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Housing & Redevelopment Authority - HRA Support Documents 2014 Supporting Documents
0 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: SUBJEC T: ENCLOSURE MEMO Board of Directors, Otter Tail County 1-1 RA Jeffrey Gaffaney, Executive Director February 13,20 14 Meeting to be held Thursday, Feb ru ary 20, 20 14 at 10:00 a.m. at the 1-1 RA Office, 11 51 Friberg Ave., Fergus Falls, 1 , 56537 Regular Minutes of December 19th Meeting AGE DA I. Chairperson -Call Meeting to Order 2. Approval of Minutes 3. Executive Direc tor A. 2()-1 4 Annual 1-1 RA Appointments and Des ignati ons \.{Vli/014 HRA Board Orficers MO 14 1-1 RA Legal Pub I ications 014 I-I RA Depository (Banks) 4'1 014 I-IRA Board Member Per Dierns rf./ 20 14 I-IRA Mi leage Reimburseme nt Rate . 20 14 1-1 RA Proposed Meeting Schedule C. I stment Listing D. 14 Capital Fund Update E. 0 14 M HFA MN Cities Participation Program 4. Rc~ilitation Co.ordinator -Sue Bjorklund A. C Tax Levy Update A. FA Update B.~I I Battle Lake SCDP C."'20 I Deer Creek/Parkers Prairie SCDP D. 012 Vergas/Den t SCDP 5. Housing Admini trator -M ary Jo Schwarz A. Section 8 Update 6. I-lousing Manager -Pam Minten A. Public Housing Update PLEASE CALL I F YOU ARE UNA BLE TO ATTEND! Providing Housing Opportunities 11:\Us~rs\Jl:l·FI/\GE DA-OTC 2-13-14.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on December 19, 2013 at 10:02 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Robert Bigwood, Vice Chairperson Janice Palan, Secretary Robert Maki Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Ben Heikes Pam Minten Mary Jo Schwarz Sue Bjorklund ABSENT Scott Rocholl, Chairperson Kim Scheer Robert Bigwood, Vice Chairperson opened the regular meeting. A motion was made and seconded to approve the minutes from the October 17, 2013, meeting. Ml Bob Maki S/ Hazel Hovde Jeff reviewed the administrative expenses,for the months of October, 2013 and November, 2013. A motion was made and seconded with all ayes to approve the expenses. Ml Janice Palan S/ Hazel Hovde The Investment Listing was reviewed with only changes in the balances of the checking and savings . accounts. Jeff reported on the 2013 Capital Fund Program update: Jeff deposited 100% of the 2013 money into general operations for the Otter Tail County Public Housing. Closing documents have been sent to HUD for the 2013 program. Jeff presented the Public Housing Accounts Receivables and requested a total of $611.59 be written off. A short discussion ensued. It was noted that although the Board is approving the write off, the amount owed by past tenants will be turned into Revenue Recapture. Ml Bob Maki· S/ Janice Palan Jeff reported tlmt the 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, MHF A Rehab Programs and Otter Tail County Tax Levy Program. • Section 8: the only change is to extend the performance date from January 1, 2014 through December 31, 2014. Ml Hazel Hovde S/BobMaki Public Housing: the only change is to extend the performance date from January 1, 2014 through December 31, 2014. Ml Bob Maki S/ Janice Palan H:\Users\Kim\Minutes\2013 minutes\minutes -otc december 2013.doc MHFA Rehab Program: the only change is to extend the performance date from January 1, 2014 through December 31, 2014. Ml Hazel Hovde S/Bob Maki OTC Tax Levy Program: the only change is to extend the performance date from January 1, 2014 through December 31, 2014. Ml Hazel Hovde S/Bob Maki Jeff reported on the Minnesota Housing Finance Agency Minnesota Cities Participation Program for 2013. Otter Tail County used approximately 68% of the allocation. Jeff noted that the banks access these funds directly through Minnesota Housing Finance Agency. Our agency simply requests the allocation for Otter Tail County. A short discussion ensued. It was noted that this program is for single family home purchases. The new 2014 program will start around April 1, 2014 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: 12 applications have been received, 12 have been inspected, 1 is in progress and 11 are complete. Projects leveraged with SCDP: 19 applications have been received, 19 have been inspected, 4 are in progress and 15 are complete. A total of the projects are: 31 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: 13 applications have been received, 13 have been inspected, 3 are in progress and 10 are complete. Projects leveraged with SCDP: 14 applications have been received, 14 has been inspected, 9 are in progress and 5 are complete. A total of the projects are: 27 applications have been received, 27 have been inspected, 2 are bidding, 12 are in progress and 15 are complete. 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. Sue Bjorklund, Rehab Coordinator, reported on the Funding for the MHFA Deferred Loan Program. The program st~ed October 1. Funds are now available for Phase xvr: 1 application has been received and is bidding. Battle Lake SCDP Program: 17 homeowner applications have been received, 17 have been inspected, 0 are in process, none are bidding, 4 are in progress and 13 have been completed. 8 commercial applications have been received, 8 have been inspected, 0 are in process, 4 are in progress and 4 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, 5 are in progress and 6 have been completed. Vergas/Dent SCDP Homeowner Program: 15 homeowner applications have been received, 2 are in process, 13 have been inspected, 4 are bidding, 4 are in progress and 5 are complete. 10 commercial applications have been received, 0 is in process, 10 have been inspected, 6 are bidding, 3 are in progress and 1 has been completed. H:\Users\Kim\Minutes\2013 minutes\minutes -otc december 2013.doc 2 \ Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month ofNovember 2013. There were 116 leased and HAPS totaling $31,164.00. In December 2013 there were 114 leased and HAPS totaling $31,163.00. There were 22 vouchers issued, and 11 applications in progress. There were 19 annual re-certifications and 13 interims in October and November. .Seven families ended participation and there was 1 new admission. There are 185 families on the waiting list, and $5,132.00 was paid for 11 ports out and the ELI percentage was 100%. Mary Jo noted that her prepared report shows the financial information for the year 2013, The reserve fund was used to cover the shortage of HAP funds and obligated rental assistance. Pam Minten, reported that rents payable for Public Housing for October were $2,535.00 and $2,521.00 was collected. Negative rents were $717.00; Late fees of $50 were charged, $50 was collected and. no outstanding charges. The ELI percentage was 100%. There was a 4 bedroom vacancy in New York Mills on September 30tlt and was re-occupied on October 18th. There are 28 applicants on the 2-bedroom public housing waiting list, 18 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. The November rents owed totaled $3,056.00 and $3,066.00 was collected. Negative rents were $717.00. There was $50.00 in late fees charged. and $50.00 collected, leaving no other outstanding charges. The ELI percentage was lb0%. There were no vacancies. There were 23 applicants on the 2-bedroom public housing waiting list, 16 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. Pam requested approval to increase the flat rent by $25 per month for all units except for Underwood. Ml Janice Palan S/ Hazel Hovde There being no further business, a motion was made to adjourn the meeting. Ml Bob Maki S/ Hazel Hovde Janice Palan, Secretary Date H:\Users\Kim\Minutes\2013 minutes\minutes • otc december 2013.doc 3 0 NI.Mt.MOl>SlNO OPPOATUNtTY 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 2014 Appointments & Designations I. HRA Board Officers: Chairperson Sco-t+- Vice Chairperson ~06 -Secretary ___jc;.....,.:;-,,L-- 2. Legal Publication: h .. "~1 -Jt,(d 3. Depository: (Banks) 5_., Cvt ..-.-41 Sl:;t ~~ 4. HRA Board Member Per Diems: 11 Amount/Meeting $ too~ oo 5. Current IRS Mileage Rate $ I'~ I f\tl ~k:- ( 6. Pronosed HRA Meeting Schedule: l\f>?"t)~ ~ See Attachment U:1UmslJl1i;:1'10TC boa,d 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. • 2014 Standard Mileage Rates . f.ilIRS NeWS Essentlals • ll>lllll:,_lJJ1 • News Releases •·IRS· The Basics IRS Guidance MEldia· C!'lnfacts Facts & Figures Probleni Alerts Around the Nation e-News Subsgip)ions The Newsroom Topics Multimedia Center Noticias en Espa/'io! Radio PSAs ~ The Tax Gap 2013 fact Sheets IRSJaxTjps Armed forces Latest News Home 2014 Standard Mileage Rates IR-2013-95, Dec. 6, 2013 WASHINGTON -The Internal Revenue Servic8 to_d3y Issued the 2014 optional standard mileage rates used to calculate the deduclib!e costs of operating Sn autoinobila for business, charitable, medical or moving purposes. Beginning on jan. 1, 2014, the standard mllaaga rates for the use· of a car (also vans, pickups or panel trucks) will be: 56 cents per mtle for business mlles driven • 23.5 cen!S per mile driven for.mediCSI or moving purposes • 14 cents.per ml!e driven In service of charitable organizations The business, medical, and moving expense rates decrease one-half cent from the 2013 rates. The charitable raie Is base~ on statute. - The standard m!leage rate for'bus!ness Is based on an anriual study of the fixed and.variable Costs of operating an automob!le. The rate for medical and moving purposes is based on the varlable costs, Taxpayers always hava the dption of calculating the actu.il costs of using their vehicle rather than using the st3ndard mileage rales. A taxpayer may not use the businBss standard mileage rate for a vehicle after using any depreciation method under the Modified Accelerated Cost Recovery System (MAC RS) or anar 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 ottier requirements for a taxpayer to use a standard mileage rate to calculate the amount of.a deductible business, moving, medical, or charitable 8XP,ense are in Rev. Proc. 2010-51. Notice 2013::§0 contains the standard mileage rates, the amount a taxpayer must use in calculating reductions to basis for depreciation taken undBr Iha businO:ss standard mileag8 rate,,and Iha • maximum standard aulomobl!a cost that a tax"payar may us_e in computing the allowance under a fixed and variable rate plan. follow tbe IRS on New Media Subscribe to IRS Newswire Page Last Reviewed or Updated: 06-Deo-2013 Page 1 of 1 http://www.irs.gov/2014-Standard-Mileage-Rates-for-Business,-Medical-and-Moving-Anno... 1/7/2014 Otter Tail County HRA 2014 Scheduled Board Meetings February 20th, 2014 April 17th, 2014 June 19 th, 2014 August 21 th, 2014 October 16th, 2014 December 18th, 2014 11:\Uscrs\JEFF\otc scheduled meetings.doc 10:00 A.M. 10:00 A.M. 10:00 A.M. 10:00 A.M. 10:00 A.M. 10:00 A.M. OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF DECEMBER, 2013 Bank of the West-Office Rent $ Citv 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 $ 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 $ 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 $ Housing Data Systems -Annual License $ MNNAHRO $ Wohlwend Construction $ Networks For Hire $ Mike's Plumbing $ Bjorn's Hating and NC $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES Dec 2013 450.00 1,850.00 950.00 225.00 200.00 400.00 150.00 472.34 47.09 148.03 110.85 88.25 122.15 60.00 127.25 597.30 255.00 690.95 790.50 84.78 519.22 90.45 36.00 212.11 349.80 100.00 1,500.00 200.00 1,178.26 100.00 116.00 207.00 10,563.38 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JANUARY, 2014 Bank of the West -Office Rent $ Lakes Countrv Service Cooo -Health Ins. $ Security Benefit -Retirement . $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit.Association $ Allv -Vehicle Lease $ Ben Heikes -Mileaire $ J effrev Gaffanev -Mileacre $ Marv Jo Schwarz-Mileage $ Citv of Pelican Raoids . $ . 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. $ New Horizon Ag Service $ Ballard Sanitation $ Tina Stevens $ Culligan Water Co. $ Brendefur Carpet Cleaning $ Pine Plaza Appliance $ Dean's Appliance & Refrigeration .. $ Bjorn's Heating and NC $ Pelican Plumbing Co. $ < ' Salaries $ H:\Users\JEFFIOTC HRA EXPENSES 450.00 2,100.00 1,050.00 225.00 200.00 400.00 ' 150.00. 260.46 43.17 145.04 126.42 639.87 255.00 521.74 790.50 94.66 701.05 106.95 56.80 36.00 817.86. . 107.92 50.00 47.54 74.81 48.30 224.69 180.00 85.00 10,997.08 From:' Sent: To: Subject: Expires: ,, • Laura·•, ' , ., ' . FFH~A [ffhra@prtel.com] Thursday, January'02, 2014 11:10 AM 'Bolstad, Laura (MHFA)' . ·,. · - ' RE: 2'D14 MCPP Application Period Nciw.Operi! • Friday, M.i:t62; 2014 12:00 AM In respon§e to y~ur emali regarding the 2014 Miff A MCPF' piogram the Otter Tail County BRA, Fergus Falls, MN is interested and wrllapplyfor funding as it becomes available in 2014. • Please advise me as to any additiortalrequirements/irifoimation that may be needed. • • Thank Y?]i•. Jeffrey Gaffaney Executive'Director From: Bolstad, Laura (MHFA) [mailto:Laura.Bolstad@state.mn.us] Sent: Thursday, January 02, 2014 8:16 AM To: Ajasa, Sandy (MHFA) , . .· Cc: Pohlman, Devon (MHFA); Akinola, Christina (MHFA); Luna, Ed (MHFA); Erickson, Heidi K (MHFA) Subject: 2014 MCPP Application Period Now Open! • Good morning, I'm happy to announce the application period for the 2014 Minnesota Participating Cities Program (MCPP) is now open! To participate in the 2014 program year, please email me between now and s·:oo p.m. on the 15th letting me know that your community would like to participate in MCPP .:igain in 2014. Your email will serve as your application. If your community needs board or council approval to participate and your board or council does not meet until after the January 2-15 application period has ended, please email me by January 15th indicating your interest inthe program and that you will notify us at a later date when you receive your board or council approval.. Please let me know if yo_u have any questions. I will be out of the office January 13-20, but I will have access to my email. / look forward to hearing from you. Happy New Year! Sincerely, Laura Bolstad I Program Manager I Minnesota Housing I 400 Sibley Street, Suite 300 I Saint Paul, MN 55101 651.296.6346 J 800.7:1.0.8871 I tty:65:1..297.2361 I www.mnhousing.gov Minnesota Housing finances affdfdable housing for low-and moderate-income households while fostering strong communities. [Please cohsid~r the ~nvironm8nt before p/'Jntlng this e-mail.] • ,1 MCPP Usage Report as of 11-30-2013 (Applies to Start Up Program loans Only) Step Up loans-For Informational Purposes Only .. 0Qmmitted Committed Allocation Name Allocation Amount Committed loans Committed Amount Funds Ava1Iable Percental!e of Usa"e· loans ·• Amount .. Alexandria $210,287.00 11 $1,447,865.00 ($1,237,578.00) 688.52% 0 $ . Anoka County $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 County $533,368.00 6 $806,083.00 ($272,715.00) 151.13% 0 $ . Breckenridl!e $100,000.00 3 $226,750.00 ($126,750.00) 226.75% 0 $ . Carver County $1,499,095.00 28 $3,721,754.00 ($2,222,659.00) 248.27% 0 $ Chippewa County $200,717.00 7 $543,718.00 ($343,001.00} 270.89% 0 $ . Chisago County $877,754.00 13 $1,764,628.00 ($886,874.00} 201.04% 1 $ 125,190.00 Crow Wini! County $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 County $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 County $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 County $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 County $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 $ 564,875.00 Red Wing $267,449.00 0 $0.00 $267,449.00 0.00% 0 $ . Rice County $1,053,341.00 8 $908,451.00 $144,890.00 86.24% 1 $ 142,373.00 Scott Countv $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 County $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 $3,257,550.00 52 $5,424,112.00 ($2,166,562.00) 166.51% 4 $ 474,910.00 Stevens County $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 $ . Washinitton Countv $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 $ . Worthington $208,806.00 6 $656,730.00 {$447,924.00 314.52% 0 $ . WriRht County $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 $ 9,1'86,116.00 Program OTC Tax Levy-Homeowner (2012) Only TLC Projects Leveraged W/SCDP Projects TOTAL2012 OTC Tax Levy-Homeowner (2013) Only TLC Projects Leveraged w/SCDP Projects TOTAL2013 OTC Tax Levy-Rental (2013) MHFA 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 February 20, 2014 In Applications Process Inspected 12 0 12 20 0 20 32 0 32 13 0 13 14 0 14 27 ·o 27 0 0 0 1 0 1 17 0 17 8 0 8 11 0 11 14 1 13 10 0 10 Proceed Bidding Issued Complete 0 0 12 0 4 16 0 4 28 0 1 12 0 4 10 0 5 22 0 0 0 $27,000 I 1 0 0 "Soft" committed - 0 0 17 0 0 8 - 0 0 li 3 5 5 4 5 1 HUB: FO Code: ,; ., Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 YTD Y E 2013 5HMTN 5KPH UMA 140 140 140 140 140 140 140 140 140 140 140 140 1,680 1680 NRA Balance as of 1/1/2014: ABA YTD: HAP Expenditures YTD: Remaining NRA YTD: Cash/Investment Estimated HUD-Held Reserve UML I 18 118 1582 OTTER TAIL COUNTY HRA HA Num: MN 177 Leasin2 o/o 84.29% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 94.17 _, $8,326 $35,233 $30,267 $13,292 $61,803 $0 -ABA $35,233 $35,233 415,877 BA HAP Utilization PUC $30,267 85.91% $256.50 $30,267 85.91% $256.50 426,604 102.58 269.66 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM DECEMBER, 2013 & JANUARY, 2014 AnnualRecerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-Out/Billed Ports-Out/ Absorbed Ports Out/End Participation End Participation Shop Mode/ARS New Admissions Waiting ListfTo Date Vouchers Issued Applications I/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 19 12 0 0 '' 3: 1 0 4 5 9 84 18 19 0 2 -Dec.-10/$4658; Jan.-12/$5277 0 -1 ~ CE 2013 -8±io· Jan.-57% Notification of Change to Two (2) Questions on Application for Admission/Recertification Current Question: "Have you ever been charged, arrested, or convicted of any illegal drug activity?" Change: "In the last 12 months, has anyone in the household been charged, arrested, or convicted of any illegal drug activity?" Current Question: "Have you~ been charged, arrested, or convicted of criminal activity that has as one of its elements the use, attempted use, or threatened use of physical force against a person or property of another?" Change: "In the last 12 months, has ,anyone in the household been charged, arrested, or convicted of criminal activity that has as one of its elements the use, attempted use, or threatened use of physical force against a person or property of another?" The change in these questions does not require, a change in policy. All applicants and participants are expected to answer these questions truthfully and supply information that is true and complete. Our current policy, and the policy that will remain in place is: that failure to disclose the described activity will result in applicants being denied admission and ineligible to reapply for a twelve (12) month period, an~articipants will be terminated from the program and ineligible for a twelve (12) month period o ime, dating back to the date of the denial/termination. Cu ,,-r.-k OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units December 2013 Rents Payable $3,000.00 Rents Collected $2,990.00 Negative Rent -$ 961.00 Late Fees Charged $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% No vacancies Waiting List 2 Bedroom 21 3 Bedroom 23 4Bedroom 6 H:\Users\Pam\Board Reports\OT County-Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units January 2014 Rents Payable $3,000.00 Rents Collected $3,975.00 Negative Rent -$ 961.00 Late Fees Charged $ 50.00 Late Fees Collected $ 50.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% No vacancies Waiting List 2 Bedroom 25 3 Bedroom 27 4 Bedroom 7 0 EOUAf.,/!OlJ\;INO ,, 0P?<J_RTU~ITY HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falis/Otter Tan County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.fer9usfallshra.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 CountyHRA Jeffrey Gaffaney, Executive Director April 10, 2014 Meeting to be held Thursday, April 17, 2014 at 10:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Falls, MN, 56537 Regular Minutes of February 20, 2014 Meeting AGENDA l .yairperson -Call Meeting to Order 2. Approval of Minutes 3. Ex(~eo(Jive Director A✓Aidministration Expenses -February and March 2014 B.iestment Listing . C. 14 Capital Fund Program -Resolution No. 103 D. RA Fiscal Audit-m "', ,;27-2-Y 4. R~~1taiion Coordinator -Sue Bjorklund A. FA Update B. 012 Vergas/Dent SCDP 5. Reh~"itation Specialist-Mikel Olson A:..-OTC Tax Levy Update 6. Hou"~ Administrator -Mary Jo Schwarz A~~'~fion 8 Update 7. Hou"Lg Manager -Pam Minten A.'1~b1lic Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! =============== Providing Housing Opportunities ===H=''=us~er~s\J=E=FF=IA~G=E=N=DA=·=OT=C=0=4-=IO=·=l4=.do=c= '--. The Otter Tail County HRA Board of Commissioners met in a regular meeting on, February 20, 20 I 4 at 10:10 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN. 56537 MEMBERS PRESENT Robert Bigwood, Vice Chairperson Scott Rocholl, Chairperson Robert Maki Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Gail Laugen Pam Minten Mary Jo Schwarz Scott Rocholl, Chairperson opened the regular meeting. ABSENT Kim Scheer Janice Palan, Secretary Sue Bjorklund A motion was made and seconded to approve the minutes from the December 19, 2013, meeting. M/Bob S/Hazel Jeff stated the.first meeting in February is designated as the HRA's annual meeting. Jeff asked the board to review the current officers and designations for the upcoming year 2014. . A motion was made and seconded with all ayes that all officers remain that same for the year 2014. Scott Rocholl remains as Chairperson, Robert Bigwood remains as Vice. Chairperson, and Janice Palan remains as Secretary. MIB S/Hazel A motion was made and seconded with all ayes that the Fergus Falls Daily Journal remains the legal publication for the year 2014. M/Rob S/Hazel A motion was made and seconded with all ayes to designate Security State Bank of Fergus Falls for depositories for the year 20 I 4. M/Rob S/Hazel Per diems for the HRA board members are paid at maximum of $60.00 per meeting, according to State Statute. A motion was made and seconded with all ayes that the per diems remain at $60.00 for the year 2014 and that the mileage reimbursement as approved by the IRS at $.56 per mile for 2014. M/Rob S/Bob 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 2014. All meeting times are at I 0:00 a.m. M/Hazel S/Bob Jeff reviewed the administrative expenses for the months of December 2013 and January 2014. The increase in the price of propane was noted. A motion was made and seconded with all ayes to approve the expenses. Pam reported that she has encouraged her Public Housing tenants to apply for energy assistance, with the rising cost of LP gas charges. M/Hazel S/Rob H:\Users\Kim\Minutes\2014 minutes\minutes -otc februmy 2014.doc The Investment Listing was reviewed and the only changes were in the balances in the checking and savings accounts. On January 2, 2014 Jeff received an email announcing that the application period for the 2014 MHFA Minnesota Cities Participation Program was open. Responding to the email serves as an application and Jeff responded to the email stating that we are interested in applying for funds for 2014. The anticipated time of notification should be in April 2014. Jeff told the board that Ben Heikes has left the position of Rehabilitation Specialist. Interviews for that position have been held and the job has been offered to an applicant who is expected to respond by the end of the day today. In Sue Bjorklund's absence Jeff reported the Otter Tail County Homeowner Tax Levy 2012 program update. He provided a breakdown of the TLC and Leveraged Projects for this program as well. TLC projects only: Twelve applications have been received, none are in process, 12 have been inspected, none are bidding, and 12 are complete. Projects leveraged with SCDP: Twenty applications have been received, zero has been inspected, 20 have been inspected, none are bidding, four are in progress and sixteen are complete. A total of the projects are: Thirty two applications have been received, 32 have been inspected, none are bidding, 4 are in progress and 28 are complete. Otter Tail County Homeowner Tax Levy 20.13 program update. TLC projects only: Thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, one is in progress and 12 are complete. Projects leveraged with SCDP: Fourteen applications have been received, zero has been inspected, 14 have been inspected, none are bidding, four are in progress and ten are complete. A total of the projects are: Twenty-seven applications have been received, 27 have been inspected, none are bidding, 5 are in progress and 22 are complete. Otter Tail County Tax Levy 2013 Rental Program received O applications, 0 are in process, 0 inspected, 0 bidding, 0 in progress and none have been completed. Regarding the funding update for the MHFA Defen·ed Loan Program: one application has been submitted, one has been inspected and one is bidding. Battle Lake SCDP Program: 17 homeowner applications have been received, 0 are in process, 17 have been inspected, 0 are bidding, 0 are in progress and 17 have been completed. 