Cost 2013 General Description of Major Work Categories See MN l77001 Annual Flooring l Bldg 5,000 Statement Driveway Replacement HAW 14,500 Windows HAW 5,000 Doors HAW 5,000 Subtotal of Estimated Cost $ I 9,500 Page 2 of6 U.S. Department of Housing and Urban Development· Office of Public and lndjan Housing 0MB No. 2577-0226 Ex1Jires 4/30/20011 Work Statement for Year 2015 FFY ?015 Development Number/Name General Description of Major Work Quantity Estimated Cost Categories 1MN1noo1 !Plumbing HAW ~.ooo !Roofs I Bldg. 5,500 IElectrical HAW 5,000 !Garage Door Oj>eners :-IAW 14,000 Subtotal of Estimated Cost $19,500 fon~, HUD 59975.2 (4P008) Capital Fund Program-Five-Year Action Plan Part II: Supoorting Pages -Physical Needs Work Statement(s) Work Work Statement for Year 2016 Statement for FFY 2016 Year 1 FFY Development Number/Name Quantity Estimated Cost 2013 General Description of Major Work Categories See MNJ7700I Annual Flooring I Bldg 5,000 Statement Window Treatments HAW 5,000 !Smoke Detectors IIAW 14,500 HYAC IHAW 5,000 Subtotal of Estimated Cost $19,500 PagcJ of6 U .. Department of Housing and Urban Development' Oflice of Public and Indian Housing 0MB o. 2577-0226 Exoii·es 4/30n 001 J Work Statement for Year: 2017 FFY 2017 Development Number/Name Quantity Estimated Cost General Description of Major Work Categories MN l7700I Cabinetry !HAW 14,000 !Entry Door Lock Svstem HAW 5,000 I.Appliances HAW 5,000 !Roofs I Bldg. 15,500 Subtotal of Estimated Cost $19,500 fom1 HUD-50075.2 ( 4/2008) SECTION 8 ADMINISTRATIVE PLAN CHANGES AND ADDITIONS OCTOBER, 2012 For Compliance with HUD's final rule regarding Federal Access to Housing in HUD Programs Regardless of Sexual Orientation or Gender Identity: 3.2 ELIGIBILITY CRITERIA Change first two paragraphs to read as follows: A. Family Status-All families must have a Head of Household or Co-Heads of Household. Family includes, but is not limited to, the following, regardless of actual or perceived sexual orientation, gender identity, or marital status: 1. A family with or without children. Such a family is defined as a group of people related by blood, marriage, adoption or affinity (regardless of actual or perceived sexual orientation, gender identity, or marital status) that live together in a stable family relationship. Include "Co~Head" in definitions for Elderly Family, Near-Elderly Family !Ind Disabled Family For Compliance with HUD's changes to Federally Mandated Exclusions From Income: 9.3 EXCLUSIONS FROM INCOME Delete the following: 13.e. Payments received under programs funded in whole or in part under the Job Training Partnership Act (29 U.S.C. 1552(b); effective July 1, 2000, references to Job Training Partnership Act shall be deemed to refer to the corresponding provision Qf the Workforce Investment Act of 1998 (29 U.S.C. 2931); 13.p. Any allowance paid under the provisions of38 U.S.C. 1805 to a child suffering from spina bifida who is the child of a Vietnam veteran; 13.s. Any low-income subsidy received to assist low-income persons in paying for their Medicare Prescription Drug Program; 13.u. Income payments from the U.S. Census Bureas defined as employment lasting no longer than 180 days and not culminating in permanent employment; 13.v. One-time recovery payments generated by the American Recovery and Reinvestment Act (ARRA); Exclusions from Income Continued ... Add the following: 13.h. Additional Language: It is required that the amount of fmancial assistance in excess of tuition shall be considered income in accordance with the provisions codified at 24 CFR 5.609(b )(9), except for those persons with disabilities as defined by 42 U.S.C. 1437a(b)(3)(E) (Pub.L. 109-247); *Any amount received under the School Lunch Act and the Child Nutrition Act of 1966 (42 U;S.C. 1780(b));including reduced-price ltinches and food under the Special Supplemental Food Program for Women, Infants and Children (WIC); *Payments, funds or distributions authorized, established, or directed by the Seneca Nation Settlement Act of 1990 {25 U.S.C. 1774f(b)); *Payments from any deferred Department of Veterans Affairs disability benefits that are received in a lump sum amount or in prospective monthly amounts as provided by an amendment to the definition of annual income in the U.S. Housing Act of 1937 by Section 2608 of the Housing and Economic Recovery Act of 2008 (Pub. L. 110-289, 42 U.S.C. 4501); *Compensation received by or on behalf of a veteran for service-connected disability, death, dependency, or indemnity compensation as provided by an amendment by the Indian Veterans Housing Opportunity Act of2010 to the definition of income applicable to programs authorized under the Native American Housing Assistance and Self-Determination Act of 1996 and administered by the office of Native American Progams; and * A lump sum or a periodic payment received by an individual Indian pursuant to the Class Action Settlement Agreement in the case entitled Elouise Cobell et al: v. Ken Salazar et al., United States'District Court, District of Columbia, as provided in the Claims Resolution Act of 2010. (2) , Additions and Changes to. Glossary: 1. In the definition of "Disabled Family" after the word "head" add "(including co- head)". 2. In the definition of "Elderly family," after the word "head" add "(including co- head)". 3. Gender Identity: Actual or perceived gender-related characteristics; 4. In the definition of "Near-elderly family" after the work "head" add "(including co- head)". 5. Sexual Orientation: Homosexuality, heterosexuality, or bisexuality. (3) SECTION 8 HOUSING CHOICE VOUCHER BEDBUG POLICY The Fergus Falls/Otter Tail County Housing Authority(hereafter named Housing Authority) recognizes the· potential problems that can arise out of bedbug infestations. Accordingly, the Housing Authority adopts this policy in an effort to minimize bedbug infestations in its Housing Choice Voucher (HCV) Program. HOUSING AUTHORITY'S RESPONSIBILITIES A. Management 1. The Housing Authority shall provide training to appropriate staff members regarding the importance of bedbug elimination. 2. The Housing Authority shall make efforts to educate new and existing HCV participants on methods that may be utilized in order to prevent and detect bedbugs. Such efforts may include written handouts distributed to all residents and public workshops for residents to attend (See sample handout attached to this policy). 3. The Housing Authority shall keep written. records of reports and incidents of bedbug infestation. Said records shall identify the dates, times and places of such reports or incidents. 4. The Housing Authority does not have direct responsibility for bedbµg removal in the Housing Choice Voucher Program. Like all other maintenance and quality of life issues, they are the responsibility of the landlord. As stated in both the Housing Quality Standards (HQS) and the Housing Assistance Payment (HAP) contract, landlords are responsible to ensure the dwelling unit artd its equipment must be in sanitary condition and free of vermin and rod1;mt infestation. 5. If the HAP contract is violated, tjie cancelation process outlined in the Housing Authority's Adminis¥"ative Plan will be followed. HOUSING CHOICE VOUCHER LANDLORD RESPONSIBILITIES 1. The Housing Assistance Payment (HAP) contract requires the landlord to maintain the contract unit and its premises in accordance with Housing Quality Standards (HQS). If bedbugs are present, the landlord, as required by the HQS and HAP contract, must ensure that the dwelling unit and its equipment be in sanitary condition and free of venrtin and rodent infestation. In order to comply with the HQS, if the. presence of bedbugs is suspected, the landlord must notify the Housing Authority immediately and it is strongly recommended that the landlord contact an extermination professional for an immediate· inspection. If treatment is deemed necessary, a copy of the contract the landlord entered into with the pest control company (including all treatments to be performed and a schedule for the work) must be provided to Housing Authority within two business ,days of initial determination that treatment is required. In addition, the landlord must notify the Housing Authority when the eradication is complete. 