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Home My WebLink AboutHousing & Redevelopment Authority - HRA Support Documents 2013 Supporting Documents0 ECIWJ.tfOU51N(l 0PP0RTU~ITV' 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 14, 2013 Meeting to be Held Thursday, February 21, 2013 at 10:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Falls, MN,.56537 Regular Minutes of December 20, 2012 AGENDA I. CM!irperson -Call Meeting to Order a/2\pp;oval of Minutes 3. Executive Director A. 20yl Annual HRA Appointments and Designations V )013 HRA Board Officers ~13 HRA Legal Publication 3~13 HRA Depository (Banks) • 4213 HRA Board Member Per Diem 13 HRA Mileage Reimbursement Rate 13 HRA Proposed Meeting Schedule • B. nistration Expenses, December 2012 and January 2013 ~--p_;; men! Listing . ~I apital Fund Program Update E. 2 3 MHFA Minnesota Cities Participation Program ection 8 Management Assessment Program (SEMAP) Certification Resolution No. IO 1 4. Rehabilitation Specialist -Ben Heikes A/MHF A Update VoTC Tax Levy Update 5. Rehjibilitation Coordinator -Sue Bjorklund AV).010 Pelican Rapids SCDP ~10 New York Mills SCDP C~l 1 Battle Lake SCDP D~ 1 I Deer Creek/Parkers Prairie SCDP E. 2012 Vergas/Dent SCDP 6. Houjng Administrator -Mary Jo Schwarz .v'Section 8 Update 7. Housing Manager -Pam Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! =====-=========== Providing Housing Opportunities H:\Users\JEFF\Agenda-OTC December 2012.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on, December 20, 2012 at 10:00 am at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Robert Bigwood, Vice Chairperson Scott Rocholl, Chairperson Robert Maki Janice Palan OTHERS PRESENT Jeffrey Gaffaney Ben Heikes Sue Bjorklund Kim Rosentreter Mary Jo Schwarz Scott Rocholl, Chairperson opened the regular meeting. ABSENT Hazel Hovde Pam Minten A motion was made and seconded to approve the minutes from the October I 8, 2012, meeting. M/Rob B. SI Bob M. Jeffrey Gaffaney, Executive Director reviewed the administrative expenses for the months of October and November 2012. Expenses to Lakes Country Cooperative for health insurance were discussed. A motion was made and seconded to approve the expenses. M/Bob M. S/ Rob B. 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, the sidewalks and driveways in Pelican Rapids and Underwood have been completed by Bob Nordick Construction. All proper paperwork has been sent to HUD for final audit approval. Annual Administrative Contract updates with the Otter Tail County HRA are necessary on the following contracts; Section 8 Voucher Program, Low Rent Public Housing Program, MHFA Rehab Programs and Otter Tail County Tax Levy Program. Section 8: the only change is to extend the performance date from January 1, 2013 through December 31, 2013. M/Rob B. S/ Janice Public Housing: the only change is to extend the perfonnance date from January I, 2013 through December 31, 2013. M/Rob B. S/Bob M. Housing Program: the only change is to extend the performance date from January 1, 2013 through December 31, 2013. M/Rob B. S/ Bob M. H:\Us~rs\Kim\Minutes\2012 minutes\minutes -ate dee 2012.doc OTC Tax Levy Program: the only change is to extend the performance date from January l, 2013 through December 31, 2013. M/Rob B. S/Bob M. Public Housing accounts receivable report for December, 31, 2012, there are no balances to write off. Final usage report for the 2012 MHFA MN Cities Participation Program, this is the first year that Otter Tail County and the State of Minnesota did not use all money available for the first time home buyers program. Ben Heikes, Rehab Specialist, reported one application has been taken for the MHF A Deferred Loan Program Phase XVI, I has been inspected, 0 are bidding, 0 in progress and I has been completed. Funds committed total $23, l08. The Otter Tail County Homeowner Tax Levy 2012 program has taken in 34 applications, I is in process, 33 have been inspected, 2 are bidding, 3 in progress and 28 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. Sue Bjorklund, Rehab Coordinator, reported that for the Pe_lican Rapids/Erhard homeowner SCDP Program: there were 23 homeowner applications received, 0 in process, 23 have been inspected, 0 bidding, 0 are in progress and 23 are complete. The commercial program had 11 applications received, 0 are in process, 11 inspected, 0 are bidding, 3 are in p·rogress and 8 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, 7 are in progress and 17 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, 0 are bidding, 52 are in progress and 3 are complete for the rental component. Battle Lake SCDP Homeowner Program: 13 applications have been taken, 3 are in process, 11 have been inspected, I is bidding, 4 are in progress and 5 have been completed. For the Commercial Program 7 applications have been taken, 7 are in process, 6 have been inspected, 3 are bidding, 2 are in progress and 1 has been completed. Parkers Prairie/Deer Creek Small Cities Program: 6 applications have been taken, I is in process, 5 have been inspected, 0 is bidding, 3 are in progres.s and 2 have been completed. Vergas/Dent SCDP Homeowner Program: 3 application have been taken, 3 are in process, 2 have been inspected, 0 bidding, 0 are in progress arid O are complete. For the Commercial Program 2 applications have been taken, 0 are in process, 2 have been inspected, 2 are bidding, 0 are in progress and O have been completed. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of October. There were 130 leased and HAPS totaling $35,287. In November there were 138 leased and HAPS totaling $37,888. There were 36 vouchers issued, and 21 applications are in progress. There are 52 families on the waiting list, and $3,006 paid for 6 ports out and the ELI percentage was 78%. H:\Users\Kim\Minutes\2012 minutes\minutes-otc dee 2012.doc 2 Jeff Gaffaney gave the Public Housing report in Pam Minten's absence reported that rents payable for October was $2,983 and $3,477 was collected. Negative rent is reportedly -$984.00. There was $25.00 in late fees charged and $25.00 collected, leaving no outstanding charges. The ELI percentage was 100%. There are no vacancies. Thirty-five applicants on the 2-bedroom public housing waiting list, 25 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. The November rents owed totaled $3,477.00 and $3,032.00 was collected. Negative rent is reportedly - $872.00. There was $50.00 in late fees charged and $25.00 collected, leaving $25.00 outstanding. The ELI percentage was I 00%. There are no vacancies. Thirty-eight applicants were on the 2-bedroom public housing waiting list, 24 applicants on the 3-bedroom waiting list and 6 on the 4-bedroom waiting list. An explanation of negative rent was discussed. Also discussed, was, how utility reimbursements were handled. The Henning HRA's issue has been resolved from approximately two years ago. This was in regards to HUD's request to have the Henning HRA combine with Otter Tail County HRA. Henning's HRA is currently being operated through the city of Henning. There being no further business, a motion was made to adjourn the meeting. Ml Bob M. S/ Rob B. Janice Palan, Secretary Date H:\Users\Kim\Minutes\2012 minutes\minutes -otc dee 2012.doc 3 ) OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF December, 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 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 Denzel's Regional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. Waste Management Co. .. New Horizon Ag Service Tina Stevens Ballard Sanitation Co. Bjorn's Heating and A/C Mark Garworski Accounting Robert Nordic Construction -'},o l '--C.,.A J::~ RTW, Inc. -Workers Comp. Brogard Plumbing Co. Pine Plaza TV & Annliance Salaries H:\Users\JEFF\OTC HRA EXPENSES Dec.2012.doc 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 461.76 47.18 107.67 73.32 109.95 121.05 60.00 90.31 407.46 297.00 610.59 664.83 14.82 519.04 86.12 203.77 320.88 100.00 126.61 151.65 600.00 20,460.00 500.00 30.00 98.74 10,182.61 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF January, 2013 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 -Milea!le Mary Jo Schwarz-Mileage City of Pelican Rapids City ofNew York Mills City of Underwood City of Henning American Family Insurance Denzel's Re!lional Waste, Inc. Otter Tai!Power Co. Great Plains Gas Co. Steve's Sanitation Co. Toutges Sanitation Co. New Horizon A!l Service Home Depot Tina Stevens Kevin & Michelle Tierney N.F. Field Abstract Co. Networks for Hire -Housing Data Systems -Software License µ .,,_..,._ _.J.J Salaries H:\Users\JEFF\OTC-HRA EXPENSES Jan 2013.doc 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 414.15 41.30 1.16.96 107.38 562.48 279.00 755.25 664.83 252.76 753.47 174.25 136.64 34.00 352.82 60.66 100.00 .. 298.48 340.00 253.67 1,000.00 10,653.40 February 21, 2013 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 MHFA-HOME Account NOW Account 1-1:\Users\JEFF\INYESTMENT LISTINGS\2013\invest list otc -Feb. 2013.doc OTTER TAIL COUNTY HRA . INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,598.80 Certificate #210979 Weekly Money $19,812.19 Market Savings Commercial Money $7,039.95 Market $52,088.60 $20,351.61 $29,400.80 $327,324.57 $831.78 INTEREST RATE .05% .05% .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Deposit 09/19/12 03/19/13 Monthly Account #9312-004634 Monthly Account #9312015673 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 Resolution No. 101 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) 12/31/2012 Submission Date (mm/dd/yyyy) 02/21/2013 Otter Tail County HRA Check here if the PHA expends less than $300,000 a year in Federal awards Jl Indicators 1 • 7 will not be rated if the PHA expends less than $300,000 a year in Federal 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 lhe 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 [lJ No □ 2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(1)(7) and 982.507) (a) The PHA has and implements a reasonable written method to determine and document for each unit leased that the rent lo 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 locatlon, size, type, quality, and age of the program unit and of similar unassisted units, and any amenities, housing seryices, maintenance or utilities provided by t~e owners. PHA Response Yes [lJ No □ (b) The PHA's quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its written method to determine reasonable rent and documented its determination that the rent to owner is reasonable as required for (check one): PHA Response [lJ 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 fn 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 [lJ 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 [lJ No D HOS Quality Control Inspections. (24 CFR 982.405(b)) A PHA supervisor (or olher 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 HOS inspections. The PHA supervisor's reinspected sample was drawn from recently completed HOS inspections and represents a cross section of neighborhoods and the work of a cross section of Inspectors. PHA Response Yes [lJ No □ 6. HOS Enforcement. (24 CFR 982.404) The PHA's quality control sample of case files with failed HOS 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 HOS deficiencies were corrected within no more than 30 calendar days from the inspection or any PHA-approved extension, or, if HOS deficiencies were not corrected within the required time frame, the PHA stopped housing assistance payments beginning no later than the first of the month followirig 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) and1(b)(4), 982.301(a) and 983.301(b)(4) and (b)(12)). Applies only to PHAs with"jurlSdlction In metropolitan FMR areas. Check here if not applicable [ZJ (a) The PHA has a written policy to encourage participation by owners of units outside areas of poverty or minority concentration which clearly delineates a:reas hi its jurisdiction that th~ PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to-encourage owner ~articipaUon. 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 .concentr?tion. PHA Response Yes D No D (c) The PHA has prepared maps that show various areas, both within and neighboring its jurisdiction, with housing oPportunities outside areas of poverty and minority concentration; the 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 are willing to lease, or properties available for lease, under the voucher program, or a list of other organiza_tions that wlll help families find units and the.list includes properties or organlzations'that operate outside areas of poverty or minority concentration. PHA Response Yes D No D ·(e) The PHA's information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address and telephone number of a portability contact person at each. PHA Response Yes D No D (I) The PHA has analyzed whether voucher holders have exper_ienced difficulties in finding housing outside areas of poverty o~ minority concentration and, where such difficulties were found, the PHA has considered whether it is appropriate to seek approval of exception payment standard amounts in any part of its jurisdiction and has sought HUD approval when necessary. PHA Response Yes D No D 8. Payment Standards. The PHA has adopted current payment standards for the voucher program by unit size for each FMR area in the.PHA jurisdiction and, if applicable, for eaCh PHA-designated part of an FMR area, which do not exceed 110 percent of the currerit 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 curren( FMRs and payment standards (PS) 0-BR FMR 417• 1-BR FMR 499• 2-BR FMR __ 6_26_·_ PS __ _,6"'0,.,5. __ 3-BR FMR 894• 4-BR FMR __ 9_19_·_ PS 394. PS __ .24""69"-'·--PS __ .,Bo,0""5. __ PS 827. .If the PHA has Jurisdiction In more than one FMR area, and/or if the PHA has established separate payment standards for-a ?HA-designated part of an FMR area, attach similar FMR and payment standard comparisons for·each FMR area and designated area. 9. Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516) PHA Response Yes [ZJ No □ 10. Correct Tenant Rent Calculatlons. The PHA correctly calculates tenant rent in thEI rental certificate program and the family rent to owner ii'\ the rental voucher program. (24 CFR 982, Subpart K) PHA Response Yes [ZJ No D 11. Precontract HOS Inspections. Each newly leased unit'passed HOS inspection before the beginning date of the assisted lease and HAP contract. (24 CFR. 982.305) PHA Response Yes [ZJ No □ 12. Annual HOS Inspections. The PHA inspects each unit under cont~act 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) Applies only to PHAs required to administer an FSS program. ' Check here if not appliCable [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 c9nnec_tlol1 with Section 8 and Section 23 project-based contract terminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid or_ terminated mortgages under section 236 or section 221 (d)(3); and Section 8 renewal tµnding. Subtract the number of· familles that successfully·completed their contracts on or after 10/21/.1998.) or, Number of mandatory FSS slots under HUD-approvetj 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 [lJ PHA Response Yes D No D 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 ls at least two percentage points higher than the percent of all Section 8 fam!lies 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 [lJ If yes, attach completed deconcentratlon bonus indicator addendum. I hereby certify that, to lhe best of my knowledge, the above responses under the Section 8 Management Assessment Program (SEMAP) are true and accurate for lhe PHA fiscal year indicated above. l 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: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) ,Executive Director, signature ,Chairperson, Board .of Commissioners, signature Date (mmlddlyyyy) ____ _.:0:..:2:.,/_:2:..:l:.,/_:2:..:0:..:l:..:3c_ ______ _ Date (mm/ddlyyyy) •. ______ 0:..:2:.,l_:2:..:l:.c/--=2--=0--=l-=-3---- The PHA may include with, its-SEMAP certification any inform8.tion 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 FFHRA From: Sent: To: Subject: Expires·: Thank you as well ..... FFHRA [ffhra@prtel.com] Monday, January 07, 2013 9:49 AM 'Pohlman, Devon (MHFA)' RE: Minnesota City Participation Program -Participation Request and Response (Jan. 15 Deadline) Tuesday, May 07, 2013 12:00 AM --------------·--------------------------··-·-····-•••• From: Pohlman, Devon (MHFA) [mailto:Devon.Pohlman@state.mn.us] Sent: Monday, January 07, 2013 9:52 AM To: FFHRA Subject: RE: Minnesota City Participation Program -Participation Request and Response (Jan. 15 Deadline) Hi Jeffrey- Thank you for your response. Devon Devon Pohlman J Minnesota Housing I 400 Sibley Street, Suite 300 I Saint Paul. MN 55101651. 296.8255 J 800.657 .3769 J tty: 651.297.2361 Minnesota Housing finances and advances affo;dable 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: Monday, January 07, 2013 9:46 AM To: Pohlman, Devon (MHFA) Subject: RE: Minnesota City Participation Program -Participation Request and Response (Jan. 15 Deadline) Devon, In response to your email regarding the 2013 MHFA MCPP program the Otter Tail County HRA, Fergus Falls, MN is interested ru1d will apply for fonding as it becomes available in 2013. Please advise me as to any additional requirements/information that may be needed. Thank you, Jeffrey Gaffaney Executive Director From: Pohlman, Devon (MHFA) [mailto:Devon.Pohlman@state.mn.us] Sent: Wednesday, January 02, 2013 11:56 AM Cc: Hoeg, Maggie (MHFA); Rivers, Mary (MHFA); Rice, Cheryl D (MHFA) Subject: Minnesota City Participation Program -Participation Request and Response (Jan. 15 Deadline) Greetings.