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HomeMy WebLinkAboutHousing & Redevelopment Authority - HRA Support Documents 2015 Supporting Documents -G ,row.b,l;-IOV51"1Q .01:'f'tlA~tlN.l~.'f.~ HRA Office 1151 Friberg Ave FergusJalls MN 56537 218-739-3249 Fergus Falls/Otter TaH County HRA Housing & Redevelopment Authority • Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: ENCLOSURE MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director February 12, 2015 Meeting to be held Thursday, February 19, 2015 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537 Regular Minutes of December 12, 2014 Meeting • AGENDA 1. Chairperson -Call Meeting to Order 2. Approval of Minutes _ _ 3. Executive Director A. Oath of Office for New HRA Board Member -Ralph Hemmerlin B. 20 I 5 Annual HRA Appointments and Designations_ 1. 2015 HRA Board Officers 2. 2015 HRA Leg?I Pubiications 3. 2015 HRA Depository (Banks) _ 4. 2015 HRA Board Member Per Diems 5. 2015 Mileage.Reimbursement Rate 6. 2015 HRA Proposed Meeting Schedule C. Administration Expenses -December 2014 and January 2015 D. Investment Listing E. 2015 MHFA MN Cities Participation I r_ ..I), . / € lk-s~4--;-w /V"· I oe:, , 6ffm,?--/1 c?e,,--f-&""-f-;&vr"~ow 4. Rehabilitation Coordinator -Sue Bjorklund A. MHFA Update B. 2012-Vergas/Dent SCDP C. Future SCDP Applications 5. Rehabilitation Specialist -Mikel Olson A. OTC Tax Levy Update 6. Housing Administrator -Mary Jo Schwarz A. Otter Tail County Section 8 Update 7. Housing Manager -Pam Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! H:\UsersVEF:F\Agendas (OTC) 2012-2014\AdENDA-OTC 02-19-15.doc ============== Pro_viding Housing Opportunities The Otter Tail County HRA Board of Commissioners met in a regular.meeting on, Dec~mber 18, 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 Robert Maki, Secretary OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Pam Minten Sue Bjorklund MikeLOlson Scott Rocholl, Chairperson called the meeting to order. ABSENT Tom Koep A motion was made and seconded to approve the minutes from the October 16, 2014 regular meeting .. Ml Robert Bigwood SI Hazel Hovde Jeffrey reported that he spoke with Comity Audit.or, Wayne Stein; about Tom Koep's absence at our board meetings. Jeffrey encouraged Wayne to talk to Commissioner, Roger Froemming, about possibly finding another candidate for the HRA Board. The administrative expenses were reviewed for the months of October, 2014 and November, 2014. Also the topic of confidentiality was discussed regarding names that appear on the report of expenses. It has been decided that names , will no longer ,be used on reports; including security deposits and utility reimbursement payments. Names will be replaced with an identification number. A motion was niade and seconded with all ayes to approve the expenses. Ml Bob Maki SI Robert Bigwood The Investment· Listing was reviewed, the only changes were the balances of the checking and savings accounts as of December 18, 2014. Jeffrey presented the Public Housing Accounts Receivables and requested a total of $1,858.98 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 Robert Bigwood SI Bob Maki Jeffrey reported that 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, MHFA Rehab Programs and Otter Tail County Tax Levy Program. H:\Users\Kim\Minutes\2014 minutes\minutes -otc decerriber 2014.doc Section 8: the only change is to extend the performance date from January I, 2015 through December 31, 2015. Ml Robert Bigwood S/ Hazel Hovde Public Housing: the only change is to extend the performance date from January I, 2015 through December 31, 20 I 5. Ml Robert Bigwood S/ Hazel Hovde MHFA Rehab Program: the only change is to extend the performance date from January I, 2015 through December 31, 2015. Ml Robert Bigwood S/ Hazel Hovde OTC Tax Levy Program: the only change is to extend the performance date from January I, 2015 through December 31, 2015. Ml Robert Bigwood S/ Hazel Hovde Jeffrey reviewed the MCPP final usage report with board members. Otter Tail was allocated $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 well, and this could possibly be because of low interest rates for new homeowners statewide. This program is administered by local banks for first time homebuyers (which also include people who have not owned a home within the past 3 years). Board members, Scott Rocholl and Robert Bigwood, gave a brief review of the HRA Commissioners meeting that was held on December 17, 2014 at the Ottertail Power Building in Fergus Falls. This was an informational meeting hosted by the West Central Minnesota Regional HRA Directors Association. Sue Bjorklund, Rehab Coordinator, reported on the MHFA Deferred Loan Program. One application has been received, none are in process, one has been inspected, none are bidding, one is in progress and one is complete. Vergas/Dent SCDP Homeowner Prqgram has received twenty homeowner applications, none are m process, twenty have been inspected, none are bidding, eight are in progress and twelve are complete. Vergas/Dent SCDP Commercial Program has received sixteen commercial applications, none are m process, 16 have been inspected, none are bidding, fourteen are in progress and two have been completed. Sue noted that the submitted Preliminary Proposals were invited to the full application process for a small cities program for the cities of: Rothsay and Elizabeth as a combined application, and the city of Fergus Falls. H:\Users\Kim\Minutes\2014 minutes\minutes -otc december 2014.doc 2 Sue requested an addition to the Walk-Away Policy for the Rehab Program. Sue is requesting approval to add item number six, regarding mold in the property. A motion was made and seconded with all ayes to add item number six onto the Walk-Away Policy. Ml Robert Bigwood S/ Hazel Hovde Mikel Olsori, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2013 program. TLC Projects only: 13 applications have been received, none are in process, 13 have been inspected, rione 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, none are in progress and 14 are complete. A total-of the projects are: 27 applications have been received, 27 have been inspected, none are bidding, none are in progress and 27 are complete. Otter Tail County Homeowner Tax Levy 2014 program update. TLC projects only: Fourteen applications have been received, none are in process, 14 have been inspected,. one is bidding, 7 are in-progress and 6 are complete. Projects leveraged with SCDP: thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, 10 are in progress and .three are complete. A total of the projects are: Twenty-seven applications have been received, 27 have been inspected, one is bidding, 17 are in progress and 9 are complete. Otter Tail County Tax Levy 2013 Rental Program has received three applications, none are in process, three have been inspected, one is bidding, two are in progress, and one is complete. Mikel shared a positive event that he recently encountered. He visited one of the homes that had just been rehabbed. The participant and her friend were so happy with the results they were in tears. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of October 2014. There were 115 leased and HAPS totaling $32,549.00. In November 2014 there· were 113 leased and HAPS totaling $31,740.00. In October and November there were 16 vouchers issued, and 9 applications are in progress. There were 17 annual recertifications and 11 interims. Six families ended participation arid there were 5 new admissions. There are 68 families on the waiting list. In November $2,018.00 was paid for 3 ports out. The ELI percentage was 67%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for October were $3,161.00 and $3,207.00 was collected. There was $25.00 in late fees charged, none were collected, and $25.00 in outstanding charges. ELI percentage is 50% .. Lease termination on the 4 bedroom in New York MiUs for September 21, 2014. Court was on October 7,_2014, and tenant moved out on October 16. New tenant moved in on October 30, 2014. There were 15 applicants on the 2-bedroom public housing waiting list, 12 applicants on the 3-bedroom waiting list and 1 on the 4-bedroom waiting list. The November rents owed totaled $3,183.00 and $2,620.00 was collected. There were no late fees charged, $25.00 collected, and no outstanding late fees. ELI percentage is 33%. One notice to vacate was given for October 31, 2014 for the 3 bedroom in New York Mills. A new tenant moved in on November H:\Users\Kim\Minutes\2014 minutes\minutes -otc december 2014.doc 3 21, 2014. There were 17 applicants on the 2-bedroom public housing waiting list, 14 applicants on the 3- bedroom waiting list and 4 on the 4-bedroom waiting list. REAC HUD inspection scheduled for April. There being no further business, a motion was made to adjourn the meeting. Ml Robert Maki S/ Hazel Hovde Robert Maki, Secretary Date H:\Users\Kim\Minutes\2014 minutes\minutes -otc december 2014.doc 4 OATH OF COMMISSIONER OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA. I, Ralph Hemmerlin , 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 19th day of February, 2015. Signed ____________ _ Notary Public My commission expires. ______________ _ H :IUsers\JEFF\Oath of Commissioner otc.doc ~ .·L.J· .5.QIJAL-!iOIJSll-ll"I 0"~01'i'HJNITI' lfeD"gus !Fails/Otte~ Taifl Cos.1mity HRA Housing & Redevelopment Authority HRA Office 1157 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 BRA BOARD APPOINTMENTS NAME DATE OF ORIGINAL ~ATE OF DATE OF APPOINTMENT ru;APPOINTMENT EXPIRATION Ralph Hemmerlin 01/15 08/2015 Hazel Hovde 10/97 08/11 08/2016 Robert Maki, Secretary 06/10 08/12 08/2017 Scott Rocholl, Chairperson 08/08 08/13 08/2018 Robert Bigwood, Vice-> 09/08 08/14 08/2019 Chairperson , H:\Users\JEF.BB.OARD.ARP.QINIMENTS~QTC_HRl,pj~iding Housing Opportunities 0 £OIJA:.. HOOSWG 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 tthra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 Otter Tail County HRA 2015 Appointments & Designations 1. HRA Board Officers: 2. 3. 4. Chairperson Vice Chairperson Secretary Legal Publication: Depository: (Banks) HRA Board Member Per Diems: Amount/Meeting 5. Current IRS Mileage Rate 6. Proposed HRA Meeting Schedule: See Attachment $ l:.!;illie!}Vi;:FF\O_TC board app & c!.;:s.d c Providing Housing Opportunities . ,. HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 0 Fergus Falls/Otter Tail County HRA "',.,_ "'JS'"" 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 OPPOSI.T\Jt,1 T't' CURRENT OTTER TAIL COUNTY HRA BOARD OFFICERS: 1. CHAIRPERSON -SCOTT ROCHOLL 2. VICE CHAIRPERSON -ROBERT BIGWOOD 3. SECRETARY -ROBERT MAKI CURRENT LEGAL PUBLICATION USED FOR LEGAL ADS: 1. FERGUS FALLS DAILY JOURNAL-FERGUS FALLS, MN CURRENT BANKS USED FOR DEPOSITS: 1. SECURITY STATE BANK -FERGUS FALLS, MN ===========:;_;__ Providing Housing Opportunities --=======;;.;..__--===· 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 2015 OTTER TAIL COUNTY HRA PER DEIM RATE: HRA CURRENTLY SET AT $60.00/MEETING OTTER TAIL COUNTY COMMITTEE'S CURRENTLY SET AT: $75.00 ===========::=-=-== Providing Housing Opportunities ~· Ne,w Standard Mileage Rates Now Available; Business Rate to Rise in 2015 ,_ f;jIRS News Essentials • What'sHot News Releases IRS -The Basics IRS Guidance Media Contacts Facts & Figures • Around the Nation • e-News Subscriptions The Newsroom Topics Multimedia Center • Noticias en Espanol • Radio PSAs • Tax Scams • The Tax Gap • Fact Sheets • IRS Tax Tips • Armed Forces • Latest News Home New Standard Mileage Rates Now Available; Business Rate to Rise in 2015 IR-2014-114, Dec. 10, 2014 WASHINGTON -The Internal Revenue Service today issued the 2015 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes. Beginning on Jan. 1, 2015, the standard mileage rates for the use of a car, van, pickup or panel truck will be: • 57.5 cents per mile for business miles driven, up from 56 cents in 2014 • 23 cents per mile driven for medical or moving purposes, down half a cent from 2014 • 14 cents per mile driven in service of charitable organizations The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile, including depreciation, insurance, repairs, tires, maintenance, gas and oil. The rate for medical and moving purposes is based on the variable costs, such as gas and oil. The charitable rate is set by law. Taxpayers always have the option of claiming deductions based on the actual costs of using a vehicle rather than the standard mileage rates. A taxpayer may not use the business standard mileage rate for a vehicle after claiming accelerated depreciation, including the Section 179 expense deduction, on that vehicle. Likewise, the standard rate is not available to fleet owners (more than four vehicles used simultaneously). Details on these and other special rules are in Revenue Procedure 2010-51, the instructions to Form 1040 and various online IRS publications including Publication 17, Your Federal Income Tax. Besides the standard mileage rates, Notice 2014-79, posted today on IRS.gov, also includes the basis reduction amounts for those choosing the business standard mileage rate, as well as the maximum standard automobile cost that may be used in computing an allowance under a fixed and variable rate plan. Follow the IRS on New Media Subscribe to IRS Newswire Page Last Reviewed or Updated: 10-Dec-2014 http://www.irs.gov/uac/Newsroom/New-Standard-Mileage-Rates-Now-Available;-Business ... Page 1 of 1 1/8/2015 Otter Tail County HRA 2015 Scheduled Board Meetings February 19th , 2015 April 16th , 2015 June 18th , 2015 August 20th , 2015 October 15th, 2015 December 17th , 2015 H:\Users\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 BRA EXPENSES FOR THE MONTH OF JANUARY, 2015 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 ofHenning $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ GreatPlains Gas Co. $ Toutges Sanitation $ New Horizon Ag Service $ Home Depot $ URP $ URP $ RHR $ Na.tional NARRO $ N.F. Field Abstract $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES -January 2015 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 236.58 61.90 158.13 151.87 708.53 303.00 485.90 790.50 94.66 683.50 194.45 36.00 231.53 57.99 200.00 200.00 20.00 166.25 170.00 14,496.44 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF DE'CEMBER, 2014 Bank of the West-Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Tel com · $ U.S. Postmaster $ MN Benefit Association $ Ally -Vehicle Lease '$ Mikel Olson -Mileage & Phone $ J effrev Gaffaney -Mileage $ Mary Jo Schwarz -Mileage $ ScottRocholl -Per Diem $ Bazel Hovce $ Robert Maki $ Robert Bigwood $ 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. $ Waste Management Co. $ New Horizon Ag Service $ Ballard Sanitation $ Home Depot $ URP $ URP $ Bjom1s Heating and A/C $ Mark Gaworski .., Accounting Fees $ Networks for Hire $ Housing Data Systems $ A-1 Lock & Key $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES -December 2014 450.00 2,100.00 1,200.00 225;00 200.00 400.00 150.00 407.08 49.17 147.28 73.44; 88.00 121.60 60.00 180.12 450.22 298.15 909.88 790.50 ~ 84.78 396.70 89.11 218.00 207.42 118.70 261.20' 140.00 140.00 66.00 700.00 400.00 1,500.00 28();05 12,805.11 February 19, 2015 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 H:\Users\JEFF\INVESTMENT LISTINGS\2014\invest list otc -February 2015.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,605.40 Certificate #210979 Weekly Money $19,831.95 Market Savings Commercial Money $7,042.01 Market $66,157.65 $29,251.65 $28,124.38 $467,211.96 $832 .02 INTEREST RATE .05% .05 % .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed I" Automatic Deposit 091191J.c<1 r 03/19ll-8' Monthly Account #9312-004634 Monthly Account #9312015673 FFHRA From: Sent: To: Cc: Subject: Erickson, Heidi K (MHFA) <Heidi.K.Erickson@state.mn.us> Monday, January 05, 2015 8:56 AM FFHRA Bol stad, Laura (MHFA) RE: Save the Date! 2015 MCPP is com ing! Great to hear, Jeffrey! We are glad Otter Tail County HRA and Fergus Fa ll, MN are in! Thanks- Heidi Erickson I Business Development, Single Family Division I Minnesot a Housing I 400 Sibley Street, Suite 300 I Saint Pau l, MN 55101 651.296.2257 I 800.710.8871 I tty: 651.297.2361 I www.mnhousing.gov Minnesota Housing finances affordable housing for low-and moderate-income households while fos tering strong communities. ******************** P.S. We 're now servi ng even more Minnesotans with increased Step Up income limits! Refinance or purchase a new home with affordable payments and a down payment loan option. I Please consider the environment before printing this e-mail.] From: FFHRA [mailto:ffhra@ prtel.com] Sent: Monday, January 05, 2015 8:51 AM To: Erickson, Heidi K (MHFA) Subject: RE: Save the Date! 2015 MCPP is coming! Heidi, In res ponse to your email regarding the 2015 MCPP program the Otter Tail County HRA, Fergus Falls, MN is interested and will apply for funding as it becomes available in 2015 . Pl ease advise m as to any additional requirements /information tha t may be needed fo rm our end. Thank you, Jeffrey Gaffaney Executive Director From: Erickson, Heidi K (MHFA) [mailto:Heidi.K.E rickson@state.mn.us] Sent: Fri day, November 14, 2014 2:50 PM To: ffhra@prtel.com Subject: FW: Save the Date! 2015 M CPP is coming! r Fot lnform,llon■I PurpOHI Only Final MCPP Ui.111 R•port Hof l2·04-14 fApplleJ to Si.111 Up Pro1r•m loins OnlyJ MCCl.,i,ans StepUplo■n1 Ailoutlorl N■m• Allo<:•tl0n Arnoun Co,nmllt■d Loan1 Committed Ai-noun Funds Avallabl• P 11:■nh•• of. U,ae1 Commuted Loans "---ftted AmOUr\t CommNted loans Commltt•d Amount Albert Lu ~307 720.00 ' ~4S7 458.00 1..,149 /~8.VV) 148,66'4 158060.00 0 A/Uiindriill S222 911.00 $519 lS0.00 t$H6,.'3'.ll(ll 232.90% Anoka S5 770676.oo "' $28 22781B.00 1S:!:k<l':,/,l,l.l.OOl 489.16% 13 5 2 162452.00 " 2 455 346.00 8un«1vflle $100000.00 0 $0.00 SHX)000.00 0.00% O 5 o 5 Sect,n S565 041.00 S281 000.00 $284041.00 49.73% 0 S J'S 153 250.00 81uf!Counlr HRA 5679 907.00 S462 20l00 S217 704,00 67.98" l S 147959.00 0 S Sred.e,uld e 5100000.00 0 so.co s100000.oo 0.00% 0 S C■rvt-r l 603 701.00 15 52 l.69 968.00 S~6f;.167.1Xl 135.31% 595563.00 ' 593337.00 Chlticiewa ~208 739.00 • $S12 445,00 ($303 706.00 245.50% O 5 Chlu10 S918104.00 20 Sl 162 596,00 /$~ 244 492.00 344.47" ]26100.00 • $ 669893.00 CrowWin.r S10'J7 473.00 3 S256838.00 5820635.00 23.84" l 125 800.00 1 S 117 346.00 DIiworth 5100000.00 5225 967.00 IS11!>,96/.00 225.97" 0 0 S Freeborn 223 974.00 ssos 934,00 (518],%0.00 225.89" l S 65 000.00 1 S lOl 8SO.OO Fulda $100000.00 0.00 $100CXXl.OO 0.00% 0 S 0 $ Ghondon Sl00000.00 $134 360.00 1<:343&0()') U4.36% 0 $ 0 Gumt 5·101 967.00 S72 350.00 529 612.00 70.96% 0 S D 5 Headw1t•r1 Re lon1J Otv. Commbslon Sl 431357.00 28 53 230795.00 l5l793 . .1138.0J' 224.17" 's 385 738.00 2 S 286 460.00 H,nna in 513 505 775.00 307 545 355 567.00 ISJl 8A9 ]';12,00 335.82" ,. s S 664 987.00 ,. 5 4173121.00 kandi ohi 725130.00 28 52 947146.00 1~2 2n m~ oo• 406.43% 152 551.00 5 $ 597 242.00 Utt!ehlls 142 490.00 0 ~0.00 5142 490.00 0.00% 0 0 S Mch od 618696.00 l4 1 558.675.00 $939,97~.00l 251.93% ' 1160 804.00 365 551.00 Moorhead 666 421.00 22 S2 789 &31.00 ($.1 123 .tlO.OOl 418.63% 492 370.00 1 144 850.00 Mowu 673 704.00 56 S4 506 959.00 ($)333-;]5':i.OOI 668.98% 2l 1 933129.00 7 S 932 924.00 Nor1h Maf\lr.ato 5230691,00 5 $652 658.00 tSG'l 967.0.)1 282.91" 0 0 $ NW MN Multl•Co, HRA $ 1 468 100.00 14 Sl 371 623.00 596477.00 93.43" ,,, 94 S00.00 1 S 87 400.00 Orlom1Ule 5100000.00 0 0.00 s100000.oo 0.00% 0 S 0 $ Ollf'lhiL -~98) 869,00 2 Sl6T.434 00 819435.00 ]6.~~,. 0 0 s OwUOtH'l.1 $436449.00 ' 194 810.00 ql 639,00 90.46% l $ 96 836.00 0 Ram~irv S3 909 328.00 77 S11108219.00 l~U9t89LOO 284.15% 's 882 093.00 • 5 l 342 956.00 RirdWlnr S232 409.00 SI75 020.00 S107 38900 61.97" OI S Ric,r .Sl 109 536.00 ' .S468671.00 5640865.00 42.24" 181649.00 l $ 166.840.00 Scou S2 28.4 739.00 '5 6 835 4&7,00 4 5'.K.1"7l8.00l 299.lB" 496 845.00 589612.00 S[ MN Multi-Co. HRA $1763275.00 ll l 160 503.00 5602 772.00 65.82% 152 268.00 2192~.oo Shubwn, $1416125.00 ,. ;z 687 758.00 Sl :.>!1635.0J J.119.80% 176 892.00 318 795.00 51lnl Goud Sl 127 598.00 <871 778.00 <255 820.00 77.31" 106 268.00 S1ln1J1mu 5100000.00 S255 soo.oo !S.155,!,0\(JJ/ 255.~ 0 S1ln1 LoUiJ Sl 427 708.00 53 55198023.00 1,;,, 7703]!;,00 151.65% l 116 844.00 270145.00 Stei,,tris 5167098.00 ' 5701 790.00 ISS3'1 b~l2 ~(l' 419.99% 0 S 0 Swift ~164 664.00 $257 396.00 '$9213HX)\ ]'>6,32" 0 S l S 66326.00 Wuh!ri,tton ~4 169 529.00 87 12 858 442.00 (0:.8688913.00 308.39% 5 < 838 725.00 13 S 2 281991.00 Wt!III Sl00000.00 0 ~0.00 SHXHXl0.00 0.00% Wotthln tor, $221 06t00 , 5472 450,00 (5251 389.00 213.72% 0 Wrl ht 52178612.CO 27 54 080 667.00 fSl 902,05~.00l 187.31" 2 313132.00 ' 338045.00 Tot•lt $5.S;SU'5;,2.00 1'096 '$147,µ90,-269.00 264.'61" H7 $ 16,520 297.oi) 106 $ 16,441,134,00 Section 8 Management Assessment U.S. Department of Housing and Urban Development . • 0MB Approval No. 2577-0215 • (exp; 11/30/2016) Prc;gram (SEMAP) O_ffice of Public and r ndian Housing·•, ' ~."-:--~ •. ,· • Certification Resolution No. 106 Public reporting burden for !his, collection of information Is estimated to average 12 hours per response, Including the time for reviewing Instructions, ;earching existing data sources, gathering and maintaining the data needed;·andcompleling and.reviewing the collection of information. This agency may ,ot conduct or sponsor, and you are not required to respond, to, a collection oflnformatlon uriless itdisplays a currently valid 0MB control number. This collection of information,fs required by 24 CFR sec 985.101 which requires a Public Housfng.Agency .. (PHA} administering a Section 8 tenant-based ~ssistance program to submll an annual SEMAP Certification within 60 days after the end of Its fiscal year.•. The information from the PHA concerns the ~erformance of the PHA and provides assurance that there is nd evidence of seriously deficient performance. HUD uses the Information and other data ,:o assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory arid the • nformation collected does not lend itself to confidentiality. nstructions 3HA Name Respond to this certification form using the PHA's actual data for the fiscal year just ended. For PHA FY Ending (mrri/dd/yyyy}, OTTER TAIL COUNTY HRA 12/31/2014 .Submission Date (mm/dd/yyyy) 02/19/2015 ;heck here if the PHAexpeilds less than $300,000 a year in,Federal awards 17 • . ndicators 1 -7 will not ~e rated if the ·PHA expElnds Jess than $300,000 a year in FecJeral awards and its Section 8 programs are not audited or compliance with regulations by an independent auditor. A PHA that expends.Jess than $300,000 in Federal -awards in a year must still :omplete,the certification for these indicators. • • 1erforinance Indicators· _Selection from the Waiting List. (2~ CFR 982.54(d)(1) and 982.2D4(a)) . (a} The PHA has written policies In its adm!nistrafive plan fon~electing applicants from the waiting list. PHA Response Yes_[ZJ No □ (b} The PHA's quality control samples of app_lJcants reaching the top of the wai!lng list and of admissions show that at:least 98% of the families in_ the samples were selected from the waiting list for admission In accordance with the PHA's pollcles and met the selection criteria that determined their,places on the waiting list and thelr order of selection. •• PHA Response Yes [ZJ Reasonable Rent. (24 CFR 982,4, 982.54(d)(15), 982.158(f)(Z) and 982:907) . . ' ' (a} The PHA ha!! and implements a reasonable writteri method to determine and document for each unit leased thal the renl to owner is teasonable based on current rents for comparable .unassisted units (I) at the time of Initial leasing, (Ii} befor.e any increase In the rent to owner, and (iii) at the HAP contra cl anniversary If there Is a 5 percent decrease in the published FMR in effect 60 days before the HAP contract anniversary. The PHA's,method takes into consideration the location, size, type, quallty, ·and age of the program unit and of similar unassisted units, and any amenities; housing services, maintenance or ulilltles provided by the o¼'.ners. • PHA Response Yes [ZJ No □ (b) The PHA's quality control'sample of tenant flies forwhlch'a determinali<;>n of reasonable rent was required shows that the PHA followed Its written method lo determine reasonable rent and documented its determination Iha! the rent to owner Is reasonable as required for (check one): PHA Response [Z] At least 98% of units sampled ' D 80 to 97% of units sampled D Less than 80% ·ot units sampled > Determination or Adjusted Income. (24 CFR part 5, subpart F and 24 CFR982.516) The PHA's quality control sample of tenant files shows that at the time of admls!;llon and reexamination, thePHA properly obtained third party verification of adjusted Income or documented why third party verification was not available; used the verified information In determining adJustl'ld lncome;.properly attributed allowances for expenses: and, where the famlly is responslble·for utilities under the lease, the PHA used the appropriate utility allowances for the uni! leased In determining the gross rent for (check one): • ·' PHA "Response [ZJ At least 90% of files sampled D 80 to 89% ~f file!!. sampled D Less than. 80% of files sampled Utility Allowance Schedule. (24 .CFR 982.517) The PHA maintains an up-tci-date utility allowance.schedule. ThePHA reviewed utillty'rate data thatlt obtained within the last 12 months, and adjusted Its utility allowance schedule ffthere has been a change of 10% or more in a ut!Jity.rate since the last time the utlllty allowance schedule was revised. PHA Response Yes [ZJ No D • HQS Quality Control Inspections. (24 CFR 982.405(b)) A PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, which met the minimum sample size required by HUD·(see 24 CFR 985.2}, ror quality control of HQS inspections. The PHA supervisor's reinspected sample was drawn from recently completed HOS Inspections and represents a cross section pf neighborhoods arid the work of a cross section of Inspectors.· ' ' PHA Response Yes [lJ No □ HOS Enforcement. (24 GFR 982.404) . The PHA's quality control samplf! of case flies with failed HQS inspections shows that, for all cases sampled, any cited life-threatening HQS deficiencies were.corrected within 24 hours from !he inspection and, all other cited HQS.deflclencles were corrected within no more than 30. calendar days from the inspection or any ?HA-approved extension, or, ifHQS deficiencies were not corrected within the required time frame, the PHA stopped housing assistance 'payments beginning no later than the first of the month following the correction period, or took prompt and vigorous acliqn to enforce the family obligations for (check one): PHA Response '[£] At least 98~ of cases sampled D Less than 98.3/0 ofcases sampled vious edition Is obsolete Page 1 of 4 form HUD-52648 (11/2013) ref, 24 CFR Part 985 7. Expan9ing Housing Opportunities. (24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(b)(4) and (b)(12)). Applies only to PHAs with jurisdiction in metropolitan FMR areas. Check here if not applicable [ZJ (a) The PHA has a written policy to encourage participation by owners of units outside areas of poverty or minority concentration which clearly delineates areas in its jurisdiction that the PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to encourage owner participation. PHA Response Yes D No D (b) The PHA has documentation that shows that it took actions indicated in Its written policy to encourage participation by owners outside areas of poverty and minority concentration. PHA Response Yes D No D (c) The PHA has prepared maps that show various areas, both within and neighboring its jurisdiction, with housing opportunities outside areas of poverty and minority concentration; the PHA has assembled information about job opportunities, schools and services in these areas; and the PHA uses the maps and related information when briefing voucher holders. PHA Response Yes D No D (d) The PHA's information packet for voucher holders contains either a list of owners who are willing to lease, or properties available for lease, under the voucher program, or a list of other organizations that will help families find units and the list includes properties or organizations that operate outside areas of poverty or minority concentration. PHA Response Yes D No D (e) The PHA's information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address and telephone number of a portability contact person at each. • PHA Response Yes D No D (f) The PHA has analyzed whether voucher holders have experienced difficulties in finding housing outside areas of poverty or minority concentration and, where such difficulties were found, the PHA has considered whether it is appropriate to seek approval of exception payment standard amounts in any part of its jurisdiction and has sought HUD approval when necessary. PHA Respo·nse Yes D No D Payment Standards. The PHA has adopted current payment standards for the voucher program by unit size for each FMR area in the PHA jurisdiction and, if applicable, for each PHA-designated part of an FMR area, which do not exceed 110 percent of the current applicable FMR and which are not less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503) PHA Response Yes [ZJ No □ Enter current FMRs and payment standards (PS) 0-BR FMR 428 1-BR FMR 512 PS 424 PS 512 2-BR FMR __ 6_4_3_ 3-BR FMR PS ___ 6=5""7 __ _ PS 827 918 4-BR FMR __ 94_4_ PS --~85~0~-- If the PHA has jurisdiction In more than one FMR area, and/or if the PHA has established separate payment standards for a PHA-designated part of an FMR area, attach similar FMR and payment standard comparisons for each FMR area and designated area .. Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516) PHA Response Yes [ZJ No □ J. Correct Tenant Rent Calculations. The PHA correctly calculates tenant rent iri the rental certificate program and the family rent to owner in the rental voucher program. (24 CFR 982, Subpart K) PHA Response Yes [ZJ No D Precontract HOS Inspections. Each newly leased unit passed HOS inspection before the beginning date of the assisted lease and HAP contract. (24 CFR 982.305) PHA Response Yes [ZJ No □ Annual HOS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a)) PHA Response Yes [ZJ No □ Lease-Up. The PHA executes assistance contracts on behalf of eligible families for the number of units that has been under budget for at least one year. PHA Response Yes [ZJ No □ a. Family Self-Sufficiency Enrollment. The PHA has enrolled families in FSS as required. (24 CFR 984.105) Applies only to PHAs required to administer an FSS program . Check here if not applicable [ZJ PHA Response a. Number of mandatory FSS slots (Count units funded under the FY 1992 FSS incentive awards and in FY 1993 and later through 10/20/1998. Exclude units funded in connection with Section 8 and Section 23 project-based contract terminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid or terminated mortgages under section 236 or section 221(d)(3); and Section 8 renewal funding. Subtract the number of families that successfully completed their contracts on or after 10/21/1998.) or, Number of mandatory FSS slots under HUD-approved exception ,vious edition is obsolete Page 2 of 4 form HUD-52648 (8/2000) ref. 24 CFR Part 985 ~· Nurhber of FSS families currently enrolled c. Portability: If you are the initial PHA, enter the number of families currently enrolled In your FSS program, but who have moved under portability and whose Section 8 assistance Is administered by another PHA Percent of FSS slots filled (b + c divided by a) 14b. Percent of FSS Participants with Escrow Account Balances. The PHA has made progress In supporting family self-sufficiency as measured by th_e percent of currently enrolled FSS familfes with escrow account balances. (24 CFR 984.305) • Applies only to PHAs required to administer an FSS .program . • Check here if not applicable [ZJ PHA Response Yes D No D Portability: If you are the inltlal PHA, enter the number of families with FSS escrow accounts currently enrolled In your FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA Jeconcentratlon Bonus Indicator (Optional and only for PHAs with ju~isdiction In metropolitan FMR areas). Ille PHA is submitting with !his certification data which show that 1) Half or more of all-Section 8 families with children assisted by the PHA In its prlnclpal operating area resided in low poverty census iracts at the end of the last PHA FY; 2} The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA's principal operating area during the last PHA FY is at least two percentage points higher than the percent of all Section 8 families with children who resided In low poverty census tracts at the end of the last PHA FY; • ' or 3} The perceni of Section a mover families with children who moved to low poverty 9ensus tracts ln the PHA's principal ~perating area over the last two PHA FYs is al least two percentage points higher.than the percent of all Section 8 falllilies with children who resided In low poverty census tracts at the end of the second to last PHA FY. ' PHA Response Yes D . No [ZJ If yes, attach completed deconcentratlon bonus indicator addendum. hereby certify that, to the best of my knowledge, the.above responses under the Section 8 Management Assessment Program (SEMAP) are true and accurate >r the PHA fiscal year indicated above. l also certify that, to my present,knowledge, there Is not evidence to indicate seriously deficient perfor_mance that casts oubt on the PHA's capacity lo administer Section 8 rental assistance In accordance with Federal law and regulations. laming: HUD will prosecuie false claims ~nd statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. ,1001, 1010, 1012; 31 _U.S;C. 3729, 3802). xeculive Director_, signature Chair • ssioners, signature ~ . .. . ate (mm/dd/yyyy} ____ 0_2_/_1_9-'/_2_0_1_5 ______ _ Da~e (mm/dd/yyyy) ______ 0_2_/_1_9_/_2_0_1_5 ____ _ ,e PHA may Include with its SE MAP certification-any information bearing on the accuracy or completeness of the information used by the PHA in providing its 3rlification. •• • • :vious edition Is obsolete Page 3 of 4 form HUD-52648 (11/2013} ref. 24 CFR Part 985 Program MHFA Deferred Loans -Phase XVII SCDP:aVergas/Dent (21 homes) SCDP: Vergas/Den~ (10 cory,mercial) OTC Tax Levy -Homeowner (2014) Qnly TLC Projects Leveraged w/SCDP Projects TOTAL2014 OTCTax Levy -Rental {2014} Otter Tail County HRA Rehabilitation, Projects Update December 18, 2014 In Applications Process Inspected 1 0 1 20 0 20 -15 0 21 .. 14 0 14 13 0 13 27 0 27 - 3 0 3 Proceed Bidding Issued Complete $27,000 I 0 0 1 committed 0 3 17 o 10 6 1 2 11 0 4 9 -1 6 20 0 1 2 HUB: FO Code: :;•. '·;''i ·"Ja~~1a ;-Feb~14 '• -··: Mai~i4 Apr~l.4 ~ay~l4 JuQ~H · Jui~u ,~/~ ' • Aug-i'1 Se~A-1 0ct~14 ..... '. -Nov-N 5HMIN 5KPH 140 140- 140 140 140 140 140 140. 140 140 140 Dl!c-t4 •• 140 YTI). 1,680 NRA Balance as of ABA.YTD: HAP Expenditures YTD: Remaining NRA YTD: Cash/In vestment Estimated HUD-Held Reserve OTTER TAIL COUNTY HRA HA Num: MNJ 77 118 84.29% $35,233 119 85.00% $35,233 122 87.14% $35,233 131 93.57% $33,317 132 9429% $31,033 132 94.29% $31,033 129 92.14% $33,226 123 87.86% $33,226 120 85.71% $38,219 n5 • 82.14% $37,266 113 80.71% $34,254 110 78.57% $34,0!7 1,464 87.14% $411,290 +·,-,..,..tiJJAhit~iq.!£', ••• -~-,,!f"'"Ji."·tlil¢1Ff'rl'," 1;.,l:):til(~ati9ntIP}J¢'!s. ~ $30,267 85.91 % $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 $34,254 103.09% $278.49 $33,680 88.12% $280.67 $32,549 87.34% $283.03 $31,740 92.66% $280.88 $30,860 · 90.72% $280.5,5 $411,768 I00.12% $281.26 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM DECEMBER, 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% 11 4 0 0 0 1 0 4 0 1 63 14 14 1 3 2/$1308 0 0 68% (Jan.