2. Failure of a landlord to comply with this policy is considered a violation of the HAP contract and may result in abatement, suspension or termination of housing assistance payments, termination of the HAP contract, and suspension of eligibility to participate in the Housing Choice Voucher program. HOUSING CHOICE VOUCHER PARTICIPANT RESPONSIBILITIES 1. The HAP contract requires that residents keep the unit and its premises free from damage. Therefore, if the presence of bedbugs is suspected, it is the resident's responsibility to notify both the landlord and the Housing Authority immediately in order to minimize any potential damage to the unit. In addition, it is the responsibility of the resident to work cooperatively with the landlord and/or pest control company to ensure the successful elimination of bedbugs. Resident non-compliance may result in the loss of their Housing Choice Voucher. 2. If the resident notifies the landlord of the presence of bedbugs and the landlord fails to take action within a reasonable period of time, the resident should notify Housing Authority. Housing Authority will assist the resident in relocation if it is deemed necessary and appropriate. Otter Tail County Public Housing ACOP (Admissions and Continued Occupancy Policy) and LEASE Proposed changes -October 2012: POLICY CHANGES: 8.2 Eligibility Criteria A. Family Status -All fami lies must have a Head of Household or Co-Heads of Household. Family includes, but ·snot limited to, the following, regardless of actual or perceived sexual orientation, gender identity, or marital status: 1. A family with or without children. Such a family is defined as a group of people related by blood, marriage, adoption or affinity (regardless of actual or perceived sexual orientation, gend er identity, or marital status) that live together in a stable family relationship ....... . 2. An elderly family, which is: a. A family whose head (including co-head}, spouse, or sole member is a person who is at least 62 years of age; ........... . 3. A near-elderly family, which is: a. A family whose head (includ ing co-head), spouse, or sole member is a person who is at least 50 years of age but below the age of 62; 4. A disabled family, which is: ........... . a. A fami ly whose head (including co-head), spouse, or sole member is a person with disabilities; ................ . 11.2 Annual income Annual income does not include the following amounts specified in the federal regulations currently found in 24 CFR 5.609: 14. Amounts specifically excluded by any other Federal statute from consideration as income for purposes of determining eligibility or benefits. These exclusions include: f. Payments received under programs funded in whole or in part under the Job Training Partnership Act (29 U.8.C. I 552(b); (effecti,•e July l, 2000, referenees to Job Training Parteersl~ip Aot shall be deemed to refer to the corresponding provision of the Workforce Ir-westment Act of 1998 (29 U.8.C. 293 1); Change the following: g to C h to g, i to h, j to i, k to j, I to k, m to I, n to m, o to n, p to o Et Any allowance paid under the provisions of38 U.8.C. I 805 to a child s1:1ffering from spina bifida who is the child ofa Vietnam veteran (38 U.8.C. I 805); t. ti. Change the following: r to p, s to Any low income subsidy received to assist lov,r income persons in paying for their Medicare Prescription Drug Program. Income payments from the U.S. Census Bureau defined as employment lasting no longer than I 80 days and not culminating in permanent employment. One time reeo•,cef)' payments generated by the Americ£tn Recovery and Reinvestment Act (ARRA). r. Any amount received under the School Lunch Act and the Child Nutrition Act of 1966 (42 U.S.C. 1780(b)), incl uding reduced-price lunches and food under the S_pecial Supplemental Food Program for Women, Infants, and Children (WIC ; s. Payments, funds or distributions authorized, established, or directed by the Seneca Nation ettlement Act of 1990 (25 U .S.C. I 774f(b )); t. Payments from any deferred Department of Veterans Affairs disability benefits that are received in a lump sum amount or in prospective monthly amounts as provided by an amendment to the definition of annual income in the U.S. Housing Act of 193 7 ( 42 U .S.C. 143 7) by Section 2608 of the Housing and Economic Recovery Act of 2008 (Pub. L. 110-289, 42 U.S.C. 4501); u. Compensation received by or on behalf of a veteran for service-connected disability, death, dependenc), or indemnity compensation as provided by an amendment by the Indian Veterans Housing Opportunity Act of 20 IO (Pub. L. 111-269) to the definition of income applicable to programs authorized under the Native American Housing Assistance and Self-Determination Act of 1996 (25 U.S.C. 4101) and administered by the Office of Native American Programs; and \. A lump sum or a periodic payment recei\ ed by an individual Indian pursuant to the Class Action Settlement Agreement in the case entitled Elouise Cobell et al. v. Ken Salazar el al., United States District Court, District of Columbia. as _provided in the Claims Resolution Act of 20 I 0 (Pub. L. 111 -291). The Otter Tail County Housing Authority will not provide exclusions from income in addition to those already provided for by HUD. 26.0 BEDBUG POLICY The Otter Tail County Housing Authority recognizes the potential problems that can arise out of bedbug infestations in public housing. Accordingly. the Otter Tail County Housing Authority adopts this policy in an effort to minimize bedbug infestations in Public Housing and other O\\ ned affordable housing. The entire policy is available at the Otter Tail County HR.A office located at, 1151 Friberg Ave in Fergus Falls, Minnesota. GLOSSARY: Disabled Family: A family whose head (including co-head), spouse, or sole member is a person with disabilities; two or more persons with disabilities living together; or one or more persons with disabilities living with one or more li ve-in aides. (24 CFR 5.403(b)) (Also see "person with disabilities.") Elderly Family: A family whose head (including__co-head), spouse, or sole member is a person who is at least 62 years of age; two or more persons who are at least 62 years of age living together; or one or more persons who are at least 62 years of age li ving with one or more live-in aides. (24 CFR 5.403) Gender Identity: Actual or perceived gender-related characteri stics. Near-Elderly Family: A family whose head (including co-head), spouse, or sole member is a person who is at least 50 years of age but below the age of 62; two or more persons, who are at least 50 years of age but below the age of 62, living together; or one or more persons who are at least 50 years of age but below the age of 62 living with one or more live-in aides. (24 CFR 5.403(b)) Sexual Orientation: l lomosexuality, heterose>..uality, or bisexuality. LEASE CHANGES: 6. CONDITION OF DWELLING: By signing this Lease and the Unit Inspection Report, the Resident acknowledges that the dwelling unit is safe, clean and in good condition, and that all appliances and equipment in the dwelling unit are in good working order as described on the Move-in Unit Inspection Report. This report, signed by both the Resident and Landlord, is attached to this Lease. The Move-in Unit Inspection Report is due within IO days of signing the lease. If the Move-in Unity Inspection report is not returned within this period of time it will be assumed that the rental unit is in good condition and the move-in ins_pection form will not be excepted after the IO day period. At the time of move out, the Landlord shall complete another inspection of the dwelling unit. When the Resident notifies the Landlord of his or her intent to vacate, the Landlord sh a l I advise the Resident of their opportunity to participate in the move-out inspection. 