8 commercial applications have been received, 0 are in process, 8 have been inspected, 0 is bidding, 0 are in progress and 8 have been completed. Parkers Prairie/Deer Creek Small Cities Program: 1 1 applications have been received, 0 is in process, 11 have been inspected, 0 are bidding, 0 are in progress and 11 have been completed. Vergas/Dent SCDP Homeowner Program: 14 homeowner applications have been received, 1 are in process, 13 have been inspected, 3 are bidding, 5 are in progress and 5 are complete. Ten commercial applications have been received, 0 is in process, 10 have been inspected, 4 are bidding, 5 are in progress and 1 has been completed. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of December 2013. There were 114 leased and HAPS totaling $30,295.00. In January 2014 there were 118 leased and HAPS totaling $ 30,267.00. There were 18 vouchers issued, and 19 applications are in progress. There were 19 annual recertifications and 12 interims in December and January. Four families H:\Users\Kim\Minutes\2014 minutcs\minutes -oic february 2014.doc 2 ended participation and there were 9 new admissions. There are 84 families on the waiting list. In December $4,658.00 was paid for JO ports out and in January $5,277.00 was paid for 12 ports out. The ELI percentage for December was 89 % and for January it was 57%. Mary Jo reported on two changes on the Section 8 application for Admission/Recertification. The following are the changes: 1. Current Question: "Have you ever been charged, arrested, of.convicted of any illegal drug activity?" Change: "In the last 12 months, has anyone in the household been charged, arrested, of convicted of any illegal drug activity?" 2. Current Question: "Have you ever been charged, arrested, or convicted of criminal activity that has as one of its elements the use, attempted use, or threatened use of physical force against a person or property of another?" Change: "In the last 12 months has anyone in the household been charged, arrested, or convicted of criminal activity that has as one of its elements the use, attempted use, or threatened use of physical force against a person or property of another?" The change in these questions does not require a change in policy. All applicants and participants are expected to answer these questions truthfully and supply information that is true and complete. Our current policy and the policy that will remain in place is: that failure to disclose the described activity will result in applicants being denied admission and ineligible to reapply for a twelve (12) month period, and participants will be terminated from the program and ineligible for a twelve ( 12) month period of time dating back to the date of the denial/termination. There was a discussion regarding the lack of affordable housing in Fergus Falls and Otter Tail County. Pam Minten, reported that rents payable for Public Housing for December were $3,000.00 and $2,990.00 was collected. Negative rent was reportedly -$961.00. 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 21 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. The January rents owed totaled $3,000.00 and $3,975.00 was collected. Negative rent is reportedly - $961.00. There was $50.00 in late fees charged and $50.00 collected·, leaving no outstanding charges. The ELI percentage was I 00%. There are no vacancies. There were 25 applicants on the 2-bedroom public housing waiting list, 27 applicants on the 3-bedroom waiting list and 7 on the 4-bedroom waiting list. Pam reported that inspections of the Public Housing units are scheduled for next week. There being no further business, a motion was made to adjourn the meeting. M/Rob S/Bob Janice Palan, Secretary Date H:\Users\Kim\Minutes\2014 minutes\minutes -otc february 2014.doc 3 --------------------------------------\ \ . -~-. ) OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF FEBRUARY , 2014 Bank of the West-Office Rent $ Lakes Countrv Service Coon -Health Insurance $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Allv -Vehicle Lease $ Jeffrev Gaffanev-Mileaire $ Marv Jo Schwarz -Mileaire $ Scott Rocholl -Per Diem $ Janice Palan-Per Diem $ Hazel Hovde -Per Diem $ Robert Maki -Per Diem $ Robert Big:wood -Per Diem $ Citv of Pelican Ranids $ 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 $ Ballard Sanitation Home Depot Abacus Plus Services, Inc. -$ N.F. Field Abstract $ RHR $ Brog:ard Plumbing: $ Housing Data Systems $ RTW $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES 450.00 2,100.00 1,200.00 225:00 200.00 400.00 150.00 47.81 141.68 73.44 109.95 88.00 121.60 60.00 124.29 770.60 291.00 558.58 790.50 84.78 425.97 200.11 805.40 110.00 595.00 59.00 30.00 120.00 500.00 11,348.00 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF MARCH, 2014 Bank of the West-Office Rent $ Lakes Countrv Service Coop -Health Insurance $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Allv -Vehicle Lease $ Mikel Olson~ Mileage $ Jeffrev Gaffanev-Mileage $ M'lrv 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 Ran ids $ 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 $ Ballard Sanitation $ Home Depot $ Sue Bjorklund -Mileage $ Otter Tail Co. Treasurer -Solid Waste Fees $ N. F. Field Abstract Co. $ RHR $ Mark Gaworski -Accounting Fees $ Bjorn's Htg/AC $ Salaries $ H:\Users\GAIL\OTC HRA EXPENSES Mar 2014 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 77.84 51.37 156.80 123.00 752.89 375.00 846.95 790.50 84.78 726.16 229.70 36.00 213.75 868.98 107.92 218.23 49.34 1,215.04 310.00 46.00 2,025.00 90.99 7,976.33 April 17, 2014 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fenrns 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 3ection 8 Existing NOW Account ::>ublic Housing NOW Account \1HFA-Loan Account NOW Account )tter Tail County Tax Levy NOW Account vlHFA-HOME Account NOW Account ::\UsersVEFF\INVESTMENT LISTJNGS\2014\invest list otc-April 2014.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,603.74 Certificate #210979 Weekly Money $19,823.67 Market Savings Commercial Money $7,039.05 Market $70,540.56 $30,436.69 $18,291.75 $410,856.20 $831.92 INTEREST RATE .05% .05% .05% LD. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Deposit 03/19/14 09/19/14 Monthly Account #9312-004634 Monthly Account ' #9312015673 RESOLUTION NO. 103 WHEREAS, the Board of Commissioners of the Housing and Redevelopment Authority of Otter Tail County, Minnesota (hereinafter referred to as OTC HRA) has reviewed the proposed 2014 Capital Fund Program Budget and the 2014-2018 Five Year Action Plan; NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of the OTC HRA that the 2014 Capital Fund Program Budget and the 2014-2018 Five-Year Action Plan be and hereby are adopted. Scott E. Rocholl, Chairperson -------~--------------.. --------------· ---------./J-E~elzf=~---- Janice Palan, Secretary· April 17, 2014 2014 Capital Fund Capital Fund Program (CFP) Amendment To The Consolidated Annual Contributions Contract (form HUD-53012) U.S. Department of Housing and Urban Development Office of Public and Indian Housing Whereas, (Public Housing Authority) Otter Tall County HRA MN177 (herein called the "PHN) and the United States of America, Secretary of Housing and Urban Development (herein called "HUD") entered Into Conso!ldated Annual Contributions Contract(s) ACC(s) Numbers(s) C-4109 dated 817/1981 Whereas, HUD has agreed to provide CFP assistance, upon execution of this Amendment, to the PHA In the amount to be specified below fo,r the purpose of assisting the PHA In carrying out development, capital and management activities at existing public housing projects In order to ensure that such projects continue to be available to serve low-Income families. HUD reserves the right to provide additional CFP assistance in this FY to the PHA. HUD will provide a revised ACC Amendment authorizing such additional am~unts. $ $19,528.00 for Fiscal Year 2014.to be referred to under Capital Fund .Grant Number MN46P17750114 PHA Tax Identification Number (TIN): On File DUNS Number: On FIie Whereas, HUD and the PHA are entering into tile CFP Amendment Number ___ 2_2 _______________ ~ Now Therefore, the ACC(s) Is (are) amendild as follows: 1. The ACC(s) is (are) amended to provide CFP assistance in the amount specified above for development, capital and management activities of PHA projects. This CFP Amendment Is a part of the ACC(s). 2. The PHA ·must carry out all development, capital and management activities In accordance with the United States Housing Act of 1937 (the Act), 24 CFR Part 905 (the Capital Fund Final ru!e) published at 78 Fed. Reg. 63748 (October 24, 2013), as well as other applicable HUD requirements. 3. The PHA has a HUD-approved Capital Fund Five Year Action Plan and has complied with the requirements for reporting on open grants through the Performance and Evaluation Report. The PHA muS1 comply with 24 CFR 905,3D_O of the Capital Fund Final rule regarding amendment of the Five Year Action Plan where the PHA proposes a Significant Amendment the Capital Fund Five Year Action Plan. 4. For cases where HUD has approved a Capital Fund Financing Amendment to the ACC, HUD will deduct the payment for amortization scheduled payments from the grant immediately on the effective date of this CFP Amendment. The payment of CFP funds due per the amortization scheduled will be made directly to a designated trustee within 3 days of the due date. 5. Unless otheiwise provided, the 24 r,;onth time period ill which the PHA must obligate this CFP assistance pursuant to section 9(j)(1) of the Act and 48 month time period in which the PHA must expend this CFP assistance pursuant to section 9W(5) of the Act starts with the effective dale 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 dale. 6. Subject to the provisions of the ACC(s) and paragraph 3, and to assist in development, 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. 7. The PHA shall continue to operate each public housing project as low- income housing In compITance with the ACC(s), as amended, the Act and au HUD regulations for a period of twenty years after the last disbursement of CFP assistance for modernization activities for each public housing project or porticin thereof and for a period of forty years after the last distriblJl!on of CFP assistance for development activities for each public housing project and for a period of ten years following the last payment of assistance from the Operating Fund to each public housing project. However, the provisions of Section 7 of the ACC sha!I 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 public housing project{s) under the ACC(s) end which is not eligible for forgiveness, and provided further that, no disposition of any project covered by thl~. amendment shall occur unless approved by HUD. 8. The PHA will accept all CFP assistance provided for this FY. If the PHA does . not comply with any cf its obligations under thls CFP Amendment and does not have its Annual PHA Plan approved within the period specified by HUD, HUD shaD impose such penalties or take such remedial action as provided by law. HUD may direct the PHA to terminate a!I work described in the Capital Fund Annual Statement of the Annual PHA Plan. In such case, the PHA shall only Incur additional costs with'HUD approval. 9. Implementation or use of funding assistance provided under this CFP Amendment Is s~ct to the attached corrective action order(s). (mark one): L.J Yes [!] No 10. The PHA is required to report In the format and frequency estab6shed by HUD on all open Capital Fund grams awarded, Including information on the lnstallatlon of energy conservation measures. 11. If CFP assistance is provided for activit!es authorized pursuant lo agreements between HUD and the PHA under the Rental Assistance Demonstration Program, the PHA shall follow such applicable statutory authorities and all applicable HUD regulations and requirements. For fofa{ conve,sfon of public housing projects, the provisions of Section 7 of the ACC shan 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 public housing projects(s) under the ACC(s) and which is not eligible for forgiveness, and provided further that, no disposition or conversion of any public housing project covered by these terms and conditions shall occur unless approved by HUD. For pa,tjaJ cqnva,sion, the PHA shall continue to operate each.non-converted public housing project as low-Income housing in accordance with paragraph 7. 12. CFP asslstance provided as an Emergency grant shaD be subject to a 12 month obligation and 24 month expenditure time period, respectively. CFP assistance provided as a Safety and Security or Natural Disaster grant shall be subject to a 24 month obligation and 48 month expenditure time period, respectively. The start date shall be the date on which such funding becomes available to the PHA for obligatlon. The PHA must record the Dec!aratlon(s) of Trust within 60 days of the effective date or HUD will recapture the funds. The parties have executed this CFP Amendment, and it w!!I be effective on 5/13/2014. This is the date on which CFP assistance becomes available to the PHAfor obligation. U.S. Department of Housing and Urban Development By Date: Title Date: 4-7..,;J.ofj Executive Director Previous versions obsolete orm 3 Annual Statement/Perfonriance and Evaluation Report Capital Fund Program, Capital Fun_d 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: MN46Pl7750114 Replacement Hous_ing Factor Grant No: Date ofCFFP: Type of Grant [81 Original Annual Statement D Reserve for Disasters/Emergencies D Performance and Evaluation Renort for Period Endint!: U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2571-0226 Exoires 8/31/2011 FFYofGrant:2014 FFY of Grant Approval: D Revised Annual Statement (revision no: D Final Performance and Evaluation Renart ) Line Summarv bv Develonment Account Total Estimated Cost Total Actual Cost ' I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 -]6 17 Orieinal Total non-CFP Funds 1406 Operations (may not exceed 20% of line 21) 3 19,528 1408 Management Improvements 14 IO Adll)inistration (may not exceed 10% ofline 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.I Relocation Costs 1499 Development Activities J 1 To be completed for the Perfonnance and Evaluation Report. 2 To be completed for the Performance and Evaluation Report or a Revised Annual Statement. 1 PHAs with under 250 units in management may Use 100% of CFP Grants for operations. 4 RHF funds shall be included here. Page 1 Revised1 Oblieated 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 Otter-Tail County HRA Capital Fund Program Grant No: MN46Pl7750114 Replacem_ent Housing Factor Grant No: Date ofCFFP: Type of Grant l8l Original Annual Statement D Reserve for Disasters/Emergencies 0 Performance and Evaluation Reoort for Period Endim'!: Line Suminarv bv Develooment Account , 18a 1501 Collateralization or Debt Service paid,by the PHA 18ba 9000 Collateralization or Debt Service paid Via System of Direct Payment 19 1502 Contingency (may not exceed 8% of line 20) Original 20 Amount of Annual Grant:: (sum of lines 2--19) 19,528 21 Amount ofline 20 Related to LBP Activities • 22 Amount ofline 20 Relat~ to Section 504 Activities 23 Amount ofline 20 Related to Security -Soft Costs 24 Amount ofline 20 Related to Security -Hard Costs 25 Amount Of line 20 Related to Energy Conservatio JJMeasures Signature of Executive D( '-( ' Date 4/0.9/2014 ,c;7' -.... -. I I 1 To be completed for the Perfonnance i,md Evaluation Report. U.S. Department of Housing and Urban Development Office of Public and• Indian Housing 0MB No. 2577-0226 Exnires 08/31/2011 FFY of Grant: 2014 FFYofGrant Approval: D Revised Annual Statement (revision no: ) D Fin31 Performance and Evaluation Renort Total Estimated Cost Total Actual Cost 1 Revised l Obligated Expended I Signature of Public Housing Diredor Date 2To be comple-ted for the·Performance an_d Evaluation Report.or a Revised Annual Statement. l PHAs with under 250 units in management may use I 00% of CFP Grail ts for-operations. 4 RHF funds shall be included here. Page.2 form HUD-50075.1 (4/2008) Capital Fund Program-Five-Year Action Plan Part II: Su, ~orting Pages -Physical Needs Work Statement s) Work Worl!: Statement for Year 2015 Statement for FFY 2015 Year 1 FFY Development Number/Name Quantity Estimated Cost 2014 General Description of Major Work Categories See MN177001 Annual Flooring I Bldg 5,000 Statement Drivewav Reolacement HAW 14,500 Windows HAW 5,000 Doors HAW 5,000 Subtotal of Estimated Cost $19,500 U.S. Department of Housing and Urban Development . Work Statement for Year 2016 FFY ~"' 6 Development Number/Name General Description of Major Work Categories MN177001 Plumbing Roofs Electrical Garage Door Openers Office of Pub Ile and Indian Housing "'' 0MB No. 2577--0226 E,mires 4/30/20011 Quantity Estimated Cost fIAW 5,000 I Bldg. ,500 HAW 5,000 IHAW 4,000 - Subtotal of Estimated Cost $19,500 Capital Fund Program-Five-Year Action Plan Part II: Sunoortin!!: Pa!!:es -Phvsical Needs Work Statement(s) Work Work Statement for Year 2017 Statement for FFY 2017 Year IFFY Development Numberf.Name Quantity Estimated Cost 2014 General Description of Major Work Categories See MN177001 Annual Flooring I Bldg 5,000 Statement Window Treatments HAW 5,000 Smoke Detectors IHAW 4,500 HVAC HAW 5,000 I Subtotal of Estimated Cost $19,500 Page3of6 U.S. Department of Housing and Urban Development ., Office of Public and Indian Housing ..;1 0MB No. 2577--0226 E-.mires 4130/20011 Work Statement for Year: 2018 FFY 2018 Development Number/Name Quantity Estimated Cost General Description of Major Work Categories IANl77001 Cabinetrv KAW ,000 Fntry Door Lock System flAW 5,000 Annliances IHAW 5,000 lloofs I Bldg. 5,500 Subt.otal of Estimated Cost $19,500 form HUD-50075.2 ( 4/2008) Program MHFA Deferred Loans -Phase XVII SCDP: Vergas/ Dent (21 homes) SCDP: Vergas/Dent (10 commercial) OTC Tax Levy -Homeowner (2012) Only TLC Projects . Leveraged w/SCDP Projects TOTAL2012 OTC Tax Levy -Homeowner (2013) Only TLC Projects Leveraged w/SCDP Projects TOTAL2013 OTCTax Levy -Homeowner (2014) Only TLC Projects " Leveraged w/SCDP Projects TOTAL2014 ' OTC Tax Levy -Rental (2013) • 'Otter1'ailtou.nty HRA ·Rehabilitation ·ProjectslJpd~te • •• • Ap;il 11;2oi4 · • • • • .. . '· • .. In •. ,. .. , '• • Applications Process ·Inspected ,• Bidding . ' '· •·. . . 1 0 1 .--_ 0 . '• .. .. 19 6 14 • 2 '• . • 12 1 •.•11 .. 5 ... " . ,. .• •·· " .. '• . .12 ··.o 14 " ·o .. ,·. " ,. ' ' 'io 20 0 ''.'•· 0 .• . ;, . '~~ . .. ' 32 " . , 0 .. •32 .. •. 0 '• . . •. . ' • ' ,( .. . · ~ . . . . :: .. " .. '13 ' 0 ... 13 ·-~ ,~. •. 0 ,. •, . '.i4 . .. ' . 14 0 .. .':·· .. 0 . . . ·-· •' •. .. 27 .0 . ·;27 0 .. ' -~·., . .. ·'. .. ' ... •, .3 0 3 . " ·O " . .. 1 ,0 • 1 0 4 0 " " 4 0 . .. •;.,,_ .. .. ' . , ' 0 :O ·, ,. 0 0 .Proceed.' Issued Complete , $27,000 I 1 0 committed 6 5 5 1 . 0 12 1 19 1 31 . 1 12 ' 4 10 5 22 2 1 "• 1 0 3 1 " . .. . . 0 0 HUB: FO Code: 5HMIN 5KPH 140 140 140 140 140 140 140 140 140 140 1,680 1680 NRA Balance as of 1/1/2014: ABAYTD: HAP Expenditures YTD: Remaining NRA YTD: Cash/Investment Estimated HUD-Held Reserve 119 122 r?> I 359 1582 OTTER TAIL COUNTY HRA HANum: MN177 85.00% 87.14% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 21.37% $105,699 94.17 415,877 $8,326 $105,699 $96,284 $17,741 $61,803 $0 90.32% 97.05% $96,284 91.09% $268.20 426,604 102.58 269.66 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM FEBRUARY & MARCH, 2014 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% 9 9 0 0 2 0 0 4 2 11 65 21 12 1 3 • 13/$6658; 12/$6498 0 0 43% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units February 2014 Rents Payable $2,901.00 Rents Collected $3,401.00 Negative Rent -$1,017.00 Late Fees Charged $ 75.00 Late Fees Collected $ 75.00 ' Late Fees Outstanding $ 0.00 ELI Percentage No vacancies Waiting List 2 Bedroom 26 3 Bedroom 26 4 Bedroom 6 H:\Users\Pam\BOard Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units March2014 Rents Payable $2,927.00 Rents Collected $2,927.00 Negative Rent -$ 917.00 Late Fees Charged $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage No vacancies Waiting List 2Bedroom 26 3 Bedroom 28 4Bedroom 5 0 HRA Office 1151 Friberg Ave Fergus Falls MN 565 37 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 2 I 8-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SU BJECT: ENC LOSUR E MEMO Board ofDireclors, Otter Tai l County HRA Jeffrey Gaffaney, Execu ti ve Director Jun e 12, 2014 Meetin g to be held Thursdav, Jun e 19, 2014 at 10:00 a.m. at the H RA Office, 11 51 Friberg Ave., Fergu s Fall s, M r, 56537 Regular Minutes of April 17, 20 14 Meeting / AGE DA 1.yirperson -Ca ll Meeting to Order 2. Approval of Minutes 3. Ei~1f ve Director A. 1 inistration Expenses -Apri l and May 2014 B. 1 stment Listing 4. C. 4 Capital Fund Program Update Tax Levy Req ues t to Otter Tail County Board 12/3 1/20 13 Fi sca l Audit Completed I-IRA Board Member Resignation & Appointmen t iii tion Coordinator -Sue Bjorklund A Update 012 Vergas/Dent SCDP 5. Re~h ilitati on Special ist -Mikel Olson A. 0 Tax Levy Update /J ~xi-G....N 4-ppvo...,;-.,,;L 6. Hou ng Adm ini strator -Mary Jo Schwarz A. ~c\ion 8 U_pdate {2>, r'o :--c '1 GA.t.-~:5 <-- 7. Housing Mahager -Pam Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! Providing Housing Opportunities H:\Users\JEFFIAGENDA-OTC 6-11-14.doc The Otter Tail County HRA Board o f Commissioners met in a regular meeting on, April 17, 2014 at 10:06 am at the Fergus Falls IIRA 11 5 l Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Robert Bigwood, Vice Chairperson Scott Rocholl, Chairperson Robert Maki Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Kim Scheer Pam Minten Mary Jo Schwarz Sue Bjorklund Mikel Olson Scott Rocholl, Chairperson opened the regular meeting. ABSENT Janice Palan, Secretary A motion was made and seconded to approve the minutes from the February 20, 2014 meeting with the on ly change being Jani ce Palan was not present at the February meeting. Ml Bob Maki SI Hazel Hovde Announcements were made by Jeffrey Gaffney. He in formed the board of Secretary, Janice Palan's, unfortunate accident and updated them on her health. Jeffrey also we lcomed and introduced, Mikel Ol son, new Rehab Speciali st to the Otter Tail County board meeting and its members. Jeffrey Gaffaney reviewed the administrative expenses for the months of February, 2014 and March, 2014. A motion was made and seconded with all ayes to approve the expenses. Ml Hazel .Hovde SI Bob Maki The Investment Listing was reviewed with changes in the balances of the checking and savings accounts. A lso, one money market certifi cate matured and was renewed at a rate of 0.05%. Jeffrey proposed the 2014 Capital Fund Improvements and Proposed 5 Year Items. The grant amount for 2014 is $19,528.00. Jeffrey's recommendation fo r this upcoming year is to place 100% of the Capital Fund money into operations, like last year. The Five Year Action Plan was discussed with the board. Proposed work items fo r years 20 14 -2018 were listed as; fl ooring, pai nting and screen door replacements as tenants of the Public Housing units move out. Resolution No.