- 1 Program MHFA Deferred Loans -Phase XVI OTC Tax Levy -Homeowner (2012) OTC Tax Levy -Rental (2012) SCDP: Pelican Rapids/Erha~hard's Grove Twshp/Pelican Twsh (22 mes) SCDP: Pelican Rapids/Erhard/Erhard's Grove Twshp/Pelican Twshp@,mmer.) SCDP: New York Mills/Bluffton/ Newton Twsbp/Bluffton Twsh~mes) SCDP: New York Mills/Bluffton/ Newton Twsbp/Bluffton Twsh@ommer) SCDP: NewYorkMills/Bluffto-1 ~ , ' Newton Twsbp/Bluffton Tws-Ii{<fs rental)__/ z SCDP: Battle Lake (IS homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Vergas/Dent (21 homes) SCDP: Vergas/Dent (10 commer.) "' Otter Tail County HRA Rehabilitation Projects Update February 21, 2013 In Applications Inspected Bidding Proceed Complete Process Issued Funding expected late 2013. 32 0 32 0 6 26 7 1 6 5 2 0 Program closed out 12/31/2012. Assiste@imeowners. Program closed out 12/31/2012. Assistei@-operty owners. _Program closed out 12/31/2012. Assiste@)omeowners Program closed out 12/31/2012. Assiste©roperty owners. Program closed out 12/31/2012. Assi~ 12 0 12 3 4 5 7 0 7 3 2 1 9 2 8 1 3 2 7 4 4 3 0 0 2 0 2 2 0 0 HUB: FO Code: ~ii ft{&It;~ti1~t!\4~, ·'.•'. ·,re "';,\)llg'l2 {•o, ' •. ~~pf:i~ t•l'l ,·.'.,,>h ys.i,.2 ,if/':.) . <;i;:illt 5HMIN 5KPH 140 140 140 140 140 140 140 140 140 140 1,680 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 Remainin\s: Unit Months Available CY: Unit Months Leased CY: Unit Months Remaining CY: Monthly Units Remaining CY: 131 128 125 125 130 130 129 130 Unit Months Funding Would Support: Monthly Units Funding Would Support: Minimum o(Available or Supportable: OTTER TAIL COUNTY HRA HA Num: MN008 93.57% 93.57% 91.43% 89.29% 89.29% 92.86% 92.86% 92.14% 92.86% 98.57% 93.39% $54,724 $394,029 $430;620 $18,133 $34,108 $34,108 $34,108 $32,404 $32,404 $32,404 $31,407 $32,404 $32,404 $28,310 $34,984 $34,984 $394,029 $37,278 $286.75 $37,333 $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 $35,767 113.88% $275.13 $34,789 107.36% $267.61 $35,203 108.64% $272.89 $35,287 124.65% $271.44 $37,888 108.30% $274.55 $39,038 111.59% $274.92 $430,620 109.29% $274.46 $414,520 -$16,100 • 0 Including 12 months of NRA $38,624 1,680 1,569 111 .59 0 141 Minimum of Available or Supportable Monthly: HUB: FOCode: SHMIN SKPH 140 NRA Balance as of 1/1/2013: ABAYTD: HAP Expenditures YTD: Remaining NRA YTD: OTTER TAIL COUNTY HRA HA Num: MN008 142 101.43% $35,414 $19,130 $35,414 $38,701 $15,843 $3 8, 70 I I 09 .28% $272.54 CY Eligibility: $424,968 lncluding-1 months of NRA Remaining CY Eligibility: $386,267 $405,397 CY Months Remaining: II II Monthly CY Eligibility Remaining: $35,115 $36,854 Unit Months Available CY: 1,680 Unit Months Leased CY: 142 Unit Months Remaining CY: 1,538 Monthly Units Remaining CY: 140 Unit Months Funding Would Support: 1,417 1,487 Monthly Units Funding Would Support: 129 135 Minimum of Available or Supportable: 1,417 1,487 Minimum of Available or Supportable Monthly: 129 135 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM DECEMBER, 2012 & JANUARY, 2013 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% 20 20 0 0 0 0 0 5 0 10 99 28 5 0 1 6/$2827 0 0 67% OTTER TAIL COUNTY PUBLIC HOUSING FAMILYUNITS Rents Payable · Rents Collected Negative Rent Late Fees Charged Late Fees Collected BOARD REPORT 13 Family units December 2012 $3,550.00 $3,359.00 -$ 843.00 $ 50.00 $ 75.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: None Waiting List 2Bedroom 33 3 Bedroom 19 4 Bedroom 5 H:\Users\Pam\Board Reports\OT County -Board Report.d6c OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units January 2013 Rents Payable $3;266.00 Rents Collected $3,741.00 Negative Rent -$ 848.00 Late Fees Charged $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: None Waiting List 2Bedroom 34 3 Bedroom 23 4Bedroom 6 r 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 2013 Appointments & Designations 1. HRA Board Officers: Chairperson Vice Chai rperson Secretary 2. Legal Publication: 3. DeQository: (Banks) 4. HRA Board Member Per Diems: Amount/Meeting ""$ __ :;!$-"""..,,·'-------"'~"""-'0""---~-=0::..__() _____ _ 5. Current IRS Mileage Rate ""$ ____ 4:l~e........1.i ..... 5L-[...,4"-'S,..,-----,,_/_,_ty\----=_:_l~e-==---i'f 7 6. -~0\u~ ProQosed HRA Meeting Schedule: See Attachment H:\Users\JEFf\OJC board app & des doc Providing Housing Opportunities ; . CURRENT OTTER TAIL COUNTY HRA BOARD OFFICERS: 1. CHAIRPERSON -SCOTT ROCHOLL 2. VICE CHAIRPERSON -ROBERT BIGWOOD 3. SECRETARY -JANICE PALAN CURRENT LEGAL PUBLICATION: 1. FERGUS FALLS DAILY JOURNAL, MN. CURRENT BANKS USED FOR DEPOSITS: 1. SECURITY STATE BANK-FERGUS FALLS, MN. 2013 OTTER TAIL CO. HRA PER DIEM AMOUNT: Currently set at $60.00/Meeting Standard Mileage Rates for 2013 fijIRS Nows Essentials . ~ • News Releases • IBS • The Bas,cs • IRS Gwdance • Media Contacts • facts & E iaures • Prob!em Alerts • Around the Nation • e-News Subscriptions The Newsroom Topics • Munimedta Center • No~oas en Esoano1 • 2012 Radjo PSAs • Tex Scams • The Jax Gap • 2012 fact Sheets • 2012 Tax T,ps • Anned Forces • Latest News Home Standard Mileage Rates for 2013 R-2012-95. Nov. 21, 2012 WASHINGTON -The Internal Revenue Service today issued the 2013 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business. charitable. medical or moving purposes. Beginning on Jan. 1. 2013, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be: , 56 5 cents per mile for business miles driven. • 24 cents per mile driven for medical or moving purposes. • 14 cents per mile driven in service of charitable organizations. The rate for business miles driven during 2013 inaeases 1 cent from the 2012 rate. The medical and moving rate is also up 1 cent per mile from the 2012 rate. The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile. The rate for medical and moving purposes Is based on the variable costs. Taxpayers always have the option of calculating the actual costs of using their vehicle rather than using the standard mileage rates. A taxpayer may not use the business standard mileage rate for a vehicle after using any depreciation method under the Modified Accelerated Cost Recovery System (MACRS) or after claiming a Section 179 deduction for that vehicle. In addition, the business standard mileage rate cannot be used for more than four vehicles used simultaneously. These and other requirements for a taxpayer to use a standard mileage rate 10 calculate the amount of a deductible business. moving, medical, or charitable expense are in Rev. Proc. 2010-51. l:ll!l&JL 20.1Z:ZZ contains the standard mileage rates. the amount a taxpayer must use in calculating reductions to basis for depreciation taken under the business standard mileage rate. and the maximum standard automobile cost that a taxpayer may use in computing the allowance under a fixed and variable rate plan. F 0110w me IRS on New Media Suhscnbe to IRS Newswire Page Last Reviewed or Updated: 13-<fec.-2012 http://www.irs.gov/uac/2013-Standard-Mileage-Rates-Up-l-Cent-per-Mile-for-Business,-M ... Page 1 of 1 1/7/2013 OTTER TAIL couNTI( HRA 2013 SCHEDULED BOARD MEET1IN6S OECEMBEJ( 1 9TH ~ 2013 11:\UsersVEFF\otc scheduled meetings.doc 1 0:01<D A. M. 10~00 A.M. 10~00 A.M. 0 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: SU BJ ECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Ga lTa ncy, Executi ve Director April 12, 2013 Meeting to be Held Thursday April 18, 2013 at I 0:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Fa lls, MN, 56537 Regular Minutes of February 2 1st Meeting AGE DA I. <)'airperson -Call Meeting to Order 2:/4pproval of M inutcs 3. Exe 1ti vc Director / Mininistrative Expenses-Febru ary and March 20 13 B-/iM~estmcnt Listing e,v?i o<'1 3 Ca pital Fund Program Update J1<t1000 D RA Fiscal Audit -Scheduled for April 29-May I, 2013 4. Rc~1a ilitation Spec iali st -lBen Heikes J ...r.-r-....A A . FA U pd a le-L{p61......::t::::.-'3e.s5 i'o e c..,,1 , / B TC Tax Le vy Update 5. Rehabilitation Coordinator -Sue Bj orklund A. 20 I I Battle Lake SCD P B. 20 I I Deer Creek/Parkers Prairie SCDP C. 2012 Vergas/Dent SCDP 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update 7. Housing Manager -Pam Minten A. Public Housin g Update PLEASE CA LL IF YOU ARE UNABLE TO ATTEND! ===============--Providing Housing Opportunities II: Uscr,IJEFF\Agcnda-OTC Arril 20I3.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on, February 21, 2013 at 10:00 am at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Robert Bigwood, Vice Chairp~rson Scott Rocholl, Chairperson Robert Maki Janice Palan, Secretary OTHERS PRESENT Jeffrey Gaffaney Ben Heikes Sue Bjorklund Gail Laugen Mary Jo Schwarz Pam Minten ABSENT Hazel Hovde Kim Scheer Scott Rocholl, Chairperson opened the regular meeting. A motion was made and seconded to approve the minutes from the December 20, 2012, meeting. M/RobB. S/BobM. Jeffrey Gaffaney, Executive Director asked the board to review the current officers. A motion was made and seconded with all ayes that they all remain the same for the year 2013. Officers remain as follows: Chairperson -Scott Rocholl, Vice Chairperson -Robe1t Bigwood, Secretary -Janice Palan. M/Rob B. S/Bob M. A motion was made and seconded with all ayes that the Fergus Falls Daily Journal remains the legal publication for the year 2013. M/Bob M. S/Rob B. A motion was made and seconded with all ayes to keep using Security State Bank, Fergus Falls for all deposits. M/Rob B. S/Janice Per diems for the HRA board members are paid at $60.00 per meeting. A motion was made and seconded With all ayes that the per diems remain at $60.00 for the year 2013. M/RobB. S/Janice The mileage reimbursement rate currently approved by the IRS is .565 per mile. A motion was .made and seconded with all ayes to change the mileage reimbursement at .565 per mile. M/Rob B. S/Janice The board meeting schedule for the upcoming year was reviewed. A motion was made and seconded with all ayes to approve the schedule as presented for the year 2013. M/Rob B. S/Bob M. Jeff reviewed the administrative expenses for the months of December 2012 and January 2013. A motion was made and seconded with all ayes to approve the expenses. H:\Uscrs\Kim\Minurcs\2013 minutcs\minutes -olc feb 2013.doc M/BobM. SI Janice The Investment Listing was reviewed and the only changes were in the balances in the checking and savings accounts. Regarding the 2013 Capital Fund program, HRA is currently waiting for the updated ACC documents, which should arrive within the next month with the new funding amounts for 2013. If the Federal sequester happens, the HRA will get approximately 5% less than what is anticipated. HRA can draw from the reserve account for.additional funds. Jeff reported on the 2013 MHFA Minnesota Cities Participation Program. Jeff sent an email indicating Otter Tail County HRA's interest in the program and he stated that the HRA will be applying for funding as it becomes available in 2013. At the next Otter Tail County Board meeting the amount of funding available for the program should be known. Regarding the Section 8 Management Assessment Program (SEMAP) Certification Resolution No. 101 Jeff explained that this self-certification is submitted to HUD every two years for the Section 8 Rental Assistance Program and the auditors check'that for accuracy. A motion was made and seconded with all ayes to approve the resolution. M/BobM. SI Janice Ben Heikes, Rehab Specialist, reported that funding is expected late in 2013 for the MHFA Deferred Loan Program Phase XVII. • • The Otter Tail County Homeowner Tax Levy 2012 program has taken in 32 applications, 32 have been inspected, 6 are in progress and 26 are complete. Otter Tail County Tax Levy 2013 Homeowner has received 7 applications, I is in process, 6 have been inspected, 5 are bidding, 2 are in progress and none have been completed. Sue Bjorklund, Rehab Coordinator, reported that the Pelican Rapids/Erhard 2012 SCDP Program closed out on 12/31/2012. The program had a goal of assisting 22 homeowners and 10 commercial property owners. The program assisted 23 homeowners and 10 commercial property owners. The New York Mills/Bluffton and Newton/Bluffton Townships SCDP Program closed out on 12/31/2012. The program had a goal of assisting 21 homeowners, 5 commercial properties and 15 rental units. The program assisted 22 homeowners, 6 commercial property owners and rental 55 units. Battle Lake SCDP Program: 12 Homeowner applications and have been taken, 12 have been inspected, 3 are bidding, 4 are in progress, and 5 have been completed. 7 commercial applications have 7 have been inspected, 3 are bidding, 2 are in progress and I has been completed. Parkers Prairie/Deer Creek Small Cities Program: 9 homeowners applications have been taken, 2 are in process, 8 have been inspected, 1 is bidding, 3 are in progress and 2 have been completed. Vergas/Dent SCDP Program: 7 homeowner applications have been taken, 4 are in process, 4 have been inspected, and 3 are bidding. 2 commercial applications have been taken, 2 have been inspected, and 2 are bidding. H:\Users\Kim\Minutes\2013 rninutes\minutes • otc feb 2013.doc 2 Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of December 2012. There were 142 leased and HAPS totaling $39,038. In January 2013 there were 142 leased and HAPS totaling $38,701. There were 28 vouchers issued, and 5 applications are in progress. There were 20 annual rece1tifications and 20 interims in December and January. Five families ended participation and there were IO new admissions. There are 99 families on the waiting list, and $2,827 was paid for 6 ports out and the ELI percentage was 67%. Mary Jo reported that she and Jeff are planning to meet to discuss the overspending in OTC. The numbers will probably come down through attrition. Rob asked Mary Jo if she had statistics regarding how Jong people have been on the program and she said she would try to create an ad-h_oc report with that infonnation for the next board meeting. Pam Minten, reported that rents payable for Public Housing for December were $3,550.00 and $3,359.00 was collected. Negative rent was reportedly -$843.00. There was $50.00 in late fees charged and $75.00 collected, leaving no outstanding charges. The ELI percentage was I 00%. There are no vacancies. There were 33 applicants on the 2-bedroom public housing waiting list, I 9 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. The January rents owed totaled $3,266.00 and $3,741.00 was collected. Negative rent is reportedly -$848 .00. There was $25.00 in late fees charged and $25.00 collected, leaving no outstanding charges. The ELI percentage was 100%. There are no vacancies. There were 34 applicants on the 2-bedroom public housing waiting list, 23 applicants on the 3-bedroom waiting list and 6 on the 4-bedroom waiting list. There being no further business, a motion was made to adjourn the meeting. M/Bob M. • S/Janice Janice Palan, Secretary Date H:\Users\Kim\Minutcs\2013 minutes\minutes -otc fcb 2013.doc 3 ;, OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF February, 2013 Bank of the West-Office Rent Citv ofFenms Falls -Health Insurance Securitv Benefit -Retirement Otter Tail Telcom U.S. Postmaster • MN Benefit Association Allv -Vehicle Lease Ben Heikes -Mileage • Jeffrev Gaffanev-Mileao-e Marv Jo Schwarz-Mileal!e Scott Rocholl -Per Diem Janice Palan-Per Diem Hazel Hovde -Per Diem Robert Maki -Per Diem Robert Bi2:wood -Per Diem Citv of Pelican Rao ids· Citv ofNew York Mills Citv of Underwood Citv ofHennin2: American Familv Insurance Denzel's Re2:ional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. Steve's Sanitation Co. Tout2:es Sanitation Co. New Horizon Ag Service HomeDeoot Mark Gaworski -AccountiflP Fees N.F. Field Abstract Co. • Salaries - H:\Uscrs\JEFFIOTC HRA EXPENSES Feb 2013.doc 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 219.80 39.87 118.65 73.56 110.85 122.15 60.00 100.48 558.45 243.00 804.60 679.08 516.70 154.71 443.65 70.65 1,500.00 340.00 11,047.89 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF March, 2013 Bank of the West-Office Rent Citv of Fergus Falls -Health Insurance Securitv Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Allv -Vehicle Lease Ben Heikes -Milea1_1e Jeffrev Gaffanev -Mileage Marv Jo Schwarz-Mileage Citv of Pelican Raoids Citv of New York Mills Citv of Underwood • Citv ofHennino- American Familv Insurance Denzel's Re!!ional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. Steve's Sanitation Co. Toutges Sanitation Co. Waste Management Co. New Horizon Ag Service . Hom(;:Deoot Tina Stevens Ballard Sanitation Diana Kugler -Paintino- Housing Data Svstems Al Steam Brothers Jarandson Flooring Co. N.F. Field Abstract Co. Otter Tail Countv Treasurer Salaries H:\UsersVEFF\OTC HRA EXPENSES Jan 2013.doc. 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 461.05 41.10 120.35 106.15 487.20 291.00 746.19 679.08 89.72 661.80 160.81 36.00 204.80 364.05 48.87 100.00 126.61 275.00 120.00 243.22 165.00 340.00 1,238.49 10,737.11 April 18,2013 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fer1>us Falls SA VIN GS ACCOUNTS . Security State Bank Section 8 Admin Fern:us Falls Reserve Security State Bank Public Housing Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHFA-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account H:\Users\JEFF\INVESTMENT L!STINGS\2013\_invest list otc -Apr. 2013.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL - Money Market $6,600A4 Certificate #210979 Weekly Money $19,813.79 Market Savin!='s Commercial Money $7,040.52 Market $43,103.24 $22,322.36 $23,836.78 $281,762.70 $831.80 I.D. # 41-1518930 INTEREST INTEREST PURCHASE MATURITY RATE PAID DATE DATE .05% Maturity Renewed Automatic Deoosit 03/19/13 09/19/13 .. 05% Monthly Account #9312-004634 .05% Monthly Account #9312015673 -· Program MHFA Deferred Loans -Phase XVI OTC Tax Levy -Homeowner (2012) OTC Tax Levy -Homeowner (2013) OTC Tax Levy -Rental (2013) SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Vergas/Dent (21 homes) SCDP: Vergas/Dent (10 commer.) Otter Tail County HRA Rehabilitation Projects Update April 18, 2013 Applications In Inspected Process Funding expected late 2013. &> 0 32 @ 0 11 0 0 0 IS 1 15 7 0 7 9 1 9 10 6 . 