12. MAINTENANCE: The Resident Agrees To: 11. Promptly notify the Landlord of any pest infestations noted in or around their dwelling unit. o. Fully cooperate in any pest control efforts made by the landlord. 16. LEASE TERMINATION BY LANDLORD: Any termination of this Lease shall be carried out in accordance with U.S. Department of Housing and Urban Development regulations, State and local law, and the terms of this Lease. il. Assignment or subleasing of the premises or providing accommodation for boarders or lodgers; Permitting persons not on the lease to reside in the unit more than fo u1teen ( 14) calendar days each year without the prior written a_Qproval of the Housing Authority. 23. Failure to abide by the provisions of the pet policy; all laws, Ho using Authority Policies (i.e. pet policy, smoking policy, facility use policy, bedbug policy, house rules, statement of obligations , and City Ordinances affecting the use or occupancy of the premises. 32. Failure to promptly notify the Landlord of any pest infestations noted in or around their dwelling unit. 33. Failure to fully cooperate in any est control efforts made by the Landlord. Change 32 to 34. I. BEDBUG POLICY: The Otter Tail County Housing Authority recognizes the potential problems that can arise out of bedbug infestations in public housing. Accordingly, the Otter Tail County Housing Authority adopts this policy in an effo1t to minimize bedbug infestations in Public Housing and other owned affordable housing. The entire policy is attached to this lease. ATTACHMENTS TO LEASE: H. Bedbug Policy ATTACHMENT "B" -HOUSE RULES 3. The Resident, members of his/her household and visitors shall comply with all laws, llousing Authority Policies and City Ordinances affecting the use or occupancy of the premises. A TT A CHM ENT "H" -BEDBUG POLICY The Otter Tail County Housing Authority recognizes the potential problems that can arise out of bedbug infestations in ublic housing. Accordingly, the Otter Tail County Housing Authority adopts this policy in an efT01t to minimize bedbug infestations in public housin and other owned affordable housing. HOUSING AUTHOR1TY'S RESPONSIBILITIES A. Management I. The Otter Tail County Housing Authority shall provide training to appropriate staff members regarding the identification, prevention, and eradication of bedbugs. 2. The Otter Tail County Housing Authority shall make efforts to educate new and existing residents on methods that may be utilized in order to prevent and detect bedbugs. Such efforts may include written handouts distributed to all residents and public workshops for residents to attend (See sample handout attached to this policy). 3. The Otter Tail County Housing Authority will keep a qualified pest control company under contract so they can be called on an "as needed·· basis if internal staff are inadequate to deal with a bedbug infestation. tl. The Otter Tail County Housing Authority shall keep written records of repo1ts and incidents of bedbug infestation. Said records shall identify the dates, times and places of such reports or incidents. B. Inspections 1. If a resident repo1ts the existence of bedbugs in his or her unit, the Otter Tail County Housing Authority shall within 24 hours make contact with the resident, provide the resident with infonnation about control and prevention of bedbu s and discuss measures the resident may be able to take in the unit before an inspection is performed. 2. Following a report of bedbugs, the Otter Tail County Housing Authority or a qualified third party trained in bedbug detection shall inspect the dwelling unit to determine if bedbugs are present. It is critical that inspections be conducted by trained staff or third-party professionals. Lov. level infestations may escape visual detection. For this reason, multiple detection tools, such as monitors containing attractants and canine detection may be utilized. The inspections shall occur within three business days of the resident report when possible. ~-The inspection shall cover the unit reporting the infestation and no less than the adjoining apartment in a duplex or sun-ounding apartments consisting of the units above, below, left and right in a multifamily building if these units e,ist. 4. If the initial inspection confirms the presence of bedbugs, the Otter Tail County Housing Authority will contact icensed pest control compan) to treat the infestation. The length. method and extent of the treatment will depend n the severity and complex it) of the infestation, and the level of cooperation of the residents. The resident may expect treatment to begin within five days of the inspection. though depending on the form of treatment and/or the avaiiabilit) of the L:Ontrador, this ma) not be possible. Residents should be ad\.ised that treatment ma) take several weeks and possibl} several applications. 5. If an infestation is suspected but cannot be verified, the Otter Tail County Housing Authority will re-inspect the unit(s) periodically over the next several months. 6. If licensed pest control companies are unattainable within three calendar days. the Otter Tail County I lousing Authorit) shall retain documentation of the efforts to obtain qualified services. C. Additional Considerations 1. The Otter Tail County Housing Authority will offer residents a service of inspection and/or non-chemical treatment of household items upon resident move-in and inspection and/or non-chemical treatment of used furniture if staff time and property budgets allow. Residents may voluntarily use such services, but the Otter Tail Count) Housing Authority will not require residents to do so. When offered, these services or products will be pro\. ided at the Otter Tai I Count} Housing Authority ·s e»pense. 2. The Otter Tail County Housing Authority will not charge a resident to cover the cost of bedbug treatment; such costs shall be covered by the Otter Tail County Housing Authority. The only exception to this rule is if material supplied by the Otter Tail County Housing Authority to the resident to combat bedbugs or the possibility of bedbugs is lost or damaged due to an action by a resident or his or her guest. RESIDENT RESPONSIBILITIES I. Under the terms of the Otter Tail County Housing Authority's standard lease agreement, residents are required to "report any problem with infestati on:' Accordingly, residents are strongly encouraged to report any suspected problems with bedbug infestation immediately. Residents are the first line of defense against bedbugs. Further, any willful failure on the part of a resident to report a bedbug infestation may result in adverse action taken against the resident, up to and including eviction. A resident reporting bedbugs may expect expeditious response and attention by the Otter Tail County Housing Authority, but should be advised that inspection and, if necessary, treatment of bedbugs may take time to schedule. 2. Since clutter is a friend of bedbugs. residents wi ll keep c lutter in the ir homes to an absolute minimum. B. Residents are required to cooperate with the treatment efforts by allowing for heat treatment of clothing and furniture and refraining from placing infested furniture or other items in common areas such as hallways. Residents will not be reimbursed the cost of any additional expense to the household. such as the purchase of new furniture, clothing or cleaning services. 