-Dec.) HUB: FOCode: 5HMIN 5KPH 140 140 140 140 140 140 1,680 Cash/Investment Estimated HUD~Held Reserve OTTER TAIL COUNTY BRA HA Norn: MN177 0.00% 0;00% 0.00% 0.00% 0;00% 0.00% 0.00% .0.00% 0;00% 0.00% 0.00% 0.00% $66,158 $24,964 $32,874 ~ .., ' $30,963 94.19% SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM JANUARY, 2015 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 Vouch~rs Issued Applications I/P Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 7 6 0 0 0 1 0 4 1 3 71 20 11 1 5 2/$1308 0 0 67% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units December 2014 Rertts Payable $3,468.00 Rents Collected $3,451.00 Late-Fees Charged $ 25.00 Late Fees Collected $_ 25.00 Late Fees Outstanding $ 0.00 ELI Percentage 33% Waiting List 2 Bedroom 16 3 Bedroom 16 4Bedroom 4 -- H:\Users\Pam\Boarcl Reports\OT County -Board Report.doc OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units January 2015 Rents Payable ·-$3,028.00 -. Rents Collected $3,529.00 Late Fees-Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 0.00 .- ELI Per:centage Waiting List 2-Bedroom 16 3 Bedroom 17 4Bedroom 4 0 f{JIJl,l ~.JVSffi OPPO~TIJ~l'fV HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housin g & Redevelopment Auth ority 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: S BJ CT: E CLO SUR MEMO Board ol-Directors, Otter Tail Co unty HRA Jeffrey Ga lTaney, Exec utive Director April 9, 20 l 5 Meeting to be held Thursdav. April 16, 2015 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergu Falls, MN, 56537 Reg ul ar Minutes of ebru ary 19, 2015 Meeting AGENDA l. Chai rper on -Call M eti ng to Order 2. pproval of Minutes 3. Ex~utiv Director 1/. ,A dmini strat ion Ex penses -February and March 20 15 ~ Bl K vest ment Listing CY io l 5 Capital Fund Pr gra m-Reso lution o. 107 . HRA Fiscal Audit , 12/3J/20 14 Scheduled Fo r May 26-28 4. Rehabi litation Coord inator -Sue Bj orklund A✓~l\A'I-·A Update B. 12 Vergas/Dent S DP C. uture SCDP App li ca tions 5. Rihabilitati on Spec iali t -Mike l Olso n 'A . OTC ax Le y pclate 6. Hou4g Ad mini trator -~ary Jo Schwa rz A.~·t,~er Tad County Section 8 Update 7. Hou4 g Manager -Pam Minten ~ ~~:,~ou 1,i,1'(7 .L-n5;a~J,v,J PLEA SE CA LL IF YOU ARE UNA BLE TO A TTEND ! H:\Us -rs\JEFFI/\GE DA-OTC 04 -9-15.doc Providing Housing Opportunities The Otter Tail County HRA Board of Commissioners met in a regular meeting on, December 18, 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 Robert Maki, Secretary OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Pam Minten Sue Bjorklund Mikel Olson Scott Rocholl, Chairperson called the meeting to order. ABSENT Tom Koep A motion was made and seconded to approve the minutes from the October 16, 2014 regular meeting. Ml Robert Bigwood S/ Hazel Hovde Jeffrey reported that he spoke with County Auditor, Wayne Stein, about Tom Koep's absence at our board meetings. Jeffrey encouraged Wayne to talk to Commissioner, Roger Froemming, about possibly finding another candidate for the HRA Board. The administrative expenses were reviewed for the months of October, 2014 and November, 2014. Also the topic of confidentiality was discussed regarding names that appear on the report of expenses. It has been. decided that names will no longer , be used on reports; including security deposits .and utility reimbursement payments. Names will be replaced with an identification number. A motion was made and seconded with all ayes to approve the expenses. Ml Bob Maki S/ Robert Bigwood The Investment Listing was reviewed, the only changes were the balances of the checking and savings accounts as of December 18, 2014. Jeffrey presented the Public Housing Accounts Receivables and requested a total of $1,858.98 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. • M/ Robert Bigwood S/Bob Maki Jeffrey reported that 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, MHFA Rehab Pro grains and Otter Tail County Tax Levy Program. H:\Users\Kim\Minutes\2015 minutes\minutes -otc febiuary 2015.doc , Section 8: the only change is to extend the performance date from January 1, 2015 through December 31, 2015. Ml Robert Bigwood S/ Hazel Hovde Public Housing: the only change is to extend the performance date from January 1, 2015 through December 31, 2015. Ml Robert Bigwood S/ Hazel Hovde MHFA Rehab Program: the only change is to extend the performance date from January 1, 2015 through December 31, 2015. Ml Robert Bigwood S/ Hazel Hovde OTC Tax Levy Program: the only change is to extend the performance date from January 1, 2015 through December 31, 2015. Ml Robert Bigwood S/ Hazel Hovde Jeffrey reviewed the MCPP final usage report with board members. Otter Tail was allocated $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 well, and this could possibly be because oflow interest rates for new homeowners statewide. This program is administered by local banks for first time homebuyers (which also include people who have not owned a home within the past 3 years). Board members, Scott Rocholl and Robert Bigwood, gave a brief review of the HRA Commissioners meeting that was held on December 17, 2014 at the Ottertail Power Building in Fergus Falls. This was an informational meeting hosted by the West Central Minnesota Regional HRA Directors Association. Sue Bjorklund, Rehab Coordinator, reported on the MHFA Deferred Loan Program. One application has been received, none are in process, one has been inspected, none are bidding, one is in progress and one is complete. Vergas/Dent SCDP Homeowner Program has received twenty homeowner applications, none are m process, twenty have been inspected, none are bidding, eight are in progress and twelve are complete. Vergas/Dent SCDP Commercial Program has received sixteen commercial applications, none are in process, 16 have been inspected, none are bidding, fourteen are in progress and two have been completed. Sue noted that the submitted Preliminary Proposals were invited to the full application process for a small cities program for the cities of: Rothsay and Elizabeth as a combined application, and the city of Fergus Falls. H:\Users\Kim\ivlinutes\2015 rpinutes\minutes -otc february 2015.doc 2 s • Sue requested an addition to the Walk-Away Policy for the Rehab Program. Sue is requesting approval to add item number-six, regarding mold in the property. A motion was made and seconded with all ayes to add item number six onto the Walk-Away Policy. Ml Robert Bigwood S/ Hazel Hovde Mikel Olson, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2013 program. TLC Projects only: 13 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, none are in progress and 14 are complete. A total of the projects are: 27 applications have been received, 27 have been inspected, none are bidding, none are in progress and 27 are complete. Otter Tail County Homeowner Tax Levy 2014 program update. TLC projects only: Fourteen applications have been received, none are in process, 14 have been inspected, one is bidding, 7 are in progress and 6 are complete. Projects leveraged with SCDP: thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, 10 are in progress and three are complete. A total of the projects are: Twenty-seven applications have been received, 27 have been inspected, one is bidding, 17 are .in progress and 9 are complete. Otter Tail County Tax Levy 2013 Rental Program has received three applications, none are in process, three have been inspected, one is bidding, two are in progress, and one is complete. Mikel shared a positive event that he recently encountered. He visited one of the homes that had just been rehabbed. The participant and her friend were so happy with the results they were in tears. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program for the month of October 2014. There were 115 leased and HAPS totaling $32,549.00. In November 2014 there were 113 leased and HAPS totaling $31,740.00. In October and November there were 16 vouchers issued, and 9 applications are in progress. There were 17 annual recertifications and 11 interims. Six families ended participation and there were 5 new admissions. There. are 68 families on the waiting list. In November $2,018.00 was paid for 3 ports out. The ELI percentage was 67%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for October were $3,161.00 and $3,207.00 was collected. There was $25.00 in late fees charged, none were collected, and $25.00 in outstanding charges. ELI percentage is 50%. Lease termination on the 4 bedroom in New York Mills for September 21, 2014. Court was on October 7, 2014, and tenant moved out on October 16. New tenant moved in on October 30, 2014. There were 15 applicants on the 2-bedroom public housing waiting list, 12 applicants on the 3-bedroom waiting list and 1 on the 4-bedroom waiting list. The November rents owed totaled $3,183.00 and $2,620.00 was collected. There were no late fees charged, $25.00 collected, and no outstanding late fees. ELI percentage is 33%. One notice to vacate was given for October 31, 2014 for the 3 bedroom in New York Mills. A new tenant moved in on November H:\Users\Kim\Minutes\20_15 minutes\minutes =-otc february 2015.doc 3 21, 2014. There were 17 applicants on the 2-bedroom public housing waiting list, 14 applicants on the 3- bedroom waiting list and 4 on the 4-bedroom waiting list. REACHUD inspection scheduled for April. There being no further business, a motion was made to adjourn the meeting. Ml Robert Maki SI Hazel Hovde Robert Maki, Secretary Date H:\Users\Kim\Minutes\2015 minutes\minutes -otc february 2015.doc 4 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF FEBRUARY, 2015 Bank of the West -Office Rent $ Lakes Countrv Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ :rvIN 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. $ Toutges Sanitation -$ New Horizon Ag Service $ Home Depot $ URP $ - URP $ RHR, $ Brogard Plumbing $ N.F. Field Abstract $ Kathryn Sletto -Consulting $ Housing Data Systems $ RTW Inc. -Worker's Comp. $ Pelican Plumbing $ Hazel Hovde $ Scott Rocholl $ Robert Bigwood $ Robert Maki $ Ralph Hemmerlin $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES -February 2015 450.00 2,100.00 1,200.00 225.00 200.00 400.00. 150.00 307.30 37~91 127.08 150.38 550.36 339.00 822.95 881.16 84.78 702.66 177.29 48.07 258.78 127.80 140.00 200.00 50.00 138.05 85.00 1,000.00 120.00 993.00 113.48 103.75 88.80 15.00 138.25 132.50 14,219.31 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF MARCH, 2015 Bank of the West-Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ Iv.IN 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. $ Toutges Sanitation $ New Horizon Ag Service $ Home Depot $ URP $ URP $ RHR $ Jv.lNNAHRO $ N.F. Field Abstract $ Otter Tail Co. -Treasurer $ Networks for Hire $ Jv.lN Multi Housing Association $ Mark Gaworski -Accounting $ Waste Management ofJv.lN $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES· March 2015 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 211.85 50.00 120.75 151.87 439.59 303.00 930.45 881.16 84.78 732.01 187.46 48.07 241.05 64.22 140.00 140.00 33.00 590.00 85.00 1,191.59 76.50 134.00 2,025.00 212.14 13,821.15 April 16, 2015 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 11HFA-HOME Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2015\invesHist otc -April 2015.doc OTTER TAIL COUNTY BRA INVESTMENT LISTING DESCRIPTION PRINCIPAL ' Money Market $6,607.04 Certificate #210979 Weekly Money $19,833.55 Market Savings Commercial Money $7,042.28 Market $66,931.79 $31,683.20 $28,125.75 $379,551.86 $832.04 I.D. # 41-1518930 INTEREST INTEREST PURCHASE· MATURITY RATE PAID DATE DATE .05% Maturity Renewed Automatic Deposit 03/19/15 09/19/15 .05% Monthly Account #9312-004634 .05% Monthly Account #9312015673 I RESOLUTION No. 107 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 2015 Capital Fund Program Budget and the 2015-2019 Five Year Action Plan; Now, therefore be it resolved by the Board of Commissioners of the OTC HRA ' that the 2015 Capital Fund Program Budget and tlie 2015-2019 Five-Year Action Plan be and hereby are adopted. SIGNED: Scott E. choll, Chairperson, Otter Tail County HRA Board ~~k-¼>- Rbbert Maki, Secretary, Otter Tail County HRA Board April 16, 2015 H:\Users\JEFF\RESOLUTIONS OTC\Resolution 107-county.doc Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part t: Summary PHANa.me: Grant Type and l umber Capital Fund Program Grant o: MN46P17750115 Otter Tail County HRA Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant 00 Original Annual Statement D Reserve for Di asters/Emergencies D Performance and Evaluation Reoort for Period Ending: D Revised nnual U.S. Department of Housing and Urban Devel_opment Office of Public and Indian Housing 0MB No. 2577-0226 Expires 06/30/2017 FFY of Grant: 201~ FF of Grant Approvo.: tatement (revision no: ) D Final Performance and Evaluation Report Line Summarv by Development Account Total Estimated Cost Total Actual Cost 1 I 2 3 4 5 6 7 8 9 10 II 12 13 14 15 16 17 Original Total non-CFP Funds 1406 Operations (may not exceed 20% of line 21) 3 $19,489 . 1408 Managemen1 lmprovements 14 l 0 Administration (may not exceed 10% of line 21) 141 l Audit 1415 Liquidated Damages 1430 Fees and Costs 1440 Site Acquisition 1450 Site Improvement 1460 Dwelling Structures 1465.1 Dwelling Equipment-Nonexpendable 14 70 Non-dwelling Strucrures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495. l Relocation Costs 1499 Developmen Activities• 1 To be completed for the Performance and Evaluation Report. 2 To be completed for the Performance and Evaluation Report or a Revised Annual Statement 3 PHAs with under 250 units in management may use I 00% of CFP Grants for operations. 4 RHF funds shall be included here. Pagel Revised' Obligated Exoeaded form HUD-50075.1 (07/20 14) Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Hot1sing Factor and Capital Fund Financing Program Part I: Summarv PHAName: Grant Type and Number Otter Ta.ii Capital Fund Program Grant No: MN46P17750115 County BRA Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant [}g Original A~nual Statement 0 Reserve for Disasters/Emergencies 0 Performance and Evaluation Report for Period Ending: U.S. Departm~nt of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 06/30/2017 FFY of Grant: 2015 ·FFY of Grant Approval: ·- D Revised Annual Statement (revision no: ) ·, D Final Performance and Evaluation Report Line Summarv bv Develonment Account 'TotafEstimated Cost Total Actual Cost 1 • Original Revised i . 18a ·1so1 Col\ateralization 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% ofline 20) 20 Amount of Annual Grant: (sum oflines 2 -19) 19.489. 21 Amount of!ine20 Related to LBP Activities -22 Amr:mnt of line 20 Related to S(:Ction 504 Activities ' .23 Amount ofline 20 Related to Security-Soft Costs .24 Amount ofline 20 Related to Security-Hard Costs 25 Amount ofline 20 Related to Energy Conservation Measures .. .. Signature ofExecuti,.¥e-l)'ire'ct'tJliL__ ~ Date 1 · Signature of ~ublic Refusing Director '-..__:, lJ .,.,., ~ -~~ 02-20-2015 .Page2 / I 1 To be completed for the Performan~ and Evaluation Report 2 To be completed for the Performance and Evaluation Report or a Revised Annual Statement. ' PHAs with under 250 units in management may use 100% of CFP Grants for operations. 4 RHF funds shall be included here. • Obligated Expended Date form HUD-50075.1 (07/2014) Annual Statement/Performance andEvaluation Repqrt Capital Fund Program, Capitalfund Program Replacement Housing Factor and Capital Fund Financing Program PartII: Surmorting Pages . U.S. Department ofHousing and Urban Development Office of Public and Indian Housing 0MB .No. 2577::.0226 Expires 06/30/2017 PHAName: Grant Type and Number Capital Fund Program Grant No: MN46P17750115' FederalFFY of Grant: Otter Tail County HRA <:;FFP (Yes/No): Replacement Housing Factor Grant No: Development Number General Description of Major Work Development Quantity Name/PI-IA-Wide Categories Account No. Activities MN177001 Gperations 1406 HAW C ;., . ,: .. ' .. . , 1 To ~e completed for the Performance and Evaluation Report or a Revised Annual Statement 2 To be completed for the Performance and Evaluation Report Page3 2015 Total Estimated Cost Total Actual Cost Status of Work Original Revised 1 Funds· Funds Obligated2 . Exuended2 19,489 .. . .. ,. .. C . .. , . form HUD-50075.1 (07/2014) Capital Fund Program-Five-Year Action Plan Part I: Summary PHA Name/Number Locality (City/CoW1ty & State) Fergus Falls/Otter Tail County, MN Otter Tail County HRA Development Number and Work Statement for Year l Work Statement for Year 2 Work Statement for A. ame FFY:2015 FFY: 2016 Year3 FFY: 201 7 Otter Tail County HR.A MN177001 B. Physical Improvements Annual Statement 19,500 19,500 Subtotal C. Management lmprovements D. PHA-Wide Non-dwelling Structures and Equipment E. Administration F. Other G. Operations H. Demolition I. Development J. Capital Fund Financing- Debt Service K. Total CFP Funds L. Total Non-CFP Funds M. Grand Total Page I of6 U .. Department of Housing and Urban Development: Otlice of Public and Indian Hou ing 0MB o. 2577-0126 Expires 08/30/2011 X OtiginaJ 5-Year Plan Revision o: Work Statement for Year 4 Work Statement for Year 5 FFY: 201 8 FFY: 2019 19,500 19,500 form HUD-50075.2 ( 4/2008) Capital Fund Program-Five-Year Action Plan Part II: Supporting Pages -Physical Needs Work Statement(s) Work Work Statement for Year 2016 Statement for FFY 2016 Year 1 FFY Development Number/Name Quantity Estimated Cost 2015 General Description of Major Work Categories See MN l77001 Annual Flooring 1 Bldg 5,000 Statement Driveway Replacement HAW 4,500 Windows HAW 5,000 Replace Garage Doors HAW 5,000 Subtotal of Estimated Cost $19,500 Page 2 of 6 Work Statement for Year 2017 U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB o. 2577--0226 • Exnires 4/30/20011 FFY 71)1 7 Development Number/Name Quantity Estimated Cost General Description ofMajor Work Categories MN177001 Plumbing HAW 5,000 Roofs 1 Bldg. 5,000 Electrical HAW 5,000 Garage Door Openers HAW ~,500 Subtotal of Estimated Cost $19,500 form HUD-50075.2 ( 4/2008) Capital Fund Program-Five-Year ction Plan Part II: Supporting Pages -Physical Needs Work Statement(s) Work Work Statement for Year 2018 Statement for FFY 201 8 Year 1 FFY Development Number/Name Quantity Estimated Cost 201 5 General Description of fajor Work Categories See tv1N l77001 Annual Flooring l Bldg 5,000 Statement Window Treatments HAW 5,000 Smoke Detectors HAW ~,500 fIVAC !HAW 5,000 ubtotal of Estimated Cost $19,500 Page 3 of6 . Department of Housing and Urban Development Office of Public and Indian Housing ? 0MB o. 2577--0226 Exuires 4/30/20011 Work Statement for Year: 2019 FFY 2019 Development umber ame Quantity Estimated Cost General Description of Major Work Categories IMN1 77001 Cabinetry HAW 4,000 Entry Door Lock System HAW 4,000 [Appliances HAW 4,000 !Roofs 1 Bldg. 5 000 tDoors HAW 2,500 Subtotal of Estimated Cost $19,500 form HUD-50075.2 (4/2008) Program MHFA peferred Loans= Phase XVIII SCDP: Vergas/ Dent (21 homes) SCDP: Vergas/Dent (10 commercial) Future SCDP Applications . OTC Tax Levy -Homeowner (2014) Only TLC Projects Leveraged w/SCDP-Projects - TOTAL2014 ~ax Levy-Homeowner (2015) ~ Only TLC Projects Leveraged w/SCDP Projects TOTAL2015 .l.Jet1+ Uvea,_1c.....-1 OTC Tax Levy-Rental (2014) -· Applications Otter Tail County HRA Rehabilitation Projects Update April 16, 2015 In Process Inspected 3 3 0 20 0 20 ,~ . ..le l,/ 1,,,-?3 ,,,,, io Proceed Bidding Issued 0 0 0 2 applications have been submitted (City of Fergus Falls and Cities of Rothsay/Elizabeth). Expect to hear a funding decision in May, 2015. 13 a 13 a 13 a 13 a 26 0 26 0 2 0 2 -2 0 .Q 0 a 2 0 2 2 3 0 3 0 Complete -$0 I 0 0 committed 0 20 5 11 ,. 2 11 1 12 3 23 a 0 a 0 0 a 1 2 HUB: FO.Code: 51™IN 5KPH 140 140 i40 140 140 140 140 140 1,680 Cash/Investment Estimated HUD~Held Reserve OTTER TAIL COUNTY BRA HA Num: MNl 77 77.14% 78.57% 0.00% 0.00% 0.00% 0.00% 0.00% 0;00% 0.00% 0.00% . 0.00% 0:00% $66,158 $24,964 $96,988 98.04% $93,345 96.24% SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM FEBRUARY & MARCH, 2015 Annual Recerts Interim Recerts Ports-In/Billing Ports-In/ Absorbed Ports-Out/Billed Ports-Out/ Absorbed Ports Out/End P~rticipation 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% 14 7 0 1 1 0 0 74 23 12 1 5 3/$2143 0 0 40% (y-t-d) OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT Rents Payable Rents Collected Late ·Fees Charged Late Fees Collected Late Fees Outstanding ELI Percentage Waiting List 2 Bedroom 3 Bedroom 4Bedroom 13 Family units February 2015 $3,539.00 $3,455.00 $ 83.01 $ 83.01 $ 0.00 19 15 5 H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Famlly units March2015 Rents Payable $3,637.00 Rents Collected $3,637.00 Late Fees Charged $ 21.44 Late Fees Collected $ 21.44 Late Fees Outstanding $ 0.00 ELI Percentage Waiting List 2Bedroom 22 3 Bedroom 16 4 Bedroom 5 0 WI,;.~ -oJS,ING OP,.Ol!TUNl?V 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: SUB JECT: EN LOSURE MEMO Bo ard of Direc tors, Otter Tail Co unty HRA .Jeffr ey Gaffaney xecutive Direc tor June I I, 2015 Meeting to be held Thursday, June 18, 2015 at 10:00 a.m. at the HRA Office, ll51 Friberg Avenu e, Fergus Fall s, MN, 56537 Regul ar Minutes of Apri l I 6 20 15 Me eting AGENDA I. C~ir person -all Meeting to Order 2.v{'pproval of Minut es 3. ~ve Dir ctor A.~ninistration Expe nses -April and May 20 15 ~ . v tment Li ting C. 5 Cap ital Fund Progra m Update -~~6 Tax Le y Reques t to Otter Tail Co un ty Boa rd~ rd-<._ E. 6 12/3 1/20 14 Fi sca l Audit Completed 1~ '2.C..-Z~· - F. HFA , MN Cities Parti cipat ion Program Update 4. R~ilitation Coordinat r -ue Bjorklund A~HF A Upda te B . .I" 2.ef't 2 Vergas/Dent SCDP C...IFuture SCDP Appl ications 5. R~litation pecia li st -Mikel Ol son A.~TC ax L vy Update 6. Hou ng Admini trator -Mary Jo Schwarz . Otter Tail ount y Section 8 Update 7. Housin g Manage r -Pam Minten A. Publi c Hou in g Update PLEASE CA LL IF YOU A RE UNA BLE TO ATTEND! 11:\Users\JEFF\i\ ,ENDA-OTC ()-11-15.do _______________ Providing Housing Opportunities The Otter Tail County HRA Board of Commissioners met in a regular meeting on, April 16, 2015 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Scott Rocholl, Chai_rperson Robert Bigwood, Vice Chairperson Hazel Hovde Robert Maki, Secretary Ralph Hemmerlin OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Pam Minten Sue Bjorklund Mikel Olson Scott Rocholl, Chairperson called the meeting to order. ABSENT A motion was made and seconded to approve the minutes from the February 19, 2015 regular meeting. Ml Bob Maki SI Robert Bigwood The administrative expenses were reviewed for the months of February, 2015 and March, 2015. A motion was made and seconded with all ayes to approve the expenses. Ml Hazel Hovde S/BobMaki The Investment Listing was reviewed, a certificate at Security State Bank matured and was renewed at ~ like percentage. The only other changes were the balances of the checking and savings accounts as of April 16, 2015. Jeffrey stated that the 2015 Capital Fund Grant amount is projected to be $19,489.00. This amount is a slight increase from last year. Jeffrey's recommendation for this upcoming year is to place 100% of the Capital Fund money in to general operations like last year. The 5 Year improvements presented are for 2015 through 2019. • Resolution No. 107 Certification of Compliance with the 2015 5-Year Action Plan was proposed for approval. This resolution is certifying the 5-Y ear Action Plan. A motion was made and seconded with all ayes to approve Resolution No. 107. Ml Robert Bigwood S/BobMaki Jeffrey reported that a fiscal audit has been scheduled with Carlson Highland for May 26-28, 2015. Sue Bjorklund, Rehab Coordinator, reported on the MHFA Deferred Loan Program. Three applications have been received, 3 are in process, none have been inspected, none are bidding, and none are complete. Vergas/Dent SCDP Homeowner Program has received twenty homeowner applications, none are in process, twenty have been inspected, none are bidding, none are in progress and twenty are complete. H:\Users\Kim\Minutes\2015 minutes\rninutes -otc april 2015.doc Vergas/Dent SCDP Commercial Program has received sixteen commercial applications, none are in process, 16 have been inspected, none are bidding, five are in progress and eleven have been completed. Sue gave an update on the Small Cities 2015 Applications regarding: Rothsay/Elizabeth and Fergus Falls. Full applications have been submitted and we expect notification in May or June ofthis year if one or both will be funded. Mikel Olson, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2014 program. TLC Projects only: 13 applications have been received, none are in process, 13 have been inspected, none are bidding, two are in progress and 11 are complete. Projects leveraged with SCDP: Thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, one is in progress and 12 are complete. A total of the projects are: 26 applications have been received, none are in process, 26 have been inspected, none are bidding, three are in progress and 23 are complete. Otter Tail County Homeowner Tax Levy 2015 program. TLC Projects only: 2 applications have been received, none are in process, 2 have been inspected, 2 are bidding, none are in progress and none are complete. Otter Tail County Tax Levy 2014 Rental Program has received three applications, none are in process, three have been inspected, none are bidding, one is in progress, and two are complete. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 for the months of February and March, 2015. The month of February 2015 had 108 leased and HAPS totaling $30,954.00. In March 2015 there were 110 leased and HAPS totaling $31,428.00. A summary of activity for these two months was; 14 annual re-certifications and 7 interim re- certifications. Four participants ended participation, four are in shop mode and there are 7 new admissions. There are 74 families on the waiting list. There were 23 vouchers issued and 12 applications in process. There is one port-in pending and five port-outs pending. There were 3 ports out paid totaling $2,143.00. There were no ports received. The ELI percentage was 40%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for February 2015 were $3,539.00 and $3,455.00 was collected. There was $83.01 in late fees charged and collected. As of January 1, 2015, 8% of their outstanding rent is figured for a late fee. There were 19 applicants on the 2- bedroom public housing waiting list, 15 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. In March 2015 rents payable totaled $3,637.00 and $3,637.00 was collected. There was $21.44 in late fees charged and collected. There were 22 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 also reported that there was a HUD/REAC inspection on April 6, 2015. The HRA has not received the results yet. Pam stated that the inspections went very well, and that there was only one major finding that was resolved within 24 hours. H:\Users\Kim\Minutes\2015 minutes\minutes -otc april 2015.doc 2 There being no further business, a motion was made to adjourn the meeting at 10:30 am. :Ml Bob Maki S/ Rob.ert Bigwood . Robert Maki, Secretary Date R\Users\Kim\Minutes\2015 minutes\minutes -otc april 2015.doc 3 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF APRIL, 2015 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 ofNew 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. $ Brogard Plumbing $ ·New Horizon Ag Service $ Home Depot $ URP $ URP $ RHR $ Culligan Water $ RTW -Workers Comp. $ Fergus Falls Newspaper $ Ballard Sanitation $ CNASurety $ Hazel Hovde $ Scott Rocholl $ Robert Bigwood $ Robert Maki $ Ralph Hemmerlin $ A-1 Lock and Key $ • Salaries $ H:\Users\JEFF\OTC HRA EXPENSES-April 2015 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 205.72 37.80 103.50 144.96 462.05 297.00 869.87 881.16 94.66 618.03 131.81 114.31 298.40 682.70 100.00 40.00 13.00 59.65 750.00 106.20 li8.70 175.00 103.75 88.80 75.00 138.25 132.50 303.24 13,861.66 -.. / OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF MAY, 2015 Bank of the West -Offke Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcorn $ U.S. Postmaster $ J\1N Benefit Association $ • Ally -Vehicle Lease $ Mikel Olson -Mileage & Phone $ Jeffrey G~:ffaney-Mileage $ Mary Jo Schwarz -Mileage $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ DenzePs Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Toutges Sanitation $ New Horizon Ag Service $ Home Depot $ URP $ URP $ RHR $ Mark Gaworski -Accounting Fees $ N.F. Field Abstract $ Culligan Water Co. $ Networks for Hire $ Brian Jorgenson Construction $ Credit Bureau of Alexandria $ Housing Data Systems $ State Farm Ins. Co. $ Sue Bjorklund -Mileage $ Bjo:rn's Htg. & A/C $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES· May 2015 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 542.60 34.15 20.13 130.61 370.24 291.00 708.99 881.16 84.78 543.08 83.75 44.00 76.42 28.05 100.00 40.00 69.00 1,000.00 170.00 29.25 146.28 34,182.18 45.00 120.00 100.00 127.01 149.20 21,090.19 June 18, 2015 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Banlc Public Housing Fergus Falls SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Banlc Public Housing Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHF A-Loan Account NOWAccount Otter Tail County Tax Levy NOW Account MHF A-HOME Account NOW Account H:\UsersVEFF\INVESTMENT LISTINGS\2015\invest list otc -April 2015.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,607.04 Certificate #210979 WeeldyMoney $19,835.21 Market Savings Commercial Money $7,043.17 Market $51,481.86 $50,126.43 $28,037.16 $334,651.74 $832.06 J.D. # 41-1518930 . INTEREST INTEREST PURCHASE MATURITY ' RATE PAID DATE DATE .05% Maturity Renewed Automatic Deposit 03/19/15 09/19/15 .05% Monthly Account #9312-004634 .05% Monthly Account #9312015673 , Voucher Verification Menu Voucher Selection eLOCCS CFP Capital Fund .Program Payment Voucher OTTER TAD..i CO.HOUSING AUTHORITY Payment Voucher Entry Payment Entry U.S. Department of Housing and Urban Development Office of Public ·and Indian H9t..ising Page 1 of2 Menu Auth. Log Off Bottom Publlc reporting burden for this collection of lnforrmition is estimated to average· 15 minites per response, Including the time for reviewing instructions, searching existing data.sources, gathering an9 maintaining the data needed, and compleUng and reviewing the collection of information. This agency may not collect this information, and you,are r\cit required to complete this form, unless it displays a currently valid 0MB control number. HUD implemented the Line of Credit Control SyslemNoice Response Syst.em (LOCCSNRS) to process requests for payments to grantees. Grant recipients fill oul a·voucher form for the applicable HUD program with all !he necessary information prior to makl.ng 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. LOCCSPgrm Area 3 4 092-760832 CFP ' 5. Voice Respon~e No. 6. ~rantee Organization 00000-00000 OTTER TAIL CO.HOUSING.AUTHORITY 8. Grant or Project No. 6a. Grantee Organization JIN MN46P177501-15 41-1518930 Budget Line Name Authorized Disbursed Available Vc:,ucher Item Balance Amount 1406 Operations 19i489;00 19,489.0Q o.oo 19;489.00 .. Total: 19i489.00 19,489.00 0.00 19,489.00 I c~rtify the data reported and funds requested on thi~ 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. 1 C Name & Phone Number of Person 12. Name & Title of Authorized Signatory compieting this form JEFFREY GAFFANEY 13. Signature 14. Date of Request 05-11-2015 Warning: HUD will prosecute false claimes and.statements. Conviction may resultln criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 10~2,; 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 coilect 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 acce~s to LOCCS. Whilethe provision of the SSN is voluntary, HUD uses•it as a unique identifier for safeguarding the LOCCS from unauthorizeg access. This information will riot be otheiwise 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://hudappsl .hud. gov/HUD_ Systems/loccs/templates/blivchver ~ucon.c:fin ?0=H&0= 19 .. . 5/11/2015 tr • I Oblig/Exp Status Menu Oblig/Exp Status OTTER TAIL CO.HOUSING AUTHORITY Obligated/Expenditure Status Page 1 of 1 Menu Auth Lcog Off Bottom If a Reporting Period date is a hyperlink (underlined), then clicking the date will allow you to update obligated/expenditure for that period. If there are multiple unrepc,rt~d periods, the earliest period must be reported 1st. ti' Provided Grant Number Obligation End Reporting LOCCS Cumulative LOCCS Cumulative Period Due Authorized PHA Obligated Disbursed PHA Expended Capital Fund PrQgram (CFP) . 05-31- MN46Pl77501-15 o4-lZ-20l'l 2015 ti 06-05- 2015 $19,489.00 $19,489.00 100% $19,489.00 $19,489.00 100% 'if G~ Back to Top 1 ~ Privacy Statement https://hudapps l .hud.gov/HUD ~ Systems/loccs/templates/oblexp status.cfrn ?iumn=&08: 3 5 :50 6/1/2015 I 2016 PROPOSED TAX LEVY REQUEST 1. $195,000 -SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION -In 2014 we used $190,350. To date (2015) we have used approximately $96,100 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. $90,000-OWNER OCCUPIED REHAB LOANS -Use funds to do emergency type loans due to lack ofMHFA funds. 4. $15,000 -SMALL CITIES DEVELOPMENT GRANTS -Used Tax Levy funds to write applications for Pelican Rapids/Erhard, Vergas/Dent, and Rothsay/Elizabeth. The Rothsay/Elizabeth application was just approved for $255,620 and will be closed out the end of 2017. Submitting possibie applications for Dalton and Henning in 2015. 5. $96,000 -LEVERAGE FOR OTHER PROGRAMS -Use Tax Levy funds to complete projects when l\1HF A and Small Cities funds are inadequate. Also, use Tax Levy funds to provide small cities matching funds ifhomeowrter is unable to secure other financing. 6, $50,000-DOWNPAYMENTASSISTANCEPROGRAM -UseTaxLevyfundsto increase the program that was approved in 2014 and just getting underway this summer (2015). The funds to be used for down payments for families/individuals purchasing new or existing homes in Otter Tail County. $466,000 TOTAL REQUESTED FUNDS FOR FICAL YEAR 2016 H:\Users\JEFF\2016 PROPOSED TAX LEVY REQUEST.doc Otter Tall County HRA • 'y Taxable Maixet Value {Pay Z()08) 3Z Taxable Market Value (Pay 2008) 31 Fully Taxable and JOBZ ::entage Under MS 469.033 Sutid 6 :imum Allowable nly Board AUlhorized (Pay 2008) :en! of Maximum Allowable Jr! 1 " Add 76,000 (280,000-204,000) Per Year 2009 2010, 2011 2012 2013 2014 2015 2016 2017 • $38,511 not to exceed allowable mllllirnum. -. nplions- e !Qab!e value of the district does not change. ' .:.?00"6 J\pf?'!04 .2.013 .:ZoJf-:;i..o✓S :,.DI/,:, f!pPftU;._Ji. fte;ru4 -&~~ ~J-.r,l, 6,434,106,300 2,032,800 6,436,139,100 0.0144% 926,511 .. ~I 85o/o ' , o/8S-')0 ,OJ9s4Jo , Ol:f-¼ .:ii 280,000 1 ss7,coo 4f' '-1: l"'-, CCI O ~l\l'10oD _ 41"", DDO ¥l~Di'O 30.22% -30 ,.6 ~ ZS~ 3'S?o 356,000 432,000 508,000 584,000 660,000 736,000 812,000 888,000 926,511 ~plion 2 -Increase Percent of Maximum Allowable Line 15 by 5% a Year until Maximum Allowable Is Reached 2009 2010 2011 2012 2013 2"014 2015 ~16 2017 :.!018 iD19 2020 2'021 ~ ·only 4.78% -not lo ex~ a~owable maximum 5..00% ga'};. 35.22% &S-,D 40.22% .5S'~e. 45.22% ~~~:. 3~60.22% .3,~~ 65.22% ~b 70.22% 75.22% 80.22% 85.22% 90.22% 95.22% •• 100.00% 326,326 372,651 41B,9n 465,302 511;628 557,953 eo4;:z10 650,605 696,930 743,256 789,581 835,907 882,232 926,520 "3',i'",ib ,.DJ8f7o ,ote.s~ .. or~ 411..,/,),...0 q-n,-o--o_ L/U,.1ooD 351"0 . t3P_!t?