8 4 1 µ Bidding Proceed Complete Issued 0 5 (5i5) 4 6 &D 0 0 0 2 6 6 2 2 3 3 3 2 2 2 0 2 1 0 OTTERTAIL COUNTY HRA SECTION 8 ADMINISTRATIVE PLAN PROPOSED POLICY CHANGES -4/18/2013 27.0 COST SAVINGS POSSIBILITIES -Add·the following: P. The absolutely last step the Otter Tail County HRAwill take to resolve its Housing Choice Voucher financial problems will be to terminate the vouchers of families already receiving assistance. The HUD Field Office and the FMC financial analyst will be notified prior to notices of termination being issued. If this becomes necessary, the following sequence shall be used to determine which individual Housing Choice Vouchers are terminated first. By lottery selection: I. Households with no minor children where head or co-head is neither elderly or disabled. 2. Households with minor children where head or co-head is neither elderly or disabled. 3. Households where head or co-head is elderly or disabled. 4. Households who have a special voucher (i.e. NED, FUP, V ASH, etc.) allocation of Housing Choice Vouchers. If it becomes necessary for the Otter Tail County to terminate Housing Choice Vouchers, the families terminated shall be reinstated onto the program as soon as fiscally and practically feasible. The following readmission sequence shall be utilized. I. Households who have a special voucher (i.e. NED, FUP, VASH, etc.) Allocation of Housing Choice Vouchers. 2. Households where head or co-head is elderly or disabled. 3. Households with minor children where head or co-head is neither elderly or disabled. 4. Households with no minor children where head or co-head is neither elderly or disabled. Administrative Cost Saving Measure: Verifying Housing Oualitv Standards (HOS) Deficiencies Remotelv for Annual or Interim Inspections If the Otter Tail County HRA determines that a unit does not meet the HQS requirements during an annual or interim inspection, verification that the deficiencies are corrected may be done by means other than a reinspection. The Otter Tail County HRA may elect to verify the correction of deficiencies by one or more of the following means: I) By reinspection; 2) Owner's certification; 3) A receipt from a vendor; 4) A photo of the repair; 5) Tenant confirmation that required repairs are complete. Furthermore, the Otter Tail County HRA reserves the right to tie the verification process to the severity of corrections needed and/or its experience with the owner and the property. In the case of initial inspections, the Otter Tail County HRA is required to conduct an actual follow-up on-site inspection if the unit does not pass HQS pursuant to the initial inspection. (Note: Regulation 24 CFR 982.404(a)(3) states that the HRA must verify the correction ofHQS deficiencies but does not prescribe a particular method. Thus, the need to address the method in the Administrative Plan.) 9.3 EXCLUSIONS FROM INCOME Annual income do.es not include the following amounts specified in the federal regulations currently found in 24 CFR 5.609: A. Income from employment of children (including foster children) under the age of 18 years; B. Payments received for the care of foster children or foster adults (usually persons with disabilities, unrelated to the participant family, who are unable to live alone) or payments made under Kin-GAP or similar guardianship care programs for children leaving the juvenile court system; ' C. Lump-sum additions to family assets, such as inheritances, insurance payments (including payments under health and. accident insurance and worker's compensation), capital gains and settlement for personhl Or property losses; D. Amounts received by the family that are specifically for, or in reimbursement of, the cost of medical expenses for any family member; E. Income of a live-in aide; F. The amount of student financial assistance paid directly to the student or to the e_ducational institution for tLiition. For Section 8, any financial assistance, in excess of amounts received for tuition, that an, individual receives under the Higher Education Act of 1965 (20 U.S.C. 1001.et seq.), from private sources, or from an institution of higher education (as defined ~nder the Higher Education Act of 1965 (20 U.S.C. 1002)), shall be considered income to that individual, except that financial assistance described in this paragraph is not considered annual income for persons over the age of 23 with dependent children. For purposes of this paragraph, ''financial assistance'' does not include loan proceeds for the purpose of determining income; G. The special pay to a family member serving in the Armed Forces who is exposed to hos ti le fire; H. The amounts received from the following programs: 1. Amounts received under training programs funded by HUD; 2. • Amounts received by a person with a disability that are disregarded for a limited time for purposes of Supplemental Security Income eligibility and benefits because they are set aside for. use under a Plan to Attain Self-Sufficiency(PASS); 0 3. Amounts received by a participant in other publicly assisted programs that are specifically for or in reimbursement of out-of-poCket expenses incurred (special equipment, clothing, transportation, child care, •etc.) and that are made solely to allow participation in a.specific program; 4. Amounts received under a resident service stipend. A resident service stipend is a modest amount (not to exceed $200 per month) received by a resident for performing a service for the Housing Authority or owner, on a part-time basis, that enhances the quality of life in the development. Such services may-include, but are not limited to, fire patrol, hall monitoring, lawn maintenance, resident initiative coordination, and serving as a member of the Otter Tail County HRA's governing board. No resident may receive more than one such stipend during the same period of time; 5. Incremental earnings and benefits resulting to any family m~mber from participation in qualifying State or local employment training programs (including training programs not at1iliated with a local government) and training of a family member as resident management staff. Amounts excluded by this provision must be received under employment training programs with clearly defined goals and objectives and are excluded only for the period during which the family member participates in the employment training program; 6. Temporary, nonrecurring, or sporadic income (including gifts); 7. Reparation payments paid by a foreign government pursuant to claims filed under the laws of that government by persons who were persecuted during the Nazi era; 8. Earnings in excess of $480 for each full-time student I 8 years old or older (excluding the head of household and spouse); 9. Adoption assistance payments in excess of$480 per adopted child; 10. Deferred periodic amounts from Supplemental Security Income and Social Security benefits that are received in a lump sum amount or in prospective monthly amounts; 11. Amounts received by the family in the form of refunds or rebates under State or local law for property taxes paid on the dwelling unit; 12. Amounts paid by a State agency to a family with a member who has a developmental disability and is living at home to offset the cost of.services and equipment needed to keep the developmentally disabled family member at home; or 13. Amounts specifically excluded by any other Federal statute from consideration as income for,purposes of determining eligibility or benefits. These exclusions include: a. The value of the allotment provided to an·eligible household under • the Food Stamp Act of 1977 (7 U.S.C. 2017(b)); b. Payments to Volunteers under the domestic Volunteer Services Act of 1973 (42 U.S.C. 5044(g), 5058); c. Certain pPayments received under the Alaska Native Claims Settlement Act (43 U.S.C. 1626(c)); d. Income derived from certain· submarginal land of the United States that is held in trust for certain lndian tribes (25 U.S.C. 459e); e. Payments or allowances made under the Department of Health and Human Services' Low~Income Home Energy Assistance Program (42 U.S.C. 8624(!)); f. Income derived from the disposition of funds to the Grand River Band of Ottawa Indians (Pub. L. 94-540, section 699 Stal. 2;93 G4); g. The first $2000 of per capita shares received from judgment funds awarded by the Indian Claims Commission or the U.S. Claims Court, the interests of individual Indians in trust or restricted lands, including the first $2000 per year of income received by individual Indians from funds derived from interests held in such trust or restricted lands (25 U.S.C. 1407-!408); h. ., ·{ Formatted: Space Before: 12 pt Amounts of scholarships funded under title JV of the Higher•·· Education Act of 1965 (20 U.S.C. 1070). including awards under . Federal work-study program or under the Bureau of lndian Affairs student assistance programs (20 U.S.C. 1087uu). For Section 8 programs only (42 U.S.C. 14370, anv financial assistance in excess of amounts received by an individual for tuition ai'ld any other required fees and charges under the Higher Education Act of 1965 (20 U .S.C. 100 I et seq.), from private sources. or an institution of higher educrition (as defined under the Higher Education Act of 1965 (20 U.S.C. 1002)), shall not be considered income to that individual if that individual is over the age of 23 with dependent children (Puh. L. 109-115, section 327) (as ainencj_t;Q)_, lhe e1<eeptiaR l'sHRd iR s 237 ef l'elalie Law I G9 219 a~es-tt~½fiFes ~hat the-amBHHt----e:f-+in-a-Rsi-al--ass~ru.Hee----m e1rness of Euition :;hall Be eonsideFecl income in. aceor8at1ee •sith the p1w.isisas eeeliliee at 2<1 CFR a.eQ9(1a)(9), e,rnept for tllsse 2 persees with aisebilitie:; as <iefilml Bl 12 U.8.C. 1 131a(l,)(3)(E) (Pab. L. 1G9 241); i. Payments received from programs funded under Title V of the Older Americans Act of 1985 (42 U.S.C. 3056(gl)); j. Payments received on or after January I, 1989, from the Agent Orange Settlement Fund (Pub. L. 101-201) or any other fund established pursuant to the settlement in In Re Agent Orange Liabilitv litigatfon preEil:lct liaSility litigation, M.D.L. No. 381 (E.D.N.Y.); k. Payments received under the Maine Indian Claims Settlement Act ofl980 (Pub. L. 96-420. 25 U.S.C. 1721); I. The value of any child care provided or arranged (or,any amount received as payment for such care or reimbursement for costs incurred for such care) under the Child Care and Development Block Grant Act of 1990 (42 U.S.C. 9858q); m. Earned income tax credit· (EITC) refund payments received on or after J_anuary 1, 1991. for programs administered under the United States Housing Act of ·1937. title V of the Housing Act of I 949, section 101 of the Housing and Urban Development Act of 1965. and sections 221 (d)(3). 235. and 236 of the National Housing Act (26 u.s.c. 32(!i)); n. Payments by the Indian Claims Commission to the Confederated Tribes and Bands of Yakima Indian Nation or the Apache Tribe of Mescalero Reservation,(Pub. L. 95-433); o. Allowances. earnings and payments to AmeriCorps participants under the National and Community Service Act of 1990 (42 U.S.C. 12637(d)); p. Any amount of crime victim compensation (under the Victims of Crime Act) received through crime victim assistance (or payment or reimbursement of the cost of such assistance) as determined under the Victims of Crime Act because of the commission of a crime against the applicant under the Victims of Crime Act ( 42 u.s.c. 10602(£)); aoo q. Allowances. earnings and payments to individuals participating in programs under the Workforce Investment Act of 1998 (29 U.S.C. 293 l/a)(2)). r. Any amount received under the Richard B. Russell School Lunch Act (42 U.S.C. 1760ie))and the Child Nutrition Act of 1966 (42 U.S.C. 17~60(b)). including reduced-price lunches and food under the Special Supplemental Food Program for Women, Infants, and Children (WIC); J ., s. t. u. v. w. Payments, fµnds or distributions authorized, established, or directed by the Seneca Nation Settlement Act of 1990 (25 U.S.C. I 774f(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 (42 U.S,C. 1437,:l) by Section 2608 of the Housing and Economic Recovery Act of2008 (Pub. L. 110-289, ,12 U.8.C. 45Gl); 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 1ndian Veterans Housing Opportunity Act of 2010 (Pub. L. 111-269~ U.S.C. 4103(9)) to the definition of income applicable to programs authorized under the liietive AFReFieaR 1101::1:sil~g Assistance and. Self IJeterminatiaR Ast af 1996 (2:i U.S.C. •I IQl)NAHASDA and administered by the Office of Native American Programs; 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., 816 F. Supp. 2d IO /Oct. 5, 201 I D.D.C.),Uaited States IJistriet Caart, ·rnstrist af Caltimbia; as provided in the Claims Resolution Act of 2010 (Pub. L. 111-291)-,: and Major disaster and emergency a.,;;sistance received by individuals◄··--.~,.·! Formatted: Bullets and Numbering and families under the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Pub. L. 93-288. as amended) comparable disaster assistance provided by States. local governments, and disaster assistance organi1.ations shall not he considered as income or a resource when determining eligibility for or benefit levels under federally funded income assistance or rcSourcc-testcd benefit programs ( 42 U.S.C, 5 I 55(d)). The Otter Tail County HRA will not provide exclusions from income in addition to those already provided for by HUD. 4 HUB: 5HMIN 5KPH OTTER TAIL COUNTY HRA FOCode: HA Num: MN008 • • ,Janc13 •Fel>-13 • 1,...: :·.. • .,, • --•. •Mar"l3 .. ; : .·• ~iird1 -.-·-: IVIaf1ll · :· .Juna13 •Jul'l3 : A'Ji:-1~' Sep-13 · c:ict-13 .. ··Novaq . _,_:;,,·. ·-oec:i~ 140 140 140 100.71% 560 566 101.07% NRA Balance as of 1/1/2013: 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: Unit Months Funding Would Support: Monthly Units Funding Would Support: Minimum of Available or Supportable: Minimum of Available or Supportable Monthly: $19,130 $144,768 $155,001 $8,897 $424,968 $269,967 8 $33,746 1,680 566 l, 114 139 986 123 986 123 $144,768 8 $155,001 107.07% $273.85 Including 4 months of NRA $289,097 8 $36,137 1,056 132 1,056 132 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM FEBRUARY & MARCH, 2013 AnnualRecerts 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 Et.I% - 13 20 0 0 1 0 0 3 1 1 130 6 9 0 4 7/$3630 O· 1 75% Date: 04/18/2013 Otter Tail County HRA Time: 09:24:24 Demographic Statistics Report Housing Choice Vouchers -All. Projects MSA $326,436 15.2 VA Benefits $61,458 2.9 Pension $49,537 2.3 SSI $146,012 6.8 Social Security $541,114 25.2 TANF (,formerly AFDC) $102,624 4.8 Unemployment Benefits $19,966 0.9 Other Wage $304, 0_65 14 .2 Total All Income Sources $2,145,204 -100 Public Assistance is the sole source of income for .8% of households. Households that are working comprise 39% of households. Of the working households, 5% of households also receive TANF. Average Household Income $15,214 Average Tenant Rent (1-Bdrm) $1_67 Average Tenant Rent (2-Bdrm) $224· Average' Tenant Rent (3-Bdrm) $303 Average Tenant Rent (6-Bdrm) $684 Average Tenant Rent (Combined) $223 Average TTP (rent + utilities per month) $269 Average Housing Assistance Payment $251 Len2th of Time On Pros:ram Count Percent Less than 1 years 45-34 Less than 2 years 29 22 Less than 3 years 7 5 Less than 4 years 11 8 Less than 5 years 4 3 Less than 6 years 11 8 Less than 7 years 5 4 Less than 8 years 4 3 Less than 9 years 6 4 Less than 10 years 5 4 More than 10 years 7 5 Broad Ran2e of Income Count Percent $0 -$5,000 7 5 $5,000 -$10,000 30 21 $10,000 -$15,000 47 33 $15,000 -$20,000 19 13 $20,000 -$25,000 23 16 More than $25,000 15 11 Income Levels Count Percent Over Income 141 100 111 16 7 26 58 21 4 28 327 Page: 2 34 5 2 8 18 6 1 9 100 Date: 04/18/2013 Time: 09:24:24 Otter Tail County HRA Demographic Statistics Report Housing .Choice Vouchers -All Projects Unit Locations Battle Lake Dalton Fergus Falls Henning New York Mills Ottertail Parkers Prairie Pel Rapids Pelican Rapids Perham Richville Underwood Vergas Total All Locations Family Composition Average Family Size Elderly Heads of Household (age 62 or older) Non-Elderly Heads of Household (age 61 or less) Near-Elderly Heads of Household (ages 55 to 61) Other Heads of Household (age 54 or less) Female Heads of Household Elderly Non~Elderly Near-Elderly Other Male Heads of Household Elderly Non-Elderly Near-Elderly Other Disabled/Handicapped Heads of Household Male Female Non-Minority Heads of Household Minority Heads of Household Black American Indian/Alaska Native Hispanic # of Family Members younger than 18 years # of Families with children HoH Count 7 6 5 1 13 16 5 9 1 45 27 1 1 4 141 Count 2 31 110 17 93 112 26 86 10 76 29 5 24 7 17 43 15 28 100 41 38 2 2 154 69 Income Source Annual Amount Own Business Child Support Federal Wage $52,069 $104,080 $437,841 Percent Fam Count 5 4 4 1 9 11 4 6 1 32 19 1 1 3 100 Percent 22 78 12 66 79 23 77 9 68 21 17 83 24 59 30 35 65 71 29 27 1 1 49 Percent 2.4 4.9 20.4 21 7 7 1 25 35 8 17 2 155 46 1 4 4 333 Avg Age 74 39 57 36 46 74 37 57 35 51 76 46 57 41 53 54 53 7 Count 3 23 30 Page: 1 Percent 6 2 2 0 8 11 2 5 1 47 14 0 1 1 100 Percent 1 7 9 Otter Tail County Public Housing ACOP (Admissions and Continued Occupancy Policy) and LEASE PROPOSED CHANGES APRIL 2013: POLICY CHANGES: 11.2 ANNUAL INCOME Annual income does not include the following amounts . specified · in the federal' regulations currently found in 24 CFR 5.609: H. The amounts rec;eived from the following programs: 14. Amounts specifically excluded by any other Federal statute ·from • consideration as income for purposes of determining eligibility or benefits. These.exclusions include:. • b. Payments to Volunteers. under the domestic Volunteer Services Act of 1973 (42 U.S.C. 5044(g)(l), 5058); • c, Certain payments received under the Alaska Native Claims • Settlement Act (43 U.S.C. 1626(c)); f. Income derived from the disposition of funds to the Grand River Band of Ottawa Indians (Pub. L. 94-540, section 6 90 Stat. 2503 Mt; g. The first $2000 of per capita shares received from judgment funds awarded by the Indian Claims Commission or the U.S. Claims Court, the interests of individual Indians in trust or restricted lands, including the first $2000 per year of income received by individual Indians from funds derived from interests lield in such trust or restric!ed lands (25 U.S.C. 1407-140&); h. Amounts of scholarships funded under title IV of the Higher Education Act of 1965 (20 U.S.C. 1070), including awards under Federal work-study program or under the Bureau of Indian Affairs student assistance programs (20 U.S.C. 1087uu); i. Payments received from programs funded under Title V of the Older Americans Act of 1985 ( 42 U.S.C. 3056(4) (g)); J. k. m. p. q. r.