HomeMy WebLinkAboutHousing & Redevelopment Authority - HRA Support Documents 2017 Supporting Documents -HRA Office
11 51 Friberg Ave
Fergus Falls MN 56537
21 8-739-3249
Fergus Falls/Otter Tail County HRA
Housing & Red evelopment Authority
Fax 218-73 6-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
TO:
FROM:
D TE:
SUl3.IECT:
E CLO. URE:
MEMO
13ourd or Direclors. Oller Tai I Co unty 1-1 RA
Jeffrey Ga l-Taney, ExecuLi ve Director
M arch 16, 20 17
Meeting to be held Thursday, larch 23, 2o [f at 10:00 a.m.
at the HRA Office, llSI Friberg Ave nu e, Fergus Falls, 1N, 56537
Regu lar Minutes 01· the December 15, 20 16 M eeting
Tri -C ity A nnual Meetin g Invitation
AGE DA
I . ?1airperso n_ -_ all Meeti ng to Order
2. Approval ol M Inutcs
3. Execu tive Director
A . 20 I 7•/\1)'1ual HRA Appointments and De signations
a.v1j RA Board Orlicers for Fi cal Y ear 2017
b.¼-1 RA Legal Publication for Fi ca l Year 201 7
c.v'y!RA Dcp sitorie for Fiscal Year 2017
d.&IJ-IRA Lega l Coun sel for Fi sca l Year 20l 7
e.~IRA Board krnber Per 0 1 m lor h scal Year 20 17 j f 1 ~RA Mileage Rcimbur·ement Rate for Fi cal Yea r 20 17
u_, HRA Oflicial noard M ee ting Schedule fo r Fi s al Year 201 7
BIV /. 11ini trati ve Expenses -December 2016, January and Feb ruary 2017
c./i.1 ve stment Listing
D. -·olulion # 11 7, SEMAP Certif"icati on
E. _0 17 MHFA MN Cities Participation Program
4. Reh3.YSpcc ialist -M ikel 0 1 on f ~?
!\. ~x Levy pdatc ~4.\foAJ-Jo.~ J '
8 . J;x Levy l cnta l pdalc
c. lls{tbP Up l.:itc -/\II Cities
D.~HFA Up late
5. Housi g Adrnini trator -Mary Jo Schwarz
A. Lter Tail County Section 8 Update
6. Housing Manager -Pam Minten 6')
A. Public Housing Program Update \. ~ J:::-..--be-~ ~-(.('.':-.,.. ~ .. v-.~~-
PLEASE CALL IF YOU ARE UNABLE TO ATTE D!
11:1\ ,~r,,.l l-.1 1-\f\GI· 1[) 0 I l' .3-1 (,-20 I 7.Jnc l',1,t;t: I uJ .I Prov,amg Housing Opportunities
The Otter Tail County HRA Board of Commissioners met in a regular meeting on, December 15, 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 RochoU, Chairperson
Dave Johnson
OTHERS PRESENT
Jeffrey Gaffaney
Mary Jo Schwarz
Kini 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 October 20, 2016 regular meeting.
Ml Ralph Hemmerlin S/ Dave Johnson
The administrative expenses were reviewed for the months of October, 2016 and November, 2016. A
motion was made and seconded with all ayes to approve the expenses.
Ml Bob Maki S/ Ralph Hemmerlin
The Investment Listing was reviewed; one certificate, worth $6,613.34, was cashed in for the Public
Housing program and put into the General Savings Account. The only other changes were the balances of
the checking and savings accounts as of December 15, 2016.
Jeffrey presented the Public Housing Accounts Receivables Report and requested a total of $3,064.58 be
written off. A short discussion ensued. It was noted that although the board is approving the write off, the
amount owed has already been turned into Minnesota Revenue Recapture.
Ml Dave Johnson S/BobMaki
There is nothing new to report on for the Capital Fund Program. The Environmental Review documents
are still being compiled. The last item to be completed is the noise decibel reading before being submitted
to HUD.
Jeffrey voiced· a discussion he had with Jim Standish, Grant County HRA Executive Director, regarding
HUD regulations. The topic of conversation was whether he agrees that the Fergus Falls\ Otter Tail
County HRA is being treated fairly by HUD.
Jeffrey proposed Resolution No. 116, Capital Fund Program Budget Revisimi#l. The board was given a
copy of the revised annual plan as well as the proposed 5 Year Action Plan. A recommendation was made
to put all of the $20,730.00 back into General Operations. The window replacements for the HRA's
Public Housing units are going to be put off temporarily. It was reported that a $5,000.00 check from the
Otter Tail County Tax Levy fund had to be deposited to cover costs while the HRA waits for Capital Fund
money. By approving Resolution #116 it will allow the transfer of money back into General Operations.
H:\Users\KIM\Minutes\2016 minutes\minutes -otc December 2016.doc
The board made a motion and seconded it with all ayes to approve the revised budget and Resolution No.
116.
Ml Bob Maki SI Ralph Hemmerlin
Jeffrey reported to the board that Mikel and he were going to attend a Tri-City Meeting, on December 21,
2016 for the cities of: Battle Lake, Henning and Ottertail. Mikel has been speaking with contractors and
owners that are currently working on projects in all three of these cities. A popular topic of discussion is
the need for Daycare Centers for children. Mikel stated that Wahpeton, ND recently opened a privately
owned daycare facility that has a waiting list of 90 kids.
Annual Administrative Contract renewals with the Otter Tail County HRA are necessary for the following
contracts; Section 8 Voucher Program, Low Rent Public Housing Program, MHFA Rehab Programs and
Otter Tail County Tax Levy Program.
Section 8: the only change is to extend the dates from January 1, 2017 through December 31, 2017.
Ml Robert Bigwood SI Bob Maki
Low Rent Public Housing Program: the only change is to extend the dates from January 1, 2017 through
December 31, 2017.
Ml Ralph Hemmerlin SI Dave Johnson
MHFA Rehab Programs: the only change is to extend the dates from January 1, 2017 through December
31, 2017.
Ml Ralph Hemmerlin SI Robert Bigwood
Otter Tail County Tax Levy Program: the only change is to extend the dates from January 1, 2017 through
December 31, 2017.
Ml Robert Bigwood SI Ralph Hemmerlin
Jeff gave the Board Members a correspondence that was received from an organization the HRA belongs
to called, PRADA, Public Housing Authorities Directors Association. Jeffrey shared the book titled PHA
Bill of Rights, the content focuses on struggles that Public Housing Agencies deal with.
Mikel Olson, Rehab Specialist reported on the Otter Tail County Homeowner Tax Levy 2016 program;
48 applications have been received, 9 have been approved, 3 were denied, 9 have been inspected, 6 are in
progress and 6 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: 52 applications have been received, 13 have been approved, 3 were denied, 13 have been
inspected, 10 are in progress and 8 are complete.
There have been 2 applications received, and 2 have been approved for the Otter Tail County Tax Levy
Rental 2016 program.
H:\Users\KIM\Minutes\2016 minutes\minutes -otc December 2016.doc 2
~ ,-'-• 7 -.
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 upd_ate, 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.
Fergus Falls SCDP Homeowner Program update, 49 homeowner applications have been sent, 11 have
been•approved, 10 have been denied, 11 have been inspected; 9 are in progress and 6 are complete.
Rothsay/Elizabeth SCDP Homeowner Program update, 37 homeowner applications have been sent, 7
have been approved, 10 have been denied, 7 have been inspected; 6 are in progress and 4 are complete.
Henning SCDP Homeowner Program update, 22 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, 2 applications 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.
Dalton SCDP Homeowner Program update; the pre-application was submitted November 2016. The HRA
needs 7 more surveys returned to have enough to qualify for resubmittal. The Rehab Department needs
51 % LMI or greater to be able request money for Public Facilities within the grant.
MHF A Deferred Loans update, 6 applications have been sent, 4 have been approved, 1 was denied, 4
have been inspected, 2 are in progress and 2 has been completed.
Mikel proposed a policy change for the Otter Tail County HRA Tax Levy program. The problem needing
to be resolved is; 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. The
proposed solution is: A qualifying borrower(s) may be approved for up to, $25,000.00. 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 $25,000.00 during their lifetime,
regardless of which property they reside in. Furthermore, a borrower not utilizing the full $25,000.00 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 that home to be rehabbed for minimum of 12 months
before being eligible to submit an application.
The board suggested adding language to the new proposal; only exceptions are for major maintenance
failures on a case by case basis. Meaning an applicant can reapply for more money in the event it is an.
emergency item. Other than major emergency failure, each applicant will only be allowed to loan money
every 5 years.
Ml Robert Bigwood S/ Ralph Hemmerlin
Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail c;:ounty Section 8 program for the
months of October and November, 2016. The months of October there were 109 leased and HAPS
H:\Users\KIM\rvlinutes\2016 minutes\minutes -otc December2016.doc 3
•I••-'
totaling $35,016.00. In November there were 107 leased and HAPS totaling $34,200.00. A summary of
activity for these two months was; 12 annual re-certifications and 4 interim re-certifications. Nine
participants ended participation, two are in shop mode and there are 6 new admissions. In November there
were 2 ports out paid totaling $2,492. There were 2 In-house transfers pending. The ELI percentage was
89%.
Pam Minten, Housing Manager, reported that rents payable for Public Housing for October 2016 were
$2,276.00 and $2,067.00 was collected. There was $9.00 in late fees charged and none were collected.
There was $9.00 in outstanding late fees. There were 20 applicants on the 2-bedroom public housing
waiting list, 13 applicants on the 3-bedroom waiting list and 4 on the 4-bedroom waiting list. ELI was
50%.
In November 2016 rents payable totaled $2,022.00 and $1,634.00 was collected. There was $12.00 in late
fees charged and $6.00 collected. There was $14.00 in outstanding late fees. There were 12 applicants on
the 2-bedroom public housing waiting list, 9 applicants on the 3-bedroom waiting list and 3 on the 4-
bedroom waiting list. ELI was 75%.
Activity for Public Housing for October and November in New York Mills was; a lease termination, court
hearing and move out on October 14, 2016 with a new lease signed on November 10, 2016. Another
move out scheduled for Novemoer 30, 2016 with a new lease signed December 9, 2016.
Activity for Public Housing for October and November in Henning was; a lease termination and move out
for September 1, 2016 and new lease signed on October 13, 2016. Lastly, a lease termination effective
November 7, 2016 with new lease signed on November 30, 2016. New tenants have moved into the
vacated units and all of the Public Housing units are full.
Our next meeting will be held on Thursday, February 16, 2016 at 10:00 a.m.
There being no further business, a motion was made to adjourn the meeting at 10:55 am.
Ml Bob Maki S/ Robert Bigwood
Robert Maki, Secretary Date
H:\Users\KIM\Minutes\2016 minutes\minutes -otc December 2016.doc 4
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Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
HRA Office
11 51 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fax 218-736-4706
ffhra@prlel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
Otter Tail County HRA 2017 Appointments & Designations
1.
2.
3.
4_
5.
6.
7.
HRA Board Officers:
Chairperson
Vice Chairperson
Secretary
Legal Publication:
De:gository: (Banks)
HRA Legal Counsel:
HRA Board Member Per Diems:
Amount/Meeting
Cu1Tent IRS Mileage Rate
Proposed HRA Meeting Schedule:
See Attachment
f;~rs ~tls ~,l1 """J"; _ _Q_
S~c-~dry ~ ~
$
$
1-1:\Users\J EFF\OTC board app & des.doc Providing Housing Opportunities
.,
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
HRA Office
1151 Friberg Ave
Fergus Fal ls 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
2017 CURRENT OTTER TAIL COUNTY HRA BOARD OFFICERS:
1. CHAIRPERSON -SCOTT ROCHOLL
2. VICE CHAIRPERSON -ROBERT BIGWOOD
3. SECRETARY -ROBERT MAKI
2017 CURRENT LEGAL PUBLICATION:
1. FERGUS FALLS DAILY JOURNAL-FERGUS FALLS
2017 CURRENT BANK DEPOSITORIES:
1. SECURITY STATE BANK-FERGUS FALLS
2017 CURRENT LEGAL COUNSEL:
1. CLINE JENSEN P.A. -FERGUS FALLS
2017 HRA BOARD MEMBER PER DIEMS:
1. CURRENTLY -$75.00 PER MEETING
2017 HRA MILEAGE REIMBURSEMENT RATE:
1. CURRENTLY -.535/MILE
2017 OFFICIAL MEETING SCHEDULE:
SEE ATTACHED SCHEDULE
____________ Providing Housing Opportunities ___________ _
. ?-O 17 Standard Mileage Rates for Business, Medical and Movin ...
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2017 Standard Mileage Rates for Business,
Medical and Moving Announced
IR-2016-169, Dec.13, 2016
WASHINGTON -The Internal Revenue Service today issued the 2017 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, 2017, the standard mileage rates for the use of a car (also vans, pickups or
panel trucks) w1tl be:
53.5 cents per mile for business miles driven. down from 54 cents for 2016
17 cents per mile driven for medical or moving purposes, down from 19 cents for 2016
14 cents per mile driven in service of charitable organizations
The business mileage rate decreased half a cent per mile and the medical and moving expense
rates each dropped 2 cents per mile from 2016. The charitable rate is set by statute and remains
unchanged.
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 are described in Rey Proc, 2010-51. Notice 2016-79, posted today
on IRS.gov, 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 the IRS on Social Media
Subscribe to IRS Newswire
Page Last Reviewed or Updated: 13-Dec-2016
https://www.irs.gov/uac/201 7-standard-mileage-rates-for-business ...
Page 1 of 1
1/9/201 7
Otter Tail County HRA
2017 Scheduled Board Meetings
March 23rd, 2017
April 20th, 2017
June 15th, 2017
August 17th, 2017
October 19th, 2017
December 21st, 2017
H:\Users\JEFF\01c scheduled meetings.doc
10:00 A.M.
10:00 A.M.
10:00 A.M.
10:00 A.M.
10:00 A.M.
10:00 A.M.
,..;;:,. ·• OTTER TAIL COUNTY BRA EXPENSES
FOR THE MONTH OF DECEMBER~ 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. $
Otter Tail Power Co. $
Great Plains Gas Co. $
Security Deposit Refund $
New Horizon Ag Service $
Home Depot $
URP $
URP $
RHR $
Cory Feigum Painting $
N.F. Field Abstract $
Ballard Sanitation $
Bobcat of Otter Tail_ Co. $
Waste Management of MN $
Pine Plaza TV &. Appliance $
Sherwin Williams Paint $
Derrick's Carpet Cleaning $
Scott Rochell $
David Johnson $
Robert Bigwood $
Robert Maki $
Ralph Hemmerlin $
Salaries
H:\User_s\JEFF\OTC HRA EXPENSES OTC Dec. 2016
450.00
2,100,00
1,200.00
225.00
200.00
400.00
150.00
75.00
41.15
38.34
72.20
409.40
273.00
769.59
924.00
118.79
636.09
99.78
267.75
115.68
300.91
550.00
200.00
52.00
750.00
170.00
59.35
200.00
113.87
77.00
214.05
125.00
87.96
102.00
75.00
134.40
129.00
12,787.19
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF JANUARY, 2017
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. $
Otter Tail Power Co. $
Great Plains Gas Co. $
New Horizon Ag Service $
Home Depot $
URP $
URP $
RHR $
Schiff Group $
N.F. Field Abstract $
Salaries $
H:\Users\JEFF\OTC HRA EXPENSES OTC Jan 2017
450.00
2,100.00
1,200.00
225.!)0
200.00
400.00
150.00
199.12
58.19
164.78
595.97
547.80
333.00
687.92
924.00
1,121:97
187.78
140.-52
94.90
50.00
100.00
27.90
150.00
340.00
13,554.lJ
.OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF FEBRUARY, 2017
Bank of the West -Office Rent $
Lakes Country Service Coop -Health Ins. $
Security Benefit -Retirement $
Otter Tail Telcom $
U.S. Postmaster $
MN Benefit Association $
Ally -Vehicle Lease $
Mikel Olson -Mileage & Phone $
Jeffrey Gaffaney-Mileage $
Mary Jo Schwarz -Mileage $
City of Pelican Rapids $
City of New York Mills $
City of Underwood $
City of Henning $
American Family Insurance Co. $
Denzel's Regional Waste, Inc. $
Otter Tail Power Co. $
Great Plains Gas Co. $
Toutged Sanitation $
New Horizon Ag. Service $
Home Depot $
URP $
URP $
URP $
URP $
N.F. Field Abstract $
Housing Data Systems $
Rapport International $
Warner Garage Door Co. $
Salaries $
H:\Users\JEFF\OTC HRA EXPENSES OTC Feb: 2017
450.00
2,100.00
1,200.00
225.00
200.00
400.00
150.00
281.5 I
-
139.10
124.79
568.13
170.00
742.21
924.00
105.63
490.40
152.78
52.00
182.66
79.81
50.00
240.00
192.00
100.00
85.00
120.00
324.00
66.66
12,963.14
March 23, 2017
FINANCIAL FUND
INSTITUTION
CERTIFICATES
Security State Bank OTC Tax
Fergus Falls Levy
SAVINGS ACCOUNTS
Security State Bank Section 8 Admin
Fergus Fails Reserve
Security State Bank Public Housing
Fergus Falls Security Deposits
CHECKING ACCOUNTS
Section 8 Existing NOW Account
.Publlc Housing NOW Account
MHF A-Loan Account NOW Account
Otter Tail County Tax Levy NOW Account
MHFA,.HOME Account NOW Account
\
H:\UsersUEFF\INVESTMENT LISTINGS\2017\invest list otc -March 2017.doc
I
OTTER TAIL COUNTY HRA
INVESTMENT LISTING
DESCRIPTION PRINCIPAL
Money Market 300,752.53
Certificate #215353
Weekly Money $19,865.99
Market Savings
Commercial Money $7,051.06
Market
$65,108.43
$15,454.38
$24,804.81
$301,140.55
$832.30
INTEREST
RATE
.25%
.05%
.05%
I.D. # 41-1518930
INTEREST PURCHASE MATURITY
PAID DATE DATE
Maturity Renewed
Automatic Deposit 12/28/16 06/28/17
Monthly Account
#9312-004634
Monthly Account
#9312015673
I
i
'
Section 8 Management Assessment
Program (SEMAP)
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
Certification Resolution No.
0MB Approval No. 2577-0215
(exp. 11/30/2016)
Public reporting burden for this collection of information is estimated to average 12 hours per response, including the time for reviewing instructions,
searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may
not conduct or sponsor, and you are not required to respond to, a collection of information unless it displays a currently valid 0MB control number.
This collection of information is required by 24 CFR sec 985.101 which requires a Public Housing Agency (PHA) administering a Section 8 ten ant-based
assistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns the
performance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other data
to assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and the
information collected does not lend itself to confidentiality.
Instructions Respond to this certification form using the PHA's actua l data for the fiscal year just ended.
PHA Name For PHA FY Ending (mm/dd/yyyy)
12/31/2016
Submission Date (mm/dd/yyyy)
02/22/2017 OTTER TAIL COUNTY HRA
Check here if the PHA expends less than $300,000 a year in Federal awards l7
Indicators 1 -7 will not be rated if the PHA expends less than $300,000 a year in Federal awards and its Section 8 programs are not audited
for compliance with regulations by an independent auditor. A PHA that expends less than $300,000 in Federal awards in a year must still
complete the certification for these indicators.
Performance Indicators
1. Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a))
(a) The PHA has written policies in its administrative plan for selecting applicants from the waiting list.
PHA Response Yes [ZJ No □
(b) The PHA's quality control samples of applicants reaching the top of the waiting list and of admissions show that at least 98% of the families in the
samples were selected from the waiting list for admission in accordance with the PHA's policies and met the selection criteria that determined their places
on the waiting list and their order of selection.
PHA Response Yes [ZJ No □
2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(f)(7) and 982.507)
(a) The PHA has and implements a reasonable written method to determine and document for each unit leased that the rent to owner is reasonable based
on current rents for comparable unassisted units (i) at the time of Initial leasing, (ii) before any increase In the rent to owner, and (iii) at the HAP contract
anniversary If there is a 5 percent decrease in the published FMR in effect 60 days before the HAP contract anniversary. The PHA's method takes into
consideration the location, size, type, quality, and age of the program unit and of similar unassisted units, and any amenities, housing services,
maintenance or utilities provided by the owners.
PHA Response Yes [ZJ No □
(b) The PHA's quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its written
method to determine reasonable rent and documented its determination that the rent to owner is reasonable as required for (check one):
PHA Response At least 98% of units sampled D 80 to 97% of units sampled D Less than 80% of units sampled
3. Determination of Adjusted Income. (24 CFR part 5, subpart F and 24 CFR 982.516)
4.
5.
The PHA's quality control sample of tenant files shows that at the time of admission and reexamination, the PHA properly obtained third party verification
of adjusted income or documented why third party verification was not available; used the verified Information in determining adjusted income; properly
attributed allowances for expenses; and, where the family Is responsible for utilities under the lease, the PHA used the appropriate utility allowances for
the unit leased in determining the gross rent for (check one):
PHA Response [ZJ At least 90% of files sampled D 80 to 89% of files sampled D Less than 80% of files sampled
Utility Allowance Schedule. (24 CFR 982.517)
The PHA maintains an up-to-date utility allowance schedule. The PHA reviewed utility rate data that it obtained within the last 12 months, and adjusted
its utility allowance schedule if there has been a change of 10% or more in a utility rate since the last time the utility allowance schedule was revised.
PHA Response Yes No D
HOS Quality Control Inspections. (24 CFR 982.405(b))
A PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, which met the minimum sample size required by
HUD (see 24 CFR 985.2), for quality control of HOS inspections. The PHA supervisor's reinspected sample was drawn from recently completed HOS
inspections and represents a cross section of neighborhoods and the work of a cross section of inspectors.
PHA Response Yes [ZJ No □
6. HOS Enforcement. (24 CFR 982.404)
The PHA's quality control sample of case files with failed HQS inspections shows that, for all cases sampled, any cited life-threatening HQS deficiencies
were corrected within 24 hours from the inspection and, all other cited HOS deficiencies were corrected within no more than 30 calendar days from the
inspection or any PHA-approved extension, or, if HQS deficiencies were not corrected within the required time frame, the PHA stopped housing assistance
payments beginning no later than the first of the month following the correction period, or took prompt and vigorous action to enforce the family obligations
for (check one):
PHA Response At least 98% of cases sampled D Less than 98% of cases sampled
Previous edition is obsolete Page 1 of 4
form HUD-52648 (11/2013)
ref. 24 CFR Part 985
7.
,...,
I ....
Expandi11g Ho~slng Opportunities. (24 CFR 982.54{d)(5), 982.153(b)(3) and (b)(4), 982.301 (a) and 983.301 (b)(4) and (b)(12)).
Applies only to PHAs with Jurisdiction In metropolitan FMR areas.
Check here if not applicable [Z]
(a) ThePHA has a written policy to encouragepartlclpaUon by owners of units outside areas of poverty 9rmlnority concentration which clearly delineates
areas Jn its jurisdiction th1l,t the PHA considers areas of poverty or minority concentration, and which Includes actions the PHA will take to encourage
owner participation.
PHA Response Yes D No D
(b) The PHA has documentation that shows that it took actions Indicated In its written pollcy to encourage participation by owners outside areas of poverty
and minority concentration.
PHAResponse Yes·D No D
(c) The PHA has prepared maps that show various areas, both within and neighboring lts Jurisdiction, with housing opportunities outside areas of poverty
and minority concentration; the PHA has assembled Information about job opportunities, schools and_ services in"these areas; and the PHA uses the maps
and related Information when briefing voucher holders.
PHA Response Yes D No D
(d)-The PHA's Information packet for voucher holders contains either a list of owners who are willfng to lease, or properties.available for lease, under
the voucher program, or a list of other organizations that will help families find units and the list Includes properties or organizations that operate outside
areas of poverty or minority concentration.
rHA Response Yes D No D
(e) The PHA's lnformaUon pa_ckellncludes en explanation of how portability works and Includes a list of neighboringPHAs with the name, address and
telephone number of a portability contact person at each.
PHA Response Yes D No D
(f). The PHA has analyzed whether voucher holders have experienced difficulties Jn findlng,houslng outside areas of poverty or minority concentration
and, where such.difficulties were found, the PHAhas considered whether it Is appropriate to seek approval of exception payment standard amounts in
any part of its Jurisdiction and has sought HUD approval when necessary.
PHA Response Yes D No D •
8. Payment Standards. The PHA has adopted current payment standards for the voucher program by unit size for each FMR area.In the PHA jurisdiction
and, lfapplicable, for each PHA~deslgnated part of an FMR area, which do not exceed 11 O percent of the current applicable FMR and which are not
less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503)
PHA Response Yes [Z] No □
Enter current FMRs and payment standards (PS)
0-BRFMR 510 1-BRFMR 513
PS 535 PS 564
2-~R' FMR __ 6_8_1 _
PS __ ~7~4=9 __
3-BR FMR-_9_1_6_
PS ___ 9"'"'6""'1'-----
4-BR FMR __ 94_7_
PS ---=994:c.:,_ __
"If the PHA has Jurisdiction In more than one FMR area, and/or If the PHA has established separate payment standards for a PHA-deslgnaled
part of an FMR area, attach ~linllar FMRand_ payment standard comparisons for each f;MR area and designated area.
9. Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516)
PHA Response Yes[ZJ No □
1 O. Correct Tenant Rent Calculations.· The PHA correctly calculates tenant.rent in the rental certificate program and the famlly rent to owner in the rental
voucher program; (24 CFR 982, Subpart K)
PHA Response Yes [ZJ No D •
11. Precontract HQS Inspections. Each newly leased unit passed HQS inspection before Iha beginning dale of the assisted lease and HAP contract (24 CFR
982:305) •
PHA Response Yes [ZJ No □
12. Annual HQS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a))
PHA Response Yes [Z] No □
13. Lease•Up. The PHA executes assistance contracts on behalfof eligible families for the number of units that has been under budgetfor at least one year,
PHA Response Yes [ZJ No □
14a. Family Self-Sufficiency Enrollment. ThePHA has enrolled famif!es In FSS as required. (24 CFR 984.105)
Applies only to PHAs required to administer an Fss:prog"ram.
Check h~re If not appUcable [Z]
PHA Response
a. Nu mberof mandatory FS S slots {Count units funded under the FY 1992 FSS Incentive awards and In FY 1993 and later
through 10/20/1998, Exclude units funded in connection with Section 8 and Section 23 project-based contract
terminations; public housing demollllon, disposition_ and replacement; HUD multifamily property sales; prepaid or
terminated mortgages under sectron 236 or section 221 (d)(3);· and Section 8 renewal funding, Subtra"ct the number of
farilflles that successfully completed their conlracts,on or after 10/21/1998.) •
or, Number of mandatory FSS slots under HUD-approved exception
Previous edition Is obsolete Page 2 of 4
form HUD-52648 (8/2000)
ref. 24 CFR Part 985
b. Number of FSS families currently enrolled
c. Portability: If you are the initial PHA, enter the number of families currently enrolled in your FSS program, but who
have moved under portability and whose Section 8 assistance is administered by another PHA
Percent of FSS slots filled (b + c divided by a)
14b. Percent of FSS Participants with Escrow Account Balances. The PHA has made progress in supporting family self-sufficiency as measured by the
percent of currently enrolled FSS families with escrow account balances. (24 CFR 984.305)
Applies only to PHAs required to administer an FSS program .
Check here if not applicable
PHA Response Yes O No □
Portability: If you are the initial PHA, enter the number of families with FSS escrow accounts currently enrolled In your
FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA
Deconcentration Bonus Indicator (Optional and only for PHAs with jurisdiction in metropolitan FMR areas).
The PHA is submitting with this certification data which show that:
(1) Half or more of all Section 8 families with children assisted by the PHA in its principal operating area resided in low poverty census tracts at the end of the last
PHA FY;
(2) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA's principal operating area during the last PHA FY
is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the last
PHA FY;
or
(3) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA's principal operating area over the last two
PHA FYs is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the
end of the second to last PHA FY.
PHA Response Yes O No [ZJ If yes, attach completed deconcentration bonus indicator addendum.
I hereby certify Iha!, lo the best of my knowledge, the above responses under the Section 8 Management Assessment Program (SEMAP) are true and accurate
for the PHA fiscal year indicated above. I also certify that, to my present knowledge, there is not evidence to indicate seriously deficient performance that casts
doubt on the PHA's capacity to administer Section 8 rental assistance in accordance with Federal law and regulations.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
E,rnc,h,e~~ J-....t} Ch,;"''1°"· Boacd of Comm;,s;oc,,s, ,;goal"" ~~~7. "5C::1...,..,=-, '7:Jc;J., i-,f.J...,J(
Dale (mm/dd/yyyy) 03/23/2017 o':te (mm/~yyyy) 03/23/2017
The PHA may include with its SEMAP certification any information bearing on the accuracy or completeness of the information used by the PHA in providing its
certification.
Previous edition is obsolete Page 3 of 4
form HUD-52648 (11/2013)
ref. 24 CFR Part 985
2017 MCPP Allocations to Applicants
Participant Name (County) Amount Allocated
Albert lea/Freeborn County $ 481,269.09
Alexandria, City of $ 209,520.58
Anoka County $ 5,416,091.36
Blue Earth County $ 1,039,419.99
Bluff Country HRA (Fillmore and Houston) $ 622,185.04
Breckenridge, City of $ 100,000.00
Carver County $ 1,551,740.22
Chippewa County $ 190,311.91
Ch isago County $ 853,348.75
Clay County $ 976,626.64
Cloquet, City of $ 192,730.67
Crow Wing County $ 997,044.69
Grant County $ 100,000.00
Headwaters Regional Development Commissi on
(Beltrami, Clearwater, Hubbard, Lake of the Woods, Mahnomen) $ 1,330,864.06
Hennepin County $ 12,709,229.57
Kand iyohi County $ 667,670.16
McLeod County $ 564,323.43
Mower County $ 615,384.26
North Mankato, City of $ 215,002.04
NW MN Multi-County HRA
(Kittson, Marshall, Norman, Penn ington, Polk, Red Lake, Roseau) $ 1,351,517.70
Olmsted County $ 2,377,728.79
Otter Tail County $ 905,917.37
Owatonna/Steele County $ 576,542.85
Ramsey County $ 3,664,631.22
Red Wing, City of $ 259,686.16
Rice County $ 1,027,498.99
Scott County $ 2,212,970.85
SE MN Multi-County HRA
(Goodhue, Wabasha, Winona, excluding Red Wing and Winona) $ 1,176,063.85
Sherburne County $ 1,335,057.62
St. Cloud, City of $ 1,052,471.83
St. James, City of $ 100,000.00
St. Louis County $ 3,147,222.18
Stevens County $ 153,983.49
SW Regional Development Commission
(Cottonwood, Jackson, Lincoln, Lyon, Murray, Nobles, Pipestone, Redwood, Rock) $ 1,849,608.13
Swift County $ 147,025.65
Washington County $ 3,942,489.44
Winona, City of $ 433,349.51
Wright County $ 2,063,180.91
Total $ 56,609,709.00
MCPP Income Limits as of 5/1/15
Area 1-4 Person 5 Person 6 Person 7 Person 8 Person 9 Person 10 person
Metro $69,300 $75,500 $81,700 $87,900 $94,100 $100,300 $106,500
Rochester $65,400 $71,600 $77,800 $84,000 $90,200 $96,400 $102,600
Balance of State $62,000 $68,200 $74,400 $80,500 $86,700 $92,900 $ 99,100
*Income Limits are subject to change. Participants will be notified if income limits change.
