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HomeMy WebLinkAboutHousing & Redevelopment Authority - HRA Support Documents 2016 Supporting Documents -HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 0 """..,,.,.. OPPOJIITVNllY 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 T : FROM: DATE: BJECT: LO SU RE: MEMO Boa rd of Direc tors, Otter Ta il Coun ty HR Jeffrey Ga ffoney, Exec utive Di rec tor F bruary I 0, 201 6 Mee tin g to be held Thursdav, Fe bru ary 18, 201 6 at 10:00 a.m. at th e HRA Office, ·11 51 Frib erg Ave nu e, Fe rgu s Fa ll , M , 56537 Regular Minutes of Decembe r 17, 201 5 Meetin g AGEN DA I. perso n -Ca ll Meet ing to Ord r 2. pp al of Minutes 3. Executi~e o· ect r A. 20 16 nu al H RA Ap po in tments and Des ignati ons ~R Board Office r for Fi ca l Yea r 20 16 b':" yl_R A Lega l Pu bli cation fo r Fi ca l Year 20 16 c~RA Depos itories for Fisca l Year 20 16 . d~~RA Lega l Coun el fo r Fisca l Yea r 20 16 / ?~RA Board Mem ber Per Di em fo r Fi ca l Year 20 16 I. RA Mi leage Reimbursement Rate for Fisca l Year 20 16 . HRA Onicial Boa rd Meeting Schedu l for Fiscal Yea r 20 16 B. 1ini stration Expen c -Dece mbe r 2015 an d Jan uary 20 16 C. vc t ent Li ting D. 20 MHFA MN Cit ies Parti cipati on Program App licati on E. 1erry Bruckner, Attorney W M . Lega l A id ervice , Regardi ng Di puted Otter Ta il Co. H RA Publ ic Housing Tena nt Secu rity Deposit Refun d F. ;z.qtP G.e, +;:-J ..4-• ..,J 4. Rehab pec iali t -Mik el Olson ~-+-\-t-4 ~-,:tp.,.J Ir-~ A. Tax Levy pdatc B. Tax Levy Ren tal Upd ate C. SC DP Upd ate -All Citic' D. MH FA Upd ate 5. Hou ing dministrator -Ma ry Jo chwarz A. Otter Ta il Co unt y Section Update 6. Hou in g Man ager -Pam Mint en A. Pu bl ic Hous ing Up date PL EA SE CA LL IF YOU ARE UNA BL E TO A TTEND! The Otter Tail County HRA Board of Commissioners met in a regular meeting on, December 17, 20 15 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 Ralph Hemmerlin Scott Rochol I, Chairperson OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Pam Minten Mikel Olson Scott Rocholl, Chairperson called the meeting to order. ABSENT Hazel Hovde Tanya Westra A motion was made and seconded to approve the minutes with one change from the November 10, 2015 special meeting held at the Government Services Building. M/Bob Maki SI Robert Bigwood The administrative expenses were reviewed for the months of October, 2015 and November, 2015. A motion was made and seconded with all ayes to approve the expenses. M/ Robert Bigwood S/ Bob Malci The Investment Listing was reviewed; one certificate was renewed in September and the only changes were the balances in the various checking and savings accounts as of December 17, 2015. Jeffrey reported that a portion of the Otter Tail County Tax Levy money will be used on future rehab projects and approximately $300,000.00 will be transferred into a 6-month C.D. for a better interest rate. Jeffrey reported the Public Housing Accounts Receivables balance is zero as of December 31, 2015. Jeffrey gave an update on the purposed Multi-Family Housing Revenue Bond by Schuett Companies. Matthew Goldstein informed all involved that the closing on Kaleva Apartments and River Bend Apartments will not happen before the end of December 1, 2015. He made it clear that the funding partners and the general contractor are still fully committed. This delay is a result of insufficient time to conduct appraisals, market studies and the subsequent application review. Jeffrey reported that the Annual Administrative Contract updates with the Otter Tail County HRA are necessary for the following contracts; Section 8 Voucher Program, Low Rent Public Housing Program, MHF A Rehab Programs and Otter Tail County Tax Levy Program. Section 8 Voucher Program: the only change is to extend the performance dates from January 1, 2016 through December 31, 2016. Ml Robert Bigwood H:\Users\KIM\Minutes\2015 minutes\minutes -otc december 201 5.doc S/ Ralph Hemmerlin Public Housing: the only change is to extend the performance dates from January 1, 2016 through December 31, 2016. Ml Robert Bigwood S/ Ralph Hemmerlin MHFA Rehab Programs: the only change is to extend the performance dates from January 1, 2016 through December 31, 2016. Ml Robert Bigwood S/ Ralph Hemmerlin OTC Tax Levy Programs: the only change is to extend the performance dates from January 1, 2016 through December 31, 2016. Ml Robert Bigwood S/ Ralph Hemmerlin Mikel Olson, Rehab Specialist reported on the Otter Tail County Homeowner Tax Levy 2014 program. TLC Projects only: 13 applications have been received, 13 have been inspected, 1 is 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: 26 applications have been received, 26 have been inspected, 26 are in progress and 25 are complete. Otter Tail County Homeowner Tax Levy 2015 program. TLC Projects only: 14 applications have been received, 6 have been approved, 1 has been denied, 6 have been inspected, 4 are in progress and 1 is complete. Otter Tail County Tax Levy 2014-2015 Rental Program has received 5 applications, 3 have been approved, 2 were denied, 3 have been inspected, 3 are in progress, and 3 are complete. SCDP Program Update; DEED responded by email December 16, 2015 stating that Henning Preliminary Proposal is marginally competitive. Mikel is investigating why Dalton's preliminary proposal was not deemed marginally competitive; since it appeared more competitive that Henning' s. Pelican Rapids SCDP Commercial Program update, 1 application has been received, 1 has been approved, none were denied, 1 has been inspected; 1 ·is in progress and none are completed. Battle Lake SCDP Commercial Program update, 1 application has been received, 1 has been approved, none were denied, 1 has been inspected; none are in progress and none are completed. New York Mills SCDP Program update, no applications have been received, none have been approved, none were denied, none have been inspected; none are in progress and none are completed. • Fergus Falls SCDP Homeowner Program update, 9 homeowner applications have been received, five have been approved, 1 was denied, 5 have been inspected; 1 is in progress and none are complete. Rothsay/Elizabeth SCDP Homeowner Program update, 5 homeowner applications have been received, two have been approved, none have been denied, 2 have been inspected; none are in progress or complete. H:\Users\KIM\Minutes\2015 minutes\minutes -otc december 2015.doc 2 ' , . MHF A Defened Loan Program; six applications have been received, 4 have been approved, 1 has been denied, 5 have been inspected, and none are complete. Mikel discussed changes he would like to see made to the Rent Rehab policy. Changes discussed with the board were items that came up in the application process of a project in New York Mills. The project is a vacant building that could potentially be renovated into a 14 unit rental with possible work force housing. Mikel reported that he has spoken with Jeremey from DEED specifically about work force housing. Jeffrey noted that a new Housing Study will be available for the board 's review at the next board meeting and that the study will indicate where the need really is. The board requested to see the proposed policy changes in writing and submitted with the agenda for February's regular meeting. Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 for the months of October and November, 2015 . The month of October had 114 leased and HAPS totaling $34,599.00. In November there were 114 leased and HAPS totaling $34,931.00. A summary of activity for these two months was; 11 annual re-certifications and 10 interim re- certifications. Two participants ended participation, two are in shop mode and there are 3 new admissions. There are 62 families on the waiting list. There were 28 vouchers issued and 12 applications in process. There are no port-ins pending and three port-outs pending. There were 5 ports out paid totaling $2,427.00. There were no ports received. The ELI percentage was 74%. A policy change was proposed for the Agency Plan, and to be effective January 1, 2016. The proposed changes were regarding the Interim and Reporting Requirements Policy. A motion was made and seconded with all ayes to approve the changes to the Interim and Reporting Requirements Policy with one minor change to Item #3 regarding reporting requirements. Ml Robert Bigwood SI Bob Maki Pam Minten, Housing Manager, reported that rents payable for Public Housing for October 2015 were $3,214.00 and $3,283.00 was collected. There was $80.00 in late fees charged and $80.00 was collected. There were 39 applicants on the 2-bedroom public housing waiting list, 20 applicants on the 3-bedroom waiting list and 6 on the 4-bedroom waiting list. EU was 100%. In November 2015 rents payable totaled $2,969.00 and $3,610.00 was collected. There was $107.20 in late fees charged and collected. There were 28 applicants on the 2-bedroom public housing waiting list, 20 applicants on the 3-bedroom waiting list and 4 on the 4-bedroom waiting list. A tenant is moving out of a 3 bedroom unit in Henning on December 31 , 2015 and the new family will be moving in mid-January 2016. ELI was 100%. Pam reported that an Informal Hearing was requested by a past tenant and was held at the HRA office on December 8, 2015 . The past tenant was represented by Mrs. Bruckner from Legal Aid. The tenants request for the hearing was due to a discrepancy of charges for damage done to the unit as a result of excessive cigarette smoke. Pam is waiting for a ruling from the Hearing Officer. Our next meeting will be held on Thursday, February 18, 2016 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11 :20 am. H:\Users\KlM\Minutes\2015 rninutes\rninutes -otc decernber 2015.doc J ,.., Ml Bob Maki SI Robert Bigwood Robert Maki, Secretary Date H:\Users\KJM\Minutes\2015 minutes\minutes -otc december 201S.doc 4 0 1:QVA..►IUU!s,I>,< OPPOf'll'U",IIT Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority HRA Office 11 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4 706 Hhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 Otter Tail County HRA 2016 Appointments & Designations 1. HRA Board Officers: 2. " .) . 4. 5. 6. 7. Chairperson Vice Chairperson Secretary Legal Publication: Depository: (Banks) HRA Legal Counsel: HRA Board Member Per Diems: Amount/Meeting Current IRS Mileage Rate Pro12osed HRA Meeting chedule: See Attachment $ $ [;~ Q!J ~{'( Jo-~ Se~ .. r~5. ~ .... ,l G\~\A&-LA,~t> ~ 7 5"~ 0 0 .51 A+\~ H:\Use~EFF\OTC board app & de .doc 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 Sh ridan Ave Fergus Falls MN 56537 218-739-9498 2016 CURRENT OTTER TAIL COUNTY HRA BOARD OFFICERS: 1. CHAIRPERSON -SCOTT ROCHOLL 2. VICE CHAIRPERSON -ROBERT BIGWOOD 3. SECRETARY-ROBERT MAKI 2016 CURRENT LEGAL PUBLICATION: 1. FERGUS FALLS DAILY JOURNAL -FERGUS FALLS 2016 CURRENT BANK DEPOSITORIES: 1. SECURITY STATE BANK -FERGUS FALLS 2016 CURRENT LEGAL COUNSEL: 1. CLINE LARSON JENSEN -FERGUS FALLS 2016 HRA BOARD MEMBER PER DIEMS: 1. CURRENTLY -$75.00 PER MEETING 2016 HRA MILEAGE REIMBURSEMENT RATE: 1. CURRENTLY -.54/MILE 2016 OFFICIAL MEETING SCHEDULE: SEE ATTACHED SCHEDULE ======~-----Providing Housing Opportunities , 201 6 Standard Mileage Rates for Business, Medical and Moving Announced filIRS News Essentials What's Hot 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 2016 Standard Mileage Rates for Business, Medical and Moving Announced IR-2015-137, Dec.17, 2015 WASHINGTON -The Internal Revenue Service today issued the 2016 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, 2016, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be: 54 cents per mile for business miles driven, down from 57.5 cents for 2015 19 cents per mile driven for medical or moving purposes, down from 23 cents for 2015 14 cents per mile driven in service of charitable organizations The business mileage rate decreased 3.5 cents per mile and the medical, and moving expense rates decrease 4 cents per mile from the 2015 rates. The charitable rate is based on statute. The standard mileage rate for business is based on an annual study of the fixed and variable costs of operating an automobile. The rate for medical and moving purposes is based on the variable costs. Taxpayers always have the option of calculating the actual costs of using their vehicle rather than using the standard mileage rates. A taxpayer may not use the business standard mileage rate for a vehicle after using any depreciation method under the Modified Accelerated Cost Recovery System (MACRS) or after claiming a Section 179 deduction for that vehicle. In addition, the business standard mileage rate cannot be used for more than four vehicles used simultaneously. These and other requirements for a taxpayer to use a standard mileage rate to calculate the amount of a deductible business, moving, medical or charitable expense are In Rev. Proc 2010-51. Notice ~ contains the standard mileage rates, the amount a taxpayer must use in calculating reductions to basis for depreciation taken under the business standard mileage rate, and the maximum standard automobile cost that a taxpayer may use in computing the allowance under a fixed and variable rate plan, Follow IRS on New Media Subscribe to IRS Newswire Page Last Reviewed or Updated: 17-Dec-2015 Page 1 of 1 https://www.irs.gov/uac/Newsroom/2016-Standard-Mileage-Rates-for-Business-Medical-a... 1/11/2016 Otter Tail County HRA 2016 Scheduled Board Meetings February 18th, 2016 10:00 A.M. April 21 st, 2016 10:00 A.M. June 16th, 2016 10:00 A.M. August 18th, 2016 10:00 A.M. October 20th , 2016 10:00 A.M. December 15th, 2016 10:00 A.M. H:\Users\JEFF\otc scheduled mee1ings doc OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF DECEMBER, 2015 Bank ofthe West -Office Rent Lakes Country Service Coop -Health Ins. 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 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. Home Depot New Horizon Ag Service Waste Management of MN URP URP RHR Ballard Sanitation N.F. Field Abstract Mike's Plumbing and Htg. Mark Gaworski -Accounting Fees Networks for Hire Housing Data Systems A-1 Lock & Key Scott Rocholl Robert Bigwood Robert Maki Ralph Hemmerlin Corey F eigum -Painting Salaries H:\Users\.JEFF\OTC HRA EXPENSES -December 2015 $450.00 $2,100.00 $1,200.00 $225.00 $200.00 $400.00 $150.00 $270.78 $67.19 $127.08 $137.16 $440.47 $285.00 $690.34 $987.75 $84.78 $467.75 $87.89 $241.05 $80.11 $106.82 $140.00 $60.00 $79.00 $118.70 $170.00 $74.00 • $700.00 $200.00 $1,500.00 $342.93 $88.80 $75.00 $138.25 $132.50 $1,304.00 $11,614.31 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JANUARY 2016 Bank of the West -Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ NIN 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 Co. $ New Horizon Ag Service $ URP $ URP $ RHR $ Networks for Hire $ N.F. Field Abstract $ Pine Plaza TV and Appliance $ Culligan Water Co. $ Derrick's Carpet Cleaning $ Sherwin Williams Paint $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES Jan 2016 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 200.82 69.71 154.44 127.13 548.63 285.00 591.45 987.75 101.24 395.83 118.21 44.00 95.10 140.00 60.00 104.00 150;00 255.00 48.52 50.00 125.00 214.05 12,347.52 February 18, 2016 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fergus Falls Security State Bank OTC Tax Fergus Falls Levy SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHF A-:-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account H:\UsersVEFF\INVESTMENTLISTINGS\20 I 5\invest list ate -Feb. 2016.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,608.71 Certificate #210979 Money Market 300,000.00' Certificate #215353 Weekly Money $19,843.57 Market Savings Commercial Money $7,045.54 Market $58,243.83 $6,840.01 $24,626.66 $292, I 04.68 $832.14 INTEREST RATE .05% .25% .05% .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Deposit 09/19/15 03/19/16 Maturity Purchased Automatic Deposit 12/28/15 06/28/16 Monthly Account #9312-004634 Monthly Account #9312015673 ... ■IJ l!I■ Ii■ Minnesota Housing-- Finance Agency Minnesota Housing 2016 Minnesota City Participation Program (MCPP) Application Minnesota Housing must receive your application by email on January 15, 2016 c!t 5:00 p.m. Please provide all the information below. Agency to~tact Information Name: OTTER TAIL COUNTY HRA contact Person: JEFFREY GAFFANEY Address: 1151 FRIBERG AVENUE City: FERGUS FALLS State: MN Zip:_5_6_5_37 ________ _ Phone#: 218-739-3249 E-Mail: ffrha@prtel.com Admi,nistrative Information Deity D City HRA ~ County~ E~A D Port Authority 1. Check the agency type: D Multi-County HRA: Receive single allocation for all counties within your jurisdiction D Multi-County HRA: Receive individual allocation for each county in your jurisdiction D Other public body authorized by a statutory or home rule charter City 2. List the legal name(s) of all cities and counties where the funds will be utilized: ENTIRE COUNTY OF OTTER TAIL 3. Check the box below to confirm this statement: D MCPP helps the community meet an identified housing need and the program is economically viable. 'f)looes your City (or County} have down payment or other assistance? [8J Yes D No ¥arketiri¢ Support ... :--= -'' Minnesota Housing will connect you to our approved lenders and help you market this opportunity to homebuyers in your community. Please check all marketing resources you would like to utilize: !gj Marketing Materials ~ Press release/newsletter template ~ Social media templates Signafur~ ,, ~ -. ·- Provide authorized signature(s) from the orga lication includin rinted or typewritten name, title and phone number Scan original and email to Sandy.Ajasa@state.mn.us. Name (Print) Tltle JEFFREY GAFFANEY EXECUTIVE DIRECTOR Contact Phone Number ~JI--73ij-3 Z'-11 Program and Contact Information Minnesota Statute sets Borrower Income Limits and House Purchase Price limits. Minnesota Housing makes final determinations of the total amount of program funds available and individual allotments (in compliance with a per capita distribution method specified in statute). Questions about MCPP and this application can be directed to Nicola Viana at (651)297-9510 or Nicola.Viana@state.mn.us Minnesota Housing I 400,Sibley, Suite 300, St. Paul, MN 55101 I 651.297.8215 I 800.710.8871 2015.11.04 BATTLE LAKE MN 56515 December 16, 2015 Fergus Falls HRA Attn: Pam Minten 1151 Friberg Ave Fergus Falls Mn 56537 Dear Pam, This letter is being sent in regard to the informal hearing that I served as a hear(.[lg officer on December 15, 2015. I was presented with documentation from the Housing Authority showing charges incurred because of smoking related damages. The Housing Authority was fair in the charges that they requested from the tenant,•••• Even though it was not a non-smoking unit for the bulk of the time-•91ived in the unit, damages were incurred because of the smoking. representative Ms. Sherry Brucker, argued that the damages are normal wear and tear for a smoking unit and requested that the charges incurred were not the responsibility of the former tenant. Considering the evidence presented, it is my determination that both and the Housing Authority have valid grievances and that the charges incurred should be split equally by both parties. The security deposit of $150.00and inter haJ��ffirh\ed by HRA and utility bill to City Of Henning in the amou Respectfully, Ann Christensen· .. ... cc Sherry Bruckner must pay the unpaid RECEIVED OEC 1 8 2015 ���fli��,�\ffi! ttWA est s ~ 11,l~~l,;.I V it;.U· \ LEGAL S~RVICES OF"N,ORTIIWEST MINNESOTA_ JAN o· s 2016 • • 426 Broadway St. ALEXANDRIA, MINNESOTA56308 g'.H~~~~·\"l~. An.ne Hoefgen, Director --~ January 6, 2016 Phone (320) 762-c0663 Toll Free 1-800-450-2552 FAX (320) 762,0740 E-mail: 1egalaid@1snm1aw.org www.Isnmlaw.org Counties Served: Douglas Grant OtterTail l'ope Stevens 1'raverse Wagena FERGUS-FALLS/OTTER TAIL COUNTY HRA • ATTN JEFF GAFFANEY 1151 FRIBERG AVE FERGUS FALLS MN 56537 Dear Mr .• Gaffaney: -· ---.. , -----·-· .; -----·--.... -... __,- Please consider this an appeal of the Hearlrig Officer's Decision. Please either reverse the hearing officer's decision· and/or schedule this rTI~tter for review by the Board of Commissioners. My clientagrees that she owes the final utility bill to the city of Henning .. ·My 1,.mderstanding is that the bill totaled $203.32;.however, •••was entitled to a credit of $150 for hersecurity deposit, plus $27.97 in security deposit interest for a •. totaj of $177.97. This would leave her owing $25.35, which I am-advising her to pay as soon as she is able. Rle?se provide me a copy .ofthat b]ll at your earllest convenience. -disputes a IL other charges. As you know, she resided_ in the premises for -14 years .. She did not causEl damage b-eyorid wear and tear. She lived in a unit. tintw1:viuya-'1="1:i;ipglas a Pope Ccuint!Qs thatallowed smoking anq certainly smoke in a unit causes a ce·rtain wear and tec:1r; however, she did not caLJse wear ano tear beyond what wouid b\3; caused in ·a-• , normal ·smoking unit. I am attaching an Order and Judgment from McCloud County in which the Court addressed th,is very issue. Throughout her tenanyy there W?re no complaints regarding the way in which she kept the apartment. Even the maintenance man testified the apartment was left in a clean condition. The hearing. officer's approa·ch to the hearing also raises concerns; The decision doe$· not state the specific basis for the conclusion reached. The officer deemed what she thought was equitable presumably based upon her experience. Main Office: 1015 7thAvenueNorth • P.O.Box838 MOORHEAD,·MINNESOTA.56561-0838 Phone (218) 233-8585 Toll Free 1-800450-8585 FAX (218) 233-8586 E-mail: lega1aid@Isn.mlaw.org 215 4th St. NW • P.O. Box 1883 BEMIDJI, MINNESOTA 56619-1883 Phone (218) 751-9201 Toll Free 1-800-450-.9201 FAX (218) 751·9217 E-mail; 1ega1aid@Isnmlaw.org .. J •. FERGUS FALLS/OTTER TAIL COUNTY HRA ATTN JEFF GAFFANEY January 6, 2016 Page2 At the hearing, the officer in this case specifically noted that she knew what smoke damaged apartments were like based on her work in the apartment management field. This not only leads to an appearance of partiality, it also suggests that ·evidence of the officer's experience outside of the evidence presented at hearing was used in making the decision in this case. I certainly understand that it is difficult to find hearing officers. However, this is not. the first time that hearing officers used by Otter Tail County/Fergus Falls HRA have i;ippeared biased and also have failed to make specific findings of fact as required by the Federal regulations. I would be happy to meet with you to further address these concerns. It is my expectation that HRA will provide neutral hearing officers who appear and conduct themselves in an impartial manner. Proper training needs to be provided to those who agree to serve as hearing officers. I have · spoken with Ms. Schwarz in the past about using hearing officers using neutral tone setting opening statement that explains the process. I would be happy to· . work with your office to create a program to provide training for hearing officers. Please also note tha~provided snow removal and lawn care for the premises. While the lease does state this was her obligation, the lease does not comply with Minnesota Statute Section 504B.161: Subd. 2.Tenant maintenance. The landlord or licensor may agree with. the tenant or licensee that the tenant or licensee is to perform specified repairs or maintenance, but only if the agreement is supported by adequate consideration and set forth in a conspicuous writing. No such agreement, however, may·waivetl'1e provisions of subdivision 1 or relieve the landlord or licensor of the duty to maintain common areas of the premises. (emphasis added). Accordingly, she should bot have been liable for the costs of completing lawn. care and snow removal. Again, the hearing officer's decision is contrary to state and federal law and should be reversed. We respectfully request that any charges for repairs to the premises be reversed, as they did not result from damage beyond ordinary wear and tear. \ FERGUS FALLS/OTTER TAIL COUNTY HRA ATTN JEFF GAFFANEY January 6, 2016 Page 3 I look·forward to your prompt respo_nse. Thank you for your prompf attention and consideration. Sincerely, ~~-U&~,,;:) Sherry 1fruckner Attorney at Law SB/mk 2016 Capital Fund Capital Fund Program (CFP) Amendment To The Consolidated Annual Contributions Contract form HUD-53012 U.S. Department of Housing and Urban Development Office of Public and Indian Housing Whereas, (Public Housing Au1hotity) OTTER TAIL COUNTY HRA MN1TT (herein called the 'PHA") and the Un~ed States of America, Secretary of Housing and Urban Development (herein called "HUD") entered into Consolidated Annual Contributions Contract(s)ACC(s) Numbers(s) C-4109 da1ed 3/511980 Whereas, HUD has agreed to provide CFP assistance, upon execution of this Amendmen1, !o the PHA in the amount to be specified below for the purpose of assisting the PHA In cariying out development, captlal and management activities at existing public housing projects In order to ensure that such projects continue to be available to serve low-Income families. HUD reserves the righ110 provide additional CFP assistance in this FY lo the PHA. HUD will provide a revised ACC Amendment authorizing such additional amounts, $ $20,273.00 for Flscal Year 2016 to be referred to under Capital Fund Grant Number MN46P17750116 PHA Tax Identification Number (TIN): On File DUNS Number: On File Whereas, HUD and the PHA are entering into the CFP Amendment Number ____________________ _ Now Therefore, the ACC(s) Is (are) amended as follows: 1. The ACC(s) Is (are) amended lo provide CFP assistance In the amount specified above for development. capital and management activities of PHA projects. This CFP Amendmenl Is a part of the ACC(s). 2. The PHA must carry out all development, capital and management activities In acc~rdance with the United States Housing Act of 1937 (the Act), 24 CFR Part 905 (the Capital Fund Final rule) published at 78 Fed. Reg. 63748 (Oclober 24, 2013), as well as other appllcable HUD requirements, except that the limitation in secUon 9(g)(1) of the Act Is Increased such that of the amount of CFP assistance provided for under this CFP amendment only, the PHA may use no more than 25 percent for activlties that are eligible under section 9(e) of the Act only if the PHA's HUD-approved Five Year Action Plan provides for such use; however, if the PHA owns or operates Jess than 250 publlc housing dwelling unlls, such PHA may continue lo use the full flexlblllty In section 9(g)(2) of the Act. 3, The PHAhas a HUD-approved Capital Fund Five Year Action Plan and has complied with the requirements for reporting on open grants through the Pelformance and Evaluation Report. The PHA musl comply with 24 CFR 905.300 of the Capital Fund Final rule regarding amendment of the Five Year Action Plan where Iha PHA proposes a Significant Amendment to the Capilal Fund Five Year AcUon Plan, 4. For cases where HUD has approved a Capital Fund Financing Amendment to the ACC, HUD will deduct Iha payment for amortization scheduled payments from the grant Immediately on Iha effective date of this CFP Amendment. The payment of CFP funds due per the amortization scheduled will be made directly to a designated trustee within 3 days of the due date, 5. Unless othelwise provided, the 24 month time period in which the PHA must obligate this CFP assistance pursuant to sectlon 9(1)(1) of the Act and 48 month Ume period In which the PHA must expend this CFP assistance pursuanl to sectlon 9(1)(5) of the Act starts with the effective dale of this CFP amendmeni (the date on which CFP assistance becomes available to the PHA lor obligation), Any additional CFP assistance this FY will start with the same effective date. 6. Subfect to the provisions of the ACC(s) and paragraph 3, and to assist in development, capital and management activities, HUD agrees lo disburse to the PHA or the designated trustee from time to time as needed up to the amount of the funding assistance specified herein. 7, The PHA shall conUnue to operate each public housing project as low• income housing In compliance wllh the ACC(s), as amended, the Act and all HUD regulations for a period of twenty years after the last disbursement of Cl:P assistance for modemlzetlon activities for each publ!c housing project or portion thereof and for a period of forty years after lhe lasl distribution of CFP assistance for development actlvlfies for each public housing project and for a period of ten years folJoWing the last payment of assistance from the OperaUng Fund to each public housing project. However, the provisions of Sectlon 7 of the ACC shall remain in effect for so long as HUD determines there Is any outstanding Indebtedness of the P:HA to HUD which arose In connecton wllh any public housing project(s) under lha ACC::(s) and which Is not eligible for forgiveness, and provided further that, no disposition of any project covered by this amendment shall occor unless approved by HUD. 8. The PHA will accept all CFP assistance provided for this FY. If the PHA does not comply with any of Its obligations under this CFP Amendment and does not have Its Annual PHA Plan approved within the period specified by HUD, HUD shall Impose such penalties or take such remedial action as provided by law. HUD may direct the PHA la tenninate all work described in the Capital Fund Annual Statement of the Annual PHA Plan. In such case, the PHA shall only Incur additional costs with HUD approval. 9, Implementation or use of funding assistance provided under this CFP Amendment Is s~t to the attached corrective action order(s). (mark one) : LJ Yes D No 10, The PHA is required to repor1 In Iha lormat and frequency established by HUD on all open Capital Fund grants awarded, Including information on the Installation of energy conservation measures. 11. If CFP assistance Is provided for activities authorized pursuant to agreements between HUD and the PHA under the Rental Assistance Demonstration Program, the PHA shall follow such applicable statutory authorities and all applicable HUD regulations and requirements. For total convecylon of public housing projects, lhe provisions of Sectlon 7 of the ACC shall remain In effect for so long as HUD delermtnes there Is any outstanding Indebtedness of the PHA lo HUD which arose in connectlon with any public housing projects(s) un.der the ACC(s) end which ls not eligible for forgiveness, and provided furtt,er that, no dlsposltlon or conversion of any pubUc housing project covered by these terms and conditions shall occur unless approved by HUD. For parl/al conv,wslon. the PHA shall continue to operate each non-converted public housing project as low.Income housing In accordance with paragraph 7. 12, CFP assistance provided as an Emergency grant or a Safety and Security grant shall be subject lo a 12 month obligation and 24 month expenditure Ume period. CFP assistance provided as a Natural Disaster grant shall be subject to a 24 monlh obligation and 48 month expenditure time pedod. The start date shall be the date on which such funding becomes available to the PHA for obligation. The PHA must record the Declaration(s) of Trust within 60 days of the eftectlve date or HUD will recapture the funds. The parties have executed this CFP Amendment, and It wlll be effective on 4/13/2016. This Is the date on which CFP assistance becomes available to the PHA for obligation. U.S. Department of Housing and Urban Development PHA (Executive Director or authorized agent) By Date: By Date: Trtle Title Previous versions obsolete arm 2003 HUB: 5HMIN FO Code: SK.PH Jan-15 140 108 Feb-15 140 108 Mar-15 140 I JO A,pr-15 140 114 May-15 140 114 Jun-15 l40 115 Jul-15 140 116 Aug-15 140 l 18 Sep-15 140 117 Oct-15 140 114 ov-15 140 Dec-15 140 YTD 1,680 Cash/ln vestment Estimated HUD-Held Reserve OTTER TAIL COUNTY HRA HA um: 77.14% 77.14% 78.57% 81.43% 81.43% 82.14% 82.86% 84.28% 83.57% MN177 $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 ft,49,662 , $411,931 $30,963 94.19% $286.69 $30,954 96.56% $286.61 $3 1,428 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 $3 0 $3 , 62 ,053 HUB: FO Code: Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 5HMIN 5KPH 140 140 Cash/Investment Estimated HUD-Held Reserve 118 118 OTTER TAIL COUNTY HRA HA Num: MN177 84.29% $35,787 $36,663 102.45% $310.70 84.29% $35,787 $36,663 102.45% $310.70 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM DECEMBER, 2015 & JANUARY, 2016 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 % 17 15 0 0 2 1 0 61 26 9 0 3 4/$2344; 5/$2513 ..?f)n ding ,~, Program OTC Tax Levy -Homeowner (2016) Only TLC Projects Leveraged w/ SCDP Projects TOTAL2016 OTC Tax Levy -Rental SCDP: Pelican Rapids SCDP: Battle Lake SCDP: New York Mills SCDP: Fergus Falls (20 homes) SCDP: Rothsay/Elizabeth (8 homes) SCDP -Preliminary Proposals MHFA Deferred Loans-2016 2015 Economic Development 2016 Economic Development HRA Revolving Rent Rehab Loan Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update February 18, 2016 Applications Approved Denied. Inspected 10 7 1 3 2 2 0 1 12 9 1 4 I 0 0 0 0 1 1 0 1 1 1 0 1 0 0 0 0 16 8 2 5 20 4 3 4 Henning -full application due February 25, 2016 5 ' 2 1 2 17 15 2 15 4 2 0 0 30 29 1 29 Proceed Issued Complete 0 0 1 0 1 0 0 0 1 0 1 0 0 0 2 0 2 0 2 0 15 12 0 0 29 29 --- OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units December 2015 Rents Payable $3,055.00 Rents Collected $2,394.00 Late Fees Charged $ lJ1,.,,.A15o (1) Late Fees Collected $ 42.00 (2) Late Fees Outstanding $ 0.00 ELI Percentage 100% Vacancies: Henning Duplex -move out 12-31-15 -working on applicants Waiting List 2 Bedroom 25 3 Bedroom 14 4 Bedroom 4 H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units January 2016 Rents Payable $2,957.00 Rents Collected $2,407.00 Late Fees Charged $ 56.00 (3) Late Fees Collected $ 34.00 (3) 7 :'\ Late Fees Outstanding $22.00 'ci) --c-___,, ELI Percentage ( IOO% .. ) '--_/ Vacancies: Henning Duplex -move out 12-31-15 -move in 1-8-16 Waiting List 2 Bedroom 23 3 Bedroom 18 4 Bedroom 6 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority MEMO: TO: Otter Tail County HRA Board From: Jeffrey Gaffaney, Executive Director Subject: June/2016 HRA Meeting Date Changed HRA Board Members, 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 Just wanted to let you know we have changed the date of our June meeting from Thursday, June 16th @ 10:00 a.m. to the week before Thursday, June 9th, @ 10:00 a.m. Please give me a call if this change does not work for you. Thank you, Jeffrey Gaffaney Executive Director _____________ Providing Housing Opportunities ____________ _ HRA Office 1151 Friberg Ave Fergus Fa lls MN 56537 218-739-3249 0 .,.,,._..,_. 0PPDR''UJ'U1Y 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: FR M: DATE : S BJ -CT: ENCLOS URE : MEMO Board or· Directors. OLter Ta i I County 1-1 RA Jeffrey Gaffaney, Executi ve I irector April 14, 2016 Meeting to be held Thursday, April 21, 2016 at 10:00 a.m . at the HR Office, 1151 Friberg Aven ue, Fergus Fall , MN , 56537 Regul ar Minur.es or Febru ary 18, 2016 Meeting Section 8 Policy Cha nges Public Hou. ing Policy Chan ge Public Hou ing Fl at Rent Changes AGENDA I 1erson -all M ee ting to Order 2 ~pp va l of Minwes 3. Ex utivc Director ,,✓.' /4 ministrali _n .· penses -February 20 16 and M arch 2016 s(' r/.., tment L 1 tm g Cap ital Fund Pro gram -Re elution o. 11 2 D Fisca l Audit -April 18-20 E. ecllon 8 and Publ ic Housing Pol icy Chang s 4. Reh~ pecia li t -Mikel Olson A/_I;t-ix Levy Upda te B!'°~T.": Levy Rental Update C. DP Upd ate -All ities D.i l-FA Update £~ to--~ 5. Hou • 1g Aclmini trator -Mary Jo Schwarz A. tt • Tail Co unty Section 8 pdate 6. Hous· g Manager -Pam Minten A ubl ic Housi ng Update Pl EASE CALL IF YOU ARE U ABLE TO ATTEND! I1:\U ers\JEFF\AGE 1DA OTC 4-I-1-20 I6.duc J•~~~ I oJ_I Prov,amg Housing Opportunities The Otter T!lil County HRA Board of Commissioners met in a regular meeting on, February 18, 2016 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Robert Maki, Secretary Hazel Hovde Ralph Hemmerlin Scott Rocholl, Chairperson OTHERS PRESENT Jeffrey Gaffaney Kelli Drayton Kim Scheer Mikel Olson Pam Minten Sherry Bruckner J.J. Cline ABSENT Tanya Westra Mary Jo Schwarz Robert Bigwood Scott Rocholl, Chairperson caUed the meeting to order. A motion was made and seconded to approve the minutes from the December 17, 2015 regular meeting. Ml Hazel Hovde SIB.ob Maki Jeffrey stated that this meeting is the annual meeting for 2016 thus appointments and• designations for the upcoming year need to be.made. A motion w~s made and sec_onded with all ayes to designate Scott Ro_choll as Chairperson. Ml Hazel Hovde S/ Ralph Hemmerlin A motion was.made and seconded with all ayes to designate Robert Bigwood as Vice Chairperson. Ml Bob Maki S/ Ralph Hemmerlin A motion was made and seconded with all ayes to designate Bob Maki as Secretary. Ml Hazel Hovde • S/ Ralph Hemmerlin A motion was made and seconded with all ayes that the Fergus Falls Daily Journal remains the legal publication for the year 2016. , Ml Hazel Hovde S/BobMaki A motion was made and seconded with all ayes to designate Security State Bank, in Fergus Falls as depository for the year 2016. Ml Hazel Hovde , S/Ralph Hemmerlin A motion was made and seconded with all ayes to appoint the legal firm of Cline, Larsen & P.A. for the year 2016'. M/Hazel Hovde S/BobMaki Per. di ems for the HRA board members are paid at maximum of $75 .00 per meeting, according to State Statute. A motion was made and seconded with all ayes that the per dierris remain at $75.00 for the year 2016. H:\Users\K.IM\Minutes\2016 minutes\minutes -otc february 2016.doc I Ml Hazel Hovde SI Ralph Hemmerlin The mileage reimbursement rate currently approved by the IRS is .54 cents per mile. A motion was made and seconded with all ayes to decrease the mileage reimbursement to .54 cents per mile for 2016. M/Bob Maki SI Hazel Hovde The board meeting schedule for the upcoming year was reviewed. A motion was made and seconded with all ayes to approve the schedule as presented for the year 2016. All meeting times are at 10:00 a.m. at the HRA office. Ml Bob Maki SI Hazel Hovde The administrative expenses were reviewed for the months of December, 2015 and January, 2016. A motion was made and seconded with all ayes to approve the expenses. Ml Hazel Hovde SI Ralph Hemmerlin The Investment Listing was reviewed. The only changes were the balances of the checking and savings accounts as of February 18, 2016. An application for the 2016 MHFA MN Cities Participation Program was submitted. In April, MHFA will announce to participants how much money will be received. Current competitive interest rates available at banks make this program not as useful as it used to be. The HRA has intentions of advertising this program more this year. This money is for first time homebuyers, or people who have not owned a home in the past three years. 2016 Capital Fund program update, the HRA will be rece1vmg $20,273.00 from HUD for general maintenance on the HRA owned properties countywide. The funds will be deposited in the Public Housing General Operating account. The Otter Tail County HRA Fiscal Audit is scheduled for April 18-20, 2016. Jeffrey introduced Attorney, Sherry Bruckner from Legal Services of Northwest Minnesota. Ms. Bruckner's attendance at this meeting is due to a disputed Otter Tail Co. HRA Public Housing tenant security deposit refund. Ms. Bruckner's client is a past HRA tenant that lived in a smoke friendly unit for 14 years. The Otter Tail County HRA asked the tenant for payment for the replacement of several items that were damaged due to heavy smoking. There was an Informal Hearing held, and the hearing officer requested that the HRA split the cost with the tenant. Ms. Bruckner disagrees with the Hearing Officer's decision and believes the hearing officer should not have offered a solution. The tenant is also raising the issue that Minnesota Law disputes the HRA's policy of making tenants of public housing duplexes responsible for their own snow removal and lawn care. Ms. Bruckner stated that they are not asking for reimbursement for the years of lawn maintenance and snow removal; but raising awareness. Attorney, J.J. Cline, introduced himself to the board as the representative for the Otter Tail County HRA. Mr. Cline clarified the requests made to the board by Ms. Bruckner and stated that action is not necessary H:\Users\KIM\Minutes\2016 minutes\mfoutes-otc february 2016.doc 2 ._"" b:i:_ the board. The boards options today would be to agree or disagree with the hearing officer, or modify the Hearing Officer's decision, or lastly the board could send the issue back to the Hearing Officer. Mr. Cline's recommendation to the board members was to not take any action today. Mr. Cline reminded the board members that all evidence that was heard at the hearing was not present today, so he is also concerned about public/private data issues. Ms. Bruckner then read what all of the charges to the tenant were for. Ms. Bruckner disagreed with Mr. Cline and asked the board to take action today. Legal Services asked the board to reverse the Hearing Officers decision.' The board than asked both Mr. Cline and Ms. Bruckner several questions. Jeffrey spoke briefly to the board regarding the Minnesota Statute of Maintenance in terms of snow removal and lawn care. Jeffrey discussed this statute with over 20 HRA Directors in our surrounding area, and it is understood the same by all. It is permissible to ask a tenant to be responsible for lawn care and snow removal who is residing in a family duplex; and the statute being referred to deals with public areas of public housing properties. A motion was made and seconded with all ayes to affirm the hearing officer's decision. Ml Hazel Hovde SI Ralph Hemmerlin Mikel Olson, Rehab Specialist reported on the Otter Tail County Homeowner Tax Levy 2016 program. TLC Projects only: 10 applications have been received, 7 have been approved, 1 has been denied, 3 have been inspected, none are in progress and none are complete. Projects leveraged with SCDP: 2 applications have been received, 2 have been approved, none were denied, 1 has been inspected, and none are complete. A total of the projects are: 12 applications have been received, 9 have been approved, 1 has been denied, 4 have been inspected, 1 is in progress and none are complete. Otter Tail County Tax Levy 2014-2015 Rental Program has had no activity. Pelican Rapids SCDP Commercial Program update, 1 application has been received, 1 has been approved, none were denied, 1 has been inspected; 1 is in progress and none are completed. Battle Lake SCDP Commercial Program update, 1 application has been received, 1 has been approved, none were denied, 1 has been inspected; one is in progress and none are completed. New York Mills SCDP Program has had no activity. Fergus Falls SCDP Homeowner Program update, 16 homeowner applications have been receive_d, 8 have been approved, 2 were denied, 5 have been inspected; 2 are in progress and none are complete. Rothsay/Elizabeth SCDP Homeowner Program update, 20 homeowner applications have been received, 4 have been approved, 3 have been denied, 4 have been inspected; 2 are in progress and none are complete. Update on the SCDP Preliminary Proposal for Henning, the full application is due by February 25, 2016. H:\Users\KIM\Minutes\2016 minutes\minutes ~ ate february 2016.doc 3 MHF A Deferred Loan Program; 5 applications have been received, 2 have been approved, 1 has been denied, 2 have been inspected, 2 are in progress, and none are complete. Updates were given.on the 2015 and 2016 Economic Development program. HRA Revolving Rent Rehab Loan update, 30 applications have been received, 29 have been approved, 1 was denied, 29 have been inspected; 29 are in progress and 29 are completed. Mikel and Jeffrey briefly discussed news from Vergas, MN. Due to the new casino being built in 2017 on Star Lake, the City of Vergas is asking for someone to build a 12 unit building for the contractors .during its construction phase. The building would likely be converted into a hotel for the Casino in the future. Kelli Drayton, Housing Specialist, reported on the Otter Tail County Section 8 program for the months of December and January, 2016. The month of December had 116 leased and HAPS totaling $36,562.00. In January there were 118 leased and HAPS totaling $36,663.00. A summary of activity for these two months was; 17 annual re"certifications and 15 interim re" certifications. Four participants ended participation, one is in shop mode and there are 8 new admissions. There are 61 families on the waiting list. There were 26 vouchers issued and 9 applications in process. There are no ports"in pending and three ports"out pending. There were 5 ports out paid totaling $2,513.00. There were no ports received. The ELI percentage was 100%. Jeffrey also noted that there are a lot of applicants that currently have vouchers. The main obstacle that applicants are facing is no available units. Pam Minten, Housing Manager, reported that rents payable for Public Housing for December 2015 were $3,055.00 and $2,394.00 was collected. There was $4.00 in late fees charged and $42.00 was collected. There were 25 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. ELI was I 00%. Pam is working on applicants for the Henning unit that gave notice for December 31, 2015. In January 2016 rents payable totaled $2,957.00 and $2,407.00 was collected. There was $56.00 in late fees charged and $34.00 collected. There was also $22.00 in outstanding late fees. There were 23 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. A tenant is moved out of a 3 bedroom unit in Henning on December 31, 2015 and the new family moved in January 8, 2016. ELI was 100%. Inspections are next week. Our next meeting will be held on Thursday, April 21, 2016 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11 :20 am. M/BobMaki S/ Ralph Hemmerlin Robert Maki, Secretary Date H:\Users\KIM\Minutes\20 I 6 minutes\minutes -otc february 2016.doc 4 .• OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF FEBRUARY 2016 Bank o_ftqe West-Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom '$ U.S. Postmaster $ :MN Benefit .Association $ Ally -Vehicle Lease $ Mikel Olson -Mileage & Phone $ Jeffrey Gaffaney -Mileage $ Mary Jo Schwarz -Mileage $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Denzel's Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ • Toutges Sanitation Co. $ New Horizon Ag Service $ Home Depot $ URP $ URP $ URP $ The Schiff Group $ N .F. Field Abstract $ Mark Gaworski -Accounting Fees $ Housing Data Systems $ RuQport International $· RTW Workers Comp. $ Scott· Rocholl $ Hazel Hovde $ Robert Maki $ Ralph Hemmerlin $ Salaries $ H:\UsersUEFF\OTC HRA EXPENSES Jan 2016 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 234.84 49.80 113.94 123.66 589.91 309.00 1,053.45 987.75 91.37 750.21 106~70 48.00 87.25 12.91 140.00 60.00 100.00 100.00 85.00 2,025.00 120.00 204.00 750.00 87.96 1·02.00 134.40 129.00 12,549.19 .. OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF MARCH 2016 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. $ OtterTail Power Co. $ Great Plains Gas Co. $ Toutges Sanitation Co. $ New Horizon Ag Service $ Home Depot $ URP $ URP $ URP $ Otter Tail Co. Treasurer $ N.F. Field Abstract $ Ballard Sanitation $ RHR $ Rupport International $ Pelican Plumbing $ Vin_co Electric Co. $ Cline, Larson, Jensen P.A. $ Wast_e ManagemeI).t $ Pine PlaZa Appliances MN.NARRO $ Community Partners Research, Inc. Salaries $ •H:\Users\JEFF\OTC HRA EXPENSES mar 20~6 450.00 2,100.00 l,200.00 225.00 200.00 400.00 150.00 173.82 36.14 208.44 127.14 476.99 29L00 799.58 987.75 91.37 739.95 116.87 48.00 113.15 277.21 140.00 100.00 100.00 1,168.09 255.00 118.70 H7.00 334.00 823.24 365.14 660.00 105.31 97.04 200.00 14,950.00 12,188.12 April, 21; 2016 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fergus Falls Security State Bank OTC Tax Fergus Falls LevY SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account MHF A-Loan Account NOW Account Otter Tail County Tax Levy NOW Account MHFA-HOME Account NOW Account . H:\Users\JEFF\INVESTMENT LISTINGS\2016\invest list otc-Apr. 2016.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market . $6,610.36 Certificate. #210979 Money Market 300,000.00 Certificate #215353 Weekly Money $19,846.84 Market Savings Commercial Money $7,046.35 Market $35,692.61 $10,875.86 $4,105.06 $226,480.62 $832.16. INTEREST RATE .10% .25% :05% .