_ 30Jo ·/ L· • ' for k'lformatlonal PurpoHS Only MCPP Un1• Report as--of S:.31-15 (Applies to Start U-p Proc,-m loans Only) MCC Loans Sttp Up Loans •. ...:·. .. ..... •. , . .. ' Alloc1tlon Name A.ilocatTon'AmOunt Commftled .Loans Commltled Arri~Unt Fu~'d,'A1121rlab1e . P8r~:~~, ... of u~~"i ... , f Co,,:mltted LO~ns : •·. ~m;,,fttea Affl~u~t ;~~,lmittr.d'l~jrl • :,6Jmrri1l'ted .,:.:,• mount; Albertll!:il S.307 169.00 0 $0.00 $307169.00 O.OO!I 0 $ 0 Alex1ndril $223 220.00 1 $139 .11128.00 S83 792.00 62.46" 0 S 0 Anolt•· ~5 842 991.00 73 11641943.00 $5 798 9Sl.OO 199.25" 10 l 714173.00 7 l 700686.00 81rnesv1He $100000.00 0 $0.00 Sl00000.00 O.OO!I 0 0 Becker $567.538,00 1 $127 300.00 S440 233.00 22.43" 0 0 8kiffCountrvttRA S678 318,00 0 SO.OD ~671311.00 O.OO!I 0 0 6ntd:enrfdre ~100000.00 l $75 510.00 S24 490.00 75.51" 0 0 S Cuver S1 633 519.oo s $791 231.00 $842 288.00 48.44" 0 '' 441119.00 Chi,.......,, 5207 &37.00 0 SOOD $'207137.00 O.OO!I 0 S 0 ChlHl(O ~919 625.00 ' SS.42 116,00 1:,.377 509.00 S8.95" DI$ 0 S CrowWlnr Sl 081 723.00 2 $267 073.00 S814 650.00 24.69" 0 S l S 165 306.00 Dilworth 100000.00 0 SO.OD Sl000::0.00 O.OO!I 0 $ 0 Freeborn 221,868.00 2 $170736.00 511!2.00 76.95" o:< 0 S Fulda 100000.00 0 $0.00 $100000.00 O.OO!I 0 $ 0 $ Glvndon 100 000.00 0 SO.OD SlOOOXl.00 """" 0 $ 0 $ Gnnt 102491.00 1 ss, 512.00 $41986.00 52.21" 0 < 0 S HHdwatt:rl ReliOl'lll Dev. Comm!uion $1 446 609.00 6 $608 365.00 $838 244.00 42.05" 0 $ 0 S Henneafn SH 588 614,00 124 $20,064 633.00 lS6 476.019.00 147.66" 11 $ 1 900'44.00 11 'YHI 11J4,00 K•ndivohl S724 691.00 15 Sl 751 109.00 fSl 026418.00 241.64" $ l 188nS.OO lfttleFalts 150S30.00 0 $0.00 SlSOS,0.00 "·""" 0 < 0 Mcleod $617 641.00 4 $445 245.00 $172 396.00 72.09% 1 $ 893 049.00 0 Moorhead S668 907,00 " $1883598.00 fSl,214691.00 211.SS'K C S 0 Mower $673442.00 5 $489783.00 $183 659.00 TI.73% l $ 134 800.00 2 15947UJO North Mankato 231 348,00 ' $405119.80 $173 771.80 175.11" 0 ' 0 NW MN Multl-Co. HRA Sl 468 837.00 5 $707587.00 S7614SO.OO 48.16" 0 $ 1 235.554.00 Ortonvlle S100(XXJ.OO 1 Sl00000.00 =m 100.00!I 0 ' 0 $ Oner Taff -S9&5419,00 0 $0.00 S985 419.00 O.OO!I 0 $ 0 S OW1t0nn1 $437 610.00 l $167 411.00 <270199.00 38.26" 1 $ 113 000,00 0 S Rtmsn S3.91l 766.00 42 $6632 867.00 ($2,721 lOLOOl 169.56" • $ 671523.00 • $ 630,481.00 fled Win• SU2135.00 l $121 700.00 S16005.00 0.14" 0 $ l < 166920.00 Rke 1106 364.00 2 ~305077.00 S801 2S7,00 27.57" DIS 0 Scott S2 543 014,00 1l $3 056 92 8.00 ($713 914.00) 130.47" • $ 621051.00 2 $ 452.271.(XJ SE MN Mufti-Co. HRA Sl 283,742.00 2 $231 810.00 $1 001 932.00 21,95" 1 $ 210123.00 2 $ 218630.00 Sherburne Sl 426315.00 17 S'2 n1 847.oo ISl 34S-592.00 194.34" 2 298492.00 1 123 093.00 Saint Cloud $1133 109.00 10 11113'23.00 $2] 786.00 98.08" 0 $ 0 SaifltJamH SlOOfYY\00 l $63 200.00 $36 900.00 63.20% 0 $ 0 Saint low Sl 429111.00 21 S2.248 323.00 Sl 180 795.00 6557'1 0 S 2 142 989.00 St~em $166 803,00 • S272 921.00 fSl06 llB,00 163.62" 0 0 Swl~ $163 432.00 0 $0.00 $163 432.00 O.OO!I 0 S 0 Wuhlrwton ~245.287,00 47 $7 613 219.00 fS3.368 001.00l 179.34% l $ 152192.00 s 963 276,00 Wetls Sl00000.00 0 SO.OD s100000.oo O.OO!I 0' 0 Winona $474 691.00 1 $66405.00 408 286.00 13.~ 0 $ 0 Worthlrurton $221005.00 0 SO.OD S222CX>S.OO """" 0 $ 0 Wrffflt $'2198131.CX) 16 S2.651 180.00 (5453 049.00 120.61" s s 794 715,00 5 831618.00 Tonls ~ ... $SS,96S,866.00 447 • $67,623,.969.80 • ~ 120,84" ' :~. .. $ 7,510,262.00 • 47 $' 1,623,510.00" FFHRA From: Sent: To: Subject: Bolstad, Laura (MHFA} <Laura.Bolstad@state.mn.us> Tuesday, May 12, 2015 5:07 PM Ajasa, Sandy (MHFA) Important Minnesota Housing Program Changes Good afternoon MCPP Participants, Minnesota Housing recently announced some important changes to our income limits and downpayment loan programs {see Summary of Program Changes}, effective for new loans as of May 1. Since these changes impact MCPP borrowers I wanted to make sure you are aware of the changes. DPA Programs Changes . I We've seen unprecedented demand for single family mortgage loans and downpayment and closing cost assistanc~ so far this year, which has strained our resources. The program changes will help us sustain our important downpaymr,ti and closing cost loan resources throughout the year. .. i A'.' The Summary of Program Changes outlines the details on the following program changes: ~~ ' ·"' ' i • Reduced maximum DPA loan amounts • All lender partners will now have access to DPL Plus, which provides a higher maximum DPA loan amount for ! targeted borrowers. • Increased income limits Income Limits Changes We also increased the income limits for our Start Up, Mortgage Credit Certificate (MCC), and Monthly'_l;>ayment Loan income limits. Borrowers statewide have access to these programs. These income limits increases al.so trigger increases in the MCPP Income limits as of May 1 (see table below). 2015 MCPP income limits_ (8~% Area Med!~n __ lncome): ··:Ar~~ .::·-. -.'::, : .. ':.:X:\ :.:·. · , k~ _P~~~c_>h. ·_·:_,; ... s. ~~-~s«?r .. ·<f~~rso~ . · .. , : :_ .. i,Nr~:cm: ,. • "-::: ? :i~irf~:n'./L/'\!fe.~f~9~)::·-::>:/:fq)f~i~P.! Metro Rochester Balance of State 69,300 65,400 62,000 75,500 71,600 68,200 81,700 77,800 74,400 87,900 84,000 80,500 94,100 . 90,200 86,700 100,300 96,400 92,900 106,5• 102,?1 99,1• Please remember that borrowers in your community above these MCPP income /im;ts can still access our programs. Their loans would simply not be counted towards your MCPP allocations. Since we run MCPP through Start Up, all of our materials show the following new Start Up income limits: Start Up Income Limits -effective May 1, 2015 Household Size 11-county metro area Rochester MSA . (Dodge & Olmstead Counties) 1-2 Person 3 Person+ Marketing Materials $86,600 $99,500 $81,700 $93,900 Balance of state $77,400 $89,000 If you post any info about Minnesota Housing homebuyer programs on your website or have brochures available for residents please make sure the info is updated to reflect the recent changes. 1 Program MHFA Deferred Loans -Phase XVIII SCDP: Vergas/ Dent (21 homes) SCDP: Vergas/Dent (10 commercial) Future SCDP Applications OTC Tax Levy-Homeowner (2014) Only TLC Projects Leveraged w/SCDP Projects TOTAL2014 OTC Tax Levy -Homeowner {2015) Only TLC Projects Leveraged w/SCDP Projects TOTAL2015 OTC Tax Levy -Rental (2014) Otter Tail County HRA Rehabilitation Projects Update June 18, 2015 In Proceed Applications Process Inspected Bidding Issued Complete 3 2 3 1 0 0 20 0 20 0 0 20 .• 16 0 16 0 0 16 City ot Fergus Falls: Fully tunded pending DEED s expected award from HUD. Environmental has been started. Policies/Guidelines/Plans/ Administrative Contract have been approved by the City Council. Letters have been mailed to everyone who submitted a survey and have also requested a few applications. Anticioating contract between the City and DEED end of June or in July~al of 20 homes =:'.) City of Rothsay/Elizabeth: Fully funded pending DEED's expected award from HUD. Environmental has been started. Policies/Guidelines/Plans/Administrative Contract to be presented to Councils for approval in July. Letters have been mailed to everyone who submitted a survey and have also requested a few applications Anticipating contract between the City and DEED end of June or in Ju1yt§oa1 of 0 homes. Have been in contact with the City of Dalton and the City of Henning about separate Small Cities applications this fall. Starting work on the survey process to determine if there is enough interest to pursue either or both applications. 13 0 13 0 1 12 13 0 13 0 0 13 26 0 26 0 1 25 4 1 3 1 2 0 0 0 0 0 0 0 4 1 3 1 2 0 3 0 3 0 0 3 $0 I committed HUB: FO Code: '. ::·-;,,~·l-.a,~i\5, .,.· •• 0-~Feb:::15 ~ -!•''.•-' o..;~•:,;:• c'-~•: .~. • :.~ Maf~15 ;~ti:fli ~ ;-"Jilli ;::, .. -, :oct45 .... < ·.-.--·,; •• ,.·,:·"!· ;J1:'. __ ):~$1i~u :} r_ •·:;;•:~J,;~:{~~Y;f;P 5HMIN SKPH ' 140 140 140 140 140 140 140 140 140 140 140 140 1,680 Cash/Investment Estimated HUD-Held Reserve OTTER TAIL COUNTYHRA HA Num: :MN177 108 77.14% 108 77.14% ©78.57% 81.43% 81.43% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% $65,594 $25,388 $32,874 $32,057 $32,057 $31,169 $21,722 $149,879 $30,963 94.19% $286.69 $30,954 96.56% $286.61 31428 98.04% $285.71 114.87% $314.06 161.50% $307.73 $164,229 109.57% I SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM APRIL & MAY, 2015 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/Current Applications 1/P/Current- Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 16 16 O· 0 2 1 0 6 3 14 CJf:> 11 16 -~o6s:) 0 -~! OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 family units April 2015 Rents Payable $3,613.00 Rents Collected $3,699.00 Late Fees Charged $ 44.00 (I) Late Fees Collected $ 44.00 Late Fees Outstanding $ 0.00 ELI Percentage Waiting List 2 Bedroom 30 -- 3 Bedroom 18 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 May2015 _. Rents Payable $3,613.00 Rents Collected $3,117.00 Late Fees Charged $ 38.04 (1) Late Fees Collected $ 38.04 Late Fees Outstanding $ 0.00 ., ELI Percentage Waiting List 2Bedroom 31 3 Bedroom 19 4Bedroom 5 0 1'.0VAI.. HOIJSTNG OPPOPITIJNI IV HRA Ott.ice 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: SUBJ ECT: E CLOSURE MEMO Board of Directors Ott r Tai l ounty HRA Jeffrey Gaffaney, Executive Director Augu t 13, 2015 leeting to be held Thursday, August 20, 2015 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537 Reg ul ar Minutes of June I 8, 2015 Meeting AGE DA I. Ch~fr on -Ca ll Meeting to Order 2.~roval of Mi nu t s 3. Exe/u • e Director A7 Alctrnin istration Expenses -June and July 2015 ~ e~tment Listin g C.i Ca pital und Pro gram Update . I Fi cal Audit Report , 12/31 /l 4 -. vi ed SCDP Adm in . Co ntract v ith ity of Rothsay F. ~ii 6 Tax Levy Reque t Meeting with ounty Board, /3 1/ I 5 G. '-QOl 6 Annual Agency Plan Update, Public Hearing, 10/15/15 4. Rel1a ilitation Coordin ator -Sue Bjorklund A. Hf A Update B.""1{_9.th sav/Elizabe th DP .A"uture "s DP App li cation 5. Re~ilitation Specia list -Mikel Olson A. OTC Tax Levy Upd ate 6. Hou ing Admini trator -Mary Jo Schwarz A. lt r Tail County ec ti on 8 Update 7. Hou ing Manager -Pam Minten A. Public Housing Upd ate PLEASE CALL IF YOU ARE UNABLE TO ATTEND! 11:\Users\JEFF\AGE 1D/\-OTC 8-13-1 5.doc Providing Housing Opportunities The Otter Tail County HRA Board of Commissioners met in a regular meeting on, June 18, 2015 at 10,00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 5653,7 MEMBERS PRESENT Robert Maki, Secretary Robert Bigwood, Vice Chairperson Hazel Hovde OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Pam Minten Mikel Olson Robert Bigwood, Vice-Chairperson called the meeting to order. ABSENT. Scott Rocholl, Chairperson Ralph Hemmerlin Sue Bjorklund A motion was made and seconded to approve the minutes from the April 16, 2015 regular meeting. Ml Bob Maki S/ Hazel Hovde The administrative expenses were reviewed for the months of April, 2015 and May, 2015. A motion was made and.seconded with all ayes to approve the expenses. Ml Hazel Hovde S/Bob Maki The Investment Listing was reviewed; one certificate matured in March and was renewed, and the only other changes were the balances of the checking and savings accounts as of June 18, 2015. Capital Fund update; the Otter Tail County HRA payment voucher (in the amount of $19,489.00) was submitted to HUD for payment. This money will be put into general program operations. One major expense will be new exterior ynllJ: doors for all of the family units in the co~ty. The 2016 Proposed Tax Levy Request, was reported on. Total requested funds for year 2016, is $466;000.00 The breakdown is a.s follows; {1) $195,000.00 for Section 8: Voucher Program & General Administration, (2) $20,000.00 for Rental Rehab Loan Program, (3) $90,000:00 for Owner Occupied Rehab Loans, (4) $15,000 Small Cities Development Grants, (5} $96,000.00 for Leverage for other programs, and (6) $50,000 for Down Payment Assistance Program. 'In September the HRA 'staff will likely be asked to attend a County meeting at the Government Service Building. A motion was made and seconded with.all ayes to approve the request for these dollar amounts from the county for the year 2016. M/Bob-Maki S/ Hazel Hovde The Otter Tail County Fiscal audit has been completed by Carlson Highland CPA' s. The audit report was not available for review today, but will be available at the next board meeting in August. There were no major findings m the report. H:\Users\Kim\Minutes\2015 minutes\minutes -otcjune 2015.doc I The board was also updated on the MFHA MCPP usage report. According to the updates that Jeff received, Otter Tail County has used zero money of the requested funds for the period ending May 31, 2015. This money will most likely not be requested in future years. This lack of usage is likely due to already low interest rates available at banks and the extra paperwork involved. In October 2015 the funds will fall into a statewide pool where the approved banks can have access to it. Mikel Olson, Rehab Specialist reported for Sue Bjorklund in her absence. The MHFA Deferred Loan Program has received three applications, 2 are in process, three have been inspected, one is bidding, and none are complete. Vergas/Dent SCDP Homeowner Program has received twenty homeowner applications, none are m process, twenty have been inspected, none are bidding, none are in progress and sixteen are complete. Vergas/Dent SCDP Commercial Program has received sixteen commercial applications, none are m process, 16 have been inspected, none are bidding, none are in progress and sixteen have been completed. Vergas/Dent SCDP is complete and closed. Both applications have been fully funded for the city of Fergus Falls and the cities of Rothsay/Elizabeth; pending DEED's expected award from HUD. There has been contact with the City of Dalton and the City of Henning about doing a Small Cities Grant as separate cities. Applications will be filed this fall if the homeowner surveys show enough interest to pursue either or both applications. Administrative contract with Otter Tail County HRA and the City of Rothsay was reviewed with the board in regards to the small cities grant. This contract is for a 22 month period of time. Rothsay is the fiscal city for the projects being conducted. A motion was made and seconded with all ayes to approve the contract between the City of Rothsay and the Otter Tail County HRA. This contract is only valid for the Otter Tail County side of Rothsay. Ml Bob Maki S/ Hazel Hovde The board was also notified that Sue had been asked to participate on the Housing Initiative Committee for West Central Minnesota. Jeff shared some of the committee's information. The most recent Otter Tail County Housing Study was last completed in 1996. Sue's committee has decided to have a new Housing Study done; this will help them determine where to select a project. Their committee has secured a bid of $29,900.00 and will be submitting an application with the Otter Tail County HRA for a $10,000.00 grant. The determination of the $10,000.00 grant is expected to be announced near the end of July 2015. The plans of a new Down Payment Assistance Program were presented to the board. Chairperson, Scott Rocholl, and Sue have been working together to develop this program and its guidelines. This program would be a deferred loan (meaning there would be a balloon payment at the end of the mortgage). This would only be for rural Otter Tail County excluding the city limits of Perham and Fergus Falls. Scott and Sue adopted an income guideline that is used widely used by other finance programs. A discussion ensued. A board member suggested adding a clause to item # 1 in the guidelines so it would read more clearly when the debt is due. The concern is whether a pay-off would be required in the event of a refmance. A motion was made and seconded with all ayes to proceed with this new program. H:\Users\Kim\Minutes\2015 minutes\minutes-otcjune 2015.doc 2 ~\ ,, 4 ~-• Ml Hazel Hovde S/Bob Maki Mikel Olson, Rehab Specialist, reported on the Otter Tail County Homeowner Tax Levy 2014 program. TLC Projects only: 13 applications have been received, none are in process, 13 have been inspected, none are bidding, one is in progress and 12 are complete. Projects levetaged,with SCDP: Thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, none are in progress and 13 are complete. A total of the projects are: 26 applications have been received, none are in process, 26 have been inspected, none are bidding, one is in progress and 25 are complete. Otter. Tail County Homeowner Tax Levy 2015 program. TLC Projects only: 4 applications have been received, one is in process, 3 have been inspected, 1 is bidding, two are in progress and none are complete. Otter Tail County Tax Levy 2014 Rental Program has received three applications, none are in process, three ha:ve .been inspected, none are bidding, none are in progress, and three are complete .. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 for the months of April and May, 2015. The month of April 2015 had 114 leased and HAPS totaling $35;803.00. In May 2015 there were 114 leased and HAPS totaling $35,081.00. A summary of activity for these two months was; 16 annual re-certifications and 16 interim re- certifications. Eight participants ended participation, three are in shop mode and there are 14 new admissions. There are 72 families on the waiting list. There were 11 vouchers issued and 16 applications in process. There is one port-in pending and seven port-outs pending. There were 5 ports out paid totaling $4,066.00. There were no ports received. The ELI percentage was 63%. A concern was expressed to the board of curre!}t attention from legal aid. Mary Jo informed the Board that the numbers of fraud cases within the Section 8 program have risen. With the ever growing immigrant population in Otter Tail County and the entire State of Minnesota, more and more of those cases involve immigrant applicants and participants. Our service to applicants and participants who have limited English .skills has become a challenge especially for small Housing Authorities with limited staff and resources. Thus far, some of the steps that the Fergus Falls/Otter Tail County HRA staff has taken to better serve those with limited English skills include the: updating of forms and letters with translated information on them, and offering interpreters via telephone through a national service, Rapport International. We continue to strive to make the Section 8 program available to all applicants regardless of their race, color, religion, sexual orientation and continue to look for ways to ensure that regulations and policies are understood by all those in need of our services. Vice-Chairperson, Robert Bigwood, than asked that it be noted in the minutes that the board has heard the discussion and@idorses the complicatici¥d changes that the Section 8 Program is currently enduring. Pam Minten, Housing Manager, reported that rents payable for Public Housing for April 2015 were $3,613.00 and $3,699.00 was collected. There was $44.00 in late fees charged and collected. There were ·H:\Users\K.im\M:inutes\2015 minutes\minutes -.otc june 2915.doc 3 30 applicants on the 2-bedroom public housing waiting list, 18 applicants on the 3-bedroom waiting list and 6 on the 4-bedroom waiting list. In May 2015 rents payable totaled $3,613.00 and $3,117.00 was collected. There was $38.04 in late fees charged and collected. There were 31 applicants on the 2-bedroom public housing waiting list, 19 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. Inspections will be conducted next week. There being no further business, a motion was made to adjourn the meeting at 11 :00 am. M/Bob Maki S/ Hazel Hovde Robert Maki, Secretary Date H:\Users\Kim\Minutes\2015 minutes\minutes -otcjune 2015,doc 4 ( .. OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JUNE, 2015 Banlc of the West -Office Rent Lakes Country Service Coop -Health Ip.s. Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster l\1N Benefit Association Ally -Vehicle Lease Mikel Olson -Mileage & Phone Jeffrey Gaffaney -Mileage Mary Jo Schwarz -Mileage City of Pelican Rapjds 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 New Horizon Ag Service Sue Bjorklund -Mileage URP URP RHR Ballard Sanitation N.F. Field Abstract. Pro-Lawn Hazel Hovde Robert Bigwood Robert Maki Waste Management Inc. Salaries H:\Users\JEFF\OTC HRA EXPENSES -June 2015 $ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 502.28 $ 39.70 $ 33.93 $ 137.84 $ 354.21 $ 291.00 $ 843.51 $ 881.16 $ 84.78 $ 574.14 $ 86.20 $ 53.27 $ 201.87 $ 140.00 $ 100.00 $ 45.00 $ 118.70 $ 200.00 $ 67.22 $ 103.75 $ 75.00 $ 138.25 $ 211.30 $14,110.95 ' OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JULY, 2015 Bank of the West -Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ :rvIN Benefit Assodation $ 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. $ Toutges Sanitation $ New Horizon Ag Service $ Home Depot $ URP $ URP $ RHR $ Sue Bjorklund-Mileage $ N.F. Field Abstract $ Carlson/Highland CP A's -Audit $ Networks For Hire $ Svingen, Cline & Larson P.A. $ Rapport International $ Brogard Plumbing Co. $ Salaries H:\Users\JEFF\OTCHRA EXPENSES-July 201q 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 317.48 43.40 18.40 140.07 318.88 285.00 954.35 881.16 '84.78 580.27 48.08 44.00 57.29 170.03 200.00 140.00 49.00 110.21 85.00 7,100.00 2,500.00 645.00 200.00 96.50 $14,036.19 August 20, 2015 FINANCIAL FUND INSTITUTION .CERTIFICATES Security State Bank Public Housing F etgus Falls SAVINGS ACCOUNTS Security State Bank Section 8 Ad.min Fergus Falls Reserve Security State Bank Public Housing Fergus Falls Security Deposits - CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account Jv1HF A-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHF A-HOME Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2015\invest list otc -August 2015.doc OTTER TAIL COUNTY BRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6~607.04 Certificate #210979 Wee1:dy Money $19,836.87 Market Savings Commercial Money $7,043.76 Market $36,975.85 $18,639.30 $27,023.54 ,· $540,357.90 $832.08 ·INTEREST RATE , .05% .05% .05% . I.D. _# 41rl518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Deposit 03/19/15 09/19/15 I ' i ' I ' 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 2016 ANNUAL PLAN UPDATE OF THE COMPREHENSIVE 5-YEAR AGENCY PLAN NOTICE IS HEREBY GIVEN that a public hearing shall be conducted by the Board of Commissioners of the Otter Tail Cow1ty Housing and Redevelopment Authority (HRA) in Fergus Fall s, Minnesota, on the Fiscal Year 2016 Annual Update of the Five Year Comprehensive Agency Plan developed in compliance with the Quality Housing and Work Responsibility Act of 1998. The Plan is available for review at the Housing Authority's office located at 11 51 Friberg Avenue, Fergus Falls, Minnesota. The Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing will be held by the Board of Commissioners of the HRA at 1151 Friberg A venue, Fergus Falls, Minnesota, at 10:00 a.m., Thursday, October 15, 20 15. All pru1ies will have an opportw1ity 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: Monday, August 10, 2015. H:\Users\TEFF\pub hearing notice otc.doc Program MHFA Deferred Loans -Phase XVIII SCDP: Vergas/ Dent (21 homes) SCDP: Vergas/Dent (10 commercial) Future SCDP Applications OTC Tax Levy-Homeowner (2014) Only TLC Projects Leveraged w/SCDP Projects TOTAL2014 OTC Tax Levy-Homeowner (2015) Only TLC Projects Leveraged w/SCDP Projects TOTAL2015 OTC Tax Levy -Rental (2014) Otter Tail County HRA Rehabilitation Projects Update ~~s'U)f;- In Proceed Applications Process Inspected Bidding Issued Complete 3 0 3 3 0 0 20 0 20 0 0 20 16 0 16 0 0 16 . u "O Environmental has been started. Policies/Guidelines/Plans/Administrative,Contract have been approved by the City Council. Letters have been mailed to everyone who submitted a survey and have also requested a few applications. Anticipating contract between the City and DEED end of June or in July. •~I of 20 homes. City of Rothsay/Elizabeth: Fully funded pending DEED's ~xpected award from HUD. Environmental has been started. Policies/Guidelines/Plans/Administrative Contract to be presented to Councils for approval in July. letters have been mailed to everyone who submitted a survey and have also requested a few applications. Anticipating contract between the City and DEED end of June or in July. Goal of8 homes. Have been in contact with the City of Dalton and the City of Henning about separate Small Cities applications this fall. Starting work on the survey process to determine if there is enough interest to pursue either or both applications. 13 0 13 0 0 fJ.,,.J/o"' 12 13 0 13 0 0 13 26 0 26 0 1 25 4 1 3 1 2 0 0 0 0 0 0 0 4 1 3 1 2 0 3 0 3 a 0 3 $81,000 I reserved . HUB: FO Code: i"Wli . ' Ma."~15 -'°. x ... -,, . ,J)~n,~!5 ; , _. -. tr.~HJ:~ r::· ~: I~ :::1~:;}; <" ·.-.octas l{(~~faiiii:t ~ .r:::·.t',:t,~i1.JP 5HMIN 5KPH 140 140 140 140 140 140 140 140 140 140 140 140 1,680 Cash/Investment. Estimated HUD-Held Reserve 108 108 110 OTTER TAIL COUNTY HRA HA Num: MNI.77 77.14% 77.14% 78.57% 81.43% 81.43% 2.14% .82.86% 0.00% 0:00% 0.00% 0.00% 0.00% 0.00% $65,594 $25,388 $32,874' $32,057 $32,057 $31,169 $212,850 $30,963 94.19% '$286.69 $30,954 96.56% $286.61 $31,428 98.04% $285.71 $3~,803 114.87% $314.06 $35,081 161.50% $307.73 $36,325 116.19% $315.87 $38,481 121.36% $331.73 $239,035 .112.30% SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM JUNE & JULY, 2015 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/Current Applications 1/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers. ELI% 0 1 2 0 0 5 51 28 10 0 5 6/$4812; 7/$5496 1 01., a.. 0 69% (y-t-d) OTTER TAIL COUNTY PUBLIC HOUSING FAMILYUNITS -•• BOARD REPORT 13 Family units June2015 Rents Payable $3,372.00 Rents Collected $4,422.00 Late Fees Charged $ 70.40 (2) Late Fees Collected $ 70.40 0) Late Fees Outstanding $ 0.00 ELI Percentage Waiting List 2Bedroom 32 3 Bedroom 18 4Bedroom 5 H:\{Jsers\Pam\Board Reports\OT Ccnmty-Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILYUNITS BOARD REPORT 13-Family units July2015 Rents Payable $3,322.00 Rents Collected $3,293.00 Late Fees Charged $ 18.08 (2) Late Fees Collected $ 18.08 (2) Late Fees Outstancling $ 0.00 ELI Percentage -Henning 3 bedroom -received notice to vacate for 8-31-15 Waiting List 2Bedroom 37 3 Bedroom 24 4Bedroom 6 -,- 0 """'""'""" 0P'P0111'UHIT'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 56537 218-739-9498 TO: FROM : DATE: SUBJ ECT: N LOS UR MEMO Board of Director , Otter Tail ounty HRA Jeffrey Ga ffan ey, Executi ve Di rector October 8, 201 5 Meeting to be held Thursday, October J 5, 2015 at 10:00 a.m. at the HRA Office, ll51 Frib erg Avenu e, Fergus Fans, M , 56537 Regular Minu te of Au gust 20, 20 l 5 Meeting Secti on 8 Admini trati ve Plan Update Public Housing Admini strative Plan Update Schuett Compani es -Revenue Bond Info. AGEN DA I z hai pe rso n -Ca ll M et in g to Order 2. Approval of Minutes 3. ~ve Director A. Pub lic Hearing, 10:00 a.m. -2016 Annu al Ag ncy Plan Update a~esolution No . I 08, PHA Certification of ompliance with J o 16 Annual Pl an & Civi l Ri ghts Certification b. Capital Fund 20 16 & 5 Yea r Update, Secti on 8 Program / Changes, Publ ic Housin g Pro gram Change 13. ~J,ifoinistration Expense -Au gu t and September 2015 . '\A"h vestment Listin g D. Bid P~·il Fo r: a. /44ti Peri l In urance Co crage b.~::r~al Audit, 12/3 120 15 201 6 Publ ic Housing Budget. a. e ·oluti on o. I 09 F. 2016 Tax Levy Requc t M etin g with County Boa rd , 8/31 /l 5 G. Section 8 Participant Legal Case a. Director · & Offi cers Lia bi lity Coverage 10/1/201 5 11 :\Users\Jl.-:Fl'\AG loNDA-OTC I0-X-15.doc Providing Housing Opportunities H. Proposed Revenue Bond, The Schuett Companies a. Matt Goldstein, Sch uett CompaniesNick Leonard, Otter Tail County & Mark Ruff Ehl ers lnc . b. Resolution No. 11 0 I. Combined Otter Tail County Board & Otter Tai l County HRA Meeting, Tuesday, November I 0, 20 15 4. Rehab Specialist -Mikel Olson A. Tax Levy Update B. Tax Levy Rental Update C. SCOP Update -All Cities D. MHFA Update E. Economic Development Program Update F. HRA Revolving Rent Rehab Loan Program 5. Housing Ad ministrator -Mary Jo Schwarz A. Otter Tai l County Section 8 Update 6. Housing Manager -Pam Minten A. Pu blic Ho using Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! H:\Uscrs\JEFF\AGENDA-OTC I 0-8-15.doc The Otter Tail County HRA Board of Commissioners met in a regular meeting on, August 20, 2015 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Robert Maki, Secretary Robert Bigwood, Vice Chairperson Hazel Hovde Scott Rocholl, Chairperson Ralph Hemmerlin OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Pam Minten Mikel Olson Scott Rocholl, Chairperson called the meeting to order. ABSENT Sue Bjorklund A motion was made and seconded to approve the minutes with one change from the June 18, 2015 regular meeting regarding the HRA staff decision in regarding the Section 8 Program. Ml Bob Maki SI Robert Bigwood The administrative expenses were reviewed for the months of June, 2015 and July, 2015. A motion was made and seconded with all ayes to approve the expenses. Ml Hazel Hovde SI Robert Bigwood The Investment Listing was reviewed; the only changes were the balances in the various checking and savings accounts as of August 20, 2015. Capital Fund update; nothing new to report on. The HRA has drawn down the total funds, and put it into general operations for fiscal year 2015. The Otter Tail County Fiscal audit was completed by Carlson Highland CPA's. A report was given to the board members to review. This was a clean, good audit with no major findings. The board noted one minor deficiency in preparation of financial statements. The board understands Jeffrey's explanation of this finding and also understands that this is a staffing problem. Jeffrey stated that this is a common finding in every small HRA's audit reports. The Administrative Contract between Otter Tail County HRA and the City of Rothsay that was executed at the last board meeting was updated. The budget numbers were corrected on page 4 to read $178,620.00. A motion was made and seconded with all ayes to approve the updated contract between the City of Rothsay and the Otter Tail County HRA. Ml Robert Bigwood SI Bob Maki Jeffrey Gaffaney reported on the Tax Levy request. Jeffrey and Mikel Olson, Rehab Specialist, will be attending a meeting with the budget committee of the Otter Tail County Board answering any questions regarding our 2016 Levy request in the amount of $466,000.00 H:\Users\Kim\Minutes\2015 minutes\minutes -otc·august 2015.doc A Notic_e of Public Hearing on the 2016 Annual Plan Update of the Comprehensive 5-Year Agency Plan was given. This hearing will take place on Thursday, October 15, 2015 at 10:00am. Mikel Olson, Rehab Specialist reported for Sue Bjorklund in her absence. The MHFA Deferred Loan Program has received three. applications, none are in process, three have been inspected, one is bidding, and none are complete. Vergas/Dent program has been completed. SCDP Program Update, grant agreements have been signed for both Fergus Falls and Rothsay/Elizabeth by the respective cities and sent to MN DEED. All required policies/documentation has been submitted to MN DEED. The HRA is currently waiting for MN DEED's approval/signature. Once a fully executed Grant Agreement is received along with Disbursement Request Form from MN DEED can be incurred. Expect this to happen in August. Future SCDP application update, the survey process has started for 2 communities (Dalton & Henning) to determine if there is enough interest to submit 2 separate Preliminary Proposals to MN DEED. Otter Tail County Homeowner Tax Levy 2014 program. TLC Projects only: 13 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: Thirteen applications have been received, none are in process, 13 have been inspected, none are bidding, none are in progress and 13 are complete. A total of the projects are: 26 applications have been received, none are in process, 26 have been inspected, none are bidding,, one is in progress and 25 are complete. Otter Tail County Homeowner Tax Levy 2015 program. TLC Projects only: 4 applications have been received, one is in process, 3 have been inspected, 1 is bidding, two are in progress and none are complete. Otter Tail County Tax Levy 2014 Rental Program has received three applications, none are in process, three have been inspected, none are bidding, none are in progress, and three are complete. Otter Tail County Tax Levy 2015 Rental Program updates, packets have been mailed and none have been returned. The board discussed ideas on how to make the Rental Rehab Program more appealing to landlords. Once a promotional idea has been decided, the HRA will mail out promotional flyers. The board also gave questions to ask at the upcoming County meeting at the Government Services Building. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 for the months of June and July, 2015. The month of June 2015 had 115 leased and HAPS totaling $36,325.00. In July 2015 there were 116 leased and HAPS totaling $38,481.00. H:\Users\Kim\Minutes\2015 minutes\minutes -otc august 2015.doc 2 -_________________________________ """'!" _______ _ 1 ·, , A summary of activity for these two ·months was; 6 annual re~certifications and 10 interim re- certifications. Three participants ended participation, two are in shop mode and there are 5 new admissions. There are 51 families on the waiting list. There were 28 vouchers issued and 10 applications in process. There are no port-ins pending and five port-outs pending. There were 6 ports out paid totaling $4,812.00. There was one port received. The ELI percentage was 69%. The BRA staff then asked for the boards' consideration on how to proceed with a current Section 8 situation. Assistance was terminated for a Section 8 participant because evidence gathered in the case showed that the participant was not living in the assisted rental unit. The participant requested an informal hearing which took place on July 14, 2015. The hearing officer's decision was that the HR.A should reinstate assistance for the family, however, staff felt that the evidence clearly shows that the participant was not living in the assisted rental unit and, therefore the hearing officer's decision was contrary to HUD regulations.and the policies of the Otter Tail County BRA. The participant was notified, in the time-frame allowed, that we would be consulting with the Otter Tail County BRA Board of Directors and with legal counsel, to make a final determination as to whether or not the BRA was going to abide by the decision made by the hearing officer. Following further discussion regarding HUD regulations and BRA policies, a motion was made and seconded with all ayes to affirm the termination of the Section 8 participant; notwithstanding the Hearing Officers recommendation. Ml Robert Bigwood S/ Hazel Hovde Pam Minten, Housing Manager, reported that rents payable for Public Housing for June 2015 were $3,372.00 and $4,422.00 was collected. There was $70.40 in late fees charged and collected. There were 32 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. In July 2015 rents payable totaled $3,322.00 and $3,293.00 was collected. There was $18:08 in late fees charged and collected. There were 37 applicants on the 2-bedroom public housing waiting list, 24 applicants on the 3-bedroom waiting list and 6 on the 4-bedroom waiting list. Pam received a notice to vacate from a 3 bedroom unit in Henning effective August 31, 2015. She is working on applicants and almost ready to make an offer. The tenant in there now has been a heavy smoker so the BRA will need to replace almost everything including; all flooring, blinds, fixtures and even possibly face plates. Our next meeting will be held on Thursday, October 15, 2015 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11: 15 am. M/Bob Maki S/ Robert Bigwood Robert Maki, Secretary Date H:\Users\Kim\Minutes\2015 minutes\minutes -otc august 2015.doc 3 HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA PUBLIC HEARING NOTICE NOTICE OF PUBLIC HEARING ON THE 2016 ANNUAL PLAN UPDATE OF THE COMPREHENSIVE 5-YEAR AGENCY PLAN NOTICE IS HEREBY GIVEN that a public hearing shall be conducted by the Board of Commissioners of the Otter Tail County Housing and Redevelopment Authority (HRA) in Fergus Falls, Minnesota, on the Fiscal Year 20 16 Annual Update of the Five Year Comprehensive Agency Plan developed in compliance with the Quality Housing and Work Responsibility Act of 1998. The Plan is available for review at the Housing Authority's office located at 1151 Friberg Avenue, Fergus Falls, Minnesota. The Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing will be held by the Board of Commissioners of the HRA at 1151 Friberg A venue, Fergus Falls, Minnesota, at 10:00 a.m., Thursday, October 15, 2015. 