Lender Name Phone Email
Ottertail County
Bell State Bank & Trust -Fergus Falls 218.998.5607 bheinen@bellbanks.com
Bell State Bank & Trust -Pelican Rapids 218.863.4590 pwa ller@bellbanks.com
Bremer Bank -Fergus Falls 218.998.6606 rlmeisch@bremer.com
Bremer Bank -Perham 218.346.1302 dmanstadt@bremer.com
First National Bank of Henning 218.583.2933 josh.rud@fnbhenning.com
Program
OTC Tax Levy-Homeowner (2017)
Only TLC Projects
L.everaged'w/ SCDP Projects
TOTAL2016
OTC Tax Levy-Rental (2017)
SCDP: Pelican Rapids (CLOS.ED)
SCDP: New York Mills (CLOSED)
SCDP: Fergus Falls (20 homes)
SCDP: Rothsay/E[izabeth (8 home~)
SCDP: H~nning (17 Homes)
SCDP: Henning Rental Rehab
SCDP: Henning Commercic;ll Rehab
SCDP -Preliminary Propc,>sals
MHFA Deferred Loans -20;1. 7
2017 Economic Development
2016 Economic Developrnent
HRA_ Revolving Relit Rehab Loan (2017)
Fergus Falls and Otter Tail County HRA
Rehabilitc1tion Projects Update
March 1, 2017
Applications Approved Denied Inspected
3 0 0 0
4 4 0 4
7 4 0 4
6 2 0 2
2 2 1 2
3 3 0 3
77 13 13 13
39 8 10 8
22 ~ 1 9
2 2 0 2
7 2 0 2
Dalton -Full Application submitted
0 0 0 0
3 3; () 3
13 ·12 1 12
1 Q d 0
OTC Tax Levy Homeowner,·4 projects still DL!tstanding-2 in construction, 2 apps
Proceed
Issued Complete
0 0
0 0
0 0
0 0
2 2
0 0
ll 8
7 6
1 0
0 0
1 0
0 p
1 0
12 10
0 . 0
OTTERTAIL COUNTY PUBLIC HOUSI G
F Al\1IL Y UNITS
BOARDREPOR
13 Family units
December 2016
Rents Payable $1,70 1.00
Rents Collected $1 ,825.00
Late Fees Charged $ 0.00
Late Fees Collected $ 14.00
Late Fees Outstanding $ 0.00
ELI Percentage 80%
-Y Mills 3 BR move out 11-30-16 -lease signed 12-9-l 6 ~ ., -
Waiting List
2 Bedroom 15
3 Bedroom 14
4 Bedroom 3
H :\Users\Pam\Board Reports\OT County -Board Report.doc
OTTERTAIL CO TY PUBLIC HO
Rents Payable
Rents Collected
Late Fees Charged
Late Fees Collected
FAMILY UNITS
BOARD REPORT
l3 Family unit
January 2017
$1 ,773.00
$2,167.00
$ 0.00
$ 0.00
Late Fees Outstanding $ 0.00
ELI Percentage
,v '( M -C&!-r-. ~s c.. -:i:-'""'
L....\s o-t ~~ ... ~~
Waiting List
2 Bedroom 18
3 Bedroom 18
4 Bedroom 4
MN177 HCV Leasing and Spending Projection
--,.,r.:; B C 0 e F G H I J K L " N 0 p 0 R
ACC Units Vouchers Other Planned New Leasing Leased units: HAP Expense: CumulaUve Cumul1Uve ACTUAL Issued, or additions or Estimated PUC Actual or Manual PUC Monthly ASA 2016 (UMAs) (sea Actual HAP from Issued Actual and Actual and Annual leased EJlglblllty Monthly UML % Leased Units projected to be reductions to Attrition Projected OVerrlde Expended%
A newACC lab) ·" Vouchers ProJocled Projected % Expended 'k
.n. Jan-16 140 118 $36663 11 0 -2.6 118 $36663 $311 84.3% 103.3% 84.3% 103.3%
-3! Feb-16 140 118 $38 582 18 1 -2.6 118 $38582 $327 84.3% 106.0% 84.3% 108.7%
~ Mar-16 140 122 $44 501 5 2 -2.6 122 $44 501 S365 85.2% 112.4% 87.1% 125.4%
A Anr-16 140 124 $41685 3 2 -2.8 124 $41885 $336 88.1% 113.7% 88.6% 117.4% .1!. Mav-16 140 122 $41885 0 2 -2.7 122 $41 885 S343 88.3% 114.5% 87.1% 118.0%
~ Jun-18 140 115 $39 603 3 1 -2.6 115 $39 603 $344 65.6% 114.0% 82.1% 111.6% .1!. Jul-16 140 112 $35640 4 0 -2.5 112 S35840 $318 84.8% 112.1% 80.0% 100.4%
,22. Aun-16 140 111 S35049 7 1 -2.4 111 $35 049 $316 84.1% 110.4% 79.3% 98.7%
,.ll Scn-16 140 111 $36172 8 1 -2.4 111 $36172 $328 83.6% 109.5% 79.3% 101.9%
.E Qct-16 140 109 S35 016 9 1 -2.4 109 $35 016 $321 83.0'lo 108.4% 77.9% 98.6%
..E. Nov-16 140 107 $35456 3 2 -2.4 107 $35 456 $331 82.4% 107.6% 76.4% 999%
3< Oec-16 140 109 $34,766 2 1 -2.3 109 $34 766 $319 82.0% 106.8% 77.9'11. 97.9% ..... Total 1 680 1,378 $455,018 73 0 13 -JO.! 1378 $455 018 $330 82.0% 106.8" ..!! ~ ' 37 Jan-17 140 105 $34 314 5 1 -2.4 105 $34 314 S327 = 7.5.0'M, 90.5% '75.0% 90 5% ,__
feb-17 140 107 $36 111 14 -1 -2'5 107 $36111 $337 -7s:7% 92.9% 76.4% 95.2% 2!.
~ Mar-17 140 106 $35 751 1 -2.3 106 $35757 S337 75.7,i, 93.3% 75.7% 94.3%
~ Aor-17 140 1 -2.3 105 $35458 $337 75.6% 93.4% 75.1% 93.5%
...!l. Mav-17 140 1 -2.3 104 $34 960 $337 75.2% 93.1% 74.0% 92.2%
..£ Jun-17 140 0 -2.2 102 $34 297 $337 74.8% 92.7% 72.8% 90.4%
~ Jul-17 140 0 -2.2 99 $33 553 $337 74.3% 92.1% 71.0% 88.5%
..!! Auo-17 140 0 -2.2 97 $32 626 $337 73.7% 91.4% 69.5% 86.6%
~ Seo-17 140 0 -2.1 95 $32115 S337 73.0'1(, 90.7% 68.0% 84.7%
~ Oct-17 140 0 -2.1 93 $31419 $337 72.4% 89.9% 66.5% 82.9%
..£ Nov-17 140 0 -2.0 91 $30739 $337 71.7% 89.1% 65.1% 81 .1%
~ D•c-17 140 0 -2.0 69 $30073 S337 71.1% 88.3% 63.7% 79.3%
~ Total 1.680 318 $106. 182 19 0 5 -26.3 1 194 $401622 71.1" 88.3"
~ -·--· Leasing _____ Spending v. Funding
.1!.. ll) . --------·-----·------·-140 sso,ooo -18 ----------120 $45,000 52 16 -~~--/"----$40,000 14 >----100 ... .,..,, ......... _.,,, ..ll "' --,! $35,000 --.. -------ei 12 -·-. ----->------80 C i $30,000 .M. C: 10 -----------------. -----------:s: --g I -60 c;; :l $25,000 -----·---· --.. -"' .. ·------.!! ~ ' --Hl re, -dl -11=U-f t 40 ~ $20,000 ------------------------,..!!!. • --g $15,000 2 f---"' ---20 f~ ni lil ::;; .ll 0 •-" • 0 $10,000 ----------------· . --
,..!!!. ~-1:-1:-s-., .. ~ ,f':-1:.t': -1":-1--:.f:-1--~--/--:-1:-1:-1◊ ~:-1--:-1.~:-1:-1~:-1~◊ ~.ooo ----------.. ----
~ ~ ~ ,_ .., ' ' $0
~~?.~?.~~~~~~~~~~0~~~~~\~<;i~~t~~ ~ ~oo~~~~~ ?.?.~?a~?a~~ o~~?.?.?. ~~~~~~~~~~~~~~~~~J~~~~~~ L.!l Vouchers Issued or projected to be Issued -Profected New Lu.sine from luued Vouchers ... Ae1:u1I or Projected Units Lu.sed ~ ~ ~ ~ ~ ~
-Estimated or Actual HAP -Monthly ABA and Combined HAP Reserves -MonthlyABA
:H •• Comments =II FINANCIAL: Beginning Year Cash (VMS) of SS0,720 compares to Beginning Year NRP (VMS) of $-1,793. Note Negative UNP or S-241,988. VMS C■sh & Investments or $23,547 compares to VMS NRP plus UNP ot S-20,419. I I
HUO 311512017
...1..
..!..
.2..
4 -
..!.
..!!..
.2.
..!.
..1..
hl2.
..11
12 -
13 -
...!.i
,-.1!
...1L
,...!i Wi
20 21
A
I
a I C D I
PHA Name I : '~~~R TAIL COUNTY HRA :.1
Calendar Yoer
Boglnnlng ACC
# Vouchers
lnl!W.Jll!.
E.'!ll!!inlL.
[nel or(sel)
OFFSET of HAP
Reserve
~
E!!ill!i!l.9.
?:l<>:t,: ACC !.!□Its
E!!l!!!ln9
Total ABA
Funding
Provided
PHA Income
Total Cash-
Supported Prior
Yeor-End
Roservas
Total Funding
Ava!!ablo
HUD
ACC and Fundlna rnrormaUon
Cum,ntYear Y•ar2
2016 2D17
140 14D
$417,024 $4~5,018 -
.$0, ! ,-,1~'1"'-'.,.· : .. •
$8,963
$0 so
·-.
".J425,9B7 --$455,010 . -_ _, __ -. ,. . ,, . .. ~
$0
.. •--·
$57,8-45. $2B,814
. -
$~93,B32
E I F I
PHANumbar MN177 I
Year3
2018
140
$401,622
.$0
SD
$401,622
$82,210 •
--
$483,832
MN177 HCV Leasing and Spending Projection
(l H I I I
utlllzat1on Report: 1
Funding ProraUon wavers
Years 2 & 3 Re-
Benchmarking
Proration
Years 1 & 2
Admln Foo
Proration
100.Do/,
B4,0o/,
Years 2 & 3 Offset (OpUonall
Offset¼
(Jlrolocts cYE
increased , ___ , __ , 0.0'/,
Prorated Funding Ellglblllty_ L•vel
(lncluding any Offoet) •
$425,9B7
Averrg; MiJnlh1;·
Fu~dlng ~·
Eliglblllty
HUD-Held Reconcmat!an Cash Sufficiency Check
(With Une Rererenco lo FM D Letter)
HUD-
estabITshed
CYEHHR IIIM~,,
HUo-esUmated
Not Excess
Cash (Lina 24)
$54,320
$3,525 $50,720
J I
~! §.~.'i!_~ :.111
Suceoss Rate
K L I M
.., .... v. 'JlltrZB /011 KOJ)Qrt:.,Juno :l01~
Access Addrtlcna!ToafJ ~ I ~ Dlsclarme.r fl
Program ProjocHon Var!ables
203/o Annual
Turnovor rate 26.0o/,
N
Tim• from Issuance to HAP
EffocUve Da!e
% lonsed In 30
days
¾ leased In 30
to 60 days
¾ leasod In 60
to 90 days
% loasod In 90
to 120 days
% loasod In 120
10150 days
12,31,2015
Roconcjllatjon
HUD•
established
CVEHHR Ill fan ~,I
PHA-Hold Cash
12/31/2015
(VMS)
25% 2.20
40%
25%
10%
Do/,
Avuag& monlhl
.,.. • rrotn ls:sb8"Ca 1.-o
~ ~~ct;c~ 0_11~
Bcginnlng Ycor Tuite,
Monthty ABA minus HAP Exp
Ac:lmlnlstratlve Foes
Analysis
I
HUO•
Raconc/Jod
(Llne34)
HUD-
Reconcl/od
(Cash Capped)
<c 7, 2DO UMLs > 7,200 UMls {>
Lower or
H171117
(Override ......... ,_,
HUD-
Reconciled
Excess Cash v
PHANRP
$57,B45 $105,040
$57,845
[$1,793) <PHA-R.e-partec!"
121l1!2DH .N.RP
i-lUD--E1tlmottd
1213111013 ixcias.-
c1111h:,,
Lower er
H11nn
(Override 1 .... ,, ... ,_,
$3,525
Page 1
(<c 600 Unl!s)-600 unll•I •
no proration no proration
SSS.97 $52.23
0 p 0
[ Print I] l'IIYl"h Q~ 111~'r-iUlrl'~
Leasing and Spending Outeomas:
Currant and Following Year PrcJecUons
2016
UMl.% or ACC
rUMAl 82.D'/,
HAP Exp as o/, 94.0% All Funds
HAl'Exp •• o/,
!006.83/,) of Ellglbillty
only -
Projected 12131
Total flAP $28,814
Reserves
HAP Reserves
as¾ of ABA 6.9K
(Start; 13.6K)
Potential 0 Terminations, ----
$3,396 Surplus
2016
Admin Fees
Eamed [PY: $62,931
$60;290)
&pense $139,578
2017 ,
71.13/,
-83,0¾
8B.3o/1 ~ .
,_
$82,210 .
18.1%
0
fl Months NRP
wmcove,Yr3
Monthly deficit
2017
$54,27:2, •
$135,9J2-
3115/2017
R
I
EOMHHR
2016/2017
6 118 35 787
F 91 118 $34 315 $35 291
101 4 122 $34 315 $35 291
S37 293 92 124 $34 971 $37 293
$39 354 31 122 34 971 39 354
$35 829 74 115 $34 971 $36 829
549 $39 354 14 '5 112 $43 934 $39 364
835 05 0 111 1 S34 971 $49 564
s,, 3301 4 2 2 111 $34 971 $4 274
2 4 0 109 34 762 $42 274
No 030 4 8 107 $0 $35 904
De 478 4 6 109 $0 $35 904
16 $36 447 $36 447
SJ6 447 $36 447
S34 844 34 844
$34 884 $34 884
$34 884 $34 884
34894 so $34884
$464109 356 483 $464 109
= HUDCAPS Data
Cateaoivl Amount I Comments
Prooosed Advance:! (S141721 I Save and Submit
Adlustments Carrv Forward?
Prk>r Pertod $0 AddiUonal Information
HUD $0 HHR/Current BA Available? t
Fronttoad Reauest to OPS? I
PHA $0 Referral to FO or SPT?I Date I
Additional Disbursement Needed?! No I
Actual Advance: $0
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
JANUARY & FEBRUARY, 2017
Annual Recerts
Interim Recerts
Ports-In/Billing
Ports-In/ Absorbed
Ports-Out/Billed
Ports-Out/ Absorbed
Ports Out/End Participation
End Participation
Shop Mode/ ARS
New Admissions
Waiting List/To Date
Vouchers Issued/Current
Applications 1/P/Current
Ports In Pending
Ports Out Pending
Ports Out Paid
Ports Receivable
In-House Transfers
ELI%
10
8
0
0
3
0
0
7
1
7
129
16
2
1
0
4/$4355; 6/$5692
0
1
HRA Office
11 51 Friberg Ave
Fergus Falls MN 56537
218-739-3249
0
£OVAL HOUSING
OPPOATUNIH'
Fergus Falls/Otter Tail County HRA
Housing & Red evelopment Authority
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls M N 56537
218-739-9498
TO:
FROM:
DATE:
SUBJECT:
E LOSURE:
MEMO
Board of Director , tter Tail ounty HRA
Jeffrey Gaffaney, xecutive Director
April 13 2017
Meeting to be held Thursday, Apri l 20, 2017 at 10:00 a.m.
at the HRA Office, 1151 Friberg Aven ue, Fergus Fall , MN, 56537
Regular Minutes of the Mar h 23, 2017 Meeting
Public Hou ing Policy Changes
AGENDA
1. Chairperson -all Meeting to Ord er
2. Ap~ro al oJMinutes
3. Exx~ive Director
A. clministrative Expen e Fsisn.~and March 2017
B. ve tment Listing
C.~ Fiscal Audit, May 17-19
D. ection 8 an d Publi Housing Policy Changes
4. Reh,i{ pecialist -Mikel Olson AJ;:~~ Levy Update
B -~. x Levy Rental Update c .✓icDP Update -All ities
D. MHFA Update
5. Housjftg Adrnini trator -Mary Jo chwarz
A.~~tt,e Tail aunty ection 8 pdate
6. Hou • g Manager -Pam Minten
A. ublic Hou ing Program Update
PLEASE CALL IF YOU ARE UNABLE TO ATTEND!
H:\Users\JEFF\AGENDA OTC 3-16-2017.doe Pi\!l.C I of I . . . _______________ Pro viarng Housing Opportunrt,es
The Otter Tail County HRA Board of Commissioners met in a regular meeting on, March 23 , 201f 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
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 December 15, 2016 regular meeting.
A February meeting was not conducted due to the absence of Executive Director, Jeffrey Gaffaney.
Ml Bob Maki S/ Ralph Hemmerlin
Jeffrey stated that this meeting is the annual meeting for 2017 thus appointments and designations for the
upcoming year need to be made.
A motion was made and seconded with all ayes to designate Scott Rocholl as Chairperson.
M/ Robert Bigwood S/Bob Maki
A motion was made and seconded with all ayes to designate Robeti Bigwood as Vice Chairperson.
MJ Scott Rocholl S/ Dave Johnson
A moti on was made and seconded with all ayes to designate Bob Maki as Secretary.
M/ Robert Bigwood S/ Ralph Hemmerlin
A motion was made and seconded with all ayes that the Fergus Falls Daily Journal remains the legal
pub I ication for the year 2017.
M/ Robert Bigwood S/ Bob Maki
A motion was made and seconded with all ayes to designate Security State Bank, in Fergus Falls as depository
for the year 2017.
M/ Scott Rocholl S/ Robert Bigwood
A motion was made and seconded with all ayes to appoint the legal firm of Cline, Larsen & P.A. for the year
20 17. The individual attorney from this firm would be J.J. Cline.
M/ Robert Bigwood SI Scott Rocholl
H:\Users\KIM\Minutes\2017 minutes\rninutes -otc March 2017.doc
·-/
Per diems 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 di ems remain at $75 .00 for the year 2017.
Ml Dave Johnson S/Bob Maki
The mileage reimbursement rate currently approved by the IRS is .535 ¢ per mile. This rate is a half of a
cent decrease from January 1, 2016. A motion was made and seconded with all ayes to decrease the
mileage reimbursement to .53 .s ¢ per mile for 2017.
Ml Robert Bigwood S/ Dave Johnson
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 2017. All meeting times are at 10:00 a.m. at the HRA
office.
Ml Bob Maki S/ Ralph Hemmerlin
The administrative expenses were reviewed for the months of December 2016, January and February
2017. A motion was made and seconded with all ayes to approve the expenses.
Ml Bob Maki SI Robert Bigwood
The Investment Listing was reviewed; one certificate was renewed at the end of December, the only other
changes were the balances of the checking and savings accounts as of March 23, 2017.
Resolution #117, SEMAP Certification needs to be completed once every 2 years. This certification is a
self-graded assessment of Section 8 Program management that is submitted to HUD and checked by our
auditors. A motion was made and seconded with all ayes to approve Resolution # 117.
Ml Ralph Hemmerlin S/Bob Maki
MHF A 2017 MCPP application update; we have responded with an email that we are interested in
applying for 2017. Funds become available around April of 2017. Ottertail County will only be allowed
the amount of $297,412.00 in the year 2017. This funding is specifically for the First Time Homebuyers
program.
There is nothing new to report on for the 2016 Capital Fund Program.
Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail
CountyHRA.
2017 Otter Tail County Tax Levy Homeowner program update; no activity.
TLC Projects; 3 applications have been received, none have been approved, none were denied.
Projects leveraged with SCDP: 4 applications were received, 4 applications were approved, none were
denied, 4 have been inspected, none are in progress and none are complete.
2016 Otter Tail County Tax Levy Homeowner totals: 7 applications have been received, 4 have been
approved, none were denied, 4 have been inspected, none are in progress and none are complete.
H:\Users\KIM\Minutes\2017 minutes\minutes -otc March 2017.doc 2
.,,. ":I
...
2017 Otter Tail County Tax Levy Rental program; 6 applications have been received, 2 were approved,
nohe were denied, 2 were inspected, none are in progress, and none have been completed.
SCDP: Pelicelll Rapids Commercial Program update; 2 applications have been received, 2 were approved,
1 was denied, 2 were inspected, 2 are in progress, and two have been completed.
SCDP: New York Mills Program update; 3 applications have been received, 3 were approved, none were
denied, 3 were inspected, none were in progress, and.none were completed.
SCDP: Fergus Falls Homeowner Program update; 77 homeowner applications have been received, 13
have been approved, 13 were denied, 13 have been inspected, 11 are in progress and 8 are complete.
SCDP: Rothsay/Elizabeth Homeowner Program update; 39 homeowner applications have been received,
8 have been .approved, 10 have been denied, 8 have been inspected, 7 are in progress and 6 are complete.
SCDP: Henning Homeowner Program update; 22 homeowner applications have been received, 9 were
approved, one was denied, 9 have been inspected, one is in progress and none have been completed.
SCDP: Henning Rental Program update; 2 applications have been received, 2 have been approved, none
have been denied, 2 have been inspected, none are in progress, and none are complete.
SCDP: Henning Commercial Program update; 7 applications have been received, 2 have been approved,
none have been denied, two have been inspected, one is in progress, and none are complete.
SCDP: Dalton Homeowner Program update; the full application was submitted. The HRA should know
by May or early June if the Fergus FaHs/ Otter Tail County HRA was accepted for the grant.
2017 MHFA Deferred Loans update; no activity.
2017 Economic Development Program update; 3 applications have been received, 3 have been approved,
none were denied, 3 have been inspected, one is in progress, and none are complete.
2016 Economic Development Program update; 13 applications have been received, 12 have been approved,
1 was denied, 12 have been inspected, 12 are in progress, and 10 are complete.
2017 HRA Revolving Rent Rehab loan program update; I application has been received, none have been
approved, none were denied, none were inspected, none are in progress and none are complete.
One year ago the board of directors discussed the old creamery building in Dent as a possible 10 unit
rental project. Since then there has been a change of ownership and a slightly different design idea to
create a 12 unit space (approximately 700 sq. ft. each). The owner has questioned what his maximum
amount could be for borrowing. The board discussed his options in depth. This project will correlate with
the plans of the future Shooting Star Casino's; which is tentatively scheduled to open the Fall of 2018.
Mikel discussed the topic of student built housing with the board of directors. He met with the instructors
about prices, buyer interest and other building details. Currently there are three high schools in Otter Tail
County that are building homes. The schools will be accepting floor plans in April for the house that tht!y
will build during the 2017-2018 school year. These homes are roughly 1400 sq. ft. with offers typically
starting around $50,000.00 -$60,000. Ideas were discussed with the board on how this school program
H:\Users\K.IM\Miimtes\2017 miriutes\rninutes -ate March 2017 .doc 3
could be affiliated with the Rehab Department. One thought was possibly doing a project in Dalton. The 9
unit trailer park in Dalton was recently sold to the city. Five of the nine homes are in bad shape. The HR.A
partnered with the City in the acquisition in hopes for development. The city council and mayor would
really like to see a duplex put in after the park was cleaned up.
Tanya Westra, Rehab Coordinator reminded the Board of Directors about the Tri-City Invitation that was
mailed to them. The HRA set up a guest speaker to present during the Tri-City's annual meeting at
Thumper Pond in Ottertail. This event was initially set up to be a 50 person event, but the interest has
been so good it is more like a 100 person event. A guest speaker along with hors d'oeuvres is planned
specifically to create more interest and break traditional city government meeting format. HRA has a goal
of creating more interest for community development for housing in these areas.
Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program there
were 105 leased and HAPS totaling $34,314.00 for the month of January. In February there were 107
leased and HAPS totaling $36,111.00. The combined totals for January and February activity were 10
annual re-certifications and 8 interim re-certifications. 7 participants ended participation and there were 7
new admissions. There are 129 families on the waiting list. 16 vouchers were issued, one is in shop
mode, and 2 applications are in progress. There was 1 port-in and no ports-out pending. There were 4
.ports out paid totaling $4,355.00 in January and 6 ports out paid totaling $5,692 in February. The ELI
percentage was 50%.
Pam Minten, Housing Manager, reported that rents payable for Public Housing for December 2016 were
$l,701.00 and $1,825.00 was collected. There were no late fees charged and $14.00 was collected. There
were no outstanding late fees. There were 15 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 80%. There was
activity in New York Mills in December with a tenant that moved out on November 30th and the unit was
reoccupied on December 9th.
In January 2017 rents payable totaled $1,773.00 and $2,167.00 was collected. There were no late fees
charged or collected. There were no outstanding late fees. There were 18 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. Pam also terminated a lease on the 3 bedroom unit. The tenant left a lot of his personal items. This
unit will take a lot of time to clean. The HRA legally needs to keep/store the items for 28 days.
Our next meeting will be held on Thursday, April 20, 2017 at 10:90 a.m.
There being no further business, a motion was made to adjourn the meeting at 10:57 am.
Ml Bob Maki S/ Ralph Hemmerlin
Robert Maki, Secretary Date
H:\Users\KIM\Minutes\2017 minutes\minutes -otc March 2017.doc 4
OTTER TAIL COUNTY BRA EXPENSES
FOR THE MONTH OF.MARCH, 2017
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. $
Otter Tail Power Co. .$
Great Plains Gas Co. $
Toutges Sanitation $
Waste Management $
Home Depot $
URP $
URP $
RHR $
lvfNNAHRO $
N.F. Field Abstract $
URP $
Bjorn's Htg. & AIC $
Mark Gaworski-Accounting Fees $
Networks for Hire $
Dave Johnson $
Scott Rocholl $
Robert Bigwood $
Robert Maki $
Ralph flemmerlin $
Salaries $
H:\UserslJEFF\OTC HRA EXPENSES OTC Jan 2017
450.00
2,100.00
1,200.00
225.00
200.00
400.00
150.00
241.92
27.90
174;95
131.63
504.36
303;00
742.21
881.16
952.33
56.53
52.00
114.55
269.24
200.00
100.00
96.00
391.03
255.00
100.00
68.25
2,100.00
200.00
101.75
87.84
75.00
133.85
128.50
14,048.60
April 20, 2017
FINANCIAL FUND
INSTITUTION
CERTIFICATES
Security State Bank • OTCTax
Fergus Falls Le~
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-HOMEAccount NOW Account
H:\Users\JEFF\INVESTMENT LISTINGS\2017\invest list otc -March 20 I 7 .doc
OTTER TAIL COUNTY HRA
INVESTMENT LISTING
DESCRIPTION PRINCIPAL
Money Market · 300,752.53
Certificate #215353
Weekly Money $19,868.01
Market Savings
Commercial Money $7,051.54
Market
$57,188.77
$8,001.52
$24,805.44
$218,418.95
$832.32
I.D. # 41-1518930
INTEREST INTEREST PURCHASE MATURITY
RATE PAID DATE DATE
.25% Maturity Renewed
Automatic Deposit 12/28/16 06/28/17
.05% Monthly Account
#9312-004634
.05% Monthly Account
#9312015673
.
. .
Otter Tail County Public Housing
ACOP (Admissions and Continued Occupancy Policy) and LEASE
PROPOSED CHANGES April 2017:
POLICY CHANGES:
11.2 ANNUAL INCOME
Annual income does not include the following amounts specified in the federal regulations currently
found in 24 CFR 5.609:
H. The amounts received from the fo llowing programs:
6. Temporary, nomecurring or sporadic income Qncluding gifts); his specifically includes
temporary income payments from the U. S. Census Bureau, defined as employment lasting no
longer than 180 days per year and not culminating in errnanent emp loyment;"
LEASE CHANGES:
No changes to the lease
Proposed A COP and Lease changes effective July 1, 2017 for present residents, effective immediatelvfor new
residents.
We will not be making anv decisions on this information at this time, however we thought it
necessarv to bring it to vour attention and get vour thoughts on it. (Information received from
the Schiff Group)
No Smoking Policy
On December 5, 2016, HUD published the Final Rule Instituting Smoke-Free Public Housing
The 15 page Final Rule can be summarized by this quote: "The flexibility inherent in the rule allows PH.As to
im lement their smoke-free olicies in a way that does not violate the standards established in the final rule.
The rule also gives PHAs the flexibility to limit smoking to DSAs, which may include
partially enclosed structures, to accommodate residents who smoke."
There really is a lot of fl exibility in this area and no one sample No Smoking Policy can be drafted that will
work "as is" for every housing authority. Each property, let alone each agency, is unique. We recommend that
all residents be treated equally if you have multiple sites. The one thing that will obviously be different is the
location of a designated smoking area, if you have one.
A few things to keep in mind:
We strongly recommend that you consult with your residents and other interested stakeholders as
extensively as possible about this issue and get their input before taking this policy to your Board.
We believe this is a significant amendment to your Agency Plan and you should go through the
prescribed resident consultation process.
Consult with your local attorney and verify that you are not violating a state or local law with your policy
and/or lease. We cannot customize a national sample policy with every jurisdiction.
Be realistic about the penalties you impose for violations of this policy. Be prepared to do what you say
you are going to do.
Have each head of household or adult sign a paper stating that have read and understood the No Smoking
Policy.
If you designate a smoking area, consider covering the area and providing seating for smokers. Partially
enclosed structures and seating are not required by HUD. A designated smoking area must be accessible to
persons with disabilities.
Discuss a premium reduction with your property insurer.
Remember that residents are allowed to use the informal grievance and formal grievance process in the
case of disputes.
We suggest you not implement this overnight but give smokers some time to adjust. The Rule requires
yow-No Smoking Policy to be fully implemented by Jul y 30, 2018.
Program
OTC Tax Levy -Homeowner (2017)
Only TLC Projects
Leveraged w/ SCDP Projects
TOTAL2016
OTC Tax Levy -Rental (2017)
SCDP: Pelican Rapids (CLOSED)
SCDP: New York Mills (CLOSED)
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 -2017
2017 Economic Development
2016 Economic Development
HRA Revolving Rent Rehab Loan (2017)
Fergus Falls and Otter Tail County HRA
Rehabilitation Projects Update
April 1, 2017
Applications Approved Denied Inspected
12 1 1 0
4 ~· 0 4
7 4 0 4
Q 2 0 2
2 2 1 2
3 3 0 3
77 13 13 13
39 8 10 8
22 9 2 9
2 2 0 2
7 2 0 2
Dalton -Full Application submitted
0 0 0 0
3 3 0 3
13 12 1 12
1 a 0 a
OTC Tax Levy Homeowner, 4 projects still outstanding -2 in construction, 2 apps
·proceed
Issued Complete
0 0
4 0
.4 0
0 0
2 2
0 a
11 8
7 6
3 0
0 a
1 0
a a
1 a
12 10
a a
A
..ll
.fil.
MN177 HGV Leasing and Spending Projection
B
201 6
Jan-16
Feb-16
Mar-16
Anr-16
Mav-16
Jun-16
Jul-16
Auo-16
Seo-16
Oct-16
Nov-16
Dec-16
Tore/
Jan-17
Feb-17
Mar-17
Aor-17
Mav-17
Jun-17
Jul,17
Aua-17
Sen-17
Oct-17
Nov-17
Oec-17
Total
20
18
16 -
C
ACC Units
(UMAs) (see
newACC tab)
140
140
140
140
14-0
140
140
140
140
140
140
140
11580
140
140
140
140
140
140
140
HO
140
140
140
140
1680
D
ACTUAL
Leased Units
118
118
122
124
122
115
112
111
111
109
107
109
1378
105
107
r 100
-...,uo
426
E F G
Vouchers Other Planned
Issued, or additions or Actual HAP projected to be reductions to
S36 663
538 582
$44 501
S41 685
S41.885
$39 603
S35 640
535,049
S36 172
S35 016
$35.456
S34,766
$455018
$34.314
$36111
'"' ,, 0
$143,300
Leasing
·,.......... 1 ............ ,4 ..... : ...
11
18
3
0
9
2
73 0
14
5
24 0
H
New Leasing
from Issued
Vouchers
0
1
0
13
0
0
0
0
0
0
Estimated
Attrition
-2.6
-2.6
-2.6
-2.6
-2.7
-2.6
-2.5
-2.4
-2.4
-2.4
-2.4
-2.3
-2.4
-2.3
-2.3
-2.3
-2.3
-2.3
-2_3
-2.2
-2.2
-2.1
-2.1
-2.0
-26.9
140
120
--' 100
80
40
20
I o
-Vouchers is.sued or projected to be issued -Projected New leasing from Issued Vouchers -Actual or Pmjected Units Leased
Comments
J
Leased units:
Actual and
Projected
118
118
122
124
122
115
112
111
111
109
107
109
1378
105
107
106
108
107
105
103
101
98
96
94
92
1 223
K
HAP Expense:
Actual and
Projected
$36 663
$38 582
$4A 501
$41 685
$41 885
$39 603
$35640
$35 049
$36 172
$35 016
$35 456
$34,766
$455,018
$34 314
$36111
$35 757
$37118
$36 726
$36,113
$35365
$34 598
$33 849
$33115
$32 398
$31 696
$417159
PUC Actual or
Projected
$311
$327
$365
$336
S343
$344
$318
$316
$326
$321
$331
$319
$330
$327
$337
$337
$344
$344
$344
$344
$344
$344
$344
$344
$344
M
Manual PUC
Override
N
Cumulative
Annual Leased
¾
84.3%
84.3%
85.2%
66.1%
86.3%
85.6%
84.8%
84.1%
83.6%
83.0%
82.4%
82.0%
82.0%
75.0%
75.7%
75.7%
76.1%
761%
75.9%
75.6%
751%
74.6%
74.0%
73.4%
72.8%
72.8%
0
Cumulative
Ellglbllity
Expended %
103.3%
106.0%
1124%
113 7%
114.5%
114.0%
112.1%
110.4%
109.5%
108.4%
107.6%
106.8%
106.8%
90.5%
92.9%
93.3%
94.5%
95,0%
950%
948%
938%
93.1%
92 4%
91.7%
91.7%
p
Monthly UML %
84.3%
843%
87.1%
88.6%
87.1%
821%
80.0%
79.3%
79.3%
77.9%
76 4%
77 9%
75.0%
764%
75.7%
77.1%
76.3%
751%
73.5%
719%
70.3%
68.8%
67.3%
65.9%
a
Monthly ABA
Expend&<f %
103.3%
1087%
125.4%
117.4%
118.0%
111.6%
100.4%
98.7%
101.9%
98.6%
99.9%
97.9%
95.2%
94.3%
979%
96.9%
95.2%
933%
912%
89.3%
87.3%
85.4%
83.6%
Spending v. Funding
$S0,000 r-,---------------------------------~~I
545,000 ~
$40,000 ,_.,
i ~ ' I
] $30,000 -i $25,000
f $20,000
g $15~000
:l': $10,000
$5,000
$0
FINANCIAL: Seginning Year Cash (VMS) of $50,720 compares to Seginnlng Year NRP (VMS) of $-1,793. Note Negative UNP of $-241,986. VMS Cash & Investments of $23,547 compares to VMS NRP plus UNP of $-20,419.