4. Residents can easily unintentionally bring bedbugs onto the property when returning from a trip or bringing eroperty into their homes. Therefore, residents will check their luggage and clothes whenever they return home from taking a trip and examine any secondhand items before bringing them home. Proposed ACOP and Lease changes effective January 1, 2013 for present residents, effective immediately for new residents. ) OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF • August, 2012 Bank of the West -Office Rent · 450.00 Citv of Fergus Falls -Health Insurance 1,850.00 Securitv Benefit -Retirement 950.00 Otter Tail Telcom 225.00 U.S. Postmaster 200.00 MN Benefit Association 400.00 Ally -Vehicle Lease 150.00 Ben Heikes -Mileage 566.10 Jeffrey Gaffaney -Mileage 48.85 Marv Jo Schwarz -Mileag-e 187.04 Scott Rocholl -Per Diem 73.32 Janice Palan -Per Diem 109.95 Hazel Hovde -Per Diem 87.50 Robert Maki -Per Diem 121.05 Robert Bigwood -Per Diem Citv of Pelican Rao ids 165.10 City of New York Mills 343.74 Citv of Underwood 291.00 Citv of Henning 670.14 American Family Insurance 664.83 Denzel's Reo-ional Waste, Inc. 68.32 Otter Tail Power Co. 701. 19 Great Plains Gas Co. 30.59 Steve's Sanitation Co. 130.06 Toutges Sanitation Co. 50.46 Waste Management Co. New Horizon Ae: Service 39.43 Home Deoot 230.74 Mark Gaworski -Accounting 1050.00 Tina Stevens 100.00 Paige Heldt 27.00 Housing-Data Svstems 170.65 Matthew & Pamela Johnson -Security Deposit 671.12 Brogard Plumbing 404.42 Salaries 12,871.96 H:IUsersVEFFIOTC HRA EXPENSES Aug 2012.doc OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF September, 2012 Bank of the West -Office Rent Citv of Fergus Falls -Health Insurance Securitv Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Ally -Vehicle Lease Ben Heikes -Mileage Jeffrey Gaffaney -Mileag-e Marv Jo Schwarz -Mileage City of Pelican Rapids City of New York Mills City of Underwood Citv of Henning American Family Insurance Denzel's Regional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. Steve's Sanitation Co. Toutges Sanitation Co. Waste Management Co. New Horizon Ag Service HomeDeoot Tina Stevens Ballard Sanitation Pine Plaza Aooliance Brian's Lawn Care Brogard Plumbing 1st Choice Tree Care Housing Data Systems Salaries H:\UsersVEFF\OTC HRA EXPENSES Sept 2012.doc 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 453.44 50.00 205.35 190.55 356.23 291.00 344.54 664.83 68.32 609.46 79.95 149.83 33.35 50.00 81.00 126.61 210.39 245.27 316.65 705.37 120.00 9,498.24 October 18, 2012 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fergus Falls SA VIN GS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHFA-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHF A-HOME Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2012\invest list otc-Oct. 2012.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,598.80 Certificate #210979 Weekly Money $19,808.86 Market Savings Commercial Money $7,038.76 Market $73,677.14 $21,700.57 $23,879.85 $274,780.11 $831.74 I.D. # 41-1518930 INTEREST INTEREST PURCHASE MATURITY RATE· PAID DATE DATE .05% Maturity Renewed Automatic Deposit 09/19/12 03/19/13 .05% Monthly Account #9312-004634 .05% Monthly Account #9312015673 Fergll.lls Falis/Otter Tail Cou111t:y HRA Housing & Redevelopment Authority ' 1. OTTER TAIL COUNTY HRA BID PROPSALS 10/18/12 Multi-Peril Insurance $8,125.00' HRA Office 11 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 A1nerican Family Insurance Ed Larrivy, Battle Lake, MN ($48.00 increase from 2012) 2. Fiscal Audit Carlson/Highland & Co. LLP Fergus Falls, MN $6,800.00 ($150.00 increase from 2012) •• • H·liisers)IEFF\QICHRA BIDPRQPSALsRrrtilviding 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.12/3112012) Public reporting burden for this collection of information is estimated to average 10 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not collect this information, and you are not required to complete this form, unless it displays a currenUy 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 compliance with procedures prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality. PHA Name: OTTER TAIL COUNTY HRA PHA Code: MN 177 PHA Fiscal Year Beginning: 01/01/2013 Board Resolution Number: 100 Acting on behalf of the Board of Comm issioners of the above-named PHA as its Chairperson, I make the following certifi cations and agreement to the Department of Housing and Urban Development (HUD) regarding the Board's approval of (check one or more as applicable): DATE Operating Budget approved by Board resol ution on: 10/18/2012 Operating Budget submitted to HUD, if applicable, on: Operating Budget revision approved by Board resolution on: D Operating Budget revision submitted to HUD, if applicable, on: I certify on behalfof the above-named PHA that: I. All statutory and regulatory req ui rements have been met; 2. The Pl-IA has sufficient operating reserves to meet the working capital needs of its developments; 3. Proposed budget expenditure are necessary in the efficient and economical operation of the housing for the purpose of serving low-income resi dents; 4. The budget indicates a source of funds adeq uate to cover all proposed expendit ures; 5. The PHA will comply with the wage rate requirement under 24 CFR 968.1 I0(c) and (f); and 6. The PHA will comply with the requirements for access to records and audi ts under 24 CFR 968.11 0(i). l hereby certify that all the information stated within, as well as any information provided in the accompaniment herewith, if applicable, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may resu lt in criminal and/or civil penalties. (18 U.S.C. 1001 , 1010, 1012.3 l, U.S.C. 3729 and 3802) Print Board Chairperson's Name: Signature: Date: SCOTT E. ROC HOLL 10/18/2012 Previous editions are obsolete form HUD-52574 (08/2005) -Public Housing Operating Budget: ,: PHANAME OTTER TAIL HRA ADDRESS ll5I Friberg Ave. Fergus Falls, MN 56537 Fiscal Year End 12/31/2013 # Of ACC Units 13 # Of Unit Months 156 ACC# C-4I09 HUD MN# MN! 77000001 3110 Dwelling Rental $ 27,950.00 $ 35,825.00 3120 Excess Utilities 3190 Non Dwelling Rental 3610 Investment Income $ 15.00 $ 15.00 3690 Other-Income, Tenant Charges Etc. $ 100.00 $ 100.00 1---------~T_o_ta_l_O_1p_e_ra_t_in_1_g-I_n_c_o_m_e ____ -+-$ _______ 2_8,~0_6_5._0_0-+-$ ________ 35,94_0.Q0 Operating Expenditures: ,-~-~~~---~-------------+------------+---------·-----·-- Administrative 1---------+--------------t--c----------+----------. --·--4110 Salaries 14,832.00 $ 15,277.00 $ 4120 Compensated Absences 1,800.00 $ 1,500.00 $ 4130 Legal Expenses $ 250.00 $ 4140 Staff Training $ 250.00 $ 4 I 50 Travel Exoense $ 600.00 $ ,_ ___ 4_1_7_0 ____ _,_A_cc_o_u_n~ting_F_e_es _______ --1-~------~---1-~-------2~,0_0_0_.0_0 $ 2,500.00 $ 4171 Audit Expense 2,20Q,00 $ 2,350.00 $ 4190 Other Administrative Costs 3,750.00 $ 3,750.00 $ 1----------+T_ot_a_l_A_d_m_i_m_·s_tr_a_ti_ve _____ __, _______ ~~-$ 26,477.00 $ Maintenance 1----------+---------------+--------·----+-----------·----4410 Labor (Salaries) _'!, 1----------+--~--~--------t--------~---+--------4420 Maintenance Materials 2, $ 4,350.00 $ $ 2,000.00 $ 4430 Maintenance Contracts: 12, $ 12,000.00 $ 4431 Garbage Service $ 500.00 $ Total Maintenance 18,723.0_ $ 18,850.00 $ r--------+--------------t--------Ut iii ties 4310 Water $ I 00.00 $ 100.00 1----------+--------------t------- r---4~3~2~0----t=E~le~ct~r=icil}' __________ -t--~------ 4330 Gas $ 50.00 $ $ 50.00 $ 4340 Fuel Oil 4390 Sewer $ 50.00 $ 50.00 4391 Assessments Total Utilities $ 250.00 $ 250.00 Protective Services 1----------+--------------t------------+-----------------4460 Securitv Labor r---~~----t-=-====~--------t-------------t---------------4480 Contracted Services 1----------+--------------1------------+------------4470 Materials r---~~----Ec="--"~---cc-c------t---=------------t--------------. Total Protective Services $ -$ 1----------+---------------t-------------t--·---------- 1----------t~------------t-------------t----------------Tenant Services r--------+c===-'-"='---------t-------------t-------------Resident Services Salaries 4210 4220 Materials, Recreation, Publications $ 250.00 $ 250.00 H:\Users\JEFFIOTC Pub Hsg Operating Budget -12-31-2013.xls 2 • ' Public Housing Operating Budget: 4230 Resident Service Contracts Total Tenant Services $ 250.00 $ 250.00 General Exoenses 4510 Insurances $ 10,225.00 $ I 0, 177_.QO_ 4520 Payment in Lieu of Taxes $ 2,770.00 $ ~ ~~57.00_ 4530 Terminal Leave