· t. u. Payments received on or after January 1, 1989, from the Agent Orange Settlement Fund (Pub. L. 101-201) or any other fund established pursuant to the settlement in Re Agent Orange Liability Litigation produet liability litigatiea, M.D.L. No. 381 (E.D.N.Y.); Payments received under the Maine Indian Claims Settlement Act of1980 (Pub. L. 96-420, 25 U.S.C. 1721); Earned income tax credit (EITC) refund payments. received on or after January I, 1991, for programs administered under the United States Housing Act of 1937, title V of the Housing Act of 1949, section 101 of the Housing and Urban development Act of 1965, and sections 221 (d)(3), 235, and 236 of the National Housing Act (26 U.S:C. 32ffi (I)); -Any amouiit"ofcrime·yictim corhpensation(under the Victims of Crime Act) received through crime victim .assistance (or payment cir reimbur~ement of the cost of such assistance)· as determined . . under the Victims of Crime Act because of the commission of a crime· against the .applicant under the Victims of Crime Act:( 42. • U.S.C. 10602(c)); and • • • • Allowances, earnings and payments to individuals participating in programs under the Workforce Investment Act of. 1998 (29 U.S.C. 293l(a)(2)). Any amount received under the Richard B. Russell School Lunch Act (42 U.S.C. 1760(e))·and the Child Nutrition Act of 1966 (42 U.S.C. +780 l 780(b)), including reduced-price lunches and food under the Special Supplemental Food Program for Women, Infants, and Children (WIC); 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 (42 U.S.C. 1437) by Section 2608 of the Housing and Economic Recovery Act of2008 (Pub. L. 110-289, 42 U.8.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 of 2010 (Pub. L. 111-269; ·25 U.S.C 4103(9)) to the definition of.income applicable to programs authorized under the Nati\'e Ameriean Heusiag Assistanee and LEASE CHANGES:. NONE Self Detefffliaation Aet of 1996 (25 U.S.C. 4101) NAHASDA and administered by the Office of Native American Programs; and v. 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 ale, 816 F. Supp. 2d IO (Oct. 5, 2011 D.D.C.), Uaited States Distrist Court, District of Columbia, as provided in the Claims Resolution Act of 2010 (Pub. L. 111-291); and w. Major disaster and emergency assistance received· by individuals and families under the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Pub. L. • 93-288, as amended) comparable disaster assistance provided • by States, local governments, and disaster assistance organizations shall not be considered as income or a resource when determining eligibility .for or benefit levels under federally funded income assistance or . resource-tested benefit programs (42 U.S.C. 5 lSS(d)). • Proposed ACOP and Lease changes effective July 1, 2013 for present residents, effective immediatelv for new residents. OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units February 2013 Rents Payable $3,166.00 Rents Collected $3,166.00 Negative Rent -$ 626.00 Late Fees Charged $ 50.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 25.00 ELI Percentage 100% Vacancies: None Waiting List 2 Bedroom 36 3 Bedroom 22 4 Bedroom 2 H:\Users\Pam\Board Reports\OT County -Board Reportdoc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT . 13 Family units March2013 Rents Payable $3,190.00 Rents Collected $2,103.00 Negative Rent -$ 537.00 • Late Fees Charged $ 25.00 Late Fees Collected $ 50.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: Pelican Rapids-move out March 4, 2013 - reoccupied on March 13, 2013 Waiting List 2 Bedroom 39 3 Bedroom 21 4 Bedroom 2 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: ENCLOSU RE MEMO Board of Di rectors, Otter Ta il County I-IRA Jeffrey Gaffaney, Executive Director August 8, 20 I 3 Meeting to be Held Thursday Aug ust 15, 2013 at 10:00 a.m. at the HRA O ffi ce, 115 1 Friberg Ave., Fergus Falls , MN, 56537 Regular Minutes of June 20th Meeting L AGE 1DA I. y.irperson -Ca ll Meeti ng to Order 2. Appro va of Minutes 3. Exe 1t' e Director B. i v slment Listing C: 0 Capital Fund Program Update D.i r Tail County Tax Levy Meeting E. Board Member Ap po intment F.' Fiscal Audit Report -December 31, 2012 G. 0 I 4 Annu al Agency Pl an, Public Hearing -October 17, 20 13 4. Reh/4itation Special ist -Ben Heikes A:J6Tc Tax Levy Update 5. R~ilitation Coordinator -Sue Bjorklund A.~HFA Update B.~ I I Battl e Lake SCDP c.211 I Deer Creek/Parkers Pra irie SCDP D. 2012 Vergas/Dent SCDP 6. Hou~ng Admi ni trator -Mary Jo Sc hwarz A."Section 8 Update 7. Hou~g Manager -Pam Minten A.~~;bclic Housing Update PLEASE CALL IF YOU ARE UNA BLE TO ATTEND! Providing Housing Opportunities J l~\Users\JliFF\J\gcnda-OTC J\ul(ust 2013.doe- ~""-.,'"" ~\ Otter Tail County HRA Board of Commissioners met in a regular meeting on June 20, 2013 at 10:04 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN. 56537 MEMBERS PRESENT Robert Bigwood, Vice Chairperson Scott Rocholl, Chairperson Robert Maki Janice Palan, Secretary Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Ben Heikes Pam Minten Mary Jo Schwarz Scott Rocholl, Chairperson opened the regular meeting. ABSENT Sue Bjorklund Kirn Scheer A motion was made and seconded to approve the minutes from the April 18, 2013, meeting. M/RobB. S/Janice Jeff reviewed the administrative expenses for the months of April 2013 and May 2013. A motion was made and seconded with all ayes to approve the expenses. M/ Janice S/BobM. The Investment Listing was reviewed with only changes in the balances of the checking and savings accounts. Jeff reported on the proposed 2013 Capital Fund Program and the 5 Year Items we addressed in the annual Agency Plan. He stated that the 2013 Capital Fund Grant amount is projected to be approximately $19,500.00. His recommendation for this year is to put 100% of the Capital Fund money in to general operations. We should hear by mid to end of July. Jeff reviewed the Proposed 2014 Tax Levy Request for $416,000.00. The proposal includes $180,000.00 for The Section 8 Voucher Program and General Administration, $30,000.00 for the Rental Rehab Loan Program, $91,000.00 for Owner Occupied Rehab Loans, $15,000.00 for Small Cities Development Grants and $100,000.00 leverage for other programs. Jeff reported that the proposed request for $416,000.00 is the same amount that has been approved by the county since 2010. A motion was made and seconded with all ayes to approve the expenses. M/Rob S/BobM. The Otter Tail County HRA Fiscal Audit was completed with no findings. The audit will be distributed at the next meeting, as we have received only a draft copy to date. Scott Rocholl's current term as an Otter Tail County HRA Board Member will expire as of August 1, 2013. Scott agreed to serve another term from August 1, 2013 to August I, 2018, Jeff eill forward a letter to the county for his reappointment. Ben Heikes, Rehab Specialist, reported that funding is expected late in 2013 for the MHFA Deferred Loan Program Phase XVII. H:\Users\Kim\Minutes\2013 minutes\minutes -otc June 2013.doc I ~ . ' ·.,>-- The Otter Tail County Homeowner Tax Levy 2012 program has taken in 32 applications, 32 have been inspected, 6 are in progress and 26 are complete. Otter Tail County Tax Levy 2013 Homeowner has received 16 applications, 0 are in process, 16 have been inspected, 4 are bidding, 10 are in progress and two have been completed. Otter Tail County Tax Levy 2013 Rental has not had any activity as of yet. This is normal for this time of year. In Sue Bjorklund's absence, Ben reported that the Battle Lake SCDP Program has received 16 homeowner applications, 1 is in process, 16 have been inspected, 2 are bidding, 7 are in progress, and 6 have been completed. Eight commercial applications have been received, 8 have been inspected, 2 are bidding, 3 are in progress and 3 have been completed. Parkers Prairie/Deer Creek Small Cities Program: 9 homeowners applications have been taken, 1 1s m process, 9 have been inspected, 2 are bidding, 4 are in progress and 2 have been completed. Vergas/Dent SCDP Program: 12 homeowner applications have been taken, 4 are in process, 10 have been inspected, 4 are bidding, and 3 are in progress. Eight commercial applications have been taken, 1 is in process, 8 have been inspected, 5 are bidding, 2 are in progress, and none have been completed. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of April 2013. There were 141 leased and HAPS totaling $39,153.00. In May 2013 there were 141 leased and HAPS totaling $39,288.00. There were 7 vouchers issued, and 9 applications are in progress. There were IO annual re-certifications and 13 interims in April and May. Eight families ended participation and there were 7 new admissions. There are 158 families on the waiting list, and $3,818.00 was paid for 9 ports out and the ELI percentage was 100%. Mary Jo presented the proposed utility allowance schedule to be effective September I, 2013. Bottled gas, water and trash were increased from last year's schedule. She explained that when there is a 10% change in a utility allowance is changed. This change is cumulative over the years. Tanya keeps a record of changes each year and her chart with the changes made since 2003 was attached to the proposed schedule for the members to review. A motion was made and seconded with all ayes to approve the new utility allowance schedule. Ml Janice S/BobM. Mary Jo proposed that the following additional language to be added to the Section 8 Administrative Plan under the "Interim Recertification" section: An interim recertification will be conducted for a household that reports a temporary loss of household income if: A. The change is reported in a timely manner according to policy; and B. The temporary loss of income is expected to last more than thirty (30) calendar days. If an interim recertification is completed for a temporary loss of income, the HRA will verify the date when the lost income will again become available to the household and then compute anther interim recertification, accordingly, adding the lost income back into annual income. A motion was made and seconded with all ayes to approve the additional language regarding interims and temporary loss of income. H:\Users\Kim\Minutes\2013 minutes\minutes -otc June 2013.doc 2 M/Rob S/Janice Pam Minten, reported that rents payable for Public Housing for April were $3,205.00 and $3,680.00 was collected. Negative rent was reportedly -$807.00. There were no late fees charged and no outstanding charges. The ELI percentage was 100%. There were no vacancies. There are 33 applicants on the 2- bedroom public housing waiting list, 20 applicants on the 3-bedroom waiting list and 1 on the 4°bedroom waiting list. The May rents owed totaled $3,093.00 and $3,118.00 was collected. Negative rent is reportedly -$847 .00. There was $25.00 in late fees charged and none collected, leaving $25.00 in outstanding charges. The ELI percentage was 100%. There was one vacancy for July 1st and an applicant is ready to move in. The inspections were done on Monday 06/17/13 and Tuesday 06/18/13. All units were good. There were 36 applicants on the 2-bedroom public housing waiting list, 23 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waitinglist. There being no further business, a motion was made to adjourn the meeting. M/BobM. S/Rob B. Janice Palan, Secretary Date H:\Users\Kim\Minutes\2013 minutes\minutes -otc June 2013.doc 3 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JUNE 2013 ' 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 $ 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 $ Home Depot $ Tina Stevens $ Ballard Sanitation $ Mark Gawarski -Accounting Fees $ Housing Data Systems $ Otteihail County Treasurer -PILo-r $ Carlson Highland Co. $ Diana Kugler -Painting $ Salaries $ H:\Users\JEFF\Copy of OTC HRA EXPENSES 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 459.35 49.89 122.04 73.56 110.85 88.25 122.15 60.00 134.88 412.88 435.00 756.47 664.83 102.34 404.06 78.90 49.10 36.00 100.02 61.85 68.86 150.00 126.61 900.00 120.00 2,696.24 5,700.00 1,000.00 10,879.12 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JULY. 2013 Bank ofthe 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 $ Scott Rocholl -Per Diem Janice Palau-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 $ Bjorn's Heating and Air Conditioning $ Derrick's Carpet Cleaning ' $ Mikes Plumbing & Heating $ Sherwin Williams Paint $ Brogard Plumbing $ Pine Plaza Appliance $ Home Depot $ Salaries $ H:\Users\JEFF\Copy of OTC HRA EXPENSES 450.00 1,850.00 950.00 • 225:00 200:00 400.00 150.00 714.74 36.13 167.81 132.69 313.04 273.00 515.73 664.83 93.56 283.48 43.75 56.80 50.16, 100.00 63.00 120.00 171.00 416.30 30.00 80.47 268.04 10,354.89 August 15, 2013 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fero-us Falls SA VIN GS ACCOUNTS Security State Bank Section 8 Admin FerQUS Falls Reserve Security State Bank Public Housing Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHFA-LoanAccount NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2013\invest list otc-Aug. 2013.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,600.44 Certificate #210979 Weekly Money $19,817.09 Market Savino-s Commercial Money $7,036.70 Market $27,273.84 $13,227.05 $22,954.40 $416,942.92 $831.84 I.D. # 41-1518930 INTEREST INTEREST PURCHASE MATURITY RATE PAID DATE DATE .05% Maturity Renewed Automatic Denosit 03/19/13 09/19/13 . .05% Monthly Account #9312-004634 .05% Monthly Account #9312015673 I I 2013 Ca pital Fund Capital Fund Program (CFP) Amendment To The Consolidated Annual Contributions U.S. Department of Housing and Urban Development Office of Public and Indian Housing Contract (form HUD-53012) Whereas, (Public Housing Authority) ___ O_TT_E_R_T_A_IL_C_O_U_N_TY_H_RA _______ M_N_1_7_7 ___ (herein called the "PHA") and the United States of America, Secretary of Housing and Urban Development (herein called "HUD') entered into Consolidated Annual Contributions Contracl(s) ACC(s) Numbers(s) C-4109 dated 3/5/1980 Whereas, HUD has agreed lo provide CFP assistance, upon execution of this Amendment, lo the PHA in the amount to be specified below for the purpose of assisting the PHA In carrying out capital and management activities al existing public housing developments in order to ensure that such developments continue lo 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. $ $18,757.00 for Fiscal Year 2013 to be referred to under Capital Fund Grant Number MN46P17750113 PHA Tax Identification Number (TIN): On File DUNS Number: On File Whereas, HUD and the PHA are entering Into the CFP Amendment Number _______ 2_1 _____________ _ 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 capltal 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 StatemenVPerformance 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 lhe Annual PHA Plan is approved. b. For Qualified PHAs: _!_(i) The CFP Annual StatemenVPerformance 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 ___ (H) If the CFP Annual StatemenVPerformance 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 $-Year Action Plan (HUD-50075.2), before the CFP Annual StatemenVPerformance 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 schedule 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 Untted 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)(S) 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 lasl 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 disposttlon 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 Capttal 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 X No 8. At a public housing development level and in the format and frequency established by HUD, the PHA is required to report on all Capttal Fund grants awarded that have not closed, including information on the Installation of energy conservation measures. The PHA acknowledges Its responsibility for adherence to this amendment. The parties have executed this Amendment, and it will be effective 9/9/2013. This is the date on which CFP assistance becomes available lo the PHA for obligation. U.S. De artment of Housln and Urban Develo ment By Date: Tille Tille Executive Direct or Previous versions obsolete orm Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part I: Summarv PHA Name: Otter Tail County HRA Grant Type and Number Capital Fund Program Grant No: MN46Pl7750113 Replacement Housing Factor Grant No: Date of CFFP: Jit;iofGrant riginal Annual Statement D Reserve for Disasters/Emergencies D Performance and Evaluation Renort for Period Endim!: U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Exoires 8/31/201 I FFY of Grant: 2013 FFY of Grant Approval: n Revised Annual Statement (revision no: ) Final Performance and Evaluation Reoort Line Summarv bv Develonment Account Total Estimated Cost Total Actual Cost 1 I 2 3 4 5 6 7 8 9 IO II 12 13 14 15 16 17 Ori2inal Total non-CFP Funds 1406 Operations (may not exceed 20% ofline 21) 3 18,757 1408 Management Improvements 1410 Administration (may not exceed 10% of line 21) 1411 Audit 1415 Liquidated Damages 1430 Fees and Costs 1440 Site Acquisition 1450 Site Improvement 1460 Dwelling Structures 1465.1 Dwelling Equipment-Nonexpendable 1470 Non-dwelling Structures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495.1 Relocation Costs 1499 Development Activities~ 1 To be completed for the Performance and Evaluation Report. 