HUO Page 2 4/20l'2017
R
MN1 77 HCV Leasing and Spending Projection
IA 8 I C D I E I F I G I H I I I J I K I l M I N I D I p I a R
~ I Utilization Report: ~· a . vllflf! ,cu rv I G I a
I I I I l ---l I PHA Name QIIliB IM, !.Q!.itlD:'. l!BA PHA Number MN177 II I Disclaimer jl s.. Access Additional Tools
.2.
2.. --
ACC and Funding Information Funding Proration Levels Program Projection Varlablaa Leasing and Spending Outcomes:
• Current and Following Year Projections -Years 2 & 3 Re-Annual Current Year Year2 Year 3 Benchmarking 100.0% ~Y!i!i!!!S Ral! 20% 26.0% 2016 2017
Proration Turnover rate
~
Years 1 & 2 UML%of ACC Calendar Year 2016 2017 2018 Admin Fee 84.0% 82,0% 72.8%
Proration (UMA)
~
Beginning ACC 140 140 140 Years 2 & 3 Offset (Optlonal) Time from Issuance to HAP HAP Exp as% 94.0% 86.2% # Vouchers Effective Date All Funds
,.2... Offset % Joi!.!a!.fil... (protects CYE •1, leased In 30 Averaga months HAP Exrprr as% ~ 106.8% '\ D E.Ynll!!!9. $417,024 $455,018 $417,159 Increased 0.0% days 25% 2.20 from IH\ABOCe lO of Ellgl 91.7%
l!J.tl.2!tlltl HAP Erfocttve Oat• onJ ,_t lo .. tnn\ .-
OFFSET or HAP so so % leased in 30 40% Reserve to 60 days
i..!.
~ Prorated Funding EllglbHlty % leased in 60 Projected 12/31
E!!ru!!!!.!!
$8,963 Level (Including any Offset) to 90 days 25% Total HAP $28,814 $66,673
J2 Reserves
New ACC Units % leased in 90 HAP Reserves
flml!.!!lg $0 so so $425,987 to 120 days 10% as ¾ of ABA 6.9¾ 14.7%
...!l (Sra,v 13.6%)
Total ABA A-•ee Monthly % leased in 120 Pot&ntlal Funding $425,987 $4H,011 $417,159 J!:undlng $35,491 to 150 days 0% Termlna.tlona 0 0
..B Provided Ellglblllty
PHA Income so
...!!
HUD-Held Reconciliation Cash Sufficiency Chee~ 1.U1,1lli_ Bca,tnn.ing Y e3f Three: # Months NRP
Total Cash-(With Line Reference to FMD Letter) B!k2D!=ll!atlQQ MQ0tblY &6& llll□Y~ l:l&P ExQ S3,067 Surplus win cover Yr 3
,..!! Supported Prior $57,845 $28,814 $66,673 Monthly deficit
Year-End HUD-HUD•
Reserves established S54,320 established
CYE HHR CYE HHR
.-11 fl :--..,.,, ill lno "'
HUCH!stlmated PHA-Held Cash Administrative Fees Net Excess $3,525 $50,720 12/31/2015 Analysis 2016 2017
~ Cash (Line 24) (VMS)
Total Funding HUD-HUD· <» 7,200 UMLa > 7,200 UMLs (> Admln Fees
Available $483,832 Ma3,832 $483,832 Reconciled $57,845 $105,040 Roconc/led (<= 600 Units) -600 units) -Earned (PY: $62,931 $55,636
17 (Line 34) (Cash Capped) no proration no proration $60,290) -lower of Lower of
H171117 $67,845 H171117 $55.97 $52 23 Expense $139,576 $135,912 (Override (Override
~ 11. .... =1 ..... , .. , I••••"•~•••
..1! Exnense II/• 221.8% 244.3%
HUD-(S1,793) <PHA-Report-«l MN1 n has a cost per UML of S98.49 Sa!Jert on the R'l0$l receol oNic1a1 (end offiv.al year) rn,K>_ 1V3112015 NRP compared to Its EarnlnglAJML & Size. peer
Reconciled ......... group of S44,84 (a. d1ffecence-of 54.5%) MN177 tt•~ a p,01ected 2016 Cel1,od&f Vear.End (CYE.) UNP c,I
Excess Cash v HUD-Estlrnated and itS state peergroup(of a~ PHAs m the ($280,225) (or-445.3% or CY 2016 Earned Admm F=ee$) and a
12/31'2015 Excess state) of S47 93 (a diUerence ot 51.3%) 2017 CYE UNP of !S360.501) (Qr &-4&% of CY 2017 Earned
~ PHA NRP . $3,525 Ad, f:'eo.1
21
HUD P.age 1 "'20/2017
Additional Disbursement for fiAN177 (OTTER TAIL COUNTY HRA) - FYE 12/31 (Obligations/Disbursements As of August 9, 2016)
Housing Assistance Payments (HAP)
Owner PMA HELD ESTIMATEO HUD HEU)
't:: Category Calculated BOU Actual/Projected Actual/Projected Ksbureements Fraud Recovery/Calcuiated
EDM RNP
Reported EOM EOM RNP
Dfference
Actual/Projected
UMLs
ObRgations (in
HUD'S systems)
Actual/Projected
Begkmlng of Montti RNP DIsbureements
(HIintnPHAI
Expenses (PHA Minus FSS Forfeitures
(VMS)
li
2
BOM HHR Disbursements EOM HHR
Years 2016/2017 2016/2017
Januarv-16 $36,787 $36,663 ($876)$0 $2,649 ($1.8701 $X81«118 $34,315 $35,787 SS2.848
Pebrusrv-16 62.649 $36,291 $38,682 (6X291)$0 ($642)($8.1611 $4,519 118 $52,848 $34,315 S35.291 $61,872
March-16 ($6421 $36,291 $44,601 ($9,210)$0 ($9,852)($11.2361 $1,384 122 $51,872 $34,315 $35,291 $50,896
ADnl-16 (S9.S62I $37,293 $41,685 ($4,392)$0 ($14,244)($15,188)$844 124 $50,896 $34,971 $37,293 S4B.S74
Mav-16 ($14.2441 $39,354 $41,886 ($X$31)$0 ($16,775)($17.2791 $504 122 $48,674 $34,971 $39,354 $44,190
June-16 ($16.7781 $36,829 $39,603 ($3,774)$0 ($20,649)($20.4191 ($130)115 $44,190 $34,971 $35,829 $43,332
Jutv-iS ($20.6491 $39,354 $35,640 $3,714 $0 ($16,836)W ($16.8351 112 $43,332 M3.934 $39,364 M7.911
Auaust-16 ($16.8361 $49,554 $35,049 $14,505 $0 ($2,330)$0 ($2.3301 111 $47,911 $34,971 $49,664 $33,328
SeDtember-16 ($2.3301 $42,274 $36,172 $6,102 $0 $3,772 $0 13.772 111 $33,328 $34,971 $42,274 $26,024
October-16 $3,772 642.274 $36,016 $7,258 $0 $11,030 $0 $11,030 109 $26,024 $34,752 $42,274 $18,602
November-16 $11,030 $35,904 $35,456 $448 $0 $11,478 $0 $11,478 107 618.602 $0 $35,904 ($17.4021
December-16 $11,478 $35,904 $34,766 $1,138 $0 $12,616 $0 $12,616 109 ($17.4021 $0 $35,904 ($63.3061
3anuarv-17 $12,616 $36,447 $34,314 $2,133 $0 $14,749 $0 $14,749 105 ($53.3061 SO $36,447 ($89,763)
Februarv-17 $14,749 $36,447 $36,111 $336 $0 $15,066 $0 $16,085 107 ($89,753)$0 $36,447 ($126,200)
March-17 $15,085 $34,844 $36,757 ($913)$0 $14,172 $0 $14,172 106 ($126,200)SO $34,844 ($161,044)^$14,17^^$34,884 $37,118 ($2,234)$0 $11,938 $0 $11,938 108 ($161,044)$0 $34,884 ($195.928)
$34,884 IRMlH SO $34,884
$34,884 $0 $34,884
Total for CYE 2016 $464,109 $455,018 $0 1r $356,483 $464,109
Color Key;Rsn.nninn nalartra fnr me Vear |s Calculated Fleldsl 1 1 = VMS Data / or Prtnected Data 1 1 = Hiirv-AP<:nata
Oenwal Commenta:
Catooorv Amount Ownments
Proposed Advance:($11 938)
Adiustmenb Carrv Forvrard?
Prior Period $0
HUD SO
PHA $0
Actual Advance:SO
AdeRtlonai tnformaBon
HHR/Current BA Availaote?
Frontload Reouest to OPS?
Referral to FO or SPT?Date
Addrtionat Dsbursement NeeoeC No
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
MARCH, 2017
Annual Recerts
Interim Recerts
Ports-In/Billing
Ports-In/ Absorbed
Ports-Out/Billed
Ports-O ut/ Absorbed
Ports Out/End Participation
End Participation
Shop Mode/ AAS
New Admissions
Waiting List/To Date
Vouchers Issued/Current
Applications 1/P/Current
Ports In Pending
Ports Out Pending
Ports Out Paid
Ports Receivable
In-House Transfers
ELI %
11
6
0
0
0
0
0
2
0
1
134
15
9
1
/'Z-
6/$5709
0
0
50%
13 Family unit
February 2017
Rents Payable $2,059.00
Reni.s Collected $2,150.00
Late Fees Charged $ 28.00 (1)
Late Fees Collected $ 0.00
Lat Fees Outstanding $ 28.00 (1)
ELI Percentage
ew York ills (3 bedroom) -leas termination
Working on applicants rehab on unit during this vacancy
Waiting List
2 Bedroom 19
3 Bedroom 17
4 Bedroom 4
H:\Uscrs\Pam\Board Rcports\OT County -Board Report.doc
G OTTER T G
13 Family units
March 2017
Rents Pa able 2 315.00
Rents ollected 1,656.00 ~ ..
2.00 1
Late Fees Collected 2.00 1
Late Fees Outstandin 28.00 1 .,
ELI Percenta
ew Yark ills (3 bedroom) -lease termination
Working on applicant , rehab on unit during t~s vacancy J...--)'.\.~ ~~-¥-...... ~v-' µ'?~ C...C."-" ~
Waiting List
2 Bedroom 18
3 Bedroom 14
4 Bedroom 3
HRA Office
1 l 51 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Aulhority
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Fal ls MN 56537
218-739-9498
TO:
FROM:
DATE:
SUBJECT:
LO, RE:
MEMO
Board of DirecLors, Otter Tai l Co unly I-IR A
Jeffrey Gaffaney. Executi ve Director
June 8, 2017
Meeting to be held Thursdav, June I 5, 2017 at I 0:00 a.m.
at the HRA Office, I J5I Friberg /\venue, Fergus Falls, MN, 56537
Regu lar Minute of th e Apri l 20, _0 17 Meeting
ACE DA
I . Cl~1erson -Ca ll Meeting to Or ler
2. ~p-1:~ al or Minutes
3. Exe l ive Director
A. Ad ini strati ve xpense -April & May 20 17
B. I cstrnent Listing
C. evi ·ion #2 for20 16Capital Fund Program -fuo/..,,/. . ....,.;M//11 . ..._11 , D~~ ision #1 for 20 17 Public Housin g Opera ting Budg l-~1-'••* • •
E. B oposcd 20 18 Tax Levy Request tot', Otter Tail Board
F HRA I2/3I/I6Fi ·ca l udit Compl~/&..,-J L A • .,f~
4. Reh,t) pc iali t -Mikel Olson J1"; '(')7 c. ,/;;:-,,._x a_.?;.,)11&.b/~ A✓~x Levy Update ff.
B~Ja:x Levy Rental Upcl,~t~ /
V$,(DP pdate -All C1 t1 es ~ 4'.J~ -~ ... :--:J ✓
D~~I-F Update A~\Al~
5. Hou ·ng Admini tra tor -ary J chwarz
A. ti er Ta il Co unty , cction 8 Up late
6. Hou ing M anager -Pam Minten
A. Public Hou·ing Pr gram pdate
PLEASE CALL IF YOU ARE U ABLE TO A TTE DJ
11: Users Jl-.1'1 .AGENDA ()I' • 6-8-20 17.do~ Pau.~ I of I
Providing Housing Opportunities
The 'Otter Tail County HRA Board of Commissioners met in a regular meeting on, April 20, 2017 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
Dave Johnson
OTHERS PRESENT
Jeffrey Gaffaney
Mary Jo Schwarz
Kim Scheer
Mikel Olson
Pam Minten
Tanya Westra
Robert Bigwood, Vice-Chairperson called the meeting to order.
ABSENT
Scott Rocholl, Chairperson
A motion was made and seconded to approve the minutes from the March 23, 2017 regular meeting.
Ml Dave Johnson SI Bob Maki
The administrative expenses were reviewed for the month of March 2017. A motion was made and
seconded with all ayes to approve the expenses.
Ml Ralph Hemmerlin S/Bob Maki
The Investment Listing was reviewed; the only changes were the balances of the checking and savings
accounts as of April 20, 2017. It was noted that one certificate at Security Bank will mature in June.
Jeffrey reported that the Otter Tail County Fiscal Audit will be conducted in the office May 17-19, 2017
by Carlson Highland & Co LLP. This will be for the year ending 12/31/2016.
Pam Minten, Housing Manager, purposed annual Public Housing changes. The two changes addressed
were the: Temporary Income Policy and the current No Smoking Policy. The No Smoking changes will
not be effective until July 2018. A motion to change the Annual Income Policy was made and seconded
with all ayes to approve.
Ml Dave Johnson S/ Ralph Hemmerlin
Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail
CountyHRA.
2017 Otter Tail County Tax Levy Homeowner program update~ no activity.
TLC Projects; 12 applications have been received, one has been approved, one was denied, none have
been inspected, none are in progress and none 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 none are complete.
H:\Users\KIM\Minutes\2017 minutes\minutes -otc April 2017.doc
2016 Otter Tail County Tax Levy Homeowner totals: 7 applications have been received, 4 have been
approved, none were denied, 4 have been inspected, 4 are in progress and none are complete.
2017 Otter Tail County Tax Levy Rental program; 6 applications have been received, 2 were approved,
none were denied, 2 were inspected, none are in progress, and none have been completed.
SCDP: Pelican Rapids Commercial Program update; 2 applications have been received, 2 were approved,
1 was denied, 2 were inspected, 2 are in progress, and two have been completed.
SCDP: New York Mills Program update; 3 applications have been received, 3 were approved, none were
denied, 3 were inspected, none were in progress, and none were completed.
SCDP: Fergus Falls Homeowner Program update; 77 homeowner applications have been received, 13
have been approved, 13 were denied, 13 have been inspected, 11 are in progress and 8 are complete.
SCDP: Rothsay/Elizabeth Homeowner Program update; 39 homeowner applications have been received,
8 have been approved, 10 have been denied, 8 have been inspected, 7 are in progress and 6 are complete.
SCDP: Henning Homeowner Program update; 22 homeowner applications have been received, 9 were
approved, 2 were denied, 9 have been inspected, 3 are in progress and none have been completed.
SCDP: Henning Rental Program update; 2 applications have been received, 2 have been approved, none
have been denied, 2 have been inspected, none are in progress, and none are complete.
SCDP: Henning Commercial Program update; 7 applications have been received, 2 have been approved,
none have been denied, two have been inspected, one is in progress, and none are complete.
SCDP: Dalton Homeowner Program update; the Dalton application is being discussed with DEED today.
2017 MHFA Deferred Loans update; no activity.
2017 Economic Development Program update; 3 applications have been received, 3 have been approved,
none were denied, 3 have been inspected, one is in progress, and none are complete.
2016 Economic Development Program update; 13 applications have been received, 12 have been approved,
1 was denied, 12 have been inspected, 12 are in progress, and 10 are complete.
2017 HRA Revolving Rent Rehab loan program update; 1 application has been received, none have been
approved, none were denied, none were inspected, none are in progress and none are complete.
Jeffrey announced that John Dinsmore from the County board had visited the HRA last week as well as
visiting other local Government Agencies throughout his day. Mr. Dinsmore was enlightened of the
HRA's Rehab Program. The HRA is hoping to strengthen the relationship with the County board.
Mary Jo Schwarz, Housing Administrator, reported on the Otter Tail County Section 8 Program there
were 106 leased and HAPS totaling $35,757.00 for the month of March. There were 11 annual re-
certifications and 6 interim re-certifications. 2 participants ended participation and there were 1 new
admission. There are 134 families on the waiting list. 15 vouchers were issued, none are in shop mode,
and 9 applications are in progress. There was 1 port-in and one port-out pending. There were 6 ports out
paid totaling $5,709.00 in March. The ELI percentage was 50%.
H:\Users\KIM\Minutes\2017 minutes\minutes -otc April 2017.doc 2
Pam Minten, Housing Manager, reported that rents payable for Public Housing for February 2017 were
$2,059.00 and $2,150.00 was collected. There were $28.00 in late fees charged and none were collected.
There was $28.00 in outstanding late fees. There were 19 applicants on the 2-bedroom public housing
waiting list, 17 applicants oh the 3-bedroom waiting list and 4 on the 4-bedroom waiting list.
In March 2017 rents payable totaled $2,315.00 and $1,656.00 was collected. There was $2.00 in late fees
charged and collected. There was $28.00 in outstanding late fees. There were 18 applicants on the 2-
bedrooni.public housing waiting list, 14 applicants on the 3-bedroom waiting list and 3 on the 4-bedroom
waiting list. Rehab is being done on a vacant unit in New York Mills. The tenant left an entire house full
of belongings and trash.that needed to be removed. Pam is working on applicants.
Board member, Ralph Hemmerlin, has two meetings left before his resignation. August will be Ralph's
last meeting as he is moving out of Otter Tail County.
Our next meeting will be held on Thursday, June 15, 2017 at 10:00 a.m.
There being no further business, a motion was made to adjourn the meeting at 10:26 am.
M/Bob Maki S/ Ralph Hemmerlin
Robert Maki, Secretary Date
H;\Users\KIM\Minutes\2017 minutes\minutes -otc April 2017.doc 3
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF APRIL, 2017
Bank of the West -Office Rent $
Lakes Country Service Coop -Health Ins. $
Security Benefit -Retirement $
Otter Tail Telcom $
U.S. Postmaster $
MN Benefit Association $
Ally -Vehicle Lease $
Mikel Olson -Mileage & Phone $
Jeffrey Gaffaney-Mileage $
Mary Jo Schwarz -Mileage $
City of Pelican Rapids $
City,ofNew York Mills $
City of Underwood $
City of Henning $
American Family Insurance Co. $
Denzel's Regional Waste, Inc. $
Otter Tail Power Co. $
Great Plains Gas Co. $
Toutges Sanitation $
New Horizon Ag. Service $
Home Depot $
URP $
URP $
RHR $
Steve's Sanitation $
N .F. Field Abstract $
Culligan Water $
Housing Data System $
CNASurety $
Cline, Jensen, P.A. $
Dave Johnson $
Scott Rocholl
Robert Bigwood $
Robert Maki $
Ralph Hemmerlin $
Salaries $
H:\Users\JEFF\OTC HRA EXPENSES OTC Apr. 2017
200.00
1,000.00
100.00
50.00
25.00
50.00
50.00
345.03
39.17
109.14
122.91
508.74
291.00
901.31
924.00
94.66
228.07
51.48
41.87
164.25
396.51
50.00
100.00
91.00
556.66
85.00
45.50
120.00
175.00
319.00
101.75
75.00
133.85
128.50
12,156.07
• /Ys ---OTTER TAIL COUNTY BRA EXPENSES
FOR THE MONTH OF MAY, 2017
Bank of the; West -Office Rent $
Lakes Country Service Coop -Health Ins. $
Security Benefit-Retirement $
Otter Tail Telcom $
U.S. Postmaster $
MN Benefit Association $
Ally -Vehicle Lease $
Mikel Olson -Mileage & Phone $
Jeffrey ·Gaffaney -Mileage $
Mary Jo Schwarz -Mileage $
City of' Pelican Rapids $
City of New York Mills $
City of Underwood $
City of Henning $
American Family Insurance ·Co. $
Denzel's Regional Waste, Inc.
Otter Tail Power Co. $
Great Plains Gas Co. $
Toutges Sanitation
New Horizon Ag. Service $
Home Depot $
URP $
·•
UkP $
RHR $
Cory Keigum -painting $
N .F; Field Abstract $
Mike's· Plumbing and Htg. $
Salaries $
H:\Users\JEFF\OTC,HRA EXPENSES OTC May 2017
200.00
1,000.00
100;00
50.00
25.00
50.00
50.00
75.00
41.16
104.86
118.93
432.(>8
276.00
859;22
924.00
465.81
49.69
147.18
546.28
100.00
50.00
67.90
1,663.00
255.00
112.80
12,497.12
June 15, 2017
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
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
MHFAe-HOME Account NOW Account
H:\Users\JEFF\INVESTMENT LJSTINGS\2017\invesl list otc -Jun 2017.doc
OTTER TAIL COUNTY HRA
INVESTMENT LISTING
DESCRIPTION PRINCIPAL
· Money Market · 300,752.53
Certificate #215353
Weekly Money $19,872.00
Market Savings
Commercial Money $7,052.48
Market
$54,188.87
$8,935.03
$24,806.68
$154,453.94
$832.36
INTEREST
RATE
.25%
.05%
.05%
I.D. # 41-1518930
INTEREST PURCHASE MATURITY
PAID DATE DATE
Maturity Renewed
Automatic Deposit 12/28/16 06/28/17
Monthly Account
#9312-004634
Monthly Actount
#9312015673
..,OTTER TAIT , COUNTY HRA PUBLIC
BALANCES TO WRITE OF
210 Larson Court
ew York Mills
TOTAL:
5 672 .66
$5,672.66
Jeff Gaffaney
From:
Sent:
To:
Cc:
Subject: (9 Jeff,
T
.om
Clausen, Lucia M; Kitchen, Dana M; Kosloski, Robert J; Widmann, Tamara
Otter Tail County (MN188) Telephone Call
We've completed our review of the 2016 cap fund information you recently mailed to our office.
We'd like to discuss the review results with you and the Otter Tail County Board Chair or designee.
We have the one time available Thursday, April 27 and four times available Friday April 28.
Please see chart below for exact times.
Thursday-April 27 1100-1200
Friday-April 28 0900-1000
1030-1130
1100-1200
1430-1530
Please let me know what time works for you and the Board Chair/Designee and I'll send out the invite with the call-in number.
Thanks
Pat
Pat, @
Thank you for your response regarding our 2016 Otter Tail County Capital Funds, MN177.
In order to make our meeting more productive would you please send a list of questions/concerns you have
as it relates to the documents previously provided to you and also the status of our funds being released in
LOCCS.
Once we receive this information we will attempt to arrange a time to discuss the results that is mutually
acceptable to all parties.
Also what is the status of the 2016 Fergus Falls Capital Funds, MN008, being distributed in LOCCS? As of
this a.m. I see they are still locked as well. If there are still questions regarding those funds being released I
would like to have our Fergus Falls Board Chairperson take part in the same conference call.
We look forward to hearing back from you. As stated before we desperately need this funds distributed in
LOCCS as soon as possible.
Thank you.
Jeff
From: Thorstad, Patricia A [mailto:Patricia.A.Thorstad@hud.gov]
Sent: Friday, April 21 , 201710:38 AM
To: 'ffhra@prtel.com' <ffhra@prtel.com>
Cc: Clausen, Lucia M <Lucia.M.Clausen@hud.gov>; Kitchen, Dana M <Dana.M.Kitchen@hud.gov>;
Kosloski, Robert J <Robert.J.Kosloski@hud.gov>; Widmann, Tamara <tamara.widmann@hud.gov>
Subject: Otter Tail County (MN188) Telephone Call
Jeff,
3
K,osloslYi, Robert J <Robert.J.Kosloski@hud.gov>; Widmann, Tamara <tamara.widmann@hud.gov>
s·ubject: RE: Otter Tail County (MN188) Telephone Call
Jeff, CE)
First, we're trying to concentrate on Otter Tail County.
So, we'll be setting up a separate call with you and the Fergus Falls Board Chair.
As such, it will not be necessary to have the Fergus Falls Board Chair join this call.
As to providing written questions/concerns.
We figured it would be faster to have a phone call, as we understand your desperation for the funds.
If you wish to wait for our office to compile a list of our questions/concerns, it will push back any discussion,
further delaying release of your cap funds.
Please let us know, if you wish to wait until we have complied written questions/comments, or if you wish to
have a phone call this Thursday or Friday as outlined in my email below.
Last, as to the status of your funds being released, until we have further discussion and all our concerns are
answered, your funds will remain unavailable.
Thanks
Pat
From: Jeff Gaffaney [mailto:ffhra@prtel.com]
Sent: Monday, April 24, 2017 11:50 AM
To: Thorstad , Patricia A <Patricia.A.Thorstad@hud.gov>
Cc: Clausen, Lucia M <Lucia.M.Clausen@hud.gov>; Kitchen , Dana M <Dana.M.Kitchen@hud.gov>;
Kosloski, Robert J <Robert.J.Kosloski@hud.gov>; Widmann, Tamara <tamara.widmann@hud .gov>
Subject: RE: Otter Tail County (MN188) Telephone Call
2
. '
Jeff Gaffaney
Subject: Otter Tail County (M N188) Telephon e Call
Location: 1-888-3 30-1716 a 803 9773
Start: Fri 4/28/2017 9:00 AM Cp;(,R__ ~"'; A-')
Fri 4/28/2017 10:00 AM _j End:
Show Time As:
Recurrence:
Meeting Status:
Organizer:
All,
(none)
Not yet responded
Thorstad, Patricia A
Please phone 1-888-330 -1716
Access Number 8039773
Thanks
Pat
From: Jeff Gaffaney (mailto:ffhra@prtel.com]
Sent: Tuesday, April 25 , 2017 2:38 PM
To: Thorstad, Patricia A <Patricia.A.Thorstad@hud.gov>
Cc: Clausen, Lucia M <Lucia.M.Clausen@hud.gov>; Kitchen, Dana M <Dana.M.Kitchen@hud.gov>;
Kosloski, Robert J <Robert.J.Kosloski@hud .gov>; Widmann, Tamara <tamara.widmann@hud .gov>
Subject: RE: Otter Tail County (MN188) Telephone Call
Pat,
Friday, April 28 , 2017 , 0900 -1000
From: Thorstad, Patricia A (mailto:Patricia.A.Thorstad@hud .gov]
Sent: Monday, April 24 , 2017 12:43 PM
To: Jeff Gaffaney <ffhra@prtel.com>
Cc: Clausen, Lucia M <Lucia .M.Clausen@hud .gov>; Kitchen, Dana M <Dana .M.Kitchen@hud.gov>;
1
...,
I '
Mr. Scott Rocholl, Board Chairperson
Otter Tail County HR.A
24392 County Hwy. 35
Underwood, MN 56586
Dear Mr. Rocholl:
U.S. Department of Housing and Urban Development
Minneapolis Field Office
920 Second Avenue South, Suite 1300
Minneapolis, Minnesota 55402-4012
http://www.hud.gov/
MAY 1 2 2017
Thank you for taking the time to speak with my staff and me via conference call on May 8, 2017.
Our discussion focused on board knowledge of Otter Tail County HRA 's practices, as well as,
information provided to the board by the HRA's Executive Director, Jeff Gaffaney. During our call,
you requested that we put our continued concerns in writing. As stated during the call, the HR.A's
request to transfer 100% of their 2016 Capital Fund Grant into Operations, included Mr. Gaffaney's
statement that the HRA desperately needed the funds to cover monthly program expenses. This
commonplace request along with Mr. Gaffaney's plea, prompted a more thorough assessment of the
HRA's financial picture. During our review, we accumulated a list of significant concerns for the HRA,
in both the area of Capital Funds, the requirements for use of funds and capital needs expressed by the
HRA, and the area of Financials. Please note, the list below is not all inclusive, but represents the main
concerns of this office based on the HRA's request and our recent conference call. We know this list is a
bit overwhelming, but we are hoping you will also share this with Mr. Gaffaney so the staff and the
Board can work towards financial sustainability.
Capital Fund and Facilities Concerns
5-Year Action Plan:
Sta1ting with the HRA's 2014-2018, through to the latest 2016-2020 5-Year Action Plan, the
same items are listed year after year and do not appear to get completed and come off the plans, but
rather, regardless of the items planned, all monies are put into operations. Tb.is is especially concerning
as the HRA may not be presenting the public with a true picture of the HRA's capital needs. Per PIH
Notice 2016-18, eligible Small Public Housing Agencies (PHAs) must complete a thorough assessment
of their capital needs prior to completing the 5-Year Action Plan and accurately reflect those needs in
the capital fund submission. Because the items on the 5-Year Action Plans are unchanging, it leads our
office to the conclusion that the HRA has not done a thorough assessment, but instead is annually
transferring monies to operations at the expense of necessary work. By annually placing all capital fund
monies into operations, the HRA risks delaying necessary work until it can no longer be ignored or it
becomes an emergency. If these work items are not the result of thorough planning, we recommen~ the
HRA do an in-depth analysis and use their 5-Year Action Plans to accurately reflect required work to the
greatest extent possible.
Environmental Review:
Overall, the separation into different areas was excellent. However, in all cases the Responsible
Entity (RE) is listed as the Otter Tail County HRA. From 24 CFR § 58.2 (a)(7)(B)), "The RE, for public
housing agencies, is the unit of government within which the project is located that exercises land use
responsibility: .. "
;·,'
. For all areas, th~ project descriptions.submitted for 2016-2020 need additional clarification
and/or decorifliction:'-Fqr_th~ year 2016, "operations" must be more thoroughly described and include
all activities (i.e. reimliurse utilities; r~fuse payments) that will make use of operations monies. The year
2020 environmental review project description does not include "doors," yet, this item is shown on the
HRA's 5-Year Action Plan. In addition, all documents referenced in Attachment 1 of the enviromnental
review submitted by Mr. Gaffaney should be provided to our office. These discrepancies between the 5-
Year Action Plan and the environmental review need to be addressed.
During our call, you mentioned that at Board Meetings, items such as painting and carpet
replacement for units are discussed. Depending on the extent of the painting or other activities taking
place in the units, they may be considered maintenance or modernization (per Notice CPD 16-02). In
either case, an environmental review for these items is required. These items may be paid for with
operations monies, but as highlighted above, operations must be more thoroughly described for the RE
to accurately complete an environmental review.
In LOCCS, for the 5/31/2016 and 10/31/2016 reporting periods, the HRA reported 100% of the
grant obligated. However, the submitted environmental reviews were signed 2/23/17. This is
concerning as it appears the HRA has been obligating funds before they have received environmental
clearance. If this is the case, the HRA is in violation of24 CFR §58.22 and the Capital Fund
Guidebook, CPD Notice 16-02, PIH Notices 2016-18, and 2016-22 which state that funding requests are
subject to completion prior to the PHA's commitment of funds.
Please also note that any funds being transferred from other agency sources to help the HRA
·meet monthly expenses, as stated in Mr. Gaffaney's recent request, must now also be included in HRA's
environmental review per PIH Notice 2016-22.
Obligation/Expended Information in LOCCS:
The obligated/expended reporting periods for Budget Line Item (BLI) 1406, Operations, for the
HRA's 2016 Capital Fund Grant are incorrect in LOCCS. For correct reporting ofBLI 1406, please
refer to the procedures outlined in the Capital Fund Guidebook.
Capital Fund Grant into Operations:
While Mr. Gaffaney is correct in that Small PHAs are given the option to use up to I 00% of their
Capital Fund Grant for operating expenditures, it is important to understand the caveats to that
fungibility. Per the current 5-Year Action Plan, the HRA has significant capital needs (HV AC, roofs,
plumbing, etc.) and is therefore ineligible to exercise full flexibility. Until there is fu1ther·discussion
between the HRA and this office, we are unable to grant this request.
...
.....