Pa•=e.nts 4540 Emnlovee Benefits $ 12,600.00 $ 12,157.00 -4570 Collection Losses $ 100.00 $ 250.00 4590 Other General Exnenses $ 500.00 $ 250.00 Total General Exnenses $ 26,195.00 $ 26,391.00 Non Rountine Exnenditures 4610 Extraordinarv Maintenance $ 4,000.00 $ 4,000.00 7520 Ren!acement of Non Exnendable ------Eauinment ------7540 Pronertv Betterments And Additions Total Non Routine Exnenditures $ 4,000.00 $ _ _ 4,000.QQ_ Total of All Exnenditures For Year $ 76,022.00 $ 75,496.00 ---Cash Flow (Deficit) $ (47,957.00) $ (39,556.00) -----HUD Contributions 8020 HUD Onerating Subsidv $ 41,150.00 $ 29,416.00 3620 Canital Fund Transfer For Onerations $ 19,500.00 $ 9,000.00 ------~ -Other Cash: -----------~~ -·----Current Cash Reserves $ 23,000.00 $ 25,000.00 Total HUD & Other Contributions $ 83,650.00 $ 63,4l~Q_ Net Cash Flow (Deficit\ $ 35,693.00 $ 23,860.00 H:\Users\JEFFIOTC Pub Hsg Operating Budget-12-31-2013.xls 2 Operating Budget Summary of Budget Data and Justifications U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB Approval No. 2577-0026 (Exp. 10/31/2009) Public reporting burden for this collection of information is estimated to average 45 minutes per response ,.including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not 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 is 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 PHAand the amounts are reasonable and that the PHAis in compliance with orocedures prescribed bv HUD. Resoonses are reauired to obtain benefits. This information does not lend itself to confidentiality. Name of local Housing Authority Locality Fiscal Year Ending Otter Tail County HRA Fergus Falls, MN 12/31/2013 Operating Receipts Dwelling Rental. E~plain ba$iS 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 numQer 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/2012 = $2,300.00 $176.92 x .0127 Inflation Factor= 2.25 $176.92 + 2.25 = $179.17 $179.17 X 156 = $27,950. Divided by 13 Units= $176.92 Excess Utilities. (Not for Section 23 Leased housing.) Check appropriate spaces in item 1, and explain ~other". Under item 2, explain basis for detennining 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 allowances. 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 Slircharged: Gas D Electricity D Other D (Specify) ____________ _ 2. Comments Nondwelling Rent. (NotforSection 23 Leased housing.) Complete Item 1, specifying each space rented, to whom, and the rental terms. For example: Community Building Spa_ce-Nursery School -$50 per month, etc. Cite changes anticipated during the Requested Budget Year affecting estimated Non-dwelling Rental Income. 1. Space Rented 2. Comments Previous editions are obsolete To Whom Page 1 of4 Rental Terms form HUD-52573 (3/95) ref Handbooks 7475.1 Interest on General Fund lnvestmentsState the amount of present General Fund investment and the percentage of the General Fund it represents. Explain circumstances su_ch 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 $15.00 Other Comments On Estimates of Operating ReceiptsGive 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 $100.00 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 numbei'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 RA-NT~ positions allocable lo 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 of total salary expense shown in Column (5}orColumn (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)orColumn (10), form HUD-52566, allocable to Section 23 Leased housing in management. Column (5) Enter the portion of total salary expense shown in Column (5)orColumn (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-time positions and the amount of salary expense for all positions designated uM" on form HUD-52566 must be equitably distributed lo account Jines 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 Section 23 Leased Modernization Section 8 Account Line of Positions Positions Management Housing Only Programs Program (1) (2) (3) (4) (5) (6) Administration-Nontechnical Salaries1 3 .37 15,277 Administration-Technical Salaries1 Ordinary Maintenance and Operation-Labor1 Utililies-Labor1 2 .12 4,350 Other (Specify) (Legal, etc.)' Extraordinary Maintenance Work Projects2 Betterments and Additions Work Projects2 Carry forward 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 lhe 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 HUO-52567. Previous editions are obsolete Page2of4 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 Year. 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 2013 salary rBtes to be effective 01-01-2013. Also included copy of HUD approved maintenance wage rate schedule. Compensated Absences -1,500 Travel, Publications, Membership Dues and Fee§ii, Telephon_e and Telegraph, and Sundry.In addition to "Justification for Travel to Conventions and Meetings" shown on form HUD-52571, give an 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 Staff Training -250 Travel -600 Accounting -2,500 Audit -2,350 Total 5,950 Other Administrative Costs Publications - Dues and Fees - Telephone - Office Rent - Supplies - Sundry - Total 200 200 600 650 600 1,500 3,750 Utilities. Give an explanation of substantial Requested Budget Year estimated increases over the PUM rate of expenditures for each utility service in the Current Budget Year. Describe and state estii"nated cost of each element of ~other Utilities Expense: Electricity -50 Gas-50 Water-100 Sewer-50 Total 250 Ordinary Maintenance & Operation-Materials. Give an explanation of substantial Requested Budget Year estimated increases over the PUM rate of expenditures for materials in the Current Budget Year. Materials and Misc. 2,000 Ordinary 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 Requested Budget Year increases over the PUM rate of expenditure for Contract Services in the Current Budget Year. If LHA has contract for maintenance of elevator cabs, give contract cost per cab. Softner Salt - Lawn Fertilizer - Plumbing/Elecl./Hlg./AC - Carpet Cleaning - Computer Maintenance - Misc. Contracts - Garbage Service - Total 500 1,000 4,000 750 250 5,500 500 12,000 Previous editions are obsolete Page 3 of 4 form HUD-52573 (3195) ref Handbooks 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, premi1-:1m rates, etc. Multi-Peril Insurance-8,125 Fidelity Bond -400 Workers Comp. -1,200 Errors & Omissions -250 Office Insurance -250 Total 10,225 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 5,600 4,000 600 600 300 1,500 12,600 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 month in which the estimate was computed. Losses-100 Extraordinary Maintenance, Replacement of Equipment, and Betterments and AdditiomCite prior HUD approval or-give justification for each non routine 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 -1,500 Floor Coverings -2,500 Total 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 Budget Year (RBY). Explain substantial RBY increases over the PUM rate of expenditure.for these contracts in the Current Budget Year. Other General Expenses 500 Previous editions are obsolete Tenant Services 250 Page4of4 form HUD-52573 (3/95) ref Handbooks 7475.1 Program MHF A Deferred Loans -Phase XVI OTC Tax Levy -Homeowner (2012) OTC Tax Levy-Rental (2012) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshp/Pelican Twshp (22 homes) SCDP: Pelican Rapids/Erha~~r; rd's Grove Twshp/Pelican Twsh 10 mmer.) SCDP: New York Mills/Blufft;{Po Newton Twshp/Bluffton Twsh. • omes) SCDP: New YorkMills/Blufft~ Newton Twshp/Bluffton Twsh (5 mmer) SCDP: New York Mills/Bluf~~to Newton Twshp/Bluffton Tws (15 ntal) SCDP: Battle Lake@omes) SCDP: Battle Lakfe1/ommercial) SCDP: Parkers Prairie/Deer Creek~omes) SCDP: Vergas/Den(\li)kmes) SCDP: Vergas/DenfiJmmer.) Otter Tail County HRA Rehabilitation Projects Update October 18, 2012 Applications In Inspected Process 1 0 1 27 ~ 1 / 27 0 / 0 0 23 I 0 23 I 11 I 0 11/ 24 ✓ 0 24 ./ 6 / 0 6 ✓ 55 units ✓ ,,... 0 55 units..,, 11 ✓ 1 11 ✓ 6 ✓ 0 6 ..,,,.- 7 ..,,,,,.