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity . Renewed Automatic Deposit 03/19/16 09/19/16 Maturity Purchased Automatic Deposit 12/28/15 06/28/16 Monthly Account #9312-004634 Monthly Account #9312015673 .RESOLUTION No. 112 Whereas, the Board of Commissioners of the Housing and Redevelopment Authority of Otter Tail County, Minnesota (hereinafter referred to a~ OTC HRA) has --- reviewed the proposed 2016 Capital Fund Program Budget and the 2016-2020 Five Year Action Plan; Now, therefore be it resolved by the Board of Commissioners of the OTC HRA that the 2016 Capital Fund Program Budget and the 2016-2020 Five-Year Action Plan be and hereby are adopted. SIGNED: ~ f. ~.«/ • Scott ~Rocholl, Chairperson, Otter Tail County HRA Board t2d2211½. Ce-· Robert Maki, Secretary, Otter Tail County HRA Board April 21, 2016 H:\Users\JEFF\Resolution 112-county.doc 'I Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part I: Summary PHA Name: Otter Tail County HRA Grant Type and Number Capital Fund Program Grant No: MN46Pl775011 6 Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant ['.gl Original Annual Statement D Reserve for Disasters/Emergencies D Performance and Evaluation Re1iort for Period Ending: U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 06/30/2017 FFY of Grant: 2016 FFY of Grant Approval: D Revised Annual Statement (revision no: ) D Final Pcriormancc and Evaluation Report Line Summary by Development Account Total Estimated Cost Total Actual Cost ' I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Oril!inal Total non-CFP Funds 1406 Operations (may not exceed 20% of line 21) J 20,273 . 1408 Management Improvements 1410 Administration (may not exceed l 0% of line 21 ) 1411 Audit 1415 Liquidated Damages 1430 Fees and Costs 1440 Site Acquisition 1450 Site Improvement 1460 Dwelling Structures 1465.1 Dwelling Equipment-Nonexpendable 14 70 Non-dwelling Structures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495. l Relocation Costs 1499 Development Activities• 1 To be completed for the Performance and Evaluation Repott. 'To be completed for the Petformance and Evaluation Report or a Revised Annual Statement. 3 PHAs with under 250 units in management may use 100% ofCFP Grants for operations. 4 RHF funds shall be included here. Page 1 Revised' Obligated Expended form 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 : Summary PHA Name: Grant Type and umber Otter Tail County HRA Capital Fund Program Grant No: MN46Pl7750! 16 Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant ~ Original Annual tatement D Reserve for Disa ters/Emergencies D Perfo rmance and Evaluation Report for Period Ending: Line Summary by Development Account 18a 1501 Collateralization or Debt Service paid by the PHA l8ba 9000 Collateralization or Debt Service paid Via System of Direct Payment 19 l 502 Contingency (may roe exceed 8% of line 20) Original 20 Amount of Annual Grant::. (sum of lines 2 -19) 20,273 . 21 Amount of line 20 Related to LBP Activities 22 Amount of line 20 Related to Section 504 Activities 23 Amount of line 20 Related to Security -Soft Costs 24 Amount of line 20 Related to Security -Hard Costs 25 Amount of line 20 Related to Energy Conservatio.n M7 ures Signature of Executiv~·ector y ~ Date 02-22-2016 " / -~- N , ----I .. ' ' 'To be completed for the Pe1formance and Evaluation Repo11. Total Estimated Cost U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 06/30/2017 FFY of Grant: 2016 FFY of Grant Approval: D Revised Annual tatement (revision no: ) D Fin al Performance and Evaluation Report Total Actual Cost ' Revised 2 Obligated Expended I Signature of Public H ou ing Director Date 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. Page 2 form HUD-50075.1 (07/201 4) apita l und Program-•ive-e::1 r tion Plan Work Statemen t for ~ Work tatement for Y ,:FY 2017 ---- Devel opment 'Quan Lily urnbcr/Name General Description or a·or Work Cate ories !Bid•. lacernent HAW HA W Re )lace Gara •e Doors H w Subtotal of Estimated ost O,t-k., ~ l Co. p~,~ +\-sj ' U. •. Ocpanmcnt of Mo using and rban Oevelop m nt· • lfo:c uf' Public and Indian H ou ing • pi res 08/30n 00J 1 - Work Statement for Y ar "0 I FFY 2018 Estimated Cost D velopment uantity Estimated Cost Number/Name General Description or Ma'or Work Cate ories MN 177001 5,000 Plumbin HAW 5,000 4,500 Roors I Bid.,_ 5,000 5,000 Electrical HAW 5,000 5,000 Gara 1c Door 0 eners HAW 4,500 tt, OU 19.500 PageJof6 form H 0 -50075.2 (4/2008) Capital Fund Program-Five-Year Action Plan Work Statemen t for Year I FFY 20 16 Work Statement l'or Y. • Deve lopment umber/ ame General Description or Major Work Categories Smoke Detectors HVAC .EFY 20 19 ---~ ' Quantity I Biel HAW HAW HAW Subtotal of Estimated Cost Estimated Cosl 5,000 5,000 4,500 5,0 00 $19,500 Page 4 of6 "\ U.S. Department of I-lousing and Urban Ocvclopmcnl' •• Work Statement for FFY 2020 Development N urn ber/Name Genera l Description of Major Work Cate ories MN 177001 Cabinetr .Entry Door Lock S stem A liances Roofs Doors Quantity Of'nce of Public and Indian Housing Expires 08/ 0/200 I l • Estimated Cost HAW 4,000 HAW 5,000 HAW 5,000 I Bid r. 5,500 HAW 3,000 Subtotal of Estimated Cost $19,500 form HUD-50075.2 (4/2008) 2016 Section 8 Administrative Plan -Annual Update 9.2 B)9 -~elncludes ~tuition" in first paragraph: "See Definition of Tuition in Glossary" 15.0 Termination of Assistance (For the paragraphs above, 24 CFR 982.552©(2)(i) through (iv) provides "Consideration of Circumstances" in determining whether to deny assistance.) ~est record, alone, will not serve as sufficient evidence of criminal activity that can support a termination decision. Before the Housing Authority terminates the assistance of an individual or household on the basis of criminal activity by a household member or guest, it will determine that the relevant individual actually engaged in such activity. An arrest record can tri gger an inquiry into whether there is sufficient evidence to determine that a person engaged in disqualifying criminal activity, but is not itself evidence on which to base a determination. The Housing Authority can utilize other evidence, such as police reports detailing the circumstances of arrest, witness statements, and other relevant documentation to assist them in making a determination that disqualifying conduct occurred. Reliable evidence of a conviction for criminal conduct that would disqualify an individual fo r tenancy may also be the basis for determining that the disqualifying conduct in fact occurred. If the Housing Authority proposes to terminate assistance for criminal activity as shown by a criminal record, the Housing Authority will notify the household of the proposed action to be based on the information and must provide the person with the criminal record (i.e. the family member) and head of household with a copy of the criminal record and an opportunity to dispute the accuracy and relevance of that record, in accordance with the procedures established for the Informal Hearing for Participants. The household will have ten ( 10) working days to dispute the accuracy and relevance of the record, in writing. 17.0 Termination of Lease and HAP Contract Termination of Lease By Owner: Add, at end of first paragraph: Arrests alone are not sufficient evidence of criminal activity. An arrest record, alone, will not serve as sufficient evidence of criminal activity that can support an eviction decision. Before an owner denies admission to or evicts an individual or household on the basis of criminal activity by a household member or guest, it will determine that the relevant individual actually engaged in such activity. 2016 Section 8 Administrative Plan -Annual Update An arrest record can trigger an inquiry into whether there is sufficient evidence to determine that a person engaged in disqualifying criminal activity, but is not itself evidence on which to base a determination. An owner can utilize other evidence, such as police reports detailing the circumstances of arrest, witness statements, and other relevant documentation to assist them in making a determination that disqualifying conduct occurred. Reliable evidence of a conviction for criminal conduct that would disqualify an individual for tenancy may also be the basis for determining that the disqualifying conduct in fact occurred. Glossary Corrections and Additions: Currently engaging @ rrests alone are not sufficient evidence of criminal activity. Tuition: Tuition: The amount of tuition and required fees covering a full academic year most frequently charged to students. These values represent what a typical student would be charged and may not be the same for all students at an institution. If tuition is charged on a per-credit- hour basis, the average full-time credit hour load for an entire academic year is used to estimate average tuition. Required fees include all fixed sum charges that are required of a large proportion of all students. The student who does not pay the charges is an exception. Verification of tuition and fees can be obtained from the student's bill or annual statement, by contacting the bursar's office, or from the school's website. Examples of required fees include, but are not limited to, writing and science lab fees and fees specific to the student's major or program (i.e., nursing program). Expenses related to attending an institution of higher education must not be included as tuition. Examples of these expenses include, but are not limited to, room and board, books, supplies, meal plans, transportation and parking, student health insurance plans, and other non-fixed sum charges. Violent criminal activ~ests alone are not sufficient evidence of criminal activity. cD~, '\'e.....-l ~~ -Public ;Housing ACOP (Admissions and Continued Occupancy Policy) and LEASE PROPOSED CHANGES April 2016: POLICY CHANGES: 1.0 FAIRHOUSING .... No inquires shall be made about a person's sexual orientation or gender identity. However, the Fergus Falls HRA may inquire about a person's sex in order to determine the number of bedrooms a household may be eligible for under the occupancy standards or to accurately com lete HUD's 50058 ..... 8.4 GROUNDS FOR DENIAL The Fergus Falls Housing Authority is not required or obligated to assist families where aQplicants or members of the applicant's household applicant's vmo: F. Have a history of criminal activity by any household member involving crimes of physical violence against persons or property and any other criminal activity including drug-related criminal activity that would adversely affect the health, safety, or well being of other tenants or staff or cause damage to the property. or the purpose of this Policy, if any member of the applicant family has been convicted at least one (1) time within the prior twelve (12) month period for this purpose, they will be determined to have engaged in criminal activity, drug-related criminal activity or violent criminal activity ..... eing a victim of domestic violence, dating violence, or stalking is not an appropriate basis for aenial of program assistance or for denial of admission, if the applicant otherwise qualifies for assistance or admission. The Authority will require verification in all cases where an applicant claims protection against an action proposed to be taken by the Authority involving such individual. Types of acceptable verifications are outlined in Section 20.2B of the ACOP, and must be submitted within 14 business days after recei t of the Housing Authority's written re uest for verification. R. Denied for Life: If any family member has been convicted of manufacturing or producing methan1phetamine (speed) in assisted housing a ublic housing develo ment, in a Section 8 assisted property, or on the premises of other federally assisted housing. In determining whether to deny admission for illegal drug use by a household member who is no longer engaging in such abuse, or for abuse or a pattern of abuse of alcohol by a household member who is no longer engaging in such abuse, the Fergus Falls Housing Authority may consider whether such household member: 1. Is participating in a supervised drug or alcohol rehabilitation program; 2. Has successfully completed a supervised drug or alcohol rehabilitation program; or 3. Has othe1wise been successfully rehabilitated. I For this purpose, Fergus Falls Housing Authority will require the applicant to submit evidence of the household member's current participation in, or successful completion of, a supervised drug or alcohol rehabilitation program or evidence of otherwise having been rehabilitated successfully. For denying an admission based on any criminal activity, an arrest record, alone, will not serve as sufficient evidence of criminal activity that can support an adverse admission decision. Before the Fergus Falls Housing Authority denies admission to an individual or household on the basis of criminal activity by a household member or guest, it will determine that the relevant individual actually engaged in such activity. arrest record can trigger an inquiry into whether there is sufficient evidence to determine that a 1 erson engaged in disqualifying criminal activity, but is not itself evidence on which to base a determination. The Fergus Falls Housing Authority can utilize other evidence, such as police re12orts detailing the circumstances of the arrest, witness statements, and other relevant documentation to assist them in making a determination that disqualifying conduct occurred. Reliable evidence of a conviction for criminal conduct that would disqualify an individual for tenancy may also be the basis for determining that the disqualifying conduct in fact occurred. Before the Fergus Falls Housing Authority denies admission to the Fergus Falls Housing Authority's public housing program on the basis of a criminal record, the Fergus Falls Housing Authority must notify the household of the proposed action and must provide the person with the criminal record (i.e., a child) and the applicant (head of household) with a copy of the criminal record and an opportunity to dispute the accuracy and relevance of that record. The applicant will have 5 business days to dispute the accuracy and relevance of the record in writing. 1fthe Fergus Falls Housing Authority does not receive the dispute within the allotted time, the applicant will be denied. 11.2 ANNUAL INCOME Annual income does not include the following amounts specified in the federal regulations currently found in 24 CFR 5.609: H. The amounts received from the following programs: 14. Amounts specifically excluded by any other Federal statute from consideration as income for purposes of determining eligibility or benefits. These exclusions include: h. Amounts of scholarships funded under title IV of the Higher Education Act of 1965 (20 U.S.C. 1070), including awards under Federal work-study program or under the Bureau of Indian Affairs student assistance programs (20 U.S.C. 1087uu); See definition of Tuition in Glossary; Any allowance paid under the provisions of 38 U.S.C. 1883© to children of Vietnam veterans born with spina bifida (38 U.S.C. 1802-05), children of women Vietnam veterans born with certain birth defects (38 U.S.C. 1811-16), an children of certain Korean service veterans born with spina bifida (38 U.S.C. 1821); change p to q, q tor, r to s, s tot, u to v, v tow. 13.4 The Flat Rent x. Any amounts in an "individual development account" as provided by the Assets or Independence Act, as amended in 2002 Pub. L. 107-110, 42 U.S.C. o04(h)(4)); y. Per capita payment made from the proceeds of Indian Tribal Trust Cases as described in PH Notice 2013-30 "Exclusion from Income of Payments under ecert Tribal Trust Settlements" (25 U.S.C. l l 7b(a2); and change wto z The Fergus Falls Housing Authority has set a flat rent for each public housing unit. The flat rent is determined annual, based on the market rental value of the unit using one of the following three o tions: A. Option One: The Fergus Falls Housing Authority will establish a flat rent for each public housing unit that is no less than 80 ercent of the a Ii cable Fair Market Rent (FMR) as determined under 24 CFR part 888, subpart A; B. Option Two: No less than 80 percent of an applicable small area FMR (SAFMR) or unadjusted rent1, if applicable, as determined by HUD, or any successor determination, that more accurately reflects local market conditions and is based on an applicable market area that is geographically smaller than the applicable market area used in the first paragraph of this section. If HUD has not determined an, applicable SAFMR or unadjusted rent1, the Fergus Falls Housing Authority will rely on the applicable FMR under the first option or may apply for an exception flat rent under the third option. o other smaller geographical FMRs will be allowed by HUD; (See footnote I for HUD's definitio of "unadjusted rent" as relates to Flat Rent requirements); C. Option Three: The Fergus Falls Housing Authority may request, and HUD may approve, on a case- by-case basis, a flat rent that is lower than the amounts in O tions One or Two of this section, subject to the following re uirements: l. The Fergus Falls Housing Authority must submit a market analysis of the applicable market. 2. The Fergus Falls Housing Authority must demonstrate, based on the market analysis, that the proposed flat rent is a reasonable rent in comparison to rent for other comparable unassisted nits, based on the location, quality, size, unit type, and age of the public housing unit and an amenities, housing services, maintenance, and utilities to be rovided by the PHA in accordance ith the lease. ,' B. All requests for exception flat rents under this option must be submitted to HUD. The Fergus Falls Housing Authority will not implement Option Three prior to receiving HUD's writte approval. A new market analysis and anew HUD written a roval is re uired every year. The option chosen to establish the required flat rent will be the sole decision of the Fergus Falls Housing Authority. here is no utility allowance for families paying a flat rent because the Fergus Falls Housing Authority has already factored who pays for the utilities into the flat rent calculation. If the resident pays their own utilities, the calculated flat rent shall be reduced by a reasonable utility allowance based on an energy-conservative household of modest circumstances. nnually, no later than 90 days after issuance of new FMRs or SAFMRs by HUD, the Fergus Falls Housing Authority will compare the current flat rent amount to the applicable FMR and SAFMR/unadjusted rent1. If the flat rent is at least 80 percent of the lower of the FMR or SAFMR/unadjusted rent, the Fergus Falls Housing • . J Authority is in compliance with the law, and no further steps are necessary. If the flat rent is less than 80 percent of the lower of the FMR and SAFMR, the Fergus Falls Housing Authority will adj ust the flat rents at no less than 80 percent of the lower of the FMR or SAFMR/unadjusted rent 1, subject to the utilities adjustment required for tenant-paid utilities, or the Fergus Falls Housing Authority may request an exception flat rent pursuant to Option Three, as described above. Revised fl at rents will become effective for all families admitted after the flat rent is changed or at the lease renewal for an existing resident. s for flat rent phase-ins, previous regulations in PIH Notice 2014-1 2 and the subsequent FAQ's, HUD provided flexibility to PHAs to phase in all flat rent increases over a three-year period, including those increases that were 35 percent or less. However, the FY 2015 Appropriations Act provides the Fergus Falls Housing Authority additional flexibility to establish flat rents at lower amounts, thereby eliminating the need for the three-year phase-in of flat ren~ increases that are 35 percent or less. Therefore, the only flat rent increases that will be phased-in are those where a family's rent will increase by more than 35 percent. Agencies that began phase-ins for families with rent increases at 35 percent or less last year shall follow the actions outlined below at the family's next annual rent option: On a case-by-case basis, at the family's next annual rent option, compare the updated flat rent amount applicable to the unit to the rent that was being paid by the family immediately prior to the annual rent option; Jf the updated flat rent amount would not increase a family's rental payment by more than 35 percent, th family may choose to pay either the u dated flat rent amount or the previously calculated income-based rent; If the agency determines that the updated flat rent amount would increase a household's rental payment by more than 35 percent, the family may choose to pay the phased-in flat rent amount resulting from the fl at rent impact analysis or the previously calculated income-based rent. Affected families will be given a 30-day notice of any rent change. Adjustments are applied at the end of the annual lease (for more information on flat rents, see Section 15.3). he Fergus Falls Housing Authority will post the flat rents at each of the developments and at the central office. Flat rents are incorporated in this policy upon approval by the Board of Commissioners. In doing so, it considered the size and type of the unit, as well as its age, condition, amenities, services, and neighborhood. The Fergus Falls Housing l ... uthority determined the market value of the unit and set the rent at the market value. The 2014 Appropriations Act requires Public Housing Authorities to establish flat rents at no less than 80% of the area fair market rent (Fl\4R). The amount of the flat rent ,vill be reevaluated annually and adjustments applied. ,A.effected families v,tj.11 be given a 30 calendar day notice of any rent change. Adjustments are applied at the end of the annual lease (for more information on flat rents, see Section 15.3). The Fergus Falls Housing Authority 1.vill post the flat rents at each of the developments and at the central office. Flat rents are incorporated in this policy upon approval by the Board of Commissioners. There is no utility allowance for a family paying a flat rent because the Fergus Falls HRA has already factored who pays for the utilities into the flat rent calculation. 17.1 Unitinspections The Fergus Falls Housing Authority will inspect each Family public housing unit and each Riverview Heights Highrise unit no less than three times one time per year to ensure that each unit meets the Fergus Falls Housing Authority's housing standards. Work orders will be submitted and completed to correct any deficiencies. 20.2 TERMINATION BY THE HOUSING AUTHORITY The Fergus Falls Housing Authority will terminate the lease for serious or repeated violations of material lease terms. Such violations include but are not limited to the fo llowing: R. Criminal activity as shown by a criminal record. In such cases the Fergus Falls Housing Authority will notify the household of the proposed action to be based on the information and will provide-the subject of4he record and the tenant with a copy of the criminal record before the Fergus Falls Housing i\uthority grievance hearing or court trial concerning the termination of teaancy or eviction. The tenant will be given an opportunity to dispute the accuracy and relevance of that record in the grievance hearing or court trial ..... .. . . . . . In deciding to terminate a tenancy for criminal activity or alcohol abuse, the Fergus Falls Housing Authority will require a leaseholder to exclude a household member in order to continue to reside in the assisted unit, where that household member has participated in or been culpable for an action or failure to act that warrants the termination. In deciding to terminate a tenancy for illegal drug use or a pattern of illegal drug use by a household member who is no longer engaging in such use, or for abuse or a pattern of abuse of alcohol by a household member who is no longer engaging in such abuse, the Fergus Falls Housing Authority may consider whether such household member: 1. Is participating in a supervised drug or alcohol rehabilitation program; 2. Has successfully completed a supervised drug or alcohol rehabilitation program; 3. Has otherwise been successfully rehabilitated. For this purpose, Fergus Falls Housing Authority may require the leaseholder to submit evidence of one of the above 3 statements. In deciding whether to exercise their discretion to terminate an individual or household that has engaged in criminal activity, the Fergus Falls Hous ing Authority will consider all of the circumstances relevant to the particular admission or eviction decision including but not limited to: the seriousness of the offending action; the effect that eviction of the entire househo ld would have on family members not involved in the criminal activity; and the extent to whi ch the leaseholder has taken all reasonable steps to prevent or mitigate the criminal activity. An arrest record, alone, will not serve as sufficient evidence of criminal activity that can support an adverse termination, or eviction decision. Before the Fergus Falls Housing Authority evicts an individual or household on the basis of criminal acti vity by a household member or guest, it will dete1mine that the relevant individual actually engaged in such activi ty. An arrest record can trigger an inguiry into whether there is sufficient evidence to determine that ~ person engaged in disqualifying criminal activity, but is not itself evidence on which to base a determination. The Fergus Falls Housing Authority can utilize other evidence, such as police reports detailing the circumstances of the arrest, witness statements, and other relevant documentation to assist them in making a determination that dis ualifying conduct occurred. Reliable evidence of a conviction, for criminal conduct that wo uld disqualify an individual for tenancy may also be the basis for determining that the disqualifying conduct in fact occurred. I . l If the Fergus Falls Housing Authority roposes to tem1inate assistance on the basis of a criminal record, the Housing Authority will notify the household of the proposed action to be based on the information and will provide the subject of the record and the tenant with a copy of the criminal record before the J lousing, Authority grievance hearing or court trial concerning the termination of tenancy or eviction. The tenant will be given an opportunity to dispute the accuracy and relevance of that record in the grievance hearing or court trial. The family will have ten (10) business days to dispute the accuracy and relevance of the record in writing. If the Housing Authority does not receive the dispute within the allotted time, the family wi ll be terminated. GLOSSARY Covered Person: For purposes of the anti-drug provisions of this policy, a covered person is a tenant, any member of the tenant's household, a guest or another erson under the tenant's control. Currently Engaging In: With respect to behavior such as illegal use of a drug, other drug-related criminal activity, or other criminal activity, currently engaging in means that the individual has engaged in the behavior recently enough to justify a reasonable belief that the individual's behavior is cunent. Arrests alone are not sufficient evidence of criminal activity. Elderly/Disabled Family Allowance: For elderly families, an allowance of $400 is deducted from the household's annual income in determining adj usted annual income. Jlomeless (as defined for 50058 reporting purposes): An individual or family who lacks a fixed, regular, an~ adequate nighttime residence, meaning: Or a. An individual or family with a primary ni ghttime residence that is a public or private place not designed for or ordinarily used as a regular sleeping accommodation for hwnan beings, including a car, park, abandoned building, bus or train station, airport, or camping ground; or b. An individual or family living in a supervised publicly or privately operated shelter designed to provide temporary living arrangements (including congregate shelters, transitional housing, and hotels and motels paid for by charitable organizations or by federal, state, or local government programs for low-income individuals); or c. An individual who is exiting an institution where he or she resided for 90 days or less and who resides in an emergency shelter or place not meant for human habitation immediately before entering that institution. Any individual or family who: a. Is fleeing, or is attempting to flee, domestic violence, dating violence, sexual assault, stalking, or other dangerous or life-threatening conditions that relate to violence against the individual or a family member, including a child, that has either taken place within the individual's or family's primary nighttime residence or has made the individual or family afraid to return to their nighttime residence; and b. Has no other residence; and c. Lacks the resources or support networks, e.g. family, friends, and faith-based or other social networks, to obtain other ermanent housing. aw Enforcement Agency: The National Crime Infonnati on Center (NCIC), police de artments and other law enforcement agencies that hold criminal conviction records. Other persons under the tenant's control: For the purpose of the definition of covered person it means the person, although not staying as a guest (as defined in this section) in the unit, is, or was at the time of the activity in question, on the premises (as premises is defined in the section) because of an invitation from the tenant or other member of the household who has express or implied authority to so consent on behalf of the tenant. Absent evidence to the contrary, a person temporarily and infrequently on the premises solely for legitimate commercial purposes is not under the tenant's control. Premises: For the purpose of the anti-drug provisions of the policy it means the building or complex or development in which the public or assisted housing dwelling unit is located including common areas and grounds. Tuition: The amount of tuition and required fees covering a fu ll academic year most frequently charged to students. These values represent what a typical student would be charged and may not be the same for all students at an institution. If tuition is charged on a per-credit-hour basis, the average full-time credit hour load for an entire academic year is used to estimate average tuition. Required fees include all fixed sum charges that are required of a large proportion of all students. The student who does not pay the charges is an exception. Verification of tuition and fees can be obtained from the student's bill or annual statement, by contacting the bursar's office, or from the school's website. Examples of required fees include, but are not limited to. writing and science lab fees specific to the student's inajor or program (i.e. nursing program). Expenses related to attending an institution of higher education must not be included as tuition. Examples of these include, but are not limited to, room and board, books, supplies, meal p lans, transportation and parking, student health insurance lans, and other non-fixed sum changes. For the Public Housing program, the full amount of financial assistance a student receives while _partici ating in the rogram continues to be excluded from the program, participant's annual income. iViolent Criminal Activity: means any criminal activity that has as one of its elements the use, attempted use, or threatened use of physical force substantial enough to cause, or be reasonably likely to cause, serious bodily injury or property damage. Arrests alone are not sufficient evidence of criminal activity. Welfare Assistance: Welfare or other payments to families or individuals, based on need, that are made under programs funded, separately or jointly, by Federal, State or local governments (including assistance provided under the Temporary Assistance for Needy Families (TANF) program, as the term is defined under the im lementing regulations issued by the De artment of Health and Human Services at 45 CFR 260.3 1 . 45 CFR 260.31 defines the term "assistance'· to include cash, payments, vouchers, and other fonns of benefits designed to meet a famili es ongoing basic needs (i.e., for food, clothing, shelter, utilities household goods, person care items, and general incidental expenses). ~t includes such benefits even when they are: A. Provided in the form of payments by a TA.NF agency, or other agency on its behalf, to indi vidual recipients; and B. Conditioned on partici_12ation in work exI?erience of community service or any other work activity under 45 CFR 261.30) Except where excluded later in this definition, it also includes supportive services such as transportation and childcare provided to families who are not employed. The tem1 "assistance" excludes: A. Nonrecurrent, short-term benefits that: f I ~ 1. Are designed to deal with a specific crisis situation or episode of need; 2. Are not intended to meet recurrent or ongoing needs; and 3. Will not extend beyond four months B. Work subsidies (i.e., payments to employers or third,_parties to help cover the costs of employee wages, benefits, supervision, and training); C. Supportive services such as child care and transportation provided to families who are employed; D. Refundable earned income tax credits; E. Contributions to, and distributions from, Individual Development Accounts; F. Services such as counseling, case management, peer support, childcare information and referral, transitional services, job retention, job advancement, and other employment-re laced services that do not provide basic income support; and G. Transportation benefits provided under Job Access or Reverse Commute project,__pursuant to section 404(k) of the Act, to an individual who is not otherwise receiving assistance. LEASE CHANGES: No changes to the lease Proposed A COP and Lease changes effective July 1, 2016 for present residents, effective immediatelvfor new residents. FLAT RENT CHANGES: Required action to establish flat rents based on the market rent of comparable units in the private, unassisted rental market. Flat rents must be set at no less than 80 percent of the applicable Fair Market Rent (FMR). Fergus Falls -3 BR Family Units Fergus Falls -Riverview Heights: Proposed Flat Rents: Payment standard 80%ofFMR: 2015 Flat rent Utility Allowance: Total Proposed rent Utility Allowance Total Payment standard 80% ofFMR: 2015 Flat rent Utilities included Proposed rent Utilities included Total $827.00 $721.00 $525.00 $253.00 $778.00 $550.00 $253.00 $803.00 $534.00 $394.00 450.00 $ 0.00 $450.00 $490.00 $ 0.00 $490.00 (if no change) (if no change) (effective July 1, 20 16 at Recertification for all present tenants and immediately for all new tenants) Present Flat Rent Pro osed Flat Ren Fergus Falls -3 bedroom duplex units $525.00 $550.00 ..... Riverview Heights $450.00 $490.00 accommodations may include qualified sign language interpreters, read rs, accessible locations, or attendants. B. If the resident i visually impaired, any notice to the resident that is required by these procedures must be in an accessible fonnat. 6.0 L FORMAL HEARING PROCEDURES FOR DE 1AL OF ASSISTANCE O THE BASIS OF INELIGIBLE IMMIGRATION STATUS The participant family may request that the Fergus Falls Housing Authority provide for an informal hearing after the family has notification of the IN decision on appeal, or in lieu of request of appeal to the . The participant family must make this request within 30 days of receipt of the Notice of Denial or Termination of Assistance, or within 30 days of receipt of the INS appeal decision. 7.0 DECISION OF THE HEARING OFFICER The Hearing Officer shall prepare a written decision, together with the reasons therefore, within fourteen ( 14) calendar days after the hearing. A copy of the decision hall be sent to the resident and the Fergus Falls Housing Authority. The uthority shall retain a copy of the decision in the resident's fo lder. A copy of such decision with all names and identifying references deleted shall also be maintained on file by the Fergus Falls Housing Authority and made available for inspection by a prospective complainant, his or her repres ntative, or the Hearing Officer. ( The decision of the Hearing Officer shall b binding on the Fergus Falls Housing Authority who shall take all actions, or refrain from any actions, necessary to carry out the decision unless the Fergus Fall Housing Authority' Board of Commissioners determines within reasonable tirn , and pr mptly notifies the complainant of its determination, that: A. The grievance does not concern Fergus Falls Housing Authority action or failure to act in accordance with or involving the resident's lease or Authority regulations, which adversely affect th r sident's rights duties, welfare or status; B. The decision of the Hearing Officer is contrary to applicable Federal, State, or local law, Authority regulations or requirements of the Annual ontributions Contract between the Auth rity and the U. . Department of Housing and Urban Development. A decision by the Hearing Officer or Board of Co:rnrrussioners in favor of the Fergus Falls Housing uthority or which denies the relief requested by the resident in whole or in part shall not constitute a waiver of, nor affect in any manner whatsoever, any rights the resident may have to a trial do novo or judicial review in any judicial proceedings, which may thereafter be brought in the matter. 21.0 SUPPORT FOR OUR ARMED FORCES H:\USERS\AGENCY PLAN\ACOP FF 2016-2017. DOC 88 REVI ED 3-22-20 I 6 (_ Program OTC Tax Levy -Homeowner (2016} Only TLC Projects Leveraged w/ SCDP Projects TOTAL 2016 OTC Tax Levy -Rental (2016) $CDP: Pelican Rapids SCDP: Battle Lake SCDP: New York Mills ifs'° ---4\"' SCDP: Rothsay/Elizabeth (8 homes) SCDP -Preliminary Proposals MHFA Deferred Loans -2016 Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update April 1, 2016 Applications Approved Denied Inspected 11 7 1 3 2 2 0 2 13 9 1 5 I 0 0 0 0 I I 2 1 1 1 1 1 0 1 -'1.~ 0 0 0 0 25 4 5 4 Henning -full application submitted Proceed Issued I -.+==.-c.\J ~~4-MA .-. ~k c::s._ .. --i~1 ";.._! u.J I I 6 3 1 3 Complete 2 0 2 1 4 1 0 0 1 0 1 1 0 0 4 1 ~~ ----~ r --1 2 1 4t.2f V"~"' ~ k~-(}f( Cvs-fs ,AJ e.v:e--lv.f----(.,.,.. A-.s.7 f,_.___, ;•4.p;,(., ~~ A~_,_f,.,.r,.;}. ~-4pps. (9-.;t 8_v';e,,->~ C!.,loc;;-... j c?o&+ e_ i ~~ HUB: FO Code: Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 YTD 5HMIN 5KPH 140 140 140 420 Cash/Investment Estimated HUD-Held Reserve OTTER TAIL COUNTY HRA HA Num: MNI77 BA ilizati 120 85.71% $35,787 $38,665 108 .04% $322.21 ~ 4.29% $35,291 $38,598 109.37% $327.10 7.14% $35,29 1 $44,501 126.10% $364.76 118 84.29% $106,369 $121,764 114.47% $1,031.90 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM FEBRUARY & MARCH, 2016 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 I/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 14 4 0 0 3 0 0 5 0 9 65 - 16 6 0 4 7/$5,383 0 2 100% OTIER T Arr, COUNTY PUBLIC HOUSING FAl\.1IL Y UNITS Rents Payable Rents Collected Late Fees Charged Late Fees Collected BOARD REPORT 13 Famiiy units February 2016 $2,991:00 $3,016.00 $ 31.00 $ 31.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2Bedroom 22 3 Bedroom 18 4Bedroom 4 (1) (I) F:\HRADATA\Users\pam\Board Reports\OT County-Board Report.doc ' ,. OTIER TAIL.COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT Rents Payable .. Rents Collected Late Fees Charged ,. Late Fees Collected ~ Late Fe~s Outstanding ELI Percentage Waiting List 2Bedroom 3 Bedroom 4Bedroom 13 Family units March2016 $3,024.00 $3,974.00 $ 0.00 $ 0.00 $ 0.00 100% 22 19 3 HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 0 EOO"'-. ~NG OPPORl uNIT'r Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www. fergusfa llsh ra. com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM : DATE: SUB JECT: E CLOSURE: MEMO Board of Directors, Otter Tail County HRA Jeffrey Gaffaney , Executive Director June 2, 2016 Meeting to be held Thursday, June 9, 2016 at 10:00 a.m. at the HRA Office, l 151 Friberg Avenue, Fergus Falls, MN, 56537 Regular Minutes of April 12, 20 16 Meeting AGENDA I. CK'airperson -Ca ll Meeting to Order 2.J'Ap~ro al of Minutes 3. Exe 1tive Director A,., ;)1ministration Expenses -April 20 I 6 and May 20 I 6 B-J'.6]estment Listing C.!l Capita l Fund Program Update D. . 17 Tax Levy Request to the Otter Tai l Co unty HRA Board E .• -IRA l 2/3 1/20 15 Audit Co mpl eted 4. Reha.)'Specialist -Mikel Olson A.~x Levy Update B.~~~a '. Levy Rental Update C.~P Update -All Citi es D. FA Updale 5. Hou mg Administrator -Mary Jo Schwarz A. Otter Ta il Count y Section 8 Update 6. Hous ing Manager -Pam Minten A. Public Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! H:\Uscrs\JEFF\AGENDA OTC 6-2-:20 I 6.doc l';ige I of.I Prov,amg Housing Opportunities r The Otter Tail County HRA Board of Commissioners met in a regular meeting on, April 21, 2016 at 10:00 am at the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Robert Maki, Secretary Hazel Hovde Ralph Hemmerlin Scott Rocholl, Chairperson Robert Bigwood, Vice-Chairperson OTHERS PRESENT Jeffrey Gaffaney Kelli Drayton Kim Scheer Mikel Olson Pam Minten Mary Jo Schwarz Scott Rocholl, Chairperson called the meeting to order. ABSENT A motion was made and seconded to approve the minutes from the February 18, 2016 regular meeting. Ml Ralph Hemmerlin S/ Hazel Hovde The administrative expenses were reviewed for the months of February, 2016 and March, 2016. The expense of the Otter Tail County housing study was discussed. The board members will be emailed a copy of the study for their review. The last countywide study was completed in 2005. A.motion was made and seconded with all ayes to approve the expenses. A $10,000.00 grant was received from the MN Housing Partnership to offset the cost. Ml Bob Maki S/ Hazel Hovde The Investment Listing was reviewed. One certificate was renewed in March for another 6 months; there was only a slight. increase to the interest rate. The only other changes were the balances of the checking and savings accounts as of April 21, 2016. Resolution #ll2 was presented for approval. This resolution is approving the 2016 Capital Fund Program of $20,273.00 from HUD for general maintenance on the HRA owned properties countywide. The funds will be deposited into the Public Housing General Operating account. A motion was made and seconded with all ayes to approve these funds. Ml Hazel Hovde S/ Robert Bigwood The Otter Tail County HRA Fiscal Audit took place at the HRA office during April 18-19, 2016 and was conducted by Carlson Highland & Co. LLP of Fergus Falls. A report of the audit should be available by the regular June meeting. Jeffrey reported that the audit went well and that because the Otter Tail County HRA falls under a $750,000.00 threshold the single audit requirements no longer apply. Also the price of the audit was reduced accordingly. Mary Jo Schwarz explained and proposed Section 8 policy changes to the board. Pam Minten followed with purposed Public Housing policy changes and Flat Rent changes. The only Public Housing units that H:\Users\KI~inutes\2016 minutes\minutes -iJtc 3.pril 2016.doc I would be changed regarding flat rent would be Underwood. The board discussed the policy change regarding Public Housing inspections. It is mandatory by HUD that an inspection is done at least 1 time per year; however, the HRA has a higher standard of 3 times per year. Pam would like to change the policy to read 1 time per year, in the event that staff does not get into a particular unit 3 times in a year for inspections. A motion was made to approve all of the purposed Section 8 and Public Housing policy changes and flat rents. Ml Robert Bigwood S/ Ralph Hemmerlin Mikel Olson, Rehab Specialist reported on the Otter Tail County Homeowner Tax Levy 2016 program update, 11 applications have been received, 7 have been approved, 1 was denied, 3 have been inspected, 2 are in progress and none are complete. Projects leveraged with SCDP: 2 applications were received, 2 applications were approved, none were denied, 2 have. been inspected, 2 are in progress and one is complete. A total of the projects are: 13 applications have been received, 9 have been approved, 1 was denied, 5 have been inspected, 4 are in progress and one is complete. There has been no new activity for the Otter Tail County Tax Levy Rental 2016 program. Mikel stated that a brochure advertising the Rental Rehab program will be mailed to the county landlords that are currently working with our Section 8 program. Pelican Rapid SCDP Commercial Program updates; 2 applications have been received, 1 has been approved, 1 was denied, 1 has been inspected; 1 is in progress and none are completed. Battle Lake SCDP Commercial Program update; 1 application has been received, 1 has been approved, none were denied, 1 has been inspected; 1 is in progress and one has been completed. There has been no new activity for the New York Mills SCDP Program. Rothsay/Elizabeth SCDP Homeowner Program update; 25 homeowner applications have been received, 4 have been approved, 5 have been denied, 4 have been inspected; 4 are in progress and one is complete. Small Cities Preliminary Proposals update; the full application for Henning has been submitted and DEED will inform us by mid-May ifwe have been accepted. Resurveying was necessary for the city of Dalton so that Mikel and Tanya could re-submit an application. The HRA is working in cooperation with: the City of Dalton, Brian's Lawn Care, Arbor Jakes Tree Service, Palton Gophers 4-H Club and the Dalton Fire Department to collect new surveys in person during a Citywide Clean-up Day on Saturday, May 7th. MHFA Deferred Loans update; 6 applications have been received, 3 have been approved, 1 was denied, 3 have been inspected, 2 are in progress and 1 has been completed. Down Payment Assistance Program update; 5 applications out, 2 denied, 1 not returned and 2 in progress. The terms of the loan were reviewed with the board. Mikel was asked to look into how other closing costs are calculated and present his findings at the next board meeting. The existing policy states closing costs cannot exceed 3.5% of the loan amount. A motion was made and seconded with all ayes to allow 3.6% of the loan amount in closing costs for the one application in progress that is hindered by the programs high interest rate. Ml Robert Bigwood SI Scott Rocholl H:\Users\KIM\Minutes\2016 minutes\minutes-otc april 2016.doc 2 Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 program for the months of February and March, 2016. The month of February had 118 leased and HAPS totaling $38,598.00. In March there were 122 leased and HAPS totaling $44,501.00. A summary of activity for these two months was; 14 annual re-certifications and 4 interim re- certifications. Five participants ended participation, none are in shop mode and there are 9 new admissions. There are 65 families on the waiting list. There were 16 vouchers issued and 6 applications in process. There are no ports-in pending and four ports-out pending. There were 7 ports out paid totaling $5,383.00. There were :Q.O ports received. The ELI percentage was 100%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for February 2016 were $2,991.00 and $3,016.00 was collected. There was $31.00 in late fees charged and $31.00 was collected. There were 22 applicants on the 2-bedroom public housing waiting list, 18 applicants on the 3-bedroom waiting list.and 4 on the 4-bedroom waiting list. ELI was 100%. In March 2016 rents payable totaled $3,024.00 and $3,974.00 was collected. There were no late fees charged and none were collected. There were no outstanding .late fees. There were 22 applicants on the 2- bedroom public housing waiting list, 19 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list. ELI was 100%. Pam gave a re-cap on the case from the last meeting· that Legal Aid presented. Pam stated that the fines have been turned into Revenue Recapture, and haven't heard from the client or legal aid. Our nextmeeting will be held on Thursday, June 16, 2016 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11:05 am. M/Bob Maki S/ Hazel Hovde Robert Maki, Secretary Date H:\Users\KIM\Minutes\2016 rninutes\minutes • otc april 2016.doc 3 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF APRIL 2016 Bank ofthe 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 & Phom;: $ 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. $ Toutges Sanitation Co. $ New Horizon Ag. Service $ Home Depot $ URP $ URP $ URP $ Al Lock and Key $ N .F. Field Abstract $ RHR $ Networks for Hire $ Mike's Plumbing and Heating $ State Farm Insurance $ CNA Surety $ Otter Tail County -Treasurer $ Hazel Hovde $ Scott Rocholl Robert Bigwood $ Robert Maki $. Ralph Hemmerlin $ Salaries H:\Users\JEFF\OTC HRA EXPENSES 2April 2016 450.00 2,100.00 1;200,00 225.00 200.00 400.00 150.00 161.40 31.97 82.62 269.98 408.07 242.00 842.76 987.75 107.83 570.59 81.48 52.41 58.93 68.46 200.00 160.00 43.00 37.00 170.00 91.00 200.00 1,310.04 200.00 175.00 5,303.25 102.00 87.96 75.00 134.40 129.00 18,423.03 OTTERTAIL COUNTY HRA EXPENSES ' • FOR THE MONTH OF MAY 2016 Bank of the West .,. Office Rent $ 450.00 Lakes Country Service Coop -Health Ins. $ 2,100.00 Security Benefit -Retirement $ 1,200.00 Otter Tail Telcom $ 225.00 U.S. Postmaster $ 200.00 MN Benefit Association $ 400.00 Ally -Vehicle Lease $ 150.00 Mikel Olson -Mileage & Phone $ 200.