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: Monday, August 10, 2015. H:\Users\JEFF\pub hearing notice otc.doc Annual Statement/P rfo rm ance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Pai-t I: Summarv PHA Name: Otter Tail County HRA Grant Type and umber Capital Fund Program Grant No: MN46P 17750116 Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant ® Original Annual tatement 0 Reserve for Disasters/Emergencies 0 Performance and Evaluation Report fo r Pe1·iod Endin2: 0 Revised Annual U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 25 77-0226 Expires 06/30/2017 FFYof Grant:2016 ' FFY of Grant Approval: tatement (revision no: ) 0 Fina l Performance and Evaluation Report Line Summary by Devclonment Account Total Estim ated Cost Total Actual Cost ' I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Original Total non-CFP Fu nds 1406 Operations (may not exceed 20% of line 21 ) ' 19,500 1408 Management Improvements 1410 Administration (may not exceed 10% of line 21) 1411 Audit 1415 Liquidated Damages 1430 Fees and Costs 1440 Site Acquisition 1450 Site lmproveme!ll 1460 Dwelling Structures 1465. I Dwelling Equ ipment-Nonexpendable 1470 Non-dwelling Strucn1res 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495.1 Relocation Costs 1499 Development Activities' 1 To be completed for the PerfoJTI1ance and Evaluation Report. 1 To be completed for the Perfom1ance and Evaluation Repo1t or a Revised Annual Statement. ' PHAs with under 250 units in management may use I 00% of CFP Grants for operations. 4 RHF funds shall be included here. Pagel Revised2 Oblieated E,mended fo rm HUD-50075.1 (07/2014) -' ' 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 Nu~ber Otter Tail County HRA Capital Fund Program Grant No; MN46P 17750116 Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant -~ Original Annual Statement D Reserve for Disasters/Emergencies D Performance and Evaluation Report for Period Ending: U.S. Department ofHousing and Urban Development Office of Public and Indian Housing 0:MB No. 2577-0226 Expires 06/30/2017 FFY of Grant; 2016 FFY of Grant Approval: -- D Revised Annual Statement (revision no: ) D Final Performance and Evaluation Report Line Summary by Development Account Total Estimated.Cost Total Actual Cost'' Original Revised' 18a 150 I 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) 20 Amount of Annual Grant:: (sum oflines 2 -I 9) 19,500 21 Amount of line 20 Related to LBP Activities 22 Amount ofline 20 Related to Section 504 Activities 23 Amount of line 20 Related to Security -Soft Costs 24 Amount ofline 20 Relateci to Security -Hard Costs 25 Amount ofline 20 Rc::lated to Energy Conservation Me;tures Signature ofExecutiv~-= / f-( Date 10-15•2015 I Signature of PublicHousing Director 11,. - 11:1 -7.7'-....J p--' Page2 - 1 To be completed for the Performance and Evaluation Report i To be completed for the Performance and Evaluation Report or a Revised Annual Statement 3 PHAswith under 250 units in management may use l00% ofCFP Grants for operations. 4 RHF funds shall be included here. ·Obligated Expended Date formHUD•50075.1 (07/2014) -Annual Statement/Perfonnance and Evaluation Report Capital Fund Program, apital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part II: Supporting Pages PHA Name: Otter Tail County HRA Grant pe and umber U.S. Department of Housing and Urban Development Office of Public and lndian Housing 0MB o. 2577-0226 Expire 06/30/2017 Federal FFY of Grant: 2016 Capital Fu nd Program Grant o: MN46P17750116 CFFP (Yes/ No): Replacement Housing Factor Grant o: Development Number General Description of Major Work Development Quantity Name/PHA-Wide Activities MN1 77001 Page 3 Categories Account No. Qperations 1406 1 To be completed for the Perfom1ance and Evaluation Report or a Revised Annual StatemenL 2 To be completed for the Peiformance and Evaluation Repo1i. HAW Total Estimated Cost Total Actual Cost Status of Work Original Revised 1 Funds Funds Obligated2 Expend ed2 19,500 form HUD-50075.1 (07/2014) Capital Fund Program-Five-Year Action Plan Fer us Falls I-IRA umber and Work Statement A. for Year I FFY 2016 M 46Pl7750116 B. Physical Improvements Subtotal C. Mana ement Im rovements D. PHA-Wide Non-dwelling- Structures and E ui ment E. Administration F. Other G. 0 erations H. Demolition [. Develo ment J. Capital Fund Financing - Debt Service K. Total CFP Funds L. Total on-CFP Funds M. Grand Total & State)Fenms Falls, MN tatement for Year 2 Work Statement for Year 3 FFY 2017 FFY 2018 19,500 19,500 19,500 19,500 Page 1 of 6 U.S. Department of Housing and rban Oevelopmeot Office of Public and Indian Housing Expires 08/30/20011 D ori inal 5-Year Plan □Revision o: Work Statement for Year 4 Work tatement for Year 5 FF Y 2019 FFY 2020 19,500 19,500 19,500 19,500 form HUD-50075.2 (4/2008) -· Capital Fund Program-Five-Year Action Plan Part II: Sup Jorting Pages -Physical Needs Work Statement(s) Work Work Statement for Year 2017 Statement for FFY 2017 Year 1 FFY Development Quantity Estimated Cost 2016 Number/Name General Description of Major Work Categories ~~ MN177001 ~~ 'Flooring lBldg. 5,000 w~:::~:,:-~,,~ Driveway Replacement HAW 4,5 00 ~ Windows HAW 5,000 ~ Replace Garage Doors HAW 5,000 ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ -Subtotal of Estimated Cost $] 9,500 Page 3 of 6 Development umber/Name General Description of Mai or Work Categories MNl77001 Plumbing Roofs Electrical Garage Door Openers U.S. Department of Housing and Urban Development Offiee of Public and Indian Housing \ Expires 08/30/20011 Work Statement for Year: 201 8 FFY 2018 Quantity Estimated Cost HAW 5,000 l Bldg. 5,000 HAW 5,000 HAW 4,500 Subtotal of Estimated Cost $ l 9,500 form HUD-50075.2 (4/2008) Capital Fund Program-Five-Year Action Plan Part II: Sup Jorting Pages -Physical Needs Work Statement(s) Work Work Statement for Year 2019 Statement for FFY 2019 Year IFFY Development Number/Name Quantity Estimated Cost 2016 General Description of Major Work Categories ~~ MN177001 ·~~ FloQring 1 Bldg 5,000 -· Window Treatments HAW 5,000 ~ Smoke Detectors HAW 4,500 ~ HVAC HAW 5,000 ~ ~ ~~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ -Subtotal of Estimated Cost $19,500 Page 4 of6 U.S. Department ofl-Iousing and Urban Development Office of Public and Indian Housing Expit-es 08/30/20011 Work Statement for Year: 2020 FFY 2020 Development Quantity Estimated Cost Number/Name General Description of Major Work Categories MN I7700 J Cabinetry HAW 4,000 .Entry Door Lock HAW 5,000 System Appliances HAW 5,000 Roof!;, 1 Bldg. 5,500 Doors ' HAW 3,000 Subtotal of Estimated Cost $19,500 form HUD-50075.2 ( 4/2008) Otter Tail County Publi c Housing ACOP (Admissions and Continued Occupancy Policy) and LEASE PROPOSED CHANGES OCTOBER 20 15: POLICY CHANGES: 14.0 COMMUNITY SERVICE 14.1 General In order to be eligible for continued occupancy, each adult family member must either (1) contribute eight hours per month of community service (not including political activities) within the community in which the public housing development is located, or (2) participate in an economic self-sufficiency program, or (3 erform eight (8) each month of combined activities as .m:£_viously described unless they are exempt from this requirement. The eight hours of activity may be completed at eight (8) hours each mont~ or aggregated across a year. as long as ninety-six (96) hours arc completed each annual certification. must be performed each month. i\n individual may not skip a month and then double up the fo ll owing month unless special circumstances warrant it. 14.2 Exemptions The following adult family members of tenant families are exempt from this requirement. A. Family members who are 62 or older; B. Family members who are: l. Blind or disabled as defined under 2 16(1)( 1) or 1614 of the Social Security Act (42 U.S.C. 4 16(1)(1), Section 1382 c)) and who certifies certify that, because of this disability, she or he is unable to comply with the community service requirements; 2. Fan1ily members who are the primary care giver for someone who is blind or disabled of such ind ividual. f).C. Family members engaged in work activity activities(at least 20 hours per week) as defined in section 407(d) of the Social Security Act, specified below. 1. Unsubsidized employment; 2. Subsidized private-sector employment; 3. Subsidized public-sector employment; 4. Work experience (including work associated with the refurbishing of publicly assisted housing) if sufficient private sector employment is not available; 5. On-the-job-training; 6. Job-search and job readiness assistance; 7. 8. 9. 10. 11. 12. Community service program • Vocational educational training (not to exceed 12 months with re pect to any individual); Job-skills training directl r lated to employment- Education dir ctly related to employment in the ca e of a recipient who has not received a high school diploma or a certificate of high chool equi al ncy; and Satisfactory attendance at secondary school or in a course of study leading to a certificate of gen ral equivalence, in the case of a recipient who has not completed secondary school or rec i d such a certificate· ood The provision of childcare sen·ices to an indjvidual '>Yho is particjpating in a community service program. E. Family members who are exempt from work acti vity under part A title IV of the Social Security Act or under any other State v,elfare program, including the 1Nelfare to work program F. Family members receiving assistance under a State program funded under part A title IV of the Social Security Act or under any other State welfare program, including welfare to \Vork and who are in compliance with that program Able to meet re uirements under a tate rogram funded under part A of Title IV of the Social ecurity Act {42 U .. C. ection 601 et sc . or under any other welfare ro gram in our State, including a State-admini t red Welfare-to-Work rogram; or ;\ member of a fam il y receiving assi tance, benefits, or services under a Stat program funded under art A of Title IV of the Social ecurity Act 42 U.S.C. Section 601 t se . , or under any other welfare rogram of our State (IIUD ha determined that the u plemental utrition Assistance Program (S AP qualifie as a welfare rogram of th e state. Therefore, if a tenant i a member of a family receiving assistance under S AP, and has been found by the State to be in com liance with the rogram re uirements, that tenan t is exem t from the CSSR including a State-administered Welfare-to-Work program, and has not been found b the State or other administering entity to be in non-com liance with such a rogran1 . 14.3 Notification of the Requirement The Otter Tail County Housing & Red v lopment Authority shall identify all adult family members ho are apparently not exempt from the community service requirement. The tt r Tail Count Housing & Rede elopment uthorit shall notify all such famil m mber of the community service requirement and of the categorie of individuals who are exempt from th e requirement. The notification will provid the opportunity fo r family members to claim and explain an exempt status in writing. The Otter Tail County Housing & Redevelopm nt Authority shall verify such claims. If a resident doe not agree with the Otter ail ounty Housing Authority's determination, he or she can appeal by following the Grievance Policy. Changes in exempt or non-exempt statu of a resid ent shall be reported by the resident t the Otter Tail ounty Housing Authority within ten (10) calendar days of the change. t lease execution or re-examination, all adult members (18 or older of a public housin esident famil y must: Provide all requested documentation, if applicable, that they qualify for a exemption; (Documentation provided by the tenant will be used (and verified if ,ecessary) by the Otter Tail County I lousing Authority to determine whether th e tenant is exempt from the CSSR), and B. Sign a certification that they have received and read the policy and understan hat, if they are not exempt, failure to comply with the community s rv1ce requirement will re ult in non-renewal of their lea e, per 24 CFR 966.4 l 2) iii D When a non-cxcm t erson becomes exern l it is his or her res onsibility to re ort this to the Otter Tail County Housing Authority and rovide documentation. When an cxem_P.t 112erson become non-ex ern t, it is his or her res onsibility to re ort this to the Otter Tai l County Housing Authority as soon as ossible. The notification vlill advise families that thei • community s&:vice obligation will begin upon the effective date of their first annuaJ reexamination on or after June 1, 2003 . For family' paying a flat rent, the obligation begin on the date their annual reexamination would have been effective had an annual re xamination taken place. It will also ad ise them that failure to comply with the community service r quirernent will re ult in ineligibility for continued occupancy at the ti me of any subsequent annual reexamination. 14.4 Volunteer Opportunities Community service includes performing work or duties in the-publi c benefit that serve to improve the quality of life and/or enhance resident self sufficiency, and/or increase the self responsibility of the resident within th 1rununity. An economic self sufficiency program is one that is designed to encourage, assist, train or facilitate the economi i-fle:ependence o~tcipants and theif-fam.i lies or to -'pro-v-ide v,rork for participants. These programs may include programs for job training, work placement basic skills training education, English proficiency, work fore, finane-i-al-0f household management, apprenticeship, and any progran1 necessary to ready a partieipant to work (such as substance abuse or mental l:10ulth treatment). A. Local public or non-profit institutions, such as schools, I lead Start Programs, before-or after-school programs, childcare centers, hospitals, clinics, hospices, nursing homes, recreati on centers. senior centers, adult daycare programs, homeless shelters. feeding programs. fo od banks (distributing either donated or commodity foods), or clothes closets ( distri buting donated clothing • B. Non-profit organizations serving Otter Tail County l lousing Authority residents or their children, such as: Boy or Girl Scouts, Boys or Girls Club, 4-Jl Clubs, Poli ce Acti vities League (PAL), organized children's recreation. mentoring, or education programs, Big Brothers or Big Sisters, Garden Centers, community clean-u rograms, beautification rograms; C. Programs funded under the Older Americans Act, such as Green Thumb, Service Corps of Retired Executives, senior meals programs, senior centers, Meals on Wheels; b. Public or non-profit organizations dedicated to seniors, youth. children, residents, citizens. special-needs populations or with missions to enhance the environment, historic resources, cultural identiti es. neighborhoods or p erforming at1s; E. Otter Tail Co unty llousing Authority housing to im rove grounds or PIQ..Vide gardens (so long as such work does not alter the Otter Tail County Housing Authority's insurance coverage). or work through resident organizations to help other residents v,ith roblems. including serving on the Resident Advisory Board, outreach and assistance with Otter Tail County Housing Authority-run self- sufficiency activities inc luding su Orting com uter learning centers; an Care for the children of other residents so _parents may volunteer. In o rder to facilitate easier documentation of the community service rovided. residents shall work cxclusiYcly fo r non-profits. Any required court-ordered community service or robation-based work shall not count towards a resident's required 8 hours 12cr month of community service. (This paragraph is not required, but is our reference. The ·m(!!)rtant thing is to address these areas) Eligible self-sufficiency activities include, but are not limited, to: Job readiness or ·ob training while not cm toyed; ~-Training programs th rough local One-Stop Career Centers, Workforce Investment Boards (local entities administered through the U.S. De artment of Labor), or other training 12roviders; C. llighcr education Uunior college or coll ege): D. Apprenticeshi s (formal or informal); E. Substance abuse or mental health counseling; F. Reading, financial and/or computer literacy classes; G. English as a Second Language and/or English_proficiency classes; JI. Budgeting and credit counseling. The Otter Tail County Housing Authority will try to coordinate with social service agencies, local schools, and the Human Resources Office in identifying a list of volunteer community service positions. Together with the resident advisory councils, the Otter Tail County Housing Authority may create volw1teer positions such as hall monitoring, litter atrols, and supervising and record keeping for volunteers. 14.5 The Process Upon admission or at the first annual ree)camination on or after June l, 2003, and each annual reexamination thereafter, the Otter Tail County Housing Authority will do the following: A. Provide the form "Eligible Community Service Activities" and Eligible Self- Sufficiency Activities" to the family members. B. Provide a volunteer time sheet to the family member. Instructions for the time sheet require the individual to complete the form and have a supervisor date and sign for each period of work. C. Assign family members to a Housing Manager who will assist the family members in identifying appropriate volunteer positions and in meeting their responsibilities. The Housing Manager will track the family member's progress annually and will meet with the family member as needed to best encourage compliance. D. At least thirty (30) calendar days before the family's next lease anniversary date, the Housing Manager will advise the household whether each applicable adult family member is in compliance with the community service requirement. At each regularly scheduled rent re-examination, each non-exempt family member will present a signed certification on a form provided by the Otter Tail County Housing Authority of CSSR activities eerformed over the _previous twelve (12) months. The Otter Tail County Housing Authority will obtain third-Qarty verification of CSSR com letion administered through outside organizations. 14.6 Notification of Non-compliance with Community Service Requirement The Otter Tail County Housing & Redevelopment Authority will notify any family found to be in noncompliance of the following: A. The family member(s) has been determined to be in noncompliance; B. That the determination is subject to the grievance procedure; a right to be represented by counsel, and the opportunity to any available judicial remedy; and C. That, unless the family member(s) enter into an agreement to comply a written work-out agreement, the lease will not be renewed or will be terminated; 14.7 Opportunity for cure The Otter Tail County Housing & Redevelopment Authority will offer the family member(s) the opportunity to enter into an a work-au agreement prior to the anniversary of the lease. The agreement shall state that the family member(s) agrees to enter into an economic self-sufficiency program or agrees to contribute to community service for as many hours as needed to comply with the requirement over the past 12-month period. It will state the number of hours that the family member is deficient. The cure shall occur over the 12-month period beginning with the date of the agreement and the resident shall at the same time stay current with that year's community service requirement. The first hours a resident earns goes toward the current commitment until the current year's commitment is made. If any applicable family member does not accept the terms of the agreement, does not fulfill their obligation to participate in an economic self-sufficiency program, or falls behind in their obligation under the agreement to perform community service by more than three (3) hours after three (3) months, the Otter Tail County Housing & Redevelopment Authority shall take action to terminate the lease unless the noncompliant family member no longer lives in the unit. 14.8 Prohibition against replacement of agency employees In implementing the service requirement, the Otter Tail County Housing Authority may not substitute community service activities performed by residents for work ordinarily performed by its employees or replace a job at any location where residents perform activities to satisfy the service requirement. 24.0 PRIVACY The Otter Tail County Housing Authority is strongly committed to protecting the privacy of people dealing with the agency to the greatest degree practical. There are numerous federal privacy laws, regulations, notices, and other requi rements that the Housing Authority follows to the greatest degree practical. Details about these requirements are set forth in PIII Notice 2015-06 and any ensuing publications. The Housing Authority will educate all of its employees who have access to personally identifiable information (PII) and/or Sensitive Personally Identifiable Information about these requirements and expect them to appropriately manage and safeguard the infom1ation. Employees will also be trained on the proper disposition of said information. 25.0 CONDUCTING BUSINESS IN ACCORDANCE WITH CORE VALUES AND ETHICAL ST AND ARDS 25.1 Purpose This Code of Conduct establishes standards for employee and Commissioner conduct that will assure the highest level of public service. Recognizing that compliance with any ethical standards rests primarily on personal integrity and specifically in this situation with the integrity of the employees and Commissioners of the Otter Tail County Housing Authority, this Section sets forth those acts or omissions of acts that could be deemed injurious to the general mission of the Authority. This Code of Conduct is not intended, nor should it be construed, as an attempt to unreasonably intrude upon the individual employee or Commissioner's right to privacy and the right to participate freely in a democratic society and economy. 25.2 Conflict of interest Neither the Otter Tail County Housing Authority nor any of its contractors or subcontractors may enter into any contract or arrangement in connection with any program in which any of the following classes of persons has any interest, direct or indirect, during his or her tenure with the Otter Tail County Housing Authority or for one year thereafter: A. Any present or former member or officer of the Housing Authority (except a articipant commissioner); )3. Any employee of the Housing Authority or any contractor, subcontractor or agent of the Housing Authority who fom1ulates olicy or who influences decisions with res ect to the programs; C. Any public official, member of a governing body, or State or local legislator who exercises functions or responsibilities with res ect to the Otter Tail County Housing Authority's programs; or D. Any member of the Congress of the United States. Any member of the classes described in A, B, C, or D, must disclose their interest or .12rospective interest to the Housing Authority and HUD. fhe Conflict ofJnterest prohibition under this section (24.2) may be waived by the IIUD [field Office UR0n the re uest of the Otter Tail County Housing Authority for good cause. 25.3 Prohibition of solicitation or acceptance of gifts No Commissioner or Authority employee shall solicit any gift or consideration of any kind, nor shall any Authority employee accept or receive a gift having value in excess of $25.00 regardless of the form of the gift, from any person who has an interest in any matter proposed or _pending before the Authority. 25.4 Housing Authority Administrative and Disciplinary remedies for violation of the housing authority code of conduct Violations of this Code of Conduct Policy will result in disciplinary action as outlined in the Otter Tail County Housing Authority's Personnel Policy or as determined by action of the Board of Cammi ssioners. Glossary: Personally Identifiable Information (PII): Information which can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric records. etc. alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother's maiden name, etc. Sensitive Personally Identifiable Information: PII that when lost, compromised or disclosed without authorization could substantially harm an individual. Examples of sensitive PII include social security or driver's license numbers, medical records, and financ ial account numbers such as credit or debit card numbers. 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%) late fee, rounded down to the nearest dollar on the remaining amount 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. 5. OCCUPANCY The Resident shall not: a. Permit any persons other than those listed above and minor children which are born into the household during this tenancy, to reside in the dwelling unit for more than fourteen (14) days each year within a twelve (12) month period without obtaining the prior written approval of the Landlord, the same person/persons are not allowed to stay fourteen (14) day in one rental unit and then move to another rental unit within the same public housing program, see Guest Policy (section 33 of this lease); Visitors/Guests are permitted to stay in your rental unit, but not for longer than one consecutive week or a total of 14 days in a twelve (12) month period. If you are expecting visitors/guests to stay longer than one consecutive week or over a total of 14 days in a twelve (12) month period, you must first obtain permission from your Landlord. If a person stays regularly for one week at a time or over a total of 14 days in a twelve (12) month period, they are considered as live-ins and must be determined eligible by the Landlord to live in your unit, see Guest Policy (section 33 of this lease). 12. MAINTENANCE: The Resident Agrees To: I. Resident shall not elock any interior exits. obstruct an entryway, hallway, doorway, shower, bathtub, sink, awliance, heating source, circuit breaker, window or smoke detector. P.-Store personal items in the unit to reasonably permit the circulation of air, inhibit -the growth of mold and permit the inspection of walls, comers and floors. q. Place personal items in the unit so that doors fully open and baseboards are to the maximum extent accessible. . Leave the unit clean and in good condition, and return the keys to Management on or before the Lease tem1ination date. If the tenant does not provide proper written notice, leave the unit clean and in good condition or timely return the keys tenant may owe additional charges. s. Keep clean and free of debris walkways, stairs, landings, hallways, grounds, patios and landscaping. t. Open simple blocked drains if possible with plunger. . Replace re ular light bulbs throughout unit, including a liance bulbs in refrigerator and stove. 16. LEASE TERMINATION BY LANDLORD The Landlord shall not tenninate or refuse to renew the Lease other than for serious or repeated violation of material terms of the Lease, such as, but not limited to, the following: 4. Assignment or subleasing of the premises or providing accommodation for boarders or lodgers; Permitting persons not on the lease to reside in the unit more than fourteen (14) calendar days each year ithin a twelve (12 month eriod without the prior written approval of the Housing Authority. 13. Any activity on or off the Premises engaged in by the Tenant Family, Other Person Under the Tenant Family's Control, Guest, or Live-in Aide, even in the absence of an arrest or conviction, that Otter Tail County HRA detennines may threaten the health, safety or right to peaceful enjoyment of the Premises of any person on the Premises, Tenant Family, Guest_, neighbor, or Otter Tail County llRA 's em loyee or vendor. 18. NOTICE OF LEASE TERMINATION: If the Landlord proposes to terminate this Lease, the Resident shall be given written notice of the proposed termination, as listed below: ........................................... . Otter Tail County HRA's acceptance of Rent or a partial payment of Rent, does not waive Otter Tail County HRA's eviction action or right to terminate the Lease for non-payment of Rent or any other reason. If the Tenant continues to occupy the Dwelling Unit after the termination of the Lease, the Tenanu agrees to pay to Otter Tail County HRA the reasona ble va lue of the use of the Premises fo r the period that the Tenant occupies the Unit. The reasonable va lue for the use of the Premises shall equal the amount of Rent for such period. However, such payments shall not constitute Rent. Also, Management's acceptance of the payments shall not waive Otter Tail County HRA 's right to assert any Lease violation in any legal action. 3. GUEST POLICY: A. Tenant/Tenants guests shall comply with the terms of the lease. A guest's failure to CQ!D£!.Y with the te1ms of this lease are grounds for trespass of the guest and lease termination of the tenant/tenants. B. Before a tenant/tenant family may house a day or night guest for more than seven consecutive days. the tenant/tenants must rovide in writing to property management staff the guests name, address, dates of stay and a picture identification for Otter Tail County HRA to make a copy of. Otter Tail County HRA may waive the requirement for children under school age to provide a picture identification. C. Only a member of the tenant family may receive mail at tenants address. Tenant family will assume that no other person uses tenants address or receives mail at tenants. A tenant shall inform the post office to sto!Ll!.elivery of mail and not accept mail for persons other than the tenant family. This section does not apply to mail from the Social Security Administration to a representative _payee for Social Security recipient. D. When needed, a tenant shall request in writing Otter Tail County HRA's approval for a live in aide. A live in aide shall meet all tenant selection criteria, except for income criteria, and shall comply with the terms of this lease. iE. U on Otter Tail County IIRA's request, a tenant shall provide the name, DOB and address of any guest. F. A guest may not use the unit key. If management dete1mines that a Tenants has violated this section, Management may confiscate the unit key. Exceptions may be made to this section for medical emergencies or hardships. G. No guest may be allowed to stay on Otter Tail County HRA property for more than 14 days in a calendar year. The guest may not stay at one rental unit for 14 days and then stay at another for 14 more days, etc. 34. LEASE DEFINITLONS A. Common Areas. Shared areas including entryway, hallway, stairwell, balcony, lobby, community room, laundry room, parking lot, patio, lawn and other shared areas not listed. B. Community Service. The performance of voluntary work or duties in the public benefit that serve to improve the quality of life, enhance resident self-sufficiency, or increase the tenant's self-res__ponsibility in the community. C. Criminal Activity. Is any activity, regardless of an arrest or conviction that is punishable by a fin e and/or imprisonment under any applicable law or ordinance. Criminal Activity includes any Drug Related Activity, any conduct governed by the Minnesota Rules of Criminal Procedure and P.£1,ty misdemeanors. p. Dependent. A member of the Tenant Family, excluding foster children or foster adults and ead of household, or co-head of household, who is less than 18 years of age, a ,2erson with a disability, or a full-time student. E. Documentation. Written, accurate, current, objective and verifiable information. F. Domestic Violence Act. Includes Domestic Violence, Dating Violence and Stalking as defined by MPHA's VAWA Policy. G. Drug. Is a controlled substance defined in Section I 02 of the Controlled Substances Act (2 1 .S.C. § 802). H. Drug Related Criminal Activity. The illegal manufacture, sale, distribution, or use of a brug, or the possession of a Drug with the intent to manufacture, sell, distribute or use the Drug. Also, illegal means any activity, even in the absence of an arrest or conviction, that violates a state statute, ordinance, charter provision, rule, or regulation governed by the Minnesota Rules of Criminal Procedure and includes a petty misdemeanor. I. Emergency. An unexpected situation or sudden occurrence of a serious and urgent nature that demands immediate action. J. Family Unit. All Units exce t highrise Units such as scattered housing sites. K. Flat Rent. Management's determination of the amount of Rent based u on the market value of the Unit. L. Grounds for Termination. Serious or repeated violations of a material term of the Lease or other good cause. M. Guest. A person temporarily staying in the Unit or is on the Premises with the consent of a Tenant or other member of the household who has the express or implied authority to so consent on behalf of the Tenant. . Income. All amounts monetary or not, which go to or on behalf of the Tenant Family. 0 . Income Based Rent Tenant Rent that is based on the Tenant Family's income. P. Lease. This Lease and incorporated herein by reference any Addendum to the Lease and ,Attachments to the Lease . . Live-In Aide. A person whom: a) Management verifies to be essential to the 24 hour care and well -being of an elderly or near elderly person or a Person With a Disability; b) is not obligated for the support of Tenant Family; c) would not live in the Unit except to rovide the services; and d) can show they have the skills necessary to • rovide the services. R. Mana ement. The Otter Tail County Housing and Redevelo ment Authori S. Member(s) of the Household. Personu,) listed in Section 1 of this Lease or in a Lease ddendum . . Other Person Under Teoaot Family's Control. Any person whom the Tenant Family has ermitted or granted access to the Premises or • nit and includes a Guest. U. Pet. An animal belonging to a Tenant and limited to a cat or dog that weighs no more than 25 ounds, small caged bird, caged gerbil or hamster, or fish in an a uarium. V. Person With a Disability. A Person With a Disabilitv, as further defined by federal law and egulation or verified by medical_personnel. . Premises. Tenant's Unit and its building, Common Areas and development. X. Property Abandonment. Any personal property left in the Unit after the Tenant has abandoned the Unit, the Lease is voided or the Lease is terminated by judicial action. l\'. Reasonable Accommodation. A change in Otter Tail Cow1ty IIRA's rules, po licies or rocedures or a physical change to its property to accommodate a disability as further defined by applicable law and regulation or medical personnel and Reasonable Accommodation Policy. Z. Rent. Includes all forms of Rent including but not limited to monthly Rent, minimum Rent, lat Rent, Income Based Rent and retroactive Rent. AA. Tenant(s). Person(s) listed as Head of Household or Co -Head of Household in this Lease or in a Lease Addendum. The Head of Household or Co-Head of Household is only a Tenant at the buildin where they reside. BB. Tenant Family . Includes Head of Household, Co-Head of Household and Members of the Household listed in Section l of this Lease or in a Lease Addendwn. Head of Household, Co- Head of Household and Members of the Household are onl Tenants at the building where they reside. CC. Unit or Dwelling Unit. Living Unit and any area assigned for the Tenant's exclusive use. DD. Victim. A person who is a Victim of domestic violence, dating violence or stalking (collectively Domestic Violence Act) as defined under MPHA's VAWA Policy and who has timely and accurately com leted the certification under the VA WA Policy. 