2 To be completed for the Perfom1ance 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. Pagel Revised2 Ohli2ated E~pended form HUD-50075.1 (4/2008) OFFICE OF THE COUNTY AUDITOR 510 Fir Ave W. E-Mail wstein@co.ottertail.mn.us Fax No. (218) 998-8042 June 26, 2013 OTTER TAIL COUNTY www.co.otter-tail.mn.us Mr. Jeffrey Gaffaney, Executive Director 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 25, 2013, the Otter Tail County Board of Commissioners reappointed Mr. Scott Rocholl to the Otter Tail County Housing and Redevelopment Authority Board for the term of August 1, 2013 through August 1, 2018. Should you have any questions or require any additional information please feel free to contact me. Sincerely, Wayne Stein County Auditor CC: SCOTT E ROCHOLL 24392 COUNTY HIGHWAY 35 UNDERWOOD MN 56586-9402 Fergus Falls/Otter Tail Cou111ty 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 Bigwood 09/08 08/09 8/2014 -· -· --l, ---· ---··· ; Janice Palan 03/78 8/10 8/2015 ' Hazel Hovde 10/97 8/11 8/2016 'Robert Maki 06/10 08/12 08/2017 Scott Rocholl 08/08 08/13 08/2018 H:IIJ.msl/EEl'laO.bRD.t:.ePJ)ll,iTME!:J'.GWJ:CJJRflt/widing Housing Opportunities HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA PUBLIC HEARING NOTICE NOTICE OF PUBLIC HEARING ON THE 2014 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 2014 Annual Plan Update of the Five Year Comprehensive Agency Plan developed in compliance with the Quality Housing and Work Responsibility Act of 1998. The Plan is available fo r review at the Housing Authority's office located at 1151 Friberg Avenue, Fergus Falls, Minnesota. The Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing will be held by the Board of Commissioners of the HRA at 1151 Friberg Avenue, Fergus Falls, Minnesota, at 10:00 a.m., Thursday, October 17, 20 13. 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 11, 2013. H:\UsersVEFF\pub hearing notice otc.doc Program OTC Tax Levy -Homeowner (2012) OTC Tax Levy-Homeowner (2013) OTC Tax Levy-Rental (2013) MHFA Deferred Loans -Phase XVI SCDP: Battle Lake@mes) SCDP: Battle Lak~mmercial) SCDP: Parkers Prairie/Deer Cree~es) SCDP: Vergasffient (21 homes) SCDP: Vergasffient (10 commer.) Otter Tail County HRA Rehabilitation Projects Update August 15; 2013 Applications In Inspected Process 32 0 32 21 0 21 0 0 0 Funding expected late 2013. @) 0 17 !(Y 0 8 @ 0 11 15 6 9 . 7 0 7 Bidding Proceed Complete Issued 0 6 26 6 5 10 0 0 0 3 (1 ( --:) ~ r 1 ( 4 \ 3 ~ 2 I,,-""" 7 ' 2 4 2 3 5 2 0 HUB: FO Code: 5HMIN 5KPH 140 980 NRA Balance as of 1/1/2013: 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: 977 Unit Months Funding Would Support: Monthly Units Funding Would Support: Minimum of Available or Supportable: OTTER TAIL COUNTYHRA HA Num: MN008 100.71% 100.71% 98.57% 95.71% 99.69% ' -' $19,130 $244,945 $269,889 -$5,814 $424,968 $155,079 5 $31,016 1,680 977 703 141 561 112 $35,414 $35,414 $35,414 $38,52~ $33 346 $33,346 $33,485 $244,945 5 Minimum of Available or Supportable Monthly: 561 112 $38,701 $272.54 $39,086 110.37% $277.21 $38,367 108.34% $274.05 $39,153 101.63% $277.68 $39,288 117.82% $278.64 $38,527 I 15.54% $279.18 $36,767 109.80% $274.38 $269,889 110.18% $276.24 Including 7 months of NRA $174,209 5 $34,842 631 126 631 126 " SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM JUNE&JULY,2013 ,· AnnualRecerts lnter:im Recerts • Ports-In/Billing Ports-In/ Absorbed -. Ports-Out/Billed __ Ports-Out/ Absorbed Ports Out/End Participation End Participation Shop Mode/AAS 24 --.. 32 0 0 • 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% 187 a <1-P.10; 2-P11> n~ ~\ii.\--:~o<1 0 \1-r -• . ., tr-- $ 212 0 0 100% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units June2013 Rents Payable $3,093.00 Rents Collected $2,118.00 Negative Rent -$ 764.00 Late Fees Charged $ 75.00 Late Fees Collected $ 75.00 Late Fees Outstanding $ 25.00 ELI Percentage 100% Vacancies: New York Mills -notice for June 30, 2013 Ot-c.-;n c-d I ) '\ h~ Waiting List 2Bedroom 30 3 Bedroom 25 4 Bedroom 2 H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units July 2013 Rents Payable $2,830.00 Rents Collected $4,293.00 Negative Rent -$ 724.00 Late Fees Charged $ 50.00 Late Fees Collected $ 50.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: New York Mills-notice for June 30, 2013, Painted Shampooed carpet and cleane~ unit-re occupied 3n July 9. I 1\).,,-\-._-,...__~ Q,,.,,uv --h, \J&<.c..k.. M, l \.s 't / 3 o/B Waiting List 2Bedroom 30 3 Bedroom 21 4Bedroom 2 0 EOOAI.OOUSw:l OPPOATUl<ITY HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fell'gus Falls/Ottei-Tai! Counity HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Hlghrise 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 13, 2013 Meeting to be Held Thursday June 20, 2013 at 10:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Falls, MN, 56537 Regular Minutes of April 18th Meeting AGENDA 1Y.1rperson -Call Meeting to Order 2. Approval of Minutes 3. Exedtive Director • 1/~Mf1·nistrative Expenses-April and May 2013 B. I e ent Listing • -• C. 0 Capital Fund Program Update ·_ D. 0 Tax Levy Request to Otter Tail County Board E. -i-vt<" Fiscal Audit -12/31/2012 • F. RA Board Member Appointment 4. Rely!'bilitation Specialist -Ben Heikes A/~AUpdate B/OTC Tax Levy Update 5. Rehabilitation Coordinator-Sue Bjorklund Mi· JrBattle Lake SCDP B. I Deer Creek/Parkers Prairie SCDP C. 012 Vergas/Dent SCDP 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update B. New Proposed Utility Schedule for 09/01/2013 7. Housing Manager -Pam •Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! -~-........c·=--...c-c...· -~--~-'-'---=-c-~--=c-=.c.c-===~ Providing Housing Opportunities H:\Users\JEFF\Agenda•OTC June 2013.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on, April 18, 2013 at 10:05 am at the Fergus Falls HRA 1151 Friberg Ave., Fergus Falls, MN. 56537 MEMBERS PRESENT Robert Bigwood, Vice Chairperson Scott Rocholl, Chairperson Robert Maki Janice Palan, Secretary OTHERS PRESENT Jeffrey Gaffaney Ben Heikes Sue Bjorklund Kim Scheer Mary Jo Schwarz Pam Minten Scott Rocholl, Chairperson opened the regular meeting. ABSENT Hazel Hovde A motion was made and seconded to approve the minutes from the February 21, 2013, meeting. M/RobB. S/BobM. Jeff reviewed the administrative expenses for the months of February 2013 and March 2013. A motion was made and seconded with all ayes to approve the expenses. M/RobB. S/Janice The· Investment Listing was reviewed with changes in the balances of the checking and savings accounts, as well as a certificate. One Public Housing Money Market certificate was renewed on March 19, 2013 and will mature on September 19, 2013 at an interest rate of .05%. • Jeff reported on the proposed 2013 Capital Fund Improvements and 5 Year Items. He stated that the 2013 Capital Fund Grant amount is projected to be approximately $19,500.00. His recommendation for this year is to put I 00% of the Capital Fund money in to operations. There is nothing urgent in the county that needs to be done within the year. We will still dci general minor things such as; painting, flooring etc. Other HRA's across the country are being forced to use Capital Fund dollars for general operations as the operating subsidies are being reduced by HUD drastically. • • The Otter Tail County HRA Fiscal Audit is scheduled for April 29-May I, 2013. ' Ben Heikes, Rehab Specialist, reported that funding is ·expected iate in 2013 for the MHFA Deferred Loan Program Phase XVII. Jeff, Sue and .Ben met with MHF A on April 17, 2013 to discuss the idea of making funding more user friendly. The meeting was an idea session. . . The Otter Tail County Homeowner Tax Levy 2012 program has taken in 32 applications, 32 have been inspected, 5 are in progress and 27 are complete. Otter Tail County Tax Levy 2013 Homeowner has received 11 applications, 0 are in process, 11 have been inspected, 4 are bidding, 6 are in progress and one has been completed. Otter Tail County Tax Levy 2013 Rental has not had any activity as of yet. This is normal for this time of year. Sue Bjorklund, Rehab Coordinator, reported that the Battle Lake S<;;DP Program has received IS homeowner applications, I is in process, 15 have been inspected, 2 are bidding, 6 are in progress, and 6 H:\Users\Kim\Minutes\2013 minutes\minutes -otc april 2013.doc have been completed. Seven commercial applications have been received, 7 have been inspected, 2 are bidding, 2 are in progress and 3 have been completed. Parkers Prairie/Deer Creek Small Cities Program: 9 homeowners applications have been taken, 1 is in process, 9 have been inspected, 3 are bidding, 3 are in progress and 2 have been completed. Vergas/Dent SCDP Program: 10 homeowner applications have been taken, 6 are in process, 8 have been inspected, 2 are bidding, and 2 are in progress. Four commercial applications have been taken, 1 is in process, 3 have been inspected, 2 are bidding, 1 is in progress, and none have been completed. Updated policies for Otter Tail County Section 8 Mary Jo presented the policy changes and updates to the Section 8 Administrative Plan. a) 27.0 Cost Savings Possibilities: Verifying Housing Quality Standards (HQS) Deficiencies Remotely for Annual or Interim Inspections. b) 9.3 Exclusions from Income Regarding the change of 27.0, advantages and disadvantages of long term and short term leases were discussed. The changes and additions were accepted as presented. M/Janice S/Rob B. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of February 2013. The monthly amount of funding has gone up for April 2013. HUD has based this ·decision on the past quarters usage. There were 14i'!eased and HAPS totaling $:39,086.00. In March 2013 there were 141 leased and HAPS totaling $38,436. There were 6 vouchers issued, and 9 applications are in progress. There were 13 annual re-certifications· imd 20 interims in February and March. Three families • • -ended participation and there was 1 new admission. There are 130 families on the waiting list, and $3,630 was paid for 7 ports out and the ELI percentage was 75%. Mary Jo gave a demographic report to all of the board members. The report showed items such as; range of income, length of time.on the program, female heads of households, male head~ of households etc. Updated Policies, Fergus Falls Public Housing Pam presented the policy changes and updates to the Otter Tail County Public Housing ACOP (Admissions and Continued Occupancy Policy) Plan. Pam mentioned that there are no changes to the lease. a) 11.2 Annual Income: • Exclusions from Income The changes and additions were accepted as presented. M/RobB. S/BobM. Pam Minten, reported that rents payable for Public Housing for February were $3,166.00 and $3,166.00 was collected. Negative rent was reportedly -$626.00. There was $50.00 in late fees charged and $25.00 collected, and $25.00 in outstanding charges. The ELI percentage was 100%. There are no vacancies. There are 36 applicants on the 2-bedroom public housing waiting list, 22 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waiting list. The March rents owed totaled $3,190.00 and $2,103.00 was collected. Negative rent is reportedly -$537 .00. There was $25.00 in late fees charged and $50.00 collected, leaving no outstanding charges. The ELI percentage was 100%. There was a vacancy in Pelican Rapids; the client moved out on March 4, 2013 and H:\Users\Kim\Minutes\2013 minutes\minutes-otc april 2013.doc 2 the unit was reoccupied on March 13, 2013. There were 39 applicants on the 2-bedroom public housing waiting list, 21 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waiting list. Jeff noted an impressive nine day tum-around on filling the vacancy. Merle and Ken, our maintenance men, did a great job. The board members asked whether smoking and pets were allowed in the Public Housing units. The current policy for deposits was also discussed. There being no further business, a motion was made to adjourn the meeting. M/BobM. S/RobB. Janice Palan, Secretary Date H:\Users\Kim\Minutes\2013 minutes\minutes -otc april 2013.doc 3 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF April, 2013 Bank of the West -Office Rent City of Fergus Falls -Health Insurance Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Allv -Vehicle Lease Ben Heikes -Mileage Jeffrey Gaffanev -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 Citv of Pelican Raoids City ofNew York Mills City of Underwood City 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. ' New Horizon Ag Service Tina Stevens N.F. Field Abstract Co. Pine Plaza TV & Annliance Sherwin Williams Paint Co. CNA Surety -Bond Ins. Bjorn's Heating & A/C Overhead Door Co. Salaries H:\Users\JEFF\OTC HRA EXPENSES April 2013.doc 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 485.90 38.81 160.46 73.56 110.85 .00 122.15 60.00 117 .51 521.47 279.00 865.98 679.08 94.66 340.06 133.58 .00 .00 176.25 150.00 595.00 23.60 308.30 175.00 72.00 776.00 10,927.84 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF May, 2013 Bank of the West-Office Rent Citv ofFenms Falls -Health Insurance Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster .. MN Benefit Association Ally -Vehicle Lease Ben Heikes -Mileage Jeffrey Gaffaney -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 City of Pelican Rapids City of New York Mills City of Underwood City of Henning A1nerican Family Insurance Denzel's Regional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. Steve's Sanitation Co. Toutges Sanitation Co. New Horizon Ag Service HomeDeoot Tina Stevens Housing Data Systems N.F. Field Abstract Co. Sue Bjorklund -Mileage Salaries H:\Users\JEFFIOTC HRA EXPENSES May 2013.doc 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 648.06 36.90 161.03 .00 .00 .00 .00 .. 00 132.47 494.14 279.00 894.63 679.08 84.78 279.61 61.85 136.64 .00 136.70 129.25 150.00 171.35 765.00 24.41 16,150.42 June 20, 2013 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Ferws Falls . SA VIN GS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing . Fenms Falis Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing . NOW Account MHF A-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account H:\UsersVEFF\INVESTMENT LISTINGS\2013\invest list otc-Jllne 2013.doc OTTER TAIL COUNTY HRA INVE.STMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,600.44 Certificate #210979 Weekly Money $19,815.44 •· Market Savings Commercial Money $7,036.11 Market $34,742.47 $20,103.36 $24,033.59 $252,723.23 $831.82 INTEREST RATE .05% . .. .05% .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE - Maturity --. Renewed Automatic Deposit 03/19/13 09/19/13 Monthly Account #9312-004634 -Monthly Account #9312015673 . 2014 PROPOSED TAX LEVY REQUEST 1. $180,000 -SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION -In 2012 we used $173,000.00. To date (2013) we have used approximately $74,660.00 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. $30,000-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-OWNEll OCCUPIED REHAB LOANS -Use funds to do emergency type loans due to lack ofMHFA funds. 4. $15,000 -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. Submitting application for Ottertail City in 2013. 5. $100,000 -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 2014 . H:\Users\DENNIS\2013 PROPOSED TAX LEVY REQUEST.doc Otter Taif·County liRA Fully Taxable Market Value (Pay 2008) JOBZ Taxable Markel Value (Pay 2008) Total FUii)' Taxable and JOBZ Percentage Under MS 469.033 Subd 6 Maximum AIID!J!ab!e 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. Assumptiofls - 1. The taxable value of the district does not change. AOC%" A.~Q!'.C~~ 6,434,106,300 2,032,800 6,436,139,100 4/ 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 :i.:010 201/ :iot :i. .2.013 ,2oJ'f .2 C>C> "I Aep_ro..,,,J, App,-cve...A Aeero-.;,~ A-ppw.-e J. /J,.pp,-g.:eJ.. ~~j O,i fi!> /o .,. 6 / &-5"5'o , 0/8S-'7o .DJff..I'Jo , OkY¼, 4/ -z,s71 coo <tj> '-1.1 t.,. I c,c:, C -ill\ f 4>10oD Yt"'., c:wo </I'-,.,.,., 3S9'i 3:f'Jc 30%, .3S";b Option 2 -Increase Percent of Maximum Allowable Line 15 by 5% a Year until Maxim_!-lm Allowable is Reached 5.00% 8 o,I) 35.22% 35"7, 40.22% 3,s-'( 45.22% ¾~0 50.22% 7 b 55.22% 2009 2010 2011 2012 2013 ~ 2015 2016 2017 2018 2019 2020 2021 2022 "Only 4.76°/o -not to.exceed allowable maximum 3..,-D 60.22% 65.22% 70.22% 75.22% 80.22% B5.22% 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 3 _., .::, /0 ,;;,JBS?'o '/ r i.."',.. <-> ~ LJ- fQ\IA( '-HOUSING OPfOR~UNllY 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 • Scott Rocho II I , Robert Bigwood I ' Janice Palan . i Hazel Hovde . Robert Maki ; DATE OF ORIGINAL , APPOINTMENT 08/08 I DATE OF REAPPOINTMENT -_,. .. -·-__ j _,, -. -·--··-·--·--·---· 09/08 03/78 8/10 --1 10/97 8/11 ··1--- 06/10 08/12 H:\Users\JEFFIBOARD APPOINTMENTS OTC HM.doc 'd' H . O .. ============-=== Prov, mg ousmg pportumt1es DATE OF EXPIRATION 8/2013 8/2014 8/2015 8/2016 .. ·-----········--··· -.. 08/17 Program MHF A Deferred Loans -Phase XVI OTC Tax Levy-HomeownB OTC Tax Levy -Homeowner (2013) OTC Tax Levy-Rental (2013) SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Vergas/Dent (21 homes) SCDP: Vergas/Dent (IO commer.i Otter Tail County HRA Rehabilitation Projects Update June 20, 2013 Applications In Inspected Process Funding expected late 2013. 32 0 32 16 0 16 0 0 0 16 1 16 8 0 8 9 1 9 12 4 10 8 1 .. 8 Bidding Proceed Complete Issued 0 ( 6 _/ 26 4 10 2 0 0 0 2 7 6 - 2 3 3 2 4 2 4 3 0 5 2 0 HUB: 1110 Code: 5HMJN 5KPH OTTER TAIL COUNTY HRA HA Num: MN008 100.71% 140 100.71% 140 ~ 141 100.71% 140 00.71% 700 706 100.86% NRA Balance as of 111/2013: 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: $19,130 $178,114 $194,664 $2,580 $424,968 $230,304 7 $32,901 1,680 706 974 139 835 119 835 119 $35,414 $35,414 $35,414 ~ ' $178,114 7 $38,701 $272.54 $39,086 110.37% $277.21 $38,436 108.53% $272.60 $39,153 101.63% $277.68 ($39,280 117.82% $278.64 $194,664 109.29% $275.73 Including 5 months of NRA $249,434 7 $35,633 905 129 905 • 129 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM APRIL & MAY, 2013 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% 10 13 0 0 2 0 0 8 1 7 158 7 9 0 ,.8"3 9/$3818 0 0 100% 7' FERGUS FALLS/OTTER TAIL COUNTY HRA 7•. SCHEDULE OF ALLOWANCES FOR TENANT FURNISHED UTILITIES _EF-FECTIVE SEPTEMBER· 1, 20-lZ--- i='ropo,c;e,d ~t> \3 SINGLE FAMILY 1 BRj.._ ___ 2~B~R;j._ ___ .,_,J""Be;;R;1---__ _.;.4a.eeB~R1---__ _.S;.,.;B;.;;R.,.1 Natural Gas •• ·1 i;;,:·----l----------30 37 -46 55 --··· 66 Bottle Gas "' IS' I. \ ~(5--::Je,1 I~ ~ ..J,&'f" .;iot __mf----===-------,;:i-i-1. I \£2=\---'-_,_-----'c.