~8 Jeffrey Gaffaney -Mil~age $ 41.02 Mary Jo Schwarz -Mileage $ 146.88 City of Pelican Rapids ,$ 140.69 City of New York ;Mills $ 393.41 City of Underwood $, 309.00 City of Henning $ 790.41 American Family Insurance Co. $ 987.75 Denzel's Regional Waste, Inc. $ 111.14 Otter Tail Power Co. $ 244.44 Great Plains Gas Co. $ 69.46 Toutges Sanitation Co. $ 49.13 N~w Horizon Ag Service $ 42.84 HomeD~pot $ 37.19 URP $ 200.00 URP $ 140.00 URP $ 62.00 Schueller's Septic Solutions, LLC $ 400.00 N .F. Field Abstract $ 85.00 Mike's Plumbing and Heating $ 157.14 Housing Data Systems. $ 120.00 Credit Bureau -Alexandria $ 90.00 RTW Inc . .,._ ·workers Comp. $ 550.00 Salaries $ 12,592.35 H:\Users\JEFF\OTC HRA EXPENSES Mav 2016 June 9, 2016 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Ban1c Public Housing Fergus Falls Security State Ban1c OTC Tax Fergus Falls Levy 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 :rvIHF A-Loan Account NOW Account Otter Tail County Tax Levy NOW Account JvIHF A-HOJ\1E Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2016\invest !istotc-June 2016.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,610.36 Certificate #210979 Money Market 300,000.00 Certificate #215353 Weekly Money $19,850.16 Market Savings Commercial Money $7,047.18 Market $30,316.46 $18,120.35 $28,659.27 $138,694.17 $832.18 INTEREST RATE .10% .25% .05% .05% I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Deposit 03/19/16 09/19/16 Maturity Purchased Automatic Deposit 12/28/15 06/28/16 Monthly Account #9312-004634 Monthly Account #9312015673 OTTER TAIL COUNTY HRA PUBLIC HOUSING BALANCES TO WRITE OFF JUNE2017 210 Larson Court New York Mills TOTAL: $5,672.66 $5,672.66 ' 2016 Capital Fund ReceiYed Capital Fund Program (CFP) Amendment To The Consolidated Annual Contributions Contract (form HUD-53012) U.S. Department of Housing and Urban Development Office of Public and Indian Housing FEB 26 2016 Whereas, (Public Housing Authority) ___ O_TTE __ R_T_A_IL_C_O_U_N1Y __ H_RA ___ ~ ___ M_N_1_7_7 __ ~(herein called the 'PHA') and the United States of America, Secretary of Housing and Urban Development (herein called "HUD") entered into Consolidated Annual Contributions Contract(s) ACC(s) Numbers(s) C-4109 dated 3/5/1980 Whereas, HUD has agreed to provide CFP assistance, upon execution of this Amendment, to the PHA in the amount to be specified below for the purpose of assisting the PHA in carrying out development, capital and management activities at existing public housing projects in order to ensure that such projects continue to be available to serve low-income families. HUD re'serves the right to provide additional CFP assistance in this FY to the PHA. HUD will provide a revised ACC Amendment authorizing such additional amounts. $ $20,273.00 for Fiscal Year 2016 to be referred to under Capital Fund Grant Number MN46P1775011s PHA Tax Identification Number (TIN): On File DUNS Number: On File Whereas, HUD and the PHA are entering into the CFP Amendment Number----~----------------- Now Therefore, the ACC(s) is (are) amended as follows: 1. The ACC(s) is (are) amended to provide CFP assistance In the amount specified above for developmen~ capital and management activities of PHA projects. This CFP Amendment is a part of the ACC(s). 2. The PHA must callY out all devetopmenL capital and management activities In accordance with the United States Housing Act of 1937 (the Act), 24 CFR Part 905 (the Capital Fun\! Final rule) published at 78 Fed. Reg. 63748 (October 24, 2013). as well as other applicable HUD requirements, except that the limitation in secfion 9(g)(1) of the Act is increased such that of the amount of CFP assistance provided for under this CFP amendment only, the PHA may use no more than 25 percent for activities that are eligible under section 9(e) of the Act only if the PHA's HUD-approved Five Year Action Pian provides for such use; however, if the PHA owns or operates less than 250 public housing dwelling units. such PHA may continue to use the full fiexibility in section 9(g)(2) of the Acl 3. The PHA has a HUD-approved Capital Fund Five Year Action Plan and I1as complied with the requirements for reporting on open grants through the Performance and Evaluation Report. The PHA must comply with 24 CFR 905.300 of !he Capital Fund Final rule regarding amendment of the Five Year Action Plan where !he PHA proposes a Significant Amendment to the Capital Fund Ave Year Action Plan. 4. For cases where HUD has approved a Capital Fund Financing Amendment to the ACC. HUD will deduct the payment for amortization scheduled payments from the grant Immediately on !he effective date of this CFP Amendment. The payment of CFP funds due per the amortization scheduled will be made directly to a designated trustee within 3 days of the due date. 5. Unless otheiwise provided, the 24 month time pe,iod in which the PHA must obfigate this CFP assistance pursuant to section 9(1)(1) of the Act and 48 monlh time period in which the PHA must expend this CFP assistance pursuant to section 9(/)(5) of the Act starts with the effective dale of this CFP amendment (the date on which CFP assistance becomes available to the PHA for obligation). Any additional CFP assistance this FY will start with the same effective date. 6. Subject lo the provisions of the ACC(s) and paragraph 3, and to assist in developmen~ capital and management activifies, HUD agrees to disburse to the PHA or lhe designated trustee from time lo time as needed up to the amount of the funding assistance specified herein. 7. The PHA shall continue to operate each public housing project as low- income housing in compliance with the ACC(s), as amended, the Act and all HUD regulations for a period of twenty years after the last disbursement of CFP assistance for modernization aclivitles for each public housing project or portlon thereof and for a period of forty years after the last distnbuUon of CFP assistance for development activities for each public housing project and for a period of ten years following the last payment of assistance from the Operating Fund to each public housing project. However. the provisions of Section 7 of the ACC shall remain In effect for so long as HUD determines there is any outstanding Indebtedness of the PHA to HUD which arose in connection with any public housing project(s) under the ACC(s) and which Is not eligible for forgiveness, and provided further that, no disposition of any project covered by this amendment shall occur unless approved by HUD. 8. The PHA will accept all CFP assistance provided for !his FY. If the PHA does not comply with any of its obligations under this CFP Amendment and does not have Its Annual PHA Plan approved within the period specified by HUD. HUD shall impose such penalties or lake such remedial action as provided by law. HUD may direct the PHA lo te1TI1inate all work described in the Capital Fund Annual Statement of the Annual PHA Plan. In such case, the PHA shall only Incur additional costs wilh HUD approval. 9. Implementation or use of funding assistance provided under this CFP Amendment is s~t to the attached corrective action order(s). (mark one) : LJ Yes [xJ No 10. The PHA is required to report In the fo1TI1al and frequency established by HUD on aU open Capital Fund grants awarded, including information on the installation of energy conservation measures. 11. If CFP assistance Is provided for activities authorized pursuant to agreements between HUD and the PHA under the Rental Assistance Demonstration Program, the PHA shall follow such applicable statutory authorities and all applicable HUD regulations and requirements. For Iola/ conversion of public housing projects, the provisions of Section 7 of the ACC shall remain in effect for so long as HUD determines there is any outstanding indebtedness of the PHA to HUD which arose In connection wtth any public housing projects(s) under !he ACC(s) and which is not eligible for forgiveness, and provided further thaL no disposition or conversion of any public housing project covered by these terms and conditions shall occur unless approved by HUD. For partial conversion, the PHA shall continue to operate each non..converted public housing project as low-Income housing in accordance with paragraph 7. 12. CFP assistance provided as an Emergency grant or a Safety and Security grant shall be subject to a 12 month obligation and 24 month expenditure lime period. CFP assistance provided as a Natural Disaster grant shall be subject to a 24 month obligation and 48 month expenditure time period. The start date shall be the date on which such funding becomes available lo the PHA for obllgallon. The PHA mus! record the Declaralion(s) ofTrusl within 60 days of the effective dale or HUD will recapture the funds. The parties have executed this CFP Amendment, and it will be effective on 4/13/2016. This Is the date on which CFP assistance becomes available to the PHA for obligation. Date: 2-18-2016 Executive Director form 2017 PROPOSED TAX LEVY REQUEST 1. $195,000 -SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION -In 2015 we used $192,500 To date (2016) we have used' approximately $95,000 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. qo,••• 3. $140,000 - 4. $15,000 - 5. $125,000 - 6. $50,000- OWNER OCCUPIED REHAB LOANS -Use funds to do deferred Joans to low and moderate income families. Due to the increased number of applicants and our agencies partnering efforts with Rural Development, MHF A, MAHUBE OTW A, more of these funds are being requested and utilized. SMALL CITIES DEVELOPMENT GRANTS -Use Tax Levy funds to write applications Dalton. The 2016 Henning application was just approved for $802,560 and will be closed out the end of 2018. Resubmitting possible application for Dalton in fall 2016. The Rothsay/Elizabeth application funded in 2015 will be closed out the end of 2017. LEVERAGE FOR OTHER PROGRAMS -Use Tax Levy funds to complete projects when MHFA and Small Cities funds are inadequate. Also, use Tax Levy funds to provide small cities matching funds if homeowner, landlord or business owner is unable to secure other financing. DOWN PAYMENT ASSISTANCE PROGRAM -Use Tax Levy funds to Increase the program that was approved in 2014 which began April 1, 2016. The funds will be used for down payments on the purchase of new or existing homes for families/individuals in Otter Tail County. ,leeef $545,000 TOTAL REQUESTED FUNDS FOR FICAL YEAR 2017 H:\Users\JEFF\2017 PROPOSED TAX LEVY REQUEST,doc Program OTC Tax Levy-Homeowner (2016) . - Only TLC Projects leveraged w/ SCDP Projects TOTAL2016 OTC tax-Levy-Rental (2016) SCDP: Pelican Rapid!>, SCDP: Battle Lake SCDP: New York Mills SCDP: Fergus Falls (20 homes) SCDP: Rothsay/Elizabeth (8 homes} SCDP -Preliminary Proposals MHFA Deferred Loans -2016 2015 Econ()mic Development 2016 Economic Development HRA Revolving Rent Rehab Loan {2016) Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update June 1, 2016 Applications Approved Denied Inspected 24 7 2 7 2 2 0 2 26 9 2 9 0 0 0 0 2 1 1 1 1 1 0 1 0 0 0 0 19 10 5 10 30 5 6 5 Proceed Issued Henning -funding approved Dalton -surveying 6 4 1 4 17 15 2 15 9 s· 1. 8 2 2 0 0 Complete 2 1 2 2 4 3 0 0 1 0 1 1 0 0 8 3 5 3 2 2 15 13 8 3 0 0 . ,. ./f(Ufhe5D~ Department of Employment and Economic Development 5/3/2016 The Honorable Jim Hermanson Mayor, City of Henning 612 Front Street Henning, MN 56551 Dear Mayor Hermanson: I am pleased to inform you that your application for a 2016 Minnesota Small Cities Development Program grant has been approved for funding in the amount of $802,560.00, pending our expected award from the Department of Hou sing and Urban Development. DEED staff will provide training opportunities for those implementing the grants on the dates, times and locations outlined at this link: http://www.signupgenius.com /go/20f0b4aaca728a6ff2 -2016. It is very important that those responsible for the grant administration and reporting attend one of the training session s. Natasha Kukowski is the DEE D representative assigned to your grant. For additional information, please contact Natasha at Natasha.kukowski@state.mn.us or {651) 259-7461. Congratulations on this grant award to help enhance your community development efforts. Regards, ~ Shawntera Hardy Commission er cc: The Honorable Bill lngebrigste n, State Senator The Honorable Mary Franson, State Representative Mikel Olson, Rehab Specialist, Fergus Falls HRA Business & Community Development Division 1st National Bank Building 332 Minnesota Street I Suite E200 Saint Paul I Minnesota 55101-1351 651-259-7114 PHONE I 800-657-3858 TOLL FREE I 651 -296-5287 FAX I 651-296-3900 TTY I http://rnn .gov/deed An Equal Opportunity Employer and Service Provider 2016 Awarded Projects Small Cities Development Program N A 0 10 20 40 Miles I I II I I II I /If ut/'/135tt#b. Doportmont of Employment and Economic Dtvtlopmtnl SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM APRIL & MAY, 2016 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 I/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Received In-House Transfers ELI% 19 2 0 0 1 0 0 10 1 10 96 5 0 1 1 8/$5,933 0 0 96% MN177 HCV Leasing and Spending Projection A B C D E F G H Vouchers Other Planned 2016 ACC Units (UMAs) (see newACC tab) ACTUAL Leased Units Ac ual HAP issued, or additions or projected to be reductions to New Leasing from Issued Vouchers Estimated Attrition ..ll.. ~ Jan-16 24 Feb-16 -2§._ Mar-16 ~ Apr-16 27 r---Mav-16 -28 Jun-16 >---~ Jul-16 30 Au<1-16 >---31 Seo-16 >---..E Oct-16 E Nov-16 34 Dec-16 -~ Total ~ .. 37 -~ ~ 40 >---41 >---~ ~ 44 >---~ ~ £. ~ 49 - Jan-17 Feb-17 Mar-17 Aor-17 Mav-17 Jun-17 Jul-17 Aua-17 Seo-17 Oct-17 Nov-17 Dec-17 Total 140 140 140 140 140 140 140 140 140 140 140 140 1,680 140 140 140 140 140 140 140 140 140 140 140 140 1,680 118 118 122 124 122 116 0 0 0 0 0 0 720 0 $36,663 $38,582 $44,501 $41,245 $41,445 - $39,417 $0 $0 $0 $0 $0 $0 $241,853 $0 i""""d '""""rl "~"~ 0 0 a 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 -1.7 -1 .7 -1.7 -1.7 -1.7 -1.7 -1.6 -1 .6 -1.6 -1.6 -1.5 -1.S -19.6 -1 .5 -1.S -1.S -1.4 -1.4 -1.4 -1.4 -1.4 -1.3 -1.3 -1.3 -1.3 -16.7 51 1 1 1 1 l l 0 0 0 0 0 Leasing ,--------------------------------------------.-140 - 52 - ~ ----------- 120 100 80 60 --------------------------------------------1. 40 20 0 Vouchers issued or projected to be issued -Projected New Leasing from Issued Vouchers -Actual or Projected Units Leased 64 Comments HUD Page 3 J K Leased units: HAP Expense: Actual and Actual and Projected Projected 118 $36,663 118 $38,582 122 $44,501 124 $41 ,245 122 $41 ,445 116 $39,417 114 $38,862 113 $38,315 111 $37,775 110 $37,243 108 $36,718 107 $36,201 1,382 $466,967 105 $35,692 104 $35,189 102 $34,693 101 $34,205 99 $33,723 98 $33,248 96 $32,780 95 $32,318 94 $31,863 92 $31,414 91 $30,972 90 $30,536 1,167 $396 632 $50,000 $45,000 $40,000 A. i---~ $35,000 1 $30,000 I ! $25,000 f $20,000 g $15,000 ~ $10,000 $5,000 $0 L M N 0 p Q R PUC Actual or Manual PUC Cumulative Cumulative Monthly ABA Projected Override Annual Leased Eligibility Monthly UML % Expended % % Expended % $311 84.3% 105.5% 84.3% 105.5% $327 84.3% 108.3% 84.3% 111.0% $365 85.2% 114.9% 87.1% 128.1% $333 86.1% 115.8% 88.6% 118.7% $340 .•• 86.3% 116.5% 87.1% 119.3% $340 85.7% 116.0% 82.9% 113.4% $340 85.1% 115.4% 81.7% 111.8% $340 84.6% 114.8% 80.5% 110.3% $340 84.0% 114.1% 79.4% 108.7% $340 83.4% 113.4% 78.3% 107.2% $340 82.9% 112.7% 77.2% 105.7% $340 82.3% 112.0% 76.1% 104.2% $338 82.3% 112.0% $340 75.0% 91.7% 75.0% 91.7% $340 74.5% 91 .1% 74.0% 90.4% $340 74.0% 90.4% 72.9% 89.2% $340 73.5% 89.8% 71 .9% 87.9% $340 72.9% 89.2% 70.9% 86.7% $340 72.4% 88.5% 69.9% 85.4% $340 71.9% 87.9% 68.9% 84.2% $340 71.4% 87.3% 67.9% 83.1% $340 70.9% 86.7% 67.0% 81.9% $340 70.4% 86.1% 66.0% 80.7% $340 70.0% 85.5% 65.1% 79.6% $340 69.5% 84.9% 64.2% 78.5% 69.5% 84.9% Spending v. Funding /..........._. I' I I I I 6/8/2016 MN177 HCV Leasing and Spending Projection ,A 8 I C I D I E I F G H I J K L M N 0 p Q R 1 Utilization Report: Hr..:V v1111za11on Report March LU115 B 1wo-Yearlool r.,um, ...__ I I PHA Name OTTER TAIL COUNTY HRA PHA Number MN177 I L Access Additional Tools J I l Save Disclaimer 2 -2.... ACC and Funding Information Funding Proration Levels Program Projection Variables Leasing and Spending Outcomes: Current and 4 Following Year Projections -- Years 2 & 3 Re-Annual Current Year Year2 Year 3 Benchmarking 100.0% Success Rate 20% 16.9% 20115 2017 Proration Turnover rate 5 -Years 1 & 2 UML % of ACC Calendar Year 2016 2017 2018 Admin Fee 80.0% 82.3¾ 69.5¾ Proration (UMA) 6 ____....--:,-._ ----- Beginning ACC Time from Issuance to HAP HAP Exp as •-( t ')' 140 140 140 Years 2 & 3 Offset (Optional) ' 98.3¾ 83.5¾ # Vouchers Effective Date ,, All Funds 7 ~ \,.. _/ V ~ - Initial BA Offset % '-__,., Average months HAt'-=P'aS % Funding $417,024 $466,967 $396,632 {protects CYE 0.0% % leased in 30 25% 2.20 from issuance to of Eligibility 112.0¾ 84.9% {net offset) increased days HAP Effective Date only 8 leasinql - OFFSET of HAP $0 $0 % leased in 30 Reserve to 60 days 40% 9 -~ - Set Aside Prorated Funding Eligibility ¾ leased in 60 Projected 12/31 Funding $0 Level (including any Offset) to 90 days 25% Total HAP $7,902 $78,237 ,J..Q. Reserves New ACC Units % leased in 90 HAP Reserves Funding $0 $0 $0 $417,024 to 120 days 10% as ¾ ofABA 1.9% 16.8¾ ...!1 (Start: 13,9%) Total ABA Average Monthly Funding $417,024 $466,967 S:396,632 Funding $34,752 % leased in 120 0% Potential 0 0 to 150 days Terminations 12 Provided Eligibility ...__ PHA Income $0 .J]_ HUD-Held Reconciliation Cash Sufficiency Check 12.31 .2Ql~ Beginning Year Three: #Months NRP Total Cash-(With Line Reference to FMD Letter) Reconciliation Month It ABA min!,!~ t!A~ EXQ $2,517 Surplus will cover Yr 3 14 Supported Prior $57,845 $7,902 Monthly deficit -$78,237 Year-End HUD-HUD- ReseNes established $54,320 established CYE HHR CYE HHR 15 II:,,,. 33\ IL ;.,_, 13\ -HUD-estimated PHA-Held Cash Administrative Fees Net Excess $3,525 $50,720 12/31/2015 2016 2017 16 Cash (Line 24) (VMS) Analysis HUD Page 1 6/8/2016 OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units April 2016 Rents Payable $3,024.00 Rents Collected $2,499.00 Late Fees Charged $ 26.00 (1) Late Fees Collected $ 26.00 (1) Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2 Bedroom 24 3 Bedroom 20 4 Bedroom 4 F:\HRADAT A\Users\Pam\Board Reports\OT County • Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units May2016 Rents Payable $3,012.00 Rents Collected $2,587.00 Late Fees Charged $ 25.00 (1) Late Fees Collected $ 25 .00 (1) Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2 Bedroom 22 3 Bedroom 19 4 Bedroom 6 t . HRA Office 1 l 51 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority Fax 218-736-4706 ffhra@prtel.com www.tergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJE T: E CLO RE : MEMO Board-of Directors, Otter Tail County HRA Jeffrey Gaffaney, Executive Director August 10, 20 16 Meeting to be held Thursday, August 18, 2016 at 10:00 a.m. at the HRA Office, 1151 Friberg Avenue, Fergu Falls, MN, 56537 Regular Minut s of fone 9, 2016 Meeting OTC Fis al Audit Report ~ AGE DA 1 .VCVairperson -Call Meeting to Order 2./4p~ro_1-I of Minutes 3. Ex~i/ Director A.~di ·strative ·xpenses -Jun 2016 and Ju ly 2016 B. ✓~ ment Listing 6 Capital Fund Program Update -Resolution # 113 D. Fiscal Audit Report, 12/31/2015 E. 2 7 Tax Levy Request Meeting~it County Board 9/9/2016 F. 017 Annual Ag. ency Plan Updat ublic Hearing, 10/20/20 16 ..L 4. RehAI Specialist -Mikel Olson ~. -,,opo1.-J ~-&"'. ,4-..\-(.e:,,-, -1 A.H ax Levy Update B . Levy Rental Update C. CDP Update -All Cities D.~AUpdate 5. Hou • ng Administrator -Mary J chwarz A.~er Tail County ection 8 Update 6. Hou ng Manager -Pam Minten A. •. ublic Housing Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! H:\Users\JEFF\AGENDA OT 8-I0-2016.doc Page I of I _______________ Providing Housing Opportunities The Otter Tail County HRA Board of Commissioners met in a regular meeting on, June 9, 2016 at 10:00 amat the Fergus Falls HRA 1151 Friberg Avenue, Fergus Falls, MN, 56537 MEMBERS PRESENT Robert Maki, Secretary Hazel Hovde RalphHemmerlin Scott Rocholl, Chairperson Robert Bigwood, Vice-Chairperson OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Mikel Olson Pam Minten Tanya Westra Scott Rocholl, Chairperson called the meeting to order. ABSENT A motion was made .and seconded .to approve the minutes from the April 21, 2016 regular meeting. Ml Robert Bigwood S/ Hazel Hovde The administrative expenses were reviewed for the mqnths of April, 2016 and May, 2016. A motion was made and seconded with all a.yes to approve the' expenses. Ml Robert Bigwood S/ Hazel Hovde The Investment Listing was reviewed, the only changes were the balances of the checking and savings accounts as of June 9, 2016. 2016 Capital Fund Prngram update, the HRA received the· signed ACC from HUD for the amount of $20,273.00. The funds have been committed but have not been spread info LOCCS. Jeffrey was told in a recent conference that the separation would be done by the middle of this month. This moneywill be put into,general program.operations. . . . . The 2017 Proposed Tax Levy Request, was reported on. This request for money is for general administration costs. Total requested funds for year 2017, is $545,000.00 The breakdown is as follows; (1) $195,000.00 for Section 8 Voucher Program & General Administration, (2) $20,000.00 for Rental Rehab Loan Program, (3) $140,000.00• for Owner Occupied Reha.b Loans; (4) $15,000 Small Cities Development Grants, (5) $125,000.00 for· Leverage for other programs, and (6) $50,0oo· for Down Payment Assistance Program. In Septemberthe HRA staff will likely be asked to 'attend a County meeting at the Government Service Building. The majority of the fund requests stayed the same from last year. except the Owner Occupied Loan Program request was increased.from $90,000.00 to $140,00Q. There . ' , was also an increase for the Leverage for Other Programs (to h~lp in Henning, MN) to $125,000.00. Mikel than reviewed the recent history and progress with the Down Payment Assistance Program.-Scott Rocholl suggested that Mikel and Tanya conduct a presentation at a special • regional meeting that rural Otter Tail County Banks gather for to clarify the Down, Payment Assistance Program. A motion was made H:\Users\KIM\Minutes\2016 minutes\minutes • otcjune 2016.doc, and seconded with all ayes to approve the request for the increased dollar amount of $545,000.00 from the county for the year 2017 to the Otter Tail County Commissioners. Ml Bob Maki S/ Ralph Hemmerlin 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. Jeffrey noted that there were no major findings in the report and that it went very well. Mikel Olson, Rehab Specialist reported on the Otter Tail County Homeowner Tax Levy 2016 program update for Mikel Olson, Rehab Specialist; 24 applications have been received, 7 have been approved, 2 was denied, 7 have been inspected, 2 are in progress and 1 is complete. Projects leveraged with SCDP: 2 applications were received, 2 applications were approved, none were denied, 2 have been inspected, 2 are in progress and 2 are complete. A total of the projects are: 26 applications have been received, 9 have been approved, 2 were denied, 9 have been inspected, 4 are in progress and 3 are complete. There has been no new activity for the Otter Tail C01mty Tax Levy Rental 2016 program. Pelican Rapid SCDP Commercial Program updates; 2 applications have been received, 1 has been approved, 1 was denied, 1 has been inspected'; 1 is in progress and none are completed. Battle Lake SCDP Commercial Program update, 1 application has been received, 1 has been approved, none were denied, 1 has been inspected; 1 is in progress and one has been completed. There has been no new activity for the New York Mills SCDP Program. Rothsay/Elizabeth SCDP Homeowner Program update, 30 homeowner applications have been received, 5 have been approved, 6 have been denied, 5 have been inspected; 5 are in progress and 3 are complete. Henning SCDP Homeowner Program update, funding has been approved. An award letter from Deed is expected to be received within the month. The total of the awarded Small Cities grant for Henning came to a total of $802,000.00. Mikel noted that other funds will likely be used in the city of Henning during this rehab phase also. With other funds being used for rehab projects this could bring the grand total of rehab dollars spent in the City of Henning up to $1.2 million dollars. Dalton SCDP Homeowner Program update, a second surveying is being conducted. The new application will be rewritten this fall for 2017 funding. In order to get a good response on re-surveying the HRA partnered with the city-wide clean-up day on May 7, 2016. Mikel has received very good feedback from the city residents .regarding the community project; as well as many completed surveys. MHFA Deferred Loans update, 6 applications have been received, 4 have been approved, I was denied, 4 have been inspected, 2 are in progress and 2 has been completed. The Fergus Falls HRA Revolving Rent Rehab 2016 program update; 2 applications have been received, 2 have been approved, none have been denied, none have been inspected, none are in progress, none are complete. H:\Users\KIM\Minutes\2016 minutes\minutes -otc june 2016.doc 2 ,. I Mary Jo Schwarz, Housing Administrator, started her report by explaining a new 2 year forecasting tool fqr budgyting that will be used for reporting purposes. Mary Jo reported that the HUD provided tool is used to keep the HRA out of short fall. Mary Jo explained what the term shortfall means, and how the Otter Tail County Section 8 program is being affected. If the HRA were to fall into shortfall the Section 8 program would be required to have weekly meetings with HUD, and be monitored to show what our. agency is doing to correct the issue. Mary Jo reported that she has requested other HRA's to absorb our participants that we are currently being billed for. Surprisingly, six out of eight ports have been absorbed by other HRA's. These absorptions will reflect at the next board meeting. Mary Jo reported on the Otter Tail County Section 8 program for the months of April and May, 2016. The month of April had 124 leased and HAPS totaling $41,245.00. In May there were 122 leased and HAPS totaling $41,445.00. Only 4 vouchers will be distributed this month. All other vouchers were pulled last month. Mary Jo explained a HUD policy stating that a port-out request has to be honored before helping anyone else off our current waiting list. It was than discussed how ports largely affect this near shortfall issue. Mary Jo reported that she has been asking. other HRA's to absorb the ports that our agency is currently being billed for. A summary of activity for these two months was; 8 annual re-certifications and 2 interim re-certifications. Six participants ended participation, none are in shop mode and there are 3 new admissions. There are 96 families ort the waiting list. There wete 5 vouchers re-issued and no applications in process. There was one ports,.in pending and one ports-out pending. There were 8 ports out paid totaling $5,933.00. There were no ports received. The ELI percentage was 96%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for April 2016 were $3,024.00 and $2,499.00 was collected. There was $26.00 in late fees charged and $26.00 was collected. There were 24 applicants on the 2-bedroom public housing waiting list, 20 applicants on the 3-bedroom waiting list.and 4 on the 4-bedroom waiting list. ELI was 100%. In May 2016 rents payable totaled $3,012.00 and $2,587.00 was collected. There was, $25.00 in late fees charged and $25.00 was collected. There were no outstanding late fees. There were 22 applica·nts on the 2-bedroom public housing waiting list, 19 applicants on the 3-bedroom waiting list and 6 on the 4- bedroom waiting list. ELI was 100%. Pam stated that inspections will be conducted next week. Our next meeting will be held on Thursday, August 18, 2016 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 10:43 am. M/BobMaki S/ Hazel Hovde Robert Maki, Secretary Date H:\Users\KIM\Minutes\2016 minutes\minutes -otc june 2016:doc 3 OTTER TAIL COUNTY BRA EXPENSES FOR THE MONTH OF JUNE 2016 Bank of the West -Office Reni $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement .$ Otter Tail Telcom $ U.S. Postmaster ·, $ :rv1N 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 Co. $ New Horizon Ag Service $ Home Depot $ URP $ I>ine Plaza Appliances $ RHR $ Tanya Westra-Mileage $ N.F. Field Abstract $ Ballard Sanitation $ Country Glass $ Housing Data Systems $ Hazel Hovde $ Scott Rocholl $ Robert Bigwood $ Robert Maki $ Ralph Hemmerlin $ Citizens Advocate $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES June 2016 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 303.42 43.40 97.20 126.38 318.90 303.00 686.90 881.16 101.24 622.00 52.12 48.00 21.64 43.12 200.00 77.00 26.93 53.46 85,00 118.70 125.69 193.95 102.00 87.96 75.00 134.40 129.00 .. 288.19 12,403.00 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF JULY 2016 Bank of the West -Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN .Benefit Association $ Ally -Vehicle Lease $ _Mikel Olson-Mileage & Phone $ Jeffrey Gaffaney-Mileage $ Mary Jo Schwarz -Mileage $ City of Pelican Rapids $ City of New York Mills $ City of Underwood $ City of Henning $ American Family Insurance Co. $ Denzers Regional Waste, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Toutges Sanitation Co. $ New Horizon Ag Servi~e $ Home Depot $ URP $ URP $ Tanya Westra-Mileage $ N.F. Field Abstract $ Carlson Highland & Co. CP A's $ Brogard Plumbing $ Roger Hutchins Tree Service $ Hanson Plumbing & Htg. $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES July 2016 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 142.50 37.80 106.38 124.05 264.14 291.00 654.64 881.16 6.59 570.60 61.08 48.00 20.04 19.94 92.00 140.00 18.90 85.00 6,200.00 80.74 650.00 226.00 12,360.66 August 18, 2016 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fergus Falls Security State Bank OTC Tax Fergus Falls Levy SA VIN GS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fergus Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account Iv1HF A-Loan Account NOW Account Otter Tail County Tax Levy NOW Account J\l1HF A-HOIYIE Account NOW Account H:\Users\JEFF\INVESTMENT LISTINGS\2016\invest list ate -August 2016.doc OTTER TAIL COUNTY HR.A INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,610.36 Certificate #210979 Money Market 300,376.03 Certificate #215353 WeeldyMoney $19,853.48 Market Savmgs Commercial Money $7,048.01 Market $30,093.65 $3,256.82 $24,730.32 $371,627.20 $832.20 INTEREST RATE .10% .25% .05% .05% ., I.D. # 41-1518930 INTEREST PURCHASE MATURITY PAID DATE DATE Maturity Renewed Automatic Deposit 03/19/16 09/19/16 Maturity Renewed Automatic Deposit 6/28/16 12/28/16 Monthly Account · #9312-004634 Monthly Account #9312015673 ' .. Jeff Gaffaney From: Sent: To: Subject: Jeff Gaffaney <ffhra @prtel.com> Tuesday, June 14, 2016 2:06 PM Pat Thorstad (Patrica.A.Thorstad@hud.gov) FW: 2016 Capital Funds From: Jeff Gaffaney fmailto:ffhra@prtel.com] ~ Sent: Tuesday,J,une 14, 2016 1:54 PM ~ ➔ To: Pat Thorstad {Patrica.A.Thorstad@hud.gov) <Patrica.A.Thorstad@hud.gov> Subject: RE: 2016 Capital Funds Pat, Just wonderin g if somehow some way our funds could be unlocked and spread in LOCCS please. Thanks, Jeff From: Jeff Gaffaney [mailto:ffhra@prtel.com] Sent: Wednesday, June 0JL.2016 2:29 PM To: Pat Thorstad (PatricaAThorstad@hud.gov) <Patrica.A.Thorstad@hud.gov> Subject: 2016 Capital Funds Pat, Still wondering about the status of our 2016 Capital Funds for both Otter Tail County (M N177) & Fergus Falls (MN008)? I was just in LOCCS and saw they still have not been unlocked and 100% put into operations. Thanks much, Jeff 1 ·Jeff Gaffaney From: Sent: To: Subject: Jeff Gaffaney <ffhra@prtel.com> Tuesday, June 21, 2019 1:19®PM 'Kitchen, Dana M' S RE: 2016 Capital Funds Dana, Thanks so much for getting back to me ...... l currently have another call into Pat T. as of this a.m . I guess I would understand more if I knew she is out of the office or something ......... but her email and phone messages do not suggest that... ...... let's give her until tomorrow to respond and I will let you know if anything transpires ....... again thank you for getting back to me .... . Jeff From: Kitchen, Dana M [mailto:Dana.M.K itchen@hud.gov] Sent: Tuesday.lune 21 1 201.6.,12:02 PM To: Jeff Gaffaney <ffhra@prtel.com> /IB'i Subject: RE: 2016 Capital Funds & Hi Jeff. I completely understand the frustration. It would be frustrating for me, too. I'm sorry. Unfortunately, I've taken an Acting Director position (temporarily) as the Chicago PIH Director. Is it okay if I forward this on to Lucia? It needs to be resolved so I need to forward to her for handling. Let me know. If you aren't comfortable with that, I'll figure something out. I'm so sorry for the trouble. Dana Kitchen, Acting Director, Office of Public Housing U.S. Department of Housing and Urban Development, Chicago Regional Office PH) 312-913-8300 EMAIL) Dana.M.Kitchen@hud.gov ~ Before printing this e-mail, think if it is necessary. Think Green . . Ai.'-ISWERS 'lfflf tl YO~ NEfD THfH STARTt.RS From: Jeff Gaffaney (mailto:ffhra@prtel.com] Sent: Monday, June 20, 201 6.1:45 AM To: Kitchen, Dana M <Dana .M.Kitchen@hud.gov> Subject: FW: 2016 Capital Funds Dana, It has become extremely frustrating not being able to have our 2016 Capital funds unlocked and spread in LOCCS for both Fergus Falls (MN008) & Otter Tail Co . (MN177) so we can draw them down ......... l have sent Pat T. two emails since I talked to her at the NAHRO Conf. in May regarding this with no responses to either email ......... ! have sent in all the required forms and still no answers @ Ce, ... -/. Vey:f /)4 }'-- 1 Last week we had another regional HRA meeting and most other HRA's have all drawn their funds down some time ago ....... since our operating subsidies have been reduced we are desperately in need of these funds to pay our bills I was very hesitant to contact you in fear of retaliation from HUD staff but I have been left with no other choice ....... . I would very much appreciate your help in this matter ....... . Thank you, Jeff Gaffaney Jeff Gaffaney From: Sent: To: Cc: Subject: Attachments: Jeff Gaffaney <ffhra@prtel.com> Wednesday, June 221 2016 9:09 AM Pat Thorstad (Patrica.A.Thorstad@hud.gov) Lucia Clausen 2016 Capital Fund, Fergus Falls, MN008, & Otter Tail Co.,MN177 06-22-16.pdf Pat, Per our discussion this a.m. attached is the environmenta l letters for the above 2016 capital fund programs ......... as you can see they were sent to both Eric and yourse lf on May 31, 2016. As for why we need to place these funds in general operations as I stated this morning, I would welcome the opportunity to openly discuss this with any HU D staff person. Hopefully the funds for both programs will be spread in LOCCS as soon as possible. Thank you, Jeff 1 painting. These demonstrate the need and your planned use of funds, which is outside of the 1406 Operations development account. Staff will reach out to you as soon as possible, so we ca n come up with what is needed on our end to assist you and clear up our questions. Thanks. From: Jeff Gaffaney [mailto:ffhra@prtel.com1 Sent: Wednesday, June 221 2016J-0:14 AM To : Thorstad, Patricia A <Patricia.A.Thorstad@hud.gov> Cc: Clausen, Lucia M <Lucia.M.Clausen@hud.gov> Subj~ Otter Tail County (MN177) and Fergus Falls (MN008) 2016 Cap Funds Pat,® Even though capita l funds have been decoupled from the annual agency plan we still on an annual basis sit down with our maintenance staff and thoroughly review the needs of our public housing buildings for both programs ........ we then present these needs to our HRA Board on the HUD -50075.2 forms which they have reviewed and approved. So to answer your question do we have a physica l needs assessment, my answer would be yes as evidenced by the attached HRA Board approved forms. Thanks, Jeff From: Thorstad, Patricia A [mailto:Patricia.A.Thorstad@hud.gov1 Sent: Wednesday, June 22, 2016 9:36 AM To: 'ffhra@prtel.com' <ffhra@prtel.com> SubjeeprTail County (MN177) and Fergus Falls (MN008) 2016 Cap Funds Jeff, Do you have Physical Needs Assessments for Otter Tail and Fergus Falls? If so, can you please scan/email to me? Thanks Pat 2 Jeff Gaffaney From: Sent: To: Cc: Subject: @ Lucia, Jeff Gaffaney <ffhra@prtel.com> Tuesday, June 28, 2016 12:53 PM 'Clausen, Lucia M' 'Thorstad, Patricia A'; 'Widmann, Tamara'; Dana Kitchen (dana .m.kitchen@hud.gov) RE: Otter Tail County (MN177) and Fergus Falls (MN008) 2016 Cap Funds First of all I feel I am really being singled out here for whatever reasons by HUD staff ....... we are not doing anything different here than any other agency in our region or in Mn. As I have told Pat multiple times regarding the work items listed on the HUD 50075.2 are wish list items ...... HUD forces us to put work items on that form even though und er HUD guidelines we can put 100% of our funds in operations ........ do I wish we could do some of those items yes ........... HUD itself has created this monster by cutting our operating subsidies forcing us to put capital funds into operations to pay our bills ........ . To date we have submitted all the required HUD forms to draw down our 2016 Capital funds ....... I have not heard otherwise on anything else ....... the funds were obligated in LOCCS on 4/22/16 and here we are today 6/28/16 and still do not have them available to us Regarding the budget items you are referring to .......... those are on a case by case basis when a tenant/family moves out... ..... they are only anticipated replacements ..... if needed only ........ maybe this is a mistake on my part... .... if needed I will send revised budgets in putting $0.00 under extraordinary maintenance, replacement of equipment and add those items and dollars under ordinary maintenance & operation, materials ...... The most frustrating part of this ordeal is the total lack of communication by HUD staff not returning phone calls or responding to emails ........ both our agencies have been designated high performers under HU D's own guidelines, rules and policies ........ this designation is not by accident.. ........ in the 36 years I have been employed by the HRA's we have taken great pride in how we administer both the public housing and section 8 programs and I bet most HUD staff many no longer there would attest to this Let's get this resolved now as we all have much more important issues to deal with Thank you, Jeff From: Clausen, Lucia M [mailto:Lucia.M.Clausen@hud.gov] Sent: Tuesday, June 28, 2016 11:57 AM To: 'Jeff Gaffaney' <ffhra@prtel.com> Cc: Thorstad, Patricia A <Patricia.A.Thorstad@hud.gov>; Widmann, Tamara <ta mara.widmann@hud.gov>; Clausen, Lucia M <Lucia.M .Clausen@hud.gov> ~E: Otter Tail County (MN177) and Fergus Falls (MN008) 2016 Cap Funds ~just got out of a few meetings, and you're your voice mail message. One of our meetings was about your concerns and your agencies. Both Pat and Tammy will be contacting you soon, to ask some additional questions that were discussed with your 2016 budget submission and cap funds request. Specific to the Cap Fund concern you have and your immediate need to have your funds released in LOCCS, there is a question about your plans and your budget that list extraordinary maintenance, specifically replacement of flooring and appliances and 1 Jeff Gaffaney From: Sent: Jeff Gaffaney <ffhra@prtel.com> Monday,.' ' ----l:24 AM Pat Th or;tad (Patricia.t.Thorstad@hud.gov) To: Subject: Attachments: FW: Updated 2016 Capital Fund Budgets for both Fergus Falls & Otter Ta il Co. HRA's 06-30-16.pdf From: Jeff Gaffaney [mailto:ffhra@prtel.com] Sent: Monday, July 25, 2016 8:44 AM To: Pat Thorstad (Patrica.A.Thorstad@hud.gov) <Patrica.A.Thorstad@hud.gov> Subject: FW: Updated 2016 Capital Fund Budgets for both Fergus Falls & Otter Tail Co . HRA's From: Jeff Gaffaney [mailto:ffhra@prtel.com] ~ Sent: Monday. Juiy 25 2016 8:40 AM (__!,Y To: Pat Thorstad (Patrica.Al'horstad@hud.gov) <Patrica.A.Thorstad@hud.gov>; Lucia Clausen <lucia.m.clausen@hud .gov>; Tammy Widmann <Tamara Widmann@hud.gov> Subject: FW: Updated 2016 Capital Fund Budgets for both Fergus Falls & Otter Ta il Co. HRA's CAN ANYONE PLEASE HELP!!!!!! It has now been 25 days since I sent in the revi se d 2016 capital fund budgets {MN008, MN177) distributing the fund s to various line items as requested by HUD staff removing 100% of the funds from operations. As of this morning both Fergus Fa lls & Otter Tai l County 2016 funds have not been distributed in LOCCS and are locked. Also, as stated in the cover letter for whatever reason I have not received the signed 2016 ACC amendment back for Fergus Falls, MN008 as wel l. Sinc e I have heard nothing to date, I am at a total loss of what we need to do to access our funds. Tha nk you, Jeff From: Jeff Gaffaney (mailto:ffhra@prtel.com) Sent: Thursday, June 30, 2016 2:04 PM To: Pat Thorstad (Patrica.A.Thorstad@hud.gov) <Patrica.A.Thorstad@hud.gov> Cc: Tammy Widmann <Tamara Widmann@hud.gov> Subject: Updated 2016 Capital Fund Budgets for both Fergus Falls & Otter Tail Co. HRA's Pat, Please fi nd attached updated budgets for the 2016 Capital Fund programs. l •• Jeff Gaffaney From: Sent: To: Cc: Subject: Attachments: Jeff, Thorstad, Patricia A < Patricia.A.Thorstad@hud.gov > Monday, August 08, 2016 2:38 PM @ 'ffhra@prtel.com' / Z.: Clausen, Lucia M; Widmann, Tamara Fergus Falls (MN008) 2016 Capital Fund Grant Fergus Falls (MN008) MN46P00850116 Annual Statement.pdf; Fergus Falls (MN008) 2015 Environmental Review.pdf Lucia told me you called, if after reading this, you still what to discuss, we can schedule a phone call. Please see comments below addressing your July 25, 2016 email and other documents submitted to the Minneapolis Field Office for the subject grant. 1. Fergus Falls' use of your 5-Year Action Plan as a Physical Needs Assessment (PNA). Please refer to page 29 of the Capital Fund Guidebook. This section-Planning-Physical Needs Assessment (PNA) highlights that as of now, "Small PHAs (fewer than 250 units) will not be required to a perform a PNA until the issuance of a notice implementing t he requirement". However this section also emphasizes that "A PNA captures the total needs of a PHA, while the 5-Year Action Plan only includes work items the PHA can perform based on the funding it receives ." And "HUD remains committed to the principle of capital planning for public housing as a key component to the future of the program." Taking the above statements into account, we highly recommend that Fergus Falls perform a PNA and cease using it's 5-Year Action Ian as a PNA, present tbe PNA to the Board for review and ensure it is part of yourl)ublic/r~sident notice. 2. Fergus Falls' revise d 2016 capital fund annual statement Please se e attachment for pen and ink notations. 3. Environmental review documentation submitted for this grant. Your letter states that " ... no new items were added or deleted from our HUD Form 50075.2 5 Vear Action Plan since being approved and submitted to HUD for our 2015 Capital Fund Program last year." I looked at the environmental review submitted for 2015 (p lease see attached). The form submitted clearly states in the Project Description "Transfer of Funds to General Operations", with a Funding Amount: of "$72,193" which is the amount of Fergus Falls 2015 Capital Fund Grant. This form does not include your 5-Year Action Plan, and thus a new Environmental Review must be completed for 2016. You may review the 5- Year Action Plan for 2016-2020, or the single 2016 grant. This offices cautions you, that whatever your decision, we recommend that you include your revised 2016 grant as it has items not currently in your 2016-2020 5-Year Action Plan, i.e. Administration. 4. This office will have no comment to your concern that you can't run the Fergus Falls HRA without putting all your capital fund monies into operations, until we are provided with your agency's operating budget for all Fergus Falls activities. Please submit your agency's budget to this office, attn.: tam my Widmann. Additionally, from page 99 of the Capital Fund Guidebook, "Transfers to Operations. Operations costs are not capital needs. In addition, if a PHA routinely transfers the maximum amount of Capital Funds to operations and finds itself in need of an Emergency and Non-Presidentially Declared Natural Disaster Grant, it should alter its policies to convert a lower percentage of Capital Funds to operations to avoid foreseeable, self-crea ted emergencies that do not qualify for an Emergency and Non-Presidentially Declared Natural Disaster Grant." We do suggest you, your staff and Board participate in the "Lead the Way" online training sessions for financial management and suggestion for technical assistance. ·, Until the above items are completed and approved, Fergus Falls' 2016 Cap Fund grant will be remained undistributed in el'JCCS. Please contact me if you have questions or require additional assistance. Thanks Pat 2 t4 L-vP\ Annual Statemenl/Perfom,ance and Evaluation Report Ca pital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Port I: Summary l'I IA Name: Fergus r:1 11 HRA Graul Type ancl Nu111bcr Capital Fund Program Gr.mt No: M 46P00850 lil<f" Rcplacemc:nt Housing FaclClr Grant No: Date ofCFFP: T)1>cofGnmt ~rigi u;II Annu:11 S1a1c111c111_ 0 Rcscr:·c for O'.s:1stcrs/G111crgcucics •crformancc and Ev11 lu:1t1on Report for l'cnod Gmh112: \(? 0 5 20 15 P 011c Hous ing U.S. Department of Housing and Urban Developmenl Office of Publ ic and Indian Housing 0MB No. 2577-0226- Expires 06/30/101 7 - Ff"Y ufCn111t: 2016 ~ Revised Annual S1:11c111cnl (rcvis111u no: ~ ) Final l'crformnncc and Evaluation l?cuorf Linc Summary In· Dcvclo11mcnl Account Totnl Estimnled Cost Total Actual Cost ' I 2 3 4 5 6 7 8 'I 10 11 12 13 14 15 Iii 17 O ri2in:al Tomi non-CFP Funds -:l-4 vl-:l-~ 1406 Opern1io11s (nrny 1101 exceed 20% orlinc 21 1' LS..-000 ---:uu 1408 Management lmprc>vcniems 141 IJ Admi11is1ratiun (may~ncccd l O¾ of line'.! I)~ -~ 1411 Audit I~ 15 Liquidated Dama~cs 1430 Fees and Casis 1440 Site Acquisition 1450 Sile lmpro,·crnc111 1460 Dwelling Stnacturcs 5~ 1465.1 Dwelling l:quipmcnt-Nonc)<pendable 1470 Non-dwelling S1ruc111rcs 1475 Non-dwelling Equipmcni 1485 Demolition 1492 Moving 10 Wmt Demonstr,nion 1495.1 RdocaLion Costs 1499 l)cvclopmcnl Activilies' 'To be completed for the Pcrfonnance and Evaluation Repo,t. 1 To he completed lor the Performance nnd Ev:iluntion Report or a Revised /\nnual St:ttement 'l'HAs with 11nde1· 250 llllils in management may use 100% of C'FP Grnnts for opcrnlions. 4 RH F fonds shall he included here. Page I Revised' Oblil!,atcd Exncndcd lC ooo C 000 5 L4;: °\-:+-"l- form 1-1 D-.0075.1 (07/2014) .. Annual Statement/Performance and Evaluation Report Capital Fund. Program, Capital Fund Program Repl~cement Housing Factor ang Capital Fund Financing Program .P:u·t l: Summary PHANnm~: Grant Ty1,c and Number Fergus Falls URA Capital Pund Program-Gran! No:: MN46P17750116 Rej)lncemenl Housing Pacior Omni No; Date ofCFFP: T3•pc orCrnnt ~ Origin,11 Annu:tl Srntcmc11l 0 Rescn•c for Dio;nslcrs/E1ncrge111::ies 0 l'crfarnm 11cc u11tl E,•nl1111tion Report for Period Ending: Linc Suinllllll"'\' by DcyeJ011n1c11t Account Total Estimated Cost U.S. Depa11ment of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 06/30/2017 F'FY ofGr1111t: 2016 FF\' or Gmnt Appro,onl: ~ ltc,iscd Ammnl Slnlcmcml (revision 1_10: 1-l D Final PcrCor1111111cc 11~11 Evaluation Rcpo,-1 Total Achrnl Cost ' Otiginnl Rc\-iScd I .. Obligated E:q1emlctl 18a 150 I Collnteraliz.,tion or Debt Service paid by the Pl-IA . !Sbn 9000 Collateralization or Debt Service paid Vin System of Direct Payment 19 1502 Contingency (may 1101 exceed 8% of line 1iii 20 Amount of Annual Grant:: (sum ofli11cs 2 -19) 74,977.00 . -#9=1-~ ·21 Amount oflinc 20 Related Lo LBP Activities • , . 