#103 stating certificati on of compliance with 2014 Annual Agency Plan was proposed for approval. Thi s resolution states that the board of Commissioners of the OTC HRA adopts the 2014 Capital Fund Program Items and the 20 14-20 18 Five-Year Action Plan. A motion was made and seconded with a ll ayes to approve the proposed 2014 Capital Fund budget in the amount of$l9,528.00 Resolution No. #103. Ml Hazel Hovde SI Bob Maki The Otter Tai l County Board members appointed Robert Maki as acting secretary in Janice Palan's absence. Robert Maki accepted, and a motion was made and seconded with all ayes to approve this appointment. Ml Robert Bi gwood SI Hazel Hovde H:\Users\Kim\Minutes\20 14 minutcs\minutcs -otc april 2014.doc Jeffrey reported that a fiscal audit has been scheduled with Carlson Highland. Sue Bjorklund, Rehab Coordinator, reported on the MHFA Deferred Loan Program. The program has received one application, none are in process, one has been inspected, one is bidding, one is in progress and none are complete. Vergas/Dent SCDP Homeowner Program has received nineteen homeowner applications, six are in process, fourteen have been inspected, two are bidding, six are in progress and five are complete. Vergas/Dent SCDP Commercial Program has received twelve commercial applications, one is in process, eleven have been inspected, five are bidding, five are in progress and one has been completed. Sue was congratulated by the board for her progress in the Vergas/Dent program. Mikel Olson, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2012 program. TLC and Leveraged Projects only: twelve applications have been received, none are in process, 12 have been inspected, none are bidding, none are in progress and 12 are complete. Projects leveraged with SCDP: Twenty applications have been received, none are in process, 20 have been inspected, none are bidding, one is in progress and nineteen are complete. A total of the projects are: Thirty-two applications have been received, 32 have been inspected, none are bidding, one is in progress and 31 are complete. Otter Tail County Homeowner Tax Levy 2013 program update. TLC projects only: Thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, one is in progress and 12 are complete. Projects leveraged with SCDP: Fourteen applications have been received, none are in process, 14 have been inspected, none are bidding, four are in progress and twenty-two are complete. A total of the projects are: Twenty-seven applications have been received, 27 have been inspected, none are bidding, 5 are in progress and 22 are complete. Otter Tail County Homeowner Tax Levy 2014 program update. TLC projects only: three applications have been received, none are in process, three have been inspected, none are bidding, two are in progress and one is complete. Projects leveraged with SCDP: One application has been received, none are in process, one has been inspected, none are bidding, one is in progress and none are complete. A total of the projects are: four applications have been received, none are in process, four have been inspected, none are bidding, three are in progress and one is complete. Otter Tail County Tax Levy 2014 Rental Program has no activity. The purpose of the rehabilitation programs were discussed with the board members. One of the questions discussed was whether the homeowners take more pride in their property after receiving assistance from the Rehab program. The consensus was, yes, the owners do take more pride as a homeowner. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of February 2014. There were 119 leased and HAPS totaling $31,824.00. In March 2014 there were 122 leased and HAPS totaling $34,193.00. There were 21 vouchers issued, and 12 applications are in progress. There were 9 annual recertifications and 9 interims in February and March. Four families ended participation and there were 11 new admissions. There are 65 families on the waiting list. In February $6,658.00 was paid for 13 ports out and in March $6,498.00 was paid for 12 ports out. The ELI percentage was43%. H:\Users\Kim\Minutcs\2014 minutcs\minutes-otc april 2014.doc 2 Pam Minten, reported that rents payable for Public Housing for February were $2,901.00 and $3,401.00 was collected. Negative rent'was reportedly -$1,017.00. There was $75.00 in.late fees charged and $75.00 collected, leaving no outstanding charges. There are no vacancies. There were 26 applicants on the 2- bedroom public housing waiting list, 26 applicants on the 3-bedroom waiting list and 6 on the 4-bedroom waiting list The March rents owed totaled $2,927.00 and $2,927.00 was collected. Negative rent is reportedly - $917.00. There was $25.00 in late fees charged and $25.00 collected, leaving no outstanding charges. There are no vacancies. There were 26 applicants on the 2°bedroom public housing waiting list, 28 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. Pam reported that one lease termination was mailed yesterday. Pam will be having a discussion with Jeffrey about of how many lease terminations can be sent to one specific renter in one year. Pam also informed the board that we have been receiving money from Revenue Recapture. There being.no further business, a motion was made to adjourn the meeting. Ml Bob Maki S/ Hazel Hovde Janice Palan, Secretary Date H:\Users\Kim\Minutes\2014 minutes\minutes -otc april 2014.doc 3 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF APRIL 2014 Bank of the West -Office Rent Lakes Country Service Coop -Health Ins. Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster MN Benefit Association Ally -Vehicle Lease Mikel Olson -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 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 Ballard Sanitation Home Depot RHR -Background Checks MN NARRO -Conference Networks for Hire -Computers CNA-Surety N.F. Field Abstract Salaries H:\Users\JEFF\Copy of OTC HRA EXPENSES 6-17-2014 $450.00 $2,100.00 $1,200.00 $225.00 $200.00 $400.00 $150.00 $301.84 $37.67 $120.96 $73.44 $88.00 $122.60 $60.00 $572.49 $859.45 $790.50 $94.66 $546.74 $263.12 $290.09 $82.00 $500.00 $500.00 $175.00 $285.00 $11,858.97 OTTERTAIL COUNTY BRA EXPENSES FOR THE MONTH OF MAY, 2014 Bank of the West -Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ Mike Olson -Mileage $ Jeffrey Gaffaney-Iy!ileage $ 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 ofHenning 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 80. New Horizon Ag Service ' $ Ballard Sanitation Home Depot Tina Stevens $ Culligan Water Co. ,$ Housing Data Systems $ N.F. Field Abstract $ RTW Insurance $ Salaries $ H:\Users\JEFF\Copy of OTC HRA EXPENSES-MAY 6-17-2014 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 469.84 39.49 119.28 $254.06 $500.01 $606.00 $852.110 $790.50 $84.78 $432.06 $510.23 56.80 36.00 193.41 80.00 99.05 120.00 170.00 500.00 18,615.49 June 19, 2014 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fern:us Falls SAVINGS A_CCOUNTS Security State Bank Section 8 Admin Fenms Falls Reserve Security State Bank Public Housing Fenms 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 LISTINGS\2014\invest list otc-April 2014.doc OTTER TAILCOUNTYHRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,603.74 Certificate #210979 Weekly Money $19,825.32 Market Savirnrn Commercial Money $7,039.64 Market $56,700.45 $28,245.76 $55,416.90 $388,583.77 $831.94 INTEREST RATE .05% .05% .05% I.D. # 4lal518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Denosit 03/19/14 09/19/14 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 P:tge 1 of 2 Menu Auth Log Off 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, and completing and reviewing the collection of information. This agency may not collect this information, and you are not required to complete this form, unless ii displays a currently valid 0MB control number. 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 13 4 092-719529 CFP 5. Voice Response No. 6. Grantee Organization 05440-42565 OTTER TAIL CO.HOUSING AUTHORITY 8. Grant or Project No. 6a. Grantee Organization TIN MN46P177501-14 41-1518930 Budget Line Name Authorized Disbursed Available Voucher ltern Balance Amount 1406 Operations 19,528.00 19,528.00 0.00 19,528.00 Total: 19,528.00 19,528.00 0.00 19,528.00 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 06-03-2014 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 unauthorized 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 ... https://hudapps l .hud.gov/HUD _ Systems/loccs/templates/blivchver _ ucon.cfm?0=H&0= 195... 6/3/2014 ' l 2015 PROPOSED TAX LEVY REQUEST 1. $190,000 -SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION -In 2013 we used $187,000. To date (2014) we have used approximately $85,650 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. $20,000-RENTAL REHAB LOAN PROGRAM -MHFA Rental Rehab Program is available only for multi -unit buildings. Using Tax Levy funds to assist owners of smaller properties. 3. $91,000 -OWNER OCCUPIED REHAB LOANS -Use funds to do emergency type loans due to lack of MHF A funds. 4. $15,000 -SMALL CITIES DEVELOPMENT GRANTS -Used 20 11 Tax Levy funds to write applications for Pelican Rapids/Erhard and Vergas/Dent. The Vergas Dent application was approved for $8 17,800 and will be closed out the end of 2014 .. Submitting application for Rothsay in 2014. 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 2015 H:\Users\JEFF\2015 PROPOSED TAX LEVY REQUEST.doc Otter Tail County HRA Fully Tax&ble MarKet Value (Pay 2008) JOBZ Taxable Marlie! Value (Pay 2008) Total Fullf Taxable and JOBZ Percentag ~ Under MS 469.033 Subd 6 Maximum Allowable County Board Authonzed (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 lo exceed allowable maximum Assumptions - 1. The tax1ble value of the distnct does not change. ~co<r A el)\'c:"<!d 6,434,106,300 2,032,800 6,436,139,100 -11 0.0144% 926,511 280,000 30.22% 356,000 432,000 508,000 584,000 660,000 736,000 812.000 888,000 926,511 .;2.01S .2 c,c, °I ;;'2 O JC :20 II :;iv I J., ..2.013 .201'/- Aee,,o~aJ A,pp,·o.J~~ Ptpprev'"s:\ (t-w,.-..~cl ~pp,·~-d R#v..,4 ~ D.,/i5° /o .,.OJ 855'0 .,. 0/8S-90 . 01&-I'J" .-0 If¼ -1' -:5S71coo ~ t_\ 14,.1 OC> 0 -'4 l\14:>1000 Y 1"-; c,o ~ 1l 1,1 Vl'v 30:t 3.S;f;, zs,o 3)-o/o Option 2 • Increase Percent of Maximum Allowable Line 15 by 5% a Year until Maximum Allowable is Reached 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 ·only 4.78% -not to exceed allowable maximum 5.00% so1 .. 35.22% "3S70 40.22% 35"9e, 45.22% ~ 50.22% 7 55.22% 3c.;-0 60.22% .3.!>-9. 65.22% "D 70.22% 75.22% 80.22% 85.22% 90.22% 95.22% • 100.00% 326,326 372,651 418,977 465,302 511,628 557,953 604,279 650,605 696,930 743,256 789,581 835,907 882,232 926,520 ; -<> :, /o ,.018$10 . ot6'f .. 4 , ,_,,I),• ~· t-{ 1(-;Ct>D 35~v 3t>7'D .. Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority June 5, 2014 Wayne Stein, County Auditor Government Services Center 510 West Fir Ave. Fergus Falls, MN 56537 HRA Office • 1151 Friberg Ave Fergus Falls MN 56537 218'739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Hfghrise 205 North Sheridan Ave Fergus Falls MN 56537· 218-739-9498 RE: Otter Tail County HRA Board Member Appointment From District 4 Wayne: Janice Palan an Otter Tail County HRA Board Member from.Deer Creek has contacted me and indicated she will not be able to complete her term which ends August I, 2015. The term of the new individual appointed would be from July I, 2014- August I, 2015. I would appreciate it if you would put this on the agenda of the next County Board meeting. If I can be of any assistance in this matter, please contact me. Thank you. Sincerely, Chs!;j)/ Jeffrey Gaffaney Executive Director JG: gm! H:\Users\tempory letters\wayne stein board apt.doc Fergus Falls/Otter Tail County _HRA Housing & Redevelopment Authority HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4 706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrlse 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 -Janice Pa!an 03/78 8/10 8/2015 Hazel Hovde 10/97 8/1 l 8/2016 Robert Maki 06/10 08/12 08/2017 Scott Rocholl 08/08 08/13 08/2018 • --• -H:\Users\lEFf.\BOARD APPOINTMENTS OTC HRfl~iding Housing Opportunities =-'--=--___,-c..:--==-==-=---'·'--'· -'---=---'=-='-===~ Program MHFA Deferred Loans -Phase XVII SCDP: Vergas/ Dent {21 homes) SCDP: Vergas/Dent (10 commercial) OTC Tax Levy -Homeowner (2012) Only TLC Projects Leveraged w/SCDP Projects TOTAL 2012 OTC Tax Levy -Homeowner (2013) Only TLC Projects Leveraged w/SCDP Projects TOTAL 2013 OTC Tax Levy -Homeowner (2014) Only TLC Projects Leveraged w/SCDP Projects TOTAL 2014 OTC Tax Levy -Rental (2013) Otter Ta il County HRA Rehabilitation Projects Update June 19, 2014 In Applicatio ns Process Inspected 2 1 2 19 4 17 11 0 11 12 0 12 20 0 20 32 0 32 13 0 13 14 0 14 27 0 27 6 0 6 2 1 2 8 1 8 1 1 1 Proceed Bidding Issued Complete $27,000 I 0 1 0 committed 3 7 5 2 8 1 0 0 12 0 1 19 0 1 31 0 1 12 0 4 10 0 5 22 3 2 1 0 1 0 3 3 1 0 0 0 Date of Application: File Number: Job Address: Property Owner: Phone Number E-mail Address FERGUS FALLS /OTTERTAIL COUNTY HRA LOAN PROGRAM -APPLICATION REVIEW 'TL~ 1Zl2.. ~20 ;;lo, ?~ A"1E:. -~-rnJ 6«<?>«':4 5c.arr ~ On File On File Social Security or Federal ID #: On File Debt-to-value ratio Mailing Address If Different Than Job Address: Loan Request: ___ TIL~-=c'--12:_il-___ _ Loan Request: __________ _ Loan Request: __________ _ Grand Total Scope of work: Credit Score On File 33S\S" Aloi-DU/16.¢ ~ ~ L/ai-1-=, rr,.J '6G,<s,s- $ $ $ ____________ _ Description of Collateral : ___ ,=:_,_~-~-'7''---~-=-s~~nc.i.74=o,./-'----'------------- Application Approved: Yes No / Motion /2. /!;?J""°"J Second: /-[ /-J--??vde,,, Date of Approval & -/7 -It Comments: H:\Uscrs\Mikcl\Business Development of Fergus Fallslccdevreview2.doc HUB: FOCode: 5HMIN 5KPH 140 140 140 140 140 140 140 140 140 140 140 140 1,680 NRA Balance as of 1/1/2014: ABA YTD: HAP Expenditures YTD: Remaining NRA YTD: Cash/Investment Estimated HUD-Held Reserve 118 119 122 131 131 621 OTTER TAIL COUNTY HRA HANum: MN177 $35,233 $30,267 $256.50 85.00% $35,233 $31,824 90.32% $267.43 87.14% $35,233 $34,193 97.05% $280.27 93.57% $33,3 I 7 $37,811 113.49% $288.63 93.57% $31,033 $38,373 123.65% $292.92 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 36.96% $170,049 $172,468 101.42% $277.73 $8,326 $170,049 $172,468 $5,907 $61,803 $0 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM APRIL & MAY, 2014 Annual Recerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-Out/Billed Ports-Out/Absorbed Ports Out/End Participation End Participation Shop Mode/AAS New Admissions Waiting List/To Date Vouchers Issued Applications 1/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 13 15 0 1 1 0 0 3 1 12 91 14 10 0 7 12/$6578 0 0 100% REQUESTED ADDITION TO SECTION 8 ADMINISTRATIVE POLICY & PROCEDURES For the purpose of determining household income for calculation of the 40% threshold, gift income will only be considered if the HRA is able to verify that the family has received the gift income, on. a regular basis, for the six-month period of time immediately preceding the Voucher issue date. Acceptable forms of verification are limited to the following: 1. Copies of cancelled checks from the giver to include the front and back of the cancelled checks. 2. Copies of bank statements from the giver and the receiver. The HRA will not accept written statements from the giver as a form of verification. The HRA will average the gift income received for that six-month period and annualize that income to project what the family can expect to receive in the next twelve months. We request that this policy go into effect, immediately, for all current and future Voucher holders. OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units April2014 Rents Payable $2,927.00 Rents Collected $2,427.00 Late Fees Charged $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage No vacancies Wai ting List 2 Bedroom 29 3 Bedroom 31 4 Bedroom 3 U:\Pam\Board Reports\OT County-Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units May2014 Rents Payable $2,927.00 Rents Collected $3,427.00 Late Fees Charged $ 75.00 Late Fees Collected $ 75.00 Late Fees Outstanding $ 0.00 ELI Percentage No vacancies Wai ting List 2 Bedroom 32 3 Bedroom 32 4 Bedroom 3 0 [-oJAi. riOU6"""-• OPPOATVt.-· 'I 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 565 3 7 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Je ffrey Gaffaney, Executive Director August 18, 2014 Meeting to be held Tuesday, August 26, 2014 at 9:40 a.m. at the Otter Tail County Government Services Center 510 West Fir Avenue, Fergus Falls, MN 56537 Regular Minutes of June 19, 2014 Meeting AGENDA ~'._37> Meet with the Otter Tail County Commissioner at 9;,;HJ-10:00am in the Otter Tail County Board Room to discuss general activities/programs the HRA administers. Regular HRA Meeting 10:00 tun in the Lake Lida Conference Room at the Otter Tail County Government Services Center. I. Chairperson -Call Meeting to Order 2. Approval of Minutes 3. Executive Director A. Welcome New HRA Board Member Tom Koep I. HRA Board Member Oath of Office B. Administration Expenses -June and July 2014 C. Investment Listing D. 2014 Capital Fund Program Update E. HRA Fiscal Aud it Repoti -December 3 I, 20 13 F. 2015 5-Year Agency Plan, Public Hearing, October 16th, 2014 4. Rehabilitation Coordinator -Sue Bjorklund A. MHF A Update B. 2012 Vergas/Dent SCDP C. Vergas/Dent SCDP Monitoring Report D. Prospective 2015 SCDP Applications 5. Rehabilitation Specialist -M ikel Olson A. OTC Tax Levy Update 6. Housing Administrator -Mary Jo Schwarz A. Section 8 Update 7. Housi ng Manager -Pam Minten A. Public Housing Update *NOTE: PLEASE CA LL IF YOU ARE UNA BLE TO ATTEND! Providing Housing Opportunities 1-1:\Users\JEFF\AGENDA-OTC 8-18-14.doc The Otter Tail County HRA Board of Commissioners met in a.regular meeting on, June lQ, 2014 at 10:13 am at the Fergus FallsHRA 1151 Friberg Avenue, Fergus Falls, MN, 56537- MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Robert Maki; Secretary Hazel Hovde Janice Palan OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer· Pam Minten Sue Bjorklund Mikel Olson Scott Rocholl, Chairperson opened the regular meeting. • ABSENT A motion was made and seconded to approve the niinutes.from the April 17, 2014 meeting. Ml Robert Bigwood S/Bob Makf Jeffrey Gaffaney, Executive Director, reviewed the administrative expenses for the months of April, 2014 and May, 2014. A motion was made and seconded with all ayes to approve the expenses. Ml Bob Maki SI Hazel Hovde The Investment Listing was reviewed with changes only in the balances. of· the. checking and savings accounts as of June 19,. 2014. 2014 Capital Fund Program updates, Jeffsub111itted a Payment Voucher in the amol,lllt of$19,528.00 which was approved by HUD. The entire amount has been deposited into the Otter Tail County Public Housing account for:general operations. Jeff proposed a 2015 Tax.Levy request to Otter. Tail County. The total amount recommended by the staff is $416,000.00. A brief breakdown of this amount is as follows: $190,00!).00 for the Section 8 Voucher Program & General Administration; $20,000.00 for Rental Rehab Loan Program, $91,000.00 for Owner Occupied Rehab Loans, $15,000.00.for Small Cities Development Grants and $100,000.00 for Leveraging other Programs. A motion was made and seconded with all ayes to accept the proposal of $416,000.00. This money has been proven to be very useful in the past. M/·Hazel Hovde Si Robert Bigwood Jeffrey reported that the fiscal audit has been completed by Carlson Highland. The audit went very well and the report will be ready for review at the next board.meeting. • Jeff reported that a letter has been sent to Wayne Stein, County Auditor, in regards to the HRA board member appointment from District 4. This is a request that we will need a reappointment for July I, 2014 to August I, 2015. Officers will remain the same for the year 2014 with the exception of Janice Palin's' resignation. Sue· Bjorklund, Rehab Coordinator, reported on the MHFA Deferred Loan Program. Two applications have been received, one is in process, two have been inspected, none are bidding, one is in progress and none are compl!':te. H:\Users\Kim\Minutes\2014 minutes\minutes -otcjune 2014.doc Vergas/Dent SCDP Homeowner Program has received nineteen homeowner applications, four are in process, seventeen have been inspected, three are bidding, seven are in progress and five are complete. Vergas/Dent SCDP Commercial Program has received eleven commercial applications, none are in process, eleven have been inspected, two are bidding, eight are in progress and one has been completed. Mikel Olson, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2012 program. TLC Projects only: 11 applications have been received, none are in process, 11 have been inspected, none are bidding, none are in progress and I I are complete. Projects leveraged with SCDP: Eighteen applications have been received, none are in process, 18 have been inspected, none are bidding, one is in progress and 17 are complete. A total of the projects are: 29 applications have been received, 29 have been inspected, none are bidding, one is in progress and 28 are complete. Otter Tail County Homeowner Tax Levy 2013 program update. TLC projects only: Thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, one is in progress and 12 are complete. Projects leveraged with SCDP: Fourteen applications have been received, none are in process, 14 have been inspected, none are bidding, 3 are in progress and 11 are complete. A total of the projects are: Twenty- seven applications have been received, 27 have been inspected, none are bidding, 4 are in progress and 23 are complete. Otter Tail County Homeowner Tax Levy 2014 program update. TLC projects only: 7 applications have been received, none are in process, 7 have been inspected, three are bidding, two are in progress and two are complete. Projects leveraged with SCDP: 3 applications have been received, none are in process, 3 have been inspected, 1 is bidding, 2 are in progress and one is complete. A total of the projects are: 10 applications have been received, none are in process, IO have been inspected, 4 are bidding, 4 are in progress and 2 are complete. Otter Tail County Tax Levy 2014 Rental Program has received one application, 1 is in process, one is inspected, none are bidding, none are in progress, and zero is complete. Loan TLC RR #20 The staff requested approval of a TLC loan for the property of TLC RR#20. The scope of work is repair or replacement of shingles and exterior doors. The HRA would be in first position on the loan. There are two options for terms and conditions of the interest rate based on how rents in the property will be set. A motion was made and seconded with all ayes to approve the loan for property TLC RR#20. Ml Robert Bigwood SI Hazel Hovde Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of April 2014. There were 131 leased and HAPS totaling $37,811.00. In May 2014 there were 131 leased and HAPS totaling $38,373.00. In April and May there were 14 vouchers issued, and 10 applications are in progress. There were 13 armual recertification's and 15 interims. Three families ended participation and there were 12 new admissions. There are 91 families on the waiting list. In April and May $6,578.00 was paid for 12 ports out. The ELI percentage was 100%. Mary Jo requested an addition to the Section 8 Agency Plan & Policy Manual regarding gifted money for the purpose of determining family income for use in calculating the 40% threshold. A motion was made and seconded with all ayes to accept the addition to the Otter Tail HRA Agency Plan & Policy Manual. Ml Robert Bigwood S/Bob Maki H:\Users\Kim\Minutes\2014 minutes\minutes -otc june 2014.doc 2 Pam Minten, Housing Manager, reported that rents payable for Public Housing for April were $2,927.00 and $2,427.00 was collected. There was $25.00 in late fees charged and $25.00 collected, leaving no outstanding charges. There are no vacancies at this time. There were 29 applicants on the 2°bedroom public housing waiting list, 31 applicants on the 3-bedroom·waiting list and 3 on the 4-bedroom waiting list The May rents owed totaled $2,927.00 and $3,427.00 was collected. There was $75.00 in late fees charged and $75.00 collected, leaving no outstanding charges. There is one vacancy in New York Mills, letters have been sent out to people on the waiting list. There were 32 applicants on the 2-bedroom public housing waiting list, 32 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list. Inspections were done, there were issues in almost all units, but will be taken care of. • Scott Rcicholl thanked board member, Janice Palan, for her 36 years of service on the Otter Tail County Board. He then presented Janice with a plaque of appreciation and acknowledgement of her resignation. This meeting will be Janice's last Otter Tail County HRA board meeting. There being no further business, a motion was made to adjourn the meeting. Ml Bob Maki SI Robert Bigwood Robert Maki, Secretary Date H:\Users\Kim\Minutes\2014 rriinutes\minutes -otc june 2014.doc 3 OTTER TAIL COUNTY BOARD OF COMMISSIONERS Government Services Center, Commissioners' Room 515 W. Fir Avenue, Fergus Falls, MN Tuesday, August 26, 2014 OTTER TnlL 8:30 a.m. 00,,,, .... 