=__,----J-~~ Fuel Oil . ]S) _____ ----1 ____ ___:l:cc5~3 ---186 236 293 363 Electric "IS> 64 84 I 06 131 162 (This allowance schedule is used for all structure types) • ·-----•··••-···-·•-• .. -·-·· -·1 :~_:·. ;f~J--__ :_~: ___ ~J?J_~ WATER HEATING Range Refrigerator • -_. • 2003 CHANGE 2004 CHANGE 2005 CHANGE 2006 CHANGE 2007 CHANGE 2008 CHANGE UTILITY NATURAL GAS 10% 20%® 6% 6.5%® 12%® 9.85% BOTTLE GAS 10% 16%® 20%® 14%® 3% 30%® FUEL OIL 21%® 9% 35%® 28%® 3% 43%® ELECTRICITY 7% 0% 1.61% 0% 2.5% (2007) 11%® 14%® WATER1-iTG SAME AS BOTTLE GAS, ELECTRICITY AND NATURAL GAS COOKING SAME AS BOTTLE GAS, ELECTRICITY AND NATURAL GAS WATER 45%® 7% 9%® 11%® 15%® 4% SEWER 6.50% 12%® 27%® 0% 8.00% 23.00® GARBAGE 15%® 9% 4.6%® 0% 1.00% 5% 2009 CHANGE 2010 CHANGE 2011 CHANGE 2012 CHANGE 2013 CHANGE UTILITY NATURAL GAS !33%® i10% ® i4% !15%® 1'6% BOTTLE GAS ! 24%® i 34% ® i21%® !13%® 1'14.68% <B: FUEL OIL ! 50%® i24% ® i50%® !4% 1'0.08% ELECTRICITY 0% i7% i 9%® 0% 0% WATER i7%® i5% ® i2% i4% 1'5.3%® SEWER i 15%® i8% i2%® i3% i3.82% GARBAGE 0% i3% 0% if' \4"1, i10.83%® --------------- YEAR TO YEAR COMPARISONS.xis Proposed for Approval: Additional language to be added to Section 8 Administrative Plan, under the "Interim Recertification" section: An interim recertification will be conducted for a household that reports a temporary loss of household income if: A. The change is reported in a timely manner according to policy; and B. The temporary loss of income is expected to last more than thirty (30) calendar days. If an interim recertification is completed for a temporary loss of income, the HRA will verify the date when the lost income will again become available to the household and then compute another interim recertification, accordingly, adding the lost income back into annual income. OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units April 2013 Rents Payable , $3,205.00 Rents Collected $3,680.00 Negative Rent -$ 807.00 Late Fees Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstandirnr $ 0.00 ELI Percentage 100% Vacancies: None Waiting List 2Bedroom· 33 3 Bedroom 20 4.Bedroom 1 H:\Users\Pam\Board Reports\OT County-Board Report.doc" OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT • 13 Family units May2013 Rents Payable $3,093.00 Rents Collected $3,118.00 Negative Rent -$ 847.00 Late Fees Charged $ 25.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 25.00 ELI Percentage 100% Vacancies: New York Mills for July 1, 2013 Waiting List 2Bedroom 36 3 Bedroom 23 4Bedroom 2 HRA Office 1 1 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 Hhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: E CLO SU RE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director October I 0, 20 13 Meetin g to be Held Thu rsday October 17, 20 13 at 10:00 a.m. at th e H RA Office, 11 51 Friberg Ave., Fergus Falls, M 1, 56537 Regul ar Minutes of August 15th Meeting AGEN DA I. ~irperson -Call Meeting to Order YA.pproval of Minutes 3. Executive irector A. Pu c Hearing, I 0:00am -2014 Annual Agency Plan Update eso luti on No. 101-PHA Certification of Compliance with 2014 1ua l Agency Plan & Civil Rights Certifi cation. B.~ministrati ve Expenses-August and September 2013 C. nvestment Listing D. 013 Capital Fund Program Update E. Bi oposals for: I. ulti-Peril Insurance isca l Audit, December 3 I,2013 F.~o osed 20 14 Publi c Housing Budget I esoluti on o. I 02 G. 0 I Tax Levy Req uest Meeting 4. Reha ili tation Speciali st -Ben Heikes A TC Tax Levy Update 5. Reh;tbilitation Coordinator -Sue Bjorklund ~HF A Update B':" )Oji Battl e Lake SC DP ~! I Deer Creek/Parkers Prairie SC DP D. 20 12 Vergas/Dent SC DP 6. l-l~1g Adm ini strator -Mary Jo Schwarz ~ S ction 8 Update 7. Ho sing Manage r -Pam Minten Public Housing Update PLEASE CALL IF YO U ARE UNABLE TO A TTEND! _______________ Providing Housing Opportunities 11:\Users\JEFF\Agcnda-OTC October 2013.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on August 15, 2013 at 10:05 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Janice Pal an, Secretary Robert Maid Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Ben Heikes Pam Minten Mary Jo Schwarz Sue Bjorklund Kim Scheer Scott Rocholl, Chairperson opened the regular meeting. ABSENT A motion was made and seconded to approve the minutes from the June 20, 2013, meeting. Ml Janice Sf Rob B. Jeff reviewed the administrative expenses for the months of June 2013 and July 2013. A motion was made and seconded with all ayes to approve the expenses. M/RobB. Sf Hazel The Investment Listing was reviewed with only changes in the balances of the checking and savings accounts. A small money market certificate will mature next month. This certificate will automatically renew. Jeff reported on the proposed 2013 Capital Fund Program update: we received the Capital Fund Program (CFP) Amendment stating we will receive the amount of $18,757.00. It is down slightly from the previous year. We are going to put 100% of the 2013 money into general operations. The Otter tail County Tax Levy meeting is in September. Government Services is currently switching from departments to divisions. A letter was received from the County Auditor stating that Scott Rocholl has been reappointed to the Otter Tail County Housing and Redevelopment Authority Board for the term of August 1, 2013 through August 1, 2018. Scott was congratulated by the board. The HRA Fiscal Audit Report -December 31, 2012 was discussed. A hard copy was given to board members. There were no findings listed. A copy of the report has been forwarded to the County and HUD. The 2014 Annual Agency Plan, Public Hearing will be held October 17, 2013. A notice has been submitted to the Daily Journal for this hearing. Ben Heikes, Rehab Specialist, reported on the Economic Development Program. One application has been received and is out for bidding. The HRA Revolving Rent Rehab program has taken in 25 applications and all 25 are completed. Otter Tail County Homeowner Tax Levy 2012 program has taken in 32 applications, 32 have been inspected; 6 are in progress and 26 are complete. H:\Users\Kim\Minutes\2013 minutes\minutes -otc august 2013.doc 1 Otter Tail County Homeowner Tax Levy 2013 program has taken 21 applications, 21 have been inspected, 6 are bidding, 5 are in progress and ten have been completed. Otter Tail County Tax Levy 2013 Rental Program has received O applications, 0 are in process, 0 inspected, 0 bidding, 0 in progress and none have been completed. Discussion was held about Ben sending information to Section 8 landlords. Information may be sent in the HAP checks. Sue Bjorklund, Rehab Coordinator, reported on the Funding for the MHFA Deferred Loan Program. Phase XVI is expected late in 2013. Funds are expected in October. Sue reported that the plan is to try to get one application and begin the process. Battle Lake SCDP Program: 17 homeowner applications have been received, 17 have been inspected, 0 are in process, 3 are bidding, 7 are in progress and 7 have been completed. 8 commercial applications have been received, 8 have been inspected, 1 is bidding, 0 are in process, 4 are in progress and 3 have been completed. ' Parkers Prairie/Deer Creek Small Cities Program: 11 applications have been received, 11 have been inspected, 0 is in process, 2 are bidding, 7 are in progress and 2 have been completed. Vergas/Dent SCDP Homeowner Program: 15 homeowner applications have been received, 6 are in process, 9 have been inspected, 4 are bidding, 2 are in progress and 3 are complete. Seven commercial applications have been received, 0 are in process, 7 have been inspected, 5 are bidding, 2 is in progress and O have been completed. There was discussion held about the next SCDP application and that staff are working with Ottertail City to determine the number of projects, and where the majority of the projects are needed. Sue reported that the Homeowner surveys have been mailed and Ben will be conducting door to door visits. Some homeowner surveys have been returned. Commercial surveys have all been completed. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of June 2013. There were 138 leased and HAPS totaling $38,527.00. In July 2013 there were 134 leased and HAPS totaling $36,767.00. There were 3 vouchers issued, and no applications in progress. There were 24 annual re-certifications and 32 interims in June and July. Five families ended participation and there were no new admissions. There are 187 families on the waiting list, and $4,212.00 was paid for 9 ports out and the ELI percentage was 100%. Pam Minten, reported that rents payable for P11blic Housing for June were $3,093.00 and $2,118.00 was collected. Negative rent was reportedly -$764.00. Seventy five dollars in late fees were charged, $75.00 were collected and $25.00 outstanding charges. The ELI percentage was 100%. There is one vacancy in New York Mills; notice for June 30, 2013. There are 30 applicants on the 2-bedroom public housing waiting list, 25 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waiting list. The July rents owed totaled $2,830.00 and $4,293.00 was collected. Negative rent is reportedly -$724 .00. There was $50.00 in late fees charged and $50.00 collected, leaving no other outstanding charges. The ELI percentage was 100%. New York Mills gave notice for June 30, 2013. The unit was painted, carpet was shampooed, and cleaned. Unit was re-occupied on July 9. Another notice to vacate for September 30. There were 30 applicants on the 2-bedroom public housing waiting list, 21 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waiting list. r "'--;f:\Users\Kim\Minutes\2013 minutes\minutes -otc august 2013.doc 2 /"1 There being no further business, a motion was made to adjourn the meeting. M/BobM. S/ Janice Janice Palan, Secretary Date H:\Users\Kim\Minutes\2013 minutes\minutes -otc august 2013.doc 3 " HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA PUBLIC HEARING NOTICE NOTICE OF PUBLIC HEARING ON THE 2014 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 Fall s, Minnesota, on the Fiscal Year 2014 Annual Plan Update of the Five Year Comprehensive Agency Plan developed in compliance with the Quality Housing and Work Responsibility Act of 1998. The Plan is available for review at the Housing Authority's office located at 11 51 Friberg Avenue, Fergus Falls, Minnesota. The Authority's hours of operation are 7:3 0 a.m. to 4:30 p.m. The hearing will be held by the Board of Commissioners of the HRA at 11 51 Friberg Avenue, Fergus Falls, Minnesota, at 10:00 a.m., Thursday, October 17, 201 3. 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 11 , 2013. H:\Uscrs\JEFF\pub hearing notice olc.doc PHA Certifications of Compliance with PHA Plans and Related Regulations U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 08/30/201 I RESOLUTION NO. 101 PHA Certifications of Compliance with the PHA Plans and Related Regulations: Board Resolution to Accompany the PHA 5-Year and Annual PHA Plan Acting on behalf of the Board of Commissioners of the Public Housing Agency (P HA) listed below, as its Chair":<J'I or other authorized P HA official if there is no Board of Commissioners, I approve the submission of the_ 5-Year and/or _:h,.Annual P HA Plan for the P HA fiscal year beginning. hereinafier 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 oflmpediments to Fair Housing Choice, for the PHA's jurisdiction and a description of the manner in which the PHA Plan is consistent with the applicable Consolidated Plan. 3. The PHA certifies that there has been no change, significant or otherwise, to the Capital Fund Program (and Capital Fund Program/Replacement Housing Factor) Annual Statement(s), since submission of its last approved Annual Plan. The Capital Fund Program Annual Statement/Annual Statement/Performance and Evaluation Report must be submitted annually even if there is no change. 4. The PHA has established a Resident Advisory Board or Boards, the membership of which represents the residents assisted by the PHA, consulted with this Board or Boards in developing the Plan, and considered the recommendations of the Board or Boards (24 CFR 903.13). The PHA has included in the Plan submission a copy of the recommendations made by the Resident Advisory Board or Boards and a description of the manner in which the Plan addresses these recommendations. 5. The PHA made the proposed Plan and all information relevant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the Plan and invited public comment. 6. The PHA certifies that it will 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 Americans with Disabilities Act of 1990. 7. The PHA will affirmatively further fair housing by examining their programs or proposed programs, identify any impediments to fair housing choice within those programs, address those impediments in a reasonable fashion in view of the resources available and work with local jurisdictions to implement any of the jurisdiction's initiatives to affirmatively further 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 includes a policy for site based waiting lists: The PHA regularly submits required data to HUD's 50058 PIC/IMS Module in an accurate, complete and timely manner (as specified in PIH Notice 2006-24); The system of site-based waiting lists provides for full disclosure to each applicant in the selection of the development in which to reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to wait to be admitted to units of different sizes and types at each site; Adoption of site-based waiting list would not violate any court order or settlement agreement or be 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 determine if it is consistent with civil rights laws and certifications, as specified in 24 CFR part 903.7(c){l). The PHA will comply with 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 Development Act of 1968, Employment Opportunities for Low-or Very-Low Jncome 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 I of2 form HUD-50077 (4/2008) 13. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24 CFR 5.105(a). 14. The PHA will provide the responsible entity or HUD any documentation that the responsible entity or HUD needs to carry out its review under the National Environmental 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 facil itate an effective audit to 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 wi ll uti lize 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 20/'{-2011 MN177 PHA Number/HA Code I hereby certify that all the infonnation stated herein, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may resltlt in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729. 3802) Name of Authorized Official SCOTT E. ROCHOLL Signaiure Previous version is obsolete Title CHAIRPERSON Date OCTOBER 17, 2013 Page2of2 fonn HlJD-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 a/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 PHA Name PHA Number/HA Code • • y in ormation provided in ti U ult in rimi al and/or civil Name of Authorized Official SCOTT E. ROCHOLL Title CHAIRPERSON /D -17 -::Z.0/3 L..::::Si::z:'=ure~--------------------4''--D-at_c _____________________ ....J form HUD-50077-CR (1/2009) 0MB Approval No. 2577-0226 Annual Statement/Perfom1ance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part I: Summary PHA Name: Otter Tail County HRA Grant Type and Number Capital Fund Program Grant No: MN46Pl7750114 Replacement Housing Factor Gram No: Date ofCFFP: Type of Grant 12<;1 Original Annual Statement 0 Reserve for Disasters/Emergencies 0 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 Expires 8/31/20 I l FFY of Grant: 2014 FFY of Grant Approval: 0 Revised Annual Statement (revision no: 0 Final Performance and Evaluation Report ) Line Summary by Develo_J)_ment Account Total Estimated Cost Total Actual Cost ' I 2 3 4 5 6 7 8 9 10 II 12 13 14 15 16 17 Original Total non-CFP Funds 1406 Operations (may not exceed 20% of line 21)' 19,000 1408 Management I rnprovemems 1410 Administration (may not exceed 10% of line 21) 1411 Audit I 415 Liquidated Damages 1430 Fees and Costs 1440 Site Acquisition 1450 Site Improvement 1460 Dwelling Stnictures 1465.1 Dwelling Equipment-Nonexpendable 1470 Non-dwelling Structures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495.1 Relocation Costs 1499 Development _Activities' 'To be completed for the Performance and Evaluation Report. 'To be completed for the Performance and Evaluation Repmt or a Revised Annual Statement. 3 PHAs with under 250 units in management may use I 00% of CFP Grants for operations. 4 RHF funds shall be included here. Pagel Revised' Obligated Expended form HUD-50075.1 (4/2008) Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part I: Summarv PHAName: Grant Type and Number OUer Tail County HRA Capital Fund Program Grant No: MN46Pl7750114 Replacement Housing_Factor Grant No: Date ofCFFP: Type of Grant [8]Original Annual Statement D Resenie fol" Disasters/Emergencies □Performance and Evaluation Report for Period Endin2: U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 08/31/2011 FFY of Grant: 2014 FFY of Grant Approval: D Revised Annual Statement (revision no: ) D Final Performance and Evaluation Renort Line Summa ... , bv Development Account Total Estimated Cost Total Actual Cost 1 Original Revisecl 2 18a 150 I Collateralization or Debt Service paid by the PHA l8ba 9000 Col lateralization or Debt Service paid Via System of Direct Payment 19 1502 Contingency (may not exceed 8% of line 20) 20 Amount of Annual Grant:: (sum of lines 2-19) 19,000 21 Amount of line 20 Related to 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 ofline 20 Related to Energy Conservation 1"1-easures Signature of Executive Di, ecco, "(,.,_,, ~-• <___ . ."' "%4--1 Date 10/17/2013 I Signature of Public Housing Director Page2 . I 1 To be completed for the Perfonnance and Evaluation Report. J To be completed for the Perfonnance and Evaluation Report or a Revised Annual Statement. J PHAs with und_er 250 units in management may use I 00% of CFP Grants for operations. 