22 Amount ofline 20 Related to Section 504 Activi!ies 23 Aniount oflinc 20 Related to Security -Soll Costs 24 Amo1111t oflinc 20.Rchited to Security-Hard Costs· 25 Amounl ciflirie 20 Related lo Energy Consen•ntion Measures Signature of ExecutiYC Director Date 06/29/2016: I Signature of Public Housing Dil"cctor Date 1 To he completed fot lhe Pcrtbnnance and Evalu?lion Report. 'To be com1ileted for !he Performance and Evaluation Rc;port. or a Revised Anniial Statcmenl. l PHAs with under 250 units in mnnageinenl llllll' use I 000/2 of CPP Grunts for operations . .i RHF limds shall be included here. ~~ ~-~ s1 ~t-11:=C> Page 2 forn:1 HUD-50075~1 (07/2014) .... Annual Statement/Perfonnance and Evaluation Repo11 Capitnl Fund Program, apita l Fund Program Replacement Housing Factor and Capital Fund Financing Program Pa,·t II: Sunnortim• Pa,,cs Grn nt Type and Num ber U.S . Department of Housing and Urban Development Office of Public and Indian Housino 0MB No. 2577-0226 Expire 06/30/2017 Fcdcrnl FFY ofG rnnt: 201 6 PHA Name: Fergus Falls 1-fRA Capital Fund Program Grant No: MN46P00850116 CFFP (Yes/ No): Replacement Housing Factor Gl'lln( No: Development Number General Description of Major Work Development Quantity Account No. Name/Pl-IA-Wide Activities MN00800I MN008001 MN00S0OI MN008001 MN008001 MN008001 MN00800I Pa ge 3 Categories O1Jerations 1406 . HAW ~ Administration 1410 w Painting 3 -Highrise Hallwavs 1460 I Painting 5 -Tenant Units 1460 Total: $8,000.00 4 Re1Jlace Hand Rails on 6 Floors 1460 ~ ~ Carnet Replacement, 3-Hallwav 1460 , Carnet Replacement, 5 -Units 1460 Total: $11,500.00 ~ Security Camera Upgrades 1460 -~ Re-coal, Re-seal, Hig,hrise Roof 1460 1 To be completed lor the l'erlonnon~c nnd Evalm,tion Report or a Revised Annual Statcmenl. ~Tobe completed for 1he Performance and Evalumion Report. HAW 3 5 6 3 s I I Total Estimated Cost Total Actual Cost Status of Work Original Revised 1 Funds Funds r-l-lf ~ 1-'1-Obligated2 E>mcnded2 ~ {~o,::z:::, s,000.00-'t;::::;> 5,ooo.oo -~ 3,000.00 -!:> 16,597 -it;:,- 7,500.00 -p 4,000.00 -tr:> 7,3 00.00 --,- 11,580.00 --v> !om, H 0-50075.1 (07/1014) . .... RESOLUTION o. 113 Whereas, the Board of Commissioners of the Housing and Redevelopment Authority of Otter Tail County, Minnesota (hereinafter referred to as OTC HRA) has r viewed the proposed 20 16 Capital Fund Program Budget and the 2016-2020 Five Year Action Plan; ow, therefore be it re olved by the Board of Commissioners of the OTC HRA that the 2016 Capital Fund Program Budget and the 2016-2020 Five-Year Action Plan be and hereby are adopted. SIGNED: con . Rocholl , hairperson, Otter Tail ounty HRA Board Ro best Maki, cretary, Otter Tail County HRA Board April 18 , 2016 H:\Users\JEFF\Resolution I 13-county.doc Annual tatemenUPerfonnance and Evaluation Report apital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part I: Su mmary !'HA Na me: Otter Tail Count)• HRA Grant Type and umber Capital Fund Program Grant No: MN46Pl 7750116 Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant (8l Origi nal Annual Statement D Resci-vc fo1· Disa ters/Emergencies D Performance and Evaluation Report for Period Ending: D Revised Annual U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB o. 2577-0226 Expires 06/30/201 7 Ff?Y of Grant: 2016 FFY of Grant Approval: tatement (revision no: ) D Final l'erfonnancc and Evaluation Report Lin e Summarv by Dcvclonmcnt Account Total Estimated Cost Total Actual Cost ' I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Ori1!inal Total 11011-CFP Funds l:!Qli Operations (may not exceed 20% of line 21) 3 4,000.00 I 408 Management Improvements 1410 Administration (may not exceed I 0% of line 21) 1411 Aud it 1415 Lit:11Jidated Damages I 430 Fees and Costs 1440 Site Acquisition 1450 Site Improvement 1460 D"'elling Strnctures 16J273.00 1465.1 Dwelling Equipment-Nonexpendable 1470 Non-dwelling Structures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495.1 Relocation Costs 1499 Development Activities• 'To be completed for the Performance and Evaluation Repo11. 'To be completed for the Pe1formance and Evaluation Report or a Revised Annual Statement. J PHAs with under 250 units in management may use I 00% of CFP Grants for operations. 4 RI-ff funds shall be included here. Page I Revised' Obligated Exnended fonn 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: Summary PHA Na me: Grant ype and Number Ol'lcr Tail County HRA Capital Fund Program Grant No: : MN46P 17750 I I 6 Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant ~ Origin al Annual tatemcnt D Reserve fo r Disasters/Emergencies 0 Performance and Evaluation Report fo r Period Ending: Linc-Surnmar-v b,, Oevclo1JmCnt Account 18a 1501 Collateralization or Debt Service paid by the PHA 18ba 9000 Col lateralization or Debt Service paid Via System of Direct Payment 19 l 502 Contingency (may not exceed 8% of line 20) Original 20 Anwu.ntQfJ\.ll)111al Grant:: (sum of lines 2 -19) 20,273.DJ) 21 Amount of line 20 Related to LBP Activities 22 Amount ofline 20 Related lo Section 504 Activities 23 Amount of line 20 Related to Security -Soft Costs 24 Amount of line 20 Related to Security -Hard Costs 25 Amount ofline 20 Related to Energy Conservation M~asuny Total Estimated Cost U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB o. 2577-0226 Expires 06/30/2017 FFY of Grant: 2016 FFY of Grant Approval: D Rcvi ed Annual tatcmcnt (r-cvision no: ) 0 final Performance and Evaluation Report Total Actual Cost ' Revi ed ' Obligated Expended Sign ature of Executi ve ~ctor -v_ _ ~ /-/ ~~ _ qate 08-18-2016 I Signature of Public Housing Director Date ~n r J r '-...J ,v r -·, Page 2 1 To be completed for the Performance and Evaluation Repo11. 'To be completed for the Performance and Evaluation Report or a Revised Annual Statement. 'PHAs with under 250 units in management may use 100% ofCFP Grants for operations. 4 RI-IF li.111ds shall be included here. form H D-50075.1 (07/2014) Annual tatement/Perfo1111ance and Evaluation Report Capital Fund Program, Capital Fund Program Rep lacement Housing Factor and Capital Fund Financing Program Part II: S1101JOrting Pages PHA Name: Otter Tail County HRA Grnnt Type and umber U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 06/30/201 7 Federnl FFY of Grnnt: 2016 Capital Fund Program Grant No:: MN46Pl775011 6 CFFP (Yes/ No): Replacement Housing Factor Grant No: Development Number General Description of Major Work Development Quantity Narne/PHA-Wide Activities MN177001 MN177001 Page 3 Categories Account No. .,.Operations 1406 Window Replacement 1460 'To be completed for the Performance and Evaluation Report or a Revised Annual Statement. 'To be completed fonhe Perfonnance and Evaluation Repon. HAW HAW Total Estimated Cost Total Actual Cost tatus of Work Original Revised 1 Funds Funds Obi igated2 Expended2 4,000.00 16,273.00 forn1 HUD-50075.1 (07/2 01 4) Capital Fund Program-Five-Year A ·tion Plan Ol-k .... ~l Co. p~,~ -Hsj . Part II: Sup:>ortine: Pages Physical Needs Work St:~:'----,-;~t(s) Work Work Statement for Y efr 2017 __} Statement for -fFY 2017 ~ Development 'Quantity Estimated Cost Development • Number/Name umber/Name Gent:ral Description of General Description of Major Work Categories Major Work Categories ~~ MN177001 MNl77001 ~ Flooring !Bldg. 5,000 Plumbing ~~~//:://~ Driveway Reolacement HAW 4,500 Roofs ~ Windows HAW 5,000 Electrical ~ Re1Jlace Garage Doors HAW 5,000 Garage Door Openers ~~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ W/47~ . •. Department of Housing anti . rba n Development Office of Public and lndi!'ln Housing Expires 08/30/20011 -~ Work Statement for Yc€r: 2018 ) FFY 2018 Quantity Estimated Cost HAW 5,000 1 Bldg. S,000 HAW S,000 HAW 4,500 -Subtotal of Estimated Cost $19,500 Subtotal of Estimated Cost L:H Cl..SQ,[ Page 3 of6 form 1-1 0-50075.2 (4/2008) Capital ~und Program-Fi e-YeH ction Plan Par 11: Work Statement for Year I FFY 2016 Development Number/Name General Description of Major Work Categories Smoke Detectors HYAC .EFY 201 • Quantity I Bid HAW HAW HAW Subtotal of Estimated Cost Estimated Cost 5,000 5,000 4,500 5,000 $19,500 Page 4 of6 . Ucpartment of Housing and rban Development flice of Public an<.I Indinn Housing Expires 08/30/20011 Work Statement for FFY 2020 Development umber/Name General Desc1iption of Major Work Cate ories MN177001 Cabinet .Entry Door Lock S stem A liances Roofs Doors Quantity HAW HAW HAW I Bid'· HAW Subtotal of Estimated Cost Estimated Cost 4,000 5,000 5,000 5,500 3,000 $J 9 500 form H D-50075.l (4n008) onERTAll oo•aTT•■1•••10T1 GOVERNMENT SERVICES CENTER 510 WEST FIR AVENUE FERGUS FALLS, MN 56537 July 27, 2016 OTTER TAIL COUNTY AUDITOR -TREASURER'S OFFICE FINANCIAL SERVICES DIVISION WWW.CO.OITER-T AIL.MN.US wstein@co.ottertail.mn.us Mr. Jeffrey Gaffaney, Executive Director Otter Tail County HRA 1151 Friberg Ave Fergus Falls, MN 56537 RE: 2017 Otter Tail County Budget Committee Meeting Dear Mr. Gaffaney, OFFICE -218-998-8030 DIRECT -218-998-8041 Fax -218-998-8042 Enclosed please find Otter Tail County's 20 17 Budget Committee Meeting Schedule. I have highlighted your appointment time. Should you have any questions or concerns, please feel free to contact me. Sincerely, Wayne Stein Auditor -Treasurer RECEIVED AUG O 1 2016 FERGUS FALLS/ o TTER TAIL COUNTY HRA f ✓ Time Division 8:30 a.m. Attorney 9:30 a.m. 10:00 a.m. Public Works 12:00 p.m. 12:30 p.m. Land/Property Services 2:00 p.m. Internal Services 3:30 p.m. Finance -Other Budget Committee Meetings Dead Lake Room Frid ay, September 9th, 2016 Departmental Areas County Attorney's Office Budget County Attorney's Contingency Budget County Attorney's Criminal Forfeiture Fund Budget County Fair Associations (East and West) Road and Bridge Fund Budget Phelps Mill Park Budget Land and Resource Department Budget Planning Commission Budget DNR Block Grant General Discussion - Solid Waste Fund County Ditch Fund Lunch County Assessor's Office Budget Otter Tail County Recorder Budget General Discussion - Geographical Information Systems Office Budget (Internal Division) Board of Adjustment Budget (Currently Under Finance Division) Administrator's/Coordinator's office Budget Management Information Systems Office Budget Facilities Operation Budget Geographical Information Systems Office Budget Safety/Civil Defense Department Budget General Discussion - Commissioners (Included Here For Discussion) Lake Improvement Districts Otter Tail County HRA Internal Code Notes 091 092 20 505 10 507 122 124 800-6950 50 22 044 101 127 123 031 061 112 127 280 002 611 149-6809 OffERTDH 0011•11-•r•a IIOU GOVERNMENT SERVICES CENTER 515 WEST FIR AVENUE FERGUS FALLS. MN 56537 OTTER TAIL COUNTY BOARD OF COMMISSIONERS www.co.ottertail.mn.us To: Local Government Units and Development Agencies From: Otter Tail County Board of Commissioners Date: Tuesday, July 26th, 2016 Subject: County Economic Development Committee 218-998-8065 FAX: 218-998-8075 Per MN Statute 469.1082 Subd. 2, the Otter Tail County Board of Commissioners is providing notice to all government units and development agencies that the County intends to create an economic development committee. The. purpose of the committee is two-fold: (1) identification of the current level of economic development, housing, and community development programs and services provided by existing agencies, any existing gaps in programs and services, and the capacity and ability of those agencies to expand their activities; and (2) the recommended organizational option for providing needed economic development, housing, and community development services in the most efficient, effective manner. zy· Leland R. Rog ess Board Chair Douglas A. Huebsch First Dls/Iiot Wayne D. Johnson Second District John D. Undquist Third Dlstt/Gt RECEIVED AUG O I 2016 FERGUS FALLS/ OTTER TAIL COU~TY ~'<A Roger Froemmi[lg Fourth Dlsttfot Leland R. Rogness Fifth Dls/Iiot OTTER TAIL COUNTY IS AN EQUAL OPPORTUNfTY EMPLOYER RESOLUTION AUTHORIZING FORMATION OF ECONOMIC DEVELOPMENT RECOMMENDATION COMMITTEE Otter Tail Countv Resolu0on No. 2016 -Click here to enter text. WHEREAS: The Otter Tail County Board of Commissioners has expressed interest in promoting economic development within the county, AND WHEREAS: A county may form a county economic d~velopment authqrity or grant a housing and redevelopment authority the powers specified in Minn. Stal § 469.1082, subd. 4, clause (2)_, if it receives recommendation to do so from a committee formed unde.r: subd. 2, AND • • .. ,• WHEREAS: notice has been .provided to all 'local government'=OijJis =~md development agencies within the county concerning the Interest of the county to adopt ~=.t@:9iu~ion to set up a committee. ~·<~~-:;:f· NOW THEREFORE BE IT RESOLVED THAT: i:h~-~-Ptt~r TaW·¢,c;,.~.!'lty Board of Commissioners hereby authorizes creation of a committee in ac~Q'.~.~#ce with Minh(~t § 469.1082, subd. 2, to recommend options to the .Board for a county e99n.9).nfo developm_ent sei:Y.}~ provider. ·: .. :=t· "•< .• The motion for the adoption of the foregoing ~s8l®im was inll';Qduced by c&!b.missioner Clicl( here to enter text., duly seconded by Commissioner Clidc-~~:i.:.e to_.!;?v.fg?text. and, aft~ff.~_iscussion thereof and upon vote being taken thereon, th~Jqll~wing voted ·j~::~V.p.i:=·=· ~=: P • ·~:-~~::~~;:: Commis$i6~:ers:'.Cl.ick here to ent.er-text. • ■• ·····\: •• ••• ·•::·:-,:-~·~ •• and the following voted against the same: ·qick here"t°fu enter Jext. :: ::• . • .. ::;(·· . . ,. .-:·( :• ·-~--• : • • ·~: Adopted at Fergus F~li§;'.=Mfnnesota~~Pick here to entf(if"date. ..;. • _., ···\?:;;;)~~~ •'❖'•• \ :.'· •••• , Dated: -~::-.. ·:.. .-. OTTERtA..IL COUNTY BOARD OF COMMISSIONERS -_-~:)..,.: -~~...,;?..,.· .•,:,.,..~-.:-.,..:· .. -----,,"'"·~:: ..., ..•• .,.., -.. -,-_.. . tt-· ·.-?\ ' :=;<,' ·-::: ... .,. '\. ~-·•:• .. • ·-~ ·•:-~. By: _______________ _ Leland R. Rogness, Board of Commissioners Chair ,. -~ .. ,•: . Attest: ___ ·•-..,,.,...;··'';.,,··.---,----.·•; .. ,;,:.,.,;,:,.....:,. Larry Kr6l,tn~-~lerk ·tJ· STATE OF MINNESOTA •• · ) ) COUNTY OF OTTER TAIL ) I, Larry S. Krohn, the County Administrator, do hereby certify thatl have compared the foregoing resolution with the original resolution filed in my office on the_ Day of ____ __. 2016, and that the same is a true and correct copy of the whole thereof. Larry S. Krohn Program OTC Tax Levy-Homeowner {2016) Only TLC Projects Leveraged w/ SCDP Projects TOTAL 2016 I OTC Tax Levy -Rental (2016t ~t~~~ ~ • -I. -, .. . -SCDP: Pelican Rapids SCDP: Battle Lake SCDP: New York Mills SCDP: Fergus Falls (20 homes) SCDP: Rothsay/Elizabeth (8 homes) Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update August 1, 2016 Applications Approved Denied Inspected 33 10 3 8 ~ r---.. 3 0 3 ( 136 ') 13 3 11 "" ~ 0 0 0 0 2 1 1 1 1 1 0 1 0 0 0 0 25 9 5 9 (35 Dz.:.-:.~--{10 l) 5 5 Proceed Issued SCDP -Preliminary Proposals ~• -runding approved Dalton -surveying ~"'tt- MHFA Deferred Loans -2016 6 4 1 4 2015 Economic Development 17 15 2 15 2016 Economic Development 9 8 1 8 HRA Revolving Rent Rehab Loan {2016) 2 2 0 0 Complete 3 2 2 2 5 4 0 0 1 0 1 1 0 0 8 4 4 4 2 2 15 13 8 3 0 0 MN177 HCV Leasing and Spending Projection A B C I D I E I F G H I J K L M N 0 p Q R --2... Utilization Report: m.,v Ulll1zat,on Hepoit Maren -;:u16 B IWO-Y~ar IOQI [-iuirte PHA Name OTTER TAIL COUNTY HRA PHA Number MN177 t l L Acc_ess Additional ~ools ] L .. Disclaimer , Save 2 -3 ACC and Funding Information Funding Proration Levels Program Projection Variables leasing and Spending Outcomes: Current and 4 Following Year Projections ,__ Years 2 & 3 Re-Annual Current Year Year2 Year 3 Benchmarking 100.0% Success Rate 20¾ 16.9% 2016 2017 Proration Turnover rate 5 ,__ Years 1 & 2 UML ¾of ACC Calendar Year 2016 2017 2018 Admin Fee 80.0% (UMA) 81.4% 68.0% 6 Proration ---~ D Beginning ACC Time from Issuance to HAP HAP Exp as¾ t ~2.0¾ "l 140 140 140 Years 2 & 3 Offset (Optional) 74.3% # Vouchers Effective Date All Funds ~ 7 - Initial BA Offset ¾ HAP Exp as¾ ~~-:¾ ~ ) (protects CYE ¾ leased in 30 Average months Funding $417,024 $445,307 $359,258 0.0% 25% 2.20 from issuance to of Eligibilitt 80.7% {net offset} increased days HAP E!fecti e Date only __,,, 8 leasinal -OFFSET of HAP $0 $0 % leased in 30 40% Reserve to 60 days 9 -... ., ... -/"-.. ----Set Aside I ', Prorated Funding Eligibility ¾ leased in 60 Projected 12131 4 $8,963 25¾ Total HAP $38,525 $124,574 Funding Level (including ;my Offset) to 90 days 10 ~---Reserves - New ACC Units % leased in 90 HAP Reserves $0 $0 $0 $425,987 10% as ¼ofABA 9.2% 28.0% Funding to 120 days (Start: 13.6%) 11 ,__ Total ABA Average Monthly % leased in 120 Potential Funding $425,987 $445,307 $359,258 Funding .$35,499 0% 0 0 to 150 days Terminations 12 Provided -.. -~ Eligibility ,__ PHA Income $0 13 - HUD-Held Reconciliation Cash Sufficiency Check 12.31 .201 5 Beginning YeaI Three: # Months NRP $2,280 Surplus will cover Yr 3 Total Cash-(With line Reference to FMD Letter) Reconciliation Monthly ABA minus HAP Ex12 Monthly deficit 14 Supported Prior $57,845 $38,525 $124,574 -Year-End HUD-HUD- Reserves established $54,320 established CYE HHR CYE HHR 15 ,__ (I inP'.B\ /LinP 33\ HUD-estimated PHA-Held Cash Administrative Fees Net Excess $3,525 $50,720 12/31/2015 2016 2017 Cash (Line 24) {VMS) Analysis 16 HUD Page 1 8/18/2016 MN177 HCV Leasing and Spending Projectio n ,E. E. 24 -~ ~ .3l. 28 -29 -30 -2.!. 32 t--33 t--34 35 '36 t--2?.. ~ 39 -~ 41 -42 -~ ~ ~ 46 t--47 >--~ ~ 51 - _g 53 - ...?:i ..fil. ~ A B 2016 Jan-16 Feb-16 -Mar-16 Apr-16 Mav-16 Jun-16 r--Jut-16 Auo-16 Seo-16 Oct-16 Nov-16 Dec-16 Total Jan-17 Feb-17 Mar-17 Aor-17 Mav-17 Jun-17 Jul-17 Aug-17 seo-17 Oct-17 Nov-17 0ec-17 Total C ACC Units (UMAs) (see newACC tab) 140 140 140 140 140 140 140 140 140 140 140 140 1,680 ]40 140 140 140 140 140 140 140 140 140 140 140 1,680 0 ACTUAL Leased Units 118 118 ._ 122 124 122 114 --112 0 0 0 0 830 0 --- E Actual HAP $36,663 $38,582 $44,501 $41,245 $41,445 $38,969 $35,200 $0 $0 $0 $0 $276,605 $0 F vouchers issued, or projected to be ;eeu o rl 0 0 0 0 0 Leasing -- G Other Planned additions or reductions to lo~cnrl 11n;♦e 0 0 H New Leasing from Issued Vouchers 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ------- Estimated Attrition -1.7 -1.7 -1.7 -1 .7 -1 .7 -1.7 -1 .6 -1.6 -1 .6 -1 .5 -1 .5 -1 .5 -19.4 -1.5 -1.4 -1.4 -1.4 -1.4 -1.4 -1.3 -1 .3 -1.3 -1 .3 -1.3 -1.3 -16.3 140 120 100 80 60 1 1 1 1 l l 0 0 0 0 0 1---------------------------------------------l 40 20 L...----------------------------------------..i.o Vouchers Issued or projected to be issued -Projected New Leasing from Issued Vouchers -Actual or Projected Units Leased 64 Comments HUD Page 3 Leased units: Actual and Projected 118 118 122 124 122 114 112 110 109 107 106 104 1,367 103 101 100 99 97 96 94 93 92 91 89 88 1.143 K HAP Expense: Actual and Projected $36,663 $38,582 $44,501 $41,245 $41 445 $38 969 $35,200 $34,704 $34,216 $33,734 $33,259 $32,790 $445,307 $32,328 $31,873 $31,424 $30,982 $30,545 $30,115 $29,691 $29,273 $28,861 $28,454 $28,053 $27,658 $359,258 sso,ooo L PUC Actual or Projected $311 $327 $365 $333 $340 $342 $314 $314 $314 $314 $314 $314 $326 $314 $314 $314 $314 $314 $314 $314 $314 $314 $314 $314 $314 $45,000 ~ ... $40,000 ~ ~ $35,000 .., ; $30,000 ! $25,000 f $20,000 ~ $15,000 ::E $10,000 $5,000 $0 M Manual PUC Override N Cumulative Annual Leased % 84.3% ·84.3% 85.2% 86.1% 86.3% 85.5% 84.7% 84.0% 83.3% 82.6% 82.0% 81 .4% 81.4% 73.5% 73.0% 72.4% 71 .9% 71.4% 70.9% 70.4% 70.0% 69.5% 69.0% 68.5% 68.0% 68.0% Spending y_ Funding 0 Cumulative Eligibility Expended % 103.3% 106.0% 112.4% 113.4% 114.1% 113.3% 111.3% 109.6% 108.1% 106.8% 105.6% 104.5% 104.5% 87.1% 86.5% 85.9% 85.3% 84.7% 84.1% 83.5% 82.9% 82.4% 81.8% 81 .2% 80.7% 80.7% p Monthly UML % 84.3% 84.3% 87.1% 88.6% 87.1% 81.4% 80.0% 78.9% 77.8% 76.7% 75.6% 74.5% 73.5% 72.4% 71.4% 70.4% 69.4% 68.4% 67.5% 66.5% 65.6% 64.7% 63.8% 62.9% a Monthly ASA Expended % 103.3% 108.7% 125.4% 116.2% 116.8% 109.8% 99.2% 97.8% 96.4% 95.0% 93.7% 92.4% 87.1% 85.9% 84.7% 83.5% 82.3% 81.2% 80.0% 78.9% 77.8% 76.7% 75.6% 74.5% I I t I I I I 8/18/2016 R SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM JUNE & JULY, 2016 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 % 5 16 0 1 0 5 0 a / 0 2 ✓ 7 13 1 1 ,.,...... .:;~'-r 5/$4687; 2/$1319 1 2 96% OTTERTAIL CO TY PUBLIC HOU ING FAMILY TS BOARD REPORT 13 Family units June 2016 Rents Payable $2,496.00 Rents Collected $2,560.00 Late Fees Charged $ 25.00 (1) Late Fees Collected $ 25.00 (1) Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2 B droom 21 3 Bedroom 20 4 Bedroom 5 H:\Users\Pam\Board Reports\OT County -Board Report.doc G BOARD REPORT 13 Family units July 2016 Rents Payable $2,682.00 Rents Collected $2.457.00 Late Fees Charged $ 75.00 (3). Late Fees Collected $ 75 .00 (3) Late Fees Outstanding $ 0.00 ELI Percentage 100% -lease termination for 4 BR in Y ills -over hou ing rental unit Waiting List 2 Bedroom 19 3 Bedroom 14 4 Bedroom 3 HRA Office 11 S 1 Friberg Ave Fergus Falls MN S6S37 218-739-3249 Fergus Falls/Otter Tail County HRA Housing & Redevelopmenl Authority Fax 218-736-4706 ffhrd@prtel.com www.fergusfallshra.com Riverview Heights Highrise 20S North Sheridan Ave Fergus Falls MN S6S37 218-739-9498 TO: FROM: D TE: SUB.IE T: ENCLOS RE: ME MO Board or Director, Otter Tai l County HRA Jeffrey affaney, Executi ve Director October 13, _o 16 Meetin g to be held Thursday, Oc tober 20, 201 6 at 10:00 a.m. at the HRA Offi ce, 11 5 1 Friberg Avenue, Fe rgus Fa lls, M , 56537 Reg ular Minute o r Augu t 18th , 2016 Meeting cction 8 & Public Hou. ing Policy hanges AGEN DA I. Chairper on -al l Meeting to Order 2. Aprroval of Minutes 3. Executi ve Director A. Oath of'Office for New HRA Board M ember-Dave Johns n B. • Public H a ring, I 0:00 a.111. -20 17 Annual Agency Plan Update I . Re olution o. 11 4 PH A Certifica tion or omplian e with 2017 Annual Plan & Civil Ri ght Certifica tion 20 17 apital Fund 5-Ycar pdate, ec ti on and Public Housing Progra m Changes Admini trati ve Ex pe n ·e -ugu t 2016 and eptember 20 16 D . lnvestm nt Listing E. Bid Proposa ls For: I . HRA Multi-Peril In urance overage 2. H RA i ca I ud it I 2/3 1 / 16 F. Proposed 20 17 Public Hou ing Budget I . Resolution o. 11 5 G. 20 17 Tax Levy Request M 'C ting with Countl~r~~0J ~1 //J:-d.S 4. Rehab Specialist -Mikel Olson H • z "/C,, ~ ...... ~.,¢ • A. Tax Levy pdatc B. Tax Levy Rental pdate C. DP Update -A ll 'itie D. MHFA Update 5. Housi ng Administrator -Mary Jo chwa rz A . Otter Ta il Count y Section pda te 6. Housing Manager -Pam M intcn ,\. Pu bli c Hou ·ing pdatc PLEA SE CALL I F YOU ARE UNA BLE TO A TTE D! 1-1: ll,~r, .11.l h (ii·. D,\ OIC I0-20-2016.ll11c Provid#rg 'H'bising Opportunities The Otter Tail County HRA Board of Commissioners met in a regular meeting on, August 18, 2016 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 Ralph Hemmerlin Scott Rocholl, Chairperson OTHERS PRESENT Jeffrey Gaffaney Mary Jo Schwarz Kim Scheer Mikel Olson Pam Minten Scott Rocholl, Chairperson called the meeting to order. ABSENT Hazel Hovde Tanya Westra A motion was made and seconded .to approve the minutes from the June 9, 2016 regular meeting. Ml Robert Bigwood SI Ralph Hemmerlin The administrative expenses were reviewed for the months of :June, 2016 and July, 2016. 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 August 18, 2016. 2016 Capital Fund update; Jeffrey reported on a conversation he had with our HUD Representative, Patricia Thorstad regarding our Capital Fund proposal. Patricia suggested that the Otter Tail County HRA perform and submit a Physical Needs Assessment (PNA) and cease using its 5-Year Action Plan as PNA. It was noted that a revised Environmental Review must be completed for 2016 as it currently has items not currently in our 2016-2020 5-Year Action Plan, i.e. Administration. The Otter Tail County HRA Capital Fund grant money will remain undistributed in eLOCCS until we provide the above listed items and the Public Housing Operating Budget for the Otter Tail County HRA. The board members discussed . how the previous year's annual plan proposals read and what the differences were this year. Resolution N9. 113 Certification of Compliance with the 2016 Capital Fund Program Budget and the 2016-2020 Five-Year Action Plan was proposed for approval. The board was given a copy of the revised annual plan. The board made a motion and seconded it with all ayes to approve the revised budget and ResolutionNo. 113. Ml Robert Bigwood S/Bob Maki Jeffrey reported that the Otter Tail County Fiscal audit has been completed by Carlson Highland CPA's and the audit reports were given to each board member for review. Jeffrey noted that there were no major findings in the report and that it went very well. Page 23, regarding investments, was looked into and H:\Users\KIM\Minutes\2016 minutes\minutes -otc august 2016.doc 1 discussed and the board chose not to participate in riskier investments. This report has been .submitted to HUD and the County. 2017 Proposed Tax Levy Request update; total requested funds for year 2017 for general administration costs, is $545,000.00. The HRA staff and board members have been asked to attend a County meeting at the Government Service Building on Friday, September 9th at 3:30p)ll. A Public Hearing will be held during the next board meeting on October 20, 2016. A legal newspaper ad will be posted for the 45 day co=ent period on the 2017 Annual Agency Plan. County Board of Commissioners Chair, Leland Rogness, sent a memo to the Otter Tail County HRA reporting their intent to create an Economic Development Committee for the County. Jeffrey is hoping that the Otter Tail County HRA will have a chance to participate with this committee; as there will be nothing new that this board can offer that the HRA· can't already do. The board made a reco=endation that Jeffrey suggest to the new board that they do not need to recreate the wheel. The board than discussed how this new Economic Development Committee could possibly be competition for next year's Tax Levy request for funds. Mikel Olson, Rehab Specialist reported on the Otter Tail County Homeowner Tax Levy 2016 program; 33 applications have been received, IO have been approved, 3 were denied, 8 have been inspected, 3 are in progress and 2 are complete. Projects leveraged with SCDP: 3 applications were received, 3 applications were approved, none were denied, 3 have been inspe.cted, 2 are in progress and 2 are complete. A total of the projects are: 36 applications have been received, 13 have been approved, 3 were denied, 11 have been inspected, 5 are in progress and 4 are complete. There has been no new activity for the Otter Tail County Tax Levy Rental 2016 program. Pelican Rapid SCDP Co=ercial Program updates; 2 applications have been received, I has been approved, 1 was denied, 1 has been inspected; I is in progress ahd none are completed. Battle Lake SCDP Co=ercial Program update, I application has been received, I has been approved, none were denied, I has been inspected; I is in progress and one has been completed. There has been no new activity for the New York Mills SCDP Program. Fergus Falls SCDP Homeowner Program update, 25 homeowner applications have been sent, 9 have been approved, 5 have been denied, 9 have been inspected; 8 are in progress and 4 are complete. Rothsay/Elizabeth SCDP Homeowner Program update, 35 homeowner applications have been sent, 5 have been approved, 10 have been denied, 5 have been inspected; 4 are in progress and 4 are complete. Henning SCDP Homeowner Program update, funding has been approved. A note was received August 2, 2016 from DEED stating that they are expecting the award letter from HUD, than work can begin. Dalton SCDP Homeowner Program update; Rural Development is now prepared on the municipal side of things for the upcoming project which may in turn help the 2017 Small Cities grant being approved. MHF A Deferred Loans update, 6 applications have been sent, 4 have been approved, I was. denied, 4 have been inspected, 2 are in progress and 2 has been completed. H:\Users\KIM\M:inutes\2016 minutes\minutes-otc august2_016.doc 2 The Fergus Falls HRA Revolving Rent Rehab 2016 program update; 2 applications have been received, 2 have been approved, none have been denied, two have been inspected, two are in progress and one has been completed. Mikel stated that the Rehab Program is getting a number of requests from applicants who have recently used Tax Levy money. Question one is: How often should the HRA allow an applicant to reapply for funding? The second question is: What should the maximum amount be for the Tax Levy program that one applicant or project could borrow? Mikel informed the board that the Tax Levy account has been referred to as an "Emergency Fund" for projects such as: septic systems, wells, roofs etc. The board suggested that the HRA Rehab Department develop program guidelines for approval at the next meeting. Consistency among all Rehab program guidelines will be a focus. Down Payment Assistance Program update; there has been a question of what the closing cost maximum percentage should be. Mikel and Tanya will have guidelines prepared at the next meeting for board approval. Scott Rocholl suggested a tiered approach where a lower purchase price will allow a higher percentage of closing costs. Chairperson, Scott Rocholl, than announced to the board that Mikel and Tanya had conducted a presentation at some local. banks and that he received phone calls afterwards of interest. Mary Jo reported on the Otter Tail County Section 8 program for the months of June and July, 2016. The month of June had 114 leased and HAPS totaling $38,969.00. In July there were 112 leased and HAPS totaling $35,200.00. A summary of activity for these two months was; 5 annual re-certifications and 16 interim re-certifications. Eight participants ended participation, none are in shop mode and there are 2 new admissions. There are 119 families on the waiting list. There were 7 vouchers issued and 13 applications in process. There was one port-in pending and one port-out pending. In June there were 5 ports out paid totaling $4,687.00. In July there were 2 ports out paid totaling $1,319. There was one port received. The ELI percentage was 96%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for June 2016 were $2,496.00 and $2,560.00 was collected. There was $25.00 in late fees charged and $25.00 was collected. There were no outstanding late fees. There were 21 applicants on the 2-bedroom public housing waiting list, 20 applicants on the 3-bedroom waiting list and 5 on the 4-bedroom waiting list. ELI was 100%. In July 2016 rents payable totaled $2,682.00 and $2,457.00 was collected. There was $75.00 in late fees charged and $75.00 was collected. There were no outstanding late fees. There were 19 applicants on the 2-bedroom public housing waiting list, 14 applicants on the 3-bedroom waiting list and 3 on the 4- bedroom waiting list. ELI was 100%. There was one lease termination for the 4 bedroom in New York Mills for Over Housing. This tenant that is being terminated is only in need of a 2 bedroom unit, and there are people on the waiting list in need of a 4 bedroom unit. Pam has had lengthy discussions with this tenant and has given ample time to make other housing arrangements. The tenant's hope was to wait until the 2016-2017 school year was finished before moving and this request was fulfilled. Our next meeting will be held on Thursday, October 20, 2016 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 10:58 am. H:\Users\K.IM\Minutes\2016 minutes\minutes ~ otc august 2016.doc 3 Ml Bob Maki S/ Robert Bigwood Robert Maki, Secretary Date H:\Users\KIM\Minutes\2016 rninutes\minutes -otc august 2016.doc 4 Streamlined PHA Plan PHA Certifications of Compliance U.S. Department of Housing and Urban Development Office of Public and Indian Housing PHA Certificatimis of Compliance with the PHA Plans and Related Regulations: Board Resolution to Accompany the Streamlined Annual PHA Plan RESOLUTION NO. 114 Acting on behalf of the Board of Commissioners of the Public Housing Agency (P HA) listed below, as its Chairman or other authorized PHA official if there is no Board of Commissioners, I approve the submission of the streamlined Annual PHA PlanforPHA fiscal year b~ginning O 1101/2017, hereinafter referred to as the Streamlined Annual Plan, of which this document is a part and make the following certifications, agreements with, and assurances to the Department of Housing and Urban Development (HUD) in connection with the submission of the Streamlined Plan and implementation thereof: l. The stre~mlined Annual Plan is consistent with the applicable comprehensive housing affordability strategy (or any streamlined Plan incorporating such strategy) for the jurisdiction in which the,PHA is located. 2. The PHA has established a Resident Advisory Board or Boards, the membership of which represents the-residents assisted by the PHA, and provided this Board or Boards an opportunity to review and comment on any program and policy changes since submission o'f the last Annual Plan. 3. The PHA made the proposed streamlined Annual Plan, including policy and·program revisions since submission of the last Annual Plan, and all information relevant to the public hearing available' for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the _streamlined Plan and invited public comment . . 4. The PHA will carry out the streamlined Annual Plan in confo~nity with Title VI of the Civil Rights Act of 1964, the Fair Housing Act; section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990. 5. The PHA will affirmatively further fair housing by examining their programs or proposed programs, identify any impediments to fair housing choice within those programs, address those impediments in a reasonable fashion in view of the resources available and work with local jurisdiction:s. to implement any of the jurisdiction's initiatives to affinnatively further fair housing that require the PHA's involvement and maintain records reflecting these analyses and actions. 6. For streamlined Annual Plans that inplude a policy or change in policy for site-based waiting lists: The PHA regularly submits required data to HUD's MTCS in an accurate, complete and timely manner (as specified iri PIH Notice 99- 2); • The system of site-based waiting lists provides for full disclosure to each applicant in the selection of the development in which to reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to wait to be admitted to units of different sizes and types at each site; • • Adoption of site-l;iased waiting list would not violate any court order or settlement agreement or be incon.sistent with a pending complaint brought by HUD; • The PHA shall take reasonable measures to assure that such waiting list is consistent with affirmatively furthering fair housing; • The PHA provides for review of its site-based waiting list policy to determine if it is consistent with civil rights laws and certifications, as specified in 24 CFR part 903.7(b)(2). 7. The PHA will comply with .the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act of 1975. 8. The PHA will comply with the Architectural Barriers Act of 1968 and 24 CFR Part 41, Policies and Procedures for the Enforcement of Standards and Requirements for Accessibility by the Physically ,Handicapped. 9. The PHA will comply with the requirements of section 3 of the Housing and Urban.Development Act of 1968, Employment Opporturtities for Low-or Very-Low Income Persons, and with its implementing regulation at 24 CFR Part 135, 10. The PHA has submitted with the streamlined Plan a certification with regard to a drug-free workplace requited by 24 CPR Part 24, SubpartF. • 11. The PHA has submitted with the streamlined Plan a certification with regard to compliance with restrictions on lobbying required by 24 CFR Part 87, together with disclosure forms if required by this Part, and with restrictions on payi;nents to influence Federal Transactions, in accordance with the Byrd Amendment and implementing regulations at 49 CFR Part 24. 12. The PHA will comply with acquisition and relocation requirements of the Unifonn Relocation Assistance and Real Property Acquisition Policies Act of 1970 and implementing regulations at 49 CPR Part 24 as applicable. 13. The PHA will take appropriate,affirmative action to award contracts to minority and women's business enterprises under 24 CPR 5.105( a). . 14. The PHA will provide HUD or the responsible entity any documentation that the Department needs to carry out its review under the National Environmental Policy Act' and othe;r related autl1orities in accordance with 24 CFR Part 58. 15. With respect to public housing the PHA will comply with Davis-Bacon or HUD determined wage rate requirements under section 12 ofthe United States Housing Act of 1937 and the Contract Work Hours and Safety Standards Act. 16. The PHA will keep records in accordance with 24 CFR 85.20 and facilitate an effective auditto determine compliance with program requirements. Page 1 of 2 form HUD-50076 (4/30/2003) 17. The PHAwill comply with th(! Lead-Based Paint Poisoning Prevention Act and24 CFRPart 35._ 18. The PHA will comply with the policies, guidelines, and reql\irements of 0MB Circular No. A-87 (Cost Principles for State, Local and Indian Tribal Governments) and 24 CFR Part 85 (Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments.). 19. The PHA will unde1take only activities and programs covered by the streamlined-Annual Plan in-a manner consistent with its streamlined Annual Plan and will utilize covered grant funds only for activities that are approvable under the regulations and included in its streamlined Plan. 20. AH certifications and attachments (if any) to the streamlined Plan have been and will continue to be available at all times and all locations that the PHA streamlined Plan is available for public inspection. AU required supporting documents have been made available for publidnspection along with the streamlined Plan and additional requirements at the primary business office of the PHA and at all other tim_es and locations identified by the PHAin its streamlined Annual Plan and will continue to be made.available at least at the primary business office of the PHA. 21.The PHA certifies that the following policies, programs, and plan components have been revised since submission of its last Arinual FHA Plan ( check aH ;policies, programs, and components that have been changed): 903.7a HousingNeeds 903.7b Eligibility, Selection, and Admissions Policies 903.7c Financial Resources 903.7d Rent Determinatio11Policies 903.7h Demolition and Disposition 903.7k Homeownership Programs 903. 7r Additional Infomiation _A. Progress in meeting 5-year mission and goals _B. Criteria for substantial deviation and significant amendments • C. Other infoniiation requested by HUD _I. Resident Advisory Board consultation process _2. Membership of Resident Advisory Board _3. Resident membership on PHA goveming,board 22. The PHA provides assurance as part of this certification regarding its streamlined annual 'PHA Plan that: (i) The Resident Advisory Board had an opportunity to review and comment on the changes to, the policies and programs before implementation by the PHA; • (ii) The changes were duly approved by the PHA board of directors ( or similar governing body); and (iii)The revised policies and programs are available forreview and inspection, at the principal office of the PHA during nonnal business hours. 23. PHA approves 2017 Five Year Action Plan for Capital Fund Grant MN46P 17750117. Otter Tail County HRA PHAName Streamlined Annual PHA Plan for Fiscal Year: MN177 PHANumber 2017 I hereby certify that all the infonnation stated herein, as \Veil as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD wi 11 prosecute false claims and statements. Conviction may. result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, !012; 31 U.S.C. 3729, 3802) Name of Alilhorized Official Title Scott E. Rocholl Chair erson Date 10/20/2016 Page 2 of 2 form HUD-50076 {4/30/2003) Civil Rights Certification Civil Rights Certification Annual Certification and Board Resolution U.S. Depa1iment ofHousing and Urban Development Office of Public and Indian Housing Expires 08/30/2011 Acting on behalf of the Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairman or other authorized PHA official if there is no Board of Commissioner, I approve the submission of the·Planfor the PHA of which this document is a part and make the following certification and agreement with the Department of Housing and Urban Development (HUD) in connection withthe submission of the Plan and implementation thereof The PHA certifies that it will carry out the public housing program of the agency in conformity with title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990, and will affirmatively further fair housing. Otter Tail County HR.A ivfN177 PHAName PHA Number/HA Code [ hereby certify that all the information stated·herein, as well as any infonnation provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. I 00 I, IOI 0, l 012; 31 U.S.C. 3729. 380"J) Name ofAuthorized Official Scott E. RQcholl Title Chairperson Date October 20, 2016 form HUD-50O77-CR (1/2009) 0MB Approval No. 2577-0226 Annual Statement/Perfonnance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part I: Summary PHA Name: Otter Tail Cmmty HRA Grant Type and Number Capital Fund-Program Grant No: MN46PI 7750117 Replacement Housing Factor Grant No: Date ofCFFP: Type of Grant 181 Original Annual Statement D Reserve for Disasters/Emergencies D Performance and Evaluation Report for Period Endinl!;: U.S. Department of Housing and Urban Development Office of Public and Indian Housing 0MB No. 2577-0226 Expires 06/30/2017 FFYofGriml: 2017 FFY of Grant Approval: D Revised Annual,Statement (revision no: ) D Final Performance and Evaluation Reoort Line Summarv bv Develooment Account Total Estimated Cost Total Actual Cost 1 .I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Ori2inal Total non-CFP Funds 1406 Ope mt ions (may not exceed 20% of line 21) J 4,000.00 1408 Management Improvements 1410 Administration (may not exceed 10% ofline 21) 1411 Audit 1415 Liquidated Damages 1430 Fees and Costs 1440 Sit.eAcquisition 1450 Site Improvement 1460 Dwelling Slmctures 16,500.00 1465. 1 Dwelling Equip[!1ent-Nonexpendable 1470 Non-dwelling Structures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495.1 Relocation Costs 1499 Development Activities • ' To be completed for the Performance and Evaluation Report. 2 To be completed for the Perfonnance and Evaluation Report or a Revised Annual Statement 3 PHAs with under 250 units in management may use 100% ofCFP Grants for operations. 4 RHF funds shall be included here. Page 1 Revised1 Obliptetl Expended •· form HUD-50075;1 {07/2014) Annual Statement/Perfonnance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital.Fund Financing Program Partl: Summary PHA Name: Grant Type and Number Otter Tail County HRA Capital Fund Program Gra11t No: : MN46Pl 7750117 Replacement Housing Factor Grant No; Date ofCFFP: Type of Grant ~ Originnl Annual Shllcmcnl 0 Reserve for Disasters/Emergencies D Perfo rmancc and Evaluation Report for Period Ending: Line Summan' bv Devclonrnent Account 18a 1501 Collateralization or Debt Service paid by the PHA 18ba 9000 Collateral ization or Debt Service paid Via System of.Direct Payment 19 1502 Continge11cy (may not exceed 8% of line 20) Original 20 Ami)tllll of Annual Grant:: (sum of lines 2 -19) 20,500.00 21 Amount of line 20 Related lo LBP Activities 22 Amount ofline 20 Related to Section 504 Activities- 23 Amount ofline 20 Related to Security-Soft Costs 24 Amount ofline 20 Related to Security -Hard Costs 25 Amount of line 20 Related to Energy Conservation Measures Signature of Executive Director Date 10-20-2016 1 To be completed for the Perfo1mance and Evaluation Report. Tota"! Estimated Cost U.S. Department of Housing and Urban Development Office.of Public and Indian Housing 0MB No. 2577-0226 Expires 06/30/2017 FFY ofGnin!: 2017 FFY of Grant Apprnval: ,. D Revised Annual Statement (re,•ision no: ) D Final Performance and Evaluation Report Total Actual Cost ' • Revised 1 Obligated Expended - I Signature of Public Housing Director Date 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 100% ofCFP Grants for operations. 4 RHF funds shall be included here. Page 2 form HUD-50075.1(07/2014) Annual Statement/Perfom1ance and Evaluation Report Capital Fund Program, Capital'Fund Program Replacement Housing Factor and Capital_ Fund Financing Program Part II: Sunnortine: Pnees PHA Name: Otter Tail County HR.A Grant Type and Number U.S. Department of Housing and Urban Development Office of Public and hldian Housing . 0MB No. 2577-0226 Expires 06/30/2017 FederalFFY of Grant:, 20 l 7 Capital Fund Program Grant No:: MN46Pl7750117 CFFP (Yes/No): Replacement-Housing Factor Grant No: Development Number General Description of Major Work Development Quantity Name/PHA-Wide Activities MN177001 MN177001 Pag~ 3 Categories Account No. Operations 1406 HAW Window Replacement: Replace 1460 HAW Remafoing existing windows not Completed with 2016 Grant -· 1 To be completed for the Performance and Evaluation Report or a Revised Annual Statement 2 To be completed fur the Performance and Evaluation Report. Total Estimated Cost Total Actual Cost Status of Work Original Revised 1 Funds Funds Obli_gated2 Exoended2 4,000.00 16,500.00 form HUD-S0075.1 (07/2014) . Capital Fund Program-Five-Year Action Plan Part I: Summar PHA Name/Number Fergus Falls HRA Development Number and Work Statement A. Name for Year l FFY2017 MN46Pl7750117 B. Physical Improvements Subtotal C. Management Improvements D. PHA-Wide Non-dwelling Structures and Equi E. Adtninistration 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 20,500. Work.Statement for Year 2 FFY2018 20,500 ·Work Statement for Year 3 FFY20l't • 20,500 Page I of6 U.S. Depar·tment.ofHousing,and Urban Development Office of Public and Indian Housing Ex.pfres 08/30/20011" Dori inal S"-Year Plan □Revision No: Work Statement for Year 4 Work Statement for Year 5 FFY 2020 FFY 202 I 20,500 20,500 form HUD-50075;2 (4/2008) Capital Fund Program-Five-Year Action Plan Part Il: Sup :iorting Pages -Phvsical Needs Work Statement(s) Work Work Statement for Year 2018 Statement for FFY 2018 Year 1 FFY Development Quantity Estimated Cost 2017 Number/Name General Description of Major Work Catel!:ories w»JJj W@2 MN177001 W},: ~ ~ Operations HAW 4,000 ~ f. ~ .Reolace Flooring: HAW 5,000 ~ I.Carpet & Tile ~ 2.Replace Existing HAW 11,5000 Overhead Garage Doors ~ and Install Openers ~ ~ ~ ~ ~ ~~ W/Y/Z0 ~ ~ ~ ~ ~ ~ ~- ~ ~ ~ ~ ~ -Subtotal of Estimated Cost $20,500 Page3 of6 U.S. Department ofHousing and Urban Development Office of Public and Iudian Housing Expir~s 08/30/20011" Worlc Statement .for Year: 2019 FFY 2019 Development Quantity Estimated Cost Number/Name ·General Description of Major Work Categories MN177001 Operations HAW 4,000 Renlace all window treatments HAW 6,000 Install New Entry Lock HAW 10,500 System. Subtotal of Estimated Cost $20,500 form HUD-50075.2 (4/2008) Capital Fund Program-Five-Year Action Plan Part II: Sup :l0rtin2 Pages -Physical Needs WorkStatement(s) Work Work Statement for Year 2020 Statement fqr FFY 2020 Year 1 FFY Development Number/Name Quantity Estiniated Cost 2017 General Desctiption of,Mqjor Work Categories - ~~d'%0 1'1Nl77001 ~ ~~ Operations HAW 4;000 w~ ,,,~ ·Replace existing.cabinetry HAW 8,500 ~ Replace existing aoolfauces HAW 8,000 ~~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ -Subtotal of Estimated Cost $20,500 Page 4 of6 u;s. Department·ofll_:ousing.and U1·ban Development Office of Pubiic andfodfan Housing Expires 08/30/2001{ Work Statement for Year: 2021 -. FFY 2021 --. Development Quantity Estimated Cost Number/Name General Description of Major Work Categories MNl77001 Operations HAW 4,000 'Roofing: Re.,Shingle HAW 5,000 Driveway/sidewalk replacement HAW 2,500 Replace.E:idsting: HAW 9,000 Water Heaters Furnaces, A/C I Subtotal of Estimated Cost $20,500 form HUD-50075.2 (4/2008) OTTER TAil OOUOlT•Sllnnuo,1 OTTER TAIL COUNTY AUDITOR -TREASURER'S OFFICE FINANCIAL SERVICES DIVISION WWW.CO.OTTER-TAIL.MN.US wstein@co.ottertail.mn.us GOVERNMENT SERVICES CENTER 510 WEST FIR AVENUE FERGUS FALLS, MN 56537 October 4, 2016 Mr. Jeffrey Gaffaney, Executive Director Otter Tail County Housing and Redevelopment Authority 1151 Friberg Ave Fergus Falls, MN 56537 RE: Appointment of Dave Johnson Dear Mr. Gaffaney, OFFICE -218-998-8030 DIRECT-218-998-8041 Fax-218-998-8042 On Tuesday, October 4, 2016 the Otter Tail County Board of Commissioners took action to officially appointment David Johnson to the Otter Tail County Housing and Redevelopment Authority Board for a five year tenn commencing August 1, 2015 ( effectively Tuesday, October 4, 2016) and ending August 1, 2021. Should you have any questions or require any additional information please feel free to contact me. Sincerely, w~~ Wayne Stein Auditor-Treasurer CC Da:ve Johnson 38411 CoimtyHighway3 Pelican Rapids, MN 56572 l • I • .,,.