5. I understand that there is an Admissions and Continued Occupancy Policy (ACOP), and all policies cannot be written in the lease. The entire ACOP can be viewed at my request during normal business at the Otter Tail County I-IRA office located at 11 51 Friberg Ave. Fergus Falls Minnesota. ATTACHMENT "B" -HOUSE RULES 1. Rent is due on the 1st of each month, no later than the 5th, unless a prior an-angement has been made with the Housing Manager. Rent payments made after the 5th of the month are subject to a late fee of 8% rounded down to the nearest dollar on the remaining amount, even if an-angements to pay are made. If rent is not paid by the 15th of the month, a notice to vacate will be sent to the Resident. ATTACHMENT "F" -COMMUNITY SERVICE CONTINUED OCCUPANCY AND COMMUNITY SERVICE General In order to be eligible for continued occupancy, each adult family member must either (1) contribute eight hours per month of community service (not including political activities) within the community in which the public housing development is located, or (2) participate in an economic self-sufficiency program, or (3) perform eight (8) each month of combined activities as reviously described unless they are exempt from this requirement. The eight hours of activity may be completed at eight (8) hours each month or aggregated across a year, as long as ninety-six (2§) hours are com leted each annual certification. must be performed each month. An individual may not skip a month and then double up the following month unless special circumstances warrant it. Exemptions The following adult family members of tenant families are exempt from this requirement. c. Family members who are the primary care giver for someone who is blind or disabled of such individual. Notification of the Requirement The notification will advise families that their community service obligation 1.vill begin upon the effective date of their first annual reexamination on or after 10/1/03. For family's paying a flat rent, the obligation begins on the date their annual reexamination would have been effective had an annual reexamination taken place. It will also advise them that failure to comply with the community service requirement will result in ineligibility for continued occupancy at the time of any subsequent annual reexamination. Volunteer Opportunities Community service includes performing work or duties in the public benefit that serve to improve the quality of life and/or enhance resident self sufficiency, and/or increase the self responsibility of the resident within the community. An economic self sufficiency program is one that is designed to encourage, assist, train or facilitate the economic independence of participants and their families or to provide work for participants. These programs may include programs for job training, v1orlc placement, basic skills training, education, English proficiency, work fare, financial or household management, apprenticeship, and any program necessary to ready a participant to work (such as substance abuse or mental health treatment). E. Local public or non-profit institutions, such as schools, Head Start Programs, before-or after-school programs, childcare centers, hospitals, cli nics, hospices, nursing homes, recreation centers, senior centers, adult daycare programs, homeless shelters, feeding programs, food banks (distributing either donated or commodity foods), or clothes closets (distributing donated clothing); F . Non-profit organizations serving Otter Tail County Housing Authority residents or their children, such as: Boy or Girl Scouts, Boys or Girls Club, 4-H Clubs, Police Activities League (PAL), organized children's recreation, mentoring, or education programs, Big Brothers or Big Sisters, Garden Centers, community clean-up programs, beautification programs; G. Programs funded under the Older Americans Act, such as Green Thumb, Service Corps of Retired Executives, senior meals programs, senior centers, Meals on Wheels; H. Public or non-profit organizations dedicated to seniors, youth, children, residents, citizens, special-needs populations or with missions to enhance the environment, historic resources, cultural identities, neighborhoods or erforming arts; Ir Otter Tail County Housing Authority housing to im rove grounds or provide gardens (so long as such work does not alter the Otter Tail County Housing Authority's insurance coverage), or work through resident organizations to help other residents with 2roblems, including serving on the Resident Advisory Board, outreach and assistance with Otter Tail County Housing Authority-run self- sufficiency activities includ ing su porting corn uter learning centers; an Care for the children of other residents so parents may volunteer. In order to facilitate easier documentation of the community service provided, residents shall work exclusively for non-rofits. Any ,!!gUired court-ordered community service or probation-based work shall not count towards a resident's required 8 hours per month of community service. (.This paragraph is not required, but is our preference. The important thing is to address these areas) Eligible self-sufficiency activities include, but are not limited, to: B. Job readiness or job training while not employed; B. Training programs through local One-Stop Career Centers, Workforce Investment Boards (local entities administered through the U.S. De artment of Labor , or other training providers; C. I ligher education Uunior college or college): D. ApQrenticeships (formal or informal); E. Substance abuse or mental hcallh counseling; F. Reading, financial and/or computer li teracy classes; G. English as a Second Language and/or English Rroficicncy classes; 11. Budgeting and credit counseling. The Process Upon admissio At the first annual ree>mmination on or after October 1, 2003, and each annual reexamination thereafter, the Otter Tail County Housing & Redevelopment Authority will do the following: A Provide the form "Eligible Community Service Activities" and Eli gible Self- Sufficiency Activities" to the fam il y members. B. Provide a volunteer time sheet to the famil y member. Instructions for the time sheet require the individual to com lcte the form and have a supervisor date and sign for each period of work. C. Assign family members to a I lousing Manager who will assist the fan1 ily members in identifying appropriate volunteer positions and in meeting thei r responsibilities. The llousing Manager will track the family member's progress annuall y and will meet with the family m ember as needed to best encourage compliance. During annual reviev,1, verifioation of oomphanoe with the community service requirement will be obtained by third party verification. otification of on-compliance with Community Service Requirement The Otter Tail County Housing & Redevelopment Authority will notify any family found to be in noncompliance of the following: A. The family member(s) has been determined to be in noncompliance; B. That the determination is subject to the grievance procedure; a right to be represented by counsel, and the opportunity to any available judicial remedy; and C. That, unless the family member(s) enter into an agreement to oomply, a written work-out agreemen~, the lease will not be renewed or will be terminated; Opportunity for cure The Otter Tail County Housing & Redevelopment Authority will offer the family member(s) the opportunity to enter into af¼ a work-out agreement prior to the anniversary of the lease. The agreement shall state that the family member(s) agrees to enter into an economic self-sufficiency program or agrees to contribute to community service for as many hours as needed to comply with the requirement over the past 12-month period. The cw·e shall occur over the 12-month period beginning with the date of the agreement and the resident shall at the same time stay current with that year's community service requirement. The first hours a resident earns goes toward the current commitment until the current year's commitment is made. If any applicable family member does not accept the terms of the agreement, does not fulfill their obligation to participate in an economic self-sufficiency program, or falls behind in their obligation under the agreement to perform community service by more than three (3) hours after three (3) months, the Otter Tail County Housing & Redevelopment Authority shall take action to terminate the lease. Proposed ACOP and Lease changes effective Januarv 1, 2016 for present residents, effective immediatelvfor new residents. J OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF AUGUST, 2015 Bank of the West -·office Rent Lakes Country Service Coop -Health Ins. Security Benefit -Retirement Otter Tail Telcoin U.S. Postmaster 11N Benefit A~sociatiort Ally -Vehide Lease Mikel Olson -Mileage & Phone , Jeffrey Gaffaney -Mileage Mary Jo Schwarz -Mileage City of Pelican Rapids- City ofNew YorkMills City of Underwood City ofHenning American F~ily_Insurance • Co. Denzel's Regional Waste, Inc. Otter Tail Power ,Co. Great Plains 'Gas Co. Toutges Sanltation New Horizon Ag Service Home Depot URP URP RHR Networks for Hire N.F. Field AbstraQt Mike's Plumbing & H:~ating Hous_ing Data Systems Fergus Falls Newspaper Inc. Scott Rocholl Hazel Hovde Robert Bigwood Robert Maki Ralph Hemmerlin RTW-Workers Comp. Salaries H:\Users\JEFFIOTC HRA EXPENSES-August 2015 $450.00 $2,100.00 $1,200.00 $225.00 $200.00 $400.00 $150.00 $324.41 $37.83 $139.73 $140.07 $222'.54 $285.00 $954.35 $881.16 $746.36 $54.62 $52~96 $62.52 $140.00 $200.00 $43.00 $956.84 $255.00 $928.91 $120.00 $1}2.10 $88;80 $103.75 $75.00 $138.25 $132.50 $450.00 $13,925.17 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF SEPTEMBER, 2015 Bank of the West -Office Rent Lakes Country Service Coop -Health Jns. Security Benefit-Retirement Otter Tail Telcom U.S. Postmaster l\1N Benefit Association Ally -Vehicle Lease Mikel Olson -Mileage & Phone Jeffrey Gaffaney -Mileage Macy Jo Schwarz-Mileage City of Pelican Rapids City ofNew York Mills City of Underwood City of Henning American Family Insurance Co. Denzel's Regional Waste, Inc. Otter T~l Power Co. Great Ph1ins Gas Co. Toutges Sanitation New Horizon Ag Service Home Depot DRP URP RHR Ballard Sanitation N.F. Field Abstract Culligan Water Co. Mark Gaworski -Accounting Fees Svingen, Cline & Larson P.A. CoryFeigum Waste Management of Minnesota EJ1s Floor Covering ·Jilil Dahlstrom Cullen's Home Center AlVlP Insurance GS.Drain Cleaning/Plumbing Salaries H:\Users\J EFF\OTC HRA EXPENSES -September 2015 $450.00 $2,100.00 $1,200.00 $225.00 $200.00 $400.00 $150.00 $336.63 $33.30' $150.08 $145.32 $232.24 $291.00 $846.83 $881.16 $174.56 $576.60 $49.56 $44A2 $568:07 $140.00 $140.00 $118.00 $118.70 $85.00 $51.45 $1,050.00 $570.00 $2,162.48 $207.03' $3,727.00 $2;370.00 $643.12 $1,307.00 $190.00 $13,139.77 October 15, 2015 FINANCIAL FUND INSTITUTION CERTIFICATES Secur-ity State Bank Public Housing Fergus Falls SAVINGS ACCOUNTS S~curi_ty State Bank Section 8 Admin Fergus Falls Reserve Sequrity Slate Bank Public Housing .°Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHF A-Loan Account NOW Account .. Otter Tail County Tax Levy NOW Account 11HF A-HOME Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2015\invest list otc -August 2015.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,608.71 Certificate #210979 Weekly Money $19,838.53 Market.Savings Commercial Money $7,044.35 Market $33,147.54 $16,393.63 $61,482.09 $494,830.44 $832.10 INTEREST RATE - .05% .05% .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE ' Maturity Renewed - Automatic Deposit 09/19/15 03/19/16 Monthly Account #9312-004634 Monthly Account #9312015673 "(. Public Housing Operating Bu~get: PHANAME OTTER TAIL HRA ADDRESS 1151 Fribere Ave. Fereus Falls, MN 56537 Fiscal Year End 12/31/2016 # Of ACC Units 13 # Of Unit Months 156 ACC# C-4109 HUD MN# MNl 77000001 DUNNS,# 138122739 I I ' Operating Income: 3110 Dwelling Rental $ 30,450.00 $ 28,385.00 3120 Excess Utilities 3190 Non Dwelling Rental 3610 Investment Income $ 20.00 $ 20.00 3690 Other Income, Tenant Charges Etc. $ 500.00 $ 250.00 Total Operating Income $ 30,970.00 $ 28,655.00 Operating Expenditures: Administrative 4110 Salaries $ 16,250.00 $ 16,195.00 4120 Compensated Absences $ 3,395.00 $ 1,800.00 4130 Legal Expenses $ 250;00· $, 250.00 4140 Staff Training $ 250.00 $ 250.00 4150 Travel Expense $ 550.00 $: 600.00 ! 4170 Accounting Fees $ 2,500.00. $ 2,900.00 4171 Audit Expense $ 1,600.00 $ 3,300.00 4190 Other Administrative Costs $ 3,900.00 $ 3,750.00 Total Administrative $ 28,695.00 $ 29,045.00 Maintenance 4410 Labor(Salaries) $ 4;800.00 $ 4,615.00 4420 Maintenance Materials $ 4,300.00 $ 4,500.00 4430 Maintenance Contracts: $ 10,500.00 $ 10,500.00 4431 Garbage Service $ 100.00 $ 250.00 Total Maintenance $ 19,700.00 $ 19,865.00 Utilities 4310 Water $ 100.00 $ 250.00 4320 Electricity $ 100.00 $ 100:00 4330. Gas $ 100.00 $ 100.00 4340 Fuel Oil 4390 Sewer $ 50.00 $ 50.00 4391 Assessments $ 1,220.00 Total Utilities $ 1,570.00 $ 500.00 Protective Services 4460 Security Labor 4480 Contracted Services 4470 Materials Total Protective -Services $ -$ - Tenant Services 4210 Resident ·services Salaries 4220 Materials, Recreation, Publications $ 250.00 $ 250,00 H:\Users\JEFF\OTC Pub Hsg Operating Budget-12-31-2016 2 ~ 'Public Housing Operating Budget: 4230 Resident Service ;Contracts Total Tenant Services $ 250.00 $ 250.00 General Expenses 4510 Insurances $ 14,265.00 $ 12,775.00 4520 Pavmentin Lieu of Taxes $ 2,900;00 $ 2,790.00 4530 Terminal Leave Pavments 4540 Employee Benefits $. 14,320.00 $ 14,250.00 4570· Collection Losses $ 1,250.00 $; 100.00 4590 Other General-Expenses $ 500.00 $ 500.00 Total General Expenses $ 33,235.00 $ 30,415.00 Non Rountine Expenditures 4610 Extraordinarv Maintenance $ 4,500.00 $ 4,500.0_0 7520 Replacement of Non Expendable Eauipment 7540 Property Betterments AndAdditions Total Non Routine Expenditures $ 4,500.00 $ 4,500.00 Total of All Expenditures For Year $ 87,950.00 $ 84,575.00 Cash Flow (Deficit) $ (56,980.00) $ (55,920.00) HUD Contributions 8020 HUD Operatin.e; Subsidy $ 46,160.00 $ 40,000.00 3620 Capital Fund Transfer For Operations $ 19,500.00 $ 19,60"0.00 Other Cash: Current Cash Reserves $ 25,000;00 $ 32,000.00 Total HUD & Other•Contributions $ 90,660.00 $ 95,600.00 - Net Cash .Flow <Deficit) $ 33,680.00 $ 39,680.00 H:\Users\JEFF\OTC Pub Hsg Operating Budget-12-31-2016 2 Operating Budget U.S. Department of Housing and Urban Development 0MB Approval No. 2577-0026 (Exp. 1013112009) Summary of Budget Data and Justifications Office of Public and Indian Housing Public reporting burden for this collection of information is estimated to average 45 minutes per response, including the time for reviewing.instructions, searching existing data·sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct or sponsor, and a person is not required to respond lo, a collection of information unless that collecton di~plays a· valid 0MB control number. This information is required by Section 6(c)(4) of the U .s. Housing Actof 1937. The information is the operating budget for the low-income housing program and provides a summary of proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditilres,~ndjustific_ation of certain specified amounts. HUD reviews the information to determine if the operating plan adopted bythePHAand the amounts are reasonable and thatlhe PHAis in compliance with procedures prescribed by·HUD. Responses·are required to obtain benefits. This information does not lend itself to confideritiality. Name of Local Housing Autho'rify Locality Fiscal Year Ending Otter Tail,County HRA Fergus Falls, MN 12-31-2016 Operati11g Receipts Dwelling Rental. Explain basis for estimate. For HUD-aided low-rent housing, other than Section 23 Leased housing, state amount of latest available total HA monthly rent roll, the number of.dwelling units available for occupancy and the number accepted for the same month end. Cite HA policy revisions and economic and otherfactors which may result in a greater or lesser average monthly rent roll during the Requested Budget Year. For Section 23 Leased housing, state the.number of units under lease, lhe PUM lease price, and whether or not the cost of utilities is included. lfnot included, explain method for payment al utility costs by HA and/or tenant. Rent Roll for September 2015 = $2,505.00 Divided by 13 units= $192.69 192.69 x .0127 Inflation Factor= 2.48 192.69 X 2,45 = $195.17 195.17 X 156 = $30,4468 Excess Utilities. (Not for Section 23 Leased housing.) Check appropriate spaces in item'1, and explain "Other•. Under item 2, expl~in basis for determining excess utility consumption. For example, Gas; individual check meters at OH-100-1,.proration of excess over allowances atOH-100-2, etc. Cite effective date of present utility allowances. Explain anticipated changes In allowances or other factors which will cause a significant change in !he total amount of excess utility charges during !he Requested Budget Year. 1. Utility Services Surcharged: Gas D Electricity O OlherO (Specify) ____________ _ 2. Comments Nondwelling Rent. (NotforSection 23 Leased housing.) Complete Item 1, specifying each space rented, to whom, and the rental terms. For example: Community Building Space -Nursery School -$50 per month, etc. Cite changes anticipated during the Requested Budget Year affecting estimated Non-dwelllng Rental Income. 1. Space Rented 2. Comments Previous editions are obsolete To Whom Page 1 of4 Rental Terms form HUD-52573 (3/95) ref Handbooks 7475.1 Interest on General Fund lnvestmentsState the amount of present General Fund investment and the percentage of the General Fund it represents, Explain circumstances such as increased or decreased.ope_rating reserves, dwelling rent, operating expenditures, etc._, which will affectestiriiated average monthly total investments in the Requested Budget Year. Explain basis for distribution of interest income between housing programs. Interest Income $20.00 Other-Comments Ori Estimates of Operating Rei:eij:ltsGlve comments on all other significant sources of Income which will present a clear understanding of the HA's prospectjve Operating Receipts situation during the Requested"Budget Year. For Section 23 Leased housing explain basisJor estimate of utility charges !□-tenants. Other income $500.00 Operating Expenditures Summary·of Staffing and Salary Data Complete the summary below on the basis of information shown on form HUD-52566, Schedule of All Posilions and $alaries, as follows: Column (1) Enter the total number of positions desi~nated with the corresponding account line symbol as shown in Column (1),form HUD-52566, Column (2) Enter the number of equlvalenffull-time posltion_s allocable to HUD-aided housing in management. For.example: AHA has three "A-Nr positions allocable to such housing at the rate of 80%, 70%, and 50% respectively. Thus, the equivalent full-time positions Is two. (8/1 O + 7/1 O + 5/1 O). Column (3) Enterthe portion of total salary expense shown in Column (5) or Column (6), form HUD-52566, allocable to HUD-aided housing in management, other than Section 23 Leased housing: Column (4) Enterlhe portion of total salary expense shown in Column (5) or Column (10), form HUD-52566, allocable to Section 23 Leased housing in management. Column (5) Enter the portion of total salary expense shown in Column (S)orColumn (7), form HUD-52566, allocable to Modernization programs (Comprehensive Improvement Assistance Program or Comprehensiv.e Grant Program). Column (6) Enter the portion of total ~alary expense shown in Column (5) or Column (9), form HUD-52566, allocable to Section~ Programs. Note: The number of equivalent full-time positions and the amount of salary expense for all positions designated "M" on form HUD-52566 must be equitably distributed to account lines Ordinary Maintenance and Operation-Labor, Extraordinary Maintenance'Work Projects, and Betterments and Additions Work Projects. HUD-Aided Management Program .Egulvalent Salary Expense Total Number Full-Tim~ Section23 Leased Modernization Section a Account Line of Positions Positions Management Housing Only Programs Program (1) (2) (3) (4) (5) (6) Administration-Nontechnical Salaries1 3 .37 16,250.00 Administration-Technical Salaries1 Ordinary Mainten a nee and Operation-Labor1 Ulilities-Labor1 2 .12 -4,800.00 other (Specify) (Legal, etc.)1 Extraordinary Maintenance Work_Projects2 Betterments and Additions Work Projec!s2 1 Carryf(}rward to the appropriate line on HUD-52564, the amount of salary expense shown in Column (3) on the corresponding line above. Carryfor,vard to the appropriate line on HUD-52564 (Section 23 Leased Housing Budget), the amount of salary expense shown in Column (4) on the corresponding line above. 2 The amount of salary expense distributed to Extraordinary Maintenance Work Projects and to Betterments and Additions Work Projects is to be included in the cost of each individual project to be•performed by !he-HA Staff, as shown on form HUD-52567. Previous editions are obsolete_ Page 2 of4 form HUD-52573 (3/95) ref Handbooks 7475.1 Specify all proposed;new positions and all present positions to be abolished in the Requested Budget Year. Cite prior HUD concurrence in proposed staffing changes or present justification for such changes. Cite prior HUD concurrence in proposed salary increases for Administration Staff or give justlfication and pertinent comparability information. Cite effective date fc:ir current approved wage rates (form HUD-52158) and justify all deviations from these rates. Budget based,on proposed 2016 salary rates to be effective on,01-01-2016. Also included copy of HUD approval maintenance wage rate schedule. Compensate Absences $3,395 Travel, Publications, Membership Dues and Fees, Telephone and Telegraph, and Sundry. In addition.to "Justification for Travel to Conventions and Meetings" shown on fo_rm HUD-52571, give an explanation of substantial Requested Budget Year estimated increases over the PUM rate of expenditures for these accounts in the Current Budget Year. Explain basis for allocation of each element of these expenses. Legal 250. Other Administrative Costs: Staff Training 250. Publications 200. Travel 550. Dues and Fees 200. Accounting 2,500. Telephone 600. Audit 1,600. Office Rent 650. Supplies 750. Sundry 1,500. Total 5,150. Total 3,900. a Utilities, Give an explanation of substantial Requested Budget Year estimated increases·over the PUM rate of expenditures for each utility service in the Current Budget Year. Describe and state estimated cost of each element of "Other Utllities Expense." Electricity Gas Waler Sewer Solid Waste Fee Total 100. 100. 100. 50. ·1,220. 1,570. Ordinary Maintenance & Operation-Materials. Give an explanation of substantial Requested Budget Year estimated increases over the PUM rate of expenditures for materials in the Curreri! Budget Year. Materials and Misc. $4,300. Ordinary Maintenance & Operation-Contract Costs,·list each ordinary maintenance and operation service contracted for and give the estimated cost for each. Cite and justify new contract services proposed forthe Requested Budget Year: Explain substantial Requested Budget Year increases over the PUM rate of expenditure for Contract Services in the Current Budget Year. If LHA has contract for maintenance of elevator cabs, give contract cost per cab .. Softner Sall Lawn Fertilizer Pl u mbing/ElecVHtg/ AC Carpel Cleaning Computer Maintenance Misc. Contracts Gar~age Service Total 500; 1,000. 2,500. 750. 250. 5,000. 500. 10,500. Previous editions a re obsolete Page3of4 form HUD-52573 (3/95) refHandbooks7475.1 lnsuran_ce. Give an explanation of substantial Requested Budget Year estimated Increases in the PUM rate of expenditures for ln\!urance over th_e Current Budget Year. Cite changes in coverage, premium rates, etc. Mulli,Peril Insurance 11,835. Fidelity Bond 180. Workers Comp. 1,500. D &Oliability 500. Office-Insurance 250. Total 14,265. Employee Benefit Contributions. Lista II Employee Benefit plans participated_in. Give justification for all plans to be instituted in the Requested Budget Year forw~ich prior HUD concui'rence·has not been given . . Heallh Insurance Retirement Dental Insurance Life Insurance LTD Social Security Total 6,500. 4,770. 600. '600. 300, 1,550. 14,320. .Collection Losses. State the number of tenants accounts receivable to be written off and the number and.total-amount of all accounts receivable for both present' and vacated tenants as of the month in which the estimate was computed. • Losses 1,250. Extraordinary·Malntenance, Replacement of Equipment, and Betterments and Addi_tlomCitepiior HUD approval or give justification foreach non routine work project included in the Requested Budget and for those for future years which make up the. estimate on form HUD-52570. Justifying Information incorporated on or attached to form HUD-52567 need not be repeated here. Painting 2,000. Floor Coverings 2,500. Total 4,500 Contracts. List all contracts, other than those listed on page 3 of this form under Ordinary Mai_nlenance & Operation (OMO). Cite the name oflhe contractor, type of contract, cost of contract, and contract period. Justification must be provided for all contract services.proposed for 1h13 Requested Budget Year (RBY). Explain substaritial RBY increases over the PUM rate of expenditure for these contracts In the Current BudgefYear. • Other General Expenses 500. Previous editions are obsolete Tenant Services 250. Page4of4 form HUD-52573 (3/95) ref Handbooks 7475, 1 0 ·--0,J'O,:!lUHITV Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority OTTER TAIL CO TY HRA BID PROPSALS 10/15/15 Multi-Peril Insurance 11 ,835.00 HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.ferg usfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 American Family Insurance Ed Lan-ivy, Battle Lake, MN (1,162.00 ·ncreasefrom2015) 2. Fi cal Audit Carlson/Highland & Co. LLP Fergus Falls, MN 6,200.00 ($900.00 decrease from 2015) H:\UsersVEFF\OTC HRA BID PRO PSALS.doc p 'd' H . O .. ---------'·-------rovt mg ousmg pportumttes r OTTER TAIL COUNTY BUDG·E1·GOMMlffi~EE: AUGt.lS1·31 st, 20!5@ 3:00 P.M. OTTER TAIL COUNTY HRA 2016 "FAX LEVY REQl!JES:P PRESENTED BY: JEFFREY GAFFANEY, EXECUTIVE DIRECTOR MIKEL OLSON, REHAB. SPECIALIST i SVINGEN. ·CLIN ARSO.N. P.A. ATTORNEYS 6 COU Attorneys: R, Kristian Svingen ◊,. J. J. Cline◊• Greg Larson Thomas C. Athens MatthewJorud August 20, 2015 Douglas Hegg Hegg Law Office 2020 Fillmore Street Alexandria, MN 56308 Re: Otter 1:ail County Housing anti Rede�elopment Authority vs. Dear. :Mi.·. Hegg: AT LAW Telephone: 218-998-4088 Facsimile: 218-998-4087 •Toll Free: 888-498-5599Please be advised the undersigned represents the Otter Tail County Housing and Redevelopment Authodty. As you are aware, Otter Tail County Housing and Redevelopment Au thority took action to terminate-Section 8 voucber.-requested an informal hearing which.was conducted at the Otter Tail County Housing and Redevelopment.Authority's office on July 14, 2015. The hearing officer presiding at the hearing was Barb Dohrer. The conclusion of the hear.ing examiner was that the Otter Tail County Housing and Redevelopment Authority would need to reverse their decision to terminate housing assistance for-and further that assistance should be 1:>a�kdated to the date of approval. Otter Tail County Housing and Redevelopment Authority is not always botmd by the decision of the infonnal hearing officer. See CFR Ch. IX §982.555(e)(6)(f)(2). Svecifically, that section provides (/)Effective of decision. The [Public Housing Authority] PHA is not bound by a hearing decision; (2)Contrary to HUD regulations or requirements, or otherwise contrary to federal, state, or locallaw.Additionally, HUD guidelines for informal reviews and hearings provide the PHA is not always bound by the decision made at an informal hearing. The PHA is not bound when a decision is made that is contrary to HUD regulations or requirements, or otherwise contrary to federal, state, or local law . .Lastly, Otter Tail County Housing and Redevelopment Authority policy p1·ovides that it is not bound by a hear.ing decision if the decisio n is contrary to HUD regulations ·or requirements, or otherwise contrary to 125 South Mill Street, Fergus Falls, MN 56537 ww;w.svingenlaw.com- Offlces In Fergus Falls, Pelican Rapids and Ba!tle Lake Weeldy Office Hours in Vergas, Dalton and Underwood ◊Also admlttedto practice In ND .A.QuallftedADRNeutral '· ~ORS state, or local law. Please be advised that the Otter Tail County Housing and Redevelopment Authority is of the opinion tllat the .decision of the hearing officer is contrary to · HUD regulations or requirements, ·Otter Tail County Housing and Redevelopment Auth01ity is therefore not bound by the hearing officer's decision. Itis the opinion of the Otter Tail .County Housing and Redevelopment Authority that-did not provide information that was true-and complete and further failed to use and occupy the unit in compliance with HUD regulations ., More specifically>-failed'to use the assisted.unit'for·her-residence. She also failed to comply with HUD ,:-~gulations in that, the unit for which she was receiving assistance, was not her only residence. By a copy of thi~ con-espondence, I am also providing this decision directly to-at the address~ indicated on the affidavit of service. Sincel'ely, J.J. Cline JJC/ky Enc. cc. Otter Tail County Housmg and Redevelopment Authority· 125 South Mill Street, Fergus Falls, MN 56537 www.svlng~nlaw.com Offices in Fergus Falls, Pelican Rapids and Battle Lake Weeldy Office Hours In Vergas, Dalton and Underwood ◊ Also· admitted to practice ln ND '-Qua.lUied ADR Neutral Couorles Served: Douglas ·otterru Pope r. uuz LEGAL SERVICES OF NOR1HWES'r MINNESOrA September 17, 2016 MR JON J CLINE 426 :Broadway St . .ALEXANDRIA,MINNESOTA. 56308 P)lone ~20) 762-0665 'lbil Free 1·800450-2552 • Fil ~20) 762-0740 :S-.mall: legru;i,id@Jsnmlaw.ors www.lbXUJllaw.o.rg SVlNGEN CLJNE & LARSON PA 125 SOUTH MILL STREET FERGUS FALLS MN 56537 • RE: (LSNM# 1508-0413760) Dear Mr. Cline: Arulc Hot;fgcn,Director Vi.a .Mail and Via Fax#: 218-998--4087 I previously reqt:Jested that the· Otter Tail County HRA pi:Qvf9e a legaJ basis for the reversal of the hearing officer's decision_ To date, I have received no evidence or legal citation for the reversal. There exis1s no Jegal basis for HRA's fafiure to pay May 2015 anl!Jllsubse ent rent when the voucher had not been properly terminated. landlord has indicated that an eviction wilt be filed if HRA's portion o • er rent is not pald. I am preparing to file a Federal Court'actlon against Otter Tall County HRA for viol~tlon of 42 U.S.C. § 149.7, 24 C.F.R_. Part 982, 42 U.S.§ 1983, and any other obligations underfederat and state. law. Injunctive rellef, damages. attorney's fees and any o1her proper. remedies will be sought. Please pay the appropriate portion of rent on or before noon, September 2$, 2015, and provide proof thereof, ·or I wlll advise my client to proc~d in U.S. Dlstrlcfcourt for the District of Minnesota. If your client refuses to·pay.the··· • rent; please confirm whether you will represent a_nd aco·e·pt-servide on be'half:of· Otter Tall County HRA for this actioh. I rook forward •to your: prompt response. Thank you fdr your consideration .. She . ruckoer Attorney at Law· SB/mk cc: .MainO!ike: 1015 7thAvcn~c'Nortfi • f.Q. 110-~ 838 .MOOl!.lOW>, MlNNBSOTA'5656l•0G58 Phone ~18) i;:}-6585 Toll f.cee l,800-4$.0-SSS.S FAX CZ18) :Z»-8586 &!mW: legalaldOlmmluw:c.r; ... •. ,· . ·.· 215 .{tb Sr.~• P.O.Box 1883· BBWDJJ.MINNBSOTA 5661N88~ l'ho.11~ {21~ 751-92.01 'li,ll.fr« l-800-;4~01 PAX(Zl8)7:5l•,Zl7 S.m&l}:1c:plald@f..sruntm.:c,rg '/ , CLINE LARSON JENSEN P.A: Sep~her23,2015 SbenyA Bruckner 426 Broadway Alexandira, MN 56308 Re: Fergm; Falls Housing iznd. Redevelopment Aut/,ority v .. Co~111 F,1.e· No.: .Unk11ow,1 Dear Ms. Bruckner: Please provide the authority fot the allegations in-your letter dat~ s'ep1ember i 7, 20-15~ • Thank you for your attention to the above-refer~nced matreJ;. ~ JJ. Cline JJC/eg Enc. cc: Mary Jo Schwal'Z, Otter Tail County HRA P-HONE 218~998-4088 JJ CLINE FAX 218:-'998~ 12s s. Mm street "EMAIL 1oh~fl11~.~Uneia\Wers,cqm Fel]us Falls~ M~ 5.6537 WE.B·stre WwW.¢~irfelaw.yers.co·m ' ' Dfficn.c; in FA.rdUtl: l=';iD, PP li-.. :u:1 l,:1nlrf.C"r t(n..,-1.;_,..._. ___ .... __ ... -n _ ... _ I-·-.·-;;, __ ;_;_ ·-;~ ••• I Jeff Gaffaney From: Sent: Widmann, Tamara <tamara.widmann@hud.gov> Thursday, October 01, 2015 4:14 PM To: Mary Jo Schwarz Cc: Jeffrey Gaffaney Subject: RE: HRA obligation to pay Mary Jo, Per our discussion this afternoon, the regulation is at 982.555(a)(2). § 982.555 Informal hearing for participant. (a) When hearing is required. (1) A PHA must give a participant family an opportunity for an informal hearing to consider whether the following PHA decisions relating to the individual circumstances of a participant family are in accordance with the law, HUD regulations and PHA policies: (i) A determination of the family's annual or adjusted income, and the use of such income to compute the housing assistance payment. (ii) A determination of the appropriate utility allowance (if any) for tenant-paid utilities from the PHA utility allowance schedule. (iii) A determination of the family unit size under the PHA:-subsidy standards. (iv) A determination to terminate assistance for a participant family because of the familfs action or failure to act (see § 982.552). ( v) A determination to terminate assistance because the participant family has been absent from the assisted unit for longer than the maximum period permitted under PHA policy and HUD rules. (2) Ip. tl}~ C?J!§.eeya~~.~¢r,ig_~~-~~-paragr?p~s (a)(I0 (iv); (v)-~d-(yi) of.this .. , '-. -......... ,..,,A· .. •-,·.;,,-' . -,, • ~ secti9n,.the:HHAfmµst.,giv~ the opportunity for, 8Pi~of;mp_l~~~f[),ii~)b_~~~~e the FHA ,tefuiiiiates 1housrng-iassistance '., • ,,;.;.;:;;., : 1·-,,1··· •• •• -, :\ .-. • ; • • ··~--· ...... -,'.,c.."1. •• '(,l,-... , •. -\~ payµiep.ts 'fqf ;tlie{artµly~w;(qer· l:!P-· g_µtstanding HAP contr~qt~ • 1 Jeff Gaffaney From: Sent: Widmann, Tamara <tamara.widmann@hud.gov> Thursday, October 01, 2015 4:14 PM To: Mary Jo Schwarz Cc: Jeffrey Gaffaney Subject: RE: HRA obligation to pay Maiy Jo, Per our discussion this afternoon, the regulation is at 982.555(a)(2). § 982.555 Informal hearing for articipant. (a) When hearing is required. (1) A PHA must give a participant family an opportunity for an informal hearing to consider whether the following PHA decisions relating to the individual circumstances of a participant family are in accordance with the law, HUD regulations and PHA policies: (i) A determination of the family's annual or adjusted income, and the use of such income to compute the housing 1 assistance payment. (ii) A determination of the appropriate utility allowance (if any) for tenant-paid utilities from the PHA utility allowance schedule. (iii) A determination of the family unit size under the PHA subsidy standards. (iv) A determination to terminate assistance for a participant fanuly because of the family's action or failure to act (see § 982.552). (v) A detemunation to terminate assistance because the participant family has been absent from the assisted unit for longer than the maximum period permitted under PHA policy and HUD rules. (2) In the e:ases desqibed in paragraphs (a)(l) (iv), (v) and (vi) of this section, the FHA.must give the opportunity for an informal hearing before the PHA tei"lni,hates hb1J.si:tig assistance payments for the family under an outstanding HAP contract 1 C.LINE LARSON JEN.SEN RA. Shettf A~ Btubknet 42.6.$ro~gway. AJe•x'Mdira,_·.MN -S,63_08 Re: Fergus Fdlla:Housing.ttiJd Redevelopme1tt-A1dliority v. D~ar Ms. Bruckner: '-Please.be, advised tliat--the:rent payments·for ~e,~bove-refetenced-inclividual f9r the mpnthrofMay,June,.Jµly and;Au_~.was mailed to ·th~.landlotd on this date. ·Enc.; ~cc·i . M~ :Jo Schwarz, Otter Ta11.CourityJIRA. JJ CLINI_ tis S. Mill,street: it:e~ Fai!s.;.MN S6537 . . -; PHONE l18-998~08l -~-. 