111011 8:30 -8:35 8:35-8:40 8:40 -9:00 9:00 -9:10 9:10-9:20 '---~9:20-9:55 1~3D 9:55-10:05 10:05 -10:10 10:10-10:30 10:30-11:00 AGENDA (1) Pledge of Allegiance Call to Order: • Approval of Agenda -August 26, 2014 (2) Approval of Consent Agenda: 1. August 12, 2014, Board of Commissioners Meeting Minutes 2. Warrants/Bills for August 26, 2014 3. Human Services Bills & Claims 4. Issuance of Credii Card for Danielle M. Hofman, Assistant County Attorney 5. Application for Exempt Permit for an Event Saturday, October 11 at The Cactus, Perham Township 6. Payment of Invoice to LR HealthCare, in the amount of $1,661.59, under Provisions of M.S. 609.35 (3) HRA Executive Director, Jeff Gaffaney: • Housing & RedevelopmentAuthority Program Update (4) Attorney, Mike Rengel: • Request for Approval. of Collective Bargaining Agreements General Discussion (5) Public Works Committee /Johnson & Rogness): • Discussion Regarding Policy for Lakeshore & Beach Restoration Due to High Water (6) VSO, Charlie Kampa: • CVSO Operational Enhancement Grant & Contract (7) Auditor, Wayne Stein: • Miscellaneous (8) Ditch. Inspector, Kevin Fellbaum: • Ditch #2 -Wendorf Cleanout • Ditch #17 -Bitzan Ditch Repair • Ditch #37 -Thorson Ditch Repair • Ditch #25 -Schepper Ditch Repair • Ditch #56 -Approval to Work in Ditch #56 • Ditch #63 -Approval for Maintenance by Property Owner (9) Internal Services Committee /Lindquist & Rogness): • Building -Probation Department, 60-Bed Building, & NYM State Probation Relocation 11:00-11:20 11:20-11:40 11:40-12:10 12:10-1:00 1:00-1:10 1 :10 -1 :40 1:40-1:55 1:55-2:10 2:10-2:40 2:40-3:10 Other: Board of Commissioners' Agenda August 26, 2014 Page 2 (1 0) Land & Resource Director, Bill Kalar: • Planning Commission Recommendations • Final Plats (11) Support & Collections Supervisor, Brooks Andersen: Human Services Supervisor, Margaret Williams: • Child Support Awareness Proclamation • Vulnerable Adult Program Intake & Assessment Report (12) Internal Services Committee (Lindquist & Rogness): • Personnel -Highway Dept. Lunch (13) County Board Schedules (14) Public Works Director, Rick West: • Approval of Agreement & Resolution for Rural Intersection ConflictWarning Project • Bid Summary & Award, Salt/Sand Storage Facility • Quotation Summary & Award; CSAH 52 Culvert Replacement • Quotation $ummary & Award; CSAH 53 Culvert Replacement • Approval of Agreement & Resolution for Engineering Services for Perham Safe Routes to School • Highway Ditch Cleaning Request of Andrew Lacey • Miscellaneous (15) Solid Waste Director; Mike Hanan: • Disposal .of Lake Weeds & Bogs (16) Probation Director, Chuck Kitzman: • Update -West Central Regional Juvenile Center (17) Land Services Committee (Froemming & Lindquist): • Westridge Mall Tax Appeal (18) Public Works Committee (Johnson & Rogness): • Highway • County Attorney: Dog Bite Agreement & WCA Appeals • County Administrator: LEAN Funding ·UPCOMING 08/26/14 1:00 p.m. Economic Development Meeting with MN DEED in City of Perham, Wild Oaks 08/27/14 10:00 a.m. PLMSWA Board Meeting 201 57n Ave NE Perham (DH;RF) 09/03/14 & 09/04/14 Association of MN Counties Fall Policy Committee Mtgs, Arrowwood in Alexandria 09/01/14 Labor Day Holiday 09/08/14 7:00 p.m. Public Information Meeting for Ditch #63, County l;loard Room, GSC 09/10/14 9:00 a.m. County Safety Committee, Dead Lake Room (RF) 09/16/14 11 :30 a.m. Meeting with Local Legislators, Otter Tail Lake Room, GSC 09/18/14 1:00 p.m. Labor Management Committee, Dead Lake Room (DH) 09/25/14 7:30 a.,m. WC Snow Fighters 18'" Annual Truck Rodeo, Red Horse Ranch OTTER TAIL COUNTYHRA EXPENSES FOR THE MONTH OF JUNE, 2014 Bank of the West-Office Rent $ Lakes Countrv .Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ Mikel Olson -MileaQe $ Jeffrey Gaffaney -Mileag:e $ Marv Jo Schwarz -Mileag:e $ Scott Rocholl -Per Diem $ Janice Palan -.Per Diem $ Hazel Hovde -Per Diem $ Robert Maki -Per Diem $ Robert Big:wood -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 $ Ballard Sanitation $ Home Depot $ Tina Stevens $ Rental History Reports $ Mark Gaworski -Accounting Fees $ Brogard Plumbing $ N.F. Field Abstract Co. $ Country Glass $ Salaries $ H:\Users\JEFF\Copy of OTC HRA EXPENSES 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 397.04 43.44 159.60 73.44 110.40 88.00 121.60 60.00 156.82 451.31 235.00 762.42 790.50 128.68 563.93 72.93 36.00 212.11 65.67 107.92 373.36 100.00 63.00 900.00 178.75 255.00 106.81 • 12,025.29 OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF JULY, 2014 Bank of the West-Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ Mikel Olson -Mileage & Phone $ 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 $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Steve's Sanitation Co. $ New Horizon Ag Service $ Home Depot $ Sue Biorklund -Mileage $ Tina Stevens $ Rental History Reports $ Otter Tail County Treasurer -PILOT $ Culligan $ CNA Surety $ Brian's Lawn Care $ Bjorn's Htg. & A/C $ Salaries $ H:\Users\JEFF\Copy of OTC HRA EXPENSES 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 958.56 51.63 104.16 134.30 380.59 297.00 803.96 790.50 179.44 670,99 35.03 79.41 37.32 311.88 69.79 200.00 143.00 2,775.57 100.00 470.28 1,007.65 372.25 13,481.65 August 26, 2014 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fentus Falls SA VIN GS ACCOUNTS Security State Bank Section 8 Admin Fenms Falls Reserve Security State Bank Public Housing Fero-us 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 MHF A-HOME Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2014\invest list otc ~ August 2014.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,603.74 Certificate #210979 Weekly Money $19,826.13 Market SavinQS Commercial Money $7,039.93 Market $44,817.24 $46,022.35 $44,419.58 $575,119.84 $831.96 INTEREST RATE .05% .05% .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Deoosit 03/19/14 09/19/14 Monthly Account #9312-004634 Monthly Account #9312015673 HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA PUBLIC HEARING NOTICE NOTICE OF PUBLIC HEARING ON THE 2015 -2019 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 2015 -2019 Five Year Comprehensive Agency Plan developed in compliance with the Quality Housing and Work Responsibility Act of 1998. The Plan is available for review at the Housing Authority's office located at 1151 Friberg Avenue, Fergus Falls, Minnesota. The Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing will be held by the Board.of Commissioners of the HRA at 1151 Friberg Avenue, Fergus Falls, Minnesota, at 10:00 a.m., Thursday, October 16, 2014. 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 8, 2014. H:\Users\JEFF\pub hearing notice otc.doc August 1, 2014 Mayor Dean Haarstick City of Vergas PO Box 32 Vergas, MN 56587 RE: Results of SCDP Monitoring Visit, Vergas Dent Comprehensive Project Grant # CDAP-11-0030-O-FY12 Dear Mayor Haarstick: On July 31, 2014, I visited the Ottertail County Housing and Redevelopment Authority (HRA) offices for the purpose of monitoring the above referenced grant. I met with met with Mikel Olson and Sue Bjorklund of the HRA. The following aspects of your program were e~amined: financial management, fair housing, equal oppoitunity, program progress, owner-occupied housing rl')habilitation, commercial rehabilitation, labor standards, and lead hazard monitoring. Following the file review we visited a number of projects in both Vergas and Dent. The cities of Vergas and Dent are to be congratulated for a project that will have long-term positive impact on your communities. Our primary concern is to help your cities meet the objectives set forth in this program and to e~sure compliance with all applicable regulations so that you derive full benefit from the SCDP grant. We had no findings and no concerns in the enclosed "Monitoring Report." Overall, the project administrators should be commended for, their work. If there are any questions, or if we can be of any further assistance, please contact me at 651-259- 7457. Sincerely, a~ Jeremy Lacroix Business and Community Development Representative Enclosure .cc: Jeff Gaffney, Ottertail County HRA MINNESOTA SMALL CITIES DEVELOPMENT PROGRAM MONITORING REPORT Cities of Vergas and Dent Comprehensive Project CDAP-11-0030-O-FY12 August I, 2014 Prepared by Jeremy LaCroix Minnesota Department of Employment and Economic Development Division of Business and Community Development Office of Community Development } 51 National Bank Building 332 Minnesota Street, Suite E200 St. Paul, MN 55101-1351 INTRODUCTION On July 31, 2014, Jeremy LaCroix of the Department of Employment and Economic Development (DEED), Business and Community Development Division (BCD), met with Mikel Olson and Sue Bjorklund of the Fergus Falls Housing and Redevelopment (HRA) at the HRA office. The purpose of the visit was to monitor the Small Cities Development Program (SCDP) grant CDAP-l 1-0030-O-FYl2, Vergas, Dent Comprehensive Project. program areas monitored were grant and financial management, fair housing, equal oppo1iunity, program progress, owner- occupied housing rehabilitation, commercial rehabilitation, Davis Bacon Labor Standards, and lead hazard monitoring. Mr. LaCroix visited project sites in Vergas and Dent with I-IRA staff following file review in Fergus Falls. He conducted an exit meeting with Ms. Bjorkland and HRA Executive Director Jeff Gaffney. The conclusions and observations for the monitoring visit are included below. 'Program Progress The annual repmis for this project have been submitted to DEED and were on file. 9 of21 owner occupied rehabilitation projects.are complete and 13 more are in progress. 2 of 10 commercial rehabilitation projects' are complete and 11 others are in progress. The project appears to be progressing adequately. There were no findings or concerns in this area. Grant and Financial Management The signed grant agreement and administrative contract were on file. No grant adjustments have been requested. Grant policies and procedures were on file and were consistent with the grant application. Conflict of interest and an appeals process were included in the policies. Annual reports were on time and filed appropriately. Resicjential anti-displacement, drug free workplace and excessive force policies were adopted by both cities. A program income plan was approved. All disbursement request forms were on file. Administrative costs were acceptable and were consistent with the administrative contract. There were no unallowable costs. Disbursements were completed adequately and contractors were paid timely. Debarment checks were completed on contractors. There were no findings or concerns in th is area. Fair Housing/Equal Opportunity The city has undertaken different activities each year designed to affirmatively further fair housing. The city is marketing and implementing fair housing according to the Fair Housing Act. The city collected racial/ethnic data on beneficiaries for reporting purposes. The city took affirmative steps to solicit contracts with 'small, minority owned, and women owned businesses .. Equal opportunity, affirmative action and .Section 3 language was in rehabilitation contracts between homeowners (and commercial property owners) and contractors. Racial and ethnic data was collected on beneficiaries. There were no findings or concerns in this area. Environmental The city maintained a centralized file on environmental review. All required documents were on file in the Environmental Review Record. The city did not commit funds prior to environmental review. No other federal or state environmental review was completed. The city did not receive any objections to the NOIRROF. There were no findings or concerns in this area. Owner Occupied Rehabilitation Three project files were reviewed. All homes were located in the target areas. The homeowners were below 80% of area median income and proper documentation was in place to verify incomes. Rehabilitation Threshold Determination Worksheet/Tier Two Environmental Review Forms and MnSHPO reviews were on file for the reviewed homes. Initial inspection repmts, work write ups, and work completed concurred. At least two bids were submitted on each home. All repayment agreements were signed prior to notice to proceeds were signed. Contractor payments, completion certificates, lien waivers, and invoices were on file for one home. Small Cities limits and financing percentages matched those presented in the grant application and those stated in the policies. Debarment checks and Section 3 forms were completed for all contractors. There were no findings or concerns in this area. Of the three project files inspected, one contained lead. The homes were built before 1978. None of the homes were occupied by children under six or pregnant persons. A certified assessor completed risk assessments. Certification forms were on file with the home occupants' signatures showing they received the lead based paint brochure, a summary of the risk assessment, and the hazard completion notice (one house). Work write-ups contained lead items and lead licensed contractors completed work (one home). Relocation screening sheets are collected by the HRA where applicable. There were no findings or concerns in this area. Commercial Rehabilitation Three project files were reviewed. The projects were located in the slum and blight target area and a slum and blight resolution was on file. Tier Two Determination Worksheets and SHPO approvals were completed. Bids concur with items in the inspection report. At least two bids were sought on both projects. Repayment agreements were signed prior to Notice to Proceeds 2 being executed. Two projects were completed and the other was in process. Lien waivers were on file for completed work. The SCDP amount and percentages were consistent with the grantee's application. Debarment checks and Section 3 forms were competed for all contractors. There were no findings or concerns in this area. ' Labor Standards Labor Standards Proyisions (HUD4010) Award Notices and Contractor Subcontractor Certifications were on file. Final compliance form was on file for the completed project. The correct wage decision and specifications were in bid specifications. Wage decisions and posters were posted at the work sites. Payrolls were submitted weekly. Last four digits of social security numbers were on time sheets. Wage rates were equal to or greater than the wage decisions. There were no split work classifications and restitution was not required. All payrolls were signed by the proper person. Interviews were completed. There were no complaints. There were no findings or concerns in this area. SUMMARY We wish to thank Mikel and Sue for their assistance.and cooperation during the monitoring visit. Th~ project has been administrated well and the project is making an impact on the cities' target areas. 3 'From: Sent: To: Cc: Subject: ·m=isu m Lacroix, Jeremy (DEED) <jeremy.lacroix@state.mn.us> Friday, August 01, 2014 10:53 AM cityofvergas@arvig.net Sue Bjorklund; FFHRA Vergas Monitoring Report -· : -n r ZWRZ<'W::lrrr::c:s ttcew r··li;HQJ:;;m-=n-r""" Attachments: Vergas Dent Monitoring Report.pdf; Vergas Dent Monitoring cover letter.pd! Mayor Haarstick- Attached are the results of the required on-site monitoring of your Small Cities Development Program grant. I reviewed files with the HRA staff at their office in Fergus Falls. We then toured both Vergas and Dent and viewed many of the projects. Everything looked good and all required documentation was kept very well by the HRA. If you have any questions on the report or the grant, please feel free to contact me. Thank you, Jeremy S. Lacroix I State Program Administrative Coordinator Department of Employment and Economic Development 1st National Bank Building, 332 Minnesota Street, Suite E200, Saint Paul, MN 55101-1361 Direct: 651-259-7457 Fax: 651-296-1290, TTY: 651'282-5909 http: //mn.qov/deed Follow DEED on ~ ~ I Fergus Falls HRA/Otter Tail County HRA Commercial/Rental/Homeowner Property Improvement Walk-Away Policy The walk-away policy will be instituted by Fergus Falls HRAfor one or more of the following reasons: 1. When it is determined that it is not economically feasible or possible to bring the unit up to Rehab Standards. The purpose of the "walk-away" policy is to prevent investment in a home which is so deteriorated that compliance with the Rehabilitation Standards and Lead Based Paint standards for the program they are applying for.cannot be achieved within the maximum allowable funding level. Or 2. If a property is offered for bid on two separate occasions and no acceptable bid is received by the deadline stated on the Request for Bid document or the deadline date set by Fergus Falls HRAstaff, or if the Fergus Falls HRA Rehab Speci;ilist confirms that the property cannot feasibly be rehabilitated to Rehabilitation Standards and Lead Based Paint standards, within the maximum allowable funding level, Fergus Falls HRA may elect to "walk- away" from that property and take no· further action regarding its renovation. The property owner will be notified in writing within two weeks ofthe determination to "walk-away". or 3. If, in the opinion of the .Fergus Falls HRA Rehab Specialist, the current monetary value of property to be rehabilitated, together with the funds to be expended thru the Rehabilitation program, cannot bring the net monetary value up to at least the amount of the Rehabilitation funds expended, Fergus Falls HRA reserves the right to "walk-away" from that property and take no further action regarding its rehabilitation. or 4. If the property to be rehabilitated is in an "unkempt' state which could present Health or Safety hazards to Fergus Falls HRA personnel or Contractor who would be performing the work, the following will .apply. "Unkempt" may include, but would not be limited to, gerieral clutter or household garbag_e, either inside or outside of the property to be rehabilitated. If in the opinion of the Fergus Falls HRA Rehab Specialist the property is in an "unkempt" state the property owner will be notified in writing and given thirty days to bring the property up to an acceptable standard of cleanliness as determined by the Fergus Falls l;JRA Rehab Specialist. If, within that thirty day period, the property is not brought up to an acceptable standard, Fergus Falls HRA reserves the right to "walk away" frorn that property and take no further action regarding its rehabilitation. The property owner will be notified in writing within two weeks of this decision. Or 5. If a property owne~, other mernber(s) of a household, or pet(s) act in a manner that is uncooperative, threatening, intimidating, or otherwise makes Fergus Falls HRA staff feel unsafe, Fergus Falls HRA reserves the right to "walk-away'' from that property and take no further action regarding its rehabilitation. Definitions: Fergus Falls HRA: Fergus Falls Housing and Redevelopment Authority and/or Otter Tail County Housing and Redevelopment Authority. Rehab Standards: Work/repairs as required by the Fergus Falls HRA staff and/or the program which the applicant has applied. By my signature below I acknowledge receipt of a copy of this policy and agree to abide .by this policy. Property Owner Printed Name(s) Property Owner Signature(s) Date Property Owner Signature(s) Date h:\users\sue\walk away policy.docxWalk away polity Program MHFA Deferred Loans -Phase XVII SCDP: Vergas/ Dent (21 homes) SCDP: Vergas/Dent (10 commercial) OTC Tax Levy -Homeowner (2012) Only TLC Projects Leveraged w/SCDP Projects TOTAL 2012 OTC Tax Levy-Homeowner (2013) Only TLC Projects Leveraged w/SCDP Projects TOTAL2013 OTC Tax Levy-Homeowner (2014) Only TLC Projects Leveraged w/SCDP Projects TOTAL2014 OTC Tax Levy -Rental (2013) Otter Tail County HRA Rehabilitation Projects Update August 26, 2014 In Applications Process Inspected 2 0 2 20 0 20 16 1 16 12 0 12 20 0 20 32 0 32 13 0 13 14 0 14 27 0 27 8 1 6 8 0 8 16 1 14 1 1 1 Proceed Bidding Issued Complete $27,000 I 1 1 0 committed 5 8 7 4 9 2 0 0 12 0 1 19 0 1 31 0 0 13 0 3 11 0 3 24 1 3 3 2 6 0 3 9 3 0 0 0 HUB: FO Code: 5HMIN 5KPH 140 140 140 140 140 140 140 140 140. 140 1,680 NRA Balance as of 1/1/2014: ABA YTD: HAP Expenditures YTD: Remaining NRA YTD: Cash/Investment Estimated HUD-Held Reserve 122 131 883 OTTER TAIL COUNTY HRA HANum: MN177 $35,233 85.00% $35,233 87.14% $35,233 93.57% $33,317 94.29% $31,033 94.29% $31,033 92.14% $33,226 0.00% 0.00% 0.00% 0.00% 0.00% 52.56% $234,308 $8,326 $234,308 $248,685 -$6,051 $61,803 $0 $30,267 $256.50 $31,824 90.32% $267.43 $34,193 97.05% $280.27 $37,811 113.49% $288.63 $38,851 125.19% $294.33 $38,473 123.97% $291.46 $37,266 112.16% $288.88 $248,685 106.14% $281.64 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM JUNE & JULY, 2014 Annual Recerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-Out/Billed Ports-Out/ Absorbed Ports Out/End Participation End Participation Shop Mode/ARS New Admissions Waiting List/To Date Vouchers Issued Applications I/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 5 19 0 0 3 0 0 5 4 3 79 17 9 1 5 14/$7474; 15/$8100 0 1 100% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT c?~yv June2014 Rents Payable $3,163.00 Rents Collected $2,884.00 Late Fees Charged $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage Waiting List 2 Bedroom 33 3 Bedroom 29 4 Bedroom 4 H:\Users\Pam\Board Reports\OT Collllty -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT July 2014 Rents Payable $3,687.00 Rents Collected $4,001.00 Late Fees Charged $ 75.00 Late Fees Collected $ 50.00 Late Fees Outstanding $ 25.00 ELI Percentage One vacancy in NY Mills for July 31 -offer has been made Waiting List 2Bedroom 29 3 Bedroom 24 4Bedroom 3 ... 0 EO'JAL ~-...... OPPQl\1UNI Y HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 tthra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSU RE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executi ve Director October 9, 20 14 Meeting to be held Thursday, October 16, 2014 at 10:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Falls, MN, 56537 Regular Minutes of August 26, 20 14 Meeting AGENDA 1. Chjirperson -Call Meeting to Order 2. '4prova1 of Minutes 3. Executive Director A. O;rlh o~f Of ice for New HRA Board Member -Tom Koep B.Jub lic H aring, 10:00am -20 15 5 Year Agency Pl an Update . esolution No.104 -PHA Certification of Compli ance with 20 15-2020 5 Year Agency Plan & Civil Rights Certification C. 1inistration Expenses -August and September 20 14 D. stment Listing E. Bid P~ r.o6 o als for: a-/ fy Ii-Peril insurance b al Audit, December 3 1, 20 14 F. Propo 01 5 Public Housing Budget a. Resolution No. I 05 G. 20 15 Tax Levy Request Update H. JrlC-/1.0 L,(_~ Pt>---,;;J.OJL(- 4. Rehabi litation Coordinator -Sue Bjorklund A. MHFA Update B. 20 12 Vergas/Dent SCDP 5. Rehabi litation Spec ialist -Mikel Olson A. OTC Tax Levy Update 6. Housing Ad ministrator -Mary Jo Schwarz A. Otter Tail County Section 8 Update B. Fair Market Rent/Payment Standard Update C. Cost Saving Measure -New HUD Regulation Regarding Utility All owances D. The Future of' Interim Recertificati on's 7. Housing Manager -Pam Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! Providing Housing Opportunities 1-1:\Users\J EFF\i\GENDA-OTC I 0-9-14.doc The Otter_ Tail County HRA Board of Commissioners met in a regular meeting on, August 26, 2014 at 10:08 am at the Otter Tail County Goverriment Services Center, 510 West Fir Avenue, Fergus Falls, MN 56537 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Maki, Secretary Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Pam Minten Sue Bjorklund Mikel Olson Scott Rocholl, Chairperson opened the regular meetin~. ABSENT Robert Bigwood, Vice Chairperson Tom Koep A motion was made and seconded to approve the minutes from the June 19, 2014 meeting. Ml Hazel Hovde • S/BobMaki _ The Fergus Falls/Otter Tail County HRA staff and Otter Tail County HRA board members were asked to attend !Ill Otter Tail County Commissioners meeting prior to the HRA board meeting. Scott Rocholl thanked Jeffrey Gaffaney, Executive Director, for doirtg a good job representing the Fergus Falls/Otter Tail County HRA to the Commissioners. The Commissioners of Otter Tail Coilnty requested that the HRA return at their September 12, 2014 meeting. The County board discussed some ideas they would like Jeffrey to present at the December meeting such as; partnering with the county to create and finance a new down payment assistance program to be used county wide. These would be tax levy funds in addition to our annual request. The board nominated board member, Robert Maki; for the permanent position of secretary. Bob accepted and was appointed. A motion was made and seconded with all ayes to approve this appointment. Ml Hazel Hovde S/ Scott Rocholl Jeffrey announced the name, Tom Koep, as the new Otter Tail County board member. Tom is a contractor in the Parkers Prairie area. Tom will be filling the unexpired term of Janice Palan that will expire on August 1, 2015. The administrative expenses were reviewed for the months of June, 2014-and July, 2014.