-2 5 V 1 ✓ 1 0 V" 2 ✓ 2 0 ✓ Bidding Proceed Complete Issued 0 0 1 1-s23,10s I 2 16 8 , 0 0 0 ,/ 0 3 20 I 1 3 7 ./ 1 9 14 / 0 0 6 ,_/ --30 units 22 units 3 v' 1 5 4 ,._.,... 3 2 1 - ~ 0 3 2 l--" -0 0 0 / 0 0 0 ✓ HUB: 5HMIN 5KPH OTTER TAIL COUNTY HRA FO Code: HA Num: MN008 140 130 92.86% $34,108 140 131 93.57% $34,108 140 131 93.57% $34,108 140 128 91.43% $32,404 140 125 89.29% $32,404 140 125 89.29% $32,404 140 130 92.86% $32,404 ✓ 140 130✓/92.86% $32,404 • 140 129 92.14% $32,404 ✓ 1,260 1,159 91.98% $296,748 NRA Balance as of 1/1/2012: $54,724 ABA YTD: $296,748 HAP Expenditures YTD: $318,407 Remaining NRA YTD: $33,065 CY Eligibility: $414,520 Remaining CY Eligibility: $96,113 CY Months Remaining: 3 Monthly CY Eligibility Remaining: $32,038 Unit Months Available CY: 1,680 Unit Months Leased CY: 1,159 Unit Months Remaining CY: 521 Monthly Units Remaining CY: 174 Unit Months Funding Would Support: 350 Monthly Units Funding Would Support: 117 Minimum of Available or Supportable: 350 Minimum of Available or Supportable Monthly: 117 $37,278 109.29% $286.75 $37,333 109.46% $284.98 $36,193 106.11% $276.28 $34,027 105.01% $265.84 $33,194 102.44% ,$265.55 $34,623 106.85% $276.98 $35,767 ✓ 110.38% $275.13 $34,789 ✓107.36% $267.61 $35,203 108.64% $272.89 $318,407 107.30% $274.73 Including 9 months of NRA $150,837 3 $50,279 549 183 521 174 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM AUGUST AND SEPTEMBER 2012 Annual Recerts 22 Interim Recerts 10 Ports-In/Billing 0 Ports-In/ Absorbed* 0 Ports-Out/Billed* 1 Ports-Out/ Absorbed* 0 Ports Out/End Participation• 0 End Participation• (J)✓ Shop Mode/ARS* 4 New Admissions• (y/ Waiting List/To Date 68 / Vouchers Issued ~✓ Applications 1/P Ports In Pending 1 Ports Out Pending 2 Ports Out Paid 6/$3,298 Ports Received 0 In-House Transfers 0 ELI% 86% FAIR MARKET RENT/PAYMENT STANDARDS FOR CALENDAR YEAR 2013 BR SIZE CURRENTFMR NEWFMR CURRENT P.S. 0BR $380;00 $417.00 $394.00 94%+ lBR $452.0Q $499.00 $469.00 94% 2BR $583.00 $626.00 $605.00 97%- 3BR $711.00 $894.00 $738.00 4BR $732.00 $919.00 $797.00 We are recommending that the current payment standards remain in place for 0-2 bedroom for calendar year 2013. Since HUD requires that Payment Standards be set between 90·-110% of the FMR we need to increase the 3 and 4 bedroom payment standards. Staff recommend an increase to 90% of FMR for both -3 BR -$805.00; 4 BR - $827.00. 2013 Payment Standards to b effective 1/1/13 OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units August2012 Rents Payable $2,814.00 Rents Collected $2,314.00 Late Fees Charged ~ 50.00) "'-, Late Fees Collected $ 0.00 Late Fees Outstanding $ 50.00 ELI Percentage 100% Vacancies: None Waiting List 2 Bedroom 30 3 Bedroom 18 4Bedroom 2 Receiv~e~~~~~ts from revenue recapture for a to of$538.00 H:\Users\Pam\Board RCports\OT County-Board·Report.doc OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units September 2012 Rents Payable ,,,.-$ 2,983 .00"l Rents Collected $ 2,983.00 Late Fees Charged $ 100.00 -----h--J 150.00 Late Fees Collected Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: None Waiting List 2 Bedroom 36 3 Bedroom 23 4Bedroom 4 2013 Proposed Flat Rents ( effective January 1, 2013 for new tenants and at Recertification for. all present tenants) OTTER TAIL COUNTY FAMILY PUBLIC HOUSING Underwood 3 bedroom units Underwood 4 bedroom unit Pelican Rapids 3 bedroom units New Yark Mills 3 bedroom duplex units New York Mills 3 bedroom rambler New York Mills 4 bedroom unit Henning 3 bedroom duplex units Henning 3 bedroom rambler Henning 4 bedroom unit Otter Tail County Payment Standards: 3 Bedroom $805.00 4 Bedroom $827.00 Present Flat Rent $425.00 $425.00 $475.00 $475.00 $475.00 $500.00 $475.00 $475.00 $500.00 Proposed Flat Rent no change no change $500.00 $500.00 $500.00 $525.00 $500.00 $500.00 $525.00 HRA Office 11 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO : FROM: DATE: SUBJECT: ENC LOSURE MEMO Board of Directors, Otter Tai l County HRA .Jeffrey Gaffa ney, Executive Director December 13, 2012 Meeting to be Held Thursday, December 20, 2012 at 10:00 a.m. at the H RA Office, 1151 Friberg Ave., Fergus Fa lls, M , 56537 Regular Minutes of October 18th Meeting AGE DA I. alairperso n -Call Meeti ng to Order 2.V/\pproval of Minutes 3. Eo/7.ve Director AS(~'inistration Expenses, October and November 2012 8. I estment Listing C. 0 12 Capital Fund Program Update D. An;(ual Ad ministrat ive Contracts with Fergus Falls HRA Y.$ection 8 Voucher Program w Rent Pub I ic Housing Program q FA Rehab Programs er Tail County Tax Levy Progr~a~ 0 /, 4. ~e!,-O~~i t~ti~~u~~~~~~~~~'~:r~~c:ii::t~'j);J~) m U/' Zol ~ r---f 4c,t W. A HF A Update jj'."' OTC Tax Levy Update 5. Reh~ilitation Coordinator -Sue Bjorklund A/2fo'l0 Pelican Rap ids SCDP B."-29-f O New York Mi ll s SC DP C.~ '29-1" Battle Lake SC DP D.\101' I Deer Creek/Parkers Prairie SCDP E O 2 Vergas/Dent SCDP 6. g Admini strator -Mary Jo Schwarz S ction 8 Update 7. Housing Manager -Pam Min ten A. Public Housing Update PLEASE CA LL IF YOU A RE UNABLE TO ATTEND! Providing Housing Opportunities 11 :\UscrsVEFF\/\gcnda-OTC December 2012.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on, October 18, 2012 at 10:00 am at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Robeti Bigwood, Vice Chairperson Scott Rocholl, Chairperson Hazel Hovde Robett Maki Janice Palan OTHERS PRESENT Jeffrey Gaffaney Ben Heikes Sue Bjorklund Pam Minten Kim Rosentreter Mary Jo Schwarz Scott Rocholl, Chairperson opened the regular meeting. ABSENT A motion was made and seconded to approve the minutes from the August 16, 2012, meeting. M/RobertM. S/ Hazel Chairperson, Scott Rocholl opened the Public Hearing at 10:00am during the OTC Board Meeting. Parties will have an opportunity to express their views on the proposed 2013 Annual Update of the 5 Year Agency; Resolution #099-PHA Certification of Compliance with 2013 Annual Agency Plan & Civil Rights Certification. There were no appearances or written comments made by the public. Mary Jo discussed additions and changes to the glossary forthe Section 8 program. I. In the definition of"Disabled Family," after the word "head" add "(including co-head)". 2. In the definition of "Elderly Family," after the word "head" add "(including co-head)". 3. Gender Identity: Actual or perceived gender-related characteristics. 4. In the definition of"Near-elderly Family" after the word "head" add "(including co-head)" 5. Sexual Orientation: Homosexuality, heterosexuality, or bisexuality. Mary Jo discussed the Section 8 Housing Choice Voucher Bedbug Policy. The OTC Housing Authority recognizes the potential problems that can arise out of bedbug infestations. Accordingly, the HRA adopts the discussed policy in an effort to minimize bedbug infestations in its Housing Choice Voucher Program. It is the renter's responsibility to report bedbugs. Other changes presented and approved for the Section 8 Administrative Plan, as mandated by a final ruling of HUD, were changes required to 3.2) Eligibility Criteria-regarding Sexual Orientation and Gender Identity; and 9.3) Exclusions from Income -mandating the deletion of specific exclusions from income. Pam discussed and read proposed changes for ACOP (Admissions and Continued Occupancy Policy) and LEASE. Policy changes will include: (8.2) Eligibility Criteria, (11.2) Annual Income, (26.0) Bedbug Policy. Lease changes will include #6, #12, #16 Attachment B, and add attachment H (bedbug policy). These changes will take effect immediately for new tenants and January I, 2013 for all present residents. M/RobertM. S/ Janice There was a request of approval of Resolution Section #099-PHA Certification. M/Hazel S/RobertM H:\Uscrs\Kim\Minutes\2012 minutes\minutes -otc oct 2012.doc ,,, Chairperson, Scott Rocholl closed the Public Hearing. Jeffrey Gaffaney reviewed the administrative expenses for the months of August and September 2012. A motion was made and seconded to approve the expenses. Waste Management costs were discussed. Tree trimming costs