4 RHF funds shall be inch.ided here. Obligated Expended Date form HUD-50075.1 ( 4/2008) Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part II: Sunnortin2 Paees PHAName: Otter Tail County HRA Grant Type and Number Capital Fund Program Grant No: CFFP (Yes/ No): MN46PI7750114 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: 2014 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 Performance and Evaluation Report or a Revised Annual Statement. 2 To be completed for the Performance and Evaluation Report. Annual Statement/Performance and Evaluation Report Page3 Quantity HAW Total Estimated Cost Total Actual Cost Status of Work Original Revised' Funds Funds 19,000 ObliPated2 Exoended2 U.S. Department of Housing and Urban Development form HUD-50075.1 ( 4/2008) Capital Fund Program-Five-Year Action Plan Part I: Summary PHA N ame/Number Locality (City/County & State) Otter Tail County HRA Development Number and Work Statement for Year I Work Statement for Year 2 A. Name FFY 2014 FFY 2015 MN17700I B. Physical Improvements Annual Statement 14,000 Subtotal C. M anagement Improvements D. PHA-Wide Non-dwelling Structures and Equipment E. Administration F. Other G. Operations 5,000 H. Demolition I. Development J. Capital Fund Financing- Debt Service K. Total CFP Funds L. Total Non-CFP Funds M. Grand Total 19,000 Page I of6 Work Statement for Year 3 FFY 2016 14,000 5,000 19,000 U .. Department of Housing a nd Urban Development Office of Public and Indian Housing 0 MB No. 2577-0226 Expires 08/30/2011 X OliginaJ 5-Y ear Plan Revision No: Work Statement for Year 4 Work Statement for Year 5 FFY 2017 FFY 2018 14,000 14,000 5,000 5,000 19,000 19,000 fonn HUD-50075.2 ( 4/2008) Capital Fund Program-Five-Year Action Plan Part II: Supporting Pages -Phj'sical Needs Work Statement(s) Work Work Statement f0r Year 201 5 Statement for FFY 2015 Year IFFY Development Number/Name Quantity Estimated Cost 2014 General Description of Major Work Categories See MNI7700 1 Annual Flooring I Bldg 5,000 Statement Driveway Replacement HAW 14,000 Windows HAW 5,000 Replace Garage Doors HAW 5,000 Subtotal of Estimated Cost $19,000 Page 2 of6 U.S. Department of Housing and Urban Development Office of Public and lndian Housing 0MB No. 2577-0226 Expires 4/30/20011 Work Statement for Year 2016 FFY ?OJ"' Development Number/Name General Description of Major Work Quantity Estimated Cost Categories 1MN 1noo1 !Plumbing [HAW 5,000 [Roofs I Bldg. 5,000 [Electrical IHAW 5,000 /Garage Door O_peners HAW 4,000 Subtotal of Estimated Cost $19,000 re,,1, nuo 50075.2 (412008) Capital Fund Program-Five-Year Action Plan Part II: Supporting Pages -Physical N eeds W ork Statement(s) Work Work Statement for Year 201 7 Statement for FFY 20); Year I FFY Development Number/Name Quantity Estimated Cost 2014 General Description of Major Work Categories See MNI77001 Annual Flooring I Bldg 5,000 Statement Window Treatments HAW 5,000 Smoke Detectors HAW µ,ooo HYAC HAW 5,000 Subtotal of Estimated Cost $19,000 Page 3 of6 U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB o. 2577-0226 En1ires 4/30n0011 Work Statement for Year: 2018 FFY 201~ Development Number/Name Quantity Estimated Cost General Description of Major Work Categories MNl77001 Cabinetry !HAW 14,000 Entrv Door Lock System IHAW 5,000 Appliances D-{AW 5,000 Roofs I Bldg. 2,500 Doors -IAW 12,500 Subtotal of Estimated Cost $19,000 fonn HUD-50075.2 ( 4/2008) OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF August, 2013 Bank of the West -Office Rent Lakes Countrv Service Coon -Health Ins. Securitv Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Allv -Vehicle Lease Ben Heikes -Mileage Jeffrev 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 Ranids Citv of New York Mills Citv of Underwood ! Citv ofHenniw, American Familv Insurance Denzel's Re2:ional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. Steve's Sanitation Co. Tout!!es Sanitation Co. New Horizon A2: Service Sue Biorklund-Mileage Mark Gowarski -Accountin2: Fees Tina Stevens Mike's Plumbing & Heating Pine Plaza Ann!iance United States Treasurv N.F. Field Abstract Co. Salaries H:\Users\JEFFIOTC HRA EXPENSES August 2013.doc 450.00 2100.00 1050.00 225.00 200.00 400.00 150.00 723.20 49.84 172.33 73.32 109.95 87.50 121.05 60.00 137.44 394.04 303.00 549.80 679.08 101.25 246.34 57.00 79.84 36.00 44.16 11.36 1050.00 50.00 68.00 / 63.33 2,190.00 595.00 10,456.31 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF September, 2013 Bank of the West-Office Rent Lakes Countrv Service Coon -Health Ins. Securitv Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Allv -Vehicle Lease Ben Heikes -Mileao-e Jeffrey Gaffanev -Mileage Marv Jo Schwarz-Mileage Citv of Pelican Ran 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. Waste Mana!!ement Co. New Horizon A!! Service Pro Lawn Sue Biorklund-Milea!!e Tina Stevens Housing Date Svstems Pine Plaza Anoliance N.F. Field Abstract Co. Fergus Falls Newsoaoer Inc. Salaries H:\Users\JEFFIOTC HRA EXPENSES Septcmber2013.doc 450.00 2100.00 1050.00 225.00 200.00 400.00 150.00 569.52 39.17 151.42 138.52 383.95 303.00 540.89 679.08 84.78 688.23 26.12 207.15 49.44 64.02 55.09 75.00 120.00 117.00 425.00 106.20 10,841.09 October 17, 2013 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Feri,ns Falls SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHFA-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account \ H:\Usern\JEFFIINVESTMENT LISTINGS\2013\invest list otc -Oct. 2013.doc OTTER TAIL COUNTY HRA • INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market . $6,602.10 Certificate #210979 Weekly Money· $19,818.74 Market Savimrn Commercial Money $7,037.29 Market $36,983.33 $13,007.17 $18,866.06 $360,956.87 $831.86 INTEREST RATE .05% . 05% .05% I.D. # 41-1518930 INTEREST .PURCHASE MATURITY PAID DATE__./ DATE Maturity Renewed Automatic Denosit 09/19/13 03/19/14 Monthly Account . #9312-004634 Monthly Account #9312015673 Voucher Verification Menu Voucher Selection eLOCCS CFP Capital Fund Program Payment Voucher OTTER TAIL CO.HOUSING AUTHORITY Payment Voucher Entry Payment Entry U.S. Department of Housing and Urban Development Office of Public and Indian Housing Page 1 of 1 Menu &!ll! bQ9..Qff Bottom Public reporting burden for this collection of information is estimated to average 15 minites per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, a"nd 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 currently valid 0MB control humber. HUD Implemented the Line of Credit Control SystemNoice Response System (LOCCSNRS) to process requests for payments to grantees. Grant recipients fill out a voucher form for the applicable HUD program with all the necessary information prior to making a telephone call using a touch tone telephone to initiate the drawdown process. This information is required to obtain benefits under the U.S. Housing Act of 1937, as amended. The information requested does not lend itself to confidentiality. 1. Voucher Number 2. LOCCS Pgrm Area 3 4 092-688527 CFP 5. Voice Response No. 6. Grantee Organization 05440-25395 OTTER TAIL CO.HOUSING AUTHORITY B. Grant or Project No. 6a. Grantee Organization TIN MN46P177501-13 41-1518930 Budget Line Name Authorized Disbursed Available Voucher Item Balance Amount 1406 Operations 18,757.00 18,757.00 0.00 18,757.00 Total: 18,757.00 18,757.00 0.00 18,757.00 I certify the data reported and funds requested on this voucher are correct and the amount requested is not in excess of immediate disbursement needs for this program. In the event the funds provided become more than necessary, such excess will be promptly returned, as directed by HUD. 11. Name & Phone Number of Person completing 12. Name & Title of Authorized Signatory this form JEFFREY GAFFANEY 13. Signature 14. Date of Request 09-30-2013 Warning: HUD will prosecute false claimes and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012,; 31 U.S.C.3729, 3802) Privacy Statement: Public Law 97-255, Financial Integrity Act, 31 U.S.C. 3512, authorizes the Department of Housing and Urban Development (HUD) to collect all the information (except the Social Security Number (SSN)) which will be used by HUD to protect disbursement data from fraudulent actions. The purpose of the data is to safeguard the Line of Credit Control System (LOCCS) from unauthortzed access. The data are used to ensure that individuals who no longer require access to LOCCS have their access capability promptly deleted. Failure to provide the information requested on the form may delay the processing of your approval for access to LOCCS. While the provision of the SSN is voluntary, HUD uses it as a unique identifier for safeguarding the LOCCS from unauthorized access. This information will not be otherwise disclosed or released outside of HUD, except as permitted or required by law. form HUD•50080·CFP•a (4/2000) This Payment Request was APPROVED ... A payment of $18,757 ,00 should be deposited In your account on Wednesday October 02, 2013. Please print this request, and retain for your records. L Men_4 I https://hudapps l .hud.gov/HUD _ Systems/loccs/templates/blivchver _ ucon.cfm ?0=H&0= 18... 9/30/2013 0 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority 1. OTTERTAIL COUNTY HRA BID PROPSALS 10/17/13 M ul ti-Peril Insurance $ 9,462.00 HRA Office 1 151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 Hhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 565 3 7 218-739-9498 American Famil y Insurance Ed Larri vy, Battle Lake, MN (1 ,337.00 increase from 20 13) 2. Fiscal Audit Carlson/H ighland & Co. LLP Fergus Fall s, MN $ 6,800.00 ($0.00 increase from 2013) 11:\Us~rs\JEFF\OTC I IRA l:llD PROPSALS.<loc Providing Housing Opportunities -----------~-- RECEIVED AUG 3 0 2013 OTTER TAIL COUNTY FERGUS FALLS/ OTTER TAIL COUNTY HRA OFFICE OF THE COUNTY AUDITOR 510 Fir Ave W. E-Mail wstein@co.ottertail.mn.us Fax No. (218) 998-8042 www.co.otter-tail.mn.us Mr. Jeffrey Gaffaney, Executive Director Otter Tail County HRA 1151 Friberg Ave Fergus. Falls, MN 56537 RE: 2014 Proposed Budget Request 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 met on Thursday, August 22nd and on Friday, August 23rd to review the County's preliminary proposed budget for calendar year 2014. A significant portion of those two days focused on the County's internal operational and capital needs; however, the committee did review the current level of funding provided to outside agencies and the funds that are being requested for 2014. After discussion and consideration, the Commissioners on the committee directed that I include in the County's overall proposed budget, which will be adopted on or before September 15, 2013, the amounts as requested for 2014. The committee will not be meeting individually with your agency prior to the adoption of the County's overall proposed budget. Between now and when the levy/budget is finalized, the County will continue the review and development of the overall budget. Should it become necessary to reduce your request prior to the adoption of the County's final levy and budget, which will occur in December, a meeting will be scheduled to provide your agency with an adequate opportunity to provide the budget committee with information to support your request. A general word of caution: at the present time there is no indication that your request as submitted will not be included in the County's overall final budget; however, until the budget is finalized it is subject to continued review and possible change. As noted above, if any change is proposed you will be given an opportunity to meet with the budget committee. Should you have any questions or require any additional information please feel free to contact me. Sincerely, w+~ Wayne Stein County Auditor Program OTC Tax Levy-Homeowner (2012) Projects Only TLC Projects Leveraged w/SCDP TOTAL OTC Tax Levy -Homeowner (2013) Projects Only TLC Projects Leveraged w/SCDP TOTAL OTC Tax Levy -Rental (2013) MHF A Deferred Loans -Phase XVI SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Vergasillent (21 homes) SCDP: Vergasillent (10 commercial) Otter Tail County HRA Rehabilitation Projects Update October 17, 2013 Applications In Inspected Process @) 0. 12 19 !l 19 Cw Q n @ 0 13 (£) !l 14 (ii) l! 27 0 0 0 1 1 0 17 0 17 8 0 8 11 0 11 16 4 9 9 1 9 Bidding Proceed Complete Issued 0 1 @ !l 1 (if;) Q ~ @ 1 5 G) ! 2 cD I 14 © 0 0 0 0 0 0 0 9 8 ( 1)? 4 3 0 8 3 4 5 3 5 2 1 I ·HUB: FO Code: • • • ,, '.7Jiil~l3 -_0 :?iug'.t:l • ' "Se -13 ·\e.;,,oft\3 :.: • ,((~~ti~ 5HMIN 5KPH 140 140 140 140 140 1,260 NRA Balance as of 1/1/2013: ABAYTD: HAP Expenditures YTD: Remaining NRA YTD: CY Eligibility: Remaining CY Eligibility: CY Months Remaining: 141 140 141 141 138 134 131 124 1,232 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: OTTER TAIL COUNTY HRA HA Norn: MN008 100.71% 100.00% 100.71% 100.71% 98.57% 95.71% 93.57% 88.57% 97.78% $19,130 $322,386 $335,742 $5,774 $424,968 $89,226 3 $29,742 1,680 1,232 448 149 327 109 ,414 $35,414 $35,414 $38,526 $33,346' $33,346 $33,487 tj43,952] $33,487 $322,386 3 Minimum of Available or Supportable Monthly: 327 109 [IJV,1~· "'·~·BA;·,.,,.,~.,"'""''-''=.,·• , 1°:-,!l,.,.,sy,~.1 -~~I .·.J_,;;,1.11:_· )k:; __ ifi,,,,_· _it.~i.: l_/'f~_: _i •1 • ... ·1P.t,;;i;;f!J;;tJ:JiiHZidOrll· ·,tJ(D/;·i~::i\~i $38,701 109.28% $272.54 $39,086 110.37% $277.21 $38,367 108.34% $274.05 $39,153 101.63% $277.68 $39,288 117.82% $278.64 $38,527 115.54% $279.18 $36,767 109.79% $274.38 $33,395 75.98% $254.92 $32,458 96.93% $261.76 $335,742 104.14% $272.52 Including 9 months of NRA $108,356 3 $36,119 398 133 398 133 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM AUGUST & SEPTEMBER, 2013 Annual Recerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-OuUBilled Ports-OuU Absorbed Ports OuUEnd Participation End Participation Shop Mode/AAS New Admissions Waiting LisUTo Date Vouchers Issued Applications I/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 25 4 1 0 1 0 0 10 2 0 217 2 12 1 6 9/$4202; 10/$4962 0 0 100% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units August2013 Rents Payable $3,090.00 Rents Collected $2,617.00 Negative Rent -$ 717.00 Late Fees Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: 0 Waiting List 2Bedroom 25 3 Bedroom 17 4 Bedroom 1 H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTER.TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units September 2013 Rents Payable $3,133.00 Rents Collected $2,142.00 Negative Rent -$ 717.00 Late Fees Charged $ 75.00 Late Fees Collected $ 75.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: New York Mills (4 bedroom)~ notice for September 30, 2013, unit has been painted and carpet cleaned Applicant ready to move in when clean. Waiting List 2 Bedroom 25 3 Bedroom 16 4 Bedroom 1 HRA Office 11 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authori ty 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: DAT E: SUB JECT: ENCLOSURE MEMO Board of Directors, Otter Tail County I-IRA Jeffrey Gaffaney, Executive Director December 12, 2013 Meeting to be Held Th ursday, December 19, 2013 at 10:00 a.m. at the HRA Office, 11 51 Friberg Ave., Fergus Falls, MN, 56537 Regular Minutes of October 17th Meeting AGENDA I Lairperson -Call Meeting to Order 2. Approval of Minutes 3. E cuti ve Director B. 1 estment Li sting C. 3 Capital Fund Update D. · 1bli Housing Accounts Rece ivables -December 31, 2013 E. Ad 1 istrative Contracts with Fergus Falls I-IRA l. tion 8 Voucher Program Rent Public Ho using Program FA Rehab Programs . Otter Tail Co unty Tax Levy Program F. MHFA -MCPP 20 13 Final Report 4. Rcl·{ilitation Special ist -Ben Heikes A.Jo~c Tax Levy Update 5. Rel)llbilitation Coordin ator -Sue Bjork lund A/fa!HFA Update w.W~ ,l I Battle Lake SCDP C!Y 2 11 Deer Creek/Parkers Prairi e SCDP D. 20 I Vergas/Dent SCDP 6. Hou ng Admi ni stra tor -Mary Jo Schwarz A ~c ion 8 Update 7. Ho~1 n Manager -Pam Minten A. lie Housing Update 8, ~ ~ C,kc..~5?.s. PLEASE CALL IF YOU ARE UNABLE TO ATTEND! Providing Housing Opportunities H :\Us~rs\.lEfF\Agtnda-OTC l)~wnb~r 2013.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on October 17, 2013 at 10:02 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Janice Palan, Secretary Robert Maki Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Ben Heikes Pam Minten Mary Jo Schwarz Sue Bjorklund Kim Scheer Scott Rocholl, Chairperson opened the regular meeting. ABSENT A motion was made and seconded to approve the minutes from the August 15, 2013, meeting. Ml Bob Maki SI Hazel Hovde Scott Rocholl opened the public hearing at 10:02 am, regarding Otter Tail County HRA 2014 Annual Agency Plan Update & Civil Rights Certification. We had not received any submissions in writing, and no one had appeared to speak at the hearing regarding the following topics. 