Financial Concerns
2017 Operating Budget:
On October 20, 2016, the Board approved, by Resolution, the HRA's 2017 Fiscal Year (FY)
Operating Budget. The budget showed an estimated net cash surplus of$33,680 on December 31, 2016
and an estimated net cash surplus of $22,895 on December 31, 20 I 7. The projected HUD revenue
contributions on the 2017 budget were: $59,300 from the Operating Subsidy and a $4,000 Capital Fund
transfer to operations (which represents 19.7% of available capital funds at that time). The $59,300 used
on the budget represents a 100% proration of the HRA' s 2016 Operating Subsidy: Eligibility. At the
time the budget was passed, HUD's proration level was at 89.81% and there was no indication that the
proration worild increase moving forward. HUD's operating subsidy proration information is available
to all Housing Authorities and should be used in preparation of budgets.
The HRA's budget also indicated a "current cash rese1-ve" in the amount of $12,500 as a revenue
source for 2017 operations. The HRA's year-end financials reported in HUD's FASS (Financial
Assessment Subsystem), however, showed a negative cash reserve balance of ($5,169) on December 31,
2016. A review of the HRA's year-to-date financial information in October would likely have indicated
that the projected reserve balance of $12,500 would not be a viable funding source in 2017.
Estimating accurate funding sources on the budget is essential to forecast the HRA' s financial
position for the upcoming year. The HRA's staff is encouraged to use all available resources, including
HUD field staff, in determining next year's funding.amounts for budgeting purposes and to budget
operating expenditures within the means of those revenue sources.
Understanding of the Operating Subsidy and Proration:
HUD uses a formula to determine the costs of services and materials needed by a HRA to sustain
the project. This expense level is specific to the characteristics of the HRA. HUD's operating subsidy
pays the difference between the rental revenue the HRA reports and the formula expenses. The main
factor in eligible subsidy for the HRA is determined by the rental revenue reported fa the most recent
FASS submission. In FY 2016 the HRA's approved subsidy was $59,296. In FY 2017 the HRA's
approved,subsidy is $33,661. The difference in these two amounts is a result ofa significant increase in
rep01ted Tennant Rental Revenue from the previous year. The Field Office (FO) does not expect the
HRA's staff to be experts on all the intricacies of the operating subsidy, but the HRA is encouraged to
reach out to the FO when projecting the HRA's operating subsidy for budgeting purposes.
Proration levels of the operating subsidy are determined by the amount of money the Operating
Fund receives ( determined by each year's Appropriations Act) and the number of eligible subsidy
requests across the country. The HRA should be using the most recently approved proration level
available on HUD's external Operating Subsidy. website for budgeting purposes .. Since 2013, the
proration level has been between 82% and 90%. Currently the proration level is at 85%.
Financial Oversight and Planning:
HRA staff and the Board should be reviewing financial variance repo1is throughout the year if
available. These reports are important tools in comparing cmTent year to date financials with budgeted
amounts, as well as forecasting a PHA's year-end financial position based on actual revenue sources.
Budget Revision:
The most recent financials and budget reported to HUD indicate that transferring I 00% of the
HRA's 2016 Capital Fund Grant into operations would still not be enough to return the public housing
units to a sustainable financial level. The financial management of the HRA needs to be evaluated and a
budget revision is warranted at this time because actual funding sources will not support the budgeted
amounts for the remainder of FY 2017.
Governance Concerns
"Lead the Way" Webcasts:
Our office has consistently asked PHAs to recommended to their Boards HUD's "Lead the Way"
training to better govern and understand the practices and policies of the Housing Authority. Per our
conversation, you were unaware of this free resource. Tammy Widmann ofmy staff has emailed you
the link to the webcasts and it is our hope that the webcasts prove beneficial and increase the Board's
knowledge of the operations ofa Housing Authority.
Bylaws:
During our phone call, you mentioned that the HRA Board holds meetings every other month.
We simply ask that the you please be sure to review Otter Tail County HRA's bylaws to ensure board
meetings are held in accordance with what is written. It is important that board meetings are held on a
regular basis to keep board members well informed on the policy and practices of the Auth01ity, as well
as provide an opportunity to perform their fiduciary responsibilities.
Tenants Accounts Receivable (TARs):
When our office reviewed Otter Tail County's Management Assessment Subsystem (MASS)
indicator for Fiscal Year Ending (FYE) December 31, 2016's Public Housing Assessment System
(PHAS) score, we noticed the HRA received zero points in T ARs. A total of $841 were left uncollected
from tenant rents. During our call, you expressed your concerns over negative rental income so we
would like to bring to your attention the importance of setting up repayment agreements for tenants and
ensuring those payments are made in a timely manner. If tenant payments are not made, the HRA
should consider using the MN Revenue Recapture and following up on terminations of tenants who do
not make rental payments. The Board should be cognizant of the policies surrounding rent collections.
V '
•
Zero Income Tenants:
In addition to improving rental collections, another area for decreases in negative rental income
may come from additional follow up on zero-income tenants. For tenants who report zero income, the
HRA may increase how often reexaminations are held: These tenants should answer questions
surrounding their ability to pay for everyday items and make sure they are reporting aU sources of
,income. Some PHAs. hold monthly or quarterly reexan1inations for zero-income tenants. The HRA
should have policy on this. The Enterprise Income Verification (EIV) system can also be helpful with
ensuring tenant income is reported.
Utility Allowances:
During our conference call, you mentioned some tenants are receiving utility reimbursements.
Public Housing utility allowances are to be reviewed orr an annual basis as utilities may fluctuate from
year to year. 24 CFR §965.502 states, "(a) Annual review. The PHA shall review.at least annually the
basis on which utility allowances have been established ... " This section continues, "(b) Revision as a
result of rate changes. The PHA may revise its allowances for resident,purchased utilities between
annual reviews if there is a rate change (including fuel adjustments) and shall be required to do so if
such change, by itself or together with prior rate changes not adjusted for, results in a change of 10
percent or more from the rates on which such allowances were based." Please ensure the Board is aware
of the utility allowance reviews and changes.
Security Deposits:
You also mentioned some concern around tenant-damage to .units. To the greatest extent
possible, the HRA's security deposits should reflect the cost to cover damages that may be caused by
tenants. It should be noted, however, that scattered sites are typically costlier to repair, maintain, and
replace essential equipment.
While it may seem that some of the above concerns are unrelated to the original request, they are
in fact all part of the overall financial health of the agency. We again would like to thank you for your
time and your service on the Board of the Otter Tail County HRA. After your review of this letter,
please let us know what additional questions or concerns you have and if you'd like to come together for
another call with our office.
Sincerely,
~MA_'--+-1--,,-h
~I" Lucia M. Clausen
Director, Office of Public Housing
RESOLUTION No. 118
Whereas, the Board of Commis ioner of the Housing and Redevelopment
Authority of Otter Tail County, Minnesota (hereinaft r refened to as OTC HRA) has
reviewed the proposed 20 16 Capital ,und Program Budget Revision #2 and tbe 2016-
2020 E':v Year Action Plan Revision #2;
ow, therefore be it res olved by the Board of ommissioners of the OTC HRA
that revisions #2 of the 2016 Capital Fund Program Budget and the 2016-2020 Five-Year
Action Plan be and hereby are adopted.
SIG ED:
Scott E. Rocholl,
Chairperson, Otter Tail County HRA Board
Robe1t Maki
Secretary, Otter Tail County HRA Board
June 15, 2017
H:\Users\.lEFF\RESOLUTIONS OTC\Resolution 118-county.doc
Annual tatement/Perfonnance and Evaluation Report
Capital Fund Program, Capital Fund Program Replacement Housing Factor and
Capital Fund Financing Program
Part I: Summarv
PHA Name: Otter Tail County Grant Type and Number HRA Capital Fund Program Grant No: MN46PI 77501 16
Replacement Housing Factor Grant No:
Date ofCFFP:
Type of Grant
D Original nnual tatement D Reserve for Disasters/Emergencies
D Performance and Evaluation Reoort for Period Ending:
U.S. Department of Housing and Urban Development
Office of Public and lndian Housing
0MB o. 2577-0226
Expires 06/30/2017
FF\' of Grant: 2016
FFY of Grant Approval:
t8J Revi. ed Annual Statement (revision no :2 ) D Final Performance and Evaluation Report
Line Summary by Development Account Total Estimated Cost Total Actual Cost 1
I
2
3
4
5
6
7
8
9
10
II
12
13
14
15
16
17
Ori!!inal
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 10% of line 21)
1411 Audit
1415 Liquidated Damages
1430 Fees and Costs
1440 Site Acquisition
1450 Site Improvement
1460 Dwelling Structures 16,273.00
1465. I Dwelling Equipment-Nonexpendable
1470 Non-dwelling Structures
1475 Non-dwelling Equipment
1485 Demolition
1492 Moving to Work Demonstration
1495 .1 Relocation Costs
1499 Development Activities•
1 To be completed for the Performance and Evaluation Report
2 To be completed for the Performance and Evaluation Report or a Revised Annual Statement
3 PHAs with under 250 units in management may use I 00% of CFP Grants for operations.
4 RHF funds shall be included here.
Pagel
Revised: 1 Revised: 2 Oblieated Exoendcd
20,273.00 4,000.00
0.00 20,273.00
fonn HUD-50075.l (07/2014)
Annual Statement/Performance and Evaluation Report
Capital Fund Program, Capital Fund Program Replacement Housing Factor and
Capital Fund Financing Program
Part I: Summarv
PHAName: GraPt Type and Number Otter Tail County
HRA Capital Fwid Program Grant No: MN46Pl 7750116
Replacement Housing .Factor Grant No:
DateofCFFP:
Type of Grant D Original Annual Statement D Resenoe for Disasters/Emergencies D Performance and Evaluation Report for Period Ending:
Line Summary by Development Account
18a 1501 Collateralization or Debt Service paid by the PHA
18ba 9000 Collateralization or Debt Service paid Via System of Direct
Payment
19 1502 Contingency (may not exceed 8% ofline 20)
Original
20 Amount of Annual Grant: (sum of lines 2-19) 20,273.00
21 Amowit ofline 20 Related to I.BP Activities
22 Amowit of line 20 Related to Section 504 Activities
23 Amountofline 20 Related to Security -Soft Costs
24 Amowit ofline 20,Related to Security-Hard Costs
25 Amowit ofline 20 Related to Energy Conservation Measr5
U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
0MB No. 2577-0226
Expires 06/30/2017
FFY ofGrant:2016
FFY of Grant Approval:
181 Revised Annual Statement (revision no: 2 )
D Final Performance and Evaluation Report
Total Estimated Ccist Total Actual Cost'
Revised: 1 Revised-: 2 Obligated Expended
20,273.00, 20,273.00
Signature of Executive Dire~ y__ '75. Date 6-15-2017 I Signature of Public Housing Director Date
--'1 -l . ~-·--•
Page3
1 To be completed for the Performance and Evaluation Report
2 To be coinpleted for the Performance and Evaluation Report or a Revised Annual Statement.
) PHAs with wider 250 wiits in-management may use 100% ofCFP Grants for operations.
4 RHF funds shall be included here.
fo:r;m 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 ll: Suunorting Pages
PHA Name: Otter Tail County H RA Grant Type and Nu mber
Capital Fund Program Grant
CFFP (Yes/ o):
o:M 46Pl7750116
U.S. Department of Housing and Urban Development
Office of Public and Indian Housing
0MB No. 2577-0226
Expires 06/30/2017
Federal FFY of Grant: 2016
Replacement Hou ing Factor Grant No:
Development Number General Description of Major Work Development Quantity Total Estimated Cost Total Actual Cost Status
ame!PHA-Wide Categories Account 0. of
Activities Work
Original Revised:! Revised:2 Funds Funds
Obligated Expend
M 177 Operations -Purchase/install light bu lbs, 1406 HAW 4,000.00 20,273.00, 4,000.00
office rental, accounting services,
purchase of tools, cleaning supplies,
office supplies, travel costs
MN177 Replacement of windows in Henning, 1460 3 Bldgs. 16,273 .00 0.00 16,273 .00
MN . -Replace deteriorated existing unit
windows with new energy effici.ent vinyl
clad windows
Page4 fonn HUD-50075.1 (07/2014)
Capital Fund Program-Five-Year Action Plan
Part I: Summary
PHA Name/Number Locality (City/County & State)
Development Nwnber and Work Statement Work Statement for Year 2 Work Statement for Year
A. Name: fnrVP<lr 1 l='l='V ?01 7 3 FFY 201 8
MNl77 FFY -2016 __
B. Physical Improvements Annual Statement 16,500.00
Subtotal 16,500.00
C. Management Improvements
D. PHA-Wide Non-dwelling
Structures and Equipment
E. Administration
F. Other
G. Operations 4 000 00 4 000 00
H. Demolition
I. Development
J. Capita.I Fund Financing -
Debt Service
K. Total CFP Funds ?O <:iOO 00 ?o son oo
L. Total Non-CFP Funds
M. Grand Total 20 500 00 ?0500 00
Page I of6
. Department of Housing and Urban Development •
Office of Public and Indian Housing
0MB No. 2577--0226
Expires 08/30/2011
Ori_oinal 5-Y ear Plan: Revision No: 2
Work Statement for Year 4 Work Statement for Year 5
FFY:20 19 FFY 2020
16,500.00 16 500.00
4 000 00 4 000 00
?O SO O 00 ')() soo 00
7 0500 00 70 ';00.00
form HU0-50075.2 (4/2008)
Capital Fund Program-Five-Year Action Plan
Part II: Supporting Pages -Physical Needs Work Statement(s)
Work Work Statement for Year 2
tatement for FFY2017
Year l FFY Development Number/Name Quantity Estimated
2016 General Description of Major Work Cost --Categories
Operations -Purchase/install light HAW $4,000.00
bulbs, office rental, accounting
See iservices, purchase of tools, cleaning
isupplies, office supplies, travel costs
Window replacement in Underwood, 2 Bldgs. $13,500.00
Annual MN.
Replace overhead garage door/openers 2 Bldgs. $3 ,000.00
Statement
Subtotal of Estimated Cost $20,500.00
Page3 of6
U.S. Depariment of Housing and Urban Development •
Office of Public and fodian Housing
0MB No. 2577-0226
Ex.oires 4/30/2001 I
Work Statement for Year:3
FFY?/11R
Development Number/Name Quantit Estimated Cost
General Description of Major Work y
Categories
Operations -Purchase/install light HAW $4,000.00
!bulbs, office rental, accounting
iservices, purchase of tools, cleaning
isupplies, office supplies travel costs
Replace low efficient furnaces 2 Bldgs. $5 ,500.00
Replace asphalt shingles with steel 2 Bldgs. $8,000.00
roofing
Replace overhead garage 2 Bldgs. $3,000.00
kl.oars/ openers
ubtotal of Estimated Cost $20,500.00
fonn HUD-50075.2 ( 4/2008)
" II '" •= ·=.n,.-•.n,,n '"'" Part II: ~S upporting :Pages-Physical Needs Work Statement(s)
Work Work Statement for Year 4
Statement for FFY 2019
Year 1 FFY Development Number/Name Quantity Estimated Cost
-20 16 --General Description of Major Work Categories
Operations -Purchase/install light bulbs, HAW $4,000.00
See
ioffice rental accounting services,
purchase of tools, cleaning supplies,
ioffi.ce supplies travel costs
Replace asphalt shingles with steel 2 Bldgs. $8,000.00
Annual roofing
Replace kitchen appliances 2 Bldgs. $2000.00
tatement
Reolace overhead 2"ara2"e doors/oneners 5 Bld2"S. $4.500.00
Renlace unit flooring-2 BldQS. $2.000.00
$20,500.00
Page4of6
r , ~ n ~ .
Work Statement for Year: 5
FFY 2020
Development Number/Name
General Description of Major Work
Categories
Operations -Purchase/install light
bulbs, office rental, accounting services,
Purchase of tools cleaning supplies,
office supplies, travel costs
Replace kitchen appliances
Replace unit flooring
Renlace kitchen cabinets bath vanities
Renlace concrete drivewavs
Renlace central air units
Renlace water heaters
Repair excessive tenant damage, repair
walls ceilings, floors, doors plumbing
epair, sinks, showers, faucets shower
b.eads, cabinets, vanities, mirrors,
electrical outlets/covers, switch
plates/covers, appliances, co/smoke
detectors window treatment garbage
emoval, storage fees, and lock
.. eplacement. Also to include all
maintenance activities referenced in
HUD notice CPD -16 -02, issued
nf"U __ ,. , ,_._ __ n
'"" = .
Office of Public and Indian Hous
t -
og
26 0MB No. 2577--0
Expires 4/30/200 l I
Quantity Estimated Cost
HAW $3,000.00
4 Bldgs. $2 000.00
5 Bldgs. $5,000.00
2 BldQS. $3 500.00
2 BldQs. $2 000.00
2 BldQS. $2.000.00
2 Bld2s. $2.000.00
HAW $1000.00
$20 500.00
form HUD-50075.2 (4/2008)
..
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. 07/31/2019)
Public reporting burden for this collection of information is estimated to average 10 minutes per response, including the time for reviewing instructions, searching existing data
sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not collect this information, and you are not required to
complete this form, unless it displays a currently valid 0MB control number.
This information is required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the low-income public housing program and provides a
summary of the proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain specified amounts. HUD reviews the
information to determine if the operating plan adopted by the public housing agency (PHA) and the amounts are reasonable, and that the PHA is in compliance with procedures
prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality.
PHA Name: OTTER TAIL COUNTY HRA PHA Code: MN177
PHA Fiscal Year Beginning: 01/01/2017 Board Resolution umber: 19
Acting on behalf of the Board of Commissioners of the above-named PHA as its Chairperson, l 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 app licable):
DATE
D Operating Budget approved by Board resolution on:
D Operating Budget subm itted to HUD, if applicable, on :
Operating Budget revision approved by Board reso lution on: 06/15/2017
Operating Budget revision submitted to HUD, if applicable, on: 06/15/2017
I certify on behalf of the above-named PHA that:
I. All statutory and regu latory requirements have been met;
2. The PHA has sufficient operating reserves to meet the working cap ital needs of its developments;
3. Proposed budget expenditure are necessary in the efficient and economical operation of the housing for the purpose of
serv ing 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 968.11 0(c) and (t); and
6. The PHA will comply with the requirements for access to records and audits under 24 CFR 968 .1 1 0(i).
I hereby certify that all the information stated with in, as well as any information provided in the accompaniment herewith,
if applicable, is true and accurate.
Warning: HUD will prosecute false claims and tatements. 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: Signature: Date:
SCOTT E. ROCHOLL 06/15/2017
Previous editions are obsolete form HUD-52574 (04/2013)
-Public Housing Operating Budget:
PHANAME +?TTERTAIL HRA __
ADDRESS --
1151 Friber2 Ave. Fer us Falls, M 56537 ----I REVISION # I --Fiscal Year End 12/31/2017 ---# Of ACC Units 13 ----# Of Unit Months 156 -E --ACC# C-4109 ------HUD MN# MN 17700000 I
DU S# 138122739 ,_
HUD Account Title Total 2017 Projected Budget Total 2016 Estimated Budget
FDS Line# ,. Amounts Amounts
Operating Income: l ----3110 Dwelling Rental t 31 ,153.00 $ 30,450.00 ----
3120 ~xcess Utilities -----
3190 _ Non DwelUn.g Rental _ ----3610 Investment Income $ 20.00 $ 20.00 --3690 ,Other Income, Tenant Charges Etc. $ 1,500.00 $ 500.00 -_LTotal Operatin2 Income __ $ 32,673.00 $ 30,970.00 ----
Operating Expenditures: ------
~ministrative ------4110 d aries $ 5,000.00 $ 16,250.00 ---4120 mpensated Absences $ 1,200.00 $ 3,395.00 --4130 ga l Expenses $ 250.00 $ 250.00
4140 1 Staff Train in Ii 250 .00 $ 250.00
4150 Travel Ex ense 800.00 $ 550.00 ------4170 Accounting Fees 2,500.00 $ 2,500.00 --4171 Audit Expense 1,700.00 $ 1,600.00 ---4190
1
0ther Administrative Costs $ 4,000.00 $ 3,900.00
1 $ Z.'f,2.00 15,700.00 $ 28,695.00 Total Administrative ----
I ----1--Maintenance
I : --
~bor (Salaries) ------4410 7,000.00 $ 4,800.00 ----
4420 aintenance Materials 5,500.00 $ 4,300.00 ----4430 Maintenance Contracts: -1..L 10,600.00 $ 10,500.00 -----
4431
~
arbage Service I~ 250.00 $ 100.00 ---
Total Maintenance /~~$'0 23,350.00 $ 19,700.00 --
--__._ --Utilities I
---
H 4310 Water 100.00 $ 100.00 --4320 Electricity 100.00 $ 100.00 ---4330 Gas 100.00 $ 100.00 ---
4340 Fuel Oil --l:---4390 Sewer 50.00 $ 50.00 -------
4391 Assessments 850.00 $ 1,220.00 -------Total Utilities _J__ 1,200.00 $ 1,570.00 -----t----
Protective Services r -4460 Security Labor
4480 leontracted Servic~ ---~------
4470 Materials
I------µ.~tat Protective Services
·-$ -$ -------
---+-------Tenant Services I -------I ---42 10 Resident Services Salaries --------
4220 Materials, Recreation, Pub I ications $ 250.00 $ 250.00
H:\U ers\JEFF\OT Pub Hsg Operating Budget -12-31-2017 2
·Public Housing Operating Budget:
4230
4510
4520
4530
4540
4570 --
4590
4610
7520
Resident Service Co ntracts -------------+-------------Total Tenant ervices
General Expenses
Insurances
fa;'.ment in Lie u of Taxes
Terminal Leave Payments
~ Emp loy~ Benefits
lo~~~~~;t ;~ __
!Total General Expenses
-+----___ _!'fon Rountinc Expenditu_r_cs __
Extraordinary Maintenance
$ 250.00 $ 250.00 F ----+-----<
jl =~-
$ 4,870.00 $ 14,320.00
13,795.00 $ 14,265.00
3,147.00 $ 2,900.00
$ 500.00 $ 1,250.00 r $ --500.00 $ 500.00 ------------! $ .J/,9S,J 22,812.00 $ 33,235.00 ,~---~-----------~---!
$ 3,200 .00 _$_~~--4,500.00
Replacement of Non Expendable 1----------+----'----E qu ip men t
Total Non RoutineExpenditures_ $ 'l,'J ~ 3,200.00 $ 4,500.00
,__ ___ 7_5_4_0 ___ --+-P_r~op __ ,e_:rty~B_e_tt_erments And Addition~s
Total of All Expenditures For Year $ fC,,1,r--6~0,,:5-12-,-00-+-$-------8~7,-95-0-.0-0-1
-------+-------------+-----------Cash Flow (Deficit) -t-----'-------(33,839.00) $ (56,980.00) +--------~~-~----------~~--~1 $
HUD Contributions --8020 __ H_UD O erating Subsid y ~-. $ f,. ~oo 28 750.00_ $ 46,160.00
_l.Q!p ital Fund ransfer For Operations t $ 2p1.:z._1_·t.1 ___ 4_,o_o_o_.oo $ __
_ Other Cash: ___ ----+--I __
Current Cash Reserves 1 $ 171 foo 8~000.00 $ 25,000.00
-====-----+-Total HUD & Othe, Cont,ibutions ps 1 f,8"-l)====-4_0~,7_5_0_.o_o __ $ _______ 9_0~,6_6_0._0---10
Net Cash Flow (Deficit) --$ Z.t, ~f 6,911.00 $ 33,680.00
3620
-
19,500.00
H :\Uscrs\JEFF\OTC Pub Hsg Operating Budget -12-31-20 I 7 2
Op.erating audget ..
Summary of Budget Data and Justifications
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
0MB Approval•No. 2577-0026 (Exp. 10/31/2009)
Public reporting burden for this collection ofinformalion is estimated to average 45 minutes per response, including the timeforreviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct
or, sponsor, and.a person is not required to.respond to, a collection of information unless that co)lecton displays a valid 0MB control number.
This information is.required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the low-income _housing program
and provides a summary of proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of ce$in specified
amounts. HUD reviews the information to determine ifthe operating plan ado.pted by the PHAand the amounts are reasonable and that the PHA is in compliance
wilh procedures prescribed by HUD; Responses are required to obtain benefits. This information does not lend itself to confidentiality.
• Name cit to cal Housing Authority 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, stale amount of latest available total
HA monthly rent roll, the number of dweHing units available for occupancy and the number accepted for the same month end. Cite HA policy revisions and
econo.mic and other factors which may result in a greater or lesser average monthly rent roll during the Requested Budget Year. _For Section 23 Leased housing,
state the number_ of units under lease, the PUM lea_se price, and whether or not the cost of utilities is included. If not included, explain meth9d for payment at
utility•costs by HA and/or tenant.
2017 HUD Formula Income $199.70
$199.70 x156 = $31',153.00
Excess !.ltilitles. (Not for Section 23 Leased housing.) Check appropriate spaces in item 1, and explain "Other". Under item 2, explain bas.is fqr.delermining
excess utility consumption. For example, Ga~;lndividual 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 charme in the total amount of excess
utility charges during the Requested Budget Year.
1,. Utility Services Surcharged:
2 .. Comments
Gas D Electricity O Other D (Specify) ____________ _
Non dwelling Rent. (Notfor Section 23 Leased housing,) Complete Item 1, specifying each space rented, to whom, and the rental terms. Forex11mple: Community
Building Space-Nursery School-$50 per month, etc. Cite changes anticipated during the Requested Budget Year affecting estimated Non-dweUing Rental Income.
1. Space Rented
2. Comments
Previous editions are obsolete
ToWhom
Page 1 of4
Rental Terms
Jonn HUD-52573 (3/95)
ref Handbooks 7475.1
Interest on General Fund lnvestmentsState the amount of present General Fund lnvestment 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 whi9h will present a clear understanding
of the HA's prospective Operating Receipts situation during the Requested Budget Year. For Section 23 Leased housing explain basis for estimate of utility
charges to tenants.
Other Income $500.00
Operating Expenditures
Summary of Staffing and Salary Data
Complete the summary below on the basis of information shown on form HUD-52566, Schedule of All 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 HUD-52566.
Column (2) Enter the number of equivalent full-time positions allocable to HUD-aided housing In management. For example: A HA has three "/\-NT" positions
allocable to such housing at the rate of 80%, 70%, and 50% respectively. Thus, the equivalent full-time positions is two. (8/10 + 7/10 + 5/10).
Column.(3) Enter the portion of total salary expense shown in Column (5) or Column (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 (S)orColumn (10), form HUD-52566, allocable to Section 23 Leased housing in management.
Column (5) Enter the portion of total salary expense shown in Column (5)or Column (7), form HUD-52566, allocable to Modernization programs (Comprehensive
Improvement Assistance Program or Comprehensive Grant Program).
Column (6) Enter the portion of total salary expense shown in Column (5) or Column (9), form HUD-52566, allocable to Section 8 Programs.
Note: The number of equivalent full-time positions and the amount of salary expense for all positions designated "M" on form HUD-52566 must be equitably
distributed to account Jines Ordinary Maintenance and ·operation-Labor, Extraordinary Maintenance Work Projects, and Betterments and
Additions Work Projects.
Hl:JD-Aided Management Program
Equivalent Salary Expense
Total Number Full-Time Section 23 Leased Modernization SectionB
Account Line of Pas itions Positions Management Housing Only Programs Program
(1) (2) (3) (4) (5) (6)
Administration-Nontechnical Salaries1 3 .18 5,000.00
Administration-Technical Salaries'
Ordinary Maintenance and Operation-Labor• 2 .22 $7,000.
Utilities-Labor1
Other (Specify) (Legal, etc.)1
,Extraordinary Maintenance Work Projects'
Betterments and Additions Work Projects'
1 Carry forward to the appropriate line on HUl:l-52564, the amount of salary expense shown in Column (3) on the corresponding line above. Carryforward to the
appropriate line on HUD-52564 (Section 23 Leased Housing Budget), the amount of salary expense shown in Column (4) on the corresponding line above.
2 The amount of salary expense distributed to Extraordinary Maintenance Work Projects and to Betterments and Additions Work Projects is to be included in the
cost of each individual.project to be performed by the HA Staff, as shown on form HUD-52567.
Previous editions are obsolete Page 2 of 4 form HUD-52573 (3/95)
ref Handbooks 74_75.1
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 prlor HUD concurrence in proposed salary increases for Administration Staff or givejustification and
pertinent comparability information. Cite effective date for current approved wage rates (form HUD-52158) and justify all deviations from these rates.
Budget based on current 2017 Salary rates that were effective 01-01-2017.
Compensate Absences $1,200.00
Travel, Publications, Membership Dues and Fees, Telephone and Telegraph, and Sundry. In addition to "Justificationfor T·ravel to Conventions and
Meetings" shown on.form HUD-52571, give an explanation of substantial Requested Budget Year estimated increases over the PUM rate of expenditures.for
these accounts in the CurrentBudget Year, Explain basis for allocation of each element of these expenses.
Legal -$ 250.
Staff training -$ 250.
Travel -$ 800.
Accounting -$2,500,
Audit -$1,700.
Total: $5,500.00
OTHER ADMIN COSTS
Publications -$ 200.
Dues and Fees -$ 200.
Telephone -$ 600.
Office Rent -$ 650.
Supplies -$ 750.
Sundry -$1,600.
Total $4,000.00
Utilities. Give an explanation of substantial Requested Budget Year estimated increases over the PUM rate of expenditures for each.utility.service in the
Current Budget Year. Describe and slate 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. •
Materials, Etc. -$5,500.
Ordinary Maintenance & Operation-Contract Costs, List each ordinary maintenance and operation service contracted for and give the estimated cost
for each. Cite andjustify new coniract services proposed for the Requested Budget Year. Explain substantial Requested Budget Year increases over the PUM
rate·of expenditure for Contract Services in the Current Budget Year. lfLHA has contract for maintenance of elevator cabs, give contract cost per cab,
Softener Salt $500.00
Lawn Fertilizer $1,000.00
Plumbing/ElecUHtg/AC $2,500,00
Carpet Cleaning $750.00
Computer Maintenance $iso.oo
Misc. Contracts $5,000.00
Garbage Service $600.00
Total: $10,600.00
,Previous editions are obsolete Page 3 of 4 form HUD-52573 (3/95)
ref Handbooks 7475.1
_ ..
Insurance. Give an explanation of substantial Reque~ted Budget Year estimated increases in the,PUM rate of expenditures for insurance over the Current
• Budget Year. Cite qhanges in coverage, premium rates, etc.
Multi Peril -$11,364.
Fidelity Bond -$ 180.
Workers Comp. -$1,500.
D & 6 • -$ 500.
Office Insurance -$ 250.
TOTAL $13,794.
Employee Benefit Contributions. List a II Employee Benefit plans participated in. Give justification for all p I ans to be instituted in the Requested Bud get Year
for which prior HUD concurrence has noibeen given.
Health Insurance -$2,230.
Retirement -$ 1,590.
Dental -$ 200.
LTD -$ 200.
Life -$ 100.
Social Security -$ 550.
TOTAL $4,870.
Collection Losses. State the number of tenants accounts receivable to be written off and the number and total amount of all accounts receivable for both
present and vacated tenants as-of the month in which the,estimate was computed.
Losses $500.
Extraordinary .Maintenance, Replacement of Equipment; and. Betterments and AdditiomCite prior HUD approval or give justification for-each nonroutine
work project included in th_e Requested Budget and for those for future years which make up the estimate on. form HUD-52570. Justifying information
incorporated on or attached to form HUD-52S67 need not be repeated here.
Paintirig $2,200,00
Floor Coverings $1,000.00
Total $3,200.00
Contracts. List all contracts, other than those listed on page 3 of this form under Ordinary Maintenance & Operation (OMO). Cite the name of the contractor,
type of contract, cost of contract, and co_ntract 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 Contract Services:
$500.
Previous editions are obsolete
Tenant Services;
$250.
Page 4 of4 formHUD-52573 (3195)
ref Handbooks 7475.1
0 """'-"""'"" O~f'QRTUNITV
2017
RCVD.
$195,000
$20,000
$115,000
$15,000
$12 1,000
$50,000
$0.00
$516,000
HRA Office
11 51 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
2018 PROPOSED TAX LEVY REQUEST
2018
PROPOSED
$170,000
$50,000
$75,000
$10,000
$136,000
$75,000
$25,800
$541,800
SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION-
In 2016 the HRA used $190,000. To date (2017) the HRA has used
approximately $85,000 to supplement the Section 8 Voucher Program and general
administration due to Federal legislative reductions. The requested funds will
allow the HRA to pursue other critical housing initiatives within Otter Tail
County.
RENTAL REHAB LOAN PROGRAM-MHFA Rental Rehab Program is
available only for multi-unit buildings. Tax Levy funds are used to assist owners
of smaller properties.
OWNER OCCUPIED REHAB LOANS-Funds are used for deferred loans to
low and moderate income families. Due to the increased number of applicants
and the HRA's partnering efforts with Rural Development, MHFA, and
MAHUBE OTW A, more of these funds are being requested and utilized.
SMALL CITIES DEVELOPMENT GRANTS-Tax Levy funds will be used to
write future grant applications. The 2016 Henning application was approved in
the amount of $802,560 and will be closed out at the end of 2018. The
Rothsay/Elizabeth grant was funded in 2015 and will be closed out at the end of
201 7. The Dalton application was resubmitted in 201 7 and awards will be made in
July/2017.