218-998~087 e'WJL Joncllh~'cinela~.com we'sm_ www:d'meia~clnf. OffiO'e.!i'ln·F)ilrg(Js ,F.a'lls, Pollcan'8aplds;:tlnlfei.wood arid Battle r:.,1<e "-W~e~!Y Office l::fours ln·Vergas-,~ncl:Qa!IM Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority June 23, 2015 Wayne Stein, County Auditor Government Services Center 510 West Fir Ave Fergus Falls, MN 5653 7 Wayne: HRAOffice 1151 Friberg Ave Fergus Falls MN 56537 218.!739-3249 Fax 218~736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falis MN 56537 218-739-9498 •· -!'-·•---· ··---.. .. •• • -· _-....... -~-·-· ...... -. ~-- This is a formal request by the Otter Tail County Housing and Redevelopment Authority (HRA) for operational funds according to Minnesota Statute 469.033, Subd. 35 that allows the HR.A the right to levy a tax of .0185% of estimated taxable market value within the County of Otter Tail. This levy amount is not included toward the total levy limit allowed the County of Otter Tail by the State of Minnesota. This levy would exclude the Cities of Fergus Falls, Perham, and Wadena as local city HRA' s are already levymg an amount within these communities. At our regular Otter Tail County HRA meeting held on June 18, 2015, a motion was passed to request the County of Otter Tail County to levy on our behalf, approximately 30% of the taxable market value for 2016 using the State approved percentage of .0-185. This is the same amount that was requested and approved for the past 6 years. It is approximately 30% of the maximum that could be levied under the, State formula. The following is an anticipated breakdown of the use of the proposed tax levy request: 1. $195,000 -SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION -In 2014 we used $190,350. To date (2015) we have used approximately $96,100 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 -Jv.1HF A Rental Rehab Program is available only for multi -unit buildings. Using Tax Levy funds to assist owners of smaller properties. 3. $ 90,000 -OWNER OCCUPIED REHAB LOANS -Use funds to do emergency type loans due to lack ofl\.1HFA funds. ==H=:\U=se=rs=\JE=FF\=W=a=yn=e =Ste=in=-6=-23=-=lS=.do=c== Providing Housing Oppprtunities ============= f 4. $ 15,000 -SMALL CITIES DEVELOPMENT GRANT -Used Tax Levy funds to write Small Cities Development Program (SCDP) applications for Pelican Rapids/Erhard, and Vergas/Dent which were funded and all work completed. Last year submitted application for Rothsay/Elizabeth and was just awarded $25 5,620 for housing rehab in those communities. We are currently submitting applications for Dalton and Henning for possible funding in 2016. 5. $ 96,000 -LEVERAGE FOR OTHER PROGRAMS -Use Tax Levy funds to complete projects when MHF A and SCDP funds are inadequate. Also, use Tax Levy funds to provide small cities matching funds if homeowner is unable to secure other financing. 6. $50,000 -DOWN PAYMENT ASSISTANCE PROGRAM -Use Tax Levy funds to increase the program that was approved in 2014 and just getting underway this summer (2015). The funds to be used for down payments for families/individuals purchasing new or existing homes in Otter Tail County excluding Fergus Falls, Perham, and Wadena. $466,000 TOTAL REQUESTED FUNDS FOR FISCAL YEAR 2016 As in past years, the tax levy funds have become extremely important to HRA's across the State as administrative funds received from State and Federal Programs we administer have been severely cut. The program funds to assist low income families and individuals through various programs we administer have also been reduced somewhat, but the monetary responsibility for the administration of these programs is being passed on to the local units of government in the areas, (County's) the programs are benefiting. We hope this request will be given favorable consideration so that we may continue meeting the housing needs of lower income families in Otter Tail County. Do to the past economic conditions, individuals and families are applying at record numbers for some type of housing related assistance. Sue Bjorklund, Mikel Olson and I would be very willing at anytime to meet with you to discuss any questions you might have regarding the proposed uses of these funds. Thank you. Sincerely, -4n c-r-,~ !'B4\ Jeffrey Gaffaney H:\UsersVEFF\Wayne Stein-6-23-15.doc Jeff Gaffaney From: Sent: To: Subject: Attachments: Hi Jeff,, Erik Johnson <erikj@ampins.net> Tuesday, September 29, 2015 10:08 AM Jeff Gaffan·ey OTC H RA D&O Quote Otter Tail County HRA.PDF Attached is the Cinci1:rnati Insurance D&O quote for the OTCHRA. Limits of coverag·e are $1;000,000 with a $5,000 deductible. Annual premium is $1,307 and would be agency billed (payable,to AMP Insurance). If you are interested in binding, all I need is a reply email and then also have you confirm a startd1)te. We spoke about 10/01/2015 a.s a start date and that is fine or: any other date you might want. No money. needed now ... we would just send out an agency. statement. • Pleas~ let me know if you have any questjons. Sincerely, Erik Johnson AMP Insurance 920 Pebble Lake Road Fergus Falls, MN 56537 l .,-800,-279-5671 Toll Free 1-218-739-2535 Fax erikj@ampins.net ''{'/4;,.,.s /nd;' -~/~'1 -,.;(Jr 1 ~- J A~--- cfNc,NNATI The Cincinnati Insurance Company •_ The Cincinnati Indemnity Company The Cincinnati Casualty Company • The Cincinnati Specialty Underwriters Insurance Company INSURANCE COMPANIES Mickelson-Pribbernow, Inc. (22040) Attn: Erik Johnson Re: OTTER TAIL COUNTY HOUSING & REDEVELOPMENT AUTHORITY Non-Profit Organization Blue Chip Policy Dear Erik: September 28, 2015 Tharik you for submitting the underwriting information for this risk. For your review and consideration, The Cincinnati Insurance Company would like to :Offer a quotation for a three-year policy period on our Non-Profit Orge1nization Blue Chip Policy, with the following terms: Directors & Officers Liability Employment Practices· Liability 3rti _Party Not Included' Trustee & Fiduciary Liability Internet Security Liability Forms & Endorsements: $1,000,000 Not Quoted Not Quoted Not Quoted BC 105 (07/14) -Non-Profit Organization Blue Chip Policy BC 305 (09/09) -Professional _!..iability .Exclusion BC 4054 MN (07/14) -Blue Chip Policy Changes-MN $5,000 NIA NIA N/A BC 456 (01115} -Cap On Losses From Certified Acts-of Terrorism BC 505 (07/14) -Nori-Profit Organization Blue Chip Policy Declarations IA 4234 (01/15) -PolicyHolder Notice Terrorism Insurance Coverag!9 IA 4338 (05/11) -Signature Endorsement IP 446 (08/01) -Privacy Notice $1,307 N/A NIA NIA Commission is 15%. This quote is valid for 30 days. Should you have any questions; please feel free to call me. Sinc~rely, Stephen Brugger, CPCU, RPLU Chief Underwriting Specialist Management Liability 513-870-2000 Ext. 5269 Stephen_Brug·ger@cirifin.com _., Mailing Address: P.O. Box 145496 • Cincinnati, Ohio 45250-5496 • Headquarters: 6200 S. Gilmore Road• Fairfield, Ohio 45014-5141 • www.cinfin.com • 513-,870-2000 Directois·, Officer_s, Trustees and _ O_rgartizqtion Lfabiltty •. ·co_ve_rage Al~L CrNcrN.NATI JNSURAN CE .COM PAN JES Pagel of4 Adv. 303 [5/12) Making our strength your future .. \t1/iAIV\--: cinff n. (Om D&O Ii-ability coverage ·responds to c~aims alleging . wro~gful :acts committed by your directors, officers, trustees, employees, volunteers and members actirigon . -· behalf of your _organization. Blue Chip Policy for Nonprofit Organizatio;ns Direct~rs, Officers, Trustees and Organization (D&O) Liability Coverage Why buy D&O liability coverage? • Contributors sue directors for violating their duty of care and loyalty to the organization, which results in financial problems for the nonprofit. • Nonprofit organizations generally don't have the funds to pay for high legal fees to defend their directors and officers. D&O, policies protect the assets of nonprofit · organizations. Otherwise, the organizations' assets would be needed to indemnify the~r directors and officers. When directors and officers exercise discretionary decision-making al.lthority, they can be held personally liable, in certain instances, for the consequences of those decisions, no matter how unforeseen or unintentional. P~ties who be_4eve your directors'. or officers' decisions hurt them may take legal action against·.those indiViduals ot your organization. Defense costs can add up, and a claim can bec_ome very costly, putting your directors and officers' personal assets at risk? Does your organization have the financial strength to bear the loss? The Cincinnati Insurance Cmppany's Blue Chip Policy pays, on your behalf,-obligations arising from a covered· claim against your directors and officers. That's why you need • Cincinnati's D&O liability coverage ... it protects the financial w~-being of your organization and of individual directors and officers. Our duty to pay on your behalf arises whether or not your organization is obligated to indemnify your directors and officers. Defending you When you have Cincinnati's D&O liability coverage, we select legal representatives and pay on your behalf the cost to defend against allegations arising from a covered wrongful act. Our duty to defend applies to insured per$Ons and· to the organization. This relieves you and any other insured person of the need to fund your own defense and apply for reimbursement, as is customary with traditional indemnity policies. And you'll have the benefit of our experience in coordinating the defense for these types of claims. What is covered? D&O liability coverage responds to written demands for monetary damages or nonmonetary relief and to civil, formal administrative, regulatory or similar proceedings that allege wrongful acts committed by directors, officers, trustees, employee, volunteers and members acting on behalf of your nonprofit. Decisions of directors and officers affect everyone who has a relationship with the organization -regulatory agencies, creditors, suppliers. donors and recipients of the organization's services. It's unrealistic to expect everyone to be satisfied with every decision. D&O liability coverage protects your directors, officers, trustees, employees, volunteers and·members against claims.arising from wrongful acts alleged by these.parties. Who is insured? D&O liability coverage under the Blue Chip Policy for Nonprofit Organizations can help you attract and retain the most qualified people to manage your organization. The broad definition of insureds includes: the organization and any subsidiaries past, present and future: -directors -officers -trustees -employees -volunteers -members spouses who.are brought into a suit because of shared property interest or property transfers .to the spouse estates, heirs, legal representatives or assigns of deceased or incapacitated insured persons Since Cincinnati's policy covers both the organization and your individual insureds, you won't have to address the complex legal issue of how much liability for a covered claim belongs to each. Important coverage options You and your ageut can further customize your Blue Chip Policy. Ask about adding to your policy Cincinnati's Employment Practices Liability Coverage (available in most states), Trustee & Fiduciary Liability and Employee Benefits Administration Coverage, and Internet Security Coverage. Important coverage features Worldwide coverage Cincinnati's Nonprofit D&O liability coverage provides protection anywhere in the world a covered wrongful act talces place or anywhere a claim arising from a covered wrongful a:ct is made. Awareness provision During the policy period, you may report to us specific facts and c4'cumstances that may give rise to a claim. We will consider a subsequent claim resulting·from those facts and circumstances to have been made at.the time of the report -even if you later don't renew your policy or it is cancelled. This is not a policy. For a complete statement of the coverages and exclusions, please see the policy contract .. Coverages are available in most states. Please contact your agent to determine .coverage availability in your state. r Outside directorship liability Coverage applies to your directors and officers whO serve on the board of an outside nonprofit organization at the request of your organization or with its consent and knowledge. Prior acts coverage Your policy will respond to claims for covered wrongful acts you are unaware of at the policy inception, when the wrongful acts took place before the policy effective date and after any policy retroactive date. In many cases, Cincinnati grants full prior acts coverage with no retroactive date. This is an especially valuable feature when you purchase coverage for the first time or when you don1t purchase an extended reporting period from your previous insurer. Newly acquired organizations You have ~p to 90 days to rep_ort an acquisition or newly formed entity. Coverage applies during this period. Nonimputation The act of any one insured will not automatically void coverage for other insureds under the policy. Automatic run-off coverage if an entity ceases being a subsidiary You have coverage for any subsidiary you own at the time your policy becomes effective. Your subsidiary r~ains covered against claims arising from covered wrongful acts that took place before the entity ceased being a subsidiary. Coverage continues uotil the end of the policy period or any Extended Reporting Period. Automatic run-off coverage if entity is acquired or merged If your organization is acquired or merged, coverage against claims arising from covered wrongful acts that took place prior to the change in ownership applies uotil the end of the policy period or any extended reporting period. Noncancelable,policy We will not cancel your policy before the end of its first term unless you'fail to pay your premium when due. You may cancel the policy at anytime. Separate limits of insurance Your Blue Chip Policy automatically includes separate limits of insurance for each coverage part. This feature ensures that jrour D&O protection isn't diluted when you have claims under other coverage parts included.in the Blue Chip Policy. While you may reduce your premium by selecting a shared limit (aggregate) for all coverage parts, you'll want Cincinnati's separate limits for each coverage part if your g~al is superior protection for your directors and officers and their personal assets. Ask about any special coverage or policy condition to accommodate your specific situation. Your agent can wofk with us to customize a policy made to oi-der for you. Al~-- c1Nc1NNATI INSURANCE COMPANIES For Information, coverage availability in your state, qt.iotes or policy service, please contact your local Independent agent recommending coverage. "The Cincinnati Insurance CompanleS- and •crncinnall .. refer to member companies of the _insurer group providing property and casualty coverages through□ The Cincinnati Insurance Company or one of Its wholly owned subsld!aries-□The Cincinnati Indemnity Company, □The Cincinnati Casualty Company or □The Cincinnati Specialty Underwriters Insurance Company-end life and dlsability Income' Insurance and annuities through a The Cincinnati Life Insurance Company .. Each Insurer has sole financla! responslbllity for Its own products, Not all subsidiaries operate In an states. 6200 S. Gilmore Road, Fa!rfield,"OH 45014•5141. www.clnfin.com Copyright© 2012 The Clncinnat! lnsurance·cornpany. All rights reserved. Do not reproduce or post on fine, In Ylhole or in part, without written permission. Page 4 o/4 Adv. 303 IS/12) l'-. ., l'!,111recydo. Program OTC Tax Levy -Homeowner (2014) Only TLC Projects Leveraged w/SCDP Projects TOTAL 2014 OTC Tax Levy -Homeowner (2015) Only TLC Projects Leveraged w/SCDP Projects TOTAL 2015 OTC Tax Levy -Rental (2014-2015) SCDP: Fergus Falls (20 homes) SCDP: Rothsay/Elizabeth (8 homes) SCDP -Survey to support applications MHFA Deferred Loans -Phase XVIII 2014 Economic Development 2015 Economic Development HRA Revolving Rent Rehab Loan Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update October 13, 2015 Applications Approved Denied Inspected 13 N/A N/A 13 13 N/A N/A 13 26 0 0 26 11 5 1 5 0 0 0 0 11 5 1 5 5 3 2 3 8 4 0 4 4 2 0 2 Proceed Issued Complete 13 12 13 13 26 25 2 0 0 0 2 0 3 3 0 0 0 0 Henning -67 homeowner surveys returned, 52 appear eligible -26 rental units -7 commercial. Dalton -41 homeowner surveys returned, 25 appea r eligible -13 rental units -8 commercial. ~ fl ~\S----to ~Ee/J 5 3 1 3 2 13 13 0 13 U"].J V fr 1-t 10 10 0 10 9 5 30 29 1 29 29 29 RENTAL REHAB PROGRAM Otter Tail County Housing & Redevelopment Authority (HRA) has various funding sources to assist rental housing owners with their improvement needs for properties located within Otter Tail County. This is a county program that ex- cludes the City of Fergus Falls and Perham. Loan limits are $20,000 for single-family units and $14,000 per unit for 2-8 unit dwellings. Monthly payments begin at completion of the rehab with a maxi- mum term of 10 years. All rehabilitation work must be performed by licensed contractors. Both owner and HRA must inspect and approve work prior to· contractor payments. Upon preliminary review and approval of the application, the HRA will inspect the property and prepare a scope of work for all proposed rehabilitation. 0% INTEREST, 25% FORGIVABLE Property owners make 50% of units available and agree with these compliance areas for the duration of the loan (rent to tenants who have incomes below local Section 8 limits, keep rents at or below local Section 8 payment standard, and promote fair housing in all advertising and leasing). APPLY TODAY! Contact Mikel B. Olson 1151 Friberg Avenue, Fergus Falls, MN 56537 Phone: 739-3249 Email: mikel_ffhra@prtel.com USERS\Publishers Doc.s\OTC Rent Rehab Flyer.pub 3% LOAN Loan program for those applicants that do not agree to the three compliance areas. Loan funds are available at 3% interest to rehabilitate 1-8 unit rental properties in Otter Tail County. HUB: FO Code: Jaif-1'5 · Feb-15 M~1-""is _ ~I-JS tig-15 ep~ls .i ,{; 'J ct~lS ov:::15 "'· .e.c~lS YTD 5HMIN 5KPH 140 140 140 140 140 140 140 14 0 140 140 140 1,680 Cash/Investment Estimated HUD-Held Reserve OTTER TAIL COUNTY HRA HA Num: MN177 108 I 10 114 114 115 ~ 116 ' 4 77.14% 78.57% 81.43% 81.43% 82.14% 82.86% 0.00% 81.43% 0.00% 0.00% 0.00% 0.00% $65,594 $25,388 $32,874 $32,057 $32,057 $31,169 $21,722 $31,264 $3 1,707 $35,803 $35,803 $284,456 $30,963 94.19% $286.69 $30,954 96.56% $286.61 $31,428 98.04% $285.71 $35,803 114.87% $314.06 $35,08 1 161.50% $307.73 $36,325 116.19% $315.87 $38,48 1 121.36% $331.73 107.71% $326.80 97.99% $307.76 $312,68 109.92% SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM AUGUST & SEPTEMBER, 2015 Annual Recerts Interim Recerts Ports-In/Billing Ports-In/ Absorbed Ports-Out/Billed Ports-O ut/ Absorbed Ports Out/End Participation End Participation Shop Mode/AAS New Admissions Waiting List/To Date Vouchers Issued/Current Applications 1/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI % 13 9 0 1 1 5 0 6 0 6 51 24 17 0 2 7$5496; 4/$2173 -1 -/4~ -~ OTTERTAIL COUNTY PUBLIC HOUS G FAMILY UNITS BOARD REPORT 13 Family units August 2015 Rents Payable $3,300.00 . Rents Collected $2,229.00 ~ 60~ ~Al Late Fees Charged $ 38.00 (1) \ Late Fees Collected $ 38.00 (1) Late Fees Outstanding $ 0.00 ELI Percentage Wai ting List 2 Bedroom 39 3 Bedroom 22 4 Bedroom 7 H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units September 2015 Rents Payable $3,226.00 Rents Collected $3,772.00 Late Fees Charged $ 71.52 (3) Late Fees Collected $ 71.52 (3) Late Fees Outstanding $ 0.00 ELI Percentage rioo% ) '---- -Henning 3 bedroom: moved out 8-31 -15-move in 9-16-15 ~ .. :..-.5 ~ .,Jc.-~.,- Waiting List 2 Bedroom 41 3 Bedroom 13 4 Bedroom 7 -tPrfJ'"~ g ... ~ Sed-: ! ~-,v( /2~\ s ru ;-]'HE SCHUETT CO IPA IE:.S, I C 11 Ploce 10 CHI/ //()ml' October 6, 2015 Mr. Mark Ruff Ehlers, Inc. 3060 Centre Pointe Drive Roseville, MN 55113-1105 Re: Conduit Bond Request for Affordable Housing Preservation Dear Mr. Ruff: c,;t"'7'--t•-s s-5 The Schuett Companies, Inc. ("Schuett") has made substantial progress planning for the renovation of two occupied, affordable, multifamily senior properties located in Otter Tail County (the "County") that were described in our August 14, 2015 letter. This letter provides additional information on the project and requests that the Otter Ta ii County Housing and Redevelopment Authority (the "Authority") consider adopting an inducement resolution to issue up to $7,000,000 of tax exempt revenue bonds for this project at the Authority's meeting October 15, 2015 . Property Overview and Renovation Summary An affiliate of Schuett has owned and managed _Kaleva A~rtments in New York Mills, and Ri).(.er Bend Apartments in Fergus Falls together, the "Properties") since the 1980s. An overview of the Properties and photograp s m y e found on our website: www.schuettcares.com. Both buildings provide affordable housing for seniors and residents with disabilities, and both have a project-based Section 8 Housing Assistance Payments (HAP) subsidy contract. Table 1 below summarizes the locations and preliminary construction costs for the Properties. TABLE 1 Preliminary Preliminary Construction Cost Per Property PID Street Address City Units Cost Unit Ka leva Apartments R73000080004019 205 Walker Ave. N. New York Mills 30 $1,036,860 $34,562.00 River Bend Apartments R71002990218000 222 Whitford St. N. Fergus Falls 100 2,671,592 $26,715.92 TOTAL 130 $3,708,452 $28,526.55 The overall scope of the renovation is broad and includes improvements to the site, building exteriors, mechanical systems, common areas and units. Attachment 1 summarizes the scope of work and preliminary construction cost estimates. 620 Mendelssohn Avenue North Suite 107 Golden Valley, MN 55427 EEO EHO 763-541-9199 ph 763-541-4711 fax www.schuettcares.com .... Mr. Mark Ruff October 6, 2015 Page 2 Project Financing Schuett proposes to finance the acquisition and rehabilitation of the Properties with a long term (16 year) Fannie Mae ("FNMA") taxable mortgage combined with up to $7,000,000 of short term tax exempt bonds issued by the Authority. This is a conservative estimate and the amount of the bonds issued is expected to be lower. The proceeds of the FNMA mortgage and Bonds along with other funds, including Low Income Housing Tax Credit Equity, will be used to acquire and renovate the project, fund required reserves and pay costs associated with the project and financing. The Bonds will be secured by and payable solely from. revenues from the project (pied ed ursuant to the bond cu The Bonds do not constitute a genera or moral obligation of the County or t he Authority or a debt or indebtedness of the County, nor a charge against the general credit or taxing power of the County or Authority. Dougherty & Company LLC will underwrite the project's conduit revenue bonds and Dougherty Mortgage LLC will underwrite the FNMA mortgage. Attachment 2 summarizes the preliminary funding sources and uses for the project. About Conduit Revenue Bonds Under Minnesota State Statutes, the Authority is authorized to issue conduit tax-exempt revenue bonds to finance the acquisition and rehabilitation of affordable housing projects. The bonds will be specia l, limited obligations of the Authority payable solely from the reve nues received pursuant to the financing documents. The bonds will never constitute an indebtedness or a charge against the general credit of the County or the Authority, the taxing powers of the County, or against any property of the County, and no bondholder shall have the right to compel the exercise of the taxing power or appropriation of any other funds or revenues of the County or the Authority to the payment of the bonds. The bo nds would by rated AA+ by Standard & Poor's and would be retired after project construction is completed. About The Schuett Companies Schuett was founded in 1968 as a real estate investment and property management company t hat currently owns and manages a portfolio of 16 multifamily rental properties representing approximately 1,100 apartment homes located throughout Minnesota. Because our properties utilize project based Section 8 public subsidy and LIHTCs, Schuett has developed sophisticated property management and compliance tools. Sch uett will continue to manage these properties after the renovation. About CompassionCare CompassionCare provides in-home health care services to residents of both buildings. In 2010, Schuett's President and CEO Tom Schuett formed CompassionCare and created a new model for independent senior rental housing that emphasizes aging in place with dignity. Our goal is to provide as much assistance and care a resident needs to remain living independently, and in their home as long as possible. This is accomplished by coupling the features and amenities of a traditional, age-restricted apartment community with targeted and customized in-home health services provided at a competitive price by CompassionCare. Compassionate care is the heart of what we strive to deliver to each and every client. CompassionCare is licensed by the state of Minnesota as a Comprehensive Home Care Provider. Since 2011, CompassionCare has grown to provide services in six Schuett properties and in the surrounding communities. 620 Mendelssohn Avenue North Suite 107 Golden Valley, MN 55427 EEO EHO 763-541-9199 ph 763-541-4711 fax www.schucttcares com Mr. Mark Ruff October 6, 2015 Page3 The planned renova_tion will significantly improve the functionality of the Properties, lengthen their lifespan, and preserve safe, healthy affordable housing by extending the income restrictions and affordability periods. Without the issuance of tax-exempt bonds by the County, we will not be able to provide the capital investment that the project requires. We look forward to continuing our conversations about partnering with the County as the conduit bond issuer. Sincerely, ~//.-/-r,1.--ZPtf_:;:r---- Matt Goldstein, AICP, HDFP Vice President of Development CC: Nick Leonard, Otter Tail County Jeff Gaffaney, Otter Tail County HRA Tom Schuett, The Schuett Companies, Inc. Alicia Witherspoon, The Schuett Companies, Inc. Karen Dubrosky, Dougherty Mortgage LLC Frank Hogan, Dougherty & Company LLC 620 Mendelssohn Avenue North Suite 107 Golden Valley, MN 55427 EEO EHO 763-541-9199 ph 763-541-4711 fax www .sch uettcares .com ,. ~ ~ ,/ River Bend Apts., Fergus Falls Units: 100 Preliminary Per Unit Site Work Cost Cost Sidewalk and curb repair $ 15,000 150.00 Sealcoat and restripe parking lot $ 12,900 129.00 Landscaping $ 15,000 150.00 $ 42,900 $ 429.00 Building Envelope Replace roof $ 185,220 1,852.20 Recaulk windows $ 35,000 350.00 Tuckpointing $ 75,000 750.00 New entry doors & openers $ 15,000 150.00 New·back door to laundry room $ 1,500 15.00 $ 311,720 $ 3,117.20 Mechanical Boilers a!ld pumps $ 75,000 750.00 Water heat~rs (2) $ 35,000 350.00 Unit valve stops (sink stops) $ 20,000 200.00 Domestic isolation valves $ 40,000 400.00 Unit plumbing fixtures $ 290,000 2,900.00 Renovate tub room $ 20,000 200.00 Auger sewer lines $ 25,000 250.00 Heat line isolation valves (~nits) $ 25,000 250.00 Zone motors (units ) $ 20,000 200.00 Repair unit tub surrounds $ 10,000 100.00 Add cooling/make up air to laundry room $ 7,500 75.00 Add:washer and dryerto laundry (1 each} $ 2,500 25.00 Switch emergency generator to natural gas $ 15,000 150.00 Replace common area make-up air unit(s) $ 20,000 200.00 $ 605,000 $ 6,050.00 Electrical Add. head bolt heaters at parking lot $ 15,000 150.00 .Entry system $ 20,000 200.00 Fob system $ 25,000 250.00 Repl~ce unit light fixtures $ 60,000 600.00 Replace corridor lighting $ 25,000 250.00 $ 145,000 $ 1,450.00 1,-i__ ~ ..,,, River Bend Apts., Fergus Falls Units: 100 Common Area Unit entry doors'and hardware $ 120,000 1,200.00 New fire door hardware s 10,000 100.00 Hallway handrailing $ 25,000 250.00 New.cor:riQor paint and trim $ 28,000 280.00 Remodel public restrooms $ 15,000 150.00 New mailboxes $ 8,000 80.00 ADA signs ,$ 5,000 50.00 1st and 7th floor corridor ceiling tile $ 15,000 150.00 Common area window treatments $ 6,000 60.00 New corridor carpet $ 50,000 500.00 Remodel. beauty salon $ 15,000 150.00 Renovate office/community/lounge $ 100,000 1,000.00 Repair greenhouse roof $ . 20,000 200.00 $ 397,000 $ 4,170.00 Units Carpets ·$ 125,000 1,250.00 Vinyl flooring $ 90,000 900.00 Window coverings $ 25,000 250;00 Kitch~n and bath casework (65· units) $ 162,500 1,625.00 Unit painting $ 165,000 1,650.00 Move resident belongings $ 55,000 550.00 Appliances (50%) $ 50,000 500.00 $ 672,500 $ 6,725.00 Contingency $ 497,472 Total $ 2,671,592 26,715.92 I' '· • v.· Kaleva Apts, New·York Mills Site Work Sidewalk and curb repair Sealcoat and restripe parking lot Landscaping Building Envelope Replace roof Replace windows Tuckpointing New main entry aluminum storefront Replace stucco With CFB siding Mechanical Unit valve stops{sink stops) Un it ·plumbing fixtures Renovate tub room Renovate'sauna Update elevator cab interior Replace water softeners Replace washers and dryers (3 each) Replace corridor make-up air unit Replace Water Heaters Electrical Entry system Fob system Install submetering Replace unit light fixtures Nurse call system Replace corridor light fixtures Units: 30 Preiiminary Cost $ 5,000 $ 10,575 $ 8,000 $ 23,575 $ $ 150,000 $ 100,000 $ 5,000 $ 2,500 $ 30,632 $ 288,132 $ $ 10,000 $ 87,000 $ 15,000 $ 5,000 $ 4,000 $ 10,000 $ 10,000 $ 20,000 $ $ 161,000 $ $ 15,000 $ 8,000 $ 15,000 $ 18,000 $ $ 20,000 $ 76,000 $ Per Unit Cost 166.67 352.50 266.67 785.83 5,000.00 3,333.33 166.67 83.33 1,021.07 9,604.4Q 333.33 2,900.00 500.00 166.67 133.33 333.33 333.33 666.67 5,366.67 500.00 266.67 500.00 600.00 666.67 2,533.33 Kaleva Apts. New York Mills Units: 30 Common Area Unit entry door hardware $ 15,000 500.00 New fire door and hardware $ 5,000 166.67 Hallway hand railing $ 15,000 500.00 Corridor paint and trim $ 28,000 933.33 Renovate public restrooms $ 10,000 333.33 ADA signage $ 5,000 166.67 Common area window treatments $ 6,000 200.00 Corridor carpet $ 15,000 500.00 Renovate office/community/lounge $ 15,000 500.00 $ 114,000 $ 3,800.00 Units Carpets $ 37,500 1,250.00 Vinyl flooring $ 28,000 933.33 Window coverings $ 7,500 250 .00 Kitchen and bath casework $ 75,000 2,500.00 Raise duct for range hood venting Replace bypass closet doors $ 53,525 1,784.17 Move fin tube radiator valves $ 19,500 650.00 Unit painting $ 49,500 1,650.00 Move resident belongings $ 16,500 550.00 Appliances $ 35,000 1,166.67 $ 322,025 $ 10,734.17 Contingency $ 52,128 Total $ 1,036,860 $ 32,824.40 Otter Tail County Housing & Redevelopment Authority Multifamily Housing Revenue Bonds, Series 2015 (Kaleva and River Bend Apartments Project) Preliminary Sources and Uses of Funds Sources of Funds Par. Amount of Series 2015A Bonds LIHTC Equity (net of Bridge Loan) (1) LIHTC Equity Bridge Loan FNMA First Mortgage Defe,rred Developer Fee Borrower Equity 'Total Sources of_Funds Uses of Funds Acquisition Price Construction Costs (incl. contingency) FF&E Architects Fees Deposit to Collateral Account Estimated Fannie Mae Mortgage Costs Estimated Bond Costs oflssuance Tax Credit Fees and Syndicator Fees Project Reserves and Escrows (2) Developer and Contractor Fees Rou.nding Total Uses of Funds (1) Summary of Tax Credit Equity LIHTC 1st Installment -Closing LIHTC 2nd Installment LIHTC 3rd Installment TotaJ LIHTC Equity (2) Reserves and Escrows Property tax escrow Total Initial Deposit Account of Bond Fund (Negative Arbitrage) LIHTC Bridge Loan Interest Operating Reserve -LP Replacement Reserve Stabilization Reserve (FNMA) .. ·r· -· ~~925,000 I 661,573 . • • t_-_.:1;~~.!.J 8,151;000 217,583 661,573 1,984,718 661,573 3;307,864 26,475 111,094 59,542 309J001 195;000 701,111 ... •¥ :. ■ • • 17,603,447 5,100,000 3,708,452 170,000 119,818 5,925,000 12i,S30 639,138 78,398 701;111 1,040,000 17,603,,447 • Bridge Equity and.Bridge.Loan s'fiown above assumes the first equity installment is available at closing and the remaining equity would be bridged. Jeff Gaffaney From: Sent: To: Cc: Subject: Good Morning. Nicholas Leona rd <nleona rd@co.ottertail.mn.us> Tuesd ay, October 13, 2015 11:53 AM 'Galey, Stefanie N.'; Mark Ruff Larry Krohn; Wayne Stein; ffhra @prtel.com; Kathy Domholt RE: Otter Ta il County HRA Meeting 10/15/15 regarding proposed revenue bond It is my understanding that this will be a joint meeting beginning at 1:30 PM on 11/10 in the Otter Tail County Board Room (520 Fir Ave. W. Fergus Falls, MN 56537). The OTC HRA Board will hold a hearing and adopt an approving resolution immediately thereafter. Subsequently, the County Board will approve the bonds. Necessary signatures will be obtained and the OTC Board Meeting will reconvening at 2 PM . Is everyone ok with this? Wayn e, will you confirm the official newspapers? Nick Leonard , Ph.D. Director of Tourism and Economic Development 520 Fir Avenue West Fergus Falls, MN 56537 218-998-8057 phone nleonard@co.ottertail.mn .us •1 OTTER IIUI "J ooun • ■11 uoh Confidentiality Notice: The unauthorized disclosure or interception of e-mail is a Federal Crime. See 18 U.S.C Sec. 2517(4). This e-mail message, including any attachments, is for the sale use of the attended recipient(s) and may contain confidential and privileged information. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. From: Galey, Stefanie N. [mailto:Stefanie.Galey@FaegreBD.com] Sent: Tuesday, October 13, 2015 11:23 AM To: Mark Ruff; Nicholas Leonard Cc: Larry Krohn; Wayne Stein; ffhra@prtel.com Subject: RE: Otter Tail County HRA Meeting 10/15/15 regarding proposed revenue bond I'll arrange for publication of the notice of hearing. What's the officia l newspaper? I'll contact them to confirm deadlines, etc. Just to confirm, the hearing will be held at a meeting convened by the OTC HRA Board. The OTC HRA Board will adopt an approving resolution after the hearing. The Bond s also need to be approved by the County Board after the hearing. Wh en will the County Board meeting occur? Stefanie N. Galey Partner stefanie.galey@FaegreBD.com Download vCard D: +1 612 766 7661 I F: +1612 766 1600 Faegre Baker Daniels LLP 2200 Wells Fargo Center I 90 South Seventh Street I Minneapolis, MN 55402-3901, USA From: Mark Ruff [mailto:mruff@ehlers-inc.com] Sent: Tuesday, October 13, 2015 11:00 AM Jeff Gaffaney From: Sent: Nicholas Leonard <nleonard@co.ottertail.mn.us> Thursday, October 08, 2015 1:43 PM To: 'Jeff Gaffaney' Subject: RE: Otter Tail County HRA Meeting 10/15/15 regarding proposed revenue bond Is the HRA meeting at 1151 Friberg Ave, Fergus Falls, MN 56537? Nick Leonard, Ph .D. Director of Tourism and Economic Development 520 Fir Avenue West Fergus Falls, MN 56537 21 8-998-8057 phone nleonard@co.ottertail.mn.us a70TTER TAil ~ Ol>HTl ••tHUOTI Confidentiality Notice: The unauthorized disclosure or interception of e-mail is o Federal Crime. See 18 U.S.C Sec. 2517(4). This e-mail message, including any attachments, is f or the sole use of the attended recipient(s) and may contain confidential and privileged information. if yo u are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. From: Jeff Gaffaney [mailto:ffhra@prtel.com] Sent: Thursday, October 8, 2015 1:22 PM To: Nicholas Leonard Subject: RE: Otter Tail County HRA Meeting 10/15/15 regarding proposed revenue bond Ok great... .. From: Nicholas Leonard [mailto:nleonard@co.ottertail.mn.us] Sent: Thursday, October 08, 2015 12 :36 PM To: 'Jeff Gaffaney' <ffhra@prtel.com> Subject: RE : Otter Tail County HRA Meeting 10/15/15 regarding proposed revenue bond Jeff ... 10:30 is fi ne. Mark Ruff of Ehlers, Matthew Goldstein of Schuett, and I will all be in attendance. I'm assuming the meeting is held at 1151 Friberg? Also, I've tentatively scheduled the public hearing for 11/10 at 1:30 PM in the County Board Room . Obviously, we'll need to ensure both boards have a quorum. I'll ask Wayne Stein about the public notices. Thanks, Nick Leonard, Ph .D. Director of Tourism and Economic Development 520 Fir Avenue West Fergus Falls, MN 56537 21 8-998-8057 phone nleonard@co.ottertail.mn.us a, ftTTER T.Afl W'J O:onn . ■1H11011 Confiden tiality Notice: The unauthorized disclosure or interception of e-mail is a Federal Crime. See 18 U.S.C Sec. 2517(4). This e-mail message, including any attachments, is for the sole use of the attended recipient(s) and may contain confidential and privileged Information. If you ore not the Intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. 