- -o··· ' .. . ' ...... ......., O.PPORTIJNIJY· 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 fftira@prtel,com www.fergusfallshra.com Riverview Heights Highrise 205.North Sheridan Ave Fergus Falls MN 56537 218-739-9498 OTTER TAIL COUNTY HRA BOARD APPOINTMENTS NAME Robert Maki, Secretary ScottRocholl, Ch~irperson Robert Bigwood, Vice-Chairperson Ralph Hemmerlin Dave Johnson DATE OF.ORIGINAL APPOINTMENT 06/10 08/08 09/08 01/15 10/16 H:\Users\JEFF\BOARD APPOINTMENTS OTC HRA.doc DATE.OF REAPPOINTMENT 08/12 08/13 08/14 08/15 DATE OF EXPIRATION 08/2017 08/2018 08/2019 08/2020 01/2021 ================ Providing Housing Opportunities ·=--=;;:;:;...:============ OATH OF COMMISSIONER OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA. I, Dave Johnson , 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 ofmy 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 20th day of October, 2016. Signed._· ___________ _ Notary Public My commission expires ______________ _ H:\Users\JEFF\Oath of Commissioner ate.doc Otter Tail County Public Housing ACOP (Admissions and Continued Occupancy Policy) and LEASE PROPOSED CHANGES October 2016: POLICY CHANGES: 8.0 ELIGIBILITY FOR ADMISSION D. Social Security Number Documentation If a member of an applicant family indicates they have a Social Security Number, but cannot readily verify it, the family cannot be assisted lllltil verification is provided. If the Social Security Number of each household member cannot be provided to the Otter Tail Collllty Housing Authority within 30 days of it being requested, the family shall lose its place on the waiting list for this specific unit, however retain its place on the waiting li st and drnp to the bottom of the list. During this 30 days, if all household members have not disclosed their SSN at the time a unit becomes available, the Otter Tail Collllty Housing Autl1ority must offer the available unit to the next eligible applicant family on the waiting list. 12.0 VERIFICATION The Otter Tail Collllty Housing Authority will verify information related to waiting list preferences, eligibility, admission, and level of benefits prior to admission. Periodically during occupancy, items related to eligibility and rent determination shall also be reviewed and verified. Income, assets, and expenses will be verified, as well as disability status, need for a live-in aide and other reasonable accommodations; full time student status of family members 18 years of age and older; Social Security numbers; and citizenship/eligible non-citizen status. Age and relationship will only be verified in those instances where needed to make a determination of level of assistance. Q:;'or a fami ly with net assets egua l to or less than $5,000, the Otter Tail County Housing Authority will acccpt2 for purposes of recertifi ca tion of income, a family's written, declaration that it has net assets e ual to or less than $5,000, without taking additional ste.12s to verify the accuracy of the declarntion. The declaration must state the amount of income the fami ly ex2ccts to receive from such assets; this amount will be included in the fa mily's income. The Otter Tai l County Housing Authority will obtain th ird-_pali)1 verification of all fami ly assets every 3 years. 13.6 RENT FOR FAMlLIES UNDER THE NONCITIZEN RULE A mixed family will receive full continuation of assistance if all of the following conditions are met: A. The family was receiving assistance on June 19, 1995; B. The family was granted continuation of assistance before November 29, 1996; C. The family's head or spouse has eligible immigration status; and D. The family does not include any person who does not have eligible status other than the head of household, the spouse of the head of household, any parent of the head or spouse, or any child (under the age of 18) of the head or spouse. The family's assistance is prorated in the following manner: A. Determine the 95t11 pereentile of gross rents (tenant rent plus utility allmvance) for the Otter Tail County Housing A.uthority. Toe 95th percentile is called the maximum rent. B. Subtract the family's total tenant payment from the maximum rent. The resulting number is called the maximum subsidy. C. Divide the maximum subsidy by the number of family members and multiply the result times the number of eligible family members. This yields the prorated subsidy. D. Subtract the prorated subsidy from the maJC.imum rent to find the prorated total tenant payment. From this amount subtract the full utility allowance to obtain the prorated tenant rent. A. Step 1. Determine the total tenant payment in accordance with 24 CFR §5.628. (Annual income includes income of all family members, including any family member who has not established eligible immigration status.) Step 2. Family maximum rent is e ual to the ~plicable flat rent for the unit size to be occupied by the family. C. SteJ) 3. Subtract the total tenant payment from the family maximum rent. The esult is the maximum subsidy for which the family could ualify if all members were eligible "family maximum subsidy" . D. Step 4. Divide the family maximum subsidy by the number of persons in the family (all persons) to determine the maximum subsidy per each family member who has citizenship or eligible immigration status ("eligible family member" . he subsidy per eligible family member is the "member maximum subsidy.'' E. Step 5. Multiply the member maximum subsidy by the number of fami ly Jn embers who have citizenship or eligible immigration status ("eligj ble famil ;members"). 1l1e Jlli2,duct of this calculation is the "eligible subsidy.'i F. Step 6. The mixed fam ily n ·p is the maximum rent minus the amount of the eligible subsidy. G. Step 7. Subtract any applicable utility allowance from the mixed family TIP. The ·esult of this calculation is the mixed family tenant rent. When the mixed family's TTP is greater than the maximum rent, the Fergus Falls ) rousing Authority wi ll use the TTP as the mixed fami ly Tl'P. LEASE CHANGES: 23. GRIEVANCES When the Housing Authority is required to afford the Resident the opportunity for a hearing in accordance with the authority's grievance procedure for a grievance concerning the Lease termination, the tenancy shall not terminate ( even if any notice to vacate under State or local law has expired) until the time for the Resident to request a grievance hearing has expired, and (if a hearing was timely requested by the Resident) the grievance process has been completed. Grievance Hearings shall be presided over by a Hearing Officer who shall be an impruiial person or persons selected by the Housing Authority's Executive Director. lt shall be someone other than the person who made or approved the decision under review, or a subordinate of that person. Such individual or individuals do not need le0 al training. Public Housing Grievance Procedure 1.0 RlGHT TO A HEARING Upon the filing of a written request within a reasonable timeframe as provided in these procedures, a resident shall be entitled to a hearing before a Hearing Officer. 2.0 DEFINITIO S D. "Hearing Officer" shall mean a person selected in accordance with section 4 .0 of these procedures to hear grievances and render a decision with respect thereto. means an impartial erson or persons selected by the PHA, other than the person who mad or approved the decision nder review, or a ubordinate of that crson. Such individual or individuals do not need legal training. 4.2 election of a Hearing Officer A grievance hearing shall be conducted by an impartial person appointed by the Fergus Falls Housing Authority xecutive Director, other than a person who made or approved the action under review or a subordinate of such person ..... . 5.0 PROCEDURES GOVERNING THE HEARING The resident shall be afforded a fair hearing, which shall include: F. The resident or housing authority can arrange in advance at their own ex ense for a transcri_Rt of the hearing. Anyone can urchase a copy of the transcri t. The following accommodation will be made for persons with disabilities: A. The Otter Tail County Housing Authority shall provide reasonable accommodations for persons with disabilities to participate in the hearing. Reasonable accommodations may include qualified sign language interpreters, readers, accessible locations, or attendants. B. If the resident is visually impaired, any notice to the resident that is required by these procedtll'es must be in an accessible format. f the resident is a P.erson with limited English proficiency, the Otter Tail Cow1ty Housing Authority will corn ly with HUD's "Final Guidance to Federal Financial Assistance Recipients egardino-Title VI Prohibition Against Tational Origin Discrimination Affecting Limited English Proficiency Persons.' ' I 7.0 DECISION OF THE HEARING OFFICER The Hearing Officer shall prepare a written decision, together with the reasons therefore, within fourteen (1 4) calendar days after the hearing. A copy of the decision shall be sent to the resident and the Otter Tail County Housing Authority. The Authority shall retain a copy of the decision in the resident's folder. A copy of such decision v:ith all names and identifying references deleted shall also be maintained on file by the Otter Tai • • d made available for inspection by a prospective complainant, his or her representative, or the Hearing Officer. The Otter Tail County Housing Authority wil l maintai n a log of all hearing officer decisions. The log shall contain the date of the hearing, the general reason for the grievance hearing {i.e. failure to pay rent, community service noncom liance, etc.), and who the decision favored. The log shall be available to the hearing officer or a ros ectivc com J!ainant or the complainant's :£12[CSentative. The decision of the Hearing Officer shall be binding on the Otter Tail County Housing Authority who shall take all actions, or refrain from any actions, necessary to carry out the decision unless the Otter Tail County Housing Authority's Board of Commissioners determines at its next meeting vri.thin reasonable time, and promptly notifies the complainant of its determination, that A. The grievance does not concern Otter Tail County Housing Authority action or failure to act in accordance with or involving the resident's lease or Authority regulations, which adversely affect the resident's rights, duties, welfare or status; B. The decision of the Hearing Officer is contrary to applicable Federal, State, or local law, i\uthority HUD regulations, or requirements of the Annual Contributions Contract between the Authority and the U.S. Department of Housing and Urban Development. A decision by the Hearing Officer or Board of Commissioners in favor of the Otter Tail County Housing Authority or which denies the relief requested by the resident in whole or .in part shall not constitute a waiver of, nor affect in any manner whatsoever, any rights the resident may have to a trial do novo or judicial review in any judicial proceedings, which may thereafter be brought .in the matter. Proposed ACOP and Lease changes effective January 1, 2016 for present residents, effective immediately/or new residents. FLAT RENT CHANGES: Required action to establish flat rents based on the market rent of comparable units in the private, unassisted rental market. Flat rents must be set at no less than 80 percent of the applicable Fair Market Rent (FMR) 2017 FMR: 3 ,bedroom-$916.00 4·bedroom -$947.00 Otter Tail County 3BR . 80%ofFMR Payment standard (Sec 8) Otter Tail County 4 BR 80%ofFMR Payment standard (Sec-8) $732.00 $96L00 $757.00 $994.00 . (FMRis $916.00) (FMR is $947.00) 2016 Flat Rent+ Utility Allowance= Ceiling Rent-80% Fair Market Rent= difference Underwood 3 bedroom duplex units • $470.00 + $253.00 = $723.00 -$732.00 = ($9.00) Underwood 4 bedroom unit $475.00 + $329.00 = $804.00 -$757.00 = $47.00 Pelican Rapids 3 bedroom duplex units $525.00 + $253.00= $778.00 -$732.00 = $46.00 New York Mills 3 bedroom duplex units $525.00 + $253.00 = $778.00-$732.00 = $46.00 New York Mills 3 bedroom rambler $525.00 + $284.00= $ 809.00 -$732.00 = $77.00 - New York Mills 4 bedroom unit $550,00 + $329.00= $ 879.00-$757.00 = $122.00 Heuning 3 bedroom duplex units $525.00 + $253.00 = $778.00-$732.00 = $46.00 Henning 3 bedroom rambler $525.00 + $284.00= $809.00 -$732.00 = $77.00 Heuning 4 bedroom unit $550.00+ $329.00 = $879.00 -$757.00 = $122.00 ' Proposed Flat Rents: (effective January 1, 2017 at Recertification for all present tenants and immediately for all new tenants) Otter Tail County 3BR Otter Tail County 4 BR 80% ofFMR Payment standard (Sec 8) 80% ofFMR Payment standard (Sec-8) $732.00 $961.00 $757.00 $994.00 (FMR is $916.00) (FMR is $947.00) Flat rent + Utility Allowance = Ceiling rent (80% ofFMR) Underwood 3 bedroom duplex units 410--$500.00+ $253.00 = $753.00 Underwood 4 bedroom unit 4,~ $525.00 + $329.00 = $854.00 Pelican Rapids 3 bedroom units $525 .00 + $253.00 = $778.00 New York Mills 3 bedroom duplex units $525 .00 + $253.00 = $778.00 New York Mills 3 bedroom ran1bler $525.00 + $284.00 = $809.00 New York Mills 4 bedroom unit $550.00 + $329.00 = $879.00 Henning 3 bedroom duplex units $525.00 + $253.00 = $778.00 Henning 3 bedroom rambler $525.00 + $284.00 = $809.00 Henning 4 bedroom unit $550.00 + $329.00 = $879.00 . { FAIR MARKET RENT/PAYMENT STANDARD REVIEW -2017 NEW 2017 FMR: 0 BR 1 BR 2 BR 510 513 681 90 -11 0% OVER CURRENT FMR 0 BR 1 BR 2 BR 459 462 613 561 564 749 CURRENT PAYMENT STANDARDS 0 BR 1 BR 2 BR 424 534 716 PROPOSED PAYMENT STANDARDS 0 BR 535 ( 105%} 1 BR 564 (110%) 2 BR 749 ( 110%} 3 BR 916 3 BR 825 1007 3 BR 827 3 BR 961 (105%) 4 BR 947 4 BR 853 1041 4 BR 850 4 BR 994 (105%) 5 BR 1089 5 BR 981 1197 5 BR 977 5 BR 1089 (100%) 6 BR 1231 6 BR 1108 1354 6 BR 1104 6 BR 1231 (100%) Proposed to be approved with an effective date of November 1, 2016, for all new admissions and December 1, 2016 for annual recertifications. Notes fo1 __ ,---/Board Meeting and Public Hearing: APPROVAL OF NEW PAYMENT STANDARDS 1.2 REASONABLE ACCOMMODATION -Add that paragraph that is highlighted in blue 1.7 RIGHT TO PRIVACY -Add sentence highlighted in blue 7.1 WHEN A FAMILY MAY OR MAY NOT MOVE -Add that which is highlighted in red 8.4 PORTABILITY PROCEDURES-Revise and add language as highlighted in blue 9.3 EXCLUSIONS FROM INCOME -Add additional language regarding lump sum or periodic payment as highlighted 10.4 VERIFICATION OF SOCIAL SECURITY NUMBERS -Revise as highlighted in red 11.4.1 SETTING THE PAYMENT STANDARD-Revise as highlighted (the HRA can approve a higher payment standard for up to 120% of the FMR without HUD approval as a reasonable accommodation by a family that includes a person with a disability. CHANGE DEFINITION OF "EXTREMELY LOW-INCOME FAMILY" -as shown services. When such accommodations are granted they do not confer special treatment or advantage for the person with a disability; rather, they make the program fully accessible to them in a way that would otherwise not be possible due to their disability. This policy clarifies how people can request accommodations and the guidelines the XYZ Housing Authority will follow in determining whether it is reasonable to provide a requested accommodation. egitimate reasonable accommodation requests shall granted if possible and no1 an undue financial and administrative burden to the XYZ Housing Authority. If the request is contrary to a HUD regulatory requirement and not an undue burden, the XYZ Housing Authority shall request a waiver of requirement from HUD. Because disabilities are not always apparent, the XYZ Housing Authority will nsure that all applicants/participants are aware of the opportunity to request reasonable accommodations. 1.3 COMMUNICATION Anyone requesting an application will also receive a Request for Reasonable Accommodation Form. Notifications of reexamination, inspection, appointment, or termination of assistance will include information about requesting a reasonable accommodation. Any notification requesting action by the participant will include information about requesting a reasonable accommodation. All decisions granting or denying requests will be in writing. 1.4 QUESTIONS TO ASK IN GRANTING THE ACCOMMODATION A Is the requestor a person with disabilities? For this purpose the definition of disabilities is different than the definition used for admission. The Fair Housing definition used for this purpose is: A person with a physical or mental impairment that substantially limits one or more major life activities, has a record of such impairment, or is regarded as having such an impairment. (The disability may not be apparent to others, i.e., a heart condition). If the disability is apparent or already documented, the answer to this question is yes. It is possible that the disability for which the accommodation is being requested is a disability other than the apparent disability. If the disability is not apparent or documented, the XYZ Housing Authority will obtain verification that the person requesting the accommodation is a person with a disability. 2 A. Explain how the program works; B. Explain how the program benefits owners; C. Explain owners' responsibilities (including lead-based paint) under the program. Emphasis is placed on quality screening and ways the XYZ Housing Authority helps owners do better screening; and D. Provide an opportunity for owners to ask questions, obtain written materials, and meet XYZ Housing Authority staff. The XYZ Housing Authority will particularly encourage owners of suitable units located outside oflow-income or minority concentration and owners of accessible units to attend. Targeted mailing lists will be developed and announcements mailed. 1. 7 RIGHT TO PRIVACY All adult members of both applicant and participant households are required to annually sign 1-TTJD Form 9886, Authorization for Release of Information and Privacy Act Notice. The Authorization for Release of Information and Privacy Act Notice states how family information will be released and includes the Federal Privacy Act Statement. Any request for applicant or participant information will not be released unless there is a signed release of information request from the applicant or participant. This includes transmitting data to a Receiving Housing Authority under Portability. 1.8 REQUIREDPOSTINGS The XYZ Housing Autho1ity will post, in each of its offices in a conspicuous place and at a height easily read by all persons including persons with mobility disabilities, the following information: A. The Section 8 Administrative Plan B. Notice of the status of the waiting list (opened or closed) C. Address of all XYZ Housing Authority offices, office hours, telephone numbers, TDD numbers, and hours of operation D. Income Limits for Admission E. Informal Review and Informal Hearing Procedures F. Fair Housing Poster G. Equal Opportunity in Employment Poster 5 7.0 MOVES WITH CONTINUED ASSISTANCE Participating families are allowed to move to another unit after the initial lease has expired, if the landlord and the participant have mutually agreed to terminate the lease, or if the Housing Authority has terminated the HAP contract. The XYZ Housing Authority will issue the family a new housing choice voucher if th family does not owe the XYZ Housing Authority or any other Housing Authority money, has not violated a Family Obligation, has not moved or been issued a housing choic voucher within the last 12 months, and if the XYZ Housing Authority has sufficient funding for continued assistance. If the move is necessitated for a reason other than family choice, the 12-month requirement will be waived. This policy is consistent with all civil rights laws and regulations. j 7.1 WHEN A FAMILY M4.Y OR.MA Y NOT MOVE For families already participating in the Housing Choice Voucher Program, the XYZ Housing Authority will allow the family to move to a new unit if: A The assisted lease for the old unit has terminated; B. The owner has given the resident a notice to vacate, has commenced an action to evict the far_nily;-or has ol:Jtained a court judgment or' other process allowing the owner to evict the participant; or C. The participant has given notice of lease tenninati on (if the participant has a right to terminate the lease on notice to the owner). D. The family or a member of the family i or has been the victim of domestic violence, dating violence, or stalking, as provided in 24 CFR part 5, subpart L, and the move is needed to protect the health or safety of the family or family member. The XYZ Housing Authority will not terminate assistance if the family, with or without prior notification to the housing authority, already moved out of a unit in violation of the lease, if such move occurred to protect the health or safety of a family member who is or has been the victim of domestic violence, dating violence, or stalking and who r asonably believed he or she was imminently threatened by harm from further violence if he or she remained in the dwelling unit. For familie air adv participatirnz in the Housin!! Choice Voucher ProQrat11. the XYZ Housing Autho1itv will not allow the [amilv to move to a new unit if: A. The familv is not income eli!2:ible in the receiving a2:encv·s imisdiction: or B. TI1e familv has moved out of th ir unit in violation of the lease unless the reason for the move is to protect a victim of VAWA who is otherwise in full compliance 41 with all other program requirements and reasonable believed to be in imminent dan2.er from the abuser. For families already participating in the Housing Choice Voucher Progran1. the XYZ Housing Authoritv may denv a family 's request to move to a new unit: A. B. C. D. E. F. G. H. I. J. K. L. M. If the family violates anv familv obligations under the program; If an member of the family has been evicted from federally assisted housing in the last fiye vears: If a PHA has ever tem1inated assistance under the progran1 for anv member of the familv: If any member of the family has committed fraud, briberv. or any other corrupt or criminal act in connection with anv Federal housimz program; If the family currently owes rent or other amounts to the PHA or to another PHA in connection with Section 8 or public housing assistance under the 193 7 Act: If the famiiv has not reimbursed any PHA for amounts paid to an O"\\ner under a HAP contract for rent. damages to the unit. or other amounts owed by the fami lv under the lease: If the family breaches an agreement with the PHA to pay amounts owed to a PHA. or amounts paid to an owner bv a PHA. (The PHA. at its discretion. may offer a family the opportunitv to enter an a1neement to pa amounts owed to a PHA or amounts paid to an owner by a PHA. The PHA may prescribe the terms of the rurreement .): If a family participating in the FSS pro!Zram fails to comply. without good cause. with the family's FSS contract of participation: If the family bas engaged in or threatened abusive or iolent behavior toward PHA personnel: If a welfare-to-work (WTW) family fail . willfully and persistentlv. to fulfill its obli!mtions under the welfare-to-work voucher progran1: If the family has been engaged in criminal activitv or alcohol abuse If the family does not comply with our policv on the timing and frequency of mo es. If the family is not eligible to portability due to being a nonresident when admitted to the proQram; or 42 N. If the XYZ Housi:rnz Authority has insufficient funding for continued assistance to the family. l. 2. A voucher cannot be rescinded if the XYZ Housing Authority has approved a move. subsequently finds out a funding shortfall will occur and the family cannot remain in its old unit (e .Q. the unit has already been leased to another familv). Under portabilitv. an initial housing authoritv cannot tenninate a portability unit because it is not a partv to the HAP contract. 7.2 PROCEDURES REGARDING FAMILY MOVES Families considering transferring to a new unit will be scheduled to attend a mover's briefing. All families who are moving, including any families moving into or out of the XYZ Housing Authority's jurisdiction, will be required to attend a mover's briefing prior to the XYZ Housing Authority entering a new HAP contract on their behalf. This briefing is intended to provide the following: A A refresher on program requirements and the family's responsibilities. Emphasis will be on giving proper notice and meeting all lease requirements such as leaving the unit in good condition; B. Information about finding suitable housing and the advantages of moving to an area that does not have a high concentration of poor families; C. Payment standards, exception payment standard rent areas, and the utility allowance schedule; D. An explanation that the family share of rent may not exceed 40% of the family's monthly adjusted income if the gross rent exceeds the applicable payment standard when initially renting a unit; E. Portability requirements and opportunities; F. The need to have a reexamination conducted within 120 calendar days prior to the move; G. An explanation and copies of the forms required to initiate and complete the move; and H. All forms and brochures provided to applicants at the initial briefing. 43 8.2 INCOME ELIGIBILITY A. A family must be income-eligible in the area where the family first leases a unit with assistance in the Housing Choice Voucher Program. B. If a portable family is already a participant in the Initial Housing uth01ity's Housing Choice Voucher Program, income eligibility is not re-determined. 8.3 PORTABILITY: ADMINISTRATION BY RECEIVING HOUSING AUTHORITY A. When a family utilizes po1iability to move to an area outside the Initial Housing Authority jurisdiction another Housing Authority (the Receiving Housing Authority) must administer assistance for the family if that Housing Authority has a tenant-based program covering the area where the unit is located. B. A Housing Authority with jurisdiction in the area where the family wants to lease a unit must issue the family a housing choice voucher. If there is more than one such housing authority, the family may choose which housing authority shall become the Receiving Housing Authority. The Initial Housing Authority shall provide the family with the appropriate contact information for the Receiving Housing Authority. 8.4 PQ.RTABILITY PROCEDURES A. When the XYZ Housing Authority is the Initial Housing Authority: 1. The XYZ Housing Authority will brief the family on the process that must take place to exercise portability. The family will be required to attend an applicant or mover's briefing. 2. The XYZ Housing Authority will determine whether the family is income- eligible in the area where the family wants to lease a unit if the family is not already a program participant and otherwise eligible to move. 3. The XYZ Housing Authority will advise the family how to contact and request assistance from the Receiving Housing Authority by giving them the name.,_ aad-email-, and telephone number of the person responsible for working with incoming portability families and any procedures related to getting an appointment for the issuance of a voucher. If there are more than one agencies administering vouchers in the area the family wants to move to, the family shall choose which one to use. 4. The XYZ Housing Authority will, within ten (10) calendar days, notify the Receiving Housing Authority to expect the family via email or other delivery confirmation. 46 5. The XYZ Housing Authority will immediately mail, email or fax the Receiving Housing Authority a completed Part I of HUD Form 52665, the most recent I-IUD Form 50058 (Family Report) for the family, related verification information, and a copy of the family's voucher. If the family is an applicant and not a participant, the XYZ Housing Authority will provide the Receiving Housing Authority with the family information and income information in a format similar to that utilized by the 50058._ll shall also provide any verification information and a copy of the voucher signed by the participant and the XYZ Housing Authority . B. When the XYZ Housing Authority is the Receiving Housing Authority: 1. When the portable family requests assistance from the XYZ Housing Authority, the XYZ Housing Authority will within ten (10) business days of HAP contract execution (not its effective date) inform the Initial Housing Authority via email or other delivery confirmation that it will absorb the family into its program or notify the Initial Housing Authority within the time limit set forth in Part I of the 52665 that it will bill the Initial Housing Authority for assistance on behalf of the portable family . Completing Part II of HUD Form 52665 in a timely manner (10 business days or less of the date the HAP contract is executed) will accomplish this. If the family is absorbed the XYZ Housing Authority will also send the Initial Housing Authority a new HUD Form 50058. 2. The XYZ Housing Authority will issue a voucher to the family within fourteen (14) calendar days as long as the initial voucher has not expired (if it 4as expired, the XYZ Housing Authority will contact the Initial Housing Authority to determine whether it will extend the voucher or if the family shall be referred back to the Initial Housing Authority). The term of the XYZ Housing Authority's voucher will not expire before 30 calendar days after the expiration date of any Initial Housing Authority's housing choice voucher. The XYZ Housing Authority will determine whether to extend the housing choice voucher term. The decision to extend will take into account the XYZ Housing Authority's existing absorption policy and the billing deadline date provided by the Initial Housing Authority in the 52665. If an extension is granted, the Initial Housing Authority will be informed of this decision. The family must submit a request for tenancy approval to the XYZ Housing Authority during the term of the XYZ Housing Authority's housing choice voucher. If the XYZ Housing Authority has decided to bill the Initial Housing Authority, the request for tenancy approval must be processed in enough time for the Initial Housing Authority to process a Request for Lease Approval and execute a HAP contract before the billing deadline date. 47 3. The XYZ Housing Authority will determine the family unit size for the portable family. The family unit size is determined in accordance with the XYZ Housing Authority's subsidy standards . Ifwe want to do so. the XYZ Housing Authority reserves the right to conduct an income reexamination for a participant family. lso, wh n a r ceiving housing authority, the XYZ Housing Authority's policies will govern the ported voucher. 4. The XYZ Housing Authority will notify the Initial Housing Authority if the family has leased an eligible unit under the program, or if the fami ly fails to submit a request for tenancy approval for an eligible unit within the term of the housing choice voucher. In any event the XYZ Housing Authority will notify the Initial Housing Authority of what is occuning before the expiration of the deadline established in the HUD Form 52665 . If the family has leased a unit, the XYZ Housing Authority will notify the Initial Housing Authority f this fact in enough time for the Initial Housing Authority to process a Request for Lease Approval and execute a HAP contract if the XYZ Housing Authority intends to bill the Initial Housing Authority. 5. In order to provide tenant-based assistance for portable families, the XYZ Housing Authority will pe1form all Housing Authority program functions, such as reexaminations of family income and composition. At any time, either the Initial Housing Authority or the XYZ Housing Authority may make a determination to deny or terminate assistance to the family. If assistance is denied or ·terminated, the family shall have a right to an informal hearing. 6. The XYZ Housing Authority may deny or terminate assistance for family action or inaction in accordance with 24 CFR 982.552 and 24 CFR 982.553. 7. As the receiving housing authority, the XYZ Housing Authority will accept all eligible portabili1y families, with limited exceptions. If an exception is utilized, the XYZ Housing Authority will seek prior written approval from HUD. 8. If a family is denied admission to the program, the participant is entitled to request an inform hearing. +.9. If the family decides not to lease in our jurisdiction. it shall be refen-ed back to the Initial Housing Authoritv. &~Although the XYZ Housing Authority will promptly issue a voucher to an incoming portability family, it will still subject the families to its normal screening procedures. If the family fails to pass the screening thresholds 48 either the voucher will be revoked or the family will be terminated from the program if a unit has afready been leased. [TlllS IS OPTIONAL] C. Absorption by the XYZ Housing uthority If fonding is available under the consolidated ACC for the XYZ Housing Authority's Housing Choice Voucher Program when the portable family is received, the XYZ Housing Authority may absorb the family into its Housing Choice Voucher Program. The decision to absorb or not will be made on a case- by-case basis and will sol ly be the decision of the XYZ Housing Authority. If absorbed, the family is assisted with funds available under the consolidated ACC for the XYZ Housing Authority's Tenant-Based Program. The decision to absorb, or not, will be communicated in writing to the initial housing authority as soon as possible. A decision to absorb is in·eversible without the permission of the initial housing authority. D. Portability Billing To cover assistance for a portable family, the Receiving Housing Authority may bill the Initial ousing Authority for housing assistance payments and administrative fees as long as all illJD required deadlines have been compiled with. The billing procedure will be as follows: l. As the Initial Housing Authority, the XYZ Housing Authority will within thirty (3 0) calendar days of receipt of the completed Part II of the illJD Form 52665 reimburse the Receiving Housing Authority for the full amount of the housing assistance payments made by the Receiving Housing Autho1ity for the portable family in a form and manner the Receiving Housing Authority is able and willing to accept. Payments made after the first payment shall be sent in time for the Receiving Housing Authority to receive the payment no later than the fifth working day of the month. The amount of the housing assistance payment for a portable family in the Receiving Housing Authority's program is determined in the same manner as for other families in the Receiving Housing Authority's program. 2. The Initial Housing Authority will promptly reimburse the Receiving Housing Authority for the lesser of 80% of its prorated column B administrative fee, 100% of the Receiving Housing Authority's normal column B administrative fee, or a negotiated amount that both housing authorities agree to of the Initial Housing Authority's ongoing administrative fee for each unit month that the family receives assistance under the tenant-based programs and is assisted by the Rec iving Housing Authority. If HUD is prorating the administrative fee, the prorated amount will be used. 49 When a Portable Family Moves When a portable family moves out of the tenant-based program of a Receiving Housing Auth01ity that has not absorbed the family, the Housing Authority in the new jurisdiction to which the family moves becomes the Receiving Housing Authority, and the first Receiving Housing Authority is no longer required to provide assistance for the family. F. Ongoing Responsibilities as a Receiving Housing Authority When the XYZ Housing Authority is a receiving agency it will: 1. Send the Initial Housing Authority an updated HUD Form 50058 at each annual recertification so the Initial lousing Authority can reconcile it with its records. 2. 3. Send the Initial Housing Authority a copy of any new .HUD Forms 52665s and 50058s to report any change in the billing amount with ten (10) business days of the effective date of any change in the billing amount. If the Receiving Housing Authority fails to update the 50058 on time. the Initial Housing Authority will continue payments based on the last 50058 received. If the XYZ Housing Authority decides to absorb a family it had previously been billing for, it shall notify the Initial Housing Authority within ten (10) business days following the effective date of the termmation of the billing atTangement . ...;..4•=---·If the family decides it wants to move to yet another jurisdiction, the Initial Housing Authority shall be promptly notified and requested to send a new HUD Form 52665 and supporting documentation to the new Receiving Housing Authority. 5. Any special purpose vouchers shall retain their original character and rules. 4-:-6. Retain copies of all communication between Initial and Receiving Housing Authorities. 9.0 DETERMINATION OF FAMILY INCOME 9.1 INCOME, EXCLUSIONS AND DEDUCTIONS FR OM INCOME To determme annual income, the XYZ Housing Authority counts the income of all family members, excluding the types and sources of income that are specifically excluded. Once 50 birth defects (38 U.S.C. 1811-16), and children of certain Korean service veterans born with spina bifida (38 U.S.C. 1821); q. Any amount of crime victim compensation (under the Victims of Crime Act) received through crime victim assistance ( or payment or reimbursement of the cost of such assistance) as determined under the Victims of Crime Act because of the commission of a crime against the applicant under the Victims of Crime Act ( 42 U.S.C. 10602(c)); r. Allowances, earnings and payments to individuals participating in programs under the Workforce Investment Act of 1998 (29 U.S.C. 293 l(a)(2)). s. Any amount received under the Richard B. Russell School Lunch Act (42 U.S.C. 1760(e)) and the Child Nutrition Act of 1966 (42 U.S.C. 1780(b )), including reduced-price lunches and food under the Special Supplemental Food Program for Women, Infants, and Children (WIC); t. Payments, funds or distributions authorized, established, or directed by the Seneca Nation Settlement Act of 1990 (25 U.S.C. 1774f(b)); u. Payments from any deferred U.S. Department of Veterans Affairs disability benefits that are received in a lump sum amount or in prospective monthly amounts (42 U.S.C. § 1437a(b)(4)); v. Compensation received by or on behalf of a veteran for service- connected disability, death, dependency, or indemnity compensation as provided by an amendment by the Indian Veterans Housing Opportunity Act of 2010 (Pub. L. 111-269, 25 U.S.C. 4103(9)) to the definition of income applicable to programs authorized under the Native American Housing Assistance and Self-Determination Act (NAHASDA) (25 U.S.C. 4101 et seq.) and administered by the Office of Native American Programs; w. A lump sum or a perioaic payment received by an mdividual Indian pursuant to the Class Action Settlement Agreement in the case entitled Elouise Cobell et al. v. Ken Salazar et al., 816 F. Supp. 2d 10 (Oct. 5, 2011 D.D.C.) for a period of one year from ~ the time of receipt of that payment as provided in the Claims Resolution Act of2010 (Pub. L. 111-291); x. Any amounts in an "individual development account" as provided by the Assets for Independence Act, as amended in 2002 (Pub. L. 107-110, 42 U.S.C. 604(h)(4)); y. Per capita payments made from the proceeds oflndian Tribal Trust Cases as described in PIH Notice 2013-30 "Exclusion from 57 of Palau. However, people in the last category are not ntitled to housing assistance in preference to any United States citizen or national resident within Guam. Family eligibility for assistance. 1. A family shall not be eligible for assistance unless at least one member of the family residing in the unit is determined to have eligible status, with the exception noted below. 2. Despite the ineligibility of one or more family members, a mixed family may be eligible for one of three types of assistance (See Section l 1.5(F) for calculating rents under the noncitizen rule). 3. A fami ly without any eligible members and receiving assistance on June 19, 1995, may be eligible for temporary deferral of termination of assistance. All adults must be able to sign the lease. If the State of XXXXX forbids individuals with ineligible immigration status from executing contracts (i.e., leases or other legal binding documents), then they are ineligible for this program. D. Social Security umber Documentation Prior to admission, every family member regaroless of age must provide the XYZ Housing Authority with a complete and accurate Social Security umber unless they do not contend eligible immigration status. ew family members must provide this verification prior to being added to the lease. If the new family member became a member of the househo]d within six months prior to the date of voucher issuance and is under th age of six and has not been assigned a Social Security Number, the family shall have ninety (90) calendar days after starting to receive the assi tance to provide a complete and accurate Social ecurity umber. The Housing Authority shall may-grant one ninety (90) day extension for newly- added family members under the age of six if in its sole discretion it determines that the person's failure to comply was due to circumstances that could not have reasonably been foreseen and was outside the control of the person. If the Social Security Number is not provided within the required period. the assistance shall be tem1inated. If a person is already a program participant and has not disclosed his or her Social Security Number, it must be disclosed at the next re-examination or re- certification. Participants aged 62 or older as of January 31, 2010 whose initial eligibility determination was begun before January 31, 20 10 are exempt from the required 15 rents in the market area, size and quality of units leased under the program, rents for units leased under the program, success rates of housing choice voucher holders in finding units, and the percentage of annual income families are paying for rent under the Voucher Program. If it is determined that success rates will suffer or that families are having to rent low quality units located only in pove1iy-irnpacted neighborhoods, or pay over 40% of income for rent, the payment standard may be raised to the level judged necessary to alleviate these hardships. The objective is to allow families a reasonable selection of modest, decent, and safe housing in a range of neighborhoods. The XYZ Housing Authority may establish a higher payJDent standard of up to 120% of the FMR without HUD approval if requested as a reasonable accommodation by a family that includes a person with a disability. The hi!!her payment standard wi1l only be implemented after documenting in the participant's file that: A. B. C. A rent reasonableness analysis was conducted in accordance with the HCV • program regulations. The family requested lease approval for the unit and requested an exception payment standard as a reasonable accommodation in writing accompanied bv a letter from a medical professional explaining what is needed in the fanril 's residence: and The unit has features that meet the needs of a familv member with disabilities. For example. a unit mav be suitable because of its physical features or for other reasons. such as having the requisite number of bedrooms. location on an accessible transit route. or proximitv to accessible employment. education. services. or recreation. (although still ,1i·ithin 110% of the pt:tblished fair market rent) as a reasonable accommodation for a family tl1at includes people v,ith disabilities. With approval of the HUD Field Office, the payment standard can go to 120%. The mweption payment standard will remain in effect until and unless a higher exception payment standard is warranted requested, and subsequently approved. If a higher payment standard is needed as a reasonable accommodation, the XYZ HousiBg .".uthority shall submit the follovr.ng to HUD: A re. B. C. D. l'fote whether the family is an applicant or paiiicipant family. The number of household members including a liYe in aide/s. The voucher size the family is iss1:1ed under the PHP.1. s subsidy standards or any exception to those standards granted through a reasonable accommodation request; e.g., as a reasonable accommodation, a single person family may be issued a two bedroom voucher due to a need to store medical equipment. The FMR for the Youeher size or unit si2:e, whichever is smaller. 76 E. F. G. H. I. When either the disability or the need for the requested accommodation is not knovffl or readily apparent, a statement from a health care provider regarding the need for the reasonable accommodation and the features of the unit (v,rhich may include its location) which meet that person's needs. The contract rent and utility allo:·Nooce for the unit. A statement from the PH.A. that it bas determined the rent for the umt 1s reasonable, and that the unit has the featurels required to meet the needs of the person •Nith disabilities as noted in the statement from the health care provider •,vhere such a statement is necessary (see E. above). The household's monthly adjusted income. Proposed effective date of the nev,r lease or actual effecti11e date of the lease rene1+1i'lli. Payment standards will not be raised solely to allow the renting ofluxury quality units. If success levels are projected to be extremely high and rents are projected to be at or below 30 % of income, the Housing Authority will reduce the payment standard. Payment standards for each bedroom size are evaluated separately so that the payment standard for one bedroom size may increase or decrease while another remains unchanged. The XYZ Housing Authority may consider adjusting payment standards at times other than the annual review when circumstances warrant. Before increasing any payment standard, the Housing Authority will conduct a financial feasibility test to ensure that in using the higher standard, adequate funds will continue to be available to assist families in the program. 