LEVERAGE FOR OTHER PROGRAMS-Tax Levy funds will continue to be
used to complete projects when MHF A, Rural Development and Small Cities
funding is inadequate. It is also used to provide matching funds if homeowners,
landlords or business owners are unable to secure other financing.
DOWN PAYMENT ASSISTANCE PROGRAM-Tax Levy funding will be
used to increase program funding. Program began in April 2016. This loan
progran1 is used for down payments on the purchase of new or existing home for
households in Otter Tail County ( excluding the city limits of Fergus Falls, Perham
& Wadena).
ACQUISITION OF TAX FORFIETED/ ABANDED PROPERTIES -Tax
levied funds to be used to purchase properties for future housing development of
various types.
TOT AL REQUESTED FUNDS FOR FISCAL YEAR 2018
This proposes a 5% increase over the 2017 approved levy request.
--------=---------Providing Housing Opportunities
0
"""'-'''"'"'" OPPOA'TUNl'rY
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
tfhra@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
Scott Rocholl, Chairperson
Robert Bigwood,
Vice-Chairperson
Ralph Hemmerlin
Dave Johnson
DATE OF ORIGINAL
APPOINTMENT
06/10
08/08
09/08
01/15
10/16
DATE OF
REAPPOINTMENT
08/12
08/13
08/14
08/15
H :\Users\JEFF\BOARD APPOINTMENTS OTC HRA.doc _______________ Providing Housing Opportunities
DATE OF
EXPIRATION
08/2017
08/2018
08 /2019
08/2020
01 /2021
FERGU FALLS/ OTTER TAIL COUNTYHRA
LOAN PROGRAM -APPLICATION REVIEW
Date of Application: 5/4/-011 , '
File Number:
Job Address,
Property· Owner:
Phone Number
E-mail Address
On File
On Fi le
Social Security or Federal ID #: On File
Debt-to-value ratio
Mailing Address If Different Than Job Address :
Loan Request: l).,.-1!-i2i2-
Loan Request: _________ _
Loan Request: _________ _
Grand Total
Credit Score On File
$
$
• ~~-//JJtJ_ 5~~L ;1)
Move-\.:~-t1 Z41ot:-O
ZS, ~ ---t:? b ..c-'--t., ~e-c:L
------------
$ ------------
$ ___________ _
Scopeofwork: ~~ IAK"-f-6.r
iJ.werfA1U..Z~ ' ~,..,..-~ r r
Description of Collateral: / ef · ~,nJc-!
Application Approved:
Yes Motion.-'--: --~---=----=b'---_B.=-.:...._. __
0 econd: ___ /3-=--"'-h~ _ __;_~_· __ _
Date of Approval
Comments:
H:\Users\Mikel\Business Development of Fergus Falls\ecdevreview2.doc
Program
OTC Tax Levy-Homeowner (2017)
Only TLC Projects
Leveraged w/ SCDP Projects
TOTAL2017
OTC Tax Levy-Rental (2017)
SCDP: Pelican Rapids (CLOSED)
SCDP: New York Mills (CLOSED)
SCDP: Fergus Falls (20 homes)
SCDP: Rothsay/Elizabeth (8 homes)
SCDP: Henn_ing (17 Homes)
SCDP: Henning Rental Rehab
SCDP: Henning Commercial Rehab
SCDP -Preliminary Proposals
MHFA Oeferred1 Loans -2017
2017 Economic Development
2016 Economic Development
HRA Revolving Rent Rehab Loan (2017)
Fergus Fa.11s and Otter Tall County HRA
Rehabilitation Projects Update
June 1, 2017
Applications Approved Denied Inspected
20 4 4 2
8 8 0 8
28 12 4 10
6 2 0 2
2 ? 1 2
3 3 0 3
83 17 14 16
39 9 10 9
22 9 2 9
2 2 0 2
7 2 0 2
Dalton -Full Application submitted
0 0 0 0
9 5 0 3
13 12 1 12
1 0 0 0
Proceed
Issued Complete
0 0
8 1
8 1
1 0
2 2
0 0
11 10
7 7
5 1
1 0
1 0
0 0
1 0
12 12
a 0
.fill.
11.
B.
_g
.0.
2.
.!!!/.
.ll
A B
i,'.116 1
Jan-16
Feb-16
Mar-16
Aor-16
Mav-16
Jun-16
Jul-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
Aua-17
Sen-17
Oct-17
Nov-17
Dec-17
Total
20 1
18
16 , ...::::
14
~ 12 --
t: 10 g 8
C
., ACC Units
(UMAs) (see
new ACC lab)
140
140
140
140
140
140
140
140
140
140
140
140
1,580
140
140
140
140
140
140
140
140
J40
140
140
140
1880
"' ~ 6 ....... _, __
f----I -.... ■
D
ACTUAL
Leased Units
118
118
122
124
122
115
112
111
111
109
107
109
1378
105
107
/ 108
I_.
I
\..
645
-----■
11 I I
F G
Vouchers Other Planned
Actual HAP Issued, or additions or
projected to be reductions to : ... _, ,_... . ____ ..... -~: ....
$36 663 11
$38,582 18
$44 501
$41 685
$41 885 0
$39 603 3
$35 640 4
$35 049
$36172
$35 016
$35 456
$34,766 2
$455 018 73 0
$34 314
$36 111 14
5
$37,118 '\ 8
M , -"' 2
/
$218 887 34 0
Leasing
-I
-• --
MN177 HCV Leasing and Spending Projection
H
New Leasing
from Issued
Vouchers
0
0
13
1
2
2
0
0
Estimated
Attrition
-2.6
-2.6
-2.6
-2.6
-2.7
-26
-2.5
-2.4
-2.4
-2.4
-2.4
·2.3
-30.1
-2.4
-2.3
-2.3
-2.3
-2.3
-2.4
-2.4
-2.4
-2.3
-2.3
-2.2
-2.2
-27.7
140
f-120
----i 100
80
60
40
20
0
c: l :s: i;;
I
I
Leased units:
Actual and
Projected
118
118
122
124
122
115
112
111
111
109
107
109
1378
105
107
106
108
109
111
109
107
105
103
100
98
1 258
HAP Expense:
Actual and
Projected
$36,663
$38 582
$44 501
$41 685
$41 885
$39 603
$35 640
$35,049
$36172
$35,016
$35 456
$34,766
$455 018
$34 314
$36111
$35 757
$37,118
$37 655
$37 932
$37 336
$36 616
$35 836
$35 059
$34 300
$33 557
$431 590
PUC Actual or
Projected
$311
$327
$365
$336
$343
$344
$318
$316
$326
$321
$331
$319
$330
$327
$337
$337
$344
$345
$342
$342
$342
$342
$342
$342
$342
M
Manual PUC
Override
N
Cumulative
Annual Leased
%
84.3%
84.3%
85.2%
86.1 %
86.3%
85.6%
84.6%
84.1%
83.6%
83.0%
82.4%
82.0%
82.0%
75.0%
75.7%
75.7%
761%
76.4%
76.9%
77.1%
77.0%
76.8%
76.4%
76.0%
75.5%
75.5%
0
Cumulative
Eligibility
Expended %
103.3%
106.0%
112.4%
113.7%
114.5%
1140%
112.1%
110.4%
109.5%
108.4%
107.6%
106.8%
105.8%
90.5%
92.9%
93.3%
94.5%
95.4%
96.2%
96.5%
96.5%
96.3%
95.9%
95.4%
94.9%
94.9%
p
Monthly UML %
84.3%
84.3%
87.1%
88.6%
87.1%
82.1%
79.3%
79.3%
77.9%
76.4%
77.9%
75.0%
75.7%
77.1%
77.9%
79.3%
78.0%
76.5%
74.9%
73.3%
71.7%
70.1%
0
MonthlyABA
Expended%
103.3%
108.7%
125.4%
117.4%
118.0%
111.6%
100.4%
98.7%
101.9%
98.6%
99.9%
97.9%
90.5%
95.2%
94.3%
97.9%
99.3%
100.0%
98.5%
96.6%
94.5%
92.5%
90.5%
88.5%
Spending v. Fundlng-
$50,000 .----------------------------------------.
$45.000 1 L>--:. I
~ $40,000 ·2 s 7 :,: $35,000 ~ c:=z _ .., .
j $30,000 . --! $25,000 ~
f $20,000 ~ $15,000 i
::;; ' $10,000 !
$5,000 t
$0 -~-------------
-Vouchers issued or projected to be issued -Projected New leasing from Issued Vouchers -Actual or Projected Units l eased I
\
Comments
FINANCIAL: Beginning Year Cash (VMS) of $50,720 compares to Beginning Year NRP (VMS) of $-1,793, Note Negative UNP of S-241,986. VMS Cash & Investments of $23,547 compares to VMS NRP plus UNP of $-20,419.
HUD Page 2 6115/2017
R
MN177 HCV Leasing and Spending Projection
IAI 8 I C I D I E F I G I H I I J K I L I M I N I 0 I p I a IR
.l. I Utilization Reoort: I "'·" ·1n.7a tJOnR e nnITJIJ(Jf.JJIITn I Gl I WU-QP!r IUUI UL<te I
I I I I 1r-~ "I r Access Additional Tools l PHA Name QIIliB !lllb !;;Q!ltUX 11811 PHA Number MN177 I ~ Olsclalmer
2 I
ACC and Funding Information Funding Proration Levels Program Projection Variables Leasing and Spending Outcomes:
4 Current and Following Year Projections -Years 2 & 3 Re-Annual Current Year Year2 Year3 Benchmarking 100.0% ~YC!:&Ss Bat~ 20% 26.0% 2016 2017
Proration Turnover rate
-1_
Years 1 & 2 UML'lo of ACC Calendar Year 2016 2017 2018 Admin Fee 84.0% 82.0% 75.5%
Proration (UMA)
.i_
Beginning ACC 140 140 140 Years 2 & 3 Offset (Optional) Time from Issuance to HAP HAP Exp as %
# Vouchers Effective Date All Funds 94.0% 89.2%
L
lllJ!!ruM_ Offset %
)4.9% (protects CYE 'lo leased In 30 Average months HAP Exp as %
i,,-106.8% ' f.l!Jlll!ng_ $41 7,024 $455,018 $431,590 Increased 0.0% days 25% 2.20 from issuance to ofEllgib~rli llfil.2!Wll HAP Effeetwe Date only ~
OFFSET of HAP so $0 % leased in 30 40% Reserve to 60 days
~
~ Prorated Funding EUglblllty % leased In 60 Projec1ed 12131
El!n2inll $8,963 Level (Including any Offset) lo 90 days 25% Total HAP $28,814 $52,242
lll_ Reserves
f:llrr:11!.!. !IDIII % leased In 90 HAP Reserves
$0 $0 $0 $425,987 10% as ¾ of ASA 6.9¾ 11.5¾ El!Jlll!ng to 120 days (Srarr: 13.6%) 11
Total ABA Average Monthly % leased In 120 Potential Funding $425,987 $455,018 $431,590 Funding $36,499 to 160 days 0% Termination, 0 0
13. Provided .. " Ellglbllity
PHA Income so
11.
HUD-Held Reconciliation Cash Sufficiency Check lld1.lill.. Beginning Year Three: # Months NRP
Total Cash-(With Line Reference to FMO Letter) Bgcsmcllllll2n Monl!ll~ AB/I miny~ 1::!IIE ~~~ $2,409 Surplus wil) cover Yr 3
!! Supported Prior $57,845 $28,814 $52,242 Monthly deficit
Year-End HUD-HUD-
Reserves established $54,320 established
CYE HHR CYE HHR
!§. "1 ...... .,.,, Ill IM 331
HUO-estlmated PHA-Held Cash Administrative Fees Net Excess $3,525 $50,720 12131/2016 Analysis 2016 2017
2§. Cash (Line 24) (VMS)
Total Funding I
HUD-HUD-<= 7,200 UMLs > 7,200 UMLs (> Admln Fees
Avallable $483,832 $443,832 $483,832 Reconciled $57,845 $105,040 Reconciled (<= 600 Units) -600 units) -Earned (PY: $62,931 $57,780
11.. (Line 34) (Cash Capped) no proration no proration $60,290)
Lower of Lower of
H17/117 $57,845 H17/117 $55.97 $52.23 Expense $139,578 $135,912 (Override (Override
18 A .,-:t .... 1-l ,._., __ -Exnense 0J... 221.8% 235.2% !2. ($1,793) < PHA--R•ported MN177 has a cost per UML of $98.49 HUO-12/3112015 NRP compared to its Eamtngs/UML & Size peer Based on the most recenl. omc1af (end o~ fiscal year} UNP.
Reconciled ......... group of $44 84 (a difference ol-54.5%) MN17T has a pro1e<:ted 2016 Ca.lerldar Yea1-End (CYE) UNP or
Excess Cash v HUD-Estimated and rts state pe.er group (of att PHAs in the ($280.225) (or -445 3% of CY 2018 Eatned Adm,n Fees) and a
2017 CYE UNPor ($358.3371 (Cl -620 2% er CY 2017 Earned PHA NRP 1V3112015 Excell $3,525 state) of $47 93 (a difference of 51.3%). Admln Feet) ,0 Ca h.> -11
HUD Page 1 6/15/2017
BOM HHR EOM HHR
35 787 519 118 320 848
35 291 519 118 848 1 872
35 291 1384 122 872 291 896
37 293 944 124 896 293 574
39 354 504 122 574 $34 971 354 190
35 829 S130 115 190 S34 971 $35 829 332
9 39 354 $16 8351 112 332 $43 934 39 354 911
,835 49 554 0 $2,330) 11 1 911 $34 971 9 554 328
Se ,3301 42 274 2 3772 111 328 $34 971 42 274 $26 024
SJ 772 42 274 30 11 030 109 024 $34 752 42 274 02
Nove $11 030 35 904 78 11478 107 502 0 35904 402
Oecem -16 $11 478 35 904 16 0 12 616 109 402 0 35 904 306
Janu .17 $12 616 $36 447 49 $0 14749 105 306 0 36447 753
Febru •17 $14 749 $36 447 85 0 15085 107 753 0 $36 447 200
Ma -17 15 085 34844 172 0 14172 106 6 200 0 $34 844 044
A -17 $14172 $34 884 38 0 11938 108 1044 0 $34 884 928
•17 $11 938 $34.884 67 0 9167 109 5 928 0 ,812
J .17 $9 167 34884 32 $3048 19 0 $6119 111 0 812 0 696
Tota/for CYE 2016 $464 109 018 $356 483
ColorKe : = Be innin Balance for the Year = Calculated Fields = VMS Data / or Pro ected Data = HUOCAPS Data
G1meral Comments:
Cateoorv Amount Comments
Prooosed Advance: I {$6119) Saw and Submit
Adiustments -~~Fo,ward?
Pnor Pertod so Additional 1nronnation
HUD so HHR/Current BA Ava,lable?I
FronUoad Reauest to OPS?I
?HA so Referral to FO or SPT?I Date I
Additional Disbursement Needed?! No I
Actual Advance: $0
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
APRIL & MAY, 2017
Annual Recerts 17
Interim Recerts 12
Ports-In/Billing 0
Ports-In/ Absorbed 0
Ports-Out/Billed 0
Ports-Out/ Absorbed 0
Ports Out/End Participation 0
End Participation 4
Shop Mode/ AAS 0
New Admissions 7
Waiting List/To Date 6D Vouchers Issued/Current
Applications 1/P/Current 3
Ports In Pending 1
Ports Out Pending
Ports Out Paid
Ports Receivable
In-House Transfers 0
ELI% 43%
Fergus Falls/Otter Tail County Housing aQ.d Redevelopment
Emergency Transfer Plan
for Victims of Domestic Violence, Dating Violence, Sexual Assault, or Stalking
Emergency Transfers
The Fergus FallsiOtter Tail County Housing and Redevelopment Authority (Fergus Falls/Otter
Tail County HRA) is concerned about the safety of its tenants, and such con(?em extends to
tenli!lts who are victjms of domestic violence, dating violence, sexual assault, or stalking. In
accordance with the Violence Against Women Act (VA WA), 1 The Fergus Falls/Otter Tail
County HRA allows tenants who are victims of domestic violence, dating violence, sexual
assault, or stalking to request an emergency transfer from the tenant's current unit to another
unit. The ability to request a transfer is available regardless of sex, gender identity, or sexual
orientation.2 The ability of the Fergus Falls/Otter Tail County HR.A to honor such request for
tenants currently receiving assistance, however, may .depend upon a preliminary determination
that the tenant is or has been a victim of domestic violence, dating violence, sexual.a,ssault, or
stalking, and on whether the Fergus Falls/Otter Tail County HRA has another dwelling unit that
is available and is safe to offer the tenant for temporary or more permanent occupancy.
This plan identifies tenants who are eligible for an emergency transfer, the documentation
needed to request an emergency transfer, confidentiality protections, how an emergency transfer
may occur, and guidance to tenants on safety and security, This plan is based on a model
emergency transfer plan published by the U.S .. Department of Housing and Urban Development
(HUD), the Federal agency that.oversees that the Fergus Falls/Otter Tail County HR.A Public
Housing is in compliance with VA WA.
Eligibility for Emergency Transfers
A tenant who is a victim of domestic violence, dating violence, sexual assault, or stalking, as
provided in HUD's.regulations at 24 CFRpart 5, subpart Lis eligible for an emergency transfer,
if: the tenant reasonably believes that there is a threat of imminent harm from further violence if
the tenant remains within the same unit. If the tenant is a victim of sexual assault, the tenant may
also be eligible to transfer if the sexual assault occurred on the premises within the 90-calendar-
day period preceding a request for an emergency transfer.
A tenant requesting an emergency transfer must expressly request the transfer in ·accordance with
the procedures described in this plan.
Tenants who are not in good standing may still request an emergency transfer·ifthey meet the
eligibility requirements in this section.
1 Despite the name of this law, VAWA protection is available to all victims ofdomestic violence, dating violence,
sexual assault, and stalking, regardless of sex, gender.identity, or sexual orientation.
:z Housing providers cannot discriminate on the basis of any protected characteristic, including race, color, national
origin, religion, sex, familial status, disability, or age. IBID-assisted and HUD-insw-ed housing must be made
available to all otherwise eligible individuals regardless of actual or perceived sexual orientation, gender identity, or
marital status.
FormHUD-5381
(12/2016)
2
Emergency Transfer Request Documentation
To request an emergency transfer, the tenant shall notify the Fergus Falls/Otter Tail County
HRA's management office and submit a written request for a transfer. The Fergus Falls/Otter
Tail County HRA will provide reasonable accommodations to this policy for individuals with
disabilities. The tenant's written request for an emergency transfer should include either:
1. A statement expressing that the tenant reasonably believes that there is a threat of
imminent harm from further violence if the tenant were to remain in the same dwelling unit
assisted under the Fergus Falls HRA' s program; OR
2. A statement that the tenant was a sexual assault victim and that the sexual assault
occurred on the premises during the 90-calendar-day period preceding the tenant's request for an
emergency transfer.
Confidentiality
The Fergus Falls/Otter Tail County HRA will keep confidential any information that the tenant-
submits in requesting an emergency transfer, and information about the emergency transfer,
unless the tenant gives the Fergus Falls/Otter Tail County HRA written permission to release the
information on a time limited basis, or disclosure of the information is required by law or
required for use in an evictionproceeding or hearing regarding termination of assistance from the
covered program. This includes keeping confidential the new location of the dwelling unit of the
tenant, if one is provided, from the person( s) that committed an act(s) of domestic violence,
dating violence, sexual assault, or.stalking against the tenant. See the Notice of Occupancy
Rights under the Violence Against Women Act For All Tenants for more information about
Fergus Falls/Otter Tail County HRA's responsibility to maintain the confidentiality of
information related to incidents of domestic violence, dating violence, sexual assault, or stalking.
Emergency Transfer Timing and Availability
The Fergus Falls/Otter Tail County HRA cannot guarantee that a transfer request will be
approved or how long it will take to process a transfer request. The Fergus Falls/Otter Tail
County HRA will, however, act as quickly as possible to move a tenant who is a victim .of
domestic violence, dating violence, sexual assault, or stalking to another unit, subject to
availability and safety ofa unit. If a tenant reasonably believes a proposed transfer would not be
safe, the tenant may request a transfer to .a different unit. If a unit is available, the transferred·
tenant must agree to abide by the terms and conditions that govern occupancy in the unit to
which the tenanthas been transferred. The Fergus Falls/Otter Tail County HRA may be unable
to transfer a tenant to a particular unit if the tenant has not or cannot establish eligibility for that
unit.
If the Fergus Falls/Otter Tail County HRA has no safe and available units for which a tenant who
needs an emergency is eligible, the Fergus Falls/Otter Tail County HRA will assist the tenant in
identifying other housing providers who may have safe and available units to which the tenant
could move. At the tenant's request, the Fergus Falls/Otter Tail County HRA will also assist
tenants in contacting the local organizations offering assistance to victims of domestic violence,
dating violence, sexual assault, or stalking that are attached to this plan.
Form HUD-5381
(12/2016)
3
Safety and Security ,of Tenants
Pending processing of the transfer and the actual transfer, if it is approved and occurs, the tenant
is urged to take all reasonable precautions to be safe.
Tenants who are or have been victims of domestic violence are encouraged to contact the
National Domestic Violence Hotline at 1-800-799° 723 3, or a local domestic violence shelter, for
assistance in creating a safety plan. For persons with hearing impairments, that hotline can be
accessed by calling 1-800-787-3224 (TTY).
Tenants who have been victims of sexual assault may call the Rape,Abuse & Incest National
Network's National Sexual Assault Hotline at 800-656-HOPE, or visit the online hotline at
https://ohl.rainn.org/online/.
Tenants who are or have been victims ofstalking seeking help may visit the National Center for
Victims of Crime's Stalking Resource Center athttps://www.victimsofcrime.org/our-
pro grams/ stalking-resource-center.
Local organizations offering assistance to victims of domestic violence, dating violence, sexual
assault, or stalking.
Someplace Safe
106 S Union
Fergus Falls, MN 56537
218-739-2853
Otter Tail County Sheriffs Department
417 S Court St
Fergus Falls, MN 55637
218-998-8555
Fergus Falls Police Department
122 Junius Ave
Fergus Falls, MN 56537
218-332-5555
Form HUD-5381
(12/2016)
Recommended Action 4 -Admin Plan:
Add the following to the last paragraph of the Admirt Plan -Operation of Project-Based
Properties.
"There is an exception to this rule when the family or a member of the family is or has been the
victim of domestic violence, dating violence, sexual assault, or stalking, and the move is needed
to protect the health or safety of the family or family member, or any family member has been
the victim of a sexual assault that occurred on the premises during the 90 calendar day period
preceding the family's request to move."
Therefore, with the changes, the last paragraph should look like this:
If the family terminates the assisted lease before the end of one year, the family
relinquishes the opportunity for continued tenant-based assistance.
There is an exception to this rule when the family or a member of the family is or has been
the victim of domestic violence, dating violence, sexual assault, or stalking, and ,the move is
needed to protect the health or safety of the family or family member, or any family
member has been the victim of a sexual assault that occurred on th'e premises during the 90
calendar day period preceding the family's request to move.
SECTION 8 ADMINISTRATNE PLAN UPDATE-VIOLENCE AGAINST WOMEN ACT
0/AWA)
17.1 VA WA PROTECTIONS
Under the Violence Against Women Act (VA WA, notwithstanding the title of the statute,
protections are not limited to women but cover victims regardless of sex, gender identity, or
sexual orientation), Housing Choice Voucher participants have the following specific
protections, which will be observed by the Fergus Falls/Otter Tail County HRA:
A. An incident or incidents or actual or threatened domestic violence, dating violence, sexual
assault, or stalking will not be construed as a serious or repeated violation of the lease by the
victim or threatened victim of that violence, and shall not in itself be good cause for terminating
the assistance, tenancy, or occupancy rights of the victim of such violence by either the Fergus
Falls/Otter Tail County HRA or the owner or property manager.
B. An applicant for assistance or a tenant/participant receiving assistance under a covered
housing provider may not be denied admission to, denied assistance under, terminated from
participation in, or evicted from housing on the basis or as a direct result of the fact that the
applicant or tenant/participant is or has been a victim of domestic violence, dating violence,
sexual assault, or stalking, if the applicant or tenant otherwise qualifies for admission, assistance,
participation, or occupancy.
C. The Fergus Falls/Otter Tail County HRA shall provide each applicant and participant
a HUD prescribed Notice of Occupancy Rights and Certification form. It shall also be
provided with any notice of eviction. In addition, the Authority shall make an adopted
Emergency Transfer Plan and Emergency Transfer Request available upon request.
Recommended Action 3 -Admin Plan:
Add the following to the second paragraph of 17.2 of the Admin Plan.
"The request for verification shall take the form of a written request by the Fergus Falls/Otte•.
Tail County HRA to the claimant."
Therefore, the second paragraph of 17.2 of the Admin Plan should look like this with the
changes:
17.2 VERIFICATION OF DOMESTIC VIOLENCE, DATING VIOLENCE, SEXUAL
ASSAULT OR STALKING
The Fergus Falls/Otter Tail County HRA shall require and the owner or property manager
may require verification in all cases where an individual claims protection under VA WA
against an action involving such individual proposed to be taken by the Housing Authority.
The request for verification shall take the form of a written request by the Fergus
Falls/Otter Tail County HRA to the claimant.
Otter Tail County Public Housing
ACOP (Admissions and Continued Occupancy Policy) and LEASE
PROPOSED CHANGES June 2017:
POLICY CHANGES:
20.0 Termination
20.2A VA WA Protections
Under the Violence Against Women Act (VA WA, notwithstanding the title of the statute, protections are nail
limited to women but cover victims regardless of sex, gender identity, or sexual orientation), public housing
residents have the following specific protections, which will be observed by the Otter Tail County Housing
Authority:
An applicant for assistance or a tenant/participant receiving assistance under a covered housing provider may
not be denied admission to, denied assistance under, terminated from participation in, or evicted from housing
on the basis or as a direct result of the fact that the applicant or tenant/participant is or has been a victim o~
domestic violence, dating violence, sexual assaull, or stalking, if the a plicant or tenant otherwise ualifies for
admission, assistance, partici2ation, or occu ancy.
20.2B Verification of Domestic Violence, Dating Violence or Stalking
The Fergus Falls Housing Authority shall require verification in all cases where an individual claims protection
against an action involving such individual proposed to be taken by the Housing Authority. 'fhe request for
verification shall take the form of a written re uest by the Otter Tail County Housing Authority to the claimant.
LEASE CHANGES:
17. VAWA (Violence Against Women's Act) The Violence Against Women Act provides the following
protections to public housing residents.
a. Management will not terminate or refuse to renew the Lease and will not evict Tenant or a member of
Tenant's household from the dwelling unit if the Tenant or household member is a victim of actual or
threatened "domestic violence, dating violence, or stalking," as those terms are defined by the PHA's
Admission and Occupancy Policies.
b. Pursuant to Federal law, Management may bifurcate this Lease in order to evict, remove, or terminate
the assistance to any person who is a Tenant or a lawful occupant under this lease when such person
engages in criminal acts of physical violence against family members or others, on or off the premises.
Management may take such action without evicting, removing, terminating assistance to, or otherwise
penalizing a victim of such violence who is the Tenant or is a lawful occupant under this Lease.
c. Notwithstanding anything to the contrary contained in paragraphs B.1. and B.2. above, Management
may terminate the Lease and evict the Tenant if it can demonstrate an actual and imminent threat to
other tenants or to those employed at or providing service to the development in which the unit is
located, if the tenant's tenancy is not terminated.
d. Nothing in this section shall prohibit Management from terminating the Lease and evicting the Tenant
based on a violation of this lease not involving domestic violence, dating violence, or stalking against
Tenant or household member, provided that the Otter Tail County Housing Authority does not subject
such a tenant to a more demanding standards than other tenants in making the determination whether to
evict or to terminate assistance of occupancy rights.
e. The Landlord may request in writing that the victim, or a family member on the victim's behalf, certify
that the individual is a victim of abuse and that the HUD Certification of Domestic Violence, Dating
iolence or Stalking, or other documentation as noted on the certifi cation form, be completed and
ubmitted within 14 business days, or an agreed upon extension date, to receive protection under the
AW A. Failure to provide the certification or other su orting documentation within the specified
timeframe may result in eviction.
f. The VA WA definitions set forth in 24 CR 5.2003 are hereby incorporated by reference in this lease.
ProposedACOP and Lease changes effective September 1, 2017 for present residents, effective immediately/or new
residents.
OTTER TAIL COUNTY PUBLIC HOUSING
FAMILY UNITS
BOARD REPORT
13 Family units
April 2017
Rents Payable $2,263.00
Rents Collected $1,910.00
Late Fees Charged $ 0.00
Late Fees Collected $ o.oo·
Late Fees Outstanding $ 28.00 (1)
ELI Percentage
New York Mills (3 bedroom)-lease termination
Offer to applicant, will move in when unit is ready (rehab on
unit during tp.is vacancy)
Waiting List
2Bedroom 23
3 Bedroom 15
4Bedroom 3
H:\Users\Fam\Board Reports\OT Cotmty -Board Reportdoc
OTTER TAIL COUNTY PUBLIC HOUSING
FAMILY UNITS
BOARD-REPORT
13 Family units
May2017
Rents Payable $ 1,996.00
Rents Collected $2,073.00
Late Fees Charged ,$ 0.00
Late.Fees Collected $ 28.00 (1)
Late Fees Outstanding $ 0.00
ELI Percentage 100%
New York Mills (3 bedrooni)--lease termination
rehab on unit during this vacancy-new lease signed 5-25-17
-
Waiting List
2Bedroom 26
3 Bedroom 15
4Bedroorn 4
SECTION 8 ADMINISTRATIVE PLAN UPDATE-VIOLENCE AGAINST WOMEN ACT
(VAWA)
17.1 VA WA PROTECTIONS
Under the Violence Against Women Act (VA WA, notwithstanding the title of the statute,
protections are not limited to women but cover victims regardless of sex, gender identity, or
sexual orientation), Housing Choice Voucher .participants have the following specific
protections, which will be observed by the Fergus Falls/Otter Tail County HRA:
A. An incident or incidents or actual or threatened domestic violence, dating violence, sexual
assault, or stalking will not be construed as a serious or repeated violation of the lease by the
victim or threatened victim of that violence, and shall not in itself be good cause for terminating
the assistance, tenancy, or occupancy rights of the victim of such violence by either the Fergus
Falls/Otter Tail County HRA or the owner or property manager.
B. An applicant for assistance or a tenant/participant receiving assistance under a covered
housing provider may not be denied admission to, denied assistance under, terminated from
participation in, or evicted from housing on the basis or as a direct result of the fact that the
applicant or tenant/participant is or has been a victim of domestic violence, dating violence,
sexual assault, or stalking, if the applicant or tenant otherwise qualifies for admission, assistance,
participation, or occupancy. •
C. The Fergus Falls/Otter Tail County HRA shall provide each applicant and participant
a HUD prescribed Notice of Occupancy Rights and Certifi~ation form. It shall also be
provided with any notice of eviction. In addition, the Authority shall make an adopted
Emergency Transfer Plan and Emergency Transfer Request available upon request.
Recommended Action 3 -Admin Plan:
Add the following to the second paragraph of 17 .2 of the Admin Plan.
"The request for verification shall take the form of a written request by the Fergus Falls/Otter
Tail County HRA to the claimant."
Therefore, the second paragraph of 17 .2 of the Admin Plan should look like this with the
changes:
17.2 VERIFICATION OF DOMESTIC VIOLENCE, DATING VIOLENCE, SEXUAL
ASSAULT OR STALKING
The Fergus Falls/Otter Tail County HRA shall require and the owner or property manager
may require verification in all cases where an individual claims protection under VAWA
against an action involving such individual proposed to be taken by the Housing Authority.
The request for verification shall take the form of a written request by the Fergus
Falls/Otter Tail County HRA to the claimant.
Recommended Action 4 -Admin Plan:
Add the following to the last paragraph of the Admin Plan -Operation of Project-Based
Properties.
"There is an exception to this rule when the family or a member of the family is or has been the
victim of domestic violence, dating violence, sexual assault, or stalking, and the move is needed
to protect the health or safety of the family or family member, or any family member has been
the victim of a sexual assault that occurred on the premises during the 90 calendar day period
preceding the family's request to move."
Therefore, with the changes, the last paragraph should look like this:
If the family terminates the assisted lease before the end of one year, the family
relinquishes the opportunity for continued tenant-based assistance.
There is an exception to this rule when the family or a member of the family is or has been
the victim of domestic violence, dating violence, sexual assault, or stalking, and the move is
needed to protect the health or safety of the family or family member, or any family
member has been the victim of a sexual assault that occurred on the premises during the 90
calendar day period preceding the family's request to move.