1 HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Filx 2 I 8-736-4706 tfhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergu Falls MN 56537 218-739-9498 MEMO TO: FROM: Board of Director , Otter Tail County HRA Jeffrey Gaffaney, Exec utiv Director November 3, 20 15 DATE : RE: Special Meeting to be Held Tuesday, November 10, 2015, 1 :30 p.m. at the Otter Tail County Government Services Center, Commissioners Board Room, 510 We 't Fir Ave., Fergus Falls, MN 56537 SPECIAL MEETING: AGENDA Join t Meetin g witb Otter Tail County Board R garding I suin g Revenue Bonds for the Rehabili ta tion of Riverbend Apartments, Fergus Falls, and Ka leva Apts. ew York Mills, MN. !.~-perso n -Call Meeting to Order 2. A~:oval o~nutes, Oct ber 15, 20 15 3. ProC'fnt F6fT'J~i~i'~;~;;? Multi Family Rental Hou ing Developments 4. Reso lution o. #11 1 Gra nting Approval To The Issuance of Multi Family Housin g Rev nue Bon s **NOTE CHANGE OF LOCATION** PLEASE CALL IF YO ARE U ABLE TO ATTE D! H:IUS<.:r \JEFF\/\(.iEND/\ 0 re ;,pcc ial 11-3-15.dn<n 'd· l';Jpt: J or I, 0 t 't' nov, m::, Housing ppor um ,es The Otter Tail County HRA Board of Commissioners met in a regular meeting on, October 15, 2015 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 Robert Maki, Secretary Hazel Hovde Ralph Hemmerlin OTHERS PRESENT Jeffrey Gaffauey Mary Jo Schwarz Kim Scheer Pam Minten Mikel Olson Matt Goldstein Mark Ruff Nick Leonard Scott Rocholl, .Chairperson called the meeting to order. ABSENT A motion was made aud seconded to approve the minutes with one chauge from the August 20; 2015 regular meetingregarding the HRA staff decision in regarding the Section 8 Program. Ml Robert Bigwood SI Hazel Hovde Scott Rocho[[ opened the public hearing at 10:02am, regarding Otter Tail County HRA 2016 Comprehensive 5 Year Agency Plau Update·. We had not received auy· comments in writing, aud.no one had appeared to speak at the hearing regarding the following topics. Proposed Capital Fund 2016 & 5 Year Updates Jeffrey stated that the 2016 Capital Fund Graut will be approximately $19,500.00 .. Jeffs recommendation is to put all of the Capital Fund money into general operations. It was stated that auy necessary repairs throughout the next year for the Public Housing Program will be paid for out of the Public Housing general fund. The 5 Year proposed work items on the last two pages ,of the •Capital Fund documents were reviewed as well. Updated Policies, Otter Tail County Section 8 Program The following policy chauges aud updates were presented for the Otter Tail County Section 8 Housing Voucher Agency Plau & Policy Mauual. a) Privacy b) 6.1,E c) 6.2, E d) 6.2, M e) 6.2, S t) 6.5, C, 1 g) 8.1 h) 8.3, B i) 8.4, A, 4 j) 8.4,B,1-3 k) 8.4, B,.6-8 I) 8.4, C m) 8.4,D, 2 n) 8.4, F, 3 o) Glossary Terms Also proposed was au increase to the Fair Market Rents aud Payment Staudards for 2016. The proposal was that the 1 & 2 bedroom payment staudards be increased to the maximum 110% ofFMR.. Effective dates to be the earliest date feasible, pending HUD's final rule making on the proposed FMR's. A motion was made aud seconded with all ayes to approve proposed increases in the 1 aud 2 bedroom payment staudards. H:\Usets\K.ifu\Minutes\2015 minutes\minutes -Otc october 2015.doc The following policy and lease changes were presented for the Otter Tail County Public Housing Admissions and Continued Occupancy Policy (ACOP) and Otter Tail County Public Housing Lease. These changes will be effective January 1, 2016 for current residents and effective immediately for new tenants. Updated Policies, Otter Tail County Public Housing a) 14.0, Community Service b) 24.0, Privacy c) 25.0, Conducting Business in Accordance with Core Values and Ethical Standards d) Glossary Lease Changes, Otter Tail County Public Housing 3. Rounding Payment 5. Occupancy 12. Maintenance 16. Lease Terminations 18. Notice of Lease Terminations 33. Guest Policy 34. Lease Definitions 35. Statements in lease regarding ACOP Attachment B -Housing Rules Attachment F -Community Service Chairman Scott Rocholl declared the Public Hearing closed at 10:45am. A motion was made to approve the Resolution No. 108-PHA Certification of Compliance with 2016 Annual Plan & Civil Rights Certification. M/ Robert Bigwood S/BobMaki The administrative expenses were reviewed for the months of August, 2015 and September, 2015. A motion was made and seconded with all ayes to approve the expenses. M/ Hazel Hovde S/Bob Maki The Investment Listing was reviewed; the only changes were the balances in the various checking and savings accounts as of October 15, 2015. One certificate was renewed in September with a very high interest rate. Jeffrey presented bid proposals for Multi-Peril Insurance Coverage. American Family Insurance submitted a bid proposal of $11,835.00, a $1,162.00 increase from 2015. A motion was made and seconded with all ayes to accept the bid.from American Family Insurance. M/ Robert Bigwood S/BobMaki The Fiscal Audit proposal for December 31, 2015 by Carlson/ Highland & Co. LLP was discussed. The cost will be $6,200, a $900.00 decrease from 2015. The decrease is reflective of the new single audit requirements. A motion was made and ~econded with all ayes to accept the bid from Carlson/Highland & Co. LLP. Ml Bob Maki SI Robert Bigwood H:\Users\K.im\Minutes\2015 minutes\minutes -otc october 2015.doc 2 • 2016 Proposed Public Housing Operagng Bu~get was discussed. including Board Re~olution No. 109; 2016 projected amounts and 2015 estimated amounts were reviewed. These are best estimates possible at this time. A motion was made and seconded with all ayes to approve the 2016 Proposed Public Housing Operating Budget and Board Resolution No. #109. The approved budget wiH be forwarded to HUD. ' M/ Robert Bigwood S/BcibMaki Jeffrey discussed the 2016 Tax Levy meeting with the OtterTail County J3oard on August_31, 2015 at the Government Services .Building. Mikel Olson from the BRA accompanied Jeffrey at this meeting. The meeting wentwell. The Levy amount has not been certified as ofthis October meeting. The Otter Tail County HRA Board of Directors was given an update regarding the current Section 8 Participant Legal Case. A copy of regulation §982.555(a) (2) titled; Informal Hearing for participant was given to the board members for review'. The HRA is led to believe the case has been resolved. The participant has been told .by her council that there .is nothing more that could be done. With advice from our HUD Representative; the Otter Tail ~ounty HRA paid the landlord HAP amounts for the months April-August at which time the HRA Board over turned the decision of.the hearing officers. Jeffrey ·presented a packet to the board members from AMP Insurance in Fergus Falls regarding the Cincinnati Insurance Public Officials Liabi:lity Insurance quote for the Otter Tail County HRA Board Members. Limits ·of coverage are $1,000,000.00 with a $5,000.00 deductible. Annual premium is $1,307.00 and would be agency billed (payable to AMP Insurance). The Otter Tail County Board Members were not previously covered by liability insurance as we had thought through the League of Minnesota Counties. However, .as of October 2, 2015 .all 5 board members are now .properly covered. Jeffrey reported that Sue Bjorklund is no longer employed by the Fergus Falls/ Otter Tail County HRA. She has accepted a position at the Detroit Lakes HRA. Interviews will be conducted for the position Monday, October 19, 2015 with a new individual hired as soon·as possible. Mikel Olson, Rehab Specialist reported on the Otter Tail County Homeowner Tax Levy Homeowner 2014 program. TLC Projects only: 13 applications have been received, 13 have been inspected, 13 are in progress and 12 are complete. Projects leveraged with SCDP: 13 applications have been received, 13 have been inspected, 13 are in progress and 13 are complete. A total of the projects are: Twenty-six applications have been received, none .are in process, 26 have been inspected, 26 in progress and 25 are complete. • Otter Tail County·Hoineowner Tax Levy 2015 program ·update, 11 applications have been received, 5 have been. approved, 1 was denied, 5 have been .inspected; 2 are in progress and none are complete. Projects leveraged with SCDP, rione at this time. A tot(!! of the projects are: 11 applications have been received; 5 have been approved, 1 was denied, 5 have· been inspected, 2 are in progress and none are complete. Otter Tail County Tax Levy Rental 2014-2015, program update, 5 applications have been received, 3 have been approved, two have been denied, 3 have been irispected and three a.re complete. H:\Users\Kim\Minutes\2015 minutes\minutes -otc October 201?.dOc 3 Fergus Falls SCDP Homeowner Program update, 8 homeowner applications have been received, four have been approved, four have been inspected, none are in progress or completed. Rothsay/Elizabeth SCDP Homeowner Program update, 4 homeowner applications have been received, two have been approved, 2 have been inspected, none are in progress or complete. Future SCDP application update, the city of Henning had 67 homeowner surveys returned, 52 appear eligible, 26 rental units, 7 commercial. The city of Dalton had 41 homeowner surveys returned, 25 appear eligible, 13 rental units and 8 commercial surveys. MHF A Deferred Loans update, 5 applications have been received, 3 have been approved, 1 was denied, 3 have been inspected, 2 are in progress and none have been completed. 2014 Economic Development Program update; 13 applications have been received, 13 have been approved, 13 have been inspected, 13 are in progress, and eleven are complete. Regarding the 2015 Economic Development Program, 10 applications have been received, 10 have been approved, 10 ha:ve been inspected, 9 are in progress, and five are complete. The Fergus Falls HRA Revolving Rent Rehab program update, 30 applications have been received, 29 have been approved, 1 was denied, 29 have been inspected, 29 are progress and 29 are complete. Mikel presented a promotional flyer for Rent Rehab. This flyer will go out in the Section 8 Landlords checks next month. Jeffrey also asked the Board to think of possible contractors that could be interested in doing projects for the Rehab Program. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 for the months of August and September, 2015. The month of August 2015 had 118 leased and HAPS totaling $38,562.00. 1n September 2015 there were 114 leased and HAPS totaling $35,085.00. A summary of activity for these two months was; 13 annual re-certifications and 9 interim re- certifications. Six participants ended participation, none are in shop mode and there are 6 new admissions. There are 51 families on the waiting list. There were 24 vouchers issued and 17 applications in process. There are no port-ins pending and 2 port-outs pending. 1n August there were 7 ports out paid totaling $5,496.00 and in September there were 4 Ports out paid totaling $2,173.00. There was one port received. The ELI percentage was 72%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for August 2015 were $3,300.00 and $2,229.00 was collected. There was $38.00 in late fees charged and collected. There were 39 applicants on the 2-bedroom public housing waiting list, 22 applicants on the 3-bedroom waiting list and 7 on the 4-bedroom waiting list. In September 2015 rents payable totaled $3,226.00 and $3,772.00 was collected. There was $71.52 in late fees charged and collected. There were 41 applicants on the 2-bedroom public housing waiting list, 13 applicants on the 3-bedroom waiting list and 7 on the 4-bedroom waiting list. The ELI percentage is 100%. The tenants in a 3 bedroom unit in Henning moved out on August 31, 2015 and new tenants moving in September 16, 2015. H:\Users\Kim\Minutes\2015 minutes\minutes -otc october 2015.doc 4 .... At 11 :20am Jeffrey Gaffaney dismissed HRA Staff from the regular meeting, and invited three gentlemen to join the meeting regarding a Proposed Revenue Bond that Otter Tail County has asked the County BRA to issue. The Schuett Companies (owners of. Riverbend in Fergus Falls). Matt Goldstein the representative for, Schuett Companies; Nick Leonard representing Otter Tail County and Mark Ruff representing Ehlers Inc. were then introduced.- Matt Goldstein spoke first, reporting that the properties are aging and that it is his responsibility to try to work with existing investors to reinvest. Two properties are in need of investments. All of Schuett' s properties work with the Affordable Housing Industry and qualify for the Section 8 Housing Voucher Program. The closing on the bonds if approved would happen at the end of 2015. Mark Ruff from Ehlers Inc., then discussed the specifics of the Bonds. Their company orily works with Public Entities. If the Otter Tail County HRA Board would approve .this Revenue Bond the HRA would be the issuers of these Revenue Bonds. The County's Bond attorney would be the one putting together all of the necessary documents. The Otter Tail County HRA is not at any risk for this project. Mark stated that the IRS mandates that these three representatives visiting today to make the process completely clear to the HRA. board members. These properties are in need of the proposed renovations. The incentive is to use the federal tax credits and the HRA's tax exempt bond authority. Matt reported that renovations will be able to be conducted while residents remain living in-place. There should be no tenants that face re-location. Recertification's are also .required to be done at this time for each resident to make sure they are income qualified. Jeffrey made the board aware that these bonds are purely Revenue Bonds. Mark stated to that the HRA is not responsible for any reporting to MHF A and Schuett Companies are required to handle all reporting requirements in the future tb MHF A. A suggestion was made to the HRA, by Mark, to request copies, of the annual reports from MHFA's. Nick Leonard, representative of Otter Tail County, stated that the County has put their trust into Matt and Mark. There was originally 3 buildings proposed and now it has been reduced to 2 buildings in the proposal. Mark stated that there is no additional debt to the HRA. An HRA Board Member asked Matt if they purchase the bonds. Matt said, "No, we act as a manager." Matt went into depth over their good REAC scores for the properties (in the 90's). Schuett was reported to be intimately involved in their properties and will remain to be intimately involved. The main contractor for this project will be Frerichs from Minneapolis; they work with in-place rehabs and use local sub- contractors if at all possible. To pursue this Revenue Bond, both the Otter· Tail County board and the Otter Tail County HRA board will meet in a combined meeting for a Public Hearing on November 10, 2015 at 1:30pm at the Government Service Building. Nick will take care of the Public Notice's in the newspapers advertising for 7 million dollars (when the actual documents are written it may appear lower). Documents will be H:\Users\Kim\Minutes\2015 minutes\minutes,~ otc october 2015.doc 5 delivered by Fed-Ex. It was also mentioned that if anyone that is responsible for signing plans to be out of town in December, please make it known so pre-arrangements can be made. Board Resolution No. 110; granting preliminary approval to issuance of revenue bonds for the financing of the acquisitions and rehabilitation of multifamily housing developments under Minnesota Statues, Chapter 462C, as amended. A motion was made and seconded with all ayes to approve the Board Resolution No. 110. Ml Robert Bigwood S/ Hazel Hovde Our next regular meeting will be held on Thursday,December 17, 2015 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11 :53 am. Ml Hazel Hovde S/ Ralph Hemmerlin Robert Maki, Secretary Date H:\Users\Kim\Minutes\2015 minutes\minutes -otc october 2015.doc 6 ..... PROGRAM FOR THE FINANCING OF MULTIFAMILY RENTAL HOUSING DEVELOPMENTS Pursuant to Minnesota Statutes, Chapter 462C (the "Act"), the Otter Tail County Housing and Redevelopment Authority (the "Issuer") has been authorized to develop and administer programs of multifamily housing developments under the circumstances and within the limitations set forth in the Act. Minnesota Statutes, Section 462C.07 provides that such programs for multifamily housing developments may be financed by revenue bonds issued by the Issuer. The Issuer has determined that it is in the best interests of the residents of Otter Tail County to create a program of financing to encourage and facilitate the development and rehabilitation of multifamily rental housing developments for persons and families of low and moderate income (the "Program"). The Issuer has received a proposal from representatives of Schuett Otter Tail LP, a Minnesota limited partnership(the "Borrower"), requesting that, pursuant to the authority found.in the Act, the Issuer approve a program for the purpose of (i) financing the costs of the acquisition, rehabilitation and equipping of two multifamily housing developments, including a 100-unit multifamily housing .development known as "River Bend Apartments" located at 222 North Whitford Street, Fergus Falls and a 30-unit multifamily housing development known as "Kaleva Apartments" located at 205 Walker Avenue North, New York Mills (the "Projects"); and (ii) funding reserves and paying certain related costs. The costs are to be funded through the issuance of up to approximately $7,000,000 in revenue obligations to be issued by the Issuer in one or more series, as described herein. Subsection A. Definitions. The following terms used in this Program shall have the following meanings, respectively: (1) "Act" shall mean Minnesota Statutes, Chapter 462C, as currently in effect and as the same may be from time to time amended. (2) "Bonds" shall mean the revenue bonds to be issued by the Issuer to finance the Program. (3) "Issuer'' shall mean the Otter Tail County Housing and Redevelopment Authority. ( 4) "Housing Unit" shall mean any one of the apartment units located in a Project, occupied by one person or family, and containing complete living facilities. (5) "Borrower" shall mean Schuett Otter Tail LP, a Minnesota limited partnership. (6) "Program" shall mean the program for the financing of the Projects pursuant to the Act. (7) "Projects" shall mean the 100-unit multifamily housing development known as "River Bend Apartments" located at 222 North Whitford Street, Fergus Falls 1 HOUSING PROGRAM and the 30-unit multifamily housing development known as "Kaleva Apartments" located at 205 Walker Avenue North, New York Mills. Subsection B. Program For Financing the Projects. It is proposed that the Issuer establish this Program to provide financing for a portion of the cost of the acquisition and rehabilitation of the Projects by the Borrower, or a related entity, at a cost and upon such other terms and conditions as are set forth herein and as may be agreed upon in writing between the Issuer, the initial purchaser of the Bonds and the Borrower. To do this, the Issuer expects to issue the Bonds, in one or more series, the. proceeds of which will be loaned to the Borrower for financing a portion of the cost of the acquisition and rehabilitation of the Projects. If determined to be necessary, a trustee will be appointed by the Issuer to monitor the disbursement of proceeds of the Bonds and payments of principal and interest on the Bonds. The cost of any additional security devices for the Bonds will be borne by the Borrower and payable in addition to the principal and interest on the bonds except as otherwise provided by resolution of the Issuer. It is contemplated that the Bonds shall have a final maturity of up to forty ( 40) years and will be priced to the market at the time of issuance. The Issuer will hire no additional staff for the administration of the Program. Insofar as the Issuer will be contracting with underwriters, legal counsel, bond counsel, the trustee, and others, all of whom will be reimbursed from bond proceeds and revenues generated by the Program or other Project-related sources, no administrative costs will be paid from the Issuer's budget with respect to this Program except as otherwise provided by resolution of the Issuer. The Bonds will not be general obligations of the Issuer, but are to be paid only from properties pledged to the payment thereof, which may include additional security such as additional collateral, insurance or a letter of credit. Subsection C. Local Contributions To The Program. In addition to the revenue Bonds to be issued under this Program, the Projects may be funded from additional sources, including, without limitation, low income housing tax credits and various grants and loans from other funding sources and Borrower equity. Subsection D. Standards and Requirements Relating to the Financing of the Projects Pursuant to the Program. The following standards and requirements shall apply with respect to the operation of the Project by the Borrower pursuant to this Program: (1) Substantially all of the proceeds of the sale of the Bonds will be used to provide funds for the acquisition and rehabilitation of the Projects. The funds will be made available to the Borrower pursuant to the terms of the Bonds offering, which may include certain covenants to be entered into between the Issuer and the Borrower. (2) The Borrower will not arbitrarily reject an application from a proposed tenant because of race, color, creed, religion, national origin, sex, marital status, or status with regard to public assistance or disability. 2 HOUSING PROGRAM (3) No Housing Unit may be in violation of applicable zoning ordinances or other applicable land use regulations, including any urban renewal plan or development district plan. Subsection E. Evidence of Compliance. The Issuer may require from the Borrower or such other person deemed necessary at or before the issuance of the Bonds, evidence satisfactory to the Issuer of the ability and intention of the Borrower to complete the Projects, and evidence satisfactory to the Issuer of compliance with the standards and requirements for the making of the financing _established by the Issuer, as set forth herein; and in connection therewith, the Issuer or its representatives may inspect the relevant books and records of the Borrower in order to confirm such ability, intention and compliance. In addition, the Issuer may periodically require certification from either the Borrower or such other person deemed necessary concerning compliance with various aspects of the Program. Subsection F. Issuance of Bonds. To finance the Program authorized by this Section, the Issuer may by resolution authorize, issue and sell its Revenue Bonds, in one or more series, and using any additional credit enhancement devices determined by the Issuer to be necessary or desirable, in an aggregate principal amount estimated to be up to $7,000,000. The Bonds shall be issued pursuant to Section 462C.07, Subdivision 1 of the Act, and shall be payable primarily from the revenues of the Program authorized by this Section. The Issuer anticipates the issuance of such an1ount by December 31, 2015. Subsection G. Severability. The provisions of this Program are severable and if any of its provisions, sentences, clauses or paragraphs shall be held unconstitutional, contrary to statute, exceeding the authority of the Issuer or otherwise illegal or inoperative by any court of competent jurisdiction, the decision of such court shall not affect or impair any of the remaining provisions. Subsection H. Amendment. The Issuer shall not amend this Program while the Bonds authorized hereby are outstanding, to the detriment of the holder of such Bonds. US.102872344.02 3 HOUSING PROGRAM CERTIFICATION OF MINUTES RELATING TO PRELIMINARY APPROVAL OF MULTIFAMILY HOUSING REVENUE BONDS Issuer: Otter Tail County Housing and Redevelopment Authority Governing Body: Board of Commissioners Kind, date, time and place of meeting: A [regular/special] meeting, held on November 10, 2015, at 1:30 p.m., in the Otter Tail County Board Room, at 520 Fir Ave. W., Fergus Falls, Minnesota. Members present: Members absent: Documents Attached: minutes of said meeting (pages): 1 to 1 including: RESOLUTION NO. 111 RESOLUTION GRANTING PRELIMINARY APPROVAL TO THE ISSUANCE OF MULTIFAMILY HOUSING REVENUE BONDS I, the undersigned, being the duly qualified and acting recording officer of the political subdivision issuing the obligations referred to in the title of this certificate, certify that the documents attached hereto, as described above, have been carefully compared with the original records of the corporation in my legal custody, from which they have been transcribed; that the documents are a correct and complete transcript of the minutes of a meeting of the governing body of the corporation, and correct-and complete copies of all resolutions and other actions taken and of all documents approved by the governing body at the meeting, insofar as they relate to the obligations; and that the meeting was duly held by the governing body at the time and place and was attended throughout by the members indicated above, pursuant to call and notice of such meeting given as required by law. WITNESS my hand officially as such recording officer and the seal of the Issuer this 10th day of November, 2015. • (SEAL) Secretary AUTIIORIZING RESOLUTION US.103131293.01 •-.' Commissioner ___________ introduced the following resolution and moved its adoption: OTTER TAIL COUNTY HOUSING AND REDEVELOPMENT AUTHORITY RESOLUTION.NO. 111 RESOLUTION GRANTING PRELIMINARY APPROVAL TO THE ISSUANCE OF MULTIFAMILY HOUSING REVENUE BONDS. WHEREAS, the Otter Tail County Housing and Redevelopment Authority (the "Issuer") is a political subdivision duly organized and existing under the Cortstitutionandlaws cifthe State ofMinnesota; and WHEREAS, pursuant to.the Constitution and laws of the State ofMinnesota; particularly Minneso_ta Statutes, Chapter 462C, as amended (the "Act"), the Issuer is authorized to carry out the public purposes described therein and contemplated thereby in the financing of housing within its jurisdiction, by issuing revenue-notes and bonds to defray; in whole or in part, the development costs of a low and moderate income rental housing development, and by entering into ap.y agreements made .in connection therewith and by pledging any such agreements as security for the payment of the priqcipal of and interest on any such revenue notes and bonds; and WHEREAS, Schuett Otter Tail LP, a Minnesota limited partnership (the "Borrower"), has. r~quested the Issuer to tssue its multifamily housing revenue bonds (the "Bonds") for the purpose of financing the acquisition, rehabilitation and equipping of two multifamily housing developments located in Otter Tail County (the "County''), including a 100-unit multifamily housing developmentknown as "River Bend Apartments" located at 222 North Whitford Street, Fergus Falls and a 30-unit multifamily housing development known as "Kaleva Apartments" located,at 205 Walker A venue North, New York Mills (the "Projects"), and funding reserves and paying related costs; and WHEREAS, by Resolution No. 110 adopted October 15, 2015, the Issuer has given its preliminary approval to the issuance of the Bonds to finance the Projects; and WHEREAS, the Issuer has on this date conducted a public hearing on a program for the issuance of revenue obligations for such purpose (the "Program"), after due publication of notice thereof in a newspaper of general circulation in Otter Ta!l County, and submission to the West Central Initiative for review and comment; and WHEREAS, the Bonds and the interest on said Bonds shall be payable solely from the revenues pledged therefor and the Bonds shall not constitute a debt of the Issuer or the County within the meaning of any constitutional or statutory limitation nor give· rise to a pecuniary liability of the Issuer or the County or a charge against its or their general credit or assets and RESOLUTION ADOPTING PROGRAM _ 2 US.103131293.01 shall rtot constitute a charge, lien, or encumbrance, legal or equitable, upon any property of the County or the Issuer other than the Issuer's interest in the Project; NOW, THEREFORE, BE IT RESOLVED BY THE OTTER TAIL HOUSING AND REDEVELOPMENT AUTHORITY that the Program is hereby adopted. This resolution shall be in full force and effect from and after its passage. RESOLUTION ADOP'I_'ING PROGRAM 3 US.!03131293.01 The motion for the adoption of the foregoing resolution was seconded by Commissioner _________ __, and upon a vote being taken thereon tfle following voted in favor thereof: and the following voted against the same: PASSED AND APPROVED this 10th day of November 10, 2015. ATTEST: ~ Secretary, Robert Maki US.103131293;01 US.103131293.01 4 OTTER TAIL COUNTY HOUSING AND REDEVELOPl\t:lENT AUTHORITY Chairper on, Scott E. Rochell RESOLUTION ADOPTING PROGRAM: Jeff Gaffaney From: Sent: Goldstein, Matthew (Schuett) <MGoldstein@schuettcares.com> Thursday, November OS, 2015 5:09 PM To: Jeff Gaffaney Subject: RE: Final Approval of Revenue Bonds Jeff, Faegre told' us today that your idea .of combinir:ig preliminary and final-approval unfortunately doesn't work because they need to review the specific_bond financing documents. The good news is that the documents are boilerplate documents and are in the process of being drafted. It.appears that the soonest that we would be ready to review the materials for final bond at a special HRA meeting would be November 23rd• Might the Board be available on the 23rd, ,24th or even the 25th for a special meeting? I know that Th~nksgiving may complicate everyone's availability. Thanks for considering this, I appreciate your assistance here. I'm available to discuss this over the phone if that is· more convenient. Matt Goldstein, AICP, HDFP Vice President of Development 620 M'=lndelssohn Avenue, Suite 107 I Golden Valley, MN 55427 P 763.541.9199 I F 763.541.4711 mgoldstein@schuettcares.com www .schuettcares.com THE ·s·cHUETT C·o·i\,f}) -''N' •·1·Es· 'I'Nt'...._ ., i. fl. ·, r\ '· . :, · , , ,l C. ,t Place to Cotl llome From: Jeff Gaffaney [mailto:ffhra@prtel.com] Sent: Thursday, November OS, 2015 7:30 AM To: Goldstein, Matthew (Schuett) Subject: RE: Final Approval of Revenue Bonds Matt, ~et/lU Catn~lf?tl anrfCare li\"tt)"Dal I will bring this up to the Board at the Nov. 10th meeting ......... can they give final approval at the Nov. 10th meeting as Well? From: Goldstein, Matthew (Schuett) Jmailto:MGoldstein@schuettcares.com] Sent: Wednesday, November 04, 2015 4:58 PM To: Jeff Gaffaney <ffhra@prtel.com> Cc: Nick Leonard <nleonard@co.ottertail.mn.us> Subject: Final Approval of Revenue Bon_ds 1 . . Advertising Receipt OTC-HRA 1151 FRIBERG AVE FERGUS FALLS, MN 56537 Sort Line: (First Publication Date: September 2 Description The Fergus Falls Daily Journal Ad Text {First Publication Date: September 29, 2015) Start Date 09/28/15 The Otter Tait County Housing and Rede- velopment {HRA) will hold its scheduled mee1ing at 10:00 a.m. Wednesday, Oc1ober 15, 2015 at the HRA office located at 1151 Friberg Avenue, Fer- gus Falls, Mn. 56537. Anyone wishing 1o ad- dress the HRA Board wi1h an issue not on the agenda must com- plete an agenda regis- tration form and return it to the HRA office 10 days prior 10 the regularly scheduled HRA Board meeting. The registration form may be picked up at the HRA office al 1he above s1a1ed address or downloaded from the HRA website at www.fergusfal lshra. com. Publication Dates: September 29, 2015 FERGUS FALLS NEWSPAPERS, INC 914 E CHANNING FERGUS FALLS, MN 56537 Phone: (218) 736-7511 Fax: (218) 736-5919 RECEIVED OCT O 5 2015 FloRGUii FALLS/ Offl;R 'f i. 9WU{llq r,~ Acct #: 16505 Ad#: 45784 Phone: (218) 739-3249 Date: 09/25/15 Ad taker: FFN999 Salesperson: House Account Stop Date Inserts Cost 09/28/15 1 Total: Tax: Net: Prepaid: $53.10 $0.00 $53.10 $0.00 $53.10 ( TOTAL Due: $53.10 ) AFFIDAVIT OF PUBLICATION Anna Anderson duly sworn on oath says State of Minnesota s.s COUNTY OF OTTER TAIL that he/she is the publisher or authorized agent and employee of the publisher of the newspaper known as Fergus Falls Daily Journal, and has full knowledge of the facts which are stated below. (A) The newspaper has complied with all of the requirements constituting qualification as a qualified newspaper, as provided by Minnesota Statute 331A.02, 331A.07, and other applicable laws, as amended. (B) The printed advertisment which is attached was cut from the columns of said newspaper, and was printed and published on Pursuant to Minnesota Statues §580.033 relating to the publication of mortgage foreclosure notices: The newspaper's known office of is located in Otter Tail County. The newspaper complies with the conditions described in §580.033, subd. 1, clause (1) or (2). If the newspaper's known office of issue is located in a county adjoining the county where the mortgage premises or some part of the mortgaged premises described in the notice are located, a substantial portion of the newspaper's circulation is in the latter county. September 29, 2015 and printed below is a copy of the lower case alphabet from A to Z, both inclusive, which is hereby a notice: abcdefghijklmnopqrstuvwxyz Subscribed and sworn to {First Publication Date· September 29. 2015) The Otter Tail County Housing and Rede- velopment (HRA} will hold its scheduled meeting at 10:00 am. Thursday, October 15, 2015 at the HRA office located at 115 Friberg Avenue, Fer- gus Falls, Mn. 56537. Anyone wishing to ad- dress the HRA Board ith an issue not on the agenda must com- plete an agenda reg is- tration form and return it to the HRA office 10 days prior to the regularly scheduled HRA Board meeting. The registralion form may be picked up at lhe HRA omce at the above stated address or downloaded from the HRA website at ww.ferguslallshra. com Publication Dales: September 29, 2015 (First Publication Date: September 29, 2015) The Otter Tail County Housing and Rede- velopment (HRA) will hold its scheduled meeting at 10:00 a.m. ~ ... ~f :;l!Jri~H iay. October 15. 2015 at the HRA oflice located at 1151 Friberg Avenue, Fer- gus Falls, Mn. 56537. Anyone wishing to ad- dress the HRA Board with an issue not on the agenda must com- plete an agenda regis- tration form and return it to the HRA office 10 days prior to the regularly scheduled HRA Board meeting. The registration form may be picked up at the HRA oflice at the above stated address or downloaded fr om the HRA website at www. fergusfallshra com Publication Dates: September 29, 2015 ADMINISTRATIVE CONTRACT WITH FERGUS FALLS HRA THIS CONTRACT for administrative services is between the _ ______,C""i,.,_ty'-"'-of"-=-'R""o""'th""s"'ay,_ __ ~ ___ _ Hereiriafter referred to as "CITY" and the Otter Tail County Housing and Redevelopment Authority, hereinafter referred to as the "HRA". WITNESSETH: In consideration of the mutual covenants and agreements contained herein, the CITY and the HRA agree as follows: I. The term of this contract is for the period beginning June 1, 2015 and ending 12-31.