11.4.2 Selecting the Correct Payment Standard for a Family A. For the housing choice voucher tenancy, the payment standard for a family is the lower of: 1. The payment standard for the family unit size; or 2. The payment standard for the unit size rented by the family. B. If the unit rented by a family is located in an exception rent area, the Housing Authority will use the appropriate payment standard for the exception rent area. During the HAP contract term for a unit, the amount of the payment standard for a family is the higher of: 1. The initial payment standard (at the beginning of the lease term) minus any amount by which the initial rent to owner exceeds the current rent to owner; or 77 Employment must have been held continuously for a minimum of XXX (XXX) months within the twelve (1 2) month period prior to the time the preference is claimed and if not current the employment was terminated solely due to an involuntary layoff of the employee by the employer. The amount of earned income shall not be a factor in granting this preference. The employment part of this preference is also extended equally to, (1) a family if the head, spouse, or sole member is 62 years of age or older or who is receiving social security or Supplemental Security Income disability benefits or any other payments based on the individual's inability to work and, (2) any family whose head, spouse, co-head or unrelated partner of head of household is currently a full time student or emolled in an employment training program. Evidence of citizenship or eligible status: The documents that must be submitted to evidence citizenship or eligible immigration status. Exception rent: An amount that exceeds the published fair market rent. Extremely low-income families: A very low-income family Those families whose incomes does not exceed the higher of 3 0% of the median income for the area ( as determined by HUD with adjustments for smaller and larger families) or the Federal poverty level, except that IIDD may establish income ceilings higher or lower than 30% of the median income for the area if HUD finds that such variations are necessary because of unusually high or low family incomes. Fair Housing Act: Title VIII of the Civil Rights Act of 1968, as amended by the Fair Housing Amendments Act of 1988 (42 U.S.C. 3601 et seq.). Fair market rent (FMR): The rent, including the cost of utilities (except telephone), as established by HUD for units of varying sizes (by number of bedrooms), that must be paid in the housing market area to rent privately-owned existing, decent, safe and sanitary rental housing of modest (non-luxury) nature with suitable amenities. FMRs are published periodically in the Federal Register. Family includes, but is not limited to, the following, regardless of actual or perceived sexual orientation, gender identity, or marital status: 1. A single person, who may be an elderly person, displaced person, disabled person, near-elderly person, or any other single person; or 2. A group of persons residing together, and such group includes, but is not limited to: a. A family with or without children (a child who is temporarily away from the home because of placement in foster care is considered a member of the family); 243 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF AUGUST. 2016 Bank of the West -Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. PostJ.naster $ l\lIN Benefit Association $ Ally -Vehicle Lease $ Mikel Olson -Mileage & Phone $ Jeffrey Gaffaney -Mileage $ Mary Jo Schwarz-Mileage $ City of Peli~an 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 Co. $ New Horizon Ag Service $ Home Depot $ URP $ URP $ URP $ RHR $ N.F. Field Abstract $ Housing Data Systems $ Scott Rocholl $ Robert Maki $ Ralph BemmerHn $ Robert Bigwood .$ IvJNNAHRO $ Bjorn's Htg & A/C $ RTW Ins. -workers. comp. $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 237.00 37.10 113.94 124.05 364.79 291.00 872.00 881.16 56.25 .. 710.78 42.22 24.00 18.72 16Ll8 100.00 140.00 100.00 109.00 85.00 120.00 87.96 134.40 129.00 75.00 100.00 91.75 500.00 9,874.98 -· OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF SEPTEMBER, 2016 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 ofN ew York Mills $ City of Underwood $ • City of Henning $ American Family Insurance Co. $ Denzel's Regional Was_te, Inc. $ Otter Tail Power Co. $ Great Plains Gas Co. $ Toutges Sanitation Co. $ New Horizon Ag Service $ Home Depot $ URP $ URP $ URP $ Otter Tail Co. -Sheriffs Office $ N.F. Field Abstract $ Otter Tail Country Court Administrator $ Ballard Sanitation $ Mark Ga,worski -Accounting Fees $ Midweek $ Waste Management $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150:00 256.98 39.17 142.56 132.55 392.86 303.00 840.94 881.16 91.37 50.00 41.80 48.00 20.04 57.63 140.00 140.00 100.00 92.20 170.00 322.00 118.70 1,050.00 305.55 107.23 16,999,07 October 20, 2016 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank Public Housing Fergus Falls Security State Bank OTC Tax Fergus Falls Levy 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 Accm,mt NOW Account 1-1:\Uscrs\JEFF\INVESTMENT LISTINGS\2016\im·est list otc-Oct. 20l6;doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market $6,613.69 Certificate #210979 Money Market 300,376.03 Certificate #215353 Weekly Money $19,856.80 Market Savings Commercial Money $7,048.84 Market $54;724.14 $5,886.46 $24,731.15 $278,018.28 $832.22 I.D. # 41-1518930 INTEREST INTEREST· PURCHASE MATURITY RATE PAID DATE DATE I .10% Maturity Renewed Automatic Deposit 09/19/16 03/19/17 .25% Maturity Renewed Automatic Deposit 6/28/1.6 12/28/16 .05% Monthly Account #9312-004634 .05% Monthly Account #9312015673 . Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority 1. OTTER TAIL COUNTY HRA BID PROPSAL 10/20/16 Multi-Peril insurance $ 11,364.00 HRA Office l 151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 A111erican Family In surance Ed Lanivy, Battle Lake, MN ( 4 71 .00 decrease from 2016) 2. Fiscal Audit Carlson/Highland & Co. LLP Fergus Falls, MN $ 6,640.00 ( 440.00 increa e fro m 2016) II:\ sers\JEFF\Ol'C IIRA BID PROPSALS.do,;.. 'd' H . O · · nov, mg ousmg pportumt1es PHA Board Resolution Approving Operating Budget U.S. Department of Housing and 'Urban Development Office of Public and Indian Housing - Real Estate Assessment Center (PIH-REAC) 0MB No. 2577-0026 (exp. 04/30/2016) Public reporting burden for this collection of information is estimated to average 10 minutes per response, including the lime for reviewing instructions, searching existing data sources, gathertng and maintaining !he data needed, and completing and reviewing the collection of information. This agency may not collect this information, and you are not required to complete this form, µnless ii displays a currently valid 0MB conlrolnumber. This lnfollllation is required by Section 6(c)(4) of the U.S. Housing Act of 193t The lnformation Is the operating budget for the.low-income pubflc housing program and provides a summary of the proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain specified amounts. HUD reviews the info!lllation lo determine if!he operating plan adopted by the public housing agency (PHA.) and the amounts are reasonable, and that the PHA Is in compliance with procedures prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality. PHA Name: OTTER TAIL COUNTY HRA PHA Fiscal Year Beginning: 01/01/2017 PHA Code: MN 177 Board Resolution Number: 115 Acting on behalf of the Board of Commis_sioners of the above-named PBA as its Chairperson, I make the following certifications and agreement to the Department of Housing and Urban Development (HUD) regarding the Board's approval of(check one or more as applicable): IX] □ □ □ Operating Budgetapproved by Board resolution on: Operating Budget submitted to HUD, if applicable, on: Operating Budget revision approved by Board resolution on: Operating Budget revision submitted to HUD, if applicable, on: I certify on behalf of the above-named PHA that: 1. All statutory and regulatory requirements have been met; 10/20/2016 2. The PHA has sufficient operating reserves to meet the working capital needs of its developments; 3. Proposed budget expenditure are necessary in the efficient and economical operation of the housing for the purpose of serving low-income residents; 4. The budget indicates a source of funds adequate to cover all proposed expenditures; 5. The PHA will comply with the wage rate requirement under 24 CFR 968.110(6) and (f); and 6. The PHA will comply-With the requirements for access to records and audits under 24 CFR 968.1 l0(i). I hereby certify that all the information stated within, as well as any information provideq in the accompaniment herewith, if applicable, is true and accurate. Warning: HUD will prosecutefalse claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012.31, U.S.C. 3729 and 3802) Print Board Chairperson's Name: Date: SCOTT E. ROCHOLL 10/20/2016 Previous editions are obsolete foitn HUD-52574 (04/2013) ·Public Housing Operating Budget: PHANAME OTTER TAIL HRA ADDRESS 1151 Friberg Ave. Fere:us Falls, MN 56537 Fisca l Year End 12/31/2017 # Of ACC Uni ts 13 # Of Un it Months 156 ACC# C-4109 HUD MN# MNI 77000001 ·'"' '~' Total 2017 Projected Budget :·. Total 2016 Estimated Budget - ~t ~ • .. ·' -; ·~ " .,. "Jl'.\, "" Amounts •• ::_.,.;.._ Amounts ~ 3110 Dwelling Rental $ 31,560.00 $ 30,450.00 3120 Excess Utilities 3190 Non Dwelling Rental 3610 Investment Income $ 20.00 $ 20.00 3690 Other Income, Tenant Charges Etc. $ 1,500.00 $ 500.00 Total Operating In come $ 33,080.00 $ 30,970.00 Operating Expenditures: Administrative 4110 Salaries $ 17,500.00 $ 16,250.00 4120 Compensated Absences $ 2,200.00 $ 3,395 .00 4130 Legal Expenses $ 250.00 $ 250.00 4140 Staff Training $ 250.00 $ 250 .00 4150 Travel Expense $ 800.00 $ 550.00 4170 Accounting Fees $ 2,500.00 $ 2,500.00 4171 Audit Expense $ 1,700.00 $ 1,600.00 4190 Other Administrative Costs $ 4,000.00 $ 3,900.00 Total Administrative $ 29,200.00 $ 28,695.00 Maintenance 4410 Labor (Salaries) $ 2,500.00 $ 4,800.00 4420 Maintenance Materials $ 5,500.00 $ 4,300.00 4430 Maintenance Contracts: $ 10,600.00 $ 10,5 00.00 4431 Garbage Service $ 250.00 $ JOO.DO Total Maintenance $ 18,850.00 $ 19,700.00 Utilities 4310 Water $ 100.00 $ 100.00 4320 Electricity $ 100.00 $ 100.00 4330 Gas $ 100.00 $ 100.00 4340 Fuel Oi l 4390 Sewer $ 50.00 $ 50.00 4391 Assessments $ 850.00 $ 1,220.00 Total Utilities $ 1,200.00 $ 1,570.00 Protective Services 4460 Security Labor 4480 Contracted Services 4470 Materials Total Protective Services $ $ Tenant Services 42 10 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 $ 13,795.00 $ 14,265.00 4520 Payment in Lieu of Taxes $ 3,190.00 $ 2,900.00 4530 Terminal Leave Payments 4540 Employee Benefits $ 14,500.00 $ 14,320.00 4570 Collection Losses $ 500.00 $ 1,250.00 4590 Other General Expenses $ 500.00 $ 500.00 Total General Expenses $ 31,985.00 $ 33,235,00 Non Rountine Expenditures 4610 Extraordinary.Maintenance $ 4,500.00 $ 4,500.00 7520 Replacement of Non Expendable Equipment 7540 Property Betterments AndAdditions Total Non Routine Expenditures $ 4,500.00 $ 4,500.00 Total of All Expenditures For Year $ 85,985.00 $ 87,950.00 Cash Flow (Deficit) $ (52,905.00) $ (56,980.00) HUD Contributions 8020 HUD .Operating Subsidy $ 59,300.00 $ 46,160.00 3620 Capital Fund Transfer For Operations $ 4,000.00 $ 19,500.00 Other Cash: Current Cash Reserves $ 12,500.00 $ 25,000.00 Total HUD & Other Contributions $ 75,800.00 $ 90,660.00 NetCash Flow (Deficit) $ 22,895.00 $ 33,680.00 H:\UsersVEFF\OTC Pub Hsg Operating Budget -12-31-2016 2 ii Operating Budget Summary of Budget Data and Justifications U.S. Department" of Housing and Urban Development Office of Public and Indian Housing 0MB Approval No. 2577-0026 (Exp. 10i31/2009) Public reporting burden for this collection ofinformation is estimated to average 45 minulf!S p!j!rresponse, including ttu~ time for reviewing instructions, searching existing data sources, gathering _and maintaining the data-needed, and completing and reviewing the collection of info_rmation. This agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless that collecton displays a valid 0MB control number. This information is required by·Seclion 6(c)(4) of lhe U.S. Housing Act of 1937. The information is the operating budget for the low-income housing program and provides a summary of prllposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, andjustifiC!ltion of certain specified amounts. HUD reviews the information to determine if the operating plan adopted by the PHA and the amoun~ _are reasonable and thatlhe PHA is in compliance with procedures.prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality. Name of Local Housing Authorily Locality. Fiscal Year Ending OTTER TAIL COUNTY HRA FERGUS FALLS, MN 12-31-2017 Operating Receipts Dwelling Rental. Explain basis for estimate. For HUD-aided low-rent housing, other than Section 23 Leased housing, state amount of latest available total HA monthly rent roll, the number of dwelling units available for occupancy and the number accepted for the same month end. Cite HA policy revisions and economic and other factors which may resultin a greater or lesser ayerage monthly rent roll during the Requested Budget Year. For Sectiori"23 Leased housing, state the number of units under lease, the PUM lease price, and whether or notthe cost of utilities is included. Jfnot included, explain method for payment al utility costs by HA and/or tenant. • RENT ROLL FOR SEPTEMBER 2016 = $2,505.00 DIVIDED BY 13 UNITS= 199.77 199.77 X .0127 INFLATION FACTOR= 2.54 • 199.77 + 2,54 = 202.31 202.31 X 156 = 31,560 Excess Utilities. (Notfor Section 23 Leased housing.) Check appropriate spaces in item 1, and-explain "Other". Under item 2, explain basis fordetemiining excess utility consumption, For example, Gas; indiyidual check meters at OH-100-1, proration of excess over allowances at OH-100-2, etc. Cite effective date of present utility allowances. Explain anticipated changes in allowances or other factors which will cause a significant change in the total amount of excess utility charges during the Requested Budget Year. 1. Utility Services Surcharged; Gas D Electricity D Other D (Specify) ____________ _ 2. Comments Nofldwelllng Rent. (Not for Section 23 Leased housing.) Complete Item 1, specifying each space rented, to whom, andthe rentalterms. For example: Community Building Space-Nursery School-$50 per mont~. etc. Cite changes anticipated during the Requested Budget Year affecting estimated Non-dwelling Rental Income. 1. Space Rented 2. Comments Previous editions are obsolete ToWhom Page 1 of4 Rental Terms forin HUD-52573 (3/95) ref Handbooks 7 4 75.1 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 operating reserves,.dwelling rent, operating expenditures, etc., which will affect estimated average monthly total investments in the Requested Budget Year. Explain basis for distribution of interest income between housing programs. _Interest Income $20,00 Other Comments: On Estimates of Operating ReceiptsGive comments on all other significant sources of income which will present a clear uriderstandJng of.the HA's prospective Operating Receipts situation during the Requested Budget Year. For Section 23 Leased housing explain basis for estimate of utility charges to tenants. Other income $500.00 Operating Expenditures Summary of Staffing and Salary Data Complete the summary below on the basis of information ~hown on form HUD-52566, Schedule of All Positions and Salaries, as follows: Column (1) Enter the total number of positions designated with the corresponding account line symbol as shown in Column (1), form HUO-52566. Column (2) Enter the number of equivalent full-time positions allocable to HUD-aided housing in management. For example: A HA has three ;,A-NT" positions -- allocable lo such J·10using at the rate of 80%, 70%, and 50% respectively. Thys, the equivalentfull-time positions istwo. (8/10 + 7/10 + 5/10). Column (3) Enter the portionoflotal salary expense shown in Column (5)orColumn (6), form HUD-52566, allocable to HUD-aided housing in management, other than Section 23 Leased housing. Column (4) Enter the portion of total salary expense shown in Column (5) or Column (10), form HUD-52566, allocable to Section23 Leased housing in management Column (5) Enter the portion of total salary expense shown in Column (5)orColumn (7), form HUD-52566, allocable to Modernization programs (Comprehensive Improvement Assistance Program or Comprehensive Grant Program). Column (6) Enter the portion of total salary expense shown in Column (5) or Column (9), form HOD-52566, allocable to Section 8 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 Equivalent Salary Expense Total Number Full-Time Section 23 Leased Modernization Sections Account Line of Positions Positions Management Housing Only Programs Program (1) (2) (3) (4) (5) (6) Administralion-Nontechnlcal Salaries1 3 .37 17,500.00 Administration-Technical Salaries1 Ordinary Maintenance and Operalion-Labor1 2 12 2.500.00 Utililies-Labor1 Other (Specify) (Legal, etc.)1 Extraordinary Maintenance Work Projects' Betterments and Additions Work Projects2 1 Carry forward to the appropriate line on HUD-52564, the amount or salary expense shown in Column (3)'on the corresponding line above. Carry forward to the appropriate line onHUD-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 WorkProjects and to Betterments and Additions Work'Projects is to be Included in the cost of each individual project to be performed by the HA Staff, as shown on form HUD-52567. Previous editions are obsolete Page2of4 form HUD-52573 (3/95) ref Handbooks 7 475.1 \ 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 Slaff or gi\te justlfication and pertinent comparability information. Cite effectiVE! date for current approved wage rates (form HUD-52158) and justify all deviations from these raies. Budget based on proposed 2017 salary rates to be effective on 01-01-2017 Compensate Absences $2,200 Travel, Publications, Membership Dues and Fees, Telephone and Telegraph, and Sundry. In addition to "Justification for Travel to Conventions and Meetings' shown on form HUD-52571, give an explanation of substantial Requested Budget Year estimated increases overthe PUM rate of expenditures for these accounts in the Curren! Budget Year. Explain basis for allocation of each element of these expenses. Legal 250, Other administrative costs: Staff Training 250. Publicalions 200. Travel BOO. Dues and Fees 200. Accounting 2,500. Telephone 600. Audit 1,700. Office Rent 650. Supplies 750. Sundry 1,600. Total 5,500. Total 4,000. Utilitles. 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 Utilities Expense." Electricity Gas Water Sewer Solid Waste Fee Total 100. 100. 100. 50. 850. 1,200. Ordinary Maintenance & Operation-Materials, Give an explanation of substantial Requested Budget Year estimated increases over the PUM rate of expenditures for materials in the Current Budget Year. Material and Misc. $5,500. Ordinary Maintenance & Operation-Contract Costs. List each ordinary maintenance and operation service contracted for and give the estimated cost for each. Cite and justify new contract services proposed for !he 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 contracl for maintenance of elevator cabs, give contract cost per cab. Softner Salt Lawn Fertilizer PlumbingfElecVHtg/AC Carpet Gleaning Computer Maintenance Misc. Contracts Garbage Service Total 500. 1,000. 2,500. 750. 250. 5,000. 600. 10,600. Previous editions are obsolete Page3 of4 form HUD-52573 (3/95) ref Handbooks 7475.1 " Insurance. Give an explanation of substantial Requested Budget Year estimated increases in the PUM rate of expenditure1Hor insurance over the Current Budget Year. Cite changes in coverage, premium rates, etc. Multi-Peril Insurance 11,364. Fidelity Bond 180. Workers Comp. 1,500. D&O Liability 500. Office Insurance 250. Total 13,794. Employee Benefit Contributions. Lista II Employee Benefit plans participatedjn. Give justification for all plans to be instituted in the Requested Budget Year for which prior HUD concurrence has not been given. Health Insurance Retirement Dental Insurance Life I nsu ranee LTD Social Security Total 6,680. 4,770. 600. 600. 300. 1,550. 14,500. Collection Losses. Slate the number of tenants accounts receivable to be written off and the number and.total amount of all accounts receivable for both present and vaca.ted tenants as of the month in which the estimate was computed. Losses Extraordinary Maintenance, Replacement of Equipment, and Betterments and AddltiomCite prior HUD approval orgivejustificationfore~ch nonroutine work project included in the Requested Budget and for those for Mure years which make up the estfmate on form HUD-52570. Justifying information incorporated on or attached to form HUD-52567 need not be repeated here. Painting Floor Coveri~gs Total 2.200. 2,500. 4,500. Contracts. ·Llst all contracts, other than those listed on page 3 of this form under Ordinary Maintenance & Opera ii on (OMO). Cite the name of the contractor, type of contract, cost of contract, and contract period. Justification must be provided for all.contract services proposed for the Requested Budget Year (RBY). Explain substantial RBY increases over the PUM rate of expenditure for these contracts in the Current Budget Year. Other General Expenses 500. Previous editions are obsolete Tenant Services 250. Page4of4 form HUD-52573 (3/95) refHandboo_ks7475.1 Contractor Permit Windows Kelly Funk $300.00 $25,352.00 Kevin Cook Hilltop $24,682.31 Brian Jorgenson Pro Build $27,299.00 Cullens $22,480.00 Lumber Depot $27,074.46 Stenerson $29,921.20 Franklin Fence $25,870.51 Henning Build ing $32,122.02 Jim Irwin $1,350.00 $28,000.00 Henry Price Total for highlighted areas: $49,727.87 Other Materi; Total Labor 111 504/506 206 210 104/106 104/106 206 216 106/110 $7,900.00 $21,000.00 $2,200.00 $2,200.00 $2,100.00 $2,100.00 $2,700.00 $2,300.00 $2,700.00 $2,100.00 $2,600.00 $29,850.00 $2,700.00 $3,600.00 $2,700.00 $2,950.00 $3,850.00 $3,250.00 $3,650.00 $2,950.00 $4,200.00 $11,206.46 $36,808.00 $3,538.00 $4,684.00 $3,538.00 $3,538.00 $4,684.00 $3,920.00 $4,684.00 $3,538.00 $4,684.00 $6,999.00 $3,950.00 $28,200.00 $2,700.00 $3,600.00 $2,700.00 $2,700.00 $3,600.00 $3,000.00 $3,600.00 $2,700.00 $3,600.00 $10,771.08 $9,783.38 $6,057.36 $7,762.03 $6,000.00 $16,450.00 $4,606.00 $6,141.00 $4,605.00 $4,605.00 $6,141.00 $4,117.00 $6,141.00 $4,605.00 $6,141.00 $23,575.00 OTTER TAIL COUNTY 2016 CAPITAL FUND BID SUMMf MARY: 2016 HUD ALLOCATION: $20,273.00 MATERIALS: Franklin LABOR: James PERMIT: TOTAL: Fence Irwin Vergas Battle Lake $31,927.87 $16,450.00 $1,350.00 $49,727.87 -------------------------48'-------------=---------------. 1----7' ---..------11'-2" ------.,------11'-1" ------.-·:...---e·-1oa· ----~--a·-1\Jli· - ITGL 13842 R.o. a·-o~".soxla·-10_.,. ll'GL ..I.A., ITGL ;;,;i • R.o. a'-0-¾E x a·-a-¾" "'7• :r. --.. R.o. •3'-o-%.:-'lia·-6--¾· • R.o. 4'-o-¾"·xT4'-D-¾" KITCHEN l-l:::::::±:::::1---------23'-1· ------------4-1 PANTRY ! ~~~~ ll1CID AIR lWllllm -'lllB/llll01'ER DINING I?OOM D CL0SB'l I 'ii, . ... I I "I ',.i I i.l ·or 13'-8" El .. --M ~ l,, 1 ~BEDROOM BATH ~ ~ ® 2'-B" ~ 0 L--. . 0 i' L'.!J"' Ii)~ u,r - fii<Jl..., ;,, ® d1-1----------1B' ---------1 I>: iiii I ... I ... . ~· m ... ® J ir., . I . _,, S-I 'l: 'lo lr.r. @ . I ~ " I ,., CLOSE'l' -a· -4• ~ 1...1.---------1a•-2· ----------1,11-:-'.''---e·-0--1---,111 ll l>l • • TK/s'-o°"'I~ II· ; L Iii,, ENTRY~ B LIVING ROOM ,, • WALK m '1ci,o.BET -.. ... IIIIOD mi1'EcroR J'QR IDllER LllYEL ]If JUlCB ""1r.lllES Dl'mlCOlllmC'l'EO 'ff/JHr l'lOOB MASTER BEDROOM Ii+----...---14' ;..· -----+--1-1 (2) 2" J: 10• JliC!ID UK llEMlD lHlt!BUl'fBIIDIERS Iii!. .. II II ~ 1 '-,ct:=:::'.::::::~:::::'.::t:=~======::E=3:=3:::===t=~ ITGL?,8;19860 • HDG-;}D6-92fl R.O. e•-o~ X 6'-D-%" R.O. s•-2-,• X e'-10-¼" 1-----9'-3" • -'-12"-B" _______ _,__ _______ 18'-11" J.TGL 4848 ~.o; 4•-0:3· x 4'-IH6" -,J 7•-2·--- '--------------------------46'-------------------------' FLOOR PLAN ·::fJATTLE LAKE SCHOOL HOUSE 2012-2013 SEPTEMBER 25, 2012 • SCALE ¼" = 1'-0"·· . ... ... Sf I io [!;.)' N ... "' Ol' ... ~~ q Pl OTTER TAIL COUNTY HRA DOWNPAYMENT ASSISTANCE PROGRAM GUIDELINES • Deferred Loan: Maximum deferred loan available per home is $15,000 at 0% interest arid will be dependent upon the fund balance for the program. The loan will be due and payable at the end of the first mortgage's loan term. • Program Area: The home must be located in Otter Tail County, excluding the City limits of Perham and the City limi_ts of Fergus Falls and the City limits of Wadena. • Household Income Limit and Calculation: All buyers must have gross household income equal to or less than those shown on Attachment "A". The incomes of all adult wage earners in the household (excluding full-time college students as long as are applicant's dependent) must be included in the income calculation. Applicants must supply the Fergus Falls/Otter Tail County HRA staff with a copy of the most recent Federal income tax return and necessary verification of assets. • Existing and New Construction: This program applies to existing homes as well as new construction within Otter Tail County, excluding the City limits of Perham and the City limits of Fergus Falls and the City limits of Wadena. • Home Inspection: A Home Inspection conducted by a profossional home inspector is required. Fergus Falls/Otter Tail County HRA reserves the right to deny funding based upon the results of the Home Inspection and Fergus Falls/Otter Tail County HRA staff has authority to make the decision. • Affordable Mortgage Products: All buyers must obtain first ·mortgages that meet the following guidelines. Any exceptions to these guidelines must be approved by Fergus Falls/Otter Tail County HRA staff at least 15 business days prior to closing. o Loan Terms: Fixed rate loan, maximum amortization of 30 years, and a minimum of 15 years. o Down Payment: Down payment required by product cannot exceed twenty percent (20%) of sale price. This guideline does not preclude a buyer from making a larger down payment if additional personal funds are available. o Interest Rate: HRA preference is for below-market or market-rate loan products. The buyer's first mortgage cannot exceed the current market rate plus one percent (1%). Current market rates for 30-year mortgages are ava ilab le at www.freddiemac.com. o Debt Ratios: Housing expense and debt to income ratios is recommended not to exceed 25/36; however, the maximum allowed is 29/41. Lenders are encouraged to use community homebuyer products with flexible underwriting guidelines. • Closing Costs: Closing costs (excluding pre-paids) ca nnot exceed: 8% for a home purchase price of $0-$50,000 5% for a home purchase price of $50,001-$100,000 3.5% for a home purchase price of $100,001 + This requirement would not preclude buyers with liquid assets above $15,000 from using their excess funds to buy down the interest rate. • Homebuyer Education: All first time homebuyers must complete homebuyer education to receive approval for funding. • Liquid Asset Limit: Buyers may retain up to $15,000 of liquid assets. Liquid assets above $15,000 including equity from the sale of a previous home, must be used toward the down payment and/or closing costs. Retirement savings, such as IRAs, are not considered liquid assets. • Existing Homeowners: Outreach to first-time homebuyers is strongly encouraged, but the program is also available to current homeowners. Homeowners must sell their current home before closing on a gap loan. • Basic Appliances: A refrigerator and a range, at a minimum, are requ ired for all homes. These items must be included in the purchase price of the home. • Pre-paids: Program funds cannot be used to cover pre-pa ids, which must be paid by the buyer or another source (e.g. gift). • Greater Minnesota Housing Fund: When available, qualified homebuyer may utilize these funds for closing costs, pre-pa ids, and/or first mortgage buy down. • Lender Requirement: Buyer must use a loca l lender for financing. Local lender and Fergus Falls/Otter Tail County HRA staff will work together to qualify buyer for the program. All buyers must be approved for a mortgage. A mortgage "Preapproval Letter" must be provided at time Buyer submits the Down Payment Assistance Application. • Rollover Loans Prohibited: "Rollover" loans are not acce ptable. "Rollover" loans have a fixed interest rate, short maturity, and a term to be negotiated. • (80% of Median) Adjusted for Greater Family Size Minnesota Counties1 Family Size 1 2 3 4 5 6 7 8 $43,350 $49,550 $55,750 $61,900 $66,850 $71,850 $76,800 $81,750 ATTACHMENT "A" Income Limits *NOTE: These incomes limits are set by Greater Minnesota Housing Fund and 'can change at anytime. 0 EQuAl.1101.,:j,"lf;\ OPPORTUNllT Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority OTTER T IL CO TY HRA TAX LEVY BORROWING PROPO AL HRA Office 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 Fax 218-736-4706 fthra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 Issue: Homeowners repeatedly asking the Otter Tai l County HRA to repair their home. In alma tall cases, the OTC HRA currently has a Ii n on the property for work previously done. Proposed Soluti on: qualifying borrower(s) may be approved for up to 25,000. A lien on the property is secured for 10 years ( current practice), but for the purpose of defining a limit the borrower(s) cannot receive funds from the OTC Tax Levy Program in excess of $25,000 during their lifetime, regardless of which property they reside in. _______________ Providing Housing Opportunities MN177 HCV Leasing and Spending Projection • > ,. 8 C 0 E F G H I J K L .. N 0 p 0 R ACC Units Vouchora Other Planned New Leasing Leased units: HAP Expense: Cumulative Cumulative ACTUAL l Issued, or addlttons or Estimated PUC Actual or . Manual PUC 2016 (UMAs) (see Actual HAP from Issued Actual and Actual and Annual Leased Ellglbllity Monthly UML % MonthlyABA Leased Units projected to be reductions to Attrition Projected Override Expendod 'I, newACCtab) Vouchers Projected Projected % Expend•d % 1 i< __. ""' ... ! .1an:15 140 118 $36663 11 0 -2.6 118 $36663 $311 84.3% 103.3% 84.3% 103.3% !. Feb:.6 !40 ,18 $38 582 18 1 -2.6 118 $38 582 $327 84.3% 106.0% 84.3% 108.7% !. Mar-16 140 122 $44,501 5 2 -2.6 122 $44 501 $385 85.2% 112.4% 87.1% 125.4% ~ A"r-18 140 124 $41 245 3 2 -2.5 124 S-41.245 S333 85.1% 113.4% 88.5% 118.2% I Ml"-16 140 122 $41,445 0 2 -2.7 122 S-41445 ~o 88.3% 114.1% 87.1% 118.8% ! Jun-16 140 115 $39163 3 1 -2.6 115 539163 5341 85.6% 113.4% 82.1% 110.3% ! Jul-16 140 112 $35 200 4 0 -2.5 112 $35 200 $314 84.8% 111.4% 80.0% 99.2% ~ Aun-1 6 140 111 ~34 609 7 1 -2.4 111 S34 609 S312 84.1% 1Qg,7% 79.3% 97.5% 1 Se-16 ., -140 111 ~•~_,;u I, g , -2.4 111 $35 732 = 83.6% 108.7% 79.3% 100.7% !. Oct-16 1 -2.4 110 $35 351 $322 83.1% 107.7% 78.4% 99.8% ! Nov-16 140 1 -2.4 109 $34 929 $322 82.6% 108.9% 77.5% 98.4% ~ Doc-16 140 1 -2.4 107 $34 346 $322 82.0% 106.1% 76.2% 96.8% !. Toll/ 1680 f 053 S3,7. !40 59 0 12 .J0.1 1 31a $451 766 $328 ~ 820% 108.1" ! ' I •1n .. 1'l' 140 0 ·2.3 ,os $33 653 $322 74.7% 89.4% 74.7% 89.4% ! Fe"•'7 140 0 -2.3 102 S32 924 $322 73.9% 88.4% 73.1% 87.5% ! Mar-17 140 0 -2.2 100 $32211 $322 73.1% 87.5% 71.5% 85.6% ~ 0n ••• ~ 140 0 -2.2 98 $31513 $322 72.3% 86.S% 69.9% 83.7% 1 Mav-17 140 0 -2.1 98 $30 830 $322 71.5% 85.6% 68.4% 81.9% ! Juft-17 140 0 •2.1 94 530 162 $322 70.7% 84.7% 66.9% 80.1% ~ -~•u<-17 140 0 -2.0 92 S29 509 $322 70.0% 83.8% 85.5% 78.4% !. Aua-17 140 0 -2.0 90 $28 869 $322 69.2% 82-9% 84.1% 787% !. Se~17 140 0 •1.9 88 528.244 $322 68.5% 82.01!, 62.7% 75.01!, !. nc1.17 140 0 -1.9 ea S27 632 $322 67.8% 81.2% 61.3% 73.4% I Nov-17 140 0 ·1.9 84 $27 033 $322 67.1% 80.3% 60.0% 71.6% ! .,-.. :., 140 I 0 -1.a 82 $28 448 $322 66.4% 79.5% 58.7% 70.3% ! Tot■/ 1680 0 I $0 I 0 0 0 -24.7 1115 $359029 66.4" 795% e Leasing Spending v. Fundin1 10 140 $50,000 ,-I 1 11 -120 $45,000 ., ....... I ! 11 -$40,000 14 '--100 .. ~ ....... !!. "' ,_ -i $35,000 --1 ., u -80 C ... " ~,_ !. ::: Ill ... s: i $30,000 " 60 Iii i $25,000 :: • L--t---------------·--·--!. ~ L--e -n ll-l~E 40 1 $20,000 ----------------------- !. 4 L-i $15,000 -20 1 l'l"I n :i; ! 0 0 $10,000 -------·-------------------- !. ###~~##~##~#~~~#$#$~~~~#~ $5,000 ,_ ________ -----.. ·-----·---------·· ---· ?~#~~~#~#/~~?~#~~~#~~/~# so ! ?~?.~~?~~~~~~~~~~""~~~~~~~~~~~ I ?a ~~?a ?a ?a ~?a ~7,7,~?a ?a?a ?a ?a ?a ~?a 7,7,7, I l!!l:IVouchers ls.sued or projected to be issued -ProJ,cted New Luting from luue-d Vouchut --Actual or Projected Units L11sed ~~~~~~~~~~~~0~6 ~~~~~~~~~ -Estfmattd or Actual HAP -Month}y A8A ind Comblnad HAP Ruervt1 -MoothlyAf!.A : r Commentl FINANCIAL: Beginning Year Cash (VMS) of $50,720 compares to Beginning Year NRP (VMS) of S-1,793. Note Negative UNP of S-241,986. VMS Cash & Investments of $23,547 comparu to VMS NRP plus UNP of S-20,419. HUD Pagt2 10l8/2018 MN177 HGV leasing and Spending Projection A a I C I 0 I E F I G 1 H I I J K I l I M N 0 I p I a IR l..l-I Utlllzatron Report: I HC V um,1at1on R•Don Ju rte ~v 1 a G I 1wu•YIIIJ.l[ 1nn1 1•111nn I I I I I 7 PHAName sunB :u11. s.121.1ti1n: 11sa PHANumber MN177 IL Sau II Accen Addltfon•I Tools otsc.talm1r II 2 :I ACC and Funding Information Funding Pronitlon Levels Program Pro)ocUon Variables Leasing ond Spending Outcomes: ' Current and Following Year Projections -Years 2 & 3 Re-Annual Current Year Year 2 YurJ Benchmarking 100.0'/o 5MGGIII Bill 20% Turnover rate 26.0%, 2016 io17 ..!.. Proration Years 1 & 2 UML % of ACC Calendar Year 2016 2017 2018 Admin Fee 84.09/1 82.0% 66.4¼ Proration (UMA) ..!.. -(- ~93.~ Beginning ACC 140 Yuro 2 & 3 Offset {Optional) Tlm■ from Issuance to HAP HAP Exp as% #Vouchers 140 140 Effective Date All Funds 74,2¼ ..1.. r\ lnl1!ll.aA. uffset 'I, Averagt~h• HAP Exp as 'I, ~~ (protects CYE % lused In JO ElmsllilJI. $417,024 $451,766 $359,029 Increased o.o•;. days 25'/, 2.20 ,rom Juuanu to or EllglbiUty 106.W, 79.5'/4 llW.2!IHll HAP EM'e;tlv• O•t• only _!_ , ... , .. , OFFSET ot HAP $0 $0 % leased In 30 40'/, Reserve to 80 days _!_ &!tAl!llL Prorated Funding El!glbiilty Level % leased In 60 Projected 12131 flmlllllll $8,963 (Including any Offset) to 90 days 2s•1o Total HAP $32,066 $124,803 ,-1!l Reserves New Ace Unit• % leased In 90 HAP Reserves $0 so $0 $425,987 10'/4 as¾ ofABA 7,7¾ 27,6¾ EllnllJwl to 120 days {Stlrt: 13.8%) ,-!l Total ABA Avtraqe Monthly % leased In 120 Potential Funding $425,987 $451,786 $359,029 Funding $35,499 to 150 days Ot;, Terminations 0 0 12 Provided EIJglblllty - PHA Income $0 ..J.!. HUD.Held Reconciliation Cash Sufficiency Check 1.ULIDi. B<r,inning Year Th=: I/Months NRP Total Cash-(With Line Rererence to FMD Lotter) B1,!lll,llllti~Q M~olbl~ t,!lll ml□YS tlAE I;~~ $3,472 Surplus will cover Yr 3 ~ Support.ed Prior $57,845 $32,066 $124,803 Monthly denclt Year-End HUD-HUD- Reserves established $54,320 established CYEHHR CYEHHR 16 II;..,,.,.,., Ill in• '.'t'\\ ,-- HUD•estlmaled PHA-Htld Cut, Administrative Fees Net Excess $3,525 $50,720 12/31/2015 Analysls 2016 2017 ...!! Cash (Lino 24) (VMS) lotat Funding HUD• HUD· <•7,200 UMLs > 7,200 UMLs (> Admln Fees S483,832 $483,832 i4eJ,832 Rec-oncll■d S57,845 $105,040 Reconcl/od (<--600 Units) -600 units) -Earned (PY: $62,932 SS0,581 Avallat>te (Lln•34) (Cuh C•PP•dJ no proration no proraUon $60,290) ..1! Lower of Lower or H17/117 $57,845 H171117 $55,97 $52.23 Expense $139,578 $135,912 (Override (Override _!!. . ·" .. I ... _,,_ • .Jj_ i::xoense •t. 221.8¾ 268,71/, HUD· ($1,793) < PHA~Reporled MN177 h11 I co,t par Ut,Al of $98 49 (h.1114d M th& moat rat:eot, offfcf1I (•nd ort11c11I ~Hr} UIJP, 12/31/20111 NRP comp•r•d lo lh E■rnlngs/1.JML & Site peer Reconciled -----group or S-44.al! (• dlfferenc■ 0C 54,61'.} MN177 ll•• D l'fCJa<ttd ~o 16 Cafond,r y..,.e.., {CYEI UtiP a! Exce.ss Cash v HUD-Es!ltpated and lls nate peer groijp {or ab PHAs In the {s.tCO 2241 (ot ◄4!i 11' of CY 20\0 E.1tt1ed Mmn Fu'1)8t'ld 1 12fl1f2016 ExctH ,tilt)« S◄7 ,93 (a dltf•r• ca of &1,3~}. 2017 CYE UNP of ,,~.ffl) (or .72~ ~er CY :!(117 Eom«! ~ PHANRP Cutt> $3,525 "4fn<nF•nl 21 Page 1 10/ll/2016 ,' SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM AUGUST & SEPTEMBER, 2016 Annual Recerts Interim Recerts Ports-In/Billing Po.rts-ln/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% 17 12 0 1 0 0 0 4 0 2 102 13 11 1 1 2/$1319; 2/$1995 1 2 96% OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units August 2016 Rents Payable $2,597.00 Rents Collected $2,233 .00 Late Fees Charged $ 25 .00 (1) Late Fees Collected $ 25 .00 (1) Late Fees Outstanding $ 0.00 ELI Percentage 100% Waiting List 2 Bedroom 13 3 Bedroom 10 4 Bedroom 1 H:\Users\Pam\Board Reports\OT County -Board Report.doc OTTERTAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units September 2016 Rents Payable $2,286.00 Rents Collected $2,799.00 Late Fees Charged $ 0.00 Late Fees Collected $ 0.00 Late Fees Outstanding $ 0.00 ELI Percentage 100% -lease termination for 4 BR in NY Mills -over housing rental unit -court hearing 10-13-16 -lease termination for 3 BR in Henning -9-1-16 -new lease signed 10-13-16 Waiting List 2 Bedroom 17 3 Bedroom 15 4 Bedroom 4 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. fergusfa llsh ra. com Riverview Heights Highrise 205 North Sheridan Ave Fergus Falls MN 56537 218-739-9498 TO: FROM: DATE: SUBJECT: EN LOSURE: MEMO Board of Directors, Otter Tail ounty 11 RA Jeffrey affan y, Executive Direc tor December 8, 2016 Meeting to be held Thursday, December 15, 2016 at 10:00 a.m. at the HR Office, 1151 Friberg Avenue, Fergu Fall , 1 , 56537 Regular Minutes ol'the October 20, 20 16 Meeting AGE 1DA I. Chai rperson -all Meeting to Order 2. Approval of Minutes 3. EE~~~~ive D irector A/ 1 dm i nistrati e Ex pen ·cs -October 20 I 6 and ovem ber 20 I 6 B. we tment Listing C. Publi I-lousing Program -Accounts Receivabl es D. 20 I Capital Fund Program pdate Budget Revision #I , Resoluti on No. 116 E. • ·ri -City Meeti ng, 12/21/ I 6, Henning, MN F. 20 p Adrnini trati vc Con tracts with Fergus Fal ls HRA I~ ,$ection 8 Voucher Program 2✓]'w Rent Fam ily Pub lic Hou ing Program 3. HF A Rehab Programs 4. Otter Tai l County Tax Levy Program Q.. /)Ht4-a:11 e?~ /201.,,~ 4. Rehab Speciali ·t -M ikcl O lson A ~x Levy pdatc B.~ ~-• Levy Rental pda te C. . 'DP Updatc -All Citie s t'} /_ D. HB Update £, p..!.'-7, ro\e-c.1 lAl)c\~ ~-r~ 5. Hous· g Administrator -Mary .J o chwarz A. tter Tai l Count y Secti on 8 Update 6. I-lousi ng Manage r -Pam M in ten A. Pu bl ic Hous ing Progra m pdate PLEASE CALL IF YO U ARE UNA BLE TO ATTE DJ 11 : l l,er, .IEFI /\(,1:NDI\ Oi l' 10-211-20 16.doc L'a...~ I of .I Prov1amg Housing Opportunities The Otter Tail County HRA Board of Commissioners met in a regular meeting on, October 20, 2016 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 Ralph Hemmerlin Scott Rocholl, Chairperson Dave Johnson OTHERS PRESENT Jeffrey Gaffaney Hazel Hovde Vicki Scheer Mikel Olson Pam Minten Scott Rocholl, Chairperson called the meeting to order. ABSENT Mary Jo Schwarz A motion was made and seconded to approve the minutes from the August 18th, 2016 regular meeting. M/Robert Bigwood SI Robert Maki Jeff welcomed the new board member Dave Johnson. Jeff presented a plaque to Hazel Hovde and thanked her for her 19 years of service as an Otter Tail County HRA Board member. Hazel thanked everyone for the plaque and stated that this was one of the best and most organized boards she had ever been on and that she had greatly enjoyed serving. Dave Johnson signed the HRA Board member oath of office for a 5-year term. Scott Rocholl opened the public hearing at 10: 10 am, regarding the Otter Tail County HRA 2017 5 Year Annual Agency Plan Update. We did not receive any comments in writing, and no one appeared to speak at the hearing. Jeffrey stated that the 2017 Capital Fund Grant will be approximately $25,500.00. Jeffs is projecting $4,000 in general operations and $16,000 in building updates. Funds will'be used to replace all windows in all 13 public housing units except for the living rooms in each unit as they were replaced previously. The 5 Year proposed work items of the Capital Fund documents were reviewed as well and can b~ adjusted as needed if improvements change. In Mary Jo's absence, Jeff presented the following policy changes and updates for the Otter Tail County Section 8 Housing Voucher Agency Plan & Policy Manual. 1.2 Reasonable accommodation 1. 7 Right to privacy 3 .2 Social Security documentation 7 .1 When a family may or may not move 8.4 Portability procedures 9.3 Exclusions from income -lump sum 11.4.1 Setting the payment standards Glossary -Extremely low income families definition H:\Users\K.IM\Minutes\2016 minutes\minutes ~ otc Oct 2016.doc Also presented were the new Fair Market Rents and proposed Payment Standards for 2017. CURRENT PAYMENT STANDARDS OBR 1 BR 2BR 3BR 4BR 5BR 6BR 424 534 716 827 850 977 1104 PROPOSED PAYMENT STANDARDS 0BR 1 BR 2BR 3 BR 4BR 5BR 6BR 535 564 749 961 994 1089 1231 {105%) (ll0%) (ll0%) (105%) (105%) (I 00%) (100%) The payment standards would be effective for November 151, 2016 for all new participants and December 1st for recertifications. Pam Minten presented policy and lease changes for the Otter Tail County Public Housing Admissions and Continued Occupancy Policy (ACOP) and Otter Tail County Public Housing Lease. These changes would be effective January I, 2017 for current residents and effective immediately for new tenants. 8.0 Eligibility for Admission 12.0 Verifications 13 .6 Rent determination for families under the non-citizenship rule Lease changes: 1.0 Grievance Procedures and an increase in the flat rents for Underwood units. She proposed the three bedroom unit be increased to $500 and the 4 bedroom increased to $525.00 effective immediately for new admissions and January 1, 2017 for current tenants at time of recertification. Chairman Scott Rocholl declared the Public Hearing closed. A motion was made to approve the Resolution No. 114-PHA Certification of Compliance with 2017 Annual Plan & Civil Rights Certification including all Section 8 and Public Housing Policy changes. Ml Robert Bigwood S/ Ralph Hemmerlin The administrative expenses were reviewed for the months of August, 2016 and September, 2016. A motion was made and seconded with all ayes to approve the expenses. Jeff explained that the Blue Cross Health insurance for employees was increased by 14.7%. Ml Ralph Hemmerlin SI Robert Maki The Investment Listing was reviewed, two certificates were renewed and the only other changes were the balances of the checking and savings accounts as of October 20, 2016. Jeffrey presented a bid proposal for Multi-Peril Insurance coverage from American Family Insurance of $11,364.00, which is actually a $471.00 decrease from 2016. This was the only bid received. A motion was made and seconded with all ayes to accept the bid from American Family Insurance in the amount of $11,364 for the year 2017. H:\Users\KIM\Minutes\2016 minutes\minutes -otc Oct 2016.doc 2 ,...,- ( M/ Ralph Hemmerlin S/Robert Maki The Fiscal Audit proposal for December 31, 2016 by Carlson/ Highland & Co. LLP was discussed. The cost will be $6,640, a $440.00 increase from 2015. A motion was made and seconded with all ayes to accept the bid. from Carlson/Highland & Co. LLP in the amount of $6,640.00 for 2017. M/ Ralph Hemmerlin S/Robert Bigwood The 2017 Proposed Public Housing Operating Budget was discussed including Board Resolution No. 115; 2017 projected amounts were reviewed. A motion was made and seconded with a11 ayes to approve the 2017 Proposed Public Housing Operating Budget and Board Resolution No. 115. The approved budget will be forwarded to HUD. M/Robert Maki S/Ralph Hemmerlin Jeffrey discussed the 2017 Tax Levy meeting with the Otter Tail County Board of Commissioners at the Government Services Building held September 9th at 3 :30pm. The HRA was requesting an increase of $79,000 which was an increase of approximately 15% from 2016. This request was met with some resistance. It was suggested that some of the tax levy funds should be used for building of new properties with pri:vate developers. Jeff explained that a lot of the leveraged money is used for rehabilitation of homes throughout the county for private individuals. It was suggested a $50,000 increase from last year versus the $79,000 requested. Jeff has not gotten notification of the final amount to be approved for fiscal year 2017. Jeff, Tanya, and Mike requested a meeting and met with Wayne Stein, County Auditor a week later to discuss it. Apparently they didn't approve of the HRA's request saying they had the "right" to levy a tax as it was taken as "entitlement". Other discussion centered around what new housing initiatives the Otter Tail County HRA could become involved in the future. Proposals for the replacements of the window in the Public housing units were presented. A motion was made and approved to accept the low bids from Franklin Fence of $31,927.87 to supply the windows and Jim Irwin's labor bid of $16,450 for insulation and $1,350 for a permit. The work will begin in spring of 2017. M/Robert Bigwood S/Robert Maki Mikel presented a floor plan of houses that are being built through the school systems of Underwood and Battle Lake. Mikel stated that there are many properties that are available for forfeited taxes. He proposed that the HRA could acquire these properties or other vacant lots without special assessments and have these houses moved to the property and sold if the schools cannot sell them. The homes are H:\Users\KIM\Minutes\2016 minutes\minutes -otc Oct 2016.doc 3 available for approximately $50,000 with everything completed except the floor covering and base trim. There was some discussion regarding this proposal and it will be checked into further. Mikel discussed a plan for borrowing procedures for the Otter Tail County Tax Levy Program. He proposed that the loan be to be tied to the borrower and not the property. He also suggests a thorough inspection of the property be completed upon request of an emergency repair and any other comprehensive work be completed at the same time to limit repetitive repairs with a maximum amount of $25,000 to be forgivable after 10 years. There was discussion regarding that the property should be owner occupied and defining the limits and it was tabled until the next meeting. Mikel also presented changes to the Otter Tail County HRA Down Payment Assistance Program guidelines to consider tiered closing costs to determine the percentage of down payment. A motion was. made and seconded to approve the tiered closing costs to the program guidelines. M/Ralph Hemmerlin S/Robert Bigwood Mikel Olson, Rehab Specialist reported on the Otter Tail County Homeowner Tax Levy 2016 program; 38 applications have been received, 9 have been approved, 3 were denied, 9 have been inspected, 6 are in progress and 4 are complete. Projects leveraged with SCDP: 4 applications were received, 4 applications were approved, none were denied, 4 have been inspected, 4 are in progress and 2 are complete. A total of the projects are: 42 applications have been received, 13 have been approved, 3 were denied, 13 have been inspected, 10 are in progress and 6 are complete. There have been 2 applications received for the Otter Tail County Tax Levy Rental 2016 program. Pelican Rapid SCDP Commercial Program updates; 2 applications have been received, 1 has been approved, 1 was denied, 1 has been inspected; I is in progress and none are completed. Battle Lake SCDP Commercial Program update, 1 application has been received, I has been approved, none were denied, 1 has been inspected; 1 is in progress and one has been completed. There has been no new activity for the New York Mills SCDP Program. Fergus Falls SCDP Homeowner Program update, 35 homeowner applications have been sent, 11 have been approved, 8 have been denied, 11 have been inspected; 9 are in progress and 6 are complete. Rothsay/Elizabeth SCDP Homeowner Program update, 36 homeowner applications have been sent, 7 have been approved, 10 have been denied, 7 have been inspected; 5 are in progress and 4 are complete. Henning SCDP Homeowner Program update, 15 homeowner applications have been sent, 5 have been approved, 0 have been denied, 5 have been inspected; 0 are in progress and O are complete. Henning Rental Rehab Program update, 1 application has been sent, 0 have been approved, 0 have been denied, 0 have been inspected; 0 are in progress and O are complete. Henning Commercial Rehab Program update, 1 application has been sent, 0 have been approved, 0 have been denied, 0 have been inspected; 0 are in progress and O are complete. H:\Users\KIM\Minutes\2016 minutes\minutes -otc Oct 2016.doc 4 j ' .. Dalton SCDP Homeowner Program update; the Pre Application is due November 2016. MHF A Deferred Loans update, 6 applications have been sent, 4 have been approved, I was denied, 4 have been inspected, 2 are in progress and 2 has been completed. In Mary Jo's a.bsence, Kelli reported on the Otter Tail County Section 8 program for the months of August and September, 2016. The .months of August there were 111 leased and HAPS totaling $34,609:00. In September there were 111 leased .and HAPS totaling $35,732.00. A sµmmary of activity for these two months was; 17 annual re-certifications and 12 interim re-certifications. Four participants ended participation, none are in shop mode and there are 2 new admissions. In Al_lgust there were 5 ports out paid totaling $1,319.00. In September there were 2 ports out paid totaling $1,995. There were 2 In- house transfers. The ELI percentage was 96%. Pam Minten, Housing Manager; reported that rents payable for Public Housing for A~gust 2016 were $2,597.00 ·and $2,233.00 was collected. There was $25.00 in late fees charged and $25.00 was collected. There were no outstanding late fees. There were 13 applicants on the 2-bedroom public housing waiting list, 10 applicants on the 3-bedroom waiting list and 1 on the 4-bedroom waiting list. ELI was 100%. In September 2016 rents payable totaled $2,286.00 and $2,799.00 was collected. There was $0 in.late fees charged. There were no outstanding late fees. There were 17 applicants on the 2-bedroom public housing waiting list, 12 applicants on the 3-bedroom waiting list and 4 on the 4-bedroom waiting· list. ELI was 100%. There was one lease termination for the 4 bedroom in New York Mills for Over Housing. There was one lease termination in.Henning for non-payment of rent. Out next meeting will be held on Thursday, December 15, 2016 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11 :47 am. M/Robert Maki S/Robert Bigwood Robert Maki, Secretary Date H:\Users\KIM\Minutes\2016 minutes\minutes -otc Oct 2016,doc 5 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF OCTOBER. 