MODEL EMERGENCY TRANSFER PLAN FOR
VICTIMS OF DOMESTIC VIOLENCE, DATING
VIOLECE, SEXUAL ASSAULT, OR STALKING
U.S. Department of Housing and Urban Development
0MB Approval No. 2577-0286
Expires 06/30/2017
Fergus Falls/Otter Tail County HRA
Section. 8 Housing Ch,oice-Voucher Program
Emergency Transfer Plan for Victims of Domestic Violence, Dating. Violence, S~xual
Assault, or Stalking
Emergency Transfers _
The Fergus Falls and Otter Tail County HRA (FF/OTC HRA) is concerned about the safety ofits
tenants, and such concern extends to tenants who are victims of domestic violence, dating
violence, sexual assault, or stalking. In accordance with the Violence Against Women Act
01 A WA), FF/OTC HRA allows tenants who are victims of domestic violence, dating violence,
sexual assault; or stalking to request an emergency transfer from the tenant's current unit to
another unit. The ability to request a transfer is available regardless of sex, gender identity, or
sexual orientation.1 The ability of FF/OTC HRA to honor such request for tenants currently
receiving assistance, however, may depend upon a preliminary determination that the tenant is or
has been a victim of domestic violence, dating viol~nce, sexual assault, or stalking, and on
whether FF/OTC HRA has another dwelling unit that is available and is safe to offer the tenant
for temporary or more permanent occupancy.
This plan identifies tenants who are eligible for an emergency transfer, the documentation
needed to request an emergency transfer, confidentiality protections, how an emergency transfer
may occur, and guidance to tenants on safety and security. This plan is based on a model
emergency transfer plan published by the U.S. Department of Housing and Urban Development
(HUD), the Federal ,a,.gency that oversees that Section 8 Housing Choice Voucher Program is
in compliance with VA WA.
Eligibility for Emergency.Transfers
A tenant who is a victim of dom~stic violence, dating violence, sexual assault, or stalking~ as
provided in HUD's regulations at 24 CFR part 5, subpart L is eligible for an emergency transfer,
if: the tenant reasonably believes that there is a threat ofimminent harm from further violence if
the tenant remains within the same unit. If the tenant is a victim of sexual assault, the tenant may
also be eligible to transfer if the sexual assault occurred on the premises within the 90-calendar-
day period preceding a request for an emergency transfer.
A tenant requesting an emergency transfer must expressly request the transfer in accordance with
the procedures described in this plan. .
Tenants who are not in good standing may still request an emergency transfer if they meet the
eligibility requirements in this section.
1 Housing providers cannot discriminate on the basis of any protected characteristic, including race, color, national
origin, religion, sex, familial status, disability, or age. HUD-assisted and HUD-insured housing must be made •
available to all otherwise eligible individuals regardless of actual or perceived sexual orientation, gender identity, or
marital status.
Form HUD-53 81
(12/2016)
Emergency Transfer Request Documentation
To request an emergency transfer, the tenant shall notify FF/OTC HRA management office and
submit a written request for a transfer to FF/OTC HRA, at 1151 Friberg Avenue, Fergus Falls,
MN 56537. The FF/OTC HRA will provide reasonable accommodations to this policy for
individuals with disabilities. The tenant's written request for an emergency transfer should
include either:
1. A statement expressing that the tenant reasonably believes that there is a threat of
imminent harm from further violence if the tenant were to remain in the same dwelling
unit assisted under the FF/OTC program; OR
2. A statement that the tenant was a sexual assault victim and that the sexual assault
occurred on the premises during the 90-calendar-day period preceding the tenant's
request for an emergency transfer.
2
Confidentiality
FF/OTC HRA will keep confid~ntial any information that the tenant submits in requesting an
emergency transfer, and information about the emergency transfer, unless the tenant gives
FF/OTC HRA written permission to release the information on a time limited basis, or disclosure
of the information is required by law or required for use in an eviction proceeding or hearing
regarding termination of assistance from the covered program. This includes keeping
confidential the new location of the dwelling unit of the tenant, if one is provided, from the
person(s) that committed an act(s) of domestic violence, dating violence, sexual assault, or
stalking against the tenant. See the Notice of Occupancy Rights under the Violence Against
Women Act For All Tenants for more information about HP's responsibility to maintain the
confidentiality of information related to incidents of domestic violence, dating violence, sexual
assault, or stalking.
Emergency Transfer Timing and Availability
FF/OTC HRA cannot guarantee that a transfer request will be approved or how long it will take
to process a transfer request. FF/OTC HRA will, however, act as quickly as possible to move a
tenant who is a victim of domestic violence, dating violence, sexual assault, or stalking to
another unit, subject to availability and safety of a unit. If a tenant reasonably believes a
proposed transfer would not be safe, the tenant may request a transfer to a different unit. If a unit
is available, the transferred tenant must agree to abide by the terms and conditions that govern
occupancy in the unit to which the tenant has been transferred. FF/OTC RHA may be unable to
transfer a tenant to a particular unit if the tenant has not or cannot establish eligibility for that
unit. If FF/OTC HRA has no safe and available units for which a tenant who needs an
emergency is eligible, FF /OTC HRA will assist the tenant in identifying other housing providers
who may have safe and available units to which the tenant could move. At the tenant's request,
FF /OTC HRA will also assist tenants in contacting the local organizations offering assistance to
victims of domestic violence, dating violence, sexual assault, or stalking that are attached to this
plan.
Safety and Security of Tenants
Pending processing of the transfer and the actual transfer, if it is approved and occurs, the tenant
is urged to take all reasonable precautions to be safe.
Tenants who are or have been victims of domestic violence are encouraged to contact the
National Domestic Violence Hotline at 1-800-799-7233, or a local domestic violence shelter, for
Form HUD-5381
(12/2016)
assistance in cre11ting a safety plan. For persons with hearing impairments, that hotline can be
accessed by calling 1-800-787-3224 (TTY).
Tenants who have been victims of sexual assault may call the Rape, Abuse & Incest National
Network's National Sexual Assault Hotline at 800-656-HOPE, or visit the online hotline at
https://ohl.rainn.org/online/.
Tenants who are or have been victims of stalking seeking help may visit the National Center for
Victims of Crime's Stalking Resource Center at https://www.victimsofcrime.org/our-
programs/stalking-resource-center.
Local organizations offering assistance to victims of domestic violence, dating violence, sexual
assault, or stalking:
Someplace Safe
106 South Union
Fergus Falls; MN 56537
218-739-2853
Otter Tail County Sheriff's Department
417 South Court
Fergus Falls, MN 56537
218-998-8555
Fergus Falls Police Department
122 Junius Avenue
Fergus Falls, MN 56537
218-332-5555
3
Form HUD-5381
(12/2016)
• .. HRA Office
11 51 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
Fax 218-736-4706
ffhra@prlel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergu\ Falls MN S6537
218-739-9498
TO:
FROM:
DATE:
SUBJE T:
ENCLOSURE:
MEMO
Board of Directors, Otter T ail County HRA
Jeffrey Gammey, E.\ecutivc Director
ugu t l 0, 2017
Meeting to be held Thursday, Augu t 17, 2017 at 10:00 a.m.
at the HRA Offi ce, 11 51 fril>erg Avenue, Fergus Falls, M , 56537
Regular Minute -of the June 15.2017 Meeting
AGENDA
1. ~'haiq t!t"'on -Call Meeting to Order
2. / Approval of Minutes
" ExiecL .iv<:: Director
. rninis--rrat ive expenses -Jun e & Ju ly 201 7
B. 11\J strnem Listing
C. 'c JiLal Fund Prngram pdmc
D. A Fisca l A udi t 12/31/16
E 18 Tax Levy Request Meeting with Coy l'Hy Budget 'ollllllittee /2 8/ 17
F. HRA Board Member Re-appointment ~ f> .... l ,~(. f\~ ...... ✓.-J 10( t"i I ( l
4. Re~,?, peciali -1-Mikel Ols n '
A.£~-' Levy UpdaLe
B. x Levy Rental pdate
C. ~DP pda te -All Ci ties
D. HFA Update
5. sing drninistrntvr -lar J 'chwarz
A . t er Tail County Sect ion 8 Update
6. Hou · mg Manager -P~1111 in ten
A. ublic Housing Program J date
PLEASE CALL IF YO U ARE UNA BLE TO ATTEND!
11 :'.lJs,rsdl:I I MiE 11)/1 01 '~-10-20 17.du, l'al.!, I "I I
Providing Housing Opportunities
f
The Otter Tail County HRA Board of Commissioners met in a regular meeting on, June 15, 2017 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
Dave Johnson
Scott Rocholl, 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 20, 2017 regular meeting.
Ml Robert Bigwood S/ Dave Johnson
The administrative expenses were reviewed for the month of April and May 2017. A motion was made
anq seconded with all ayes to approve the expenses.
Ml Ralph Hemmerlin S/BobMaki
The Investment Listing was reviewed; one certificate at. Security Bank is maturing at the end of the month
and the only other changes are the balances of the checking and savings accounts as of June 15, 2017.
An update was given on the 2016 Capital Funds for the HRA's Public Housing Units. Jeffrey is actively
working towards getting the funds released from LOCCS. A routine process that is usually completed to
receive these funds has turned into a challenging situation between OTC HRA and HUD Representatives,
Pat Thorstad and Lucia Clausen. A conference call with HUD on April 28, 2017 was requested by the
HRA to sort out the items that are necessary to unlock the funds. The parties involved in that conference
call were: Otter Tail County board members Scott Rocholl and Robert.Bigwood, HUD Representative Pat
Thorstad, Lucia Clausen and .3 other HUD Reps. and H;RA staff Tanya Westra, Pam Minten and Jeffrey.
At the beginning of the call Jeffrey stated that the phone call was being recorded by its continuous audio
recording technology in the conference room. The representatives from HUD refused to continue with the
conference call at that point and ended the meeting. HUD ~en rescheduled the conference call for May
8th stating that only Scott Rocholl could be present. Scott was surprisingly joined by five other HUD
Representatives during that phone call and requested to have all the questions from HUD put in writing.
During the NAHRO conference Jeffrey and Tanya were able to have a private conversation with Pat
Thorstad and her supervisor, Lucia Clausen, Director of HUD of the Mirtneapolis office. The relationship
with Pat is now on a positive path and the HRA is getting helpful information. Today Scott gave the board
members a review of his conversation and said that HUD will be sending video tutorials to all HRA boarq
H:\Users\KIM\Minutes\2017 minutes\minutes -otc June 2017:doc
members. In conclusion to these discussions, the HRA 1s still being required to redo the whole
Environmental Review to unlock the funds for 2016.
Resolution No. 118 was presented for approval. Jeffrey went through the budget in detail. A motion was
made and seconded to approve the 2016 Capital Fund Program Budget Revision #2 for the 2016 annual
plan and the 2016-2020 Five Year Action Plan.
Ml Bob Maki SI Dave Johnson
Resolution No. 119 was presented for approval. Jeffrey went through the 2017 Operating Budget in great
detail. A motion was made and seconded to approve Revision # 1 for 2017 Public Housing Operating
Budget.
Ml Ralph Hemrnerlin SI Robert Bigwood
The 2018 Proposed Tax Levy Request, was reported on. This request for money is for general
administration costs. Total requested funds for year 2018, is $541,800.00 The breakdown is as follows;
(1) $170,000.00 for Section 8 Voucher Program & General Administration, (2) $50,000.00 for Rental
Rehab Loan Program, (3) $75,000.00 for Owner Occupied Rehab Loans, (4) $10,000 Small Cities
Development Grants, (5) $136,000.00 for Leverage for other programs, and (6) $75,000 for Down
Payment Assistance Program (7) $25,800 for Acquisition of Tax Forfieted/ Abanded Properties. This
proposes a 5% increase over the 2017 approved levy request. A motion was made and seconded with all
ayes to approve the request for the increased dollar amount of $541,800.00 from the county for the year
2018 to the Otter Tail County Commissioners.
Ml Robert Bigwood S/Bob Maki
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.
Robert Maki's current term as an Otter Tail County HRA Board Member will expire as of August 1,
2017. Robert agreed to serve another term from August 1, 2017 to August 1, 2021, Jeff will forward a
letter to the county for his reappointment.
June 30, 2017 Public Housing Accounts Receivables was $5,672.66. This four bedroom expense had not
been written off last December. This is an amount that a past tenant accrued and has been turned into
Revenue Recapture.
Ml Robert Bigwood S/ Ralph Hemrnerlin
Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail
CountyHRA.
Rental Rehab Loan #OTC RR33
The applicant is requesting $28,000.00. The applicant is a Henning property owner that has reacquired a
rental unit that needs a lot of rehab. The owner has a history with the HRA of being a good landlord with
H:\Users\KIMWinutes\2017 minutes\minutes -otc June 2017.doc 2
'
r;
well-maintained units. The property is listed under the Henning Small Cities program but is currently
vacant and it would be good to do the rehab now verses' waiting until it reaches the top of the list. The
owner has two or three other properties that are also on the waiting list The terms are: 10 year forgivable
loan for the full amount of $28,000.00 with 0% interest as long as they charge rent according to our
payment standards. A motion was made and seconded with all ayes to approve Rental Rehab Loan #OTC
RR33
M/ Robert Bigwood S/Bob Maki
2017 Otter Tail County Tax Levy Homeowner program update; no activity.
TLC Projects; 20 applications have been received, 4 have been approved, 4 were denied, 2 were
inspected, none are in process or complete.
Projects leveraged with SCDP: 8 applications were received, 8 applications were approved, none were
denied, 8 have been inspected, 8 are in progress and one is complete.
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: Pelican Rapids Commercial Program update; 2 applications have been received, 2 were approved,
1 was denied, 2 were inspected, 2 are in progress, and two have been completed.
SCDP: New York Mills Program update; 3 applications have been received, 3 were approved, none were
denied, 3 were inspected, none were in progress, and none were completed.
SCDP: Fergus Falls Homeowner Program update; 83 homeowner applications have been received, 17
have been approved, 14 were denied, 16 have been inspected, 11 are in progress and IO are complete.
SCDP: Rothsay/Elizabeth Homeowner Program update; 39 homeowner applications have been received,
9 have been approved, 10 have been denied, 9 have been inspected, 7 are in progress and 7 are complete.
SCDP: Henning Homeowner Program update; 22 homeowner applications have been received, 9 were
approved, 2 were denied, 9 have been inspected, 5 are in progress and one is complete.
SCDP: Henning Rental Program update; 2 applications have been received, 2 have been approved, none
have been denied, 2 have been inspected, one is in progress, and none are complete.
SCDP: Henning Commercial Program update; 7 applications have been received, 2 have been approved,
none have been denied, two have been inspected, one is in progress, and none are complete.
SCDP: Dalton Homeowner Program update; we should know by the next board meeting.
2017 MHF A Deferred Loans update; no activity.
2017 Economic Development Program update; 9 applications have been received, 5 have been approved,
none were denied, 3 have been inspected, one is in progress, and none are complete.
2016 Economic Development Program update; 13 applications have been received, 12 have been approved,
1 was denied, 12 have been inspected, 12 are in progress, and 12 are complete.
H:\Users\KIM\Minutes\2017 minutes\minutes -otc June 2017.doc 3
2017 HRA Revolving Rent Rehab loan program update; I appltcation has been received, none have been
approved, none were denied, none were inspected, none are in progress and none are complete.
Mary Jo Schwarz, Housing Administrator, gave the census report on the Otter Tail County Section 8
Program. There were 109 leased and HAPS totaling $37,932.00 for the month of May. The total activity
was 17 annual re-certifications and 12 interim re-certifications. Four participants ended participation and
there were 7 new admissions. There are 152 families on the waiting list. 7 vouchers were issued, none are
in shop mode, and 3 applications are in progress. There was 1 port-in and 2 ports-out pending. There were
6 ports out paid totaling $5,713.00. The ELI percentage was 43%.
Policy changes were presented to the Board for both the Section 8 Administrative Plan and Public
Housing Admissions and Occupancy Policy. The mandatory changes are required to protect applicants,
participants and tenants who are or have been victims of domestic violence, dating violence, sexual
assault, or stalking as provided in the Violence Against Women Act (VA WA). Along with the policy
changes is the requirement to develop and adopt an "Emergency Transfer Plan" for victims. The
Emergency Transfer Plan was presented and approved by the Board for both the Section 8 and Public
Housing program.
Ml Bob Maki S/ Ralph Hemmerlin
Along with the Emergency Transfer Plan, HUD has provided the "Notice of Occupancy Rights Under
VAWA'' (Form HUD-5380), the "Emergency Transfer Request" to be filled out by or on behalf of a
victim (Form HUD-5383) and the "Certification" to be filled out by or on behalf of a victim to gather
evidence that an incident has occurred (Form HUD-5382). The Notice of Occupancy Rights and the
Emergency Transfer Request form will be provided to all participants upon their annual recertification,
and to all who may be denied or terminated from the program.
Pam Minten, Housing Manager, reported that rents payable for Public Housing for April 2017 were
$2,263.00 and $1,910.00 was collected. There were no late fees charged or collected. There was $28.00 in
outstanding late fees. There were 23 applicants on the 2-bedroom public housing waiting list, 15
applicants on the 3-bedroom waiting list and 3 on the 4-bedroom waiting list.
In May 2017 rents payable totaled $1,996.00 and $2,073.00 was collected. There were no late fees
charged. There was $28.00 in outstanding late fees collected. There were 26 applicants on the 2-bedroom
public housing waiting list, 15 applicants on the 3-bedroom waiting list and 4 on the 4-bedroom waiting
list.
There was a lease termination on a 3 bedroom unit in New York Mills. Rehab was necessary on this unit
during its vacancy. The lease was signed on May 25, 2017 for this unit.
Pam explained a mandatory lease addendum required for the Public Housing lease agreement. This
addendum is in regards to VA WA (Violence Against Women's Act). A motion was made and seconded
with all ayes to approve the addendum
Ml Robert Bigwood SI Ralph Hemmerlin
H:\Users\KIM\Minutes\2017 minutes\minutes -otc June 2017 .doc 4
, . . .
Our next meeting will-be held on Thursday, August 17, 2017 at 10:00 a.m,
There· being no further business, a motion was made to adjourn the meeting at 11: 12 am.
Ml Bob Maki SI Robert Bigwood
Robert.Maki, Secretary Date
H:\Users\KIM\Minutes\2017 minutes\rninutes -otc June 2017.doc 5
OTTER TAIL COUNTY HRA EXPENSES
FORTHE MONTH OF JUNE, 2017
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 -Mfleage & Phone $
Jeffrey Gaffaney-Mileage $
Mary Jo Schwarz -Mileage $
City of Pelican Rapiqs $
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 das Co. $
Waste Ma_nagement $
New Horizon Ag Service $
Home Depot $
URP $
URP $
RHR $
Pro-Lawn $
N .F. Field Abstract $
M~rk Gaworski -Accounting Fees $
Scott Rocholl $
Robert Bigwood $
Robert Maki $
Ralph Hemmerlin $
Dave John~on $
Derrick's Carpet Clean_ing $
Brian's Lawn Care· $
Sherwin Williams $
Salaries $
H:\Users\JEFF\OTC HRA EXPENSES OTC June 2017
450.00
2,100.00
1,200.00
225.00
200.00
400.00
150.00
15.00
41.37
138.03
137.73
474.62
279.00
798.98
881.16 ..
105.63
288.71
34.31
114.26
106.60 •
94.52
50.00
.100:00
46.00
67.53
85.00
1,100.00
87.84
75.00
133.85
128.50
101.75
125.00
644.94
476.86
12,094.54
OTTER TAIL COUNTY HRA EXPENSES
FOR THE MONTH OF JULY. 2017
Bank of the West -Office Rent $
Lakes Country Service Coop -He_alth 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. $
Ballard Sanitation $
New Horizon Ag Service $
Culligan $
URP $
URP $
RHR $
Cline, Jensen P.A. $
N.F. Field Abstract $
Networks For Hire $
Pine Plaza Appliances $
Country Glass·Inc. $
Salaries $
H:\Users\JEFF\OTC HRA EXPENSES OTC July 2017
450.00
2,100.00
1,200.00
225.00
200.00
400.00
150.00
170.23
39.68
147.66
130.72
39933
234:00
944.59
881.16
94.66
574.49
25.84
118.70
31.49
73.85
100.00
50.00
71.90
306.00
255.00
150.00
75.14
22.05
12,189.49
August 17, 2017
FINANCIAL FUND
INSTITUTION
CERTIFICATES
Security State Barik OTC Tax
Fergus Falls Levy
SAVINGS ACCOUNTS
Security State Bank Section 8 Adm.in
Fergus Falls Reserve
Security State Bank Public Housing
Fergus Falls Security Deposits
CHECKING ACCOUNTS
Section 8 Existing NOW Account
Public Housing NOW Account
NII-IF A-Loan Account NOWAccount
Otter Tail County Tax Levy NOW Account
:tv.IlIFA-H01v1E Account NOW Account
H:\Users\JEFF\INVESTMENT LISTINGS\2017\invest list otc -Jun 2017.doc
OTTER TAIL COUNTY BRA
INVESTMENT LISTING
DESCRIPTION PRINCIPAL
Money Market 301,127.44
Certificate #215353
Weekly Money $19,876.98
Market Savings
Commercial Money $7,053.66
Market
$34,327.86
$6,851.74
$24,807.92
$366,547.73
$832.40
INTEREST
RATE
.50%
.05%
.05%
I.D. # 41-1518930
INTEREST PURCHASE MATURITY
PAID DATE DATE
Maturity Renewed
Automatic Deposit 6/28/17 12/28/17
Monthly Account
#9312-004634
Monthly Account \
#9312015673 J
~
U.S. Department of Housing and Urban
Development
451 Seventh Street, SW
Washington, DC 2041 O
www.hud.gov
espanol.hud.gov
Environmental Review for Activity/Project that is Categorically
Excluded Subject to Section 58.5
Pursuant to 24 CFR 58.35(a)
Project Information
Project Name: MNl 77, 2016 -2020 Five Year Action Plan
Responsible Entity: County of Otter Tail, Minnesota
Grant Recipient (if different than Responsible Entity): Otter Tail County HRA
State/Localldentifier:MN177
Preparer: Jeffrey Gaffaney, Otter Tail County HRA
Certifying Officer Name and Title: John Dinsmore, Otter Tail County, Administrator
Grant Recipient (if different than Responsible Entity): Otter Tail County HRA
Consultant (if applicable): NI A
Direct Comments to: Jeffrey Gaffaney, Otter Tail County HRA, 1151 Friberg Avenue
Fergus Falls, MN. 56537, (218) 739-3249, ffhra@prtel.com
Project Location: Area #1: 210 Larson Court & 104 and 106 Smith Avenue, New York
Mills, MN 56586
Description of the Proposed Project [24 CFR 50.12 & 58.32; 40 CFR 1508.25): See project
description and 2016 -2020 Otter Tail County HRA Five Year Action Plan for proposed
projects.
Level of Environmental Review Determination:
Categorically Excluded per 24 CFR 58.35(a), and subj ect to laws and authorities at §58.5: (a)-
Airport Hazards, (b) Coastal Barrier Hazards, (c)-Flood Insurance, (d)-Clean Air, (e)-
Coastal Zone Management, (f) -Contamination and Toxic Substances, (g) -Endangered
Species, (h) -Explosive and Flammable Hazards, (i) -Farmlands Protection, G) -Flood Plain
Management, (k) -Historic Preservation, (1) -Noise Abatement and Control, (m) -Sole Source
Aquifers, (n)-Wetlands Protection, (o)-Wild and Scenic Rivers, (p)-Environmental Justice.
Funding Information
Grant Number HUDProuam Funding Amount
rv1N46Pl 7750li6-20 2016-2020 Capital Funds $20,300 per year
estimate, $102,273
total for 2016-2020
NIA 2016-2020 Operating Subsidy $53,491 per year
estimate, $267,455
total for 2016-2020
Estimated Total HUD Funded Amount: $102,273(capital funds)+ $267,455 (operating
subsidy)= $369,728
Estimated Total Project Cost (HUD and non-HUD funds) [24 CFR 58.32(d)]: $369,728(total
from above)
Compliance with 24 CFR 50.4, 58.5, and 58.6 Laws and Authorities
Record below the compliance or conformance determinations for each statute, executive order, or
regulation. Provide credible, traceable, and supportive source documentation for each authority. Where
applicable, complete the necessruy reviews or consultations and .obtain or note applicable pennits of
approvals. Clearly note citations, dates/names/titles of contacts, and page references. Attach additional
documentation as appropriate.
Compliance Factors: Are fonnal Compliance determinations Statutes, Executive Orders, compliance and Regulations. listed at 24 steps or CPR §58.5 and §58.6 mitigation
requited?
STATUTES~ EXECUTIVE ORDERS, AND-REGULATIONS LISTED AT 24 CFR 50.4
& 58.6
Airport Hazards Yes No Used HUD Exchange checklist-determined
24 CFR Part 51 Subpart D □ ~ no military airports within 15,000 ft. or
civilian airports within 2,500 ft. of PH units
Coastal. Barrier Resources Yes No Used·HUD Exchange checklist-detennined
Coasta1 Barrier Resources Act, as □ ~ only coastal barrier in Minnesota is the John
H. Chafee Coastal Barrier Resource. No PH
amended by the Coastal Barrier units will impact this Barrier Resource.
Improvement Act of 1990 [16
USC 3501]
Flood Insurance Yes No Used HUD Exchange checklist-determined
□ ~ PH units are not located within a flood zone
Flood Disaster Protection Act of .and do not require flood insurance.
1973 and National Flood
Insurance Reform Act of 1994
[42 USC 4001-4128 and 42 USC
5154a]
STATUTES, EXECUTIVE ORDERS, AND REGULATIONS LISTED AT 24 CFR 50.4
&58.5
Clean Air Yes No Used HUD checklist-determined this is not
Clean Air Act, as amended, □ fgj applicable because project does not include
new construction or conversion of land use. particularly section 176(c) & (d);
40 CFR Parts 6, 51, 93
Coastal Zone Management Yes No Used HUD Exchange checklist-determined
□ ~ Minnesota's only Coastal Zone is the Lake
Coastal Zone Management Act, Superior Coastal Zone Area. No PH units are
sections 307(c).& (d) localed in the above zone.
Contamination and Toxic Yes No Used HUD Exchange checklist-determined Substances □ ~ no reports for PH units. All units were
24 CFR Part 50.3(i) & 585(i)(2) constructed in 1980 -1982, no toxins or
hazardous substances/gases are present.
Endangered Species Yes No Used HUD Exchange Checklist-detem:dned
Endangered Species Act of1973, □ 181 2 endangered species (animal), US Fish &
Wildlife consulted, no impact anticipated particularly section 7; 50 CFR with proposed rehab and project areas. Part:402
Explosive and Flammable Yes No Used HUD Exchange checklist-determined Hazards □ 181 that no explosive or flammable hazards are
24 CFR Part 51 Subpart C present at either PH unit.
Farmlands Protection Yes No Used HUD Exchange Checklist-determined
Farmland Protection Policy Act □ ~ not appiicable as there will not be any land
conversion, new construction or acquisition of 1981, particularly sections of property, 1504(b) and 1541; 7 CFR Part
658
Floodplain Management Yes No Used HUD Exchange Checklist-determined
Executive Order 11988, □ 181 that rehabilitation of PH units are exempt
particularly section 2(a); 24 CFR from Floodplain Management under 24
Part55 CFR55.12 (c)(l)
Historic Preservation Yes No Used HUD Exchange checklist, consulted
□ r8J with l\1N State Historic Preservation Office
National Historic Preservation and potential tribes that may have an interest
Act of 1966, particularly sections in the area to confirm that this project is of
106 and 110; 36 CFRPart 800 no historical significance.
Noise Abatement and Control Yes No Used HUD Exchange checklist-measured
Noise Control Act of 1972, as □ ~ distance from PH properties to major roads,
amended by the Quiet railroads and airports. DNL calculator
Communities Act of 1978; 24 shows noise levels at 59.6 decibels.
CFR Part 51 Subpart B
Sole Source Aquifers Yes No Used HUD Exchange checklist-determined
□ ~ the only sole source aquifer (SSA} in :MN is
Safe Drinking Water Act of 1974, the Mille Lacs SSA and the PH units will not•
as amended, particularly section impact this aquifer. 1424(e); 40 CFRPart 149
Wetlands Protection Yes No Used HUD Exchange checklist-determined the
□ r8J Otter Tail County HRA projects did not involve
Executive Order 11990, new construction as defined in Executive Order
particularly sections 2 and 5 11990, expansion of building's footprint, or
ground disturbance so there is no impact to
wetlands.
Wild and Scenic Rivers Used HUD Exchange checklist-determined that
Yes No the PH units are not located in/near any of the Wild and Scenic Rivers Act of □ ~-designated Wild and Scenic River or designated
1968, particularly section 7(b) river segments.
and (c) .
ENVIRONMENT AL JUSTICE
Environmental Justice Yes No' Used HUD Exchange checklist-after
Executive Order 12898 □ ~ accessing/reviewing ·the EPA Environmental
Justice Report it was determined that the PH
units have no Environmental Justice
concerns.
Field Inspection (Date and completed by): June 20, 201'7,.Jeffrey Gaffaney, Executive
Director, Tanya Westra, Rehabilitation Coordinator, Otter·Tail County HRA
Summary of Findings and Conclusions: All projects described in project descriptions for
fiscal years 2016 -2020 are deemed categorically excluded activities as there are no
circumstances which would require compliance with any Federal laws or Authorities.
Mitigation Measures and Conditions [40 CFR 1505.2(c)l
the above-listed authorities and factors. These measures/conditions must be incorporated into
project contracts, development agreements, and other relevant documents. The staff responsible
for implementing and monitoring mitigation measures should be clearly identified in the
mitigation plan.
Law, Authority, or Factor Mitigation Measure
NIA NIA
Determination:
~ This categorically excluded activity/project converts to Exempt, per 58.34(a)(l2) because there
are no circumstances which require compliance with any of the federal laws and authorities cited
at §58.5. Funds may be committed and drawn down after certification of this part for this
(now) EXEMPT project; OR
D This categorically excluded activity/project cannot convert to Exempt because there are
circumstances which require compliance with one or more federal laws and authorities cited at
§58.5. Complete consultation/mitigation protocol requirements, publish NOI/RROF and obtain
"Authority to Use Grant Funds" (HUD 70 15.16) per Section 58.70 and 58.71 before
committing or drawing down any funds; OR D This project is now subject to a full Environmental Assessment according to Part 58 Subpart E
due to extraordinary circumstances (Section 58.35(c)).
PreparerSignature: ~ "J ~""fAJ Date: 2-2/t--l1
Name/Title/Organization: Jeffrey Gaffaney, Executive Director, Otter Tail HR.A
Responsible Entity Agency Official Signature:
N 1tl e: John Dinsmore, Otter Tail County Administrator
This original, signed document and related supporting material must be retained on file by the
Responsible Entity in an Environmental Review Record (ERR) for the activity/project (ref: 24
CFR Part 58.38) and in accordance with recordkeeping requirements for the HUD program(s).
Activities Reviewed by Otter Tail County HRA for Responsible Entity
Concurrence:
All Activities below require no further review per:
a) PIH Notice 2016 -22 Environmental Review Requirements for Public
Housing Agencies and;
b) CPD Notice 16 -02 Guidance for Categorizing an Activity as Maintenance
for Compliance with HUD Environmental Regulations, 24 CFR Parts 50 and
58.
Operating Subsidy Activities Descriptions:
For 2016 -2020, insurance, lawn care, snow removal, painting of walls/ceilings,
carpet cleaning.
Tenant Based Voucher Descriptions:
For 2016-2020, no activities are planned for the voucher/PIH office located at
1151 Friberg Avenue, Fergus Falls, MN.
2016 Capital Fund Activities for MN177:
504 & 506 Marshall Ave. 111 Miline Ave. 206 Holden Ave. Henning, MN.
106 & 110 10th Ave. SW, Pelican Rapids, MN.
206 Foss Street North & South Unit, 216 Foss Street North, Underwood, MN.
104 & 106 Smith Ave. 210 Larson Court, 104 Pleasa nt Lane, New York Mills, MN.
Operations -Purchase/install light bulbs, office rental, accounting services,
purchase of tools, cleaning supplies, office supplies, and travel costs associated
with all units.
Dwelling Structures -Replacement of worn, deteriorated windows w ith new
energy efficient vinyl clad windows in 4 Henning family units. No lead issues as
units were constructed post 1978. Contractor disposal required .
2017 Capital Fund Activities for MN177:
504 & 506 Marshall Ave. 111 Miline Ave. 206 Hold en Ave. Henning, MN.
106 & 110 10t h Ave. SW, Pelican Rapids, MN.
206 Foss Street North & South Unit, 216 Foss Street North, Underwood, MN.
104 & 106 Smith Ave. 210 Larson Court, 104 Pleasant Lane, New York Mills, MN.
Operations -Purchase/install light bulbs, office renta l, account ing services,
purchase tools, cleaning supplies, office supplies, and travel costs associated with
all units.
Dwelling Structures -Replacement of worn, deteriorated windows w ith ne w
energy efficient vinyl clad windows in 3 Underwood fam ily units. No lead issues as
units were constructed post 1978. Replace worn overhead ga rage doors/openers
with new up to date doors/openers in 3 Underwood family units. Contractor
disposal required.