-A motion was made and seconded with all ayes to approve the expenses. Ml Hazel Hovde S/Bob Maki The Investment Listing was reviewed with changes only in the balances of the checking and savings accounts as of August 26, 2014. 2014 Capital Fund Program updates, the 2014 program is closed out with HUD pending the annual fiscal audit. • H:\Users\Kim\Minutes\2014 minutes\minutes -otc august 20l4.doc -, Jeffrey reported on the audit for the Otter Tail County HRA conducted by Carlson Highland. The auditor's report has been submitted to the Otter Tail County Auditor's office and HUD. A few of the pages discussed were; page 7-regarding an increase in assets and liabilities, page 9 -a pie chart was used to show where our revenue comes from, page 10 -a pie chart was used again to visualize our expenses over the past year and looking forward, page 16 -showed a review of our net income for our various programs, page 31 - reviewed the closing of two Capital Programs for the year, pending this audit we should receive an official close-out from HUD, page 40 -no findings. Scott congratulated the staff for having no findings for the audit period ending December 31, 2013. The board was informed of an upcoming Public Hearing on the 2015-2019 Comprehensive 5-Year Agency Plan. This Public Hearing will be conducted at 10:00 am during the regular board meeting October 16, 2014. Jeffrey gave an update from a previous discussion regarding the Henning HRA looking to partner with another HRA for certain programs. Jeffrey recently spoke with the Mayor of Henning about this. The Mayor questioned why we could not administer a rehabilitation program within the city limits of Henning. The answer to that was that the Otter Tail HRA would need to be authorized to levy money in the city of Henning each year to be able to administer a program in their jurisdiction. Sue Bjorklund, Rehab Coordinator, reported on the MHFA Deferred Loan Program. Two applications have been received, none are in process, two have been inspected, one is bidding, one is in progress and none are complete. Vergas/Dent SCDP Homeowner Program has received twenty homeowner applications, one is in process, twenty have been inspected, five are bidding, eight are in progress and seven are complete. Vergas/Dent SCDP Commercial Program has received sixteen commercial applications, one 1s m process, sixteen have been inspected, four are bidding, nine are in progress and two have been completed. Mikel Olson, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2012 program. TLC Projects only: 12 applications have been received, none are in process, 12 have been inspected, none are bidding, none are in progress and 12 are complete. Projects leveraged with SCDP: Twenty applications have been received, none are in process, 20 have been inspected, one is bidding, one is in progress and 19 are complete. A total of the projects are: 32 applications have been received, 32 have been inspected, none are bidding, one is in progress and 31 are complete. Otter Tail County Homeowner Tax Levy 2013 program update. TLC projects only: Thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, none are in progress and 13 are complete. Projects leveraged with SCDP: Fourteen applications have been received, none are in process, 14 have been inspected, none are bidding, 3 are in progress and 11 are complete. A total of the projects are: Twenty-seven applications have been received, 27 have been inspected, none are bidding, 3 are in progress and 24 are complete. Otter Tail County Homeowner Tax Levy 2014 program update. TLC projects only: 8 applications have been received, one is in process, 6 have been inspected, one is bidding, tlrree are in progress and tlrree are complete. Projects leveraged with SCDP: 8 applications have been received, none are in process, 8 have been inspected, 2 are bidding, 6 are in progress and none are complete. A total of the projects are: 16 applications have been received, one is in process, 14 have been inspected, 3 are bidding, 9 are in progress and 3 are complete. Otter Tail County Tax Levy 2014 Rental Program has received one application, 1 is in process, one is inspected, none are bidding, none are in progress, and zero is complete. H:\Users\Kim\Minutes\2014 minutes\minutes -otc august 2014.doc 2 Sue reported on the results of the SCDP Monitoring Visit for the Vergas Dent Comprehensive Project Grant. The representative of Business and Community Development wrote that he had no findings and no concerns with the Monitoring Report. He also wrote that the project administers should be commended for their work. Sue also proposed a "Walk-Away" Policy for Commercial/Rental/Homeowner Improvements administered through the Otter Tail HRA. A motion was made and seconded with all ayes to approve this policy. M/Bob Maki S/ Hazel Hovde It was reported that the HRA Rehabilitation staff are conducting surveys to see the interest level of the residents of Rothsay/Elizabeth and Fergus Falls for possible Small Cities Development Program Applications. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of June 2014. There were 132 leased and HAPS totaling $38,473.00. In July 2014 there were 129 leased and HAPS totaling $37,266.00. In June and July there were 17 vouchers issued, and 9 applications are in progress. There were 5 annual recertification's and 19 interims. Five families ended participation and there were 3 new admissions. There are 79 families on the waiting list. In July $8,100.00 was paid for 15 ports out: The ELI percentage was I 00%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for June were $3,163.00 and $2,884.00 was collected. There was $25.00 in late fees charged and $25.00 collected, leaving no outstanding charges. There are no vacancies at this time. There were 33 applicants on the 2-bedroom public housing waiting list, 29 applicants on the 3-bedroom waiting list and 4 on the 4-bedroom waiting list. The July rents owed totaled $3,687.00 and $4,001.00 was collected. There was $75.00 in late fees charged, $50.00 collected, and $25.00 in outstanding late fees. There was one vacancy in New York Mills, as of July 31, 2014 -new tenant moved in on August 13, 2014. There. was one lease termination in the 4 bedroom effective September 7, 2014. There were 29 applicants on the 2-bedroom public housing waiting list, 24 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list. There being no further business, a motion was made to adjourn the meeting. M/BobMaki S/Hazel Hovde Robert Maki, Secretary Date H:\Users\Kim\Minutes\2014 minutes\minutes . otc august 2014.doc 3 .. r Otter Tail County Public Housing ACOP (Admissions and Continued Occupancy Policy) and LEASE PROPOSED CHANGES OCTOBER 2014: POLICY CHANGES: 13.8 PAYING RENT: If the Resident does not pay the full amount of the rent by 4:30 p.m. on the fifth day of the month, a $25.00 an 8% late fee will be assessed, effective August I , 201 2 to all tenants to cover the added costs of a rent payment received after the fifth day of the month ..... 17.5 NOTICE OF INSPECTION For inspections defined as unit inspection and preventative maintenance inspections, special inspections, and housekeeping inspections the Otter Tail County Housing Authority will give the tenant at least two (2) days written notice shall provide written notice and specify the date, time and p,,!;[p0se for the entry. 26.0 NO SMOKING POLICY: In the interests of roviding a healthful living and working environment for Public Housing Residents and Staff, smoking is not permitted in the rental unit at any time, this includes the rental unit and garage. Smoking is permitted outside. This policy shall be incorporated in the lease for all new public housing family units starting October 16, 2014 and at recertification for Q_resent tenants starting January 1, 20 15. LEASE CHANGES: 3. RENT AL PAYMENT If the Resident does not pay the full amount of the rent by 4:30 p.m. on the fifth day of the month, an eight percent 8%) a $25.00 late fee will be assessed to the tenant to cover the added costs of a rent payment received after the fifth day of the month. Charges in addition to rent are due no later than two weeks from the date of the written notice of the charge. 14. ACCESS BY LANDLORD: The Landlord shall provide an ade uate two (2) days written advance notice to the resident of hi s or her intent to enter the dwelling unit for the purpose of performing routine inspections, and preventive maintenance, extermination, checking on a tenant the landlord believes is violating the lease, checking to see if a person is staying in the unit who has not signed the lease, or to show the dwelling unit for re-renting. The notice for routine ins2ections and preventive maintenance shall be in writing and specify the date, time, and purpose for the entry. The Resident shall permit the Landlord, his or her agents, or other persons, when accompanied by the Landlord, to enter the dwelling unit for these purposes. In the event that the Resident and all adult members of the household are absent from the dwell ing unit at the time of entry, the Landlord shall leave a card stating the date, time and name of the person entering the dwelling unit and the purpose of the visit. The Landlord may enter the dwell ing unit at any time without advance notice when there reasonable cause to believe an emergency exists. r Attachment "B" -House Ru les I. Rent is due on the I st of each month, no later than the 5th, unless a prior arrangement has been made with the Housing Manage r. Rent payments made after the 5th of the month are subject to a late fee of $25.00 of 8%, even if arrangements to pay are made. If ren t is not paid by the l 5th of the month, a notice to vacate will be sent to the Resident. Attachment I OTTER TAIL COUNTY HOUSING /\ND REDEVELOPMENT /\UTI IORITY NO SMOKING ADDENDUM Tenant and all members or Tenant's family or household are parties to a written lease with Landlord (the Lease). This Addendum states the following additional terms, conditions and rules which arc hereby incorporated into the Lease. A breach of this Lease Addendum shall give each party all the rights contained herein, as well as the rights in the Lease. I.Purpose of No-Smoking Policy. The parties desire to mitigate (i) the irritation and known health effects of secondhand smoke; (ii) the increased maintenance, cleaning, and redecorating costs from smoking; (iii) the increased risk of lire from smoking; and (iv) the higher costs of lire insurance for a non-smoke-free building; 2.Definitions: Smoking: The term "smoking" means inhaling, exhaling, breathing, or carrying any li ghted or heated cigar, cigarette, or other tobacco product or_12lant roduct in any manner or in any form. Smoking also • ncludes use of an electronic cigarette. F:lectronic Cigarette: The term "electronic cigarette" means any electronic device that provides a apor of liquid nicotine and/or other substances to the user as she or he simulates smoking. The term shall include such devices whether they are manufactured or referred to as e-cigarettes, e-cigars, c-1 es or under any roduct name. 3. Smoke-Free Complex. Tenant agrees and acknowledges that the premises to be occupied by Tenant and members of Tenant's household have been designated as a smoke-free living environment. Tenant and members of Tenant's household shall not smoke anywhere in the unit rented by Tenant, or the building where the Tenant's dwelling is located or in any of the common areas or adjoin ing grounds or such build ing or ot her parts of the rental community, nor shall Tenant crmit any guests or visitors under the control of'Tenant to do so. Thi s also includes the tenants garage. 4. Tenant to Promote No-Smoking Policy and to Alert Landlord of Violations. Tenant shall in form Tenant's guests of the no-smoking policy. Fu rther, Tenant shall promptly give Landlord a written statement of any incident where tobacco smoke is migrating into the Tenant's unit from sources outside of the Tenant's a Jartmcnt unit. 5. Landlord to Promote No-Smoking Policy. Landlord shall post no-smoking signs at entrances and ex its, common areas, hall ways, and in conspicuous places adjoining the grounds of tl'\.£.j!p2,!jmcnt C.Qill[lli. 6. Landlord Not a Guarantor of Smoke-Free Environment. Tenant acknowledges that Landl ord's adoption of a smoke-free li ving environment, and th e effort s to designate the rental complex as smoke-free, do not make the Landlord or any of its managing agents the guarantor or Tenant's health or of th e smoke-free condition of the Tenant's unit and th e common areas. I Iowcver, Landlord shall take reasonable steps to enforce the smoke ,.,, r,cc form s of its leases and to make the complex smoke-free. Landlord is not requ ired to take steps in response to smoking unl ess Landlord knows of said smoking or has been given written notice of said smoking. 7. Other Tenants are Third-Party Beneficiaries of Tenant's Agreement. Tenant agrees that the other cnanls al the complex arc the third-party beneficiaries of'Tcnant's smoke free addendum agreements with andlord. (I n layman's terms, this means that Tenant's commi tments in thi s Addendum arc made to the other Tenants as we ll as to Landlord.) A Tenant may sue another Tenant for an injunction to prohibit smoking or for damages, but docs not have the right to evict another Tenant. J\ny suit between Tenants herein shal I not create a P.resum tion that the Landlord breached this Addendum. 8. Effect of Breach and Right to Terminate Lease. J\ breach of this Lease Addendum shall give each party all the ri ghts contained herein , as well as the ri ghts in the Lease. J\ material breach of this Addendum shall be a material breach of the lease and grounds for immediate termination of the Lease by the Landlord. 9. Disclaimer by Landlord. Tenant acknowledges that Landl ord's adoption of a smoke free living environment, and the efforts to designate the rental complex as smoke-free, docs not in any way change the standard of care that the l,andlord or managi ng agent would have to a Tenant hou sehold to render buildings and premises designated as smoke free any safer, more habitable, or improved in terms of air quality standards than any other rental premises. Landlord specifically disclaims any implied or express warranties that the building, common areas, or Tenant's premises will have any higher or improved air quality standards than any other rental property. Landlord cannot and does not wa rranty or promi se that the rental premises or common areas wi ll be free from secondhand smoke. Tenant acknowledges that Landlord's ability to police, monitor, or enforce the agreements of this Addendum is dependent in significant part on voluntary compliance by Tenant and Tenant's guests. Tenants with respiratory ai lments, allergies, or any other physical or mental condition relating to smoke are put on notice that Landlord does not assume any higher duty of care to enforce thi s Addendum than any other landlord obligation under the Lease. **(Optional for existing tenants)** 10. E.ffcct of Current Tenants. Tenant acknowledges that current tenants residing in the compl ex under a prior lease will not be immediately sub ·ect to the No-Smoking Policy. As current tenants move-out, or enter ·nto a new lease (re-certification), the smoke-free policy will become effective for their unit or new lease. Proposer/ ACOP and l em,e changes effective January 1, 2015 for present residents, effective immediately/or new residents. 8.0 Capital Improvements. Please complete Parts 8.1 through SJ, as applicable. See HUD fonn 50075.2 approved by HUD 10/16/2014. It is anticipated that the Field Office will have a copy of the most recent HUD approved Capital Fund 5 Year Action Plan submitted with the PHA AnnuaJ Plan on file. Therefore, there is no need for the PHA to include copies of the approved form in its·PHA Annual Plan submission to HUD; 8.1 Capital Fund Program Annual Statement/Performance and.Evaluation Report. As part of the PHA 5-Year and Annual'Plan, annually complete and submit the Capital Fund Program Annual Statement/Performance and Evaluation Report, fonn HUD~50075.l, for each current and open CFP grant and CFFP finanCing. Citing the Fina] Rule for the Capital Fund Program that was ~ublished 10/24/2013, HUD staff instructed the PHA so submit the CFP application and annual reports separately with the signed amendment to the Annual Contributions Contract after the actual amount ofthe'PHA's CFP grant for the upcoming year is announced. That usually occurs anytime between March and August. 8.2 Capit31 Fund Program Five-Year Action Plan. As part of the submission of the Annual Plan, PI-iAs must complete and submit the Capital Fund Program Five-Year Action Plan, form HUD-50075.2, and subsequent annuli! updates (on a rolling.basis, e.g., drop current year, and add latest year for a five year period). Large capital items must be included in the Five-Year Action Plan. See Above. Page I of2 form HUD-50075 ( 4/2008) 8.3 Capital Fund Financing ·Program (CFFP). D Check if the PHA proposes to use any portion of its Capital Fund_ Program (CFP)/Replacement'Housing Factor (RHF) to repay debt incurred to finance capital improvements. No current plans: 9.0 Holising Needs. Based on infonnatioi1 provided by the applicable Consolidated Plan, information provided by HUD, and,other generally available data, make a reasonable effort to identify the housing needs of the low-income, very low-inCome, and extremely low-income families who reside·in the jurisdiction served by the PHA, including elderly families, families with disabilities, and households of various races and ethnic groups, and other families who are on the public-housing and Section 8 tenant-based assistance-waiting lists. The identification Qfhousing needs must address issues of affordability, supply, quality, accessibility, size of units, and location The-PH,(will try to·maintain its lease up rates by marketing the programs to owners of affordable units with the Pi-IA's jurisdiction. The PHA will work to minimize the down iime betwee_n vacancies in its public housing units. The PHA will also work with other self-sufficiency organizationJ to ensure tha~ disadvantaged household will have the maximum opportunity economically to advance themselves with the.goal of ultimately becoming self sufficient. 9.1 Strategy for Addressing Housing Needs. Provi_de a brief description of the PHA's strategy for addresSing the housing needs of families in the jurisdiction and on the waiting list in the upcoming year. Note: Small., Section 8 only, and High Performing PHAs complete only for Annual • Plan submission with the 5-Ycar Plan. The reason the PHA has chosen these housing strategics is that it believes that the provision of standard affordable housing should be encouraged through both the private and public sectors working together to achieve.one common goal. The·PHA also.encourages PIL\ program parti_cipants and applicants to strive to become more self sufficient. This is a logical thing to do and would free up additional funds if and-when clients move off as assisted programs. 10.0 Additional Information. Describe the following, as well as any additional information HUD has requested. (a) Progress in Meeting Mission and Goals. Provide a brief statement of the PHA's _progress in meeting the mission and goals describ~d in the SYear Plan. Continually striving to meet the previously adopted mission and goals set forth by the PHA. If the HR.A's Statement Of Housings Needs changes, resulting in the identified strategies to meet these needs being altered or eliminated, and it is determined that such an action has the potential to negatively impact the delivery of one or more of the currently.established HRA programs, the such change would be considered to be a Significant Amendment or Modification to the Annual Plan and would trigger a full public hearing and HUD revi_ew prior to implementation. (b) Significant Amendment and Substantial Deviation/Modification. Provide the PHA's definition of "significant amendment" and "substantial deviatioil/modification" If.the HRA proposes a change in the Mission Statement, or changes, revises, or otherwise significantly alters its established goals ('in terms of actually abandoning the goal or significantly reducing its stated' quantifiable measures), it will be a substantial deviation from the 5 Year·Plan. OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF AUGUST, 2014 Bank of the West -Office Rent $ Lakes Countrv Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Allv -Vehicle Lease $ Mikel Olson -Mileage & Phone $ Jeffrey Gaffanev -Mileage $ Marv Jo Schwarz -Mileage $ Scott Rocholl -Per Diem $ Hazel Hovde -Per Diem $ Robert Maki -Per Diem $ Robert Bi2:wood -Per Diem $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Otter Tail Power Co:;. $ Great Plains Gas CcY.,.• • ., . $ New Horizon Ag Service "$ Home Depot $ MNNAHRO $ N.F. Field Abstract $ Tina Stevens $ Overhead Door Co. . $ Derrick's Carpet Cleaning $ CoryFeigum $ Mike's Plumbing & Heating $ Housing & Data Systems $ Carlson Highland CP A's -Audit $ RTW Insurance $ Salaries $ H:\Users\JEFF\OTC i-!RA EXPENSES 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 617.64 48.71 164.08 73.44 88.00 121.60 60.00 129.72 380.80 318.00 813.85 790.50 770.74 51.53 38.41 113.48 950.00 340.00 200.00 726.00 • 120.00 770.00 431.80 120.00 6;800.00 1,500.00 13,309.71 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF SEPTEMBER, 2014 Bank of the West-Office Rent $ Lakes Countrv Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ Mikel Olson -Milea2:e & Phone $ Jeffrey Gaffaney -Milea2:e $ Marv Jo Schwarz-Mileage $ City of Pelican Rao ids $ 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. $ Toutges Sanitation Co. $ Waste Management Co-. $ New Horizon Ag Service $ Home Depot $ Sue Bjorklund -mileage $ Housing & Data Systems $ N.F. Field Abstract $ Josie Vimala -Security Deposit $ Mark Gaworski -Accounting Fees $ Sherwin Williams Co. $ Brian's Lawn Care $ Otter Tail County Sheriffs Office $ Otter Tail County Court Administrator $ Salaries $ H:IUsers\JEFFIOJC HRA EXPENSES 450.00 2,100.00 1,200.00 225.00 200.00 400.00 -150.00 771.08 43.10 122.64 355.00 408.40 315.00 578.68 790.50 84.78 722.54. 50;20 36.00 211.18 32.77 18.17 73.41 172.10 595.00 611.27 1,050.00 261.28 809.40 97.60 322.00 13,124.79 October 16, 2014 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fergus Falls SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fergus 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:\Users\JEFF\INVESTMENT LISTINGS\2014\invest list otc-October 2014.