2016 Bank ofthe West-Office Rent $ L~kes Country Service 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 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. $ Pine Plaza Appliance $ New Horizon Ag Service $- Home Depot $ URP $ URP $ RHR $ URP $ N.F. Field Abstract $ Midweek $ Premier Electric $ Sherwin Williams Paint $ Dave Johnson $ Scott Rocholl $ Robert Bigwood "$ Robert Maki $ Ralph Hemmerlin $ AMP Insurance Agency $ Derrick's Carpet Cleaning $ RTW-Workers Comp. Ins. $ Salaries $ H:\Users\JEFF\OTC HRA EXPENSES Oct. 2016 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 306.12 61.79 131.46 353.31 285.00 723.74 987.75 91.37 625.98 53.88 51.35 16.61 731.80 140.00 40.00 71.00 50.00 425.00 130.95 313.86 116.37 102.00 87.96 75.00 134.40 129.00 1,307.00 125.00 1,500.00 13,290.53 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF NOVEMBER, 2016 Bank of the West-Office Rent Lakes Country Service Coop -Health Ins. Security Benefit -Retirement Otter Tail Telcom U.S. Postmaster 1Y1N 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 HomeD~pot URP URP RHR EJ's Floor Covering N;F. Field Abstract Brogard Plumbing Cory Feigum-Painting Home Depot Premier Electric Co. Mark Gaworski -Accounting Fees Housing Data Systems Cline, Jensen, P. A. Sherwin Williams Paint Co. Salaries H:\Users\JEFF\OTC HRA EXPENSES Nov. 2016 $ 450.00 $ 2,100.00 $ 1,200.00 $ 225.00 $ 200.00 $ 400.00 $ 150.00 $ 292.08 $ 59.14 $ 137.16 $ 396.65 $ 303.00 $ 697.23 $ 985.75 $ 91.37 $ 600.74 $ 61.98 $ 48.00 $ 33.23 $ 210.13 $ 140.00 $ 50.00 $ 91.00 $ 6,800.00 $ 170.00 $ 154.85 $ 2,636.00 $ 718.13 $ 471.35 $ 700.00 $ 120.00 $ 497.00 $ 428.10 $ 12,538.02 December 15, 2016 FINANCIAL FUND INSTITUTION CERTIFICATES Security State Bank OTC Tax Fergus Falls Levy SAVINGS ACCOUNTS Security State Bank Section 8 Admin Fergus Falls Reserve Security State Bank Public Housing Fergl.!S Falls Security Deposits CHECKING ACCOUNTS Section 8 Existing NOW Account Public Housing NOW Account :tv1HF A-Loan Account NOW Account Otter Tail County Tax Levy NOW Account JMHFA-HO:tv.IE Account :N"OW Account H:\Users\JEFF\INVESTMENT LISTINGS\2016\invest list otc -December 2016.doc OTTER TAIL COUNTY HRA INVESTMENT LISTING DESCRIPTION PRINCIPAL Money Market 300,376.03 Certificate #215353 Weekly Money $19,860.12 Market Savings Commercial Money $7,049.67 Market $61,991.43 $11,575.76 $24,767.55 $331,297.85 $832.24 I.D. # 41-1518930 INTEREST INTEREST PURCHASE MATURITY RATE PAID DATE DATE .25% Maturity Renewed Automatic Deposit 6/28/16 12/28/16 .05% Monthly Account #9312-004634 .05% Monthly Account #9312015673 -) OTTER TAIL COUNTY HRA PUBLIC HOUSING BALANCES TO WRITE OFF DECEMBER 2016 506 Marshall Ave, Henning $ 945 .99 504 Marshall Ave, Henning $2 118.59 TOTAL: $3064.58 I ;;J._-17-1/,t, RE OLUTIO No.116 Wherea , the Board of ommis ioners of tbe Housing and R development Authority of Otter Tail Cou nty, Minnesota (hereinafter referred to as OTC HRA) has reviewed the propo d 20 lo apital Fund Program Bud 0 t R i ion 1 and the 20 l 6- 2020 Five Year Action Plan ; ow, th erefore be it resol ved by the Board of om mi ssioners of the OTC HRA th at the 2016 Capital Fund Program Budget and the 20 16-2020 Fi -Y ar Acti n Plan b and hereby are ado pted. D: Scott E. Rocho ll, Chatrper n, Otter Tail ounty HRA Board Robert Maki, Ser tary, tterTai l County HRA Board December 15 20 16 II: Uscr~\J[FFIRCSOLlJTIO S rC\Resolution I I 3-~ount~ .doc Annual Statement/Performance and Evaluation Report Capital Fund Program, Capital Fund Program Replacement Housing Factor and Capital Fund Financin g Program Part I: Summary PHA Name: Otter Tail County HRA Grant Type and umber Capital Fnnd Program Grant No: MN46P 17750116 Replacement Housing Factor Grant No: Date ofCFFP: Type of Gra at D Original Annual Statement D Rcscr-ve for Disasters/Emergencies D Performance and Evaluation Report for Period Ending: t8J Revised U.S. Department of Housing and Urban Development Office of Public and Indian Housing. 0MB No. 2577-0226 Expires 06/30/2017 FFYofGrant: 2016 FFY of Grant Approval: nnual Statement (revision no: 1 ) D Final Performance and Eva luation Report Line Summary by Development Account Total Estimated Cost Total Actual Cost 1 I 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Original Total non-CFP Funds 1406 Operations (may not exceed 20% of line 21) 3 4,000.00 1408 Management Improvements 1410 Administration (may not exceed I 0% ofline 21) l411Audit 1415 Liquidated Damages I 430 Fees and Costs 1440 Site Acquisition 1450 Site Improvement 460 Dwelling Structures 16,273 .00 1465.1. Dwelling Equipment-Nonexpendable 1470 Non-dwelling Structures 1475 Non-dwelling Equipment 1485 Demolition 1492 Moving to Work Demonstration 1495. l Relocation Costs 1499 Development Activities ' 1 To be completed for the Performance and Evaluation Report. 2 To be completed for the Performance and Evaluation Report or a Revised Ann ual Statement. 'PHAs with under 250 units in management may use I 00% ofCFP Grants for operations. 4 RHF fund shall be included here. Page 1 Revised2 Obligated Expended 20,2 73.00 0.00 r follll HUD-50075.] (07/2014) Annual tatement/Performance and Evaluation R port Capital Fund Program, 'apital Fund Program Replacement Housing Factor and Capital Fund Financing Program Part l: Su mmary PIIA Name: Grant Type and umber Otter Tail ounty II R apiIal Fund Program Granl o:: M 46Pl 7750 116 Repla cment Housing Fa ·1or Gram o: Date ofCFFP: TypcofGranl 0 Original nnual ·tatcmcnt D Rcscn·e for Disasters/Emergencies D Performance and Ernluation Rc1)01·t for Period Endinu: !El U .. Department of! lousing and rban Development Office of Public and Indi an Hou. ing 0MB o. 2577-0226 Expires 06/30/20 17 FF\" ofGrnnl: 20 16 FFY of Grant Appl'ornl: Revised Annual tatemcnt (re, i$ion no: I ) D Final Pc,·formance and Eniltrnliou Reoo,·t Linc Sumnrnn by Dcvclo1rn1cnt Account Total Estimated Cnsl Total Act1rnl Cost ' Ori~inal I8a 1501 Collatcraliwtion or Debt Servi e paid b) the Pl IA I8ba 9000 CollateralizHtion or DL·bt en i c paid Via S) stem or Direct Pa) ment 19 1502 Contingcnc) ( ma) not exceed 8% of line '.'Of 20 Amounl 1,r Annual Gram:: ( ·um of line,'.' • 19) 20,273.00 I :-!I Amount of line '.'O Rdated to LBP Acti, iIies " Amount of line ~O Related 10 Section -o~ Ac1i, itic:s 1' Amount or line 20 Related t,> Security· Sotl Co~ts 2-1 Amount of line 10 Related 10 Securit) • I lard Co ts 15 Amount r line 20 Related 10 Energy Conservation Measu 'J igua turc of Executive D~ r ;..--Date 12-1 5-2016 I I ~-, . I ._ .. .... Page 2 ' , I 'To bl' completed for the Perfonnance and Evaluation Report. 'To be completctl for the P..:rformancc: and E, aluation Report or a R.:, ised Annual Statc111c111. ' Pl !As "ith under 2 -o units in management 1ml) use I 00% of CFP Grants for operations. 4 RlJ F frmds shal I be: included here. Hcvisl'd ' Obligated E,pcndcd .2£>.2,1J. DO- ignaturc of Public Hou ing Dirccto,· Date form II 0-50075.1 (07/201-4) Annual taternent/Perfomiance and Evaluation Report CaJ ital Fund Program, Capi tal Fund Pro6ri-ai11 Replacement Housing Factor and Capital Fund Financing Program Pa,·1 II: S11p1Jor1ing Pages PIIA ame: Ott r Tai l aunty llRA Grant Type and Number . •. Department or Housing and rba n Development Office or Public and Indian I lousil)g 0MB No. 2577-0226 Expires 06/30/2017 Federal FFY of Gra nt: 2016 apirnl Fund Program Grant I ::M -16Pl 7750I 16 FFP (Yes/ No): Replacement I lou ing Factor rant o: Development Numb r Gen ral De cription of M ajor Work D vclopmcnt Quantity ame/Pl IA-Wide Acti vities MN I 77001 MN l 77001 Pa 0 e"' :::, atego ries Acco unt o. Operations r 1406 \.\'intlo\\' Replacement 1-160 To be cornplc1ed for 1he Performance and E, alualion Repon or a Re, iscd Annual Staccmem. 1 To be comple1ed for 1he Perl'ormance and Evaluation Report. HA W HAW Total E timated Co i Total Actual Co t tatu • of ~ ork Original Revis d I Funds Fund. Obligated2 Expended2 4,000.00 ..2.0,_]3.()0 16,273.00 0.00 frmn I-I LJO-50075.1 (07/2014) Capital Fund Program-Five-Year Action Plan -Part II: Suu portine: Pages -Physical Needs Work Statement(s) Work Work Statement for Year2017 Statement for FFY2017 Year 1 FFY Development Quantity Estimated Cost 2016 Number/Name General Description of Major Work Categories ~...; ~ MN177001. .W/2 :,..-~ Window Replacement HAW $20,250.00 W/4 ,,,,~ ~ ~ ~~ ,,-:~ ~ 1///, ~~ V//h. ,,..,,.. W"&: ~ ,....: 1///4' ,'// ~'//. ~~ ~~ ~~ ~ ~ ~ ~ ~ ~ ~ -Subtotal of Estimated Cost $20,250 Page3 of6 Development Number/Name General Description of Ma,ior Work Categories MN177001 Window Reolacement U.S. Department of Housing and Urban Development Office of Public and Indian Housing Expires 08/30/20011 Work Statement for Year: 2018 FFY2018 " Quantity Estimated Cost HAW 20,250.00 Subtotal of Estimated Cost $20,250 form HUD-50075.2 (4/2008) Capital Fund Program-Five-Year Action Plan Part II: Sup porting Pages -.Physical Needs Work Statement(s) Work Work Statement for Year 2019 Statement for FFY20l9 Year 1 FFY Development Number/Name Quantity Estimated Cost 2016 General Description ofMajor Work Categories ~~ MN177001 ~ '/Z/ W$, Flooring I Bldg 3,375 .. Window Treatments HAW 3,375 ~ Smoke Detectors HAW 3,375 ~ HV AC umrrades HAW 3,375 ~ Replace Garage doors/openers HAW 3,375 ~ Driveway Replacement HAW 3,375 ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ -Subtotal of Estimated Cost $20,250 Page 4 of6 Development Number/Name General Description of Major Work Categories MN177001 Cabinetry Entry Door Lock System Anoliances Roofs Doors Electrical Upgrades :Plumbing Umrrades U.S. Department of Housing and Urban Develop!Jlent Office of Public and Indian Hou!iing Expires 08/30/20011' Work Statement for Year: 2020 FFY2020 Quantity Estimated Cost HAW 3,000 HAW 3,000 HAW 2,250 HAW 3,000 HAW 3,000 HAW 3,000 HAW 3,000 Subtotal of Estimated Cost $20,250 form HUD-50075.2 ( 4/2008) 2017 CONTRACT FOR PROFESSIONAL SERVICES SECTION 8 VOUCHER PROGRAM THIS AGREEMENT, entered into as ofthis 14th day of December, 2016, between the Fergus Falls Housing & Redevelopment Authority (hereinafter refen-ed 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: l. 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, 2017, 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, 2017, 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 pe1formed 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 HR.A will be H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES -2016.doc 1 reimbursed through the annual tax levy the OTC HR.A levies throughout the County of Otter Tail. c) The OTC HR.A 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 HR.A will, to the best of its ability, operate the program within the administrative fee allowed by HUD 4. Program Obligations of the FF HR.A. The services to be performed by the FF HR.A 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 assistanc(? 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 HR.A 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 HR.A presently has a fee accountant who is contracted with to handle all accounting procedures for both the FF HR.A and the OTC HR.A. All payments whether expenses or HAP checks will be co-signed by the Executive Director of the FF HR.A and the Chairman of OTC HR.A. The FF HR.A will administer the program in accordance with HUD promulgated rules and regulations and its adopted Admission and Occupancy Procedures approved by HUD. The FF HR.A further agrees to comply with the Otter Tail County area-wide affirmat\ve 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 HR.A 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 HR.A. The Otter Tail County HR.A 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 HR.A to continue to comply with necessary rules and regulations. 6. Reports. The FF HR.A will document all files with information as required by HUD and such files will be available for inspection by the OTC HR.A. In addition, the FF HR.A stands ready to H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES -2016.doc 2 mak periodic reports to the OTC HRA at their request and at uch time and pla e as they ma designat . 7. ompliance with Federal, tate, and Local Laws. The FF I-IRA and the OTC HRA shall comply with all applicable laws, ordinances and codes of the federal, state, and local gov rnments. WI IEREOF the TC HRA and FF HRA have execut d tbi Agre ment as of the date first above written. TIET: 12-15-2016 ,.CRETARY DAT TIE 12-14-2016 ECRETAR DA H:\Users\JEF.F\SECT 8 PROFESSlO AL SERVlCES -2016.doc 3 OTT R TAIL CO D VELOMP BY TY HOU T THORlTY ---------------- IT :E-WRPER 0 12-15-2016 FERGUS FALL D VELOPME BY _____________ _ IT HAIRPER 12-14-2016 2017 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 (MNl 77, ACC-4109) composed of .Ll. units, located in the Cities of Pelican Rapids, Henning, New York Mills and Underwood, Minnesota (hereinafter called the "Project") 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 H:\Users\JEFF\service agreement -20 I 6.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: I. The salaries of all his administrative personnel, including related expense of social security, workmen's compensations and unemployment insurance. 2. Any additional office furniture and equipment it requires, as its own, to supplement office property of the PHA furnished and included within the property inventory, to enable toe FF HRA and its administrative personnel to effectively and fully perform the FF HRA's obligations and commitments hereunder in a workmanlike manner and to retain ownership thereto upon expiration of this Contract. 3. All required office supplies, postage, two-party check blanks and other materials incident to the administrative function of the FF HRA' s office, except such supplies as may be recommended for use and provided by the OTC HRA. 4. Fees,. charges and expense attributed to the semi-annual and annual closing of the books, specifically excluding the Fiscal Agents fees and independent audit fees. 5. Transportation and travel expense incurred by the FF HRA in the attendap.ce of meetings by NAHRO and HUD. MANAGEMENT SPACE The FF HRA may use rent-free, with utilities included solely for the performance of this contract its office, together with any maintenance, or storage space that may be a part of the project; however, no dwelling or community activities space shall be diverted to such use, without the specific authorization of the OTC HRA. H:\Users\JEFF\service agreement • 20 I 6.doc Page 2 of8 RENTAL OF DWELLINGS The FF HRA shall accept as tenants only t!iose families and individuals deems eligible according to guidelines established by the OTC HRA. Dwellings shall be rented for residential purposes only by the lessee and the. lessee's immediate family and rents shall be charged in accordance with the approved rent schedule established by HUD. LEASE REQUIRED No tenant shall be permitted to occupy a dwelling in the project except pursuant to a written lease executed by both the FF HRA and the tenant. The FF HRA shall obtain approval by the OTC HRA of the form of lease to be used and it shall incorporate provisions as specified by the OTC HRA as to requirements for reporting family income and redetermination ofrent and eligibility. No lease shall be for other than one-year renewable term. Any rules and regulations governing occupancy not included in the lease but incorporated therein by reference shall also be subject to ·approval by the OTC HRA. EVICTIONS The FF HRA is.authorized to serve notice on any tenant to quit and vacate the property when the FF HRA deems such notice necessary; however, in each such case the tenant shall be given an opportunity to present any pertinent rebuttal. The FF HRA shall maintain a written record of every eviction from the project. Such records are to be available for review by HUD representatives and shall contain information as follows: 1. Name of tenant and identification of unit-occupied. 2. Date ofNotice to vacate. 3. Specific reason(s) for notice to vacate. For example, if a tenant is being evicted because of undesirable actions, th<l 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 als9 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 ofthe attorneys or collection agencies, if reasonable care has been exercised in their selection and retention. TENANT INCOME RE-EXAMINATION The FF HRA shall cause to be made re-examinations of tenant income, every year for low-income family and elderly, and shall initiate any rental changes necessary as a result of the re-examination. COLLECTIONS. AND DEPOSITS The FF HRA shall collect all rents and other income and upon receipt of the same shall deposit such rents. and income in a special account to be designated in a General Depository Agreement with HUD, which depository shall be a member of the Federal Deposit Insurance Corporation. All collections H:\Users\JEFF\service agreement-2016.doc Page 3 of8 pertaining to the rental operation of the project shall be deposited in such special bank account as often as normal business practices dictate. TENANT ACCOUNTING The FF HRA shall be responsible for maintaining the books of account and filing HUD-required financial statements. The FF HRA is also responsible for preparing and signing HUD required development and management forms. PAYMENTS The FF HRA shall pay all operating expenses of the project in the manner and subject to the limitations provided for herein and make refunds of security deposits and unearned rent by checks drawn on the special account referred to hereinabove. COST RECORDS AND REPORTS The FF HRA shall maintain a cash receipts and disbursements register to record operating receipts and expenditures and shall each quarter prepare and submit to the OTC HRA, not later than the meeting day of the month following the period covered, a statement summarizing operating receipts and expenditures by account classification. Each such statement shall be supported by vouchers evidencing payments made and shall be signed and certified to be correct by 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 full accountability therefore. Inventories of such property shall be given to the OTC HRA in writing at least once each fiscal year as agreed upon between the parties hereto. The FF HRA shall be liable for loss or destruction of depreciable property of the OTC HRA when caused by the fault or negligence of the FF HRA or his agents. PROCUREMENT Except when the amount involved exceeds $25,000.00 the FF HRA is authorized to procure and enter into contracts for supplies, materials, equipment, and services needed in the maintenance, repair and operation of the project pursuant to the approved budget and procurement policy. All purchases and contracts shall be made in accordance with procedures approved by the OTC HRA. The FF HRA shall not, without the specific approval of the 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 housing residents, and if needed, the referral of tenants to the proper agency in case of housing0related social problems. ROUTINE MAINTENANCE H:\Users\JEFF\service agreement -2016.doc Page 4 ors All necessary routine maintenance should be accomplished to the extent possible, by tenants (snow removal, lawn mowing, general upkeep, etc.). All technical maintenance service, equipment repair, or special maintenance shall be contracted out through the FF HRA for the service or repair. EXTRAORDINARY MAINTENANCE-BETTERMENTS AND ADDITIONS The FF HRA shall be responsible for the general administration of all property betterments and additions that have been approved in the Operating Budget or Capital Fund Program and by the OTC HRA. The FF HRA shall also arrange for any services needed inmaking the approved betterments and additions. TENANT PARTICIPATION The FF HRA shall encourage, promote and supervise tenant participation in maintenance, janitorial and exterminating work to the extent requested by the OTC HRA, and covered in. the Budget and Plan of Operations. BOND The FF HRA shall furnish the OTC HRA with a fidelity bond issued by a surety company satisfactory to the OTC HRA, in the amount required by the OTC HRA, indemnifying the OTC HRA, against loss, theft, embezzlement or other fraudulent acts on the part of the FF HRA 's employees. The bond shall be furnished in the form and manner prescribed by the OTC HRA. The FF HRA shall also obtain and maintain a specific type performance bond to insure compliance with the terms and conditions of the contract and to guard against the filing of any labor and materials lien against the OTC HRA or the Federal Government. WORKMEN'S COMPENSATION The FF HRA shall secure and maintain Workmen's Compensation coverage upon all of their personnel and at the insistence of the OTC HRA. OTHER COVERAGE Depending upon the cost at which desired coverage's are available to the FF HRA, the OTC HRA may require or permit the purchase of other forms of insurance by the FF HRA. The cost of all insurance whether purchased by the FF HRA, or by the OTC HRA, and the cost of the Fidelity and Performance Bonds required shall be considered an operating expense of the Project. POLICIES All insurance policies and bonds when purchased by the FF HRA shall provide coverage of the kind and in the amount required by the OTC HRA and shall be submitted to the OTC HRA in binder or final form not less than sixty days before the effective date thereof and be subject to the approval of the Department·of HUD. LIABILITY COVERAGE H:\Users\JEFF\service agreement -2016.doc Page S of8 Liability insurance policies purchased by the OTC HRA shall provide protection for ,both parties hereto against risks assumed, or incurred as incident to performance of this contract, and shall prohibit the insurer from defending any tort claims on the ground 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 OTC HRA' s attorney, agents or employees and not be responsible for their acts;, defaults, or negligence if reasonable care has been exercised in their selection and retention. EQUAL EMPLOYMENT OPPORTUNITY During the performance of this contract, the FF HRA agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex or national origin. The FF HRA will take affirmative action to insure that applicants are employed, and that employees are treated during employment without regard to race, creed, color, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment, or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The FF HRA shall insert provisions similar to the foregoing in all sub-contracts, except sub-contracts for standard commercial supplies or raw material. PREVAILING WAGES AND HOURS OF WORK Each contract entered into the FF HRA in connection with the Project under which any laborers or mechanics are employed in such operation ( other than contracts for the furnishing or materials or equipment and not involving work normally done at the site of the Project other than the delivery of such material or' equipment) shall require that there shall be paid to all such maintenance laborers and mechanics, not less than the wages prevailing in the locality of the Project, as determined or adopted (subsequent to a determination under applicable State 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 offorty 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, ;is the case may be. In the event of any violation of the above provisions, the FF HRA and any subcontractor responsible therefore shall be liable to any affected employee for his unpaid wages. In addition, such FF HRA and subcontractor shall be liable to the United States for liquidation damages. Such liquidated damages shall be computed, with respect to each individual laborer or mechanic employed in violation so the said provisions in the sum of $10 for each calendar day on which such employee was required or permitted to work in excess of eight hours or in excess of the standard work-week of forty hours without payment ofhe overtime wages required to be paid. H:\UsersVEFF\service agreement -2016.doc Page 6 of8 The OTC HRA may withhold, or cause to be withheld, from any monies payable on account of work performed by the FF HRA or subcontractor, such sums as may administratively be determined to be necessary to satisfy any liabilities of such FF HRA or subcontractor, for such unpaid wages and such liquidation damages if any there be. CONFLICT OF INTEREST No member, officer, or employee of the Local Authority, nor member of the governing body of the locality in which the Project is situated, nor member of the governing body of the locality in which the local Authority was activated, nor other public official of such locality or localities who exercises any functions or responsibilities with respect to the Project, during his tenure or for one year thereafter shall have any interest, direct, or indirect, in this contractor the proceeds thereof. CONS ID ERA TION For management services rendered in accordance with this Contract, the FF HRA shall receive 100 percent of the administrative amount approved by HUD for said budget year. This cost and any other payment to the FF HRA authorized by this Contract shall be considered to be an operational expense of the project. The fee for the FF HRA's services shall be negotiated annually at the time the budget is reviewed by the OTC HRA. TIME OF PERFORMANCE The services to be purchased and furnished under this agreement shall commence on January 1, 2017, 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, 2017, and shall be reviewed and approved on an annual basis, thereafter. The Contract may be extended upon mutual agreement between the OTC HRA and the FF HRA. TERMINATION Either party to this contract, after it has been in effect for sixty (60) days, may elect to cancel and terminate this contract at the close of business on the last calendar day of the month by giving to the other party not less than sixty ( 60) days written notice of the decision to so terminate this contract. The said sixty (60) days shall be computed from the date of mailing of such notice. A copy of such termination shall be furnished to HUD, and termination should be contingent upon arrangements being made for project administration that are approved by HUD. In the event of sale of the project by the OTC HRA, this contract shall automatically terminate simultaneously with the transfer of title to the Project of the last property thereof. Notwithstanding the provisions of this paragraph, if the FFHRA or any of the agents or employees shall fail to perform the specified services and furnish the specified facilities, materials and labor, the OTC HRA may find the FF HRA to be in default under the provisions of this clause. Upon default by the FF HRA, the OTC HRA shall have the right forthwith to cancel and terminate this contract by giving written notice to the FF HRA at its last known address and shall set forth the manner in which the FF HRA has failed to comply with the terms and conditions of this Contract. H:\UsersVEFF\scrvice agreement -20 I 6.doc Page 7 of 8 In the even of termination of this contract as above provided, the FF HRA shall be entitled to receive compensation earned hereunder fo r 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 14th day of December, 20 16. OTTERTAIL COUNTY HOUSING & REDEVELOPMENT AUTHORITY BY ____________________________ _ Chairperson -12-15-2016 ATTEST ________________________ _ Secretary -12-15-201 6 FERGUS FALLS HOUSING & REDEVELOPMENT AUT1HORITY BY ____________________________ _ Chairperson -12-14-2016 BY ____________________________ _ Executive Director -12-14-2016 ATTEST ________________________ _ Secretary -12-14-2016 H:\Users\JEFF\service agreement -2016.doc Page 8 of8 / 2017 CO TRACT OR PROFE SIO AL SERVICES MINNESOTA HCDU INA E AGE Y HOUSING REHABILJT ATIO PROGRAMS THI RE -<ME T, entered into as of thi 14th day of December, 2016, between the Fergus Falls Housing and Redevelopment Authority (her inafter referred to as the FF HRA) and the Otter Tail County Housing and Redevelopment Authority (hereinafter referred to as the OT HRA.) WITNE SETH: WHEREAS, the OTC HRA has received fund ing from the Minnesota Housing Finance Agency to undertake Housing Rehabilitation Programs in The County of Otter Tail, Excluding the City of Fergu Falls and to act as the Housing Agency to implement these programs and WHERE the OTC HRA desir to ngage the services of the FF HRA in providing the neces ary adm inistrative services in connection with carrying out the programs and WH ... REA the FF HRA is experienced and capable of administering the Housing Rehabilitation Programs and has the necessary staff to implement the programs. OW THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows: 1. 2. 3. 4. ATT T: Secretary ATT T: Secretary cop of Services: The FF I-IRA shall furnish the fo llowing 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 pecifications d) Inspections e) File Close-outs Time of Performance: This contract shall run for the period January 1, 2017 to December 31, 2017 . Compensation: Compensation for the ervices of the FF I-IRA shall be in the form of the administrative fees allowed by MHF A under the rules and regulations of each Rehabilitation Program. Financial Records and Reports: The FF I-IRA will document and maintain all files with information a required by MHF A. 12-15-2 016 Date 12-14-2016 Date OTT R TAIL COUNTY HOUSING REDEVLOPME T AUTHORITY D BY: _____________ _ ITS: CHAIRPERSON 12-15-2016 F RGUSFAL:b.SHOUSINGA D REDEVLOME TA THORITY BY _____________ _ ITS : OHAIRPERSO 12-14-2016 BY _____________ _ ITS: EXECUTIVE DIRECTOR 12-14-2016 H:\Uscrs\JEFF\MHFA PROFESSIO AL SERVICES -2016.doc. 2016 2017 • CO TRA T FOR PROF IO AL ERVI ~ OTTER TAIL COUNTY TAX LEVY HOU G HABILITA TIO PROGRAM THI AG E • entered into as of th.is 14th day of De emb r, 2016 b twe n th F rgu alls Housing and Redevelopment uth rity (h reinafter r fi rr d to as the HRA) and the tter Tail County Housing and Redevelopment Authority (hereinafter r ferred to as the TC HRA.) WITNESS ETH: WHEREA , th OTC HRA has r ceived funding from the aunty of tter Tail to undertake a Housing Rehabilitation Program in The aunt of Ott r Tail, Excluding the it of F rgu all and to act as th Housing Agency to implement this program and WHEREA the OTC HRA desires to engage the services of the FF HRA in pr viding the necessary administrative services in connection with cru.Tying out the program and WHE the FF H is e peri need and capabl of admini teriog th H using Rehabilitation Pr gran1 and has th nee ssary staff to implement the program. OW THEREFORE, in consideration of the mutual covenants and promises contain d h rein, the parties agree as follows: 1. rvices: The ·F HRA shall furni h the following rvice in connecti n with the Otter Tail aunty Owner Occupied Rehabilitation Loan Program, and the Otter Tail County Rental Rehab Loan Program. a) utreach b) Application Proces ing c) Work pecifications d) In p ctions e) Fi le los -outs 2. Tim of Pe1formance: This contract shall run for the period January 1, 2017 to December 31,2017. 3. Compensation: Comp nsation for the services of the F HRA shall be in the form of fees for ervic s and will b r imbursed out f th Tax Pr gram at th curr nt hourly comp n ati n rate whi h includes all benefits. Also, mileag will be reimbursed at the current rate allowed by th IR . 4. Financial R cords and Reports: The FF HRA will docun1ent and maintain all file with information as required by Otter Tail County. ATTE T: OTT R TAIL CO TY HOU G DEVLOPME T AUTHORITY 12-15-2016 BY: _____________ _ retary Date 12-15-2016 .TIET: F RO FALLSHO GAND RBD .. VLOME TA THORITY 12-14-2016 BY _____________ _ cretary Date 12-14-2016 y _____________ _ H:\Users\JEFF\OTC Tax Levy Con_Prof_Ser. 2016.doc. 20 16 Program OTC Tax Levy -Homeowner (2016) Only TLC Projects Leveraged w/ SCDP Projects TOTAL 2016 OTC Tax Levy -Rental (2016) SCDP: Pelican Rapids (CLOSED) SCDP: Battle Lake (CLOSED) SCDP: New York Mills (CLOSED) ~ .f\ SCDP: Fergus Falls (20 homes) SCDP: Rothsay/Elizabeth (8 homes) SCDP: Henning (17 Homes) SCDP: Henning Rental Rehab SCDP: Henning Commercial Rehab SCDP -Preliminary Proposals MHFA Deferred Loans -2016 2015 Economic Development 2016 Economic Development HRA Revolving Rent Rehab Loan (2016) Fergus Falls and Otter Tail County HRA Rehabilitation Projects Update December 1, 2016 Applications Approved Denied Inspected 48 9 3 9 4 4 0 4 52 13 3 13 2 2 0 0 2 1 1 1 1 1 0 1 0 0 0 0 • 49 11 10 11 37 7 10 7 22 5 0 5 2 0 0 0 1 0 0 0 Dalton -Pre Application submitted 11/08/2016 6 4 1 4 17 15 2 15 13 12 1 12 2 2 0 2 Proceed Issued Complete • 6 6 4 2 10 8 0 0 1 0 1 1 0 0 9 6 6 4 0 0 0 0 0 0 2 2 15 14 12 8 2 2 Jeff G/ffane~ From: Sent: To: Subject: Armon, Patrick (DEED) < patrick.armon@state.mn.us > Monday, December 12, 2016 11:21 AM Sch ieber, Christine (DEED); Kukowski, Natasha (DEED); Friend, Hillary (DEED) SCDP Preliminary Proposal Review Assignments The Small Cities Development Program (SCDP) staff has reviewed the preliminary proposals submitted for the 2017 funding cycle. The program received 42 preliminary proposals totaling approximately $24.4 million. Of those proposals, 34 have been determined to be either competitive or marginally competitive. The remaining proposals were determined to be not competitive. Our projected dollar amount for grant awards this cycle is between $16 and $19 million. Assigning three degrees of competitiveness is a way to ensure that only full applications with a sound chance of receiving awards will be submitted. This process is intended to allow applicants to make informed decisions about whether or not to pursue the time and expense associated with submitting an application. We anticipate that communities with proposals that receive a competitive and marginally competitive label will move forward with the submission of a full application, but we caution that this does not guarantee project funding. We also anticipate that improvements to the original proposals with rehabilitation will be made in order to compete; justifying the numbers presented and solidifying interest in participants and contractors to achieve the full goals proposed. We do not expect to receive full applications from proposals that were determined to be not competitive. All proposa ls involving housing rehabilitation should thoroughly examine for accuracy of their "Plan A and Plan B" target areas. Remember that cities with populations of 1,000 or more cannot propose a city-wide target area as a "Plan A or B." Applicants with cities of populations of less than 1,000 have the option to do a city-wide target area . If an awarded application does not have a plan B target area, there will be no option for target area expansion approval during the grant. Do not hesitate to contact the SCDP Representative assigned to respective proposals with questions about their suggestions to improve a competitive or marginally competitive proposal. However, if your proposal was assigned a label of not competitive, please allow us time to work with competitive and marginally competitive proposals. We will provide those associated with not competitive proposals the opportunity to work with us after 2017 grant implementation workshops on improvements for possible resubmission for 2018 application cycle. Full applications are due to our office by 4:30 p.m. on February 23rd. No fax or electronic copies will be accepted. The assignments for the preliminary proposals are provided below. If a preliminary proposal is not listed, the proposal was deemed as not competitive. The proposals that received a determination of competitive were: Big Lake Bovey/Taconite Breckenridge ~ ~ Jackson Madison Mille Lacs County Minneota Red Wing Sandstone Vesta 1 Waseca· • n.e proposals that received a determination of marginally competitive were: (note -proposals with an * are public facilities and the communities will be contacted concerning submittal of any full application after the bonding bill. Alvarado Benson Dalton* Deer River* Grand Rapids Grey Eagle* Henning* Ironton Kensington* Kenyon La Crescent Marshall Maynard Montevideo Morris New Prague Onamia* Lake County (Silver Bay) Watertown/Carver Welcome Patrick H. Armon, Grants Specialist Coordinator Minnesota Department of Employment and Economic Development 1st National Bank Building, 332 Minnesota St., Suite E200, St. Paul MN 55101 Direct: 651-259-7455 ~ I Twitter I Facebook m, EMPLOYMENT AND ECONOMIC DEVELOPMENT 2 OTTER TAIL COUNTY HRA TAX LEVY BORROWING PROPOSAL Issue: Homeowners repeatedly asking the Otter Tail County HRA to repair their home. In almost all cases, the OTC HRA currently has a lien on the property for work previously done. Proposed Solution: A qualifying borrower(s) may be approved for up to $25,000. A lien on the property is secured for 10 years ( current practice), but for the purpose of defining a limit, the borrower(s) cannot receive funds from the OTC Tax Levy Program in excess of $25,000 during their lifetime, regardless of which property they reside in. Furthermore, a borrower not utilizing the full $25,000 may reapply for rehab funds not more than once every 5 years. In order to apply for Tax Levy funds, an applicant must have maintained primary residence in home to be rehabbed for a minimum of 12 months before being eligible to submit an application. ~~",..-Q....-... .. Y.-""l ~:-l\A,~ _..._ "'-c~,_1,1 0-ASe_ b,._-s:-5 k.~ ~ ~ ~-----~-'t"'vd 50 s, 52 53 54 57 5ll 59 60 A MN177 HCV Leasing and Spending Projection 9 C 0 G H K M N ACC Units ACTUAi. 2016 (UMAs) (see Lea.~d Units new ACCtab) Vouchers her Planned Actual HAP Issued, or additions or projected to be reductions to New Le.-asing Estimated Leased units: HAP Eicpense: PUC Actual or Manual PUC Cumulative from Issued Actual and Actual and Annual Leased Vouc:her'$ Attrition Projected Projected Projected Override % 140 118 S36663 11 0 -2.6 11e $36663 S311 84.3% 140 118 $38582 18 1 -2 6 118 $38 582 $327 84.3% 140 122 544 501 5 2 -2.6 122 $44 501 $365 85.2% 140 124 541 245 3 2 -2.6 124 541,245 $333 86.1% 140 122 $41 .445 0 2 -2.7 122 $41.445 $340 86.3% 140 115 S39163 3 1 -2.6 115 $39,163 $341 85.6% 140 112 $35,200 4 0 ·2.5 112 $35 200 $314 84.8% 140 111 $34 609 7 -2.4 111 $34 609 $312 84.1% 140 111 $35 732 a ·2.4 111 $35 732 $322 83.8% 140 109 $35,016 9 -2.4 109 $35,016 $321 83.0% 140 3 2 -2.4 107 $34 200 $320 824% 140 109 S34,728 1 -2.3 109 $34,728 $319 82.0% $451,084 71 0 13 -30.1 1378 $451,084 $327 82.0% 140 , -2.4 107 $34 246 $319 76.8% 140 0 -2.3 105 $33,610 $319 76. 1% 140 0 -2.3 103 S32 900 $319 753% 140 0 -22 101 $32188 $319 74.5% 140 0 -2.2 99 S31 490 $319 73.7% 140 0 -2.1 97 $30 808 $319 73.0% 140 0 -2.1 95 S30 140 $319 72.2% 140 0 -2.0 93 $29,487 $319 71.4% 140 0 -2.0 91 $28 848 $319 707% 140 0 -2.0 89 $28,223 $319 69.9% 140 0 -1.9 87 $27 612 319 69.2% 140 0 -1.9 85 $27 014 $319 68.5% 1,680 0 $0 0 0 -25.5 1 151 $356567 58 5" 20 Leasing 140 $50,000 Spendingv. Fu:ndlng 18 120 $45,000 16 14 ,-100 .. $40,000 "' ~ 12 C: 10 .. " 8 ~ 80 C ~ $35,000 .., s: ~ ~o.ooo 60 .... i S<5,000 "' 40 r s20.ooo io ~ $15,000 ::; • 0 $10,000 ~ $5,000 so -Vouchers issued or projected to be l_;sued -Projected New U .asing from l$sued Vouchers -Actual orProJected U(lits: Lease.d comments FINANCIAL: Beginning Year Cash {VMS) of $50,720 compares to Beginning Year NRP (VMS) of $-1 ,793, Note N.,gativo UNP or $-241,986, VMS Cash & Investments of $23,547 compares to VMS NRP plus UNP of $-20,419. HUO Page2 Q p a R Cumulative MonthlyABA Eligibility Monthly UML •1. Expended.'-' Expended ¾ 103.3% 84,3% 103.3% 106.0% 84.3% 108.7% 112.4% 87.1% 125 4% 113.4% 88.6% 116.2% 114.1% 87.1% 116.8% 1134% 82.1% 110.3% 111.4% 80.0% 99.2% 109.7% 79.3% 97.5% 108.7% 79.3% 100.7% 107.7% 77.9% 98.6% 106.6% 76.4% 96.3% 105.9% 77.9% 97.8% 105.9% 91.1% 76.8% 91.1% 90.3% 75.3% 89.4% 89.3% 73.8% 87.5% 88.4% 722% 85.6% 87.5% 70.6% 83.8% 66.6% 69.1% 82.0% 85.7% 67.6% 80.2% 84.8% 66.1% 78.4% 83.9% 64.7% 76.7% 83.0% 63.3% 75.1% 82.1% 61.9% 73.5% 81.3% 60.8% 71.9% 81.3% 12)15/2016 MN177 HCV Leasing and Spending Projection A D C 0 I E F G I H I I I J K L I M I N I 0 I p a R w.. I ultlitatlon Report: 1 "' I ~ I ,= e I I I I PHA Name QUER TAIL COUNTY HRA PHA Number MN177 I[ -I I Access Addittonail l ools I I Oisclalmer I .2. ..2... ACC and Funding Information Funding Proration Levels Program Projection Variables Leasing and Spending Outcomes: ' Current and Following Year Projections -Years 2 & 3 Re-Annual Current Year Year 2 Year3 Benchmarking 100.0% Su~~!!II Bil!! 20¾ Turnover rate 26.0% 2016 2017 2.. Proration Years 1 & 2 UML ¾ of ACC €alendar Year 2016 2017 2018 Admln Fee 84.0% 82.0% 68.5'1', Proration (UMA) ...!. Beginning ACC 140 140 Years 2 & 3 Offset (Optional) Time from Issuance to HAP HAP Exp as¾ 93.2% 75.S'A #Vouchers 140 Effective Date All Funds ..L l.!ll!lilM. Offset•~ HAP Exp as .,_ --= D s,_J'/, (protects CYE ¾ leased In 30 Averagen.on:th, 105.9% °' fllllainlL $417,024 $451,084 $366,567 o.oe;. 25% 2.20 hom iu uance to of Eligib:~y ~ increased days HAP Effective Date only ..!. ,_ --:-- OFFSET of HAP $0 $0 % leased In 30 40% Reserve to 60 day• ..2... ~ Prorated Fundlng Eli(liblllty Lave! ¾ leased In 60 Projected 12ro1 $8,963 251/. Total HAP $32,748 $117,265 f1!Jli!!!lg (including "'1Y Ol!HI) to 90 day• Reserves ..12. ~;l!l!a~ Unit; ¾ leased tn 90 HAP Reserve$ so so so $425,987 10% as"otABA 7.P" 28.0% fl!ru!lng to 120 days (Start: 13.8%) ...ll Total ABA Average MOJ1thly % leased In 120 Potential Funding $425,987 $461,084 $366,567 F'undmg $35,.99 to 150 days O'I, Terminations 0 0 .,.ll. Provided tliglbility PHA Income $0 ~ HUD-HeJd Reconciliation Cas,i Sufficiency Check ~ Beginning Year Thn:e: #Months NRP Total Cash• (Wrth Line Refenmca to FMD Letter) B!!~Ql'\Sj;lllatloa M2!llll!Y AllA micus t:!Ae I;,'!~ $3,534 Surplus coverYr3 ,. Supported Prior Monthly deficit ,___ Vear-End $57,845 $32,748 $117,265 HUO.. HUD· Reserves established S54,320 established CYE HHR CYE HHR ~ ", __ ... "'M" HUD-<>stimated PHA-Hold Cash Administrative Pees Net Excess $3,525 $50,720 12131/2015 Analysis 2016 2017 ~ Cash (Line 24) (VMS) I HUD--HUD-<• 7,200 UMLs > 7,200 UMLs (> Admin Fees Total Funding $483,832 $483,832 $483,832 Reconciled $57,845 $105,040 Reconclled (<• 600 Units) -600 units)• Ea med (PY: $62,931 $52,237 Avallable 17 (Une34) (C•s.11 Capped) no proration no proration $60,290) ,___ Lower of Lower of H17n17 $57,845 H17/117 $55.97 $52 23 Expense $139,578 $135,912 (Override (Override ~ ., ... _ Exoense % 221.8% 260 2'k ...l!! ($1,793) < PH.A·Ritported MN117 tia1 a c:o5l per UML of S~8 ◄9 86$ed on the f"Olt r«-n1 Q:tfrt' •1 (.,,1" rd Me.I yu,t UNP, HUD-1V.31'2015 NRP compar.;S !o ,ls Eamjj,gsAJML & $1u Pffl' MN177 hi& a prOjectld 2:016 C11e,ndar YN1--End (CYE} liNP of Reconciled .......... grnup ot $44.8-4 (a dirfen,no• 01 S◄ S"') Excess Cash v HUD-£•11rmteo end Its state Pffl ,grCMJf! (of •11 f'IHAa In lh-e ($280.226} (or -445 3" ¢1 CV 1016 Earn.o Mm•n Fees) and a 1V31/20UiExc•n ,tale) Of $-47,93 (a drf1Clf9"1Ct ~ S1 3,._~ 201? CYE' UNP of ($303,000) (01 -6!)lil ~'M, of CY 2017 brood 20 PHA NRP CHI,), $3,525 /\dM(nFttn) T, HUD Page 1 12/15/2016 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM OCTOBER & NOVEMBER, 2016 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 I/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Receivable In-House Transfers ELI% 12 4 0 0 0 CD 2 c£) 1 og ., ~4-o ~ ~s ~A·,-:--y 14 pe.~07.X., 7 1 -2 ~-- q2492_:) 2 Pending ~ OTTER TAIL COUNTYPUBLICHOUSING FAMILY UNITS BOARD REPORT Rents Payable Rents Collected Late Fees Charged Late Fees Collected Late Fees Outstanding ELI Percentage 13 Family units October 2016 $2,276.00 $2,067.00 $ 9.00 $ 0.00 $ 9.00 50_% (1) (1) -lease termination NY Mills-court hearing-move out 10-14-16 -lease termination Henning -move out 9-1-16 -new lease signed 10-13-16 -lease termination Henning -effective 11-7-16 Waiting List 2Bedroom 20 3 Bedroom 13 4Bedroom 4 H:\Users\?am\Board Reports\OT County -Board Report.doc OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS Rents Payable Rents Collected Late Fees Charged Late Fees Collected BOARD REPORT 13 Family units November 2016 $2,022.00 $1,634.00 $ 12.00 $ 6.00 Late Fees Outstanding $ 14.00 ELI Percentage 75% (2) (1) (2) -lease termination 4 BR NY Mills -court hearing-move out 10-14-16-lease signed 11-10-16 -lease termination 3 BR Henning 11-7-16 -lease signedl 1-30- 16 -NY Mills 3 BR move out 11-30-16 -lease signed 12-9-16 Waiting List 2 aedroom 12 3 Bedroom 9 4Bedroom 3 A HRA Offi ce 1151 Friberg Ave Fergus Falls MN 56537 218-739-3249 0 ' ..,,. ' "' flt N 'fY 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 Fc1lls MN 56537 218-739-9498 TO: FROM: DATE: SUBJ ECT: ENC LOSU RE: MEMO Board of Directors, Otter Tail County HRA Jeffr ey Gaffaney, Exec uti ve Director December 14, 201 7 Meeting to be held Thursday, December 21, 2017 at 10:00 a.m. at the URA Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537 Reg ul ar Minutes of th e October 19, 201 7 Meeting AGENDA I. Chairper on -Ca ll Mee ting to Order 2. Approva l of Minutes 3. Ex~ve Director A. ~th of Offic e -New HRA memb er Ca rl Lind e('amp B. y mini strati ve Expenses -October & November 201 7 C. "'l~tm ent Listin g D.~1blic Housing Program -Acco unts Receivabl e E. 201 8 Ad,~istrative Contrac ts with Fergu Falls HRA '!:.,Section 8 Voucher Program 2~ow Rent Family Public Housing 3~.J;;jJ¼\ Progra m 4. "'(Jtter Tail Coun ty Tax Levy Program s F. ~ Ta il Count y Tax Forfe ited Pro perti es G . ..e!"p ita l Fund Program Update 4. Rehab ~pec iali st -Mikel Olson A. ~Levy Update B. f9"Lev y Rental Update C. $'()3P Update -All ities D. M HFA Upd ate ./ 5. Housin g Admini strat or --efary Jo Sc hwarz A. Otter Tail County Secti on 8 Upd ate 6. Housin g Manage r -Pam Minten A. Publi Housin g Program Update PLEASE CALL IF YOU ARE UNABLE TO ATTEND! H:\Users\JEFF\/\G ENDA OTC 12-14-20 17.doc ProviJMg 1f1b'using Opportunities The Otter Tail County HRA Board of Commissioners met in a regular meeting on, October 19, 2017 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 Dave Johnson OTHERS PRESENT Jeffrey Gaffaney Tanya Westra Kim Scheer Mikel Olson Pam Minten Scott Rocholl, Chairperson called the meeting to order. ABSENT Carl Lindercamp Mary Jo Schwarz A motion was made and seconded to approve the minutes from the August 17, 2017 regular meeting. Ml Robert Bigwood SI Dave Johnson Jeffrey reported that the replacement for past Board Member, Ralph Hemmerlin, is out of town today. Carl Lindercamp will be joining us in December to fill Ralph's unexpired term. Scott Rocholl then opened the Public Hearing at l 0:04 am. The HRA did not receive any comments in writing, and no one appeared to speak at the hearing. Only board members and staff were in attendance. The Public Hearing began with the Fiscal Year 2018 Capital Fund Annual Update of the Five Year Comprehensive Agency Plan. The Board of Directors thoroughly discussed the 2018 budget plan. Jeffrey reminded the board that the HRA is now on a fixed plan for capital funds; no longer a rolling plan. A new 5 Year Plan will begin in the year 2021. Jeff reported that there are no policy changes fo r the Section-8 pro gram. Pam reported that there are no policy changes for the Public Housing Program . Also reported was that the HRA is within HUD's requirements for flat rents cu1Tently being charged. Scott Rocholl declared the Public Hearing closed at 10: 12 am. Approval was requested for Resolution No. 120 which is the PHA Certification of Compliance with 2018 Annual Plan & Civil Ri ghts Certification. A motion was made and seconded with all ayes to approve Resolution No. 120. Ml Bob Maki SI Robert Bigwood H:\Users\KIM\Minutes\20 I7 minutes\minutes -otc October 2017.doc .