2018 Capital Fund Activities for MN177:
504 & 506 Marshall Ave. 111 Miline Ave. 206 Holden Ave. Henning, MN.
106 & 110 10th Ave. SW, Pelican Rapids, MN.
206 Foss Street North & South Unit, 216 Foss Street North, Underwood, MN.
104 & 106 Smith Ave. 21 0 Larson Cou rt, 104 Plea sa nt Lane, New York Mills, MN .
Operations -Purchase/install light bulbs, office rental, accounting services,
purchase of tools, cleaning supplies, office supplies, and travel costs associated
w ith all units.
Dwelling Structures -Replace low efficient furnaces with high efficiency furnaces.
One in Henning, and 2 in the Underwood family units. Replace worn asphalt
shingles with new steel roof on 2 Underwood buildings. Contractor to dispose of
shingles in a certified landfill. Replace worn overhea d/openers with new up to
date openers in 2 Pelican Rapids family units. No lead or asbestos iss ues as units
were constru cted post 1978.
2019 Capital Fund Activities for MN177:
504 & 506 Marshall Ave . 111 Miline Ave. 206 Holden Ave . Henning, MN.
106 & 110 10th Ave. SW, Pelican Rap ids, MN.
206 Foss Street North & South Unit, 216 Foss Street North, Underwood, MN.
104 & 106 Sm it h Ave. 210 Larson Court, 104 Pleasant Lane, New York Mills, MN.
Operations -Purchase/install light bulbs, office rental, accounting services,
purchase of tools, cleaning supplies, office supplies, and travel costs, associated
with all units.
Dwel ling Structures -Replace worn asphalt shingles w ith new steel roof on 1
building in Pelican Rapids and 1 building in Henning and Underwood. Contractor
to dispose of sh ingles in a ce rtified landfill. Replace worn degraded kitchen
appliances in 2 New York Mills units and 2 Henning units. Replace worn overhead
garage doors/openers with new up to date doors/openers in 5 buildings in
Henning and New York Mills. No lead or asbestos issues as units were constructed
post 1978. Contractor disposal required.
2020 Capital Fund Activities for MN177:
504 & 506 Marshall Ave . 111 Miline Ave. 206 Holden Ave. Henning, MN.
106 & 110 Ave. SW, Pelican Rapids, MN.
206 Foss Street North & South Unit, 216 Foss Street North, Underwood, MN.
104 & 106 Smith Ave. 210 Larson Court, 104 Pleasant Lane, New York Mills, MN.
Operations -Purchase/install light bulbs, office rental, accounting services,
purchase of tools, cleaning supplies, office supplies, and travel costs associated
with all units.
Dwelling Structures -Replace worn degraded kitchen appliances in 3 Henning
units and 3 New York Mills units and 2 Pelican Rapids units. Replace worn
degraded flooring in 2 units in Underwood and Henning. Replace worn degraded
kitchen cabinets and bath vanities in 2 units each in Pelican Rapids and New York
Mills. In all the above items contractor to dispose of in a certified landfill.
Repair excessive tenant damage, repair walls, ceilings, floors, doors, plumbing
repairs, sinks, showers, faucets, shower heads, cabinets, vanities, mirrors,
electrica l outlets/covers, switch plate/covers, appliances, co/smoke detectors,
window treatments, garbage removal, storage fees, and lock replacement. Also to
in clude all maintenance activities referenced in HUD notice CPD -16 -02 dated
February 8, 2016. All of the above items are housing authority wide.
Site Improvements -Replace broken degraded concrete driveways at 1 building
each in Underwood, Pelican Rapids, Henning and New York Mills. Contractor
disposal required.
Dwelling Equ ipment -Replace centra l A/C and water heaters in 2 buildings each
in New York Mills, Henning, Underwood and Pelican Rapids. Contractor disposa l
required.
Fergus Falls/Otter Tail County HRA
Housing & Red evelopment Authority
June 20, 2017
Otter Tail County Budget Committee
Government Services Center
510 West Fir Ave
Fergus Falls, MN 56537
Dear Committee,
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
The Otter Tail County Housing and Redevelopment Authority (HRA) is making our annual
request for operational funds through a tax levy not to exceed . 018 5 % of the estimated taxable
market value within the County of Otter Tail. This levy amount is not included toward the
total levy limit allowed the County of Otter Tail by the State of Minnesota. The levy request
excludes the Cities of Fergus Falls, Perham, and Wadena as local City HRA's are currently
levying an amount within these respective communities.
At our regular Otter Tail County BRA meeting held on June 15, 2017 a motion was passed to
request a levy in the amount of $541,800 for 2018. This is an increase of 5% or $25,800 over
what was approved for the 2017 tax year.
The attachment breal<s down the uses for the proposed 20 18 tax levy request. The tax levy
funds have become extremely important to our agency and numerous other HRA's across the
State as administrative funds received from State and Federal Programs we administer have
been greatly reduced. In past years we have used these funds for updating County wide
housing studies and writing Small Cities D velopment Grant applications. By being able to
leverag·e local funds towards rehab activities it has made our grant applications very
competitive State wide as evidence by the many grants funded in Cities throughout Otter Tail
County. We also use our levy funds for other housing rehab activities including owner
occupied and rental properties. Plus down payment assistance for qualified new home owners
and the proposed acquisition of tax forfeit/abandon properties for future housing development.
We are very appreciative of past funds received and hope this requ st will be given favorable
consideration so that we may continue meeting the hou ing needs of lower income families and
individuals within Otter Tail County.
Mikel Olson, Tanya Westra and myself would be very willing to meet with you to discuss any
questions you might have regarding the proposed use of these funds. Thank you for your
consideration.
H:\Users\JEFF\ Wayne Stein-6-20-17 .doc
---=:;;;.._ __________ Providing Housing Opportunities
Sincerely, d
Cr ~4 J
Jeffrey Gaffaney
Executive Director
cc: Wayne Stein, Auditor -Treasurer
H:\Users\JEFF\Wayne Stein-6-20-17.doc
2017
RCVD.
$195,000
$20,000
$115,000
$15,000
$121,000
$50,000
$0 .00
$516,000
HRA Office
11 51 Friberg Ave
Fergus Falls MN 56537
21 8-739-3249
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authori ty
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
21 8-739-9498
2018 PROPOSED TAX LEVY REQUEST
2018
PROPOSED
$170,000
$50,000
$75,000
$10,000
$136,000
$75,000
$25,800
$541,800
SECTION 8 VOUCHER PROGRAM & GENERAL ADMINISTRATION-
In 2016 the HRA used $190,000. To date (2017) the HRA has used
approximately $85,000 to supplement the Section 8 Voucher Program and general
administration due to Federal legislative reductions. The requested funds will
allow the HRA to pursue other critical housing initiatives within Otter Tail
County.
RENTAL REHAB LOAN PROGRAM-MHFA Rental Rehab Program is
available only for multi-unit buildings. Tax Levy funds are used to assist owners
of smaller rental properties.
OWNER OCCUPIED REHAB LOANS-Tax levy funds to be used for deferred
loans to low and moderate income families for home improvements such as septic
systems, wells, siding, windows/doors, roof replacement, heating systems,
insulation, electrical upgrades and lead abatement.
SMALL CITIES DEVELOPMENT GRANTS-Tax Levy funds will be used to
write future grant applications. The 2016 Henning application was approved in
the amount of $802,560 and will be closed out at the end of 2018. The
Rothsay/Elizabeth grant was funde d in 2015 and will be closed out at the end of
2017. The Dalton application was resubmitted in 2017 and awards will be made in
July/2017.
LEVERAGE FOR OTHER PROGRAMS-Tax Levy funds will continue to be
used to complete projects when MHF A, Rural Development and mall Cities
funding is inadequate. It is also used to provide matching funds if homeowners,
landlords or business owners are unable to secure other financing.
DOWN PAYMENT ASSISTANCE PROGRAM-Tax Levy funding will be
used to increase program funding. Program began in April 2016. This loan
program is used for down payments on the purchas of new or existing homes for
households in Otter Tail County (excluding the city limits of Fergus Falls, Perham
& Wadena).
ACQUISITION OF TAX FORFIET/ABANDON PROPERTIES -Tax levy
funds to be used to purchase properties for future housing development of various
types of most need in those respective communities.
TOT AL REQUESTED FUNDS FOR FISCAL YEAR 2018
This proposal is a 5% increase over the 20 17 approved levy request.
=.;......;;;~---=----=-------Providing Housing Opportunities
Approved Budgets
Affil_iate 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 Ave Annual Increase 2018
HRA{149)1 280,00Q 357,000 416,000 416,000 416,000 416,000 416,000 457,851 466,000 S16,000 4.6% ..
1 M:S469.033,. Subd 6 cites levy/allooation shall not exceed 0.0185% of estimated market value. Fo.r OTC, this would be approximately $1,69 m1llion (2017 l'roposcd Totat·TaxableMarket Value w.as
$9;171,273.400X 0.000185, or 0.0185%)
. ,
Fergus Falls/Ot er Tail County HRA
Housing & Redevelopment Authority
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
BUSINESS DEVELOPMENT OF FERGUS FALLS, INC.
112 WEST WASHINGTON -FERGUS FALLS, MN 56537
LOAN POLICIES -ECONOMIC DEVELOPMENT
1.) Loans to commercial property owners will be made for the fo llowin g items:
A. Exterior and interior remodeling
B. Elimination of architectural barriers to handicapped and elderly
C. Costs of converting electrical services from above ground to below ground
D. Energy conservation improvements
E. Loan funds may also be used for Residential Rental Rehab but funds are targeted specifically to
downtown apartments attached to commercial buildings and rentals located along main arterial
streets as determined by the city.
2.) Priorities will be given to:
A. Vacant buildings B. Visual impact
C. Elimination of code deficiencies D. Energy Conservation
E. Buildings to be totally rehabilitated F. Job Creation
3.). This is a revolving loan fund that can be reloaned as it is repaid
4.) The terms oftb.is loan are at an interest rate of2% below prime and no less than 4% interest with
payments to be made monthly. The length of repayment is determined by the payment schedule and the
property owners ability to pay
5.) Maximum loan amount is $35,000.00, maximum term is 12 years.
6.) The monthly payments will be niade to and the loan agent will be the City of Fergus Falls
7.) Loan applicant must be the owner of the building
8.) Loan applicant must be able to demonstrate ability to repay the loan
9.) Loan limitation per building is: AFTERREHABAPPRAISED VALUEX 80%, LESS TOTAL
EXISTING INDEBTEDNESS = LOAN LIMITATION
10.) An appraisal by a qualified appraiser may be required
11.) Two estimates for each project are required to guarantee competitive bidding.
12.) After approval, construction must begin within 60 days and be completed within six months. If not, loan
funds may be reallocated and a new loan request made.
13.) Building and business owners who do not hire a contractor or subcontractor and instead choose to rehab
their own building or business will be reimbursed for the cost of materials only. In some situations, an
invoice from a wholesaler will be required for reimbursement, or an estimate from an outside source.
14.) No one borrower, whether an individual, a partnership, a business, a corporation, a not for profit, an
entity organized for any purpose, or any combination thereof, may owe the City of Fergus Falls, at any
one ti.me more than a total of $100,000 of Downtown Improvement Funds as loaned by Busioes
Development of Fergus Falls. Furthermore, once the $100,000 threshold has been reached, no fu1iher
loans will be considered until existing debt is under $80,000. At all times, the Business Development of
Fergus Falls Board of Directors, may act to reconsider this policy on an individual case basis.
Additionally, Business Development of Fergus Falls may consider the existence of other government
and/or public funding as a militating factor to loan approval .
A~o"""'-\-Lf;l4.~•.
~ ?,:i.g/.?'lt>.1/
H·II IsefSIMil<eflBusiaess:Develaprneot of Eecgus Eall/itrDfI1idi&!] ~4lg:i0 pportunities
fFer U::., f H-/Ot e Tai Coun-y H A
Housing & Redevelopment Authority
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fax 218-736-4706
tfhra@prtel.com
w.vw.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
FERGUS FALLS COMMERCIAL EXTERIOR FA<;ADE
IMPROVEMENT PROGRAM
SPONSOR: Business Development of Fergus Falls, Inc.
PROGRAM ELIGIBLE EXPENSES: Eligible activities would include rehabilitation,
restoration, ornamentation, and signage activities on front facades and back entrances in
the city of Fergus Falls. Improvements to such things as signage, awnings, facades,
windows, doors and exterior appearances are envisioned.
ELIGIBLE BORROWERS: Eligible borrowers would include non-profits, building
owners and business owners with building owner approval.
LOAN REVIEW BOARD: All applications will be reviewed by Business Development,
Inc. for compliance with program intent, which is to complement and enhance the
Redevelopment Project.
REVIEW STAFF: Mikel B. Olson, HR.A Office and Gordon A. Hydukovich,
Community Development Director.
LOAN LIMITATIO : $10,000 per applicant
MO THL Y PAYMENT: Based on amount borrowed.
1) Up to $5,000 = $100 / month for 47 months, $300 balloon.
2) Up to $7,500 = $150 / month for 47 months, $450 balloon.
3) Up to $10,000 = $200 / month for 47 months, $600 balloon
LOAN TERM: Maximum of 48 months, no penalty for early payoff.
INTEREST RA TE: 0%
Please contact Mikel B. Olson at the Fergus Falls HRA office, 218-739-3249
ko .. -f JJ4 .ved~.
II ~5'71 7t ~ B z_
• H •11 fserslMike!IB11sioess Deve!ap01eot-af.Eerg, 1• PM61:mgrllcilt1finysfl/iJportu n ities
-rg a ls/OA er YBJil oun y
Housing & Redevelopment Authority
I-IRA 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
FERGUS FALLS 'LED' PARTNERSHIP PROGRAM
BUSINESS DEVELOPMENT OF FERGUS FALLS AND OTTER TAIL POWER
COMPANY
SPO SOR:
Business Development of Fergus Falls, Inc. partnered with Otter Tail Power Company
PROGRAM ELIGIBLE EXPE SES:
Eligible activities would include replacement of existing interior and exterior light fixtures or converting
existing fixtures with LED bulbs.
ELIGIBL BORROWERS:
Eligible bonowers would include non-profits, building owners and business owners with building owner
approval, and multi-family rentals -greater than 4 units -located along main arterial streets as determined by
the city.
APPLICATIO
An energy audit must be complete and accompany the completed application to determine payment terms and
eligibility. ontact Chris Waltz at Otter Tail Power to schedule. 218-739-8492
LOAN REV W BOARD:
All applications will be reviewed by Business Development, Inc. for compliance with program intent, which is
to complement and enhance the Redevelopment Project.
REVIEW STAFF:
Mikel B. Olson, HR.A Office; Gordon A Hydukovich, ommunity Development Director, City of Fergus
Falls; Chris Waltz, Otter Tail Power, Senior Commercial Industrial Representative
LOAN LIMIT:
$35,000 per applicant
LOANTERM :
2% interest rate with payments based on payback as determined by Otter Tail Power energy audit
Please contact Mikel B. Olson at the Fergus Falls HRA office, 21 8-739-3249
..Lt,a.AJS :
..:2. _ C/os.a.-J....
'-I-~.!t""j
e...
e
A~,u.4-.L~4~!
.:/1 S?,IIO
-./f /DS'i Dt:; 0
============== Providing Housing Opportunities ::.::--=============~
.
.
.
OTTERTRll ·ooa.1n-•11111,ota
OTTER TAIL COUNTY
AUDITOR-TREASURER'S OFFICE
FINANCIAL SERVICES DMSION
WWW.CO.OTTER-TAIL.MN.US
wstein@co.ottertail.mn.us
GOVERNMENT SERVICES CENTER
510 WEST FIR A VENUE
FERGUS FALLS, MN 56537
June 28, 2017
Mr. Jeffrey Gaffaney, Executive Director
Otter Tail County Housing and Redevelopment Authority
1151 Friberg Ave
Fergus Falls, MN 56537
RE: ReappointmentofRobert Maki
Dear Mr. Gaffaney,
OFFICE-218-998-8030
DIRECT -218-998-8041
Fax-218-998-8042
On Tuesday, June 27, 2017, the Otter Tail County Board of Commissioners took action to
officially reappoint Robert Maki to the Otter Tail County Housing and Redevelopment Authority
Board for a five year term co=encing August 1, 2017 and ending August 1, 2022.
Should you have any questions or require any additional information please feel free to contact
me.
Sincerely,
Wayne Stein
Auditor-Treasurer
CC ROBERT MAKI
424 GILMAN STE
POBOXJ
NEW YORK MILLS MN 56567-4514
RECEi\ibi\)
JUL O 3 2017
~ i:,Ht,Ut '"4b1.,,~
----q" • a.h !CUNT' ➔tt
OTTER TAIL COUNTY HRA BOARD APPOINTMENTS
NAME DATE OF ORIGJNAL DATE OF DATE OF
APPOJNTMENT REAPPOINTMENT EXPIRATION
Scott Rocholl,, Chairperson 08/08 08/13 08/2018
Robert Bigwood, 09/08 08/14 08/2019 Vice-Chairperson
Ralph Hemmerlin 01/15 08/15 08/2020
Dave Johnson 10/16 01/2021
Robert Maki, Secretary 06/10 08/17 08/2022
H:\Users\JEFF\BOARD APPOINTMENTS OTC HRA.doc
HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY,
MINNESOTA
PU,BLIC HEARING NOTICE
NOTICE OF PUBLIC HEARING ON THE 2018 ANNUAL PLAN UPDATE OF
THE COMPREHENSIVE 5-YEAR AGENCY PLAN
NOTICE IS HEREBY GIVEN that a public hearing shall be conducted by the Board of
Commissioners of the Otter Tail County Housing and Redevelopment Authority (HRA)
in Fergus Falls, Minnesota, on the Fiscal Year 2018 Annual Update of the Five Year
Comprehensive Agency Plan developed in compliance with the Quality Housing and
Work Responsibility Act of 1998. The Plan is available fo r revi ew at the Housing
Authority's office located at 11 51 Friberg Avenue, Fergus Falls, Minnesota. The
Authority's hours of operation are 7:30 a.m. to 4:30 p.m. The hearing wi ll be held by the
Board of Commissioners of the HRA at 11 51 Friberg A venue, Fergus Falls, Minnesota,
at 10:00 a.m., Thursday, October 19, 2017. All parties will have an opportunity to appear
and express their views with respect to the proposed Agency Plan.
HOUSING AND REDEVELOPMENT AUTHORITY OF OTTER TAIL COUNTY,
MINNESOTA
Jeffrey Gaffaney
Executive Director
Publication Date: Wednesday, August 16, 2017.
C:\UsersVeff HRA\AppData\Local\Microsofl\Windows\Temporary Internet Files1Content.Outlook1QUZ21214\pnb hearing notice otc.doc
Program
OTC Tax Levy -Homeowner (2017)
Only TLC Projects
Leveraged w/ SCDP Projects
TOTAL 2017
OTC Tax Levy -Rental (2017)
SCDP: Pelican Rapids (CLOS ED)
SCDP: New York Mills (CLOS ED)
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 -2017
2017 Economic Development
2016 Economic Development
HRA Revolvi ng Rent Rehab Loan (2017)
Fergus Falls and Otter Tail County HRA
Rehabilitation Projects Update
August 17, 2017
ARolic~tions Approved Denied Inspected
-/ -:.
25 3 5 5
9 9 0 9
34 12 5 14
6 2 0 2
\ 2 \ \(i_ \ (;~ (i l
'-' --...__ '---'
3 3 0 3
84 17 16 17
39 9 10 9
22 9 1 9
9 2 0 2
7 2 0 2
Dalton -Approved pending HUD funding to DEED
0 0 0 0
9 5 0 5
13 12 1 12
1 0 0 0
Proceed
Issued Complete
0 0
9 1
9 1
1 0
2 2
0 0
13 10
8 7
9 1
1 0
1 0
0 0
2 2
12 12
0 0
,_g
~
~
A
~
s
I
Jan-17
Fet>-17
Mar-17
Aor-17
Mav-17
Jun-17
Ju~17
Au<>-17
Seo-17
Oct-17
Nov-17
Oec-17
Tola/
a,1t~•:
Jan-18
Feb-18
Mar•18
Aor-18
Mav-18
Jun-18
Jul-18
Auo-18
Seo-18
Oci-18
Nov•18
Dec-18
Tola/
Comments
MN177 HCV Leasing and Spending Projection
C 0
UMA• Actual UMLs
140 105
140 107
140 106
140 108
140 1na
140 ,r 112
140 .... 111
140 1 l<
140 0
140 0
140 0
140 0
1 680 870
140
140
140
140
140
140
140
140
140
140
140
140
1 680 0
E
Actual HAP
S34 314
S36 111
135 757
S37 118
.:·at i::c;:5
<38 787
$39 273
so
so so so
$298 212
so
Vouchers
Issued/Projected
To R• , ..... ,.
5
14
5
8
.J
37
0
G
Other Planned
Additions/
Doa,.,,iM•
0
0
Issuing/New Leasing/UML Trend
----
H
New Leasing
from Issued
""'""·-
0
0
0
0
7
0
0
0
0
0
0
0
0
0
0
0
0
0
--
Estimated
Atttition
-2.9
-2 8
-2.8
-2 7
.334
-2.6
-2.5
-2.5
-2.4
-2.4
-2.3
-2 2
-2.2
-2. 1
-2.1
·2.0
-2.0
·27 3
----
-vouehers issued or proiected to be issued
Actual or Projected Un~s Leased
-Projected New Leasing from Issued Voudlers
J
UMLs:
ActuaVProjected
105
107
106
108
109
112
111
112
109
107
104
101
1291
99
96
94
91
89
86
84
82
80
78
76
74
1,028
120
100
C 80 is: r
80 (/)
40
20
0
K L M N 0 p a
HAP; PUC; Manual PUC Cumulative % Cumulatille 'I!. MonlhlyABA
ActuaVProjected ActuaVProjected Eligibility Monthly UML % OverTide AnnuaJ Leased C•nAnSAA Expended%
S34 314
536111
S35 757
537118
S37 655
<38 787
<39 273
$39 197
$38 261
$37 304
S36348
$35409
$445 534
$34 494
$33 603
$32 735
$31 889
$31 065
$30 263
$29 481
$28 720
$27 978
$27.255
$26 551
$25 865
$359 898
0. ..: :r
-0 C "' <( (D
<( ,._ :c c 0 ;:;;
S327 75.0% 90.7% 75.0% 907%
<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% 103.6%
$350 71.7% 98.8% 78.1% 101.1%
$350 776% 988% 761% 98.6%
S350 77.3% 98.5% 74.2% 961%
$350 76.8% 98.1% 72_3% 93.6%
$345 76.8% 98.1%
$350 70.4% 92.9% 70.4% 92.9%
$350 69.5% 91 .7% 68.6% 90.5%
S350 68.6% 90.5% 66.8% 66.2%
S350 67.7% 89.4% 65.1% 85.9%
$350 66.9% 88.2% 63.4% 83.7%
$350 66.0% 87.1% 61.8% 61.5%
$350 65.2% 860% 60.2% 79.4%
S350 64.4% 84.9% 58.6% 77.4%
$350 63.5% 83.9% 57.1% 75 4%
$350 62.8% 82.8% 55.6% 73-4%
$350 62.0% 81 .8% 54.2% 71.5%
$350 61.2% 80.8% 52.8% 69.7%
$350 51.2% 80.8%
Spending v. Funding
$0,000
$40.000 -
$35,000 j
$3-0,000
S2S.OO0
$20.000
$15.000
510,000
$5,000
so
~ ~ ~ ~ ~ ~ ❖ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~
.:,.:,,&-<>.._<f,/•"'~,:-<f~ ... <f' ... <P.._,.._(\,~.._1',/::~ ... <:,,.:;~'1)$' ... ~{l)''l) ... ef',,j, ... <fi'~.,_<P~ ... <f'Qt,<f'~, ... <P,l'~ ... ~,r<:.l:'.,/&
Estimated or Actual HAP -Monthly ABA and Combined HAP Reserves -Monthly ABA
FINANCIAL . Beginning Year: Cash & Investments (VMS) of $58,605 compares to RNP (VMS) of $15,322. Current: Note negative UNP of S-312,441. VMS Cash & Investments of $50,395 compares to VMS RNP plus UNP of $8,861.
HUD Page2 8/17nD17
R
IA 8 C 0
PHAName Otter Tat! Couotv HRA PHANumbor MN177
ACC/FUnding Information
CU1'18nl Year Year 2 Year3
(2017) (2016) (2019)
Beginning ACC 140 140 140 VouC/lefS
~ Current Year Year2 Year3 .. (2017) (2018) (2019)
lllllml.eA.
fllnding_ $454,097 $445,534 $359,898
~
Offset of HAP so so $0 Reserves
~ $0 Fundjng
10
t:l!lJ'lllQQ UOlti $0 $0 $0 &nlilJlg
11
TotalABA
FuMing $454,097 $445,534 $359,898
Provided
PHA Income $0 $0
Total Cash-
Supported Prior $28,989 $37,552 $123,188 Year-End
Reserves
Total Funding
Total Fundlnjj $483,086 $483,086 $483,086 Aeailable
HUO
MN177 HGV Leasing and Spending Projection
G H
Funding
Proration/Offset
Levels
Year 2 (2018) 100.0% Rebenchmarl<
Year 3 (2019) 100,0% r~ebenchmarl<
Year 2 (2018) 0.0% Offsel
Year 3 (2019) 00% Offsel
.. • ""'-'•
Year 1 (2017) 75.7%
Year2 (20 8) 75_7%
I
Utilization Re ort
HUD.Held Roconclljation
Cash Sufficiency Chock
HUD-estabUshed
CYEHHR $16,198
(Recon Line 19)
HUD-estima~
Net f;lcc:ess Cash $12,791 $58,605
(Reeon L,,,. 19)
HU(). $28,989 $74,803 Recot!Cllad
Lower of H17/117 $28,989 (May Ovamde)
Progran:i Projection Var1aPles
:;uccess Rate I 20% I Annual I Turnover Rate
Time from Issuance
to HAP Effective Date
(Current: 2.2 months)
% leased In 30 25% days
o/,, leased ln 30 40% to 60 days
% teased in 60 25% to 90 days
% teased in, 90 10% to 120 days
% leased in 120 0% to 160 days
Wl.W§..
a,,e11i,ill~IIQO
HUD-established
CYEHHR
(Recon Line 19)
PHA-Held Cash
1:ln1/2016
(VMS)
HUD-Reconciled
/Cash Cappe<1)
Lower or H17/J17
(May Override)
HUO-Reconciled Excess Cash v PHA RNP 112/31/20161
HUDV PHA $15,322 <~VM<> EuY
d1ft'erencec RNP
-----=-ior-=-($2,531.00) or -EOYExcess 0.6% of El!g,bwty ~ ... -> ~12 791
M N
31.0%
Admlnlslralive Fees Analysis
=7,200l)MLs > 7,200 LfMls
(No Proration) (No Proration)
$57,97 $54.10
MN177 ha11 00.Sl ptr UML ot $117.39
compared 10 Its Eamlnga/UML ~ siie peer
group of $45.13 (• ddfi.rence cl 616%)
-and , stats PNf gto\Jp {of ■fl PHA.s in the
alate) of SSl D2{• difference of 5-4.1%).
Q
Leasing and Spending Outcomes:
Current and Following Year Projections
UML %of ACC
(UMA)
HAP Exp as%
All Funds
HAP Exp as%
or Ehgibll,ty only
Pnojected 12/31
Total HAP
Reserves
HAP Reserve,,
as% o/A8A
(Start. 6.4%)
Poten1lal
Termina ions
$220,193
Admln Fe<!S
Earned (PY
$64,723)
Expense
Exnens.A· ~
92.2% 74.5%
98 1% 80.8%
$37,552 $123,188
8.3% 27.6%
o 0
61.2%
' '
$54,327 $42,807
$1 41,439 $142,284
260.3% 332 4%
8JsfKf on tt,e most ~nt offloal (&nt;t Qt h,e:a.l yefJl'J UNP,
Mt.1177 Ml ■ pl"Oj~ed 2:017 Ca.ieJ!,dar V'Mr-cnd {C'l"E) UM' <ii
{$36&,ffl, (Of ~75 3% of CY 2017 f.af'Md Adm;n fa:$) and•
2018 CYE UNP of t:$-486.389) (ct ·1089 5% d cv2n1a Ea1~
Alfrn,,iFMt)
8117'2017
R
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
JUNE & JULY, 2017
AnnualRecerts
Interim Recerts
Ports-In/Billing
Ports-In/ Absorbed
Ports-Out/Bi I led
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 Receivable
In-House Transfers
ELI%
5
11
0
0
1
0
0
3
3
7
170
9
10
1
2
7/$6568; 7/$7138
0
-~
OTTER TAIL COUNTY PUBLIC HOUSING
FAMILY UNITS
BOARD REPORT
Rents Payable
Rents Collected
Late Fees Chargeq.
Late Fees Collected
Late Fees Outstanding
ELI Percentage
Waiting List
2Bedroom
3 Bedroom
4Bedroom
13 Family units
June2017
$2,209.00
$2,244.00
$ 0.00
$ Q;OO
$ 0.00
100%
27
14
4
F:\HRADATA\Users\Pam\Board Reports\OT Cotmty • Board Reportdoc
OTTER TAIL COUNTY PUBLIC HOUSING
F AlVIIL Y UNITS
BOARD REPORT •
13 ·Family units
.July 2017
Rents Payable $2,420.00
Rents Collected $ 1,832.00
Late Fees Charged $ 20~00
Late Fees Collected $ 20.00
Late Fees Outstanding $ 0.00
ELI Percentage 100%
Underwood 3BR-Lease termination -·effective 8-6-17
Underwood 4BR -notice for 9-30-17
W~tingList
2Bedroom 27
3 Bedroom 7
4Bedroom 3 .
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 Norlh Sheridan Ave
Fergus Falls MN 56537
218-739-9498
TO:
FROM:
DATE:
UBJE T:
E CLO RE :
MEMO
Boa rd of Directors, Otter Tail County H RA
.J effrey Gaffaney, Executive Director
October 13, 20 I 7
Meeting to be held Thursday, October 19, 2017 at 10:00 a.m.
at the HRA Office, 1151 Friberg Aven ue, Fergus Fa lls, !VI , 56537
Regular Minutes of th e August 17, 2017 Meeting
AGENDA
I. Chairperson -Ca ll Meeting to Ord er
2. Approval of M inutes
3. E~uti ve Director
A. H RA Board Member Appointment -Carl Lindercamp
B~ Public l-l~ring, I 0:00am -2018 A nnual Agency Plan Update
Y. Rp olut ion o. 120 Pl-IA Certification ofCornplianc w.ith 201 8
f ;1_nu al Plan & ivi l Ri ghts Ce rtification
2. 20 18 'upital Fund 5 -Yea r Plan Update, Sec ti on 8 and Pu blic
~ /✓ Hou ing Pol icy Changes
C.Vdcl mini trative -xp ns s -A ugu t & S pt mber20l7
0. ln es tment L ist ing
E. Bid Propo/r_s lor: ~~A Multi-Peril Insurance Coverage
22: RA Fiscal Audit 12/3 l /20 17
F. z ra o~ ln0I8 Public Housi ng Budget
I . Reso luti on No. 12 l
G. _O 18 Tax Levy Reques t Meeting with County Board 8/28/ l 7
4. Rehab pecial ist -Mikel Olson
A. Tax Levy Updat '
B.· Tax Levy Renta l pdate
C. SCDP Update -All Cities
D . M l-I F A Update
5. Housing Administrator -Mary Jo Schwarz
A. Ott r Ta il County Secti on 8 Update
6. Housi ng Manager -I am Minten
A. Publ ic Housing Progra m pdatc
PLEASE CALL IF YOU ARE UNABLE TO ATTEND!
11:\Uscr,\J LFl·'.A(i F, DA OTC 111-13-20 17.do~ P,)!!~ I 1•1 I =====-----------Providing Housing Opportunities -~==/
The Otter Tail County HRA Bo!ifd of Commissioners met in a regular meeting on, .Augusf 17, 2017 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
Dave Johnson
Scott Rocholl, 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 June 15,' 2017 regular meeting.
Ml Bob Maki S/ Ralph Hemmerlin
The administrative expenses were reviewed for .the month of June and July 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; one certificate at Security Bank was renewed at a higher interest
rate. The only other changes were the balaµces of the checking and savings accounts as of August 17,
2017.
An update was·given on the 2016 Capital Funds for the HRA'.s Public Housing Units. Jeffrey is actively
working towards getting the funds released from HUD LOCCS. The HRA resubmitted-a: completely new
Environmental Review 'Worksheet' to HUD. If approved the budget will be good for 5 years. A copy of
the worksheet was given to each board member. Jeffrey showed the entire review to the board members
which are several inches thick. Once the 2016 money is released, 19% will go into operations and the rest
into rehab activities. Robert Bigwood than thanked the HRA staff for their patience in redoing the
Environmental Review. Scott Rocholl then told the' board members that.the required HUD tutorials are
available online and that he will provide a link to them.