1. Proposed 2014 Capital Fund Improvements and 5 Year Items Jeff stated that the 2014 Capital Fund Grant will be approximately $19,000.00. Jeff's recommendation for this money is to put all of the Capital .Fund money into general operations. A board member requested a correction be made to the Capital Fund documents. It was stated that any necessary repairs throughout the next year at the Otter Tail County HRA will be paid for out of the general fund. 2. Updated Policies, Section 8 Mary Jo presented the policy changes and updates to the Otter Tail County Section 8 Administrative Plan. a) 5.2 Preferences: Mary Jo proposed changes to the Otter Tail County Section 8 Policy Manual regarding waiting list selection criteria. Waiting list criteria was reviewed and changed. Jeff explained that this topic has been discussed in the past. 3. Updated Fair Market Rent/Payment Standard Review-2014 Otter Tail County HRA needs to adjust payments standards to be within 90 -110% of the fair market rents established by HUD. Mary Jo proposed to make changes to the 1 and 2 bedroom payment standards. Because HUD states that we need to be within 90% of regular market rate, increases are required for: three, four and five bedroom units. Effective dates for these new rates would be; November 1st, for new admissions and December 1st for annual recertifications. The changes.and additions were accepted as presented. A motion was made to close the Public Hearing at 10:20am. Ml Hazel Hovde S/ Rob Bigwood A motion was made to approve the Resolution No. 101-PHA Certification of Compliance with 2014 Annual Agency Plan Update & Civil Rights Certification. H:\Users\Kim\Minutes\2013 minutes\minutes -otc october 2013.doc Ml Rob Bigwood S/BobMaki Jeff reviewed the administrative expenses for the months of August 2013 and September 2013. A motion was made and seconded with all ayes to approve the expenses. Ml Rob Bigwood S/ BobMaki The Investment Listing was reviewed with only changes in the balances of the checking and savings accounts. The Otter Tail County HRA had one small certificate that was renewed in September. Jeff reported on the 2013 Capital Fund Program update: Jeff submitted the Capital Fund Program (CFP) Entry Voucher requesting we receive the amount of $18,757.00. The HRA will be depositing 100% of the 2013 money into general operations for the Otter Tail County Public Housing. Jeff presented bid proposals for Multi-Peril Insurance Coverage. American Family Insurance submitted a bid proposal of$9,462.00, a $1,337 increase from 2013. Ml Bob Maki S/ Hazel Hovde The Fiscal Audit proposal for December 31, 2013 by Carlson/ Highland & Co. LLP was discussed. The cost will be $6,800, a $0.00 increase from 2013. Ml Bob Maki S/ Janice Palan 2014 Proposed Public Housing Operating Budget was discussed including Board Resolution #102; 2014 projected amounts and 2013 estimated amounts. 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 subsidy is until March or April of 2014. These are best estimates.possible at this time. Ml Rob Bigwood S/Bob Maki Jeff reported on a letter received from Wayne Stein, County Auditor regarding our 2014 Tax Levy request. The Otter Tail County Budget Committee met on August 22, 2013 to review the county's preliminary proposed budget for calendar year 2014. We can only assume that our levy request has been applied to the County's overall levy request as we were not asked to attend a meeting. Ben Heikes, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2012 program. Ben provided a breakdown of the TLC and Leveraged Projects. TLC projects only: Twelve applications have been received, 12 have been inspected, one is in progress and 11 are complete. Projects leveraged with SCDP: Nineteen applications have been received, 19 have been inspected, 4 are in progress and 15 are . complete. A total of the projects are: Thirty-one applications have been received, 31 have been inspected, 5 are in progress and 26 are complete. Otter Tail County Homeowner Tax Levy 2013 program update. Ben provided a breakdown of the TLC and Leveraged Projects for this program as well. TLC projects only: Thirteen applications have been received, 13 have been inspected, one is bidding, five are in progress and 7 are complete. Projects leveraged with SCDP: Fourteen applications have been -received, zero has been inspected, one is bidding, nine are in progress and 4 are complete. A total of the projects are: Twenty-seven applications have been received, 27 have been inspected, 2 are bidding, 14 are in progress and 11 are complete. H:\Users\Kim\Minutes\2013 minutes\minutes-otc October 2013.doc 2 Otter Tail County Tax Levy 2013 Rental Program has received O applications, 0 are in process, -d inspected, 0 bidding, 0 in progress and none have been completed. Sl!e Bjorklund, Rehab Coordinator, reported on the Funding for the MHI:A Deferred Loan Program. The program started October 1. Funds are now available for Phas~ XVI. One application has been received and is in process. Battle Lake SCDP Program: 17 homeowner applications have been received, 17 have been inspected, 0. are in. process, none are bidding, 9 are in progress and 8 _have been completed. 8 commercial applications have been received, 8 have been inspected, 1 is bidding, 0 are in process, 4 are in progress and 3 have been ·completed. Parkers Prairie/Deer Creek Small Cities Program: 11 applications have been received, 11 have been inspected, 0 is in process, none are bidding, 8 are in progress and 3 have been completed. Vergas/Dent SCDP Homeowner Program: 16 homeowner applications have been received, 4 ·are in process, 9 have been inspected, 4, are bidding, 5 are in progress' and 3 are complete. Nine commercial applications have been received, 1 is in process, 9 have been inspected, 5 are bidding, 2 are in progress and 1 has. been completed. Ottertail City, one preliminary proposal .is being worked on for the Small Cities Development Program. Sue and Ben are targeting the original town site of Ottertail City, also known-as old downtown. DEED would like to see at least a 2 to I ratio of the targeted area. Sue and Ben are still deciding if they will move forward with this preliminary proposal. There are definitely homes that need work There have been a lot of positive ,esponses but not enough surveys have been returned to date. Mary Jo Schwarz, Housing Administrator; reported on the Otter Tail County Section 8 Program for the month of August 2013. There were 131 leased and HAPS totaling $33,395.00. In September 20J'3 there were 124 leased and HAPS totaling $32,458.00. There were 2 vouchers issued, and 12 applications in progress. There were 25 annual re-certifications and 4 interims in August and September. Ten families ended participation and there were no new admissions. There are 217 families on the waiting list, and $4,202.00 was paid for 9 ports out and the ELI percentage was 100%. The HRA received $10,465 from HUD that was owed to us from 2012. Pam Minten, reported that rents payable for Public Housing for August were $3,090.00 and $2,617.00 was collected. Negative rent was reportedly -$717.00. No late fees were charged, none were collected and no outstanding charges. The ELI percentage was 100%. There are·no vacancies. There are 25 applicants on the 2-bedroom public housing waiting list, 17 applicants on the 3°bedroom waiting list and 1 on the 4-bedroom waiting list. • The September rents owed totaled $3,133.00 and $2,142.00 was collected. Negative rent is reportedly - $717.00. There was $75.00 in late fees charged and $75.00 collected, leaving no other outstanding charges. The ELI percentage was 100%. Vacancies: New York Mills (4-bedroom)-notice for September 30, 2013, unit has been painted and carpet cleaned. Will sign lease on October 18, 2013. There were 25 applicants on the 2-bedroom public housing waiting list, 16 applicants on the 3-bedroom waiting list and 1 on the 4- bedroomwaiting list. Inspections are coming up at the end of October for the units in Ottertail County. There being no further business, a motion was made to adjourn the meeting. H:\Users\K.im\Minutes\2013 minutes\minutes -otc october 2013.doc 3 M/BobMaki SI Robert Bigwood Janice Palan, Secretary Date H:\Users\Kim\Minutes\2013 minutes\minutes -otc october 2013:doc 4 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF October, 2013 Bank of the West -Office Rent 450.00 Lakes Countrv Service Cooo -Health Ins. 2100.00 Securitv Benefit-Retirement 1050.00 Otter Tail Telcom 225.00 U.S. Postmaster 200.00 MN Benefit Association 400.00 Allv -Vehicle Lease 150.00 Ben Heikes -Mileage 661.05 Jeffrev Gaffanev -MileaQe 47.06 Marv Jo Schwarz-Mileage 116.39 Scott Rocholl -Per Diem 73.32 Janice Palan -Per Diem 109.95 Hazel Hovde -Per Diem 87 ,50 Robert Maki Per Diem r 121.05 Robert BiQwood -Per Diem 60.00 Citv of Pelican Raoids 123.95 Citv of New York Mills 332.61 Citv of Underwood 267.00 Citv of Henning 740.76 American Familv Insurance 679.08 Denzel's Reo-ional Waste, Inc. 94.66 Otter Tail Power Co. 654.94 Great Plains Gas Co. 26.61 Steve's Sanitation Co. 59.00 New Horizon Ag Service 47.46 Ballard Sanitation 107.92 HomeDeoot 82.27 Tina Stevens 125.00 Networks for Hire 45.63 Mike's Plumbino-and Heatino-625.51 Diana Kugler -Painting 1,320.00 Dailv Journal 84.00 Brendefur Carnet Cleaning 260.19 RTWins. 1,000.00 Clifford/Michelle Henderson -Securitv Deoosit 260.51 Salaries 10,629.32 H:\Users\JEFF\OTC HRA EXPENSES October2013.doc ) y'1/ • A V .. V OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF November, 2013 Bank of the West -Office Rent Lakes Country Service Coon -Health Ins. 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 of New York Mills Citv of Underwood City of Henning American Family Insurance Otter Tail Power Co. Great Plains Gas Co. New Horizon Ag Service Home Depot Mark Gaworski -Accounting Tina Stevens Abby Doman Housing Data Systems - Pine Plaza Appliance Salaries H:\Users\JEFF\OTC HRA EXPENSES November 2013.doc 450.00 2100.00 1050.00 225.00 200.00 400.00 150.00 556.53 51.86 133.34 129.16 449.01 488.00 754.20 679.08 559.97 43.69 125.59 332.13 650.00 125.00 50.00 120.00 75.14 15,894.31 December 19, 2013 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing F enrns Falls SA VIN GS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fenrns Falls Securitv Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHFA-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account H:\UsersVEFF\lNVESTMENT LISTINGS\2013\invest list otc -Dec. 2013.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL .. Money Market $6,602.10 Certificate #210979 Weekly Money $19,820.39 Market Savings Commercial Money $7,037.88 Market $59,763.01 $26,086.21 $18,393.38 $468,657.11 $831.88 I.D. # 41-r518930 INTEREST INTEREST PURCHASE .MATURITY RATE PAID DATE DATE • .05% Maturity Renewed Automatic Deposit 09/19/13 03/19/14 .05% Monthly Account #9312-004634 . .05% Monthly Account #9312015673 . OTTER TAIL COUNTY HRA PUBLIC HOUSING BALANCES TO WRITE OFF DECEMBER 2013 110 10th Ave SW, Pelican Rapids $18.97 106 S Smith, New York Mills $592.62 TOTAL: $611.59 MCPP Usage Report as of 11-30-2013 (Applies to Start Up Program loans Only) Step Up loans-For Informational Purposes Only Committed Committed Allocation Name Allocation Amount Committed loans Committed Amount Funds Available Percentaoe of Usa0 e loans Amount Alexandria $210,287.00 11 $1,447,865.00 ($1,237,578.00) 688.52% 0 $ . Anoka Countv $5,437,084.00 171 $22,790,129.00 ($17,353,045.00) 419.16% 9 $ 1,219,936.00 Barnesville $100,000.00 0 $0.00 $100,000.00 0.00% 0 $ . Becker Countv $533,368.00 6 $806,083.00 ($272,715.00) 151.13% 0 $ . BreckenridRe $100,000.00 3 $226,750.00 ($126,750.00) 226.75% 0 $ . Carver Countv $1,499,095.00 28 $3,721,754.00 ($2,222,659.00) 248.27% 0 $ . Chiooewa Countv $200,717.00 7 $543,718.00 ($343,001.00) 270.89% 0 $ . ChisaRo Countv $877,754.00 13 $1,764,628.00 ($886,874.00) 201.04% 1 $ 125,190.00 Crow Wine Countv $1,021,245.00 8 $823,227.00 $198,018.00 80.61% 0 $ . Dilworth $100,000.00 3 $333,610.00 ($233,610.00) 333.61% 0 $ . Fillmore Countv $339,650.00 5 $255,607.00 $84,043.00 75.26% 0 $ . Freeborn County $507,164.00 2 $143,925.00 $363,239.00 28.38% 0 $ . Fulda $100,000.00 0 $0.00 $100,000.00 0.00% 0 $ . Grant County $100,000.00 2 $153,600.00 ($53,600.00) 153.60% 0 $ . Headwaters ReRional Dev. Commission $1,365,192.00 31 $3,233,263.00 ($1,868,071.00) 236.84% 1 $ 78,551.00 Hennepin County $12,617,031.00 227 $31,966,913.00 ($19,349,882.00) 253.36% 21 $ 3,080,858.00 Houston Countv $308,156.00 1 $73,600.00 $234,556.00 23.88% 1 $ 91,734.00 Janesville $100,000.00 0 $0.00 $100,000.00 0.00% 0 $ Kandiyohi County $685,517.00 29 $3,095,085.00 ($2,409,568.00) 451.50% 5 $ 587,906.00 little Falls $135,596.00 0 $0.00 $135,596.00 0.00% 0 $ . Mcleod Countv $593,899.00 29 $3,202,605.00 ($2,608,706.00) 539.25% 2 $ 292,601.00 Moorhead $626,891.00 13 $1,385,417.00 ($758,526.00) 221.00% 0 $ . Mower Countv $639,342.00 23 $1,998,611.00 ($1,359,269.00) 312.60% 2 $ 187,155.00 North Mankato $218,523.00 5 $601,219.00 ($382,696.00) 275.13% 0 $ . NW MN Multi-Co. HRA $1,399,876.00 12 $1,129,550.00 $270,326.00 80.69% 0 $ . Ortonville $100,000.00 1 $107,250.00 ($7,250.00) 107.25% 0 $ . Otter Tail County $931,694.00 7 $634,242.00 $297,452.00 68.07% ,,. . 0 $ . Owatonna $416,213.00 8 $1,005,490.00 ($589,277.00) 241.58% 0 $ . Ramsey County $3,653,060.00 74 $10,102,341.00 ($6,449,281.00) 276.54% 3 s 564,875.00 Red WinR $267,449.00 0 $0.00 $267,449.00 0.00% 0 $ . Rice Countv $1,053,341.00 8 $908,451.00 $144,890.00 86.24% 1 $ 142,373.00 Scott Cou ntv $2,141,220.00 42 $6,386,462.00 ($4,245,242.00) 298.26% 4 $ 659,993.00 SE MN Multi-Co. HRA $1,671,736.00 5 $507,108.00 $1,164,628.00 30.33% 0 $ . Sherburne Countv $1,337,424.00 23 $3,212,804.00 ($1,875,380.00) 240.22% 2 $ 337,660.00 Saint Cloud $1,068,250.00 9 $869,942.00 $198,308.00 81.44% 0 $ . Saint James $100,000.00 1 $33,150.00 $66,850.00 33.15% 0 $ . Saint Louis County $3,2S7,SSO.OO 52 $5,424,112.00 ($2,166,562.00) 166.51% 4 $ 474,910.00 Stevens Countv $158,676.00 6 $608,940.00 ($450,264.00) 383.76% 1 $ 96,900.00 Swift County $157,504.00 1 $48,367.00 $109,137.00 30.71% 0 $ . Washinl!ton County $3,916,684.00 76 $10,573,819.00 ($6,657,135.00] 269.97% 5 $ 895,455.00 Wells $100,000.00 1 $34,183.00 $65,817.00 34.18% 0 $ . Worthimrton $208,806.00 6 $656,730.00 ($447,924.00) 314.52% 0 s . Wri2ht Countv $2,051,327.00 37 $5,833,305.00 ($3,781,978.00) 284.37% 2 $ 350,019.00 Totals $52,407,321.00 986 $126,643,855.00 241.65% 64 $ 9,186,116.00 Program - OTC Tax Levy -Homeowner (2012) Projects Only TLC Projects Leveraged w/SCDP TOTAL OTC Tax Levy -Homeowner (2013) Projects Only TLC Projects Leveraged w/SCDP TOTAL OTC Tax Levy -Rental (2013) MHF A Deferred Loans -Phase XVII SCDP: Battle Lake (15 homes) SCDP: Battle Lake (7 commercial) SCDP: Parkers Prairie/Deer Creek (8 homes) SCDP: Vergas/Dent (21 homes) SCDP: Vergas/Dent (10 commercial) Otter Tail County HRA Rehabilitation Projects Update December 19, 2013 Applications In Inspected Process 12 0 12 19 Q 19 31 !l 31 13 0 13 14 Q 14 27 !l 27 0 0 0 1 0 1 17 0 17 8 0 8 11 0 11 15 2 13 10 0 10 Bidding Proceed Complete Issued 0 1 11 Q 1 15 !l ~ 26. 0 3 10 Q 2 ~ fr, 12. 15. 0 0 0 1 0 0 0 4 13 0 4 4 0 5 6 4 4 5 6 3 1 HUB: FO Code: 5HMIN 5KPH 140 140 140 140 140 140 140 140 140 140 140 140 1,680 NRA Balance as of 1/1/2013: ABAYTD: HAP Expeni!itures YTD: Remaining NRA YTD: CY Eligibility: Remaining CY Eligibility: CY Months Remaining: 142 141 140 141 141 138 134 '131 124 120 116 114 1,58 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: OTTER TAIL COUNTY HRA HA Num: MN008 101.43% $35,414 100.71% $35,414 100.00% $35,414 100.71% $38,526 100.71% $33,346. 98.57% $33,346 95.71% $33,48'7 93.57% $43,952 88.57% $33,4&7 85.71% $31,164 82.86% $31,164 $31,163 94.17° 0 $415,877 fS<J't> $19,130 $415,877 $426,604 $8,403 $38,701 $272.54 $39,086 110.37% $277.21 $38,367 108.34% $274.05 $39,153 101.63% $277.68 $39,288 117.82% $278.64 $38,527 115.54% $279.18 $36,761 109.79% $274.38 $33,395 75.98% $254.92 $32,4~ 96.93% $261.76 $31,144 99.94% $259.53 $29,423 $253.65 . $30,295 $265.75 $426,60 $269.66 '7<f-% $415,877 Including 12 months of NRA -$10,727 $8,403 0 0 0 1,680 1,582 -40 31 Minimum of Available or Supportable Monthly: SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM OCTOBER & NOVEMBER, 2013 AnnualRecerts 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 I/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 19 13 1/0ct. 1/Nov. 2 0 0 7 3 1 185 22 9/11 0 4 11/$5132 0 1 100% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units October 2013 Rents Payable $2,535.00 Rents Collected $2,521.00 Negative Rent -$ 717.00 Late Fees Charged $ 50.00 Late Fees Collected $ 50.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: New York Mills-4 bedroom vacated on 9-30-13 reoccupied on 10-18-13 Waiting List 2 Bedroom 28 3 Bedroom 18 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 2013 Rents Payable $3,056.00 Rents Collected $3,066.00 Negative Rent -$ 717.00 Late Fees Charged $ 50.00 Late Fees Collected $ 50.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: Waiting List 2Bedroom 23 3 Bedroom 16 4 Bedroom 5 OTTER TAJL COUNTY FAMILY PUBLIC HOUSING (with $25 increase in flat rent) 2014 Flat Rent + Utility Allowance = Ceiling Rent -payment standard = difference between Payment standard & our ceiling rent Underwood 3 bedroom units Underwood 4 bedroom unit $425.oo + $390.00 = $815.oo-$819.€ct;.o;:_) $425.00 + $481.00 = $906.00 -$842.0 (no change in Underwood) Pelican Rapids 3 bedroom units $525.00 + $213.00 = $738.00 -$819.00 = ($81.00) New York Mills 3 bedroom duplex units $525.00 + $213.00 = $738.00 -$819.00 = ($81.00) New York Mills 3 bedroom rambler $525.00 + $220.00 = $745.00 -$819.00 = ($74.00) New York Mills 4 bedroom unit $550.00 + $256.00 = $806.00 -$842.00 = ($36.00) Henning 3 bedroom duplex units $525.00 + $213.00 = $738.00 -$819.00 = ($81.00) Henning 3 bedroom rambler $525.00 + $220.00 = $745.00 -$819.00 = ($74.00) Henning 4 bedroom unit $550.00 + $256.00 = $806.00 -$842.00 = ($36.00) Otter Tail County Payment Standards: 3 Bedroom $819.00 4 Bedroom $842.00 (effective February 1, 2014 at Recertification for all present tenants and immediately for all new tenants) Flat Rents and Utility Allowance OTTERTAIL COUNTY FAMILY PUBLIC HOUSING (with no increase in flat rent) 2014 Flat Rent + Utility Allowance = Ceiling Rent -payment standard = difference Payment standard & our ceiling rent Underwood 3 bedroom units $425.00 + $390.00 = $81 5.00 -$8 19.00 = ($4.00) Underwood 4 bedroom unit $425.00 + $48 1.00 = $906.00 -$842.00 = $64.00 Pelican Rapids 3 bedroom units $500.00 + $213.00 = $713.00 -$819.00 = ($106.00) New York Mills 3 bedroom duplex units $500.00 + $213.00 = $713.00 -$819.00 = ($106.00) New York Mill s 3 bedroom rambler $500.00 + $220.00 = $720.00 -$819.00 = ($99.00) New York Mills 4 bedroom unit $525.00 + $256.00 = $78 1.00 -$842.00 = ($61 .00) Henning 3 bedroom duplex units $500.00 + $2 13.00 = $713.00 -$8 19.00 = ($106.00) Henning 3 bedroom rambler $500.00 + $220.00 = $720.00 -$819.00 = ($99.00) Henning 4 bedroom unit $525.00 + $256.00 = $781.00 -$842.00 = ($6 1.00) Otter Tail County Payment Standards: 3 Bedroom $819.00 4 Bedroom $842.00