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,605.40 Certificate #210979 Weekly Money $19,828.62 Market Savings Commercial Money $7,040.82 Market $50,980.21 37,988.87 $28,361.53 $508,093.44 $831.98 I.D. # 41-1518930 INTEREST INTEREST PURCHASE MATURITY RATE PAID DATE· DATE .05% Maturity Renewed Automatic Deposit 09/19/14 03/19/15 .05% Monthly Account #9312-004634 .05% Monthly Account ' i #9312015673 , ' For lnformati MCPP Usage Report as of 9-15-14 (Applies to Start Up Program Loans Only) MCC Loans Allocation Name . Allocation~Amount • Committed loans Committed Amount Funds Available Percenta""e..of Usaee Committed loans Committed Amoun Albert Lea $307 720.00 4 $246,607.00 $61 113.00 80.14% 1 s 73,469.1 Aleundm1 $222 911.00 3 $344,663.00 ($121,752.00) 154.62% 0 s Anoka $5,770,676.00 141 $20,921,838.00 1$15,151,162.00 362.55% 11 $ 1,834,510.( Barnesville $100,000.00 0 $0.00 $100,000.00 0.00% 0 s Becker $565,041.00 2 $281,000.00 $284,041.00 49.73% 0 $ Bluff Countrv HRA $679,907.00 1 $81,122.00 $598,785.00 11.93% 1 $ 147,959.1 8reckennd1e $100,000.00 0 $0.00 $100,000.00 0.00% 0 S Carver $1,603,701.00 IS $2,093,782.00 1$490,081 00) 130.56% 2 s 430,563.1 Ch1ooewa $208,739.00 6 $512,445.00 1$303,706.00) 245.50¾ 0 s Ch,saao $918,104.00 14 $2 290 300.00 1$1,372.196.00) 249.46% I s 126,100.1 Crow Wmit Sl 077,473.00 2 $208,838.00 $868,635.00 19.38% I s 125,800.1 Dilworth $100,000.00 3 $337 867.00 ($237,867.00) 337.87% 0 s Freeborn $223,974.00 2 $220,360.00 $3,614.00 98.39% 1 $ 65,000.{ Fulda $100,000.00 I $57,120.00 $42,880.00 57.12% 0 s Glyndon $100,000.00 I $134,360.00 ($34,360.00) 134.36% 0 S Grant $101,962.00 0 $0.00 $101,962.00 0.00% 0 s J-feadwarers Re,nonal ~v. Commission $1,437,357.00 22 $2,543,505.00 (S l, 106,148.00) 176.96% 2 s 288,800.1 Henneoin S13,SOS,77S.OO 232 $34.130,266 66 ($20,624,491 661 2S2 71% 23 s 3,680,687,( Kand1voh1 $725,130.00 18 $1 929 786.00 ISJ,204,656.001 266.13% I s 152,551.1 Little Falls $142,490.00 0 $0.00 $142,490.00 0.00% 0 S McLeod $618,696.00 10 $1,072,200.00 1$453,504.00) 173.30¾ 5 s 654,643.1 Moorhead $666,421.00 15 $1,888 342.28 1$1,221,921.28) 283.36% 3 s 492,370.1 Mower $673,704.00 43 $3,583,392.00 1$2,909,688.00) 531.89% 19 s 1, 708,345.( North Mankato $230,691.00 4 $493 593.00 ($262 902.001 213.96% 0 s NW MN Multi-Co. HRA $1,468,100.00 9 $895,023.00 $573,077.00 60.96% 1 $ 94,500.< Ortonville $100,000.00 0 $0.00 $100,000.00 0.00% 0 S Otter Tail $981,869.00 2 $162,434.00 $819,435.00 16,54% 0 $ Owatonna $436,449.00 2 $241,810.00 $194,639.00 55.40% 0 S Ramsev $3 909,328.00 51 $7,014,096.00 ($3,104,768 001 179.42% 5 S 712,043.1 RedW,na $282,409.00 0 $0.00 $282 409.00 0.00% 0 S Rice $1109,536.00 4 $468,671.00 $640 865.00 42.24% 0 $ Scott $2,284 739.00 40 $6 187 946.00 1$3 903 207.001 270.84% 4 s 613,820.1 SE MN Multi-Co, HRA $1 763 275.00 10 $880,895.00 $882,380.00 49.96% 0 s Sherburne $1,416,125.00 16 $2,390 983.00 ($974,858.001 168.84% 1 s 176,892.1 Samt Cloud $1,127 598.00 6 $747 453.00 $380 145.00 66.29% 0 S Samt James $100,000.00 5 $320,750.00 ($220,750.00) 320.75% 0 S Saint Louis $3,427,708.00 39 $3,822 614.00 1$394.906.00 111.52% l $ 116,844.1 Stevens $167,098.00 6 $457 913.00 1$290 815 00 274.04% 0 S Swift 5164,664.00 4 $314,949.00 1$150,285.00) 191.27% 0 s Washm2ton $4,169,529.00 67 $9,748 936.00 155,579,407 001 233.81% 4 $ 675,125.1 Wells $100,000.00 0 $0.00 $100,000.00 0.00% 0 $ Worth1n1.ton $221,061.00 3 $237 850 00 ($16,789 00) 107.59% 0 s Wriaht $2,178 612.00 18 $2 926 855.00 ($748,243.00) 134.34% 3 s 351,132.1 Totals $55,588,572.00 821 $110,190,564.94 198.23% 90 s 12,521,153.( ~· , LJ : Fergus Falls/Otter Tail County HRA ' ,_ •~·~· ' Housing & Redevelopment Authority OPP_O~T~NIIY_ •' 1. OTTER TAIL COUNTY HRA BID PROPSALS 10/16/14 Multi-Peril Insurance $ 10,673.00 HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Rivervi~w Heights Hlghrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 American Family Insurance Ed Larrivy, Battle Lake, MN (1,211.00 increase from 2014) 2. Fiscal Audit Carlson/Highland & Co. LLP Fergus Falls, MN $ 7,100.00 ($300.00 increase from 2014) H:\Users\JEFF\OTC HRA BID PROPSALS,doc Providing Housing Opportunities Wayne, This would have to be additional funds requested because I just cannot see where we could eliminate any funds in our current request. I don't know when you came into the meeting but I stated that our current levy request was somewhere between 30% - 35 % of what by State statue we could be levying. So what additional amount the request should be I really don't know ........ maybe Commissioner's Doug & Wayne could shed some light How big do they want the initial startup program? Just for conversation purposes: Let's say we would help 15 new home owners: = $262,500 Also, if we would help 2 developers building 2 new apartment bldgs. 2 =$150,000 $412,500 $175,000 home X 10% = $17,500 X 15 $75,000 per bldg. = $75,000 X A lot of discussion still needed regarding amount of program and program logistics ect. Thanks, Jeff From: Wayne Stein [mailto:wstein@co.ottertail.mn.usl Sent: Tuesday, August 26, 2014 11:41 AM To: 'FFHRA' Subject: RE: Otter Tail Co. Budget Committee Meeting Jeff, Will your request be for additional funds or a redistribution of the funds previously requested? If additional funds is being requested do you have an estimated amount that I could build into the County's Overall proposed budget. If yes, then I would proceed to include the additional funding request in the County's proposed budget and schedule a meeting at a time when all participants are available. Sincerely, Wayne Stein, County Auditor Government Services Center 510 Fir Ave W. 2 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority HRA Offic~ 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrlse 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 2015 OTTER TAIL COUNTY TAX LEVY REQUEST: Requested: Annual 2015 Request -$416,000 Additional 2015 Down Payment Assistance Request -$4121500 Approved: $416,000 $41,850 $416,000 is 27.25 % of estimated taxable value for 2015 $457,850 is 30.0% of estimated taxable value for 2015 Difference equals $41,850 ------------· • ------Providing Housing Opportunities ============= Program MHFA Deferred Loans -Phase XVII SCDP: Vergas/ Dent (21 homes) SCDP: Vergas/Dent (10 commercial) OTC Tax Levy -Homeowner (2012) Only TLC Projects Leveraged w/SCDP Projects TOTAL2012 OTC Tax Levy-Homeowner {2013) Only TLC Projects Leveraged w/SCDP Projects TOTAL2013 OTC Tax Levy -Homeowner {2014) Only TLC Projects Leveraged w/SCDP Projects TOTAL2014 OTC Tax Levy -Rental (2013) Otter Tail County HRA Rehabilitation Projects Update October 16, 2014 In Applications Process Inspected 1 0 1 20 0 20 16 0 16 12 0 12 20 0 20 32 0 32 13 0 13 14 0 14 27 0 27 14 1 13 12 0 12 26 1 25 2 0 2 Proceed Bidding Issued Complete ~27,000 I 0 1 0 committed 2 10 8 3 11 2 0 0 12 0 0 20 0 0 32 0 0 13 0 2 12 0 2 25 2 8 3 1 10 1 3 18 4 1 1 0 HUB: FO Code: 5HMIN 5KPH 140 140 140 140 140 140 140 140 1,680 NRA Balance as of 1/1/2014: ABA YTD: HAP Expenditures YTD: Remaining NRA YTD: Cash/Investment Estimated HUD-Held Reserve OTTER TAIL COUNTY HRA HA Num: MN177 85.00% 87.14% 93.57% 132 94.29% 132 94.29% 129 92.14% 123 87.86% 120 85.71% 0.00% 0.00% 0.00% 1,126 67.02% $8,326 $305,753 $316,619 -$2,540 $61,803 $0 $35,233 $35,233 $35,233 $33,317 $31,033 $31,033 $33,226 $33,226 $38,219 $305,753 $30,267 $25650 $31,824 90.32% $267.43 $34,193 97.05% $280.27 $37,811 113.49% $288.63 $38,851 125.19% $294.33 $38,473 123.97% $291.46 $37,266 112.16% $288.88 $34,254 103.09% $278.49 $33,680 88.12% $280.67 $316,619 103.55% $281.19 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM AUGUST & SEPTEMBER, 2014 AnnualRecerts Interim Recerts Ports-In/Billing Ports-In/ Absorbed Ports-Out/Billed Ports-Out/Absorbed Ports Out/End Participation End Participation Shop Mode/ARS New Admissions Waiting List/To Date Vouchers Issued Applications I/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 19 10 0 0 2 6 0 4 3 5 99 12 9/1 0 appts. 1 2 Aug.11/$5,141; Sept. 3/$1,268 0 0 66% (Jan.-Sept.) FERGUS FALLS/OTTER TAIL COUNTY HRA SCHEDULE OF ALLOWANCES FOR TENANT FURNISHED UTILITIES EFFECTIVE SEPTEMBER 1, 2014 SINGLE FAMILY lBR 2BR 3BR 4BR Natural Gas 30 37 46 55 Bottle Gas 120 150 181 201 Fuel Oil 153 186 236 293 Electric 64 84 106 131 DUP/TRI/FOURPLEX Natural Gas 27 34 39 48 Bottle Gas 100 127 150 181 Fuel Oil 129 158 195 246 Electric 53 72 • 90 125 APARTMENT Natural Gas 18 21 26 30 Bottle Gas Fuel Oil Electric 48 56 67 84 MOBILE HOME Natural Gas 30 37 46 55 Bottle Gas 120 150 181 201 Fuel Oil 153 186 236 293 Electric 64 84 106 131 TOWNHOMES Natural Gas 19 24 29 34 '.€:"<ir@"KIN"l (This allow structure types) Natural Gas 5 6 7 8 Electric 3 6 8 9 Bottle Gas 18 23 25 30 '.©ENE:R'iffltEim"@lllRr&Al ,1 , SE (This allowance schedule is used for all structure types) 29 37 44 51 M7m-11ElR•HEW•filNI' (This allowance schedule is used for all structure types) Natural Gas 10 12 15 18 Electric 17 22 27 30 Bottle Gas 53 64 81 97 ~SViEIDmRWl ~0lmE'"@.'D , , Water 24 42 49 Sewer 28 35 43, 52 Trash 19 19 22 22 iRWN1~ES'/REEIU"6ERiA"ffi@ - Range 3 3 3 Refrigerator 6 6 6 SBR 66 259 363 162 57 219 311 138 37 113 66 259 363 162 10 9 33 58 22 36 100 59 61 22 3 6 FAIR MARKET RENT/PAYMENT STANDARD REVIEW -2015 NEW 2015 FMR: 0 BR 428 1 BR 512 2 BR 643 90 -110% OVER CURRENT FMR 0 BR 386 470 1 BR 461 612 2 BR 579 707 CURRENT PAYMENT STANDARDS 0 BR 1· BR 2 BR • 424 507 637 PROPOSED PAYMENT STANDARDS 0 BR CID. 424 7 3 BR 918 3 BR &,' ~ 1010 3 BR 819 3 BR 827 4 BR 944 4 BR 850 1038 4 BR 842 5 BR 1086 5 BR 977 1195 5 BR 968 4 ,.o,,o i-o '-"C'.. d 4 BR 5 BR 850 977 6 BR . 1227 ~:) 1350 6 BR 1094 6 BR 1104 Because of HUD regulation, the 3, 4, 5 & 6 bedroom payment standards had to be increased retroactively to October 1, 2014, for all new admissions and recertifications. We are proposing that the 1 & 2 bedroom payment standards be increased effective November 1., 201 4, for .all new admissions and December 1 , 201 4, for all annual recertifica:tions. REGULATION CHANGES FOR SECTION 8 ALLOWANCES FOR TENANT-PAID UTILITIES The 2014 Appropriations Act now limits the utility allowance payment for tenant-based vouchers to the family unit size for which the voucher is issued, irrespective of the size of the unit actually rented by the family, with an exemption for families with a person with a disability6 In other words: The utility allowance amount for a family shall be the lower of: (1) The utility allowance amount for the family unit size (voucher size); or (2) the utility allowance· amount for the unit size rented by the family. This regulatory change is to be implemented, immediately, for all new admissions. For current program participants, we must implement the new allowance at the family's next annual recertification. Since we must give at least a 60-day notice to current participants, the regulatory change will begin with recertifications on or after January 1, 2015. ., The Fergus Falls & Otter Tail County HRA currently conducts interim recertificatioi1s whenever there is ··an increase or a decrease ii,1 HH income and/or an increase in HH expenses (medical/childcare). HUD only requires that we conduct interims for JH:Is who report decreases in HH income and increases in expense.s. Because of the ever-increasing administrative burden our current policy is creating, it is the recommen.dation from staff and the Executive Director that the policy on interim recertifications be changed .as follows: • Interim Recertifications will be conducted as follows: 1) When .there is a decrease in lill income and/or an increase .in JIH expenses (medical/childcare) (statutory HUD language). 2) . When there is a change in the Contract Rentfor the assisted unit. • 3) Whenever a JIB member, who previously reported zero income, reports gaining any source of income. 4) When JIB income changes as a• result. of a change in family composition . . We will continue to require th.11t all families report any and all changes in IDI income and family composition as previously dictated by policy. The information below will explain ·why we are requesting to change the interim pollcy and provide insight on the burden our current policy is creating: During the 8-inonth period, 1/1/14 -8/31/2014 staff calculated.14 7 interims (92-FF; 55-OTC) 41/92 of the FF interims/actions were from repeat reporters (18 different HHs) 17/55 of the OTC interims/actions were from Tepeat reporters (8 different rills). Repeat reporters are (for example) HHs that report.getting a job one day and losirig that job shortly, thereafter. 5/18 of the FF repeat reporters ,had three changes reported in that 8-month period. 1/8 of the OTC repeat reporters had three changes during that 8-month period. When HH income goes up, our costs (HAP) go down. For the 8-month period, the FF program only saved an average of$551.00 per month out of the entire 92 interims/actions that had to he calculated. For the 8-month period, the OTC program only saved an average of$198.00 per month out ofthe·entire 55 interims/actions that had to be calculated. • • For each of these 147 interims, Gail has to send out "change repmi fonris", follow-up on these f~rms when they are not sent back in a timely manner, seek verification of the changes reported ( either from participant or·via 3r<1 party verification/som.etimes both to ensure accurate information). This process can be very lengthy and burdensome, administratively. Once verification is obtained, the file is then given to Tanya to calculate whether or not a recalculation is necessary and if so, the calculation is done and the family notified of the change. With the repeat reporters, many times there is another change reported by the time the first change is even verified and/or calculated. The amount of time and money spent, administratively, outweighs the benefit of the money being saved conducting interims the way we have been, With the cost-saving measures that HUD is nov; taking with regard to the utility allowances it is likely that we will feel little or no financial stress on the HAP budget as there are 31 FF HHs who will experience a fairly significant decrease in their utility allowances throughout 2015, and 39 OTC HHs who will experience this decrease in utility allowances. Whenever there is a decrease in utility allowances, HAP costs decrease. OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units August2014 Rents Payable $3,100.00 Rents Collected $2,786.00 Late Fees Charged $ 0.00 Late Fees Collected $ 25.00 Late Fees Outstanding' $ 0.00 ELI Percentage 100% One 3 BR vacancy in NY Mills-vacated 7-31-14-lease signed on 8-13-14. Waiting List 2 Bedroom 27 3 Bedroom 25 4Bedroom 3 H:\Users\Pam\Board Reports\OT CoW1ty -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units September 2014 Rents Payable $3,125.00 Rents Collected $2,609.00 Late Fees Charged $ 25.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% One lease termination for 9-21-14-court on 10-07-14-offer has been made to applicant. One notice to vacate for 10-31-14- letters sent to applicants. Waiting List 2 Bedroom 19 3 Bedroom 13 4 Bedroom 1 OATH OF COMMISSIONER OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA. I, Tom Koep , do solemnly swear that I will support the Constitution of the United States and of the State of Minnesota and will faithfully discharge the duties of the Office of . Commissioner of the Housing and Redevelopment Authority of Otter Tail County. Minnesota, according to law and to the best of my judgement and ability, so help me God. I do further swear that I am, and was at the time of my appointment, a resident of Otter Tail County. Minnesota, and that I am not a public officer or employee of the County of Otter Tail, Minnesota. Signed ____________ _ Subscribed and sworn to before me this 18th day of December, 2014. Signed ____________ _ Notary Public My commission expires. ______________ _ H:\Users\JEFF\Oath of Commissioner otc.doc --~ OTTERTllll oo,1,,-•1•1uo,1 GOVERNMENT SERVICES CENTER 510 WEST FIR AVENUE FERGUS FALLS, MN 56537 August 12, 2014 Jeffrey Gaffaney, Executive Director OTTER TAIL COUNTY COUNTY AUDITOR'S OFFICE FINANCIAL SERVICES DIVISION WWW .CO.OTTER-TAIL.MN.US wstein@co.ottertail.mn.us Otter Tail County Housing and Redevelopment Authority 1151 Friberg Ave Fergus Falls, MN 56537 RE: Otter Tail County HRA Board Member Appointment -District 4 Dear Mr. Gaffaney, OFFICE· 218-998-8030 DIRECT. 218-998-8041 FAX: 218-998-8042 On Tuesday, August 12, 2014 the Otter Tail Couniy Board of Commissioners took action .appointing Mr. Tom Koep to fill the unexpired term of Janice Palan on the Otter Tail County Housing and Redevelopment Authority Board for the term of the appointment date through August 1, 2015. Should you have any question~ or require any additional information please feel free. lb contact me. Thank you very much for your assistance. Sincerely, w,~j,tJJ- county Auditor f-1ECE~VED AUG 1 4 2014 FERGUS FALLS/ OTTER TAIL COUNTY HRA 0 [QU;L l<OJJS;IG OPPORTUNITY 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 Tom Koep Hazel Hovde Robert Maki Scott Rocholl Robert Bigwood DATE OF ORIGINAL APPOINTMENT 08/14 10/97 06/10 08/08 09/08 DATE OF REAPPOINTMENT 8/11 08/12 08/13 08/14 H:\UsersUEFF\BOARD APPOIN_TMENTS OTC HR1J,fl8tiding Housing Opportunities DATEOF EXPIRATION 8/2015 8/2016 08/2017 08/2018 8/2019 • l 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, Executi ve Director December 11 , JO 14 Meeting to be held Thursday, December 18, 2014 at 10:00 a.m. at the HRA Office, 1151 Friberg Ave., Fergus Falls, MN, 56537 Regular Minutes of October 16, 20 14 Meeti ng AGENDA I. Chairperson -Ca ll Meeting to Order 2. Approval of Minutes 3. Exe91-1tive Director A~}ministration Expenses -October and Novem ber 20 14 B.~westment Listing C. Public Housing Accounts Receivables -December 31 , 2014 D. Admini strati ve Contracts with Fergus Falls HRA a . ./:~ cti on 8 Voucher Program b. ow Rent Public Housing Program . i 1-1 FA Rehab Programs . Otter Tail County Tax Levy Program E. PP 2014 Final Usage Report r. '.µ.~A Ci:>,""-~~s S.-ol\. e_,.,---r-r ..... ~"-. _.., j 4. Rel1 ilitati on Coord inator -Sue Bjorklund A. HFA Update 8. 012 Vergas/Dent SCDP C. Future SC DP App li cations 5. Rehaiilitation Specialist -Mike l Olson A. ~TC Tax Levy Update 6. Houdng Admini strator -Mary Jo Schwarz A. J;~-~~r Tail County Secti on 8 Update 7. Housing Manager -Pam Minten A. Publi c Housing Update PLEASE CALL I F YOU ARE UNABLE TO ATTEND! ====-==--=-:..;___==--=-==--:..:=-=--===--Providing Housing Opportunities 11:\Uscrs\JEFF\AGENDA-OTC 12-11-1 4.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on, October 16, 2014 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT • Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Pam Minten Sue Bjorklund Mikel Olson Scott Rocholl, Chairperson called the meeting to ·order. ABSENT Robert Maki, Secretary Tom Koep A motion was made and seconded to approve the minutes from the August 26; 2014 regular meeting. Hazel Hovde was appointed as acting Secretary for this meeting in Robert Maki' s absence. Ml Hazel Hovde S/ Scott Rocholl Scott Rocholl opened the public hearing at 10:05 am, regarding Otter Tail County HRA 2015-2019 Comprehensive 5 Year Agency Plan Update. We had not received any submissions in writing, iµid no one had appeared to speak at the hearing regarding the following topics.• 1. Proposed 2015 Capital Fund Improvements and 5 Year Items Jeff stated that the 2015 Capital Fund Grant will be approximately $19,500.00. Jeffs recommendation for this money is to put all of the Capital Fund money into general operations. 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. The 5 Year proposed work items on the last two pages of the Capital Fund documents were discussed. 2. Updated Policies, Otter Tail County Public Housing Pam presented the policy changes and updates for the Otter Tail County Public Housing (ACOP) Admissions and Continued Occupancy Policy. The board discussed the No Smoking Policy extensively. a) 13.8 Paying Rent b) 17 .5 Notice of Inspection c) 26.0 No Smoking Policy A motion was made and seconded with all ayes to adopt all of the Public Housing changes to the ACOP policy and lease. Ml Robert Bigwood S/ Hazel Hovde H:\Users\Kim\Minutes\2014 minutes\minutes -otc october 2014.doc A motion was made to approve the Resolution No. 104-PHA Certification of Compliance with 2015-2020 5 Year Agency Plan Update & Civil Rights Certification. Ml Robert Bigwood SI Hazel Hovde A motion was made to accept the changes presented and close the Public Hearing at I 0:26am. M/Hazel Hovde SI Robert Bigwood The administrative expenses were reviewed for the months of August, 2014 and September, 2014. A motion was made and seconded with all ayes to approve the expenses. Ml Hazel Hovde SI Robert Bigwood The Investment Listing was reviewed, one money market certificate matured in September and was renewed at a like interest rate. The only other changes were the balances of the checking and savings accounts as of October 16, 2014. Jeff presented bid proposals for Multi-Peril Insurance Coverage. American Family Insurance submitted a bid proposal of $10,673.00, a $1,211.00 increase from 2014. A motion was made and seconded with all ayes to accept the bid from American Family Insurance. Ml Robert Bidwood SI Hazel Hovde The Fiscal Audit proposal for December 31, 2014 by Carlson/ Highland & Co. LLP was discussed. The cost will be $7,100, a $300.00 increase from 2014. A motion was made and seconded with all ayes to accept the bid from Carlson/Highland & Co. LLP. Ml Robert Bigwood SI Hazel Hovde 2015 Proposed Public Housing Operating Budget was discussed including Board Resolution No. 105; 2015 projected amounts and 2014 estimated amounts were reviewed. Expenses and utilities were up slightly. These are best estimates possible at this time. A motion was made and seconded with all ayes to approve the 20 I 5 Proposed Public Housing Operating Budget. Ml Robert Bigwood SI Hazel Hovde Jeff reported on an email received from the Otter Tail County Auditor, Wayne Stein, regarding the HRA's 2015 Tax Levy request. The annual request has been approved for $416,000.00. An additional down payment assistance request was also approved for $41,850.00. The Otter Tail County Commissioners have asked the HRA to consider administering a down payment assistance program to help the development of H:\Users\Kim\Minutes\2014 minutes\minutes -otc octobcr 2014.doc 2 u new affordable homes or purchasing of existing homes. The HRA would be responsible for coming up with the terms and parameters for the loan program. This program would start in 2015. Jeff reviewed the MCRP report with board members. Otter Tail was aIIocated $981,869.00 with two committed loans to date. The committed amount is only $162,434.00 which is 16.54% of the allocated money. It was discussed that Otter Tail County is not doing very weII, and this could possibly be because of low interest rates for new homeowners statewide. This program is administered by MFHA for first time homebuyers (which also include people who have not owned a home within the past 3 years). Sue Bjorklund, Rehab Coordinator, reported on the MHF A Deferred Loan Program. One appli~ation has been received, none are in process, one has been inspected, none are bidding, one is in progress and none are complete. Vergas/Dent SCDP Homeowner· Program has received twenty homeowner applications, none are in process, twenty have been inspected, two are bidding, ten are in progress and eight are complete. Vergas/Dent SCDP Commercial Program has received sixteen commercial applications, none are in process, sixteen have been inspected, three are bidding, eleven are in progress and two have been completed. Sue reported that the Rehab department is working on future grant applications for: Fergus FaIIs, the Otter Tail county side ofRothsay and Elizabeth. Rothsay and Elizabeth would be a combined project Mikel Olson, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2012 program. TLC Projects only: 12 applications have been received, none are in process, 12 have been inspected, none are bidding, none are in progress and 12 are complete. Projects leveraged with SCDP: Twenty applications have been received, none are in process, 20 have been inspected, none are bidding, none are in progress and 20 are complete. A total of the projects are: 32 applications have been received, 32 have been inspected, none are bidding, none are in progress and.32 are complete. Otter Tail County Homeowner Tax Levy 2013 program update. TLC projects only: Thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, none are in progress and 13 are complete. Projects leveraged with SCDP: Fourteen applications have been received, none are in process, 14 have been inspected, none are bidding, 2 are in progress and 12 are complete. A total of the projects are: Twenty-seven applications have been received, 27 have been inspected, none are bidding, 2 are in progress and 25 are complete. Otter Tail County Homeowner Tax Levy 2014 program update. TLC projects only: 14 appli<;ations have been received, one is in process, 13 have been inspected, two are bidding, eight are in progress and three are complete. Projects leveraged with SCDP: 12 applications have been received, none are in process, 12 have been inspected, 1 is bidding, 10 are in progress and one is complete. A total of the projects are: 26 applications have been received, one is in process, 25 have been inspected, 3 are bidding, 18 are in progress and 4 are complete. H:\Uscrs\Kim\Minutes\2014 minutes\minutes -otc octobcr 2014.doc 3 Otter Tail County Tax Levy 2014 Rental Program has received two applications, none are in process, two are inspected, one is bidding, one is in progress, and none are complete. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of August 2014. There were 123 leased and HAPS totaling $34,254.00. In September 2014 there were 120 leased and HAPS totaling $33,680.00. In August and September there were 12 vouchers issued, and 9 applications are in progress. There were 19 annual recertifications and IO interims. Four families ended participation and there were 5 new admissions. There are 99 families on the waiting list. In September $1,268.00 was paid for 3 ports out. The ELI percentage was 66%. Mary Jo asked the board for approval to leave the utility allowances rate the same as 2013. Mary Jo will update the rates as soon as the new study is complete. This study may take some time, but is very necessary. A motion was made and seconded with all ayes to leave the utility allowances the same until the study has been completed. Ml Hazel Hovde S/ Robert Bigwood Mary Jo updated the board that all payment standards need to be raised to be in compliance with the Fair Market Rent 2015. Payment standards were automatically raised on October 1, 2014 for; three, four, five and six bedrooms in order to meet HUD's minimum requirements. Mary Jo proposed to raise the payment standards for one and two bedrooms and to make this change effective November I, 2014 for all new admissions and December 1, 2014 for all annual recertifications. A motion was made and seconded with all ayes to approve the increase in payment standards for one and two bedroom units. Ml Robert Bigwood S/ Hazel Hovde Mary Jo reported a required action from HUD regarding Utility Allowances. The utility allowance amount for a family shall be the lower of: (1) The utility allowance amount for the family unit size (voucher size); or (2) the utility allowance amount for the unit size rented by the family. This regulatory change is to be implemented, immediately, for all new admissions. For current program participants, we must implement the new allowance at the family's next annual recertification. Since we must give at least a 60-day notice to current participants, the regulatory change will begin with recertification's on or after January 1, 2015. Mary Jo proposed a policy change for Interim Recertification's. At this time, the current process that staff takes to process interims has been determined inefficient. Mary Jo reviewed data over several months and determined that the costs to administer the current policy far outweigh the benefit of HAP savings. The new interim policy presented and approved, is as follows: (1) When there is a decrease in HH income and/or an increase in HH expenses (medical/childcare) (statutory HUD language). (2) When there is a change in the Contract Rent for the assisted unit. (3) Whenever a HH member, who previously reported zero income, reports gaining any source of income. ( 4) When HH income changes as a result of a change in family H:\Uscrs\Kim\Minutes\2014 minutes\minutes -otc october 2014.doc 4 !I composition. The proposed policy change would take effect November 1, 2014. A motion was made and seconded with all ayes to approve the new interim policy, Ml Robert Bigwood S/ Hazel Hovde Pam Minten, Housing Manager, reported that rents payable for Public Housing for August were $3,100.00 and $2,786.00 was collected. There were no late fees charged and $25.00 collected, and no outstanding charges. A summary of actions is: one 3-bedroom vacancy in New York Mills. The unit was vacated July 31, 2014 with a new lease signed August 13, 2014. There were 27 applicants on the 2-bedroom public housing waiting list, 25 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list. ELI percentage is 100%. The September tents owed totaled $3,125.00 and $2,609.00 was collected. There was $25.00 in late fees charged, $25.00 collected, and no outstanding late fees. A summary· of actions is: one lease termination for September 21, 2014, and court was on October 7, 2014 for this tenant. An offer has been made to an· applicant. One notice to vacate on October 31, 2014. Letters have been sentto applicants. There·were 19 11pplicants on the 2-bedroom ,public housing waiting list, 13 applicants on the 3-bedroom waiting list an\! 1 on the 4-bedroom waiting list. ELI percentage is 100%. There being no further business, a motion was made to adjourn the meeting. Ml Robert Bigwood S/ Hazel Hovde Robert Maki, Secretary Date H:\Users\Kim\Minutes\2014 minutes\minutes -otc october 201'4,doc 5 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF OCTOBER, 2014 Bank of the West-Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ Mikel Olson -Mileage & Phone $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz -Mileage $ Scott Rocholl -Per Diem $ Hazel Hovde -Per Diem $ Robert Bigwood -Per Diem $ City of Pelican Rao ids $ 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. $ Toutges Sanitation Co, $ New Horizon Ag Service $ Ballard Sanitation $ Home Depot . $ Tina Steven $ Abby Doman $ BJ's Floor Covering $ Jim Dahlstrom $ Bjorn's Heating and Air Conditioning $ Cory Feigum Painting $ N.F. Field Abstract $ Mike's Plumbing and Heating $ RTW -Workers Compensation Insurance $ Salaries $ H:\Users\JEFFIOTC HRA EXPENSES-October 2014 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 516.52 56.91 125.44 73.44 88.00 60.00 259.72 425.17 594.00 798.05 790.50 94.66 674.95 78.16 36.00 49.13 118.70 128.19 140.00 100.00 3,400.00 2,008.75 734.81 750.00 340.00 322.97 1,000.00 19,232.21 :' ' -./ OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF NOVEMBER, 2014 Bank of the West -Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom -$ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease $ Mikel Olson -Mileage & Phone $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz-Mileage $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ New Horizon Ag Service $ Home Depot $ RHR $ Tina Stevens $ Abby Doman Housing Data Systems A-1 Lock & Key Sherwin Williams Co. Mike's Plumbing and Heating Derrick's Carpet Cleaning Salaries $ H:\Users\JEFF\OTC HRA EXPENSES -November 2014 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 287.24 44.33 137.76 121.72 387.23 297.00 695.81 790.50 89.72 357.78 116.23 87.58 882.91 78.00 100.00 $240.00 $120.00 $251.50 $114.12 $182.29 $120.00 12,969.55 December 18, 2014 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fergus 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 -1:\UsersVEFF\INVESTMENT LISTINGS\2014\invest list otc-December2014.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,605.40 Certificate #210979 Weekly Money $19,830.27 Market Savings Commercial Money $7,041.41 Market $58,236.48 $28,400.16- $28,122.94 $550,532.83 $832.00 I.D. # 41-1518930 INTEREST INTEREST PURCHASE MATURITY RATE PAID DATE ··DATE .05% Maturity Renewed Automatic Deposit 09/19/14 03/19/15 .05% Monthly Account #9312-004634 .05% Monthly Account #9312015673. OTTER TAIL COUNTY HRA PUBLIC HOUSING BALANCES TO WRITE OFF DECEMBER 2014 210 Larson Court, New York Mills $1,537.78 104 S Smith, New York Mills $ 321.20 TOTAL: $1,858.98 • 2015 CONTRACT FOR PROFESSIONAL SERVICES SECTION 8 VOUCHER PROGRAM "" THIS AGREEMENT, entered into as of this 10th day of December, 2014, between the Fergus Falls Housing & Redevelopment Authority (hereinafter referred to as FF HRA) and the Otter Tail County Housing & Redevelopment Authority (hereinafter referred to as the OTC HRA.) WITNESSETH: WHEREAS, the OTC HRA intends to undertake a program of subsidizing rent payments for low income families and for the elderly to assist them in obtaining decent, safe and sanitary housing; and WHEREAS, the OTC HRA has received funding from the United States Department of Housing and Urban Development (HUD) to undertake a HUD Section 8 Housing Choice Voucher Program, Master Annual Contributions Contract No. C-4080, Project No. MN! 77VO to act as a Public Housing Agency to implement this program; and WHEREAS, The OTC HRA desires to engage the services of the FF HRA in providing the necessary administrative services in connection with carrying out the program; and . ' WHEREAS, the FF HRA is experienced and capable of administering the Section 8 Housing Choice Voucher Program and has the necessary staff to implement the program; NOW THEREFORE in consideration of the mutual covenants and promises contained herein the parties agree as follows: 1. Scope of Services. The FF HRA shall furnish the following services in connection with the Section 8 Housing Choice Voucher Program: a)· Application processing. b) Inspection of housing units. c) Administration of the Annual Contribution Contract d) On-going program processing and recertification. e) Re-inspection of housing units. All as more specifically set out in Section 4 below, 2. Time of Performances. The services to be purchased and furnished under this agreement shall commence on January l, 2015, and shall be undertaken and completed in such sequence as to assure their expeditious completion in light of the purposes of the Contract; but in any event, all of the services required hereunder shall be continued through December 3 I, 2015, and shall ·be reviewed and approved on an annual basis, thereafter. The Contract may be extended upon mutual agreement between the OTC HRA and the FF HRA. This agreement may be terminated upon thirty (30) days written notice by the OTC HRA and also the FF HRA in the event program funding is not provided or is terminated by HUD. In addition, the OTC HRA and the FF HRA shall both have the right to terminate this agreement at any time for cause by submitting written notice of the termination to the other party by doing so at least ninety (90) days prior to the specified effective date of such termination. Termination for cause shall not occur unless . arrangements satisfactory to HUD have been made for continued administration of the ACC Contract. Cancellation or termination of this agreement by either party shall not affect the rights of participating families • within the county during the terms of their leases. In addition, the administrative fee will continue for services performed up to the date of contract termination on the basis set forth in Section 3 below. • 3. Compensation. a) Compensation for the services of the FF HRA shall be in the form of tlie administrative fee allowed by HUD under the rules. and regulations of the Section 8 Housing Choice Voucher Program O 24 CFR Part 882. Said fee .to be derived from the Annual Contributions Contract. Fee ·to change concurrently as HUD approves new administrative fee rate. Said • administrative fee to be deducted from the Annual Contributions Contract under the terms of that contract as administered by the FF HRA. b) In the event the current administrative fee (as explained above) is reduced by HUD or does not meet the required annual administrative expenses, the FF HRA will be H:\Users\JEFFISECT 8 PROFESSIONAL SERVICES.doc 1 4. 5. 6. "' reimbursed through the annual tax levy the OTC HRA levies throughout the County of Otter Tail. • . c) The OTC HRA Commissioners per diem and travel expenses shall not be credited to the administrative fee allowed by HUD under the rules and regulation of the Section 8 Housing Choice Voucher Program. These expenses will be paid. out of the Otter Tail County Tax Levy d) The FF HRA will, to the best of its ability, operate the program within the administrative fee allowed by HUD Program Obligations of the FF HRA. The services to be performed by the FF HRA under this program shall be as follows: a) Application processing shall include, but not be limited to, ass1stmg applicants to complete forms, checking and verifying applicants income to determine eligibility for participation in the program, determining appropriate dwelling size, gross rent and gross family contribution to the rental payments, explaining the rights and responsibilities in the program to successful families who have been issued vouchers and upon request of a participating family, assist in locating suitable units (in the county, excluding Fergus Falls) examining leases and forwarding leases and Housing Assistance Payments Contracts to owners for execution. The FF HRA shall be responsible for the accuracy of information relating to an applicants program eligibility and verifications and application shall be made on forms provided by HUD. b) Inspection and re-inspection ofunits shall include an on-sight inspection and certification of the suitability of each housing unit prior to initial lease. by a participating family and also the re-inspection of each inspection shall be sufficiently thorough and complete so as to insure decent, safe and sanitary housing for each participating family. Housing quality standards shall be as set forth in Title 24, Chapter VIII Part 882.109 of the HUD regulations and by applicable building codes. Reports of inspection and re-inspection shall be made on forms provided by HUD. c) Administration of the Annual Contributions Contract shall include all necessary actions in order to comply with the ACC including check writing authority for housing assistance payments to owners. d) On-going program processing shall include annual recertification of tenants and the maintenance of program files and records for monthly reports maintaining contact with owners of rental units to encourage their participation in and undertaking of the program and maintaining lists of available rental units. e) . Re-inspection of housing units shall be in compliance with terms of the Housing Assistance Payments Contract and rules and regulations of HUD. f) Financial records. The FF HRA shall maintain a cash receipt and disbursement register to record operating receipts and expenditures and shall each quarter prepare and submit to • the Housing Authority not later than the meeting day of the month following the period covered, a statement summarizing operating receipts and expenditures by account classification. Each such statement shall be supported by vouchers evidencing payments made and shall be signed and certified to be correct by the Executive Director. The FF HRA presently has a fee accountant who is contracted with to handle all accounting procedures for both the FF HRA and the OTC HRA. All payments whether expenses or HAP checks will be co-signed by the Executive Director of the FF HRA and the Chairman of OTC HRA. The FF HRA will administer the program in accordance with HUD promulgated rules and regulations and its adopted Admission and Occupancy Procedures approved by HUD. The FF HRA further agrees to comply with the Otter Tail County area-wide affirmative marketing plan submitted as a ·part of the Section 8 application and approved , by HUD. Both parties understand that the program is subject to the terms and conditions of the Master Contract between OTC HRA and HUD and to HUD's current and future rules and regulations and both parties agree to abide by the same and cooperate in compliance therewith. Program Obligations of Otter Tail County HRA. The Otter Tail County HRA agrees to comply with all applicable rules and regulations of the Federal government and further agrees to take any action necessary to allow the FF HRA to continue to comply with. necessary. rules and regulations. Reports. The FF HRA will document all files with information as required by HUD and such files will be available for inspection by t_he OTC HRA. In addition, the FF HRA stands ready to H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES.doc 2 make periodic reports to the OTC HRA at their request and at such time and place as they may designate. 7. Compliance with Federal, State, and Local Laws. The FF HRA and the OTC HRA shall comply with all applicable laws, ordinances and codes of the federal, state, and local governments. IN WITNESS WHEREOF, the OTC HRA and FF HRA have executed th.is Agreement as of the date first above written. ATTEST: 12-10-2014 SECRETARY DATE ATTEST: 12-10-2014 SECRETARY DATE H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES.doc 3 OTTER TAIL COUNTY HOUSING AND REDEVELOMPE T AUTHORITY BY _______________ _ ITS CHAIRPERSON FERGUS FALLS HOUSING AND REDEVELOPMENT AUTHORITY 12-1 0-2014 BY _______________ _ ITS CHAIRPERSON 12-10-2014 2015 ADMINISTRATION CONTRACT FOR ADMINISTRATION AND OPERATION OF FEDERALLY ASSISTED HOUSING PROJECT NO. MN 177, ACC-4109 PARTIES IN CONSIDERATION of the covenants herein contained, the HOUSING AUTHORITY OF OTTER TAIL COUNTY (hereinafter called the OTC HRA), and the HOUSING AUTHORITY OF FERGUS FALLS (hereinafter called the FF HRA), agrees as follows: HOUSING AUTHORITY GRANT The OTC HRA hereby employs the FF HRA to rent, lease, operate and manage according to the local Housing Authority policy the Projects known as Large Family Public Housing (MNI 77. ACC-4109) composed of .Ll. units, located in the Cities of Pelican Rapids, Henning, New York Mills and Underwood, Minnesota (hereinafter called the "Project") upoh the terms and conditions set forth. FERGUS FALLS HRA ACCEPTANCE The FF HRA accepts this contract for the period and upon the terms herein provided and agrees to exert its best efforts faithfully and diligently to perform the specified services and furnish the specified facilities, materials and labor. Said services, in general, involve the management of the Project which was developed pursuant to the provisions of the United States Housing Act, the stated purposes of which is to provide decent, safe and sanitary housing for families of low income. LIAISON AND SUPERVISION The FF HRA or its representatives may be required to appear at all regular meetings of the Board of Commissioners of the OTC HRA. INSTRUCTIONS AND POLICIES The FF HRA agrees to abide by all instructions relative to the management, rental and maintenance of the project issued from time to time by the OTC HRA, and adhere to all operating policies that have been or may be adopted and promulgated by the OTC HRA; however, with respect to such instructions and policies the FF HRA shall have the right to make recommendations and representations to the Board of Commissioners prior to their issuance or adoption, or to recommend subsequent changes or amendments. The FF HRA also agrees to comply with all rules, regulations, and policies of HUD. The program will be administered in accordance with the latest Annual Agency Plan approved by both the OTC HRA and HUD. ACCESS TO PROJECT AND RECORDS The OTC HRA, Board of Commissioners, Department of Housing and Urban Development ( called HUD), and Comptroller General of the United States, or their duly authorized representatives, shall have full and free access to the Project and to all books, documents, papers and records of the FF HRA H:\Users\JEFF\service agreement.doc Page 1 of8 that are pertinent to its operation, including the right to audit, and to make excerpts and transcripts from such books and records. BUDGET AND PLAN OF OPERATIONS At least 90 days prior to the end of any budget period, the FF HRA shall have prepared and ·submitted an Operating Budget and Plan of Operations for the next fiscal year to the Board of Commissioners for their approval and submission to the HUD Area Office. BUDGET REVISIONS The FF HRA or the OTC HRA may at any time initiate a proposed revision of any approved Operating Budget and/or Plan of Operations. Such revisions shall become effective upon approval by the OTC HRA, and HUD. The approved Operating Budget and Plan of Operations with approved revisions, if any, shall govern the FF HRA's management operations during the fiscal year. OPERATION EXPENSES The FF HRA will supervise the payment of all operating expenses properly incurred pursuant to an approved budget for utilities, routine maintenance, insuranc;e, and employee benefit contributions. When specifically authorized by the OTC HRA, the FF HRA may also charge as an operating expense costs incurred in the actual performance of non-routine maintenance, for betterments and additions. • FERGUS FALLS HRA EXPENSES . The FF HRA shall furnish at its own expense and without additional expense to the OTC HRA, the following: 1. The salaries of all his administrative personnel, including related expense of social security, workmen's compensations and unemployment insurance. 2. Any additional office·furniture and equipment it requires, as its own, to supplement office property of the PHA furnished and included within the property inventory, to enable toe FF HRA and its administrative personnel to effectively and fully perform the FF· HRA's obligations and commitments hereunder in a workmanlike manner and to retain ownership thereto upon expiration of this Contract. 3. All required office supplies, postage, two-party check blanks and other materials incident to the administrative function of the FF HRA's office, except such supplies as may be recommended for use and provided by the OTC HRA. 4. Fees, charges and expense attributed to the semi-annual and annual closing of the books, specifically excluding the Fiscal Agents fees and independent audit fees. 5. Transportation and travel expense incurred by the FF HRA in the attendance of meetings by NAHRO and HUD. MANAGEMENT SPACE The FF HRA may use rent-free, with utilities included solely for the performance of this contract its office, together with any maintenance, or storage space that may be a part of the project; however, no dwelling or community activities space shall be diverted to such use, without the specific authorization of the OTC HRA. H:\Users\JEFF\service agreement.doc Page 2 of8 RENTAL OF DWELLINGS The FF HRA shall accept as tenants only those families and individuals deems eligible according to guidelines established by the OTC HRA. Dwellings shall be rented for residential purposes only by the lessee and the lessee's immediate family and rents shall be charged in accordance with the approved rent schedule established by HUD. LEASE REQUIRED No tenant shall be permitted to occupy a dwelling in the project except pursuant to a written lease executed by both the FF HRA and the tenant. The FF HRA shall obtain approval by the OTC HRA of the form of lease to be used ·and it shall incorporate provisions as specified by the OTC HRA as to requirements for reporting family income and redetermination ofrent and eligibility. No lease shall be for other than. one-year renewable term. Any rules and regulations governing occupancy not included in the lease but incorporated therein by reference shall also be subject to approval by the OTC HRA. EVICTIONS The FF HRA is authorized to serve notice on any tenant to quit and vacate the property when the FF HRA deems such notice necessary; however, in each such case the tenant shall be given an opportunity to present any pertinent rebuttal. The FF HRA shall maintain a written record of every eviction from the project. Such records are to be available for review by HUD representatives and shall contain information as follows: 1. Name of tenant and identification of unit occupied. 2. Date of Notice to vacate. 3. Specific reason(s) for notice to vacate: For example, if a tenant is being evicted because of undesirable actions, the record should detail the actions, which resulted in the determination that eviction should be instituted. 