-2017 IL In consideration of financial reimbursement to be more specifically described below, the HRA agrees to act as Administering Agent for the CITY on the Minnesota Small Cities Development Program Grant for which the CITY will receive monies from the State of Minnesota. III. As the Administering Agent for the above described grant, the HRA agrees to perform all tasks enumerated below in a manner which will meet or exceed the terms and conditions imposed upon the CITY in the Small Cities Development Program Grant agreement dated the _____ day of 2015 copies of which are attached as exhibit A. A. B. C. D. E. Citizen Participation. Comply with all state and federal participation requirements. Compliance with Federal Regulations. All Federal regulations relating to this contract will be complied with. Project Planning. Coordinate the preparation of plans, specifications,. contracts and other agreements in a manner consistent with applicable state and federal,laws and regulations for all project activities. Implementation. The HRA will implement programs authorized under the Small Cities Development Program Grant, within the respective limitations of the grant monies provided and/or in accordance with the state and federal requirements. The specific tasks the HRA will perform for each of the three project categories include the following: 1. Initial inspection 2. Work write-up and bid specifications 3. Securing contractor bids 4. Bid approval and awarding of contracts 5. Monitor construction and perform labor standards monitoring 6. Approve final payments to contractors 7. Final inspection and final payment approval Coordination of Other Rehabilitation Programs within the Project Area. The HRA will coordinate other applicable rehabilitation programs in the project area, such as the Minnesota Housing Finance Agency Home Improvement Program, and the Minnesota Weatherization Program. 1 F. Compliance with Equal Opportunity Regulations. Ensure that compliance with Section 3 of the Housing and Urban Development Act of 1968, Federal Equal Employment Opportunity Act and Executive Orders and Civil Rights Acts of 1964 is maintained. G. Financial Record keeping and Control. Keep complete and accurate records of all claims and disbursements in accordance with the following procedures: 1. The HRA will examine each claim and verify that the work has been done and/or materials actually provided for the project. 2. The HRA will submit all claims on a daily or weekly basis to the CITY for payment. 3. Requisition prepared by the CITY in anticipation of cash needs, will prepare a voucher as required by the State. 4. Requisition submitted to the state. The CITY will obtain proper si~atures and submit requisitions to the state. 5. Payments to be made within three (3) days of the receipt of state monies, subject to any changes in state or federal regulations; the CITY will make payments authorized on each respective voucher. IV. The CITY and the HRA mutually agree that a mortgage shall be executed in their joint names as mortgagees securing each loan of monies provided under the Small Cities Development Program to individual property owners for rehabilitation purposes. In regard to such mortgages and assigmnents, the HRA agrees to prepare all documents and obtain all necessary signatures required for proper execution of such documents and record the. same at the county recorders office. V. For the purpose of this contract, the HRA shall be deemed an independent contractor, and not an employee of the CITY . Any and all employees of the HRA or other persons while engaged in the performance of any work or services required by the HRA under this contract, shall not be considered employees of the --~C=IT~Y _____ ~ and any and all claims that may or might arise on behalf of any act or admission on the part of said employees or the HRA shall in no way be the obligation or responsibility of the CITY . VI. It is further agreed that the HRA shall defend and save the CITY harmless from any claims, demands, actions, or causes of action arising out of any act or admission on the part of the HRA, its agents, servants, or employees in performance of, or with relation to, any of the work or services provided to be performed ot furnished by the HRA under the terms of this contract. • VIL The HRA shall not assign any interest in this contract, and shall not transfer any interest in the same, whether by assignment, subcontract or novation, without the -prior written consent of the CITY except for the following: All lead paint risk assessments 2 and clearance testing will be performed by the HRA lead paint certified subcontractor (Lakes Country Service Cooperative -Fergus Falls). VIII. The HRA specifically agrees to comply with the requirements of 24 CFR 135.20 and to provide such copies of said regulations as may be necessary for the information of parties to contracts required to contain the Section III clause set forth in 24 CFR 135.20. IX. Program Income. Regarding any program income generated by the rehab program, the HRA will assist the City by providing information on any SCDP program income but the city will be responsible for meeting requirements during the grant period as well as after the grant close-out. Any program income will be used for the same purpose and in the same community from which it was received (to the greatest extent feasible). X. Any alteration, variation, modification, or waiver of the provisions of this contract shall be valid only after it has ·been reduced in writing, duly signed by both parties, and attached to the original of this contract. XI. The Waiver of any of the rights and/or remedies arising under the terms of this contract on any one occasion by either party hereto shall not constitute a waiver of any rights and/or remedies in the respect to any subsequent breach or default of the terms of this contract. The rights and remedies provided or referred to under the terms of the agreement are cumulative and not mutually exclusive. XII. This contract as well as Exhibit A, which is attached hereto and incorporated herein by reference, shall constitute the entire agreement between the parties and shall supercede all prior oral or written negotiations. XIII. The CITY shall have full access to all records relating to the performance of this agreement. XIV. In performing the provisions of this contract, the HRA agrees to comply with all Federal, State or Local laws, and all applicable rules, regulations, or standards established by any agency of such governmental units, which are now or hereafter promulgated. XV. The Grantee must not use SCDP funds to pay any person for influencing or attempting to influence an officer or employee of a federal agency, a member of Congress, an officer or employee of Congress, or any employee of a member of Congress in connection with the awarding of any federal contract, the making of a federal grant, the making of a federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. If the Grantee uses non-federal funds to conduct any of the aforementioned activities, the Grantee must complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying: Further the Grantee must include the language of this provision in all contracts and subcontracts and all contractors and subcontractors must comply accordingly. XVI. In consideration of the prompt and efficient carrying out of the above, the . CITY agrees to reimburse the HRA dollar for dollar, for its administrative and project related costs in carrying out the above activities up to an amount not to exceed the $56,550.00 Rehab 3 :f Administration Cost maximum. amount allowable a,s specifi~d by the _State of Minnesota, Department of Trade and Economic Development Cormpunity, Community Development Division during the term of the contract, said monies to come from the $446,550 totally available to s·mall Cities Development Program Funds and monies actually received by the CITY . Accurate records of administrative costs shall be kept by the HRA a:nd bHling shall be made at such times as ate convenient to implement the CITY's requisition of funds from the state of Minnesota. For the purpos~ of this contract, administrative and project related costs are defined as follows: A. Salary costs actually incurred by the HRA for time expended in all phases of the project. B. Mileage, telephone, supplies, document recording fees and publication costs. C. Costs incurred by the attendance at applicable Small Cities Development Conferences within the terms of this contract, including _registration fees and travel expenses. Conference attendance ·shall be for the purpose of gaining additional information on community development regulations and program implementation. XVII. Should any of the above provisions be subsequently determined by a court of competent jllrisdiction to be in violation of any federal or state law or to be otherwise invalid, both parties agree that onl'y those provisions so adjudged shall be invalid and that the remainder of this contract shall remain in full force and effect. XVIII. Antitrust. Contractor (HRA) hereby assigns to the State of Minnesota any and all claims for overcharges as to goods and/or services provided in connection with this contract resulting from antitrust violations, which arise under the antitrust laws of the United St_ates and the antitrust laws of the State of Minnesota. XIX. The CITY reserves the right to t~rminate this contract if the HRA inexcusably fails -to perform any of the provisions hereof. Such termination shall occur thirty {30) days after the receipt by the HRA of written notice specifying the grounds th~reof, unless, prior to that date, ~e HRA has cured the alleged nonperformance of the provisions of this contract. NOTICE OF CONTRACTOR (HRA): You are required .by Minnesota Statutes, 1982, Section 270.66 to provide your Social Security number of Minnesota Tax Identification number if you do business with the • State of Minnesota. This information may be used in the enforcement of federal and state tax' laws. Supplying these numbers could result in action, to require you to file state tax returns and pay delinqµent state tax liabilities. This contract will not be approved unless these numbers are provided._ These numbers will be available to federal and state tax authorities and state personnel involved in the payment of state obligations. Social Security Minnesota Tax ID Federal Employer ID 69-0413282 41-1518930 4 IN WITNESS WHEREOF, the parties hereto have caused this contract to be duly executed. City of Rothsay, Minnesota BY -------------- Mayor City of Rothsay Print name and title BY _____________ _ City Clerk. City of Rothsay Print name and title OTTERTAIL COUNTY HOUSING AND REDEVELOPJvfENT AUTHORITY BY ________ _ Chainnan of the Housing and Redevelopment Authority BY __________ _ Secretary of the Housing and Redevelopment Authority 5 MEMO TO: HRA Board FROM: Susan Bjorklund DATE: June 18, 2015 RE: Otter Tail County Housing Study I have been asked and am serving as a member of the Housing lnitiative Committee for West Central Minnesota. I am representing both Fergus Falls HRA and Otter Tail County HRA. The Housing Initiative is sponsored by Minnesota Housing Partnership and the goal is to encourage area agencies to work together and learn about' available resources. So far this has been .a great experience. Each committee is tasked with finding a project. Our committee felt that it would be best if a common project could be identified that can benefit the areas represented. We have decided to do a County-wide Housing Study. The last County-wide study was done in 1996 and is by far outdated and we feel that the timing is perfect for a Housing Study. Our committee has secured an estimate from Community Partners Research, Inc. in the amount of$29,900. Our committee (On behalf of Otter Tail County HRA) will be submitting an application for a grant (maximum of $10,000) to help pay for the housing study. The application is due June 30th for consideration on July 21 't. Since this is a County-wide Housing Study it makes the most sense to have the Contract, cost of the Housing Study and grant application with Otter Tail County HRA. AFFIDAVIT OF PUBLICATION Anna Anderson duly sworn on oath says State of Minnesota s.s COUNTY OF OTTER TAIL that he/she is the publisher or authorized agent and employee of the publisher of the newspaper known as Fergus Falls Daily Journal, and has full knowledge of the facts which are stated below. (A) The newspaper has complied with all of the requirements constituting qualification as a qualified newspaper, as provided by Minnesota Statute 331A.02, 331A.07, and other applicable laws, as amended. (8) The printed advertisment which is attached was cut from the columns of said newspaper, and was printed and published on Pursuant to Minnesota Statues §580.033 relating to the publication of mortgage foreclosure notices: The newspaper's known office of is located in Otter Tail County. The newspaper complies with the conditions described in §580.033, subd. 1, clause (1) or (2). If the newspaper's known office of issue is located in a county adjoining the county where the mortgage premises or some part of the mortgaged premises described in the notice are located, a substantial portion of the newspaper's circulation is in the latter county. November 18, 2015 and printed below is a copy of the lower case alphabet from A to Z, both inclusive, which is hereby a notice: ~ abcdefghijklmnopqrstuvwxyz Subscribed and sworn to RECEIVED DEC O \ 2015 jjff/.R'!~i~ HRA (F rst Pubhca1ion Date November 18 2015) NOTICE OF MEEETING The Oller Tall County Housing and Rede- velopment (HRA) will hold a special meeung at 10:30 a.m Monday, November 30. 2015 at the HRA ollice lo- caled at 1151 Friberg Avenue, Fergus Falls Mn. 56537 Anyone wishing lo address the HRA Board wilh ao issue not on the agenda must complete an agenda reg lstratlon form and return 11 to the HRA office 7 days prior to the regularly scheduled HRA Board meeting The regis- tration form may be picked up al the HRA office at the above stated address or downloaded from the HRA website at www ferguslallshra.com. Publication Dates· November 18, 2015 HRA Office 11 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 0 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 !Ql.lAl HOOSWO OPPOATUNITI" TO: FROM: DATE: SUB JECT: ENCLOSURE: MEMO Board of Directors, Otter Tail Co unty HRA .J effrey Gaffaney, Execu tive Director December I 0, 2015 Meeting to be held Thursday, December 17, 2015 at 10:00 a.m. at the HR.A Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537 Special Meeting Minutes of November I 0, 20 15 Meeting AGE DA l .~irpcrson -Cal l Meeting to Order 2. Appro al of Minutes 3. Exzz.1ti e Director A. ministration Expenses -October and November 20 l 5 B.vfi~/4e ment Listing C. YP~li c Housing Program-Accounts Receivables D. pdate on Multi Family Housing Revenue Bond, Schuett Companies E. 2016i· ..lcl11 inistrative Con tracts with Fergus Falls HRA ./ lection 8 Voucher Program bY~ i Rent Farn.il y Public Housing Program c✓ M HF A Rehab Programs d. Otter Tai l County Tax Levy Programs 4. Re~1· Speciali st -Mikel Olson A. ax Levy Update B.~ax evy Rental Update C. S P Update -All Citi es D. HFA Update 5. H9k1''Sing Administrator -Mary Jo Schwarv _ J.. O_tter Tai l County Section 8 Upda~ t!la.~ ~ ;;;,_./.,;a.,,,$ 6. i/ousing Manager-Pam M 1nten ' f-S /A. Public Housing Update .L) _ h 6 . ~-1.,.--f. ..put,,7 /-k/J.. ,_. r~s..,=-,~$ <S~Cl4r,A., ~o,r.cp ~..sl PLEASE CALL IF YOU ARE UNABLE TO ATTEND! 1-1:\Users\JEFf'\AG ENDAOTC 12-10-201 5.doc p .d.Pa!!eHI of l . O t •t· rov, mg ousmg ppor um 1es .• The Otter Tail.County HRA Board of Commissioners met in a special meeting on, November 10, 2015 at 1:30 pm at the Otter Tail County Government Services Center, Commissioners Board Room, 510 West Fir Avenue, Fergus Falls, MN 565837 MEMBERS PRESENT Scott Rocholl, Chairperson Robert Bigwood, Vice Chairperson Robert Maki, Secretary Hazel Hovde Ralph Hemmerlin OTHERS PRESENT • Jeffrey Gaffaney, Executive Director Kim Scheer Mark Ruff Nick Leonard Matt Goldstein John Lindquist, County Commissioner Douglas Huebsch, County Commissioner Roger Froemming, County Commissioner Wayne Johnson, County Commissioner Lee Rogness, County Commissioner Larry Krohn, Administrator David Houser, County Attorney Kathy Dumholt, County Secretary Commissioner, Mr. Lindquist opened the County Board Meeting. ABSENT Nick Leonard, proposed a revised format of the County's agenda. First the Otter Tail County HRA will call their meeting to order, than introductions for the Conduit Meeting, followed by the opening of the Public Hearing, a short recess for signatures, and then finish .their regular County meeting. County Commissioners were introduced along with Anthony Schultz and Nick Andhut. Scott Rocholl, Otter Tail County HRA Chairperson called the special meeting to order at 1 :38pm. A motion was made _and seconded to approve the HRA minutes from the October 15, 2015 regular meeting. Ml Bob Maki S/ Robert Bigwood Clarification was given to the HRA Board Members regarding the purpose of the prior meeting at the HRA in October. The reason Matt Goldstein the representative for Schuett Companies; Nick Leonard of Otter Tail County and Mark Ruff representing Ehlers Inc. attended October's HRA meeting was solely a 'Resolution to Call a Public Hearing' which was executed as resolution #110. Chairperson, Scott Rocholl opened the public hearing at 1 :39pm, regarding Otter Tail County HRA Program for the Financing of a Multi Family Rental Housing Developments. We had not received any comments in writing, and no one had appeared to speak at the hearing regarding the following topics. Matt Goldstein reported on the interested properties. These properties are in need of renovations. Possibilities of construction employment, expanding affordable housing, and keeping good housing in the area are all priorities in this. project. The incentive is to use the federal tax credits and the HRA's tax H:\Users\Kim\Minutes\2015 minutes\minutes -otc november 2015 -SPECIAL}doc exempt bond authority. Toe term of this project is: 4% low income federal tax credits/bonds and 9% tax credit through MHF A. The Otter Tail County HRA is not at any monetary risk for this project. Robert Bigwood, Vice-chairperson noted to the County Board that the HRA board had met with Matt and his partners at the October meeting and asked extensive questions at that time. The HRA board deemed it appropriate to use the bond option for this project. Commissioner, Wayne Johnson, asked why the building in Pelican Rapids was dropped off the plans. Matt reported that their decision was based on Section 8 HAP contract timing. Matt stated that Federal Subsidiary timelines are dictating when their interest will refocus on the, Pelican Rapids project. The amortization schedule is stretched over a 30 year span for these buildings. The merits of this project were extensively discussed by the Otter Tail County HRABoard Chairman, Scott Rocholl declared the Public Hearing closed at I :46pm. Ml Robert Bigwood S/ Hazel Hovde Board Resolution No. Ill; granting preliminary approval to issuance of Multi Family Housing Revenue Bonds. A motion was made and seconded with all ayes to approve the Board Resolution No. 111. Ml Robert Bigwood SI Robert Maki The Otter Tail County HRA will need to call a special board meeting. The board decided on 10:30am, November 30, 2015. This will be a stand-alone meeting at the HR.A office for finalizing and approving final documents for the proposed bond issue. Our next regular meeting will be held on Thursday, December 17, 2015 at 10:00 am unless the board feels there is no need for a meeting in December. There being no further business, a motion was made to adjourn the meeting at 1:51 pm. Ml Bob Maki S/ Hazel Hovde Robert Maki, Secretary Date H:\Users\Kim\Minutes\2015 minutes\minuteS'-otc november 2015 -SPECIAL2;1oc OTTER TAIL COUNTY HRA EXPE SES FOR THE MONTH OF OCTOBER, 2015 Bank of the West -Office Rent ILakes Country Service Coop -Health Ins. , ecurity Benefit -Retirement Otter Tail T lcom 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 Americ an Family Insurance Co. Denzel's Regional Waste, Inc. Otter Tail Power Co. Great Plains Gas Co. RTW -Workers Comp. New Horizon Ag Service Home Depot URP URP RHR Daily Journal N.F. Field Abstract Bjorn's Htg & AJC Networks for Hire Mike's Plwnbing I Cline & Larson, P.A. Hazel Hovde cott Rocholl Robert Bigwood Robert Maki Ralph Hammerl&. alaries H:\Users\JEFF\OTC HRA EXPENSES -Oct. 2015 $450.00 $2,100.00 1,200.00 $225.00 $200 .00 $400.00 $150.00 $212.43 $41.87 109.25 135 .56 $386.61 $285.00 $878.86 $88 1.16 $94 .66 $729.96 $53.55 $1,500.00 $51.28 $270.21 $200.00 $40.00 $30.00 $358.51 $170.00 $200.93 $216.09 $289.60 $238.00 $103.75 $88.80 $75.00 $138.25 $132.50 $19,303.37 OTTER TAIL COUNTY HRA EXPENSES FO,R THE MONTH OF NOVEMBER, 2015 • l~I Bank of the West / Office Rent Lakes Country Sl rvice Coop -Health Ins. Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster :MN Benefit Association Ally -Vehicle Lease Mikel Olson -Mileage & Phone J ef:frey 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. Touges Sanitation 1New Horizon Ag Service Home Depot URP URP RHR Pine Plaza TV & Appliance N.F. Field Abstract Hazel Hovde Scott Rocholl Robe1i Bigwood Robert Maki Ralph Hammer.lln Networks for Hire Housing Data Systems 11N. NAHRO Salaries $ H:\Users\JEFF\OTC HRA EXPENSES -Nov. 2015 $450.00 $2,100.00 $1,200.00 $225.00 $200.00 $400.00 $150.00 $135.95 $53.40 $140.30 $122.87 $476 .28 $297.00 $857 .39 $881.16 $84.78 $579.59 $46.22 $88 .00 $85 .59 $21.39 $140.00 $140.00 $59.00 $382.91 $210.00 $103 .75 $88.80 $75.00 $138.25 $132.50 $173.81 $120.00 $200.00 11,516.83 December 17, 2015 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 H:\Users\JEFF\INVESTMENT LISTINGS\2015\invest list otc, Dec. 2015.doc OTTER TAIL COUNTYHRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,608.71 Certificate #210979 Weekly Money $19,840.19 Market Savings Commercial Money $7,044.94 Market $41,181.48 $9,900.02 $74,211.82 $653,384.17 $832.12 INTEREST RATE .05% .05% .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE , . Maturity Renewed Automatic Deposit 09/19/15 03/19/16 Monthly Account ' #9312-004634 Monthly Account #9312015673 " OTTER TAIL COUNTY HRA PUBLIC HOUSING BALANCES TO WRITE OFF DECEMBER 2015 TOTAL: Jeff Gaffaney From; Sent: To: Subject: Jeff Gaffaney <ffhra@prtel.com> Wednesday, November 25, 2015 1:24 PM 'Goldstein, Matthew (Schuett)' RE: Cancelled Bond Issue? Ok ....... thank you ...... our Otter Tail County H RA meetings in 2016 will be 02/18, 04/21, 06/16, 08/18, 10/20, 12/15 From: Goldstein, Matthew (Schuett) [mailto:MGoldstein@schuettcares.com] Sent: Monday, November 23, 2015 10:51 PM To: Nicholas Leonard <nleonard@co.ottertail.mn.us>; 'Jeff Gaffaney1 <ffhra@prtel.com> Subject: HE: Cancelled Bond Issue? Dear Nick and Jeff, After considerable effort, it became clear on Friday that we will be unable to close on the financing to renovate Kaleva Apartments and River Bend Apartments by the end of December as previously planned. Unfortunately, there is insufficient time. to complete all of the closing prerequisites such as the appraisal and market study and the subsequent 42M application review with Minnesota Housing. Even though this delay is disappointing, we along with our funding partners and general contractor remain committed to this viable project. We understand:Stefanie's conclusion that it would be best to cancel the November 30th HRA meeting and postpone the discussion about final bond approval for this project. Please let me know when the 2016 HRA schedule is available so we can discuss the possibility of being on the March agenda. We appreciate'the support that you and your respective boards have shown for the planned renovations at Kaleva Apartments and River Bend Apa~tments. I will stay in touch as we make progress with our fund'ers and general contractor. In the meantime, please don't hesitate to contact me as questions arise. Thank you. Matt Goldstein, AICP, HDFP Vice President of Development 620 Mendelssohn Avenue, Suite 107 I Golden Valley, MN 55427 P 763.541.9199 I F 763.541.4711 mgoldstein@schuettcares.com www .schuettcares.com A Pim:!! U> CoTI !fome From: Galey, Stefanie N.fmailto:Stefanie.Galey@FaegreBD.com] Sent: Monday, November 23, 2015 11:35 AM To: Nicholas Leonard; 'Jeff Gaffaney1; Goldstein, Matthew (Schuett) Subject: RE: Cancelled Bond Issue? 1 2016 CONTRACT FOR PROFESSIONAL SERVICES SECTION 8 VOUCHER PROGRAM THIS AGREEMENT, entered into as of this 9th day of December, 2015, 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. MNl 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 1, 2016, 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 31, 2016, 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 the administrative fee allowed by HUD under the rules and regulations of the Section 8 Housing Choice Voucher Program -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\JEFF\SECT 8 PROFESSIONAL SERVICES -2015.doc 1 r, , "i 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 4. 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, assisting 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 of units 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. 5. 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. 6. Reports. The FF HRA will document all files with information as required by HUD and such files will be available for inspection by the OTC HRA. In addition, the FF HRA stands ready to H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES -20I5.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 this Agreement as of the date first above written. ATTEST: 12-17-2015 SECRETARY DATE ATTEST: 12-9-2015 SECRETARY DATE OTTER TAIL COUNTY HOUSING AND REDEVELOMPENT AUTHORITY BY ---------------- ITS CHAIRPERSON FERGUS FALLS HOUSING AND REDEVELOPMENT AUTHORITY BY 12-17-2015 ---------------- ITS CHAIRPERSON 12-9-2015 H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES -2015.doc 3 \ 2016 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 (MN177, ACC-4109) composed of U units, located in the Cities of Pelican Rapids, Henning, New York Mills and Underwood, Minnesota (hereinafter called the "Project") upon 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 1-1:\Users\JEFF\scrvice agreement -201 S.doc Page I 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, insurance, 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 it_s own, to supplement office property of the PHA furnished and include_d 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 OTCHRA. H:\UsersVEFF\service agreement -2015.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 Jessee 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 of rent 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: I. 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 famil)'. 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. AU collections H:\Users\JEFF\serviCe agreement-·2015.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 financi;il 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 re_nt 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 be correctby the FF HRA. PERSONAL PROPERTY All depreciable property belonging to the OTC HRA and located at the project site shall at all times be under the custody and control ,of the FF HRA. who accepts fu)l 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 exc.eeds $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 tp.e OTC HRA 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 hol)sing residents, and if needed, the referral of tenants to the .proper agency in case of housing-related social problems. ' ROUTINE MAINTENANCE H:\Users\JEFF\service agreement-. 201 S.doc Page 4 of 8 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. Th1:c 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. OTHERCOVERAGE 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, apd 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 • 2015.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 prohibif the insurer from defending any tort claims on the ground of immunity 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 OTCHRA'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; a:nd 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. PREY AILING 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 applicabl~ State or local 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 of he overtime wages required to be paid. H:\Users\JEFF\service.agreement -2015.doc Page 6-of8 The OTC HRA may withhold,. or cause to be withheld, from any monies payable on account ofwork 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 su~h 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 suc;h 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 revie'Yed by theOTCHRA. TIME OF PERFORMANCE The services to be purchased and furnished under this agreement shall commence on January 1, 2016, 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. 2016, 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 el'ect to cancel and terminate this contract at the close of business on the last calendar day of the month by giving to t)ie 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. sh<mld 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 oftitle to the Project of the last property ther~of. 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 tight 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 -·2015.doc Pa~e 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 WITNESS WHEREOF, the parties have affixed their signatures on this 9th day of December, 2015. OTTER TAIL COUNTY HOUSING & REDEVELOPMENT AUTHORITY BY _____________________________ _ Chairperson -12-17-2015 ATTEST ________________________ _ Secretary -12-17-2015 FERGUS FALLS HOUSING & REDEVELOPMENT AUTHORITY BY _____________________________ _ Chairperson -12-9-2015 BY _____________________________ _ Executive Director -12-9-2015 ATTEST ________________________ _ Secretary -12-9-2015 H:\UsersVEFF\service agreement -2015.doc Page 8 of8 2016 CONTRACT FOR PROFESSIONAL SERVICES MINNESOTA HOUSING FINANCE AGENCY "i-IOUSING REHABILITATION PROGRAMS THIS AGREEMENT, entered into as of this 9th day of December, 2015, 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.) WITNESS ETH: WHEREAS , the OTC I-IRA 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 I-IRA 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: 1. 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 1, 2016 to December 31, 2016. 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 I-IRA will document and maintain all files with information as required by MHF A. ATTEST: OTTER TAIL COUNTY HOUSING AND REDEVLOPMENT AUTHORITY 12-17-2015 Secretary Date ATTEST: 12-9-2015 Secretary Date H:\Users\JEFF\MHFA PROFESSIONAL SER VlCES -2015.doc. 2016 BY: _____________ _ ITS: CHAIRPERSON 12-17-2015 FERGUS FALLS HOUSING AND REDEVLOMENT AUTHORITY BY _____________ _ ITS: CHAIRPERSON 12-9-2015 BY _____________ _ ITS: EXECUTIVE DIRECTOR 12-9-2015 CONTRACT FOR PROFESSIONAL SERVICES . OTTER TAIL COUNTY TAX LEVY --~1 HOUSING REHABILITATION PROGRAMS THIS AGREEMENT, entered into as of this 9th day of December, 2015, 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.) WITNESS ETH: 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 run for the period January 1, 2016 to December 31,2016. 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 Program, 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 12-17-2015 Secretary Date ATTEST: 12-9-2015 Secretary Date H:\UsersVEFF\OTC Tax Levy Con_Prof_Ser.doc. 2016 BY: _____________ _ ITS CHAIRPERSON 12-17-2015 FERGUS FALLS HOUSING AND REDEVLOMENT AUTHORITY BY _____________ _ ITS CHAIRPERSON 12-9-2015 BY _____________ _ ITS EXECUTIVE DIRECTOR 12-9-2015 HUB: FO Code: Jari-1'5 F~b,.15 Mar.:.15 Apr-15 M~y-1,5 ·Jun-1? Jtil-15 Aug~ts Sep-15 Oct-15 Nov-15 D~c~ts YTD 5HMIN SK.PH 140 140 140 140 140 140 140 140 140 140 140 1,540 • Cash/Investment Estimated HUD-Held Reserve 108 108 110 114 114 115 116 118 117 114 114 OTTER TAIL COUNTY HRA HA Num: MN177 77.14% 77.14% 78.57% 8 I .43% 81.43% 82.14% 82.86% 0.00% 83.57% 81.43% 81.43% 0.00% $65,594 $25,388 $32,874 $32,057 $32,057 $31,169 $21,722 $31,264 $31,707 $35,803 $35,803 $39,251 $38,562 $362,269 $30,963 94.19% $286.69 $30,954 96.56% $286.61 $31,428 98.04% $285.71 $35,803 114.87% $314.06 $35,081 161.50% $307.73 $36,325 116.19% $315.87 $38,481 121.36% $331.73 $38,562 107.71% $326.80 $35,085 97.99% $299.87 $34,599 88.15% $303.50 $34,931 90.5.8% $306.41 $382;212 105.51% SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM OCTOBER & NOVEMBER, 2015 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/Current Applications 1/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI % 11 10 0 0 1 0 0 2 2 3 62 GD 0 3 5/$2427(Same both Mos.) 0 1; 2 pending 74% (y+d) Section 8 Administrative Plan Interim Recertifications/Reporting Requirements Proposed Changes to be effective January 1, 2016 - Current Policy: Participants are required to report ALL changes and "Change Report Forms" are utilized requiring considerable administrative duties with regard to sending out papenvork, follow-up on income verifications to ensure timely verification of changes. In order to further reduce the administrative burden associated with the current interim policies, we propose adding a section in the Administrative Plan that specifically lists what the reporting requirements for all participants: Voucher Holders and Participants are required to report the following: 1. Changes in family composition A. The birth, adoption or court-awarded custody of a child/children. B. To report to the HRA and request approval to add any other member to the household prior to the member(s) physically moving into the unit. C. To report to the HRA when a family member no longer lives in the assisted unit. 2. Additional sources of income obtained as a result of adding anyone to the household. • 3. Whenever any household member, who previously reported zero income, gains any source of income. - For the changes listed in 1 -3 above, an interim recertification will be conducted and tenant rent will be changed taking into consideration the verified changes. As required by HUD regulation, participants may report a decrease in household income and/or an increase in allowable household expenses. A decrease in household income and/or an increase in allowable household expenses will result in an interim recertification and tenant rent reduced, if appropriate, considering all other policies described under Section 14.2 Interim Recertifications. C14 t' f'"Lt.J + The HRA will not require that any other changes iq1household income be reported, including increases in household income. Tenant rents will be calculated upon admission, upon an interim recertification (if any of the above required changes are reported and -verified) and upon annual recertification. Program OTC Tax Levy -Homeowner (2014} Only TLC Projects Leveraged w/SCDP Projects TOTAL 2014 OTC Tax levy -Homeowner (2015) Only TLC Projects Leveraged w/SCDP Projects TOTAL 2015 OTC Tax Levy -Rental (2014-2015} SCDP: Pelican Rapids SCDP : Battle Lake SCD P: New York Mills SCDP : Fergus Falls (20 homes) SCDP: Rothsay/Elizabeth (8 homes) SCDP -Preliminary Proposals I" MHFA Deferred Loans -Phase XVI II Otter Tail County HRA Rehabilitation Projects Update December 17, 2015 Applications Approved Denied 13 N/A N/A 13 N/A N/A 26 0 14 6 0 0 14 6 5 3 1 1 1 1 0 0 9 5 5 2 0 1 0 1 2 0 0 0 1 0 Proceed Inspected Issued Complete 13 13 12 13 13 13 26 26 25 6 4 1 0 0 0 6 4 1 3 3 3 1 1 0 1 0 0 0 0 0 5 "Z--,.,r 0 2 0 0 '"Henning -1) homes ..4 .. c.omm ercial, 5 rent-single, 14 rent-multi for a total request of $997,570.00 c Dalton'-omes, 4 commercial, 1 rent-single, 12 rent-multi, and Public Facility (City Sewer) for a total request of $3,687,040.00 6 4 1 5 /./ A ..- f OTTER TAIL CO TY PUBLIC HO SING F AlvfIL Y UNITS BOARD REPORT 13 Family units October 2015 Rents Payable . 3,214.00 Rents Collected $3,283.00 Late Fees Char ed $ 80.00 Late Fees Collected $ 80.00 Late Fees Outstanding $ 0.00 ELI Percenta e 100% Waiting List 2 Bedroom 39 3 Bedroom 20 4 Bedroom 6 3-~,... --:c-tJ .\,-\.r -:-:, Vet~ \-i.\~t I, r H:\Users\?am\Board Reports\OT Counry -Board Report.doc (2) OTTER TAIL O TY PUBLIC HOUSING FAWLYUNITS BOARD REPORT 13 Family units November 2015 Rents Pa able Rents Collected Late F es Charged Late Fees Collect d $ 107.20 (3 Late Fees Outstand.in ELI Percentage 100% Waiting List 2 Bedroom 28 3 Bedroom 20 4 Bedroom 4