were explained. M/RobertB S/RobertM The Investment Listing was reviewed and the only changes were in the balances in the checking and savings accounts. Regarding the 2012 Capital Fund program, driveways were replaced in Pelican Rapids and Underwood. All have been completed. Robert Nordick Construction was the company that did the work. The total budget for the 2012 Capital Fund Program is $19,450. Jeff presented bid proposals for Multi-Peril Insurance Coverage. American Family Insurance submitted a bid proposal of$8,125.00, a $48 increase from 2012. Security Insurance had made contact with the HRA but did not submit a proposal. Ml Janice S/ Hazel The Fiscal Audit proposal for December 31, 2012 by Carlson/ Highland & Co. LLP was discussed. The cost will be $6,800, a $150 increase from 2012. Ml Robert M. S/ Robert B. 2013 Proposed Public Housing Operating Budget was discussed regarding Board Resolution #100; 2013 projected amounts and 2012 estimated amounts, Income for the 2013 is projected to be down. September rent roll is used to make these predictions. October 1 is a new fiscal year for the Federal Government -we may not know what our number is until March or April of 2013. These are best estimates possible at this time. M/Hazel S/ Janice A summary was given of the Tax Levy meeting held at the Otter Tail County Government Service Building; attended by Jeff, Sue and Ben. A seed program was discussed as a future possibility during the Tax Levy meeting to help residents with septic systems and new wells. There was nothing definite discussed. Sue noted that we do already assist homeowners with these issues with our current programs if they qualify and follow through with the application process. The Tax Levy will be certified the end of November. Ben Heikes, Rehab Specialist, reported one application has been taken for the MHF A Deferred Loan Program Phase XVI, 1 has been inspected, 0 are bidding, 0 in progress and 1 has been completed. Funds committed total $23,108. The Otter Tail County Homeowner Tax Levy 2012 program has taken in 27 applications, 1 is in process, 27 have been inspected, 2 are bidding, 16 in progress and 8 are complete. Otter Tail County Tax Levy 2012 Rental Program has received O applications, 0 are in process, 0 have been inspected, 0 are bidding, 0 in progress and none have been completed. H:\Uscrs\Kim\Minutcs\2012 minutes\minutes-otc oct 2012.doc 2 Sue Bjorklund, Rehab Coordinator, reported that for the Pelican Rapids/Erhard homeowner SCDP Program: there were 23 homeowner applications received, 0 in process, 23 have been inspected, 0 bidding, 3 are in progress and 20 are complete. The commercial program had 11 applications received, 0 are in process, 11 inspected, 1 is bidding, 3 are in progress and 7 are complete. New York Mills/Bluffton and Newton/Bluffton Townships SCDP Program: 24 homeowner applications have been received, 0 are in process, 24 have been inspected, I is bidding, 9 are in progress and 14 are complete. Six commercial applications have been received, 0 are in process, 6 have been inspected and all 6 are complete. Applications for fifty-five units have been received, 55 have been inspected, 30 are bidding, 22 are in progress and 3 are complete for the rental component. Battle Lake SCDP Homeowner Program: 11 applications have been taken, I is in process, 11 have been inspected, 1 is bidding, 5 are in progress and 4 have been completed. For the Commercial Program 6 applications have been taken, 0 are in process, 6 have been inspected, 3 are bidding, 2 are in progress and I has been completed. Parkers Prairie/Deer Creek Small Cities Program: 7 applications have been taken, 2 are in process, 5 have been inspected, 0 is bidding, 3 are in progress and 2 have been completed. Vergas/Dent SCDP Homeowner Program: 1 application has been taken, I is in process, 0 have been inspected, 0 bidding, 0 are in progress and O are complete. For the Commercial Program 2 applications have been taken, 2 are in process, 0 have been inspected, 0 are bidding, 0 are in progress and O has been completed. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of August. There were 130 leased and HAPS totaling $34,789. In September there were 129 leased and HAPS totaling $35,203. There were 26 vouchers issued, and 15 applications are in progress. There are 68 families on the waiting list, and $3,298 paid for 6 ports out and the ELI percentage was 86%. Mary Jo requested changes to the Otter Tail County HRA Fair MarketRents and Payment Standards. HUD requires that the HRA establishes payment standards based on fair market rent. Staff recommends that the current payment standards remain in place for 0-2 bedrooms for 2013. However, HUD requires that Payment Standards be set between 90-110% of the FMR, so we need to increase the 3 and 4 bedroom payment standards. Staff has recommended an increase to 90% ofFMR for both: 3 bedroom -$805; 4 bedroom -$827.00. The 2013 Payment Standards to be effective January I, 2013. M/Hazel S/ Robert B. Pam Minten, Housing Manager reported that rents payable for August was $2,814 and $2,314 was collected. There was $50.00 in late fees charged and $0 collected, leaving $50.00 in outstanding charges. The ELI percentage was 100%. There are no vacancies. Thirty applicants on the 2-bedtoom public housing waiting list, 18 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waiting list. Pam has received 2 payments from revenue recapture for a total of$538.00. The September rents owed totaled $2,983.00 and $2,983.00 was collected. There was $100 in late fees charged and $ I 50.00 collected, leaving $0 outstanding. The ELI percentage was I 00%. There are no vacancies. Thirty-six applicants were on the 2-bedroom public housing waiting list, 23 applicants on the 3- bedroom waiting list and 4 on the 4-bedroom waiting list. H:\Users\Kim\Minutes\2012 minutes\minutes -otc oct 2012.doc 3 . . Pam addressed that the cost of flat rents need to be changed for Public Housing units. Underwood units will not be changed because of the already high utility costs. The other units will go up $25. We are currently below average on flat rents. Residents will have the choice of whether they want to pay a flat rent or our other method of payment. Proposed flat rent effective January I, 2013 for new tenants and at recertification for all present tenants. Underwood -no charge, Pelican Rapids -$500.00, New York Mills 3 bedroom rambler -$500.00, New York Mills 3 bedroom duplex -$500.00, New York Mills -4 bedroom $525.00, Henning 3 bedroom rambler -$500.00, Henning 3 bedroom duplex -$500.00, and Henning 4 bedroom -$525.00. M/RobertM. S/ Janice There being no further business, a motion was made to adjourn the meeting. Ml Robert M. S/ Robert B. Janice Palan, Secretary Date H:\Users\Kim\Minutcs\2012 minutes\minutes-otc oct 2012.doc 4 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF October, 2012 Bank of the West -Office Rent Citv ofFern:us Falls -Health Insurance Securitv Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Allv -Vehicle Lease Ben Heikes -Mileage Jeffrey Gaffanev -Mileage Marv Jo Schwarz -Mileage Scott Rocholl -Per Diem Janice Palan -Per Diem Hazel Hovde -Per Diem Robert Maki -Per Diem Robert Bigwood -Per Diem Citv of Pelican Rao ids Citv of New York Mills Citv of Underwood Citv of Henning American Familv Insurance Denzel's Regional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. Toutges Sanitation Co. New Horizon Ag Service N.F. Field Abstract Co. Citv of Battle Lake BroP'ard Plumbing Co. RTW-Workers Comp. North Dakota BCI Brian's Lawn Care Mike's Plumbing Co. Tina Stevens Salaries H:\Uscrs\JEFFIOTC HRA EXPENSES Scpt2012.doc 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 341.89 38.70 151.52 73.32 109.95 87.50 121.05 60.00 95.02 353.68 273.00 473.98 664.83 84.78 345.31 29.19 34.00 45.38 255.00 1,240.00 60.00 750.00 45.00 232.92 402.64 81.00 9,868.11 OTTER TAIL COUNTY HRA EXPENSES • FOR THE MONTH OF November, 2012 Bank of the West -Office Rent