4. Date and method of notifying tenant with a summary of any conferences with tenant, including names of conference participants. 5. Date and description of final action taken. The FF HRA is also authorized to institute and prosecute such actions or other proceedings as may be deemed advisable to carry out such eviction or to recover rents, charges, or other sums due and payable. Such actions or proceeding may be discontinued by the FF HRA, provided however, that no suit, action or proceeding may be compromised without .the consent of the OTC HRA. 6. Such collection fees and costs and/or legal fees shall be considered as operating expenses. The FF HRA shall not be responsible for the acts, defaults, omissions or negligence of the attorneys or collection agencies, if reasonable care has been exercised in their selection and retention. TENANT INCOME RE-EXAMINATION The FF HRA shall cause to be made re-examinations of tenant income, every year for low-income family and elderly, and shall initiate any rental changes necessary as a result of the re-examination. COLLECTIONS AND DEPOSITS The FF HRA shall collect all rents and other income and upon receipt of the same shall deposit such rents and income in a special account to be designated in a General Depository Agreement with HUD, which depository shall be a member of the Federal Deposit Insurance Corporation. All collections H:\Users\JEFF\service agreement.doc Page 3 of8 pertaining to the rental operation of the project shall be deposited in such special bank account as often as normal business practices dictate. TENANT ACCOUNTING The FF HRA shall be responsible for maintaining the books of account and filing HUD-required financial statements. The FF HRA is also responsible for preparing and signing HUD required development and management forms. PAYMENTS The FF HRA shall pay all operating expenses of the project in the manner and subject to the limitations provided for herein and make refunds of security deposits and unearned rent by checks drawn on the special account referred to hereinabove. COST RECORDS AND REPORTS The FF HRA shall maintain a cash receipts and disbursements register to record operating receipts and expenditures and shall each quarter prepare and submit to the OTC HRA, not later than the meeting day of the month following the period covered, a statement summarizing operating receipts and expenditures by account classification. Each such statement shall be supported by vouchers evidencing payments made and shall be signed and certified to ~e correct by the FF HRA. PERSONAL PROPERTY All depreciable property belonging to the OTC HRA and located at the project site shall at ail times be under the custody and control of the FF HRA, who accepts full accountability therefore. Inventories of such property shall be given to the OTC HRA in writing at least once each fiscal year as agreed upon between the parties hereto. The FF HRA shall be liable for loss or destruction of depreciable property of the OTC HRA when caused by the fault or negligence of the FF HRA or his agents. PROCUREMENT Except when the amount involved exceeds $25,000.00 the FF HRA is authorized to procure and enter into contracts for supplies, materials, equipment, and services needed in the maintenance, repair and operation of the project pursuant to the approved budget and procurement policy. All purchases and contracts shall be made in accordance with procedures approved by the OTC HRA. The FF HRA shall not, without the specific approval of the OTCHRA make any purchase or award any contract when the amount involved exceeds $25,000.00, except, to the lowest responsible bidder and according to the procurement policies. SOCIAL SERVICES The FF HRA's responsibility for Social Services will be limited to coordinating general services for the public housing residents, and if needed, the referral of tenants to the proper agency in case of housing-related social problems. ROUTINE MAINTENANCE H:\UsersVEFF\service agreement.doc Page 4 of8 All necessary routine maintenance should be accomplished to the extent possible, by tenants (snow removal, lawn mowing, general upkeep, etc.). All technical maintenance service, equipment repair, or special maintenance shall be contracted out through the FF HRA for the service or repair. EXTRAORDINARY MAINTENANCE-BETTERMENTS AND ADDITIONS. The FF HRA shall be responsible for the general administration of all property betterments and additions that have been approved in the Operating Budget or Capital Fund Program and by the OTC HRA. The FF HRA shall also arrange for any services needed in making the approved betterments and additions. TENANT PARTICIPATION The FF HRA shall encourage, promote and supervise tenant participation in maintenance, janitorial and exterminating work to the extent requested by the OTC HRA, and covered in the Budget and Plan of Operations. BOND The FF HRA shall furnish the OTC HRA with a fidelity bond issued by a surety company satisfactory to the OTC HRA, in the amount required by the OTC HRA, indemnifying the OTC HRA, against loss, theft, embezzlement or other fraudulent acts on the part of the FF HRA 's employees. The bond shall be furnished in the form and manner prescribed by the OTC HRA. The FF HRA shall also obtain and maintain a specific type performance bond to insure compliance with the terms and conditions of the contract and to guard against .the filing of any labor and materials lien against the OTC HRA or the Federal Government.. WORKMEN'S COMPENSATION The FF HRA shall secure and maintain Workmen's Compensation coverage upon all of their personnel and at the insistence of the OTC HRA. OTHER COVERAGE Depending upon the cost at which desired coverage's are available to the FF HRA, the OTC HRA may require or permit the purchase of other forms of insurance by the FF HRA. The cost of all insurance whether purchased by the FF HRA, or by the OTC HRA, and _the cost .of the Fidelity and Performance Bonds required shall be considered an operating expense of the Project. POLICIES All insurance policies and bonds when purchased by the FF HRA shall provide coverage of the kind and in the amount required by the OTC HRA and shall be submitted to the OTC HRA in binder or final form not less than sixty days before the effective date thereof and .be subject to the approval of the Department of HUD. LIABILITY COVERAGE H:\Users\JEFF\service agreement.doc Page 5 of8 Liability insurance policies purchased by the OTC HRA shall provide protection for both parties hereto against risks assumed, or incurred as incident to performance of this contract, and shall prohibit the insurer from defending any tort claims on the ground ofimmunity of the OTC HRA from suit. PERSONNEL It shall be the duty of the FF HRA to hire, discharge and supervise all employees required for the operation of the premises; and that the FF HRA may perform non-administrative duties through the OTC HRA's attorney, agents or employees and not be responsible for their acts, defaults, or negligence if reasonable care has been exercised in their selection and retention. EQUAL EMPLOYMENT OPPORTUNITY During the performance of this contract, the FF HRA agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex or national origin. The FF HRA will take affirmative action to insure that applicants are employed, and that employees are treated during employment without regard to race, creed, color, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment, or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The FF HRA shall insert provisions similar to the foregoing in all sub-contracts, except sub-contracts for standard commercial supplies or raw material. PREVAILING WAGES AND HOURS OF WORK Each contract entered into the FF HRA in connection with the Project under which any laborers or mechanics are employed in such operation ( other than contracts for the furnishing or materials or equipment and not involving work normally done at the site of the Project other than the delivery of such material or equipment) shall require that there shall be paid to all such maintenance laborers and mechanics, not less than the wages prevailing in the locality of the Project, as determined or adopted (subsequent to a determination under applicable State orlocal law) by HUD. CONTRACT WORK HOURS STANDARDS ACT-OVERTIME COMPENSATION Neither the FF HRA nor any subcontractor contracting for any part of he contract work which may require or involve the employment of laborers or mechanics shall require or permit any laborer or mechanic in any work-week, in which he is employed on such work, to work in excess of eight hours in any' calendar day or in excess of forty hours in any such work-week unless such laborer or mechanic receives compensation at a rate not less than one and one-half times his basic rate of pay for all hours worked in excess of eight hour in any calendar day or in excess of forty hours in any such work-week, as the case may be. In the event of any violation of the above provisions, the FF HRA and any subcontractor responsible therefore shall be liable to any affected employee for his unpaid wages. In addition, such FF HRA and subcontractor shall be liable to the United States for liquidation damages. Such liquidated damages shall be computed, with respect to each individual laborer or mechanic employed in violation so the said provisions in the sum of $10 for each calendar day on which such employee was required or permitted to work in excess of eight hours or in excess of the standard work-week of forty hours without payment ofhe overtime wages required to be paid .. H:\Users\JEFF\service agreement.doc Page 6 of 8 The OTC HRA may withhold, or cause to be withheld, from any monies payable on account of work performed by the FF HRA or subcontractor, such .sums as may administratively be determined to be necessary to satisfy any liabilities of such FF HRA or subcontractor, for such unpaid wages and such liquidation damages if any there be. CONFLICT OF INTEREST No member, officer, or employee of the Local Authority, nor member of the governing body of the locality in which the Project is situated, nor member of the governing body of the locality in which the local Authority was activated, nor other public official of such locality or localities who exercises any functions or responsibilities with respect to the Project, during his tenure or for one year thereafter shall have any interest, direct, or indirect, in this contractor the proceeds thereof. CONSIDERATION For management services rendered in accordance with this Contract, the FF HRA shall receive 100 percent of the administrative amount approved by HUD for said budget year. This cost and any other payment to the FF HRA authorized by this Contract shall be considered to be an operational expense of the project. ' ' The fee for the FF HRA's services shall be negotiated annually at the time the budget is reviewed by theOTCHRA. TIME OF PERFORMANCE The services to be purchased and furnished under this agreement shall commence on January 1, 2015, And shall be undertaken and completed in such sequence as to assure their expeditious completion in light of the purpose of the Contract; but in any event, all of the services required hereunder shall be continued through December 31, 2015, and shall be reviewed and approved on an annual basis, thereafter. The Contract may be extended upon mutual agreement between the OTC HRA and the FF HRA. TERMINATION Either party to this contract, after it has been in effect for sixty (60) days, may elect to cancel and terminate this contract at the close of business on the last calendar day of the month by giving to the other party not less than sixty ( 60) days written notice of the decision to so terminate this contract. The said sixty ( 60) days shall be computed from the date of mailing of such notice. A copy of such termination shall be furnished to HUD, and termination should be contingent upon arrangements being made for project administration that are approved by HUD. In the event of sale of the project by the OTC HRA, this contract shall automatically terminate simultaneously with the transfer of title to the Project of the last property thereof. Notwithstanding the provisions of this paragraph, if the FFHRA or any of the agents or employees shall fail to perform the specified services and furnish the specified facilities, materials and labor, the OTC HRA may find the FF HRA to be in default under the provisions of this clause. Upon default by the FF HRA, the OTC HRA shall have the right forthwith to cancel and terminate this contract by giving written notice to the FF HRA at its last known address and shall set forth the manner in which . the FF HRA has failed to comply with the terms and conditions of this Contract. H:\Users\JEFF\service agreement.doc Page 7 of8 • In the even of termination of this contract as above provided, the FF HRA shall be entitled to receive compensation earned hereunder for management and rental services rendered as herein provided up to the date such termination becomes effective. IN WI1NESS WHEREOF, the parties have affixed their signatures on this 10th day of December, 2014. OTTER TAIL COUNTY HOUSING & REDEVELOPMENT AUTHORITY BY ___________________________ _ Chairperson -12-10-2014 ATTEST ________________________ _ Secretary -12-10-2014 FERGUS FALLS HOUSING & REDEVELOPMENT AUTHORITY BY ___________________________ _ Chairperson -• 12-10-2014 BY _________________________ _ Executive Director -12-10-2014 ATTEST ________________________ _ . Secretary -12-10-2014 H:\Uscrs\JEFF\service agreement.doc Page 8 of8 2015 CONTRACT FOR PROFESSIONAL SERVICES MINNESOTA HOUSING FINANCE AGENCY HOUSING REHABILITATION PROGRAMS THIS AGREEMENT, entered into as of this 10th day of December, 2014, between the Fergus Falls Housing and Redevelopment Authority (hereinafter referred to as the FF HRA) and the Otter Tail County Housing and Redevelopment Authority (hereinafter referred to as the OTC HRA.) WITNESSETH: WHEREAS, the OTC HRA has received funding from the Minnesota Housing Finance Agency to undertake Housing Rehabilitation Programs · in The County of Otter Tail, Excluding the City of Fergus Falls, and to act as the Housing Agency to implement these programs and WHEREAS the OTC HRA desires to engage the services of the FF HRA in providing the necessary administrative services in connection with carrying out the programs and WHEREAS the FF HRA is experienced and . capable of administering the Housing Rehabilitation Programs and has the necessary staff to implement the programs. NOW THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows: Scope of Services: The FF HRA shall furnish the following services in connection with the MHF A Rehabilitation Loan Program and the MHF A "Home" Rental Rehab Program. a) Outreach b) Application Processing c) Work Specifications d) Inspections e) File Close-outs 2. Time of Performance: This contract shall run for the period January I. 2015 to December 31.2015. 3. Compensation: Compensation for the services of the FF HRA shall be in the form of the administrative fees allowed by MHF A under the rules and regulations. of each Rehabilitation Program. 4. Financial Records and Reports: The FF HRA will document and maintain all files with information as required by MHF A. ATTEST: OTTER TAIL COUNTY HOUSING AND REDEVLOPMENT AUTHORITY 12-10-2014 Secretary Date ATTEST: 12-10-2014 Secretary Date H:\Users\JEFF\MHF A PROFESSIONAL SERVICES.doc BY: ____________ _ ITS: CHAIRPERSON 12-10-2014 FERGUS FALLS HOUSING AND REDEVLOMENT AUTHORITY BY ___________ -'--_ ITS: CHAIRPERSON 12-10-2014 BY ____________ _ ITS: EXECUTIVE DIRECTOR 12-10-2014 2015 CONTRACT FOR PROFESSIONAL SERVICES OTTER TAIL COUNTY TAX LEVY HOUSING REHABILITATION PROGRAM THIS AGREEMENT, entered into as of this 10th day of December, 2014, between the Fergus Falls Housing and Redevelopment Authority (hereinafter referred to as the FF HRA) and the Otter Tail County Housing and Redevelopment Authority (hereinafter referred to as the OTC HRA.) WITNESSETH: WHEREAS, the OTC HRA has received funding from the County of Otter Tail to undertake a Housing Rehabilitation Program in The County of Otter Tail, Excluding the City of Fergus Falls, and to act as the Housing Agency to implement this program and • WHEREAS .the OTC HRA desires to engage the services of the FF HRA in providing the necessary administrative services in connection with carrying out the program and WHEREAS the FF HRA is experienced and capable of administering the Housing Rehabilitation Program and has the necessary staff to implement the program. NOW THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows: 1. Scope of Services: The FF HRA shall furnish the following services in connection with the Otter Tail County Owner Occupied Rehabilitation Loan Program, and the Otter Tail County Rental Rehab Loan Program. a) Outreach b) Application Processing c) Work Specifications d) Inspections e) File Close-outs 2. Time of Performance: This contract shall nin for the period January I, 2015 to December 31,2015. 3. Compensation: Compensation for the services of the FF HRA shall be in the form of fees for services and will be reimbursed out of the Tax Levy Prograin, at the current hourly compensation rate, which includes all benefits. Also, mileage will be reimbursed at the current rate allowed by the IRS. 4. Financial Records and Reports: The FF HRA will document and maintain all files with information as required by Otter Tail County. ATTEST: OTTER TAIL COUNTY HOUSING AND REDEVLOPMENT AUTHORITY 12-10-2014 Secretary Date ATTEST: 12-10-2014 Secretary Date H:\Users\JEFF\OTC Tax Levy Con_Prof_Ser.doc BY: ___________ _ ITS CHAIRPERSON • 12-10-2014 FERGUS FALLS HOUSING AND REDEVLOMENT AUTHORITY BY_~----------- ITS CHAIRPERSON 12-10-2014 BY ____________ _ ITS EXECUTIVE DIRECTOR 12-10-2014 Fergus Falls HRA/Otter Tail County HRA Commercial/Rental/Homeowner Property Improvement Walk-Away Policy The walk-away policy will be instituted by Fergus Falls HRA for one or more of the following reasons: 1. When it is determined that it is not economically feasible or possible to bring the unit up to Rehab Standards. The purpose of the "walk-away" policy is to prevent investment in a home which is so deteriorated that compliance with the Rehabilitation Standards and Lead Based Paint standards for the program they are applying for cannot be achieved within the maximum allowable funding level. Or 2. If a property is offered for bid on two separate occasio ns and no acceptable bid is received by the deadline stated on the Request for Bid document or the deadline date set by Fergus Falls HRA staff, or if the Fergus Falls HRA Rehab Specialist confirms that the property cannot feasibly be rehabilitated to Rehabilitation Standards and Lead Based Paint standards, within the maximum allowable funding leve l, Fergus Falls HRA may elect to "walk-away" from that property and take no further action regarding its renovation. Th e property owner will be notified in writing within two weeks of the determination to "walk-away". or 3. If, in the opinion of the Fergus Falls HRA Rehab Specialist, the current monetary value of property to be rehabilitated, together with the funds to be expended thru the Rehabilitation program, cannot bring the net monetary value up to at least the amount of the Rehabilitation funds expended, Fergus Falls HRA reserves the right to "walk-away" from that property and take no further action regarding its rehabilitation. or 4. If the property to be rehabilitated is in an "unkempt' state which could present Health or Safety hazards to Fergus Falls HRA personnel or Contractor who would be performing the work, the following will apply. "Unkempt" may include, but would not be limited to, general clutter or household garbage, either insid e or outside of the property to be rehabilitated. If in the opinion of the Fergus Falls HRA Rehab Specialist the property is in an "unkempt" st ate the property owner will be notified in writing and given thirty days to bring the property up to an acceptable standard of cleanliness as determined by the Fergus Falls HRA Rehab Specialist. If, within that thirty day period, the property is not brought up to an acceptable standard, Fergus Falls HRA reserves the right to "walk away" from that property and take no further action regarding its rehabilitation. The property owner will be notified in writing within two weeks of this decision. Or 5. If a property owner, other member(s) of a household, or pet(s) act in a manner that is uncooperative, threatening, intimidating, or otherwise makes Fergus Falls HRA staff feel unsafe, Fergus Falls HRA reserves the right to "walk-away" from that property and take no further action regarding its rehabilitation at the cu rrent stage of the process. Funds will be paid for work completed to date of walk away determination. Or 5. If mold is present in the property, Fergus Falls HRA reserves the right to "walk-away'' from that pr-operty and take no further action regarding its rehabilitation. )efinitions: =ergus Falls HRA: Fergus Fa lls Housing and Redevelopment Authority and/or Otter Tail County Housing and Redevelopment ~uthority. lehab Standards: Work/repairs as required by the Fergus Falls HRA staff and/or the program which the applicant has ipplied. 3y my signature below I acknowledge receipt of a copy of this policy and agree to abide by this policy. 1roperty Owner Printed Name(s) •roperty Owner Signature(s) Date 'roperty Owner Signature(s) Date h:\users\sue\walk away policy.docxWalk away policy Program MHFA Deferred Loans -Phase XVII SCDP: Vergas/ Dent (21 homes) SCDP: Vergas/Dent (10 commercial) OTC Tax Levy-Homeowner {2013) Only_ TLC Projects Leveraged w/SCDP Projects TOTAL2013 OTC Tax Levy -Homeowner (2014) Only TLC Projects Leveraged w/SCDP Projects TOTAL2014 OTC Tax Levy-Rental (2013) Applications Otter Tail County HRA Rehabilitation Projects Update December 18, 2014 In Process Inspected 1 0 1 20 0 20 Bidding 0 0 {y.,..;r1 v 16 0 0 13 0 13 0 14 0 14 0 27 0 27 0 14 0 14 1 12 0 12 0 26 0 26 1 :3 ,A V 0 2 0 Proceed Issued Complete $27;000 I 0 1 committed 8 12 14 2 --- 0 13 0 14 0 27 7 6 11 1 18 7 2 0 ( HUB: FOCode: !'.f. i¼ "1:2:\• ii if:.:..! '4 ~.,, ,. ,t 1 ·--Q 5HMIN 5KPH 140 140 140 140 140 140 140 1,540 NRA Balance as of 1/1/2014: ABAYTD: HAP Expenditures YTD: Remaining NRA YTD: Cash/Investment Estimated HUD-Held Reserve 119 122 131 132 132 129 123 120 115 113 1,354 OTTER TAIL COUNTY HRA HA Num: MNl77 87.14% 93.57% 94.29% 94.29% 92.14% 87.86% 85.71% 82.14% 80.71% 87.92% $61,803 $0 $35,233 $35,233 $35,233 $33,317 $31;033 $31,033 $33,226 $33,226 $38,219 $37,266 $34,254 $30,267 $31,824 $34,193 $37,811 $38,851 $38,473 $37,266 $34,254 $33,680 $32,549 $31,740 '~-'.'¾'; ">Jill 7:J.i~i 1 '@ ., -?;ij _,_JJIBl'JL. . .. ; 85:91% $256.50 90.32% $267.43 97 .05% $280.27 113.49% $288.63 125.19% $294.33 123.97% $291.46 112.16% $288.88 103.09% $278.49 88.12% $280.67 87.34% $283.03 92.66% $280.88 100.96% $281.32 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM OCTOBER & NOVEMBER Annual Recerts Interim Recerts Ports-In/Billing Ports-In/Absorbed Ports-Out/Billed Ports-Out/ Absorbe.d Ports Out/End Participation End Participation Shop Mode/ARS New Admissions Waiting List/To Date Vouchers Issued Applications 1/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 17 11 0 0 0 7 Ci 6 1 5 -db 9 (20 ltrs.) 1 2 3/$2018 (Both Mos.) 0 2 67% (Jan.-Nov.) OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units October 2014 Rents Payable $3,161.00 Rents Collected $3,207.00 Late Fees Charged $ 25.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 25.00 ELI Percentage 50% Lease termination (4BR-NYM) for 9-21-14-court on 10-07- 14-move out 10-16-14-new tenant moved in 10-30-14. Waiting List 2 Bedroom 15 3 Bedroom 12 4Bedroom 1 U:\Pam\Board Reports\OT County-Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units November 2014 Rents Payable $3,183.00 Rents Collected / $2,620.00 Late Fees Charged $ 0.00 Late Fees Collected $ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage 33% One notice to vacate (3BR-NYM) for 10-31-14-new tenant moved in 11-21-14. Waiting List 2 Bedroom 17 3 Bedroom 14 4Bedroom 4