- TI1e administrative expenses were reviewed for the month of August and September 2017. A motion was made and seconded with all ayes to approve the expenses. Ml Robert Bigwood S/ Dave Johnson The Investment Listing was reviewed~ the only changes were the balances in the checking and savings accounts as of October 19, 2017. Jeffrey presented a bid proposal for Multi-Peril Insurance coverage from American Family Insurance in the amount of $12,013.00, which is a $649.00 increase from 2017. This was the only bid received. A motion was made and seconded with all ayes to accept the bid from American Family Insurance in the amount of $12,013.00 for the year 2018. M/Bob Maki S/ Dave Johnson The Fiscal Audit proposal for December 31, 2017 by Carlson/ Highland SV LLP was discussed. The proposed cost will be $7,100, which is a $460.00 increase from 2017. A motion was made and seconded with all ayes to accept the bid from Carlson/Highland SV LLP in the amount of $7,100.00 for 2018. Ml Robert Bigwood S/BobMaki Jeffrey made a request for approval of the 2018 Proposed Public Housing Operating Budget and Resolution No. 121. The board reviewed the 2018 projected amounts and discussed the proposed expenses. A motion was made and seconded with all ayes to approve the 2018 Proposed Public Housing Operating Budget and Board Resolution No. 121. A copy of the approved budget will be mailed to HUD. M/Bob Maki S/ Dave Johnson Jeffrey discussed the 2018 Tax Levy meeting that he, Mikel and Tanya attended with the Otter Tail County Board of Commissioners at the Government Services Building on August 28, 2017. This year's meeting went better than last year. The I-IRA was requesting the 5% increase and the County did approve it, however, final amount for fiscal year 2018 has not yet been detennined. The Commissioners heavily reminded the BRA staff that no Otter Tail County money can be spent in the city limits of Fergus Falls. Jeffrey reminded our board that the Otter Tail HRAdoes not levy in the City of Perham or part of Wadena due to their own Housing Authority's. Jeffrey explained that the majority of the leveraged money is used for homeowner rehabilitation throughout the county. John Dinsmore and Nick Lenard of the County have been working more closely with our HRA staff in regards to housing needs and solutions. A lengthy conversation ensued on how the HRA plans to spend the approved money and how we could potentially use more money. It was noted that the HRA is very appreciative for the amount that will be received. Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail County BRA. TLC Tax Levy Projects and Projects Leveraged with SCDP; 36 applications have been received, 12 have been approved, 8 were denied, 14 were inspected, 11 are in process and 7 are complete. H:\Users\KIM\Minutes\2017 minutes\minutes -otc October 2017.doc 2 • 2017 Otter Tail County Tax Levy Rental program: 6 applications have been received, 2 have been approved, none were denied, 2 have been inspected, one is in progress and none are complete. SCDP: Fergus Falls Homeowner Program update; 83 homeowner applications have been received, 18 have been approved, 16 were denied, 18 have been inspected, 17 are in progress and 12 are complete. SCDP: Rothsay/Elizabeth Homeowner Program update; 40 homeowner applications have been received, 9 have been approved, 1 I have been denied, 9 have been inspected, 8 are in progress and 7 are complete. SCDP: Henning Homeowner Program update; 35 homeowner applications have been received, 9 were approved, 2 were denied, 9 have been inspected, 9 are in progress and 5 are complete. SCDP: Henning Rental Program update; 10 applications have b.een received, 7 have been approved, none have been denied, 7 have been inspected, one is in progress, and none are complete. SCDP: Henning Commercial Program update; 9 applications have been received, 7 have been approved, none have been denied, 7 -have been inspected, 2 are in progress, and one is complete. SCDP Dalton Homeowner Program update; HRA staff is hoping for available funds in October. 2017 MHFA Deferred Loans update; no activity. 2017 Economic Development Program update; 10 applications have been received, 6 have been approved, 1 was denied, 6 have be.en inspected, 2 are in progress, and 2 are complete. 2017 HRA Revolving Rent Rehab loan program update; 1 application has been received, none have been approved, rtone were denied, none were inspected, none are in progress and none are complete. In continuation of the Tax Levy conversation; Mike reported that the HRA could possibly help Otter Tail County from the Economic Development standpoint. Potential activities were discussed with the board on how we could assist; one main focus being property foreclosures. Mikel is proposing the HRA start with one property in particular that is on a forfeiture list. This will hopefully encourage confidence from the County Commissioners for use of our Otter Tail County Tax Levy moneys. Three out of the five properties on the forfeit list are only for demo use. Mikel proposed a house in Ottertail City and shared pictures, statistics and his findings during inspection. A scope-of-work would be created for bidding purposes. Licensed contractors would be considered to complete the project along with the ICWC supervised by West Central Community Action. If possible, the Otter Tail County STS crew would be utilized for. assistance with site preparation. The HRA has the ability to purchase properties before anyone else during the Public Sales and could also apply for a special application that could possibly waive the purchase price all together. Mikel's rough estimate for rehab dollars on the Ottertail City property would be approximately $62,000.00. The goal would be to hopefully resell the home to a low income family for approximately $90,000.00. A motion was made and seconded with all ayes to submit an application to the County Board for a few properties off the forfeiture list. No further action will be taken until the final cost is reported to the HRA board for directors. Ml Bob Maki S/ Robert Bigwood Mikel proposed changes to the OTC Tax Levy Deferred Loan Program. He noted that these changes would not apply to the program when it is us_ed in conjunction with a Small Cities Development Program Grant. H:\Users\KIM\Mimites\2017 minutes\minutes -otc October 2017 .doc 3 .. • $15,000 Maximum deferred loan limit • One open deferred loan at any time • $150,000 maximum property value (estimated tax value) • Emergency repairs only. An itemized list was discussed. • Accessibility modifications • No mobile homes, or modular homes unless it's on a foundation. • Carbon monoxide detectors, taking out hardwiring requirement. A motion was made and seconded with all ayes to approve the policy changes for the Otter Tail County Tax Levy Deferred Loan Program. M/Bob Maki SI Robert Bigwood Kelli Drayton, Housing Specialist, gave the census report on the Otter Tail County Section 8 Program. For the month of August there were 112 leased and HAPS totaling $39,197.00. IIi September there were 111 leased and HAPS totaling $38.517. The total activity was 13 annual re-certifications and 11 interim re-certifications. Three participants ended participation and there were 6 new admissions. There are 192 families on the waiting list. 13 vouchers were issued, one is in shop mode, and 5 applications are in progress. There was 1 port-in and 2 ports-out pending. There were 6 ports out paid totaling $6,266.00 for August and 4 ports out paid in September totaling $4,546.00. The ELI percentage was 60%. Pam Minten, Housing Manager, reported that rents payable for Public Housing for August 2017 were $2,082.00 and $2,432.00 was collected. There were no late fees charged, collected or outstanding. There were 31 applicants on the 2-bedroom public housing waiting list, 12 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list. ELI 100%. In September 2017 rents payable totaled $1,960.00 and $2,231.00 was collected. There were $24.00 in late fees charged and $24.00 in late fees collected. There were no outstanding late fees collected. There were 33 applicants on the 2-bedroom public housing waiting list, 11 applicants on the 3-bedroom waiting list and 2 on the 4-bedroom waiting list. Activity: A lease termination on August 6, 2017 for the 3 bedroom in Underwood and a new family moved in on September 8, 2017. Notice· was given for a 4 bedroom in Underwood for September 30, 2017 and a new lease will be signed October 20, 2017. Our next meeting will be held on Thursday, November 16, 2017 at 10:00 a.m. There being no further business, a motion was made to adjourn the meeting at 11: 10 am. M/Bob Maki S/ Dave Johnson Robert Maki, Secretary Date H:\Users\KIM\Minutes\2017 minutes\minutes -otc October 2017 .doc 4 OATH OF COMMISSIONER OF THE HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY, MINNESOTA. I, Carl Linderkamp, 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 21st day of December, 2017. Signed ____________ _ Notary Public My commission expires ______________ _ H:\Users\J EFF\Oath of Commissioner otc.doc OTTER TAIL COUNTY HRA BOARD APPOINTMENTS NAME DATE OF ORIGINAL DATE OF DATE OF APPOINTMENT REAPPOINTMENT EXPIRATION Scott Rocholl, Chairperson 08/08 08/1 3 08/2018 Robe1i Bigwood, 09/08 08/14 08/2 019 Vice-Chairperson Carl Linder~p 09/1 7 08/2 020 Dave Johnson l 0/16 01 /2 021 Robert Maki, Secretary 06/10 08/17 08/2022 H:\UsersVEFF\BOARD APPOlNTMENTS OTC HRA.doc OTTER TAIL COUNTY BRA EXPENSES FORTHE MONTH OF October, 2017. Bank of the West -Office Rent $ Lakes Country Service Coop -Health .Ins. $ Security Benefit-Retir~m~nt .$ Otter Tail Telcom $ ·u.s. Postmaster $ MN Benefit Association $- Ally -Vehicle Lease .. $. Mikel Olson -Mileage & Phone $ . Je(frey Gaffaney -Mileage $ Mary Jo Schwarz -Mileage $ Cfty 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 Co. $ New Horizon Ag Service· $ Home Depot $ URP $ URP $ RHR $ Bj9m's J-Itg & A/C $ N .F. Field Abstract $ RTW IIJ,s. -workers comp. $ Culligan Water Co. $ Ballard Sanitation $ Networks For Hite $ Corey F eigum Painting $ Pine Pl~a Appliance $ Sherwin Willia.ms Paint ·$ David Johnson .$' Scott Rocho11 $ Robert Maki $ Robert Bigwood $ Pinnacle Floor Care $ Safaries $ H:IUsers\JEFF\OTC HRA EXPENSES OTC October 2017 . 450.00 2,100.00 1,200.00 225._00 200.00 400.00 150.00 177.19 41.77 108.07 143.77 352.30 210.00 831.07 924.00 94.66 548.25 58.34 138.1.0 3536 954.30 100.00 50.00 75.00 63.89 85.Q_0 1,iso.00 17.90 118.70 350.00 1,669.00 144.42 123.45 101.75 87.84 133.85 75.00 273.54 12,193.50 OTTER TAIL COUNTY HRA EXPENSES FOR THE MONTH OF November, 2017 Bank of the West -Office Rent $ Lakes Country Service Coop -Health Ins. $ Security Benefit -Retirement $ Otter Tail Telcom $ U.S. Postmaster $ MN Benefit Assoc_iation $ 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. $ Otter Tail Power Co. $ Great Plains. Gas Co. $ New Horizon Ag Service $ Home Depot $ URP $ URP $ RHR $ Networks For Hire $ N.F. Field Abstract $ Culligan Water Co. $ 'Sherwin Williams Paint $ Midweek $ Stenerson Lumber Co. $ Pine Plaza Appliance $ Salaries $ H:\Users\JEFFIOTC HRA EXPENSES OTC November 2017 450.00 2,100.00 1,200.00 225.00 200.00 400.00 150.00 148.70 39.10 184.58 144.10 410.65 217.00 814.30 922.00 367.47 78.08 106.20 206.66 50.00 100.00 78.00 ·200.00 170.00 98.85 720.09 58.20 131.57 83.16 11,825.19 December 21,2017 OTTER TAIL COUNTY HRA INVESTMENT LISTING FINANCIAL INSTITUTION !:~~-iz'~j (-=·· ~ ~ .:i . '" .. ; -~ . Security State Bank Fergus Falls Security State Bank Fergus Falls Section 8 Existing Public Housing MHF A-Loan Account Otter Tail County Tax Levy MHFA-HOl\lIE Account Dalton SCDP Program d FUND Section 8 Admin Reserve Public Housing Security Deposits NOW Account NOW Account NOW Account NOW Account NOW Account NOW Account H:\Users\JEFF\INVESTMENTUSTINGS\2017\invest list otc -Dec 2017.doc DESCRIPTION PRINCIPAL INTEREST RATE INTEREST PAID . r . ·---···-----------· .. ··"'-· L . Weekly Money Market Savings Commercial Money Market ,--- j ' 1 : ~~- --· ·~ r I ~ ' -$19,886.94 $7,056.02 r-~-,~ .. ,. .......... ..,, """"''r" , --· :.--~•cc'•:-:- 1 ! .... · ..... . ~L-,·,-:. $46,856.71 $17,326.19 $24,829.03 $311,516.32 $832.48 $1,000.00 .._..,.,...........,.,., ~ .. --.. ·-I ! . '' .05% Monthly Account #9312-004634 .05% Monthly Account #9312015673 ' • • -: ! -__....,___;..._' - l L. I.D. # 41-1518930 ; ; •J , MATURITY DATE - 12/28/17 -· - .; OTTER TAIL COUNTY HRA PUBLIC HOUSING BALANCES TO WRITE OFF 104 Pleasant Lane New York Mills 206 Foss St #1 Underwood TOTAL: DECEMBER 2017 $3,477.48 (has been sent to RR) $2,001.18 (has been sent to RR) ' $-5;478.66 2018 CONTRACT FOR PROFESSIONAL SERVICES SECTION 8 VOUCHER PROGRAM THIS AGREEMENT, entered into as of this 13th day of December, 2017, 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.) WITNESS ETH: 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. 2. 3. 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. Time of Performances. The services to be purchased and furnished under this agreement shall commence on January 1, 2018, 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, 2018, 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. 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 -2017.doc 1 4. 5. 6. reimbursed through the annual tax levy the . OTC HRA levies throughout the County of Otter Tail. c) The OTC HRA Commissioners per diem and travel expenses shall not be credited to the administrative . fee allowed by HUD under the rules and regulation of the Section 8 Housing Choice Voucher Program. These expenses will be paid out of the Otter Tail County Tax Levy d) The FF HRA will, to the best ofits ability, operate the program within the administrative fee allowed by HUD Program Obligations of the FF HRA. The services to be performed by the FF HRA under this program shall be as follows: a) b) c) d) e) ±) 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. 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. 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. 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. Re-inspection of housing units shall be in compliance with terms of the Housing Assistance Payments Contract and rules and regulations of HUD. Financial records. The FF HRA shall maintain a cash receipt and disbursement register to record operating receipts and expenditures and shall each quarter prepare and submit to the Housing Authority not later than the meeting day of the month following the period covered, a statement summarizing operating receipts and expenditures by account classification. Each such statement shall be supported by vouchers evidencing .payments made and shall be signed and certified to be correct by the Executive Director. The FF HRA presently has a fee accountant who is contracted with to handle all accounting procedures for both the FF HRA and the OTC HRA. All payments whether expenses or HAP checks will be co-signed by the Executive Director of the FF HRA and the Chairman of OTC HRA. The FF HRA will administer the program in accordance with HUD promulgated rules and regulations and its adopted Admission and Occupancy Procedures approved by HUD; The FF HRA further agrees to comply with the Otter Tail County area-wide affirmative marketing plan submitted as a part of the Section 8 application and approved by HUD. Both parties understand that the program is subject to the terms and conditions of the Master Contract between OTC HRA and HUD and to HUD's current and future rules and regulations and both parties agree to abide by the same and cooperate. in compliance therewith. Program Obligations of Otter Tail County HRA. The Otter Tail County HRA agrees to comply with all applicable rules and regulations of the Federal government and further agrees to take any action necessary to allow the FF HRA to continue to comply with necessary rules and regulations. Reports. The FF HRA will document all files with information as required by HUD and such files will be available for inspection by the OTC HRA. In addition, the FF HRA stands ready to H:\Users\JEFF\SECT 8 PROFESSIONAL SERVICES -2017.doc 2 make periodic repo1is 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, ordinanc s and codes of the federal, state, and local governments. IN WITNE S WHEREOF, the OTC I-IRA and FF HRA have executed this Agreement as of the date first above written. ATTE T: 12-21 -2017 CRETARY DATE ATTEST: 12-13-2017 SECRETARY DATE H:\UserslJEFF\SECT 8 PROFESSIONAL SERVICES -2017 doc 3 OTTER TAIL COUNTY HOUSING AND REDEVELOMPENT AUTHORITY BY ---------------- ITS CHAIRPERSO FERGUS FALLS HOUSING AND REDEVELOPMENT AUTHORITY 12-21 -2017 BY _______________ _ ITS CHAIRPERSON 12-13 -2 017 f ' 2018 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 (MNl 77, ACC-4 109) composed of 11 units, located in the Cities of Pelican Rapids, Hennjng, 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 fo r fam ilies of low income. LIAISON AND SUPERVISION The FF HRA or its representatives may be required to appear at all regular meetings of the Board of Commissioners of the OTC HRA. INSTRUCTIONS AND POLICIES The FF HRA agrees to abide by all instructions relative to the management, rental and maintenance of the project issued from time to time by the OTC HRA, and adhere to all operating policies that have been or may be adopted and promulgated by the OTC HRA; however, with respect to such instructions and policies the FF HRA shall have the right to make recommendations and representations to the Board of Commissioners prior to their issuance or adoption, or to recommend subsequent changes or amendments. The FF HRA also agrees to comply with all rules, regulations, and policies of HUD. The program will be administered in accordance with the latest Annual Agency Plan approved by both the OTC HRA and HUD. ACCESS TO PROJECT AND RECORDS The OTC HRA, Board of Commissioners, Department of Housing and Urban Development (called HUD), and Comptroller General of the United States, or their duly authorized representatives, shall have full and free access to the Project and to all books, documents, papers and records of the FF HRA H:\Users\JEFF\service agreement • 2017.doc Page I of8 that are pertinent to its operation, including the right to audit, and to make excerpts and transcripts from such book~ 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 su\:,mitted 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: l. The salaries .of all his administrative personnel, including related expense of social security; workmen's compensations and unemployment insurance. 2. Any additional office furniture and equipment it requires, as its own, to supplement office property of the PHA furnished and included within the property inventory, to enable toe FF HRA and its administrative personnel to effectively and fully perform the FF HRA's obligations and commitments hereunder in a workmanlike manner and to retain ownership thereto upon expiration of this Contract. 3. All required office supplies, postage, two-party check blanks and other matepals 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 NARRO and HUD. MANAGEMENT SPACE The FF HRA. may use rent-free, with utilities included solely for the performance of this contractits office, together with any maintenance, or storage space that may be a part of the project; however, no dwelling or community activities space shall be diverted to such use, without the specific authorization, of the OTC HRA. H:\Users\JEFF\.service agreement -2017 .doc Page 2 of 8 RENTAL OF DWELLINGS The FF HRA shall accept as tenants only those families and individuals deems eligible according to guidelines established by the OTC HRA. Dwellings shall be rented for residential purposes only by the lessee and the lessee's immediate family and rents shall be charged in accordance with the approved rent schedule established by HUD. LEASE REQUIRED No tenant shall be permitted to occupy a dwelling in the project except pursuant to a written lease executed by both the FF HRA and the tenant. The FF HRA shall obtain approval by the OTC HRA of the form of lease to be used and it shall incorporate provisions as specified by the OTC HRA as to requirements for reporting family income and redetermination 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: 1. Name of tenant and identification of unit occupied. 2. Date of Notice to vacate. 3. Specific reason(s) for notice to vacate. For example, if a tenant is being evicted because of undesirable actions, the record should-detail the actions, which resulted in the determination that eviction should be instituted. 4. Date and method of notifying tenant with a summary of any conferences with tenant, including names of conference participants. 5. Date and description of final action taken. The FF HRA is also authorized to institute and prosecute such actions or other proceedings as may be deemed advisable to carry out such eviction or to recover rents, charges, or other sums due and payable. Such actions or proceeding may be discontinued by the FF HRA, provided however, that no -suit, action or proceeding may be compromised without the consent of the OTC HRA. 6. Such collection fees and costs and/or legal fees shall be considered as operating .expenses. The FF HRA shall not be responsible for the acts, defaults, omissions or negligence of the attorneys or collection agencies, if reasonable care has been exercised in -their selection and retention. TENANT INCOME RE-EXAMINATION The FF HRA shall cause to be made re-examinations of tenant income, every year for low-income family and elderly, and shall initiate any rental changes necessary as a result of the re-examination. COLLECTIONS AND DEPOSITS The FF HRA shall collect all rents and other income and upon receipt of the same shall deposit such rents and income in a special account to be designated in a General Depository Agreement with HUD, which depository shall be a member of the Federal Deposit Insurance Corporation. All collections H:\Users\JEFF\service agreement -2017 .doc Page 3 of8 pertaining to the rental operation of the project shall be deposited in such special bank account as often as nonnal business practices dictate. TENANT ACCOUNTING The FF HRA shall be responsible for maintaining the books of account and filing HUD-required financial statements. The FF HRA is also responsible for preparing and signing HUD required development and management fonns. PAYMENTS The FF HRA shall pay all operating expenses of the project in the manner and subject to the limitations provided for herein and make refunds of security deposits and unearned rent by checks drawn on the special account referred to hereinabove. COST RECORDS AND REPORTS The FF HRA shall maintain a cash receipts and disbursements register to record operating receipts and expenditures and shall each quarter prepare and submit to the OTC HRA, not later than the meeting day of the month following the period covered, a statement summarizing operating receipts and expenditures by account classification. Each such statement shall be supported by vouchers evidencing payments made and shall be signed and certified to be correct by 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 full accountability therefore. Inventories of such property shall be given to the OTC HRA in writing at least once each fiscal year as agreed upon between the parties hereto. The FF HRA shall be liable for loss or destruction of depreciable property of the OTC HRA when caused by the fault or negligence of the FF HRA or his agents. PROCUREMENT Except when the amount involved exceeds $25,000.00 the FF HRA is authorized to procure and enter into contracts for supplies, materials, equipment, and services needed in the maintenance, repair and operation of the project pursuant to the approved budget and procurement policy. All purchases and contracts shall be made in accordance with procedures approved by the OTC HRA. The FF HRA shall not, without the specific approval of the 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 housing residents, and if needed, the referral of tenants to the proper agency in case of housing-related social problems. ROUTINE MAINTENANCE H:\Users\JEFF¼iervice agreement -2017 .doc Page 4 of8 All necessary routine maintenance should be accomplished to the extent possible, by tenants (snow removal, lawn mowing, general upkeep, etc.). All technical maintenance service, equipment repair, or special maintenance shall be contracted out through the FF HRA for the service or repair. EXTRAORDINARY MAINTENANCE -BETTERMENTS AND ADDITIONS The FF HRA shall be respop.sible for the general administration of all property betterments and additions that have been approved in the Operating Budget or Capital Fund Program and by the OTC HRA. The FF HRA shall also arrange for any services needed in making the approved betterments and additions. TENANT PARTICIPATION The FF HRA shall encourage, promote and supervise tenant participation in maintenance, janitorial and exterminating work to the extent requested by the OTC HRA, and covered in the Budget and Plan of Operations. BOND The FF HRA shall furnish the OTC HRA with a fidelity bond issued by a surety company satisfactory to the OTC HRA, in the amount required by the OTC HRA. indemnifying the OTC HRA, against loss, theft, embezzlement or other fraudulent acts on the part of the FF HRA 's employees. The bond shall be furnished in the form and manner prescribed by the OTC HRA. The FF HRA shall also obtain and maintain a specific type performance bond to insure compliance with the terms and conditions of the contract and to guard against the filing of any labor and materials lien against the OTC HRA. or the Federal Government. WORKMEN'S COMPENSATION The FF HRA shall secure and maintain Workmen's Compensation coverage upon all of their personnel and at the insistence of the OTC HRA. OTHER COVERAGE Depending upon the cost at which desired coverage's are available to the FF HRA, the OTC HRA may require or permit the purchase ofother forms of insurance by the FF HRA. The cost of all insurance whether purchased by the FF HRA, or by the OTC HRA, and the cost of the Fidelity and Performance Bonds required shall be considered an operating expense of the Project. POLICIES All insurance policies and bonds when purchased by the FF HRA shall provide coverage of the kind and in the amount required by the OTC HRA and shall be submitted to the OTC HRA in binder or final form not less than sixty days before the effective date thereof and be subject to the approval of the Department of HUD. LIABILITY COVERAGE H:\Users\JEFF\service agreement • 2017 .doc Page 5 of8 Liability insurance policies purchased by the OTC HRA shall provide protection for both parties hereto against risks assumed, or incurred as incident to performance of this contract, and shall prohibit the insurer from defending any tort claims on the ground 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 OTC HRA's attorney, agents or employees and not be responsible for their acts, defaults, or negligence if reasonable care has been exercised in their selection and retention. EQUAL EMPLOYMENT OPPORTUNITY During the performance of this contract, the FF HRA agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex or national origin. The FF HRA will take affirmative action to insure that applicants are employed, and that employees are treated during employment without regard to race, creed, color, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment, or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The FF HRA shall insert provisions similar to the foregoing in all sub-contracts, except sub-contracts for standard commercial supplies or raw material. 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 applicable 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 wµich 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 work0 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 withoutpayment ofhe overtime wages required to be paid. H:\Users\JEFF\service agreement -2017 .doc Page 6 of8 The OTC HRA may withhold, or cause to be withheld, from any monies payable on account of work performed by the FF HRA or subcontractor, such sums as may administratively be determined to be necessary to satisfy any liabilities of such FF HRA or subcontractor, for such unpaid wages and such liquidation damages if any there be. CONFLICT OF INTEREST No member, officer, or employee of the Local Authority, nor member of the governing body of the locality in which the Project is situated, nor member of the governing body of the locality in which the local Authority was activated, nor other public official of such locality or localities who exercises any functions or responsibilities with respect to the Project, during his tenure or for one year thereafter shall have any interest, direct, or indirect, in this contractor the proceeds thereof. CONSIDERATION For management services rendered in accordance with this Contract, the FF HRA shall receive 100 percent of the administrative amount approved by HUD for said budget year. This cost and any other payment to the FF HRA authorized by this Contract shall be considered to be an operational expense of the project. The fee for the FF HRA's services shall be negotiated annually at the time the budget is reviewed by the OTC HRA. TIME OF PERFORMANCE The services to be purchased and furnished under this agreement shall commence on January 1, 2018, 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, 2018, and shall be reviewed and approved on an annual basis, thereafter. The Contract may be extended upon mutual agreement between the OTC HRA and the FF HRA. TERMINATION Either party to this contract, after it has been in effect for sixty (60) days, may elect to cancel and terminate this contract at the close of business on the last calendar day of the month by giving to the other party not less than sixty (60) days written notice of the decision to so terminate this contract. The said sixty (60) days shall be computed from the date of mailing of such notice. A copy of such termination shall be furnished to HUD, and termination should be contingent upon arrangements being made for project administration that are approved by HUD. In the event of sale of the project by the OTC HRA, this contract shall automatically terminate simultaneously with the transfer of title to the Project of the last property thereof. Notwithstanding the provisions of this paragraph, if the FFHRA or any of the agents or employees shall fail to perform the specified services and furnish the specified facilities, materials and labor, the OTC HRA may find the FF HRA to be in default under the provisions of this clause. Upon default by the FF HRA, the OTC HRA shall have the right forthwith to cancel and terminate this contract by giving written notice to the FF HRA at its last known address and shall set forth the manner in which the FF HRA has failed to comply with the terms and conditions of this Contract. H:\Users\JEFF\service agreement -2017.doc Page 7 of8 . . In the even of termination of this contract as above provided, the FF HRA shall be entitled to receive compensation earned hereunder for management and rental services rendered as herein provided up to the date such termination becomes effective. IN WITNESS WHEREOF, the parties have affixed their signatures on this 13th day of December, 2017. OTTER TAIL COUNTY HOUSING & REDEVELOPMENT AUTHORITY BY ____________________________ _ Chairperson -12-21 -2017 ATTEST ________________________ _ Secretary -12-21-2017 FERGUS FALLS ROUSING & REDEV_ELOPMENT AUTHORITY BY ___________________________ _ Chairperson -12-13-2017 BY ____________________________ _ Executive Director -12-13-2017 ATTEST ________________________ _ Secretary -12-13-20 I 7 H:\UsersVEFF\service agreement -2017.doc Page 8 of8 2018 CONTRACT FOR PROFESSIONAL SERVICES MINNESO['A HOUSING FINANCE AGENCY OUSING REHABILITATION PROGRAMS THIS AGREEME T, entered into as of this 13th day of December, 2017, 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 refened to as the OTC HRA.) WITNESSETH: WHEREAS, the OTC HRA has received funding from the Minnesota Housing Finance Agency to undertake Housing Rehabilitation Programs in The County of Otter Tail, Excluding the City of Fergus Falls, and to act as the Housing Agency to implement these programs and WHEREAS the OTC HRA desires to engage the services of the FF HRA in providing the necessary administrative services in connection with canying out the programs and WHEREAS the FF HRA is experienced and capable of administering the Housing Rehabilitation Programs and has the necessary staff to implement the programs. NOW THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows: 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, 2018 to December 31,2018. 3. Compensation: Compensation for the services of the FF HRA shall be in the form of the administrative fees allowed by MHF A under the rules and regulations of each Rehabilitation Program. 4. Financial Records and Reports: The FF HRA will document and maintain all files with information as required by MHF A. ATTEST: OTTER TAIL COUNTY HOUSING AND REDEVLOPMENT AUTHORITY 12-21-2017 BY: _____________ _ Secretary Date ITS: CHAIRPERSON 12-21-2017 7 ATTEST: FERGUS FALLS HOUSING A D REDEVLOMEN AUT ORJT:¥ 12-13-2017 BY ___________ _ Secretary Date ITS: CHAIRP. RSON 12-13-2017 BY _____________ _ ITS: EXECUTIVE DIRECTOR 12-13-2017 H:\Users\JEFF\MHrAPROFESSlONAL SERVICES-2017.doc. 2016 2018 CONTRACT FOR PROFESSIONAL SERVICES OTTER TAIL COUNT.Y TAX LEVY HOUSING REHABILITATION PROGRAMS THIS AGREEMENT, entered into as of this 13th day of December, 2017, between the Fergus Falls Housing and Redevelopment Authority (hereinafter referred to as the FF HRA) and the Otter Tail County Housing and Redevelopment Authority (hereinafter referred to as the OTC HRA.) WITNESSETH: WHEREAS, the OTC HRA has received funding from the County of Otter Tail to undertake a Housing Rehabilitation Program in The County of Otter Tail, Excluding the City of Fergus Falls, and to act as the Housing Agency to implement this program and WHEREAS the OTC BRA 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, 2018 to December 31, 2018. 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 12-21-2017 Secretary Date ATTEST: 12-13-2017 Secretary Date H:\Users\JEFF\OTC Tax Levy Con_Prof_Ser. 201 7.doc. 2016 BY: _____________ _ ITS CHAIRPERSON 12-21-2017 FERGUS FALLS HOUSING AND REDEVLOMENT AU HORIT:Y BY -------------- ITS CHAIRPERSO 12-13-2017 BY ---------------- ITS EXECUTIVE DIRECTOR 12-13-2017 . ,. 0 "'""'..,.,,... OPl'OAruml'f Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority October 24, 2017 Wayne Stein Financial Services Director County Auditor-Treasurer 510 W. Fir Ave. Fergus Falls, MN 56537 Wayne, HRA Office 1151 Friberg Ave Fergus Falls MN 56537 21 8-739-3249 Fax 21 8-736-4706 ffhra@prtel.com www.fergusfallshra.com Riverview Heights Highrise 205 North Sherida n Ave Fergus Falls MN 56537 21 8-739-9498 A tax forfeited property located at 209 Lake Avenue South in Ottertail, Parcel #7 4000990121000, has been identified by the Otter Tail County HRA as a home suitable for comprehensive rehab. I visited the vacant home on October 18th, and on October 201\ John Pritschet from West Central Community Action conducted a quick inspection. The main floor of the home is approximately 864sqft, with an additional 700sqft +/-on the second floor. The basement contains the mechanical systems. An estimated cost of rehabilitation is $65,000.00 -$80,000.00. It is the recommendation of the HRA that a lead based paint risk assessment be performed at the property by Lakes Country Service Co-op prior to rehab , and if lead based paint is discovered, a clearance test be performed after rehab. Rehab on this property would consist of the following items: Exterior items include -roofing, softit and facia, gutters, insulation, siding, windows, doors, paint, landscaping , sidewalks and concrete driveway. Interior items include -plaster/drywall repair, electrical and plumbing updates, paint, interior doors, and floor covering s. Mechanical systems in need of repair or replacement include the furnace and water heater. A new 100 amp . electrical service and smoke/CO alarms should be added to the list. Considering the cost of rehabilitation , th e cost to acquire the property must be extremely low. A scope-of-work will be created for bidding purposes. Licensed contractors will be considered to complete the project along with the ICWC supervised by West Central Community Action . If possible, the Otter Tail County STS crew will be utilized for assistance with site preparation . Please consider an offer of $2,500.00 to acquire the above-mentioned property. A sale price for the completed project will be determined following rehab. The Down Payment Assistance Program could be utilized by income qualifying buyers. My thanks in advance for your time and consideration. Sincerely, Mikel B. Olson Otter Tail County HRA Rehab Specialist Enclosure: Cost Estimate, pictures of existing conditions. Cc: John Dinsmore Providing Housing Opportunities .. « 0 (ClUA4.HOl.alHG OP!'ORTUMITV Fergus Falls/Otter Tail County HRA Housing & Redevelopment Authority November 17, 2017 Wayne Stein Financial Services Director County Auditor-Treasurer 510W. Fir Ave. Fergus Falls, MN 56537 Wayne, 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 Three additional properties have been identified by the Otter Tail County HRA as candidates for either comprehensive rehab or demolition. I >, The home located at 216 W. Nowell in New York Mills, Parcel #73000990272000, appears likely to benefit from rehab. This home has a resident, so a formal inspection of the property has not yet been completed. An estimate based on size and observable condition is attached. Please consider an offer of $2 ,500.00 for this property, based on its current condition. Rehab on this property would likely include roofing, soffit and facia, gutters, insulation, siding, windows, doors, and landscaping. Interior items could include plaster/drywall repair and floor coverings. Electrical updates include a 100 amp service and smoke/CO alarms. Paint, interior doors, bathroom remodeling, and kitchen updating are likely necessary. Mechanical systems that are likely in need of repair or replacement include the furnace and water heater. The property located at 104 Frazee Avenue in New York Mills, Parcel #73000990263000 and the property located at 218 S. Tousley in New York Mills, Parcel #73000990235000 are both candidates for demolition. These properties are each located on 1 00'x140' lots -sized appropriately for redevelopment. The Fire Department in New York Mills will be consulted on the possibility of burning both homes for training, and to help lower the cost of disposal. Any necessary inspections for Lead Based Paint and Asbestos will be conducted by Lakes Country Service Co-op, or Tim Stoll, prior to burning and disposal. If possible, the Otter Tail County STS crew will be utilized for site preparation . Once cleared, each of these properties will be offered for redevelopment. Possibilities include West Central Community Action and the ICWC, New York Mills Public Schools as a location for their new bui ld, or possibly a partnership on a spec. build with a local contractor or material supplier. Risk Assessments, demolition, and disposal costs will exceed $5,000.00 for each of the two properties mentioned above. Please consider an acquisition cost of $0.00 for each of these two properties. My thanks in advance for your time and consideration. Sincerely, Mikel B. Olson Otter Tail County HRA Rehab Specialist Enclosure: Cost Estimate for 216 W. Nowell Cc: John Dinsmore ... ·-.. -------... --· ....... ---· --------------.. -Providing Housing Opportunities __ ._ .. _-~---------------_---'-' ... '--'-.. "----· -----------------'-'----------~ i November 17, 2017 -Page 2 216 W. Nowell, New York.Mills, MN, 56567 Sits on 1 lot, total frontage 50' x 302' deep. Size and layout of home is unknown. A more formal description-can be provided when the home is vacant. This home shares a garage with the neighboring property. The detached garage is in poor condition, and is poorly located. Garage demo and construction ofa new garage is not included in the estimated cost of rehab. A new detached two car garage could possibly be constructed in the back yard. With additional driveway and sidewalk, an additional $25,000.00would be necessary for this addition. Built in 1946. Land Value $6,960.00. Building Value $43,789.00. Parcel Value $50,749.00. Opening bid if offered for public sale is 30% ofland value+ 25% of building value. At sale -the opening bid would be $2,088.00(land) + $10,947.25(building) = $13,035.25 Estimated cost of rehab: $73,715,.00 Demolition and disposal= $4,000.00 Roofing= 14 square at$350/square = $4,900.00 Soffit and Facia = $2,400.00 Gutters = $900.00 Siding= 16 square at $400/square = $6,400.00 Windows= 20 openings at $500 each= $10,000.00 Doors= 3 doors at $800.00 each= $2,400.00 Storm Doors= 2 storms at $275.00 each= 550.00 Furnace and AC:" $5,000.00 Water Heater= $750.00 Misc. El~ctrical = $3,200.00 Misc. Plumbing= $5,000.00 Pa int := $2,000.00 Floor Covering= $10,000.00 Interior Doors:::: $3,600;00 100 amp service = $2,000.00 Lead Based Paint Risk Assessment and Clearance= $1,000.00 15% contingency= $9,615.00 Program OTC Tax Levy -Homeowner (2017) Only TLC Projects Lev~raged w/ SCDP Projects TOTAL 2017 ate tax Levy-Rental (2017} SCbP: Fergus Falls (20 homes) SCDP: Rothsay/Elizabeth (8 homes) SCDP: Henning Homeowner Rehab SCDP: Henning Ren.ta[ Heh_ab. SCDP: Henning Commercial Rehab SCDP: Dalton Homeowner Rehab SCDP: Rent Rehab SCDP -Preliminary Proposals MHFA Deferred Loans -2Q17 2017' Economic Development HRA Revolving'Re.nt.Rehabloan (2m1) .. F~rgus Falls and Otter Tail County H~A Rehabilitation Projects Update December 1, 2017 Applications Approved Denied Inspected - 31 6 8 5 12 12 0 12 43 18 8 17 6 6 0 6 -g3 18 16 18 40 9 11 9 41 9 2 9 10 7 0 7 - 9 7 0 7 10 0 b 0 ... 0 11 '9 1 9 1 1 0 1 Proceed Issued Complete 4 2 ;t.2 8 16 10 6 6 17 12 9 8 9 8 2 1 2 1 0 0 9 6 0 0 ~ ...§I. ..,§2. A Jan-17 Mar-11 Aor-17 Mav-17 Jun-17 Auo-17 oct-17 -11 Dec-17 Total Jan-18 Feb-18 Mar-18 Aor-18 Mav-18 Jun-18 Ju~18 AUC,.:18 Setr1B Oct-fB Nov-18 Dec-18 Total UMAs 140 140 140 140 140 140 140 140 140 140 140 140 1,680 140 140 140 140 140 140 140 140 140 140 140 140 1,680 D Actual UMLs 105 107 106 108 109 112 111 112 111 111 113 116 1,321 - 0 16 ,_ ________ ..;,;. __ _ 14 "' 12 8 c. 10 (lJ :::, "' !!! Ii Actual HAP $34 314 $36 111 $35 757 $37,118 $37 655 $38 787 $39,273 $39,197 $38 517 .. -s37 966 -$39 310 $40 524 $454,529 $0 Vouchers Issued/Projected Tl"I P:.:. 1--•·-..1 14 8 2 12 60 0 G Other Planned Addition sf ,.._~, ..... : __ _ . . Issuing/New Leasing/UML Trend • * • I MN177 HCV Leasing and Spending Projection H NewLeasjng from Issued \/n.,,ho~ 11 0 0 0 0 0 0 0 0 0 0 0 • • • M N 0 a UMLs: HAP: PUC; Estimated Attrition ActuaVProjected Actual/Projected Actual/Projected Manual PUC Override Cumulative % Annual Leased Cumulative% Eligibility O:,nonSoa Monthly UML % MonthlyABA Expended % -33.8 -3.0 -2.9 -2.9 -2.8 -2.7 -2.7 -2.6 -2.5 -2.5 -2.4 -2.3 -2.3 -31.5 • . ...,., 105 107 106 108 109 112 111 112 111 111 113 116 1 321 114 111 108 105 103 100 97 95 92 90 88 BS 1. 188 140 120 100 80 60 40 20 0 C s: r-(J) $34,314 S36 111 $35 757 S37 118 $37 655 $38.787 $39,273 S39.197 538 517 $37 966 $39 310 $40,524 $454 529 $39 680 $38 749 S37 769 $36,793 $35,843 $34,917 $34 015 $33 136 $32 280 $31 446 $30,634 $29 842 $415,104 a. ~ 'O C (lJ <( a, <( :>, :c 'E 0 ~ $327 75.0% 90.7% 75.0% 90.7% $337 75.7% 93.1% 76.4% 95.4% $337 75.7% 93.5% 75.7% 94.5% $344 76.1% 94.7% 77.1% 98.1% $345 76.4% 95.6% 77.9% 99.5% $346 77.0% 96.8% 80.0% 102.5% $354 77.3% 97.8% 79.3% 103.8% $350 77.7% 98.5% 80.0% 103.8% 5347 77.9% 98.9% 79.3% 101.8% $342 78.0% 99.0% 79.3% 100.3% S348 78.2% 99.5% 80.7% 1039% S349 78.6% 100.1% 82.9% 107.1% $344 78.6% 100.1% $349 ---81.1% 104.8% 81.1% 104.8% $349 80.2% 103.5% 79.2% 102.3% $349 79.2% 102.3% 77.2% 99.7% $349 78.2% 101.0% 75.2% 97.1% S349 77.2% 99.7% 73.3% 94.6% $349 76.2% 98.5% 71.4% 922% $349 75.3% 97.2% 69.5% 89.8% $349 74.3% 96.0% 67.8% 87.5% $349 73.4% 94.8% 66.0% 85.2% $349 72.5% 93.6% 64.3% 830% $349 71.6% 92.5% 62.6% 80.9% $349 70.7% 91.3% 61.0% 78.8% $349 70.7% 91.3% Spending v. Funding $45,000 $40,0QO ===:;==~-=:::::;:::;:=::;=::;;:a:===:::;;;:=::;;:==========' $3s,000 V----- s3o,ooo $25,000 S20,000 S15,000 $10,000 $5,000 so -vouchers issued or projected to be issued Actual or Projected Units Leased -Projected New Leasing from Issued Vouehers ##~###~#~###✓~~✓~~~~~~~F ~~~~~~~~~~~$~~~~~~~~~~~$ -Estin;ated or Actual HAP -Monthly ABA and Combined HAP Reserves -Monthly ABA Comments FINANCIAL -Beginning Year: Cash & lnves1ments (VMS) of $58,605 compares to RNP (VMS) of $15,322. Current: Note negative UNP of $-312,441. VMS Cash & Investments of $50,395 compares to VMS RNP plus UNP of $8,861 . HUD Page 2 12/20/2017 R C PHA Name Otter Tail Countv HRA PHA Number MN177 ACC/Fundlng Information Currant Year Year2 Year3 (2017) (2018) (2019) Beginning ACC 140 140 140 VoU<:l\ers Glr.'r.1!:T;I . Current Year Year2 Year3 ■9'1•1111• •JUL (2017) (2018) (2019) .-· ~ fl!ru!iog_ $454,097 $454,529 $415,104 !O!l.2!!Rll Offsel of HAP $0 $0 $0 Reserves ~ $0 fy!lQ!llil 10 ~!!Yl:6QQUM1 $0 $0 $0 EYrulioll TotalABA fundi(\g $454,097 $454,529 $415,104 12 Provided PHA Income $0 $0 13 Total Cash- 14 SuppOrteQ Prlor $28,989 $28,557 $67,982 Year-End Resei:ves 15 .,......, 10 Total Punding $483,086 $483,088 $483,088 Available 17 HUD MN177 HCV Leasing and Spending Projection G H I Utilization Ro ort: Funding Proration/Offset Levels Program Projection Variables Success Rate I 20% I Annual I Turnover Rate Year 2 (2018) 100.0% Rebenehmarlc Year 3 (2619) 00.0% Reben<:hmark Tfme from Issuance to HAP Effective Date (Curnmt: 2. 2 months) Year 2 (2018) 0.0% Offset % leased in 30 25% days ' Year3 (2019} 0.0% Offset % leased in 30 to 60 days 40% % leased in 60 25% to 90 days - Year 1 (2017) 757% % leased in 90 10% to 120 days Year 2 (2018) 75.7% % leased ,n 120 0% to 150days HUD-Held Reconciliation 1Ul.2D.!§_ Cash Sufficiency Check B~i2n HUD-established HUD-e$18biished CYEHHR $16,198 CYEHHR (Recon Line 19, (Recon Line 19) HUO-estimat<1d PHA-Held Cash Net Excess Cash $12,791 $58,605 12/31/2016 (Recon L,ne 19) (VMS) HUD-$28,989 $74,803 HUO..Reconc#l,d R~onciJed (Cash Capped) Lower of H17n17 $28,989 Lower of Ht71117 (May Override) (May Override) HUD-Reconciled Excess Cash v PHA RNP (12/31/2016) HUDv.PHA $15,322 <-VMS EOY dH'fereflCe; RNP -------($2,531.00) Of-EOY E><cess 0 6% of Eilglbihfy ~ ·-· -> s12 791 Page 1 N 0 R Leasing and Spending Outcomes: Current and Following Year Projections 31 .0% UML %0 ACC 78.6% 70.7% (UMA) HAP Exp as% 94.1% 85.9% All Funds HAP Exp as% 100.1% 91 .3% of EHgibUity only ProJected 12/31 Total HAP $28,557 S67,982 Reserves HAP Reserves as" of ABA 6.3" 75.0% /Start· 6 4"J Potential 0 0 Term1natl0ns $179,765 Administrative Feos Analy$iS .. ' ' <• 7,200 UMLs > 7,200 Ut,tls Admin Fees (No Proration) (No Proration) Earned (PY· $55,645 $49,821 $64,723) $57.97 $54.10 Expense $141,439 $142,284 E><oense % 254.2% 285.6% MN177 has a cost pet UML ot $117 .~9 S.s.ci an the most rec;wrt, offiCJal (end of fis:cal Ytan l.JNP, compared to its Earnln{ls/UML. $. Size pi!W group.of $-45.13 (a difference of 61,6%) MN177 1'1111111 !)fojected 2017 Calenda1 VoaI--End (CVE) UNPof and 11s stalA peer group (ot an PHAs in the (S365.574) (Of -e57'41-of CY 2017 £art'led Adrrun l=MS) al'KI JI stat•) ot $53 G2 (a difference of 54, 1%). 2018 CYE UNP o! ($458,038) (0<-919 ,,_ o! CY2018 €omed Admint--HS) 12/20/2017 SUMMARY OF ACTIONS OTC SECTION HCV PROGRAM OCTOBER & NOVEMBER, 2017 AnnualRecerts Interim Recerts Ports-In/Billing Ports-In/ Absorbed Ports-OuUBilled Ports-OuUAbsorbed Ports OuUEnd Participation End Participation Shop Mode/AAS New Admissions Waiting LisUTo Date Vouchers Issued/Current Applications 1/P/Current Ports In Pending Ports Out Pending Ports Out Paid Ports Receivable In-House Transfers ELI% 13 7 1 0 0 0 0 7 0 9 193 8 6 0 1 4/$4,419; 4/$4,203 0 0 63% OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units October 2017 Rents Payable $2,280.00 Rents Collected $2,063.00 Late Fees Charged $ 90.00 Late Fees Collected $ 90.00 Late Fees Outstanding $ 0.00 ELI Percentage 67% Underwood 4BR-move out 10-1-17 -lease signed 10-20-17 Waiting List 2Bedroom 33 3 Bedroom 11 4 Bedroom 1 H:\Users\pam\Board Reports\OT County -Board Report.doe OTTER TAIL COUNTY PUBLIC HOUSING FAMILY UNITS BOARD REPORT 13 Family units November 2017 _Rents Payable $2,093.00 Rents Collected $1,917.00 Late Fees Charged \ $ 50.00 Late Fees Collected $ 50.00 Late Fees Outstanding $ 0.00 ELI Percentage 67% Waiting List 2Bedroom 34 3 Bedroom 13 4Bedroom 1