City of Fergus Falls -Health Insurance Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Ally -Vehicle Lease Ben Heikes -Mileage Jeffrey Gaffaney -Mileage Mary Jo Schwarz-Mileage City of Pelican Rapids City ofNew York Mills City of Underwood Citv of Henning American Family Insurance Denzel's Regional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. Steve's Sanitation Co. Tout0 es Sanitation Co. Waste Management Co. New Horizon Ag Service Lakes Country Coop Sue Bjorklund -Milea2:e Tina Stevens Kevin & Michelle Tierney Abby Doman Brogard Plumbing Co. . Brian's Lawn Care Lakes Country Coop Salaries H:\Uscrs\JEFF\OTC HRA EXPENSES June 2012.doc 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 685.43 113.78 49.10 95.68 420.70 303.00 588.08 664.83 102.34 493.93 50.91 50.00 34.00 181.81 105.00 22048 150.00 100.00 78.00 60.00 245.03 124.59 14,924.22 December 20, 2012 FINANCIAL FUND INSTITUTION . CERTIFICATES Security State Bank Public Housing Fergus Falls SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fero-us Falls Reserve Security State Bank Public Housing Fen1us Falls Securitv Deoosits CHECKING ACCOUNTS Section 8 Existing NOW Account - Public Housing NOW Account \1HFA-Loan Account NOW Account )tter Tail County Tax Levy NOW Account \1HFA-HOME Account NOW Account l:\Users\JEFF\INVESTMENT LISTINGS\2012\invest list otc -Dec. 2012.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,598.80 Certificate #210979 Weekly Money $19,810.51 Market Savim!S Commercial Money $7,039.35 Market $62,282.88 $19,967.54 $23,880.65 $399,927.55 $831.76 INTEREST RATE .05% .05% .05% 1.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Deoosit 09/19/12 03/19/13 ' Monthly Account #9312-004634 Monthly Account #9312015673 $0.00 OTTER TAIL COUNTY HRA PUBLIC HOUSING BALANCES TO WRITE OFF DECEMBER 2012 Final MCPP Usage Report as of 12-17-2012 All2,l!li2n Nl!m!: All2~l!liQn AmQunl !:2mmil!i:ll LQl!!:!i !:2mmill!:Q Am211nl Fundi Avl!ill!!21!: Percentaoe of I l<>oo Alexandria $179,771.79 2 $116,638.00 $63,133.79 64.88% Anoka County $5,372,756.79 29 $3,985,251.00 $1,387,505.79 74.18% Barnesville $100,000.00 0 $0.00 $100,000.00 0.00% Becker County $527,850.25 5 $370,101.00 $157,749.25 70.11% Breckenridge $100,000.00 3 $196,911.00 ($96,911.00) 196.91% Carver County $1,478,480.87 3 $402,170.00 $1,076,310.87 27.20% Chippewa County $202,036.21 4 $272,958.00 ($70,921.79) 135.10% Chisago County $875,100.49 4 $522,376.00 $352,724.49 59.69% Crow Wing County $1,014,971.71 3 $359,650.00 $655,321.71 35.43% Dilworth $100,000.00 1 $98,188.00 $1,812.00 98.19% Fillmore County $338,854.39 0 $0.00 $338,854.39 0.00% Freeborn County $507,567.05 2 $98,478.00 $409,089.05 19.40% Fulda $100,000.00 0 $0.00 $100,000.00 0.00% Glyndon $100,000.00 0 $0.00 $100,000.00 0.00% Grant County $100,000.00 0 $0.00 $100,000.00 0.00% Headwaters Regional Dev. Commission $1,348,255.94 28 $3,181,893.00 ($1,833,637.06) 236.00% Hennepin County $12,501,966.79 71 $9,222,955.00 $3,279,011.79 73.77% Houston County $308,989.87 3 $358,092.00 ($49,102.13) 115.89% Janesville $100,000.00 1 $79,550.00 $20,450.00 79.55% Kandiyohi County $685,942.24 36 $3,710,208.00 ($3,024,265.76) 540.89% Little Falls $135,486.54 0 $0.00 $135,486.54 0.00% Mcleod County $595,195.65 20 $1,788,056.00 ($1,192,860.35) 300.41% Moorhead $618,158.37 6 $668,290.00 ($50,131.63) 108.11% Mower County $635,989.39 3 $209,516.00 $426,473.39 32.94% North Mankato $217,512.50 0 $0.00 $217,512.50 0.00% NW MN Multi-Co. HRA $1,398,078.87 14 $1,159,934.00 $238,144.87 82.97% Ortonville $100,000.00 1 $86,528.00 $13,472.00 86.53% Otter Tail County ~c:!!L $930,574.78 6 $547,336.00 $383,238.78 58.82% Owatonna $415,716.17 2 $174,318.00 $241,398.17 41.93% Ramsey County $3,630,708.07 16 $2,518,240.00 $1,112,468.07 69.36% Red Wing $267,286.71 0 $0.00 $267,286.71 0.00% Rice County $1,041,637.04 3 $222,963.00 $818,674.04 21.41% Scott County $2,109,971.90 10 $1,470,933.00 $639,038.90 69.71% SE MN Multi-Co. HRA $1,670,416.08 6 $696,440.00 $973,976.08 41.69% Sherburne County $1,326,998.37 7 $904,607.00 $422,391.37 68.17% Saint Cloud $1,069,244.27 8 $731,858.00 $337,386.27 68.45% Saint James $100,000.00 1 $121,400.00 ($21,400.00) 121.40% Saint Louis County $3,251,579.60 32 $3,221,411.00 $30,168.60 99.07% Stevens County $157,945.84 4 $389,600.00 ($231,654.16) 246.67% Swift County $158,871.49 4 $353,014.00 ($194,142.51) 222.20% Washington County $3,867,220.84 14 $1,818,383.00 $2,048,837.84 47.02% Wells $100,000.00 0 $0.00 $100,000.00 0.00% Worthington $207,281.58 3 $331,750.00 ($124,468.42) 160.05% Wright County $2,025,071.55 12 $1,475,809.00 $549,262.55 -72.88% Totals $52,073,490.00 367 $41,865,805.00 80.40% Program MHFA Deferred Loans -Phase XVI OTC Tax Levy-Homeowner (2012) OTC Tax Levy -Rental (2012) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshp/Pelican Twshp (22 homes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshp/Pelican Twshp (10 commer,) SCDP: New York Mills/Bluffton/ Newton Twshp/Bhditon 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) • SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Vergasillent (21 homes) SCDP: Vergasillent (IO commer.) Otter Tai_! County HRA Rehabilitation Projects Update December 20, 2012 Applications In Inspected Process 1 0 1 34 1 33 0 0 0 23 0 23 11 0 11 24 0 24 6 0 6 55 units 0 55 units 13 3 11 7 1 6 6 1 5 3 3 2 2 0 2 Bidding Proceed Complete Issued 0 0 1 1-$23,108 2 3 28 0 0 0 0 0 23 0 3 8 1 7 17 0 0 6 0 55 units 3 1 4 5 3 2 1 0 3 2 0 0 0 2 0 0 HUB: 5HMIN OTTER TAIL COUNTY HRA FOCode: 5KPH HANum: MN008 ~., --~~1. ,,<·¥ ~ ,; $Ji ' .• .,. , •, ' d,l;),I.,..~ ~"· "+, i,,--ih' ·, ·~iJ.\Mli •. •Ui,\' , !'! ,,~ ,• . -· . ; -• ·-'. ~ ', .... , :;,i,\ Jan-12 140 130 92.86% $34,108 $37,278 109.29% $286.75 Feb-12 140 131 93.57% $34,108 $37,333 109.46% $284.98 Mars12 140 131 93.57% $34,108 $36,193 106.11% $276.28 -Apr-12 140 128 91.43% $32,404 $34,027 105.01% $265.84 May-12 140 125 89.29% $32,404 $33,194 102.44% $265.55 Jun-12' 140 125 89.29% $32,404 $34,623 106.85% $276.98 Jul,12 140 130 92.86% $31,407 $35,767 113.88% $275.13 ,, _, ·: i\ug-12 140 130 92.86% $32,404 $34,789 107.36% $267.61 Sep01'2 140 129 92.14% $32,404 $35,203 108.64% $272.89 Oct-12 140 ~ 92.86% $28,310 $35,287 124.65% $271.44 Nof-12 140 98.57% ~ ("$37,88C, 108.30% $274.55 Dec-12 IC/D. I YTD 1,540 1,427 92.66% $359,045 $391,582 109.06% $274.41 NRA Balance as of 1/1/2012: $54,724 ABA YTD: $359,045 HAP Expenditures YTD: $391,582 Remaining NRA YTD: $22,187 CY Eligibility: $414,520 Including 11 months of NRA Remaining CY Eligibility: $22,938 $77,662 CY Months Remaining: I I Monthly CY Eligibility Remaining: $22,938 $77,662 Unit Months Available CY: 1,680 Unit Mon,ths Leased CY: 1,427 Unit Months Remaining CY: 253 Monthly Units Remaining CY: 253 Unit Months Funding Would Support: 84 283 Monthly Units Funding Would Support: 84 283 Minimum of Available or Supportable: 84 253 Minimum of Available or Supportable Monthly: 84 253 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM OCTOBER & NOVEMBER, 2012 Annual Recerts 18 Interim Recerts 18 Ports-In/Billing 0 Ports-In/ Absorbed* 0 Ports-Out/Billed* 0 Ports-O ut/ Absorbed* 1 Ports Out/End Participation* 0 End Participation* CC> Shop Mode/ARS* 4 New Admissions* @ Waiting List/To Date 52 Vouchers Issued -qv Applications I/P : 21 Ports In Pending Ports Out Pending 2 Ports Out Paid 6/$3,006 Ports Received 0 In-House Transfers -D ELI% -c18%1 ) OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units October 2012 Rents Payable $2,983.00 Rents Collected $3,477.00 Negative Rent -$ 984.00 Late Fees Charged $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: None Waiting List 2Bedroom 35 3 Bedroom 25 4 Bedroom 5 H:\Users\Pam\BOard Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units November 2012 Rents Payable $3,477.00 Rents Collected $3,032.00 Negative Rent -$ 872.00 Late Fees Charged $ 50.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 25.00 . ELI Percentage 100% Vacancies: None Waiting List 2 Bedroom 38 3 Bedroom 24 4 Bedroom 6