Jeffrey reported on the Otter Tail County Fiscal audit for 12/31/2016 completed by Carlson Highland &
Co., LLP of Fergus Falls. Audit reports were given to each board member for review.•Jeffrey noted that
there were no major findings and that it went very well. The report has been submitted to .HUD and the
County. Jeffrey reviewed pages 8 & 9 regarding revenue and expenses illustrated by pie charts. Financial
Statements were reviewed on pages 14 &. 15. Page 17 displayed the various notes the HRA has. For the
first time on page 31, we do not show any Capital Fund activity. Page 36 shows a standard finding that all
small Housing Authorities receive due to how the reports are prepared for ·an audit
H:\Users\KIM\Minutes\2017 mi~utes\minuti;::s -otc August 2017 .doc (
The 2018 Proposed Tax Levy Request was reported on. This request for money is for general
administration costs and various rehab programs. Total requested funds for year 2018 is $541,800.00.
The HRA staff has been asked to attend a County meeting at the Government Service Building on
Monday, August 28th at 9:00 am. A newly formed committee which consists of: John Dinsmore, Adam
Bremseth, Nick Lenard and Amy Baldwin are very curious about how the HRA functions and programs
administered. John Dinsmore is very supportive of the HRA. There is some brainstorming going on at the
HRA if a similar program should be offered to businesses throughout the County, like Fergus Falls
Business owners have. Jeffrey shared information about the Business Development Committee of Fergus
Falls, BDOF. The HRA County Board Members were shown how many loans the HRA has facilitated
and how much money has been grown from the original seed money from over 30 years ago. Mikel and
Tanya spoke to the board about how often they receive calls from the Commercial side of things in the
County that they aren't always able to help with. This idea may be presented to the County on Monday,
August 28th as well.
A letter was received from the County Auditor stating that Robert Maki has been reappointed to the Otter
Tail County Housing and Redevelopment Authority Board for the term of August 1, 2017 through August
I, 2022. Robert was congratulated by the board for his 5 year term extension.
Jeffrey stated a Public Hearing Notice has been printed in the newspaper for our annual agency plan
update. Some minor Public Housing policy changes will likely be proposed.
Mikel Olson, Rehab Specialist, reported on the Rehabilitation Projects for the Fergus Falls and Ottertail
CountyHRA.
TLC Tax Levy Projects; 25 applications have been received, 3 have been approved, 5 were denied, 5 were
inspected, none are in process or complete.
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: Pelican Rapids Commercial Program update; 2 applications have been received, 2 were approved,
I was denied, 2 were inspected, 2 are in progress, and two have been completed.
SCDP: New York Mills Program update; 3 applications have been received, 3 were approved, none were
denied, 3 were inspected, none were in progress, and none were completed.
SCDP: Fergus Falls Homeowner Program update; 84 homeowner applications have been received, 17
have been approved, I 6 were denied, 17 have been inspected, 13 are in progress and 10 are complete.
This grant will come to a close at the end of this year; or possibly as early as October.
SCDP: Rothsay/Elizabeth Homeowner Program update; 39 homeowner applications have been received,
9 have been approved, 10 have been denied, 9 have been inspected, 8 are in progress and 7 are complete.
This grant will come to a close at the end of this year, or possibly as early as October.
SCDP: Henning Homeowner Program update; 22 homeowner applications have been received, 9 were
approved, I was denied, 9 have been inspected, 9 are in progress and one is complete.
H:\Users\KIM\Minutes\2017 minutes\minutes -ate August 2017 .doc 2
SCDP: Henning Rental Program update; 9 applications have been received, 2 have been approved, none
have been denied, 2 have been inspected, one is in progress, and none are complete.
SCDP: Henning Commercial Program update; 7 applications have been received, 2 have been approved,
none have been denied, two have been inspected, one is in progress, and none are complete.
SCDP Dalton Homeowner Program update; the award letter has been received. Between Rural
Development and Minnesota Deed close to four million dollars will be spent in Dalton. Mikel shared with
the board that the amount of the .awarded money was off by $22,000.00 and that a phone call was made
immediately to our representative. Apparently the HRA's State Representative repositioned the allocated
money to include: 15 homeowners (instead of the 8 requested) and! 4 units of Multi-Family Rental. The
Commercial Rehab request was reallocated to the additional owner rehab. The hands are tied of the HRA
staff and nobody at DEED will be making a change. We do not have an eligible commercial grant for
Dalton at this time. Our concern is that our new 2: I ratio for homeowner and rental properties that will
need to be completed is not going to be easy. Many of the apparent eligible owners are often denied. As
far as the commercial business owners that worked so hard for the HRA's grant to be approved; the HRA
may try to help them with Otter Tail County Tax Levy money over the next 2 years.
2017 MHF A Deferred Loans update; no activity.
2017 Economic Development Program update; 9 applications have been received, 5 have been approved,
none were denied, 5 have been inspected, 2 is in progress, and 2 are complete.
2016 Economic Development Program update; 13 applications have been received, 12 have been approved,
1 was denied, 12 have been inspected, 12 are in progress, and 12 are complete.
2017 HRA Revolving Rent Rehab loan program update; 1 application has been received, none have been
approved, none were denied, none were inspected, none are in progress and none are complete.
Mikel gave an update on the transition of the Dalton mobile home park stating, "It is going fantastic". He
has been working cooperatively with the Mayor. October marks the one year anniversary and the park is
down to 4 trailers. A more formal move by the city and HRA can be made' after .the anniversary date.
Mary Jo Schwarz, Housing Administrator, gave the census report on the Otter Tail County Section 8
Program. There were 111 leased and HAPS totaling $39,273.00 for the month of July. The total activity
was 5 annual re-certifications and 11 interim re-certifications. Three participants ended participation and
there were 7 new admissions. There are 170 families on the waiting list. 9 vouchers were issued, three are
in shop mode, and 10 applications are in progress. There was 1 port-in and 2 ports-out pending. There
were 7 ports out paid totaling $7,138.00. The.ELI percentage was 54%.
Pam Minten, Housing Manager, reported that rents payable for Public Housing for June 2017 were
$2,209.00 and $2,244.00 was collected. There were no late fees charged, collected or outstanding. There
were 27 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 100%.
In July 2017 rents payable totaled $2,420.00 and $1,832.00 was collected. There were $20.00 in late fees
charged and $20.00 in late fees collected. There were no outstanding late fees collected. There were 27
applicants on the 2-bedroom public housing waiting list, 7 applicants on the 3-bedroom waiting list and 3
on the 4-bedroom waiting list.
H:\Users\KIM\Minutes\2017 minutes\rninutes -otc August 2017 .doc 3
/
One lease was termination in Underwood, effective August 6, 2017, due to property damage. A lot of
things were left behind, but despite the mess Pam is trying to get the new tenants in before school starts.
Pam reported that the tenant that was terminated called and apologized. A notice was also given for the 4
bedroom in Underwood for September 30, 2017. The waiting list numbers have fallen significantly since
last meeting due to the application process for the previous vacant unit.
Scott Rocholl presented Ralph Hemmerlin with a plaque of appreciation. Ralph served the Otter Tail
County HR.A Board of Directors for 3 years. This is Ralph's last meeting as.he will be moving to southern
Minnesota.
Our next meeting will be held on Thursday, October 19, 2017 at 10:00 a.m.
There being no further business, a motion was made to adjourn the meeting at 11 :00 am.
1VI/ Bob Maki S/ Robert Bigwood
Robert Maki, Secretary Date
H:\Users\KIM\Minutes\20 17 minutes\rninutes -otc August 2017 .doc 4
OTTER TAIL COUNTY PUBLIC HOUSING
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)
20 18 FMR: 3 bedroom -$936.00
4 bedroom -$994.00
Otter Tail County 3BR 80% ofFMR
Payment standard (Sec 8)
Otter Tail County 4 BR 80% ofFMR
Payment standard (Sec-8)
$749.00
$96 1.00
$796.00
$994.00
(FMR is $936.00)
(FMR is $994.00)
2017 Flat Rent+ Utility Allowance = Ceiling Rent (80% Fair Market Rent)
Underwood 3 bedroom duplex units $500.00 + $253.00 = $753.00
Underwood 4 bedroom unit $525.00 + $329.00 = $854.00
Pelican Rapids 3 bedroom duplex 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 rambler $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 + $3 29.00 = $879.00
NO changes needed effective January 1, 201 8
($749.00)
($796.00)
($749.00)
($749.00)
($749.00)
($796.00)
($749.00)
($749.00)
($796.00)
OTTER TAIL COUNTY BRA EXPENSES
FOR THE MONTH OF AUGUST, 2017
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. $
Housing Data Systems $
Otter Tail Power Co. $
Great Plains Gas Co. $
·Pine Plaza & Appliance $
New Horizon Ag Service $
Home Depot $
URP $
RTW Ins. -workers comp. $
RHR $
Culligan Water $
N.F. Field Abstract $
Daily J oumal $
Mark Gaworski -Accounting Fees $
Carlson CPA's $
Brogard Plumbing $
David Johnson $
Scott Rocholl $
Robert Bigwood $
Robert Maki $
Ralph Hemmerlin $
Salaries $
H:\Users\JEFF\0TC HRA EXPENSES OTC August 2017
450.00
2,100~00
1,200.00
225.00
200.00
400.00
150.00
269..74
180.30
51.81
173.05
412.91
137.00
1,177.73
881.16
120.00
698.08
43:90
236.27
25.62
243.04
74.00
550.00
78.00
30.00
85.00
107.30
1,QS0.00
6,640.00
130.00
101.75
87.84
75.00
133.85
.128.50
12,180.02
OTTER TAIL COUNTY BRA EXPENSES
FOR THE MONTH OF SEPTEMBER~ 2017
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 YorkMills $
City of Underwood $
City of Henning $
American Family Insurance Co. ·$·
Rapport International LLC $
Otter Tail Power Co. $
Great Plains Gas Co. $
Home Depot $
URP $
AMP Insurance r $
RI-IR $
Ugstad Plumbing, Inc. $
N.F. Field Abstract $
Cline, Jens en, P.A. $
Networks for Hire $
BJ's Floor Covering $
Sherwin Williams $
CoryFeigum $
Waste Management $
Al Lock&Key $
Salaries $
H:\Users\,,/EFF\OTC HRA EXPENSES OTC Sept. 2017
450.00
2,100.00
1,200.00
225.00
200.00
400.00
150.00.
1156.32
31.39
144.45
133.09
4i3.59
273.00'
697.29
881.16
786.00
580.36
43.82
440.01
74.00
1,307.00
107.00
1,496.88
'85.00
200.00
150.00
5,383.00
332.65
1,430.00
108.41
367.09
18,121.01
October 19, 2017
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
F~rgus Falls Security Deposits
CHECKING ACCOUNTS
Section 8· Existing NOW Account
Public Housing NOW Account
J\1HF A-Loan Account NOW Account
Otter Tail County Tax Levy NOW Account
;~·
MHFA-HOMEAccount NOW Account
H:\Users\JEFF\INVESTivmNTLISTINGS\2017\invest list otc -Oct2017.doc
OTTER TAIL COUNTY HRA
INVESTMENT LISTING
DESCRIPTION PRINCIPAL
Money Mark~t 301,127.44
Certificate #215353
Weekly Money $19,881.96
Market Savings
Commercial Money $7,054.84
Market
$28,789.71
$8,763.43
$24,809.16
$228,241.17
.• $832.44
INTEREST
RATE
.50%
.05%
.05%
I.D. # 41-1518930
INTEREST PURCHASE MATURITY
PAID DATE DATE
Maturity Renewed
Automatic Deposit 6/28/17 12/28/17
Monthly Account
#9312-004634 ' ..
Monthly Account
#9312015673
0
EOUAL HOIJS1N~ OPPO.RTUHIT'I
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
1.
OTTER TAIL COUNTY HRA
BID PROPSALS
10/19/17
Multi-Peril Insurance
$ 12,013.00
HRA Office
11 51 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
American Family Insurance
Ed Larrivy, Battle Lake, MN ($649.00 increase from 2017)
2. Carlson SV LLP
Fergus Falls, MN
Fiscal Audit
$ 7,100.00
($460.00 increase from 2017)
H:\Users\JEFF\OTC HRA BlD PROPSALS.doc "d" H . O ·t· ==-------------Prov, mg ousmg pportum 1es
0 ·--0010illTUNll'I'
2017
RCVD.
$195 000
$20,000
$115,000
$15,000
$121,000
$50,000
$0.00
$516,000
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
Fergus Falls/Otter Tail County HRA
Housing & Redevelopment Authority
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra .com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498 •
2018 PROPOSED TAX LEVY REQUEST
2018
PROPOSED
$170,000
$50,000
$75,000
$10,000
$136,000
$75,000
$25,800
$541,800
SECTIO 8 VO CHER PROGRAM & GENERAL ADMINI TRATIO r_
In 2016 the HRA used $190,000. To date (2017) the HRA has used
approximately $85,000 to supplement the Section 8 Voucher Program and general
administration due to Federal legislative reductions. The requested funds will
allow the HRA to pursue other critical housing initiatives within Otter Tail
County.
RE TAL REHAB LOAN PRO GRAM-MHFA Rental Rehab Program is
available only for multi-unit buildings. Tax Levy funds are used to assist owners
of smaller rental properties.
OWNER OCCUPIED REHAB LOANS-Tax levy funds to be used for deferred
loans to low and moderate income fan1ilies for home improvements such as septic
systems, wells, siding, windows/doors, roof replacement, heating systems,
insulation, el ctrical upgrades and lead abatement.
SMALL CITIES DEVELOPME T GRANT -Tax Levy funds will be used to
write future grant applications. The 2016 Henning application was approved in
the amount of $802,560 and will be closed out at the end of 2018. The
Rothsay/Elizabeth grant was funded in 201 5 and will be closed out at the end of
20 1 7. The Dalton application was resubmitted in 2017 and awards will be made in
July/2017.
LEVERAGE FOR OTHER PROGRAMS-Tax Levy funds will continue to be
used to complete projects when MHF A, Rural Development and mall ities
funding is inadequate. It is also used to provide matching funds if homeowners,
landlords or business owners are unable to secure other financing.
DOWN PAYMENT ASSISTANCE PROGRAM-Tax Levy funding will be
used to increase program funding. Program began in April 2016 . This loan
program is used for down payments on the purchase of new or existing homes for
households in Otter Tail County (excluding the city limits of Fergus Falls, Perham
& Wadena).
AC QUISITIO OF TAX FORFIET/ABA DO PROPERTIE -Tax levy
funds to be used to purchase properties for future housing development of various
types of most need in those respective communities.
TOTAL REQUESTED FU DS FOR FISCAL YEAR 20)8
This proposal is a 5% increase over the 2017 approved levy request.
__ __...;;;....;;.,_-==--='---------Providing Housing Opportunities
Preliminary 2018 county property tax levy adopted
For the Journal
A net county preliminary
property tax levy of $39.1
million for 2018 was adopted
Sept. 26 by the county board
of commissioners. This rep-
resents a proposed 4.9 per-
cent increase compared to
the 2017 budget.
"The board, in its final
decision in December, can
decrease the amount of the
levy but cannot increase
it above the $39.1 million
as part of the preliminary
adoption," said County Audi-
tor-'freasufer Wayne Stein.
County residents will
have the opportunity to pro-
vide input on the proposed
budget during a p-qblic
hearing starting at 6 p.m.
on Tuesday, Dec. 12, in the
County Government Ser-
vices Center in Fergus Falls.
The county board will
make a final decision and
approye the 2018 county
property tax levy during
its regular board meeting
on Tuesday, Dec. 19.
"Due to state and federal
funding assistance the 2018
county tax levy will be less
than SO percent of the total
county budget of $104.9 mil-
lion for this coming year,"
said Stein. "The overall
budget includes the general
fund, special revenue funds
and budgeted debt service."
Included in the proposed
2018 budget is $27.6 million
for community services
(public health, human ser-
vices, probation, veterans'
services and county ex-
tension), $37.6 million for
public works (highways,
land and resource manage-
ment and solid waste), $11.S
million for law enforcement
and $S.0 million for internal
services (administration,
human services, facilities
operations, information
technology, geographic in-
formation systems, emer-
gency management and
economic development).
Additional money is pro-
vided for the auditor's office,
treasurer's office, licensing,
elections, .county attorney
office, assessor, recorder
and land services.
"The taxable market
value in Otter Tail County
for 2018 is $9.9 billion," said
Stein. "County board mem-
bers pledge to only levy for
dollars that are truly needed
to maintain the well-being of
county residents."
More about county
budget process •
The Financial and Account-
ing Division of the County Au-
ditor-'freasurer Office, with
the assistance of all county
departments, is responsible
for the preparation of the
annual county budget.
"Then it's up to the five-per~
son county board of commis-
sioners to adopt a preliminary
levy, hold a public hearing, •
and then make a final levy
approval," said County Au-
ditor-Treasurer Wayne Stein.
The County Finance Com-
mittee has met in recent
weeks to discuss and review
in general terms the levy
and budgetary guidelines
for 2018.
The committee is com-
prised of Stein and his staff
members, County Board
Chairman Doug Huebsch of
Perham, County Commission-
er Wayne Johnson of Pelican
Rapids and County Adminis-
trator John Dinsmore, who
oversees the day-to-day oper-
ations of county government.
All county residents, ex-
cluding those who live in
Fergus Falls, Perham and a
section of the Wadena area in
eastern Otter Toil County, will
also pay a portion of county
property taxes to fund the
Housing and Redevelopment
Authority (HRA).
"Residents of the three
aforementioned cities will
payforHR.Afundingthrough
their city-authorized HRA Au-
thority levies/ said Stein.
Program
OTC Tax Levy -Homeowner (2017)
Only TLC Projects. ..
Leveraged w/ SCDP Projects
TOTAL2017
OTC Tax Levy -Rental {2017)
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 -2017
2017 Economic Development
HRA Revolving Rent Rehab Loan (2017)
Fergus Falls and Otter Tail County HRA
Rehabilitation Projects Update
October 1, 2017
Applications Approved Denied Inspected
27 3 8 5
9 9 0 9
36 12 8 14
6 2 0 2
83 18 16 18
40 9 11 .. 9
35 9 2 9
10 7 0 7
9 7 0 7
Dalton -Approved pending HUD funding to DEED
0 0 0 0
10 6 1 6
1 0 0 0
Proceed
Issued Complete
2 2
9 5
11 7
1 0
17 12
8 7
9 5
1 0
2 1
0 0
2 2
0 0
;·,.~r".c'I~.~.,.. .. ~,. ,• ...
. .,
HRA Office
H51 Friberg Ave
FergusFallsMN 56537
218-739--3249
! ' t '; Fergus F.alls/Otter Tail County HRA
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
1'~~-~'o~~~~v'. Housing & Redevelopment Authority
209 L?ke Ave S. Ottertail MN 56571
RiverviewHeights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
·sits on 2 lots,total frontage 175' x 150' deep, 4 bedroom/1 bath, approximately 864 sq feet on
main level and 700 sq feet on second floor
Blocks·are in fair condition as seen from road -closer inspection reveals the need for' some tu~k
pointing; and a new coat of paint.
Block construction and roof design off~r some character. Large lot, newer septic.
Built in 1914. Land Value $18,030. Building Value $18,928. Parcel'Value $36,958.
Opening bid if offered for public sale is 30% of land value + 25% of building value.
At sale--the opening bid would be $5409.00(land) + $4732.00(building) = $10,141.00
Estimate~-cost of retlab: $62,100.00
Demolition and disposal = $4,000.00
Roofing= 20 square at $350/square = $7,000.00
So.ffit and Facia = $3,000.00
Gutters = $9.00;00
Siding= 8 square at $400/square = $3,200.00
Windows= 21 op_enings at $500 each= $10,500.00
Doors= 4-doors at $800.00 each= $3;200.00
Storm Doors= 2 storms at $275.00 each= 550.00
Garage Door= $1,000.00
Furnace and A<;= $5,000.00
Water Heater = $750.00
Misc. ·Electrical= $3,200.00
Misc. Plumbing= $2,800.00 •
Paint= $2,000.00
Floor Covering= $10,000.00
Driveway and Sidewalk= $5;000.00
-.-... -. -----'""-·· . --......... ----__ .. -· -Providing Housing Opportunities
209 Lake Avenue S., Ottertail, MN
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.ferg usfa lls h ra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
PROPOSED CHANGES TO OTC TAX LEVY DEFERRED LOAN PROGRAM
• $15,000 maximum deferred loan limit
• One open deferredJoan at any time
• $150,000 maximum property value (as listed on the property tax statement as estimated
tax value)
• "Emergency" repairs only
o Failed septjc·system
o Drywell
o Failed'HV;AC systems only when weatherization program funding is denied
o Leaking/near leaking roof
o Leaking plumbing
o El~ctrical only as it relates to above items
• Accessibility modifications
• No manufactured/mobile homes will be rehabbed
• Carbon monoxide/smoke combo detectors (battery operated, not hardwired) will be
added if they are not present (1 per floor)
*These changes would not apply to the program when it is used in conjunction with a Small
Cities Development Program Grant
. "----------. ----• --------Providing Housing Opportunities
~
.11.
.E.
.a
...!!!!
_§l
]!
A ~ a
'
Jan-t7
Fet>-17
Mar-17
Aor-17
Mav-17
Jun-17
Ju!-17
Auo-17
Seo.17
Oct-17
Nov-17
n..c-17
Total
l'ltif:11
Jan-18
Feb-18
Mar-18
Aor-18
Mav-18
Juo-t8
Jul-18
Auo.18
Seo.18
Oct-18
Nov-18
Dec-18
Total
16
14
"' 12 ., u 10 C "' ::, 8 "' !!?. 6
64 Comments
-
MN177 HCV Leasing and Spending Projection
C D E F G H I J
Vouchers Other Planned New Leasing Estimated UMAs Actual UMLs Actual HAP Issued/Projected Additions/ from ls.sued Altlition Tn A.:. •A••-A l>oA,.,o;M< \/n.,,ho,o
UMLs:
ActuaVProjected
140 105 $34 314 5 105
140 107 $36 111 14 107
140 106 $35 757 5 106
140 108 $37118 8 108
140 109 S37 655 2 109
140 112 $38 787 2 112
140 111 $39 273 1 111
140 11?-$39'197 12 112
140 -U1 $38 517 2 111
140 111 $37 966 0 111
140 0 !O 1 -2 9 109
140 0 $0 0 -2.8 106
1680 1 092 $374,695 51 0 10 -33.7 1.307
140 0 -2.7 104
140 -.... ~ 0 -2.7 101
140 ---·--0 -2.6 98
140 ~ """---C 0 -2.5 96
140 ---=---0 -25 93
140 I',... --::r-< -0 -2.4 91
140 -' --0 -2.4 89
140 ---::-:: -0 -2.3 86
140 --0 -2.2 84
140 ---0 -2.2 82
140 0 -2.1 80
140 0 -2.1 78
1680 0 $0 0 0 0 -28.7 1 082
Issuing/New Leasing/UML Trend
120 ---100
-80 C ----s: r
60 (f)
J.-11.r-1;1-,_a-1~=----------------
40
20
0
-vouchers Issued or projected to be issued
Actual or Pro1ected Units leased
-Projected New Leasing from Issued Vouchers
K L
HAP: PUC:
Actual/Projected Actual/Projected
$34 314 $327
S36111 S337
S35 757 $337
$37118 $344
$37 655 $345
$38 787 $346
$39 273 $354
S39 197 $350
S38 517 $347
537966 $342
S37 252 $342
$36.406 $342
$448,353 $343
$35 479 $342
S34 563 $342
$33670 $342
$32 800 $342
$31 953 $342
$31127 5342
$30 323 $342
$29 540 $342
S28 777 $342
$28 033 $342
$27 309 $342
$26604 5342
$370 176 $342
S45,000
0.. $40,000
<( $35,000 I
-0 $30_000 C .,
<( $25,000 (D
<( $20.000 >,
£ $15,000 C 0 ::;; S10,000
$5.000
N 0 p Q M
Manual PUC
Override
Cumulative% Cumulative% MonthlyABA Eligibility Annual leased ~--··-· 75.0% 90.7%
75.7% 931%
75.7% 93 5%
76.1% 94.7%
76.4% 95.6%
77.0% 968%
77.3% 97 8%
77.7% 98.5%
77.9% 98.9%
78 0% 990%
78.0% 99.0%
77.8% 987%
77.8% 98 7%
74.1% 95.0%
73.1% 93.7%
72.2% 92.5%
71.3% 91 .3%
I L 70.4% 902%
::,e• 695% 89.0%
68.6% 879%
67.7% 86 8%
66.9% 85.7%
66.0% 84.6%
65.2% 83.6%
644% 82_6%
64 4% 826%
Spending v. Funding
-
Monthly UML % Expended%
75.0% 90.7%
764% 95.4%
75.7% 94.5%
77.1% 98.1%
77.9% 99.5%
80.0% 102.5%
79.3% 103.8%
80.0% 103.6%
79.3% 101.8%
79.3% 100.3%
77.8% 98.4%
76.0% 96.2%
74.1% 95.0%
72.2% 92.5%
70.3% 90.1%
68.5% 87.8%
66.7% 85.5%
65.0% 83.3%
63.3% 61.2%
61.7% 79.1%
60.1% 77.0%
58.5% 75.0%
57.0% 73.1%
55.8% 71.2%
I
---·--
I FINANCIAL -Beginning Year. Cash & Investments (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 10/19/2017
R
C D
PHA Name Otter Tart CO\.lotv HBA PHANumber MN177
ACC/Funding Information
Current Year Year2 Year3
(2017) (2018) (2019)
Beginning ACC 140 140 140 Vouchers
mmmmi Current Year Year2 Year3 -~· .. (2017) (2018) [2019)
~
.El.!mfu!g_ $454,0S7 $448,353 $370,176
~
Offset of HAP so so $0 Reserves
10
~ $0 Funding
I
tf!lYiAQQ!.lmll! $0 so so .E!,mQ.imi
11
TotalABA
Funding $454,097 $448,353 $370,176
Provided
PHAlncome so so
Total Cash-
Supported Prior $28,989 $34,733 S112,910 Year-End
Reserves
TIIIII ......
Total Funding $483,086 $483,086 $483,086 Available
HUD
MN177 HCV Leasing and Spending Projection
G H
Utilization Re ort:
Funding
Proration/Offset Program Projection Variables
Levels
. -Success Rate I 20% I Annual I Turnover Rate
Year 2 (2018) 100.~ Rebenchmar1<
vear3 (2019) 100.0% Rebenchmark
Time from Issuance
to HAP Effective Date
(Current: 2.2 months)
Year 2 (2018) 00% Offset
% leased in 30 25% days
Year 3 (2019) 0,0%' Offset
% leased in 30 40% to 80 days
-.. -·
% leased in 60 25% to 90 days
1
Year 1 (2017) 75.7% % leased in 90 10% to 120 days
Year 2 (2018) 75.7% % leased in 120 0% to 150days
HUD-Held Reconciliation 1U1.W,§_
Cash Sufficiency Check B=c:ililti!.O
HUD-estab!Jshed HUD-established
CYE HHR S16,198 CYEHHR
(Recon Lme 19) (Recon Line 19)
HUD-es mated PHA-Held Cash
Net Excess Cash $12,791 S58,805 12/3112016
(Recon Line 19) (VMS)
HUD-$28,989 $74,803 HUD-Reconciled
ReconCJJed /Cash Gapped)
Lower of H17n11 I Lower of H17n17
(May Overrtde) $28,989 (May Ovemde)
HUD-Reconciled Excess Cash v PHA RNP (12131120161
HUDv. PHA $15,322 ~vM,;ccvT
difference: RNP
(S2,531.00)or---------==
EOY Excess 0 6% of Eligib1IJ!y ,.. __ .__, $12 791
Page 1
N
31.0%
Administrative Fees Analysis
<= 7 ,200 UMLs > 7.200UMLs
(No Proration) (No Prorat,on)
SS7.97 $54.10
MN177 has a cost pef UML of $117.39
compared to its Earnlngs/UML & S12.e peer
group of S-<5 13 (• drtftr'ene. of 61.6%)
end its state peer group (of tll PHA.$ in tbe
state} of $53.92 {a ddlerence or 5-1.1%).
0 a
leasing and Spending Outcomes:
Current and Following Year Projections
HAP Exp
All Fun
HAP Exp as%
of Ellgibihty only
Projected 12131
Total HAP
Reserves
HAP Reserves
as" of ABA
(Stall: 6.4%)
Potential
Term,nahons
98.7%
$34,733
76%
0
$212,685 57.5%
' '
Admin Fees
Eamed(PY· S55,046
$64.723)
Expense $141 ,439
Exnense % 256.9%
64.4%
76.6%
826%
$1 2,910
25.2%
0
I !
$45,172
$142,284
315.0%
Based on th• mast recent, offic1•I (41\d of h&ctl yn,r) UNP,
MN1TT has• protected 2017 Ctlmdar VNr-E'nd (CYE}VNP of
($388,173) (Of ..e65 2"' of CY 2017 Eatned A.dMl'I Fees} and a
201& CYE P of ($463.285) {«·1025.Mrt or CY 2018 Earned
Admln~an)
0/19'2017
SUMMARY OF ACTIONS
OTC SECTION HCV PROGRAM
AUGUST & SEPTEMBER, 2017
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%
13
11
0
1
0
3
0
3
1
6
192
13
5
1
2
6/$6,266; 4/$4,546
0
1
60%
OTTERTAIL COUNTY PUBLIC HOUSING
FAMILY UNITS
BOARD REPORT
13 Family units
August2017
Rents Payable $2,082.00
Rents Collected -$2,432.00
Late Fees Charged $ 0.00
Late Fees Collected $ 0.00
Late Fees Outstanding $ 0.00
ELI.Percentage 100%
Underwood 3BR-Lease termination-8-6-17-move in 9-8-17
Underwood 4BR-notice for 9-30-17
Waiting List
2Bedroom 31
3 Bedroom 12
4Bedroom 3
H:\Users\Pam\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
September 2017
$1,960.00
$2,231.00
$ 24.00
$ 24.00
Late Fees Outstanding $ 0.00
ELI Percentage 50%
Underwood 4BR-notice for 9-30-17-offer made to applicant
Waiting List
2 Bedroom 33
3']3edroom 11
4Bedroom 2
OTTER TAIL COUNTY PUBLIC HOUSING
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)
2018 FMR: 3 bedroom -$936.00
4 bedroom -$994.00
Otter Tail County 3BR 80% ofFMR
Payment standard (Sec 8)
Otter Tail County 4 BR 80%ofFMR
Payment standard (Sec-8)
$749.00
$961.00
$796.00
$994.00
(FMR is $936.00)
(FMR is $994.00)
2017 Flat Rent + Utility Allowance = Ceiling Rent (80% Fair Market Rent)
Underwood 3 bedroom duplex units $500.00 + $253.00 = $753.00
Underwood 4 bedroom unit $525.00 + $329.00 = $854.00
/ Pelican Rapids 3 bedroom duplex 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 rambler $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
'NO changes needed effective January I, 2018
($749.00)
($796.00)
($749.00)
($749.00)
($749.00)
($796.00)
($749.00)
($749.00)
($796.00)
HRA Office
1151 Friberg Ave
Fergus Falls MN 56537
218-739-3249
~~/ Fergus Falls/Otter Tail County HRA
. '°""-,..,,~, , Housing & Redevelopment Authority
i..:_ O!t!:Jt.T~r-/1~" -
Fax 218-736-4706
ffhra@prtel.com
www.fergusfallshra.com
Riverview Heights Highrise
205 North Sheridan Ave
Fergus Falls MN 56537
218-739-9498
TO:
FROM:
DATE:
SUBJECT:
ENCLOSURE:
MEMO
Board of Directors, Otter Tail County HRA
Jeffrey Gaffaney, Executive Director
December 14, 2017
Meeting to be held Thursday, December 21, 2017 at 10:00 a.m.
at the HRA Office, 1151 Friberg Avenue, Fergus Falls, MN, 56537
Regular Minutes of the October 19, 2017 Meeting
AGENDA
1. Chairperson -Call Meeting to Order
2. Approval of Minutes
3. Executive Director
A. Oath of Office -New HRA member Carl Lindercamp
B. Administrative Expenses -October & November 2017
C. Investment Listing
D. Public Housing Program -Accounts Receivable
E. 2018 Administrative Contracts with Fergus Falls HRA
1. Section 8 Voucher Program
2. Low Rent Family Public Housing
3. MHF A Programs
4. Otter Tail County Tax Levy Programs
F. Otter Tail County Tax Forfeited Properties
G. Capital Fund Program Update
4. Rehab Specialist -Mikel Olson
A. Tax Levy Update
B. Tax Levy Rental Update
C. SCDP Update -All Cities
D. MHFA Update
5. Housing Administrator-Mary Jo Schwarz
A. Otter Tail County Section 8 Update
6. Housing Manager -Pam Minten
A. Public Housing Program Update
PLEASE CALL IF YOU ARE UNABLE TO ATTEND!
H:\Users\JEFF\Agendas (OTC)\AGENDA OTC 12-14PftJvlt'JffJ!f,ffl6tising Opportunities